(912) 261-7100    |   Contact Us

Commission Meeting Minutes – Thursday, March 16, 2023

For your consideration, please read the minutes from the Commission Meeting held on Thursday, March 16, 2023 at 2:00 p.m. in the Commission Meeting Room.

Commission Minutes 3-16-23 with Attachments

To read the minutes, please open or download the pdf from the link above, or you may see more below.

Brunswick-Glynn Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, March 16, 2023, at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

Tripp Stephens, Vice-Chairman

Charles Cook, Commissioner

Wayne Neal, Commissioner

Kendra Rolle, Commissioner

Clayton Watson, Commissioner 

ALSO PRESENT:                  

Andrew Burroughs, Executive Director

Charles A. Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Executive Director

David Owens, Director of Finance

Todd Kline, Director of Engineering

Janice Meridith, Executive Commission Administrator 

ABSENT:                               

G. Ben Turnipseed, Chairman

Chad Strickland, Commissioner 

Vice-Chairman Stephens called the meeting to order at 2:00 PM.

Commissioner Neal provided the invocation and Commissioner Rolle led the Pledge of Allegiance. 

PUBLIC COMMENT PERIOD

Vice-Chairman Stephens opened the public comment period.

There being no public comment, Vice-Chairman Stephens closed the public comment period.

COMMITTEE UPDATES

Facilities Committee – Vice-Chairman Stephens (For Chairman Turnipseed)

Finance Committee – Vice-Chairman Stephens

Vice-Chairman Stephens reported that the Facilities and Finance Committees met on the day before.  The Finance Committee reviewed and approved the Cityworks Agreement to be forwarded to the Commission for approval.  Both Facilities and Finance Committees approved three projects to be moved forward to full Commission.  Those projects were the Academy Creek Clarifier Drive Replacement, the Academy Creek Influent Pump Rehab, and Change Order No. 1 for Arnold Road Resurfacing.  The Finance Committee also approved a surplus item to be forwarded. 

EXCUSED FROM MEETING

Commissioner Neal made a motion seconded by Commissioner Cook to excuse Chairman Turnipseed and Commissioner Strickland from the meeting.  Motion carried 5-0-2.  (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.) 

APPROVAL

  1. Minutes from the February 16, 2023, Regular Commission Meeting

Commissioner Cook made a motion seconded by Commissioner Neal to approve the minutes from the February 16, 2023 Regular Commission Meeting.  Motion carried 5-0-2. (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.)

  1. Cityworks Renewal Agreement – A. Burroughs

Mr. Burroughs provided that JWSC utilizes a software program called Cityworks, owned by Azteca Systems, Inc. as an asset management and work order management system.  Work orders completed by staff are tagged to the individual assets that are being worked on to generate information on expenses by asset location and overall asset type.  Cityworks is also utilized for inventory management through the Storeroom add-on. Each year, the JWSC has entered into an Enterprise License Agreement (ELA) with Azteca Systems for the ongoing subscription and maintenance of the Cityworks program, the Storeroom add-on, the CCTV add-on, and the mobile application add-on. Mr. Burroughs stated that Cityworks is a crucial part of the ongoing workflows for both inspections and maintenance activities for the JWSC field crews. Furthermore, the information collected and analyzed from Cityworks assists management with future maintenance and replacement needs to ensure that JWSC capital funds are being allocated to the most impactful area.  Cityworks is also where recordkeeping occurs in a storm event to expedite the completion of FEMA-related paperwork. This year’s ELA renewal does include an increase from the previous two years.  The Fiscal Year 2021 and 2022 renewals were $42,000.  The increase for this year is $2,646, which is a 6% increase over the previous fiscal year. Staff recommends renewing the attached Enterprise License Agreement with Azteca Systems, Inc. for the ongoing software subscription for Cityworks.  This is paid for out of multiple operating budgets based on percentage of total users by division.  There will be no changes to the program.

