HomeMy WebLinkAboutminutes MINUTES
CLAY COUNTY UTILITY AUTHORITY
August 16, 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 2:00 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, Ms. Lebesch, and
Mr. Starnieri in attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Financial Officer Jeff Wesselman,
Assistant Chief Financial Officer Karen Osborne, Chief Engineer Paul Steinbrecher, Chief Human Resources
Officer Kimberly Richardson, Procurement Manager Angelia Wilson, Service Availability Manager Melisa
o Blaney, Risk & Safety Manager Lynn Valentin, Senior Service Availability Engineer Darrell Damrow,
Inventory Manager Trish Norton, SCADA Manager John McCleary, Contract & Procurement Specialist Darrin
Parker, Human Resources Coordinator Susan Alexander, Administrative Assistant Operations Alicia Baker,
cc Administrative Assistant Engineering Lori Stewart and Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Employee Recognition
a. Susan Alexander- 20 Years of Service
Mr. Johnston presented a certificate of appreciation to Human Resources Coordinator Susan Alexander
who has been employed by CCUA for twenty years.
Item No. 5 —Approval of Minutes
a. Board of Supervisors Personnel Committee Meeting, August 2, 2022
b. Board of Supervisors Regular Meeting, August 2, 2022
After discussion, Mr. Hodges moved, seconded by Vice-Chairman Roark, and carried 6-0, to approve
the minutes of the Personnel Committee Meeting and Regular Meeting held on August 2, 2022.
Item No. 6—Approval of Consent Agenda
After discussion, Ms. Lebesch moved, seconded by Mr. Gardella, and carried 6-0, to approve the
Consent Agenda as follows;
August 16, 2022
a. Approval of Financial and Operational Activities
1) Approval of Payment of Warrants
Warrants totaling $4,419,782.03
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
b. Approval of Capital Budget Activities
1) Requests for Award of Procurement Contracts and/or Ratification of
Procurement/Construction Contracts
a. Continuing Contract Renewal with GrayRobinson, P.A. for the Professional
Lobbying Services RFQ 19/20-A14
2) Approval of Supplemental Agreements and Change Orders
a. Change Order No. 3 (Deductive) to the contract with Wharton Smith Construction
Group for Bid No. 19/20-A9—Fleming Island Wastewater Treatment Facility—BTU
No. 3 Expansion Project for contract price reconciliation—Final Completion
c. Approval of Financing Requests -None
d. Approval of Contract Usage
a. Request for advance approval to utilize government contracts, General Services
Administration (GSA) Contract No. GS-35F-508CA-Guidepoint Security, LLC &
Omnia Contract No. MA3457-Amazon Business
e. Approval of Developer Agreements, Warranty Deeds &Easements
1) Developer Agreement CU21/22-15 — K&K Office/Warehouse Facility located at 2605
Mosley Road (Luis Rosa) — 6.5 ERC's water, 1 ERC's wastewater, 6.5 ERC's AWS, 6.5
ERC's SJRWMD, 1 ERC's debt service - $13,267.55
2) Developer Agreement KH21/22-13 — Water Service to 6499 Bernice Road (Wiggins
Construction Company of North Florida, Inc.) - 1 ERC water, 1 ERC AWS, 1 ERC
3) Developer Agreement KU21/22-91 — Water Service to 137 Suzanne Avenue (Anthony
Lopez)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $6,122.90
SJRWMD, 1 ERC debt service - $2,283.23
4) Developer Agreement KU21/22-92 - Water and Wastewater Service to 1715 Shady River
Court (Jonathan & Marie Melzer) — 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1
ERC SJRWMD, 1 ERC environmental impact- $4,967.31
5) Developer Agreement KU21/22-93 — Wastewater Service to 3473 Inlet Lane — Doctors
Lake Septic to Sewer Project (Charles & Susan Phillips) — 1 ERC wastewater, 1 ERC
environmental impact, 1 ERC debt service - $3,777.00
6) Developer Agreement KU21/22-94 — Wastewater Service to 2592 Windwood Lane —
Doctors Lake Septic to Sewer Project (Don & Carmen Maines) — 1 ERC wastewater, 1
ERC environmental impact, 1 ERC debt service - $3,777.00
7) Developer Agreement RU21/22-16—The Ravines Classic Lodge located at 3145 Ravines
Road (Wiggins Investments of North Florida, Inc.) — 2 ERC's water, 2 ERC's AWS, 2
ERC's SJRWMD, 2 ERC's debt service - $23,084.35
8) Grant of Easement—4688 Raggedy Point Road—Mercy Support Service, Inc.
