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HomeMy WebLinkAbout2017-08-09 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES AUGUST 9, 2017 Lucie Harrell Conference Room Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER The Cape Fear Public Utility Authority met on Wednesday, August 9, 2017, in the Lucie Harrell Conference Room, 230 Government Center Drive, Wilmington, North Carolina. Mr. Brown called the meeting to order at 9:00 AM and declared a quorum present. Mr. Rivenbark moved to excuse Mr. Norris. Mr. Davis seconded the motion, and it passed unanimously. II. DETERMINATION OF A QUORUM Attendee Name Organization Title Status Arrived Mike Brown Cape Fear Public Utility Chair Present Authority Jennifer Adams Cape Fear Public Utility Vice-Chair Present Authority Larry Sneeden Cape Fear Public Utility Secretary Present Authority William Norris Cape Fear Public Utility Treasurer Excused Authority Cindee Wolf Cape Fear Public Utility Present Authority Chuck Davis Cape Fear Public Utility Present Authority Patricia Kusek Cape Fear Public Utility Present Authority Charlie Rivenbark Cape Fear Public Utility Present Authority Kevin O'Grady Cape Fear Public Utility Present Authority Skip Watkins Cape Fear Public Utility Board Member Present Authority Wesley Corder Cape Fear Public Utility Board Member Present Authority Jim Flechtner Cape Fear Public Utility Executive Director Present Authority Linda Miles Miles Firm, PLLC CFPUA Consulting Attorney Present Frank Styers Cape Fear Public Utility Chief Operations Officer Present Authority Carel Cape Fear Public Utility Director of Engineering Present Vandermeyden Authority John McLean Cape Fear Public Utility Chief Financial Officer Present Authority Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardAugust 9, 2017 Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Denise Matroni Cape Fear Public Utility HR Director Present Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Lindsey Hallock Cape Fear Public Utility Executive Administrator/Deputy Present Authority Communications Donna Pope Cape Fear Public Utility Clerk/Executive Secretary to the Board Present Authority Seth Vernon Present Francesca Vernon Present Harper Peterson Present Heidi Cox State of North Carolina Present Tyler Newman BASE Present Tim Buckland Wilmington Star-News Present Richard King City of Wilmington Present Ruth Ravitz-Smith New Hanover County Present III. ADOPTION OF AGENDA Mr. Flechtner presented the day's agenda and reported that Item 1 on the Consent Agenda should be removed, as it had been approved in July and inadvertently appeared on the August agenda. Mr. Rivenbark moved to adopt the agenda as revised. Mr. Davis seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES Ms. Kusek moved to approve the July 12 Board meeting minutes and the minutes from the three special meetings held in June. Ms. Wolf seconded the motion, and it passed unanimously. 1. Authority Board - Regular Meeting - Jul 12, 2017 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Patricia Kusek SECONDER: Cindee Wolf AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 2. Minutes from the June 16 Special Board Meeting RESULT: REVIEWED 3. Minutes from the June 22 Special Board Meeting RESULT: REVIEWED 4. Minutes from the June 26 Special Board Meeting Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardAugust 9, 2017 RESULT: REVIEWED V. GENX UPDATE Mr. Flechtner reported that the Sweeney Water Treatment Plant will begin testing filtering media. The work is planned so that it will not disrupt the current process. Treated water stored in the Aquifer Storage and Recovery (ASR) facility tests well below the 140 ppt advisory for GenX but above levels in the distribution system. CFPUA has contracted with Catlin Engineering to remove treated water from the ASR. GenX sampling in the Sweeney system has consistently been below 140 ppt. There is no GenX in the groundwater from the Richardson Nano Filtration plant. Daily updates on GenX are posted on the CFPUA websites. Staff has updated the communications policy, and a page on the website will be dedicated solely to water quality. The free water station at Ogden Park has provided 200 gallons per day, and city churches have collected water from the park station for distribution to the community. CFPUA continues to review its legal options, with legal counsel sending the required Notice of Intent letter on August 3. Staff is tracking expenses associated with the GenX issue. CFPUA is negotiating a contract with UNC-W to study other emerging compounds in source water. Mr. Flechtner thanked staff, Mr. Brown, and Ms. Miles for their dedication over the past two months. He thanked citizens and community groups for their activism. VI. