Finance Committee Meeting Minutes – Wednesday, September 18, 2024
For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, September 18, 2024 at 3:00 pm in the Commission Meeting Room.
Finance Minutes 9-18-24 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, September 18, 2024, at 3:00 PM
FINANCE COMMITTEE MINUTES
MEMBERS PRESENT:
Charles Cook, Committee Chairman Pro tem
Clayton Watson, Commissioner (Via Teams)
Lance Sabbe, Commissioner
Andrew Burroughs, Executive Director
ALSO PRESENT:
Ben Turnipseed, Commission Chairman
LaDonnah Roberts, Deputy Executive Director
David Owens, Director of Finance
Frances Wilson, Accounting Manager
Pam Crosby, Director of Procurement
Janice Meridith, Executive Commission Admin.
Commissioner Cook served as Committee Chairman Pro tem and called the meeting to order at 3:00 PM.
PUBLIC COMMENT PERIOD
Commissioner Cook opened the Public Comment Period. There being no citizens that wished to address the Committee, Commissioner Cook closed the Public Comment Period.
APPROVAL
- Minutes from August 14, 2024, Finance Committee Meeting
Commissioner Sabbe made a motion seconded by Commissioner Watson to approve the minutes from the August 14, 2024, Finance Committee Meeting. Motion carried 3-0-0.
- Contract Award – FY 2025 Long-Term Water Quality Monitoring – A. Burroughs
Mr. Burroughs provided that JWSC is required by NPDES permit to maintain a watershed protection plan for each of the JWSC-operated water pollution control facilities. The plans require both dry and wet weather sampling at multiple locations throughout the watershed that each plant discharges into. The plans require quarterly dry and wet weather sampling plus additional metals and bacterial sampling. Samples are taken from 7 locations in the Academy Creek watershed, 3 locations in the Dunbar Creek watershed, and 2 locations in the South Port watershed. JWSC has a longstanding relationship with Integrated Science & Engineering (ISE) for the completion of the sampling protocol, analysis, and production of the annual reports required by permit for these watershed protection plans. Staff is very pleased with the work product produced by ISE and would like to continue this relationship for another year. These expenses are budgeted in the individual plant Technical Services budget.
Commissioner Sabbe made a motion seconded by Commissioner Watson that the Finance Committee recommend the full Commission approve a contract award to Integrated Science & Engineering for the Fiscal Year 2025 Watershed Protection Plans in the amount of $79,275.00. Motion carried 3-0-0.
- Capital Equipment Purchase – (2) Two Truck Cranes – A. Burroughs
Mr. Burroughs noted that within JWSC’s Systems Pumping and Maintenance Division Fleet, the addition of an electric service crane to a 1-ton truck body allows the service vehicle to lift materials such as pumps during field repair and replacement. An electric crane’s operation is significantly quieter than a hydraulic crane’s which allows crews to work at times and in locations where reduced noise is essential. Currently, there are (2) two service vehicles with existing Palfinger model PSC 3216 electric service cranes that have reached the end of their life cycle. They are both non-functioning after multiple repairs. After considering factors such as service times in relation to purchase cost and ongoing maintenance and service, the decision was made to select the Stellar model EC4000 to replace the existing Palfinger units. This equipment was approved in the capital purchase line item of the FY2025 budget for the Systems Pumping and Maintenance Division. The original estimated amount of this item was $70,000 for (2) replacement cranes. The estimate to replace each unit is $27,400.00 each including removing the old units and installation of the new units for a total cost of $54,800.00. The estimated lead time for delivery and installation of the new units is (3) three to (5) five months.
Commissioner Sabbe made a motion seconded by Commissioner Watson to move that the Finance Committee recommend the full Commission approve the purchase of (2) electric service cranes in the amount of $54,800.00 from DVA Fleet, Dealer Vehicle Accessories. Motion carried 3-0-0.
- Capital Equipment Purchase – Valve Exerciser – A. Burroughs
Mr. Burroughs explained that a valve exerciser is a tool used to turn valves on and off repeatedly to ensure the valve does not become stiff and malfunction. It helps keep valves free of debris and would allow the Water Distribution team to operate valves and identify broken and inoperative valves. By having a routine and effective valve exercise program in place, it will not only keep the valves working properly but also keep the valve boxes cleaned out, improving access to them in emergencies. The existing equipment was purchased by the City of Brunswick in 2006 and needs replacement. This item was approved in the capital purchase line item of the FY2025 budget for the Water Distribution Division. The original estimated amount of this equipment was $80,000 for the valve exerciser. Staff considered two different weight ratings for the trailer chassis as part of their need’s evaluation. The lowest weight-rated chassis, inclusive of the Sourcewell contract discount, came in at $86,709.15 including all associated freight and prep costs.
Commissioner Sabbe made a motion seconded Commissioner Watson that the Finance Committee recommend the full Commission approve the purchase of one (1) valve exerciser in the amount of $86,709.15 from Vermeer Southeast Sales & Service, Inc. Motion carried 3-0-0.
- Contract Award – Academy Creek Influent Pump Base Replacements – A. Burroughs
Mr. Burroughs provided that the Academy Creek Influent Pump Station contains four pump bases that are fixed to the floor of the wet well. When pumps are installed, they are slid down guide rails and are seated onto these bases. In September 2023, BGJWSC ordered two new influent pumps that are scheduled for delivery in early May. Staff had condition inspections performed on the pump bases. Upon inspection, it was determined that the pump bases were no longer properly affixed to the wet well, causing the pumps not to seat correctly, increasing vibration on the pump, and reducing pump capacity and pump lifespan. At the April 2024 Commission meeting, staff recommended a contract award to rehab the existing influent bases at Academy Creek. Two of the bases were rehabbed in early May. The other two were not rehabbed. One of the new Flygt pumps was installed on the rehabbed base, but the pump never seated correctly allowing blow-by to occur reducing efficiency. After multiple attempts to correct the issue, Xylem has agreed to provide new pump bases and reducers to the JWSC at no cost for the materials. The materials are valued at approximately $25,000. Staff requested a quote from BRW Construction Group, LLC to perform the installation of the new bases and reducers to allow for proper installation of the new pumps. In addition, staff wishes to perform the same tasks on the remaining two pump bases once the new pumps are installed. This work will improve pumping efficiency and reduce wear and tear on the influent pumps. Staff is soliciting updated quotes for the purchase of two more new influent pumps for Academy Creek. BRW provided a quote of $55,465.00 to replace the bases, install the reducers, and new 3” guiderails for each pump. This item will be funded from the Academy Creek operations budget.
Commissioner Sabbe made a motion seconded by Commissioner Watson that the Finance Committee recommend entering into a contract with BRW Construction Group, LLC to perform the replacement of the influent pump bases and associated work at Academy Creek Water Pollution Control Facility in the amount of $55,465.00. Motion carried 3-0-0.
DISCUSSION
- Financial Statement Month End August 31, 2024 – F. Wilson
Mrs. Wilson presented the financial statement for the month ending August 31, 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.
Commissioner Cook asked if there was any further business to discuss.
Commissioner Cook made a motion seconded by Commissioner Sabbe to adjourn the Finance Committee meeting. Motion carried 3-0-0.
Commissioner Cook adjourned the meeting at 3:25 p.m.