General Manager - klwtd.com

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 Majiaêr 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


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/Uû^ . 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."

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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


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


Chairman Higgins X

Commissioner Tobin X


Commissioner Majeska Absent


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.

Vote on Motion

Member

Chairman HigginsCommissioner MajeskaCommissioner Tobin

Commissioner BrooksCommissioner Hammaker


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




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 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.

COMMISSIONER'S ITEMSReconsideration ofa Previous Motion

KLWTD Board ofCommissioners 3Board MeetingNovember 8. 2010

FINANCIAL REPORT

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.

Vote on Motion

Member

Chairman HigginsCommissioner MajeskaCommissioner Tobin

Commissioner Brooks

Commissioner Hammaker

Yes No

X

X

X


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


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


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.


Resolution #06-04-11 re: CDBG / Meridian Grant. Review deferred billing and tracking procedure.Attached applicant status spreadsheet.


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/fând 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.

/DO NOT DO NOT

Notes:

New

name

on list

as of

7/19

New

Instruction

to FKAA/

Change from

6/17

spreadsheet

/ / / X / / BILL UNTIL BILL UNTIL

/ / / / / {&/ Begin Billing/&• /£> /h /'^ /.&/ Wastewater

/A* /^ /^ /J? /N^VfKAA Meter effective/§ /<& /$ /<$ /V/ # immediately

9/1/11. 10/1/11,

and remove

any current

billing (if

applicable)

and remove

any current

billing (if

applicable)

1 I III I

JULY 19, 2011 UPDATE

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

1 3/25/11 Key Largo 3 5 N/A N/Ain area not to

be billed yet

2 9/14/10 Key Largo 3 2 No Yes

3 2/21/11 Tavernier 3 No N/A

in area not to

be billed yet Yes

4 10/28/10 Tavernier v 1 No N/Ain area not to

be billed yet Yes

5 3/10/11 Key Largo 3 4 Yes

New info

since 6/17


New info

since 6/17

7 3/15/11 Tavernier 3v 2 No N/Ain area not to

be billed yet Yes

8 10/21/10 Key Largo 3 5 Yes


10 3/10/11 Key Largo 3 5 Yes


New info

since 6/17

12 10/4/10 Key Largo 3 5 Yes

13 3/29/11 Key Largo 3 5 N/A N/A

in area not to

be billed yet


15 11/2/10 Key Largo 3 5 N/A N/A

in area not to

be billed yet




19 10/12/10 Key Largo 3 5 Yes

/~DO NOT DO NOT

Notes:

New

name

on list

as of

7/19

New

Instruction

to FKAA/

Change from

6/17

spreadsheet

/

/1& / Begin Billing/ ..S" / Wastewater

/^yTKAA Meter effective/ y*/ # immediately

BILL UNTIL BILL UNTIL

/ 9/1/11. 10/1/11.

and remove

any current

billing (if

applicable)

and remove

any current

billing (if

applicable)

20 10/19/10 Tavernier <. 1 N/A N/A

in area not to

be billed yet Yes

21 9/16/10 Key Largo 3 0 Yes

New info

since 6/17

22 1/14/11 Tavernier 3; 4 N/A N/A

in area not to

be billed yet Yes

23 10/7/10 Key Largo 3 4 Yes


New info

since 6/17

25 10/26/10 Key Largo 3 4 Yes




29 12/13/10 Tavernier 3< 5 N/A N/A

in area not to

be billed yet Yes

30 3/10/11 Tavernier 3! 5 N/A N/A

in area not to

be billed yet Yes

31 6/7/11 Tavernier 3C 4 N/A N/A

in area not to

be billed yet Yes

32 5/19/11 Key Largo 3 5 Yes



35 9/20/10 Key Largo 3 5 Yes

New info

since 6/17

36 10/1/10 Tavernier { 0 No Yes Yes


38 11/29/10 Key Largo 3 5 Yes

39 10/8/10 Key Largo 3 5 Yes


41 3/25/11 Key Largo 3 4 Yes

42 9/24/10 Key Largo 3 0 Yes

New info since

6/17


/~DO NOT DO NOT

Notes:

New

name

on list

as of

7/19

New

Instruction

to FKAA/

Change from

6/17

spreadsheet

/ / / / / X BILL UNTIL BILL UNTIL

/ / / / '<$*' Begin BillingA& X& /^ /•& /..&/ Wastewater

/A? /^ /<& /& /<fyTKAA Meter effective/^ /<^ /§> /<S> /*r/ # immediately

9/1/11. 10/1/11.

