HomeMy WebLinkAboutminutes (2) MINUTES
CLAY COUNTY UTILITY AUTHORITY
April 5, 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. 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 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 Teri Shoemaker,
Chief Engineer Paul Steinbrecher, Chief Financial Officer Jeff Wesselman, Assistant Chief Financial Officer Karen
Osborne, Procurement Manager Angelia Wilson, Service Availability Manager Melisa Blaney, Environmental
Compliance Manager Heather Webber, Distribution & Collection Superintendent David Rawlins, Utility Engineer
Heather Cavanaugh, Public & Government Affairs Liaison Dennis Ragosta, Contract & Procurement Specialist
Darrin Parker, Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Lori Stewart
E and Grady H.Williams, Jr., legal counsel to the CCUA.
Item No. 4—Approval of Minutes
a. Board of Supervisors Regular Meeting,March 15,2022
After discussion, Mr. Hodges moved, seconded by Ms. Lebesch, and carried 7-0, to approve the minutes of
the Regular Meeting held on March 15, 2022.
Item No. 5 —Approval of Consent Agenda
Chairman Davis requested Item 5(e)16 be removed from consideration. Mr. Williams discussed the removal
of Item 5(e)16, this item was not properly witnessed and once corrected, it will be placed on a future agenda
for consideration. Mr. McNees had a question regarding an entry on the Warrant Report, Ms. Osbourne
provided additional clarification on this item.
After discussion, Mr. Hodges moved, seconded by Mr. Gardella, and carried 7-0, to approve the Consent
Agenda, as follows;
a. Approval of Financial and Operational Activities
1) Approval of Payment of Warrants
Warrants totaling$3,869,608.54
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
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e. Schedule of claims paid under the Sewage Backup Response Policy—None
f. Detailed Descriptive Warrant Report
2) Request for Asset Disposal Authorization-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
i. Proposed Supplemental Agreement No. 1 to Master Contract 2021/2022-A03 for R2T,
Inc. to provide Construction Services for the Fleming Island WRF Clarifier No. 1
Rehabilitation project
c. Approval of Financing Requests -None
d. Approval of Contract Usage
1) Florida Sheriffs Association Tire Contract No. FSA 22-TRS24.0
2) State of Florida, Department of Management Services (DMS) Furniture Contract No.
56120000-19-ACS
e. Approval of Developer Agreements,Warranty Deeds &Easements
3) Developer Agreement KU21/22-68 —Water and Wastewater Service to 4688 Raggedy Point
Road (Mercy Support Services Inc.) - 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC
wastewater, 1 ERC environmental impact, 1 ERC debt service - $11,280.94
4) Developer Agreement KU21/22-70 — 4465 US Highway 17, Suites 1-5 Settlement
Agreement #3 for Total Salon (Louis L. Huntley Enterprises, Inc.) — 1.30— ERC's water,
1.30— ERC's AWS, 1.30— ERC's SJRWMD, 1.30— ERC's wastewater, 1.30— ERC's
environmental impact, 1.30—ERC's debt service - $6,150.46
5) Developer Agreement KU21/22-71 —Wastewater Service to 2521 Windwood Lane - Doctors
Lake Septic to Sewer Project (Joseph Mathew Gilmore & Gwendoline Louise Gilmore) - 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 KU21/22-72 — Water Service to 352 Old Jennings Road (Christopher
& Kerry Thigpen) - 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$1,586.95
7) Developer Agreement KU21/22-73 — Wastewater Service to 65 Swimming Pen Drive
(Swimming Pen Drive In-Fill Project) (Matthew & Crystal Fetzner) - 1 ERC wastewater, 1
ERC environmental impact, 1 ERC debt service - $11,197.82
8) Developer Agreement MU21/22-09 — Granary Park Subdivision, Phase II (Sandridge Land
Developers, LLC) — 279 ERC's water, 279 ERC's AWS, 279 ERC's SJRWMD, 279 ERC's
wastewater, 279 ERC's reuse, 279 ERC's debt service - $1,382,387.95 ($1,206,951.21
deferred)
9) Developer Agreement MU21/22-11 — Robinson Ranch Subdivision, Phase I — Consisting of
198 Lots (AMH Robinson Tract Development, LLC) — 198 ERC's water, 198 ERC's AWS,
198 ERC's SJRWMD, 198 ERC's wastewater, 198 ERC's reuse, 198 ERC's debt service -
$982,715.25 ($856,546.02 deferred)
10) Developer Agreement RU21/22-03 — Water Service to 2571 Crooked Creek Point (Marshal
& Patricia Linder) - 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$2,367.51
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11) Developer Agreement RU21/22-04 — Water and Wastewater Service to 4176 County Road
218 (Middleburg Service Area) (Michael Roche) - 1 ERC water, 1 ERC AWS, 1 ERC
SJRWMD, 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service -
$21,889.93
12) Developer Agreement RU21/22-05 — Water Service to 2574 Crooked Creek Point (Frank &
Doris Woodward) - 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$2,367.51
13) Assignment of Easement—2655 Eagle Bay Drive—Grantors -Lawrence &Mary Harvey
14) Grant of Easement- 3058 Woodveil Lane—Grantor- Curtis W. Keniston
15) Grant of Easement - 4701 Raggedy Point Road-Grantors - W. David Noyes & Sabrina D.
