Commission Meeting Minutes Thursday, August 16, 2018

For your consideration, please read the minutes from the Commission Meeting held on Thursday, August 16, 2018.

Commission Meeting Minutes 8-16-18 with Attachments

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Brunswick-Glynn County Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, August 16, 2018 at 2:00 PM

COMMISSION MINUTES

PRESENT:                             

Donald M. Elliott, Chairman

Cornell L. Harvey, Commissioner

Steve Copeland, Commissioner

Tripp Stephens, Commissioner

G. Ben Turnipseed, Commissioner

ALSO PRESENT:                 

Jimmy Junkin, Executive Director

Charlie Dorminy, Legal Counsel HBS

Andrew Burroughs, Deputy Executive Director

Todd Kline, Director of Engineering

Pam Crosby, Director of Procurement

John D. Donaghy, Director of Finance

Jay Sellers, Director of Administration

Janice Meridith, Exec. Commission Administrator

Mark Ryals, Superintendent

MEDIA PRESENT:               

Pamela Permar Shierling, The Islander

ABSENT:                               

Mike Browning, Vice-Chairman

Clifford Adams, Commissioner

Chairman Elliott called the meeting to order at 2:00 PM.

Commissioner Turnipseed provided the invocation and Chairman Elliott led the pledge.

PUBLIC COMMENT PERIOD

Chairman Elliott opened the public comment period.

There being no citizens for public comment, Chairman Elliott closed the public comment period.

Chairman Elliott requested a motion to excuse Commissioner Browning and Commissioner Adams from the Commission Meeting.

Commissioner Harvey made a motion seconded by Commissioner Turnipseed to excuse Commissioner Browning and Commissioner Adams from the Commission Meeting.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

Chairman Elliott requested a motion to postpone Approval Item #4 until the next Commission Meeting.

Commissioner Copeland made a motion seconded by Commissioner Harvey to postpone Approval Item #4 until the next Commission Meeting.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

APPROVAL

  1. Minutes from the August 2, 2018 Regular Commission Meeting

Commissioner Harvey made a motion seconded by Commissioner Turnipseed to approve the minutes from the August 2, 2018 Regular Commission Meeting.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

 Minutes from the August 2, 2018 Executive Session

Commissioner Turnipseed made a motion seconded by Commissioner Copeland to approve the minutes from the August 2, 2018 Executive Session.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

Amendments to Rate Resolution for FY Ending June 30, 2019 – J. Donaghy

John Donaghy presented the recommendation to amend both Appendix A and Appendix B of the Rate Resolution for FY Ending June 30, 2019.  He advised that staff has reevaluated the cost of meter installations using a more modest estimation of the average personnel time and equipment utilization which resulted in a reduction of the following fees on Appendix A:  residential 1” meter reduced by $450 (from $2,410 to $1,960), residential 1.5” meter reduced by $620 (from $3,920 to $3,300), and irrigation 1” meter reduced by $595 (from $2,735 to $2,140).  Following the same computations, the cost of 2” residential meter increased by $30 (from $3,970 to $4,000), and irrigation meters increased by $145 (from $4,230 to $4,375). Appendix B was recommended to be amended for clarification of sewer lateral inspection fees applying to both new services and to demolitions.

Commissioner Turnipseed made a motion seconded by Commissioner Stephens to move that the JWSC amend the Rate Resolution, Appendix A, to reflect the recomputed costs of meters and to refund the cost reductions for any meters purchased on or after July 1, 2018.  And, that Appendix B be amended to clarify the fee for Sewer Lateral Inspections.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

  1. LS4003 Upgrades Engineering Selection/Process – J. Junkin

This item was postponed until the next Commission meeting.

  1. Frederica Township Comprehensive Agreement – C. Dorminy

Charlie Dorminy presented the recommendation to approve a Comprehensive Agreement between JWSC and the Frederica Development Group, LLC.  Mr. Dorminy recalled that the Commission had previously approved moving forward with an Unsolicited Proposal made by the Developer regarding LS 2056 upgrades.  JWSC has also entered into a Comprehensive Agreement with SLF IV-GA Sinclair, LLC for certain improvements including the installation and manifold of a new parallel force main and upgrades to LS 2056 which have not been completed.  The completion of the improvements contemplated by the Sinclair Comprehensive Agreement will impact the upgrades needed to accommodate future development of the property served by LS 2056.  Frederica Development Group, LLC is pursuing development of 200 residential lots on property served by LS 2056, and proposes to fund the necessary improvements to the sewer infrastructure in order to provide for the additional capacity for the Development in excess of the capacity created by the Sinclair Agreement.  A brief overview of the Agreement was provided.

Commissioner Turnipseed made a motion seconded by Commissioner Harvey to move that the JWSC approve the Comprehensive Agreement in the form attached hereto guaranteeing capacity and access for those lots whose construction plans have been approved and upon payment of the Capital Improvement Fees associated with those lots.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

  1. Atlanta Gas Light Easement Encroaching Agreement – T. Kline

Todd Kline presented the recommendation for JWSC to allow Atlanta Gas Light Company to install a natural gas service line within an existing thirty foot wide JWSC water and sewer easement located at 134 Meadows Drive.  This line would enable natural gas services to be extended to three potential AGL customers.  Additions requested by the Commission to be noted within the Agreement were:  AGL’s gas line shall remain within the back (eastern-most) five feet of the easement, and the gas line shall maintain a minimum of three feet vertical and horizontal separation from JWSC’s infrastructure.

