HomeMy WebLinkAboutminutes MINUTES
CLAY COUNTY UTILITY AUTHORITY
March 15, 2022
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 2:01 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, Mr. Gardella, Mr. Hodges, Ms. Lebesch, and Mr. Starnieri in
attendance. Vice-Chairman Roark joined the meeting in progress at 2:14 P.M.
(a Also present at the meeting were Executive Director Jeremy Johnston, Chief Engineer Paul Steinbrecher,
a Assistant Chief Engineer Joe Paterniti, Chief Financial Officer Jeff Wesselman, Service Availability Manager
g Melisa Blaney, Public & Government Affairs Liaison Dennis Ragosta, Senior Design Engineer Kevin
o Ledbetter, Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Lori
r
3 Stewart and Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Employee Recognition-None
Item No. 5 —Approval of Minutes
a. Board of Supervisors Regular Meeting, March 1, 2022
After discussion, Ms. Lebesch moved, seconded by Mr. Hodges, and carried 5-0, to approve the minutes
of the Regular Meeting held on March 1, 2022.
Item No. 6 — Approval of Consent Agenda
a. Approval of Financial and Operational Activities
After discussion, Mr. Stamieri moved, seconded by Mr. Hodges, and carried 5-0, to approve the
Financial and Operational Activities and Developer Agreements, Warranty Deeds & Easements, as
follows with the exception of Item 6(e)6;
Item 6(e)6 was missing the Notary Acknowledgement Stamp on the document included in the agenda
package. The revised document with the Notary Acknowledgement Stamp was provided at the
member's stations. After additional discussion, Mr. Gardella moved, seconded by Mr. Hodges, and
carried 5-0, to approve the revised item as presented.
a. Approval of Financial and Operational Activities
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1) Approval of Payment of Warrants
Warrants totaling $2,599,922.42
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
b. Approval of Capital Budget Activities -None
c. Approval of Financing Requests -None
d. Approval of Contract Usage -None
e. Approval of Developer Agreements, Warranty Deeds & Easements
1) Developer Agreement KH21/22-7 — Water Service to 250 SW Garden Street (Matthew
Clark Properties, LLC) - 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt
service - $4,080.55
2) Developer Agreement KU21/22-65 - Water and Wastewater service to 651 Creighton
Road (Creighton Road In-Fill Project) (Dustin & Shannon Hughes) — 1 ERC water, 1
ERC AWS, 1 ERC SJRWMD, 1 ERC wastewater, 1 ERC environmental impact, 1 ERC
debt service - $13,245.14
3) Developer Agreement KU21/22-67 - Wastewater Service to 3357 Inlet Lane — Doctors
Lake Septic to Sewer (Kenneth & Rebecca Ogden) - 1 ERC wastewater, 1 ERC
environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit provided by
Contract No. 35200)
4) Developer Agreement KU21/22-69 - Wastewater Service to 2507 Eagle Bay Drive —
Doctors Lake Septic to Sewer (Caliope Mastrovaselis and Kimberly Bradsher) - 1 ERC
wastewater, 1 ERC environmental impact, 1 ERC debt service — $0.00 ($3,777.00 Credit
provided by Contract No. 35200)
5) Grant of Easement- 3209 Doctors Lake Drive-Grantors -Julie Newsome & John Ganion
6) Grant of Easement - 2590 River Place Lane-Grantors - Richard & Bonnie Jean
Jurkiewicz
7) Grant of Easement - 1025, 1029 & 1033 Floyd Street - Grantors - A&M Home Builder,
LLC
Item No. 7—Customer Account Adjustments -None
Item No. 8—Business discussed at Committee Meetings -None
Item No. 9—Executive Director's Business
a. Adoption of a Proclamation to recognize April as Water Conservation Month
Public & Legislative Relations Liaison Dennis Ragosta informed the Board to encourage the efficient
use of water, the Florida Section of the American Water Works Association has requested its member
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organizations to adopt proclamations declaring April 2022 as Water Conservation Month. This
designation offers the opportunity to increase awareness about the importance of water conservation and
encourage water users to take appropriate actions to conserve and protect our state's water resources.
After discussion, Ms. Lebesch moved, seconded by Mr. Starnieri, and carried 5-0, to adopt the
Proclamation as presented declaring the month of April 2022 - Water Conservation Month, as presented.
Mr. Ragosta presented Mr. Doug Conkey, of the SJRWMD, who briefly addressed the Board regarding
Water Conservation Month.
b. Request to schedule a Rate Study Workshop on April 19, 2022
Mr. Johnston informed the Board representatives from CDM Smith and members of staff would like to
schedule a Workshop Session on Tuesday, April 19, 2022 from noon until 2:00 P.M. to discuss and
receive direction regarding the development of the rate study. After discussion, the Board WITHOUT
OBJECTION, scheduled the Workshop Session as requested. The Recording Secretary will publicly
notice the session as required.
