Agenda 07-18-13SOUTH CENTRAL REGIONAL WASTEWATER
TREATMENT AND DISPOSAL BOARD
1801 North Congress Avenue Delray Beach, Florida 33445
BOARD 4vY;�. Telephone
City Council Members of t'W'!': (561) 272-7061 (561) 734-2577
Boynton Beach & Delray Beach Fax: (561) 265.2357
www.scrwwtp.org
QUARTER ANNUAL MEETING DATE: THURSDAY, JULY 18, 2013
OF THE AT. SCRWWTPBDB
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
Proof of Meeting was posted at both City Halls on July 11 th, 2013 and a dated and timed -
stamped copy is available for review in the Board's Agenda File.
D. ADDITIONS AND/OR DELETIONS TO AGENDA
E. ACCEPTANCE AND/OR CORRECTION TO MINUTES OF REGULAR MEETING HELD
APRIL 18, 2013. (ITEM E)
MOTION TO ACCEPT MINUTES OF MEETING HELD APRIL 13, 2013
F:Idocs180ARD MEETINGSI4gende12013VULY 2013UULY 2013.doc
SOUTH CENTRAL REGIONAL WASTEWATER
TREATMENT AND DISPOSAL BOARD
1801 North Congress Avenue • Delray Beach, Florida 33445
BOARD # Telephone
City Council Members of 5 .'" t'w> i (561) 272-7061 (561) 734-2577
Boynton Beach &Delray Beach Fax: (561) 265.2357
www.scrwwtp.org
NOTICE OF THE
QUARTER ANNUAL MEETING OF THE
SOUTH CENTRAL REGIONAL
WASTEWATER TREATMENT
AND DISPOSAL BOARD
TO: ALL BOARD MEMBERS
DATE: THURSDAY, JULY 18, 2013
PLACE: SCRWWT&DB
1801 NORTH CONGRESS AVENUE
DELRAY BEACH, FL 33445
TIME: 5:00 P.M.
MS. LORI LaVERRIERF, CITY MANAGER, CITY OF BOYNTON BEACH
MR. LOUIE CHAPMAN, JR, CITY MANAGER, CITY OF DELRAY BEACH
MR. VICTOR MAJTENYI, INTERIM 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
WOODROW HAY, CHAIRPERSON OF THE BOARD
PURPOSE:
PLEASE BE ADVISED THAT PURSUANT TO SECTION 3.1, ARTICLE Ill, 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, JULY 18, 2013, AT THE SCRWT&DB FACILITY 1N DELRAY BEACH.
IFA 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 TESTIMONYAND 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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AGENDA - SCRWT&DB
July 18, 2012
Page 2 of 9
F. REPORT OF OFFICERS, COMMITTEES AND EXECUTIVE DIRECTOR
a. Balance Sheet
Current Financial Position
(ITEM Fla)
Cash on Hand
$
1,045,134
Accounts Receivable from Cities
Repair and Replacement Cash
$
$
660,794
2,741,409
Repair and Replacement Committed
$
2,099,518
Repair and Replacement Available
$
641,892
CASH BALANCE ACCOUNTS RECEIVABLE FROM CITIES
$1,800,000 $700,000
$1,600,000
$600000 4--
SIA00,000
$500,000
$1,200,000
51.0001000 $400,000
5800,000 $300,000
—ACCOUNTS
$600,000
_CASH BALANCE S200,000 A
RECEIVABLEFROM
$400,000
CITIES
00
$200,000 4 $100, 0
N N N N N N
14 HH 14 _1 H H " H HH i H -4 H H M -4 H M M M H
0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 a 0 0 0 a 0
N N N N N N N N N N N
H rq
......... - --------
, I , , I kkkk I 1 I I
$2,900,000
$2,800,000
:. 7`0
$2300,000
52,600,000
52500,000
REPAIR AND
$2,400,000 REPLACEMENT CASH
52,30020
N N N N N N M M M
0 0 0 0 0 a a 0 0 0 0
0 N N q w w 0 N N It ID
F.AdocsISOARD MEETINGS14genda=13UULY 2013UULY 2013.doc
54500,000
$2,000,000
51300,000
$1,000,000 .... ....... - ----- —REPAIRAND
$500.000 REPLACEMENT
COMMITTED
O O o0 0 0 0 0 0 0 0
N N N N N N N N N N N
0 N N 1 0 0 0 N N It w
H -
AGENDA - SCRWT&DB
July 18, 2013
Page 3 of 9
REPAIR AND REPLACEMENT
AVAILABLE
$3,000,000
$2,500.000
$2,000,000
$1,500,000
$1,0®0,000
$500,000 ;
s-
rl
N N N N N N N N N N
N N N H ei -1 ei rl ri +i
O N N v w w O N N V
'i H ey N
b. Budget Variance & Cash Projection
M
O
N
ri
—REPAIRAND
AVAILABLEREPLACEMENT
PLANT O&M
Revenues
Expenditures
Item
Budgeted
Projected
Item
Budgeted
Projected
User Charges
$ 5,762,002
$6,027,386
Personnel
$1,564,990
$1,582,064
Services
$1,486,000
$1,492,230
O&M
$ 1,881,512
$ 1,855,262
Chemicals
and
Supplies
$ 699,500
$ 705,972
$
$
$
102, 285
477,000
289,300
$
$
$
*Projected revenues versus projected expenses credit of $ 349,022
RECLAIM O&M
Revenues
Ex
enditures
Item
Budgeted
Projected Item
Budgeted
Projected
UserCharges
$1,118,585
$1,205,001 Personnel
$
240,000
$
239,882
Services
O&M
Chemicals and
Supplies
$
$
$
102, 285
477,000
289,300
$
$
$
6Z323
444,510
233,490
