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Agenda 05-05-11 SOUTH CENTRAL REGIONAL WASTEWATER TREATMENT AND DISPOSAL BOARD BOARD Telephone City Council Members of (561) 272-7061 (561) 734-2577 Boynton Beach & Delray Beach Fax: (561) 265-2357 www.scrwwtp.org NOTICE OF THE DA TE: THURSDA Y, MA Y 5, 2011 QUARTER ANNUAL MEETING OF THE PLACE: SCRWT&DB SOUTH CENTRAL REGIONAL 1801 NORTH CONGRESS AVE. WASTEWA TER TREA TMENT DELRA Y BEACH, FL 33445 AND DISPOSAL BOARD TIME: 5:00 P.M. TO: ALL BOARD MEMBERS MR. KURT BRESSNER, CITY MANAGER, CITY OF BOYNTON BEACH MR. DA VID HARDEN, CITY MANAGER, CITY OF DELRA Y BEACH MR. DICK HASKO, DIRECTOR OF ENV. SERVICES, DELRA Y BEACH MR. KOFI BOA TENG, DIRECTOR OF UTILITIES, BOYNTON BEACH MR. ROGER SABERSON, BOARD ATTORNEY MR. JOHN KOROSHEC, HAZEN & SAWYER FROM: THE CHAIRMAN OF THE BOARD PURPOSE: PLEASE BE ADVISED THA T PURSUANT TO SECTION 3.1, ARTICLE III, BY-LAWS OF THE SOUTH CENTRAL REGIONAL WASTEWATER TREATMENT AND DISPOSAL BOARD, AS AMENDED BY RESOLUTION NO. 87-1, THERE WILL BE A QUARTER/ANNUAL MEETING OF THE BOARD HELD THURSDA'f, MA Y 5, 2011, AT THE SCRWT&DB FACILITY IN DELRA Y BEACH. IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THE BOARD WITH RESPECT TO ANY MA TTER CONSIDERED A T THIS MEETING, HE OR SHE WILL NEED A RECORD OF THE PROCEEDINGS, AND THA T, FOR SUCH PURPOSE, HE OR SHE MA Y NEED TO ENSURE THA T A VERBA TIM RECORD OF THE PROCEEDINGS IS MADE, WHICH RECORD INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL IS TO BE BASED. (F.S. 286.0105) **** PLEASE CONTACT THE BOARD OFFICE *** IF YOU ARE UNABLE TO ATTEND 272.7061 OR 73~2577 . F:\docsIBOARD MEETINGSNOTICESI2011IMay 2011 Notice.doc SOUTH CENTRAL REGIONAL WASTEWATER TREATMENT AND DISPOSAL BOARD BOARD Telephone City Council Members of (561) 272-7061 (561) 734-2577 Boynton Beach & Delr8Y Beach Fax: (561) 265-2357 www.scrwwtp.org . QUARTER ANNUAL MEETING DATE: THURSDA Y, MA Y 5, 2011 OF THE AT: S.C.R.W. T. & D.B. SOUTH CENTRAL REGIONAL 1801 N.CONGRESS AVE. WASTEWA TER TREA TMENT DELRA Y BEACH, FL 33445 AND DISPOSAL BOARD TIME: 5:00 P. M. AGENDA A. CALL TO ORDER B. ROLL CALL C. PROOF OF NOTICE OF MEETING (ITEM C) D. ADDITIONS AND/OR DELETIONS TO AGENDA E. ACCEPTANCE OR CORRECTIONS TO MINUTES OF MEETING HELD JANUARY 20, 2011. (ITEM E) F. ELECTION OF OFFICERS (CHAIRMAN, VICE-CHAIRMAN, SECRETARY, TREASURER). Chairman and Secretary from Boynton Beach; Vice Chairman and Treasurer from De/ray Beach. 1. Each office must be voted on separately. Chairman (Boynton Beach) Vice Chairman (De/ray Beach) Secretary (Boynton Beach) Treasurer (De/ray Beach) F:\docsIBOARD MEETlNGSAgenda\2011\MA Y 20111Ma};i 2011 Agenda.doc Agenda ." May 5, 2011 Page 2 of 7 G. REPORT OF OFFICERS AND COMMITTEES 1. CURRENT FINANCIAL STA TEMENTS a. Balance Sheet (through March, 2011) (ITEM G1 a) Current Financial Position Cash on Hand $ 923,669 Accounts Receivable from Cities $ 490,964 Excess Return Due to Cities $ 394,234 Repair and Replacement Cash $ 3, 795,963 Repair and Replacement Committed $ 2,206,959 Repair and Replacement Available $1,589,004 b. Budget Variance & Cash Projection (through March 2011) (ITEM G1 b) PLANT O&M Revenues Expenditures Item Budgeted Projected Item Budgeted Projected User Charges $6.052M $5.502M Personnel $1.56M $1.553M Services $1.68M $1.537M Driest winter on record in addition to reduced potable O&M $2.00M $1 822M water demand has caused influent flow to be Chemicals and $ 714K $ 699K significantly below our historical average. Supplies *Projected revenues versus projected expenses f$106,533). RECLAIM O&M Revenues Expenditures Item Budgeted Projected Item Budgeted Projected User Charges $1.082M $1.051M Personnel $155K $152K Services $67K $ 52K O&M $549K $478K Chemicals and $272K $254K Supplies *Projected revenues versus projected expenses $112,971. c. Return of excess for the 2000/2010 Fiscal Year budget. (ITEM G1c) Motion to return the remaining 50% excess for the 2009/2010 Fiscal Year in the amount of $ 219.216.00 to Boynton Beach and $ 175.018.00 to Delray Beach. The initial return occurred on February 17. 