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2018-01-10 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES JANUARY 10, 2018 Lucie Harrell Conference Room Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER Mr. Brown called the meeting to order at 9:00 AM and declared a quorum present. Ms. Wolf moved to excuse Mr. O'Grady. Mr. Rivenbark seconded the motion, and it passed unanimously. II. DETERMINATION OF A QUORUM Attendee Name Organization Title Status Arrived Mike Brown Cape Fear Public Utility Chair Present Authority Wesley Corder Cape Fear Public Utility Vice-Chair Present Authority Jennifer Adams Cape Fear Public Utility Secretary Present Authority William Norris Cape Fear Public Utility Treasurer Present Authority Larry Sneeden Cape Fear Public Utility Board Member Present Authority Cindee Wolf Cape Fear Public Utility Board Member Present Authority Patricia Kusek Cape Fear Public Utility Commissioner Present Authority Charlie Rivenbark Cape Fear Public Utility Councilman Present Authority Kevin O'Grady Cape Fear Public Utility Councilman Excused Authority Skip Watkins Cape Fear Public Utility Commissioner Present Authority Jim Flechtner Cape Fear Public Utility Executive Director Present Authority Linda Miles Miles Firm, PLLC CFPUA Consulting Attorney Present Frank Styers Cape Fear Public Utility Chief Operations Officer Present Authority Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Peg Hall-Williams Cape Fear Public Utility Chief Communication Officer Present Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Carel Cape Fear Public Utility Director of Engineering Present Vandermeyden Authority John McLean Cape Fear Public Utility Chief Financial Officer Present Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardJanuary 10, 2018 Authority Lindsey Hallock Cape Fear Public Utility Executive Administrator Present Authority BillyJo Winslett Cape Fear Public Utility Human Resources Assistant Present Authority Eric Hatcher Cape Fear Public Utility Emergency Management Present Authority Coordinator Donna Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board Heidi Cox State of North Carolina Present Bret Russell City of Wilmington Present Jim Iannucci New Hanover County Present James Kadner Present George House Brooks Pierce law firm Present III. ADOPTION OF AGENDA Mr. Norris moved to adopt the agenda. Ms. Kusek seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Dec 13, 2017 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Cindee Wolf, Board Member SECONDER: William Norris, Treasurer AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER Mr. Vandermeyden reported to the Board on issues with meter replacement and associated customer concerns. CFPUA designated staff to work on meter issues and assist customers. CFPUA instructed the project contractor to stop installations until the cause of meter read spikes has been isolated and addressed. Messrs. Vandermeyden and Flechtner answered Board member questions regarding meter installations and the recent customer issues. VI. SPEAKER UPDATE FROM THE DECEMBER 13 BOARD MEETING Mr. Kadner spoke to the Board concerning meters and billing issues for his property on Tall Tree Lane. Mr. Flechtner updated the Board on a customer concern presented at the December meeting. VII. CONSENT AGENDA Mr. Watkins moved to adopt the Consent Agenda in its entirely. Ms. Kusek seconded the motion, and it passed unanimously. 1. 2018 Meeting Date Resolution Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardJanuary 10, 2018 RESULT: APPROVED \[UNANIMOUS\] MOVER: Patricia Kusek, Skip Watkins AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 2. Authorization for the Executive Director to Execute a $247,500 Contract Amendment with Cape Fear Engineering for the Comprehensive Meter Replacement Phase 2 project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 3. Authorization for the Executive Director to Execute a $493,487 Construction Contract with Burgess Corporation for the Westbrook Elevated Tank Aeration System. RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 4. Authorization for the Executive Director to Execute a $36,600 Contract Amendment with Hazen and Sawyer for Construction Administration and Observation Services for the Westbrook Elevated Tank Aeration Project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 5. Authorization for the Executive Director to Execute a $252,000 Contract Amendment with Black & Veatch for Design and Bidding Services for the Kings Bluff Pumping Station Pump Replacement. Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardJanuary 10, 2018 RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 6. Authorization for the Executive Director to Execute a $24,300 Contract Amendment with Sturgill Engineering, PA for Design and Bidding Services for the Southside Emergency Generator Replacement Project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 7. Authorization for the Executive Director to Execute a $5,523,995.00 Construction Agreement with Crowder Construction Company for SSWWTP Rehabilitation Project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 8. Authorization for the Executive Director to Execute a $74,530 Contract Amendment with McKim & Creed for SSWWTP Rehabilitation Project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 9. Authorization for the Executive Director to Execute a $200,000 Contract with WK Dickson for Survey, Engineering, Construction Administration and Construction Observation Services Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardJanuary 10, 2018 RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 10. Authorization for the Executive Director to Execute a $1,486,593 Construction Contract with T.A. Loving Company for the Miscellaneous Pump Station Improvements project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 11. Banking Contract Renewal RESULT: APPROVED \[UNANIMOUS\] MOVER: Skip Watkins, Commissioner SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady VIII. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles had no report for open session but requested a closed session to discuss CFPUA v. Chemours, DuPont, and NC DEQ. ii. Executive Director's Report Mr. Flechtner referred the Board to the environmental, safety, key indicator, and quarterly CIP reports in the agenda. The agenda contained a white paper on Pender County's request for an interbasin transfer. Staff recommends a regional approach to water allocation and sharing of resources. The agenda contained a white paper on CFPUA's rebranding as Cape Fear Water for its ten-year anniversary of business. 1. Environmental Report RESULT: REVIEWED 2. Quarterly CIP Report Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardJanuary 10, 2018 RESULT: REVIEWED 3. Key Indicators Report RESULT: REVIEWED 4. Monthly Safety Report RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Minutes of the January 3, 2018 Executive Committee Meeting RESULT: NO ACTION REQUIRED ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - Dec 14, 2017 3:00 PM RESULT: NO ACTION REQUIRED iii. Finance Committee 1. Finance Committee - Regular Meeting - Dec 6, 2017 9:00 AM RESULT: NO ACTION REQUIRED 2. Monthly Financial Report RESULT: REVIEWED 3. Monthly Customer Service Report Ms. Irick presented a detailed review of the Customer Service Department. She answered questions from Board members regarding meter reading issues, the call center, and departmental training. Ms. Kusek urged additional training for the customer service representatives who are the first contact for many customers. RESULT: REVIEWED 4. Addition of Three FTEs to Customer Service Table of Organization Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardJanuary 10, 2018 Mr. Norris moved the item as a recommendation from the Finance Committee. Mr. Sneeden seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Treasurer SECONDER: Larry Sneeden, Board Member AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 5. Approval of Budget Ordinance 18-004 Making Appropriations for Additional Customer Service Positions The Board recessed at 10:25 AM and reconvened at 10:37 AM. RESULT: APPROVED \[UNANIMOUS\] MOVER: Cindee Wolf, Board Member SECONDER: Skip Watkins, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 6. Authorization for the Executive Director to Execute a $12,797,067.00 Construction Contract with T.A. Loving Company for HWY 421 Water and Wastewater Utilities Project. Mr. Norris moved the item as a Finance Committee recommendation, and Mr. Rivenbark seconded the motion for discussion. Mr. Vandermeyden answered clarification questions from Board members. The project should take 18 months to complete. Following discussion, Mr. Brown called the question, and the motion passed unanimously. Mr. Sneeden suggested that potential customers along the corridor be identified and a marketing initiative developed. RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Treasurer SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 7. Authorization for the Executive Director to Execute a $846,500 Contract Amendment with Black & Veatch for HWY 421 Water and Wastewater Utilities Project. Mr. Norris moved the item as a Finance Committee recommendation. Ms. Kusek seconded the motion, and it passed unanimously. Cape Fear Public Utility Authority Page 7 MinutesAuthority BoardJanuary 10, 2018 RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Treasurer SECONDER: Patricia Kusek, Commissioner AYES: Brown, Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady 8. Authorization for the Executive Director to Execute a $295,000 Contract with Black and Veatch for Design and Bidding Services for the Pump Station 36 Expansion Project. Mr. Brown asked that he be recused from the discussion and vote due to a potential conflict with his employer. Ms. Kusek moved to recuse Mr. Brown. Mr. Norris seconded the motion, and it passed unanimously. Mr. Vandermeyden presented the item and answered questions regarding capacity. Mr. Norris moved for approval. Ms. Adams seconded the motion, and it passed unanimously. RESULT: APPROVED \[8 TO 0\] MOVER: William Norris, Treasurer SECONDER: Jennifer Adams, Secretary AYES: Corder, Adams, Norris, Sneeden, Wolf, Kusek, Rivenbark, Watkins EXCUSED: O'Grady RECUSED: Brown IX. OLD BUSINESS There was no old business. X. AUTHORITY Q&A / CLOSING COMMENTS There were no closing comments. XI. CLOSED SESSION Mr. Rivenbark moved to enter closed session to discuss CFPUA v. Chemours, DuPont, and NC DEQ and to provide direction to legal counsel. Ms. Adams seconded the motion, and it passed unanimously. Mr. House joined the meeting, and he and Ms. Miles reported to the Board. Following discussion, Ms. Wolf moved to return to open session. Mr. Rivenbark seconded the motion, and it passed unanimously. The Board returned to open session at 11:30 AM. Ms. Kusek moved to approve a Mutual Interest Agreement. Mr. Norris seconded the motion, and it passed unanimously. XII. ADJOURN There was no further business to come before the Board, and Ms. Wolf moved to adjourn. Mr. Norris seconded the motion, and it passed unanimously. The meeting adjourned at 11:31 AM. Cape Fear Public Utility Authority Page 8 MinutesAuthority BoardJanuary 10, 2018 The next regular Cape Fear Public Utility Authority meeting will be Wednesday, February 14, 2018. The meeting will begin at 9:00 AM and will be held 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