For your consideration, please read the minutes from the Commission Meeting held on Thursday, August 2, 2018.

Commission Meeting Minutes 8-2-18 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, August 2, 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

G. Ben Turnipseed, Commissioner

ALSO PRESENT:                 

Jimmy Junkin, Executive Director

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

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

Commissioner Copeland provided the invocation and Chairman Elliott led the pledge.

PUBLIC COMMENT PERIOD

Chairman Elliott opened the public comment period.

Reba Reyna – Water & Sewer Services for Ellis Point

Gwen Noe – Water & Sewer Services for Ellis Point

Larry Brayman – Water & Sewer Services for Ellis Point

All three citizens spoke about issues regarding septic tanks, low elevation and drainage in the Ellis Point neighborhood area.  They are requesting that the Commission consider putting in water and sewer services in this area.  Mr. Junkin provided a response regarding future possibility for services and advice that the storm drainage system comes under the responsibility of Glynn County.

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

APPROVAL

1. Minutes from the July 19, 2018 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Copeland to approve the minutes from the July 19, 2018 Regular Commission Meeting.  Motion carried 7-0-0.

2. Minutes from the July 19, 2018 Executive Session

Commissioner Harvey made a motion seconded by Commissioner Browning to approve the minutes from the July 19, 2018 Executive Session.  Motion carried 7-0-0. 

3. Bergen Woods Comprehensive Agreement – C. Dorminy

Charlie Dorminy presented the recommendation for approval for JWSC to enter into a Comprehensive Agreement with Dwight Development Group, LLC who is the Developer for the planned construction of multifamily housing on the undeveloped property known as “Bergen Woods.”  The Developer submitted an Unsolicited Proposal (approved by JWSC on May 2, 2018) to help address insufficient sewer capacity to support the proposed Development.  The Developer proposes to fund and contract for the necessary improvements of upgrading LS4105 including pumps and installation of approximately 2650 feet of new forcemain which together are roughly estimated to cost around $200,000.00.  In exchange, the Utility will either reimburse the Developer through applying an equivalent amount of credit toward future capital improvement fees that would otherwise be due upon development of the Property, or simply allow the Developer to pay for the Project or a portion thereof.

Commissioner Turnipseed made a motion seconded by Commissioner Harvey to move that the JWSC approve the Comprehensive Agreement with the Dwight Development Group to increase the capacity of Pump Station 4105 and upsize the upstream forcemain from 2” to either 4” or 6” as determined by the staff.  Motion carried 7-0-0. 

4. Personnel Policies – C. Dorminy / C. Barnhart

Charlie Dorminy presented the recommendation for approval of an Amendment to JWSC Personnel Policies to comply with “The Hands-Free Georgia Act”, which became effective on July 1, 2018.  This recent legislation makes it illegal for drivers in Georgia to hold electronic devices, and they must use “hands-free” technology, such as phone mounts and Bluetooth. The three JWSC Personnel Policies to be amended to reflect the current law are the (1) Code of Conduct, (2) Use of Communications System Equipment Devices, and (3) Use of Motor Vehicles.  Two exceptions that are explicitly allowed under the new law are also built into the Policy: (1) Employees who are driving may call emergency services in response to an immediate threat or emergency; and (2) In the event of a Utility emergency, employees may use their phones while driving, if required to respond to said emergency.  Mr. Dorminy advised that at the JWSC Safety Stand Down Day in July, staff was already educated with regard to the new law, so they are already familiar with it.  The policies did not conflict with the law, but the policies are being amended to make them explicitly compliant with the law.  There was some additional discussion pertaining to use of company phones, acknowledgement signatures of employees in receipt of the policies, liability, and explicit clarification within the policies for allowing the use of Bluetooth technology in vehicles.

Commissioner Harvey made a motion seconded by Commissioner Turnipseed to move that the JWSC amend the following policies to reflect the changes in the attached exhibits: 1. Code of Conduct (Exhibit 1) (See Guideline 3.Q); 2. Use of Communications Systems Equipment Devices (Exhibit 2) (See Guideline 20); and 3. Use of Motor Vehicles (Exhibit 3) (See Guideline 9.O-P), and also include terminology to include use of Bluetooth technology within the policies.  Motion Carried 7-0-0. 

5. Warehouse and Inventory Management Improvement Project – P. Crosby

Pam Crosby presented the recommendation for approval for building improvements and the purchase of equipment, materials and software for the Warehouse and Inventory Management Improvement Project.  Inventory is located at both the Academy Creek and South Harrington warehouses.  Mrs. Crosby provided the Commission with an explanation of how the current inventory management procedures and materials transactions are handled.  She also provided a spreadsheet containing details of the various elements identified as needed for this project to be effective and also increase efficiency in inventory management.  Discussion included breaking down the components and making the items each small projects, taking the funding for these small operational projects out of SP&M Operational Budget, and funding the software and barcode of the project out of Capital Improvement Projects Budget.  An informal report on inventory discrepancies found during the process of this project was requested.  It was noted that Mrs. Crosby will move forward with the project elements that will be funded through the Operations Budget, and will come back to the Commission at a later date to request approval for funding and implementation of the package for the inventory barcode system.

DISCUSSION

1. Reducing Boil Water Advisories – A. Burroughs

Andrew Burroughs presented the discussion on Reducing Boil Water Advisories to the Commission.  Discussion included the reasons for a boil water advisory, procedures involved in a boil water advisory, and various statistics on boil water advisories for 2017 and 2018.  Suggestions on how to reduce boil water advisories and decrease the duration of the advisories were also provided.

2. Academy Creek Odor Control Update – A. Burroughs

This item was postponed for discussion until a later date.

3. Water Bills – J. Junkin / J. Sellers

This item was postponed for discussion until a later date.

4. LS4003 Upgrades Engineering Selection Process – J. Junkin

Mr. Junkin provided a brief update on the LS4003 Upgrades Engineering Selection Process and began by reminding the Commissioners of the previously held discussion on the subject.  He advised having met with the recommended firm after that discussion. That firm did offer to reduce their price to $240k.  Mr. Junkin noted that his recommendation was to approve this firm for the engineering phase of the Project, and that if the Commission did not choose to go with this recommendation, then there was an alternative recommendation to reissue the RFP and change the criteria to include strictly defined upgrades to LS4003 and strictly defined services during construction, with no alternatives allowed.  Further consideration of this item was postponed and will be placed on the next agenda under the Approval section.

5. Status of Capital Projects Under Construction – T. Kline

The Commissioners were requested to review the project list as provided by Todd Kline and advise him of any questions they may have so that he may respond.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Junkin advised that he and the senior staff are now having hotwash meetings after the Commission Meetings to review all of the requests made by the Commissioners and provide solutions/responses to those requests.  A summary will be provided at each Commission Meeting.  

CHAIRMAN’S UPDATE

Chairman Elliott commented that JWSC needs to become more customer oriented and attempt to see things from the eyes of the customer at all times.  The Chairman also complimented the Commissioners on how well they have become a team.

EXECUTIVE SESSION

Chairman Elliott advised there would be an Executive Session to discuss personnel and litigation issues with a potential vote to be taken.

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

Commissioner Browning left at 5:10 p.m. to attend the Glynn County Commission Meeting.

Commissioner Stephens left at 5:40 p.m.

Return to Regular Session

Commissioner Adams made a motion seconded by Commissioner Harvey to return to Regular Session.  Motion carried 5-0-2.  (Commissioner Browning and Commissioner Stephens were absent for the vote.)

There being no further business, the meeting was adjourned at 5:43 p.m.