September 21, 2017 – Commission Minutes with Attachments<\/a><\/p>\nTo read the minutes, please open or download the pdf from the link above, or you may see more below:<\/p>\n
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Brunswick-Glynn County Joint Water and Sewer Commission<\/strong><\/p>\n1703 Gloucester Street, Brunswick, GA 31520<\/strong><\/p>\nThursday, September 21, 2017 at 2:00 PM<\/strong>\u00a0<\/strong><\/p>\nCOMMISSION MINUTES\u00a0<\/strong><\/h1>\nPRESENT: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0<\/strong><\/p>\n Donald M. Elliott, Chairman<\/strong><\/p>\nClifford Adams, Vice-Chairman<\/strong><\/p>\nCornell L. Harvey, Commissioner<\/strong><\/p>\nMike Browning, Commissioner<\/strong><\/p>\nSteve Copeland, Commissioner<\/strong><\/p>\nDavid H. Ford, Commissioner<\/strong><\/p>\nRobert Bowen, Commissioner<\/strong>\u00a0<\/strong><\/p>\nALSO PRESENT: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong><\/p>\nJimmy Junkin, Executive Director<\/strong><\/p>\nCharlie Dorminy, Legal Counsel HBS<\/strong><\/p>\nAndrew Burroughs, Deputy Executive Director<\/strong><\/p>\nTodd Kline, Senior Engineer<\/strong><\/p>\n\u00a0Pam Crosby, Director of Procurement<\/strong><\/p>\nJohn D. Donaghy, Director of Administration<\/strong>\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0\u00a0<\/strong>\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0<\/strong><\/p>\nChairman Elliott called the meeting to order at 2:00 PM.\u00a0 Commissioner Copeland provided the invocation and Chairman Elliott led the pledge.<\/p>\n
PUBLIC COMMENT PERIOD<\/strong><\/p>\nChairman Elliott opened the public comment period.\u00a0 There being no citizens for public comment, Chairman Elliott closed the public comment period.\u00a0<\/strong><\/p>\nCOMMITTEE UPDATES<\/strong><\/p>\nCompliance & Legislative Committee \u2013 Commissioner Browning<\/strong><\/p>\nThere was no update at this time.<\/p>\n
Facilities Committee \u2013 Commissioner Adams<\/strong><\/p>\nThere was no update at this time.<\/p>\n
Finance Committee \u2013 Chairman Elliott<\/strong><\/p>\nChairman Elliott noted that the Finance Committee did meet and discussed the Sanitary Sewer Flow Monitoring RFP, the Water Production Report, the FEMA Reimbursement Plan, the Tentative Calendar for Bond Issuance, the Current Status of Innoprise Implementation, the Audit Status, and the Financial Report.<\/p>\n
Human Resources & Safety Committee \u2013 Commissioner Harvey<\/strong><\/p>\nThere was no update at this time.<\/p>\n
Public Information & Customer Relations Committee \u2013 Commissioner Copeland<\/strong><\/p>\nThere was no update at this time.\u00a0<\/strong><\/p>\nAPPROVAL<\/strong><\/p>\n\n- Minutes from the August 17, 2017 Regular Commission Meeting <\/strong><\/li>\n<\/ol>\n
Commissioner Browning made a motion seconded by Commissioner Copeland to approve the minutes from August 17, 2017 Regular Commission Meeting.\u00a0 Motion carried 7-0-0. <\/u><\/p>\n
Minutes from the August 17, 2017 Executive Session<\/strong><\/p>\nCommissioner Ford made a motion seconded by Commissioner Harvey to approve the minutes from August 17, 2017 Executive Session.\u00a0 Motion carried 7-0-0. <\/u><\/p>\n\n- Minutes from the August 24, 2017 Special Called Meeting <\/strong><\/li>\n<\/ol>\n
Commissioner Harvey made a motion seconded by Commissioner Browning to approve the minutes from August 24, 2017 Special Called Meeting.\u00a0 Motion carried 7-0-0. <\/u><\/p>\n\n- Minutes from the August 24, 2017 Special Called Executive Session <\/strong><\/li>\n<\/ol>\n
Commissioner Harvey made a motion seconded by Commissioner Browning to approve the minutes from August 24, 2017 Special Called Executive Session.\u00a0 Motion carried 7-0-0. <\/u><\/p>\n\n- Sanitary Sewer Flow Monitoring RFP Award<\/strong> \u2013 P. Crosby<\/li>\n<\/ol>\n
