Commission Meeting Minutes – Thursday, May 19, 2022
For your consideration, please read the minutes from the Commission Meeting held on Thursday, May 19, 2022 at 2:00 p.m. in the Commission Meeting Room.
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Brunswick-Glynn Joint Water and Sewer Commission
1703 Gloucester Street, Brunswick, GA 31520
Thursday, May 19, 2022 at 2:00 PM
G. Ben Turnipseed, Chairman
Bob Duncan, Vice-Chairman
Charles Cook, Commissioner
Wayne Neal, Commissioner
Tripp Stephens, Commissioner
Chad Strickland, Commissioner
Kendra Rolle, Commissioner
Andrew Burroughs, Executive Director
LaDonnah Roberts, Deputy Executive Director
Todd Kline, Director of Engineering
Charles Dorminy, HBS Legal Counsel
Janice Meridith, Executive Commission Administrator
Mark Ryals , Superintendent WWTP
Chairman Turnipseed called the meeting to order at 2:00 PM.
Chairman Turnipseed provided the invocation and Commissioner Stephens led the Pledge of Allegiance.
PUBLIC COMMENT PERIOD
Chairman Turnipseed opened the public comment period.
There being no public comment, Chairman Turnipseed closed the public comment period.
EMPLOYEE RECOGNITION – Chairman Turnipseed / Supt. M. Ryals
Mark Whitlow, Wastewater Operator Class I
Chairman Turnipseed announced that Mark Whitlow, a JWSC plant operator, had recently completed his Wastewater Treatment Operator Class 1 licensing. The Chairman provided a brief background of Mr. Whitlow’s having been with JWSC since February 2017 and has spent most of that time at the Dunbar Creek plant on St. Simons Island. Chairman Turnipseed thanked Mr. Whitlow for his hard work, dedication, and accomplishment of Class 1 licensure. Mark Ryals, Wastewater Treatment Plant Superintendent, was also present to congratulate Mr. Whitlow on his success.
Facilities Committee – Chairman Turnipseed
Chairman Turnipseed reported that the Facilities Committee had met the previous day at 1:00 p.m. The committee approved: Change Order No. 1 for Academy Creek WPCF Rehab, Early Work Package No. 1 for Dunbar Creek WPCF Rehab, and a few other items to be presented for approval at this meeting. The Chairman noted the NM SPLOST Pump Station Project is getting close to completion, the design meeting for Dunbar Creek WPCF was held, and Academy Creek WPCF is doing very well due to staff efforts and having the new screens in operation.
Finance Committee – Commissioner Duncan
Committee Chairman Duncan reported that the Finance Committee meeting was held on the previous day at 3:00 p.m. The committee approved the GEFA Loan Agreement Modification and the FY 2023 Cityworks Enterprise License Renewal to be forwarded to the full Commission. Mrs. Roberts gave a presentation on the Deposit Refund Policy and Commissioner Duncan credited her efforts in studying other utilities’ deposit policies and updating the Rate Resolution and County Ordinance as necessary. The financial statement indicated that all is well financially and JWSC is executing well as a facility.
Commissioner Stephens requested a motion seconded by Commissioner Cook to amend the agenda and move Approval Item #9 Capital Improvement Fee – Connection Assistance Policy to the Discussion Section of the agenda. Motion carried 7-0-0.
- Minutes from the April 21, 2022 Regular Commission Meeting
Commissioner Strickland made a motion seconded by Commissioner Cook to approve the minutes from the April 21, 2022 Regular Commission Meeting. Motion carried 6-0-1. (Commissioner Stephens abstained as he was not present at that meeting.)
- Academy Creek WPCF Rehab Change Order No. 1 – A. Burroughs
Mr. Burroughs presented the request for Change Order No. 1 for the Academy Creek WPCF Rehab Project. Staff has worked closely with Ruby-Collins and engineering partner Goodwyn Mills Cawood to manage the ongoing project at Academy Creek to remain under budget and on schedule. During the project there have been several items that have come up for consideration that were handled with the value of as-needed allowances within the contract. Included in these items are four credits that were discovered by Ruby-Collins during construction totaling $90,011. Mr. Burroughs provided the Commissioners with a list of 21 changes that have been requested during the project. 15 items were handled with the project credits and allowances, however the remaining $7,770 plus an additional $64,464 is required to complete the final 6 items from the list. Supply chain issues have caused major problems with the rehab project requiring the change order request to include an additional 67 calendar days for project completion.
Commissioner Duncan made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn Joint Water and Sewer Commission approve Change Order No. 1 for the Academy Creek WPCF Rehab Project in the amount of $64,464.00 and approve a time extension of 67 days for Ruby-Collins, Inc. to complete the Project. Motion carried 7-0-0.
