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Commission Meeting Minutes – Thursday, August 17, 2023 @ 2:00 PM

Written by Janice Meridith on . Posted in Commission Meeting Minutes.

For your consideration, please read the minutes from the Commission Meeting held on Thursday, August 17, 2023 at 2:00 p.m. in the Commission Meeting Room.

Commission Minutes 8-17-23 with Attachments

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

Brunswick-Glynn Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, August 17, 2023, at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Tripp Stephens, Vice-Chairman

Charles Cook, Commissioner

Wayne Neal, Commissioner

Kendra Rolle, Commissioner

Clayton Watson, Commissioner 

ALSO PRESENT:                 

Andrew Burroughs, Executive Director

Charles A. Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Executive Director

David Owens, Director of Finance

Todd Kline, Director of Engineering

Janice Meridith, Executive Commission Admin.                                               

ABSENT:                               

Chad Strickland, Commissioner 

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

Chairman Turnipseed provided the invocation and Commissioner Rolle led the Pledge of Allegiance. 

PUBLIC COMMENT PERIOD

Chairman Turnipseed opened the public comment period.

There being no public comment, Chairman Turnipseed closed the public comment period.

EMPLOYEE RECOGNITION

            Frankie Ferra – Retirement – 22 Years of Service (2001 – 2023)

Chairman Turnipseed and Mr. Burroughs congratulated Frankie Ferra on her 22 years of service and retirement.  They presented Ms. Ferra with a plaque commemorating her achievement.

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed stated that the Facilities Committee met the previous day.  Approval items that were recommended to move forward to the full Commission were FY2024 Watershed Protection Plan and contract awards for PS4044 rehab, PS3101/4001/4002 rehab, and for construction of the North Mainland Water Loops. An easement was dedicated. The Water Production Report showed that all water production facilities are producing very well.  The treatment plants performed at: Academy Creek 45%; Dunbar Creek 78%; and South Port 31%.  The Capital Projects Report provided great photos of projects and good reporting on the projects in progress.

Finance Committee – Commissioner Cook stated that the Finance Committee met the previous day. Approval items that were recommended to move forward to the full Commission included the same items as approved in Facilities, in addition to Capital Equipment purchases for the Dunbar Deionized Water System used in laboratory testing and a half-ton work truck to replace the current truck for pre-treatment staff.  The Resolution for GEFA Loan modification #2 extending the time frame for repayment was also moved forward for approval. The financial report was reviewed by Mrs. Wilson.  The Accounting staff is in the early stages and doing trial balance to prepare for the audit, and the Director of Finance reported on short term investments.

APPROVAL

  1. Minutes from the July 20, 2023, Regular Commission Meeting

Commissioner Stephens made a motion seconded by Commissioner Rolle to approve the minutes from the July 20, 2023 Regular Commission Meeting.  Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.)

Chairman Turnipseed requested a motion to move the approval of Executive Minutes to end of agenda approval section.

Commissioner Stephens made a motion seconded by Commissioner Cook to move the approval of Executive Minutes to the end of the approval section.

  1. FY2024 Watershed Protection Plan – A. Burroughs

Mr. Burroughs advised that JWSC is required by NPDES permit to maintain a watershed protection plan (WPP) for each of the JWSC-operated water pollution control facilities (WPCF).  The plans require both dry and wet weather sampling at multiple locations throughout the watershed that each plant discharges into. The plans require quarterly dry and wet weather sampling plus additional metals and bacterial sampling.  Samples are taken from 7 locations in the Academy Creek watershed, 3 locations in the Dunbar Creek watershed, and 2 locations in the South Port watershed. JWSC has a longstanding relationship with Integrated Science & Engineering (ISE) for the completion of the sampling protocol, analysis, and production of the annual reports required by permit for these watershed protection plans.  ISE provided WPP services to Glynn County prior to the formation of the JWSC.  The combined total for all three WPCF’s is $65,300 and is budgeted for in the individual plant Technical Services budget.  This item was approved by the Facilities and Finance Committees.

Commissioner Cook made a motion seconded by Commissioner Neal that the Brunswick-Glynn Joint Water and Sewer Commission approve a contract award to Integrated Science & Engineering for the Fiscal Year 2024 Watershed Protection plans in the amount of $65,300.00.   Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.) 

