HomeMy WebLinkAboutRegular Minutes - 6/6/2023 REVIEWED FOR REDACTION
MINUTES
CLAY COUNTY UTILITY AUTHORITY
June 6, 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
Chairman Davis called the meeting to order at 2:00 P.M.
Item No. 2—Invocation/Pledge of Allegiance
Mr. Gardella 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, Mr.
McNees, and Mr. Starnieri 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, Assistant Chief Engineer Joe
Paterniti, 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 , 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, May 16, 2023
After discussion, Mr. Hodges moved, seconded by Mr. Gardella, and carried 7-0, to approve the minutes
of the Regular Meeting held on May 16, 2023.
Item No. 5 —Approval of Consent Agenda
After discussion, Ms. Lebesch moved, seconded by Mr. McNees, and carried 7-0, to approve the Consent
Agenda items, as follows;
I) Approval of Payment of Warrants
Warrants totaling$2,838,346.59
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—
a. Approval of the name change from Cartegraph Systems, LLC. to OpenGov, Inc., and
approval of the Master Service Agreement and Software Service Agreement with
OpenGov, Inc.,and approval of the Sole Source status of OpenGov, Inc.
b. Approval of Capital Budget Activities
1) Requests for Award of Procurement Contracts and/or Ratification of
Procurement/Construction Contracts or Contract Renewals—None
2) Approval of Supplemental Agreements and Change Orders
a. Proposed Supplemental Agreement No. 14 with Constantine Engineering, Inc. to
the Civil and Environmental Engineering Professional Services Agreement
2018/2019 RFQ No. 3, to provide a conceptual evaluation and master plan for
improvements for Miller Street Wastewater Treatment Plant
c. Approval of Financing Requests - Water service to 7422 Hallman Road -Frazier
d. Approval of Contract Usage
(1) Request for advance approval to utilize other government contracts - OMNIA Partners
Contract No. R211402 Warehousing, Material 1landling, and Production Support,
OMNIA Partners Contract No. 16154 Maintenance, Repair, and Operations, OMNIA
Partners Contract No. 170009 Paint
e. Approval of Developer Agreements, Warranty Deeds &Easements
1) Developer Agreement CU22/23-10—Branan Field Village Townhomes—92 Townhomes
(D.R. Horton, Inc. — Jacksonville) 92 ERC's water, 92 ERC's wastewater, 47 ERC's
reclaimed, 92 ERC's AWS, 92 ERC's SJRWMD, 92 ERC's debt service - $456,869.75
(deferred)
2) Developer Agreement KH22/23-9 — Water Service to 432 SE 55th Street (Kenneth Hall
and Justin Hall) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$4,085.41
(3) Developer Agreement KH22/23-10—Water Service to 644 SE 44th Street (BWS Homes,
LLC)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service- $3,340.02
(4) Developer Agreement KH22/23-11 —Water Service to 688 SE 44th Street (BWS Homes,
LLC)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service- $2,454.59
(5) Developer Agreement MU22/23-19 — Bella Lago Subdivision Phase 1 — 167 Lots
(Meritage Homes of Florida, Inc.) — 167 ERC's water, 167 ERC's wastewater, 167
ERC's reclaimed, 167 ERC's AWS, 167 ERC's SJRWMD, 167 ERC's debt service -
$847,984.68 (deferred)
(6) Developer Agreement PS22/23-1 — Water Service to 2481 Eloise Drive (Thadeous A.
Young)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $3,390.25
(financed)
(7) Developer Agreement RU22/23-5 — Water and Wastewater Service to 2170 Pine Tree
Lane (PBP Homes, Inc.) — 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC
SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $34,339.91
(8) Grant of Easement—55 Swimming Pen Drive—Grantor—Jeffrey and Shelly Stanley
(9) Grant of Easement— 151 Cedar Run Drive—Grantor—Daniel and Jennifer Williams
(10) Grant of Easement—459 Lombard Street—Grantor—Consolacion Obero
(11) Grant of Easement—475 Bentwood Lane—Grantor—IAR Property,LLC
(12) Grant of Easement—2667 Eagle Bay Drive—Grantor—Bill and Sono Brewer
(13) Grant of Easement— 4522 SE 6th Lane — Grantor— William Griffith Jr., Marta Griffith,
and William Griffith, III
Item No. 6—Customer Account Adjustments -None
Item No. 8—Executive Director's Business
a. April 2023 Financial Package
Chief Financial Officer Jeff Wesselman presented the Financial Statements for April and reported
operating income is $2,147,964 over budget due to an unfavorable revenue and favorable expense
variance. Operating revenue is $95,716 under budget and operating expenses are $ 2,243,681 under
budget. CCUA has gained 963 active water accounts and 973 active sewer accounts during fiscal year
2022/2023. After discussion, Mr. McNees moved, seconded by Mr. Gardella, and carried 7-0, to accept
the Financial Statements for April 2023, as presented by Mr. Wesselman.
