HomeMy WebLinkAbout05.a Minutes 030524 MINUTES
CLAY COUNTY UTILITY AUTHORITY
March 5, 2024
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 Starnieri called the meeting to order at 2:00 P.M.
Item No. 2—Invocation/Pledge of Allegiance
Mr. Hingst offered the Invocation and led those in attendance in the Pledge of Allegiance.
Item No. 3—Roll Call
Roll Call was taken with Chairman Starnieri, Vice-Chairman Lebesch, Mr. Gardella, Mr. Hingst, Mr. Petty, and
Mrs. Taylor in attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Darryl Muse,
Chief Financial Officer Jeff Wesselman, Service Availability Manager Melisa Blaney, Senior Service
Availability Engineer Darrell Damrow, Compliance Manager Heather Webber, 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. Audit/Finance Committee Meeting, February 20, 2024
b. Board of Supervisors Regular Meeting, February 20, 2024
After discussion, Vice Chairman Lebesch moved, seconded by Mrs. Taylor, and carried 6-0, to approve
the minutes of the Audit/Finance Committee and Regular Meetings held on February 20, 2024.
Item No. 5—Approval of Consent Agenda
Item 5(e)8 was removed from consideration at the request of the Executive Director.
After discussion, Mr. Gardella moved, seconded by Mrs. Taylor, and carried 6-0, to approve the
remaining Consent Agenda as follows;
1) Approval of Payment of Warrants
Warrants totaling $4,331,720.89
a. Schedule of payments to Sole Sources
b. Schedule of Emergency Repairs/Purchases
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
2) Request for Asset Disposal Authorization—None
3) Sole Source Designation—None
b. Approval of Capital Budget Activities
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1) Requests for Award of Procurement Contracts and/or Ratification of
Procurement/Construction Contracts or Contract Renewals—None
2) Approval of Supplemental Agreements and Change Orders
a. Proposed Change Order No. 2 to the Construction Contract with Sawcross, Inc., for
Owner Direct Purchase Deduction for the Governor's Park Water Treatment Plant
Project
c. Approval of Financing Requests -None
d. Approval of Contract Usage—None
e. Approval of Developer Agreements, Warranty Deeds &Easements
1) Developer Agreement CU23/24-9 — Ellianos Coffee — 2578 County Road 220 (Louis L.
Huntley Enterprises, Inc.) — 1 ERC water, 2 ERC's wastewater, 1 ERC AWS, 1 ERC
SJRWMD, 2 ERC's environmental impact, 1 ERC debt service - $6,183.74
2) Developer Agreement KH23/24-6—Water Service to 4234 SE 1st Avenue (BWS Homes,
LLC)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $3,831.46
3) Developer Agreement KU23/24-20—Wastewater Service to 7618 River Avenue (Samuel
and Linda Vinson) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt
service - $11,498.51
4) Developer Agreement KU23/24-21 —Wastewater Service to 990 Floyd Street (Brian and
Michelle Hall) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service -
$11,999.69 ($11,697.69 financed)
5) Developer Agreement KU23/24-22 — Water and Wastewater Service to 791 Fleming
Street (FNC Homes, Inc.) — 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC
SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $15,077.65
6) Developer Agreement KU23/24-23 — Wastewater Service to 223 Cedar Run Drive (John
and Catherine Eledge) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt
service - $14,951.70
7) Developer Agreement MU23/24-4 — Baptist Health Medical Office Building at 2839
Henley Road (Pavilion Health Services, Inc.) -11 ERC's water, 4 ERC's wastewater,
11ERC's AWS, 11 ERC's SJRWMD, 4 ERC's environmental impact, 4 ERC's debt
service - $34,169.15
8) Developer Agreement RU23/24-2 — Water Service to 2109 Spinnaker Court (Nasser
Rukab and Allison Ross) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt
service - $6,828.00 REMOVED FROM CONSIDERATION
9) Grant of Easement — 3101 Tupelo Loop — Grantor — Edenbrooke at Hyland Trails
Homeowners Association, Inc.
10) Grant of Easement—4182 County Road 218—Grantor— Snooty Fox Plaza, LLC
11) Grant of Easement—4213 County Road 218—Grantor—4213 CR 218, LLC
Item No. 6—Customer Account Adjustments—None
Item No. 7—Executive Director's Business
a. November 2023 Financial Package
Chief Financial Officer Jeff Wesselman presented the November Financial Package for consideration.
