MINUTES OF MEETING

CORAL SPRINGS IMPROVEMENT DISTRICT

 

            The regular meeting of the Board of Supervisors of the Coral Springs Improvement District was held on Monday, January 12, 2004 at 4:00 p.m. in the District Office, 10300 N. W. 11 Manor, Coral Springs, Florida.

 

            Present and constituting a quorum were:

 

            Robert D. Fennell                                 President

            William Eissler                                      Vice President

            Glen Hanks                                            Secretary

 

            Also present were:

 

            Dennis Lyles                                          Attorney

            John McKune                                        Engineer

            Roger Moore                                           Engineer

            Rich Hans                                               Staff

            Bill Joyce                                                Staff

            Donna Holiday                                      Staff

            Paul Hillers                                            Hillers Electrical Engineering

 

FIRST ORDER OF BUSINESS             Roll Call

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

 

SECOND ORDER OF BUSINESS         Approval of the Minutes of the December 15, 2003 Meeting

            Mr. Fennell stated that each Board member had received a copy of the minutes of the December 15, 2003 meeting and requested any additions, corrections or deletions.

            There not being any,

 

On MOTION by Mr. Eissler seconded by Mr. Hanks with all in favor the minutes of the December 15, 2003 meeting were approved as submitted.

 

THIRD ORDER OF BUSINESS            Presentation of Lightning and Surge Protection System and Consideration of Award of Contract for Same

            Mr. Hillers stated the lightning protection system and the surge protection system are different systems.  The areas we are covering are the wastewater plant, the administrative building and the maintenance building.  The water plant has already been done.  The reason this one is lacking is the water plant has a new computer system that controls the water plant.  When you get into those types of systems, you become more vulnerable to lightning and surges.  We are in the process of installing a computer-controlled monitoring system at the wastewater plant.  This building contains many computers, which becomes a matter of protection/insurance.  Lightning protection protects you from lightning from above.  It tries to direct the lightning to a pad in the ground, and you want it in the ground as much as possible in equal potential.  The potential difference is what hurts you because potential difference means current, which means you can fail equipment.  Lightning protection is more than just putting a rod on the building.  It is tying the buildings together in order to make the potential equal as much as possible.

            Mr. Fennell asked will the difference be between the ground and the cloud?  Isn’t this where the strike comes from?

            Mr. Hillers responded once it is on the ground, you want to have equal potential as much as possible.

            Mr. Fennell stated we will still get hit.

            Mr. Hillers stated that is correct but with the dissipation system that we have, it can be argued that the strike is less severe because of the fuzzy ball theory that has been established.  We have a fuzzy ball on top of each lightning rod, which is the technology we use on the water plant.  This adds approximately 10% to the price tag.

            Mr. Fennell asked what does the fuzzy ball do?

            Mr. Hillers responded it tries to ionize the air, which will aid in the receipt of less lightning strikes.  In addition, we have surge protection.  Surges come in through the electrical system from the power company, which can be caused by different means, including lightning.  You can protect a facility in stages such as the wastewater plant, which has a surge protection unit at the main switchboard, motor control center and panel board.

            Mr. Fennell asked how will we measure if this is effective?

            Mr. Hillers responded currently, you have no surge protection in most of the buildings.  If you get a surge, you hope that the equipment, on its own, can withstand the surge.  Some equipment has its own built-in protection to a certain extent.  However,  what we are talking about is external to each panel and switchboard to put a surge protection unit so the surges do not go downstream.

            Mr. Fennell asked do you also do the telephone system?

            Mr. Hillers responded yes.

            Mr. Fennell asked how will I know that this works and how well it works?

            Mr. McKune responded that is hard to ascertain.  You cannot specifically measure them.  It is like buying insurance.

            Mr. Hanks asked is the effectiveness of the lightning protection system improved by the number of facilities that we have protected?  For example, if we were to protect only the wastewater plant with lightning protection and leave this building unprotected, does that hamper the effectiveness of the lightning protection for the wastewater plant?

            Mr. Hillers responded I do not believe so.