Noyes
16) Grant of Easement- 3550 Loango Road—Grantor- Geraldine L. Gambrell
17) Grant of Easement- 3661 Doctors Lake Drive-Grantors-Jeffery Remp &Kimberly Remp
18) Grant of Easement-4635 Pine Avenue—Grantors -Keith Matches & Teresa Matches -WAS
REMOVED FROM CONSIDERATION
19) Grant of Easement- 720 Arthur Moore Drive—Grantor-LTB Custom Homes, Inc.
20) Grant of Easement- 163 Short Trail—Grantor-William Grubbs
21) Grant of Easement- 153 Branscomb Road-Grantor-Tobi McGuigan
22) Grant of Easement- 3013 Doctors Lake Drive - Grantors -James & Linda Pace
Item No. 6—Customer Account Adjustments -None
Item No. 7—Business discussed at Committee Meetings -None
Item No. 8—Executive Director's Business
a. Clay Board of County Commissioners Water Demand, Integrated Water Resource Planning, and Water
Quality Presentation with the SJRWMD Conservation Overview by Doug Conkey
Mr. Johnston shared the Clay County Board of County Commissioners Water Demand, Integrated Water
Resource Planning, and Water Quality Presentation. He introduced Mr. Doug Conkey of the SJRWMD and
he provided an overview of the SJRWMD's Florida WaterStar Conservation Program. Assistant County
Manager Chereese Stewart briefly addressed the Board on the work the County is doing to revise their
current ordinances and regulations. Mr. Johnston also discussed the Clean Waterways Act and how CCUA is
already in compliance with its requirements. He also reviewed septic tanks and their operational results
versus what CCUA achieves at their treatment facilities and discussed the current In-Fill Policy and Septic to
Sewer project. These reports were for the Board's information only; no action was requested or required on
these items at this time.
b. February 2022 Financial Package
Chief Financial Officer Jeff Wesselman presented the Financial Statements for February and reported
operating income is $1,627,872 over budget due to an unfavorable revenue and favorable expense variance.
Operating revenue is $257,103 under budget and operating expenses are $1,884,975 under budget. CCUA
has gained 393 active water accounts and 382 active sewer accounts during fiscal year 2021/2022. After
discussion, Mr. Starnieri moved, seconded by Mr. Hodges, and carried 7-0, to accept the Financial
Statements for February 2022, as presented by Mr. Wesselman.
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c. Supply Chain Disruptions &Price Increases
Chief Operations Officer Teri Shoemaker provided a report on the supply chain challenges the utility is
currently facing. Staff is investigating the purchase of alternative materials and plans to communicate with
out of state utilities which may not be experiencing the growth we are seeing in Northeast Florida to see if
they have any parts they would consider selling. She also requested ratification of the Emergency
Declaration for the purchase of dual check valves which was executed by Mr. Johnston on March 24, 2022.
