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Minutes 05-29-91MINUTES OF THE SPECIAL CITY COMMISSION WORKSHOP MEETING HELD IN COMMISSION CHAMBERS, CITY HALL, BOYNTON BEACH, FLORIDA, WEDNESDAY, MAY 29, 1991 AT 5:00 P.M. PRESENT Arline Weiner, Mayor Edward Harmening, Vice Mayor Lillian Artis, Commissioner Jose Aguila, Commissioner Lynne Matson, Commissioner J. Scott Miller, City Manager Sue Kruse, City Clerk Jim Cherof, City Attorney Mayor Weiner called the meeting to order at 5:08 P.M. Update on all water and sewer programs currently underway as well as other planning elements which make up the "global program." John Guidry, Director of Utilities explained this meeting would cover most of the key aspects of utility programs during the period 1983 to present. The introductory material included in a bulky handout was referred to which provided the timing of events and the names of consultants involved in various projects. Mr. Guidry remarked that one item should be added to the list. On March 5, 1991, the City signed a contract with Stanley Consultants for the construction management of the West Water Treatment Plant. Most of the material they would be covering at this meeting covers the "growth period," namely, 1989 to the year 2000. 1991 through 1995 is considered as a "construction period," or a comprehensive planning period for the City. There are several things that the Utility Dept. is doing on its own, such as much of the pipeline design. On some pro- jects the City will "piggy-back" with County road projects. The large majority, however, the City's own construction division will be handling. Presentation by CH2M Hill on Water and Wastewater Master Plan Mr. Wayne Welch, Project Coordinator, explained they would be taking a historical look at the water and wastewater System through the Master Plan which is basically a living document that needs to be updated as things change. Slides were viewed on the overhead projector illustrating the City Limits which are inside of the water service area. The Wastewater system service area also extends beyond the City ~imits. Relative to service area predictions, CH2M Hill was provided population projections by the City's Planning Dept. The MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 Planning Dept. based the figures on the growth rate in the early 1980s and CH2M Hill then took historical operating data on the per capita useage of water and'wastewater to project through buildout. The maximum daily flow at buildout for the water system is 36 MGD. The average daily flow is 24 MGD. Concurrently, on the wastewater system there is a maximum monthly flow of 17 MGD and an average daily flow of 15 MGD. Locations of the west and east wellfields were viewed. The Master Plan identified water supply needs for the east wellfields. At the time the Plan was done, there were 19 active wells. At that time, the City was replacing and deepening five wells and looking toward putting in two additional wells. The work was completed and currently there are 20 active wells with a nominal capacity of around 20 MGD. In order to put in additional wells the City would have to acquire property. Setback requirements and other restrictions of regulatory agencies restrict further deve- lopment in the east. At the time the Master Plan was underway, there were three wells that already existed in the west wellfield. Five wells were under construction and up to five additional wells were planned. The City now has 12 wells in place in the west wellfield. In the future, beyond the year 2000, they were looking at additional wells for the Nickles field. Relative to water supply concerns, Mr. Welch explained when the Master Plan was completed there was a potential short- fall of capacity in the short term. That did happen to a certain degree, but due to the drought and water restric- tions placed, as well as operating at reduced pressure for a number of years, the potential for a sharp shortfall was alleviated. As to recovering lost capacity of the Jarvis wellfield, Mr. Welch stated the City has acidized those wells and brought them back up, but it's not a real reliable wellfield. Comments were made about the Consumptive Use Permit limiting condition whereby to withdraw from a certain area you need to reach an agreement with the Lake Worth Drainage District (iLWDD). Mr. Welch stated that had been done. Mr. Guidry explained the LWDD was trying to "put the City in the box" by causing the City to agree to construct a large reservoir i!n the conservation area and Mr. Guidry had difficulty with doing that. He explained the LWDD's philosophy is that the water goes to the farmers, onto the plants and they give it all back to the LWDD and nothing takes place as far as root ~ptake or evapo-transporation. With the assistance of CH2M MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 Hill, the City had negotiated an interlocal agreement with LWDD to implement Aquifer Storage and Recovery (ASR) as the best possible approach to mitigating those impacts. The City is currently under permitting on ASR. Mr. Welch stated the west wellfield capacity shown in the slides did not show any demand on it until the West Water Treatment