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CFPUA 8 12 2015 CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES AUGUST 12, 2015 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 Ms. Kusek called the meeting to order at 9:00 AM and declared a quorum present. Attendee Name Organization Title Status Arrived Patricia Kusek Cape Fear Public Utility Chair Present Authority Jim Quinn Cape Fear Public Utility Present Authority James Brumit Cape Fear Public Utility Vice-Chair Present Authority Mike Brown Cape Fear Public Utility Secretary Present Authority Cindee Wolf Cape Fear Public Utility Present Authority William Norris Cape Fear Public Utility Present Authority Larry Sneeden Cape Fear Public Utility Treasurer Present Authority Kevin O'Grady Cape Fear Public Utility Present Authority Charlie Rivenbark Cape Fear Public Utility Present Authority Woody White 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 Cape Fear Public Utility Attorney Present Authority Leslie Ogilvie Cape Fear Public Utility Assistant to the Executive Present Authority Director Donna Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board Frank Styers Cape Fear Public Utility Chief Operations Officer Present Authority Carel Cape Fear Public Utility Director of Engineering Present Vandermeyden Authority Beth Eckert Cape Fear Public Utility Director of EMD Present Cape Fear Public Utility Authority Page 1 Minutes Authority Board August 12, 2015 Authority Cheryl Spivey Cape Fear Public Utility Chief Financial Officer Present Authority Tom Morgan Cape Fear Public Utility HR Director Present Authority Mike McGill Cape Fear Public Utility Chief Communications Officer Present Authority Julie McLawhon Cape Fear Public Utility Budget/Finance Manager Present Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority John Bodner Cape Fear Public Utility ERP Systems Administrator Present Authority Kent Harrell Cape Fear Public Utility Engineering Manager Present Authority Nicole Brisbon Present Richard King City of Wilmington Present Jim Iannucci New Hanover County Present Tony Boahn McKim & Creed Present III. ADOPTION OF AGENDA Mr. O'Grady moved to adopt the agenda. Mr. Rivenbark seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Jul 8, 2015 9:00 AM Ms. Kusek moved to approve the minutes of the July 8, 2015, regular meeting. Mr. Norris seconded the motion, and it passed unanimously. Mr. Rivenbark moved to excuse Mr. Brown until his arrival. Mr. Norris seconded the motion, and it passed unanimously. Mr. Brown joined the meeting at 9:10 AM. RESULT: ACCEPTED [UNANIMOUS] MOVER: Patricia Kusek, Chair SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple EXCUSED: Brown V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER Ms. Brisbon spoke regarding a billing problem. Mr. Flechtner reported on his meeting with Ms. Brisbon and staff's work to ensure the meter was read accurately. After Ms. Brisbon's comments, Ms. Kusek asked her to meet with Customer Service staff to further discuss her concerns. VI. SPEAKER UPDATE FROM THE JULY 8, 2015 BOARD MEETING Mr. Flechtner reported on concerns from Dr. Vitols and Ms. Lee regarding mandatory connection and the deferral process along Bald Eagle Lane. Staff is reviewing the well Cape Fear Public Utility Authority Page 2 Minutes Authority Board August 12, 2015 permitting issue with the County Health Department and will bring the discussion to the Long Range Planning Committee. Dr. Vitols and Ms. Lee have been updated on the process. VII. CONSENT AGENDA Mr. Flechtner requested that Item 9, a T.A. Loving change order for the Marquis Hills project, be removed from the Consent Agenda for discussion. Mr. Zapple had questions on items 3, 4, 9, 10, and 11. Following clarification on those items, Mr. Rivenbark moved to approve the Consent Agenda, Items 1 - 8, 10, and 11. Mr. Norris seconded the motion, and it passed unanimously. 1. Approval of Budget Ordinance #16-002 - 30th Street Sewer Rehab Project, Making Supplemental Revenues and Appropriations to the Capital Projects Funds for the Fiscal Year Ending June 30, 2016 RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 2. Approval of Budget Ordinance #16-003 for Alandale Pump Station Making Supplemental Revenues and Appropriations to the Capital Projects Funds for the Fiscal Year Ending June 30, 2016 RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 3. SunGard Application Service Provider Agreement (2 Year Term) Mr. Zapple asked if the Sungard software could interface with the county planning and zoning software. Mr. Vandermeyden reported that Engineering staff has access to county databases and meets regularly with county staff to discuss planning issues. Staff will explore interfacing and other software enhancements in the ERP process. RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 4. Bill Print and Mail Services Ms. Irick answered questions regarding the contract award. Cape Fear Public Utility Authority Page 3 Minutes Authority Board August 12, 2015 RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 5. Authorization for the Executive Director to Execute a $257,177 Construction Contract with Jacksonville Mechanical, Inc. for the Northwestern NHC Water and Sewer Service Installations RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 6. Authorization for the Executive Director to Execute a $438,100 Construction Contract with Jacksonville Mechanical, Inc. for the Northeastern NHC Water and Sewer Service Installations RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 7. Water Meters for New Customers - Annual Program RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 8. New Hanover County Force Main Agreement Assignment RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 9. Authorization for the Executive Director to Execute a $102,583.01 Change Order with T.A. Loving Company for the Marquis Hills Sewer Extension Project Cape Fear Public Utility Authority Page 4 Minutes Authority Board August 12, 2015 The item was removed to the Administrative Report section of the meeting and presented by Mr. Vandermeyden. Mr. Vandermeyden reported that N.C. Department of Transportation requirements for the replacement of storm sewers had changed between the time the project was designed and the time that road work was done. The project plans called for 12-inch storm sewer pipe. The new DOT protocol requires that storm sewers must be replaced with 15-inch pipes. Mr. Vandermeyden reported that the 15-inch pipe is also a standard used by New Hanover County. The change order is contingent upon New Hanover County approving an amendment to its Interlocal Agreement with the Authority for the project. There would be no financial impact upon residents of the community as a result of the DOT requirement and change order. Mr. Vandermeyden answered questions from Board members regarding the subject change order, contingency planning, project review, and communication between agencies. Mr. Sneeden provided feedback from an engineering consultant viewpoint. Following a thorough discussion, Mr. Sneeden moved to approve the change order. Ms. Wolf seconded the motion, and it passed unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Larry Sneeden, Treasurer SECONDER: Cindee Wolf AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 10. Emergency Construction Services Contract Ms. Styers clarified that the requested amount would be sufficient for the remainder of the contract term. RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple 11. Revision to Section 5.5. Water and Sewer Bill Appeal of the CFPUA Utility Regulations and Ordinance General Provisions Mr. Flechtner answered clarification questions regarding the appeals process. RESULT: APPROVED [UNANIMOUS] MOVER: Charlie Rivenbark SECONDER: William Norris AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple VIII. NEW BUSINESS Cape Fear Public Utility Authority Page 5 Minutes Authority Board August 12, 2015 A. Administrative Reports i. Attorney's Report 1. Lien Publication Resolution Ms. Miles presented the item and explained that the resolution is necessary to proceed with liens against real estate using the ╜■ ʼnś▓ procedure. Mr. Brown moved to approve the item. Mr. Zapple seconded the motion, and it passed unanimously. RESULT: APPROVED [UNANIMOUS] MOVER: Mike Brown, Secretary SECONDER: Rob Zapple AYES: Kusek, Quinn, Brumit, Brown, Wolf, Norris, Sneeden, O'Grady, Rivenbark, White, Zapple ii. Executive Director's Report 1. Environmental Report Mr. Flechtner reported that the Authority has reduced the number of sewer spills by 52 percent and the volume of spills by 77 percent. Ms. Eckert answered questions regarding ammonia and chlorine in the environmental reports. RESULT: REVIEWED 2. Safety Performance Report There were no questions regarding the safety report. RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Executive Committee Minutes The Committee met on August 5, and the minutes were in the agenda packet. Ms. Kusek reminded Board members that the Authority retreat will be Wednesday, September 16, at Halyburton Park. ii. Long Range Planning Committee Mr. Sneeden reported that the Committee did not meet in July. iii. Finance Committee Cape Fear Public Utility Authority Page 6 Minutes Authority Board August 12, 2015 Mr. Brown reported that the Committee met on August 5. All agenda items reviewed by the Committee were approved in the Consent Agenda. 1. Finance Committee - Regular Meeting - Aug 5, 2015 9:00 AM RESULT: NO ACTION REQUIRED 2. August 2015 Monthly Finance Ms. Spivey reported that July water consumption was 2.5 percent lower than last July. She did not anticipate water consumption to affect the FY2016 budget. Ms. Spivey answered questions from Board members regarding the monthly financial report. RESULT: REVIEWED IX. OLD BUSINESS There was no old business. X. AUTHORITY Q&A / CLOSING COMMENTS Ms. Kusek commended staff on a good job at the recent public meeting for the Heritage Park project. XI. CLOSED SESSION There was no closed session. XII. ADJOURNMENT There was no further business to come before the Authority, and Mr. Rivenbark moved to adjourn. Mr. Norris seconded the motion, and it passed unanimously. The meeting adjourned at 9:50 AM. The next regular meeting of the Cape Fear Public Utility Authority will be Wednesday, September 9, 2015. The Board will meet in the Lucie Harrell Conference Room, 230 Government Center Drive, Wilmington, and will convene at 9:00 AM. The Board will hold a retreat on Wednesday, September 16, 2015. The retreat will be held at Halyburton Park, 4099 S. 17th Street, Wilmington, North Carolina, and will begin at 11:30 AM. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 7