9) Grant of Easement— 1030 & 1038 Fleming Street—TJM Funding, LLC
Item No. 7—Customer Account Adjustments -None
August 16, 2022 2
Item No. 8—Business discussed at Committee Meetings -None
Item No. 9—Executive Director's Business
a. Insurance Policy Renewal with Brown and Brown
Mr. Johnston introduced Mr. Paul Dawson of Brown & Brown Public Risk Insurance Agency, (PRIA)
who addressed the Board regarding the CCUA's property and casualty package which includes property,
inland marine, crime, general liability, automobile, public official liability, workers compensation,
material floater and pollution liability policies. Staff budgeted$1,268,496 for this insurance coverage for
the 2022/2023 fiscal year. Mr. Dawson reviewed his recommendations for the proposed coverage for the
upcoming fiscal year and the proposed renewal premium of $1,238,496. CCUA's flood insurance
policies will renew in January of 2023. The remaining difference between staff's budget and the PRIA's
quoted renewal provides enough funds for the flood insurance premium. After discussion, Mr. Starnieri
moved, seconded by Vice-Chairman Roark, and carried 6-0, to accept the renewal package, as presented
by Mr. Dawson.
b. Ratification of the Agreement with SageView Advisory Group, Inc. for the Retirement Plan Fiduciary
Consulting Services
Procurement Manager Angelia Wilson informed the Board in November 2020, CCUA was notified that
BB&T would be merging with Truist. Truist institutional 401(k) investment advisory services business
was later sold to OneDigital Investment Advisors in a transaction that closed December 31, 2020, and
recordkeeping services were acquired by Ascensus effective February 29, 2021. Given the limited
amount of notice by BB&T, we had no choice but to transition to these providers. Staff immediately
began evaluating other options to determine the best course of action moving forward. On July 30, 2021,
RFP No. 2020/2021-A15 for Retirement Plan Fiduciary Consultant Services for Section 457 (b) and
Section 401 (a) retirement plans was advertised. Subsequently, all submitted proposals were rejected on
November 16, 2021, by the Board. On April 5, 2022, RFP No. 2021/2022-A08 for Retirement Plan
Fiduciary Consultant Services for Section 457 (b) and Section 401 (a) retirement plans were advertised.
On May 5, 2022, staff received six (6) responses to the RFP, which were subsequently evaluated and
scored by a staff evaluation committee. On June 20, 2022, the evaluation committee interviewed the top
two (2) ranked firms and determined that SageView provided the preferred proposal. The Board
approved the award of contract to SageView for RFP No. 2021/2022-A08 Retirement Plan Fiduciary
Consulting Services at the July 5, 2022, meeting. SageView reviewed and executed the agreement after
the 72-hour protest period expired. SageView remains the uncontested qualified firm. After discussion,
Mr. Hodges moved, seconded by Ms. Lebesch, and carried 6-0 to ratify the contract with SageView
Advisory Group, Inc., as presented.
c. Peters Creek Water Reclamation Facility Update
Chief Engineer Paul Steinbrecher provided an update on the Peters Creek Water Reclamation Facility.
This report was for the Board's information only; no action was requested or required on this item.
d. Peters Creek Water Reclamation Facility Amendment No. 2 to RFQ 2020/2021-A14
Mr. Steinbrecher presented proposed Amendment No. 2 to RFQ No. 2020/2021-A14 with Ardurra
Group, Inc. (Ardurra) for Professional Services for Peters Creek Wastewater Treatment Package Plant
Interim Capacity Modifications.
