MINUTES OF MEETING

CORAL SPRINGS IMPROVEMENT DISTRICT

 

††††††††††† The regular meeting of the Board of Supervisors of the Coral Springs Improvement District was held Monday, May 19, 2003 at 4:00 P.M. in the District Office, 10300 N. W. 11 Manor, Coral Springs, Florida.

††††††††††† 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

††††††††††† Bill Joyce††††††††††††††††††††††††††††††††††††††††††††††† District Staff

††††††††††† Steven A. Weinberg†††††††††††††††††††††††††††† Attorney

††††††††††† Lou Brawer††††††††††††††††††††††††††††††††††††††††††† Property Manager

 

 

 

FIRST ORDER OF BUISNESS†††††††††††† Roll Call

††††††††††† Mr. Moyer called the meeting to order at 4:00 p.m. and called the roll.

 

SECOND ORDER OF BUISNESS†††††††† Approval of the Minutes of the April 21, 2003 Meeting

††††††††††† Mr. Moyer stated that each Board member had received a copy of the minutes of the April 21, 2003 meeting and requested any additions, corrections or deletions.

††††††††††† There not being any,

 

On MOTION by Mr. Miller seconded by Mr. Eissler with all in favor the minutes of the April 21, 2003 meeting were approved as submitted.

 

THIRD ORDER OF BUISNESS††††††††††† Consideration of Proposal from Eagle Trace Community Association to Resolve All Remaining Issues Related to the Berm Adjacent to the Eagle Trace Community

††††††††††† Mr. Fennell stated I read through the proposal and I would like to know why Ficus was chosen given the problems they cause?You are talking about putting in a couple of thousand of them.

††††††††††† Mr. Weinberg responded the concern with the seagrape that we talked about previously, was having to maintain the water itself.The Ficus would probably be only two or three feet off the top of the berm, so it would move the vegetation up towards the top rather than be at the waterís edge where you will spray.Iím also told that Ficus over time will grow into a more natural state.There is Ficus there that fills in some of the trees.It is a good, natural vegetation.

††††††††††† Mr. Brawer stated it also grows quickly.

††††††††††† Mr. Fennell stated it grows quick but it doesnít stop.There are Ficus Trees by the C-14 that grew to be huge and are easily knocked down in a strong wind.My neighbor had a Ficus Tree and we spend $1,000 every two years to cut it back.Given that kind of growth, who is going to trim 3,000, five years from now?

††††††††††† Mr. Weinberg stated obviously it will be the associationís maintenance responsibility, we accept that, we know that and that is part of the permit.The thought process was that the seagrape was not going to give enough denseness and growth vertically to accomplish what they are trying to do.The association board had meetings with the City and WCI and with the residents along the berm area.The consensus was that the Ficus would be a good product.I think the other concern they had was that the berm has a lot of rock; so you are not going to be able to plant on the slope.Now that the vegetation has been cleaned off the berm and they can see what is there, they feel they canít plant on the slope.Planting off the top of the berm is a more likely area to run a hedge line that will be better because it will stay away from the water.WCI completed the clean-up and the FDOT opened the gates and will continue to open the gates to allow for the installation.The city has been helpful in coordinating with us.We told you last year that we would come back when we had all the pieces in place and I think we are there.Planting in June is important because there is no irrigation and we want to get the benefit of the rainy season.

††††††††††† Mr. Moyer stated I compliment all the work that the association put into this.It has been an issue and I think it is good that the association recognizes that going forward it will be their responsibility to maintain that since their maintenance requirements are somewhat different from our maintenance requirements.If it solves the problem and they are willing to maintain what they install, then I think we can probably live with what they are going to install.

††††††††††† Mr. Weinberg stated you will be releasing WCIís 1989 permit and we would not want that permit released until the debris is removed from the top of the berm.The reason the debris is on the top of the berm is because we only want to open the fence once.We want to open the fence to remove the debris and plant the material.WCI recognizes that responsibility.I would like to have the release of the 1989 permit contingent on WCI removing the debris on top of the berm.At that point you can release it and our permit kicks in for the installation of the new material.

