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, June
15, 2009 at 3:15 p.m. at the District Office, 10300 NW 11th Manor, Coral
Springs, Florida.
Present
and constituting a quorum were:
Robert
Fennell President
Sharon
Zich Vice
President
Glenn
Hanks Secretary
Also
present were:
Kenneth
Cassel District
Manager
Jane
Early District
Engineer
Sean
Skehan CH2M
Hill
Gerrit
Bulman CH2M
Hill
Dan
Daly Director
of Operations
Doug
Hyche Utilities
Director
Kay
Woodward District
Accountant
Jan
Zilmer Human
Resources Manager
FIRST
ORDER OF BUSINESS Roll
Call
Mr. Cassel called the
meeting to order and called the roll.
Mr. Cassel stated we have a quorum
and Mr. Fennell will be joining us in a little while.
SECOND ORDER OF BUSINESS Approval of the Minutes
of the May 18, 2009 Meeting
Mr. Cassel stated each Board member received a
copy of the minutes of the May 18, 2009 meeting and requested any corrections,
additions or deletions.
Mr. Hanks stated the first paragraph
on page nine, where I was going on to say “there is also a reason delta iron is
still the preferred material”; that should read ‘ductile’.
Mr. Cassel asked are there any other
corrections?
Mr. Daly responded I think they did
a great job.
Ms. Zich stated I also did.
Mr. Cassel stated the words the
words that seem to throw them are words like ‘delta’ and ‘ductile’ which do not
always come through clearly on the recorder.
On MOTION by Mr. Hanks seconded
by Ms. Zich with all in favor the minutes of the May 18, 2009 meeting were
approved as amended.
FIFTH
ORDER OF BUSINESS Staff
Reports
Mr. Cassel stated while
we are waiting for Mr. Fennell we will go down the staff reports. It was a good suggestion, Mr. Daly.
A. Manager
·
Monthly
Water Charts
Mr. Daly stated Ms. Zich was nice
enough to email and say the water and sewer work order chart was not
complete. I will stand up and take note
of that because I do not think I sent it to her. I went back and looked through my sent files
and it was not in there. Ms. Schurz was
not at fault for not including it. It
has been a tough month.
Ms. Zich stated the numbers look
good.
Mr. Daly stated it actually did.
Ms. Zich stated when I saw the
numbers they looked great. Last month
there were quite a few misreads, but this month there were none.
Mr. Daly stated the interesting
thing is we had two this month when I sent it to you. Next month will probably be higher. A lot of times you do not hear from the
customer and you do not find out it is a misread until you go out the next
month and find out we sent the bill out, it was a misread, the customer paid
the bill even though it was three times the norm and then we come out the next
month with a lower reading than the month before. We actually catch the misread.
Ms. Zich stated okay. I just wanted to look at it.
Mr. Daly stated I just wanted to
take responsibility for the fact I forgot to do it.
Ms. Zich stated okay.
Mr. Cassel stated Mr. Hyche’s May
water loss charts are in there as well as your water billed and water
treated. Mr. Hyche, what is our
MGD? How many gallons do we expect on an
estimated infiltration?
Mr. Hyche responded I took the
numbers including the calculations where I used what we use in the system. It looks like for the month we had an
infiltration number of approximately 8.6.
Mr. Cassel asked what does it relate
to per day?
Mr. Hyche responded 280,000 gallons
a day or something like it.
Mr. Hanks asked is this within our
allowable, in terms of infiltration? We
have mostly eight inch pipe, correct?
Mr. Hyche responded we have 12’s and
24’s.
Mr. Hanks asked on the gravity?
Mr. Hyche responded no. Not on the gravity. It is mostly six inch and eight inch.
Mr. Hanks asked do you have any idea
of how many miles of pipe?
Mr. Hyche responded I just had that
number because I was doing the report. I
believe it is 1,890 miles of total pipe.
It includes everything.
Mr. Hanks asked does it include
horse main?
Mr. Hyche responded yes.
Mr. Hanks stated it is probably
70/30 gravity of force.
Mr. Hyche stated that is
correct.
Mr. Hanks stated so that will give
us something where we can take a look at what we are looking at for
infiltration of our system and whether or not we are close to where we want to
be.
Mr. Hyche stated exactly.
Mr. Hanks stated okay.
Mr. Cassel asked are there any other
questions on the water reports?
Mr. Hanks responded no.
Mr. Cassel stated as far as any
other items I have to report, it is my understanding from Mr. Hyche that
Dunkelberger should have their initial report to us within the next day or two
on what they have found in their investigation.
Mr. Hanks asked did they complete
their drawing in the front yard?
Mr. Hyche responded all of the
sampling is done.
Mr. Cassel stated they should be
coming back to us sometime this week. We
should expect to see an initial draft to see what we have to work with.
Mr.
Hanks stated okay.
B. Attorney
There
being no report, the next item followed.
C. Engineer
·
Project
Status Report
Mr. Skehan stated the current
construction project, according to the contractor, he will have the final item
turned in tomorrow to the city. He is
anticipating he will have a permit to construct out here for Plant ‘F’. They have been doing some preliminary work
out there such as clearing and grubbing.
The county permit applications were turned in a week ago for the water
plant so we received feedback today. We
are working to respond to those questions right now. We spoke with the people at the city this
morning and they are poised and ready to help.
I spoke with Mr. Cassel this morning about Mr. Schubert, the head of the
department over there. He has called me
two Mondays in a row.
Mr. Cassel stated he is also
contacting me so they are anxious to make sure this is going through as fast as
possible.
Mr. Hanks stated thank you for
stirring things up.
Mr. Skehan stated they have been
responsive in a positive direction. Mr.
Schubert called me about a week ago to inquire about things and he actually
called me on a subsequent day to let me know one of the inspectors he received
preliminary review comments from was going to be out of town for three weeks
and he wanted to make sure he contacted him before hand to make sure the
comments were squared away before he departed.
