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04-12-11 Workshop MeetingCITY COMMISSION r' "' `~' "' ' ` " CITY OF DELRAY BEACH, FLORIDA WORKSHOP MEETING -TUESDAY, APRIL 12, 2011 Ac~~~r,ene~~~r~ 6:00 P.M. DELRAY BEACH CITY HALL ~ i ,~ :. .,,, . w The City will furnish appropriate auxiliary aids and services where necessary to afford an individual with a disability an equal opportunity to participate in and enjoy the benefits of a service, program, or activity conducted by the City. Contact Doug Smith at 243-7010, 24 hours prior to the program or activity in order for the City to reasonably accommodate your request. Adaptive listening devices are available for meetings in the Commission Chambers. WORKSHOP AGENDA 1. Presentation Concerning the Public Safety Software Program 2. Presentation of the Unaccounted for Water Study 3. Design and Uses for Worthing Park 4. Palm Beach County Wellfield Protection Program Funding 5. Discussion of Local Rules of Procedure 6. Commission Comments n .... .... .... .... .... .... .... .... .... .... .... .... .... .... .... .... Please be advised that if a person decides to appeal any decision made by the City Commission with respect to any matter considered at this meeting, such person will need to ensure that a verbatim record includes the testimony and evidence upon which the appeal is based. The City neither provides nor prepares such record. MEMORANDUM TO: Mayor and City Commissioners FROM: David T. Harden, City Manager DATE: Apri16, 2011 SUBJECT: AGENDA ITEM WS.1 -WORKSHOP MEETING OF APRIL 12, 2011 PRESENTATION CONCERNING THE PUBLIC SAFETY SOFTWARE PROGRAM ITEM BEFORE COMMISSION Presentation Concerning the Public Safety Software Program BACKGROUND The City has made a very substantial investment in the new Sunguard OSSI Public Safety software. The Police Department and Fire Department will briefly present some of the service enhancements being made possible by implementing the dispatch portion of the new software which went live at 12:00 AM on Apri15. MEMORANDUM TO: Mayor and City Commissioners FROM: Richard C. Hasko, P.E., Environmental Services Director THROUGH: David T. Harden, City Manager DATE: Apri14, 2011 SUBJECT: AGENDA ITEM WS.2 -WORKSHOP MEETING OF APRIL 12, 2011 PRESENTATION ON THE UNACCOUNTED WATER STUDY ITEM BEFORE COMMISSION Staff and the City's project consultant will present the findings, recommendations and status of implementation of the water system audit completed in August, 2010. ` ~~~,~ t ~~. ,. c '. ;,. l ~ ~ ~.. ~. ~4 ~: e` ~ 4 P i '' ~ ~, ` 5+ } `+1 r1 . ~, 1~ ` i x ~ s 3 d~, J' ~ p~ rj~l - ~ 1,. Tff Utility System Audit City-Wide Water Audit -I~' ~# r~uu~~ ~~~ ,r~ ~ v ~ ~o ~ ;~ r. ~ is ~' ;,>. , i-; "~ !r, ~ l; ~ ~ ~u. 0 I ~o,r. III , .. - r ~ ~~ ~ +r~~ ` ~°~ u ,C~.a~",j; ~ ti x ~w ,~ rt ~~~~ i T i, ,„ ~ti~;' -~ ~' ' ;_ ~~lllii ,..~~,~ ~ ~~~ ~ _ J I. ~ V .r:..°'V ~~ ~, ~ ~ ~ ~ ~V rf ti:}~r~ ~~. v,. , r ~ i l ~ ~~" , .i ~ ~,i. Vi ~ ~ - t =t~V F.~ ~ VY~ ~ ~ i.r, ~ 1 ,~ v~, ~ ' 1 1 J 'F t i ~y,t~ l R~ ~~k~~~fk~~4ti ~~~n '?"r' ,x ,r~ _ry~~ red 4 ,'f ~~. ~ ~ ~_ r t14 ' , } ~~. ~it ."~ ~ /I, ~, i c it 6 - --- ~ 1 I ,.. ~~ 1 R"M~ ~ ~~' ~ ti ( ~ r 1 p r r ill ~ ~ , ~~5. r ~ sti ~ t ~'°' `a~ ~nr ~~~a, .~~Fy ~ '_. ~!° ~ ~i i 7 ~~J" `~ ~~y~ r 1~ ~:}l~~,ai~i~ i ~ _,t„ i ~. s , , ~ t~ e°`~4,r ~ ~ r! Y+l is7~1 ~-~ ~ ~~ ~ ~ ~ L,~,. !` i ~ ~~f. S~'~' ~i~r '~' ~J ~' off, 1 Y~ <~ ~~. ~ ti h - f ~' i y_~ ~ r {~t ~ 1" K~ V '~ ` r1 .-'h ~ '~ ~ r .f 1 r ,t }iy , ,,r frhd lj c.r ~ r n u/ ~r~ ~4H eft Vr:~ {VI i ~ ~ % ~,~ it ~r i~r'~r' y ~y ~ '~ .. r~'~ t 0 ~~ , ~J3 ~„<< F `~ ~Y,~, .,N ,~, o~aJ, d!h ~~,. , , ~. ,, ~ i, 'o, ~Alr,~ay, ~ ..'.,' ,. ,:~ r --_1 :. , .,, ,~ ~ _ ~ , ~ ~ .,,,,.,, ,,,, ~~...:` ; ~~~u ~ L~' lily ~~.~ ~;~~ ~ ~~ Section 1 Introduction ................................................. o...,...,............,..,.,..,.,,,_.....,.,,...1-~ Section Analysis of'~Jter Supply Sources .............................................................. 2~1 2,1 general Aud%t Proued'uras ..... ..................................................... ....................241 2.2 City of Delray Beauh~'~Jater Treatment Plant.. ........ ................... ...................2-1' 2. 'water Resen+oir 1 Storage Faun'~ities .. .................... .................... .....................2-7 2.~ Interconnects 1 Bulk Users ..... ..........................~,...,,,,,,..,,..,...,..,......,..,.,...,..,~-8 2.~ Summary of dater Supply Source Find'ings ..,.,~ ...............~„.,,.,,..,,..,..,,.,.,,..,,.,2-~ Section 3 Analysis of Authorized Metered Uses .......................................................... 3-1 3.1 general Audit Prouedures ................. .................... ......... ..............................3-1 3.2 customer Service Meter Reading and Billing Protocol .......................... ..........~-2 3.~ hero-Read Accounts,.~ .............................................................. ........ ..........3-~ 3,4 hJ'egative-Read Acuounts .................~,.,.,,,.,..,,.,,..,.,..,,...,......,..,. ,....,.,. „,,,,.,,~-3 3,5 Missing Auuounts ....... .........~,,..,.,,....,...,..,...,...,,,.. ,......, ,..,..............,........,,.,3-4 3.6 Undersized or oversized Meters ............................. .................. ....................3-4 3.7 'water Auuount Billing Records review ......................................... .....................3-6 3.S customer Meter Cainration Testing ............ ....~,... ,............,...., ...,....,,,.....,..,.3-7 3.9 Meter Replacement Program Review ......... ........ .........................................~-t3 3.1 Q Summary of Autfi~c~rizeci letereri', Use Findings ....... .........~.....,,.,, .,,,....,,..,,,,,.,.3-~ Section 4 Analysis of Authorized tJnrnetered lJses ..................................................... 4-1 Section Analysis of ''dater Losses ........................................................................... -'i Section 6 Inlater° Audit Results and Recommendations ............................. ................. y1 6.1 'water Audit Results ................................................................................~-"I ~i.2 Reuommendations for'water Acuounting and Billing System Enhanuements ..........................................................................................6-3 ~~r~su~_ri~~~ CIMIL Ek CIIJEERS Tabu cat ~C`+~n#enfic List caf ~abl~ Page Table 2.1, WTP Finished Water Meter Statistics ~ ................... ........................................ ..........2-2 fable 2.2 Hi'starcai Raw, Finished and Cansurned Water Flaw and Water Lass ................. ..........2-3 Table 3.1 Sensus Positive aisplacern~ent Meter Accuracy and Flaw Ranges . ......... ......... ..........3-5~ Table 3.2 City of Delray Beach Billing Rate ands Service Lades ....................................................3-6 Table 3.3 Water Audit List of Meters Pull'ed' far Calibration Testing.,,, .~,,,.,~,,.~ , ,,..,.,~..,..~.. o,......,,~-~ Table 3.4 Meter Replaeement Pragrarn Evaluation Results .............. ......... ...~~.,,, ~.,,,~.....,.~„.....3-~ Table Unacaaunted far Water in Authorized Metered IJ,ses -Potential Recovered Water and [~aNlars ........................ ......... ~,..,,,.. .....,.. ...,,....,.o...,....,.....,..,,.......,..,.,.,..,.,,.,,.,.,,,.~-1~ Table 6.1 "`Water Audit Report"' Results far Unaacaunted far Water ...........................................6-3 Lint of Figures Page Figure ~-1 Historical Raw,. Finished and Consumed Water Flaw and Water Lass ~ ............................2-3 A~per~dic Appendix A City of Delray Beach "'Water Lass ~,ccour~tir~c~ Spreadsheets", Fiscal Year 98199...... through Setuc~l~l 1 - V~ra~cti~r~ The City of Delray Beach is I'acatsd in the southeast corner of Palm Beach County, Plarida along the Atlantic Ocean. The City encampassss slightly aver 1~ square miles wi'tl~ a permanent population of nearly 6b,Ga0 and growing.. The City of Delray Beach, like all water utillities, is subject to unaccounted far water in. the distribution system, Unaccounted far water can bs a result of leakage in the water distribution system, mater under-registration, theft and illegal connsctians, water used...... tar ors-fighting, street washing, sewer flushing, and'.... ether unmstsrsd pubic services, Unmetered water and water lost due to leakage can have significant impacts on the utility, due to the financial canssqusncss (higher pumping casts, capacity, rspairs~, impacts to water acoountability and consumption use records reported to regulatory agencies, and impacts to the quality of service ~ssrvics interruptions, system pressure decrease, A water audit can assist water utilities reduce water and revenue losses, and optimize operations. The City has an internal water aaaaunting system to identify the amount of raw water entering tins water treatment pPank, the amount of water leaving the plant and the amount of water bsi'~ng acaaunted fare in the distribution system... These checks and balances hays revealed a consistently I!args amount of water lass,. i,s. less water being billedlaccounted far in the distribution system than leaving the plant, In the past ten (1G~ years, the Ciky's unaccounted far water lass has increased from 1b-1t~% to an average of 21-28%. Industry standard, as reported by the American UVatsr WII'orks Association (AW'~JA) is 1~-15'/0. South....., Plarida'~'ater IManagemsnt District ~SF'~Uf~D) has established a goal of 1{101 unaccounted.. far water Sass for utilities; water losses greater than 14i010 require leak detection programs to be implemented. Ths City of Delray Beach (City) contracted with Mathews Consulting, lnco (MCA to prov%de engineering services to conduct aCity-'Wide "atsr audit. for the City of Delray Beach`s potable water distribution system. Thils report. summer%zss the results of the water audit,rdentifies the vaiums of unaccounted for water in the City's systsm~, and provides rsoammendatians on how the City can optimize their routine water accounting practices and recover last. revenues due to unblVed water use,. 1-1 l~r"~~rr~~+~s ~sur~~ civic eMr,iM~~ns Se~cti~~ar7 2 ®~naNysi~ of Wafer ~p~iy c~uraes 2.1. general Au~i~ ~'rQ~dur Water supply saurces far the City of L7elray beach include the City's Water Treatment plant, City-~wne~d water reservoir/storage facilities, and interconnects with ether municipalities. each of these faciliities was inspected by Mathews Cansultiing as part of the water audit process, Water supply flaw recarcls are maintained by the City and dacurnerrted an the City's '°lNater Lass Accar~ntirrg SpreadsfaeeY" Appendix A), Water supply flaw data was evaluated by MC far the purpose of quantifying, total water supplied to th,e system during the study period (January 2Q67 through C7ecember 2069), The fallowing secti'ans detail results of MC's water supply source analysis. 2.2. City of Delray beach Water Tr~eatr~ent plant The City's Water Treatment Plant is a 26,17 mgd treatment facility which has been in aper°atian far aver 4t7 years, The plant uses lime softening, filtration and disinfection as its primary unit.. treatment processes. The plant currently treats an average of 15 mgd finished water, pinished water from the plant is metered'. thrau,gh three (3~ venturi flaw meters; ~ligh Service Meter Barth Transfer Meter South Transfer Meter The three flaws are totalized by the plant SCAC7A system and recorded as fatal finished water flow fcr the facility, Meter statistics are provided in Table 2.'1: 2-1 x,71- ~ C ~JVS .'.C)h~Ut. «'w~ .~ , CIWIl. ENGXN E.ERS S~ctiQn 2 Anafysi's cif V~"'ater S~,~p1y S'~~r~es Table 2.1 'UIf TP Finushed UVater Metes Statistics Name size Model Sr3rial N'a.~ti- Range Year' installed', ~1~" Transmitter Rasamaunt 91(1882 ar High Service 20" ar24" 1151DP4J22B1 2285803 X08102) ~„-63.3," 20(]2 Honeywell N~arth Transfer 24" ST1~924-E1 H'- ~ 1 C~3-8138 0"-141,75" Unknown OOD00-MB1 S2 Rosemount South Transfer 20" 1151()F"4522 1950124 0"-63.3" 1997 (1~ The City cadlbratran sheets list the HIOh Service idowv ureter as Serried Nb. 910882,. b~uf td~e number provdcdecd by ~d~~eratlans staFlls Serial Na. 22858'03 (08/p2J Bath of the venturi tubes far the High Service Flow Meter and the l'Jorth Transfer Flow Meter are.. believed to be original to the plant and ors directly buried in the ground (in aantrast to being located in below-ground vaults. The High Service Flaw blister differential pressure transmitter was replaced in 2.002, The age of the hlorth Transfer Flaw meter differential. pressure transmitter is unknown. The South. Transfer Flaw Meter venturi and differential pressure transmitter were bath....... installed in 1997, and..... the venturi tube is located in a below-ground vault. plant maintenance staff conducts calibration of the flow mater differential pressure transmitters on a quarterly basis, The mater calibration. reports reflect the date each meter transmitter was calibrated (see example reports located in Appendix 8~, The reports do not provide pis-calibration and post-calibration flaw readings. The caliibration exsraise checks the accuracy of tt~e d'ufferentiall pressure transmitter instrument only. It days not check the accuracy of the entire flow meter system as a whole (e~g. venturi tube, sampPe tubes and transmitter), which is difflcul~t to do outside of a controllled testing laboratory environment. Historical flow records were reviewed to evaluate flow trends over the last ten (1aJ years. Table 2.2 and Figure -1 reflect raw water, finished water, and consumed water flow trends far the operational period' 1999 to 2(109, The Figure also provides percent water loss at the plant, in the distribution...... system, and across the entire system as a whole (raw to distributi!on). The Figure shows that over the ten year period, total percent water loss across the system as a whole averaged 1'8-2r.3%~,. VWatsr loss in the distribution system averaged 15-16~/a from 1999 to 2002, and then increased to 18-2'% from 2992 to 2009. Mater.. 