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, October
17, 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
John
McKune District
Consultant
David McIntosh Wastewater
Department
Ed Stover Water Department
Randy
Frederick Drainage
Supervisor
Stephen
Seigfried CSID
Cory
Johnson CH2M
Hill
Joe Brown Lanzo Construction
Jorge Acosta Resident
Krista Smith Resident
The
following is a summary of the minutes and actions taken during the October 17,
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
A.
September
19, 2011 Regular Meeting
B.
October
4, 2011 Special Meeting
One change was made on page 14 of the September 19, 2011
meeting adding the word ‘code’ before ‘ranger’.
On
MOTION by Mr. Holland seconded by Mr. Mena with all in favor the minutes of the
September 19, 2011 and October 4, 2011 meetings were approved as amended.
Mr.
Shank requested more details in the summary minutes.
THIRD ORDER OF BUSINESS Acceptance of
District Counsel Resignation
The following was discussed:
·
Mr. Shank reported Mr.
Lyles submitted his resignation as District counsel effective October 17, 2011
after 15 years of providing service with distinction to the District.
·
Mr. Holland asked what
the orderly transition will entail.
·
Mr. Shank stated at the
October 4, 2011 meeting the Board narrowed down the choices for District counsel
representation to two; Mr. Lyles and Lewis, Longman & Walker. Lewis, Longman & Walker are present at
the meeting to serve as District counsel.
·
Mr. Holland asked if
Mr. Lyles is obligated to update Lewis, Longman & Walker for the
transition. Mr. Cassel responded Mr.
Lyles has already updated the new firm with continuity files.
·
Mr. Mena stated Mr.
Lyles and his firm served the District for 15 years with distinction and honor. He presented to the Board a request to direct
staff to order a plaque honoring Mr. Lyles for his service to the District.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor a letter of gratitude for his services as well as
the plaque will be delivered to Mr. Lyles in person.
FOURTH ORDER OF BUSINESS Discussion and
Appointment of New District Counsel
This
item will be covered under the fifth order of business.
FIFTH ORDER OF BUSINESS Approval of
Engagement Letter with New District Counsel
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor the engagement letter with Lewis, Longman &
Walker for their services as District counsel was approved.
SIXTH ORDER OF BUSINESS Discussion and
Appointment of Board Member to the Broward County Water Resources Task Force
The following was discussed:
·
Mr. Cassel explained
Broward County has a Technical Advisory Committee for water as well as several
other committees.
·
Broward County also has
a Task Force consisting of members from various water utilities, special
districts and cities.
·
One of the seats on the
Task Force is reserved for an elected official from an independent
district. Mr. Hanks, a previous CSID
Board member, served on the Task Force.
·
Mr. O’Quinn contacted
Mr. Cassel today to see if the District is interested in re-appointing a Board
member to the seat.
·
The Task Force meets
quarterly.
·
They read the
information compiled by several advisory committees and discuss concepts and
ideas on issues affecting all districts and water users in Broward County.
·
If the Board is
interested, they may appoint a Board member to serve as well as an alternate in
case the person appointed cannot attend the meeting.
·
The last Task Force meeting
was October 7, 2011.
·
A tour of the C-51
reservoir is scheduled for November 4, 2011 from 8:30 a.m. to 12:30 p.m.
·
Mr. Holland expressed
interest in serving as the alternate and Mr. Mena expressed interest in filling
the vacant seat on the Task Force.
On MOTION by Mr. Shank seconded
by Mr. Holland with all in favor Mr. Mena was appointed to serve on the Broward
County Water Resources Task Force and Mr. Holland was appointed as the
alternate Board member to serve in the case Mr. Mena is unable to attend a
meeting.
·
Mr. Mena requested he
be brought up to date on what has been transpiring on the Task Force over the
past two quarters. Mr. Cassel will
forward the minutes and agendas from the Task Force meetings to Mr. Mena.
SEVENTH ORDER OF BUSINESS Consideration of Work
Authorization #62 from CH2M Hill
The following was discussed:
·
Mr. Shank asked if the
items discussed at the last meeting, which the Board did not agree with, were
addressed and changed in the work authorization.
·
Mr. Cassel stated the
work authorization does not reflect the mark-up changes Mr. Lyles sent to CH2M
Hill.
·
Mr. Cassel recommends
the Board approve the initial sum of money and the work authorization subject
to District counsel and District manager working out the appropriate language
within the work authorization to meet the needs of the District.
