Agenda 02-12-14 SOUTH CENTRAL REGIONAL WASTEWATER
s oiATERr g Fgry TREATMENT AND DISPOSAL BOARD
0 �P F 1801 North Congress Avenue • Delray Beach, Florida 33445 4
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�y Boynton Beach & Delta y Beach
Oyl�OS Od A OF 4 t 0 ' r`
RESCHEDULED
QUARTER ANNUAL MEETING DATE: WEDNESDAY, FEBRUARY 12, 2014
OF THE AT: SCRWWT &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
Proof of Meeting was posted at both City Halls on January 9, 2014. A dated and timed -
stamped copy is available for review in the Board's Agenda File. "Proof of Meeting" for
the rescheduled meeting was posted at both City Halls on February 4, 2014 as well as
published in the Palm Beach Post. A dated and time - 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 MINUTES OF MEETING HELD OCTOBER 17, 2013
F. REPORT OF OFFICERS, COMMITTEES AND EXECUTIVE DIRECTOR
a. Balance Sheet (ITEM Fla)
Current Financial Position as of December 1, 2013
Cash on Hand $ 1,350,115
Accounts Receivable from Cities $ 615,242
Repair and Replacement Cash $ 2,921,169
Repair and Replacement Committed $ 2,279,246
Telephone (561) 272 -7061 • (561) 734 -2577 • Fax (561) 265 -2357
www scrwwtp org
Dennis L Coates. Executive Director
AGENDA - SCRWT &DB
Rescheduled (February 12, 2014)
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b. Budget Variance & Cash Projection (ITEM F1 b)
PLANT O &M
Revenues Expenditures
Item Budgeted Projected Item Budgeted Projected
User $ 6,030,195 $ 5,982,730 Personnel $ 1,699,250 $ 1,709,012
Charges
Services $ 1,583,100 $ 1,590,054
O &M $ 1,916,845 $ 1,851,202
Chemicals $ 701,000 $ 689,478
and
Supplies
*Projected revenues versus projected expenses credit of $ 115,391
RECLAIM O &M
Revenues Expenditures
Item Budgeted Projected Item Budgeted Projected
User $1,201,00 $1,201,021 Personnel $ 256,000 $ 254,552
Charges 4
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 2012/2013 Financial Statements
Presented by Enrique Llerena, CPA, Manager and Michael Futterman,
CPA, Partner of Marcum LLP Accountants. (Communication letter
attached) (ITEM Fl c)
1. ACCEPTANCE OF FISCAL YEAR 2012/2013 AUDITED
FINANCIAL STATEMENT (ITEM Flc(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 F1 c(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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2. EXECUTIVE DIRECTOR'S REPORT
a. Compliance and Operational Status Report (ITEM F2a)
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.
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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.
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 8 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
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MOTION TO ACCEPT BOARD ATTORNEY'S REPORT
4. ENGINEER'S REPORT
a. HAZEN AND 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
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J. NEW BUSINESS
1. EXECUTIVE DIRECTOR'S REVIEW COMMITTEE REPORT (ITEM J1)
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 BE FUNDED
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 water
programs. 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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SOUTH CENTRAL REGIONAL WASTEWATER
SjE WATER rRF TREATMENT AND DISPOSAL BOARD a
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RESCHEDULED
NOTICE OF THE DATE: WEDNESDAY, FEBRUARY 12, 2014
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 CITY MANAGER, CITY OF BOYNTON BEACH
MR. LOUIE CHAPMAN, JR., CITY MANAGER, CITY OF DELRAY BEACH
MR, RANDAL L. KREJCAREIS P,E., DIRECTOR OF ENVIRONMENTAL SERVICES,
DELRAY BEACH
MR. CHRIS ROSCHEK, INTERIM UTILITIES DIRECTOR, 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 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
WEDNESDAY, FEBRUARY 12, 2014, 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
Telephone (561) 272 -7061 • (561) 734 -2577 • Fax. (561) 265 -2357
www scrwwtp org
Dennis L Coates, Executive Director
SOUTH CENTRAL REGIONAL WASTEWATE ITEM J1
S .E `NATERT q�. TREATMENT AND DISPOSAL BOARD �,
1801 North Congress Avenue • Delray Beach, Florida 33445 .d''`
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NOTICE OF MEETING
TO: All Members of Executive Director's Review Committee
Mayor Jerry Taylor— City of Boynton Beach
Mayor Cary Glickstein — City of Delray Beach
FROM: Commissioner Woodrow Hay, Chairperson
South Central Regional Wastewater Treatment and Disposal Board
DATE: Rescheduled Date: Wednesday, February 12, 2014
RE: Executive Director's Review Committee
There will be a meeting of the Executive Director's Review Committee on Wednesday,
February 12, 2014 at 4:30 p.m. in the Executive Director's Conference Room of the South Central
Regional Wastewater Treatment and Disposal Board at 1801 North Congress Avenue, Delray
Beach, Florida
AGENDA
A. Call to Order
B. Roll Cali
C. Executive Director Review
1. Review of Plant Status — Review of Accomplishments and Goals
(See enclosures)
D. Executive Director Requests
E. Committee Recommendations
F. Adjournment
Telephone (561) 272 -7061 • (561) 734 -2577 • Fax (561) 265 -2357
www scrwwtp org
Dennis L Coates, Executive Director
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STAFFING
➢ EPA recommended minimum level in 1979 at startup was 21 employees. Original optimal
suggested staffing level was 28 employees. In 1991 staffing level was 32 full -time
employees.