  1. Contract Award – Pump Station 4044 Rehab – A. Burroughs

Mr. Burroughs stated that Pump Station 4044 is located adjacent to the existing Brakes For Less facility.  This station has an undersized wet well that is causing short circuiting of the pumps.  The pumps cycle on and off very quickly and this station needs to be improved to allow additional flow from the commercial district there.  This station handles all of the flow from the area around Home Depot, Glynn Place Mall, and residential areas in the vicinity. Land was acquired from Prime South Bank to build a new pump station there.  The proposed construction consists of construction of a new pump station including a new wet well, force main, electrical systems, and SCADA systems.  The existing station will be demolished above ground with the wet well turned into a receiving manhole for the new station. This project was started 3.5 years ago, and the budgeted amount then was $550,000 and an engineer’s cost estimate of $1,396,142.  The lone bid received on July 11, 2023 was from Popco, Inc. in the amount of $1,980,656.90 which far exceeded both the original budgeted amount and engineer’s cost estimate.  Staff worked with Popco to reduce the bid.  Given the critical nature of this pump station, the challenging location adjacent to a busy street, and the need to increase pumping capacity to handle current flow conditions, staff recommended moving forward with the negotiated price presented by Popco.

Commissioner Cook made a motion seconded by Commissioner Watson to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract to Popco, Inc. for the rehab of Pump Station 4044 in the amount of $1,980,656.90. Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.) 

  1. Contract Award – Pump Stations 3101/4001/4002 Rehab – A. Burroughs

Mr. Burroughs advised that the rehab of Pump Stations 3101, 4001, and 4002 were all identified as high priority projects in the Master Plan due to the condition of the electrical systems. This project was previously bid with the lowest bid at $3,853,309.  The bids far exceeded the budget of $1,425,000 and the engineer’s estimated cost of $1,659,000. The project scope was reviewed by staff and reduced to include only the items as specified in the Master Plan.  The proposed construction consists of electrical upgrades, minor building rehab, and temporary flow bypassing at all three stations.  The lone bidder for the revised project was Popco, Inc. in the amount of $2,334,460.  Staff worked with Popco to find potential ways to reduce the project cost.  The solution presented was for JWSC to provide flow bypassing utilizing existing equipment, which resulted in Popco’s bid being reduced to $1,755,317.  The revised bid still exceeded the budgeted amount and engineer’s estimated cost, however JWSC staff recommended moving forward with the project due to the current pricing environment.

Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract to Popco, Inc. for the rehab of Pump Stations 3101, 4001, and 4002 in the amount of $1,755,317. Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.) 

  1. Contract Award – North Mainland Water Loops – A. Burroughs

Mr. Burroughs noted that the proposed construction for the North Mainland Water Loops Construction Project consists of watermain interconnections which are located at separate areas within the JWSC service area. He provided the details for the following: 12” diameter PVC watermain to be installed along Hautala Drive; 12” diameter PVC watermain constructed along Bailey Road; 12” diameter PVC installed along Old Jesup Road; 16” diameter HDPE watermain installed under two water courses along Old Jesup Road; and, 10” diameter HDPE constructed along Perry Lane Road. Vallencourt Construction provided a bid of $2,996,458.60, and TB Landmark Construction, Inc. provided a bid of $3,110,253.00.  Mr. Burroughs noted that this Project will definitely improve water distribution in the North Mainland area.  It connects long dead-end lines and will help keep water flowing to the schools, hotels, and restaurants when part of the system may go down.  Staff recommended JWSC award a contract to the lowest bidder Vallencourt Construction.  Vallencourt Construction is a new contractor to JWSC and came in highly recommended from their references from prior projects.

Commissioner Watson made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission accept the bid for the IFB 23-011 Construction Services for the North Mainland Water Loops, in the amount of $2,996,458.60. Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.) 

  1. Capital Equipment Purchase – Dunbar Creek Deionized Water System – A. Burroughs

Mr. Burroughs stated that deionized water is used in a lab setting due to its lack of contaminants and impurities that can interfere with chemical reactions or damage sensitive equipment.  The Dunbar Creek WPCF lab needs a new water purification system. This equipment was approved in the Wastewater Lab Capital purchase line item of the FY2024 budget.  The amount of the final quotation is $31,714.00.

Commissioner Watson made a motion seconded by Commissioner Neal that the JWSC approve the purchase of a deionized water system from Evoqua in the amount of $31,714.00.  Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.) 

  1. Capital Equipment Purchase – Half-Ton Work Truck – A. Burroughs

Mr. Burroughs stated that the Wastewater Pretreatment Inspection personnel submitted a capital equipment request of $35,000.00 for replacement of an existing vehicle. JWSC Fleet staff solicited quotations for Half-Ton Work Trucks. The lowest quote was received from Murray Ford in Kingsland, Georgia for a Ford F-150.  The amount of the final quotation dated July 6, 2023, is $34,997.00.  Additional quotes were received for Dodge Ram and GMC models.

