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, May
21, 2012 at 4:00 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
Ed Stover Water Department
Joe Stevens Water Department
Alvan Jones Water Department
David McIntosh Wastewater
Department
Randy
Frederick Drainage
Supervisor
Steve Seigfried Field Superintendent
Jan Zilmer Human Resources
Cory
Johnson CH2M
Hill
Joe
Brown Lanzo
Construction
Glen
Hanks Glen
Hanks Consulting Engineers, Inc.
Rhon
Ernst Jones IBI
Group
John
Goldman CDM
Smith, Inc.
Rony
Joel CDM
Smith, Inc.
Kurt
Kiefer CDM
Smith, Inc.
Jennifer
Leone CDM
Smith, Inc.
Tim
O’Neil CDM
Smith, Inc.
Troy
Lyn Globaltech,
Inc.
Rick
Olsen Globaltech,
Inc.
Dave
Shuman Globaltech,
Inc.
Noel
A. Barnett, PE Bohler
Engineering
Steve
MacMillan Resident
Sandra
Demarco Severn
Trent Services
The
following is a summary of the minutes and actions taken during the May 21, 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 April 16, 2012 Meeting
The Board made one change, which will be incorporated
into the amended copy of the minutes.
On
MOTION by Mr. Mena seconded by Mr. Holland with all in favor the minutes of the
April 16, 2012 meeting were approved as amended.
THIRD
ORDER OF BUSINESS Audience
Comments
Mr. MacMillan addressed the Board
regarding the use of fluoride in the District’s water. He feels using fluoride is dangerous for
residents. He provided a handout, a copy
of which is attached hereto and made part of the public record.
FOURTH
ORDER OF BUSINESS Lanzo
Construction
·
Project
Updates
Mr.
McKune reported the concentrate line is almost complete. They are waiting on certification from the
Health Department for the water plant to be considered complete. The O&M manual is being reviewed.
SIXTH
ORDER OF BUSINESS TD
Bank Permit Review – Glen Hanks
A.
Issues
Regarding Permit Application for TD Bank
B.
Discussion
of Atlantic Crossings Non-Compliance
C.
Recommended
Changes to CSID Permit Criteria Manual
Mr. Hanks addressed the
Board and the following was discussed with regard to the above items:
·
The City of Coral
Springs requires parking lot elevations to be at or above the 10 year flood
elevation. This is a local ordinance and
not part of the county code.
·
Discharges on systems
with exfiltration trenches below the top of the crown pipe should be prohibited
to be compliant with current SFWMD regulations.
·
The current permit
criteria manual has less storage requirements.
·
Mr. Shank requested Mr.
Cassel place something on the June or July agenda addressing the recommendations
made by Mr. Hanks.
·
Mr. Mena thinks the city
should review and approve permit requests prior to the District’s approval.
·
Mr. Barnett stated he
received site plan approval from the city.
·
TD Bank is proposing to
build a 2,900 square foot building on what is currently an asphalt parking area
near Walgreens.
·
Mr. Hanks found
documentation indicating former Border’s site, Parcel M6, was intended to
provide their own share of flood protection.
·
The original Border’s
permit states 1.94 acre feet of storage.
It does not claim storage was provided someplace else.
·
The calculations
reviewed for Atlantic Crossings do not support the applicant’s statement that
the storage of Parcel M6 is provided on Parcels M1 or M2.
·
Mr. Hanks recommends
denial of the permit application as presented.
He will be supportive if the applicant devises a plan to have 1.94 acre
feet of storage on the overall 3 acres.
·
Mr. Barnett stated they
will not adversely impact the current condition based on the District’s permit
criteria manual.
·
Mr. Mena stated the
current applicant is being denied for past mistakes.
·
Mr. Hanks stated the site
is presently deficient. Building the TD
Bank is not going to make it more deficient; however, it will not address the
deficiency.
·
Mr. Cassel stated he is
talking with Atlantic Crossings. He is
aware the District cannot compensate all deficiencies on one project. He is working to try to get small incremental
improvements. As the engineer reviewing
the application Mr. Hanks cannot recommend approval because it does not meet
criteria. The Board has discretion to
approve small incremental increases between the applicant and the site
owner.
·
Mr. Holland expressed
concern with the District’s liability if the Board approves the application as
submitted.
·
The Board directed Mr. Cassel
and Mr. Hanks to work with the different groups associated with the project
site to see if improvements can be made before the Board considers approving or
declining the application.
FIFTH
ORDER OF BUSINESS Discussion
of Engineering Services
·
Interview
of Top Two Firms which Submitted for Engineering Services
A.
Ten
Minute Presentation
B.
Ten
Minute Question and Answer
Mr. Goldman and Mr. Joel from CDM
Smith, Inc. provided the Board with a presentation on their firm’s engineering
services, a copy of which is attached hereto and made part of the public record.
