Commission Meeting Minutes Thursday, July 19, 2018

For your consideration, please read the minutes from the Commission Meeting held on Thursday, July 19, 2018 at 2:00 p.m.

Commission Meeting Minutes 7-19-18 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, July 19, 2018 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

Donald M. Elliott, Chairman

Mike Browning, Vice-Chairman

Cornell L. Harvey, Commissioner

Steve Copeland, Commissioner

Tripp Stephens, Commissioner

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

Kirk Young, Superintendent

Derrick Simmons, Superintendent

Cindy Barnhart, T.S.I.

 MEDIA PRESENT:               

Taylor Cooper, The Brunswick News                                               

ABSENT:                               

Clifford Adams, Commissioner

Chairman Elliott called the meeting to order at 2:03 PM.

Commissioner Copeland 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.

EMPLOYEE RECOGNITION

Certificate Presentations – C. Harvey / C. Barnhart

Michael Tyrone Herrington, Jr.  – Wastewater Collection System Operator

Dale Wayne Gamble – Water Distribution Operator

Caleb Wayne Lovell – Water Distribution Operator

Commissioner Harvey and Cindy Barnhart from Teamwork Services, Inc. presented Michael Herrington with his Wastewater Collection System Operator Certificate and congratulated him on his success.  Commissioner Harvey and Ms. Barnhart also presented Dale Wayne Gamble and Caleb Wayne Lovell with their Water Distribution Operator Certificates and congratulated them as well.  Superintendents Kirk Young and Derrick Simmons were present and also congratulated these staff members on their certifications.

APPROVAL

  1. Minutes from the July 5, 2018 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the July 5, 2018 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.) 

  1. Minutes from the July 5, 2018 Executive Session

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the July 5, 2018 Executive Session.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.)

  1. Frederica Township Unsolicited Proposal – C. Dorminy

Charlie Dorminy presented the Frederica Township Unsolicited Proposal to the Commission for approval and advised that this Unsolicited Proposal relates to Lift Station 2056 which is an existing JWSC lift station located in the north end of St. Simons Island off of Lawrence Road.  He further advised that JWSC states that there is insufficient sewer capacity at LS 2056 to serve the Development (expected to be 200 residential lots) without completion of the improvements contemplated by the Sinclair Comprehensive Agreement and additional improvements to the sewer infrastructure.  Frederica Development Group, LLC proposes to fund and contract for the necessary improvements to the sewer infrastructure in conjunction with the Sinclair developer in order to provide capacity for the Development in excess of the capacity created by the Sinclair Agreement, and will work with JWSC to determine the upgrades and repairs necessary.  Mr. Dorminy noted that the motion does not bind the JWSC to move forward with any project but only directs the JWSC staff to study the Proposal’s reasonableness and feasibility. 

Commissioner Browning made a motion seconded by Commissioner Turnipseed to move that the JWSC approve the Unsolicited Proposal submitted by the Frederica Development Group subject to receipt of the Unsolicited Proposal Waiver and associated fee.  I further move that the JWSC staff evaluate the propriety, feasibility, and reasonableness of promoting the priority of this Project, or a portion thereof.  Further, I move that, if the staff recommends moving forward, the JWSC attorney negotiate the Comprehensive Agreement for subsequent review and approval or rejection by the JWSC.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.)

  1. GDOT MOU – SR27 From Yellow Bluff Creek to SR25 – T. Kline

Todd Kline presented the recommendation for approval of a Memorandum of Understanding with the Georgia Department of Transportation.  GDOT has scheduled 6.9 miles of resurfacing on US341 beginning at Yellow Bluff Creek and ending at the intersection of SR 25/US17 to begin construction in October 2018.  Mr. Kline noted that GDOT provided a preliminary estimate of $77,000 for JWSC to utilize GDOT’s contract to facilitate grade adjustments to existing JWSC valves and manholes within the GDOT R/W (actual cost may vary depending on the quantities adjusted during the Project.)  GDOT will issue a Contract Item Agreement to the JWSC if this MOU is executed.  To comply with permit requirements and ensure timely/correct adjustment of the JWSC assets staff recommends entering into an agreement with the GDOT to incorporate the work into their Project, and JWSC staff will inspect all work to confirm final quantities and compliance to standards.

