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Commission Meeting Minutes Thursday, October 4, 2018

For your consideration, please read the minutes from the Commission Meeting held on Thursday, October 4, 2018 at 2:00 pm.

Commission Meeting Minutes 10-4-18 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 4, 2018 at 2:00 PM

COMMISSION MINUTES

 PRESENT:                             

Donald M. Elliott, Chairman

Mike Browning, Vice-Chairman

Cornell L. Harvey, Commissioner

Steve Copeland, Commissioner

Tripp Stephens, Commissioner

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

Jay Sellers, Director of Administration

Janice Meridith, Exec. Commission Administrator

Cindy Barnhart, T.S.I.

 MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar Shierling, The Islander

ABSENT:                               

Clifford Adams, 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.

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

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

EXECUTIVE SESSION

Chairman Elliott advised there would be an Executive Session to discuss potential litigation with no vote to be taken.

Commissioner Harvey made a motion seconded by Commissioner Browning to adjourn into Executive Session to discuss potential litigation.  Motion carried 5-0-2.  (Commissioner Adams and Commissioner Copeland were absent for the vote.

Commissioner Copeland arrived during the Executive Session.

Return to Regular Session

Commissioner Browning made a motion seconded by Commissioner Harvey to return to Regular Session.  Motion carried 5-0-2.  (Commissioner Adams was absent for the vote. Commissioner Stephens was out of the room for the vote.)

APPROVAL

 1. Minutes from the September 19, 2018 Special Called Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the September 19, 2018 Special Called Commission Meeting.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.)

 2. Minutes from the September 19, 2018 Special Called Executive Session

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the September 19, 2018 Special Called Executive Session.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.)

 3. Minutes from the September 20, 2018 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the September 20, 2018 Regular Commission Meeting.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.)

 4. Minutes from the September 20, 2018 Executive Session

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the September 20, 2018 Executive Session.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.)

5. Pump Station 2056 Dedication – C. Dorminy

Charlie Dorminy presented the recommendation to approve the dedication of the water/wastewater systems for Frederica Township, Phases I, II, IIA, IIB, III and IV, including Lift Station 2056, and to direct JWSC staff to record the easements previously executed. Mr. Dorminy advised that on August 29, 2012, Frederica Development Group, LLC, submitted an Application for Dedication of Water/Wastewater Systems to JWSC for Frederica Township, Phases I, II, IIA, IIB, III and IV, including Lift Station 2056.  A “Waiver, Release, Indemnification, and Hold Harmless Agreement and Covenant Running with the Land” by and among JWSC, Frederica Development Group, LLC, and Frederica Township Community Association, Inc. was circulated and executed on September 20. 2012, and recorded.  He also noted that although JWSC has been maintaining the subject infrastructure, the dedication process was not completed.  A Water and Sewer Utilities Easement was not executed nor was there a conveyance of Lift Station 2056 to JWSC.

Commissioner Turnipseed made a motion seconded by Commissioner Copeland to move that the JWSC accept the dedication of Lift Station 2056 from Frederica Development Group, LLC, and direct the staff to record the easements previously executed.  Motion carried 6-0-1.  (Commissioner Adams was absent for the vote.)

6. Pump Station 3114 Upgrade – T. Kline

Todd Kline presented the recommendation designate the proposed improvements to Southport PS3114 as a Capital Improvements Project with an overall budget of $275,000 and to approve the implementation of the improvements as presented.  He provided the background that residents have recently come to the Commission and requested improvements which would create available capacity within Basin 3114.  The proposed upgrade would accommodate the current and future demand within Basin 3114 which is designated as operating over designed capacity.  Staff proposed implementing the PS3114 improvements in 2 phases.  Phase I includes a pump upgrade which would make capacity available for those with immediate needs, and Phase II includes forcemain improvements which would make capacity for all existing platted lots in Basin 3114, with the total combined budget for both phases equaling $275,000.  Staff recommended implementation of the Phase I option immediately and proceeding with the Phase II option after final analysis is completed.  There was concern expressed about the proposed size of the forcemain for Phase II.  After additional discussion, a motion was made.

Commissioner Turnipseed made a motion seconded by Commissioner Stephens to recommend that the JWSC Board of Commissioners approve with proceeding with Phase I of the recommended improvement to increase the capacity of Pump Station 3114 with new pumps at an estimated cost of $60,000.

Chairman Elliott advised that before the vote is called, he would vote “no” since he thinks that the Commission should give staff the authority to do the Southport PS3114 improvements as they have recommended, as they have looked at, and what they think the future looks like down there; the funding is available in the CIP funds.  He said he would like for the motion to be rejected, and then asked if any other Commissioners had comments.

Commissioner Harvey said, “Yes,” and read from the memo as provided that, “Staff recommends implementation of the Phase I option immediately and proceeding with the Phase II option after final analysis is completed.”  He added that had the motion been that Phase I would be done and then immediately afterwards do Phase II pending some conditions, then he would be in favor of that.

