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Commission Meeting Minutes – Thursday, December 15, 2022

For your consideration, please read the minutes from the Commission Meeting held on Thursday, December 15, 2022 at 2:00 p.m. in the Commission Meeting Room.

Commission Minutes 12-15-22 with Attachments

To read the minutes, please open or download the pdf from the link above, or you may see more below.

Brunswick-Glynn Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, December 15, 2022 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Bob Duncan, Vice-Chairman

Charles Cook, Commissioner

Wayne Neal, Commissioner

Kendra Rolle, Commissioner

Tripp Stephens, Commissioner

Chad Strickland, Commissioner 

ALSO PRESENT:                  

Andrew Burroughs, Executive Director

Charles A. Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Executive Director

David Owens, Director of Finance

Todd Kline, Director of Engineering

Janice Meridith, Executive Commission Administrator 

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

Chairman Turnipseed provided the invocation and Commissioner Neal led the Pledge of Allegiance. 

PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the public comment period.

Andrew Turner – Rose Cottage Lane Paving – Mr. Turner expressed his concerns regarding the paving on Rose Cottage Lane in Hamilton Landing.  He noted that their HOA is responsible for funding the street maintenance in this private gated neighborhood.  The HOA believes that JWSC is responsible to repave and repair the current pavement damages. It is contended that six (6) years ago JWSC’s contractor incorrectly installed force main pipe to Pump Station 2030 and did not compact the pipe from which the settling caused cracks and potholes down Rose Cottage Lane.  Mr. Turner stated that JWSC did repave a portion of the street (about half) when some initial issues were found.  Mr. Turner stated that JWSC accepted responsibility when they repaved the first half, and during this past year the street has gotten worse with more cracks and potholes developing.  The HOA maintains that JWSC should be held responsible for funding the repaving of Rose Cottage Lane due to the issues assumed to have been caused by contractor work from six (6) years ago.

There being no additional public comment, Chairman Turnipseed closed the public comment period.

RECOGNITION OF SERVICE – Chairman Turnipseed

Bob Duncan – Recognition of Four Years of Service as Commissioner for the Brunswick-Glynn Joint Water and Sewer Commission (2019 – 2022)

Chairman Turnipseed congratulated Vice-Chairman Bob Duncan and thanked him for his four years of service as a Commissioner for JWSC.  Chairman Turnipseed added that he has also served as Vice-Chairman of the Commission for three of those years, and has served as Chairman of the Finance Committee during this time.  Commissioner Duncan’s background in utilities and his knowledge have proven him to be an asset for JWSC.  Vice-Chairman Duncan expressed his appreciation and noted his high honor to serve the community and JWSC.  He also commented that as a Commissioner, he has now been able to utilize his background and experience with utilities at all levels. Chairman Turnipseed presented Commissioner Duncan with a plaque acknowledging his service to the organization. 

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed

Chairman Turnipseed reported that the Facilities Committee had met the previous day at 1:00 p.m.  The committee approved a bid rejection for the rehab of 3 pump stations and rejected the paving of Rose Cottage Lane.  The committee approved the replacement of the Academy Creek WPCF Grit Screen, a Change Order for the ARCO Area Expansion Project, and the leasing of airport property for the Canal Road Water Production Facility.  The Water Production Report, WPCF Plant Flows Report, and Capital Project Report all show that JWSC is doing a good job and operating efficiently.

Finance Committee – Commissioner Duncan

Committee Chairman Duncan reported that the Finance Committee meeting was held on the previous day at 3:00 p.m. The committee reviewed and approved most of the same items from the money standpoint as the Facilities Committee did.  In addition, there were 2 items approved by the Finance Committee that were not presented at Facilities which were a leak adjustment and surplus request to retire certain equipment.  On the balance sheet, the total assets for the utility continue to increase due to our continued investments.  Last fiscal year, the utility’s assets were worth about $245M.  With investments and expansion, JWSC’s assets have increased to just over $250M through the end of November.  With future system expansion and upgrading facilities those assets will continue to grow and perform for our community. 

APPROVAL

  1. Minutes from the November 17, 2022 Regular Commission Meeting

Commissioner Duncan made a motion seconded by Commissioner Stephens to approve the minutes from the November 17, 2022 Regular Commission Meeting.  Motion carried 7-0-0.

  1. Minutes from the November 17, 2022 Executive Session

Commissioner Duncan made a motion seconded by Commissioner Cook to approve the minutes from the November 17, 2022 Executive Session.  Motion carried 7-0-0. 

