Commission Meeting Minutes – Thursday, October 21, 2021

For your consideration, please read the minutes from the Commission meeting held on Thursday, October 20, 2021 at 2:00 p.m. in the Commission Meeting Room

Commission Mins 10-21-21 with Attachments

To read the minutes, please open or download the pdf from the link above, or you may see more below.

 

Brunswick-Glynn Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, September 16, 2021 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Bob Duncan, Vice-Chairman

Charles Cook, Commissioner

Cornell L. Harvey, Commissioner

Wayne Neal, Commissioner

Tripp Stephens, Commissioner

ALSO PRESENT:                  

Andrew Burroughs, Executive Director

Charlie Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Executive Director

Todd Kline, Director of Engineering

Janice Meridith, Executive Commission Admin. 

MEDIA:                                 

None Present                                                                                

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

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

PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the public comment period.

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

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed

Chairman Turnipseed reported that the Facilities Committee had met the previous day at 1:00 p.m. The Chairman stated that the Committee reviewed and forwarded several items to the full Commission for approval.  Those approval items include: Dunbar Creek WPCF Design/Build Contract Award, Academy Creek Influent VFD Replacement, North Mainland Water Loops Engineering Contract Award, PS4044 Engineering Contract Award, Dunbar Creek Aeration Basin Bid Rejection, and an Infrastructure Dedication.  The Chairman also noted that the WPCFs are doing very well and all within permit, with plant capacities being:  Academy Creek at 58%, Dunbar Creek at 78%, and South Port at 29%.  Chairman Turnipseed commended all of the water operations staff on the great jobs they all do.  The Capital Projects report was good and photos of 16 projects were provided.

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 reviewed and approved items parallel to those recommended by the Facilities Committee to be forwarded to the full Commission for approval.  Committee Chairman Duncan also commented on the financial statement presented to the Finance Committee and noted some of the details on the Capital Projects Construction Program.

APPROVAL

  1. Minutes from the September 16, 2021 Regular Commission Meeting

Commissioner Neal made a motion seconded by Commissioner Harvey to approve the minutes from the September 16, 2021 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

2. Minutes from the September 16, 2021 Executive Session

September 16, 2021 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

3.  FY2020-2021 Financial Audit Presentation/Approval – L. Roberts

Mrs. Roberts presented the FY2020-2021 Financial Audit Results to the full Commission.  She first gave an introduction highlighting Mauldin & Jenkins, the auditing firm contracted to perform the FY2020-2021 Audit and prepare a formal analysis and opinion of JWSC’s Financial and Compliance Audit.  Mrs. Roberts then proceeded to provide an overview of the results as prepared by Trey Scott.  Mauldin & Jenkins had a clean opinion of JWSC’s audit with no findings and no management points to be made.  The report indicated that JWSC has a strong balance sheet, good current year operations, great cash flow from operations, and made very favorable reinvestments into the System. There were no auditor adjustments required, nor any difficulties or disagreements.   Mauldin & Jenkins determined that all of the required communications were present as well.  JWSC had an excellent Financial and Compliance Audit for FY2020-2021.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water & Sewer Commission approve the Financial and Compliance Audit for Fiscal Year 2020-2021 as presented.  Motion carried 6-0-1.  (Commissioner Strickland was absent.) 

Chairman Turnipseed recognized LaDonnah Roberts and Frances Wilson for the great job they did and all of their hard work during the audit process.