Ø Mr.
Holland questioned why there was a need for so many contacts instead of one
individual contact. It was explained Mr.
Joel would be the main contact.
Ø Mr.
Shank asked who would attend Board meetings.
Mr. Joel will attend the meetings along with any assisting project
managers.
Ø Mr.
Holland asked about the nanofiltration plant CDM Smith, Inc. completed in
October of 2011. Mr. Goldman reported it
was completed on time and under budget.
The plant has won several engineering awards and secured ARRA funding.
Ø Mr.
Mena asked why the Board should select CDM Smith, Inc. Ms. Leone responded they provide excellent
service, have nationally recognized staff and the District will have access to
international resources. Ms. Leone also
lives within the District.
Ø Mr.
Mena stated the District had several issues with the current engineering firm
and reiterated Mr. Johnson is not at fault.
Mr. Mena asked if they will take responsibility for any mistakes they may
make and refrain from charging the District for their mistake. A representative stated they address and fix
any mistakes first. They want the client
to be happy and to keep the contract for a long time. The firm is client service oriented. Mr. Joel stated the firm takes responsibility
for mistakes and resolves them at their expense.
Ø Mr.
Holland asked what districts they currently provide engineering services
for. They currently are not a district
engineer and have not been in the past five years. They provide services for several cities and
counties.
Ø Mr.
Shank discussed issues with responsiveness from large firms and the Board’s
interest in a smaller local firm for better responsiveness. Mr. Goldman stated they have a local team,
which will be attentive to the District’s needs.
Mr. Lyn and Mr. Gandy from
Globaltech, Inc. provided the Board with a presentation on their firm’s
engineering services, a copy of which is attached hereto and made part of the
public record.
Ø Mr.
Holland asked about the reversed osmosis plant in Fort Pierce, which Globaltech, Inc. is working on. Mr. Lyn responded they are done with the
initial expansion and are now renovating lime softening facilities.
Ø Mr.
Holland asked where Globaltech, Inc. gets its expertise in wastewater and
drainage. Mr. Schuman provides expertise
on wastewater. They rely on sub
consultants for drainage. Mr. Olson has
experience in stormwater master planning.
Ø Mr.
Lyn will be the District liaison and will attend meetings.
Ø Mr.
Jones asked to what extent does Globaltech, Inc. research and keep abreast of DEP
regulations. Mr. Lyn explained they have
continuing education, are active in many utilities and are aware of changing
regulations.
Ø Mr.
Holland asked who makes selections of sub consultants. Mr. Lyn responded it depends on the type of
work. The District can refuse any sub
consultant.
·
Discussion
of Current District Engineering Services
The
following was discussed:
Ø Mr.
Cassel prepared a memorandum regarding the District engineer recommendation,
which is based on the Review Committee’s evaluation of submittals. The committee recommends Globaltech, Inc.
Ø Mr.
McKune stated the smaller the firm the more rapidly they respond. He also feels Globaltech, Inc. is a better
option for the District’s needs.
Ø Mr.
Mena asked how large CDM Smith, Inc. is.
Mr. McKune responded their proposal indicates they have 5,500 employees.
Ø Mr.
Mena asked how large Globaltech, Inc. is.
Mr. Lyn responded their fulltime staff fluctuates between 20 and 30
employees.
Ø Mr.
Daly stated Globaltech, Inc. has an advantage because they know the District’s
operation and staff.
Ø Mr.
Cassel stated the Board will select a firm based on qualifications and not
costs. The District will later enter
into negotiations for cost structure and contract.
Ø Mr.
McIntosh feels Globaltech, Inc. will be an ideal firm.
Ø Mr.
Frederick wants to work with a local firm who understands the District’s
system.
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor the Board approved entering into negotiations with
Globaltech, Inc. for engineering services.
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor the agreement with CH2M Hill for engineering
services was terminated based on the convenience clause and District counsel
was instructed to prepare a 30 day written notice to CH2M Hill.
Ø Mr.
Mena thanked Mr. Johnson for his work with the District.
SEVENTH ORDER OF BUSINESS Consideration of Contracts
A.
Piggyback
from SWCD for Disaster Debris Monitoring and Removal Services
Mr. Daly stated the District has a
contract with Ashbritt for disaster debris removal, but does not have debris
monitoring services. SWCD has a contract
for disaster debris monitoring services with Malcom Pirnie, Inc. and disaster
debris removal services with Phillips and Jordan, Inc. The District can piggyback off of SWCD for
these services.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor Mr. Cassel was authorized to execute contracts
with Malcom Pirnie, Inc. and Phillips and Jordan, Inc. for disaster debris
monitoring and removal services.
