MINUTES OF MEETING

CORAL SPRINGS IMPROVEMENT DISTRICT

 

            The regular meeting of the Board of Supervisors of the Coral Springs Improvement District was held Monday, July 15, 2002 at 4:10 P.M. in the District Office, 10300 N. W. 11 Manor, Coral Springs, Florida.

            Present and constituting a quorum were:

 

            Robert Fennell                                      President

            Karl Miller                                              Vice President

            William Eissler                                      Secretary

 

            Also present were:

 

            Gary L. Moyer                                       Manager

            Donna Holiday                                      Recording Secretary

            Dennis Lyles                                          Attorney

            John McKune                                        Engineer

            Roger Moore                                           Engineer

            Stephen Read                                        Resident

            Robin Wyckoff                                       Resident

            Joe Schwartz                                          Resident

 

FIRST ORDER OF BUSINESS             Roll Call

            Mr. Fennell called the meeting to order and Mr. Moyer called the roll.

 

THIRD ORDER OF BUSINESS            Approval of the Minutes of the June 24, 2002 Meeting

            Mr. Fennell stated that each Board member had received a copy of the minutes of the June 24, 2002 meeting and requested any additions, corrections or deletions.

            There not being any,

 

On MOTION by Mr. Miller seconded by Mr. Fennell with all in favor the minutes of the June 24, 2002 meeting were approved as submitted.

 

SECOND ORDER OF BUSINESS         Consideration of Appointment of a Supervisor to Fill the Unexpired Term of Office and Election of Officers

            Each of the four persons interested in the position of Supervisor gave a summary of their background and interests after which there was a brief discussion and,

 

On MOTION by Mr. Fennell seconded by Mr. Miller with all in favor Mr. William Eissler was appointed as Supervisor to fill the unexpired term of office.

 

            Mr. Moyer being a Notary Public of the State of Florida administered the oath of office to Mr. Eissler.  A copy of the signed oath is attached to the transcript of the meeting and made a part of the record.

            Mr. Moyer outlined the sunshine law and the public records law.

 

On MOTION by Mr. Fennell seconded by Mr. Miller with all in favor Mr. Eissler was elected Secretary.

 

FOURTH ORDER OF BUSINESS        Public Hearing to Consider the Adoption of the General Fund Budget for Fiscal Year 2003 and Levy of Non Ad Valorem Assessments

            Mr. Moyer stated this is the same budget that was in your agenda package with one change and that is in the 2001/2002 column which is what we are currently operating under.  Under the revenue section the 2002/2202 was shown as the 1999/2000 amounts.  This handout changes that to show you the correct number.  The budget is broken down into the same categories that you are used to, revenues and under expense is administrative and field operations.  Without getting into a lot of detail you can see the total levy last year was $895,867 and this year we propose $858,992 which brings the per unit assessment down from $83.71 to $80.27.  We are reducing the assessment by a little over 4%. 

            Mr. Miller stated insurance rates are going up about 30% and I don't know that you have enough in the insurance category to cover that.

            Mr. Fennell stated it is only $5,000 and we can probably handle that out of contingencies.

            Mr. Fennell opened the public hearing and there being no comments or questions on the budget, the public hearing was closed.

 

 

On MOTION by Mr. Miller seconded by Mr. Eissler with all in favor the general fund budget for fiscal year 2003 was approved and the Resolution 2002-3 levying the assessments was approved.

 

FIFTH ORDER OF BUSINESS            Consideration of Award of Contracts

          A.    Water Supply Wells 8, 9, 10 and 11

            Mr. McKune stated two issues were raised at the last meeting on this contract, the dollar amount of the bid and the number of wells needed.  I will first cover the amount of flow that we need from the wells and why I am recommending four new wells. 