Commissioner Neal made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the renewal of the Fiscal Year 2024 Cityworks Enterprise License Agreement with Azteca Systems, Inc. Motion carried 5-0-2. (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.) 

  1. Academy Creek Clarifier Drive Replacement – A. Burroughs

Mr. Burroughs noted that the Academy Creek Water Pollution Control Facility has six clarifiers that help separate solids from wastewater following biological treatment in the aeration basins. Each clarifier has a mechanical drive that rotates a set of rakes on the bottom of the clarifier to force solids into the sludge collector.  It also has a skimmer arm on top to push floating scum to the scum trough for removal. Upon inspection of the clarifier drive assembly on Clarifier No. 6, staff determined that a replacement of all components above the worm gear needed replacing. Evoqua is the provider of replacement materials for these drive assemblies. Staff requested pricing for both a complete drive assembly replacement and for all the parts above the worm gear as shown below.

(1.) Buy Parts and Rebuild Internally = $30,641.17 with lead time of 12-14 weeks.

(2.) Complete Assembly Replacement = $40,405.88 with lead time of 8-10 weeks.

Staff recommends purchasing the complete assembly rather than purchasing parts for the rebuild.  While more expensive, this option will arrive sooner and require less staff time for installation.  Installation of the drive assembly will require renting a crane and operator for a day to perform the tasks.  This will be funded out of the Academy Creek Equipment Parts and Supplies budget.

Commissioner Watson made a motion seconded by Commissioner Cook that the Brunswick-Glynn Joint Water and Sewer Commission approve the purchase of a clarifier drive assembly for Academy Creek from Evoqua Water Technologies in the amount of $40,405.88. Motion carried 5-0-2. (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.) 

  1. Academy Creek Influent Pump Rehab – A. Burroughs

Mr. Burroughs stated that the Academy Creek Water Pollution Control Facility has four 125-horsepower influent pumps which pump the wastewater received from the sewer collection system into the treatment facility.  Under normal flow conditions, the plant uses one pump, but in major rain events all four pumps are occasionally required.  Additionally, being down a pump reduces the flexibility to perform maintenance on the other three pumps as we approach the rainier months of the year.  Staff sent the damaged pump to Southeast Pump Specialist for inspection to determine a scope of work to have the pump rebuilt into a like new condition.  Southeast Pump Specialist provided the attached necessary scope of work, which essentially replaces or rehabs everything on the pump excluding the motor and volute. The cost to repair the pump is quoted at $45,736.00 with a 5-7 week lead time for the work to be completed. Given the high cost to repair, staff also requested a quote for a new pump to use as a replacement.  The received quote for a replacement pump is $91,410.00.  No lead times were provided on the quote, but based on recent pump orders on smaller pumps, it will likely exceed the 5-7 weeks quoted for repair and take more like 12-16 weeks. If approved, a 5-7 week leak time to repair would have the pump being delivered around the end of April or early May. Staff recommends repairing the existing Yeomans pump with Southeast Pump Specialist for a cost of $45,736.00.  The cost is approximately half the cost to replace it, and there is more certainty with lead times on the repair.  Repairing the pump will likely extend the useful like of the pump by 3-5 years.  This will be funded out of the Academy Creek Purchased Equipment Repair budget.

Commissioner Neal made a motion seconded by Commissioner Cook that the Brunswick-Glynn Joint Water and Sewer Commission approve the repair of the Academy Creek Influent Pump by Southeast Pump Specialist in the amount of $45,736.00.  Motion carried 5-0-2. (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.)  

