Commission Meeting Minutes – Thursday, November 16, 2023

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

Commission Minutes 11-16-23 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, November 16, 2023, at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

G. Ben Turnipseed, Chairman

Tripp Stephens, Vice-Chairman – via Teleconference

Charles Cook, Commissioner                                    

Clayton Watson, Commissioner – via Teleconference

Chad Strickland, Commissioner 

ALSO PRESENT:                  

Andrew Burroughs, Executive Director

Charles A. Dorminy, HBS Legal Counsel

LaDonnah Roberts, Deputy Executive Director

Pam Crosby, Director of Procurement

Todd Kline, Director of Engineering

David Owens, Director of Finance

 Janice Meridith, Executive Commission Admin.

 ABSENT:                               

Wayne Neal, Commissioner

Kendra Rolle, Commissioner                                   

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

Chairman Turnipseed provided the invocation and Commissioner Strickland 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

Justin Kelly Lewis – Water Distribution Operator Certification

Chairman Turnipseed presented Justin Lewis with his certificate for licensure as a Water Distribution Operator and congratulated him on his successful efforts.  Superintendent Derrick Simmons was also present to congratulate and recognize Mr. Lewis.

EXCUSAL FROM MEETING:

Commissioner Strickland made a motion seconded by Commissioner Cook to excuse Commissioner Neal and Commissioner Rolle from the meeting.  Motion carried 5-0-2.  (Commissioners Stephens and Watson voted “Yes”.  Commissioners Neal and Rolle were absent from the meeting.)

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed stated that the Facilities Committee met the previous day.  The Committee approved the following to be forwarded to the full Commission: ARCO Water & Sewer Improvements Project Change Order No. 3, Materials Testing Services for the Dunbar Creek WPCF Project, and the Digital Concrete Locate Agreement.  The Committee discussed the Exit 29 WPF and EST Project Design with Thomas & Hutton and decided Option #3 as presented was the best design option. The Water Production Report, WPCF Plant Flows Report, and the Capital Projects Report were all reviewed and indicate that JWSC’s facilities are doing very well.

Finance Committee – Commissioner Cook stated that the Finance Committee also met the previous day.  The Committee reviewed and approved the following for forwarding to the full Commission: The Workers’ Compensation Insurance Renewal (remaining with the same company); $100 Christmas gift cards for JWSC employees, and a contract for Dunbar Creek Materials Testing Services. The Committee reviewed the financial statement.  JWSC is doing well.  The sewer revenues have gone down due to Pinova.  Maturing of bonds was also discussed.

APPROVAL

1. Workers’ Compensation Insurance Renewal – Jeffrey Singletary / Jarrett Bridges

Mr. Bridges advised that at last year’s renewal, the JWSC experienced a 15.03% increase in workers’ compensation premium. For the current policy year, the workers compensation premium is $234,613. He explained that the experience mod has risen sharply as it is based upon a 24-month period that includes consecutive significant claims years. On a positive note, for the current policy year to date, total losses are at the lowest point since 2015-2016. Given the increase in experience mod for the Utility, Turner & Associates advised staff that it would be unlikely to receive more competitive pricing from a different carrier. National Liability & Fire provided a quote of $240,180 for the annual renewal ($5,567 above the current year premium).  This equates to a 2.37% increase in workers compensation insurance premiums. Staff has reviewed the marketing analysis provided by Turner & Associates and recommends purchasing workers’ compensation insurance coverage for the 2024-2025 policy year with National Liability & Fire in the amount of $240,180.   

Commissioner Cook made a motion seconded by Commissioner Strickland that the Brunswick-Glynn Joint Water and Sewer Commission approve the purchase of workers’ compensation insurance coverage with National Liability & Fire for policy year 2024-2025 in the amount of $240,180.  Motion carried 5-0-2.  (Commissioners Stephens and Watson voted “Yes”.  Commissioners Neal and Rolle were absent from the meeting.) 

2. Minutes from the October 19, 2023, Regular Commission Meeting

Commissioner Strickland made a motion seconded by Commissioner Cook to approve the minutes from the October 19, 2023, Regular Commission Meeting.  Motion carried 5-0-2.  (Commissioners Stephens and Watson voted “Yes”.  Commissioners Neal and Rolle were absent from the meeting.)

3.    Christmas Gift Cards – D. Owens

Mr. Owens advised that the Brunswick-Glynn Joint Water and Sewer Commission has in past years given employees a Christmas gift card as an expression of appreciation and thanks. The cost of the cards is included in the Fiscal Year 2024 budget.  The gift cards will be distributed on December 1, 2023, along with payroll. The staff of the JWSC recommends that the JWSC provide employees with a gift card in the amount of $100 to Walmart.  The total number of cards would be 135 for a cost of $13,500. The $100 is consistent with the current gift amount the City of Brunswick is providing to City employees.

Commissioner Cook made a motion seconded by Commissioner Strickland that the Brunswick-Glynn Joint Water and Sewer Commission approve providing employees with a gift card in the amount of $100 to Walmart.  The total number of cards would be 135 for a cost of $13,500.  Motion carried 5-0-2.  (Commissioners Stephens and Watson voted “Yes”.  Commissioners Neal and Rolle were absent from the meeting.) 