·
This needs to be
resolved as soon as possible so CH2M Hill can begin the research needed to move
forward toward the mediation process with the contractor.
·
Mr. Holland’s concern
is with the subtle language in the work authorization. The content of the monthly summaries is
extremely important and he would like CH2M Hill to take more responsibility in
making a statement.
·
Mr. Cassel stated their
summaries only include who did what and what task they are working on under the
basis of compensation. District staff
wants specific tasks formulated by the District with a comparative analysis of ‘x’
and ‘y’. For example, Mr. Cassel will
send a request in writing to CH2M Hill for a task to be performed. CH2M Hill will perform the task and provide
the District with the deliverable of the comparison. It requires more work from Mr. Cassel and Mr.
McKune to make sure what they are requesting gives them a similar comparison as
to what has been provided by the contractor in order to have an ‘apples’ to
‘apples’ comparison.
·
Each task will be
separate.
·
There is two and a half
years worth of paperwork to go through.
Staff wants to ensure they are looking at the correct paperwork.
·
Mr. Holland’s concern
is with the specificity of the claims and wants the District to be clear on
what they want CH2M Hill to provide in way of information.
·
Mr. Cassel stated each
task will specify what the District is looking for.
·
Mr. Shank stated he
does not see an hourly charge on the work authorization. He does not want to pay senior project
manager fees for CH2M Hill to go through their paperwork.
·
Mr. Cassel stated he
will need to discuss who will go through the paperwork with Mr. Johnson. All the charges are based on the fees
outlined in the base contract between CH2M Hill and the District.
·
Mr. Johnson stated most
of the work will be done by Mr. Easton and himself.
·
Mr. Mena does not
understand the mentality on how these types of things are done. He feels “the horse is out of the barn” and
the Board has no choice, but to go with ‘his’ recommendation.
·
Mr. Mena has a problem
with the word ‘observe’. He stated CH2M
Hill will observe an item the contractor is working on and then allow the
contractor to make a mistake, which they observed was going to happen. They do not say anything because it is not
their job to tell the contractor, but then they hold up the project. He is not pleased with how things were done
prior to the new Board.
·
Mr. Shank stated this
is about getting ready for mediation.
Some information will need to be obtained from CH2M Hill and Lanzo for
the District to understand its position in the mediation process.
·
Mr. Holland stated he
does not have a problem paying for good data, but he understands what Mr. Mena
is saying. If someone observed the
contractor doing something outside of the specifications or observed a problem,
it should have been red flagged and submitted in the report. He wants more specificity in the reports.
·
Mr. Shank stated no one
knew there was a problem until CH2M Hill changed inspectors and Mr. Easton was
put on the project.
·
Mr. Johnson stated
there are daily inspection reports he can provide to the Board. He does not want to make any statements at
this meeting which may affect CH2M Hill during the mediation.
·
Mr. McKune stated the
word ‘observe’ has to do with the daily inspection reports. What is being discussed now is more
specific. A particular activity or event
will be chosen and specific questions will be asked. The District has an interest in getting answers
to those questions. CH2M Hill may be
reluctant to provide some information as it may impact their position in the
mediation.
·
Mr. Holland stated he
does not want CH2M Hill to do more than what they are currently doing with the
exception of providing more details in their reports and letting the Board know
when there is an issue.
·
Mr. Mena asked Mr.
Johnson if he or a CH2M Hill inspector would allow the welder to do the work
erroneously if they observed the incorrect welding bead being used. Mr. Johnson stated the CH2M Hill inspectors
are not certified welders and not qualified to make the determination. Lanzo had a certified inspector providing
inspection reports. If they were
certified welders and knew the welds were bad, they would have informed
Lanzo. The reports provided by the
certified inspectors stated the welds were good. Mr. Easton has more experience with welding
issues than the previous inspector did.
·
Mr. Shank asked if CH2M
Hill questioned whether the welding was being done to specifications. Mr. Johnson stated the certified welding
inspector hired by Lanzo is supposed to be looking at the welding procedures
and providing reports to the District.
·
Mr. Brown stated the
onsite inspector at the time told Lanzo the welds had to be 100% visually
inspected. This was conveyed to the
welding inspector who performed the visual inspections. When Mr. Easton joined the project, he
requested further testing.
·
Mr. Shank noted these
types of weld issues cannot be seen in visual inspections.
·
Mr. Cassel stated when preparing
for mediation like this you are not sure how much information will be
needed. Each task needs to be controlled
and a tranche of dollars is necessary to work against. Mr. Cassel does not want to go with a large
amount of money in the beginning. He
wants to get the necessary information without wasting unnecessary time and
money.
