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, December
19, 2011 at 6:30 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
G. Capko District
Counsel
Dan
Daly Director
of Operations
Kay
Woodward District
Accountant
Jan
Zilmer Human
Resources
John
McKune District
Consultant
David McIntosh Wastewater
Department
Ed Stover Water Department
Randy
Frederick Drainage
Supervisor
Cory
Johnson CH2M
Hill
Michael
Bone Lanzo
Construction
Joe Brown Lanzo Construction
Rhon Ernest-Jones, PE IBI Group
Ken Fink Bramatrak, Inc.
The
following is a summary of the minutes and actions taken during the December 19,
2011 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 November 14, 2011 Meeting
There not being any,
On
MOTION by Mr. Holland seconded by Mr. Mena with all in favor the minutes of the
November 14, 2011 meeting were approved.
THIRD ORDER OF BUSINESS Audience Comments
There
not being any, the next item followed.
FOURTH ORDER OF BUSINESS Consideration of
Emergency Purchase
This
item is for a new backup pump.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the purchase of a new backup pump in the amount
of $17,540 was approved.
Mr. Stover reported it
will take two weeks to receive the pump and approximately three days to install
it.
FIFTH ORDER OF BUSINESS Project Updates -
Lanzo
Mr. Brown provided the Board with a
project update and the following was discussed:
Plant
F
·
Touching up on interior
paint.
·
Testing interior troughs
of the clarifier.
·
A substantial
completion list has been created and items were added by Mr. Cassel and CH2M
Hill.
·
There was a walkthrough
today with CH2M Hill.
·
Additional items will delay
the project another month.
Nano Plant
·
Individual train
testing was completed.
·
Several problems arose
during the consecutive three train test.
This is an operational problem.
·
At the previous meeting
a variance was requested as to what is considered substantial completion. Specifications require all three trains to
run simultaneously. They want to be
relieved of this requirement.
·
Mr. Shank asked about
the substantial list. Mr. Brown
responded there was consensus on different items in question regarding pipe
supports and grating. There is a plan to
resolve these issues. They will focus on
completing the list.
·
The Broward County
Health Department has to perform testing after substantial completion.
·
They are alternating
between the three trains to keep them wet.
·
Mr. Johnson stated
there are problems for which they have not found the cause. There is odd water quality coming into the
plant causing frequent backwashes, which causes pressure problems. CH2M Hill is trying to determine the source
of water quality issues.
·
Mr. Shank asked what
they are doing to resolve this.
·
Mr. Johnson responded
they discovered this issue today when they were trying to get enough well
capacity running to do the three train test.
There was significant backwash frequency on the sand strainers. There is white residue in the water and they
are trying to determine the source. The
District is having them analyzed.
·
The District can
continue to treat water with the lime softening plant and backpressure to
divert flow to the membrane plant to remove debris from the lines. Mr. Johnson hopes to accomplish this in a
week.
·
Mr. Shank asked if
there were solutions to the hydrogen sulfide gas smell.
·
Mr. Johnson responded
they are working with Broward County to determine what to do.
·
There was a brief
discussion regarding the Pilot Testing Report.
Mr. Shank stated the introduction to the report mentioned sulfides in
the water and it was left out of the conclusion. Mr. Johnson explained he wrote the report and
performed the pilot testing. The goal of
the study did not have to do with sulfides.
The goal of the study was to determine the fouling potential of the raw
water in the membrane.
·
One option, which is
often used, is to run a chlorine line to the water, partially oxidize the
sulfide and off-gas the rest of it into the atmosphere.
·
Mr. Shank wants
potential solutions from CH2M Hill.
·
Mr. Shank asked if Mr.
Easton agreed with the substantial completion list. Mr. Johnson responded the list consist of
important items of which consensus was reached.
·
Mr. Mena requested Mr.
McKune express his opinions on items discussed during the meeting. He also requested Mr. Johnson try to attend
all regular meetings.
