Commission Meeting Minutes – Thursday, November 17, 2022

Written by Janice Meridith on January 5, 2023. Posted in Commission Meeting Minutes.

For your consideration, please read the minutes from the Commission Meeting held on Thursday, November 17, 2022 at 2:00 p.m. in the Commission Meeting Room.

Commission Minutes 11-17-22 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 17, 2022 at 2:00 PM

COMMISSION MINUTES

PRESENT:

G. Ben Turnipseed, Chairman

Bob Duncan, Vice-Chairman

Charles Cook, Commissioner

Wayne Neal, Commissioner

Tripp Stephens, Commissioner

Chad Strickland, 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 Administrator

Jarrett Bridges, Turner & Associates Insurance

ABSENT:

Kendra Rolle, Commissioner

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

Commissioner Strickland 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.

COMMITTEE UPDATES

Facilities Committee – Chairman Turnipseed

Chairman Turnipseed reported that the Facilities Committee had met the previous day at 1:00 p.m. The committee approved an IGA with Glynn County regarding funding the water and sewer portion of the Village Drainage Project. The committee did not approve the paving for Rose Cottage Lane. The Perry Place easement and infrastructure dedication was approved to move to the full Commission along with two property acquisitions. The Water Production Report, WPCF Plant Flows Report, and Capital Project Report all show that JWSC is doing a good job and operating efficiently.

Finance Committee – Commissioner Duncan

Committee Chairman Duncan reported that the Finance Committee meeting was held on the previous day at 3:00 p.m. The committee reviewed and approved some same items as Facilities, in addition to endorsement and recommendation of Workers Compensation Insurance Renewal, surplus items, Christmas gift cards, and the On-Site Wellness Check agreement with SGHS. The Finance Committee unanimously did not approve the Paving of Rose Cottage Lane. The Financial Statement reflected that JWSC is on the right track and in good financial order.

Chairman Turnipseed requested a motion to excuse Commissioner Rolle from the Commission meeting due to her required attendance at another meeting.

Commissioner Stephens made a motion seconded by Commissioner Neal to excuse Commissioner Rolle from the Commission Meeting. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

APPROVAL

Minutes from the October 20, 2022 Regular Commission Meeting

Commissioner made a motion seconded by Commissioner to approve the minutes from the October 20, 2022 Regular Commission Meeting. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

Workers Compensation Insurance Renewal – Jarrett Bridges, Turner & Associates Insurance

Mr. Jarrett Bridges with Turner & Associates Insurance presented the 2023-2024 Workers Compensation Renewal Proposal to the Committee. The 2023 total estimated annual premium as proposed would be $224,339. This is a variance of $21,957, or a 10.8% increase from 2022. Mr. Bridges reviewed all pertinent historical data considered in preparation of this 2023 premium proposal.

Commissioner Duncan made a motion seconded by Commissioner Stephens to move that the full Commission accept the Workers Compensation Insurance Renewal for 2023. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

Declaration of Inventory/Equipment as Surplus – A. Burroughs

Mr. Burroughs advised that JWSC has three vehicles that are high mileage and in need of repairs. All three are no longer of use to the JWSC in its mission. Staff recommends declaration of the items above as surplus and authorizing their disposal in a manner most beneficial to the JWSC. The actual mileage of surplus vehicles will be provided in the future.

Commissioner Strickland made a motion seconded by Commissioner Stephens to move 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 Rolle was absent from the meeting.

IGA with Glynn County – Village Drainage Project Phase 2– A. Burroughs

Mr. Burroughs provided that Glynn County has bid out the Village Drainage Improvement Phase II Project. The JWSC agreed to finance the water and sewer portions of that project when it received funds from the County through the American Rescue Plan Act of 2021 (“ARPA”). This memorandum reaffirms the JWSC’s commitment to meet this obligation and provides the dollar amount of the project ($217,324.80). This amount will go toward necessary improvements to water and sewer infrastructure as allowed under the ARPA. Staff has reviewed the Memorandum of Understanding with Glynn County and finds it acceptable. The JWSC can and will assist with the funding of the necessary water and sewer portions of the Village Drainage Improvement Phase II project and the improvements will prove beneficial to the JWSC and the public.