·
Mr. Mena asked Mr.
Cassel and Mr. McKune if they are comfortable with the amount indicated in the
work authorization. Both Mr. McKune and
Mr. Cassel agree to it as an initial amount.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor Work Authorization #62 was approved subject to
Mr. Cassel, Mr. Capko and Mr. McKune’s acceptability
of the wording within the document to be worked out with CH2M Hill.
FIFTEENTH ORDER OF BUSINESS Supervisors’
Requests and Audience Comments
Ms. Smith addressed the Board and
the following was discussed:
·
She owns a home in the
District, 11856 NW 2nd Street, and has 50 feet in the backyard from
the screen enclosure to the canal.
·
She would like to
install a fence 30 feet out from her property line into the District’s
right-of-way easement.
·
Her contractor will
install a double gate so the District will have access to the area if needed.
·
She has three dogs she
wants to keep out of the canal and also wants to prevent other dogs from going
in her backyard.
·
Mr. Mena stated he went
to the property and looked at it. There are
a lot of feet, which are not being used.
She was told she could only install a fence 14 feet from the back of her
house, which leaves approximately 40 feet of the yard she is maintaining.
·
Mr. Shank asked Mr.
Frederick if 20 feet is sufficient for District staff to access the canal. Mr. Frederick responded it probably is, but
it is District property.
·
Mr. Frederick stated
there needs to be wording in the permit stating if the District needs to tear
down the fence, they can at the homeowner’s expense.
·
Mr. Holland asked
District counsel what liabilities will the District incur if anything happens.
·
Mr. Capko stated the
risk of litigation is elevated with any activity allowed on District property. If the new Board begins to allow
encroachments on District property, he recommends a policy is put in place with
guidelines under what circumstances encroachments will be allowed.
·
Mr. Shank is fine with
providing waivers to encroachments providing the homeowner agrees to the fact
it may have to be taken down to access the canal.
·
Mr. Capko stated it
will make things more challenging for the Board if they allow encroachments. In cases where they are isolated or allowed
by policy he recommends the landowner enter into an indemnification and removal
agreement with the District, which will get recorded with the property in the
case it is sold to a new homeowner. He
also recommends making sure there is a gate on any fence so District personnel can
access when necessary.
·
Mr. Frederick asked if
a fence will be allowed, will any other structure be allowed inside the fence
as well. Mr. Mena stated only the fence
will be allowed.
·
Mr. Mena stated not all
areas will be able to do this, but there is 50 feet behind her property. He feels the Board needs to be more
flexible.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the installation of a fence at 11856 NW 2nd
Street within District property was approved subject to the execution of an
encroachment agreement indemnifying the District and allowing the District
access.
EIGHTH ORDER OF BUSINESS Consideration of the
July and August Invoices from CH2M Hill
The following was discussed:
·
Mr. Cassel noted the
mark-ups he made to the copies provided in the agenda package take out the
amount of time listed for Plant F.
·
Mr. Cassel recognized
the names of the individuals listed in the invoices as being involved in the
project. He verified with Mr. Johnson
the names he did not recognize. The
figures add up to the individuals listed as working on the project.
·
Mr. Mena stated he
thought the amount of $33,000 was broken down based on the contract, but it
turns out it is in addition to the contract.
·
According to Work
Authorization #50 anything past 22 months of the work authorization gets billed
on a time and materials basis. These two
invoices are for June through August.
·
Mr. Cassel also removed
Mr. Easton’s travel allowance from the invoices because the Board never agreed
to it.
·
Mr. Mena asked what the
problem was with the nano plant for the District to be charged $33,000 in the
June through July invoice. Mr. Cassel
stated it was for Mr. Easton’s time onsite, Mr. Johnson’s involvement tracking
the project coordination and Ms. van Raavensway has
been involved offsite.
·
Mr. Johnson stated
there is time Ms. van Raavensway is involved and it
is not charged to the District.
·
Mr. Mena is not pleased
with the prices CH2M Hill is charging.
·
Mr. Holland does not
like the fact $5,244 was in one of the invoices for Mr. Easton’s allowance.
·
Mr. Shanks asked about
the O&M manuals and if they were part of the set fee. Mr. Johnson stated the District has not been
billed for them yet. The District is
charged for the review of the O&M manuals provided by the equipment
suppliers. They use some of the
information in them along with their knowledge of the plant to develop an
O&M manual tailored to the District’s plant.
