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Home My WebLink Aboutminutes (2) MINUTES CLAY COUNTY UTILITY AUTHORITY September 20, 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 2:02 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, Vice-Chairman Roark, Mr. Gardella, Mr. Hodges, and Mr. Starnieri in attendance. co 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 o Officer Kimberly Richardson, Distribution & Collection Department Superintendent David Rawlins, Procurement Manager Angelia Wilson, Service Availability Manager Melisa Blaney, Customer Service & Billing Manger Diana Strickland, Compliance Manager Heather Webber, SCADA Manager John McCleary, ce Public & Governmental Affairs Liaison Dennis Ragosta, Pre-Treatment Coordinator Nick Smith, Contract & Procurement Specialist Darrin Parker, Environmental Scientist Victoria Quick, Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Lori Stewart and Grady H. Williams, Jr., legal counsel to the CCUA. Item No. 4—Employee Recognition a. Lyle Fulton-40 Years of Service Mr. Johnston presented a certificate of appreciation to Chief Wastewater Treatment Plant Operator Lyle Fulton who has been employed by CCUA for forty years. Item No. 5 —Approval of Minutes a. Personnel Committee Meeting, September 6, 2022 b. Board of Supervisors Regular Meeting, September 6, 2022 c. Public Rate Hearing Meeting, September 13, 2022 After discussion, Mr. Hodges moved, seconded by Vice-Chairman Roark, and carried 5-0, to approve the minutes of the Personnel Committee Meeting and Regular Meeting held on September 6, 2022, and the Public Rate Hearing held on September 13, 2022. September 20, 2022 1 Item No. 6—Approval of Consent Agenda After discussion, Vice-Chairman Roark moved, seconded by Mr. Gardella, and carried 5-0, to approve the Consent Agenda as follows; a. Approval of Financial and Operational Activities 1) Approval of Payment of Warrants Warrants totaling $4,395,412.36 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. Polyethylene IMFO® Crosslinked Tank Systems contract to Carl Eric Johnson Inc., Bid No. 21/22-A22 2) Approval of Supplemental Agreements and Change Orders -None c. Approval of Financing Requests -None d. Approval of Contract Usage -None e. Approval of Developer Agreements, Warranty Deeds &Easements 1) Developer Agreement KH21/22-15 — Water Service to 410 SE 31st Way (Kimberly & Daniel Coffey) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $5,353.83 2) Developer Agreement KU21/22-103 — Wastewater Service to 4683 Pine Gate Road — Pine Gate In-Fill Project (Jonathan & Leigh Huey) - 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $9,516.52 3) Developer Agreement KU21/22-104 — Wastewater Service to 2584 Windwood Lane — Doctors Lake Septic to Sewer Project(Rita Gentry)— 1 ERC wastewater, 1 ERC 4) Developer Agreement KU21/22-105 — Water Service to 145 Suzanne Avenue (John Fagan)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $6,436.36 5) Developer Agreement KU21/22-106 — Wastewater Service to 3155 Creighton Forest Drive (Scallop Time, LLC) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $12,194.96 6) Developer Agreement MU21/22-24 — Russell Baptist Church — 2299 Sandridge Road (Russell Baptist Church, Inc.) — 4 ERC's water, 4 ERC's wastewater, 4 ERC's AWS, 4 ERC's SJRWMD, 4 ERC's debt service - $24,911.94 7) Developer Agreement MU21/22-25 — Water Service to 407 Wesley Road (Fredrick & Amy Conley) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $4,399.01 8) Grant of Easement—L&K Office/Warehouse at 2605 Mosley Road- Grantor—Luis Rosa Item No. 7—Customer Account Adjustments -None September 20, 2022 2 Item No. 8—Business discussed at Committee Meetings -None Item No. 9—Executive Director's Business a. Proposed Final Approval of Fiscal Year 2022/2023 Budget Mr. Wesselman presented a request for approval of the budget and rates for the 2022/2023 Fiscal Year which included the 2022/2023 Operating Budget, Self-Insurance Budget, Capital Budget, Five Year Capital Plan, Departmental and Capital Budget and Rates. After discussion, Mr. Hodges moved, seconded by Mr. Starnieri, and carried 5-0, to approve the proposed budgets and rates for the 2022/2023 Fiscal Year, as presented by Mr. Wesselman. b. Proposed update to FOG BMP Policy to include Hydromechanical Grease Inceptor Device Maintenance Requirements Compliance Manager Heather Webber presented a proposed update to CCUA's FOG BMP Policy to include Hydromechanical Grease Inceptor Device Maintenance Requirements. The current FOG BMP Policy includes required maintenance practices for gravity grease interceptors. Gravity grease interceptors are often concrete vaults or tanks with inlet and outlet ports and a baffle wall that use gravity and time to separate grease from food service industry effluent prior to discharge to CCUA's collection system. Hydromechanical grease interceptors differ from gravity grease interceptors in that hydromechanical devices contain engineered components such as air intakes, flow control plates, and inlet baffles to create a more active and efficient grease separation process. The increase in efficiency can result in a reduction in the frequency of pump outs needed, saving the food service establishment money in hauling costs. Also, hydromechanical interceptors are often less expensive to install because they take up a smaller footprint than the gravity grease interceptors. After discussion