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GLWA Audit Committee Meeting April 24, 2020

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GLWA Audit Committee Meeting April 24, 2020 Audit Committee Friday, April 24, 2020 at 8:00 a.m. 735 Randolph Street, Detroit, Michigan 48226 5th Floor Board GRoom,LWater.org Water Board Building Conference Call Dial-In: Call 866-528-2256 Access Code 9169911 AGENDA 1. CALL TO ORDER 2. ROLL CALL 3. APPROVAL OF AGENDA 4. APPROVAL OF MINUTES A. March 27, 2020 (Page 1) 5. PUBLIC PARTICIPATION 6. OLD BUSINESS A. Water Residential Assistance Program Evaluation Redesign & Request (Page 5) for Proposal Process B. GLWA Fraud & Ethics Hotline Update (Page 26) 7. NEW BUSINESS A. Budget Amendment Policy (Page 30) 8. REPORTS A. CFO Update (Page 35) B. Special Report: Operations & Maintenance Budget Impacts of (Page 40) COVID-19; FY 2020 Contingency & Continuity Resources C. Monthly Financial Report for January 2020 (Page 44) D. Fiscal Year 2018 Shared Services True-Up Update, FY 2019 and (Page 45) Beyond E. Quarterly Water Residential Assistance Program Report (Page 51) 9. COMMUNICATIONS A. The Procurement Pipeline for April 2020 (Page 58) 10. LOOK AHEAD Next Audit Committee Meetings A. Regular Meeting May 15, 2020 at 8:00 a.m. 11. OTHER MATTERS 12. ADJOURNMENT 735 Randolph Street Great Lakes Water Authority Detroit,AGENDA Michigan 48226 ITEM #4A glwater.legistar.com Meeting Minutes - Draft Audit Committee Friday, March 27, 2020 8:00 AM Meeting will be held Telephonically: Call in Number: 1-866-528-2256 Access Code: 9169911 Rescheduled from March 20, 2020 1. Call To Order Chairperson Baker called the meeting to order at 8:03 a.m. 2. Quorum Call Present: 2 - Chairperson Brian Baker, and Director Gary Brown 3. Approval of Agenda Chairperson Baker requested a Motion to approve the Agenda. Motion By: Gary Brown Support By: Brian Baker Action: Approved The motion carried by a unanimous vote. 4. Approval of Minutes A. 2020-120 Audit Committee Meeting Minutes of February 12, 2020 Sponsors: Nicolette Bateson Indexes: Finance Attachments: 4A GLWA Audit Committe Meeting Minutes - February 12, 2020 Chairperson Baker requested a Motion to approve the February 12, 2020 Audit Committee Meeting Minutes. Motion By: Gary Brown Support By: Brian Baker Action: Approved The motion carried by a unanimous vote. Great Lakes Water Authority Page 1 Printed on 4/21/2020 Page 1 Audit Committee Meeting Minutes - Draft March 27, 2020 B. 2020-121 Audit Committee Meeting Minutes of February 21, 2020 Sponsors: Nicolette Bateson Indexes: Finance Attachments: 4B Audit Committee Meeting Minutes - February 21, 2020 Chairperson Baker requested a Motion to approve the February 21, 2020 Audit Committee Meeting Minutes. Motion By: Gary Brown Support By: Brian Baker Action: Approved The motion carried by a unanimous vote. 5. Public Comment There were no public comments. 6. Old Business None 7. New Business A. 2020-122 Proposed Contract Extension - GLWA CS-010 Water Residential Assistance Program Sponsors: Nicolette Bateson Indexes: Finance Attachments: 7A1 Proposed Change Order No. 3 Contract No. GLWA-CS-010 WRAP 7A2 Board Letter- Proposed Change Order No. 3 Contract No. GLWA-CS-010 WRAP 7A3 Attachment 1 WRAP Revenue Allocation FY 2021 Motion By: Gary Brown Support By: Brian Baker Action: Approved The motion carried by a unanimous vote. Note: This item was approved pursuant to Resolution 2020-114 adopted on March 20, 2020 regarding “Delegation of Additional Authority to CEO During COVID-19 Emergency” 8. Reports Great Lakes Water Authority Page 2 Printed on 4/21/2020 Page 2 Audit Committee Meeting Minutes - Draft March 27, 2020 A. 2020-123 CFO Update Sponsors: Nicolette Bateson Indexes: Finance Attachments: 8A CFO Update 3.27.2020 Motion By: Gary Brown Support By: Brian Baker Action: Received and Filed The motion carried by a unanimous vote. B. 2020-124 Monthly Financial Report for December 2019 Sponsors: Nicolette Bateson Indexes: Finance Attachments: 8B GLWA Monthly Financial Report December 2019 Motion By: Gary Brown Support By: Brian Baker Action: Received and Filed The motion carried by a unanimous vote. C. 2020-125 FY 2020 Q2 Construction Work-in-Progress Report through December 31, 2019 Sponsors: Nicolette Bateson Indexes: Finance Attachments: 8C Quarterly Construction Work in Progress Report Motion By: Gary Brown Support By: Brian Baker Action: Received and Filed The motion carried by a unanimous vote. 9. Communications A. 2020-126 Rating Agency Upgrades Sponsors: Nicolette Bateson Indexes: Finance Attachments: 9A Bond Rating Upgrades Motion By: Gary Brown, Support By: Brian Baker Action: Received and Filed The motion carried by a unanimous vote. Great Lakes Water Authority Page 3 Printed on 4/21/2020 Page 3 Audit Committee Meeting Minutes - Draft March 27, 2020 B. 2020-127 The Procurement Pipeline for March/April 2020 Sponsors: Nicolette