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, June 17, 2013 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:

           

            George Miller                                                  Assistant District Manager

            Kenneth Cassel                                               District Manager (Via Telephone)

            Keri-Ann C. Baker                                          District Counsel

            Dan Daly                                                         Director of Operations

            Kay Woodward                                              District Accountant

            Troy Lyn                                                         District Engineer

            Jan Zilmer                                                       Human Resources      

            Ed Stover                                                        Water Department

            Joe Stevens                                                     Water Department

            Alvan Jones                                                     Water Department

            David McIntosh                                              Wastewater Department

            Shawn Frankenhauser                                     Drainage

            Stephen Seigfried                                           Field Superintendent

            John McKune                                                  District Consultant

                                                                                                                                                           

            The following is a summary of the minutes and actions taken during the June 17, 2013 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 May 13, 2013 Meeting

            Mr. Shank stated each Board member received a copy of the minutes of the May 13, 2013 meeting and requested any corrections, additions or deletions.

            There not being any,

 

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor the minutes of the May 13, 2013 meeting were approved.

 

THIRD ORDER OF BUSINESS                            Audience Comments

            There not being any, the next item followed. 

 

FOURTH ORDER OF BUSINESS                        Public Hearing to Consider the Adoption of the General Fund Budget for Fiscal Year 2014 (Resolution 2013-2) and Levy of Non Ad Valorem Assessments (Resolution 2013-3)

             

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor the public hearing was opened.

 

            There were no public comments.

 

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor the public hearing was closed.

 

On MOTION by Mr. Holland seconded by Mr. Mena with all in favor Resolutions 2013-2, adopting the General Fund budget for Fiscal Year 2014, and 2013-3, levying non ad valorem assessments, were adopted. 

 

FIFTH ORDER OF BUSINESS                             Distribution of the Proposed Water and Sewer Budget for Fiscal Year 2014 and Consideration of Resolution 2013-4, Approving the Budget and Setting the Public Hearing

            Ms. Woodward reviewed the proposed water and sewer budget for Fiscal Year 2014.

 

On MOTION by Mr. Holland seconded by Mr. Mena with all in favor Resolution 2013-4, approving the water and sewer budget and setting the public hearing for August 19, 2013 at 4:00 p.m. at the District Offices, was adopted.

 

SIXTH ORDER OF BUSINESS                             Consideration of Bids (Memo/Dan)

            A.        Underground Fuel Piping Bid

            Mr. Daly reported one bid was submitted by Cypress Construction Group in the amount of $43,365.  This contractor has previously provided good work for the District.

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor the underground fuel piping bid was awarded to Cypress Construction Group in the amount of $43,365.

           

            B.        Asphalt Overlay       

            Three bids were submitted: Roadway Construction in the amount of $39,912.06, Caribe Utilities, Fla. in the amount of $39,500 and M&M Asphalt Maintenance, Inc. d/b/a All County Pavement in the amount of $26,794.

 

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor the asphalt overlay bid was awarded to M&M Asphalt Maintenance, Inc. d/b/a All County Pavement in the amount of $26,794.

           

SEVENTH ORDER OF BUSINESS                      Authorization to Purchase Submersible Well Pump Units (Memo)

            The Board reviewed the proposal from Atlantic Environmental Systems, Inc. to purchase new well pumps for wells 4, 5, 8 and 10 in the amount of $39,940.

 

On MOTION by Mr. Mena seconded by Mr. Shank with all in favor the proposal from Atlantic Environmental Systems, Inc. for new well pumps in the amount of $39,940 was approved. 

           

EIGHTH ORDER OF BUSINESS                         Consideration of Work Authorization #GT-77 for Services Related to Deep Injection Wells Mechanical Integrity Testing (David/Troy/Dan)

            Mr. Lyn reviewed services under Work Authorization #GT-77 including submittal of a testing system to DEP and having Layne Christensen perform mechanical integrity testing to submit a report to DEP.  This project is required and must be completed by June of 2014.

 

On MOTION by Mr. Holland seconded by Mr. Shank with Mr. Holland and Mr. Shank voting aye and Mr. Mena voting nay Work Authorization #GT-77 was approved. 

           

NINTH ORDER OF BUSINESS                            Authorization to Purchase Sodium Hypochlorite Pump Skid (Memo/Ed)    

            There was discussion regarding the need for a sodium hypochlorite pump skid and how to prevent this issue from reoccurring.  A proposal from AMJ was submitted and reviewed. 

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor purchase of a sodium hypochlorite pump skid from AMJ at a cost of $15,518.85 was approved. 

           

            A.        Consideration of Work Authorization #GT-78 (Memo/Troy/Ed)           

            There being no questions or comments,

 

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor Work Authorization #GT-78 for services related to the sodium hypochlorite line was approved. 

           

TENTH ORDER OF BUSINESS                           Consideration of Work Authorization #GT-79 for Preliminary Investigation of Wells 6, 7 and 11 (Memo/Troy)

            Mr. Lyn reviewed diagnostic work associated with Work Authorization #GT-79.

 

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor Work Authorization #GT-79 for services related to preliminary investigation of Wells 6, 7 and 11 was approved.

