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Commission Meeting Minutes – Thursday, October 20, 2022

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

For your consideration, please read the minutes from the Commission Meeting held on Thursday, October 20, 2022 ta 2:00 p.m. in the Commission Meeting Room.

Commission Minutes 10-20-22 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, October 20, 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

Christa Free, Procurement Coordinator 

ABSENT:                               

Kendra Rolle, Commissioner 

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

Commissioner Neal 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 the rehabilitation of Glynn Place Mall and Oglethorpe elevated storage tanks, the inspection services for those rehabilitated tanks, engineering services for Brunswick Villa sewer extension, Administration building painting, the Arco Project Change Order No. 1, and the paving for the PS2002 Force Main Project.

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 accepted the FY2002 Mauldin & Jenkins Financial Audit Report along with the projects approved by the Facilities Committee.  The financials indicate that sales are up over budget, while the investment market is trending negatively.

Chairman Turnipseed requested a motion to excuse Commissioner Rolle from the Commission meeting due to her required attendance at the Homeless Summit for Glynn County.

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

APPROVAL

  1. Minutes from the September 15, 2022 Regular Commission Meeting

Commissioner Stephens made a motion seconded by Commissioner Strickland to approve the minutes from the September 15, 2022 Regular Commission Meeting.  Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

  1. FY 2021-2022 Financial Audit Presentation/Acceptance – D. Owens

Mr. Owens provided that Mauldin & Jenkins had completed the Fiscal Year 2021-2022 Financial Audit.  An unmodified report was issued with no concerns or issues.  The audit was found to be acceptable to be released to the public.  The Yellow Book Report which deals with internal controls was also acceptable.

Commissioner Duncan made a motion seconded by Commissioner Strickland to move that the full Commission accept the audited financial report for the Fiscal Year ended June 30, 2022 and authorize its release to the public and reporting agencies.  Motion carried 6-0-1.   (Commissioner Rolle was absent from the meeting.)

  1. Contract Award – Glynn Place Mall and Oglethorpe Elevated Storage Tanks Rehabilitation Project – A. Burroughs

Mr. Burroughs provided that the Invitation for Bid on the Elevated Storage Tank Rehabilitation for Glynn Place Mall and Oglethorpe Sites was released on September 1, 2022.  The scope of work entails construction related to the repair and painting of two elevated storage tanks.  The tanks will be taken down to bare metal and repainted.  A pre-bid conference was held on September 20, 2022, resulting in four bids received of which all included the cost of extra as-needed work items and a bid alternate for a higher quality finish coat.  The extra work items would be charged out as needed.  Staff recommended awarding a contract for the rehabilitation of both the Glynn Place Mall and Oglethorpe tanks to Tank Pro in the amount of $1,396,617.00 and moving forward with the alternate items as well. Both tanks will have the JWSC logo on them.

Commissioner Cook made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract in the amount of $1,396,617.00 to Tank Pro, Inc. for the Elevated Storage Tank Rehabilitation project for the Glynn Place Mall and Oglethorpe sites.  Motion carried 6-0-1.  (Commissioner Rolle was absent from the meeting.

  1. Contract Award – Inspection Services EST Painting – A. Burroughs

Mr. Burroughs stated that this contract award is for the inspection services for the rehabilitation of the Glynn Place Mall and Oglethorpe elevated storage tanks as approved in the previous agenda item.  Chapman Technical Services has provided ongoing inspection services for all JWSC elevated and ground storage tanks for several years.  Through these inspections, the JHWSC has been able to effectively prioritize tanks for maintenance and rehabilitation.  Given Chapman’s familiarity with the elevated storage tanks that are being rehabilitated, staff solicited a proposal from Chapman to perform construction inspection services while the tanks are being rehabilitated.   Tank inspection services are a specialty service and Chapman brings considerable experience in providing these services.  JWSC staff recommends awarding a contract for construction inspection services for both the Glynn Place Mall and Oglethorpe tank rehabilitations in the amount of $27,000.00.  Mr. Burroughs also noted that this cost is a reduction of $2,500 in inspection costs in comparison to the most recent tank rehab inspection contract.

Commissioner Stephens made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract in the amount of $27,000.00 to Chapman Technical Services, LLC for construction inspection services for the Elevated Storage Tank Rehabilitation for the Glynn Place Mall and Oglethorpe sites.  Motion carried 6-0-1.  (Commissioner Rolle was absent from the meeting.)

  1. Contract Award – Engineering Services for Brunswick Villa Area Sewer Extension Project – A. Burroughs

Mr. Burroughs advised that the Brunswick Villa area of Glynn County encompasses the neighborhoods and streets off Townsend Street between Altama Avenue and the railroad spur.  There are approximately 200 homes and businesses in the area without access to public sewer.  The area does have access to public water, although an analysis needs to be completed to determine if there are any necessary fire flow improvements.  The Request for Proposals was released on September 2, 2022 with a pre-proposal teleconference held on September 22, 2022.  Six proposals were received of which a three-member panel reviewed and scored each proposal.  Kimley-Horn and Associates, Inc. was the highest scoring proposal at 93.  One item that was included in this proposal is full-time construction inspection services. Mr. Burroughs stated that in recent years, most JWSC projects have included construction inspections by the consultant capped at a budget of 20 hours per week of construction. This proposal includes full-time construction phase services at a budget of 40 hours per week of estimated construction.  He added that the 40 hours of inspection services provided will allow JWSC staff to be working at other jobs.  Staff recommended awarding a contract for engineering and construction phase services for Brunswick Villa Area Sewer Extensions to Kimley-Horn and Associates, Inc., in the amount of $486,780.  The amount and timeline for completion of services is in line with staff estimates.  The proposal submitted by Kimley-Horn and Associates provided preliminary evaluations for gravity and low-pressure sewer options, a commitment to responsiveness and timeliness during the engineering process and had experienced inspections staff prepared to handle the full-time workload.  The engineering contract for production of a bid ready package will be 180 days.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract in the amount of $486,780.00 to Kimley-Horn and Associates, Inc. for engineering and construction inspection services for the Brunswick Villa Area Sewer Extensions project.  Motion carried 6-0-1.  (Commissioner Rolle was absent from the meeting.)

