BQAJRD OF COMMISSIONERS TRANSITION MEETING AGENDA Robert Majeska Andrew Tobin Susan Hammaker Norman Higfgfins Charles Brooks Charles F. Fishburn Thomas Dillon Carol Walker Aug. 8, 20114:00 PM 98880 Overseas Hwy Key Largo, FL 33037 Chair Vice Chair Secretary-Treasurer Commissioner Commissioner General Manager District Counsel District Clerk PLEASE TAKE NOTICE AND BE ADVISED, that if any interested person desires to appeal any decision of the KLWTD Board, with respect to any matterconsidered at this meeting, such interested person will need a record of the proceedings, and forsuch purpose, may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and evidence uponwhich the appeal is to be based. Persons with disabilitiesrequiring accommodations in orderto participate in the meeting should contact the DistrictClerk at 305 451- 4019 at least 48 hours in advance to request accommodations. A. CALL TO ORDER - PLEASE MUTE CELL PHONES B. PLEDGE OF ALLEGIANCE C. ROLL CALL D. APPROVAL OF AGENDA WITH ANY ADDITIONS, DELETIONS, OR CONTINUANCES E. FINANCE TAB 1 1. Grau and Associates
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
BQAJRD OF COMMISSIONERSTRANSITION MEETING AGENDA
Robert MajeskaAndrew Tobin
Susan Hammaker
Norman HigfgfinsCharles Brooks
Charles F. Fishburn
Thomas Dillon
Carol Walker
Aug. 8, 20114:00 PM98880 Overseas HwyKey Largo, FL 33037
Chair
Vice Chair
Secretary-TreasurerCommissioner
Commissioner
General ManagerDistrict CounselDistrict Clerk
PLEASE TAKE NOTICE AND BE ADVISED, that if any interested person desires to appeal any decision of the KLWTD Board, withrespect to any matterconsidered at this meeting, such interested person will need a record of the proceedings, and forsuch purpose, may needto ensure thata verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the appeal is to bebased. Persons with disabilities requiring accommodations in orderto participate in the meeting should contact the DistrictClerk at 305 451-4019 at least48 hours in advance to request accommodations.
A. CALL TO ORDER - PLEASE MUTE CELL PHONES
B. PLEDGE OF ALLEGIANCE
C. ROLL CALL
D. APPROVAL OF AGENDA WITH ANY ADDITIONS, DELETIONS, OR CONTINUANCES
E. FINANCE TAB 11. Grau and Associates
2. Manson Invoice
3. CDBG Grant Deferrals
4. Preliminary Operations Dept. Budget / 4 Year Projection5. Revised Staffing Report Fiscal Year 2012 -6. Updated Administration Dept. Budget / 4 Year Projection
F. COMMISSIONERS ITEMS TAB 27. Up to date Performance Evaluations and up to date contractsall
Employees/staffbefore next budget is approved8. Air Vent Stickers Update9. Removal of Syndi Trakul's voice phone answering
All Commissioner's items arefrom Commissioner Hammaker
G. COMMISSIONER'S ROUNDTABLE
H. ADJOURNMENT
s
TABl
KEY LARGO WASTEWATER TREATMENT DISTRICTAgenda Request Form
Meeting Date: August 8, 2011 Agenda Item No. /
[] PUBLIC HEARING [] RESOLUTION
[ ] DISCUSSION [ ] BID/RFP AWARD
[X] GENERAL APPROVAL OF ITEM [ ] CONSENT AGENDA
[] Other:
SUBJECT: Approval of the second contract extension for Auditing Services FY 2011
RECOMMENDED MOTION/ACTION: Approval of second extension
Approved by General Manager >-^f/fola//vr—-y/4/ ao\\Date:
Originating Department:Finance
Department Review:[ ] DistrictCounselgeneral Majia^er f!^^[x] Finance5 _^_^
Costs: Approx $30,000To Be provided by FirmFunding Source: Operations
[ ] Engineering[ ] Clerk[ ] Operations Manager.
Attachments: Letter, feeschedule to be provided andAudit Schedule
Advertised:
Date:Paper:[X] Not Required
Summary Explanation/Background: In accordance with article II of the agreement forProfessional Auditing Services dated July 16, 2009, the agreement provides for fouradditional one year periods through mutual agreement.
Resulting Board Action:
D Approved D_Tabled D Disapproved • Recommendation Revised
(305)451-4019 FAX (305) 453-5807
August 8,2011
Antonio J. Grau, PresidentGrau & Associates
2700 North Military Trail, Suite 350Boca Raton, FL 33431
Ref: Audit Engagement FY2011, Second Contract Extension
Dear Mr. Grau,
In accordance with the provisions of the Agreement for Professional AuditingServices between the District and Grau & Associates dated July 16, 2009, (the"Agreement") your firm performed the audit of the District's financial statements forFY2009. Article II of that Agreement provides that the initial term can be extendedfor four additional one year periods by mutual agreement.
The Fee Schedule is subject to amendment for each extension period. Pleaseprovide the District withyour firm's proposed Amended Fee Schedule for providingProfessional Auditing Services in accordance with the terms and conditions of theexisting Agreement for the FY2011 period.
In addition to the services provided in the FY2010 audit, the District will againrequire your firm to also certify the debt coverage ratio as part of your FY2011 auditservices.
Sincerely yours,
Salvatore R. ZappullaChief Financial Officer
INSERT EXECUTED AUDIT FEE SCHEDULE
(Attachment B)
FY2011 AUDIT SCHEDULE
Each ofthe following shall be completed by the auditor no later than the dates indicated.
1. Interim Work
The auditor shall complete all interim work by October 29,2011.
2. Detailed Audit Plan
The auditor shall providethe District, by September 24, 2010, both a detailed audit plananda list ofall schedules to be prepared by District personnel.
