Commission Meeting Minutes Thursday, February 21, 2019

For your consideration, please read the minutes from the Commission Meeting held on Thursday, February 21, 2019 at 2:00 p.m.

Commission Meeting Minutes 2-21-19 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, February 21, 2019 at 10:30 AM 

COMMISSION MINUTES

PRESENT:                             

G. Ben Turnipseed, Chairman

Steve Copeland, Vice-Chairman

Donald Elliott, Commissioner

Cornell L. Harvey, Commissioner

Bob Duncan, Commissioner

Wayne Neal, 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

Derrick Simmons, Superintendent

Cindy Barnhart, T.S.I.

Janice Meridith, Exec. Commission Administrator

ABSENT:                               

Tripp Stephens, Commissioner

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar Shierling, The Islander

Chairman Turnipseed called the meeting to order at 10:33 AM.

Commissioner Elliott provided the invocation and Commissioner Copeland led the pledge.

PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the public comment period.

Renee Billings, Water & Sewer Services Cut-Off – Ms. Billings came to speak to the Commission regarding her water and sewer services.  Her services have been cut off for the past two months due to overdue bills.  During this time she has been bringing water from a relative’s house in containers to her home to cook, clean and provide for her children.  Ms. Billings advised she has a limited income and after paying her mortgage and electric bills has little with which to pay for her current water and sewer bill or the arrearage.  She has been on a payment plan, however cannot afford the payments.

Chairman Turnipseed spoke with Mrs. Billings about her current bill.  Mr. Junkin provided that staff had discussed her situation with Commissioners earlier, and would be meeting in the afternoon to attempt to come up with a doable affordable payment plan and resolution for those in this situation.  Commissioner Harvey commented that he was aware of Ms. Billings’ situation and had spoken with her about what they are trying to do. He also mentioned some concerns about Customer Service and dealing with customers.  Chairman Turnipseed provided that they will be looking at it later in the day, and that we want our customers who are paying their bill, even though they are in arrears, to have water.  He noted appreciation that Ms. Billings does want to take responsibility and came in with her comments to the Commission.  Commissioner Neal commented that it does take a lot of courage to come down, stand in front of people and state your case.  He added that there is a general consensus here that we are going to try to figure out something for you and others in your condition.  He thanked Ms. Billings for coming to speak.

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

EMPLOYEE RECOGNITION

Dalton Levi Smith – Water Distribution Operator Certification

Commissioner Harvey presented Dalton Levi Smith with his Water Distribution Operator certificate.  Commissioner Harvey and Cindy Barnhart along with Superintendent Derrick Simmons congratulated Dalton on his accomplishment.

Chairman Turnipseed asked for a motion to amend the agenda.

Commissioner Elliott made a motion seconded by Commissioner Neal to amend the agenda to remove the discussion item on the Cut-Off Policy.  Motion carried 5-1-1.  (Chairman Turnipseed, Commissioner Copeland, Commissioner Elliott, Commissioner Neal and Commissioner Duncan all five voted FOR.  Commissioner Harvey voted AGAINST.  Commissioner Stephens was absent for the vote.)

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed

Chairman Turnipseed advised that the Facilities Committee had met the precious day.  He highlighted the following items that were on the agenda for that meeting:

  • Pam Thompson from Glynn County gave a presentation on Growth Patterns in Glynn County
  • The RFP for engineering services for Academy Creek and Dunbar Creek WPCFs rehabilitation has been prepared by staff with final RFP responses expected by April 9, 2019. The award for the GEFA loan should come sometime in May 2019
  • The proposals for the Smoke & dye Testing Study were received and recommendation was approved by the committee to move forward to the Commission for approval
  • The RFP for North Mainland Phases II and III proposals are due February 27, 2019
  • The video on Whitlock Avenue indicated that not as much rehabilitation work may be necessary as originally expected
  • The RFP for the Sewer Expansion Study has been prepared by staff and responses are expected by March 27, 2019; staff has also concurred that water services in those areas should be looked into as well as sewer
  • Members of the Facilities Committee and the Finance Committee have met with Georgia Power to discuss water meter replacements with no conclusion made as of yet
  • Wasteload allocations for a possible north mainland treatment plant have been re-requested due to expiration at the end of April 2019
  • Maps indicating areas without water and/or sewer services were presented
  • The Master Plan Asset Scorecard was rated by staff members
  • The County is repaving Frederica Road and prior to that, JWSC will be making an open cut for repair work prior to the paving. The cut and repair will be made in front of Sea Palms.
  • Plant Flows report showed good results in the treatment plants running well within permit levels
  • Three items were approved to move forward to full Commission: Wade Jurney Unsolicited Proposal application, property and liability insurance renewal, and the USGS Contract for 2019 Data Collection of WRMAC.

