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
15, 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
William
Capko District
Counsel
Dan
Daly Director
of Operations
Kay
Woodward District
Accountant
Troy
Lyn District
Engineer
John
McKune District
Consultant
Jan Zilmer Human Resources
Ed Stover Water
Department
Joe Stephens Water Department
Alvan Jones Water Department
Mark Nealon Wastewater
Department
Shawn Frankenhauser Drainage
Steve
Seigfried Field
Superintendant
George
Miller Severn
Trent Services
David
Schuman Globaltech
Cory
Johnson CH2M
Hill
The
following is a summary of the minutes and actions taken during the October 15,
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 September 10, 2012 Meeting
There not being any,
On
MOTION by Mr. Mena seconded by Mr. Holland with all in favor the minutes of the
September 10, 2012 meeting were approved.
THIRD ORDER OF BUSINESS Audience Comments
There not being any, the next item
followed.
FOURTH
ORDER OF BUSINESS Consideration
of CH2M Hill Invoices
·
Services
Dated December 1, 2011 through January 27, 2012
The
following was discussed:
Ø Payment
of the previously approved invoices was to be withheld until the Certificate of
Operations were received.
Ø The
above referenced invoices have not been approved.
Ø The
invoice dated December 1, 2011 through January 27, 2012 is for work performed
on the claims issue. The original work
authorization was for $30,000. The work
was performed and only $12,419.30 was spent.
Payment was authorized for the work performed and the work authorization
was amended from $30,000 to the amount expended. CH2M Hill provided the information on the
claims issue.
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor CH2M Hill’s invoice for Work Authorization 62 dated
December 1, 2011 through January 27, 2012 in the amount of $12,419.30 was
approved.
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor Work Authorization 62 was amended from a total
amount of $30,000 to $12,419.30.
·
Services
Dated April 28, 2012 through May 25, 2012
·
Services
Dated May 26, 2012 through June 29, 2012
·
Services
Dated June 30, 2012 through July 27, 2012
·
Services
Dated July 28, 2012 through August 31, 2012
The
following was discussed:
Ø Mr.
Cassel reviewed and marked up the invoices.
Ø Mr.
Mena requested clarification on the work associated with these invoices and Mr.
Cassel explained the invoices are for engineering work performed during
construction and closeout.
Ø The
recommended payments are as follows:
°
April 28, 2012 through
May 25, 2012 - $7,722.70
°
May 26, 2012 through
June 29, 2012 - $2,190.58
°
June 30, 2012 through
July 27, 2012 - $21,688.44
°
July 28, 2012 through
August 31, 2012 - $27,677.04
Ø Mr.
Shank asked for an update on the demand letter sent to CH2M Hill. Mr. Capko received confirmation the amount is
approximately $440,000 and sent another demand letter last week. CH2M Hill was provided 20 days to
respond.
Mr. Mena MOVED to approve the
above referenced invoices with the revised amounts suggested by the District Manager
seconded by Mr. Holland.
Ø Mr.
Shank suggested approving the invoices but delaying payment due to the pending
litigation. There is concern regarding
approximately $440,000 not reimbursed to the District.
Ø Mr.
Cassel understands the Boards position; however he indicated these are two
separate issues.
Ø Mr.
Mena agreed with Mr. Shank’s suggestion.
Ø Mr.
Capko stated if the Board adopts a motion to delay payment of the remaining
invoices, he will review the issue and make a recommendation at the next
meeting.
On MOTION Mr. Shank seconded by
Mr. Mena with all in favor the revised amounts of the above referenced invoices
were approved but payment will not be issued until it is considered in pending
mediation.
FIFTH
ORDER OF BUSINESS Consideration
of Work Authorizations
A.
Work
Authorization 68 for Headworks Leveling Gate
The following was
discussed:
·
There are several issues
with the leveling gate. Staff has been
doing a workaround, but it is a short-term solution. Replacing the leveling gate will minimize the
possibility of other issues associated with operating the valves the way they
are currently being operated. It will be
a long-term solution.
·
Mr. Lyn reviewed the
work authorization, which totals $85,222.80.
·
Mr. Mena asked how long
the prices are guaranteed. Globaltech
received quotes from three vendors and the prices are good for two to three
months. Mr. Lyn does not foresee a cost
increase.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor Work Authorization 68 with Globaltech for a total
cost of $85,222.80 was approved.
B.
Work
Authorization 69 for DIW Slab Investigation and Repair
Mr. Daly provided the
Board with a video presentation.
·
Mr. Holland mentioned
there was discussion at the last Broward County Water Resources Task Force
meeting regarding periodic audits conducted by the Health Department and CSID
was cited as doing an excellent job.
·
Mr. Shank requested
including a section with the engineer’s expectations as well as the inspector’s
final report, both with signatures, on all future projects. If necessary, he suggested independent
inspections.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor Work Authorization 69 with Globaltech for a total
cost of $16,436.91 was approved.
SIXTH
ORDER OF BUSINESS Consideration
of Bids
A.
Re-Roofing
Project
A total of seven bids
were submitted by the deadline. The
lowest bid came in five minutes after the deadline. Staff recommends awarding the contract to ABC
Roofing, Corp. at a cost of $32,535.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the re-roofing bid was awarded to ABC, Roofing,
Corp.
B.
Aquatic
Chemicals
Aquatic chemicals are
bid every year. The Board previously authorized
staff to purchase chemicals from several vendors depending on the lowest price for
each chemical. Staff recommends
purchasing Diquat and Cutrine Plus from Crop Production Services; Hydrothol
191, Aquathol K, Aquathol S K and 2, 4-D from Winfield Solutions; and
Glyphostate and Induce from Alligare.
