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HomeMy WebLinkAboutJanuary 13 2016 Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES JANUARY 13, 2016 Lucie Harrell Conference Room Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER II. DETERMINATION OF A QUORUM Attendee Name Organization Title Status Arrived Patricia Kusek Cape Fear Public Utility Chair Present Authority James Brumit Cape Fear Public Utility Vice-Chair Present Authority Mike Brown Cape Fear Public Utility Secretary Present 9:50 Authority AM Larry Sneeden Cape Fear Public Utility Treasurer Present Authority Jim Quinn Cape Fear Public Utility Present Authority Cindee Wolf Cape Fear Public Utility Present Authority Charlie Rivenbark Cape Fear Public Utility Present Authority William Norris Cape Fear Public Utility Present Authority Kevin O'Grady Cape Fear Public Utility Present Authority Woody White Cape Fear Public Utility Excused Authority Rob Zapple Cape Fear Public Utility Present Authority Jim Flechtner Cape Fear Public Utility Executive Director Present Authority Linda Miles The Miles Firm, PLLC Consulting Attorney Present Leslie Ogilvie Cape Fear Public Utility Assistant to the Executive Present Authority Director Donna Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board Frank Styers Cape Fear Public Utility Chief Operations Officer Present Authority Carel Cape Fear Public Utility Director of Engineering Present Vandermeyden Authority John Payne Cape Fear Public Utility Internal Auditor Present Authority Cheryl Spivey Cape Fear Public Utility Chief Financial Officer Present Cape Fear Public Utility Authority Page 1 Minutes Authority Board January 13, 2016 Authority Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Tom Morgan Cape Fear Public Utility HR Director Present Authority Mike McGill Cape Fear Public Utility Chief Communications Officer Present Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Kent Harrell Cape Fear Public Utility Engineering Manager Present Authority Chris Bolton Cape Fear Public Utility ERP Systems Analyst Present Authority Richard King City of Wilmington Present Heidi Cox NC Public Water Supply Present James Yopp Tarin Woods Present III. ADOPTION OF AGENDA IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Dec 9, 2015 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Patricia Kusek, Chair SECONDER: James Brumit, Vice-Chair AYES: Kusek, Brumit, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, Zapple EXCUSED: Brown, White V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER There were no public speakers. VI. PRESENTATION 1. Customer Information and Financial Systems (ERP) Update Ms. Spivey and Ms. Irick presented staff recommendations for a new customer service and financial software system. CFPUA received two responsive bids from Cogsdale and Itineris, and Authority and City staff attended demonstrations by both companies. Key Authority staff members visited the City of Baltimore to discuss its implementation of Itineris' system. Staff believes the Itineris product offers more flexibility and configurability to meet CFPUA needs, both present and future. Ms. Spivey presented cost data, including amortized capital costs over ten years and the addition of three employees during the implementation process. Itineris cost would be $1,081,800 annually, with funding of $1.2 million needed in FY2016. Ms. Spivey and Ms. Irick answered questions from Board members regarding the benefits of a new software system and the costs. Staff will bring a recommendation back to the Board through the Finance Committee. Cape Fear Public Utility Authority Page 2 Minutes Authority Board January 13, 2016 RESULT: NO ACTION REQUIRED VII. CONSENT AGENDA Mr. Zapple requested clarification on Items 2, 3, 4, and 5. Mr. Norris moved to approve Items 1 and 6. Mr. O'Grady seconded the motion, and it passed unanimously. Mr. Vandermeyden answered questions on the remaining items. Mr. Zapple moved to approve Items 2, 3, 4, and 5. Mr. Rivenbark seconded the motion, and it passed unanimously. 1. Approval of Budget Calendar for FY17 RESULT: ADOPTED \[UNANIMOUS\] MOVER: William Norris SECONDER: Kevin O'Grady AYES: Kusek, Brumit, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, Zapple EXCUSED: Brown, White 2. Authorization for a $1,948,098.25 Construction Contract for Kerr Avenue Water Main - Phase 2 RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: Charlie Rivenbark AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, Zapple EXCUSED: White 3. Authorization for a $136,650 Engineering Services Amendment for Kerr Avenue Water Main - Phase 2 RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: Charlie Rivenbark AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, Zapple EXCUSED: White 4. Engineering Services Amendment for 13th Street & East Lake Shore Sewer Improvements RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: Charlie Rivenbark AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, Zapple EXCUSED: White 5. Authorization for the Executive Director to Execute a $1,125,278.94 Contract with East Coast Contracting for Construction of a New Pump Station on Edgewater Club Road Cape Fear Public Utility Authority Page 3 Minutes Authority Board January 13, 2016 RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: Charlie Rivenbark AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, Zapple EXCUSED: White 6. Tarin Woods Agreement Assignment RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris SECONDER: Kevin O'Grady AYES: Kusek, Brumit, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, Zapple EXCUSED: Brown, White VIII. