Commission Meeting Minutes – Thursday, December 17, 2020

For your consideration, please read the minutes from the Commission Meeting held on Thursday, December 17, 2020 at 2:00 p.m. in the Commission Meeting Room.

Commission Meeting Minutes 12-17-20 with Attachments

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

Brunswick-Glynn County Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, December 17, 2020 at 2:00 PM

COMMISSION MINUTES

PRESENT:                             

G. Ben Turnipseed, Chairman

Bob Duncan, Vice-Chairman

Donald Elliott, Commissioner

Charles Cook, Commissioner

Cornell L. Harvey, Commissioner

Wayne Neal, Commissioner

Tripp Stephens, Commissioner

ALSO PRESENT:                  

Andrew Burroughs, Executive Director

Charlie Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Exec. Director

Todd Kline, Director of Engineering

Jay Sellers, Director of Administration

Frances Wilson, Senior Accountant

Donnie Bankston, Superintendent WPD

Derrick Simmons, Superintendent WDD

Alvin Hall, Supervisor WDD

Christa Free, Procurement Coordinator

Janice Meridith, Exec. Commission Administrator

Cindy Barnhart, Teamwork Services

Jeffrey Singletary, Teamwork Services

Jarrett Bridges, Turner & Associates

Mike Thomas, Georgia Association of Water Professionals

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

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

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

PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the public comment period.

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

AWARD PRESENTATION

            Distribution Excellence Award – Mike Thomas, Georgia Association of Water Professionals

Chairman Turnipseed stated that this is the first award that JWSC has ever received (statewide award), and requested for Donnie Bankston, Derrick Simmons and Alvin Hall come to the front.  Mike Thomas introduced himself and provided that the GAWP serves thousands of water professionals across the State of Georgia helping them get the proper training they need through conferences and legislature.  Mr. Thomas stated that he is a retired utility director and winning awards were always important to him since it indicates that the staff has gone above and beyond what is expected of them each day.  He added that this is the first time our superintendents went through this process and it required a lot of hard work and paperwork involved.  They have to demonstrate that they are going above and beyond; they have good maintenance programs for valves and fire hydrants; have a good backflow program in making sure they are maintaining pressure; keeping the system operating the way it should be; and making sure our citizens have clean safe drinking water.  Mr. Thomas remarked that JWSC is receiving the “Gold Award” which means that there are voluntary inspectors who take a look at the system and then score the system.  What it takes to get the “Gold” is that the system must score at least 95 out of 100, and they did an excellent job, especially for their first time.  He noted that most times when people apply for this award the first time, sometimes they do not receive the award at all, or might be awarded the “Silver” for a score of 90 out of 100.  These guys must have already been doing a good job to win this award.  It is a prestigious award and is very important.  Mr. Thomas commented that our Commission must be proud of what the staff is doing and proud of our system.  He expressed his appreciation for being able to come to JWSC and present this award, and also congratulated the superintendents for their excellent work.  Mr. Bankston, Mr. Simmons and Mr. Hall, as well as Mr. Burroughs all expressed their appreciation and pride in their accomplishment in earning this “Gold Award” from the GAWP.  The Commissioners expressed their appreciation for this staff’s endeavors.

RECOGNITION OF SERVICE

            Commissioner Donald Elliott – Two Terms Service on Commission (2013 – 2020)

Chairman Turnipseed presented Commissioner Donald Elliott with a Recognition Award and read the inscription on the plaque recognizing his two terms of dedicated service to the Commission from January 1, 2013 through December 31, 2020.  Chairman Turnipseed commented that he has had the opportunity to work with Commissioner Elliott for the past three years, in which he has been a great mentor.  Commissioner Elliott brought the JWSC through a rather turbulent time when there was not a director, and he stepped up and served as the Assistant Director.  Chairman Turnipseed remarked about all of Commissioner Elliott’s contributions to JWSC as a Commissioner, Chairman of the Commission, and as Assistant Director.  He expressed his great appreciation for everything Commissioner Elliott has done for JWSC, and wished him well in his future endeavors.

