A regular meeting of the Board of Supervisors of the Coral Springs Improvement District was held on Monday, December 17, 2012 at 4:02 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

            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 December 17, 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 November 19, 2012 Meeting

            Mr. Shank stated each Board member received a copy of the minutes of the November 19, 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 November 19, 2012 meeting were approved.


THIRD ORDER OF BUSINESS                            Audience Comments

            There not being any, the next item followed.


FOURTH ORDER OF BUSINESS                        Public Hearing on Proposed Vote to Stop Paying Interest on Customer Deposits


On MOTION by Mr. Mena seconded by Mr. Holland with all in favor a public hearing to consider stopping payment of interest on customer deposits was set for January 28, 2013 at 4:00 p.m. with the regular meeting immediately following the public hearing.


FIFTH ORDER OF BUSINESS                             Consideration of Contract Renewals

·                     Air America Air Conditioning

            Mr. Daly reviewed the contract renewal with Air America Air Conditioning for maintenance service.  There is no fee increase.  They have provided excellent service to the District. 


On MOTION by Mr. Mena seconded by Mr. Holland with all in favor the contract renewal with Air America Air Conditioning was approved. 


·                     Lhoist North America

Lhoist North America has been supplying the District with lime for the past 12 years. 


Mr. Mena MOVED to approve the contract with Lhoist North America and Mr. Holland seconded it.


Ø  Mr. Shank asked if there was an increase in fee.  Mr. Stover responded there is a slight increase. 

Ø  Mr. Holland asked if they provide good service.  Mr. Stover confirmed they provide good service.


On VOICE vote with all in favor the contract with Lhoist North America was approved.


SIXTH ORDER OF BUSINESS                             Ratification of Work Authorization #65 Amendment

            The following was discussed:

·         Several line items were taken out resulting in a net zero change to the cost of the contract with Globaltech for the Ammonia Sulfate System project while allowing necessary work to be completed. 

·         Mr. Lyn reported the Building Department approved the permits and equipment is arriving on site. 


On MOTION by Mr. Mena seconded by Mr. Shank with all in favor the amendment to Work Authorization #65 was ratified. 


SEVENTH ORDER OF BUSINESS                      Consideration of Work Authorization #71 for Oversight of Propane Tank Replacement

            This work authorization is for Globaltech to oversee replacement of fuel tanks by Sungas.


Mr. Mena MOVED to approve Work Authorization #71 and Mr. Holland seconded it.


·         Mr. Shank requested a line item be added for general engineering when preparing the next fiscal year budget. 

·         Mr. Cassel explained there is a line item for general engineering.  Work Authorizations are approved by the Board because the base scope for the engineer is being changed. 

·         Mr. Shank wants Department Heads to have authorization to contact the engineer for certain issues without needing Board approval. 


On VOICE vote with all in favor the motion as previously outlined passed. 


EIGHTH ORDER OF BUSINESS                         Staff Reports

A.                Manager

·         Discussion of Utilizing Electronic Format and Devices for Agendas

            Mr. Daly looked into several options for electronic devices.  An iPad cost $399.  Switching to electronic distribution of documents and agendas will result in printing and copying cost savings for the District.  There was Board consensus to get final proposals for electronic devices. 


·         Discussion of Toilet Rebate Program

            A total of 51 rebates have been reserved and 20 have been claimed.  This is becoming a popular program.  Staff requested authorization for an additional 50 rebates.  There was Board consensus to authorize an additional 50 rebates.


·         Utility Billing Work Orders

            This item is for informational purposes.


            B.        Director of Operations

·         Discussion of New Water Bills

            The following was discussed:

Ø  Mr. Daly distributed a sample of a water bill from the City of Deerfield. 

Ø  The current printing and processing of bills for the District and other districts CSID provides billing for is costly and inefficient. 

Ø  A company called PRIDE can print and mail out the bills.  If there is a cost increase, it will be minimal and will be offset by efficient use of staff’s time. 

Ø  There was Board consensus to use PRIDE to print out and mail client billing. 


·         Water

            The following was discussed:

Ø  Mr. Stover reported his department is running on three and a half cylinders. 

Ø  Well #5 is still being worked on and will likely take a four to six weeks to complete.

Ø  The issue with the door was resolved and the permits will be issued. 

Ø  The ammonium sulfate project is in process and should be complete by February. 

Ø  Mr. Lyn met with the Health Department regarding the gasifiers.  They are okay with the proposed temporary fix.  A permit modification needs to be completed for the changes. 

Ø  The Building Department is okay with the height issue.  A DRC modification is needed as well. 

Ø  One to two RO trains will be able to run.  The third train depends on the wells, which will take more time. 

·         Sewer

Mr. McIntosh reported the following:

Ø  Repairs on the wastewater plant is anticipated to be completed by December 18, 2012.

Ø  They expect to begin taking Plant F out of service the second week of January.


·         Stormwater

            Mr. Frederick reported the following:

Ø  The propane contractor will begin work in January.  It will take a week to do each station. 

Ø  Culvert pipe inspections are complete and he will be reviewing the reports. 

Ø  He is obtaining prices for tree removal.  Mr. Cassel stated the City is still deciding on the amount of tree mitigation.


·         Field

Mr. Seigfried reported the first two phases of the lift station project are over 85% complete.  They should be complete by the end of the holidays and they will begin lining the laterals. 


·         Human Resources

            Mr. Zilmer reported Nationwide will be on site December 19 and December 20, 2012 to do staff enrollments.  The Holiday Luncheon is on Friday, December 21, 2012. 


C.        Attorney

            Mr. Capko reported the following:

·         A report on erosion control will be presented to the Board at the January meeting. 

·         CH2M Hill’s attorney wants to convince them it makes sense to separate the fee issue.  Mr. Capko gave him until the middle of this week before filing a lawsuit. 

·         A memorandum regarding the City of Coral Springs’ tree ordinance was distributed to the Board, a copy of which is attached hereto and made a part of the public record. 


D.        Engineer

            Mr. Lyn did not have anything additional to report.  Mr. Shank requested the engineer and department managers develop a project checklist for tracking purposes. 



NINTH ORDER OF BUSINESS                            Approval of Financial Statements for November 2012

            The Board reviewed the financial statements.  Ms. Woodward informed the Board the Fiscal Year 2012 draft audit is complete and has been reviewed.  The final audit will be presented to the Board at the January meeting. 


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


TENTH ORDER OF BUSINESS                           Supervisors’ Request

·         2013 Florida Sterling Conference

            The following was discussed:

Ø  Mr. Mena provided the Board with information on the 21st Annual Florida Sterling Conference and asked the Board if they want to pursue it.

Ø  Mr. Shank and Mr. Holland agree leadership development is necessary with the District’s department heads; however, they do not want to pursue Florida Sterling as a vehicle for leadership development. 


ELEVENTH 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.





Kenneth Cassel                                               Martin Shank

Assistant Secretary                                         President