August 16, 2022 3
CCUA is in the process of designing a new Regional Water Reclamation Facility in the combined Peters
Creek and Governor's Park service territories to serve extremely large future developments in those
areas. The Engineer of Record for that work, Ardurra, won the work through competitive solicitation in
July of 2021. Following the contracted preliminary engineering and alternatives evaluation stage,
Ardurra recommended, and CCUA agreed through Board approval, to combine the wastewater service
territories of Peters Creek and Governor's Park to be served by the expandable Peters Creek plant, and a
lift station and associated piping to convey sewage from Governor's Park. Detailed design of these new
regional facilities is now in the 90% stage and is expected to bid in October 2022. Construction will
commence in calendar year 2023 and the regional plant is expected to be in service by January 2025
barring supply chain disruptions. Service is currently provided in the Peters Creek region by a 0.20
million gallons per day (mgd) permitted steel ring package plant. The package plant has capacity to be
rerated to 0.25 mgd via permitting modification, and this is being accomplished by Ardurra in the
existing scope of work for the new regional plant. Development interest in the area continues to grow, so
CCUA engaged Ardurra to conceptually evaluate the ability to increase capacity of the package plant as
an interim measure until the new regional plant is commissioned. Ardurra provided analysis indicating
that capacity of 0.3 mgd or greater can be accomplished with minor modifications to the package plant.
The purpose of the work is to offer increased compliance assurance, operations flexibility, and capacity
assurance during a period of supply chain uncertainty while the regional plant is being built. The
proposed scope of work authorizes Ardurra to undertake detailed design, bidding, engineer of record,
and construction administration services for that work. The engineer's total lump-sum fee proposed for
Tasks 1 through 5 of this amendment is $76,960.80. Estimated costs for the modifications, including
engineering and services during construction, are approximately $400,000. The work consists
predominately of some tank and piping modifications. The modifications are expected to be operational
on or before August 2023. Ardurra will prepare a final Opinion of Probable Construction Cost (OPCC)
for all facilities (package plant interim mods, pump station, new regional plant and connecting pipelines)
in September prior to finalization of the bid-sets. The current budget for the Peters Creek WRF currently
stands at roughly $43 million. The project budget will be updated at the time of the final OPCC and after
receipt of bids for this work. After discussion, Ms. Lebesch moved, seconded by Mr. Hodges, and
carried 6-0, to approve Amendment No. 2 in the not to exceed amount of$76,960.80, as presented by
Mr. Steinbrecher.
e. Proposed Award of Mid-Clay Potable Reclaimed Water Project ITB No. 21/22-A23
Mr. Steinbrecher and Mrs. Wilson presented the proposed award of ITB No. 21/22-A23 - Mid-Clay
Potable Reclaimed Water Project. As a One Water Utility, CCUA strives to explore and implement full
reuse and other alternative water supplies to expand the water portfolio in serving the community's
growth. As part of its alternative water supply initiative, staff has been working with Carollo Engineers,
Inc., to evaluate reclaimed source waters and to screen and ultimately select a treatment alternative.
Carollo then performed detailed design services for a pilot demonstration facility to be constructed near
CCUA's Mid-Clay Water Reclamation Facility. CCUA intends to use the demonstration facility for
regulatory approvals for a potential future full scale plant, to train operations staff, and for public
engagement and education. Carollo recently completed the design of demonstration facility and staff
advertised the project on CCUA's Bonfire Procurement Platform and Florida Times Union on June 23,
2022. At the August 5, 2022, Bid Opening, CCUA received three (3) bids which were evaluated by the
Engineer of Record from Carollo for conformance with the solicitation requirements and it was
determined Wharton-Smith, Inc. submitted the lowest responsive and responsible bid at a total lump sum
bid price of$4,540,000. The Engineer's Opinion of Probable Construction Cost estimated construction
cost of$3.96M. The excess funds for construction are budgeted in the CIP and will be transferred from
Capital Contingency. After discussion, Vice-Chairman Roark moved, seconded by Mr. Gardella, and
carried 6-0, to award the contract as presented.
