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HomeMy WebLinkAbout2/3/1997� MINUTES AWACHED BOARD OF COUNTY COMMISSIONERS INDIAN RIVER COUNTY, FLORIDA A G E N D A SPECIAL WORKSHOP MEETING 1:30 p.m. - COUNTY COMMISSION CHAMBER FEBRUARY 3, 1997 County Administration Building 1840 25th Street Vero Beach, Florida COUNTY COMMISSIONERS Carolyn K. Eggert, Chairman (District 2) John W. Tippin, Vice Chairman (District 4) Fran B. Adams (District 1) Caroline D. Ginn (District 5 Kenneth R. Macht (District 3) James E. Chandler, County Administrator Charles P. Vitunac, County Attorney Jeffrey K. Barton, Clerk to the Board 1:30 p.m. UTILITY DEPARTMENT OVERVIEW ANYONE WHO MAY WISH TO APPEAL ANY DECISION WHICH MAY BE MADE AT THIS MEETING WILL NEED TO ENSURE THAT A VERBATIM RECORD OF THE PROCEEDINGS IS MADE WHICH INCLUDES THE TESTIMONY AND EVIDENCE UPON WHICH THE APPEAL WILL BE BASED. ANYONE WHO NEEDS A SPECIAL ACCOMMODATION FOR THIS MEETING MAY CONTACT THE COUNTY'S AMERICANS WITH DISABILITIES ACT (ADA) COORDINATOR AT 567-8000 X408 AT LEAST 48 HOURS IN ADVANCE OF MEETING. INDEX TO SPECIAL WORKSHOP MEETING OF BOARD OF COUNTY COAMOSIONERS UTILITY DEPARTMENT OVERVIEW FEBRUARY 3, 1997 HISTORY OF UTILITIES DEPARTMENT . . . . . . . . . . . . . . . 1 SOLID WASTE DISPOSAL DISTRICT . . . . . . . . . . . . . . . . 1 WATER AND WASTEWATER SERVICES . . . . . . . . . . . . . . . . 13 Development of Rates and Budget Administration . . . . . 14 Development of Customer Base . . . . . . . . . . . . . . 17 Graphical Information Systems/Infrastructure Management Systems . . . . . . . . . . . . . . . . . . . . . . 18 Master Planning, Wastewater/Water Treatment Plants, SCADA Infrastructure Interface . . . . . . . . . . 23 Permitting and Water Quality Management . . . . . . . . 26 Design and Implementation of Collection and Distribution System . . . . . . . . . . . . . . . . . . . . . . 32 Implementation of Assessment Projects . . . . . . . . . 37 Inspection of Construction Projects . . . . . . . . . . 43 Customer Service . . . . . . . . . . . . . . . . . . 44 Closing Summarization Operations and Maintenance of Infrastructure . . . . . . . . . . . . . . . . . . 46 Quality of Product . . . . . . . . . . . . . . . . . . . 49 SPECIAL MEETING February 3, 1997 r The Board of County Commissioners of Indian River County, Florida, met in Special Session in County Commission Chambers, 1840 25th Street, Vero Beach, Florida, on Monday, February 3, 1997, at 1:30 p.m. Present were Carolyn K. Eggert, Chairman; John W. Tippin, Vice Chairman; Fran B. Adams; Kenneth R. Macht; and Caroline D. Ginn. Also present were James E. Chandler, County Administrator; Charles P. Vitunac, County Attorney; and Patricia "PJ" Jones, Deputy Clerk. Chairman Eggert opened the meeting and announced that at the end of the presentation, the Commissioners and then the public would be invited to ask any questions. HISTORY OF UTILITIES DEPARTIVIEN'r Utilities Director Terry Pinto gave a brief history of the Utilities Department. SOLID WASTE DISPOSAL DISTRICT Solid Waste Disposal District Manager Ronald R. Brooks reviewed the following: OvExvIXw - The Solid Waste Disposal District (SWDD) was established as a dependent special district of Indian River County on December 22, 1987 under the provisions of County Ordinance 87-67. The SWDD encompasses the unincorporated area of the County and, through interlocal agreements, the municipalities of Vero Beach, Town of Indian River Shores, Town of Orchid, City of Sebastian, and the City of Fellsmere. The SWDD has the responsibility of providing efficient and acceptable collection, recycling, disposal and overall management of solid waste generated within the District. The Board of County Commissioners serves as the District's Board of Commissioners with the County Administrator serving as the SWDD Administrator and the Director of Utilities serving as the SWDD Director. The SWDD employs a total of 65 employees as illustrated in the organizational chart provided as Figure 1. SOLID i+ASTE SYS22H The SWDD's waste management system is composed of three primary budgetary systems consisting of the landfill operations, refuse operations, and recycling operations. The landfill operations and budget address the administration of the SWDD, waste disposal, hazardous waste management, and the administration of the franchised waste collection companies. The refuse operations and budget address the SWDD operated transport of residential waste from five collection/recycling centers to the landfill. The recycling operations and budget address the staffing of the collection/recycling centers; the collection, processing and marketing of recyclables; and the public education program for the promotion of recycling. 1 FEBRUARY 3, 1997 BOOK. IU' qu SOLID RASTE COZZECTION The SWDD operates five (5) collection/recycling centers at the locations illustrated in Figure 2. The centers are staffed and are open five (5) days out of the week from the hours of 7:00 a.m. to 6:00 p.m. as follows: SUN MON TIIE WED THU FRI SAT Gifford Winter Beach 7-6 7-6 Closed Closed 7-6 Roseland 7-6 7-6 Fellsmere 7-6 7-6 7-6 Closed Oslo Closed 7-6 7-6 The centers accept household waste and yard trash from single INDIAN RIVER COUNTY SWDD AMMSTRATOR SOLID WASTE DISPOSAL DISTRICT SWDD ORGANIZATIONAL CHART DIRECTOR FISCAL YEAR 1996-97 IADMINISTRATION 8WD0 ADMINISTRATION SECRETARY "I MANAGER ACCT. CLERK Of ENVIRONMENTAL I PARTTIME - — LANDFILL RECYCLING CHEMIST HIS STUDENT I SUPERINTENDENTCOORDINATOR I ASSESSMENT ADMINISTRATION 8CEISEC COORDINATOR SECRETARY If I MAINTENANCE LANDFILL SCALE OPERATOR RECYCLING REFUSE EQUIPMENT WORKER VI OPERATIONS (I POSITIONS) FOREMAN (I POSITION) FOREMAN I I I FOREMAN MECHANIC III (I POSITION) MAINTENANCE I4FAW EQUIPMENT MOTOR EQUIPMENT MOTOR EQUIPMENT EQUIPMENT WORKER Of OPERATOR II h OPERATOR h OPERATOR 1 MECHANIC It (3 POSITIONS) (7 POSITIONS V POSITION) (3 POSITIONS) (I POSITION) MAIMTENANCE HE/1W EQUIPMENT FIEAW EQUIPMENT WORKER NJ+ OPERATOR II OPERATOR I MAINTENANCEWORKER IV — MOTOR EQUIPMENT EOUIPMENT (3 POSITIONS) (4 POSITIONS) (1 pOSITfOM (12 POSITIONS) OPERATOR II SERVICE OPERATOR NS) (2 POSITIONS) (T POSITION) TEMPORARY HELP MOTOR EQUIPMENT MAINTENANCE (MAINTENANCE HEAVY EQUIPMENT WELDER SUMMER STUDENT OPERATOR 11 WORKER 111 WORKER VI OPERATOR II MECHANIC II (I POSITION) (I POSITIO (2 POSITIONS) W) (2 POSITIONS) (I POSITION) (I POSITION) family residences and the following recyclables: 1. Glass Containers 6. Office --Paper 2. 3. Newspaper Aluminum Cans 7. Corrugated Cardboard 4. Bimetal Cans 8. 9. Waste Oil White Goods 5. Plastic Containers 10. Scrap Metal 2( FEBRUARY 3, 1997 Figure I Also accepted on a limited basis is household hazardous and bio - hazardous wastes. To illustrate the volume of activity that occurs at these centers- an itemization of materials received and transported from these sites in fiscal year 1995-96 is provided in Ezhibit I. During fiscal year 1995-96 the cost for transporting waste from the collection/recycling centers was approximately $362,039 and the total amount of material collected was 21,721 tons. The SWDD oversees franchises/contracts with two commercial waste collection companies, Harris Sanitation, Inc. and Treasure Coast Refuse Corp. They provide waste collection service to commercial and residential properties in the unincorporated area of the County. The waste collection is a voluntary service for residences as they have the alternative of utilizing the collection/recycling centers operated by the SWDD or the commercial curbside collection service. The residential collection service provided by the franchised haulers includes a separate collection for household garbage, and a separate collection for yard trash. The household waste collection service is split into two service areas as illustrated in Figure 3, with Harris Sanitation serving the north part of the County and Treasure Coast Refuse serving the south part of the County. Commercial collection service is provided by either collection company throughout the unincorporated area of the County to induce competitive pricing. To illustrate the volume of waste and recyclables transported by the franchised haulers, the material collected by these companies during fiscal year 1995-96 is provided in Exhibit II. The City of Vero Beach provides its own mandatory collection service and the municipalities of Indian River Shores and Sebastian contract their collection service. Exhibit II also illustrates the volume of waste collected by the City of Vero Beach and the hauler serving the City of Sebastian during fiscal year 1995-96. SECTION 4 RECYCZWG OFERATIOZfs The SWDD provides staffing at the five collection/recycling centers under the recycling program. The staff provide the separation of recyclables received into the centers as well as oversee operations to insure safe and proper handling of waste and recyclables received into the centers. A curbside recycling collection service is provided to single family residences and multi -family residences through contracts between the SWDD and the franchised haulers. The SWDD oversees these contracts and insures their proper execution. Harris Sanitation serves the north part of the County and Treasure Coast serves the south part of the County as illustrated in Figure 4. Through interlocal agreement this service is also provided in the municipalities. The service is mandatorily paid for through the assessment process, however, participation is voluntary. The recycling collection service consists of a 2 -bin bi-weekly collection for single family residences and a weekly collection from strategically located toter stations for multi -family and mobile home complexes. These toter stations function similarly to dumpsters only they are for recyclables instead of .garbage. The haulers are responsible for separating the recyclables at the truck. The SWDD operates a recycling processing facility at the landfill for the receiving, processing, baling, storage and marketing of recyclables. The SWDD receives the various recyclables already separated from the franchised haulers, and from the collection/recycling centers. At the recycling processing facility staff remove any minor contamination and then bale cans, plastic and cardboard. The recyclables are stored and either shipped out by SWDD staff to market or picked up by the buyers. Exhibit III provides an itemization and the tonnage of recyclables recycled by the SWDD and the private sector during fiscal year 1995-96. The total tons of material recycled fiscal year 1995-96 was 58,933 tons, approximately 32% of the overall wastestream. Although we recycled 32% of the wastestream the Department of Environmental Protection only recognizes 24% as they accept a maximum of 15% for the recycling of mulch and scrap metal. 3 FEBRUARY 3, 1997 BOOK The SWDD hired a Recycling Coordinator in compliance with the requirements of the Florida Department of Environmental Protection. The Recycling Coordinator's primary responsibility is tracking the recycling of the private sector, coordinating the grant program, and handling all of the public education and recycling promotion programs. In fiscal year 1995-96 the SWDD spent approximately $53,811 on the Recycling Education Program. The overall recycling program, including the staffing of the collection/ recycling centers, the recyclables processing and baling operations, and the Public Education Program cost approximately $1,719,195 in fiscal year 1995-96. The Florida Department of Environmental Protection provides an annual Recycling and Education Grant to reimburse some of the operational and capital expenses for recycling. This grant does not require matching funds but is for reimbursement of expenses only. This fiscal year the SWDD received a recycling and education grant in the amount of $179,152. LANDFILL DISPOSAL OPERATIONS The SWDD operates two separate landfill sites within the 270 acre area of the landfill. The primary disposal site is the Class I landfill (approximately 25 acres) referred to__as Segment II. This site receives all of the landfilled waste except for construction and demolition debris. The construction and demolition debris, consisting of materials illustrated in Figure 5, is disposed of in a 20 acre construction and demolition debris landfill. A third site that the SWDD has to maintain term maintenance plan is the 20-25 acre referred to as Segment I. Segment I was the on the property and it opened in 1977 and September of 1989. under a 30 year long - closed landfill area original landfill site was finally closed in Segment II was constructed in 1989 and began receiving garbage in July of 1989. This segment is expected to be filled by the beginning or middle of 1998. Since this site receives Class I waste the SWDD is required to have a Certified Landfill Operator onsite at all times when the site is receiving waste. This site has a 60 mil bottom liner that is designed to collect leachate from the buried waste within the entire site. The leachate is transmitted by PVC pipe to a collection station that pumps it to the West Regional Wastewater Treatment Plant for treatment. During fiscal year 1995-96 approximately 2,183,000 gallons of leachate was collected and pumped to the West Regional Plant. The construction and demolition debris landfill was opened in January 1994 and is expected to be filled by September, 2007. This site was issued a general permit that did not require a substantial amount of permitting. The state, however, has recently modified Chapter 62-701, Florida Administrative Code and is now requiring a regular permit for a C&D site. As a result substantial engineering is required and much of the operational requirements are the same as that of a Class I landfill. The long-term goal for the C&D site is to recycle this material since in excess of 50% of it can be recycled. Materials that can be recycled include concrete, bricks, cardboard, wood, shingles, metal, and wallboard. Figure 6 provides an illustration of the overall landfill property and its various operational sites. The SWDD currently has a construction permit from the Department of Environmental Protection for the construction of a Class I infill between Segments I and II. The SWDD's engineer, Camp Dresser & McKee, is currently working on a Request for Proposals for a qualified firm to construct and operate the infill. Once constructed this infill will provide a disposal area for Class I waste to the years 2000-2001. 