HomeMy WebLinkAbout05-a minutes MINUTES
CLAY COUNTY UTILITY AUTHORITY
July 5, 2023
The Board of Supervisors of the Clay County Utility Authority (CCUA) met in Regular Session in the Board
meeting room at the Administrative Office of the Clay County Utility Authority, 3176 Old Jennings Road,
Middleburg, Florida, on the above-stated date.
Item No. 1 —Call to Order
Vice-Chairman Roark called the meeting to order at 2:01 P.M.
Item No. 2—Invocation/Pledge of Allegiance
Vice-Chairman Roark offered the Invocation and led those in attendance in the Pledge of Allegiance.
Item No. 3—Roll Call
Roll Call was taken with Chairman Davis, Vice-Chairman Roark, Mr. Gardella, Mr. Hodges, Ms. Lebesch, and Mr.
McNees in attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Darryl Muse, Chief
Financial Officer Jeff Wesselman, Chief Engineer Paul Steinbrecher, Service Availability Manager Melisa Blaney,
Senior Service Availability Engineer Darrell Damrow, Public & Governmental Affairs Liaison Dennis Ragosta,
Contract & Procurement Specialist Darrin Parker, Administrative Assistant Operations Alicia Baker, Administrative
Assistant Engineering Annecia Asberry, and Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Approval of Minutes
a. Board of Supervisors Regular Meeting,June 20, 2023
After discussion, Mr. Hodges moved, seconded by Mr. McNees, and carried 6-0, to approve the minutes of
the Regular Meeting held on June 20, 2023.
Item No. 5—Approval of Consent Agenda
Mr. McNees pulled Item B 1(a) -Proposed approval of the revised Annual Contract Compensation and Price Increase
of the Polyethylene IMFO® Crosslinked Tank Systems Contract with Carl Eric Johnson, Inc. for discussion.
Ms. Lebesch moved, seconded by Mr. Gardella, and carried 6-0,to approve the remaining Consent Agenda items.
After discussion on Item B 1(a), Mr. McNees moved, seconded by Mr. Gardella, and carried 6-0, to approve the item
as presented.
1) Approval of Payment of Warrants
Warrants totaling$4,236,341.43
a. Schedule of payments to Sole Sources
b. Schedule of Emergency Repairs/Purchases -None
c. Schedule of items initiated under Emergency Contract-None
d. Schedule of payments from the Emergency Account
e. Schedule of claims paid under the Sewage Backup Response Policy -None
f. Detailed Descriptive Warrant Report
2) Request for Asset Disposal Authorization—None
3) Sole Source Designation—None
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b. Approval of Capital Budget Activities
1) Requests for Award of Procurement Contracts and/or Ratification of
Procurement/Construction Contracts or Contract Renewals
a. Proposed approval of the revised Annual Contract Compensation and Price Increase of
the Polyethylene IMFO® Crosslinked Tank Systems Contract with Carl Eric Johnson,
Inc.