3. Fieldwork
The auditor shall complete all field work by November 26,2011.
4. Draft Reports
The auditorshall have drafts of the audit report(s) and recommendations to managementavailable for review by the Chief Financial Officerby December 24,2011.
5. Final Reports
The auditor shall deliver completed audit reports suitable for inclusion in the District'sFY2011 CAFR no later than March 25, 2012.
Authorized Representative Signature:
Printed Name and Title:
Date:
KEY LARGO WASTEWATER TREATMENT DISTRICTAgenda Request Fnrm
Meeting Date: August 8, 2011 Agenda Item No. ^
[ ] PUBLIC HEARING
[] DISCUSSION
[X] GENERAL APPROVAL OF ITEM
[] Other:
SUBJECT: Manson Law Group Invoices - May and June, 2011
[]
[]
[]
RESOLUTION
BID/RFP AWARD
CONSENT AGENDA
RECOMMENDED MOTION/ACTION- Rpvjpw Mancnn i«» ^,Tp ^ntract nnd outctandinqinvoices a
Approved by General Manager —^5/^^L ^ Date: j?/spm(Originating Department:
Finance
Department Review:I ] District Counsel
•J^Seneral Mafoqer fif/ft^^Financ
Costs:
Funding Source:
Acct. #
[ ] Engineering,[]Clerk "
All parties that have an interestin this agenda item must benotified of meeting date andtime. The following box mustbe filled out to be on agenda.
Attachments: Minutes - May 18,2010 and November 8,201 andManson Invoices: May 2011 andJune 2011
Advertised:Date:Paper[X] Not Required
Yes I have notifiedeveryone
or
Not applicable in thiscase. :
Please initial one.
Summary Explanation/Background:
Manson Law Firm hassubmitted two invoices that are in excess of the$30,000 contract amount that wasapproved at the November 8, 2010 board meeting.
Previously Paid Invoices: May 2010 - April 2011 Invoices: Total: $30,035.80
Outstanding Invoices:
May 2011: $1,125.00June 2011: $1.825.00
Total: $2,950.00
Resulting Board Action:
D Approved D Tabled
(KLWTD has confirmed with Manson Law Group thatthere will beno billing for July 2011)
D Disapproved • Recommendation Revised
AGREEMENT FOR LEGAL SERVICES BETWEEN KEY LARGOWASTEWATER TREATMENT DISTRICT AND MANSON LAW GROUP, P.A.
THIS AGREEMENT is entered into at ICeuL&*ej~F'<-, on this fd day of l/U^u^ . 2010,by and between Key Largo Wastewater Treatment District, hereinafter referred to as the "District", tHe* address ofwhich is 98880 Overseas Highway, Key Largo, Florida 33037, and Manson Law Group, P.A. hereinafter referred toas "Firm", the address ofwhich is 1101 West Swann Avenue, Tampa, Florida 33606.
WHEREAS, the Key Largo Wastewater Treatment District and the Manson Law Group, P.A., desire toenter into an Agreement for the provision of legal services relating to wastewater utility agreements and related matteras directed by the District.
NOW, THEREFORE, in consideration of the mutual covenants, promises, and representations hereincontained, the District and the Firm agree as follows:
ARTICLE I. SCOPE OF SERVICES.
The Firm shall provide legal services to the District relating to wastewater utility agreement matters, andother matters as may be directed by the District from time to time. Such legal services shall be requested andassignedby the District Board ofCommissioners, or its designee.
ARTICLE II. PERIOD OF AGREEMENT.
This Agreement shall commence on the Effective Date, and shall terminate at the conclusion of the servicesprovided hereunder,unless earlier cancelled as hereinafterprovided.
ARTICLE III. COMPENSABLE EXPENSES.
A. The District shall pay the Firm as consideration for legal services rendered pursuant to thisAgreement an hourly rate of Two Hundred and Fifty Dollars ($250.00) for DouglasManson and Laura Donaldsonand associates at Two Hundred Dollars ($200.00).
B. Reimbursement shall be made by the District to the Firm for reasonable out-of-pocket expenses,without mark-up, including, but not limited to, long distance calls and telegrams, copying or reproducingdocuments, postage, court costs, appeal expenses, witness fees, discovery costs and travel, incurred by the Firmintheperformance of its dutieshereunder. Travel and per diem costs, as well asauto travel expenses, shallnot exceedthat which is specified at § 112.061, Florida Statutes.
ARTICLE IV. PAYMENTS.
The Firm shall submit invoices to the District on a monthly basis and on each invoice provide a detaileddescription of the services performed and the date thereof. Original receipts for non-in-house expenses must besubmitted with each invoice. Upon receipt and verification of such statements, the District shall pay the Firm aspromptly as possible.
ARTICLE V. NONASSIGNABILITY.
The Firm may not assign this Agreement.
ARTICLE VI. MODIFICATION, AMENDMENT OR EXTENSION.
This Agreement may not be modified, amended or extended verbally or by conduct but only by a writingduly executed by the parties.
{00004647.DOC}
ARTICLE VII. HEADINGS.
All articles and descriptive hearings ofparagraphs in this Agreement are inserted for convenience only andshall not affect the construction or interpretation hereof.
IN WITNESS WHEREOF, thepartieshereto have executed this Agreement on the dayand yearfirstabovewritten.
PREPARED BY AND APPROVED
AS TO LEGAL SUFFICIENCY:
THOMAS M. DILLON
DISTRICT COUNSEL
{00004647.DOC}
KEY LARGO WASTEWATER TREATMENT DISTICT
BY: rlgrysisiT-ttt-JJORMAN HIGGINS, CHAI
*^£- -?-
MANSON LAW GROUP, R<A:
MANSON LAW GROUP, P.A.