4- :. FEBRUARY 3, 1997 r All material entering the landfill is weighed across the scale system and tracked by computer. The computerized tracking system provides multifaceted reporting capabilities and can produce related reports on material types, customer transactions and vehicle types. The SWDD has several programs for tracking the ongoing activities of the landfill, recycling, and collection operations. The SWDD maintains all operational records and notifications as required by Chapter 62-701, Florida Administrative Code. Those records are available for public and regulatory agency review and consist of, but are not limited to: . Current and previous permits and applications Monthly and quarterly waste records by component and aggregate Leachate amounts, sampling, and analysis . Rain gauge and weather station data . Monthly landfill operating reports (FDEP monthly facility report) . Annual estimates of remaining capacity (permitted disposal) in cubic yards . Landfill gas monitoring results Regulatory agency landfill inspection reports . Landfill design plan (short-term and proposed buildout) . Groundwater sampling plan, including well location, construction, and water quality sampling results . All official notifications to or from FDEP regarding the landfill facility Training verifications and certifications Landfill operations plan, including all supplementary material incorporated by reference . Random load inspection reports . Solid Waste Master Plan The SWDD operates 360 days a year and receives approximately 500 tons per day of waste and recyclables. To illustrate the types and amounts of waste received a detailed spread sheet outlining the overall wastestream of Indian River County for fiscal year 1995-96 is provided as Exhibit IV. A graphical illustration of the general categories of material received in fiscal year 1995-96 is also provided in Figure 7. A flow -chart of the various categories of waste and recyclables processed by SWDD and the private sector is illustrated in Figure B. During fiscal year 1995-96 a total of 186,628 tons of material was processed in Indian River County and 58,933 tons (32.3%) of that material was recycled. Approximately 114,128 tons of material were landfilled in the Class I, Segment II landfill and 33,280 tons of material were landfilled in the construction and demolition debris landfill. SITE OPERATIONS ADMINISTRATION AND MAINTENANCE Administration and maintenance buildings were constructed at the landfill in 1994 and 1995. The administration building is where the offices for a majority of the administrative staff and foremen staff are located. The building also has locker rooms, showers and a lunch room for the employees that work in or out of the landfill facilities. The maintenance area consists of a heavy equipment repair building, a truck repair building, and a vehicle and equipment washdown facility. 5 � � v=- tour. FEBRUARY 3, 1997 I CA HOUSEHOLD HAZARDOUS WASTE 18 TONS TOTAL RECYCLABLES 58,933 TONS RECYCLE MARKET 31,333 TONS DIRT AND ASH DAILY COVER 5,423 TONS MULCH AS DAILY COVER 22,178 TONS SOLID WASTE DISPOSAL DISTRICT TOTAL WASTE PROCESSED 188,828 TONS VEGETATION I - --. I - - -v TIRES 64 8T TONS I 402 TONS 33,821 TONS LUCIE CO. SWDD FIGURE 8 INCINERATED CONTRABAND 49 TONS WASTE DIRECTLY CONSTRUCTION 6 RECYCLINGOLLECTION DEMOLITION CLEANC & D SWDO AND PRIVATE DEBRIS 11,343 TONS 18,447 TONS 35,287 TONS TOTAL RECYCLABLES 58,933 TONS RECYCLE MARKET 31,333 TONS DIRT AND ASH DAILY COVER 5,423 TONS MULCH AS DAILY COVER 22,178 TONS SOLID WASTE DISPOSAL DISTRICT TOTAL WASTE PROCESSED 188,828 TONS VEGETATION I - --. I - - -v TIRES 64 8T TONS I 402 TONS 33,821 TONS LUCIE CO. SWDD FIGURE 8 INCINERATED CONTRABAND 49 TONS WASTE DIRECTLY CONSTRUCTION 6 TO CLASS I DEMOLITION LANDFILL DEBRIS 84,187 TONS 35,287 TONS MULCH INCINERATED ICONTAMINATEDN(STOCKPILED 28,720 TONS i�T ONS I 3.538 TONS 118 TONS 14,140 TONS --- STOCKPILED TIRES TIRES PROCESSED IRT D 6 ASH ASH 397 TONS 584 TONS 15.423 TONS 71 TONS IF TIRES TIRES TO TIRES RECYCLED SWDD RECYCLE LANDFILLED ST LUCIE AS FUEL 23,472 TONS 205 TONS 34 TONS 521 TONS PRIVATE RECYCLE 7,80 TONS A88E C 08 r 4REAS oGRIT I GARBAGE 8,074 TONS CLASS I LANDFILL SEGMENT I 114,128 TONS WASTESTREAM FLOW -CHART FISCAL YEAR 1988-98 CONSTRUCTION AND DEMOLITION CLASS 1 LANDFILL 2,018 TONS J CONSTRUCTION AND DEMOLITION LANDFILL 81,280 TONS SOLID WASTE DISPOSAL DISTRICT WASTE COMPOSITION RECEIVED FISCAL YEAR 1995-96 SPECIAL 0.0% 50.0 TONS C & D MATERIAL 19.8% 35,297.0 TONS GARBAGE 44.8% 80,074.2 TONS TIRES 0.2% 402.0 TONS RECYCLABLES 11.2% 19,930.0 TONS SLUDGE 2.3% 4,112.0 TONS vtut I A I10N 21.7% 38,821.0 TONS WASTE TONNAGE BY CATEGORY Figure 7 WASTE TIRE OPERATIONS A waste tire processing area consisting of a tire storage area and tire shredder is located adjacent to the recycling facility. Florida Administrative Code prohibits the disposal of whole tires in a landfill thereby necessitating a means of cutting or shredding tires before their disposal. Heavy equipment tires are cut in pieces using a large shear that mounts on a backhoe. Auto and truck tires can be shredded with the tire shredder, however, we are now sending the tires to a private company for processing. The company provides truck trailers at the tire facility and we load the tires on the trailers using prisoners from the State Correctional Center. The company then transports the tires to its facility for shredding; then they are shipped to an industrial facility for use as fuel. The SWDD receives a waste tire grant from the Department of Environmental Protection which more than pays for the waste tire operations. This fiscal year the SWDD received a grant in the amount of $59,734. The grant is non-matching and can only be used to reimburse the SWDD's expenses in waste tire management. 7 FEBRUARY 3, 1997od. VEGETATION DEBRIS Vegetative debris is normally received as land clearing debris, yard trash, or wood chips. The vegetation cannot be disposed of in a Class I landfill therefore the SWDD either incinerates the material or shreds it into mulch for recycling. Vegetation constituted 21.75 of the wastestream in 1995-96. The volume of this material is overwhelming and the SWDD is investigating the privatized mulching or recycling of the material. The equipment required to process this type of material is extremely expensive and has very high operational and maintenance costs. It is the intention of the SWDD to compost this material which likewise is a costly and time consuming process. The volume of the material that we have received has far exceeded our capabilities handling and we presently have over 30,000 tons of raw material stockpiled and twice that amount shredded and awaiting recycling. Some of the material that was shredded and stockpiled in the past has degraded to the point where a trommel screen is now used to screen the material and recover organic dirt. This dirt is used for daily and intermediate cover in the Class I landfill and the C & D landfill. HOUSEHOLD HAZARDOUS WASTE A household hazardous waste processing and storage building was constructed in 1990. The SWDD has a full time chemist and assistant that collect hazardous waste that the residents leave at the five collection/recycling centers. This material is safely and properly stored in the hazardous waste building on a daily basis. When sufficient material is collected a contracted, licensed hazardous waste hauler packs and manifests the material; then transports it to disposal facilities for proper disposal. In fiscal year 1995-96 the SWDD disposed of 36,000 pounds of household hazardous waste and recycled 59 tons of batteries and 55 tons of waste oil. BORROW PIT The solid waste must be covered on a daily basis with a soil material or other authorized substances to control odors, insects and animals. The SWDD operates a borrow pit that is now being closed out and transformed into a stormwater management area. Three additional borrow pits have been approved by the St. Johns Water Management District. Operation of these pits will soon proceed to obtain additional soil for daily cover. When soil material cannot be obtained from the in-house borrow operations it is purchased from local mining companies. The solid waste operations are regulated by numerous local state or federal agencies in almost every aspect of operations. Exhibit V provides a list of the regulatory agencies and the different state and federal laws and rules that apply. Along with the regulatory requirements are permitting and reporting requirements.. Figure 9 is an itemization of the permits under which the SWDD operates. Each of these permits contains its own reporting requirements and every permit generally requires the services of a professional engineer. The permits issued by the Department of Environmental Protection and the US Environmental Protection Agency require extensive monitoring of the groundwater, surface waters, and the leachate that is generated by Segment II. The sampling varies from monthly, to quarterly and semi-annually. In addition to the analytical requirements a report has to be prepared every other year by a professional engineer outlining or addressing any changes or trends in the analytical results. The analytical requirements can vary in cost from $25,00 to $30,000 per year. FEBRUARY 3, 1997 S01M WASTE ASSESSMENT SYSTE�►t The adoption of Ordinance 87-67 provided the mechanism for residents to dispose of solid waste at the County's landfill, including measurement of waste volume and associated assessments. The mechanism is further detailed as SWDD Operational Procedures in SWDD Resolution 95-1 (Exhibit VI). The basis of the assessment was the equivalent residential unit (ERU), which was defined as the amount of solid waste generated annually by an average single- family unit. In 1989, SWDD was authorized by ordinance to change the assessment system from ERUs to waste generation units (WGUs). Annual solid waste assessments are formulated on the basis of a WGU, which is defined as a basic unit of waste generation equivalent to 1 ton per year. Commercial properties are assessed a waste generation rate based upon the use, or uses, of the property and the square footage of the structures, or portions thereof, that are in use. Pursuant to Resolution 95-1, the waste generation rates for commercial properties are applied as WGUs per 100 square feet of structural space. Waste generation rates for residential structures are applied at a rate of 1.6 WGUs per single family residence and 1.2:WGUs per multi -family unit or mobile home park unit. The current fee schedule is $49.32 per WGU for residential customers and $35.64 per WGU for commercial customers. The additional charge per WGU for residential customers covers the cost of providing curbside recyclables collection. For residential customers the fee structure calculates to an annual fee of $78.91 for single family residences and $59.18 for multi -family and mobile home park residences. Figure 10 provides a recap or parcel listing of the various use codes with a breakdown of the total WGUs and revenues for each use code. Pursuant to Section 7 of Ordinance 87-67, all assessable Properties receive benefits from the availability of SWDD and areassessable whether or not the property generates waste. Commercial are authorized credits for vacancy and recycling as properties Resolution 95-1, while residential properties are not all wed such credit. Vacancy credits may be applied to an assessable commercial property for vacancies exceeding 6 months within the calendar year Prior to the year the assessment is due. equivalent to the tons of material recycled may also be Recycling credits commercial properties for material recycled in the calendar year prior to that in which an assessment is due, applied to circumstances is a property or business to receive vacancy or Under no recycling credits that would reduce its assessment below the Readiness to Use Fee of $21.63 per WGU. As such, no business or Property can receive credits in excess of 39percent of the original annual assessment. The assessable status of each property located within SWDD is determined annually on January 1 by the Property Appraiser's Office. When a property that is not assessable on January 1 becomes assessable, or when property property's use classificationa improvements change the , prorated solid waste fee is applied to the property. Upon remittance of the solid waste fee a Certificate of Occupancy may be issued by the Department. Prior to issuing Certif cates County Building participating communities collect solid waste assessments Of anand forward the funds to the SWDD Assessment Coordinator. The SWDD Assessment Coordinator and a Secretary are located at the County Administration Building where they are in close proximity to the Building Department, Property Appraiser's office and the Tax Collector's office. It is their responsibility following activities related to to handle the the to Roll: 1• Collect and process solid waste fees when Certificates of Occupancy are issued. 2• Investigate complaints regarding assessments. 3• Coordinate with the Property Appraiser's office, and Tax Collector's office, in the investigation, updating and correction of assessments. 4. Provide annual updates of the assessment roll to incorporate new businesses that received Certificates of Occupancy the previous calendar year. 5. Verify and process credits for vacancy and recycling on non- residential properties. �*7 FEBRUARY 3, 1997 ^ ; u On May 1 of each year, SWDD provides to the Property Appraiser's Office all assessment roll changes that reflect the status of commercial properties that received Certificates of Occupancy, vacancy credits, and recycling credits in the previous year. By June 1 of each year, SWDD receives from the Property Appraiser's Office a preliminary assessment roll for review of errors. B 1 of each year, SWDD provides to the Property Appraiser's Y July corrected preliminary assessment roll. PPraiser s office a Waste Landfill Assessments is included in the PropertyOf A annual Solid annual non ad valorem notice. owners PPraiser s to contest Solid Waste Landfill 1 ssessm nt by erty eithereconferrthe ing with SWDD staff to correct an error or b contest the assessment. The Tax Collector (collects Inato etannual Solid Waste Landfill Assessment by the same procedures used to collect the ad valorem taxes. Disposal charges for State-owned Properties are collected by SWDD through the issuance of an annual invoice each November. During Fy 1995, SWDD performed a waste composition analysis and an evaluation of the inplace solid waste assessment program which resulted in the development and adoption of Resolution No. 95-01. Resolution No. 95-01 replaced and supersedes Resolution No. 91-01. Resolution No. 95-01 made two significant changes in the assessment Program. 