August 16, 2022 4
£ Proposed Supplemental Agreement No. 6 with CDM Smith for the Wastewater Treatment Plant
Department Organizational Evaluation
Mr. Johnston presented proposed Supplemental Agreement No. 6 with CDM Smith for the Wastewater
Treatment Plant Department Organizational Evaluation. Staff requested approval to engage CDM for an
evaluation of the Wastewater Department. Members of staff coordinated the development of a scope of
services with CDM similar to the evaluation completed with the Water Treatment Department. CDM
will evaluate current Standard Operating Procedures, Key Performance Indicators, and use of CCUA's
Asset Management System. Mr. Richard Newberg is a Senior Operations Management Specialist at
CDM with 30+ years of experience in water and wastewater utilities management, operations, and
maintenance activities. He holds a Class "A" water and Class "A" wastewater treatment plant operator
certification in Florida. Mr. Newberg has a wealth of information and a unique perspective from
assisting many utilities worldwide. He has provided facility startup, standard operating procedures
development, training, and asset management for water and wastewater facilities. Mr. Newberg will
serve as an extension of staff on a part-time and temporary basis to assess the needs and recommend
improvements in the Wastewater Department. Mr. Newberg will evaluate business practices to
maximize organizational effectiveness and recommend changes that achieve targeted, measurable
improvements. His evaluation will identify gaps in operations and maintenance responsibilities,
communication/coordination, process workflows, standardization, documentation, performance
measures, staff development and training, health safety and security, employee management, reporting
requirements, and work order management. After discussion, Mr. Hodges moved, seconded by Ms.
Lebesch, and carried 6-0, to approve Supplemental Agreement No. 6 in the amount of $66,690, as
presented by Mr. Johnston.
g. Request by ETM/Denton Floyd Real Estate Group to Master Meter Black Creek Multi-Family Complex
Service Availability Manager Melisa Blaney presented a Request from ETM and Denton Floyd Real
Estate Group for an exemption to CCUA's current Service Availability Policy related to master metering
their proposed Black Creek Multi-Family project. On September 7, 2021, the Board of Supervisors
approved modifications to the Service Availability Policy, as it relates to master metering allowance for
projects which are providing affordable workforce housing as defined by Florida Statutes Chapter
420.5095 (3). Staff had meetings with both ETM and Denton Floyd Real Estate Group to review their
request to allow master metering for their Black Creek Multi-Family project. Staff denied their request
as it does not meet CCUA's current Service Availability Policy to allow the use of master metering for
workforce housing. Staff is referring their request to the Board for consideration of an exception to the
policy. Mr. Clayton Pace of Denton Floyd Real Estate Group addressed the Board regarding their sub-
metering proposal and master metering request. He also inquired about other new complexes in the area
which are using master meters that do not meet the guidelines for workforce housing. After discussion,
the Board determined they will consider their request at the meeting on September 6, 2022, to permit
time for staff to obtain additional information and clarification of the circumstances surrounding the
metering of the other complexes mentioned by Mr. Pace.
h. Other
Mr. Johnston introduced Inventory Manager Tricia Norton to the Board. He also informed the members
the Annual Report/Executive Director's Annual Evaluation was placed at their stations.
August 16, 2022 5
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
Vice-Chairman Roark thanked everyone for their efforts and congratulated Mrs. Alexander on her years of
service.
Ms. Lebesch also congratulated Mrs. Alexander and thanked staff for everything they do.
Mr. Gardella welcomed the new Inventory Manager, congratulated Mrs. Alexander, and thanked staff for their
efforts.
Mr. Hodges echoed Mr. Gardella's comments.
Mr. Starnieri also congratulated Mrs. Alexander. He requested Mc McNees be provided with his evaluation
package and reminded everyone to submit their evaluation within the specified timeframe. He also shared how
much he enjoyed reading The Pipeline.
Chairman Davis echoed all comments and said how much he appreciates the way the information is always
provided for the Board's review.
Item No. 14—Adjournment
Chairman Davis adjourned the meeting at 3:42 P.M.
Wendell Davis, Chairman
Janice Loudermilk, Recording Secretary
August 16, 2022 6