Agenda 07-17-14 SOUTH CENTRAL REGIONAL WASTEWATER
TREATMENT AND DISPOSAL BOARD
1801 North Congress Avenue • Delray Beach, Florida 33445
BOARD .�
iar 01 City Council Members of
Boynton Beach & Delray Beach
NOTICE OF THE DATE: THURSDAY, JULY 17, 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 LaVERRIERE, CITY MANAGER, CITY OF BOYNTON BEACH
MR. LOUIE CHAPMAN, JR., CITY MANAGER, CITY OF DELRAY BEACH
RANDAL L. KREJCAREK, P.E., DIRECTOR OF ENVIRONMENTAL SERVICES,
DELRAY BEACH
COLIN GROFF, P.E., DIRECTOR OF UTILITIES, BOYNTON BEACH
MR. ROGER SABERSON, BOARD ATTORNEY
JOHN KOROSHEC, P.E., HAZEN AND SAWYER, P.C.
FROM:
DENNIS L. COATES, EXECUTIVE DIRECTOR
CARY GLICKSTEIN, VICE - 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 17, 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 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
SOUTH CENTRAL REGIONAL WASTEWATER
TREATMENT AND DISPOSAL BOARD
1801 North Congress Avenue • Delray Beach, Florida 33445
r BOARD
City Council Members of
s Boynton Beach Liu Delray Beach
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QUARTER ANNUAL MEETING DATE: THURSDAY, JULY 17, 2014
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 July 10, 2014.
D. ADDITIONS AND /OR DELETIONS TO AGENDA
E. ACCEPTANCE AND /OR CORRECTION TO MINUTES OF RE- SCHEDULED MEETING
HELD FEBRUARY 12, 2014. (ITEM E)
MOTION TO ACCEPT MINUTES OF MEETING HELD FEBRUARY 12, 2014
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)
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G. REPORT OF OFFICERS, COMMITTEES AND EXECUTIVE DIRECTOR
1. CURRENT FINANCIAL STATEMENTS (through June 1, 2014)
a. Balance Sheet (ITEM G1a)
Current Financial Position
Cash on Hand $ 1,512,512
Accounts Receivable from Cities $ 587,346
Repair and Replacement Cash $ 2,192, 808
Repair and Replacement Committed $ 1,174, 704
Repair and Replacement Available $ 1,018,104
b. Budget Variance & Cash Projection (ITEM G1 b)
PLANT O &M
Revenues Ex enditures
Item Budgeted Projected Item Budgeted Projected
User $ 6,030,195 $ 6,248,008 Personnel $ 1,699,250 $1,748,070
Charges
Services $ 1,583,100 $ 1,732,319
O &M $ 1,916,845 $1,854,909
Chemicals
and
Supplies $ 701,000 $ 636,420
*Projected revenues versus projected expenses credit of $ 228,022
RECLAIM O &M
Revenues Expenditures
Item Budgeted Projected Item Budgeted Projected
User $ 1,201,004 $ 1,202,874 Personnel $ 256,000 $ 243,347
Charges
Services $ 102,285 $ 48,446
O &M $ 477,000 $ 426,362
Chemicals and
Supplies $ 293,500 $ 252, 795
*Projected revenues versus projected expenses credit of $ 203,111
QUESTIONS
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C. PREVIOUSLY APPROVED RETURN OF EXCESS FOR THE 201212013
FISCAL YEAR IN THE AMOUNT OF $ 501,274 . CITY OF BOYNTON
BEACH $ 294,599 AND CITY OF DELRAY BEACH $ 206,675. (ITEM G1 c)
Return to occur in two installments. The first occurred on
March 17, 2014 in the amounts of $ 147,299.38 for the City of Boynton
Beach and $ 103,337.64 for the City of Delray Beach. The second
installment occurred on June 16, 2014 in the amount of $ 147,299.3 for
the City of Boynton Beach and $ 103,337.64 for the City of Delray Beach.
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 17.04 MGD. Of this flow,
Delray's flow was 6.93 MGD accounting for 41 % and Boynton Beach's flow
was 10.11 MGD accounting for 59 %.