Pam Crosby presented the recommendation for Sanitary Sewer Flow Monitoring RFP award to the Commission.\u00a0 She noted that a few months prior, there was a presentation given regarding this project, which will be specific to St. Simons Island.\u00a0 The purpose of the project is to measure the amount of storm water inflow and infiltration that is coming into the system.\u00a0 Mrs. Crosby also provided maps of the areas to be monitored, a brief description of the project, copies of the bids received from five firms, the evaluation matrix showing the evaluation criteria, and related documents.\u00a0 She continued by noting that identifying where the problem areas are is one of the steps to addressing it.\u00a0 Also mentioned was that in last year\u2019s budget there was $1M to address manhole rehab, grouting and other things to help tighten up the system\u2019s pipes, of which the full amount was required for repairs.\u00a0 This is an ongoing annual budgeted amount.\u00a0 This project is another was to identify where in the St. Simons basins where some of the bigger issues are and may help to set priorities on where that next portion of funding should go to address these issues. Flow monitoring is a required part of the consent order JWSC is currently under, in addition to the requirement to install flow meters at every lift station. \u00a0ISCO Flow Monitors are approved for JWSC use and will be used on this project. There was some additional discussion of the details of the project. Mrs. Crosby advised that this will be a three month study and was the more cost effective proposal received.\u00a0 The project is expected to begin immediately.\u00a0 The project is recommended to be awarded to McKim & Creed out of Tampa, and their references have been checked and confirmed.<\/p>\n
Commissioner Ford made a motion seconded by Commissioner Copeland that the Brunswick Glynn County Joint Water & Sewer Commission award the contract for Sanitary Sewer Flow Monitoring to McKim & Creed.\u00a0 Motion carried 7-0-0.<\/u><\/p>\n
\u00a0<\/strong>DISCUSSION<\/strong><\/p>\n\n- Watershed Protection Plan <\/strong>\u2013 M. Ryals \/ W. Burcham \u2013 Integrated Science & Engineering<\/li>\n<\/ol>\n
Mark Ryals introduced Mr. Burcham and the Watershed Protection Plan for discussion and clarification on consideration for moving forward with the plan. Mr. Burcham presented the background information regarding Academy Creek.\u00a0 Academy Creek has a NPEDS permit, and that permit requires that there is a Watershed Protection Plan.\u00a0 He noted that in 2010 JWSC along with the City and County, through Stantec, had cooperated and put together a Watershed Protection Plan.\u00a0 The original plan was turned in to EPD with comments made, but was never finalized.\u00a0 The original plan as was started in 2010 needs to be updated, and Mr. Burcham suggests gathering a working group by bringing all the stakeholders back to the table to discuss and update the plan from the original. \u00a0The Watershed Protection Plan involves checking and long term monitoring of the components of the watershed as a whole to include; streams, creeks, tributaries, bayous, etc.\u00a0 Chairman Elliott requested an electronic copy of the original draft of the 2010 plan be sent over on the following day.\u00a0 This will need to be reviewed by staff, City and County.<\/p>\n
\n- Operational Agreement<\/strong> \u2013 J. Junkin<\/li>\n<\/ol>\n
Mr. Junkin discussed the Operational Agreement and noted that the rate consultant has been asked to provide a working model of the rates, and recommend the fixed and variable portions of the billing rates to be charges to customers. The current Operating Agreement dictates what is fixed and what is variable, and does not allow for the proper amount of fixed costs to cover the O & M expenses.\u00a0 He further explained that customers who are not full year residents are not being billed the proper amounts on the fixed portion to cover the O & M expenses.\u00a0 The O & M expenses are those that are related directly to the systems which all customers use.\u00a0 It was noted that the bond rating agencies favor the fixed costs rather than the variable, and this will also be reviewed by them in preparing the bond issue. The draft has been reviewed by the County and still needs to be reviewed by the City. The Commission agreed that it should be further discussed and that JWSC legal counsel will review the draft again for any revisions with the City and again with the County.<\/p>\n
