MINUTES

CLAY COUNTY UTILITY AUTHORITY

January 7, 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

Mr. Starnieri 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. Starnieri, and Mr. Welch in

attendance.

Also present at the meeting were Executive Director Tom Morris, Chief Operations Officer Jeremy Johnston,Chief Financial Officer Jeff Wesselman, Accountant Karen Osbourne, Chief Customer Officer Celeste

Goldberg, Chief Engineer Jim French, Human Resources Manager Kim Richardson, Program Manager Warrick

Sams, Wastewater Superintendent Dennis Martin, Project Manager Chris Nazworth, and Grady H. Williams,

Jr. LL. M, legal counsel to the CCUA.

Item No. 4 Approval of Minutes

a. Board of Supervisors Personnel Committee Meeting, December 17, 2019

b. Board of Supervisors Regular Meeting, December 17, 2019

After discussion, Vice-Chairman Kloss moved, seconded by Mr. Starnieri, and carried 5- 0, to approve

the minutes of the Board of Supervisors Personnel Committee Meeting and Regular Meeting held onDecember 17, 2019.

Item No. 5— Approval of Consent Agenda

a. Approval of Financial and Operational Activities

After discussion, Mr. Davis moved, seconded by Mr. Starnieri, carried 5- 0, to approve the Financial and

Operational Activities and Capital Budget Activities, as follows;

1) Warrants totaling $ 3, 361, 717. 41

a. Schedule of payments to Sole Sources

b. Schedule of Emergency Repairs- None

c. Schedule of items initiated under Emergency Contract- None

d. Schedule of payments made from the Emergency Accounte. Schedule of claims paid under the Sewage Backup Response Policy— None

f. Detailed Descriptive Warrant Report

2) Request for Asset Disposal Authorization— None

3) Request for Sole Source Designation— None

b. Approval of Capital Budget Activities

1) Requests for Award of Procurement Contracts and/ or Ratification of Procurement/

Construction Contracts - None

2) Approval of Supplemental Agreements and/ or Change Orders

a. Proposed Change Order No. 5 to the contract with Ortega Industrial Contractors for Bid

No. 2015/ 2016- A9— Mid-Clay WWTF Upgrades(-$ 28, 522. 69)

c. Approval of Developer Agreements, Warranty Deeds & Easements

After discussion, Vice- Chairman Kloss moved, seconded by Mr. Starnieri, and carried 5- 0, to approve

the Developer Agreements, Warranty Deeds & Easements as follows;

1) Developer Agreement KH 19/ 20- 08 - Wastewater Service to 7433 & 7435 State Road 21

Jennifer Holdings, LLC) — 2 ERC' s wastewater, 2 ERC' s environmental impact, 2 ERC' s

debt service- $ 9, 461. 15

2) Developer Agreement KU 19/ 20- 08 - Wastewater Service to 6833 Old Church Road ( Gerald

R. Agresti & Kathryn B. Agresti)— 1 ERC wastewater, 1 ERC environmental impact, 1 ERC

debt service- $ 9, 830. 76

3) Developer Agreement RU19/ 20- 02 - Wastewater Service to 2136 Pine Tree Lane ( PhillipPatrick Jacobs & Deborah S. Jacobs) — 1 ERC wastewater, 1 ERC environmental impact, 1

ERC debt service- $ 22, 205. 25 ($ 21, 867. 55 financed)

4) Grant of Easement — 6833 Old Church Road — Grantors — Gerald R. Agresti & Kathryn B.

Agresti

5) Grant of Easement — Offsite Easement to 6833 Old Church Road — Grantors — Keith D.

Billings& Pamela K. Billings

6) Grant of Easement— 546 SE28th

Way— Grantors— Michael Hathcock and Mary Hathcock7) Grant of Easement— Wastewater Forcemain Extension across 2465 Blanding Blvd.— Grantor

Wells Fargo Bank, N. A.