Two ofourmain operating parameters used to determine how effectivelythe
Plant is operating are total Suspended Solids (TSS) and Carbonaceous
Biological Oxygen Demand (CBOD)
Our average TSS and CBOD were 0.81 and 1.51 mg /L well under the limits
required by FDEP Operating Permit.
b. Florida Department of Health NELAC Certification Inspection
(ITEM G2b)
On March 13 and 14, 2014 the Florida Department of Health performed an
on -site inspection of the Board's laboratory. The inspection was to verify
compliance with Florida Administrative Code (FAC) Rule 64E -1, Certification
of Environmental Testing Laboratories, which incorporates by reference the
2003 standards adopted at the National Environmental Laboratory
Accreditation Conference (NELAC). Conformity with the 2009 standards of
the NELAC institute (TNI) was simultaneously reviewed.
The Board's laboratory was found to be in compliance with the requirements
of FAC Rule 64E -1 and the 2003 NELAC standards.
The laboratory holds Fields of Accreditation in:
• Non - Potable Water - Microbiology, General Chemistry
• Total Suspended Solids and Fecal Coliforms
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C. Permit Renewal Application (ITEM G2c)
On February 24, 2014, a meeting was held between the Board's Executive
Director, Hazen and Sawyer, P.C., and representatives from the Florida
Department of Environmental Protection to discuss items related to the initial
application for permit. Items requested by FDEP were addressed and
submitted on March 13, 2014. A second informal request forinformation was
submitted by FDEP on March 24, 2014 and those items were addressed and
submitted on April 7, 2014.
One of the key items the Board will be requesting during this renewal period
is the ability to dispose of effluent water via the existing deep injection well.
The disposal would be limited to substandard water events, wet - weather
discharges and storm events. The benefit to the Board would be further
eliminating ocean outfall disposal thereby limiting disruption to our existing
reclaim water customers on the Barrier Island in Delray Beach.
The initial draft permit was received June 12, 2014 and a "Notice of Draft
Permit" was published in the legal section of the Palm Beach Post on
Sunday, June 15, 2014. 'There will be a 30 day period where FDEP will
accept and review public comments related to the draft permit.
d. "B" Clarifier Rehabilitation Project (ITEM G2d)
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 June 10, 2014. As of the date
of this meeting, the project is scheduled to be completed within 30 days of
the original construction 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 July 1, 2014, nine Applications for Payment in the total amount of
$1,453,376.74 have been processed, leaving the balance to finish, including
retainage, at $424,557.23.
e. Solid Waste Authority (SWA) Pelletization Facility Update (ITEM G2e)
Year ending processing cost per wet ton was $51.81 actual versus $53.70
budgeted.
Put/Pay Target — is the minimum amount of biosolids each participant is
contracted to deliver on an annual basis.
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For the Fiscal Year ending September 30, 2013, the Board delivered 20,078
wet tons. Our put/pay target for this period was 19,000 wet tons. Having
met our put /pay target the Board was eligible for the full reconciliation credit
of $1.89 per wet ton. With deliveries of 20,078 wet tons, we received a credit
of $37,947.74 after the annual reconciliation was performed in February
2014.
The Gas Blender Project remains on schedule. SWA has started on the
second train and we hope to be utilizing more of the landfill gas in the next
three months. This remains a critical project to keep O &M cost in check
while the facility integrates East Central Regional (ECR) as a full -time
partner. The original cost of the project which was approved by the Board in
July 2013 was $110,625.00. To date we have paid SWA $86,224.02,
leaving a balance of $24,400.98 due on the project.
f. Caraballo vs. South Central Regional Wastewater Treatment and
Disposal Board (ITEM G20
This is a Workers' Compensation case filed with the Florida Division of
Administrative Hearings. Zenith Insurance Company is the Board's Workers'
Compensation insurance carrier and an attorney employed by Zenith is
defer.^'ing this case on behalf of the Board.
As of May 13, 2014, Zenith Insurance Company and Arkie Caraballo reached
a mutually amicable settlement of the entire matter.
g. FDEP Ocean Outfall /Reuse Update (ITEM G2g)
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% 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% reuse requirements.
FDEP has calculated SCRWWT &DB's baseline average annual daily flow for
monitoring years 2003 through 2007 to be 12.9 MGD. To meet the 60%
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 the 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.
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The Board's report was accepted by FDEP on April 29, 2014 and another
update is due to the State Legislature in December 2014.
h. Odor Control Update (February 13, 2014 through July 1, 2014)
Good Quarter; few incidents.
