SCDOT COMMISSION ITINERARY January 17, 2019 Audit Committee Meeting January 17, 2019 Commission Meeting January 17, 2019 Thursday, January 17, 2019 Event: Audit Committee Meeting (estimated time 2 hours) Time: 9:00 AM Place: 5 th Floor Auditorium Commission Chairman: Robby Robbins Members: Commissioner John Burriss Commissioner Gene Branham Commissioner Tony Cox Commissioner Barnwell Fishburne Staff: Wayne Sams, Director of Internal Audit Services Event: Commission Meeting (estimated time 2 hours) Time: Upon Adjournment of Audit Committee Meeting Place: 5 th Floor Auditorium Commission Chairman: Ben Davis Members: All Commissioners Staff: Participating DOT Personnel 1
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Committee Members: Robert D. Robbins, Committee Chairman David E. Branham, Sr., Commissioner John H. Burriss, Commissioner Tony K. Cox, Commissioner Barnwell Fishburne Commissioner Audit Committee Meeting Agenda Thursday, January 17, 2019 9:00 AM SCDOT 5 th Floor Auditorium I. Call to Order Chairman Robby Robbins II. Roll Call Chairman Robby Robbins III. Approval of Agenda Chairman Robby Robbins (Action Required) IV. Annual Financial Audit Don Mobley of Scott and Company (No Action Required) V. IT Audit Plan Director of Internal Audit Services Wayne Sams and (No Action Required) IT Audit Manager Todd Wilkins VI. Old Business Chairman Robby Robbins VII. Adjourn Chairman Robby Robbins (Action Required) Post Office Box 191 www.scdot.org 955 Park Street, Room 308 An Equal Opportunity Columbia, SC 29202-0191 Affirmative Action Employer 803-737-0013 803-737-2038 Fax 855-GO-SCDOT (855-467-2368) 3
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PRESENTATION OF THE 2019 2021 IT AUDIT PLAN SOUTH CAROLINA OFFICE OF THE STATE AUDITOR 1 5 INTERNAL AUDIT SERVICES
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Commission Meeting Agenda Thursday, January 17, 2019 Upon Adjournment of Audit Committee Meeting SCDOT 5 th Floor Auditorium Commission Members: Dr. Ben H. Davis, Jr., Chairman Robert D. Robbins, Vice-Chairman Kristen E. Blanchard, Commissioner David E. Branham, Sr., Commissioner John H. Burriss, Sr., Commissioner Tony K. Cox, Commissioner J. Barnwell Fishburne, Commissioner James T. McLawhorn, Jr., Commissioner Woodrow W. Willard, Commissioner I. Call to Order Chairman Ben Davis II. Roll Call Chairman Ben Davis III. Approval of January 17, 2019, Agenda (Action Required) Chairman Ben Davis IV. Prayer Commissioner Woody Willard V. Pledge of Allegiance Commissioner Kristen Blanchard VI. Approval of December 6, 2018, Commission Meeting Minutes and Actions (Action Required) Chairman Ben Davis VII. Public Comment Chairman Ben Davis VIII. Audit Committee Report Out (No Action Required) Committee Chairman Robby Robbins IX. Legislative Update (No Action Required) Legislative Liaison Allen Hutto X. Recommendations for Review: Chief Procurement Officer Darrin Player A. For Approval (Action Required) and Intermodal & Freight Director Doug Frate B. For Ratification (Action Required) C. Finding (Action Required) D. Cuff Item (Action May Be Required) XI. For Information Only (No Action Required) Chief Procurement Officer Darrin Player XII. Financial Update (No Action Required) Acting Deputy Secretary for Finance and Administration Kace Smith XIII. Election of Officers (Action Required) Chairman Ben Davis XIV. Old Business Chairman Ben Davis XV. Secretary of Transportation Comments Secretary Christy Hall XVI. Commissioner Comments Commissioners XVII. Adjourn (Action Required) Chairman Ben Davis Post Office Box 191 www.scdot.org 955 Park Street, Room 308 An Equal Opportunity Columbia, SC 29202-0191 Affirmative Action Employer 803-737-0013 803-737-2038 Fax 855-GO-SCDOT (855-467-2368) 9
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Commission Members: Dr. Ben H. Davis, Jr., Chairman Robert D. Robbins, Vice-Chairman Kristen E. Blanchard, Commissioner David E. Branham, Sr., Commissioner John H. Burriss, Sr., Commissioner Tony K. Cox, Commissioner J. Barnwell Fishburne, Commissioner James T. McLawhorn, Jr., Commissioner Woodrow W. Willard, Commissioner DRAFT Commission Minutes and Actions South Carolina Department of Transportation Commission Meeting December 6, 2018 The South Carolina Department of Transportation (SCDOT) Commission held its Commission Meeting on December 6, 2018, at 9:00 AM. The meeting took place at the 5 th Floor Auditorium, SCDOT Headquarters, 955 Park Street, Columbia, SC 29202. In compliance with the Freedom of Information Act, the news media was advised in advance in writing of the time, date, and place of this meeting. 11
