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Commission Meeting Minutes Thursday, January 24, 2019

For your consideration, please read the minutes from the Commission Meeting held on Thursday, January 24, 2019.

Commission Meeting Minutes 1-24-19 with Attachments

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Brunswick-Glynn County Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, January 24, 2019 at 2:00 PM 

COMMISSION MINUTES

PRESENT:                             

G. Ben Turnipseed, Chairman

Steve Copeland, Vice-Chairman

Donald Elliott, Commissioner

Cornell L. Harvey, Commissioner

Bob Duncan, Commissioner

Tripp Stephens, 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

Mark Ryals, Superintendent

Cindy Barnhart, T.S.I.

Catina Tindall, First Coast Benefits Solutions, Inc.

Janice Meridith, Exec. Commission Administrator

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 Copeland led the pledge.

Chairman Turnipseed requested the Commissioners to review the agenda for any changes.

Commissioner Duncan made a motion seconded by Commissioner Harvey to defer Approval Item #10 for the Facilities Committee to review the project and bring it back for approval at the next Commission meeting after the Facilities Committee meeting.  Motion carried 5-0-2.  (Commissioner Stephens was absent for the vote.  Commissioner Neal abstained from the vote.)

Chairman Turnipseed made a motion seconded by Commissioner Duncan to defer Approval item #11, MOU with the City of Brunswick “L” Street Project, until the next Commission meeting.  Motion carried 5-0-2.  (Commissioner Stephens was absent for the vote.  Commissioner Neal abstained from the vote.)

COMMISSIONER’S SWEARING-IN CEREMONY- Probate Judge Debra Godwin Duncan

Wayne Neal, County Commissioner Appointed 2019-2020

Judge Debra Godwin Duncan read the oath to incoming Glynn County appointed Commissioner Wayne Neal swearing him into his new JWSC position. Judge Debra Godwin Duncan congratulated Commissioner Neal and wished him success.

PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the public comment period.

Monica Smith, Retreat Workshop – Mrs. Smith opened her public comment by mentioning this is her fifth year of observing the JWSC organization, and she congratulated the Commissioners for their membership and for their dedicated service.  Mrs. Smith noted that she was present at the workshop on the prior day and offered her comments regarding that.  She advised that her basic interest is in clean water and waste disposal being basic to the health and welfare of our community, yet she did not hear that topic discussed much at the workshop where most of the time seemed to be dedicated to talking about money.  She provided that she was given a copy of the Master Plan Update from 2015.  She has realized that she did not pay sufficient attention to the Master Plan when it was adopted by the Commission, because hereto it did not have any emphasis on providing services to “passed over” communities, “passed over” parts of the city, and “passed over” Sea Island, for example, which has many septic tanks which need to be integrated into a central system.  Mrs. Smith also noted that the Capital Improvement elements contained seemed to be directed mostly toward industrial development and the industrial parks.  She added her belief that we need to put people in front of corporations; so if we have people in this community in Glynn County within the service area that are not being served, it is her hope that the Commission will make that a high priority in the coming year. Mrs. Smith thanked the Commission.

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

EMPLOYEE RECOGNITION

Jonathan Victor Lai – Water Operator Class 3

Commissioner Harvey presented Jonathan Victor Lai with his Water Operator Class 3 certificate.  Commissioner Harvey and Cindy Barnhart along with Deputy Executive Director Andrew Burroughs congratulated Jonathan on his accomplishment.

EXECUTIVE SESSION

Chairman Turnipseed advised there would be an Executive Session to discuss property.

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

Commissioner Stephens arrived at the beginning of the Executive Session.

Return to Regular Session.

Commissioner Elliott made a motion seconded by Commissioner Duncan to adjourn from Executive Session.  Motion carried 7-0-0.

APPROVAL

  1. Minutes from the January 10, 2019 Regular Commission Meeting

Commissioner Stephens made a motion seconded by Commissioner Duncan to approve the minutes from the January 10, 2019 Regular Commission Meeting.  Motion carried 7-0-0.

  1. Minutes from the January 10, 2019 Executive Session

Commissioner Harvey made a motion seconded by Commissioner Copeland to approve the minutes from the January 10, 2019 Executive Session.  Motion carried 7-0-0.

  1. Minutes from the January 10, 2019 Commission Workshop

Commissioner Stephens made a motion seconded by Commissioner Copeland to approve the minutes from the January 10, 2019 Commission Workshop.  Motion carried 7-0-0.

