Commission Minutes – December 3, 2015

For your consideration, please review the minutes for the Commission Meeting from December 3, 2015:

BGJWSC_Commission_Meeting_Minutes_December_3,_2015

To read the minutes, please open or download the pdf from the link above or you may see more below:

PRESENT:                           

Donald M. Elliott, Chairman

Clifford Adams, Commissioner

Thomas Boland, Commissioner

Allen Booker, County Commissioner

Ronald Perry, Commissioner

John A. Cason, III, City Commissioner

David H. Ford, Commissioner                                       

ALSO PRESENT:                

Stephen A. Swan, Executive Director

John D. Donaghy, Director of Administration

Charles A. Dorminy, Legal Counsel

Chairman Elliott called the meeting to order at 2:00 PM. Commissioner Perry provided the invocation, and Chairman Elliott let the pledge.

PUBLIC COMMENT PERIOD

There being no citizens that wished to address the Commission, Chairman Elliott closed the Public Comment Period.

PRESENTATION

Employee Recognition – Amy McKim / Commissioner Cason / Steve Swan

The Georgia state Board of Examiners for certification recognizes Ray Anthony Marsh for obtaining his Wastewater Operator Class 1 License.

COMMITTEE UPDATES

Communications & Customer Service Committee – Commissioner Ford

There was nothing new to report at this time

Economic Development Committee – Commissioner Elliott

There was nothing new to report at this time

Facilities Committee – Commissioner Perry

There was nothing new to report at this time

Finance Committee – Commissioner Elliott

Human Resources Committee – Commissioner Cason

Commissioner Cason shared the meeting details which included a guest speaker on Atlanta Capital Group on Retirement plan options and the fiduciary changes, continuing education speaker from Troy Univ., and the development of entry level positions.

Legislative Committee – Commissioner Boland

Commissioner Boland stated the legislation is moving forward to Atlanta.

APPROVAL

Minutes from the November 5, 2015 Regular

Commissioner Perry made a motion seconded by Commissioner Cason to approve the minutes from the November 5, 2015 Regular Meeting. Motion carried 7-0-0.

Minutes from the November 5, 2015 Executive Session Meeting.

Commissioner Perry made a motion seconded by Commissioner Cason to approve the minutes as amended from the November 5, 2015 Executive Session. Motion carried 7-0-0.

Executive Directors Contract Renewal – Commissioner Boland

Commissioner Boland discussed the renewal of the Executive Directors Contract is due February 25, 2016. Mr. Dorminy explained the amendments to his contract and the floor was opened up for discussion.  There were no further comments.

Commissioner Boland made a motion seconded by Commissioner Perry to renewal the Executive Directors contract as it is presently stated without any changes. Motion approved 5-2-0 (Commissioner Booker and Commissioner Ford casting the opposing votes).

Safety Equipment Policy Document – J. Singletary

It was noted that item Safety Equipment Policy Document was deferred until a later time. Mr. Swan stated the Safety & T.O.E.S. committee needs to review and should be complete and in place within the next 3 months.

MOU (JWSC / Glynn County) Canal Crossing Contract Modifications – T. Kline

Mr. Kline summarized the memorandum for the Canal Crossing Water & Force Main Improvements MOU with Glynn County BOC. He stated that currently Glynn County is under contract with an asphalt company for roadway and drainage improvements on Canal Road.  There will be a relocating of an existing 12” JWSC water main and an existing 6” JWSC force main at their cost. The staff recommends entering into an agreement with Glynn County to include additional materials and workmanship to meet growing water and sewer demands in this location.  It was noted that Glynn County has not yet approved the MOU.

Commissioner Boland made a motion that the BGJWSC approve the form of the attached Memorandum of Understanding to facilitate the installation of the above described water and wastewater system improvements, to be signed and executed by the Executive Director, Chairman, Glynn County Manager and Chairman of the Glynn County Board of Commissioners.

