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CFPUA 10 14 2015 CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES OCTOBER 14, 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 Vice-Chairman Jim Brumit called the meeting to order at 9:00 AM and declared a quorum present. Mr. Brown moved to excuse Ms. Kusek and Messrs. Quinn and White. Mr. Norris seconded the motion, and it passed unanimously. Mr. Quinn joined the meeting at 9:02 AM, Mr. White at 9:05 AM, and Ms. Kusek at 9:45 AM. Attendee Name Organization Title Status Arrived Patricia Kusek Cape Fear Public Utility Chair Present Authority James Brumit Cape Fear Public Utility Vice-Chair Present Authority Mike Brown Cape Fear Public Utility Secretary Present Authority Larry Sneeden Cape Fear Public Utility Treasurer Present Authority Jim Quinn Cape Fear Public Utility Present Authority Cindee Wolf Cape Fear Public Utility Present Authority Charlie Rivenbark Cape Fear Public Utility Present Authority William Norris Cape Fear Public Utility Present Authority Kevin O'Grady 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 Jude Eden Cape Fear Public Utility Server Administrator Present Authority Cape Fear Public Utility Authority Page 1 Minutes Authority Board October 14, 2015 Frank Styers Cape Fear Public Utility Chief Operations Officer Present Authority Cheryl Spivey Cape Fear Public Utility Chief Financial Officer Present Authority Carel Cape Fear Public Utility Director of Engineering Present Vandermeyden Authority Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Tom Morgan Cape Fear Public Utility HR Director Present Authority Mike McGill Cape Fear Public Utility Chief Communications Officer Present Authority Eric Hatcher Cape Fear Public Utility Emergency Management Present Authority Coordinator Jamie Grimes Cape Fear Public Utility Fiscal Contract Acc Mngr Present Authority Kent Harrell Cape Fear Public Utility Engineering Manager Present Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Richard King City of Wilmington Present Heidi Cox State of North Carolina Present Bob Lyndon Present Gale Lyndon Present Shirl Southard Present Dave Marguccio Present III. ADOPTION OF AGENDA Ms. Wolf moved to adopt the day's agenda. Mr. Rivenbark seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Sep 9, 2015 9:00 AM Mr. Brown moved to approve the minutes of the September 9, 2015, regular meeting. Mr. Zapple seconded the motion, and it passed unanimously. RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Mike Brown, Secretary SECONDER: Rob Zapple AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, White, Zapple V. PRESENTATION BY ERIC HATCHER- EMERGENCY PREPAREDNESS 1. Emergency Preparedness Presentation Mr. Flechtner introduced Eric Hatcher, CFPUA's Emergency Management Coordinator. He stated that he has tremendous confidence in Mr. Hatcher's work. Mr. Hatcher Cape Fear Public Utility Authority Page 2 Minutes Authority Board October 14, 2015 provided an overview of the Authority's emergency response plans and the use of the National System for Emergency Management (NIMS) and the Model for Even Planning and Incident Response (ICS). All employees have a functional role in an emergency situation, and several staff members work with the New Hanover County emergency team. Mr. Hatcher and Mike Richardson, the Water Resources Manager, serve on state response committees. CFPUA is a member of NCWaterWARN and has mutual aid agreements with other governmental agencies. Mr. Hatcher defined the four phases of emergency management: mitigation, preparedness, response, and recovery. He highlighted tools staff uses in each phase of emergency management and explained the assessment and tabletop exercises that support preparedness. Software utilized by staff include the ICWater Modeling and Impact Tool and Hurrevac Software for use in tropical storm events. CFPUA employees are considered emergency responders and are provided with re-entry credentials prior to a storm. There were no questions for Mr. Hatcher, and Mr. Brumit thanked him for the presentation and staff's emergency preparedness initiatives. RESULT: REVIEWED VI. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER Mr. Bob Lyndon and Mr. Dave Marguccio spoke regarding mandatory sewer connection concerns for mobile home park owners and residents. Ms. Shirl Southard spoke regarding mandatory connection for her home. Mr. White stated that the mobile home park comments should be discussed further by the Board. Mr. Flechtner reported that the Long Range Planning Committee has the topic on its agenda for review. VII. CONSENT AGENDA Mr. Norris moved to adopt the Consent Agenda. Mr. Sneeden seconded the motion, and it passed unanimously. 1. Revision to SOP-FIN 1000.442 Finance and Accounting Policy RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris SECONDER: Larry Sneeden, Treasurer AYES: Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, White, Zapple EXCUSED: Kusek 2. Authorize New CIP Project Funding for the Brenda Drive Utility Relocation Cape Fear Public Utility Authority Page 3 Minutes Authority Board October 14, 2015 RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris SECONDER: Larry Sneeden, Treasurer AYES: Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, White, Zapple EXCUSED: Kusek 3. Authorize the Executive Director to Execute a $585,550 Contract with State Utility Contractors for the Greenfield Lake Outfall Rehabilitation Phase 2 Project RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris SECONDER: Larry Sneeden, Treasurer AYES: Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, White, Zapple EXCUSED: Kusek 4. Operating Contingency Fund Transfer Authorization RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris SECONDER: Larry Sneeden, Treasurer AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, White, Zapple VIII. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles had no report. ii. Executive Director's Report Mr. Flechtner referred the Board to the Environmental and Safety reports in the agenda packet. He reported that Mike Richardson, Jim Tayson, and Robert Daughtry have received peer recognition through awards from North Carolina WaterWARN. 1. Environmental Report RESULT: REVIEWED 2. Safety Performance Report Cape Fear Public Utility Authority Page 4 Minutes Authority Board October 14, 2015 RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. 