Agenda - Key Largo Wastewater Treatment District

Transcription

KEY LARGO WASTEWATER TREATMENT DISTRICT
BOARD OF COMMISSIONERS
COMMISSION MEETING AGENDA
»I»IB
Sept. 3,2013 4:00 PM
98880 Overseas Hwy
Key Largo, FL 33037
Robert Majeska
Chair
Andrew Tobin
Vice Chair
Norman Higgins
Secretary-Treasurer
Steve Gibbs
Commissioner
David Asdourian
Commissioner
Margaret Blank
Ray Giglio
General Manager
Carol Walker
District Clerk
General Counsel
PLEASE TAKE NOTICE AND BE ADVISED, that if any interested person desires to appeal any decision of the KLWTD
Board, with respect to any matter considered at this meeting, such interested person will need a record of the proceedings, and for
such purpose, may need to ensure that a verbatim record of the proceedings is made, which record includes the testimony and
evidence upon which the appeal is to be based. Persons with disabilities requiring accommodations in order to participate in the
meeting should contact the District Clerk 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.
PUBLIC COMMENT
Individual comments have a 3 minute limit: Organizations have a 5 minute
limit. General comment (non-agenda items) will be heard at this time; Specific
agenda items will be heard right before the item. Speaker cards must be turned
in before the meeting starts.
F.
ENGINEER REPORT
G.
BULK ITEMS
Action
TAB 1
1. Minutes of August 20, 2013
H.
FINANCIAL REPORT
2.
3.
4.
5.
TAB 2
Pending Payments
Wire Transfer Policy for Loan Payments
Audit Engagement Letter
Budget Presentation
Action
Action
Action
Action
RESOLUTION NO. 30-09-13
A RESOLUTION OF THE BOARD OF COMMISSIONERS FOR
THE KEY LARGO WASTEWATER TREATMENT DISTRICT
ADOPTING THE BUDGET FOR THE FISCAL YEAR ENDING
SEPTEMBER 2014 FOR THE DISTRICT LOCATED IN
MONROE
COUNTY,
FLORIDA;
PROVIDING
FOR
THE
GENERAL MANAGER TO EXPEND FUNDS ON BEHALF OF
THE DISTRICT; AND PROVIDING FOR APPLICABILITY AND
AN EFFECTIVE DATE.
I.
COMMISSIONER'S ITEMS
TAB 3
6. Discussion on Agenda Form (Commissioner Tobin)
J.
OPERATIONS REPORT
TAB 4
7. Mechanical Integrity Test Bid Award
K.
LEGAL COUNSEL REPORT
8. Waiver Reversal
9.
Action
TAB 5
Action
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF
REQUESTING THE FAIR AND EQUITABLE FUNDING
UPON WHICH THE DISTRICT RELIED IN CONSTRUCTING
ITS SEWER SYSTEM
L.
GENERAL MANAGER'S REPORT
M.
COMMISSIONERS ROUNDTABLE
10. Discussion of Term Limits
N.
TAB 6
(Commissioner Gibbs)
ADJOURNMENT
MISSION STA TEMENT:
"The Mission of the Key Largo Wastewater Treatment District is to preserve andprotect the delicate ecosystem of
the Florida Keyswhile providing exceptional customer service. "
TABl
Agenda Request Form
Meeting Date:
Agenda Item No. /
Sept. 3, 2013
[ ]
PUBLIC HEARING
RESOLUTION
[]
DISCUSSION
BID/RFP AWARD
[X]
ACTION ITEM
CONSENT AGENDA
[]
Other:
SUBJECT:
Minutes of Sept. 3, 2013
RECOMMENDED MOTION/ACTION: The approval of minutes with any deletion,
additions or corrections.
Approved by General Manager «. ~^$^//jh(//{ ^
Date:
H/^ljjQtf
Originating Department:
Clerk
Costs: $
Attachments:
Minutes
Funding Source:
Department Review:
f 1 Enqineerinq ,
f 1 District Counsel
[i^lerk
[^General Manager^-^^)
[Operations!
Advertised:
Date:
W
Paper:
[X] Not Required
[ ] Finance
Summary Explanation/Background:
Resulting Board Action:
D Approved
•
Tabled
D
Disapproved
•
Recommendation Revised
MINUTES
Key Largo Wastewater Treatment District Transition (KLWTD)
Meeting
-#i»»»,,,i|»«ijifr
August 20, 2013
98880 OVERSEAS HWY, KEY LARGO, FL 33037
The Key Largo Wastewater Treatment District Board of Commissioners met for a Commission
Meeting at 4:04 PM. Present were Chairman Majeska, Commissioners, Norman Higgins, David
Asdourian, Andy Tobin, and Steve Gibbs. Also present were the General Manager, Margaret
Blank, Chief Information Officer, Paul Christian, General Counsel, Ray Giglio, District Clerk
Carol Walker, and other appropriate District Staff.
Commissioner Higgins led the Pledge of Allegiance.
APPROVAL OF AGENDA
Commissioner Gibbs added and item to Roundtable about Dog Day at Work and moved the
Commercial Properties to the front of the agenda. Commissioner Tobin added an item on
Roundtable concerning a resolution on funding. The General Manager Margaret Blank added an
item about an award.
Motion:
Commissioner Asdourian made a motion to approve the agenda as amended.
Commissioner Higgins seconded the motion.
Vote on Motion
Member
Yes
Commissioner Higgins
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
Commissioner Asdourian
X
No
Other
X
Motion passed 5 to 0
PUBLIC COMMENT
Name & Address
Richard Barreto, Key Largo
Subject
Unique Property Connections, Exhibit "A"
ENGINEER REPORT
Report from Wade Trim on Islamorada Construction
Eugene Hoffman, Wade Trim, Construction Manager gave a report on the Islamorada
construction (see Exhibit "B"). The Board decided that weekly reports will be coming from Dan
Saus in the future.
KLWTD Board of Commissioners
Board Meeting
August 20, 2013
1
CommercialProperties
Margaret Blank asked what direction the Board would like to take on assisting commercial
unique properties.
The Board directed staff to bring back a report with the following:
1. An inventory of properties effected with status of hook up.
2.
Cost of connections.
3. Criteria of requirements to help qualify for assistance.
4. Properties sorted by Size, EDU's, and Types of Businesses.
BULK ITEMS
Minutes ofAugust 13, 2013
Motion:
Commissioner Tobin made a motion to approve the Minutes of August 13,
2013. Commissioner Gibbs seconded the motion.
Vote on Motion
Member
Yes
Chairman Majeska
No
Other
X
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
Paul Christian gave a brief explanation of each item.
EDUAdjustmentfor L & C Automotive
Motion:
Commissioner Tobin made a motion to approve the EDU Adjustment for L
& C Automotive. Commissioner Gibbs seconded the motion.
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
No
Other
X
EDUAdjustmentfor Riva Yamaha South Inc.
Motion:
Commissioner Tobin made a motion to approve the EDU Adjustment Riva
Yamaha South, Inc. Commissioner Gibbs seconded the motion.
Board Meeting
August 20, 2013
2
Vote on Motion
Member
Yes
Chairman Majeska
No
Other
X
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
EDU Adjustmentfor Howard Johnson
Motion:
Commissioner Tobin made a motion to approve the EDU Adjustment for
Howard Johnson. Commissioner Gibbs seconded the motion.
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
No
Other
X
EDU Adjustmentfor Habitatfor Humanity
Motion:
Commissioner Tobin made a motion to approve the EDU Adjustment for
Habitat for Humanity. Commissioner Gibbs seconded the motion.
Vote on Motion
Member
Yes
Chairman Majeska
X
No
Other
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
EDU Adjustmentfor AK1575933
Motion:
Commissioner Higgins made a motion to approve the EDU Adjustment for
AK 1575933. Commissioner Tobin seconded the motion.
Vote on Motion
Member
Board Meeting
August 20, 2013
Yes
X
No
Other
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
A RESOLUTION OF THE BOARD OF COMMISSIONERS APPROVING THE
REMOVAL OF 7 TAXPARCELS (DESIGNA TED AS MARINA AND USED AS A
BOAT SLIP) FROM THE 2008 NON-AD VALOREM ASSESSMENT; AND
PROVIDING FOR APPLICABILITY AND AN EFFECTIVE DA TE
Motion:
Commissioner Tobin made a motion to approve Resolution No. 26-08-13.
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
Other
No
X
REQUEST OF LISA LAGREW FOR REMOVAL OF ONE TAX PARCEL FROM
THE
2009
PRELIMINARY
NON-AD
VALOREM
ASSESSMENT;
AND
PROVIDING FOR APPLICABILITY AND AN EFFECTIVE DA TE.
Motion:
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
No
Other
X
REQUEST OF PAUL AND LISA TOLLI FOR REMOVAL OF ONE TAX
PARCEL
FROM
THE
Board Meeting
August 20, 2013
2008
PRELIMINARY
NON-AD
VALOREM
ASSESSMENT; AND PROVIDING FOR APPLICABILITY AND AN EFFECTIVE
DATE.
Motion:
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
No
Other
X
A RESOLUTION OF THE KEY LARGO WASTEWATER TREATMENT
DISTRICT AMENDING THE 2007 FINAL ASSESSMENT RESOLUTION
(RESOLUTION 11-08-07)
RELATING
TO THE CONSTRUCTION AND
FUNDING OF WASTEWATER COLLECTION, TRANSMISSION, AND
TREATMENT FACILITIES WITHIN THE DISTRICT; ESTABLISHING THE
TERMS AND CONDITIONS OF PROPOSED SPECIAL ASSESSMENTS TO
FUND THE FACILITIES AND THE METHOD OF THEIR COLLECTION;
ESTABLISHING PROCEDURES FOR
CORRECTION OF ERRORS AND
OMISSIONS IN ASSESSMENT ROLLS; AND PROVIDING AN EFFECTIVE
DATE.
Motion:
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
No
Other
X
A RESOLUTION OF THE KEY LARGO WASTEWATER TREATMENT DISTRICT AMENDING
THE 2007 FINAL ASSESSMENT RESOLUTION (RESOLUTION 11-08-07)
RELATING TO THE CONSTRUCTION AND FUNDING OF WASTEWATER COLLECTION,
TRANSMISSION, AND TREATMENT FACILITIES WITHIN THE DISTRICT; ESTABLISHING
THE TERMS AND CONDITIONS OF PROPOSED SPECIAL ASSESSMENTS TO FUND THE
FACILITIES AND THE METHOD OF THEIR COLLECTION; ESTABLISHING PROCEDURES
Board Meeting
August 20, 2013
FOR CORRECTION OF ERRORS AND OMISSIONS IN ASSESSMENT ROLLS; AND
PROVIDING AN EFFECTIVE DA TE
Motion:
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
No
Other
X
FINANCIAL REPORT
Pending Payments
Connie Fazio reviewed the Pending Payments and answered Commissioners questions.
Motion:
Commissioner Gibbs made a motion to approve the pending payments of
Aug. 20, 2013 contingent on the availability of funds. Commissioner Higgins
seconded the motion.
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
No
Other
X
Commissioner Tobin
X
Wire TransferPolicyfor Loan Payments
The Board would like staff to bring back a report to the September 3rd meeting as to other entities
that use the proposed process.
BS&A Inventory Management & Work Oder Management
Margaret Blank explained, "When we purchased City Works they were the best of the three
options which apparently were kind of pretty crappy. BS&A just recently came out with their
accounting software out of Michigan, a year ago and their assessment management software is
newer than that. So unfortunately the BS&A option did not exists back then but now it does."
Motion:
Commissioner Higgins made a motion to approve the BS&A Inventory
management & Work Order Management. Commissioner Asdourian
seconded the motion.
Board Meeting
August 20, 2013
Vote on Motion
Member
Yes
Chairman Majeska
X
Commissioner Gibbs
X
Commissioner Tobin
X
X
No
Other
X
Award
Ms. Blank announced that the District received the Medium Wastewater System of the Year
Award from the Florida Rural Water Association.
COMMISSIONER'S ROUNDTABLE
Bringyour Dog to Work Day
Commissioner Gibbs proposed a Bring Your Dog to Work Day.
Funding Resolution
Commissioner Tobin asked that Mr. Giglio do a one page resolution with the purpose on the
front page to be distributed to the State Legislators.
Bulk Items
Chairman Majeska requested of the Board as to how they want to handle Bulk Items. It was
decided not to make any changes.
ADJOURNMENT
The KLWTD Board adjourned the Board Meeting at 6:04 PM.
The KLWTD meeting minutes of August 20, 2013 were approved on September 3,2013.
Chairman Majeska
Carol Walker, CMC District Clerk
Board Meeting
August 20,2013
EXHIBIT "A"
August 20,2013
Key Largo Wastewater Commission
Key Largo Wastewater Treatment District
98880 Overseas hwy.
Key Largo, Florida 33070
Re: Unique Commercial Properties Item #15 August 20,2013 agenda
Dear Commissioners:
Irepresent the Florida Keys Elks Lodge located at 92600 Overseas Highway. We area zoned as a private
club but may qualifyunder your guidelines as a commercial property. There was no vacuum system
installed in our area therefore we are required to connect directly to the forced main at a substantial
cost. For two years we have beencommunicating with the district onthis issue and patiently waiting for
an equitable solution. Ioutlined our argument in amemo to then Commissioner Charles Brooks onApril
21,2011.1 then spoke with several of you personally about this matter. In June of 20111 received a call
from Craig Matthews telling us to do nothing and that the District was going to recommend thatthe
District purchase and install a lift station for our property. On June 21,20111 once again spoke with
Craig Matthews who advised methat the Board ofCommissioners had directed staff to assist those
customers who were under6 EDU's. Once again we were told to hold on and do nothing until staff
presented a solution.
