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, April
16, 2012 at 4:02 p.m. at the District Office, 10300 NW 11th Manor,
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
Joe Stevens Water Department
Alvan Jones Water Department
Randy
Frederick Drainage
Supervisor
Steve Seigfried Field
Superintendent
Cory
Johnson CH2M
Hill
Michael
Bone Lanzo
Construction
Joe
Brown Lanzo
Construction
The
following is a summary of the minutes and actions taken during the April 16,
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 Minutes of
the March 14 and March 19, 2012 Meetings
There not being any,
On
MOTION by Mr. Mena seconded by Mr. Holland with all in favor the minutes of the
March 14 and March 19, 2012 meetings were approved.
THIRD
ORDER OF BUSINESS Audience
Comments
There
not being any, the next item followed.
FOURTH ORDER OF BUSINESS Lanzo Construction
·
Project
Updates
Mr. Brown reported the following:
·
The MC line will be
completed in a few days.
·
A new meter was ordered
and it will be a week off schedule.
·
There are issues with
finalizing the Building Department permit.
CH2M Hill is required to furnish acknowledgements to the Building
Department.
·
Mr. Johnson stated a
final letter will be provided this week.
·
There was an onsite
meeting with Lanzo, Mr. McKune and Mr. Cassel.
The project will likely be complete in 30 days.
FIFTH ORDER OF BUSINESS Consideration of
Bids
A.
Telephone
System
Mr.
Daly explained the need for a new phone system and provided an overview of the
two proposals received. Staff recommends
ID Telecom & Data, Inc’s proposal.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the bid for a telephone system was awarded to ID
Telecom & Data, Inc.
B.
Document
Management System
Mr. Daly reported only one bid was received
for document management system.
·
Advanced Processing
& Imaging, Inc. submitted a proposal for rental of a document management
system at a cost of $6,670 per year for three years and a one time set up fee
of $6,711.
·
A rental agreement is
more cost effective; purchasing a system requires approximately $50,000 in
upfront fees.
·
Mr. Mena requested in
the future the Board be provided with purchasing costs as well.
·
Mr. Mena asked if these
decisions are made through a committee.
Mr. Daly explained several staff members are involved in these decisions
and they have been meeting about this system for six months.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the bid for document management system was
awarded to Advanced Processing & Imaging, Inc.
C.
Surplus
Equipment Bid for Generator
Mr. Daly reported two bids were
received to purchase the District’s generator as surplus equipment. D Company submitted a higher bid at $6,888.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the surplus equipment bid from D Company in the
amount of $6,888 was accepted.
SIXTH ORDER OF BUSINESS Consideration of
NFPA 25 Inspection and Maintenance Contract with J.W. Fire Sprinkler, Inc.
The following was
discussed:
·
The fire sprinkler
system in the nanofiltration plant is due for inspection.
·
The current certification
expires in April.
·
This is a maintenance
agreement for $320 a year.
·
Mr. Mena noted he does
not want to be presented with items at the last minute.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the inspection and maintenance contract with J.W.
Fire Sprinkler, Inc. was approved.
SEVENTH ORDER OF BUSINESS Consideration of CH2M Hill
Invoice for Services from December 31, 2011 through January 27, 2012
The Board was provided with a marked
up copy of the invoice submitted by CH2M Hill.
Mr. Cassel removed any charges associated with Plant F. He suggested deducting $1,427 from the
invoice making the total $42,325.55.
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor the Board approved payment of the CH2M Hill
invoice for services rendered December 31, 2011 through January 27, 2012
deducting $1,427 from the total, making the total amount to be paid $42,325.55.
EIGHTH
ORDER OF BUSINESS Staff
Reports
A.
Manager
Mr. Cassel reported documents are
being completed to facilitate closing out the nanofiltration plant project.
·
Utility
Billing Work Orders
The
above items are for informational purposes only.
B.
Director
of Operations
Mr. Daly reported the following:
Ø The
Dumont Company, Inc. is requesting the District consider executing a chemical
service agreement, which will hold chemical prices used in the nanofiltration
plant for a year.
Ø Mr.
Stover contacted four chemical companies and The Dumont Company, Inc. had the
best prices and they provide free totes.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the chemical service agreement with The Dumont
Company, Inc. was approved.
·
Water
The
following was discussed:
Ø A
decision needs to be made on the type of water to be distributed to residents;
the disinfection options are free chlorine or chloramines.
Ø The
Board was provided with taste test samples.
Ø Mr.
Holland asked the water treatment plant staff what they think is the most
efficient process to produce the type of water preferred in the taste
test.
Ø Mr.