- Dunbar Creek WPCF Rehab – Early Work Package No. 1 Authorization – A. Burroughs
Mr. Burroughs advised that the JWSC entered into a progressive design-build contract with BRW Construction Group, LLC (BRW) on January 25, 2022 for the Dunbar Creek WPCF Rehab Project. This agreement was for Phase One Services for the project which included 30% design and pricing for 10 stated items in the contract. Item 10 of the Scope of Services was to blast and paint Aeration Basin No. 2 at the facility. Staff has worked with BRW on all items required in Phase One according to the contract. Phase One Services are required to be completed by May 24, 2022. The painting of Aeration Basin No. 2 can be initiated prior to completion of Phase One Services. Staff would like to move forward with the authorization of Early Work Package No. 1 for the completion of this basin rehabilitation prior to the completion of Phase One Services. This will enable the work to be completed and Aeration Basin No. 2 to be brought back online prior to the height of hurricane season in our area.
Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission authorize Early Work Package No. 1 for the Dunbar Creek WPCF Rehab Project in the amount of $355,480.00 to BRW Construction Group, LLC for needed rehab of Aeration Basin No.2. Motion carried 7-0-0.
- Bid Rejection – Oak Grove Force Main Improvements – A. Burroughs
Mr. Burroughs recalled for the Commissioners that the JWSC entered into a comprehensive agreement with Carolina Holdings Group Partners, LLC on February 7, 2019, whereby Carolina Holdings would procure and construct force main improvements on Oak Grove Island to facilitate a proposed multi-family residential development on Oak Grove Island. As part of the agreement, the JWSC solicited bids on the work to confirm a value of Capital Improvement Fee credit that would be available for Carolina Holdings. IFB No. 22-009 was released on September 3, 2021, and a pre-bid site visit was held on September 31, 2022, with four prime contractor construction firms in attendance. Three bids were received on October 5, 2021, with the low apparent bidder being TB Landmark Construction, Inc. with a base bid of $2,049,823.00. Carolina Holdings and their engineering partner Roberts Civil Engineering have reviewed the received bids and determined that the project is not feasible for completion at this time for that cost. Roberts Tate, LLC provided a letter to JWSC indicating that Carolina Holdings is exercising its right in Section 11 of the Agreement to terminate the comprehensive agreement between itself and the JWSC. Since the comprehensive agreement is being terminated, the JWSC does not wish to move forward with the project at this time.
Commissioner Stephens made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn Joint Water and Sewer Commission reject all bids for IFB No. 22-009 Oak Grove Force Main Improvements due to termination of the Comprehensive Agreement between Carolina Holdings Group Partners, LLC and the JWSC to be effective on June 19, 2022. Motion carried 7-0-0.
- SPLOST 2016 North Mainland Pump Station Improvements – Final Balancing Change Order No. 2 – T. Kline
Mr. Kline presented the request for Change Order No. 2, the final adjusting change order for Capital Project #702 – 2016 SPLOST North Mainland Phase II Pump Station Improvements. JWSC staff received Contractor’s Final Pay Application Request documentation dated April 26, 2022, which included a project Change Order #2 request in the additional amount of $87,306.00. This change order documents the terms for closing out the project which includes final cost adjustments, days over contract time and allowance of delay days due to weather. Staff has reviewed the request from Southern Civil, LLC, and recommends approval of a Change Order #2 request with an adjusted final contract amount of $2,754,854.00 and final closing payment of $254,683.40.
Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn Joint Water & Sewer Commission approve Change Order #2 and project closeout as described above. Motion carried 7-0-0.
6. Infrastructure and Easement Dedications – T. Kline
- Village Drive Force Main
- PS 2046 – Southpoint
- PS 4058 – 186 Palmera
- PS 4047 – Southeastern Bank
Mr. Kline presented the request to enter into a Satellite Systems Agreement for private operations and maintenance of the privately owned Village Drive Force Main. Glynn County Water and Sewer Ordinance 2-16-15 requires private owners of existing or proposed systems that receive water from or discharge to the public Utility to enter into a Satellite Systems Agreement that assigns the responsibility for standards of ownership, operation, and maintenance. The agreement provides for no commitment of the JWSC to the applicant. The Developer of the private 2-Inch Force Main installed at Virginia Drive, Wade Place and Village Drive, as detailed herein, wishes to enter into the required Satellite Systems Agreement with JWSC to establish areas of responsibility for operation and maintenance as indicated in the Agreement. Legal Counsel for JWSC clarified details of the Satellite Systems Agreement in response to previous questions asked by the Commissioners. There are currently issues with the ownership of the Right of Way in that Glynn County indicates the ROW is public and the owner claims it is private. After resolution of the ROW issue, JWSC would then be interested in accepting a Dedication of the associated private infrastructure and easement.
Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the Satellite Systems Agreement for the private property improvement known as a Private Force Main on Village Drive, Virginia Drive and Wade Place. I further move to authorize the Executive Director to execute future Satellite Systems Agreements to facilitate more timely approval of infrastructure. Motion carried 6-0-1. (Commissioner Stephens abstained due to possible conflict of interest.)
