Commission Meeting Minutes – Thursday, November 19, 2020

For your consideration, please read the minutes from the Commission Meeting held on Thursday, November 19, 2020 at 2:00 p.m. in the Commission Meeting Room.

Commission Meeting Minutes 11-19-20 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 19, 2020 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Bob Duncan, Vice-Chairman

Donald Elliott, Commissioner

Charles Cook, Commissioner

Cornell L. Harvey, Commissioner

Wayne Neal, Commissioner 

ALSO PRESENT:                  

Andrew Burroughs, Executive Director

Charlie Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Exec. Director

Todd Kline, Director of Engineering

Janice Meridith, Exec. Commission Administrator

ABSENT:                               

Tripp Stephens, Commissioner

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News                                     

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

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 provided the invocation and Commissioner Cook led the Pledge of Allegiance. 

Chairman Turnipseed requested a motion to excuse Commissioner Stephens from the Commission Meeting due to requirement at another meeting.

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

EXECUTIVE SESSION – Personnel & Property

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

Return to Regular Session

Commissioner Duncan made a motion seconded by Commissioner Elliott to move to return to Regular Session.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.) 

COMMITTEE UPDATES

Facilities Committee Meeting Update – Chairman Turnipseed

Chairman Turnipseed reported that the Facilities Committee had met on the previous day, and had a very good meeting.  Academy Creek WWTP is operating within permit and at 55% of its capacity; Dunbar Creek is at 75% of its capacity; and Southport is at 31% of its capacity.  There were approval items that were passed to the full Commission and will be discussed today.  The Project Report reflected that JWSC does have a lot of projects going on at this time.  Chairman Turnipseed highlighted the updates from the report.

Finance Committee Meeting Update – Commissioner Duncan

Commissioner Duncan reported that the Finance Committee had also met on the previous day.  He noted that the Committee did recommend several items to be forwarded to the full Commission for consideration at this meeting.  He specifically noted the proposed Year End Transfer, and commented that it is a recognition of significant efficiencies that were generated through our staff.

Human Resources Committee Meeting Update – Commissioner Elliott

Commissioner Elliott reported that six of the Commissioners were present to observe and listen to the Safety Council conduct a mock Safety Meeting so the Commission could see how this body functions and how they address the issues.  This was successful and a lot was learned about how the Safety Committee works.  He added that this is an employee run Safety Committee without management involvement.  The Human Resources Committee also approved some changes to come forward to the full Commission this afternoon in the Human Resources Code of Conduct and also the Travel Policy.  The meeting concluded with a discussion on Uniform Dress Code and those changes will come forward to the full Commission for approval in the December meeting.

Chairman Turnipseed commended the Safety Council for the presentation made earlier in the morning.  The presentation was excellent and they are stressing safety throughout our organization, and we as an organization need to continue to do better, and they are striving to do so.  Safety awards will be given out very soon for those that have met those goals.

APPROVAL

  1. Minutes from the October 15, 2020 Regular Commission Meeting

Commissioner Duncan made a motion seconded by Commissioner Elliott to approve the minutes from the October 15, 2020 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.) 

  1. Minutes from the October 15, 2020 Executive Session

Commissioner Neal made a motion seconded by Commissioner Harvey to move to approve the minutes from the October 15, 2020 Executive Session.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.) 

  1. Christmas Gift Card Approval – L. Roberts

Mrs. Roberts recalled that each year at Christmas JWSC provides $25 gist cards for Walmart to the employees as a sign of appreciation.  At this time staff is recommending $25 gift cards for 150 employees, for a total of $3,750.00.

Commissioner Neal made a motion seconded by Commissioner Harvey to move that the Brunswick-Glynn County Joint Water and Sewer Commission approve providing employees with a gift card in the amount of $25 to Walmart.  The total number of cards would be 150, for a cost of $3,750.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.)

  1. Human Resources SOP / Employee Handbook Revisions – A. Burroughs
  • Section 7.3 – Code of Conduct
  • Section 4.19 – Travel

Mr. Burroughs commented that at the Human Resources Committee Meeting earlier that morning, minor adjustments had been made to the Code of Conduct Policy which brought that in line with last month’s revisions to the Harassment in the Workplace Violence Policy, as well as another minor edit made regarding people conducting personal business with the use of JWSC equipment.  He stated that on the Travel Policy there were quite a lot of changes needed, mostly to modernize the policy, i.e. making phone calls from the hotel, etc.  Limitations were also specified on items that can be purchased with the per diem. 

Commissioner Elliott made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn County Joint Water & Sewer Commission approve the edits to Sections 4.19 and 7.3 of the Human Resources Standards of Practice as presented.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.)