4. Fiscal Year 2021 Year End Transfer – A. Burroughs

Mr. Burroughs informed the Commission that the audited financial statements from Fiscal Year 2021 show a Net Operating Revenue for the fiscal year in the amount of $2,131,921.  Operating revenues for the year were $33,222,951 against operating expenses of $20,590,331 and non-operating expenses of $10,189,120.  He noted that non-operating expenses include debt service and interest payments, bad debt expenses, and planned reserve transfers to the Repair and Replacement Reserve and Capital Reserve.  As a result of effective management of operational funds, JWSC has positioned itself to be able to transfer funds to their elective reserves.  Changes in Group Health Insurance, difficulties filling open positions throughout the pandemic, and a significant reduction in training opportunities due to the pandemic created personnel savings exceeding $900,000.  Mr. Burroughs also stated that other areas where significant savings were realized include Investment Fees, Pump Station Electricity, Odor Control, Improved Maintenance Practices, and Legal Fees.  These line items’ savings total nearly $700,000.  Based on current cash balances and projected upcoming cash needs, JWSC staff is comfortable recommending a total transfer amount of $1,700,000.  Staff recommended the following actions be taken with the year-end transfer amount of $1,700,000:

  • Transfer Savings from Group Insurance into the Group Insurance Reserve in the amount of $300,000;
  • Contribute Savings from Combined Personnel Cost Line Items to the BGJWSC Retirement Plan to reduce the unfunded liability in the amount of $300,000; and
  • Transfer Savings from Operational Line Items to the Repair and Replacement Reserve in the amount of $1,100,000.

Commissioner Stephens made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission authorize the transfer of $300,000 to the Group Insurance Reserve, $300,000 to the Brunswick-Glynn Water and Sewer Retirement Plan, and $1,100,000 to the Repair and Replacement Reserve from net operating revenue generated in Fiscal Year 2021.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

5. Dunbar Creek WPCF Design/Build Contract Award – A. Burroughs

Mr. Burroughs advised that the JWSC has identified a list of improvements needed at Dunbar Creek Water Pollution Control Facility.  These improvements include the following areas:  RAS flow control, aeration systems and controls, clarification capacity, UV disinfection capacity, tertiary filtration capacity, odor control, wastewater reuse systems and entrance roadway improvements.  The project is to be designed and constructed in two phases using the progressive design/build delivery method.  Phase One will have the selected firm prepare design to 30% complete; develop and propose a Guaranteed Maximum Price (GMP) cost proposal for completion of Phase Two.  Phase Two will have the selected firm complete the design, perform construction and post-construction tasks, including performance testing, startup commissioning and operator training and support, if GMP price is approved and accepted by the JWSC at the conclusion of Phase One.  Mr. Burroughs provided a flow chart detailing the design/build process.  Three (3) proposals were received on Tuesday, September 28, 2021.  A three (3) member panel with representation from JWSC Operations, Engineering, and the Senior Leadership teams reviewed and scored each proposal.  Mr. Burroughs provided a copy of the combined evaluation matrix.  BRW Construction Group, LLC. received the highest average score of 93.  Phase One services from BRW Construction Group, LLC will cost $53,300.00.  The proposed overhead and fee percentages that will be added to all Phase Two services, if awarded, will be 11% and 10% respectively, and will not exceed the Guaranteed Maximum Price.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract for Phase One Services for the Progressive Design/Build Services for Dunbar Creek WPCF Rehabilitation to BRW Construction, LLC in the amount of $53,300.00.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

6. Academy Creek Influent VFD Replacement – A. Burroughs

Mr. Burroughs provided that the influent pumping station at Academy Creek takes flow from the gravity collection system and pumps into the plant processes.  There are 4 influent pumps and each of these are operated by variable frequency drives (VFDs) to allow for speed control and in-rush control.  Mr. Burroughs further noted that currently, 2 of these VFDs are inoperable.  One pump is not in the wet well at this point as it had to be sent for repairs.  A third pump is operating only in on/off mode and must be turned on manually.  These VFDs need replacing and the other 2 are nearing the end of their useful life.  Mr. Burroughs provided that staff solicited quotes from 3 electrical contractors for the replacement of the VFDs.  After reviewing the quotes, staff approached the contractor currently performing the overall plant upgrade at Academy Creek for pricing to replace all 4 VFDs.  Ruby-Collins approached their electrical subcontractor, White Electric Construction Company, about this project for pricing which came in at $138,725.00 to which Ruby-Collins would add 5% to for overhead and bonding as the prime contractor.  After prime contractor markup, the total cost for the installation of the VFDs would be $145,661.25.  All quotes were provided using the same VFD model.  Pump and Process Equipment’s quote was the lowest apparent bid.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract to Pump and Process Equipment for the replacement of 4 VFDs at the Academy Creek influent pumping station in the amount of $91,988.00.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