·
Mr. Holland asked why
review of the O&M manuals provided by the equipment suppliers is not part
of the overall cost. He understands the
function is necessary, but does not understand why it is not part of the
overall fee.
·
Mr. Mena asked if this
is standard. Mr. McKune stated the
District has a complex plant. The
equipment suppliers provide manuals for their equipment. Mr. Johnson takes the individual parts of the
manuals to construct a manual for the entire plant.
On MOTION by Mr. Shank seconded
by Mr. Holland with Mr. Shank and Mr. Holland voting aye and Mr. Mena voting
nay Invoice #3809086 from CH2M Hill in the amount of $44,427.78 and Invoice
#3809272 in the amount of $37,970.09 as marked up by the District manager were
approved.
NINTH
ORDER OF BUSINESS Lanzo Project Update
Mr. Brown provided the following
updates:
Plant
F
·
They are correcting all
the areas tested and the painter is completing his work.
·
The painting contractor
has provided a three year warranty as requested by the Board.
·
He is putting up a bond
in the approximate amount of $140,000.
·
He is worried about the
extra inspections taking place and would like to know where the line will be
drawn on the inspections as well as additional testing.
·
Mr. Johnson stated the
engineers are going to do holiday testing of the paint to make sure the
imperfections were repaired. They are
going to make sure the painters performed to the description they gave the
Board and then they will certify the work with any necessary disclaimers.
·
Mr. Brown stated Mr.
McKune has walked through the tank with Mr. Easton. They are down to the final process of
certifying the tank. He wants to know
how many times they are going to walk through the tank and inspect it.
·
Mr. McKune stated they
will walk through it one time. Mr.
Easton and Mr. McKune agreed to allow the painter to do what he said he will do
in the manner he feels is appropriate. When
the painter is done Mr. Easton will walk through the tank and reject where the
holidays are. He will come up with a
recommendation. Mr. McKune will have his
own interpretation and the Board will decide.
·
The completion date is
scheduled for November 30, 2011.
·
Mr. Shank asked about
the testing of the valves and motors outside of the plant. They were already started up initially and
every impeller is being rotated at least once a week.
Nano
Plant
·
Lanzo
completed and tested the work. They
discovered a leak in a piece of fabricated stainless steel pipe. It was corrected about a week ago and there
was additional testing. They are 60%
complete with additional pressure testing.
·
After the additional
pressure testing is completed the membranes will be installed.
·
The scheduled completion
date is November 30, 2011.
·
Mr. Shank stated he was
informed of two possible problems. He
expressed concern for the membranes’ shelf life. Mr. Brown stated they have a letter from the
manufacturer who will certify the membranes.
They are operable and ready to be put in service.
·
The other issue of
concern is the motors for the chemicals.
Mr. Johnson stated they are seeing odd results. They changed the liquid in the chemical
metering pumps to a larger pump. CH2M
Hill bought the liquid to mitigate the issue at no charge to the District. They were installed and tested October 14,
2011 as well as today and are seeing ‘odd behavior’. The ground water should have stable flat line
water quality. Everything is running
normal when it is operated. The acid
dose rate starts to increase with no change in anything else. CH2M Hill is trying to figure out what the
problem is. They will do what is
necessary to resolve the issue with the acid motors. It will be corrected by the startup date.
·
Mr. Mena walked the
site and observed many filter pods leaking.
Mr. McKune clarified it was the cartridges which were leaking during the
testing. Mr. Brown stated there will be
some leaking because they are currently running it 400 PSI. They will never be at 400 PSI because once
the membranes are in the pressure goes down.
This tested the stainless steel pipe, which feeds it. The vessels were tested in the factory at 600
PSI.
·
Mr. Mena stated there
is a valve leaking by the overhead door in the rear since he came on the Board
in June. Mr. Brown is not familiar with
what Mr. Mena is referencing, but will look at it tomorrow.
TENTH ORDER OF BUSINESS Consideration of
Chemical Bids
Mr. Cassel discussed
the following:
·
Every year the District
requests bids for chemicals to treat the canals for aquatic herbicides. This is done in conjunction with other PTWCD,
SWCD and NSID.
·
Vendors’ prices differ
on the products; therefore, staff seeks approval to purchase the supplies from
the various vendors at the lowest price.
·
Helena Chemical, Crop
Production Services, Winfield Solutions and Alligare
are the four vendors the District will purchase chemicals from over the next
year.
·
This expense has been
budgeted.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the
chemical bids were awarded, as recommended by staff, to the lowest bidders
indicated on the bid tabulation sheet.
