Agenda 04-19-12 SOUTH CENTRAL REGIONAL WASTEWATER
TREATMENT AND DISPOSAL BOARD
1801 North Congress Avenue • Delray Beach, Florida 33445
BOARD Telephone
s iT
City Council Members of (561) 272 -7061 (561) 734 -2577
Boynton Beach & Delray Beach Fax. (561) 265 -2357
d www scrwwtp org
NOTICE OF THE DATE: THURSDAY, APRIL 19, 2012
QUARTER ANNUAL MEETING OF THE PLACE: SCRWWT &DB
SOUTH CENTRAL REGIONAL 1801 NORTH CONGRESS AVENUE
WASTEWATER TREATMENT DELRAY BEACH, FL 33445
AND DISPOSAL BOARD TIME: 5 :00 P.M.
TO: ALL BOARD MEMBERS
MS. LORI LaVERRIERg INTERIM CITY MANAGER, CITY OF BOYNTON BEACH
MR. DAVID HARDEN, CITY MANAGER, CITY OF DELRAY BEACH
MR. RICHARD HASKO, DIRECTOR OF ENVIRONMENTAL SERVICES, DELRAY BEACH
MR. KOFI BOATENG, DIRECTOR OF UTILITIES, BOYNTON BEACH
MR. ROGER SABERSON, BOARD ATTORNEY
MR. JOHN KOROSHEC, HAZEN AND SAWYER, P.C.
FROM:
DENNIS L. COATES, EXECUTIVE DIRECTOR
MARLENE ROSS, CHAIRPERSON OF THE BOARD
PURPOSE:
PLEASE BE ADVISED THAT PURSUANT TO SECTION 3.1, ARTICLE 111, 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
THURSDAY, APRIL 19, 2012, AT THE SCRWT &DB FACILITY IN DELRAY BEACH.
IF A PERSON DECIDES TO APPEAL ANY DECISION MADE BY THE BOARD WITH RESPECT TO ANY MATTER
CONSIDERED AT THIS MEETING, HE OR SHE WILL NEED A RECORD OF THE PROCEEDINGS, AND THAT,
FOR SUCH PURPOSE, HE OR SHE MAY NEED TO ENSURE THAT A VERBATIM 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 734 -2577
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SOUTH CENTRAL REGIONAL WASTEWATER
TREATMENT AND DISPOSAL BOARD
1801 North Congress Avenue • Delray Beach, Florida 33445
AAA
BOARD T' < t4. Telephone
City Council Members of 1 �� , (561) 272 -7061 (561) 734 -2577
Boynton Beach & Delray Beach $ Fax. (561) 265 -2357
www scrwwtp org
QUARTER ANNUAL MEETING DATE: THURSDAY, APRIL 19, 2012
OF THE AT: SCRWWTP&DB
SOUTH CENTRAL REGIONAL 1801 NORTH CONGRESS AVENUE
WASTEWATER TREATMENT DELRAY BEACH
AND DISPOSAL BOARD TIME: 5:00 P.M.
AGENDA
A. CALL TO ORDER
B. ROLL CALL
C. PROOF OF NOTICE OF MEETING
Proofs of Meeting Notices were posted at both City Halls on April 11, 2012.
D. ADDITIONS AND /OR DELETIONS TO AGENDA
E. ACCEPTANCE AND /OR CORRECTION TO MINUTES OF REGULAR MEETING HELD
JANUARY 19, 2012. (ITEM E)
MOTION TO ACCEPT MINUTES OF MEETING HELDJANUARY 19, 2012
1. ACCEPTANCE AND /OR CORRECTION TO MINUTES OF SPECIAL MEETING
HELD FEBRUARY 23, 2012. (ITEM El)
MOTION TO ACCEPT MINUTES OF MEETING HELD FEBRUARY 23, 2012
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F. ELECTION OF OFFICERS (CHAIRMAN, VICE- CHAIRMAN, SECRETARY,
TREASURER).
Chairman and Secretary from Delray Beach; Vice Chairman and Treasurer from
Boynton Beach.
1. Each office must be voted on separately.
Chairman (Delray Beach) Vice Chairman (Boynton Beach)
Secretary (Delray Beach) Treasurer (Boynton Beach)
G.
