Finance Committee Meeting Minutes – Wednesday, May 15, 2024
For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, May 15, 2024 at 3:00 p.m. in the Commission Meeting Room.
Finance Minutes 5-15-24 with Attachments
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Brunswick-Glynn Joint Water & Sewer Commission
1703 Gloucester Street, Brunswick, GA 31520
Commission Meeting Room
Wednesday, May 15, 2024, at 3:00 PM
FINANCE COMMITTEE MINUTES
MEMBERS PRESENT:
Clayton Watson, Finance Committee Chairman
Charles Cook, Commissioner
Andrew Burroughs, Executive Director
ALSO PRESENT:
Ben Turnipseed, Commission Chairman
Dave Ford, Commissioner
LaDonnah Roberts, Deputy Executive Director
David Owens, Director of Finance
Frances Wilson, Accounting Manager
Pam Crosby, Director of Procurement
Janice Meridith, Executive Commission Admin.
ABSENT:
Lance Sabbe, Commissioner
Committee Chairman Watson called the meeting to order at 3:00 PM.
Committee Chairman Watson appointed Commissioner Dave Ford to the Finance Committee for this meeting as a substitute for Commissioner Sabbe.
PUBLIC COMMENT PERIOD
Committee Chairman Watson opened the Public Comment Period. There being no citizens that wished to address the Committee, Chairman Watson closed the Public Comment Period.
Commissioner Cook made a motion seconded by Commissioner Ford to defer Approval Item #7 until the next Finance meeting when Synovus will be present for explanations and questions. Motion carried 3-0-0.
Commissioner Cook made a motion seconded by Commissioner Ford to excuse Commissioner Sabbe from this meeting. Motion carried 3-0-0.
APPROVAL
- Minutes from the April 17, 2024, Finance Committee Meeting
Commissioner Cook made a motion seconded by Commissioner Ford to approve the minutes from the April 17, 2024, Finance Committee Meeting. Motion carried 3-0-0.
- Contract Award – Pump Stations 2001-2002-2033-2034 Electrical Installation – A. Burroughs
Mr. Burroughs advised that BGJWSC has two (2) funded capital projects that address a total of four (4) pump station upgrades outlined in the most recent update to the BGJWSC Master Plan. These stations are PS 2001, 2002, 2033, and 2034. PS 2001 and 2002 serve the south end of St. Simons Island. PS 2033 and 2034 serve the north end of St. Simons Island. Due to rapidly increasing construction costs, staff elected to manage these projects differently than a single traditional construction contract. BGJWSC will pre-purchase materials and let individual contracts for services as needed to complete the work. Internal staff may be used to complete work as availability allows. Purchases were approved in March for the higher cost electrical items and bypass pumping rental for each station. Staff solicited pricing from multiple electrical contractors for the installation of JWSC-provided materials at these four pump stations. The contractor will be providing conduit, wire, and fittings necessary to extend service to the new electrical equipment as part of their quotes. Staff recommends awarding a contract to Teck Electric, LLC for electric installations at PS 2001, 2002, 2033, and 2034 in the amount of $81,366.
Commissioner Cook made a motion seconded by Commissioner Ford that the Finance Committee recommend awarding a contract to Teck Electric, LLC for electric installations at PS 2001, 2002, 2033, and 2034 in the amount of $81,366. Motion carried 3-0-0.
- Contract Award – Highway 17 Water Main Casings – A. Burroughs
Mr. Burroughs stated that BGJWSC has an existing contract with D&C Directional Boring, LLC for as-needed horizontal directional drilling of line sizes up to 8”. There are two separate private development projects that have requested water access across different sections of Highway 17, one at Harry Driggers Boulevard and another at Exit 29. Both locations are opportunities for BGJWSC to install a larger than necessary casing for future expansion of the potable water systems in these locations. Staff requested quotes from D&C Directional Boring to install 16” HPDE casings in these locations, so that carrier pipes of up to 12” may be pulled through at a later date without having to redo the GDOT permitting for these sites. Water services can be pulled through the casings for these two projects and upsized as needed later. The cost for these bores is $178 per linear foot. Both bores are approximately 200 linear feet, bringing the total cost for the two locations to $71,200. Given the opportunity to provide expansion and looping opportunities for our water distribution system presented by these two locations, staff recommends moving forward with these installations.
Commissioner Cook made a motion seconded by Commissioner Ford that the Finance Committee recommend awarding a contract to D&C Directional Boring, LLC for the installation of two casings for water main installations in the amount of $71,200. Motion carried 3-0-0.
