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HomeMy WebLinkAbout05.a Minutes 050724 (2) MINUTES CLAY COUNTY UTILITY AUTHORITY May 7, 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 Vice-Chairman Lebesch 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, and Mrs. Taylor in attendance. Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Darryl Muse, Chief Engineer Paul Steinbrecher, Assistant Chief Financial Officer Karen Osbourne, Service Availability Manager Melisa Blaney, Senior Service Availability Engineer Darrell Damrow, Procurement Manager Angelia Wilson, SCADA Manager John McCleary, Compliance Manager Heather Webber, Customer Service & Billing Manager Diana Strickland, Contract and Procurement Specialist Darrin Parker, Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Annecia Asberry, and Grady H. Williams, Jr., legal counsel to the CCUA. Item No. 4—Proclamation naming May 19th- 25th, 2024 as Water Reuse Week Executive Director Jeremy Johnston informed the Board WateReuse Florida, Florida Department of Environmental Protection, and the St. Johns River Water Management District are encouraging their partners to promote water reuse and conservation. They are also requesting organizations adopt proclamations declaring the week of May 19-25, 2024, as Florida Water Reuse Week. This designation offers the opportunity to increase awareness about the importance of protecting water resources by practicing efficient and effective use of reclaimed water. After discussion, Vice-Chairman Lebesch moved, seconded by Mr. Gardella, and carried 6-0, to approve execution of the proclamation, as presented. Item No. 5 —Approval of Minutes a. Board of Supervisors Regular Meeting,April l 6, 2024 After discussion, Mr. Hingst moved, seconded by Mrs. Taylor, and carried 6-0, to approve the minutes of the Regular Meeting held on April 16, 2024. Item No. 6—Approval of Consent Agenda After discussion, Mr. McNees moved, seconded by Mr. Gardella, and carried 6-0, to approve the Consent Agenda as follows; 1) Approval of Payment of Warrants May 7, 2024 1 Warrants totaling $4,753,923.46 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-None e. Schedule of claims paid under the Sewage Backup Response Policy-None 2) Request for Asset Disposal Authorization—None 3) Sole Source Designation a. Moss Kelley, Inc./MKI Services for the purchase of Water and Wastewater Treatment Equipment, Maintenance and Repair Services 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 Contract Renewal for Benefits Administrative Services 2) Approval of Supplemental Agreements and Change Orders-None 3) Approval of Supplemental Agreements and Change Orders—None c. Approval of Financing Requests 1) Maegan Blumberg—Wastewater Service to 350 Oriole Street d. Approval of Contract Usage 1) OMNIA Partners Public Sector IDIQ Contract No. R190902 (DLT Solutions, LLC) e. Approval of Developer Agreements, Warranty Deeds & Easements 1) Developer Agreement CU23/24-11 — Water Service to 457 Madison Avenue (Arcadio Saez Mercado & Carmen S. Saez) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $5,862.79 2) Developer Agreement CU23/24-12 — Water and Wastewater Service to 1613 Blanding Blvd (DAN-CIN Properties, LLC) — 1.5 ERC's water, 1.5 ERC's wastewater, 1.5 ERC's AWS, 1.5 ERC's SJRWMD, 1.5 ERC's environmental impact, 1.5 ERC's debt service - $20,183.72 3) Developer Agreement KH23/24-11 — Water Service to 701 SE 44th Street (Lake Area Homes, LLC) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $2,893.23 4) Developer Agreement KH23/24-12 — Water and Wastewater Service to 7429 Hallman Road (Clay Electric Cooperative, Inc.) - 0.50 ERC's water, 0.50 ERC's wastewater, 0.50 ERC's AWS, 0.50 ERC's SJRWMD, 0.50 ERC's environmental impact, 0.50 ERC's debt service - $5,544.51 5) Grant of Easement—907 Floyd Street—Grantor—Thanh N. Ngo &Hang Ngo 6) Grant of Easement — 1239 Lake Asbury Drive — Grantor — Tammy Englund & Scott Englund Item No. 7—Customer Account Adjustments—None Item No. 8—Executive Director's Business a. Enterprise Resource Platform Update Mr. Johnston provided an update on the transition from the legacy systems to Workday, SpryPoint, and Invoice Cloud. He reviewed the challenges our customers and staff have encountered during this process and explained how we are working with the individual customers and vendors to overcome them. The Board approved the suspension of disconnections for non-payment from March to May 2024 at the December 19, 2023, meeting as a risk mitigation measure. As we work through the technical issues, he requested authorization to extend the suspension through June to mitigate issues related to customer payments and reconciliation issues. Staff would resume disconnections for non-payment in the month of July. For customers who are behind in payments, we will use the procedures which were successful May 7, 2024 2 during COVID to work with delinquent customers in establishing a payment plan (not to exceed six months) to bring their accounts current. After discussion, Vice-Chairman Lebesch moved, seconded by Mr. McNees, and carried 6-0, to approve the suspension extension, as requested by Mr. Johnston. b. Presentation of Reclaimed Water Operating Protocols Project Objectives, Analysis, and Recommendations Chief Engineer Paul Steinbrecher introduced Jaynelle Pemberton PE and Marcel Dulay, PhD, PE of Jacob Engineering Group, Inc. who provided a report on Reclaimed Water Operating Protocols, Project Objectives, Analysis, and Recommendations. Staff considers the efficient operation of the reclaimed water system central to CCUA's strategy to eliminate surface water discharges by 2032 and to continue to serve as an alternative water resource to preserve the Floridan Aquifer. Currently, CCUA customers use 65-70% of reclaimed water for beneficial irrigation uses. We forecast that all reclaimed water will be beneficially used by CCUA customers by the end of the decade. To deliver reclaimed water services effectively and efficiently to our customers, we must have the capabilities to shift reclaimed water supplies from one service area to another. Working collaboratively, the Jacobs and CCUA teams reviewed existing plant configurations, drawings, and operational protocols. Using this input data, Jacobs performed detailed hydraulic modeling and analysis of the data. Following this complex data analysis, Jacobs prepared recommended operational and capital improvements to provide a roadmap for 100%reclaimed water use in the furure. This report was for the Board's information only; no action was requested or required on these items at this time. c. Other Mr. Johnston informed the Board at next the next meeting the draft 2024/2025 Fiscal Year Budget will be presented and shared there will be a regulatory presentation which will include an update on the new Lead and Copper Rule. Item No. 9—Business discussed at Committee Meetings -None Item No. 10—Legal Business a. Other Mr. Williams reminded the members their Form 1 - Statement of Financial Interests is due to the Florida Commission on Ethics no later than July 1, 2024. The forms are submitted electronically online directly to the State this year, they are not sent to the local Supervisor of Elections Office as has been required in the past. Item No. 11 —Old Business/New Business -None Item No. 12—Public Comment-None Item No. 13 —Supervisor Comments Mr. Hingst shared he received the email regarding the optional ethics training and commended CCUA for being ahead of the regulations. Mrs. Taylor thanked staff and the team from Jacobs for their presentation and congratulated everyone on the rollout. Mr. Gardella congratulated staff on the enterprise system rollout and shared he enjoyed the presentation regarding the reuse planning. Vice-Chairman Lebesch expressed her appreciation for staff and their hard work on the ERP. Mr. McNees said he appreciated the update on the reclaimed system and thanked Karen and her team for the successful rollout. Chairman Starnieri felt staff has done an outstanding job on the transition and thanked the team from Jacobs for their presentation. May 7, 2024 3 Item No. 14—Adjournment Chairman Starnieri adjourned the meeting at 3:01 P.M. James Starnieri, Chairman Janice Loudermilk, Recording Secretary