PUBLIC WORKS COMMISSION MEETING OF WEDNESDAY, JULY 11, :30 A.M.

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1 PUBLIC WORKS COMMISSION MEETING OF WEDNESDAY, JULY 11, :30 A.M. Present: Wade R. Fowler, Jr., Chairman D. Ralph Huff, III, Vice-Chairman Darsweil L. Rogers, Secretary Evelyn O. Shaw, Treasurer Others Present: David W. Trego, CEO/General Manager Melissa Adams, Hope Mills Town Manager/Liaison PWC Staff Absent: Jay Reinstein, Assistant City Manager Johnny Dawkins, City Council Liaison Michael Boose, Cumberland County Liaison Media REGULAR BUSINESS Chairman Wade R. Fowler, Jr., called the meeting of Wednesday, July 11, 2018, to order. APPROVAL OF AGENDA Upon motion by Commissioner Shaw and seconded by Commissioner Huff, the agenda was unanimously approved. PRESENTATION Sustainable Sandhills Green Business Award for Leadership Presented by: Carolyn Justice-Hinson, Communications & Community Relations Officer Carolyn Justice-Hinson stated on June 28 th, Sustainable Sandhills recognized winners of twelve Green Business awards. These winners were among 150 businesses or organizations that were nominated. PWC was nominated for four awards and we were recognized for the Green Awareness Award. Ms. Justice Hinson went on to state PWC promotes conservation and sustainability through our programs, including local events and our customer communications. We distribute over 10,000 energy saver wall calendars each year. We actively support and work with local organizations like Sustainable Sandhills and the Sandhills Area Land Trust. 1

2 She stated PWC has several programs which promote awareness and conservation. Among them are the leak program and our tree program. With the leak program we notify customers when they have abnormal or high water use. This increases the awareness of saving water. Each year we give out over a 1,000 tree seedlings. These are just a sample of the things we do and which we were recognized for. Commissioner Shaw asked when is the seedlings given and what type of tree seedlings do we give. Ms. Justice-Hinson stated we provide them at our events and at our expos. We give out Dogwood, Crepe Myrtle and Choke Cherry. She stated we began this program in 2005 (our Centennial Anniversary) and we have been giving them out since that year. CONSENT ITEMS Upon motion by Commissioner Shaw and seconded by Commissioner Huff, the Consent Items were unanimously approved. A. Approve Minutes of meeting of June 13, 2018 B. Approve the following recommended bid awards for one-year contracts (with the option to extend contracts for additional one-year period upon the agreement of both parties) for the purchase of water and water reclamation chemicals and forward to City Council for approval. Bids were received on June 19, 2018, as follows: 1. Oltrin Solutions, LLC, Hamlet, NC, low bidder in the amount of $496, for the purchase approximately 3,875 tons of Sodium Hypochlorite 15%. Bids were solicited from fifteen (15) bidders with four (4) bidders responding. Bidders Total Cost Oltrin Solutions, LLC, Hamlet, NC $496, Water Guard Inc., Wilson, NC $513, Brenntag Mid-South, Inc., Durham, NC $666, JCI Jones Chemicals, Charlotte, NC $693, Note: FPWC is currently paying $ per ton; this year s bid price is $ per ton. The low bid is recommended. 2. Univar USA, Inc., Morrisville, PA, low bidder in the amount of $719, for the purchase of approximately 2,300 tons of Caustic Soda 50%. Bids were solicited from fifteen (15) bidders with four (4) bidders responding. Bidders Total Cost Univar USA, Inc., Morrisville, PA $719, Oltrin Solutions, LLC, Hamlet, NC $738, Brenntag Mid-South, Inc., Durham, NC $753, JCI Jones Chemicals, Charlotte, NC $862,

