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Home My WebLink About2023-09-13 MinutesCAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES SEPTEMBER 13, 2023 Room 139 Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER Mr. Hackney called the meeting to order at 9:00 AM with a quorum present. Mr. Zapple moved to excuse Ms. Adams and Messrs. Norris, Rivenbark, and Smith. Mr. Waddell seconded the motion, and it passed unanimously. II. DETERMINATION OF A QUORUM Attendee Name Organization Title Status Arrived Jennifer Adams Cape Fear Public Utility Chair Excused Authority Deans Hackney Cape Fear Public Utility Vice Chair Present Authority Jessica Cannon Cape Fear Public Utility Secretary Present Authority Wesley Corder Cape Fear Public Utility Treasurer Present Authority William Norris Cape Fear Public Utility Board Member Excused Authority Hollis Briggs Cape Fear Public Utility Board Member Present Authority William Smith Cape Fear Public Utility Board Member Excused Authority Jonathan Barfield Cape Fear Public Utility Commissioner Present Authority Charlie Rivenbark Cape Fear Public Utility Councilmember Excused Authority Luke Waddell Cape Fear Public Utility Councilmember Present Authority Rob Zapple Cape Fear Public Utility Commissioner Present Authority Kenneth Waldroup Cape Fear Public Utility Executive Director Present Authority Linda Miles Miles Firm, PLLC CFPUA Consulting Attorney Present Nicolette Fulton Cape Fear Public Utility Deputy Attorney Present Cal.,)e Fear Public Utility Authority Page I Minutes Authority Board September 13, 2023 Authority Beth Eckert Cape Fear Public Utility Deputy Executive Director EMS & Present Authority Linear Assets Carel Cape Fear Public Utility Deputy Executive Director Present Vandermeyden Authority Julia Faircloth Cape Fear Public Utility Deputy 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 Director of Communications Present Authority Cammie Bellamy Cape Fear Public Utility Public Information Officer Present Authority Cord Ellison Cape Fear Public Utility Chief Information Officer Present Authority Gary McSmith Cape Fear Public Utility Asst. Director of Engineering Present Authority Craig Wilson Cape Fear Public Utility Assistant Operations Director Present Authority Judy Lawton Cape Fear Public Utility Executive Assistant Present Authority Janice Gaines Rock Hill Community Present Vance Williams Rock Hill Community Present Bernard Williams Rock Hill Community Present Ryan Murray ETC Institute Remote Donna S. Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board III. ADOPTION OF AGENDA Mr. Waldroup presented three amendments to the day's Agenda, as follows: 1. The addition of an Interlocal Agreement with New Hanover County for Water Stations to the Executive Committee report. The agreement had not been finalized at the time of agenda publication. 2. Moving the adoption of CFPUA's Local Water Supply Plan Resolution to the Consent Agenda, per the Long Range Planning Committee's recommendation. 3. Noting that the Employee Benefits for Calendar Year 2024 in the Human Resources Committee report was an informational item and not an action item. Caj.')e Fear Public Utility Authority Page 2 Minutes Authority Board September 13, 2023 Mr. Briggs moved to amend the Agenda, as recommended by staff and legal counsel. Dr. Cannon seconded the motion, and it passed unanimously. Mr. Briggs moved to adopt the Agenda. Mr. Zapple seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board -Regular Meeting -Aug 9, 2023 9:00 AM RESULT: ACCEPTED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Luke Waddell, Councilmember AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER There were no public speakers. VI. CONSENT AGENDA 1. Authorize the Executive Director to Execute a $740,317.00 Change Order with Carolina Civil Works for the Market Street & Porters Neck Road Sewer Emergency Repair RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 2. Ordinance Appropriating Funds for the Market Street & Porters Neck Rd Project RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 3. Authorize the Executive Director for a $97,069.06 sole source purchase with Trojan Technologies Group to replace ultraviolet hydraulic wipers at the Northside Plant. Caj.')e Fear Public Utility Authority Page Minutes Authority Board September 13, 2023 RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 4. $457,170 Service Agreement Award with Revere Control Systems, Inc. for Richardson Facility PLC