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HomeMy WebLinkAbout2020-11-12 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES NOVEMBER 12, 2020 Wilmington Convention Center Annual Meeting 9:00 AM 10 CONVENTION CENTER DR. WILMINGTON, NC 28401 I. CALL TO ORDER II. DETERMINATION OF A QUORUM Mr. Corder called the meeting to order with a quorum present. Mr. Norris moved to excuse Mr. Hackney. Mr. Zapple seconded the motion, and it passed unanimously. Messrs. Barfield and Rivenbark participated remotely. Attendee Name Organization Title Status Arrived Wesley Corder Cape Fear Public Utility Chair Present Authority William Norris Cape Fear Public Utility Vice-Chair Present Authority Deans Hackney Cape Fear Public Utility Secretary Excused Authority Jennifer Adams Cape Fear Public Utility Treasurer Present Authority Jessica Cannon Cape Fear Public Utility Present Authority Hollis Briggs Cape Fear Public Utility Present Authority Larry Sneeden Cape Fear Public Utility Present Authority Jonathan Barfield Cape Fear Public Utility Remote Authority Kevin O'Grady Cape Fear Public Utility Present Authority Charlie Rivenbark Cape Fear Public Utility Remote Authority Rob Zapple Cape Fear Public Utility 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 Deputy Executive Director Present Authority Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardNovember 12, 2020 Carel Cape Fear Public Utility Deputy Executive Director Present Vandermeyden Authority Lindsey Hallock Cape Fear Public Utility Director of Public and Present Authority Environmental Policy John McLean Cape Fear Public Utility Chief Financial Officer Present Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Lori McKoy Cape Fear Public Utility Human Resources Director Present Authority Vaughn Hagerty Cape Fear Public Utility Public Information Officer Present Authority Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Cord Ellison Cape Fear Public Utility Chief Information Officer Present Authority Makeba Robinson Cape Fear Public Utility Present Authority Sara Eskew Cape Fear Public Utility Present Authority III. ADOPTION OF AGENDA Mr. Norris moved to adopt the day's agenda. Ms. Adams seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Oct 14, 2020 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Jonathan Barfield, Board Member SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER There were no speakers. VI. PRESENTATION 1. 2020 Annual Report Mr. Flechtner presented the Annual Report for the fiscal year ending June 30, 2020. CFPUA ended the year with a net financial position $24.6 million greater than the year before. Year-end revenues were $91.1 million, and expenditures were $83.5 million. Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardNovember 12, 2020 Notable projects include the Sweeney treatment enhancement project, which is the construction of eight deep granular activated charcoal filter beds that will address PFAS. The work at Sweeney is well under way while the plant continues to function and produce potable water, and it involves working around the storm water system and previous plant infrastructure. The full GAC system should be functional by early 2022. Another notable project is a new raw water line from Lower Cape Fear Water & Sewer Authority's intake in Bladen County. CFPUA joined LCFWASA and Brunswick County to develop, fund, and build the line. The line travels through several counties, and the project included additional easement acquisition, directional bores beneath roadbeds and railroad lines., and lines going over creeks and wetlands. That project is approximately 40 percent complete. Other projects include membrane filter replacement at the Richardson Water Treatment Plant and Pump Station Ten, a large pump station originally built in 1960 near Smith Creek. In February 2020, the Customer Service Department began using new UMAX software. An automated payment kiosk is now located in the customer service lobby at 235 Government Center Drive. Staff and the Board continue to study methods to address customer concerns about affordability and rate equity. With Board support, CFPUA developed a greenhouse gas inventory. Two electric vehicles were added to the fleet, and, as vehicles age out, their use will be analyzed to determine if an electric vehicle is an appropriate replacement. In response to the Covid-19 epidemic, staff has been able to work remotely and on staggered shifts. Essential treatment staff were sheltered in place in the spring. Mr. Flechtner answered questions regarding the trailers used for sheltering in place and the possibility of using sheltering in place in other circumstances that might require staff to be onsite for extended periods. Mr. Flechtner thanked all CFPUA employees for their work and dedication in a challenging year. He reported that they were the finest group of people he has ever worked with. In particular, he thanked Mr. Hagerty and Ms. Bellamy for their work producing the Annual Report, and he thanked Board members for their support and leadership. Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardNovember 12, 2020 Mr. Corder thanked Mr. Flechtner for the report. He commended staff on their constant work to produce quality water, address water and sewer needs and customer concerns, and in being on the foreground of PFAS research and response. RESULT: REVIEWED VII. CONSENT AGENDA 1. $357,540.27 Construction Contract Award to Systems East, Inc. for Monterey Heights Well Site SCADA Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 2. $68,695 McKim & Creed. Inc., Contract Amendment #1 for Monterey Heights Well Site SCADA Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 3. $421,020 Construction Contract Award to A.C. Schultes of Carolina, Inc., for SSWWTP Digester Rehabilitation RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 4. $398,500 Contract Award to T. A. Loving Company for Hurricane Florence FEMA Sewer Repairs Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardNovember 12, 2020 RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 5. Authorization for the Executive Director to Execute a $105,960 Contract Amendment with Beheler Trucking Inc. for the additional hauling of biosolids RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 6. Water and Wastewater Treatment Chemical Contracts RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 7. Authorization for the Executive Director to make sole source purchases for certain treatment chemicals RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 8. Authorization for the Executive Director to Execute a $422,690.00 Construction Change Order No. 1 with Carolina Civil Works, Inc. for the Find-It Fix-It 2019 Water and Sewer Repairs (Renewed Contract) Project Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardNovember 12, 2020 RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 9. Authorization for the Board Chair to Execute a $58,840.52 Amendment to the Interlocal Agreement with the City of Wilmington for the North Waterfront Park Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney VIII. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles had no report and did not require a closed session. 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. Executive Committee 1. Executive Committee - Regular - Nov 4, 2020 10:00 AM Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardNovember 12, 2020 Mr. Zapple requested additional information regarding the Town of Wrightsville Beach's purchase of CFPUA water. RESULT: NO ACTION REQUIRED ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - Oct 22, 2020 3:00 PM RESULT: NO ACTION REQUIRED 2. Wastewater Capacity Management and Reduction of Infiltration and Inflow Mr. Sneeden reported that the Committee received interesting information regarding capacity management. Board members may take site tours with staff to observe current projects. RESULT: NO ACTION REQUIRED iii. Finance Committee 1. Finance Committee - Regular Meeting - Nov 4, 2020 9:00 AM RESULT: NO ACTION REQUIRED 2. Monthly Financial Report Mr. McLean presented the monthly financial data and answered questions from Board members. Expenditures, including capital and operating, are $13.6 million over revenues. RESULT: REVIEWED 3. Customer Service Update - November Ms. Irick reported that 173 non-residential disconnection notices were mailed on October 5. 173 accounts were disconnected, and 51 remain disconnected. Payment extensions are offered to non-residential accounts, but they do not receive payment plans. Ms. Irick answered questions from Board members regarding disconnections. The flow meter restrictor pilot program is scheduled to begin in January for residential accounts that are past-due and have not made payment arrangements. Cape Fear Public Utility Authority Page 7 MinutesAuthority BoardNovember 12, 2020 RESULT: REVIEWED 4. Fiscal Year 2020 Operating Surplus Mr. McLean reviewed the calculations used in making a recommendation for the disposition of surplus funds. He recommended that the FY20 surplus of $49.9 million remain in the undesignated fund balance. Following questions from Board members, Mr. Zapple moved to approve staff's recommendation. Mr. O'Grady seconded the motion, and it passed unanimously. Mr. O'Grady requested that staff and the Board continue to closely monitor rates and surpluses to best address customer concerns and affordability. RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: Kevin O'Grady AYES: Corder, Norris, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple EXCUSED: Hackney 5. 2020 CAFR Audit Mr. McLean distributed the Comprehensive Annual Financial Report for the fiscal year that ended on June 30, 2020. CFPUA's net financial position improved by approximately $25 million, due to the continued use of pay-go capital funding and revenues for the fiscal year. CFPUA received a clean audit opinion. Ms. Adams thanked Mr. McLean for the report and commended staff for their work in receiving a clean audit. RESULT: REVIEWED IX. OLD BUSINESS There was no old business. X. AUTHORITY Q&A / CLOSING COMMENTS Mr. Zapple commended staff on the fact that there was no employee turnover in the past month. XI. CLOSED SESSION There was no closed session. XII. ADJOURNMENT Cape Fear Public Utility Authority Page 8 MinutesAuthority BoardNovember 12, 2020 There was no further business to come before the Board, and Mr. Norris moved to adjourn. Ms. Adams seconded the motion, and it passed unanimously. The Board adjourned at 9:45 AM. The next regular CFPUA meeting will be Wednesday, December 9, 2020. The Board will meet at the Wilmington Convention Center. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 9