Finance Committee Meeting Minutes – Wednesday, October 19, 2022

For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, October 19, 2022 in the Commission Meeting Room.

Finance Minutes 10-19-22 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, October 19, 2022 at 3:00 PM 

FINANCE COMMITTEE MINUTES

MEMBERS PRESENT:         

Bob Duncan, Committee Chairman

Charles Cook, 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

Trey Scott, CPA, Mauldin & Jenkins

Rhonda Davis, Synovus Bank

ABSENT:                               

Tripp Stephens, Commissioner

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 citizens that wished to address the Committee, Committee Chairman Duncan closed the Public Comment Period.

APPROVAL

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

Commissioner Cook made a motion seconded by Commissioner Duncan to approve the minutes from the September 14, 2022 Finance Committee Meeting.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.) 

2. Fiscal Year 2021 – 2022 Financial Audit Presentation/Acceptance – Trey Scott, CPA /

Mauldin & Jenkins

Mr. Trey Scott presented the Auditor’s Discussion & Analysis for the Fiscal Year 2022 Financial and Compliance Audit to the Finance Committee.  The JWSC is required to have its financial statements audited annually.  The Operational Agreement requires that the audit be completed by October 15 of each year.  Mauldin & Jenkins’ purpose is to express an opinion of the financial statements BGJWSC is responsible for by following the Government Auditing Standards. Mr. Scott advised that an unmodified report was issued, meaning that the auditors found they had a clean opinion with no findings and no management points for the BGJWSC financials.  He added that there are no proposed nor any past adjustments needed to be made, and there were no consultations needed.  The Commissioners were pleased with the auditor’s opinion of the JWSC financials and had no further questions for Mr. Scott related to the audit.  Commissioner Turnipseed had positive commentary regarding the audit, expressed his gratitude to Mr. Scott for all the auditor’s hard work, and then complimented Mr. Owens on his efforts with the financial audit.

Commissioner Cook made a motion seconded by Commissioner Duncan 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, 2022, and authorization of its release to the public and reporting agencies.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

3. Contract Award – Glynn Place Mall and Oglethorpe Elevated Storage Tanks Rehabilitation Project – A. Burroughs

Committee Chairman Duncan commented that due to passing this item through the Facilities Committee it was not necessary to review the same details with this being the same audience unless there are questions.  The scope of work entails construction related to the repair and painting of two elevated storage tanks.  Staff recommended awarding a contract for the rehabilitation of both the Glynn Place Mall and Oglethorpe tanks to Tank Pro in the amount of $1,396,617.00 and moving forward with the alternate items as well.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Finance Committee recommend that the full Commission award a contract in the amount of $1,396,617.00 to Tank Pro, Inc. for the Elevated Storage Tank Rehabilitation project for the Glynn Place Mall and Oglethorpe sites.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

4. Contract Award – Inspection Services EST Painting – A. Burroughs

Committee Chairman Duncan noted that this contract award is for the inspection services for the rehabilitation of the Glynn Place Mall and Oglethorpe elevated storage tanks in the amount of $27,000.00 as approved in the previous agenda item.  Chapman Technical Services has provided ongoing inspection services for all JWSC elevated and ground storage tanks for several years.  This cost is actually a reduction of $2,500 in inspection costs in comparison to the most recent tank rehab inspection contract.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Finance Committee recommend the full Commission award a contract in the amount of $27,000.00 to Chapman Technical Services, LLC for construction inspection services for the Elevated Storage Tank Rehabilitation for the Glynn Place Mall and Oglethorpe sites.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

5. Contract Award – Engineering Services for Brunswick Villa Area Sewer Extension Project – A. Burroughs

The Brunswick Villa area of Glynn County has approximately 200 homes and businesses in the area without access to public sewer.  Kimley-Horn and Associates, Inc. provided a proposal for engineering and construction phase services in the amount of $486,780 including preliminary evaluations for gravity and low-pressure sewer options, a commitment to responsiveness and timeliness during the engineering process and had experienced inspections staff prepared to handle the full-time workload.  The engineering contract for production of a bid ready package will be 180 days.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Brunswick-Glynn Joint Water and Sewer Finance Committee recommend that the full Commission award a contract in the amount of $486,780.00 to Kimley-Horn and Associates, Inc. for engineering and construction inspection services for the Brunswick Villa Area Sewer Extensions project.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

