MINUTES OF MEETING
CORAL
SPRINGS IMPROVEMENT DISTRICT
The recessed meeting of December 19,
2011 of the Board of Supervisors of the Coral Springs Improvement District was
held on Wednesday, January 4, 2012 at 2:40 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
Andrew
Bauman District
Counsel
Dan
Daly Director
of Operations
Kay
Woodward District
Accountant
John
McKune District
Consultant
David McIntosh Wastewater
Department
Shawn
Frankenhauser CSID
Safety Coordinator
Steven
Seigfried CSID
Staff
Alvan
Jones CSID
Staff
Joel Rony Lake Worth
Rhon Ernest-Jones, PE IBI Group
John Goldman CDM Smith
Kurt Kiefer CDM Smith
Jennifer Leone CDM Smith
The
following is a summary of the minutes and actions taken during the January 4,
2012 CSID Board of Supervisors Continued Meeting.
FIRST
ORDER OF BUSINESS Roll
Call
Mr. Cassel called the meeting to
order and called the roll.
SECOND ORDER OF BUSINESS Audience comments
There not being any, the next
item followed.
THIRD ORDER OF BUSINESS Discussion of RFQs
A.
Continual
District Engineering Services
A
draft RFQ was previously distributed to the Board. The following was discussed:
·
The RFQ is written so
more than one firm can be utilized.
·
A matrix will be added
to the RFQ making it is easier for firms to choose which areas they are responding
to.
·
A revised RFQ will be
sent to District counsel for review.
·
Firms will be ranked
based on area of specialization. For
example: water, wastewater and geotech.
·
Mr. Mena clarified the
Board’s intent to have a ‘stable’ of engineering firms which will be on call
for particular issues.
·
Mr. McKune is separate
from this RFQ because he was hired as an engineering consultant.
·
In many instances the
District will be better served by small local firms. There will be scenarios where the District
will need a middle size firm and a larger firm will be needed for other
projects.
·
This format allows the
District to choose which firm is best for certain projects.
·
Mr. Mena reiterated he wants
an advisor involved.
·
Mr. Cassel explained
Mr. McKune, Mr. Daly, the department heads and he will be part of the Selection
Committee.
·
Mr. Mena also wants District
counsel to be involved in the selection process.
B.
Engineering
Services for Review of Nanofiltration Plant
A
draft RFQ was previously distributed to the Board. The following was discussed:
·
Mr. Shank discussed the
RFQ with Mr. Daly and Mr. Cassel. The
Board can either put this out as an RFQ or Mr. McKune can hire a consultant
without going through the RFQ process.
·
Mr. Shank questioned
how independent the services will be if Mr. McKune sub-contracts the work. Mr. Bauman does not feel it will make a
difference because the services will ultimately be selected by the Board.
·
Mr. Mena asked what Mr.
Cassel foresees the District needing major engineering services for within the
next five years. Mr. Cassel responded he
is following the Board’s earlier request to build a ‘stable’ of engineers. Once the nano plant and Plant F are complete
Mr. Cassel does not foresee anything in the near future requiring a major engineering
firm. A small or medium size firm is
sufficient to meet the District’s need.
If there is a major project, a design build scenario can be used.
·
Mr. Mena asked what
size firm is needed for the slakers’ project.
Mr. Cassel responded a small or medium firm will suffice.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor Mr. McKune was authorized to hire a subcontractor
to review the nanofiltration plant.
FOURTH ORDER OF BUSINESS Other Matters
The following
was discussed:
·
Mr. Shank noted there
was another setback with Plant F.
·
Mr. McIntosh explained
they noticed rust spots while performing hydrostatic testing.
·
Mr. McIntosh was told
they should be substantially complete with the work by next week.
·
The fine air diffusers
will be repaired this week.
·
Mr. Jones provided an
update on the nano plant. There has been
little progress due to the holidays. They
are currently doing performance acceptance testing on the SCADA system and
computer programming for the SCADA system.
This testing is expected to be complete by the end of the week.
·
Mr. Cassel reported
painting of the acid room floor has begun.
·
Mr. Shank reported he
participated in a productive meeting with Mr. Cassel, Mr. McKune and CH2M Hill. CH2M Hill listened to suggestions. Mr. Shank requested they provide solutions,
suggestions and/or options prior to failure.
·
Mr. Shank expressed his
discontent for hydrogen sulfite coming from the plant. CH2M Hill suggested dispersing the hydrogen
sulfite in the air. Mr. Shank told them
it is an unacceptable solution.
·
Mr. Shank distributed
information he obtained from the EPA website regarding hydrogen sulfite.
·
Mr. Mena mentioned
Cooper City has a similar issue with hydrogen sulfite. Mr. McKune explained Cooper City has towers
without scrubbers like CSID, but they do not have the amount of hydrogen
sulfite in the water as CSID. They have
iron and CSID does not.
·
Testers will be
installed by the lime softening plant. Mr.
Shank told CH2M Hill any levels coming out of the nano plant which are higher
than what is coming out of the lime softening plant is unacceptable.
·
Mr. Shank does not
agree with CH2M Hill’s charges for documents.
They are willing to supply the District’s documents; however, there will
be a charge of up to $45,000. Those are
the District’s documents. They were paid
for and are being stored at CH2M Hill. Mr.
