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Home My WebLink About05.a Minutes 100124 MINUTES CLAY COUNTY UTILITY AUTHORITY October 1, 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 Vice-Chairman Lebesch called the meeting to order at 2:00 P.M. Item No. 2—Invocation/Pledge of Allegiance Mrs. Taylor offered the Invocation and led those in attendance in the Pledge of Allegiance. Item No. 3—Roll Call Roll Call was taken with Vice-Chairman Lebesch, Mr. Bourre, Mr. Hingst, Mr. McCall, 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 Human Resources Officer Kim Richardson, Chief Engineer Paul Steinbrecher, Assistant Chief Engineer Joe Paterniti, Assistant COO/ General Superintendent D&C David Rawlins, General Superintendent Water Jason McLain, General Superintendent Wastewater David McDonald, Service Availability Manager Melisa Blaney, Compliance Manager Heather Webber, Senior Utility Engineer Darrell Damrow, Chief Water/Wastewater Maintenance Coordinator Gary Church, Chief Field Operations Coordinator Steve Rencarge, Communications and Public Relations Specialist Kasandra Ortiz, Financial Assistant Cara Clark, Construction & Inspection Services Coordinator Matt King, Service Availability Analyst Jennifer Cron, Administrative Assistant Water & Wastewater Leslie Buchanan, Administrative Assistant Operations Alicia Baker, Administrative Assistant Engineering Annecia Asberry, and Grady H. Williams, Jr., legal counsel to the CCUA. Item No. 4— Swearing in of Supervisors and Election of Chairman and Vice-Chairman Mr. Williams conducted the swearing in of Michael Bourre, David McCall, and M. Chris McNees for appointment to the Board of Supervisors by the Clay County Board of County Commissioners for a term ending September 30, 2027. Vice-Chairman Lebesch opened the floor for nominations for Chairman. Mrs. Taylor nominated Vice-Chairman Lebesch serve as Chairman for the 2024/2025 Fiscal Year and Mr. McNees to serve as Vice-Chairman. There were no other nominations received for Chairman or Vice-Chairman. After discussion, the members WITHOUT OBJECTION elected Ms. Lebesch to serve as Chairman and Mr. McNees to serve as Vice- Chairman. Item No. 5 - Recognizing and Commemorating the 30th Anniversary of the Clay County Utility Authority Mr. Williams provided a brief history of the first meeting of the CCUA's Board of Supervisors which was held on October 1, 1994. Recording Secretary Janice Loudermilk read aloud the Proclamation recognizing and commemorating the 30th anniversary of the CCUA. After discussion, Vice-Chairman McNees moved, seconded October 1, 2024 1 by Mrs. Taylor, and carried 7-0, to adopt the Proclamation as read. Executive Director Jeremy Johnston introduced former Executive Director Ray Avery who addressed those in attendance about the history and growth of the utility during the past thirty years. Intergovernmental Coordinator for the SJRWMD Doug Conkey spoke regarding the history of his agency as a partner with CCUA and the projects they have been able to accomplish together over the years. Item No. 6—Approval of Minutes a. Board of Supervisors Regular Meeting, September 17, 2024 After discussion, Mr. Hingst moved, seconded by Mr. Petty, and carried 7-0, to approve the minutes of the Regular Meeting held on September 17, 2024. Item No. 7—Approval of Consent Agenda After discussion, Vice-Chairman McNees moved, seconded by Mr. Hingst and carried 7-0, to approve the Consent Agenda follows; a. Approval of Financial and Operational Activities 1) Approval of Payment of Warrants Warrants totaling $1,385,138.10 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 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—None e. Approval of Developer Agreements, Warranty Deeds &Easements 1) Developer Agreement KU23.24-55 — Wastewater Service to 50 Harmony Hall Road (Corey and Renee Kurlander)— 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $8,736.13 ($8,434.13 financed) 2) Developer Agreement MU23/24-27 — Parcel 61, Phase 1B — 113 Single Family Lots (Parcel 61 Ventures, LLC) — 113 ERC's water, 113 ERC's wastewater, 113 ERC's reclaimed, 113 ERC's AWS, 113 ERC's SJRWMD, 113 ERC's debt service - $945,896.88 ($603,781.60 deferred) 3) Developer Agreement SS23/24-9 — PJ's Coffee of New Orleans — 3470 Royal Pines Drive, Suite 104 — Settlement Agreement #4 (Royal Pines Shopping Center Bldg C, LLC) — 0.223 ERC's water, 0.223 ERC's wastewater, 0.223 ERC's AWS, 0.223 ERC's SJRWMD, 0.223 ERC's