Finance Committee – Commissioner Copeland

Commissioner Copeland advised that the Finance Committee held its meeting on Tuesday, February 12, 2019.  He highlighted the following items that were on the agenda for that meeting:

  • KPIs
  • Disaster reimbursements
  • Meter reading vehicle replacements
  • Cost savings that staff is anticipating and evaluating
  • Investment performance
  • Financial reporting to the Commission
  • Fiscal Year 2020 budgeting status
  • Committee calendar
  • Discussion on tap fees
  • Condensed monthly financial report
  • Discussed the need for procedure on balances in reserves, transferring to and from reserves, etc.

Human Resources Committee – Commissioner Elliott

There was no update at this time.

Communications Committee – Commissioner Stephens

There was no update at this time.

Legislative Committee – Commissioner Harvey

There was no update at this time.

Economic Development Committee – Commissioner Duncan

There was no update at this time.

Emergency Preparedness Committee – Commissioner Stephens

There was no update at this time.

APPROVAL

  1. Minutes from the February 7, 2019 Regular Commission Meeting

Commissioner Harvey made a motion seconded by Commissioner Duncan to approve the minutes from the February 7, 2019 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

  1. Minutes from the February 7, 2019 Executive Session

Commissioner Duncan made a motion seconded by Commissioner Neal to approve the minutes from the February 7, 2019 Executive Session.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.) 

  1. Property and Vehicle Insurance Renewal – B. Turnipseed

Chairman Turnipseed noted that Mr. Fred McGinty of McGinty-Gordon & Associates was present in the case of any Commissioners’ questions, and complimented the presentation from the prior day.  He mentioned that the liability insurance package was going to cost less than last year, and the property insurance would incur a three percent increase due to the three percent increase in property values.  The chairman requested a motion to be made.

Commissioner Duncan made a motion seconded by Commissioner Copeland that the Brunswick Glynn County Joint Water & Sewer Commission accept the proposal form guard Insurance for BGJWSC’s various liability insurance policies for the 2019-2020 coverage period in the amount of $98,146.00 and the property insurance policy renewal from Ace American for the 2019-2020 coverage period in the amount of $199,186.00.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

  1. Wade Jurney Unsolicited Proposal Application – B. Turnipseed

Chairman Turnipseed provided that this item had been presented to the Facilities Committee.  Wade Jurney is proposing to build 41 new homes that would tie into Pump Station 4105.  This would be beneficial to that area as it is fast growing.  The chairman requested a motion to be made.

Commissioner Duncan made a motion seconded by Commissioner Elliott that the Brunswick Glynn County Joint Water & Sewer Commission direct staff to process the Wade Jurney Homes request to submit an unsolicited proposal to improve sewer capacity for the needs of the homes they propose to build in Saddlebrook Subdivision.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

5.  CCTV PS4105 Potential Downstream Pipe Approval – J. Junkin

Mr. Junkin presented that this item is related to the Wade Jurney Homes project.  The most direct and efficient way to get the added capacity for that project would be to modify the force main from PS4105, and the most economical way to modify is to reduce the force main length. Before the reroute design efforts begins, staff recognizes the need to confirm the gravity lines to receive this flow are in good condition and without critical rehabilitation or repair issues.  This is seen as an urgent need, and a quote was received from Southeast Pipe to conduct CCTV inspections of these gravity lines and to expedite to meet the urgent schedule.  There was discussion regarding the account that the funds for this work would come from.  It was originally determined to come from the Capital Improvement Reserve Fund, however it was agreed that the funding for CCTV inspections of an existing line would come from the R&R Reserve and the recommended motion would be changed to reflect that funding change.

Commissioner Duncan made a motion seconded by Commissioner Copeland that the Brunswick Glynn County Joint Water & Sewer Commission approve work in the amount of $48,494.20 as per their Quote No. Q190031 by Southeast Pipe to CCTV sewer gravity lines which would receive the PS4105 force main flows.  I also make a motion that this project is to be paid from the Repair and Replacement Reserve Funds.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.) 

Commissioner Elliott added comment that a close look at funding needs to made to avoid a possible situation where capital improvement funds which are already committed are spent.

