Commission Meeting Minutes – Thursday, May 16, 2024

For your consideration, please read the minutes from the Commission Meeting held on Thursday, May 16, 2024 at 2:00 p.m. in the Commission Meeting Room.

Commission Minutes 5-16-24 with Attachments

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

Brunswick-Glynn Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, May 16, 2024 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Clayton Watson, Vice-Chairman

Charles Cook, Commissioner

Wayne Neal, Commissioner

Chad Strickland, Commissioner

Dave Ford, 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

  Pam Crosby, Director of Procurement

 Janice Meridith, Executive Commission Administrator 

ABSENT:                               

Lance Sabbe, Commissioner 

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

Commissioner Watson provided the invocation and Commissioner Cook 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 – Chairman Turnipseed

            Caleb Wayne Lovell – Water Treatment System Operator Class III Licensure/Certification

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed provided an update on the Facilities Committee Meeting held on Wednesday, May 15, 2024. 

Finance Committee – Commissioner Watson provided an update on the Finance Committee Meeting held on Wednesday, May 15, 2024.

DEFERRAL

Commissioner Cook made a motion seconded by Commissioner Neal to defer agenda item #8 until the next meeting.  Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.) 

EXCUSAL

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

APPROVAL

1. Minutes from the April 18, 2024 Regular Commission Meeting

Commissioner Neal made a motion seconded by Commissioner Watson to approve the minutes from the April 18, 2024, Regular Commission Meeting.  Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.) 

2. Contract Award – Pump Stations 2001-2002-2033-2034 Electrical Installation – A. Burroughs

Mr. Burroughs advised that BGJWSC has two (2) funded capital projects that address a total of four (4) pump station upgrades outlined in the most recent update to the BGJWSC Master Plan. These stations are PS 2001, 2002, 2033, and 2034. PS 2001 and 2002 serve the south end of St. Simons Island. PS 2033 and 2034 serve the north end of St. Simons Island. Due to rapidly increasing construction costs, staff elected to manage these projects differently than a single traditional construction contract. BGJWSC will pre-purchase materials and let individual contracts for services as needed to complete the work. Internal staff may be used to complete work as availability allows. Purchases were approved in March for the higher cost electrical items and bypass pumping rental for each station. Staff solicited pricing from multiple electrical contractors for the installation of JWSC-provided materials at these four pump stations. The contractor will be providing conduit, wire, and fittings necessary to extend service to the new electrical equipment as part of their quotes. Staff recommends awarding a contract to Teck Electric, LLC for electric installations at PS 2001, 2002, 2033, and 2034 in the amount of $81,366.

Commissioner Neal made a motion seconded by Commissioner Ford that the Brunswick-Glynn Joint Water and Sewer Commission award a contract to Teck Electric, LLC for electric installations at PS 2001, 2002, 2033, and 2034 in the amount of $81,366.  Motion carried 6-0-1. (Commissioner Strickland was absent from the meeting.)

3. Contract Award – Highway 17 Water Main Casings – A. Burroughs

Mr. Burroughs stated that BGJWSC has an existing contract with D&C Directional Boring, LLC for as-needed horizontal directional drilling of line sizes up to 8”. There are two separate private development projects that have requested water access across different sections of Highway 17, one at Harry Driggers Boulevard and another at Exit 29. Both locations are opportunities for BGJWSC to install a larger than necessary casing for future expansion of the potable water systems in these locations. Both locations will require GDOT right-of-way permitting. Staff requested quotes from D&C Directional Boring to install 16” HPDE casings in these locations, so that carrier pipes of up to 12” may be pulled through at a later date without having to redo the GDOT permitting for these sites. Water services can be pulled through the casings for these two projects and upsized as needed later. The cost for these bores is $178 per linear foot. Both bores are approximately 200 linear feet, bringing the total cost for the two locations to $71,200. Given the opportunity to provide expansion and looping opportunities for our water distribution system presented by these two locations, staff recommends moving forward with these installations.

Commissioner Strickland made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission award a contract to D&C Directional Boring, LLC for the installation of two casings for water main installations in the amount of $71,200.  Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.) 