That was good.
Mr. Hanks asked is this just for
Plant ‘F’ or is it also for the Nanofiltration Plant?
Mr. Skehan responded Plant ‘F’ is
the first one they are waiting on the check for. The Nanofiltration Plant is on its heals
right now.
Mr. Cassel stated it seems like they
are anxiously waiting to get it out of the county so we can get it to the city.
Mr. Hanks stated explain to me the
difference as to why we are back into the county for permits.
Mr. Skehan stated the county looked
at the plans a couple of weeks ago and there is a small sanitary lift station
which is associated with the plant. That
lift station has to be permitted separately, or licensed separately, to
everything else. Regardless of whether
it is on the site and it is part of an overall system here already, that lift
station had to get its own set of plans, a permit application and a license
application, which had not been submitted before.
Mr. Hanks stated so is this through
EPD or whatever they are calling themselves?
Mr. Skehan responded yes.
Mr. Daly asked is that lift station
for the Nanofiltration Plant?
Mr. Skehan responded yes. It is a new small lift station. The flow into the lift station is less than
100 GPM.
Mr. Daly asked is this for the
toilets?
Mr. Skehan responded yes and the
showers which are in there. There is one
little wash down station that comes back into it. It is very incidental compared to the overall
magnitude of the project, but they want all of the information; pump sizes,
where they are, horsepower, and etcetera.
Mr. Hanks asked will the city be in
a position to issue once that gets approved?
Mr. Skehan responded that is
correct.
Mr. Cassel stated based upon our
meeting two weeks ago with the city, most of the preliminary comments have been
addressed so when it goes back to the city there should be very minimal, if
any, secondary comments on the second time through. Part of the discussion was an improved
communication between the three parties, the city, the engineer and the
contractor, to make sure the review time is minimal.
Mr. Hanks asked how did this get to
be such a surprise on the lift station?
Mr. Skehan responded because it is
on the plant site it was a part of the typical overall plant design. We did not think a small lift station was
going to be an issue. Lift stations are
typically considered lift stations when they are out in the system.
Mr. Hanks asked if you have a lift
pump from one tank to another, is it a lift station?
Mr. Cassel responded if it is
sanitary, evidently they are considering that.
Mr. Skehan stated going from one
tank into another tank is not going into the main that is coming in; this is
why they considered it a lift station.
Mr. Hanks asked where is this going
into?
Mr. Skehan responded it is going
into the main. I suspect that is what they
would feel or say. There are plenty of
things out there which go from one tank to another tank and are not considered
lift stations.
Mr. Hanks asked do you think it is
going to take another week?
Mr. Skehan responded I do not think
so. We had a response from them today. There are a couple of other items they have
on there. They wanted wind loading
calculations. They are doing the
comprehensive review now. They are looking
for wind load calculations on a fuel storage tank. They want a lot of stuff related to
manufacture related information that the contractor does not have at this
point. We have it in our specifications
and we had included the specifications in the package when it was submitted
last week, but it is a fairly thick section of specifications. We are going to go back through and highlight
specifically the items they were asking for.
They wanted some additional references in the drawings, which were not in
the drawings. We can answer that easily
right now.
Mr. Hanks asked how about the water
modeling update with SFWMD?
Mr. Skehan responded Mr. Bulman can
respond to that. There was an RFI which
came back about a week ago. So we are
proceeding with some of the initial responses.
Mr. Bulman stated nothing looked
particularly problematic. They want some
hydrographs and specific cells. Some of
the issues we anticipated were there and others were not. CSID, NSID and the City of Coral Springs have
some budget left. We are looking at the
level of effort it will take to answer this before we issue responses.
Mr. Hanks asked is this the first
set of comments from SFWMD?
Mr. Bulman responded yes.
The
record will reflect Mr. Fennell joined the meeting at 3:30 p.m.
Mr. Hanks stated so far we have
reviewed the water and sewer work orders and received the attorney’s report.
Ms. Zich stated we did the minutes.
Mr. Fennell stated that is good.
Ms. Zich asked did you have anything
to change in the minutes?
Mr. Fennell responded no. I did
not.
Mr. Hanks stated Mr. Skehan and Mr.
Bulman were going through their project status report. A county permit application for the water
plant was turned in last week. There was
an issue related to a sewage lift station serving that plant. It was determined it was not part of the
water plant permitting, but was a stand alone lift station and had to be
permitted as such. They turned that
in. They are getting comments back and
more importantly, frequent feedback from the building officials at Coral
Springs. They have received round one of
comments from SFWMD with regards to the water modeling. That is about where we are. Ms. Zich, do you have anything to add?
Ms. Zich responded no. That is where we are. The public hearing on the budget will be
next.
Mr. Fennell asked have we opened up
the public hearing?
Mr. Cassel responded no. The next thing on the agenda is to open the
public hearing and work through the budget.
THIRD ORDER OF BUSINESS Public Hearing to
Consider the Adoption of the General Fund Budget for Fiscal Year 2010
(Resolution 2009-6) and Levy of Non Ad Valorem Assessments (Resolution 2009-7)
Mr. Fennell stated I hereby open
this meeting to the public to consider the adoption of the general fund budget
for fiscal year 2010, Resolution 2009-6 and levy of non ad valorem assessments,
Resolution 2009-7. Are there any
comments?
There not being any,
On MOTION by Mr. Hanks seconded
by Mr. Fennell with all in favor the public hearing to consider the adoption of
the general fund budget for fiscal year 2010 and levy of non ad valorem
assessments was closed.
Mr. Hanks asked were there any
changes to the budget from our last review on this?
Ms. Woodward responded yes. We basically just made general adjustments in
several broad categories and expenditures under field in order to get the per
unit assessment to equal the $186.79 the Board had projected. We did not add any new categories of
expenses. It is in line with what your
expectations were.
