MINUTES OF MEETING
SUNSHINE
WATER CONTROL DISTRICT
The
Regular Meeting of the Board of Supervisors of the Sunshine Water Control
District was held on
Present and constituting a quorum were:
Mary Macomber President
Dave Hulett Vice President
Also present were:
Craig Wrathell District Manager
Bruce Cranmer District Counsel
John McKune McKune & Associates
Cory Selchan Field Supervisor
Richard
Michaud City
of
Mark Grimmel HRH Agent
Peter Colussy CH2M Hill
Representatives David & Gerchar, Inc.
David Clark Resident
FIRST ORDER OF BUSINESS: Roll Call
Ms. Macomber called the meeting to order.
Mr. Wrathell called the roll and noted that Mr. Sobers was not present.
SECOND ORDER OF BUSINESS: Discussion
of Insurance
Mr.
Wrathell explained there were certain insurance policies that were not renewed
as of
Mr. Grimmel introduced himself and discussed the governmental experience/background of his company. Mr. Grimmel explained the coverage and benefits that he has outlined for the District at a substantial premium reduction. Preferred Governmental Insurance Trust is underwritten by all “A” rated carriers.
Mr. Wrathell highlighted the savings to the District and the levels of property coverage, general liability, and public official liability.
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of adopting the PGIT Insurance as provided by HRH as discussed.
THIRD ORDER OF BUSINESS: Discussion
and Consideration of Proposal
from
McKune & Associates
Ms. Macomber questioned a section of the Professional Services Agreement with McKune & Associates.
Mr. McKune clarified, what I was trying to say is that I will not order anything on my own without the Board’s knowledge.
Ms. Macomber commented that she would prefer written notification for all charges prior to services.
Mr. Hulett discussed his visit with the Engineering firm following the last Board meeting. Mr. Hulett provided a copy of the original Engineering agreement with CH2M Hill, for review and discussion. Mr. Hulett shared his discussion with the staff at CH2M Hill and stated it was not very satisfactory in answers to his questions and asked Mr. Wrathell if he could advise them as to terms of the Engineering discussion.
Mr. Wrathell explained the Consultants Competitive Negotiations Act, this will require that if you are exceeding $25,000 in an annual basis for Engineering Services that those additional services over $25,000 would need to be bid out. If you accept Mr. McKune’s proposal tonight, there would be an understanding that his services will not exceed $25,000 in a 365 day period of time. We go out for RFQ process with a continuing services agreement for all new Districts. My opinion of the CH2M Hill, I am not qualified to comment on whether it is the same contract as the original contract.
Discussion followed regarding the
previous contract and existing contract with CH2M Hill. (***please note, several speakers were not
audible due to distance from the microphone***).
Mr. Hulett stated due to the large projects that we are ahead of us, that at that point and time I would like to see if there are other engineering companies that may be interested.
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of approving the Proposal from McKune & Associates with the threshold of
$25,000.00 as under the contract with CH2M Hill and with written notification
of all charges prior to service.
Ms. Macomber expressed her concern over the remainder of the Board not being aware of Mr. Hulett meeting with the Engineering firm.
Mr. Hulett explained there was just an invitation for me to meet with them.
Ms. Macomber stated I think that Phil and I should be involved in any of these meetings and I would appreciate in the future being made aware of any such meetings.
FOURTH ORDER OF BUSINESS: Discussion and Consideration
of Storm Water Update and Study
Representatives from David & Gerchar, Inc. Surveyors and Mappers, presented their proposal for Professional Land Surveying as provided in the Agenda Packages and explained the scope of work that will be rendered for the District.
Mr. Wrathell commented on the data provided by the surveyors and the approach to the survey that is required by the NRCS agreement within a ninety day period. A revised drainage plan is to be done and a much larger plan is to be implemented in the future regarding the canals.
Explanation of the record survey of the canal x-sections was reviewed.
Mr. Wrathell clarified the scope of work and the costs involved with each phase of work. The debris and silt buildup in the canals was discussed; this will need to be determined in order to identify the benefit to the homeowners for assessments.
Ms. Macomber requested that Mr. Selchan oversee the project and requested an amendment to the proposal indicating that the approval is necessary by Sunshine Water Control District Staff and McKune & Associates as well as request in writing to the Sunshine Board for any additional work.
Mr. Hulett provided a previous contract with CH2M Hill regarding work on the canals for review and asked Mr. Colussy to clarify what was done.
Mr. Colussy, CH2M Hill, explained the scope of work at that time that was necessary to establish the original canal cross sections and bottom elevations, and there were downed trees due to a hurricane.
FIFTH ORDER OF
BUSINESS: Consideration
of Permit Requests
a.
Drainage
Permit Request from La Placida Real Estate Development for construction of
forty duplex units on existing vacant lots north of Sample Road on the east
side of Coral Springs Drive:
Mr. Colussy stated we have reviewed this permit and do recommend approval in accordance with the conditions in the letter.
A resident, David Clark, commented on the residents’ concerns with this project due to the drainage pipes that are being installed by the Developer. The concern is that because the pipes are so large and cross over their neighborhood, there will be flooding in these areas; also there is no on-site storm water retention area. Mr. Clark requested that the Board defer action on this project until the residents have a chance to talk with the regulatory officials.
