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Home My WebLink About06.a Minutes Regular Session 030425 MINUTES CLAY COUNTY UTILITY AUTHORITY March 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. Hingst 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, Mr. Bourre, Mr. McCall, Mr. Hingst, 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, Service Availability Manager Melisa Blaney, Procurement Manager Angelia Wilson, Environmental Compliance Manager Heather Webber, Communications and Public Relations Specialist Ashley Taliaferro, Contract & 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—Approval of Minutes a. Joint Committee Workshop, February 18, 2024 b. Board of Supervisors Regular Meeting, February 18, 2025 After discussion, Mr. McCall moved, seconded by Mrs. Taylor, and carried 6-0, to approve the minutes of the Joint Committee Workshop and Regular Meeting held on February 18, 2025. Item No. 5—Approval of Consent Agenda After discussion, Mr. Petty moved, seconded by Mr. McCall, and carried 6-0, to approve the Consent Agenda as follows; 1) Approval of Payment of Warrants Warrants totaling $5,182,450.12 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 March 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 the Fourth Chemical Supplier Contract Renewal ITB No.2020/2021-A5 b. Proposed Approval of Continuing Contract Renewal for Ground Storage Tank Maintenance and Rehabilitation RFP No. 2021/2022-A05 2) Approval of Supplemental Agreements and Change Orders a. Proposed Supplemental Agreement No. 2 to the Continuing Services Contract RFQ 2022/2023-A02 with Kimley-Horn and Associates, Inc. for Corrosivity Water Sampling at Ravines Water Treatment Plant and Orange Park Grid b. Proposed Supplemental Agreement No. 4 to Master Contract RFP No. 2021/2022- A05 for TankRehab.com, LLC to provide Tank Repairs at Mid-Clay Water Reclamation Facility ITB No. 2021/2022-A28 c. Approval of Financing Requests—None d. Approval of Contract Usage—None e. Approval of Developer Agreements, Warranty Deeds & Easements 1) Developer Agreement CU24/25-8 — Wastewater Service to 107 Knight Boxx Road (Arthur and Susan Ivey) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $5,152.23 ($4,850.23 financed) 2) Developer Agreement KU24/25-18 — Water and Wastewater Service to 3087 Doctors Lake Drive (James and Catherine Brown) — 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $17,088.52 3) Developer Agreement KU24/25-19 — Water and Wastewater Service to 1662 White Owl Road(Robert and Christy Surgeoner)— 1 ERC water, 1 ERC wastewater, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC environmental impact, 1 ERC debt service - $6,516.08 4) Developer Agreement KU24/25-20 — Sunrise Cove — 10 Single Family Lots (Wiggins Construction Company of North Florida, Inc.) — 10 ERC's water, 10 ERC's wastewater, 10 ERC's AWS, 10 ERC's SJRWMD, 10 ERC's environmental impact - $60,658.48 ($56,225.60 deferred) 5) Developer Agreement MU24/25-9 — Dunkin Donuts — 2915 Henley Road (Rima & Raj, LLC) — 4.50 ERC's water, 2 ERC's wastewater, 4.50 ERC's AWS, 2 ERC's environmental impact, 2 ERC's debt service - $17,042.35 6) Developer Agreement RU24/25-4 — Wastewater Service to 3779 Creek Hollow Lane (Hunter and Carrie Chancey) — 1 ERC wastewater, 1 ERC environmental impact, 1 ERC debt service - $8,774.84 7) Grant of Easement— 821 Branscomb Road—Grantor—Madyson and Robert Kirchner 8) Grant of Easement — Saratoga Springs LAMPA Transmission Mains (Feed Mill Road — South)—Grantor— Saratoga Sagebrook, LLC 9) Grant of Easement — Saratoga Springs LAMPA Transmission Mains (Feed Mill Road — North)—Grantor— SRTG DEV Owner, LLC 10) Temporary Grant of Easement - Saratoga Springs Offsite LAMPA Transmission Mains (Feed Mill Road— South)—Grantor—Saratoga Sagebrook, LLC Item No. 6—Customer Account Adjustments -None Item No. 7—Business discussed at committee meetings -None 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. March 4, 2025 2 b. November 2024 Financial Package Chief Financial Officer Karen Osbourne presented the Financial Statements for November and reported operating income is $93,559 (-3%) under budget due to an unfavorable revenue and favorable expense variance. Operating revenue is $317,330 (-3%) under budget and operating expenses are $223,771 (3%) under budget. CCUA has gained 283 active water accounts and 274 active sewer accounts during fiscal year 2024/2025. After discussion, Mr. Bourre moved, seconded by Mr. McCall, and carried 6-0, to accept the Financial Statements for November 2024, as presented by Ms. Osbourne. c. Request for advance approval to piggyback the City of Tallahassee Contract #5180 and Beck Auto Sales, Inc. Agreement for New Municipal Vehicles, Cars, Vans, Sport Utility Vehicles, and Light Trucks