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

            Mr. Shank stated each Board member received a copy of the minutes of the July 18, 2011 meeting and requested any corrections, additions or deletions.

            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