The URL can be used to link to this page

Home My WebLink About04.b 021825 Regular Session Minutes MINUTES CLAY COUNTY UTILITY AUTHORITY February 18, 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. Bourre 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 Financial Officer Karen Osbourne, Chief Engineer Paul Steinbrecher, Assistant Chief Engineer Joe Paterniti, Service Availability Manager Melisa Blaney, Procurement Manager Angelia Wilson, Communications and Public Relations Specialist Kasandra Ortiz, 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. Marc McMahon—5 years Executive Director Jeremy Johnston presented a certificate to Field Service Technician Marc McMahon acknowledging his five years of employment with the CCUA. Item No. 5 —Approval of Minutes a. Board of Supervisors Audit/Finance Committee Meeting, February 4, 2025 b. Board of Supervisors Regular Meeting, February 4, 2025 After discussion, Vice-Chairman McNees moved, seconded by Mr. Petty, and carried 7-0, to approve the minutes of the Audit/Finance Committee Meeting and Regular Meeting held on February 4, 2025. Item No. 6—Approval of Consent Agenda After discussion, Vice-Chairman McNees moved, seconded by Mr. Petty, and carried 7-0, to approve the Consent Agenda follows; a. Approval of Financial and Operational Activities 1) Approval of Payment of Warrants February 18, 2025 1 Warrants totaling $5,970,122.29 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—None 2) Approval of Supplemental Agreements and Change Orders a. Proposed Task Order No. 42 with Insituform Technologies, LLC for the Grove Park Rehab Project Cured in Place Pipe Lining b. Proposed Supplemental Agreement No. 3 to Continuing Services Contract RFQ 2023/2024-A07 with Armstrong Fence Company for Fencing Supplies and Installation at Mid Clay Wastewater Treatment Plant c. Approval of Financing Requests—None d. Approval of Contract Usage—None e. Approval of Developer Agreements, Warranty Deeds &Easements 1) Developer Agreement GC24/25-2 — Saratoga Springs Subdivision Phase 1A— Consisting of 400 Lots (SRTG DEV Owner, LLC) — 400 ERC's water, 400 ERC's wastewater, 400 ERC's reclaimed, 400 ERC's AWS, 400 ERC's SJRWMD, 400 ERC's debt service - $2,305,946.93 (deferred$2,209,224.00) 2) Developer Agreement GC24/25-3 — Saratoga Springs Subdivision Phase 4A— Consisting of 201 Lots (Saratoga Sagebrook, LLC) — 201 ERC's water, 201 ERC's wastewater, 201 ERC's reclaimed, 201 ERC's AWS, 201 ERC's SJRWMD, 201 ERC's debt service - $1,741,092.03 (deferred$1,110,135.06) 3) Developer Agreement KH24/25-2 — Water Service to 452 & 468 SE 42nd Street (KIR Homes, Inc.)—2 ERC's water, 2 ERC's AWS, 2 ERC's SJRWMD, 2 ERC's debt service - $12,085.43 4) Developer Agreement KU24/25-16 - Wastewater Service to 1767 Landward Lane (John Wesley and Lauren Haizlip) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $13,236.24 5) Developer Agreement KU24/25-17 — Wastewater Service to 4757 Raggedy Point Road (Brad and Amanda Boyle) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $9,278.48 6) Grant of Easement—64 Swimming Pen Drive—Grantor—Shawn and Megan Dorsey Item No. 7—Customer Account Adjustments—None Item No. 8—Joint Committee Meeting regarding the Rate Study Workshop Review Chairman Lebesch shared the Audit/Finance and Personnel Committees met prior to today's Regular Session to review and discuss the information and management's recommendations regarding CCUA's Rate Study. February 18, 2025 2 Item No. 10—Executive Director's Business a. October 2024 Financial Package Chief Financial Officer Karen Osbourne presented the Financial Statements for October and reported operating income is $361,911 (-21%) under budget due to an unfavorable revenue and unfavorable expense variance. Operating revenue is $340,601 (-6%) over budget and operating expenses are $21,310 (1%) under budget. CCUA has gained 199 active water accounts and 195 active sewer accounts during fiscal year 2024/2025. After discussion, Mr. Petty moved, seconded by Mrs. Taylor, and carried 7-0, to accept