           

ELEVENTH ORDER OF BUSINESS                  Consideration of CH2M Hill Settlements

A.        Settlement Agreement

B.        Invoice Associated with CH2M Hill Work Authorization #50 – September 1, 2012 through September 30, 2012

            Mr. Shank updated the Board on mediation discussions with CH2M Hill.  The District will pay outstanding invoices totaling $125,789.50.  CH2M Hill will pay the District $477,981.33 and provide corrective work on certain issues with the Nano Project as outlined in the memorandum, a copy of which is attached hereto and made a part of the record.  CH2M Hill will reimburse the District for records. 

 

On MOTION by Mr. Holland seconded by Mr. Mena with all in favor Dr. Shank was authorized to execute the final settlement document after legal review.

             

On MOTION by Mr. Holland seconded by Mr. Mena with all in favor payment of CH2M Hill’s invoice associated with Work Authorization #50 dated September 1, 2012 through September 30, 2012 in the amount of $20,972.91 was approved. 

             

FOURTEENTH ORDER OF BUSINESS             Supervisors’ Request

            Mr. Mena noted the current Board has been in place for approximately two years.

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor Mr. Shank was re-designated President.

                             

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor Mr. Mena was re-designated Vice President. 

                             

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor Mr. Holland was re-designated Secretary.

           

TWELFTH ORDER OF BUSINESS                     Staff Reports

D.        Attorney

            Ms. Baker reported the fence ordinance is still on the City Commission agenda for consideration.  Mr. Shank stated he will attend the meeting.  Mr. Mena requested Mr. Bauman attend the meeting.

 

A.                Manager – Ken Cassel

            There being nothing additional to report, the next item followed.

 

            B.        Engineer – Troy Lyn (Report Included)

            Mr. Lyn reviewed the Project Status Report, a copy of which was included in the agenda package.

Ø  Once the Ammonia Sulfate System project is closed out, $23,270 will go back to the District as unspent funds.

Ø  Once the Headworks Leveling Gate closeout is complete, $6,000 will go back to the District as unspent funds. 

Ø  The Broward County Health Department approved construction of the WTP free standing stack.  They are working with the Coral Springs Building Department.  Structural calculations are expected to be turned in to the Coral Springs Building Department this week.

Ø  The screen encasing was taken out of Well #10.  The screen is in good condition.  It will be cleaned out and tested for structural integrity to be re-installed. 

Ø  The canal banks were prioritized by Mr. Frankenhauser and the civil engineer for stabilization work.  They will meet to refine the scope of work and evaluate what rehabilitation methods will be used. 

           

 

            C.        Department Reports

·         Operations – Dan

Ø  Utility Billing Work Orders

Mr. Daly reported the new bills went out and the payment process is working well. 

·         Water – Ed Stover (Report Included)

            Mr. Stover reviewed his report, a copy of which was included in the agenda package.  He thanked the Board for purchasing new equipment.  Photographs of the acid room, before and after it was rehabilitated by staff, were distributed. 

 

            The record will reflect Mr. Cassel joined the meeting.

 

·         Sewer – David McIntosh (Report Included)

            Mr. McIntosh reviewed his report, a copy of which was included in the agenda package.

 

·         Stormwater – Randy Frederick (No Report)

Mr. Frankenhauser reported he met with Mr. Cassel, Mr. Lyn and Mr. Vazquez from ADA Engineering to discuss preliminary assessment of canal bank erosion.  They will do onsite visits next week to review rehabilitation options. 

 

·         Field – Stephen Seigfried (Report Included)

A copy of the report was included in the agenda package.

·         Human Resources – Jan Zilmer

            Mr. Zilmer reported the health insurance contract goes through the end of July.  He is in the process of negotiating a new health insurance contract.

 

THIRTEENTH ORDER OF BUSINESS              Approval of Financial Statements for May 2013

            Ms. Woodward reviewed the financials.

 

On MOTION by Mr. Mena seconded by Mr. Holland with all in favor the financials were approved.

                                                     

FOURTEENTH ORDER OF BUSINESS             Supervisors’ Request

            The following was discussed:

·         Mr. Holland provided an update on the Broward County Natural Resources Planning and Management Division’s water reuse conference.  They want the District to sign a waiver to include geographical data in their GIS system. 

·         Mr. Holland commented on sessions he attended at the FASD conference and asked if the District is doing anything related to social media.  Mr. Daly will have more information for the next meeting

·         Mr. Mena commented on sessions he attended at the FASD conference.  He met Mr. Michael Smith from Pinellas Park.  They are also having erosion issues there. 

·         Mr. Mena reported he spoke with Mr. Lewis about his discontent with the firm’s performance. 

·         Mr. Mena spoke with Mayor Boccard who explained to him the fence ordinance is on the agenda for a first reading only.  Changes can be made before the second reading. 

·         Mr. Shank stated a meeting will be held on June 20, 2013 at 10:00 a.m. with Representative Moskowitz and he will be provided with a tour of the facility.  The meeting was noticed so all Board members can attend.  

·         Mr. Shank met with Kirk Hatfield, the Director of the University of Florida Engineering School of Sustainable Infrastructure & Environment, and discussed several items including internships at CSID. 

 

FIFTEENTH 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 at 6:15 p.m.

 

 

 

                                                                                                                                   

Kenneth Cassel                                               Martin Shank

Assistant Secretary                                         President