Bateson Indexes: Finance Attachments: Special Edition - March.April 2020 Procurement Pipeline_ 4.6.2020 Motion By: Gary Brown Support By: Brian Baker Action: Received and Filed The motion carried by a unanimous vote. 10. Look Ahead A. The next Audit Committee Meeting is scheduled to be held Friday, April 17, 2020 at 8:00 a.m. 11. Other Matters None 12. Adjournment Chairperson Baker requested a Motion to Adjourn. Motion By: Gary Brown Support By: Brian Baker Action: Approved The motion carried by a unanimous vote. There being no further business, the meeting was adjourned at 9:07 a.m. Great Lakes Water Authority Page 4 Printed on 4/21/2020 Page 4 AGENDA ITEM #6A Date: To: April 24, 2020 From: Great Lakes Water Authority Audit Committee Re: Jon Wheatley, Public Finance Manager Water Residential Assistance Program Evaluation/Redesign & Request for Proposal Process Background: The Water Residential Assistance Program (“WRAP”) provides sustainable funding for qualifying low-income residents served by the Great Lakes Water Authority’s (“GLWA”) customers. The program is currently funded by GLWA at an amount equal to 0.5 percent of budgeted revenues with the budgeted FY 2020 funding level of $4.9 million combined for water and sewer services. The scope of funding uses includes a) payment assistance and b) water audit and water conservation measures. Eligible residential customers with a past due bill and/or who are in active shut off can receive assistance with paying down arrears and receive $25 toward monthly bill payment assistance annually up to $1,000. High volume water users can receive a one-time home audit and home water conservation services of an average $1,500 per household. To participate in WRAP, an applicant must have household gross incomes at or below 200% of the federal poverty income thresholds. Customers with water usage at or above 120% of the average residential usage are eligible to participate in a water audit and install water conservation measures. WRAP participants are also encouraged to participate in both financial coaching and water conservation workshops as well as other support services. The program is administered by Wayne Metro Community Action Agency (“Wayne Metro”), a nonprofit agency. The WRAP began providing assistance to residents in the GLWA service area on March 1, 2016 and as of October 31, 2019 has committed over $14.2 million in assistance and conservation funds to over 19,700 qualified WRAP participants. WRAP has the potential to serve over 100 communities within the GLWA service area, but in order to assist qualified households, each community must opt into the program and sign a Memorandum of AgreementAnalysis: (MOA) with Wayne Metro. To date, 77 communities have opted into WRAP. The current contract for Water Residential Assistance Program Third Party Administrator (CS-010) with Wayne Metro will expire on December 31, 2020. There are two Page 5 key tasks to accomplish prior to the expiration of that contract. Both tasks rely heavily on stakeholderTask 1 -engagement. Program Evaluation and Redesign Conduct an evaluation of the current program to evaluate redesign of some elements to a) strengthen program effectiveness, b) develop scope and performance criteria for WRAP program provider performance, and c) better define and conduct program evaluation. Now that we have four years of experience with WRAP, expanded program evaluation is an area of desired enhancement to the management of WRAP. This will rely upon a consultant with experience in this unique area of expertise. There are several Michigan based firms that provide this service. To illustrate the Targeted Evaluations Can Help Policymakers Set Priorities; A concept behind this approach, we have provided an article from The Pew policymaker's guide to building evaluation capacity . Charitable Trust, Task 2 – Conduct Structured Request for Proposal(attached) Process for Core WRAP Administration The objective is to secure WRAP provider(s) with a scope and performance criteria Timelineinformed by Task 1. BudgetSee attached Impact: timeline for both tasks. None. Proposed Action: Receive and file the report. Page 6 Great Lakes Water Authority Water Residential Assistance Program Project Timeline as of April 23, 2020 Week of: Task 1 - Program Evaluation and Redesign (Invitation to Quote) Phase 0 - Pre-Procurement 4/27/2020 Phase 1 - Solicitation Development 4/27/2020 Phase 2 - Advertisement 5/4/2020 Phase 3 - Evaluation 5/25/2020 Phase 4 - Contract Development 6/1/2020 Phase 5 - Board Requirements n/a Phase 6 - Start Work 6/15/2020 Task 2 – Core WRAP Administration (Structured Request for Proposal Process) Phase 0 - Pre-Procurement Develop RFP Background 5/11/2020 Focus Group: Board 6/22/2020 Focus Group: Member Partners 6/22/2020 Focus Group: Others 6/29/2020 Program Design Report to Stakeholders
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