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Home My WebLink Aboutminutes (4) MINUTES CLAY COUNTY UTILITY AUTHORITY December 6, 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, Ms. Lebesch, Mr. McNees, and Mr. Starnieri in attendance. es Also present at the meeting were Chief Operations Officer Darryl Muse, Chief Financial Officer Jeff a Wesselman, Chief Human Resources Officer Kim Richardson, Information Technology Manager Dale co Shoenfelt, Service Availability Manager Melisa Blaney, Public & Governmental Affairs Liaison Dennis o Ragosta, Compliance Manager Heather Webber, Contract & Procurement Specialist Darrin Parker, r 3 Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Lori DeLoach, and Grady H. Williams, Jr., legal counsel to the CCUA. re Item No. 4—Approval of Minutes a. Board of Supervisors Regular Meeting,November 15, 2022 After discussion, Ms. Lebesch moved, seconded by Mr. Gardella, and carried 6-0, to approve the minutes of the Regular Meeting held on November 15, 2022. Vice-Chairman Roark introduced his colleagues who are working with him at Baptist for six weeks as a part of their MHA program. Item No. 5 —Approval of Consent Agenda After discussion, Vice-Chairman Roark moved, seconded by Mr. Starnieri, and carried 6-0, to approve the Consent Agenda items, as follows; 1) Approval of Payment of Warrants Warrants totaling $2,186,584.10 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 December 6, 2022 1 2) Request for Asset Disposal Authorization—None 3) Sole Source Designation—None b. Approval of Capital Budget Activities 1) Requests for Award of Procurement Contracts and/or Ratification of Procurement/Construction Contracts or Contract Renewals a. Quadrant Security, LLC b. Soliant Consulting, Inc. 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 CU22/23-2 — Clay County Town Center Professional Offices at 1615, 1620, 1638, 1646, 1650 & 1658 Corsair Lane — 9 ERC's water, 9 ERC's wastewater, 1.5 ERC's reclaimed, 9 ERC's AWS, 9 ERC's SJWMD, 9 ERC's debt service - $56,135.10 2) Developer Agreement KU22/23-10 — Water and Wastewater Service to 1044 & 1052 Fleming Street (N Florida Properties, LLC) — 2 ERC's water, 2 ERC's wastewater, 2 ERC's AWS, 2 ERC's SJRWMD, 2 ERC's environmental impact, 2 ERC's debt service - $21,395.35 2) Developer Agreement KU22/23-11 — Wastewater Service to 2518 Windwood Lane — Doctors Lake Septic to Sewer Project (Clive & Renee Dixon) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $3,777.00 3) Developer Agreement RU22.23-2 — StoreEase Middleburg — 2748 Blanding Blvd (On Guard Middleburg, LLC) — 3.5 ERC's water, 1.5 ERC's wastewater, 3.5 ERC's AWS, 3.5 ERC's SJRWMD, 1.5 ERC's environmental impact, 1.5 ERC's debt service - $97,239.38 4) Developer Agreement SS22/23-2 — McDonald's Restaurant — 821 Canaveral Trace (McDonald's USA, LLC)— 3.5 ERC's water, 3.5 ERC's wastewater, 7 ERC's reclaimed, 3.5 ERC's AWS, 3.5 ERC's SJWMD, 3.5 ERC's debt service - $19,221.80 5) Grant of Easement—517 Lake Asbury Drive - Grantor—Michael &Paula Kidonakis 6) Grant of Easement—7890 Twin Lakes Road—Grantor—Chad&Priscilla Screen 7) Grant of Easement — Clay County Town Center Professional Offices — Corsair St — Grantor—Clay County Town Center Office Park, LLC Item No. 6—Customer Account Adjustments -None Item No. 7—Business discussed at Committee Meetings -None Item No. 8—Executive Director's Business a. September 2022 Financial Package Chief Financial Officer Jeff Wesselman presented the Financial Statements for September and reported operating income is $3,242,227 over budget due to an unfavorable revenue and favorable expense variance. Operating revenue is $14,890 under budget and operating expenses are $3,267,117 under December 6, 2022 2 budget. CCUA has gained 1,229 active water accounts and 1,249 active sewer accounts during fiscal year 2021/2022. After discussion, Mr. McNees moved, seconded by Mr. Starnieri, and carried 6-0, to accept the Financial Statements for September 2022, as presented by Mr. Wessel an b. Proposed Creation of Part Time Help Desk Position for FY23 and Transfer of Current IT Intern to the Part Time Position Information Technology Manager Dale Shoenfelt presented a request for the creation of a part-time Help Desk Position for FY23 and to transfer the current IT Intern into the new part-time position. The IT Department resources will be in high demand as the ERP Project kicks off in 2023. This project is expected to take 100% commitment of two IT staff members. Currently, the