MINUTES CLAY COUNTY UTILITY AUTHORITY December 6, 2016 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 Vallencourt called the meeting to order at 2: 00 P. M. Item No. 2 Invocation/ Pledee of Alleeiance Vice- Chairman Gerwe offered the Invocation and led those in attendance in the Pledge of Allegiance. Item No. 3 Roll Call Roll Call was taken with Chairman Vallencourt, Vice- Chairman Gerwe, Mr. Buck, Mr. Clary, Mr. Welch, and Mr. Wilkinson in attendance. Mrs. Gardella joined the meeting in progress at 2: 09 P. M. Also present at the meeting were Executive Director Tom Morris, Chief Operations Officer Jeremy Johnston, Chief Financial Officer Patricia Barthlow, Chief Information Officer Allen Boatright, Chief Public Information Officer Celeste Laffy, Chief Engineer Ken Fraser, Service Availability Manager David Rawlins, and Grady H. Williams, Jr., legal counsel to the CCUA. Item No. 4 Approval of Minutes a. Board of Supervisors Reeular Meeting. November 15. 2016 After discussion, Mr. Wilkinson moved, seconded by Mr. Clary, and carried 6-0, to approve the minutes of the Board of Supervisors Regular Meeting, November 15, 2016. Item No. 5 Approval of Consent Aeenda a. Approval of Financial and Operational Activities After discussion, Mr. Clary moved, seconded by Mr. Welch, and carried 6-0, to approve the Financial and Operational Activities; as follows; i. Approval of Payment of Warrants ii. iii. l:) eccniber,_? 016 Warrants totaling $2, 128, 542. 63 a. Schedule of payments to Sole Sources b. Schedule of Emergency Repairs/ Purchases c. Schedule of items initiated under Emergency Contract - None d. Schedule of payments made out of the Emergency Account e. Schedule of claims paid under the Sewage Backup Response Policy - None f. Detailed Descriptive Warrant Report Request for Asset Disposal Authorization None Request for Sole Source Designation - None
b. Approval of Capital Budget Activities None i. Requests for Award of Procurement Contracts and/ or Ratification of Procurement/ Construction Contracts - None ii. Approval of Supplemental Agreements and Change Orders a. Supplemental Agreements - None b. Change Orders - None c. Approval of Developer Agreements. Warranty Deeds & Easements After discussion, Mr. Wilkinson moved, seconded by Mr. Buck, and carried 6-0, to approve Items i. through vii. of the Developer Agreements, Warranty Deeds & Easements, as follows; Mr. Clary complemented staff on the quality of the presentation of the easements which have been a part of recent agenda packages. i. Developer Agreement KH16/ 17-01 Water Service to 7410 Hallman Road ( David M. Poore, III and Stella C. Poore) 1 ERC water, 1 ERC AWS - $ 9, 420. 45 ( financed) ii. Developer Agreement KH 16/ 17-02 Water Service to 4627 SE 3` d Avenue ( Denmark Builders, LLC) 1 ERC water, 1 ERC AWS - $ 4,638. 53 iii. Developer Agreement KU16/ 17-11 Fire Hydrant Installation and Water & Wastewater Service to 367 Blanding Boulevard ( M& C Real Ventures, Inc.) 0. 68 ERC' s water, 0. 68 ERC' s AWS, 0. 62 ERC' s wastewater, 0. 62 ERC' s environmental impact - $ 8, 007. 74 iv. Grant of Easement 4627 SE 3rd Avenue ( Lot 18) and adjacent Lot on 3` d Avenue ( Lot 17) Grantor Denmark Builders, LLC v. Grant of Easement 4688 SE 3` d Street Grantors Francis X. Holman and Lucy Ann vi. vii. Holman Grant of Easement 7410 Hallman Road Grantors Stella Costello Poore and David Madison Poore, III Grant of Easement - Bask Pediatric Dentistry at 2013 Town Center Boulevard Grantor Team Bask Holdings, LLC Item No. 6 Customer Account Adiustments a. Mr. Joseph Keys Request for an additional leak credit. in excess of CCUA' s existing policy Ms. Laffy presented a request on behalf on Mr. Joseph Keys of 5 Mitchell Avenue for an additional leak credit, in excess of CCUA' s existing policy. After discussion, Vice- Chairman Gerwe moved, seconded by Mr. Clary and carried 7-0, to deny Mr. Keys' request for an additional leak credit. Item No. 7 Business discussed at Committee Meetings - None Item No. 8 Executive Director' s Business a. Financial Statement October 2016 Mrs. Barthlow reported that operating income is $ 191, 078 under budget due to the unfavorable payroll expense related to Hurricane Matthew. Operating revenue is $ 108, 566 over budget and operating expenses are $ 299, 644 under budget. The Authority has gained 32 active water accounts and 32 active sewer accounts for the fiscal year 2016/ 2017. After discussion, Mr. Wilkinson moved, seconded by Mr. Dece }: h, r 6. _2016