1. Property Classification and Use Modifications included changes in the waste generation were modified. several classifications and generation rates for classifications. the addition of some new 2• An assessment appeals program was established. Provides the authority to perform surveys and implement hh program c anges in waste generation rates when deviations of above or below the waste generation rate can BILLING SYSTEM more than 30 percent be substantiated. SWDD operates a computerized system database for account tracking, billing, and waste stream tracking. All transactions occurring within the landfill are entered into the landfill computer. The incoming waste stream is classified into individual material type identifiers so that staff can track numerous waste types as well as recyclables. Customers and vehicles that regularly use the landfill are assigned an account number and vehicle number. An account number may have multiple vehicle numbers. Customers who rarely enter the landfill are processed under a default account number. During FY 1995, with the opening of the new landfill administration Office, the majority of the computerized account tracking functions that had previously taken lace at the Building were moved to the landfill administration on office. At the end of each day, the scale operator backs u files and sets the computer u P the computer data administration office. P for communications to the landfill modem to the landfill administiaon office transactions are communicated by 112, after receiving the transactions, reviewsD them. Isc and Clerk corrections as needed. Weekend transactions are communicatema d kes the landfill administration office on Monday. After reviewing the transactions and making necessary corrections, the account clerk prepares files for data the corrected transactions for Processing and forwards ent tracking is performed b Processing. Billing and tracking system allows by he Finance Department. The computerized data ito ngts landfill administration entry and forwarding of transaction Data Processing and Finance Department inithe Coce unty to the Building. The system y dministration such that the provides a multi -faceted reportingca system can be queried and can Pability reports on material type, customer transaction, and vehicle de ttype. FEBRUARY 3, 1997 10 +' � r M M REVENUES AND EXPENSES REVENUES The SWDD operates under an enterprise fund and the primary source of revenues is the solid waste assessment on developed properties that is collected by the Tax Collector. The estimated revenues from the assessments for this fiscal year are $6,166,699. Additional revenues are collected daily for new construction as certificates of occupancy are issued. New construction is charged a prorated fee for waste disposal covering the period from issuance of CO to when the new construction is on the assessment roll. There are materials such as construction debris, landclearing debris, tires, etc. that are not covered under the assessment program and these materials are charged a tipping fee on being brought into the landfill. The tipping fee schedule is provided in Figure 11. For an example of the revenue sources and their amounts Figure 12 outlines each revenue source and the estimated amounts for fiscal year 1996-97. EXPENSES As previously discussed the operations of the SWDD are broken down into three (3) different budgets consisting of Landfill, Refuse, and Recycling. The expenses under each of these budgets are broken down into numerous individual operational expenses. Last fiscal year the actual expenses for solid waste management were as follows: LANDFILL $3,626,804 REFUSE $ 362,039 RECYCLING $1,719,195 TOTAL 55.708.038 An illustration of these expenses for fiscal year 1995-96 is provided in FIGORE 13 .. CLOSED LANDFILLS The Florida Department of Environmental Protection (DEP) required the County to conduct an investigation of the groundwater conditions at the Closed Gifford Landfill. This investigation included a hydrogeologic survey and construction of approximately eighteen groundwater monitoring wells around the landfill. The DEP has recently agreed to allow the County to monitor the groundwater at the Gifford Landfill for two years in order to evaluate the contamination conditions, and further, evaluate the need to develop a groundwater cleanup operation. The professional services of Brown and Caldwell were used to investigate the conditions at the Gifford site and they have a continuing services contract with the County to perform groundwater investigations for another year and a half. As noted in the letters provided as Exhibit VII the DEP is now requiring the investigation of four other closed landfill sites, more specifically: 1. Oslo Landfill 2. Winter Beach Landfill 3. Wabasso Landfill 4. Roseland Landfill A research of our files revealed that all four of these sites were in fact landfills and they were all closed in 1977 under the Provisions of Temporary Operating Permits issued by the Department of Environmental Regulations. Figure 2 illustrates the locations of these landfill sites since the Collection/Recycling Centers are located on these closed landfills. it discussion on each of the old landfill sites. VIII provides a e in from old files that are available in the SWDD_recordsfotion is 11 B00 100 PACE FEBRUARY &� FEBRUARY 3, 1997 1996/97 PROPOSED BUDGET - SOLID WASTE DISPOSAL DISTRICT FUND 411 REVENUES $49.32 91 95/96 PROPOSED 1996/97 INCREASE (DECREASE) 343-041 GARBAGE SOLID WASTE SALES $0 $5,000 $5,000 343-042 DEMOLITION CHARGES $700,000 $650,000 ($50,000) 343-043 TIRE DUMPING CHARGES $61,000 $30,000 ($31,000) 343-045 RECYCLING SALES $400,000 $300,000 ($100,000) 343-047 SEPTAGE/SLUDGE DISPOSAL $50,000 $50,000 $0 343-048 CONTROLLED SUBSTANCE - $10,500 $5,000 ($5,500) 343-092 LOT CLEARING REVENUE $40,000 $40,000 $0 361-010 INTEREST -INVESTMENTS $300,000 $350,000 $50,000 361-032 INTEREST -TAX COLLECTOR $9,000 $9,000 $0 363-040 LANDFILL ASSESSMENTS $150,000 $160,000 $10,000 363-120 SERVICE ASSESSMENTS $5,927,997 $6,166,699 $238,702 389-030 LESS 5% EST. RECEIPTS ($382,424) ($388,285) ($5,861) 389-040 CASH FORWARD - OCT. 1 $369,000 $226.498 «Ia9 -s;roi LUMEN L4L-WAMoMJFRA-MnVmart(w.a.u) $49.32 49.32 0 EXPENSES $78.91 178.91 $0 209 REFUSE 217 LANDFILL $575,465 $551,139 ($24,326) 255 RECYCLING $6,331,068 $1,936,240 $5,538,502 $2,276,289 ($792,566) $340,049 SUB -TOTAL EXPENSES $8,842,773 $8,365,930 ($476,843) LESS CAPITAL OUTLAY $1,207,700 $762,018 $445,682 TOTAL EXPENSES 17.635.073 47 an% 04 3 .&d%.d A A% LUMEN L4L-WAMoMJFRA-MnVmart(w.a.u) $49.32 49.32 0 NMLA .Fairx�sznarnnc v�nrc�Ru� $78.91 178.91 $0 RESIDENTIAL W.G.U. COMMERCIAL W.G.U. $49.32 $49.32 $0 $35.64 $35.64 $0 NUMBER OF RESIDENTIAL W.G.U.'S 74,980 77,847 NUMBER OF COMMERCIAL W.G.U.'S 2,867 TOTAL W.G.U.'S W.G.U. = ONE TON 62,570 137,550 65,299 2,729 143,146 5,596 /dc 97BUDGET/123 FIGURE 92 Director Pinto commented that every year there are new and more complex regulations and the extremes of the government are just getting more extreme. Commissioner Macht questioned the composition of the 40 tons of contraband, and Director Pinto explained that could be any sort of contraband brought in by any of the law enforcement agencies. 1e� 'ri 12 EUOK �-U'� F'AGE 4 FEBRUARY 3, 1997 SWDD is under contract with the state for this service and federal police are present to guard the contraband until they are sure it is burned. WATER AND WASTEWATER SERVICES Director Pinto briefly described the County's water treatment plants and plans for future development: The treatment level required by the water plants is dictated by the Safe Drinking Water Act. The water treatment in Indian River County is state of the art Reverse Osmosis. The county currently operates two Reverse Omosis (R.O.) Plants ( S. County R.O. and N. Beach R.O.). Currently, the N. Co. plant is under construction and the N. Beach plant is being prepared for demolition. (See N.CO R.O. Plant construction and repump and storage facility). Exhibits are attached depicting the R.O. process for your information. Over the past 10 years, since the construction of the county's first R.O. facility, the South County R.O. plant process technology has dramatically evolved. Through a staff conducted membrane piloting plan, we were able to determine the best membrane on the market to meet our needs. (i.e. membranes operated at 300-500 psi). Through this effort and in conjunction with our engineers, the operating pressure has been greatly reduced to approximately 150 psi reducing overall water production costs. (See South Co. R.O. Exhibit and report titled Low Cost Membrane Softening by William Suratt, Terrance Pinto, Brad O'Keefe). The first low cost membrane system was installed in the S. CO. R.O. plant with full computer controls. The greatest draw back to the R.O. process is the disposal of the reject or brine stream. Staff in conjunction with our consultant, piloted a custom treatment system for this side stream treating the discharge into the Indian River. This treatment process is new and working very successfully to meet state and federal permitting requirements. FUTURE DEVELOPMENT The County owns and operates five RO plants and is interested in further reducing construction and operating coats by applying this knowledge to treat the concentrate from existing and future plants. The County is also planning to apply these designs to H2S removal from the permeate in lieu of conventional packed tower degasifiers and odor control units. The following additional tests have been proposed for the near future: 1. Conduct experiments to determine the amount of the sulfatelelemental sulfur split and the changes in concentrate turbidity after treatment, if any. 2. Explore the use of thiosulfate and ferric chloride addition for obtaining higher percentages of sulfate and less elemental sulfur. This is important in minimizing the formation of turbidity in the finished water storage tanks. 3. Obtain additional information with operating at different pressures and flows. 13 FEBRUARY 3, 1997 eooK ;Act 439 SWDD is under contract with the state for this service and federal police are present to guard the contraband until they are sure it is burned. WATER AND WASTEWATER SERVICES Director Pinto briefly described the County's water treatment plants and plans for future development: REGIONAL WATER TREATMENT PL NTS The treatment level required by the water plants is dictated by the Safe Drinking Water Act. The water treatment in Indian River County is state of the art Reverse Osmosis. The county currently operates two Reverse Omosis (R.O.) Plants ( S. County R.O. and N. Beach R.O.). Currently, the N. Co. plant is under construction and the N. Beach plant is being prepared for demolition. (See NCO R.O. Plant construction and repump and storage facility). Exhibits are attached depicting the R.O. process for your information. Over the past 10 years, since the construction of the county's first R.O. facility, the South County R.O. plant process technology has dramatically evolved. Through a staff conducted membrane piloting plan, we were able to determine the best membrane on the market to meet our needs. (i.e. membranes operated at 300-500 psi). Through this effort and in conjunction with our engineers, the operating pressure has been greatly reduced to approximately 150 psi reducing overall water production costs. (See South Co. R.O. Exhibit and report titled Low Cost Membrane Softening by William Suratt, Terrance Pinto, Brad O'Keefe). The first low cost membrane system was installed in the S. CO. R.O. plant with full computer controls. The greatest draw back to the R.O. process is the disposal of the reject or brine stream. Staff in conjunction with our consultant, piloted a custom treatment system for this side stream treating the discharge into the Indian River. This treatment process is new and working very successfully to meet state and federal permitting requirements. FUTURE DEVELOPMENT The County owns and operates five RO plants and is interested in further reducing construction and operating costs by applying this knowledge to treat the concentrate from existing and future plants. The County is also planning to apply these designs to H2S removal from the permeate in lieu of conventional packed tower degasifiers and odor control units. The following additional tests have been proposed for the near future: 1.. Conduct experiments to determine the amount of the sulfate/elemental sulfur split and the changes in concentrate turbidity after treatment, if any. 2. Explore the use of thiosulfate and ferric chloride addition for obtaining higher percentages of sulfate and less elemental sulfur. This is important in minimizing the formation of turbidity in the finished water storage tanks. 3. Obtain additional information with operating at different pressures and flows. 13 FEBRUARY 3, 1997 Development of Rates and Budget Administration Controller Ted Monroe stated that in 1984 the County's plant investment was $13,000,000, growing to $156,000,000 in 1996, an increase of $143,000,000 since 1984: The County's customer base has doubled from 1988 to 1994: 14 n 1 1-1 , _ .