            Mr. Eissler stated we have the lightning protection on the water treatment plant, and this is a similar system that we will use for the wastewater plant.  Did we pay anywhere near that kind of money for the water plant that we will be paying for the wastewater plant?

            Mr. McKune responded the lightning protection and surge protection part of the water plant project was part of a larger project, and the entire project, including the lightning protection, was one lump sum bid.

            Mr. Hillers stated looking at the scale of the buildings, it is my guess that it will cost half of what we are talking about for the wastewater plant.

            Mr. Eissler asked is burying the copper cable one of the major costs?

            Mr. Hillers responded yes.

            Mr. Fennell stated that cable will deteriorate in a matter of a couple of years.  How long will the system last?

            Mr. Hillers responded copper cable usually lasts for decades.

            Mr. Eissler asked how big are the cables?

            Mr. Hillers responded approximately 3/4” in diameter.

            Mr. Fennell asked how much is installed?

            Mr. Hillers responded approximately 4,000’.

            Mr. McKune stated this is a large project.  It encompasses nine buildings and six tank-like structures.

            Mr. Fennell asked what happens if we get struck by lightning?

            Mr. Hillers responded we are trying to make sure that the potential on the ground is as neutral as possible.  However, if you get a direct hit, I am not sure that anything will protect you.  There is too much energy for any such equipment.  This is where surge protection comes in.  The surge protection units are rated at 250,000 amps for a few cycles.  If you get a direct hit, nothing can help.  I am not trying to discourage you.  We are simply trying to put together the latest approach.  While lightning protection and surge protection are two different systems, they both have the same goals, which is to protect your investment and operation.

            Mr. Fennell asked does a lightning rod to divert the strike still work?

            Mr. Hillers responded yes.

            Mr. Fennell stated I am concerned about our workers.  Are we giving them added protection?

            Mr. Hillers responded lightning rods will offer more protection because there is more chance of the lightning hitting the rod than the person.  They are conductive, too.

            Mr. Hanks asked how much do you reduce the likelihood of a strike?

            Mr. Hillers responded I estimate 50%.

            Mr. Eissler asked can you install a surge protection system to protect the equipment without having to install the lightning rods?

            Mr. Hillers responded you will still be faced with the issue of a direct hit.

            Mr. Eissler stated perhaps we can do the opposite; install the lightning protection system.  This plant has been here for 30 years without surge protection.  We may lose our telephone or computer system once in a while, but it is a cost benefit.  Do you have a cost analysis of each system separately?

            Mr. McKune responded it was bid as one package.

            Mr. Eissler asked could it be broken out?

            Mr. Hillers responded yes.

            Mr. Hanks asked what would happen to the operation of the wastewater treatment plant if we were to lose our computer controls?

            Mr. Hillers responded if the new computer system comes on-line, it will not be greatly dependent on the control side but more on the monitoring side of the plant.  However, as technology increases, more items will be automated.

            Mr. Hanks asked if we were to get struck by lightning and all the systems on the wastewater treatment plant were taken out, will it still receive treatment?

            Mr. Hillers responded yes; if we solely concentrate on the control system, but there is also an electrical system and if this system is destroyed, the operation will be in trouble because we solely depend on major electrical switchboards to distribute power.

            Mr. Hanks asked if the circuit panels are ever destroyed, will the blowers be out of commission?

            Mr. Hillers responded yes.

            Mr. Moore stated the plant needs power whether it is from FPL or from our generators to work.  Almost everything can be operated manually even though we are installing electronic controls in many areas.

            Mr. Fennell stated I am concerned because we have many workers walking across the tanks.  I feel lightning protection is good to have for the safety of the workers.

            Mr. Hanks asked what protection systems do the other plants have?

            Mr. Hillers responded some have them; some do not.  Others are in the process of installation.

            Mr. Eissler stated I do not know if the $175,000 estimate is reasonable.

            Mr. Fennell stated we received two bids and an estimate, and they came in about the same.

            Mr. Eissler stated I have to defer to our engineers.

            Mr. McKune stated not many people do this kind of work, which tends to increase the price.