He reported Operating income is $341,205 (12%) over budget due to an unfavorable revenue and
favorable expense variance. Operating revenue is $347,786 (3%) under budget and Operating expenses
are $688,991 (9%) under budget. CCUA has gained 135 active water accounts and 133 active sewer
accounts for the fiscal year 2023/2024 as compared to an increase of 107 active water accounts and an
increase of 108 active sewer accounts for the same time in fiscal year 2022/2023. After discussion, Vice-
Chairman Lebesch moved, seconded by Mrs. Taylor, and carried 6-0, to approve the November 2023
Financial Package, as presented.
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b. Proposed Supplemental Agreement No. 7 to Professional Engineering Services Agreement 18/19 No 3
with Carollo Engineers, Inc. to Provide Pilot Operation and Testing Support Services for the Potable
Reuse Demonstration Project
Mr. Johnston presented proposed Supplemental Agreement No. 7 to Professional Engineering Services
Agreement 18/19 No 3 with Carollo Engineers, Inc. to Provide Pilot Operation and Testing Support
Services for the Potable Reuse Demonstration Project. CCUA engaged Carollo for different assignments
including design, construction administration, and public messaging support services for these facilities
in SA No 3. The Board awarded the construction contract to Wharton Smith Contractors on August 19,
2022. Wharton Smith is nearly complete with construction. CCUA will enter into an operational phase
to operate and test for twelve (12) months. CCUA will secure water quality results to demonstrate
performance compliance with current permitting standards. Carollo will also support CCUA by
providing operator training on the new equipment. The detailed breakdown of work tasks of the Basis of
Fee Estimate. Key components are as follows;
• Pilot plant operations and continuous technical support to meet objectives
• Coordination of sampling for commercial laboratory analyses to demonstrate whether the
facility can comply with current FDEP permitting philosophy for carbon based potable
reuse systems. CCUA will contract separately with commercial laboratories to provide
these required laboratory testing
• Onsite Water Quality Testing and Total Organic Carbon characterization (TOC-C).
Carollo will operate a small onsite laboratory for typical water quality tests and will
contract directly for specialized TOC-C testing. The only known supplier for this
specialized testing is Water-Arc
• Operator Training: Carollo will train approximately seven (7) CCUA staff to ensure
CCUA is proficient in operating this type of system and provide standard operations
protocols (SOPs)to be used by CCUA staff
• Quarterly and final reporting, including two special update meetings to collaborate with
FDEP permitting staff on the project's progress
As part of the commissioning process, staff will begin pumping reclaimed water to the biofilter by mid-
March. We expect the operational testing phase to commence on or before June 1, 2024. We will
determine this date based upon the biofilter acclimation. We expect the scope of work to take
approximately sixteen (16) months following acclimation: Twelve (12) months of detailed
demonstration testing with quarterly reports occurring at approximately months #5, #8, and #11, with
four (4) months to complete reporting. After discussion, Mr. Gardella moved, seconded by Mr. Petty,
and carried, 6-0, to approve Supplemental Agreement No. 7 in the amount of$495,433, as presented.
c. Request for consideration and approval of the proposed Easement Agreement with Reinhold
Corporation to accommodate the utility transmission mains associated with Peters Creek and Governor's
Park Plant Projects along East-West access driveway to Peters Creek Wastewater Treatment Facility
Service Availability Manager Melisa Blaney presented a request for consideration and approval of a
proposed Easement Agreement with Reinhold Corporation to accommodate the utility transmission
mains associated with Peters Creek and Governor's Park Plant Projects along East-West access
driveway to Peters Creek Wastewater Treatment Facility. Staff requested an easement from Reinhold
Corporation across their property near Rosemary Hill Road to the Peters Creek WRF Plant Site. The
Request for Consideration details the property owner's agreement to grant the CCUA the following:
0.54 acres in fee simple purchase, 1.26 acres of permanent easements, 4.67 acres of temporary
construction easements and converting 2.0 acres of existing temporary easements to permanent
easements across their property. In consideration of these easements, Reinhold has agreed to a non-cash
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transaction, exchanging the land value credit for connection fees/charges totaling $354,232.00 or 59.6
Equivalent Residential Connections (ERC). This equals $1.04 per square foot for the 369,084 blended
square feet of requested easements. Staff considers the request reasonable on a value-per-square-foot
basis and consistent with other easements CCUA has purchased. After discussion, Vice-Chairman
Lebesch moved, seconded by Mrs. Taylor, and carried 6-0, to approve the Easement Agreement, as
presented by Ms. Blaney.