and remove

any current

billing (if

applicable)

and remove

any current

billing (if

applicable)

44 3/14/11 Key Largo 3 5 Yes


46 3/1/11 Tavernier 3v 5 N/A N/A

in area not to

be billed yet Yes


48 4/20/11 Key Largo 3 4 Yes





53 3/21/11 Key Largo 3 4 Yes

54 10/6/10 Tavernier \ 2 N/A N/A

in area not to

be billed yet Yes



57 6/28/11 Key Largo 3 5 N/A N/A

in area not to

be billed yet Yes





in area not to

be billed yet Yes

62 9/29/10 Key Largo 3 5 Yes

63 10/26/10 Key Largo 3 4 Yes



66 10/12/10 Key Largo 3 5 Yes





/~DO NOT DO NOT

Notes:

New

name

on list

as of

7/19

New

Instruction

to FKAA /

Change from

6/17

spreadsheet

/ XX XXX BILL UNTIL BILL UNTIL

x x x x X&X 9/1/11. 10/1/11.

/^ X<? /i X^ A°7/4> /y X<f X/ /V^KAAMeter

Xf Xr Xv X& X*fX *

oesin diiiiiik

and remove

any current

billing (if

applicable)

and remove

any current

billing (if

applicable)

Wastewater

effective

immediately

71 10/26/10 Tavernier '. 2 N/A N/A

in area not to

be billed yet Yes

72 3/31/11 Tavernier 3v 5 No Yes Yes




New info since

6/17

76 10/5/10 Key Largo 3 4 Yes






82 1/12/11 Key Largo 3 5 Yes


84 10/12/10 Key Largo 3 5 Yes


9/1(UPDATED

6/30/11)



in area not to

be billed yet Yes

88 12/16/10 Key Largo 3 5 Yes

89 10/12/10 Key Largo 3 4 N/A N/A

in area not to

be billed yet

90 9/14/10 Key Largo 3 5 Yes

New info since

6/17

91 12/13/10 Key Largo 3 4 Yes

92 10/26/10 Key Largo 3 4 Yes

93 9/16/10 Tavernier I 1 N/A N/A

in area not to

be billed yet Yes

94 9/29/10 Key Largo 3 5 Yes


/~DO NOT DO NOT

Notes:

New

name

on list

as of

7/19

New

Instruction

to FKAA/

Change from

6/17

spreadsheet

X / / / / / BILL UNTIL BILL UNTIL

/ / / / /^ / Begin BillingX^ Xp X^ X& XcfX Wastewater

X$P X$* X^ Xj^ x<^Xkaa Meter effectjve/^ X& Xr X& X^X n immediately

9/1/11. 10/1/11.

and remove

any current

billing (if

applicable)

and remove

any current

billing (if

applicable)



New info since

6/17


99 9/22/10 Key Largo 3 0 Yes


101 10/19/10 Key Largo 3 2 No Yes


in area not to

be billed yet Yes

103 1/3/11 Key Largo 3 4 Yes

104 10/5/10 Tavernier '. 1 No Yes Yes


106 10/19/10 Tavernier '. 1 N/A N/A

in area not to

be billed yet Yes

107 10/12/10 Key Largo 3 0 No Yes

108 1/24/11 Key Largo 3 4 Yes


New info since

6/17

110 11/19/10 Key Largo 3 3 No Yes


in area not to

be billed yet Yes

112 12/22/10 Key Largo 3 2 No Yes


in area not to

be billed yet Yes

114 12/22/10 Key Largo 3 5 Yes

115 10/1/10 Key Largo 3 0 Yes

New info since

6/17

116 10/19/10 Key Largo 3 2 No Yes

117 11/15/10 Key Largo 3 1 No Yes


in area not to

be billed yet Yes

119 1/27/11 Tavernier 3» 4 No Yes Yes


/~DO NOT DO NOT

Notes:

New

name

on list

as of

7/19

New

Instruction

to FKAA/

Change from

6/17

spreadsheet

X X X X X X BILL UNTIL BILL UNTIL

/ / / / '<J^' Begin BillingX& Xp Xi X* Xc?X Wastewater

X$? X$ Xdf? Xj? X<^/4kM< Meter effectiveX$f X<& Xv X<? X^X # immediately

9/1/11. 10/1/11.