ELEVENTH ORDER OF BUSINESS Consideration of
Engagement Letter for Arbitrage Calculations
Mr. Cassel discussed the following:
·
Grau
& Associates completed the District’s arbitrage calculations in 2008.
·
Arbitrage calculations
are done an average of every five years’; however, it is recommended for
consideration when there is a new Board.
·
Severn Trent Services
obtained proposals from Grau & Associates,
Berger, Toombs, Elam, Gaines & Frank, and AMTEC. Grau &
Associates lowered their price from $800 a year to $750. The other two quoted $600 per year. Severn Trent Services has experience working with
all three companies. AMTEC performs the
services and provides the information faster.
·
Mr. Shank does not
understand why arbitrage rebate calculations are needed.
·
Ms. Woodward stated
arbitrage rebate is required by the Federal Government. When tax exempt bonds are issued the Federal
Government does not want the District to profit from the benefit of a lower
interest rate on payments. The District
pays approximately $1.9 Million a year in interest expense on the bonds. The government does not want the District to
take the principal on the bonds and invest it to make more than $1.9
Million. This is not an issue since the
District has made no interest income due to the rate being paid on the funds
with US Bank. The District has paid out $1.9 Million and the rebate calculation
will indicate the District made no excess interest. If the District made an excess interest
income amount and at the end of the life of the bond the figure continued to be
an excess interest income amount, the District would be required to rebate the
excess interest income back to the government.
·
Mr. Shank asked if
there is any way to make interest on the money sitting there. Ms. Woodward stated you can if the economy
improves.
·
Ms. Woodward explained
when you issue the bonds; part of the bond contract indicates where the funds
will be trusteed.
The District is tied to having the funds on deposit with US Bank, which
is paying 0% on excess interest.
·
Mr. Cassel will have
Mr. Bloom look into how US Bank has their interest structured.
On MOTION by Mr. Holland seconded by Mr. Shank with
all in favor the engagement letter with AMTEC for arbitrage rebate services was
approved.
TWELFTH
ORDER OF BUSINESS Staff
Reports
A.
Manager
·
Utility
Billing Work Orders
The
following was discussed:
·
Mr. Shank noticed the
customer inquiries requiring work orders have gone up over the past couple of
years.
·
Mr. Daly explained this
is normal when the water rates go up.
·
Mr. Daly stated the
other part is reflected in the fact the District took in an additional $600,000
in revenue. This means there are leaky
toilets, overwatering and other similar issues.
When this happens the District receives more inquiries.
·
Mr. Holland asked what
the trend is in shut-offs. Mr. Daly
stated the trend is approximately 50 shut-offs a month.
·
Mr. Shank asked if the
pressure in the pipes will be increased when the nano plant goes online. It was explained there will be no changes or
improvements to the high service pump station right now.
·
Mr. Holland asked how
long the pipes have been in place. Mr.
Cassel responded approximately 30 years.
·
Mr. Daly announced Mr.
McIntosh obtained his Class A Water License a couple of months ago.
·
The newsletter went
out. There was positive feedback from
the residents.
·
Discussion
and Consideration of Advertising RFQ for Engineering Consulting Services to the
District
Mr.
Cassel discussed the following:
·
He distributed under
separate cover a preliminary RFQ notice for engineering consulting services.
·
The District will soon
max out what is allowed under the CCNA for one time services from Mr. McKune.
·
If the District will
continue to use Mr. McKune or anyone else in his capacity, the District will
have to follow the CCNA guidelines for the specific tasking.
·
This is a draft, which
needs to be reviewed and revised by District counsel.
·
Mr. Cassel is
requesting approval to notice the RFQ to get it back in time so there is no
lapse in operations.
On MOTION by Mr. Mena seconded by Mr. Holland with
all in favor the Board approved advertising the RFQ for engineering consulting
services.
·
Monthly
Aerial Photographs
The following was discussed:
·
Mr. Mena questioned the
purpose of having the photographs every month.
·
Mr. Daly explained they
signed up to have the pictures taken when there was a great deal of activity.
·
Mr. Mena asked how much
it cost the District. Mr. Daly responded
it cost $80 a month.
C. Engineer
·
Project
Status Report
The following was
discussed:
·
Mr. Shank asked what the
Reuse Feasibility Study is about.
·
Mr. Johnson explained
they prepared the Reuse Feasibility Study as part of the wastewater treatment
plant review. It was also part of a
potential grant application with Broward County.
