Finance Committee Minutes 9-20-17 with Attachments<\/a><\/p>\nTo read the minutes, please open or download the pdf from the link above, or you may see more below:<\/p>\n
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Brunswick-Glynn County Joint Water & Sewer Commission<\/strong><\/p>\n1703 Gloucester Street, Brunswick, GA 31520<\/strong><\/p>\nCommission Meeting Room<\/strong><\/p>\nWednesday, September 20, 2017 at 2:00 PM<\/strong>\u00a0<\/strong><\/p>\nFINANCE COMMITTEE MINUTES<\/strong><\/p>\nPRESENT: \u00a0\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong><\/p>\nDonald M. Elliott, Chairman<\/strong><\/p>\nSteve Copeland, Commissioner<\/strong><\/p>\nMike Browning, Commissioner<\/strong><\/p>\nJimmy Junkin, Executive Director<\/strong><\/p>\nJohn Donaghy, Director of Finance<\/strong>\u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0 \u00a0<\/strong><\/p>\nALSO PRESENT: \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong><\/p>\nAndrew Burroughs, Deputy Executive Director<\/strong><\/p>\nPam Crosby, Director of Procurement<\/strong><\/p>\nJay Sellers, Director of Administration<\/strong>\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 \u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0\u00a0 <\/strong><\/p>\nChairman Elliott called the meeting to order at 2:00 PM.\u00a0\u00a0<\/strong><\/p>\nPUBLIC COMMENT PERIOD<\/strong><\/p>\nThere being no citizens that wished to address the Committee, Chairman Elliott closed the Public Comment Period.<\/p>\n
APPROVAL<\/strong><\/p>\n\n- Minutes from August 16, 2017 Finance Committee Meeting<\/strong>\u00a0<\/strong><\/li>\n<\/ol>\n
Commissioner Browning made a motion seconded by Commissioner Copeland to approve the minutes from the August 16, 2017 Finance Committee Meeting.\u00a0 Motion carried 3-0-0.<\/u><\/p>\n\n- Sanitary Sewer Flow Monitoring RFP Award <\/strong>\u2013 P. Crosby<\/li>\n<\/ol>\n
Pam Crosby presented to the Committee a recommendation to make a contract award for the Sanitary Sewer Flow Monitoring RFP.\u00a0 She provided the background information that the monitoring is to be performed on St. Simons Island for a three month period of study, and then from there we will be able to determine if it needs to be extended further.\u00a0 Mrs. Crosby also explained that the purpose of the Proposal is to address the inflow and infiltration to help to establish the next list of target areas that need to be addressed for grouting, manhole rehabilitation, etc.\u00a0 In overview, she advised that there were 5 Proposals received, and a technical team of 3 staff reviewed the Proposals.\u00a0 She also provided a copy of the project background information from the RFP, the evaluation summary sheet, and a price bid sheet.\u00a0 Based on the evaluations, staff recommended award to McKim & Creed at the proposed cost of $311,800.00.\u00a0 It was also noted that McKim & Creed has a more comprehensive proposal and recommendation, and that 60 locations were to be monitored.<\/p>\n
Commissioner Browning made a motion seconded by Commissioner Copeland that the Brunswick-Glynn County Joint Water & Sewer Commission award the contract for Sanitary Sewer Flow Monitoring to McKim & Creed. \u00a0Motion carried 3-0-0.<\/u>\u00a0<\/strong><\/p>\nDISCUSSION<\/strong>\u00a0<\/strong><\/p>\n\n- Water Production Report<\/strong> \u2013 S. Sallins<\/li>\n<\/ol>\n
John Donaghy introduced the information provided for this report and advised that it was obtained via the Open Gov program.\u00a0 Shanesha Sallins explained to the Committee the details of the two charts provided regarding the amount of water produced during the Fiscal Year 2016-2017. The first chart indicated the water produced in gallons per month, and the second showed the water billed in gallons per month. \u00a0Chairman Elliott requested the percent of water produced that is unbilled.\u00a0 John Donaghy advised that this will be provided in the annual audit, and estimated that the percent is about 10 to 12%.\u00a0 Mr. Junkin added that if this is correct, that is a good number for a utility. \u00a0There was further discussion on reporting separating the districts within the reports and how well they can be broken down in future reporting.\u00a0 John noted that the data and charts can be manipulated and designed in different forms depending on the use and need and also be provided on the website if requested.\u00a0<\/strong><\/p>\n\n- FEMA Reimbursement Plan<\/strong> \u2013 S. Sallins<\/li>\n<\/ol>\n