and remove

any current

billing (if

applicable)

and remove

any current

billing (if

applicable)

121 1/27/11 Tavernier 3J 1 N/A N/A

in area not to

be billed yet Yes

122 9/30/10 Key Largo 3 4 Yes

123 1/3/11 Key Largo 3 5 Yes


125 10/4/10 Key Largo 3 0 Yes

New info since

6/17


New info since

6/17


New info since

6/17

128 10/1/10 Key Largo 3 5 Yes


New info since

6/17

130 9/14/10 Key Largo 3 5 Yes

131 1/10/11 Tavernier 3'. 2 No Yes Yes

132 2/1/11 Key Largo 3 5 Yes

New info since

6/17

133 11/23/10 Key Largo 3 5 No Yes

134 9/20/10 Key Largo 3 5 Yes

135 3/1/11 Key Largo 3 5 Yes


in area not to

be billed yet Yes

137 11/5/10 Key Largo 3 5 Yes

138 9/20/10 Key Largo 3 5 Yes

139 10/5/10 Key Largo 3 4 Yes

140 6/2/11 Key Largo 3 4 No Yes Yes

141 10/26/10 Key Largo 33037 Yes

Connected,

begin billing:

Update

6/30/11


in area not to

be billed yet Yes

143 2/21/11 Tavernier 3C 5 No Yes

yX~DO NOT DO NOT

Notes:

New

name

on list

as of

7/19

New

Instruction

to FKAA /

Change from

6/17

spreadsheet

X / / / / / BILL UNTIL BILL UNTIL

/ / / / ^d^' Begin BillingX X$> Xi X* X.<?X Wastewater

X& X* /jj? X& Xw/*\KAA Meter effectiveX& /<^ XP /C° X^X # immediately

9/1/11. 10/1/11.

and remove

any current

billing (if

applicable)

and remove

any current

billing (if

applicable)

144 11/11/10 Key Largo 3 5 Yes



147 11/23/10 Key Largo 3 4 Yes

148 10/12/10 Key Largo 3 5 Yes



151 10/12/10 Key Largo 3 4 Yes

152 10/19/10 Key Largo 3 4 Yes

153 10/1/10 Key Largo 3 0 Yes

New info since

6/17



in area not to

be billed yet Yes

156 10/19/10 Key Largo 3 0 No Yes

New info since

6/17



in area not to

be billed yet Yes

159 3/21/11 Key Largo 3 5 Yes

160 1/14/11 Key Largo 3 5 Yes

161 1/24/11 Key Largo 3 4 Yes


163 1/24/11 Key Largo 3 5 Yes

164 10/19/10 Key Largo 3 5 Yes


in area not to

be billed yet Yes


167 10/4/10 Key Largo 3 5 Yes

168 9/30/10 Key Largo 3 4 Yes

169 3/1/11 Key Largo 3 4 Yes

170 11/19/10 Key Largo 3 5 Yes

New info since

6/17

/^

X J"x<?

DO NOT DO NOT

Notes:

New

name

on list

as of

7/19

New

Instruction

to FKAA/

Change from

6/17

spreadsheet

X

X<£Xr /

/+<§*/ Begin Billing

/\S" / Wastewater

/ ^K/FKAA Meter effective/ *&/ # immediately

BILL UNTIL BILL UNTIL

X 9/1/11. 10/1/11.

/o>>

and remove

any current

billing (if

applicable)

and remove

any current

billing (if

applicable)




New info since

6/17


Agenda Item No. /Meeting Date: August 8, 2011

[ ] PUBLIC HEARING [ ] RESOLUTION

[X] DISCUSSION [] BID/RFP AWARD

[] GENERAL APPROVAL OF ITEM [] CONSENT AGENDA

[ ] Other:

SUBJECT: Preliminary 2012 Operations Departments Budget

RECOMMENDED MOTION/ACTION:. Discussion of preliminary2012 OperationsBudget

Approved by General Manager —^//4//7^._Date:

Originating Department:


. J^feeneral Manager M&2>v[]Finance

Costs:

Funding Source:


asZL.

Attachments:

Advertised:


Summary Explanation/Background: Preliminary Operations Department Report fordiscussion


D Approved DJabled D Disapproved D Recommendation Revised

Line

No.

