QUARTER ANNUAL MEETING DATE: THURSDAY, OF THE AT: SCRWWTP&DB SOUTH CENTRAL REGIONAL 1801 NORTH CONGRESS AVENUE WASTEWATER TREATMENT DELRAY BEACH AND DISPOSAL BOARD TIME: 5:00 P.M. A G E N D A A. CALL TO ORDER B. ROLL CALL C. PROOF OF NOTICE OF MEETING Proofs of Meeting Notices were posted at both City Halls on April 11, 2013. D. ADDITIONS AND/OR DELETIONS TO AGENDA E. ACCEPTANCE AND/OR CORRECTION TO MINUTES OF REGULAR MEETING HELD JANUARY 17, 2013. (ITEM E) MOTION TO ACCEPT MINUTES OF MEETING HELD JANUARY 17, 2013 F. ELECTION OF OFFICERS (CHAIRMAN, VICE-CHAIRMAN, SECRETARY, TREASURER). Chairman and Secretary from Boynton Beach; Vice Chairman and Treasurer from Delray Beach. 1. Each office must be voted on separately. Chairman (Boynton Beach) Vice Chairman (Delray Beach) Secretary (Boynton Beach) Treasurer (Delray Beach)
APRIL 17, 2013 Page 2 of 8 G. REPORT OF OFFICERS, COMMITTEES AND EXECUTIVE DIRECTOR 1. CURRENT FINANCIAL STATEMENTS (through March 31, 2013) a. Balance Sheet (ITEM G1a) Current Financial Position Cash on Hand $ 1,299,679 Accounts Receivable from Cities $ 616,982 Repair and Replacement Cash $ 2,594,511 Repair and Replacement Committed $ 77,806 Repair and Replacement Available $ 2,516,705
Page 3 of 8 b. Budget Variance & Cash Projection (ITEM G1b) PLANT O&M Revenues Expenditures Item Budgeted Projected Item Budgeted Projected User Charges $ 5,762,002 $5,876,619 Personnel $ 1,564,990 $ 1,586,351 Services $ 1,486,000 $ 1,558,769 O&M $ 1,881,512 $ 1,846,242 Chemicals and Supplies $ 699,500 $ 696,349 *Projected revenues versus projected expenses credit of $ 137,976 RECLAIM O&M Revenues Expenditures Item Budgeted Projected Item Budgeted Projected User Charges $1,118,585 $1,180,932 Personnel $ 240,000 $ 240,920 Services $ 102,285 $ 71,349 O&M $ 477,000 $ 447,229 Chemicals and Supplies $ 289,300 $ 245,265 *Projected revenues versus projected expenses credit of $ 132,333 QUESTIONS c. PREVIOUSLY APPROVED RETURN OF EXCESS FOR THE 2011/2012 FISCAL YEAR IN THE AMOUNT OF $854,122. CITY OF BOYNTON BEACH $494,536 AND CITY OF DELRAY BEACH $359,585. (ITEM G1c) Return to occur in two installments. The First occurred on February 7, 2013 in the amounts of $247,268 for the City of Boynton Beach and $179,793 for the City of Delray Beach. Second installment scheduled for June, 2013.
Page 4 of 8 MOTION TO ACCEPT CURRENT FINANCIAL STATEMENTS 2. EXECUTIVE DIRECTOR'S REPORT a. Compliance and Operational Status Report (ITEM G2a) First Quarter Report The Plant average flow for the fiscal year is 16.82 MGD. Of this flow, Delray s flow was 6.92 MGD accounting for 41% and Boynton Beach s flow was 9.90 MGD accounting for 59%. 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 1.27 mg/l well under the limits required by FDEP Operating Permit. b. "B" Clarifier Rehabilitation Project (ITEM G2b) Sealed Proposals were received at the Board s Administration Office at 2:00 p.m. EST, April 11, 2013 at which time they were publicly opened and read aloud. A Bid Tabulations Table will be presented with the letter of recommendation to award at the Board meeting. Work associated with the project generally consists of the furnishing of all labor, materials, equipment, services and incidentals for the rehabilitation of the three existing Plant "B" 105-foot diameter clarifier mechanisms including center columns, drives, solids collection mechanisms, influent feedwell and scum removal systems; replacement of the existing Plant "B" RAS pump station motor control center; general rehabilitation and improvements to Plant "B" RAS pump station building; demolition of the existing grit loading ramp and design of a new sludge truck wash station; and Administration Building area parking lot and entrance drive repaving and fence realignment. c. Mechanical Integrity Testing of the Deep Injection Well (ITEM G2c) The Florida Department of Environmental Protection has approved our testing plan and Hazen and Sawyer intends to start the testing towards the end of May 2013. A mechanical integrity test (MIT) is a test consisting of two parts which is conducted on injection wells to ensure there is no significant leak in the well and that the mechanical components of the well function in a manner protective of the environment and human health. An injection well has Part One (internal) mechanical integrity, to verify that there is no significant leakage in the casing, tubing or packer. The well has Part Two (external) mechanical integrity testing to verify that there is no significant fluid movement through vertical channels adjacent to the injection well bore.
