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HomeMy WebLinkAboutRegular Minutes - 9/19/2023 MINUTES CLAY COUNTY UTILITY AUTHORITY September 19,2023 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. McNees 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 Hodges, Mr. Gardella, 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 -`a Financial Officer Jeff Wesselman, Chief Engineer Paul Steinbrecher, General Superintendent D&C Assistant Chief c Operations Officer David Rawlins, Assistant Chief Engineer Joe Paterniti, Service Availability Manager Melisa Blaney, Senior Service Availability Engineer Darrell Damrow, Public & Governmental Affairs Liaison Dennis Ragosta, oProcurement Manager Angelia Wilson, SCADA Manager John McCleary, Construction and Inspection Services Manager c Warrick Sams, Construction & Inspection Services Coordinator Linda Ortiz Figueroa, Lead Construction Inspector Matt c King, Construction Inspector James Griffin, Construction Inspector Rafael Duran, D&C Repairs Foreman Randy Green, ,5 Contract and Procurement Specialist Darrin Parker, and Grady H. Williams,Jr., legal counsel to the CCUA. Ix Item No. 4—Employee Recognition a. Matt King-20 years b. Randy Green— 15 years Executive Director Jeremy Johnston presented a certificate to Lead Construction Inspector Matt King and to D&C Repairs Foreman Randy Green acknowledging their years of service. Item No. 5 -Board of Supervisors Appreciation a. Anna Lebesch—2021-2023 b. Daniel Hodges—2020-2023 c. Wendell Davis—2017-2023 Mr. Johnston presented a plaque to Ms. Lebesch, Mr. Hodges, and Chairman Davis acknowledging their years of service on the CCUA Board of Supervisors. Item No. 6—Approval of Minutes a. Board of Supervisors Regular Meeting, September 5, 2023 b. Board of Supervisors Public Rate Hearing, September 12, 2023 c. Board of Supervisors LAMPA Rate Hearing, September 12,2023 September 19, 2023 1 After discussion, Ms. Lebesch moved, seconded by Mr., McNees, and carried 6-0, to approve the minutes of the Regular Meeting held on September 5, 2023, and the Public Rate Hearing and LAMPA Rate Hearing which were held on September 12, 2023. Item No. 7—Approval of Consent Agenda After discussion, Vice-Chairman Hodges moved, seconded by Mr. McNees, and carried 6-0, to approve the Consent Agenda as follows; a. Approval of Payment of Warrants 1) Warrants totaling $7,526,816.96 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 g. Statement from Grady H. Williams, Jr. LL.M. 2) Request for Asset Disposal Authorization—None 3) Sole Source Designation—None b. Approval of Capital Budget Activities 1) Requests for Award of Procurement Contracts and/or Ratification of Procurement/Construction Contracts -None 2) Approval of Supplemental Agreements and Change Orders a. Proposed Supplemental Agreement No. 14 to the Civil and Environmental Engineering Professional Services Agreement 2018/2019 RFQ No. 3 for Jones Edmunds & Associates, Inc., to provide Engineering Analysis, Design, Permitting, and Services During Construction for Construction of a Second Entrance to the Mid-Clay WWTF c. Approval of Financing Requests—None d. Approval of Contract Usage -None e. Approval of Developer Agreements, Warranty Deeds& Easements 1) Developer Agreement KH22/23-16—Wastewater Service to 325 SW Magnolia Avenue(John and Denise Story)— 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $6,904.53 2) Developer Agreement KU22/23-60 — Wastewater Service to 266 Old Jennings Road (Barry Dean)— 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $8,841.49 3) Developer Agreement KU22/23-61 —Wastewater Service to 1790 Lakeshore Drive North(Jose& Sharyn Gonzalez) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $7,359.13 4) Grant of Easement— 1047 Fleming Street—Grantor—A&M Home Builders, LLC 5) 6) Grant of Easement— 1056& 1068 Clay Street—Grantor—A&M Home Builders, LLC Quit Claim Deed—Granary Park Phase 2A Lift Station— Grantor— Sandridge Land Developers, LLC 7) Quit Claim Deed—Double Branch Lift Station—Grantor—Pulte Home Company, LLC 8) Quit Claim Deed — Cross Creek Unit 2B-2 Lift Station — Grantor — D.R. Horton, Inc. - Jacksonville