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, November
19, 2012 at 4:05 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
Kay
Woodward District
Accountant
Troy
Lyn District
Engineer
John
McKune District
Consultant
Jan Zilmer Human Resources
Ed Stover Water
Department
David McIntosh Wastewater
Department
Randy Frederick Drainage
Steve
Seigfried Field
Superintendant
George
Miller Severn
Trent Services
The
following is a summary of the minutes and actions taken during the November 19,
2012 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 the Minutes
of the October 15, 2012 Meeting
There not being any,
On
MOTION by Mr. Mena seconded by Mr. Shank with all in favor the minutes of the
November 19, 2012 meeting were approved.
THIRD ORDER OF BUSINESS Audience Comments
There not being any, the next item
followed.
FOURTH
ORDER OF BUSINESS Consideration
of Bids
·
Fire Protection
System Bid
The
following was discussed:
Ř A
fire suppression system is needed for the server room.
Ř This
suppression system does not use chemicals making it safe for electronics.
Ř The
District can piggyback off of the GSA contract.
Ř The
total amount is $14,884.25.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the fire protection system bid with Simplex
Grinnell in the amount of $14,884.25 was approved.
·
Culvert
Inspection
Mr. Frederick reviewed the bids for
culvert inspections and recommended the lowest bidder, Fish Tec, Inc. in the
amount of $17,500.
On MOTION Mr. Mena seconded by
Mr. Holland with all in favor the bid for culvert inspection was awarded to
Fish Tec, Inc. in the amount of $17,500.
FIFTH ORDER OF BUSINESS Consideration of Sungas
Tank Proposal
The Board reviewed the
proposal from the current propane supplier at a total of $19,405 per
station. There are two stations.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the proposal from Sungas Services at a total cost
of $19,405 per station was approved.
SIXTH ORDER OF BUSINESS Ratification of
Additional Expenses for Tank E Welding of Bottom Ring in the Amount of $7,500
HMT Tank Services, Inc.
found the welds in the bottom ring of the tank need to be repaired. It is more economical to do it while they are
performing other repairs so there are no remobilization fees.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor additional expenditures in the amount of $7,500
for the welding of bottom ring in Tank E were ratified.
SEVENTH ORDER OF BUSINESS Consideration of Work
Authorization #70 Odor Control Analysis
There being no questions or
comments,
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor Work Authorization #70 for odor control analysis
was approved.
EIGHTH ORDER OF BUSINESS Discussion of Setting a
Public Hearing to Amend Interest Paid on Deposits Held
The District is currently paying two
percent interest on deposits being held.
In order to stop paying interest a public hearing must be held.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor a public hearing was set for December 17, 2012 at
4:00 p.m. to discuss interest paid on deposits held.
NINTH ORDER OF BUSINESS Staff Reports
A.
Manager
·
Toilet
Rebate Program
·
Utility
Billing Work Orders
·
Water
Breaks Reports
The following was discussed:
Ř Mr.
Cassel noted the January 21, 2013 meeting is on Martin Luther King, Jr.
Day. The District offices will be closed. There was Board consensus to change the
meeting date to January 28, 2013.
Ř The
toilet rebate program is doing well. Eight
or nine residents have participated to date.
B. Director
of Operations
·
Water
Mr. Stover reported the
Broward County Health Department approved the ammoniation system. The Building Department has not approved the
door yet, but Mr. Lyn is working to get it approved.
·
Sewer
The
following was also discussed:
Ř Mr.
McIntosh reported there will be additional expenses in the amount of $13,475 for
sandblasting and painting Plant E due to additional welding.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor additional expenses in the amount of $13,475 for
sandblasting and painting of Plant E were approved.
Ř The
City of Coral Springs contacted the District claiming there are outstanding issues
with a permit from the prior contract, which Interstate never closed out.
Ř These
issues have to do with inspections of the fuel line and a change in one of the
doors.
Ř The
permit expired and the City wants the District to pay an additional fee of
$10,000 to reinstate the permit for the door and they want Interstate to submit
engineering drawings for changing the door.
Ř Mr.
Cassel is in discussions with the City to resolve this. Mr. Mena suggested he speak to Mayor Boccard.
·
Stormwater
Mr. Frederick provided an update on
conversations he had with Mr. Westfall regarding removal of trees.
Ř The
District will not be exempt from mitigation.
Ř Mr.
Mena asked if the District has the right to remove a tree located within its
right-of-way. Mr. Bauman believes the
District does have the right to remove a tree if it is in its right-of-way. Mr. Mena requested a definitive
response.
Ř Mr.
Bauman stated the District has a system designed for drainage. If a tree is an impediment to the drainage
design, the District becomes liable.
Ř District
counsel is working on a definitive answer as to whether the City can require
mitigation for removal of a tree and will provide a written legal opinion for
the next meeting.
·
Human
Resources
Mr. Zilmer reported
pensions will be moved from Hartford and ICMA to Nationwide effective January
1, 2013.
·
Field
Mr. Seigfried reported LMK
is on schedule with their work on the lift stations.
A.
Attorney
Mr. Bauman reported the
following:
·
CH2M Hill responded to
the District’s demand letter for overpayment of design fees. They do not agree they owe the District for
overpayment.
·
CH2M Hill wants to
discuss a global solution with the District dealing with this issue and
questions regarding design defects.
·
District counsel
responded the District is willing to enter into discussions with CH2M Hill
regarding overpayment amounts; however, the District will not link design
defects to the overage issues of design costs.
·
CH2M Hill was given a
deadline of November 27, 2012. If they
do not agree to meet and discuss overpayments with the District, a suit will be
filed.
B.
Engineer
·
Well
Rehabilitation Presentation
Mr. Lyn provided the Board with a
report on Globaltech’s findings on well upgrade analysis, a copy of which is
attached hereto and made a part of the public record.
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor staff was directed to proceed with Well
Improvement Phases One and Two as proposed and bring back final cost estimates
for approval.
·
Odor
Control Presentation
Mr. Lyn provided the Board with a
report on Globaltech’s findings on odor control, a copy of which is attached
hereto and made a part of the public record.
The Board requested proposals for Option Three.
Mr.
Lyn also reported repairs on the well slab will begin next week.
TENTH ORDER OF BUSINESS Approval of Financial
Statements for August and October 2012
Ms. Woodward reviewed
the financial statements.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the financials were approved.
ELEVENTH ORDER OF BUSINESS Supervisors’ Requests
The following was discussed:
Ř Mr.
Shank thanked everyone for their work.
Ř The
Board requested large documents be sent electronically instead of being printed
out.
Ř Mr.
Mena wished everyone a Happy Thanksgiving.
He also stated he spoke with City representatives regarding changing the
suggested 25 feet in the ordinance and leaving it up to the District. He was told there is no support for CSID to
change the City codes. The City Manager
suggested CSID talk with NSID to see if they are interested in changing the
City Ordinance with regard to fencing. Mr.
Mena spoke with Mr. Hyche who told him about encroachment agreements they have
been using for years.
Ř Mr.
Cassel explained most of the encroachment agreements NSID has for fences are
for easements they do not need access to.
They are not waterline easements.
CSID provides letters of no objection for side easements it does not
need access to.
Ř Mr.
Holland wished everyone a Happy Thanksgiving.
TWELFTH
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