the Financial Statements for October 2024, as presented by Ms. Osbourne. b. Proposed award of the contract for 2024/2025-A01-North Campus Driveway Project to Warden Contracting Corporation Procurement Manager Angelia Wilson and Assistant Chief Engineer Joe Paterniti presented a proposed award of the contract for 2024/2025-A01-North Campus Driveway Project to Warden Contracting Corporation. This project aims to provide an alternative means of ingress and egress to mitigate safety concerns with the traffic on Old Jennings Road. Staff continues to experience safety concerns when exiting the existing CCUA administration campus driveway onto Old Jennings Road. CCUA engaged Jones Edmunds & Associates, Inc. (Jones Edmunds) to evaluate the feasibility of three (3) alternate driveway routes. Based on this evaluation, staff selected the most economical alternative that minimized the impact on the surrounding community. The new driveway route will begin along the south side of the new CCUA maintenance building and extend west along a newly acquired 40-foot-wide easement connecting to Brannan Mill Boulevard. Staff successfully negotiated the acquisition of this easement from the Brannan Mill HOA, which is necessary for constructing the driveway. Jones Edmunds & Associates, Inc., has completed the design and construction documents for the North Campus Driveway. On January 6, 2025, staff publicly advertised the above-referenced project on CCUA's OpenGov Procurement Portal and in the Florida Times-Union. During the bid opening on January 30, 2025, CCUA received three (3) bids. However, two (2) bidders, DB Civil Construction, LLC and Besch and Smith Civil Group, Inc., did not meet the minimum requirements outlined in the solicitation which stated: The Bidder must be a licensed Florida General Contractor, verifiable on http://www.myfloridalicense.com/dbpr/. As a result, staff and Jones Edmunds recommend awarding the project to the qualified and responsive bidder, Warden Contracting Corporation despite them being the highest bidder. Jones Edmunds provided an updated Opinion of Probable Construction Cost (OPCC) of $535,000 in the spring of 2024 that staff used to establish the FY2024/2025 Capital Improvement Plan (CIP). Jones Edmunds provided an updated OPCC of$635,000, in August 2024. Engineering design and construction administration services for the project total $183,732. Staff requests a budget increase of $270,000 from the FY2024/2025 CIP Management Reserve Account to cover the project costs and allow for an approximately 10% contingency. After discussion, Mr. Petty moved, seconded by Mr. McCall, and carried 7-0, to approve execution of the contract with Warden Contracting Corporation, necessary deductive Change Orders for the direct purchase of material and equipment, transfer of $270,000 from the FY2024/2025 CIP Management Reserve Account, and the associated bid documents for this project, as presented. February 18, 2025 3 c. Other Mr. Johnston shared his trip to Tallahassee was very successful and he thanked the local legislative delegation and Mr. Chris Dawson of GrayRobinson, P.A. for his efforts in coordinating the meetings. He also informed the members staff will be attending the upcoming First Coast Expressway Summit and will be starting work on the Fiscal Year 2025/2026 budget beginning in March. Item No. 10—Legal Business a. Other-None Item No. 11 —Old Business/New Business -None Item No. 12—Public Comment-None Item No. 13 —Supervisor Comments Vice-Chairman McNees thanked Ms. Osbourn for her efforts in preparing and presenting the financial statements. Mr. Bourre thanked Mr. Johnston and Mr. Rawlins for providing him a tour of CCUA facilities. Chairman Lebesch inquired about the email regarding the Mid-Clay access driveway, Mr. Johnston provided additional information on the incident. She also thanked everyone for their efforts. Item No. 14—Adjournment Chairman Lebesch adjourned the meeting at 2:26 P.M. Anna Lebesch, Chairman Janice Loudermilk, Recording Secretary February 18, 2025