·
Mr. Shank would like to
talk with the city to see if they are interested in purchasing reuse water from
CSID for irrigation if the District upgrades their wastewater treatment plant
to produce reuse water.
B.
Attorney
Mr. Capko reported the following:
·
Mr. Lewis and Mr. Capko
met with Mr. Lyles last Monday to go over all the District files.
·
Mr. Lyles sent out a
letter, as requested by the Board, to the District engineer regarding their
lack of cooperation with a request for public records. He did not receive a response to the
letter. Mr. Capko will check on the
status.
·
Mr. Shank requested the
Board be copied on any letters sent out per the Board’s direction.
·
Mr. Shank requested Mr.
Capko meet with Ms. Woodward to go over how she would like his firm’s billing
be done.
·
Mr. Shank stated there
is an area where the canal is eroding the bank up to a property owner’s
fence. He would like legal opinion on
who is responsible for bank erosion. This
area is located at NW 2nd Street and NW 121st Terrace.
THIRTEENTH ORDER OF BUSINESS Approval of September Financials
and Check Registers
Ms. Woodward reviewed the following:
·
Everything is running
in accordance with the original budget.
·
No budget amendments
will need to be made this year to either the general fund budget or the water
and sewer budget.
·
Staff is in the process
of getting ready for the field work for the audit.
·
In another month there
will be adjustments in the general ledger with figures which will be closer to
the final auditing financials.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the September financials were approved.
FOURTEENTH ORDER OF BUSINESS Consideration of Participation in
City of Coral Springs Parade
The
following was discussed:
·
Mr. Daly reported he was
asked if CSID can participate in the parade.
·
The Board discussed the
request and agreed to participate.
·
The District’s
participation will be staffed by employee volunteers and consist of a truck
towing a boat with banners and candy.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor CSID will participate in the City of Coral
Springs Parade using employee volunteers with expenses not to exceed $250.
FIFTEENTH ORDER OF BUSINESS Supervisors’
Requests and Audience Comments
The following was discussed:
·
Mr. Shank discussed the
interconnect with SWCD. He toured the
area with Mr. Frederick and suggested the District help with some of the
expenses because it benefits from the interconnect.
·
Mr. Shank stated the
topics he would like to discuss at the upcoming workshops are legal/lobbying, organization
and future planning.
·
Mr. Holland stated the
Board needs a facilitator to help with the process of discussing the Board’s
vision and the District’s organization.
·
Mr. Shank wants
feedback from the department heads on what they need, want and the projects they
envision the District needs over the next 30 years.
·
Mr. Holland thinks the
direction the Board is going in will meet the needs of the community.
·
Mr. Mena welcomed Mr.
Capko to the District. He looks forward
to working with him and hopes the old ways of doing things in the District will
change for the better.
·
Mr. Mena hopes District
staff is happy with the changes being made by the new Board. He thanked them for all their work. He also complimented Mr. McKune for his work
on the District.
·
Mr. Mena received a
call from a resident who mistakenly contacted the City of Coral Springs about
people who are delinquent on their bills.
He feels the Board should review the delinquency policy.
·
Mr. Daly stated there
are currently no strict guidelines for people who are delinquent. Currently the water gets shut off if a
customer is two months behind.
Delinquent notices are hand delivered and $20 is charged to the account
for the service.
·
Mr. Cassel noted District
staff strives for consistency in the application of any policy.
·
There was discussion
regarding a code of conduct for the Board.
·
Mr. Acosta stated he is
a member of FWPCOA as well as an instructor.
It is an organization which has been around since 1941 and is solely
dedicated to teaching wastewater and water distribution operators. They will be hosting a meeting at NSID on
November 16, 2011 at 6:30 p.m. He
invited the Board to attend the meeting.
·
Mr. Cassel received an
email Friday morning from Mr. Quinton Williams asking if the Board wanted to
take the funds granted by FEMA to use towards another culvert issue identified
in the plans submitted or if the Board is okay with not using any of the
funds. This will be discussed at one of
the workshops. Mr. Shank would like to
use it towards the interconnect with SWCD if possible.
SIXTEENTH ORDER OF BUSINESS Continuation of Meeting to
October 24, 2011
There
being no further business,
On MOTION by Mr. Shank seconded
by Mr. Mena with all in favor the meeting was continued to October 24, 2011
immediately following the workshop meeting.
