MINUTES CLAY COUNTY UTILITY AUTHORITY August 19, 2020 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 Gardella called the meeting to order at 2: 00 P. M. Item No. 2— Invocation/ Pledge of Allegiance Chairman Gardella offered the Invocation and led those in attendance in the Pledge of Allegiance. Item No. 3— Roll Call Roll Call was taken with Chairman Gardella, Vice- Chairman Kloss, Mr. Davis, Mr. Hodges, Mr. Roark, and Mr. Starnieri in attendance. Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer Teri Shoemaker, Chief Financial Officer Jeff Wesselman, Accountant Karen Osborne, Public & Legislative Relations Liaison Celeste Goldberg, GIS Manager Sarah Grimsley, Utility Engineer Darrell Damrow, PSM GIS Specialist Xavier Aguirre, GIS Administrator Mike Sawdo, Administrative Assistant Alisha Baker and Grady H. Williams, Jr., legal counsel to the CCUA. Item No. 4— Approval of Minutes a. Board of Supervisors Joint Committee Meeting, August 4, 2020 b. Board of Supervisors Regular Meeting, August 4, 2020 After discussion, Mr. Davis moved, seconded by Vice- Chairman Kloss, and carried 6- 0, to approve the minutes of the Board of Supervisors Joint Committee Meeting and Regular Meeting on August 4, 2020. Item No. 5— Approval of Consent Agenda a. Approval of Financial and Operational Activities After discussion, Mr. Vice- Chairman Kloss moved, seconded by Mr. Starnieri, and carried 6- 0, to approve the Financial and Operational Activities and Developer Agreements, Warranty Deeds & Easements, as follows; 1) Approval of Payment of Warrants Warrants totaling$ 1, 408, 283. 74 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
Transcript
MINUTES
CLAY COUNTY UTILITY AUTHORITY
August 19, 2020
The Board of Supervisors of the Clay County Utility Authority ( CCUA) met in Regular Session in the Boardmeeting 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 Gardella called the meeting to order at 2: 00 P. M.
Item No. 2— Invocation/ Pledge of Allegiance
Chairman Gardella offered the Invocation and led those in attendance in the Pledge of Allegiance.
Item No. 3— Roll Call
Roll Call was taken with Chairman Gardella, Vice- Chairman Kloss, Mr. Davis, Mr. Hodges, Mr. Roark, and
Mr. Starnieri in attendance.
Also present at the meeting were Executive Director Jeremy Johnston, Chief Operations Officer TeriShoemaker, Chief Financial Officer Jeff Wesselman, Accountant Karen Osborne, Public & Legislative
Relations Liaison Celeste Goldberg, GIS Manager Sarah Grimsley, Utility Engineer Darrell Damrow, PSM GISSpecialist Xavier Aguirre, GIS Administrator Mike Sawdo, Administrative Assistant Alisha Baker and GradyH. Williams, Jr., legal counsel to the CCUA.
Item No. 4— Approval of Minutes
a. Board of Supervisors Joint Committee Meeting, August 4, 2020b. Board of Supervisors Regular Meeting, August 4, 2020
After discussion, Mr. Davis moved, seconded by Vice-Chairman Kloss, and carried 6- 0, to approve theminutes of the Board of Supervisors Joint Committee Meeting and Regular Meeting on August 4, 2020.
Item No. 5— Approval of Consent Agenda
a. Approval of Financial and Operational Activities
After discussion, Mr. Vice- Chairman Kloss moved, seconded by Mr. Starnieri, and carried 6- 0, toapprove the Financial and Operational Activities and Developer Agreements, Warranty Deeds &Easements, as follows;
1) Approval of Payment of Warrants
Warrants totaling$ 1, 408, 283. 74a. Schedule of payments to Sole Sources
b. Schedule ofEmergency Repairs/ Purchases- Nonec. Schedule of items initiated under Emergency Contract - None
d. Schedule of payments from the Emergency Account- Nonee. Schedule of claims paid under the Sewage Backup Response Policy— None
LVALENTIN
f. Detailed Descriptive Warrant Report
g. Statement from Grady H. Williams, Jr., LL. M.2) Request for Asset Disposal Authorization - None
3) Request for Sole Source Designation— None
b Approval of Capital Budget Activities- None
c. Approval of Developer Agreements, Warranty Deeds& Easements
1) Developer Agreement KU19/ 20- 36 - Water& Wastewater Service to 1592, 1640 & 1650
Sweet River Court ( Rosewood Homes by Roger Day, LLC) — 3 ERC' s water, 3 ERC' sAWS, 3 ERC' s wastewater, 3 ERC' s environmental impact, 3 ERC' s debt service -
19, 433. 21
2) Developer Agreement KU 19/20-37- Water& Wastewater Service to 1595 & 1655 Sweet
