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Commission Meeting Minutes Thursday, March 21, 2019

For your consideration, please read the minutes from the Commission meeting held on Thursday, March 21, 2019 at 2:00 p.m.

Commission Meeting Minutes 3-21-19 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, March 21, 2019 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Steve Copeland, Vice-Chairman

Donald Elliott, Commissioner

Cornell L. Harvey, Commissioner

Wayne Neal, Commissioner

Bob Duncan, Commissioner

ALSO PRESENT:                 

Jimmy Junkin, Executive Director

Charlie Dorminy, Legal Counsel HBS

Andrew Burroughs, Deputy Executive Director

Todd Kline, Director of Engineering

John D. Donaghy, Director of Finance

Jay Sellers, Director of Administration

Janice Meridith, Exec. Commission Administrator 

ABSENT:                               

Tripp Stephens, Commissioner

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar Shierling, The Islander

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

Commissioner 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.

 Chairman Turnipseed requested a motion to excuse Commissioner Stephens from the meeting due to out of town business. 

Commissioner Harvey made a motion seconded by Commissioner Duncan to excuse Commissioner Stephens from the meeting.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed

Chairman Turnipseed provided an update on the Facilities Committee from March 8, 2019.  He highlighted four items that the committee discussed and approved:  the award for engineering services for the North Mainland SPLOST Phase II and Phase III to Thomas & Hutton, the Hillpointe, LLC Unsolicited Proposal Application for Lift Stations 4056 and 4059, the purchase of a replacement pump for Academy Creek influent, and the declaration of asset #WDE-106 as surplus equipment.  Additional discussion included operation of water system with elevated storage tanks, etc. and sludge removal and drying, capacities from SPLOST 2016 NM Project phases, status of Magnolia Park Water Line Replacement Project; and the St. Simons Island Smoke Testing Project and how the citizens will be notified of that.

Finance Committee – Commissioner Copeland

Commissioner Copeland updated that the next Finance Committee would be on the next day at 10:00 am. He noted that the financial position of the JWSC continues to be strong and is expected to end this fiscal year in a net positive position; the reserves are strong and the financials look good.  The committee has been working on the five year forecast that demonstrates the drawdown on the reserves and capital improvement fees.  Staff has been working on the 2019-2020 budget for review in the finance meeting on the next day.

There were no additional committee updates.

APPROVAL

  1. Minutes from the March 7, 2019 Regular Commission Meeting

Commissioner Harvey made a motion seconded by Commissioner Copeland to approve the minutes from the March 7, 2019 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

  1. BB&T Line of Credit – J. Donaghy

This item was tabled. 

Commissioner Copeland made a motion seconded by Commissioner Duncan to table the BB&T Line of Credit.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

  1. Lift Station 4056 and 4059 Unsolicited Proposal Application – T. Kline

Todd Kline presented the recommendation to approve the application of an unsolicited proposal for upgrades to lift stations 4056 and 4059 and move forward with that process.  He advised that the next step in the process would for JWSC staff to review an engineering report which may evolve into a comprehensive agreement which would come before the board for approval.  This unsolicited proposal is requested due to plans for a 240 unit apartment complex off of Old Cypress Mill Road.  In the chain of lift stations between the property and Academy Creek are lift stations 4056 and 4059 which are deemed over capacity at this time.  Mr. Kline noted the necessary upgrades will be determined for these two lift stations which currently have small horsepower pumps, and the solution may require only a pump upgrade.

Commissioner Duncan made a motion seconded by Commissioner Elliott to move that the JWSC approve the Unsolicited Proposal submitted by Hillpointe, LLC 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 the 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 Stephens was absent for the vote.) 

  1. North Mainland 2016 SPLOST Phase II and Phase III Engineering Approval – P. Crosby

Chairman Turnipseed provided that this item had been presented to the Facilities Committee at the last meeting.  JWSC received four proposals from engineering firms for the engineering services for the North Mainland 2016 SPLOST Phase II and Phase III Projects.  After evaluation of the proposals, the recommendation was made to approve the award for these engineering services to Thomas & Hutton Engineering Co. in the amount of $244,984.00 with the highest evaluation score.

Commissioner Duncan made a motion seconded by Commissioner Copeland to move that the Brunswick-Glynn County Joint Water and Sewer Commission enter into a contract with Thomas & Hutton Engineering Co., in the amount of $244,984.00 for Engineering Services proposal related to the SPLOST 2016 North Mainland Phase II and III Project.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.) 

