Commission Meeting Minutes – Thursday, June 18, 2020

For your consideration, please read the minutes from the Commission Meeting that was held on Thursday, June 18, 2020 at 2:00 p.m. in the Commission Meeting Room.

Commission Meeting Minutes 6-18-20 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, June 18, 2020 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Bob Duncan, Vice-Chairman

Donald Elliott, Commissioner

Charles Cook, Commissioner

Wayne Neal, Commissioner

Cornell L. Harvey, Commissioner

Tripp Stephens, Commissioner                         

ALSO PRESENT:                  

Andrew Burroughs, Executive Director

LaDonnah Roberts, Deputy Exec. Director

John Donaghy, Director of Finance

Todd Kline, Director of Engineering

 Jay Sellers, Director of Administration

Pam Crosby, Director of Procurement

Charlie Dorminy, Legal Counsel

Cindy Barnhart, T.S.I.

Janice Meridith, Exec. Commission Administrator                

 MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Matthew Permar, The Islander 

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

Chairman Turnipseed provided the invocation and Commissioner Cook 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. 

SPECIAL RECOGNITION – C. Harvey / C. Barnhart

            Zachary T. Yawn, Water Production – Water Operator Class III

Commissioner Harvey congratulated Zachary Yawn for being a part of the JWSC staff, and also advised that his best was always expected from him as a part of the organization.  He then read the statement on the certificate as presented to Mr. Yawn.  He Concluded do your best and you will rise to the top. Cindy Barnhart from Teamwork Services also expressed her congratulations to Mr. Yawn. 

RETIREMENT RECOGNITION

Rafael Fonseca – 17 Years of Service, 2003 – 2020

Commissioner Harvey, Cindy Barnhart from Teamwork Services, and Kalem Head (Meter Reader Supervisor) presented Mr. Rafael Fonseca with a plaque and recognized with appreciation all of the hard work and diligence with which Mr. Fonseca has done his job at JWSC in the Meter Reading Division.  Commissioner Harvey complimented Mr. Fonseca on his faithfulness in serving the JWSC and having done such a great job during his time here.  Mr. Fonseca is retiring after 17 years with the organization from 2003 to 2020.  Commissioner Harvey read the inscription on the plaque aloud, and acknowledged Mr. Fonseca as being one of the best at JWSC.  Mr. Fonseca thanked the Commission and remarked that it was a great pleasure to have worked with all.

            John D. Donaghy – 14 Years of Service, 2006 – 2020

Commissioner Harvey, Chairman Turnipseed, Mr. Burroughs, and Cindy Barnhart presented Mr. John Donaghy with his plaque and recognized with appreciation off of his efforts in assisting in getting the JWSC Organization started from the beginning and handling many various duties.  Mr. Donaghy has served as Director of Finance and Administration, Chief Financial Officer, and has also served in the role of the Interim Executive Director.  Commissioner Harvey complimented Mr. Donaghy as one of the best and thanked him for all of his time and services.  Commissioner Harvey then read the inscription on the plaque.  Mr. Burroughs expressed his appreciation for Mr. Donaghy’s efforts in JWSC’s early years and helping to make it into the organization that it is today.  Chairman Turnipseed agreed with Mr. Burroughs’ words and stated that he looked forward to seeing Mr. Donaghy in the future and welcomed him to stop by.  Cindy Barnhart acknowledged Mr. Donaghy’s having weathered many changes, challenges and restructuring at JWSC, and she wished him much success in the future. Mr. Donaghy said that he is very proud of where the organization has come to from the formational period up to now.  He commented that some of the people at JWSC are the best he has ever worked with and thanked everyone.  Mr. Donaghy is retiring after 14 years with the organization from 2006 to 2020.

Commissioner Duncan made a motion seconded by Commissioner Elliott to add to the agenda Approval Item #6 Leak Adjustment for the Baymont Inn.  Motion carried 7-0-0. 

COMMITTEE UPDATES

Facilities Committee Meeting Update – Chairman Turnipseed

Chairman Turnipseed reported that the Facilities Committee had met on the previous day and approved the dedication of another pump station which JWSC previously did not have the title to; approved to move to full Commission the contract award for Pump Station 4003; and approved the Revised Comprehensive Agreement for Coastal Club Apartments.  He added that the Committee also had a great presentation on Asset Management from Ellis Zettler and noted the 22% reduction in repairs due to the work order system that JWSC now has.  The Chairman also said that the report on the Water Pollution Control Plants had a very good report and added that Academy Creek Plant is operating at only 44% of its capacity; the Dunbar Creek Plant is operating at 73% of its capacity; and the Southport Plant is operating at 28% of its capacity.  All 3 plants are operating well within their permit.  The Chairman commented that JWSC has a very qualified operators in all three plants.  We should be very pleased with all of the staff we have out in the field both with the distribution, the systems pumping and at the treatment plants.  He commented that one of these days Mr. Burroughs is going to win us a couple of state awards in the direction we are going. On the Project Report the good news is that we are going to be taking bids around September 1st for the additions to the Academy Creek Plant; soon work will be started on the Magnolia Water System Improvements where we are replacing the old lines in Magnolia Park; Sea Palms CIPP Sewer line is in progress; we have received 8 proposals for the Engineering for the Arco Water & Sewer Extensions and we will be making an award for that contract next month; and then this morning we had the kick-off meeting for the Master Plan Update which is scheduled to be completed next March.  The Chairman commented that we have a lot of things going, and he thanked the Commissioners for all of the input they have given us in moving this Commission forward; and I think we are going to see, with our Master Plan we will see more A’s and B’s rather than C’s and D’s as we had a few years ago.