2011. Boynton Beach received $ 219.216.00; City of De/ray Beach received $175.018.00 F:\docsIBOARD MEETlNGSAgenda\2011IMA Y 2011IMay 2011 Agenda, doc . Agenda May 5, 2011 . Page 3 of 7 QUESTIONS MOTION TO ACCEPT REPORT OF OFFICERS AND COMMITTEES 2. EXECUTIVE DIRECTOR'S REPORT a. Compliance and Operational Status Report (ITEM G2a) Second Quarter Report The Plant average flow for FY 2010/2011 is 15.72 MGD. Of this flow, Delray's flow was 6.61 MGD accounting for 42% and Boynton Beach's flow was 9.11 MGD accounting for 58%. Two of our main operating parameters used to determine how effectively the Plant is operating are total Suspended Solids (TSS) and Carbonaceous Biological Oxygen Demand (CBOD) Our average TSS and CBOD were 0.66 and 2. 17 mg/L well under the limits required by FDEP Operating Permit. b. Florida Department of Environmental Protection Industrial Pretreatment Update (ITEM G2b) In May 2010, the FDEP made revisions to F.S. 62-625 the Industrial Pretreatment Statute. We are being required to review our Industrial Pretreatment Agreement and both cities to modify as necessary in order to comply. Our Industrial Pretreatment Consultant, Mathews Consulting, Inc., is performing a review and will provide draft comments to both cities within 90 days and draft comments to FDEP by August 6, 2011. Please see Item G2b. c. Biosolids Pelletization Project (ITEM G2c) A settlement agreement between SWA and NEFCO/HDR has been tentatively reached for $2. 2M. The original claim was $4. 8M. A final change order to close out project will result in the Board being invoiced for approximately $827,000. Each city will be responsible for approximately $413,000. Each City has been notified. Please see Item G2c. d. Deep Injection Well Permit (ITEM G2d) On March 3, 2011, a public meeting was held here at the Board to take comments on the Operating Permit that is scheduled to be issued for the Board's Deep Injection Well. The permit will be a five-year permit. Please see Item G2d. F:\docsIBOARD MEETINGSAgenda\2011\MA Y 2011IMay 2011 Agenda. doc Agenda May 5, 2011 Page 4 of 7 e. South Florida Water Management District (SFWMD) - Palm Beach County Water Academy (ITEM G2e) In October 2011, the SFWMD is conducting its first ever Water Resource Academy. The Academy will be for selected elected officials in Palm Beach County. They have selected us as a utility they would like to showcase on a tour during this period. We consider it an honor to be asked and have accepted the invitation to participate. Board members will be notified of details and are welcome to represent the Board on the tour. f. Odor Complaint Log (January 11,2011- March 31,2011) (ITEM G2f) . During the last quarter there were 34 odor complaints over 15 days made to the South Central Office. Two major events caused the build up of biosolids (sludge) at the facility. 1. On January 28, 2011, the Pelletization Plant had a mechanical failure and was down for approximately one week. 2. On February 18, 2011, the Board's facility experienced a mechanical failure to Centrifuge #3. See summary of events in Item G2f QUESTIONS CITIZEN'S COMMENTS MOTION TO ACCEPT EXECUTIVE DIRECTOR'S REPORT 3. ENGINEERS'REPORT a. HAZEN AND SAWYER (ITEM G3a) 1. Headworks and Storm water System Improvements 2. Deep Injection Well System 3. Secondary Clarifier Rehabilitation and Storm water System Improvements 4. Process Blower Local Control Panel Replacement 5. Solids Handling Odor Control System QUESTIONS MOTION TO ACCEPT ENGINEER'S REPORT F:\docsIBOARD MEETlNGSAgenda\2011IMA Y 2011IMay 2011 Agenda.doc ~ Agenda May 5, 2011 Page 5 of 7 4. BOARD ATTORNEY'S REPORT a. ROGER SABERSON (ITEM G4a) 1. Headworks and Stormwater System Improvements Project. 