HomeMy WebLinkAbout05.a Minutes November 21, 2023 MINUTES
CLAY COUNTY UTILITY AUTHORITY
November 21, 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 Starneri called the meeting to order at 2:00 P.M.
Item No. 2—Invocation/Pledge of Allegiance
Mr. Petty offered the Invocation and led those in attendance in the Pledge of Allegiance.
Item No. 3—Roll Call
Roll Call was taken with Chairman Starneri, Mr. Gardella, Mr. McNees, Mr. Petty, and Mrs. Taylor in
attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Financial Officer Jeff Wesselman,
Chief Engineer Paul Steinbrecher, Assistant Chief Engineer Joe Paterniti, Public & Governmental Affairs
Liaison Dennis Ragosta, Procurement Manager Angelia Wilson, Service Availability Manager Melisa Blaney,
Senior Programmer Matt Pence, Risk & Safety Manager Stan Jurewicz, Administrative Assistant Operations
Alicia Baker, Administrative Assistant Engineering Annecia Asberry, and Grady H. Williams, Jr., legal counsel
to the CCUA.
Item No. 4—Employee Recognition
a. James Griffin- 20 years
b. Carl Kight—5 years
c. Jonathan"Scott"Johns— 5 years
d. Karen Osborne—5 years
Executive Director Jeremy Johnston introduced and presented a certificate to Construction Inspector
James Griffin in recognition of his twenty years of service. He also provided a certificate to Lead
Wastewater Treatment Plant Operator Carl Kight and Mechanic Water/Wastewater Jonathan "Scott"
Johns who have been employed by CCUA for five years. Assistant Chief Financial Officer Karen
Osborne was also recognized for her five years of service. She was not in attendance; she was in a
meeting relating to the new ERP project.
Item No. 5 —Approval of Minutes
a. Board of Supervisors Regular Meeting,November 7, 2023
After discussion, Mr. McNees moved, seconded by Mr. Gardella, and carried 5-0, to approve the
minutes of the Regular Meeting held on November 7, 2023.
November 21, 2023
Item No. 6—Approval of Consent Agenda
After discussion, Mr. Gardella moved, seconded by Mr. McNees, 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 $6,407,342.08
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
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
a. Proposed Approval of Contract Renewal for the Wastewater Residual Disposal
Contract ITB# 12/13-A1
b. Request for Renewal of Secondary Employment Agreement between the Clay County
Sheriff's Office and Clay County Utility Authori
2) Approval of Supplemental Agreements and Change Orders
a. Amendment No. 1 to Supplemental Agreement No. 6 with Dewberry Engineers, Inc.
to the Civil and Environmental Engineering Professional Services Agreement
2018/2019 RFQ No. 3, to provide Professional Engineering Services for rehabilitation
of four(4) CCUA Wastewater Lift Stations (Numbers 11, 41, 51 & 69)
c. Approval of Financing Requests—None
d. Approval of Contract Usage—None
e. Approval of Developer Agreements, Warranty Deeds &Easements
1) Developer Agreement CU23/24-2 — Challenger Townhomes — 244 Units (Challenger
Center 244, LLC) — 244 ERC's water, 244 ERC's wastewater, 19 ERC's reclaimed, 244
ERC's AWS, 244 ERC's SJRWMD, 244 ERC's debt service - $61,448.74 ($340,269.91
Partial Release of Lien, $1,230,540.80 deferred)
2) Developer Agreement CU23/24-4 — Water Service to 646 Harrison Avenue (Terry &
Kevin Parrish— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$6,848.70
3) Developer Agreement KH23/24-1 — Water Service to 4164 SE 2nd Ave (Bright Tower
Development, LLC)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service
- $5,137.28
4) Developer Agreement KU22/23-47 — 1619 CountyRoad No. 220, Settlement Agreement
#1 for Black Rifle Coffee Company (Property Management Support, Inc.)—0.1 6 ERC's
water, 0.196 ERC's wastewater, 0.196 ERC's AWS, 0.196 ERC's SJRWMD, 0.196
ERC's debt service - $2,653.84
5) Developer Agreement KU23/24-2 — Creighton Road Parcel — 11 Single Family Lots
(Drees Homes of Florida, Inc) — 11 ERC's water, 11 ERC's wastewater, 11 ERC's
AWS, 11 ERC's SJRWMD, 11 ERC's environmental impact, 11 ERC's debt service -
$3,695.69 ($49,010.28 deferred)
6) Developer Agreement KU23/24-5 — Water and Wastewater Service to 839 Crei'hton
Road (Randall and Susan Hughes) — 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1
ERC SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $10,896.06
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7) Developer Agreement KU23/24-6 — Wastewater Service to 2558 Quail Roost Road
