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Commission Meeting Minutes Thursday, November 7, 2019

For your consideration, please read the minutes from the Commission Meeting held on Thursday, November 7, 2019 at 2:00 p.m. in the Commission Meeting Room.

Commission Meeting Minutes 11-7-19 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, November 7, 2019 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Donald Elliott, Commissioner

Tripp Stephens, Commissioner

Wayne Neal, Commissioner

Cornell L. Harvey, Commissioner                            

Bob Duncan, Commissioner 

ALSO PRESENT:                 

Andrew Burroughs, Executive Director

Charles Dorminy, Legal Counsel HBS

Todd Kline, Director of Engineering

Pam Crosby, Director of Procurement

LaDonnah Roberts, Senior Financial Analyst

Jay Sellers, Director of Administration

Janice Meridith, Exec. Commission Administrator 

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar Shierling, The Islander                                               

ABSENT:                               

Steve Copeland, Vice-Chairman 

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.

Monica Smith, Debt Inherited Lift Station to serve Colonels Island Area – Mrs. Smith spoke on the lift station that was built to serve the Colonel’s Island area.  She requested for the Commission to provide an update in the near future on the amount of the service that is being provided through that lift station to Colonel’s Island and to consider particularly whether or not the new development of an additional car wash to accommodate 400 cars per day over on the south side of Highway 17 is also going to be connected into the system to ensure that the wastewater from that is going to be properly treated and not discharged into the marshes or the ocean.

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

EXECUTIVE SESSION #1 – Personnel

Commissioner Elliott made a motion seconded by Commissioner Duncan to enter into Executive Session.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

Return to Regular Session. 

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

Chairman Turnipseed requested a motion to amend the agenda. 

Commissioner Stephens made a motion seconded by Commissioner Harvey to amend the agenda to reflect what is on the revised posting.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)  

Chairman Turnipseed requested a motion to excuse Commissioner Copeland from the meeting. 

Commissioner Stephens 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.) 

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed provided that the next Facilities Committee Meeting would be held on November 20th at 3:00 p.m.

Finance Committee – Chairman Turnipseed provided that the next Finance Committee Meeting would be held on November 20th at 1:45 p.m.

Human Resources – Commissioner Elliott provided that the next Human Resources Committee Meeting would be held on November 13th at 10:30 a.m. 

APPROVAL

  1. Minutes from the October 17, 2019 Regular Commission Meeting

Commissioner Harvey made a motion seconded by Commissioner Duncan to approve the minutes from the October 17, 2019 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.) 

  1. Minutes from the October 17, 2019 Executive Session

Commissioner Neal made a motion seconded by Commissioner Duncan to approve the minutes from the October 17, 2019 Executive Session.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

  1. Christmas Gift Cards for JWSC Staff – F. Wilson

Frances Wilson advised the Commissioners that in the years past the Commission has given gift cards to its employees as a token of appreciation and thanks.  She noted that the cost of the cards are included in the fiscal year budget.  There will be a total of 155 cards at $25.00 each for a total of $3,875.00.

Commissioner Neal made a motion seconded by Commissioner Duncan 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 155, for a cost of $3,875. 

Chairman Turnipseed inquired as to when the staff would receive the gift cards and Mrs. Wilson replied that it would be with the payroll of December 6th.

Commissioner Stephens commented that typically when a large number of cards are purchased there would be a discount on the price.  Mrs. Wilson responded that Wal-Mart does not give a discount for them.

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

  1. Altama / Sea Palms CIPP Award – A. Burroughs

Chairman Turnipseed requested that this item be deferred until the Facilities Committee Meeting on November 20th.

Commissioner Elliott made a motion seconded by Commissioner Neal that this item be deferred until the Facilities Committee Meeting.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.) 

  1. Executive Director Contract – C. Dorminy

Commissioner Harvey made a motion seconded by Commissioner Neal to authorize the Chairman to enter into a contract with Andrew Burroughs as the Executive Director.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

Chairman Turnipseed congratulated Mr. Burroughs.

Mr. Burroughs responded that he appreciated it and the confidence the Commission has in him.

Chairman Turnipseed commented that he wanted to thank Teamwork Services for their assistance in advertising for this position and for working with the people who had applied for the position, and also for setting up the interview process.  The Chairman also thanked the Human Resources Committee for their work in conducting the telephone interviews and the entire Commission for conducting the interviews for the 3 finalists for this position.  He added that there were three excellent final candidates and we have an excellent Executive Director that we look forward to working with and are looking for JWSC to really move forward and prosper under his leadership.  The Chairman noted that he hoped everyone will support Mr. Burroughs and that the staff has shown their support for him, and added his appreciation for everything Mr. Burroughs has done in the interim.

