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Finance Committee Meeting Minutes – Wednesday, December 14, 2022

For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, December 14, 2022 at 3:00 p.m. in the Commission Meeting Room.

Finance Minutes 12-14-22 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, December 14, 2022 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, Executive Deputy Director

David Owens, Director of Finance

Frances Wilson, Accounting Manager

Charles Dorminy, J.D., LL.M.

Janice Meridith, Executive Commission Administrator  

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

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.

Commissioner Cook made a motion seconded by Commissioner Stephens to amend the agenda and add an Executive Session after discussion.  Motion carried 3-0-0.

APPROVAL

  1. Minutes from the November 16, 2022 Finance Committee Meeting

Commissioner Stephens made a motion seconded by Commissioner Cook to approve the minutes from the November 16, 2022 Finance Committee Meeting.  Motion carried 3-0-0. 

  1. Minutes from the November 16, 2022 Executive Session

Commissioner Stephens made a motion seconded by Commissioner Cook to approve the minutes from the November 16, 2022 Executive Session.  Motion carried 3-0-0. 

  1. Bid Rejection – PS3101, PS4001, and PS4002 Rehab Project – A. Burroughs

Mr. Burroughs noted this IFB was released on November 3rd with only one bid being received.  The one bid was received from POPCO in the amount of $3,853,900.00 and included the rehab scope of work for all three pump stations. Each of the pump station rehabs is funded separately.  With a combined budgeted amount of $1,425,000.00 and an engineer’s cost estimate of $2,575,800.00, the bid price of $3,853,900.00 submitted by the only bidder, POPCO, Inc., exceeds both by a substantial amount.  Staff recommended that the JWSC reject the bid for the project as specified.  Staff will work with the consulting engineer to rework the scope of the project and re-advertise the project in the near future.

Commissioner Stephens made a motion seconded by Commissioner Cook to move that the Finance Committee recommend the full Commission reject the bid for IFB 23-013 for Rehabilitation of PS31001, PS4001, and PS4002, amend the scope and re-advertise the project.  Motion carried 3-0-0.

  1. Leak Adjustment – A. Darraby – A. Burroughs

Mr. Burroughs provided that the Commission has previously approved a change to the County Ordinance requirement for leak adjustments $2,000 and over to be approved by the Commission.  The requested change is to increase the amount to $5,000 and over requiring Commission approval.  The Glynn County Ordinance must be revised to accommodate this requested change, and may be approved in January by the Glynn County Board of Commissioners.  At this time there is a requested leak adjustment over $2,000 for JWSC customer A. Darraby in the amount of $2,255.79.  All repairs causing the leak have been taken care of by the customer and the adjustment request is in order.  Staff recommends approving this leak adjustment.

Commissioner Stephens made a motion seconded by Commissioner Cook that the Finance Committee recommend the full Commission approve the leak adjustment in the amount of $2,255.79 to the account of Alexandra Darraby.  Motion carried 3-0-0.

  1. Academy Creek WPCF Grit Screen Replacement – A. Burroughs

Mr. Burroughs provided that the Academy Creek Water Production Control Facility has been undergoing extensive rehab since December 2020.  Replacements of the bar screens was included, but no work was included on the grit removal system immediately downstream of the bar screens.  With the new bar screens online, a review of grit system operations has been performed.  It has been determined that with a replacement of the control panels for these systems would be beneficial.  Two quotes were received for the construction and install of new control panels as well as SCADA integration of the new panels. Pump & Process Equipment quoted $44,060.00, yet this quote does not include SCADA integration of the new panels. Electric Machine Control quoted $44,314.00 including the SCADA integration of the new panels.  It was noted that EMC has been the SCADA integrator for the JWSC for approximately 5 years. Given the closeness of the two quotes, staff recommends moving forward with a single contract award to Electric Machine Control in the amount of $44,314.00.  Having a single contractor will make integration more seamless and eliminate potential concerns of liability if something does not function as intended.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Finance Committee recommend the full Commission approve a contract award to Electric Machine Control, Inc. in the amount of $44,314.00 for grit system control panel replacement at the Academy Creek WPCF.  Motion carried 3-0-0.