Mr. Fennell stated just to review;
we are going to keep our assessment the same as last year.
Ms. Woodward stated that is correct.
Mr. Hanks stated we have quite a
jump in health insurance this next year.
Mr. Daly stated it is
estimated. Health insurance does not
come in until it is finalized in August so it has to be estimated and we try to
be a little high.
Mr. Hanks stated I noticed that our
actual in fiscal year 2007 was $45,000 and our actual in fiscal year 2008 was
$33,000.
Mr. Daly stated Mr. Zilmer worked
really hard with the insurance broker and got it down. We had an interesting couple of years with
the same carrier Aetna. We will get
closer to finding out what it will be.
Mr. Fennell asked how has Aetna been
treating our employees?
Mr. Daly responded Aetna is
great. They wanted to keep us for the
second year even though three days after the first year with Aetna we
unfortunately had an employee go into the ICU for five to six days and
eventually pass away. It was quite a way
to open up the fiscal year. We had a lot
of other employees who have been ill, hospitalized and had major surgery. In the past two years there have been three
employees who have deceased. It will be
interesting to see where Aetna can come in this year. If not, there are some plans, B and C, in the
works.
Mr. Fennell asked are there any
other questions or comments?
Ms. Zich responded it looks good.
Mr. Fennell stated okay so let us
recap. We are going to be putting
essentially $750,000 into the reserves.
Our reserves will be back up to where we want them to be and we can
start thinking of some additional issues we want to overcome to improve the
system.
Mr. Hanks stated the trick is if we
stock away the money for future improvements, then we are at risk for each bank
or each entity with regard to whether they will still be around. It is a trade off.
Mr. Fennell stated it looks to me
like the government over the last year has stepped forward and they had
to. I think we are okay. The only issue is if they change the amount
of money. Have we gone out and done
certificate deposits for these funds as well?
Ms. Woodward responded yes. I believe it is $500,000 for the general fund
and $750,000 for the water and sewer.
Ms. Zich asked is all of that in
Wachovia?
Ms. Woodward responded no. It is
not.
Mr. Cassel stated it is spread over
five different banks.
Ms. Zich asked but is it only
Wachovia we have our money in for our General Fund?
Ms. Woodward responded our
certificates of deposit are in other banks, other than Wachovia. Operating funds are with Wachovia for both the
general fund and water and sewer fund.
Ms. Zich stated okay. Interest did come in just as Wachovia. Is this correct?
Mr. Cassel asked what page?
Ms. Zich responded page three. Interest Income in the budget; when I saw it
I circled it. Is it just Wachovia?
Ms. Woodward responded no. That is actually a projection for the CDs as
well.
Ms. Zich stated okay. So it is not just Wachovia. There are other sources.
Mr. Hanks asked our water quality
testing program; what are the parameters we are testing?
Mr. Hyche responded according to the
regulations of Chapter 62.555.
Mr. Hanks stated on the general fund
for $3,800, we are not going to be testing water and waste water.
Mr. Hyche stated yes you do. You have to do water quality testing in
stormwater as well.
Mr. Cassel stated when you are doing
pumping cycles every so many hours, every time you are pumping; you have to
take samples of what you are putting into the outfalls.
Mr. Hanks asked nitrates and
phosphates?
Mr. Cassel responded phosphates and
etcetera.
Mr. Hanks asked how long does our
record go back on those things?
Mr. Daly asked did we not do them
quarterly forever?
Mr. Hyche responded yes. Our permits say we have to do them quarterly on
every pump.
Mr. Fennell asked are there any
other questions or comments?
Mr. Hanks responded no.
Mr. Fennell stated I guess we are ready
for a vote.
Mr. Hanks asked what is the
procedure? Do we adopt the budget and
then adopt the levy?
Mr. Lyles responded you approve both
of those matters by approving the resolutions in your package.
On MOTION by Mr. Hanks seconded
by Mr. Fennell with all in favor Resolution 2009-6, adopting the final budget
for fiscal year 2010, was adopted.
Mr. Lyles stated Resolution 2009-7
is the actual imposition of the assessments.
Mr. Hanks asked do we need to read
the amount out into the record?
On MOTION by Mr. Hanks seconded
by Mr. Fennell with all in favor Resolution 2009-7, levying and imposing a non
ad valorem maintenance special assessment for fiscal year 2010 in the amount of
$186.79 per unit, was adopted.
Mr. Fennell stated we have a budget
with the same cost as last year. There
is no increase. Finally after so many
years of rebuilding from a hurricane we can look into improvements.
Mr. Hanks stated as far as the
rebuilding for a hurricane we can consider, when we are working on our permit
criteria manual, imposing conditions in the permit relating to the adjacent
right-of-ways and removal of trees, etcetera, from the right-of-ways; even
though they may be existing and outside of their property, we should consider
putting that on the property owner as a condition of approval so we are not the
ones getting kicked constantly with tree removal and mitigation requirements.
Mr. Fennell asked how would you do
that?
Mr. Hanks responded I think we could
probably work something into the permit criteria manual. I have not consulted with counsel or the
manager on the appropriate way to do it.
Most of these trees ended up going into the right-of-ways as a result of
those property owners.
Mr. Fennell asked what if the house
is already built and the permits already gathered?
Mr. Hanks responded we are going to
have trouble with residential. It is
mostly commercial.
Mr. Daly stated we have the five
year permit renewal. That is not a bad
time to do it.
Mr. Fennell stated you are right
because some of the houses like this canal here, the one behind some of the
commercial property and the one behind the automobile…
Ms. Zich asked how did we ever make
out with the automobile one while we are on the subject?