Commissioner Stephens made a motion seconded by Commissioner Strickland to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the Memorandum of Understanding with Glynn County Regarding Financing of Water and Sewer Improvements for the Village Drainage Improvement Phase II with JWSC ARPA Funds and authorize the Chairman to execute the same. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

Paving Services for Rose Cottage Lane – A. Burroughs

Mr. Burroughs noted that the Facilities and Finance Committees were presented with this item, and it was not approved. He provided that JWSC has been attempting to receive quotes on a large asphalt repair due to completed work on St. Simons Island. The force main from Pump Station 2030 runs along Rose Cottage Lane and was installed approximately six years ago. The roadway has experienced trench settlement along the force main route. JWSC has paved a smaller section of the roadway in the past two years, but additional settlement has occurred outside of that existing patch. JWSC staff struggled to receive paving quotes for this area but was able to get two quotes for the work which includes approximately 1,300 linear feet of full width milling and resurfacing with 1.5 inches of asphalt along Rose Cottage Lane. Given the additional settlement that has occurred, staff believes it is appropriate to mill and repave the areas already patched to ensure a uniform product upon completion. Staff contacted paving contractors throughout southeast Georgia and northeast Florida to complete this work and received quotes from two (2) contractors. J. Hiers Company, Inc. quoted $87,750.00, and Allen Owens Construction and Paving, Inc.’s quote came in at $103,718.50. Mr. Burroughs also provided that this is a private right-of-way. The original patch was 400 feet and only in one lane. Commissioner Neal commented that had proper compaction been made the paving would not have failed. Commissioner Stephens stated his concern being if more roads failed in the future, is JWSC going to be responsible for paving those also.

Commissioner Neal made a motion seconded by Commissioner Duncan to move to defer this item until the next meeting when more information is available. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

Commissioner Strickland commented that he would like to see photos of the road area or a video.

Dedications of Easements and Infrastructure – T. Kline

Perry Place – Dedication of Infrastructure and Easement

Mr. Kline advised that the Owner of Record, Perry Place L.P., wishes to convey a water easement and dedicate sanitary sewer infrastructure. They have submitted legal documents to: 1) define and execute the transfer of ownership; and, 2) convey a water easement for access and maintenance. JWSC inspection records indicate the infrastructure was constructed to JWSC Standards, is functioning and is in acceptable condition. This includes the portion of sewer line installed. Staff recommends acceptance and approval of this dedication. Commissioner Stephens inquired as to the type of warranty does JWSC get. Mr. Kline responded the warranty period is 24 months from the date of acceptance on private infrastructure. In this case, only the portion of sewer main will be warrantied.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the Perry Place Dedication of Infrastructure Application and Water Easement. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

Christmas Gift Cards – D. Owens

Mr. Owens recalled for the Commissioners 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 2023 budget. The gift cards will be distributed on December 2, 2022, along with payroll. The staff of the JWSC recommended providing employees with a gift card in the amount of $75 to Walmart. Mr. Owens stated that the amount would have normally been $50, however due to the generosity of the Commissioners it has been increased to $75. The total number of cards would be 140, for a cost of $10,500.

