A regular meeting of the Board of Supervisors of the Coral Springs Improvement District was held on Monday, October 15, 2012 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:


            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

            Alvan Jones                                                     Water Department

            Mark Nealon                                                   Wastewater Department

            Shawn Frankenhauser                                     Drainage

            Steve Seigfried                                               Field Superintendant

            George Miller                                                  Severn Trent Services

            David Schuman                                              Globaltech

            Cory Johnson                                                  CH2M Hill


            The following is a summary of the minutes and actions taken during the October 15, 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 September 10, 2012 Meeting

            Mr. Shank stated each Board member received a copy of the minutes of the September 10, 2012 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 September 10, 2012 meeting were approved.


THIRD ORDER OF BUSINESS                            Audience Comments

            There not being any, the next item followed.


FOURTH ORDER OF BUSINESS                        Consideration of CH2M Hill Invoices

·         Services Dated December 1, 2011 through January 27, 2012

The following was discussed:

Ø  Payment of the previously approved invoices was to be withheld until the Certificate of Operations were received.

Ø  The above referenced invoices have not been approved.

Ø  The invoice dated December 1, 2011 through January 27, 2012 is for work performed on the claims issue.  The original work authorization was for $30,000.  The work was performed and only $12,419.30 was spent.   Payment was authorized for the work performed and the work authorization was amended from $30,000 to the amount expended.  CH2M Hill provided the information on the claims issue.


On MOTION by Mr. Mena seconded by Mr. Shank with all in favor CH2M Hill’s invoice for Work Authorization 62 dated December 1, 2011 through January 27, 2012 in the amount of $12,419.30 was approved. 


On MOTION by Mr. Mena seconded by Mr. Shank with all in favor Work Authorization 62 was amended from a total amount of $30,000 to $12,419.30.


·         Services Dated April 28, 2012 through May 25, 2012

·         Services Dated May 26, 2012 through June 29, 2012

·         Services Dated June 30, 2012 through July 27, 2012

·         Services Dated July 28, 2012 through August 31, 2012

The following was discussed:

Ø  Mr. Cassel reviewed and marked up the invoices. 

Ø  Mr. Mena requested clarification on the work associated with these invoices and Mr. Cassel explained the invoices are for engineering work performed during construction and closeout.

Ø  The recommended payments are as follows:

°         April 28, 2012 through May 25, 2012 - $7,722.70

°         May 26, 2012 through June 29, 2012 - $2,190.58

°         June 30, 2012 through July 27, 2012 - $21,688.44

°         July 28, 2012 through August 31, 2012 - $27,677.04

Ø  Mr. Shank asked for an update on the demand letter sent to CH2M Hill.  Mr. Capko received confirmation the amount is approximately $440,000 and sent another demand letter last week.  CH2M Hill was provided 20 days to respond. 


Mr. Mena MOVED to approve the above referenced invoices with the revised amounts suggested by the District Manager seconded by Mr. Holland. 


Ø  Mr. Shank suggested approving the invoices but delaying payment due to the pending litigation.  There is concern regarding approximately $440,000 not reimbursed to the District.

Ø  Mr. Cassel understands the Boards position; however he indicated these are two separate issues. 

Ø  Mr. Mena agreed with Mr. Shank’s suggestion. 

Ø  Mr. Capko stated if the Board adopts a motion to delay payment of the remaining invoices, he will review the issue and make a recommendation at the next meeting. 


On MOTION Mr. Shank seconded by Mr. Mena with all in favor the revised amounts of the above referenced invoices were approved but payment will not be issued until it is considered in pending mediation.


FIFTH ORDER OF BUSINESS                             Consideration of Work Authorizations

A.                Work Authorization 68 for Headworks Leveling Gate

            The following was discussed:

·         There are several issues with the leveling gate.  Staff has been doing a workaround, but it is a short-term solution.  Replacing the leveling gate will minimize the possibility of other issues associated with operating the valves the way they are currently being operated.  It will be a long-term solution.

·         Mr. Lyn reviewed the work authorization, which totals $85,222.80. 

·         Mr. Mena asked how long the prices are guaranteed.  Globaltech received quotes from three vendors and the prices are good for two to three months.  Mr. Lyn does not foresee a cost increase.


On MOTION by Mr. Mena seconded by Mr. Holland with all in favor Work Authorization 68 with Globaltech for a total cost of $85,222.80 was approved. 


B.                 Work Authorization 69 for DIW Slab Investigation and Repair

            Mr. Daly provided the Board with a video presentation.

·         Mr. Holland mentioned there was discussion at the last Broward County Water Resources Task Force meeting regarding periodic audits conducted by the Health Department and CSID was cited as doing an excellent job.

·         Mr. Shank requested including a section with the engineer’s expectations as well as the inspector’s final report, both with signatures, on all future projects.  If necessary, he suggested independent inspections. 


On MOTION by Mr. Holland seconded by Mr. Mena with all in favor Work Authorization 69 with Globaltech for a total cost of $16,436.91 was approved. 


SIXTH ORDER OF BUSINESS                             Consideration of Bids

A.                Re-Roofing Project

            A total of seven bids were submitted by the deadline.  The lowest bid came in five minutes after the deadline.  Staff recommends awarding the contract to ABC Roofing, Corp. at a cost of $32,535.


On MOTION by Mr. Mena seconded by Mr. Holland with all in favor the re-roofing bid was awarded to ABC, Roofing, Corp. 


