For your consideration, please read the minutes from the Commission Meeting held on October 19, 2017 at 2:00 pm.

Commission Minutes 10-19-17 with Attachments

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

Brunswick-Glynn County Joint Water and Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Thursday, October 19, 2017 at 2:00 PM 

COMMISSION MINUTES 

PRESENT:                             

Donald M. Elliott, Chairman

Clifford Adams, Vice-Chairman

Cornell L. Harvey, Commissioner

Mike Browning, Commissioner

Steve Copeland, Commissioner

David H. Ford, Commissioner 

ALSO PRESENT:                 

Jimmy Junkin, Executive Director

Charlie Dorminy, Legal Counsel HBS

Thomas A. Boland, Sr., Deputy Director

Todd Kline, Director of Engineering

Pam Crosby, Director of Procurement

John D. Donaghy, Director of Finance

Jay Sellers, Director of Administration

Cindy Barnhart, T.S.I. 

ABSENT:                               

Robert Bowen, Commissioner                         

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

Chairman Elliott requested a motion to add a presentation regarding Bond Issue by Courtney Rogers of Davenport & Company, LLC to the agenda.

Commissioner Copeland made a motion seconded by Commissioner Adams to add the presentation to the agenda.  Motion carried 5-0-2.  (Commissioner Bowen and Commissioner Harvey were not present for the vote.)

Chairman Elliott provided the invocation and Commissioner Copeland led the pledge.

PUBLIC COMMENT PERIOD

Chairman Elliott opened the public comment period.

There being no citizens for public comment, Chairman Elliott closed the public comment period. 

PRESENTATION

Employee Recognition – Jimmy Junkin, Executive Director / Cindy Barnhart, T.S.I.

Charles Lee Bell was presented with his Waste Water Collection System Operator Certificate by Jimmy Junkin and Cindy Barnhart from T.S.I.

Willie James Walker, Jr. was presented with his Water Distribution Operator Certificate by Jimmy Junkin and Cindy Barnhart from T.S.I. 

Chairman Elliott then requested a motion to excuse Commission Bowen from the Commission Meeting.

A motion was made by Commissioner Adams and seconded by Commissioner Browning to excuse Commissioner Bowen from the October 19, 2017 Commission Meeting.  Motion carried 5-0-2.  (Commissioner Bowen and Commissioner Harvey were not present for the vote.) 

PRESENTATION

Davenport & Company, LLC – Courtney Rogers

Mr. Courtney Rogers of Davenport & Company, LLC presented the “Comprehensive Financial Review, Preliminary Plan of Finance and Recommended Financial Policies” to the Commission.  Davenport & Company, LLC is a financial advisor for the Commission.  This report was prepared as part of their review of the financial health of the Commission.  Within Mr. Rogers’ presentation he: Provided an overview of current market conditions; Discussed Financing Process; Reviewed key drivers to a credit rating; Reviewed key characteristics that constitute a highly regarded, credit worthy Utility System; Discussed comparatives with peer Utility Systems; Reviewed the Commission’s financial trends; Reviewed the Commission’s currently outstanding debt; Reviewed the Commission’s Capital Improvement Program; Discussed the upcoming Plan of Finance; and Recommended potential Financial Policies.  The presentation was concluded with the proposed next steps and the preliminary timetable for milestones. 

COMMITTEE UPDATES

Compliance & Legislative Committee – Commissioner Browning

There was no update at this time.

Facilities Committee – Commissioner Adams

There was no update at this time.

Finance Committee – Chairman Elliott

Chairman Elliott updated the Commission that the Finance Committee did meet on Wednesday, October 18.  Items discussed in that meeting would be presented during this Commission meeting.

Human Resources & Safety Committee – Commissioner Harvey

There was no update at this time.

 Public Information & Customer Relations Committee – Commissioner Copeland

There was no update at this time. 

APPROVAL

1. Minutes from the October 5, 2017 Regular Commission Meeting

Commissioner Browning made a motion seconded by Commissioner Harvey to approve the minutes from October 5, 2017 Regular Commission Meeting.  Motion carried 6-0-1. (Commissioner Bowen was absent for the vote.)

Minutes from the October 5, 2017 Executive Session

Commissioner Browning made a motion seconded by Commissioner Adams to approve the minutes from October 5, 2017 Executive Session.  Motion carried 6-0-1 (Commissioner Bowen was absent for the vote.)