2) Approval of Supplemental Agreements and Change Orders
a. Proposed Supplemental Agreement No. 11 with CDM Smith, Inc., to the Civil and
Environmental Engineering Professional Services Agreement 218/2019 RFQ No. 3 to
provide consulting services to assist CCUA in the development of a program to address
requirements for compliance with the Lead and Copper Revised Rule
b. Proposed Supplemental Agreement No. 13 to the Civil and Environmental Engineering
Professional Services Agreement 2018/2019 RFQ No. 3 for Jones Edmunds &
Associates, Inc., to provide engineering design for necessary improvements to the Mid-
Clay Wastewater Treatment Facility entrance road
c. Approval of Financing Requests -Wastewater Service to 585 Creighton Road-Kuchler
d. Approval of Contract Usage -None
e. Approval of Developer Agreements,Warranty Deeds &Easements
1) Developer Agreement CU22/23-11 — Water Service to 3203 Wilderness Drive (Albert &
Kathleen Hamm) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$4,627.88
2) Developer Agreement KH22/23-14 —Water Service to 6400 County Road 214 (John Bishop
Jr. & Carol Bishop) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$7,704.73
3) Developer Agreement KU22/23-51 — Wastewater Service to 2595 Windwood Lane (Paul &
Edna Sandefer) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service -
$3,961.00
4) Developer Agreement MU22/23-21 — Russell Retreat Subdivision — 51 Single Family Lots
(Lennar Homes, LLC) — 51 ERC's water, 51 ERC's wastewater, 51 ERC's reclaimed, 51
ERC's AWS, 51 ERC's SJRWMD, 51 ERC's debt service - $263,991.71 ($221,619.48
deferred)
Item No. 6—Customer Account Adjustments -None
Item No. 7—Executive Director's Business
a. Recommended Selection of the Biennial Engineering Evaluation and Report RFQ NO. 2022/2023-A20
Contract & Procurement Specialist Darrin Parker requested approval to authorize the negotiation and
execution of a contract for the Biennial Engineering Evaluation and Report Services with Kimley-Horn and
Associates, Inc (KHA). The biennial report is required by the Clay County Board of County Commissioners
Bond Resolution of December 14,1993, for the Utility System Revenue Bonds Series 1993A and the Utility
System Revenue Refunding bonds Series 1993B, which require that the "Issuer shall, from time to time,
employ consulting Engineers or other professionals to make an inspection of the System, at least once every
two years, and to submit to the Issuer a report with recommendations as to the proper maintenance, repair,
and additions to the systems to meet anticipated service demands and an estimate of the amount of money
necessary for such purposes. On May 4, 2023, Staff advertised the above-referenced project on the Bonfire
Procurement Portal and in the Florida Times-Union. On June 1, 2023, staff received one (1) response to the
RFQ,which was subsequently evaluated and scored by the project evaluation committee. On June 20, 2023,
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the project Evaluation Committee completed evaluations and determined that Kimley-Horn and Associates,
Inc. provided a favorable submission. After discussion, Mr. McNees moved, seconded by Mr. Hodges, and
carried 6-0, to authorize the negotiation and execution of a contract with Kimley-Horn and Associates, Inc.
for RFQ NO. 2022/2023-A20 -Biennial Engineering Evaluation, as presented.
b. Request to continue engagement with the North Florida Utility Coordination Group through a Memorandum
of Agreement
Mr. Johnston presented a request for approval of execution of the Memorandum of Agreement (MOA) for
the North Florida Utility Coordination Group (NFUCG). CCUA participates in the NFUCG with eight other
utilities in North Florida. Collectively, the members of the NFUCG represent roughly 1.2 million people in
the area. The members of the NFUCG aim to represent their customers regarding water supply planning and
regulations in the region. The MOA between the member utilities remains the same as the previously agreed
upon MOA from 2020. After discussion, Ms. Lebesch moved, seconded by Vice-Chairman Roark, and
carried 6-0,to approve execution of the MOA, as presented by Mr. Johnston.
c. Other
Mr. Johnston reminded the members of the upcoming Joint Audit/Finance and Personnel Committee
Meeting, which is to be held at noon on Tuesday, July 18, 2023, to discuss the proposed 2023/2024 Fiscal
Year Budget.
Mr. Johnston presented a plaque to Vice-Chairman Roark acknowledging his years of service on the Board.
Chairman Davis and members of the Board expressed their gratitude for his service as well.
Item No. 8—Legal Business
a. Other
Mr. Williams shared the trial for the BBI/Westfield litigation should be underway at the next meeting.
Item No. 9—Old Business/New Business -None
Item No. 10—Public Comment-None
Item No. 11 —Supervisor Comments
Mr. Hodges thanked everyone for their efforts preparing the background information on the agenda items.
Mr. Gardella shared it was good to be back today and expressed everyone will certainly miss Mr. Roark.
Ms. Lebesch thanked everyone and said she appreciated the information provided for the upcoming budget meeting.
Mr. McNees thanked everyone for all they do and offered best wishes to Mr. Roark in his new position.
Vice-Chairman Roark shared that serving on this Board was a privilege and he will miss living in Clay County.
Chairman Davis apologized for his tardiness and thanked everyone for a productive meeting today.
Item No. 12—Adjournment
Chairman Davis adjourned the meeting at 2:19 P.M.
Wendell Davis, Chairman
Janice Loudermilk, Recording Secretary
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