MINUTES OF MEETING
CORAL SPRINGS IMPROVEMENT DISTRICT
A regular meeting of the Board of
Supervisors of the Coral Springs Improvement District was held on Monday, April
16, 2012 at 4:02 p.m. at the District Office, 10300 NW 11th Manor,
Present and constituting a quorum were:
Martin Shank President
Theodore Mena Vice President
Duane Holland Secretary
Also present were:
Kenneth Cassel District Manager
William G. Capko District Counsel
Dan Daly Director of Operations
Kay Woodward District Accountant
John McKune District Consultant
David McIntosh Wastewater Department
Ed Stover Water Department
Joe Stevens Water Department
Alvan Jones Water Department
Randy Frederick Drainage Supervisor
Steve Seigfried Field Superintendent
Cory Johnson CH2M Hill
Michael Bone Lanzo Construction
Joe Brown Lanzo Construction
The following is a summary of the minutes and actions taken during the April 16, 2012 CSID Board of Supervisors Meeting.
FIRST ORDER OF BUSINESS Roll Call
Mr. Cassel called the meeting to order and called the roll.
SECOND ORDER OF BUSINESS Approval of Minutes of the March 14 and March 19, 2012 Meetings
There not being any,
THIRD ORDER OF BUSINESS Audience Comments
There not being any, the next item followed.
FOURTH ORDER OF BUSINESS Lanzo Construction
· Project Updates
Mr. Brown reported the following:
· The MC line will be completed in a few days.
· A new meter was ordered and it will be a week off schedule.
· There are issues with finalizing the Building Department permit. CH2M Hill is required to furnish acknowledgements to the Building Department.
· Mr. Johnson stated a final letter will be provided this week.
· There was an onsite meeting with Lanzo, Mr. McKune and Mr. Cassel. The project will likely be complete in 30 days.
FIFTH ORDER OF BUSINESS Consideration of Bids
A. Telephone System
Mr. Daly explained the need for a new phone system and provided an overview of the two proposals received. Staff recommends ID Telecom & Data, Inc’s proposal.
B. Document Management System
Mr. Daly reported only one bid was received for document management system.
· Advanced Processing & Imaging, Inc. submitted a proposal for rental of a document management system at a cost of $6,670 per year for three years and a one time set up fee of $6,711.
· A rental agreement is more cost effective; purchasing a system requires approximately $50,000 in upfront fees.
· Mr. Mena requested in the future the Board be provided with purchasing costs as well.
· Mr. Mena asked if these decisions are made through a committee. Mr. Daly explained several staff members are involved in these decisions and they have been meeting about this system for six months.
C. Surplus Equipment Bid for Generator
Mr. Daly reported two bids were received to purchase the District’s generator as surplus equipment. D Company submitted a higher bid at $6,888.
SIXTH ORDER OF BUSINESS Consideration of NFPA 25 Inspection and Maintenance Contract with J.W. Fire Sprinkler, Inc.
The following was discussed:
· The fire sprinkler system in the nanofiltration plant is due for inspection.
· The current certification expires in April.
· This is a maintenance agreement for $320 a year.
· Mr. Mena noted he does not want to be presented with items at the last minute.
SEVENTH ORDER OF BUSINESS Consideration of CH2M Hill Invoice for Services from December 31, 2011 through January 27, 2012
The Board was provided with a marked up copy of the invoice submitted by CH2M Hill. Mr. Cassel removed any charges associated with Plant F. He suggested deducting $1,427 from the invoice making the total $42,325.55.
EIGHTH ORDER OF BUSINESS Staff Reports
Mr. Cassel reported documents are being completed to facilitate closing out the nanofiltration plant project.
· Utility Billing Work Orders
The above items are for informational purposes only.
B. Director of Operations
Mr. Daly reported the following:
Ø The Dumont Company, Inc. is requesting the District consider executing a chemical service agreement, which will hold chemical prices used in the nanofiltration plant for a year.
Ø Mr. Stover contacted four chemical companies and The Dumont Company, Inc. had the best prices and they provide free totes.
The following was discussed:
Ø A decision needs to be made on the type of water to be distributed to residents; the disinfection options are free chlorine or chloramines.
Ø The Board was provided with taste test samples.