*Projected revenues versus projected expenses credit of $ 175,041
QUESTIONS
MOTION TO ACCEPT CURRENT FINANCIAL STATEMENTS
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AGENDA - SCRWT&DB
July 18, 2013
Page 4 of 9
2. EXECUTIVE DIRECTOR'S REPORT
a. Compliance and Operational Status Report (ITEM Fla)
Third Quarter Report
The Plant average flow for the fiscal year is 16.90 MGD. Of this flow,
Delray's flow was 6.99 MGD accounting for 41.40% and Boynton Beach's
flow was 9.91 MGD accounting for 58.64%.
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 0.51 and 1.38 mg/L. This constitutes
a removal of 99% of all (TSS) and a removal of 99.01 % of all (CBOD),
well above the removal limits required (85%) by the Board's FDEP
Operating Permit.
b. "B" Clarifier Rehabilitation Project (ITEM F2b)
On June 21, 2013 Board Staff and Hazen and Sawyer held a pre -
construction meeting with Florida Design. Having satisfied all the initial
contractual requirements, a Notice to Proceed was issued on July 1, 2013.
The contractor has now started taking field measurements of the existing
three clarifiers. Manufacturing of the equipment is expected to take 4-5
months. In the interim, within the next 30 days, the contractoris scheduled
to mobilize and be onsite to start on other areas of the project such as the
administration building parking lot improvements and the new truck wash
station. Final completion of the project is scheduled for September24, 2014.
C. Mechanical Integrity Testing of the Deep Injection Well (ITEM F2c)
The Florida Department of Environmental Protection (FDEP) requires that
injection well systems maintain mechanical integrity to ensure protection of
the overlying aquifers that may be potentially used for raw water supply
purposes. A specific condition of the operating permit for the injection well
system is the demonstration of the mechanical integrity of the well once
every five years. The five-year duration starts on the day of the previous
successful casing pressure test. This test was originally conducted on
June 11, 2008.
H&S submitted a Mechanical Integrity Test (MIT) plan to FDEP on
December 11, 2012 and FDEP provided notification of approval of the
modified Mechanical Integrity Test plan on January 3, 2013. The Mechanical
Integrity Test was successfully completed on May 31, 2013 by Layne
Christensen Company, a licensed well -drilling company working as a
subconsultant for H&S. It is anticipated that the final report will be submitted
to FDEP on July 17, 2013.
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AGENDA - SCRWT&DB
July 18, 2013
Page 5 of 9
d. SWA Pelletization Project Update (ITEM F2d)
The final invoice for the construction of the Biosolids Processing Facility in
the amount of $673,964. 000 was paid by the Board on June 18, 2013. Each
city paid its 50% share of the final invoice before the Board payment was
processed.
The negotiations between the Original Partners, the Solid Waste Authority
and East Central Regional related to the sale of excess capacity have been
completed. A Third Amended Interiocal Agreement for Biosolids Processing
and Recycling has been drafted and a motion to approve is on the Agenda
under new Business J5. The draft agreement can be found under that
agenda item tag.
Under the agreement the Board's percentage of ownership will decrease
from 21.75% to 14.75%. The Board's current annual ownership capacity in
the facility will decrease from 41,282 wet tons to 27,996. Revenue from the
sale of excess processing capacity will net the Board a return in the amount
of $2, 037,588. 00. Before the funds are returned to the cities the Board's cost
for the new Biosolids Facility gas blender project will be deducted.
e. Lake Worth Drainage District (LWDD) L-30 Canal Restoration(ITEM F2e)
On June 4, 2013 we officially received a letter from the Lake Worth Drainage
District requesting that the Board extend its two existing stormwater outfall
pipes that discharge into the L-30 canal. The canal is located to the north of
the Board's property line.