Commissioner Elliott stated that he sent out an email just earlier to all of the JWSC staff.  He noted that when he came on board JWSC was just getting water out and processing the sewer; and today is evidence of how this organization has grown just by the award that these gentlemen got.  The way we are moving towards technology is all due to this organization, the people in it, and their hard work.  Commissioner Elliott remarked that all he did was make suggestions as to what JWSC needed to do, but senior staff and other staff members all put it together and made it happen.  You need to be proud of yourselves for what you have accomplished.  Take a minute and rest.  When that minute is over, get back to work and make people proud of you.  That will be how I remember this organization.  Mr. Burroughs commented that Commissioner Elliott has put in eight years of service to his community and JWSC during which time he has worn more hats than he probably ever realized he would.  During the time of turbulence for our Utility, Commissioner Elliott stepped in and helped calm the storm.  His support of staff over the years has been appreciated and the organization is in a much better place today as he unfortunately leaves us as when he joined us eight years ago.  Despite being an Auburn man, he is a real asset to this organization.  I think I speak for the staff when I say that we have enjoyed his leadership and friendship over the years.  Mr. Burroughs wished Commissioner Elliott well and thanked him for his service. 

COMMITTEE UPDATES

Facilities Committee Meeting Update – Chairman Turnipseed

Chairman Turnipseed reported that the Facilities Committee had met on the previous day, and approved a few items to be forwarded to the full Commission:  a contract award for the Demere & Prince Street EST painting, a contract award for the inspection services for the same project, PS 2002 Force Main Replacement Engineering, and Change Order #1 on the Ridgewood WPF, and the SPLOST NM Phase II Change Order #2.  The wastewater plant flows reports indicated all plants are working well within permit.  Academy Creek is operating at 55%, Dunbar is operating at 65%, and Southport is operating at 44% of its capacity.  The Chairman highlighted the Capital Project report which indicated much work having been done on various projects, as well as new work in design.

Finance Committee Meeting Update – Commissioner Duncan

Commissioner Duncan reported that the Finance Committee had also met on the previous day.  He noted that the Committee did recommend that the Worker’s Compensation Renewal and the GEFA Loan were both passed on to the full Commission for consideration.  The monthly financial report reflected that at this time JWSC is running under the planned budget financially, however that is due to the timing of some significant project payouts, and some efficiencies that were initiated earlier in the year.

Commissioner Stephens arrived to the meeting at 3:11 p.m.

Human Resources Committee Meeting Update – Commissioner Elliott

Commissioner Elliott reported that the Human Resources Committee did meet on the same day, with a short agenda.  After the previous minutes were approved, the Uniform Dress Code revisions were approved to be forwarded to the full Commission for consideration.

APPROVAL

  1. Minutes from the November 19, 2020 Regular Commission Meeting

Commissioner Duncan made a motion seconded by Commissioner Cook to approve the minutes from the November 19, 2020 Regular Commission Meeting.  Motion carried 7-0-0. 

  1. Minutes from the November 19, 2020 Executive Session

Commissioner Harvey made a motion seconded by Commissioner Neal to move to approve the minutes from the November 19, 2020 Executive Session.  Motion carried 7-0-0. 

  1. Workers’ Compensation Renewal – J. Singletary, TSI / J. Bridges, Turner & Associates

Chairman Turnipseed stated that on the previous day the workers’ compensation renewal had been approved by the Finance Committee to be forwarded to the full Commission.

Commissioner Duncan made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn County Joint Water and Sewer Commission approve the renewal of workers’ compensation insurance coverage with The Zenith for policy year 2021-2022 in the amount of $203,032.  Motion carried 7-0-0.

Chairman Turnipseed mentioned that for 2021-2022, the premium cost for the workers’ compensation insurance had gone down to $203k from the $257k cost for 2020-2021.  Mr. Burroughs added that this was a 21% reduction or a $54k reduction due to a low claims year and a reduction in the experience mod as well, which is expected to decrease again in 2022-2023, hopefully resulting in a cost savings for next year.  JWSC has received very good service from this service.

  1. GEFA Loan Execution – L. Roberts

Mrs. Roberts stated that JWSC has the opportunity to borrow funds through the Georgia Environmental Financial Association with extremely favorable terms for our organization, that being 0.7% for 30 years in order to finance the meter project.  There will be a total of two loans that will come before this Board.  Mrs. Roberts added that the meter project is to be completed in four years.  For this loan the funds would have to be drawn by year 2023.  The loan documents were included for the Commissioners to review.  This motion would authorize the Chairman and Vice-Chairman to execute the appropriate loan documents, and authorize the Chairman, Vice-Chairman, Executive Director and Deputy Executive Director to sign for draws on this loan.