2-2 ia~rr-~~w c~r~.~ur~nr~c~ GI41L EIYGIN.E£H $ SactaarT 2 Anc~lysr`s of afar ~~,ap1y ,~a~raas mass ire tlTe plant averaged -~ 0'% from 1989 to 2P]~2, and them substantially decreased to 1.d-1,6% fram 2t1~~ to 2~~9. It was verified with plant t~perations that no significarTt changes in the process ware made during this time period to affdct ar~dlor improve water Pass through the treatment system, Table 2'.2 Mistc~rical R~wb Fin%shd end Consumed 11Uater FN~W end UUat~r Lass Year Avg ftaw Water, mgd Avg Finished Water, mgd Avg Constirned Water, Trig Average %I W"rP Loss Average % Dist Lass Average Lass Total 99-CIC} 17".$67 16.439 1.3.67'.4 4.97 16.71 21.61 as-171 15.37 14.225 11,209 1aa5$ 16.1] 27.CJ1 01-02' 16.045 14.177 ].1.930 10.54 15.23 25.65 02-03 16.935 16.655 13.421. 1.56 1$.$7 27.75 03m04 1$,092 17.$59'.. 14.410 1.02 18,77 20.35 04-05 17..788 17.556 14.478 1.43 17.22 1$.61 05-06 17.91:3 17.657 13..663 1.27 21.$5 2.3.73 06-a7' 16.592. 16.32,$ 11.87$ 1.65 28.15 2$.41 07-0$ 1:3.285... 13.20$ 10.2..57 1.47 21.16 22..79 0$-09 15.268 1,5.029 11.41$ 1.59 23.39 25.21 Figure -1 Historical I~~W, Finished and ~ansumed 1Nater FIaW and'~~t~r Lass ~a m®a .. . ~r,~~~,. ,~ ~+ ~ , ., /° •; tS.DatN ~: _, ""' 'r'' ~,,,~ 5.841(7 ,~ ~„.a~...,,.~„~~~~~ ....~, 17.N9Clp ~ ~ .~mm...x ..: , , ,~ 9s-GQ uL~ai ai-r~z oz-G3 o~-na ns•crs os-ov a~-a~ nr-os as-av I~Iscal Year m.~,~, Avg Raul W ater, ntgal Avg rlwtlsf'I etl Watea, Irrgrl, __.~_.°A~,g CarrsLrl7ierl Water, angry °.~"~;u~°AVEi~d~C~~1~ tiN>rr'~ LO55 -.~y~6~~..Aw~'age~°n alstLoa~ .....~o+,.._A.verage;'~ LGSS"~©ta~ -,~ a,ari•~nv~~ ,C31~~ULTIN G 1 4 1 L ENGINEER 5 S~ctic~n 2 Analysis oaf Wafer s~~,ply Sc~ur~es ~, closer I'aak at manthNy flaw retards shave that the water Vass in the planfi dropped to i.~% stai~.ing~ after September ~~192, oinaid'entVy, the Nigh Service Flaw hlVeter d`uffdrentfal pressure transmitter was changed out sometime after August 2992„ acaarding to the date on tf7e transmitter's serial number. Sased an aampa~risans with ether Time saftening treatment facilVties, typiaal lasses ~acrass the plant are 5-~t7~lo. The Gity`s plant recycVes and'lar recovers a portion of its treatment flaw through its backwash recovery f~asVn, and the net resu[t of captured water accounts far appraximateiy 2-~°Ja of water lass reduction. I~owever, the recaptured filow is net accounted far in the treatment plant. lass calculations,... which only cansi~~ders raw water filow firom the well field and plant llnished water flaw.. Therefore, it is questionable as to whether the Fl~igh Seraice flaw Deter is providing correct flow readings. An independent testing laboratory, AVpha Valve & Controls, lnc,, performed a Feld inspection of the three flaw meters and evaluated tf~eir condition and operational performance. A copy of Alpha`s report. is Vncluded in Appendix. C. A summary of their findings is listed below: S~ufh Transfer Flaw NPefer: a The HAV~,T electronics communicator does net operate, (The ~IA~T cornmunicatar allows the device to be configured and calibrated in the field without taking the. unit off-line,) o The transducer only reads 9,984 gpm at 47°' pressure at 2f1 mA. The instrument shouVd read 19,QOt;} gpm at 63.6" pressure at 29 mA, Calibration of the meter is off. o Surge arresters shaul'd be iinstalled on the unit, o Spring ioaded automatic air bleeders should be removed so as net to result in faire differential pressure readiings during air venting. instead, manual aiir release purge valves are recommended far the sam~pie lines a The venturi tube is equipped with vent cleaners which shauVd be pushed in every month to remove build-up inside of the law and high pressure taps. ,~ i A; s ~.; ~,, :~ . , „ \\,,, k. "ti-::. nih. . i ,~ .~, '~ ~'~~ r. ~s'~" ~ `r !~ l , ~a. ~ ~1,~ <<,~ , ~~ yyy ~~~ , rM } ft~ ,! ~. r7 ~ , ~ _ ,. _ ~~ ~~~ ~,~~ _ y, n wl "'~'!.~ fJ` . ~i~ 11 .. ~. 5 / .~.. ~•!! ~. .t ,.4 nl' s -~,; ~ .~~~~ ;yJ - ~~~ -~ ~ a ~:r ~ 2-4 IvV.~~ ~sv~s '~r~surruv ~~~~~ ~~~~~~~Rs ,Sectrc~n ~larlJ~ Tra~asfer Flow lVle~ex: Analys-s et 'W'ater .S~,p,~ly Se+~r~es The transducer is mounted'. upside dawn which could affect its accuracy and fiaw readings. a The transducer reads 188 gpm at 4.~1 mA and ff"pressure (should read ~ gpm at 4.S mA), Also, the transducer reads 1,949 gpm. at t1.1~ mA and' 1A1.75"' pressure (shrauid read 14,{lOt~ gprn at 29.Cf0 mA~, Calibration of the meter is off. o The transducer wiring requires... repairs The conduit is brol~en and Cs exposed to the weather elements. Also, there are numerous wiring nuts exposed to the weather elements. The system uses copper tutang, which is not ideal, Stainless steeB tubing is preferred to prevent, corrosion issues. Also, the tubing includes date valves,.... which are hat ideal fdr ~~ installations (if tl~e gate valve is not open 1d9°lo, it may cause extra pressure drop in the line, resulking in false flaw readings, Stainless steel balll valves are preferred far this installation,. ~ The venturi tube is buried directly in the ground. This is not recommended by venturi manufacturers. The venturi tube should' be ,placed in abelow-ground vault with vent cleaners so that the pressure taps can be Dept cPean and inspected an a regular basis for leaN~s. Fllgla +~r~ice Flag Pt?efr: c~ The transducer is mounted) up-side down which could affect. %ts accuracy and flaw readings. rs The MART electronics communicator does not operate, Q The transducer read's C~ gpm at 3.89 mA and g'" pressure ~sl~ould read a gpm at 4.9 m~A), Also, the transducer reads 9,968 gpm at 2Q.16 mA and 68.E"pressure (should read 1 S,U96 glom at 2a.t1~0 mA). Calibration of the meter is off. o Spring loaded autamatic air blleeders should be removed so as not to result in faC~se differential pressure readings during air venting. Instead, manual air release purge valves are recommended for the sample lines, ~-5 h~1r~~~~EV~~ ~C~1~5ULT1NC=, CIVIL ENGINES R,S S~cfr~an 2 ,Ar~alysfs caf Wester Supply S~urc~s o The transducer wiring requires repair. The ocanduit is broken and is exposed to tl7e weather elements. The wiring is damaged and' hanging on the ground. ,Also, there are numerous wining nuts exposed to the weather elements. The wiring junction box has fallen apart, and the cover is missing, There is a Peak in the tubing near the ground, A leak in the tubing will result. in higher differential pressure ~e~dings, which will result.. in higher than normal flow rea~in~. r~ The venturi tube is Buried directly in the ground. This is not recommended lay venturi manufacturers. The venturi tube should be placed in abelow-ground vault. with venk cleaners so that the pressure taps can be kept cPean and inspected on a regular basis for leaks. ~, ~~ Q ~~ ~. '~ # t'~ c ~ Y,r~_ , '~,~, t ~ ~` ~p I '~S~.ji7 • ~'r. I ~ „LSD. 1l~ w f~,I f f,, ~i'!k I~k~frk.~ , F ;, r ~ A ~~ ~~., `" 4~t ~~ ~~ ~ ;F I >,r ~ r~~~ ~ ~ ~3~` i r i ~ ` ~ ~.°, ~Pg , ~ I r ,; ~ ~ ~ ~ ~ I ~ ~~ ~ ~ ~ ~ ; ` j ;,fit 11 }} k ~„ r t~lr +•5~! '~k'~i*ki l! 1 F~ I' ~ ~ > ~ , ~ ~ ~'~~ r~ ~` 1 ,~ r ~ '~ sir = .r, ~~'`~ per used' on the observations presented above, inaccurate flow readings could' be prevalent at these meters, especially with. the High Service f=low Il~eter where a leak in the sample line was observed. Based on the data, presented in Table 2'.2, meter accuracy could tae over-registering from 4°la to 9%a. The fdllowing improvements are recommended for the finished water flow meters in order to ensure proper operation and accurate flow readings for the piont: ~ Replace all three (3~ of the differential pressure (~~j transmitters with new ones,. with HART communicators. Each ~F~ cell should be instafl'ed with a 3 way Stainless steel manifold.. Install E~~J surge arrestors on al'~I'three ~R transmitters. Install all three D~' transmitter units in the correct position,. with the manual air bleeders pointing up. Install stainless steel lines from the Wenturi to the C11' cells far the North Transfer flow Meter and the High... Service flow Meter. Remove all spring......., loaded automati!o air bleeders, and repllace with manual air bleeders, ® Repair all of the damaged wiring and replace damaged wiring boxes. -6 ~..car~~~aL~~~ CIVIL EWGIWEEWS ,~ectAC~~ ~' .~ncrtys.s s~f Wager ~u~,~~y Sc~~rrces linstall the two buried Venturis (North Transfier and Nigh Service maters) in a concrete vault with vent cleaners. When the Venturi~s are exposed, check. to see that the impuulse sample lines era correctly mounted an the side of the Venturis. Instituke a monthly maintenance program to push in the vent cleaners an all three Venturis to keep sample lines. clean, Calibrate the SCADA PLC analog input cards far the tht°ee flaw meters. f~epair all afi tl~e water leaks in the sample lines. Remove ail afi the gate valves. and install stainless steel gall valves. Remove all of the capper tubing and instalN'/~` stainless steel tubing.. Install fleet activated sump pumps. in each of the meter vaults,. Have a third party calibrate the meters and issue calibration sheets at least. annually... with a re art detailing percent inaccuracy afi the meters. (See Appendix D for an example Calibration Repart.~ 2.. 'tNater srvair f starage Facilities The City of Delray Beaah~ has. five (~} potable water storage facilities: ~ Ctwens raker starage Tank - A 1.(} MC above graund storage facility located inn west Delray Beach.. Owens Daker is monitored by a Turbitrol system...., N9i'ller Park Storage Tank - A 1.5 C above graund storage fiacility Iacated in south Delray Beach. h~liller Park is metered with a Rasemaunt ttir1ag meter which sends.. information back to the Water Treatment Plant. Water Treatment PCar~t Elevated starage Tank ~ A t~.b MG shave graund starage facility located at the Water Treatment. Plant.. l'~arth Pump station ~rr~und starage Tank _ A .© l'~G below graund starage facility located in Werth Delray Beach. ~rCrrk~~ t~ , ~ ~~~, l4~ ~ ~.:> > , j ,= F'1 r~. - ~ ,~~ ~~ fl I I I 1 t l I Ipl i, ~ 1 .I !"I :' ~ __ I~ ~ , ~ ' ~ ~~, ', ~ ~ ~ 2-~ ~ir~ri~~ws `c~r~~u~.~~~ C I V l l E 11 G I M E~ R S Sectr~n 2 Ar~afysrs ~f 4h'~ater 5~+~p~y ~o~rc~s The North Pump Station 'is metered uvith a Rosemount Meg meter which. sends 'information back to the Water Treatment Plant, South Purnp Station Reservalr - A 2,5 MG below ground storage facility located at the 'dater Treatment Plant. Thr+ South Pump Station is metered with a Rosemount.. Nlag meter which sends information back, to the Water Treatment Plant. ,r.1 ~~ „~''' ~'~ ~._,: . , ,i ~^ ti ~~~ "; -~ " , '~ Cry ~~ ~ ,~ , ''r 3 ~ << ~ ~ ~, ~ ~ . .;; -~ i~ . 1; ; „ hi,: mum, iiii The storage facilities are located throughout the City and their levels are controlled fr~am the Water Treatment Plant. They are filled with finished'..... water during non-peak. hears then the water is used as demand' increases (peak hours}, T'he Water Treatment Plant operator manitQrs the Cevel of each facility to determine when to activate the pumps to add water into the distribution system. Mathews Consulting visually inspected each of the storage facilities, the pumps, and meters associated. There were no visual leaks or apparent deficiencies. ~'.4. Interconnects I Stalk Users u The City of Delray Peach water distritaution system. has nine ('~~ '~ connections with other municipalities; Palm Beach County ( Linton Blvd} Palm Beach County ( Military Trail and Ferndale Drive) Boynton Beach ( Swinton avenue) Boynton Beach..... ( Lake Drive} ~ Boca Raton (~ C-15 Canal and Congress Avenue Baca Raton ( FEC Railroad ~ HighAand Beach ( Ocean Bou~levard~ Gulf Stream (~+a Federal Highway Guif Stream ( Ocean Baulevard~ The City has different relationships with each of the connecting municipalities, as follows; ......_._.._... ~ ___.. I ~ _~ ~~~ ~~s` ... ~ .. ~. ; x_: a y a ~3 ~~~ ~ 'l ~ ~ ;' '~ ~~ ~~. J I ~ / (~ {; ~ ~ x { . n,~x, . iY~1.l yf '} + /~! ~ ,e ~ + /f }' ff _ ,d~ . ~. 