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Finance Committee Meeting Minutes – Wednesday, April 14, 2021

Written by Janice Meridith on . Posted in Finance Committee Minutes.

For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, April 14, 2021 at 3:00 p.m. in the Commission Meeting Room.

Finance Committee Minutes 4-14-21 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, April 14, 2021 at 3:00 PM 

FINANCE COMMITTEE MINUTES

MEMBERS PRESENT:         

Bob Duncan, Committee Chairman

Charles Cook, Commissioner

Tripp Stephens, Commissioner

Andrew Burroughs, Executive Director                                               

ALSO PRESENT:                  

Ben Turnipseed, Commission Chairman

LaDonnah Roberts, Deputy Executive Director

Frances Wilson, Senior Accountant

Pam Crosby, Director of Procurement

Janice Meridith, Executive Commission Admin. 

MEDIA PRESENT:               

Pamela Permar-Shierling, The Islander

Committee Chairman Duncan called the meeting to order at 3:00 PM.  

PUBLIC COMMENT PERIOD

Chairman Duncan opened the Public Comment Period.

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

APPROVAL

  1. Minutes from the March 17, 2021 Finance Committee Meeting

Commissioner Cook made a motion seconded by Commissioner Stephens to approve the minutes from the March 17, 2021 Finance Committee Meeting.  Motion carried 3-0-0. 

  1. Fiscal Year 2021-2022 Budget – A. Burroughs

Mr. Burroughs presented the Fiscal Year 2022 Budget request to the Committee for their consideration of forwarding it to the full Commission.  He provided that the BGJWSC Operational Agreement requires the JWSC to adopt a budget by June 30 of each year.  Additionally, JWSC must present a proposed budget to the City of Brunswick and to Glynn County by May 1 of each year for their review and comment.  In preparing this budget, the JWSC Budget Team prepared an expenditure budget with input from senior staff and divisional managers, then compiles statistical data relative to the customer base and usage.  This information is utilized to determine finances necessary to meet budget, adequately fund reserves, maintain debt coverage ratios and achieve other financial management plans as determined by the JWSC.  Overall, the FY2022 Budget came in at a $100,000 reduction from the FY2021 Budget. The Commissioners complimented on the significant work that JWSC staff did in order to prepare the budget.  Priorities were addressed, and this deliberate process required a great amount of effort and work.

Commissioner Stephens made a motion seconded by Commissioner Cook to move that the Finance Committee recommend to the full Board of Commissioners that the Brunswick-Glynn Joint Water and Sewer Commission take the following actions:  (1) approve submission of the Proposed Fiscal Year 2022 JWSC Budget to the City of Brunswick and to Glynn County for their review and comment, and (2) approve the Fiscal Year 2022 JWSC Budget in the amount of $33,300,000 subject to revisions resulting from comments received from the City of Brunswick and/or Glynn County.  Motion carried 3-0-0. 

  1. 2021 Capital Projects Plan – A. Burroughs

Mr. Burroughs presented the 2021 Capital Projects Plan to the committee for their consideration and approval to move forward to the full Commission for final approval.  He stated that in previous years staff have brought forth projects individually for consideration of scope and budget approval, until the first Capital Projects Plan in 2020.  The projects on this 2021 Capital Projects Plan address a number of needs for both the water and sewer systems of the Mainland and St. Simons Island.  Mr. Burroughs noted that the projects are not listed by priority, but by estimated dollar value.  Since this was not an approval for each project, but is an endorsement of the plan, Commissioner Stephens requested to revise the motion to read “endorse” rather than “approve”.

Commissioner Stephens made a motion seconded by Commissioner Cook to move that the Finance Committee recommend the full Commission endorse the 2021 Capital Projects Plan as presented.  Motion carried 3-0-0.

  1. Pump Station 4116 Contract Award – A. Burroughs

Mr. Burroughs provided that JWSC issues Invitation for Bid No. 21-017 Rehabilitation & Force Main Upgrade Project on February 21, 2021.  The scope includes upgrades of the wastewater pumping station and associated force main to support the new Glynn County Animal Control shelter.  Specific work items include new precast concrete wet well, electrical shed and SCADA components, pumping equipment, discharge piping and a 6” PVC force main.  Three (3) firms submitted bids on April6, 2021.  The apparent low bidder was Southern Civil, LLC at $498,499.00.  Project duration is 120 consecutive calendar days.  The funding for this project will come from Glynn County, pending execution of the MOU by Glynn County for the reimbursement. Mr. Burroughs provided a certified bid tabulation for review.  He noted that JWSC will manage the construction, fund it through R&R Reserves, and be reimbursed by Glynn County.

