Facilities Committee Meeting Minutes – Wednesday, May 18, 2022

For your consideration, please read the minutes from the Facilities Commission Meeting held on Wednesday, May 18, 2022 at 1:00 p.m. in the Commission Meeting Room.

Facilities Minutes 5-18-22 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 & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, May 18, 2022 at 1:00 PM 

FACILITIES COMMITTEE MINUTES

PRESENT:                             

Ben Turnipseed, Chairman

Bob Duncan, Commissioner

Charles Cook, Commissioner

Andrew Burroughs, Executive Director                                   

ALSO PRESENT:                  

LaDonnah Roberts, Deputy Executive Director

Todd Kline, Director of Engineering

Charles A. Dorminy, Legal Counsel

Janice Meridith, Executive Commission Administrator                                                                                           

Chairman Turnipseed called the meeting to order at 1:02 PM.

Chairman Turnipseed provided the invocation.

PUBLIC COMMENT PERIOD

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

APPROVAL

1. Minutes from Facilities Committee Meeting April 20, 2022

Commissioner Duncan made a motion seconded by Commissioner Cook to approve the minutes from the Facilities Committee Meeting held on April 20, 2022.  Motion carried 3-0-0. 

2. Academy Creek WPCF Rehab Change Order No. 1 – A. Burroughs

Mr. Burroughs presented the Facilities Committee with the request for Change Order No. 1 on the Academy Creek WPCF Rehab Project. Staff has worked closely with Ruby-Collins and engineering partner Goodwyn Mills Cawood to manage the ongoing project at Academy Creek to remain under budget and on schedule.  During the project there have been several items that have come up for consideration that were handled with the value of as-needed allowances within the contract.  Included in these items are four credits that were discovered by Ruby-Collins during construction totaling $90,011.  Mr. Burroughs provided the Commissioners with a list of 21 changes that have been requested during the project. 15 items were handled with the project credits and allowances, however the remaining $7,770 plus an additional $64,464 is required to complete the final 6 items from the list.  Supply chain issues have caused major problems with the rehab project requiring the change order request to include an additional 67 calendar days for project completion.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission approve Change Order No. 1 for the Academy Creek WPCF Rehab project in the amount of $64,464.00 and approve a time extension of 67 days for Ruby-Collins, Inc. to complete the project.  Motion carried 3-0-0. 

3. Dunbar Creek WPCF Rehab – Early Work Package No. 1 Authorization – A. Burroughs

Mr. Burroughs advised the committee that the JWSC entered into a progressive design-build contract with BRW Construction Group, LLC (BRW) on January 25, 2022 for the Dunbar Creek WPCF Rehab Project.  This agreement was for Phase One Services for the project which included 30% design and pricing for 10 stated items in the contract.  Item 10 of the Scope of Services was to blast and paint Aeration Basin No. 2 at the facility.  Staff has worked with BRW on all items required in Phase One according to the contract.  Phase One Services are required to be completed by May 24, 2022.  The painting of Aeration Basin No. 2 can be initiated prior to completion of Phase One Services.  Staff would like to move forward with the authorization of Early Work Package No. 1 for the completion of this basin rehabilitation prior to the completion of Phase One Services.  This will enable the work to be completed and Aeration Basin No. 2 to be brought back online prior to the height of hurricane season in our area.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Facilities Committee recommend the full Commission authorize Early Work Package No. 1 for the Dunbar Creek WPCF Rehab project in the amount of $355,480.00 to BRW Construction Group, LLC for needed rehab of Aeration Basin No.2.  Motion carried 3-0-0. 

4. Bid Rejection – Oak Grove Force Main Improvements – A. Burroughs

Mr. Burroughs recalled for the Committee that the JWSC entered into a comprehensive agreement with Carolina Holdings Group Partners, LLC on February 7, 2019, whereby Carolina Holdings would procure and construct force main improvements on Oak Grove Island to facilitate a proposed multi-family residential development on Oak Grove Island.  As part of the agreement, the JWSC solicited bids on the work to confirm a value of Capital Improvement Fee credit that would be available for Carolina Holdings.  IFB No. 22-009 was released on September 3, 2021, and a pre-bid site visit was held on September 31, 2022, with four prime contractor construction firms in attendance.  Three bids were received on October 5, 2021, with the low apparent bidder being TB Landmark Construction, Inc. with a base bid of $2,049,823.00.  Carolina Holdings and their engineering partner Roberts Civil Engineering have reviewed the received bids and determined that the project is not feasible for completion at this time for that cost. Roberts Tate, LLC provided a letter to JWSC indicating that Carolina Holdings is exercising its right in Section 11 of the Agreement to terminate the comprehensive agreement between itself and the JWSC.  Since the comprehensive agreement is being terminated, the JWSC does not wish to move forward with the project at this time.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee recommend the full Commission reject all bids for IFB No. 22-009 Oak Grove Force Main Improvements due to the termination of the Comprehensive Agreement between Carolina Holdings Group Partners, LLC and the JWSC to be effective on June 19, 2022.  Motion carried 3-0-0. 

