HomeMy WebLinkAbout05.a Minutes 060325 MINUTES
CLAY COUNTY UTILITY AUTHORITY
June 3, 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 Chairman Lebesch, Vice-Chairman McNees, 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, Assistant Chief Engineer Joe
Paterniti, Service Availability Manager Melisa Blaney, Procurement Manager Angelia Wilson,
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. Board of Supervisors Regular Meeting, May 20, 2025
After discussion, Mrs. Taylor moved, seconded by Vice-Chairman McNees, and carried 6-0, to approve
the minutes of the Regular Meeting held on May 20, 2025.
Item No. 5 —Approval of Consent Agenda
After discussion, Mr. McCall moved, seconded by Mr. Petty, and carried 6-0, to approve the Consent Agenda as
follows;
a. Approval of Financial and Operational Activities
1) Approval of Payment of Warrants
Warrants totaling $1,862,233.35
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
3) Sole Source Designation—None
June 3, 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—None
2) Approval of Supplemental Agreements and Change Orders
a. Request approval of Task Order No. 10 with Vortex Services, LLC, Continuing
Contract for Sewer, Wetwell and/or Manhole Rehabilitation Services (Part B) for the
Fiscal Year 2024-2025 Manhole Rehabilitation
c. Approval of Financing Requests—None
d. Approval of Contract Usage—None
e. Approval of Developer Agreements, Warranty Deeds & Easements
(1) Developer Agreement CU24/25-20 — Trail Ridge Estates —45 Single-Family Lots (Drees
Homes of Florida, Inc.) — 45 ERC's water, 45 ERC's wastewater, 45 ERC's reclaimed,
45 ERC's AWS, 45 ERC's SJRWMD, 45 ERC's debt service - $320,573.57
($248,537.70 deferred)
(2) Developer Agreement KU24/25-27 — Pointe Grand Fleming Island — 1834 Storage
Avenue — 312 Units (HP-242121 Fleming Island LLC) — 211.50 ERC's water, 168
ERC's wastewater, 211.50 ERC's AWS, 211.50 ERC's SJRWMD, 168 ERC's
environmental impact, 168 ERC's debt service - $1,043,134.26
(3) Developer Agreement KU24/25-28—Zen Dumpling— 1939 Wells Road, Suite 1
(Property Management Support, Inc.)—2.823333 ERC's water, 2.823333 ERC's
wastewater, 2.823333 ERC's AWS, 2.823333 ERC's SJRWMD, 2.823333 ERC's
environmental impact, 2.823333 ERC's debt service - $16,666.81
(4) Grant of Easement — 220 E Jefferson Avenue — Grantor— Edilberto Godoy and Michele
Vazquez, and Kathleen Kato
(5) Grant of Easement—760 Ebb Tide Drive—Grantor—Terikazu and Motoe Onoda
(6) Grant of Easement—777 Creighton Road—Grantor—Dennis Steed
(7) Grant of Easement—781 Creighton Road—Grantor—DBS Consulting, LLC
(8) Grant of Easement— 1834 Storage Avenue—Grantor—HP-242121 Fleming Island LLC
(9) Grant of Easement—2486 Blanding Boulevard—Grantor—HGW Investments, LLC
(10) Grant of Easement—4670 Raggedy Point Road—Grantor—Preston and Jessica Boutwell
(11) Partial Release of Easement — Parcel No. 40-04-25-020896-000-00 — Grantor — Clay
County Utility Authority
Item No. 6—Customer Account Adjustments -None
Item No. 7—Business discussed at committee meetings -None
Item No. 8—Executive Director's Business
a. April 2025 Financial Package
Chief Financial Officer Karen Osbourne presented the Financial Statements for April 2025 and reported
operating income is $3,395,272 (29%) over budget due to an unfavorable revenue and favorable expense
variance. Operating revenue is $486,391 (-1%) under budget and operating expenses are $3,881,663
(13%)under budget. CCUA has gained 651 active water accounts and 642 active sewer accounts during
fiscal year 2024/2025. After discussion, Mr. Hingst moved, seconded by Mrs. Taylor, and carried 6-0, to
accept the Financial Statements for April 2025, as presented by Ms. Osbourne.