Commissioner Turnipseed made an amended motion seconded by Commissioner Harvey to move that the JWSC Board of Commissioners approve Phase I of the recommended improvements and the evaluation of forcemain sizing to be completed by staff on Phase II before proceeding with construction of Phase II improvements.  Motion Carried 6-0-1.  (Commissioner Adams was absent for the vote.)

 7. SPLOST 2016 PS 4003 Engineering Design Award – J. Junkin

Mr. Junkin presented the Commission with the recommendation regarding engineering services for Lift Station 4003 upgrades.  He advised that JWSC had already solicited response for the engineering services to design upgrades for Lift Station 4003 as part of the SPLOST 2016 Brunswick Sewer Improvements Project. Responses were received, interviews of four firms were conducted, and staff made a recommendation to the Commission, however there was continued discussion pertaining to the pricing received.  There was a significant disparity in the approaches by each engineer responding for the improvements to LS4003.  Staff recommended rejecting all proposals and to re-issue an RFP with a very  defined scope of work for the design of improvements to Lift Station 4003.

Commissioner Browning made a motion seconded by Commissioner Harvey to move that staff be directed to develop a new RFP for the selection of engineering services to design the desired improvements for the lift Station 4003 and provide services during construction.  Motion Carried 6-0-1.  (Commissioner Adams was absent for the vote.)

Chairman Elliott recognized that Commissioner Stephens requested for agenda discussion item #4 “Studies” to be moved up to become discussion item #1, and asked for a motion to do so.

Commissioner Stephens made a motion seconded by Commissioner Harvey to move “Studies” to be first on the discussion agenda.  Motion carried 5-0-2.  (Commissioner Adams was absent for the vote.  Commissioner Browning was not in the room for the vote.)

DISCUSSION

  1. Studies – D. Elliott

Chairman Elliott presented and opened the discussion regarding “BGJWSC Studies.”  He provided that some of the priority and expectations of studies are:  potential return on investment (i.e. potential number of new customers and estimated cost to implement), sources of funding for projects, and the bottom line (i.e. quick wins).  Further noted and discussed were various limitations on BGJWSC performing studies, establishing needs, and potential study areas.

  1. Wastewater Treatment Plant Flows Update – M. Ryals

Mark Ryals presented the wastewater treatment plant flows update as of August 31, 2018.  It was noted that the rainfall amounts are now taken from the source of the National Weather Service.  Also clarified was that the “Maximum Inches” signifies the daily maximum amount of rain during specific months, and the “Total Inches” indicates the total amount of rainfall for a specific month.  There was also some discussion pertaining to various concentration levels at the wastewater treatment plants.

  1. Customer Service Update – Backflow Compliance Program – J. Sellers

Jay Sellers provided the Customer Service update and discussion to the Commission and gave a presentation on “Backflow Prevention Program Changes.”  He explained what a Backflow Program is and how it helps protect JWSC customers from each other.  Mr. Sellers introduced Maricel Lindsay, the Backflow Compliance Coordinator to the Commission.  The presentation and discussion included various details about backflow preventers such as the RPZ and specified the reasons for use.  It was noted that there does need to be a balanced approach in making sure that the type of protection (backflow preventer) matches and is appropriate for the type of hazard.  Mr. Sellers also provided a Facility Table with Backflow Standards containing lists of various residential and non-residential facilities along with their minimum hazard types and minimum, backflow requirements for each type of facility.

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

Todd Kline provided the monthly update on the R&R Capital Projects to the Commission.  He noted that with the approval granted earlier in the Commission meeting the Pump Station 3114 Project would move from the “Bull Pen” section up to the “Open Project List” on the report.  Also mentioned was that Project 421 Mansfield Street was now in the “Completed/Removed From List” section of the report.  Included with the text report was a project map.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin advised that he appreciates the Commission allowing him to attend the WEFTEC Conference which provides many opportunities to share information and learn.  There is a utility management conference coming up in February that may be interesting for the Commissioners to attend.  Harrogate repairs should be ready soon for paving.  He added that the Haz-Mitigation Grants from FEMA are still in a holding pattern waiting for review and approval.  Mr. Junkin provided that Representative Carter’s representative is looking and working to find some opportunities for JWSC to gain funding for rehab needs.  Also mentioned was that the secure water supplies for major customers that need water during a major storm are ready to go in case they are needed.  Staff is close to finalizing the Strategic Business Plan and asked for the Commissioners to each provide what they believe are the 3 largest concerns to be addressed.

 CHAIRMAN’S UPDATE

Chairman Elliott did note that a gentleman who lives on Wymberly Circle in the Sea Palms area  called and asked if the noisy equipment used for a nearby project could be started later in the mornings perhaps around 9 am.

There being no further business, the meeting was adjourned at 5:03 p.m.

 

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