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, November 15, 2004 at 4:05 p.m. at the District Office, 10300 N.W. 11th Manor, Coral Springs, Florida.

 

Present and constituting a quorum were:

 

Robert D. Fennell                                       President

William J. Eissler, Jr.                                   Vice President

            Glen Hanks                                                Secretary

 

Also present were:

 

Rich Hans                                                   Assistant Superintendent

Dennis Lyles                                               Attorney

Cedo DaSilva                                             Engineer

Donna Holiday                                           Recording Secretary

John McKune                                             CH2M-Hill

George Keller                                             Severn Trent Services

Roger Moore                                             Severn Trent Services

Ed Goscicki                                                Severn Trent Services

 

FIRST ORDER OF BUSINESS                         Roll Call

            Mr. Fennel called the meeting to order and Mr. Hans called the roll.

 

SECOND ORDER OF BUSINESS                    Approval of the Minutes of the October 18, 2004 Meeting

            Mr. Fennel stated that each Board member received a copy of the minutes of the October 18, 2004 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 October 18, 2004 meeting were approved.

 

THIRD ORDER OF BUSINESS                       Continuation of Public Hearing to Adopt Amendments to the Permit Criteria Manual, Establish a Fee for Permit Renewals and Provide for a Cash Trash Bond

            Mr. Fennel asked was Mr. Hanks and Mr. DaSilva able to reach an agreement on the manual?

            Mr. Hanks responded yes, and we subsequently met with SFWMD relating to my concerns.  There is one item that should not hold up approval of this permit criteria manual, but we should establish the maximum building coverage by permit through the SFWMD; basically, how much building can you put on a site and not push storm water onto your neighbors lot.  Can that be taken care of by an addendum?

            Mr. Lyles responded it sounds like it would be a rule of the District so we need a public hearing notice for a rule making, much like we did with this permit criteria manual and the schedule fee and charges.  We would insert the corrected page on the matter you will take up under the rule making authority.

            Mr. Fennel asked were there any additional changes made to the manual?

            Mr. DaSilva responded the only new item is the exhibits.

            Mr. Eissler asked can you fill me on the trash bond?  Is the $2,500 enough to ensure the right-of-way is left in equal to or better condition than what existed?  Will the proposed application fee cover the administrative cost and subsequent inspection cost at the end?

            Mr. DaSilva responded yes.  The application fee is for three hours of the engineer’s time and any additional time will be billed to the applicant for cost recovery.

            The Board and staff continued to discuss the following issues:

·                    the design flood elevation of 100 year flood;

·                    the necessity to have all drains cleaned [whether it be the state, the city, the county, the district, the HOA, or private landowners] during storm events to allow the flood waters to dissipate;

·                    the implementation of the five year recertification process to ensure the systems are functioning as originally designed;

·                    the possibility of better communication with the other agencies to ensure proper drainage;

·                    Severn Trent Services was requested to come back with a report on possible solutions in a month or two on better way to keep the drains clean;

·                    The suggestion of asking the city to install F-curbs and putting in a grate, but those are the city streets;

·                    Street flooding being around 25%, and this problem needs to be addressed, and who is ultimately responsible; and 

·                    The District’s authority to ensure the standards in place by SFWMD, the county and city are met in order to have a permit from us; the District can only issue a permit to tie into the District’s system [storage criteria, pre-treatment criteria, and discharge amounts]; there is no regulatory authority like that of SFWMD.

            Mr. Hans stated we need to open to public hearing to invite the public to offer any comments and testimony on the permit criteria manual, and to consider Resolution 2005-2 that amends the manual and establishes the fees.

            Mr. Fennel opened the public hearing and asked for any comments?

            There not being any,

 

On MOTION by Mr. Hanks seconded by Mr. Eissler with all in favor the permit criteria manual was adopted, as corrected.

 

On MOTION by Mr. Eissler seconded by Mr. Hanks with all in favor Resolution 2005-2, Adopting Amendments to the Permit Criteria Manual to Establish a Fee for Permit Renewals and Provide for a Cash Trash Bond was adopted.

 

            The public hearing was closed.

 

FOURTH ORDER OF BUSINESS                    Consideration of Award of Contract for the Purchase of Chemicals and Herbicides

            Mr. Hans stated the chemical bid tabulation indicates those bids received from the respective bidders.  Staff’s recommendation is to accept the lowest bidder for each respective chemical. 