- Academy Creek Fence Replacement – A. Burroughs
Mr. Burroughs provided that the chain link fencing at the Academy Creek Water Pollution Control Plant is badly corroded and in a state of disrepair. Galvanized fencing does not typically hold up well around wastewater facilities due to the corrosive environment. Staff requested quotes from three local fencing contractors to replace the existing chain link fencing with black vinyl coating chain link fencing. Staff recommends awarding a contract to Coastal Fencing for the replacement of the fencing at the Academy Creek WPCF in the amount of $29,000.00.
Commissioner Cook made a motion seconded by Commissioner Ford that the Finance Committee recommend awarding a contract to Coastal Fencing for the replacement of the fencing at the Academy Creek WPCF in the amount of $29,000.00. Motion carried 3-0-0.
- Change Order No. 1 Pump Stations 3101-4001-4002 Engineering Services – A. Burroughs
Mr. Burroughs advised that BGJWSC entered an engineering design, bidding, and construction phase services contract with Kimley-Horn on March 23, 2022, for improvements to Pump Stations 3101, 4001, and 4002. An initial set of bid documents was produced by Kimley-Horn that was advertised with one bid received on December 7, 2022, that was substantially over budget for the rehab work. Bids were rejected by the Commission on December 15, 2022. Staff requested Kimley-Horn to remove items from the scope to hopefully increase the bidding pool and reduce the cost of the project to be closer in line with the existing budgets. Kimley-Horn created a new set of bid documents with a significantly reduced scope of work with again only one bid received on August 8, 2023. A construction contract was awarded to Popco, Inc. on August 17, 2023, for the project. The project was still overbudget, but significantly less so. Kimley-Horn has requested a change order to the original contract amount of $160,000 for the descoping and rebidding effort performed. The requested amount of the change order is $20,000.
Commissioner Cook made a motion seconded by Commissioner Ford that the Finance Committee recommend approving Change Order No. 1 to the engineering services contract with Kimley-Horn for the Pump Station 3101, 4001, and 4002 Rehab Project in the amount of $20,000. Motion carried 3-0-0.
- FY 2025 Cityworks Enterprise License Agreement Renewal – A. Burroughs
Mr. Burroughs stated that JWSC utilizes a software program called Cityworks, owned by Azteca Systems, LLC as an asset management and work order management system. Work orders completed by staff are tagged to the individual assets that are being worked on to generate information on expenses by asset location and overall asset type. We also utilize Cityworks for inventory management through the Storeroom add-on. Each year, the JWSC has entered into an Enterprise License Agreement (ELA) with Azteca Systems for the ongoing subscription and maintenance of the Cityworks program, the Storeroom add-on, the CCTV add-on, and the mobile application add-on. Cityworks is a crucial part of the ongoing workflows for both inspections and maintenance activities for the JWSC field crews. Furthermore, the information collected and analyzed from Cityworks assists management with future maintenance and replacement needs to ensure that JWSC capital funds are being allocated to the most impactful area. Cityworks is also where recordkeeping occurs in a storm event to expedite the completion of FEMA-related paperwork. This year’s ELA renewal does include an increase from the previous two years. The Fiscal Year 2023 renewal was $44,100. The Fiscal Year 2024 renewal was $46,746. The increase for this year is $1,869.84, which is a 4% increase over the previous fiscal year. Staff recommends renewing the attached Enterprise License Agreement with Azteca Systems, Inc. for the ongoing software subscription for Cityworks. This is paid for out of multiple operating budgets based on percentage of total users by division.
Commissioner Cook made a motion seconded by Commissioner Ford that the Finance Committee recommend approving the renewal of the Fiscal Year 2025 Cityworks Enterprise License Agreement with Azteca Systems, LLC in the amount of $48,615.84.
- Approval of Virtual Card Program and Limit – D. Owens
This item was deferred until the next Finance Committee Meeting.
DISCUSSION
- Financial Statement Month End April 30, 2024 – F. Wilson
Mrs. Wilson presented the financial statement for the month ending April 30, 2024. 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.
Committee Chairman Watson asked if there was any further business to discuss.
Commissioner Cook made a motion seconded by Commissioner Ford to adjourn the Finance Committee meeting. Motion carried 3-0-0.
There being no further business, Committee Chairman Watson adjourned the meeting at 3:26 p.m.