  1. Smoke & Dye Testing Services St. Simons Island District Award – B. Turnipseed

Chairman Turnipseed provided that in the past year McKim & Creed has done a study on I&I and that this is phase 2 of that.  He added that staff received two proposals from the RFP released on January 17, 2019.  Staff evaluated those two proposals and McKim & Creed had the higher score of 279 points as compared to 241 points received by Gulf Coast Underground.  McKim & Creed’s price of $119,656.15 was also lower than the original estimated cost.  The chairman requested a motion.

Commissioner Duncan made a motion by stating, “So moved” which was seconded by Commissioner Harvey.

The smoke and dye testing will be done in the areas where there were significant issues found with the I&I study, which includes 15 basins.  Commissioner Elliott asked if this information could be provided so that residents know where the testing will be done.  Andrew Burroughs provided that door hangers will be placed 48 hours in advance in any neighborhoods where the testing will be done.  Commissioner Harvey asked what the end savings or gain would be after the smoke testing is done.  Mr. Junkin responded that the smoke testing will define where there are problems with surface water getting into the system, and that as it is identified where it is coming from determination will be made as to who is responsible for the repairs.  Assets on private property will be the responsibility of the private party as per the Glynn County Ordinance to address those issues.  JWSC will be responsible for repairs to JWSC assets.  He added that this will take some working with the community to make this work out.  Commissioner Copeland inquired as to where these funds would come from, and Mr. Junkin replied R&R Reserve.   Commissioner Copeland asked what the schedule was, and it was noted to be 180 days from the expected start date by May 1.  Chairman Turnipseed commented that once this is complete we are going to be able to know if we have additional capacity at Dunbar Creek or if we are going to need to make long term plans to expand Dunbar Creek.  A vote was taken.

Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

  1. USGS Contract for 2019 Data Collection of WRMAC – B. Turnipseed

Chairman Turnipseed provided that this item was presented to the Facilities Committee on the previous day.  The USGS has developed a model for the saltwater intrusion and JWSC has participated in that for a number of years.  Now the model is complete sampling will be continued for monitoring and tracking any changes in the saltwater plume.  The total cost of this will be $120,000 of which USGS received a grant for $60,000 and JWSC will contribute $60,000.  Chairman Turnipseed noted that a couple of the Commissioners have said that JWSC still needs to reach out to the large stakeholders in the county, Georgia Pacific and Pinova in particular to see if they would help participate, but even if they would not, this sampling still needs to be done.  The chairman opened the floor for a motion.

Commissioner Duncan made a motion seconded by Commissioner Copeland to move that the Brunswick-Glynn County Joint Water and Sewer Commission execute the agreement with the U. S. Department of the Interior, USGS to collect data for calendar year 2019 to monitor and track changes to the salt plume in the Floridian aquifer under the City of Brunswick.

Commissioner Duncan asked if there was enough information yet to provide a projection as to when the salt plume may be impactful to us.  Mr. Junkin responded yes, that the original model with the conclusion of last year’s data collection that if there were significant changes in any direction, the model predicts changes in the plume and the possible movement.

Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

  1. Commission Calendar for 2019 – B. Turnipseed

Chairman Turnipseed noted that the proposed Commission calendar had been previously discussed.

Chairman Turnipseed made a motion seconded by Commissioner Copeland to move that JWSC approve the 2019 Commission calendar.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

DISCUSSION

There were no items for discussion. 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin highlighted the County’s paving on Frederica Road and JWSC’s coordination with the County for the repair work to be done that runs across Frederica to Colonial Drive entrance of Sea Palms, and noted this work would be done the following week at night.  The GAWP Forum that was cancelled has been moved to March 25th.  He also noted that JWSC attorney is working to finalize resolution between JWSC and Glynn County in an Intergovernmental Agreement to free up funds from the SPLOST V Holly Street Project and use it to repair and upgrade some other lines in Sea Palms on the sewer side. 

CHAIRMAN’S UPDATE

Chairman Turnipseed mentioned the JWSC system map overlay with the County growth pattern map.  He also noted that staff is looking at standards and will be updating those.

EXECUTIVE SESSION

Commissioner Elliott made a motion seconded by Commissioner Duncan to go into Executive Session to discuss Litigation with no vote to be taken.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

Return to Regular Session.

Commissioner Elliott made a motion seconded by Commissioner Neal to adjourn from Executive Session.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

Commissioner Neal made a motion seconded by Commissioner Harvey to adjourn the Commission Meeting.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 11:34 a.m.