KEY fLA^ MOTfiNWFfPTdcatMFKJT DISTRICJ
Key Largo Wastewater Treatment District98880 Overseas HighwayKey Largo, FL 33037
RE: General
1101 West Swann Avenue
Tampa, FL 33606
(813)514-4700
Statement Date: May 31,2011
Statement No. 1402
Account No. 166.01
Page:
STATEMENT
For Services Rendered 05/01/2011 Through 05/31/2011
Fees
05/03/2011 DPM Telephonically attend a portion of the KLWTDBoard Meeting on rate proposal; telephoneconference with T. Hairston on rate issues;review of rate proposal.
05/04/2011 DPM Review of draft rate document from T.
Hairston after the board meeting; review ofe-mails on letter.
05/05/2011 DPM Review final version of rate to be sent to
Islamorada; review and respond to e-mail onrate documents.
05/11/2011 DPM Review of T. Hairston modification of rate
for insurance change; telephone conferencewith T. Hairston.
05/18/2011 DPM Telephone conference with A. Tobin on ratetransmittal; draft e-mail to T. Hairston onrate issues.
05/24/2011 DPM Review of Lillian Arango e-mail andattachment on the Islamorada counterproposal.
05/25/2011 DPM Review and respond to e-mail on negotiations.
05/31/2011 DPM Telephone conference with Islamorada counselon process going forward and basis ofagreement; review and respond to e-mailcorrespondence.
Hours
2.10
0.20
0.40
0.50
0.20
0.50
0.20
0.40
525.00
50.00
100.00
125.00
50.00
125.00
50.00
100.00
Key LargoWastewater Treatment District
06/24/2011
For Current Services Rendered
Total Current Work
Previous Balance
Payments
Payment Received, Thank You
Balance Due
Payment is due upon receipt.
Statement Date: 05/31/2011Statement No. 1402
Account No. 166.01
Hours
4.50 1,125.00
1,125.00
$1,950.00
-1,950.00
$1,125.00
Page
MANSON LAW GROUP, P.A.
Key Largo Wastewater Treatment District98880 Overseas HighwayKey Largo, FL 33037
RE: General
1101 West Swann Avenue
Tampa, FL 33606
(813)514-4700
Statement Date: June 30, 2011
Statement No. 1438
Account No. 166.01
Page:
STATEMENT
For Services Rendered 06/01/2011 Through 06/30/2011
Fees
06/02/2011 DPM Telephone conference with L. Arango onIslamorada counter-proposal; draft e-mailtransmitting rate information.
DPM Telephone conference with A. Tobin on issues;draft e-mail on basic terms.
06/07/2011 DPM Review of Islamorada letter countering with3.5 million for capacity; telephoneconference with A. Tobin.
For Current Services Rendered
Total Current Work
Previous Balance
Balance Due
Payment is due uponreceipt.
<fc
Hours
1.20
0.40
1.20
2.80
300.00
100.00
300.00
700.00
700.00
$1,125.00
$1,825.00
Jb
glowit 2 5 2011
KeYL_AR^WAST|WAT|PTMCMT HISTRIP."
-rnC »
MINUTES
Key Largo Wastewater Treatment District (KLWTD) Board ofCommissioners Board Meeting
May 18, 201098880 OVERSEAS HWY, KEY LARGO, FL 33037
The Key Largo Wastewater Treatment District Board of Commissioners met for a regularmeeting at 4:00 PM. Present were Chairman Norman Higgins, Commissioners Andrew TobinCharles Brooks, and Susie Hammaker. Also present the General Manager Charles F. Fishburn,Thomas Dillon, District Counsel, Carol Walker, District Clerk, and other appropriate DistrictStaff.
Chairman Higgins ledthe Pledge ofAllegiance.
APPROVAL OF AGENDAGeneral Manager Charles Fishburn added an item on CPH Engineers. CFO Martin Waits pulledPending Payments from Bulk Items. Commissioner Tobin removed Item G5, Margaret Blank,Operations Manager. Commissioner Hammaker added the Operations Manager's Report.Commissioner Brooks clarified that the Islamorada Inter-Local is about the Term Sheet and theitem Manson Group is completely different and is an introduction to Mr. Manson and will bemoved upto come just after Item F 3.
Motion: Commissioner Tobin made a motion to approve the agenda as amended.Commissioner Brooks seconded the motion.
Vote on Motion
Member
Commissioner Hammaker
Chairman HigginsCommissioner Tobin
Commissioner Brooks
Commissioner Majeska
Motion passed 4 to 0
PUBLIC COMMENT: The following persons addressed the Board: Mark Carpenter, CostalWaterway, requested to receive same treatment as everyone else. James Clouse, Key Largoasked ifthe District is going to take over Key Largo Campground lift station.
KLWTD Board of CommissionersBoard MeetingMay 18,2010
Yes No Other
X
XAbsent
GENERAL MANAGER'S REPORT
Basin JK Change OrderMr. Fishburn introduced a change order giving Metro Equipment a Basin JK 1 and JK 2.
Commissioner Brooks asked about the $109,000 difference between the low bid and theproposed Metro receiving the contract at $109,000 higher than the low bid. Mr. Brookssuggested the recommendation appeared to be contractor selection based on contractorconvenience rather than low bidder. Mr. Brooks further inquired why were the line itemshighlighted in yellow the same for all six bidders? Margaret Blank respond those numbers wereput in the matrix arbitrarily. Mr. Brooks also commented on the excessively high cost per EDUand provided a matrix showing a $3000 per EDU savings if the lowest bidder were selected.(See Exhibit "A".)
Staffexplained that there is 14,000 feet ofvacuum main in this area (main trunk line on US 1), thusresulting in a higher cost per EDU.
Motion: Commissioner Hammaker made a motion to approve the Change Order forBasin JK Phases 1 & 2 to Metro Equipment. Commissioner Tobin secondedthe motion.