5. SPLOST 2016 North Mainland Pump Station Improvements – Final Balancing Change Order No. 2 – T. Kline

Mr. Kline presented the request for Change Order No. 2, the final adjusting change order for Capital Project #702 – 2016 SPLOST North Mainland Phase II Pump Station Improvements.  JWSC staff received Contractor’s Final Pay Application Request documentation dated April 26, 2022, which included a project Change Order #2 request in the additional amount of $87,306.00.  This change order documents the terms for closing out the project which includes final cost adjustments, days over contract time and allowance of delay days due to weather.  Staff has reviewed the request from Southern Civil, LLC, and recommends approval of a Change Order #2 request with an adjusted final contract amount of $2,754,854.00 and final closing payment of $254,683.40.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Facilities Committee forward the above described Change Order No. 2 to the full Commission for approval.  Motion carried 3-0-0.

6.   Infrastructure and Easement Dedications – T. Kline

• • Village Drive Force Main Satellite Agreement

Mr. Kline presented the request to enter into a Satellite Systems Agreement for private operations and maintenance of the privately owned Village Drive Force Main.  Glynn County Water and Sewer Ordinance 2-16-15 requires private owners of existing or proposed systems that receive water from or discharge to the public Utility to enter into a Satellite Systems Agreement that assigns the responsibility for standards of ownership, operation, and maintenance.  The agreement provides for no commitment of the JWSC to the applicant.  The Developer of the private 2-Inch Force Main installed at Virginia Drive, Wade Place and Village Drive, as detailed herein, wishes to enter into the required Satellite Systems Agreement with JWSC to establish areas of responsibility for operation and maintenance as indicated in the Agreement.  Legal Counsel for JWSC clarified details of the Satellite Systems Agreement in response to previous questions asked by the Committee.  There are currently issues with the ownership of the Right of Way in that Glynn County indicates the ROW is public and the owner claims it is private.  After resolution of the ROW issue, JWSC would then be interested in accepting a Dedication of the associated private infrastructure and easement.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water & Sewer Commission Facilities Committee forward the Satellite Systems Agreement for the private property improvement known as a Private Force Main on Village Drive, Virginia Drive and Wade Place to the full Commission for approval and acceptance.  I further move to recommend that the Executive Director be authorized to execute future Satellite Systems Agreements to facilitate more timely approval of private infrastructure.  Motion carried 2-1-0.  (Chairman Turnipseed voted “NO” against the motion.)

• • PS 2046 – Southpoint
  • PS 4058 – 186 Palmera
  • PS 4047 – Southeastern Bank

Mr. Kline presented the request for acceptance of the conveyance of three private pump stations from the private owners to the JWSC.  The Owners of Record for the three pump stations and parcels described above, have submitted legal documents to define and execute the transfer of ownership.  The infrastructure is understood to have complied with applicable standards at the time of construction.  JWSC inspection records indicate the infrastructure is functioning and in acceptable condition.

Commissioner Duncan made a motion seconded by Commissioner Cook to move that the Brunswick-Glynn Joint Water & Sewer Commission Facilities Committee forward these projects with associated Dedications and/or Easements to the full Commission for approval and acceptance.  Motion carried 3-0-0.

7. Chapel Crossing Oxidation Pond Purchase Agreement – C. Dorminy

Mr. Dorminy presented to the Committee that the JWSC has been in communication with VC Dirt, LLC, a developer, regarding the sale of two parcels of land off Chapel Crossing, used as oxidation ponds by the JWSC.  Upon researching the issue, counsel for the JWSC recommended selling the property for a nominal amount via quit-claim deed, due to the prohibitive costs of clearing title.  VC Dirt, LLC has issued an offer of $7,500 in exchange for a quit-claim deed for the relevant parcels.  All the responsibility for the parcels goes to VC Dirt, LLC, and with environmental issues of future noted, JWSC is clear of any responsibilities.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn Joint Water & Sewer Commission Facilities Committee forward to the full Commission the Chapel Crossing Oxidation Pond Purchase Agreement, with a recommendation to approve the same, I further move Brunswick-Glynn Joint Water and Sewer Commission Facilities Committee recommend that the full Commission authorize the Chairman to execute a quit-claim deed for the respective parcels pursuant to the Chapel Crossing Oxidation Pond Purchase Agreement.  Motion carried 3-0-0.

 DISCUSSION

1. WPCF Plant Flows Report – A. Burroughs

Mr. Burroughs reviewed the monthly Wastewater Flow Reports with the Commissioners.  This report contains data regarding the influent and effluent flows, concentration of elements and chemicals, plant capacity, etc. April 2022 was a much drier month than March was resulting in lower plant flows and resulting in lower influent and effluent concentrations.  The influent flow at Academy Creek for April was 6.8 MGD as compared to March at 7.6.  The effluent flow for April went down from 7.2 to 6.6, with the plant operating at 49% of its capacity.  The influent flow at Dunbar Creek was down at 3.0 and the effluent flow was lower at 3.5, with the plant operating at 87% capacity.  The influent flow at South Port was at 0.201 and the effluent flow was at 0.380, with the plant operating at 25% capacity.  JWSC’s wastewater treatment plants are operating very well and are within permit limits.

2. Capital Project Report – T. Kline / A. Burroughs

Mr. Kline and Mr. Burroughs presented an update on the April Monthly Project Report for Capital Projects currently in process.  The Commissioners were provided with a packet containing: the Capital Project Photographs, Capital Project Report Spreadsheet, the Capital Project Gantt Chart of project timelines, and the Earned Value Analysis Report.  Mr. Kline and Mr. Burroughs thoroughly presented the update by discussing each project along with excellent photographs and descriptive details.

There being no further business, Chairman Turnipseed adjourned the meeting at 2:17 p.m.