04-13-99 Workshop CITY OF DELRAY BEACH, FLORIDA -CITY COMMISSION
WORKSHOP MEETING - APRIL 13, 1999 - 6:00 P.M.
FIRST FLOOR CONFERENCE ROOM
The City will furnish auxiliary aids and services to afford an
individual with a disability an opportunity to participate in and
enjoy the benefits of a service, program or activity conducted by
the City. Contact Doug Randolph at 243-7127 (voice) or 243-7199
(TDD), 24 hours prior to the event in order for the City to accom-
modate your request. Adaptive listening devices are available
for meetings in the Commission Chambers.
AGENDA
(A) Proposed improvements of Royal Palm Boulevard.
(B) Bridgetender's Building/Linton Boulevard Bridge.
(C) Police Officer retention.
(D) Proposed small water meter replacement program.
(E) Administrative Policy re: hurricane pay.
(F) Commission Comments.
Please be advised that if a person decides to appeal any decision
made by the City Commission with respect to any matter consid-
ered 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.
M MORANDUM
TO: City Commission
FROM: David T. Harden, City Manager
SUBJECT: Improvement of Royal Palm Boulevard
DATE: April 9, 1999
Both the Planning Department and the Community Redevelopment Agency believe that
in order to maximize the positive influence of the Estuary project on North Federal
Highway, there needs to be an outlet from the north end of the Estuary to Federal
Highway. Furthermore, this will reduce the amotmt of traffic on Palm Trail and other
streets south of the Estuary development.
Improvement of Royal Palm Boulevard would provide the northern access to the Estuary
project. This improvement is not required in order for the Estuary project to proceed.
Therefore, improvement of Royal Palm Boulevard is not a cost the developer should bear.
In discussing this with the Director of the Community Redevelopment Agency, we have
discussed doing this as a cooperative project where the City would install the water and
sewer lines and pay one-third of the remaining project cost. One-third would be paid by
the Community Redevelopment Agency and one-third assessed to the abutting property
owners. The developer of the Estuary would landscape the entrance to Royal Palm
Boulevard at Federal Highway and provide other landscaping and perhaps enhanced
street lighting along the street from Federal Highway to the Estuary entrance.
The purpose of putting this item on the work session agenda is to lay the project out for
you so that you understand all that is involved and see if the Commission is in general
agreement with assessing a portion of the cost to the abutting property owners. This
seems fair since the street is partially unpaved and partially unopened. Improvement of
the street will greatly enhance the value of the abutting properties.
DTH:kwg
File:u:graham/ccomm
Doc.:RoyalPlm. Blv
City Of Delray Beach. of Environmental Se ices
MEMORANDUM
TO: David T. Harden, City Manager
FROM: Randa, L. Krejcarek, P.E., C,ty Eng,neer~///~~
DATE: 13-Oct-97
SUBJECT: Royal Palm Blvd.
Road & Utility Construction Estimates
Attached are two estimates for the reconstruction of Royal Palm Blvd. from Federal Highway
east to the proposed new development. The total length of this project would be approximately
750 lineal feet.
Estimate #1 includes valley gutter without a swale, as depicted in the attached typical section.
Estimate #2 utilizes a sodded swale terrace area instead of the valley gutter.
Estimates assume five foot sidewalks on both sides of street. The proposed drainage
improvements are estimated under the assumption that this system will be able to connect to
and utilize drainage improvements within the proposed development. If a tie in to the new
developments drainage system is not possible the cost for drainage improvements will probably
increase to accommodate other drainage alternatives.
enc
cc Richard Hasko, P.E., Acting Director of Environmental Services
City Manager File
Royal Palm Blvd project file
s:L.. ~lettersVIkVoyalplm. O01
ROYAL PALM BOi3'LEVARD ROAD AND UTILIT*/-CONSTRUCTION
ESTIMATE NO. 1 ( INCL. GUT1Zt0
NO. DESCRIPTION UNIT EST. QTY. UNIT PRICE TOTAL PRICE
1 Maintenance of traffic LS I $2,500.00 $2,500.00
2 Clearing and grubbing LS 1 $15,000.00 $15,000.00
3 Remove and reset fence LF 319 $10.00 $3,190.00
4 Final grading SY 1202 $3.00 $3,606.00
5 Sod SY 1202 $2.50 $3,005.00
6 Pavement Removal SY 366 $5.00 $1,830.00
7 1~" Type S-III asphalt TN 180 $3.50 $630.00
8 8" Limerockbase SY 2277 $6.50 $14,800.50
9 12" Stabilized subgrade (FBV = 75 psi) SY 2367 $4.50 $10,651.~50
10 1" Asphalt driveway SY 80 $15.00 $1,200.00
11 Concrete sidewalk SF 7450 $2.50 $18,625.00
12 Valley gutter LF 1639 $15.00 $24,585.00
13 Pavement markings LS 1 $300.00 $300.00
14 Type "C" inlet w/USF 5112 grate EA 3 $1,500.00 $4,500.00
15 Type "C" inlet w/type "J" bottom EA 2 $2,000.00 $4,000.00
16 15" RCP - drainage pipe LF 431 $40.00 $17,240.00
17 18" RCP - drainage pipe LF 220 $45.00 $9,900.00
18 24" RCP - drainage pipe LF 220 $50.00 $11,000.00
19 30" RCP - drainage pipe LF 165 $55.00 $9,075.00
20 Remove existing 4" WM LF 88 $10.00 $880.00
21 Connect to existing WM EA 1 $1,500.00 $ !,500.00
22 Fill and flush assembly EA I $2,000.00 $2,000.00
23 Sample point EA 2 $500.00 $1,000.00
24 8" C-900 PVC- WM LF 545 $37.00 $20,165.00
25 8" Gate valve EA I $700.00 $700.00
26 8" Plug EA I $20.00 $20.00
27 Fire hydrant assembly EA 1 $2,000.00 $2,000.00
28 1" Single service o WM EA I $550.00 $550.00
29 1 ~" Double service - WM EA 9 $600.00 $5,400.00
30 Core existing manhole - sanitary EA I $1,000.00 $1,000.00
31 4' Dia. sanitary manhole EA 1 $2,000.00 $2,000.00
32 10" PVC- sanitary LF 402 $30.00 $12,060.00
33 Single sanitary service w/cleanout EA 2 $800.00 $1,600.00
34 Double sanitary service w/cleanout EA 9 $900.00 $8,100.00
35 Utility allowance LS I $5,000.00 $5,000.00
36 Video allowance LS I $300.00 $300.00
37 Indemnification LS I $10.00 $10.00
TOTAL MISC. ( Items I - 5) $27,301.00
TOTAL PAVING (Items 6 - 11 & 13) $48,037.00
TOTAL DRAINAGE (Items 12 & 14 - 19) $80,300.00
TOTAL WATER (Items 20 - 29) $34,215.00
TOTAL SEWER (Items 30 - 34) $24,760.00
TOTAL ALLOWANCE (Items 35 -37) $5,310.00
TOTAL ESTIMATE $219,923.00
SAY: $220,000.00
s:\engine- 1 \engine- I \lctters~mattL, pbcst.xls(estimate 1) 1 ! / 13/97
5o' R/w
Z
~. ~ 25' ~1~ 25'
_5'_ _ 6' _ _~ _ 12' 12' [_2_' ~ _ _
i SOD
SOD ', i '
, , 0.00 ,
-0.4.8 -0.24. /-'-'--0.24- -0 4,8' :
o oo'__ -o ~o' -o,~'X ? 21oo~ i/.._ 2ooo~ i /-oi~'-o,~o' __ o,oo'
, , X SIDEWALK,
L5 CONCRETE 6~ SUB-GRADE ~6 .. ~ i~. ... ~ ....
SIDEWALK, VALLEY GUT~R ~ ~
4" ~ICK (6" ~ICK AT DRIVEWAYS)
AT DRIVEWAYS)
PAVEMENT SPECIFICATIONS
~ARING SURFACE 1 1/2" ~pE S-Ill
BASE 8" LIMEROCK COMPACTED TO 98~ MAX.
DENSITY PER AASHTO T-180. ,
~ ~ PRIME ~ TACK COAT PER FDOT SEC~ON 300. I
! 12" STABILIZED (75 P.S.I. FBV) AND
SUBGRADE , COMPACTED TO 98~ MAX. DENSITY PER
I
,AASHTOT-~80.
VARIATION FROM MATERIAL SPECIFICATIONS ~LL BE CONSIDERED
ON A CASE BY CASE BASIS BY ~E CI~ ENGINEER.