River Court ( RHRD Holdings, LLC) — 2 ERC' s water, 2 ERC' s AWS, 2 ERC' s
wastewater, 2 ERC' s environmental impact, 2 ERC' s debt service -$ 13, 955. 77
3) Developer Agreement KU19/ 20-38 - Water & Wastewater Service to 1635 Sweet RiverCourt ( Adam & Debbie Rapoza) — 1 ERC water, 1 ERC AWS, 1 ERC wastewater, 1
ERC environmental impact, 1 ERC' s debt service - $ 6, 578.404) Developer Agreement KU 19/ 20- 39 - Strong Foundations Behavior Services located at
2377 Market Drive ( Strong Foundations Behavior Services, LLC) — 4 ERC' s water, 4ERC' s AWS, 4 ERC' s wastewater, 1 ERC reclaimed, 4 ERC' s debt service-$ 18, 081. 05
5) Developer Agreement KU 19/ 20- 40 - Wastewater Service to 195 Canova Road ( H. E.Ergle a/ k/ a H. Eugene Ergle)- 1 ERC wastewater, 1 ERC environmental impact, 1 ERC' s
debt service-$ 10, 900. 61
6) Developer Agreement KU19/20-41 - Water & Wastewater Service to 4727 Pine Gate
Road ( Robert C. Olson & Linda L. Olson) — 1 ERC water, 1 ERC AWS, 1 ERC
7) Developer Agreement KU19/ 20- 42 - Water & Wastewater Service to 3369 Beulah VistaCourt ( James D. Rodgers & Mary 1. Rodgers) — 1 ERC water, 1 ERC AWS, 1 ERC
10) Grant of Easement— 1181 Fleming Street— Grantors —Teresa M. Sexton and KimberlyA. Motter
11) Grant of Easement - Address redacted per 119. 071( 4)( d), Florida Statutes — Grantor —
Paul Normann
12) Grant of Easement — 1592, 1640, 1650, 1595, & 1655 Sweet River Court — Grantors —
Rosewood Homes by Roger Day, LLC and RHRD Holdings, 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. CCUA' s GIS Department Staff win the 2020 ESRI Special Achievement in GIS ( SAG) Award
Mr. Johnston introduced GIS and Asset Systems Manager Sarah Grimsley, who informed the BoardEsri, the global leader in location intelligence, presented CCUA with Esri' s Special Achievement in GIS
SAG) Award on July 13, 2020, at the annual Esri User Conference. Selected from over 300, 000eligible candidates, CCUA received the award for its innovative application of mapping and analytics
technology, as well as, thought leadership in the field of water and wastewater utilities. CCUA' s formerGIS and Asset Systems Manager Daniel Johns addressed the Board regarding the entire team' s effort inbeing awarded this national honor.
b. EMA' s Business Intelligence and Information Systems Evaluation and Recommendations
Mr. Johnston introduced Mr. Wiley of EMA, Inc. who presented their Business Intelligence andInformation Systems Evaluation ( BIISEPS) and Recommendations. The Board of Supervisors awarded
the BIISEPS to EMA, Inc. ( EMA) at the July 16, 2019 meeting. EMA conducted various workshopswith all CCUA departments to understand and outline existing business workflow processes andinformation systems. EMA proceeded with the assessment of the data collected from the workshops.
Based upon their assessment of CCUA' s processes and information systems, EMA prepared
recommendations for potential business and technology solutions for improving data acquisition,analysis, and actionable information delivery. EMAs roadmap and guidance covers the next five ( 5) toseven ( 7) years to improve the functionality, reporting, and sustainability of CCUA' s technologysolutions for data acquisition and information delivery processes. EMA provided recommendations o.
based on industry standards and best practices, while focusing on CCUA' s expected growth. In additionto an evaluation to improve processes, EMA evaluated CCUA' s current and future Information
Technology ( IT) Department needs. As CCUA progresses toward business intelligence with real timeKey Performance Indicators ( KPI' s) and Supervisory Control and Data Acquisition ( SCADA), CCUAwill need to pivot current IT Department support processes and strategies. EMA recommendedestablishment of an Information Solutions ( IS) Governance Committee. This committee consists of the
Senior Leadership Team with the IT and GIS managers as advisors. EMA will facilitate the first six ( 6)meetings. The members will evaluate significant information systems and technology project requeststo set priorities, expectations, and approve performance objectives. With the expected growth of the
utility, we agree with EMA this process is necessary to accomplish long- term goals for the organization.This report was for the Board' s information only; no action was requested or required at this time.