·
Mr. McKune stated if he
disagrees with anything being said he will speak up. He stated Mr. Johnson is doing a good job of
taking charge and trying to get consensus from everyone. When they run a test to try to resolve an
issue, another issue arises. There are
no definitive answers at the moment.
·
Mr. Cassel stated he observed
a cohesive team between CH2M Hill, Lanzo, Mr. McKune and Mr. Brown
brainstorming for resolutions.
A.
Request
for Retainage Reduction
The following was discussed:
·
Mr. Cassel received the
request Friday afternoon and has not been able to analyze it. There is potential for some reduction in
retainage, but he is not comfortable with recommending a figure at this
time.
·
There is $640,000 in
retainage. Mr. Cassel recommends
maintaining a substantial amount.
·
Mr. Bone stated there
are several vendors with retainages held for over a year. They had to pay some of them because they
refused to come out and start up the equipment.
Some of the vendors are threatening to sue. He would like $300,000 to $400,000 released.
·
Mr. Mena is open to
releasing some of the retainage in accordance with Mr. Cassel’s
recommendation.
·
Mr. Cassel is
comfortable releasing $150,000 to $175,000.
·
Mr. Shank would like to
continue this meeting to January and decide on a figure then.
·
Mr. Capko mentioned the
Board can authorize the District manager to release a not to exceed amount.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the Board authorized Mr. Cassel to release
retainage at an amount not to exceed $150,000.
SIXTH ORDER OF BUSINESS Consideration of
Proposals for District Engineering Consultant
The following was discussed:
·
McKune &
Associates, Inc. and IBI Group responded to the RFQ for engineering consultant.
·
Mr. Ernest-Jones from
IBI Group addressed the Board and discussed his qualifications as well as his
desire to work with the District.
·
Mr. Mena stated he is
pleased with Mr. McKune’s work and pointed out he has 35 years of experience
with the District.
·
Mr. Holland agreed with
Mr. Mena.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the Board approved engaging McKune &
Associates, Inc. as the District engineering consultant.
SEVENTH ORDER OF BUSINESS Approval of Invoices for
McKune & Associates, Inc.
There
being no questions or comments,
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor the invoices from McKune & Associates, Inc.
were approved as submitted.
EIGHTH ORDER OF BUSINESS Appointment of
Designated Person(s) to Administer and Allocate GASB-54 Projects
Ms.
Woodward discussed the following:
·
GASB has a new rule
requiring the District to allocate the general fund balance into additional
categories.
·
The existing designated
and undesignated fund balance will be reassigned titles of ‘assigned’ and
‘unassigned’.
·
There are three other
categories, but they do not apply to the District at this time.
·
The Board can authorize
someone to act on their behalf to assist auditors and maintain changes to
designated projects. Ms. Woodward
recommends designating Mr. Daly and Mr. Cassel to assign funds.
·
Mr. Cassel explained nothing
in the Capital Program from 2008 will change or get funded without going before
the Board for approval. The Board has
final control of what funds are used for.
This allows staff to work directly with the auditors and place funds in
the correct categories.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the District Manager and Director of Operations
were authorized to administer and allocate GASB-54 projects.
NINTH ORDER OF BUSINESS Consideration of
October Invoice for CH2M Hill
The Board reviewed the invoice
submitted by CH2M Hill and the following was discussed:
·
Mr. Shank does not
understand why the District is being charged for CH2M Hill’s internal project
coordination.
·
Mr. Johnson explained
managing staff working on the project or conversations held with Mr. Easton are
inherent of what he needs to do as the Project Manager.
·
Mr. McKune explained
this is for work outside the original lump sum agreement. It is additional payment after 22 months.
·
Mr. Shank does not see
why the Board should be paying for the O&M manual on a monthly basis.
·
Mr. McKune explained Ms.
Fritch keeps track of all O&M submittals provided by the contractor in
addition to other services provided as the ‘half’ employee under the lump sum
agreement.