  1. Academy Creek Influent Pump Purchase – A. Burroughs

Andrew Burroughs presented the recommendation to approve the purchase of a new pump for Academy Creek influent.  He provided that this item was discussed at the last Facilities Committee meeting.  The Academy Creek treatment plant has four pumps, one of which is out of service.  A quote for the repair of this pump was received at $52,000.00, whereas the cost of a new replacement pump is $57,000.00.  Staff determined it was more sensible to purchase the new pump rather than repair a ten year old pump. GoForth Williamson is the sole source for the Yeomans pumps.

Commissioner Duncan made a motion seconded by Commissioner Neal to move for approval of the purchase of a new Yeomans Model 14206 submersible pump in the amount of $57,791.00.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.) 

  1. Approval to Proceed With Purchase of Equipment/Vehicles for Sludge Hauling –A. Burroughs

Andrew Burroughs presented the recommendation to approve proceeding with the purchase or equipment and a necessary vehicle for JWSC to begin hauling its own sludge for disposal.  He noted that this item was discussed at the last Facilities Committee meeting.  Currently a third party contractor, Republic Services picks up the sludge from JWSC and disposes of it at the landfill in Screven.  Mr. Burroughs provided a comparison of his calculations for the hauling services as they currently are and the calculations for JWSC to purchase equipment and haul the sludge.  It was determined that JWSC would incur a substantial savings by purchasing the equipment and JWSC staff hauling the sludge to the landfill.  The equipment for purchase would include a roll-off truck and associated 20 and 10 yard boxes.  There will not a requirement for additional JWSC personnel to handle this process. Mr. Burroughs provided that as a part of the rehabilitation of the Academy Creek treatment plant the ability to transport the sludge from Dunbar and Southport plants to Academy Creek for drying, and then hauling to the landfill at 97 to 98 percent solids instead of 16 or 17 percent solids, was included.  Based on his calculations, which included all fees and fuel costs, Mr. Burroughs was able to advise a 10.9 month payback from the savings to cover the costs of the equipment.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn County Joint Water and Sewer Commission solicit bids for the purchase of one (1) roll off truck and required roll off containers for sludge hauling to be funded from the JWSC Capital Reserve.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.) 

  1. Surplus Equipment Approval – P. Crosby

Pam Crosby presented the recommendation to declare a piece of equipment that is no longer of use to the JWSC as surplus and dispose of it in a proper manner.  She provided that the bucket is too large for JWSC’s use and the swing arm had an issue, and noted that JWSC had no use for this Bobcat excavator in any of the divisions.  After declaring this item as surplus, it will be placed on GovDeals for sale.

Commissioner Duncan made a motion seconded by Commissioner Copeland to move that the BGJWSC approve Asset #WDE-106 to be declared as surplus and to be disposed of in a manner most beneficial to the BGJWSC.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

DISCUSSION

  1. AMI Business Case Analysis – J. Junkin

Mr. Junkin presented the discussion on the AMI business case analysis.  He summarized the activities that have occurred in the considerations for replacing existing meters and the anticipated process of the project.  Mr. Junkin provided his calculations for comparisons of the cases between using the Georgia Pacific offering, and offering from Kamstrup, and the continued use of Metron meters to replace the existing meters as the telemetry batteries die.  Staff has begun the process of developing a competitive RFP to receive proposals which address the outcomes desired with comparable approaches.  This will also provide opportunities to get pricing on options such as matching technology to existing JWSC meters as the telemetry batteries die.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin advised that the Chamber of Commerce Spring Luncheon was coming up on April 4th which corresponds with the first Commission meeting for April.  He recommended that the April 4th Commission meeting start time be changed to 2:30 p.m. to allow those attending the luncheon to return in time for the meeting, and the six commissioners present agreed.  Mr. Junkin also noted that he would be attending the Georgia Association of Water Professionals Executive Forum on March 25th.  He then highlighted the asset management and critical instrument program, as well as preventive maintenance program processes, and also noted that the responses were soon expected for the sewer expansion project and the Academy Creek odor control project.  Mr. Junkin’s final note included that the hazard mitigation grants for the switchgear and generators is moving ahead to the federal level and has passed the state level. 

CHAIRMAN’S UPDATE

Chairman Turnipseed noted that the Commission is glad to see things moving with some projects under construction soon to improve the system.

EXECUTIVE SESSION

Chairman Turnipseed advised that there would be an executive session to discuss property and personnel with no vote to be taken.

Commissioner Elliott made a motion seconded by Commissioner Harvey to enter into Executive Session to discuss Property and Personnel.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

Return to Regular Session.

Commissioner Elliott made a motion seconded by Commissioner Duncan to return to regular session.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

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

Commissioner Elliott made a motion seconded by Commissioner Harvey to adjourn the meeting.

Chairman Turnipseed adjourned the meeting at 3:12 p.m.

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