4. Contract Award – Dunbar Creek Construction Materials Testing Services – A. Burroughs

Mr. Burroughs advised that the BGJWSC has an ongoing project to rehabilitate portions of the Dunbar Creek WPCF.  As part of Change Order No. 3, the design-build contractor, BRW Construction, will be installing a third clarifier at the facility. BRW Construction currently subcontracts engineering services to Hussey Gay Bell for design services for the project. The design-build team is responsible for ensuring that constructed improvements meet the required performance specifications for the project. However, there are no clauses in the contract for special inspection services to be performed by a third party.  Staff spoke with the design-build team concerning the need for third party inspection of the clarifier construction and installation. Proper construction is critical to the long-term success of the new clarifier. The design-build team reached out to Terracon Consultants, Inc.  of Jacksonville to receive a quote for slab and soil testing services, concrete testing services, and auger cast pile installation inspections. The quote is for a budget of $34,190.00.  This project is funded from the proceeds of the Series 2021 bond issuance.

Commissioner Cook made a motion seconded by Commissioner Strickland that the Brunswick-Glynn Joint Water and Sewer Commission enter into a contract with a not-to-exceed budget of $34,190 with Terracon Consultants, Inc. for inspection and testing services for the clarifier construction at Dunbar Creek WPCF. Motion carried 5-0-2.  (Commissioners Stephens and Watson voted “Yes”.  Commissioners Neal and Rolle were absent from the meeting.) 

5. Change Order No. 3 – ARCO Water & Sewer Improvements – T. Kline

Mr. Kline briefly provided that the JWSC Staff received Change Order No. 3 for the ARCO Water & Sewer Improvements Project from Thomas & Hutton Engineering Co (EOR). The Contractor has requested that the remainder of the contract be paid on a monthly lump sum basis in accordance with the percentage of completion of the project; an additional 150 days to complete the contract for modifications and dealing with continued supply chain issues for additional materials; and, to place sewer lines South of 6th Street in alleyways instead of under paved roads, as originally contemplated. Mr. Kline noted that this is a no cost change order and will result in less disturbance to roadways, less costs in placing the sewer lines, and reduced length of lateral service lines that customers will be required to install to connect to the unified system. To prevent further change orders, streamline the construction and ensure completion of this project as intended, Staff recommends approval of Change Order No. 3 to the Arco Area Water & Sewer Extension to UWS, INC to allow for the requested changes in sewer line installation, the change to lump sum basis, and the extension of the contract time by 150 days.

Commissioner Cook made a motion seconded by Commissioner Strickland that the Brunswick-Glynn Joint Water and Sewer Commission approve Change Order No. 3 to Project #2016 ARCO Area Water & Sewer Extension to allow for the UWS, Inc. requested changes in sewer line installation, the change to lump sum payment basis, and the extension of the contract time by 150 days. Motion carried 5-0-2.  (Commissioners Stephens and Watson voted “Yes”.  Commissioners Neal and Rolle were absent from the meeting.)

6. Digital Concrete Locate Agreement – T. Kline

Mr. Kline provided that LiveOak Fiber, LLC (LiveOak) is a private utility company that is currently engaged in a project to comprehensively install new fiberoptic utilities throughout all of Glynn County. LiveOak has currently installed approximately 1.5 million linear feet of conduit, with a balance of 1.5 million linear feet left to install by the second quarter of 2024. This aggressive schedule of construction in addition to the routine locate requirements 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.  Mr. Kline briefly explained the “811” process. LiveOak currently contracts with Digital Concrete Imaging, LLC (DCI) for utility locating services on their current Glynn County fiber installation project. LiveOak proposes to utilize DCI 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 DCI with GIS mapping and documentation to aid in their locate efforts, while DCI would focus on keeping ahead on locates required for the LiveOak installation. This provides more locate staff to perform locates. Staff have met with DCI, reviewed their company’s abilities, and believe them to be capable of the provision of locate services. Staff believes that DCI 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. Live Oak has agreed to cover all costs. JWSC will not be held responsible for any missed locates or incorrect locates.

Commissioner Cook made a motion seconded by Commissioner Strickland that the Brunswick-Glynn Joint Water and Sewer Commission enter into a contract with Digital Concrete Imaging, LLC and LiveOak Fiber, LLC to perform supplemental utility locating at no cost to JWSC.  Motion carried 5-0-2.  (Commissioners Stephens and Watson voted “Yes”.  Commissioners Neal and Rolle were absent from the meeting.) 

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs reminded the Commissioners that the JWSC annual Christmas luncheon will be held on December 6 at Howard Coffin Park and invited them to join us at 11:30 a.m. The Grits & Issues breakfast has been postponed and moved to April 2024.  Mr. Burroughs wished everyone a Happy Thanksgiving. 

COMMISSIONERS’ DISCUSSION

There was no additional discussion.

CHAIRMAN’S UPDATE

The Chairman thanked the staff for all their hard work.  He then thanked Commissioners Stephens and Watson for joining the meeting via teleconference in order to make a quorum.

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 Cook made a motion seconded by Commissioner Strickland to adjourn the meeting. Motion carried 5-0-2.  (Commissioners Stephens and Watson voted “Yes”.  Commissioners Neal and Rolle were absent from the meeting.) 

The Chairman adjourned the meeting at 2:30 p.m.