HomeMy WebLinkAbout04.a Minutes 032024 MINUTES
CLAY COUNTY UTILITY AUTHORITY
March 20,2024
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
Mrs. Taylor 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. McNees, 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, Chief Human Resource Officer Kim Richardson, Assistant Chief Financial
Officer Karen Osbourne, Chief Engineer Paul Steinbrecher, Assistant Chief Engineer Joe Paterniti, Service
Availability Manager Melisa Blaney, 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—Employee Recognition
a. Tony Jefferson—20 years
Executive Director Jeremy Johnston introduced and presented a certificate to Locator Tony Jefferson in
recognition of his twenty years of service.
Item No. 5—Approval of Minutes
a, Board of Supervisors Regular Meeting,March 5, 2024
After discussion, Vice-Chairman Lebesch moved, seconded by Mr. McNees, and carried 7-0, to approve the
minutes of the March 5, 2024, Regular Meeting.
Item No. 6—Approval of Consent Agenda
After discussion, Mr. Gardella moved, seconded by Mrs. Taylor, and carried 7-0, to approve the Consent Agenda as
follows;
1) Approval of Payment of Warrants
Warrants totaling$6,852,145.47
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
March 20, 2024
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 or Contract Renewals—None
2) Approval of Supplemental Agreements and Change Orders
a. Proposed Supplemental Agreement No. 2 to Master Contract RFP No. 2021/2022-A05
for TankRehab.com, LLC to provide Ground Storage Tanks Inspection, Cleaning and
Repair ITB No. 2021/2022-A28
c. Approval of Financing Requests—None
d. Approval of Contract Usage
(1) Florida Sheriffs Association Contract No. FSA23-EQU21.0: Equipment for Heavy-Duty
Commercial Equipment
e. Approval of Developer Agreements,Warranty Deeds &Easements
1) Developer Agreement CU23/24-10 —Plantation Crossing Building "D"— 1545 Branan Field
Road, Tenant A & B (GG Plantation Crossing, LLC) — 14 ERC's water, 14 ERC's
wastewater, 14 ERC's AWS, 14 ERC's SJRWMD, 14 ERC's environmental impact, 14
ERC's debt service - $95,976.05
2) Developer Agreement KU23/24-24 — Wastewater Service to 907 Floyd Street (Thanh &
Hang Ngo) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service -
$12,814.68
3) Developer Agreement KU23/24-26—Wastewater Service to 762 Floyd Street(Susan Bush)—
1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $11,947.23
4) Developer Agreement KU23/24-27 — Water and Wastewater Service to 113 Suzanne Ave
(Jax Freedom Home Buyers, LLC & Colin Ann Holdings, LLC) — 1 ERC water, 1 ERC
wastewater, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC environmental impact, 1 ERC debt
service - $10,257.48
5) Developer Agreement MU23/24-5 — Water Service to 595 Branscomb Road (Whitney &
Jacob Rapp) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service —
$4,638.94
6) Developer Agreement MU23/24-6 — Water Service to 1239 Lake Asbury Drive (Tammy &
Randy Englund) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$ 3,668.24
7) Developer Agreement SS23/24-2 — Pizza Hut Restaurant — 3460 Royal Pines Drive, Suite
104 — Settlement Agreement #2 (Royal Pines Shopping Center Bldg A) — 1.45700 ERC's
water, 1.45700 ERC's wastewater, 1.45700 ERC's AWS, 1.45700 ERC's SJRWMD,
1.45700 ERC's environmental impact, 1.45700 ERC's debt service - $7,855.73
8) Developer Agreement SS23/24-3 —Kid City Daycare—3480 Royal Pines Drive— Settlement
Agreement #3 (Royal Pines Shopping Center Bldg B) — 0.862 ERC's water, 0.862 ERC's
wastewater, 0.862 ERC's AWS, 0.862 ERC's SJRWMD, 0.862 ERC's environmental
impact, 0.862 ERC's debt service - $4,741.37
9) Developer Agreement SS23/24-4 — Encore Nails — 3460 Royal Pines Drive, Suite 101 —
Settlement Agreement#1 (Royal Pines Shopping Center Bldg A)—2.277 ERC's water, 2.277
ERC's wastewater, 2.277 ERC's AWS, 2.277 ERC's SJRWMD, 2.277 ERC's debt service -
$12,147.78
10) Grant of Easement—770 SE 41 St Street—Grantor—Cody West Construction,Inc.