Mr. Daly responded Mr. Frederick is
on vacation, but he has been working hand in hand with the city. They have been on the phone a couple of times
a week. The city is handling it on our
behalf. They have cited them and have
had discussions with them. There was a
new manager or new owner who did not know anything about the original
agreement. He is getting up to speed on
what it is supposed to be. Nothing has
been done, to answer your question, at this point and time, but it has not been
dropped. It will not be dropped.
Ms. Zich asked did we send a letter
to them?
Mr. Daly responded yes. Bru’s Room, by the way, did respond. They are on board. They are going through whatever they need to
do.
Mr. Hanks asked was this with
getting some help from the city?
Mr. Cassel responded no. That was a direct. I talked to Mr. Schubert
and we are looking into, as far as their DRC in their review permit process,
anytime somebody is doing a remodeling in their check off sheet they have to
get either a letter or they show them their current, active, stormwater
permit. If they do not have an active
permit, they have to reapply and make sure it is up to current standards. I did speak to Mr. Schubert and he is very
amenable about working it into their process to make sure it is covered both
for CSID, NSID and even further.
Mr. Hanks stated it should be easy
to implement.
Mr. Cassel stated exactly.
Mr. Hanks stated it will save us all
a lot of headache down the road.
Mr. Daly stated we are keeping an
eye on the Mobil station off of Shadowood Boulevard because they are putting
new tanks into the ground. They have
always had that lake on the way in. I
was talking to Mr. Hyche about it the other day.
Mr. Hanks stated that could be half
a dozen gas stations.
Mr. Daly stated that is true. If they do some grading, we have to make sure
there have not been changes. If so, it
will require a permit.
FOURTH ORDER OF BUSINESS Consideration/ Approval
of Revised Employee Handbook
Mr. Lyles stated before
you open up the discussion on this, I want to correct one thing. I should have mentioned this to the manager
before. You are really not in a position
to approve these proposed amendments and revisions today. I believe we are dealing with rulemaking and
this is something we need to follow the provisions of the Administrative
Procedure Act under Florida Law, which means you should take a look at what is
here for informational purposes and authorize staff to notice a rulemaking
hearing which will be at least 60 days from now. This is not your final shot at this;
although, it is expected you may have comments or directions to staff at this
point. We have to follow a two step
process. One; we bring it to your
attention and get your authority to move forward. Two; we schedule a public hearing on adopting
a rule, which in essence will be these provisions, either this way or they may
be amended to have them go into enforcement and effect. Until then the existing personnel policy will
remain in effect.
Mr. Fennell stated okay.
Mr. Lyles stated the word approval
is in essence approving it to go forward as opposed to approving them today and
having them go into effect.
Mr. Hanks asked so do we have to set
the public hearing for our August meeting?
Mr. Lyles responded yes sir.
Mr. Hanks asked what else do we have
on our agenda for our August meeting? Is
it our water and sewer budget public hearing?
Mr. Daly responded August will be
the water and sewer final budget.
Mr. Hanks asked any problems with
handling it at the same meeting?
Mr. Fennell responded I do not think
so. Not that I can think of. I guess that would be the first available.
Mr. Hanks stated that is our first
available one. We are on the 15th
now so it could not be any earlier than August 17, 2009.
Mr. Lyles stated August 17, 2009
will work out very nicely.
Mr. Fennell asked are you guys all
ready for that meeting?
Mr. Cassel responded we have gone
through it internally. Mr. Zilmer
drafted it. He got updates from his
sources. We sat down as management staff
and went through each section, word by word, to make sure we were not putting
something in that would tie our hands from being able to manage the operation
and was equitable between the employees and the District. After we finished two rounds of that
internally with staff we sent it to the attorney’s office. Ms. Delegal went through and reviewed
it. She came back with some suggestions
and changes, which we corrected. This is
the version you have before you now.
Mr. Hanks stated I notice there is a
section in here related to emergency closings.
In the District we have occasions when there are emergencies and we need
staff to work around the clock. Is there
something addressing this and is this the appropriate location to address the
policy on who needs to stay and who needs to go?
Mr. Cassel responded I believe we
have it in there were it addresses our hurricane emergency plan as far as
staffing levels. It deferred to that if
I remember correctly. That was part of
our discussions.
Mr. Lyles stated it is section five,
work conditions and hours.
Mr. Fennell asked this is rather
extensive in changes from what I can remember of the previous handbook?
Mr. Daly responded I do not think
there is a great deal of changes. Maybe
some of the wording has changed applicable to laws. Most of the policies are the same as we
always had.
Mr. Hanks stated Section 5.10
addresses the closing. I am not sure.
Mr. Cassel stated it also says even
in closings which may require the facility to close there are also schedules;
call in numbers and emergency schedules could follow. I think we have covered it in that the
facility may be closed, but we are on a 12/12 or 24/24 work schedule, whatever
is necessary by a hurricane emergency work plan. As we get into it I believe we go to two 12
hour shifts. Is that correct Mr. Hyche?
Mr. Hyche asked on the hurricane
plan?
Mr. Cassel responded when we go into
hurricane plan. Is it 12 and 12 and then
it goes into a 24 hour shift once it is in locked down?
Mr. Hyche responded something like
that.
Mr. Hanks stated just as long as we
have ourselves covered on it.
Mr. Fennell stated the Board is
being listed as employees these days; at least from the standpoint of how we
write out social security and handle the taxes.
Are we covered in this in any way or how is it handled? Before I had to handle my own taxes as far as
things go, but I am not sure what my status is as far as the government
standpoint.
Mr. Lyles stated withholding is
something the staff administers as part of the normal finances of the
District. You receive a stipend and
certain benefits which are part of being an elected officer of this
District. What this essentially says is
the staff is going to follow the law in administering benefits and benefit
packages. These sorts of policies are sort
of two-way streets in organizations that adopt them. It provides not just a set of rules for the
employees to abide by, but a manner in which they are going to be dealt
with. To a certain extent you are
covered by these. I do not think it, in
any way, creates an obligation that you will have to fit within the management
structure at any level other than as a policymaker.