Procurement Manager Angelia Wilson presented a request for advance approval to piggyback the City of Tallahassee Contract #5180 and Beck Auto Sales, Inc. (Beck) Agreement for New Municipal Vehicles, Cars, Vans, Sport Utility Vehicles, and Light Trucks. CCUA currently purchases fleet vehicles through the Florida Sheriffs Association and Sourcewell purchasing contracts. For the past two years, the participating vendors have taken up to a year or more to fulfill CCUA's vehicle purchase requests. Staff requested authorization to enter a contractual arrangement with Beck by piggybacking their existing contract with the City of Tallahassee for the purchase of New Municipal Vehicles, Cars, Vans, Sport Utility Vehicles, and Light Trucks. The City of Tallahassee competitively bid and awarded the agreement to Beck and reports the ordered vehicles have been received within a reasonable time frame. Staff reviewed the requirements of the City of Tallahassee Contract#5180 and received confirmation from Beck as well as the City of Tallahassee that CCUA can utilize the contract. Beck informed staff that they can fulfil the purchase requests in a timely manner by utilizing the City of Tallahassee's contract for procurement. After discussion Mr. Hingst moved, seconded by Mrs. Taylor and carried 6-0, to approve a piggyback the City of Tallahassee Contract #5180 with Beck Auto Sales, Inc. and the respective associated agreements, as presented. d. Proposed Change Order No. 4 with Sawcross, Inc. for the Governor's Park Wastewater Lift Station & Reclaimed Water Pumping Station Project Chief Engineer Paul Steinbrecher presented for consideration, proposed Change Order No. 4 to the contract with Sawcross, Inc. for the Governor's Park Wastewater Lift Station & Reclaimed Water Pumping Station Project. Sawcross was awarded the contract to construct the Governor's Park Wastewater Lift Station and Reclaimed Water Storage and Pump Station Project in March of 2023. When the construction contract was awarded to Sawcross, the building permits had not been finalized by the County. As part of the final permitting process, the County required the development of a landscape plan for this site. CCUA's engineering consultant, Ardurra, led the design for the project and engaged and worked with a professional landscape designer to develop a plan which was acceptable to the County. Sawcross sought and obtained quotes for the installation of the approved landscaping design. The cost to provide and install the required landscaping, including their contractually permitted overhead and profit markup, is $177,754.98. The overall contract amount for the Governor's Park Wastewater Lift Station and Reclaimed Water Pump Station project is $7,683,000. A total of$127,754.98, will be drawn from the overall project's contingency and the remaining $50,000, will be credited from the contingency fund remaining in the contract with Sawcross. After discussion, Mrs. Taylor moved, seconded by Mr. Petty, and carried 6-0, to approve Change Order No. 4, as presented. e. Proposed Manager Training Policy & Procedures Communications and Public Relations Specialist Ashley Taliaferro presented a proposed Manager Training Policy & Procedures. CCUA is committed to fostering leadership excellence and aligning managerial capabilities with organizational goals. To strengthen our management team and ensure alignment with CCUA's strategic objectives, we are proposing a Manager Training Program. This policy aims to provide March 4, 2025 3 managers with the necessary skills, knowledge, and tools to lead effectively, drive company goals, and maintain a positive workplace culture. After discussion, Mrs. Taylor moved, seconded by Mr. McCall and carried 6-0, to approve the Manager Training Policy&Procedures, as presented. f. Other Mr. Johnston informed the Board he received positive feedback regarding his presentation at the First Coast Expressway Summit which was included in the FYI section of today's agenda package and advised the Consumptive Use Permit renewal process is still moving forward. He shared CCUA will be hosting the upcoming Clay EDC meeting at the Project Quench facility and representatives from JEA and the local engineering community will be touring the new Peter's Creek WRF. 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 Mr. Petty expressed he would like to try the water from Project Quench. Chairman Lebesch shared she received positive comments about CCUA's presentation at the First Coast Expressway Summit, and the "Ready to Serve" message was well received. She also thanked staff for their ongoing efforts. Item No. 13 —Adjournment Chairman Lebesch adjourned the meeting at 2:38 P.M. Anna Lebesch, Chairman Janice Loudermilk, Recording Secretary March 4, 2025 4