HomeMy WebLinkAbout04.a Minutes 052124 MINUTES
CLAY COUNTY UTILITY AUTHORITY
May 21, 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. McNees 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, Customer Service &
Billing Manager Diana Strickland, Procurement Manager Angelia Wilson, Construction and Inspection Services
Manager Warrick Sams, Senior Service Availability Engineer Darrell Damrow, Environmental Scientist
Victoria Quick, Contract and Procurement Specialist Darrin Parker, Environmental Specialist Barry Cole,
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. Enterprise Resource Planning Project
1) Karen Osborne—Project Manager
2) Matt Pence—Technical Expert
Executive Director Jeremy Johnston presented an award to Assistant Chief Financial Officer and Senior
Programmer Matt Pence acknowledging their efforts on the Enterprise Resource Planning Project.
b. Wellness Committee
Mr. Johnston acknowledged CCUA's Wellness Committee for receiving a Gold Award at the First
Coast Worksite Wellness Council Annual Banquet.
May 21, 2024
Item No. 5 —Approval of Minutes
a, Board of Supervisors Regular Meeting, May 7, 2024
After discussion, Vice-Chairman Lebesch moved, seconded by Mr. Gardella, and carried 7-0, to approve
the minutes of the May 7, 2024, Regular Meeting.
Item No. 6—Approval of Consent Agenda
After discussion, Mr. McNees moved, seconded by Mr. Hingst, and carried 7-0, to approve the Consent Agenda
as follows;
a. Approval of Financial and Operational Activities
1) Approval of Payment of Warrants
Warrants totaling $6,005,640.34
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. 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
a. Proposed Approval of the 3rd Contract Renewal for US Motors, ITB# 2020/2021-A7
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 CU23/24-13 — Wastewater Service to Fellowship Bible Church —
2827 County Road No. 220 (Southeast District of the Christian and Missionary Alliance
and Fellowship Bible Church of the Christian and Missionary Alliance) — 1 ERC
wastewater, 1 ERC environmental impact, 1 ERC debt service - $9,489.85
2) Developer Agreement KH23/24-13 —Wastewater Service to 7408 State Road 21 (Jinnfer
Stephan) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service -
$4,903.00
3) Developer Agreement MU23/24-16 — Anabelle Island Amenity Center — 2355 Dallas
Creek Lane (KB Home Jacksonville, LLC) — 4.5 ERC's water, 3 ERC's wastewater, 4.5
ERC's AWS, 4.5 ERC's SJRWMD, 3 ERC's debt service - $21,592.17
4) Developer Agreement MU23/24-17 — Water Service to 2144 Henley Road (Darla
Knowles) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$5,249.04
5) Developer Agreement SS23/24-5 — Dollar Tree Oakleaf — 3475 Royal Pines Drive
(Armstrong Development, Inc.)— 1 ERC water, 1 ERC wastewater, 5 ERC's reclaimed. 1
ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $9,896.95
May 21, 2024
6) Developer Agreement SS23/24-6 — Oakleaf Commerce Center — 3840 Integrity Way,
Bldg. 1 (Merritt-Jado, LLC) — 7.5 ERC's water, 7.5 ERC's wastewater, 16.5 ERC's
reclaimed, 7.5 ERC's AWS, 7.5 ERC's SJRWMD, 7.5 ERC's debt service - $66,000.10
Item No. 7—Customer Account Adjustments -None
Item No. 8—Business discussed at Committee Meetings -None
Item No. 9—Executive Director's Business
a. Update on the Enterprise Resource Platform(ERP) deployment
Mr. Johnston, Assistant Chief Financial Officer Karen Osborne, and Customer Service & Billing
Manager Diana Strickland provided an update on the Enterprise Resource Platform (ERP) deployment.
This report was for the Board's information only; no action was requested or required on this item.
b. Proposed Fiscal Year 2024/2025 Budget
Mr. Wesselman informed the Board the presentation of a tentative budget is required by CCUA's
enabling legislation no later than June Pt of each year. Mr. Wesselman presented a proposed timeline
and suggested the Joint Committee Meeting be held on Tuesday, July 16, 2024, at noon, and the Public
Rate Hearing on Tuesday, September 10, 2024, at 7:00 P.M. Mr. Johnston briefly reviewed the proposed
2024/2025 Fiscal Year Budget and informed the Board the tentative budget presented today will be
reviewed and possibly modified prior to the Joint Audit/Finance and Personnel Committee Meeting. The
Board WITHOUT OBJECTION approved the Joint Committee Meeting and Public Rate Hearing dates
as requested. The tentative budget will be sent to Bradford, Clay, and Duval County and the meetings
will be noticed as required.
c. Regulatory and Environmental Compliance Presentation
Environmental Compliance Manager Heather Webber provided a Regulatory and Environmental
Compliance Presentation on Consumptive Use Permits, Minimum Flow and Levels, the Basin
Management Action Plan, the Lead and Copper Rule, and Per- and Polyfluoroalkyl Substances. This
report was for the Board's information only; no action was requested or required on this item.