Atthe March 20,2012Commission meeting your staff presented to you a recommendation
(attached as" A"), to furnish and install grinder pumps for anumber of properties including ours. Ispoke
atthat same meeting and the item was deferred because atthetime you were in the process of hiring
an attorney for the District.
In August Of 2013 Icalled the District to find outthe status ofthis issue and was referred to Kim
Ackles. Ms. Ackles advised me she had no information or knowledge of this issue so I provided herall
the relative information and documents and was told that shewould research the issue and let me know
what the status was.
In January of2013, after hearing nothing Icalled the District and learned that Ms. Ackles was no
longer employed. Irequested ameeting with Margret Blank but was referred toSusan Rubio who
apologized but stated she had no knowledge ofthe issue. Once again Iprovided information and
documents so that staff could research the issue.
In April of20131 had occasion to see Ms. Blank at an unrelated meeting. In the conversation
that ensued itwas clear to methatthe district was leaning toward NOT helping us in any way. Ms. Blank
advised meto seek another bid onthe connection as costs have come way down. Following thatadvice I
did seek another bid from acompany that provided one in 2011. The new bid was actually slightly higher
than the 2011 bid.
Ihave spoken to numerous commercial property owners who have had to connect tothe
vacuum system installed by the District and their costs were only afraction ofthe cost associate what
we are facing.
Recently we learned that the district made adecision to furnish and install and maintain grinder
pumps for 140 homes in the area ofthe 905. This situation is nearly identical to ours. It is an area that
you did not install avacuum system and therefore the homeowners were going to have toconnect to
the forced main atasubstantially higher cost. You stepped in and provided them relief in the form
outlined above and assessed them a nominal fee.
As you can imagine we are frustrated at being told to wait, at the manner and pace at which this issue
has slowly moved forward and terribly disappointed in the recommendation that will be made to you at
the August 20, 2013 meeting as agenda item #15.
As I look at the summary explanation/background presented by staff there are four points
made. None of these deal with fairness or equitable treatment which should be the benchmark for
decision making. Instead they deal with fear of unpredictable costs and state that the problem is
compounded for commercial properties without any empirical data to support that position.
Additionally I believe there are other options such as a direct credit to the property owner which would
preclude the need of the District to come on to private propertyat all. Fearthat some owner in the
future may improve their property causingthe need for upgrades. Such an issue can be resolved
through an agreement upfront between the district and the propertyowner where it is clearthat any
future upgrades will be the sole responsibility of the property owner. Lastly I'm not sure whom the staff
is referring to in item number four. We are customersin Key Largo and we already are paying higher
costs than other unincorporated areas and are facing costs way above many other customers in this
same category. By denying us the same type of assistance provided throughout the District it clearly will
save the District some money but at who's expense and then you have to askyourself, "isthat fair and
equitable?"
Commissioners we askthat you consider this issue and indoing so put yourself in our position. If
you were a commercial property owner that was unlucky enough to be located where we areand were
facing a connection cost way in excess of an identical property located where there is a vacuum system,
How would you feel? We simply ask you for some equitable support from ourDistrict. All options should
be on the table.
Respectfi
RichVd R. Barretoychalrman, Board of Directors B.P.O. E. Lodge #1872
Cc: Commissioner Andy Tobin
Commissioner Robert Majeska
Commissioner Norm Higgins
Commissioner Steve Gibbs
Commissioner David Asdourian
Frank Veltri, Exalted Ruler
POST OFFICE BOX 491; KEY LARGO, FLORIDA 33037
PHONE (305) 451-4019 &FAX (305) 453-5807
|<
* fo
Memo
To:
KLWTD Board Members
From: Rebecca Orozcoand Richard Crow
CC:
Margaret Blank,PE
Date:
March 14,2012
Re:
Commercial Unique Property Project Updates
KLWTD staff has prepared this memo to provide the status of the Commercial Unique Property project
to the board members. Below Is asummary ofthe proposed project and staffrecommendations.
The Commercial Unique Property Project was created for KWLTD to address potential inequities in
serving very small businesses provided with aforce main connection -commercial parcels with asingle
building and tow water consumption. All commercial properties that have a force main connection
require aduplex pump system, and an FDEP Permit that has to be prepared by an engineer to tie into
our wastewater system. These requirements add substantially to the expense of tying into the system
as opposed to asimple gravity connection to the vacuum system, which would require only abuilding
permit
The district recognized the possibility that some small businesses were disproportionately impacted by
these requirements. OveraH, the vacuum system was the most cost effective way for the district to
collect and transport wastewater but the vacuum system has limits on its effective range, and is not
economically feasible in some situations. In these situations, the District provided a force main
connection. The additional requirements present wastewater service connection issues for unique small
commercial properties.
THE PROPOSED SEWER PROJECT FOR COMMERCIAL UNIQUE PROPERTIES
The proposed sewer project wiH include provision and installation ofthe following components:
Duplex Grinder Pump Systems. The District will excavate and install a wet weil adjacent to each
commercial building, near the wastewater pipe where it comes out of the building. The District will
install agrinder pump system in the wet weB, and connect the building's electrical wiring to the grinder
pump Note, ifelectrical service is not available the property owner is responsible to provide the 220-
volt electrical service to the exterior of the building adjacent to the wet well and the electrical work
should be performed bya licensed electrician.
Low-Pressure Lateral Pipes. The District will install a low-pressure lateral pipe on the property,
connecting the grinder pump to the collection system installed by the District in the public right-of*ay.
The lateral pipe is asmall-diameter Hne that will require minimal excavation. Normally, we will install
the lateral pipe along the shortest Hne between the grinder pump and the collection system. However,
the District will route the line around existing structures and trees, ifnecessary.
PRELIMINARY COMMERCIAL UNIQUE LIST
Staff has located atotal of fifteen commercial properties that qualifies to beBste^
Appendix A. Please note this list is preliminary and staff Is currently investigating the properties listed on
Appendix A. See the attached maps for locations ofcommercial unique properties.
PROPJECTCOST
Staff has also created acost analysis forthis project The District has two option and the options are:
1. FURNISHANDINSTALL6WNDERPUMPATBUILDINGL0CATI0N
Total ProjectCost of$433,843 with Average Cost Per Connection at $28,923
2. FURNISHANDINSTAaeR»»DERPUMPONPROPERlYNEXrTOR.O.W.
Total ProjectCost of$320,850 with Average Cost PerConnection at $21390
(please note the list is notfinalized)
STAFFRECOMMENDATION
For those properties that classify as a Unique Commercial Property, staff recommends providing,
installing and maintaining aduplex grinder pump station for the property owner. Out ofthe two options
analyzed staff is recommending Option 1in providing wastewater service to the 15 commercial unique
properties at the building location, listed in Appendix Aunder Option 1. Option 1was chosen over
Option 2because instalBng the pump station near the right-of-way may still require the property owner
to Install a pump station to reach the connection point The total estimated project cost will be
$433,843 or $28,923 per property. The property owner is responsible monthly electrical costto operate
the pumps.
Staff isstill working out anequitable assessment strategy.
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2U90
VILLAGE OF ISLAMORADA WASTEWATER PROGRAM
KLWTD COORDINATION WORK PROGRESS SUMMARY
Project
Phase
CFM1.A
N/A
Location
MM 99.6
MM 100.3
Progress
Work Complete. No Current Activities
2 Week Look Ahead
No activities planned
Restoration with sod continued
between MM 96.7 and MM 96.9.
CFM1.B
Phase 1
MM 96.7
MM 99.6
General Underground and Native
General Underground to continue with connecting
Construction re-mobilized for HDD
HDDterminations at the bore pits north of MM 98.5.
operations between MM 97.0 and
MM99.0. Restoration of the bike path
between MM97.2 and MM 98.5. No lane closures
resumed near MM 99.6.
anticipated.
Native Construction to continue with HDD work
Installation of 18" CFM in open cut
m
trench on hold until Redland crews
complete CFM1.C work along Old
Highway north of Coral Shores High
School. CFM pipe is installed north to
MM 95.2. Continued with with sod
CFM1.B
CFM1.B
Phase 2
Phase 3
MM 93.1
MM 90.9
x
Some additional sod restoration is expected north of
MM 94.4. Redland will remobilize for trenching/pipe
installation after Labor Day. No lane closures
anticipated over the next 2 weeks.
MM 96.7
restoration north to MM 94.4.
MM 93.1
Completed installation of 18" CFM in
open cut trench south from MM 93.1 to Continue grading for sod restoration between MM
MM 92.2 and from MM 91.4 to MM
92.2 to MM 93.1. General Underground to mobilize
for HDD pipe installation between MM 91.4 and MM
91.0. Began grading for sod
restoration.
92.2. No Lane closures expected.
General Underground completed the
CFM l.C HDD pipe installation under US1 in front of Coral Shores High School.
Redland continues with the installation
of CFM pipe in open cut along Old
Highway north of Coral Shores High
School. Arrow mobilized
equipment/material and began fusing
pipe for the HDDcrossing under
CFM1.C
Updated 8/20/2013
N/A
MM 89.8
MM 90.9
Tavernier Creek.
Arrow Excavating will continue fusing pipe for the
HDDcrossing under Tavernier Creek. HDD under the
Creek is not expected to take place up to Labor Day.
Redland will continue with open cut pipe installation
along Old Highway north of Coral Shores HSuntil the
Labor Day weekend.
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PROGRESS MAPS
- JUNE 2013
TAB 2
Agenda Request Form
Meeting Date:
September 3, 2013
Agenda Item No. X-
[ ]
PUBLIC HEARING
[]
RESOLUTION
[]
DISCUSSION
[]
BID/RFP AWARD
[X]
GENERAL APPROVAL OF ITEM
[]
CONSENT AGENDA
[]
Other:
SUBJECT: Pending Payments (Report of Cash, Revenues and Expenditures)
RECOMMENDED MOTION/ACTION:
contingent upon availability of funds.
Approve Pending Payments / RCRE schedule
Approved by General Manager v ^^/^^yv ^
Finance
Costs: $453,884.92
Date: tf / J6J]Jj>/g
Attachments: Pending Payments
Funding Source:
Acct. # see attached
Department Review:
Engineering.
[ 1 District Counsel
Clerk
^ffeeneral Manager-^^p
[X] Finance C, KV7J.>G
All parties that have an interest
in this agenda item must be
notified of meeting date and
time. The following box must
be filled out to be on agenda.
Advertised:
Date:
Paper:
[X] Not Required
Yes I have notified
everyone
or
Not applicable in this
case
:
Please initial one.
Pending Payments / Report of Cash, Revenues and Expenditures for Board review and approval contingent
upon availability of funds.
D Approved
D Tabled
D Disapproved
•
Pending Payments (Report of Cash, Revenues & Expenditures) from August 16 through August 29,2013
Prepared by Connie Fazio -August 29,2013
Consolidated Cash in Banks at 7/31/2013
BB&T General Operating Account (reconciled)
BB&T Payroll Account (reconciled)
Capital Bank Operating Account (reconciled)
Community Bank of Florida Operating Account (reconciled)
Petty Cash Account - Hurricane Emergency
$5 428 953.40
$209 473.68
$230 648.55
$1q 005.57
$qqq
Total Operating Accounts
$5.879.081.20
Operating Revenues
Wastewater Service Revenue: August 10-16,
2013
* Cash Balance after Sept. 3,2013 payments
$176,800.34
Misc. Deposits
$1.358.08
* Total Current Deposits:
$178.158.42
* Bank Acct Balances + Deposits:
$6.057.239.62
Less Expenditures Sept. 3,2013 Payments (see next page)
$453,884.92
$5.603.354.70
Pending Payments (Report of Cash, Revenues & Expenditures) for the period August 16through August 29,2013
Ck#
Vendor
Admin
Shared
Cust Svc/IT
OPS/
Main-
Admin
tenance
Ql
Collections
Plant
Construction Released: Total Check
Amazing Machinery:
4016 Camera Head & Cables
$561.92
V
$561.92
V
$9,302.21
V
$1,154.00
V
$193.95
V
$0.00
V
$2,856.85
V
$29.12
V
$37.79
V
$208.64
V
$239.35
Bank of America:
4017
Including but not limited
to: telephones, computer
drives, vehicle repairs &
maintenance, compressor,
postage, and i.d. badges
$9,302.21
Bayside Plumbing:
Move lateral connections
4018 on IstCt.
$1,154.00
Comcast: Internet
4019
Connectivity
4020
VOID: printing error
4021
Dumont Company:
Chemical Supply at Plant
$193.95
$2,856.85
F.K.A.A.: Water at Vac
4022 Stations A&D
4023
FedEx; Shipping Charges
$29.12
$37.79
Jered Primicerio:
Workpants and boot
4024 reimbursement
$208.64
Joaquin Miranda:
Workboot & pants
4025 reimbursement
$239.35
Vendor
Ck#
Admin
Shared
Cust Svc/IT
OPS/
Main
Admin
tenance
Ck.
Collections
Plant
Construction
Released
Total Check
Mastermans, LLP: Latex
4026 Gloves
4027
Municipal Safety
Services: Monthly
Subscription July 2013
4028
Office Depot: Storage
Totes, Keyboard Drawers
$145.09
V
$145.09
$500.00
V
$500.00
V
$120.06
$1,250.00
V
$1,250.00
$304.00
V
$304.00
V
$122.31
V
$1,995.00
V
$832.98
V
$1,276.36
V
$790.27
V
$8,339.60
V
$4,848.35
V
$89.10
$120.06
Rocha Controls:
calibrations on flow
4029 meters
Sanders Laboratories:
4030
Lab Testing
Sunshine State One Call
ofFL Inc.-Utility
4031
Location Svcs.