Johnson stated the nano plant was not designed for an ammonium feed
system. Free chlorine was designed as
the disinfection process. The use of
free chlorine as a residual disinfectant is commonplace throughout the country. This was decided during the design stage in
2007.
Ø Mr.
Stover explained after 30 years of using chloramines there will be a noticeable
change. People will eventually become
accustomed to it; however, there will be a period of up to five months where
the District may receive inquiries from residents.
Ø Mr.
Shank asked about THM levels. Mr.
Johnson stated free chlorine is going to form more THMs than chloramines. Tests have been conducted and they all
concluded the District will not have problems with THMs. The THM level was below the regulatory
limit.
Ø A
blend of 75% lime softening water and 25% RO water formed acceptable levels of
THM.
Ø Mr.
McKune stated both methods can be adjusted to work.
Ø There
was Board consensus to schedule a workshop to discuss options in further
detail.
Ø Mr.
Stover feels there should be an in-house IT person staffed to run the nano
plant.
·
Sewer
The
following was discussed:
Ø Wastewater
Effluent Pump No. 3 was taken out late last year to perform emergency
repairs.
Ø Vibration
analyses were performed on the other two operating pumps and unacceptable
vibrations were revealed.
Ø Mr.
McIntosh reviewed a proposed emergency project to rehabilitate the pump, which
will cost approximately $37,100. The
construction of the new concrete foundation will be done by Lanzo.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the emergency project to rehabilitate Wastewater
Effluent Pump No. 3 at a cost not to exceed $37,100 was approved.
·
Stormwater
There being
no report, the next item followed.
·
Field
The following was discussed:
Ø Mr.
Frederick reported the bank restoration at Pump Station No. 2 is expected to be
completed by the end of the week. He
provided the Board with progress images of the project.
Ø Mr.
Shank asked about canal water levels.
Mr. Frederick responded they remain low.
Ø The
main trunk lines were videoed and cleaned.
The laterals are 40% to 50% complete.
A preliminary report was provided to staff showing several cracks. A full report is anticipated by the next
meeting.
·
Human
Resources
Mr. Shank reported he requested Mr.
Zilmer perform a review of salaries, pension and employee benefits in
comparison to other water districts.
C. Attorney
Mr. Capko reported the following
·
He met with city staff
members regarding the issue with Ms. Smith’s fence permit. The city has an obscure code provision with
regard to fences where the applicant has to be the property owner of the entire
area where the fence will be located.
·
They discussed the
Board’s position and its desire to leave the decision up to the individual
districts on whether they will consent to installation of structures on their
property.
·
The city was receptive
to the idea of changing their code section; however, they are having issues
with SWCD because they are working to clean out their canal right-of-ways.
·
The city will consider changing
their ordinance if they have consensus from all districts. They do not want to deal with it on a
district by district basis.
·
Mr. Mena does not think
the city will require all districts to have consensus on this issue.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor District counsel was directed to draft a
recommended amendment to the city ordinance allowing the individual districts
to decide if certain structures can be installed on their right-of-ways.
·
Mr. Mena noted the city
does not want the districts to allow gazebos or boat docks to be installed on
right-of-ways.
·
There was discussion
about only allowing fences if approved by the Board.
D.
Engineer
·
Project
Status Report
The following was
discussed:
·
Mr. Shank read a
statement from the water treatment plant staff into the record.
Upon
review of the construction blueprints it has been concluded the initial design
of the new plant had a very limited scope in regard to disinfection. The original design called for a tap into a
pre-existing sodium hypochlorite line, this tap was then to feed directly into
the static mixer located at the transfer pump station. There was no design aspect for any command
and control functions, in other words this design had no way to provide dosing
for this extremely important chemical.
District staff has since installed metering pumps to help with
controlling dosing.
Considering
the design called for no addition of ammonia it can be presumed this design’s
intent was to convert the District’s disinfection process from chloramines to
free chlorine. A problem which has
developed with this conversion of disinfectants is the new plant does not
completely remove all of the naturally occurring ammonia. This leaves a combined residual, combined
meaning chlorine and ammonia joining together to form chloramines, the combined
residual makes it very difficult to operate the plant when you consider the
chlorine analyzer designed into the system is reading free chlorine. For the system to operate as designed the
analyzer must be able to read combined chlorine residuals, if they are
present. The other option would be to
provide sufficient chlorine prior to the analyzer which would ‘burn’ off the
remaining ammonia and then provide a true free residual. Currently the plant does not have the
facilities necessary to accommodate that option.