Commissioner Cook made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission approve the purchase of a half-ton work truck from Murray Ford in the amount of $34,997.00.  Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.)

  1. GEFA Loan Modification – L. Roberts

Mrs. Roberts provided that on September 19, 2019, the Commission approved a Georgia Environmental Finance Authority (GEFA) loan in the amount of fifteen million ($15,000,000) dollars for improvements to the Academy Creek WPCF as well as the gravity sewer systems (the “Project”). The original loan documents showed repayment of the loan commencing on February 1, 2022.  At the February 20, 2022, meeting the Board approved a loan modification for an extension of time until November 1, 2022.  Staff is now bringing modification #2 for consideration. Due to the impacts of COVID on the construction industry and associated materials suppliers, the Project has experienced significant supply chain issues and delayed delivery schedules. These issues have likewise impacted the project schedule. As a result, JWSC has submitted an official request to GEFA for an extension of time to commence loan repayments. GEFA has approved the modification and the date will be extended to July 1, 2024, or the completion date of the work, whichever comes first. GEFA has provided documents for approval of this loan modification with an accompanying requirement that JWSC provide confirmation of the Board’s support for this change in the form of the attached Resolution. Aside from the time extension there are no changes to the original loan terms and conditions.

Commissioner Cook made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission approve the modification for time extension on GEFA Loan CW2019008 in the form of the attached Resolution.  Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting). 

  1. Dedication of Private Infrastructure & Easements – T. Kline
  • 113 Circle Drive – Easement

Mr. Kline provided that the Developer of the above-mentioned project wishes to convey an easement to JWSC.  They have submitted necessary legal documents defining the transfer of ownership and conveying the easement for access and maintenance. All requirements of the JWSC Standards for Water & Sewer Design and Construction and Development Procedures have been met, and all related documents submitted.

Commissioner Stephens made a motion seconded by Commissioner Cook that the Brunswick-Glynn Joint Water and Sewer Commission approve the 113 Circle Drive Easement Dedication.  Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.) 

  1. Minutes from the July 20, 2023, Executive Session Meeting

Commissioner Cook made a motion seconded by Commissioner Watson to approve the minutes from the July 20, 2023 Executive Session Meeting.  Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.) 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs advised that the State of the Workforce and Education Luncheon at 11:30 on Friday at Epworth. Mr. Dorminy will give us an update on the Grand Jury process.

Mr. Dorminy advised that there is one Grand Jury appointment coming up.  The process started today with the delivery of a letter to the Superior Court Clerk.  The ads will run on October 5th and 12th.  Applications are due by October 16th.  Applications will be reviewed by the Grand Jury on October 18th.  Interviews if necessary will be around end of October and beginning of November.  Selection date is November 15th.  The four-year term will begin on January 1, 2024. 

COMMISSIONERS’ DISCUSSION

There was no additional update by the Commissioners. 

CHAIRMAN’S UPDATE

The Chairman noted he is concerned about upcoming prices increasing.  This is something that we may just have to live with.  Every once in a while, we have big increases like this, and they generally do not go down very much.  Part of it is due to COVID, general lack of work, and also the government putting so much money into the projects that the contractors are very busy.  In this area, the Hyundai mega-site up in Savannah is so large it is taking all the contractors to keep doing that work too. Every project in Southeast Georgia is over-budget, if you can get any bidders. This seems state-wide but is worse down here. Most of the materials increases have somewhat stabilized, but the prices on pipe are going out-of-site.  If projects are held on to for 30 to 60 days, then the prices have already increased since their bid. Engineering firms are all behind.  Everything is behind schedule, but it should stabilize at some point.  Equipment costs have stabilized some, but the cost of electrical materials is increasing, and parts may not even be available. We need to look at innovative ways to afford projects.

EXECUTIVE SESSION

Commissioner Stephens made a motion seconded by Commissioner Neal to enter into Executive Session to discuss Property.  Motion carried 6-0-1.  (Commissioner Strickland was absent from the meeting.) 

Commissioner Neal left the Executive Session at 2:55 p.m. 

Return to Regular Session.

Commissioner Stephens made a motion seconded by Commissioner Watson to return to Regular Session.  Motion carried 5-0-2.  (Commissioner Strickland was absent from the meeting. Commissioner Neal was absent for the vote.)

ADJOURN

There being no additional business to bring before the Commission, Chairman Turnipseed requested a motion to adjourn the meeting.

Commissioner Stephens made a motion seconded by Commissioner Cook to adjourn the meeting. Motion carried 5-0-2. (Commissioner Strickland was absent from the meeting. Commissioner Neal was absent for the vote.)

The Chairman adjourned the meeting at 3:25 p.m.