$122.31
U.S. Water Svcs. Co.:
4032
Regulatory Monitoring &
Testing
4033
Thermometer, Coveralls,
Float Switch, Paint
$1,995.00
USA Bluebook:
$832.98
Verizon Wireless:
4034
Wireless Connectivity
$1,276.36
AT&T: Wireless Phone
$790.27
4035 Service
DumontCo: Chemical
4036
$8,339.60
Supply at Plant
FKEC: Electricity at
$4,848.35
4037 Vacuum Stations
Standard Insurance:
District Provided Life
4038
Insurance for Employees
$89.10
Vendor
Ck#
Admin
Shared
Cust Svc/IT
OPS/
Main-
Admin
tenance
Ql
Collections
Plant
Construction
Released i
Total Check
T-Toons Inc.: Final 50%
for Employee Work T$973.25
4039 shirts
V
$973.25
V
$115.00
V
$532.00
V
$8,844.30
V
$302.57
V
$50.32
V
$456.95
Clerk of Courts:
4040
Recording Fees
$115.00
Davis Sales &
4041
Extinguisher Service:
Annual Inspections
4042
Dumont Company:
Chemical Supply at Plant
$532.00
$8,844.30
FKAA: Water at Vac
4043 Stations & Lift Stations
$302.57
FedEx; Shipping
Charges: Samples to
4044 Sanders Lab
$50.32
FKEC: Electricity at
4045 District Office
4046
Florida Keys Aqueduct
Authority: July
Wastewater Billing:
9,245 bills @ $1.10 each
$456.95
$10,169.50
$10,169.50
Hach Co: Chlorine
4047
Analyzer
$3,399.25
V
$3,399.25
$89.99
V
$89.99
$315.09
V
$315.09
V
$6,781.63 1
Joseph Williams:
Workboot
4048 Reimbursement
M&M Control Service:
4049 Pressure Relief Valve
N.C. Tile & Carpet:
District Office Carpet &
4050 Tile Installation
$6,781.63
Vendor
Ck#
4051
Office Depot: Printing
paper, cables, power
strips, cords, flash drives,
keyboard drawer
4052
Page Excavating:
Relocation of pit at
Moose Lodge
Admin
Shared
Cust Svc/IT
OPS/
Main-
Admin
tenance
£k_
Collections
Plant
Construction Released: Total Check
$586.29
V
$586.29
V
$5,000.00
V
$50.00
$810.00
V
$810.00
$304.00
V
$304.00
V
$1,015.66
V
$360.85
V
$7,559.22
$5,000.00
ProBenefits: Aug. 2013
Admin Fee for Flexible
4053
Spending Program
$50.00
Pronto Delivery: Aug 127,2013 Couriersveto
4054 US Water in Marathon
Sanders Laboratories Inc:
4055
Lab Testing
4056
Tiger Direct: Cable/DS
Gig Firewall for SCADA
Network Expansion
-
$1,015.66
Toshiba Business
Solutions: District Office
4057
Copier
$360.85
Weiler Engineering:
Work Auth #06-02 & #06
$7,559.22
4058 03
4059
FKEC: Plant Electricity
$25,656.18
$25,656.18
FL Municipal Insurance
Trust: Sept. 2013 Health
4060 Ins. Premiums
4061
Fountain Engeineering:
PayApp#llC9805-B
Neighborhood
$20,206.68
$20,206.68
$320,109.24
$320,109.24
Vendor
Ck#
Admin
Shared
Cust Svc/IT
OPS/
Main
Admin
tenance
Collections
Plant
Construction
Released:
Total Check
Vermeer Southeast:
Vactron Rental Fee 4062
September 2013
Totals
$5,000.00
$31,448.08 $25,050.42
$1,470.31
$0.00
$7,313.63 $12,932.05
$5,000.00
$54,423.22 $321,247.21
Approved for payment
Chairman Robert Majeska
Date
Norman Higgins, Secretary/Treasurer
Date
$453,884.92
Agenda Request Form
Meeting Date:
*3
SEPT. 3, 2013
Agenda Item No. ^
[ ]
PUBLIC HEARING
[]
RESOLUTION
[ ]
DISCUSSION
[]
BID/RFP AWARD
[X]
[]
CONSENT AGENDA
[]
Other:
SUBJECT: Wire Transfer Policy for Loan Payments
For discussion and possible action
Approved by General Manager c ^/7P^>j{M^fK-^
Costs: N/A
Date:_
j?/&J<&>;•&
Attachments: Policy summary and
wire transfer documents
Finance
Funding Source: N/A
Acct. #
Department Review:
f 1 District Counsel
[] Engineering.
[ ] Clerk
^fGeneral Managerc—*/}%.
Advertised:
Date:
Paper:
[X] Not Required
(finance Cffi',UO
All parties that have an
interest in this agenda item
must be notified of meeting
date and time. The following
box must be filled out to be
on agenda.
Yes I have notified
everyone
or
case
Please initial one.
:
98880 Overseas Highway - PO Box 491
Key Largo, FL 33037
Phone: (305) 451-4019 Fax: (305) 453-5807
www.klwtd.com
August 5, 2013
Subject: Wire Transfers at BB&T Bank for payment of SRF loans
Current Procedure:
Four times per year, wire transfers are required for the electronic payments for KLWTD's State
Revolving Fund (SRF) loans. These payments are made from our debt service account at BB&T Bank.
A week prior to the due date, a form is completed by the Senior Finance Manager (see attached) and
the signatures are obtained from the General Manager and Chairman of the Board of Commissioners
ofKLWTD.
Since our current policy does not allow online wire transfers or wire by phone, our General Manager
must drive to the BB&T branch at MM90 and wait approximately one hour for the bank representative
to process the multiple, separate wire transfers. If the General Manager is unavailable to physically
drive down to the bank for any reason, it is possible that the District could fail to make a timely
payment.
Recommended Change in Procedure:
BB&T Bank has two options for wire payments without the need to go to the bank:
1. Online Wire Transfer: through BB&T'ssecure Cash Manager Online software. The District currently
uses BB&T's Cash Manager Online software to transfer funds within BB&T accounts, make deposits,
and many other banking tasks. Security measures include a token and specific log-in passwords.
However, they do not include the "Call Back Verification" option, (see below)
2. Corporate Call Wire Transfer: Wire transfers are initiated by KLWTD with a phone call to BB&T
Treasury Management Department and are confirmed with the "Call Back Verification option,
where BB&T representative contacts the Chairman of the Board of Commissioner (or another
commissioner if chairman is unavailable) by phone to confirm authorization of the wire transfer.
The Commissioner will be given authorization with a specific PIN number that he/she will provide to
BB&T to confirm approval of the wire transfer.
Discussion and Possible Action:
The Finance Department, along with the General Manager, would like to recommend that the District
establish a policy that would allow wire transfers by phone with the Corporate Call Wire Transfer
(option #2 above) for the SRF loan payments and other loan payments. At present, the ability for the
District to make timely loan payments depends on the physical presence of the General Manager.
Allowing Call Wire Transfers for the purposes of making regular loan payments ensures timely loan
payments, while preserving needed security.
BB&T
Corporate Call Wire Transfer Service
BB&T Payment Solutions
BB&T'S WIRE TRANSFER services eliminate the need to visit
a local branch office each time you need to initiate a wire transfer.
We have two options to allow you to make secure, convenient
wire transfers right from your office.
BB&T OFFERS TWO TYPES OF WIRE TRANSFERS:
• Repetitive Wire Transfer - For wire transfers being sent tothesame party on an ongoing basis. Create wire transfer instruc
tions one time and access this template eachtimeyou need to wire funds to that business partner. The only information that
needs to be changed is the amount and the date.
• Non-Repetitive Wire Transfer - Wire transfers for which you provide all of the beneficiary information each time you initiate
a wire transfer.
CORPORATE CALL WIRETRANSFER
• BB&T's Corporate Call Wire Transfer service allows you to call our toll-free number and initiate both repetitive and
non-repetitive wire transfers
• Each company representative is assigned a Personal Identification Number used to initiate thewire transfer
• Initiate both domestic and international wires (USD) until 5:00 p.m. Eastern Time each business day for same-day processing
• BB&T sends an acknowledgement by your preferred method following both incoming and outgoing wire transfers
• WireTransfer initiation dollar limit can be established for each company representative
• Call back option to a second company representative is available for all non repetitive wire transfers
©2010. BB&T.Member FDIC
BB&T
Payment Solutions
Standard Security Protocol for BB&T CashManager OnLine®
Criminal attempts toaccessbank accounts and steal from businesses are becoming more sophisticated in today's online environment. Malicious attempts to
steal cash and/or steal information that can beconverted tocash are increasingly common. In addition todirect financial loss, your business could also suffer lost
productivity, legal costs and reputational loss. As a result, anyuser access and activity can expose your business to fraud. It is therefore critical that all employees
entitled toaccess CashManager OnLine utilize all standard security features.
Liability
As a user ofCashManager OnLine, you have anobligation tosafeguard your credentials and account information from physical orelectronic theft, including theft
via malware on any/all computers used toconduct business via CashManager OnLine. Under theterms ofyour company's agreement with BB&T, BB&T is authorized
to process payments upon receipt ofyour CashManager OnLine credentials. Furthermore, losses are not covered under Regulation E. Your company therefore is liable
for any loss ofinformation orfunds due to payments originated with stolen credentials. BB&T closely monitors its systems to ensure only valid credentials are used
toinitiate funds transfers. Failure tosafeguard your credentials physically orelectronically can result infraudulent accessto your CashManager OnLine account,
unauthorized funds transfers and financial loss toyour company. It iscritical to protect your credentials and computer systems by following Standard Security
Protocol.
BB&T provides the following standard CashManager OnLine security features:
• Logon Credentials. Company System Administrators ("CSAs") are provided logon credentials. CSAs then create credentials for company users. ATemporary
Password is created for each user who is subsequently prompted tochange it at initial log in. Passwords expire every 30 days - new passwords should contain
a mix ofupper and lower case letters and numbers, contain no special characters, and beat leasteight characters in length.
• Security Token. BB&T provides CSAs with security tokens for distribution toall company CashManager OnLine users. Asecurity token is a small, connectionless
device that generates a one-time passcode to useat log in. Once activated, every time a user logs in toCashManager OnLine, the token code allows BB&T to
authenticate each user and allows them to validate that userto authenticate that they are logging in to a legitimate BB&T CashManager OnLine session every
time. Additionally, company users that have Release authority for Account Transfers, Wire Transfers orACH Transactions must further authenticate those
transactions byperforming the security token passcode process each time those transactions are submitted for release.
• Trusteer Rapport. Trusteer Rapport software protects your company's financial assets and business data during every CashManager OnLine banking session.
BB&T will automatically prompt all company users todownload Rapport via an in-browser message and hyperlink. Users should consult their IT orsystem
administrator as necessary. Failure to download Rapport onany/all devices used for CashManager OnLine will result in discontinued accessaftera period of
45 days from initial user prompt.
• Dual Approval for Payments. Dual Approval for Payments requires one user toinitiate a payment and a second user, with a second set ofcredentials and using
a secondcomputer, to approve the release of the payment.
• User Entitlements. Users should beentitled toonly those functions and accounts necessary to perform their normal activities. These entitlements should be
reviewed regularly.
• Payment Limits. Amaximum wire transfer payment limit is assigned by BB&T based onyour company's needs. This limit, along with otherpayment limits you
have established for your company and individual users, should be routinely reviewed.
• Event Notification Service. Event notification allows users to receive messages via their selected delivery method when account payment activity occurs and
when changes are madeto a user's entitlements or profile. Notifications of unexpected activity enable action to be taken more quickly. Certain notifications
- Administrative Alerts - are automatic toalert thecompany administrator(s) and/or affected user(s) ofpotentially suspicious activity. These include: new user
set up, user modified or deleted, modifications to a user's security privileges, changeina user's email address, change in a user's Mobile data orCarrier's Text
Delivery, password changes, changes to a user's service entitlements, account list orscreen settings. (Note: "User" in these descriptions alsoincludes
administrator.)
While Standard SecurityProtocol will not guarantee the prevention of fraud or changeyourliability if fraud occurs, these featured components are
recognized best practices in a layered approach to security. Rejecting the use of anycomponent will put your company at greater risk for fraud.
BB&T monitorsanomalous activity and behavior. You may be periodically asked to validate transactions.
Branch Bankingand TrustCompany, Member FDIC
®2012. Branch8anking and TrustCompany
BB&T
Payment Solutions
Highly Recommended Security Measures and Sound Business Practices
• Dual Approval forAdministrative Changes. Dual Approval for Administrative Changes provides you with added security by requiring that a second "Administrator
ofRecord" (anadditional CSA registered with BB&T vs. a user entitled tosecurity privileges) approve all user profile, entitlement, setting, and account changes.
These multiple Administrators of Record are maintained by BB&T and must have identical entitlements, settings, and accounts. This added security impedes
fraudster attempts togain administrative control. To establish Dual Approval for Administrative Changes, please contact BB&T Treasury Management Client
Support at 800-774-8179.
• Activity Limits and User Entitlements. Implement limits onactivities, payments, and active session thresholds by user and company.
• Review Accounts Daily. Notify BB&T immediately of unusual activity.
• Employ Positive Pay and ACH Debit Block. These features arewidely recognized best practices for preventing unauthorized paper and electronic payments.
• Use a Stand-alone Computer. Designate onecomputerexclusively foronline banking. Limit Internet access and prohibit email to minimize exposure to malware.
• Exercise Sound Password Management. Prohibit the sharing of passwords, require strong passwords with a mix ofcharacters and cases, use a different password
for eachwebsite accessed, and regularly changepasswords. Do not store passwords onyour computer incase it is compromised.