Item No. 7—Customer Account Adjustments -None
Item No. 8—Business discussed at Committee Meetings -None
Item No. 9—Executive Director's Business
March 20, 2024
a. Water Conservation Proclamation
Mr. Johnston informed the Board to encourage the efficient use of water,the Florida Section of the American
Water Works Association has requested its member organizations to adopt proclamations declaring April
2024 as Water Conservation Month. This designation offers the opportunity to increase awareness about the
importance of water conservation and encourages water users to take appropriate actions to conserve and
protect our state's water resources. After discussion, Mr. McNees moved, seconded by Mr. Gardella, and
carried 7-0, to adopt the Proclamation declaring the month of April 2024 - Water Conservation Month, as
presented. Mr. Johnston introduced Mr. Doug Conkey, of the SJRWMD, who briefly addressed the Board
regarding Water Conservation Month.
b. December 2023 Financial Package
Chief Financial Officer Jeff Wesselman presented the December Financial Package for consideration. He
reported Operating income is $716,001 (17%) over budget due to an unfavorable revenue and favorable
expense variance. Operating revenue is $530,277 (3%)under budget and Operating expenses are $1,246,279
(11%) under budget. CCUA has gained 222 active water accounts and 224 active sewer accounts for the
fiscal year 2023/2024 as compared to an increase of 188 active water accounts and an increase of 188 active
sewer accounts for the same time in fiscal year 2022/2023. After discussion,Vice-Chairman Lebesch moved,
seconded by Mr. McNees, and carried 7-0,to approve the December 2023 Financial Package, as presented.
c. Shift Differential Policy
Chief Human Resource Officer Kim Richardson presented for consideration a proposed revision to CCUA's
Shift Differential Policy. CCUA is required to adequately staff certain Wastewater facilities in the evening,
weekends, and on holidays to remain in compliance with the Florida Department of Environmental
Protection permitting requirements. As such, management maintains a regular schedule to ensure those
obligations are met. Employees scheduled on nights, weekends, and holidays, often face disruptions to their
personal lives and challenges fulfilling family commitments. Currently, management regularly schedules five
employees working 3:30 PM to 11:30 PM five days per week and 12 employees working variable shifts
between 7:00 AM and 11:00 PM Saturday and Sunday each week. CCUA has historically provided these
employees an additional $0.25 per hour. To remain competitive and continue attracting and retaining
qualified talent, management requests a revision to CCUA's Shift Differential Policy, increasing the rate
from $0.25 per hour from 3:30 PM to 11:30 PM to 3 % per hour between 5:00 PM and 11:59 PM Monday-
Sunday. After discussion, Mr. McNees moved, seconded by Mr. Hingst, and carried 7-0, to approve the
policy revision as presented.
d. Proposed Change Order No. 2 to the Enterprise Resource Planning Professional Service Agreement with
Collaborative Solutions Inc. and Affiliate of Cognizant Worldwide Limited
Assistant Chief Financial Officer Karen Osbourne presented a proposed Change Order No. 2 to the
Enterprise Resource Planning Professional Service Agreement with Collaborative Solutions Inc. an affiliate
of Cognizant Worldwide Limited. CCUA will go live with our new ERP platform, Workday, on March 25,
2024. We contracted post deployment services with Cognizant through May 3, 2024. Workday's support
model is limited to technical issues related to the use of their software versus individual assistance with setup
and ongoing usage. Workday recommends a consultant to provide post-go-live support services. Due to
Cognizant's assistance as our implementation partner, this makes them uniquely suited to continue as our
ongoing support provider. They will have access to CCUA staff, design documentation, and knowledge
transfer sessions that can explain our design decisions and current setup. This knowledge and access will be
invaluable as we encounter obstacles and need to make design changes post-go-live. Collaborative Solutions
Inc. will be paid on a time and materials basis for a total estimated cost of$76,560. The estimated $25,520
for year one (1) will be transferred from contingency of this year's operating budget. Because this project
will continue into fiscal year 2024/2025, staff will budget the remaining $51,040 within that fiscal year.
March 20, 2024
After discussion, Mr. Petty moved, seconded by Mr. Gardella, and carried 7-0, to approve Change Order No.
2, as presented by Ms. Osborne.
e. Approval to authorize an allocation for additional payment to Clay County following the Interlocal
Agreement No. 2020/2021-135 for the implementation of utility infrastructure relocations and improvements
associated with the Clay County's County Road Number 218 widening project
Assistant Chief Engineer Joe Paterniti presented for consideration approval to authorize an allocation for
additional payment to Clay County following the Interlocal Agreement No. 2020/2021-135 for the
implementation of utility infrastructure relocations and improvements associated with the Clay County's
County Road Number 218 widening project. CCUA entered into an Agreement with the County for the
implementation of utility relocations and improvements within the County's CR-218 roadway widening
project. The Agreement outlines a framework to coordinate the design and construction of the utility
relocations using the County's design engineer and general contractor, and it delegates responsibilities to
each respective party. The Agreement also allows CCUA to use the County's construction engineering
inspector (CEI) firm to provide utility inspections during construction. The Agreement requires that CCUA
pay the full amount for the design, construction, and CEI services associated with the relocation and
improvements to CCUA facilities. The Agreement was approved by the County on March 23, 2021, and
fully authorized by the Board at the April 1, 2021, meeting. CCUA provided an initial payment of
$424,394.80 to the County based on the County's initial estimate of CCUA's costs on July 28, 2022. The
County delayed the completion of the design due to conflicts with their original design engineer and recently
engaged WGI Engineering to complete a redesign of the project with input from CCUA. The updated design
included additional infrastructure removal and relocations of over 2,000 linear feet of gravity sewer main and
six manholes that were not originally anticipated in the previous estimates. WGI issued the plans for bids
from contractors and on February 15, 2023. WGI informed CCUA that the County received two bids for the
project and CCUA's cost for construction was $1,662,901.47. Based on original estimates, staff budgeted
$675,000 for this project in the approved CIP. A $424,394.80 payment previously issued to the County
leaves a remaining project budget of $250,605.20. An additional $1,331,879.47 is required from the CIP
contingency account to provide the needed funds for CCUA's portion of the County's CR-218 project. After
discussion, Mr. McNees moved, seconded by Vice-Chairman Lebesch, and carried 7-0, to approve the
transfer of funds and payment to the County as outlined in Interlocal Agreement No. 2020/2021-135 for
Clay County's CR 218 roadway widening project.