KLWTD Operations Departments

DRAFT FY2012 PROPOSED BUDGET & 4 YEAR FINANCIAL PROJECTION

ProjectedAnnual

FY 2011

ProposedBudget

FY 2012

ProjectionFY 2015

OPERATING REVENUEIWastewater Service Revenue

FY 2013 FY 2014 FY 2016

S 4300,000 | | S 6,500,000 | | S 7,000,000 | | $ 8,000,000 | | $ 8,174,000 | | $ 8,174,000

6

7

8

9

10

II

12

13

14

15

16

17

IX

19

20

21

22

23

24

25

~W"2T28

"29"

ITIT

33

34

35

36

37

38

39

OPERATING EXPENSESOperations Support DepartmentSalaries & Wages (unallocated)Payroll TaxesRetirement ProgramWorkers Comp InsuranceGroup 1lealth Insurance

Group Health AdministrationTelephoneDues & SubscriptionsPostage ExpenseTravel HxpcnseRegulatory / Permit FeesComputer SupportEngineering ServicesSupplies (Office & Safety)

Sub-total OperationsStaffDepartment

403,70026,000

12,000

30,000

20,000

6.500

3,750

1,000

13,000

5,000

50,000

30,000

600,950

280,85017,4008,4004.300

33,792

5,610

1,000

5,000

1,50027,000

6,000

25,000

55,000

5,000

475,852

n 294,900 J25,100

8,80010,600

38,900

5,891

2,000

5,000

1,500

27,000

6,000

25,000

55,000

5,000

510,691

309,60026,100

9,30011,200

44,800

6.185

2,000

5,000

1,500

27,000

6,000

25,000

55,000

5,000

533,685

325,10027,000

9,80011,700

51,600

6,494

2,500

5,000

1,500

27,000

6,000

25,000

55,000

5,000

558,694 j

341.40027.00010.20011,700

59,400

6.819

2,500

5,000

1,500

27,000

6,000

25.000

55.000

5,000

583,519

Salaries & Wages (unallocated) 191.630 232,855 244,500 j 256,700 269,500 283,000

Payroll Taxes 30.000 14.400 21,200 22,300 23,400 23,400

Retirement Program - 7.000 7,300 7,700 8,100 8,500

Workers Comp Insurance 2.500 3.600 10,600 11.100 11,700 11,700

Group 1lealth Insurance 14.000 27,648 31,800 36,600 42,100 48,500

Group Ilealth Administration 27.522 4.590 10,750 11.300 11.865 11.865

Telephone 4.500 3,000 3,000 3,500 3,500 3.500

Internet Connectivity 2.861 3,500 4,000 ; 4.000 4,000 4.000

ElectricWater

248,5005,100

250,0005 000

300,0005,000

300,0005,000

320,0005,000

350,0005,000

Trash-Solid Waste 6,409 9,000 10,000 10,000 12,000 12,000Chemicals 150,000

20 000

440,000 450,000 450,000 500,000 500,000 !

Lab Services 14,000 30,000 25,000 25,000 25,000 25,000Property Insurance 293,200 300,000 301,000 303,200 318,500 318,500Supplemental Operating Support - 10,000 10,000 10,000 11,000 11,000

Repairs & Maintenance 40,000 75,000 75,000 75,000 75,000 75,000

Vehicle Expense 20,000 5.000 5,000 8,000 8,000 10.000

Start Up Expenses 15.000 25,000 20,000^ - - -

Supplies (Office, Lab, Safety, Uniforms) 38,000 40,000 42,000 45,000 45,000 45,000

Miscellaneous Expenses 22,000 10,000 10,000 50,000 50,000 50,000

Reserve for Contingencies 30,000 10.000 10,000 30,000 30,000 30,000

Sub-total Treatment Plant Department 1,175,222 1,630,593 1,721,150 1,794,400 1,903,665 1,955,965

Collection System Department40 Salaries & Wages (unallocated) 394,930 437,810 459,700 482,700 506.800 532,100