Clary, and carried 7-0, to accept the Financial Package for October 2016, as presented by Mrs. Barthlow. Mr. Clary left the meeting in progress at 2: 48 P. M. and returned at 2: 50 P. M. Mr. Welch left the meeting in progress at 2: 51 P. M. and returned at 2: 54 P. M. Mrs. Barthlow also informed the Board, due to a scheduling conflict, the committee meeting which had been scheduled for January 3, 2017, will need to be rescheduled. The Board WITHOUT OBJECTION rescheduled the Audit/ Finance Committee meeting for 1: 00 P. M. on January 17, 2017. The meeting will be advertised as required. b. Conservation Rate Structure Effectiveness Assessment. October 2016 Mr. Johnston reviewed the Conservation Rate Effectiveness Report for October with the Board and provided an update on the monthly billing & tiered rate transition. This report was for the Board' s information only; no action was requested or required on this item. Mr. Buck left the meeting in progress at 2: 59 P. M. c. Request to negotiate with AESI to conduct SCADA System Vulnerability Assessments to close out the Reclaimed Water SCADA System Proiect with Curry Controls, Inc. Mr. Boatright reported to the Board staff received three submittal packages in response to their Request for Qualifications for SCADA System Vulnerability Assessments. Staff reviewed and ranked the submittals and recommended fee negotiations be held with AESI to conduct SCADA System Vulnerability Assessments to close out the Reclaimed Water SCADA System Project with Curry Controls, Inc. After discussion, Vice- Chairman Gerwe moved, seconded by Mr. Wilkinson and carried 6-0, to proceed with fee negotiations with AESI, as presented by Mr. Boatright. d. Report on the Arora Blvd. 10" Force Main Replacement Project Mr. Johnston reviewed the Post Construction Report on the Arora Blvd. 10" Force Main Replacement Project. This report was for the Board' s information only; no action was requested or required on this item. e. Request for renewal of the contract with Quadrant for network and SCADA Security and Event Management ( SIEM) Mr. Boatright presented a request for a two year renewal of the contract with Quadrant for network and SCADA Security Information and Event Management ( SIEM) in the amount of $41, 000; $ 25, 000 for the main network and $ 16, 000 for the SCADA systems. After discussion, Mr. Wilkinson moved, seconded by Mr. Welch and carried 6-0, to approve renewal of the contract, as presented by Mr. Boatright. f. Request for approval of a proposed Inter- local Agreement between CCUA and Clay County BCC for the design and construction of the roadway utility for the Brannan Mill Boulevard Proiect Challenger Center) her,,
Mr. Morris presented a request for approval of a proposed Inter- local Agreement between CCUA and Clay County BCC for the design and construction of the roadway and utility infrastructure for the Brannan Mill Boulevard ( Challenger Center) Project. Mr. Ken Smallwood, of BFC Partnership, Limited, addressed the Board regarding the BCC' s acquisition of a platted 100' right-of-way which has been submitted to the County for their approval. He also discussed the additional easements which will be granted for the installation of CCUA' s utility facilities. After discussion, Vice- Chairman Gerwe moved, seconded by Mr. Clary and carried 7-0, to approve execution and delivery of the revised Interlocal Agreement, subject to the execution of a proposed Memorandum of Understanding with BFC Partnership, Limited which will be subject to the final approval by CCUA' s Executive Director and legal counsel regarding the proposed easements and Developer Agreement for the project. g. Consideration of a request from Mr. and Mrs. Lawton Jeffers for financing of connection charges for water service to their rental property located at 348 Old Jennings Road. Orange Park, Clay County_. Florida Mr. Morris presented for consideration a request from Mr. and Mrs. Lawton Jeffers for financing of connection charges for water service to their rental property located at 348 Old Jennings Road, Orange Park, Clay County, Florida. After discussion Vice- Chairman Gerwe moved, seconded by Mr. Clary and carried 6-0, to approve Mr. and Mrs. Jeffers' request for financing of connection charges in the amount of$ 4, 307. 38, for a two year period at the CCUA' s standard terms and interest rate as annually set by the Board, as presented by Mr. Morris. h. Review of CCUA' s Emergency Pay Policy Mr. Morris presented the background information regarding the formulation and implementation of the CCUA' s Emergency Pay Policy. The Personnel Committee WITHOUT OBJECTION scheduled a meeting for January, 10, 2017 at 2: 00 P. M. to discuss CCUA' s Emergency Pay Policy. The meeting will be advertised as required. Other Mr. Morris congratulated Chairman Vallencourt on his receipt of the 2016 Chairman' s Award from the Clay County Chamber of Commerce. Mr. Morris reminded the members of the Board of the Christmas Luncheon which will be held on December 16, 2016 from 11: 00A. M. until 1: 00 P. M. Item No. 9 Legal Business a. Other - None Item No. 10 Old Business/ New Business - None Item No. 11 Public Comment - None I) c.ccmher z. :'( 6 4
Item No. 12 Supervisor Comments Vice- Chairman Gerwe stated a customer has expressed to him a concern with the proration factor which is used for monthly billing. Ms. Laffy provided information and encouraged Vice- Chairman Gerwe to have the customer contact her directly so she can review the proration system in detail with him. Mrs. Gardella inquired about the gentleman who attended the Public Rate Hearing who had questions about the bills for his home, his church and the homes of his parishioners. Ms. Laffy reported she provided him with her contact information to set up an informational session at his church and she has not yet heard back from him. Item No. 13 Adjournment Chairman Vallencourt adjourned the meeting at 3: 49 P. M. t' s. Michael Vallencourt, Chairman Janis: ` fir. de. Rec6rcgig ecretary 0 e:: 1.) ecernil;,>'. _';()I 6