4. Academy Creek Fence Replacement – A. Burroughs

Mr. Burroughs provided that the chain link fencing at the Academy Creek Water Pollution Control Plant is badly corroded and in a state of disrepair. Galvanized fencing does not typically hold up well around wastewater facilities due to the corrosive environment.  Staff requested quotes from three local fencing contractors to replace the existing chain link fencing with black vinyl coating chain link fencing. Staff recommends awarding a contract to Coastal Fencing for the replacement of the fencing at the Academy Creek WPCF in the amount of $29,000.00.

Commissioner Ford made a motion seconded by Commissioner Strickland that the Brunswick-Glynn Joint Water and Sewer Commission award a contract to Coastal Fencing for the replacement of the fencing at the Academy Creek WPCF in the amount of $29,000.00. Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.)

5. Change Order No. 1 Pump Stations 3101-4001-4002 Engineering Services – A. Burroughs

Mr. Burroughs advised that BGJWSC entered an engineering design, bidding, and construction phase services contract with Kimley-Horn on March 23, 2022, for improvements to Pump Stations 3101, 4001, and 4002. An initial set of bid documents was produced by Kimley-Horn that was advertised with one bid received on December 7, 2022, that was substantially over budget for the rehab work. Bids were rejected by the Commission on December 15, 2022. Staff requested Kimley-Horn to remove items from the scope to hopefully increase the bidding pool and reduce the cost of the project to be closer in line with the existing budgets.  Kimley-Horn created a new set of bid documents with a significantly reduced scope of work with again only one bid received on August 8, 2023. A construction contract was awarded to Popco, Inc. on August 17, 2023, for the project. The project was still overbudget, but significantly less so. Kimley-Horn has requested a change order to the original contract amount of $160,000 for the descoping and rebidding effort performed. The requested amount of the change order is $20,000.

Commissioner Cook made a motion seconded by Commissioner Watson that the Brunswick-Glynn Joint Water and Sewer Commission approve Change Order No. 1 to the engineering services contract with Kimley-Horn for the Pump Station 3101, 4001, and 4002 Rehab Project in the amount of $20,000. Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.)

6. FY 2025 Cityworks Enterprise License Agreement Renewal – A. Burroughs

Mr. Burroughs advised the Commissioners that JWSC utilizes a software program called Cityworks, owned by Azteca Systems, LLC as an asset management and work order management system. Work orders completed by staff are tagged to the individual assets that are being worked on to generate information on expenses by asset location and overall asset type. We also utilize Cityworks for inventory management through the Storeroom add-on.  Each year, the JWSC has entered into an Enterprise License Agreement (ELA) with Azteca Systems for the ongoing subscription and maintenance of the Cityworks program, the Storeroom add-on, the CCTV add-on, and the mobile application add-on.  Cityworks is a crucial part of the ongoing workflows for both inspections and maintenance activities for the JWSC field crews. Furthermore, the information collected and analyzed from Cityworks assists management with future maintenance and replacement needs to ensure that JWSC capital funds are being allocated to the most impactful area. Cityworks is also where recordkeeping occurs in a storm event to expedite the completion of FEMA-related paperwork. This year’s ELA renewal does include an increase from the previous two years. The Fiscal Year 2023 renewal was $44,100. The Fiscal Year 2024 renewal was $46,746. The increase for this year is $1,869.84, which is a 4% increase over the previous fiscal year. Staff recommends renewing the attached Enterprise License Agreement with Azteca Systems, Inc. for the ongoing software subscription for Cityworks. This is paid for out of multiple operating budgets based on percentage of total users by division.

Commissioner Watson made a motion seconded by Commissioner Neal that the Brunswick-Glynn Joint Water and Sewer Commission approve the renewal of the Fiscal Year 2025 Cityworks Enterprise License Agreement with Azteca Systems, LLC in the amount of $48,615.84. Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.)

