HomeMy WebLinkAboutminutes MINUTES
CLAY COUNTY UTILITY AUTHORITY
February 7, 2023
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
Ms. Lebesch 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 Darryl Muse,
cChief Financial Officer Jeff Wesselman, Chief Human Resources Officer Kim Richardson, Assistant Chief
a Financial Officer Karen Osborne, Assistant Chief Engineer Joe Paterniti, Service Availability Manager Melisa
o Blaney, Senior Service Availability Engineer Darrell Damrow, Environmental Compliance Manager Heather
Webber, Customer Service & Billing Manager Diana Strickland, SCADA Manager John McCleary, Public &
Governmental Affairs Liaison Dennis Ragosta, Contract & Procurement Specialist Darrin Parker, Construction
re and Inspection Services Coordinator Linda Ortiz Figueroa, Administrative Assistant Operations Alicia Baker,
Administrative Assistant Engineering Annecia Asberry, and Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Approval of Minutes
a. Board of Supervisors Audit/Finance Committee Meeting, January 17, 2023
b. Board of Supervisors Regular Meeting, January 17, 2023
c. Board of Supervisors Workshop Session Tour, January 23, 2023
After discussion, Mr. Hodges moved, seconded by Vice-Chairman Roark, and carried 7-0, to approve
the minutes of the Workshop Session and Regular Meeting held on January 17, 2023, and the Workshop
Session Tour held on January 23, 2023.
Item No. 5 —Approval of Consent Agenda
After discussion, Mr. Starnieri moved, seconded by Mr. Gardella, and carried 7-0, to approve the Consent
Agenda items, as follows;
a. Approval of Financial and Operational Activities
1) Approval of Payment of Warrants
Warrants totaling $3,884,368.73
a. Schedule of payments to Sole Sources
b. Schedule of Emergency Repairs/Purchases -None
c. Schedule of items initiated under Emergency Contract-None
February 7, 2023 1
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
2) Request for Asset Disposal Authorization
a. Ditch Witch GPR Units (3)
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. Request for Renewal of Secondary Employment Agreement between Clay County
Sheriffs Office and Clay County Utility Authority
b. Proposed Professional Service Agreement with Proof+Geist, LLC
2) Approval of Supplemental Agreements and Change Orders
a. Proposed Supplemental Agreement No. 6 with Dewberry Engineers, Inc. to
provide Professional Services for Rehabilitation of four Wastewater Lift Stations
b. Proposed Supplemental Agreement No. 10 with CDM Smith, Inc. to provide
preliminary design and estimates of probable construction costs for implementation of
electrical improvements at the Pace Island and Fleming Oaks Water Treatment Plants
c. Approval of Financing Requests -None
d. Approval of Contract Usage -None
e. Approval of Developer Agreements, Warranty Deeds &Easements
1) Developer Agreement GC22/23-1 — Spring Park Elementary School "R" — 3530 County
Road 315 (School Board of Clay County, Florida) — 23.5 ERC's water, 23.5 ERC's
wastewater, 23.5 ERC's AWS, 23.5 ERC's SJRWMD, 23.5 ERC's debt service -
$15,414.13
2) Developer Agreement KH22/23-5 — Water Service to 6364 Swarthmore Drive (Franklin
& Hungria Ceballos) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt
service - $6,266.18
3) Developer Agreement KH22/23-6 — Water Service to the Duplex located at 442 & 444
SW Naha Street (Matthew Clark Construction, LLC) — 1 ERC water, 1 ERC AWS, 1
ERC SJRWMD, 1 ERC debt service - $4,871.57
4) Developer Agreement KU22/23-24 — Water Service to 2592 Windwood Lane (Don
Maines & Carmen Pascual-Maines) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD -
$5,621.60
5) Developer Agreement KU22/23-26 — Chipotle Mexican Grill — 876 Blanding Blvd (876
Blanding, LLC.) —4.5 ERC's water, 3.5 ERC's wastewater, 4.5 ERC's AWS, 4.5 ERC's
SJRWMD, 3.5 ERC's environmental impact, 3.5 ERC's debt service - $19,580.61
6) Developer Agreement KU22/23-27 — Wastewater Service to 730 Floyd Street (Home
Legacy, LLC) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service -
$11,857.85
