HomeMy WebLinkAbout04.b Minutes 071624 Regular Session MINUTES
CLAY COUNTY UTILITY AUTHORITY
July 16, 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
Chairman Starnieri 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 Karen Osbourne, Chief Engineer Paul Steinbrecher, Service Availability Manager
Melisa Blaney, Environmental Compliance Manager Heather Webber, Facilities Manager James Moore,
Customer Service & Billing Manager Diana Strickland, Procurement Manager Angelia Wilson, Construction
and Inspection Services Manager Warrick Sams, Senior Service Availability Engineer Darrell Damrow,
Communications and Public Relations Specialist Kasandra Ortiz, 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—Employee Recognition
a. Stanley Singleton— 15 years
b. Corbin Bohanan—5 years
c. Freida Brown—5 years
d. Katie Trice—5 years
e. Xavier Aguirre—5 years
Executive Director Jeremy Johnston presented a certificate to Lead Sewer Line Inspection Technician Stanley
Singleton acknowledging his fifteen years of service. He also presented a certificate to Water Operator Corbin
Bohanan, Billing Clerk Frieda Brown, Information Technology Manager Katie Trice, and PSM/GIS Specialist—
GIS Xavier Aguirre acknowledging their five years of service.
Item No. 5 —Approval of Minutes
a, Board of Supervisors Regular Meeting, July 2, 2024
After discussion, Vice-Chairman Lebesch moved, seconded by Mr. Petty, and carried 7-0, to approve
the minutes of the July 2, 2024, Regular Meeting.
July 16, 2024
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;
1) Approval of Payment of Warrants
Warrants totaling $7,703,057.83
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. Request to grant sole source status to Carl Eric Johnson, Inc. for the purchase of
Grundfos Water Utility/Water Distribution & Treatment Equipment, Maintenance
and Related Services
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—None
c. Approval of Financing Requests—None
d. Approval of Contract Usage
(1) Florida Department of Management Services (DMS) of Florida Contract No. 43210000-
23-NASPO-ACS (Computer Equipment, Peripherals, and Related Services) and
Sourcewell Contract No. 121923-SHI (Technology Products & Services)
e. Approval of Developer Agreements, Warranty Deeds & Easements
1) Developer Agreement GC23/24-3 — Wastewater Service to 1647 Rivers Road (Marshall
& Georgia Stalvey)— 1 ERC wastewater- $7,650.13
2) Developer Agreement KU23/24-43 — Water and Wastewater Service to 1008 Clay Street
(FNC Homes, Inc.)— 1 ERC water, 1 ERC wastewater 1 ERC AWS, 1 ERC SJRWMD, 1
ERC environmental impact, 1 ERC debt service - $15,461.17
3) Developer Agreement KU23/24-44 — Shoppes at Fleming Island, Bldg. A — 4575 US
Highway 17, Suite 340 to Accommodate Modern Aesthetic Center — Settlement
Agreement #2 (Holdings at Fleming Island, LLC) — 0.91325 ERC's water, 1.465419
ERC's wastewater, 0.91325 ERC's AWS, 0.91325 ERC's SJRWMD, 1.465419 ERC's
environmental impact, 0.91325 ERC's debt service - $8,379.67
4) Developer Agreement KU23/24-45 — Water and Wastewater Service to 1025 Fleming
Street (FNC Homes Inc. LLC) — 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC
SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $9,717.86
5) Developer Agreement MU23/24-22 — Water Service to 615 Branscomb Road (Rick and
Julie Hickman) — 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service -
$1,819.67
6) Grant of Easement— 1735 Jeremiah Street—Grantor—DHIC—Branan Field LLC
Item No. 7—Customer Account Adjustments -None
July 16, 2024
Item No. 8—Business discussed at Committee Meetings
Audit/Finance and Personnel Joint Committee Meeting July 16, 2024
Audit/Finance Committee Chairman Gardella reported there was a Joint Committee Meeting held today, just
prior to the Board meeting to discuss in detail CCUA's proposed 2024/2025 Fiscal Year Budget. The
Audit/Finance and Personnel Committee WITHOUT OBJECTION offered tentative approval of the budget as
presented. Staff will continue to finalize the actual budget numbers for presentation at the next meeting where it
will be tentatively approved for publication purposes only. Chairman Starnieri asked the members to consider
the request from the Clay Economic Development Corporation to increase their annual contribution by $10,000.
After discussion, Mrs. Taylor moved, seconded by Mr. Gardella, and carried 7-0, to approve their request. The
contribution change will be included in the 2024/2025 Fiscal Year Budget.
