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Home My WebLink Aboutminutes MINUTES CLAY COUNTY UTILITY AUTHORITY July 18, 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 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, Mr. Gardella, Mr. Hodges, Ms. Lebesch, Mr. McNees, and Mr. ca Starnieri in attendance. a) Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Darryl Muse, ° Chief Financial Officer Jeff Wesselman, Chief Engineer Paul Steinbrecher, Chief Human Resources Officer Kim Richardson, Water Department Superintendent Ross Bland, Service Availability Manager Melisa Blaney, Public & Governmental Affairs Liaison Dennis Ragosta, Construction and Inspection Services Manager ce Warrick Sams, Compliance Manager Heather Webber, Risk and Safety Manager Stan Jurewicz, SCADA Manager John McCleary, Construction and Inspection Services Coordinator Linda Ortiz Figueroa, Contract and Procurement Specialist Darrin Parker, Environmental Scientist Victoria Quick, Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Anneica Asberry, and Grady H. Williams, Jr., legal counsel to the CCUA. Item No. 4—Employee Recognition a. Barry Cole—5 years b. Jonelle Cramer- 5 years c. Zack Askew—5 years Executive Director Jeremy Johnston introduced and presented a certificate to Pre-Treatment Inspector Barry Cole, Lead Network Administrator Jonelle Cramer, and Electronic Technician—Wastewater Zack Askew acknowledging their five years of service. Item No. 5 —Approval of Minutes a. Board of Supervisors Regular Meeting, July 5, 2023 b. Board of Supervisors Emergency Meeting, July 14, 2023 After discussion, Mr. McNees moved, seconded by Mr. Hodges, and carried 6-0, to approve the minutes of the Regular Meeting held on July 5, 2023, and the Emergency Meeting held on July 14, 2023. July 18, 2023 1 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; a. Approval of Financial and Operational Activities 1) Approval of Payment of Warrants Warrants totaling $6,141,023.72 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 -None 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 MU22/23-22 - Sandridge Hills Amenity Center (Mattamy Jacksonville, LLC) — 2.5 ERC's water, 1.5 ERC's wastewater, 3.5 ERC's reclaimed, 2.5 ERC's AWS, 2.5 ERC's SJRWMD, 1.5 ERC's debt service - $13,633.82 2) Grant of Easement—2170 Pine Tree Lane—Grantor—PBP Homes, Inc. Item No. 7—Customer Account Adjustments—None Item No. 8—Business Discussed at Committee Meetings—Joint Committee Meeting July 18, 2023 Committee Chairman Hodges reported the Audit/Finance and Personnel Committee met in joint session prior to today's meeting and voted to move forward with the proposed 2023/2024 Fiscal Year Budget as presented. Item No. 9—Executive Director's Business a. Legislative Update Mr. Johnston introduced Chris Dawson of GrayRobinson, P.A. who provided an overview of the 2023 legislative session and the overall state budget and future projected budget allocations. He also provided a preview of the upcoming 2024 legislative session. This item was for the Board's information only, no action was requested or required on this item. b. May Financial Package Chief Financial Officer Jeff Wesselman presented the Financial Statements for May and reported operating income is $2,690,811 over budget due to an unfavorable revenue and favorable expense variance. Operating revenue is $99,728 under budget and operating expenses are $2,790,539 under budget. CCUA has gained 1020 active water accounts and 1024 active sewer accounts during fiscal year July 18, 2023 2 2022/2023. After discussion, Ms. Lebesch moved, seconded by Mr. McNees, and carried 6-0, to accept the Financial Statements for May 2023, as presented by Mr. Wesselman. c. Proposed Professional Service Agreement and Supplemental Agreement No.1 with E.W. Siver and Associates, Inc. Contract and Procurement Specialist_Darrin Parker and Risk & Safety Manager Stan Jurewicz presented a proposed Professional Service Agreement and Supplemental Agreement No.1 with E.W. Siver and Associates, Inc. (EWSA) CCUA Staff has engaged EWSA, a risk management and insurance consultant, to provide professional independent insurance related consulting services on an as needed basis. CCUA seeks to optimize its overall risk financing programs, as well as monitoring the performance of existing brokers and insurers. In the immediate term, CCUA intends to use this consultant to assist in assessing and modifying the insurance requirements in its standard construction contracts to ensure an optimal balance of risk transfer, retention, and cost for its large-scale capital projects. Staff determined the fee for professional services is fair, competitive, and reasonable. EWSA will be paid a standard fee of$220 per hour and will provide support, as