  1. Contract Award – Administration Bldg. Painting Services – A. Burroughs

Mr. Burroughs advised that as a part of the FY2023 Capital Projects Plan, funds were budgeted to make improvements to JWSC facilities.  Improvements are to be made to the Academy Creek warehouse, the Harrington warehouse, and the Administration Building.  These were to be handled through smaller contracts due to the disparate nature of the improvements.  JWSC obtained estimates for labor and materials to repair stucco issues and painting of the Administration Building located at 1703 Gloucester Street.  Mr. Burroughs noted that C. Merrill Construction is the contractor currently performing the renovation construction services for the new Glynn County Elections Board offices located in the old CVS portion of this building, and they also provided the best quote for repairing and painting of the JWSC portions.

Commissioner Stephens made a motion seconded by Commissioner Neal to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract in the amount of $30,000.00 to C. Merrill Construction for stucco repair and painting services for the Administration Building.  Motion carried 6-0-1.  (Commissioner Rolle was absent from the meeting.)

  1. Change Order No. 1 – Arco Water & Sewer Improvements Project – T. Kline

Mr. Kline highlighted the project background and provided that JWSC received and reviewed Change Order No. 1 recommendation letter from Thomas & Hutton Engineering Co. (EOR).  He noted that the bulk of this change order is around water line.  The Contractor has requested additional funding in the amount of $166,003.78 to install an additional 2,600 linear feet of 8-inch PVC water main that was shown on the plans but omitted from the original bid form.  The Contractor provided a materials-only increase of $5.42 per linear foot above the original bid unit cost.  The request also includes three new items: six-inch gravity main to facilitate shared extension to two properties; flowable fill for roadway repair at Glynn County designated critical intersections; and clearing and grubbing to accommodate the sewer re-design made possible through the acquisition of easements which will remove quantities of roadway replacement from the contract.  A net savings in these items is expected and would be quantified once the re-design option is complete.  The Contractor has also requested an additional 135 days of contract time due to supply chain delays for manhole structures/materials, permitting, sewer re-route design changes and easement acquisition.  To prevent additional delays and ensure water service is extended to all residents as originally intended, Staff recommends approval of the Contractor’s request for additional funding and time extension to the construction contract in the amount of $166,003.78 and 135 days.  Commissioner Cook inquired how much of an increase this was in price, and Mr. Kline replied this was a 12% increase from the original price.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water and Sewer Commission recommend approval of Change Order No. 1 to the Arco Area Water and Sewer Extension to UWS, INC to increase the contract amount by $166,003.78 and contract time by 135 consecutive calendar days.  Motion carried 6-0-1. (Commissioner Rolle was absent from the meeting.)

  1. Declaration of Inventory/Equipment as Surplus – A. Burroughs

Mr. Burroughs stated that JWSC has a 2003 Ford Ranger and 136 SCADA telemetry control units that staff recommends being declared as surplus in order to dispose of them in the appropriate manner.  The truck will be posted for sale on GovDeals.  The SCADA control units will be donated/sent to and utilized by the community of Bonita Springs on the coast of Florida that was hit by Hurricane Ian resulting in their systems being down.

Commissioner Duncan made a motion seconded by Commissioner Cook 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.)

  1. Contract Award – Paving Services for PS 2002 Force Main Replacement – A. Burroughs

Mr. Burroughs advised that Pump Station 2002 is located on Arnold Road near the intersection with Ocean Boulevard.  The existing force main leaving the station has reached the end of its useful life and needs replacement.  JWSC construction crews intend to self-install approximately 1,000 feet of 12-inch PVC force main from the station to the intersection with Demere Road beginning October 31, 2022.  JWSC staff will use a “rolling” process to not close the entire road by temporarily patching the open cut sections each day with cold mix and maintaining one lane of travel throughout the project.  Once the work is completed, it will be necessary to mill the patches and fully repave Arnold Road.  Staff contacted paving contractors throughout southeast Georgia and northeast Florida to complete this work and received quotes from two contractors, Allen Owens Construction and Paving, Inc. and Platinum Paving and Concrete.  Allen Owens Construction and Paving provided the lower cost and was able to commit to the job on November 14th.

Commissioner Stephens made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn Joint Water and Sewer Commission award a contract in the amount of $95,375 to Allen Owens Construction and Paving, Inc. for paving of Arnold Road due to the Pump Station 2002 Force Main Replacement Project.  Motion carried 6-0-1.

EXECUTIVE DIRECTOR’S UPDATE

Mr. Burroughs stated that the low-income housing water assistance has provided $349,500 to past due accounts.  Pump Stations 3101, 4001 and 4002 will be bid in two weeks.  Mr. Burroughs also advised that Distribution Division earned the Gold Award.

COMMISSIONERS’ DISCUSSION

Commissioner Duncan reminded all to vote on the current SPLOST and future funds for JWSC residents.

CHAIRMAN’S UPDATE

Chairman Turnipseed commented that Valdosta wants to speak to JWSC staff about SCADA and pump stations.  He also congratulated Distribution on the Gold Award.  The Finance staff was also congratulated for a clean audit.

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

The Chairman adjourned the meeting at 2:48 p.m.