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Commission Meeting Minutes Thursday, November 1, 2018

For your consideration, please read the minutes from the Commission Meeting held on Thursday, November 1, 2018 at 2:00 p.m.

Commission Meeting Minutes 11-1-18 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, November 1, 2018 at 2:00 PM

COMMISSION MINUTES

PRESENT:                             

Donald M. Elliott, Chairman

Mike Browning, Vice-Chairman

Clifford Adams, Commissioner

Cornell L. Harvey, Commissioner

Steve Copeland, Commissioner

Tripp Stephens, Commissioner

G. Ben Turnipseed, Commissioner

ALSO PRESENT:                 

Jimmy Junkin, Executive Director

Charlie Dorminy, Legal Counsel HBS

Andrew Burroughs, Deputy Executive Director

Todd Kline, Director of Engineering

Pam Crosby, Director of Procurement

John D. Donaghy, Director of Finance

Janice Meridith, Exec. Commission Administrator

Cindy Barnhart, T.S.I.

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar Shierling, The Islander

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

Chairman Elliott provided the invocation and also led the pledge.

PUBLIC COMMENT PERIOD

Chairman Elliott opened the public comment period.

Ivan Goldner, Pump Station 4021 – Dr. Goldner provided that he owns a piece of commercial property at the corner of Altama Avenue & Scranton Connector.  He has incurred problems selling the commercial property due to lack of sewer capacity at Pump Station 4021.  Dr. Goldner came to ask the Commission for a possible upgrade or solution for sewer capacity at Pump Station 4021.

Andrew Burroughs provided that he has met with Dr. Goldner.  Mr. Burroughs and Todd Kline have been reviewing the current status of the pump station and possible solutions to provide sewer capacity.

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

Chairman Elliott requested a motion to move Approval Item #6 up to be Approval Item #1 on the agenda.

Commissioner Adams made a motion seconded by Commissioner Browning to move Approval item #6 up to be Approval Item #1 on the agenda.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

Chairman Elliott requested a motion to move Discussion Item #1 up to be Approval Item #4 on the agenda.

Commissioner Turnipseed made a motion seconded by Commissioner Harvey to move Discussion Item #1 up to be Approval Item #4 on the agenda.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

EXECUTIVE SESSION

Chairman Elliott advised there would be an Executive Session to discuss potential litigation with a vote to be taken after.

Commissioner Copeland made a motion seconded by Commissioner Harvey to adjourn into Executive Session to discuss potential litigation.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

Return to Regular Session

Commissioner Adams made a motion seconded by Commissioner Harvey to adjourn from Executive Session.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

APPROVAL

 1.  SPLOST 2016 North Mainland Phase 1 Change Order #2 – J. Junkin

Mr. Junkin presented the recommendation to approve the SPLOST 2016 North Mainland Phase 1 Change Order #2 in the amount of $152,807.67 which staff has identified as the correct amount.

Commissioner Browning made a motion seconded by Commissioner Harvey to move that the Brunswick Glynn County Joint Water & Sewer Commission approve the attached change order to Constantine Constructors, Inc., in the amount of $152,807.67 for additional materials and equipment required to complete the 2016 SPLOST N. Mainland Phase I Project.  Motion carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

 2.  Minutes from the October 18, 2018 Benefits & Compensation Workshop

Commissioner Browning made a motion seconded by Commissioner Adams to approve the minutes from the October 18, 2018 Benefits & Compensation Workshop.  Motion carried 5-0-2.  (Commissioner Stephens was absent for the vote.  Commissioner Harvey abstained from the vote.)

 3.  Minutes from the October 18, 2018 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Adams to approve the minutes from the October 18, 2018 Regular Commission Meeting.  Motion carried 5-0-2.  (Commissioner Stephens was absent for the vote.  Commissioner Harvey abstained from the vote.)