Kenneth
Cassel Martin
Shank
Assistant
Secretary President
Continued
from 10/24/11 below
Continued
from 10/24/11
MINUTES
OF MEETING
CORAL
SPRINGS IMPROVEMENT DISTRICT
The recessed meeting of October 17,
2011 of the Board of Supervisors of the Coral Springs Improvement District was reconvened
on Tuesday, October 24, 2011 immediately following the workshop meeting 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
Capko District
Counsel
Terry
E. Lewis Lewis,
Longman & Walker, PA
Dan
Daly Director
of Operations
John
McKune District
Consultant
The
following is a summary of the minutes and actions taken at the October 24, 2011
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 Discussion and Approval
of Purchase of ¾ Ton Truck with Utility Body
The
following was discussed:
·
Plantation Ford
submitted a bid in the amount of $25,566.82, which includes a five year/ 75,000
warranty.
·
Mr. Holland questioned
why the District is not leasing the truck.
·
Mr. Daly explained they
use to lease, but they stopped three years ago.
The trucks were being turned in with very few miles.
·
This truck should last
the District 10 years.
·
This truck is $180 less
than the one purchased in March.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the purchase of a ¾ ton truck in the amount of
$25,566.82 from Plantation Ford was approved
THIRD ORDER OF BUSINESS FEMA Grant Update
The following was
discussed:
·
Mr. Cassel looked into
whether FEMA grant funds can be used for a different project.
·
The only other project
it can be used for is another culvert in the same cycle.
·
Because it is not the
Board’s intent to move forward with any of the culvert issues, Mr. Cassel
contacted Mr. Williams to notify him the Board will not use the funds towards
any of the culverts in the cycle.
FOURTH ORDER OF BUSINESS Supervisors’ Requests
and Audience Comments
The following was discussed:
·
Mr. Cassel provided the
Board with sample agendas for the meetings.
Sample I has Audience Comments
as the third order of business and Sample II has it as the third order of
business and then again at the end of the meeting.
·
Mr. Holland attended
the Eagle Trace Board of Governor’s meeting and they
commended the Board for holding the regular meetings at 6:30 p.m.
·
Mr. Mena likes Sample
II.
·
Mr. Holland feels
having Audience Comments twice on the
agenda is redundant.
·
There was Board
consensus to follow Sample I for future agendas.
·
Mr. Mena would like to
have a time limit on all audience comments.
If there are several people in the audience who want to discuss the same
issue, one person should represent everyone and address the Board on the
issue.
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor audience comments will be limited to three minutes
per person, per issue.
·
Mr. Shank addressed
operation staff updates and the fact Mr. Stover did not report to the Board at
the last meeting regarding the problem with the lime slakers. He wants the department heads to notify the Board
of any issues.
·
Mr. Daly and Mr. Cassel
were aware of the issue and knew it was addressed.
·
Mr. Daly explained this
has been an issue for six months. This
time both lime slakers stopped working due to
electrical issues. An electrician came
out and repaired them both.
·
The lime slakers need to be retired.
Initially staff was told the new nano filtration plant would be the only
source of water and it would not be blended with lime softener. Staff is hearing about other places with nano
filtration plants, which still blend with lime softener. If one of the lime softening plants needs to
remain operational once the nano filtration plant is running, a new lime slaker will be installed.
This needs to be discussed with Mr. McKune and the District engineer.
·
Mr. Holland asked if
there were any issues as a result of the lime slakers
not working. Mr. Daly responded there
were no issues.
·
Mr. Holland would like
to be notified immediately when there is a boil water notice so he can field
questions from residents.
·
Staff will prepare a
report of issues and corrective measures taken to address them.
·
Mr. Cassel and Mr. Daly
will provide the Board with a summary of addressed issues.
·
Mr. McKune is working
with Mr. Stover on the lime slaker issue. He will provide a written report of what
should be done and the associated cost.
·
Mr. Shank discussed
preventative measures to avoid having a situation where the plant loses power
resulting in a boil water notice. He
suggested contacting FPL regarding the power lines.
·
Mr. Cassel explained staff
is going through an after action data download to analyze where the main issues
are so protocols can be established.
·
If there is another
power outage, staff can switch it over to manual operation.
·
The transfer motor has
not been replaced yet. Staff is trying
to find a replacement, but the supplier is having difficulty finding one. They may need to get one from outside the
country. Mr. Daly ordered two motors.
·
Mr. Holland asked if
SCADA would have provided immediate information. Mr. Daly responded no.
·
Mr. Shank asked about
the generator. Mr. Stover was instructed
to contact a Caterpillar dealer to look at the generator engine.
