January 8, 2009 Minutes

MINUTES
ANNUAL MEETING
ENGLEWOOD WATER DISTRICT BOARD OF SUPERVISORS
JANUARY 8, 2009 @ 8:30 a.m.

Board of Supervisors:
Steve Samuels, Chair
Paul Manke, Vice-Chair
Sydney Crampton
Phyllis Wright
Taylor Meals

Staff:
Richard L. Rollo, Administrator
Robert H. Berntsson, District Attorney
Maureen Cronk, Administrative Assistant

1.   The meeting began with the Pledge of Allegiance and a roll call to establish a quorum

2.    ANNOUNCEMENTS
      a)    Paperwork for item 7c was distributed
      b)    Item 7d – WUP Task order was added
      c)    New Business – Fire Department Request

3.    ELECTION OF OFFICERS – Attorney Berntsson took over the meeting.  Nominations for the position of Chair were requested. Mr. Meals nominated Mr. Samuels.  There being no further nominations, the nominations were closed and Mr. Samuels declared Chair.
      a)    Chair – Steve Samuels

Chair Samuels asked for Nominations for the position of Vice-chair. – Mr. Meals nominated Mr. Manke, Seconded by Mr. Samuels.  Ms. Crampton nominated Mr. Meals; Mr. Meals declined and the motion failed.  Nominations were closed and Mr. Manke declared Vice-Chair.  
      b)    Vice Chair – Paul Manke

4.    SERVICE AWARDS – Chair Samuels presented Service Awards with thanks and congratulations to:
      a)    Linda Morris – 20 years
      b)    Marilyn Talutis – 10 years

5.    PUBLIC INPUT
      a)    Mr. Roger Hammond, 1325 Seahorse Lane – Purchased property 8 years ago and installed a Culligan Water System 2 years ago. Last year received Mandatory Connection Notice; a second notice 6-months later and now a third notifying of a lien for the unpaid monthly fees.   Cannot afford to connect; instead of monthly billing will pay monthly towards connecting. 

Mr. Rollo explained the District’s charter and laws requiring connection.  In that Mr. Hammond is not connected, our only alternative is to file a lien.  When service is connected, or parcel is sold, the lien, including interest, will be satisfied.  Mr. Hammond appreciated the explanation and thanked the Board for their time upon leaving the meeting. 

6.    CONSENT SECTION – Chair Samuels asked for comments, corrections, or objections to the Consent Section.  Hearing none,

Mr. Meals moved, “to accept the Minutes of the December 4, 2008 meeting and the Attorney’s Invoice dated December 3, 2008 as presented” Seconded by Mr. Manke

Unanimous

      a)    Minutes of the Regular Meeting December 4, 2008 09-01-08 CS A
      b)    Attorney’s Invoice dated December 3, 2008       09-01-08 CS B
     
7.    ACTION ITEM
      a)    Sarasota County Drainage Project JPA – Mr. Linden presented the item. County staff is moving forward with this project along Dearborn Street.  The project is scheduled to go to bid this month; when it will be awarded is unknown. 

Mr. Meals moved, To authorize the Chair to sign and the Secretary to Attest the Joint Project Agreement with Sarasota County for the Englewood CRA Drainage Improvement Project” Seconded by Ms. Wright

Unanimous   09-01-08 A

      b)    CY’09 Schedule of Meetings – Mr. Rollo presented the item.  The proposed schedule follows that used in 2008 and follows the budget cycle for frequency of meetings.  Chair Samuels noted that meetings can be added if necessary.

Ms. Wright moved, “To accept the proposal schedule of Regular Meeting dates for Calendar Year ’09 and the Annual Meeting of 2010; meetings to begin at 8:30 a.m.” Seconded by Mr. Manke

Unanimous   09-01-08 B

      c)    Siemens Change Order – Lime Plant Clarifier – Mr. Ray presented the item. Siemens is working at the WRF rehabilitating a clarifier.  Similar work is needed at the Lime Softening plant.  Proposals were solicited and Siemens was again the lowest qualified bidder.  We included $50,000 in the Production Department repair & maintenance budget; we were able to negotiate the cost down to $66,234.