Discussion followed regarding the permit and the surface water management of these areas and Mr. Colussy was asked to clarify on the map the areas that will be affected by the project.
Mr. Rich Michaud, with the City of
Mr. Hulett commented that I would like to see a better map as to where this work will be done and I prefer we table this item at this time.
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of deferring this item until further review and correction to the maps is
provided by the Engineer.
b.
Right-of-Way
Permit Request from Walter Keller, PE, AICP, for culverting of canal to allow
for parking, circulation, landscaping, utility crossing and buffers for the
Country Club of Coral Springs, 10800 West Sample Road, Coral Springs, Florida:
Mr. Colussy commented that upon review, approval of this permit is recommended.
Mr. Walter Keller, representative of the Country Club of Coral Springs, demonstrated the site plan for this project and asked for the Board’s approval tonight.
Discussion of the permit request followed.
Mr. Wrathell suggested that if the Board desires to approve the project that it would be contingent on additional indemnification by the Engineer.
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of approving the Permit Request from Walter Keller, PE, AICP, with additional
indemnification by the Engineer.
SIXTH ORDER OF BUSINESS: Approval of
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of approving the
SEVENTH ORDER OF BUSINESS: Other Business
There being no Other Business, the next item followed.
EIGHTH ORDER OF BUSINESS: Staff Reports
A.
Attorney
Mr. Cranmer discussed the expense of advertising the meetings; and clarified
the legal requirements for Board meetings.
Mr. Wrathell stated we advertise the meeting schedule for the entire year in order to reduce advertising costs for regular meetings and that newspaper advertising is not always effective.
Mr. Hulett suggested posting the meeting schedule on the website.
Mr. Cranmer discussed the Disaster Recovery Agreements with the City; there are two programs that are very similar. Mr. Cranmer suggested having the Manager review them and possibly piggyback on the City’s agreement for hurricane debris removal.
Mr. Cranmer will draft a memo to the City regarding this suggestion.
Mr. Cranmer stated he received seventy TRIM notices from the tax collectors office.
Mr. Wrathell stated I believe those are for the pump stations; our office will take care of those notices.
B.
Engineer
Mr. Colussy presented the new NRCS Project Agreement relative to the Emergency Watershed Protection program which was previously approved.
Mr. Wrathell concurred time is of the essence on this issue, the bids need to be executed within ninety days as we previously discussed.
Mr. Wrathell discussed the encroachment issues that need to be addressed with the residents.
The necessity of a written policy regarding encroachment issues was discussed.
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of approving the NRCS Project Agreement regarding the Emergency Watershed
Protection Program as presented.
C.
Field
Supervisor
Consideration of Fencing bids:
Mr. Selchan stated we asked ten people to come out and give us bids on repairing the damaged fences around the pump stations; we had two people who were kind enough to come out and bid. The estimated cost is $3,895.00 for pump station #1 and $2,310.00 for pump station #2 with Classic; they will install Razor wire with permission from the City.
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of accepting the bid from Classic for fencing around the pump stations as
discussed; $3,895.00 for Pump station #1, and $2,310.00 for pump station #2.
Consideration of Chemical Bid Awards:
Mr. Selchan provided bids for Chemicals for use by the District and reviewed the data with the Board Members.
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of accepting the Chemical Bid Award as presented.
D.
Manager
1.
Auditor
Selection Process:
Mr. Wrathell stated we have advertised again for Auditor; the response was very low with last month’s advertisement. This item will be brought back to the next meeting.
2.
Newspaper
Advertisement:
We will get the meeting schedule on the Website and talk to the City about linking to their Website as previously discussed.
3.
Sunshine
Gift Certificates:
We had received a request for Gift Certificates for $25.00 Publix Gift
cards for employees and a
4.
Insurance
Coverage:
Provided under separate cover and previously discussed.
5.
Hurricane
Wilma and Sun Trust Loan Analysis:
Mr. Doug Patton, with WHHA, discussed the hand out provided regarding the debt service of the District and two loans related to the repair and replacement of Pump Station #1 and the Hurricane Wilma clean-up.
Discussion followed regarding the use of the reserve funds; the options available for the District to pay down the SunTrust loan and accomplish the improvements that are planned with minimal assessment increases.
NINTH ORDER OF
BUSINESS: Approval
of Financials and Invoices
a.
Unaudited
Financial Statements as of
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of approving the Financial Statements as of October 31, 2007 as presented.
b.
CH2M Hill
Invoices for approval for period before WHHA was the District Management Firm:
Mr. Wrathell questioned certain CH2M Hill invoices regarding the Pump Station analysis.
Mr. Colussy responded that was with the previous Management Firm.
On MOTION by Mr. Hulett and seconded by Ms. Macomber with all in favor
of approving the CH2M Hill invoices as presented.
TENTH ORDER OF BUSINESS: Supervisors Requests and
Audience Comments
There
being no Supervisors Requests and no Audience Comments, the next item followed.
ELEVENTH ORDER OF BUSINESS: Adjournment
There being no
further business, the meeting was adjourned at
________________________________ ______________________________
Secretary/Assistant Secretary President/Vice
President