  1. Health Benefits Renewal – C. Tindall

Catina Tindall of First Coast Solutions, Inc. presented to the Commission a recommendation to approve the Health Benefits Renewal.  She recalled for the Commissioners that an ad-hoc committee had met to go over details of the health insurance, and provided a summary of the three new plans to offer of which the third option of a Health Savings Account was included.

Commissioner Stephens made a motion seconded by Commissioner Harvey to move that approval be granted to enter to accept the recommendation of the ad-hoc committee and offer the three (3) healthcare benefit plan options with employer/employee cost contributions as listed.  Motion carried 7-0-0.

  1. Bank Resolutions and Signature Authorizations – F. Wilson

Frances Wilson presented to the Commissioners that as a routine JWSC needs to obtain new banking documentation every time a name has been added or removed as an authorized signatory on the behalf of the Commission in dealing with BB&T Bank.  She provided that the JWSC Financial Policy requires two (2) signatures on any check issued for $5,000 or more.  It was clarified that the Director of Finance and the Senior Financial Analyst will not both sign on the same check to maintain “separation of duties.”

Commissioner Duncan made a motion seconded by Commissioner Harvey to move that the Brunswick-Glynn County Joint Water and Sewer Commission approve the Chairman and Vice-Chairman of the JWSC as authorized signatories on the bank accounts of the JWSC and that the Chairman, Vice-Chairman, Executive Director, and the Director of Finance or the Senior Finance Analyst be authorized to execute the necessary banking resolutions and signature cards with BB&T Bank.  Motion carried 7-0-0.

  1. Approval of Purchase Cards – J. Donaghy

John Donaghy presented the recommendation to establish a Purchasing Card Program.  He provided a list of benefits that the Government Finance Officers Association listed in their Best Practice Guide as positive reasons for instituting a Purchasing Card Program.  Mr. Donaghy advised that this is being started on a pilot program with a very limited rollout until it has been determined exactly what the bank software will do in tracking of purchases.

Commissioner Duncan made a motion seconded by Commissioner Harvey to move that the JWSC approve the use of purchasing cards and authorize the Chairman and Executive Director to execute the documents necessary to establish a program with BB&T Bank. 

Commissioner Elliott asked if Mr. Donaghy has established a guide that indicates how the purchasing cards are going to be managed, what purchases are going to be made, and who is going to use to cards.  Mr. Donaghy replied that he does have several policy and procedures manuals from the State of Georgia’s purchasing card and from other local governments to use as templates, and after working through the particulars of how the BB&T card works those would be incorporated with the other policies.  Chairman Turnipseed asked if the cards will have limits on each, and Mr. Donaghy responded that yes a limit which can be adjusted up or down can be placed on each card.  Mr. Junkin commented that he and Mr. Donaghy had discussed the fact that some organizations that use the Purchase Cards also get some certain amount of reimbursement based on the use through their program, so some cash flow back can be seen as a result of using the Purchase Cards.  Mr. Donaghy added that this was one of the benefits listed by the G.F.O.A.

With there being no additional discussion, the vote was taken.

Motion carried 7-0-0.

  1. Role, Conduct, and Responsibilities of Commission Policy Revision – C. Dorminy

Charlie Dorminy presented the redline revisions to the Role, Conduct, and Responsibilities of the Commission Policy.  These changes were necessary due to some typographical errors and miswordings contained within Section 7 and Section 8 of the policy.

Commissioner Duncan made a motion seconded by Commissioner Elliott to move that the JWSC approve the Commissioner Role Conduct and Responsibilities Policy revisions to Sections 7 and 8 as outlined above and in the accompanying redline version.  Motion carried 7-0-0.

8. Mallery Street Land Swap – C. Dorminy

Charlie Dorminy presented the recommendation to approve the exchange of properties with the Holy Nativity Church on Mallery Street, St. Simons Island.  He recalled for the Commissioners that JWSC has been working on this project for quite some time. Mr. Dorminy advised that the JWSC owns a parcel of land off of Mallery Street on St. Simons Island that has in the past been the site of an elevated water tower but is not currently being used.  This land is bordered by land owned by the Holy Nativity Church, and the church wishes to give a parcel of their land to the JWSC in exchange for the JWSC site so they may have additional parking.  Mr. Dorminy further advised that the properties have been appraised and the JWSC parcel determined to be approximately 6,000 sq. ft. and worth $190,000, as compared to the church property being approximately 5,100 sq. ft. and worth $185,000.  The JWSC would exchange ownership of the parcel with Holy Nativity and obtain ownership of the parcel near the road.  Mr. Dorminy also noted that to account for the price difference, the church agreed to pay costs associated with the transfer.