• User Education. Aware and alertCashManager OnLine usersare an effective defense against payments fraud. Establish an online fraud awareness program and
conduct regular training sessions. Conduct periodic riskassessments. Train all employees to recognize and prevent online fraud. BB&T regularly provides fraud
prevention webinars for CashManager OnLine users, administrators, and company executives. Contact BB&T Treasury Management Client Support at 800-774-8179
toregister. For current security information, please visit BBT.com/security.
• Remain Alert. BB&T will never ask foryour login credentials, including requests to respond to or click on a link within an Event Notification message.
• Report Immediately. Ifyou experience fraud, stop, quarantine your computer, and immediately contact BB&T Treasury Management Client Support at 800-774-8179.
• Insurance. Cyber theft occurring with the use ofvalid credentialsis not covered by the bank. Discuss cyber theft with your insurance provider.
Understanding the Threat
The goal of online thieves is totrick you into providing your password, user ID, andtoken code(s) sothey canaccess your CashManager OnLine account and steal
money. To obtain your credentials, a thief may send you an email purportedly from a trusted source such as a government agency, business, orbank. The email may
ask for your credentials directly oraskyou toclick on a link that secretly downloads malicious software toyour computer. Malware may even be loaded on your
computer by visiting seemingly innocent websites orthrough fake security updates. It is important to protect your computer as the malware canactivate when you
attempt tovisit your online banking website and hijack your session, log your key strokes, orinsert fake login pages into your browser. The malware can transmit your
credentials to the thief for illicit use.The latest threats may not be detected by anti-virus software.
If you areconcerned about theauthenticity of a communication orexperience unusual system behavior such as failed log ins, timeout, pop-ups, requests todownload
software (aside from Trusteer Rapport), maintenance screens, orfailure toadvance to thenext screen, this may bea sign offraudulent activity. Stop and immediately
contact BB&T Treasury Management Client Support at 800-774-8179.
Acknowledgement
Iacknowledge receipt ofthis BB&T Standard Security Protocol. I understand failure to useone ormore ofBB&T's Highly Recommended Security Measures could put my
company at greater riskof fraud.
Company Name
Authorized Company Representative
Signature
Date
Individual signing as Company Representative above must beanauthorized individual appearing ontheBB&T Resolution and Agreement for Deposit Account, orCashManager OnLine system administrator
BranchBanking and Trust Company. Member FDIC
© 2012,BranchBankingand TrustCompany
98880 OVERSEAS HWY, KEY LARGO, FL 33037
POST OFFICE BOX 491; KEY LARGO, FLORIDA 33037
PHONE (305) 451-4019
FAX (305) 453-5807
WWW.KLWTD.COM
July 8, 2013
Wire Transfer Authorization
To: BB&T Bank -Tavernier
From: Margaret Blank, KLWTD
FAX # 305 852 0182 (phone: 852 4500)
Please immediately wire transfer $754,103.00 from KLWTD account
co:
Bank Name:
3430 Thomasville Rd. Tallahassee, FL 32308
Account #:
ABA#:
Acct Name: State of Florida (DFS) Chief Financial Officer of FL (DEP)
Memorandum:
- Due 7/15/2013
FDEP Twin Towers Office BIdg 2600 Blair Stone Rd. Tallahassee, FL 32399-2400
Questions regarding these instructions should be addressed to Margaret Blank or Connie
Fazio, 305 4514019.
Robert Majeska
Margaret Blank
Chairman
General Manager
•A
.'
r
v~.
State Revolving Fund Loan Payment Reminder Notice
July 2, 2013
iFLORldA
Sponsor
Funding
Payment
No.
No.
Key Largo Wastewater Treatment
8
Date Due
Amount
Due
07/15/2013 $754,103.00
District
Transmit loan repayment electronically to:
Bank Name:
Bank of America, N.A.
3430 Thomasville Road
Tallahassee, Florida 32308
ABA (wire transfers):
ABA (ACH transfers):
Account:
Account Name:
STATE OF FLORIDA (DFS)
CHIEF FINANCIAL OFFICER OF FLORIDA (DEP)
Memorandum Field:
$754,103.00 is the total payment amount.
All questions regarding this notice should be directed to:
Carleen Pruyn at (850) 245-8395 or Sandy Waters at (850) 245-8382.
Agenda Request Form
Meeting Date:
September 3, 2013
Agenda Item No.
[ ]
PUBLIC HEARING
[]
RESOLUTION
M
DISCUSSION
[]
BID/RFP AWARD
[X]
[]
CONSENT AGENDA
[]
Other:
SUBJECT: Grau &Associates Engagement Letter - Audit Services for FY2013 Audit
(fiscal year ending September 30, 2013)
Approve audit services engagement letter for FY2013
Approved by General Manager , >^/î
.
Date:
2J^±Ld±^
Costs: $28,000.00
Attachments: Grau & Associates
Funding Source:
2013
Engagement Letter dated August 20,
Finance
Acct. #401-5130-320.000.00
[ ] Enqineerinq
[ ] Clerk
Department Review:
f l District Counsel
JJâeneral Manager^ ^/T^
Advertised:
Date:
Paper:
[X] Not Required
[X] Finance
Yes I have notified
everyone
j
or
case
Please initial one.
Finance Dept. and Staff recommends utilizing Grau & Associates for FY2013 Audit (ending Sept. 30, 2013)
D Approved
D Tabled
D Disapproved
D
2700 North Military Trail • Suite 350
Grau & Associates
CERTIFIED PUBLIC ACCOUNTANTS
SK)
^Q^tso^â
Fax (561)994-5823
www.qraucpa.com
August 20, 2013
Board of Commissioners
Key Largo Wastewater Treatment District, Florida
P.O. Box 491
Key Largo, FL 33037
We are pleased to confirm our understanding of the services we are to provide the Key Largo Wastewater Treatment
District, Key Largo, Florida ("the District") for the fiscal year ended September 30, 2013. We will audit the financial
statements of the business-type activities and major fund, including related notes to the financial statements, which
collectively comprise the basic financial statements of the Key Largo Wastewater Treatment District as of and for the
fiscal year ended September 30, 2013. This letter serves to renew our agreement and establish the terms and fees for
the 2013 audit.
Accounting standards generally accepted in the United States of America provide for certain required supplementary
information (RSI), such as management's discussion and analysis (MD&A), to supplement the District's basic financial
statements. Such information, although not a part of the basic financial statements, is required by the Governmental
Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial
statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply
certain limited procedures to the District's RSI in accordance with auditing standards generally accepted in the United
States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing
the information and comparing the information for consistency with management's responses to our inquiries, the basic
financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not
express an opinion or provide any assurance on the information because the limited procedures do not provide us with
sufficient evidence to express an opinion or provide any assurance. The following RSI is required by generally accepted
accounting principles and will be subjected to certain limited procedures, but will not be audited:
1) Management's Discussion and Analysis.
We have also been engaged to report on supplementary information that will be included in the Comprehensive Annual
Financial Report (CAFR) other than RSI that accompanies the District's financial statements. We will subject the
following supplementary information to the auditing procedures applied in our audit of the financial statements and
certain additional procedures, including comparing and reconciling such information directly to the underlying
accounting and other records used to prepare the financial statements or to the financial statements themselves, and
other additional procedures in accordance with auditing standards generally accepted in the United States of America
and will provide an opinion on it in relation to the financial statements as a whole:
1.
Schedule of expenditures of federal awards, if applicable
2.
Schedule of funding progress - Other Post Employment Benefit Plan
The following other information accompanying the financial statements that will be included in the Comprehensive
Annual Financial Report (CAFR) will not be subjected to the auditing procedures applied in our audit of the financial
statements, and our auditor's report will not provide an opinion or any assurance on that information:
1.
Introduction section
2.
Statistical section
3.
Budget to actual schedule (budgetary basis)
2
Audit Objectives
The objective of our audit is the expression of opinions as to whether your basic financial statements are fairly
presented, in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the
fairness of the supplementary information referred to in the second paragraph when considered in relation to the
financial statements as a whole. The objective also includes reporting on—
•
Internal control related to the financial statements and compliance with the provisions of laws, regulations,
contracts, and grant agreements, noncompliance with which could have a material effect on the financial
statements as required by Government Auditing Standards.
•
Internal control related to major programs and an opinion (or disclaimer of opinion) on compliance with laws,
regulations, and the provisions of contracts or grant agreements that could have a direct and material effect on
each major program in accordance with the Single Audit Act Amendments of 1996 and OMB Circular A-133,
Audits of States, Local Governments, and Non-Profit Organizations, if applicable.
The reports on internal control and compliance will each include a paragraph that states that the purpose of the report is
solely to describe (1) the scope of testing of internal control over financial reporting and compliance and the result of
that testing and not to provide an opinion on the effectiveness of intemal control over financial reporting or on
compliance, (2) the scope of testing internal control over compliance but not to provide an opinion on the effectiveness
of intemal control over compliance, and (3) that the report is an integral part of an audit performed in accordance with
Government Auditing Standards in considering internal control over financial reporting and compliance and OMB
Circular A-133 in considering intemal control over compliance and major program compliance. The paragraph will also
state that the report is not suitable for any other purpose.
Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America;
the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of
the United States; the Single Audit Act Amendments of 1996; and the provisions of OMB Circular A-133, and will
include tests of accounting records, a determination of major program(s) in accordance with OMB Circular A-133, and
other procedures we consider necessary to enable us to express such opinions and to render the required reports. We
cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is
necessary for us to modify our opinions or add emphasis-of-matter or other-matter paragraphs. If our opinions on the
financial statements or the Single Audit compliance opinions are other than unmodified, we will discuss the reasons with
you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed
opinions, we may decline to express opinions or to issue a report as a result of this engagement.
Management Responsibilities
Management is responsible for the basic financial statements, schedule of expenditures of federal awards, and all
accompanying information as well as all representations contained therein. Management is also responsible for
identifying government award programs and understanding and complying with the compliance requirements, and for
preparation of the schedule of expenditures of federal awards in accordance with the requirements of OMB Circular A133. As part ofthe audit, we will assist with preparation ofyourfinancial statements, schedule of expendituresoffederal
awards, and related notes. You will be required to acknowledge in the written representation letter our assistance with
preparation of the financial statements and schedule of expenditures of federal awards and that you have reviewed and
approved the financial statements, schedule of expenditures of federal awards, and related notes prior to their issuance
and have accepted responsibility for them. You agree to assume all management responsibilities for any nonaudit
services we provide; oversee the services by designating an individual, preferably from senior management, who
possesses suitable skills, knowledge, or experience; evaluate the adequacy and results of the services; and accept
responsibility for them.
Management is responsible for establishing and maintaining effective internal controls, including intemal controls over
compliance, and for evaluating and monitoring ongoing activities, to help ensure that appropriate goals and objectives
are met and that there is reasonable assurance that government programs are administered in compliance with
compliance requirements; You are responsible for the selection and application of accounting principles; for the
preparation and fair presentation of the financial statements in conformity with U.S. generally accepted accounting
principles; and for compliance with applicable laws and regulations and the provisions of contracts and grant
agreements.
Management is also responsible for making allfinancial records and related information available to us and for ensuring
that management is reliable and financial information is reliable and properly recorded. You are also responsible for
providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair
presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and
(3) unrestricted access to persons within the government from whom we determine it necessary to obtain audit
evidence.
3
Your responsibilities also include identifying significant vendor relationships in which the vendor has responsibility for
program compliance and forthe accuracyand completeness of that information. Your responsibilities include adjusting
the financial statements to correct material misstatements and for confirming to us in the written representation letter
that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to
the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a
whole.
You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for
informing us about all known or suspected fraud affecting the government involving (1) management, (2) employees
who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial
statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud
affecting the government received in communications from employees, former employees, grantors, regulators, or
others. In addition, you are responsible for identifying and ensuring that the entity complies with applicable laws,
regulations, contracts, agreements, and grants. Additionally, as required by OMB Circular A-133, it is management's
responsibility to follow up and take corrective action on reported audit findings and to prepare a summary schedule of
prior audit findings and a corrective action plan.
You are responsible for the preparation of the schedule of expenditures of federal awards in conformity with OMB
Circular A-133. You agree to include our report on the schedule of expenditures of federal awards in any document that
contains and indicates that we have reported on the schedule of expenditures of federal awards. You also agree to
include the audited financial statements with any presentation of the schedule of expenditures of federal awards that
includes our report thereof. Your responsibilities include acknowledging to us in the written representation letter that (1)
you are responsible for the presentation of the schedule of expenditures of federal awards in accordance with OMB
Circular A-133; (2) that you believe the schedule of expenditures of federal awards, including its form and content, is
fairly presented in accordance with OMB Circular A-133; (3) that the methods of measurement or presentation have not
changed from those used in the prior period (or, if they have changed, the reasons for such changes); and (4) you have
disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the
schedule of expenditures of federal awards.
You are also responsible for the preparation of the supplementary information, which we have been engaged to report
on, in conformity with U.S. generally accepted accounting principles. You agree to include our report on the
supplementary information in any document that contains and indicates that we have reported on the supplementary
information. You also agree to include the audited financial statements with any presentation of the supplementary
information that includes our report thereon. Your responsibilities include acknowledging to us in the written
representation letter that (1) you are responsible for presentation of the supplementary information in accordance with
GAAP; (2) that you believe the supplementary information, including its form and content, is fairly presented in
accordance with GAAP; (3) that the methods of measurement or presentation have not changed from those used in the
prior period (or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant
assumptions or interpretations underlying the measurement or presentation of the supplementary information.
