Commission Minutes December 1, 2016

For your consideration, please review the minutes for the Commission Meeting from December 1, 2016:

BGJWSC_Commission_Minutes_December_1,_2016_w

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

PRESENT:                             

Thomas A. Boland, Sr., Chairman

Clifford Adams, Vice-Chairman

Donald M. Elliott, Commissioner

Allen Booker, County Commissioner

John A. Cason, III, City Commissioner

Ronald Perry, Commissioner

Robert Bowen, Commissioner

ALSO PRESENT:                 

Jimmy Junkin, Executive Director

Charlie Dorminy, Legal Counsel HBS

John D. Donaghy, Director of Administration & Finance

Todd Kline, Senior Engineer

Pam Crosby, Director of Purchasing                        

Commissioner Boland called the meeting to order at 2:00 PM. Commissioner Booker provided the invocation and Commissioner Boland led the pledge.

PUBLIC COMMENT PERIOD

There being no citizens who wished to address the Commission, the Chairman closed the public comment period.

COMMITTEE UPDATES

Communications & Customer Service Committee Commissioner Adams

There was nothing new to report at this time.

Economic Development Committee – Commissioner Elliott

There was nothing new to report at this time.

Facilities Committee – Commissioner Perry

There was nothing new to report.

Finance Committee – Commissioner Elliott

There was nothing new to report.

Human Resources Committee – Commissioner Cason

There was a meeting this morning and items # 4, 5, 6, 7, & 8 are on the agenda for approval.

Legislative Committee – Commissioner Boland

There was nothing new to report.

APPROVAL

Minutes from the November 17, 2016 Regular Meeting

Commissioner Cason made a motion seconded by Commissioner Booker to approve the minutes from November 17, 2016 Regular Meeting. Motion carried 7-0-0.

Minutes from the November 17, 2016 Executive Session Meeting

Commissioner Cason made a motion seconded by Commissioner Booker to approve the minutes from the November 17, 2016 Executive Session Meeting. Motion carried 7-0-0.

2032 Force Main Construction Award – P. Crosby

Pam Crosby presented the 2032 Force Main Construction Award approval request. A brief background explained the invitation to bid which was in October.  Staff was seeking a larger bidding pool and reached out and contacted those invited on the initial mailing list and received feedback.  Some of the contractors stated the timelines were restrictive of project start and end date and the start date of January was difficult.  The original deadline date for pre-qualified application dates was October 9th.  There was an extension giving additional time and made an addendum that waived the requirement of a Georgia license.   There were two firms who submit applications originally.  Staff was only able to pre-qualify one firm, TB Landmark who submitted their proposal of $1,981,117.  The additional items included in the proposal were the Base Bid Item 1 for the Frederica/Palmetto drill portions and tie-in to Dunbar Creek WWTP and the Additive Alternate Item 1 for the potential piping ext. to support a proposed new regional lift station in the immediate 2032 basin area. The bid evaluation team reviewed the proposal and deemed reasonable in relation to the engineer’s estimate of probable cost.  The schedule was discussed

Commissioner Elliott made a motion seconded by Commissioner Booker that approval be granted to award the contract for construction of Project No. 505 – Pump Station 2032 Regional Force Main Improvements – in the amount of $1,981,117 for Base Bid Item 1 to TB Landmark.

The Chairman noted that because the bore process is being done for this project that there will only be two trees to be removed.

Motion approved 7-0-0.

Revision on Section 4.16-5 Vehicle Use, Care and Maintenance – C. Barnhart

Cindy Barnhart presented the necessary changes for the Human Resources Standards of Practice. Cindy stated that these were discussed with Mr. Junkin and the Superintendents and then brought before the Human Resources Committee for review and approval.  The Vehicle Use, Care and Maintenance was updated with the large vehicles must use a spotter when backing. An additional sentence was added stating that ‘audible back up warning equipment will be installed as appropriate’. It was noted that the newer vehicles purchased will include the audible back-up warning sound.

Commissioner Booker made a motion seconded by Commissioner Elliott to adopt the changes made to the Vehicle Use, Care, and Maintenance Policy Section 4.16-1. Motion approved 7-0-0.

Revision on Section 4.17 No Smoking Policy Update – C. Barnhart

Cindy Barnhart presented the necessary changes for the No Smoking Policy Section 4-17.   Cindy stated a sentence was added to the standard stating ‘this smoking policy refers to all forms of tobacco use’.   Changed also included adding items #7 ‘smoking includes cigarettes, cigars, snuff, vaping and smokeless tobacco products’ and #8 ‘for those employees that do not smoke in designated areas, those employees should use the appropriate waste or butt disposals and will assume housekeeping responsibilities of this area’.

Commissioner Cason made a motion seconded by Commissioner Booker to adopt the changes made to the No Smoking Policy Section 4.18. Motion approved 7-0-0.

