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Home My WebLink About2020-10-14 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES OCTOBER 14, 2020 Wilmington Convention Center Regular 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 at 9:00 with a quorum present. 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 Present 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 Present Authority Kevin O'Grady Cape Fear Public Utility Present Authority Charlie Rivenbark Cape Fear Public Utility Present 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 Carel Cape Fear Public Utility Deputy Executive Director Present Vandermeyden Authority Lindsey Hallock Cape Fear Public Utility Director of Public and Present Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardOctober 14, 2020 Authority Environmental Policy Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Lori McKoy Cape Fear Public Utility Human Resources Director Present Authority Vaughn Hagerty Cape Fear Public Utility Public Information Officer Present Authority Cammie Bellamy Cape Fear Public Utility Assistant PIO Present Authority Sara Eskew Cape Fear Public Utility Present Authority Makeba Robinson Cape Fear Public Utility Present Authority Donna S. Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board III. ADOPTION OF AGENDA IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Sep 9, 2020 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Rob Zapple AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER There were no public speakers. VI. CONSENT AGENDA Dr. Cannon asked that Items 7 and 8 be removed from the Consent Agenda for discussion. Mr. Zapple moved to approve Items 1 through 6. Mr. Norris seconded the motion, and it passed unanimously. 1. Employee Benefits Plan Year 2021 Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardOctober 14, 2020 RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 2. Conveyance to NC State Ports Authority RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 3. Authorize the Executive Director to Award a Services Contract for $281,250 to MKM Construction Services to Complete a Water Service Line Inventory RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 4. Authorization for the Executive Director to Sole Source Purchase Various Replacement Components for the UV Treatment System at the Northside Wastewater Treatment Plant RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 5. Authorization for the Executive Director to Execute a $57,203.00 Contract Change Order for the rental services of the Northside WWTP Emergency Generator RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 6. Authorize the Executive Director to Add the Cost Recovery Fee for the Pump Station 36 Expansion to the rate and Fee Schedule. Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardOctober 14, 2020 RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 7. UMAX Managed Services Agreement Mr. McLean answered questions from Board members regarding the item. The services covered are beyond the scope of the original contract, and staff believes they will be an integral part of the successful transition to the new system. Ms. Adams moved to approve the contract. Mr. Norris seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 8. Flow Restrictor Pilot Program System Modifications Following clarification questions, Ms. Adams moved to approve the item. Mr. Norris seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple VII. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles had no report for open session but requested a closed session to discuss State of NC v. Chemours. ii. Executive Director's Report 1. Key Indicators Report Mr. McLean answered questions regarding debt service coverage. Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardOctober 14, 2020 RESULT: REVIEWED 2. Environmental Report RESULT: REVIEWED 3. Safety Report RESULT: REVIEWED 4. Quarterly CIP Report RESULT: REVIEWED 5. Customer Service Update - October RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Executive Committee - Regular - Oct 7, 2020 10:00 AM RESULT: NO ACTION REQUIRED ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - Sep 24, 2020 3:00 PM RESULT: NO ACTION REQUIRED 2. Ordinance Revision for Standalone Irrigation Meters to Pay System Development Charges Mr. Vandermeyden presented the item and answered questions from Board members. The revision applies to new standalone irrigation meters only, and the fees will not be applied retroactively. Mr. Sneeden moved to approve the ordinance revision. Ms. Adams seconded the motion, and it passed unannimously. Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardOctober 14, 2020 RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple iii. Finance Committee 1. Finance Committee - Regular Meeting - Oct 7, 2020 9:00 AM RESULT: NO ACTION REQUIRED 2. Monthly Financials Mr. McLean presented the financial data through August 31. The number of equivalent residential units (ERUs) continues to be slightly below budget, and revenues per ERU continue to be above budget. RESULT: REVIEWED 3. Sewer Flat Rate Ms. Irick explained the annual calculation used to determine the sewer flat rate. The item was for information only. RESULT: REVIEWED 4. Lease Agreement for 235 Government Center Drive Mr. McLean presented the item. Staff has negotiated a 12-year lease with a reduction in rent that will save CFPUA $125,000 annually. The new lease provides up to $235,000 in rent credits for improvements made to the admistrative building at 235 Government Center Drive. Ms. Adams moved approval. Mr. Hackney seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Jennifer Adams, Treasurer SECONDER: Deans Hackney, Secretary AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple iv. Sustainability Committee 1. Sustainability Committee - Regular - Sep 24, 2020 4:00 PM Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardOctober 14, 2020 RESULT: NO ACTION REQUIRED 2. Framing the Discussion Around Rate Equity and Affordability The Sustainability Committee has begun its discussion of rate equity and affordability. Recommended changes to the rate structure will be brought through the Committee in preparation for the FY2022 budget. RESULT: REVIEWED v. Communications Committee 1. Communications Committee - Regular - Sep 9, 2020 10:30 AM RESULT: NO ACTION REQUIRED vi. Human Resources Committee 1. Human Resources Committee - Regular - Oct 6, 2020 9:00 AM RESULT: NO ACTION REQUIRED VIII. OLD BUSINESS IX. AUTHORITY Q & A / CLOSING COMMENTS Mr. Zapple commended staff on the renegotiation of the 235 Government Center Drive lease, noting that the lowered rental costs represent savings for customers. X. CLOSED SESSION Mr. Norris moved to enter closed session to discuss State of North Carolina v. Chemours and receive advice from legal counsel. Mr. Zapple seconded the motion, and it passed unanimously. The Board entered closed session at 9:32 AM. XI. ADJOURNMENT Mr. Barfield moved to return to open session. Mr. Norris seconded the motion, and it passed unanimously. The Board returned to open session at 10:04 AM. Mr. Rivenbark moved to adjourn. Mr. Norris seconded the motion, and the meeting adjourned at 10:05 AM. The next regular meeting will be Thursday, November 12, 2020. The November meeting will be CFPUA's annual meeting, and the Board will receive the Annual Report and Comprehensive Annual Financial Report. The meeting will be held in the Wilmington Convention Center and will begin at 9:00 AM. Cape Fear Public Utility Authority Page 7 MinutesAuthority BoardOctober 14, 2020 Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 8