Ms. Crampton moved, “To authorize an increase in the amount of $16,234 to the FY ’09 Budget account #500463-530-101.  and To accept the Proposal dated 1/05/09 from Siemens to Refurbish the Clarifier at the Lime Softening Plant, issuing a Change Order in the amount of $66,234, to the original contract. Funds to come from Water Revenue.” Seconded by Ms. Wright

Unanimous         09-01-08 C

      d)    WUP Task order – Mr. Linden presented the item. The renewal of the Water Use permit started more than a year ago.  This is the next step in the process.  PBS&J needs to respond on our behalf; we’re confident we’re close to bringing this to a conclusion.  Mr. Linden also pointed out that after we actually receive the permit there will be continuing expenditures towards reporting requirements.

Ms. Wright moved, To authorize the Administrator to sign Amendment No. 1 to Task Order #PBS&J-08-002 with PBS&J to provide the response to the SWFWMD Clarification of Received Information on the Water User Permit Renewal Request for Additional Information dated January 30, 2007 in the amount of $53,621.00 as specified in the Scope of Services dated January 2, 2009. Funds to be taken from Water Revenue.  Seconded by Mr. Manke

Unanimous         09-01-08 D

8.    DISCUSSION ITEM
      a)    Englewood Area Fire Control District Request – A letter has been received from the Assistant Chief, EAFCD, asking EWD to waive the connection fees, using the logic that EWD does not pay their non-advalorem taxes.  Discussion took place; Attorney Berntsson advised that the Board cannot waive fees, but could choose to pay the fees out of EWD operating funds.  However, this is not a recommendation.  After further discussion, the Board determined that our standard policy of charging all customers would stand.  

Chair Samuels asked Vice-Chair Manke to take over the meeting as he has another appointment to keep.

9.    ADMINISTRATOR’S REPORT – Richard L. Rollo, PE
      a)    OPERATIONS DIVISION MANAGER’S REPORT – Michael J. Ray
             1.  WRF settling tank needs to be emptied; the expense should be covered under the repair and maintenance budget but we did not anticipate doing it this year.
             2.  The Reclaimed Water Line on River Road near Pine Street Park is leaking.  Due to the depth of the line, the proximity of a gas line and the closeness of the Roadway, it is beyond our in-house capabilities. A contractor has been selected at a cost of $22,000. 
             3.    Odor Control complete Unit working great; 100% removal.
             4.    RO Expansion project is progressing.  Should be done March/April.
             5.  Holiday Ventures L/S – experienced a spill due to grease accumulation.  Have made adjustments and are dealing other items within the station that need attention.

      b)    TECHNICAL SUPPORT MANAGER’S REPORT – Jarl “Jay” D. Linden, PE – Mr. Linden reviewed his written report with updates.
             1.  Park Forest reuse project – ahead of schedule.
             2.  Winchester – Meeting with GWE January 14th.
             3.  Sandalhaven Utilities – anticipating February construction of L/S; could begin treating for them this summer.
             4.   Villages of Manasota Beach – Meeting with developer and Sarasota County January 29th.

      c)    FINANCE DIRECTOR’S REPORT – Sonia R. Zoeller
             1.   Audit will begin Monday; we are prepared.  Take about 2-weeks with a report by the end of March.  

Mr. Rollo continued with his report;
      d)     Received notice that there was a bill in Tallahassee to raid trust funds; the principal source of funds for the Peace River authority.  Not going to affect us; but could impact the Authority’s plans for interconnections etc.

     e)    East Englewood Town Hall Meeting – our position is there is no project; no plan to sewer. 

10.   ATTORNEY’S REPORT – Robert H. Berntsson
      a)    Brotherton case settled for $1,000

11.   OLD BUSINESS
      50th anniversary events.  Maybe we’ll do something, reuse included etc.  Plaque   multiple things, maybe water week with special t-shirt design?

12.   PUBLIC COMMENT – None

13.   NEW BUSINESS

14.   BOARD MEMBER COMMENTS

15.   ADJOURN @ 10:25

______________________
Paul Manke, Vice-chair

/mac