- FEBRUARY 3, 1997 � r Utility Generate. dIflevepues Paid to CountyFund : 1995/96 ♦ 6% Franchis Fee $81 1 ,83 ♦ General '& Administrative; $47 1' 1 I ♦ Rent $ 50,920 . ♦ Self Insurance Fund 185 440 Total $1";$'l 8X4 Utzlz Current i Billing Charge/Per AccQuut Y: $200 ♦ Base Facility Charge/Per ER"' ♦ Volume-Charge: , , 4 a } 0 to'3,000 Gals Per Month ., ♦ 39001 to 79000 Gals PerMon X2:15 Over 75000 Gals:Per'Wht . M255 ♦`Excess Volume Charge; ♦ Volume Surcharge For Use Greater Than 139000 Gals Per Month $2.30 Curr ent Utili Rates 7; Wastewater. ♦ Billing Charge/Per Account- _$ 11pp ♦ Base Facility Charge/Per EAU s $13.50 , ♦ Volume Charge: Per 1,000 Gals Calculated as 85% of Water Use - .y 109000 Gals Per Month Max. for Residential Customers Excess Volume Charge: ♦ Volume Surcharge For Use Greater Than 11,000 Gals Per Month $ 4.45 Explanation of Rate Components an. Fees ♦ Eouivalent Residential Unit ERCT ♦ The amount of water used Waswl' produced b �. j p. d Y a 1Yp��ai e� enTI r , water use ranges,,.froom Y} •.. ; ,j � da bass 2 on a maximum'. y on a maximuxn � � M month r RESIDENTIAL- UTILITY s _ - CHARGES s� `w , - x A a Average Resiuentiai =Bill 5,000`' 'fats. 'per f . �� g M usag77 e: vv ♦ Sewer $290-74 6% Co. Surcharge S 303 Total $53052 Development of Customer Base Utilities Director Terry Pinto emphasize that fire flow capacity determines the requirements for water capacity. Commissioner Tippin recalled that the Board authorized expansion of the utilities department because DEP said we were at some percentage of capacity vs dry lines. Director Pinto stated that the department was below 50% capacity but DEP said the county was maxed out. Negotiations were held with DEP and we refused to sign the part of the permit that said we had that amount of committed flow. The Comp Plan requires that when we use 50% of our capacity, we have to start designing the next expansion and when we reach 80%, we have to start construction. This is a self-supporting utility which only collects what we need to pay required expenses. Impact fees are also an expense requirement covering the cost of providing new capacity for new customers. Studies which indicate that our fees are high in comparison to other counties do not take into account that our system is entirely new while some communities have facilities which were built many years ago. Also, other counties have impact fees which are called by other names. In response to Commissioner Ginn's question regarding the use of revenue bonds, Director Pinto explained that in many instances even though there are existing utilities which are taken over by the county, the customers are still new customers and the county has to provide new capacity. The County has set up a 10 -year payment plan without incurring the funding cost of setting up bonds. 17 FU -e,. FEBRUARY 3, 1997 L Chairman Eggert questioned the funding of distribution lines, and Director Pinto explained that impact fees pay for plant capacity, then distribution lines down a street are assessed to those parties owning property on that street. All impact fee and assessments are allowed to be financed over a 10 -year period. In the case of a mobile home park which has an existing system, the impact fee pays for the capacity of the treatment plant and there is no assessment for internal lines because they already exist. Graphical Information Systems/Infrastructure Management Systems GIS Coordinator and Supervisor Terry Drum presented the following: GIS/Mapping Division - Integrating GIS & IMS When the Utilities Department was formed, asbuilt drawings were required. Asbuilts were completed to provide us with the location of the utility that was built during recent construction. As you see on the monitor; displayed is a record asbuilt drawing submitted in the mid 1980's. Asbuilts like this were stored in large flat tiles as they are today. (Asbuilt slide) To obtain information from these drawings, individuals would come into the Department of Utility Services and request it. A search of the flat files would then begin and the information would be provided sometime later when the drawing was located. This searching method has been automated with the introduction of the Graphical Information System (GIS) to the Department of Utility Services. In the mid 1980's, the Department of Utility Service's Utility Director, Mr. Terrance Pinto, envisioned combining maps and utility information to streamline the functions of the Department of Utility Services. We, the staff of the Department of Utility Services, greatly appreciate his insight and direction along with the Board of County Commissioners for their support and approval along the way. With this in mind, the Department of Utility Services, along with the Indian River County's Property Appraiser's Office began researching the market for the best GIS system that would fulfill our total and specific department needs. What is GIS.) A computer system capable of holding and using data describing places and objects on the Earth's surface. For the Department of Utility Services, these places and objects are the facilities we own and maintain. This is our Geographical Information System, or GIS. (overall utility map slide) What is IMS? To support the operation and maintenance of these facilities, the Department of Utility Services maintains a variety of maps and records. These include construction and asbuilt drawings, water and sewer system base maps, customer complaints, work orders, accounting records and much, much more. This is the Infrastructure Management System, or IMS. FEBRUARY 3, 1997 As the Department of Utility Services addresses the challenges of a growing customer base, increased regulations and the task of accomplishing more with fewer resources, adding to the record keeping system became a high priority. The Indian River County Government has implemented Graphical Information System Technology to automate the production and up -dating of maps. Indian River County parcel maps were completed by the County's Tax Assessor's office in late 1993. These maps provide a back drop for our department's County Utility Facilities. (parcel map slide) The Department of Utility Services saw itself participating in the county's GIS to improve its facility's management effectiveness. To prepare for this, the GIS/Mapping Division has acquired the following hardware and software. The GIS/IMS graphic applications are based within an 1BM" RISC 6000, model 590-1 Unix operating system. This main computer has 6 two -gig hard drives and 192 million bytes of memory. Connected to this main computer are three (3) "LBM" X -stations and seven (7) personal computers. To utilize all software applications on these PC's, a minimum of 32 megabyte of memory should be used. This division utilizes 2 "Hewlett Packard" 650C color plotters for it's graphic requirements and an "Anatech" 800 dpi scanner for the scanning and input of digital maps into the GIS system. This scanner is also utilized to generate digital CAD drawings for the input and updating of the GLS data base. Smaller local engineering firms that are not outfitted with computers to generate drawings will use this valuable resource. This will allow for the continuation of the Board approved requirement that all utility asbuilts be submitted in digital form. This process is fast and economical for all involved. Determine the equipment and hardware needed In assessing the utilization of the infrastructure management system, we determined that each division could access all available resources using the existing token ring network. The Department of Utility Services also concluded that the most feasible and cost effective way for our plant satellite workstations to connect was through modems. The scope and extent of the GIS/IMS operations involved the number of users, their location, applications and databases. (Token slide) During initial research, we learned that software had been developed that allowed the graphical link between its infrastructure management software and the geographical information system already in use. This gave us the much needed compatibility between our WINDOWS -based operating system and our UNIX - based operating system. (IMS slide) (GIs slide) Consider the impact on all divisions Being the major water & wastewater -utility in Indian River County, planning for the infrastructure management system required several months. We discussed many topics that needed addressing before its achievement. We asked ourselves; "'what are the needs of each division and what impact will the infrastructure management system have on them?" We then carefully assessed all thoughts and resources that would fulfill those demands and direction. The initial step in developing our infrastructure management system support was to consider our organizational structure and the assignments and objectives of each division within the organization. (basic organizational chart slide) The ultimate step was to establish standards and job duties that would help each division staff member understand how to fulfill their part in this sound 19 FEBRUARY 3, 1997 goer. r �'bG-t. 440 infrastructure management system. The operating, reporting, maintenance, and Procedure that control applies to this GIS/IMS structure. DIVISION SUPPORT ♦ Management In applying the GIS/IMS system, Management is capable of analyzing the growth areas for new facility construction throughout the utility service area. With the ability of monitoring the divisions, Management can also streamline the functionality of the system. (Management slide) • GIS/Mapping The GIS/Mapping Division plays the mayor role of implementing the GIS and IMS system. As the location for the host computers for other divisions, this Division is the overseer of most data entered into the system. (GIS slide) The GIS staff performs the review of data of all incoming as -built drawings received by the Department of Utility Services. Our division is also in charge of maintaining the database files, the creation of all water and wastewater maps, in- house utility engineering design support and the SCADA mapping and GPS support. This division is also the location of all GIS workstation connections for the satellite plant and warehouse locations. Customer Service The Customer Service Division will play an integral part in expanding and updating the IMS database for the Department of Utility Services. The PC that will connect to the system shall provide an access to the Geographical Information System. With this connection, Customer Service will not only be able to enter billing information, generate work orders and accounting functions but will have the capability to view maps and locate existing water and sewer lines. The AS400 connection that is already on-line will further enhance our GIS/LMS system with the uploading of valuable customer intbrmation not readily available on the system. (Customer Service slide) Engineering The Engineering Division will utilize the water and wastewater models to accomplish engineering functions for future expansion of the existing utility system. (Engineering slide) Assessment Obtaining land parcel data for the assessment of water and wastewater projects is a major asset to this part of the engineering division. (Assessment slide) ♦ Inspection Providing information by the system will be a prime asset to the Inspection Division. Inspectors will be able to analyze existing utilities along a designed or proposed utility route. (inspection slide) ♦ Utility Maintenance The Utility Maintenance Division is responsible for installation, maintenance, and location of utility facilities. The Utility Maintenance Division is also responsible for maintaining inventory control records of all parts and materials kept at the utility supply warehouse. This input will update the LMS system daily. The supply warehouse will access the system with a PC workstation and modem connection to the host computer. (Utility Maintenance slide) 20 ROOK f' Gr 4� FEBRUARY 3, 1997 • Water Production Information that the Water Production Division will require is soon to be available with a modem connection to the host. They will be able to monitor the progress of Master Plan line construction, the maintenance of existing water mains, and corresponding labor costs. (Water Production slide) • Wastewater With access to the sewer model now complete, the Wastewater Division is able to monitor associated labor and material costs in the maintenance of utility sewer mains, valves, manholes, and liftstations. Using the software available on the host computer will bring graphics to their PC workstation. This capability enhances the productivity and ability to save time and labor in many areas. (Wastewater slide) CHART SHOWING PERCENT OF DIVISION USE. G1SAMS Division Utilization Utility Maintenani Water Production Wastewater io 0 /o 50% 100% Public accessibility. Our utility has installed a large percentage of its facilities in the past five years and currently provides water and sewer service to the population that have access to these utilities. Indian River County. Engineers, contractors, developers, and Re- altors have a continuous requirement for utility location information. The water and wastewater facilities have now become more obtainable with this GIS/LMS data and arranging for a customer workstation for this purpose is in future plans. Research is also being done to obtain information in the creation of a utility web page to access our valuable utility information Ability to expand. When directing our thoughts and ideas, we concluded that our first priority was to expand our computer system to its maximum capabilities. We expanded the systems memory from 64 mb to 192 mb of memory. The hard drives, which now include 6-2.0 gb hard drives will soon include two additional drives with the upgrading of the host computer in mid-February. With this accomplished, future connections will not slow down the system. The Department of Utility Services is always looking ahead to the latest technology, but is sometimes limited by budget restraints. INTEGRATION & INTEGRITY Populating the GIS database with items necessary for linking the IMS database will result in the integration between the GIS and IMS databases. As a conse- quence, the GIS and IMS databases, although physically separate, will logically function as one database. (GIS/IMS database slide) 21 FEBRUARY 3, 1997 KOK IWO FACE 447 L_ The GIS data input files are stored in one database location and the IMS data input files are stored in another. A programming routine, that is implemented to ensure accuracy, allows the two databases to combine and create the GIS/IMS data files. These files are the graphic displays you see here this morning. (overall base map slide) In GIS, a map of a particular data feature, such as a waterline, can be thought of as a layer of