Management is responsible for establishing and maintaining a process for tracking the status of audit findings and
recommendations. Management is also responsible for identifying for us previous financial audits, attestation
engagements, performance audits or other studies related to the objectives discussed in the Audit Objectives section of
this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and
recommendations resulting from those audits, attestation engagements, performance audits, or studies. You are also
responsible for providing management's views on our current findings, conclusions, and recommendations, as well as
your planned corrective actions, for the report, and for the timing and format for providing that information.
Audit Procedures—General
An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial
statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to
be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of
significant accounting estimates made by management, as well as evaluating the overall presentation of the financial
statements. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the
financial statements are free of material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3)
misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to
acts by management or employees acting on behalf of the entity. Because the determination of abuse is subjective,
GovernmentAuditing Standards do not expect auditors to provide reasonable assurance of detecting abuse.
Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because
we will not perform a detailed examination of all transactions, there is a risk that material misstatements or
noncompliance may exist and not be detected by us, even though the audit is properly planned and performed in
accordance with U.S. generally accepted auditing standards and GovernmentAuditing Standards. In addition, an audit
is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a
4
direct and material effect on the financial statements or major programs. We will include such matters in the reports
required for the Single Audit. Our responsibility as auditors is limited to the period covered by our audit and does not
extend to later periods for which we are not engaged as auditors.
Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and
may include direct confirmation of receivables and certain other assets and liabilities by correspondence with selected
individuals, funding sources, creditors, and financial institutions. We will request written representations from your
attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit,
we will require certain written representations from you about the financial statements and related matters.
Audit Procedures—Internal Controls
Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to
assess the risks of material misstatement of the financial statements and to design the nature, timing, and extent of
further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we
consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to
preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct
and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to
render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control
issued pursuant to Government Auditing Standards.
As required by OMB Circular A-133, we will perform tests of controls over compliance to evaluate the effectiveness of
the design and operation of controls that we consider relevant to preventing or detecting material noncompliance with
compliance requirements applicable to each major federal award program. However, our tests will be less in scope than
would be necessary to render an opinion on those controls and, accordingly, no opinion will be expressed in our report
on internal control issued pursuant to OMB Circular A-133.
An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material
weaknesses. However, during the audit, we will communicate to management and those charged with governance
internal control related matters that are required to be communicated under AICPA professional standards and
Government Auditing Standards, and OMB Circular A-133.
Audit Procedures—Compliance
As partof obtaining reasonable assurance about whether the financial statements are free of material misstatement, we
will perform tests of the District's compliance with the provisions of applicable laws, regulations, contracts, agreements,
and grants, including grant agreements. However, the objectiveof those procedures will not be to provide an opinion on
overall compliance and we will not express such an opinion in our report on compliance issued pursuantto Government
Auditing Standards.
OMB Circular A-133 requiresthat we also plan and perform the audit to obtain reasonable assurance about whether the
auditee has complied with applicable laws and regulations and the provisions of contracts and grant agreements
applicable to major programs. Our procedures will consist of tests of transactions and other applicable procedures
described in the OMB Circular A-133 Compliance Supplement forthe types of compliance requirements that could have
a direct and material effect on each of the District's major programs. The purpose of these procedures will be to express
an opinion on the District's compliance with requirements applicable to each of its major programs in our report on
compliance issued pursuant to OMB Circular A-133.
Engagement Administration, Fees, and Other
We understand that your employees will prepare all cash or other confirmations we request and will locate any
documents selected by us for testing.
At the conclusion of the engagement, we will complete the appropriate sections of the Data Collection Form that
summarizes our audit findings. It is management's responsibility to submit the reporting package (including financial
statements, schedule of expenditures of federal awards, auditors' reports, and corrective action plan) along with the
Data Collection Form to the federal audit clearinghouse. We will coordinate with you the electronic submission and
certification. If applicable, we will provide copies of our report for you to include with the reporting package you will
submit to pass-through entities. The Data Collection Form and the reporting package must be submitted within the
earlier of 30 days after receipt of the auditors' reports or nine months after the end of the audit period, unless a longer
period is agreed to in advance by the cognizant or oversight agency for audits.
The audit documentation for this engagement is the property of Grau & Associates and constitutes confidential
information. However, pursuant to authority given by law or regulation, we may be requested to make certain audit
documentation available to a cognizant or oversight agency for audit or its designee, a federal agency providing direct
or indirect funding, orthe U.S. GovernmentAccountability Office for purposes of a quality review of the audit, to resolve
audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to
5
such audit documentation will be provided under the supervision ofGrau &Associates personnel. Furthermore, upon
request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may
intend, or decide, to distribute the copies or information contained therein to others, including other governmental
agencies. Notwithstanding the foregoing, the parties acknowledge that various documents reviewed or produced during
the conduct ofthe audit may be public records under Florida law. The District agrees to notify Grau &Associates ofany
public record request it receives that involves audit documentation.
Our fee for these services will not exceed $28,000 for the September 30, 2013 financial statement audit. The fee for
each annual renewal will be agreed upon separately.
The audit documentation for this engagement will be retained for a minimum of five years after the report release date
or for any additional period requested by a cognizant or oversight agency. If we are aware that a federal awarding
agency orauditee is contesting an audit finding, we will contact the party(ies) contesting the audit finding for guidance
prior to destroying the audit documentation.
Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. Invoices
will be submitted in sufficient detail to demonstrate compliance with the terms of thisagreement. In accordance with our
firm policies, work may be suspended if your account becomes60 days or more overdue and may not be resumed until
your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to
have been completed upon written notification of termination, even if we have not completed our report. You will be
obligated to compensate us for all time expended and to reimburse us for all out-of-pocket costs through the date of
termination. The above fee is based on anticipated cooperation from your personnel and the assumption that
unexpected circumstances will not be encountered during the audit. If significant additional time is necessary, we will
discuss it with you and arrive at a new fee estimate.
This agreement may be renewed each year thereafter subject to the mutual agreement by both parties to all terms and
fees.
We will provide you with a copy of our most recent external peer review report and any letter of comment, and any
subsequent peer review reports and letters of comment received during the period of the contract. Our 2010 peer
review report accompanies this letter.
We appreciate the opportunity to be of service to the Key Largo Wastewater Treatment District and believe this letter
accurately summarizes the significant terms of our engagement. If you have any questions, please let us know. If you
agree with the terms of our engagement as described in this letter, please sign the enclosed copy and return it to us.
Very truly yours,
Grau & Associates
Antonio J. Grau
RESPONSE:
This letter correctly sets forth the understanding of the Key Largo Wastewater Treatment District.
By:
Title:
Date:
n K1
MO:
(i*1W*
r#v
-\4
\
Pike. .Riview P jtoîyysi
is proud to present this
Certificate of EecogpiiQn
to
I
.
J
For having a system oj'quality control for its accounting and auditing practice in effect for ttey^
June 30,2010, which has been designed to meet the requirements of the quality contt
for an accounting and auditing practice establishedby the^^M
then ended to provide the firm with reasonable assurance ofconforming with^profession^
Agenda Request Form
Meeting Date:
September 3, 2013 Agenda Item NoJ7
[ ]
PUBLIC HEARING
[]
RESOLUTION
[X]
DISCUSSION
[]
BID/RFP AWARD
[]
CONSENT AGENDA
Other:
SUBJECT: FY2014 Draft 2 Budget and Budget Resolution
Discussion and Possible Action
Approved by General Manager v ^/u^lfisAsr^
- Date:
Attachments: Budget Resolution
and Draft 2 Budget for FY2014
Finance
Costs: See attached
^1,-UfiJj^
Funding Source:
Acct. # see attached
Department Revie
C^
Pjf District Counsel
Engineering,
Advertised:
Date:
Clerk
Paper:
•Wêneral Manager ^/^
[X] Finance CRlÂ./^
[X] Not Required
Yes I have notified
everyone
or
case
:
Please initial one.
Attached: FY2014 Draft 2 Budget and Budget Resolution
D Approved
D Tabled
O Disapproved
D
^
FY13-14 DRAFT 2 BUDGET
8/29/2013
FY 2013-2014
BUDGET SUMMARY
PROPOSED
OPERATING
BUDGET
PROPOSED
CONSTRUCTION
BUDGET
TOTAL
PROPOSED
BUDGET
ADOPTED
FY12/13
TOTALBUDET
FY 12/13
PROJECTED
ACTUAL
ESTIMATED REVENUES
OPERATING
Wastewater Service Revenue
$
Islamorada Wastewater Service Revenue
Miscellaneous Service Charges
8,189.300
529.446
$
-
-
8,189,300
529,446
$
-
7.920,000
$
8,031,103
-
-
8.718,746
7,920.000
24,570
8,055,673
4,713,208
-
-
8.718,746
TOTAL OPERATING REVENUES
$
-
-
OTHER REVENUES AND OTHER SOURCES:
4,713.000
Non Ad Valorem Assessments
SDC Prepayments
4,713.000
4,954.616
175,000
175.000
100,000
182,831
1.344,000
2.557.411
1.156,470
404,470
17,500
17.500
19,061
.
-
1.213,411
Islamorada ILA
17,500
Investment Income
DEP Grant Income
-
-
Cash on Hand
1,000,000
1,000,000
853,441
853,441
-
Loan Proceeds
-
5,943.911
TOTAL OTHER REVENUES AND FINANCING SOURCES
TOTAL REVENUES AND OTHER SOURCES
$
14,662,657
$
1,537,066
672,988
1,582,376
2,656,447
6,448,857
$
-
-
1,311.788
-
5.049,441
5,049,441
5.043.142
945,147
8.421,882
14,365,793
12.583,516
6.264,717
8,421,882
$
23,084,539
$
20,503,516
$
14,320,390
$
1,537.066
672,968
1,582,376
2,656.447
6,448.857
5!
1,528,857
639,710
1,431,579
1,948,624
5,548.770
3>
1,302,888
495,613
1,314,426
1,448,713
4,561,640
EXPENDITURES
Departments:
Administrative
Customer Service & IT
Collections & Maintenance
Treatment Plant
Total Department Expenditures
OTHER FINANCING USES:
354.567
Capital Outlay
8.421,882
6,391.177
Debt Service
8.776,449
7.307.872
2,119.575
6.391.177
6,500.000
6,452,827
Transfer to Repair & Replacement Fund
800,000
800,000
800.000
800,000
Transfer to Operational Reserve
648,056
648,056
326,874
366,348
20.000
20,000
20.000
20,000
16,635,682
14,954,746
9,758,750
Transfer to Insurance Deductible Reserve
Total Other Financing Uses
TOTAL EXPENDITURES
EXCESS/(DEFICENCY) OF REVENUES OVER EXPENDITURES
$
8.213.800
8,421,882
14,662,657
8,421,882
$
FY13/14 Budget-Draft 2
Pagel
$
23,084,539
5I
20,503,516
$
14,320,390
8/29/2013
FY 2013-2014
ADMINISTRATIVE BUDGET DETAIL
Department: 5130
Acct#
Computation / Explanation
120.511
Board Meeting Compensation
120.000
Administrative Payroll (5)
210.000
FY 13-14
FY 12-13
FY12-13
Budget
Preliminary
Adopted
Projected
Increase/
Budget
Budget
Actual
(Decrease)
70,200
54,000
58,050
16,200
406,078
365,215
378,505
40,863
Payroll Taxes
36,435
34,674
33.396
1.761
230.000
Group Health Premiums (4)
41,613
62,370
25,978
230.002
Life Insurance/EAP Premiums
1,500
1,200
1,282
220.000
Retirement Program
9,302
13,956
8,235
240.000
Workers Compensation Insurance
3,003
2,536
2,502
250.000
Unemployment Compensation
20,000
20,000
4,600
230.001
Employee Benefit Administration Fees
2,000
1,000
1,596
1,000
5111.30
Board: Travel, Administrative, Office Supply, etc.
Expenses
7,500
5,000
1,000
2,500
5121.38
Facility Cleaning
4,000
4,000
311.000
Tax Collector Fees
10,000
8,000
9,000
2,000
5141.30
Legal - Outside Counsel
20,000
20,000
5,635
5141.31
Legal - Litigation Reserve
20,000
20,000
5121.31
Employee Uniforms / Clothing
250
450
250
5131.31
Audit & Accounting Services
Audit Services
28,000
27,500
27,500
Bishop & Rosasco
75,000
75,000
75,000
Total Audit & Accounting Services
103,000
102,500
102,500
5121.32
FKAA Billing Services
135,000
135,000
121,012
-
5131.32
Utility Rate Consultant
5,000
5,000
5,000
-
5121.33
Rents & Leases
39,600
34,745
34,711
5121.34
Electric
6,000
6.000
5,036
5121.35
Water
350
350
348
5121.36
Legal Advertisements
20.000
15,000
19,051
5121.37
Office Supplies & Printing
30,000
30,000
18,384
.
5121.38
Postage Expense
20,000
20,000
9,176
-
5121.39
Copier Expense
4,500
9,000
12,528
(4,500)
5121.40
Travel, Training & Education
20,000
10,000
13,672
10,000
Page 2
.
(20,757)
300
(4,654)
467
.
_
.
(200)
500
500
4,855
-
.