Upgrade. RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 5. $300,000 Contract with W.K. Dickson & Co., Inc. for On -Call Water Distribution and Sewer Collection Professional Services RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 6. Authorization for the Executive Director to Execute a $120,000 Contract Amendment with Carollo Engineers Inc. for the Wastewater Hydraulic Model Development Under Wet Weather Conditions Project. RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 7. Resolutions Authorizing Principal Forgiveness Loan Applications to Extend Water Mains to Serve PFAS Contaminated Wells in the Rockhill and Alandale Areas RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 8. Sole Source -Meter and AMR Transmitter Caj.')e Fear Public Utility Authority Page 4 Minutes Authority Board September 13, 2023 RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 9. Microsoft Licensing Agreement Renewal RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 10. Resolution Approving the 2022 Local Water Supply Plan RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark VII. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles did not have a report for open session and did not require a closed session. ii. Executive Director's Report 1. Key Indicator Reports Mr. Waldroup reported that staff will propose changes to the monthly report that staff believes will better serve the Board and reflect strategic initiatives. The Board will be able to review and respond to the proposed changes before they go into effect. RESULT: REVIEWED 2. Safety Report Caj.')e Fear Public Utility Authority Page Minutes Authority Board September 13, 2023 RESULT: REVIEWED 3. Environmental Report .. ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .................. RESULT: REVIEWED 4. Strategic Plan Update RESULT: REVIEWED 5. 2023 Customer Satisfaction Survey Results Mr. Hagerty introduced Mr. Murray, of ETC Institute. Mr. Murray was the project manager on the 2023 customer satisfaction survey. Mr. Murray reviewed the format of the survey, its method of distribution, and the demographic data collected as part of the survey. The survey was mailed to a random sample of customers, and recipients had the option of completing a paper copy with a postage -paid return envelope or using an online option. The survey goal was to receive at least 1,000 completed surveys, and 1,073 customers responded with a completed survey. This provided a 95 percent level of confidence in the results. Customers were asked a series of questions designed to gauge their interactions with staff within the last two years and their level of satisfaction with those interactions. 88 percent of customers had a positive opinion of staff, 81 percent were satisfied with overall responsiveness to their issues, and 82 percent were satisfied with staff technical knowledge. 85 percent of respondents who expressed an opinion regarding CFPUA services were very satisfied or very satisfied with the reliability of water service, and 83 percent were satisfied with the reliability of sewer service. Respondents were queried regarding their knowledge of PFAS contamination, and 53 percent indicated they were very familiar with the issue. 40 percent stated they were somewhat familiar, and only 7 percent reported that they were unfamiliar with the issue. 52 percent of those familiar with PFAS indicated that they switched to bottled water. 512 percent of those who stated an opinion regarding PFAS stated that they were satisfied or very satisfied with CFPUA's response to PFAS and treatment. Only 6 percent reported that they were very dissatisfied with CFPUA's response to PFAS. Caj.')e Fear Public Utility Authority Page Minutes Authority Board September 13, 2023 Customers' three highest priorities for CFPUA in the next five years are: 1. Drinking water safety. 2. Reliability of water service. 3. Charges for water service. Other priorities include the availability and safety off drinking water sources, the quality of drinking water, the reliability of sewer service, and the replacement of aging infrastructure. 53 percent of customers were aware of electronic billing but prefer mailed bills, with 30 percent preferring electronic bills. 65 percent of respondents preferred receiving non -emergency information with their mailed bill. When asked how much they thought a gallon of water cost them, most respondents did not realize that one gallon of water was under one cent. Once aware of that cost, most customers believed it to be a good value. Mr. Murray reported that this would be an area for further customer education and public awareness. 