7. Dedications of Easements and Infrastructure – T. Kline

• Woodland Cove Phase 2A – Dedication of Water and Sewer Infrastructure

Mr. Kline provided that the Developer of the Woodland Cove single family development has submitted legal documents to define and execute the transfer of ownership. The infrastructure is understood to have complied with applicable standards at the time of construction.  JWSC inspection records indicate the infrastructure was constructed to JWSC Standards, is functioning, and is in acceptable condition. All requirements of the JWSC Standards for Water and Wastewater System Design and Construction and Development Procedures have been met, and all related documents submitted.

Commissioner Ford made a motion seconded by Commissioner Neal that the Brunswick-Glynn Joint Water and Sewer Commission approve and accept this project with associated documentation.  Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.) 

8. Approval of Virtual Card Program and Limit – D. Owens

This item was deferred until the next Commission Meeting.

9. Agreement for Supplemental Utility Locating Services; Mears Broadband, LLC & BLVD, LLC – A. Burroughs

Mr. Burroughs advised that Georgia State law through the Georgia Utility Facility Protection Act (aka. GA

Dig Law) requires anyone using mechanized equipment to excavate, demolish or perform work within ten

feet of overhead power lines to properly apply for the location (marking) of existing utilities. This takes place

through the Georgia 811 “Call Before You Dig” system. As a registered utility owner, the Brunswick-Glynn

Joint Water & Sewer Commission (JWSC) must provide locate and marking of its facilities. The JWSC self

performs utility locates of the public water and sewer assets. JWSC locates are currently conducted by two

full time Locate/GIS staff members. By law, utility owners registered through GA811 must respond to all

locate requests within the legal or negotiated time frame; two business days for routine tickets, or by the

negotiated date for Large Projects which are one mile or greater in scope. LiveOak Fiber, LLC (LiveOak) is

a private utility company that is engaged in a project to comprehensively install new fiberoptic utilities

throughout all of Glynn County. Mears Broadband, LLC (Mears) is contracted by LiveOak to install a major

portion of this infrastructure with construction expected to continue through the end of 2024. Mear’s pace of

work and aggressive schedule in addition to the JWSC’s locate responsibilities for other projects has strained

the capabilities of JWSC Locate staff. Efforts to utilize JWSC Operational staff to supplement the locate

effort after hours has helped but another solution has proven to be necessary. Mears currently contracts with

BLVD, LLC (BLVD) for utility locating services on their installation projects. Mears proposes to utilize

BLVD to supplement existing JWSC water and sewer locate efforts, at no cost to the JWSC. The JWSC

would maintain primary responsibility for locate provision and would not relinquish ownership of response

to the GA811 system. The JWSC would provide BLVD with GIS mapping and documentation to aid in their

locate efforts, while BLVD would focus on keeping ahead on locates required for the LiveOak fiber

installation project. Staff has met with BLVD, reviewed their company’s abilities, and believe them to be

capable of the provision of locate services. Staff believes that BLVD may provide aid that could minimize

damage to the water and sewer assets, as well as allow the JWSC Locate staff to better maintain the balance

of other GA811 locate and GIS responsibilities.  The BOC approved a similar agreement with LiveOak

Fiber, LLC and Digital Concrete Imaging, LLC. in November 2023. JWSC Legal has reviewed the attached

contract and approves the content. Staff recommends the JWSC enter into a contract with Mears Broadband,

LLC and BLVD, LLC to supplement the JWSC utility locating efforts.

Commissioner Neal made a motion seconded by Commissioner Strickland that the Brunswick-Glynn Joint Water & Sewer Commission enter into contract with Mears, LLC and BLVD, LLC to perform supplemental utility locating at no cost to the JWSC. Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.)

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs provided the Commissioners with a brief update.

COMMISSIONERS’ DISCUSSION

CHAIRMAN’S UPDATE

The Chairman provided the Commissioners with a brief update and commended staff for their efforts.

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. 

Commissioner Ford made a motion seconded by Commissioner Strickland to adjourn the meeting.  Motion carried 6-0-1. (Commissioner Sabbe was absent from the meeting.) 

The Chairman adjourned the meeting at 2:28 p.m.