The Board hired Szauer Engineering, Inc. to provide construction drawings
and construction assistance for the project. A cost estimate was provided
and the estimated construction costs are $28,388.00. The project will be
funded through the Board's repair and replacement budget.
Florida Design is scheduled to be onsite shortly and we will obtain a cost
estimate from them to perform the work. The Board will attempt to get two
other quotes as well, however due to the small nature and minimal expense
related to the outfall pipe extensions it may be difficult to get cost estimates
from other utility contractors.
f. Florida Department of Environmental Protection Operating Permit
Renewal (ITEM F2t)
The Board's Operating Permit was issued on July 28, 2009. The Operating
Permit expires on July 27, 2014. We are required to apply for renewal of this
permit at least 180 days before the expiration date of the permit.
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AGENDA - SCRWT&DB
July 18, 2013
Page 6 of 9
Board staff and Hazen and Sawyer have already begun working on the
renewal process. It takes roughly four to six months to gather all the required
information and put into the format required by FDEP.
This is an extremely long process. The last renewal process took fouryears.
The existing permit shall not expire until FDEP has taken final action on the
permit application.
g. FDEP Ocean Outfall/Reuse Update (ITEM F2g)
The "2008 Ocean Outfall Elimination Law" requires wastewater treatment
facilities to reduce their reliance on ocean outfalls for discharge of treated
domestic wastewater in Southeast Florida.
By July 1, 2013, the South Central Regional Wastewater Treatment and
Disposal Board (SCRWWT&DB) was required to submit to FDEP a detailed
plan to meet the requirements of the "2008 Ocean Outfall Elimination Law"
Specifically, the Statutes require ocean outfall facilities to install a functioning
reuse system no later than December 31, 2025 that provides a minimum of
60 -percent of the facility's actual flow on an annual basis (as determined by
monitoring data taken during the baseline calendar years 2003 through
2007) for acceptable reuse purposes. Reuse flows sent to reuse projects
during the 2003 through 2007 baseline year do not count towards meeting
the 60 -percent reuse requirements.
FDEP has calculated SCRWWT&DB's baseline average annual daily flowfor
monitoring years 2003 through 2007 to be 12.9 MGD. To meet the 60 -percent
reuse requirement, an additional reuse of 7.7 mgd is required to be
implemented subsequent to the end of the baseline period
(December 31, 2007) and prior to the Statute deadline of December 31, 2025.
The purpose of this report is to detail the City of Delray Beach's and the City
of Boynton Beach's compliance plan to implement additional reuse projects
and to meet the requirements of the Ocean Outfall Elimination Law.
h. Odor Control Update (April 11, 2013 through July 11, 2013)
We had a great quarter - we had absolutely no odor complaints.
QUESTIONS
CITIZEN'S COMMENTS
MOTION TO ACCEPT EXECUTIVE DIRECTOR'S REPORT
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AGENDA - SCRWT&DB
July 18, 2013
Page 7 of 9
3. BOARD ATTORNEY'S REPORT
a. ROGER SABERSON (ITEM F3a)
1. Plant B Secondary Clarifiers Rehabilitation Project.
2. T -Mobile Cell Tower Site.
3. Solid Waste Authority- Third Amendment to Interlocal
Government Agreement for Biosolids Processing and Recycling.
QUESTIONS
MOTION TO ACCEPT BOARD ATTORNEY'S REPORT
4. ENGINEER'S REPORT
a. HAZEN AND SAWYER (ITE F4a)
1. Process Air Piping Rehabilitation
2. Plant B Secondary Clarifier Rehabilitation
3. Mechanical Integrity Test
QUESTIONS
MOTION TO ACCEPT ENGINEER'S REPORT
G. CONSENT AGENDA: Executive Director recommends approval (Board Members may
request that any item be removed for discussion.)
1. Authorization to expend $ 35,000.00 from repair and replacement funds (Required
for expenditures above $25,000).
a. Sodium Hypochlorite Transformer Replacement:
Line Item S-535807.220, Equipment Number 054-16003.
No emergency Aurchases occurred this quarter.
2. Authorization to amend Paragraph 5, Section 4 of "Vacation Leave" of the Board
Rules to read.-
Two
ead.