3 Note: FPWC is currently paying $ per ton; this year s bid price is $ per ton. The low bid is recommended. **Note: Historically, the market pricing for caustic soda has shown volatility. Current bid prices in caustic soda can be attributed to changes in the global market place. Market research shows that Europe is increasing imports of caustic soda and China, who produces much of the global supply, has reduced exports of caustic soda. As the US becomes a larger global supplier, prices are likely to continue upward the closer that US plants near their production capacity. 3. Premier Magnesia, LLC, Wayne, PA, low bidder in the amount of $300, for the purchase of approximately 125,000 gallons of Magnesium Hydroxide. Bids were solicited from fifteen (15) bidders with one (1) bidder responding. Bidders Total Cost Premier Magnesia, LLC, Wayne, PA $300, Note: FPWC is currently paying $2.20 per gallon; this year s bid price is $2.40 per gallon. The low bid is recommended. **Note: There are only two (2) known bidders for this product. The other bidder did not submit a bid for this year. C. Approve Transfer of Certain Surplus Gym Equipment to the City of Fayetteville Staff requests approval of recommendation to transfer to the City of Fayetteville certain surplus gym equipment at fair market value, as determined by a market survey conducted by the staff, in accordance with G.S. 160A-274 and the restrictions set forth in Section 6A.16 of the Fayetteville Public Works Commission s Charter in exchange for payment of twelve thousand five hundred dollars ($12,500) from the City of Fayetteville. END OF CONSENT Comments: The Fayetteville Public Works Commission has determined that the sale of surplus gym equipment to the City of Fayetteville at fair market value would be mutually beneficial to both parties. GENERAL MANAGER REPORT Baseball Stadium Mr. Trego stated we have signed the contracts and are moving ahead with the sewer line construction. We will upsize the line there for future development. The work is around Maiden Lane to support growth in the area. Mr. Trego stated PWC employees designed the upsizing of the line so we could have it completed as quickly as possible. He stated we are happy to state we will be ahead of the curve on this project. 3

4 Lineworkers and FTCC Mr. Trego asked Bobby Russell, HR Officer to provide an update on the Lineworker Program at FTCC. Mr. Russell stated we will begin the first class in the fall. He will meet with Dr. King tomorrow to sign the documents necessary for PWC to transfer the necessary gifts of kind to FTCC. Once it is in place the class will start in the September timeframe. He stated there are nine individuals ready to begin the class. Mr. Russell stated this is a tremendous initiative and we plan to build on it. Commissioner Rogers asked how are we marketing the program. Mr. Russell stated that FTCC has been in charge of the marketing campaign for launching this initiative. They only wanted to have the class size at for the initial class. As they continue to receive more gifts of kind and equipment in place, they will continue to plan their marketing initiative. Mr. Trego stated once the program is fully established we will include marketing to STEM Students, Job Shadowing Students and other programs we participate in with the school system. We will promote to Robeson County School System. Ms. Justice-Hinson stated we have been in talks with FTCC to utilize our avenues of communications to promote the program. Mr. Trego stated we will also reach out to Lumbee River and South River. We will make them aware of this program so they can also utilize local employees. Commissioner Fowler asked about a scholarship program. Mr. Russell explained our options for the scholarship program and/or reimbursement. He stated we will have everything in place before the fall program begins. Commissioner Shaw asked will staff keep data on veterans who participate in the program? Mr. Russell stated yes, and we will also keep data on minority and female participants. Discussion ensued. Dispatch Renovation Mr. Trego stated staff has recently completed the renovation of the Dispatch area and Commissioners are invited to tour the area following the next Commission meeting. We are installing an outage management system and an update to our customer communications. The update to the Dispatch area was needed to accommodate these improvements. Susan Fritzen, Corporate Services Chief Officer, stated it was a very good collaboration between the Electric Division, Information Systems and Facilities. It was completed the right way. She also stated the information will project from Dispatch over to the EOC (Emergency Operations Center) so we will not need to go into their area in an emergency situation. Mr. Trego stated we utilized the lessons learned from Hurricane Matthew. We also visited other utilities to see what they had as well. This is state of the art and best practices. 4

5 Employee Anniversaries Mr. Trego stated we had our awards ceremony for employees who have completed 5, 10, 15, 20, 25 and 30 years. He stated the largest category was for employees with 30 year anniversaries, which brought into focus succession planning. He stated Mark Brown celebrated five years and Mick Noland celebrated 25 years with PWC. Commissioner Comments: Commissioner Rogers stated there was a conference call on June 27 th regarding Building Local/Small Business Capacity which created several sub-committees. These committees will focus on developing a plan of action and a mission/vision statement (The City, County, PWC, Hope Mills and Spring Lake have volunteered). We will have a meeting next week and then determine the course of future meetings in an effort to create a vision that we can take back to all the policy boards requesting a resolution for them to adopt and empower their staffs to move forward with a local building business strategy. He stated the other sub-committee will begin the plans for the next rally. It appears it will be in January or March. More information will be forthcoming. Commissioner Fowler stated while he was at the Hope Mills Commission meeting, it was discussed that signs are being placed on utility poles and he believes that many of the utility poles belong to us. He asked the General Counsel if there is anything we can do to assist Hope Mills with curbing this problem. Mr. Brown stated he will speak with Ms. Adams to determine where the poles are located. He stated some poles belong to PWC, and others belong to Duke or Lumbee River. Jamie West, General Counsel stated this constitutes some form of trespass and we can threaten them with legal action. Melissa Adams, Hope Mills Town Manager, stated Hope Mills is looking to update their Ordinance to fine offenders. Commissioner Shaw stated at their last meeting she made a request and Mr. Trego responded with the information. She is now requesting that Mr. Trego, Procurement and our General Counsel review our strategic priority list of Showcase Value to the Community and Improve Value to the Community, and marry the two for this specific discussion point. Come back with a recommendation for Commissioners to consider for discussion.. She stated there are guidelines that the State and some cities have of penalties that can be imposed without ambiguity on some particular vendor behaviors. She stated at this time she must publicly make this request. In an effort to respond correctly to Commissioner Shaw s request, Mr. Trego asked is it your direction for staff to come up with some language related to behavior of vendors of PWC? She stated absolutely: to set a guideline or a benchmark for the penalties that may be from PWC for those vendors. She stated there is language already expressed by state procurement (and some cities) that they may address behavior that prove counter to the core 5

