MINUTES OF MEETING
CORAL SPRINGS IMPROVEMENT DISTRICT
regular meeting of the Board of Supervisors of the Coral Springs Improvement
District was held
††††††††††† Present and constituting a quorum were:
††††††††††† Robert D. Fennell†††††††††††††††††††††††††††††††† President
††††††††††† William Eissler††††††††††††††††††††††††††††††††††††† Secretary
††††††††††† Karl Miller††††††††††††††††††††††††††††††††††††††††††††† Vice President
††††††††††† Also present were:
††††††††††† Gary L. Moyer†††††††††††††††††††††††††††††††††††††† Manager
††††††††††† Rhonda K. Archer†††††††††††††††††††††††††††††††† Finance Director
††††††††††† Dennis Lyles††††††††††††††††††††††††††††††††††††††††† Attorney
††††††††††† Donna Holiday††††††††††††††††††††††††††††††††††††† Recording Secretary
††††††††††† John McKune††††††††††††††††††††††††††††††††††††††† Gee & Jenson
††††††††††† Roger Moore†††††††††††††††††††††††††††††††††††††††††† Engineer
††††††††††† Rich Hans†††††††††††††††††††††††††††††††††††††††††††††† District Staff
††††††††††† Mr. Fennell called the meeting to order at and Mr. Moyer called the roll.
††††††††††† Mr. McKune updated the Board on the progress of construction.
††††††††††† Mr. Eissler stated a neighbor of mine called here because of a big water bill and on a recent holiday someone came out and found the problem.† He was very pleasant and my neighbor gives accolades to the District.† My neighbor was amazed at how fast they responded.
††††††††††† Mr. Fennell stated I want to get a newsletter out and mention that there is an election coming up, pending legislation, and list all the things we have done such as how much money we saved on the bond issue, security, and capital improvements.† If anyone wants to write something that is fine.
††††††††††† Mr. Miller stated just show us a draft when you get it put together as you have done in the past.†
††††††††††† Mr. Moyer stated we will put in our paragraph on water conservation and that we rehabbed the pump stations.
††††††††††† Mr. Eissler stated also not to throw things in the canal.
††††††††††† Ms. Archer stated I will get the information from the waterway clean-up people as to how much they pulled out of the canals in Coral Springs.
††††††††††† Mr. Fennell stated we would like to see this before the next meeting.† Also if you want people to pay online or something like that, you can put that in.
††††††††††† Ms. Archer stated I will get some information to you on payment on the internet and the cost of that.† The software is about $24,000 and then you have to choose someone to handle the payments and there are different companies who process that but they charge a fee such as 2% to 3%.† Do we pass that fee on to our customers, do we adopt a fixed fee based on an average bill.† It doesnít make sense to base it on an average bill because most people who want to be able to do that are behind on making their payments and we are getting ready to shut them off so they want to go on the internet and make a payment and by then they owe $150.00.† A flat fee based on a $50 bill is not going to cover the more active users.† We have ACH debit available where they can set it up to have their checking account automatically debited for the water bill.† That is in place.
††††††††††† Mr. Eissler asked do we have a problem with delinquencies?
††††††††††† Ms. Archer responded yes.† One of the things we were going to talk to you about is right now we donít charge a service charge for late payments.† If we were to adopt a penalty of 1 1/2% or 2% per month for late payments, we might encourage some of our users to pay on time.† Right now they are used to waiting for the bill, waiting for the due date, waiting for the delinquent notice and then waiting for the door hanger before they actually write the check.† By then lots of time has gone by and they donít pay anything more by waiting because we donít have an adopted penalty charge.† Some of our districts have a 1 1/2% of the balance if it is paid after the due date.† Others get a flat $10.00 for a late charge, no matter what the amount is, if you pay after the due date it is a $10.00 service charge.† I think implementing something like that will encourage them to pay by the due date and cut down on a lot of our costs for mailing delinquent notices and door hangers.
††††††††††† Mr. Miller asked can you get a figure on how many people are late each month?
††††††††††† Ms. Archer responded it is a lot.
††††††††††† Mr. Fennell stated we should put the automatic debit information in the newsletter.† How much does that cost?
††††††††††† Ms. Archer responded it varies.† It is an analysis charge the bank does every month on the amount of debits we get in and our average daily balance.† We are going to talk to the bank about why it is so expensive.† I will get a report to you.† Right now they are not being passed on to the customers.† We used to have free banking but we no longer have free banking because interest rates are so low.† The bank does an analysis every month that shows that our average daily balances are not earning enough interest for the bank for them to provide us with free banking.† They are charging us so much per check that we deposit which is outrageous.†
††††††††††† Mr. Fennell stated the people who pay their bills on time should not be penalized for people who do not.
††††††††††† Ms. Archer stated they wouldnít be if we charged the people who pay late.†
††††††††††† Mr. Miller stated if we go the credit card route, we have liabilities with that because it is not that common but people hack into accounts and steal credit card numbers and we would be exposed to liabilities.† Maybe the company who administers that for us will agree to take on the liability.† It is probably not covered by our insurance policy.†
††††††††††† Mr. Fennell stated Iím not sure that going to a credit card system will improve our cash flow.
††††††††††† Ms. Archer stated it would be for the customersí convenience.
††††††††††† Mr. Fennell stated given that we have repeating costs, it seems the debit is the one to push as opposed to credit cards.
††††††††††† Mr. Eissler stated if Wachovia is charging a fee for every check we deposit, why donít we go to another bank?
††††††††††† Ms. Archer responded that is what we are working on.† We are setting up a meeting with them and I will tell them that they either get rid of the service charges or we will put it out for bid.† They did it without notifying us, they just started to† do it.† We will give them a chance and if they donít agree to drop the service charges, we will put it out to bid.†
††††††††††† Mr. Eissler stated I would like to be a part of that meeting.
††††††††††† Ms. Archer stated we will put a package together for you on what other utilities are doing with payment options.
††††††††††† Meeting adjourned at 4:55 p.m.
William Eissler††††††††††††††††††††††††††††††††††††††††††††††††††††††† Robert D. Fennell