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Facilities Committee Meeting Minutes Wednesday, December 18, 2019

For your consideration, please read the minutes from the Facilities Committee Meeting held on Wednesday, December 18, 2019 at 3:00 p.m. in the Commission Meeting Room.

Facilities Meeting Minutes 12-18-19 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 & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, December 18, 2019 at 3:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Steve Copeland, Commissioner

Bob Duncan, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                 

Donald Elliott, Commissioner

Todd Kline, Director of Engineering

Janice Meridith, Exec. Commission Administrator

MEDIA PRESENT:               

Matthew Permar, The Islander

Taylor Cooper, The Brunswick News

Chairman Turnipseed called the meeting to order at 3:07 PM.

Chairman Turnipseed provided the invocation.

PUBLIC COMMENT PERIOD

There being no citizens that wished to address the Committee, Chairman Turnipseed closed the Public Comment Period.

APPROVAL

  1. Minutes from Facilities Committee Meeting November 20, 2019

Commissioner Duncan made a motion seconded by Commissioner Copeland to approve the minutes from the Facilities Committee Meeting held on November 20, 2019.  Motion carried 3-0-0.

  1. SR99 Phase I Change Order – T. Kline

Todd Kline presented the recommendation to approve a change order for Phase I of the SR99 Project.  He advised that there are a total of four Phases for this project, with Phases II, IIA, and III already complete and in use.  This change order is for the completion of a section of phase I that was delayed due to some unforeseen issues, primarily existing utilities that were discovered once construction had already commenced.  Mr. Kline provided that the stringent requirements of GDOT with right of ways and JWSC had to obtain a permit from GDOT to be within the ROW.  The funding for this project comes from Capital Improvement Fees Reserve.  To facilitate the necessary changes for the redesign and water main installation on SR99 the contractor has requested a change order in the amount of $385,974.85.  Mr. Kline commented that the total contract amount, including the change order, is still below the opinion of probable cost as completed by the Engineer of Record. GDOT approval has been received, and the contractor (Seaboard Construction Co.) is ready to mobilize and complete the proposed installation within 60 days of change order approval.  This will allow completion of the major North Mainland water system loop.

Commissioner Duncan made a motion seconded by Commissioner Copeland to move that the BGJWSC Facilities Committee recommend approval of the additional pricing provided by Plant Improvement Company, Inc. (dba. Seaboard Construction Co.) to be processed as a Contract Change Order in the amount of $385,974.85.

Chairman Turnipseed asked why they were adding 3641 lf. of 12” pipe and removing 2175 lf.  Mr. Kline responded that the 2175 lf. that was already installed was deemed to be too close by GDOT.  He commented that the contractor was working within permit, and there was an understanding between the engineer, JWSC and the GDOT representative that the original installation was going to be fine, and then it was determined that it was too close.  Existing utilities were discovered, so the line was pushed out close to the pavement and installed, but after installation GDOT said it was still too close.  The lines and all acceptable parts from the original installation will be reused.

Commissioner Duncan requested to review for understanding.  He noted that there was the initial project as it was scoped for Division I had some value and we stopped that project in mid-stream, and also stopped spending dollars in the project funding, which brought us to about $390K remaining in the project budget.  Mr. Kline confirmed.  Commissioner Duncan commented that we were going to have some cost in any case if we continued the project with the ROW not being an issue, we were still going to have some expenditure.  Mr. Kline indicated that was correct, to finish Phase I.  Commissioner Duncan asked if Seaboard had some remaining funds when the project was put on hold and if that was a part of this continuing $386K or in addition to.  Mr. Burroughs explained that the remaining encumbrances from when the project stopped were done away with and no longer valid, and this $386K is the full amount to finish the project.  Commissioner Duncan said so this will be the net total of all the expenditures associated with Seaboard completing Division I, and Mr. Burroughs confirmed that is correct.   The Commissioners commented that they would have liked to see the full accounting of the numbers showing all deductions, additions and total within the supporting documents.  Mr. Kline agreed to bring the accounting portion of documentation for the Commissioners review at the Commission Meeting. Chairman Turnipseed also requested revision of the description to be a Preliminary Final Change Order since the unit costs were estimates.

Motion carried 3-0-0.