2. Solid Waste Authority. 3. Attendance at Board Meetings by electronic means. 4. Deep Injection Well. 5. Secondary Clarifier and Stormwater System Improvements Project. 6. Hazen and Sawyer Work Order. QUESTIONS MOTION TO ACCEPT BOARD ATTORNEY'S REPORT H. CONSENT AGENDA: Executive Director recommends approval (Board Members may request that any item be removed for discussion.) 1. Notification of Board expenditures in the amount of $ 28.950.52 from January 31,2011 through March 31, 2011. (Required for expenditures between $10,000 and $25,000) a. Replaced Blower #5 Motor Rewind - (estimated $13,000). Line Item Number S535807.59, Equipment Number 023-11005. Motor tested bad requiring a rewind. b. Replaced Centrifuge #3 Gearbox - $15,950.52. Line Item Number S535806.164, Equipment Number 030-11006. Changed out gearbox on an emergency basis due to mechanical failure. 2. Authorization to expend $0.00 on an emergency basis from repair and replacement funds (expenditures above $25,000). There were no emergency purchases required this quarter. I. ITEMS REMOVED FROM CONSENT AGENDA FOR DISCUSSION MOTION TO APPROVE CONSENT AGENDA F:\docsIBOARD MEETINGSAgenda\2011IMA Y 2011IMay 2011 "Agenda. doc , Agenda . May 5, 2011 Page 6 of 7 J. NEW BUSINESS 1. Approval of Chairman, Treasurer, Executive Director, Finance Administrator, and Plant Superintendent as signatories on checks. (Two (2) signatures required on each check.) 2. Committee Appointments a. Auditing, Budgeting, Personnel Compensation, and Grievance Committees. Traditionally, the Chairman, Vice Chairman, Secretary and Treasurer have served on these Committees. b. Pension Committee Traditionally, the Committee consisted of two (2) Board Members, three (3) elected employees. Also included on the committee but non-voting are the Executive Director and the Board Attorney. 3. AUTHORIZATION TO APPROVE HAZEN AND SAWYER'S WORK ORDER 11- 001 FOR ENGINEERING DESIGN, PERMITTING AND BIDDING SERVICES FOR THE REPLACEMENT OF THE UNDERGROUND DUCTILE IRON PROCESS AIR PIPE, ASSOCIATED WITH THE FACILITY'S REPAIR AND REHABILITATION PROGRAM IN THE AMOUNT NOT TO EXCEED $55,770. TO BE FUNDED THROUGH THE BOARD'S REPAIR AND REPLACEMENT FUND. (ITEM J3) The main air distribution line that feeds both '~" Plant and "B" Plant has deteriorated to the point it is in serious need of replacement. Only those areas that are below ground are scheduled to be replaced at this time. The line provides oxygen to the microorganisms in the aeration basin that are mainly responsible for the treatment process. The lines were simultaneously installed in 1991. 4. AUTHORIZA TION TO DECREASE OUR RECLAIM USER RA TE FOR HUNTERS RUN, COUNTRY CLUB OF FLORIDA, QUAIL RIDGE, DELRA Y DUNES AND PINE TREE FOR FISCAL YEAR 2010/2011 TO $.2000/1,000 GALLONS.(lTEMJ4) . PREVIOUS FISCAL YEAR $.2417/1,000 GALLONS. The five original golf course customers have a cost formula that requires adjustment of their usage rate annually. It essentially averages the past 24 months operating cost and is applied to the current fiscal year. Due to increased volume through the reclaim plant due to the deep injection well process, the adjusted rate this year would be $. 1686/1.000 gallons. However, due to their contract structure their rate cannot go below $.20/1.000 gallons F:ldocsIBOARD MEETINGSAgenda\2011IMA Y 2011IMay 2011 Agenda. doc Agenda May 5, 2011 Page 7 of 7 K. UNFINISHED BUSINESS L. PUBLIC AUDIENCE M. ADJOURNMENT . . F:ldocsIBOARD MEETINGSAgenda\2011IMA Y 2011IMay 2011 Agenda.doc .