Item No. 6— Customer Account Adjustments - None

Item No. 7— Business discussed at Committee Meetings— Audit/ Finance Committee Meeting - Davis

Committee Chairman Davis informed the Board the Audit/ Finance Committee met prior to today' s meeting todiscuss and review the 2018/ 2019 Fiscal Year Audit. Zach Chalifour, of James Moore & Co. P. L., briefly reviewed

the 2018/ 2019 Fiscal Year Audit as prepared by his firm. After discussion, Mr. Davis moved, seconded by Mr.Starnieri and carried 5- 0, to accept the 2018/ 2019 Fiscal Year Audit, as presented by Mr. Chalifour. Committee

Chairman Davis thanked the auditors and staff for all their efforts relating to the annual audit.

Item No. 8— Executive Director' s Business

a. Presentation and Acceptance of the 2018/ 2019 Fiscal Year Audit

The presentation and acceptance of the 2018/ 2019 Fiscal Year Audit was addressed under Item No. 7.

b. Request to reject the proposal for Project 2018/ 2019- A8 - RFP Doctors Lake Restoration Project Septic Tank

Phase- Out Program and approval of the minutes of the opening held on June 19, 2019

Mr. Morris introduced Program Manager, Warrick Sams who informed the Board staff advertised the above-

referenced project in the Florida Times Union, DemandStar, and on Clay County Utility Authority' s( CCUA)

website on May 14, 2019. One potential proposer attended the non- mandatory pre- proposal conference onMay 24, 2019. At the June 19, 2019, proposal public opening, CCUA received one( 1) proposal from OnSyte

Performance, LLC. Staff evaluated the proposal for conformance with the solicitation requirements on June

25, 2019, conducted two post opening conferences with the proposer as a request for additional informationon October 3, 2019 and October 10, 2019; and subsequently, determined that the proposal did not provide

adequate public references to determine an achievable logistical and technical path forward that would

present an efficient and cost- effective outcome. On December 17, 2019, the Board of Supervisors approved

the Doctor' s Lake to Centralized Sewer System Conversion In- Fill Policy. This in- fill policy defines four( 4)

objectives CCUA and St. Johns River Water Management District ( SJRWMD) are attempting to achieve.

Specifically, CCUA and SJRWMD are mutually seeking to eliminate, to the most reasonable extent possible,nutrients from human wastewater entering Doctor' s Lake. In addition to a questionable ability to achieve anefficient and cost- effective outcome, the sequential batch reactors ( SBR' s) proposed, will likely reduce, but

not eliminate nutrients from the Doctor' s Lake Watershed. Staff has completed preliminary work on

potential solutions that will collect and transmit wastewater flows from targeted neighborhoods to CCUA' s

Centralized Wastewater Treatment Facilities. Staff recommends pursuit of the solutions using CCUA' sfacilities. These solutions will achieve the objective recommended by staff and approved by the Board ofSupervisors. Staff requested the Board of Supervisors approval of the Request for Proposals openingminutes and reject the proposal for the Request for Proposals No. 2018/ 2019 RFP No. A8, because of

insufficient work history with similar public agencies performing similar work and difficulties in defining aneffective fiscal and operational plan that meets the objectives of the Doctor' s Lake Septic to Centralized

Sewer System Conversion In- Fill Policy. After discussion Mr. Davis moved, seconded by Mr. Welch and

carried 5- 0, to approve the minutes of the opening held on June 19, 2019 and reject the proposal from

OnSyte Performance, LLC for Project 2018/ 2019- A8 - RFP Doctors Lake Restoration Project Septic Tank

Phase- Out Program, as presented by Mr. Sams.

c. Request for award of the contract for 2018/ 2019- A13 — Fleming Island Outfall Dock Replacement and

approval of the minutes of the bid opening held on December 10, 2019

Mr. French presented a request for award of the contract for 2018/ 2019- A13 — Fleming Island Outfall DockReplacement and approval of the minutes of the bid opening held on December 10, 2019. Staff advertised

the above referenced project in the Florida Times Union, DemandStar, and on CCUA' s website on October

28, 2019. Twelve potential bidders attended the pre-bid conference held on November 20, 2019. At the

December 10, 2019 Bid Opening, CCUA received one bid from Custom Built Marine Construction, Inc.