Vote on Motion
Member Yes No Other
Commissioner Hammaker X
Chairman Higgins X
Commissioner Tobin X
Commissioner Brooks X
Commissioner Majeska Absent
Motion passed 4 to 0
JVWTP Change OrderMr. Fishburn reviewed the WWTP Change Order. Mr. Fishburn explained that the District andWharton Smith are discussing $1,900 per day for extended overhead for 120 days.
Commissioner Brooks would like better background put in black and white for the next meeting.
Islamorada Inter-LocalMr. Fishburn introduced Doug Manson who will be working on the inter-local with Islamoradafor the District. He explained his work process toachieve an inter-local agreement.
Commissioner Tobin stated for the record: "We are looking for fairness; we are looking forsomething standard. We are not looking for looking at one Upper Keys Community so we wantyou (Mr. Manson) to keep that philosophy in mind that we are not trying to take unfair advantageand we do not want, obviously, to be taken advantage of. Those are your marching orders and ifyou need 10 hours or time or 20 hours of time or more to do this right that is what I think is the"right way to go."
KLWTD Board of Commissioners
Board MeetingMay 18,2010
Commissioner Brooks stated for the record: "I do not want this action to imply that there will bean ultimate agreement. I think that it is still in a case of negotiations. What on the major thingsthat concerns me is that we are going through; I mighteven say I told you so, a very, very, roughtime right now. We are going through a transition. We are still trying to finish this project. Thatis our most important task, to finish this project. Here we are being more or less expedited intomoving into an agreement. Toward a negotiated agreement at the time we are struggling withthe location of all our employees and actually getting the plant up and running. And when thePlant is up and running we are a long way from being done. We have 13,000 users to hook up, ata time we are talking about taking on more users. I think that is very dangerous for the Districtto do that right now. I do not look at this at ultimately becoming an agreement. I look at it asperhaps settling some of the issues that we will ultimately disagree on and ironing those outinstead of emails or conversation between two parties. Ultimately from this we may come to theconclusion, again, that we are not going to meet eye to eye. I have a further concern that aftermany months of asking where are we going to pay for the negotiations and the ultimateagreement and I have never received an answer until this week, where is that money going tocome from and Mr. Fishburn issued, finally after many request of Mr. Fishburn, where are wegoing to get the money, I been informed that the money we borrowed for administrative serviceto be able to continue, we are going to take some of thatmoney and were are going to spend it onnegotiations. I object to that strongly, I do not think that it is right. I know that there are ways toget aroimd it, maybe in the dialog that may be produced, but I am totally against that, 1think thatwe are taking money from our existing project and spend it on perhaps a future project/'
Commissioner Hammaker stated: "Weare going through a rough time; you did see me look likelike this because to me instead of a rough time we are going through a tremendous time ofopportunity and a time when we need to think about very serious things about how we can saveboth communities major millions of dollars. This represents huge savings and our delay couldcost both communities and the residents a lot of money and a lotofanxiety, and a lot of certaintyofknowing where their futures are going to be as regarding wastewater. I just simply cannotabide by this; you know that this is an excuse."
Motion: Commissioner Brooks made a motion to sign an agreement with the MansonGroup for a"draft inter-local agreement concept" in the amount of510,000with a cap of S20,000. Commissioner Tobin seconded themotion.
Vote on Motion
Member Yes No Other
Commissioner Hammaker X
Chairman Higgins X
Commissioner Tobin X
Commissioner Brooks X
Commissioner Majeska Absent
Motion passed 4 to 0
Islamorada Village Councilman Johnson addressed the Board.
Summer Interns
KLWTD Board of Commissioners
Board MeetingMay 18, 2010
The KLWTD meeting minutes ofMay 18,2010 were approved on June 7,2010.
1 I
Chairman Higgins ?
bjff/Jr/h,Carol Walker, CMCDistrict Clerk
KLWTD Board of CommissionersBoard MeetingMay 18, 2010
MINUTES
Key Largo Wastewater Treatment District (KLWTD) Meeting
November 8, 201098880 OVERSEAS HWY, KEY LARGO, FL 33037
The Key Largo Wastewater Treatment District Board of Commissioners met for a regularMeeting at 4:00 PM. Present were Chairman Norman Higgins, Commissioners Robert Majeska,Charles Brooks, and Susie Hammaker. Also present the General Manager Charles F. Fishburn,District Counsel Thomas Dillon, District Clerk Carol Walker, and other appropriate DistrictStaff.
Chairman Higgins ledPledge of Allegiance.
APPROVAL OF AGENDA
Commissioner Hammaker added discussion items about the sale of the package plant and acentrifuge for the District. Commissioner Hammaker also requested that the election of newofficers be held on November 16, 2010. Commissioner Majeska requested that item G5 bemoved up before G2, the swearing in ceremony be added and to take pending payments out ofBulk. Chairman Higgins added acustomer service item to Commissioners Items.
Motion: Commissioner Hammaker made a motion to approve the agenda asamended. Commissioner Majeska seconded the motion.
SWEARING IN CEREMONYJudge Ptomey gave the oath of office to elected Commissioner Susan Hammaker andCommissioner Norman Higgins.
KLWTD Board of CommissionersBoard MeetingNovember 8,2010
Yes No Other
Absent
Commissioner Tobin Absent
Commissioner Brooks X
Commissioner Hammaker X
Motion passed 4 to 0
CFO Candidates UpdateThe Board discussed what qualification they wanted in an applicant to be the Manager of theDistrict and when that person would be hired. Commissioner Brooks stated he will submitanother applicant for thejob of CFO.
Martin Waits Consultant AgreementThis item will be broughtback on November 16,2010.
Manson Law Group InvoiceMr. Fishburn asked for a $10,000 extension.
