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, October 15, 2012 at 4:00 p.m. at the District Office, 10300 NW 11th Manor, Coral Springs, Florida.
Present and constituting a quorum were:
Martin Shank President
Theodore Mena Vice President
Duane Holland Secretary
Also present were:
Kenneth Cassel District Manager
William Capko District Counsel
Dan Daly Director of Operations
Kay Woodward District Accountant
Troy Lyn District Engineer
John McKune District Consultant
Jan Zilmer Human Resources
Ed Stover Water Department
Joe Stephens Water Department
Alvan Jones Water Department
Mark Nealon Wastewater Department
Shawn Frankenhauser Drainage
Steve Seigfried Field Superintendant
George Miller Severn Trent Services
David Schuman Globaltech
Cory Johnson CH2M Hill
The following is a summary of the minutes and actions taken during the October 15, 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 the Minutes of the September 10, 2012 Meeting
There not being any,
THIRD ORDER OF BUSINESS Audience Comments
There not being any, the next item followed.
FOURTH ORDER OF BUSINESS Consideration of CH2M Hill Invoices
· Services Dated December 1, 2011 through January 27, 2012
The following was discussed:
Ø Payment of the previously approved invoices was to be withheld until the Certificate of Operations were received.
Ø The above referenced invoices have not been approved.
Ø The invoice dated December 1, 2011 through January 27, 2012 is for work performed on the claims issue. The original work authorization was for $30,000. The work was performed and only $12,419.30 was spent. Payment was authorized for the work performed and the work authorization was amended from $30,000 to the amount expended. CH2M Hill provided the information on the claims issue.
· Services Dated April 28, 2012 through May 25, 2012
· Services Dated May 26, 2012 through June 29, 2012
· Services Dated June 30, 2012 through July 27, 2012
· Services Dated July 28, 2012 through August 31, 2012
The following was discussed:
Ø Mr. Cassel reviewed and marked up the invoices.
Ø Mr. Mena requested clarification on the work associated with these invoices and Mr. Cassel explained the invoices are for engineering work performed during construction and closeout.
Ø The recommended payments are as follows:
° April 28, 2012 through May 25, 2012 - $7,722.70
° May 26, 2012 through June 29, 2012 - $2,190.58
° June 30, 2012 through July 27, 2012 - $21,688.44
° July 28, 2012 through August 31, 2012 - $27,677.04
Ø Mr. Shank asked for an update on the demand letter sent to CH2M Hill. Mr. Capko received confirmation the amount is approximately $440,000 and sent another demand letter last week. CH2M Hill was provided 20 days to respond.
Ø Mr. Shank suggested approving the invoices but delaying payment due to the pending litigation. There is concern regarding approximately $440,000 not reimbursed to the District.
Ø Mr. Cassel understands the Boards position; however he indicated these are two separate issues.
Ø Mr. Mena agreed with Mr. Shank’s suggestion.
Ø Mr. Capko stated if the Board adopts a motion to delay payment of the remaining invoices, he will review the issue and make a recommendation at the next meeting.
FIFTH ORDER OF BUSINESS Consideration of Work Authorizations
A. Work Authorization 68 for Headworks Leveling Gate
The following was discussed:
· There are several issues with the leveling gate. Staff has been doing a workaround, but it is a short-term solution. Replacing the leveling gate will minimize the possibility of other issues associated with operating the valves the way they are currently being operated. It will be a long-term solution.
· Mr. Lyn reviewed the work authorization, which totals $85,222.80.
· Mr. Mena asked how long the prices are guaranteed. Globaltech received quotes from three vendors and the prices are good for two to three months. Mr. Lyn does not foresee a cost increase.
B. Work Authorization 69 for DIW Slab Investigation and Repair
Mr. Daly provided the Board with a video presentation.
· Mr. Holland mentioned there was discussion at the last Broward County Water Resources Task Force meeting regarding periodic audits conducted by the Health Department and CSID was cited as doing an excellent job.
· Mr. Shank requested including a section with the engineer’s expectations as well as the inspector’s final report, both with signatures, on all future projects. If necessary, he suggested independent inspections.
SIXTH ORDER OF BUSINESS Consideration of Bids
A. Re-Roofing Project
A total of seven bids were submitted by the deadline. The lowest bid came in five minutes after the deadline. Staff recommends awarding the contract to ABC Roofing, Corp. at a cost of $32,535.