Item No. 8—Customer Account Adjustments—None September 19, 2023 2 Item No. 9—Personnel Committee Meeting—Personnel Committee Meeting September 19, 2023 Committee Chairman Lebesch reported the Committee met prior to today's meeting to review the Executive Director's Annual Report and Evaluation and reminded everyone to be sure to submit their responses to Mr. Williams no later than September 26,2023. Item No. 9—Executive Director's Business a. July 2023 Financial Packet Chief Financial Officer Jeff Wesselman presented the Financial Statements for July and reported operating income is $3,853,121 (33%) over budget due to a favorable revenue and favorable expense variance. Operating revenue is $390,706 (0.8%) over budget and operating expenses are $3,462,415 under budget. CCUA has gained 1,238 active water accounts and 1,249 active sewer accounts during fiscal year 2022/2023. After discussion, Mr. McNees moved, seconded by Ms. Lebesch, and carried 6-0, to accept the Financial Statements for July 2023, as presented by Mr. Wesselman. b. Proposed Final Approval of Fiscal Year 2023/2024 Budget Mr. Wesselman presented a request for approval of the budget and rates for the 2023/2024 Fiscal Year which included the 2023/2024 Operating Budget, Self-Insurance Budget, Capital Budget, Five Year Capital Plan, Departmental and Capital Budget and Rates. After discussion, Vice-Chairman Hodges moved, seconded by Mr. Starnieri and carried 6-0,to accept the Fiscal Year 2023/2024 Budget, as presented by Mr. Wesselman. c. Construction and Inspection Quarterly Progress Report Construction& Inspection Services Manager Warrick Sams presented the Construction and Inspection Quarterly Progress Report to the Board. This report was for the Board's information only; no action was requested or required on this item. d. Interlocal Agreement with Clay County for the Intersection Improvements and Associated Utility Work at County Road 220 and Henley Road Assistant Chief Engineer Joe Paterniti presented a proposed Interlocal Agreement with Clay County for the implementation of utility improvements within the CR 220 and Henley Road (the Quadrant Intersection) project. Clay County is finalizing intersection and roadway constructions plans along County Road 220. The CR 220 project begins at the Hollars Place intersection west of the Henley intersection and ends at the Chief Ridaught Trail intersection on the east side of Henley Road. The project includes intersection improvements along Henley Road that includes a west bound CR 220 right hand turn lane and a north bound Henley Road right hand turn lane. CCUA operates and maintains a substantial amount of utility infrastructure in the right-of-way and within easements in the County's project area. To minimize disruption to businesses within the project area, reduce the overall timeframe of the roadway and utility work, and reduce the overall project costs, both parties agreed including CCUA's utility work with the roadway project would be beneficial. After discussion, Mr. Gardella moved, seconded by Ms. Lebesch, and carried 6-0, to accept the Interlocal Agreement with Clay County for the Intersection Improvements and Associated Utility Work at County Road 220 and Henley Road, as presented by Mr. Paterniti. e. Supervisory Control and Data Acquisition—SCADA Presentation SCADA Manager John McCleary presented the Supervisory Control and Data Acquisition (SCADA) Presentation. This report was for the Board's information only; no action was requested or required on this item at this time. September 19, 2023 3 f. Ratify Town of Jennings Mutual Aid Agreement for Hurricane Idalia Mr. Johnston and Distribution & Collection General Superintendent, Assistant Chief Operations Officer David Rawlins presented a request for ratification of his actions associated with the Hurricane Idalia Town of Jennings Mutual Aid Agreement to assist with storm damage. After discussion Vice-Chairman Hodges moved, seconded by Mr. McNees, and carried 6-0, to approve ratification of the Mutual Aid Agreement as presented by Mr. Johnston and Mr. Rawlins. g. Proposed Professional