Motion: Commissioner Brooks made a motion to pay the current Manson GroupContract for S8,275 and cap the contract and direct Mr. Manson to not doanything else until Islamorada responds.Commissioner Brooks amended the motion to say to pay the October invoiceofS8,275.
Motion died due to a lack of a second.
Motion: Commissioner Majeska made a motion to authorize a S10,000 extension onthe Manson Law Group contract. Commissioner Hammaker seconded themotion.
Vote on Motion
Member Yes No Other
Chairman Higgins X
Commissioner Majeska X
Commissioner Tobin Absent .
Commissioner Brooks X
Commissioner Hammaker X
Motion passed 3 to 1
Commissioner Brooks voted against the motion because the invoice went above the cap withoutBoard approval. He was willing to pay the invoice for October of $8,275.
Employee SalariesMr. Fishburn explained the salary analysis. Margaret Blank answered questions on theOperations Salary Analysis. This item will be brought back to the November 16 meeting.
Mr. Waits reported onSyndi Lankford's training and upcoming action items.LEGAL COUNSEL REPORT
RESOLUTION NUMBER 20-11-10A RESOLUTION OF THE KEY LARGO WASTEWATER TREATMENTDISTRICT AMENDING RESOLUTION NO. 18-05-06 REGARDING MONTHLYRATES AND CHARGES FOR WASTEWATER COLLECTION, TRANSMISSION,TREA TMENT, AND DISPOSAL; AND PROVIDING ANEFFECTIVE DATE.
Mr. Dillonchanged the effective date to Oct. 19,2010.
Motion: Commissioner Hammaker made a motion to adopt Resolution No. 20-11-10as amended. Commissioner Majeska secondedthe motion.
COMMISSIONER'S ROUND TABLEChairman Higgins discussed hiring someone to do publicity
ADJOURNMENTThe KLWTD Board adjourned the Board Meeting at 8:50 PM.
Other
Absent
The KLWTD meeting minutes ofNov. 8,2010 were approved on Nov. 16, 2010.
^-MMsu, s.. f kL^_.ChWman Hi^gins'̂ &
f^*-
Carol Walker, CMCDistrict Clerk
KLWTDBoard of CommissionersBoard MeetingNovember 8, 2010
KEY LARGO WASTEWATER TREATMENT DISTRICTAgenda Request Form
Meeting Date: August 8, 2011 Agenda Item No. ^
[ ] PUBLIC HEARING [] RESOLUTION
[] DISCUSSION [] BID/RFP AWARD
[X] GENERAL APPROVAL OF ITEM [] CONSENT AGENDA
[ ] Other:
SUBJECT: CDBG / Meridian Grant and Deferred Billing Update
RECOMMENDED MOTION/ACTION: Review KLWTD's Resolution for Deferred Billing andTracking Procedure
Approved by General Manager -^f&Lii/L ^ Date: 8/5ftf?)j
Originating Department:Finance
Department Review:[ ] District Counsel
J^&eneral Maja§^^/^JJFinance*
Costs:
Funding Source:
Acct. #
[ ] Engineering.[ J Clerk
All parties that have an interestin this agenda item must benotified of meeting date andtime. The following box mustbe filled out to be on agenda.
Attachments: Resolution #06-04-11and applicant status spreadsheet
Advertised:
Date:Paper:[XI Not Required
Yes I have notifiedeveryone
or
Not applicable in thiscase :
Please initial one.
Summary Explanation/Background:
Resolution #06-04-11 re: CDBG / Meridian Grant. Review deferred billing and tracking procedure.Attached applicant status spreadsheet.
Resulting Board Action:
D Approved D Tabled D Disapproved D Recommendation Revised
RESOLUTION NUMBER 06-04-11
A RESOLUTION OF THE KEY LARGO WASTEWATER TREATMENT
DISTRICT AMENDING RESOLUTION 26-12-10 PROVIDING FOR
TEMPORARY DEFERRAL OF CONNECTION REQUIREMENTS AND
CREDITS FOR WASTEWATER FEES COLLECTED FROM LOW-INCOME
RESIDENTS; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, on December 21, 2010, the Key Largo Wastewater Treatment District adopted resolution 26-12-10 providing for provide temporary assistance for certain low-income residents; and
WHEREAS, in light of further information provided by Monroe County regarding eligibility of residentsfor low-income assistance with connection to the District wastewater system, the District desires to
amend said resolution;
NOW, THEREFORE, the District Board ofCommissioners resolves:
1. CLASSIFICATION OF LOW-INCOME RESIDENTS ELIGIBLE FOR TEMPORARY RELIEF. The personseligible for temporary relief are all those persons ("Applicants") who have applied, or will apply forCommunity Development Block Grant ("CDBG") assistance offered by HUD through Monroe County.
2. EFFECTIVE DATE OF TEMPORARY RELIEF. The temporary relief provided under this resolutionwill take effect upon certification by the Monroe County Housing Authority ("MCHA") that it hasreceived an application from the Applicant for CDBG assistance.
3. INITIAL DURATION OF TEMPORARY RELIEF. The temporary relief for an Applicant will initiallylast until the later of (a) 60 days after the effective date of this resolution, or (b) 60 days after theDistrict receives certification from MCHA thatthe Applicant has filed an application for CDBG assistance.The temporary relief may be extended or terminated as provided below.
4. EXTENSION OF TEMPORARY RELIEF ON NOTIFICATION OF COMPLETE APPLICATION. If MCHAnotifies the District that an Applicant has filed a Complete Application for assistance, the District willextend the temporary relief for an additional 60 days. For purposes of this resolution, a "CompleteApplication" means an application for which the Applicant has provided to MCHA all information thatthe Applicant must suppFy in order for MCHA to undertake review of the application. An otherwiseComplete Application is not incomplete if the only information needed by MCHA is information thatmust be supplied to MCHA by third parties, including without limitation, mortgage verification, incomeverification, and other similar ordissimilar information.