c. Electrical Assessment Update and proposed Supplemental Agreement No. 3 with J. Collins EngineeringAssociates, LLC for Evaluation of CCUA' s Water Treatment Plant Electrical Systems
Ms. Shoemaker provided an Electrical Assessment Update and proposed Supplemental Agreement No. 3
with J. Collins Engineering Associates, LLC for Evaluation of CCUA' s Water Treatment PlantElectrical Systems. During the November 19, 2019 meeting, the Board of Supervisors approved using J.Collins Engineering Associates, LLC ( JCEA), one of CCUA' s continuing engineering contracts, toevaluate five ( 5) WTP electrical systems. The initial electrical assessments included: Ridgecrest WTP,
Fleming Oaks WTP, Lucy Branch WTP, Old Jennings WTP, and Pace Island WTP. David Lassetter, •P. E., part of the JCEA team, completed the electrical assessments. This initial effort gave staff an
opportunity to evaluate and to adjust the assessment process based upon the findings of the electricalengineering expert. Staff evaluated and prioritized the findings from the electrical assessments,implemented corrective actions/ maintenance items through the asset management and work order
system or added projects to the Capital Improvement Program ( CIP). The Ridgecrest WTP ElectricalUpgrades project is scheduled to be the first project completed in the CIP. Staff coordinated with JCEA
a fee proposal for the next five( 5) facility assessments, which include Oakleaf WTP, Orange Park SouthWTP, Ridaught WTP, Spencer WTP, and Tanglewood WTP. Staff reviewed the fee proposal and
determined the proposed lump sum fee of$ 37, 150 to be reasonable for the scope of services provided.CCUA staff budgeted for the evaluation within the Water Department' s operations budget forsubcontractors. After discussion, Mr. Roark moved, seconded by Mr. Hodges, and carried 6- 0, toapprove Supplemental Agreement No. 3 with J. Collins Engineering Associates, LLC in the amount of
37, 150, as presented by Ms. Shoemaker.
d. Proposed Supplemental Agreement No. 4 to the Civil and Environmental Engineering Professional
Services RFO 2018/ 2019 No. 3 with Constantine Engineering, Inc. for the Ridgecrest Water TreatmentPlant Electrical Upgrades Project
Ms. Shoemaker presented proposed Supplemental Agreement No. 4 to the Civil and Environmental
Engineering Professional Services RFQ 2018/ 2019 No. 3 with Constantine Engineering, Inc. for theRidgecrest Water Treatment Plant Electrical Upgrades Project. Staff identified the Ridgecrest WTP
electrical upgrades project in CCUA' s 5- year Capital Improvement Plan. Therefore, they included the
Ridgecrest WTP facility in the first set of five electrical assessments performed by J. CollinsEngineering Associates, LLC ( JCEA). David Lassetter, P. E., part of the JCEA team, completed theelectrical assessment for the Ridgecrest WTP. Staff worked with David Lassetter, P. E., to incorporatethe identified issues from the electrical assessment into the scope of professional services for theelectrical upgrades. Staff coordinated with Constantine Engineering, Inc., a consultant engaged throughone of CCUA' s continuing service contracts, a proposal to provide the evaluation, design, bidding, andpost design services for the electrical upgrades at this facility. Staff determined the proposed total lumpsum fee of$ 109,699 to be reasonable for the scope of services provided. After discussion, Mr. Roark
moved, seconded by Mr. Starnieri, and carried 6- 0, to approve Supplemental Agreement No. 4 withConstantine Engineering, Inc., for Professional Engineering Services for the Ridgecrest WTP ElectricalUpgrades Project in the amount of$ 109,699, as presented by Ms. Shoemaker. Check recording 6- 0
e. Proposed Supplemental Agreement No. 2 with Reiss Engineering, Inc. for the Potable Water SystemEmergency Response Plan Hydraulic Modeling
Ms. Shoemaker presented proposed Supplemental Agreement No. 2 with Reiss Engineering, Inc. for the
Potable Water System Emergency Response Plan Hydraulic Modeling. The Federal Government signedthe America' s Water Infrastructure Act ( AWIA) into law on October 23, 2018. The AWIA requires
community water systems that serve more than 3, 300 people to complete both a Risk and ResiliencyAssessment ( RRA) and an Emergency Response Plan ( ERP) no later than September 27, 2020. Reissprepared the RRA, and CCUA certified completion to the Environmental Protection Agency ( EPA) onMarch 27, 2020. CCUA must next certify completion of an updated ERP to EPA, and staff is workinginternally to develop additional Standard Operating Procedures and materials for this effort. Staff needsa more accurate hydraulic model to plan for emergency responses related to CCUA' s water system tocomplete the ERP. Staff coordinated with Reiss, a consultant engaged through one of CCUA' s
continuing contracts, to request a proposal to provide the hydraulic modeling. Staff negotiated the scopeand fee with Reiss to complete the water system hydraulic modeling effort to assist with emergency
planning. Staff determined the proposed total lump sum fee of $176, 768. 72 to be reasonable for thescope of services provided. Since the requirements of the AWIA were unforeseen during last year' sbudgeting process, staff plans to use contingency funds for this project. After discussion, Vice-Chairman Kloss moved, seconded by Mr. Roark, and carried 6- 0, approval of Supplemental Agreement
No. 2 with Reiss Engineering, Inc., for the Potable Water System Emergency Response Plan HydraulicModeling in the amount of$ 176, 768.72, as presented by Ms. Shoemaker.