STABILIZE SHOULDER TO 50 P.S.I.F.B.V.
iii ~o~ ~ ~ ~ .~. ~ ~ 00-000
'ROYAL PALM BOt3£EVARD ROAD AND UTILI ONSTRUCTION
ESTIMATE NO. 2 :
NO. DESCRIPTION UNIT EST. QTY. UNIT PRICE TOTAL PRICE
1 Maintenance of traffic LS 1 $2,500.00 $2,500.00
2 Clearing and grubbing LS I $15,000.00 $15,000.00
3 Remove and reset fence LF 319 $10.00 $3,190.00
4 Swale grading SY 1467 $3.00 $4,401.00
5 Sod SY 1467 $2.50 $3,667.50
6 Pavement Removal SY 366 $5.00 $1,830.00
7 1 ~" Type S-III asphalt TN 180 $3.50 $630.00
8 8" Limerock base SY 2277 $6.50 $14,800.50
9 12" Stabilized subgrade (FBV = 75 psi) SY 2367 $4.50 $10,651.50
10 1" Asphalt driveway SY 80 $15.00 $1,200.00
11 Concrete sidewalk SF 7450 $2.50 $18,625.00
12 Pavement markings LS 1 $300.00 $300.00
13 Type "C" inlet w/USF 5112 grate EA 3 $1,500.00 $4,500.00
14 Type "C" inlet w/type "J" bottom EA 2 $2,000.00 $4,000.00
15 15" RCP - drainage pipe LF 431 $40.00 $17,240.00
16 18" RCP - drainage pipe LF 220 $45.00 $9,900.00
17 24" RCP - drainage pipe LF 220 $50.00 $11,000.00
18 30" RCP - drainage pipe LF 165 $55.00 $9,075.00
19 Remove existing 4" WM LF 88 $10.00 $880.00
20 Connect to existing WM EA I $1,500.00 $1,500.00
21 Fill and flush assembly EA 1 $2,000.00 $2,000.00
22 Sample point EA 2 $500.00 $1,000.00
23 8" C-900 PVC - WM LF 545 $37.00 $20,165.00
24 8" Gate valve EA I $700.00 $700.00
25 8" Plug EA I $20.00 $20.00
26 Fire hydrant assembly EA I $2,000.00 $2,000.00
27 1" Single service - WM EA 1 $550.00 $550.00
28 1~" Double service - WM EA 9 $600.00 $5,400.00
29 Core existing manhole - sanitary EA 1 $1,000.00 $1,000.00
30 4' Dia. sanitary manhole EA I $2,000.00 $2,000.00
31 10" PVC - sanitary LF 402 $30.00 $12,060.00
32 Single sanitary service w/cleanout EA 2 $800.00 $1,600.00
33 Double sanitary service w/cleanout EA 9 $900.00 $8,100.00
34 Utility allowance LS I $5,000.00 $5,000.00
35 Video allowance LS I $300.00 $300.00
36 Indemnification LS 1 $10.00 $10.00
TOTAL MISC. ( Items I - 5) $28,758.50
TOTAL PAVING (Items 6 - 12) $48,037.00
TOTAL DRAINAGE (Items 13 - 18) $55,715.00
TOTAL WATER (Items 19 - 28) $34,215.00
TOTAL SEWER (Items 29 - 33) $24,760.00
TOTAL ALLOWANCE (Items 35 -37) $5,310.00
I~OTAL ESTIMATE $196,795.50
SAY: $197,000.00
s:\engine~ ! \engine- 1 \lettcrs~matt~pbest.xls(estimate2) 11 / 13/97
25' 25'
5' 4? 4.' 12' 12' , 4.' 4,' 5'
WEARING SURFACE I I
I 1 - 1/2" TYPE S-~l I
SODOED -0.20' SODDED;
I SWALE "' "'"" ~' 0 O' , SWALE , I
-o ,o' -'-'.'" - ~ -'- \ ! I-,-q.,~ -O. lO" o.o'
o.o' I -o.~.o' ~=~ ~ ~ / 2.o~, \. I/ / "' /
............ - .
5' CONC. SWK.
8" L[MERO_CK_BA_S_E_(LBR 100) /
COMPACTED TO 98%'MAX. - / L__ 12" STABILIZED SUBGRADE
DENSITY PER AASHTO T-180 /
PRIME & TACK COAT PER / (75 PSI FBV) COMPACTED
FDOT SECTION 300 / TO 98% MAX. DENSITY
PER AASHTO T-180
PAVEMENT SPECIFICATIONS ,
'WEARING SURFACE 1 1/2" TYPE S-Ill I
I 8" LIMEROCK COMPACTED TO 98~, MAX.
BASE DENSITY PER AASHTO T-180. I
;. i PRIME & TACK COAT PER FDOT SECTION 300.
! 12" STABILIZED (75 P.S.I. FBV) AND
SUBGRADE COMPACTED TO 98% MAX. DENSITY PER
~ AASHTO T-180. I
I
VARIATION FROM MATERIAL SPECIFICATIONS WILL BE CONSIDERED
ON A CASE BY CASE BASIS BY THE CITY ENGINEER.
STABILIZE SHOULDER TO 50 P.S.I. F.B.V.
CITY of DELRAY BEACH R0¥AL P~[~ m,u~.
~ ENVIRONMENTAL SERVICES DEPARTMENT ~ SECTION
~4 soum smuwo~ ~.ztm. ~r s,ucit, rtomml :a~,~ 00-000
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(73
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ROYAL PALM GARDENS
In NE 1/4 Section 9, T 46 S., R 43 E.
Palm Beach County, Florida
October 1997
Property_ Ownem Name & Address
ANTONIO'S MAMA ROSA, INC.
1645 N. FEDERAL HWY.
DELRAY BEACH, FL 33483
BARBARA YAKE (FIND MSA 642-A)
10 FERRY DR.
REXFORD, NY 12148
META NITSCHKE
750 ROYAL PALM BLVD.
DELRAY BEACH, FL 33483
NICOLA & MARIA MADONNA
40250 PINETREE DR.
PLYMOUTH, MI 48170
NYOMA PAYNE & MARSHA LYTTON
750 ROYAL PALM BLVD.
DELRAY BEACH, FL 33483
PAUL MULL % NOWLIN/NOWLIN
50 S.E. 4TH AVENUE
DELRAY BEACH, FL 33483
MEMORANDUM
TO: City Commission
FROM: David T. Harden, City Manager
SUBJECT: Request for Beautification of Linton Blvd. Bridgetender's House
DATE: April 9, 1999
Last year I received a request for beautification of the Linton Boulevard bridgetender's
house. Recently, we received a response from Palm Beach County outlining the steps we
would have to go through in order to do such a project.
The purpose of putting this matter on the work session agenda is to allow for
Commission discussion and to determine whether the Commission is interested in
proceeding with such a project. If the Commission wishes to undertake this
beautification project, should beautification be limited to simply repainting the
bridgetender's house similar to what was done on the Spanish River Boulevard bridge, or
should we undertake architectural changes as well?
DTH:kwg
File:u:graham/ccomm
Doc.:Lintonbr. idg
RECEIVED ~' ~
Oepa~ent of En~Aeering
~d ~bllc Wor~
~oad ~d Bridge Division
West Palm Beach, FL 33406 Assismt CiW M~ager
(561) 233-3950 Ci~ of Dekay Beach
F~: (561) 233-3986 100 NW 1st Avenue
~.co.palm-beach.fl.us Delray Beach, FL 33444
~: L~ton BNd. Baseule Bridge - Bfidgetender's Building
m
De~ Mr. B~cinsh:
warn B.ach Co,nty In response to your letter of February 23, 1999 requesting direction on the process
Board of County
Commissioners and cost responsibility for the beautification of the tender's house on the above
referenced bridge, please be advised this may be accomplished provided the
Maude Ford Lee, Chair following conditions are met:
Warren H. Newell. Vice Chairman
Karen T. Marcus 1. The Road & Bridge Division reviews and approves all plans.
Carol A. Roberts
2. All required permits are obtained and submitted to the Road & Bridge
Mary McCarty Division.
Burl Aaronson
3. Palm Beach County incurs no expense including additional maintenance
Tony Masilotti
expense for the fmished renovations.
4. No work shall interfere with the normal operation of the bridge.
County Administrator
If you should have any questions, please feel free to contact Stephen Bennett,
Robert weisman Superintendent, Bridge Section at (561) 233-3975.
Road & Bridge Division
/
Equal Opportl~nity ILS:SB:v
Affirmative Action Employer'
~ printed on recycled paper
CITY OF DELRI:IY BEACH
100 N.W. 1st AVENUE · DELRAY BEACH, FLORIDA 33444 · (561) 243-7000
1993
Mr. James Snelgrove
Director
Road and Bridge Division
Palm Beach County
Engineering and Public Works Department
P.O. Box 21229
West Palm Beach, Florida 33416-1229
RE: BRIDGE TENDER~ BUILDING
L1NTO1V BOULEVARD BRIDGE - DELRAY BEACH
Dear Mr. Snelgrove:
A number of months ago the City received a p?tifion (attached) requesting that the City beautify
the bridge tenders building on Linton Boulevard, as we did with the building at the Atlantic
Avenue bridge. Since this petition was sent, we have received additional verbal requests at our
City Commission meetings.
I am writing this letter to you requesting direction on the process the City of Delray Beach would
have to go through to request beautification of this building, including cost responsibility. When
we did the Atlantic Avenue project we received approval from FDOT and a permit from Palm
Beach County (copies attached).
Thank you for your assistance in this matter. I am looking forward to hearing from you.
Sincerely,
Robert A. Barcinski
Assistant City Manager
RAB/tas
Attachments
Ftle:u:.rweeney/asltrs
Doc:O2259b. doc
THE EFFORT ALWAYS MATTERS
Second Issue:
Maureen Turner
1012 Del Harbour Drive
Delray Beach, Fl. 33%83
Tel. # ~61 27~ ~66~
May 23, 1998
Mr. David T. Harden
City ~%nager
City of De!ray Beach
100 N.W. 1st Avenue
Delray Beach, F.