FOURTH
ORDER OF BUSINESS Lanzo
Construction (Continued)
·
Project
Updates
Mr. Brown reported the following:
Ø They
completed the 12 inch MC line. The
Health Department has to do a final inspection.
Ø They
are preparing for pavement work.
Ø Grass
and seeding will be installed in different areas once materials are moved out
and the areas are graded.
Ø He
discussed retainage. There is still
money being held in the agreement as well as retainage on the contract. He proposed billing out the remainder of the
contract and the District hold the other money.
Ø Mr.
Cassel stated all retainage and figures in the agreement will be released with
the final payout. Mr. Cassel, Mr. McKune
and Mr. Brown need to meet to review the payout and figure out the balance
application.
SEVENTH ORDER OF BUSINESS Consideration of Contracts
(Continued)
B.
IPower
Contract
Mr. Daly reviewed the IPower service
agreement for the server.
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor the IPower contract was approved.
EIGHTH ORDER OF BUSINESS Distribution of the
Proposed General Fund Budget and Consideration of Resolution 2012-1, Approving
the Budget and Setting the Public Hearing
Ms. Woodward reviewed the proposed
general fund budget for Fiscal Year 2013.
·
The budget was prepared
under the assumption the District will have an assessment of $186.79 per
unit.
·
A separate handout was
distributed showing projected assessment levels with two options to reduce the
assessment. The general fund budget will
have to be reduced by $117,366 to reduce assessments to $176.79 per unit or by
$234,732 to reduce assessments to $166.79 per unit.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the proposed budget for Fiscal Year 2013 was
approved as submitted with an annual assessment of $186.79 per unit.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor Resolution 2012-1, approving the general fund
budget and setting the public hearing for August 20, 2012 at 4:00 p.m. at the
District Offices, was adopted.
NINTH ORDER OF BUSINESS Consideration of
Engagement Letter with Keefe, McCullough & Co, LLP to Perform the Financial
Audit for Fiscal Year 2012
There
being no questions or comments,
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the engagement letter with Keefe, McCullough
& Co, LLP to perform the financial audit for Fiscal Year 2012 was approved.
TENTH ORDER OF BUSINESS Consideration of
Additional Expense to Emergency Sewer Pump Repairs
Mr. McKune explained the Board
approved approximately $38,000 for the project.
The cost is approximately $23,000 higher than what Advanced Mechanical
previously estimated due to additional pump repairs. Staff requested approval for $10,000 in
additional expenditures for this project.
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor $10,000 in additional expenditures were approved
for the emergency sewer pump repair project.
ELEVENTH ORDER OF BUSINESS Consideration
of CH2M Hill Invoice Dated January 28, 2012 through February 24, 2012
The Board was provided with a marked
up copy of the invoice submitted by CH2M Hill.
Mr. Cassel suggested deducting $7,534 from the invoice making the total
$25,072.35
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the Board approved payment of the CH2M Hill
invoice for services rendered January 28, 2012 through February 24, 2012
deducting $7,534 from the total, making the total amount to be paid $25,072.35.
TWELFTH ORDER OF BUSINESS Staff Reports
A.
Manager
·
Utility
Billing Work Orders
·
Water
Break Report
The above items are for
informational purposes only.
·
Discussion
of Water Tank Cleaning
The following was
discussed:
Ø The
District is required to periodically clean its storage tanks by a certain date.
Ø Mr.
Stover negotiated with water tank cleaning companies in the area and the normal
cost will be reduced by 50% if the District has them cleaned in January.
Ø Mr.
Stover has written approval from the Health Department to defer cleaning the
water tanks to January. This will save
the District $13,000.
·
Discussion
of Recreational Use of District Canals and Lakes
The following was discussed:
Ø There
have been several complaints from residents regarding people fishing in the
canals behind their properties.
Ø A
letter was written to the Coral Springs Police Chief six years ago stating
these areas are District property maintained by abutting homeowners.
Ø It
has been District policy to only allow abutting homeowners to fish from the
canal bank behind their property.
Ø There
was Board consensus for Mr. Cassel to send the new Police Chief a similar
letter.
B.
Director
of Operations
·
Correspondence
from Resident Regarding $800 Plumber Invoice
Mr. Daly reviewed a
letter from a resident requesting reimbursement for sewer blockage
services. He did not initially contact
the District and had a vendor address the issue. The vendor did not fully address the problem
and the District was able to resolve the issue.
There was Board consensus to not change District policy to address sewer
blockage issues for residents and to not reimburse the resident for $800 in
plumber services.
·
Water
Mr. Stover addressed
the following:
Ø The
shutters on the fans are not closing or opening properly and the fans are not running.