            Mr. Fennell stated I think we should do it.

            Mr. Eissler stated since we are not in the lightning period, this is probably the least likely time for lightning to strike.  Can we find out what it would cost to do the lightning protection as a project and then do the surge protection as a project versus doing them together?

            Mr. Hillers responded if you wait, there is a chance for a price increase.

            Mr. Fennell asked can you give us a ballpark figure of what you think the differences in cost are?

            Mr. Hillers responded surge protection is approximately 25% of the cost.  The lightning with the grounding is approximately 75%.

            Mr. Eissler asked if you were to do this, how soon could you start?

            Mr. Hillers responded the contractor could probably start in a few weeks.

            Mr. Hanks asked how is our financing?

            Mr. Fennell responded I think we are in good shape.  We managed to keep positive cash flow coming in while doing all these buildings and pay down our bond issues.  However, there is a point when we will have to start looking at cost reductions.

            Mr. Hanks responded will we receive a price break from the insurance company, or are we self-insured for some of the facilities?

            Mr. Hans responded we will have to contact the insurance company to find this information out.  There should be a break because we are insured for damage due to lightning strikes.

            Mr. Eissler stated since we do not know where half the lines are underneath the ground of this plant, every time we dig, there is potential problems of digging something else up.  If we are going to bury 4,000’ of cable.  How deep does it get buried?

            Mr. Hillers responded 2’.

            Mr. Eissler stated we run into problems every time we dig, and I am concerned that it will cost more than $175,000.

            Mr. Hiller stated the cables can easily be moved a couple of feet either way.

            Mr. Fennell stated we would like an accurate understanding of where these cables are laid, and they should be easily detectable.

            Mr. Hanks asked with regard to the facilities that we are going to improve, what is the time frame of other renovations to those buildings?  Are we going to be renovating any of those wastewater treatment tanks in the near future and tearing those down?

            Mr. McKune responded this calendar year, there should be some major modifications toward the end of the year.

            Mr. Hanks asked should we take them out of the contract?

            Mr. McKune responded the two major components that we changed are included as an additive alternate so they are identified, which means they will not be installed if the Board chooses not to install them now.  We are still in the process of making a decision on physically how to modify these two components.

 

Mr. Fennell moved to award the lightning and surge protection contract to Benson Electric in the bid amount of $170,910 and the additive alternative in the amount of $15,522.

 

            Mr. Eissler asked have we used Benson Electric to do anything here before?  Are you familiar with them?

            Mr. McKune responded no.

            Mr. Eissler asked do you know if they are competent?

            Mr. McKune responded they are competent.

            Mr. Hillers stated I worked with them many years ago, and they did a good job at that time.

Mr. Eissler seconded the motion and on VOICE Vote with all in favor the motion was approved.

 

FOURTH ORDER OF BUSINESS        Staff Reports

            A.      Attorney

            Mr. Lyles stated with regard to Lake Coral Springs, I have called and written letters to their attorney, Steve Weinberg, indicating that the Board wants a response, that we are having a meeting today and that we need to put this matter to rest.  However, I did not receive any response.

            Mr. Fennell asked have you talked directly to the President of Lake Coral Springs.

            Mr. Lyles responded no.  It would be inappropriate for me to go directly to Mr. Weinberg’s client.  I have to go through Mr. Weinberg.

            Mr. Eissler stated it seems like they do not plan to do anything.  We have to decide to bill them for work done.

            Mr. Lyles stated this is unusual for him.  I believe he doing what his client is instructing him to do.

            Mr. Fennell stated before we bill them, let’s send the president a letter from this Board and explain that it has come to our attention that this is private property; that we cannot do these kinds of things for them; and inform them that we are no longer responsible for these services and have not been.

            Mr. Lyles stated you can also stop doing any maintenance activity at this point and see what reaction this brings.

            Mr. Fennell stated we can do that, but they will call us.  We can also contact their Board and explain that we have contacted their attorney and show them the letter we send.

            Mr. Lyles asked do you want the letter to go out from the manager or the President of the Board of Supervisors?