Staff is requesting purchasing discretion if a chemical costs more but
requires fewer applications resulting in a lower overall cost.
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor the chemical bids were awarded, as recommended
by staff, to the lowest bidders indicated on the bid tabulation sheet.
SEVENTH
ORDER OF BUSINESS Staff
Reports
A.
Manager
·
Correspondence
from the City of Coral Springs Regarding Fencing
The Board reviewed the City’s
proposed ordinance changes with regard to fences, hedges and walls. The Board does not agree with 25 feet from
the normal water line and would like to recommend changing it to 15 or 20 feet
from the top of the bank. Mr. Mena does
not want to approve anything unless the City meets with the District. This item was tabled.
Mr. Shank requested an update on a
meeting Mr. Frankenhauser and Mr. Frederick had with Mr. Westfall, the Environmental
Coordinator for the City of Coral Springs.
Mr. Frankenhauser discussed the following:
Ø There
are three locations with large trees growing across the District’s right-of-way
and/or the edge of the canal. Two of the
trees are Rubber Trees and one is a Ficus Tree.
If two of the trees fall during a storm, the canal will be blocked which
will result in flooding.
Ø Mr.
Westfall will declare the Ficus Tree a hazard so it can be removed without
mitigation. Mr. Mena clarified all Ficus
Trees are considered nuisance trees and can be removed without a permit.
Ø Mr.
Westfall prefers the residents living adjacent to the Rubber Trees be contacted
and asked if they have objections to the trees being removed.
Ø The
City is in the process of determining whether CSID is a utility so mitigation
can be one to one instead of the diameter of the trunk. Mr. Capko noted he has been arguing this
issue with the City on behalf of SWCD.
Ø If
Mr. Westfall’s report is not favorable to the District, Mr. Shank requested a
letter from the City stating they will accept legal and expense liability for
any flooding resulting from these trees falling into the canal.
·
Change
Order #3 for Interconnect Upgrades
Before working on the
initial design for this project Eckler Engineering, Inc. contacted all
utilities to request the locations of their utilities. FPL stated all of their utilities were on the
other side of the street. In the process
of working on the project, an existing unknown FPL feeder conduit was
damaged. This was FPL’s error for not
identifying their locations correctly.
The City of Coral Springs will pursue reimbursement of additional costs
from FPL. The Board needs to decide
whether to pay the District’s portion up front and then seek reimbursement with
the City from FPL. Mr. Cassel suggested
the District pay upfront in accordance with the Interlocal Agreement.
On MOTION by Mr. Mena seconded by
Mr. Holland with Mr. Mena and Mr. Holland voting aye and Mr. Shank voting nay
Change Order #3 with Eckler Engineering for emergency interconnect upgrades
with the City of Coral Springs was approved.
·
Consideration
of Contract with Severn Trent Services
The Board reviewed the
amendment to the contract with Severn Trent Services.
Ø There
is an average of 12 to 16 regular meetings as well as 4 to 5 workshops a year
covered under the contract.
Ø The
Board requested “special meetings” be redefined to be more specific.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the amendment to the contract with Severn Trent
Services was approved subject to District counsel’s review of the revision to
Exhibit B.
·
Utility
Billing Work Orders
·
Water
Breaks Reports
The above items are for
informational purposes only, copies of the reports are attached hereto and made
a part of the public record.
B. Director
of Operations
·
Water
Mr. Stover reported the
District received the Certificate of Occupancy.
Payment was released to Lanzo. The
new trees were planted.
·
Sewer
Mr. Nealon provided a
brief update on the work being done on Plant E.
The vertical welds are complete and the welds at the bottom are almost
complete. X-rays will begin
tomorrow. Once the X-rays are complete
painting will be done. All work is
expected to take eight weeks.
·
Field
Services
Mr. Siegfried stated the company
relining Lift Station #1 is taking a break because they are having trouble
bypassing the water level. Reynolds is
working on mainlines. Once they are done
LMP will begin with the laterals.
·
Drainage
This item was previously
discussed.
·
Human
Resources
Mr. Zilmer reported the
pensions are being moved to Fidelity. Out
of 53 employees, 49 signed up for 4%.
Mr. Daly reported the Holiday Party
is being planned and will be held at The Outback Steakhouse.
C.
Attorney
There being no report,
the next item followed.
D.
Engineer
Mr. Lyn reported the Health
Department indicated the District should have a permit by next week. Once it is received they will begin work on
the sludge line.
EIGHTH ORDER OF BUSINESS Approval of Financial
Statements for August and September 2012
Ms. Woodward reviewed
the financial statements.
On MOTION by Mr. Holland seconded
by Mr. Mena with all in favor the financial statements were approved.
NINTH ORDER OF BUSINESS Supervisors’
Requests
The following was discussed:
Ø Mr.
Shank stated the City of Tamarac had issues with their drinking water due to
lack of procedures. He wants to make
sure this does not happen with the District.
He also thanked Mr. Daly and Ms. Woodward for their help.
Ø Mr.
Holland commented on the great job District staff is doing. He provided an update on the Broward County
Water Resources Task Force meeting.
Ø Mr.
Mena commented it was impressive the Broward County Water Resources Task Force
asked CSID to be a part of it.
TENTH
ORDER OF BUSINESS Adjournment
There
being no further business,
On MOTION by Mr. Holland seconded
by Mr. Shank with all in favor the meeting was adjourned.
Kenneth
Cassel Martin Shank
Assistant
Secretary President