Ø He
emailed Mr. Brown regarding the pump in the acid containment area. The way it is currently designed it needs to
be manually turned on and off causing it to burn out. Mr. Johnson stated it may have been designed
this way for safety reasons. Mr. Cassel
requested Mr. Johnson look into the design and see if an ‘on’ switch can be
installed with an automatic cutoff timer.
Ø Staff
has been trying have a pump installed in the CIP area to clean chemicals and
was told a pump was not in the design specifications. The contract indicates there was a pump in
the area.
·
Sewer
Mr. McIntosh reported
the wastewater treatment plant is being emptied and will be x-rayed next week.
·
Stormwater
There being no report, the next
item followed.
·
Field
There being no report, the next
item followed.
·
Human
Resources
Mr. Zilmer updated the
Board on Ms. Woodward and his review of salary, benefits and pensions. The Board will meet to discuss the details of
the review and the impact on the District’s budget.
C.
Attorney
Mr. Bauman reported the
following:
·
The city code provision
dealing with fencing was drafted in legislative format and sent to the city
attorney.
·
A letter was provided to
CH2M Hill on May 10, 2012 making a formal demand on the overage based on actual
construction costs of the nanofiltration plant and Plant F. The final amount is $536,360. They have until May 25, 2012 to respond.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor legal action including filing of a lawsuit
against CH2M Hill for $536,360 will be taken if CH2M Hill does not respond by
the expiration of the 15 day notice sent to them on May 10, 2012.
·
A question was raised
regarding the RFQ for engineering services because the term District Engineer was not used. Mr. Bauman reviewed the RFQ. Laws regarding procurement in Florida are
clear with regard to specifications in RFQs.
Ambiguities within an RFQ’s specifications would only prove problematic
if the ambiguity conferred a competitive advantage or disadvantage upon one
firm. The scope of services in the
District’s RFQ does not put a competitive disadvantage on a firm. The time to challenge the specifications has
expired.
D.
Engineer
·
Project
Status Report
Mr. Johnson briefly reviewed the
project status report, a copy of which is attached hereto and made a part of
the public record.
·
Ratification
of Change Order #3 for MC Concentrate Line
Change Order #3 was distributed to
the Board under separate cover. The
original change order was for $249,521.
Due to in-ground conflicts it was increased to $263,421.76.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor approval of Change Order #3 was modified to the
amount $263,421.76.
·
CSID
Nanofiltration Plant Sulfide Dispersion Modeling Results Presentation
Mr.
Johnson provided the Board with a presentation on the nanofiltration plant sulfide
dispersion modeling results, a copy of which is attached hereto and made a part
of the public record.
Ø Mr.
Shank stated he appreciated the presentation; however, he requested this
information in December.
Ø Mr.
Shank attended a Florida State Water Law meeting in Tampa two weeks ago. He spoke with the Head of DEP for Florida who
provided him with contact information for Mr. Anderson from the Southern
District of Florida. It was explained to
him only ten tons of pollutants are allowed out of the entire facility per
year.
Ø Mr.
Johnson spoke to someone in Tallahassee who is an expert on acid rain. He explained the District is producing 20 to
40 pounds of sulfide off gas and the expert did not express concern.
Ø Mr.
Johnson stated he is not familiar with the regulation Mr. Shank is speaking of.
THIRTEENTH ORDER OF BUSINESS Approval of April Financials and
Check Registers
There being no questions or
comments,
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor the financials were approved.
FOURTEENTH
ORDER OF BUSINESS Supervisors’
Requests
Mr. Shank made the following
comments:
·
Several laws were
passed with regard to water and wastewater.
He also stated wastewater management districts can provide group
insurance for their employees as well as employees from other districts.
·
A workshop is scheduled
May 23, 2012 at 2:30 p.m. with Mr. Fink.
·
He would like to
schedule a workshop meeting to review salaries, pensions and benefits. A tentative date of June 13, 2012 at 2:00
p.m. was scheduled.
FOURTH
ORDER OF BUSINESS Lanzo
Construction (Continued)
Mr. Brown reported the drum pump has
been located and will be turned over May 22, 2012. There is a float on the controls for sulfuric
acid. The float determines if there is a
liquid in the pump and sends a signal on the SCADA system for an operator to
check what it is, float the pump in, pump it down and disconnect the pump. The fans operate properly. They were checked and the disconnects were
turned off by someone.
FOURTEENTH
ORDER OF BUSINESS Supervisors’
Requests (Continued)
Mr. Mena made the following
comments:
·
The city approved the
District’s backflow preventers and the grease traps.
·
He wants to attend the
June FASD meeting.
·
He attended the Broward
County Water Resource Task Force meeting.
FPL is building something at the port and is looking for engineering
services.
FIFTEENTH
ORDER OF BUSINESS Adjournment
There
being no further business at this time,
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor the meeting was adjourned.
Kenneth
Cassel Martin Shank
Assistant
Secretary President