††††††††††† Mr. Fennell asked what do we need to do today?

††††††††††† Mr. Weinberg stated when we were here last year we discussed some participation from the District and we are hoping that the District will contribute $5,000 to help pay for some of the landscape material.The estimated cost has gone far above what we expected but fortunately the association has reserves and WCI met their obligation in $20,000 of services.At one point there was a discussion of $5,000 from the District.

††††††††††† Mr. Fennell asked have the permits been voted on and ready to go?

††††††††††† Mr. Lyles responded the modification to permit 99-3 needs to be voted on and based on the representations made today and prior to the meeting, I will ensure the language of the permit makes it very clear that the District is not only not responsible for maintaining landscape material installed pursuant to this permit, but that the Eagle Trace Association is the responsible entity for the purpose of maintenance of this landscaping.We will be very specific in the modification of this permit getting away from the of Seagrape and Fakahatchee Grass and authorizing the Ficus.We are changing the material and we are strengthening the maintenance requirements on the part of the association.

 

On MOTION by Mr. Fennell seconded by Mr. Miller with all in favor staff was authorized to modify Permit 99-3 of the District to authorize the installation of the Ficus and guarantee maintenance of the Ficus by the Eagle Trace Association.

 

††††††††††† Mr. Lyles stated the $5,000 originally rose in the context of a potential litigation matter.The property that is the subject of this discussion is technically owned by the District.There are three positions on this, the Cityís, the Associations and the Districtís but what was in play was the idea that the District might be responsible for clearing out vegetation that was there, for installing and maintaining new vegetation which was the position of the Association.We would be compromising that potential claim in the amount of $5,000 and relieving the District of any further responsibility for not only the maintenance cost and landscaping cost but also any kind of fees and costs associated with litigation.In that context the $5,000 represents somewhat of a greater bargain than if it were just expressed as a donation.It is a settlement.

 

On MOTION by Mr. Fennell seconded by Mr. Miller with all in favor the amount of $5,000 was approved to be paid to the Eagle Trace Association in settlement of any and all claims and issues related to the maintenance of the berm between Eagle Trace and the Sawgrass Expressway.

 

On MOTION by Mr. Fennell seconded by Mr. Miller with all in favor permit 89-26 and all the conditions relating to the permit that obligate WCI to perform any maintenance activities will be rescinded upon the completion of the currently underway task of clearing the vegetation and debris from the top of the berm adjacent to Eagle Trace and the Sawgrass Expressway.

 

††††††††††† Mr. Weinberg stated I live in Eagle Trace and there was a water main break on a Saturday morning at 6:00 a.m., in 15 minutes your crew arrived and had it fixed by 11:00 a.m.It was a very nice crew who did the work.

††††††††††† Mr. Brawer stated they restored the landscaping very well also.

 

FOURTH ORDER OF BUISNESS††††††† Consideration of Work Authorization No. 22 Water Treatment Plant Expansion

††††††††††† Mr. McKune gave a brief presentation of the proposed water treatment plant expansion and the items contained in the work authorization.

††††††††††† Mr. Fennell asked how are we going to pay for this work?

††††††††††† Ms. Archer responded I asked Mr. McKune to give me a breakdown by year so that we can check our cash flows to make sure we can do that.I asked him to keep it around $3 million increments which he has done.After I review this list and our projected cash flows I will let you know how this works out.

††††††††††† Mr. Miller stated at the end of 2007 we should not have any major spending projects.

††††††††††† Mr. McKune responded that is correct.These are the major projects.There is one other item if you decide to do it and that is a new 24Ē injection well.That may be something you elect to do or it may be something the state requires that you do.

††††††††††† Mr. Fennell stated we have ourselves in good shape from the standpoint of capacity and we have added some new facilities.Our goal is to maintain all of our facilities but there will come a time in five or ten years when we will not be able to maintain them and have to rebuild some of the infrastructure.