Commissioner Stephens made a motion seconded by Commissioner Duncan to move that the JWSC approve the exchange of properties with the Holy Nativity Church and authorize the Chairman to execute the Quit Claim Deed.  Motion carried 7-0-0.

  1. North Cottages Encroachment – C. Dorminy

Charlie Dorminy presented the Encroachment Agreement that relates to Lot 21 as outlined on the plat for Sea Palms North Cottages which he provided.  He referred the Commissioners’ attention to Lot 21 and its southern boundary where there is a 20 foot easement for sewer, 10 foot of which encroaches upon Lot 21.  Mr. Dorminy advised that the builder contacted JWSC in October 2018 after the foundation had been laid and the vertical construction for the house was already in progress, and notified JWSC that the foundation had been laid improperly.  It was found to encroach on the easement by 1-1/2 feet.  He noted that JWSC has worked with the Developer and the County in order to obtain all of the required County approvals for this property and an encroachment agreement has been negotiated which will protect JWSC in the event that any JWSC construction is required within the easement.

Commissioner Stephens made a motion seconded by Commissioner Elliott to move that the Chairman be authorized to execute the encroachment agreement related to Lot 21 North Cottages on condition that the developer reimburse the JWSC for staff and attorney time spent in this regard.  Motion carried 7-0-0.

  1. Water Meter Register Replacement Project – A. Burroughs

This item was deferred until a certain time when the Facilities Committee can review and bring back to the next Commission Meeting after that committee meeting.

  1. MOU w/ City of Brunswick for “L” Street Project – P. Crosby

This item was deferred until a certain time which will be the next Commission Meeting on February 7th.

DISCUSSION

  1. Wastewater Treatment Plant Flows Update – M. Ryals

Mark Ryals presented the Wastewater Treatment Plant Flows Update for the Commissioners.

He noted that the past month had heavy amount of rainfall in certain areas, which is reflected in the flows reported.  Chairman Turnipseed requested to review the pump runs for the month in order to see which stations’ pumps ran the most considering the I&I in the system with possibility of isolating which area of the system it is in.  Andrew Burroughs provided that staff is actively reviewing that.  The Commissioners and staff discussed points regarding I&I and capacity. Mr. Ryals continued by noting the various influent and effluent flows and concentrations, removal efficiencies, rainfall and sludge tons to landfill for the Academy Creek, Dunbar and Southport Wastewater Treatment Plants.

  1. Cut-Off Policy/Impact on Federal Workers – B. Duncan

Commissioner Duncan requested to discuss this item to understand how we can adjust our process and procedure for cut-offs.  Mr. Junkin advised that he has had discussions with staff already and a temporary solution was determined.  For furloughed federal employees who have issues with their finances and are having a problem the following protocol was suggested. They are to bring in their federal I.D. badge to the JWSC and identify themselves and an agreement may be arranged for payment certain in full by 30 days after the government reopens for business.  This possible agreement will be considered on a case-by-case basis including previous bill payment history.  

  1. GEFA Applications for Academy Creek and Sewer Rehab. Update – J. Junkin

Mr. Junkin advised that all of the necessary documents have been submitted for 2 separate GEFA loans.  The $10M loan amount will be applied toward renovations to the Academy Creek and Dunbar WWTPs.  The second loan is in the amount of $5M and will be used towards addressing the I&I issues.  One consolidated interest rate will be applied towards the total amount of both loans.

  1. FEMA/GEMA Grant Applications Update – P. Crosby

Pam Crosby provided the Commissioners with an update on the FEMA Grant applications. She noted that there are two programs, the 406 Program which reimburses for damages and expenses caused by a disaster such as a hurricane and the 404 Hazard Mitigation Program. Mrs. Crosby provided an explanation of the 75% amounts for reimbursement and also a summary of the items, actual expenses and current amount of reimbursements received as well as the steps and processes involved in the programs.

  1. LS4003 Upgrade Proposal Update – P. Crosby

Pam Crosby provided the Commissioners with an update on the LS4003 Upgrade Proposal.  She advised that on the prior day seven proposals were received which have been distributed to the three person evaluation team.  It is expected to bring the recommendation for this item back for approval at the next Commission Meeting scheduled for February 7, 2019.