5. EXTENSION OF TEMPORARY RELIEF ON NOTIFICATION OF APPROVAL OF APPLICATION. IfMCHA notifies the District that an individual application has been approved for CDBG assistance, thetemporary relief will be extended for ninety days from the date of such notification, or until the lateralconnection has been completed and placed in service, whichever occurs first.
6. EFFECT OF TEMPORARY RELIEF. Upon granting temporary relief, the District will notify theapplicant that he or she is receiving temporary relief. For the duration of the temporary relief, theDistrict will not require the Applicant to connect to the District collection system, and the District willsuspend billing of the Applicant for wastewater services. If the District has billed the Applicant forwastewater services during the temporary relief period, the District will cause a credit to be issued tothe applicant equal to the amount received by the Districtfor wastewater services.
7. TERMINATION OF TEMPORARY RELIEF. The District will terminate temporary relief to an
Applicant upon the occurrence of any of the following events: (a) the District does not receivenotification from MCHA within 60 days from the initial date of temporary relief that the application is aComplete Application; (b) the District does not receive notification from the MCHA within 60 days fromthe date of notification of a Complete Application that the application is approved; (c) the Districtreceives notification from MCHA that the application is withdrawn; (d) the District receives notification
from MCHA that the Applicant is ineligible for CDBG assistance.
8. EFFECT OF TERMINATION OF TEMPORARY RELIEF. Upon termination of temporary relief, theDistrict will promptly send a 30-day notice to connect to the Applicant, and the District will thereafterimpose wastewater charges according to the District's normal procedures.
9. APPLICABILITY OF THIS RESOLUTION TO PERSONS WHO RECEIVED TEMPORARY RELIEF UNDER
RESOLUTION 26-12-10. The District will notify all persons who have received temporary relief underResolution 26-12-10 that District has amended its low-income temporary relief procedures, and that the
District will review their applications in accordance with the terms ofthis resolution.
10. EFFECTIVE DATE. This resolution shall take effect immediately upon its adoptionbythe District.
[INTENTIONALLY LEFT BLANK]
Resolution re Low-Income Assistance
The foregoing RESOLUTION was offered by Commissioner 6/{&c\f{5 _, who moved its approval. Themotion was seconded by Commissionei^M/f^and being put to avote the result was as follows:
Chairman Robby Majeska
Commissioner Charles Brooks
Commissioner Susan Ford Hammaker
Chairman Norman Higgins
Commissioner Andrew Tobin
AYE
4-
X
NAY
X.
The Chairman thereupon declared Resolution No. 06-04-11 duly passed and adopted the 5th day ofApril, 2011
KEY LARGO WASTEWATER tREATMENT DISTRICT
BY:
Chairman Rofrby-fvlajeska
ATTEST: Approved to as to form and legal sufficiency
faff ff/44 mi4c^)M4^cM^Carol Walker, District Clerk District Counsel, Thomas M. Dillon
SEAL
Resolution re Low-Income Assistance
The attached spreadsheet is provided to FKAA each month, after KLWTD receives an update from
CDBG/ Meridian Grant.
Example:
1. Customer has filed an application to CDBG / Meridian on April 20, 2011
2. KLWTD notifies FKAA to cease billing of wastewater services for 60 days (through June 20, 2011)
3. CDBG / Meridian notifies KLWTD that application is in income verification status (completed
application), additional 60 days given.
4. CDBG / Meridian notifies KLWTD that application has been deemed ineligible. Billing to begin
within 30 days, if customer resides in an area that is ready to connect.
Relief: 60 Days Filed App info Rec'd by KLWTD / 60 Adctl Days once App is Complete (2 or3) / 90 Addtl Days if App Approved / Immediate Billing if Ineligible (and if in area ready toconnect)
0: Gone to bid 1: App Approved 2: App in income verif status 3: Info has been provided from applicant 4: App incomplete 5: App deemed ineligible
26 Total Wastewater Service Operations Expense S 473,977 S 586,917 S (43,550) S 543,367 $ 1,394,511 S (259,817) 1,120,700 2,703,500 2,745,600 2,883,700
Footnotes:
[1] Estimatedand/or budgetedoperatingexpensesbased on adopted Fiscal Year 2009 Budget, 9 months year-to-dateFiscal Year 2009 results, and preliminaryFiscal Year 2010 Budget.
[2] Escalatorsfor certain variableoperatingcosts (electricity, chemicals,and sludge hauling) based on informationprovidedby: i) KLWTDstaff; and ii) KLWTD consultingengineers estimates.
[3] Amount for customerserviceand billing costs has been adjusted down to zero and has been incorporatedto Table 2-2 as part of the administrativecost.
[4] Reserve for contingencies has been adjustedand incorporatedto Table 2-2 as an additonal cost.
2009 Revreq klwtd V4.0; OpcrExpWWTP 9/22/2009
Footnotes:
Table 2-2
Key Largo Wastewater Treatment District2009 Revenue Sufficiency Study
Projected Operating Expenses
Page 2 of2
[1] Estimatedand/orbudgetedoperatingexpenses based on adoptedFiscalYear 2009 Budget, 9 months year-to-date FiscalYear 2009 results,and preliminaryFiscalYear 2010 Budget.
[2] Administrative payrollexpensederived from informationas containedon KLWTD staffing projections.
[3] Reflects estimated amount based on conversations with KLWTD that reflect a reduction on postageexpense due to the fact that the mailing ofthe majority ofthe assessments and connections notices is expected tohave occurred prior to FiscalYear 2011.
