March 15, 2012 Minutes

MINUTES
REGULAR MEETING
ENGLEWOOD WATER DISTRICT BOARD OF SUPERVISORS
MARCH 15, 2012 @ 8:30 A.M.

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

Staff:
Michael J. Ray, Administrator
Robert H. Berntsson, District Counsel
Jarl “Jay” D. Linden, P.E.,Tech/Operations Support Manager
Sonia R. Zoeller, Finance Director
Philip E. Wagoner, Wastewater Operations Manager                                                    
Teresa L. Herzog, Secretary to the Board

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

 

  1. ANNOUNCEMENTS – None
  1. SERVICE AWARDS – Chair Meals presented service awards to Meter Reader Jennifer Moriarty, Distribution Workman II John Adamson and Utility Locator David Lepage with thanks and congratulation.

 

4.  PRESENTATION – (moved to item 7)
a. SouthTech Solutions

5.  PUBLIC INPUT – None

6.  CONSENT SECTION – Chair Meals called for comments, objections and/or corrections to the consent section, hearing none,

Mr. Samuels moved, “To accept the consent agenda as written,” seconded by Ms. Wright.

Unanimous

a. Minutes of the Regular Meeting dated February 2, 2012                           12-03-15 CS A           
b. Attorney’s Invoices dated February 2, 2012 and March 1, 2012               12-03-15 CS B

                       

 

                                               
7.   ACTION ITEM (switched order)

      b. Japanese Gardens Bulk Water Agreement – Mr. Linden introduced the item. Japanese Gardens is the last package plant inside the district. The agreement has been reviewed by both organizations’ Attorneys and signed by the President of Japanese Gardens.

Discussion followed; Mr. Samuels commented that with a bulk water agreement, unlike our standard water agreement, the tiered rates can no longer be applied for water conservation efforts.

Ms. Wright moved, “To authorize the Chair to sign and the Secretary to the Board to attest the Bulk Water Agreement for Japanese Gardens to connect to the District’s distribution system,” seconded by Mr. Samuels

Unanimous                                                                                                    12-03-15 B

      a. SouthTech Professional Services Agreement  –  Paul Hoffman  and Kevin Rager of SouthTech Solutions were present. Mr. Hoffman showed a power point presentation highlighting the advantages of the proposed consolidation plan. This plan and purchasing the hardware through CDW would be most cost effective for the District.

Mr. Samuels moved, “To authorize the Finance Director to sign the Professional Services Agreement with SouthTech Solutions in the amount of $80,000.00. Funds to come from multiple accounts,” seconded by Ms. Crampton.

Unanimous                                                                                                    12-03-15 A

8.   DISCUSSION ITEM
a. Administrator’s Review- Chair Meals requested each board member read their statement or add comment. Each read their statement, commending Mr. Ray for another strong year with the following recommendations: Mr. Samuels recommended a salary increase of $5,442, to a new salary of $114,000. Ms. Crampton recommended an increase in salary after Board discussion. Chair Meals read Mr. Manke’s statement recommending a raise in salary commensurate to the percentage or more being given to other employees for next year. Ms. Wright made no recommendation, waiting for further discussion. Chair Meals recommended Mr. Ray’s health insurance costs be covered by the District and increase his salary by 3.5%.

Discussion ensued with clarification being given by Attorney Berntsson that Mr. Ray’s contract would need to be amended to include his choice of offered health, dental and vision insurance. Chair Meals asked for additional comment from the Board, hearing none, he called for a motion.

Ms. Wright moved,” To amend the Administrator’s contract to permanently include his choice of offered health, dental and vision insurance and increase his salary by 3.5 %,” seconded by Ms. Crampton.

Unanimous                                                                                                    12-03-15 C

Mr. Ray expressed his pleasure with the job and thanked the Board for their comments.

9.   ADMINISTRATOR’S REPORT – Mr. Ray updated the Board on the WRF odor control issue. The draft report has been reviewed by staff and Giffels- Webster Engineers. The draft proposal included covering tanks, adding an additional scrubber and doing some modifications. The ballpark estimate is $800,000. The final report with a cost total will be brought to the Board when it is received. The DEP is aware we are working to address the problem.

      a.  WASTEWATER OPERATIONS MANAGER– Philip E. Wagoner
1. COLLECTIONS FOREMAN – Ron Franklin        
a. IP Sensing Telemetry –  the pilot program is going very well. Test switches have been installed allowing staff to pinpoint and diagnose a problem with the sewer system. A few test water meters will also be added and tested with the same technology.

Mr. Wagoner continued with his report.
1. Headwork Project – the project is complete and screens are back in service.
2. Sludge Hauling – a company named Synagro is proposing a composting plant in Charlotte County. Because it will be local, sludge could be hauled using our staff and equipment. This would be a significant savings to the District. Currently it is hauled by Waste Management to Lake Okeechobee and is not recycled; with the new company we could resume recycling and possibly make the compost available to customers for land application in the future.

b.  TECHNICAL/OPERATIONS SUPPORT MANAGER – Jarl ‘Jay’ D. Linden P.E.
Mr. Linden reviewed his written report with updates.

  1. Annual Operating Report DIW #1 and DIW #2 – the draft report has been received and reviewed. The final report is being prepared for DEP.
  2. RO WTP Injection Well IW-1 Interim Mechanical Integrity Test – has been reviewed and approved by DEP. The MIT test for DW-1 has been scheduled for June.  
  3. Water Main Extension – loops are currently being done on Texas Street and Jacaranda Street. Four new hydrants have been added.
  4. Sarasota County Water Interconnection – the contractor has started the project with a projected completion date of March.
  5. V9-A Vacuum Sewer and Watermain Replacement Project – General Contracting has completed the directional boring for the  watermain upgrade and the vacuum main directional boring has started.
  6. Gottfried Creek – attended the “Walk the Waterway” fieldtrip. Ten representatives from various agencies were there. No obvious cause of pollution was found.
  7. Boca Royale -working with Neal Communities on phasing the remaining lots. Phase I will have 72 lots which will be divided into 6 sub-phases with 12 lots each.
  8. Annual Reports – are complete.

 

      c.  FINANCE DIRECTOR – Sonia R. Zoeller
1. The transition to Florida Shores from Bank of America is going smooth.  When Florida Shores is set up for lockbox the operating account will be moved.
2. We are using the new payroll system and time clocks are set up. The new system will cut down on payroll processing time.
3. In review of the budget reports, the total operating revenues is over by $123,000 and the total operating expenditures is under by $315,000. The CIP report shows $350,000 being spent so far this year.
4. The investment report shows the current value as of January 31st is $14,082,000.

Mr. Ray concluded the Administrator’s report.

10.  ATTORNEY’S REPORT – Robert H. Berntsson – None

11.  OLD BUSINESS – None

12.  PUBLIC COMMENT – None

13.  NEW BUSINESS-
a. Board Meeting Schedule – Mr. Ray asked the Board if they wanted to keep the current meeting schedule or cancel the April 5th meeting, stating currently there’s nothing on the next agenda that couldn’t wait until the April 19th meeting.

Board discussion ensued and a decision to cancel the April 5th meeting was made.  

14.  BOARD MEMBER COMMENTS- None

15.  ADJOURN @ 10:17

 

__________________________
Sydney B. Crampton Vice-Chair

 

/tlh