  1. Arnold Road Resurfacing – Change Order No. 1 – A. Burroughs

Mr. Burroughs advised that Pump Station 2002 is located on Arnold Road near the intersection with Ocean Boulevard.  JWSC staff installed approximately 1,000 feet of 12” PVC force main to replace a section of cast iron force main that had reached the end of its useful life.  On October 20, 2022, the Commission awarded a resurfacing contract to Allen Owens Construction and Paving, Inc. for the resurfacing of Arnold Road.  During the installation of the force main, several unforeseen issues arose which slowed the time frame of the project.  Unknown utilities were discovered that caused some rerouting of the pipe outside of the originally proposed trench.  The trench varies in size and location throughout the existing roadway.  Furthermore, upon milling the asphalt in the trench, it was determined that there is between 6-8” of asphalt currently on Arnold Road, likely from multiple overlays.  Upon completion of the pipe installation, Glynn County had concerns about the scope of proposed paving repairs originally awarded to Allen Owens, which included milling the existing asphalt 2” and laying 9.5 mm of 1.5” asphalt topping instead.  Staff requested an updated quote from Allen Owens Construction to perform the new scope of the resurfacing project which was received at $124,500.00.  This is an increase in the contract amount of $29,125.00.

Commissioner Cook made a motion seconded by Commissioner Rolle that the Brunswick-Glynn Joint Water and Sewer Commission approve Change Order No. 1 in the amount of $29,125.00 to Allen Owens Construction and Paving, Inc. for scope changes associated with the resurfacing of Arnold Road.  Motion carried 5-0-2. (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.) 

  1. Surplus Inventory/Equipment – A. Burroughs

Mr. Burroughs provided the Commissioners with a description of fleet vehicle SPMD-401 which staff has identified to be no longer of use to the mission of JWSC.  The engine hours of the vehicle (7,428 hrs.) were noted for consideration in declaring the 2002 Sterling Hot Shot Vac-Con as surplus.  The vehicle has reached the end of its useful life and will require repairs in excess of vehicle value.  It will be posted for sale on GovDeals or in a manner most beneficial to the JWSC.

Commissioner Neal made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission approve the above listed item as surplus to be disposed of in a manner most beneficial to the JWSC.  Motion carried 5-0-2. (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.) 

  1. Dedications of Private Infrastructure & Easements – T. Kline
  • Grace Crossing Ph2A – Dedication of Infrastructure & Easement
  • Island Drive Easement
  • Pump Station 4018 (Pinova)

Mr. Kline provided that the Developers of the projects listed wish to convey easements and dedicate infrastructure.  They have submitted necessary legal documents defining the transfer of ownership and conveying the easements for access and maintenance. All requirements of the JWSC Standards for Water & Sewer Design and Construction and Development Procedures have been met, and all related documents submitted.

Commissioner Watson made a motion seconded by Commissioner Neal that the Brunswick-Glynn Joint Water and Sewer Commission approve and accept these projects with associated Dedications and Easements.  Motion carried 5-0-2. (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.) 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs advised that JWSC has a table reserved at the State of the Community luncheon scheduled to be held on March 31st. The RFP responses for the Exit 29 Water Facility and Elevated Storage Tank should be reviewed and ready for presentation at the April meeting. A Construction Standards Workshop will be scheduled at 10:00 am on the day of the next Commission Meeting.  Notification was received yesterday that staff member Matt Lane from Water Production is a 2023 GAWP TopOp Award Winner for District 8.

COMMISSIONERS’ DISCUSSION

There was no additional discussion at this time.

CHAIRMAN’S UPDATE

There was no update at this time.

EXECUTIVE SESSION

Commissioner Cook made a motion seconded by Commissioner Watson to enter Executive Session to discuss Personnel and Property with no vote to be taken after.  Motion carried 5-0-2.  (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.)

Return to Regular Session

Commissioner Cook made a motion seconded by Commissioner Neal to return to Regular Session. Motion carried 5-0-2.  (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.)

Commissioner Neal made a motion seconded by Commissioner Cook to adjourn the meeting. Motion carried 5-0-2.  (Chairman Turnipseed and Commissioner Strickland were absent from the meeting.)

ADJOURN

There being no additional business to bring before the Commission, Vice-Chairman Stephens requested a motion to adjourn the meeting.

The Vice-Chairman adjourned the meeting at 2:40 p.m.

Stay in the know.

Sign up to receive updates on boil water advisories, bid opportunities, billing notifications, and more. 

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