7) Developer Agreement KU22/23-28 —Wastewater Service to 461 Creighton Road (Rae of
Hope, LLC) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service -
$14,244.66
8) Developer Agreement KU22/23-29 — Water Service to 461 Creighton Road (Rae of
Hope, LLC)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD - $15,895.50
9) Developer Agreement KU22/23-30 — Wastewater Service to 721 Blanding Blvd
(Southern Bell Telephone and Telegraph Company) — 1 ERC wastewater, 1 ERC
environmental impact, 1 ERC debt service - $3,961.00
February 7, 2023
10) Developer Agreement MU22/23-6 — Water Service to Accessory Dwelling Unit located
at 517 Fells Court (Lawrence Whiting, Jr., and Kelly Whiting) — 1 ERC water, 1 ERC
AWS, 1 ERC SJRWMD, 1 ERC debt service - $5,687.23
11) Developer Agreement SS22/23-4 — Scrubbles Car Wash — 3454 Royal Pines Drive
(Scubbles Oakleaf Plantation, LLC) — 16 ERC's water, 16 ERC's wastewater, 2 ERC's
reclaimed, 16 ERC's AWS, 16 ERC's SJRWMD, 16 ERC's debt service - $70,976.30
12) Grant of Easement — CCUA Peters Creek Water Reclaim Facility - Grantor - Clay
County Utility Authority to Clay Electric Cooperative
13) Grant of Easement—4735 Pinegate Road- Grantor-Jason and Stacy Doss
Item No. 6—Customer Account Adjustments -None
Item No. 7—Business discussed at Committee Meetings -None
Item No. 8—Executive Director's Business
a. December 2022 Financial Package
Chief Financial Officer Jeff Wesselman presented the Financial Statements for December and reported
operating income is $551,789 over budget due to an unfavorable revenue and favorable expense
variance. Operating revenue is $513,810 under budget and operating expenses are $1,065,598 under
budget. CCUA has gained 188 active water accounts and 188 active sewer accounts during fiscal year
2022/2023. After discussion, Mr. McNees moved, seconded by Ms. Lebesch, and carried 7-0, to accept
the Financial Statements for December 2022, as presented by Mr. Wesselman.
b. Proposed engagement of PFM Financial Advisors LLC to serve as financial advisor to provide strategic
consulting and assistance in the issuing of new money debt for upcoming capital projects
Mr. Wesselman presented a proposed engagement of PFM Financial Advisors LLC (PFM) to serve as
financial advisor to provide strategic consulting and assistance in the issuing of new money debt for
upcoming capital projects. Staff reported their progress in moving projects within the Capital
Improvement Program from concept, design, and construction. Members of staff also recently reported
the price increases received in the Peters Creek bid and other projects. These factors led staff to evaluate
options and scenarios related to CCUA taking on additional debt. To complete this effort, staff
recommends engaging PFM. PFM has the financial tools, expertise, and staffing to model a range of
scenarios that would best meet the capital demands of CCUA in a changing market. PFM will develop a
cashflow model that will allow staff to update assumptions for capital needs to match current and revised
projections over time. The proposed scope includes the work required to build and maintain a working
model that incorporates both debt and general fund investments to identify timing for capital needs,
preparation of a Request for Proposal (RFP), evaluation of the terms and conditions of the responses,
compilation of responses and making a recommendation to staff, structuring the loan to mitigate impact
on ratepayers and assisting with review of closing documents. Jeremy Niedfeldt, Managing Director,
also addressed the Board regarding his firm and the services they will provide. Staff will return to the
Board for approval of PFM's recommendations prior to issuing an RFP and approval of a response to
same. Staff requested approval to engage PFM to complete the financial modeling, evaluation of new
debt, and refunding transactions in an amount not to exceed $100,000. After discussion, Mr. McNees
moved, seconded by Mr. Hodges, and carried 7-0, to approve execution of the engagement documents,
as presented by Mr. Wesselman.
