Commission Meeting Minutes Thursday, May 16, 2019

For your consideration, please read the minutes from the Commission Meeting held on Thursday, May 16, 2019 at 2:00 p.m.

Commission Meeting Minutes 5-16-19 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, May 16, 2019 at 2:00 PM 

COMMISSION MINUTES

PRESENT:                             

G. Ben Turnipseed, 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

Janice Meridith, Exec. Commission Administrator

 ABSENT:                               

Steve Copeland, Vice-Chairman

 MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar Shierling, The Islander       

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

Commissioner Elliott provided the invocation and Commissioner Stephens 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.

 EMPLOYEE RECOGNITION

Angela Walker, Wastewater Pretreatment Compliance Coordinator

Chairman Turnipseed requested to recognize Angela Walker the Wastewater Pretreatment Compliance Coordinator for JWSC.  During the previous week at the Georgia Rural Water Association Conference she did a 45 minute presentation on “Ethics” in the industry.  Chairman Turnipseed noted that it was an excellent presentation with likely over 400 people in the audience.  He added that Ms. Walker recognized the JWSC staff who were in attendance for the presentation.

 COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed

Chairman Turnipseed stated that the Facilities Committee had met on the previous day.  Discussions included the SPLOST 2020 project list which is still in progress, WPCF plant flows of which all three plants are well within permit, an update on the L Street Project with the City of Brunswick, SSI Smoke Testing Project update and results, Magnolia Park Project update, and a brief update on the Whitlock Avenue Sewer Lining RFP.  Chairman Turnipseed took a moment to compliment the JWSC staff for their efforts in the emergency repairs on Whitlock Avenue.  He provided that the liquid oxygen project is moving forward, and the County would be acting on the IGA for the Sea Palms water & sewer upgrade, and staff will be obtaining a “Smart Ball” for critical force main evaluations.

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

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

Finance Committee – Commissioner Copeland

Commissioner Elliott gave the Finance Committee report in Commissioner Copeland’s absence.  He provided that the committee had met the previous day and approved the auditor which is the same auditor as the previous year, and that this item will come before the full Commission for approval at this meeting.  Commissioner Elliott added that the details of the services to be provided on this contract were forwarded to the Commissioners that morning for their review.  The committee also approved the banking resolution signature cards to be forwarded to the full Commission for approval at this meeting.  He noted that the discussions included customer deposit refunds and the consideration for commercial customer deposits to be refunded which cannot be done at this time due to the County Ordinance but may be given consideration in the near future after some changes have been made to the Ordinances.  The Cut-Off Policy was also discussed and will be further discussed at the next Finance Committee Meeting.  The Rate Resolution fees, future banking services RFP, warehouse inventory, and the financial statements were also discussed.

 Human Resources Committee – Commissioner Elliott

Commissioner Elliott advised that the Human Resources Committee had met earlier that same morning.  The job descriptions, qualifications, and expected salary ranges for the Project Manager, the Asset Management Coordinator, and the Maintenance & Training Manager.  The committee also reviewed the job description for the Executive Director, of which that position will be advertised during the next week with request for applications to be received by September 15, 2019.  The Condrey Study was discussed and Condrey will be contacted to set up a presentation on the methodology used in the survey and study.

APPROVAL

  1. Minutes from the May 2, 2019 Regular Commission Meeting

Commissioner Stephens made a motion seconded by Commissioner Duncan to approve the minutes from the May 2, 2019 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

  1. Minutes from the May 2, 2019 Executive Session

Commissioner Duncan made a motion seconded by Commissioner Neal to approve the minutes from the April 18, 2019 Executive Session.  Motion carried 5-0-2.  (Commissioner Harvey abstained due to being absent from the Executive Session.  Commissioner Copeland was absent from the meeting.)

  1. Minutes from the May 8, 2019 Special Called Meeting

Commissioner Duncan made a motion seconded by Commissioner Harvey to approve the minutes from the May 8, 2019 Special Called Meeting.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

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

Chairman Turnipseed advised that staff has received proposals from 5 engineering firms and have done the preliminary evaluation, however will need to conduct reference checks.  This item will be delayed until either the next meeting or the following one.  Mr. Burroughs commented that the 5 firms were all interviewed by the selection team in one hour sessions which were beneficial to the process and final decision.

Commissioner Elliott made a motion seconded by Commissioner Harvey to defer the Academy Creek Engineering RFP Recommendation Award.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

  1. Harrington Lane Sewer Dedication Acceptance – T. Kline

Todd Kline presented the recommendation to accept the Harrington Lane Sewer Infrastructure Dedication.  This infrastructure was installed by a private entity that needed to extend gravity sewer line to their development on Harrington Lane on St. Simons Island. This is a formal dedication of that privately constructed infrastructure to the JWSC for ownership.  Mr. Kline provided that this line was 123 linear feet valued at just above $11,000.00.  He included a record drawing for the Commissioners to review the infrastructure improvement.  Chairman Turnipseed added that the Facilities Committee did recommend this dedication to the full board for approval.

