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Home My WebLink About2021-10-13 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES OCTOBER 13, 2021 Lucie Harrell Conference Room Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER II. DETERMINATION OF A QUORUM 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 Excused Authority Kevin O'Grady Cape Fear Public Utility Present Authority Charlie Rivenbark Cape Fear Public Utility Excused Authority Rob Zapple Cape Fear Public Utility Present Authority Kenneth Waldroup 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 Beth Eckert Cape Fear Public Utility Director of EMD Present Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardOctober 13, 2021 Authority 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 Craig Wilson Cape Fear Public Utility Engineering Manager Present Authority Cammie Bellamy Cape Fear Public Utility Assistant PIO Present Authority Sara Eskew Cape Fear Public Utility Present Authority Judy Lawton Cape Fear Public Utility Executive Assistant Present Authority Jim Iannucci New Hanover County Present Engineering 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 8, 2021 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, O'Grady, Zapple EXCUSED: Barfield, Rivenbark V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER There were no public comments. VI. PRESENTATION Mr. Waldroup reported that it is an organization goal to recognize employee talent and accomplishments. He introduced Engineering Manager Craig Wilson to share awards and staff accomplishments in the design-build process. Mr. Wilson explained that the design-build process can be a cost-effective method to complete capital projects. CFPUA has used the process for several years where feasible. Mr. Wilson Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardOctober 13, 2021 presented three awards CFPUA has received from the Design Build Institute of America for design-building projects in the southeastern region of Virginia and North and South Carolina. The awards included: 2018 Best Rehabilitation Project for the Southside Heat Exchanger Replacement and Upgrade; 2020 Best Project under $25 Million for the Southside Interim Upgrades; and 2020 Owner of the Year Award. Board members thanked staff and commended them on the good work. VII. CONSENT AGENDA 1. $398,840 Contract Award to D&M Painting Corporation for the Ogden Water Tank RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Larry Sneeden AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, O'Grady, Zapple EXCUSED: Barfield, Rivenbark 2. $250,000 Change Order to Carolina Civilworks, Inc. for Emergency Construction Services RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Larry Sneeden AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, O'Grady, Zapple EXCUSED: Barfield, Rivenbark 3. $ 700,835.52 Calgon Carbon Amendment # 3 for GAC Media Exchange Mr. Zapple asked for more information regarding the extension of completion date for the Sweeney upgrades. Mr. Waldroup explained that supply chain restraints have impacted material deliveries for the contractors. Mr. Styers added that rain delays are built into the timeline for the project, and this year's rains have delayed construction. Mr. Styers reported that liquidated damages of $1,000 per day is provided in the contracts. Following additional clarification questions, Mr. Zapple moved to approve the amendment. Mr. Norris seconded the motion, and it passed unanimously. Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardOctober 13, 2021 RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: William Norris, Vice-Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, O'Grady, Zapple EXCUSED: Barfield, Rivenbark 4. Authorization for the Board Chairman to Execute a $972,850 Interlocal Agreement with the City of Wilmington for the North Front Streetscape Project RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Larry Sneeden AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, O'Grady, Zapple EXCUSED: Barfield, Rivenbark 5. Authorize the Executive Director to Add the Cost Recovery Fee for the Chair Road Water Main Project to the Rate and Fee Schedule. RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Larry Sneeden AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, O'Grady, Zapple EXCUSED: Barfield, Rivenbark 6. Authorization for the Executive Director to Execute a $147,050 Contract with Romesberg Trucking, Inc. dba Mobile Solids Solutions for the Cleaning of One Anaerobic Digester RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Larry Sneeden AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, O'Grady, Zapple EXCUSED: Barfield, Rivenbark 7. $89,027.88 Systems East, Inc. Change Order #2 for Dawson Street Elevated Water Tank SCADA Upgrade RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Larry Sneeden AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, O'Grady, Zapple EXCUSED: Barfield, Rivenbark VIII. NEW BUSINESS Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardOctober 13, 2021 A. Administrative Reports i. Attorney's Report ii. Executive Director's