Dear Mr. Harden~
After discussion with many~ many~ homeowners in the area we would like
to bring the following to your attention:
As you are aware the four corners of Linta~and Federal Highway now has
a new renovated Plaza which brings many, many, cars into our area.
These res[dents and visitors to the area leave this beautiful plaza and
travel to or from the AIA beach area and of necessity tr~vel over the
Linton Bridge. If you travel to the Spanish River Bridge you will notice
that it is painted in pastel colors~ a psychological boost reminding you
that you are in beautiful Florida. If you travel to the north~ you will
see the Atlantic Avenue Bridge with a pagoda effect~ again painted pastel~
with the same boost. As you go over the LintmBridge~ where a tremendous
amount of money has just be spent at the four corner~ you come across a
bridge that reminds one of a orison yard with the guards looking down on
the waterway.
What better way to welcome people to "Delray" then to get a bucket of
paint and beautify the Lint~Bridge also. We would appreciate the
input of your office.
Very trul~ yours~
ee~ Turner
Please print.~ Your names are imoortan~o
Lintaa Bridge BEAUT IFICAT I0N
Telo ~ Name Address
? ~ ; ,/ -,-~-r- · , ! , ,. ,, l [ z-'-.-,., ~
PLEASE ,,p. RINT. Your names are important~
The City Attorney read the caption of the ordinance.
For the record, Diane Dominguez, Director of Planning
and Zoning, reported that the Planning and Zoning Board consid-
ered the proposed amendment at a public hearing on March 15,
1999, and voted unanimously to recommend approval.
Mrs. Archer moved to approve Ordinance No. 10-99 on
FIRST Reading, seconded by Mr. Randolph. Upon roll call the
Commission voted as follows: Mayor Alperin - Yes; Mr. Schmidt -
Yes; Mrs. Archer - Yes; Mr. Ellingsworth - Yes; Mr. Randolph -
Yes. Said motion passed with a 5 to 0 vote.
13. Comments and Inquiries on Non-Aqenda Items.
13.A. City Manaqer.
The City Manager had no comments or inquiries.
13.B. City Attorney.
The City Attorney had no comments or inquiries.
13.C. City Commission.
13.C.1. Commissioner Archer stated she had recently read in the
newspaper about Florida Power & Light reducing its fees and asked
if there is any potential for a reduction in revenue to the City
and, if so, what that impact might be and how we might cover the
deficit if one were to be created?
Mrs. Archer then recommended that a workshop be sched-
uled to discuss the retention problem the City has among the
younger officers in the Police Department. She felt that this
situation has a substantial financial impact on the City and she
would like to review what potentially could be done to abate the
problem.
Lastly, Mrs. Archer reported that on the east side in
the first block of South Swinton Avenue, there is a raised
sidewalk about 2-1/2 inches apparently caused by a root growing
under it. She personally tripped over it and asked that a crew
be sent out to fix it before another accident occurs.
13.C.2. Commissioner Schmidt commented that he was at the
recent opening of the Lakeview Golf Course clubhouse and compli-
mented staff on the way the course is looking. It is a fine
addition to the City's recreational facilities. He also noted
that C~mmissioner Ellingsworth won the closest to the pin compe-
tition on the first hole.
13.C.3. Commissioner Randolph expressed his thanks and appreci-
ation to Commissioner Ellingsworth for all of his contributions
-20- 03/16/99
to the City and wished him the best of health and happiness in
his retirement from the City Commission.
13.C.4. Mayor Alperin stated that with the Legislature passing
and the Governor signing the Police and Fire Pension Bill, he is
concerned about how it will impact the City. In doing some
research, he looked through all of the benefits that the Police
and Firefighters receive. Mayor Alperin stated he would like the
Commission to review what other options the City might have with
the Fire Department as far as time and hours are concerned. He
felt it might be beneficial to look at going back to perhaps an 8
hour day or a 12 hour day and he asked the City Manager to review
this to see what the cost effectiveness really is in that depart-
ment.
Mayor Alperin then deferred to Commissioner Elling-
sworth for any final comments.
13.C.5. Commissioner Ellingsworth again expressed his thanks to
everyone he has worked with during his tenure on the City Commis-
sion. He stated it has been an honor to be of service to the
City o~ Delray Beach.
There being no further business, Mayor Alperin declared
the meeting adjourned at 7:40 p.m.
City Clerk
ATTEST~
MAYOR
The undersigned is the City Clerk of the City of Delray Beach,
Florida, and the information provided herein is the minutes of
the me'eting of said City Commission of March 16, 1999, which
minutes were formally approved and adopted by the City Commission
on
City Clerk
NOTE TQ READER: If the minutes you have received are not com-
pleted as indicated above, this means they are not the official
minutes of the City Commission. They will become the official
minutes only after review and approval which may involve some
amendments, additions or deletions.
-21- 03/16/99
Tentative Items for the April 13th work session:
(1) Royal Palm Boulevard road and utility construction.
(2) Bridgetender's Building/Linton Boulevard Bridge
(3) A~inistrative Policy re hurricane pay
(4) Issues raised at 3/16/99 Commission meeting re:
Mrs. Archer's request to workshop retention
problem with younger officers in Police Dept.
..~x~ ~'.~,,~Mayor Alperin's request to look at time/hour
~ .~.~ --~~/~~°pti°ns for Fire Dept.
AGENDA REQUEST
Date: 03-22-99
Request to be placed on:
XX Regular Agenda Special Agenda Workshop Agenda
When: 04-06-99
Description of agenda item (whQ, what, where, how much):
Approval of the Small Water Meter Replacement Pro~ram and .the 10-year ~,,nd~n~ ~n
the amount of $3,513~306. Meter supplier and installation gon~ract will be ~ensus
Technologi~,. Inc.
ORDINARCE/ RESOLUTION REQUIRED: yES/O Draft Attached: YES/NO
Recommendation: Approval is recommended by the Finance Director.
Department Head Signature: z/ ~.~..~ ~-~ ~
Determination of Consistency wit~j~mprehensive Plan:
City Attorney Review/ Recommendation (if applicable):
n/a
Budget Director Review (required on all itgms involving expenditure
Funding available: ~/ NO
Funding alternatives: ~,0~ ~__ (if applicable)
Account No. & Description:
Account Balance:
City Manager Review:
Approved for agenda: ~~/
Ag%nda Coordinator Review:
Received:
Action: Approved/Disapproved
MEMORANDUM
Revised
To: David T. Harden, City Manager
From: Joseph M. ~nce Director
Date: March 22, 1999
Subject: Residential/Commercial Small Water Meter Replacement Program
The purpose of this correspondence is to provide your office with an objective evaluation
of our current residential/commercial meter reading and meter replacement program.
This evaluation will also provide our recommendations to improve the performance and
efficiency of both these programs as well as improving the overall revenue characteristics
of the Water/Sewer Fund. The result of this evaluation should provide the basis for
deciding whether to provide for replacement meters on a route by route basis over a
period of several years or to replace all meters in one major contract and finish within a
six-month period. The final question is whether we can fund this major contract within
the Water/Sewer Fund with its projected improved revenue base or if we need to increase
rates to customers.
Meter Reading Program
In 1996, we started to receive correspondence regarding our meter reading function and
the fact that they were concerned with the ever-increasing volume and inability to
complete their readings in a normal month. In addition to reading meters, these
employees are also responsible for all turn-offs, turn-ons, rechecks and rereads as well as
the preparation ofworkorders for service. In correspondence dated September 1996 we
had four (4) meter readers and 16~500 meters to be read monthly (in addition to their
other duties). Therefore, this group requested some form of relief (estimating some
number of meters on a monthly basis so that our billing cycles stayed within a particular
month) until we could provide more automated forms of meter reading. Your office
approved the request for a number of routes to be estimated each month as needed. Our
office committed to the preparation of a long-term plan to provide for automated meter
readings using the most efficient-cost effective systems available.
In 1997, in a coordinated effort with Environmental Services, we initiated a program to
replace all large meters (3" and above) and the replacement meters were to include
touchread meter reading systems. Although these meters account for a significant
volume of our water consumption, they only accounted for approximately 101 meters
replaced with automated reading equipment. Therefore, this phase of our replacement
program effected revenues and meter maintenance programs but had little to no impact
on our meter reading program. In September 1997 we had four (4) meter readers and
there were 17~780 meters to be read monthly.
In 1998, we provided other efficiencies within the meter reading areas of responsibility
that relieved some of the pressures during a month. By developing and utilizing a new
program of door notices for delinquent accounts we reduced our mm-off accounts by
over 50% and this also effects our turn-on accounts in a like manner. This allows our
meter readers additional time to read meters. The Environmental Services Department
completed their large meter changeout program in this year. In September 1998 we had
four (4) meter readers and 18,196 meters to be read monthly.
In 1999, we are now prepared to replace our smaller residential and commercial meters
with budget funds in the Water/Sewer Renewal and Replacement Fund amounting to
$400,000 to $425,000 per year. Currently, as of February 1999 the City has four {4)
meter readers and 18,352 meters to be read {see "Number of Water Meters Read"
chart attached. This chart will detail the growth in our meter count over the past several
years.
The time consuming part of meter reading is the time used to open each meter box, the
time to sweep away the sand and debris from the register, and the time to actually
interpret and read the dials of the meter. An erroneous reading could also be detected in
the billing cycle requiring a meter reread and this involves travel time to and from the
office along with the reading time. In addition, there are several meters that are located
in the rear of a house and this involves the time it takes to get to the meter and return.
