St. Lucie West Services District
Workshop Meeting Minutes
July 6, 2020, at 9:00 a.m.
VIA TELEPHONIC COMMUNICATIONS
DIAL IN TO: 1-877-402-9753 ACCESS CODE: 4411919

(Please note: This is not verbatim. A CD recording of the Workshop Meeting is available on file.)

Board Members Virtually Present

Vincent D'Amico, Chairman - in-person Gregg Ney, Vice Chairman - in-person John Doughney, Secretary - in-person Everett Child, Supervisor - virtually present
Dominick Graci, Supervisor - virtually present

Staff Virtually Present

Dennis Pickle, District Manager, St. Lucie West Services District ("SLWSD") - in­ person
Bill Hayden, Public Works Director/Assistant District Manager, SLWSD - virtually present
Josh Miller, Utilities Director/Assistant District Manager, SLWSD - virtually present Maddie Maldonado, Director of Office Administration, SLWSD - virtually present Dan Harrell, District Counsel, Gonano & Harrell - in-person
Jason Pierman, District Treasurer, Special District Services, Inc. ("SOS") - virtually present
Laura Archer, Recording Secretary, SOS - virtually present Also present in-person was District resident, Via Mucota.
Guests Virtually Present (Sign-In Sheet Attached)

A.	Call to Order

Chairman D'Amico called the Workshop Meeting to order at 9:00 a.m.

8.	Pledge of Allegiance

Roll Call

It was noted that all 5 Supervisors were either in-person or in virtual attendance.

Approval of Minutes
June 1, 2020, Workshop
June 2, 2020, Regular Board Meeting

There were no revisions to either set of minutes.

Public Comment

There was no public comment.

District Attorney
DA 1 - Status Report/Updates

Mr. Pickle indicated that Mr. Harrell was at today's Workshop because he has a conflict with tomorrow's Meeting.

Mr. Harrell had no updates at this time.

District Engineer
DE 1 - Status Report/Updates

Mr. Pickle was not aware of any updates from Mr. Lawson.

District Manager Action Items

DM  1 -	Consider Change Order No. 1 for the Re-Plumbing of High Service "A" Pump Station Project with Kerns Construction

Mr. Pickle presented the item, indicating that Kerns Construction had been hired to remove the High Service "A" Pump Station piping and old pumps and install new piping and 3 replacement pumps. During this process, some of the existing concrete pipe supports that were to be used as part of this project were found to be damaged and were determined to be unusable for this project.

Mr. Pickle went on to describe the work and materials required for this project, noting that this change order was for additional work in the amount of $13,340.00, changing the contract amount from $215,380.80 to $228,720.80.

A brief discussion ensued regarding this item.

DM 2 - District Manager and Staff Goals and Objectives for Fiscal Year
2021

Mr. Pickle presented the District Manager and Staff goals and objectives for fiscal year 2021, briefly going over them. Discussion ensued about the importance of safety training in this time of a pandemic and how the District is addressing those matters.

There was also discussion regarding delinquent accounts and how to proceed.

There were no further comments or questions regarding this item.

DM 3 - Annual Engineering Certification of the Utility Systems

Mr. Pickle presented the item, indicating that this was a requirement of the bond documents and that the Utility Systems were in good shape. He noted that he was seeking an acceptance of the 2020 Annual Engineering Certification of the Utility Systems.

There was no discussion regarding this item.

DM 4 - Consider Proposal from PROTEC Arisawa for the WTP Reverse Osmosis Membrane Trains Maintenance Project

Mr. Pickle presented the item, indicating that this was for the replacement of all the vessel seals within the 3 RO membrane trains at the WTP, which will eliminate leaks, which is more of a safety concern.

Vice Chairman Ney asked about other bids. Mr. Pickle advised that this company was recommended by the membrane supplier and Mr. Harrell was made aware of the sole source. Mr. Pickle also noted that the company would also train Staff to identify leak, fix the leak, deter the severity and prioritize the repairs. The quoted amount is
$75,144 plus 25% for the necessary replacement parts found during the maintenance process for a not to exceed total of $93,930.

A brief discussion ensued after which Mr. Pickle went on to the next agenda item.

DM 5 - Consider Change Order No. 2 to Arcadis Engineering related to the New Administration Building Project Proposal No. 18-006 under Purchase Order 74136

Mr. Pickle present the item, indicating that this was related to the additional cost not previously anticipated by the architectural sub-consultant due to the frequent RFls (requests for information) from the contractor and the need to review substitute materials proposed by the contractor for the not to exceed amount of $8,500.

Mr. Pickle went on to explain that the original contract was for the not to exceed amount of $139,805, which included $119,905 in fixed fees and $19,900 based on hourly estimated fees. Change Order No. 1 was for $10,750, which was added to the fixed fee proposal and brought the total to $130,655 with the hourly fees remaining the same at $19,900. The overall contract with both change orders will increase the contract to $159,055.

The funding for this project will be split between the General Fund Capital Outlay Building Fund at 35% and the Utility Fund Capital Outlay Building Fund at 65%.

A lengthy discussion ensued regarding the process of obtaining permits from the City and who should be held responsible for these additional charges.

There was no further discussion regarding this item.

OM 6 - Other Items/Updates

Mr. Pickle indicated there would be a walk-on item at tomorrow's meeting regarding the acceptance of Grau & Associates' 2019 Financial Report with no findings.

Mr. Pickle also updated the Board that delinquent accounts would be notified in July of August shut-offs.

Mr. Pickle advised that work at Lake Harvey was progressing as predicted and that the work on the new Administrative Building was also coming along nicely.

Mr. Pickle advised that he had his annual physical on June 2, 2020, and had been found fit to "perform the duties as Manager of the District."

That concluded Mr. Pickle's updates.

Consent Agenda

CA 1 - Monthly Report on Public Works Department CA 2 - Monthly Report on Utilities Operations
CA 3 - Monthly Report on Capital Improvement Projects CA 4 - Monthly Report on Billing and Customer Service CA 5 - Financial Statements for May 2020
CA 6 - Consider Approval to Transfer Funds for the R&R Account Requisitions for Fiscal Year 2020

CA 7 - Surplus Items

There was discussion regarding delinquent accounts and how to proceed.

Mr. Pickle noted that the current Administrative Building was designated as "surplus" so that it can be put on GovDeals at the appropriate time.

There was no further discussion regarding the Consent Agenda items.

Supervisor Requests

There were no Supervisor Requests.

Adjournment

There being no further items to be addressed, the Workshop Meeting was adjourned at 10:03 a.m. There were no objections.

Secreta t-S

Workshop Meeting Minutes Signature Page

le_
ChairmanNice

7

Date Approved	/Av