2..g ~, a'~~,r~srws ~..r~~~urrir~ ~~' ~,w~4 ~s~~~,~~~~~ Sectaor Ar~atysrs a~f'~"at~r Supply Sc~~r~c~s Pala beach County -The City can supply or receive potat~le water from Palm Beach County through two interconnects. The interconnects are manually operated.... in an emergency situation. City of ~aiyntan E3each - TI7e City can supply potable water to the City of Boynton. Beach through two interconnects. The interconnects are manually operaterll in an emergency situation. City of 6aca aaton - Thee City can supply or receive potable water from the City of Boca Raton through two interconnects, The interconnects are manually operated in an emergency situation,. { ~'~ ~ y ~ . ,r } y'~'~ ~ ~' ,~ ~~ Ri~ Ay~~ Town of H'rghlan~k ~each~ -The City can supply potable water to the Town of Highland Beach. through one interconnect during emergency situations... This interconnect is currently being renovated to be aperated' remotely T~awn of gulf Stream -The City of Celray Beach supplies bulk potable water to the 'Town of Gulf Stream, T'he City has two meters to serve the Town,.... and they are always turned to the open position, Mathews Consulting (MCA visually inspected each.. of the existing connections. each of the connecfions have a meter included in the assembly. MC verified the meter was not turning (i.e. the interconnect was closetl~ at all locat%ons except the Town of GuVfstream see above). ~, City utility worker accom~~panied MC and exercised the valves I'ocated on the City°s side of the connection. The valves were opened approximately a half a turn and cloned again with no apparent Ieaks or deficiencies. There is no calibration data, availabBe for any of the connection flow meters. .. ur~mary of VV'~ter Supply Source Findings mater i supplied to the City's water distribution from three (3) sources, City of C~elray Beach'~Nater Treatment Plant City-Gwnetl '+Nater Storage Facilities Pnterconnects with. other Municipalities 2-~ ~-'~~ri~ v+r~ ~~ I~u~.:v~; CIVIL ENGINEERS. ,~ecfic~ra 2 naJys~s ~~ Wafer ~'upp>'y Sc urces ~ review of the UUater Treatment giant"s finished' water meters revealed' potential inaccuracies with the meters. A I''eak in the High Service FI'ow h~eter sample line couid result in the meter over-registering its fiow measurements. it is recommended that the three (3') finished water meter diff~rentiai pressure ~t~P~ transmitters be replaced, and' modif%cations to the piping and flow meter venture tubes are recommended' to ensure reiiabEe flow measurements are provided.. There were no major d'eficienoies or issues found at the pity-owned storage facilities or interconnects. ~'C t~SUI.TIhJ~ QIVIL ENGINEEflS c~i~n - AI~I~NMy~si cif ~rt~~l~c~rid Jyli~rd ~Js~s .1. Gnral Audit Prac~dur~s Generally, mast of the potable water consumed wiithin the pity of Delay Beach is petered. The pity's lJtilities ustamer Service Department is responsible far establishing and maintaining custam,er water accounts, reading meters.. an a, man~thly basis, issuing water bills to customers, and callectung revenues gienerated by the water' bills. The water bills issued y the City include charges far potable water service.,:. wastewater service and garbageltrash collection, Far the purpose of this study, only charges far water service! and any resultung unpacks on wastewater charges, were considered in the revenue evaluations.. 'Water consumption data fram. the Gu!stamer Service bullung records was evaluated by CSC fare the purpase of quantifying total metered water consumed in the system during the study period (January 2~f17 through December 2C~Q9~. The data was received in spreadsheet format so that varuaus data corks and queries could be made to identify anomalies in the data.., such as. ~ sera read accounts. Negative reads Missing accounts ~ AbnarmaP water usage l~ndersized or oversized meters Field checks were conducted far tt~e campi'led Dist of anomalies to udentify' broken meters,. bypassed meters, illegal connections ar underloversized meters.. A general review of the water account biding records was else conducted to ud'entify account data that was.. entered incorrectly, such as incorrect type of service ('"WA'" water vs. "F'" Sprinkler).., incorrect rates, or incorrect number of unuts. A sample of small Haters (e.g. %-i'nch~, 1-inch, 1-112-inch, and ~-inch were pulled and shipped to an independent laboratory far shape testing to confirm meter accuracy. Results fram the testing were compiled to calculate aweighted-average meter accuracy percentage far input into the "~'V~ter Acv~'rt 1~e~ar~' presented in Section 6. MC else estimated last revenues associated wikh aging meter inaccuracies to develop a recammer~ded meter replacement program far the City, The fallowing sections detail resu!Its of MC's analysis of the City's authorised metered water use, 3-1 ,~,r~-~t=ws C~"c.~r~sur~ir~c CIYIt. EW. 01 HE E'RS S~cf~~Jr7 ,~ r~alysls oaf Autt~araz~~' ~1rleter~r~ t1s~s .~. Cus~~rnr Service Meter Reading and Qi~lClinc~, PratacaN The City utilizes "Senses'" kype propeller maters far mast customer accounts (meter sizes ~/~-inch, 1-inch,., 1- 112-inch and 2 inth)~, with °Qmni°' compound meters used far large meters (3-inches ar greaten. Ail of the meters include an automati't reading device that. allows the meter's register to be read toy Nnstru!ment, in lieu of having to be read and retarded' by hared. All water meters served by the City are read on a monthly basis. The meter readers use either radio readers or electronic touch readers to record tt~e meter readings. once the field work is tompNete, tl7e information is downloaded' into the accounting system (SunCa~rd HTEa}. The system automatically pairs the current reading with the appropriate account, using the meter serial number, Once the information is downloaded into the system, Gustamer Service personnel review the reporks generated far errors or Nnacteracies. Common issues include: Unable to read the meter due to physical constraints.. (meter cannot be located or is net actessNble) The reading does net register The meter register rolls aver andl does net calculate correct water cansumptian ManuaNly retarded readings are mistyped The meter reading equipment gets wet and does.. net, retard properly A meter is changed.... out, and the reading transfer from old meter to new meter does nat. calculate properly If a reading is net retarded as a result of one or mare of these issues„ the data will indicate a "7„ for that. account°s monthly reading. If time allows, the meter reader is sent.. back to the property to obtain a valid reading If time does net allow, Sun~ard WTC has an estimating feature that review's the previous three months tvc~rth of water consumption and estimates a monthly usage. In the fallowing month, the account w'iNl be recontNled with the actual' read. According to Customer Service staff4 approximately 3,b~/o of the accounts are estimated each month,. If a customer calls for a bill correction, a meter reader is sent to the property to confirm the actual reading prior to the adjustment beibg made in the system. All City department water meters are read, anal biNls are sent. to the corresponding department far payment.. There are no special water rates given........ to City L~epa~~ments. tVr~r~r~~v~ ~r~suri-ir~ CIVIL. EIJ U'IN EE N S ~e~cfiic~r~ 3 Ar~~aNysPS +~fi ~ crfh~riz~d 1'v1 ef~r~d Uses 3.3. Zero-Read Accoa~nts Zero-read accounts are defiined as an account that f~as an annual water usage of zero. This could legally occur in instances of vacant properties or empty lots that are nut using water and are net maiintainin any form of potable water irrigation use fur landscaping. Thee zero-read accounts could also be an indicatar of bypassed meters or illegal water usage, [f the meter is tampered with, or if the meter becomes frozen,.... the reading wile. be fixed resulting in no recorded usage. All of the water consumption data was sorted to separate the accounts that recorded.. azero-read fur an entire year. First, l'vUC combined 2gQ7, 2t7~1a, and 2ft~9 consumption data to see if any accounts had multiple years of zero-reads. The data was then sorted for all zero-read accounts in 20~'g only. The accounts with multiple years of a zero-read and the accounts in 20g9 with azero-read were combined and Feld checl~ed, Tf~e fel'd check consisted ofi M~ physically identifying the property to look for apparent uses of water; lush landscaping, conformed occupancy, etc. Approximately eight hundred and eighteen (8~U8)~ zero-read accounts were field checked, with two hundred and' fifty twin ~252~ of these accounts. believed to be broken ur bypassed meters with actual monthly water usage. The results. from the field investigation, an estimate of unaccounted fiat water vu[ume due to zero~reads, and the potential recovered revenue is included in Appendix E. The Customer Service C7epartment provided to fvl'C a"'Sample Sill'" spreadsheet that was used to calculate theoretical bills for zero-read accounts. To provide a more accurate usage sample, tf~e raw consumption data was broken into Route number and Rate type, An average for each rate within the route was.. cal~culated~ These numbers were applied to the Zeru-Read spreadsheet Appendix ~~ to calculate the potential recovered revenue The potential recovered revenue only reflects... revenue generated for water and sewer commodity charges, It was assumed that tf~e customer already receives a hill and pays for water and' sewer customer charges and capacity charges. .4. Negative-Read Accounts A negative-read account. is defiined as an account that has an annual) water usage that is negative. These accounts occur due to accountinglmeter reading errors as it its not physi'caliy possible to have negative. water usage, MC sorted the ~ftt)9 data by grouping accounts whose total annum usage was a negative number. Thi's eliminates accounts that have valid corrections. There were forty ~G} negative-read accounts for 2~~9 as listed in Appendix F. The Appendix includes an estimate ofi unaccounted for water volume due to negative- reads, along with an estimate of potentiail recovered revenue, Fur a conservative assumption, the potential recovered revenue was calculated by reinstating the negative number to a positive. Fur instance, if the -3 ~1~.~~~s C~~r~sur~rio~~ CIVIL ENOf NEE'Y.5 ~~c~i~an 3 Ar~c~l`ysrs cif N~c~thcarizec~ Meter~r~ Users annual usage was (~~44 din 1,Q0~ gallons, the recovered revenue would be for444 din 1,~QGQ gallo~ns~ with the resuiting srrrr~ of the two being zeta. The `°Sample Pill°' spreadsheet was used to estimate recovered revenues far negative-read accounts„ similar to the procedure used for zeta-read accounts. .. M'~issing Acc~un~s Per the City's Customer Servi'ae personnel, all buiid'ing structures should have a water meter installetl~ and' should receive a monthly wetter bill even it the usage is zero (customer charges and capacity charges apply even if water is not usetl~, If an owner illegally canneats their service line to the water distribution main (without a meter} and they do not have a water account with the City, they may not receive a water bill. The City's water account information was compared to the Palm beach County Property Appraiser's Pu~blii',c Access {PAE~A~ website to identify valid ad~tlresses that are Hat in the accounting system. Approximately fen (1~0) general areas around the Ciity were checked. Each address was field checked to verify if a structure was an the property and shauid therefore be receiving a bill. There were forty-six (46~ missing accounts identified as shown in Appendix G, which includes an estimate of potential recovered revenue. Thee "~ampl'e ~i~lP~"" spreadsheet was used to estimate recovered revenues for missing accounts, similar to tt7e procedure used far zero..'-read accounts, with the exception that the potential recovered revenue includes water and sewer customer charges, capacity charges and commodity charges. it is important ka Hate that Hat all missing accounts could be identified through the water audit process, This task focused on identifying missing residential accounts. There could be other commercial and City missing accounts that would result in unaccounted far water,. .6. Undersized ar ~versizet~ h~eters 'dater meter accuracy will vary depending on meter size, meter age and the range of flowrate being registered by the meter. Even brand new meters may repast less than 1(fl~% accuracy if the tlowrate is outside of the recommended range of the meter. Table ~,1 lists the ideal flaw ranges far typical Senses positive displacement meters., including the optimum flow range that will provide 1~~0a'° accuracy. Flows above and' below these ranges will result in meter accuracies less than 1~g°f°. Extremely high flaws which exceed the high end limit of the meter range are not recommended by AWWA standards. 3-4 ~VA,TNEWS ~hl'~ILTIN~ CIN'IL Edi OIHEEfi E S~cti~r~ ,~ r~r~r+~l~/srs ~f Ar~f~a~arr`z~c~ ~rl~f-~r~d Uses ~'abl 3.1 enus Positive aisplacment Meer accuracy and Fiow ranges far Various Meter sizes fylete~ Slx~e Meter Range I~aacirnurm Cantin~uaus flaw Mange fear 10t?% ~cc~uracy ~,~„' 2 30 gpm 1'S gpm 2-'l~ gpm 1°° 3-~0 gpm 2~ gpm -2 gpm ~-'r'2' S-1 Qfl gpm 5th gpm 4-3~ gpm ~,I ~-~ 6~ gpm 8th gpm ~-fig gpm *Max. rates lis€et! are fear rrrCermiftent ltow only: In order to accurately report water usage, the City should utilize meters correctly sized for each of its customers. The City's water consumption data for years 2D07 through 2Q09 was evaluated to identify meters that could potentially Ise undersized Lased on the typical water demands of the customer.. ,average monthly flows were converted to estimated peak daily flaws. (in gpm)... in order to compare water usage to the established flaw meter ranges. Peak day water usage that was greater than the ranges for 10fl!~fA accuracy depicts a potentially inaccurate and undersized meter. Two peaking factars were utilized far each customer to establish an estimated'.... flow range fear peak daily flow: y0 peak factor of 2 represents typical peak flows associated with 12-hrlday water usage (typical for establishments such as restaurants, or other commercial facilities which Dave constant water usage throughout its operational peri'od~. ~, peak factor of "1~ represents typical peak flows associated with resid'entiai usage where mast water is used for 1-2 hours in the morning and 1-2 hours in the evening, It is reasonahCe that all customers would be expected to have. flows within these two... extreme flow patterns (although there are exoept~ons which need to be evaluated an a case by case basis). appendix H provides a listing of customers whose peak day water usage range din gpmj exceeded the maximum capacity rating of the meter for 1~!g~'/m accuracya it is recommended that the City investigate each of these installations frurther to determine if upsizing~ the meter is required in order to optimize meter accuracy.. 