A touchread system is efficient in that it does not even require the opening of the meter
box and a radio-read can actually read the meters located in the rear of houses from the
front.
The attached schedule shows a previous breakdown of the budget into functions and
shows that our current monthly cost per meter to read is $.74 per month. The addition of
touchread meter reading devices and radio-read devices would allow the current meter
readers to read all meters within a given month, provide more accurate readings that
would reduce or eliminate rereads and can be relied upon to do this at rates comparable to
private enterprise reading rates. The automation impact should actually allow a reduction
in the number of meter readers used by this City, but this would have to be proven and
would only be accomplished through attrition. In an effort to establish a conservative
analysis, no savings related to reductions in personnel have been used in the analysis.
Any realized personnel savings would be in addition to savings presented in the analysis
that follows.
Meter Replacement Program
The City presently has 18,252 small (less than 3-inch sizes) residential and commercial
meters throughout the City that average some 12 to 20+ years in service age. The 101
meters that are larger in size have been replaced during the past 2 years. The
Water/Sewer Renewal and Replacement Fund has approximately $425,000 set aside
annually for the small meter replacement program now that the larger meters have been
replaced.
Our meter replacement program consists primarily of replacing meters on an as-needed
basis. In other words, there is no effective, on-going meter replacement program.
The Environmental Services Department Water Maintenance crews are consumed with
major water line breaks, the installation of meters in new developments and other
improvements. They certainly do not have the time for a concentrated replacement
program. The Finance Department has a two-man crew that handles workorders for
small meters. If they were to conduct such a program it would take ten years to replace
the meters and this would mean that the workorder system would have to be abandoned.
The City has 970 new Sensus meters that have been installed over the past several years.
Comparing the consumption of these new meters to consumption on the old meters shows
a 17% improvement in consumption levels.
Analysis of Small Meter Replacement
Assumptions- Revenues
The City has the following inventory of small meters in use at this time:
Number Size
6,797
8,983 l"
1,696 1 ½"
776 2"
18,252 Meters
· The average residential/commercial water bill (using small meters) for the City is
$233.00 per year or $19.41 per month which equates to 9,000 gallons per month
· The total water billings associated with small meters is $4,252,716 annually
18,252 x $233.00/year = $4,252,716 per year ($354,393 per month)
(Total Water Sales for FY1998= $9,413,000)
· The average residential/commercial sewer bill (using small meters) for the City is
$373.00 per year or $31.08 per month which equates to 10,000 gallons per month
18,252 x $373.00/year -- $6,807,996 per year ($567,333 per month)
(Total Sewer Sales for FY1998= $9,681,000)
· Residential sewer rates are capped at 12,000 gallons of consumption; there is no cap
for commercial customers.
A test of the 970 new Sensus meters installed shows that a new meter generates a
17% improvement in consumption
Revenue Conclusion
1. Water consumption billings for small meter customers only could be expected to
improve 17% based upon tests on recent meters replaced
$4,253,000 x. 17 = new Water Sales revenues per year
= $723,010 increase in Water Sales revenues per year.
2. Sewer billings cannot be expected to improve by 17% due to the cap at 12,000
gallons, therefore we will use approximately 50% of this amount or 8.0%
$6,807,996 x .08 = new Sewer Service revenues per year
= $544,640 increase in Sewer Service revenues per year.
Total annual revenue increase if all meters are replaced = $1,267~650
Assumptions- Program Costs
Meter installation costs (less an agreed upon 5% discount) quoted by Sensus:
Touchread Radioread
Meter Meter Meter
Size Cost Cost
3A" $ 95.95 $224.20
1" 119.14 247.39
1 ½" 252.98 381.24
2" 352.74 481.00
Other Costs
$55.00 per meter to convert a present Sensus meter to touchread
$30.00 per meter for new meter installation cost
$10.00 per meter for new plastic meter cover with AMR hole
Auxiliary Equipment Needed
$5,250 Radioread Handheld Unit
$1,000 Software Upgrade for Radioread Units
Scrap Proceeds
$68,119 in payments from Sensus for old meters
Contingency 5%
Total Cost Projection
Cost of Meters
6,797- 3A" meters ~$95.95 ($101.00 less 5% discount) = $ 652,172
6,483- 1" meters ~$119.14 ($125.41 less 5% discount)= $ 772,385
2,500- 1" meters ~$247.39 ($260.41 less 5% discount)= $ 618,475
1,696- 1 ½" meters ~$252.98 ($266.30 less 5% discount)=$ 429,054
776- 2" meters ~$353.74 ($371.31 less 5% discount)= $ 274,502
18,252 = $2,746,588
Less: 970 present meters ~$95.95= $93,072
Less: Scrap Allowance = 18,252 - 970=17,282 ~$3.94= $68,091
Total Net Cost of Meters = $2,585,425
Cost of Meter Box Covers
18,252 ~ $10.00= $182,520
Cost of Meter Conversions (Present Sensus Meters to Touchread)
970- 3A" meters ~$55.00 = $53,350
Cost of New Meter Installation
18,252 meters - 970 Sensus = 17,282
17,282 ~$30.00 = $518,460
Other Costs
Radioread handheld unit (1) ~ $5,250 = $5,250
Radioread software = $1,000
Total Other Costs = $6,250
Contingency
Contingency $3,346,005 ~5% = $167,300
Total Contingency = $167,300
Total Meter Replacement~ Conversion and Installation Cost = $3~513~306
Project Payback Period Calculation
Total Project Cost / Annual Revenue Increase = $3,513,306/$1,267, 650 =
2.77 years
See attached "Analysis of Meter Conversion to AMR/Touchread System.
Conclusion and Recommendations
The City of Delray Beach can replace all of their outdated small meters and upgrade them
to either touchread or radioread (meters located at rear of houses) at a cost of $3,513,306
which cost includes a 5% contingency. The revenue improvement can conservatively be
estimated to be $1,267,650. This amount would not include any projected labor savings
in the meter reading and meter maintenance functions. These revenue improvements are
solely from increased consumption due to improved meter accuracy and these other
potential areas of savings will be reviewed further following the completion of the
project. The project payback period would be 2.77 years using these calculations.
It would therefore be recommended:
(1) that the City not consider an annual replacement program that would take 10+ years
to complete,
(2) that the City proceed with contracting out the complete small meter replacement
project and
(3) that the City proceed with funding for this project using either a seven or ten-year
financing schedule which would produce an annual principal and interest cost of
approximately $425,000 per year for 10 years and $600,000 for 7 years (see
"AMR/Touchread System") financing schedules attached.
Sensus would be considered a sole source provider due to the following facts:
· Sensus presently has been previously approved by the City Commission as a
contractual sole source provider of small meters
· The City presently uses Sensus handheld computer devices and related software
· Sensus presently has 970 new meters in place that would not require replacement
· Sensus has been recommended by Environmental Services Department following
field tests of the three major suppliers of automated meters and contact with other
users of the radioread units.
We would therefore ask that you review this material and, upon your approval, we would
prepare this item for the City Commission agenda at your direction.
