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HomeMy WebLinkAbout06.b Minutes 090324 Regular Session MINUTES CLAY COUNTY UTILITY AUTHORITY September 3, 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. Petty 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, Mr. Gardella, Mr. Hingst, Mr. McNees, Mrs. Taylor, and Mr. Petty in attendance. Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Darryl Muse, Chief Engineer Paul Steinbrecher, Chief Financial Officer Karen Osbourne, Assistant Chief Engineer Joe Paterniti, Service Availability Manager Melisa Blaney, Risk & Safety Manager Stan Jurewicz, Environmental Compliance Manager Heather Webber, Utility Engineer Heather Cavanaugh, 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—Approval of Minutes a. Board of Supervisors Regular Meeting,August 21, 2024 After discussion, Mr. McNees moved, seconded by Mr. Gardella, and carried 6-0, to approve the minutes of the Regular Meeting held on August 21, 2024. Item No. 5—Approval of Consent Agenda After discussion, Mr. McNees moved, seconded by Mrs. Taylor, and carried 6-0, to approve the Consent Agenda as follows; a. Approval of Financial and Operational Activities 1) Approval of Payment of Warrants Warrants totaling $2,533,170.05 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 f. Statement from Grady H. Williams, Jr. LL.M. 2) Request for Asset Disposal Authorization—None 3) Sole Source Designation—None September 3, , 2024 1 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. Supplemental Agreement No. 1 to Continuing Services Contract RFQ 2023/2024- A06 with Boucher Contracting, LLC. for the Clay County Utility Authority Roofing Services b. Supplemental Agreement No. 1 to Continuing Services Contract RFQ 2023/2024- A07 with Armstrong Fence Company for Fencing Supplies and Installation at Clay County Utility Authority Facilities c. Approval of Financing Requests (1) Wastewater Service to 3153 Creighton Landing Road—Bruce and Ana Cooper d. Approval of Contract Usage—None e. Approval of Developer Agreements, Warranty Deeds & Easements 1) Developer Agreement CU23/24-20 — Water and Wastewater Infrastructure for Tanglewood Center Commercial Site (Suncoast Properties of Jacksonville, Inc.) - $1,575.51 2) Developer Agreement KU23/24-52 — Wastewater Service to 4971 Lakeshore Drive W (Charles and Dawn Blankenship) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $5,003.00 (financed $4,701.00) 3) Developer Agreement MU23/24-25 — Creekview Trail Area 4A Consisting of 153 Single Family Homes (Creekview GP, LLC) — 153 ERC's water, 153 ERC's wastewater, 153 ERC's reclaimed, 153 ERC's AWS, 153 ERC's SJRWMD, 153 ERC's debt service - $853,544.68 (deferred $817,509.60) 4) Developer Agreement MU23/24-26— Creekview Trail Area 4B Consisting of 229 Single Family Homes (Creekview GP, LLC)- 229 ERC's water, 229 ERC's wastewater, 229 ERC's reclaimed, 229 ERC's AWS, 229 ERC's SJRWMD, 229 ERC's debt service - $1,275,908.34 (deferred$1,223,592.80) 5) Grant of Easement— 105 Old Jennings Road— Grantor— First Coast Women's Services, Inc. 6) Grant of Easement—373 Polk Avenue—Grantor—Leroy and Jessie Riddle 7) Grant of Easement — 457 Madison Avenue — Grantor — Arcadio Saez Mercado and Carmen Saez 8) Grant of Easement—595 Branscomb Road—Grantor—Whitney& Jacob Rapp 9) Grant of Easement—615 Branscomb Road—Grantor- Rick and Julie Hickman 10) Grant of Easement—689 Creighton Road—Grantor- Max and Sidonie Tchuisse 11) Grant of Easement— 1008 Clay Street—Grantor—FNC Homes, Inc. 12) Grant of Easement— 1025 Fleming Street—Grantor—FNC Homes, Inc. 13) Grant of Easement—2109 Spinnaker Court—Grantor—Nasser Rukab and Allison Ross 14) Grant of Easement—3292 Creighton Lane—Grantor—James and Patricia Kossol 15) Grant of Easement—3436 Peoria Road—Grantor—Wayne and Marietta Nichols 16) Grant of Easement—6538 Woodland Drive—Grantor—James and Theodora Williams 17) Grant of Easement—6616 Woodland Drive—Grantor—Rose and William Barrett 18) Grant of Easement—Dunkin Donuts Middleburg—Grantor—Rima&Raj, LLC. 19) Grant of Easement—Tanglewood Center—Grantor—Suncoast Properties of Jacksonville, Inc. September 3, , 2024 2 Item No. 6—Customer Account Adjustments—None Item No. 7—Business discussed at committee meetings September 3, 2024 at 1:00 P.M. Mrs. Taylor provided a brief report on the Personnel Committee Meeting which was held just prior today's Regular Session to review the Executive Director's Annual Report. Item No. 8—Executive Director's Business a. Enterprise Resource Platform Update Executive Director Jeremy Johnston provided an update on the Enterprise Resource Platform deployment. This report was for the Board's information only; no action was requested or required on this item. This report will be provided at the first meeting of the month going forward. b. Ratification of Executive Director actions for the