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Home My WebLink About2017-12-13 Regular Meetng Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES DECEMBER 13, 2017 Lucie Harrell Conference Room Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER Mr. Corder called the meeting to order at 9:00 AM and declared a quorum present. Mr. Rivenbark moved to excuse Mr. Brown and Ms. Kusek. Mr. Norris seconded the motion, and it passed unanimously. II. DETERMINATION OF A QUORUM Mr. Corder declared a quorum present. Attendee Name Organization Title Status Arrived Mike Brown Cape Fear Public Utility Chair Excused Authority Wesley Corder Cape Fear Public Utility Vice-Chair Present Authority Jennifer Adams Cape Fear Public Utility Secretary Present Authority William Norris Cape Fear Public Utility Treasurer Present Authority Larry Sneeden Cape Fear Public Utility Present Authority Chuck Davis Cape Fear Public Utility Present Authority Cindee Wolf Cape Fear Public Utility Present Authority Patricia Kusek Cape Fear Public Utility Excused 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 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 Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Denise Matroni Cape Fear Public Utility HR Director Present Authority Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardDecember 13, 2017 Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Carel Cape Fear Public Utility Director of Engineering Present Vandermeyden Authority Peg Hall-Williams Cape Fear Public Utility Chief Communication Officer Present Authority Karen Durso Cape Fear Public Utility Property Acquisition Specialist Present Authority Eric Hatcher Cape Fear Public Utility Emergency Management Present Authority Coordinator Lindsey Hallock Cape Fear Public Utility Executive Administrator Present Authority Eloise Roseman Present Heidi Cox NC Public Water Supply Present Jim Iannucci New Hanover County Present Richard King City of Wilmington Present Gary Freeman AE COM Present Donna Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board III. ADOPTION OF AGENDA The Agenda was adopted as presented. IV. APPROVAL OF MINUTES 1. Authority Board - Annual Meeting - Nov 8, 2017 9:00 AM Mr. Norris moved to approve the November 8, 2017, minutes. Mr. Davis seconded the motion, and it passed unanimously. RESULT: ACCEPTED \[UNANIMOUS\] MOVER: William Norris, Treasurer SECONDER: Chuck Davis AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 2. Minutes from the 2017 Board Retreat Mr. Norris moved to approve the October 31, 2017, retreat minutes. Mr. Davis seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Treasurer SECONDER: Chuck Davis AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek V. PRESENTATION 1. Resolution Recognizing Chuck Davis Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardDecember 13, 2017 Mr. Corder read a Resolution into the record recognizing Mr. Davis for his service on the Board. Ms. Wolf moved to adopt the Resolution. Mr. Norris seconded the motion, and it passed unanimously. Mr. Corder, the full Board, and staff thanked Mr. Davis for his work as an Authority member. RESULT: ADOPTED \[UNANIMOUS\] MOVER: Cindee Wolf SECONDER: William Norris, Treasurer AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek VI. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER Ms. Roseman spoke regarding meters in the mobile home park she and her husband owned. Following clarification questions, Board members requested that staff address customer issues and report back to the Board regarding Ms. Roseman's concern. VII. SPEAKER UPDATE FROM THE NOVEMBER 8 BOARD MEETING There were no speakers in November and no update. VIII. CONSENT AGENDA Mr. O'Grady requested clarification on the first item and its funding. Mr. McLean reported that a portion of the funding was provided by the State of North Carolina in relation to unregulated compounds in raw water. Ms. Adams moved the Consent Agenda. Mr. O'Grady seconded the motion, and the Consent Agenda was approved unanimously. 1. Award of Engineering Agreement with Black & Veatch RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 2. SCADA Server Upgrades RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 3. Authorization for the Executive Director to Execute a $332,900 Contract Amendment with HDR Inc. for the Pump Station 10 Force Main Replacement Project. Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardDecember 13, 2017 RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 4. Authorization for the Executive Director to Execute a $3,247,840.00 Construction Contract with State Utility Contractors for the Pump Station 10 Force Main Replacement Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 5. Water & Wastewater Chemical Contracts RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 6. Condemnation - Permanent & Temporary Easements - Kenan Transport - Hwy 421 Corridor Water and Sewer Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 7. Authorization for the Executive Director to Execute a $2,582,772.63 Purchase Agreement with National Meter & Automation for Meter Replacement Program Phase 3. Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardDecember 13, 2017 RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 8. Modify the Flat Rate Sewer Charge Calculation for Residential Accounts to Reflect the Average Residential Consumption Value As Stated in the Comprehensive Annual Financial Report Plus the Fixed Meter Charge RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 9. Discontinue the Installation of Well Meters for Metered Sewer Charges RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 10. Sewer Only Accounts RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 11. Limitations on Time Frame for Back Billing Customers Receiving Services But Not Being Billed for Services Received RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 12. Approve Write Off of Uncollectible Utility Accounts - December 2017 Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardDecember 13, 2017 RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 13. Refunding Bond Order RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 14. Approval of Budget Ordinance 18-003 RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek 15. Approval of Budget Calendar for FY19 RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Kevin O'Grady AYES: Corder, Adams, Norris, Sneeden, Davis, Wolf, Rivenbark, O'Grady, Watkins EXCUSED: Brown, Kusek IX. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles had no report for open session but requested a closed session to discuss CFPUA v. DEQ and CFPUA v. Chemours & Dupont. ii. Executive Director's Report Mr. Flechtner reported that representatives from EPA's Water Treatment Division in Cincinnati, Ohio, recently visited the Sweeney plant and met with Mr. Styers and staff to learn about CFPUA's treatment initiatives for unregulated compounds. Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardDecember 13, 2017 Mr. Flechtner reported that bids were received for the 421 water and sewer project. The bid award should come to the Board in January, at a cost $2 million lower than anticipated. The regular monthly reports were in the Agenda packet, and there were no questions concerning the reports. 1. Key Indicators Report RESULT: REVIEWED 2. Environmental Report RESULT: REVIEWED 3. Safety Report RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Minutes of the December 6, 2017 Executive Committee Meeting RESULT: NO ACTION REQUIRED ii. Finance Committee 1. Finance Committee - Regular Meeting - Dec 6, 2017 9:00 AM RESULT: NO ACTION REQUIRED 2. December Finance Report and Customer Service Update Mr. McLean reported that five months of the fiscal year are complete. Revenues are $3 million higher than expenditures. Consumption revenues are slightly below budget, but System Development Charges and other fees are above budget. The number of customers has increased. Board members requested further information in the monthly customer service update and urged staff to resolve customer issues quickly and with care. Board members were open to the hiring of additional staff in customer-related positions in the next budget year. Cape Fear Public Utility Authority Page 7 MinutesAuthority BoardDecember 13, 2017 RESULT: NO ACTION REQUIRED 3. Introduction to CFPUA's Investment Program & Quarterly Investment Review Mr. McLean presented the item. Davenport and Associates will assist CFPUA in exploring optimal investment opportunities approved by the Local Government Commission. CFPUA staff will handle the investments and will meet quarterly with Davenport staff to review returns and opportunities. RESULT: REVIEWED X. OLD BUSINESS There was no old business. XI. AUTHORITY Q&A / CLOSING COMMENTS Mr. Rivenbark recognized Richard King, Assistant City Manager. Mr. King is retiring from the City of Wilmington after many years of service, and Board and staff thanked him for his work and for coordination on CFPUA-City projects. XII. CLOSED SESSION Mr. Rivenbark moved to enter closed session to discuss CFPUA v. NC DEQ and CFPUA v. Chemours and DuPont. Mr. Norris seconded the motion, and it passed unanimously. The Board entered closed session at 9:40 AM and immediately recessed. The Board continued the meeting at 9:50 AM with Ms. Miles, Ms. Pope, and Mr. Flechtner present. Ms. Miles reported to the Board regarding the status of the cases. XIII. ADJOURN Mr. Rivenbark moved to return to open session. Mr. Watkins seconded the motion, and it passed unanimously. The Board returned to open session at 10:20 AM. Mr. Sneeden moved to adjourn. Mr. Rivenbark seconded the motion, and it passed unanimously. The meeting adjourned at 10:20 AM. CFPUA 's next regular meeting will be Wednesday, January 10, 2017. The Board will meet at 9:00 AM in the Lucie Harrell Conference Room, New Hanover County administration building, 230 Government Center Drive, Wilmington, North Carolina. The January agenda will be posted on the CFPUA website prior to the meeting. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 8