June 3, 2025 2
b. Proposed Updated Timeline for the 2025-2026 Budget
Ms. Osbourne presented an updated timetable for the Fiscal Year 2025/2026 Budget adoption. The
budget books will be provided to the members in an electronic format initially and the physical books
will be provided at the July 1, 2025, meeting. The Board WITHOUT OBJECTION approved the budget
book delivery methods and the updated budget approval timeline, as presented.
c. Enterprise Resource Platform Update
Executive Director Jerey 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.
d. Proposed award of contract to E&D Contracting Services, Inc. for the Fleming Island Wastewater
Treatment Facility BTU No. 1 Rehabilitation Project
Assistant Chief Engineer Joe Paterniti and Procurement Manager Angelia Wilson presented a request for
the proposed award of the contract to E&D Contracting Services, Inc. for ITB 2024/2025-A02 - Fleming
Island Wastewater Treatment Facility BTU No. 1 Rehabilitation Project. The BTU (Biological
Treatment Unit) No. 1 structure was rehabilitated as part of the Fleming Island Regional WWTF Phase
II Expansion in 1998 and was fitted with special tie rods to stabilize the walls, which had experienced
deflections. These tie rods have progressing visible corrosion. Staff contacted CDM Smith to evaluate
the structure and design recommended improvements. Staff from CDM Smith recently completed their
design and developed construction bid documents for the recommended improvements to the structure.
These improvements primarily involve replacing the tie rods and some incidental patching of wall
spalling. The construction documents include the following components:
1. Mobilization/Demobilization, General Requirements, and Bonds and Insurance
2. Structural repair of BTU No. 1, which includes replacement of the tie rod/tube whaler
system, crack repair, spall repair, exposed reinforcing repair, rebuilding of damaged
concrete surfaces, and replacement of two anti-vortex baffles
3. Installation of new(owner-furnished)weir gate at BTU No. 1
4. Conduct all necessary testing and start-up
5. Prepare Record Drawings
On February 18, 2025, staff publicly advertised the project on CCUA's OpenGov Procurement Portal
and in the Florida Times-Union. During the bid opening on April 4, 2025, CCUA received five (5) bids.
As a result, staff recommends awarding the project to the qualified, responsive, and responsible lowest
Bidder, E&D Contracting Services, Inc.
Bid Tabulation Summary
E&D Contracting Services, Inc. $567,665.05
Razorback LLC $634,678.00
SGS Contracting Services, Inc. $650,700.00
Titan Construction Management $745,205.00
Petticoat-Schmitt Civil Contractors, Inc. $943,303.00
On May 14, 2024, CDM Smith, initially provided an opinion of probable construction cost (OPCC) of
$400,000. Staff used this estimate to set the current project budget at $500,000,which included funds for
engineering design and construction inspection services by a structural engineer. After the project
June 3, 2025 3
budget was approved, CDM Smith completed their evaluation and design. On December 11, 2024, they
updated their OPCC to $588,091. Staff decided to wait for the project to bid to obtain the real cost
before requesting additional funds from the reserve account. The project's current budget is $500,000.
After evaluating the bids, a budget deficit of $220,474.04 has been identified. The additional funds
required in the amount of $220,500, will be obtained from the CIP Capital Management Reserve
Account. Staff requested approval of the associated bid documents, the transfer of$220,500, from the
CIP Capital Management Reserve Account, and authorization to execute the contract with E&D
Contracting Services, Inc. for ITB 2024/2025-A02 -Fleming Island Wastewater Treatment Facility BTU
No. 1 Rehabilitation Project. Staff also requested the approval of deductive change orders and owner
direct purchase orders for the express purpose of saving sales taxes on major materials and equipment,
as authorized by the Executive Director or his designee, as recommended by the Chief Engineer. After
discussion, Mrs. Taylor moved, seconded by Mr. Hingst, and carried, 6-0, to approve the bid documents,
award of the contract, approval of deductive change orders and owner direct purchase orders and the
funds transfer, as presented.
e. Other
Mr. Johnston shared he will be making a presentation to the City of Keystone Heights on June 19,°2025
and anticipates there will be a presentation regarding a proposed billing cycle shift and from PFM
regarding refinancing of the existing Line of Credit for Peter's Creek and LAMPA to a long-term note
or bond which will also include additional funds. The annual Alternative Water Supply report will be
presented at the next meeting as well. He has received a request from the Suwannee River WMD
Governing Board for a tour on August 19,°2025.
Item No. 9—Legal Business
a. Other-None
Item No. 10—Old Business/New Business -None
Item No. 11 —Public Comment
Mr. Alton Hathaway of 2231 Foxwood Drive, Orange Park, Florida addressed the Board regarding the backflow
prevention device requirement at his home. He has had a well installed for landscape irrigation and has been
working with staff regarding the CCUA's Cross Connection Policy and placement of his device.
Item No. 12—Supervisor Comments
Vice-Chairman McNees shared he will be absent from the June 17, 2025, Board meeting.
Chairman Lebesch thanked everyone for their effort preparing today's agenda.
Item No. 13 —Adjournment
Chairman Lebesch adjourned the meeting at 2:28 P.M.
Anna Lebesch, Chairman
Janice Loudermilk, Recording Secretary
June 3, 2025