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, August
15, 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
Michael
Pawelczyk District
Counsel
Dan
Daly Director
of Operations
Kay
Woodward District
Accountant
John
McKune District
Consultant
David Macintosh Wastewater
Department
Ed Stover Water Department
Randy
Frederick Drainage
Supervisor
Cory
Johnson CH2M
Hill
Michael Bone Lanzo Construction
Joe Brown Lanzo Construction
George Avendano Service Painting
of Florida
Michael Woodward International Paint
Jorge Acosta Resident
The
following is a summary of the minutes and actions taken during the August 15,
2011 CSID Board of Supervisors Meeting.
FIRST
ORDER OF BUSINESS Roll
Call
Mr. Shank called the meeting to
order and Mr. Cassel called the roll.
SECOND ORDER OF BUSINESS Approval of the Minutes
of the July 18, 2011 Meeting
There not being any,
On
MOTION by Mr. Mena seconded by Mr. Holland with all in favor the minutes of the
July 18, 2011 meeting were approved.
THIRD ORDER OF BUSINESS Public Hearing to
Consider the Adoption of the Water and Sewer Budget for Fiscal Year 2012,
Resolution 2011-8
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the public hearing was opened.
The following was discussed:
·
There were no questions
or comments from the public.
·
Mr. Holland asked about
the $4,007,904 figure. It was explained this
figure is the debt service.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the Resolution 2011-8, adopting the water and sewer
budget for fiscal year 2012, was adopted.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the public hearing was closed.
FOURTH ORDER OF BUSINESS Approval to go out for
RFP for SCADA System for the Lift Stations
Mr. Holland MOVED to approve the RFP
for a SCADA system for the lift stations and Mr. Shank seconded it.
The following was discussed:
·
CSID is one of the only
water and sewer municipalities in South Florida without a SCADA system.
·
The proposed RFP
indicates the District’s requirements for a telemetry system.
·
Mr. Daly worked with
several staff members as well as Mr. McKune and Mr. Pawelczyk on the RFP.
·
The District is looking
to rent a system and it is not expected to cost more than $50,000 a year.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the Board approved going out for RFP for the
SCADA system for the lift stations.
FIFTH ORDER OF BUSINESS Consideration of Modification
to Sub-Grant Agreement with the Division of Emergency Management
The
following was discussed:
·
Mr. Shank would like to
table this again.
·
Mr. Cassel explained
the original grant was for a larger dollar figure because the original route
had more piping involved. An alternate
route was brought up at a meeting. The
modification is a reduction in the overall funding request because of the lower
amount of piping for the alternate route.
It is a reduction in the request for the FEMA grant.
·
Mr. Shank wants to be
sure the project is necessary before approving a modification.
·
The Board will schedule
a workshop for Ms. Early to present this project to the Board.
SIXTH ORDER OF BUSINESS Consideration of Piggybacking
from City of Pompano Beach for Disaster Debris Recovery Services from Ashbritt,
Inc.
It was explained this
agreement is for the clean up of canals after a hurricane.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the agreement between CSID and Ashbritt, Inc. was
approved.
SEVENTH ORDER OF BUSINESS Discussion of Projects
with Lanzo and CH2M Hill
A.
Lanzo
i.
Timeline
of Plant F
Mr.
Bone provided the Board with a timeline.
He expects the completion date to be October 1, 2011.
ii.
Recommended
Solution for Air Header
The following was discussed:
·
Mr. Bone stated he
submitted a letter regarding Lanzo’s intentions with the air header. They will pressure test it and put it in
operation. An extended warranty was not
included.
·
Mr. Shank noted there
are some pinholes in Plant E. He
requested pictures of where the leaks have occurred to see if there is
corrosion.
·
Mr. Bone stated they
did not take pictures of the entire air header inside of Plant E. They took a sampling out of places where they
were able to disassemble part of the piping and put cameras in.
·
Mr. Bone will work on
getting pictures as requested by Mr. Shank.
iii.
Recommended
Solution for Paint/Coatings
The
following was discussed:
·
A letter from Service
Painting of Florida was distributed to the Board.
·
Mr. McKune and Mr.
Easton would like to see the tank sprayed by granular powered instead of
water.
·
Mr. Avendano, of
Service Painting of Florida, stated their main concern is finding the bad
areas. They recommend pressure washing
to locate the area and then abrade the areas which are bad.
·
Mr. Woodward noted if
the entire surface is brush blasted, the coating will be fractured to the
extent another coating will have to be put on.
Pressure washing will identify the areas which are weakly adhered.
·
Mr. Woodward recommends
using a 3,500 PSI with a flood rate of three and a half gallons per
minute. Once the areas are identified,
they will take the areas down to bare metal, prime it and redo them.
·
Mr. Brown agrees with
the paint contractor’s approach.
·
Mr. Johnson stated CH2M
Hill is concerned with the pressure wash approach. They are not sure it will identify the problem
areas. The paint contractor will have to
go over every inch of the tank, which requires someone to watch them as they
inspect the tank. They are concerned
with the quality control.
·
Mr. McKune is concerned
the pressure washing is restrictive because of the requirements. A granular blast will not be as sensitive to
direction or distance. He would like the
contractors to come back with a procedure which limits the problems with the
pressure washing.
·
The contractor will
provide two annual inspections.
iv.
Clarifier
Floor Update
The following was discussed:
·
The slope floor was
demolished.
·
The concrete was poured
and the rebar was inspected to verify it was installed correctly.
v.
Projected
Completions
·
Plant F
CPM Construction Schedule
·
Nano
Plant CPM Construction Schedule
The
following was discussed:
·
The substantial
completion date for the Nano Plant is September 23, 2011.