Commissioner Stephens made a motion seconded by Commissioner Turnipseed to move that the Brunswick-Glynn Joint Water & Sewer Commission authorize the Commission Chairman and Executive Director to facilitate the above described improvements through execution of the attached Memorandum of Understanding (Exhibit D) and the following Contract Item Agreement, as required.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.)

Chairman Elliott advised that Commissioner Adams would be late for the meeting and possibly absent.  A motion was requested to excuse him from this meeting.

Commissioner Harvey made a motion seconded by Commissioner Browning to excuse Commissioner Adams from the meeting.  Motion carried 5-0-2.  (Commissioner Stephens was out of the room and Commissioner Adams was 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 June 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.  Mr. Ryals also discussed the utilization of re-used water in the system processes at the Academy Creek and Southport treatment plants.

  1. Customer Service Update – J. Sellers

Jay Sellers presented the Customer Service Update regarding online and lobby payment transactions, deposit refunds, and meter upgrades to the Commission.  He advised that staff is working through the last details of moving the online transaction processing from Paymentus to BB&T Bank; lobby transactions are also being moved from Banc Card to BB&T Bank; and the call center will be taking payments over the phone beginning July 20.    Regarding deposit refunds, Mr. Sellers provided that staff is in the process of refunding by crediting the initial deposit amount of $100 or less to those residential accounts that have had at least 36 months of accounts in good standing with on-time payments and a zero balance as of July 1, 2018.  He also explained that JWSC is integrating the Online Utility Exchange which is the system used to prevent identity theft, and staff will be able to perform identity checks at the time of the application rather than after.  This system also provides a rudimentary credit check and can be used to make the deposit decision at the time of application for an account in the future.  Applicants meeting the baseline may not have to pay a deposit on residential accounts, however this change will require an update to the Ordinance.  Mr. Sellers provided that in an effort to eliminate vacant residential accounts, staff will be reviewing all requests to close an account and determine if the property owner is a local landlord or if the account is in the name of a property manager.  He added that in the future, where a landlord agreement has been signed beforehand, the $55 application fee could be waived in automatic transfer cases, which will help avoid much more in revenue loss over time between active accounts, but this change will also require an update to the Ordinance.  It was noted by the Commission that consideration should also be given to refunding deposits on commercial accounts, and that if this requires an addendum to the Ordinance it should be done at the same time as the aforementioned addendums.  Staff will gather necessary data for review and consideration of commercial deposit refunds.  Mr. Sellers provided a final update and discussion on meter upgrades.  He noted that the intention with metering upgrades is to focus on enhancing customer service satisfaction by:  speeding up the identification of leaks, saving customers money and trouble; giving customers access to the online portal for viewing their consumption history; and, resolving billing efficiencies, such as reducing the lag time between reading and billing.

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

John Donaghy presented the June 2018 Month End Financial Statements to the Commission.  He first discussed the balance sheet and provided an extra report including details involving accounts receivable and bad debt reserve and further discussed this with the Commissioners.  He then noted that, as requested by the Commission, he provided the explanation of changes for each line item in the balance sheet. Mr. Donaghy specifically discussed item #4, the difference in the actual amount of revenue from the tower rentals as compared to the budgeted amount for FY 2017-2018, and he explained the reasons for that variance.  Mr. Donaghy was asked to capture the current amount of water loss to determine the percentage of water loss.  This was the final month end financial statement for FY 2017-2018.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin advised that Commissioner Turnipseed was awarded the Hugh A. Wyckoff Award for his outstanding service in the conduct of the Georgia Association of Water Professionals. 

CHAIRMAN’S UPDATE

Chairman Elliott had no update at this time.

EXECUTIVE SESSION

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

Commissioner Stephens made a motion seconded by Commissioner Browning to adjourn into Executive Session to discuss personnel issues.  Motion carried 6-0-1. (Commissioner Adams was absent for the vote.)

Commissioner Browning left at 5:15 p.m. to attend the County Commission Meeting.

Return to Regular Session

Commissioner Harvey made a motion seconded by Commissioner Copeland 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 5:35 p.m.