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Commission Meeting Minutes Thursday, June 6, 2019

For your consideration, please read the minutes from the Commission Meeting held on Thursday, June 9, 2019 at 2:00 p.m.

Commission Meeting Minutes 6-6-19 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, June 6, 2019 at 2:00 PM

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Steve Copeland, Vice-Chairman

Donald Elliott, Commissioner

Tripp Stephens, Commissioner

Cornell L. Harvey, Commissioner

Wayne Neal, Commissioner

Bob Duncan, Commissioner

 ALSO PRESENT:                 

Andrew Burroughs, Interim Executive Director

Charlie Dorminy, Legal Counsel HBS

Todd Kline, Director of Engineering

Pam Crosby, Director of Procurement

John D. Donaghy, Director of Finance

Jay Sellers, Director of Administration

Cindy Barnhart, Teamwork Services Inc.

Janice Meridith, Exec. Commission Administrator

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar-Shierling, The Islander

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

Chairman Turnipseed provided the invocation and Commissioner Duncan led the pledge.

 PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the public comment period.

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

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed

Chairman Turnipseed stated that the Facilities Committee had met on the previous day.  Discussions included the SR27 Resurfacing Project, Pump Station 4003 design project, Pump Station forcemain reroute, residential meter sizes allowing 5/8” meters, SPLOST 2020 recommended project list, and project report update.

Human Resources Committee – Commissioner Elliott

Commissioner Elliott advised that the Human Resources Committee had met earlier that same morning.  Condrey & Associates provided a conference call with the committee to discuss the methodology from the 2014 salary study.  Discussion included staff performing an in-house analysis using data from other utilities obtained from AWWA, the hiring process for the position of Executive Director, and the advertisement for candidates for the Executive Director position.

Finance Committee – Commissioner Copeland

Commissioner Copeland advised that there would be a Finance Committee Meeting on June 19, 2019 at 1:00.  He noted that the City and County have not provided any comments or recommended revisions to the FY2020 budget which had been forwarded to them.  Commissioner Copeland also mentioned that the staff is working on the FY2020 Rate Resolution and will present it at the next Finance Committee and Commission Meetings.

Commissioner Harvey reported that at the City Council Meeting on June 5, Interim Executive Director, Andrew Burroughs gave a great presentation to the Commission, provided an update on what’s happening in the City with various projects, and also an update on the Arco area which was very well received as presented.

APPROVAL

  1. Minutes from the May 16, 2019 Regular Commission Meeting

Commissioner Stephens made a motion seconded by Commissioner Duncan to approve the minutes from the May 16, 2019 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Copeland abstained from the vote as he was not present   

  1. SPLOST V Odor Control IGA with City of Brunswick – C. Dorminy

Chairman Turnipseed provided that the SPLOST V Odor Control IGA with the city of Brunswick had been presented to the Facilities committee on the previous day and was approved to be moved to the full Commission.  Charlie Dorminy advised that it is required by law for an IGA to be entered into with the City or County when SPLOST funds are being transferred to JWSC for SPLOST projects.  He further noted that this IGA is for the funds which the City of Brunswick is holding specifically for odor control at the Academy Creek plant and that will be transferred to JWSC specifically for that purpose.  Mr. Dorminy advised that the City of Brunswick had approved the IGA at their meeting on the night before, subject to a two year time limit being put on the project.  Commissioner Elliott commented that there was one issue that he thought might require editing which is that if the money is encumbered or an outlay has occurred, will the money be considered “spent” if it is encumbered by a contract and the contract has not yet been completed.  Commissioner Harvey provided that he thought it would be, once the money is encumbered that should satisfy the agreement.  Mr. Dorminy questioned if he should amend the contract to include that language.  It was noted that it was sufficient to have this informal agreement captured in the minutes.

Commissioner Stephens made a motion seconded by Commissioner Harvey to move that the Joint Water and Sewer Commission enter into a SPLOST V Intergovernmental Agreement with the City of Brunswick for Odor Control at the Academy Creek Wastewater Treatment Plant.  Motion carried 7-0-0.

  1. Wade Jurney Comprehensive Agreement – C. Dorminy

Mr. Dorminy advised that this is a Comprehensive Agreement related to Wade Jurney Homes which owns 59 platted lots in the Saddle Brooke community, 18 of which already have taps and Wade Jurney is seeking 41 more taps.  The associated Basins 4105 and 4107 have been identified to be without sufficient capacity.  JWSC has a plan that would be added to allow for additional connections.  The Developer submitted a UP a few months prior which was approved and accepted.  Mr. Dorminy provided that this is a formal agreement to document that understanding.  Chairman Turnipseed commented that this was presented to the Facilities Committee on the previous day and was approved to move to the full Board.

Commissioner Duncan made a motion seconded by Commissioner Harvey to move that the JWSC approve the Comprehensive Agreement with WJH, LLC f/k/a Wade Jurney Homes, Inc. and authorize the Chairman to execute the same.

Commissioner Neal questioned that by approving these 41 taps, does that preclude other neighborhoods from being able to get taps based on these lift stations’ current capacity.  Mr. Burroughs responded that these lift stations are deemed over capacity, but there is an active project going on with the Bergen Woods developer to increase capacity in those stations.  The funds from this agreement will be used for rerouting the forcemain to further increase the capacity and will cut the length of forcemain in half.  He further noted that if there is someone needing to tie on before that happens then they would also need to go through the Unsolicited Proposal process as these developers did, but this is not expected to be a very long term situation.

Motion carried 7-0-0.

