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Home My WebLink About04.a Minutes 052025 MINUTES CLAY COUNTY UTILITY AUTHORITY May 20, 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 Chairman Lebesch, Vice-Chairman McNees, 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, Chief Human Resource Officer Kim Richardson, Assistant Chief Operations Officer/General Superintendent David Rawlins General Superintendent Wastewater David McDonald, Procurement Manager Angelia Wilson, Service Availability Manager Melisa Blaney, Facility Manager Jim Moore, Senior Service Availability Engineer Darrel Damrow, Communication & Public Relations Specialist Ashley Taliaferro, Contract and Procurement Specialist Damn Parker, Administrative Assistant Operations Alicia Ellis, Administrative Assistant Engineering Annecia Asberry, Buyers Coutney Hinson and Claire Smith, and Grady H. Williams, Jr., legal counsel to the CCUA. Item No. 4—Employee Recognition a. Larry May—20 years b. Summer Berndt— 10 years c. David McDonald—Water Environment Federation William D. Hatfield Award d. Mid-Clay Water Reclamation Facility—Outstanding Performance in the Water Environment Industry Executive Director Jeremy Johnston introduced and presented certificates to Water/Wastewater Maintenance Foreman Larry May in recognition of his twenty years of service and Human Resources Generalist 1 Summer Berndt recognizing her ten years with the CCUA. He also recognized General Superintendent Wastewater David McDonald for receiving the Water Environment Federation William D. Hatfield Award and acknowledged the Mid-Clay Water Reclamation Facility for being awarded Outstanding Performance in the Water Environment Industry. Item No. 5—Approval of Minutes a, Board of Supervisors Regular Meeting,May 6, 2025 After discussion, Vice-Chairman McNees moved, seconded by Mrs. Taylor, and carried 5-0, to approve the minutes of the May 6, 2025, Regular Meeting. May 20, 2025 Item No. 7—Approval of Consent Agenda After discussion, Mr. Petty moved, seconded by Mr. McCall, and carried 5-0, to approve the Consent Agenda as follows; 1) Approval of Payment of Warrants Warrants totaling$4,456,320.24 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 — Approval of Sole Source Provider Name Change from ArchiveSocial, Inc. to CivicPlus, LLC 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 US Motors Contract Renewal ITB No. 2020/2021-A7 b. Proposed Contract Assignment of Thatcher Chemical of Florida, Inc. to Kemira Water Solutions, Inc. for ITB No. 2019/2020-A15 Chemical Supplier Contract 2) Approval of Supplemental Agreements and Change Orders a. Proposed Supplemental Agreement No. 5 to Master Contract RFP No. 2021/2022-A05 for TankRehab.com LLC to provide Tank Repairs at the Keystone Heights Water Treatment Plants Peach St&Postmaster Village ITB No. 2021/2022-A28 b. Proposed Supplemental Agreement No. 1 with Kimley-Horn and Associates, Inc. to RFQ No. 2023/2024-A01 Civil and Environmental Professional Engineering Services Agreement for the Ridgecrest Water Treatment Plant Sodium Hypochlorite Building Repairs Assessment c. Proposed Supplemental Agreement No. 5 with Ardurra for supplemental reclaimed water fill valves at the Peters Creek Water Reclamation Facility & Governors Park Reclaimed Water Pump Station c. Approval of Financing Requests—None d. Approval of Contract Usage—None e. Approval of Developer Agreements,Warranty Deeds &Easements 1) Grant of Easement—473 Bentwood Lane—Grantor—Seavron Banus 2) Grant of Easement—3371 Doctors Lake Drive—Grantor—Henry and Leticia Patalinghug 3) Grant of Easement—7455 State Road 21 —Grantor—SD Coffee Holdings, LLC. 4) Grant of Easement—7455 State Road 21 —Grantor—BSBC Keystone Heights, LLC 5) Grant of Easement—North Middleburg Water Main Extension— Grantor—The Law Offices of Michael C. Quimby, P.A. 6) Grant of Easement — Temporary Construction Easement - North Middleburg Water Main Extension—Grantor—The Law Offices of Michael C. Quimby, P.A. Item No. 7—Customer Account Adjustments -None Item No. 8—Business discussed at Committee Meetings -None Item No. 9—Executive Director's Business May 20, 2025 a. March 2025 Financial Package Ms. Osbourne presented the March Financial Package for consideration. She reported Operating income is $1,825,699 (18%) over budget due to unfavorable revenue and a favorable expense variance. Operating revenue is $997,866 (-3%)under budget and Operating expenses are $2,823,564 (11%)under budget. CCUA has gained 536 active water accounts and 528 active sewer accounts for the fiscal year 2024/2025. After discussion, Vice-Chairman McNees moved, seconded by Mrs. Taylor, and carried 5-0,to approve the March 2025 Financial Package, as presented. b. Proposed FY2025/2026 Budget and Timeline Ms. Osbourne informed the Board the presentation of a tentative budget is required by CCUA's enabling legislation no later than June Pt of each year. She also presented a proposed timeline and suggested the Joint Committee Meeting be held on Tuesday, July 1, 2024, at noon, and the Public Rate Hearing on Monday, September 8, 2025, at 7:00 P.M. Mr. Johnston