  1. Ridgewood Contract Award – A. Burroughs

Mr. Burroughs recalled that as discussed at the Finance Committee Meeting bids were received on December 10th for the Ridgewood Water Production Facility construction.  There were five bidders with the low bidder being Southern Civil at just below $1.4M.  He commented that this project was originally created in 2014 and the budget does not reflect current construction prices.  In order to cover the construction costs as well as the $75K work allowance for any incidentals that come up during the project, staff is requesting an additional $650K to be allocated to the project for the construction.  Mr. Burroughs noted that this was approved at the Finance Committee Meeting to be moved forward to the full Commission.  He then reviewed where the project is at and what the specific needs were for the project with the Committee.

Commissioner Copeland made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend to amend the existing Ridgewood Water Production Facility project budget by $650,000 to a new total of $1,650,000.  In addition I also move that the Facilities Committee recommend entering into a contract with Southern Civil, LLC., in the amount of $1,398,532 for the construction of the Ridgewood Water Production Facility.  Motion carried 3-0-0.

  1. SPLOST V Intergovernmental Agreement – A. Burroughs

Mr. Burroughs advised that this Intergovernmental Agreement would be the final IGA for the last of the funds from SPLOST V originally allocated for water and sewer.  This IGA would be for the balance of $178,595.00 allocated for water improvements on St. Simons Island.  This would include allocating that money to projects for improving the water system for both capacity and condition related needs in Sea Palms East.

Commissioner Duncan made a motion seconded by Commissioner Copeland to move that the Facilities Committee recommend entering into an Intergovernmental Agreement with Glynn County for remaining SPLOST V funds in the amount of $178,595 for water repairs to Sea Palms East.

Commissioner Duncan asked Mr. Burroughs if they have gotten the scope of this activity down to linear feet of waterline that would be updated.  Mr. Burroughs responded that there are a few sections needing repair for improved fire flow in the area, but the vast majority of this would be for making connections on Frederica Road into Sea Palms East to provide additional volume into there.  He added that there is an existing 12-inch main that runs across Frederica that was tied into earlier this year, and it was discussed to tie in the additional two entrances into Sea Palms into that 12-inch main.

Motion carried 3-0-0.

DISCUSSION

  1. Academy Creek Project Overview – A. Burroughs

Mr. Burroughs provided a discussion/presentation to the Committee regarding the ongoing Academy Creek Design Project.  He noted that they held the initial 70% Design Review Meeting earlier that same morning with good progress shown on that and the 100% design is due back in March 2020.  The construction should be bid by the summer of 2020 at the very latest.  Using the GIS system, Mr. Burroughs displayed the Academy Creek Plant on the monitors and gave a very detailed presentation of the current plans for rehabilitation at the plant.   The Commissioners had various questions and commentary for which Mr. Burroughs provided thorough explanatory discussion for.  At the end of the presentation Commissioner Elliott requested that Mr. Burroughs prepare a report that details “What we need to do,” “What we can do because of Budget,” and “What the result of that is in terms of degradation of capability.”

  1. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs provided the plant flows report for all three wastewater treatment plants, Academy Creek, Dunbar and Southport.  He noted an increased flow at the plants, due to rain events.  A reduction was continued to be seen on the influent and effluent ammonia.   Phosphorus went up.  Mr. Burroughs commented likely due to the rain events.  He noted the 95% removal of BOD and 93% removal of TSS, and that if the filters get installed at the plant the TSS removal should go up to 98 and 99%.  The flows went up very little at Dunbar for the month, with 98% removal of BOD and TSS for the month.

Commissioner Elliott requested that a Pro forma based on the building that is going on out there right now, including what our flows would be and how that is going to affect Dunbar Creek.  His concern is that we need to start to look at solutions for the long term, whether it is 5 years or 10 years.  Mr. Burroughs provided that staff will be attempting to do the expansion plan in-house and reworking that for the next 5 years, so that would certainly be something we can take a look at during that process.  Mr. Burroughs did comment that at Southport the flows were high.  He provided that it has been discovered that someone is dumping a large amount of oil in the system, and staff has removed it.  There have been multiple disposals that have occurred, and staff is looking to find where this is happening.  Mr. Burroughs also noted that all the levels were well within permit.  

  1. Project Report – A. Burroughs

Mr. Burroughs and Mr. Kline presented the project report to the Committee.  There were good discussion points on several of the projects, for which Mr. Burroughs and Mr. Kline provided responses for the Committee members.

There being no further committee business, Chairman Turnipseed adjourned the meeting at 4:14 p.m.

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