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Commission Meeting Minutes – Thursday, February 16. 2023

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

For your consideration, please read the minutes from the Commission Meeting held on  Thursday, February 16, 2023 at 2:00 p.m. in the Commission Meeting Room.

Commission Minutes 2-16-23 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, January 19, 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

Frances Wilson, Accounting Manager

Janice Meridith, Executive Commission Administrator 

ABSENT:                               

Chad Strickland, Commissioner 

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

Commissioner Neal provided the invocation and Commissioner Watson 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.

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed

Chairman Turnipseed reported that the Facilities Committee had a good meeting the previous day.  The Committee was updated on the status of the Dunbar Creek WPCF Rehab.  The project for replacement of galvanized lines is continuing.  A good project status was given on the Arco project.  The Committee approved Change Order #3 for the Academy Creek Rehab project, electrical services for Pump Station 3102, 3 dedications, and an extension of the On-Call Boring Services.  The Academy Creek WPCF is operating at 36% of its capacity, Dunbar Creek is operating at 68% capacity, and South Port is operating at 26% of its capacity.

Finance Committee – Vice-Chairman Stephens

Vice-Chairman Stephens reported that the Finance Committee also met and recommended some of the same items as Facilities did for forwarding to the full Commission for final approval.  The Committee had a lengthy discussion on Investments.  The Committee will receive and review very detailed financial, budget and investment report at the next meeting. 

MOTION TO AMEND AGENDA

Commissioner Cook made a motion seconded by Commissioner Stephens to amend Approval Item No. 9 on the agenda and add the easement conveyances for A.H. Tostensen III – Parcel 03-01950 and Nick & Su Enterprises, LLC – Parcel 03-14379. Motion carried 6-0-1.  (Commissioner Strickland was absent.) 

EXCUSED FROM MEETING

Commissioner Cook made a motion seconded by Commissioner Neal to excuse Commissioner Strickland from the meeting.  Motion carried 6-0-1.  (Commissioners Strickland was absent.) 

APPROVAL

  1. Minutes from the January 19, 2023, Regular Commission Meeting

Commissioner Neal made a motion seconded by Commissioner Cook to approve the minutes from the January 19, 2023 Regular Commission Meeting.  Motion carried 5-0-2.  (Commissioner Stephens was not at that meeting. Commissioner Strickland absent.)

  1. Minutes from the January 19, 2023, Executive Session

Commissioner Cook made a motion seconded by Commissioner Neal to approve the minutes from the January 19, 2023 Executive Session.  Motion carried 5-0-2.  (Commissioner Stephens was not at that meeting. Commissioner Strickland absent.) 

  1. Minutes from the January 18, 2023, Commissioners’ Retreat

Commissioner Neal made a motion seconded by Commissioner Cook to approve the minutes from the January 18, 2023 Commissioners’ Retreat.  Motion carried 5-0-2.  (Commissioner Stephens was not at that meeting. Commissioner Strickland absent.) 

  1. Academy Creek WPCF Rehab Project – Change Order No. 3 – A. Burroughs

Mr. Burroughs noted that on October 14, 2020, Ruby-Collins, Inc. was contracted by JWSC for the extensive rehab of the Academy Creek Water Pollution Control Facility.  The issued Notice to Proceed date for the contract was December 1, 2020.  In May 2022 the Commission approved Change Order No. 1, and in August 2022 Change Order No. 2 was approved. Over the last five months, one additional item was determined that needed addressing in this project.  An electrical panel located near the solids handling facility needs to be relocated to meet necessary codes for clearance in front of the panel.  Ruby-Collins provided pricing to complete the relocation in the amount of $7,577.  Mr. Burroughs added that there remains a handful of vendor-related items that are awaiting correction prior to project completion.  Ruby-Collins also has a handful of punch list items to be completed throughout the plant.  Ruby-Collins has asked for a time extension of 120 days to complete the panel relocation and remaining punch list items.  The updated substantial completion date if approved would be February 28, 2023.

Commissioner Stephens made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission approve Change Order No. 3 for the Academy Creek WPCF Rehab project in the amount of $7,577 and approve a time extension of 120 days for Ruby-Collins, Inc. to complete the project.  Motion carried 6-0-1. (Commissioner Strickland absent.)

  1. Pump Station 3102 Electrical Service Contract Award – A. Burroughs

Mr. Burroughs stated that Pump Station 3102 is located adjacent to the Pilot Flying J Travel Center at Exit 29.  The station serves the area north of Highway 17 near I-95.  Currently the electric service into the pump station is fed from the Travel Center.  The main disconnects for this service are in a locked building to which the JWSC does not have 24/7 access. One of the legs into the station has failed somewhere between this building and the station.  The station is currently on bypass. To get the station running again on utility power, the JWSC could either work with Pilot Flying J to locate the issue in the underground power service fed from the Travel Center or install a separate power service for the station.  Staff obtained a quote from Georgia Power Company to install the new service to the station at the cost of $36,496.18.  Staff prefers to have a separate power service to the station as it keeps the station independent of any issues which may occur at the Travel Center. Mr. Burroughs noted that 3 phase power is needed due to the 3 phase pumps.  He added that this upgrade does give the ability to expand to the back of the property.