There was further discussion regarding the price and a concern that it was left out of the MOU and not clear. The price will be known and agreed upon prior to beginning the work. This will go through the Facilities Committee, Finance Committee, and the full Commission. There was further discussion regarding the unspoiled land that will not be touched during this project.

Commissioner Cason Seconded the motion. Motion approved 7-0-0.

MOU (JWSC/FLETC) Allow Contractor access to perform Prebid surveys – C. Dorminy.

The MOU has not been received from FLETC as of yet. There is discussion with their attorney and there is proper channels and the easement and funding.  JWSC currently has as RFP out for this project.  Mr. Dorminy updated the Commissioners and stated we are in contact with a contractor to map out the area.  Both FLETC and JWSC purchasing departments are planning to get together.  It is requested by both parties to have three professional bidders for the project.  The Memorandum of Understanding is for bidding purposes on how the three contractors will access FLETC.

 JWSC Proclamation to EPA/EPD, Hercules, Ashland for Superfund Site Exposure – Commissioner Cason

Commissioner Cason and Mr. Swan stated there will be a Public Comments period to meet on December 8^th with EPD and EPA on the Terry Creek Superfund site.  Charlie Dorminy stated this is a proclamation encouraging Hercules to move forward without delay.  Mr. Swan stated our concern about the drinking water and all are encouraged to attend and support the clean-up.  The letter to EPA in October was discussed.  JWSC has a contractual agreement to the public to provide drinking water and there is responsibility to take steps. Commissioner Ford stated concern that this could involve JWSC in politics.

Commissioner Booker made a motion and Commission Cason second to authorize the Chairman to compose a letter addressing the Hercules Remediation. Motion approved 6-1-0 (Commissioner Ford casting the opposing vote).

Multi-year Contract Extensions – P. Crosby

Mrs. Crosby updated the Commissioners on the Contract Extension Options and explained the terms. The following vendors and their services were discussed:

Banking Services, BB&T                   Bill Printing, Inserting & Mailing, Pinnacle Data

Debt Collection, Penn Credit             HR Admin & Mgmnt, Teamwork Services, Inc.

Uniforms, Cintas                                Risk Management, McGinty Gordon & Associates

Commissioner Perry made a motion seconded by Commissioner Booker to exercise contract extensions as provided by the purchasing director. Motion approved 7-0-0.

DISCUSSION

Commissioner Boland made a motion seconded by Commissioner Perry to move item # 1 Multi-Year Contract Extensions under Discussion to Approval item #7. Motion approved 7-0-0.

 Harrington Sewer Collection Status – S. Swan

Mr. Swan updated the Commissioners on the Harrington Sewer Collection Status. A map was used to provide details and help explain the issues N. Harrington.  This is being addressed with ATM / Four Waters and our engineering staff and it was noted this is not the only area with this type of issue.  There was additional discussion on low pressure systems and force mains and the old system.

EXECUTIVE DIRECTOR’S UPDATE

Master Plan update is to complete the meetings with City and County Commissioners. Brookman is being completed. The Master Plan should be ready after January 1^st.

• Port Fire insurance paid $13,634.
• December 8^th meeting with EPA & EPD on the Terry Creek Operable Superfund Site.
• WRMAC meeting to pursue funding for the study.
• The Cityworks is moving well. Lisa Burns and Bill Milner have worked hard and it’s paying off. January 1^st we should be going live with all departments
• December 11^th the employee luncheon will be at Howard Coffin Park.
• The burner at Academy Creek will be complete in next 30 – 45 days.
• Property on Gloucester – accepting all proposals to review.

 EXECUTIVE SESSION

Commissioner Cason made a motion seconded by Commissioner Boland to close the regular meeting and adjourn to Executive Session to discuss potential litigation.  Motion carried 7-0-0.

Back in Session

Commissioner Boland made a motion seconded by Commissioner Booker to authorize John Donaghy, Director of Administration, to issue a check to settle a Workman’s Compensation matter. Motion carried 7-0-0.

There being no additional business to bring before the Commission, Chairman Elliott adjourned the open meeting at 4:05 pm.