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Home My WebLink About2022-06-08 MinutesCAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES 1UNE 8, 2022 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 with all Authority members present. 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 _ ...1 ...._ ...... ........- Present Authority �.n. _...... ....... .... ....... _ Deans Hackney Cape Fear Public Utility �.......� Secretary w.,......... Present - - . Authority Jennifer Adams Cape Fear Public Utility I Treasurer Present Authority Jessica Cannon Cape Fear Public Utility Present Auth o r it y > Hollis Briggs Cape Fear Public Utility Present Authority Larry Sneeden �. Cape Fear Public Utility _ ........ .._ Present Authority Jonathan Barfield Cape Fear Public Utility Present — ._ e ..�.-...., _ .. Authority Charlie Rivenbark Cape Fear Public Utility _........ _......_.�w,..._ .......�_.. _..�._ Present Authority Luke Waddell �W E Cape Fear Public Utility Present Authority Rob Zapple I Cape Fear Public Utility Present Authority Kenneth Waldroup Cape Fear Public Utility Executive Director Present Authority Linda Miles I, Miles Firm, PLLC CFPUA Consulting Attorney Present Frank Styers Cape Fear Public Utility Deputy Executive Director ! Present p Authority Care[ 1 Cape Fear Public Utility ................... ...... 1 Deputy Executive Director Present Cape Fear Public Utility Authority Page 1 Minutes Authority Board June 8, 2022 Vandermeyden Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Lori McKoy Cape Fear Public Utility Human Resources Director Present Authority Beth Eckert Cape Fear Public Utility Director of EMD Present j Authority Vaughn Hagerty Cape Fear Public Utility ' Public Information Officer Present Authority 1 Elizabeth Severt Cape Fear Public Utility Strategy & Performance Present Authority Manager Cammie Bellamy Cape Fear Public Utility Assistant PIO Present Authority Kathryn Pohlman Cape Fear Public Utility Assistant Director of EMD and Present Authority Sustainability j Julia Vosnock Cape Fear Public Utility Procurement Manager Present Faircloth t Authority Nicolette Fulton Cape Fear Public Utility Deputy Attorney Present Authority Judy Lawton Cape Fear Public Utility Executive Assistant Present Authority Jim lannucci New Hanover County _ I Present Heidi Cox State of North Carolina Present Tim Holleman Lower Cape Fear Water & _ . Present Sewer Authority Donna S. Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present j Authority Board L III. ADOPTION OF AGENDA Mr. Rivenbark moved to adopt the day's agenda. Mr. Norris seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board -Regular Meeting- May 11, 2022 9:00 AM RESULT: MOVER: SECONDER: AYES: ACCEPTED [UNANIMOUS] Deans Hackney, Secretary Luke Waddell Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER There were no public speakers. Cape Fear Public Utility Authority Page 2 Minutes Authority Board June 8, 2022 VI. CONSENT AGENDA 1. $125,000 Contract Amendment for On -Call Water and Sewer Engineering, Surveying, and Construction Services, in Support of Water and Sewer Projects RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple SECONDER: William Norris, Vice -Chair l AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple 2. Executive Director Contract Approval Limits RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple SECONDER: William Norris, Vice -Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple 3. Approval for Write Offs for Uncollectible Charges RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple 1 SECONDER: William Norris, Vice -Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple 4. Design -Build Procurement Authorization for Pump Station Upgrades ------------- __----- I. ......______ --- __ ------------ _.._ _ _._ .._- -------_ RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple SECONDER: William Norris, Vice -Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple 5. $511,135.84 Construction Contract Award to Carolina Civilworks for Waterline Interconnection Cape Fear Public Utility Authority Page 3 Minutes Authority Board June 8, 2022 RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple SECONDER: William Norris, Vice -Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple 6. $24,700.00 Contract Amendment to Cape Fear Engineering for Arrowhead Park Waterline Interconnection project. RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple SECONDER: William Norris, Vice -Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple 7. $-921,217.50 Deductive Change Order with East Coast Contracting for Crosstown Feeder Project RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple SECONDER: William Norris, Vice -Chair AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple A. Administrative Reports i. Attorney's Report Ms. Miles reported that she and Mr. Waldroup had attended a legislative hearing on House Bill 1095, sponsored by Representative Davis with bipartisan support. Board members discussed the proposed legislation. ii. Executive Director's Report 1. Key Indicators Mr. Zapple noted a discrepancy in data for daily water output at the Sweeney plant. Staff will review the data and report on it in the weekly Board update. RESULT: REVIEWED 2. Environmental Report Cape Fear Public Utility Authority Page 4 Minutes Authority Board June 8, 2022 RESULT: REVIEWED g 3. Safety Report RESULT: REVIEWED 4. Customer Service Update -June Ms. Irick reported that the March order 355 meters has shipped and should be delivered within a day. Staff has ordered 400 meters that have a late September ship window, and 500 meters that will be shipped after September. Staff has removed 73 domestic water meters located in uninhabited homes with disconnected service and 550 unused irrigation meters that can be repurposed for new installations. When the existing customers need those meters reinstalled, CFPUA will do so at no cost. Ms. Irick answered questions about notification to customers and property owners about the removal of meters and CFPUA's ability to repurpose the meters for new service. Ms. Rivenbark asked if multi -family developments such as condominiums or apartments are allowed to dig irrigation wells or if they must use public water for irrigation. Staff will research the land use regulations and report the answer in the weekly Board update. RESULT: NO ACTION REQUIRED B. Committee Reports