41 Payroll Taxes 24,683 27,100 24,700 25,900 27,200 27,200

42 Retirement Program 1,000 13,100 13,800 14,500 15.200 16,000

43 Workers Comp Insurance 3,000 9,400 11,700 12,300 12,900 12.900

44 Group Ilealth Insurance 39,000 73,728 84,800 97.600 112,300 129,200

46 Telephone 5.540 5,000 5,000 5,000 5,000 5,000

47 Internet Connectivity 3,192 2,500 2,500 2.500 2.500 2,500

48 Electric 25,000 150,000 150,000 150,000 150.000 150,000

49 Water 4,860 6,000 5,000 5,000 5.000 5,000

50 Trash - Solid Waste 500 1,000 1,000 1,000 1,000 1,000

51 Property Insurance 2,000 15,000 15,000 15,000 15,000 15,000

53 Repairs & Maintenance 40,000 75.000 75,000 | 75,000 75,000 75,000

54 Vehicle Expense 20.000 30,000 30,000 J 30,000 30,000 30.000

55 Start Up Expenses 25,641 50,000 35,000 20,000

57 Pollution Liability Insurance 35.000 45,000 26,000 27,040 28,125 28,125

58 Miscellaneous Expenses 10.000 10,000 10.000 17.500 15,000 15.000

59 Reserve for Contingencies 5,000 10,000 10,000 50,000 50,000 50.000

60 Sub-total Collection System Department 662,346 982,878 983,750 1,056.240 1,076,885 1,119,885 |

61 | Total Operating Expenses 2,438318 3,089323 | 3,215,59l~p 3384325 3339,244 3,659369

Line

No.

OPERATING REVENUE

KLWTD Operations Departments

DRAFT FY2012 PROPOSED BUDGET & 4 YEAR FINANCIAL PROJECTION

ProjectedAnnual

FY 2011

ProposedBudget

FY 2012

ProjectionFY 2U13 FY 2U14 FY 2U15 FY 2016

62 NON-OPERATING EXPENSES

63 Capital Expenditures - Treatment Plant 25,000 50,000 50,000 50,000 50,000 50,000

64 Capital Expenditures - Collection System 10,000 50,000 50,000 50,000-

50,000 50,000

65 Windstorm Reserve - - - - -

66 Renewal and Replacement Transfer 520,000 487,500 525,000 600,000 613,050 613,05067 Total Non-Operating Expenses 555,000 587300 625,000 700,000 713,050 713,050

| 68 | Total Operating & Non-Operating Expenses | $ 2,993318 | | $ 3,676,823 | | $ 3,840391 | | S 4,084325 | | $ 4352394 | | $ 4372,419 |

| 69 | Total Operations DeptSurplus (Deficit) |$ 1306,48271$ 2^23,177 fl $ 3,159,410^1 | $ 3,915,675 ]] $3,921,706 j | $ 3,801381

