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Home My WebLink About05.b 020425 Minutes MINUTES CLAY COUNTY UTILITY AUTHORITY February 4, 2025 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 Chaiman Lebesch, Vice-Chairman McNees, Mr. Petty, and Mrs. Taylor in attendance. Also present at the meeting were Executive Director Jeremy Johnston, Chief Financial Officer Karen Osbourne, Assistant Chief Operations Officer/General Superintendent Distribution & Collection David Rawlins, Service Availability Manager Melisa Blaney, Procurement Manager Angelia Wilson, Customer Service & Billing Manager Diana Strickland, Senior Service Availability Engineer Darrell Damrow, Contract & Procurement Specialist Darrin Parker, Administrative Assistant Water & Wastewater Leslie Buchanan, Administrative Assistant Operations Alicia Ellis, 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, January 21, 2025 After discussion, Vice-Chairman McNees moved, seconded by Mrs. Taylor, and carried 4-0, to approve the minutes of the Regular Meeting held on January 21, 2025. Item No. 5—Approval of Consent Agenda After discussion, Vice-Chairman McNees moved, seconded by Mr. Petty, and carried 4-0, to approve the Consent Agenda as follows; 1) Approval of Payment of Warrants Warrants totaling $3,519,210.26 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 February 4, 2025 1 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 Water/Wastewater Infrastructure General Construction Services RFP No. 2021/2022-A03 b. Proposed Renewal for the Professional Service Agreement with Proof+Geist, LLC for Ongoing Technology Support and Consulting Services 2) Approval of Supplemental Agreements and Change Orders a. Proposed Supplemental Agreement No. 2 to Continuing Services Contract RFQ 2023/2024-A07 with Armstrong Fence Company for Fencing Supplies and Installation at Tanglewood Water Treatment Plant c. Approval of Financing Requests—None d. Approval of Contract Usage (1) OMNIA Partners Copiers, Printers, Managed Print Services & IT Solutions Contract No. R191104 e. Approval of Developer Agreements, Warranty Deeds & Easements 1) Developer Agreement KU24/25-15 — Modification to Developer Agreement — Fire Protection for the Fleming Island Surgery Center — 1711 Eagle Harbor Pkwy (AG Fleming Island RE Holdings, LLC) - $17,399.75 2) Developer Agreement MU24/25-8 — Asbury Hammock — 170 Single Family Lots (Richmond American Homes of Florida, LP)— 170 ERC's water, 170 ERC's wastewater, 170 ERC's AWS, 170 ERC's SJRWMD, 170 ERC's environmental impact - $1,069,719.29 (deferred$955,835.20) 3) Developer Agreement RU24/25-3 — Water and Wastewater Service to 4050 Everett Avenue (Diane & David Davison) — 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $27,238.89 (financed$26,936.89) 4) Grant of Easement—2001 Lakeshore Drive North—Grantor—Larry& Paulette Hinken 5) Grant of Easement—7714 River Avenue—Grantor—Mark& Suzanne Silver 6) Grant of Easement — Clay County Town Center — Lot 16 — 1625 Jeremiah Street — Grantor—Clay Town Center Hospitality, LLC 7) Grant of Easement — 29 Blanding Boulevard — Grantor — Bank of America National Association 8) Temporary Construction Easement — 29 Blanding Boulevard — Grantor — Bank of America National Association Item No. 6—Customer Account Adjustments a. Mary Marcus—2711 Woodsdale Drive, Middleburg, Florida Customer Service & Billing Manager Diana Strickland presented a request on behalf of Ms. Mary Marcus who has a residential utility account at 2711 Woodsdale Drive in Middleburg, Florida. Ms. Marcus presented an e-check payment in the amount of$54.97 on December 17, 2024. This payment was entered into her SpryEngage portal account, at which time the account information was saved to her virtual wallet within the system. Due to an incorrect account number being entered, the payment was subsequently returned as "Unable to Locate" and her account was charged a $30.00 return payment fee. This $30.00 fee was waived as a courtesy upon her request, per CCUA policy listed for Customer Programs: Service Charges. Ms. Marcus repaid the original amount of the e-check using a credit/debit card. On January 13, 2025, Ms. Marcus made a second e-check payment, not realizing she had stored the February 4, 2025 2 previous payment information in December and was using the same incorrect account number. That payment also returned as "Unable to Locate" and Ms. Marcus was charged another $30.00 return payment fee. Ms. Marcus requested this fee be waived. However, based on current CCUA policy, her account does not qualify to have this fee waived. Per CCUA policy listed for Customer Programs: Returned Checks, the customer must meet qualifying criteria, which includes the customer must not have had a credit related service