Commissioner Elliott made a motion seconded by Commissioner Stephens to move that the Chairman and Vice-Chairman be authorized to execute the appropriate loan documents for GEFA Loan DW2020040; also I move for the Chairman, Vice-Chairman, Executive Director and Deputy Executive Director be authorized to sign for draws on GEFA Loan DW2020040.

Mr. Burroughs and Mrs. Roberts will confirm the exact number of months for the term of this loan.

Motion carried 7-0-0.

  1. Human Resources SOP / Employee Handbook Revisions – A. Burroughs
  • Section 4.14 – Uniform Dress Code

Mr. Burroughs provided that at the Human Resources Committee Meeting earlier that morning, the revisions which were discussed at the November HR meeting had been made to the Uniform Dress Code.  The new Uniform Dress Code will allow for uniforms to be purchased rather than JWSC paying Cintas to rent and launder them.  Mr. Burroughs highlighted the categories of employee positions which determine the type of uniform to be worn.  The change from paying for uniform rental and laundering services to purchasing the uniforms will result in significant savings for JWSC.

Commissioner Neal made a motion seconded by Commissioner Harvey to move that the Brunswick-Glynn County Joint Water & Sewer Commission approve the edits to Section 4.14 of the Human Resources Standards of Practice as presented.  Motion carried 7-0-0.

  1. Contract Award – Prince Street/Demere Road EST Painting – A. Burroughs

Mr. Burroughs advised that bids for this project were advertised on October 30, 2020.  Bids were received from three firms on December 1, 2020.  The Prince Street tank will be blasted down to the bare metal along the inside and outside, then repainted completely.  The Demere tank will be blasted on the inside down to bare metal, and will be given a top coat only on the outside.  There were some alternate and extra work items that were included in the bids.  Mr. Burroughs advised of the following items to be included as recommended by staff: award the base bid, include extra work items #3 through #10 and the cash allowances, and forgo the 5% supplemental work allowance that was allowed in each bid.  This funding was budgeted in the R&R.  Mr. Burroughs mentioned that Tank Pro, LLC was the low bidder on both tanks, and therefore was selected to do both tanks.  The Prince Street tank will be white with the City of Brunswick logo on the side facing Sidney Lanier Bridge, and the JWSC logo on the side facing downtown Brunswick.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn County Joint Water and Sewer Commission award a contract in the amount of $876,837.00 to Tank Pro, LLC for the Elevated Storage Tank Rehabilitation for Prince Street and Demere Road.  Motion carried 7-0-0. 

  1. Contract Award – Inspection Services EST Painting – A. Burroughs

Mr. Burroughs stated that for the tank project named in the previous agenda item #6, this is a construction inspection services contract to be awarded to Chapman Technical Services, LLC.  Chapman has provided ongoing inspection services for JWSC’s elevated and ground storage tanks for the past several years, and also handles periodic wash-outs for them.  The inspection reports Chapman provided were the basis for the design of the actual project.  He has familiarity with the storage tanks and has significant experience working with coastal areas on tank rehabs.  The inspection services are not to exceed $29,500 for the project.

Commissioner Duncan made a motion seconded by Commissioner Elliott to move that the Brunswick-Glynn County Joint Water and Sewer Commission award a contract in the amount of $29,500.00 to Chapman Technical Services, LLC for construction inspection services for the Elevated Storage Tank Rehabilitation for Prince Street and Demere Road.  Motion carried 7-0-0.

  1. Contract Award – PS 2002 Force Main Replacement Engineering – A. Burroughs

Mr. Burroughs mentioned that this item was presented at the Facilities Committee Meeting on the previous day.  Proposals were received for the design of a force main in the right of way along Arnold Road from PS2002.  This is a heavily traveled thoroughfare on SSI.  The existing force main is a 10-inch cast iron force main that runs directly along the centerline of Arnold Road.  It has had three failures in the past two years on that line and it requires closing the road to do the repairs to the damage when it occurs.  Moving the force main in the right of way will allow JWSC to maintain operations of the pump station until the tie-ins are made on the new force main.  Mr. Burroughs noted that this is not a replacement of the entire force main, but it is cast iron up to the intersection of Demere Road and Mallery, and then becomes PVC after that point.  The replacement force main section will be tied in to the PVC force main at that point.  The best combination of price and contract time in the proposals came from T.R. Long Engineering.  This proposal also includes full time construction observation while the force main is being installed along Arnold Road.