d. Proposed Professional Service Agreement with BCS Laboratories, Inc and Charles River Laboratories
Ashland, LLC. and 1st Amendment to the Professional Service Agreement with PACE Analytical
Services, LLC. and Advanced Environmental Laboratories, Inc. for the Project Quench (Potable Reuse
Plant Project) Water Quality Sampling
Chief Engineer Paul Steinbrecher and Procurement Manager Angelia Wilson presented a proposed
Professional Service Agreement with BCS Laboratories, Inc and Charles River Laboratories Ashland,
LLC. and 1st Amendment to the Professional Service Agreement with PACE Analytical Services, LLC.
and Advanced Environmental Laboratories, Inc. for the Project Quench (Potable Reuse Plant Project)
Water Quality Sampling. In June 2024, Staff, and our Consultant, Carollo Engineers will begin a one-
year focused demonstration period for the project to document the ability of the Potable Reuse Plant to
produce water that exceeds state and federal standards. The testing plan for this demonstration has been
prepared in collaboration with the state and includes a wide variety of constituents that fall into three (3)
categories: Specialized Organics Sampling (aka Contaminants of Emerging Concern), Microbiological
Testing and Mutagenicity Testing. These specialized tests are only available through a limited number
of laboratories. Staff requested quotes from the specialized laboratories that provide these services. Our
May 21, 2024
existing laboratories, PACE and AEL, provide the needed components of the specialized organics
sampling. BCS Laboratories, Inc. and Charles River Laboratories Ashland, LLC specialize in
Microbiological and Mutagenicity. Staff has performed a cost/price analysis of the requested quotes and
determined pricing was fair and reasonable. After discussion, Mr. McNees moved, seconded by Vice-
Chairman Lebesch, and carried 7-0, to approve the agreements as presented.
e. Construction and Inspection Quarterly Update
Construction and Inspection Services Manager Warrick Sams presented a Construction and Inspection
Quarterly Update. This report was for the Board's information only; no action was requested or required
on this item.
f. Professional Services Agreement 2018/2019 RFQ No. 3 to provide Professional Engineering Services
for Development of a Basis of Design Report (BODR) for Master Improvements to the Keystone
Heights Water Distribution System
Senior Service Availability Engineer Darrell Damrow presented a request for approval of Professional
Services Agreement 2018/2019 RFQ No. 3 to provide Professional Engineering Services for
Development of a Basis of Design Report (BODR) for Master Improvements to the Keystone Heights
Water Distribution System. CCUA's Keystone Heights water distribution system serves 1,847 accounts
using four (4) plants to serve the growing community. The Master Improvements will achieve greater
operational reliability and efficiency now and in the future. Staff previously engaged Dewberry
Engineers, Inc., to perform utility master planning that identified more than a dozen projects for this
purpose to consolidate facilities and improve system reliability and service capability. Staff has
identified six (6) of the projects from the Master Plan as having high potential immediate value and
engaged Dewberry to provided a scope and fee proposal for further in-depth feasibility analysis. The
investigation and analysis will result in a BODR detailing specific elements affecting location, design,
cost, operational convenience, and environmental impacts of the pipeline projects and specific plans for
plant consolidation. Finally, the BODR will provide an Engineer's Opinion of Probable Construction
Costs as well as an analysis of the permitting requirements and opportunities for grant and legislative
funding for each of the six (6) projects individually and collectively. After discussion, Mr. Gardella
moved, seconded by Mrs. Taylor, and carried 7-0, to approve Professional Services Agreement
2018/2019 RFQ No. 3 with Dewberry Engineers. Inc. in the amount of$70,272, as presented.
g. Other
Mr. Johnston informed the Board there is a memorandum at each member's station regarding his
upcoming time off
Item No. 10—Legal Business
a. Other-None
Item No. 11 —Old Business/New Business -None
Item No. 12—Public Comment
Mr. Udo Stillmayer of 2948 Southbank Circle, Green Cove Springs addressed the Board regarding base facility
charges which are on the monthly statements. Mr. Johnston responded to his concerns.
May 21, 2024
Item No. 13— Supervisor Comments
Mr. Hingst congratulated the ERP deployment team and shared he hopes the issues continue to decline.
Mrs. Taylor shared he will be absent from the June 4, 2024, meeting and thanked everyone for their efforts.
Mr. Gardella said he enjoyed the presentations today and hoped everyone has a safe Memorial Day weekend.
Vice-Chairman Lebesch echoed everyone's comments and said she enjoyed the newsletter celebrating the
graduates. She also shared she enjoyed the presentations today and seeing how they will affect the upcoming
budget.
Mr. McNees thanked the entire CCUA team for all the presentations today.
Mr. Petty shared there is a lot of work to be done relating to the new regulations and appreciated the
presentations which were provided today.
Chairman Starnieri thanked the conversion team. He also requested staff continue communications with our
customers as we work through the system conversion.
Item No. 14—Adjournment
Chairman Starnieri adjourned the meeting at 3:28 P.M.
James Starnieri, Chairman
Janice Loudermilk, Recording Secretary
May 21, 2024