(Jonathan & Jacquelyn Toalson) — 1 ERC wastewater, 1 ERC environmental impact, 1
ERC debt service - $10,563.16
8 Grant of Easement—249 College Drive—Grantor—Teameffort, Inc.
9 Termination of Developer Agreement KU21/22-41 — Wastewater Service to 3011
Doctors Lake Drive (Doctors Lake Septic to Sewer Project)—James & Karen Shockley
Item No. 7—Customer Account Adjustments—None
Item No. 8—Business discussed at Committee Meetings -None
Item No. 9—Executive Director's Business
a. Peters Creek Funding Status, Market Update, Anticipated Funding Needs & Debt Policy Overview by
PFM Financial Advisors LLC
Chief Financial Officer Jeff Wesselman introduced representative Michael Dennis from PFM Financial
Advisors, LLC. Mr. Wesselman and Mr. Dennis addressed the Board regarding the Peters Creek funding
status, they provided a current Market Update, reviewed the anticipated LAMPA funding needs, and
reviewed the purpose and goals of the anticipated CCUA Debt Policy. They provided a recommendation
to issue a Bank Loan RFP for a Series 2024 Issuance in the amount of$30 million and recommended
requesting financing options for the entire $30 million (with a structure similar to the recent $75 million
financing), along with an option of funding the current $9.2 million need as an initial financing. They
also provided an estimated timeline for the proposed Series 2024 bank loan. After discussion, Mr.
McNees moved, seconded by Mrs. Taylor, and carried 5-0, to direct staff and the consultants to move
forward with the $30 million dollar Bank Loan RFP.
b. Proposed Integration and Data Migration Services with Sensus USA Inc.
Mr. Johnston presented a proposed Integration and Data Migration Services with Sensus USA Inc.
Sensus provides CCUA's meters, meter reading services, and interval data information. The interval
data shows the applicable potable and/or reclaimed water usage for each installed meter. Currently, the
interval data is only available for viewing and analysis by CCUA staff and cannot be accessed by our
customers. Customer survey results have indicated that access to usage data is an opportunity for the
utility to increase customer satisfaction. Sensus will integrate directly with SpryPoint, a cloud-based
software system for utility billing, to provide the interval data to our customers via access to our online
customer portal. With a single login, customers will be able to view their CCUA account information,
access billing and payment options, and view their usage data. Staff considers the fee of$7,500 to be
fair, reasonable, and competitive for the scope of services provided. After discussion, Mr. Gardella
moved, seconded by Mrs. Taylor, and carried 5-0, to approve the proposal as presented.
