Agenda 10-16-14 SOUTH CENTRAL REGIONAL WASTEWATER
TREATMENT AND DISPOSAL BOARD
1801 North Congress Avenue • Delray Beach, Florida 33445
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BOARD
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NOTICE OF THE DATE. THURSDAY, OCTOBER 16, 2014
QUARTER ANNUAL MEETING OF THE PLACE. SCRWT &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. TERRY STEWART., INTERIM 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 SAWY P.C.
FROM.
DENNIS L. COATES, EXECUTIVE DIRECTOR
CARY GLICKSTEIN, 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 QUARTERIANNUAL MEETING OF THE BOARD HELD
THURSDAY, OCTOBER 16, 2014, AT THE SCRWT 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. • Delray Beach, Florida 33445
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QUARTER ANNUAL MEETING DATE: THURSDAY, OCTOBER 16, 2014
OF THE AT.- SCRWT&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 October 9, 2014.
D. ADDITIONS AND /OR DELETIONS TO AGENDA
E. ACCEPTANCE AND /OR CORRECTION TO MINUTES OF MEETING HELD
JUL 17, 2014. (ITEM E)
MOTION TO ACCEPT MINUTES OF MEETING HELD JULY 17, 2014
F. REPORT OF OFFICERS, COMMITTEES AND EXECUTIVE DIRECTOR
1. CURRENT FINANCIAL STATEMENTS (through September 1, 2014)
a. Balance Sheet (ITEM Fla)
Current Financial Position
Cash on Hand $ 1,515,694
Accounts Receivable from Cities $ 647,706
Repair and Replacement Cash $ 1,823,967
Repair and Replacement Committed $ 449,492
Repair and Replacement Available $ 1,374,475
OCTOBER 16, 2014 Agenda
BOARD MEETING AGENDA
OCTOBER 16, 2014
Page 2 of 8
b. Budget Variance & Cash Projection (ITEM F1 b)
PLANT O &M
Revenues Ex enditures
Item Budgeted Projected Item Budgeted Projected
User
Charges $6,030,195 $ 6,334,142 Personnel $ 1,699,250 $1,717,756
Services $ 1,583,100 $1,764,049
O &M $ 1,916,845 $ 1,880,850
Chemicals
and
Supplies $ 701,000 $ 583,070
*Projected revenues versus projected expenses credit of $ 354,900
RECLAIM O &M
Revenues Expenditures
Item Budgeted Projected Item Budgeted Projected
User
Charges $ 1,201,004 $ 1,222,549 Personnel $ 256,000 $ 239,157
Services $ 102,285 $ 31,565
O &M $ 477,000 $ 415,261
Chemicals
and
Supplies $ 293,500 $ 240,922
*Projected revenues versus projected expenses credit of $ 281,830
QUESTIONS
MOTION TO ACCEPT CURRENT FINANCIAL STATEMENTS
2. EXECUTIVE DIRECTOR'S REPORT
a. Compliance and Operational Status Report (ITEM F2a)
Fourth Quarter Report
The Plant average flow for the fiscal year was 16.99 MGD. Of this flow,
Delray's flow was 6.97 MGD accounting for 4 1. 01 % and Boynton Beach's
flow was 10.02 MGD accounting for 58.99 %.
Two of ourmain 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 0.75 and 1.49 mg/L well under the limits
required by FDEP Operating Permit.
OCTOBER 16, 2014 Agenda
BOARD MEETING AGENDA
OCTOBER 16, 2014
Page 3 of 8
b. Permit Renewal Application (ITEM F2b)
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. A 30 -day period was provided to the public to
submit comments regarding the issuance and for FDEP to review and
respond. No challenges to the permit issuance were filed within this time
period. The final permit was issued on July 24, 2014 with a effective date of
July 28, 2014 and a expiration date of July 27, 2019.
One of the key items the Board requested during this renewal period is the
ability to dispose of secondarily treated 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. A
mechanism for the new disposal method was provided and we are currently
reviewing the provision to indentify all the stipulations associated with those
types of discharges. If the ramifications for using the deep injection well
during these instances is determined to be too stringent we would look to
request a variance on the rule to lessen the impacts of those discharges.
C. FEDP Annual Pretreatment Inspection (ITEM F2c)
On August 27, 2014, the Florida Department of Environmental Protection
performed a Pretreatment Compliance Inspection (PCI) of South Central
Regional Wastewater Treatment and Disposal Board's (Board) pretreatment
program. The purpose of the PC! was to evaluate the effectiveness of the
program in controlling industrial discharges and to determine compliance with
the requirements of Chapter 62 -625, Florida Administrative Code.
The PC/ consisted of the standard program interview and a review of the
significant industrial user files for Waste Management and Solid Waste.
Based on the PC/, the Board is adequately implementing its pretreatment
program.
