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Finance Committee Meeting Minutes Wednesday, July 24, 2019

For your consideration please read the minutes from the Finance Committee Meeting held on Wednesday, July 24, 2019 at 1:00 p.m.

Finance Committee Minutes 7-24-19 with Attachments

To read the minutes please open or download the pdf from the link above or you may see more below.

Brunswick-Glynn County Joint Water & Sewer Commission

1703 Gloucester Street, Brunswick, GA 31520

Commission Meeting Room

Wednesday, July 24, 2019 at 1:00 PM 

FINANCE COMMITTEE MINUTES

MEMBERS PRESENT:        

Steve Copeland, Committee Chairman

Tripp Stephens, Commissioner

Andrew Burroughs, Interim Executive Director

ALSO PRESENT:                 

Ben Turnipseed, Commission Chairman

John Donaghy, Chief Financial Officer

Todd Kline, Director of Engineering

Janice Meridith, Executive Commission Admin.

MEDIA PRESENT:               

Taylor Cooper, The Brunswick News

Pamela Permar-Shierling, The Islander

ABSENT:                               

Donald Elliott, Commissioner                                                                                                             

Chairman Copeland called the meeting to order at 1:04 PM.

PUBLIC COMMENT PERIOD

Cameron Owens, Exit 38 Area Sewer Capacity – Mr. Owens is a property owner in the southwest quadrant area of Exit 38.  He noted that the estimated 50 acres of property owned is fully entitled and has been for 8 to 10 years with planned development for hotel and other highway commercial uses.  Mr. Owens stated that every prospective buyer has questions such as, has there been a drainage study and where is the drainage water going to go; and what about sewer capacity.  While the drainage issues have been taken care of the lack of capacity in the area has caused concerns when attempting to sell property.  Mr. Owens commented that he is asking for the Commission to keep moving forward with improvements and be sure that there is at least adequate sewer capacity for the potential development in that immediate area.

Mr. Burroughs commented that the sewage from that area drains into Pump Station 4105 and this pump station was on the agenda for the Finance and Facilities Committee Meetings to address.  Committee Chairman Copeland asked Mr. Burroughs if JWSC is limited now in that if Mr. Owens needed taps he could not get them.  Mr. Burroughs confirmed that is correct and noted that the two unsolicited proposals in place now will only provide enough capacity for those two developments and nothing additional.

Committee Chairman Copeland thanked Mr. Owens for coming to speak with the Committee.

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

APPROVAL

  1. Minutes from June 19, 2019 Finance Committee Meeting

Commissioner Stephens made a motion seconded by Commissioner Copeland to approve the minutes from the June 19, 2019 Finance Committee Meeting.  Motion carried 2-0-1.  (Commissioner Elliott was absent from the meeting.) 

Commissioner Stephens made a motion seconded by Commissioner Copeland to excuse Commissioner Elliott from the Finance Committee meeting due to being out of town.  Motion carried 2-0-1.  (Commissioner Elliott was absent from the meeting.) 

  1. Altama Avenue CIPP Project Approval – A. Burroughs

Andrew Burroughs presented the proposed Altama Avenue Cured In Place Piping (CIPP) Project for approval to move forward to the full Commission. He explained that Altama Avenue has multiple crossings underneath the road that are aged.  Some are clay pipes and some are ductile iron pipes.  Staff has not been able to TV several of these lines due to the tuberculation in them.  Staff is hesitant to do any work on these lines without bypass pumps in place just in case of a problem.  Mr. Burroughs advised that the request for funding this Project would be to have an outside contractor clean and camera these lines while they are on by-pass and then to line those pipes where necessary.  This includes lines running alongside Altama Avenue that scored a structural rating of a four or five according to NASSCO Standards.  Mr. Burroughs noted that a four or a five indicates the pipes are in short term need of rehab. He provided a project estimate detailing the various expected costs with a 15% contingency that was used to arrive at the funding request for $625,000.00 from the R&R Reserves.  Mr. Burroughs also provided the committee with a thorough project schedule for their review as well as a detailed map indicating the locations of the lines and specifying the lines scoring a four or a five on the structural rating.

Commissioner Stephens made a motion seconded by Commissioner Copeland to move that the Finance Committee approve project funding in the amount of $625,000.00 for the Altama Avenue CIPP Project and that this project funding approval be forwarded to the full Commission for approval.   Motion carried 2-0-1.  (Commissioner Elliott was absent from the meeting.)