            At the top of page one of the handout I show the installed capacities of all the existing wells.   We have seven existing wells.  When they were initially drilled anywhere from 5 years ago to 25 years ago depending on which well we are talking about, you can see the original capacities in the first column add up to 9.64 MGD and if we were to take the largest of those wells out of service which is 1,400 gallons per minute, we would end up with what I call the "firm wellfield capacity" of 5,300 gpm which is equal to 7.63 mgd.  That is slightly in excess of the build-out need for this system.  Consequently the system was nicely sized at that time based upon the original output of all of the existing wells.  Over time the yield from any individual well will degrade because of iron bacteria that grows back into the formation and it tends to restrict the passage of water into the wells.  After a number of years it usually reduces down by 20% to 30%.  This can be postponed and delayed by having a regular maintenance program but it cannot be eliminated.  That is inherent in well operation.  As you see on the right side, the current installed capacity is 3,600 gpm which is equivalent to approximately 5.2 mgd.  That is less than the build-out capacity.  consequently, we need to add supply.  That is one issue, the actual installed capacity.  The more important issue is how much of this water supply is available to you on an emergency basis which is basically when Florida Power & Light goes down, during a hurricane and during which time we need to run our engine generators on site to provide power to the wells.  Currently, we only have three wells, the original wells 1, 2, and 3.  As you look at the bottom of the page, the installed capacity is 2,100 gpm for the first three wells, originally.  To that amount we can add flows that we can receive on an emergency basis from the City of Coral Springs and the City of Tamarac.  We have two water pipelines connected with these two cities and as long as they have water available we can with an agreement with them, get water from them.  By utilizing both of those connections we can have installed capacity up to 3,500 gpm which is equal to 5.04 mgd.  That is sufficient to handle our daily flow.  As you can see to the right of that number, with the current wellfield capacities that number reduces down to 4.17 mgd.  This is less than what we need to have under emergency conditions.  This is the more important of the two criteria.  Consequently, we need more wells.  On the next page I have added the four new wells to the current capacity of the seven wells installed.  Wells 8, 9, 10, and 11 are the four new wells each of which I am rating at 750 gpm.  With the number of wells, eleven of them installed, as you can see I have taken two wells out of service for maintenance to give me a firm wellfield capacity.  In this case we have a total firm installed capacity of 8.2 mgd which is 1 mgd in excess of what maximum build-out is forecast to be.  All four of the new wells will be put on the emergency power system that we have on site for the simple reason that these four wells are all located nearby in Cypress Park, basically at the four corners of the soccer field.  Because of the close proximity we can run power cables to each of the four wells from the generators we have on site. 

            This will give us a total emergency supply capability of 6.47 mgd and if I allow for one of those to be out of service, I end up with 5.4 mgd which is in excess of our total average daily flow which is a good reliable system.

            Mr. Miller asked wells 4 through 7 are not connected to our emergency power?

            Mr. McKune responded that is correct.  They are too far from the plant.  Wells 6 and 7 are on the other side of the park on Coral Springs Drive and wells 4 and 5 are south of West Atlantic Boulevard.  It is too far to run power and you don't have the zoning to allow for an engine which is what it would take. 

            Mr. Miller asked why do you have two wells subtracted from the total?

            Mr. McKune responded when you look at the total installed capacity, you add up all the wells.  When you consider what is known as the firm capacity, as you add wells, you need to take a certain fixed percentage of that capacity out of service for maintenance.  By the time you get over 10 wells, I prefer to take 2 wells out of service.  We have well 4 totally out of service at this time which was unexpected.  The operators are having trouble getting a good water quality clearance from the well.  We are going to have to rehabilitate that particular well and we have to do that right away.  That is the kind of thing that can happen and the more wells you have in service, the more likely it is that it will happen to more than one well at a time.  That addresses the water quantity issue.

            I believe you had a problem last month with the cost of new wells.  We have reviewed these costs.  The low bid was $1,425,270.00 for four wells. 

            Mr. Miller asked is you worst case scenario that two wells may go down at once?

            Mr. McKune responded yes.

            Mr. Miller asked could another engineer use one?

            Mr. McKune responded yes.

            Mr. Miller asked how much would it save us to go with two wells?

            Mr. McKune responded each well, based on the bids that we received represent approximately $220,000 out of the $1.4 million.  The reason you don't get one fourth of the total cost reduced is because the $1.4 million includes not only the wells but all the piping from the plant going to the wells, all the power going to all of the wells, modifications on site to the emergency transfer switches and all the connections required on site.  We have electrical controls, piping and the wells.  If we were to install less than four at this time, there are certain components of the four wells that I highly recommend that we leave in.  For example, don't downsize the piping, run the piping as far as you can.  The power should go in now because at some future date you want to put in the wells, you will want to simply plug in the one site.  One other consideration is the location of all four wells within the city park.  The city has been very cooperative in allowing us to put these in the park now.  We have an easement that has been agreed to.  We have received a permit from the Broward County Health Department for all four wells.  Strike while the iron is hot because two or four years from now the city may not want two additional wells if we only put in two now. 

            Mr. Eissler asked how far apart are the wells?

            Mr. McKune responded 800 to 1,000 feet.

            Mr. Eissler asked can the aquifer sustain that?

            Mr. McKune responded yes.  One thing that we try to do to minimize the impact when we have two wells in close proximity is to rotate the wells.  Normally when you have average flows with average rainfall, you don't need to run all the wells at the same time.  We put groups of wells in rotation.  That allows the aquifer to rest. 

            Mr. Miller stated you have made the case for the need of the number of wells.