\u00a0<\/strong>3.\u00a0<\/strong>ARCO Grant Update<\/strong> \u2013 J. Junkin<\/span><\/p>\nMr. Junkin advised that the representatives to introduce the Step technology have been invited to come and do a presentation.\u00a0 This project does involve grant monies at about $800K, about $5,000 to $6,000 per household, depending on the condition of their septic tanks.\u00a0 It appears that the Step system will be a better option to go with.\u00a0 The Grinder option cost was estimated at around $10,000 per household.\u00a0 There is a conceptual analysis to be done as to which method to go with on the project.\u00a0 The E1 representatives are to come in and discuss their grinder pumps with staff and present their product.\u00a0 An overall life cycle analysis would need be done to decide which method to go with, the Step system or the E1 Grinder system. There is also a concern to be able to provide for as many households as possible, as well as the costs and maintenance fees.\u00a0 There will be further discussion as more information is available.<\/p>\n
\n- Water Production Report<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy presented some raw data reports on the water production.\u00a0 This information is gathered on a monthly basis.\u00a0 The commission discussed the production numbers as provided.\u00a0 The month of June was mentioned as an example with 231 million gallons produced, but only 210 million gallons billed.\u00a0 John advised that this difference is due to water used or lost within the system.\u00a0 Water used within the JWSC system is termed as non-revenue water, including water for fire hydrants, water for flushing lines, etc.\u00a0 This report is requested to be presented each month for review, and to include metered water as well.<\/p>\n
\n- FEMA Reimbursement Plan<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy advised that the hurricane hot wash meeting was held earlier in the same morning.\u00a0 He explained some of the details of the hurricane staffing.\u00a0 He also noted examples such as there being a staff of 6 persons for administration\/finance during the hurricane event to assist staff with proper time keeping and invoicing.\u00a0 Also, the day prior to releasing the employees a meeting was held to explain to the employees the forms to be used and the importance of properly documenting and accounting for hours and costs.\u00a0 The overtime numbers will be included on next month\u2019s overtime report.\u00a0<\/strong><\/p>\n\n- Innoprise Implementation Status<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy advised that the CIS billing system has been up and running live for just over 2 months.\u00a0 The initial problems were corrected and most of the systems are functioning.\u00a0 There were still some data errors being found, but not direct systematic errors.\u00a0 He added that accounts are being looked at on an individual basis where any errors are being found for all of the data fields to be corrected.\u00a0 At the time of the start up of the new system, customers were not being charged late fees for past due bills.\u00a0 This will not start back up until the system is fully corrected and confirmed.<\/p>\n
\n- FY 2016-2017 Audit Status<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy also updated the Commission regarding the audit for the previous FY of 2016-2017.\u00a0 The auditors were present at JWSC from August 18 through August 22.\u00a0 They provided a list of about 30 items to be gathered and sent by JWSC to the auditors.\u00a0 The auditing firm will come in to brief the full Commission after the audit is complete.\u00a0<\/strong><\/p>\n\n- August 2017 Month End Financial Comparative<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy presented the financial statement for August 2017 month end to the Commission.\u00a0 He briefed the Commission on the Balance sheet noting some of the details such as the bond sinking fund and the bond payment.\u00a0 Additional items that were reviewed were the budget execution by division and overtime by division.\u00a0 The capital project funding report was reviewed and various details discussed.<\/p>\n
\n- SSN Requirement on New Accounts<\/strong> \u2013 J. Sellers<\/li>\n<\/ol>\n
Jay Sellers presented and discussed with the Commission the Social Security Number requirement for setting up new accounts.\u00a0 The SSN collection is required to verify the customers.\u00a0 There is a legal requirement to have a Social Security Number in order to secure utilities or water services.\u00a0 If the JWSC does not collect a customer\u2019s Social Security number when setting up a new account, the JWSC is subject to a $3,500 fine for each instance.\u00a0 JWSC does us an online service for SSN verification.<\/p>\n