10.7.15 Executive Committee Meeting Minutes RESULT: REVIEWED 2. Board Retreat Action Items Mr. Flechtner reported on action items from the September 16 Board retreat and answered clarification questions from Board members. There were four "takeaways" from the meeting, as follows: 1. Engineering staffing levels. A project manager and an additional inspector will be hired in the Engineering Department. The new project manager will oversee the inspectors. 2. Follow up surveys. Staff is conducting trial surveys with Survey Monkey and expect the survey to be functional by the end of 2015. 3. Fast track for development projects. Staff investigated the possibility of a fast track review and is developing an alternative expedited review for projects. 4. Finance policies. Finance policies and recommendations will be developed through the Finance Committee. RESULT: REVIEWED ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - Aug 27, 2015 3:00 PM Mr. Sneeden reported that the Committee did not meet in September but would meet on October 22. RESULT: MEETING CANCELLED iii. Finance Committee 1. Finance Committee - Regular Meeting - Oct 7, 2015 9:00 AM Mr. Brown and Ms. Spivey reported on the October 7 Committee meeting. Cape Fear Public Utility Authority Page 5 Minutes Authority Board October 14, 2015 RESULT: NO ACTION REQUIRED 2. October 2015 Monthly Finance and Customer Service Report The September financial reports were in the agenda packet. Ms. Spivey reported that revenues are strong, and expenditures are on target for the fiscal year. RESULT: REVIEWED 3. Additional Staffing and Funding for the Engineering Development Services Division Mr. Vandermeyden presented the recommendation for two additional staff positions in the Engineering Department. Ms. Wolfe moved to approve the position funding. Mr. Sneeden seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Cindee Wolf SECONDER: Larry Sneeden, Treasurer AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, White, Zapple 4. Chair Road Development Capacity Fees Mr. Vandermeyden showed a map of the subject area and summarized the history of the Chair Road agreement, in which a development group built a regional pump station and a forcemain to the Northside Wastewater Treatment Plant. The project has been completed, with the pump station costing $530,961.56 and the forcemain $3,598,252.65. The total cost of $4.12 million is less than the original estimated project cost of $4.9 million. Under the agreement, Chair Road will be reimbursed for the capacity not used by the River Bluffs development through connections by subsequent developments. A developer capacity fee will be collected by CFPUA and disbursed to Chair Road twice a year. Chair Road will receive the reimbursement for 20 years or until fully reimbursed, whichever occurs first. The pump station developer capacity fee is $4.75/GPD and the forcemain developer capacity fee is $3.55/GPD. Mr. Flechtner reported that CFPUA will pay the fee when removing the Walnut Hills package plant from service and connecting to the forcemain. Mr. Rivenbark moved to approve the development capacity fees and presented by staff and to include the fees in the FY2016 rates and fee schedule. Ms. Kusek seconded the motion, and it passed unanimously. Cape Fear Public Utility Authority Page 6 Minutes Authority Board October 14, 2015 RESULT: APPROVED \[UNANIMOUS\] MOVER: Charlie Rivenbark SECONDER: Patricia Kusek, Chair AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, White, Zapple iv. Human Resources Committee 1. 10.8.15 Human Resources Committee Meeting Minutes Mr. Brumit reported that the Committee met on October 8 and asked Mr. Morgan to present the item recommended for Board consideration. RESULT: REVIEWED 2. Employee Incentive Payment Plan Resolution Mr. Morgan presented the item and reported that the incentives payments would help with succession planning and employee growth within the organization. The incentive would be a one-time payment of $300, $500, or $700 according to the level of certification and the number of hours' study required. Following clarification questions, Mr. O'Grady moved to adopt the Resolution authorizing incentive payments. Mr. Zapple seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Kevin O'Grady SECONDER: Rob Zapple AYES: Kusek, Brumit, Brown, Sneeden, Quinn, Wolf, Rivenbark, Norris, O'Grady, White, Zapple IX. OLD BUSINESS There was no old business. X. AUTHORITY Q&A / CLOSING COMMENTS Mr. Brumit solicited closing comments from Authority members. Mr. Zapple asked for clarification on an item from the Consent Agenda, and Mr. Styers answered his questions. Mr. O'Grady stated that he was sympathetic to the concerns of the mobile home park owners regarding mandatory connection and suggested that the Board might need to broaden its discussion of fees and customer impacts. Mr. Rivenbark reminded the Board that the Interlocal Agreement creating the Authority governs the definitions of customers. Mr. Rivenbark asked for information regarding the diluted sewage overflows that resulted from the heavy rains. Mr. McGill explained the process used by staff to mitigate the overflows in accordance with state regulations. Cape Fear Public Utility Authority Page 7 Minutes Authority Board October 14, 2015 Mr. Quinn commented that he served on the Board during the time when the Chair Road agreement was negotiated and finalized. He commended staff and the Board for the work on the agreement. Mr. Brown added that the project was finished at a cost below its original budget. Mr. Brumit reported that he had attended the employee recognition breakfast and sat with four employees who had a combined total of 84 years' experience. He thanked staff for the work done during the recent storm event. Mr. Flechtner reminded Board members of the employee picnic on October 16 in Empie Park. XI. CLOSED SESSION There was no closed session. XII. ADJOURNMENT Mr. Rivenbark moved to adjourn. Mr. Norris seconded the motion, and the meeting adjourned unanimously at 10:30 AM. The next Cape Fear Public Utility Authority meeting will be Tuesday, November 10, 2015. The meeting will begin at 9:00 AM and will be held in the Lucie Harrell Conference Room, 230 Government Center Drive, Wilmington, North Carolina. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 8