6. Contract Award – Administration Bldg. Painting Services – A. Burroughs

As a part of the FY2023 Capital Projects Plan, funds were budgeted to make improvements to JWSC facilities which includes the Administration Building.  JWSC obtained estimates for labor and materials to repair stucco issues and painting of the Administration Building located at 1703 Gloucester Street.  Merrill Construction is the contractor currently performing the renovation construction services for the new Glynn County Elections Board offices located in the old CVS portion of this building, and they also provided the best quote for repairing and painting of the JWSC portions.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Finance Committee recommend that the full Commission award a contract in the amount of $30,000.00 to C. Merrill Construction for stucco repair and painting services for the Administration Building.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

7. Change Order No. 1 – Arco Water & Sewer Improvements Project – A. Burroughs

Mr. Burroughs highlighted the project background and provided that the Contractor has requested Change Order No. 1 for additional funding in the amount of $166,003.78 to install an additional 2,600 linear feet of 8-inch PVC water main that was shown on the plans but omitted from the original bid form.  The Contractor provided a materials-only increase of $5.42 per linear foot above the original bid unit cost.  The request also includes three new items: six-inch gravity main to facilitate shared extension to two properties; flowable fill for roadway repair at Glynn County designated critical intersections; and clearing and grubbing to accommodate the sewer re-design made possible through the acquisition of easements which will remove quantities of roadway replacement from the contract.  A net savings in these items is expected and would be quantified once the re-design option is complete.  The Contractor has also requested an additional 135 days of contract time due to supply chain delays for manhole structures/materials, permitting, sewer re-route design changes and easement acquisition.  To prevent additional delays and ensure water service is extended to all residents as originally intended, Staff recommends approval of the Contractor’s request for additional funding and time extension to the construction contract in the amount of $166,003.78 and 135 days.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Finance Committee recommend approval of Change Order No. 1 to the Arco Area Water & Sewer Extension to UWS, INC to increase the contract amount by $166,003.78 and contract time by 135 consecutive calendar days.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

8. Declaration of Inventory / Equipment as Surplus – A. Burroughs

Mr. Burroughs stated that JWSC has a 2003 Ford Ranger and 136 SCADA telemetry control units that staff recommends being declared as surplus in order to dispose of them in the appropriate manner.  The truck will be posted for sale on GovDeals.  The SCADA control units will be donated/sent to and utilized by the community of Bonita Springs on the coast of Florida that was hit by Hurricane Ian resulting in their systems being down.

Commissioner Cook made a motion seconded by Commissioner Duncan 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 2-0-1.  (Commissioner Stephens was absent from the meeting.)

9. Contract Award – Paving Services for PS 2002 Force Main Replacement – A. Burroughs

Mr. Burroughs advised that Pump Station 2002 is located on Arnold Road near the intersection with Ocean Boulevard.  The existing force main leaving the station has reached the end of its useful life and needs replacement.  JWSC construction crews intend to self-install approximately 1,000 feet of 12-inch PVC force main from the station to the intersection with Demere Road beginning October 31, 2022.  JWSC staff will use a “rolling” process to not close the entire road by temporarily patching the open cut sections each day with cold mix and maintaining one lane of travel throughout the project.  Once the work is completed, it will be necessary to mill the patches and fully repave Arnold Road.  Staff contacted paving contractors throughout southeast Georgia and northeast Florida to complete this work and received quotes from two contractors, Allen Owens Construction and Paving, Inc. and Platinum Paving and Concrete.  Allen Owens Construction and Paving provided the lower cost and was able to commit to the job on November 14^th.

Commissioner Cook made a motion seconded by Commissioner Duncan to move that the Finance Committee recommend that the full Commission award a contract in the amount of $95,375 to Allen Owens Construction and Paving, Inc. for the paving of Arnold Road due to the Pump Station Force Main Replacement project.  Motion carried 2-0-1.  (Commissioner Stephens was absent from the meeting.)

DISCUSSION

1. Financial Statement Month End September 30, 2022 – F. Wilson

Mrs. Wilson presented the financial statement for the month ending September 30, 2022 and highlighted the June 30, 2022 “Summary of Revenues” and “Summary of Expenses”.  She reviewed the Balance Sheet with the Committee noting the Current Assets and Current Liabilities.  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. The June 30, 2022 financial report is pending final GMA information for completion.  Rhonda Davis with Synovus Bank was present to discuss any questions the Commissioners had regarding the value of bonds at the time of the audit.  The audit only reflects a snapshot of the bonds at that time, and they must be reported at the Fair Market Value.  The full value returns at the time of maturity.

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

There being no further business, Chairman Duncan adjourned the meeting at 4:15 p.m.