information. In our GIS software these layers are called coverages. (graphic coverage slide) (actual hydrant map slide) Data Base Management The database files, updated from the input of data by each division, must be monitored and maintained by the system administrator. It is an important part of the GIS/IMS integrity to preserve database files in one central location for the re- view and backup by the system administrator. With this authorization given to me as the system administrator I provide the conformity to manage permissions and retain the standard directory structure on the system. (!MS screen slide) CONCLUSIONS The characteristics of our Geographical Information System required access to our existing database. The GIS database was not accessible from our external IMS application. With the new GIS/IMS system soon to be totally on line, Indian River County Department of Utility Services will be able to integrate into its daily operation a sound GIS & Infrastructure Management System. I'm also very proud to say that Indian River County Department of Utility Services, GIS/Mapping Division is one of the leaders in the State of Florida and the nation for the linking of it's Infrastructure Management System to it's Graphical Information System. Our presence in this field is well known by other municipalities throughout the state and nation; as we have been approached and participated in the presenting of our knowledge and expertise in the GIS/IMS field on a national level. A paper I authored with the input of the past Assistant Utility Director and the Utility Director was published in the 1996 Journal of the Urban and Regional Information Systems Association of which 1 am a member. l might also add that during the next two weeks the city of Boca Raton will be visiting our division for the instruction on our GIS/IMS integration. As a result of improved infrastructure management, our system users can identify, maintain, and map all water and wastewater facilities. While the integrated GIS/IMS and network system are proving favorable for our organization, it is important to try and envision future activities within the organizational structure. Displayed is an aerial that can be stored within the GIS system. These aerials, when obtained, will be a valuable assets to the Department of Utility Services. They will be stored within the system in the State Plane Coordinate System, which will provide a much accurate mapping system. With this understood, the following principles were inserted into the planning stages: • Consider the basic purpose of the infrastructure management system within the organizational structure. • Accommodate for advanced technology. • A sound Network should allow all users to share information across a broad mix of computer platforms and operating systems. • Prepare a reasonable and concise directory structure • Consider a gradual method of transferring data to provide the training, confidence, and skills necessary to become more efficient in GIS and IMS. • Prepare for modifications along the way. Whether it be by token ring or modem, the connections are made and we are well on our way to "Integrating Utility G.I.S. & Infrastructure Management". 22 Pax .� FEBRUARY 3, 1997 U '44 Director Pinto emphasized that the County is very fortunate because this is still a young county and we are already tracking lines through our infrastructure interface: INFRASTRUCTURE INTERFACE As with any regional facilities there is a need for plant interconnection. The basic core of this system begins with our 900 NM telemetry system the RTU (remote transmitting units).They monitor the status of sewer lift stations, water storage tanks, pump stations, pressure monitoring equipment in the water system, and control of our integrated reuse system and through the use of triangulation we will also have the ability to track trucks for dispatch, lone workers for safety purposes as well as track any non -fixed assets.(Reference typical plant console layouts and system overview). Each one of the treatment plants can also interface through an intranet communication system which allows all facilities to view each other and pass data and control functions back and forth. This is the first system of its type in the country and allows connection of plants to occur in a much more flexible and cost effective manor. The system provides automation of operating costs and data tracking to the operations staff. This system alternative was conceived by the director and is currently being implemented by the staff to provide a total system interface not only between plants, but with office Information Management. It will also help reduce capital cost which will result in a more efficient operation. Director Pinto felt that at 2:00 a.m., when you are trying to shut the system down because of a water main break, is when you really appreciate the capabilities of the system. Master Planning, Wastewater/Water Treatment Plants SCADA Infrastructure Interface Capital Projects Engineer Bill McCain presented an overview of engineering, master planning and regional wastewater treatment plant expansions as follows: ENGINEERING INTRODUCTION The staff not only does the monitoring and tracking of county managed projects, but it must also track and issue permits for all private utility construction as well. Along with the permitting of projects the staff is also responsible for inspection of all utility construction to insure it is in compliance with Indian River County Utility Standards. The staff has implemented an industrial waste permitting process to maintain the integrity of wastewater being discarhed into the collection system. The staff functions not only as a typical county utility staff but as a private 23 FEBRUARY 3, 1997 eoott U0 UGE449 consulting firm with a hands on attitude to planning, design and pilot research all on the cutting edge of technology. For example: ** Odor control system pilot programs ** Membrane (R..0) piloting programs ** Brine (R.O reject water) treatment * * Provide its own lead and copper testing and treatment system ** Conceived new style telemetry, tracking/monitoring, communication system in house ** Study for Low Pressure Grinder and Pump (Rockridge)- Brian J. Graham, and Terry Pinto, Terry Southard (See appendix report copy) Finally the staff performs as a hands on design team, whether working on an in-house project or with a consultant on an outside project. One of the biggest benefits to this type of operation is the major cost savings whether it be from a cost efficient in-house project approach or by an outside consultant lowering his fees after seeing the county's involvement in the project as an outside Technical Review Team. MASTER PLANNING BACKGROUND HISTORY The original Master Plan's direction was to direct an orderly progression of the utilities expansion. However, the main thrust was to expand water and sewer to areas of existing "small package plants". This was targeted for several reasons: n Potential health threat from possible improper operation as State and Federal authorities were overwhelmed by the numerous facilities, therefore, they were not always able to properly monitor their operation. II) The existing customer base was to ensure early revenue. These efforts were made possible by the actions of prior commissions that required franchise agreements prior to developers being allowed to construct water and wastewater facilities. The franchise agreements consistently requires connection to regional facilities when they become available. At the time of the inspection, there were approximately 64 private wastewater and 27 private water treatment plants. Those 27 water plants, 20 were franchised. To this date, only 10 wastewater treatment plants, 7 water treatment plants, and only 3 of the franchised plants are still in existence.(See exhibit 2 - A- D and Figure no. 2.19 and 2.20 ) The secondary thrust was to expand utilities into areas of potential health threats due to the following: 24 � U PAGE L1�� FEBRUARY 3, 1997 I) Poor soil conditions presenting a potential for cross contamination between well and septic tanks II) Very small lot sizes causing the well and septic systems to be too close, also presenting possible contamination issues. As time progressed, service areas within the County changed, for example, the City of Sebastian was made part of our system, then removed, and then placed back in again, causing the need for several revisions to be made in the master plan. Also, during the same period (late 80's early 901s) the County was developing a "Comprehensive Plan" , which is a state mandated plan for orderly growth within the County, to avoid urban sprawl. Accepting that I hilities must romp before developmgn=, regionally planned water and wastewater facilities became a driving force in the Comprehensive Plan. Because the Comprehensive Plan designates areas of residential and commercial development and puts requirements for the timing of service, the Comprehensive Plan has become the molding force for the Master Plan. As an example, I will site the requirement to provide water service to 30% of all existing residential and 50% of existing non- residential by 1995 within the designated service areas. To put utility construction projects into perspective, let's look at actual costs. I) Total Capital Construction Dollars w/m the last ten year S 60.000 000 00 II) Total Capital Construction Dollars currently managed by staff $ 52.0 0 000 nn III) Total Projected Capital out lay through 2010 $10.000 000 00 Note: 2010 is the end of the current Master Plan. However, it only represents a 60% commercial and 80% residential build out of the current land use designations, all dollars are approximate only. These construction costs cover line extensions (i.e. Master Plan), assessment projects (which can be phased expansion into areas of undersized lots), water, wastewater expansions and effluent display system expansions. Details of all the expansion plans covered in the Master Plan will follow in upcoming sections from water quality requirements, build out of water, wastewater, and effluent collection systems/distribution systems and treatment plant expansions. 25 FEBRUARY 3, 1997 Ri10K16' i PA E ����� REGION-AL—VLA-STEWATER TREATMENT PLANT EXPANSIONS The artificial wetland was selected during the last update of the master plan ( with the Boards direction) for the primary means of effluent disposal for the West Regional Wastewater Treatment Plant. The wetland will have an even greater importance as wet weather disposal for all the county's wastewater treatment plants. This direction has been chosen in lieu of its original "deep well" plan for wet weather disposal (See WRWWTP Wetlands). The County has long been in the business of reuse for effluent disposal and, in fact, has now constructed the beginnings of a fully interconnected and remotely controlled distribution system (See Effluent Reuse Transmission System).The method of effluent disposal sets the limits of treatment for the wastewater plants. With the treatment level set, staff began to evaluate various processes based on the following: ** capital costs ** operation costs * * treatment flexibility ** best fit with existing tankage A modified extended aeration process was chosen with technology and process warranties provided by a "patented Kruger process" (please refer to the enclosed report by W.F. McCain and Rick Johnson with associated exhibits). With this treatment process, we can easily generate effluent of a quality suitable for reuse and with minor modification we can generate effluent for the wetlands. (Reference wastewater overview, detailed process diagram, typical type plant layout 1&2, wetlands pond & plant). The selected process was a modified extended air process and is monitored/contolled by the levels of dissolved oxygen at various critical locations in the process train, and is computer controlled. Permitting and Water Quality Mana eg ment Environmental Engineer Robert Wisemen displayed a printout of one DEP permit application, explained that each and every application is at least that large, and went into some of the standards for water quality management and permitting as follows: I. PERMITTING MANAGEMENT Permitting is extremely involved not only in applying for and obtaining the permit, but also adhering to its requirements during the effective period. This process will be discussed in the maintenance of permits section a little later on. After obtaining a permit, there are many specific conditions 26 66 U r FEBRUARY 3, 1997 that must be effected. Many reports; such as, the surface water and groundwater monitoring reports, are required to be submitted periodically to the regulatory authority. This will also be elaborated upon later in the permit compliance section. Permitting management consists of the following: A. Acquisition of Permits B. Maintenance of Permits C. Permit Compliance D. Industrial Waste Permitting E. Permitting of Private Development Construction F. Sanitary Survey Monitoring A. Acquisition of Permits Acquisition of Permits usually involves satisfaction of numerous requirements. 1. Completing the permit application. 2. Calculating and processing the application fee. 3. Supplying engineering drawings, identification of specific location; name of project, owner, engineer of record, and any other required information needed to describe the project. 4. Supportive engineering reports and calculations. 5. Soil reports. Upon positive completion of the review process by the regulatory authorities, the application is declared complete. As you would expect, the period of the review process is dependent upon the complexity of the project. It takes numerous work hours to prepare the requisite submittals and drawings, and the cost can range from one thousand to more than one hundred thousand dollars such as in the permitting of the wetland, which required more than 800 man hours for its completion. As an example, for Indian River County to be able to construct our wetland facility, our department had to obtain numerous permits applicable to the project. 