  1. Paving Services for Rose Cottage Lane – A. Burroughs

Committee Chairman Duncan stated that this item was heard earlier in the Facilities Committee Meeting.  The video was reviewed and did not reflect the need to repave the road.  Mr. Burroughs added that with the results of those discussions and the current road condition staff did not recommend moving forward with this contract at this time, and it had been voted against in Facilities.  Chairman Duncan explained to Commissioner Stephens the reasoning to why Facilities voted against.  Commissioner Duncan suggested that JWSC talk to Glynn County about warranties on paving jobs regarding responsibility to do repairs on issues and what is considered “reasonable”. He also noted that this road is no different than any other public or private road, and he cannot support placing this expense on JWSC’s ratepayers.  After discussion and reconsideration, the Committee voted against the motion with intent to revisit the matter with the full Commission on Thursday.  Mr. Burroughs will obtain more information on warranties and the Glynn County Standards for paved roadways., and that Mr. Burroughs was to bring more information regarding warranties, Glynn County Standards for paved roadways, etc.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Finance Committee recommend the full Commission reject the bid and deny the project.  Motion carried 3-0-0.

  1. ARCO Area Water & Sewer Expansion Project – Change Order No. 2 – T. Kline

Mr. Kline highlighted the details of the requested change order for the ARCO Area Water & Sewer Extension Project. The recommendation letter was received from Thomas & Hutton Engineering Co. on December 7th. The Contractor has requested additional funding in the amount of $43,170.00 and an additional 150 days of contract time. The increase in funding compensates for additional sewer installation to increase services.  The design modification solves potential issues of surcharging/back-ups in the future and eliminates the need for obtaining easements to facilitate the installation of sewer per the original plan.  The additional 150 days contract time is requested due to supply chain delays for manhole structures/materials, permitting, and sewer re-route design changes.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Finance Committee recommend approval of Change Order No. 2 to the Arco Area Water & Sewer Extension to UWS, INC to increase the contract amount by $43,170.00 and contract time by 150 consecutive calendar days.  Motion carried 3-0-0.

  1. Surplus Inventory/Equipment – A. Burroughs

Mr. Burroughs advised on obsolete inventory items that are no longer of use to the mission of JWSC.  The Crouse-Hinds receptacles and plugs are no longer needed due to SP&M converting to a quick connect portable generator setup.  The 2-inch C-900 PVC pipe is excess material since Water Distribution has converted standard installation to 2-inch poly.  100-feet of the C-900 pipe will remain on-hand for minimal repairs.  Mr. Burroughs did note that in addition to sale on GovDeals, the options under consideration for these specific surplus items are sell to another utility or local contractor that may have use for them.

Commissioner Cook made a motion seconded by Commissioner Stephens that the Finance Committee recommend 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.

DISCUSSION

  1. Financial Statement Month End November 30, 2022 – F. Wilson

Mrs. Wilson presented the financial statement for the month ending November 30, 2022. She reviewed the Balance Sheet noting the Current Assets and Current Liabilities, and also 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, as well as providing an update on Investments.

EXECUTIVE SESSION

Commissioner Stephens made a motion seconded by Commissioner Cook to enter into Executive Session to discuss Personnel.  Motion carried 3-0-0.

Return to Regular Session

Commissioner Cook made a motion seconded by Commissioner Duncan to return to Regular Session.  Motion carried 3-0-0. 

APPROVAL cont.

  1. Amendment to Executive Director’s Contract

Commissioner Stephens made a motion seconded by Commissioner Cook that the Finance Committee recommend the full Commission endorse the amendment to the Executive Director’s contract.  Motion carried 3-0-0.

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

Commissioner Stephens stated that as this is the last Finance Meeting for the year, he wanted to thank Commissioner Duncan for his leadership with the JWSC.

Commissioner Duncan commented that he has enjoyed the relationship with all commissioners and staff.  We have gone through many changes, and I feel that we have all been pulling in the same direction. Commissioner Duncan then thanked the group.

There being no further business, Chairman Duncan adjourned the meeting at 3:50 p.m.

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Brunswick - Glynn Joint Water & Sewer Commission - 1703 Gloucester Street Brunswick, GA 31520 - 912-261-7100