Shank is willing to hire a company to copy the documents. He is not willing to pay them to go through
them or make them available to the District.
He is also not willing to have a senior engineer oversee while someone
hired by the District goes through the documents. Mr. Shank is only willing to pay them for a
half an hour for digital copies.
·
Mr. Bauman stated they
are public records. The Public Record
Act allows them to be inspected and allows a charge for copies.
·
Mr. Joel stated there are
certain documents outside the public domain because of homeland security.
·
Mr. Bauman stated the
documents he went through with staff have to do with historical documents on
the drainage system, pumps and other items.
They are District documents.
·
Mr. Bauman reviewed
several work authorizations associated with the nano plant and Plant F. They are the District’s documents and are to
be provided in copy format to the District.
CH2M Hill is supposed to create a computer database and make it
accessible to the District. The District
has the right to access its documents under contract.
·
Work Order #1 states
CH2M Hill will not charge a franchise fee.
The District has the right to use documents for their intended
purpose. The District cannot sell the
design for the nano plant to another district.
·
Mr. McKune noted prior
to Work Order #1 there were several handshake agreements with Gee &
Jenson.
·
Mr. Shank stated CH2M
Hill wants to charge the District for the following:
Ø Taking
them out of Iron Mountain.
Ø Ms.
Early go through boxes to pick out what belongs to the District.
Ø Ms.
Early be present while District staff goes through boxes.
Ø Copying
fees.
·
Mr. Bauman stated this
is unacceptable. CH2M Hill has some
right to keep custody and maintain records.
They have a responsibility to maintain records for themselves. This does not entitle them to have sole
custody of those documents.
·
Mr. Bauman spoke to
CH2M Hill’s attorney about obtaining documents.
Their attorney was surprised because he thought the issue had been
worked out. Mr. Bauman does not believe
their attorney is informed about how CH2M Hill is handling this records
request.
·
Mr. McKune suggested
the District pay to have documents taken out of Iron Mountain and delivered to
CH2M Hill’s office. He can go through
those boxes with Ms. Early within a couple of days.
·
Mr. Cassel received an
email from Ms. van Raavensway. They will
provide the options requested by Mr. Shank for the next Board meeting.
·
Mr. Cassel discussed
the Bemo Roofing warranty. The standard
process for the District with regard to warranties is the District signs them
last. Bemo Roofing refuses to sign the
warranty documents first. They want the
District to sign the documents and send it to them.
·
There was Board
consensus to sign the warranty documents first and then send them to Bemo
Roofing.
·
Mr. Bauman suggested
the Board sign the documents and send them to him. He will forward them to Bemo Roofing with a
cover letter stating the District will reject the warranty if any changes are
made to it. When Bemo Roofing sends back
the fully executed documents he will compare them to the District’s copy.
·
The District received a
letter from families of three teens involved in a fatal accident when a car fell
into a Coral Springs canal. They want to
file suit. SWCD and NSID received letters
as well. The District responded
notifying them it is not a District canal.
The original letter was provided to Mr. Capko.
·
Mediation is scheduled
for February 15, 2012. Staff will meet
to discuss issues prior to mediation.
·
Mr. Cassel is reviewing
items discussed at a previous meeting with Lanzo. He is putting together a comparison of all
information received.
·
Mr. Cassel requested a
baseline timeline and actual timeline presented by the contractors from CH2M
Hill to make further comparisons. He
believes a substantial amount of lost time was self inflicted by the contractor
and is not associated with engineer reviews or the District.
·
Mr. Shank asked if the
Board has to abide by Broward County Ethics Laws or by State Ethics Laws. Mr. Bauman responded the Board must abide by
State Ethics Laws. He will review
Broward County’s new Ethics Laws to see if they apply to CSID.
·
Mr. Shank asked about
bond refinancing. Mr. Bauman responded
the earliest the current bonds issued by the District can be called is
2017. There is a possibility to do an
advanced refund. Mr. Capko looked at the
District’s rate and compared them to current market rates. He does not think the District will save
enough on interest to warrant an advanced refund; however, several calls were
made and he will provide the Board with a definitive answer. Mr. Shank requested Ms. Woodward contact Mr.
Capko to discuss this.
·
Mr. Daly reported the
District was fined for not retesting the sample which tested positive after the
power failure. He explained it was not
retested because the laboratory never called the District. They sent a letter to the Health Department
explaining the District was not notified by the laboratory. After meeting with the Director of the Board
of Health he understood the District did not do anything wrong. The fine was reduced from $9,000 to $2,750.
·
Mr. Mena suggested
sending the bill to the laboratory. Mr.
Daly suggested sending a letter requesting credit from the laboratory for
future services.
·
The laboratory also ran
the wrong tests on samples provided. Mr.
Daly had staff send in two more samples to be tested correctly. He contacted the Director of the Board of
Health who responded positively to the District’s proactive efforts. They will average the year for the
quarterlies if needed.
·
Mr. Daly is contacting
other municipalities to see what laboratories they use.
·
Mr. Mena wants a letter
sent to the laboratory letting them know what happened and asking what they
will do to remedy the problem.
·
Mr. Mena does not want vacation
time for key staff to coincide with scheduled meetings/ workshops.
·
There was Board
consensus to hold a workshop meeting on February 1, 2012 at 2:30 p.m.
FIFTH 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