  1. Bid Rejection – PS3101, PS4001, and PS4002 Rehab Project – A. Burroughs

Chairman Turnipseed advised this item was rejected by the Facilities Committee, and asked Mr. Burroughs to provide the details.  Mr. Burroughs noted this IFB was released on November 3rd with only one bid being received.  The one bid was received from POPCO in the amount of $3,853,900.00 and included the rehab scope of work for all three pump stations. Each of the pump station rehabs is funded separately.  With a combined budgeted amount of $1,425,000.00 and an engineer’s cost estimate of $2,575,800.00, the bid price of $3,853,900.00 submitted by the only bidder, POPCO, Inc., exceeds both by a substantial amount.  Staff recommended that the JWSC reject the bid for the project as specified.  Staff will work with the consulting engineer to rework the scope of the project and re-advertise the project in the near future.

Commissioner Cook made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission reject the bid for IFB 23-013for Rehabilitation of PS3101, PS4001, and PS4002, amend the scope and re-advertise the project.  Motion carried 7-0-0.

  1. Leak Adjustment – A. Darraby A. Burroughs

Mr. Burroughs provided that the Commission has previously approved a change to the county Ordinance requirement for leak adjustments $2,000 and over to be approved by the Commission.  The requested change is to increase the amount to $5,000 and over requiring Commission approval.  The Glynn County Ordinance must be revised to accommodate this requested change, and may be approved in January by the Glynn County Board of Commissioners.  At this time there is a requested leak adjustment over $2,000 for JWSC customer A. Darraby in the amount of $2,255.79.  All repairs causing the leak have been taken care of by the customer and the adjustment request is in order.  Staff recommends approving this leak adjustment.

Commissioner Stephens made a motion seconded by Commissioner Strickland to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the leak adjustment in the amount of $2,255.79 to the account of Alexandra Darraby.  Motion carried 7-0-0.

  1. Academy Creek WPCF Grit Screen Replacement – A. Burroughs

Mr. Burroughs provided that the Academy Creek Water Production Control Facility has been undergoing extensive rehab since December 2020.  Replacements of the bar screens was included, but no work was included on the grit removal system immediately downstream of the bar screens.  With the new bar screens online, a review of grit system operations has been performed.  It has been determined that with a replacement of the control panels for these systems would be beneficial.  Two quotes were received for the construction and install of new control panels as well as SCADA integration of the new panels. Pump & Process Equipment quoted $44,060.00, yet this quote does not include SCADA integration of the new panels. Electric Machine Control quoted $44,314.00 including the SCADA integration of the new panels.  It was noted that EMC has been the SCADA integrator for the JWSC for approximately 5 years. Given the closeness of the two quotes, staff recommends moving forward with a single contract award to Electric Machine Control in the amount of $44,314.00.  Having a single contractor will make integration more seamless and eliminate potential concerns of liability if something does not function as intended.

Commissioner Stephens made a motion seconded by Commissioner Strickland to move that the Brunswick-Glynn Joint Water and Sewer Commission approve a contract award to Electric Machine Control, Inc. in the amount of $44,314.00 for grit system control panel replacement at the Academy Creek WPCF.  Motion carried 7-0-0.

  1. Paving Services for Rose Cottage Lane – A. Burroughs

Chairman Turnipseed noted that the Facilities and Finance Committees were presented with this item, and it was not approved by either committee.  Mr. Burroughs stated that JWSC has paved a smaller section of the roadway in the past two years, but additional settlement has occurred outside of that existing patch.  The homeowners requested that JWSC inspect the current condition of the road.  In November JWSC staff came to the Board to request the repaving of the entire road.  This item was deferred with a request from the Board for photos and video of the current road condition for their review in December.  Those were viewed by the committees on the previous day, with both committees unanimously voting against. From the visuals it did not appear that the current condition of the roadway merits repair.  Mr. Burroughs added that with the results of those discussions and the current road condition staff did not recommend moving forward with this contract at this time.  Commissioner Neal asked if the road was completely paved at the same time, and Mr. Burroughs responded that six years ago, yes it was, and JWSC did repave about 600 feet that was in significantly worse condition last year.  Commissioner Neal noted the full road was repaved when the force main was installed meaning that the remaining portion JWSC had not re-paved was done 6 years ago. He noted that if this half had not settled in the 6 years, but the other half did, it seemed that it would have all settled at the same time.  Mr. Burroughs commented that would be the expectation. Mr. Turner did bring a short video he had taken of the road the evening prior.

Commissioner Stephens made a motion seconded by Commissioner Duncan to move this item behind agenda item #9 until the video was ready for viewing.   Motion carried 7-0-0. 

  1. ARCO Area Water & Sewer Extension Project – Change Order No. 2 – T. Kline

Mr. Kline highlighted the details of the requested change order for the ARCO Area Water & Sewer Extension Project. The recommendation letter was received from Thomas & Hutton Engineering Co. on December 7th. The Contractor has requested additional funding in the amount of $43,170.00 and an additional 150 days of contract time. The increase in funding compensates for additional sewer installation to increase services.  The design modification solves potential issues of surcharging/back-ups in the future and eliminates the need for obtaining easements to facilitate the installation of sewer per the original plan.  The additional 150 days contract time is requested due to supply chain delays for manhole structures/materials, permitting, and sewer re-route design changes.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission recommend approval of Change Order No. 2 to the ARCO Area Water & Sewer Extension to UWS, INC to increase the contract amount by $43,170.00 and contract time by 150 consecutive calendar days.  Motion carried 7-0-0.

