Commission Meeting Minutes Thursday, October 18, 2018

For your consideration, please read the minutes from the Commission Meeting held on Thursday, October 18, 2018 at 2:00 pm.

Commission Meeting Minutes 10-18-18 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, October 18, 2018 at 2:00 PM 

COMMISSION MINUTES

 PRESENT:                             

Donald M. Elliott, Chairman

Mike Browning, Vice-Chairman

Clifford Adams, Commissioner

Tripp Stephens, Commissioner

Ben Turnipseed, Sr. 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

Jay Sellers, Director of Administration

Janice Meridith, Exec. Commission Administrator

Cindy Barnhart, Teamwork Services, Inc.

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar Shierling, The Islander                                 

ABSENT:                               

Cornell L. Harvey, Commissioner

Steve Copeland, Commissioner

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

Chairman Elliott provided the invocation and Commissioner Browning led the pledge.

PUBLIC COMMENT PERIOD

Chairman Elliott opened the public comment period.

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

Chairman Elliott requested a motion to excuse Commissioner Copeland and Commissioner Harvey from the Commission Meeting.

Commissioner Browning made a motion seconded by Commissioner Adams to excuse Commissioner Copeland and Commissioner Harvey from the meeting.  Motion carried 5-0-2.  (Commissioner Copeland and Commissioner Harvey were absent for the vote.)

Chairman Elliott requested a motion to add HR Policies as item #4 to the Discussion portion of the agenda.

Commissioner Browning made a motion seconded by Commissioner Adams to add HR Policies as item #4 to the Discussion section of the agenda.   Motion carried 5-0-2.  (Commissioner Copeland and Commissioner Harvey were absent for the vote.)

APPROVAL

  1. Minutes from the October 4, 2018 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Adams to approve the minutes from the October 4, 2018 Regular Commission Meeting.  Motion carried 5-0-2.  (Commissioner Copeland and Commissioner Harvey were absent for the vote.) 

  1. Minutes from the October 4, 2018 Executive Session

Commissioner Browning made a motion seconded by Commissioner Adams to approve the minutes from the October 4, 2018 Executive Session.  Motion carried 5-0-2.  (Commissioner Copeland and Commissioner Harvey were absent for the vote.)

  1. Ratify Approval to Increase Friendly Express #71 Betterment – T. Kline

Chairman Elliott advised that the initial vote on this item was held via e-mail due to the urgent nature of the Project.  On October 4, 2018 staff was given permission to pursue a betterment on the Friendly Express Project to upsize the sewer force main from a 2-inch force main up to a 4-inch force main.  However, during the discussion it was determined that a 6-inch force main may be more appropriate and staff was requested to obtain quoting on a 6-inch force main.  Pricing on upsizing the force main to a 6-inch was received for a total Project cost of $217,914.50.  Due to the urgent need to order materials and for Friendly Express to meet its project deadlines, the Commissioners took an electronic vote by e-mail on the following motion.

The BGJWSC approves $220,000 to extend the sewer force main at the Friendly Express Project at the intersection of U.S. Hwy 341 and State Road 99 (Community Road).  Motion carried 7-0-0 with the following e-mailed votes:  Chairman Elliott – Yes; Vice-Chairman Browning – Yes; Commissioner Adams – Yes; Commissioner Copeland – Yes; Commissioner Harvey – Yes; Commissioner Stephens – Yes; Commissioner Turnipseed – Yes.

The Commissioners were advised that this vote would be ratified at the October 18, 2018 Commission Meeting.

Todd Kline presented the recommendation to ratify the approval to increase the Friendly Express #71 Betterment.

Commissioner Stephens made a motion seconded by Commissioner Turnipseed to move that the Brunswick-Glynn County Joint Water & Sewer Commission execute the revised Memorandum of Understanding between Brunswick-Glynn County Joint Water & Sewer Commission and Friendly Express, designating the water and sewer force main improvements as a Capital Project in the amount not to exceed $220,000.  Motion Carried 5-0-2.  (Commissioner Copeland and Commissioner Harvey were absent for the vote.)

  1. On-Site Water & Sewer System Dedications – T. Kline

Todd Kline presented the recommendation to approve the On-Site Water & Sewer System Dedications for Enclave Phase 1, The Orchard, and Lake View Cottages.  He referred the Commissioners to the chart provided on page 2 of the supporting documents which contained details summarizing the 3 water/wastewater system infrastructures and 1 easement to be dedicated.  Mr. Kline added that the easement documents along with the required plats and legal descriptions have been prepared, executed, submitted and approved as to form by the BGJWSC Attorney.  After the Commissioners’ questions were answered by Mr. Kline, a motion was made.

Commissioner Turnipseed made a motion seconded by Commissioner Browning to move that the Brunswick Glynn County Joint Water & Sewer Commission accept the following for ownership, operation and maintenance: 1. Enclave Phase 1 on-site water and sewer infrastructure and associated easement; 2. The Orchard water and sewer infrastructure limited within the Right of Way; and 3. Lake View Cottages on-site water and sewer infrastructure.  Motion Carried 5-0-2.  (Commissioner Copeland and Commissioner Harvey were absent for the vote.)

