Finance Committee Minutes – Wednesday, November 17, 2021

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

Finance Minutes 11-17-21 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, November 17, 2021 at 3:00 PM

MEMBERS  PRESENT: 

Bob Duncan, Committee Chairman

Charles Cook, Commissioner

Andrew Burroughs, Executive Director 

ALSO PRESENT:                         

Ben Turnipseed, Commission Chairman

Cornell Harvey, Commissioner

LaDonnah Roberts, Deputy Executive Director

Frances Wilson, Accounting  Manager

Christa Free, Procurement Coordinator

Charlie Dorminy, Legal Consultant 

ABSENT:                                         

Tripp Stephens, Commissioner 

Committee Chairman Duncan called the meeting to order at 3:02 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.

DISCUSSION

  1. Workers’ Compensation  Insurance Annual  Renewal – Jeffery  Singletary, T.S.I

Mr. Singletary delivered a presentation to the Committee regarding the 2021 Workers Compensation claims as well as potential increases i n coverage for 2022. He stated that due to a larger number of claims for 2021, there will most certainly be an increase in coverage costs for 2022. There have been eight Workers Compensation claims so far for 2021, a 64% increase from 2020. Five of these claims make up the majority of the $337,904 increase in claims amounts. Commissioner Duncan stated that the focus of the JWSC should be to focus on and eliminate any at risk behaviors. Mr. Singletary advised the Committee of the possibility of the JWSC receiving fewer quotes for 2022 because the JWSC has used Zenith for so long.

MOTION

A motion was made by Commissioner Duncan to volunteer Commissioner Harvey as the third member of the Finance Committee for this meeting due to Commissioner Stephens being absent. The motion was seconded by Commissioner Cook.

APPROVAL

  1. Minutes from the October 20, 2021 Finance Committee Meeting

Commissioner Cook made a motion seconded by Commissioner Harvey to approve the minutes from the October 20, 2021 Finance Committee Meeting. Motion carried 3-0-0

  1. Christmas Gift Card Approval – F. Wilson

Ms. Wilson requested approval from the Commission to continue the JWSC tradition of issuing Christmas gift cards to the staff. She explained that the cards are $25 and can be spent at Wal-Mart or Sams Club. Commissioner Harvey suggested that to reward the JWSC staff for exemplary performance that the limit of the cards be increased to $50 per employee. Mr. Burroughs stated that there was room in the budget to comply with that request. The new total for 134 employee Christmas gift cards for 202 l therefore is $6,700. The cards will be distributed with payroll on December 3, 2021. Commissioner Harvey made a motion to amend the gift card amount to $50 per employee, and the motion was seconded by Commissioner Cook.

Commissioner Cook made a motion seconded by Commissioner Harvey to move that the Finance  Committee recommend to the full Board of Commissioners that the JWSC provide employees with a $50 Wal-Mart  gift card for a total amount of $6,700.  Motion carried 3-0-0.

3.  Intergovernmental Agreement Bet. Glynn County and BGJWSC – American Rescue Plan Act of 2021 Funding – C. Dorminy

Mr. Dorminy presented an Intergovernmental Agreement between Glynn County and the BGJWSC in which $4,000,000.00 worth of funding from the American Rescue Plan Act of 2021, awarded to Glynn County would be distributed to the JWSC. This is federal funding from the US Treasury in order to address public needs highlighted by the COVID-19 pandemic. The county will provide the JWSC with two $2,000,000.00 installment payments, with which the JWSC can make necessary investments in water and sewer infrastructure. The JWSC must use a portion of these funds for the Village Drainage project on St. Simons Island, and the remaining funds are to be used at Executive Director/Commission discretion.

Commissioner Cook made a motion seconded by Commissioner Harvey to move that the Finance  Committee recommend the full Commission to approve the Intergovernmental   Agreement with Glynn County for the award of funds to the JWSC under the American  Rescue Plan Act of 2021. Motion carried 3-0-0.

   4.  Arco Area Water & Sewer Extension Contract Award – A. Burroughs

Mr. Burroughs presented invitation for Bid No. 22-013, Arco Area Water & Sewer Extension (Construction Phase), which was released on September 24, 2021 . The scope of work for this project includes the installation of 11,307 linear feet of 8-inch and 3, 116 linear feet of 10-inch PVC gravity sewer as well as 1,040 linear feet of 6-inch and 3,207 linear feet of 8-inch PVC water main to allow properties

in the Arco area of Brunswick access to the JWSC system. Two bids were received Thursday, October 28, 2021, with UWS, Inc. being the apparent low bidder at $3,655,749.60. The Contract period for this work will be 240 consecutive calendar days.

Commissioner Cook made a motion seconded by Commissioner Harvey that the Finance Committee forward the above mentioned contract for Arco Area Water & Sewer Extension to UWS Inc., in the amount of $3,655,749.60 to the full Commission for approval. Motion carried 3-0-0.

5.  AMI Meter Replacement Project – Change Order #1 -L. Roberts

Ms. Roberts presented a change order request from Delta Municipal  Supply Company (“Delta”) for the Advanced Metering Infrastructure and Meter Data Management  System project. During the course of installation of meter change-outs Delta encountered a larger quantity of fused meters, dubbed “yoke bars”, than had been anticipated during the initial research, thereby increasing the original “not-to­ exceed” allowance value. Delta suspended meter installation in May of 202 l and completed a full-scale visual audit of the entire meter system. It was determined following the audit that the “not-to-exceed” allowance should increase by $3,287,712.60 for the remainder of the project in order to account for the additional “yoke bars” located throughout the JWSC system. The project is funded by GEFA loan.

Commissioner Cook made a motion seconded by Commissioner Harvey to move that the Finance Committee recommend the full Commission approve the above described Change Order #1 for Delta Municipal Supply Company in the amount of $3,287,712.60 for the Meter Replacement project. Motion carried 3-0-0.

DISCUSSION

  1. Financial Statements Month End October 31, 2021 – F. Wilson

Mrs. Wilson presented the financial statement for the month ending October 31, 2021.   She reviewed the Balance Sheet with the Committee, and highlighted current assets such as Accounts Receivable, and current liabilities, for example, Customer Deposits Payable.  Mrs. Wilson also briefly reviewed line items on the Combined Revenue Statement, Project Report, and Reserves.  She noted that a line had been added to the Financial report to show long term GEFA loan payments. There are currently two JWSC projects funded by GEFA loans, the Meter Replacement project and the Academy Creek WPCF Rehabilitation.

Ms. Wilson also mentioned that on the Fixed Asset report, Depreciation was not run in order to account for the yearly audit being performed/completed.

 

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

There being no further business, Chairman Duncan adjourned the meeting at 3:44 p.m.