Agenda 01-16-14 SOUTH CENTRAL REGIONAL WASTEWATER
�4eNATER� TREATMENT AND DISPOSAL BOARD
P4 v 1801 North Congress Avenue • Delray Beach, Florida 33445 ,
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Boynton Beach & Delray Beach
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QUARTER ANNUAL MEETING DAT THURSDAY, JA NUA R Y 1, 2014
OF THE T:
SOUTH CE RE 1801 NORTH CONGRE AV E NUE
WASTEWATER TREATMENT DELRAYBEACH
AND D ISPOSAL 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 January 9, 2094. 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
OCTOBER 17, 2013. (ITEM E)
MOTION TO ACCEPT MlhUTES OF MEETING HELD OCTOBER 17, 2013
F. REPORT OF OFFICERS, COMMITTEES AND EXECUTIVE DIRECTOR
a. Balance Sheet (I )
Current Financial Position as of December 1, 2013
Cash on Hand $ 1,350,115
Accounts Receivable from Cities $ 695,242
Repair and Replacement Cash $ 2,921,169
Repair and Replacement Committed $ Z279,246
Repair and Replacement Available $ 641,923
Telephone (561) 272 -7061 • (561) 734 -2577 • Fax: (561) 265 -2357
www.scrwwtp.org
Dennis L. Coates, Executive Director
AGENDA - SCRWT &DB
January 16, 2014
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b. Budget Variance & Cash Projection (ITEM Fl b)
PLANT O &M
Revenues Expenditures
Item Budgeted Projected Item Budgeted Projected
User Charges $ 6,030,195 $ 5,982,730 Personnel $1,699,250 $ 1, 709, 012
Services $ 1,583,100 $1,590,054
O &M $ 1,916,845 $ 1,851,202
Chemicals $ 701,000 $ 689,478
and
Su lies
*Projected revenues versus projected expenses credit of $ 115,391
RECLAIM O &M
Revenues Ex enditures
Item Budgeted Projected Item Budgeted Projected
User Charges 1 $1,201,004 $1,201,021 Personnel $ 256,000 $ 254,552
Services $ 102,285 $ 88,453
O &M $ 477,000 $ 460,836
Chemicals and $ 293,500 $ 273,683
Supplies
*Projected revenues versus projected expenses credit of $ 74,161
C. Review of Audited 201212013 Financial Statements
Presented by Enrique Llerena, CPA, Manager and Michael Futterman, CPA,
Partner of Marcum LLP Accountants. (Communication letter attached)
(ITEM F1c)
1. ACCEPTANCE OF FISCAL YEAR 201212013 AUDITED
FINANCIAL STATEMENT (ITEM F1c(1))
2. MOTION TO RECOMMEND RETURN OF EXCESS FOR THE
2012/2013 FISCAL YEAR IN THE AMOUNT OF $ 501,274 . CITY
OF BOYNTON BEACH $ 294.599.00 AND CITY OF DELRAY
BEACH $ 206,675.00 . (ITEM F1c(2))
Due to cash flow restraints, return to occur in two installments
scheduled for February and April.
QUESTIONS
MOTION TO ACCEPT CURRENT FINANCIAL STATEMENTS
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January 16, 2014
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2. EXECUTIVE DIRECTOR'S REPORT
a. Compliance and Operational Status Report (ITEM Fla)
First Quarter Report
The Plant average flow for the fiscal year is 16.30 MGD. Of this flow,
Delray's flow is 6.78 MGD accounting for 41.59% and Boynton Beach's flow
is 9.52 MGD accounting for 58.41 % .
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 0.53 and 1.02 mg /L. This constitutes
a removal of over 99% of all (TSS) and a removal of over 99% of all
(CBOD), well above the removal limits required (85%) by the Board's
FDEP Operating Permit.
b. Florida Department of Environmental Protection Annual Compliance
inspection (ITEM F2b)
The Florida Department of Environmental Protection (FDEP) and the Palm
Beach County Health Department conducted a compliance evaluation
inspection of the South Central Regional Wastewater Treatment and
Disposal Board facility site on Monday, October 7, 2013 to assure
compliance with the State of Florida's federally approved National Pollutant
Discharge Elimination System (NPDES) Wastewater Permitting Program. As
a result of the inspection, the facility site was found to be in compliance with
our NPDES Operating Permit.
C. Permit Renewal Application (ITEM F2c)
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.
Board staff and Hazen and Sawyer worked in cooperation to compile the
required historical performance information for the Capacity Analysis Report
(CAR) and the Operation and Maintenance Performance Report (OMPR),
portions of the permit renewal application.
