HomeMy WebLinkAbout04.a Minutes 061725 MINUTES
CLAY COUNTY UTILITY AUTHORITY
June 17, 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
Mrs. Taylor 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, 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 Operations
Officer/General Superintendent David Rawlins, Senior Service Availability Engineer Darrell Damrow,
Procurement Manager Angelia Wilson, Service Availability Manager Melisa Blaney, Facility Manager Jim
Moore, Procurement Manager Angelia Wilson, Customer Service and Billing Manager Diana Strickland,
Communication & Public Relations Specialist Ashley Taliaferro, Administrative Assistant Operations Alicia
Ellis, and Grady H. Williams, Jr., legal counsel to the CCUA.
Item No. 4—Employee Recognition
a. Daryl Roberts—25 years
b. Michael Murrhee—5 years
Executive Director Jeremy Johnston introduced and presented a plaque to Lead Utility Mechanic Daryl
Roberts in recognition of his twenty-five years of service. He also presented a certificate to Water
Treatment Plant Operator Michael Murrhee acknowledging his five years with the CCUA.
Item No. 5 —Approval of Minutes
a, Board of Supervisors Regular Meeting, June 3, 2025
After discussion, Mrs. Taylor moved, seconded by Mr. McCall, and carried, 6-0, to approve the minutes
of the June 3, 2025, Regular Meeting.
Item No. 6—Approval of Consent Agenda
After discussion, Mr. Petty moved, seconded by Mr. Bourre, and carried 6-0, to approve the Consent Agenda as
follows;
1) Approval of Payment of Warrants
Warrants totaling $3,509,596.44
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a. Schedule of payments to Sole Sources—None
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—None
c. Approval of Financing Requests—None
d. Approval of Contract Usage—None
e. Approval of Developer Agreements, Warranty Deeds & Easements
1) Developer Agreement CU24/25-21 — Chiptole and 7 Brew - 1680 and 1676 Blanding
Blvd (PD Sandford, LLC) — 4 ERC's water, 5 ERC's wastewater, 4 ERC's AWS, 4
ERC's SJRWMD, 5 ERC's environmental impact, 4 ERC's debt service - $33,700.22
2) Developer Agreement KU24/25-29 — Water Service to 1259 Fleming Street (Angela
Weber)— 1 ERC water, 1 ERC AWS, 1 ERC SJRWMD, 1 ERC debt service - $6,838.25
3) Developer Agreement KU24/25-31 — Water and Wastewater Service to Clay County
Animal Shelter — 20 Sleepy Hollow Road (Clay County Board of County
Commissioners) — 15 ERC's water, 27 ERC's wastewater, 15 ERC's AWS, 15 ERC's
SJRWMD, 27 ERC's environmental impact, 15 ERC's debt service - $163,807.80
4) Grant of Easement—2530 County Road 220—Grantor—WMG Acquisitions, LLC.
5) Grant of Easement — Parcel No. 06-05-25-009042-005-00 — Grantor — Port 55
Apartments, LLC.
6) Partial Release of Easement — Parcel No. 37-05-24-066779-002-36 — Grantor — Clay
County Utility Authority
7) Quit Claim Deed—3951 Holstein Way (LS #211)—Grantor—Parcel 61 Venture, LLC.
Item No. 7—Customer Account Adjustments
a. Peggy and Marvin Rawls—Request for 50% Credit Adjustment
Customer Service and Billing Manager Diana Strickland presented a request on behalf of Peggy and
Marvin Rawls of 2834 Woodbridge Crossing, Green Cove Springs, Florida for a 50% credit adjustment.
The customer had continuous usage reflected on their meter at a rate of 450 gallons per hour beginning
December 11, 2024, at 6:00 PM and continued until it stopped on December 23, 2024, at 2:00 PM. This
information was confirmed by Sensus Analytics reporting. The customer is unsure of the cause of the
continuous water usage and stated there were no repairs made to explain the abrupt stop of the
continuous usage on December 23, 2024. Prior to CCUA's ERP software conversion, they could have
been notified of the continuous usage and had the opportunity to investigate. Since the ERP conversion,
the 3-day courtesy outreach process would be replaced by the customers' access to Interval Data
Management (IDM) and their ability to set alerts for abnormalities in their usage. However, the IDM
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Leak Alert functionality is not yet available. The customer is requesting relief for 50% of the continuous
usage reflected on the meter which would be consistent with the relief given to eligible customers under
CCUA's Leak Credit Policy. The Leak Credit Policy offers an adjustment for metered usage resulting
from a verified and repaired leak. The Policy does not allow adjustment to charges when water is used,
even unintentionally. After discussion, Mr. Petty moved, seconded by Mr. Bourre, and carried 6-0, to
uphold the credit criteria of the CCUA's Leak Credit Policy, and deny the customer's request for relief.