·
Mr. Cassel stated FPL
will not provide information on the actual cause of the power outage. Most of the time they do not know the cause
of an outage.
·
There are two separate
issues. The generator system has a
transfer switch and the generator came
on, but the transfer switch motor failed.
Staff did not know how to transfer it manually. The backup system is an engine driven pump
which maintains 20 pounds of pressure. There
was a problem with the pump and it had to be shut down. One of the staff members was able to manually
transfer the generator switch. Mr.
Cassel explained the difficulty and danger involved in doing this.
·
Staff will look into
new safety features. The transfer switch
may need to be replaced. Mr. Cassel
recommends waiting until after the construction project is complete to do this
because it ties the existing transfer switch into the new large generator.
·
Mr. Shank asked if the
primary generator can be used as a secondary generator once the nano filtration
plant is running. Mr. Daly and Mr.
Cassel responded it will be sold as surplus equipment.
·
Mr. Shank requested a
legal update.
·
Mr. Capko stated
because there is threat of imminent litigation, the Board will be able to have
a shade meeting.
·
Mediation is being
postponed until December or possibly January.
·
There will also be a
meeting with Mr. McKune and Mr. Johnson tomorrow morning to discuss parameters
of what the District may ask CH2M Hill to provide. Mr. Cassel, Mr. Capko and Mr. Johnson will
have a conference call in the afternoon to discuss Work Authorization #62.
·
Mr. Holland stated
questions need to be pinpointed in a way where CH2M Hill will provide
information.
·
Mr. Cassel stated they
have Lanzo’s timeline with what they believe are
concurrent delays and individual delays.
The District needs CH2M Hill to provide their timeline of concurrent
delays and actual delays.
·
Mr. Cassel is trying to
structure Work Authorization #62 in a way where he provides CH2M Hill with a
description of what he wants them to provide.
·
Mr. Shank contacted Mr.
Cassel after the October 17, 2011 because he is not pleased CH2M Hill is
charging the District for the operation and maintenance manual. He asked if the work authorization is
structured on a lump sum basis, would CH2M Hill be able to charge the District
for making the operation and maintenance manual. Mr. Cassel told him they could not. This will be discussed in mediation.
·
Mr. Cassel stated there
will be a closeout bill on Work Authorization #50, which will include the lump
sum as well as the hourly fees. If they
had to review the separate operation and maintenance manuals to put together
the main manual under the lump sum, the District should not be charged for them
reviewing it at this point.
·
Mr. Shank stated CH2M
Hill was given a task to review the engineering portion of the contracts for
the project and they approved it. They
are not taking responsibility for anything.
·
There was discussion
regarding faulty engineering designs on the construction project. Mr. McKune clarified the specification
written by the District engineer stated the structural design had to be done by
an engineer contracted by the contractor.
Mr. Capko pointed out CH2M Hill signed off on the design.
·
Mr. Shank noted there
was a nine month delay because CH2M Hill did not agree to an acceptable
solution to construction issues. This
delay pushed the project passed the 22 months indicated in Work Authorization
#50.
·
Mr. Capko noted the
contractor’s engineer may be liable as well.
·
Mr. Cassel noted the
contractor’s bonding company disengaged themselves from them.
·
Mr. Capko is handling a
similar issue with another client, which involves CH2M Hill.
·
Mr. Shank brought up
the fact the same design engineer and contractor built Plant E.
·
Mr. Capko stated CH2M
Hill has potential liability and negligent oversight.
·
Mr. Shank asked if the
District was liable for not having the construction contract sent for legal
review. Mr. Capko responded the District’s
insurance company will cover the old Board on any legal issues.
·
Senior Lanzo management has requested a lunch meeting with Mr.
Shank. Mr. Mena suggested Mr. McKune
attend the lunch meeting with Mr. Shank.
Mr. Capko and Mr. Holland agreed.
·
Lanzo
made a public records request. The
records they need are kept by CH2M Hill.
CH2M Hill refused to comply with the records request. Mr. Lyles sent CH2M Hill a letter notifying
them they must comply with the records request because they are District records.
·
There was discussion
regarding the general dynamics of litigation with a firm like CH2M Hill. District counsel recommends going through the
mediation process before entering into litigation.
FIFTH ORDER OF BUSINESS Other Matters
There
not being any, the next item followed.
SIXTH ORDER OF BUSINESS Adjournment
There
being no further business,
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the meeting was adjourned.
Kenneth
Cassel Martin
Shank
Assistant
Secretary President