CBMC). Staff and CCUA' s contracted designed engineer, Nick DeGuida, P. E., with Four Waters

Engineering, Inc., evaluated the bid for conformance with the solicitation requirements and determined

CBMC submitted a responsive bid at a total bid price of $ 1, 043, 969. After discussion, Mr. Starnieri

moved, seconded by Mr. Welch and carried 5- 0, to approve the minutes of the bid opening held onDecember 10, 2019 and award 2018/ 2019- A13 — Fleming Island Outfall Dock Replacement in the amountof$ 1, 043, 969 to Custom Built Marine Construction, Inc., as presented by Mr. French.

d. Request for award of the contract for 2018/ 2019- A15 — Pier Station and Geneva Lakes WTP Facilities

Upgrades and approval of the minutes of the bid opening held on December 12, 2019

Mr. French presented a request for award of the contract for 2018/ 2019- A15 — Pier Station and Geneva

Lakes WTP Facilities Upgrades and approval of the minutes of the bid opening held on December 12, 2019,

2019. Staff advertised the above referenced project in the Florida Times Union, DemandStar, and on

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CCUA' s website on October 12, 2019. Eight potential bidders attended the pre- bid conference held on

October 24, 2019. At the December 12, 2019 Bid Opening, CCUA received two ( 2) bids from PBM

Constructors, Inc. ( PBM) and Intercounty Engineering, Inc. Staff and CCUA' s contracted designed

engineer, Nick DeGuida, P. E., with Four Waters Engineering, Inc., evaluated the bids for conformance

with the solicitation requirements and determined PBM submitted a responsive bid at a total base bid

price of$ 380, 000. 00. The additive bid item for installing a second 3, 000- gallon hydro- pneumatic tank atthe Geneva Lakes Estates WTP facility exceeds the project' s budget, and staff plans to incorporate the

additive bid portion into a future year' s capital improvement project. After discussion, Mr. Starnieri

moved, seconded by Vice- Chairman Kloss and carried 5- 0, to approve the minutes of the bid openingheld on December 12, 2019 and award 2018/ 2019- A15 — Pier Station and Geneva Lakes WTP Facilities

Upgrades in the amount of$ 380, 000 to PBM Constructors, Inc, as presented by Mr. French.

e. Request for approval of Executive Director Job Description Revisions

Ms. Richardson reviewed and presented a request for approval of the Executive Director Job Description

revisions which were recommended by the Personnel Committee at the meeting which was held on

December 17, 2019. After discussion, Mr. Starnieri moved, seconded by Vice-Chairman Kloss and carried5- 0, to approve the revised Executive Director' s job description and authorize Ms. Richardson to post the

position in accordance with CCUA' s job posting policy.

f. Executive Director Succession Discussion

Chairman Gardella requested a Personnel Committee meeting be scheduled to discuss the succession plan forthe Executive Director. After discussion, Vice-Chairman Kloss moved, seconded by Mr. Davis and carried

5- 0, to schedule a Personnel Committee meeting on Friday, February 7, 2020 at 1: 00 P. M. The meeting willbe noticed as required.

g. Other

Mr. Morris informed the Board a revised page three of Item 14( d) was provided at their station.

Item No. 9— Legal Business

a. Other

Mr. Williams informed those in attendance the Florida legislature has now approved the online

notarization of documents which has revised the verbiage required for acknowledgements on official

documents. He has also provided notification to CCUA staff members which are affected by thischange. This report was for information only; no action was requested or required on this item.

Item No. 10— Old Business/ New Business - None

Item No. 11 — Public Comment - None

Item No. 12— Supervisor Comments

Vice- Chairman Kloss wished everyone a safe and prosperous new year, and congratulated Mr. Wesselman and

staff on a successful audit.

Mr. Welch echoed Vice- Chairman Kloss' comments regarding the audit.

Chairman Gardella wanted staff to know she appreciates communication and is always available if needed.

Mr. Starnieri thanked staff for the holiday luncheon and wished everyone a prosperous and safe new year.Mr. Davis also thanked staff for the luncheon and relayed how he enjoyed spending time with everyone. He

was also very appreciative of all the effort it took to plan the event.

Item No. 13 — Adjournment

Chairman Gardella adjourned the meeting at 2: 48 P. M.

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