Our
main goal while transitioning to the operation of the new plant is to provide
as seamless a switchover for the District residents as possible. Considering the District has been operating
as a chloramines system for years, serious thought should be given to
continuing this practice in the best interest of the residents, especially due
to the fact free chlorine causes “swimming pool” taste and odor. Although the theory of free chlorination may
sound feasible, it is not prudent to use District residents as test subjects
when we know and trust the disinfection process which has been in place for
years. The addition of an ammonia system
will allow staff to continue to provide the District the same level of
confidence in their disinfection process they have come to expect.
·
Mr. Mena questioned why
District staff did not provide Mr. Johnson with a copy of this statement prior
to the meeting.
·
Mr. Johnson responded
the following:
Ø The
switch from chloramines to free chlorine will be discussed in detail at the
workshop meeting.
Ø It
was brought to the District’s attention during the original design there needed
to be an ability to control the disinfectant with regard to control feed
systems to the transfer pump station. At
the time the District opted not to do this and it was to be a manual adjustment
based on the number of trains running.
Ø The
District chose to install automated pumps after the prior decision maker was
gone.
Ø The
letter addresses there were no chlorine feed pumps and the existing system was
going to be used with rotameters. Mr.
Johnson stated it was brought to the District’s attention. The District did not want to add chemical
metering pumps and wanted to use the existing system. CH2M Hill accommodated it.
Ø The
District opted to install a couple of metering pumps in the chlorine building and
provide feedback control from the chlorine monitor.
·
Mr. Shank stated the issue
is Mr. Johnson certified the nano plant as being substantially complete and it
is still not ready to be used.
·
Mr. Johnson clarified he
asked the District five years ago what they wanted to do and how they wanted to
control their chlorine system and District staff told him they were going to
adjust the rotameters to adjust the flow going to the transfer pump station
manually.
·
Mr. Cassel stated the
individuals who made decisions five to six years ago when design parameters
were set up and who were interacting with CH2M Hill are no longer with CSID.
·
CH2M Hill warned staff
at the time about the design.
·
Mr. Cassel stated the
plant can go online and will be operational as designed with the change to free
chlorine and the final connection when the MC concentrate line is connected and
discharging where it is supposed to.
·
Mr. McKune stated when
the chlorine line and the line being discussed was first installed it was a
single dedicated line from the chlorine source to the high service main going
out the gate. The pump was to provide
chlorine for a yearly burn system. It
was on its own pump and it was manual feed rotameters, which were
discussed. The original design tied into
the single line and redirected it to tie into the transfer pump station. It would have been manually adjusted. If the discharge of the pumps from the
transfer pump station was a steady flow rate, the manual adjustment could be
based on the steady flow rate the chlorine is being fed into. If the pump discharge varies, the manually
set feed rate will not be correct. The
discharge of the pumps is governed by the original design’s height of the water
in the storage tanks. This is where the
connection goes to. The transfer pumps
are trying to maintain a range of elevations in the storage tanks. There are several variables in the pump flow
rate, which may defeat the amount of chlorine concentration dialed in. It would be correct on average; however, it
would not be correct all the time as flows vary. It probably would not matter and would
average out over the course of a day.
·
Mr. Holland questioned
whether other facilities manually monitor the feed. Mr. Johnson responded there are facilities
which manually adjust the feed because they do not trust chlorine
adjusters.
·
Mr. Johnson provided the
Board with a presentation on an O&M assessment comparing low pressure RO
membranes and nano filtration membranes; a copy of which is attached hereto and
made a part of the public record.
NINTH ORDER OF BUSINESS Approval of March Financials
and Check Registers
Ms. Woodward reviewed
the financials and Mr. Shank noted they were approved; however, no motion was
made.
TENTH
ORDER OF BUSINESS Supervisors’
Requests
The following was
discussed:
·
Mr. Shank would like to
set up a time where staff can talk to the Board off the record, suggesting
three Board members be present during shift changes, but in separate rooms.
·
Mr. Mena does not feel
this will be productive as it may bring issues amongst staff.
·
Mr. Capko stated most
governmental organizations do not have employees going directly to elected
officials, but there is no legal prohibition.
·
Mr. Holland thinks it
is a good idea.
·
Mr.
·
Mr. Shank stated a
second organizational workshop needs to be set up as well as a workshop to
discuss the disinfection process. Mr.
Cassel will coordinate dates and advise the Board.
·
Mr. Shank complemented Ms.
Philips on organizing the picnic.
ELEVENTH
ORDER OF BUSINESS Adjournment
There
being no further business at this time,
On MOTION by Mr. Shank seconded
by Mr. Mena with all in favor the meeting was adjourned.
Kenneth
Assistant
Secretary President