HomeMy WebLinkAbout07.a Minutes 040224 MINUTES
CLAY COUNTY UTILITY AUTHORITY
April 2, 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. Gardella 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 Engineer Paul Steinbrecher, Service Availability Manager
Melisa Blaney, Administrative Assistant Operations Alicia Baker, and Grady H. Williams, Jr., legal counsel to
the CCUA.
Item No. 4—Approval of Minutes
a. Board of Supervisors Regular Meeting, March 20, 2024
After discussion, Vice-Chairman Lebesch moved, seconded by Mr. Gardella, and carried 7-0, to approve
the minutes of the Regular Meeting held on March 20, 2024.
Item No. 5—Approval of Consent Agenda
After discussion, Mr. Gardella moved, seconded by Mr. McNees, and carried 7-0, to approve the
Consent Agenda as follows;
1) Approval of Payment of Warrants
Warrants totaling $3,033,078.13
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
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
April 2, 2024
a. Proposed Supplemental Agreement No. 16 with Ardurra Group, Inc. to the
Professional Services Agreement 2018/2019 RFQ No. 3 to provide professional
engineering services for the LS #88 Relocation and Upgrade Project
c. Approval of Financing Requests -None
d. Approval of Contract Usage
1) Sourcewell HVAC and Ancillary Services Contract No. 070121-JHN (Johnson Controls,
Inc.)
e. Approval of Developer Agreements, Warranty Deeds &Easements
(1) Developer Agreement KH23/24-7—Water Service to 6253 & 6257 Magnolia Street(KIR
Homes, Inc.) — 2 ERC's water, 2 ERC's AWS, 2 ERC's SJRWMD, 2 ERC's debt
service - $6,865.19
(2) Developer Agreement KU23/24-30 — Aquafin Swim School — 2276 Village Square
Parkway (2276 Village Square, LLC) — 4 ERC's water, 4 ERC's wastewater, 1.5 ERC's
reclaimed, 4 ERC's AWS, 4 ERC's SJRWMD, 4 ERC's debt service - $1,421.34
(3) Grant of Easement— 125 Suzanne Avenue— Grantor— Glenn B. Barton and Carmelita B.
Barton
(4) Grant of Easement— 880 & 890 Fleming Street—Grantor—PBP Homes, Inc.
(5) Grant of Easement—4234 SE 1st Avenue—Grantor—BWS Homes, LLC
(6) Grant of Easement—4698 Pine Gate Road—Grantor—Frankie and Tammy Daniel
Item No. 6—Customer Account Adjustments—None
Item No. 7—Executive Director's Business
a. January 2024 Financial Package
Chief Financial Officer Jeff Wesselman presented the January Financial Package for consideration. He
reported Operating income is $290,239 (5%) over budget due to an unfavorable revenue and favorable
expense variance. Operating revenue is $1,020,286 (5%) under budget and Operating expenses are
$1,310,525 (8%) under budget. CCUA has gained 315 active water accounts and 292 active sewer
accounts for the fiscal year 2023/2024 as compared to an increase of 301 active water accounts and an
increase of 298 active sewer accounts for the same time in fiscal year 2022/2023. After discussion, Mr.
Petty moved, seconded by Mr. McNees, and carried 7-0, to approve the January 2024 Financial Package,
as presented.
b. Request for consideration and approval of the Subordination of Utility Interests Agreement to
accommodate Clay County's bonded transportation project for the roadway improvements for CR 315
and Cathedral Oaks Parkway in Green Cove Springs
Service Availability Manager presented a request for consideration and approval of the Subordination of
Utility Interests Agreement to accommodate Clay County's bonded transportation project for the
roadway improvements for CR 315 and Cathedral Oaks Parkway in Green Cove Springs. At the March
16, 2023, meeting the Board approved an Interlocal Agreement between the County and CCUA for the
roadway and utility work associated with their Bonded Transportation Program (Project No. 6B): CR
315 and Cathedral Oak Parkway. Under the Interlocal Agreement, CCUA has an obligation to
subordinate a portion of our current easement in two locations along County Road 315 to address
conflicts with CCUA's existing utilities and the County's roadway improvement. The subordination will
affect CCUA's easement rights acquired in existing recorded easement agreements; however, CCUA's
interests will remain protected under this subordination agreement to construct, operate, and maintain
the infrastructure in accordance with the Interlocal Agreement. If a pipe repair should be necessary
April 2, 2024 2
under the roadway in these two locations, the County shall provide the repair cost for the roadway and
traffic movement, with CCUA being solely responsible for the cost of the pipe repairs. After discussion,
Vice-Chairman Lebesch moved, seconded by Mrs. Taylor, and carried 7-0, to approve execution of the
Agreement, as presented by Ms. Blaney.