Commission Meeting Minutes and Actions December 6, 2018 Page 2 COMMISSION MINUTES AND ACTIONS South Carolina Department of Transportation Commission Meeting December 6, 2018 Section Table of Contents Page Section 1 Call to Order 3 Section 2 Roll Call 3 Section 3 December 6, 2018, Agenda, Approved 4 Section 4 October 18, 2018, Commission Meeting Minutes and Actions, Approved 4 Section 5 October 18, 2018, Audit Committee Meeting Minutes and Actions, Approved 4 Section 6 Public Comment, No Action 4 Section 7 Resolution Recognizing Former Deputy Secretary Brian Keys, Adopted 4 Section 8 Revisions to SC Code of Regulations 63-10, Approved 4-5 Section 9 10-Year District Review, Approved 5 Section 10 Recommendations Review: A. For Approval, Approved 5 B. For Ratification, No Action 5 C. Finding, No Action 5 D. Cuff Items, No Action 5 Section 11 For Information Only, No Action 5 Section 12 Financial Update, No Action 6 Section 13 Old Business, No Action 6 Section 14 Secretary of Transportation Comments, No Action 6 12
Commission Meeting Minutes and Actions December 6, 2018 Page 3 Section 15 Winter Storm Information, No Action 6 Section 16 Commissioner Comments, No Action 6 Section 17 Adjournment, Approved 6 Section 1: Call to Order No Action The meeting was called to order by Chairman Ben Davis on December 6, 2018, at 9:05 AM. Section 2: Roll Call Action Chairman Davis called the roll of the Commissioners. Commissioners present at the meeting were: Gene Branham, Commissioner for the Fifth Congressional District John Burriss, Commissioner for the Second Congressional District Tony Cox, Commissioner for the Seventh Congressional District Ben Davis, Chairman and Commissioner for the Third Congressional District Barnwell Fishburne, Commissioner for the Sixth Congressional District J. T. McLawhorn, At-Large Commissioner Robby Robbins, Vice-Chairman and Commissioner for the First Congressional District Woody Willard, Commissioner for the Fourth Congressional District Commissioner absent from the meeting was: Kristen E. Blanchard, At-Large Commissioner. A motion was made by Commissioner Cox and seconded by Commissioner Branham to excuse her absence. Commissioner Blanchard s absence was excused unanimously. The Chairman declared that a quorum was present. Also present at the meeting were: Christy A. Hall, Secretary of Transportation Leland Colvin, Deputy Secretary for Engineering Jim Feda, Deputy Secretary for Intermodal Planning Wendy Nicholas, Chief of Staff Kace Smith, Acting Deputy Secretary for Finance and Administration Randall Young, Chief Engineer for Project Delivery Andy Leaphart, Chief Engineer for Operations Darrin Player, Chief Procurement Officer Brent Rewis, Director of Planning Barbara Wessinger, Assistant Chief Counsel Wayne Sams, Director of Internal Audit Services Doug Frate, Director of Intermodal & Freight Programs Rob Perry, Director of Traffic Engineering Greg Davis, Director of Minority and Small Business Affairs Rob Thompson, Chief Photographer Tina Kennedy, Events Coordinator Bruce McLamore, Special Assistant Emily Lawton, Federal Highway Administrator (FHWA) 13
Commission Meeting Minutes and Actions December 6, 2018 Page 4 Section 3: Agenda _ Approved Chairman Davis asked for a motion to approve the December 6, 2018, Commission Meeting Agenda. A motion was made by Commissioner Cox and seconded by Vice-Chairman Robbins. The motion passed unanimously. A copy of the agenda is included in the December 6, 2018, Commission Meeting Minutes and Actions. Section 4: Commission Meeting Minutes and Actions Approved Chairman Davis called for a motion to approve the October 18, 2018, Commission Meeting Minutes and Actions. A motion was made by Commissioner Willard and seconded by Commissioner Burriss. The motion was passed unanimously. A copy of the October 18, 2018, Commission Meeting Minutes and Actions is included in the December 6, 2018, Commission