QUESTIONS
CITIZEN'S COMMENTS
MOTION TO ACCEPT EXECUTIVE DIRECTOR'S REPORT
3. BOARD ATTORNEY'S REPORT
a. ROGER SABERSON (ITEM G3a)
1. Plant B Secondary Clarifiers Rehabilitation Project
2. Caraballo vs South Central Regional Wastewater Treatment
and Disposal Board.
3. Amended and Restated Retirement Plan.
4. Lab Services
QUESTIONS
MOTION TO ACCEPT BOARD ATTORNEY'S REPORT
4. ENGINEER'S REPORT
a. HAZEN AND SAWYER (ITEM G4a)
1. Plant B Secondary Clarifier Rehabilitation
2. Flow Meter Transmitters for Reclaimed Water Users
3. Centrifuge Feed Pump Replacement
4. Florida Department of Environmental Protection Operating
Permit Renewal
QUESTIONS
MOTION TO ACCEPT ENGINEER'S REPORT
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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 $ 104,242.37 from
January 16, 2014 through July 1, 2014. (Required for expenditures between
$10, 000 and $25, 000)
a. Trade in Ford Explorer for Ford Taurus: $ 12,122.37
Line Item: S- 535807 -263, Equipment Number. 067 -025
b. Centrifuge #3 Truck Loading Replacement Pumps:
Two at $12,450.00 each $ 24,900.00
Line Item: S- 535807 -267
Equipment Numbers 030 -11105 and 030 -11106
C. Chlorine Generator #3 Upper Acrylic Tube: $ 11,360.00
Line Item: S- 535807 -278, Equipment Number. 054 -11003
d. Chlorine Generator #3 Lower Acrylic Tube: $ 11,360.00
Line Item: S- 535807 -279, Equipment Number: 054 -11003
e. "B" Aerator DO Meters: Estimate $ 21,000.00
Line Item: S- 535807.281, Equipment Numbers: 006 -17002 and
006 -17003
f. Centrifuge #3 Rebuild Estimate: $ 23,500.00
Line Item: S- 535807.285, Equipment Number: 030 -11006
2. Authorization to replace the following to Section XVl "Employment of Relatives" of
the Board Rules to read:
SECTION 1 . is 'a �tFSeGtien 1 1 7 4136 Clnrida C } n6 ihlin nffinial Fna
Wh heESh 9F 9V r whinh helrhe P nr
G9AtF9 any individual whe is a relat of the pu n-ffind-nl. An i nd i vidual
Fnay Rat be appointed, i
in the BeaFd ifS Gh ennein }men} emnln„men} nreme }inn eradyennemen}
has been adVOGated by a nublin effinial seniine in OF evnrnic 0 09 iUrisdin }inn
Or nen}rel ever the Board oche in relat of the inrliyi, -7e1
SECTION 2F O R i PU RPOSE S O F THIS RULE;
.A "Dublin effinial° FneaRs a . Tan Gff*G r,9 emp the Board in whem in
authW by ,� } r i
}
I3� Tie Cet te
, ae e• nley nreme }e er adyanne indiyid als er }n
ie'GGi iRdividu f 9F a n eFnp l ay'r m rren } ,r — ^ pNrFR 9 t i 9A, OF
adyaRnernen} in nennen }inn w emnley men} in the BE)aF !• and
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H. "Rel�reans an indoyodual who aTFelated to the publie Affinial G
employee -as fafheF, Fnether sen, daaghteF, bmthw, sister, UA ^„n} fi
GOUS nephew, niece, spouse; father-in _law m ^ }h^r_iR law, in leaver
l aw , r in w r herein r st ntenfe st me
aag ��„ i�o�, �ret i �l�- It'1�IV� �s a� r a th e r a — �c , m v
stepsen, stepdaaghfeF, stepbrat#er stepsister -half &9tT eF, half slszcT
gFandpaFent, 9F .
er a re p eop l e each eher w hired to
TIN 23. Ple -#�, Teeple- w�k�e�e�
��Teh t ill be e
��,- �,T�- .rRr --r�
W9Fk fray the Beerrt eveent that fire employees awrhe heeeme married er
he^eme mlatiares as the Fes It of mnrrieoe mev Gemini ie to awre rL ter the
B e a r d as long as ene rdeec not heare the responsibility fer reeOMmendine
the ether fer nrowaotien or . dyaneement and as long as the eneretienn of
the Board are not adyeFsely affeGted-.