b. Award of contract to Petticoat-Schmitt Civil Contractors, Inc., for Fleming Island Water Reclamation
Facility Neutralizer Building
Utility Engineer Heather Cavanaugh and Contract & Procurement Specialist Darrin Parker presented a
request for award of the contract to Petticoat-Schmitt Civil Contractors, Inc., for 22/23-A10 - Fleming
Island Water Reclamation Facility Neutralizer (BCR) Building. Staff advertised the subject project on
CCUA's Bonfire Procurement Platform on January 18, 2023, and in the Florida Times-Union on
January 24, 2023. An Onsite Mandatory Pre-Bid Meeting & Site Tour was held on January 26, 2023,
and was attended by only one (1) Contractor. Prior to the published Bid Opening Date, an Addendum
was issued to schedule a 2nd Pre-Bid Meeting & Site Tour as well as extending the Bid Opening Date to
March 24, 2023. At the Bid Opening, CCUA received one (1) bid from Petticoat-Schmitt Civil
Contractors, Inc., in the amount of $3,469,000 (excluding owner-purchased equipment). Staff and the
Engineer of Record (EOR) J. Collins Engineering Associates, LLC, evaluated the bids for conformance
with the solicitation requirements and determined Petticoat-Schmitt Civil Contractors, Inc., submitted
the lowest, responsive bid. The bid for this project exceeded the EOR's Opinion of Probable
Construction Cost (OPCC) of $3,000,000. Staff and the EOR had budget concerns due to the bid
exceeding the OPCC. Because of this exceedance, as well as there being a single bidder, staff requested
the Board defer action at the April 4, 2023, meeting. Staff also requested authorization for discussions
with the single bidder to understand the basis for the bid and discuss the potential for voluntary
reductions. The result of the process with the EOR and the single bidder reduced the amount to
$3,331,182. Staff weighed the opportunity cost of delaying the project and rebidding, however the BCR
equipment has been delivered and is in storage, therefore, the decision was made to accept the results of
the voluntary reduction process and move forward with this critical project. Staff requested approval of
the award for the Fleming Island Water Reclamation Facility Neutralizer Building to Petticoat-Schmitt
Civil Contractors, Inc., in the amount of$3,331,182. Staff also requested approval of the bid opening
minutes, deductive change orders, and owner-direct purchase orders for the express purpose of saving
sales tax on major materials and equipment, as authorized by the Executive Director, or his designee,
and as recommended by the Chief Engineer. After discussion, Mr. Hodges moved, seconded by Mr.
McNees, and carried 7-0, to award the contract, deductive change orders, and bid opening minutes, as
presented.
c. Update on Supply Chain Disruptions of Meter Transceiver Unit for Meters
Chief Operations Officer Darryl Muse provided an update on supply chain disruptions of meter
transceiver units (MXU) used for the remote reading of meters. Sensus USA, Inc. notified staff that
MXU's for meters are delayed in production at this time. They estimate a twelve-month lead time for
available MXU's. CCUA is searching for alternate means to cover minimum needs for new installations
and critical replacements. Due to delays receiving MXU's, staff will manually read up to 2,000 meters
per month to accurately bill customers. The current six-month rolling average for installing new MXU's
calculates to approximately 117 per month. He also shared there will be an additional cost for staffing
and fuel during this time due to the manual reading of meters. This report was for the Board's
information only; no action was requested or required at this time.
d. Professional Development& Training Program Update
Training and Development Coordinator Ashley Taliaferro provided a presentation on CCUA's
Professional Development& Training Program. This presentation was for the Board's information only;
no action was requested or required at this time.
e. Internship Promotional Video
Public & Governmental Affairs Liaison Dennis Ragosta presented the 2023 Internship Program
Promotional Video. This presentation was for the Board's information only; no action was requested or
required.
f. Other
Chairman Davis requested additional information on the outcome of the 2023 Legislative Session and
Mr. Johnston provided feedback on same. Mr. Johnston reported staff is still working on finalizing the
2023/2024 Fiscal Year Budget and informed the Board the Consumptive Use Permit application was
submitted on June 2, 2023. He also shared there will be many important topics at the next meeting
including the financing of Capital Improvement Projects and the LAMPA capital cost recovery policy.
He also welcomed and introduced CCUA's new GIS and Asset Manager Ben Freeman.
Item No. 9—Legal Business -None
Item No. 10—Old Business/New Business -None
Item No. 11 —Public Comment -None
Item No. 12—Supervisor Comments
Mr. Starnieri shared he enjoyed the update on the PDTP and feels it is an outstanding program. He also
commented on the employee compliment which was included in the agenda package.
Mr. Hodges thanked staff for their preparation for the Board meetings and stated he appreciated the PDTP
presentation today.
Mr. Gardella welcomed Mr. Freeman and shared it is a pleasure to serve on CCUA's Board.
Ms. Lebesch echoed the other member's comments and welcomed Mr. Freeman. She shared the internship and
PDTP programs are very important to the organization.
Chairman Davis also welcomed Mr. Freeman to CCUA.
Item No. 13 —Adjournment
Chairman Davis adjourned the meeting at 3:05 P.M. 010
• Wendell Davis, Chai
Jan -e L udermil V Recording Secretary