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles had no report and did not need a closed session. ii. Executive Director's Report Mr. Flechtner referred Board members to the Safety and Environmental Reports in the Agenda packet. Mr. Morgan updated the Board on employee enrollment in the State Health Plan. CFPUA staff is scheduled to receive coverage under the plan effective February 1, 2016, and HR staff is making all efforts possible to ensure that everyone is enrolled. Ms. Kusek recessed the meeting at 10:10 AM and reconvened at 10:20 AM. 1. Environmental Report RESULT: REVIEWED 2. Safety Performance Report RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Executive Committee Minutes Cape Fear Public Utility Authority Page 4 Minutes Authority Board January 13, 2016 RESULT: REVIEWED 2. Internal Audit Update Mr. Payne presented his quarterly Audit report. In the October - December 2015 period, he audited Authority SCADA, budget and revenue policies and procedures, and the cell phone policy. The Audit reports are included in the Agenda and incorporated herein by reference. Mr. Payne presented the results of follow-up surveys he sends to builders, contractors, and developers at the end of a project and received feedback from Board members. Mr. Payne's 2016 Audit schedule is included in the Agenda. He reminded Board members of the scoping form they can complete for the Executive Committee to review and provide to him for audit requests. RESULT: REVIEWED ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - Dec 17, 2015 3:00 PM The Committee met on December 17 and discussed three items: water re-use for potable purposes, design-build projects, and the proposed Capital Projects budget for FY17. Mr. Sneeden reported that the Lower Cape Fear Water & Sewer Authority had adopted its 25-year capital plan, which would be available for CFPUA use. Messrs. Quinn and Sneeden serve on both boards. RESULT: NO ACTION REQUIRED 2. Design-Build Initiative Mr. Vandermeyden presented an overview of the design-build initiative. The methodology has been approved by the North Carolina Legislature and provides for a single contract with a team that includes the engineer and contractors working together from the beginning. While the concept would not be effective for all projects, Engineering staff has identified two pilot projects to use design- build. RESULT: REVIEWED Next: 1/28/2016 3:00 PM iii. Finance Committee 1. Finance Committee - Regular Meeting - Jan 6, 2016 9:00 AM Cape Fear Public Utility Authority Page 5 Minutes Authority Board January 13, 2016 RESULT: NO ACTION REQUIRED 2. January 2016 Monthly Finance and Customer Service Report Ms. Spivey distributed information compiled by Davenport & Company regarding the re-funding of 2008 Bonds. The financial advisor and bond counsel are under a three-year contract. Finance staff is developing a Request for Proposals for a bond underwriting team. Ms. Spivey presented the January financial data. Revenues are strong and expenditures on target. The financial data is in the Agenda and incorporated herein by reference. Ms. Spivey reported that she believed she was leaving the Authority with excellent financial standing. RESULT: REVIEWED IX. OLD BUSINESS There was no old business. X. AUTHORITY Q&A / CLOSING COMMENTS Mr. Brumit thanked Ms. Spivey for her service to the Authority and for always having an open door to answer his questions. Mr. Brown agreed, and the Board expressed appreciation. XI. CLOSED SESSION Mr. Rivenbark moved for a closed session to discuss a personnel matter. Mr. Norris seconded the motion, and it passed unanimously. The Board entered closed session at 10:55 AM. Mr. Norris moved to return to open session. Mr. Rivenbark seconded the motion, and it passed unanimously. The Board entered open session at 10:59 AM. XII. ADJOURNMENT Mr. Rivenbark moved to adjourn. Mr. Norris seconded the motion, and it passed unanimously. The Board adjourned at 11:00 AM, and Ms. Kusek reminded Board members of the Capital Improvement Projects workshop following the meeting. The next regular meeting of the Cape Fear Public Utility Authority will be Wednesday, February 10, 2016. The meeting will be held in the Lucie Harrell Conference Room, 230 Government Center Drive, Wilmington, North Carolina, and will begin at 9:00 AM. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 6