HomeMy WebLinkAboutminutes MINUTES
CLAY COUNTY UTILITY AUTHORITY
December 21, 2021
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. Starnieri 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, Mr. McNees, and
Mr. Starnieri in attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Teri
Shoemaker, Chief Financial Officer Jeff Wesselman, Chief Engineer Paul Steinbrecher, Assistant Chief
Financial Officer Karen Osborne, Assistant Chief Engineer Joe Paterniti, Compliance Manager Heather
Webber, Service Availability Manager Melisa Blaney, Contract and Procurement Specialist Darin Parker,
Administrative Assistant Operations Alicia Baker, and Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Employee Recognition
a. Alicia Baker- 5 Years of Service
b. Chad Hartman—5 Years of Service
c. Jonathan Stanley—5 Years of Service
Mr. Johnston acknowledged and introduced Administrative Assistant Operations Alicia Baker and
Mechanic Helper-Water Jonathan Stanley who have been employed by CCUA for five years. Mr.
Hartman was on vacation and his service milestone will be acknowledged at the January 18, 2022
meeting.
Item No. 5 —Approval of Minutes
a. Board of Supervisors Workshop Session Tour, December 6, 2021
b. Board of Supervisors Regular Meeting, December 7, 2021
After discussion, Mr. Starnieri moved, seconded by Mr. Hodges, and carried 6-0, to approve the minutes
of the December 6, 2021 Workshop Session Tour and the Regular Meeting held on December 7, 2021.
Item No. 6—Approval of Consent Agenda
a. Approval of Financial and Operational Activities
December 21, 2021 1
After discussion, Vice-Chairman Roark moved, seconded by Mr. Starnieri, and carried 6-0, to approve
the Financial and Operational Activities as follows;
1) Approval of Payment of Warrants
Warrants totaling $2,665,428.90
a. Schedule of payments to Sole Sources
b. Schedule of Emergency Repairs/Purchases
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
b. Approval of Capital Budget Activities -None
c. Approval of Developer Agreements, Warranty Deeds & Easements
After discussion, Mr. McNees moved, seconded by Mr. Hodges, and carried 6-0, to approve the
Developer Agreements, Warranty Deeds & Easements as follows;
1) Developer Agreement CU21/22-04 — Sherwin Williams at Branan Field Walk Lot B —
1771 Blanding Blvd (RDM3 of Florida, LLC) — 1.5 ERC's water, 1.5 ERC's AWS, 1.5
ERC's SJRWMD, 1 ERC wastewater, 1 ERC's environmental impact, 1 ERC debt
service - $6,942.71
2) Developer Agreement MU21/22-05 — Water Service to 163 Short Trail (William Sayre
Grubbs) - 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service—$3,822.85
3) Developer Agreement SS21/22-02 — Discovery Trails at Oakleaf — 76 Townhomes —
Royal Pines Drive (Armstrong Development, Inc.) - 54 ERC's water, 54 ERC's AWS, 54
ERC's SJRWMD, 54 ERC's wastewater, 7.5 ERC's reclaimed, 54 ERC's debt service -
$232,347.63 ($217,403.46 deferred)
4) Developer Agreement KU21/22-20 — Wastewater Service to 2591 Eagle Bay Drive -
Doctors Lake Septic to Sewer Project (Robert & Mya Auer) - 1 ERC wastewater, 1 ERC
environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by
Contract No. 35200)
5) Developer Agreement KU21/22-21 — Wastewater Service to 2667 Eagle Bay Drive -
Doctors Lake Septic to Sewer Project (Bill & Sono Brewer) - 1 ERC wastewater, 1 ERC
environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by
Contract No. 35200)
6) Developer Agreement KU21/22-22 — Wastewater Service to 2565 Eagle Bay Drive -
Doctors Lake Septic to Sewer Project (Martin& Veronica Hartman) - 1 ERC wastewater,
1 ERC environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by
Contract No. 35200)
7) Developer Agreement KU21/22-23 — Wastewater Service to 2655 Eagle Bay Drive -
Doctors Lake Septic to Sewer Project (Lawrence & Mary Harvey) - 1 ERC wastewater, 1
ERC environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by
Contract No. 35200)
8) Developer Agreement KU21/22-24 — Wastewater Service to 2629 Eagle Bay Drive -
Doctors Lake Septic to Sewer Project(Curt&Jana Kinder) - 1 ERC wastewater, 1 ERC
environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by
Contract No. 35200)
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9) Developer Agreement KU21/22-25 — Wastewater Service to 2539 Eagle Bay Drive -
Doctors Lake Septic to Sewer Project (Dorothy & Peter Riggs) - 1 ERC wastewater, 1
ERC environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by
Contract No. 35200)
10) Developer Agreement KU21/22-26 — Wastewater Service to 2553 Eagle Bay Drive -
Doctors Lake Septic to Sewer Project (Donna Rae & Fred Eversole) - 1 ERC wastewater,
1 ERC environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by
Contract No. 35200)
11) Grant of Easement—175 Eventide Drive-Grantor-Vivan Streett
12) Grant of Easement—6489 Woodland Drive-Grantors-Michael M. &Angie Hewes
13) Grant of Easement—97 Swimming Pen Drive-Grantors-William F. & Theresa H. Kane
14) Grant of Easement—46 Turkey Hill Road-Grantor- Edward L. Young Jr.