  1. Backflow Compliance Program Update – J. Sellers

Jay Sellers recalled for the Commissioners that a couple of weeks prior, he presented a discussion item of an update on what is involved in the review of plans for the sake of the Backflow Program.  He provided that all irrigation systems have been required to purchase a meter with a testable backflow preventer from the JWSC while paying for these new connections.  As the hazard associated with irrigation is considered low to medium in most cases, a testable device would only be required if construction plans indicate intent to install direct injection of pesticides, thereby making the connection a high hazard to our distribution system.  He noted that there are very few positive confirmations in historical records where that has been the case, but as those become more and more prevalent, JWSC would want to have the latitude to say in those cases yes, one would be required to have a testable device.  Normally, the hazard associated with an irrigation system is not any higher than a single family residence, domestic use.  In all of the cases, the dual-check installed by JWSC within the meter box would provide adequate protection for our customers.  Mr. Sellers said that in the absence of one of those dual-checks we would require it. He then explained the intent of revising the Rate Resolution.  In order to afford the Backflow Compliance Coordinator the latitude to waive the requirement for the JWSC to install a testable backflow preventer for all irrigation connections, the Appendix A of the Rate Resolution must be amended to remove the specific references to Irrigation Operational/Installation Fees.  Mr. Sellers added that where the risk warrants the installation of a testable device, the Backflow Compliance Coordinator would require the customer to contract with a licensed plumber or certified backflow preventer tester to install the appropriate device.  After some additional discussion a motion was made.

Commissioner Browning made a motion seconded by Commissioner Turnipseed to move that the JWSC remove the requirement for staff to install a testable backflow preventer on all irrigation connections and allow customers to hire a private party to install those devices, when appropriate.  The Rate Resolution is to be amended to remove references to the installation fees associated with testable devices.  Motion Carried 5-0-2.  (Commissioner Copeland and Commissioner Harvey were absent for the vote.) 

It was requested and agreed to move HR Policies up as item #1 on the Discussion. 

DISCUSSION

  1. HR Policies – C. Barnhart, Teamwork Services, Inc.

Cindy Barnhart presented a discussion regarding the Human Resources Policies covering the Shift Differential Pay Policy, Holiday Pay Policy, and the Emergency and Inclement Weather Policy. First she provided an update on the Shift Differential Policy which the Commission had approved in a previous meeting.  She noted that the research had been completed on the job coding and application of this pay and it had gone “live” on October 8, 2018.  The shift differential pay approved is for $1.00 per hour incentive pay for shift workers beginning work between 12:00 noon and 1:00 am for their regular 8 hour shift.  Ms. Barnhart then discussed the Holiday Pay Policy, the wording of the policy, and how it affects the shift workers who are scheduled to work on holidays.  Changes are to be proposed in the wording within sections 4.1 and 4.4 of the HR SOP for clarification of holiday pay for shift workers.  Ms. Barnhart noted that the Emergency and Inclement Weather Policy has been discussed, but recommended revisions are not ready in written form yet for further discussion.  

  1. Wastewater Treatment Plant Flows Update – M. Ryals

Mark Ryals presented the Wastewater Treatment Plant Flows Update for the month ending September 30, 2018 to the Commission.  He first provided commentary regarding the flows from Pinova.  Then Mr. Ryals reviewed and discussed the various influent and effluent flows and levels for Academy Creek, Dunbar, and Southport Wastewater Treatment Plants.  The Commissioners asked a variety of questions of which Mr. Ryals responded to and gave additional explanations for clarification.

Mr. Burroughs advised the Commission that the Evoqua Filter Trial Equipment was expected to be delivered on Monday, October 23rd.  He invited the Commissioners to visit Academy Creek WWTP to view this pilot unit during the next week after all set-up is complete and the unit is running.  Mr. Burroughs included that this is a stainless steel wire mesh filter versus the cloth filter previously trialed.

  1. Wastewater Treatment Plant Rehab Needs – J. Junkin

Mr. Junkin advised the Commission that at the Capital Improvements Workshop the necessary rehab needs for the wastewater treatment plants were discussed and the bare minimum requirements were identified.  He noted that JWSC is at the front end of the GEFA loan cycle and it was time to begin preparing the basic applications to get JWSC into the cycle with hopes of approval in December so the work could be done in the coming year.  Staff will be finalizing the numbers and provide a program of rehab for Academy Creek and for some minor items needed at Dunbar Creek to present to the Commission.

  1. September 2018 Month End Financial Statement – J. Donaghy

John Donaghy presented the discussion on the September 2018 Month End Financial Statement.  This report represents the financial statement for the first 3 months of the current fiscal year.  He first noted from the Balance Sheet the cash and cash equivalents and explained the increase due to cash transfers to be made from the collection accounts to reserves.  Mr. Donaghy added that the bond sinking fund is continuing to grow for the next interest and principal payment.  After some additional questions and discussion with the Commission, he then continued on to review the Combined Revenue Statement, Overtime Report, Project Report and Supplemental Schedule of Cash Balances.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin updated that he sent all an e-mail regarding the 5 stand-by portable generators that were sent from BGJWSC to assist in Bainbridge, Georgia on Sunday, October 14, 2018.  Representative Carter’s liaison has been continuing to assist and advise Mr. Junkin with suggestions on grants and funding possible for JWSC in areas such as things that can help housing become more resilient.  JWSC may fit in where there are neighborhoods with failing septic tanks, and assisting these homes with hooking into the JWSC system.  The Commission was reminded of the AWWA Utility Management Conference in March 2019 to be held in Nashville, TN.  Mr. Junkin also noted that Mary Ross Park sewer line construction activities have started.  As a final mention, Mr. Junkin provided that staff is working through last of the strategic business plan and asked for the Commissioners to provide their suggestions as to what they believe is important to be included. 

There was some additional discussion regarding studies and surveying residents in neighborhoods that have requested JWSC extend services to such as Ellis Point.  Concern was noted that while interest has been shown, these residents need to know what the cost is for them to connect to the JWSC water and/or sewer system for them to be able to make an educated decision.

 CHAIRMAN’S UPDATE

There was no update at this time from the Chairman.

EXECUTIVE SESSION

There was no Executive Session.

There being no further business, the meeting was adjourned at 3:38 p.m.