Finance Committee Meeting Minutes – Wednesday, August 18, 2021

For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, August 18, 2021 at 3:00 p.m. in the Commission Meeting Room.

Finance Minutes 8-18-21 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, August 18, 2021 at 3:00 PM 

FINANCE COMMITTEE MINUTES

MEMBERS PRESENT:         

Bob Duncan, Committee Chairman

Charles Cook, Commissioner

Andrew Burroughs, Executive Director                                               

ALSO PRESENT:                  

Ben Turnipseed, Commission Chairman

Cornell Harvey, Commissioner

LaDonnah Roberts, Deputy Executive Director

Frances Wilson, Accounting Manager

Janice Meridith, Executive Commission Admin. 

ABSENT:                               

Tripp Stephens, Commissioner

MEDIA:                      None Present

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

Committee Chairman Duncan requested to appoint Commissioner Harvey as a voting member for this Finance Committee Meeting due to Commissioner Stephens’ absence. 

PUBLIC COMMENT PERIOD

Chairman Duncan opened the Public Comment Period.

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

APPROVAL

1. Minutes from the July 14, 2021 Finance Committee Meeting

Commissioner Turnipseed made a motion seconded by Commissioner Duncan to approve the minutes from the July 14, 2021 Finance Committee Meeting.  Motion carried 2-0-1.  (Commissioner Cook abstained due to having been absent from that meeting.) 

2. GDOT State Road 303 Resurfacing Contract Item Agreement – A. Burroughs

Mr. Burroughs advised that this item had been discussed and recommended earlier by the Facilities Committee to be forwarded to the full Commission for approval.  He briefly highlighted the details for this committee, and advised that the GDOT will be resurfacing State Route 303 from south of West Fancy Bluff Road to north of Scouten Lane, and that JWSC has assets that will need to be adjusted to grade following resurfacing.  The GDOT requested an agreement with JWSC in order to bid this work as part of the resurfacing package, including an estimated 10 sewer manholes and 20 water valves that will require grade adjustments.  With bids having not been received yet, a total estimated cost of $35,500.00 has been applied and the total cost of the project will be adjusted once bids are received.  Mr. Burroughs stated that staff recommends entering into an agreement with GDOT for the necessary grade adjustments in the estimated amount of $35,500.00, and added that the funding will come from the R&R Reserve.

Commissioner Cook made a motion seconded by Commissioner Harvey to move that the Finance Committee recommend entering into the Contract Item Agreement with Georgia Department of Transportation for infrastructure grade adjustments along State Route 303 in the amount of $35,500.00.   Motion carried 3-0-0. 

3. Surplus Vehicles & Equipment – A. Burroughs

Mr. Burroughs informed the Finance Committee that JWSC staff has determined that there are four (4) vehicles and one (1) Cannon plotter that are no longer of use to the mission of the JWSC.  He provided a memo indicating the items and the status of each.  To dispose of this property, the Brunswick Glynn Joint Water & Sewer Commission must declare the property as surplus.  Once declared as surplus, the Director of Procurement will dispose of the property in a manner most beneficial to the JWSC.  Typically vehicles and equipment declared as surplus will be posted to the GovDeals website for sale.

Commissioner Cook made a motion seconded by Commissioner Harvey to move that the Finance Committee recommend that the full Commission approve the above listed items as surplus to be disposed of in a manner most beneficial to the JWSC.  Motion carried 3-0-0. 

4. Change Order No. 1 SPLOST North Mainland Phase III Pump Stations – A. Burroughs

Mr. Burroughs highlighted the details of Change Order Request No. 1 for the SPLOST North Mainland Phase III Pump Station Project.  The request is for additional funding in the amount of $55,508.00 and an additional 30 consecutive calendar days to be added to the construction time.  Delays on deliveries for new pumps and equipment for the PS4035 project have resulted from the COVID pandemic.  An extended rental of the required bypass pumps will cost an additional $31,798.00.  The delays necessitate a construction time increase of 30 days.  Mr. Burroughs also advised it was discovered that the stairs and walkway in the PS4035 wet well are corroded beyond feasible repair and should be demolished and removed due to possible hazards.  JWSC staff recommended allowing the Contractor to perform this work for a sum of $23,710.00, therefore the total amount of additional funding requested is $55,508.00 and construction time increase of 30 consecutive calendar days.  Committee Chairman Duncan commented that this Change Order Request had been discussed earlier in the Facilities Committee Meeting and was recommended to be forwarded to the full Commission for their consideration and approval.

Commissioner Harvey made a motion seconded by Commissioner Cook to move that the Finance Committee recommend approval of Change Order No. 1 to the SPLOST North Mainland Phase III Pump Station Project to Southern Civil, LLC to increase the contract amount by $55,508.00 and contract time by 30 consecutive calendar days.  Motion carried 3-0-0.

 DISCUSSION

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

Mrs. Wilson presented the financial statement for the month ending July 31, 2021.   She reviewed the Balance Sheet with the Committee, and highlighted current assets such as Accounts Receivable, as well as current liabilities, i.e. Customer Deposits Payable.  Mrs. Wilson also briefly reviewed line items such as operating revenues and operating expenses on the Combined Revenue Statement, Project Report, and Reserves.  Mrs. Wilson explained to the Finance Committee that this report will have some adjustments as the audit for FY2021 progresses and is completed.  During her review of the financial statement, Mrs. Wilson did note some specific accounts that have already been adjusted and others that may vary.

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

There being no further business, Chairman Duncan adjourned the meeting at 3:22 p.m.