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 approved a contract award for Pump Station 4003 to be submitted to the full Commission; we also reviewed Surplus Inventory and Equipment disposal; and also approved a leak adjustment endorsement to move to the full Commission for approval today.  Committee Chairman Duncan stated that the Committee was given a brief update on the Self-Funded Health Insurance which in short is going well and we understand it is being received very well from our employees that so far have made their election for the coming year, and that is not over yet we have a few more weeks for them to complete that.  So that is all very encouraging, and again for us the intent was to maintain the coverage for our employees and to stabilize premium costs and the forward curve for that looks very promising in being able to improve that benefit for our employees.  On the Financial Statement through the month of May we have added $9M worth of assets to our system; we have a significant construction program this fiscal year and it’s well on track and even though we have had some uncertainty in revenue this year because of the corona virus that we are on track to finish very, very close to budget.

APPROVAL

  1. Minutes from the May 21, 2020 Regular Commission Meeting

Commissioner Elliott made a motion seconded by Commissioner Neal to approve the minutes from the May 21, 2020 Regular Commission Meeting.  Motion carried 7-0-0. 

  1. Infrastructure Dedication Pump Station 4062 – T. Kline

Mr. Kline provided that this dedication is a property transfer for Pump Station 4062 that JWSC has maintained and operated for a number of years.  The property itself is currently listed as being owned by Driggers’ Group, who has indicated that they wish to transfer that to the JWSC.  This will be done through a Quit Claim Deed.  This dedication will clean-up some paperwork on JWSC’s end as far as property ownership, and is 1 pump station out of the list of 74 that JWSC is doing the transfers and completing that list of legacy items.  This pump station is located at 310 Crispen Boulevard, and Mr. Kline noted that there was an attachment on the back of the package which shows the exact location.

Commissioner Duncan made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn County Joint Water and Sewer Commission review and approve the documents supporting the transfer of ownership for the parcel located at 310 Crispen Blvd. (aka. Pump Station 4062) for public ownership, operation, and maintenance.  Motion carried 7-0-0.

  1. Pump Station 4003 Contract Award – A. Burroughs

Chairman Turnipseed advised that this Contract Award was presented to the Facilities Committee and the Finance Committee on the previous day and both Committees approved for this item to be brought to the full Commission.

Commissioner Elliott made a motion seconded by Commissioner Neal to move that the Brunswick Glynn County Joint Water & Sewer Commission award the contract for Lift Station 4003 Upgrades 2016 SPOST Project No. 703 to Petticoat-Schmitt Civil Contractors, Inc., for construction services for Lift Station 4003 Upgrades 2016 SPLOST Project No. 703 to Petticoat-Schmitt Civil Contractors, Inc., in the amount of $1,998,690.00.

Chairman Turnipseed requested for Mr. Burroughs to briefly describe the scope of this Project and the savings that will be incurred with this Project.  Mr. Burroughs advised that when this Project was originally scoped it was intended to put a gravity sewer down Reynolds Street to replace a 42-inch very deep gravity sewer which would have been a very tedious Project and time consuming.  Instead there will be a new pump station installed, a new wet well, new pumps, an odor control unit and there will be a small section of gravity sewer to redirect the flow into the wet well.  The building structure will be addressed as it was originally built in the 1960’s.  Mr. Burroughs stated that the original cost for this Project was $6.6M as originally scoped, with this more cost effective way of doing the Project the new cost is expected to be $2M.  This is a SPLOST Project.

Motion carried 7-0-0.

  1. Surplus Equipment / Inventory – A. Burroughs

Mr. Burroughs advised that there are 3 push cameras that need to be surplused.  These push cameras are used by the CCTV Crews to inspect laterals.  All 3 of these cameras identified have some type of electronic issues and staff would like to have them declared as surplus and placed on GovDeals to see there is any interest there.  If they do not sell there at some point, then they will be scrapped.  Mr. Burroughs added that this request was approved by the Finance Committee on the previous day.

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

  1. Coastal Club Revised Comprehensive Agreement – C. Dorminy

Chairman Turnipseed provided that this Agreement had been presented at the last Commission Meeting, was deferred and now has been revised.  The force main is already under construction.  This Project will be in 2 phases, and Mr. Burroughs added that it is still broken down into 3 Projects; 1 at Pump Station 4056, 1 at Pump Station 4059, and the first 2 Projects will have to be completed prior to Certificate of Occupancy.  A liquidated damage clause was added to the Agreement.