5,000
8/29/2013
FY 2013-2014
ADMINISTRATIVE BUDGET DETAIL
Department: 5130
Acct#
5121.41
FY 13-14
FY 12-13
FY12-13
Budget
Preliminary
Adopted
Projected
Increase/
Budget
Budget
Actual
(Decrease)
Insurance
Commercial Package
301,075
329,179
Equipment Breakdown
8,280
9,886
Storage Tank Pollution Liability
1,844
5,240
Environmental Pollution Liability
38,120
33,148
Flood
14,916
36,708
364,235
414,161
10.000
10,000
Total Insurance
(28,104)
-
(1,606)
-
(3,396)
-
4,972
-
(21,792)
-
331,750
(49,926)
5121.42
Low Income Assistance
5121.43
Bank & Payroll Processing Fees
5,000
7,200
4,307
5121.44
Dues & Subscriptions
2,500
2,500
2,365
5121.45
Reserve for Contingencies
5,000
5,000
5121.46
Repairs & Maintenance
15,000
15,000
7,500
5121.47
Consulting Services
5,000
5,000
5,000
5121.49
Regulatory, Permit & Recording Fees
10,000
5,000
3,959
5121.48
Lobbyists
85,000
85,000
76,560
$
1,537,066
$
1,528,857
$ 1,302,888
$
8,209
Total Operating $
Total Capital Outlay $
1,537,066
$
1,528,857
$
1,302,888
$
8,209
-
$
-
$
-
$
Department Total
Note: Budgeted expenses from above include expenses that are directly related to the operation
of the Treatment Plant
Page 3
_
_
(2,200)
_
.
_
_
.
5,000
-
8/29/2013
FY 2013-2014
CUSTOMER SERVICE IT BUDGET DETAIL
Acct#
5122.10
Customer Service & IT (7)
5122.17
FY 13-14
FY 12-13
FY12-13
Budget
Preliminary
Adopted
Projected
Increase/
Budget
Budget
Actual
(Decrease)
365,750
312,640
302,000
Temporary/Part-time
15,000
15,000
5,000
5122.11
Payroll Taxes
29,127
27,668
23,486
1,459
5122.12
72,823
64,638
53,855
8,185
5122.14
Retirement Program
10,973
9,379
1.185
1,594
5122.16
1,028
885
829
143
5122.31
250
450
250
(200)
5122.37
Office Supplies
4,500
500
3,979
4,000
5122.32
Phone, Cell Phone & Internet Service
46,500
45,550
44,984
950
25,000
23,000
12,550
2,000
6,000
5,000
5,000
1,000
23,200
24,000
13,022
Telephones
9,700
Voice over IP Services
1,800
53,110
_
Cell Phone & Wireless Data
27,000
Services
Internet
8,000
Total
5122.40
5132.32
Tax Roll Services
5122.33
Professional Services
Alarm Monitoring
3,000
Answering Service
1.200
Computer Support
10,000
SCADA Service Agreement
Total
5122.36
46,500
(800)
9,000
23,200
Software License Renewals
Azteca Systems (City works)
-
15,000
-
10,000
30,000
10,000
MS SQL Server
2,500
2,500
2,500
Zarafa (email)
1,200
1,200
1,200
SewerCAD
1,250
750
750
500
500
500
1,050
700
700
DLT Solutions (AutoCAD x4)
750
750
750
Digium (Asterisk)
600
600
600
ESRI
Xlinesoft (database)
RedHat (Server Software x 3)
FY13/14 Budget -Draft 2
Page 4
(15,000)
(20,000)
-
-
500
-
350
-
-
8/29/2013
FY 2013-2014
CUSTOMER SERVICE IT BUDGET DETAIL
Acct#
5122.36
FY 12-13
FY12-13
Budget
Adopted
Projected
Increase/
Budget
Budget
Actual
(Decrease)
Software License Renewals (continued from previous page)
GPServ, Inc. (Trimble)
Business Enterprise Software
(accounting, payroll & purchasing)
Total Software
5122.38
FY 13-14
Preliminary
4,537
3,500
13,530
25,000
35,917
80,500
1,037
3,587
(11,470)
(44,583)
20,587
IT Maintenance
Physical Security / Access Control
2,000
2,000
Hardware Repair - Parts & Maintenance
& Upgrades
Software Upgrades (Windows, Adobe,
20,200
17,000
Office, etc.)
12,200
7,500
2,500
6,000
36,900
30,500
8,886
5,000
5,000
8,000
85,067
80,000
12,953
3,200
4,700
-
SCADA/lnstrumentation Tech
(PCs/Software Only)
Total IT Maintenance
5122.60
Capital Outlay: Computer Equipment
(3,500)
6,400
.
Capital Outlay: Software - Business Enterprise
Software (accounting, payroll & purchasing, HR,
5122.61
Work orders & Inventory modules)
5,067
Capital Outlay: GPS/Truck Locating System for all
5122.62
company vehicles
Department Total
$
763,035
$
744,710
Total Operating $
Total Capital Outlay
672,968
$
639,710
105,000
90,067
Note: Budgeted expenses from above include expenses thatare directly related to the operation
Page 5
(20,000)
23,562
20,000
.
$
540,128
$
495,613
$
44,515
18,325
33,258
(14,933)
8/29/2013
FY 2013-2014
COLLECTIONS & MAINTENANCE BUDGET DETAIL
Acct#
5355.10
Operations Manager, Collections Supervisor, Lead Technicians
&Technicians &Administrative Assistant (13)
5355.11
Payroll Taxes
5355.12
5355.14
FY 13-14
FY 12-13
FY12-13
Budget
Preliminary
Adopted
Projected
Increase/
Budget
Budget
Actual
(Decrease)
652,999
559,293
554,220
93.706
49,954
46,769
42,398
3.185
135,243
145,436
60,024
Retirement Program
19.590
18,635
4.001
955
5355.16
22,790
20.686
18,456
2.104
5355.31
6,000
5,005
5,127
995
5355.32
Professional Services - Electrical Services
15,000
15.000
560
5355.34
Electric
Vac Station A
45,000
40.000
43,500
5,000
Vac Station D
45,000
40,000
42,740
5,000
Vac Station E
37,500
35,000
33,731
2,500
1,350
1,250
1,127
100
Vac Station G
19,000
20,000
16,563
(1,000)
Vac Station I
19,000
20,000
14,591
(1,000)
Vac Station I - house
1,000
2.000
1,268
(1.000)
Vac Station I - office
1,000
1.500
822
(500)
35,000
25.000
30.896
10,000
Tweedy Pie
750
600
560
150
Humpty Dumpty
750
600
569
150
Harborage
1,250
600
849
650
Coastal WW/Largo Park Lift Station
1,000
600
942
400
207,600
187,150
188,158
20,450
Vac Station A
200
200
179
Vac Station D
225
225
188
Vac Station F - mini
200
175
159
25
Vac Station G
250
310
185
(60)
Vac Station I - house
300
750
395
(450)
Vac Station I - office
200
225
165
(25)
Vac Station JK
250
350
192
(100)
Tweedy Pie
200
175
141
25
Humpty Dumpty
200
175
161
25
Harborage
200
160
161
40
Coastal WW/Largo Park Lift Station
175
160
2,400
2,905
Vac Station F - mini
Vac Station JK
Total Electric
5355.35
(10.193)
.
Water
Total Water
Page 6
-
-
15
1,747
(505)
8/29/2013
FY 2013-2014
Acct#
5355.36
FY 13-14
FY 12-13
FY12-13
Budget
Preliminary
Adopted
Projected
Increase/
Budget
Budget
Actual
(Decrease)
Fuel
WWTP Generator
10.000
4,000
6,000
Vac Station Generators
12,500
6,000
6,500
22,500
10,000
18,968
12,500
2,800
800
5355.37
Office Supplies
3,300
2.500
5355.38
Facility Cleaning
5,200
4.000
5355.39
Solid Waste
5.000
5,900
4,929
12.500
10,000
7,500
25,000
25,000
7,500
7.500
Other Repairs & Maintenance
67.500
62.000
Total Repairs & Maintenance
100,000
94,500
15,000
13,000
2,500
2,500
17,500
15,500
13,719
38,000
38,000
35,133
Elevator Maintenance
1,500
1,500
Backflow Inspection
1,200
800
Fire Alarm Main
3,150
3.000
1,200
(900)
includes plant trash, recycle & vac station E
5355.40
5355.41
Repairs & Maintenance: Equipment
Repair & Replacement of Pumps
Gravity Line/Sewage Tank Cleaning
5355.41
2,500
-
-
5.500
123,304
5,500
Repairs & Maintenance: Grounds
Landscaping - Vac Station: A, D, G. I & J
Landscaping - WWTP
Total Repairs & Maintenance Grounds
5355.43
Repairs & Maintenance: Vehicles
5355.44
Repairs & Maintenance: Buildings
Fuel Tank Registration
Supplies & Hardware
Total Repairs & Maintenance Buildings
2,000
-
450
200
1.000
1.000
7,300
6,500
16,000
2,000
.
800
5355.45
60.000
60,000
30,000
5355.46
Supplies & Tools (includes cleaning supplies)
Vacuum Station Supplies
(includes Air Vac Parts, oil, filters, degreaser, vactron odor
47,500
45.800
37,562
5355.47
control, etc.)
65.000
65.000
74,759
5355.48
Safety/Immunizations (including safety classes)
12,000
8,000
11,387
4,000
5355.49
Lateral Extensions
35.000
25,000
34,263
10,000
5355.50
Engineering Services: Collections
40.000
40,000
29,411
5355.63
Capital Outlay: Truck (2) - 1 new and 1 replacement
64.000
65.000
57,266
Page 7
.
1,700
.
(1,000)
8/29/2013
FY 2013-2014
Acct#
5355.65
FY 12-13
FY12-13
Budget
Adopted
Budget
Projected
Increase/
Actual
(Decrease)
Budget
Capital Outlay: Equipment
12,000
Vactron
85,000
Generator w/ light tower
24,000
Air Compressor & Jack Hammer
143.500
143,500
Vac Stations Security Systems
Sewer Camera
5355.64
FY 13-14
Preliminary
6,000
16,500
Capital Outlay: Vac Station Equipment
Department Total
$
Total Operating $
al Capital Outlay $
30,000
30,000
10,147
1,819,876 $
1.526,579 $
1.381,839 $
293,297
1.582.376
237,500
1.431.579
95,000
1,314,426
67,413
150,797
142,500
$
$
Note: Budgeted expenses from above include expenses that are directly related to the operation
Page 8
$
$
-
$
$
8/29/2013
FY 2013-2014
TREATMENT PLANT BUDGET DETAIL
FY12-13
Budget
Preliminary
FY 12-13
Projected
Increase/
Budget
Adopted Budget
Actual
(Decrease)
FY 13-14
Acct#
5356.10
Plant Operators & Supervisor (6)
5356.11
303,861
262,942
258,381
40,919
Payroll Taxes
23,245
21,851
19,766
1,394
5356.12
62,420
48,479
45,027
13,941
5356.14
Retirement Program
9,116
7,888
3,479
1,228
5356.16
10,605
8,756
8,604
1,849
5356.31
2,500
1,808
2,500
692
5356.38
Facility Cleaning
10,500
5,700
5356.48
Safety / Immunizations
1,500
1,500
5356.46
Supplies & Tools (plant operations)
75,000
175,000
43,272
5356.36
Lab Supplies
18,700
15,000
21,176
3,700
5356.37
Office & Safety & Hurricane Supplies
9,000
8,000
4,720
1,000
5356.41
Repairs & Maintenance
80,000
75,000
56.150
5,000
5356.34
Electric (not including Vac E)
450,000
315,000
311.885
135,000
5356.35
Water
5,000
6,100
2,400
5356.33
Chemicals
675,000
250,000
329,164
5356.32
Sludge Handling
480,000
505,000
222,979
(25,000)
5356.44
Lab Services (sample analysis)
53,000
22,000
32,791
31,000
5356.49
Regulatory/ Permit Fees
5,000
7,000
(1.000)
(2,000)
5356.38
Postage & Delivery Expense
10,000
4,600
9,280
5,400
5356.39
Copier Expenses
4,000
5356.42
Dues & Subscriptions
1,000
1,000
5356.40
15,000
8,000
5356.47
Consulting Services
32,000
15,000
5356.50
Vehicle Expense
3,000
3,000
5356.45
150,000
50,000
_
4,800
_
_
_
5,000
_
1,500
_
_
(100,000)
(1,100)
425,000
4,000
_
7,000
17,000
_
100,000
Engineering Services
5353.50
Admin
60,000
60,000
24,342
5353.51
Plant
30,000
30,000
44,793
5353.52
Private Plans Review
10,000
304
5353.53
Islamorada
50,000
30,000
2,200
20,000
140,000
130,000
71,639
10,000
Total Engineering Services
Page 9
(10,000)
8/29/2013
FY 2013-2014
TREATMENT PLANT BUDGET DETAIL
FY12-13
Budget
Preliminary
FY 12-13
Projected
Increase/
Budget
Adopted Budget
Actual
(Decrease)
FY 13-14
Acct #
5356.60
Capital Outlay: Plant Intrusion Detection System
Department Total
27,000
$
Total Operating $
Total Capital Outlay $
27,000
2,656,447 $
1,948,624
$
1,448,713 $
707,823
2,656,447
27,000
1,948,624
-
$
$
1,448,713
-
707,823
27,000
$
$
$
$
Note: This budgetis not an all inclusive budgetof the treatment plantexpenses, there are plantrelatedexpenses in
other departmental budgets.