            Mr. Fennell stated ProSource is the low bidder for Rodeo, Reward, Induce, Plymer, Hydrothol 191 and Aquathol K; UAP is the low bidder for Reward and 2, 4-DL 4Ester; and Future Horizons is the low bidder for Citrine Plus.

 

On MOTION by Mr. Eissler seconded by Mr. Hanks with all in favor contract for the purchase of chemicals and herbicides was awarded the lowest bidder for each respective chemical and herbicides; and in the case of two low bidders staff has the ability to purchase from the company with the best delivery time.

 

 

 

 

 

FIFTH ORDER OF BUSINESS                         Consideration of Request to Sponsor the Annual Waterway Cleanup

            Mr. Eissler stated we have done this every year and it is a worthwhile project for the county.  Last year we gave $2,500 to this program. 

 

On MOTION by Mr. Eissler seconded by Mr. Hanks with all in favor the request to sponsor the annual waterway cleanup in the amount of $2,500 was approved.

 

SIXTH ORDER OF BUSINESS                        Consideration of Permit Request for Ramblewood Middle School for Surface Water Management and Drainage Outfall

            Mr. Eissler stated in talking about cleaning out the storm drains, it is a disgrace to see these out-buildings at the schools; it looks like tenement city. 

            Mr. DaSilva stated Ramblewood Middle School has recently added 13 classroom buildings.  They provided the trench basin to accommodate the additional buildings.  They are holding water on site and are not discharging into the drainage system.  Staff recommends approval based on the conditions outlined in our letter of November 5.

            Mr. Eissler stated every five years the permit will need to be recertified which is a good thing. 

 

On MOTION by Mr. Hanks seconded by Mr. Eissler with all in favor the permit request for Ramblewood Middle School for Surface Water Management and Drainage Outfall was approved, with the conditions outlined in the engineer’s letter of November 5.

 

SEVENTH ORDER OF BUSINESS                  Change Order No. 1 & Final with Youngquist Brothers, Inc. for Injection Well 1 and Injection Well 2 Contract for a Net Increase of $38,104

            Mr. McKune stated this is the first change order and final one to close out the job.  The change order represents saw-cutting the existing slab and cutting the well casing at the request of DEP; replacing the leaking valves on the IW-2 backflow; replacing for casing leak at MW-2, and surface repairs for MW-2.  This completes the injection well program for mechanical integrity testing. 

 

On MOTION by Mr. Eissler seconded by Mr. Hanks with all in favor Change Order No. 1 and Final with Youngquist Brothers, Inc., for Injection Well 1 and Injection Well 2 Contract for a Net Increase of $38,104 was approved.

 

EIGHTH ORDER OF BUSINESS                     Staff Reports

A.                 Attorney

            Mr. Lyles stated we submitted last week to Lake Coral Springs Association the form of the Lake Maintenance Agreement which I distributed for you to review at your convenience.  We are awaiting their response, and we hope to have this finalized by your next meeting.  

            As a point of information, the final public hearing before the Broward County Legislative Delegation was held last week regarding the North Springs Improvement District codification bill; and the proposed bill was proposed unanimously.  The new representative does not seem to have any problems with what is going on, and I think we will be okay this year. 

 

B.                 Engineer

1.         Monthly Water & Sewer Charts

            Mr. Moore stated the city forwarded to me an email sent to them commending the individuals who cleaned the canals, and I will pass that on to the District employees.

            We are still working with FEMA, and we will be collecting back $10,000 in overtime.  They pay 90% of overtime and equipment use, and in the first 72 hour period 100% of our expenses.

 

2.         Update on Construction Analysis and Capital Improvement Plan for Next Five Years

            Mr. Moore gave a presentation on the history of the utility plants, wells and pump stations, storage facilities, and the lakes and canal system maintained by the District. 

            Mr. McKune gave an overview of the estimates [$31 million in total] needed to upgrade the District’s utility system in the long run, the projects needing consideration under the next five years, and the projects to be completed in the immediate future. 

            Mr. McKune continued with a status report on the projects now being completed. 

            Mr. Eissler stated we are potentially looking at $16 million in the next five years [$3 million per year].  We realize things come up like piping and electrical that fails.  We generate $500,000 a year and we have $8,000,000 in cash.  This is a great start.

            Mr. Fennel stated I like what you are doing.  It is a rational viewpoint of what we are doing, where we are going and how we are going to get the cash. 

            Mr. Eissler asked how realistic are your engineering numbers?  Are these rounded off?  I have a feeling some of these numbers will come down significantly.