Commissioner Duncan made a motion seconded by Commissioner Harvey to move that the JWSC approve the Amended and Restated Comprehensive Agreement with Hillpointe Residential, LLC and authorize the Chairman to execute the same.  Motion carried 7-0-0.

  1. Leak Adjustment – A. Burroughs

Mr. Burroughs gave a brief explanation of the background for the request of a leak adjustment for the Baymont Inn & Suites.  He recalled that the Ordinance requires any leak adjustment over the amount of $2,000 to be approved by the Commission.  This was presented to the Finance Committee on the previous day.

Commissioner Elliott made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn County Joint Water and Sewer Commission approve the leak adjustment in the amount of $2,653.38 to the account of the Baymont Inn & Suites as presented.

Commissioner Harvey asked when the new meters that will show there is a leak before too much water is wasted.  Mr. Burroughs advised that staff is hoping to start installing the first 250 meters in July, and after that staff expects to install 7,500 per year beginning in January.  He added that this is a 4 year process to get this Project completed.  Commissioner Harvey questioned if this will help to end the issue.  Mr. Burroughs noted that there will be a system generated report provided each morning and staff will be able to identify any meters that have been spinning for 24 consecutive hours, and staff will be able to contact those customers to advise they most likely have a leak or have left a water hose on.  This will give the customer the option to get that corrected immediately instead of waiting to find out on the monthly bill that a large sum of money is due.  Commissioner Harvey asked how many leak adjustments an account is authorized to have, and Mr. Burroughs responded that it is based off of the overall average for the last 12 months and the monthly usage has to be certain percentage over that 12 month average.  Typically there is only 1 leak adjustment over a 12 month period.  Mr. Burroughs noted that recently the policy had been changed to allow for a one-time adjustment for planting new sod and watering it.

Motion carried 7-0-0.

DISCUSSION

  1. Update on 2307 Gloucester Street Property – A. Burroughs

Mr. Burroughs reported that the closing on the 2307 Gloucester Street Property was completed the previous day and the property transfer will be recorded as such in the current fiscal year.  JWSC will remove their sign from the fencing and the owner can begin his work on the property.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs reported that at the Facilities Committee Meeting a question was asked about the status of the Generator Project with FEMA.  After that meeting an e-mail was received advising that the funding was approved.  JWSC had been awarded a Project for 10 Fixed Generators, and this would be put out for bid in the near future.  The Project for the transfer switches had already been approved and this was for the generators only.  Chairman Turnipseed asked what the cost was for the Project.  Mr. Burroughs provided that the Fixed Generator Project was awarded for $1.8M and JWSC would be responsible for 25% of that.  Chairman Turnipseed commented that Pam Crosby was very instrumental in getting this FEMA Award for JWSC.  Mr. Burroughs also advised that JWSC has applied for an Economic Development Grant for the Arco Neighborhood and based off some Cares Act Funding that is for economic development; we should know something about that in September.  Also, GAWP Boil Water Advisory Committee that has been working to update the guidance at the EPD has moved forward and we expect an updated guidance from EPD by September 1st ; that will reduce the amount of Boil Water Advisories that have to be put out by updating some of the language to that which is more appropriate.  Disconnects will begin again on July 6, 2020, and customers need to come in and sign up for a payment plan if they need one.  All of the Commissioners are invited to the GAWP Conference that is in Savannah every year.  This year the conference will be all virtual; anyone who would like to attend any of those sessions let him know and they will be signed for those sessions.

CHAIRMAN’S UPDATE

The Chairman reported that there is a Georgia Rural Conference coming up that might be live over on Jekyll Island during the first week of August.  This one was moved from May to August.  Commissioner Elliott made the suggestion that the new incoming Commissioner, Mr. Strickland should be offered by JWSC to attend that conference.  The Chairman then commended Mr. Burroughs for the manner in which he conducted the Town Hall Meetings, and also for the fact that we have a new permit at the Academy Creek Plant and we have to get the ammonia level down to 1, which is a strict limit, but by just changing the process and working with our operators we already have it down to 4 ppm from the previous 9 or 10 ppm.  He added that the operators are doing a great job there, and it is under his direction and we need to be really thankful that we have an Executive Director that knows the system enough and can lead our operators in doing this. And also he represented us all at the Town Hall Meetings this week and the Chairman then thanked Mr. Burroughs for what he has done.

Commissioner Stephens asked what the status was of the commercial deposit refunds.  Mr. Burroughs advised that has already been approved, and then Commissioner Stephens asked if JWSC had started refunding those deposits.  Mr. Burroughs noted that staff has been working on the residential deposits first but the commercial deposits should be started soon.  Commissioner Stephens then asked if as part of that was JWSC going to look at the deposit requirements, and Mr. Burroughs advised as per their conversation a few days prior, they discussed about some of the existing customers who are trying to open up additional accounts in their name 

EXECUTIVE SESSION – There was no Executive Session

There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 2:33 p.m.