Plant comes on line. Up until that time they have not seen a demand on that wellfield. A schedule out of the Master Plan was examined showing capital improvement projects for water supply. The schedule had been extended out through 1994. It was pointed out the City is upgrading capacity at the East Water Treatment Plant to get it up to 20.5 MGD. Potential future improvements at the East Water Treatment Plant include the replacement of the softening basin and terminals. Construction of the West Water Treatment Plant is set up in phases. They were looking at putting in a shell for 8 MGD, but only installing 4 MGD at the current time. As demand increases, or if it slows up, the City can go back and add more. As to Safe Drinking Water Act required facilities, Mr. Welch indicated they didn't know what those are currently. This was something the City would need to be concerned with in the future. The well supply for the West Water Treatment Plant is already installed. The second part is the membrane treat- ment process where you have the 4 MGD first phase capacity. In that you have 3 units at a million and a third gallons a day each. Under construction at the present time is a concentrated disposal well that is being built for ultimate water treatment plant capacity. Also under contract will be a 3 MGD ground storage tank. Remarks were made about the proposed new water distribution piping. They need to make sure the people are going to get about 40 p.s.i, at their hoses during peak hours. During a fire event, it might go down to 20, but they're still able to get water. Mr. Welch stated when CH2M Hill did an analy- sis they noticed some modifications needed to be made to make sure people in the future maintain pressure at the same level of service. Other remarks were made about increased distribution system flushing and cleaning of pipes. A dollar summary of all the capital improvements (from the Master Plan) was viewed. Since the Master Plan had been put together, some changes had occurred. MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 Mr. Donald Munksgaard, P.E., Sr. Vice President of Camp, Dresser & McKee discussed flow analysis from the Master Plan. The City has an existing 24 MGD facility. Camp, Dresser looked at the flow projections to buildout for Boynton Beach and Delray Beach which are approximately 20/10. When they got into it they saw certain things that needed to be looked at closer because the existing capacity of 24 MGD became very critical. If you take the two existing Comprehensive Plans, those Plans have some very aggressive goals on how the cities are going to manage their water and wastewater programs. If those goals are lived up to, the number will be 24 MGD at buildout and we will not have to expand the facility. Mr. Guidry pointed out that Delray Beach, due to its con- figuration and various County pockets, has concluded it is only going to grow by 10,000 more households. A key element is that in the Master Plan, an additional 3 to 6 MGD was identified. That would probably be to the account of Boynton Beach because it will not be shared by the Commission in Delray Beach. Mr. Guidry stated we have always had a 50/50 spending rationale, but the moment in his~tory when that capacity becomes the responsibility of one City or the other, it will probably be to our account. Other technical marks were made about decisions that will have to be made in coming years. Mr. Munksgaard touched on the eight capital improvement pro- jects that would need to be performed "over the planning horizon." The first three are under construction, namely, the effluent pumping station, the additional electric ser- vice and the odor abatement project. These are projected to be completed during the first part of the new year. The fourth project, the chlorination/dechlorination project has to do with the problem which has been a continuing "irritant" for the Board. Hopefully, that will soon culmi- nate in a T.O.P. for the Board. At that point in time they will get into the dechlorination issue. The effluent reuse program is shown starting late in 1991 or early in 1992. It will take a couple of years to get that program implemented. The other two major projects are the plant expansion and the solids processing modifications. In the Master Plan, deci- sions on those projects are shown in the 1998 to the year 2000 time horizon. Repair and rehabilitation of existing facilities was addressed. Mr. Munksgaard referred to the five projects discussed at the last Board meeting and stressed there is a strong need to move forward with this "R & R work." The three phase wastewater reuse program was explained. Due to the water quality issues in the two cities, Mr. 4 MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 Munksgaard stated we would only be utilizing the Boynton Beach flow in the initial phase 1 flow. Phase 2 and 3 will then be dependent on a number of factors, one of which would be improvement in the water quality from the Delray Beach side of the treatment plant. About 100 acres of park land had been identified which Mr. Munksgaard felt could be easily and cost effectively served from the reuse program being implemented along Congress