f. Ratify Emergency Purchase- Constitution Road Repair
Mr. Johnston presented a request for ratification of the Emergency Purchase of the asphalt road repair on
Constitution Drive. On February 22, 2024, CCUA crews repaired a 10" gravity sewer main located at the
intersection of Constitution Drive and Constitution Drive at James Wilson Circle. The gravity sewer main
developed a bad joint over time allowing intrusion of soil and causing a sinkhole in the roadway. The main is
twelve feet deep and located in the center of the roadway. Staff coordinated traffic control with the Clay
County staff to ensure compliance with all County requirements during the repair. Internal crews and
equipment completed the repair of the gravity sewer main. However, the asphalt repair is extensive, and
CCUA could not delay in restoring the intersection. Based upon a discussion with David Rawlins, General
Superintendent of Distribution and Collection, Assistant Chief Operations Officer, and Roche's, Inc., we
prioritized the issue and developed a plan to move forward. The plan developed required an Emergency
Purchase for the asphalt road repair. Roche's, Inc. will rebuild the road to County standards in a responsive
and timely manner. After discussion, Mr. McNees moved, seconded by Mr. Gardella, and carried 7-0, to
ratify the Emergency Purchase as presented.
g. Other
Mr. Johnston requested a Developer Agreement for 281 Riverwood Drive be added for consideration due to
the owners failed septic system. Chairman Starneri found good cause to add this to the agenda to protect
public health and safety.
March 20, 2024
Consideration of a request from Mr. Jeremy Bacelieri and Mr. Michael Aponte Fosse for financing of
wastewaterwater connection charges for their homestead property located at 281 Riverwood Drive, Fleming
Island, Florida
Mr. Johnston presented for consideration a request from Mr. Jeremy Bacelieri and Mr. Michael Aponte Fosse
of 281 Riverwood Drive, Fleming Island, Florida to finance wastewater connection charges for their
homestead property. After discussion, Vice-Chairman Lebesch moved, seconded by Mr. McNees, and
carried 7-0, to approve financing in the amount of$13,173.72 for a period of up to ten(10) years at CCUA's
standard terms and interest rate as annually approved, as presented by Mr. Johnston.
Mr. Johnston informed the Board the timecard portion of Workday for CCUA staff will begin on Monday,
March 25, 2024, and SpryPoint will be active on Monday, April 22, 2024. He also shared staff is currently
working on the proposed Fiscal Year 2024/2025 budget and staff will be making three presentations at an
upcoming convention.
Item No. 10—Legal Business
a. Other—None
Item No. 11 —Old Business/New Business -None
Item No. 12—Public Comment-None
Item No. 13—Supervisor Comments
Chairman Starnieri inquired about the upcoming changes to paying by e-check or by a single ACH debit and staff
responded to his concerns. He congratulated Mr. Jefferson on his twenty-year service milestone.
Vice-Chairman Lebesch also congratulated Mr. Jefferson and wished everyone a wonderful Easter.
Mr. McNees shared today was challenging, but overall, it was a very good meeting. He wished everyone good luck
with the new system's upcoming rollout.
Mr. Petty also wished staff good luck with the ERP rollout and encouraged everyone to enroll in the ACH debit
program.
Mr. Gardella shared it appears management is ready and very involved in the transition to the new system. He
wished everyone a happy Easter and congratulated Mr. Jefferson on his service milestone.
Mrs. Taylor was excited to hear Text to Pay, ApplePay, and GooglePay would be available in the new system.
Mr. Hingst shared the County Road 218 project is a good learning opportunity and we found we may need to modify
future Interlocal Agreements to give us some type of leverage and input in the selection of the contractor. He also
congratulated Mr. Jefferson on his twenty years of service.
Item No. 14—Adjournment
Chairman Starnieri adjourned the meeting at 3:17 P.M.
James Starnieri, Chairman
Janice Loudermilk, Recording Secretary
March 20, 2024