MINUTES OF MEETING

NORTH SPRINGS IMPROVEMENT DISTRICT

 

            A meeting of the Board of Supervisors of the North Springs Improvement District was held on Wednesday, November 5, 2008 at 4:50 p.m. at the District Offices, 10300 NW 11th Manor, Coral Springs, Florida.

 

            Present and constituting a quorum were:

           

            Steve Mendelson                                            President

            David Gray                                                     Secretary

            Vincent Morretti                                             Assistant Secretary

 

            Also present were:

 

            Kenneth Cassel                                               District Manager

            Dennis Lyles                                                   District Counsel

            Sean Skehan                                                    CH2M Hill

            Brenda Schurz                                                Severn Trent Services

            Nick Schooley                                                 Drainage Supervisor

            Rod Colon                                                      Chief Operator

            Joe Sabino                                                       Heron Bay Clubhouse Manager

                                                                                                           

            The following is a summary of the minutes and actions taken at the November 5, 2008 North Springs Improvement District 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 1, 2008 Meeting

            Mr. Cassel stated each Board member received a copy of the minutes of the October 1, 2008 meeting and requested any corrections, additions or deletions.

            There not being any,

 

On MOTION by Mr. Gray seconded by Mr. Mendelson with all in favor the minutes of the October 1, 2008 meeting were approved.

 

THIRD ORDER OF BUSINESS                            Consideration of Purchase of 2009 Ford F250 Utility Truck

            The Board briefly reviewed the recommendation memorandum from Mr. Colon, which outlines the three quotes received.  This truck will replace the leased truck which is expiring.

On MOTION by Mr. Mendelson seconded by Mr. Gray with all in favor the Board approved the purchase of a 2009 Ford F250 utility truck as recommended by staff.

 

FOURTH ORDER OF BUSINESS                        Consideration of Field Management Contract for Parkland Isles Perimeter Berm

            The following was discussed:

·         In the past, the intent was for the Parkland Isles HOA to manage the contractor.  They were not receptive to doing this.

·         Severn Trent Services is now offering field services and is proposing to provide field management services for the Parkland Isles Perimeter Berm. 

·         Mr. Lyles explained the contract is with Severn Trent Services to manage the landscape and maintenance activities on the berm, which is NSID property.  The management company for the HOA does not want to pick it up under their contract.

·         Ms. Schurz noted the contract is for less money than what the District had agreed to pay the HOA if they were going to manage it. 

 

On MOTION by Mr. Mendelson seconded by Mr. Gray with all in favor the field management contract with Severn Trent Services for the Parkland Isles Perimeter Berm was approved.

 

FIFTH ORDER OF BUSINESS                             Staff Reports

A.                Manager

i.                    Pelican Isles Update

            The following was discussed:

·         Ms. Schurz spoke with the HOA’s President.  Staff will notify them of how this issue will be handled. 

·         The District owns this property.  The HOA amended their master declaration and their HOA documents.  They have walked away from the obligation they took on when they purchased their property, which was to maintain the berm.  

·         Staff will notify them of what the District plans to do.  The District will create a special assessment area and will levy special assessments to the Pelican Isles community to pay for this.  Maintenance costs will not come out of the general fund revenue for the District. 

·         Staff has not signed off with DOT on the access.  They are still working with DOT and waiting for a response as to how the District can gain access to the property for it to be maintained. 

 

ii.                  Discussion of Parkland Village Contract

            The following was discussed:

·         Staff has been working with Centerline to see how this project can go forward.  Documents are being finalized with them and staff is waiting for them to respond.

·         The District will limit the liability, with regards to Tousa, to zero. 

·         The overall outline of the transaction is settled.  One of the key components will be the necessary documentation from Centerline and the people they bought the property from.  The District will not be in a position to give Centerline credit for any money paid by the previous developer towards the infrastructure.  Centerline has to provide documentation confirming they have 100% of the rights to the money that was received from Tousa pursuant to the developer funding agreement. 

·         When staff has the necessary documentation and an agreement with Centerline, it will be placed on the agenda for the Board’s approval.  At this time, staff is not ready to make this recommendation to the Board. 