27 FEBRUARY 3, 1997 F,i;fLl 3 Following is a list of the necessary permits for that project: Florida Department of Environmental Protection Construction permits: Dredge and Fill -- impact to any jurisdictional wetland species. Groundwater impact to the groundwater. Stormwater impact to surface water quality is impacted. Natural Resources impact to submerged lands. St. Johns River Water Management District Army Corps of Engineers access from the land to navigable waterways. Fish and Game Commission protection of endangered species. Indian River Farms Water Control District construction is in or across their right-of-way. Indian River County Planning and Zoning: County and Federal Emergency Management Association requirements. County Wetland permit. Indian River County Building Permit Indian River County Tree Removal Permit Health Department Tree Burning Permit Licenses or permission to use easements. Requirements upon construction completion: Operation and Maintenance Manual FDEP Operation Permit FDEP NPDES Permit B. Maintenance of Permits Just as you would expect, some permits require more maintenance than others. For example, maintenance requirements relating to our treatment plant permits are as follows: 1. Monthly Operating Reports (MORS) are required to be submitted to the Florida Department of Environmental Protection by the tenth day of the following month. 28 �� FEBRUARY 3, 1997 eoo� Fn45 Some of the parameters that have to be reported are: flows and loads, Chemical Biological Oxygen Demand (CBOD5) on both the influent and effluent, Total Suspended Solids (TSS) both on the influent and effluent, pH, chlorine residual, bacteriological, and nitrate concentration. 2. The Capacity Analysis Report. The Florida Administrative Code, Chapter 62-600.405 requires Public utilities to submit a Capacity Analysis Report to FDEP. This must be submitted along with the flow or capacity tracking and projected flow capacity for the next service year. 3. Effluent and Reuse Operations Protocol. An operations protocol or SOP's (which are standard operating procedures) must be submitted annually to FDEP to ensure that the procedures utilized by Indian River County Utilities in the delivery of reuse water for disposal to public access facilities; such as, golf courses, parks, and common areas, are in conformance with the permit requirements and industry standards. 4. Operation and Maintenance Performance Reports. These are evaluation reports for each treatment unit in the treatment facilities. They must indicate problems, deficiencies, and difficulties which may have occurred, and the corrective action taken within the required time frame during the permit period. Also, the reports must describe the physical condition, performance trends, and treatment efficiencies of the facility, as well as the preventive maintenance performed. 5. Groundwater Monitoring Reports. These quarterly reports provide assurance to the FDEP --- that groundwater violations have not occurred during the period of the permit. W FEBRUARY 39 1997 N". -1R� ���� � L J. F -,,GC q� C. Permit Compliance Permit compliance is of the utmost importance and requires continued diligence. Without exception, all permit requirements must be in compliance. Non- compliance with the permit conditions constitutes a violation of the Florida Administrative Code and will trigger an enforcement action that could result in fines and/or imprisonment. We have not experienced any enforcement action taken to date by the FDEP or the EPA due to our persistent diligence and expertise in this most important area of utility management. We are extremely proud of this accomplishment. D. Industrial Waste Permitting - we issue the permit We review and approve all proposals for industrial waste discharge into our sewer collection system. The biological treatment process employed at our treatment facilities is a sensitive process which depends on the activity of living microorganisms. Due to the sensitivity of this operation, we must require and regulate the pretreatment of wastewater which could disrupt our treatment processes, prior to its discharge into our collection system. If the plant balance (i.e. food to organism ratio is upset, depletion of dissolved oxygen occurs, or pH upset, and etc.) it can lead to a non-compliance violation of our permit for an extended period of time. Accordingly, effective administration of this program protects our utility from possible permit violations and treatment process disruptions. E. Permitting of Private Development Construction - again we issue the permit. This program ensures that proper and uniform engineering and construction methods and practices are employed R (1 a Ct�UC 400 FEBRUARY 3, 1997 County -wide, and provides for the standardization of utility infrastructure materials throughout the County -- This represents an enormous future cost savings for the County. F. Sanitary Survey Monitoring This quarterly requirement is a program designed to identify potential problems before becoming crisis situations. Also, it provides information relative to the effectiveness of our environmental operations. II. WATER QUALITY MANAGEMENT A. Drinking Water Quality 1• The operations permit, which is based on Chapter 62.500.300 of the Florida Administrative Code, requires the permittee to submit regular periodical chemical analysis results to the FDEP. • Primary and secondary contaminants results must be submitted quarterly. • Pesticide and PCB reports must be submitted annually. • Microbiological reports must be submitted monthly. • Unregulated contaminants must be submitted every 3 years for Group II, and quarterly for Group I. • Radio-nucleatides, quarterly, then every 3 years thereafter. • Lead and Copper, semi-annually. • Nitrates and Nitrites, annually. • Inorganic contaminants, every 3 years. • and, Volatile organic contaminants, quarterly. 2• Completion and submittal of the EPA's NPDES permit report is a quarterly requirement. 31 FEBRUARY 3, 1997 PSC"K �.Uv Fnt q ; 7 B. Effluent and Reuse Water Quality Disposal of water and wastewater treatment plant waste effluent water is an environmental concern to all and future generations. It impacts our ground and surface waters and accordingly requires monitoring. Our operations permits require submission of quarterly Reclaimed Water or Effluent Analysis Reports to the FDEP. These reports contain the analytical results for organics, volatile organics, inorganics, trihalomethanes, radiological elements, and secondary chemical parameters. Satisfactory completion and reporting of these testing requirements gives assurance that we are in compliance with the antidegradation law. Sludge Disposal Monitoring Report This report provides tracking and disposal information for sludge residuals generated and/or processed at our treatment facilities. These reports must be submitted to the EPA annually as a requirement of our National Pollutant Discharge Elimination System (NPDES) Permit. Commissioner Ginn pointed out some equipment and glass vials on the front table of the Chambers and questioned their purpose. Director Pinto explained that the equipment was an example of a RO processing plant and the vials are: (1) water that comes into the processing plant; (2) water after a part of the process has been applied; (3) after more of the process; (4) wetlands water; and (5) RO water which is supplied to homes. Design and Implementation of Collection and Distribution System Environmental Engineer Mike Hotchkiss reviewed how the County plans expansion of the collection and distribution system to meet the needs of growth and development by means of the Master Plan which is derived from the County's Comprehensive Plan and implemented through Developer's Agreements and assessment projects: 32 FEBRUARY 3, 1997 Global Plan • Continuing Services Engineer determines required facilities to meet the needs of O anticipated growth Master plan facilities are constructed through developer's agreements and assessment projects First we are going to cover how the master plan is implemented globally. (Read slide) As large developments are submitted for review by TRC, The continuing Services Master Plan Engineer Consultant is provided information about the project. They evaluate what impact the development will have on the water. sewer and re -use system. They recommend any system modifications that might be needed, based on their analysis. Master planned water, sewer and re -use transmission mains are then constructed through developer's agreements as new private projects are planned, and along with assessment projects. (See display of the existing water, sewer and reuse system) Here are some layout views of the County's existing water, sewer and reuse systems. 0 • Typical Master Plan (Continued) • Construction schedules are estimated based 0 on regional growth projections O • Provisions are made in the schedule to accommodate developments that will • significantly affect the system O 0 O • 33 ROOK UJ FACE 4' FEBRUARY 3, 1997 (Read slide) Show example of typical construction schedule, and disclose to audience that an example of how the master plan is evaluated with site plan submittals will be covered in a minute. This will be illustrated later by examining an actual project. Now we are going to cover how the master plan is implemented locally... Evidence of Contamination in Ground Water • 45th Street Water Distribution Project (See overall layout of 45th Street job) ❑9 Here is an example of an area where the Environmental Health Department identified contaminated ground water. Consequently there existed a potential health risk to the public through the consumption of well water. Therefore, the County constructed a water distribution system to insure that the residents are provided safe drinking water. The project was funded through an assessment of benefiting property owners. Interlocal Agreement with Other Municipalities Sebastian Highlands Water Expansion- l.. approximately 100 miles of water main is being expanded to approximately 10,000 customers in three phases through an inter- local agreement with the City of Sebastian that was signed in September, 1995 ( See display of phased expansion) 34 BOOK 100 FACE I-15 FEBRUARY 3, 1997 a Here is an example of an area which was determined to have a water distribution system constructed through an inter -local agreement between the County and the City of Sebastian. This came about as a result of the sale of the utility system to Indian River County. All three phases are scheduled to be complete by the end of the year 2000. This particular area is estimated to comprise the majority of development in the County in the near future. TRC Review - The Sanctuary — Development is submitted to TRC for review 0 — Water and sewer demands require connection to County system — Lack of existing water and sewer transmission mains in vicinity of project require off site improvements by developer Here is an example of a typical project reviewed by TRC (See the connection matrix visual aid and relate it with the site plan submittal) This particular project is a residential development for 109 single-family homes. Based on the connection matrix, the development is required to connect to water and sewer. �JLJ TRC Review (Continued) — County Master Plan is reviewed to determine size and location of water and sewer mains p — Developer enters into agreement with County to construct water and sewer lines in accordance with Master Plan — Developer is reimbursed cost of off site improvements not directly associated with project (Read slide) Here is the master plan for the collection system in that area. Here is the schedule of construction ( See visual of master plan and construction schedules) Even though this section was scheduled to be constructed before now, there has not been any growth in the area to warrant construction of the facilities. 35 FEBRUARY 3, 1997 BOOK 1 UJ PAGE 4"1 Another example of this is when a developer submits a site plan for review by TRC. Staff reviews surrounding area for the potential of future development. Staff then determines the optimum location of a lift station that will service the needs of future development. The applicant is encouraged to enter into a Developer's Agreement and oversize their lift station to service future growth of the surrounding property. The participant is refunded a proportionate share of the construction cost based on their anticipated sewage flows. There is quite a bit of motivation for the developer since his portion is substantially lower than the cost of a private system. This helps to make the development economically feasible. Now when the new development comes into site plan review, we can share the good news that we thought about them during the previous development by sizing a lift station for them, thus providing sewer service at a reduced cost. We expect the new development soon due to the excellent drainage characteristics in this particular area. Assessment Projects • Suburban Acres — As Master Plan lines are constructed in the O vicinity of other developments, public interest arises and petitions are signed — Environmental engineer designs in-house protect — Utilities are expanded to conned customers (Read slide) (See the construction plans for Suburban Acres) Here is an example of a subdivision where a water main was constructed across the entrance to their street. As the residents of the subdivision caught wind of the existing water main they began to inquire about the possibility of having water extended for their use. They agreed to an assessment project and as a result they are now drinking clean, safe, delicious County water. Assessment projects usually involve expansion of potable water facilities in lieu of sewer. This is the cheaper means of controlling the quality of water consumed by the public. The only exception to this is when the Environmental Health Department identifies the potential of some communicable disease that could possibly be transmitted through ground water. In this case a forced sewer assessment is imposed on the residents of the affected area. FEBRUARY 3, 1997 36 BOOK J 0 FA6t� r _I What This Means • The Master Plan ensures that the Utilities o Department provides the residents of Indian Rive County with the best quality of life possible by providing an uninterruptible supply of safe, clean, delicious water throughout the Urban Service Area • This insures that Indian River County remains a Ft autiful, pristine community, and we at the ilities Department are