  1. Academy Creek Engineering RFP Recommendation Award – A. Burroughs

Chairman Turnipseed advised that staff has received proposals from 5 engineering firms and have rated the proposals, of which the highest rating was earned by Goodwyn, Mills, Cawood, Inc.  The project included both the upgrades for the Academy Creek Plant and also the Dunbar Creek Plant.  At the present time, staff believes that concentration should be placed on the Academy Creek Plant first.  The chairman noted that an application has been placed by JWSC with GEFA for a $10M loan of which the approval by the GEFA Board is anticipated.  Also, there are SPLOST V funds available for the engineering design for the Academy Creek Plant.  Chairman Turnipseed provided that if the contract is awarded at this time, the finalization of documents should be done by February 2020 which would then allow construction to be complete by no later than November 2021.

Commissioner Duncan made a motion seconded by Commissioner Copeland to move that the Brunswick Glynn County Joint Water and Sewer enter into contract with Goodwyn, Mills, Cawood, Inc. in the amount of $1,181,150 for Engineering Services related to the Academy Creek Rehab Project.  Motion carried 7-0-0. 

  1. Ridgewood WPF Engineering Update Award – A. Burroughs

Chairman Turnipseed advised that the Ridgewood Production Facility is located out on the north side of Brunswick. He noted that there are two Miocene wells running almost 24 hours per day, and this is an existing well which JWSC had engineering plans prepared for four to five years previously.  Staff was instructed to go back to the engineer of original design to request that the engineer provide an updated proposal for ensuring the design is up to date, prepare the construction bid documents, and do the project construction administration/supervision. The money to fund this has been set aside in the budget.  Commissioner Stephens inquired as to how close this well is to the salt water plume.  Mr. Burroughs provided that the salt water plume is near the Brunswick Villa towards the Brunswick Cellulose area, and this location is off of Cate Road which is a good distance away.  Commissioner Stephens then asked about a news report he read about JWSC having a potential well with an elevated tank and asked if these were totally unrelated or if there was a possibility of combining the two in together.  Chairman Turnipseed provided that they could be combined, and with the possible development expected in that area another well may be needed.  Commissioner Elliott inquired as to the budget the funds will come from and Mr. Burroughs replied that the funding would come from R&R.

Commissioner Stephens made a motion seconded by Commissioner Duncan to move that the Brunswick Glynn County Joint Water & Sewer Commission enter into contract with Elmo A. Richardson, Jr., P.E., LLC in the amount of $104,450 for Engineering Services related to the Ridgewood Water Production Facility project.  Motion carried 7-0-0.

  1. Pump Station 4003 Force Main – A. Burroughs

Chairman Turnipseed provided that JWSC currently has an engineering firm designing upgrades for Pump Station 4003 which has a 12 inch ductile force main coming from that pump station all the way to the Academy Creek plant.  Staff believes this force main needs to be inspected using “Smart Ball” technology to ensure if the force main also needs upgrades or lining.  A presentation was provided to the Facilities Committee on the previous day.  This will not require any by-passing.  The Smart Ball is placed in the force main while in operation.  

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn County Joint Water and Sewer Commission enter into contract with Pure Technologies in the amount of $92,225 for force main analysis services related to Pump Station 4003 Rehabilitation Project.  Motion carried 7-0-0.

DISCUSSION

  1. Customer Assistance Program Overview – A. Burroughs

Andrew Burroughs provided that he had presented this overview to the City Council on the previous night.  First he explained the ways in which citizens can give or donate to the program.  The donation form can be obtained from the JWSC website or in the lobby at the administrative office.  Mr. Burroughs provided that the optional ways to donate are by customer rounding up their monthly bill to the nearest dollar, making a monthly pledge, or giving a one-time donation.  This program will depend on the public’s ability or willingness to donate.  A letter will be sent to those who qualify.  Customer Service representatives may also extend the program to those in immediate need.  JWSC will coordinate with the Community Action Authority for approval of vouchers, and there will be no actual exchange of money or checks given out to the customers.  Mr. Burroughs then noted the plans for JWSC to get the word out about this program. Donations will start on June 7, 2019, however assistance will not be available until July 1, 2019.  Coastal Georgia Community Action Authority will be in control of the escrow account holding the funds.  JWSC will not control the funds nor make the decision as to who receives the assistance.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs reported that the Town Hall meetings will be held on June 11 at the Casino on SSI and on June 12 at Howard Coffin Park.  He also commented that ten staff members will be receiving Project Management training on the following week, and gave brief highlights of that training.  Mr. Burroughs also provided that JWSC has recently agreed become a utility leadership patron for Georgia Association of Water Professionals.  He also advised that the GAWP conference in Savannah is coming in July and he had sent out information.  Mr. Burroughs noted that Mr. Kline is working on a plan review project management process where individual projects will be assigned to pseudo-project managers in house.  Mr. Burroughs commented on his appreciation for the opportunity to present at the City Council meeting on the previous night.  The manhole rehabilitation contract is hoped to be done by the end of the month so that project can begin very early in the next budget year.  Mr. Burroughs then provided that the Smoke Testing will soon begin in Brunswick and the Sea Palms Lining Project will go out in the near future and be wrapped up before the end of the year.  Mr. Burroughs ended his update with more good news in that Distribution training was provided back in April provided by GWWI and seven of those who took the training also took the test and passed.

CHAIRMAN’S UPDATE

Chairman Turnipseed commented on his appreciation for all the staff has done and also for Andrew Burroughs as Acting Executive Director.  He noted that many projects are moving forward and should be under construction soon.

EXECUTIVE SESSION

There was no Executive Session.

There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 2:38 p.m.

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