Ø Mr. Holland asked the water treatment plant staff what they think is the most efficient process to produce the type of water preferred in the taste test.
Ø Mr. Johnson stated the nano plant was not designed for an ammonium feed system. Free chlorine was designed as the disinfection process. The use of free chlorine as a residual disinfectant is commonplace throughout the country. This was decided during the design stage in 2007.
Ø Mr. Stover explained after 30 years of using chloramines there will be a noticeable change. People will eventually become accustomed to it; however, there will be a period of up to five months where the District may receive inquiries from residents.
Ø Mr. Shank asked about THM levels. Mr. Johnson stated free chlorine is going to form more THMs than chloramines. Tests have been conducted and they all concluded the District will not have problems with THMs. The THM level was below the regulatory limit.
Ø A blend of 75% lime softening water and 25% RO water formed acceptable levels of THM.
Ø Mr. McKune stated both methods can be adjusted to work.
Ø There was Board consensus to schedule a workshop to discuss options in further detail.
Ø Mr. Stover feels there should be an in-house IT person staffed to run the nano plant.
The following was discussed:
Ø Wastewater Effluent Pump No. 3 was taken out late last year to perform emergency repairs.
Ø Vibration analyses were performed on the other two operating pumps and unacceptable vibrations were revealed.
Ø Mr. McIntosh reviewed a proposed emergency project to rehabilitate the pump, which will cost approximately $37,100. The construction of the new concrete foundation will be done by Lanzo.
There being no report, the next item followed.
The following was discussed:
Ø Mr. Frederick reported the bank restoration at Pump Station No. 2 is expected to be completed by the end of the week. He provided the Board with progress images of the project.
Ø Mr. Shank asked about canal water levels. Mr. Frederick responded they remain low.
Ø The main trunk lines were videoed and cleaned. The laterals are 40% to 50% complete. A preliminary report was provided to staff showing several cracks. A full report is anticipated by the next meeting.
· Human Resources
Mr. Shank reported he requested Mr. Zilmer perform a review of salaries, pension and employee benefits in comparison to other water districts.
Mr. Capko reported the following
· He met with city staff members regarding the issue with Ms. Smith’s fence permit. The city has an obscure code provision with regard to fences where the applicant has to be the property owner of the entire area where the fence will be located.
· They discussed the Board’s position and its desire to leave the decision up to the individual districts on whether they will consent to installation of structures on their property.
· The city was receptive to the idea of changing their code section; however, they are having issues with SWCD because they are working to clean out their canal right-of-ways.
· The city will consider changing their ordinance if they have consensus from all districts. They do not want to deal with it on a district by district basis.
· Mr. Mena does not think the city will require all districts to have consensus on this issue.
· Mr. Mena noted the city does not want the districts to allow gazebos or boat docks to be installed on right-of-ways.
· There was discussion about only allowing fences if approved by the Board.
· Project Status Report
The following was discussed:
· Mr. Shank read a statement from the water treatment plant staff into the record.
Upon review of the construction blueprints it has been concluded the initial design of the new plant had a very limited scope in regard to disinfection. The original design called for a tap into a pre-existing sodium hypochlorite line, this tap was then to feed directly into the static mixer located at the transfer pump station. There was no design aspect for any command and control functions, in other words this design had no way to provide dosing for this extremely important chemical. District staff has since installed metering pumps to help with controlling dosing.
Considering the design called for no addition of ammonia it can be presumed this design’s intent was to convert the District’s disinfection process from chloramines to free chlorine. A problem which has developed with this conversion of disinfectants is the new plant does not completely remove all of the naturally occurring ammonia. This leaves a combined residual, combined meaning chlorine and ammonia joining together to form chloramines, the combined residual makes it very difficult to operate the plant when you consider the chlorine analyzer designed into the system is reading free chlorine. For the system to operate as designed the analyzer must be able to read combined chlorine residuals, if they are present. The other option would be to provide sufficient chlorine prior to the analyzer which would ‘burn’ off the remaining ammonia and then provide a true free residual. Currently the plant does not have the facilities necessary to accommodate that option.