Revision on Section 4.18-1 Use of Communications System Policy Update – C. Barnhart

Cindy Barnhart presented the necessary changes for the Use of Communications System Policy.  Under Practice Guidelines the sentence was added #5 ‘be responsible for ensuring the cell phone maintains secure status and on your person when not in use; #6 Not to surrender the cell phone to any non-JWSC employee or surrender to a JWSC employee for non-work related activities.

Commissioner Cason made a motion seconded by Commissioner Booker to adopt changes to the JWSC Standards of Practice under Use of Communications Systems, Equipment, and Devices. Motion approved 7-0-0.

Revision on Section 5.1-1 & Section 5.2-1 Group Health, Life & Flexible Benefits Policy Update – C. Barnhart.

Cindy Barnhart presented the SOP Section 5.1-1 & 5.2-1 policy for the necessary changes.   The employee policy manual currently states that these benefits were available at 91 days of employment.  The newer policy changes made the benefits available on the first day of the month following sixty (60) days of employment.  It was questioned if the changes to the No Smoking policy help with the health insurance and it was noted that it basically cleared up what type of smoking the policy refers to.

Commissioner Booker made a motion seconded by Commissioner Cason adopt the changes made to the Group Health, Life & Flexible Benefits Policy. Motion approved 7-0-0.

Revision on Section 7.4 Corrective and or Disciplinary Action Policy Update – C. Barnhart

Cindy Barnhart stated that during the Human Resources Committee it was stated that this policy will require further discussion.

Commissioner Cason made a motion seconded by Commissioner Booker to defer Section 7.4 Corrective and/or Disciplinary Action Policy Update. Motion approved 7-0-0.

PIO Position Funding – J. Junkin

Mr. Junkin discussed the Public Information Officer funding. After review it was stated that the financials were reviewed and a revision will not be necessary.  It was confirmed that a vote was not necessary.

DISCUSSION

Restore and Repair Project Report – T. Kline

Todd Kline discussed the projects status on the following: #503 Canal Crossing Water & Force Main Improvements. Staff is waiting on final punch list items to be completed; #504 Canal Crossing Pump Station. The staff is waiting on the final punch list items and record drawings; #409 PS2030 Force Main & Sewer Main.  The record drawings reviewed and ready to close out; #232 State Route 99 Waterline Extension.  The various phases were highlighted and noted the completion date is March 2017; #319 Urbana Sewer Replacement.  It was noted that the sanitary sewer and sewer services completion is expected 12/2016; #421 Mansfield Street Sewer Replacement.  The various areas of the project were discussed and final completion is expected early February 2017; #501 Alder Circle Water Line/Fire Protection.  This is a SPLOST funded project and it was noted that Glynn County will bid for construction, awaiting schedule for rebid; #602 Holly Street Sewer Rehabilitation/Replacement Survey & Engineering Design RFP will be submitted to Glynn County for construction bidding/award.  #505 Pump Station 2032 Regional Station and Force Main.  A notice to proceed is expected the first week in January 2017 and the expected completion is July 2017; #701 PS4005 Force Main Improvements is expected to be completed in the middle of 2017.  #702 North Mainland Sewer Basin Re-Route is a SPLOST funded project. The engineer design RFP is in progress; #704 Canal Road to Glynco Pkwy 12” Water Main Loop will eliminate a single feed to Glynco Pkwy, Airport and FLETC, will loop Canal Crossing, the right-of –way is in preliminary design and should be on the County’s agenda; #705 Hautala to Old Jesup 12” Water Main will provide additional connection between the former City and County water systems.  It was stated that JWSC will be discussing the SPLOST projects with the county this next week.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin congratulated Mr. Elliott for being re-appointed to the Commission for another 4 years. Mr. Junkin announced the PIO position has been filled by Jay Sellers.

There was discussion regarding additional taps on Harry Driggers Road and it was stated the project for PS4005 and is currently being worked on with PS4110.   An update can be provided in about 8 weeks.

CHAIRMAN’S UPDATE

Chairman Boland announced his resignation effective 12/2/16 @ 5 pm. It was stated that there are other areas that he is looking into but can’t comment yet. If anyone is interested the Grand Jury will be posting the notice.   The chairman stated this will be his last meeting as chairman and thanked everyone for their help in the last year and enjoyed working with all at JWSC.  Mr. Junkin commented on the efforts that he and Commissioner Elliott have made to provide good and needed changes to the organization.  A special thanks was given for Commissioner Boland as he served as the chairman and the board this year.

EXECUTIVE SESSION

It was not necessary to go into Executive Session.

Commissioner Cason made a motion seconded by Commissioner Adams to adjourn the Regular Commission Meeting. Motion approved 7-0-0.

Chairman Boland adjourned the open meeting at 2:47 pm.