            Mr. McKune stated the low bidder has very reasonable prices, most of them below our estimates for all of the line items with one exception and that is a big one.  The production wells.  Our estimate was a unit price of $70,000.  The low bidders amount is $123,000.  I blew the estimate.  We put in six wells almost identical to these in North Springs about four years ago and they were $65,000 each.  We raised it for the estimate to $70,000.  In talking with other hydrogeologists around the state after we received these bids, they were not surprised at the number even as you read across the bid tabulation, the numbers range from $72,000 up to $110,000.  There was quite a range from the bidders.  The hydrogeologists tell me that over the past five years what we could get for $65,000 is now being obtained from anywhere from $110,000 to $140,000.  That is how much well prices have gone up.  There are two reasons for that.  All of the drillers are busy.  That may not last for a long period of time.  The second reason is because of general escalation and the cost of the materials and labor involved in drilling wells.  Mr. Moyer and I discussed the possibility of deferring the construction of one or two of these wells.  I do not recommend doing that because there is no guarantee that a rebidding will result in a cost reduction.  There is no guarantee that in a rebid situation that we will have cooperation from the city to come back into their park.  The prices are high but unfortunately that is the going cost. 

            Mr. Eissler asked when would you award the bid?

            Mr. McKune responded I will award the contract the day after the Board approves it.

            Mr. Eissler asked if we choose MGI who sits down with them and goes over the bid?  Do you do that?

            Mr. McKune responded the bid is a firm price that will be entered into with the contractor.  It is not subject to negotiation.

            Mr. Moyer stated once we award the contract we can sit down with a contractor and do what is called value engineering and that is to try to negotiate but because this is a government and this is a sealed bid process you have to award the contract for the bid price.

            Mr. Eissler stated in private industry you don't always go with the low bid and you sit down with the contractor and negotiate.

            Mr. Lyles stated we essentially are not permitted to do that.  We are following some well established state-wide statutes and rules that apply to competitive bids for public works projects.  You are not allowed to disregard the low bid and take the one in the middle that is often done in the private sector.  We are required absent some evidence of inability to do the job or some compelling factor, to take the low bid.  Once you award the low bid, there are provisions for change orders to add to or delete costs from the job and that sometimes happens.  In terms of the award of the bid, the stage you are at now, you are at a point where you need to award it to the low, responsive and responsible bidder. 

            Mr. Eissler asked who oversees this project?

            Mr. Lyles responded a combination of the consulting engineer and the in-house engineer. 

            Mr. Moore stated this project is unique in that we are working in the middle of four soccer fields and we have worked out extensive usage with the parks department of the City of Coral Springs.

            Mr. Fennell asked are you familiar with MGI?

            Mr. McKune responded I know their project manager and the driller they are going to use, we have used in the past. 

 

On MOTION by Mr. Miller seconded by Mr. Eissler with all in favor the contract for the water supply wells 8, 9, 10 and 11 was awarded to MGI in the amount of their low bid of $1,425,270.00. 

 

          B.    Rehabilitation of Three Water Treatment Units

            Mr. Moyer stated we had hoped to have bids to submit to the Board for rehabbing the accelators in the water plant.  We currently have three.  That bid is currently on the street.  We postponed taking those bids so that the engineer can add certain items to be included in the bid that we found to be necessary.  We anticipate the rehab of all three accelators will be about $150,000. 

            Mr. Fennell stated we did some work not long ago.

            Mr. McKune responded we are in the process of completing the improvements to the high service pump station.  This work is basically rehabilitation of the interior portions of the wells. 

            Mr. Moyer stated it includes sandblasting, painting, rewelding, adding new steel where necessary.  We did that recently in North Springs and we think the $150,000 for the three is a little overstated.  We want to be on the conservative side because we want to get that work done during the rainy season because the demand on our water system is lowest during the rainy period.  There are two ways to do this.  We can call you back in and have a special meeting to award that bid or given the parameter that it will be not more than $150,000, we can ask the Board to delegate to either me or your President the right to award that bid if it falls within the parameter of less than $150,000 and if there are no bid protests or any discrepancies in the bidding process.  We do want to get it going as quickly as possible.  It is your choice.  We will be glad to have you back.

            Mr. Fennell stated we need more of an explanation.

            Mr. McKune responded we have three water treatment units and the work to be done is the same on each.  These are big steel tanks and we have what is known as lime softening process going on within the tank and over time the lime cakes on the side of the steel and builds up to the extent that the moving parts get out of balance and freeze up and can't work properly and the treatment degrades.  Periodically you need to take the plant out of service totally, let it dry out and get in with chipping hammers and clean off the inside.  It is very labor intensive and will take weeks to clean it out.  You then sandblast it at which time you can determine what metal repairs are needed.  You may have corroded or eroded metal in the rotating portions or at what is called the splash zone at the water surface, you may have rust that has almost gone through the plants, the steel shelves and effluent trays on the top.  After it is sandblasted we will get in there with the contractor and determine what repairs are necessary inside.  Since we can't predict what that is going to be what we have done in the bid specification is put in an allowance number for miscellaneous metals repairs.  When we identify what needs to be repaired we will draw against that numerical allowance.  We feel that is high enough to do the repairs we anticipate. 