1. CURRENT FINANCIAL STATEMENTS (through February29, 2011)
a. Balance Sheet (ITEM G1 a)
Current Financial Position
Cash on Hand $ 951,312
Accounts Receivable from Cities $ 497,814
Repair and Replacement Cash $ 2,788,641
Repair and Replacement Committed $ 1,184, 938
Repair and Replacement Available $ 1,603,703
b. Budget Variance & Cash Projection (ITEM GI b)
PLANT O &M
Revenues Expenditures
Item Budgeted Projected Item Budgeted Projected
User Charges $5,764,575 $ 5,986,086 Personnel $ 1,532,342 $ 1,535,062
Services $ 1,542,000 $ 1,465,373
O &M $ 1,938,733 $ 1,931,482
Chemicals $ 696,500 $ 697,089
and
Supplies
*Projected revenues versus projected expenses credit of $ 389,549
RECLAIM O &M
Revenues Expenditures
Item Budgeted Projected Item Budgeted Projected
User Charges $1,147,406 $ 1,165,211 Personnel $ 170,000 $ 171,507
Services $ 67,285 $ 50,995
O &M $ 549,000 $ 509,122
Chemicals and $ 282,300 $ 271,638
Supplies
*Projected revenues versus projected expenses credit of $ 132,781
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QUESTIONS
c. RETURN OF EXCESS FOR THE 2010/2011 FISCAL YEAR IN THE
AMOUNT OF $240, 804. CITY OF BOYNTON BEACH $139,666 AND CITY
OF DELRAY BEACH $101,138.
CHECKS WERE MAILED OUT ON FEBRUARY 6, 2012; COPIES ARE
ATTACHED (ITEM Glc)
MOTION TO ACCEPT CURRENT FINANCIAL STATEMENTS
2. EXECUTIVE DIRECTOR'S REPORT
a. Compliance and Operational Status Report (ITEM G2a)
Second Quarter Report
The Plant average flow for the fiscal year is 17.45 MGD. Of this flow,
Delray's flow was 7.54 MGD accounting for 43% and Boynton Beach's flow
was 9.91 MGD accounting for 57%.
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 0.65 and 2.22 mg /L well under the limits
required by FDEP Operating Permit.
b. Process Air Piping Update (ITEM G2b)
Notice to Proceed was issued on February 20, 2012. The contract price for
the project is $718,935.00. One "Application for Payment" has been
authorized in the amount of $25, 771 37. The estimated time of completion
for this project is 180 days.
c. Secondary Clarifier Rehabilitation and Stormwater Improvements
(ITEM G2c)
Eight (8) Applications for Payment have been processed totaling
$1,677,487.20. This represents 98.21% of the total contract amount of
$1,708,000.00. The project was declared to be substantially complete in
accordance with the Contract Documents on January 25, 2012. The project
has been completed on time and under budget with an estimated $40,000.00
remaining in the contingency account. Final payment will be processed upon
proper execution of the contract closeout documents.
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d. Industrial Pretreatment Prog►am Update (ITEM G2d)
A draft revision of the Industrial Waste and Pretreatment Agreement has
been completed and was provided to the Board at the January 19 meeting.
The revisions that have been made were required due to new EPA
streamlining rules and revisions to Chapter 62.625 of the Florida
Administrative Code (F.A. C.). Revisions were also made to the Enforcement
Response Plans for both cities as well as their Sewer Use Ordinances.
FDEP has preliminarily approved all pretreatment program documents
contingent upon some minor text revisions. These revisions have been
made and are scheduled to be submitted to FDEP for final approval the week
of April 15, 2012.
e. Solid Waste Authority Pelletization Facility (ITEM G2e)
Executive Director represented the Board at a partners meeting held on
April 12, 2012. An agenda for that meeting is attached. An update of this
meeting will be provided to the Board at the April 19 meeting.
f. Odor Control Update (January 1, 2012 through March 31, 2012)
(ITEM G2t)
From January 1, 2012 until April 11, 2012 we had only 11 odor complaints on
eight days. It was noted that the majority of the complaints came when the
trucks were leaving the property. The calls generally originate from the pool
area in front of the plant. During this 102 day period, over 92% of the days
were complaint free.