3-5 ~JVr~TNEWS ~JN~~JL711~~~ CIVIL ENGIREE RS ~ectaor~ ~ Ar~c~dysrs cif Ar~+th~arize~ ~+rlet~rec~' Uses 3,7. W'~ter Ac~nunt ~illln~g Iecard Review ~: general review of the water account billing records was conducted to identify accounting data that was entered incorrectly, such as incorrect type of service ("WA" water vs, "SP" Bprinkler~, incorrect rates, ar incorrect number of units. The City u.atilizes the faBlawing billing rate cedes and service cedes within their water billing system: Tak~le . City of Delray beach filling Rate and erviee Caries date Cede Ciaiss L~escript'ien Service dumber of AGC~aunte~ I~~C New Construction. A (~ 1A Single Family Residence W,A 19,994 1 B City t~wned General Fund W~, 23 1 C I~atels and Metals WA 12 A Duplex Residential '~"A 389 2B City t~wned Sprinltlers SP 224 2C Restaurants and Bars ~ 25 3.~ Multi-Family Residential! ~ 1', a98 3B City Owned Praperky WJS VUA 43 3C Commercial 11WA 1,.394 4B ether Governmental 'WA 6 bB Churches and Schools ~ 91 6B City Cwned Lift Stations '~~ 99 8S Sprinkler System SP 483 9A ~?utside City Residential ~-,''~, 88 9B Outside City Gaverllmental ,pt 9C autsid'e City Commercial A 83 ~~tiective ~s ~(?0-26-~~ Re~art 3-6 i"~ w a~~~~vs ~r~~u~rir~IC~ CIVIL EN4INEERS ~~ctd~rr .~ ~1r~~fyss ~rf ,Ar~th~ar~z~d' ~rl~ter~d Uses Mathews Cansulling ran variaus data queries to check.. that the billlr~g rate cedes carrespanded with the carrect service cede, MC else checked the number of units far duplex and multi-fami-y residential. accaunts with. the number of units listed an the Palm Beach County Property Appraiser"s Public Access (F'APA~ website. The results of the accounting checks are included in Appendix I, with a summary of findings listed belaw~ There are numerous "SP'° services listed with "1 A'" rates ar ether rates. "SP°° services shauld only be linked to "2B°° ar "~S°° rates,. There are many "1A°' rates listed far accounts with business names. These were field checked where passible, Same single family homes are listed under business names. In ether cases, the accounts shauld have a commercial rate, net a single family hams rate. All of the "1 B"' rates appear to be properly ceded' to the City of kr-elray Beach. ~dowever, there are several "`City of t]elray Beach'" austamer names that are ceded to the wrong rates. There are several "2A" and '"3A'°' accounts where the number of units does net match the units listed in PAPA. In checking the duplex and muJti~family accounts, the accounts were back-checked against the master database fie make sure there were net 2 ar mare meters for the address (e.g. ans.. (1}duplex plus (1) single - 3 units). There are same non-City customer names waded to "2B"", Mast of the `°B"" rates appear to be ceded correctly, although there is one account far. "P'alm Beach County"' that. is ceded as "B". The rate shauld probably be ""~B"'. All of the "1 C„ "2C"° °°48„ "5B"' °"68°', °'A"°, ''9B"", and "gC'" rates appear to be properly ceded...... 3.8. Custarner Meter C~libra~ian Teti~~ng Mast of the City of C?elray Beach water meters were installed in 1~~7' during a City-wide meter changeYaut program. Same of the meters have been changed out since that time. Almost all of the City"s large rneters ~3-inches and larger in size, approx~ 12 in aunt). gave been changed out in the last ~ to 4 years. Currently,.,. 9~% of the City`s meters are age years ar eider. Cnly 1 ~°Ia of the r~neters are less than....... a years in age. A sample of small meters (e.g. 3~4"", 1"', 1-11'°, anal °'~~ was pulled'... and shipped to an independent laboratory (MAF~.S Vllater in Ccala, Florida) far shop testing to confirm meter accuracy, A fatal of sixteen (1b) rrueters were pulled as Shawn in Table .3: 3-7 d~~;~~rws +~ c~r~surrir~~ CIVIL ENGINEERS Seclron 3 Anc~~ysis of fi~#,~orz~d Nioter~~d (lsos Tale 3.3 'later Audit List of Meters Pulled for Calibration Testing Mefi~er Sine N9efier ~,~~ Mefie~ Serial Number #85254864 314-inch 8 years #82554870 X55703513 314-inch 10 years #55843567 X68132833 1-inch 5 years X86132835 #55344264 1-inch ~ ~ years X55405978 #65600939 1-1f2 inch... ~ years #6458260 #54489305 1-112.. inch 10 years X85784487 #65304247 2-inch........ 5 years 6423221 #155444767 2-inch 1 ~, years X55716134 Results from the testing are included in A,pper7d'ux J. The results were compiled to calculate aweighted- average meter accuracy percentage for input into fibs "Water arrdlt Repo" presented ain Section 6. The calculations provide a weighted average accuracy of 98.24~Ca far the City's meters size.. ~/~~inch tc~ -inch, and assume that the ma~arity of flaw occurs at the law range of the metery with weighted averages based on the age of the meter. 3.9. Meter Replacement Program Review f~C estimated lost revenues associated with aging meter inaccuracies to develop a recommended City- wide meter replacement program. The meter replacement program evaluation is included' in Appendix #C and loaks at two (2~ different replacement options; Replacement of meters with touch read.. meters. Replacement of meters with AMR radio read meters.. 3-8 i~r~rs~rv~~ ~r~su~~nr~c~ t°viG ~wf°rzeEas S~~trcan 3 Ar~c~~yss ~f ~.ut~~arr'z~~' ~vl~t~r~d Users approximately 90% of the City's current meters are touch read tecimalag~y, with 10% of the meters radix read' technology. The City has expressed an interest in potentially changing... the technology of future meter change-eats to radix read due to the reduction in labor needed to operate the system.. The meter replacement program......... evaluation assumed that an equal proportion of meters would be replaced each year during the replacement cycle ~e,g. fora 5-year program, U% of the meters would be replaced each year,. and fdr a 1Q_year program, 1(1%° of the meters would be replaced each....... year, etc.). This method is more realistic to how tl~e City would implement the program, [n contrast to replacing ~~~°1° of the meters at each program. time interval. a summary of the meter replacement program evaluation is presented in Table 3.4 which shows that the least Gfe-cycle cast for a touch read meter system...., is a 12-year replacement program, while the least iife- cycle cost for a radix read'... meter system is a 15-2~ year replacement program. 4t should be noted that the iife-cycle cost analysis for the radio read system did net consider savings due ta~ staff' reduction, taut thus factor can be incorporated into the anaiysi's if requested toy the City. Table .4 Meter Replacement ~r~gram Evaluation Results Eskima4ed Capi~tai Costs of Program City~WVlde Replacement: Leask iife- 'replacement: ~1p4ion Program Q10 Dollars Cycle Cost: Interval Touch Read $3.7M 10M 1,2-year Meters Radio Read 5.2M 12M 15-2a year Ilr1eters Meter replacement programs have typically averaged 7-1f~ yearn. based on least life-cycle costs. However,. in Florida, utilities have modified their water rate structures in the last 5-7 years as a result of water restri'ctians and the loss of revenues due to lower water usage.. The new rate structures put less emphasis an commodity charges,... and more emphasis on customer charges and capacity charges to ensure a minimum level of revenue is collected regardless of water usage, as a result, the anticipated revenue generated from meter accuracy is louver, which pushes the meter replacement program interval iota longer cycles, .1 ~. umr~~ry of A~uth~erized Metered else Cmmindings As a result of the investigative work. and review of the Customer Service billing records, approximately 34 million gallons per year of unaccounted for water (equivaient to 9~,Q~(7 gpd and Q.7'% of finished water flow} was identifued within tfie City°s authorized metered uses. Tabie 3.4 lists. the source of the unaccounted for water which has a potential recovered dollars of $31U,~1~ per year in revenue to the City. 3-~? ~''k~rF~~uvs ~ah~IJLTIN CIVYi EN 617iEER3 5~c~tAc~r~ ~ ~n~rly~r's ~f Aufl~~rrzea' '~~f~r~~d Uses Table .5 unaccounted ~or'UUatr in ~~fhorizd M~~ered Uses Potential Recovered VIi'ter and Dollars ~o~enta~l Recovered 1plP~ater peryea,r P~a~~nti~l' Recovered (i.....n~ 1,~~D~ ~~1~ ~li~r I~a . ec~y~ar ""'~~'~y p ~ 1 L6~lio Reads °°' ~ L ~ ~~ ~ /„ ~~["~ J 1' yJ ~ ~~$p ~... .7~.~~ ~Pegative ~,eads ,ry ~y q ~y ~4~,1P[l ^^ ..ryry {~~{,,pp ~ y~'.MYV,UL~~~~ Missing Accounts S77 $5,160.48 Accounting Checlts NfA $7"3,954.84 Total x'],41. Results from the customer meter testing shnws that the weighted average of meter inaccuracy is 96,24%° based on the law flow range calibration results and meter age The meter replacement. program evaluation recommends a ~ -year replacement program for touch read meters, and a 15 to 26 year replacement program for raduo read meters based on least life-oycle costs. 3LL 1 c~ ~w"i~:r~~ws ~,c~r~~u~-r~ra,c civ~~ ewciweews ~i~n 4 ®~n~alyi cif ~,u~~i,ari~d l~nmtr~ lases l~nmatared water may be used far a variety of authorised uses, including: Street cleaning,. tire-fighting, testing and training; Construction sites; ~ Landsaapingpirrigation in large public areas; ~ Flushing water mains, storm drains, and sanitary sewers; Scaals; Ueaarative water facilities; V~ater quality testing; Process water at the'WTP;. Swimming peals. ~1C worked with City staff and investigated the applicat3ility of each of these uses in the City"s system...... tJnmetered usage is typical!i'~y estimated using various techniques, including batch procedure (for water transported in tank trucks or discl7~arge procedure (far water applied directly from pipe. The following summarizes the results of l'~C's review of the City"s authorized, unmetered water use: Street Gleaning. Each City truck. includes a flow meter, and...... the meter is attached to a hydrant to ill the trucks used' fc~r street cleaning. The meters are manually read each month and recard'ed by 'Staff (Scan Sal'amon) on the City's "Water Cass Accaur~iFrr~~ S~areae~sheef' (prepared by the E"ublic Utilities Department, Copies of the City's spreadsheets are included in Appendix A ~ Fire-Fighting, Testing and Training The City's Fire Department only uses water fdr fire fighting and hydrant flow testing as needed far develapme~r~t projects. The Fire Department contacts the Public Utilities Staff (Scott Solomon each month with an estimate of water use.. The estimate of water use its calcui,ated' based ot~ filow multiplied by the fatal tirr~e the hydrant %s open, All estimates far ire-fighting and hydrant flaw testing are recorded monthly an the `°Water Loss .~ccour~trng tareads~reet" by the Public Utilities Department, Canstructia~n Sites All canstructi'an sites are metered, and the meters are manually read each month and accounted far in the ""Water Cass Accoantrrg ,S'preads~eef" by the Public Utilities t7epartment, 4-1 V,~~ri_ir°ws r~r~su~rir~~, 5ecfr"carp ~' ,Arwafysrs +~f r~Luff~cwrizcd l~nr,~~t~r~d Uses l~andscapn~,flrrigation in Marge Public Areas All City I''antlscapinglirrigation is metered and read by Customer Service as parfi of the City- wide meter reading schedule for water account billing services, ~ Flushing Water Mains,. Storm arslns, and Sanitary Servers Water mains are flushed'... on an as needed basis Ito maintain system tivater quality), and flushing water volumes are estimated by the Public Utilities department and recorded can the "'Wafer' Loss ~cc~aur7fr'nc~ ,Spreadsfaeef"'. Are they flushed through a hydrant through a meter? The Public Utilities department typically does neat flush the stcarm drains or the sanitary sewers.... if these lines require cleaning, aVac-scan truck. is used', and any water needed is obtained from a hydrant equipped with a meter. Hydrant meters are manually read by the Public Utilities department each month and ~•ecortled on the "Wafer Lass Accour~frr~g preadsfreef"'~ Schools All schools are metered and read by Customer Service as part of the City-wide meter reading schedule for water account twilling services, Decor~atuve Water Facilities All decorative water facilities are metered and read by Customer Service as part. of the City- wide meter reading schedule for water account billing services.. Water duality TestinglProcess Water at the WTl' Water quality testing antl process water is accounted for through a separate meter, located after the finished water meters, at the water treatment punt.. The water is used within...., the plant and is accounted....... for on the "Wafer Loss Acccwurafrrrg S,creacfs~reef."This meter was not being read until mid-2609„ Approximately 0.5 mgd to 0.9 mgd of water is used for water quality testing I process water, which makes up approximately 3.75% (on an average basin of the City's. water use. So accounting for this water will make a significant impact in the City`s water loss calculations, Swimming Poois When draining or filling a City swimming pool, the water is metered from a hydrant. Hydrant. rn~eters are manually read by the Public Utilities Department each month and recorded on the "Wafer Loss Accra~rnffn~ Spreacysfaeef". 