proud to be a part of it. o ° This brings us to the end of "Design and Implementation of the Collection and Distribution System." Implementation of Assessment Projects Manager of Assessment Projects Dan Chastain reviewed typical inquiries received by his department; summarized assessment project procedures, water petitioning procedures, the petitioning process, a typical petition assessment project, and some of the advantages of having County water service: TYPICAL INQUIRIES Typical Inguiries Are Received From Property owners Prospective owners planning to build or purchase Realtors Builders, developers, engineering firms Appraisers Other governmental offices or departments (such as, Fire Department or Environmental Health Department) Neighborhood groups Homeowners associations Such inquiries come through walk—ins, mail, telephone, and fax. Information Requested Includes: Is water and/or sewer available at a particular location Closest available service Line size Cost to connect to the system What is involved How fees may be paid Time required to connect 37 FEBRUARY 39 1997 9 °� ROCK 10,03F,mH 46c) Service Provided: Responses to the above (i.e., 10 to 14 months would be the completion time for a typical petition assessment project) Meeting with homeowner(s) groups after normal working hours, as required Providing petition forms, plat maps, rate charts Standard costs, impact fees, meter fees Line extension fees Temporary expedited service agreements Information regarding developer's agreements Receiving and processing petitions Setting up files Researching easements Assigning project number Preparing agenda items Obtaining Board of County -Commission authorization for new assessment projects Preparing and managing the assessment project DATE: FEBRUARY 3, 1997 TO: INDIAN RIVER COUNTY BOARD OF COUNTY COMMISSIONERS THRU: TERRANCE G. PINTO DIRECTOR OF UTILITY SERVICES FROM: JAMES D. CHASTAIN MANAGER OF ASSESSMENT PROJECTS SUBJECT: INDIAN RIVER COUNTY DEPARTMENT OF UTILITY SERVICES SUMMARY OF ASSESSMENT PROJECT PROCEDURES SUMMARY OF ASSESSMENT PROJECT PROCEDURES Indian River County Ordinance No. 92-28 (copy attached) contains procedures by which the Board of County Commissioners may provide for local services or improvements on a special assessment basis by its own initiative or upon petition by owners to be benefitted thereby. The ordinance encompasses: requirements and form of petitions, publication and adoption of the services or improvements, preliminary assessment roll and hearing, notice to the owners, final assessment roll, payment of assessments, assessments to become liens, and providing authority to borrow funds. Services and improvements include: streets and roads, water and sewage systems, water and sewage treatment plants, drainage, street lighting, sidewalks, and such other services or facilities which may be deemed essential. The procedure authorized by the Board of County Commissioners for the Department of Utility Services is (although not limited to) the square foot method of assessment of properties. This is the only method of assessment which has been upheld by the Florida Supreme Court. Staff in the Department of Utility Services have performed extensive evaluations of alternative assessment methods. on June 14, 1991 in a special meeting before the Board of County Commissioners, staff reviewed these results and presented examples of same (the meeting was covered by the news media). The minutes of the meeting and the discussion regarding special assessments follow. A State statute mandated the adoption of a Comprehensive Plan, which Indian River County adopted in 1990. The Comprehensive Plan requirements set forth in Objective 2 of the Water Sub -Element require the installation of water facilities to serve the urban service areas, giving priority to subdivisions having undersized lots and/or health problems. The Department developed a phased plan to meet the Comprehensive Plan requirements. 38 FEBRUARY 3, 1997 DOOK FACE X64 The majority of the lots in the water expansion planned phases are substandard, or "undersized," according to Indian River County's Comprehensive Plan and the County Public Health Unit, Division of Environmental Health, which require that new lots utilizing well and septic systems be a minimum of one-half acre. Lots not meeting these minimum standards are called "undersized lots." The objective of the phased water expansion plan is to meet the Comprehensive Plan requirements to make available safe, healthy, potable drinking water to those areas with undersized lots and Potential health problems in a planned, effective, and efficient manner. On October 23, 1990 the Indian River County Board of County Commissioners gave conceptual approval of the installation of water facilities as part of the water main extension growth plan. The Department of Utility Services continues meeting the Comprehensive Plan requirements. SUMMARY OF WATER PETITIONING PROCEDURES 1. Determine the location of the nearest water main. 2. Verify existence of public streets and/or utility easements 3• If an easement is needed, explain this at the time a petition form is provided. 4. Explain the petitioning - Special Assessment Ordinance 5. Provide Petitioner a Cony of.. a) Petition Process b) Petition Form and Addendum C) Advantages of County Water d) Plat Map e) Summary information sheet - explain impact fees. ERU's meter fee and financing information f) Schedule of rates 6• Explain the benefit of obtaining a copy of the tax roll and assist in obtaining same 7. When A Petition Is Received a) Verify names of signers against tax roll b) Confirm 66.7% (2/3 rd's) or more of the benefiting properties are supportive C) Start a file and assign a project number T d) Prepare an agenda item to the Board of County Commissioners, requesting approval of the petition and authorization to begin engineering design 8. After BCC - Authorizes Desian Encrineerincr a) Request project be assigned to an engineer WATER EXPANSION ASSESSMENT PROJECTS -MAY BE EXPEDITED BY PETITION The Department of Utility Services for Indian River County has a water system Master Plan, which wil-1 be providing water to the area's of greatest need, as required by specific provisions in the County's Comprehensive Plan. 39 EOOK 10J PAGEc"� FEBRUARY 3, 1997 A petition with two-thirds (66.7W) of the benefitted property owners supporting an assessment project may be recommended to the Board of County Commissioners (BCC). The BCC authorizes Engineering Design and Utility Engineers to estimate each project's cost. Costs may vary from one project to another. Properties are proportionally assessed based on the square footage of property owned. The total square footage of property to be assessed is divided into the estimated project costs, to obtain the rate or estimated assessment costs per square foot. A preliminary assessment roll is prepared and submitted to the BCC for approval and setting a public hearing dated. Notice of a preliminary assessment and public hearing is mailed to property owners by certified mail. This letter also invites property owners to an informal informational meeting. At the informational meeting an overview of the project is explained and questions are invited of the property owners. The assessment manager and project engineer answer questions. The date, time and location of the public hearing is advertised. At the public hearing, property owners who wish may speak in support of or in opposition to the project. After approval of a project at a public hearing, the assessment roll is recorded in the public records. The project is advertised for bidding by utility construction companies. After completion of project construction and acceptance from the Department of Environmental Protection (DEP), connection to the system is allowed. The final assessment roll and final cost is prepared and submitted to the BCC for approval. Final assessment letters are mailed to property owners. These notices also include ten (10) year payment schedules and explain payment options. Petition forms and supportive information may be obtained by contacting Dan Chastain at Indian River County Utilities Department, 1840 25th Street, Vero Beach, FL 32960 or by phoning (561) 770-5324. Appointments may be arranged for groups, a given area or homeowners associations, for informational meetings. Safe drinking water and fire protection, like insurance, are only good if you should ever need them. Dependency solely upon shallow wells.can be risky. Water sources are becoming increasingly contaminated by natural and man-made pollutants. Drinking water is being treated by the Indian River County Utilities Department, utilizing the reverse osmosis treatment system to provide a continuous supply of safe, palatable drinking water that is free of contaminants that can cause disease or be toxic to a consumer. The process is capable of desalting, softening, disinfecting, and removing specific organics and contaminants. Indian River County was one of the first counties in the State of Florida to construct and have such drinking water treatment plants in operation. The water is also fluoride treated. The Department of Utility Services for Indian River County has a water system Master Plan, which in phases will be providing water to the areas of greatest need, as required by specific provisions in the County's Comprehensive Plan. WATER DISTRIBUTION SYSTEM Assessment of property owners for a proportionate share of the total cost of the project is based upon the square footage of the area of property owned by you. FEBRUARY 3, 1997 40 BOOK NO PAGE 4 6i The assessment cost can be spread over ten years with annual installments at 8.25% per annum. The first annual installment is due one year after completion of the project. If paid in full within 90 days after completion of the project and final acceptance and approval by the Board of County Commissioners, there are no interest expenses. In addition to assessment costs, there are water impact fees, which are currently $1,570.00, payable at the time of application for a service connection for each equivalent residential unit (ERU), which are a necessary integral part of funding the cost of water treatment systems. Impact fees may be financed and paid monthly, over a five or ten year period at 8.25%. Other standard additional charges include: Deposit of $50.00 for each ERU. Meter installation charge of $130.00 each. EXAMPLE: A TYPICAL PETITION ASSESSMENT PROJECTS SUMMARY SCHEDULE VERO GLEN SUBDIVISION PETITION FOR COUNTY WATER INDIAN RIVER COUNTY PROJECT NO. UW -95 -10 -DS DATE 10/06/94 MET WITH PROPERTY OWNERS ASSOCIATION AT 32ND CT SW SITE MADE PRESENTATION, ANSWERED QUESTIONS & CONCERNS & WENT OVER THE PETITION AND INFORMATION LEFT AT THAT TIME. 05/03/95 RECEIVED PETITION FROM OWNERS, SET UP A FILE, ASSIGNED A PROJECT NUMBER, VERIFIED UTILITY EASEMENTS, COPIED SID PLAT, MADE SITE INSPECTION. 05/05/95 PREPARED AGENDA ITEM FOR PRESENTATION TO THE BOARD OF COUNTY COMMISSIONERS. 05/16/95 OBTAINED BCC AUTHORIZATION TO PROCEED WITH ENGINEERING DESIGN WORK, IN PREPARATION FOR THE SPECIAL ASSESSMENT PROJECT. REQUESTED PROJECT BE ASSIGNED TO AN ENGINEER. 05/24/95 CALCULATED SQUARE FOOTAGE OF PROPERTIES TO BE ASSESSED. 06/10/95 PREPARED AN ESTIMATE OF ADMINISTRATIVE EXPENSES. 06/26/95 ENGINEER RECEIVED SURVEY DRAWING FROM SURVEYOR. 08/15/95 ENGINEERING DESIGN COMPLETED 08/31/95 RECEIVED PRELIMINARY PROJECT COST ESTIMATE. 09/01/95 PREPARED PRELIMINARY ASSESSMENT ROLL, SCHEDULE, AGENDA ITEM AND RESOLUTION'S I AND II . 09/19/95 OBTAINED BCC APPROVAL OF PRELIMINARY ASSESSMENT ROLL, SET A PUBLIC HEARING DATE, MAILED LETTERS TO PROPERTY OWNERS WITH DATES OF AN INFORMATIONAL MEETING FOR SEPT 26, AND FOR A PUBLIC HEARING ON OCT 10, 95. 09/22/95 PUBLISHED DATE OF THE PUBLIC HEARING. 09/25/95 PUBLISHED DATE OF THE PUBLIC HEARING, AND RESOLUTION I , TOGETHER WITH A MAP OF THE AREA TO BE ASSESSED. 09/26/95 HELD AN INFORMAL INFORMATIONAL MEETING , AT 7 PM, FOR PROPERTY OWNERS. 10/10/95 THE BOARD OF COUNTY COMMISSIONERS APPROVED THE PROJECT, AT THE PUBLIC HEARING. REQUESTED COUNTY ATTORNEYS OFFICE PROCEED WITH RECORDING OF PRELIMINARY ASSESSMENT ROLL. 11/15/95 PURCHASING DEPT. ADVERTISED FOR BIDS, FOR CONSTRUCTION. 41 FEBRUARY 3, 1997 eooK PAGE 11/20/95 PERMIT RECEIVED FROM STATE DEPT. OF ENVIRONMENTAL PROTECTION. 11/29/95 PURCHASING DEPT. ADVERTISED FOR BIDS, FOR CONSTRUCTION. 12/06/95 BIDS OPENED 12/14/95 RECOMMENDATION TO PURCHASING TO AWARD CONSTRUCTION CONTRACT. 01/02/96 CONTRACT AWARD APPROVED BY BCC. 01/19/96 NOTICE TO PROCEED GIVEN TO CONTRACTOR. 02/09/96 CONSTRUCTION COMPLETED AND ACCEPTED BY INSPECTOR AND ENGINEER. 02/13/96 REQUESTED CLEARANCE FROM DEPT. OF ENVIRONMENTAL PROTECTION. 02/15/96 RECEIVED CLEARANCE APPROVAL FOR CUSTOMER CONNECTIONS FROM THE STATE DEPT. OF ENVIRONMENTAL -PROTECTION. 02/15/96 NOTIFIED PROPERTY OWNERS AND UTILITIES CUSTOMER SERVICE DEPT. OF SAME AND COMMENCED CUSTOMER CONNECTIONS. 03/12/96 BCC APPROVAL OF CHANGE ORDER AND FINAL PAYMENT REQUEST. 05/21/96 BOARD OF COUNTY COMMISSIONERS APPROVED FINAL ASSESSMENT. LETTERS WITH PAYMENT SCHEDULES & PAYMENT OPTIONS MAILED TO OWNERS. ADVANTAGES OF INDIAN RIVER COUNTY WATER SERVICE ,AVAILABILITY The water supply is there when needed! This expedites connection time. COST SAVINGS Assessment project construction costs would more than likely be less now than in the future. Repair, maintenance, and replacement of appliances and plumbing fixtures should be less frequent. Elimination of water softeners would eliminate associated costs as well as the time and inconvenience of purchasing salt, transporting, and filling the softener tank. Discontinue purchase of bottled water and eliminate or reduce commercial laundry expenses. Fire insurance premiums are reduced with greater fire protection. FIRE PROTECTION Fire trucks are not equipped to use water from swimming pools or lakes. A typical fire of small to moderate size in a home will require a minimum of 20 to 30 minutes of water supply to confine and extinguish the fire. A fire truck typically carries 750 gallons of water. This will provide only 4 to 7 minutes of water if a fire hydrant is not available. A second arriving truck will carry an additional 4 to 7 minutes of water. No tanker trucks are available in the south county. Fire hydrants serve to lower insurance rates in your neighborhood and provide the fire department with quick and reliable means to obtain water for the purpose of fire extinguishment. There is reduced liability as a result of greater fire protection with reduced fire hazard insurance premiums. 