B. Aquatic Chemicals
Aquatic chemicals are bid every year. The Board previously authorized staff to purchase chemicals from several vendors depending on the lowest price for each chemical. Staff recommends purchasing Diquat and Cutrine Plus from Crop Production Services; Hydrothol 191, Aquathol K, Aquathol S K and 2, 4-D from Winfield Solutions; and Glyphostate and Induce from Alligare. Staff is requesting purchasing discretion if a chemical costs more but requires fewer applications resulting in a lower overall cost.
SEVENTH ORDER OF BUSINESS Staff Reports
· Correspondence from the City of Coral Springs Regarding Fencing
The Board reviewed the City’s proposed ordinance changes with regard to fences, hedges and walls. The Board does not agree with 25 feet from the normal water line and would like to recommend changing it to 15 or 20 feet from the top of the bank. Mr. Mena does not want to approve anything unless the City meets with the District. This item was tabled.
Mr. Shank requested an update on a meeting Mr. Frankenhauser and Mr. Frederick had with Mr. Westfall, the Environmental Coordinator for the City of Coral Springs. Mr. Frankenhauser discussed the following:
Ø There are three locations with large trees growing across the District’s right-of-way and/or the edge of the canal. Two of the trees are Rubber Trees and one is a Ficus Tree. If two of the trees fall during a storm, the canal will be blocked which will result in flooding.
Ø Mr. Westfall will declare the Ficus Tree a hazard so it can be removed without mitigation. Mr. Mena clarified all Ficus Trees are considered nuisance trees and can be removed without a permit.
Ø Mr. Westfall prefers the residents living adjacent to the Rubber Trees be contacted and asked if they have objections to the trees being removed.
Ø The City is in the process of determining whether CSID is a utility so mitigation can be one to one instead of the diameter of the trunk. Mr. Capko noted he has been arguing this issue with the City on behalf of SWCD.
Ø If Mr. Westfall’s report is not favorable to the District, Mr. Shank requested a letter from the City stating they will accept legal and expense liability for any flooding resulting from these trees falling into the canal.
· Change Order #3 for Interconnect Upgrades
Before working on the initial design for this project Eckler Engineering, Inc. contacted all utilities to request the locations of their utilities. FPL stated all of their utilities were on the other side of the street. In the process of working on the project, an existing unknown FPL feeder conduit was damaged. This was FPL’s error for not identifying their locations correctly. The City of Coral Springs will pursue reimbursement of additional costs from FPL. The Board needs to decide whether to pay the District’s portion up front and then seek reimbursement with the City from FPL. Mr. Cassel suggested the District pay upfront in accordance with the Interlocal Agreement.
· Consideration of Contract with Severn Trent Services
The Board reviewed the amendment to the contract with Severn Trent Services.
Ø There is an average of 12 to 16 regular meetings as well as 4 to 5 workshops a year covered under the contract.
Ø The Board requested “special meetings” be redefined to be more specific.
· Utility Billing Work Orders
· Water Breaks Reports
The above items are for informational purposes only, copies of the reports are attached hereto and made a part of the public record.
B. Director of Operations
Mr. Stover reported the District received the Certificate of Occupancy. Payment was released to Lanzo. The new trees were planted.
Mr. Nealon provided a brief update on the work being done on Plant E. The vertical welds are complete and the welds at the bottom are almost complete. X-rays will begin tomorrow. Once the X-rays are complete painting will be done. All work is expected to take eight weeks.
· Field Services
Mr. Siegfried stated the company relining Lift Station #1 is taking a break because they are having trouble bypassing the water level. Reynolds is working on mainlines. Once they are done LMP will begin with the laterals.
This item was previously discussed.
· Human Resources
Mr. Zilmer reported the pensions are being moved to Fidelity. Out of 53 employees, 49 signed up for 4%.
Mr. Daly reported the Holiday Party is being planned and will be held at The Outback Steakhouse.
There being no report, the next item followed.
Mr. Lyn reported the Health Department indicated the District should have a permit by next week. Once it is received they will begin work on the sludge line.
EIGHTH ORDER OF BUSINESS Approval of Financial Statements for August and September 2012
Ms. Woodward reviewed the financial statements.
NINTH ORDER OF BUSINESS Supervisors’ Requests
The following was discussed:
Ø Mr. Shank stated the City of Tamarac had issues with their drinking water due to lack of procedures. He wants to make sure this does not happen with the District. He also thanked Mr. Daly and Ms. Woodward for their help.
Ø Mr. Holland commented on the great job District staff is doing. He provided an update on the Broward County Water Resources Task Force meeting.
Ø Mr. Mena commented it was impressive the Broward County Water Resources Task Force asked CSID to be a part of it.
TENTH ORDER OF BUSINESS Adjournment
There being no further business,
Kenneth Cassel Martin Shank
Assistant Secretary President