4-2 ~`v'~ 1ar~l EV1±S c~r~surrdr~~ CIVIL ENIiINEERS ~ctic~n - Af~afy~i ~+~ 1Na~~r ~~asse~ '+~ater lasses can be attributed to the fallowing causes; m discovered leaks; Lasses from. leaks that are found and repaired can be measured to determine the rate of koss ar7d the fatal volume last.. during the life of the leak, m 'Water l'~ain Breaks, Lasses from knew water main breaks should be recorded with estimated volume of water lost pr%or to repairs of the pipe. Reservoir seepage and leakage; Losses from linings, bottoms, ar walls of storage tanks should be estimated andlor field' veribed, Reservoir overflow should be accounted far as water loss from the system. Illegal connections: Inactive accounts should be can~rmed for non-use. Theft: Most water theft occurs when individuals vandalize fire hydrants ar meters, or span hydrants to fill water trucks, Comparing construction permits with temporary-use billings will show where.. large amounts of water are being taken without metering and billing, ~4ccounfing procedure errors. l~rrors identified through the monthly bulling process (e,g, negati've reeds, high reads., etch can.... be estimated far the study period and' input into the "Water doss ,4ccaurrting Sprea~s~ieeY'~ Tf~e City accounts far water lasses. on a monthly basis, Average flaw fbr leaks and breaks is estimated by City staff based on multiplying the estimated rate at which the water is flawing by the fatal time of the leak or break, These numbers are estimated each month and recorded by taft ~~cott So[oman~ an the City's "Water ~o,ss,4ccauratrr~g ,crea~'sheet" (prepared y the Public Utilities Cepartment~, S-t h~1.~~rHr~r ~r~~sur.rir~r rivii cur.~uccuc ~ctic~l~u ~ ~ a~~r ~t~di~ Raul al~~ ~~at~frll~~t~iarls .1 11Vaker udik Reu~lts A customized "WaterAr~~'rf,4epart"was developed in spreadsheet format to be used as ~ tool by tha City to analyze ~ 12-month water acco~!nting period in order ko calculate un-accounted far water losses. The "Water ~4uttit ~e,aart°` tapes into cansid'eration the following i~~temslcorrections not. currently incorporated in the City's "Water Lass .~ccouratirr S,r~reac~sheet'°~: Correcki'ons far finished water meter end customer meter inaccuracies. Corrections far lag time in water production and oyster billing meter reading cycles Unaccounted far water identified during the water audit process (e.g, zero read meters, missing accounts, etc. The "Water,4~dat t~eport"provides the fallowing data input and output: Water Supplied from the 1lVT~~ Data is input far the ~2-mantfi~ study period from 'WTP finished water records. IVleter calibration data input provides far correction of this data far 'WTP meter inaccuracies (a range of ~f~4alo to 1(~9%~ was used far this analysis based on data from Section 2.2~, Changes in water tank storage volumes due to in-service or out-of~service status are also pcovidocl, Water Supplied from lnterc+unnects, Water supplied to or from City interconnects can be input. into the farm. Meter calibration data can also be input fore each of the interconnect [acatians to correct data for iinterconnect meter inaccu~'acies. Metered Water Consumption Pram filling: Billing data is input far the 12-month........ study period. The 131 month of billing data is also input. ka allow for meter reading lag4time corrections (refar to Appendix Om for the meter lag correction calculations), Meter calibration data can also be input to correct billing data far customer meter inaccuracies (a meter accuracy of 96.2.4%a was used far this analysis based on data from Section ~.~j. Non•Metered Water Consumption: lion-metered, accounted'.... for water can be input far the fallowing water uses: City-wide flushing, water main breaks, Fire Department use, and other identified'.. losses such as accounting errors, illegal connections, tank overflows or discovered leaks. For the purpose of this analysis, flushing, discovered leaps and Fire C~epartment use was taken 6-1 r"+,TI-~~WS C~IYII ENGINEERS SectAC~n b Water Aua'at Res~+tts and ~'ecorrarr~er~datrrarrs frame.. the City's "Water Lass Accor~ntii~cd Spreadsheet" under "~u'ater I..oss from Flushing, Breaks, etc", and input as a combined number under the '°W~ter,~c~dit ,~~rr~' category `"City-W'ide Flushing" Vltater i'osses discovered through the course a# this V4'ater Audit (zero... reads, musing accounts, negative reads and accounting errors} are input under "ether Identifed V'Jater Lasses -Accounting Errors"o For 2999 water use, approximately ~.a77 ~~ a# water mass was identified by the water audit process, which equates. to approximately !9,2°/a a# the Fiscal Year`s total waster use TBiere#dre, t),62%~ of the total water use. #or each fiscal year was input into the `°Water ,~ud"r`t ~arrr~"' under "Accounting Errors'". ~Ilater Treatment Plant process water (approximately ~.7h~/a) was also... added to the "`Water .~ud'it Forrra°' under'"Accounting Errors" far the period up to April ~9Q9. After April X999, the City included the procoss water meter reading.. in the City"s `°Water Lass ~ccaur~frrrg Spreadsheet" under "Vlrater loss from Flushing, Sreaks, etc'.. ~utput'l~erksheet: Tat~alizes the data #rom the input worksheet and calculates the percentage of unaccounted far water #cr the system. Study periods far tt~e last. eight ~~) Fiscal Years were used to calculate unaccounted for water lasses using the "Water Audit ~2eport'. The water audit. reports are provided in Appendix Ivt, and the results are summarized in Table 6.1. The results Shaw that the ""Water Arrdit ~Farrn" provides an average unaccounted far water lass a# 9.15...°la in the City"s water system aver the last eight #iscal! yearly which is less than the average lass of X9.5€3°1~ reported on the City's. "'Water Lass Accaurrtirrg Spreadsheet'.. 6~2 i~,~ k-~rmw~ ~r~sur~ir~a C I41L. EY?GIHE E.R$ ~~ctic~rr b 'vVat~r ~wc.+c~r'f R~sr~fts c~r-rc~ ~ecc~rx~rr~~,~dat~rns Tabi~e 6. ~ "kNafer~ Audit R'~part"=' Ret~l'ts~ fir lJnacceunted fer Water study f'eria~d Un~~cceunteci~ for Water as ~ fZeportEd on City's "Wafer ~.os~ ~ccc~uiafin~ ~~rea~she~Y" Unaccounteri for Water ~~ t;alculated by the "WaterAudr`f ~t~rrra" ~ FY (71402 15.23a1a 8.86% F~" 02100 18.87a/a 4.38a/a - $.77a/a Fi( 04J05 17,22°,/a 1,7~1a - .47a/a FY 0510'6 21.85aJo 7,04~'fo -12'...16%~a F'~ 06IC77 28.1' Sa/a 12.70°/a - °G 6. i J% F4` 07108 21.16a/o 6i.6$a/a -1Q~96a/a FY 08100 2,39a/~ 11.16% -15,18%a Average: 20.58°I„ 9,15''/ °Nate.~ ~4ange reflects the varatie~r clue t~ ftae estrrnatecl ~nishe~ wvatert7r~w meterinacccrracy al t~41 to ~~% startrrrc~ Septerr~her 2!02', 6.2 Recommendations for Water Accounting and ~iliing ystern nhancer~ents used on the results of the Waster Audit study, the fellowiin0 recarnmendations are made in order to enhance and improve the City's water acoountincg and billings systems. The following improvements are recommended for the Water Treatment Plant three ~0). finished water meters to ensure accorate flow reo.dings are provided; a Replace all three ~8) of tl~e differential pressure (l~P~ transmitters with new ones, with f-IAF~T cor~mun~icators, each f~P cell should be instalPed with a 3 way stainless steel manifold. o Install I~C+~ surge arrestors on, all three DP transmitters. o Install all three LAP transmitter units in the correct position, with the manual air bleeders pointi!ng~ up. b-3 lvl~~r~c~v.~ :.~>~t~M.~~r~~c C V'Vfl ENGYNEE RS Secf~c~n 6 ~'"at~r ~v~rf R~sc.~its c~nd ~~cc~r"nera~'c~tic~r~s o Vnstall stainless steel lines from fhe'~enturi to the L1P sells tar the North Transfer Flaw f>~'eter and the I-ligh Service Flaw Deter. ~ Remove aIV spring loaded automatic air bleeders„ and replace with manual air bieeders. o Repair all of the damaged wiring and replace damaged wiring boxes, ca Install the two buried Venturis ~Narth Transfer and Nigh Sen+Vice meters) in a concrete vault with vent cleaners. tNh~en the Venturis are expaseds check to see.. that the impulse sample. lines are correctly mounted on the side of the Venturis. Institute a monthly maintenance program to push in the vent cleaners an all three Venturis to keep sample lines clean. c~ Calibrate the SCADA PLC analog input cards far the three flaw meters. c~ Repair all of the water leaks Vn the sampVe lines, Remove aVl of the gate valves and instaVV stainVess steel baVl valves. Remove all of the capper tubing and install /~'" stainless steel tubing.. o install fleet activated sump pumps in each of the meter vaults. a Have a third party calibrate... the meters and' issue calibration sheets at least annually, witV~ a report detailing % inaccuracy of the meters. The City should aansid'er implementing an enforcement program far illegal connections.. Currently„ if the Public Utilities Department unca~vers an illegal cannectian (i.e. straight piping, maditied meter, etc} thus cannectian is aarrected but the customer is not charged...... far the potential lass of water ar the time associated' with correcting the cannectian. ,fin enforcement program wauVd allow the City to fine the offender{s~ and recuperate a partian of the last revenues. It is recommended the CVty implement a regular City-wide meter replacement program. ~ 12- year replacement program is recommended fdr touch........ read meters, while a 15-~0 year program is recommended far radio read meters, 6-4 i,~rr-crews ~rusi~~rir~c C11l IL ENGXN E:E RS S~ctar~ 6 'a~'c~t~r ~r~a~if l~~s~rlts grad l~e~~rmr~~nc~r~tr~rr~s ~ It is racammanctad the City incorporate the fallowing "'red flags"' into the Customer Service water account database system..: o Vera reads for f3 consecutive months should generate a "rest flag" far ~ potential broken meter. Negative reads significantly greater than typical water usage shaul'd be flagged far additional review and correction if needed. a "Red flags'" should be generated if a water service code ~"A"" ar °S~P"') does not correlate with the correct billing rate ("1 A'" "f3~'°„ etc., c~ "Fed flags" should be generated if the account is estimated far 3 ar more months. This would indicate that a f'eld change may be needed to ensure the meter is accessible and working properly, o °`Red flags" should be generated if a reading is significantly greater ~e.g, ~ 'l~ times greaten than a monthly average reading. Tlii's would help to identify meter reading errors ar water leakslbroken pipes in the system.. +~ It is recommended ghat the Customer Service [}apartment and the Public t,ltilities [7epartment establish a formalized protocol far communicating meter rept'acements, meter repairs, etc. to ensure the Customer Service account database is kept up to date regarding current meter size, serial number, installation date, etc, The City should continue to record all metered or unmetered uses of water which are net recorded an the City"s Customer Service bi~ll!Bng~ system, This incl!ud'es any water treatment plant uses or general City uses. It is imparkant to estimate non~metered uses as accurately as possible, ar consider installing a meter far these uses to be read regularly. The City should continue to check far missing accounts and forgotten meters within the City's awn facilities and Departments. It is recammend'ed that a detailed audit of each City facility be perFarmed to be sure that all rr~eters are accounted far and are read on a monthly basis More detailed descriptions should also be added to the City accounts in the Customer ~erviae t~ill'ong system database to better differentiate between the various City meters, accounts, and laaatians. ~_~ 4.~ Car~s~~ t.~t e~~:, CIVIL ENGIWEERS °~"v'c~t~r,~u~it P~s~lts and ~~cvmr~~r~c~~rtians It is recommended that the City re-evacuate potable water meter sizing for customers that become connected to the reclaimed water system anc~ have a meter greater than 1-inch.. for either reclaimed ar~d~or potable water. ~7nce the irrigation demand is transferred from the potable water meter to the reclaimed water meter, the potable water meter could' potentially be oversized fear the remaining potable water demand.. 6-6 ~F-~~v~s ~;~~r~~urrNi~~ ~~~~~ ~~c~~g~~~ MEMORANDUM TO: Mayor and City Commissioners FROM: David T. Harden, City Manager THROUGH: Randal L. Krejcarek, P.E., LEED AP, GISP, City Engineer Richard C. Hasko, PE, Environmental Services Director DATE: Apri14, 2011 SUBJECT: AGENDA ITEM -WORKSHOP MEETING OF APRIL 12, 2011 DISCUSSION ON THE DESIGN OF WORTHING PARK ITEM BEFORE COMMISSION This item is before the Commission seeking direction on the design and uses for Worthing Park, Project #2006-061. BACKGROUND In March 2010 a service authorization was approved with AECOM for redesign of Worthing Park. This redesign was in part to allow Worthing Park to function as a park in connection with the Federspiel Garage and Worthing Place. The first attachment is the "Worthing Place Block 77 Replat". The second page of this document provides an enlarged view of the northern property line on this plat, which forms the south boundary of the park. There is an eight foot wide (measuring from the north face of Worthing Place) sidewalk easement dedicated to the City for the perpetual use of the City for sidewalk purposes. There is also a general utility easement dedicated for any public or private utility. Exhibit A is the proposed layout provided to the consultant so that construction drawings could be developed. The goal was to have the park constructed prior to the 2010-2011 winter season. The first meeting organized was the design kick-off meeting. The Worthing Place principals were invited to this meeting so that they could be involved from the beginning of this project. Exhibit B is the sketch developed from discussions that took place at the kick-off meeting. The seating along the south side of Worthing Park was intended for the public, but after staff reviewed this layout it was suggested that the public seating be moved further into the park so that users would feel more like the seating was truly public and not private sidewalk cafe seating. Another recommendation was to remove the big tree in the northwest corner of the park as well as to make another connection between the southwest corner of the park and E Atlantic Ave. This would provide the public the option of either walking north toward E Atlantic Ave or walking east toward SE 2nd Ave. A discussion about the