Finance Committee Meeting Minutes – Wednesday, October 14, 2020

For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, October 14, 2020 at 3:00 p.m. in the Commission Meeting Room.

Finance Committee Minutes 10-14-20 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, October 14, 2020 at 3:00 PM

FINANCE COMMITTEE MINUTES

MEMBERS PRESENT:         

Bob Duncan, Committee Chairman

Donald Elliott, Commissioner

Tripp Stephens, Commissioner

Andrew Burroughs, Executive Director

ALSO PRESENT:                 

Ben Turnipseed, Commission Chairman

Charles Cook, Commissioner

Cornell Harvey, Commissioner

LaDonnah Roberts, Deputy Executive Director

 Frances Wilson, Senior Accountant

  Janice Meridith, Executive Commission Administrator

 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, Chairman Duncan closed the Public Comment Period.

APPROVAL

  1. Minutes from the September 16, 2020 Finance Committee Meeting

Commissioner Stephens made a motion seconded by Commissioner Elliott to approve the minutes from the September 16, 2020 Finance Committee Meeting.  Motion carried 3-0-0. 

  1. FY2019-2020 Financial Audit Presentation/Approval – Trey Scott, Mauldin & Jenkins

Mr. Scott presented the FY2019-2020 Financial Audit findings to the Finance Committee.  He is the Mauldin & Jenkins partner who oversaw the 2019 audit for this year.  Mr. Scott advised that in the Auditor’s Discussion & Analysis the Auditor’s Opinion is found on page 4.  He commented he was pleased to report that this was a very clean opinion, and they have issued an unmodified report which is the highest form of assurance they can provide.  This means that JWSC’s financial statement presents fairly the financial position and the results thereof June 30, 2020.  He commented that it is also important to know that there were no audit findings, no management points, not even an audit adjustment.  Mr. Scott stated that out of the number of governments that he audits, he can only count on one hand where he has been able to give this good of a report, and he added that this is something the Commission and Finance Staff should be commended for along with their professionalism.  Mr. Scott highlighted additional details from the audit report, of which all were positive results.  One opportunity Mr. Scott did offer to the Commissioners and staff was that they could be added to the list of Mauldin & Jenkins’ clients who receive quarterly continuing education classes and a periodic newsletter.

Commissioner Stephens made a motion seconded by Commissioner Elliott to move that the Finance Committee recommend to the full Commission the acceptance of the audited financial report for the Fiscal Year ended June 30, 2020 and authorize its release to the public and reporting agencies.  Motion carried 3-0-0. 

  1. Surplus Equipment / Inventory – A. Burroughs

Mr. Burroughs provided a list of manhole riser rings and frames for the Commissioners and noted that these legacy items are no longer of any use to the JWSC.  There are issues such as wrong sizes and        staff is requesting to declare these items as surplus and be disposed of in a manner most beneficial to the JWSC.  These manhole riser rings and frames will be placed on GovDeals for sale, and staff will also reach out to contractors to see if they can use them.

Commissioner Elliott made a motion seconded by Commissioner Stephens 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. 

  1. Leak Adjustments – L. Roberts / A. Burroughs

Westminster Club Apartments

Mr. Burroughs provided that Westminster Club Apartments had a 2” water main break on the back west side of their “H” building.  They did repair their system, but after the loss of over 2,000,000 gallons of water they had a substantial bill due to JWSC.  The calculated leak adjustment was $6,141.64 with no late fees associated due to Westminster Club having paid those water bills.

Commissioner Elliott made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn County Joint Water and Sewer Commission Finance Committee forward the leak adjustment in the amount of $6,141.64 to the account of Westminster Club Apartments to the full Commission for approval as presented.

There was discussion regarding the location of the meters and number of units for Building “H”.  Each building has its own meter, and there are estimated 20 units in the building.  Commissioner Stephens questioned if double the average usage equated to four (4) times the normal bill.  Commissioner Stephens asked if on future leak adjustments there can be an Executive Summary that says what the normal usage is.  This requested adjustment was only based on two (2) times their normal bill.  Mr. Burroughs agreed that this adjustment can be held for review.  Commissioner Stephens also noted that it would be helpful if an Excel spreadsheet could be included to show the calculations, rather than a note written with the one amount.  It was decided to forward this item on to the Commission if additional information can be provided at that time.  When it was time to take a vote, Commissioner Elliott recommended amending the motion to include “pending the Executive Director finalizing the amount of the reimbursement”.  The motion was amended.

Commissioner Elliott made a motion seconded by Commissioner Stephens to move that the Brunswick-Glynn County Joint Water and Sewer Commission Finance Committee forward this leak adjustment pending the Executive Director finalizing the amount for reimbursement.  Motion carried 3-0-0.

McDonald’s, St. Simons Island

Mr. Burroughs advised that McDonald’s on St. Simons Island found they had a broken underground water main line to their sprinkler system and had received a large bill for what was about eight (8) times the normal monthly usage on their irrigation account.  He provided that the amount for this leak adjustment would be $2,802.72.  The Committee discussed adjustments being applied to irrigation accounts.  Commissioner Stephens questioned the two (2) months usage for July and four (4) months usage for June.  One month qualifies for adjustment based on four (4) times the monthly usage, and the other does not.  Commissioner Duncan suggested making the motion same as the previous motion and defer this item to the full Commission if there is additional information for their use.

Commissioner Elliott made a motion seconded by Commissioner Stephens to move to defer to the full Commission tomorrow on leak adjustment 4B.  Motion carried 3-0-0.

Commissioner Stephens advised he would need to leave this meeting early.

DISCUSSION

  1. Financial Statements Month End September 30, 2020 – L. Roberts

Mrs. Roberts commented that she would address Commissioner Stephen’s previous questions before reviewing the financial statements for September.  She directed the Commissioners to the additional documents for discussion, and provided the Aged Account Report as requested.  Mrs. Roberts noted a few highlights and advised that this report can be provided each month if desired.  The second document in this packet was an update on the Commercial Deposit Return for Qualifying Accounts as previously requested.  After a good discussion regarding leak adjustments, an update on the JWSC health insurance was provided and reviewed.  Mrs. Roberts then reviewed and discussed the financial statements for the month ending September 30, 2020.

Commissioner Stephens left the meeting at 3:40

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

There being no further business, Chairman Duncan adjourned the meeting at 3:49 p.m.