After discussion, Ms. Lebesch moved, seconded by Mr. McNees, and carried 7-0, to ratify the Emergency
Declaration, as presented. There will be an update on supply chain issues and how it may affect Developers
and Home Builders placed on CCUA's website.
d. Proposed Supplemental Agreement No 8 with Jacobs to provide Consulting Services for development of
Reclaimed Water Operating Protocols
Chief Engineer Paul Steinbrecher presented proposed Supplemental Agreement No 8 with Jacobs
Engineering Group, Inc. to provide Consulting Services for development of Reclaimed Water Operating
Protocols. Staff requests support in evaluating the reclaimed water system operations and performance due to
the growth and size of the system. CCUA possesses a large and robust reclaimed water system which serves
over 16,000 customers. For over 20 years, CCUA continued to expand and modify the system. Due to the
growth and modification, we have reached a point where an evaluation of the system performance and
update to operational protocols is necessary. To address this need, staff reached out to Jacobs Engineering to
develop a scope and fee for this effort. Jacobs maintains staff with the expertise to complete this evaluation
and update the existing operational protocols. The Jacobs and CCUA teams will evaluate the plant
configurations, drawings, and models. The two teams will also evaluate existing operational processes and
procedures. Staff considers the efficient operation of the reclaimed water system central to CCUA's strategy
to eliminate surface water discharges by 2032. Efficient operation of the system is also essential to the
effective use of the reclaimed water resource. Currently, CCUA customers use roughly 65% of reclaimed
water for beneficial irrigation uses. We forecast all reclaimed water will be beneficially used by CCUA
customers by the end of the decade. To deliver reclaimed water services effectively and efficiently to our
customers, we must have the capabilities to shift reclaimed water supplies from one service area to another.
The forecast of CCUA customers beneficially using all reclaimed water in the decade makes the efficient and
effective operation of the reclaimed water system very important. After discussion, Mr. Gardella moved,
seconded by Mr. Hodges, and carried 7-0, to approve Supplemental Agreement No. 8 in the amount of
$223,000.23, as presented.
e. Proposed Supplemental Agreement No. 5 with CDM Smith, Inc for the Strategic Planning Phase II
Mr. Johnston presented proposed Supplemental Agreement No. 5 with CDM Smith, Inc. (CDM) for Phase II
of the Strategic Planning effort. CCUA staff considers the Strategic Plan important for the long-term view of
the utility's customer service, infrastructure investments, rates and financing, staffing, technology, and
regulatory compliance. We will fashion the Strategic Plan as an actionable plan with defined objectives and
performance measures to be implemented over time as the utility grows. Staff requested a Scope of Services
and Fees from CDM for the support and subject matter experts needed to assist the Senior Leadership Team
(SLT) in developing the Strategic Plan. CDM will designate a representative who will participate in
workshops to provide information and direction to the SLT in the development of the Strategic Plan. The
proposed supplemental agreement provides for compensating the CDM team on a time and materials basis.
Staff intends to present the final Strategic Plan to the Board for input, consideration, and adoption. The
adoption of a Strategic Plan essential for the development of the utility as well as effective communication
with many external stakeholders. After discussion, Mr. McNees moved, seconded by Ms. Lebesch, and
carried 7-0, to approve Supplemental Agreement No. 5 in the not-to-exceed amount of $249,000, as
presented by Mr. Johnston.
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f. Other
Mr. Johnston reminded the members of the workshop which will be held before the next Board meeting on
April 19, 2022. The Workshop Session will begin at noon.
Item No. 9—Legal Business
a. Other
Mr. Williams informed the members CCUA received a Notice of Intent which was placed at their stations,
and it has also been provided to our liability insurance carrier.
Item No. 10—Old Business/New Business -None
Item No. 11 —Public Comment-None
Item No. 12—Supervisor Comments
Mr. Starnieri said it was a long but very informative meeting today. He also appreciated the update on the supply
chain issues and thanked staff for their efforts.
Mr. Hodges appreciates the conservation efforts and planning for the future of the utility.
Mr. Gardella said with the upcoming projects on the horizon, there are exciting times ahead for CCUA. He also said
the supply shortages are real and will influence the upcoming budget process.
Ms. Lebesch shared there was lots of good information provided today and she was happy to see the cross-agency
collaboration with the SJRWMD.
Mr. McNees apologized for missing the last meeting and said he appreciated all the information which was provided
during today's meeting.
Vice-Chairman Roark referring to the Notice of Intent at his station, shared it is very important to document
construction areas before, during, and after the project has been completed.
Chairman Davis echoed all the comments from the other members.
Item No. 13 —Adjournment
Chairman Davis adjourned the meeting at 3:49 P.M.
Wendell Davis, Chairman
Janice Loudermilk, Recording Secretary
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