Commissioner Cook made a motion seconded by Commissioner Neal that the Brunswick-Glynn Joint Water and Sewer Commission approve a contract award to Georgia Power Company in the amount of $36,496.18 for the installation of a new electric service to Pump Station 3102.  Motion carried 6-0-1. (Commissioner Strickland absent.)

  1. On Call Boring Services Extension – A. Burroughs

Mr. Burroughs advised that on August 17, 2022, approval was granted for contract award to D & C Directional Boring, LLC, for On-Call Boring Services as needed to increase efficiency in the repair and replacement of existing service lines.  Due to the market’s challenges with staffing and mobilization costs, the term of the pricing was initially in effect for only a (6) six-month period for the four sizes and linear foot rates as on the list provided. The contract was executed in September 2022.  D & C’s contract performance has been satisfactory and includes purchase orders totaling approximately $50,768.00 billed to date. The time period for the initial contract period is drawing near and D & C Directional Boring has agreed to continue to offer the same pricing structure for an additional (6) six-month period.  Services will continue to be provided on an “as-needed” basis and for the purposes of routine repairs and small project needs.

Commissioner Neal made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission approve the additional six-month extension of the existing On-Call Boring Services contract to D and C Directional Boring, LLC.  Motion carried 6-0-1. (Commissioner Strickland absent.)

  1. Banking, Merchant, and Investment Services Agreement – D. Owens

Mr. Owens stated that in the Fall of 2022 the JWSC issued a Request For Proposals for Banking, Merchant, and Investment Services.  Synovus was selected as the provider for all three services based on the responses to the RFP. This selection was approved by the Commission at the January 19, 2023, meeting. The JWSC already has a relationship with Synovus which has been in effect for three years and that relationship will continue through renewal of the existing agreement.  Documents now need to be executed to establish the Banking and Merchant Services relationship and conduct the related transactions.  Mr. Owens added that execution of the Synovus Treasury Management Services Master Services Agreement will allow JWSC to begin the process of transferring our banking and merchant services from our current provider (Truist) to Synovus.  By beginning this process as soon as possible, JWSC hopes to ensure a smooth and successful transition of our banking and merchant services which is anticipated to take approximately four months to complete.

Commissioner Stephens made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission approve that the Chairman, Vice-Chairman, Executive Director, Deputy Director, and Director of Finance be authorized as signatories for banking, merchant, and investment services and to execute the necessary documents to establish the Treasury Management Services Master Services Agreement and renew the Investment Services Agreement with Synovus.  Motion carried 6-0-1. (Commissioner Strickland absent.)

  1. Surplus Equipment / Inventory – A. Burroughs

Mr. Burroughs provided the Committee with a list of fleet vehicles and equipment which staff has identified as items that are no longer of use to the mission of JWSC.  The description and mileage of each vehicle was noted for consideration in declaring each as surplus.  The equipment listed is no longer of use to JWSC since landscaping was outsourced in 2021.  All items will be posted for sale on GovDeals or in a manner most beneficial to the JWSC.

Commissioner Cook made a motion seconded by Commissioner Neal that the Brunswick-Glynn Joint Water and Sewer Commission approve the above listed items as surplus to be disposed of in a manner most beneficial to the JWSC.  Motion carried 6-0-1. (Commissioner Strickland absent.)

  1. Dedications of Private Infrastructure and Easements – T. Kline
  • Sweetwater Phase 2 – Dedication of Infrastructure
  • 198 Olive Way Easement
  • Wawa Easements

Mr. Kline recalled for the Commissioners that JWSC Standards for Water and Sewer Design and Development Procedures support the acceptance of privately constructed water and wastewater systems as public infrastructure when specific conditions are met. He noted that the Developers of the projects listed wish to convey easements and dedicate infrastructure.  They have submitted necessary legal documents defining the transfer of ownership and conveying the easements 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 to move that the Brunswick-Glynn Joint Water and Sewer Commission approve these projects with associated Dedications and Easements.  Motion carried 6-0-1. (Commissioner Strickland absent.) 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs advised that the first draft of the budget will be presented to the Finance Committee in March.  On the previous night, the City reviewed the proposed ordinance changes.  He added that Arnold Road will be repaved on Monday.

COMMISSIONERS’ DISCUSSION

There was no additional discussion at this time.

CHAIRMAN’S UPDATE

Chairman Turnipseed thanked all of the Commissioners for taking on the responsibility of being members of the Committees.  He also commented on the fact that this is an unprecedented year due to inflation, supply chain issues, and various challenges with business. This could affect JWSC being able to complete all planned projects this year.

Mr. Burroughs advised the Commissioners on the sink holes at Dunbar Creek caused by the collapse of a 30” galvanized pipe.  Several hundred feet of the pipe must be replaced.  The pipe is expected to be here tomorrow.  It is estimated to require 14 truckloads of dirt to fill the largest sink hole.

EXECUTIVE SESSION

There was no Executive Session.

ADJOURN

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

The Chairman adjourned the meeting at 2:31p.m.