DISCUSSION

  1. Banking Services RFP Update – A. Burroughs

Mr. Burroughs provided that the responses for the Banking Services RFP had been received on Tuesday.  Five proposals were received.  He advised that there were three types of services requested for in the RFP, banking services, merchant services and investment services, and he added that not all proposals included all three services.  Mr. Burroughs said that there were three submissions for banking services, four submissions for merchant services and two submissions for investment services.  Interviews are scheduled to be held with all five of the proposers on November 13th and 14th.  The scoring committee will conduct the hour long interviews with hopes of making a recommendation prior to the end of the year.

Commissioner Elliott commented that he had one request which was that the scoring team include current services and the costs therein.  He noted that they do not have to award a contract, but it needs to be clear that we need to make a change because we get a better deal if that is what we choose to do.  Mr. Burroughs agreed and mentioned that cost was included in the scoring criteria that was posted.  He added that there was very detailed criteria for this, knowing that it is a large decision.

Commissioner Stephens inquired if it would be reviewed with the Finance Committee before going on to the full Commission, and Mr. Burroughs confirmed it would be.  Commissioner Stephens asked if it would be reviewed at the next Finance Committee Meeting and Mr. Burroughs replied that it was unlikely, and would be reviewed at the December meeting.

  1. Revised Audit Report for Fiscal Year 2019 – L. Roberts

Mrs. Roberts recalled for the Commissioners that at the last meeting Mr. Donaghy presented the auditor’s report and there was a question raised concerning a variance between some figures shown for the salaries, wages and overtime versus what the actuary had termed covered payroll.  She added that Mr. Donaghy had explained at that meeting that the variance had resulted from the actuary using calendar year figures versus our budget and audit being for fiscal year data.  Mrs. Roberts also recalled that at that meeting the request was made that the finance team coordinate with the audit team to revise the Management’s Discussion and Analysis portion to include a note that clarified that.  The notation was made and a revised copy of the report had been received from the auditors.  Mrs. Roberts provided that this notation did not change the auditor’s opinion on that particular report, and the updated package has been distributed to the City of Brunswick, Glynn County, the Georgia Department of Community Affairs, the Municipal Securities Rulemaking Board as well as the Georgia Department of Audits and Accounts in order to fulfill JWSC’s reporting requirements to those agencies.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs advised that the Ridgewood Water Production Facility Pre-Bid Meeting was scheduled for the next Wednesday with hopes for a good attendance.  He added that it is a mandatory meeting for the bidders and would help in knowing how large the bidder pool is.  Mr. Burroughs commented that there are two customer service issues staff was proud to report.  Staff has been testing both paperless billing and recurring payments being auto-drafted for the last couple of months with a group of customers and the process has gone very well, so these services are now able to be offered to any customer who chooses them.  He mentioned that this was an issue that had been brought up at one of the Town Hall Meetings and the customer service staff will be happy to set up customers. Mr. Burroughs reminded the Commission that the annual State of the County luncheon was coming up on the 20th.   He updated that the Grand Jury process is wrapping up and the announcement for JWSC’s position will be on November 20th as well.  Mr. Burroughs then congratulated Commissioner Stephens on having been named the Vice-President for Support Services at the hospital and noted this was a tremendous accomplishment.

Commissioner Stephens asked Mr. Burroughs about the status of the commercial deposit refunds and the ordinance changes.  Mr. Burroughs provided that the ordinance changes had been passed at JWSC and are still under review by the city and the county.  He added that he spoke with the city and county attorneys this week about this matter and they are working on it.

Chairman Turnipseed asked Mr. Burroughs when the bids would be received on the Ridgewood Well, and Mr. Burroughs replied that the bids are due back on December 5th. 

CHAIRMAN’S UPDATE

Chairman Turnipseed commented that he had no further update other than he was glad the Commission had gone through the process and has a fine Executive Director.

EXECUTIVE SESSION #2 – Property & Litigation

Commissioner Duncan made a motion seconded by Commissioner Harvey to enter into Executive Session to discuss Property & Litigation with no vote to be taken after.  Motion carried 6-0-1.  (Commissioner Copeland was absent from the meeting.)

Return to Regular Session.

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

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

There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 3:00 p.m.

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