 

iii.                Discussion of Qualified Public Depositories

            Mr. Cassel briefly reviewed the letter from Mr. Bloom regarding Qualified Public Depositories and protecting public funds.  The Board requested alternate investment options in order to protect its funds. 

 

            Mr. Cassel also addressed the following under the Manager’s Report

·         Bids were received for aquatic weed control chemicals. 

·         The request for bids was in conjunction with CSID and PTWCD in order to leverage the districts abilities to get the best possible bids. 

·         The estimated expense for aquatic weed control chemicals for fiscal year 2009 is $77,553.  Staff is requesting approval to buy chemicals from various vendors at the prices quoted.

·         The prices on some of the chemicals are the same regardless of the vendor.  These are manufacturer dictated prices. 

·         Phoenix Environmental Care quoted prices on alternative chemicals.  CSID authorized staff to try the alternate chemicals to see if they work.  If they do not work, the chemical in the specifications will be used. 

·         Mr. Lyles is concerned that the District may not have the ability to consider the alternate chemical in this setting because of the way the specifications were written.  He suggested passing a motion to approve staff’s recommendation.  If staff wants to use Redwing, which is the alternative chemical, it is below the threshold and it can be purchased. 

 

On MOTION by Mr. Mendelson seconded by Mr. Gray with all in favor the Board approved staff’s recommendation for the aquatic weed control chemicals outlined with the exception of Redwing, which will be purchased separately on a trial basis.

 

·         After Hurricane Wilma in 2005 the District entered into a contract with Arbor Tree & Land, Inc. for hurricane debris removal and canal bank restoration.

·         Some of the work in the original specifications did not need to be done and other work which was not in the original specifications did need to be done. 

·         Arbor Tree & Land, Inc. is claiming an additional amount for work they did.  The District originally rejected the claim and requested they demonstrate it to staff’s satisfaction. 

·         Staff requested CH2M Hill confirm what was and was not required to be done as well as if there was a basis for their request.

·         District staff’s paperwork trail, the field notes and the engineer’s records are not conclusive. 

·         Mr. Cassel convened a meeting with everyone involved in this issue.  Arbor Tree & Land, Inc. has adequate documentation demonstrating what they did, which was not covered by the original specifications. 

·         Mr. Lyles does not feel the District can contest their claim.  Staff requested they submit a change order.  It has been reviewed and revised.  They are not charging interest. 

·         In the future when there is a third party administering a project like this, staff will have an in-house representative directing the work as well as documenting it. 

·         Staff presented the Board with Change Order No. 1 and Final with Arbor Tree & Land, Inc. for a net increase of $29,993.  Mr. Lyles prepared a general release for them to execute, which absolves the District from any responsibility or claims. 

           

On MOTION by Mr. Mendelson seconded by Mr. Gray with all in favor Change Order No. 1 and Final with Arbor Tree and Land for a net increase of $29,993 was approved.

 

iv.                Water Production Reports

·         Mr. Colon noted there was a 13% system loss this month, which is extremely high; however, last month there was a 1% system loss.  Going forward he will provide a running average because the billing cycle does not correspond with the meter cycle.  A six month average will be more balanced out. 

·         Mr. Colon gave a brief update on the painting project. 

 

B.                 Attorney

There being no report, the next item followed.

 

C.                Engineer

i.                    Project Status Report

            Mr. Skehan briefly reviewed the project status report.

 

SIXTH ORDER OF BUSINESS                             Approval of Financials and Check Register

            The Board briefly reviewed the financials and check register. 

·         Mr. Cassel noted the auditors have started working on the fiscal year 2007 audit.  They are onsite doing preliminary work. 

·         Heron Bay Mitigation was at 96% of the projected budget as of September 30, 2008.  Parkland Isles was at 79% of the projected budget.  The general fund ended at 77% of the projected budget.  This puts the District in a good position for fiscal year 2009. 

 

On MOTION by Mr. Mendelson seconded by Mr. Gray with all in favor the financials and check register were approved. 

 

 

 

 

SEVENTH ORDER OF BUSINESS                      Adjournment

            There being no further business,

 

On MOTION by Mr. Mendelson seconded by Mr. Gray with all in favor the meeting was adjourned. 

 

 

 

 

 

 

 

                                                                         

 David Gray                                                                   Steve Mendelson                                          

 Secretary                                                                        President