MINUTES OF MEETING

PINE TREE WATER CONTROL DISTRICT

 

            A meeting of the Board of Supervisors of the Pine Tree Water Control District was held on Thursday, July 14, 2011 at 6:00 p.m. at the Parkland City Hall, 6600 North University Drive, Parkland, Florida.

 

            Present and constituting a quorum were:

           

            Paul Brewer                                                    President

            Mark Weissman                                              Vice President

            Donald Eckler                                                 Assistant Secretary

                                                                                     

            Also present were:

           

            Kenneth Cassel                                               Manager

            Jacob Horowitz                                               Attorney

            Warren Craven, Jr.                                          Engineer

            Randy Frederick                                             Drainage Supervisor

            Several Residents

                                                                                                                                                           

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 June 9, 2011 Meeting

            Mr. Cassel stated each Board member received a copy of the minutes of the June 9, 2011 meeting and requested any changes, additions or deletions.

            There not being any,

           

On MOTION by Mr. Weissman seconded by Mr. Eckler with all in favor the minutes of the June 9, 2011 meeting were approved.

           

THIRD ORDER OF BUSINESS                            Acceptance of Neil Study’s Resignation

             Mr. Cassel stated the third item is the acceptance of the resignation from Mr. Study from his position on the Board for your action.  He did not give a lot more detail than what he put in his letter. 

           

On MOTION by Mr. Eckler seconded by Mr. Weissman with all in favor Mr. Study’s resignation was accepted.

 

            Mr. Cassel stated we will advertise the vacancy and have people send in résumés for your consideration.

            Mr. Brewer stated okay.

 

FOURTH ORDER OF BUSINESS                        Consideration of Bids for the Butler Farms Lake Bank Restoration

            Mr. Cassel stated we had a bid opening a week or so ago.  I will hand over this part of the meeting to Mr. Craven.

            Mr. Craven I just passed out a larger copy of the bid tabulation.  The lowest responsive bidder for the base bid work is J&A Contracting.  We put out the bid with the language in it that it would be awarded based on the lowest responsive bidder to the base bid.  In our analysis we found that J&A Contracting’s bid seemed to be the most thorough.  There are some items of concern in both of the other bids; especially the LCCI Construction bid for Bid Alternate A.  It is extremely low based on the volume we calculated.  That would be close to placing the rip-rap down to the bottom of the lake at about $20 a cubic yard, which is not a realistic number in our opinion. 

            I am not sure if you all got to see what Bid Alternate A was before it went out to bid.  What we basically did was extend the rip-rap down to the bottom of the lake.  We feel it is unlikely that we are going to have to utilize the bid alternate.  Mr. Tepper felt comfortable with the original design, but with the concerns brought up at the last meeting by Mr. Study we decided to look at it again and put in another safety factor if something were to happen while we were excavating out there that would lead us to believe we had to do that work, then we would authorize that work to be done.  We feel we will be able to do the work for the base bid of $73,630.

 

Mr. Weissman MOVED to award the bid for the Butler Farms lake bank restoration to J&A Contracting, Inc. and Mr. Eckler seconded it.

 

            Mr. Eckler stated on J&A Contracting, Inc. I see there is no material haul cost.

            Mr. Craven stated I spoke to all three of the bidders and got some clarifications.  The hauling and everything involved in the placement of the rubble rip-rap is included in that line item for $34,300.

            Mr. Eckler stated also there is no geotextile fabric.

            Mr. Cassel stated I questioned them on that also and it is included in the placement of the rubble.

            Mr. Eckler asked did we not give a bid form?

            Mr. Craven responded no.  It was a lump sum bid that we asked for a breakdown of.  Everybody bid it a little differently.  I tried to give you a picture of how we priced it out from an engineer’s estimate and how everybody else fit in.  You can see the J&A Contracting, Inc. bid has the highest level of detail in it. 

            Mr. Eckler stated so this is a lump sum bid.

            Mr. Craven stated it is a lump sum bid.

            Mr. Horowitz stated just to add for the record the Board’s obligation is not necessarily to pick a lowest bidder, but lowest responsive bidder. 

            Mr. Eckler did the contract state it was going to be awarded based on the base bid and not the alternate bid?

            Mr. Craven responded yes.

            Mr. Eckler stated okay.

            Mr. Brewer asked do you think all of our bidders are equal as far as ability?

            Mr. Craven responded J&A Contracting, Inc. has done more work in the area than the other bidders.  They are familiar with the local geology.  I have not worked with the other two bidders.  I have worked on other projects with J&A Contracting, Inc. and they seemed to have done an exceptional job on everything they worked with. 

            Mr. Cassel asked is there any other discussion?

            There not being any,

 

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

 

            Mr. Eckler asked will this get done by the time school starts?

            Mr. Craven responded yes.  There are two gentlemen here from J&A Contracting, Inc.  If you want to ask them any questions, they are available. 

            Mr. Fogarty asked is Dunkelberger going to inspect the installation of the textile and rip-rap?  What kind of inspection process do you conduct?

            Mr. Craven responded I will be inspecting the work on a daily basis along with Dunkelberger.  Dunkelberger will be approving the materials before they are delivered to the site. 

 

FIFTH ORDER OF BUSINESS                             Questions and Comments on the Proposed Budget

            There not being any, the next item followed.

 

SIXTH ORDER OF BUSINESS                             Manager’s Report

             There being no report, the next item followed.

 

SEVENTH ORDER OF BUSINESS                      Attorney’s Report

             There being no report, the next item followed.

 

EIGHTH ORDER OF BUSINESS                         Engineer’s Report 

              Mr. Craven stated we are working on a couple of things.  We have reached out to DOT and we are working on putting together the part of those parcels we talked about last year.  We did our field work on taking a look at all of the canals prior to hurricane season to see what needs to be done.  Everything looks pretty good.  We still have some issues with the Sawgrass Expressway canal due to access.  There are a few trees we are going to recommend taking down before the heart of hurricane season.  We will have a full report for you at the next meeting.

            Mr. Brewer asked Mr. Frederick, do you have any concerns about anything we might want to look at?

            Mr. Frederick responded there are some big trees in that canal.  I do not think they are going to cause a problem as far as drainage. 

            Mr. Brewer asked do we have any big Australian Pine Trees standing that could go down?

            Mr. Frederick responded no.  I do not think so.  We are in the process of culvert cleaning right now.  Divers are in and that is getting done.  We are trying to deal with the resident at the end of 79th Way. 

            Mr. Eckler asked while it was dry did we find any particular parts that need to get dredged or excavated, other than around the culverts?

            Mr. Craven responded we were out there when it was dry and it appears some of the excess fill from construction the Sawgrass Expressway ended in up in a couple of our canals.  That is going to be part of the negotiation process with DOT so they correct those matters before we take the land from them.  I still think we need to excavate the area Mr. Frederick is talking about.  I do not think that resident is going to stop complaining until we correct that. 

 

NINTH ORDER OF BUSINESS                            Supervisors’ Requests and Audience Comments

            There not being any, the next item followed.

 

TENTH ORDER OF BUSINESS                           Approval of Financials and Check Registers

            There being no questions or comments,

 

On MOTION by Mr. Weissman seconded by Mr. Eckler with all in favor the financials and check registers were approved.

 

ELEVENTH ORDER OF BUSINESS                  Adjournment

            There being no further business,

 

On MOTION by Mr. Weissman seconded by Mr. Eckler with all in favor the meeting was adjourned.

 

 

                                                                                                                                                           

Kenneth Cassel                                                           Paul Brewer

Assistant Secretary                                                     President