Services Agreement with the Dalton Agency for customer messaging support related to the Enterprise Resource Platform(ERP)transition Mr. Johnston presented a proposed authorization to engage marketing professionals at the Dalton Agency for their expertise and support related to customer messaging for the upcoming ERP transition. The Dalton Agency possesses the skills and expertise to produce creative and engaging content. CCUA will use the created content in messaging, social media, websites, news media, posters, hand-outs, bill mailings, etc. to engage customers on the ERP transition. After discussion, Mr. McNees moved, seconded by Ms. Lebesch, and carried 6-0, to approve the professional services agreement, as presented by Mr. Johnston. h. Other Mr. Johnston informed the members a proposed Memorandum of Agreement and Cooperative Funding Agreement for the North Florida Regional Water Supply Plan Project with St. Johns River Management District will be presented for consideration at the October 3, 2023, Board meeting. He also introduced Mr. Drew Petty who was appointed to the Board by the Clay County Board of County Commissioners at their meeting which was held on September 12, 2023. Mr. Petty will be sworn in during the October 3, 2023,Board meeting. Item No. 8—Legal Business a. Action on proposed Resolution No. 2022/2023-08-Lake Asbury Master Plan Area Trunk Main Capital Recovery Policy Service Availability Manager Melisa Blaney presented a request for approval of Resolution No. 2022/2023-08 Lake Asbury Master Plan Area Trunk Main Capital Recovery Policy. After discussion, Vice-Chairman Hodges moved, seconded by Mr. McNees, and carried 6-0,to approve the Resolution, as presented by Ms. Blaney. b. Approval of Annual Private Attorney Services Agreements (1) First Amendment FY2022/2023—Bachara Construction Law Group,P.A. (2) Butler Snow LLP (3) Glenn A. Taylor Professional Association (4) Grady H. William,Jr.,LL.M., Attorneys at Law, P.A. (5) Ludwig Hulsey,P.A. (6) Sundstrom&Mindlin, LLP Mr. Williams presented a request for approval of the Attorney Engagement Packages with the firms listed above. Staff has received approval from the Office of the Attorney General to enter into these agreements. After discussion, Ms. Lebesch moved, seconded by Mr. McNees, and carried 6-0, to approve the Annual Private Attorney Services Agreements, as presented by Mr. Williams. c. Other-None Item No. 9—Old Business/New Business-None Item No. 10—Public Comment-None September 19, 2023 4 Item No. 11—Supervisor Comments Mr. Starnieri congratulated Matt King and Randy Green. He told Chairman Davis it was a pleasure serving with him. He thanked staff for their efforts in today's meeting, including Mr. Johnston for surrounding himself with great people. Vice-Chairman Hodges echoed staff appreciation to Matt King and Randy Green. He thanked staff for the preparation of today's meeting. He added staff and Mr. Johnston make it look simple and easy. He commended Chairman Davis on his leadership,professionalism, and experience. He will be missed. Mr. Gardella echoed staff appreciation to Matt King and Randy Green. He thanked staff and Mr. Johnston for a fantastic and professional job. He told Chairman Davis this is not goodbye; we will see you later. Thanked him for being a professional and could not have done this job with him. Ms. Lebesch echoed the comments of the other members. Wendell is definitely an individual who is about recognizing and serving his community. He will be missed on the Board. She commented on the spooky office door contest and wondered what Boardroom door will look like in October. Mr. McNees congratulated the long-time employees, the Board members recognized at today's meeting, and Chairman Davis for his service and leadership. He also stated he will be absent at the October 3, 2023,Board meeting. Chairman Davis thanked the members of the Board. He said it has been a pleasure serving with a professional group. Item No. 12—Adjournment Chairman Davis adjourned the meeting at 3:00 P.M. Dan Hodges,Vice-Chairman Alicia Baker, Assistant Recording Secretary September 19, 2023 5