public art component included moving the art southwest so that it appeared to be in the park and not on the E Atlantic Ave sidewalk. Exhibit C includes these modifications. At the June 2010 Public Art Advisory Board (PAAB) meeting a presentation was made by artist William Debilzan. The PAAB decided that Worthing Park would be an ideal location for his proposed art piece. As a result the park layout was altered again to accommodate the art sculpture at a location in the middle of the park. Staff incorporated this change along with other PAAB recommendations, and also took into consideration the request from Worthing Place for an expanded sidewalk cafe and sent Exhibit G back to the consultant. Key components to Exhibit G included: 1) A wider walkway along the front of Worthing Place 2) A raised deck with movable seating only on the west side of the stairs 3) A circular area for public art 4) A landscape bed on the east side of the stairs 5) Conversational public seating was retained in a minor fashion Exhibit H, including the above components, was submitted with the 60% construction plans for review. These 60% plans were shared with the Worthing Place principals. Staff also reviewed these plans and Exhibit I was the result of this review. There were several minor changes but the key changes included: reducing the size of the raised decking, removing the steps leading to Worthing Place and opening up the sidewalk along East Atlantic Ave. At this point staff began to receive more calls from Worthing Place inquiring about the process this plan will go through before construction begins. The remaining steps include obtaining site plan approval, completing construction documents, bidding and construction. Several meetings with Worthing Place focused around the desire for expanded sidewalk cafe space for the three restaurants planned for the store fronts along the north side of Worthing Place. A couple of potential schematics, provided by Worthing Place, included the expanded sidewalk cafe seating. Exhibits K and L are schematics presented by the Worthing Place principals. Staff had the following concerns regarding these proposals: 1) Approximately nine more feet of Worthing Park would now be converted to sidewalk cafe space exclusively for the restaurants for a total encroachment of fourteen feet or more. 2) The five foot (east-west) clear walkway adjacent to Worthing Place, but within Worthing Park would no longer exist. This walkway was intended to be used by the public and was part of the negotiations with Worthing Place during the planning process for Worthing Place. 3) Worthing Park would be perceived more as an entrance to Worthing Place Restaurants versus a public park. 4) The actual green area of Worthing Park is now significantly reduced. Staff had another meeting with the Worthing Place principals to try to reach agreement on the final park/sidewalk cafe details but this effort was unsuccessful. 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J,~ ..- ~Jr_Vn ,~ ! i ~n, ~ I( ~~ ,r ~. ~fYP _ ~ / ,< ~ ;r Q ~-~~ __ / l ~-,/~ r,,~ ~' n =- -~ s ~ ~~~ ,,-' ~..~.~~ ~ ~~ ~~ ~! ~~' j ~ r ; .~ , ~~ rj ,.-/ ~~ ,; `~~ ~ .~ -- I .,~\ MEMORANDUM TO: Mayor and City Commissioners FROM: Richard C. Hasko, P.E., Environmental Services Director THROUGH: David T. Harden, City Manager DATE: Apri14, 2011 SUBJECT: AGENDA ITEM WS.4 -WORKSHOP MEETING OF APRIL 12, 2011 DISCUSSION OF THE COUNTY WELLFIELD PROTECTION PROGRAM ITEM BEFORE COMMISSION Staff requests direction regarding a request from the Palm Beach County Department of Environmental Resources Management to cost share expenses for administration of the County Wellfield Protection ordinance. BACKGROUND Historically, Palm Beach County has borne the expense of administration of its wellfield protection program as a requirement under the County's land development regulations. Due to current economic conditions, the County is reviewing this program in the context of who benefits from it and should therefore contribute to the cost of program administration. Should the county decide to eliminate the wellfield protection program as a budget reduction method, individual utility systems would need to implement those activities within individual service areas to maintain an effective method for prevention of contamination of public water supplies. The attached agreement outlines the County proposal for Delray Beach as a beginning annual contribution of $31,920 with a cap on annual increases of 10%. In my response to the County, I have stated my primary concerns with the terms of the agreement relating to the method by which per well costs are applied as well as the arbitrary nature of the annual cap. We could expect a discount of $1,240 from annual costs resulting from waiver of the currently assessed annual permit renewal fees for City facilities requiring wellfield permits. Expenses that the City would have to incur to maintain its own program are unknown at this time but can be expected to exceed the annual cost sharing amounts under discussion. In addition, with municipal utilities limited to the monitoring of land uses within their own jurisdiction, we would not have the ability to address potential contamination sources outside our jurisdiction but potentially affecting our ground water resources. This is a primary benefit of a regional approach to this activity. In addition to the obvious benefit of a program that prevents contamination of public water supplies, we have an obligation to provide such protection under policy B-3.1 of the Public Facilities Element of the City's Comprehensive Plan which states: "Protection of existing wellfields shall be accommodated through the implementation of .... enhanced quality control programs which provide early detection of possible contamination". The wellfield protection program provides an important safeguard for the City's drinking water supply and should be maintained whether by the County or the City. RECOMMENDATION Staff recommends that we agree to continue participating in the Palm Beach County Wellfield Protection Program under the conditions outlined in the attached correspondence and agreement. If the Commission by consensus agrees with staffs recommendation we will place the proposed interlocal agreement on the Apri121 agenda for approval. ~c, ~_ ~~21-7~U11 Department ofEnvlronmentai March 15, 2011 Resources iitauagen[ertl 2300 North Jog Road, 4~' Floor Nest Palm Beach, FL 3341 i -2743 (561}233-2400 Mr. Richard Hasko, P.E., Director of Environmental Services ~'AX; (Sbk}233-2414 City of Defray Beach Environmental Services „~,a•w.pbcgov.con~lenn 434 South Swinton Avenue Delray Beach, Fl_ 33444 Dear Mr. Hasko: This letter is written to request that the City of Delray Beach Environmenta! Pain, Beach count-• Services cost share expenses associated with the Palm Beach County Welffield Baard°rc°tmty protection Program. Since 1988, this program has regulated hazardous material c°""Hiss;°ners handling within or nearby to the City of Defray Beach's wellfields, Until now, the Karen T. ~4arcus, Chair program has been funded by Palm Beach County. For the 2012 budget cycle, beginning October 1, 2011, Environmental Resources Management is directed to ShekteyVana,ViceChair seek cast share filnding from those utilities whose water supply is kept safe by ,, Pat[fette Burdick the program. . " stc~•en L. Abrants Enclosed with this fetter is an interlocal agreement we hope to execute witf i each Burt Aaronson utility benefitting from the Program prior to October, 2011. For practic~f purposes, Jess R. 5antamaria we are not seeking cost share from those enkities which operate five or less welts. Priscilka A. Taylor Environmental Resources Management has met with many of the utilities to review the program's benefits. fn addition, we had an interactive presentation with the Utilities Council. There is little doubt that the relatively small expense of CountyAd[ninistrator the Program has far outweighed the potential cost of a mishandled substance Robett Weisman finding its way into a produc#ion well. Still, utility staff offered suggestions t0 either make the cost share more acceptable or to increase the Program benefit to utilities. In what started out as asking a#ilities to completely absorb the cost of the Program, we are now .'seeking a cast share of 80% of the net cost of the Program. The County would pay for the remaining 20% of the program, keeping the County as the largest contributor of the program. The outline of the cost share plan is as follows: ' Au Egrrnl Opportrori!}~ i ~lfjinrrnlireflction ~'mploper" • The net cost of the program, total cost minus revenue from fees ($9Q,555) is $519;997. ~ ~ . • Net cost divided by the 495 wells operated by the participating utilities egi_ialti $1,00. Utility cast will be $840 per well operated by that utility.. . Mr. Richard Hasko March 11, 2011 Page 2 Cosk for each utility will be calculated based on number of wells in the approved welifieid map multiplied by the cost per well. • increases to the cost per well will be capped at 10°/© per year. • As suggested, annual renewal fees and permit application fees will be waived for participating ukilities. The cost share for the City of Delray Beach Environments[ Services is $31,920 annually. As we are currently preparing the 2012 budget, we request that the City of Delray Beach Environmental Services respond with their intent to participate by March 30, 2011 and to execute fhe enclosed interlocal agreement by Juiy, 2011. If you have any questions, please feel free to contact me at (561) 233-2400 or Robert Robbins at (561) 233-2454. Sincerely, ~G ~~ Richard E. Walesky, Director Environmental Resources Management RW:RR:BF Enclosure cc: (without enclosure) Sevin Beaudet, Director, Palm Beach County Water Utilities s. o c, e o n f€ { t)EERAY BEACH ~t~E~lf2(~f~1~~~f~Tf~L ~f~f~~1Gf~~ ~€~f~;~~Tt~if<f~~' ~s~t sou i ~ sv~finTC~t~ A~lEr~fu~ F ~~LFiAI` atAC~t, F~a~iaA ~a:t~~ All•AmericaCity (5C1) 245-733 p FAX (561 ?'~J'~OGO 9 ~ _ n,y€ielraybeacn.cvrn . 1 March 22, 201 I ® Mr. Richard F, Walesky, Director 1993 Environmental Resources Management . 20p~ Palm Beach County 2300 North Jog Road, 4`~ Floor Wes# Palm Beach, FL. 33411-2414 Subject: Request for Wellfield Protection Program Cost Sharing Dear Mr. Walesky: I am in receipt of your letter dated March 15, 2011, requesting that the City of Delray Beach participate in cost sharing of the annual operating expenses for the County's Wellfield Protection Program. I was in attendance at the meeting at Palm Beach County Utilities on January 14~' and heard your staff presentatiau of this proposal. Insofar as the requested coirzmitment must be approved by our City Commission, we cannot provide intent to participate by the March 30s' date requested. We will need to review this issue with Commission at their next workshop meting which is scheduled for April l2, 2011. In any event, I have two issues that I will need to have addressed before I eau make any recomuneudation to Commission. The first is the manner in which participants are to be assessed. A per well criteria seems equitable; however, it appears that the assessment will be applied per well site. Delray Beach has 12 approved water supply well sites in our Morikami Park wellfield, but only 3 developed wells. Given the current restrictions on withdrawals by the South Florida Water management District, it is unlikely that we will be developing additional wells on any of the approved sites for some time to come. In view of this, I do not cansider it equitable to assess Dekay Beach for undeveloped well sites which artificially increase our exposure by 9 wells. The second issue is the annual cost increase cap. l0% appears to be a somewhat arbitrary value and, under current economic conditions, seems inordinately high. There needs to be some reasanahle and logical basis for this value perhaps tied to an annual rate of inflation or some related economic indicator. I would appreciate your advice an these issues in preparation far a discussion with our Commission next month. in~erely, ~~ c ar G Hasko, P. . Environmental Services Directoz Cc: David T, Harden, City Manager Brian Shutt, City Attorney Victor Majtenyi, Deputy Director Public Utilities ~.. r„ ~ ~I-{E ~FFOR~ ~~Ltr~IAYS i~tF.l I =~S ~G ~ ~-I~ I ~~~ Department of environmental iZesources 1VIa»agement 2300 North Jog Road, 4~ Floor West Palm Beach, F(. 