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2019-03-13 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES MARCH 13, 2019 Lucie Harrell Conference Room Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER Mr. Norris called the meeting to order at 9:00 AM and declared a quorum present. Ms. Kusek moved to excuse Mr. Rivenbark. Mr. O'Grady seconded the motion, and it passed unanimously. Mr. Norris introduced Dr. Jessica Cannon, the new City of Wilmington appointee to CFPUA. II. DETERMINATION OF A QUORUM Attendee Name Organization Title Status Arrived William Norris 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 Mike Brown Cape Fear Public Utility Treasurer Present Authority Jessica Cannon Cape Fear Public Utility Present Authority Larry Sneeden Cape Fear Public Utility Present Authority Deans Hackney Cape Fear Public Utility Present Authority Patricia Kusek Cape Fear Public Utility County Commissioner Present Authority Charlie Rivenbark Cape Fear Public Utility City Councilmember Excused Authority Kevin O'Grady Cape Fear Public Utility City Councilmember Present Authority Rob Zapple Cape Fear Public Utility County Commissioner Present Authority Jim Flechtner Cape Fear Public Utility Executive Director Present Authority Frank Styers Cape Fear Public Utility Chief Operations Officer Present Authority Linda Miles Miles Firm PLLC CFPUA Consulting Attorney Present John McLean Cape Fear Public Utility Chief Financial Officer Present Authority Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardMarch 13, 2019 Lindsey Hallock Cape Fear Public Utility Director of Public and Present Authority Environmental Policy Denise Matroni Cape Fear Public Utility HR Director Present Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Carel Cape Fear Public Utility Director of Engineering Present Vandermeyden Authority Vaughn Hagerty Cape Fear Public Utility Public Information Officer Present Authority Eric Hatcher Cape Fear Public Utility Emergency Management Present Authority Coordinator BillyJo Winslett Cape Fear Public Utility Human Resources Assistant Present Authority Michael Rich Cape Fear Public Utility IT Specialist Present Authority Donna Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board Heidi Cox State of North Carolina Present Tom Newcomb Present III. ADOPTION OF AGENDA Mr. Brown moved to adopt the agenda. Ms. Kusek seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Feb 13, 2019 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Patricia Kusek, County Commissioner SECONDER: Mike Brown, Treasurer AYES: Norris, Corder, Adams, Brown, Sneeden, Hackney, Kusek, O'Grady, Zapple ABSENT: Cannon EXCUSED: Rivenbark V. OATH OF OFFICE Ms. Durso administered the oath of office as an Authority member to Dr. Cannon. The Board and staff welcomed Dr. Cannon. VI. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER Mr. Newcomb spoke regarding GAC filtration and PFAS desorption. VII. SPEAKER UPDATE FROM THE FEBRUARY 13 BOARD MEETING Mr. Flecthner reported that staff continues to work with Mr. Newcomb to answer his questions. Staff provided a tour of the Sweeney plant for Mr. Newcomb. VIII. CONSENT AGENDA Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardMarch 13, 2019 Mr. Zapple asked to remove Items 8 and 9 for discussion and clarification. Mr. Zapple moved to approve items 1 - 7, 10, and 11. Mr. O'Grady seconded the motion, and it passed unanimously. 1. Ordinance Revision to Master Meter Account Holder Requirements RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 2. Local Water Supply Plan RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 3. New Cingular Wireless PCS, LLC Veteran's Park Tower Lease Agreement RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 4. Ordinance Appropriating Contributions from the NCDOT for Water Line Relocation at Pencade Road RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 5. Enterprise Resource Planning Project Change Order Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardMarch 13, 2019 RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 6. Authorization for the Executive Director to Execute a $1,389,914.36 Change Order with Pedal Valves, Inc. for the Comprehensive Meter Replacement Phase 3 Project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 7. Authorization for the Executive Director to Execute a $1,599,187.24 Purchase Agreement with National Meter & Automation for Meter Replacement Program Phase 3. RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 8. Authorization for the Executive Director to Execute a $3,689,000 Construction Contract with T.A. Loving Company for the Pump Station 36 Replacement Project. Mr. Vandermeyden presented the item. Pump Station 36 serves a large basin including part of Independence Blvd., Carolina Beach Road, and River Road. There is ongoing new development in the area. He reported that the lowest bid was withdrawn, and staff recommended award to the second lowest bid. The project is on budget and on schedule and should be complete in 2020. Following clarification questions, Mr. Zapple moved to approve the item. Ms. Adams seconded the motion, and it passed unanimously. Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardMarch 13, 2019 RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Jennifer Adams, Secretary AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 9. Authorization for the Executive Director to Execute a $279,000 Contract Amendment with Black and Veatch for Construction Administration and Construction Observation for the Pump Station 36 Expansion Project. Mr. Vandermeyden presented the item, a companion to Item 8. Following a request for clarification from Mr. O'Grady, he explained the special capacity fee. Mr. Zapple moved to approve the item. Ms. Adams seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Jennifer Adams, Secretary AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 10. Authorization for the Executive Director to Execute a $118,500.00 Construction Change Order #4 with AC Schultes of Carolina, Inc. for the Laney Outfall Manhole Rehabilitation Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark 11. Authorization for the Executive Director to Execute an $8,900 Contract Amendment with McKim & Creed, Inc. for the Laney Outfall Manhole Rehabilitation Project. RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple, County Commissioner SECONDER: Kevin O'Grady, City Councilmember AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark IX. NEW BUSINESS Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardMarch 13, 2019 A.Administrative Reports i. Attorney's Report Ms. Miles had no report for open session. She requested a closed session at the end of the meeting to discuss two claims. ii. Executive Director's Report Mr. Flechtner referred the Board to the reports in the agenda packet. There were no questions. 