IT Department is comprised of five (5) full-time employees. The ERP project commitment will represent about 50% or more of the depaitment's time over the next 14-18 months. Staff requested authorization to continue the employment of CCUA's most recent High School Intern, Andrew Robertson, as a part-time employee. Andrew graduated from Middleburg High School and currently attends St. John's River State College. During his time spent at CCUA as an intern, he has a solid understanding of our systems and needs. He has mastered many of the help desk level tasks including laptop maintenance, deploying iPhones, and most importantly helping staff resolve computer problems. Andrew is familiar with the CCUA network and will be instantly helpful to further CCUA's mission. The position will be funded from the Executive Director's Discretionary Reserve Budget. After discussion, Ms. Lebesch moved, seconded by Mr. McNees, and carried 6-0, to approve the request, as presented by Mr. Shoenfelt. c. Recommended Selection of CCUA Boardroom Audio-Visual Systems Upgrade for Request for Proposal No. 2022/2023-A04 Mr. Wesselman shared at the request of the Executive Director; this item is being removed from consideration. d. Proposed Professional Development Policy&Procedures Chief Human Resource Officer Kim Richardson presented a proposed Professional Development Policy & Procedures. CCUA Management intends to create a high performing, continuous learning environment through professional development & training. CCUA recognizes that for developmental purposes, employees may need to attend training seminars or workshops conducted off-site or join professional associations that will enable them to remain abreast of best practices in their respective fields. In support of this policy, CCUA provides an annual budget for cost associated with approved professional development, training, certifications and/or association memberships paid directly from CCUA to the vendor or through expense reimbursement. The proposed policy has been developed to define CCUA's intent to foster a culture that is dedicated to the professional development of its employees through the advanced payment and reimbursement of fees associated to approved conferences, seminars,training, certifications and/or association memberships. After discussion, Mr. Starnieri moved, seconded by Mr. Gardella, and carried 6-0, to approve the policy, as presented by Ms. Richardson. e. 2023 Pre-Legislative Session Update—Presentation Public & Governmental Affairs Liaison Dennis Ragosta provided a presentation entitled 2023 Pre- Legislative Session Update. This presentation was for the Board's information only, no action was requested or required on this item. December 6, 2022 3 f. Request for approval of proposed 2023 Board of Supervisors Meeting Dates and Holiday Schedule Mr. Wesselman presented a request for approval of proposed 2023 Board of Supervisors Meeting Dates and Holiday Schedule. After discussion, Mr. McNees moved, seconded by Vice-Chairman Roark, and carried 6-0, to approve the schedule as presented. g. Other Mr. Wesselman reminded the members a ribbon cutting, and facility dedication will be held at the new Maintenance Facility prior to the next meeting on December 20, 2022, at 1:00 P.M. Chairman Davis asked that a reminder be sent to the members. Item No. 9—Legal Business a. Other-None Item No. 10—Old Business/New Business - None Item No. 11 —Public Comment-None Item No. 12—Supervisor Comments Mr. McNees welcomed Mr. Muse, and shared he was looking forward to getting to know him and thanked Mr. Wesselman for filling in today. Ms. Lebesch thanked Mr. Wesselman for today and thanked everyone for their efforts in preparing the agenda and making their presentations today. Vice-Chairman Roark shared he appreciated the financial report and congratulated staff on the successful management of the 2021/2022 annual budget. Mr. Gardella thanked staff for their efforts and praised Mr. Wesselman filling in for Mr. Johnston today. Mr. Starnieri echoed the comments and shared he appreciated the card from the Weston Circle HOA, thanking our staff for their efforts fixing an overnight water main break. He also shared how much he appreciates staff s efforts. Chairman Davis also commented on the thank you card and welcomed Mr. Roark's guests to the meeting today. Item No. 13 —Adjournment Chairman Davis adjourned the meeting at 2:52 P.M. Wendell Davis, Chairman Janice Loudermilk, Recording Secretary December 6, 2022 4