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, November 19, 2012 at 4:05 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
Andrew Bauman District Counsel
Kay Woodward District Accountant
Troy Lyn District Engineer
John McKune District Consultant
Jan Zilmer Human Resources
Ed Stover 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 November 19, 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 October 15, 2012 Meeting
There not being any,
THIRD ORDER OF BUSINESS Audience Comments
There not being any, the next item followed.
FOURTH ORDER OF BUSINESS Consideration of Bids
· Fire Protection System Bid
The following was discussed:
Ř A fire suppression system is needed for the server room.
Ř This suppression system does not use chemicals making it safe for electronics.
Ř The District can piggyback off of the GSA contract.
Ř The total amount is $14,884.25.
· Culvert Inspection
Mr. Frederick reviewed the bids for culvert inspections and recommended the lowest bidder, Fish Tec, Inc. in the amount of $17,500.
FIFTH ORDER OF BUSINESS Consideration of Sungas Tank Proposal
The Board reviewed the proposal from the current propane supplier at a total of $19,405 per station. There are two stations.
SIXTH ORDER OF BUSINESS Ratification of Additional Expenses for Tank E Welding of Bottom Ring in the Amount of $7,500
HMT Tank Services, Inc. found the welds in the bottom ring of the tank need to be repaired. It is more economical to do it while they are performing other repairs so there are no remobilization fees.
SEVENTH ORDER OF BUSINESS Consideration of Work Authorization #70 Odor Control Analysis
There being no questions or comments,
EIGHTH ORDER OF BUSINESS Discussion of Setting a Public Hearing to Amend Interest Paid on Deposits Held
The District is currently paying two percent interest on deposits being held. In order to stop paying interest a public hearing must be held.
NINTH ORDER OF BUSINESS Staff Reports
· Toilet Rebate Program
· Utility Billing Work Orders
· Water Breaks Reports
The following was discussed:
Ř Mr. Cassel noted the January 21, 2013 meeting is on Martin Luther King, Jr. Day. The District offices will be closed. There was Board consensus to change the meeting date to January 28, 2013.
Ř The toilet rebate program is doing well. Eight or nine residents have participated to date.
B. Director of Operations
Mr. Stover reported the Broward County Health Department approved the ammoniation system. The Building Department has not approved the door yet, but Mr. Lyn is working to get it approved.
The following was also discussed:
Ř Mr. McIntosh reported there will be additional expenses in the amount of $13,475 for sandblasting and painting Plant E due to additional welding.
Ř The City of Coral Springs contacted the District claiming there are outstanding issues with a permit from the prior contract, which Interstate never closed out.
Ř These issues have to do with inspections of the fuel line and a change in one of the doors.
Ř The permit expired and the City wants the District to pay an additional fee of $10,000 to reinstate the permit for the door and they want Interstate to submit engineering drawings for changing the door.
Ř Mr. Cassel is in discussions with the City to resolve this. Mr. Mena suggested he speak to Mayor Boccard.
Mr. Frederick provided an update on conversations he had with Mr. Westfall regarding removal of trees.
Ř The District will not be exempt from mitigation.
Ř Mr. Mena asked if the District has the right to remove a tree located within its right-of-way. Mr. Bauman believes the District does have the right to remove a tree if it is in its right-of-way. Mr. Mena requested a definitive response.
Ř Mr. Bauman stated the District has a system designed for drainage. If a tree is an impediment to the drainage design, the District becomes liable.
Ř District counsel is working on a definitive answer as to whether the City can require mitigation for removal of a tree and will provide a written legal opinion for the next meeting.
· Human Resources
Mr. Zilmer reported pensions will be moved from Hartford and ICMA to Nationwide effective January 1, 2013.
Mr. Seigfried reported LMK is on schedule with their work on the lift stations.
Mr. Bauman reported the following:
· CH2M Hill responded to the District’s demand letter for overpayment of design fees. They do not agree they owe the District for overpayment.
· CH2M Hill wants to discuss a global solution with the District dealing with this issue and questions regarding design defects.
· District counsel responded the District is willing to enter into discussions with CH2M Hill regarding overpayment amounts; however, the District will not link design defects to the overage issues of design costs.
· CH2M Hill was given a deadline of November 27, 2012. If they do not agree to meet and discuss overpayments with the District, a suit will be filed.
· Well Rehabilitation Presentation
Mr. Lyn provided the Board with a report on Globaltech’s findings on well upgrade analysis, a copy of which is attached hereto and made a part of the public record.
· Odor Control Presentation
Mr. Lyn provided the Board with a report on Globaltech’s findings on odor control, a copy of which is attached hereto and made a part of the public record. The Board requested proposals for Option Three.
Mr. Lyn also reported repairs on the well slab will begin next week.
TENTH ORDER OF BUSINESS Approval of Financial Statements for August and October 2012
Ms. Woodward reviewed the financial statements.
ELEVENTH ORDER OF BUSINESS Supervisors’ Requests
The following was discussed:
Ř Mr. Shank thanked everyone for their work.
Ř The Board requested large documents be sent electronically instead of being printed out.
Ř Mr. Mena wished everyone a Happy Thanksgiving. He also stated he spoke with City representatives regarding changing the suggested 25 feet in the ordinance and leaving it up to the District. He was told there is no support for CSID to change the City codes. The City Manager suggested CSID talk with NSID to see if they are interested in changing the City Ordinance with regard to fencing. Mr. Mena spoke with Mr. Hyche who told him about encroachment agreements they have been using for years.
Ř Mr. Cassel explained most of the encroachment agreements NSID has for fences are for easements they do not need access to. They are not waterline easements. CSID provides letters of no objection for side easements it does not need access to.
Ř Mr. Holland wished everyone a Happy Thanksgiving.
TWELFTH ORDER OF BUSINESS Adjournment
There being no further business,
Kenneth Cassel Martin Shank
Assistant Secretary President