  1. Leak Adjustment – A. Burroughs

Mr. Burroughs advised that JWSC customer, Mr. Kenneth Gibson had a significant water leak under his mobile home.  He was a renter at that location.  The landlord notified Mr. Gibson that the water leak was not going to be repairable.  Mr. Gibson was forced to move to a new location outside of his existing neighborhood, but remains a customer on the JWSC System, so that balance transferred with him for the leak.  Staff is recommending giving Mr. Gibson a leak adjustment in the amount of $2,804.13.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn County Joint Water and Sewer Commission approve the leak adjustment in the amount of $2,804.13 to the account of Kenneth Gibson as presented.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.)

  1. Proposed Year End Transfer – L. Roberts

Mrs. Roberts advised that the Fiscal Year 20 Audit has been completed and as the results of some innovative operational measures, one in particular being the Sludge Hauling Program implemented by Mr. Burroughs.  JWSC has been able to recognize some ability to transfer to our Repair and Replacement Reserve.  The financial policies passed by this Commission do give that authority to this Board.  Staff is requesting a balance of $1.25M be transferred from the Utility Revenue account to the Repair and Replacement Reserve Investment account.

Commissioner Elliott made a motion seconded by Commissioner Harvey to move that the Brunswick-Glynn County Joint Water and Sewer Commission approve a transfer of $1.25M from the Utility Revenue account to the Repair and Replacement Reserve Investment account.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.) 

  1. Easement and Infrastructure Dedications – T. Kline
  • Pump Station 4020 @ Scranton Connector – Quit Claim Deed
  • Covington Point Phase 2B – Dedication of Water System and Corresponding Water Utilities Easement
  • Covington Point Phase 2C – Dedication of Water and Sanitary Sewer Systems (only)

Mr. Kline provided that at the Facilities Committee these dedication items were approved to be forwarded to the full Commission for approval of acceptance of official ownership.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn County Joint Water and Sewer Commission approve the documents supporting the acceptance of infrastructure for the properties described herein as public infrastructure for ownership, operation, and maintenance.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.)

  1. Cabana Court Sewer Agreement – C. Dorminy

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick Glynn County Water and Sewer Commission (1.) Authorize the Chairman to execute the MOU with the County; (2.) Authorize the Chairman to execute the Sewer Agreement with Laurel Cabana Court, LLC; and, (3.) Accept the dedication of easements for the force main from Laurel Cabana Court, LLC and the Development Authority.

Commissioner Duncan restated the motion for clarity.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick Glynn County Water and Sewer Commission (1.) Authorize the Chairman to execute the MOU with the County; (2.) Authorize the Chairman to execute the Sewer Agreement with Laurel Cabana Court, LLC; and, (3.) Accept the dedication of easements for the force main from Laurel Cabana Court, LLC and the Development Authority.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.) 

  1. MOU with County for Highway 17 Sewer Relocation – C. Dorminy

*** See Item #8 – Combined together. ***

  1. Supplemental Executive Retirement Plan – C. Dorminy

Commissioner Harvey made a motion seconded by Commissioner Duncan to move to authorize the Chairman to execute the 401A Plan document to enact the Supplemental Executive Retirement Plan for the Executive Director.  Motion carried 6-0-1.  (Commissioner Stephens was absent from the meeting.)

DISCUSSION

There were no items for discussion.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs stated that the Grand Jury Appointment interviews were held on the day before with the scheduled public hearing being on December 2nd.  The official appointment will be made on December 9th.  The Grits and Issues Breakfast will be held on December 13th.  The JWSC Virtual Christmas Luncheon will be held on December 16th.  Lunches will be provided at 11:30 at the employees’ prospective work stations.   At the next Commission Meeting there will be a presentation from the Georgia Association of Water Professionals for the Distribution System Award that JWSC has received.  The Boil Water Advisory Guidance was updated on the previous day, resulting in fewer Boil Water Advisories going out.  Mr. Burroughs also noted that this day marks exactly one full year since he has been entrusted with the position of Executive Director.  He thanked the Commission for all of their support and for it being a very good year.  He closed by saying Happy Thanksgiving to all.

CHAIRMAN’S UPDATE

The Chairman stated that he wanted to thank Mr. Burroughs for his leadership during this past year.  The ship is going in the right direction, and we are looking forward to many more years of his continuing as we improve our System and meet the needs of Glynn County residents.

Commissioner Harvey expressed his thanks to Mr. Burroughs and commended him for his hard work.  He noted that the community views JWSC in a higher level now than it did in previous years.  Our timeliness is great.  Our response to complaints is great and to our customers is even greater.  So, we are looking for even more great leadership from you and the staff.  We appreciate you very much.

There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 3:13 p.m.