Item No. 8—Business discussed at Committee Meetings -None
Item No. 9—Executive Director's Business
a. Bill Week Transition, Communication, and Implementation Plan
Mrs. Strickland presented the proposed Bill Week Transition, Communication, and Implementation Plan
for consideration. Currently CCUA's billing process is conducted once per month for all customers at
the beginning of the month. During this process approximately 60,000 accounts are billed. This count
has almost doubled since the implementation of one-time monthly billing in 2010, at which time our
billed account totals were less than 35,000. As our service area continues to develop and our customer
counts grow, it is evident that a single monthly billing cycle is unsustainable due to limitations of
software and network services. To address this, staff is preparing to transition from a single monthly
billing cycle to weekly billing cycles distributed over four weeks. By distributing the billing cycle, staff
will be able to alleviate the inconsistent workflows, better manage workflow distribution and department
budgets, improve cash flow management, and most importantly enhance our ability to service our
customers both in the office and in the field. The customer base was divided into four cycles during the
implementation of SPRY CIS and SRPY Mobile. To lessen the impact of a considerable shift in the
billing period, we will transition the cycles over a period of three months beginning in January 2026.
This will allow us to ensure each billing period does not exceed thirty-five days during the transition.
This is consistent with billing periods experienced during holidays and storm events. Staff will
implement a customer communication plan beginning October 2025. Communication will include
emails, and bill inserts with information tailored to each billing cycle explaining how their billing date
will change and what to expect during the transition. The introductory notifications will be included with
October, November and December 2025 billings. Notifications will also be sent to the affected cycles
with each monthly billing during the transition in January, February, and March 2026. After discussion,
Mr. Bourre moved, seconded by Mrs. Taylor, and carried 6-0, to approve the Bill Week Transition Plan,
as presented.
b. Request for Single Source Procurement with Aquatic Informatics Inc. for implementation of CCUA's
Water and Wastewater Treatment Facilities Compliance Data Management System
Procurement Manager Angelia Wilson presented a request for Single Source Procurement with Aquatic
Informatics Inc. for the implementation of CCUA's Water and Wastewater Treatment Facilities
Compliance Data Management System. CCUA operates nineteen water treatment facilities and seven
wastewater treatment facilities, generating an extensive amount of data from laboratory analyses of
compliance sampling. Efficient and accurate management of this data is essential for regulatory
compliance, operational effectiveness, and informed decision-making. The Environmental Compliance
Department researched several potential database solutions. This process included reviewing multiple
vendor demonstrations and engaging with three (3) companies to obtain detailed information to
determine the best solution for CCUA's needs. After thorough evaluation, we determined that Aquatic
Informatics Inc.'s Water Information Management System (WIMS) Rio, a regulatory compliance and
operation data management system for drinking water and wastewater, is the preferred solution. This
system excels in data collection and extraction, integrates seamlessly with CCUA's existing laboratory
services providers, CCUA's upcoming Laboratory Information Management Systems (LIMS) and
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CCUA's SCADA system, and offers customizable dashboards and compliance monitoring reporting.
The staff's decision to recommend Aquatic Informatics was based on several factors: Ease of Use: The
WIMS Rio system simplifies data management processes. Integration Capabilities: It connects
effectively with existing systems, enhancing operational efficiency. Stakeholder Feedback: Input from
various departments and conversations with other governmental entities confirmed the product best
aligns with CCUA's operational requirements and objectives. Cost-Effectiveness: The long-term costs
associated with Aquatic Informatics Inc., were found to be competitive and reasonable. Per Resolution
2024/2025-07 of CCUA's Procurement Policy, Section 7.4.1.8, software developers are considered
exempt from the competitive procurement process due to the specific expertise of services provided.
Staff budgeted $120,000 within the FY 2024/2025 Departmental Capital Budget for compliance
management software. Aquatic Informatics Inc. provided a proposal of $88,424.92 for WIMS Rio
product and services. After discussion, Mr. Hingst moved, seconded by Mr. McCall, and carried, 6-0, to
grant Single Source status to Aquatic Informatics Inc., for CCUA's Water and Wastewater Treatment
Facilities Compliance Data Management System, as presented.
c. Alternative Water Supply 2025 Annual Update
Chief Engineer Paul Steinbrecher provided an update on the Alternative Water Supply (AWS) surcharge
and the increases to the potable water connection charges which were authorized and implemented under
CCUA Rate Resolution Number 2015-2016-01. Section 4.(7) of the Resolution requires staff to report to
the Board each year regarding the adequacy of the current AWS surcharge and connection charges. He
also reviewed the progress of the project during the 2024/2025 Fiscal Year and recommended a 3%
increase to AWS surcharge and connection charge, which is consistent with the adopted plan. The
proposed 3% increase to the AWS surcharge from $1.18 to $1.22 and connection fee from $388.01 to
$399.65 which will be included as a part of the proposed 2025/2026 Fiscal Year Budget, as presented by
Mr. Steinbrecher.
