Facilities Committee Meeting Minutes Thursday, July 11, 2019

For your consideration, please read the minutes from the Facilities Committee Meeting held on Thursday, July 11, 2019 at 11:00 a.m.

Facilities Committee Minutes 7-11-19 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 & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Thursday, July 11, 2019 at 11:00 AM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, Commissioner

Andrew Burroughs, Interim Executive Director

ALSO PRESENT:                 

Donald Elliott, Commissioner

Cornell L. Harvey, Commissioner

Todd Kline, Director of Engineering

 Janice Meridith, Exec. Commission Administrator

 ABSENT:                               

Steve Copeland, Commissioner

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

 Pamela Permar-Shierling, The Islander

Chairman Turnipseed called the meeting to order at 11:00 AM.

Chairman Turnipseed provided the invocation.

PUBLIC COMMENT PERIOD

There being no citizens that wished to address the Committee, Commissioner Turnipseed closed the Public Comment Period.

APPROVAL

1. Minutes from Facilities Committee Meeting June 19, 2019

Commissioner Duncan made a motion seconded by Chairman Turnipseed to approve the minutes from the Facilities Committee Meeting held on June 19, 2019.  Motion carried 2-0-1. (Commissioner Copeland was absent for the vote.)

2. Scarlett Federal Building, Old Easement Abandonment, New Easement Acceptance, and Grant of Encroachment – A. Burroughs

Andrew Burroughs provided an overview of the Scarlett Federal Building on Egmont Street and advised that the contractor performing the work had extended the building improvements construction over an existing water main.  Even though an agreement was in place for the relocation of the water main, the contractor JK Lockwood Construction refused to relocate the water main prior to beginning the work.  Mr. Burroughs noted that JWSC had to file a stop work order and the contractor finally stopped the construction and the water main was relocated.  The final survey indicated that the wall Lockwood constructed after the relocation extended farther than planned and encroached about 4 feet into the new easement area.  Mr. Burroughs provided that at this point there is no effect on the water main.  He advised that JWSC, in addition to the old easement abandonment and granting of the new easement, finds it necessary to grant the General Services Administration (GSA) an encroachment and he provided a copy of the survey and agreement for consideration.

Chairman Turnipseed made a motion seconded by Commissioner Duncan to move that the Facilities Committee approve that Scarlett Federal Building Easement Abandonment and Easement, and approve the subsequent Encroachment Agreement, and authorize the Chairman to execute the same and that these approvals be forwarded to the full Commission for approval.  Motion carried 2-0-1. (Commissioner Copeland was absent for the vote.) 

3. Altama Avenue CIPP Project Approval– A. Burroughs

Mr. Burroughs provided that JWSC has several crossings under Altama Avenue of which some have been TV’d and found to be very tuberculated.  He added that given the issues and possible problems staff is requesting to do a two-step process.  The first step will be to clean and TV the crossings under Altama to determine if they need to be CIPP repaired, and he added that the budget request would for the case of if all the lines need to be repaired.  Lines that run parallel to Altama Avenue have been TV’d and those found to be in poor condition will also be CIPP repaired.  Mr. Burroughs provided a project estimate for the cleaning, CCTV work and CIPP repair of the Altama Avenue lines of $623,074.03, including a 15% contingency.  He also presented a Gantt chart timeline of the proposed project schedule which included the Altama Avenue lines and also the lines at Sea Palms which were previously TV’d and are in need of CIPP repair.  Staff determined that it would be best to put out combined bid specs for the two projects together for the benefit of economies of scale.  Sea Palms CIPP repair would be done first.  The Altama lines can be TV’d at that same time, and then CIPP repaired after.  Mr. Burroughs noted that based on the schedule as presented the project work can be expected to be completed in February of 2020.  He added that the budget request for the Altama Avenue portion would be $625,000.00 and that the Sea Palms budget of about $561,000.00 is coming from the SPLOST V funding previously transferred to JWSC.  The combined budget total is $1,186,000.00. 

Commissioner Duncan made a motion seconded by Chairman Turnipseed to move that the Facilities Committee approve project funding in the amount of $625,000.00 for the Altama Avenue CIPP Project and that this project funding approval be forwarded to the full Commission for approval contingent upon Finance Committee approval. 

