Finance Committee Meeting Minutes – Wednesday, February 19, 2025
For your consideration, please read the minutes from the Finance Meeting held on Wednesday, February 19, 2025 at 3:00 p.m.
Finance Minutes 02-19-2025 with Attachments
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Brunswick-Glynn Joint Water & Sewer Commission
1703 Gloucester Street, Brunswick, GA 31520
Commission Meeting Room
Wednesday, February 19, 2025, at 3:00 PM
FINANCE COMMITTEE MINUTES
MEMBERS PRESENT:
Commissioner Clayton Watson, Committee Chairman
Commissioner Chuck Cook
Commissioner Bill Edgy
Executive Director Andrew Burroughs
ALSO PRESENT:
Ben Turnipseed, Commission Chairman
Charles A. Dorminy, HBS Legal Counsel
LaDonnah Roberts, Deputy Executive Director
Frances Wilson, Accounting Manager
Pam Crosby, Director of Procurement
Michele Schwartz, Executive Administrative Coord.
Trevor Peters, Thomas & Hutton
Mason Cloy, Hoyer Investment Company
MEDIA PRESENT: None
Committee Chairman Watson called the meeting to order at 3:04 p.m.
PUBLIC COMMENT PERIOD
Commissioner Watson opened the Public Comment Period. There being no citizens that wished to address the Committee, Commissioner Watson closed the Public Comment Period.
APPROVAL
- Minutes from December 18, 2024, Finance Committee Meeting
Commissioner Cook made a motion seconded by Commissioner Watson to approve the minutes from the December 18, 2024, Finance Committee Meeting. Motion carried 3-0-0.
- Contract Award – Community Road Area Water and Sewer Extensions – A. Burroughs
Mr. Burroughs described that the project area is bound by Altama Avenue to the east and Habersham to the west. It’s a commercial district that currently has water access but does need some water improvements to improve flows in the area. The area currently does not have access to sewer. Mr. Kline displayed the project area on the GIS system. Mr. Burroughs continued by saying that the project will put in pressure sewer force mains and allow service to every lot, indicating there are 120 parcels in this project area. The customers will have to install a grinder station on their site in order to connect, and customers will be responsible for paying the appropriate fees, but JWSC will make the service available. Through a competitive bidding process JWSC received four bids on February 11, 2025, with the low bid being from UWS Inc. UWS is finalizing the Arco project and is ready to subsequently begin work on this project. The Engineer of Record, Hussey Gay Bell, provided a bid tabulation and a recommendation to award to UWS at the total cost of $3,057,807.
Commissioner Cook made a motion seconded by Commissioner Edgy that the Finance Committee recommend awarding a contract for the construction of the Community Road Area Water and Sewer Extension Project to UWS, Inc., in the amount of $3,057,807.00. Motion carried 3-0-0.
- Change Order No. 6 – Dunbar Creek WPCF Rehab – A. Burroughs
Mr. Burroughs provided that the rehabilitation project at this location is ongoing. During this project, there have been five change orders to date, which are listed in the memo. This Change Order No. 6 is a two-part change order, one of which is a reduction in scope of the previously proposed paving for the project. The value of that scope reduction is $140,592.11. However, the addition is to include chemical storage, pumping and piping necessary for the removal of phosphorus from the facility. This would be an addition of alum and liquid lime storage tanks. These tanks have a seven-day hold time as well as the ability to pump into two different locations for treatment purposes. The cost to include the new chemical treatments is $521,450, for the combined net cost of this change order being $380,857.89. The longest lead time item is 12 to 16 weeks from approval of the change order.
Commissioner Edgy made a motion seconded by Commissioner Cook that the Finance Committee recommend the full Commission approve Change Order No. 6 in the amount of $380,857.89 to BRW Construction Group, LLC for scope changes associated with the Dunbar Creek WPCF Rehab project. Motion carried 3-0-0.
- Equipment Purchase – Academy Creek Dissolved Oxygen Monitoring – A. Burroughs
Mr. Burroughs stated that staff is recommending the purchase of six dissolved oxygen monitoring probes for Academy Creek to replace the three existing units. The three are in stage one of the each of the aeration basins and we’re requesting to replace those three as they are fouling considerably. Staff must constantly pull them up, then clean them off for proper operation. Staff will also put monitors in stage four as well on the effluent side of the aeration basins to ensure that D.O. set points are accurate. He explained that oxygen is the largest non-personnel related item in JWSC’s annual budget, which emphasizes the importance of proper monitoring and control. The cost to purchase the six probes and accompanying equipment is $35,350.
Commissioner Cook made a motion seconded by Commissioner Edgy that the Finance Committee recommend the full Commission approve the purchase of the D.O. monitoring probes and associated equipment from CL2 Solutions, LLC. in the amount of $35,350. Motion carried 3-0-0.