Report 1. Key Indicators Report RESULT: REVIEWED 2. Environmental Report Ms. Eckert answered questions information regarding chlorine levels at the Sweeney water treatment plant. RESULT: REVIEWED 3. Safety Report RESULT: REVIEWED 4. FY22 CIP Status Quarterly Report RESULT: REVIEWED 5. Customer Service Update - October RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Executive Committee - Regular - Oct 6, 2021 10:00 AM RESULT: NO ACTION REQUIRED ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - Sep 23, 2021 3:00 PM RESULT: NO ACTION REQUIRED 2. Northern NHC Sewer Conveyance Capacity and Needs Assessment Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardOctober 13, 2021 Mr. Vandermeyden presented the informational item. Growth and home sales in the northern part of the County in the Sidbury Road and Holly Shelter areas have outpaced County and CFPUA predictions. As a result, staff is in the preliminary stages of designing and planning an additional sewer pump station and sewer force main to convey wastewater to the Northside Treatment Plant. The additional infrastructure will provide support for housing growth in the northern part of New Hanover County. Staff anticipates placing the project in the Fiscal Year 2023 capital budget at an estimated cost of $15 million. Messrs. Vandermeyden and Waldroup answered questions from Board members. RESULT: REVIEWED iii. Finance Committee 1. Finance Committee - Regular Meeting - Oct 6, 2021 9:00 AM RESULT: NO ACTION REQUIRED 2. Monthly Financial Report Mr. McLean presented the financial report. CFPUA made a large debt service payment in August, which is reflected in the expenditures over revenues data. September 30 marked 25 percent of the fiscal year complete, with revenues at 27.84 percent of budget. The FY21 year-end surplus calculation will be brought to the Board at the November meeting. RESULT: REVIEWED iv. Sustainability Committee 1. Sustainability Committee - Regular - Sep 23, 2021 2:00 PM RESULT: NO ACTION REQUIRED 2. Contract with New Hanover County and Good Shepherd Center The contract had been finalized and was provided in the agenda for informational purposes. RESULT: REVIEWED 3. Billing Update Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardOctober 13, 2021 Mr. Waldrop and Ms. Irick presented an overview of the customer assistance programs available. Because of the City and County's generous donations of $500,000 each from American Recovery Plan funds, there is a Covid-related assistance fund managed by the Good Shepherd Center. WaterWay/CFPUA Assist monies are managed by the NHC Department of Health and Human Services, as are the County's rental and homeowners assistance programs. Mr. Waldroup reported that Federal funding should be available on November through the Low Income Housing Water Assistance Program. Those monies will be available to customers who are at 150 percent of the Federal poverty level and will go through the states to counties. The fund will be adminstered by DHHS. Mr McLean and Ms. Irick answered questions regarding delinquency statistics and payment plans. Mr. Waldroup highlighted communication initiatives for the assistance programs and thanked Board members for their help in getting information available within local communities. He thanked Ms. Irick and Customer Service staff for their hard work and Ms. Bellamy and Mr. Hagerty for the communications plan. Dr. Cannon noted that faith-based groups non-profits such as Good Shepherd and WaterWay are well-organized and efficient at handling funding and reaching their target audiences. She thanked staff for their work on a timely initiative. RESULT: REVIEWED IX. OLD BUSINESS There was no old business. X. AUTHORITY Q & A/CLOSING COMMENTS Mr. Corder thanked staff for their good work in addressing customer assistance programs. XI. CLOSED SESSION Ms. Adams moved to enter closed session to discuss a claim CFPUA may have against another party and a potential claim against CFPUA. Mr. O'Grady seconded the motion, and it passed unanimously. The Board entered closed session at 9:55 AM with Ms. Miles, Ms. Eckert, Ms. Pope, and Messrs. Waldroup, Styers, and Vandermeyden present. Mr. House of the Brooks, Pierce law firm participated remotely. The Board received a report from legal counsel and provided direction to staff and counsel. Cape Fear Public Utility Authority Page 7 MinutesAuthority BoardOctober 13, 2021 There was no further business to come before the Board in closed session, and Mr. Norris moved to return to open session. Mr. Briggs seconded the motion, and it passed unanimously. The Board returned to open session at 11:31 AM. XII. ADJOURNMENT Ms. Adams moved to adjourn. Mr. O'Grady seconded the motion, and it passed unanimously. The Board adjourned at 11:32 AM. The next regular CFPUA meeting will be Wednesay, August 10, 2021. The Board will meet in the Lucie Harrell Conference Room, New Hanover County Administration Building, 230 Government Center Drive, Wilmington, North Carolina. The CFPUA Communications Committee will meet following the Board meeting. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 8