Meeting Minutes and Actions. Section 5: Audit Committee Meeting Minutes and Actions Approved Chairman Davis called for a motion to approve the October 18, 2018, Audit Committee Meeting Minutes and Actions. A motion was made by Commissioner Fishburne and seconded by Commissioner Branham. The motion was passed unanimously. A copy of the October 18, 2018, Audit Committee Meeting Minutes and Actions is included in the December 6, 2018, Commission Meeting Minutes and Actions. Section 6: Public Comment There were no public comments. No Action Section 7: Resolution Recognizing Deputy Secretary Keys Adopted A Resolution was presented recognizing former Deputy Secretary for Finance and Administration Brian Keys for his outstanding service to the South Carolina Department of Transportation. It was noted, among other things, that Mr. Keys was employed by SCDOT since 1986, when he began work at the Agency as a summer intern. After the Resolution was read, a motion was made for adoption by Commissioner Cox. The motion was seconded by Commissioner Burriss and was passed unanimously. A copy of the Resolution can be found in the December 6, 2018, Commission Minutes and Actions. Section 8: Revisions to SC Code of Regulations 63-10 Approved Assistant Chief Counsel Barbara Wessinger stated that at the Commission s July 26, 2018, meeting the Commission authorized the staff to proceed with the regulatory process necessary to revise the SCDOT Transportation Project Prioritization regulations. Assistant Chief Counsel Wessinger went on to say that SCDOT has received no comments or requests for a hearing concerning the two revisions and, therefore, requested Commission approval of the revisions to the Code. A proposed motion was read by Chairman Davis that: MOTION: The Commission approves revisions to S. C. Code of Regulations 63-10 as shown on pages 19-23 of the Commission materials. [ materials meaning the Commission Notebook]. 14
Commission Meeting Minutes and Actions December 6, 2018 Page 5 The motion was made by Commissioner McLawhorn, seconded by Vice-Chairman Robbins, and passed unanimously. A copy of both the Regulation revisions and proposed Motion can be found in the December 6, 2018, Commission Minutes and Actions. Section 9: 10-Year District Review Approved Chief Engineer for Operations Andy Leaphart went over the 2018 Ten-Year District Review for the Commissioners. In his presentation, he highlighted not only historical District structures but also the 2009 District realignment and concluded with the recommendation that SCDOT retain the existing alignment that established seven Districts in 2009. Vice-Chairman Robbins made a proposed motion as follows: MOTION: Based on the 2018 Ten-Year District Review, the Commission finds no compelling reason to further revise the district structure at this time. Therefore, in order to ensure the proper and efficient operation of the districts over the next decade, the number of highway districts will remain at seven and the territories embraced by each district will remain the same as established in 2009 by the Commission. The motion was seconded by Commissioner Fishburne and passed unanimously. A copy of both the Ten-Year District Review presentation and the proposed motion can be found in the December 6, 2018, Commission Minutes and Actions. Section 10: Recommendations Action Chief Procurement Officer Darrin Player and Director of Planning Brent Rewis reviewed all recommendations: A. Approval Director Rewis reviewed items for approval and a motion was made by Commissioner Cox to approve pages 61-98 as presented by staff. There was a second by Commissioner Burriss. The Motion passed unanimously. Copies of the Recommendations for approval are included in the December 6, 2018, Commission Meeting Minutes and Actions. B. Ratification There were no ratifications. C. Finding There were no findings. D. Cuff Items There were no cuff items. Section 11: For Information Only No Action Chief Procurement Office Darrin Player reviewed all For Information Only items. These approvals, made previously by Secretary Hall (pgs. 101-176), were supplied to the Commission for information only. No action was needed. Copies of the For Information Only items are included in the December 6, 2018, Commission Meeting Minutes and Actions. 15
