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Home My WebLink About2018-03-14 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES MARCH 14, 2018 Lucie Harrell Conference Room Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER Mr. Brown called the meeting to order at 9:00 AM. II. DETERMINATION OF A QUORUM All Authority members were present. Attendee Name Organization Title Status Arrived Mike Brown Cape Fear Public Utility Chair Present 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 Board Member Present Authority Cindee Wolf Cape Fear Public Utility Board Member Present Authority Patricia Kusek Cape Fear Public Utility Commissioner Present Authority Charlie Rivenbark Cape Fear Public Utility Councilman Present Authority Kevin O'Grady Cape Fear Public Utility Councilman Present Authority Skip Watkins Cape Fear Public Utility Commissioner Present Authority Deans Hackney Cape Fear Public Utility Board Member Present Authority Jim Flechtner Cape Fear Public Utility Executive Director Present Authority Frank Styers Cape Fear Public Utility Chief Operations Officer Present Authority Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Peg Hall-Williams Cape Fear Public Utility Chief Communication Officer Present Authority Lindsey Hallock Cape Fear Public Utility Director of Public and Present Authority Environmental Policy Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardMarch 14, 2018 Denise Matroni Cape Fear Public Utility HR Director Present Authority John McLean Cape Fear Public Utility Chief Financial Officer Present Authority Carel Cape Fear Public Utility Director of Engineering Present Vandermeyden Authority Jude Eden Cape Fear Public Utility Server Administrator Present Authority BillyJo Winslett Cape Fear Public Utility Human Resources Assistant Present Authority Eric Hatcher Cape Fear Public Utility Emergency Management Present Authority Coordinator Donna Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board Linda Miles Miles Firm, PLLC CFPUA Consulting Attorney Present Jim Kadner Present Harper Peterson Present Philip Tart NHC Health Department Present Jim Iannucci NHC Engineering Present Department Justin Brown NHC Sheriff Department Present III. ADOPTION OF AGENDA Mr. Rivenbark moved to adopt the day's Agenda. Mr. Watkins seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Feb 14, 2018 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, O'Grady, Watkins, Hackney 2. Minutes of CIP Workshop February 14, 2018 RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Secretary SECONDER: Charlie Rivenbark, Councilman AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, O'Grady, Watkins, Hackney V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER Mr. Kadner requested that he be allowed to disconnect from CFPUA water and use his private well due to health concerns. Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardMarch 14, 2018 VI.SPEAKER UPDATE FROM THE FEBRUARY 14, 2018 BOARD MEETING Ms. Hall Williams reported that staff had worked with Ms. Coleman, who spoke at the February meeting regarding billing issues. Staff has developed a plan for the Colemans' account, and Ms. Coleman thanked staff and the Board for their consideration. Mr. Flechtner reported on the other February speakers. VII. CONSENT AGENDA Ms. Kusek moved to approve the Consent Agenda, in its entirety. Mr. Norris seconded the motion, and it passed unanimously. 1. Authorization for the Executive Director to Execute a $1,350,053.00 Construction Contract with M.B. Kahn Construction Co., Inc. for Ozone Power Supply Equipment Upgrades RESULT: APPROVED \[UNANIMOUS\] MOVER: Patricia Kusek, Commissioner SECONDER: William Norris, Treasurer AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, O'Grady, Watkins, Hackney 2. $178,395.00 Amendment to Black & Veatch Contract for Construction Phase Services associated with Ozone Power Supply Unit Upgrade Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Patricia Kusek, Commissioner SECONDER: William Norris, Treasurer AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, O'Grady, Watkins, Hackney 3. Lab Testing Services Amendment with Eurofins Eaton Analytical RESULT: APPROVED \[UNANIMOUS\] MOVER: Patricia Kusek, Commissioner SECONDER: William Norris, Treasurer AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, O'Grady, Watkins, Hackney VIII. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles had no report for open session. She requested a closed session to discuss CFPUA v. Chemours, DuPont and DEQ and to discuss a potential claim against CFPUA. Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardMarch 14, 2018 ii. Executive Director's Report 1. Key Indicators Report RESULT: REVIEWED 2. Environmental Report RESULT: REVIEWED 3. Safety Report RESULT: REVIEWED B. Committee Reports i. Finance Committee 1. Finance Committee - Regular Meeting - Mar 8, 2018 9:00 AM RESULT: NO ACTION REQUIRED 2. March Finance Report Mr. McLean presented the February financial data. With 66.7 percent of the fiscal year finished, revenues exceed expenditures by $1.46 million. Usage per customer remains lower than expected but is offset by an increased number of customers. System Development Charges and miscellaneous revenues continue to outperform budget expectations. Mr. McLean reported that costs associated with GenX are just over $1,000,000. CFPUA has spent an additional $320,000 for removal and treatment of water from the Aquifer Storage and Recovery site. Finance has completed budget meetings with staff. The expenditures portion of the recommended budget will be presented at the April meeting. The public hearing on FY2019 SDCs will be held in the April meeting. RESULT: NO ACTION REQUIRED 3. Customer Service Update Ms. Irick reported that hiring is underway for four additional Customer Service representatives. The department is being renovated to add room for them. Staff is using AWWA benchmarking and weekly tailgate meetings for employee input and feedback. Additional self-service payment options have been implemented. In February, staff staggered calls to holders of accounts reaching Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardMarch 14, 2018 cutoff status, which helped to control spikesin call volume and reduced actual cutoffs. RESULT: REVIEWED 4. Approval of Additional Capital Funds for Kings Bluff Pumping Station Upgrades Mr. Vandermeyden presented the item and answered clarification questions. King's Bluff has three pumps, all of which are over 35 years old. Electrical components need to be upgraded or replaced. The Board previously approved replacing one pump, and further upgrades were scheduled for next fiscal year. Inspection of the pump station revealed that the main pump (Pump #2) is very worn, and replacement parts would need to be fabricated due to the pump's age. Staff recommended replacing Pump #2 and moving the pump station upgrades from FY19 to FY18. Following clarification questions, Mr. Norris moved the item as a Committee recommendation. Mr. Sneeden seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Treasurer SECONDER: Larry Sneeden, Board Member AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, O'Grady, Watkins, Hackney ii. Communications Committee 1. Minutes of the February 15, 2018 Communications Committee Meeting Ms. Kusek asked for further information regarding the internal Customer Service Committee and the "One Voice" initiative. Mr. Flechtner reported that Ms. Hall Williams, Ms. Irick, Ms. Matroni, and Mr. Vandermeyden make up the committee. The group will look at the organization as a whole and make deliberate, informed recommendations regarding messaging CFPUA's philosophy. Ms. Hall Williams reported that One Voice provides concise summaries and useful talking points about various topics. One Voice uses laymen's terms to explain CFPUA initiatives and emerging issues. Board and staff will receive One Voice. RESULT: NO ACTION REQUIRED Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardMarch 14, 2018 iii. Human Resources Committee 1. Minutes of the February 20, 2018 Human Resources Committee Ms. Wolf reported that the Committee made recommendations related to HR items in the FY19 Budget. The Committee will meet again in the near future to review revisions to the personnel manual. RESULT: NO ACTION REQUIRED IX. OLD BUSINESS There was no old business. X. AUTHORITY Q&A / CLOSING COMMENTS There were no closing comments. XI. CLOSED SESSION Mr. Rivenbark moved to enter closed session to discuss CFPUA v. Chemours, DuPont, and DEQ and to discuss a claim. Mr. Norris seconded the motion, and it passed unanimously. The Board entered closed session at 9:34 AM, received a report from Ms. Miles, and provided direction to her. Mr. Rivenbark moved to return to open session. Mr. Watkins seconded the motion, and the Board returned to open session at 10:20 AM. A. Executive Committee Messrs. Brown and Flechtner presented a proposed letter to be sent to DEQ and copied to Governor Cooper and the Secretary of DHHS. The letter will request guidance from the State regarding appropriate, safe levels of unregulated compounds in finished drinking water. The Board discussed the intent of the letter and the current lack of certainty surrounding levels of various unregulated compounds. Board members provided input to be incorporated into the letter. Mr. Watkins stated that CFPUA should message its successes and high level of treatment. Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardMarch 14, 2018 XII.ADJOURNMENT There was no further business to come before the Board, and Ms. Adams moved to adjourn. Mr. Rivenbark seconded the motion, and it passed unanimously. The meeting adjourned at 10:35 AM. The next regular CFPUA meeting will be Wednesday, April 11, 2018. The Board will meet in the Lucie Harrell Conference Room, New Hanover County Administration building, 230 Government Center Drive, in Wilmington, North Carolina. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 7