HomeMy WebLinkAbout04.a Minutes 111924 MINUTES
CLAY COUNTY UTILITY AUTHORITY
November 19, 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 Lebesch 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 Lebesch, Vice-Chairman McNees, Mr. Bourre, Mr. Hingst, Mr. McCall, Mr.
Petty, 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 Engineer Joe Paterniti, Utility Engineer Heather Cavanagh,
Procurement Manager Angelia Wilson, Service Availability Manager Melisa Blaney, Environmental
Compliance Manager Heather Webber, Senior Service Availability Engineer Darrell Damrow, Communications
and Public Relations Specialist Kasandra Ortiz, Contract and Procurement Specialist Darrin Parker,
Administrative Assistant Operations Alicia Ellis, Administrative Assistant Engineering Annecia Asberry, and
Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Employee Recognition
a. Dale Rodgers—20 years
b. Darin Ernst— 15 years
c. Dillon Lucas— 10 years
Executive Director Jeremy Johnston presented a certificate to New Installations Foreman Dale Rodgers
acknowledging his twenty years of service. He also presented a certificate to Chief Operator Wastewater
Darin Ernst recognizing his fifteen years and Water/Wastewater Maintenance Mechanic Dillon Lucas
acknowledging his ten years of employment at the CCUA.
Item No. 5 —Approval of Minutes
a. Board of Supervisors Regular Meeting,November 6, 2024
After discussion, Vice-Chairman McNees moved, seconded by Mr. Bourre, and carried 7-0, to approve
the minutes of the Regular Meeting held on November 6, 2024.
Item No. 6—Approval of Consent Agenda
After discussion, Mr. Petty moved, seconded by Vice-Chairman McNees, and carried 7-0, to approve
the Consent Agenda follows;
November 19, 2024 1
1) Approval of Payment of Warrants
Warrants totaling $4,860,947.20
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—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 Contract Renewal for the Professional Service Agreement with
Advanced Environmental Laboratories, Inc.
b. Proposed Approval of Contract Renewal for the Professional Service Agreement with
Pace Analytical Services, LLC
c. Proposed Approval of Contract Renewal for the Brass Fittings Contract ITB No.
2020/2021-A20
d. Proposed Approval of Contract Renewal for the Wastewater Residual Disposal
Services Contract ITB No. 2012/2013-Al
e. Proposed Approval of Contract Renewal for the Surveying & Mapping Professional
Services Contract RFQ No. 2022/2023-A22
f. Proposed Professional Service Agreement Renewal with Quadrant Security, LLC
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 CU24/25-4 — Middleburg Self Storage — 1556 Baxley Road
(Middleburg Self Storage, LLC) — 2.5 ERC's water, 2.5 ERC's wastewater, 2.5 ERC's
AWS, 2.5 ERC's SJRWMD, 2.5 ERC's environmental impact, 2.5 ERC's debt service -
$32,253.81
2) Developer Agreement GC24/25-1 — The Rookery Amenity Center — 1725 Pearce Blvd
(D.R. Horton, Inc. — Jacksonville) — 11 ERC's water, 7 ERC's wastewater, 6.5 ERC's
reclaimed, 11 ERC's AWS, 11 ERC's SJRWMD, 7 ERC's debt service - $47,576.60
3) Developer Agreement KU24/25-2 — Water and Wastewater Service to 3178 Moody
Avenue (Sherrie & Neil Porter)— 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC
SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $14,139.63
4) Developer Agreement KU24/25-3 - Water and Wastewater Service to 3172 Moody
Avenue (1 Fire, LLC) — 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC
SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $6,516.08
5) Developer Agreement KU24/25-4—Water and Wastewater Service to 1127 Crown Court
(Julian Brittingham)— 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC SJRWMD,
1 ERC environmental impact, 1 ERC debt service - $14,245.41
6) Developer Agreement MU24/25-1 —Robinson Ranch Amenity Center—2619 Noah Pines