            Mr. Hanks responded generally these numbers are good minus 10% to 15%.  We cannot control the price of oil, steel, etc.  This is our best guess.

            Mr. Fennel stated we also need to prioritize the projects, and how much risk do we want with this system.  We need to know the major risks of our system—the water generation and the 4 million gallon aging plant, and how to get rid of our waste products [the solids and deep well injection]. 

            Mr. Hanks stated there is a push to get this turned around and put the water into the Everglades.

            Mr. Fennel stated they want to do phosphate counts in our canals and get it down lower.  They see this as pollution to the Everglades.  The smartest solution is to filter the water more and have it naturally filtered into the Everglades.  I don’t think it will happen in the next 10 to 15 years.  That leaves two choices—deep injections or out the ocean.  The more immediate information we can get from the engineers, but the philosophy of where we go will be a discussion among all of us.

            Mr. Hanks stated we need to establish the priorities, the funds available to address these improvements, the immediate function issues; performance of the system by reducing infiltration and leaks, and improving the efficiency of the system.

            Further discussions related to:

·                    If water bills increase, the water and wastewater production will decrease due to residents being more conservative; 

·                    Alternatives to using potable water, the increased use for reclaimed water;

·                    The expense of the capital projects possibly reducing operating costs;

·                    The addition of new operating plants increasing operating costs due to additional personnel being added and additional chemicals being purchased; and

·                    Building another 4 million gallon plant for fresh water, allowing for excess capacity to be sold. 

            Mr. Hans presented the list for the cost reduction analysis staff is addressing which consists of revenues, salaries and wages, plant efficiency and security issues, and recommendations will be forth coming in the following month.  Staff is also looking at the District’s investment program. 

            Mr. Fennell stated we also need a cash flow expectation; and when we do expect a project to be completed and bills to be paid.  If we manage our cash, we should be able to generate enough cash to handle these little projects of $500,000.  The goals are a time frame for the schedule, the costs, what the expected expenses will be and the time frame for payment.  We also need the cash flow of funds we have coming in, the cost improvements we can get, and the possible increase in revenues.  Typically in cost reduction you have a hard time generating ideas.  This is the way we have done it and if there was a reduction in cost we would have already done it, but you really weren’t thinking about it. 

            Mr. Eissler stated in a utility we are not increasing sales, we are increasing liability and personnel.  We sell the same people the same water and take back the waste. 

            Mr. Fennell stated if we replace something, I expect it to be 20% more efficient.

            Mr. Eissler stated that may be true, but you may not save money in the process.

            Mr. Fennell stated the cost per gallon of water should go down.

            Mr. Eissler stated your fuel goes up, the power generation goes up, and you have no control over these costs. 

            Mr. Fennell stated I am hoping the cost per gallon will go down. 

            Mr. Goscicki stated the reason we bring in outside experts is to give a fresh perspective and we will give recommendations and other alternatives for this cost efficiency process that we will bring back in January. 

            Mr. Fennell asked do we have any idea what are costs are?  Gross-profit margin?  We need to know where our costs go. 

            Mr. Goscicki responded without looking at the budget—60% to 70% in labor, 20% to 30% in power, 10% in chemicals, and whatever is left into what is remaining. 

            Mr. Fennell stated we are not a cost plus organization.  The difference between a profit organization and a well run non-profit organization is 10%.  We should be just as efficient as a profit organization at 10% less because the landowners within the District own this facility. 

 

C.                 Superintendent – Status of Newsletter

            Mr. Hans stated if there are any comments or editions to the newsletter please email them to me.

 

D.                Complaints

            There not being any, the next item followed. 

 

NINTH ORDER OF BUSINESS                       Supervisor’s Requests and Audience Comments

            There not being any, the next item followed.

 

TENTH ORDER OF BUSINESS                       Approval of Invoices

            The financial reporting for November 15, 2004 is attached hereto as part of the public record.

            There not being any comments, 

 

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

 

ELEVENTH ORDER OF BUSINESS               Adjournment

            Mr. Fennel stated this was a great meeting.  We talked about our plans going forward, how we are going to spend our money, how to generate the funds and how to become more efficient.  These are difficult topics to face, and we want this to become the best run organization in Florida as far as water management goes.

 

On MOTION by Mr. Fennell seconded by Mr. Eissler with all in favor the meeting was adjourned at 7:00 p.m.

 

 

 

                                                                                                                                                      

Glen Hanks                                                            Robert D. Fennell

Secretary                                                                President