Ave. Numerous slides were viewed and commented on. Policy decisions made by the Board were commented on. One of these deals with "inside the fence and outside the fence." When the Boynton Beach City Commission meets as part of the Board, they are responsible for the facilities (literally) within the chain link fence. The Board had decided to stick with that policy, which would mean it would become a "wholesaler" of the reclaimed waters to the cities. The City would then become the "retailer." Facilities built' "inside the fence" such as storage tanks, filters, pumping, etc. would be Board-related costs which would be spread across to all sewer users within the service area. Mains to deliver the water, and the crews associated with maintaining those systems would become an "outside the fen- ce'' responsibility. Since phase 1 is Boynton Beach related, that responsibility falls on Boynton Beach's shoulders. Phase 1 capital costs had been estimated at $5,000,000, if split as a Board. If addressed as "outside the fence" for phase 1 (City of Boynton Beach related) it would amount to 2.5 million dollars. The "O & M" costs are $500,000 a year associated with the Board costs. Other technical remarks were made. Camp, Dresser & McKee had helped Boynton Beach, Delray Beach and the SCRWTD Board in meeting the EPA regulations regarding industrial pre-treatment. The SCRWTD Board was not going to interfere with the city business and was not going to become the issuer of the permits to various industrial properties within the cities. The individual cities would conduct that on their own. The Board holds the N~DS Permit, so the Board is the one ultimately responsible for the pre-treatment program. However, the Board has dele- gated implementation to the individual cities. In 1989/1990 the EPA came to the two cities, conducted audits, looked in the cities files and gave "passing grades." A decision had been made to "marry" the programs together. The three inde- pendent programs which existed had some conflicts in them from a technical point of view, so a model Ordinance had been prepared by Camp, Dresser & McKee and was under study bY all three entitites. Mr., Tom Tessier, Vice President of Geraghty & Miller sum- marized his firm's involvement with various City projects 5 MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 which began in 1983. A slide of the eastern wellfield was shown. Wellfield 1, 3, 4, and 5 are operational. Wellfield 2 which consists of two wells has been abandoned as there were problems with contamination in that area. All of the 13 wells in the western wellfield are in place. There were remarks about depth of wells. Mr. Bill Voglesong, Project Manager with Geraghty & Miller addressed pre-wellfield conditions in the eastern wellfield. He remarked that production wells are screened in different sections of the shallow aquifer. The easternmost wells (1, 2, and 3), are screened at a much shallower depth than most of the other wells. Slides were viewed which demonstrated current conditions under average day pumpage and what takes place to the saltwater wedge in the eastern wellfield. When water is withdrawn from shallow sections, it causes saltwater to migrate towards those wells. Mr. Voglesong remarked that the demand on the eastern wellfield will continue to increase. The problem Geraghty & Miller foresees is that the City will curtail a shortfall in water supply capacity. A slide was viewed which showed future conditions without shallow aquifer injections. The two saltwater wedges will end up mingling and most of the wells in the eastern wellfield could become infected with saltwater. Other remarks were made about chloride levels as contained in the "Model Report." Technical discussion took place regarding "wipe out situations," water quality, and raw water capacity that is needed to stay ahead of deve- lopment. Mr. Voglesong commented that back in the early 1970s the City quit pumping from wells 1, 2, and 3 because they were starting to see saltwater. Mr. Guidry interjected that now that wells 4 and 5 have been abandoned to the north, the City needs every one of them. The "Model" which had been produced identified effective strategies on how to control the saltwater intrusion. The most promising scenario was injections into certain wells. They will need a source of injection water. Various water source options would be raw Shallow aquifer water from the eastern wellfield, treated shallow aquifer water from the eastern wellfield, raw canal water or treated shallow aquifer water from the western Wellfield. Other remarks were made in this regard. Construction Projects Drainage Element Mr. Wayne Welch of CH2M Hill explained that in January of 11989 they presented the Utility Element for the 6 MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 Comprehensive Plan. They were now talking about the Drainage Element for that. Most drainage within the City and west of 1-95 is provided by private systems. Drainage is a regional issue that requires cooperation between the City, the Water Management District, the Lake Worth Drainage District, the State and County D.O.T.s and others. Occasionally, nuisance street flooding occurs. There