Shanesha Sallins displayed a chart indicating the dates of the milestones thus far for Hurricane Irma and FEMA reimbursements.\u00a0 She advised that the formal application had not been turned in as of yet, and that after the application is filed the representative project manager from FEMA would then be assigned for JWSC. There was some additional discussion regarding Hurricane Matthew and Hurricane Irma, and the preparation and documentation for each.\u00a0<\/strong><\/p>\n\n- Tentative Calendar for Bond Issuance<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy presented to the Committee the tentative calendar for the bond issuance.\u00a0 He noted that the schedule as provided was prepared with the assistance of Courtney Rogers of Davenport & Company, the financial advisors for JWSC.\u00a0 The bond issuance is expected to be March of 2018.\u00a0 He noted that some of the necessary tasks would need to be condensed due to time lost from the hurricane.\u00a0 The total amount of the bond issuance has yet to be determined as studies and reports are in progress which will be used for that determination.<\/p>\n
\n- Current Status of Innoprise Implementation<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy presented to the Committee the update on the Innoprise implementation.\u00a0 The CIS system and billing system went live on July 1 of 2017.\u00a0 Many of the issues have been solved, the databases have been reviewed, problems have been addressed, and the billing system appears to be working well at the current time.\u00a0 John noted that the meter reading and utility personnel have been using the system for about six months and have done quite well.\u00a0 The Billing Department is up to speed on the system and are ready to learn more about it.\u00a0 Customer Service is still discovering some differences in the Innoprise system as compared to the previous GEMS system.\u00a0 Fields within the database are being cleaned up and corrected by Customer Service as they find those fields that are incorrect or not filled in.\u00a0 Additional items discussed were fees and costs involved with customer bill payments via lockbox services, credit cards and online. Chairman Elliott requested that staff begin working on the future RFP for the banking services and to try to partner with one who will offer the least costs for credit card and online payment fees.\u00a0 John also briefly updated the Committee on Open Gov, Time Clock Plus change, and some additional modules in Innoprise.\u00a0<\/strong><\/p>\n\n- Fiscal Year 2016-2017 Audit Status<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy informed the Committee that the accounting firm of Mauldin & Jenkins did the audit for JWSC.\u00a0 Their personnel spent 1 week at JWSC working on the audit.\u00a0 He noted that JWSC still has some items to provide and questions to answer for the audit to be completed and the findings made ready to present.<\/p>\n
\n- August End of Month Financial Comparative<\/strong> \u2013 J. Donaghy<\/li>\n<\/ol>\n
John Donaghy presented the end of month financial report for August 2017 to the Committee.\u00a0 The complete packet included the Balance Sheet, a summary and detail by GL description Combined Revenue Statement, the Overtime Report, and the Project Report. There was some additional discussion pertaining to the overtime and trends that had been seen from year to year, as well as some reasoning as to why certain departments budget overtime versus hiring additional staff.\u00a0 John then proceeded to review the Projects which are currently open and provided a chart for review.\u00a0 Noted was the balance of $20M to complete all Projects, not including the SPLOST Projects #702 and 703 of which there is a shortage of about $17M to complete both of those Projects.<\/p>\n
EXECUTIVE DIRECTOR\u2019S UPDATE<\/strong><\/p>\nMr. Junkin reported that they did meet with the financial consultant on the previous day.\u00a0 They are making good progress in developing a hands on model for a tool to use in looking at financial data and financial outcome.<\/p>\n
Meeting was adjourned at 3:53 p.m.<\/p>\n","protected":false},"excerpt":{"rendered":"
For your consideration, please read the minutes from the Finance Committee Meeting held on Wednesday, September 20, 2017 at 2:00 pm. Finance Committee Minutes 9-20-17 with Attachments To read the minutes, please open or download the pdf from the link above, or you may see more below:<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":"","_members_access_role":[],"_members_access_error":""},"categories":[18],"tags":[],"class_list":["post-7794","post","type-post","status-publish","format-standard","hentry","category-finance-committee-minutes"],"_links":{"self":[{"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/posts\/7794","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=7794"}],"version-history":[{"count":0,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=\/wp\/v2\/posts\/7794\/revisions"}],"wp:attachment":[{"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=7794"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=7794"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.goldenisleslepc.org\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=7794"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}