Mr. Fennell stated part of it is I
am not sure of my tax status with the federal government anymore. Before I was essentially a…
Ms. Zich stated subcontractor.
Mr. Fennell stated yes.
Ms. Zich stated now we are employees
the way we are paid.
Mr. Lyles stated that is an IRS
determination that was made which is way outside the scope of our ability. We can create any rule we wanted to and it
would not change that. It would have no
effect on it.
Mr. Fennell stated I was wondering
if it was reclassified, if we were reclassified.
Mr. Lyles stated no.
Mr. Hanks stated it is like if you
look at the zoning code and it says townhouses for a particular type of
structure, then you look at what a townhouse structure is in terms of building
code, they may be describing two different things by using the same word.
Mr. Lyles stated exactly.
Mr. Fennell stated okay.
Mr. Lyles stated I think part of the
purpose between the delay of it being brought to your attention and then having
a public hearing is so you will have, as well as the public to the extent it is
interested in reviewing this and coming to the public hearing, an opportunity
to look at it and comment on it. It can
be modified in any way that is either determined to be a better way of doing it
or if you just prefer it be done a certain way.
Mr. Hanks asked when you say public,
are you extending it to include the employees of this District?
Mr. Lyles responded yes. There will be a notice published of the
public hearing which will be scheduled in August.
Mr. Hanks asked what do you need
from us at this point?
Mr. Lyles responded just a motion
authorizing staff to go forward with the public hearing and the provisions of
the Administrative Procedure Act to adopt these rules.
On MOTION by Mr. Hanks seconded
by Ms. Zich with all in favor the Board authorized staff to move forward with
the public hearing and the provisions of the Administrative Procedure Act to
adopt the revised employee handbook.
Mr. Fennell asked how does this
handle the “working for more than one district” issue?
Mr. Zilmer responded we have it in
there as well. You are a District
employee first and foremost.
Mr. Daly stated no; for more than
one district such as if they work for CSID and NSID.
Mr. Zilmer stated we do not have
that issue anymore.
Mr. Fennell stated I want to make
sure we do not have that issue anymore.
Mr. Lyles stated all this does is
provide for a set of rules which apply to employees of the District. The District is defined at the front end to
include CSID, NSID and PTWCD. The rules
apply the same to the employees irrespective of one or more districts covering
them.
Mr. Cassel stated I think where you
are coming from is somebody working for say the City of Tamarac or Wilton
Manors.
Mr. Lyles stated no he said CSID and
NSID.
Mr. Fennell stated for a time we had
some fairly sever issues with people working in two or three districts.
Mr. Zilmer stated we are past that
now.
Mr. Lyles stated those employee
arrangements have all been shifted to; employee of CSID. CSID sells or loans employees to other
districts pursuant to interlocal agreements between the two districts. Are there any employees left which are
covered by some old agreement?
Mr. Cassel responded no. We moved all the employees to the appropriate
position and for services rendered from one district to another there is an
interlocal agreement for those types of services.
Mr. Fennell stated good. Congratulations on making that. I know it has taken a few years, but it was
an enormous change in policies.
Mr. Daly stated what Mr. Zilmer was
originally stating is we do have an employee and sometimes more than one that
works for two different water utilities in South Florida, us being one of them;
who did he work for first and which is the real fulltime job? We have discussed this and have a policy
about it.
Mr. Fennell asked are there any
other questions? Counsel, what is your
take on all of this?
Mr. Lyles responded I think what you
are really looking at is not new rules as much as a restatement and a more
comprehensive set of provisions of what the policy, as the staff understood
them to be, handed down from the Board are for the employees. Of course things such as Section 703, harassment, it is very helpful to put it
in writing and have employees sign the dotted line when they are hired that
they have read and understood these rules and they are to be bound by
them. If you have to take action on
something difficult like that, it is good to have a standard established in
writing. It comes from the Board through
the rulemaking process and the employees cannot question whether or not it
applies to them. That is the kind of
thing we are trying to do. We are trying
to make sure we cover the bases from a legal standpoint; the requirements for
employment, both as public employees and those things which apply to all
employees whether public or private.
Everybody understands where they are and what the expectations are. If disciplinary matters are ever needed,
there is a standard to go by for that as well.
Mr. Cassel stated we also did a lot
of updating in the safety section. The
prior manual was a little weak. At the
time it was written and adopted there was not as much clarification as to what
type of safety procedures would be followed.
We went ahead and referenced the safety manual we have as a separate
manual.
Mr. Hanks asked do we need to get
input from any entities other than our attorneys on this? Should we be approaching our insurance
carrier about the safety aspect of it?
Mr. Cassel responded the insurance
carrier is already on board. They have
done safety inspections on us; I believe there have two of them in this past
year since we have been with him. They
are looking at our safety manual and our reports. The safety issue has come a long way in this
last year. Everybody has done a good job
of bringing us up to where we need to be, but our policy manual did not really
flush it out. That is one of the areas
we updated and made sure we flushed out enough in the policy manual to cover
the safety issues.
Mr. Lyles stated I think I should
also point out since this is something, how old are these rules we are
modifying, 20 years?
Mr. Zilmer responded over 20 years.
Mr. Lyles stated you do not do this
very often. Most organizations do not do
it often. In the interim, between today
and the public hearing, any of the Board members are perfectly within their
rights to contact anyone in staff with questions, comments or observations if
you feel something additional should be looked at or if there is something you
want to bring to our attention. It is a
work in progress. It is not something
which can only occur, in terms of discussion or feedback, at one of these
meetings.
Mr. Fennell asked do we have a
written performance evaluation for everybody every year?
Mr. Cassel responded yes.
