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2019-12-11 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES DECEMBER 11, 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 with a quorum present. Mr. Zapple moved to excuse Ms. Kusek and Ms. Adams. Mr. Rivenbark seconded the motion, and it passed unanimously. 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 Deans Hackney Cape Fear Public Utility Secretary Present Authority Jennifer Adams Cape Fear Public Utility Treasurer Excused Authority Jessica Cannon Cape Fear Public Utility Present Authority Patricia Kusek Cape Fear Public Utility Excused Authority Larry Sneeden Cape Fear Public Utility Present Authority Hollis Briggs Cape Fear Public Utility Present Authority Kevin O'Grady Cape Fear Public Utility Present Authority Charlie Rivenbark 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 Miles Firm, PLLC CFPUA Consulting Attorney Present Frank Styers Cape Fear Public Utility Deputy Executive Director Present Authority Carel Cape Fear Public Utility Deputy Executive Director Present Vandermeyden Authority Lindsey Hallock Cape Fear Public Utility Director of Public and Present Authority Environmental Policy Elizabeth Severt Cape Fear Public Utility EMD Lead Auditor Present Authority John McLean Cape Fear Public Utility Chief Financial Officer Present Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardDecember 11, 2019 Authority Denise Matroni Cape Fear Public Utility HR Director Present Authority Vaughn Hagerty Cape Fear Public Utility Public Information Officer Present Authority Cammie Bellamy Assistant PIO Present Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority BillyJo Winslett Cape Fear Public Utility Human Resources Assistant Present Authority DonnaS. Pope Present Heidi Cox State of NC Present David Cowell City of Wilmington Present Jim Iannucci New Hanover County Present III. ADOPTION OF AGENDA Mr. Sneeden moved to adopt the day's agenda. Mr. O'Grady seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board - Annual Meeting - Nov 13, 2019 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: Hollis Briggs, Board Member AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek V. PRESENTATION 1. Plug-in Hybrid Electric Vehicle (PHEV) Pilot Program Ms. Hallock presented the item. CFPUA's EMD compliance section has been chosen to use an electric plug-in hybrid SUV in the pilot program. Staff has developed analytical tools to determine how using a hybrid impacts CFPUA's carbon footprint. The initial cost of the Kia Nivro hybrid is more than a comparable Ford Escape, but it is only $600 more over the life of the vehicle. The Kia averages 46 MPG in gasoline mode and 83 MPG in electric mode, compared to 26 MGD for the comparable gasoline vehicle. The Kia emits 4,174.69 pounds of greenhouse gas compared to the gasoline-powered car's 9,503.72, with an estimated emission savings of 26 tons over a ten-year stay in the fleet. Maintenance is comparable to other cars. Hybrid vehicle batteries have long lives but are more expensive than regular batteries when it is time to replace them. The suv has its own plug-in equipment and is charged in a protected outdoor area of the EMD site. Some of CFPUA's vehicles are used in areas or for tasks where a hybrid or electric vehicle cannot be used. Staff is developing a matrix to analyze the feasibility of hybrids Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardDecember 11, 2019 as vehicles age out of the fleet. As staff gathers more data from the use of the hybrid, they will provide further reports. Mr. O'Grady reported that the City has applied for grant funding for two or three hybrid garbage trucks through a Volkswagen settlement program. He believed that WAVE has done the same. Mr. Norris thanked Ms. Hallock for the report and new and useful information. . RESULT: REVIEWED VI. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER VII. CONSENT AGENDA Mr. O'Grady asked to remove Item 2 from the Consent Agenda for discussion. Mr. Sneeden moved to approve the rest of the Consent Agenda. Mr. Zapple seconded the motion, and it passed unanimously. 