Commission Meeting Minutes and Actions December 6, 2018 Page 6 Section 12: Financial Update No Action Acting Deputy Secretary for Finance and Administration Kace Smith reported on: SFY 18-19 revenue all funding sources, SFY 18-19 expenditures by program, YTD October SFY 18-19 expenditures by program, open commitments, construction program excluding emergency work, cash balances & 3-year projection, and 4491 Infrastructure Maintenance Trust Fund. Also included were additional SFY 18-19 revenue component for all funding sources, SFY 18-19 revenue component for detailed information, and Infrastructure Maintenance Trust Fund statement of receipts and disbursements through October 31, 2018. Copies of the presentation and additional hand-outs are included in the December 6, 2018, Commission Meeting Minutes and Actions. Section 13: Old Business No Action There was no old business to discuss. Section 14: Secretary of Transportation Comments No Action Secretary of Transportation Christy Hall commented on what a successful year 2018 has been for SCDOT and that the Agency is looking forward to a great 2019. Section 15: Winter Storm Information No Action After her comments, Secretary Hall called on Deputy Secretary of Engineering Leland Colvin to give the latest winter storm information to the Commission. He talked about DOT pre-season preparations involved in training and taking inventory of supplies/equipment. He then discussed various storm tools consisting of the Road Weather Information System (RWIS), Weather Sentry, and monitoring winter road conditions. Deputy Secretary Colvin highlighted five bullet points of the Operational Plan including: 1) highway pretreatment; 2) on-going work throughout 24-hours a day; 3) continuously applying highway treatments as warranted; 4) plowing; and 5) treatment of icy conditions. The final piece of the plan included communication efforts to reach all citizens of South Carolina. Lastly, Deputy Colvin talked about the current activities undertaken for the up-coming weekend storm. Section 16: Commissioner Comments No Action Chairman Davis took time to introduce former DOT Commissioner Moot Truluck who was seated in the auditorium. Section 17: Adjournment Approved Chairman Davis asked for a motion to adjourn. The motion was made by Vice-Chairman Robbins and seconded by Commissioner Cox. It was approved unanimously. Chairman Davis declared the meeting adjourned at 10:22 AM. Minutes Approved on January 17, 2098 Dr. Ben H. Davis, Jr., Chairman 16
South Carolina Department of Transportation Commission Recommendations Approval Ratification Finding TAB ITEM 1 State Transportation Improvement Program Cuff ACTION RECOMMENDED PAGE(S) A. Public Comment Period B. Revisions Approval 19-28 2 State Highway System Additions/Deletions/Revisions Approval 29-34 3 Construction Contracts Extension/Modification > $150,000 Approval 35-38 4 SC Transportation Infrastructure Bank none 5 Annual A. Statewide Transportation Improvement Program (STIP) B. Long Range Statewide Transportation Plan (Long Range Plan) C. State Funded Maintenance Program D. Annual Budget E. Transportation Asset Management Plan (TAMP) F. State Transit Plan 6 Capital Improvements Capital Improvement Request >$1,000 - Section 11-35-450 Items 7 Construction Contracts Extension/Modification < $150,000 Ratification 39-42 8 Emergency Repair Requests Per Section 57-1-470 A. None B. None 9 Cuff Item Approval 42A-42C 17
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South Carolina Department of Transportation Secretary Approvals for Commission Information For Information Only TAB ITEM ACTION RECOMMENDED PAGE(S) 1 Surplus Property Surplus Property Relinquished For Information Only 45-48 2 Procurement Contracts A. Contracts > $500,000 (Individual or Aggregate) For Information Only 49-50 B. Emergency Procurement Contracts For Information Only 51-62 3 Construction Contracts A. Execution of Regular Letting - November & December 2018 For Information Only 63-76 B. Execution Design-Build Contract C. Execution (by locals) D. Change Order > $250,000 - November and December 2018 For Information Only 77-86 E. Emergency Construction Contracts For Information Only 87-100 4 Professional Services Contracts A. Execution For Information Only 101-102 B. Execution (by locals) C. Extension/Modification For Information Only 103-104 5 Transportation Alternative Program (TAP) Funding Requests 43