  1. Proposed Wastewater Treatment Plant Upgrades – GEFA Loan Application – J. Junkin

Mr. Junkin presented the recommendation to approve the preparation and submission of two GEFA loan applications prior to the December 31 application deadline. He advised that staff has prepared a list of the significant upgrades needed at Academy Creek WWTP and Dunbar Creek WWTP.  Mr. Junkin provided a summary table of the needs to ensure reliable operation of the existing wastewater treatment plants for the Commissioners’ review, and noted that the funding required for those needs is estimated to be $10,000,000.  Upgrade needs for the sewer collection system have also been identified.  Due to significant inflow and infiltration of ground water and rain water into the collection system as well as street sink holes created where local flooding has pulled sub-surface soil into the collection system, Mr. Junkin commented that there is a clear need to strategically rehab sewer collection system assets.  He added that at this time, staff is requesting $5,000,000 to perform this line rehab.  He also noted that the submission and approval of the loans do not require JWSC to actually take the loans.

Commissioner Turnipseed made a motion seconded by Commissioner Copeland to move that the Brunswick Glynn County Joint Water & Sewer Commission direct the Executive Director to prepare the necessary GEFA loan applications and submit them to GEFA prior to the December 31 application deadline: One under the CWSRF loan program in the amount of $10,000,000.00 for the ACWWTP and DCWWTP rehab needs and a second under the GEFA Conservation Loan Program in the amount of $5,000,000.00 for the rehab of sewer collection lines in St. Simons Island service area.  Motion carried 6-0-1. (Commissioner Stephens was absent for the vote.)

  1. Holiday Pay. H.R. Policy Revision – C. Barnhart, T.S.I.

Cindy Barnhart presented the recommendation to revise the H.R. Holiday Pay Policy.  She provided that all JWSC employees except the operators at the wastewater treatment plants work normal scheduled shifts Monday through Friday, and all JWSC holidays are observed Monday through Friday.  With the wastewater treatment plant operators often scheduled to work on weekends with off days occurring during the normal work week, they are treated differently as it pertains to holiday pay.  Ms. Barnhart noted that this revision is proposed in order to more fairly compensate the shift workers of the JWSC for their performance as well as provide holiday pay to all employees.

Commissioner Harvey made a motion seconded by Commissioner Turnipseed to recommend that the Brunswick Glynn County Joint Water & Sewer Commission amend Section 4.1 and Section 4.4 of the Human Resources Standards of Practice as outlined in the attachments.  Motion carried 6-0-1. (Commissioner Stephens was absent for the vote.) 

  1. 2018 Wal-Mart Gift Cards for Employees – F. Wilson

Frances Wilson presented the Commission with the recommendation that the Brunswick-Glynn County Joint Water and Sewer Commission provide employees with a gift card in the amount of $25 to WalMart with the total number of cards being 165 for a total cost of $4,125.  She provided that in past years JWSC has given employees a Christmas gift card as an expression of appreciation and thanks.  Mrs. Wilson added that the cost of the cards is included in the Fiscal Year 2019 budget, and the cards would be distributed with payroll in the first week of December.

Commissioner Harvey made a motion seconded by Commissioner Turnipseed to move that the Brunswick-Glynn County Joint Water and Sewer Commission provide employees with a gift card in the amount of $25 to Walmart.  The total number of cards would be 165, for a cost of $4,125.  Motion Carried 6-0-1.  (Commissioner Stephens was absent for the vote.)