f. Proposed Consultant Selection for RFO 2018/ 2019 RFO No. 6 - Meadow Lake Water Treatment PlantExpansion Professional Services
Ms. Shoemaker presented the proposed Consultant Selection for RFQ 2018/ 2019 RFQ No. 6 - MeadowLake Water Treatment Plant Expansion Professional Services. The Meadow Lake WTP improvements
will facilitate growth along Sandridge Road and the future interconnection with the Saratoga SpringsWTP. Staff identified this project in CCUA' s 5- year Capital Improvement Plan. CCUA solicited
Requests for Qualifications ( RFQ) to the public, and the evaluation committee reviewed and scored thesubmitted qualification packages. The top three ( 3) firms scored very closely, within 0. 25 pointsbetween first and third place. The statistical significance is within the probability of error of a 0.5- point
gap between the firms or essentially a three-way stalemate. During the November 5, 2019 meeting, theBoard of Supervisors approved short- listing the top three ( 3) firms and requiring public presentationsfrom each firm regarding their qualifications, approach to the project, and ability to furnish the requiredservices as outlined in CCNA, F. S. s. 287. 055. Staff advertised the August 7, 2020 public presentations
in the Clay Today on July 23, 2020. Black & Veatch Corporation, CDM Smith, Inc., and ReissEngineering, Inc., each presented their qualifications, approach to the project, and ability to furnish therequired services to the review committee. The committee members then ranked the three ( 3) firm' spresentations 1 through 3, recommending to the Board, the firm receiving the most frequent first choiceranking. CDM Smith, Inc., received three( 3) first choice rankings, Reiss Engineering, Inc., received two2) first choice rankings, and Black & Veatch Corporation received zero ( 0) first choice rankings. Staff
recommends CDM Smith Inc., based upon a competitive selection process using the criteria stated in theRFQ and receiving the most first choice rankings after the public presentations. After discussion, Vice-Chairman Kloss moved, seconded by Mr. Starnieri, and carried 6- 0, to approve the August 7, 2020Review Committee Meeting Minutes and proceed with negotiations with CDM Smith, Inc., for theMeadow Lake WTP Expansion Professional Services 18/ 19 RFQ No. 6, as presented by Ms.Shoemaker.
g. COVID- 19 Update
Mr. Johnston provided a brief update on CCUA' s continuing response to the COVID- 19 pandemic.Disconnections for non- payment are currently slated to resume beginning on Tuesday, August 25, 2020.As previously approved, staff will be granted the latitude to work with delinquent customers todetermine a payment plan within a not to exceed a six- month window. This report was for the Board' s
information only; no action was requested or required.
h. Other
Mr. Johnston informed the Board the Executive Director' s Self-Evaluation was provided at their station.
The information will be reviewed at thea Personnel Committee meeting at 1: 00 P.M. prior to the next
meeting on September 1, 2020. Mr. Williams requested if possible, the evaluations be returned to himno later than Thursday, August 27, 2020.
Item No. 9— Legal Business
a. Other—None
Mr. Williams reported he is currently monitoring the ongoing civil litigation and is working on the newAnnual Private Attorney Services Agreements for Fiscal Year 2020- 2021.
Item No. 10— Old Business/ New Business— None
Item No. 11 — Public Comment— None
Item No. 12— Supervisor Comments
Mr. Roark thanked the staff for all their efforts and commented on the number of new meters installed as listedon the meter installation summary.Vice- Chairman Kloss thanked Mr. Johnston and staff and congratulated the GIS team on their national award.Mr. Starnieri congratulated the GIS Department on their national award.
Mr. Davis inquired about the information contained in the FYI section of the agenda and requested at a futuremeeting the data contained in the attachments be reviewed in depth and how it relates to growth in the County.Mr. Hodges offered his congratulations to staff on their award and thanked Mr. Johnston for providing his Self-Evaluation.
Chairman Gardella offered her congratulations to the GIS Department on their award and commented on the
number of survey responses received.
Item No. 14— Adjournment
Chairman Gardella adjourned the meeting at 2: 51 P. M.