B.                 Aquatic Chemicals

            Aquatic chemicals are bid every year.  The Board previously authorized staff to purchase chemicals from several vendors depending on the lowest price for each chemical.  Staff recommends purchasing Diquat and Cutrine Plus from Crop Production Services; Hydrothol 191, Aquathol K, Aquathol S K and 2, 4-D from Winfield Solutions; and Glyphostate and Induce from Alligare.  Staff is requesting purchasing discretion if a chemical costs more but requires fewer applications resulting in a lower overall cost. 


On MOTION by Mr. Holland seconded by Mr. Shank with all in favor the chemical bids were awarded, as recommended by staff, to the lowest bidders indicated on the bid tabulation sheet.


SEVENTH ORDER OF BUSINESS                      Staff Reports

A.                Manager

·         Correspondence from the City of Coral Springs Regarding Fencing

            The Board reviewed the City’s proposed ordinance changes with regard to fences, hedges and walls.  The Board does not agree with 25 feet from the normal water line and would like to recommend changing it to 15 or 20 feet from the top of the bank.  Mr. Mena does not want to approve anything unless the City meets with the District.  This item was tabled.

            Mr. Shank requested an update on a meeting Mr. Frankenhauser and Mr. Frederick had with Mr. Westfall, the Environmental Coordinator for the City of Coral Springs.  Mr. Frankenhauser discussed the following:

Ø  There are three locations with large trees growing across the District’s right-of-way and/or the edge of the canal.  Two of the trees are Rubber Trees and one is a Ficus Tree.  If two of the trees fall during a storm, the canal will be blocked which will result in flooding. 

Ø  Mr. Westfall will declare the Ficus Tree a hazard so it can be removed without mitigation.  Mr. Mena clarified all Ficus Trees are considered nuisance trees and can be removed without a permit. 

Ø  Mr. Westfall prefers the residents living adjacent to the Rubber Trees be contacted and asked if they have objections to the trees being removed.

Ø  The City is in the process of determining whether CSID is a utility so mitigation can be one to one instead of the diameter of the trunk.  Mr. Capko noted he has been arguing this issue with the City on behalf of SWCD. 

Ø  If Mr. Westfall’s report is not favorable to the District, Mr. Shank requested a letter from the City stating they will accept legal and expense liability for any flooding resulting from these trees falling into the canal.



·         Change Order #3 for Interconnect Upgrades

            Before working on the initial design for this project Eckler Engineering, Inc. contacted all utilities to request the locations of their utilities.  FPL stated all of their utilities were on the other side of the street.  In the process of working on the project, an existing unknown FPL feeder conduit was damaged.  This was FPL’s error for not identifying their locations correctly.  The City of Coral Springs will pursue reimbursement of additional costs from FPL.  The Board needs to decide whether to pay the District’s portion up front and then seek reimbursement with the City from FPL.  Mr. Cassel suggested the District pay upfront in accordance with the Interlocal Agreement. 


On MOTION by Mr. Mena seconded by Mr. Holland with Mr. Mena and Mr. Holland voting aye and Mr. Shank voting nay Change Order #3 with Eckler Engineering for emergency interconnect upgrades with the City of Coral Springs was approved. 


·         Consideration of Contract with Severn Trent Services

            The Board reviewed the amendment to the contract with Severn Trent Services.

Ø  There is an average of 12 to 16 regular meetings as well as 4 to 5 workshops a year covered under the contract.

Ø  The Board requested “special meetings” be redefined to be more specific. 


On MOTION by Mr. Holland seconded by Mr. Mena with all in favor the amendment to the contract with Severn Trent Services was approved subject to District counsel’s review of the revision to Exhibit B. 


·         Utility Billing Work Orders

·         Water Breaks Reports

            The above items are for informational purposes only, copies of the reports are attached hereto and made a part of the public record. 


            B.        Director of Operations

·         Water

            Mr. Stover reported the District received the Certificate of Occupancy.  Payment was released to Lanzo.  The new trees were planted. 


·         Sewer

            Mr. Nealon provided a brief update on the work being done on Plant E.  The vertical welds are complete and the welds at the bottom are almost complete.  X-rays will begin tomorrow.  Once the X-rays are complete painting will be done.  All work is expected to take eight weeks. 


·         Field Services

            Mr. Siegfried stated the company relining Lift Station #1 is taking a break because they are having trouble bypassing the water level.  Reynolds is working on mainlines.  Once they are done LMP will begin with the laterals. 


·         Drainage

            This item was previously discussed.


·         Human Resources

            Mr. Zilmer reported the pensions are being moved to Fidelity.  Out of 53 employees, 49 signed up for 4%.

            Mr. Daly reported the Holiday Party is being planned and will be held at The Outback Steakhouse. 


C.                Attorney

            There being no report, the next item followed. 


D.                Engineer

            Mr. Lyn reported the Health Department indicated the District should have a permit by next week.  Once it is received they will begin work on the sludge line.   


EIGHTH ORDER OF BUSINESS                         Approval of Financial Statements for August and September 2012

            Ms. Woodward reviewed the financial statements. 


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





NINTH ORDER OF BUSINESS                            Supervisors’ Requests

            The following was discussed:

Ø  Mr. Shank stated the City of Tamarac had issues with their drinking water due to lack of procedures.  He wants to make sure this does not happen with the District.  He also thanked Mr. Daly and Ms. Woodward for their help.

Ø  Mr. Holland commented on the great job District staff is doing.  He provided an update on the Broward County Water Resources Task Force meeting.

Ø  Mr. Mena commented it was impressive the Broward County Water Resources Task Force asked CSID to be a part of it. 


TENTH ORDER OF BUSINESS                           Adjournment

            There being no further business,


On MOTION by Mr. Holland seconded by Mr. Shank with all in favor the meeting was adjourned. 





Kenneth Cassel                                               Martin Shank

Assistant Secretary                                         President