7. North Mainland Water Loops Engineering Contract Award – A. Burroughs

Mr. Burroughs stated that in the North Mainland District, there are existing areas within the water system that are isolated and challenged to provide adequate pressure on a continuous basis for the daily water demand in an event of a water main break.  Cross connecting within the water system by looping will increase coverage for critical fire protection and allow for residential and commercial owners to have reliable and ample access to a dependable water source managed by the JWSC.  Design and construction management services are needed at this time to meet the next overall project milestone.  Mr. Burroughs described the three project locations where the loops will be designed:

  • Approximately 1,100 LF of proposed water line loop on Hautala Drive connecting existing 12-inch on Cate Road to existing 16-inch on Old Jesup Road.
  • Approximately 1,100 LF and 3,000 LF of proposed water line loop on Bailey Road and Old Jesup Road connecting existing 12-inch Perry Lane Road to existing 8-inch stub out near the intersection of Old Jesup Road/New Jesup Road and 16-inch stub out near the intersection of Lillie Way/Old Jesup Road.
  • Approximately 500 LF of proposed water line loop connecting existing 8-inch stub out on Millenium Blvd. to stub out near the intersection of Perry Lane Road/Venture Drive.

Out of the eight proposals received and scored, Four Waters Engineering, Inc. had the highest score of 90.7.  Funding will come from the R&R Reserve as part of the 2021 Capital Projects Plan.

Commissioner Neal made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract for Engineering Services to Four Waters Engineering in the amount of $214,000.00 for the North Mainland Water Loops Project.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

8.  PS4044 Engineering Contract Award – T. Kline

Mr. Kline advised that JWSC had previously received an Unsolicited Proposal from a developer who was part-way through the engineering phase of their project and decided not to complete the project.  JWSC staff received an engineering and construction administration services proposal letter dated September 30, 2021, from Lovell Engineering Associates, PC which included the proposal request for funding and time in the contract lump sum amount of $71,750.00 with the 145 days for design services and six months expected for construction duration.  The Engineering Consultant is responsible for a quality and complete bid-ready design package as requested by JWSC for construction project advertisement.  The Engineering Consultant shall assist the JWSC in securing, evaluating, and awarding the successful bid for the construction of the Project, in addition to providing professional services during construction to assist in obtaining a complete project in accordance with the purpose and intent of the Construction Division.  Mr. Kline explained that JWSC already has the water and sewer easement, and that the pump station is being relocated since it needs rehabilitation anyways.  The bank will donate the land necessary in trade for a hook up to sewer.  Mr. Kline provided a map and a detailed explanation of the current and proposed location of PS4044 and associated items.  After completion, black vinyl fencing will be placed around the pump station.  The aesthetics of the newly relocated pump station will be much improved as well as the immediate area.

Commissioner Duncan made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract for Engineering Services to Lovell Engineering Associates, PC in the amount of $71,750.00 for the Pump Station 4044 Rehab Project, and that the property acquisition takes place prior to the Engineering Services and Design.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

9. Leak Adjustment – A. Burroughs

Mr. Burroughs provided that the UGA Marine Extension Service requested a leak adjustment due to a water leak at their offices located at 715 Bay Street. They did have Rooter Express repair the leak and their usage has returned to normal levels.  Staff has reviewed this leak adjustment request and has determined it should be granted to the customer in the calculated amount of $6,040.23.  The use of the customer’s usage data, formula and calculations for the determination of how much to adjust an account for a leak adjustment was discussed and noted to be provided in the future.