  1. Water Line Replacement Projects Update – T. Kline

Todd Kline presented an update on the water line replacement projects.  First, he addressed the Magnolia Park Project which is a roadway drainage project with the City of Brunswick.  JWSC is participating in a cooperative sense to address the water and sewer within the project scope.  Magnolia Park has an existing network of 6” transite water mains which JWSC will proactively replace those mains while the neighborhood roadways are disturbed.  He provided that the design is being finalized, awaiting feedback from the City Fire Marshall due to the fire hydrants not meeting the 500 ft. spacing requirement.  Mr. Kline also updated the Commissioners on the “L” Street Project which is a similar cooperative project.  It was expected to find transite pipe and undersized mains in this project area.  Design has been completed.  Construction bids have been received by the City of Brunswick. JWSC staff is researching to attempt to narrow down the scope of work.  Mr. Kline then gave an update on the Sea Palms Project, or Alder Circle.  It was originally dedicated as water line rehabilitation, engineering design was completed, and the construction bids came in at much higher cost than budgeted.  JWSC and Glynn County have been in close communication regarding the possible options for this project.

  1. Whitlock Avenue Interceptor Video Update – A. Burroughs

Andrew Burroughs provided the Commissioners with an update on the Whitlock Avenue Interceptor Video.  He noted that Southeast pipe has been under contract for about two weeks to do gravity inspections on the lines below Lift Station 4035 to the Academy Creek Plant on Whitlock Avenue. A portion of this had been previously lined and was requested to be cleaned and videoed.  Mr. Burroughs advised that progress has been made through about half of the existing lined portion of which staff was advised that most of this section was in good shape with the exception of some manholes, and about 25% of the project scope has been completed including an estimated 4,000 feet of pipe and 12 out of 60 manholes.

  1. Sewer System Extension Hwy. 341 North of Community Rd. – A. Burroughs

Andrew Burroughs advised the Commissioners that the water line has been extended under Highway 303 and the sewer line casing has been put under Highway 303 to include the sewer line installation within the next day.  Mr. Burroughs also advised that he has been doing some cost estimates for nearby neighborhoods, however this is a challenge due to not knowing the interest level of those residents in the area to participate and tie onto the water and sewer system.  Chairman Turnipseed questioned if an engineering study should be done for those nearby areas currently unserved.   Mr. Junkin provided an explanation of the research staff is currently doing.

Commissioner Neal left the meeting at 4:00 p.m.

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

John Donaghy presented the December 2018 Month End Financial Statements which represent the first six months of the current fiscal year.  First he reviewed the Balance Sheet and noted various account details contained within.  Mr. Donaghy then reviewed the Supplemental Schedule of Cash Balances, Combined Revenue Statement, Overtime Report and Project Report.  Commissioner Stephens requested that the annualized amount be included on the Overtime Report.  Commissioner Stephens requested separating interest income from the other income on the Combined Revenue Statement.  Mr. Donaghy provided a new report, the Investment Account Report, which is a summary of investment accounts currently held at BB&T Bank.  The Commissioners asked a variety of questions regarding various accounts, investments and interest of which Mr. Donaghy provided responses for.  Commissioner Elliott requested a report which will indicate what the bank fees are each month as compared with the interest/money earned. 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin updated that the Leadership Institute has been moved forward with.  The Leadership Institute is an affiliation of BB&T that goes out to companies to facilitate change.  They have started working with us to make some changes in initiatives.  We have been going through it here with all of our employees for them to understand where we are going and hope to have this done within the next several days.  Mr. Junkin advised that he would be out of the office on the following Monday and Tuesday to attend the GAWP Executive Forum for Large Systems.  He also mentioned an asset issue currently being faced which is the Sea Palms sewer lines that are tied to the service and are corroded and in an urgent need of attention.  He added that Sea Palms East has a similar situation and staff with legal counsel are looking at the possibility of taking the SPLOST 2005 funds that were allocated for the sewer improvements on St. Simons Island and apply those to that.  JWSC legal counsel is working with the County’s legal counsel.

Commissioner Stephens thanked Mr. Junkin for representing the Commission at the Rising Sea Level Forum. 

CHAIRMAN’S UPDATE

Chairman Turnipseed thanked everyone for coming to the Commissioners’ Retreat.  Committees will be set.

Commissioner Elliott commented that the Commissioners may want to consider moving the meeting starting time up by one hour.  The Commissioners agreed that the meeting times should be discussed if this could bring about a positive change.

Commissioner Harvey left the meeting at 4:45 p.m.

EXECUTIVE SESSION

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

Return to Regular Session.

Commissioner Elliott made a motion seconded by Commissioner Duncan to adjourn from Executive Session.  Motion carried 5-0-2.  (Commissioner Harvey was absent for the vote.  Commissioner Neal was absent for the vote.)

Commissioner Stephens made a motion seconded by Commissioner Elliott to adjourn the Commission Meeting.  Motion carried 5-0-2.  (Commissioner Harvey was absent for the vote.  Commissioner Neal was absent for the vote.)

There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 5:07 p.m.

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