February 7, 2023 3
c. Proposed Master Subscription Agreement with Invoice Cloud, Inc., a cloud-based software platform for
payment processing services
Assistant Chief Financial Officer Karen Osborne presented a proposed Master Subscription Agreement
with Invoice Cloud, Inc., a cloud-based software platform for payment processing services. CCUA's
current payment processing system is a stand-alone online platform that is not integrated with our current
billing system. This system is inefficient for our staff and creates a multi-step and often confusing
experience for our customers. Customers survey results have also indicated that increased access to
billing data and online payment options are an opportunity for the utility to increase customer
satisfaction. Invoice Cloud provides a cloud-based software platform for payment processing services
that integrates directly with SpryPoint. This integration will increase staff efficiency and create a
seamless customer experience. Our customers will have access to an increased number of payment
options, ability to enroll in self-service paperless billing, schedule payments or enroll in AutoPay, and
make one-click payments through email, text, or calendar reminders. Staff determined the fee for
professional services is fair, competitive, and reasonable. Invoice Cloud Inc. will be paid monthly based
on the number of transactions processed. CCUA will not begin paying for the service until
implementation in early 2024, so there will be no budget impact this fiscal year. The monthly cost will
be estimated using transactional data and will be included in the Operating Budget in future fiscal years.
Representatives from the company addressed the Board regarding their company and services provided.
After discussion, Ms. Lebesch moved, seconded by Mr. Starneri, and carried 7-0, to approve execution
of the Master Subscription Agreement, as presented by Ms. Osbourne.
d. Proposed Professional Service Agreement with Diversified Environmental Laboratories, Inc. for
Laboratory and Analytical Services
Chief Operations Officer Darryl Muse presented a proposed Professional Service Agreement with
Diversified Environmental Laboratories, Inc. (DEL) for Laboratory and Analytical Services. Staff seeks
to diversify water quality laboratory testing services due to the types of samples taken, laboratory
availability, quality controls, and responsiveness. Staff would like to have more than one laboratory
available to analyze samples or in the case that service or reporting quality decreases. The proposed
Agreement with DEL will provide a secondary vendor for these testing services. After discussion, Mr.
Hodges moved, seconded by Mr. Gardella, and carried 7-0, to approve the Professional Service
Agreement with Diversified Environmental Laboratories, Inc., as presented by Mr. Muse.
e. Proposed Supplemental Agreement No. 8 with BHA for the evaluation of security improvements for the
CCUA Administration Building Expansion Phase I
Mr. Johnston presented a proposed Supplemental Agreement No. 8 with Bhide & Hall Architects, P.A.
(BHA) for the evaluation of security improvements for the CCUA Administration Building Expansion
Phase I. In September 2022, we experienced two incidents in the same week where individuals ventured
to the back of the Administrative Building. Staff contacted the Clay County Sheriff's Office (CCSO) in
both cases. We do not know if the two incidents were related or not. We noted the significant risk to
staff and utility operations had either one of these incidents involved malevolent actors. Because of those
incidents, staff is requesting the project architect, BHA, provide a scope of services to improve physical
barriers and security around the Administrative Building. Under the proposed scope of services, BHA
will work with CCUA staff and the CCSO to develop a scope and budget for recommended physical
security improvements that include fencing, access control standards, security system improvements,
and landscape improvements. Staff will return to the Board to request authorization to proceed with a
detailed design based upon the recommended improvements. After discussion, Mr. Starnieri moved,
February 7, 2023 4
seconded by Mr. McNees, and carried 7-0, to approve Supplemental Agreement No. 8 with BHA in the
amount of$7,200, as presented by Mr. Johnston.
f. Proposed Supplemental Agreement No. 10 with Jones Edmunds & Associates, Inc. to provide feasibility
analysis and costing services for a new master lift station serving Clay County Fairgrounds and
adjoining service territory
Senior Service Availability Engineer Darrell Damrow presented proposed Supplemental Agreement No.
10 with Jones Edmunds & Associates, Inc. (JEA) to provide feasibility analysis and costing services for
a new master lift station serving the Clay County Fairgrounds and adjoining service territory. CCUA's
Service Availability department received preliminary plans for proposed improvements to the Clay
County Fairgrounds water distribution and wastewater collection systems. The improvements include
abandonment of the septic system and construction of a gravity collection system and lift station to
convey flow to CCUA's manifold force main transmission and treatment system. During plan review the
County and CCUA began exploring the potential of CCUA owning and maintaining the new lift station.