Chairman Turnipseed requested that Todd Kline provide maps showing the locations of the lines for rehabilitation.

Commissioner Harvey inquired where the funding would come from for the Altama Avenue portion and Mr. Burroughs advised the funding would come from R&R Reserves, and that the funding for the two projects would be tracked separately and appropriately.

Commissioner Duncan noted his appreciation for the level of detail that was presented in the project estimate and the project schedule, and commented that this level of information and granularity builds confidence in supporting these projects.

Mr. Burroughs mentioned that this is the format to be used moving forward for all project requests. 

Motion carried 2-0-1.  (Commissioner Copeland was absent for the vote.)

4. PS4105 Basin Expansion Project Approval – A. Burroughs

Mr. Burroughs advised that PS4105 is in the north mainland area along Cate Road and currently serves the residents in that area and the upstream portions serve the residential and commercial area at Exit 38.  He noted that two Comprehensive Agreements are currently in place with different developers, one for Bergen Woods Apartment Complex and the other for the Saddle Brooke Subdivision.  Mr. Burroughs added that with both of these coming online and the potential development at Exit 38 staff would like to add extra capacity in that basin to handle the future development in that area of about 200 to 300 REU’s.  Currently PS4107 a smaller pump station pumps into PS4105.  PS4105 has a force main running alongside Cate Road which turns before the railroad track and runs under Interstate 95 and then discharges into PS4036 gravity basin.  Mr. Burroughs provided that the purpose of this project would be to increase the pumping capacity of both PS4105 and 4107, and noted that both pump stations’ force mains will require an upgrade as well as pumping and electrical upgrades at the stations.  Along with providing more details of the upgrades, Mr. Burroughs added that the force main for PS4105 currently running under the interstate will be relocated.  He then indicated the funding sources for the three portions of the complete project.  The downstream lining project is requested to be funded from the R&R Reserve, and the two pump station projects will be funded by the CIF Reserve with the understanding that the two Comprehensive Agreements will provide $496,000.00 worth of that funding.  The combined project budget is $2.25M with $1M of that coming from R&R to do the CIPP portion and $1.25M coming from the CIF Reserve to upgrade the two pump stations and the two force mains (with $496K of that $1.25M coming from the two Comprehensive Agreements).  Mr. Burroughs provided the project estimate in details as well as a Gantt chart timeline of the proposed project schedule.

Commissioner Duncan made a motion seconded by Chairman Turnipseed to move that the Facilities Committee approve project funding in the amount of $2,250,000.00 for the PS4105/4107 Expansion and Downstream Rehab Project and that this project funding approval be forwarded to the full Commission for approval contingent upon Finance Committee approval.  Motion carried 2-0-1.  (Commissioner Copeland was absent for the vote.)

BT requested Mr. Burroughs to provide a map showing where the additional future sewer customers for those two pump stations will be coming from for the Commission Meeting.

5. Academy Creek Roof Repair – A. Burroughs

Mr. Burroughs advised that at the existing old DAF building which houses the SP&M Operations as well as the sewer inventory, the old style membrane roof is leaking heavily during rain events and even though it has been patched there is still water coming in.  The request being made is to provide a project budget to replace that roof as well as all the drains from the top of the roof down for proper drainage.  Mr. Burroughs noted that last year bids were received for this, however the bids received were all very different from each other in price ranges. He said that with an abundance of caution the estimated budget for the project would be $300,000.00 even though it is very likely higher than what the actual cost will come in at.  The funding source will be the R&R Reserve.

Commissioner Duncan made a motion seconded by Chairman Turnipseed to move that the Facilities Committee approve project funding in the amount of $300,000.00 for the Academy Creek DAF Building Roof Replacement Project and that this project funding approval be forwarded to the full Commission for approval contingent upon Finance Committee approval.

Commissioner Duncan asked if after receiving new bids staff will come back with an update of the expected final cost and Mr. Burroughs advised they would.  Mr. Burroughs also confirmed that any remaining budget would not be used to increase the scope of the job and would be applied back to the reserve it came from.

Motion carried 2-0-1.  (Commissioner Copeland was absent for the vote.) 

