Finance Committee Meeting Minutes – Wednesday, July 19, 2023
For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, July 19, 2023 at 3:00 p.m. in the Commission Meeting Room.
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Brunswick-Glynn Joint Water & Sewer Commission
1703 Gloucester Street, Brunswick, GA 31520
Commission Meeting Room
Wednesday, July 19, 2023, at 3:00 PM
FINANCE COMMITTEE MINUTES
Tripp Stephens, Committee Chairman
Charles Cook, Commissioner
Andrew Burroughs, Executive Director
LaDonnah Roberts, Executive Deputy Director
David Owens, Director of Finance
Frances Wilson, Accounting Manager
Charles Dorminy, HBS Legal Counsel
Pam Crosby, Director of Procurement
Christa Free, Procurement Coordinator
Clayton Watson, Commissioner
Committee Chairman Stephens called the meeting to order at 3:00 PM. Commissioner Watson was absent from the meeting.
PUBLIC COMMENT PERIOD
Chairman Stephens opened the Public Comment Period. There being no citizens that wished to address the Committee, Chairman Stephens closed the Public Comment Period.
- Minutes from the May 17, 2023, Finance Committee Meeting
Commissioner Cook made a motion seconded by Commissioner Stephens to approve the minutes from the May 17, 2023, Finance Committee Meeting. Motion carried 2-0-1. (Commissioner Watson was absent from the meeting.)
- SPLOST IGA – C. Burroughs
Mr. Dorminy presented to the Committee an Intergovernmental Agreement between the BGJWSC and Glynn County for the implementation of SPLOST 2022 in order for the BGJWSC to receive funding from SPLOST. SPLOST funds will be backdated to the start date of April 1, 2023 and last for a period of six years. Several JWSC projects are included in the intended use of the total SPLOST funds which are estimated to raise approximately $133,000,000. Projects are split between Tier 1 and Tier 2 projects with $6,000,000 allocated for an Exit 29 Elevated Storage Tank and Production Well and $7,000,000 allocated for Water and Sewer Service Extensions. SPLOST funds will be received by the BGJWSC on a monthly basis.
Commissioner Cook made a motion seconded by Commissioner Stephens to move that the Finance Committee recommend the full Commission approve the SPLOST 2022 Intergovernmental Agreement as outlined in the attached memo provided by staff. Motion carried 2-0-1. (Commissioner Watson was absent from the meeting.)
- Capital Equipment Purchase – Lead Detection Units – A. Burroughs
The US EPA is requiring community water utilities to complete and submit inventory of their lead service lines by October 16, 2024. The requirement is to identify services on both the JWSC and customer side of the meter. Utilities are required to determine if the services are lead, not lead, or unknown. GA EPD has established that any service installed after January 1, 1990 can be considered not lead. That leaves approximately 11,700 services connected to the JWSC water system that were built or installed prior to 1990. In order to minimize cost and disruption of customer services, staff has determined that the purchase of two (2) ElectroScan Swordfish Lead Detection units was in the best interest of the JWSC. The $130,750.00 quoted price will include the two (2) units as well as all annual support and maintenance, a one-time set-up fee, and one annual license seat. Funding for this purchase was approved as part of the Water Distribution Capital purchase budget for the 2024 Fiscal Year.
Commissioner Cook made a motion seconded by Commissioner Stephens that the Finance Committee recommend the full Commission approve purchase of two (2) ElectroScan Lead Detection units in the amount of $130, 750.00. Motion carried 2-0-1. (Commissioner Watson was absent from the meeting.)
- Capital Equipment Purchase – Trimble GPS Units – A. Burroughs
The JWSC utilizes GIS for mapping in order to organize and manage operational asset data. Accurate collection of this data as new assets are added, or repairs are made to existing ones, is critical to the asset management function. Within the JWSC, this data is collected by Operations crews in the Planning/Construction and Operations divisions. The current Trimble model Geo7X handheld GPS units used for GIS mapping have been discontinued with technical repair and support being phased out. JWSC staff has selected the Trimble model TDC600 handheld model as a replacement along with all coordinating technical support software. JWSC will purchase four (4) new Trimble units with two (2) to be utilized by the Planning/Construction division and two (2) to be used by the Systems Pumping and Maintenance division. The price for the four units is $27,615.00, including a $1,135.00 discount. The units are being purchased from Duncan-Parnell, Inc.
Commissioner Cook made a motion seconded by Commissioner Stephens that the Finance Committee recommend the full Commission approve the purchase of four (4 ) Trimble units from Duncan-Parnell, Inc in the amount of $27,615.00. Motion carried 2-0-1. (Commissioner Watson was absent from the meeting.)
- Surplus Equipment – A. Burroughs
Mr. Burroughs presented to the Committee several assets determined by JWSC staff to be no longer beneficial to the JWSC. Among the items are a Ford F-450, a Carry-on trailer, a Komatsu forklift, and three (3) Kia Soul vehicles. These items are either no longer needed by the JWSC for efficient operations or would be too expensive to repair/maintain. Mr. Burroughs recommended that the staff dispose of these items via auction on the website, GovDeals.com.
Commissioner Cook made a motion seconded by Commissioner Stephens that the Finance Committee recommend that the full commission approve the presented items as surplus to be disposed of in a manner most beneficial to the JWSC. Motion carried 2-0-1. (Commissioner Watson was absent from the meeting.)
- Contract Ward – Academy Creek Sludge Dryer Rehab – A. Burroughs
The Academy Creek WWTP operates a Fenton sludge dryer for the process of drying pressed sludge. Currently, sludge is disposed of in the municipal solid waste landfill site in Folkston, GA. Recently, staff has been working through issues with the dryer not functioning properly due to large clumps of sludge caking the inside of the dryer. This is due to wear on the agitator paddles. The paddles no longer clean the inside of the drum fully which leads to lower performance, increased maintenance and extended downtime to clean out caked material. Staff solicited a quote from AIT Services out of Brownwood, TX to fabricate new paddles as the Fenton manufacturer has been out of business for several years. Total cost to fabricate new paddles and replace the existing paddles is $30,380.00.
Commissioner Cook made a motion seconded by Commissioner Stephens that the Finance Committee recommend the full Commission award a contract in the amount of $30,380.00 to AIT Services for fabrication of new paddles and replacement of the existing paddles on the Fenton sludge dryer at Academy Creek. Motion carried 2-0-1. (Commissioner Watson was absent from the meeting.)
- Financial Statement Month End June 30, 2023 – F. Wilson
Mrs. Wilson presented the financial statement for the month ending June 30, 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. JWSC Director of Finance, David Owens provided an update on Investments. Mrs. Wilson also briefed the Committee members on year end numbers for Fiscal Year 2023.
Chairman Stephens asked if there was any further business to discuss.
Commissioner Cook made a motion seconded by Commissioner Stephens to adjourn the Finance Committee Meeting. Motion carried 2-0-1. (Commissioner Watson was absent from the meeting.)
There being no further business, Committee Chairman Stephens adjourned the meeting at 3:23 p.m.