·
Mr. Capko stated the
task performed is listed as processing final O&M manual. It sounds as if it is part of the lump sum.
·
Mr. Johnson will
correct the language and verify whether Ms. Fritch did anything with the
O&M Manual.
·
The Board does not
agree with charges associated with invoice preparation.
·
The Board took out
charges associated with Ms. Fritch and Ms. Oblaczynski in addition to the
charges Mr. Cassel removed for Plant F.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the Board approved payment to CH2M Hill for the
October invoice in the amount of $45,463.62 minus the deductions made at the
meeting.
TENTH
ORDER OF BUSINESS Staff
Reports
A.
Manager
·
Monthly
Sewer Break Report
·
Monthly
Water Break Report
·
Utility
Billing Work Orders
The
above items were provided to the Board for informational purposes.
·
Mr. Holland asked what
happens if a cleanout is not located.
·
Mr. Daly explained they
are located with a metal detector, but if they have a plastic valve it makes it
more difficult to locate.
·
Cleanouts are often buried by
landscapers.
·
Update
on Backflow and Grease Trap Ordinances
Mr.
Cassel reported the following:
·
He met with the City
Attorney and staff last week to discuss suggested changes to City Ordinance 2011-128.
·
They will include Royal
Utility, the City of Coral Springs, CSID and NSID so there is consistent
enforcement of the backflow preventer ordinance throughout city limits.
·
An ordinance has not
been drafted yet for grease traps, but they will take the same approach.
·
The purveyors will
track commercial properties for grease trap maintenance within their
jurisdiction.
·
CSID has a system in
place for backflows, and grease traps will be added to it.
·
The District will
enforce initial tracking for everything within its service area.
·
Code enforcement will
be handled by the city.
·
Mr. Shank asked about
backflow at the Coral Square Mall.
·
Mr. Daly is waiting for
the ordinance. Several letters were sent
to them and they were ignored.
·
Mr. Mena stated this
type of control is new to the city and suggested Mr. Cassel make
recommendations to the city.
·
The city discussed a
possible interlocal agreement. This can
become complicated and is not recommended.
·
The Board can adopt a
resolution to enforce the city’s ordinances within the District.
B.
Director
of Operations
·
Water
·
Sewer
·
Stormwater
·
Field
Mr.
Daly reported the following:
·
The Holiday Parade was
a success and staff enjoyed participating in it.
·
He will be working on
the next newsletter. Mr. Shank stated he
will write something for it.
·
The Florida Association
of Special District will have a meeting on January 18, 2012.
·
The data flow system is
still going through permitting.
·
He spoke with Ms. Heafy
on the phone. She did not receive Mr.
Daly’s emails inviting her to attend the meeting last month. She works for Ms. Hines who does emergency
management for the city. Ms. Heafy was not
happy restaurants were not notified of the boil water advisory.
·
Mr. Shank feels the
city should require all restaurants to sign up for the Code Red system.
Mr.
Stover reported the following:
·
They have been working
on meeting a number of objectives.
·
They set up meetings
with CH2M Hill and Lanzo to discuss the nano plant.
·
Mr. Shank asked if acid
is still leaking. Mr. Stover responded
it is.
·
Mr. McKune stated the
vendor was scheduled to be there today.
·
Mr. Shank asked about
the RFQ for slakers.
·
Mr. McKune is waiting
for drawings from the slaker manufacturer.
A site plan needs to be done and electrical work is involved as
well.
·
Mr. Cassel asked what
the status was in trying to locate parts for the old slakers.
·
Mr. Stover contacted someone
from a company the District used to work with and is awaiting a call-back. In the past this person was not able to
locate parts.
·
Mr. McKune received an
email from a pump manufacturer regarding the injection well pump. It needs to be repaired because it is an
emergency pump. It cost $15,000 to get
the necessary part. This person deals
with a firm in Texas which casts steel impellers and sells them for $3,800. The shaft which goes with the impeller cost
$1,500. Mr. McKune considers this an
emergency.