            Mr. Fennell asked how often do you think each tank needs to have this done?

            Mr. McKune responded normally about every five years will be sufficient. 

            Mr. Miller stated I thought we did that.

            Mr. Moyer stated we rehabbed the filters and we took down one tank.

            Mr. Moore stated we cleaned that one.  Once a year or so you can take a tank down and take some of the lime off.  This is extensive rehab that we have bid. 

            Mr. Fennell asked how long does it take to do the work?

            Mr. McKune responded by the time we are done, it will be at least a month on each one.  After you clean it and sandblast it and prepare the metal, you have to paint it.  The painting by itself is a big job.

 

 

 

On MOTION by Mr. Miller seconded by Mr. Eissler with all in favor staff was authorized to award the contract for the rehabilitation of three treatment units to the lowest, responsive and responsible bidder in an amount not to exceed $150,000.

 

          C.    Underwater Diving Services

            Mr. Moyer stated each year we employ a diver to go through our culverts to check to see if they are damaged or in any way obstructed with debris or material that washes into the culverts.  We received three bids, the low bidder is S. G. Pinney & Associates for $7,400.

            Mr. Moore stated Mr. Schooley mentioned that this company bid on all of the Districts and he was concerned that they would not honor their bid because they were low bidder on one District only.  He asked if we could award the bid to the low bidder and if they did not honor their bid, that we could go with the second low bid.

            Mr. Lyles stated the bid specs don't say that you are bidding on three jobs.  It says you are bidding on one job.  It is not unusual to go to the second low bidder when you have a problem with the lowest bidder but usually that is done after the low bidder tells you that he is withdrawing his bid. 

            Mr. Moyer stated let's get the answer on whether the company will honor their bid before we go any further.

            After a brief discussion this item was deferred until the next meeting.

 

SIXTH ORDER OF BUSINESS            Staff Reports

          A.    Attorney

            Mr. Lyles stated as you know from last month and reviewing the minutes there was an extensive discussion with representatives of Eagle Trace and you authorized staff to go forward and work with Eagle Trace and their representatives to develop a plan for dealing with some of the canal bank maintenance issues between Eagle Trace and the Sawgrass Expressway, property that is under the jurisdiction of this Board and owned by the District.  We haven't gotten anything new from the representatives of Eagle Trace.  I believe they were going to put together a plan that contemplates upgraded landscape materials and upgraded maintenance expenses and they may not have those numbers put together yet.  Because it is an important item I wanted to let you know that we are not dragging our feet and no one is refusing to meet, it is just that I think they are getting their numbers and their plan put together.  They will come to us and we will try to reach that compromise that you authorized us to work on with their representatives and we will have that in front of you as soon as we can.  As of this month, we have nothing new and we don't have hard numbers to give you.  I expect it to be forthcoming.  It should not be anything that would effect your budget process.  It will be a modest figure that can be handled under the figures already approved in the public hearing you had a few minutes ago. 

            Mr. Eissler stated although I have never attended an Eagle Trace Homeowners Association meeting, I live on the canal you just talked about.  When it comes up as an issue before this Board, I know you can't serve two masters.

            Mr. Moyer stated we had a very good discussion that outlined all the issues at the last meeting and the minutes of that meeting are in the agenda package that you have.  You will want to review those minutes.  The conclusion was that we are all going to try to work together to get something done that will be beneficial for everyone.

 

          B.    Engineer

                 1.     Monthly Water & Sewer Charts

                 2.     Update on Construction

            There being no further report or discussion, the next item followed.

 

          C.    Superintendent

            There not being any, the next item followed.

 

          D.    Complaints

            There not being any, the next item followed.

 

SEVENTH ORDER OF BUSINESS      Supervisors Requests and Audience Comments

            Mr. Miller stated it was nice to see the response to the ad about the vacancy and I would like to put a display ad in the paper in the future whenever there is a vacancy on the Board.

 

EIGHTH ORDER OF BUSINESS         Approval of Invoices

 

On MOTION by Mr. Miller seconded by Mr. Eissler with all in favor the invoices were approved.

 

            Meeting adjourned at 6:05 p.m.

 

 

 

 

                                                                                                                                                        

William Eissler                                                        Robert D. Fennell

Secretary                                                                  President