Line

No. Description

Operating Expenses Wastewater Treatment

Historical

2008

Table 2-3

Key Largo Wastewater Treatment District2009 Revenue Sufficiency Study

Projected Operating Expenses Wastewater Treatment

Fiscal Year Ending September 30,

Estimated [1)2009 Adjustments 2009


Budgeted [1]2010 Adjustments 2010

Escalation

Reference

Page 1 of 1

Projected Fiscal Year Ending September 30,

2bTi 20I2 2013

Wastewater Service Operations Expense

1 Salaries $ 200,172 S 219,480 $ (5,450) S 214,030 $ 401,270 S (38,000) S 363,270 Input S 791,396 S 948,595 $ 1,024,296

2 Additional Labor 0 0 0 0 0 0 0 Input 0 0 0

3 Overtime 0 0 0 0 0 0 0 Inflation 0 0 0

4 Retirement 0 0 0 0 12,038 0 5,812 Calculated 31,656 37,944 40,972

5 FICA 15,013 16,788 0 16,788 30,697 0 27,790 Calculated 60,542 72,568 78,359

6 Insurance - Medical 25,213 37,000 0 37,000 68,000 0 61,240 Calculated 133,414 159,914 172,676

7 Other 6,302 8,466 0 8,466 15,489 0 17,328 Calculated 37,750 45,249 48,860

8 Electric [2] 25,170 30,000 300 30,300 73,820 6,580 80,400 Input [2] 404,900 441,200 450,900

9 Water 1,608 2,400 0 2,400 2,000 0 2,000 Inflation 2,044 2,089 2,135

10 Chemicals [2] 31,039 30,000 1,100 31,100 69,000 2,800 71,800 Input [2] 323,900 399,200 408,000

11 Sludge Handling [2] 29,800 65,000 (23,500) 41,500 112,000 0 112,000 Input [2] 453,500 315,200 322,100

12 Lab Services [2] 10,475 9,700 0 9,700 14,000 0 14,000 Contractual 14,560 15,142 15,748

13 Lab Supplies 0 0 0 0 0 0 0 Inflation 0 0 0

14 Supplemental Operating Support 0 0 0 0 25,000 0 25,000 Input 6,000 3,000 2,000

15 Repairs and Maintenance of Plant 57,716 47,000 0 47,000 100,000 0 100,000 Repair 126,707 133,042 139,694

16 Customer Service and Billing Costs [3] 16,025 16,000 (16,000) 0 65,000 (65,000) 0 Eliminate 0 0 0

17 Vehicle Expense 12,078 13,500 0 13,500 27,000 0 27,000 Inflation 27,594 28,201 28,821

18 Start Up Expenses 6,321 7,300 0 7,300 100,000 0 100,000 Input 150,000 0 0

19 Telephone / Communications 6,321 7,300 0 7,300 10,000 0 10,000 Inflation 10,220 10,445 10,675

20 Supplies 12,579 28,000 0 28,000 40,000 0 40,000 Inflation 40,880 41,779 42,699

21 Insurance - General 7,429 36,483 0 36,483 40,000 0 40,000 Input 65,000 68,250 71,663

22 Travel and Training 2,976 4,000 0 4,000 8,000 0 8,000 Inflation 8,176 8,356 8,540

23 Miscellaneous Expenses 5,543 7,500 0 7,500 15,000 0 15,000 Margin 15,165 15,332 15,500

24 Reserve For Contingencies [4] 2,197 1,000 0 1,000 166,197 (166,197) 0 Eliminate [4] 0 0 0

25 Miscellaneous - Other 0 0 0 0 0 0 0 Margin 0 0 0

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

Monthly Billing Cost Per Account [c]

Annual Billing Cost

Rounded Billing Cost


2009 Adjustments 2009 2010 Adjustments 20101,142 1,142 1,142 3,203 3,203 3,203

1.8 1.8 1.8 1.6 1.6 1.6

644 644 644 2,002 2.002 2,002

$ OS 2.05 $ 2.05 $ 0 $ 2.05 S 2.05

S OS 15,842 $ 15,842 $ 0 S 49,249 $ 49,249

0 S 15,900 $ 15,900 0 S 49,300 S 49,300

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


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\


Department Review:[ ] District Counsok

-JpfiGeneral Manaj erY^ffi[X ]Finance ~^

T&

Costs:

Funding Source:


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.


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. Allocated by Dept. 100% Treatment


Collections Department


Projected vs. Allocated by Dept. 95% Coll & 5%Construction


Operations/Support Department


Projected vs. Allocated by Dept. 10% Admin, 70%Operations & 20% ConstructionProjected Administration @ 10% of TotalProjected Construction @ 20% of Total

Operations/Support Department Subtotals


Construction Department

Projected vs. Non Allocated 2012


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


Meeting Date: August 8, 2011 Agenda Item No. (p

[ ] PUBLIC HEARING [ ]

[X] DISCUSSION [ ]

[ ] GENERAL APPROVAL OF ITEM [ ]

[] Other:

RESOLUTION

BID/RFP AWARD

CONSENT AGENDA

SUBJECT: FY 2012 Budget Discussion ( Revised) Preliminary AdministrationBudget)

RECOMMENDED MOTION/ACTION: None

Approved tyy General Manager ^^/r^//^f/y\ -Date:

I by Gene


Department Review:[ ] DistrictCounsel[ ] General ManageX

[X] Finance <g—*—*-

Costs:

Funding Source:


Attachments:

Revised budget Attached

Advertised:



As per Board Instruction a (revised) preliminary Administration Budget will be presented fordiscussion.


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

Non Ad Valorem Assessments

Investment Income

Subtotal Non-Operating Revenue

Total Revenues

Projected

Actual

FY2011

$ 1,078,840120,000

1,198,840

S 17,000,000

250,000

5,550,000

50,000

22,850,000

S 24,048,840

Preliminary

BudgetFY 2012

„

150,000

150,000

200,000

5,700,000

50,000

5,950,000

6,100,000

FY 2013

100,000

100,000

125,000

5,550,000

200,000

5,875,000

5,975,000

ProjectionFY 2014

75,000

75,000

100,000

5,450,000

185,000

5,735,000

5,810,000

FY2015

50,000

50,000

100,000

5,300,000

170,000

5,570,000

5,620,000

OPERATING EXPENSES

Administration Expenses8 Board Meeting Compensation 54,000 54,000 54,000 54,000 54,000

