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Finance Committee Meeting Minutes – Wednesday, August 16, 2023 @ 3:00 PM

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, August 16, 2023 at 3:00 p.m. in the Commission Meeting Room.

Finance Minutes 8-16-23 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, August 16, 2023, at 3:00 PM 

FINANCE COMMITTEE MINUTES

MEMBERS PRESENT:         

Charles Cook, Commissioner

Clayton Watson, Commissioner

Andrew Burroughs, Executive Director                                               

ALSO PRESENT:                  

LaDonnah Roberts, Executive Deputy Director

David Owens, Director of Finance

Frances Wilson, Accounting Manager

Pam Crosby, Director of Procurement

Janice Meridith, Executive Commission Admin. 

ABSENT:                               

Tripp Stephens, Committee Chairman 

Commissioner Cook called the meeting to order at 3:00 PM.  

PUBLIC COMMENT PERIOD

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

EXCUSAL FROM MEETING

Commissioner Cook requested a motion to excuse Commissioner Stephens from the Finance Committee Meeting due to other business requirements.

Commissioner Watson made a motion seconded by Commissioner Cook to excuse Commissioner Stephens from the Finance Committee Meeting.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.)

APPROVAL

  1. Minutes from the July 19, 2023, Finance Committee Meeting

Commissioner Watson made a motion seconded by Commissioner Cook to approve the minutes from the July 19, 2023, Finance Committee Meeting.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.) 

  1. FY2024 Watershed Protection Plan – A. Burroughs

Mr. Burroughs advised that JWSC is required by NPDES permit to maintain a watershed protection plan (WPP) for each of the JWSC-operated water pollution control facilities (WPCF).  The plans require both dry and wet weather sampling at multiple locations throughout the watershed that each plant discharges into. The plans require quarterly dry and wet weather sampling plus additional metals and bacterial sampling.  Samples are taken from 7 locations in the Academy Creek watershed, 3 locations in the Dunbar Creek watershed, and 2 locations in the South Port watershed. JWSC has a longstanding relationship with Integrated Science & Engineering (ISE) for the completion of the sampling protocol, analysis, and production of the annual reports required by permit for these watershed protection plans.  ISE provided WPP services to Glynn County prior to the formation of the JWSC.  The combined total for all three WPCF’s is $65,300 and is budgeted for in the individual plant Technical Services budget.

Commissioner Watson made a motion seconded by Commissioner Cook to move that the Finance Committee recommend the full Commission approve a contract award to Integrated Science & Engineering for the Fiscal Year 2024 Watershed Protection Plan in the amount of $65,300.00. Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.) 

  1. Contract Award – PS 4044 Rehab – A. Burroughs

Mr. Burroughs stated that Pump Station 4044 is located adjacent to Altama Connector and receives flow from the areas around the Glynn Place Mall, Home Depot, and residential areas in the vicinity. It receives flow from two upstream stations as well.  The proposed construction consists of construction of a new pump station including a new wet well, force main, electrical systems, and SCADA systems on a parcel adjacent to Prime South.  The existing station will be demolished above ground with the wet well turned into a receiving manhole for the new station. This project was started 3.5 years ago, and the budgeted amount then was $550,000 and an engineer’s cost estimate of $1,396,142.  The lone bid received on July 11, 2023 was from Popco, Inc. in the amount of $1,980,656.90 which far exceeded both the original budgeted amount and engineer’s cost estimate.

Commissioner Watson made a motion seconded by Commissioner Cook that the Finance Committee recommend the full Commission award a contract to Popco, Inc. for the rehab of Pump Station 4044 in the amount of $1,980,656.90. Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.) 

  1. Contract Award – PS 3101/4001/4002 Rehab – A. Burroughs

Mr. Burroughs advised that the rehab of Pump Stations 3101, 4001, and 4002 were all identified as high priority projects in the Master Plan due to the condition of the electrical systems. This project was previously bid with the lowest bid at $3,853,309.  The bids far exceeded the budget of $1,425,000 and the engineer’s estimated cost of $1,659,000. The project scope was reviewed by staff and reduced to include only the items as specified in the Master Plan.  The proposed construction consists of electrical upgrades, minor building rehab, and temporary flow bypassing at all three stations.  The lone bidder for the revised project was Popco, Inc. in the amount of $2,334,460.  Staff worked with Popco to find potential ways to reduce the project cost.  The solution presented was for JWSC to provide flow bypassing utilizing existing equipment, which resulted in Popco’s bid being reduced to $1,755,317.  The revised bid still exceeded the budgeted amount and engineer’s estimated cost, however JWSC staff recommended moving forward with the project due to the current pricing environment.

Commissioner Watson made a motion seconded by Commissioner Cook that the Finance Committee recommend the full Commission award a contract to Popco, Inc. for the rehab of Pump Stations 3101, 4001, and 4002 in the amount of $1,755,317.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.)