††††††††††† Mr. Moyer stated without sitting down and looking at our income statement and past audits, I think it is a little heavy for 2004 and 2005.Some of that we have in reserves currently but that is a lot of cash flow.

††††††††††† Mr. Fennell stated we would like to be able to handle this without having to sell bonds and without increasing rates.

††††††††††† Mr. McKune stated there are three major projects for the wastewater treatment plant besides the injection well.We talked about the water plant expansion.Next will be the solids improvement program and the third item is the wastewater plant capacity.We have been talking for years about totally rehabilitating the old original plants A & B.We have spent hundreds of thousands of dollars on them making patchwork repairs and as the plants fail we would take them out of service for the minimum amount of time and put a patch on it.In looking at what it would take to make these plants as good as new, it will cost just as much if not more to do that than it would to build another plant like the one we are building right now.Plant E will go on line in about a month,If we were to build a Plant F just like it, we could eliminate Plants A & B as treatment units, take the one next to the surge tank, totally gut it, leave the exterior steel wall and use that for a second surge tank which will always come in handy and the other unit can be totally removed and gives us an open area for a storage building or for whatever else you might find a use for that site.This will give you a plant that will last as long as these have which is 25 to 30 years.It will be operating with the same process and as efficiently as all the other plants.This is what staff has concluded is the best thing to do.If you build this plant you donít have to provide new blowers, or power systems because those systems that we currently use for Plants A &B can be used for the new one.

††††††††††† Mr. Fennell stated we are not talking about that one today.

††††††††††† Mr. McKune responded no, but I put it on the budget as item 20.

††††††††††† Mr. Moyer asked how much did we schedule for the renovations of Plants A & B?

††††††††††† Mr. McKune responded we donít have a real schedule.We have been talking anywhere between $600,000 to get them running up to $1 million to gut the interiors and get new drive mechanisms and that sort of thing.

††††††††††† Mr. Moyer stated Iím not sure there is a utility of this size that even comes close to spending this kind of money.It is a great wish list but it is a lot of money.

††††††††††† Mr. Miller stated that is my point about bringing in an outside engineering firm to review the entire plant.We are talking about $24 million on basically one firmís opinion.

††††††††††† Mr. Moyer stated todayís request is for the water plant design proposal.The estimated construction cost is $5.1 million so the design fees proposed for budget purposes is $295,000 which is a little over 5% and is in the ballpark.

††††††††††† Mr. Fennell stated next month we will get an idea of the cash flow and what we can afford.

††††††††††† Mr. McKune stated we can tailor this for the cash flow.

 

On MOTION by Mr. Eissler seconded by Mr. Miller with all in favor Work Authorization No. 22 for the design of the water plant expansion was approved.

 

††††††††††† Mr. McKune stated we had about $50,000 allowance in the existing construction contract to modify Plants C & D.Based on what we have uncovered so far, we are not going to be able to do it for $50,000.I am putting together a set of plans and will bid the repairs so we donít have to come back with a change order.

††††††††††† The other item is at the existing headworks building that we are repairing now.When complete the original design would have replaced the existing raw water screen.That screen is also 25 years old and we have an estimate to repair it for about $30,000 and then drop it back into the new channel and it wouldnít be as big as the new channel.I will get quotes on a new screen.It will cost between $150,000 and $180,000 but it will go a long way toward reducing the odor in the headworks.

††††††††††† Mr. Fennell stated I assume a lot of these things become more possible to do once we get the new plant operating.

††††††††††† Mr. McKune responded we can do the screen as an independent project.

 

FIFTH ORDER OF BUISNESS††††††††††† Consideration of Permit Requests

††††††††† A.††† Request for Irrigation Permit for Cypress Run Kids Academy

††††††††††† Mr. Moyer stated this project is located adjacent to the L-203 canal and it is not typical that we issue irrigation permits but we have from time to time when requested to do so for commercial establishments.That has been reviewed by the engineer and his comments will be made a part of the permit.