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Financial Update 105 Presented January 17, 2019
Variance Actuals- Projected State Revenues $ 1,018 $ 406 $ 395 $ 11 Partnered Project Reimb. 416 32 124 (92) Federal Reimbursements 1,031 326 411 (85) Total $ 2,465 $ 764 $ 930 $ (166) ANALYSIS: State revenues are favorably within 3% of projected revenues. SCDOT continues to work closely with SCDOR to monitor gas tax revenues. Project reimbursements are tied to actual expenditures, therefore the risk is minimal. 2 106 Funding Source Year to Date SFY18-19 Revenue All Funding Sources (In Millions) Annual Estimated Revenue YTD Actuals Thru 11/30/2018 YTD Projected Revenue
Maintenance & System Preservation $ 1,170 $ 384 $ 445 $ (61) Capacity & Operational Improvements 894 215 295 (80) Project Debt Service 79 24 24 Remaining Operations 265 116 116 ANALYSIS: Overall, expenditures are tracking within 16% to forecasted levels. No adjustment to our planned programs are recommended at this time. 3 Year to Date SFY18-19 Expenditures by Program (In Millions) Annual Spending Plan SFY 2019 YTD Actuals Thru 11/30/2018 YTD Projected Expenditures Variance Projected- Actuals 107 Total $ 2,408 $ 739 $ 880 $ (141)
YTD November SFY18-19 Expenditures by Program 4 108
5 $3,400 $3,200 $3,000 $2,800 $2,600 $2,400 $2,200 $2,000 $1,800 $1,600 $1,400 $1,200 $1,000 $800 $600 $400 $200 $0 Oct-08 Feb-09 Jun-09 Oct-09 Feb-10 Jun-10 Oct-10 Feb-11 Jun-11 Construction Program Excluding Emergency Work Oct-11 Feb-12 Jun-12 Oct-12 Feb-13 Jun-13 Oct-13 Feb-14 Jun-14 Oct-14 Feb-15 Jun-15 Oct-15 Feb-16 Jun-16 Oct-16 Feb-17 Jun-17 Oct-17 Feb-18 $3.1B $1.3B $0.9B Millions Jun-18 Oct-18 109 As of: 1/7/19 Under Contract Work Completed Cash Balance Includes SCDOT construction contracts along with Partnered and Participation Projects
6 SCDOT Main Operating Accounts Highway Funds $ 348,186,083 Infrastructure Maintenance Fund 374,167,990 Non Fed Aid - Act 176 34,111,372 Non Fed Aid - Act 198 4,933,781 1-1-2019 SCEIS Balance $ 761,399,225 Cash Balances & 3-year Projection $1,600,000 $1,400,000 $1,200,000 $1,000,000 January 17, 2019 Other Transportation Entity Funds, Held by SCDOT SPA Port Access Road Fund $ 24,922,120 Commerce - Berkeley Cty (Volvo) 16,547,442 Highway Fund - Held in Trust 85,393,020 Berkeley County Sales Tax Program 28,307,224 Georgetown County Sales Tax Program 1,654,538 $ 156,824,344 Funds to Support Programs & Operations $ 918,223,570 $800,000 $600,000 $400,000 $200,000 $0 Jan-19 Mar-19 May-19 Jul-19 Sep-19 Nov-19 Jan-20 Mar-20 May-20 Jul-20 Sep-20 Nov-20 Jan-21 Mar-21 May-21 Jul-21 Sep-21 Nov-21 110 Projected SCDOT & Other Transportation Entity Funds Available to Support Programs & Operations Projects Under Contract Plus Submitted Lettings include the November & December 2018 and January 2019 Lettings that either bids have been received, contracts have been advertised, or PS&E packages are being prepared. Project Pipeline includes Lettings beyond January 2019 and STIP Placeholder estimates for planned programs where individual projects do not yet exist such as Resurfacing. Project Pipeline Projects Under Contract Plus Submitted Lettings
7 $1,000,000 $900,000 $800,000 $700,000 4491 Infrastructure Maintenance Trust Fund January 17, 2019 $600,000 $500,000 $400,000 $300,000 $200,000 $100,000 $0 Jan-19 Feb-19 Mar-19 Apr-19 May-19 Jun-19 Jul-19 Aug-19 Sep-19 Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 Jun-20 Jul-20 Aug-20 Sep-20 Oct-20 Nov-20 Dec-20 Jan-21 Feb-21 Project Pipeline Projects Under Contract Plus Submitted Lettings Mar-21 Apr-21 May-21 Jun-21 Jul-21 Aug-21 Sep-21 Oct-21 Nov-21 Dec-21 Projects Under Contract Plus Submitted Lettings include the November & December 2018 and January 2019 Lettings that either bids have been received, contracts have been advertised, or PS&E packages are being prepared. Project Pipeline includes Lettings beyond January 2019 and STIP Placeholder estimates for planned programs where individual projects do not yet exist such as Resurfacing. 111
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