Two hundred sixteen hours is the maximum vacation credited that may be
accumulated at the end of the Fiscal Year unless, due to extenuating circumstances,
a carryover of same is recommended in writing by the Executive Director. An
employee may take up to 80 hous 120 hours of vacation time in the form of a cash -
out GnGe in a Fiscal Year providing the employee has accumulated an excess
amount of hours in their vacation bank.
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AGENDA - SCRWT&DB
July 18, 2013
Page 8 of 9
3. Authorization to add the following subsection to Section 5 "Sick .Leave" ofthe Board
Rules to read.
5.1 Sick Leave Donations: It shall be the policy of the Board to permit an
employee who has a minimum of 120 hours sick leave the opportunity of donating
accrued sick leave time to a designated employee whenever extraordinary
circumstances require the designated employee to be absent from work fora lengthy
period of time (workers' compensation leave time excluded), and when the receiving
employee has exhausted all available paid leave.
Extraordinary circumstances shall be defined as lengthy hospitalization, critical
illness or off -the job injury.
MOTION TO APPROVE CONSENT AGENDA
H. ITEMS REMOVED FROM CONSENT AGENDA FOR DISCUSSION
1. UNFINISHED BUSINESS
J. NEW BUSINESS
1. ACCEPTANCE OF 2013/2014 WASTEWATER O&M AND RECLAIM
O&M BUDGETS. (ITEMS J1 THROUGH J1c)
a. Executive Summary
b. Salient Budget Features
C. O&M Reclaim Budgets
MOTION TO APPROVE NEW BUSINESS ITEMS J1a THROUGH J1 c
2. AUTHORIZATION TO ESTABLISH WASTEWATER USER RATE (O&M AT
$1.0326/1,000 GAL AND R&R RESERVES AT $0.1985/1,000 GAL) TO DELRAY
BEACH AND BOYNTON BEACH FOR FISCAL YEAR 2013/2014: (ITEM J2)
MOTION TO APPROVE NEW BUSINESS ITEM J2
F:ldocsWOARD MEETINGSIAgenda12013UULY 2013VULY 2013.doc
2013/2014
(O&M) Operations & Maintenance
16.0 MGD will produce $6,030 195 in revenue.
$ 1. 032611,000 GAL
(R&R) Reserves for Repair and Replacement
16.0 MGD will produce $1,159,240 in revenue.
$ 0. 1985/1,000 GAL
TOTAL
$ 1_. 2311/1, 000 GAL
MOTION TO APPROVE NEW BUSINESS ITEM J2
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AGENDA - SCRWT&DB
July 18, 2093
Page 9 of 9
3. AUTHORIZATION TO ESTABLISH RECLAIM USER RATE AT
$0.19813/1.000 GAL TO CONSUMERS DELRAY BEACH, BOYNTON BEACH
AND SOUTH CENTRAL REGIONAL FOR FISCAL YEAR 2013/2014: (ITEM J3)
MOTION TO APPROVE NEW BUSINESS ITEM J3
4. ACCEPTANCE OF 2013/2014 ORGANIZATIONAL CHARTAND SALARYRANGE
REVISION (ITEMS J4a, J4b)
a. Organizational Chart
b. Salary Ranges
MOTION TO APPROVE NEW BUSINESS ITEMS J 4a THROUGH J4b
5. MOTION TO APPROVE THE THIRD AMENDED INTERLOCAL GOVERNMENT
AGREEMENT FOR BIOSOLIDS PROCESSING AND RECYCLING
("AGREEMENT") ON THE EXPRESS CONDITION THAT THIS AGREEMENT
SHALL NOT BE FINALIZED BY SCRWT&DB AND DELIVERED TO THE
AUTHORITY UNTIL THE AUTHORITY PROVIDES WRITTEN CONFIRMATION
THAT IT HAS THE FUNDS ON HAND ($2,037,588.00) TO PAYSCRWT&DB AND
THAT UPON DELIVERY OF THE AGREEMENT TO THE AUTHORITY, THE
AUTHORITY WILL PAY SCRWT&DB THE SUM OF $2,037,588.00.
Note: Per Exhibit 6 of the Third Amended Interlocal Agreement, the Board will fund its
portion of the new capital gas blender project in the amount of $110,625.00 from the
proceeds derived from the sale of excess capacity. The remaining balance will be returned
on a 50/50 basis to each city upon receipt of funds by the Solid Waste Authority.
MOTION TO APPROVE NEW BUSINESS ITEMS J5
K. PUBLIC AUDIENCE
L. ADJOURNMENT
F ldocsWOARD MEETINGS ftenda12013VULY 2013UULY 2013.doc