April 1, 2010 Minutes

MINUTES
REGULAR MEETING
ENGLEWOOD WATER DISTRICT BOARD OF SUPERVISORS
APRIL 1, 2010 – 8:30 A.M.

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

Staff:
Michael J. Ray – Administrator
Robert H. Berntsson – District Counsel
Maureen A. Cronk – Secretary to the Board

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

 

  1. ANNOUNCEMENTS – Additions & Deletions

a.   Presentations b & c will be switched in sequence to allow Mr. Redovan to leave when done.

  1. PRESENTATIONS: Chair Samuels presented service awards with the Board’s thanks.

a.   Service Awards – Carlos Core – 20 years
                                    Ruthann Gray – 5 years   

b.   AUDIT REPORT – Martin Redovan, Larson Allen LLP – copies of the draft audit were previously distributed; Mr. Redovan distributed final reports and performed a page by page review, providing explanations and answering questions.  Not much CCC collected due to the economy.  This was a standard operating type year; increases in revenue and cost containment bring about an improvement in the bottom line.  Notes cover debt refinancing (pg 26) for the purpose of reducing debt service and economic savings.  Because locked in fixed rate, swap agreements (pg 27) are a negative position, when interest rates rise we’ll be in a favorable position; may take a while.  Standard reports (pgs 36-37) internal control; 1 comment which has already been addressed by Ms. Zoeller. No instance of non-compliance.   Pg 38 Management Letter with 1 comment – documentation of procurement procedures should be enhanced; nothing of negative consequence.  Estimates in financial statements; depreciation is consistent with industry standards.   

Mr. Samuels called for questions or comments. Ms. Crampton questioned accrued payroll and life and disability insurance being understated Ms. Zoeller explained that a fiscal year can be split 5 days in each year in one payroll because of the bi-weekly sequence; 5 days from old year were missed.  Procedure has already been adjusted to take care of that.

Mr. Meals asked about uncollectible bills?  Ms. Zoeller explained that we do not write-off accounts; we file liens and get paid when property sells.  There has been no significant increase in liens.   

There being no other questions,
Mr. Manke moved, “to accept the FY 09 Audit documents as presented” Seconded by Ms. Crampton

Unanimous                                                                                              10-04-01 A

c.   SUNSHINE LAW PRESENTATION – Attorney Berntsson – A slide presentation was reviewed, with questions. Mr. Meals asked who is responsible for legal fees in a suit against a Supervisor.  Attorney Berntsson responded that typically the Board would cover fees, if the Supervisor was acting in District’s interest.  It would be a policy decision if the Supervisor were convicted. 
                                   

  1. PUBLIC INPUT – None

Mr. Ray introduced the Best Tasting Water Contest results; EWD won for Region X which consists of 12 utilities.  The State competition is next week in Tallahassee; 12 regions will compete. 

  1. CONSENT SECTION – Chair Samuels asked for comments and/or corrections to the Minutes.  Hearing none, Mr. Meals moved, “ to accept the consent section as presented” Seconded by Ms Crampton

 

Unanimous

    1. Minutes of the Regular Meeting March 18, 2010 – 10-04-01 CS A

           

  1. ACTION ITEM – None
  1. DISCUSSION ITEM – None

 

  1. ADMINISTRATOR’S REPORT – Michael J. Ray
    1. WATER OPERATIONS – Roger Quick
      1. Distribution Foreman –Wayne Kershanick
        1. Valve and hydrant maintenance; finding old galvanized mains needing replacement. 
        2. New mains being put onto the GIS maps.  Applying for permits for bigger jobs.
        3. Starting up again with meter change outs.
        4. All reclaimed meters are now on radio read.
        5. Gulf Blvd project coming along.  2 breaks yesterday brittle pipe, replacing with PVC.  Our portion is almost complete.  Then we re-do services.

Mr. Quick continued,

      1. Public Hearing on the Injection Well permit, DEP representatives in attendance; no opposition.
      2. Loops starting to show benefits in chlorine residual numbers.  Eliminates flushing and wasting water.  Helps water quality to residents.
      3. MIT test on injection well to commence next week. 
      4. Will attend the Drinking Water Taste Contest in Tallahassee next week.

Mr. Meals questioned the recent monster rains and how our u-lining project helped.  Mr. Ray responded that there no significant problems.  No lift stations went into alarm although they got high.  Almost a non-event.

b.   JARL ‘JAY’ D. LINDEN, TECHNICAL/OPERATIONS SUPPORT MANAGER –
Mr. Linden reviewed his written report with updates.

  1. 100% of reclaimed going to the ASR.  1st time in 2 years we used DIW#2.  Hopefully we will be in good shape for summer season.
  2.       Draft agreement for monitor well with Sarasota County next agenda.  Then 5/11 County agenda.
  3.       Sarasota County sidewalk project; 1 mile switched to Dearborn project.  Approved plans and returned yesterday.
  4.       Tank Painting – bid documents being finalized.
  5.       Water main extensions – 6 areas require DEP permits; 1 needs DOT.  Adding 5 hydrants. Removing galvanized lines, closing loops.

c.   SONIA ZOELLER, FINANCE DIRECTOR – few highlights of audit. 

  1. Pg 3, bullet 3, long term debt decreased $2M.
  2. Bullet 4, excluding depreciation, operating expenses decreased $58,000 (+/- 1%)
  3. Pg 6, table 2, CCC – 2008 was -$1.4M, that was Sandalhaven and we had booked the funds.  The board released them from their contract causing the negative.
  4. Staff training coming along.  Looking forward to next audit because we know there will be no comments.

Mr. Ray continued,
d.   Audit – has a new appreciation for the audit process.
e.   Headworks cleaning – job complete, came in at $45,000.  Probably do this every other year instead of waiting so long.
f.    CCU has asked to send us some reuse water.  They have no way to get rid of it; there are restrictions on their injection well.  We are helping them out.  We offered to take raw waste from them also.  They have extreme I&I problems. 

  1. ATTORNEY’S REPORT – Robert H. Berntsson – Nothing else

 

  1. OLD BUSINESS
    1. Shell Drive Service Request – Chair Samuels reminded the Board that the gentlemen from the last meeting said there were 5 homes, only one which did not want service.  Using the GIS map, Mr. Ray showed the area noting 6 homes (one faces Manasota Beach Road).  Staff has looked into the proposed extension and it can be done in-house.  Financing can be offered at 8% interest over 5 years.  Fees would cover the material costs.  Over time vacant lots would be connected. 

Lengthy discussion took place regarding other residents/property owners, the recent public hearing where we said we would not be installing sewers for a while, and residents on other streets that may make similar requests. Mr. Ray advised that we have done such ‘emergency’ extensions before.  Mr. Meals questioned the difference between an emergency hook-up and people just wanting to connect.  Staff will draft a letter to all property owners on Shell Drive to determine interest in this project.  Existing customers would get 1 year notice, 5-years at 8%; vacant lots would be on construction. 
 

  1. PUBLIC COMMENT – None
  1. NEW BUSINESS – None

 

  1. BOARD MEMBER COMMENTS
    1. Ms. Crampton noted that it’s water conservation month – Dropsaver Awards will be distributed towards the end of the month.
  1. ADJOURN @ 10:13

 

 

_________________________
Paul Manke, Vice-Chair

/mac