Page 5 of 8 QUESTIONS CITIZEN S COMMENTS d. SWA Pelletization Project Update (ITEM G2d) The sale of additional processing capacity to East Central Regional (ECR) Wastewater Board appears to be coming to an end. A few changes in the form of an amendment to the SWA/SCRWWT&DB Interlocal Agreement will be necessary to finalize the purchase. The Board's projected revenue from the proceeds is estimated to be $2,037,588. The amendment will be brought to the Board at the July 18, 2013 Board Meeting for final approval. Based on the complexity of trying to get the amendments approved by the various agency boards involved, it is possible a special meeting may have to be held sooner. On March 7, 2013, the Board was invoiced by the Solid Waste Authority for the remainder of the Biosolids Processing Facility Construction. The Second Amendment to the SWA/SCRWWT&DB Interlocal Agreement was executed and approved by both entities' Boards. We are now in the process of invoicing the Cities for the amount of $673,964. As stated in the Interlocal Agreement, each city is responsible for 50% of all capital improvements; therefore, each City will be billed $336,982. e. Odor Control Update (January 10, 2013 through April 10, 2013) We had a great quarter. MOTION TO ACCEPT EXECUTIVE DIRECTOR'S REPORT QUESTIONS 3. BOARD ATTORNEY'S REPORT a. ROGER SABERSON (ITEM G3a) 1. Plant "B" Secondary Clarifiers Rehabilitation project. 2. T-Mobile-Cell Tower Site. 3. Solid Waste Authority Biosolids Processing Facility-ECR Proposed Purchase of Capacity. 4. Deepwell-Mechanical Integrity Testing. MOTION TO ACCEPT BOARD ATTORNEY'S REPORT
Page 6 of 8 QUESTIONS 4. ENGINEER'S REPORT a. HAZEN AND SAWYER (ITEM G4a) 1. Plant "B" Secondary Clarifier Rehabilitation 2. Mechanical Integrity Test MOTION TO ACCEPT ENGINEER S REPORT 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 $20,935.24 from January 18, 2013 through March 31, 2013. (Required for expenditures between $10,000 and $25,000) a. Replace Two (2) Air Conditioners for Blower Building ($10,164.54) Line Item Number S-535807.200, Equipment Numbers 023-10200 and 023-10201. b. Replace Chlorine (NaOCl) generator acrylic tube ($10,770.70) Line Item Number S-535807.213, Equipment Number 054-11003. 2. Monies to be Rescinded: ($108,894.16) a. Rescind Process Air Piping Contingency $30,295.14 Line Item Number S-535807.132.1 - Project Complete. b. Rescind "A" Secondary Clarifier and Stormwater Contingency $48,629.02 - Line Item S535807.26.1 - Project Complete. c. Deep Injection Well Discharge Valve $29,970.00 Line Item Number S-535807.64 - Project Cancelled MOTION TO APPROVE CONSENT AGENDA I. ITEMS REMOVED FROM CONSENT AGENDA FOR DISCUSSION J. UNFINISHED BUSINESS
Page 7 of 8 K. NEW BUSINESS 1. EXECUTIVE DIRECTOR S REVIEW COMMITTEE REPORT (ITEM K1) a. Report of Executive Director s Committee 2. AUTHORIZE, BUT NOT REQUIRE THE EXECUTIVE DIRECTOR TO ENTER INTO CONTRACT WITH, IN THE AMOUNT OF $ SUBJECT TO ALL PROVISIONS OF THE CONTRACT DOCUMENTS, FOR THE PLANT B SECONDARY CLARIFIER REHABILITATION. TO BE FUNDED THROUGH THE BOARD'S REPAIR AND REPLACEMENT FUND. (ITEM K2) 3. AUTHORIZATION TO APPROVE HAZEN AND SAWYER S WORK ORDER 13-002 FOR THE CONSTRUCTION SERVICES FOR THE FACILITY UPGRADES ASSOCIATED WITH PLANT B SECONDARY CLARIFIER REHABILITATION IN THE AMOUNT NOT TO EXCEED $134,890.00. TO BE FUNDED THROUGH THE BOARD'S REPAIR AND REPLACEMENT FUND. (ITEM K3) 4. AUTHORIZATION TO APPROVE AMENDMENT NO. 1 TO HAZEN AND SAWYER'S WORK ORDER NO. 12-002 FOR ENGINEERING DESIGN AND CONSTRUCTION SERVICES FOR MECHANICAL INTEGRITY TESTING OF THE DEEP INJECTION WELL. CONTRACT AMOUNT WILL BE FOR THE NOT-TO- EXCEED PRICE OF $ 78,958. TO BE FUNDED THROUGH THE BOARD'S 2012/2013 O&M AND RECLAIM OPERATIONS BUDGETS. (ITEM K4) 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 2012/2013 AT $.2000/1,000 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 $.1571/1,000 gallons. However, due to their contract structure, their rate cannot go below $.20/1,000 gallons. 6. APPROVAL OF CHAIRMAN, TREASURER, EXECUTIVE DIRECTOR, FINANCE ADMINISTRATOR, AND PLANT SUPERINTENDENT AS SIGNATORIES ON CHECKS. (TWO (2) SIGNATURES REQUIRED ON EACH CHECK.) 7. COMMITTEE APPOINTMENTS a. Auditing, Budgeting, Personnel Compensation, and Grievance Committees. Traditionally, the Chairman, Vice Chairman, Secretary and Treasurer have served on these Committees.
Page 8 of 8 L. PUBLIC AUDIENCE 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. M. ADJOURNMENT