15) Grant of Easement—3173 US Highway 17-Grantors- Robert M. &Mariann S. Trustees
16) Termination of Developer Agreement KU20/21-62 — Traceys Cove 8 Lot Subdivision
(7th Stream Land Co.)
Item No. 7—Customer Account Adjustments—None
Item No. 8—Business discussed at Committee Meetings -None
Item No. 9—Executive Director's Business
a. Water Demand and Tiered Block Rate Structure Assessment October 2021
Mr. Johnston provided a presentation regarding the Water Demand and Tiered Block Rate Structure
Assessment for October 2021. This report was for the Board's information only; no action was requested
or required on this item.
b. October 2021 Financial Package
Chief Financial Officer Jeff Wesselman presented the Financial Statements for October and reported
operating income is $550,893 over budget due to a favorable revenue and favorable expense variance.
Operating revenue is $357,390 over budget and operating expenses are $193,503 under budget. CCUA
has gained 100 active water accounts and 91 active sewer accounts during fiscal year 2021/2022. After
discussion, Mr. Starnieri moved, seconded by Mr. Gardella, and carried 6-0, to accept the Financial
Statements for October 2021, as presented by Mr. Wesselman.
c. Proposed Supplemental Agreement No. 4 with CDM Smith, Inc., for the Water, Wastewater &
Reclaimed Rate Study
Mr. Johnston presented a proposed Supplemental Agreement No. 4 with CDM Smith, Inc., for the
Water, Wastewater & Reclaimed Rate Study. The Clay County community and CCUA have been
experiencing an increase in population growth. CCUA commenced the design and construction of
numerous large scale infrastructure projects to provide service to this growing number of residents and
businesses. The Board approved the development of an Integrated Water Resource Plan (IWRP) and the
first phase of a Strategic Plan in July 2021. Both the IWRP and Strategic Plan will require an evaluation
of how to finance the necessary investments through potential changes to base and flow charges,
capacity fees, and individual service fees. Because any one fiscal year cannot adequately fund all the
capital infrastructure necessary, CCUA will need to evaluate financing these investments over time
through the strategic use of debt. Staff recommends conducting a rate study to evaluate the adequacy of
existing rates and potential rate change strategies over a 20-year planning horizon to finance the
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investments necessary to sustainably operate the utility. Staff intends to present the findings and
recommendations of this rate study in conjunction with the IWRP and Strategic Plan for input and
comments from the Board in the June/July timeframe. Collectively, the Strategic Plan, IWRP, and Rate
Study will represent a long-term strategy and plan for the economic and environmental sustainability of
CCUA. Staff will ultimately seek approval and adoption of these plans and studies for implementation
over the planning horizon. After discussion, Mr. Hodges moved, seconded by Mr. Starnieri, and carried
6-0, to approve Supplemental Agreement No. 4 with CDM Smith, Inc. in the amount of$150,000 for the
Water, Wastewater& Reclaimed Rate Study, as presented by Mr. Johnston.
d. Proposed approval of annual renewal of Contract ITB# 12/13-Al-Wastewater Residual Disposal
Contract and Procurement Specialist Darin Parker presented for approval the annual renewal of Contract
ITB# 12/13-Al- Wastewater Residual Disposal. The Wastewater Residual Disposal Contract with
Residual Management Services, LLC (RMS) is scheduled to expire on December 31, 2021. However,
the terms of this contract allow for the renewal of an additional term, contingent upon mutual agreement
of both parties. RMS is interested in renewing the contract with a requested rate increase. Per the
September 2021 U.S Department of Labor, Bureau of Labor Statistics, Consumer Price Index (CPI),
RMS is requesting an annual price adjustment for the upcoming renewal of 5.4% of the current pricing
effective January 1, 2022. The new price for liquid sludge will be $0.118 per gallon and $62.38 per
cubic yard for cake sludge to the landfill. Per the Contract, if both parties agree to renew the agreement,
the Authority may consider a price increase in either of the renewal years based on verifiable changes in
the marketplace. Staff compared the rates and have determined the rates to be consistent with the CPI.