3. PS 4048 Forcemain Improvements Change Order #1 – T. Kline

Todd Kline presented the recommendation for Change Order #1 for the PS 4048 Forcemain Improvements Project. He provided the background information and noted the project is located along Lee and Fifth Streets in Glynn County and the City of Brunswick.  Referencing Exhibit “A”, a map of the project area, he explained that the project involves the installation of approximately 3,200 LF of 24-inch HDPE sanitary sewer force mains, installation of manholes, replacement of asphalt pavement, and erosion and sedimentation controls.  Mr. Kline continued to note that the change order includes miscellaneous items such as a message board for public notification/information, the Sewper coat lining of two manholes downstream of the receiving manhole and installation of miscellaneous fittings.  He added that the bulk of this change order involves the installation of an HDPE receiving manhole, and that Hussey Gay Bell has reviewed the proposed change order and provided a letter of recommendation, Exhibit “B”.  He continued to advise the Commission that the original project design included the installation of a precast manhole at the tie-in point on Fifth Street, and that JWSC staff proposed the installation of a HDPE manhole in lieu of a precast manhole.  Mr. Kline advised that the benefits of a HDPE manhole would be the life expectancy of the structure being greater to that of a precast structure and that HDPE does not require a protective coating to be applied unlike precast which requires a coating to protect from H2S gasses.  He added that the Contractor, TB Landmark Construction, Inc. has submitted for approval of additional expenses to properly install the HDPE manhole in lieu of the precast manhole and referenced Exhibit “C”.  Also noted was that Systems Pumping & Maintenance has acknowledged that they will utilize the precast structure purchased through the contractor for a future project.  Mr. Kline advised that staff has reviewed the change order for justification and recommends approval of the additional project costs as proposed by TB Landmark Construction, Inc.  There was some additional discussion regarding the change order and clarification as to the purpose of the change order, along with other important advantages and details.

Commissioner Ford made a motion seconded by Commissioner Adams to approve the Executive Director to facilitate the additional work to properly install the HDPE manhole as presented for the total additional amount of $51,060.90 to be processed as a Contract Change Order.  Motion carried 6-0-1.  (Commissioner Bowen was absent for the vote.)

DISCUSSION

1. Water Production Report – J. Donaghy

John Donaghy presented the Water Production Report to the Commission.  He displayed a visual chart of “Billed vs. Unbilled Water Consumption” as prepared on Open Gov.  He noted that the unbilled water represents that such as water used by the fire department, water used by BGJWSC flushing lines, etc.  Mr. Donaghy added that the water used in flushing lines is metered and he will be able to include this on the report at a point in the future.  The charts will be placed on the BGJWSC website in the future also.  Chairman Elliott questioned providing the fire department with meters to measure the water they use.  Staff advised that the fire department has been given meters to use in the past, but this affect the flow, measure, and other issues.  There was further discussion regarding variations noted between different months and what the possibilities were that could have caused those variations.

2. Hurricane Irma Storm Expenses – J. Donaghy

John Donaghy advised that this data is still being compiled.  There was an approximate $400K of staff costs and estimated $108K of accumulated other expenses.  The Commission requested preliminary numbers at the next Facilities Committee Meeting. 

3. September Month End Financial Comparative – J. Donaghy

John Donaghy presented the September Month End Financial Statements to the Commission.  He began by noting that the cash balances had dropped and there was also a reduction in accounts payables to vendors and that this often depends on what day it is and when checks have been cut to pay vendors.  Mr. Donaghy mentioned that another $370K had been received in SPLOST funding, for a total of about $1.6M received.  He moved on to discuss the Combined Revenue and Expenditure statements for the three month period, and noted the water and sewer revenues.  The Planning & Construction fees are to be researched and those numbers gathered from time sheets and records.  The Overtime Report and also the Project Report were also reviewed.  There was some added discussion regarding the Project Report and budgeting of projects and how the numbers are applied.  Mr. Donaghy then provided some examples of reports that are currently in progress and being worked on via Open Gov.  These will be visual reports and trends will be easily noted.  He then discussed the breakdown between commercial and residential tap fees collected during this year.

EXECUTIVE DIRECTOR’S UPDATE

There was no update at this time. 

CHAIRMAN’S UPDATE

There was no update at this time.

EXECUTIVE SESSION

Commissioner Adams made a motion seconded by Commissioner Harvey to adjourn into Executive Session to discuss potential litigation issues.  Motion carried 6-0-1 (Commissioner Bowen was absent for the vote).

The Chairman stated that there will be no vote after the Executive Session.

Return to Regular Session.

Commissioner Copeland made a motion seconded by Commissioner Adams to return to the Regular Meeting.  Motion carried 6-0-1 (Commissioner Bowen was absent for the vote).

Commissioner Copeland made a motion seconded by Commissioner Ford to adjourn the Meeting.  Motion carried 6-0-1 (Commissioner Bowen was absent for the vote).

There being no additional business to bring before the Commission, Chairman Elliott adjourned the open meeting at 4:13 p.m.