A draft copy of the complete permit renewal application package, including
both the CAR and OMPR, was finalized on January 7, 2013 pending review
and comments.
It is anticipated that the final version of the completed renewal submittal
package will be delivered to the Florida Department of Environmental
Protection Agency by the mid January 2014.
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A draft copy of the Capacity Analysis Report is attached. It provides a
historical look at the facility's past and present performance as well as a brief
summary of the facility's operating processes.
d. "B" Clarifier Rehabilitation Project (ITEM F2d)
The Plant B Secondary Clarifier Rehabilitation project generally consists of
the rehabilitation of the three existing Plant B secondary clarifiers, Plant B
RAS pump station upgrades, construction of a sludge trailer washing station,
Administration Building area paving and perimeter fence modifications, and
Effluent Pump Station, Solids Handling Building and Administration Building
electrical and instrumentation panel modifications.
A progress construction meeting was held on December 17, 2013 As of the
date of this meeting the project remains on schedule as outlined below.
The Project Notice to Proceed date is July 1, 2013
The Contract Substantial Completion Date is August 25, 2014
The Contract Final Completion Date is September 24, 2014
The Awarded Contract Amount is $1,895,000.
As of January 1, 2014, three applications for Payment in the total amount of
$443,646.00 have been processed, leaving the balance to finish, including
retainage, at $1,451,354.00.
e. Odor Control Update (October 12, 2013 through January 11, 2014)
We had a great quarter - we had two odor occurring incidents.
QUESTIONS
CITIZEN'S COMMENTS
MOTION TO ACCEPT EXECUTIVE DIRECTOR'S REPORT
3. BOARD ATTORNEY'S REPORT
a. ROGER SABERSON (ITEM F3a)
1. Plant B Secondary Clarifiers Rehabilitation Project.
2. Advanced Environmental Laboratories, Inc. and Liquid Sludge
Disposal, Inc.
3. Employee Wage Garnishment.
4. Auditors.
QUESTIONS
MOTION TO ACCEPT BOARD ATTORNEY'S REPORT
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4. ENGINEER'S REPORT
a. HAZENAND SAWYER (ITEM F4a)
1. Plant B Secondary Clarifier Rehabilitation
2. Florida Department of Environmental Protection Operating
Permit Renewal
3. Flow Meter Transmitters for Reclaimed Water Users
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. Notification of Board expenditures in the amount of $ 71,611.78 from
October 31, 2013 through January 1, 2014. (Required for expenditures between
$10,000 and $25,000)
a. Grit Classifier and Wear Bars Replacement: $ 13,111.76
Line Item S- 535807.238, Equipment Number 004 -11003
b. Grit Pump Replacement Estimate: $ 23,500.00
Line Item S- 535807.249, Equipment Number 004 -11002
C. Administration Building Upgrade Estimate: $ 35,000.00
Line Item S- 535807 -250, Equipment Number 050 -10000
2. Authorization to expend $ on an emergency basis from repair and
replacement funds (Required for expenditures above $25,000).
No emergency purchases this quarter.
MOTION TO APPROVE CONSENT AGENDA
H. ITEMS REMOVED FROM CONSENT AGENDA FOR DISCUSSION
1. UNFINISHED BUSINESS
None
J. NEW BUSINESS
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January 16, 2014
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1. EXECUTIVE DIRECTOR'S REVIEW COMMITTEE REPORT (ITEM J 1)
a. Report of Executive Director's Committee
2. AUTHORIZATION TO APPROVE PURCHASE OF FIVE (5) RECLAIM FLOW
MONITORING STATIONS IN THE AMOUNT OF $40,000. TO BEFUNDED FROM
THE BOARD'S REPAIR AND REPLACEMENT ACCOUNT. (ITEM J2)
In an effort to comply with the 2008 Ocean Outfall Elimination Law, a plan to
eliminate ocean outfall disposal and to use this water resource to increase reclaim
water usage, the Board has to maximize the amount of reclaim water available to
Delray and Boynton Beach for their respective reclaim waterprograms. The Board's
five (5) original golf course customer agreements must be modified. The original
agreements do not allow for any reduction in daily allotments even during drought
periods. The result of this is that the Board must maintain 6.65 MGD of reclaim
water specifically for their use even though typical daily usage is roughly 3.3 MGD
(or 50% of their allotments).
In order for us to modify the agreements we must be able to accurately assess their
daily usage. Installing these new meters will provide us with real time flow data that
we can use to identify peak/off- -peak flow periods and adjust the new contracts
accordingly.
K. PUBLIC AUDIENCE
L. ADJOURNMENT
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