briefly reviewed the proposed 2025/2026 Fiscal Year Budget and informed the Board the tentative budget presented today which includes a proposed 4.5% rate increase will be reviewed and possibly modified prior to the Joint Audit/Finance and Personnel Committee Meeting. After discussion, Mr. Petty moved, seconded by Mrs. Taylor, and carried 5-0, to approve the proposed Joint Committee Meeting and Public Rate Hearing dates, as discussed. Per the enabling legislation, the tentative budget will be sent to Bradford, Clay, and Duval County and notice of the Rate Hearing will be included in CCUA's customer's monthly statements. It will also be listed on CCUA's website and advertised in the Clay Today newspaper. c. Updated Branding Concept and Website Redesign Communication & Public Relations Specialist Ashley Taliaferro introduced Founder and President of Creative Springs Jen Houser who reviewed their updated Branding Evolution Presentation provided by her company. The members of the Board provided their feedback on the proposals. The rebranding of CCUA will be discussed during the upcoming budget discussions. Ms. Houser also reviewed the proposed website redesign. These items will be discussed during the upcoming Joint Audit/Finance and Personnel Committee Meeting on July 1,2025. d. Employee Appreciation Day Policy Mrs. Taliaferro presented a proposed Employee Appreciation Day Policy for consideration. CCUA recognizes that our ability to provide safe, reliable, and high-quality utility services to our community depends on the dedication, integrity, and hard work of our employees. Employee Appreciation Day shall serve as an intentional pause in CCUA's regular business operations to express appreciation, foster unity, and celebrate the people who drive our mission forward every day. Employee Appreciation Day will be observed annually in October on Columbus Day from 8:00 A.M. to 5:00 P.M., as budget permits and unless otherwise communicated. Events shall include remarks from the Executive Director, employee recognition(s) including years of service (5,10,15,20+), keynote speaker (selected annually), catered lunch, and team building activities. To ensure all employees have an opportunity to participate, CCUA offices will be closed for regular business operations. However, as a public utility responsible for continuous service, employees in essential roles may be called upon to respond to emergencies or critical situations and expected to respond as needed. After discussion, Vice-Chairman McNees moved, seconded by Mr. Petty, and carried 5-0, to approve the Employee Appreciation Day Policy, as presented. e. Request for Proprietary Service Procurement with W.W. Gay Mechanical Contractor for Upgrading the HVAC System in the Clay County Utility Authority's Administration Building Procurement Manager Angelia Wilson presented a request for a Proprietary Service Procurement with W.W. Gay Mechanical Contractor for Upgrading the HVAC System in the Clay County Utility Authority's May 20, 2025 Administration Building. Staff is seeking approval to procure proprietary services from W.W. Gay Mechanical Contractor for a necessary upgrade to our existing HVAC system in the Administration Building. This upgrade specifically targets the JACE (Java Application Control Engine) system and the corresponding software interface, which are essential for ensuring optimal performance and longevity of the HVAC infrastructure. Currently, our HVAC control system utilizes Niagara software, which has become ineffective for managing our building automation functions. Its outdated capabilities pose significant challenges concerning interoperability, data management, and remote access. Maintaining compatibility with existing infrastructure while upgrading from AX Niagara to the latest Niagara 4 system is essential to avoid substantial costs and disruptions that a full system replacement would incur. W.W. Gay Mechanical Contractor has been identified as an authorized provider of exclusive components and specialized software needed for this anticipated HVAC system upgrade. The proprietary procurement will preserve the HVAC system continuity and manufacturer warranties, which would be compromised by using a third-party vendor. After discussion, Mr. Petty moved, seconded by Vice-Chairman McNees, and carried 5-0, to approve the Proprietary Service Procurement, as presented. f. Other Mr. Johnston shared CCUA has received Consumptive Use Permit Number 416-52, and thanked everyone who was involved in the application and approval process. Item No. 10—Legal Business a. Other Mr. Williams shared the Quarterly Claims Report was included in the FYI section of this agenda. Item No. 11 —Old Business/New Business -None Item No. 12—Public Comment-None Item No. 13—Supervisor Comments Chairman Lebesh congratulated staff on their service milestones and awards and shared she hopes everyone has a safe Memorial Day weekend with family and friends. Item No. 14—Adjournment Chairman Lebesch adjourned the meeting at 3:09 P.M. Anna Lebesch, Chairman Janice Loudermilk, Recording Secretary May 20, 2025