Mr. Fennell asked is it written out
and a copy goes to personnel?
Mr. Zilmer responded yes. In fact, we are all getting ready to work on
a design for a new one.
Mr. Cassel stated revised to match
our specific work environment. Additionally
the department heads to their evaluations, they are forwarded to human
resources and then Mr. Daly or I review the evaluations prior to signing off on
them.
Mr. Fennell asked what are we doing
with the educational systems?
Mr. Zilmer responded currently we
have allowed up to $1,000 per year for educational assistance.
Mr. Hanks asked does staff take
advantage of it?
Mr. Zilmer responded I think from
various departments they go to classes which keep them updated. I know I go to a lot of seminars. I believe most departments do.
Mr. Fennell stated so it is $1,000 a
year. It does not say that in here.
Mr. Zilmer stated I do not think it
actually defines the dollar amount.
Mr. Fennell stated I would like to
raise that.
Mr. Cassel stated okay.
Mr. Fennell stated I want to
encourage people to go back for certifications and more degrees. I think there are types of degrees coming up
which would be helpful. I think it
should be $3,000 per year. I know there
are certifications and other things they have to keep up with, but there are
also business courses and other kinds of things I am going to encourage many
people on staff to take advantage of.
Mr. Hanks stated you never know
where the next round of leaders is going to come here from. We are not trying to kick you out.
Mr. Zilmer stated no, but our policy
has always been that it has to be something which will benefit us as well. We are not going to send someone off for an
English class.
Mr. Fennell stated well you may have
to. If you get a general business
degree, they are going to have to take all of those classes. There are general courses you must take in
order to get a degree.
Mr. Zilmer stated we never had that
kind of policy so we will have to rewrite that.
Mr. Fennell stated it is a change I
would like to see.
Mr. Hanks asked if we are going to
extend it to $3,000 as you suggested, is it possible to tie that to a
particular performance of C or better?
Mr. Fennell responded yes.
Mr. Cassel stated we can incorporate
a tuition reimbursement program into it, which is standard. We already cover on our training side CEUs,
etcetera, for all the personnel who require CEU training. We already have it in other places in the
budget.
Mr. Fennell stated one of the trends
going on in education, it is not just at Broward College, but other ones too, people
get up to a certain point, they get good at the technology they are at, they
get stuck because they are good at the technical job, but the next job they
have to do they have to learn about budgets, they have to learn about personnel
management, they have to learn how to sell things; all kinds of things.
Mr. Hanks stated an even worse case
is they get proficient in one particular technology, they get used to it, they
do not keep their skills honed and then that technology becomes obsolete.
Mr. Fennell stated we have a new
filtration plant coming here. People are
going to have to be trained to use it. Once
the engineers walk off the course, we really want someone out there with good
training.
Mr. Hyche stated we have actually
anticipated that. We have signed them
and joined them into SEDA, which is the Southeast Desalinization
Association. They give courses in
nanofiltration and membrane.
Mr. Hanks asked do you need any
action on that from the Board?
Mr. Cassel responded we can make
modifications on what you are telling us now and have it ready for the next
time.
Mr. Fennell stated I am looking to
strengthen the education program, whether it is formal or informal. I agree with the C or better
requirement. Let us make it so people
really do think they can go and get an education. Yes, we might lose a couple of people.
Mr. Hanks stated you never know when
they are going to come back.
Mr. Fennell stated yes.
Mr. Zilmer stated typically you have
some kind of a clause in there saying they have to stay with you.
Mr. Cassel stated after the
completion of your degree it is typically a two year or you pay back scenario.
Mr. Hanks stated be prudent on the
approach, but not draconian.
Mr. Fennell asked are there any
other comments? What about drug testing?
Mr. Zilmer responded we currently
pre drug test for employment and any post accident. We do not random drug test.
Mr. Fennell asked should we or
should we not?
Mr. Cassel responded in discussions
with the insurance carriers, at this point in time the random creates a whole
new subset of issues to deal with. By
covering drug testing pre-employment and after an accident, we cover 99% of our
issues. If there is a reasonable
suspicion by a department head, they can be tested. We do not do random drug testing. When you start doing random drug testing it
is a whole other set of bookkeeping with how you generate the random.
Mr. Fennell stated I have worked at
companies who have done that.
Mr. Cassel stated Severn Trent Services
does. You never know whose number is
going to pop up. There have been several
who have popped up two or three times in our office and they are going, “why
me?” It is just they throw the names in
and a name pops out on a random basis.
Mr. Fennell stated the only issue I
have is there are certain functions, people who are out here running these
facilities, if someone does something wrong out here it can affect a whole
bunch of people.
Ms. Zich stated but they are tested
if there is an accident. Is that right?
Mr. Zilmer responded yes. Anything, even if you cut your finger.
Mr. Hyche stated you get tested.
Mr. Daly stated someone immediately
takes them. We talked to Ms. Stone. She is our Risk Manager for our insurance
company. She was overjoyed with a lot of
the steps we already had in place and the fact we did so many things right to
begin with. She did not have anything
else to offer with regard to drug testing.
Mr. Hanks stated it sounds like
random drug testing can add a lot of costs and not get much out of it.
Mr. Cassel stated it does.
Ms. Zich stated this is very
comprehensive.
Mr. Daly stated Mr. Zilmer worked
like a dog on it.
Mr. Zilmer stated everybody
did. I enjoyed getting every manager’s
input.
Mr. Fennell asked should there be a
section for the employee at will issue?
Mr. Zilmer responded it is in the
very beginning.
Mr. Hanks stated when you set this
aside for a little bit you can go back and proofread it. There were a couple of typos.
Mr. Zilmer asked there were?
Mr. Hanks responded yes.
Mr. Zilmer asked where?
Mr. Hanks responded page one, under
employee relations, the first paragraph, last line.