33411-2743 (561)233-2400 FAX: (561 } 233-24I4 www.pbcgov.cocnlenn !i Palm Beach County Board of County Cammissloners Kaeen T. Marcos, Chair Shelley Vana, Vice Chair Paulette Burdick Steven L. Abrams Burt Aaronson Jess R. Santamaria Priscilla A. 3'aylor County Administrator RoUert Weisman 'f(n EgtralOpportunity ~i~rmative.4ctio~z Employef• April 4, 209 9 Mr. Richard Hasko Director of Environmental Services City of Delray Beach 434 S. Swinton Avenue Delray Beach, FL 33444 Dear Mr. Hasko: SUBJECT: WELLFIELD PROTECTION PROGRAM COST SHARING Thank you for addressing your concerns with me.' As you gather from our letter, the requested timeframes are short as our budget process requires the Department make decisions quickly. We also recognize that most utility budgets are also being prepared at this time and wanted to get the cast numbers to everyone as soon as possible. Knowing that you are planning to bring the cost share concept to your Commission at the April 12, 2091 workshop allows us to continue moving forward with our planning. In regard to the issue raised concerning how the program costs are split, the Wellfield Protection Ordinance is designed to protect both existing and future wellfields. All well sites on the approved wellfield protection maps are given the-same level of protection and match issued consumptive use permits. Therefore, program costs for each well do not change based on a well's status as an existing or proposed site, Most utilities have proposed well sites on the approved wellfield protection maps. Hopefully, this addresses your concerns to some degree. Additionally, the method of splitting the costs between utilities has the strengths of being simple to execute, easy to update and dependant on information readily available to ERM without requiring yearly updates from each of the utilities. Concerning a cap, we welcome the opportunity to arrive at a suitable number far the cap with you in the coming weeks, recognizing that we must keep the cost structure consistent among all entities. At this paint, we are just looking far an indication from the City as to whether it intends to support this valuable program. Should you have any questions concerning this matter, please contact me at (569) 233-2400 or Rob Robbins at (561) 233-2454. Sincerely, i ichard E. Walesky, Director Environmental Resources Management RW:RR:BF INTERLOCAL AGREEMENT BETWEEN PALM BEACH COUNTY AND THE CITY OF DELRAY $EACH THIS INTERLOCAL AGREEMENT, which is made and entered into on the day of ~, 2011, by and between PALM BEACH COUNTY, ("COUNTY")apolitical subdivision of the State of Florida, and the CITY OF DELRAY BEACH, a municipal corporation in the State of Florida, ("CITY") each one constituting a public agency as dehned in Part I of Chapter 163, Florida Statutes and both being hereinafter referred to collectively as the "parties." ~'Vi T NESSETH: WHEREAS, Chapter 163.01, Florida Statutes, known as the "Florida Interlocal Cooperation Act of 1969" authorizes local governments to make the most efficient use of their powers by enabling them to cooperate with other localities on a basis of mutual advantage and thereby to provide services and facilities that will harmonize geographic, economic, population and other factors influencing the needs and development of local communities; and WHEREAS, Part I Qf Chapter, 163 Florida Statutes, permits public agencies as defined therein to enter into Interlocal agreements with each other to jointly exercise any power, privilege, or authority that such agencies share in common and that each might exercise separately; and WHEREAS, pursuant to Section 3.3, Charter of Palm Beach County, the Board of County Commissioners is empowered to enact countywide ordinances to protect present and future wells and wellfields; and WHEREAS, the COUNTY operates a Wellfield Protection Program (the "Program") as authorized by Palm Beach County, Unified Land Development Cade (ULDC), .Article 14.B, Wellfield Protection; and WHEREAS, the CITY and its utility customers benefit from the COUNTY'S ability to operate the Program across jurisdictional boundaries in order to protect the raw water supply from potential contamination; and WHEREAS, the COUNTY'S operation of the Program prevents the CITY from having to pperate a comparable program in order to meet Comprehensive Plan requirements and/or water allocation/ consumptive use requirements; and WHEREAS, the parties wish to enter into this agreement to set forth the CITY's desire to cost share with the COUNTY in order to ensure the continued operation of the Program. Page 1 NOW, THI,~R~FOR.E, in consideration of the mutual covenants, promises, and representations herein contained, and for other good and valuable consideration, the receipt and sufficiency of which the parties expressly acknowledge, the parties hereto agree as follows; 1. The foregoing Recitals are true and correct and are hereby incorporated herein by reference as if fully set forth herein. 2. Purpose of the A,greeme~~t. The purpose of this Agreement is to set forth the terms, conditions, and obligations of each of the respective parties hereto to cost share in the CQUNTY's implementation of the Program in accordance the Palm $each County's ULDC Article 1~1.B, Wellfield Protection, as amended from time to time. 3. The Term. The term of this Agreement shall commence upon execution by both parties and shall expire ten (10) years from the date of execution, unless earlier terminated as provided herein. 4. Obligations of the COUNTY. a. The COUNTY agrees to maintain and manage staff to implement the Program in accordance with the Palm Beach County Unified Land Development Code, Article 14.B, as amended from time to time. b. The County agrees to provide modeling for all wells for location and pump rates to create Wellfield Zones of Influence 1, 2, and 3, establish the regional 1 foot drawdown contours (Zone d), and create map representations of all zones. c. The COiINTY agrees to provide permitting and conduct compliance inspections of facilities subject to Article 14.B. d. The COUNTY agrees to maintain the Groundwater and Natural Resources Protection Board far code enforcement of the Wellfield Protection Program. e. The COUNTY agrees to conduct complaint and spill investigations within wellfield zones and to maintain a web site and brochure. f. The COUNTY agrees to waive all annual renewal and permit application and modification fees otherwise applicable to the CITY. g. By June 1 of each calendar year the COUNTY will notify the CITY in writing of the CITY's Cost Sharing Responsibility for the upcoming fiscal year running from October 1 to September 30. The total Cast Share Amount for the Program shall be computed by taking the upcoming fiscal year's proposed Program budget, subtracting the estimated wellfield operating permit revenues, dividing by the total number of wells regulated under the Program (for systems greater than 5 wells) to generate a cost per well and then multiplying the cost per well by the number of wells the CITY Page 2 has under the Program. {A current Cast Share Amount estimate for the 2011/12 fiscal year is approximately $1,050 per well). 5. Obligations of the CITY. By November 30{~' of each fiscal year (i.e. October 1 -September 30), the CITY shall pay the COUNTY 80% of the Cost Share Amount (i.e. the CITY's Cost Sharing Responsibility) for that fiscal year, as computed in paragraph 4.g. above. (For example, if the Cost Share Amount for fiscal year 2011/12 is $1,050 per well, the CITY's cast Sharing Responsibility would be $840 per well}. 6. Independent _Contractor. The parties shall be considered independent contractors. No person employed by any party to this Agreement shall, in connection with the performance of this Agreement or any services or functions contemplated hereunder, at any time, be considered the employee of the other party, nor shall an employee claim any right in or entitlement to any pension, worker's compensation benefit, unemployment compensation, civil sei•wice, or other employee rights or privileges granted by operation of law, except through and against the entity by whom they are employed. 7. Party Representatives. The COUNTY's representative during the term of this Agreement shall be Director of the Department of Environmental Resources Management, whose telephone is (Sbl) 233-2400. The CITY's representative during the team of this Agreement shall be whose telephone number is {561) - 8. Notices. All notices required or permitted to be given or delivered by ar to any party hereunder, shall be in writing and shall be hand delivered by messenger, courier service or prepaid overnight delivery service, by electronic transmission producing a written record, or alteznatively shall be sent by United States Certified Mail, with Return Receipt Requested. The effective date of any notice shall be the date of delivery of the Notice if by personal delivery, courier services or prepaid overnight delivery service, or if mailed, upon the date which the return receipt is signed ar delivery is refused or the notice designated by the postal authorities as non-deliverable, as the case may be. The parties hereby designate the following addresses as the address to which notices maybe delivered, and delivery to such address shall Constitute binding notice given to such party; Board of County Commissioners CITY Manager of Palm Beach County CITY of Delray Beach Governmental Center ____ 301 N. Olive Avenue Delray Beach, FL 334, West Palm Beach, FL 33401 Page 3 and Palm Beach County Department of Environmental Resources Management Director 2300 N. Jog Road, 4~h Floor West Palm Beach, FL 33411-2743 with a copy to: Palm Beach County Attorney's Office Attention: Attorney for ERM 301 North Olive Avenue, Sixth Floor West Palm Beach, FL 33101 with a copy to: CITY Attorney CITY of Delray Beach Delray Beach, FL 334_ 9. Indemnification. Each party shall be liable for its own actions and negligence and, to the extent permitted by law, the COUNTY shall indemnify, defend and hold harmless the CITY against any actions, claims or damages arising out of the COUNTY'S negligence in connection with this Agreement, and the CITY shall indemnify, defend and hold harmless the COUNTY against any actions, claims, or damages arising out of the CITY's negligence in connection with this Agreement. The foregoing indemnification shall not constitute a waiver of sovereign immunity beyond the limits set forth in Section 768.28, Florida Statutes, nor shall the same be construed to constitute agreement by either party to indemnify the other party for such other party's negligent, willful or intentional acts or omissions. 10. Severability. In the event that any section, paragraph, sentence, clause, or provision hereof is held by a court of competent jurisdiction to be invalid, such shall not affect the remaining portions of this Agreement and at the same shall remain in full force and effect. 11. Waiver of Breach. It is hereby agreed to by the parties that no waiver of breach of any of the cc~rrenants or provisions of this Agreement shall be construed to be a waiver of any succeeding breach of the same or any other covenant. 12. Default, Termination, Opportunity to Cure. a. In the event either party breaches this Agreement, the non- breaching party shall provide the breaching party with written notice specifying the nature of the breach ("Default Notice"). Following receipt of the Default Notice, the breaching party shall cure such breach within thirty (30) days. If the breaching party fails to cure the breach within said period, the non-breaching party may terminate this Agreement upon written notice of termination to the other party, which will be effective immediately, Page 4 b. Either party may terminate this Agrt•eement far convenience by giving ninety (90} days written notice prior to the commencement of the upcoming fiscal year (i.e. October 1). If the CITY seeks to terminate this Agreement for convenience after the commencement of the fiscal year, such termination shall not be effective until the following fiscal year, and the COUNTY shall not refund the CITY any of the funds provided to the COUNTY in accordance with paragraph S. If the COUNTY terminates this Agreement for convenience after the commencement of the fiscal year, it shall refund the CITY a prorate share of the funds provided to the COUNTY in accordance with paragraph S. c. Upon termination of this Agreement, the COUNTY shall no longer be required to implement the Wellfteld Protection Program described herein within the wellfield protection area located within CITY boundaries and/ or associated with the existence of the CITY utility wells and the CITY shall be solely responsible to protect its well from potential contamination. 13. Enforcement Costs. Except as otherwise provided herein, any costs or expenses {including reasonable attorney's fees) associated with the enforcement of the terms and/or conditions of this Agreement shall be borne by the respective parties. This provision pertains only to the parties to the Agreement. 1~. Remedies. This Agreement shall be construed by and governed by the laws of the State of Florida. Any and all legal action necessary to enforce the Agreement will be held in Palm Beach County. No remedy herein conferred upon any party is intended to be exclusive of any other remedy, and each and every such remedy shall be cumulative and shall be in addition to every other remedy given hereunder or now or hereafter existing at law or in equity or by statute or otherwise. No single ar partial exercise by any party of any right, power, or remedy hereunder shall preclude any other or further exercise thereof. 1 S. Amendment. None of the provisions, terms, or obligations in this Agreement may be added to, modified, superseded, or otherwise altered, except by written instrument executed by the parties hereto. 16. Public Records. The parties shall comply with Florida's Public Records Law with regard to any documents or other records relating to this Agreement. 17. Delegation. Nothing contained herein shall be deemed to authorize the delegation of the constitutional or statutory duties of state, county, ar municipal officers. Page S 18. Beneficiaries of Agreement. It is the intent and understanding of the parties that this Agreement is solely for the benefit of the parties. No person or entity other than the parties shall have any rights or privileges under this Agreement in any capacity whatsoever, either as third-party beneficiary or otherwise, 19. Construction of A rg cement, a. The titles, captions and paragraph headings are inserted for convenience only and are in no way intended to interpret, define, limit or expand the scope or content of this Agreement or any provision hereto. b. This Agreement shall be construed ~vithout regard to any presumption or other rule requiring construction against the party causing this Agreement to be drafted. c. In the event any provision of this Agreement conflicts, or appears to conflict with any other provision of this Agreement, the Agreement, including all exhibits, attachments and all documents specifically incorporated by reference, shall be interpreted as a whole to resolve any such conflict or inconsistency. 