Attachments:
Utilities Customer Service- Number of Meters Read (FY1997-FY1999) Chart
Meter Reading Cost per Meter Schedule
Analysis of Meter Conversion to AMR/Touchread System Schedule
AMR/Touchread System Financing Schedule ($3.5 million, 4.2%, 10 years)
AMR/Touchread System Financing Schedule ($3.5 million, 4.1%, 7 years)
Cc: Richard Hasko, Environmental Services Director
Barbara Schooler, Utilities Customer Services Manager
Dan Beatty, Deputy Director of Public Utilities
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Proposed 1999 water & Sewer Note
Principal: $3,500,000
Term: 10 Year
Rate: 4.2%
AMR/TOUCHREAD SYSTEM
Current Total
Annual Debt Water/Sewer Water/Sewer
DATE Principal Interest Service Debt Service Debt Svc
1-Apr-99 23 762
1-0ct-99 315,000 73 701 412,463 3,789 856 4,202,319
1-Apr-00 67 068
1-Oct-00 280,000 67 068 414 136 3,787 226 4,201,362
1-Apr-01 61 172
1-Oct-01 330 000 61 172 452 344 4,353 226 4,805,570
1-Apr-02 54.223
1-Oct-02 345 000 54.223 453,446 4,355 254 4,808,700
1-Apr-03 46 958
1-Oct-03 330 000 46 958 423 917 4,431 004 4,854,921
1-Apr-04 40 009
1-Oct-04 345 000 40 009 425,019 4,431 564 4,856,583
1-Apr-05 32 744
1-0ct-05 360 000 32 744 425,489 4,431 556 4,857,045
1-Apr-06 25 164
1-Oct-06 380 000 25 164 430,328 4,430 116 4,860,444
1-Apr-07 17 162
1-0ct-07 400 000 17 162 434 324 4,431 355 4,865,679
1-Apr-08 8 739
1-Oct-08 415 000 8 739 432,478 4,430 845 4,863,323
1-Apr-09
1-0ct-09 4,428 850 4,428,850
1-Apr-10
1-Oct-10 4,426 975 4,426,975
1-Apr-ll
1-Oct-ll 4,475 000 4,475,000
1-Apr-12
1-Oct-12 4,475 000 4,475,000
1-Apr-13
1-Oct-13 4,475 000 4,475,000
1-Apr-14
1-Oct-14 4,475 000 4,475,000
3,500,000 803,943 4,303,943 69,627 827 73,931,770
Principal: $3,500,000
Term: 7 Year
Rate: 4.1%
AMR/TOUCHREAD SYSTEM
Current Total
Annual Debt Water/Sewer Water/Sewer
DATE Principal Interest Service Debt Service Debt Svc
1-Apr-99 23,196
1-0ct-99 490 000 71,947 585,142 3,789,856 4 374,998
1-Apr-00 61,874
1-Oct-00 460 000 61,874 583,748 3,787,226 4 370,974
1-Apr-01 52,418
1-Oct-01 515 000 52,418 619,836 4,353,226 4 973,062
1-Apr-02 41,832
1-Oct-02 535 000 41,832 618,664 4,355,254 4 973,918
1-Apr-03 30,834
1-Oct-03 480 000 30,834 541,668 4,431,004 4 972,672
1-Apr-04 20,967
1-0ct-04 500 000 20,967 541,935 4,431,564 4 973,499
1-Apr-05 10,689
1-0ct-05 520,000 10,689 541,378 4,431,556 4 972,934
1-Apr-06
1-0ct-06 4,430,116 4 430,116
1-Apr-07
1-Oct-07 4,431,355 4 431,355
1-Apr-08
1-0ct-08 4,430,845 4,430,845
1-Apr-09
1-Oct-09 4,428,850 4 428,850
1-Apr-10
1-0ct-10 4,426,975 4 426,975
1-Apr-ll
1-0ct-ll 4,475,000 4 475,000
1-Apr-12
1-0ct-12 4,475,000 4 475,000
1-Apr-13
1-0ct-13 4,475,000 4 475,000
1-Apr-14
1-0ct-14 4,475,000 4 475,000
3,500,000 532,372 4,032,372 69,627,827 73 660,199
City Of Delray Beach
Department of Environmental Services
M E M 0 R A N D U M
TO: Joseph M. Safford
Finance Director
F R O M: Dan Beatty, P.E. I'~/~'>i.~l~ ' '~
Deputy Director of Pub
DATE: March 11, 1999
SUBJECT: Residential/Commercial Small Water Meter Replacement Program
As you are aware I have conducted an evaluation of the small water meter replacement program
as it relates to meter manufacturer, meter size and type of reading technology.
I evaluated three major meter manufacturers, Sensus, Metron and Badger. All three companies
are used in the south Florida area and are currently under government contracts. My evaluation
was based on meter accuracy, reliability, customer service and automated reading systems
available.
The City is currently under contract to purchase Sensus meters and uses Sensus computer
programs for reading and billing purposes. The bulk of the small meters to be replaced are 1"
therefore the 1" meter data was used for comparison purposes. By ordinance, the minimum
allowable meter size is a %" meter. Many manufacturers boast that their 5/8" meter will flow
equivalent to a %" meter, however the 5/8" restriction creates a pressure drop and as an end
result, pressure within the unit is reduced. The restriction of a 5/8" meter can also create
backpressure within the distribution system, which may cause main breaks, and stress related
problems. Although many municipalities use a 5/8" meter as their minimum meter size, it is not
recommended for older systems, such as the one in Delray Beach.
The Sensus SRII 1" meter has an operating range from 3 to 50 gpm with a Iow flow registration
of % gpm and a pressure loss of 7.3 psi at 50 gpm. The Sensus meter is guaranteed to provide
new meter accuracy for 5 years and rebuilt meter accuracy for an additional 10 years. Our
experience with the Sensus meter has indicated performance within the manufacturer
specifications. The local Sensus representative has been responsive and helpful in trouble
shooting problems. Automated meter reading devices include both touch pad and radio read. We
are currently using the touch read technology on our larger meters, 3" to 8". Our discussions with
other municipalities indicate good success with the Sensus touch read and radio read systems.
The guarantee for the touch pad is 10 years; 5 years for the radio read battery and 1 year on the
radio read unit. The hand held programmer we are currently using is made by Sensus and can
be easily augmented to allow for radio read as well as touch read.
S:lEnvironmental Services~Dan Beatty~/[eter. doc
The Badger Recordall 1" meter has an operating range from 1-1/4 to 70 gpm with a Iow flow
registration of ~ gpm and a pressure loss of 6.5 psi at 50 gpm. The Badger Recordall meter is
guaranteed to provide new meter accuracy for 3 years and rebuilt meter accuracy for an
additional 10 years. The City has many Badger Recordall meters in the system and they have
performed within the manufacturer specifications. The local Badger representative has had no
cause to provide service to the City since we are under contract to purchase meters from
Sensus. Automated meter reading devices include both touch pad and radio read. Our
discussions with other municipalities indicate marginal success with the Badger touch read and
radio read systems. The guarantee for the touch pad is I year, 10 years for the radio read
battery and 5 years on the radio read unit. The hand held programmer we are currently using is
made by Sensus therefore new hand held programmers would be required as well as new billing
software compatible with the Badger system.
The Metron meter company has not expressed a desire to provide meters smaller than 1-1/2".
Metron meters are currently used for our large meters, 3" and up. The Metron meter uses single
jet technology, which is different from the positive displacement technology used by both Sensus
and Badger. The American Water Works Association has not developed a standard for single jet
meters. While the Metron meter is very accurate and reliable, we have experienced problems
with the pulse-based touch read mechanism. Metron has been very responsive in attempting to
rectify problems associated with the pulse read devise and has gone so far as to replace all of
the first generation devises with new ones equipped with direct read technology. The Metron
meter comes with a 5-year flange to flange warranty.
Based on my evaluation and discussions with other municipalities it is my opinion that the
Sensus SRII meter will provide the most efficient use of the small meter replacement program.
While the other meters are very good in there own respect, the Sensus meter will allow us to
utilize our existing computer software with minimal upgrades. I also recommend that the touch
read technology be implemented in all meters with the exception of meters located in the rear
yards. Approximately 2500 meters are located in year yards and are time consuming to read and
maintain. Radio read encoders should be installed on the year yard meters to streamline the
meter reading process. The Sensus hand held units we currently use can be easily modified for
both touch read and radio read.
If you have any questions please do not hesitate to call.
cc: Richard C. Hasko, P.E., Director of E.S.D.
Mike Offie, Manager of Water & Sewer Network
Barbara Schooler, Utility Billing Customer Service Manager
S: iEnvironrnental Services~Dan Beatty ~[eter. doc
MEMORANDUM
Revised
To: David T. Harden, City Manager
From: Joseph M. ~nce Director
Date: March 22, 1999
Subject: Residential/Commercial Small Water Meter Replacement Program
The purpose of this correspondence is to provide your office with an objective evaluation
of our current residential/commercial meter reading and meter replacement program.
This evaluation will also provide our recommendations to improve the performance and
efficiency of both these programs as well as improving the overall revenue characteristics
of the Water/Sewer Fund. The result of this evaluation should provide the basis for
deciding whether to provide for replacement meters on a route by route basis over a
period of several years or to replace all meters in one major contract and finish within a
six-month period. The final question .is whether we can fund this major contract within
the Water/Sewer Fund with its projected improved revenue base or if we need to increase
rates to customers.
Meter Reading Program
In 1996, we started to receive correspondence regarding our meter reading function and
the fact that they were concerned with the ever-increasing volume and inability to
complete their readings in a normal month. In addition to reading meters, these
employees are also responsible for all tom-offs, tum-ons, rechecks and rereads as well as
the preparation ofworkorders for service. In correspondence dated September 1996 we
had four {4) meter readers and 16~500 meters to be read monthly (in addition to their
other duties). Therefore, this group requested some form of relief (estimating some
number of meters on a monthly basis so that our billing cycles stayed within a particular
month) until we could provide more automated forms of meter reading. Your office
approved the request for a number of routes to be estimated each month as needed. Our
office committed to the preparation of a long-term plan to provide for automated meter
readings using the most efficient-cost effective systems available.
In 1997, in a coordinated effort with Environmental Services, we initiated a program to
replace all large meters (3" and above) and the replacement meters were to include
touchread meter reading systems. Although these meters account for a significant
volume of our water consumption, they only accounted for approximately 101 meters
replaced with automated reading equipment. Therefore, this phase of our replacement
program effected revenues and meter maintenance programs but had little to no impact
on our meter reading program. In September 1997 we had four (4) meter readers and
there were 17~780 meters to be read monthly.
In 1998, we provided other efficiencies within the meter reading areas of responsibility
that relieved some of the pressures during a month. By developing and utilizing a new
program of door notices for delinquent accounts we reduced our tom-off accounts by
over 50% and this also effects our turn-on accounts in a like manner. This allows our
meter readers additional time to read meters. The Environmental Services Department
completed their large meter changeout program in this year. In September 1998 we had
four (4) meter readers and 18~196 meters to be read monthly.
In 1999, we are now prepared to replace our smaller residential and commercial meters
with budget funds in the Water/Sewer Renewal and Replacement Fund amounting to
$400,000 to $425,000 per year. Currently~ as of February 1999 the City has four {4)
meter readers and 18,352 meters to be read (see "Number of Water Meters Read"
chart attached. This chart will detail the growth in our meter count over the past several
years.