40 percent of customers had seen or heard CFPUA messaging on local media. Half of those who received trash and stormwater charges on their CFPUA statement realized that CFPUA collects those monies but does not provide the service. Approximately 57 percent of customers knew that CFPUA is a governmental agency, while 16 percent thought it was a private, for -profit, company and just under 27 percent did not know. Mr. Murray reported that this could be an area to address with customer awareness. Messrs. Hagerty and Murray answered questions from Board members regarding the survey methodology and question formatting. Staff received feedback from Board members, and Mr. Waldroup reported that the survey results provide a good springboard for the development of future communication strategies and educational efforts. Caj.')e Fear Public Utility Authority Page 7 Minutes Authority Board September 13, 2023 RESULT: NO ACTION REQUIRED B. Committee Reports i. Executive Committee 1. Executive Committee - Regular- Sep 6, 2023 10:00 AM RESULT: NO ACTION REQUIRED 2. Residential Connection Interlocal Agreement Mr. Waldroup presented the item. New Hanover County has provided $500,000 for residential connections of homes adjacent to water lines. CFPUA would manage the project, and County guidelines for the project stipulate that the connections be made on a first -come, first -serve basis. Available funding would pay for 50 to 60 homes to connect to CFPUA water. Mr. Waldroup answered questions from Board members regarding the "first - come, first -served" nature of the project. Several Board members expressed concern that citizens in communities that have already requested CFPUA water might not be connected. They expressed concern that senior citizens who may be less "tech savvy" or residents without computers would not be able to apply as quickly as others and would not receive service. Messrs. Barfield and Briggs suggested that staff be available to assist citizens with the application process. After discussion, Dr. Cannon moved to approve the Interlocal Agreement with additional language to be reviewed by the Board regarding administering the project. Mr. Hackney expressed concern about delaying the project. Mr. stated that he wanted Messrs. Barfield and Zapple to be comfortable with the agreement before its approval. Mr. Corder agreed with the Commissioners and Mr. Briggs that citizens from the Rock Hill community had acted in good faith with CFPUA but might not be able to connect. Mr. Waldroup reported that CFPUA staff might not possess the expertise to address the application process if it was not first -come, first -served and suggested further discussions with County staff to define the program. Caj.')e Fear Public Utility Authority Page Minutes Authority Board September 13, 2023 Following additional discussion, Dr. Cannon amended the motion to table the Interlocal Agreement. Mr. Briggs seconded the motion, and it passed unanimously. RESULT: TABLED [UNANIMOUS] Next: 10/11/2023 9:00 AM MOVER: Jessica Cannon, Secretary SECONDER: Hollis Briggs, Board Member AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 3. Water Station Interlocal Agreement RESULT: APPROVED [UNANIMOUS] MOVER: Jessica Cannon, Jonathan Barfield AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark ii. Long Range Planning Committee 1. Long Range Planning Committee -Regular -Aug 24, 2023 3:00 PM .. ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .................. RESULT: NO ACTION REQUIRED 2. Evaluation of Linear Asset Management RESULT: REVIEWED iii. Finance Committee 1. Finance Committee -Regular Meeting- Sep 6, 2023 9:00 AM .. ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .................. RESULT: NO ACTION REQUIRED 2. Monthly Financials Ms. Vosnock Faircloth presented the August financial data. Through August 31, with 16.6 percent of the fiscal year complete, revenues were at 16.83 percent. For year-end FY23 (June 30), revenues were at 100.41 percent of budget, and the unassigned fund balance was just over $60 million. Once the FY23 audit is completed and brought to the Board in November, Finance staff will make a recommendation for assignment of the fund balance. Caj.')e Fear Public Utility Authority Page Minutes Authority Board September 13, 2023 RESULT: REVIEWED 3. $29,485,000 Contract Award to TA Loving