 

On MOTION by Mr. Fennell seconded by Mr. Eissler with all in favor the irrigation permit for Cypress Run Kids Academy was approved subject to the conditions listed in the engineerís review letter.

 

††††††††† B.††† Renovation of Stormwater Facilities at the MOHS/ASC Building (formerly Chowders)

††††††††††† Mr. Moyer stated they are going to do renovations to that property including the exfiltration trenches that were originally constructed with the building will be removed and replaced.That system does tie into an alley drainage system that ultimately discharges into our canal system.This has been reviewed by our engineer and found to be acceptable and they have the standard conditions for water management permits listed in their letter.This permit will be accompanied by the new criteria that the Board approved and will be subject to reinspection every five years.

 

On MTOION by Mr. Miller seconded by Mr. Eissler with all in favor the permit for the renovation of stormwater facilities at the MOHS/ASC Building (formerly Chowders) was approved subject to the conditions listed in the engineerís review letter.

 

SIXTH ORDER OF BUISNESS††††††††††† Staff Reports

††††††††† A.††† Attorney

††††††††††† Mr. Lyles stated from all appearances we do not have any new legislation that passed this session affecting this District.

††††††††††† Mr. Fennell stated we are on our own if we want to change and we have to figure out how to do it under the old rules.

††††††††††† Mr. Lyles stated I imagine we will hear more about changes in District legislation next session and at that point or maybe earlier than when the session starts we can continue to propose the modification you approved to 189 to allow the District to voluntarily convert to a one person one vote electoral system.Until I am told differently, I will assume that continues to be the position of the Board.

 

††††††††† B.††† Engineer

†††††††††††††††† 1.†††† Monthly Water & Sewer Charts

†††††††††††††††† 2.†††† Update on Construction

†††††††††††††††† 3.†††† Discussion of Wastewater Plant Ultimate Layout

††††††††††† There being no further report, the next item followed.

††††††††† C.††† Superintendent Ė Distribution of Proposed Budget

††††††††††† Mr. Moyer stated we are distributing the proposed water management and general fund budget for the District.We will adopt this at your July meeting and we can discuss it in June.The first draft of this budget does not show an increase in the per unit assessment.

††††††††††† You are all aware that Ms. Archer is relocating to Tennessee.She will still be a Severn Trent employee and working on financial matters for the District but she wonít have a day to day presence in this building and you asked who we proposed to have a day to day presence.For quite awhile Rich Hans has been attending these meetings.He has been with Severn Trent for four or five years and is familiar with the financial side of the operation and has worked with Mr. Moore and Mr. Joyce and is familiar with the job requirements.He graduated from Rutgers University with a Bachelor of Science Degree in Natural Resource Management and received a Master of Science Degree from Virginia Tech University.I believe Mr. Hans will do a good job for us.It is important that the Board understand that the management of the District is really a team approach.We have built that over a period of many years.Mr. Moore has been here for some time, Mr. Joyce has been here 26 years.They all know their jobs, they are team players and will assist Mr. Hans as necessary and I donít think it will be a difficult transition, although we will miss Ms. Archer.

 

††††††††† D.††† Complaints

††††††††††† There not being any, the next item followed.

 

SEVENTH ORDER OF BUISNESS††††† Supervisorís Requests and Audience Comments

Mr. Miller stated I have enjoyed the last eight years and appreciate everybodyís help and cooperation.I hope I have made a positive contribution and I wish everyone the best.

 

EIGHTH ORDER OF BUISNESS†††††††† Approval of Requisitions 121, 122 and Invoices

 

ON MOTION by Mr. Eissler seconded by Mr. Miller with all in favor the requisitions and invoices were approved.

 

On MOTION by Mr. Fennell seconded by Mr. Eissler with all in favor the meeting adjourned at 4:50 p.m.

 

 

 

 

††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† †††††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††

William Eissler†††††††††††††††††††††††††††††††††††††††††††††††††††† Robert D. Fennell

Secretary†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† President