11EAVr1 Quality control! There can be peace of mind due to ongoing regular monitoring and testing with regular reporting to State and Federal regulatory agencies. The County water meets safe water drinking standards as adopted by the Florida Department of Environmental Protection (FDEP). The reverse osmosis water treatment system has become the most universally accepted. The treatment plants are capable of desalting, softening, disinfecting, and removing specific -'organics and contaminants. Indian River County has been one of the first counties in the State of Florida to construct such drinking water plants and to have such plants in operation. The water is also fluoride treated. Service is reliable even when a home or business is without electrical power due to storms or other power interruption. 42 BOOK 100 PAGE 40 FEBRUARY 3, 1997 Commissioner Adams brought up the occasional problems experienced by homeowners in obtaining loans because of existing utility liens, and Director Pinto commented that it is not a county requirement that the lien be called at that time. If the bank agrees to allow continuation of the payments, the County will OK refinancing or subordination of impact fees. State statutes require that the liens be recorded. County Attorney Vitunac commented that Paralegal Lea Keller, of his office, has been very successful in dealing with banks on this issue and suggested that this information be communicated to affected utilities customers. Inspection of Construction Projects Chief Inspector Dan Burton reviewed the inspection process and general responsibilities of the Inspection Division: INSPECTION DIVISION by Daniel M. Burton, Chief Inspector The inspection staff currently consists of four inspectors, including myself. All the inspectors have an extensive background in the methods and practices of utility construction. The combined years of experience of the inspection staff exceeds 45 years. The inspection staff's workload has increased dramatically over the last ten years due to our rapidly expanding system and new development throughout the County. In my ten years of service with the Utilities Department, I've seen the amount of construction projects increase from only 3 or 4 projects to over 20 projects under construction at any one time. This project load has been very consistent over the last six years. As inspectors we interact with all services within Utilities on a broad range of concerns, which include project coordination and management, project review, customer service, and on many other related Utility matters. The role of a utility inspector varies greatly, depending upon the situation. Although the actual project inspection and testing is very important, another role of an inspector which is equally important is that of public relations. The inspectors in most cases may be the only representative from the County the customer sees and has direct contact with. In this role, the inspector interacts with the public/customer concerning many different aspects of the project. We firmly believe that keeping the customer informed and being concerned with their problems, questions, or complaints greatly contributes to the successful completion of any utility construction project. The inspection staff conducts inspections and testing on all in- house utility projects as well as all private development projects to insure concurrence with all Indian River County Utilities and State of Florida requirements. Inspectors assist and advise the Utilities engineering staff of any revisions needed concerning Indian River County Utility standards and specifications. Once any project in our department has been issued a permit, County inspectors conduct a pre -construction meeting with the owner/developer, contractor, and engineer of record. These meetings are held to discuss the project, make any necessary changes, and review shop drawings and materials. 43 FEBRUARY 3, 1997 RUSK p ; H qd Inspectors make daily visits to each and every project, where an inspection report is generated. These reports describe what type of construction activity was observed or any specific testing procedures performed on that date. Inspectors conduct all testing Procedures as required by the Utilities Department, by the State of Florida, and the Department of Environmental Protection to conform with all industry standards and specifications. Required tests conducted by the inspection staff are as follows: Hydrostatic pressure test of water mains and sewage force mains. Infiltration and ex -filtration of gravity sewer mains and manholes. Televising all gravity sewer mains. All projects must pass final inspection, and the engineer of record must provide the necessary documentation to place the utility system in service. Examples of necessary documentation include, but are not limited to, the following: DEP clearance for water and sewer mains. Bacteriological reports for water mains. Certification by engineer of record. As -built drawings by a registered, licenses surveyor. No utility systems are placed in service prior to receiving DEP clearance and certification by the engineer of record. Once a project successfully passes final inspection after undergoing all appropriate testing procedures and receiving the necessary documentation, a letter/memo is then sent to various departments within the County. This letter notifies the other departments that the Utilities Department has completed all inspection and testing and considers the project complete. Customer Service Customer Service Department Supervisor Art Reisfeld presented the Customer Service Mission Statement and described the services now being offered to customers: 44 IR iJ t'f+uC % U FEBRUARY 3, 1997 To accomplish our mission, we need to: ■ Promote fair and equitable rates and charges. Customer Service Center O`f-,�'' Indian River County offers: ■ New water and sewer services. Mr. Reisfeld noted that there are some future services which his department hopes to be able to provide to customers such as automatic bank payments, credit card payments, an automated meter reading/data collection system, and a GIS system. Closing Summarization Operations and Maintenance of Infrastructure Wastewater Division Operations Manager Gene Rauth reviewed the Water Division, Operations/Maintenance, Lift Station Maintenance, Wastewater Treatment and the Television System Vehicle for detecting and repairing pipeline failures: WATER DIVISION The organization of water/wastewater operations is made up of four groups; Water Production, Operations/Maintenance, Lift Station Maintenance and Wastewater Treatment. These four divisions can be compared to the operation of any manufacturing, service industry or company. The first division for discussion is the Water Production group. This group takes something as plain as water from the ground, in this case 1.3 billion gallons of water in 1996, and utilizes it as their raw production material. The group then processes this raw product through a Reverse Osmoses system. In 1996, we purified 1.1 billion gallons of water and rendered it potable. This feat was achieved by 15 professionally licensed plant operators. This product was then sold to the utility's (approximately) 18,000 water customers. 46C'00 Fit id FEBRUARY 3, 1997 The customer `s trust and confidence must be maintained in our product. The work of establishing and maintaining plant permitting and operator licensing with outside governmental agencies provides the Quality Control Standards which are key in maintaining the customer trust and confidence that assures that every time they turn on the tap, safe potable water will flow out. OPERA TIONSIMAINTENANCE Another aspect of maintaining customer trust is the reliability of product delivery and distribution. The Water And Wastewater Operations Group is the group which is responsible for maintaining the Utility's 24 hour a -day, 7 day per week operation of the distributions system. As shown by this graphic, this group provides the resources for maintaining the Utility's distribution system (force mains & service laterals). Connection of new customers, service to existing customers, the locating and marking service for request for facility locations from outside entities are other essential services are provided by this group. These services must be provided at any given time. The extent and magnitude of these services are often unknown, until an inspection and assessment can be made. This often puts the operations group into a React, Respond, and Repair Mode. LIFT STA TION MAINTENANCE Looking further into the basic operation of the Utility, another unique difference between other manufacturing / service companies and the Utility is in the service side of the business. As a company we sell a needed commodity, in this case potable water. We provide transportation and delivery directly to our customer, Upon the use and consumption of our product, our customer then pays us to remove and recycle the used product, in this case wastewater. The first step in this unique service _arrangement is the collection of the wastewater, this is done by the Lift Station Operations Group. This group has the responsibility of maintaining and keeping clear the 130 miles of gravity wastewater collection mains within the Utility. However, the group's main responsibility is the operation and maintenance of the 411 residential and 175 commercial lifts station that the County has. These lift stations pumped over 951 million gallons of wastewater last year. C, In FEBRUARY 3, 1997 MOK M0 FAGE47 ' WASTEWATER TREATMENT The Utility has a unique service arrangement with the customer. The collection, treatment and recycling of the used product from the customer is second step in this unique service arrangement. The Wastewater Treatment Group takes the untreated wastewater and through physical, biological and chemical treatments turns the majority of our customer's waste product into a recycled and reuseable commodity know as reuse water. As mentioned earlier, in 1996, 951 million gallons of wastewater were treated. The results of this treatment produced over 731 million gallons of reuse water, over 219 million gallons of treated wastewater, and over 36 hundred tons of sludge. The division's technical abilities to operate and maintain the plants is apparent in the plant's overall physical appearance and the confidence and enthusiasm that the operators display. Each operator is a licensed professional who is required by his licensing certification to say abreast of new technology, current trends, and ever changing regulations. These efforts are important and are one of the catalyst necessary if an organization is going to be cost effective in their operation. A strong initiative within the Water and Wastewater Divisions is to concentrate on operating costs. Emphasis is placed on effective cost avoidance in the labor (overtime) area. This will be achieved through the effective scheduling of our operation crews and work order processing by means of the AS400 computer system and the Infrastructure Management System. Cost efficiencies will be realized through additional and enhanced preventive - maintenance programs. An example of this is the utilization of the County's Televising System Vehicle. With the foresight and approval of the Board Of County Commissioners, the Televising System Vehicle, better known as the TV -Truck has revolutionized the method of detecting and repairing pipeline failures. Failures that once took our operations crews days to find and fix, now can be handled in a matter of hours. By building on this remarkable tool, further direct cost avoidance in the areas of Utility Locations, Leak Detection & Repair, Construction Standard Compliance, and Damage Claim Documentation can be realized. In addition to these direct cost avoidance areas, indirect areas such as crew and public safety can be explored. By utilizing this piece of equipment to it's maximum, human exposure to possible hazardous conditions can be minimized. In closing, the cost avoidance topics mentioned are by no means a complete list. Additional efforts in the areas of safety, inventory control and employee time management can be realized. 48 EOOa IJ' PAGE 74 FEBRUARY 3, 1997 Quality of Product The new Assistant Director, Jack Byrne, felt the Board has every right to be extremely proud of the County's Utility Department and Solid Waste Disposal District and expressed his pleasure with his new position and his hopes for a long and mutually beneficial association. Director Pinto announced the end of the presentation and commented that he is very proud to be working with these Utilities' employees. In his opinion, this is without a doubt the best organized working utility in the country and he would match it against any others at any time. In a national catastrophe, no one fights for electricity but all are concerned about a drink of clean water. He invited everyone to visit the facilities and reiterated his pride in the operation. Chairman Eggert thanked the staff for all their effort in putting together the presentation and opened the meeting to the public for questions. Ed Nelson, 8875 1286 Countryside North Mobile Home Community, commented that he is the only speaker left to represent thousands who are disgruntled, not with the people or the water, but with the rates. He stated that he is being billed for 250 gallons of water per day which he does not use. He has done an extensive investigation into mobile home communities in Vero Beach and asked to present the study to the Board. Chairman Eggert asked Mr. Nelson to make an appointment with Utilities Director Pinto and give him an opportunity to resolve the problem. Director Pinto stated that the Department does not want to charge for more capacity than necessary but would appreciate the opportunity to examine Mr. Nelson's documentation and attempt to resolve any problems. - The Chairman adjourned the meeting at 6:05 p.m. ATTEST: J. K. Barton, Clerk Carolyy K. Egger Chairman Minutes Approved: �- �-�? 49 BOOK 1 �0 FAGE 4 d 5 11E3RUARY 3, 1997