Suffolk County Water Authority

The committee reviewed several policy matters presented by the CEO. Key discussions included SCWA Policy 909 concerning Nonconstruction Purchasing and Professional Services Contracts, with a request to increase the purchasing approval level for the fleet manager for urgent repairs. The committee resolved to approve revisions to the Leave of Absence Policy No. 909 for presentation to the full board. Additionally, new policies were presented and approved: the Write-off of Uncollectible Balances for Closed or Non-Existent Accounts policy, intended to standardize guidance on uncollectible receivables in compliance with GAAP, and the Land Acquisition policy, intended to formalize the standard practice for Acquisition of Real Property in accordance with NYS Public Authorities Law. The meeting concluded with an adjournment of the Audit Committee proceedings.

The meeting commenced following a historic blizzard during which the Authority maintained uninterrupted water service, acknowledging the staff's dedicated efforts. Key discussion points included moving forward with the contract award for the new operations building at the Oakdale campus, which is anticipated to boost long-term operational efficiency. The Board also acknowledged the release of the Pine Barrens annual report, highlighting preservation efforts. The CEO noted that the FY2027 budget would be voted on next month, aiming for modest rate increases while continuing infrastructure investment, emphasizing the agency's strongest financial position in its 75-year history. Presentations were given regarding the HomeServe partnership, detailing enrollment results for optional water and sewer line coverage plans. An update on the Oakdale Campus Project covered ongoing site work, value engineering measures, and the recommended award of Contract #8172 for the new operations building construction. The Board approved the minutes from the January 29, 2026 meeting. Numerous contract extensions were approved on consent for services including underground facility marking, inspection services, water tank engineering, legal services, asphalt delivery, meter furnishing, pump maintenance, HVAC maintenance, and tool supply. Several new contracts were awarded, including those for a grade IIB water treatment operators course, chain link fence installation, construction of the new operations headquarters (Contract #8172), roof maintenance, valve furnishing, pipe and tubing supply, service boxes, and meter box covers. Equipment purchases were approved via RFQ for a trash pump, a track loader, various fittings, a fuel tank, laptop mounts, calcium hypochlorite tablets, and office furniture. IT department requests included renewing MDR and firewall support services, and conducting a comprehensive assessment of HCM/Payroll platforms. Resolutions were approved to support applications to the NYS Department of Environmental Conservation for constructing new wells at the Lakeview Avenue and Wheeler Road Well Fields. Policy amendments were approved regarding purchasing approval levels for urgent repairs, writing off uncollectible balances, and formalizing the land acquisition policy. Personnel changes included approving a change in EAP providers and hiring several new employees across various departments following an executive session. Additionally, several staff members and representatives were approved to attend industry conferences and meetings.

The meeting agenda included several presentations, notably an update on the HomeServe partnership and a detailed update on the Oakdale Campus Project, including the proposed New Operations Building. A significant portion of the meeting involved the consent approval of extensions for twenty-two contracts covering various services such as underground facility screening, engineering services, legal services, asphalt supply, and equipment maintenance. Additionally, the board considered the award or rejection of several new contracts, including construction for the new SCWA operations headquarters. Equipment purchases were requested for items such as trash pumps, a track loader, meter assembly kits, a fuel tank, laptop mounts, calcium hypochlorite tablets, office furniture, and SCADA RTUs. Special services included renewing Managed Detection and Response/Firewall services and conducting an assessment of Human Capital Management processes. New policies were sought for approval regarding purchasing limits for urgent repairs, writing off uncollectible balances, and formalizing land acquisition procedures. Personnel items included the renewal of the Employee Assistance Program provider and approvals for staff to attend several conferences and training sessions.

Key discussion items for the committee included a request to amend Purchasing Policy 909 to increase the purchasing approval level for the fleet manager concerning urgent repairs, allowing individual purchases up to $2,500 without a transaction-specific purchase order. Two new policies were presented for review: one standardizing guidance for the Write-Off of Uncollectible Balances for Closed or Non-Existent Accounts to comply with GAAP, and another formalizing the standard practice for the Acquisition of Real Property as required by NYS Public Authorities Law. Additionally, revisions to Policy 111 (Leaves Donation) and Policy 112 (Absent for Personal Business), including provisions for nursing mothers' break time, were presented for approval prior to presentation to the full board. The committee also reviewed a revision to the Fire District Hydrant Flow Test Allotment policy.

The meeting commenced with introductions of the Audit Committee members and the new internal auditor, Rihanna Cruz, whose reporting structure was recently changed to report to a specific board member. The committee reviewed and adopted the minutes from the Audit Committee meeting held on June 25th, 2025. A significant portion of the discussion involved presenting the proposed internal audit plan, which encompasses recurring critical audits such as water loss, tax lean processes, IT General Controls (ITGCs), and the conflict of interest policy audit. Risk-based audits include year-end inventory counts and a proposed business continuity and disaster recovery audit. Furthermore, there is a focus on completing a companywide risk assessment, which requires collaboration with all departments to define and prioritize organizational risks. Discussions also covered establishing a routine for reporting audit findings, generally suggesting quarterly or semi-monthly reports to the board after management review. The process for corrective measures, which originate from the auditor's recommendations for board adoption, was clarified.