d. Lake Asbury Master Planned Area (LAMPA) Capital Cost Recovery Per ERC Adjustment-FY 2025-
2026
Service Availability Manager Melisa Blaney presented the proposed Lake Asbury Master Planned Area
(LAMPA) Capital Cost Recovery Per ERC Adjustment-FY 2025-2026.The LAMPA was established in
2022 to extend trunk water, wastewater, and reclaimed water infrastructure to service existing and future
residential and commercial developments within the designated boundary. In accordance with the 2022
LAMPA Cost Recovery Policy, the CCUA would invest approximately $30M in several networks of
master trunk mains. The mains were initially based on the original master planned concepts, provided by
developers and engineers. As actual parcels are now being developed, final alignments of the master
trunk mains have been sited to serve the area most efficiently in accordance with updated roadway and
utility corridors. CCUA is beginning the design of the final portion of trunk mains (referred to as
LAMPA Red) that will be completed in late 2026. CCUA recovers infrastructure investment costs
through per-Equivalent Residential Connection (ERC) allocations. Under this methodology, each parcel
that connects to the systems is assed a capital recovery charge based on the number of ERCs. This
charge is reviewed annually in June/July to reflect inflationary pressures and the carrying costs
associated with CCUA's ongoing capital investments. As a result, the ERC-based charge changes
incrementally each year. The proposed charges of 823.92 water, $1194.87 wastewater, and $1048.80
reclaimed are consistent with CCUA's cost recovery policy and are presented for the Board's tentative
approval. Upon tentative approval, the updated charges will be incorporated into the FY 25/26 Rates for
public notices, presentation at the Public rate Hearing, and final Board approval. After discussion, Mr.
Bourre moved, seconded by Mr. Hingst, and carried 6-0, to grant tentative approval as requested.
e. Middleburg Service Area Development 2025 Annual Updated Acreage Charge
Ms. Blaney made a presentation to the Board regarding the Middleburg Service Area Development
Policy & Cost Recovery. The Middleburg Service Area ("MSA") was developed to extend water and
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wastewater service to existing and future commercial developments in Middleburg. As part of the 1999
MSA policy, the recovery method of CCUA investment is allocated on an acreage basis; therefore, each
parcel that connects to the infrastructure will pay an allocated charge multiplied by the total number of
acres in each parcel. This allocated acreage charge is reviewed annually to reflect inflation and carrying
costs for the CCUA's investment. With carrying charges added to CCUA's investment, the proposed
MSA distribution and collection infrastructure charges for the 2025/2026 fiscal year are $5,800 for
water and $11,134 for wastewater. After discussion, Mr. Bourre moved, seconded by Mrs. Taylor, and
carried 6-0, to tentatively approve the updated fees to be included in the proposed 2025/2026 Fiscal
Year Budget.
f. Recommendation to uphold the policies and procedures of the Cross-Connection Control Policy as
adopted by the Authority for the subject property: 2231 Foxwood Drive (Hathaway)
Ms. Blaney presented a recommendation to uphold the policies and procedures of the CCUA's Cross-
Connection Control Policy (CCCP) as adopted by the Authority for the subject property: 2231 Foxwood
Drive, Orange Park, Florida. At the June 3, 2025, Board meeting, Mr. Hathaway addressed the Board
with concerns regarding CCUA's requirement to install a reduced-pressure (RP) backflow prevention
assembly above ground at his property. This requirement was triggered upon CCUA's notification from
the Clay County Department of Health of a permit issued for constructing a landscape irrigation well.
Mr. Hathaway preferred installing a double check (DC) valve assembly below ground instead of an
above-ground RP. He is concerned that the above-ground RP backflow assembly creates a potential
hazard to lawnmowers or vehicular traffic. He has requested that he be permitted to install a below-
ground double check (DC) valve assembly, which he feels presents less physical risk. However,
according to CCUA's adopted CCCP, an RP assembly is required for all properties with real or potential
high-hazard cross-connection risk. Wells and other sources of pressurized water on private property are
considered high risk in the cross-connection control program because large volumes of untested water
can be pushed into the public supply quickly. Private wells can sometimes be contaminated and are
typically unmonitored. After discussion, Mr. Petty moved, seconded by Mr. Bourre, and carried 6-0, to
uphold the CCUA's Cross-Connection Control Policy, but directed staff to work with the customer on
the placement of the RP device which addresses his concerns regarding the placement of the device, as
presented.
g. North Florida Regional Water Supply Plan Project Partnership Progress Briefing
Mr. Johnston provided a briefing on the North Florida Regional Water Supply Plan Project Partnership.
This report was for the Board's information only, no action was requested or required.
h. Other
Mr. Johnston informed the Board the proposed 2025/2026 Fiscal Year Budget will be reviewed at a joint
committee meeting held on July 1, 2025, at noon. The books will be delivered via email, and a
informational binder will be provided at the meeting. The meeting on July 1, 2025, may include the
proposed refinancing 70m Line of Credit, the second meeting in July we will be celebrating a very
special employee milestone. He also shared when the new operations building is complete, a tour will be
held for members of the Board.
Item No. 10—Legal Business
a. Other-None
Item No. 11 —Old Business/New Business -None
Item No. 12—Public Comments -None
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Item No. 13— Supervisor Comments
Chairman Lebesh shared there was quite a bit of information provided in today's meeting, she thanked staff for
their efforts and encouraged everyone to read this month's edition of the Pipeline.
Item No. 14—Adjournment
Chairman Lebesch adjourned the meeting at 3:31 P.M.
Anna Lebesch, Chairman
Janice Loudermilk, Recording Secretary
June 17, 2025