The time consuming part of meter reading is the time used to open each meter box, the
time to sweep away the sand and debris from the register, and the time to actually
interpret and read the dials of the meter. An erroneous reading could also be detected in
the billing cycle requiring a meter reread and this involves travel time to and from the
office along with the reading time. In addition, there are several meters that are located
in the rear of a house and this involves the time it takes to get to the meter and return.
A touchread system is efficient in that it does not even require the opening of the meter
box and a radio-read can actually read the meters located in the rear of houses from the
front.
The attached schedule shows a previous breakdown of the budget into functions and
shows that our current monthly cost per meter to read is $.74 per month. The addition of
touchread meter reading devices and radio-read devices would allow the current meter
readers to read all meters within a given month, provide more accurate readings that
would reduce or eliminate rereads and can be relied upon to do this at rates comparable to
private enterprise reading rates. The automation impact should actually allow a reduction
in the number of meter readers used by this City, but this would have to be proven and
would only be accomplished through attrition. In an effort to establish a conservative
analysis, no savings related to reductions in personnel have been used in the analysis.
Any realized personnel savings would be in addition to savings presented in the analysis
that follows.
Meter Replacement Program
The City presently has 18,252 small (less than 3-inch sizes) residential and commercial
meters throughout the City that average some 12 to 20+ years in service age. The 101
meters that are larger in size have been replaced during the past 2 years. The
Water/Sewer Renewal and Replacement Fund has approximately $425,000 set aside
annually for the small meter replacement program now that the larger meters have been
replaced.
Our meter replacement program consists primarily of replacing meters on an as-needed
basis. In other words, there is no effective, on-going meter replacement program.
The Environmental Services Department Water Maintenance crews are consumed with
major water line breaks, the installation of meters in new developments and other
improvements. They certainly do not have the time for a concentrated replacement
program. The Finance Department has a two-man crew that handles workorders for
small meters. If they were to conduct such a program it would take ten years to replace
the meters and this would mean that the workorder system would have to be abandoned.
The City has 970 new Sensus meters that have been installed over the past several years.
Comparing the consumption of these new meters to consumption on the old meters shows
a 17% improvement in consumption levels.
Analysis of Small Meter Replacement
Assumptions- Revenues
The City has the following inventory of small meters in use at this time:
Number S.ize
6,797 3A"
8,983 I"
1,696 1 ½"
776 2"
18,252 Meters
· The average residential/commercial water bill (using small meters) for the City is
$233.00 per year or $19.41 per month which equates to 9,000 gallons per month
· The total water billings associated with small meters is $4,252,716 annually
18,252 x $233.00/year = $4,252,716 per year ($354,393 per month)
(Total Water Sales for FY1998= $9,413,000)
· The average residential/commercial sewer bill (using small meters) for the City is
$373.00 per year or $31.08 per month which equates to 10,000 gallons per month
18,252 x $373.00/year = $6,807,996 per year ($567,333 per month)
(Total Sewer Sales for FY1998TM $9,681,000)
· Residential sewer rates are capped at 12,000 gallons of consumption; there is no cap
for commercial customers.
A test of the 970 new Sensus meters installed shows that a new meter generates a
17% improvement in consumption
Revenue Conclusion
1. Water consumption billings for small meter customers only could be expected to
improve 17% based upon tests on recent meters replaced
$4,253,000 x. 17 = new Water Sales revenues per year
= $723,010 increase in Water Sales revenues per year.
2. Sewer billings cannot be expected to improve by 17% due to the cap at 12,000
gallons, therefore we will use approximately 50% of this amount or 8.0°/3
$6,807,996 x .08 = new Sewer Service revenues per year
= $544,640 increase in Sewer Service revenues per year.
Total annual revenue increase if all meters are replaced = $1~267~650
Assumptions- Program Costs
Meter installation costs (less an agreed upon 5% discount) quoted by Sensus:
Touchread Radioread
Meter Meter Meter
Size Cost Cost
'A" $ 95.95 $224.20
1" 119.14 247.39
1 ~, 252.98 381.24
2" 352.74 481.00
Other Costs
$55.00 per meter to convert a present Sensus meter to touchread
$30.00 per meter for new meter installation cost
$10.00 per meter for new plastic meter cover with AMR hole
Auxiliary Equipment Needed
$5,250 Radioread Handheld Unit
$1,000 Software Upgrade for Radioread Units
Scrap Proceeds
$68,119 in payments from Sensus for old meters
Contingency
Total Cost Proiection
Cost of Meters
6,797- ~A" meters ~$95.95 ($101.00 less 5% discount) = $ 652,172
6,483- 1" meters ~$119.14 ($125.41 less 5% discount)= $ 772,385
2,500- 1" meters ~$247.39 ($260.41 less 5% discount)= $ 618,475
1,696- 1 ½" meters ~$252.98 ($266.30 less 5% discount)=$ 429,054
776- 2" meters ~$353.74 ($371.31 less 5% discount)= $ 274,502
18,252 = $2,746,588
Less: 970 present meters ~$95.95= $93,072
Less: Scrap Allowance = 18,252 -970=17,282 ~$3.94= $68,091
Total Net Cost of Meters = $2,585,425
Cost of Meter Box Covers
18,252 ~ $10.00= $182,520
Cost of Meter Conversions (Present Sensus Meters to Touchread)
970- 3A" meters ~$55.00 = $53,350
Cost of New Meter Installation
18,252 meters - 970 Sensus = 17,282
17,282 ~$30.00 = $518,460
Other Costs
Radioread handheld unit (1) ~ $5,250 = $5,250
Radioread sof~ware = $1,000
Total Other Costs = $6,250
Contingency
Contingency $3,346,005 ~5% = $167,300
Total Contingency = $167,300
Total Meter Replacement~ Conversion and Installation Cost = $3~513,306
Project Payback Period Calculation
Total Project Cost/Annual Revenue Increase = $3,513,306/$1,267,650 =
.2.77 years
See attached "Analysis of Meter Conversion to AM1UTouchread System.
Conclusion and Recommendations
The City of Delray Beach can replace.all o£their outdated small meters and upgrade them
to either touchread or radioread (meters located at rear of houses) at a cost of $3,513,306
which cost includes a 5% contingency. The revenue improvement can conservatively be
estimated to be $1,267,650. This amount would not include any projected labor savings
in the meter reading and meter maintenance functions. These revenue improvements are
solely from increased consumption due to improved meter accuracy and these other
potential areas of savings will be reviewed further following the completion of the
project. The project payback period would be 2.77 years using these calculations.
It would therefore be recommended:
(1) that the City not consider an annual replacement program that would take 10+ years
to complete,
(2) that the City proceed with contracting out the complete small meter replacement
project and
(3) that the City proceed with funding for this project using either a seven or ten-year
financing schedule which would produce an annual principal and interest cost of
approximately $425,000 per year for 10 years and $600,000 for 7 years (see
"AMR/Touchread System") financing schedules attached.
Sensus would be considered a sole source provider due to the following facts:
· Sensus presently has been previously approved by the City Commission as a
contractual sole source provider of small meters
· The City presently uses Sensus handheld computer devices and related software
· Sensus presently has 970 new meters in place that would not require replacement
· Sensus has been recommended by Environmental Services Department following
field tests of the three major suppliers of automated meters and contact with other
users of the radioread units.
We would therefore ask that you review this material and, upon your approval, we would
prepare this item for the City Commission agenda at your direction.
Attachments:
Utilities Customer Service-Number of Meters Read (FY1997-FY1999) Chart
Meter Reading Cost per Meter Schedule
Analysis of Meter Conversion to AMR/Touchread System Schedule
AMRfrouchread System Financing Schedule ($3.5 million, 4.2°A, 10 years)
AM1UTouchread System Financing Schedule ($3.5 million, 4.1%, 7 years)
Cc: Richard Hasko, Environmental Services Director
Barbara Schooler, Utilities Customer Services Manager
Dan Beatty, Deputy Director of Public Utilities
NUMBER OF WORKORDERS
--~ I~ L,~ ~ L,~ 0~,
0 0 0 0 C) 0
0 0 0 0 0 0 0
o
0
0 :~
z 0
NUMBER OF TURN-OFFS
CITY OF DELRAY BEACH, FLORIDA -CITY COMMISSION
WORKSHOP MEETING - APRIL 13, 1999 - 6:00 P.M.
FIRST FLOOR CONFERENCE ROOM
The City will furnish auxiliary aids and services to afford an
individual with a disability an opportunity to participate in and
enjoy the benefits of a service, program or activity conducted by
the City. Contact Doug Randolph at 243-7127 (voice) or 243-7199
(TDD), 24 hours prior to the event in order for the City to accom-
modate your request. Adaptive listening devices are available
for meetings in the Commission Chambers.
AGENDA
/
(A) Proposed improvements of VRoyal Palm Boulevard.
/
/
(B) Bridgetender's Building~Linton Boulevard ~ridge.
(C) ~Police Officer retention.
(D) Proposed small ~ater meter replacement program.
(E) ~ministrative Policy re: ~urricane pay.
(F) Commission Comments.
Please be advised that if a person decides to appeal any decision
made by the City Commission with respect to any matter consid-
ered 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
Revised
To: David T. Harden, City Manager
From: Joseph M. ~nce Director
Date: March 22, 1999
Subject: Residential/Commercial Small Water Meter Replacement Program
The purpose of this correspondence is to provide your office with an objective evaluation
of our current residential/commercial meter reading and meter replacement program.