·
Mr. McIntosh stated the
initial estimate to repair the pump was $11,000. A new pump cost $23,000. It takes 12 to 14 weeks to get a new pump. Because this is an emergency it is better to
repair it. The person performing the
repairs found additional problems. The
total cost is estimated at $16,600.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the Board authorized expenses not to exceed $17,500
to repair the emergency back-up injection well pump.
·
Mr. Shank asked if
there were any issues with spillover from the nano plant. Mr. McIntosh confirmed there were no
problems.
·
Mr. McKune stated they
are trying to get the Health Department to provide certification for partial
operation in order to operate two trains.
CH2M Hill needs to provide certification to the Health Department
stating the trains are built in accordance to the plans.
·
Mr. Frederick stated
there is an erosion problem at one of the pump stations. Bids will be obtained for the repair
work. It will be done as a design
build.
·
Mr. Shank stated SWCD
is redoing their pump station and asked if we can contact them.
·
Mr. Cassel explained it
is a different issue.
·
Mr. Shank asked if there
is any information on ownership of areas with erosion problems within the
District.
·
Mr. Frederick stated most
erosions have not reached private property and are on District property.
·
Mr. Cassel suggested
looking at the list of addresses from aerials and pick out the areas which need
to be surveyed. The area on NW 121st
Terrace was surveyed.
·
A list of locations
with erosion problems will be provided to the attorney.
C.
Attorney
Mr.
Capko provided an update on pending legislation.
·
Mr. Mena was able to
set up a meeting with Senator Ring. Mr.
Lewis, Mr. Capko and Mr. Cassel attended the meeting.
·
The meeting went well
and Senator Ring does not have a problem with the District’s legislation unless
someone brings an issue to him about it.
·
Ms. Harris, the
Executive Director of the Broward Legislative Delegation, has other local
special district bills which need to be amended. She will schedule a Delegation meeting for
the first or second week of January in Tallahassee.
·
There are two issues worth
considering an amendment to the draft bill.
·
Mr. Capko recommended
drafting an amendment to the District’s bill.
The way the bill is currently written does not require the Board to have
staggering terms if they decide to keep the current three member format.
·
The only negative
issues raised at the Delegation meeting had to do with raising Supervisors’
compensation. Eliminating this request
will increase the bill’s chances of getting passed.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the Board approved drafting an amendment to the
District’s proposed bill requiring the Board to have staggering terms and
eliminating the request to increase Supervisor compensation.
·
There were no responses
from the Broward County School Board and CH2M Hill to letters sent by Mr.
Capko.
D. Engineer
·
Project
Status Report
The
above item is for informational purposes only.
There was no further discussion on the report.
ELEVENTH ORDER OF BUSINESS Approval of November
Financials and Check Registers
There being no questions or
comments,
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the financials were approved.
TWELFTH ORDER OF BUSINESS Supervisors’ Requests
The following was discussed:
·
Mr. Shank requested the
meeting be continued and would also like to schedule workshops.
·
Mr. Holland requested a
facilitator to help process the meetings.
·
Mr. Fink provided a
proposal to the Board for their consideration.
His rate is $100 an hour.
·
Mr. Holland stated this
is a fair rate for a facilitator.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the Board approved engaging Mr. Fink’s services
as a facilitator with a limit of 50 hours.
·
Mr. Mena and Mr.
Holland commented on the Holiday Parade.
They appreciate staff’s participation.
·
There was Board
consensus to hold a workshop after the continued meeting on Wednesday, January
4, 2012
THIRTEENTH ORDER OF BUSINESS Adjournment
There
being no further business at this time,
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor the meeting was continued to January 4, 2012 at
2:30 p.m. at the District Offices.
Kenneth
Cassel Martin Shank
Assistant
Secretary President