Item No. 9—Executive Director's Business
a. Proposed Change Order No. 4 to New Administration Building Expansion and Site Improvements
Contract with KBT Contracting Corp
Construction and Inspection Services Manager Warrick Sams presented for consideration proposed
Change Order No. 4 to New Administration Building Expansion and Site Improvements Contract with
KBT Contracting Corporation. KBT Contracting Corporation (KBT) currently provides construction
services for the New Administration Building Expansion and Site Improvements Project. KBT
submitted a delay claim on May 30, 2024, requesting to add 159 calendar days to the contract. On June
27, 2024, KBT submitted a Schedule of Delay Time requesting 131 days. On July 11, 2024, KBT
subsequently submitted via email an updated Schedule of Delay Time, on KBT letterhead, restating 131
days of additional time needed due to delays. KBT indicates through the two documents adverse weather
conditions and unexpected labor challenges affect KBT's project completion schedule. CCUA staff and
Bhide & Hall Architects (BHA) reviewed the project schedule and contract and informed KBT they
considered the labor and schedule challenges within contractor's control. However, CCUA staff and
BHA can reasonably recommend 31 calendar days that KBT indicated were due to weather and muddy
conditions post the rain events, which occurred between November 2023 and May 2024. KBT requests
the Board consider the time beyond the 31 weather days to the full 131 calendar days in their Schedule
of Delay Time per the latest document received July 11, 2024. Todd MacLeod of the Bachara
Construction Law Group, CCUA's construction law counsel, addressed the Board regarding the
proposed Change Order and expressed the claim for the 31 calendar days was valid, but he felt KBT has
not submitted enough documentation to validate the work force claim in their Schedule of Delay Time.
Don Tant, KBT's Project Manager, also addressed the Board and verbalized the labor and weather
delays his company has experienced on the project. After discussion, Vice-Chairman Lebesch moved,
seconded by Mr. McNees, and carried 7-0, to approve Change Order No. 4 which will consist of adding
thirty-one (31) calendar days to the contract. This Change Order will not affect the contract price.
b. Update on the Enterprise Resource Platform(ERP) deployment
Mr. Johnston 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.
c. Ratification of Emergency Repair at Ridgecrest Water Treatment Plant Ground Storage Tank Number 1
Mr. Johnston requested ratification of an emergency repair at the Ridgecrest Water Treatment Plant
(WTP) Ground Storage Tank(GST)Number 1. Staff performs regular inspections and maintenance on
July 16, 2024
our WTP GSTs. We complete these inspections on 5-year intervals as required by the Florida
Department of Environmental Protection. The contractors identify material and equipment needing
repair or maintenance. Based upon this information, staff schedules the recommended repair and
maintenance work. Staff and our contractors recently inspected GSTs at the Ridgecrest WTP. From a
recent tank cleaning and inspection, staff and the contractor recommended immediate repair of the GST
due to deteriorating conditions. The Ridgecrest WTP drives the water system for the Orange Park Grid.
Having a GST down for the time to procure contractor services may present a risk to public health and
safety. CCUA found itself with a potential risk to public health and safety with a Ridgecrest GST out of
service for repair and maintenance. Under the emergency declaration, staff engaged TankRehab to repair
the tank immediately. After discussion, Mr. Gardella moved, seconded by Mr. McNees, and carried 7-0,
to approve the repairs as outlined in TankRehab's proposal, as included in the agenda package.
d. Proposed Supplemental Agreement to the Professional Surveying and Mapping Services Agreement
2022/2023 RFQ No. A22 Supplemental Agreement No. 1 with EDA Consultants, Inc., and
Supplemental Agreement No. 1 with ETM Surveying and Mapping, Inc. for preparing legal descriptions
and maps of easement for Clay County Utility Authority's Service Availability Department
Service Availability Manager Melisa Blaney presented a proposed Supplemental Agreement to the
Professional Surveying and Mapping Services Agreement 2022/2023 RFQ No. A22 Supplemental
Agreement No. 1 (SA) with EDA Consultants, Inc., and Supplemental Agreement No. 1 with ETM
Surveying and Mapping, Inc. for preparing legal descriptions and maps of easement for CCUA's Service
Availability Department. Ms. Blaney requested approval of SA No. 1 with EDA Consultants, Inc.