Place (AMH Robinson Tract Development, LLC) — 9 ERC's water, 4.5 ERC's
wastewater, 7 ERC's reclaimed, 9 ERC's AWS, 9 ERC's SJRWMD, 4.5 ERC's debt
service - $37,259.02
7) Developer Agreement MU24/25-3 — Anabelle Island Subdivision, Phase 3, 4 & 5 (DFC
Anabelle, LLC) — 513 ERC's water, 513 ERC's wastewater, 513 ERC's reclaimed, 513
ERC's AWS, 513 ERC's SJRWMD, 513 ERC's debt service - $3,160,218.18 (deferred
$2,741,061.60)
8) Grant of Easement—50 Harmony Hall Road—Grantor—Corey& Renee Kurlander
9) Grant of Easement—3862 Cypress Bend Lane—Grantor—Christopher& Felisha Foote
Item No. 7—Customer Account Adjustments—None
November 19, 2024
Item No. 8—Rate Study Workshop—Part 1
Mr. Johnston presented Part 1 of the three-part Workshop series to discuss the findings and recommendations
within CCUA's Rate Study. The option of moving to a tiered rate structure for all customer classes using
potable water was discussed. The current commercial potable water rate versus the proposed tiered rates and the
pros and cons of each option were discussed. This report was for the Board's information; no action was
requested or required at this time. Part 2 of the Workshop series will be held on December 17, 2024.
Item No. 10—Executive Director's Business
a. August 2024 Financial Package
Mr. Johnston presented the Financial Statements for August and reported operating income is
$4,292,154 (27%) over budget due to a favorable revenue and favorable expense variance. Operating
revenue is $1,492,312 (3%) over budget and operating expenses are $2,779,842 (7%) under budget.
CCUA has gained 1,539 active water accounts and 1,520 active sewer accounts during fiscal year
2023/2024. After discussion, Mr. Petty moved, seconded by Mr. Bourre, and carried 7-0, to accept the
Financial Statements for August 2024, as presented by Mr. Johnston.
b. Interlocal Agreement with Clay County for the Bonded Transportation Program No. 5 - County Road
220, from Baxley Road to Henley Road, in Clay County, Florida
Assistant Chief Engineer Joe Paterniti presented a proposed Interlocal Agreement with Clay County for
the Bonded Transportation Program (BTP) No. 5 - County Road 220, from Baxley Road to Henley
Road, in Clay County, Florida. As part of the County's BTP, the County intends to conduct roadway
widening and other improvements along CR- 220 from Baxley Road to Henley Road. The County
initially used an alternative procurement method to perform the project, Construction Management at
Risk, contracted with a design engineer, Jacobs Engineering, and a roadway contractor, Superior
Construction Inc., to complete the design and construction of the project. CCUA maintains substantial
utility infrastructure in the right-of-way and within easements in the County's project area. This
infrastructure will conflict with the County's roadway project and must be relocated for the work to
proceed. The intent of this agreement is for CCUA to combine utility relocations with the County's
roadway improvements into a single project. This arrangement will provide design and construction
efficiencies and minimize property disruption along the roadway corridor. The County's engineer has
reached the 90 percent design completion level. Once the design is complete, the project will be placed
on hold until the funds are available to complete the construction. The County has released the
contractor from the project. The County has not provided a timeline for moving the project to
construction. The County opted to leave the construction portion out of this Agreement. When the
construction date is known, a future agreement with the County will be required. After discussion, Mr.
Bourre moved, seconded by Mrs. Taylor, and carried 7-0, to approve execution of the Interlocal
Agreement (CC Agreement/Contract 2024/2025-35), and payment of$81,377.48, for the design portion
of the project, as presented.
