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Commission Meeting Minutes Thursday, September 6, 2018

For your consideration, please read the minutes from the Commission meeting held on Thursday, September 6, 2018 @ 2:00 p.m.

Commission Meeting Minutes 9-6-18 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, September 6, 2018 at 2:00 PM 

COMMISSION MINUTES

 PRESENT:                             

Donald M. Elliott, Chairman

Mike Browning, Vice-Chairman

Cornell L. Harvey, Commissioner

Clifford Adams, Commissioner

Steve Copeland, Commissioner

Tripp Stephens, Commissioner

Ben Turnipseed, Sr.,Commissioner

 ALSO PRESENT:                 

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:                               

Jimmy Junkin, Executive Director

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

Chairman Elliott provided the invocation and also led the pledge.

Chairman Elliott requested a moment of silence to remember Dana Whitmore, a Brunswick Glynn County Joint Water & Sewer Commission Customer Service staff member who passed away on August 29, 2018.

PUBLIC COMMENT PERIOD

Chairman Elliott opened the public comment period.

John Dills, C.P.A. – PS 3114 Barrington Oaks

Mr. John Dills spoke regarding Pump Station 3114 and the lack of sewer capacity at Barrington Oaks.  At the start of the development and selling of lots, there was sufficient sewer capacity, however capacity is currently not available and the lot owners cannot build or sell their lots.  Mr. Dills provided a handout to the Commissioners with 4 questions.

 Jim Watson, Developer Barrington Oaks

Mr. Jim Watson provided that the sewer lines were in place for the development and all of the 52 lots are stubbed out. All but 12 lots have been sold, however at this time there are 11 houses built. He also noted that the lots are all large enough that septic tanks can be placed, but sewer lines are in place for the entire subdivision.

Todd Kline confirmed for the Commission that PS3114 is over design capacity and that taps are not being sold.  Mr. Kline was requested to bring a presentation to the next Commission Meeting with recommendations of possible options for solving this capacity issue at LS 3114.

Chairman Elliott requested a motion to defer Approval Item #8 on the agenda until the next Commission Meeting after Mr. Kline presents discussion on options for LS 3114.

Commissioner Stephens made a motion seconded by Commissioner Harvey to defer agenda Approval Item #8 until the next Commission Meeting.  Motion carried 7-0-0.

Pat Livingston – Bergen Woods

Mrs. Pat Livingston, having read an article in the newspaper questioned what happens if the sewer upgrades for Bergen Woods don’t work out; if they do not work out how does the lack of sewer upgrades affect other areas; and, how much of the upgraded system will be paid by taxpayers.

Chairman Elliott explained that funds for system expansion come from tap fees, and that the amount of expansion that can be done is limited by how much is collected from tap fees.  He also briefly explained the process of the unsolicited proposals.  Chairman Elliott also provided that the dollars collected from the rate payers are used to repair the system, and that the dollars collected from developers are tap fees which help to pay for expansion.  Commissioner Browning offered additional explanation of the process of unsolicited proposals and upgrades.

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

APPROVAL

  1. Minutes from the August 16, 2018 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Adams to approve the minutes from the August 16, 2018 Regular Commission Meeting.  Motion carried 7-0-0.

  1. Minutes from the August 16, 2018 Executive Session

Commissioner Browning made a motion seconded by Commissioner Copeland to approve the minutes from the August 16, 2018 Executive Session.  Motion carried 7-0-0.

  1. Minutes from the August 23, 2018 Special Called Workshop

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the August 23, 2018 Special Called Workshop.  Motion carried 7-0-0.

  1. Minutes from the August 30, 2018 Special Called Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the August 30, 2018 Special Called Commission Meeting.  Motion carried 7-0-0.

  1. Minutes from the August 30, 2018 Special Called Executive Session

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from the August 30, 2018 Special Called Executive Session.  Motion carried 7-0-0.

  1. Personnel Policies – A. Burroughs

Andrew Burroughs presented the recommendation for approval of holiday pay and shift differential pay for JWSC shift workers.  At the current time, if an employee is regularly scheduled to be off from work on a holiday, then they do not receive the holiday pay.  Only the waste water treatment operators are now affected by this policy, as they are the only division working in shifts and scheduled on holidays.  Staff is recommending amending the policy so that these employees do receive holiday pay for those scheduled days off, and also for those working the holiday shift to receive their regular pay plus the holiday pay.  Commissioner Harvey agreed that if they are to be paid for 11 holidays, then they should receive that pay even if the holiday is on their regular shift.  Mr. Burroughs then discussed the request for one dollar ($1.00) per hour shift differential pay, which also affects only this small group of employees.  Recent changes for overtime savings will provide a substantial savings which will more than cover the cost of paying the holiday pay and shift differential.  Discussion by the Commissioners included the hours of the shift for the shift pay, and also the dollar amount of the shift differential pay.  The concern was to ensure that it is a fair and equitable amount of compensation for the shift differential, as well as an amount that is attractive to highly qualified staff.  It was noted that the shift differential pay of one dollar ($1.00) per hour as recommended be approved, and that it should be re-addressed at the Compensation Workshop.  It was also noted that the holiday pay should not yet be approved until after the workshop.