9 Administrative Payroll 335,000 360,702 324,650 355.600 373,600

10 Payroll Taxes 30,000 31,725 28,967 31,334 32,711

11 Retirement Program Admin Fees 3,000 3,000 20,000 30,000 40,000

12 Group Health Insurance 65,000 73,728 75,940 78,218 80,565

Group Health Administration 25,000 25.000 30,000 30,000 30,000

Paychex Fees 6,000 6,000 6,200 6,300 6,400

Unemployment Compensation 6,000 20,000 18,000 18,000 18,000

13 Workers Comp Insurance 3,000 15,000 16,233 17,780 13,076

14 Copier Expense 5,000 10,000 10,350 10,712 11,087

15 Postage/Delivery Expense 60,000 35,000 12,000 12,420 12,855

16 Liability Insurance - 30,000 37,500 33,000 30,000

17 Property Insurance - 7,500 1.100 1,200 1.300

18 Legal Advertisements 18,000 18,000 7,500 7,000 4,000

19 Office Supplies 52,000 40,000 26,000 25,000 16,000

20 Travel 13.000 10,000 11,000 10,000 9,000

21 Rents & Leases 31,340 35,000 36,050 37,132 38,245

22 Electric 7,000 6,000 6,180 6,427 6,684

23 Water 400 300 309 318 328

24 Telephone 8,500 80,000 83,200 86,528 89,989

25 Repairs & Maintenance 1,500 15,000 1.500 1,500 1,500

26 Dues & Subscriptions 4,000 4,000 4,000 3,000 3,000

27 Interest Expenses (LOC) 46,000 - - - -

28 Miscellaneous Expenses 19,000 15,000 15,000 15,000 15,00029 GSG Tax Roll Services/Assessment C/U 37,000 5,000 4,500 4,500 4,500

30 Reserve for Contingencies 3.000 5,000 3,000 | 3,000 3,000

Sub-total Administrative Expenses 832,740 904,955 833,178 | 877,970 894,841

KLWTD Administration Department (page 2)

FY2012 PRELIMINARY BUDGET & 4 YEAR FINANCIAL PROJECTION

; Preliminary

Projected Budget

FY2011

Budget

FY 2012 FY 2013

Projection

FY 20114 FY2015

Professional Services

31 Legal - General Counsel 65,000 60,000 62,400 60,000 50,00032 Legal - Outside Counsel 40,000 10,000 - - -

33 Legal - Litigation Reserve 20,000 20.000 15,000 10,000 5,00034 Financial Advisor - - - - -

35 Utility Rate Consultant 12,000 1,500 25,000 1,000 1,000

36 Engineering Services - 5,000 40.000 30,000 25,00037 Audit Fees 26,000 26.000 26,000 26,000 28,00038 Computer Support 6,000 10,000 2,500 2,500 2,50039 Lobbyists 85,000 85,000 85,000 65,000 45,00040 Project Planning Contingency

- 25,000 50,000 50,000 50,000

Subtotal Professional Services 254,000 242,500 305,900 244,500 206,500

Total Operating Expenses 1,086,740 1,147,455 1,139,078 1,122,470 1,101,341

NON-OPERATING EXPENSES 1 :l41 Rural Water Loan Payoff 17,000,000 - - | -

42 Capital Expenditures from Operating Account 12,000 10,000 6,000 5,000 5,000

43 Debt Service Transfer 5,400,000 6,000,000 6,500,000 6,500,000 6,500,000

44 Debt Service (LOC Loan) 400,000 800,000 - - -

45 Transfer To Capital Reserve 450,000 69,088 (625,000) (765,000) (930,000)

Total Non-Operating Expenses 23,262,000 6,879,088 5,881,000 ! 5,740,000 5,575,000

Total Operating & Non-Operating Expenses $ 24,348,740 8,026,543 7,020,078 6,862,470 6,676,341

Total Fund Surplus/(Deficit) S (299,900)1 S (1,926,543) S (1,045,078) $ (1,052,470)! | 5(1,056,341)

To be funded by Wastewater Service Operations

Line

No. Description

Operating Expenses

Historical

2008

Table 2-2

Key Largo Wastewater Treatment District

2009 Revenue Sufficiency Study

Projected Operating Expenses


Estimated [1]2009 Adjustments 2009

Budgeted [1] Budgeted

2010 Adjustments 2010

Escalation

Reference

Page 1 of2

ProjectedFiscal Year EndingSeptember 30,2011 2012 2013

Administrative and Project Development

1 Board Meeting Compensation s 38,100 $ 50,000 $ 0 S 50,000 S 54,000 S 0 S 54,000 Inflation S 55,200 S 56,500 $ 57,8002 Administrative Payroll [2] 290,143 306,190 0 306,190 318,750 0 318,750 Input [2] 324,653 299,837 392,442