Mr. Gardella moved, seconded by Mr. Starnieri, and carried 5-0, to approve the update as requested by Ms. Webber. c. Proposed Supplemental Agreement No. 3 with Brooks Building Solutions, Inc., for Prepurchase of Electrical Equipment for the Governor's Park Water Treatment Plant Chief Engineer Paul Steinbrecher and procurement Manager Angelia Wilson presented proposed Supplemental Agreement No. 3 with Brooks Building Solutions, Inc., for Prepurchase of Electrical Equipment for the Governor's Park Water Treatment Plant. This equipment consists of the Motor Control Centers, Switchgear and Automatic Transfer Switch to power the new Governor's Park Water Treatment plant. This equipment is the longest lead time equipment for the plant, with an expected delivery time of sixty (60) or more weeks from the time the order is placed. This equipment is being purchased through CCUA's Continuing Contract RFQ 2020/2021-A17 with Brooks Building Solutions Electrical Troubleshooting, Repair, and Installation. Per the Contract, CCUA may purchase new electrical or control equipment to support projects from CCUA Engineering or Maintenance Departments. Pricing provided by Brooks for the pre-purchase equipment is $381,867.00. The current Engineers Estimate of Probable Construction Costs is $2.569 million. The engineer of record provided the equipment details to the vendor and has reviewed it for accuracy. Staff reviewed the quote for reasonableness and negotiated terms with Brooks. Funds will be drawn from the Governor's Park Capital Improvement Plan Budget. Equipment is not expected to be available until after the electrical buildings are in place. Accordingly, staff expects equipment will be offloaded directly to its point of installation. After discussion Mr. Starnieri moved, seconded by Mr. Hodges, and carried 5-0, to approve Supplemental Agreement No. 3 in the amount of$381,867, as presented. September 20, 2022 3 d. Request permission to purchase three (3) ProTalk Network Alarm Management System from Westronic, Inc. Mr. Johnston and Mrs. Wilson presented a request for permission to purchase three (3) ProTalk Network Alarm Management System from Westronic, Inc. as a pilot program to test the equipment compatibility with CCUA's system prior to requesting sole source justification. Staff conducted a market analysis to obtain competitive quotes for the purchase. There were no suppliers that could provide the ProTalk Network Alarm Management System. Staff also advertised the ProTalk equipment for seven days on CCUA Bonfire platform and received no responses from interested Suppliers. Currently, CCUA relies on Atlantic Security Companies to monitor and report alarm conditions for Lift Stations, Water, Wastewater and Reclaimed Water Treatment Systems. Atlantic Security Company notifies CCUA's call center any alarm conditions. Once notified of an alarm condition, the call center then notifies CCUA staff of the alarm. ProTalk with Westronic, Inc., is a device used to notify personnel directly of alarm conditions at an unattended local or remote site. Further, this solution provides advanced notification of potentially problematic situations with treatment facilities and/or equipment providing versatility and flexibility. Replacing the system with ProTalk will provide CCUA staff complete and direct control of the alarms. ProTalk will notify alarms over telephone, text, radio, PA, e-mail, or any combination thereof. After discussion, Mr. Hodges moved, seconded by Mr. Gardella, and carried 5-0, to approve the purchase in the amount of$5,910, as presented. e. Other Mr. Johnston shared there was a letter concerning the potential rail strike in the FYI section of the agenda. He also informed the Board there may be additional upcoming shortages of liquid chlorine due to the existing processing plants removing asbestos from their facilities. He also informed the Board staff has been coordinating with Clay County on a proposed landscape ordinance which is nearing completion. Item No. 10—Legal Business a. Executive Director's Annual Evaluation Mr. Williams briefly discussed with the Board the results of the Executive Director's annual evaluation and reported Mr. Johnston's final evaluation score was 92.4. Based on this score, Mr. Johnston would be entitled to a merit raise of 2%, consistent with the existing Executive Director's Evaluation Policy and Procedures. Mr. Johnston has shared he would only accept 1%, which was what was approved for staff After discussion, it was the consensus of the Board members in attendance to defer action on this item until all members are present. b. Other Mr. Williams informed the Board he will have the Annual Resolutions and the private attorney agreements being presented for consideration at the next meeting. 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 a very successful fiscal year and congratulated Mr. Fulton on his forty years of service. Mr. Gardella thanked everyone as well and congratulated Mr. Fulton on his service milestone. Mr. Hodges echoed and congratulated Mr. Fulton and shared how much he enjoys reading The Pipeline. September 20, 2022 Mr. Starnieri echoed everyone's comments, congratulated Mr. Fulton, and commented on the newsletter as well. Chairman Davis echoed everyone's comments. Item No. 14—Adjournment Chairman Davis adjourned the meeting at 2:29 P.M. Wendell Davis, Chairman Janice Loudermilk, Recording Secretary September 20, 2022 5