Chairman Elliott requested a motion to include a dollar amount for the shift differential and institute the process that staff is asking for, and at the Compensation Workshop determine if this amount should be increased.

Commissioner Browning made a motion seconded by Commissioner Harvey that JWSC award a shift differential of a dollar ($1.00) per employee for the time being, and that the Commission will take a look when we do a comprehensive study of the wage & benefits package the next opportunity that we have, and the shift process.  Motion carried 7-0-0.

Next Mr. Burroughs presented the recommended revisions and clarifications within the Travel Policy to strengthen the language and eliminate some vagueness.  There were several areas within the policy requiring revision and Mr. Burroughs explained the reasoning for each revision.  It was also noted that when employees travel, they will be required to sign that they understand the travel policy prior to travelling and incurring expenses.

Commissioner Harvey made a motion seconded by Commissioner Copeland to defer this item until the Compensation Workshop.  Motion carried 7-0-0.

John Donaghy presented to the Commission JWSC’s new staff member of the Finance Division, LaDonna Roberts, who will serve in the position of Senior Financial Analyst.

  1. Evoqua Pilot Project – A. Burroughs

Andrew Burroughs presented the recommendation for approval of the Evoqua Pilot Project.  This is for a trial of an Evoqua Water Technologies Forty-X Filtration System.  This filter is made from a stainless steel media unlike the previous cloth media filter trial from another company.  The location for this pilot unit will be the same as the previous filter trial.  Mr. Burroughs will notify the Commissioners when this pilot unit is installed so they may visit Academy Creek WWTP and view this product.

Commissioner Turnipseed made a motion seconded by Commissioner Browning to move that the Brunswick Glynn County Joint Water & Sewer Commission authorize the Executive Director to enter into an agreement with Evoqua Water Technologies to pilot one Forty-X Pilot Unit at the first available date.  Motion Carried 7-0-0. 

  1. Funds Transfer from Expansion Reserve to R&R Reserve – J. Donaghy

This item was deferred until the next Commission Meeting.

  1. North Mainland District Sewer Improvements – Phase 1, Change Order 2 – P. Crosby

Pam Crosby presented the recommendation for approval of Change Order 2 for the North Mainland District Sewer Improvements – Phase 1 Project. She provided the background and an explanation of the details of the Change Order Request.  The Commission was provided with a package containing specific details of the Change Order Request.  Mrs. Crosby and Andrew Burroughs assisted with providing explanations to answer the Commissioners’ various questions regarding the Project itself, timelines, contract details, rental pumps, etc.  It was suggested to motion to defer this item until the JWSC attorney has reviewed the contract for clarification on liquidated damages.

Commissioner Browning made a motion seconded by Commissioner Copeland to defer this agenda item until the next Commission Meeting.  Motion carried 6-0-1.  (Commissioner Adams abstained from the vote.)

DISCUSSION

  1. Commission Calendar for 2019 – D. Elliott

Chairman Elliott opened the discussion regarding the proposed Commission calendar for 2019. Some Commission Meetings are proposed to be moved due to holidays, etc. A Compensation Workshop is to be scheduled on a date during the month of October for the Commission to review the complete benefits package.

  1. Check Signing Authority – J. Donaghy

John Donaghy presented the discussion on check signing authority.  Consideration is being given to revising the current policy regarding check signing authority.  At the current time, two signatures are required for checks $25,000 or greater, and it is being contemplated if this amount should be reduced so that two signatures are required for checks $5,000 or greater. Wire transfer authorization may also be considered.  A diagram of the invoice payment and check signing process was requested to be brought back to the Commission.

  1. Customer Service Update – J. Sellers

Jay Sellers presented the Customer Service update and discussion to the Commission and addressed billing statement details.  One specific and important detail clarified was that the “Debt Recovery Fee” is not related to bad debt balances (customer past due balances).  There were additional questions and discussion pertaining to the details as provided on the billing statement.

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

Todd Kline provided an update on the R&R Capital Projects to the Commission.  Included with the text report was a project map.  Mr. Kline provided an explanation of the new format of this project report.  Suggestions for revisions to the report were discussed.

EXECUTIVE DIRECTOR’S UPDATE

There was no update at this time.

 CHAIRMAN’S UPDATE

There was no update at this time.

EXECUTIVE SESSION

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

Commissioner Harvey made a motion seconded by Commissioner Browning to adjourn into Executive Session to discuss personnel.  Motion carried 7-0-0.

Return to Regular Session

Commissioner Browning made a motion seconded by Commissioner Stephens to return to Regular Session.  Motion carried 7-0-0.

There being no further business, the meeting was adjourned at 5:06 p.m.

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