Mr. Fennell asked is the revision
date going to change?
Mr. Cassel responded yes. The revision date is a placeholder.
Mr. Fennell asked are there any
other comments or suggestions?
Mr. Hanks responded no. I am good with it.
Ms. Zich stated I am too.
Mr. Fennell asked are we taking two
or three employees or a half a dozen at random, have them take a look at this
and get their comments?
Mr. Cassel responded we will
probably do something.
Mr. Hyche stated we have basically
already done that.
Mr. Cassel stated I think we have
had some rank and file involved in various departments in reading some of this,
but we can go back and do a buy in situation without a problem.
Mr. Fennell stated you might get
some good comments too.
Mr. Hanks stated it was a little
smelly coming in today. Did we have some
issues with the plant today or is it just the heat?
Mr. Hyche responded it is just the
heat.
Mr. Fennell asked are there any
other items we need to cover? We covered
items one, two, three and four, right?
Mr. Cassel responded we have done
five. We are into six.
Mr. Hanks stated before we go there,
Mr. Fennell, at our workshop last week you asked what some of the real reasons are
for using reclaimed water as opposed to a well.
One of the things that came to mind after, of course all things come to
mind after you have slept on them, as you pull out of a well you often get the rotten
egg smell on occasions; especially if you have not had it up and running
frequently.
Mr. Fennell stated that could be a
selling point to some people. I thought
it was a great meeting we had, which is on the record. I would like for us to have another meeting
like that because I think it was good. I
think we need to keep pushing ahead with a comprehensive water policy and not
just be reactive; that we are reacting to outside forces coming in here. I want to see us become part of a larger
group whose goal it is to look out for the interests of the water districts in
our county, at least, if not South Florida.
Ms. Zich stated you know the group
they were trying to start in Florida is called The Council of 100.
Mr. Fennell stated counsel mentioned
he thought Broward County had only done it a few times. We kind of backed away from that thinking
what did they really know and where is their real interest since they do not
really have a dog in the hunt. The fact
is we need a bigger interest. The
smaller groups, even us, are not going to be able to influence the water policy
as it ought to be for 1.9 Million people.
We are just not getting represented.
We are going to have to take a more proactive role in making this
happen.
When I came back from this meeting
with the special districts group I realized we are a large special
district. Most special districts have 10
to 15 employees. A really big one has
100 employees. Most of them are trying
to do what we do. Is the business being run
right? Are we going to have enough
employees this month? That is all they
are doing. They are just keeping their
head down. There is not any overall
policy being made for the greater good. This
needs that action. I did not see it up
there on a coordinated basis. I
personally think the county is not well represented yet. Part of it may be our fault. We need to step up with this. I think we need to take a proactive role.
Mr. Hanks stated I agree we need to
step up. One thing I am doing is I am on
the Water Resource Task Force where we are meeting there is a member of the
SFWMD and a county commissioner. We have
mayors from neighboring communities, city commissioners and other water managers
who sit on this board. Granted, I do not
know whether you would call it policy or advisory because there is really no
set action that we could impose on anybody.
As far as being a forum to discuss this and the water view of other
government circles, it is. We are not
the only community that is looking and trying to figure out where we stand on
these issues, what is right for us and what is right for the county as a
whole. There are quite a few different
views out there. Some of them say, let
us take a countywide approach and regionalize others. One of them is let us figure out what the
best ways are, but the best way may be to go regional for some people and go it
alone for others.
Mr. Fennell stated there has to be
some logical thing. What I was actually
trying to get out of that meeting we had before was not so much how do we have
to react to the DEP. I was looking at
what the right thing is to do for Broward County and for us. What should the policies be going forward as
opposed to us just reacting to how we are going to heed these policies? It is a different question and I am not sure
if I put it to our engineering group in those terms. I think you were thinking what the best deal
we can do right now given the policies and politics and how we can weave our
ways through it. I am looking at how do
we influence that policy? I think it is
possible to do this. If we were to go
forward with good proposals and we started going before the county and other
groups with something we could sell as this is the right thing to do and this
is the right thing for Broward County, I think we could go forward and do
something.
Mr. Hanks stated one of the ways we
can deal with how we address these issues because we have under our control all
three aspects of water. We have our
stormwater management. We have our water
utility and we have our sewer utility.
We have all those issues. We can
really demonstrate and become a leader by our actions rather than waiting for
things to be passed and mandated.
Mr. Fennell stated the thing you
have to remember about what we have here is this is basically a $10 Million
business. It is a nice little business,
but it is $10 Million. It is not all
that big. We have just done something
most normal businesses do not do. We
have just leveraged ourselves four to one.
Most normal businesses do not go out and borrow $40 Million for a $10
Million business. If I was at Motorola
and ever brought up something like that, I would be laughed out of the place by
all of the financial people. How can you
possibly have that kind of leverage? It
is something to think about as far as the business. Why can we get away with doing that? Well there are two things basically. One; we supposedly have a captive
audience. Secondly; we get to set our
own rates. Okay, you are in a monopoly
kind of situation. That is still not the
kind of justification.
Even governments can go broke. Even public entities can go broke and they
have to watch the kind of money they spend.
There needs to be diligence and a good faith understanding of that. We just went through and borrowed $35 Million
and we still have $5 Million we have not paid back yet. We have a $40 Million debt and we are only a
$10 Million a year company. That is
highly leveraged. That is a four to one
leverage. If I actually saw this for a
company I was going to go out and invest in, I would really look at that. GM has gone broke with less leverage than
that. Even with the Federal Government
coming in they are still going to have $100 Billion worth of debt. That is for a highly leveraged company in the
public sector.