Page 10
FY 2013-2014
CONSTRUCTION BUDGET DETAIL
Acct #
5357.10
Construction Payroll (4)
5357.11
FY 13-14
FY 12-13
FY12-13
Budget
Preliminary
Adopted
Projected
Increase/
Budget
Budget
Actual
(Decrease)
174,806
396,029
237.648
(221,223)
Payroll Taxes
13,373
33.985
18,180
(20,612)
5357.12
41.613
91.571
32.683
(49,958)
5357.14
Retirement Program
5,244
11.881
2,054
(6,637)
5357.16
5,209
13.188
7.914
(7,979)
5357.31
2,250
2.618
3,500
(368)
45,000
46,600
(45,000)
Estimated Project Costs - Collection System
5357.60
FOOT G1 Extension
5357.69
Harborage
5357.61
C905 - Part A. Mainline
195.297
630,000
434,703
(434,703)
5357.62
C905 - Part B, Neighborhood
930,000
1,176,800
246,800
(246,800)
5357.64
Unique Properties
1,583,790
777,500
127,302
806,290
5357.65
Vacuum Stations - SCADA Upgrade
413,500
413,500
(413,500)
5357.65
Vacuum Stations - SCADA Upgrade IT
10,000
10,000
(10,000)
5357.66
Grinder Pump Purchase
5357.67
Service Connection Revisions
5357.68
VS JK Mitigation
-
-
-
869,500
572,000
30,000
30.000
-
30,000
-
297,500
-
10.000
10,000
(10,000)
3,608,587
3,664,800
1,350,471
(56,273;
2,925,000
2,200,000
-
Total
31,566
-
-
Estimated Construction Costs - WWTP
5357.70
Sludge Handling System
5357.71
Shallow Wells
45,000
150,000
5357.72
Vacuum Station E Hurricane Doors
25,300
25,300
5357.73
Vacuum Station E Pump Room Ventilation Upgrade
25.000
25.000
5357.74
Vacuum Stations JK and I Flood Proofing
Total
-
3,020,300
725,000
105.000
(105,000)
50.000
31.800
(50,000)
2,450,300
136,800
570,000
Estimated Construction Costs - Modifications included in ILA withi Islamorada
Chlorine Contact Chamber
175,000
Upgrade Odor Control
150.000
300HP Blower
350.000
Chemical Feed Systems Upgrade
300,000
Fully Enclosed Headworks
Total
5357.37
Office Supplies
5357.40
300,000
-
175,000
-
150,000
-
350,000
-
300,000
-
300,000
1,275,000
1,275,000
2,400
2,400
2,400
15,000
15,000
7.500
Page 11
FY 2013-2014
CONSTRUCTION BUDGET DETAIL
Acct#
5357.50
5357.51
Miscellaneous Expenses
Professional Services
FY 12-13
FY12-13
Budget
Adopted
Budget
Projected
Increase/
Actual
(Decrease)
Budget
Vehicle Expense
5357.52
FY 13-14
Preliminary
13,200
1,100
5,129
5,000
5,000
34,000
Design Sen/ices
Construction Phase Services
Legal Services
Total Professional Services
5357.45
5354.63
Capital Outlay: SUV
$
109,500
(109,500)
280,500
(280,500)
10,000
10,000
10,000
400,000
200,000
20,000
29,900
Department Total
8,421,882 $
Page 12
12,100
.
7,107,872 $
169,368
.
.
2,007,647 $
(390,000)
180,000
29,900
1,314,010
2014 Organization Chart and Staffing Plan
75,570
$
478,756
270,862
s
1,227,722
54,986
$
229,792
101,950
$
467,700
72,678
1,973,694
Operations
Construction ,
505,846
2,479,540
Customer Svc / IT
con-nôfcirux id oav imxvuyileAneA-JC in e-nî/ummetvtal uala,tica
RESOLUTION NO. 3Q-09-13
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE KEY
LARGO WASTEWATER TREATMENT DISTRICT, LOCATED IN
MONROE COUNTY, FLORIDA, ADOPTING THE BUDGET FOR THE
FISCAL YEAR ENDING SEPTEMBER 2014 FOR THE DISTRICT;
PROVIDING FOR THE GENERAL MANAGER TO EXPEND FUNDS ON
BEHALF OF THE DISTRICT; AND PROVIDING FOR APPLICABILITY
AND AN EFFECTIVE DATE.
WHEREAS, pursuant to the Key Largo Wastewater Treatment District Act (Ch.
2002-337, Laws of Florida, as amended) (the "Act"), the business and affairs of the Key
Largo Wastewater Treatment District (the "District") are conducted and administered by
its five-member Board of Commissioners (the "Board"); and
WHEREAS, the Board has those administrative duties set forth in the Act and in
chapter 189, Florida Statutes, as the both may from time to time be amended; and
WHEREAS, pursuant to the Act and section 189.418(3), Florida Statutes, the
Board has the power and the duty to adopt a budget by resolution each fiscal year.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF
COMMISSIONERS OF THE KEY LARGO WASTEWATER TREATMENT DISTRICT
THAT:
Section 1. ADOPTION OF THE BUDGET AND AUTHORIZATION TO EXPEND
FUNDS.
(A)
The District Utility System Budget for the Fiscal Year ending September
30, 2014, attached hereto as Exhibit "A" is incorporated herein and is hereby adopted.
(B) Subject to the limitation in Section 1(G), below, the General Manager is
hereby authorized to expend funds of the District for official purposes of the operation,
maintenance, billing, customer services, construction, debt service payment, capital
improvements and other business activities of the District in accordance with the
adopted Budget.
(C)
No contract or other commitment of funds, written or oral, shall be entered
into without the certification of the Chief Financial Officer that such contract or other
commitment of funds is in the budget and that sufficient cash to meet the contractual or
other commitment of funds will be available within the time allowed for payment under
the Florida Prompt Payment Act. When such certification is made, the Chief Financial
Officer shall record this action in the financial records of the District so as to encumber
those funds and prevent them from being used for other expenditures prior to the
completion of the commitment for which the funds were approved. The Chief Financial
Officer may adjust the actual restricted amount as he or she determines that such a
change is warranted due to the activities related to the commitment.
(D)
The amounts shown within the budget are established as a target level for
each specific type of revenue or expenditure indicated. Recognizing that the items listed
in the Budget may actually be higher or lower than those estimates, the Chief Financial
Officer is authorized to reallocate the adopted Budget within each category. Allocation
of funds from one category to another is prohibited. Only the Board is authorized to
increase the budgeted amounts for a category.
(E)
The General Manager is authorized to spend funds not in the Budget in
the event of an emergency related to the KLWTD Utility System, which the General
Manager reasonably believes may result in: danger or injury to persons; damage to
assets of the District; or the inability of the district to provide wastewater services. As
soon as possible thereafter, the General Manager or Chief Financial Officer shall report
to the Chairman of the Board any such actions taken or to be taken in such
circumstances. However, such communication shall occur no later than 24 hours after
such actions or events.
(F)
The Chief Financial Officer shall notify the Board when he or she
determines that the actual revenues of the utility system are likely to be less than those
indicated in the adopted Budget and shall also prepare a proposed revised Budget for
the Board's review and consideration.
(G)
Pursuant to Resolution 01-01-05, any disbursement in excess of $10,000,
other than emergency contracts as provided in Sections 1(E) of this Resolution, must be
approved by the Board priorto entering into such a contract.
(H)
Pursuant to Resolution 01-01-05, except for emergency expenditures
under Section 1(E), above, any work order equal to or in excess of $10,000 for a
professional services contract previously approved by the Board, must be approved by
the Board prior to accepting such a work order. Those work orders less than $10,000
for such contracts do not require prior Board approval but will be presented to the Board
for ratification.
(I)
The Board authorizes the General Manager and the Chief Financial
Officer to do all acts and things required of them by this Resolution and the Budget for
the full, punctual, and complete performance thereof, and the Chairman and each
member of the Board, officers, attorneys, and other agents of the District are hereby
authorized and directed to execute and deliver any and all papers and instruments and
to do and cause to be done all acts and things necessary or proper for carrying out the
Budget and transactions contemplated by this Resolution, or Florida Statues.
In the absence of a Chief Financial Officer, the Board may appoint an
(J)
individual or entity to act on behalf of the Chief Financial Officer and, in such case, all
duties and responsibilities listed above of the Chief Financial Officer shall inherently
become the duties of that individual or entity.
Section 2.
APPLICABILITY AND EFFECTIVE DATE.
This resolution shall take effect upon adoption by the Board of Commissioners.
INTENTIONALLY LEFT BLANK
RESOLVED AND ADOPTED this 3rd of September, 2013.
The foregoing RESOLUTION was offered by
, who moved its approval.
The motion was seconded by
, and being put to a vote the result was as
follows:
AYE
NAY
Chairman Robert Majeska
Commissioner Norman Higgins
Commissioner Andrew Tobin
Commissioner Steve Gibbs
The Chairman thereupon declared Resolution No.
3rd day of September, 2013
duly passed and adopted the
BY:
Chairman Majeska
ATTEST:
Carol Walker, District Clerk
SEAL
Approved to as to form and legal sufficiency:
General Counsel, Ray Giglio
TAB 3
Agenda Request Form
Meeting Date:
Agenda Item No. (p
Sept. 3, 2013
[ ]
PUBLIC HEARING
[X]
DISCUSSION
|
BID/RFP AWARD
[]
ACTION ITEM
|
CONSENT AGENDA
[]
Other:
SUBJECT:
RESOLUTION
Amending the form of the agenda.
Approved by General Manager 5 •?%{/>//?,
Date:
£L$J&&
Commissioner Tobin
Department Review:
[ ] District Counsel
^êneral Managerc^g,
Costs: S
Attachments:
Funding Source:
[ ] Engineering
[ ] Clerk
[Operations!
Advertised:
Date:
Paper:
[X] Not Required
[ ] Finance
Summary Explanation/Background: Commissioner Tobin will be requesting the removal of"Bulk
Items" from the agenda replacing it with "General Business" under which there will be a brief verbal
explanation on each item.
D Approved
C Tabled
rJ Disapproved
•
TAB 4
Agenda Request Form
Agenda Item No. /
Meeting Date: September 3, 2013
[]
PUBLIC HEARING
[]
RESOLUTION
0
DISCUSSION
[X]
BID/RFP AWARD
[X]
[]
CONSENT AGENDA
Other:
SUBJECT:
Deep Injection Well Mechanical Integrity Test
RECOMMENDED MOTION/ACTION: Staff recommends award of the Deep Injection
Well Mechanical Integrity Test contract to All Webbs Enterprises, Inc.
Approved by General Manager *—*/7%)&aA_^ Date:
Costs: $35,480.00
V/jÎm?/^
Attachments:
Recommendation Memo
Funding Source:
Department Review:
f l District Counsel
[X] General Manaqeri ^ffe-?
[ ] Engineering
[ ] Clerk
[ ] Operations Manager
Advertised:
Date:
Paper:
[X] Not Required
[ ] Finance
Summary Explanation/Background: Evaluation of the received Deep Injection Well Mechanical
Integrity Test submissions revealed that all three of the bids received met the minimum requirements
and therefore were judged responsive and responsible. All Webbs Enterprises. Inc. was the low
bidder and is recommended for award. See attached memo.
D Approved
D Tabled
CD Disapproved
•
J nwtit,.r'\
Key Largo Wastewater Treatment
District
Key Largo, FL 33037
305-451-4019
MEMORANDUM
August 28, 2013
TO: Commissioners
FROM: Daniel Saus, Operations Manager
RE: Deep Injection Well Mechanical Integrity Test Bid Results and Recommendation
On August 1511 KLWTD received three bids for the Deep Injection Well Mechanical Integrity
Test. The three bidders are: Youngquist Brothers, Inc.; Layne Christensen Company and All
Webbs Enterprises. Inc. All bids were deemed responsive and responsible. All Webbs
Enterprises, Inc. was the lowest bidder at $38,450.00. Their references have been verified and
therefore I recommend that the contract be awarded to All Webbs Enterprises, Inc.
connecting is an improvement in environmental balance
TAB 5
Agenda Request Form
Meeting Date:
Agenda Item No.Z
September 3, 2013
[ ]
PUBLIC HEARING
RESOLUTION
[]
DISCUSSION
BID/RFP AWARD
[x ]
ACTION ITEM
[]
Other:
[]
CONSENT AGENDA
SUBJECT: Approval of KLWTD Form F-21 - Reversal of Waiver of Wastewater
Service and Imposition of Costs and Assessments
Approved by General Manager ^—'rfo1&yf/^
Date:
thsl <20/^>
Legal
Costs: $0.00
Department Review:
f 1 Enqineerinq
[x 1 District Counsel RWG
[ ] Clerk
rogsheral Manager^ ^fyt-
[Operations!
Attachments:
Funding Source:
Form 21
Form 22
Advertised:
Date:
Paper:
[X] Not Required
[ ] Finance
There are situations where owners have requested that the District exclude their Parcel from the
District's Assessment roll and waive the Assessments levied against their Parcel, on the grounds that the
Parcel will not receive Wastewater Service. In such cases, the Owners have executed KLWTD Form F-10,
Waiver of Wastewater Service and Acknowledgement of Potential Costs for the Parcel, which Waiver has
been filed with County Clerk. However, some of those Owners have now requested that the District reinstate,
and again provide, wastewater service to the previously-waived Parcel.
Attached is the proposed KLWTD Form F-21 - Reversal of Waiver of Wastewater Service and
Imposition of Costs and Assessments, as the form that owners will have to execute in order to have the
previously issued and filed waiver reversed. This form contains an acceptance of the Reversal of Waiver by
the District, which will be signed by the General Manager. Also attached is KLWTD Form F-22 - Requestfor
Reversal of Waiver.
This matter was originally on the agenda on June 18, 2013, was brought back for further discussion
on August 13, and is now being presented for action incorporating Board directed changes.
•
Approved
D Tabled
•
Disapproved
•
This document prepared by (and after recording
)
return to):
)
..
Key Largo Wastewater
Name:
T
^.
.
Treatment District
)
»
)
Address:
P.O. Box 491
)
City, State, Zip:
Phone:
Key Largo, FL 33037-0491
305-451-4019
)
*
-Above This Line Reserved For Official Use Only-
Property Appraiser Parcel Identification Number(s) = Serve AK#: Insert AK
Waive AK#: Insert AK#
Reversal of Waiver of Wastewater Service
and
Acknowledgement of Costs and Assessments
THIS Reversal of Waiver of Wastewater Service and Acknowledgement of Costs and Assessments (the
"Reversal of Waiver") is made this
day of
20
, by the undersigned, who are all of the
Owners or are the legal representatives of all of the Owners (collectively, the "Owners") of the Parcel(s) (the
"Parcel(s)") listed in Attachment "A":
WHEREAS, pursuant to, and in accordance with, Chapter 197.3632, Florida Statutes (the Uniform
Assessment Collection Act), the Key Largo Wastewater Treatment District (the "District") adopted Resolution
Number No.