needed. Supplemental Agreement No.1 will not exceed $2,500. After discussion, Mr. McNees moved, seconded by Mr. Gardella, and carried 6-0, to approve the Professional Service Agreement and Supplemental Agreement No.1 with E.W. Siver and Associates, Inc., as presented. d. Proposed Authorization to Owner-Direct Purchase Orders for Sawcross, Inc. for the Governor's Park Wastewater Lift Station Project, and Governor's Park Reclaimed Water Pump Station Project Contract and Procurement Specialist Darrin Parker presented a proposed Authorization to Owner-Direct Purchase Orders for Sawcross, Inc. for the Governor's Park Wastewater Lift Station Project, and Governor's Park Reclaimed Water Pump Station Project. The Board approved the award of contract to Sawcross, Inc. for the Governor's Park Wastewater Lift Station Project, and Governor's Park Reclaimed Water Pump Station Project (GP LS/RWPS Project) Bid No. 2022/2023-A06 at the March 7, 2023, meeting. Staff recommends owner-direct purchase orders for the express purpose of saving sales taxes on major materials per the Bidding Specifications Article 22- Sales and Use Tax. After discussion, Mr. Gardella moved, seconded by Mr. Hodges, and carried 6-0, for approval for the Governor's Park Wastewater Lift Station Project, and Governor's Park Reclaimed Water Pump Station Project (GP LS/RWPS Project) Bid No. 2022/2023-A06 deductive change orders and owner-direct purchase orders for the express purpose of saving sales taxes on major materials and equipment, as authorized by the Executive Director, or his designee, and as recommended by the Chief Engineer, as presented. e. Middleburg Service Area Development 2023 Annual Updated Acreage Charge Service Availability Manager Melisa Blaney made a presentation to the Board regarding the Middleburg Service Area Development Policy & Cost Recovery. The Middleburg Service Area (MSA) was developed to extend water and wastewater service to existing and future commercial developments at the properties highlighted on the attached boundary map. As part of the 1999 MSA policy, the recovery method of CCUA investment is allocated on an acreage basis; therefore, each parcel that connects to the infrastructure will pay an allocated charge multiplied by the total number of acres in each parcel. This allocated acreage charge is reviewed annually in June/July to reflect inflation and carrying costs for the CCUA's investment. As a result, the acreage charge increases each year. Current MSA distribution and collection infrastructure charges are $5,637 for water and$10,798 for wastewater. With carrying charges added to CCUA's investment, the proposed MSA distribution and collection infrastructure charges for the 2023/2024 fiscal year are $5,692 for water and $10,911 for wastewater. After discussion Ms. Lebesch moved, seconded by Mr. Hodges, and carried 6-0 to tentatively approve the proposed Middleburg Area Service charges for use as a part of CCUA's Fiscal Year 2023/2024 budget. July 18, 2023 3 f. Other Mr. Johnston thanked staff for their efforts in preparing the proposed 2023/2024 Fiscal Year Budget. Item No. 10—Legal Business a. Ratification of action taken at the Emergency Meeting on July 14, 2023 Mr. Williams requested ratification of the action which was taken at the Emergency Meeting on July 14, 2023. After discussion, Mr. Hodges moved, seconded by Mr. McNees, and carried 6-0, to ratify the action taken at the Emergency Meeting as reflected in the minutes for same which were approved under Item No. 5(b). b. Action on proposed Resolution No. 2022/2023-07 — Utilities System Revenue and Refunding Bond, Series 2023 Mr. Williams introduced Emily McGee, Esquire of ButlerSnow, CCUA's bond counsel who presented proposed Resolution No. 2022/2023-07 for consideration. After discussion, Mr. Gardella moved, seconded by Mr. Starnieri, and carried 6-0, to approve Resolution No. 2022/2023-07 —Utilities System Revenue and Refunding Bond, Series 2023, as presented. c. Other Mr. Williams welcomed Mr. Jurewicz to CCUA. Item No. 11 —Old Business/New Business -None Item No. 12—Public Comment-None Item No. 13— Supervisor Comments Mr. Starnieri shared it was a very productive day and he appreciated everyone's input on the proposed budget. Mr. Hodges congratulated staff on their employment milestones which were celebrated today. Mr. Gardella also congratulated the employees and thanked staff for their efforts in preparing the proposed budget. Ms. Lebesch congratulated staff on their milestones and the promotions which were outlined in The Pipeline. She also thanked staff for their work in preparing the proposed budget. Item No. 14—Adjournment Chairman Davis adjourned the meeting at 2:51 P.M. Wendell Davis, Chairman Janice Loudermilk, Recording Secretary July 18, 2023 4