20. Entirety of Agreement, The COUNTY and the CITY concur that this Agreement, together with any exhibits attached hereto, sets forth the entire Agreement between the parties, and that there are no promises or understandings other than those stated herein. Page 6 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed through their duly authorized signatories on the day and year last written below. ATTEST: SHARON R. BOCK, CLERK & COMPTROLLER By. Deputy Clerk (SEAL) ATTEST: By: City Clerk (SEAL) {Manager; Director) APPROVED AS TO FORM AND LEGAL SUFFICIENCY: By; Assistant County Attorney By: City Attorney APPROVED AS TO TERMS AND CONDITIONS: By: Richard E. Walesky, Director Environmental Resources Management PALM BEACH COUNTY, FLORIDA, BY ITS BOARD OF COUNTY COMMISSIONERS By: Karen Marcus, Chair [CITY] OF DELRAY BEACH By; Page 7 MEMORANDUM TO: Mayor and City Commissioners FROM: R. Brian Shutt, City Attorney DATE: Apri18, 2011 SUBJECT: AGENDA ITEM WS.S -WORKSHOP MEETING OF APRIL 12, 2011 DISCUSSION OF THE RULES OF PROCEDURE FOR THE CITY COMMISSION ITEM BEFORE COMMISSION The item before the City Commission is the Rules of Procedure, as adopted by the City Commission on March 31, 2011. BACKGROUND At the April 5, 2011 City Commission meeting, Commissioner Frankel offered several suggestions regarding workshop meeting procedures. I have attached a copy of the Commission's Rules of Procedure for discussion and direction. ~. GENERAL P , _ ARY RY~LES. The general parliamentary procedure to be followed by the City Commission of the City of Delray Beach; Florida, except as otherwise modified by the City Commission or as modified or amended herein, shall be in accordance with the rules of parliamentary procedures entitled "Robert's Rules of Otcler", being the xcprint of the 19Q7 edition. II. LQCAL RiTLES. A, The following Local Rules of Procedure. shall he applicable to mac: organization and conduct of business, as well as preparation and publication of agendas, of the City Catnmission of the City of Delray Beach, Florida. To the extent these Local Rules shall modify ox conflict with the standard "Robert's Rules of Order" as adopted above, these Local Mules shall prevail to ~e extent of thew conflict or inconsistency nth "Robert's Rules of flrdet". In addition to these local rules, rules for quasi judicial proceedings shall apply to proceedings which require quasi judicial hearings. 1. Regular meetings of the Cite Commission shall be held. on the first and third Tuesdays of each month, with the eAeeption of the month of December and any DElxay Beach municipal election dates, at G:00 p.m<, in City Hall. During the month of Decer~riber only, the regular City Comrraission meetings shall occur on the. fast and second Tuesdays at G:00 p.in. at City Hall. There shall be np regular City Corx~ntission meeting on the date of a I?elray Beach mwaicipal election. A meeting that would otherwise have been scheduled for such date shall be held on the Thursdap immediately following the election at G:00 p.m. at City Hall. 2. Workshop meetings of the City Commission shall be held on the second Tuesday of each month at 6:00 p.m. in .City .Hall, except that there shall be no .workshops in the month of December. Lkl°;~,~~: ~k~~Rh~~,~~C~ ~;~'rrRrr~1 ~ ~:~i'i7t~5I'~'.I~i iv~c3+!~~r~~!~•WF ~~,,:~~F~S~I~c~~:r~ 3. All regular City Commission meetings shall be held in the City Commission Chambers at City Idall, unless otherwise designated by the City Com:~ilission. All workshop City Commission meetings will be held in either the First Floor Conference Room or the Commission Chambers at City Hall,. as determined by the City Manager. All meetings of the City Commission shall end by 11:OD p.m. unless extended beyond 11:00 p.m. by a.majority vote. of the City Commission. Thereafter, the meeting shall end upon the conclusion of each hazer {12;00, 1:00, etc.), unless extended by a majority vote. of the City Conztpission for each hour. Any unfinished business shall be considered. at a tune and place set by the City Commission. 4. There may also be special workshop meetings at such other tinges as so designated in advance by the City Commission far the purposes of holding joint meetings with City boards, etc., to include receiving annual reports and presentations from the City's boards, comrnittees, agencies and authorities, ox for such other purposes as map be deemed necessary or desirable by the City Commission. 5. Special meetings shall be called at the request of the Mayor in accordance with the provisions of the City Charter and the Cade of Ordinances. G. To the extent compatible with the conduct of business, all workshop meetings sI~all beheld on an informal basis. The applicability of the City's general rules shall not be strictly applied. Public. comments after presentations wili be limited to three (3) minutes at the Mayor's discretion or by consensus of the City Commission. 7. Although appropriate members of the City Attorney's C!ffice and City Administration may place items on either the workshop or the regular agendas, all regular agendas shall be subject to review in advance by the Mayor prior to their publication, except that a majority of the mettibers of the City Commission rnax request that the City Manager's office place or remove an item on such regular agendas; and that all such regular agendas shall be further subject to the approval of the City Commission preceding the conduct of business at each such meeting. if the Commission or any of its members wish to place- or remove an item on an agenda, or if any member of the Commission has a question. or cancem about an item, any such request or inquiry shall be directed to the City Manager's office far disposition as apposed to any Commission member contacting. any City off cer or employee who is subject to the direction and supervision of the City Manager. 8. With regard to the agenda for regulaz City Commission meetings, the following shall apply: a. To the extent possible, the City Administration shall group all matters by subject area, anal shall place as many as possible on the consent.portion of the agenda. b. The agenda format shall be generally as follows: A call to artier, invocation, pledge of allegiance, formal approval of the agenda, formal approval of ininutcs, proclamations and presentations, if any, the consent agenda, the regular agenda, public hearings, public comments and inquiries from the floor concerning items fiat on the approved agenda, first readings of ordinances, followed by items not specifically oa the published agenda from the City Manager, the City Attorney, and members of the City Commission. The public hearing segment of the agenda shall be duly advettiscd for and shall commence at 7:00 p.m. or as soon thereafter as passible. c. Any items received dosing the non-agendaed items section of the regular agenda may, at the discretion of the Comsinission, be discussed by the City Commission at the time of such presentation, map be directed by the Commission to the City Manager for action or resolution, or may be added to a subsequent workshop agenda if a member of the City Commission so specifically rcquests. d. (1) Vohs taken an oxdittances,.resolutions and motions shall be by roll call and shall be recorded by the City Clerk. The xoli call shall be on a rotating basis and accoxdizxg to the nambexed Commission seats, i.e.: Motion A --Order of potation: Seat 1, Seat 2, Seat 3, Seat 4, Seat 5 Motion B -Order of rotation: Seat 2, Seat 3, Seat 4, Seat 5, Seat 1 Motion. C -Order of rotation:. Scat 3, Seat 4, -Seat 5, Seat 1, Seat 2, etc. {2) There shall be na votes taken on any noa-published/non-agendaed items, except upon the declaration of an emergency. The declaratipn of emergency shall only be determined upon the affirmative vote of no less than four {4) members, or a unanimous vote if only three (3) City Commission members arc present and voting on such motion. These, rules are not. intended to and shall not supersede the procedures and requirements of the City Charter, Cade of Ordinances ax State Statute with regard to emergency matters for consideration by the City Commission. e. All public input on agendaed or non-agendaed items shaIl be limited tv not more than three (3) minutes per person, subject to an extension of such time upon the formal approval by a majority vote of the City Commission members present and voting on such request for extension of time. The Mayor shaII have the authority to limit immaterial, unnecessary or redundant presentations or requests. g. Public input on agendaed items, other than those that are specifically set for a formal public hearing, shall be allowed when agreed by cgnsensus of the City Commission. III. CITY B A]ftD TTEE CUMIVII SI AND A EIVDA APPOINTMENT . A. All appointments to city boards, commissions and cornxnittees whose members are not subject to appointment by other entities, and in accordance Frith any- applicable resttict'[ons by State Statutae, shall be made in accordance with the following procedures: All vacancies subject to appainttnent to such city boards, commissions and camnuttees shall be made ozi a nonninatian basis by each of the members of the. City Commission. This nomination shall be construed to be a Motion to Appoint, tuhiel~ must be seconded by another member of the City Com.msssion then present and voting, and then adopted by an affirmative vote of no less than three (~) votes. A Commissioner may defer an appointment to the next regular meeting. Tf a Coa~n,issianex is not ready to make an appointment at the next. regular meeting the. n the nomination shall rotate to the nett appropriate Commissioner. If a Comtnissiouer makes anomination/motion and this motion either :fails fat lack.. of a second of does not receive a sufficient number of affirmative votes, then that Cptntzsissioner shall have one additional opportunity to make. a seconda~.y nomination fox this vacancy at this same meeting or the nest successive regul.~ir meeting. If that appointment should also ,fail for lack of a second to the nomination or by not receiving cuff dent affirmative votes, then the nomination shall rotate to the next appropriate Comtnissianex. 2. The rotation system shall be by numbered Commission seat and insofar as passible, each Camxnissian seat shall be assigned an equal number of initial appointments from the date of adoption of these rules, i.e.: Board A - Order of Rotation: Seat 1, Seat 2, Seat 3, Seat ~, Seat 5 Board B -- Order of Rotation: Seat 2, Seat 3, Seat 4, Seat 5, Seat 1 Board C -Order of Rotation: Seat 3, Seat 4, Seat 5, Seat 1, Seat 2 3. A separate rotation list shall be established by the City Glerk's offtee fat each such City board, commission or committee, and the City Clerk's offce shall maintain records of the rotation list, the status of same, and the nominations madr. l,y each. Coxntnissionet. In the instance where a vacancy is available at a City Commission meeting where the Cornnnissianer who is next an the rotation is absent, then the City Commission shall postpone this appointment to the next regular meeting. Should this Commissioner not be present at the subsequent meeting, theta the r~orninltion ability shall pass to the next Commissioner on the rotation system present at that meeting. 4. In the event that an individual, duly nominated and .appointed to aboard, cort"trnission or committee by a Commissioner at a City Commission meeticig, is unable to accept or declines the .appointment, £ox whatever reason, then tie Coxxxtnissionet who appointed the individual unable to serve shall have die opportunity to nomanate a replacement appointee to fill the vacancy before the nomination ability passes. to the next Commissioner au the xatatian system. Such replacement appointment shall be made no later than the second regular meeting subsequent to the meeting; at which the declined appaintmezzt was made. If the xeplacement appointment is not made within this time frame, then the nomirlattan ability shall pass to the next Cortlmissianex on the rotation system. 5. Appointments for vacancies occuxring on a board wherein the particular member hats, for whatever reason, not fulfilled their entire. term of membership an that particular board, commission or committee, shall be to complete the unexpired term only. 6. The City Commission tetains the right to waive these requsrements by the affirmative vote of na -less than forlr {4) members of the City Coxmaaissian uzzdet cireulxzstarices -that would be in the best interest of the City (or a unanimous vote if only three members of the City Commission are present and voting on suela motion). 7. These rules, when adapted, shaft supersede any other general rubs or local Hiles which are inconsistent herewith, to the extent of such nconsistcrlcy. Approved and adopted by the City Commission of the City of Delray Beach, Florida, at the Annual Otgaslirational Meeting held on Match 31, 2011. AT'~'E:STi Chevelle D. Nubia, CMC City Clerk tsote: LocAt Rules as sdoptcd b3' City Canunissioa lvta=rh 31; 2011.