Commissioner Cook made a motion seconded by Commissioner Harvey to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the leak adjustment in the amount of $6,040.23 to the account of the Marine Extension Service as presented.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

10. Dunbar Creek Aeration Basin No. 2 Bid Rejection – A. Burroughs

Mr. Burroughs stated that the Dunbar Creek Aeration Basin No. 2 Painting Project scope of work includes all labor and materials for the interior and exterior cleaning, repair, and repainting of the existing above-ground steel tank. The aeration basin serves as part of the biological treatment system for the Dunbar Creek WPCF.  Two bids were received on October 5, 2021 in the amounts of $773,930.00 from BRW Construction Group, LLC and $790,500.00 from Worldwide Industries Corporation.  The available funding amount is in line with unit costs for the Elevated Storage Tank Painting Projects at Prince Street and Demere Road.  The pricing for the two bids received exceed the available funds for this work.  Further noted, adjustment of the quantities to come within available funds is not feasible.  Staff recommended rejecting all bids.

Commissioner Neal made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission reject all bids for IFB No. 22-006 Dunbar Creek Aeration Basin No. 2 Painting due to insufficient funds being allocated for the project.   Motion carried 6-0-1. (Commissioner Strickland was absent.)

11. Infrastructure Dedication – T. Kline

Mr. Kline presented a dedication of infrastructure to the Commissioners.  He provided a map on GIS showing the location of St. Francis Xavier Catholic Church and the Annex that was added in March of 2019.  The Catholic Archdiocese of Savannah desired to dedicate the infrastructure which has been incomplete pending accurate Final Record Drawings.  Mr. Kline noted that in lieu of those record drawings, JWSC secured the signature of the Utility Contractor, Woodard Construction, on construction as-builts and has a complete Final inspection from the JWSC Inspector.  All requirements of the BGJWSC Standards for Water & Sewer Design and Construction and Development Procedures have been met, and all related documents submitted.

Commissioner Harvey made a motion seconded by Commissioner Cook to move that the JWSC Commission accept the above described infrastructure for public ownership.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

DISCUSSION

  1. Update – Self-Funded Health Insurance Plan – C. Tindall, First Coast Benefits Solutions, Inc.

Mrs. Tindall provided an update on the Self-Funded Group Health Insurance Plan for the Commission.  The plan is doing very well, and a good amount of savings have been incurred by JWSC moving from a fully-funded plan to a self-funded plan.  Mrs. Tindall noted several details and added that the claims were low during 2021 due to COVID and reduced elective surgeries being performed.  The cost of premiums paid by the employees did not rise this year from the previous year.  It was noted that this was a good decision for JWSC and the employees.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs reported that the open cut installation of the North Mainland Force Main is completed and the horizontal directional drilling is to begin in the next week.  The Arco Water & Sewer, Pump Station 2002 Force Main, and Canal Road WPF engineering proposals are due back before the next meeting.  Mr. Burroughs commended Mrs. Roberts and Mrs. Wilson for their hard work on the audit.  JWSC has been recognized again this year by GAWP with the Water Distribution Systems Gold Award which Derrick Simmons and Matt Lane will be at the GAWP Fall Conference to accept the award in person.  Mr. Burroughs congratulated Commissioner Stephens on being re-appointed to JWSC’s Board for another 4 year term.

CHAIRMAN’S UPDATE

Chairman Turnipseed congratulated the staff on receiving the Gold Award for the Water Distribution System again this year.  He noted the December date of the Christmas Luncheon, and that the Commissioners would serve the drinks again this year.

EXECUTIVE SESSION

Commissioner Stephens made a motion seconded by Commissioner Harvey to enter into Executive Session to discuss Property with a vote to be taken after.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

Return to Regular Session

Commissioner Duncan made a motion seconded by Commissioner Harvey to return to Regular Session.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)  

APPROVAL cont.

Commissioner Duncan made a motion seconded by Commissioner Harvey to move to extend the Due Diligence period by 30 days on the Property Sale/Purchase Agreement with VC Dirt, LLC.  Motion carried 6-0-1.  (Commissioner Strickland was absent.)

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

There being no additional business to bring before the Commission, Chairman Turnipseed adjourned the meeting at 3:17 p.m.