are no plans for major drainage facilities. There were objections to the Drainage Element that would require a Master Planning effort, as required by the D.C.A. and the Water Management District. The items they would like to highlight are the quantified current demand on drainage facilities, iden- tifying existing and projected facility needs, analysis of drainage impact on adjacent natural resources, problems and opportunities for facility replacement, expansion and new facilities. The outcome that the City agreed to with these agencies was to produce a Master Plan prior to 1991. Mr. Welch stated the City is in the process of looking for a consultant to do that. Mr. Guidry pointed out that all stormwater control and per- mitting by the regulatory agencies in the past has been to get it off site as rapidly as possible. Now we are seeing dry retention coming in. Mr. Guidry thought if we could do some things relative to our groundwater, such as retaining water on site during a rain (for as much as three days), we might see some significant changes in the saltwater intru- Sion scenario. He thought it was something they should look at. Project Status of East Water Treatment Plant Improvements The contractor on this project is Elkins Constructors, Inc. The start date or notice to proceed date was July 9, 1990. The expected contract completion date is July 9, 1991. The original contract amount was $2,440,000. Due to change Orders to date, the revised contract amount is $2,458,385. The key elements are to increase filter capacity from 2 to 4 gallons per minute, per square foot, eliminate hydraulic restrictions, new chlorine feed/storage facilities, improve- ments to lime dust collection system and new storage, Workshop, and training facilities. Aquifer Storage and Recovery (ASR) The contractor has not yet been selected. The approximate ~tart date is July, 1991. The contract completion date is ctober, 1991. The amount for the project will be somewhere etween $550,000 to $650,000. The exact figure will be determined once a contractor is on board. Key elements of MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 this project are that we expect DER comments by May 30, 1991. The ASR is expected to shave 2-3 MGD of seasonal demands. Mr. Welch explained ASR is nothing more than injecting treated water between two confining layers, below ground, and using it as an underground storage tank. The water can be drawn out when there is a demand. This will be located right next to the East Water Treatment Plant. Concentrated Disposal Well This will take the concentrate from the membrane process and inject it down as the way stream from the process. We will be taking water that has higher salinity and putting it down below grade in the zone where the water is sea water quality. This form of disposal is not damaging to the environment. .This well is currently under construction by Youngquist Brothers. The start date was March 18, 1991, and tihe expected completion date is November 13, 1991. The Contract amount is $2,098,650. The key elements are that it iis a 3,300 ft. well with a 13 and three eights inch tube. Iis is cased to 2,700 ft. Project Status of West Water Treatment Plant Mr. Jim McClellan, Resident Construction Manager for this project explained his firm is currently working on sche- duling and working to get the permits. One thing that is a llittle unusual is that they are working to get all the building permits. This is normally done by the contractor. Iit looks like they will be able to have the building all aipproved so when the contractor does come on board, the time s!pent on permitting will be very little. The schedule for the DER and building permits was examined. Meetings had occurred with the agencies along with City staff and CH2M Hiill to expedite the process. DERM will be involved in the OPerating Permit at the end of the process. Mr. McClellan stated one of the things they were concerned aibout was obtaining the permits prior to bidding. A slide dlemonstrating the bidding schedule was viewed. If they are a~le to get the information back to the appropriate agency by the middle of June, Mr. McClellan stated they will be able to start advertising for bids by the first of July, 11991. There would be a "30 day street time" for persons to viiew the plans and then return their bid. Recommendations w~uld then be made to the City Commission. Hopefully, by the middle of September, contracts will be in place for the cionstruction of the Treatment Plant as well as for the m~mbrane system itself. 