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER Mr. Vernon spoke regarding placement of the meter on his well. Staff will investigate his concerns. Mr. Peterson spoke regarding the GenX water issues. VII. SPEAKER UPDATE FROM THE JULY 12 BOARD MEETING Mr. Flechtner updated the Board on speakers from the July meeting. One speaker addressed a contract. The other customer had a water meter issue and possible leak. VIII. CONSENT AGENDA Mr. O'Grady requested clarification on Items 10 and 12 and requested an update at a future meeting regarding progress on the ERP. Mr. O'grady moved to approve the Consent Agenda, and Mr. Rivenbark seconded the motion. Mr. Sneeden requested that he be recused from any disscussions and votes regarding GenX. Mr. Sneeden works for AECom in the transportation division. Another branch of the company has contracted with Chemours for consulting work. Neither Mr. Sneeden nor anyone in his division or the Wilmington office has any involvement in the Chemours contract. Ms. Miles Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardAugust 9, 2017 advised that a motion and vote to recuse Mr. Sneeden and the removal of Item 3 from the Consent Agenda were in order. Mr. Watkins moved to recuse Mr. Sneeden from the current and future GenX discussions and votes. Mr. O'Grady seconded the motion, and it passed unanimously. Mr. Watkins commended Mr. Sneeden on his integrity. Mr. Rivenbark moved to remove Item 3 from the Consent Agenda. Mr. Davis seconded the motion, and it passed unanimously. Mr. Davis moved the remaining Consent Agenda items, Number 2 and Numbers 4 through 12. Mr. Watkins seconded the motion, and it passed unanimously. Ms. Wolf moved to approve Item 3. Ms. Kusek seconded the motion, and it passed unanimously. 1. Authorization for the Executive Director to transfer ownership of existing water mains on the Grace Baptist Church Inc. property to the property owner and execute a $7,715 cost sharing agreement to facilitate the transfer. The item was removed from the agenda because it had been approved at the July meeting. RESULT: WITHDRAWN 2. Interlocal Agreement to Install a Test Well on County Property RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 3. Lab Testing Services Amendment with Eurofins Eaton Analytical RESULT: APPROVED \[9 TO 0\] MOVER: Cindee Wolf SECONDER: Patricia Kusek AYES: Brown, Adams, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris RECUSED: Sneeden 4. Instrumentation Services at CFPUA Water Treatment Facilities Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardAugust 9, 2017 RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 5. Water Treatment Chemicals Sole Source Purchase Authorization RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 6. Authorization for the Executive Director to Execute a $733,200 Contract Amendment with HDR for the PS #5-6-13-16-21-29 Connect NC Grant Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 7. Authorization for the Executive Director to Execute an $867,200.78 Contract with Prism Contractors, Inc. for the 6 Inch Sewer Main Rehabilitation Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 8. Combination Vacuum/Jet Truck Purchase Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardAugust 9, 2017 RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 9. Authorization for Design - Build Procurement for Southside Waste Water Treatment Plant UV Disinfection Project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 10. Superion (SunGard) Renewal (2 year term) RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 11. Authorization for the Executive Director to Execute a $468,864 Construction Contract with M.B. Kahn Construction Co., Inc. for the Northside WWTP Digesters 4 & 5 Cover Coating. RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris 12. Authorization for the Executive Director to Execute a $594,600 Contract with HDR, Inc. for the Pump Station 10 Expansion and Upgrade Project. Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardAugust 9, 2017 RESULT: APPROVED \[UNANIMOUS\] MOVER: Chuck Davis SECONDER: Skip Watkins, Board Member AYES: Brown, Adams, Sneeden, Wolf, Davis, Kusek, Rivenbark, O'Grady, Watkins, Corder EXCUSED: Norris IX. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles continues to work with CFPUA's environmental counsel to ensure that its interests are protected. ii. Executive Director's Report Mr. Flechtner referred the Board to the monthly reports in the Agenda packet and reported that key indicators, safety, and environmental data is good. The Board briefly discussed potential impact of GenX on water consumption. Mr. Flechtner reported that most water is used for purposes other than drinking water. 1. Key Indicators Report RESULT: REVIEWED 2. Environmental Report RESULT: REVIEWED 3. Safety Report RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Minutes from August 2 Executive Committee Meeting RESULT: REVIEWED 2. Authorization for the Executive Director to Execute up to $500,000 for Removal of GenX and Restoration of ASR Well Cape Fear Public Utility Authority Page 7 MinutesAuthority BoardAugust 9, 2017 Mr. Flechtner explained the project and answered clarification questions. Ms. Adams moved to approve the item. Mr. Rivenbark seconded the motion, and it passed unanimously. RESULT: REVIEWED 3. Authorization for the Executive Director to enter into a Service Agreement with the University of North Carolina-Wilmington of up to $100,000 Mr. Flechtner explained the purpose of the study. Ms. Wolf moved to approve. Mr. O'Grady seconded the motion, and it passed unanimously. RESULT: REVIEWED 4. Legal Issues Mr. Brown reported that the Executive Committee would review proposals from outside counsel for pending legal issues and report to the Board. No vote was necessary for the item. RESULT: REVIEWED ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - Jul 27, 2017 3:00 PM RESULT: NO ACTION REQUIRED 2. Revision to Public Information Policy and Procedure The updated public information policy and procedure document was provided in the Agenda packet. No vote was needed for the item. 3. US Highway 421 Water and Wastewater Utilities Project Update Mr. Vandermeyden presented an overview of the Highway 421 project. The project is on track to be awarded in November 2017, notice to proceed in January 2018, and is anticipated to be finished by summer 2019. RESULT: NO ACTION REQUIRED iii. Finance Committee 1. Finance Committee - Regular Meeting - Aug 2, 2017 9:00 AM RESULT: NO ACTION REQUIRED 2. August Finance Report and Customer Service Update Cape Fear Public Utility Authority Page 8 MinutesAuthority BoardAugust 9, 2017 Mr. McLean presented financial data through July 2017. Revenues are on track and take into account seasonal variations in usage. Mr. McLean reported that CFPUA had been reimbursed monies expended for the Lower Cape Fear Water & Sewer Authority raw water line repairs in October 2016. To date, CFPUA has incurred costs of $221,000 associated with GenX issues. RESULT: NO ACTION REQUIRED iv. Nominating Committee Ms. Kusek thanked Mr. Brown for his leadership during the past two months and expressed the Committee's appreciation that he was willing to continue to serve as Chair. She moved the following recommended slate of Officers for Fiscal Year 2018: Mike Brown, Chair Wes Corder, Vice-Chair Jennifer Adams, Secretary Bill Norris, Treasurer Mr. Sneeden seconded the motion, and it passed unanimously. X. OLD BUSINESS There was no old business to come before the Board. XI. AUTHORITY Q&A / CLOSING COMMENTS There were no questions or closing comments. XII. CLOSED SESSION There was no closed session. XIII. ADJOURN Mr. Watkins moved to adjourn. Ms. Kusek seconded the motion, and it passed unanimously. The meeting adjourned at 10:25 AM. The next regular meeting of the Authority Board will be Wedesday, September 13, 2017. The Board will meet in the Lucie Harrell Conference Room, New Hanover County Administration Building, 230 Government Center Drive, Wilmington, North Carolina, at 9:00 AM. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 9