[4] Amount for customer service and billing costs has been adjusted and incorporatedto Table 2-2 from Table 2-3 as partofthe administrative cost for FY2009. Amount derived from the following table:
Average Monthly EDUs Served [a]Assumed Number ofEDUs per Account [b]Assumed Number ofAccounts
Projected Fiscal Year Ending September 30,2011 2012 2013
13,261 13,466 13,4661.5 1.4 1.2
8,668 9.619 11,675
$ 1.50 S 1.50 $ 1.50
s 156.024 s 173,142 S 210,150
s 156,100 s 173,200 S 210,200
[a]Amounts derived from Table 1-2.[b] Amounts derived from relationship ofEDUs to number ofaccounts as shown on Table 1-1.[c] Lower future billing costs per account reflect cost savings derived from having a largercustomer base.
[5] Total WastewaterTreatmentPlant- Direct Expensesarederived from Table 2-3, andreflect the estimatedcosts ofoperatingthe RegionalWastewaterTreatment Plantwhich is expected to begin operationsin June2010.
2009 Revreq klwtd V4.0; OperExp 9/22/2009
KEY LARGO WASTEWATER TREATMENT DISTRICTAgenda Request Form
Meeting Date: August 8, 2011
[] PUBLIC HEARING []
[X] DISCUSSION []
[] GENERAL APPROVAL OF ITEM []
[] Other:
SUBJECT: (REVISED) Preliminary Staffing Plan for the 2012 Budget
RECOMMENDED MOTION/ACTION:
Approved by General Manager ^ftfr?/vfK--~'Date: XMUol\
Originating Department:Finance
Department Review:[ ] District Counsok
-JpfiGeneral Manaj erY^ffi[X ]Finance ~^
T&
Costs:
Funding Source:
[ ] Engineering[ ] Clerk[ ] Operations Manager.
Agenda Item No. y
RESOLUTION
BID/RFP AWARD
CONSENT AGENDA
Attachments:
Staffing Plan
Advertised:Date:Paper:[X] Not Required
Summary Explanation/Background: Preliminary Staffing Plan for the 2012 Budgetrevised as per Board Instruction.
Resulting Board Action:
D_Approved D Tabled D Disapproved D Recommendation Revised
Preliminary Total District Salary AnalysisFY 2011 Projected, 2012 Preliminary Budget and Future Years
Administration Department
Projected vs. Non-Allocated 2012
Projected vs. Allocated by Dept 60% Admin & 40%Operations & Construction
Projected vs. Budgeted F.T.E.
Treatment Plant
Projected vs. Non-Allocated 2012
Projected vs. Allocated by Dept. 100% Treatment
Projected vs. Budgeted F.T.E.
Collections Department
Projected vs. Non-Allocated 2012
Projected vs. Allocated by Dept. 95% Coll & 5%Construction
Projected vs. Budgeted F.T.E.
Operations/Support Department
Projected vs. Non-Allocated 2012
Projected vs. Allocated by Dept. 10% Admin, 70%Operations & 20% ConstructionProjected Administration @ 10% of TotalProjected Construction @ 20% of Total
Operations/Support Department Subtotals
Projected vs. Budgeted F.T.E.
Construction Department
Projected vs. Non Allocated 2012
Projected vs. Budgeted F.T.E.
Grand Totals Admin Staff Salaries
Grand Totals Operations Staff Salaries
Grand Totals Construction Staff Salaries
Total Salaries
Total Full Time Equivalents
FY20I1
Projected
591.524
FY 2012
PreliminaryBudget
598,154
360,702
9
FY 2013
Projected
616.099
371,523
9
FY 2014
Projected
634.582
382.669
9
FY 2015
Projected
653,619
394,149
9
FY 2016
Projected
673.228
327,292
9
405,973
9
191,360 232,855 324.987 330,508 340,424 350,636
191.360 232,855 324.987 330.508 340.424 350.636
4.5
391.930 437,810 525.618 534.547 550.584 567.101
352.953 415,921 382,622 394.101 405.924 418.101
11.5 12
313,976 280,850 268.309 256.753 264.456 272.389
219.783
31.398
62.795
313,976
4
420.000
196,595
28,085
56,170
280,850
5.5
219,806
188.73
26.962
52.616
268,309
181.182
25.883
49.688
256,753
186.617
26.661
51.178
264,456
192.216
27,460
52.713
272,389
8 4 0 0 0 0
591,524
1,224,557
420.000
598,154
951,515
219,806
616,099
1.118.914
634.582
1.121.808
653,619
1,155,464
673,228
1,190,126
2.236.082 1,769,475
31
1,735,013 1,756.389 1,809,083 1,863.354
36.5 30 27 27 0 27
KEY LARGO WASTEWATER TREATMENT DISTRICTAgenda Request Form
Department Review:[ ] DistrictCounsel[ ] General ManageX
[X] Finance <g—*—*-
Costs:
Funding Source:
[ ] Engineering[ ] Clerk[ ] Operations Manager.
Attachments:
Revised budget Attached
Advertised:
Date:Paper:[X] Not Required
Summary Explanation/Background:
As per Board Instruction a (revised) preliminary Administration Budget will be presented fordiscussion.
Resulting Board Action:
D Approved D Tabled D Disapproved D Recommendation Revised
Basis for Development of FY2012 Administration Budget and Projections
3 Dependent upon number ofnon-residential customers preparing for hook-upto generate Plan Review Fees Revenue.
4 Revenue for Rural Water Loan. Paid in full; in two installments during FY
2011 with SRF loans from 2011 - $7,000,000 and 2012 Cap- $10,000,000.
8 Assumes three Board meetings per month will continue throughout FY2012or $1,000 per month per commissioner with reduced meetings.
9 Anticipates the District will begin realigning personnel consistent with aprimary focus as an operating utility in FY2012, and construction issubstantiallycompleted by early FY2012. Includes distributed AdminPersonnel which charge a portion oftheir time to Operations.