d. Request for approval of the Memorandum of Understanding with Clay County, Clay County Utility
Authority, and the Reinhold Corporation regarding the basis of design along the property centerline for
pipelines and future EW4 parkway construction in a corridor along the Peters Creek Water Reclamation
Expansion and Pipeline project
Ms. Blaney presented a request for approval of the Memorandum of Understanding (MOU) with Clay
County, Clay County Utility Authority, and the Reinhold Corporation regarding the basis of design
along the property centerline for pipelines and future EW4 parkway construction in a corridor along the
Peters Creek Water Reclamation Expansion and Pipeline project. Staff coordinated with the County's
Engineering Department and Reinhold, the landowner, to establish the centerline of the future EW4
parkway to align our current Peters Creek WRF Project pipeline construction with the future roadway
design and construction. This is an MOU between all parties memorializing this coordination and the
location of the future roadway centerline known now as the EW4 Parkway. By way of this MOU, all
parties agreed to the centerline of the future roadway portion from the vicinity of Rosemary Hill Road to
the Peters Creek WRF Plant Site as depicted in Exhibit A of the MOU. CCUA's consultant will modify
the design of the new transmission and distribution mains being installed as part of the Peters Creek
WRF project to align with this future parkway. CCUA's Consultant reviewed and coordinated with staff
and Reinhold's Engineer of Record to ensure conformance with our pipeline requirements. Reinhold, the
landowner, agrees to locate the roadway as shown in the Exhibit. The parties intend to minimize
conflicts for the mutually beneficial planning and orderly design and construction of future roadways,
utilities, and other infrastructure improvements that may be needed for future development in this area.
CCUA agrees to relocate infrastructure, as reasonably needed and unavoidable, to accommodate future
roadway drainage structures and crossroads. After discussion, Mr. Gardella moved, seconded by Mrs.
Taylor, and carried 6-0, to approve execution of the Memorandum of Understanding with Clay County,
Clay County Utility Authority, and the Reinhold Corporation, as presented by Ms. Blaney.
e. Proposed Amendment No. 4 to RFQ 2020/2021-A14 Ardurra Group, Inc. to provide Professional
Services for the Peters Creek Water Reclamation Facility Expansion Project: Entrance Road Pipelines
and Parkway Coordination
Senior Service Availability Engineer Darrell Damrow presented a proposed Amendment No. 4 to RFQ
2020/2021-A14 Ardurra Group, Inc. to provide Professional Services for the Peters Creek Water
Reclamation Facility Expansion Project: Entrance Road Pipelines and Parkway Coordination. The Peters
Creek WRF project construction contract includes pipelines from the Governor's Park site to the Peters
Creek WRF site. This proposed amendment focuses on the section of the pipelines from Rosemary Hill
Road to the Peters Creek WRF Plant site, addressed in the proposed Scope of Services. The existing
design drawings and contractor's bid were based on an exclusive easement and roadway for CCUA
along this corridor. The Reinhold Corporation approached CCUA in mid-2023 with a concept to modify
the design to align with and incorporate a potential future parkway corridor over this area. Staff were
amendable to the concept, but roadway plan and vertical concepts were not produced by the landowner
that would be needed to facilitate that redesign until recently. As CCUA was moving to land acquisition,
Reinhold produced draft plan and cross sections for the EW4 Parkway, which were subsequently
reviewed by the County and revised to include the County's minor comments. The final typical cross
section agreed to by CCUA, Clay County, and Reinhold Corporation is addressed in the Scope of
Services and will be formalized with a Centerline Agreement between the parties. The parties agree this
is an efficient cross section to serve ratepayers and residents of the County. We consider time of the
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essence on the Peters Creek and Governors Park projects. We expect substantial completion by
December 31, 2024. The pipeline contractor continues to progress from the Governor's Park site and
working to the north. This redesign focuses on the final 1.1 mile of pipeline corridor. After discussion,
Vice-Chairman Lebesch moved, seconded by Mr. Petty, and carried 6-0, to approve Amendment No. 4
in the amount of$78,260, as presented by Mr. Damrow.