Our main goal while transitioning to the operation of the new plant is to provide as seamless a switchover for the District residents as possible. Considering the District has been operating as a chloramines system for years, serious thought should be given to continuing this practice in the best interest of the residents, especially due to the fact free chlorine causes “swimming pool” taste and odor. Although the theory of free chlorination may sound feasible, it is not prudent to use District residents as test subjects when we know and trust the disinfection process which has been in place for years. The addition of an ammonia system will allow staff to continue to provide the District the same level of confidence in their disinfection process they have come to expect.
· Mr. Mena questioned why District staff did not provide Mr. Johnson with a copy of this statement prior to the meeting.
· Mr. Johnson responded the following:
Ø The switch from chloramines to free chlorine will be discussed in detail at the workshop meeting.
Ø It was brought to the District’s attention during the original design there needed to be an ability to control the disinfectant with regard to control feed systems to the transfer pump station. At the time the District opted not to do this and it was to be a manual adjustment based on the number of trains running.
Ø The District chose to install automated pumps after the prior decision maker was gone.
Ø The letter addresses there were no chlorine feed pumps and the existing system was going to be used with rotameters. Mr. Johnson stated it was brought to the District’s attention. The District did not want to add chemical metering pumps and wanted to use the existing system. CH2M Hill accommodated it.
Ø The District opted to install a couple of metering pumps in the chlorine building and provide feedback control from the chlorine monitor.
· Mr. Shank stated the issue is Mr. Johnson certified the nano plant as being substantially complete and it is still not ready to be used.
· Mr. Johnson clarified he asked the District five years ago what they wanted to do and how they wanted to control their chlorine system and District staff told him they were going to adjust the rotameters to adjust the flow going to the transfer pump station manually.
· Mr. Cassel stated the individuals who made decisions five to six years ago when design parameters were set up and who were interacting with CH2M Hill are no longer with CSID.
· CH2M Hill warned staff at the time about the design.
· Mr. Cassel stated the plant can go online and will be operational as designed with the change to free chlorine and the final connection when the MC concentrate line is connected and discharging where it is supposed to.
· Mr. McKune stated when the chlorine line and the line being discussed was first installed it was a single dedicated line from the chlorine source to the high service main going out the gate. The pump was to provide chlorine for a yearly burn system. It was on its own pump and it was manual feed rotameters, which were discussed. The original design tied into the single line and redirected it to tie into the transfer pump station. It would have been manually adjusted. If the discharge of the pumps from the transfer pump station was a steady flow rate, the manual adjustment could be based on the steady flow rate the chlorine is being fed into. If the pump discharge varies, the manually set feed rate will not be correct. The discharge of the pumps is governed by the original design’s height of the water in the storage tanks. This is where the connection goes to. The transfer pumps are trying to maintain a range of elevations in the storage tanks. There are several variables in the pump flow rate, which may defeat the amount of chlorine concentration dialed in. It would be correct on average; however, it would not be correct all the time as flows vary. It probably would not matter and would average out over the course of a day.
· Mr. Holland questioned whether other facilities manually monitor the feed. Mr. Johnson responded there are facilities which manually adjust the feed because they do not trust chlorine adjusters.
· Mr. Johnson provided the Board with a presentation on an O&M assessment comparing low pressure RO membranes and nano filtration membranes; a copy of which is attached hereto and made a part of the public record.
NINTH ORDER OF BUSINESS Approval of March Financials and Check Registers
Ms. Woodward reviewed the financials and Mr. Shank noted they were approved; however, no motion was made.
TENTH ORDER OF BUSINESS Supervisors’ Requests
The following was discussed:
· Mr. Shank would like to set up a time where staff can talk to the Board off the record, suggesting three Board members be present during shift changes, but in separate rooms.
· Mr. Mena does not feel this will be productive as it may bring issues amongst staff.
· Mr. Capko stated most governmental organizations do not have employees going directly to elected officials, but there is no legal prohibition.
· Mr. Holland thinks it is a good idea.
· Mr. Shank stated a second organizational workshop needs to be set up as well as a workshop to discuss the disinfection process. Mr. Cassel will coordinate dates and advise the Board.
· Mr. Shank complemented Ms. Philips on organizing the picnic.
ELEVENTH ORDER OF BUSINESS Adjournment
There being no further business at this time,
Assistant Secretary President