c. Proposed Supplemental Agreement No. 1 to the Civil and Environmental Engineering Professional
Services Agreement RFQ 2023/2024-A01 with Jones Edmunds and Associates, Inc. to provide
Professional Engineering Services for the Conversion and Development of CCUA's Hydraulic Sewer
Model
Senior Service Availability Engineer Darrell Damrow presented a proposed Supplemental Agreement
No. 1 to the Civil and Environmental Engineering Professional Services Agreement RFQ 2023/2024-
A01 with Jones Edmunds and Associates, Inc. (JE) to provide Professional Engineering Services for the
November 19, 2024 3
Conversion and Development of CCUA's Hydraulic Sewer Model. In the first phase of this project,
under a previous agreement, JE analyzed CCUA's existing model and provided a summary and
recommendation of the modeling alternatives available because the current modeling software is being
discontinued. CCUA elected to convert the existing model to Innovyze's InfoWorks ICM modeling
software and JE completed the conversion and truthing of the Mid-Clay WRF service area model. This
supplemental agreement represents a continuation of that work. JE will convert the existing model of
CCUA's Spencer's Crossing WRF service area to the new software, update the model to include all
current elements, and develop a future scenario for planning. JE proposed to provide these services for a
time and materials fee not to exceed $54,480.00. After discussion, Mr. Hingst moved, seconded by Mrs.
Taylor, and carried 7-0, to approve Supplemental Agreement No. 1, as presented.
d. Proposed Supplemental Agreement No. 1 to the Civil and Environmental Engineering Professional
Services Agreement RFQ 23-24-A01 with Carollo Engineering, Inc. to provide Professional
Engineering Services for SRF Grant Funding Support for Project Quench
Chief Engineer Paul Steinbrecher presented a proposed Supplemental Agreement No. 1 to the Civil and
Environmental Engineering Professional Services Agreement RFQ 23-24-A01 with Carollo
Engineering, Inc. to provide Professional Engineering Services for SRF Grant Funding Support for
Project Quench. The State of Florida has been directing utilities to seek infrastructure cost share through
State Grant Programs. CCUA and our Engineer of Record for Project Quench, Carollo, submitted a
Request for Inclusion to the Florida Department of Environmental Protection for the Clean Water State
Revolving Fund Emerging Contaminants program in July 2024 for Project Quench. While this program
operates under the SRF umbrella, if approved. The FDEP administers these applications as a grant with
100% principal loan forgiveness. On August 22, 2024, CCUA was informed that their project was
approved at FDEP's quarterly priority meeting for a planning loan application of up to $1,000,000 (all in
the form of, principal forgiveness, so in practical terms, a grant). The grant would support generation of
data relevant to potential future full-scale design, including collecting water quality data for a 12-month
duration. To obtain funding, a planning loan application must be completed and submitted prior to
December 12, 2024. Disbursement requests will be made for the period between being approved on the
priority list (August 22, 2024) to the end of operating the pilot for twelve months, which is expected to
be through October 2025. After discussion, Mrs. Taylor moved, seconded by Vice-Chairman McNees,
and carried 7-0, to approve Supplemental Agreement No. 1 in the amount of$15,497, as presented.
e. Other
Mr. Johnston shared with the Board staff is currently working on modernizing CCUA Purchasing Policy
and he will be attending some industry related conferences next month. He also shared CCUA will be
participating in the Hydrant Hysteria competition in both the male and female divisions. He reminded
everyone about the upcoming Holiday Party on December 12th and congratulated the winners of
CCUA's second unofficial golf tournament.
Item No. 10—Legal Business
a. Other
Mr. Williams reported he and CCUA's outside counsel are receiving and responding to the annual
response letters which are a part of CCUA's external audit process.
Item No. 11 —Old Business/New Business -None
November 19, 2024 4
Item No. 12—Public Comment-None
Director of Economic Development, John Krug, of Niagara Bottling addressed the Board regarding his
company's concerns if CCUA moves to a tiered rate structure for commercial customers and offered to provide
a tour of their facility for any interested staff or members of the Board.
Item No. 13 — Supervisor Comments
Chairman Lebesch congratulated everyone on their service milestones, thanked Vice-Chairman McNees for
covering the last meeting, and shared how much she enjoyed the Well-o-Ween event. She also wished everyone
a safe and happy Thanksgiving.
Vice-Chairman McNees and Mr. Petty both shared they will not be able to attend the next Board meeting.
Item No. 14—Adjournment
Chairman Lebesch adjourned the meeting at 3:00 P.M.
Anna Lebesch, Chairman
Janice Loudermilk, Recording Secretary
November 19, 2024 5