Mr. Kline presented the request for acceptance of the conveyance of three private pump stations from the private owners to the JWSC. The Owners of Record for the three pump stations and parcels described above, have submitted legal documents to define and execute the transfer of ownership. The infrastructure is understood to have complied with applicable standards at the time of construction. JWSC inspection records indicate the infrastructure is functioning and in acceptable condition.
Commissioner Cook made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the documents supporting the acceptance of infrastructure for ownership, operation, and maintenance. Motion carried 7-0-0.
- Chapel Crossing Oxidation Pond Purchase Agreement – C. Dorminy
Mr. Dorminy provided that the JWSC has been in communication with VC Dirt, LLC, a developer, regarding the sale of two parcels of land off Chapel Crossing, used as oxidation ponds by the JWSC. Upon researching the issue, counsel for the JWSC recommended selling the property for a nominal amount via quit-claim deed, due to the prohibitive costs of clearing title. VC Dirt, LLC has issued an offer of $7,500 in exchange for a quit-claim deed for the relevant parcels. All the responsibility for the parcels goes to VC Dirt, LLC, and with environmental issues of future noted, JWSC is clear of any responsibilities.
Commissioner Neal made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the chapel Crossing Oxidation Pond Purchase Agreement and authorize the Chairman to execute a quit-claim deed for the respective parcels pursuant to the Chapel Crossing Oxidation Pond Purchase Agreement. Motion carried 7-0-0.
- GEFA Loan Agreement Modification – Meter Project – L. Roberts
Mrs. Roberts recalled for the Commissioners that on December 17, 2020 the Commission approved a Georgia Environmental Finance Authority (GEFA) loan in the amount of $7.5M for systemwide replacement of existing water meters as well as installation of advanced metering infrastructure. Mrs. Roberts noted that this loan modification increases the loan amount from $7.5M to $18.2M. During the initial loan application process GEFA required loan recipients to draw loan funds down within a two-year time limitation. The full project was divided the $15M into two phases of $7.5M each. The original loan funded the first phase, and a portion of this modification funds the remaining $7.5M. Mrs. Roberts stated that additionally, during performance of the first phase of work, some unanticipated meter configurations were encountered by the contractor. Therefore, a full system audit was performed to determine prevalence of these types of installations to formulate comprehensive labor and material needs for the total project. Data from the audit supported an additional funding request of $3.2M which was approved by the Board at the November 2021 meeting. That $3.2M is the remainder of the increase funded by this loan modification. Mrs. Roberts advised that the initial interest rate of 0.07% and the initial term of fifteen (15) years remain unchanged. The original Completion Date was stated as May 1, 2023, and that has been extended to May 1, 2025.
Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the modification for time extension and additional funding for GEFA Loan DW2020040 in the form of the attached loan modification documents. Motion carried 7-0-0
- Capital Improvement Fee – Connection Assistance Policy – A. Burroughs
This item was moved to the Discussion Section.
- Fiscal Year 2023 Cityworks Enterprise License Agreement Renewal – A. Burroughs
Mr. Burroughs stated the 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. JWSC also utilizes Cityworks for inventory management through the Storeroom add-on. Mr. Burroughs stated that 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. Cityworks is a crucial part of the ongoing workflows for both inspections and maintenance activities for the JWSC field crews. Furthermore, he added, 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. Mr. Burroughs provided that this year’s ELA renewal does include an increase from the previous two years. The FY2021 and 2022 renewals were $42,000, and the increase for this year is $2,100, which is a 5% increase over the previous two fiscal years.
Commissioner Neal made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the renewal of the Fiscal Year 2023 Cityworks Enterprise License Agreement with Azteca Systems, Inc. in the amount of $44,100.00. Motion carried 7-0-0.
- Capital Improvement Fee – Connection Assistance Policy – A. Burroughs
Mr. Burroughs, Mr. Dorminy and the Commissioners reviewed the background and options for the Connection Assistance Policy in consideration. Mr. Burroughs and Mr. Dorminy will work on details regarding length of time for loans JWSC will offer to these customers.
EXECUTIVE DIRECTOR’S UPDATE
Mr. Burroughs stated that the Town Hall Meetings will be held during the second week of June. The June 8th meeting will be at 6 pm in room 108 of the Casino on SSI. The June 9th meeting will be at 6 pm in the auditorium at Howard Coffin Park in Brunswick. Mr. Burroughs also mentioned that the Low-income Housing Water Assistance Program has provided assistance for 408 customers with $188,013.00 of assistance which averages $462.82 per customer assisted.
Commissioner Stephens commented that a customer with a leak was referred to Mr. Burroughs who did provide that customer with his data usage history. The customer was very impressed with the level of customer service.
The Chairman stated that he was pleased to see the number of JWSC staff members at the Georgia Rural Water Association Conference on Jekyll Island. The staff represented JWSC very well and showed a passion for their job. He also noted that new Vac-Cons were on display as well.
There was no Executive Session
Commissioner Duncan made a motion seconded by Commissioner Neal to adjourn the meeting. Motion carried 7-0-0.
There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 2:54 p.m.