8 MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 City Manager Miller thought perhaps only 30 days on the street for the bids was a little short. He thought it should be 45 to 60 days for a project of this magnitude. After some discussion, Mr. McClellan agreed they could add another 15 days (making it 45 days) in the schedule, without affecting the actual contract time. There will be a pre-bid conference. It will cost about $14,000,000 for the entire job. Raw Water Piping Mr. McClellan stated his job also includes raw water main construction. The notice to proceed was given on April 26, 1991, to the contractor. The contractor's submittal for piping, equipment and materials is currently under review. Underground Industries is the contractor on this project. It looks like work will actually start in the first half of June, 1991. Mr. McClellan remarked we are looking at mid-September for the start of the other contracts. With the membrane proof testing, the contract will be from the middle of September through the end of the year. The injection well site work should be finished by December. The surge tank system should be finished in February, 1992. The membrane building Construction will be finished around September, 1992. The membrane installation will be completed near the end of 1992. All final construction on all of the other site buildings should be finished near February, 1993. Funding - Cost of Service Analysis - Five Year Rate Mr. Guidry stated this was adequately covered in the hand- out, Utilities Memorandum No. 91-193, with its attached charts showing the breakout of funding requirements. He explained the City is pretty much locked into a $30,000,000 bond that should be spent in three years. He stated the only "curve" that had been thrown relative to general re- serves, was unplanned 1992 expenses for the elevated storage tiank replacement and unplanned expenses for the wastewater rieuse project. Those are two figures that are not part of t~he reserve funding and they are not part of the bond issue. By the time we got to bonding requirements in 1990, Mr. Guidry stated we knew we had a very large capital improve- ment project put together. Mr. Guidry and Grady Swann, Fiinance Director, had some concerns about the rate. Mr. ~uidry explained that any time you look at a very large clapital improvement project like this, you are looking at tlremendously high rate adjustments. They were convinced of the need to get cost accounting data in. They literally 9 MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 took the data back ten years and projected forward. They are confident the numbers are good and that the study was good. Just about every guideline as' far as operational requirements is pretty much on target. Vice Mayor Harmening asked if anythihg had been done as far as the Sterling Village master meter rate study. Mr. Guidry riesponded they had not done anything as far as their rate Study other than that they are paying the same rate as everybody else. That went into effect on October 1, 1990, by means of the "Rate Ordinance." The Rate Ordinance covers t~e rate for five years. Elevated Storage Tank Replacement Bob Kenyon, Deputy Director of Utilities explained the City owns two elevated storage tanks. The south tank is a r~iveted, steel tank which holds 500,000 gallons of water. Iit was purchased in 1952 in used condition. This tank lleaks. The last time it was painted (four years ago), it cost $140,000. The City has attempted to fix the leaks three times and each time, within a month, it leaks again. The roof of the tank also has problems. It has been recom- mended by the tank inspector that the bolts that hold the rDof in place be replaced, as the bolts are rusting. Because of the lattice work on the legs of this tank, there is a lot more surface area that needs attention. There is hugh maintenance cost attached to this tank. Slides were viewed of the City's second tank (500,000 gallons) which was purchased used in 1958. This is a welded seam tank instead of a riveted tank. Remarks were made about maintenance costs on this tank which are less than those for the south tank. Mr. Kenyon felt this tank had also gone beyond a reasonable life expectancy. The recommendation was to construct a new concrete tank which would require minimal maintenance. The size and height needs to be determined by sound economic engineering. It should probably hold at least 1.4 million gallons and be about 165 ft. high. It will probably cost about 1.5 million dollars. After construction, both of the existing tanks could be taken down. Mr. Kenyon explained another problem. The second tank is 14' lower than the south tank. It was fine when the City was doing 5 MGD but now we are averaging about 12 MGD with peaks higher than that. The second tank is useless until the south tank is one-third empty. Most of the time the second tank sits idling. 10 MINUTES - SPECIAL CITY COMMISSION WORKSHOP BOYNTON BEACH, FLORIDA MAY 29, 1991 Remarks were made about Bell South Mobility putting some communication equipment on top of the south tank with the understanding that this is a temporary situation as the tank will be coming down. Mayor Weiner thought the presentation was very informative. She stated the Commission wants to be kept apprised of whether we are moving ahead on schedule and within budget. At this stage, Mr. Guidry responded affirmatively on both points. He stated we are currently, in the tenuous per- mitting stage. He pointed out that with regulatory per- mitting,, once we respond to their questions, they have 90 days to either issue or deny the permit, and Mr. Guidry didn't think they have a basis for denial. ADJOURNMENT There being no further business, the meeting properly adjourned at 6:50 P.M. CITY OF BOYNTON BEACH ATTEST: ~;ice Mayor C i tfCl e rk Deputy Clerk (Two Tapes) 11