  1. Grant Writing & Engineering Unsolicited Proposal – C. Dorminy

Charlie Dorminy presented the Commission with the recommendation to approve a Grant Writing Unsolicited Proposal submitted by Roberts Civil Engineering, PC. He noted that numerous grants exist that may provide funding for necessary infrastructure to the public water and sewer system maintained by JWSC.  Mr. Dorminy advised that Roberts Civil Engineering, PC proposes to provide assistance to JWSC by identifying potential grants, identifying projects on JWSC’s Capital Improvement Project List that may qualify for funding from such grant, provide grant writing to obtain funding for such CI Projects, and, when feasible, provide engineering services for the design of such CI Projects for which grants are obtained. Roberts Civil Engineering will work with JWSC staff to determine which grants to pursue and submit a Comprehensive Agreement identifying specific grants to be sought for approval by JWSC. Mr. Dorminy added that the construction of any CI Projects for which funding is provided through the grants will be bid per JWSC policy, and that no grants will be applied for without prior approval of JWSC. He provided that if JWSC staff determines that a proposed grant and Project is feasible and reasonable, the JWSC and RCE will then propose to enter into a Comprehensive Agreement wherein RCE will apply for the grant and if the grant is awarded, RCE will be paid for their grant writing services.  There was additional discussion pertaining to the services and grant writing, fees, and procedures involved with the processes as set forth in the Unsolicited Proposal.

Commissioner Adams left the meeting at 3:05 p.m.

Commissioner Harvey made a motion seconded by Commissioner Copeland to move that the JWSC approve the Unsolicited Proposal submitted by Roberts Civil Engineering subject to receipt of the Unsolicited Proposal Waiver.  I further move that the JWSC staff evaluate the propriety, feasibility, and reasonableness of applying for grants to fund JWSC capital projects, and also waive the Unsolicited Proposal Fee. 

After some additional discussion by the Commissioners the vote was taken.

Motion Carried 5-0-2.  (Commissioner Stephens and Commissioner Adams were absent for the vote.)

DISCUSSION

  1. SPLOST Funds Overview – J. Junkin

Mr. Junkin provided an overview of the current status of the SPLOST funded projects to the Commissioners.  He presented data on the SPLOST 2005 and SPOST 2016 funded projects noting the specific projects, the purposes of the projects, status of the projects and current budget information for each.

  1. Pump Station 2032 Gravity Line Repair – A. Burroughs

Andrew Burroughs presented an update on the repairs being done on the Pump Station 2032 gravity line.  He provided photographs for the Commission showing debris that has been found inside the original ductile iron line, including old construction debris that had fallen into the deteriorated pipes, pieces of tree roots from inside the deteriorated pipes, etc.  It was noted that after a certain time period when work on a project has been delayed, notices should be put out to the public to update them as to the progress of the project.

  1. Defined Benefit Plan – J. Donaghy

John Donaghy provided the Commissioners with information regarding the unfunded portion of the Defined Benefit Plan.  The unfunded portion is largely due to the liability initially absorbed by JWSC from the City and County.  Mr. Donaghy provided an actuarial report previous to the meeting for the Commissioners’ review.  The plan and some possible future funding options were discussed, as well as budgeting.

  1. R&R Capital Projects Update – T. Kline

Todd Kline provided the monthly update on the R&R Capital Projects to the Commission.  Specific attention was provided regarding Pump Station 4021.  Mr. Kline displayed a GIS map for the Commissioners and provided an explanation of Pump Station 4021, the areas it serves, and description of the recommended upgrades for this pump station, which is currently in the “red” meaning there is no capacity for additional tap-ins.  Mr. Kline described this small project as one that does make sense and is a relatively “easy” fix.  He also noted that Pump Station 4021 upgrade project is on the Five Year Plan previously presented to the Commission.  Mr. Kline also provided a brief update on the Alder Circle and Holly Street Projects which are both SPLOST 2005 Projects.  He also provided that the design is in progress for the Magnolia Park Project, JWSC has given feedback on the design, and construction may be awarded as soon as January.  He also provided an update on the “L” Street Project in that the final revisions have been provided and final design should be available soon.

Commissioner Stephens arrived to the meeting at 4:05 p.m.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin discussed the issues at Brockington South and provided an update for the Commissioners. He also provided an update on the “hot-wash” items.  Three maps indicating current sewer availability in the JWSC system were presented to the Commission and discussed.

CHAIRMAN’S UPDATE

There was no further update at this time.

There being no further business, the meeting was adjourned at 4:53 p.m.

 

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