c. Anticipated Water Quality Credit Transfer Affidavit
Executive Director Jeremy Johnston requested authorization to execute the Water Quality Transfer
Affidavit for an additional five (5) year period, upon receipt of same from the Clay County Board of
County Commissioners (BCC) and after CCUA's legal counsel review and approval. Clay County
residents whether they are a customer or not benefit from the investments CCUA made in Advanced
Wastewater Treatment systems and other technologies. FDEP allows permitted entities to share their
permitted nutrient loading allocation with other DEP permitted entities that may not be able to meet their
loading limits. CCUA and the BCC entered an interlocal agreement transferring some nutrient loading
allocation, or water quality credits, from CCUA to Clay County. This agreement assists Clay County
with their stormwater compliance under the Lower St. Johns River Basin Management Action Plan
(BMAP). CCUA and the BCC must renew the interlocal agreement transferring the water quality credits
every five (5) years through an updated Water Quality Credit Transfer Affidavit. Staff recommends
continuing the Water Quality Credit Transfer to support Clay County compliance with the Lower St.
Johns River BMAP. This water quality credit transfer remains consistent with past transfers. Staff
confirmed the credits are still available. We do not anticipate needing them for the next five (5) years.
Should CCUA need the Water Quality Credits for its own use in the future, the interlocal agreement
includes a "Return Notice" that requires the BCC take all necessary actions to secure and return the
water quality credits to CCUA within 45 days of written notice. Staff supports continuing the Water
Quality Credit transfer renewal for an additional five (5) year period. BCC staff were notified of the
requirement to renew the Water Quality Credit transfer. After discussion, Mr. McNees moved, seconded
by Mr. Hingst, and carried 7-0, to approve execution of the Water Quality Credit Transfer Affidavit,
pending review by CCUA's legal counsel, as presented by Mr. Johnston.
d. Recommended Selection of the Roofing Services RFQ#2023/2024-A06
Procurement Manager Angelia Wilson requested approval of the continuing contracts for RFQ#
2023/2024-A06 Roofing Services. The implementation of a continuing contract for roofing services will
ensure the ongoing maintenance and upkeep of CCUA's infrastructure. CCUA's roofing systems are a
critical component in maintaining the integrity of our operations and protecting CCUA's assets. After
careful consideration and evaluation of various options, establishing a continuing contract with reputable
service providers is the most prudent course of action. This approach will not only streamline the
procurement process but also guarantee timely and professional maintenance and repair services when
necessary. Scope and fee for each project shall be mutually negotiated with the Contractor and CCUA
and executed through Board approved Supplemental Agreements. Staff advertised the project on
CCUA's Bonfire Procurement Platform and the Florida Times-Union on December 10, 2023, and
December 22, 2023, for firms interested in providing a variety of Roofing Services on an as-needed
basis. On February 1, 2024, staff received four (4) responses to the RFQ, which were evaluated and
scored by the project evaluation committee. Listed below is the ranked shortlist of the overall proposals.
Advanced Roofing, Inc. 86.67
Mike Boucher Roofing 84
Professional Roof Systems 81
Blackstone Roofing 70
Mrs. Wilson requested approval of the Bid Opening Minutes, the ranked list, and requested
authorization to negotiate and execute a contract with Advanced Roofing, Inc., Mike Boucher Roofing,
April 2, 2024 3
Professional Roof Systems, and Blackstone Roofing. After discussion, Mr. McNees moved, seconded by
Mrs. Taylor, and carried 7-0, to approve staff's request as presented.
e. Other
Mr. Johnston informed the Board the annual customer service survey will be delayed until after the new
systems are operational.
Chief Operations Officer Darryl Muse reported Lead Water Treatment Plant Operator Nicholas Jordan
and Chief Wastewater Treatment Plant Operator Lyle Fulton, as well as, the Pier Station WTP received
awards at today's FDEP Focus on Change which was held in Lake City.
Item No. 8—Business discussed at Committee Meetings -None
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. Hingst shared it is great to be a part of an award-winning organization and wished everyone a happy Easter.
Mrs. Taylor expressed her congratulations to staff who received awards today.
Mr. Gardella wished everyone good luck with the roll-out and congratulated those who received awards today.
Vice-Chairman Lebesch echoed the other members comments.
Mr. McNees shared he received an email and viewed a message on Linkedln about the change to the April
billing statements.
Mr. Petty said he was excited to hear about the awards and looks forward to having the recipients attend a future
meeting so they can be congratulated in person.
Chairman Starnieri wished everyone a safe and happy Easter, inquired about the awards which were received,
and wished everyone good luck on the upcoming roll-out.
Item No. 13—Adjournment
Chairman Starnieri adjourned the meeting at 2:25 P.M.
James Starnieri, Chairman
Janice Loudermilk, Recording Secretary
April 2, 2024 4