SECT ION • notify the ExeGWtiye D ...*thin seven (7) .lays of the mr.rri.+re
and replace with:
An employment decision that results in the hiring of a relative of another Board
employee must be in compliance with the Florida Staie Law on Nepotism. This rule
is intended to eliminate hiring practices that result in conflicts of interest, favoritism,
or the appearance of impropriety.
"Relative" as used herein, means a person who is related by blood, marriage or
adoption, as father, mother, son, daughter, brother, sister, grandparent, uncle, aunt,
first cousin, nephew, niece, husband, wife, father -in -law, mother -in -law, brother -in-
law, sister -in -law, son -in -law, daughter -in -law, step- father, step- mother, step -son,
step- daughter, step- brother, step - sister, half - brother, half - sister, or domestic partner.
A person who is a relative of a Board official or employee may not be appointed,
employed, promoted, or advanced in or to a position in any department/division, if
the related Board official or employee is, or would be the person's supervisor or
would exercise any authority or control over or otherwise regulate the duties and
responsibilities of the person, or if the person would supervise or exercise any
authority or control over or otherwise regulate the duties and responsibilities of the
related Board official or employee.
MOTION TO APPROVE CONSENT AGENDA
I. ITEMS REMOVED FROM CONSENT AGENDA FOR DISCUSSION
J. UNFINISHED BUSINESS
K. NEW BUSINESS
1. ACCEPTANCE OF 201412015 WASTEWATER O &M AND RECLAIM
O &M BUDGETS. (ITEMS K1a THROUGH K1c)
a. Executive Summary
b. Salient Budget Features
C. O &M Reclaim Budgets
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MOTION TO APPROVE NEW BUSINESS ITEMS K1a THROUGH K1c
2. AUTHORIZATION TO ESTABLISH WASTEWATER USER RATE (O &M AT
$1.073911,000 GAL AND R &R RESERVES AT $0.2000/1,000 GAL) TO DELRAY
BEACH AND BOYNTON BEACH FOR FISCAL YEAR 201412015: (ITEM K2)
2013/2014
(O &M) Operations & Maintenance
16.0 MGD will produce $6,030,195 in revenue. $ 1.073911,000 GAL
(R &R) Reserves for Repair and Replacement
16.0 MGD will produce $1,159,240 in revenue. $ 0.2000/1,000 GAL
TOTAL $ 1.2739/1, 000 GAL
MOTION TO APPROVE NEW BUSINESS ITEM K2
3. AUTHORIZATION TO ESTABLISH RECLAIM USER RATE AT
$0.1859811,000 GAL TO CONSUMERS DELRAY BEACH, BOYNTON BEACH
AND SOUTH CENTRAL REGIONAL FOR FISCAL YEAR 201412015: (ITEM K3)
MOTION TO APPROVE NEW BUSINESS ITEM k3
4. ACCEPTANCE OF 2014/2015 ORGANIZATIONAL CHART AND SALARYRANGE
REVISION (ITEMS K4a, K4b)
a. Organizational Chart
b. Salary Ranges
MOTION TO APPROVE NEW BUSINESS ITEMS K4a. THROUGH K4b
5. AUTHORIZATION TO MAINTAIN OUR RECLAIM USER RATE FOR HUNTERS
RUN, COUNTRY CLUB OF FLORIDA, QUAIL RIDGE, DELRAY DUNES AND
PINE TREE FOR FISCAL YEAR 201312014 AT $ .200011,000 GALLONS.
(ITEM K5)
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 $ .1572/1, 000 gallons. However, due to their contract structure, their rate cannot
go below $ .20/1,000 gallons.
MOTION TO APPROVE NEW BUSINESS ITEM K5
6. APPROVAL OF CHAIRMAN, TREASURER, EXECUTIVE DIRECTOR, FINANCE
ADMINISTRATOR, AND CHIEF OF OPERATIONS AS SIGNATORIES ON
CHECKS. (TWO (2) SIGNATURES REQUIRED ON EACH CHECK.)
MOTION TO APPROVE NEW BUSINESS ITEM K6
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7. 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.
MOTION TO APPROVE NEW BUSINESS ITEMS K7a THROUGH K7b
L. PUBLIC AUDIENCE
M. ADJOURNMENT
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