Commissioner Harvey made a motion seconded by Commissioner Copeland to move that the JWSC approve the Encroachment Agreement with Atlanta Gas Light Company to allow the installation and maintenance of a gas line at 134 Meadows Drive to include the additions as discussed by the Commission.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

  1. Canal Crossing Easements & Infrastructure Dedication – T. Kline

Todd Kline presented the recommendation to approve the dedication of easements and conveyance for a large portion of the water and sewer infrastructure within the Canal Crossing commercial development. As a part of the development process, the Developer agreed to construct the water and sewer infrastructure and dedicate the ownership of the easements to JWSC.  This dedication consists of easements for water and sewer pipes and the conveyance of a sewer lift station but does not include easements across two parcels owned by WJS Glynn, LLC and MSG Brunswick Land, LLC respectively, which are still in the process of being dedicated.  The JWSC was involved in the construction of the infrastructure and has inspected the infrastructure to ensure it is compliant with today’s construction standards.

Commissioner Turnipseed made a motion seconded by Commissioner Harvey to move that the JWSC accept the dedication of the easements and conveyance from Canal Crossing Association, Agree Limited Partnership, John P. Suarez, as trustee of Sam’s Real Estate Business Trust, Exchangeright Net Leased Portfolio 15 DST, Rees 514, LLC, and Brent Brunswick, LLC, more specifically described in the document attached hereto.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

  1. Mansfield Street Water & Sewer Change Order #9 Final Adjusting – T. Kline

Todd Kline presented the recommendation to approve payment of Change Order #9 for the JWSC Project #421, Mansfield St. Water & Sewer Main Replacement.  The original Mansfield Street project contract is between the City of Brunswick and J.H. Stone Construction; JWSC and the City of Brunswick entered into a MOU in a cooperative effort for the replacement of water and sewer main as a portion of the Project.  Change Order #9 is for the final amount of paving replacement and water and sewer infrastructure installed above original contract quantities.  The total value of the additional work validated by JWSC staff is $43,486.10.

Commissioner Turnipseed made a motion seconded by Commissioner Harvey to authorize the Executive Director to reimburse the City of Brunswick for Change Order #9 (Exhibit B) in the amount of $43,486.10.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

DISCUSSION

  1. Waste Water Treatment Plant Flows Update – M. Ryals

Mark Ryals presented the monthly report on the waste water treatment plant flows update for Academy Creek, Dunbar Creek, and South Port for July 2018.  This report includes data concerning the monthly influent and effluent flows, influent and effluent concentrations of various elements, removal efficiency for BOD and TSS, and rainfall amounts at each waste water treatment plant.  Increased flows were noted as well as a decrease in BOD.  The data for solids taken to the landfill from each plant was requested to be included on the report, as well as the sludge dry times.

  1. Academy Creek Odor Control Update – A. Burroughs

Andrew Burroughs presented an update on the Academy Creek Odor Control Trial to the Commission.  This was a 60 day trial using a magnesium hydroxide/lime slurry mixture which was to be fed into the system at three locations upstream from Academy Creek (LS 4001, LS 4028, and LS 4036).  Mr. Burroughs gave a brief overview of the trial, explained how the process works, and reviewed the results as of July 30, 2018.  It was noted that there was an apparent initial success that seemed to have gone away during the first month of testing. Staff will work with the trial provider to improve flow paced dosing during the second month of trial, and expects that the results should be closer to the initial results of the trial with the improved flow paced dosing.

  1. Water & Sewer Billing Format – J. Sellers

This item is postponed until the next Commission Meeting.

  1. Friendly Express #71 Water & Sewer Extension Agreement – T. Kline

Todd Kline presented a discussion regarding the potential Friendly Express #71 Water & Sewer Extension Agreement to the Commission.  Consideration is being given to include crossing Highway 303 with water and sewer lines within the Friendly Express #71 Project. If approved at a future Commission meeting, this will enable JWSC to reach potential customers in the area as shown on a map provided by Mr. Kline.  He explained the project details and the pros of the opportunity to work cooperatively with the Developer on this Project.

  1. July 2018 Month End Financial Statements – J. Donaghy

John Donaghy presented the July 2018 Month End Financial Statements to the Commission, and added that this is the first monthly report for the new fiscal year.  It was noted that there are still adjusting entries to be made for the past fiscal year, and these have not been made as of yet due to the anticipated visit by the auditor.  Those adjusting entries may have an effect on the actual beginning balances in the reporting for July.  When asked about the Expansion Reserve on the Supplemental Schedule of Cash Balances, Mr. Donaghy explained that two years prior it was decided to put $1M each year into this reserve to hold for expansion projects.  Due to budget constraints during the past year, the full amount was not available and also some of the previous funding was required for replacement vehicles and equipment.  It was suggested that Mr. Donaghy should come back to the Commission for approval to transfer the $520K from the Expansion Reserve to the Repair and Replacement Reserve.  Mr. Donaghy was also requested to add a worksheet to this report detailing the projects each month that the Repair and Replacement Reserve is committed to, and also the same for the Capital Improvement Fee Reserve.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin had no further update at this time. 

CHAIRMAN’S UPDATE

Chairman Elliott had no further update at this time.

EXECUTIVE SESSION

Chairman Elliott advised there would be an Executive Session to discuss litigation and personnel issues with no vote to be taken.

Commissioner Stephens made a motion seconded by Commissioner Harvey to adjourn into Executive Session to discuss litigation and personnel issues.  Motion carried 5-0-2. (Commissioner Browning and Commissioner Adams were absent for the vote.)

Return to Regular Session

Commissioner Stephens made a motion seconded by Commissioner Harvey to return to Regular Session.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Adams were absent for the vote.)

There being no further business, the meeting was adjourned at 5:53 p.m.