Finance Committee Meeting Minutes – Wednesday, February 15, 2023

For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, February 15, 2023 at 3:00 p.m. in the Commission Meeting Room.

Finance Minutes 2-15-23 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 15, 2023, at 3:00 PM 

FINANCE COMMITTEE MINUTES

MEMBERS PRESENT:         

Tripp Stephens, Committee Chairman

Charles Cook, Commissioner

Clayton Watson, Commissioner

Andrew Burroughs, Executive Director

ALSO PRESENT:                  

Ben Turnipseed, Commission Chairman                   

LaDonnah Roberts, Executive Deputy Director

David Owens, Director of Finance

Frances Wilson, Accounting Manager

Janice Meridith, Executive Commission Administrator                                                                               

 Committee Chairman Stephens called the meeting to order at 3:00 PM.

 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.

APPROVAL

1. Minutes from the December 14, 2022, Finance Committee Meeting

Commissioner Cook made a motion seconded by Chairman Stephens to approve the minutes from the December 14, 2022, Finance Committee Meeting.  Motion carried 2-0-1. (Commissioner Watson abstained as he was not present at that meeting.) 

2. Minutes from the December 14, 2022, Executive Session

Commissioner Cook made a motion seconded by Chairman Stephens to approve the minutes from the December 14, 2022, Executive Session.  Motion carried 2-0-1. (Commissioner Watson abstained as he was not present at that meeting.) 

3. Academy Creek WPCF Rehab Project – Change Order No. 3 – A. Burroughs

Mr. Burroughs noted that on October 14, 2020, Ruby-Collins, Inc. was contracted by JWSC for the extensive rehab of the Academy Creek Water Pollution Control Facility.  The issued Notice to Proceed date for the contract was December 1, 2020.  In May 2022 the Commission approved Change Order No. 1, and in August 2022 Change Order No. 2 was approved. Over the last five months, one additional item was determined that needed addressing in this project.  An electrical panel located near the solids handling facility needs to be relocated to meet necessary codes for clearance in front of the panel.  Ruby-Collins provided pricing to complete the relocation in the amount of $7,577.  Mr. Burroughs added that there remains a handful of vendor-related items that are awaiting correction prior to project completion.  Ruby-Collins also has a handful of punch list items to be completed throughout the plant.  Ruby-Collins has asked for a time extension of 120 days to complete the panel relocation and remaining punch list items.  The updated substantial completion date if approved would be February 28, 2023.

Commissioner Cook made a motion seconded by Commissioner Watson to move that the Finance Committee recommend the full Commission approve Change Order No. 3 for the Academy Creek WPCF Rehab project in the amount of $7,577 and approve a time extension of 120 days for Ruby-Collins, Inc. to complete the project.  Motion carried 3-0-0.

4. Pump Station 3102 Electrical Service Contract Award – A. Burroughs

Mr. Burroughs stated that Pump Station 3102 is located adjacent to the Pilot Flying J Travel Center at Exit 29.  The station serves the area north of Highway 17 near I-95.  Currently the electric service into the pump station is fed from the Travel Center.  The main disconnects for this service are in a locked building to which the JWSC does not have 24/7 access. One of the legs into the station has failed somewhere between this building and the station.  The station is currently on bypass. To get the station running again on utility power, the JWSC could either work with Pilot Flying J to locate the issue in the underground power service fed from the Travel Center or install a separate power service for the station.  Staff obtained a quote from Georgia Power Company to install the new service to the station at the cost of $36,496.18.  Staff prefers to have a separate power service to the station as it keeps the station independent of any issues which may occur at the Travel Center. Mr. Burroughs noted that 3 phase power is needed due to the 3 phase pumps.  He added that this upgrade does give the ability to expand to the back of the property.

Commissioner Cook made a motion seconded by Commissioner Watson that the Finance Committee recommend the full Commission approve a contract award to Georgia Power Company in the amount of $36,496.18 for the installation of a new electric service to Pump Station 3102.  Motion carried 3-0-0.

5. Banking, Merchant, and Investment Services Agreement – D. Owens

Mr. Owens stated that in the Fall of 2022 the JWSC issued a Request For Proposals for Banking, Merchant, and Investment Services.  Synovus was selected as the provider for all three services based on the responses to the RFP. This selection was approved by the Commission at the January 19, 2023, meeting. The JWSC already has a relationship with Synovus which has been in effect for three years and that relationship will continue through renewal of the existing agreement.  Documents now need to be executed to establish the Banking and Merchant Services relationship and conduct the related transactions.  Mr. Owens added that execution of the Synovus Treasury Management Services Master Services Agreement will allow JWSC to begin the process of transferring our banking and merchant services from our current provider (Truist) to Synovus.  By beginning this process as soon as possible, JWSC hopes to ensure a smooth and successful transition of our banking and merchant services which is anticipated to take approximately four months to complete.

Commissioner Cook made a motion seconded by Commissioner Watson that the Finance Committee recommend the full Commission approve that the Chairman, Vice-Chairman, Executive Director, Deputy Director, and Director of Finance be authorized as signatories for banking, merchant, and investment services and to execute the necessary documents to establish the Treasury Management Services Master Services Agreement and renew the Investment Services Agreement with Synovus.  Motion carried 3-0-0.

6. Surplus Inventory/Equipment – A. Burroughs

Mr. Burroughs provided the Committee with a list of fleet vehicles and equipment which staff has identified as items that are no longer of use to the mission of JWSC.  The description and mileage of each vehicle was noted for consideration in declaring each as surplus.  The equipment listed is no longer of use to JWSC since landscaping was outsourced in 2021.  All items will be posted for sale on GovDeals or in a manner most beneficial to the JWSC.

Commissioner Cook made a motion seconded by Commissioner Watson that the Finance Committee recommend 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.

DISCUSSION

1. Financial Statement Month End January 31, 2023 – F. Wilson

Mrs. Wilson presented the financial statement for the month ending January 31, 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, as well as providing an update on Investments. 

Chairman Stephens asked if there was any further business to discuss.

There being no further business, Chairman Stephens adjourned the meeting at 3:40 p.m.