Commissioner Elliott made a motion seconded by Commissioner Duncan to move that the Brunswick Glynn County Water and Sewer Commission award a contract to T.R. Long Engineering in the amount of $38,235.00 for engineering and construction administration services for the Pump Station 2002 Force Main Replacement project.  Motion carried 7-0-0.

  1. Ridgewood WPF – Change Order No. 1 – A. Burroughs

Mr. Burroughs provided that the Ridgewood Water Production Facility is along Perry Lane Road.  Start-up inspection has already started and the station is functional at this time and is substantially complete.  However, there is a punch list of items that need to be completed, of which the original completion date on the contract was December 13, 2020.  The contractor has requested 30 days to finalize the punch list items.  A punch list inspection will be done on next Tuesday and Wednesday.  The change order request does not require any additional funding, only the additional 30 days for completion of the punch list items.

Commissioner Neal made a motion seconded by Commissioner Harvey to move that the Brunswick-Glynn County Joint Water & Sewer Commission approve the above described Change Order #1, for time extension.  Motion carried 7-0-0.

  1. SPLOST NM Phase II – Change Order No. 2 – A. Burroughs

Mr. Burroughs advised that this will be a closing out a final adjusting change order for SPLOST Phase II which was the CIPP repair of large diameter pipe along Whitlock Street and manhole repairs along that area as well.  When this project went out for bid there were items included for manhole replacements that ended up being taken care of with manhole lining instead of replacement.  Once it was inspected and cleaned again, it was decided against lining a couple of sections of pipe that were in better condition than originally expected.  There were also a couple of manholes removed from the contract as well as 21 inverts on manholes that were not completed.  The contract is also 214 days over contract price so the proposed scope deduction is $904,298.70.  That leaves an adjusted contract amount of $1,646,220.30 with liquidated damages for 14 days and an approval of 10 weather days requested.  There will be a total of $204,000.00 in liquidated damages, retainage held to date, and payout application #8 which has not been paid.  Following the approval of this requested change order, the final closing payment will be $19.53.

Commissioner Duncan made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn County Joint Water & Sewer Commission approve the above described Change Order #2, for project closeout.  Motion carried 7-0-0.

EXECUTIVE SESSION – Personnel

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

Return to Regular Session 

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

  1. Amendment to Executive Director Contract – C. Dorminy

Commissioner Duncan made a motion seconded by Commissioner Neal to move to authorize the Chairman of the JWSC to negotiate the updated contract with the Executive Director.  Motion carried 7-0-0.

DISCUSSION

There were no items for discussion.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs officially congratulated Commissioner Cook for his reappointment to the JWSC Board for four more years.  RFP proposals are due for SCADA on December 22, 2020.  NM SPLOST bids for Phase III are due on January 12, 2021.  Mr. Burroughs then thanked the staff for all of their hard work during what has been an incredibly stressful year for them; much of what they do goes unseen, but it is a good reminder of just how important our jobs are and how dedicated the staff are to their jobs.  He again wanted to thank the staff for all of their efforts during this year, and added that he is excited for the progress that can be made in 2021 with all of their efforts.  Mr. Burroughs wished a very Merry Christmas to all of the Commissioners.

CHAIRMAN’S UPDATE

The Chairman stated that he wanted to thank the staff for everything they have done this year.  Chairman Turnipseed commented that he especially wanted to thank all of the Commissioners and remarked what a pleasure it is to work with Commissioners who are so involved and put in the extra effort.  He then wished Commissioner Elliott the best of everything in his future and that all of his work has been appreciated as well as his leadership for JWSC and in moving the Commission forward.  Chairman Turnipseed closed by stating that he is looking forward to next year.

Commissioner Elliott expressed his appreciation and thanks for the recognition award and the times that he has had the opportunity to participate in this organization.

There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 3:00 p.m.