After discussion, Mr. McNees moved, seconded by Mr. Hodges, and carried 6-0, to approve the renewal
of the contract, as presented by Mr. Parker.
e. Proposed Insituform Task Order No. 37 for Rolling Hills & Tanglewood 1 A CIPP Lining
Chief Operations Officer Teri Shoemaker presented a request for approval of proposed Task Order #37
associated with 2018/2019-A7 - Sanitary Sewer, Wetwell and/or Manhole Rehabilitation Services
Continuing Contract, Part C with Insituform Technologies, LLC for Rolling Hills & Tanglewood lA
CIPP Lining. The project scope includes rehabilitating gravity sewer pipes in portions of the Rolling
Hills and Tanglewood Subdivisions. These areas experience inflow/infiltration due to age and material.
CCUA prioritizes sections of the service area each fiscal year in the Capital Improvement Plan (CIP).
Staff included this project in the CIP for FY 2021-2022. Staff reviewed Insituform's proposal and
determined the fee of $699,405.75 which was based on the contact's pricing to be reasonable. After
discussion, Mr. Hodges moved, seconded by Vice-Chairman Roark, and carried 6-0, to approve Task
Order# 37, as presented by Ms. Shoemaker.
f. Proposed Supplemental Agreement No. 1 with Brooks Building Solutions, Inc., for the Water Treatment
Plant Well Disconnect Improvements
Ms. Shoemaker presented proposed Supplemental Agreement No. 1 with Brooks Building Solutions,
Inc., for the Water Treatment Plant Well Disconnect Improvements. Staff evaluated the WTP
assessments and prioritized the engineer's recommendations. To assist with these recommended
corrective actions, CCUA engaged Brooks under our Continuing Services Contract for Electrical
Troubleshooting, Repair, and Installation RFQu 20/21-A17, and requested a scope and fee to upgrade
well disconnect switches at multiple WTPs. The WTP Department's operational budget includes work
with subcontractors. Staff considers the fee of$52,063.50 reasonable and competitive for the scope of
services involved. Staff recommended approval of Supplemental Agreement No. 1 with Brooks Building
Solutions, Inc., for the WTP Well Disconnect Improvements and approval of deductive change orders
and owner direct purchase orders for the express purpose of saving sales taxes on major materials and
December 21, 2021 4
equipment, as authorized by the Executive Director, or his designee, and as recommended by the Chief
Operations Officer. After discussion, Mr. Starnieri moved, seconded by Mr. McNees, and carried 6-0, to
approve Supplemental Agreement No. 1, as presented by Ms. Shoemaker.
g. Other
Chairman Davis and Mr. Starnieri thanked staff for their efforts on the Holiday Luncheon.
Mr. Johnston informed the Board he will be making a presentation regarding water supply planning in
relation to growth to the Board of County Commissioners on January 11, 2022. Chairman Davis
requested the Recording Secretary send a reminder to the members in case they would like to attend.
Mr. Johnston wished everyone a Merry Christmas and Happy New Year.
Item No. 10—Legal Business
a. Other
Mr. Williams wished everyone a Merry Christmas and a Happy New Year
Item No. 11 — Old Business/New Business -None
Item No. 12—Public Comment-None
Item No. 13— Supervisor Comments
Mr. McNees wished the CCUA family a Merry Christmas and a Happy New Year. He also thanked Mr. Roark
for his presentation at a recent Rotary Club meeting.
Vice-Chairman Roark wished everyone a Merry Christmas and a Happy New Year and thanked staff for their
efforts.
Mr. Gardella thanked everyone for all their hard work and dedication. He also shared how much enjoyed the
holiday luncheon and wished everyone a Merry Christmas and a Happy New Year.
Mr. Hodges wished everyone a Merry Christmas and shared how much he enjoyed the information provided in
the Water Demand and Tiered Block Rate Structure Assessment.
Mr. Starnieri echoed everyone's holiday wishes. He also shared he enjoyed the Water Demand report and
congratulated Alicia, Chad, and Jonathan on their service milestones.
Chairman Davis thanked other members of the Board and shared how much he appreciates their involvement in
the meetings. He also thanked staff for their efforts and echoed the holiday wishes to those in attendance.
Item No. 14—Adjournment
Chairman Davis adjourned the meeting at 2:57 P.M.
Wendell Davis, Chairman
Janice Loudermilk, Recording Secretary
December 21, 2021