interruption or late payment for at least the past five consecutive years. Ms. Marcus has had one late payment on February 4, 2021, at which time her account was charged a late fee. Staff supports Ms. Marcus' request to waive the second fee and has taken steps to ensure the incorrect information has been removed from her virtual wallet. After discussion, Mr. Petty moved, seconded by Mrs. Taylor, and carried 4-0, to waive the $30 fee as requested by Ms. Marcus. Item No. 7—Business discussed at committee meetings a. Report on Audit/Finance Committee Meeting — 1:00 P.M. and request for acceptance of the 2023/2024 Fiscal Year Audited Financial Statements Audit/Finance Committee Chairman McNees informed those in attendance the committee met with Zach Chalifour of James Moore & Co. P.L. prior to today's Regular Session to discuss the 2023/2024 Fiscal Year Audit. After discussion, Mr. Petty moved, seconded by Mrs. Taylor, and carried 4-0, to accept the audited Financial Statements as presented. 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. b. September 2024 Financial Package Chief Financial Officer Karen Osbourne presented the Financial Statements for September and reported operating income is $4,415,060 (26%) over budget due to a favorable revenue and favorable expense variance. Operating revenue is $1,791,441 (3%) over budget and operating expenses are $2,623,620 (6%) under budget. CCUA has gained 1,550 active water accounts and 1,546 active sewer accounts during fiscal year 2023/2024. After discussion, Mrs. Taylor moved, seconded by Vice-Chairman McNees, and carried 4- 0, to accept the Financial Statements for September 2024, as presented by Ms. Osbourne. c. Action on proposed Resolution No. 2024/2025-07—Procurement Policy Mr. Johnston and Procurement Manager Angelia Wilson presented proposed Resolution No. 2024/2025-07 — Procurement Policy and reviewed a presentation regarding CCUA's Procurement Policy Modernization. After discussion, Mr. Petty moved, seconded by Mrs. Taylor and carried 4-0, to approve, adopt, and enact Resolution No. 2024/2025-07—Procurement Policy, as presented. d. Proposed Amendment No. 1 to Supplemental Agreement No. 5 with Dewberry Engineers Inc. for Civil and Environmental Services Agreement 2019/2019 RFQ No 3 to provide Professional Engineering Services for Lake Asbury Master Plan Program Management Senior Service Availability Engineer Darrell Damrow presented proposed Amendment No. 1 to Supplemental Agreement No. 5 with Dewberry Engineers Inc. for Civil and Environmental Services Agreement 2019/2019 RFQ No 3 to provide Professional Engineering Services for Lake Asbury Master February 4, 2025 3 Plan Program Management. After discussion, Vice-Chairman McNees moved, seconded by Mrs. Taylor, and carried 4-0, to approve Amendment No. 1 to Supplemental Agreement No. 5 with Dewberry Engineers Inc. in the amount of$57,760.08, as presented. e. Supplemental Agreement No. 1 with Dewberry Engineers Inc. for Civil and Environmental Engineering Professional Services Agreement RFQ 2023/2024-A01 to provide Professional Engineering Services for Water and Reclaimed Main Extensions in Lake Asbury Master Plan Area Mr. Damrow presented proposed Supplemental Agreement No. 1 with Dewberry Engineers Inc. for Civil and Environmental Engineering Professional Services Agreement RFQ 2023/2024-A01 to provide Professional Engineering Services for Water and Reclaimed Main Extensions in Lake Asbury Master Plan Area. After discussion, Mrs. Taylor moved, seconded by Mr. Petty, and carried 4-0, to approve Supplemental Agreement No. 1 with Dewberry Engineers Inc. in the amount of$509,630.08, as presented. f. Requested Ratification of Limited Emergency Declaration Operations Winter Weather Mr. Johnston requested ratification of Limited Emergency Declaration Operations Winter Weather on Wednesday, January 22, 2025. After discussion, Vice-Chairman McNees moved, seconded by Mr. Petty, and carried 4-0, to ratify Limited Emergency Declaration, as presented. g. Other Mr. Johnston shared he will be in Tallahassee next week and reminded those in attendance the final Rate Study Workshop will be held at 1:00 PM, on Tuesday, February 18, 2025, for a review of the information discussed in the three Workshop Sessions and staff's formal recommendations. Item No. 9—Legal Business a. Other - None Item No. 10—Old Business/New Business -None Item No. 11 —Public Comment-None Item No. 12—Supervisor Comments Chairman Lebesch thanked staff members for all their efforts associated with the 2023/2024 Fiscal Year Audit and the development of the new Procurement Policy. Item No. 13 —Adjournment Chairman Lebesch adjourned the meeting at 3:00 P.M. Anna Lebesch, Chairman Janice Loudermilk, Recording Secretary February 4, 2025 4