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, December
17, 2012 at 4:02 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
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 December 17,
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 November 19, 2012 Meeting
There not being any,
On
MOTION by Mr. Mena seconded by Mr. Holland 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 Public Hearing on
Proposed Vote to Stop Paying Interest on Customer Deposits
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor a public hearing to consider stopping payment of
interest on customer deposits was set for January 28, 2013 at 4:00 p.m. with
the regular meeting immediately following the public hearing.
FIFTH ORDER OF BUSINESS Consideration of
Contract Renewals
·
Air
America Air Conditioning
Mr. Daly reviewed the contract
renewal with Air America Air Conditioning for maintenance service. There is no fee increase. They have provided excellent service to the
District.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the contract renewal with Air America Air
Conditioning was approved.
·
Lhoist
North America
Lhoist
North America has been supplying the District with lime for the past 12 years.
Mr. Mena MOVED to approve the
contract with Lhoist North America and Mr. Holland seconded it.
Ø Mr.
Shank asked if there was an increase in fee.
Mr. Stover responded there is a slight increase.
Ø Mr.
Holland asked if they provide good service.
Mr. Stover confirmed they provide good service.
On VOICE vote with all in favor
the contract with Lhoist North America was approved.
SIXTH ORDER OF BUSINESS Ratification of Work
Authorization #65 Amendment
The
following was discussed:
·
Several line items were
taken out resulting in a net zero change to the cost of the contract with
Globaltech for the Ammonia Sulfate System project while allowing necessary work
to be completed.
·
Mr. Lyn reported the Building
Department approved the permits and equipment is arriving on site.
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor the amendment to Work Authorization #65 was
ratified.
SEVENTH ORDER OF BUSINESS Consideration of Work
Authorization #71 for Oversight of Propane Tank Replacement
This work authorization is for
Globaltech to oversee replacement of fuel tanks by Sungas.
Mr. Mena MOVED to approve Work
Authorization #71 and Mr. Holland seconded it.
·
Mr. Shank requested a
line item be added for general engineering when preparing the next fiscal year
budget.
·
Mr. Cassel explained
there is a line item for general engineering.
Work Authorizations are approved by the Board because the base scope for
the engineer is being changed.
·
Mr. Shank wants
Department Heads to have authorization to contact the engineer for certain
issues without needing Board approval.
On VOICE vote with all in favor
the motion as previously outlined passed.
EIGHTH ORDER OF BUSINESS Staff Reports
A.
Manager
·
Discussion
of Utilizing Electronic Format and Devices for Agendas
Mr. Daly looked into
several options for electronic devices. An
iPad cost $399. Switching to electronic
distribution of documents and agendas will result in printing and copying cost
savings for the District. There was
Board consensus to get final proposals for electronic devices.
·
Discussion
of Toilet Rebate Program
A total of 51 rebates have been
reserved and 20 have been claimed. This
is becoming a popular program. Staff
requested authorization for an additional 50 rebates. There was Board consensus to authorize an
additional 50 rebates.
·
Utility
Billing Work Orders
This item is for informational
purposes.
B. Director
of Operations
·
Discussion
of New Water Bills
The following was discussed:
Ø Mr.
Daly distributed a sample of a water bill from the City of Deerfield.
Ø The
current printing and processing of bills for the District and other districts
CSID provides billing for is costly and inefficient.
Ø A
company called PRIDE can print and mail out the bills. If there is a cost increase, it will be
minimal and will be offset by efficient use of staff’s time.
Ø There
was Board consensus to use PRIDE to print out and mail client billing.
·
Water
The following was
discussed:
Ø Mr.
Stover reported his department is running on three and a half cylinders.
Ø Well
#5 is still being worked on and will likely take a four to six weeks to
complete.
Ø The
issue with the door was resolved and the permits will be issued.
Ø The
ammonium sulfate project is in process and should be complete by February.
Ø Mr.
Lyn met with the Health Department regarding the gasifiers. They are okay with the proposed temporary
fix. A permit modification needs to be completed
for the changes.
Ø The
Building Department is okay with the height issue. A DRC modification is needed as well.
Ø One
to two RO trains will be able to run.
The third train depends on the wells, which will take more time.
·
Sewer
Mr.
McIntosh reported the following:
Ø Repairs
on the wastewater plant is anticipated to be completed by December 18, 2012.
Ø They
expect to begin taking Plant F out of service the second week of January.
·
Stormwater
Mr. Frederick reported the
following:
Ø The
propane contractor will begin work in January.
It will take a week to do each station.
Ø Culvert
pipe inspections are complete and he will be reviewing the reports.
Ø He
is obtaining prices for tree removal. Mr.
Cassel stated the City is still deciding on the amount of tree mitigation.
·
Field
Mr.
Seigfried reported the first two phases of the lift station project are over
85% complete. They should be complete by
the end of the holidays and they will begin lining the laterals.
·
Human
Resources
Mr. Zilmer reported Nationwide
will be on site December 19 and December 20, 2012 to do staff enrollments. The Holiday Luncheon is on Friday, December
21, 2012.
C. Attorney
Mr. Capko reported the
following:
·
A report on erosion
control will be presented to the Board at the January meeting.
·
CH2M Hill’s attorney
wants to convince them it makes sense to separate the fee issue. Mr. Capko gave him until the middle of this
week before filing a lawsuit.
·
A memorandum regarding
the City of Coral Springs’ tree ordinance was distributed to the Board, a copy
of which is attached hereto and made a part of the public record.
D. Engineer
Mr. Lyn did not have anything
additional to report. Mr. Shank
requested the engineer and department managers develop a project checklist for
tracking purposes.
NINTH ORDER OF BUSINESS Approval of
Financial Statements for November 2012
The Board reviewed the
financial statements. Ms. Woodward
informed the Board the Fiscal Year 2012 draft audit is complete and has been
reviewed. The final audit will be
presented to the Board at the January meeting.
On MOTION by Mr. Mena seconded by
Mr. Holland with all in favor the financials were approved.
TENTH ORDER OF BUSINESS Supervisors’ Request
·
2013
Florida Sterling Conference
The following was discussed:
Ø Mr.
Mena provided the Board with information on the 21st Annual Florida
Sterling Conference and asked the Board if they want to pursue it.
Ø Mr.
Shank and Mr. Holland agree leadership development is necessary with the
District’s department heads; however, they do not want to pursue Florida
Sterling as a vehicle for leadership development.
ELEVENTH
ORDER OF BUSINESS Adjournment
There
being no further business,
On MOTION by Mr. Mena seconded by
Mr. Shank with all in favor the meeting was adjourned.
Kenneth
Cassel Martin Shank
Assistant
Secretary President