QUESTIONS
CITIZEN'S COMMENTS
MOTION TO ACCEPT EXECUTIVE DIRECTOR'S REPORT
3. BOARD ATTORNEY'S REPORT
a. ROGER SABERSON (ITEM G3a)
1. Process Air Piping Improvements Project
2. Executive Director's Review Committee Meeting
QUESTIONS
MOTION TO ACCEPT BOARD ATTORNEY'S REPORT
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4. ENGINEER'S REPORT
a. HAZEN AND SAWYER (ITEM G4a)
1. Secondary Clarifier Rehabilitation and Stormwater System
Improvements.
2. Process Air Piping Rehabilitation
QUESTIONS
MOTION TO ACCEPT ENGINEER'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 $ 76,534.89 from
January 20, 2012 through March 31, 2012. (Required for expenditures between
$10,000 and $25,000)
a. Replaced Boynton Distribution Reclaim Pump Motor$ 19, 539.37— Line
Item Number S535807.109, Equipment Number 04311102.
b. Rebuilt Contact Chamber Transfer Motor and Pump Estimated
$ 14,000.00 - Line Item Number S- 535807.114, Equipment Number
042 -11108
c. Replaced Administration Office's Server $10, 251.00 Line Item Number
S- 535807.115, Equipment Number 200-17007
d. Rebuilt Boynton Distribution Reclaim Pump $ 19,897.00 Line Item
Number S- 535807.74, Equipment Number 043-11103.
e. Rebuilt Pumps at Master Lift Station $ 12,847.52 Line Item Number
S- 535807.95, Equipment Numbers 059-11100 and 059 - 11101.
MOTION TO APPROVE CONSENT AGENDA
1. ITEMS REMOVED FROM CONSENT AGENDA FOR DISCUSSION
J. UNFINISHED BUSINESS
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K. NEW BUSINESS
1. EXECUTIVE DIRECTOR'S REVIEW COMMITTEE REPORT (ITEM K1)
a. Report of Executive Director's Committee meeting held on
March 12, 2012.
Present were Chairperson Marlene Ross, Mayor Woodie McDuffie and
Mayor Woodrow Hay.
MOTION TO APPROVE SALARY INCREASE FOR DENNIS COATES, EXECUTIVE
DIRECTOR FROM $ 114,670.40 TO $ 126,443.20. INCREASE TO TAKE EFFECT
OCTOBER 1, 2012.
New salary is equivalent to previous Executive Director's final rate in April 2008.
b. BOARD STRUCTURE
Discussion:
Original Interlocal Agreement created a Board composed of five
members of the City Council of each of the two cities (Boynton and
Delray).
c. BOARD AGENDA GOING GREEN
At the request of Chairperson Ross, and supported by Mayor McDuffie,
Mayor Hay and the Executive Director, the facility is currently moving
towards a paperless agenda by which each Board member will receive
their quarterly annual agenda electronically. Computers have been
purchased and are in the process of being networked to allow Board
members to view data electronically during the meetings. The new
agenda format should be available for the July 2012 meeting.
d. POTENTIAL RATE STUDY
At the request of Chairperson Ross, a proposal for a rate study has
been developed to determine our operation and maintenance rate
compared to other municipalities. The estimated cost of the study is
$20,140. If the Board elects to go forward, the study would have to take
place after October 1, 2012 as no money has been appropriated in this
fiscal year's budget.
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2. MOTION TO APPROVE FUND BALANCE POLICY (ITEM K2)
Motion to establish a Fund Balance Policy for the General Fund consistent
with the Governmental Accounting Standards Board (GASB) Statement No. 54
"Fund Balance Reporting and Governmental Fund Type Definitions"
At the request of the Board's auditors, we are required to establish the Board's
GASB Statement 54, adopt "Fund Balance Reporting and Governmental Fund
Type Definitions "policy (copy attached). Audited financial statements for the
fiscal year 2010 -2011 reflect the implementation as required by GASB 54.
L. PUBLIC AUDIENCE
M. ADJOURNMENT
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