1. Authorization for the Executive Director to execute a $503,310 contract with Beheler Trucking Inc. for the hauling of biosolids RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek 2. Authorization for the Executive Director to make sole source purchases for certain treatment chemicals Mr. Vandermeyden answered clarification questions regarding the sole source contract. Mr. O'Grady moved to approve. Mr. Rivenbark seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Kevin O'Grady SECONDER: Charlie Rivenbark, CFPUA Board Member AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek 3. Water and Wastewater Chemical Contracts Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardDecember 11, 2019 RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek 4. $204,850.00 Contract Amendment with McKim & Creed Inc. for Water Street Improvements Project RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek 5. $373,915 A.C Schultes Construction Contract Pump Station Flow Meters RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek 6. $47,500 Highfill Infrastructure Engineering, P.C. Pump Station Flow Meter Project Amendment RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek 7. Approval for Write Offs for Uncollectible Accounts RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek 8. ERP Implementation Update and Change Order Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardDecember 11, 2019 RESULT: APPROVED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple AYES: Norris, Corder, Hackney, Cannon, Sneeden, Briggs, O'Grady, Rivenbark, Zapple EXCUSED: Adams, Kusek 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 and DuPont. ii. Executive Director's Report 1. Key Indicators Report RESULT: REVIEWED 2. Environmental Report Mr. O'Grady noted that CFPUA has surpassed its own goals in reducing sanitary sewer overflows. RESULT: REVIEWED 3. Safety Report Mr. Sneeden commended staff on an excellent safety record. RESULT: REVIEWED 4. Customer Service Update RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Executive Committee Meeting Minutes RESULT: REVIEWED 2. CY 2020 Meeting Resolution Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardDecember 11, 2019 Mr. Zapple moved to adopt the 2020 Board meeting calendar. Mr. Rivenbark seconded the motion, and it passed unanimously. RESULT: REVIEWED ii. Finance Committee 1. Finance Committee - Regular Meeting - Dec 4, 2019 9:00 AM RESULT: NO ACTION REQUIRED 2. Monthly Financial Report Mr. McLean presented the October financial data. Expenditures were $3.4 million greater than revenues, reflecting the debt service payment early in the fiscal year. $9.9 million has been transferred from the operating fund to the capital projects fund. The unrestricted fund balance is $86.5 million. Consumption and the number of equivalent residential units (ERUs) are over budget. Board members asked questions about the SDC process and calendar. Mr. McLean reported that the calculation process will begin early in 2020, with an advertising date in early March. The governing statute requires 45 days of public notice. Mr. McLean reported that SDCs generally increase with each year. Mr. Sneeden observed that the increased consumption and ERUs will cause a demand for greater capacity in the future. The Board briefly discussed interbasin transfers and the status of Lock and Dam Number 1 in Bladen County. Mr. Zapple requested that the lock and dam be a discussion item for the January workshop and retreat. RESULT: REVIEWED iii. Communications Committee 1. Communications Committee Minutes RESULT: REVIEWED iv. Sustainment Committee 1. Sustainability Committee - Regular - Nov 21, 2019 4:00 PM Dr. Cannon commended Ms. Hallock and the energy team for their work and proactive approach to environmental issues and sustainability. Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardDecember 11, 2019 RESULT: NO ACTION REQUIRED IX. OLD BUSINESS There was no old business. X. AUTHORITY Q&A / CLOSING COMMENTS There were no closing comments or questions from Board members. XI. CLOSED SESSION Mr. Rivenbark moved to enter closed session to discuss CFPUA v. Chemours and DuPont. Mr. Zapple seconded the motion, and it passed unanimously. The Board entered closed session at 9:35 AM and received a report from Ms. Miles. Mr. Rivenbark moved to return to open session. Mr. Briggs seconded the motion, and it passed unanimously. The Board returned to open session at 10:00 AM. XII. ADJOURNMENT Mr. Rivenbark moved to adjourn. Mr. Corder seconded the motion, and it passed unanimously. The Board adjourned at 10:01 AM. The next regular CFPUA meeting will be Wednesday, January 8, 2020. The meeting will be held in the Lucie Harrell Conference Room, 230 Government Center Drive, Wilmington, North Carolina, and will begin at 9:00 AM. Respectfully submitted, Donna S. Pope Clerk to the Board Cape Fear Public Utility Authority Page 7