I. Executive Committee 1. Executive Committee - Regular- Jun 6, 2022 2:30 PM [RESULT: 2. Strategic Plan NO ACTION REQUIRED Ms. Severt reviewed the proposed mission plan. The plan has been reviewed by several Board Committees in addition to Board members participating in a planning workshop. The Executive Committee held a final review and recommended plan adoption, as well as recommending a committee review structure for initiatives supporting the plan. Cape Fear Public Utility Authority Page 5 Minutes Authority Board June 8, 2022 The new mission statement is "To provide quality water and wastewater services to our community." The new vision statement is, "To achieve excellence in all we do while enhancing our community's quality of life." The plan continues to support CFPUA's traditional values of stewardship, sustainability, and service and adds safety for staff and the community as a value. Excellence through continuous improvement incorporates all of the values. Board and staff have committed to the following outcomes: customer satisfaction and stakeholder understanding; infrastructure reliability and product quality; environmental stewardship and protection; employee and leadership development; and financial viability. There are strategic initiatives to support each outcome. The recommended Board review structure is for each of the five intended outcomes to be assigned to a Board committee, with multiple committee review for items that have overlapping impacts, or as requested by Committee chairs. It is expected that the Finance Committee would work with other committees to review outcomes and identify funding for initiatives. The Executive Committee will receive progress updates. Mr. Waldroup reported that, should the Board adopt the Strategic Plan, the next steps will be for each Committee to prioritize its initiatives. Staff will then identify staff and financial resources necessary to implement the initiatives. Mr. Norris moved to adopt the Strategic Plan and the recommended Committee review structure. Mr. Sneeden seconded the motion, and it passed unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: William Norris, Vice -Chair SECONDER: Larry Sneeden AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - May 26, 2022 3:00 PM _____.__ _..._ ..........� RESULT: NO ACTION REQUIRED 2. Heritage Park and Marquis Hills Project Review and Lessons Learned Cape Fear Public Utility Authority Page 6 Minutes Authority Board June 8, 2022 Mr.. Sneeden referred Board members to the presentation in the packet. There are upcoming projects where "lessons learned" during the Heritage Park and Marquis Hills projects can be useful. RESULT: NO ACTION REQUIRED III. Finance Committee 1. Finance Committee -Regular Meeting -Jun 1, 2022 9:00 AM [RESULT: NO ACTION REQUIRED 2. Monthly Financials for June Ms. Vosnock presented the monthly financial report. May 31 marked 91.67 percent of the fiscal year, and revenues were at 94.55 percent of budget. As of April 30, the unrestricted fund balance was $72.96 million. Capital transfers have slowed down due to supply chain delays. Mr. Zapple noted that the fund balance has continued to grow without transfers to capital spending and expressed concern about that pattern. Mr. Waddell agreed. Board members discussed inflationary demands and supply chair issues in relation to the fund balance. The Board discussed raising the amount needed for capital transfers from $50 million to a higher amount. Staff will bring a report and recommendation through the Finance Committee regarding the unrestricted fund balance. Mr. Zapple reported that county employees who receive reimbursement for mileage are experiencing the effects of rising gasoline prices. He asked staff to research CFPUA's mileage reimbursement. RESULT: REVIEWED 3. Resolutions Accepting State Revolving Loan Offers for the Rehabilitation and Replacement of Gravity Sewer in the Downtown Wilmington Area, and the Pump Station 14 - Greenfield Lake Force Main Replacement Projects Ms. Adams reported that there were two resolutions and a budget ordinance that required Board action. Mr. Vandermeyden presented resolutions accepting two loans from the state revolving fund. The first resolution was for a loan in the amount of $11.6 million at 1.6 percent annual interest for 20 years for the Cape Fear Public Utility Authority Page 7 Minutes Authority Board June 8, 2022 Greenfield Lake force main replacement project. Mr. Rivenbark moved approve the resolution. Mr. Norris seconded the motion, and it passed unanimously. The second resolution was for a $4.5 million state revolving loan for rehabilitation and replacement of gravity sewer in the downtown area. Mr. Rivenbark moved to approve the resolution. Mr. Briggs seconded the motion, and it passed unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark, CFPUA Board Member SECONDER: Hollis Briggs, Board Member AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple 4. Ordinance Appropriating Funds for the Greenfield Lake Force Main Replacement Project Ms. Vosnock presented the budget ordinance supporting the Greenfield Lake project. Mr. Norris moved to approve. Mr. Rivenbark seconded the motion, and it passed unanimously. _.._ .... . _. _..... RESULT: APPROVED [UNANIMOUS] MOVER: William Norris, Vice -Chair SECONDER: Charlie Rivenbark, CFPUA Board Member AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, Rivenbark, Waddell, Zapple iv. Sustainability Committee 1. Sustainability Committee - Regular - May 26, 2022 2:00 PM ....... RESULT: NO ACTION REQUIRED 2. Source Water Protection Plan Dr. Cannon recommended that Board members read the Source Water Protection Plan. State approval of the plan will support CFPLIA's applications for state loans and grants in the future. RESULT: REVIEWED 1TI11![e] q 131_L11U*f1 There was no old business. Cape Fear Public Utility Authority Page 8 Minutes Authority Board June 8, 2022 IX. AUTHORITY Q & A/CLOSING COMMENTS There was no additional discussion. X. CLOSED SESSION There was no closed session. XI. ADJOURNMENT There was no further business to come before the Board, and Mr. Waddell moved to adjourn. Mr. Barfield seconded the motion, and it passed unanimously. The meeting adjourned at 9:50 AM. The next regular Authority meeting will be Wednesday, July 13, 2022. 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. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 9