Based upon discussions with Clay County staff, both mutually agreed that analysis of a larger project to
better serve the County Fairgrounds and surrounding area is necessary to accomplish this objective. Staff
requests to engage JEA to evaluate a new master lift station project serving the Fairgrounds and
surrounding area. Staff requested a Scope and Fee proposal from JEA to perform a feasibility and costing
analysis. The anticipated result of this work will be recommendations for placement of the station to
maximize value and an opinion of probable construction cost for the preferred layout. They can provide
these deliverables within three (3) weeks of receiving a Notice to Proceed. If found to be mutually
agreeable, the results of this analysis will be used to confirm terms of an Interlocal Agreement between
Clay County and CCUA. CCUA would then proceed with design prior to June 2023. Anticipated
construction of this project would not begin until May 2024, following the 2024 fair. Staff anticipates
construction would be completed by January 2025. This project was not anticipated when the capital
improvement program projects and budgets were established for fiscal year 2022/2023. Staff is
establishing an initial project budget of$100,000 for this feasibility study and initial design efforts. The
initial budget funds for this effort will be transferred from the CIP contingency for this fiscal year. Staff
will update the CIP budgets based on the initial efforts for review and approval during the regular budget
review process. After discussion, Ms. Lebesch moved, seconded by Vice-Chairman Roark, and carried
7-0, to approve Supplemental Agreement No. 10, in the amount of$5,727, as presented by Mr. Damrow.
g. Recommendation to uphold the policies and procedures of the Cross-Connection Control Policy as
adopted by the Authority for the property owners; Sansom - 210 Foxridge Drive and Moore - 2801
Stagecoach Drive
Service Availability Manager Melisa Blaney presented a recommendation to uphold the policies and
procedures of CCUA's existing Cross-Connection Control Policy for property owners; Sansom of 210
Foxridge Drive and Moore of 2801 Stagecoach Drive. Ms. Blaney provided a presentation regarding the
importance of backflow prevention and how it protects public health and safety. After discussion, the
Board WITHOUT OBJECTION upheld their existing policy.
h. Lake Asbury Master Planning Area (LAMPA) Trunk Main Capital Cost Recovery Policy Workshop on
Thursday, February 16, 2023, at 11:00 A.M.
Mr. Johnston informed the Board he will be holding a Lake Asbury Master Planning Area (LAMPA)
Trunk Main Capital Cost Recovery Policy Workshop on Thursday, February 16, 2023, from 11:00 A.M.
February 7, 2023
to 1:00 P.M. The stakeholder input from the Workshop will be compiled and considered for inclusion in
the LAMPA Trunk Main Capital Cost Recovery Policy which will be presented for the Board's
consideration at a future meeting.
i. Other
Mr. Johnston informed the Board the recent Hurricane Planning and Response Workshop was very
productive and shared he will be bringing proposed policy updates for consideration at a future meeting.
He plans to hold this workshop with staff annually, just prior to the start of hurricane season. He also
reported he met with Secretary Hamilton regarding upcoming environmental regulations which will
affect the utility. The recommendation regarding the Peter's Creek WRF should be presented at the next
meeting and the Public Hearing regarding the Rate Study which was performed by CDM Smith will be
held as a time-certain during an upcoming Board meeting.
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. Gardella thanked staff for their efforts, shared he enjoyed the tour, and was very proud to be a part of the
CCUA Board. He also said he enjoyed reading the positive comments which were received from our customers.
Mr. Hodges thanked staff and shared he was looking forward to the new ERP programs and construction
projects coming to CCUA within the next couple of years.
Mr. Starnieri echoed he appreciated customers who took the time to send an email and was glad to hear we are
willing to work with customers on their backflow installation issues.
Ms. Lebesch echoed the comments on the customer emails. She is also looking forward to hearing more about
the changes to our hurricane planning, policy, and procedures.
Mr. McNees thanked staff for their efforts.
Vice-Chairman Roark echoed the comments, thanked staff, and shared he is glad to hear we are preparing to
improve our hurricane efforts as the season rapidly approaches.
Chairman Davis thanked staff for their efforts and shared he is also proud to be a part of this Board.
Item No. 13 —Adjournment
Chairman Davis adjourned the meeting at 3:16 P.M.
Wendell Davis, Chairman
Janice Loudermilk, Recording Secretary
February 7, 2023