6 principals of the organization that is doing the engagement. It does not only respond to those companies who are doing bids but also to those companies who are providing services. Commissioner Rogers asked if PWC has changed our insurance requirements. Mark Cannady responded PWC has not made any changes regarding our insurance requirement. The issue in question is with our design/build project and it is $2M/$2M. We work with the contractors that are selected on the insurance requirement. He stated we have not made any radical changes regarding our insurance requirement. He confirmed there are no wholesale changes regarding our insurance requirement. REPORTS AND INFORMATION The Commission acknowledges receipt of the following reports and information. A. Monthly Incident Summary June 2018 B. Personnel Report June 2018 C. Position Vacancies D. Approved Railroad Encroachment Agreement(s): Encr. #18642 install. of RJDI fire and water line for fire hydrant, and PVC sewer SR2007 (Jim Johnson Rd) and NC53/210 (Cedar Creek Rd) Encr. #18611 install. of 8 RJDI sanitary sewer main and water SR1102 (Gillis Hill Rd.) Encr. #18644 install of 12 HDPE temporary sewer main US401 Bus and NC87 E. Approved Utility Extension Agreement(s): Water/sewer services to The Crossings at Cumberland 7057 Rockfish Rd. Electric/water/sewer services to Rayconda Properties, 7005 Nexus Ct., F. Actions by City Council during meeting of June 25, 2018, related to PWC: Approved Bid Recommendation Contract for Sewer Lateral Rehabilitation Work for FY2019 Approved Bid Recommendation North Fayetteville Outfall 18 Sanitary Sewer Main Ext. CLOSED SESSION PURSUANT TO N.C. GENERAL STATUTES (a)(3) TO DISCUSS LEGAL MATTERS Commissioner Ralph Huff motioned to go into closed session pursuant to N.C. General Statutes (a)(3) to discuss the pending case involving Devonwood-Loch Lomond Lake Association, Inc., Arran Lake Homeowners Ass n., Rayconda Homeowners Ass n, Inc., Strickland Bridge Road Homeowners Ass n, Inc., John C. Lee and Wife Catherine A. Lee, Martin Young and Wife Ann Young, Gerald L. Ellison and Wife J.F. Dunn Ellison, Dana E. Pike, and Wife, Nancy P. Pike, The City Of Fayetteville, and Fayetteville Public Works Commission. Motion was seconded by Commissioner Darsweil Rogers and unanimously approved at 8:59 a.m. 6

7 After discussion, Commissioner Shaw motioned to return to open session at 9:27 a.m. Motion was seconded by Commissioner Huff and unanimously approved. CLOSED SESSION PURSUANT TO N.C. GENERAL STATUTES (a)(6) TO DISCUSS PERSONNEL MATTERS Commissioner Rogers motioned to go into closed session pursuant to NC General Statues (a)(6) to discuss personnel matters. Motion was seconded by Commissioner Shaw and unanimously approved at 9:28 a.m. Following discussion, upon motion by Commissioner Rogers, seconded by Commissioner Shaw, and unanimously approved, the meeting returned to open session at approximately 9:56 a.m. Upon returning to open session the Commissioners took the following actions regarding the CEO/General Manager: Commissioners rated the CEO as Meeting All Objectives Awarded the CEO a 4% increase in Base Salary Increased the CEO Car Allowance by 3% and authorized the CEO to increase the car allowance for all officers also by 3%. ADJOURNMENT There being no further business, upon motion by Commissioner Huff and seconded by Commissioner Rogers, and unanimously approved the meeting was adjourned at approximately 10:20 a.m. 7