This evaluation will also provide our recommendations to improve the performance and
efficiency of both these programs as well as improving the overall revenue characteristics
of the Water/Sewer Fund. The result of this evaluation should provide the basis for
deciding whether to provide for replacement meters on a route by route basis over a
period of several years or to replace all meters in one major contract and finish within a
six-month period. The final question is whether we can fund this major contract within
the Water/Sewer Fund with its projected improved revenue base or if we need to increase
rates to customers.
Meter Reading Pro~ram
In 1996, we started to receive correspondence regarding our meter reading function and
the fact that they were concerned with the ever-increasing volume and inability to
complete their readings in a normal month. In addition to reading meters, these
employees are also responsible for all mm-offs, turn-ohs, rechecks and rereads as well as
the preparation ofworkorders for service. In correspondence dated September 1996 we
had four (4) meter readers and !6~500 meters to be read monthly (in addition to their
other duties). Therefore, this group requested some form of relief (estimating some
number of meters on a monthly basis so that our billing cycles stayed within a particular
month) until we could provide more automated forms of meter reading. 'Your office
approved the request for a number of routes to be estimated each month as needed. Our
office committed to the preparation of a long-term plan to provide for automated meter
readings using the most efficient-cost effective systems available.
In 1997, in a coordinated effort with Environmental Services, we initiated a program to
replace all large meters (3" and above) and the replacement meters were to include
touchread meter reading systems. Although these meters account for a significant
volume of our water consumption, they only accounted for approximately 101 meters
replaced with automated reading equipment. Therefore, this phase of our replacement
program effected revenues and meter maintenance programs but had little to no impact
on our meter reading program. In September 1997 we had four {4) meter readers and
there were 17~780 meters to be read monthly.
In 1998, we provided other efficiencies within the meter reading areas of responsibility
that relieved some of the pressures during a month. By developing and utilizing a new
program of door notices for delinquent accounts we reduced our turn-off accounts by
over 50% and this also effects our turn-on accounts in a like manner. This allows our
meter readers additional time to read meters. The Environmental Services Department
completed their large meter changeout program in this year. In September 1998 we had
four (4) meter readers and 18~196 meters to be read monthly.
In 1999, we are now prepared to replace our smaller residential and commercial meters
with budget funds in the Water/Sewer Renewal and Replacement Fund amounting to
$400,000 to $425,000 per year. Currently~ as of February 1999 the City has four
meter readers and 18~352 meters to be read (see "Number of Water Meters Read"
chart attached. This chart will detail the growth in our meter count over the past several
years.
The time consuming part of meter reading is the time used to open each meter box, the
time to sweep away the sand and debris from the register, and the time to actually
interpret and read the dials of the meter. An erroneous reading could also be detected in
the billing cycle requiring a meter reread and this involves travel time to and from the
office along with the reading time. In addition, there are several meters that are located
in the rear of a house and this involves the time it takes to get to the meter and return.
A touchread system is efficient in that it does not even require the opening of the meter
box and a radio-read can actually read the meters located in the rear of houses from the
front.
The attached schedule shows a previous breakdown of the budget into functions and
shows that our current monthly cost per meter to read is $.74 per month. The addition of
touchread meter reading devices and radio-read devices would allow the current meter
readers to read all meters within a given month, provide more accurate readings that
would reduce or eliminate rereads and can be relied upon to do this at rates comparable to
private enterprise reading rates. The automation impact should actually allow a reduction
in the number of meter readers used by this City, but this would have to be proven and
would only be accomplished through attrition. In an effort to establish a conservative
analysis, no savings related to reductions in personnel have been used in the analysis.
Any realized personnel savings would be in addition to savings presented in the analysis
that follows.
Meter Replacement Program
The City presently has 18,252 small (less than 3-inch sizes) residential and commercial
meters throughout the City that average some 12 to 20+ years in service age. The 101
meters that are larger in size have been replaced during the past 2 years. The
Water/Sewer Renewal and Replacement Fund has approximately $425,000 set aside
annually for the small meter replacement program now that the larger meters have been
replaced.
Our meter replacement program consists primarily of replacing meters on an as-needed
basis. In other words, there is no effective, on-going meter replacement program.
The Environmental Services Department Water Maintenance crews are consumed with
major water line breaks, the installation of meters in new developments and other
improvements. They certainly do not have the time for a concentrated replacement
program. The Finance Department has a two-man crew that handles workorders for
small meters. If they were to conduct such a program it would take ten years to replace
the meters and this would mean that the workorder system would have to be abandoned.
The City has 970 new Sensus meters that have been installed over the past several years.
Comparing the consumption of these new meters to consumption on the old meters shows
a 17% improvement in consumption levels.
Analysis of Small Meter Replacement
Assumptions- Revenues
The City has the following inventory of small meters in use at this time:
Number Size
6,797 ~A"
8,983 1"
1,696 1 ½'
776 2"
18,252 Meters
The average residential/commercial water bill (using small meters) for the City is
$233.00 per year or $19.41 per month which equates to 9,000 gallons per month
· The total water billings associated with small meters is $4,252,716 annually
18,252 x $233.00/year = $4,252,716 per year ($354,393 per month)
(Total Water Sales for FY1998= $9,413,000)
· The average residential/commercial sewer bill (using small meters) for the City is
$373.00 per year or $31.08 per month which equates to 10,000 gallons per month
18,252 x $373.00/year = $6,807,996 per year ($567,333 per month)
(Total Sewer Sales for FY1998= $9,681,000)
· Residential sewer rates are capped at 12,000 gallons of consumption; there is no cap
for commercial customers.
test of the 970 new Sensus meters installed shows that a new meter generates a
7% improvement in consumption
Revenue Conclusion
1. Water consumption billings for small meter customers only could be expected to
improve 17% based upon tests on recent meters replaced
$4,253,000 x. 17 = new Water Sales revenues per year
= $723,010 increase in Water Sales revenues per year.
2. Sewer billings cannot be expected to improve by 17% due to the cap at 12,000
gallons, therefore we will use approximately 50% of this amount or 8.0%
$6,807,996 x .08 = new Sewer Service revenues per year
= $544,640 increase in Sewer Service revenues per year.
Total annual revenue increase if all meters are replaced -- $1,267~650
Assumptions- Program Costs
Meter installation costs (less an agreed upon 5% discount) quoted by Sensus:
Touchread Radioread
Meter Meter Meter
Size Cost Cost
W' $ 95.95 $224.20
1" 119.14 247.39
1 ½" 252.98 381.24
2" 352.74 481.00
Other Costs
$55.00 per meter to convert a present Sensus meter to touchread
$30.00 per meter for new meter installation cost
$10.00 per meter for new plastic meter cover with A_MR hole.
Auxiliary Equipment Needed
$5,250 Radioread Handheld Unit
$1,000 Software Upgrade for Radioread Units
Scrap Proceeds
$68,119 in payments from Sensus for old meters
Contingency 5%
Total Cost Proiection
Cost of Meters
6,797- %" meters ~$95.95 ($101.00 less 5% discount) = $ 652,172
6,483- 1" meters ~$119.14 ($125.41 less 5% discount)= $ 772,385
2,500- 1" meters ~$247.39 ($260.41 less 5% discount)= $ 618,475
1,696- 1 lA" meters ~$252.98 ($266.30 less 5% discount)=$ 429,054
776- 2" meters ~$353.74 ($371.31 less 5% discount)= $ 274,502
18,252 = $2,746,588
Less: 970 present meters ~$95.95= $93,072
Less: Scrap Allowance = 18,252 -970=17,282 ~$3.94= $68,091
Total Net Cost of Meters = $2,585,425
Cost of Meter Box Covers
18,252 ~ $10.00= $182,520
Cost of Meter Conversions (Present Sensus Meters to Touchread}
970- ~A" meters ~$55.00 = $53,350
Cost of New Meter Installation
18,252 meters - 970 Sensus = 17,282
17,282 ~$30.00 = $518,460
Other Costs
Radioread handheld unit (1) @ $5,250 = $5,250
Radioread software = $1,000
Total Other Costs = $6,250
Contingency
Contingency $3,346,005 ~5% = $167,300
Total Contingency = $167,300
Total Meter Replacement~ Conversion and Installation Cost =
Proiect Payback Period Calculation
Total Project Cost / Annual Revenue Increase = $3,513,306/$1,267,650 =
2.77 years
See attached "Analysis of Meter Conversion to AMR/Touchread System.
Conclusion and Recommendations
The City of Delray Beach can replace all of their outdated small meters and upgrade them
to either touchread or radioread (meters located at rear of houses) at a cost of $3,513,306
which cost includes a 5% contingency. The revenue improvement can conservatively be
estimated to be $1,267,650. This amount would not include any projected labor savings
in the meter reading and meter maintenance functions. These revenue improvements are
solely from increased consumption due to improved meter accuracy and these other
potential areas of savings will be reviewed further following the completion of the
project. The project payback period would be 2.77 years using these calculations.
It would therefore be recommended:
(1) that the City not consider an annual replacement program that would take 10+ years
to complete,
(2) that the City proceed with contracting out the complete small meter replacement
project and
(3) that the City proceed with funding for this project using either a seven or ten-year
financing schedule which would produce an annual principal and interest cost of
approximately $425,000 per year for 10 years and $600,000 for 7 years (see
"AMR/Touchread System") financing schedules attached.