environmental impact, 0.223 ERC's debt service - $1,532.08 October 1, 2024 2 4) First Amendment to Grant of Easement — Grantor — Segovia Ventures, LLC and Pam, LLC 5) Grant of Easement— 1013 Floyd Street—Grantor—Robbin Dianne Fuller 6) Grant of Easement— 3153 Creighton Landing Road— Grantor— Bruce Lynn Cooper, Jr. and Ana M. Cooper 7) Grant of Easement — Calvary Assembly of God — Grantor — The Peninsular Florida District Item No. 8—Customer Account Adjustments -None Item No. 9—Business discussed at Committee Meetings -None Item No. 10—Executive Director's Business a. Enterprise Resource Platform Update Mr. Johnston provided the monthly 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. b. May 2024 Financial Package Chief Financial Officer Karen Osbourne presented the Financial Statements for May and reported operating income is $1,894,197 (17%) over budget due to an unfavorable revenue and favorable expense variance. Operating revenue is $356,039 (0.8%) under budget and operating expenses are $2,250,235 under budget. CCUA has gained 1,018 active water accounts and 1,022 active sewer accounts during fiscal year 2023/2024. After discussion, Mr. Petty moved, seconded by Mrs. Taylor, and carried 7-0, to accept the Financial Statements for May 2024, as presented by Ms. Osbourne. c. Ratification to Emergency Response Declaration Hurricane Helene Mr. Johnston reviewed staff's response to Hurricane Helene and requested ratification of the Emergency Declaration which was issued. After discussion, Vice-Chairman McNees moved, seconded by Mr. Petty, and carried 7-0, to ratify the actions of the Executive Director associated with the Emergency Response Declaration for Hurricane Helene. Chairman Lebesch shared how much she appreciated the communications from Mr. Johnston throughout the event. d. Other Mr. Johnston shared the new Operator Training Policy will be submitted for consideration at an upcoming meeting and asked the members to bring their schedules to the next meeting so a facility tour can be scheduled. At a future meeting the members will be discussing a new policy based on the findings of the Rate Study. Mr. Johnston also informed the members of the upcoming Well-o-Ween event which will be held on October 25, 2024. Item No. 11 —Legal Business a. Action on proposed Resolution No. 2024/2025-01 — Annual Rate Resolution and Service Availability Policy b. Action on proposed Resolution No. 2024/2025-02—Annual Budget Resolution c. Action on proposed Resolution No. 2024/2025-03 —Annual Five-Year Capital Plan Resolution October 1, 2024 3 Mr. Williams presented for approval proposed Resolution No. 2024/2025-01 which is adopting, amending, and restating the water and wastewater utility rates, Service Availability Policy, and Fire Hydrant Meter Policy. After discussion, Vice-Chairman McNees moved, seconded by Mrs. Taylor, and carried 7-0, to approve, adopt, and enact the Resolution. He also presented Resolution No. 2024/2025-02 —Adopting the Annual Budget. After discussion, Mr. Petty moved, seconded by Mr. Hingst, and carried 7-0, to approve, adopt, and enact the Resolution. Resolution No. 2024/2025-03 — Adopting the Annual Five-Year Capital Plan. After discussion, Mrs. Taylor moved, seconded by Mr. Hingst, and carried 7-0, to approve, adopt, and enact the Resolution, as presented by Mr. Williams. d. Approval of Annual Private Attorney Services Agreements 1) de la Parte, Gilbert, McNamara& Caldevilla, P.A. 2) Bachara Construction Law Group, P.A. 3) Grady H. Williams, Jr., LLM. Attorneys at Law, P.A. 4) Sundstrom& Mindlin, LLP 5) Glenn A. Taylor Professional Association Mr. Williams presented a request for approval of the Attorney Engagement Package with de la Parte, Gilbert, McNamara & Caldevilla, P.A., Bachara Construction Law Group, P.A., Grady H. Williams, Jr., LLM. Attorneys at Law, P.A., Sundstrom & Mindlin, LLP, and Glenn A. Taylor Professional Association. After discussion, Mr. Hingst moved, seconded by Mr. Petty, and carried 7-0, to approve the Attorney Engagement Packages, as presented by Mr. Williams. e. Other - None Item No. 12—Old Business/New Business -None Item No. 13 —Public Comment-None Item No. 14—Supervisor Comments Chairman Lebesch thanked the members of the Board for selecting her to serve as Chairman for the 2024/2025 Fiscal Year. Item No. 15 —Adjournment Chairman Lebesch adjourned the meeting at 2:51 P.M. Anna Lebesch, Chairman Janice Loudermilk, Recording Secretary October 1, 2024