Emergency Repair and Related Purchases Declaration at Old Jennings Road and Knight Boxx Road Chief Operations Officer Darryl Muse requested ratification of the Executive Director's actions for the Emergency Repair and Related Purchases Declaration at Old Jennings Road and Knight Boxx Road. Mr. Muse provided a report on the circumstances surrounding the emergency sewer main repair and upcoming site restoration. After discussion, Mrs. Taylor moved, seconded by Mr. Petty, and carried 6-0, to ratify the actions of the Executive Director, as presented by Mr. Muse. c. Insurance Renewal Proposals for Fiscal Year 2024/2025 Risk & Safety Manager Stan Jurewicz reviewed the insurance proposals from Brown & Brown and Gallagher which were proposed for Fiscal Year 2024/2025. After discussion, Mr. Petty moved, seconded by Mrs. Taylor, and carried 6-0, to approve the proposal from Brown & Brown and authorized the Executive Director to negotiate and bind coverage at a total cost not to exceed the amount in the broker's proposal. d. Proposed Supplemental Agreement No. 1 with Ardurra Group, Inc. to the Professional Services Agreement RFQ 2023/2024-A01 to provide Civil and Environmental Professional Engineering Services for Clay County Utility Authority Condition Assessment, Repair, and Replacement Capital Needs Project Chief Engineer Paul Steinbrecher presented and discussed proposed Supplemental Agreement No. 1 with Ardurra Group, Inc. to the Professional Services Agreement RFQ 2023/2024-A01 to provide Civil and Environmental Professional Engineering Services for Clay County Utility Authority Condition Assessment, Repair, and Replacement Capital Needs Project. CCUA owns a large number of vertical assets (water plants, water reclamation facilities, lift stations) of varying ages and condition. The purpose of this project is to develop a prioritized list of Rehabilitation and Repair (R&R) projects to be implemented in a 10-year Capital Improvement Program (CIP) for vertical assets. The work will be performed by conducting a condition assessment of major infrastructure at each of the facilities, ranking the condition of assets according to standard risk scoring as a means of prioritizing and forecasting future maintenance and rehabilitation efforts, and developing initial estimated capital project costs. The R&R projects will be prioritized in three groups based on CCUA's financing capabilities and risk scores: high priority improvements (1 to 5 years), medium priority improvements (6 to 10 years), and low priority improvements (>10 years). The condition assessment output will also be used to populate CCUA's Cartegraph Asset Management System for these vertical assets. This work will be conducted as a collaborative effort between the operations and engineering groups. The work is scheduled to be September 3, , 2024 3 substantially complete for loading of next year's CIP budget. Staff selected Ardurra Group, Inc. from the Continuing Engineering Services stable of firms to perform this work based on similar recent project experience, their intimate knowledge of our facilities, and their ability to efficiently meet the project timeframes. After discussion, Mr. McNees moved, seconded by Mr. Gardella, and carried 6-0, to approve Supplemental Agreement No. 1 in the amount of $443,116.40, as presented by Mr. Steinbrecher. e. Proposed Amendment No. 2 to the Fleming Island Regional Water Reclamation Facility Expansion (2018/2019 RFQ No. 4) Agreement with CDM Smith, Inc. Utility Engineer Heather Cavanaugh presented proposed Amendment No. 2 to the Fleming Island Regional Water Reclamation Facility Expansion (2018/2019 RFQ No. 4) Agreement with CDM Smith, Inc. Staff identified age-related maintenance and repairs needed at the Fleming Island Regional WRF Biological Treatment Unit (BTU) No. 1. We originally intended to facilitate repairs to BTU No. 1 after the construction of the new BTU No. 3. On October 15, 2019, CCUA awarded CDM Smith the Professional Engineering services for BTU No. 1 and BTU No. 3 under CCUA 2018/2019 RFQ No. 4. Wharton-Smith, Inc. completed the construction of BTU No. 3 on March 29, 2023. At that time, CCUA needed to maintain the operation of BTU No. 1 as an influent flow equalization basin. Due to CCUA's continued operation of BTU No. 1, CDM Smith could not evaluate and determine the needed structural repairs to BTU No. 1. Additionally, CCUA removed the structural repairs to BTU No. 1 and the $457,500 allowance from Wharton Smith's contract to complete the BTU No. 3 construction project. CCUA recently completed the shift in influent flows, allowing work to advance on BTU No. 1. The CDM Smith team began the inspection and evaluation of BTU No. 1. CDM Smith will complete the design of the necessary repairs as described in Task No. 5 of their original agreement under CCUA 2018/2019 RFQ No. 