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2021-09-08 Regular Meeting Minutes CAPE FEAR PUBLIC UTILITY AUTHORITY AUTHORITY BOARD MINUTES SEPTEMBER 8, 2021 Lucie Harrell Conference Room Regular Meeting 9:00 AM 230 GOVERNMENT CENTER DRIVE WILMINGTON, NC 28403 I. CALL TO ORDER Mr. Corder called the meeting to order at 9:00 AM with all members present. II. DETERMINATION OF A QUORUM Attendee Name Organization Title Status Arrived Wesley Corder Cape Fear Public Utility Chair Present Authority William Norris Cape Fear Public Utility Vice-Chair Present Authority Deans Hackney Cape Fear Public Utility Secretary Present Authority Jennifer Adams Cape Fear Public Utility Treasurer Present Authority Jessica Cannon Cape Fear Public Utility Present Authority Hollis Briggs Cape Fear Public Utility Present Authority Larry Sneeden Cape Fear Public Utility Present Authority Jonathan Barfield 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 Kenneth Waldroup 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 Cape Fear Public Utility Authority Page 1 MinutesAuthority BoardSeptember 8, 2021 Vandermeyden Authority Lindsey Hallock Cape Fear Public Utility Director of Public and Present Authority Environmental Policy Beth Eckert Cape Fear Public Utility Director of EMD Present Authority Kristine Irick Cape Fear Public Utility Customer Service Director Present Authority Lori McKoy Cape Fear Public Utility Human Resources Director Present Authority Vaughn Hagerty Cape Fear Public Utility Public Information Officer Present Authority Cord Ellison Cape Fear Public Utility Chief Information Officer Present Authority Cammie Bellamy Cape Fear Public Utility Assistant PIO Present Authority Sara Eskew Cape Fear Public Utility Administrative Support Specialist Present Authority Judy Lawton Cape Fear Public Utility Executive Assistant Present Authority Jim Iannucci New Hanover County Engineering Present Donna S. Pope Cape Fear Public Utility Clerk/Executive Secretary to the Present Authority Board III. ADOPTION OF AGENDA Mr. Barfield moved to adopt the day's agenda. Mr. Zapple seconded the motion, and it passed unanimously. IV. APPROVAL OF MINUTES 1. Authority Board - Regular Meeting - Aug 11, 2021 9:00 AM RESULT: ACCEPTED \[UNANIMOUS\] MOVER: Larry Sneeden SECONDER: Rob Zapple AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple V. PUBLIC COMMENTS - 4 MINUTE LIMIT PER SPEAKER There were no public comments. VI. CONSENT AGENDA 1. Authorization for the Executive Director to Execute a Sewer Capacity Reservation Agreement with East and Mason Developer, LLC for the East and Mason Development. Cape Fear Public Utility Authority Page 2 MinutesAuthority BoardSeptember 8, 2021 RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 2. Resolution Authorizing a Low Interest State Revolving Fund Loan Application for the Walnut Street Pump Station (PS-9) Replacement and Non-Budgetary Revisions to the FY- 2022 Capital Improvements Plan RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 3. $1,115,958.28 Contract Award to East Coast Contracting for Cross Town Feeder Under Burnt Mill Creek project. RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 4. $37,080 Amendment # 3 with McKim & Creed for PS 89, North College Road FM Redirect Project RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 5. Monthly Billing Policy and Ordinance Revisions RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 6. SCADA Communication Conversion Cape Fear Public Utility Authority Page 3 MinutesAuthority BoardSeptember 8, 2021 RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 7. 2022 Employee Benefits RESULT: APPROVED \[UNANIMOUS\] MOVER: William Norris, Vice-Chair SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple VII. NEW BUSINESS A. Administrative Reports i. Attorney's Report Ms. Miles had no report and did not require a closed session. ii. Executive Director's Report 1. Key Indicators Report Mr. Waldroup answered questions regarding staff turnover. He reported that additional staff will be hired in the Customer Service department to address shortages and to provide support with the transition to monthly billing and the return to water shutoffs. He and Ms. Irick answered Board member questions regarding the conversion to monthly billing and the disconnection process. Mr. Barfield asked for clarification on the use of funds provided by New Hanover County from ARPA monies and how that funding will be used to prevent disconnections. Ms. Hallock reported that the County and City each contributed $500,000 for customer assistance. Staff from the City, County, and CFPUA have been meeting regularly with the staff of the Good Shepherd Center, which will administer the funds. All four agencies have worked to eliminate as much red tape as possible to get assistance to customers. The funds should be available to customers in about two weeks. Mr. Barfield stressed that the purpose of the funds was to prevent customers from going into disconnection status and keep water on for citizens. Mr. Waldroup stated that staff will redouble efforts to get the program into place quickly. He assured the Board that Customer Service can Cape Fear Public Utility Authority Page 4 MinutesAuthority BoardSeptember 8, 2021 keep water on for customers who need bill help while they are working out assistance with DHHS or Good Shepherd. Mr. Hagerty reported that some of 15-second public service announcements on WECT and WWAY are focused on options for customer bill assistance. Dr. Cannon noted that CFPUA Assist is better funded than it was a year ago and thanked Ms. Hallock for her work with WaterWay and CFPUA Assist. RESULT: REVIEWED 2. Environmental Report RESULT: REVIEWED 3. Safety Report RESULT: REVIEWED B. Committee Reports i. Executive Committee 1. Executive Committee - Regular - Sep 1, 2021 10:00 AM RESULT: NO ACTION REQUIRED 2. Governmental Advocacy Contract Mr. Waldroup presented the item, and he and Ms. Miles answered questions regarding the advocacy contract. Elected Board members shared information regarding their lobbying and advocacy partners. Mr. Barfield moved to approve the contract. Mr. Zapple seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Jonathan Barfield, Board Member SECONDER: Rob Zapple AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple 3. Town of Wrightsville Beach System Consolidation Update Mr. Waldroup presented the item. In 2017, the Town of Wrightsville Beach commissioned a study regarding options for its utility system. Merging with CFPUA was one of the options, and the study also outlined recommended Cape Fear Public Utility Authority Page 5 MinutesAuthority BoardSeptember 8, 2021 infrastructure improvements needed to the Town's system. CFPUA has a bulk water agreement with the Town that will expire in early 2022. Staff from CFPUA and the Town have been in discussion regarding a potential consolidation of the systems. CFPUA's preference would be for the Town to construct needed infrastructure before conveying the system to CFPUA. The Town's preference would be for CFPUA to take the system as-is and operate the Town's existing wells while building needed infrastructure. Staff from both entities have agreed that it is advisable for the Town and CFPUA equally share the costs of a further study that would evaluate both the technical and financial components of consolidation. The study would provided updated information from the 2017 Town utility study and address financial liabilities and infrastructure funding options. Staff anticipates that the study would be complete by April 2022. Following clarification questions, Mr. Rivenbark moved to approve an interlocal agreement between CFPUA and the Town of Wrightsville Beach for the recommended study. Mr. Zapple seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Charlie Rivenbark, CFPUA Board Member SECONDER: Rob Zapple AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple ii. Long Range Planning Committee 1. Long Range Planning Committee - Regular - Aug 26, 2021 3:00 PM Mr. Sneeden reported that the Committee met on August 26, and the minutes were in the Agenda packet for review. He encouraged Board members to read the Kings Bluff water supply overview that was included in the packet. RESULT: NO ACTION REQUIRED 2. Kings Bluff Raw Water Supply System Overview RESULT: NO ACTION REQUIRED iii. Sustainability Committee 1. Sustainability Committee - Regular - Aug 26, 2021 2:00 PM Cape Fear Public Utility Authority Page 6 MinutesAuthority BoardSeptember 8, 2021 Dr. Cannon reported that the Committee met on August 26 and received reports and recommendations from staff. RESULT: NO ACTION REQUIRED 2. Environmental, Energy, and Safety Policy Dr. Cannon introduced the item. The Resolution affirms revisions to CFPUA's environmental policies and inclusion of resiliency initiatives. Mr. Zapple moved to approve. Ms. Adams seconded the motion, and it passed unanimously. Dr. Cannon noted that Ms. Hallock is leaving CFPUA to take another job. She thanked Ms. Hallock for her work and dedication and presented her with a present from the Sustainability Committee. Mr. Zapple noted that Ms. Hallock had brought initiatives forward that the Board had not previously considered and added his appreciation. Ms. Hallock thanked the Board for its support and said that she would be following CFPUA's progress in the future. Mr. Waldroup thanked Ms. Hallock for her work. He reported that the Public and Environmental Policy department would become a part of the Environmental Management department in the future. Dr. Cannon moved to change the EMD departmental name to Environmental Management and Sustainability. Mr. Zapple seconded the motion, and it passed unanimously. RESULT: APPROVED \[UNANIMOUS\] MOVER: Rob Zapple SECONDER: Jennifer Adams, Treasurer AYES: Corder, Norris, Hackney, Adams, Cannon, Briggs, Sneeden, Barfield, O'Grady, Rivenbark, Zapple iv. Finance Committee i. Finance Committee - Regular Meeting - Sep 1, 2021 9:00 AM RESULT: NO ACTION REQUIRED ii. Monthly Financial Report Mr. McLean presented the financial data. With 16.66 percent of the fiscal year complete, revenues are at 18.14 percent. The unrestricted fund balance is $65,000.000. Final FY21 financial data will be presented at the November Annual Meeting following completion of the FY21 audit. Cape Fear Public Utility Authority Page 7 MinutesAuthority BoardSeptember 8, 2021 Ms. Miles answered a question regarding litigation billing. RESULT: NO ACTION REQUIRED v. Communications Committee 1. Communications Committee - Regular - Aug 11, 2021 10:30 AM Mr. O'Grady reported that the Committee met on August 11 and received communication updates from staff. The minutes were available for review in the agenda packet. RESULT: NO ACTION REQUIRED vi. Human Resources Committee 1. Human Resources Committee - Regular - Aug 23, 2021 2:00 PM Mr. O'Grady reported that the Committee met on August 23 and reviewed Calendar Year 2022 benefits. The recommended benefits were approved on the Consent Agenda. RESULT: NO ACTION REQUIRED VIII. OLD BUSINESS There was no old business. IX. AUTHORITY Q & A/CLOSING COMMENTS There were no questions or closing comments. X. CLOSED SESSION There was no closed session. XI. ADJOURNMENT Mr. Norris moved to adjourn. Mr. Zapple seconded the motion, and it passed unanimously. The meeting adjourned at 9:55 AM. The next regular Authority meeting will be Wednesday, October 13, 2021. The Board will meet in the Lucie Harrell Conference Room, New Hanover County Administration Building, 230 Government Center Drive, and the meeting will commence at 9:00 AM. Respectfully submitted, Donna S. Pope Cape Fear Public Utility Authority Page 8