·
Mr. Holland discussed
safety issues at the Nano Plant site.
·
The contractor is
currently in the process of loop testing the Nano Plant.
B.
CH2M
Hill
i.
Timeline
of Issues of Plant F
CH2M
Hill submitted their timeline to Mr. McKune for his review.
ii.
Timeline
of Personnel Against Work Authorization #50
The following was discussed:
·
Mr. Johnson stated a
letter was sent to the District today requesting these types of discussions
take place in an informal or formal mediation.
·
Mr. Cassel clarified he
received the letter at 5:01 p.m. today.
·
Mr. Pawelczyk stated an
individual Board member should not be meeting with CH2M Hill to negotiate a
resolution to the issues. He contacted
Mr. Schuchman, CH2M Hill’s attorney, today.
Mr. Lyles had returned a phone call to Mr. Schuchman through his
assistant not knowing who he was. Mr.
Lyles’ assistant was told they wanted to see how the project was going. Mr. Schuchman would not tell her who he was
representing. Mr. Pawelczyk was able to
contact and talk with Mr. Schuchman today and he and Mr. Lyles will conference
with him via phone. Mr. Pawelczyk
explained Mr. Lyles and Mr. Schuchman may not want to have an open discussion
to resolve issues in a public forum.
Both parties could potentially say something which will be used against
them in the event of litigation.
·
Mr. Shank stated the
rest of the charges can be discussed, but the $547,773.83 associated with WA
#34.1 and WA #34.2 is not up for discussion.
·
Mr. Cassel stated part
of the prior discussions is when CH2M Hill went from doing it from a seven
percent to a lump sum under WA #50 it somehow negated WA #34.1 and WA# 34.2. WA #34.1 and WA# 34.2 stand on their own as
contracts between CH2M Hill and the Board.
Only the Board can make changes to those parameters. The District’s position is WA #34.1 and WA#
34.2 stand. WA #50 is a different work
authorization set at a lump sum for a 22 month timeframe.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor Mr. Shank will meet with CH2M Hill and the
District attorney to follow up with these issues.
·
Mr. Mena requested Mr.
Cassel and Mr. McKune attend the meeting along with anyone else they feel
should be at the meeting.
·
Mr. Shank asked about
the letter from CH2M Hill which claims CSID is withholding payment on an
unrelated project. It was explained it
has to do with the large culvert project.
CH2M Hill did a preliminary design.
Ms. Woodward clarified it is not an issue of whether or not the job
should be done. She needs all of the
documentation requested so the individual invoices can be approved and
paid. This is because the backup is
necessary for FEMA. Mr. Cassel explained an audit five years
after Hurricane Wilma caused the District to have to pay FEMA back $147,000
because certain items could not be proven.
The FEMA grant requires detailed backup documentation for all funds
paid.
iii.
Level
of Effort
This item will be addressed at the
meeting discussed above.
iv.
Invoice
Backup
This
item was discussed by Ms. Woodward above.
EIGHTH ORDER OF BUSINESS Staff Reports
A. Manager
·
Resolution
2011-9, Canvassing and Certifying the Results of the Landowners Election
Mr.
Cassel stated all the proxies were reviewed and the final results were
certified.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor Resolution 2011-9, canvassing and certifying the
results of the landowners’ election, was adopted.
·
Update
on RFP for Legal Services
Mr. Cassel provided the Board with a
brief update on the RFP for legal services.
Mr. Brown requested their retainage be reduced to two percent from five
percent. Mr. Cassel will discuss with
Mr. Johnson and Mr. McKune and then bring a recommendation back to the
Board.
·
Meeting
Schedule for Fiscal Year 2012
There being no questions or
comments,
On MOTION by Mr. Shank seconded
by Mr. Mena with all in favor the meeting schedule was approved as
presented.
·
Monthly
Aerial Photographs
The above item is for informational
purposes only.
The following was also discussed:
·
Mr. Cassel provided the
Board with a sample of summary minutes.
Moving from verbatim to summary minutes will result in a quicker
turnaround.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the Board authorized moving to summary minutes.
·
Mr. Cassel informed the
Board several records request were received from Elder and Lewis, the attorneys
who represent Lanzo Construction. Data
and documents are being complied and sent to them.
·
Mr. Shank requested Mr.
Daly look into having someone come onsite and vaccinate staff for flu season.
B.
Attorney
Mr. Pawelczyk discussed the consultant
agreement with Mr. McKune. A final
version was distributed with a revision date of August 11, 2011 on the
bottom. It incorporates everyone’s
comments from the Board meetings.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the final agreement with Mr. McKune was ratified.
C.
Engineer
·
Project
Status Report
Ms. Early reviewed and discussed the project
status report.
NINTH ORDER OF BUSINESS Approval of July
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.
TENTH ORDER OF BUSINESS Supervisors’ Requests
and Audience Comments
The following was discussed:
·
Mr. Acosta had some
questions regarding the construction of the water plants.
·
Mr. Holland thanked Mr.
Daly and his staff for showing him around the water plant.
·
Mr. Shank requested CH2M
Hill discuss issues with the department heads first.
·
Mr. Mena thanked Mr.
Daly for work he has done for him. He
also discussed assigning certain responsibilities to each Board member.
·
Mr. Shank stated he
wants records from CH2M Hill and Severn Trent Services be provided to the
District offices.
·
Mr. Mena would like to
look into GIS software for the District.
·
Mr. Mena thanked all
the CSID staff for their work and told them to let the Board know of anything
they need. He would like to have a
meeting with all the staff.
EIGHTH ORDER OF BUSINESS Adjournment
There
being no further business,
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the meeting was adjourned.
Kenneth
Cassel Martin
Shank
Assistant
Secretary President