Sensus would be considered a sole source provider due to the following facts:
· Sensus presently has been previously approved by the City Commission as a
contractual sole source provider of small meters
· The City presently uses Sensus handheld computer devices and related sot'~ware
· Sensus presently has 970 new meters in place that would not require replacement
· Sensus has been recommended by Environmental Services Department following
field tests of the three major suppliers of automated meters and contact with other
users of the radioread units.
We would therefore ask that you review this material and, upon your approval, we would
prepare this item for the City Commission agenda at your direction.
Attachments:
Utilities Customer Service-Number of Meters Read (FY1997-FY1999) Chart
Meter Reading Cost per Meter Schedule
Analysis of Meter Conversion to AMR/Touchread System Schedule
AMR/Touchread System Financing Schedule ($3.5 million, 4.2%, 10 years)
A_MIUTouchread System Financing Schedule ($3.5 million, 4.1%, 7 years)
Cc: Richard Hasko, Environmental Services Director
Barbara Schooler, Utilities Customer Services Manager
Dan Beatty, Deputy Director of Public Utilities
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Proposed 1999 Water & Sewer Note
Principal: $3,500,000
Term: 10 Year
Rate: 4.2%
AMR/TOUCHREAD SYSTEM
Current Total
Annual Debt Water/Sewer Water/Sewer
DATE Principal Interest Service Debt Service Debt Svc
1-Apr-99 23 762
1-0ct-99 315,000 73 701 412,463 3 789,856 4,202,319
1-Apr-00 67 068
1-Oct-00 280,000 67 068 414,136 3 787,226 4,201 362
1-Apr-01 61 172
1-Oct-01 330,000 61 172 452 344 4 353,226 4,805,570
1-Apr-02 54 223
1-Oct-02 345,000 54 223 453 446 4 355,254 4,808,700
1-Apr-03 46 958
1-Oct-03 330,000 46 958 423,917 4 431,004 4,854 921
1-Apr-04 40 009
1-Oct-04 345,000 40 009 425 019 4 431,564 4,856,583
1-Apr-05 32 744
1-0ct-05 360,000 32 744 425 489 4 431,556 4,857 045
1-Apr-06 25 164
1-Oct-06 380,000 25 164 430,328 4 430,116 4,860 444
1-Apr-07 17 162
1-0ct-07 400,000 17 162 434,324 4 431,355 4,865 679
1-Apr-08 8,739
1-Oct-08 415,000 8,739 432,478 4 430,845 4,863 323
1-Apr-09
1-Oct-09 4,428,850 4,428 850
1-Apr-10
1-Oct-10 4,426 975 4,426 975
1-Apr-ll
1-Oct-ll 4,475 000 4,475,000
1-Apr-12
1-Oct-12 4,475 000 4,475,000
1-Apr-13
1-Oct-13 4,475 000 4,475,000
1-Apr-14
1-Oct-14 4,475,000 4,475,000
3,500,000 803,943 4,303,943 69,627 827 73,931,770
Principal: $3,500,000
Term: 7 Year
Rate: 4.1%
AHR/TOUCHREAD SYSTEM
Current Total
Annual Debt Water/Sewer Water/Sewer
DATE Principal Interest Service Debt Service Debt Svc
1-Apr-99 23,196
1-0ct-99 490 000 71,947 585,142 3,789,856 4,374,998
1-Apr-00 61,874
1-Oct-00 460,000 61,874 583,748 3,787,226 4 370,974
1-Apr-01 52,418
1-Oct-01 515,000 52 418 619,836 4,353,226 4 973,062
1-Apr-02 41,832
1-Oct-02 535 000 41,832 618,664 4,355 254 4 973,918
1-Apr-03 30 834
1-0ct-03 480 000 30 834 541,668 4,431 004 4 972,672
1-Apr-04 20 967
1-Oct-04 500 000 20 967 541,935 4,431 564 4 973,499
1-Apr-05 10,689
1-Oct-05 520 000 10 689 541,378 4,431 556 4 972,934
1-Apr-06 -
1-Oct-06 4,430 116 4 430,116
1-Apr-07
1-Oct-07 - 4,431 355 4,431,355
1-Apr-08
1-Oct-08 - 4,430 845 4,430,845
1-Apr-09
1-0ct-09 4,428 850 4,428,850
1-Apr-10
1-Oct-10 4,426 975 4,426,975
1-Apr-ll
1-0ct-ll 4,475 000 4,475,000
1-Apr-12
1-Oct-12 4,475 000 4,475,000
1-Apr-13
1-Oct-13 4,475 000 4,475,000
1-Apr-14
1-Oct-14 4,475 000 4,475,000
3,500,000 532,372 4,032,372 69,627 827 73,660,199
City Of Delray Beach
Department of Environmental Services
M E M 0 R A N D U M
TO: Joseph M. Safford
Finance Director
FROM: Dan Beatty, P.E. I
Deputy Director of Pub
DATE: March 11, 1999
SUBJECT: Residential/Commercial Small Water Meter Replacement Program
As you are aware I have conducted an evaluation of the small water meter replacement program
as it relates to meter manufacturer, meter size and type of reading technology.
I evaluated three major meter manufacturers, Sensus, Metron and Badger. All three companies
are used in the south Flodda area and are currently under government contracts. My evaluation
was based on meter accuracy, reliability, customer service and automated reading systems
available.
The City is currently under contract to purchase Sensus meters and uses Sensus computer
programs for reading and billing purposes. The bulk of the small meters to be replaced are 1"
therefore the 1" meter data was used for comparison purposes. By ordinance, the minimum
allowable meter size is a %" meter. Many manufacturers boast that their 5/8" meter will flow
equivalent to a %" meter, however the 5/8" restriction creates a pressure drop and as an end
result, pressure within the unit is reduced. The restriction of a 5/8" meter can also create
backpressure within the distribution system, which may cause main breaks, .~nd stress related
problems. Although many municipalities use a 5/8" meter as their minimum meter size, it is not
recommended for older systems, such as the one in Delray Beach.
The Sensus SRII 1' meter has an operating range from 3 to 50 gpm with a Iow flow registration
of % gpm and a pressure loss of 7.3 psi at 50 gpm. The Sensus meter is guaranteed to provide
new meter accuracy for 5 years and rebuilt meter accuracy for an additional 10 years. Our
experience with the Sensus meter has indicated performance within the manufacturer
specifications. The local Sensus representative has been responsive and helpful in trouble
shooting problems. Automated meter reading devices include both touch pad and radio read. We
are currently using the touch read technology on our larger meters, 3" to 8". Our discussions with
other municipalities indicate good success with the Sensus touch read and radio read systems.
The guarantee for the touch pad is 10 years; 5 years for the radio read battery and 1 year on the
radio read unit. The hand held programmer we are currently using is made by Sensus and can
be easily augmented to allow for radio read as well as touch read.
$:lEnvironmental ~ervicgstDan BeattytMeter. doc
The Badger Recordall 1" meter has an operating range from 1-1/4 to 70 gpm with a Iow flow
registration of % gpm and a pressure loss of 6.5 psi at 50 gpm. The Badger Recordall meter is
guaranteed to provide new meter accuracy for 3 years and rebuilt meter accuracy for an
additional 10 years. The City has many Badger Recordall meters in the system and they have
performed within the manufacturer specifications. The local Badger representative has had no
cause to provide service to the City since we are under contract to purchase meters from
Sensus. Automated meter reading devices include both touch pad and radio read. Our
discussions with other municipalities indicate marginal success with the Badger touch read and
radio read systems. The guarantee for the touch pad is 1 year, 10 years for the radio read
battery and 5 years on the radio read unit. The hand held programmer we are currently using is
made by Sensus therefore new hand held programmers would be required as well as new billing
software compatible with the Badger system.
The Metron meter company has not expressed a desire to provide meters smaller than 1-1/2".
Metron meters are currently used for our large meters, 3" and up. The Metron meter uses single
jet technology, which is different from the positive displacement technology used by both Sensus
and Badger. The American Water Works Association has not developed a standard for single jet
meters. While the Metron meter is very accurate and reliable, we have experienced problems
with the pulse-based touch read mechanism. Metron has been very responsive in attempting to
rectify problems associated with the pulse read devise and has gone so far as to replace all of
the first generation devises with new ones equipped with direct read technology. The Metron
meter comes with a 5-year flange to flange warranty.
Based on my evaluation and discussions with other municipalities it is my opinion that the
Sensus SRII meter will provide the most efficient use of the small meter replacement program.
While the other meters are very good in there own respect, the Sensus meter will allow us to
utilize our existing computer software with minimal upgrades. I also recommend that the touch
read technology be implemented in all meters with the exception of meters located in the rear
yards. Approximately 2500 meters are located in year yards and are time consuming to read and
maintain. Radio read encoders should be installed on the year yard meters to streamline the
meter reading process. The Sensus hand held units we currently use can be easily modified for
both touch read and radio read.
If you have any questions please do not hesitate to call.
cc: Richard C. Hasko, P.E., Director of E.S.D.
Mike Offie, Manager of Water & Sewer Network
Barbara Schooler, Utility Billing Customer Service Manager
S:lEnvironmental Service~tDan Beat~Meter. doc