➢ In 2012/2013 we continued to operate close to the 1979 recommended minimum level of 21
employees. Even though we have doubled in size and added reclaim facilities and a deep
injection well, we have been able to successfully operate with 22 full -time employees.
ODOR CONTROL
➢ As always, we remain vigilant against odor and attempt to be the best neighbors possible.
Pilot testing was performed to see if the addition of carbon to our current treatment system
would help during peak odor times.
CONSTRUCTION & EQUIPMENT REPLACEMENT
➢ The "B" plant clarifier rehabilitation project ($1,895,000) is underway.
PREVENTATIVE MAINTENANCE
➢ All plant equipment is on a preventative maintenance schedule. The equipment is checked
daily, weekly, monthly, etc., per the manufacturers' recommendation.
REUSE
➢ Our average daily reclaimed flow from October 2012 through September 2013 was
5.60 MGD. This represents 33.73% of all incoming flows (16.60 MGD). The total reuse
delivered for irrigation purposes for the year was 2.04 billion gallons.
Reclaim Update
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Page 3 of 4
FINANCIAL & ADMINISTRATIVE CONTROL
D The Financial Information System continues to provide the necessary controls on both
Operations and Capital Projects. Assets were updated per GASB requirements.
SOUTH CENTRAL REGIONAL WASTEWATER TREATMENT AND DISPOSAL BOARD AUDIT
> Schedule of findings and responses for Fiscal Year ended September 30, 2013
Section 1 — Prior Findings not implemented - There were none
Section 2 — Current Year Findings and Recommendations - There were none.
EXECUTIVE DIRECTOR'S ACCOMPLISHMENTS AND GOALS FROM THE PREVIOUS YEAR
1. Oversaw the Design and Bid process for our current "B" Plant Clarifier Rehabilitation Project.
Project is currently on Schedule and Budget ($1,895,000). Estimated completion date is
September 2014.
2 Started renegotiations of the Board's existing reclaim water agreements with the following
golf courses:
a. Country Club of Flonda
b. Delray Dunes Country Club
c. Hunters Run Country Club
d. Pine Tree Country Club
e. Quail Ridge Country Club
3. A detailed report due to the Florida Department of Environmental Protection in July 2013
was completed and made available to all Board members at the July 2013 meeting. I will
continue to work with both Cities regarding expansion of the reuse system to ensure the
Board stays on course to meet the 2025 legislation requiring the Board to reuse 60% of its
water on an annual basis.
4. Finalized contract negotiations with the Solid Waste Authority of Palm Beach County relative
to the sale of excess capacity the Board owns in the Biosolids Pelletization Facility.
Proceeds from sale yielded a return to Delray Beach and Boynton Beach of approximately
$1.0 Million each.
5. Continue to examine the potential impact to the Board with regards to the EPA's Numeric
Nutrient Criteria Rule.
6. Started the renewal process to obtain the Board's FDEP Operating Permit. The last process
took approximately five years to complete.
EXECUTIVE DIRECTOR'S REQUEST
> Discussion for 2014/2015.
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