c. Proposed Amendment to the Interlocal Agreement with Clay County for the Aquarius Concourse
Stormwater and Underdrain Project Utility Work
Design Manager Kevin Ledbetter presented a proposed Amendment to the Interlocal Agreement with
Clay County for the Aquarius Concourse Stormwater and Underdrain Project Utility Work. Clay County
intends to install a roadway underdrain system, upgrade existing stormwater infrastructure, and
reconstruct the roadway along the entire length (6,500 linear feet +/-) of Aquarius Concourse in Orange
Park. CCUA operates and maintains a substantial amount of older utility infrastructure in the right-of-
way within the County's project area and must replace the mains in a location away from their proposed
new infrastructure. To minimize the overall disruptionto the neighborhood, reduce the overall timeframe
of the stormwater and utility work, and reduce the overall project costs, CCUA and the County
previously negotiated an Interlocal Agreement to combine the required work into one joint construction
project. The Agreement provided a framework to coordinate construction for the utility relocations using
the County's contractor and delegated responsibilities for each respective party. The Agreement was
fully executed in April of 2021. The previous Agreement required the County to procure a quote for the
Project through their two continuing service contractors. Upon completion of the roadway and utility
construction plans, the County issued a quote request for the project from the contractors, and each
contractor submitted their final estimations. After review of the quotes, CCUA and the County decided
the estimates were not favorable to either party. Both parties decided to reject the quotes and to re-
advertise the project for public bids from all qualified contractors. The County has since re-advertised
the bid, has received the final submittals, and now intends to award the project to the apparent qualified
low bidder. To proceed with the award and begin construction, CCUA and the County must first execute
an amendment to their previous Agreement. The amendment evenly allocates the shared project costs and
construction engineering inspection services. The amended Agreement contains these revisions. Legal
counsel for both parties have reviewed the amendment and agree with the proposed changes. Following
execution of the amended Agreement by CCUA, the County's staff will present it to the Board of
County Commissioners to gain approval to full approval. Once the amended Agreement has been fully
approved, the County will proceed with award of the bid and will manage the construction activities.
CCUA and the County will meet regularly throughout the project duration to monitor activities and
address any issues that may arise. After discussion, Mr. Hodges moved, seconded by Mr. Gardella, and
carried 5-0, to approve execution of the Amendment, as presented by Mr. Ledbetter.
d. Proposed Amendment No 1 to Supplemental Agreement No 5 with Jacobs Engineering for Enterprise
Asset Management Support Services
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Chief Engineer Paul Steinbrecher presented proposed Amendment No 1 to Supplemental Agreement
No. 5 with Jacobs Engineering for Enterprise Asset Management Support Services. Enterprise Asset
Management (EAM) systems are becoming increasingly important in capital intensive industries such as'
utilities because they offer the ability to increase asset life and improve both capital and operations and
maintenance decision making. CCUA utilizes Cartegraph as an asset management and operations
workflow tool but is in the nascent stage of product usage for this powerful tool. Staff requested support
from one of its continuing services engineers, Jacobs Engineering (Jacobs), in accelerating this program
to meet CCUA's strategic and operational objectives. Jacobs' team brings needed Cartegraph expertise
to help CCUA staff implement advanced EAM functions of the software. Staff negotiated a supplemental
agreement with Jacobs for the services, and the Board approved of the agreement on June 15, 2021. The
project has progressed well to date,but staff now require additional GIS and EAM department support to
maintain the level of service needed to further implement this program. Staff worked with Jacobs to
fashion an appropriate level of supplemental support that staff can access on as needed based for time and
materials, and staff negotiated the cost to a not to exceed total of$50,000. This additional authorization
is an amendment to the original Supplemental Agreement. The total authorization remains well below
the CCNA contracting threshold. Staff has reviewed the scope and fee proposal for the amendment and
believes the fees for the services provided are reasonable. After discussion Mr. Hodges moved,
seconded by Mr. Starnieri, and carried 6-0, to approve the amendment in the not-to-exceed amount of
$50,000, as presented.
e. Other
Mr. Johnston informed the Board the Clay County BCC is hosting a workshop on water issues with
CCUA and SJRWMD on March 22, 2022 at 2:00 P.M.
He also thanked Mr. Steinbrecher and his team for their potable/reuse presentation to the Sunrise Rotary
Club and congratulated former Board member, Matt Welch, on a successful Player's Championship.
Item No. 10—Legal Business
a. Other—None
Item No. 11 —Old Business/New Business -None
Item No. 12—Public Comment-None
Item No. 13 —Supervisor Comments
Mr. Gardella thanked everyone for their efforts and expressed how much he appreciates the briefing on Monday
to answer any questions he may have regarding the agenda items.
Mr. Hodges shared he appreciates all the preparation staff does for the agenda items.
Mr. Starnieri reminded everyone everything that is currently going on in the world will greatly affect our daily
lives,the utility, and the upcoming budget.
Ms. Lebesch appreciates everyone's efforts and inquired if there are any activities planned surrounding Water
Conservation Month.
Vice-Chairman Roark apologized for being tardy to today's meeting. He also shared he was pleased to see the
Meter Installation Summary improving and getting back on track and thanked everyone for their efforts.
Chairman Davis echoed the other member's comments and shared how much he appreciates the coordination
with the other local agencies. He also requested Mr. Johnston briefly address the unexpected fuel and material
costs relating to the budget. Mr. Johnston reported CCUA is still within the budget but based on the information
available, inflation could top out at 10% within the coming months which will have a real effect on our business
and the upcoming budget.
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Item No. 14—Adjournment
Chairman Davis adjourned the meeting at 2:27 P.M.
Wendell Davis, Chairman
Janice Loudermilk, Recording Secretary
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