Commissioner Duncan made a motion seconded by Chairman Turnipseed to move that the Brunswick Glynn County Joint Water & Sewer Commission accept the Harrington Lane Sewer Extension as public infrastructure for ownership, operation and maintenance.

Commissioner Stephens asked if the other lots in between would be tied to this infrastructure, and Mr. Kline advised that they would and that this was done as an extension rather than just a lateral.

With no further questions a vote was taken.

Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

  1. Appointment of Auditor – J. Donaghy

John Donaghy advised that the JWSC placed an RFP for the auditing services at the beginning of 2018 and Mauldin & Jenkins was the firm selected for an initial year with 2 subsequent years at a cost of $19,900 per year for each of those 3 years.  He further noted that on this contract Mauldin & Jenkins had completed the annual audit for Fiscal Year ending June 30, 2018 and Fiscal Year ending June 30, 2019 will be the second option year of the contract.  Mr. Donaghy added that the JWSC is required to have an annual audit done for each Fiscal Year ending June 30th.  He further explained that the sole purpose of the audit and the job of the auditors is to express an opinion as to whether the financial statements of the JWSC are presented fairly in all material respects and in accordance with generally accepted accounting principles as established by the Financial Accounting Standards Board with additional standards for state and local government as established by the Governmental Accounting Standards Board.  In order to form their opinion the auditors rely on Generally Accepted Auditing Standards in accordance with guidance issued by the Comptroller General of the United States as well as Generally Accepted Auditing Standards which are developed by the Auditing Standards Board of the American Institute of Certified Public Accountants.  Mr. Donaghy advised that he had e-mailed the response that Mauldin & Jenkins provided when they were selected as auditor to the Commission, and then referred to pages 36 through 42 of that document which listed the work that Mauldin & Jenkins would be doing in order to form an opinion on JWSC’s financial statements.

Commissioner Duncan requested Mr. Donaghy to offer some examples for the Commission of the work Mauldin & Jenkins does in order to form that opinion.  Mr. Donaghy advised that they do a review of the existing policies to obtain an understanding of the JWSC, they review all of the minutes for the fiscal year of the audit to check for any unusual transactions, authorizations or purchases, they review all of the internal controls over financial transactions and determine weaknesses or strengths where they need to apply their auditing and testing procedures, follow selected transactions through the entire process, obtain representations from JWSC’s legal counsel, etc.

Commissioner Elliott made a motion seconded by Commissioner Stephens to move that the JWSC engage the accounting firm of Mauldin & Jenkins to perform the financial audit of the Brunswick-Glynn County Joint Water and Sewer Commission for the Fiscal Year ending June 30, 2019 at a cost of $19,900.00.  And, that the Chairman, Executive Director and Director of Finance be authorized to sign the necessary documents.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

 Banking Resolutions Signature Cards – J. Donaghy

John Donaghy advised the Commission that with the Executive Director having left the organization, and Andrew Burroughs being named as the Interim Executive Director it was necessary to reauthorize signatures with BB&T Bank for access to the banking accounts.  The previous Executive Director needs to be removed from the signature cards and the Acting Executive Director needs to be added.  This item was discussed in the Finance Committee Meeting on the previous day and recommended for approval.

Commissioner Elliott made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn County Joint Water and Sewer Commission approve the addition of the Acting Executive Director as an authorized signatory on the bank accounts of the JWSC and that the Chairman, Vice-Chairman, Acting Executive Director, Director of Finance and Senior Financial Analyst be authorized to execute the necessary banking resolutions and signature cards with BB&T Bank.  Motions carried 6-0-1.  (Commissioner Copeland was absent for the vote.)

 Charlie Dorminy, legal counsel, advised that the minutes from the Executive Session from the Special Called Meeting held on May 8, 2019 needed to be added to the agenda for approval and then approved by the Commission.

Commissioner Harvey made a motion seconded by Commissioner Duncan to add the Executive Session Minutes from May 8, 2019 to the agenda.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

Commissioner Harvey made a motion seconded by Commissioner Stephens to approve the minutes from the Special Called Meeting Executive Session held on May 8, 2019.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs reported that the RFP for the manhole rehabilitation for the next fiscal year will be placed soon.  This will include 47 manholes to be rehabilitated.  He updated on the unserved areas study, and advised that the study was started in mid-April and it is expected that there will be a presentation for the Commission in July.  Mr. Burroughs will be speaking at the Rotary Club Meeting at Sea Palms on the following Tuesday and will be giving a general update of the JWSC.  There is a meeting scheduled with the County Community Development Team on the next Thursday to work on streamlining the design-review processes.  He then reminded the Commission about the Town Hall Meetings scheduled for June 11th at the Casino on SSI and on the 12th at Howard Coffin Park.

Commissioner Harvey requested that the Executive Director come before the City Council and give an update and to begin giving quarterly updates as to what is happening with JWSC and what is happening within the City with JWSC.  The first Wednesday in June will be the next meeting with City Council.

CHAIRMAN’S UPDATE

Chairman Turnipseed commended the staff for working with Georgia Power on emergency preparedness.  He noted that there have been discussions with the EPD regarding Boil Water Advisories and that the Acting Executive Director will be meeting with them to discuss revisions.

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.