c Ratification of Mitigation Banking Sales and Reservation Agreements with Cedar Creek Conservation,
LLC and with Star 4 Mitigation LLC for the Peters Creek Pipelines Project from Governor's Park to
State Road 16
Chief Engineer Paul Steinbrecher presented for ratification the Mitigation Banking Sales and
Reservation Agreements with Cedar Creek Conservation, LLC and with Star 4 Mitigation LLC for the
Peters Creek Pipelines Project from Governor's Park to State Road 16. CCUA is required to acquire
wetland mitigation bank credits to mitigate wetlands that will be impacted from constructing pipeline
infrastructure connecting the Peters Creek WRF site and the Governor's Park Reclaimed Water
Storage/Pump Station and Lift Station. The credits are referred to as Uniform Mitigation Assessment
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Method Credits (UMAM). These credits are a pre-requisite for final issuance of State and Federal
Wetlands Permits which will allow construction through these limited wetland sites. This tranche of
credits is for the first portion of pipeline that will be constructed from the Governor's Park site
northward to State Road 16. CCUA's Engineer of Record (Ardurra, via their subcontractor SWCA)
professionally identified and delineated the extent of wetlands, received confirmation from the
permitting agencies of the appropriate UMAM credits required, and secured offers from the two
mitigation banks available to provide the required credits. Due to the shortage of mitigation credits
available for the required mitigation bank service area for the proposed wetland impacts, there were no
mitigation banks that could provide both state and federal UMAM mitigation credits through the same
purchase. As a result, two banking instruments were secured: one for 0.46 Federal UMAM Credits with
Star 4 Mitigation LLC for $17,940; and one for 0.46 State UMAM Credits with Cedar Creek Mitigation
Bank for $57,500. Pricing for the credits varies based on the number of banks available in a region.
SWCA utilized the federal and state databases that keep track of available credits and only the two
selected banks were able to provide the necessary UMAM credits. The Mitigation Banking Sales and
Reservation agreements were executed by CCUA's Executive Director on November 8, 2023, so they
could be returned to the Mitigation Banks for reservation of these credits and to the Permitting Agencies
to facilitate final permit issuance to work in these wetlands. It is customary for our engineer of record to
facilitate this permitting through the agencies, but for CCUA to pay the Permit Fees. The fees will be
paid from the project budget. After discussion, Mr. McNees moved, seconded by Mrs. Taylor, and
carried 5-0, to ratify the Mitigation Banking Sales and Reservation Agreements with Cedar Creek
Conservation, LLC and with Star 4 Mitigation LLC, as presented by Mr. Steinbrecher.
d. 2024 Schedule of Board Meeting Dates and Observed Holidays
Mr. Johnston presented a request for approval of the proposed 2024 Board of Supervisors Meeting Dates
and Holiday Schedule. After discussion, Mrs. Taylor moved, seconded by Mr. Petty, and carried 5-0, to
approve the schedule as presented.
e. Discussion regarding upgraded delivery method of the Board of Supervisors meeting agenda
Mr. Johnston inquired if after trying the upgraded delivery system, the Board would like to transition
from DropBox to the Laserfiche Weblink method. After discussion, the Board WITHOUT OBJECTION
directed staff to use the Weblink system exclusively for the delivery of future agenda packages.
f. Other
Mr. Johnston provided a brief overview of some items which will be being presented at future meetings.
They included the status of the ERP project, the ongoing progress on the Rate Study, the status of
current grant applications, and the upcoming CCUA holiday party. He also wished everyone a very
happy Thanksgiving.
Item No. 10—Legal Business
a. Other
Mr. Williams wished everyone a happy Thanksgiving and asked everyone to please be safe in their
travels.
November 21, 2023 4
Item No. 11 —Old Business/New Business -None
Item No. 12—Public Comment-None
Item No. 13— Supervisor Comments
Mrs. Taylor thanked everyone for their efforts, congratulated staff on their service milestones, and wished
everyone happy holidays.
Mr. Gardella echoed Mrs. Taylor's comments and wished everyone a happy Thanksgiving.
Mr. McNees wished everyone a happy Thanksgiving and thanked staff for all they do to prepare for the Board
meetings.
Mr. Petty thanked staff for their efforts and said it was great seeing our field employees wearing their CCUA
shirts.
Chairman Starneri wished all a happy Thanksgiving and congratulated staff on their service milestones. He also
shared the swearing in of the Governor's appointee, Michael Hingst, will occur at the next meeting.
Item No. 14—Adjournment
Chairman Stamen adjourned the meeting at 2:44 P.M.
James Starneri, Chairman
Janice Loudermilk, Recording Secretary
November 21, 2023 5