11 Assumes a 3% District voluntary contribution to a 457(b) retirement planwill be implemented duringFY2013; 2011 and 2012 are admin, fees only.
15 Anticipates 30 day notices will be sent to essentially all customers by theendofFY20U.
39 Budgeted amount is sufficient to support current lobbyingefforts inWashington for 12 months and in Tallahassee for 7 months.
41 Assumes Rural water loan is paid in full as scheduled before 10/01/2011with 2012 SRF Cap in mid- September
43 Assumes semi-annual loan payments began in July, 2010 for NorthComponents loan, and in July, 2012 for South Components loan. Increasesin Debt Service Transfers as a result of 10+ increase in SRF loans.
44 Bank line of credit scheduled for full repayment by June 30, 2012.
KLWTD Administration Department
FY2012 PRELIMINARY BUDGET & 4 YEAR FINANCIAL PROJECTION
Line
No.
OPERATING REVENUE
1 Bank Line of Credit2 Miscellaneous Service Charges
3 Subtotal Operating Revenue
NON-OPERATING REVENUE
4 SRF Revenue 2011, 2012 July - June State Cap5 System Development Charges
$ 640,446 $ 739,679 s 15,900 S 755,579 s 769,590 S 49,300 S 818,890 s 846,003 s 849,157 SI,002,197
17 Total WWTP and Collection System Direct Expenses [5] s 473,977 $ 586,917 $ (43,550) $ 543,367 SI,120,700 s 0 SI, 120,700 Input [5] S2,703,500 S2.745.600 S2,883,700
Professional Services:
IK Legal - General Counsel $ 35,970 $ 55,000 $ 0 $ 55,000 $ 55,000 s 0 s 55,000 Constant S 55,000 $ 55,000 S 55,00019 Legal - Litigation Reserve 20,231 0 0 0 20,000 0 20,000 Constant 20,000 20,000 20,000
27 SI,363,794 $1,527,417 s 122,350 SI,649,767 $2!,180,790 s 272,400 s:1,453,190 S4.224.103 S4.273.857 S4.594.097
Footnotes on Page 2 of 2.
2009 Revreq klwtd V4.0; OperExp 9/22/2009
TAB 2
KEY LARGO WASTEWATER TREATMENT DISTRICTAgenda Request Form
Meeting Date: Aug. 8, 2011
[ ] PUBLIC HEARING
[X] DISCUSSION
[ ] GENERAL APPROVAL OF ITEM
[] Other-
Agenda Item No. y
[ ] RESOLUTION
[ ] BID/RFP AWARD
[] CONSENT AGENDA
SUBJECT: Up todate Performance Evaluations and up to date contracts allEmployees/staff before next budget is approved
RECOMMENDED MOTION/ACTION:
Approved by;General Manager s/ffiJg/f/K—*>Date:
rovea Dy.uene
Originating Department:Commissioner Hammaker
Department Review:[ ] District Counsel
^General Managet^^[ ] Finance
Costs: Approximately
Funding Source:
] Engineering.1 Clerk
Attachments:
Advertised:Date:Paper:[X] Not Required
Summary Explanation/Background: Discussion with General Manager ofcurrency ofallPerformance Evaluations, and contracts/agreements with current employees, and ancillary staff, aswellas Guidelines/Rationale for procedures in place.Our employees and staff are our most critical asset.
Resulting Board Action:
D Approved D Tabled D Disapproved D Recommendation
KEY LARGO WASTEWATER TREATMENT DISTRICTAgenda Request Form
Meeting Date: Aug. 8, 2011
[ ] PUBLIC HEARING
[X] DISCUSSION
[ ] GENERAL APPROVAL OF ITEM
[] Other:
SUBJECT: Air Vent Stickers Update
RECOMMENDED MOTION/ACTION:
Agenda Item No. o
[ ] RESOLUTION
[ ] BID/RFP AWARD
[] CONSENT AGENDA
Approved by General ManagerDate:
sflttfQ^
Originating Department:Commissioner Hammaker
Costs: Approximately
Funding Source:
Attachments:
Department Review:[ ^District Counsel
f 1 Engineering.
[ ] Clerk
Advertised:
Date:
Paper:
[X] Not RequiredjiGeneral Manager jfip[ ] Finance
Summary Explanation/Background: Bilingual air vent stickers were purchased originallyabout 5years ago. Some are still in place. Many others were never affixed. Some months ago several thousandwere reordered but have not been affixed (Commissioner Hammaker has volunteered to assist in affixingthem, first cleaning off any accumulated dust so they will stick properly - provided that the phonenumbers are accurate). Magnets (for a different purpose?) have recently been ordered, also with call inphone numbers.
Resulting Board Action:
O Approved D Tabled D Disapproved O Recommendation
KEY LARGO WASTEWATER TREATMENT DISTRICTAgenda Request Form
Meeting Date: Aug. 8, 2011
[ ] PUBLIC HEARING
[X] DISCUSSION
[ ] GENERAL APPROVAL OF ITEM
[] Other:
SUBJECT: Removal of Syndi Trakul's voice on phone answering system
RECOMMENDED MOTION/ACTION:
Approved by General Manager ^^/O/c/r^ •>Date: ^JH\M
Agenda Item No. /
[ ] RESOLUTION
[ ] BID/RFP AWARD
[] CONSENT AGENDA
Originating Department:Commissioner Hammaker
Costs: Approximately
Funding Source:
Attachments:
Department Review:f 1 District Counsel
f 1 Engineering
[ ] Clerk
Advertised:Date:
Paper:
[X] Not RequiredJ^eneral Manager—--f/^Z
\ 1Finance
Summary Explanation/Background: Discussion of options to update phone answering system.
Resulting Board Action:
D Approved D Tabled D Disapproved D Recommendation