- Agreement with HIC Altama, LLC – A. Burroughs
HIC Altama is the Hoyer Investment Company. HIC Altama owns the northwest corner of Exit 42. Hoyer owns several acres in the area with plans for a large mixed-use development with single family residential, multifamily residential, and commercial parcels. JWSC approached HIC about potentially acquiring property from them to construct a new wastewater treatment plant at Exit 42. JWSC got the property surveyed, and the parties signed an MOU in 2023 for just over 16 acres in the northeast corner of the northwest corner of Hoyer’s property. While doing that, Hoyer brought forth an idea. Initially, they could, for the first several phases of their property, gravity flow their sewer back out to Highway 99 to the right-of-way to connect to the existing gravity system that services Highway 99, which eventually goes under the interstate, and ties back into Pump Station 4118 at the end of Shell Road. Rather than Hoyer installing smaller diameter gravity sewer, that JWSC would have remove and reroute upon construction of the new wastewater plant, the parties discussed Hoyer installing larger diameter gravity towards the proposed plant site. Hoyer would not install everything to the full plant, only what they need for their current phases of their development. That will be 24-inch gravity sewer, which is of sufficient size for the new plant. Also, Hoyer is putting in a temporary pump station to pump their flow to Highway 99, that they would not be required to put in should they have gravity to Highway 99. These are the onsite improvements.
What is being presented is an agreement for Hoyer to receive credit in Capital Improvement Fees. The amount of that credit would equal the difference in cost between what would have been required for onsite versus what JWSC has requested that Hoyer install to accommodate the new wastewater plant, as well as for the value of the property. With potential future phases, as they come online with more housing and commercial development up there, the second thing Hoyer would do offsite is to install a parallel force main along the existing gravity main that receives the flow from Pump Station 4119. That force main terminates at the manhole that Hoyer would have been gravity flowing into anyway. Hoyer would be installing a force main along the existing gravity route and tying into the existing 4119 force main. That force main will run all the way to the existing 4118 force main where it will manifold in. As part of that manifold process, Hoyer will install valves so when the new plant is online, that valve can be closed and Pump Station 4118, at the end of Shell Road, can then be reversed back to the new wastewater treatment facility. That opens additional capacity in the North Mainland district, not for Hoyer, but for other developments that are planned along the line. A future phase that they will be considering is to install a parallel force main along the existing 4119 force main to free up additional capacity along Highway 99 in that pump station should development timing outpace plant construction timelines. Fourth, Hoyer can upgrade Pump Station 4119 should the timing of development outpace plant construction timelines. Representatives from Hoyer and Thomas & Hutton, who is the engineer for Hoyer, were present at the meeting. Thomas & Hutton’s Preliminary Engineering Report was provided in digital form for the Board’s review.
The agreement provides Hoyer with credit for dollars spent in accordance with the JWSC purchasing policy for the amount above what is required for Hoyer’s onsite development, the value of the property. Then, as the future phases come online of the project, credit for that as it is completed. Hoyer would provide JWSC with those invoices for guarantees. If, for whatever reason, Hoyer receives more credit than they need for onsite, they will receive 70% of tap fees that utilize the new infrastructure for a period of up to five years, or until Hoyer’s reimbursement is received, whichever happens sooner.
JWSC has entered into a few of this type of agreements in the past. This one is different because JWSC approached Hoyer with the proposal for a mutually beneficial project for Hoyer and the entire Highway 99 corridor. Essentially, Hoyer is going to front money for the projects and, as a result, they get capital improvement fee credit for their onsite needs. Mr. Peters, with Thomas & Hutton, can explain the projects in much greater detail should you have any additional questions. This has been a good working relationship we’ve had between staff, the developer, and Thomas & Hutton. JWSC can secure this property, get this new infrastructure installed and be well on our way to a new wastewater treatment facility that will service the entire Exit 42 and Highway 99 corridor for many years to come.
Before a motion was made staff reported that, in an earlier meeting that day, the Facilities Committee recommended increasing the parcel size to 20 acres.
Commissioner Cook made a motion seconded by Commissioner Edgy that the Finance Committee recommend the full Commission enter into an agreement with HIC Altama, LLC for 20 acres of property and additional infrastructure improvements for enhanced water and wastewater services along and near Highway 99 and Exit 42. Motion carried 3-0-0.
DISCUSSION
- Paperless Billing – Commissioner Cook
Commissioner Cook reminded customers about the availability of paperless billing. He stated that this bill delivery method is not only faster and more reliable, but it also provides environmental benefits. Additionally, changing to paperless billing allows more JWSC funding to go toward capital projects, since approximately 21,000 JWSC bills are mailed. The electronic file that paperless billing customers receive is an exact replica of the paper bill. Commissioner Cook asked Mrs. Roberts to demonstrate the ease of enrollment. Mrs. Roberts navigated to www.bgjwsc.org, chose the Customer Service tab, then clicked the Paperless Billing Signup link. Commissioner Cook encouraged anyone needing assistance to contact Customer Service.
- Financial Statement Month End January 31, 2025 – F. Wilson
Mrs. Wilson presented the financial statement for the month ending January 31, 2025. She reviewed the Balance Sheet noting the Current Assets and Current Liabilities and briefed the Committee on the Combined Revenue Statement. The various Operating Revenues accounts were noted, and details on the Summary of Revenues and Summary of Expenses were highlighted. Mrs. Wilson briefly reviewed line items on the Cash Balances and the Project Report.
Commissioner Watson asked if there was any further business to discuss.
Commissioner Watson adjourned the meeting at 3:43 p.m.