6. Surplus Equipment – A. Burroughs

Mr. Burroughs provided a list of five vehicle or equipment assets that are no longer of use to the mission of the JWSC and discussed the current condition of each asset.  The request is to identify the items on the list as surplus and to authorize their disposal in a manner most beneficial to the JWSC.

Commissioner Duncan made a motion seconded by Chairman Turnipseed to move that the Facilities Committee approve the list of items detailed above as surplus and for the approval to be forwarded to the full Commission for approval contingent upon Finance Committee approval.  Motion carried 2-0-1.  (Commissioner Copeland was absent for the vote.)

DISCUSSION

1. Unserved Areas Study Overview – A. Burroughs

Mr. Burroughs updated the committee on the Unserved Areas Study.  JWSC has contracted with the engineering firm of Georgia Water Environmental Services to study three areas in Glynn County where JWSC currently does not have services and would like to potentially provide services to.  These areas include the Arco Area, the area west of Hwy. 341 and north of Community Road (Ellis Point Area), and the area on the east side of Hwy. 341 over to Old Jesup Road.  Mr. Burroughs provided that there are different concentrations of homes on these areas.  The study is required to look at running water service and then providing sewer service in three possible manners including traditional gravity sewer, low pressure systems with grinder set-ups, as well as a step-system.  He noted that with the exception of a few homes the Arco Area does have water services, however the septic systems are failing and gravity sewer may be a good option, and there could be grant funding available for this area too.  This may be the first area looked at for providing sewer services.  Mr. Burroughs indicated that there are about 450 homes in the Ellis Point Area that do not have water or sewer services, and also some commercial businesses.  He noted that on the other side of Hwy. 341 there may not be enough of a density of potential customers in this area to provide services.  A detailed report including cost studies was provided for the committee to review.  There was additional discussion pertaining to JWSC sending letters to the residents and businesses in those potential areas to request responses regarding the potential services and infrastructure in their area as well as JWSC offering incentives to tie on.

2. Odor Control Study Overview – A. Burroughs

Mr. Burroughs provided that with the SPLOST V funding JWSC was able to complete an Odor Control Study of Academy Creek Wastewater Plant as well as the upstream pumping stations.  A technical report prepared by Stantec with the results of the study was provided to the committee for their review.  Mr. Burroughs provided a very detailed discussion of the results of the study and the recommendations. He noted that the number one recommendation from this project would be to install a large bioscrubber system at the plant’s influent wetwell to treat H2S at the headworks as well as H2S released within the gravity sewer immediately upstream of the facility, where the H2S levels were the highest. This would be a two stage system with the first stage being a biological treatment with a second stage carbon polishing afterwards.  He noted that the bioscrubber was already included in the plans for rehabbing Academy Creek and gave a thorough description of the recommended system.   The committee further discussed various details and outcomes expected for an odor control system and solution for the near term and long term future.

3. Meter RFI Update – A. Burroughs

Mr. Burroughs provided that staff is preparing the Meter RFI.  Staff originally was to place an RFP, however there have been some issues in preparing an RFP which have become challenging.  There are issues as to how to scope the project appropriately due to a multitude of options available.  Staff will request information via an RFI prior to preparing the RFP and will apply the information gathered to ensure that the scope for the project RFP is correct.  Responses are expected around October for a recommendation to be made.

4. Project Report – A. Burroughs

Mr. Burroughs and Mr. Kline provided an update on the current project report.  Projects reported on included:

• Project 702 – North Mainland Sewer Improvements
• Project 703 – PS 4003 Decommission and Gravity Sewer
• Project 704 – Canal Road to Glynco
• Project 801 – FEMA Mitigation – Academy Creek
• Project 804 – Magnolia Water Improvements
• Project 805 – L Street Water Improvements
• Project 806 – Academy Creek Oxygen System Rehab
• Project 807 – SSI Phase II Smoke & Dye Testing
• Project 901 – LS3114 Upgrades Phase 1
• Project 903 – SR 27 Resurfacing
• Project 904 – LS4021 Improvements
• Project 905 – Village Storm Improvements Phase 1

There being no further committee business, Chairman Turnipseed adjourned the meeting at 12:10 p.m.