Commissioner Duncan made a motion seconded by Commissioner Strickland to move that the Brunswick-Glynn Joint Water and Sewer Commission approve providing employees with a gift card in the amount of $75 to Walmart. The total number of cards would be 140, for a cost of $10,500. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

On-Site Employee Wellness Checks – A. Burroughs

Mr. Burroughs provided that in recent year, the JWSC has contracted with Southeast Georgia Health System to provide onsite wellness checks for employees who wish to participate. Staff has worked through First Coast Benefits Solutions to procure these services. SGHS will bring a mobile unit to the JWSC parking lot where employees can enter and receive a private wellness check at no cost to the employee. The JWSC will receive no information other than who has participated in the event. Participation makes the staff member eligible for a raffle for prizes yet to be determined. Based on the current staffing levels of 137 active employees, the maximum cost of these services is $7,745.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission enter into a contract with Southeast Georgia Health Systems for employee wellness checks for a not-to-exceed amount of $7,745. Motion carried 5-0-2. (Commissioner Stephens abstained due to his employment with SGHS. Commissioner Rolle was absent from the meeting.)

Property Acquisition – Exit 42 Elevated Storage Tank Site – A. Burroughs

Mr. Burroughs advised that the Brunswick and Glynn County Development Authority has property located near the intersection of Highway 99 and Interstate 95 that is ideally located for the construction of a water storage tank. The Development Authority has agreed to sell the JWSC the land required for the construction of the water storage tank. In exchange for the land, the Development Authority asks that the JWSC paint a logo on the water tank to the benefit of the Development Authority. The Development Authority will work with the JWSC to provide drawings of the logo to maintain the high standard of appearance of existing JWSC infrastructure. There will be no exchange of funds. The Development Authority logo is being provided in exchange for the parcel of land. Staff has reviewed the Intergovernmental Purchase Agreement with the Brunswick and Glynn County Development Authority and finds it acceptable. The JWSC can and will comply with any and all obligations under the Agreement and finds that the property will prove beneficial to the JWSC and the public as the location for a water storage tank.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission enter into the Intergovernmental Purchase Agreement with the Brunswick and Glynn County Development Authority for the purchase of property for the location of a water storage tank in exchange for painting a logo on the tank on behalf of the Brunswick and Glynn County Development Authority. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

Property Acquisition – Highway 17 North Pump Station Site – A. Burroughs

Mr. Burroughs stated that the JWSC is in need of a pump station located off Highway 17 near the Golden Shores subdivision. The owner of the subdivision has agreed to exchange the necessary land if the JWSC will agree to take over the possession and maintenance of the existing water and sewer infrastructure in the Golden Shores subdivision. The infrastructure is not currently up to code, however, with the addition of a new station on the exchanged parcel, the system will be acceptable. This new station will enable the JWSC to serve several nearby subdivisions and increase the customer base. The owner will exchange the land for JWSC taking over the current station as it is upon signing of the documents.

Commissioner Duncan made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission approve the purchase of the pump station parcel in exchange for taking over possession of the water and sewer infrastructure of Golden Shores and hereby authorize the Chairman to execute any and all documents necessary to complete the purchase. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs reminded the Commissioners that the JWSC Christmas luncheon will be held on Wednesday, December 7^th from 11:30 am until 1:30 pm at Howard Coffin Park. The Grits and Issues Breakfast will be held on Jekyll Island on December 9^th and JWSC has a table. There is one bid due before the next meeting, which the pre-bid will be held tomorrow, November 18^th. Mr. Burroughs wished everyone a Happy Thanksgiving.

COMMISSIONERS’ DISCUSSION

Commissioner Cook expressed his wishes for all JWSC to have a Happy Thanksgiving.

CHAIRMAN’S UPDATE

Chairman Turnipseed invited all the Commissioners to attend the December 7^th Christmas luncheon. He also commended staff members Kirk Young, Jason Vo, Andrew Burroughs, and Todd Kline on their participation at the GAWP Conference. The Chairman then expressed his wishes for everyone to have a Happy Thanksgiving.

EXECUTIVE SESSION- Personnel

Commissioner Stephens made a motion seconded by Commissioner Duncan to enter Executive Session to discuss Personnel. Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

Commissioner Neal had to leave the Executive Session at 3:32 pm for another commitment.

Return to Regular Session

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

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. (Commissioner Neal was absent for the vote. Commissioner Rolle was absent from the meeting.)

The Chairman adjourned the meeting at 3:45 p.m.