The Board's Annual Pretreatment Report was also reviewed and found to
fulfill the reporting requirements of Chapter 62 -625, Florida Administrative
Code.
d. Biosolids Processing Facility (ITEM F2d)
A budget status update was completed in mid - September to project
deliveries and final costs through the end of the fiscal year It is estimated
that the final O &M Cost/Ton for FY2014 will meet the budget, closing at
$55.031wet ton, as presented in Table 1. This would yield a 2.7% refund to
the Board and all other partners. We will see these savings realized in the
annual reconciliation that is performed each February. The return of excess
will be in the form of a credit reflected on the invoicing for the Board
deliveries during that month.
OCTOBER 16, 2014 Agenda
BOARD MEETING AGENDA
OCTOBER 16, 2014
Page 4 of 8
Table 1: Estimated O &M Cost/Ton for FY2014
asp
Base Processing Fee $ 29.89 $ 28.62
Pass - through Costs
Electric 5.69 5.52
Potable Water 1.55 0.18
/SW 0.97 1.03
WW 1.32 1.31
Sodium Hypochlorite 0.61 0.16
Caustic 0.16 0.06
Natural Gas 11.48 12.17
LFG Delivery System 1.44 2.63
SWA Admin Costs 3.43 3.35
Pass-through Costs Subtotal $ 26.65 $ 26.41
Total Estimated O &M Cost/Ton for
FY2014 $ 56.54 $ 55.03
Total Estimated O &M Rebate for FY2014 'r
W et Tons $ 1.51 $33.513
e. "B" Clarifier Rehabilitation Project (ITEM F2e)
The Plant B Secondary Clarifier Rehabilitation project generally consisted 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 September 23, 2014. As of the
date of this meeting, the project is scheduled to be completed within the next
30 days.
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.
Board Approved Contingency Amount is $175,000.
As of October 1, 2014, 12 Applications for Payment in the total amount of
$1,701,359.61 have been processed, leaving the balance to finish, including
retainage, at $247,464.82.
f. Administration Building Improvements/Special Projects (ITEM F2f)
Board staff has completed many in -house special projects over the past
fiscal year. The major focus has been on the Administration Building. As the
facility has grown, administrative space has begun to be an issue for the
Board. A few years ago the Board, along with various contractors, began the
OCTOBER 16, 2014 Agenda
BOARD MEETING AGENDA
OCTOBER 16, 2014
Page 5 of 8
process of renovating the current building to make better, more efficient use
of the space. This included improvements to the building's facilities which
were last updated in the late 1970's. During this last repair and replacement
project we removed all the abandoned control and instrumentation wiring
along with all the associated control cabinets in our archived records room.
This has essentially doubled the available records space and assured the
Board has adequate storage for the foreseeable future. The existing file room
was remodeled, which included demolition of the original building entrance
door and window frames, installation of new lighting, cabinets and drop
ceiling. A new computer was installed that is being utilized to convert all
paper documents (O &M Manuals, Plans, Contracts, etc) into electronic
format to allow for easy retrieval of information. By converting the old
documents and requesting new materials be in electronic form when
possible, we are ensuring the file room will be able to meet the Board's future
storage needs while modernizing and streamlining any records request.
Enhancements were also made to the building's exterior. A new stucco type
finish was applied along with improvements to the parking area, irrigation,
lighting, and landscaping areas.
In an effort to save money many of the projects listed above were completed
by Board personnel.
g- Laboratory Services Bid (ITEM F2g)
On September 7 and 14, 2014, a Bid for Laboratory Services was placed in
the Legal Section of the "Palm Beach Post ". The bid opening was scheduled
for October 8, 2014. The solicitation is forlab services and tests that are not
performed by the Board's own accredited Laboratory.
The Board's current laboratory services contract expired
September 15, 2014. It was administratively extended until the Board
awards a new contract. The current contract was a two -year with two one -
year renewals.
At the October 8, 2014 Bid Opening, one bid was submitted by Florida
Spectrum. During the review of the Bid Documents, it was determined that
Florida Spectrum added conditions to the proposal thereby invalidating their
bid. The Laboratory Services Bid will be re- advertised during the month of
November. A bid award will be brought to the Board at the January 15, 2015
meeting.
In the interim, our current lab services contract with Advanced Environmental
Laboratories, Inc. has been extended to cover us during this period.
h. Process Air Blower Evaluation (ITEM F2h)
In an effort to reduce operation costs for the process air demands of
wastewater treatment, Board staff and Hazen and Sawyer representatives
have initiated an investigation into the feasibility of replacing the existing
multi -stage blowers with new high- efciency blowers.