1. Environmental Report RESULT: REVIEWED 2. Key Indicators Report RESULT: REVIEWED 3. Safety Report RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Executive Committee Meeting Minutes Mr. Zapple commended CFPUA for allowing employees to take leave time for tutoring opportunities. RESULT: REVIEWED 2. CIP Workshop Meeting Minutes Ms. Kusek moved to approve the minutes, as presented. Mr. Brown seconded the motion, and it passed unanimously. RESULT: REVIEWED 3. CFPUA Retreat Meeting Minutes Ms. Kusek moved to approve the minutes, as presented. Mr. Brown seconded the motion, and it passed unanimously. Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardMarch 13, 2019 RESULT: REVIEWED ii. Long Range Planning Committee 1. Long Range Planning Meeting Minutes RESULT: REVIEWED 2. Memorandum of Understanding for Raw Water Pipeline Mr. Styers presented the item. The memorandum of understanding addresses capacity and cost allocations for the second Lower Cape Fear Water & Sewer Authority raw water line. The other three Boards of Directors have approved the agreement. Mr. Sneeden moved to approve the memorandum of understanding. Mr. Zapple seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple, County Commissioner AYES: Norris, Corder, Adams, Brown, Cannon, Sneeden, Hackney, Kusek, O'Grady, Zapple EXCUSED: Rivenbark iii. Finance Committee 1. Finance Committee Meeting Minutes RESULT: REVIEWED 2. Monthly Financial Report Mr. McLean reviewed the February financial data. With 66.66 percent of the fiscal year complete, revenues are at 69.88 percent of budget. Investments and SDCs revenues are good. Capital reserve funds are designated to fund the design of the Sweeney treatment enhancements. RESULT: REVIEWED 3. Monthly Customer Service Report Ms. Irick presented the Customer Service report. In the past year, the department has led an agency-wide focus on customer service. AWWA training is in place, as well as group training for new hires and regular tailgate sessions for staff feedback. Two full-time and two parttime employees have been added in Customer Service, and those additions have enabled staggering of lunch coverage. Improvements have been made to the phone queues, as well as Cape Fear Public Utility Authority Page 7 MinutesAuthority BoardMarch 13, 2019 software changes allowing for data extraction from meters and better coordination of work orders. Ms. Irick and Ms. Miles answered questions regarding data extraction. No customer data is shared with outside parties or businesses. Ms. Miles reminded the Board that the General Statutes set restrictions on what data can be released, and there are three limited circumstances under which the Board can authorize release of customer information. RESULT: REVIEWED 4. Strategic Plan Mr. Flechtner introduced the Strategic Plan discussion. The current plan was approved in 2014. The recommended strategic plan has been developed over several months, with input and participation from approximately one-quarter of CFPUA employees. The Long Range Planning Committee has reviewed plan progress to date. Ms. Matroni presented the plan. The revised mission statement has enhanced CFPUA's focus on customer. The vision focuses on CFPUA's impact on the community, and the values address excellence, transparency, education, and collaboration. There are five goals with specific strategies to achieve each goal. The goals are: 1. Understanding and responding to the community's current and future needs; 2. Championing a positive customer service culture; 3. Providing exemplary leadership in protecting our area's natural resources; 4. Cultivating community ownership and advancing CFPUA's community relationships; and 5. Fostering an engaged and forward-thinking workforce. Following Ms. Matroni's presentation, Mr. O'Grady recommended that CFPUA consider expanding Goal 3 to include the advocacy for higher standards of water quality. He observed that CFPUA is the best informed on water quality issues in the region and that the area would be well served by CFPUA taking a leadership role. Mr. Zapple agreed, stating that the agency is already an advocate for better water and that the plan should reflect that commitment. Mr. Sneeden added that he would like to see the strategic plan advocate for re-use of wastewater for potable and non-potable purposes, and Ms. Kusek agreed. Mr. Flechtner thanked Board members for their input. Staff will revise the plan to reflect the feedback and bring it back to the Board through the LRP Committee. Cape Fear Public Utility Authority Page 8 MinutesAuthority BoardMarch 13, 2019 RESULT: NO ACTION REQUIRED Next: 4/10/2019 9:00 AM X. OLD BUSINESS There was no old business. XI. AUTHORITY Q&A / CLOSING COMMENTS There were no questions or closing comments. XII. CLOSED SESSION Ms. Kusek moved to enter closed session to discuss two claims with legal counsel. Mr. Brown seconded the motion, and it passed unanimously. The Board entered closed session at 9:45 AM. XIII. ADJOURNMENT Ms. Kusek moved to return to open session. Mr. Zapple seconded the motion, and it passed unanimously. The Board returned to open session at 10:20 AM. Ms. Kusek moved to adjourn. Mr. Sneeden seconded the motion, and it passed unanimously. The meeting adjourned at 10:21 AM. The next regular meeting of the Cape Fear Public Utility Authority will be Wednesday, April 10, 2019. The Board will meet in the Lucie Harrell Conference Room, New Hanover County Building, 235 Government Center Drive, Wilmington, North Carolina, and the meeting will begin at 9:00 AM. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 9