f. Request approval to enter into a Statewide Mutual Aid Agreement - 2023 between the State of Florida
Division of Emergency Management and Clay County Utility Authority and accompanying authorizing
Resolution No. 2023/2024-05
Ms. Blaney presented a request for approval to enter into a Statewide Mutual Aid Agreement - 2023
(SMAA) between the State of Florida Division of Emergency Management and Clay County Utility
Authority and accompanying authorizing Resolution No. 2023/2024-05. CCUA staff requests approval
to enter a SMAA - 2023 between the State of Florida Division of Emergency Management and CCUA
and approval of the accompanying authorizing Resolution No. 2023/2024-05. The Florida Emergency
Management Act gives the local governments of the State the authority to make agreements for mutual
aid assistance in the event of a disaster or emergency. Over the last few years, many operations staff
members have been called on for assistance; one day, we may be calling for assistance. Our experience
assisting in Cape Coral and Jennings, Florida, over the last couple of years is that the damage exceeded
the local utility's recovery capabilities. The SMAA enables utilities to call on each other for skilled
emergency workers, equipment, and supplies. Knowing that fellow public utilities will always be there
when needed is reassuring and helps us ensure we provide our customers with reliable service. This
connection will create a reliable system where members of utilities can request and offer assistance
when needed. The SMAA covers all the conditions, obligations, duties, responsibilities, and promises of
the Requesting and Assisting Parties. The SMAA enables others to lend a helping hand to one another
and makes timely provision for reimbursement of costs incurred by those parties who render such
assistance. After discussion, Mrs. Taylor moved, seconded by Vice-Chairman Lebesch, and carried 6-0,
to authorize execution of the Statewide Mutual Aid Agreement — 2023 and approve, adopt, and enact
Resolution No. 2023/2024-05, as presented.
g. Request for consideration and approval of a License Agreement between Florida Power & Light
Company and Clay County Utility Authority associated with the Ravines to Henley Road Water Main
Extension
Ms. Blaney presented a request for consideration and approval of a License Agreement between Florida
Power & Light Company and Clay County Utility Authority associated with the Ravines to Henley
Road Water Main Extension. The Ravines to Henley Road Water Main Extension project consists of
17,400 linear feet of pipeline to connect the Ravines water service area in Middleburg to the Lake
Asbury service area. Connecting these two water distribution systems will provide resiliency by other
connecting grids. CCUA staff requested FPL's consent to utilize approximately 2,504 square feet of
their property located on the north side of County Road 218 and 2,000 square feet on the south side of
County Road 218 to accommodate the jack and bore entry and exit pits needed to install a 12-inch water
main across County Road 218. The License Agreement provides a six (6) month term commencing on
April 1, 2024, and ending on September 30, 2024, unless terminated earlier or extended by mutual
agreement. In consideration for this agreement, CCUA agrees to pay FPL a License Fee of$2,500 for
the six (6) month term. After discussion, Mr. Gardella moved, seconded by Mrs. Taylor, and carried 6-0,
to approve execution of the Agreement and payment of the $2,500 fee, as presented by Mrs. Blaney.
h. Other
Mr. Johnston shared staff is starting the annual budget process, the Rate Study is nearing completion,
and members of staff recently participated in CCUA's Annual Hurricane Preparedness Meeting. He also
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informed the Board CCUA staff will be participating in the upcoming FWC Conference in Orlando and
the ERP messaging to our customers will be starting within the next couple of weeks.
Item No. 8—Business discussed at Committee Meetings -None
Item No. 9—Legal Business
a. Action on proposed Resolution No. 2023/2024-06 amending Resolution No. 2023/2024-01
Mr. Williams presented proposed Resolution No. 2023/2024-06 amending Resolution No. 2023/2024-01
for consideration and approval. Staff has determined that certain technical amendments are needed to the
current Rate Resolution and Service Availability Policy, which are addressed in Resolution No.
2023/2024-01, to accommodate the implementation of the Authority's Enterprise Resource Platform
("ERP") software system. The Resolution modified only how our customers are being charged, not the
rate. CCUA will move to billing all base facility charges in arrears and to a per gallon rate for water,
wastewater, and reclaimed verses the current billing structure of per thousand gallons. After discussion,
Mrs. Taylor moved, seconded by Vice-Chairman Lebesch, and carried 6-0, to approve, adopt, and enact
Resolution No. 2023/2024-06, with an effective date of April 1, 2024, which will coincide with the
implementation of the ERP.
b. Other-None
Item No. 10—Old Business/New Business -None
Item No. 11 —Public Comment -None
Item No. 12— Supervisor Comments
Mr. Petty commented he was excited to hear staff will be participating in the upcoming conference.
Vice-Chairman Lebesch shared it was good to see the coordination and planning in advance of installing new
infrastructure in our system.
Mr. Gardella inquired if there had been any additional response to the email which was included in the agenda
package. He was glad to hear about the hurricane preparedness meeting and was encouraged about the working
relationship we have with major landholders in the County.
Mrs. Taylor thanked staff for their efforts and shared she is happy to be a part of the Board.
Mr. Hingst shared he was thankful to be a member of the Board.
Chairman Starnieri said it was a great meeting and he was encouraged about the planning and forethought going
into the upcoming projects.
Item No. 13 —Adjournment
Chairman Starnieri adjourned the meeting at 2:45 P.M.
James Starnieri, Chairman
Janice Loudermilk, Recording Secretary
March 5, 2024 6