OCTOBER 16, 2014 Agenda
BOARD MEETING AGENDA
OCTOBER 16, 2014
Page 6 of 8
The process air blowers for the wastewater treatment facility have been in
operation for almost 25 years. The blowers are multi -stage centrifugal type
blowers and have performed well throughout the 25 -year period. However,
repair and rehabilitation of the blowers will required over the next few years
to ensure reliability of the blowers over the long term. Blower technologies
have advanced since the installation of the existing blowers which have
resulted in blowers with much higher operating efficiency values throughout
the entire blower operating range. The higher efficiencies result in lower
power consumption and operating costs
L Odor Control Update (July 2, 2014 through October 1, 2014)
Good Quarter; few incidents.
QUESTIONS
CITIZEN'S COMMENTS
MOTION TO ACCEPT EXECUTIVE DIRECTOR'S REPORT
3. BOARD ATTORNEY'S REPORT
a. ROGER SABESON (ITEM F3a)
1. Plant B Secondary Clarifiers Rehabilitation Project
2. Caraballo vs South Central Regional Wastewater Treatment
and Disposal Board
3. Lab Services
4. Power Generator Emissions Enhancements
QUESTIONS
MOTION TO ACCEPT BOARD ATTORNEYS REPORT
4. ENGINEER'S REPORT
a. ' HAZEN AND SAWYER (ITEM F4a)
1. Florida Department of Environmental Protection Operating
Permit Renewal
2. Plant B Secondary Clarifier Rehabilitation
3. Process Air Blower Evaluation
4. Centrifuge Feed Pump Replacement
6. Blower Building Emergency Generator Air Emissions Upgrade
QUESTIONS
MOTION TO ACCEPT ENGINEER'S REPORT
OCTOBER 16, 2014 Agenda
BOARD MEETING AGENDA
OCTOBER 16 2014
Page 7 of 8
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 $ 49,754.37 from
July 2, 2014 through October 1, 2014. (Required for expenditures between
$10,000 and $25,000)
a. Master Lift Station Pump Replacement: $15,100.00
Line Item: S- 535807 -295, Equipment Number.' 059 -11103
b. Blower Motor Number 3 Rebuild: $ 14,442. 00
Line Item: S- 535807 -298, Equipment Number. 023 -11003
C. Effluent Pump #2 Rebuild: $ 12,212.37
Line Item: S- 535807 -283, Equipment Number. 013 -1102
2. Authorization to expend $ . 35,000.0 from repair and replacement funds on an
emergency basis. (Required for expenditures above $25,000).
a. Reuse Radial 1500 Power Transformer Replacement: $ 35, 000.00
Line Item: S- 535807.302, Equipment Number. 041 - 16004.
3. Authorization to rescind Line Item Number S535807 -281. Purchase of Five (5)
Reclaim Flow Monitoring Stations in the amount of $40,000 funded through the
Board's Repair and Replacement account. This Item was previously approved
by Board action on January 16, 2014.
4. Authorization to extend the term of the contract with H &H Liquid Sludge
Disposal, Inc. for sludge hauling services from September 1, 2014 through
September 1, 2015. Original contract term was September 1, 2011 through
September 1, 2012 with the option for three (3) one -year renewals. This is the
last one -year renewal option.
Public bid for sludge hauling services scheduled for summer 2015.
5. Authorization to revise Annual Salary Ranges for Fiscal Year 2014 -2015 for the
following positions.
FINANCE ADMINISTRATOR $55,000-$85,000$57-,000 $89,
CHIEF OF OPERATIONS $49,000-$69,000 $50,000 $74,00
CHIEF OF MAINTENANCE $49,000-$69,000 $50L,000 $74,00
Positions were presented to the Board during the July 2014 quarterly meeting
indicating no changes to the ranges from prior fiscal year were scheduled for 2014-
2015.
MOTION TO APPROVE CONSENT AGENDA
OCTOBER 16, 2014 Agenda
BOARD MEETING AGENDA
OCTOBER 16, 2014
Page 8 of 8
H. ITEMS REMOVED FROM CONSENT AGENDA FOR DISCUSSION
I. UNFINISHED BUSINESS
J. NEW BUSINESS
1. AUTHORIZATION TO EXTEND THE TERM OF THE CONTRACT WITH
ADVANCED ENVIRONMENTAL LABORATORIES, INC. FOR LAB SERVICES
FROM SEPTEMBER 15, 2014 THROUGH JANUARY 15, 2015. ORIGINAL
CONTRACT TERM WAS SEPTEMBER 15, 2010 THROUGH
SEPTEMBER 14, 2014. (ITEM J1)
2. AUTHORIZATION TO FORM BOARD ATTORNEY SELECTION COMMITTEE.
(ITEM J2)
Board Attorney's resignation letter attached.
Committee to consist of one member from each City Commission along with the
Board Chairman and Executive Director.
Propose to advertise through a Request for Qualifications. Committee to short list
then have presentations to Board for final selection.
K. PUBLIC AUDIENCE
L. ADJOURNMENT
OCTOBER 16, 2014 Agenda