  1. Leasing of Airport Property – Canal Road Water Production Facility – T. Kline

Mr. Kline noted that the Facilities Committee reviewed and recommended this item on the previous day.

Staff is requesting authorization to apply to lease airport property from the Glynn County Airport Commission for the future Canal Road Water Production Facility.  The application and real estate fee is for a sublease and future relinquishment of the existing site and additional property that is needed to build the Canal Road Water Production Facility improvements off Harry Driggers Boulevard to include a ground storage water tank and associated pump control building.  In addition to the existing site, an additional 100’ x 110’ property be acquired from the airport commission with the purpose to expand the existing JWSC Canal Road Well Site #BVWK117/W.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission authorize the Chairman to execute the necessary documents to apply for leasing of property from the Glynn County Airport Commission for the Canal Road Water Production Facility.  Motion carried 7-0-0.

  1. Surplus Inventory/Equipment – A. Burroughs

Mr. Burroughs advised on obsolete inventory items that are no longer of use to the mission of JWSC.  The Crouse-Hinds receptacles and plugs are no longer needed due to SP&M converting to a quick connect portable generator setup.  The 2-inch C-900 PVC pipe is excess material since Water Distribution has converted standard installation to 2-inch poly.  100-feet of the C-900 pipe will remain on-hand for minimal repairs.  Mr. Burroughs did note that in addition to sale on GovDeals, the options under consideration for these specific surplus items are sale to another utility or local contractor that may have use for them.

Commissioner Cook made a motion seconded by Commissioner Strickland to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the above listed items as surplus to be disposed of in a manner most beneficial to the JWSC.  Motion carried 7-0-0. 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs noted that the Banking, Merchant and Investment Services RFP is expected to be in and ready for the Commission’s review at the January meeting.  Mr. Burroughs also thanked all of the Commissioners who were able to attend the annual Christmas Luncheon and then expressed his wishes for all to have a Merry Christmas.

COMMISSIONERS’ DISCUSSION

There was no additional discussion at this time.

CHAIRMAN’S UPDATE

The Chairman had no additional update at this time.

Approval Item #6 cont.

  1. Paving Services for Rose Cottage Lane – A. Burroughs

The video from Mr. Turner and the video JWSC staff recorded of the pavement on Rose Cottage Lane were

both reviewed by the Commission. The videos were taken during different weather conditions allowing a

visual comparison of dry and wet pavement conditions. Chairman Turnipseed asked Mr. Burroughs about the

length of warranty JWSC receives from contracted paving companies and Mr. Burroughs provided it was one

year. Commissioner Neal confirmed that Glynn County also receives a one-year warranty from contracted

paving companies.  Commissioner Duncan commented that JWSC cannot warranty work indefinitely and

that as a developer, he would benefit himself and hire an inspector to approve work prior to accepting it.

Commissioner Duncan added that funding for this re-paving of the street would be placed on the backs of all

JWSC’s ratepayers.  Chairman Turnipseed and Commissioner Stephens provided they both had driven down

Rose Cottage Lane the afternoon before and found no notable issues.  After further discussion and

consideration of details such as the timeline of 6 years since paving, road compaction rather than improper

installation of pipe, and limited warranty period it was determined that JWSC could not be held indefinitely

responsible for issues with paving that was done six years ago. Finally, it was noted that the repair done last

year was out of the goodwill of JWSC and did not hold JWSC responsible to repave the entire street.

Commissioner Duncan made a motion seconded by Commissioner Stephens to reject the proposal made by

staff.  Motion carried 7-0-0.

EXECUTIVE SESSION- Personnel

Commissioner Duncan made a motion seconded by Commissioner Neal to enter Executive Session to discuss Personnel.  Motion carried 7-0-0. 

Return to Regular Session 

Commissioner Stephens made a motion seconded by Commissioner Duncan to return to Regular Session.  Motion carried 7-0-0. 

  1. Amendment to Executive Director’s Contract – C. Dorminy

Commissioner Stephens made a motion seconded by Commissioner Duncan to move to authorize the Chairman to enter into an agreement with the Executive Director to amend his contract. Motion carried 7-0-0 

ADJOURN

There being no additional business to bring before the Commission, Chairman Turnipseed requested a motion to adjourn the meeting.

Commissioner Duncan made a motion seconded by Commissioner Strickland to adjourn the meeting.  Motion carried 7-0-0.

The Chairman adjourned the meeting at 3:15 p.m. with all wishing a Merry Christmas to each other.

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Brunswick - Glynn Joint Water & Sewer Commission - 1703 Gloucester Street Brunswick, GA 31520 - 912-261-7100