  1. PS4105 Basin Expansion Project Approval – A. Burroughs

Andrew Burroughs stated that both Pump Stations 4105 and 4107 take flow from the area on the west side of Spur 25 and most of the flow from that quadrant area.  He noted that currently there are two unsolicited proposals in place and explained the effects of those on capacity.  Additional capacity will still be needed in this area for more development such as what Mr. Owens discussed during the public comment.  Mr. Burroughs informed the committee that the improvements made through the unsolicited proposals along with the proposed expansion project for PS4105 and 4107 would allow for the Bergen Woods Development, the Saddle Brooke Development, an additional 300 REU’s worth of capacity in those basins, and half of the Tradewinds’ flow to go through these stations.  He then explained the details of the proposed project scope and the expected additional capacity for development in that area which would be gained.  Chairman Turnipseed suggested increasing the two pump stations for that additional capacity and holding off on the forcemain reroute portion of the project temporarily as the additional capacity for Tradewinds is not necessary at this time.  This modification of the proposed scope would provide a cost savings for the present time and still allow for additional capacity to support more development in that area.  After more technical discussion on the issues and effects of the modified scope, necessary capacity, and funding it was determined that the full project would be placed for bid on the engineering design with the forcemain reroute portion of the project being bid as an alternative option for consideration separately.   The motion requested at this time will be modified to approve the project funding in the amount of $1.465M instead of the original requested amount of $2.25M.

Commissioner Stephens made a motion seconded by Commissioner Copeland to move that the Finance Committee approve project funding in the amount of $1,465,000.00 for the PS 4150/4107 Expansion and Downstream Rehab Project and that this project funding approval be forwarded to the full Commission.  Motion carried 2-0-1. (Commissioner Elliott was absent from the meeting.)

  1. Academy Creek Roof Replacement – A. Burroughs

Mr. Burroughs advised the committee that the roof over the old DAF building at Academy Creek has an existing single ply membrane roof that leaks during rain events.  This building houses the SP&M operations and the warehouse inventory.  The leaks are preventing storage of certain items in those areas of the warehouse.  The previous attempt by a contracted local roofing company to patch and repair the leaks was unsuccessful.  Last year staff received quotes to replace the roof and the roof drains, however the quotes ranged from $150,000.00 to $300,000.00.  At this time, staff is requesting a budget of $300,000.00 for the roof replacement and based that amount on the higher quotes previously received, yet expect the actual costs to be lower.  Staff will solicit new bids for the replacement of the roof and the roof drains.

Commissioner Stephens made a motion seconded by Commissioner Copeland to move that the Finance Committee approve project funding in the amount of $300,000.00 for the Academy Creek DAF Building Roof Replacement Project and that this project funding approval be forwarded to the full Commission.  Motion carried 2-0-1.  (Commissioner Elliott was absent from the meeting.)

  1. Surplus Equipment – A. Burroughs

Mr. Burroughs presented the recommendation for five pieces of equipment and vehicles to be identified as surplus and approved to be disposed of in a manner most beneficial to the JWSC.  This equipment is no longer of any use to the various divisions of JWSC.

Commissioner Copeland made a motion seconded by Commissioner Stephens to move that the Finance Committee approve the list of items detailed above as surplus and for the approval to be forwarded to the full Commission for approval.  Motion carried 2-0-1.  (Commissioner Elliott was absent from the meeting.)

DISCUSSION

  1. Audit Engagement Letter – J. Donaghy

John Donaghy provided a copy of the Letter of Engagement from Mauldin & Jenkins, LLC who are the auditors that will perform the FY2018-2019 financial audit for BGJWSC.  He explained that the engagement letter sets forth details of what the auditors will and will not do during the audit.  Mauldin & Jenkins is the same CPA firm that did the previous year’s audit for BGJWSC.  Committee Chairman Copeland requested for the Commissioners to meet with the representatives from Mauldin & Jenkins at the last Commission Meeting of August to discuss the upcoming audit.

  1. Banking RFP Update – J. Donaghy

Mr. Donaghy advised the Committee of the current status of the Banking RFP preparations and discussed the expected issues and timelines involved in transitioning banking institutions as compared with remaining with the current bank. 

  1. Financial Statements Month Ending June 2019 – J. Donaghy

Mr. Donaghy presented the financial statement for month ending June 30, 2019 and explained that this is the year-end financial statement for FY2018-2019.  He reviewed the various accounts with the Committee.

There being no further business, Chairman Copeland adjourned the meeting at 2:42 p.m.

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