4. This request is to amend the CDM Smith scope and fee to add bidding, and construction services that were not included in their original agreement. CDM Smith's original agreement intended to use the contractor from the BTU No. 3 construction project to complete structural repairs. Staff seeks this Amendment to the Agreement to engage CDM Smith to provide inspection, bidding assistance and construction oversight for the repairs to BTU No. 1. Staff requested approval of Amendment No. 1, and the Board approved a time extension to the original Agreement on April 16, 2024. The amended agreement timeframe approved by the Board requires CDM Smith to complete this work by March 31, 2025. After discussion, Mr. Petty moved, seconded by Mr. Gardella, and carried 6-0, to approve Amendment No. 2, in the amount of$45,339, as presented. f. Proposed Supplemental Agreement No. 1 with CDM Smith, Inc. for Saratoga Springs Water Treatment Plant Wells SS-1 and SS-2 Investigation Report Mr. Muse and Mr. Steinbrecher presented proposed Supplemental Agreement No. 1 with CDM Smith, Inc. for Saratoga Springs Water Treatment Plant Wells SS-1 and SS-2 Investigation Report. CCUA recently built and commissioned a new water treatment plant along with a reclaimed water storage and pumping facility on a five-acre property in the Saratoga Springs area to serve the growing area. This facility features two new production wells, SS-1 and SS-2, and a reclaimed water supplemental well, J- SS. During initial startup, there was an occurrence of orange-colored discharge containing orange to grayish sediment or precipitant, especially from SS-1, during the first few minutes the pump was put into service. The discharge tends to clear up after approximately five minutes of operation but has persisted on startup after being off for some time. This precipitate material (rust material) is unusual from a well, and not typically noted by our staff, our consultant, or the well driller at other sites. CCUA staff members have consulted with the well driller Complete Services and the Engineer of Record, CDM. The cause is thought to be chlorinated lube line water travelling down the well and rusting the casing during low demand periods—i.e. when the well is off for extended periods. Both recommended a limited operational and biological sampling investigation to determine the root cause of the issue. Staff worked with CDM on a scope of work that focuses on limited sampling, operational modifications to September 3, , 2024 4 isolate the lube line as a potential issue, and sampling to indicate if there are biological or chemical factors deep in the aquifer formation that are contributing to the issue. The work can be completed in less than 3 months. The CDM hydrogeologist will meet with CCUA staff twice during the investigation and will prepare a summary technical memorandum. Should this initial plan fail to identify and resolve the issue, CDM will expand the scope and budget systematically with enhanced measures that could include specialized water quality sampling for bacteria, extracting pumps to add foot valves and replace bushings on the shaft (if needed), video logging the wells, and disinfecting the wells. At this time, the well driller and the CDM do not believe these additional measures will be necessary. After discussion, Mr. McNees moved, seconded by Mrs. Taylor, and carried 6-0, to approve Supplemental Agreement No. 1, in the not to exceed amount of$30,000, as presented. g. Other Mr. Johnston reminded the members the Public Rate Hearing will be held next Tuesday September 10, 2024, at 7:00 P.M. He also shared CCUA's 30-Year Anniversary celebration is being planned for October 1, 2024. Item No. 9—Legal Business a. Other Mr. Williams reminded the members to be sure to send in their Executive Director's evaluation as soon as possible. Item No. 10—Old Business/New Business -None Item No. 11 —Public Comment-None Item No. 12—Supervisor Comments Mr. Hingst hoped everyone had a nice Labor Day weekend and thanked everyone for their efforts. Mrs. Taylor thanked everyone for all the work on the Annual Report and on today's agenda. Mr. Gardella commented on the well at Saratoga Springs Water Plant and echoed Mrs. Taylor's comments. Mr. McNees shared he will be absent on the 17th and thanked Chairman Starnieri and Mr. Gardella for their service on the Board. Mr. Petty said he will also be absent on the 17th, shared how much he appreciates all the hard work on the insurance renewal, and thanked Chairman Starnieri and Mr. Gardella as well. Chairman Starnieri thanked everyone for their efforts and knows staff will solve the issue at Saratoga Springs Water Treatment Plant. Item No. 13 —Adjournment Chairman Starnieri adjourned the meeting at 2:51 P.M. James Starnieri, Chairman Janice Loudermilk, Recording Secretary September 3, , 2024 5