\n- Customer Service Issues and Corrective Actions<\/strong> \u2013 J. Sellers<\/li>\n<\/ol>\n
Jay Sellers discussed the issues that have been experienced recently in the customer service area and the corrective actions that have been taken to address those issues.\u00a0 He advised that the customer service issues came to a head when the transference to the new billing software happened on July 1.\u00a0 There was some training done, and customers were experiencing problems with their bills.\u00a0 Customers were calling in, and with the great increase in the call volume the ability to respond to those calls was greatly reduced.\u00a0 Jay has plans to work with the customer service representatives on their abilities and training.\u00a0 He has moved his office up front to the main customer service area and Luke Orser-Schwalm has relocated his desk to an area where he is more available to assist customers as well.\u00a0 There has been staff added to the customer service division and their schedules have been staggered.\u00a0 The plan is to have no less than three persons at the customer service area at a time.\u00a0 There are some additional measures to be put into place to aid with customer service such as adding a payment box on the sidewalk for walk-ups to pay by check, an additional staff person to take calls on two days of the month, credit card payment machines to take payments via that method, etc.\u00a0 In addition there will be additional training provided to the customer service representatives.<\/p>\n
\n- Hurricane Irma After Action Report<\/strong> \u2013 J. Sellers<\/li>\n<\/ol>\n
Jay Sellers also discussed the Hurricane Irma After Action with the Commission.\u00a0 He advised details of the training and what had been done to prepare for this hurricane season. Jay noted that last year, JWSC was properly staffed on the operations side, but lacking in the administration and planning side.\u00a0 This year, more attention was given to the planning side.\u00a0 Discussion continued to the fact that more generators are needed to provide power during outages involved in a storm.\u00a0 Elevation of the generators is also an issue. The costs of procuring proper generators, installing and elevating them is very high.\u00a0 There was some additional discussion regarding the need for generators, and what options there are.\u00a0 This will be a matter for further future discussion and consideration.<\/p>\n
EXECUTIVE DIRECTOR\u2019S UPDATE<\/strong><\/p>\nMr. Junkin gave a brief update to the Commission.\u00a0 He also formally introduced Andrew Burroughs the newly hired Deputy Executive Director to the Commissioners.<\/p>\n
CHAIRMAN\u2019S UPDATE<\/strong><\/p>\nThere was no update from the Chairman at this time.<\/p>\n
EXECUTIVE SESSION<\/strong><\/p>\nThere was no Executive Session at this time.<\/p>\n
There being no additional business to bring before the Commission, Chairman Elliott adjourned the open meeting at 4:53 pm.<\/p>\n","protected":false},"excerpt":{"rendered":"
For your consideration, please read the minutes from the Commission Meeting held on Thursday, September 21, 2017. September 21, 2017 – Commission Minutes with Attachments To read the minutes, please open or download the pdf from the link above, or you may see more below:<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":"","_members_access_role":[],"_members_access_error":""},"categories":[2],"tags":[],"class_list":["post-7640","post","type-post","status-publish","format-standard","hentry","category-commission-meeting-minutes"],"_links":{"self":[{"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/posts\/7640","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=7640"}],"version-history":[{"count":0,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/posts\/7640\/revisions"}],"wp:attachment":[{"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=7640"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=7640"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=7640"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}