  1. Contract Award – North Mainland Water Loops – A. Burroughs

Mr. Burroughs noted that the proposed construction for the North Mainland Water Loops Construction Project consists of watermain interconnections which are located at separate areas within the JWSC service area. He provided the details for the following: 12” diameter PVC watermain to be installed along Hautala Drive; 12” diameter PVC watermain constructed along Bailey Road; 12” diameter PVC installed along Old Jesup Road; 16” diameter HDPE watermain installed under two water courses along Old Jesup Road; and, 10” diameter HDPE constructed along Perry Lane Road. Vallencourt Construction provided a bid of $2,996,458.60, and TB Landmark Construction, Inc. provided a bid of $3,110,253.00.  Mr. Burroughs noted that this Project will definitely improve water distribution in the North Mainland area.  It connects long dead-end lines and will help keep water flowing to the schools, hotels, and restaurants when parts of the system may go down.  Staff recommended JWSC award a contract to the lowest bidder Vallencourt Construction.  Vallencourt Construction is a new contractor to JWSC and received good references from prior Projects.

Commissioner Watson made a motion seconded by Commissioner Cook that the Finance Committee recommend that the full commission accept the bid for the IFB 23-011 Construction Services for N. Mainland Water Loops, in the amount of $2,996,458.60 and award a contract to Vallencourt Construction.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.)

  1. Capital Equipment Purchase – Dunbar Creek Deionized Water System – A. Burroughs

Mr. Burroughs stated that deionized water is used in a lab setting due to its lack of contaminants and impurities that can interfere with chemical reactions or damage sensitive equipment.  The Dunbar Creek WPCF lab needs a new water purification system. This equipment was approved in the Wastewater Lab Capital purchase line item of the FY2024 budget.  The amount of the final quotation is $31,714.00.

Commissioner Watson made a motion seconded by Commissioner Cook that the Finance Committee recommend the purchase of a deionized water system from Evoqua in the amount of $31,714.00.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.)

  1. Capital Equipment Purchase – Half-Ton Work Truck – A. Burroughs

Mr. Burroughs stated that annually, Operational departments submit requests for capital vehicle and equipment replacements. The Wastewater Pretreatment Inspection personnel submitted a capital equipment request of $35,000.00 for replacement of an existing vehicle. JWSC Fleet staff solicited quotations for Half-Ton Work Trucks. The lowest quote was received from Murray Ford in Kingsland, Georgia for a Ford F-150.  The amount of the final quotation dated July 6, 2023, is $34,997.00.  Additional quotes were received for Dodge Ram and GMC models.

Commissioner Watson made a motion seconded by Commissioner Cook that the Finance Committee recommend the purchase of a half-ton work truck from Murray Ford in the amount of $34,997.00.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.)

  1. GEFA Loan Modification – L. Roberts

Mrs. Roberts provided that on September 19, 2019, the Commission approved a Georgia Environmental Finance Authority (GEFA) loan in the amount of fifteen million ($15,000,000) dollars for improvements to the Academy Creek WPCF as well as the gravity sewer systems (the “Project”). The original loan documents showed repayment of the loan commencing on February 1, 2022.  At the February 20, 2022 meeting the Board approved a loan modification for an extension of time until November 1, 2022.  Staff is now bringing modification #2 for consideration. Due to the impacts of COVID on the construction industry and associated materials suppliers, the Project has experienced significant supply chain issues and delayed delivery schedules. These issues have likewise impacted the project schedule. As a result, JWSC has submitted an official request to GEFA for an extension of time to commence loan repayments. GEFA has provided documents for approval of this loan modification with an accompanying requirement that JWSC provide confirmation of the Board’s support for this change in the form of the attached Resolution. Aside from the time extension there are no changes to the original loan terms and conditions.

Commissioner Watson made a motion seconded by Commissioner Cook that the Finance Committee recommend the full Commission approve the modification for time extension for GEFA Loan CW2019008 in the form of the attached Resolution.  Motion carried 2-0-1. (Commissioner Stephens was absent from the meeting.)

DISCUSSION

  1. Financial Statement Month End July 31, 2023 – F. Wilson

Mrs. Wilson presented the financial statement for the month ending July 31, 2023. She reviewed the Balance Sheet noting the Current Assets and Current Liabilities and briefed the Committee on the Combined Revenue Statement.  The various Operating Revenues accounts were noted, and details on the Summary of Revenues and Summary of Expenses were highlighted.  Mrs. Wilson briefly reviewed line items on the Cash Balances and the Project Report. Mrs. Wilson also briefed the Committee members on year-end numbers for Fiscal Year 2023. 

Commissioner Cook asked if there was any further business to discuss.

There being no further business, Commissioner Cook adjourned the meeting at 3:46 p.m.