3 Additional Labor 0 0 0 0 0 0 0 Input 0 0 0

4 Overtime 0 0 0 0 0 0 0 Labor 0 0 0

5 Payroll Taxes 23,869 27,260 0 27,260 28,515 0 28,515 Calculated 28,600 26,400 34,500

6 Retirement 950 3,100 0 3,100 31,875 0 31,875 Calculated 16,600 15,300 20,000

7 Health Insurance 29,166 47,500 0 47,500 50,000 0 50,000 Insure - Health 55,000 60,500 66,6008 Workers Comp 20,195 16,432 0 16,432 17,500 0 17,500 Insure - Health 19,300 21,300 23,500

9 Postage Expense [3] 32,289 107,000 0 107,000 100,000 0 100,000 Input [3] 12,000 12,420 12,855

10 Liability Insurance 75,087 31,831 0 31,831 25,000 0 25,000 Input 31,250 33,000 30,000

11 Office Supplies 33,834 50,000 0 50,000 40,000 0 40,000 Inflation 40,900 41,800 42,800

12 Rents and Leases 31,335 31,340 0 31,340 31,340 0 31,340 Inflation 32,100 32,900 33,700

13 Miscellaneous and Other 63,844 67,526 0 67,526 69,610 0 69,610 Inflation 71,200 72,800 74,500

1-1 Customer Service and Billing Costs [4] 0 0 15,900 15,900 0 49,300 49,300 Input [4] 156,100 173,200 210,200

IS KLWTD Contingency 1,634 1,500 0 1,500 3,000 0 3,000 Inflation 3.100 3,200 3,300

16 Total Administrative and Project Development

WWTP and Collection Svstem Direct Expenses

$ 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

20 Legal - Bond Counsel 0 0 0 0 0 0 0 Constant 0 0 0

21 Financial Advisor 0 0 0 0 0 0 0 Input 0 0 0

22 Engineering, Audit, Rate, Computer Support Scrviices 169,353 145,821 0 145,821 165,500 0 165,500 Constant 165,500 165,500 165,500

23 Government Representation 23,817 0 0 0 0 0 0 Constant 0 0 0

24 Project Planning Contingency 0 0 0 0 50,000 0 50,000 Constant 50,000 50,000 50,000

25 Total Professional Services

Contingency (10.0% of Total Operating Expenses)

Total Operating Expenses

10.0%

s

$

2-19,371

0 s

200,821

0

s

$

0

150,000

$

$

200,821

150,000 s

290,500

0

s

s

0

223,100

s

s

290,500

223,100 10.0% Oper. Exp.

$

s

290,500

384,100

s 290,500 S 290,500

26 $ 388,600 $ 417,700

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


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


Approved by;General Manager s/ffiJg/f/K—*>Date:

rovea Dy.uene

Originating Department:Commissioner Hammaker


^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.


D Approved D Tabled D Disapproved D Recommendation



[ ] PUBLIC HEARING

[X] DISCUSSION


[] Other:

SUBJECT: Air Vent Stickers Update


Agenda Item No. o

[ ] RESOLUTION

[ ] BID/RFP AWARD

[] CONSENT AGENDA

Approved by General ManagerDate:

sflttfQ^



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.


O Approved D Tabled D Disapproved O Recommendation



[ ] PUBLIC HEARING

[X] DISCUSSION


[] Other:

SUBJECT: Removal of Syndi Trakul's voice on phone answering system


Approved by General Manager ^^/O/c/r^ •>Date: ^JH\M

Agenda Item No. /

[ ] RESOLUTION

[ ] BID/RFP AWARD

[] CONSENT AGENDA



Funding Source:

Attachments:

Department Review:f 1 District Counsel

f 1 Engineering

[ ] Clerk

Advertised:Date:

Paper:

[X] Not RequiredJêneral Manager—--f/^Z

\ 1Finance

Summary Explanation/Background: Discussion of options to update phone answering system.


D Approved D Tabled D Disapproved D Recommendation

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General Manager - klwtd.com