Finance Committee Meeting Minutes – Wednesday, February 17, 2021

For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, February 17, 2021 at 3:00 p.m. in the Commission Meeting Room.

Finance Committee Meeting Minutes 2-17-21 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, February 17, 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

LaDonnah Roberts, Deputy Executive Director

Frances Wilson, Senior Accountant

Jay Sellers, Director of Administration

Janice Meridith, Executive Commission Admin.

ABSENT:                               

Tripp Stephens, Commissioner

MEDIA PRESENT:               

None

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 December 16, 2020 Finance Committee Meeting

Commissioner Cook made a motion seconded by Committee Chairman Duncan to approve the minutes from the December 16, 2020 Finance Committee Meeting.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.) 

  1. Minutes from the December 16, 2020 Executive Session

Commissioner Cook made a motion seconded by Committee Chairman Duncan to approve the minutes from the December 16, 2020 Executive Session.  Motion carried 2-0-1.  (Commissioner Stephens was absent for the meeting.) 

  1. SPLOST 2016 North Mainland Pump Stations Contract Award – A. Burroughs

Mr. Burroughs commented that he would discuss both Items #2 and #3 together as they are related and the two motions would be made separately.  Invitation for Bid No. 21-012 2016 SPLOST North Mainland Phase III Pump Station Improvements Project No. 702 was issued on November 24, 2020.  This rehabilitation of Pump Stations 4035 and 4036 includes pump house repairs, pump & piping modifications, painting of the buildings & piping, site work, electrical improvements, and SCADA improvements.  Bids were accepted for alternate items for flow meter installations and odor control system installations.  Out of the twenty-five (25) construction firms and vendors that attended the mandatory pre-bid teleconference call, bids were submitted by two (2) firms: Southern Civil, LLC and PopCo, Inc. in the amounts of $2,612,040.00 and $3,400,766.00 respectively.  JWSC staff determined that the amount of $2,612,040.00 submitted by Southern Civil, LLC is reasonable and acceptable, and is lower than the cost estimate prepared by consulting engineer Thomas & Hutton.  Mr. Burroughs stated that the anticipated project duration is three-hundred thirty (330) consecutive calendar days, with the funding source being the 2016 SPLOST proceeds.  Mr. Burroughs provided the Thomas & Hutton Recommendation of Award and the certified bid tabulation for the Committee’s review. 

  1. SPLOST 2016 North Mainland Force Main Contract Award– A. Burroughs

Mr. Burroughs informed the Committee that Invitation for Bid No. 21-013 2016 SPLOST North Mainland Phase III Force Main Project No. 702 was also released on November 24, 2020.  The scope of this project includes installation of 18,065 linear feet of 12- and 18-inch force main along Harry Driggers Boulevard and Canal Road and 818 linear feet of 24-inch gravity sewer on Ogden Drive.  Two (2) firms submitted bids on January 12, 2021: TB Landmark Construction, Inc. in the base bid amount of $4,999,946.00 and Seaboard Construction Company in the base bid amount of $7,259,959.00.  Installation of 2,345 linear feet of 12-inch water main along Canal Road was included in the base bid for this project.  Mr. Burroughs specifically stated that this portion of water main will be paid for from JWSC Project No. 704 funds and will not be paid for with 2016 SPLOST funds.  Alternates that were given consideration once bids were received were increasing the amount of open cut installation, using open cut installation for the gravity section on Ogden Drive, and extending the force main along Ogden Drive in lieu of gravity sewer installation. After calculating the base bids with the open cut force main and open cut gravity, the bid from TB Landmark was $4,663,123.00 and Seaboard Construction’s bid was $6,295,842.00.  Upon consideration of the base bids, alternates, installation methods, expenses, additional needs and future benefits, JWSC staff recommended entering in to a contract with TB Landmark Construction, Inc. for construction services for SPLOST North Mainland Phase III Force Main Project No. 702 in the amount of $4,663,123.00 which includes Alternate 1 (open cut force main) and Alternate 3 (open cut gravity).  It was noted that this recommendation is in conflict with the recommendation provided in writing by consultant Thomas & Hutton and sub-consultant Four Waters Engineering.  Their recommendation was to forgo Alternate 1 and use horizontal directional drill installation methodologies.  The consultants did agree with the recommendation to include Alternate 3.