Commissioner Stephens made a motion seconded by Commissioner Cook to move that the Finance Committee recommend the full Commission enter into a contract for the PS4116 Rehabilitation & Force Main Upgrade Project with Southern Civil, LLC, in the amount of $498,499.00, pending execution of a MOU with Glynn County for reimbursement of project costs.  Motion carried 3-0-0.

  1. MOU with Glynn County – Pump Station 4116/Public Safety Complex – A. Burroughs

Mr. Dorminy presented that the County is engaged in a public SPLOST project to install an animal control facility at the Public Safety Complex, which will necessitate improvements to JWSC assets. As part of the Project, JWSC has requested certain upgrades and improvements, to include rehabilitation of the pump station servicing the public Safety Complex.  JWSC has estimated the cost for the improvements to be approximately $500,000.00.

Commissioner Stephens made a motion seconded by Commissioner Cook to move that the Finance Committee recommend forwarding the memorandum of Understanding with Glynn County related to the Safety Complex Infrastructure Improvements to the full Commission for its consideration and approval.  Motion carried 3-0-0.

  1. ATS Installation Contract Award – A. Burroughs

Mr. Burroughs provided that JWSC issued Invitation for Bid No. 21-018 for Automatic Transfer Switches for Portable Generators on March 10, 2021.  The project scope includes installation of twenty-two (22) transfer switches and docking stations for portable generator connection at individual lift station sites. JWSC has entered into a Recipient-Subrecipient Agreement with GEMA for the installation of these transfer switches.  The total approved funding from FEMA is $58,762.   Mr. Burroughs stated that JWSC has been in contact with GEMA to inform them that a budget adjustment would be necessary to facilitate the project.  He provided that FEMA requested JWSC obtain bids, approve a contract, and then request a budget adjustment.  Out of the three (3) bids received, the apparent low bidder was Y-Delta Inc. in the amount of $773,085.00.

Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Finance Committee recommend awarding the contract for the installation of twenty-two (22) automatic transfer switches to Y-Delta Inc. in the amount of $773,085.00, pending a budget adjustment from GEMA.  Motion carried 3-0-0.

  1. Leak Adjustment – Glynn County – A. Burroughs

Mr. Burroughs informed the Committee that the Glynn County Board of Commissioners requested a pool fill adjustment due to draining and repair work to the Neptune Park Pool.  Section 2-16-63(d) of the Glynn County Ordinance excludes leaks associated from failure to maintain appliances or pools.  Mr. Burroughs added that the Ordinance does allow for a pool fill adjustment once per calendar year where all sewer charges above the 12 month average consumption may be adjusted.  Staff has reviewed this request for a pool fill adjustment and determined it should be granted to the customer.

Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Finance Committee recommend the full Commission approve the pool fill adjustment in the amount of $15,345.56 to the account of the Glynn County Board of Commissioners as presented.  Motion carried 3-0-0. 

DISCUSSION

  1. SPLOST 2021 Project Funding Alternatives – A. Burroughs

Mr. Burroughs opened a discussion with the Committee regarding funding alternatives JWSC may need to seek in place of the anticipated funding from the recent SPLOST that did not pass.  Funding sources and the impact of borrowed funds on the rate payers were discussed. 

  1. Financial Statements Month End March 31, 2021 – F. Wilson

Mrs. Wilson presented the financial statement for the month ending March 31, 2021.   She reviewed the Balance Sheet with the Committee, and highlighted current assets such as Accounts Receivable, and current liabilities, for example, Customer Deposits Payable.   Mrs. Wilson noted the Revenue Deposit Account on the Supplemental Schedule of Cash Balances is holding steady, and commented on the Customer Deposit Reserve.  Mrs. Wilson also briefly reviewed line items on the Combined Revenue Statement, Project Report, and Reserves.  An update on the group insurance costs was also presented to the Committee.

Committee Chairman Duncan asked if there were any other items to discuss.

There being no further business, Chairman Duncan adjourned the meeting at 4:08 p.m.