The point is money is precious to us
too. We have to watch very carefully how
we go forward with this. We are going to
be highly leveraged going forward paying back the debt. Once we have to start doing that I think 40%
of our gross is going to go towards paying off debt. That is a high rate. If you think of a normal business where 10%
may be profit, you would not normally be paying out 40%. You would be paying out 10% to 15%.
Mr. Hanks asked what was our leverage
30 years ago?
Mr. Fennell responded well the guy
who is making that bed was a property holder who was quickly getting rid of
that debt to the public. He got out of
it. The builders do have some risk. They have to sell enough places so they can
transfer all this massive amount of debt.
Think about what they did. They
financed all the roads. They dug all
these canals. They put in a utility
system and they have not sold a house yet.
That is a massive amount of debt.
The only way they get away with it is the special districts, which allow
them to some day take this debt off their corporate debt sheet and put it
away. Now we are the ones at risk. It still has to be running in a prudent
manner. I have taken all of the
different courses, as well as Ms. Woodward, and four to one is a high
risk.
This is why going forward we have to
be prudent about how we encourage any more debt or what we do with it. It has to make sense to basically the
stockholders, which are the people. This
is why I am looking. If there is value
in reuse water and we can find customers who are willing to pay for it and it
will be money in return it is a good thing.
I think in certain parts of the state this is true. We just have to make sure it is true for
us.
Mr. Hanks stated there are probably
more parts of the state that have those issues than do not. If you go to the west coast; Lee County,
Collier County, Hendry County, Charlotte County, Hillsborough County, Pinellas
County, they have all been under serious water restrictions for much longer
than we have.
Mr. Fennell stated this is why I
want it to make sense. When I look at
the amount of water which comes through the system, is this where the best
place to spend the money is? Maybe it is
better to have a big holding tank, have an underground thing or have something
out in the Everglades that would moderate the water flow. I just wanted to make my point that we are
just a $10 Million company with cheap management too. The overhead for management is small. Okay, moving right along. The monthly water charts.
Mr. Cassel stated we are already
done with that.
Mr. Fennell stated the utility
billing work orders.
Mr. Hanks stated we are done. We did the attorney’s report.
Mr. Fennell asked when am I going to
see a shovel turn out here?
Ms. Zich responded we already talked
about it.
Mr. Fennell asked so when is the
date?
Ms. Zich responded soon.
Mr. Cassel stated they started doing
some grubbing and layout on Plant F, but they expect to have the permit
tomorrow or Wednesday from the city. Mr.
Schubert from the city has called me the last two Monday mornings at 8:15 a.m.
to discuss where things are. He has
called Mr. Skehan several times. The
city has been very proactive in making sure we get this out the door.
Mr. Fennell stated good for
them. Thank the City of Coral Springs
for that and anyone else who might have helped.
Mr. Hanks stated the other one I do
not know if you were here for is Bru’s Room is now on board with the permit
application.
Mr.
Fennell stated okay.
SIXTH ORDER OF BUSINESS Approval of
Financials and Check Registers
·
Summary
of Cash Transactions
·
Projected
Cash Flow
Mr. Fennell asked how is the water
usage doing? We were kind of down for a
while. People were not using water.
Mr. Hyche responded we are at about
where we were last year.
Mr. Hanks asked if we maintain the
current rate of usage, will we still need to pursue the extra MGD of capacity?
Mr. Skehan responded yes.
Mr. Hyche stated we have 5% reject
you have to take into account for.
Mr. Skehan stated this is why we
have to get the additional one MGD.
Mr. Hanks stated 5% reject does not
equal one MGD when you are talking five MGD capacity at build out.
Mr. Skehan stated 10% to 15% is what
the reject is calculated at.
Mr. Hanks stated not 5%.
Mr. Skehan stated not 5%.
Mr. Hyche asked is that not reverse
osmosis?
Mr. Skehan responded reverse osmosis
will go as high as 50% in actual seawater.
Brac is anywhere from 15% to 20%.
Mr. Fennell stated we have good
water.
Mr. Skehan stated there is great water
in the Surficial Aquifer, but the water in the Floridan Aquifer is not so
good. The total of solids is much
higher.
Mr. Fennell asked would you not
serve the good wine first?
Mr. Skehan responded that is what we
are doing already.
Mr. Fennell asked is there anything
we should note Ms. Woodward?
Ms. Woodward responded no. I think everything is running well.
Ms. Zich stated that is my
opinion. Everything looks like it is
running well. Everything looks like it
is coming in good. The income looks
pretty good. Our budget we are getting
in water and sewer looks good. Things
are looking pretty good here.
On MOTION by Mr. Hanks seconded
by Ms. Zich with all in favor the financials and check registers were approved.
Due
to failure of the recording equipment the remainder of the minutes is an
executive summary of the minutes and actions taken based on the District
Manager’s notes.
SEVENTH ORDER OF BUSINESS Supervisors’ Requests and
Audience Comments
The following was
discussed:
·
There was a discussion
regarding flexibility in water rates to ensure appropriate levels of income to
cover the debt service. There was also
discussion regarding rates structures to assist in conservation and slow consumption.
·
Mr. Fennell asked about
the power factor study he requested several months ago. He was informed by staff there was a cost
associated with it and the last time it was discussed he had a meter and was
going to get with Mr. Hyche as well as the electrical engineer to see if there
were any savings.
·
Mr. Fennell discussed
the use of a micro-layer film on pools which reduces evaporation and increases
water temperature. It is available and
he questioned whether the District should encourage the use of this film by
residents as a conservation measure.
·
There was a discussion
regarding the permitting processes of SFWMD and the need to band together with
other water users to set a uniform water policy for the area. The only way the District can influence water
policies for the residents’ benefit is to band together. The current water policy may not be in the
best interest of the District.
EIGHTH
ORDER OF BUSINESS Adjournment
There
being no further business, the meeting was adjourned at 4:50 p.m.
Glen Hanks
Robert
D. Fennell
Secretary President