Commissioner Cook made a motion seconded by Committee Chairman Duncan to move that the Finance Committee recommend awarding the contract for the SPLOST North Mainland Phase III Pump Station Improvements Project to Southern Civil, LLC. in the amount of $2,612,040.00 and forwarding to the full Commission.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

Commissioner Cook made a motion seconded by Committee Chairman Duncan to move that the Finance Committee recommend awarding the contract for the SPLOST North Mainland Phase III Force Main Project to TB Landmark Construction, Inc. in the amount of $4,663,123.00.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

  1. U.S. Geological Survey Joint Funding Agreement – A. Burroughs

Mr. Burroughs informed the Committee that for the past several years, the JWSC has entered into a joint Funding Agreement with the U.S. Geological Survey (USGS) for groundwater monitoring of the upper Floridian aquifer to monitor the migration of chlorides throughout the aquifer.  He added that the funding for continued groundwater monitoring allows for further understanding of the saltwater plume’s movement throughout the Upper Floridian aquifer.  This is vital to project the long-term changes to groundwater quality throughout JWSC’s production wells.

Commissioner Cook made a motion seconded by Committee Chairman Duncan to move that the Finance Committee recommend that the full Commission enter into a Joint Funding Agreement with USGS in the amount of $65,700 for the continuation of groundwater monitoring in the Upper Floridian aquifer.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

  1. PS2003 Pumps Purchase – A. Burroughs

Mr. Burroughs briefed the Committee on the issues with the two (2) pumps at PS2003.  This pump station receives most of the flow from the south end of the island and pumps it to the Dunbar Creek gravity basin.  The duplex station has seen an increase of grit due to upstream gravity basin cleaning.  Even though 40 yards of debris was removed by the cleaning crews, the grit has caused damage to the impellers, wear rings, and seals of both of PS2003’s pumps.  The first pump failed in November 2020, and the second pump failed in December.  In order to prevent the permanent bypass pump from being the sole pump at the station, a pump has been temporarily relocated from PS4118 to PS2003.  The two 23-year old KSB pumps have both seen sent back to the supplier for inspection and repair.  The repair quotes received were much higher in cost than the value of the pumps, therefore staff obtained quotes on two in-kind replacement pumps that will also provide increased flow rates.  Given the immediate availability of the Grundfos pumps compared to between 12-16 weeks for the other pumps quotes, staff recommended purchasing two Grundfos 98 hp pumps for installation at Pump Station 2003. 

Commissioner Cook made a motion seconded by Committee Chairman Duncan to move that the Finance Committee recommend the full Commission approve the purchase of two new pumps for Pump Station 2003 from Goforth Williamson, Inc. in the amount of $75,570.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.) 

DISCUSSION

  1. Leak Adjustment Summary – L. Roberts

Mrs. Roberts provided an update on the leak adjustments, pool fill adjustments, and sod adjustments for the current fiscal year.  The summary included all the adjustments from July 1, 2020 through January 31, 2021.

  1. Deposit Refund Summary – A. Burroughs

Mr. Burroughs provided an update on customer deposit refund for the Committee. 

  1. Financial Statements Month End January 31, 2021 – L. Roberts

Mrs. Roberts presented the financial statement for the month ending January 31, 2021.   She reviewed the Balance Sheet and highlighted various accounts such as Cash and Cash Equivalents, and the Bond Sinking Fund, as well as points on liabilities.  Mrs. Roberts also noted line items on the Combined Revenue Statement, Project Report, and Reserves.

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

There being no further business, Chairman Duncan adjourned the meeting at 3:34 p.m.