            Mr. Fennell responded under our direction, perhaps you should call the Board.

            Mr. Lyles stated I am not supposed to contact another attorney’s client without his permission, but I will work with the manager on this.

            Mr. Hans stated we will initiate a call first to the president.

            Mr. Fennell stated explain the situation to them first before sending them a bill.  Perhaps they are unaware of the situation.

            Mr. Eissler stated I believe they are aware of the situation.  It is a misuse of our money.

            Mr. Lyles stated staff will confirm that once we discovered this problem, we are not extending that type of service to this waterway.  We are extending the basic maintenance activities that would go along with maintaining flowage and drainage easement.

            Mr. Eissler stated the Board instructed staff to continue with the anticipation that we would have a monetary agreement for our service.

            Mr. Hanks asked is there much aquatic weed growth this time of year?

            Mr. Joyce responded there is more cleanup than weed growth.

            Mr. Eissler asked are we still getting calls for stranded boats?

            Mr. Joyce responded no.  However, the Board, instructed staff to continue with any complaints we receive.

            Mr. Fennell stated let’s give them a call and tell them what has been going on.

            Mr. Hans stated I will tell them that the Board is preparing to stop services.

            Mr. Fennell stated we owe a letter to Stacey Ritter.

            Mr. Lyles stated we will when she informs us of the direction she is taking with her proposed changes to the method of electing members of Boards; either the statewide approach in Chapter 189 or the special acts that pertain to this District and the North Springs Improvement District.  At that point, we will owe her a letter because it needs to be tailored to the approach she is going to take.  We have not heard anything from her or her staff, but it is still early, and I am sure she will let us know.

 

          B.      Engineer

                   1.       Monthly Water & Sewer Charts

                   2.       Update on Construction

            Mr. McKune stated Plant E is capable of being put into service if need be.  We are approximately three weeks away from putting the headworks into service.  This is a function of getting a control panel put in place.  The screen has been tested.

            Mr. Fennell stated everything should be up and running before the rainy season.

            Mr. McKune stated that should not be a problem.

            Mr. Fennell stated let’s double our efforts to do that.  Let’s make sure that this summer we have more than enough capacity so that if anything goes wrong, we will be able to handle it.

            Mr. Hanks asked is there anything holding us back from having that plant operational by our March meeting?

            Mr. McKune responded no.

            Mr. Fennell stated let’s make it our goal.  In March, we will go out there and look at it.

            Mr. McKune stated it is one thing to have it operational; it is another to have it certified by the state.  We need to operate it for at least a month to get it tuned up, etc.

            Mr. Moore stated distributed a report titled CSID Sanitary Sewer Collection System Lining Program dated June 24, 2003 and stated three months ago, we took the $10,000 items out of the contract for wells for the landscaping of the parks becuase we were working out a process with the park to do it with another contractor.  At this time, the cost will be approximately $6,200.

            Mr. Moore cited his report, which is attached hereto and made part of the record.

 

          C.      Superintendent

            There not being any, the next item followed.

 

          D.      Complaints

                     There not being any, the next item followed.

 

FIFTH ORDER OF BUSINESS            Supervisors Requests and Audience Comments

            There not being any, the next item followed.

 

SIXTH ORDER OF BUSINESS            Approval of Invoices

            Mr. Eissler stated $500,000 was sent to the State Board of Administration to transfer excess funds.  Where does it go?

            Mr. Hans responded we have excess funds in our general fund banking account so instead of sitting in a checking account, we transfer funds to the State Board of Administration where it earns more interest than it does in a checking account.

            Mr. Eissler asked is this normal procedure?

            Mr. Hans responded yes, and we can wire transfer the money back to us with a phone call.

 

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

 

            There being nothing further,

 

On MOTION by Mr. Eissler seconded by Mr. Hanks with all in favor the meeting was adjourned at 5:10 p.m.

 

 

 

 

 

 

 

 

                                                                                                                                                      

Glen Hanks                                                              Robert D. Fennell

Secretary                                                                                                                                      President