Company for Northern Regional Pump Station Phase B Mr. Vandermeyden presented the item and answered questions regarding ARPA funding. Mr. Zapple moved to approve the contract award. Mr. Barfield seconded the motion, and it passed unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple, Commissioner SECONDER: Jonathan Barfield, Commissioner AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 4. Ordinance Appropriating Funds for the Northern Regional Pump Station Phase B Project RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple, Commissioner SECONDER: Luke Waddell, Councilmember AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 5. $1,555,000 Contract Amendment for Carollo Engineers Inc. for Northern Regional Pump Station Phase B RESULT: APPROVED [UNANIMOUS] MOVER: Jonathan Barfield, Commissioner SECONDER: Rob Zapple, Commissioner AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 6. $13,067,660 Contract Agreement with Crowder Construction Company for Southside Wastewater Treatment Plant Replacement and Upgrade Project Messrs. Vandermeyden and Wilson presented the item. They verified that both the construction company and engineering consultants will maintain a local presence during the project and that best practices will be followed to incorporate solar panels and green energy alternatives into the project. Staff added a resiliency scope to the project design to address the potential of rising river levels that could impact the treatment plant. Caj.')e Fear Public Utility Authority Page 10 Minutes Authority Board September 13, 2023 Mr. Zapple moved to approve the item. Mr. Waddell seconded the motion, and it passed unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple, Commissioner SECONDER: Luke Waddell, Councilmember AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 7. Ordinance Appropriating Funds for the Southside Wastewater Treatment Plant Replacement & Upgrade Project RESULT: APPROVED [UNANIMOUS] MOVER: Luke Waddell, Councilmember SECONDER: Rob Zapple, Commissioner AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark 8. Resolution Accepting Low Interest State Loan for the Southside Wastewater Treatment Plant Replacement and Upgrade project. RESULT: APPROVED [UNANIMOUS] MOVER: Rob Zapple, Commissioner SECONDER: Luke Waddell, Councilmember AYES: Hackney, Cannon, Corder, Briggs, Barfield, Waddell, Zapple EXCUSED: Adams, Norris, Smith, Rivenbark iv. Sustainability Committee 1. Sustainability Committee - Regular- Aug 17, 2023 11:00 AM Dr. Cannon reported that staff has worked diligently to develop an affordability dashboard and a matrix to assess affordability for CFPUA's customers. She reported that the level of federal assistance available through the pandemic helped staff to define the affordability need within our community. She further reminded the Board that the City and County had graciously provided $100,000 in customer assistance funds that are managed by County DHHS. The Committee will continue to define affordability and methods to address customer needs. RESULT: NO ACTION REQUIRED 2. Affordability Strategies Caj.')e Fear Public Utility Authority Page II Minutes Authority Board September 13, 2023 RESULT: REVIEWED v. Human Resources Committee 1. Employee Benefits 2024 Mr. Briggs reported that the Committee met on August 17 and reviewed benefits for Calendar Year 2024. RESULT: NO ACTION REQUIRED 2. Human Resources Committee -Regular -Aug 17, 2023 9:30 AM ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ................. RESULT: NO ACTION REQUIRED C. Consolidation Study Update 1. Consolidation Study Update ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... ......... .................. RESULT: REVIEWED VIII.OLD BUSINESS There was no old business. IX. AUTHORITY Q & A/CLOSING COMMENTS There were no questions or closing comments. X. CLOSED SESSION There was no closed session. XI. ADJOURNMENT There was no further business to come before the Authority, and Mr. Waddell moved to adjourn. Mr. Zapple seconded the motion, and it passed unanimously. The Board adjourned at 10:50 AM. The next regular CFPUA meeting will be Wednesday, October 11, 2023. The Authority will meet in Room 139, New Hanover County Administration Building, 235 Government Center Drive, Wlmington, North Carolina, at 9:00 AM. Respectfully submitted, Donna S. Pope Caj.')e Fear Public Utility Authority Page 12 Minutes Authority Board September 13, 2023 Clerk to the Board Caj.')e Fear Public Utility Authority Page 1