(EDA) and SA No. 1 with ETM Surveying and Mapping, Inc. (ETM), both professional land surveying
firms contracted within CCUA's professional service agreement, to provide land surveying support
services for preparing legal descriptions and maps for CCUA. EDA and ETM will support our internal
surveyor in handling high workload periods due to the time sensitivity of easement requests. Staff
previously used Southeastern Surveying and Mapping Corp. for these requests until September 2023,
when their contract with CCUA expired. To continue to meet the overflow needs for this work and to
increase reliability using the continuing services vehicle. CCUA requests to engage EDA and ETM
within CCUA's Surveying and Mapping Professional Services Continuing Contract Agreement
2022/2023 RFQ A22 to provide professional land surveying support services. CCUA staff will issue
specific assignments to the Consultants through a purchase order billed against the total authorized not-
to-exceed amount. The approved purchase orders will include the number of hours for each assignment,
which will be billed at the agreed upon rate provided in the Surveying and Mapping Professional
agreement. These services typically vary based on the parcel size and easement being requested. After
discussion, Vice-Chairman Lebesch moved, seconded by Mrs. Taylor, and carried 7-0, to approve the
Supplemental Agreements, in the not-to-exceed amount of$8,250 each, as presented by Ms. Blaney.
e. Request for approval of the Memorandum of Understandings with Clay County, Clay County Utility
Authority, Reinhold Corporation, and Peters Creek Investments, LLP regarding the basis of design along
the property centerline for pipelines and the future Feed Mill Road construction in a corridor along the
LAMPA pipeline project
Ms. Blaney presented a request for approval of the Memorandum of Understandings with Clay County,
Clay County Utility Authority, Reinhold Corporation, and Peters Creek Investments, LLP regarding the
basis of design along the property centerline for pipelines and the future Feed Mill Road construction in
a corridor along the LAMPA pipeline project. Ms. Blaney requested approval of the two MOUs with the
County and Reinhold and the County and PCI regarding establishing the centerline of the future Feed
Mill Road corridor as the basis for easements related to pipeline construction along one of the proposed
July 16, 2024
LAMPA trunk main routes. Staff coordinated with Reinhold's and PCI's Engineer of Record, the
County's Engineering Department, to establish the centerline of the future Feed Mill Road to align our
LAMPA pipelines with the future roadway design and construction. These are the MOUs between all
parties memorializing this coordination and the location of the future roadway centerline now referenced
as Feed Mill Road. Through these MOUs, all parties agreed to the centerline of the future roadway
portion north and south of Cathedral Oaks Parkway, as depicted in Exhibit A of the MOUs. CCUA's
Peters Creek WRF project consultant (Ardurra) will design to accommodate a future wastewater
connection point for the new LAMPA transmission mains. Reinhold and PCI, as the landowners, agree
to locate the future roadway as shown in the agreement. The parties intend to minimize conflicts for the
mutually beneficial planning and orderly design and construction of future roadways, utilities, and other
infrastructure improvements 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. McNees moved, seconded by Mr. Hingst, and carried 7-
0, to grant the Executive Director authorization to execute the Memorandum of Understandings on
behalf of the CCUA as an understanding between the County, the CCUA, Reinhold, and PCI as to the
centerline alignment of the future Feed Mill Road and the rights and responsibilities of the parties
moving forward.
f. Other-None
Item No. 10—Legal Business
a. Other
Mr. Williams shared he is currently working with staff on several procurement items which will be
brought to the Board for consideration in the coming months.
Item No. 11 —Old Business/New Business -None
Item No. 12—Public Comment-None
Item No. 13— Supervisor Comments
Mr. Petty shared the committee meeting today had a lot of good conversations about the proposed 2024/2025
budget.
Mr. McNees congratulated staff on their service milestones, and welcomed the new employees as mentioned in
CCUA's newsletter.
Vice-Chairman Lebesch said she appreciates the detailed budget materials used in the meeting today and
congratulated staff on their personal and professional milestones.
Mr. Gardella thanked Mr. Johnston and his staff for their efforts preparing the budget and for their patience
during the committee meeting discussions today. He also shared he appreciated the budget being lean to keep
our rates as affordable as possible.
Mrs. Taylor congratulated staff on their milestones and thanked everyone for all their efforts.
Mr. Hingst congratulated staff on their milestones and thanked everyone for lunch today. He also shared how
much he appreciates all the detailed budget information and the staff effort it took to compile it.
Chairman Starnieri acknowledged staff for the preparation of the budget and preparation of the materials for the
meeting today. He said he knows it entails lots of work, and it is greatly appreciated by the members of the
Board. He congratulated staff on their milestones and thanked Katie for all her help, he also thanked both the
committees for their efforts at today's meeting.
July 16, 2024
Item No. 14—Adjournment
Chairman Starnieri adjourned the meeting at 2:46 P.M.
James Starnieri, Chairman
Janice Loudermilk, Recording Secretary
July 16, 2024