, The 20
Final Assessment Resolution, by the terms of which, Non-Ad
Valorem Wastewater Assessments (the "Assessments") were levied against each of the tax parcel(s) listed in
attachments thereto; and.
WHEREAS, the purpose of these said Assessments was to recover a portion of the District's cost of
providing wastewater service to such tax parcels; and
WHEREAS, the Owners previously requested that the District exclude the Parcel(s) listed in Attachment
"A" from the District's Assessment roll and waive the Assessments levied against the Parcel(s) on the grounds that
the Parcel(s) cannot and/or will not receive Wastewater Service; and
WHEREAS, the District reviewed the Owners' request and determined that the Parcel(s) were eligible for
exclusion from the District's Assessment roll; and
WHEREAS, the Owners executed a Waiver of Wastewater Service and Acknowledgement of Potential
Costs for the Parcel(s), which waiver was filed in the Office of the Clerk of the Circuit Court of Monroe County,
State of Florida, in Official Records Book Number
, at Page
on the
day of
,
20
; and
WHEREAS, the Owners now request that the District reinstate, and again provide, wastewater service to
the previously waived Parcel(s) listed in Attachment "A"; and
WHEREAS, Owners of previously waived Parcel(s), who subsequently request that the District reinstate,
and again provide, wastewater service to those Parcel(s), are required to pay a system development charge, in
accordance with Resolution Number
, the 20
Final Assessment Resolution, as well as all
direct and indirect costs, expenses, and administrative fees.
Reversal of Waiver of Wastewater Service and Imposition of Costs and Assessments
KLWTD Form F-21
Page 1 of 3
NOW, THEREFORE, in consideration of the premises and in further consideration of the promises below, the
undersigned Owners:
1.
2.
Certify that, as of the date of this Reversal of Waiver, and as appears from the records of the Monroe
County Property Appraiser, they are all of the owners, or are the legal representatives of all of the
Owners, of the Parcel(s) listed in Attachment "A."
Certify that they now desire and they have requested that the District reinstate and again provide
wastewater service to the previously excluded Parcels.
3.
Acknowledge and agree that, in accordance with Resolution Number No.
, The 20
Final Assessment Resolution, they are required to pay to the District an amount fairly representing the
special benefit that the Parcel(s) have received, as determined by the District.
4.
Acknowledge and agree that the Parcel Owner shall pay the total System Development Charge ("SDC")
applicable to this Parcel defined in the Resolution stated in Section 3 above. SDC will be adjusted in
accordance with the consumer price index (CPI) in effect for the last calendar year prior to this reversal of
waiver. Such SDCshall be payable in full and will not be assessed over time on the Parcel's tax bill.
5.
Agree to pay the District an administrative fee of $200.00 to process this Reversalof Waiver.
6.
Acknowledge and agree that the Effective Date of this Reversal of Waiver shall be the date on which a
resolution approving and accepting same is adopted by the Board of Commissioners of the Key Largo
Wastewater Treatment District.
7.
Acknowledge that wherever used herein, the terms "Owners" and "District" include all the parties
involved and their respective heirs, legal representatives, successors and assigns; and, unless the context
clearly indicates otherwise, words used in the singular include the plural, the plural includes the singular,
and the neuter gender includes the masculine and the feminine.
IN WITNESS WHEREOF, on the day and date first above written, the undersigned, comprising all of the
Owners, or the legal representatives of all of the Owners, of the Parcel(s) listed in Attachment "A" have executed
this Reversalof Waiverof Wastewater Service and Imposition of Costs and Assessments.
Owner
Owner
Print Name
Print Name
KLWTD Form F-21
Page 2 of 3
COUNTY OF MONROE
STATE OF FLORIDA
I HEREBY CERTIFY that on this
day of
20
, before me, an officer duly
authorized to take acknowledgments, personally appeared
, known to me to be the person(s) named in the foregoing
instrument, who acknowledged executing same in the presence of two subscribing witnesses and who is/are
personally known to me or who produced
as
identification and who did/did not take an oath.
(Notary Seal)
Notary Public
Printed Name of Notary
My Commission Expires:
CERTIFICATE OF ACCEPTANCE
THIS IS TO CERTIFY that the Key Largo Wastewater Treatment District, acting by and through its General
Manager, hereby accepts and agrees to this Reversal of Waiver of Wastewater Service and Acknowledgement of
Costs and Assessments.
IN WITNESS WHEREOF, I have hereunto set my hand this
day of
Key Largo Wastewater Treatment District:
Approved as to Form and Legal Sufficiency:
Margaret Blank, General Manager
Ray Giglio, District Counsel
, 20
.
Attachment "A" - description of the Parcel(s)
KLWTD Form F-21
Page 3 of 3
Key Largo, FL 33037
• Ml
Phone: (305) 451-4019 Fax: (305) 453-5807
www.klwtd.com
Request for Reversal of Waiver of Wastewater Service
ALL fields must be completed, unless indicated as optional, before the request will be reviewed.
Property Owner of Record:
Name of Request Initiator:
Email (optional):
Phone:
PARCEL
RE/Parcel ID:
Alternate Key:
Parcel Legal Description:
ORIGINAL WAIVER
Date Approved:
•
Doc No:
Page:
Book:
I request a REVERSAL of WAIVER of wastewater assessment. I understand that after reversal of
waiver is approved I will be required to pay:
- Costs to provide parcel with wastewater service (if applicable. Fees will be determined by survey
conducted by KLWTD Engineering Department).
- System Development Charge (SDC) - Due in full.
- Administrative fee of $200.
Additional Notes or Requests:
Signature
Dace
The completed request may be mailed to PO Box 491, Key Largo, FL 33037, faxed to 305-453-5807 or hand
delivered to the District office located at 98880 Overseas Hwy, Key Largo, FL 33037.
To be Completed by KLWTD Engineering Department
Survey conducted by:
•
D
Parcel HAS wastewater service available. No additional costs will be incurred.
Parcel does NOT have wastewater service available. Additional costs to provide parcel with wastewater
service is $
KLWTD Form F-22
. (Break down of costs is attached.)
Agenda Request Form
Meeting Date:
Sept. 3, 2013
Agenda Item No.
[ ]
PUBLIC HEARING
[]
RESOLUTION
[X]
DISCUSSION
[]
BID/RFP AWARD
[]
ACTION ITEM
[]
CONSENT AGENDA
[]
Other:
SUBJECT:
Funding Resolution to be sent to State
Approved by General Manager ^^//f->/s££*
Date:
VImj.Î^
Legal
Costs: $0.00
Department Review:
[1 Enqineerinq
[ XI District Counsel
[ ] Clerk
RWG
.[general Managerl__^^_
Attachments: Resolution
and Exhibit "A"
Funding Source:
Advertised:
Date:
Paper:
[Operations!
[X] Not Required
\ ] Finance
At the August 20, 2013 meeting of the BOC, the Board asked the General Counsel to prepare a resolution
requesting that the Governor and the State Legislature provide the KLWTD with the fairand equitable funding
the KLWTD was promised and upon which the KLWTD relied in constructing its wastewater collection and
sewage treatment and disposal facilities in accordance with the State mandate. The Board requested that the
resolution be approximately one page in length with an attached exhibit.
D Approved
D Tabled
•
Disapproved
•
A RESOLUTION OF THE BOARD OF COMMISSIONERS OF
REQUESTING THE FAIR AND EQUITABLE FUNDING UPON WHICH
THE DISTRICT RELIED IN CONSTRUCTING ITS SEWER SYSTEM
WHEREAS, for the reasons outlined in the attached Exhibit "A" the Key Largo
Wastewater Treatment District (KLWTD) respectfully requests that the Governorand the State
Legislature provide the KLWTD with the fair and equitable funding upon which the KLWTD
relied in constructing its wastewater collection and sewage treatment and disposal facilities; and
WHEREAS, the Key Largo Wastewater Treatment District (KLWTD) is an Independent
Special District, located within unincorporated Monroe County, Floridathat was authorized by
the Key Largo Wastewater Treatment District Act (Ch 2002-337, L.O.F.); and
WHEREAS, the KLWTD was created to develop, operate, and maintain a Statemandated wastewater management system to serve the more than 14,400 residents of the District
and the nearly 420,000 annual visitors to the District; and
WHEREAS, the residents in the KLWTD have been required to fund over $96,000,000
of the $154,500,000 needed to construct their sewer system; and
WHEREAS, an additional $24,000,000 was received from Monroe County, and
$120,000,000, representing nearly 80% of this project of state-wide importance, has been funded
by the local population and the County; and
WHEREAS, to construct their sewer system, the residents of the KLWTD have been
required to pay nearly $1,500 more per EDU than comparable projects in the unincorporated
area; and
WHEREAS, the KLWTD is uncertain that the State will disburse any of the remaining
$150 million of Everglades restoration bonds to the KLWTD; and
WHEREAS, fundamental fairness and previous commitments made by the State of
Florida demand that the KLWTD receive its fair share of the $200 million of Everglades
restoration bonds; and
WHEREAS, in reliance on the State of Florida to provide funding, and in order to
complete the project, the KLWTD was forced to take out a $30,000,000 commercial loan with a
balloon payment of $21,000,000 coming due in January 2017.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COMMISSIONERS
OF THE KEY LARGO WASTEWATER TREATMENT DISTRICT THAT:
The KLWTD formally requests that the Governor and the State Legislature provide the
KLWTD with the fair and equitable funding the KLWTD was promised and upon which the
KLWTD relied in constructing its wastewater collectionand sewage treatment and disposal
facilities in accordance with the State mandate.
RESOLVED AND ADOPTED THIS
DAY OF
2013
The foregoing Resolution was offered by Commissioner
who moved its approval. The motion was seconded by Commissioner
and being put to a vote the result was as follows:
AYE
NAY
Commissioner Robert Majeska
Commissioner Andrew Tobin
Commissioner Norman Higgins
Commissioner Steven Gibbs
The Chairman thereupon declared Resolution No.
day of
, 2013.
duly passed and adopted the
BY:
Chairman Robby Majeska
ATTEST:
Approved as to form and legal sufficiency
Carol Walker, District Clerk
General Counsel, Ray Giglio
SEAL
Exhibit "A"
Timeline and Overview
•
The State designated the Florida Keys as an Area of Critical State Concern.
In 1979, the State of Florida determined that Monroe County is an area that is so
environmentally sensitive and fragile that the Legislature passed the "Florida
Keys Area Protection Act," which designated the Florida Keys as an "area of
critical state concern."1
•
The Florida Legislature found that central sewer systems are necessary in the
Florida Keys Area of Critical Concern.2
Because the Florida Department of Environmental Protection had determined that
cesspits and septic tanks in the Florida Keys were a primary contributor to water
quality degradation and can lead to an imbalance in the number and diversity of
native aquatic life, the Florida Keys Area Protection Act mandated "the
construction and operation ofwastewatermanagementfacilities ...," in the
Florida Keys.3
•
The State mandated the construction of central sewer systems in the Florida Keys.
In 1998, then Governor Buddy MacKay charged all relevant state and local
agencies and governmental entities to coordinate with Monroe County to execute
its Year 2010 Comprehensive Plan, which included the development of a
countywide sewage system.4
•
The State mandated time limits for the construction of central sewer systems.
In 1999, the State Legislature passed Chapter 99-395, Laws of Florida, which
established binding treatment and disposal requirements for all wastewater
management facilities in Monroe County5 and mandated that they be in
compliance by July 1, 20106.
1§380.0552(3), F.S.; ch. 79-73, § 6, Laws of Florida
2FSS 403.086(10) "The Legislature finds that the discharge of inadequately treated and managed domestic
wastewater from dozens of small wastewater facilities and thousands of septic tanks and other onsite systems in the
Florida Keys compromises the quality of the coastal environment, including nearshore and offshore waters, and
threatens the quality of life and local economies that depend on those resources."
3See §380.0552 (7) 0)
4Fla. Exec. OrderNo. 98-309, Dec. 30, 1998
5Section 6 ("Sewage requirements in Monroe County") ofchapter 99-395, Laws of Florida, required, "all sewage
treatment, reuse, and disposal facilities and all onsite sewage treatment and disposal systems in Monroe County,
[with certain exceptions]" to "comply with the applicable treatment requirements of subsection (6) [of Ch. 99-395.
L.O.F.] by July 1, 2010, and with the rules of the Departmentof Environmental Protection or the Department of
Health, as applicable."
6This date was subsequently extended to December 31, 2015. See, FSS 403.086(10) (b).
The KLWTD was created to provide a central sewer system in Key Largo.
The Florida Keys Area Protection Act7 specifically stated that, "the onlypractical
and cost-effective way tofundamentally improve wastewater management in the
Florida Keys isfor ... special districts establishedfor thepurpose ofcollection,
transmission, treatment, or disposal ofsewage, to timely complete the wastewater
or sewage treatment and disposalfacilities initiated under the workprogram of
... rule 28-20, [FA.C.J. " [emphasis added]. The KLWTD was created in 2002 to
provide a centralized wastewater collection system and treatment plant to serve
the upper Florida Keys, in accordance with the requirements of the Florida Keys
Area Protection Act, and the Work Program mandated under rule 28-20, F.A.C.
Providing central sewer systems in the Florida Keys is more expensive than
elsewhere.
As an ACSC, the Florida Keys are held to a higher standard of wastewater
treatment than other areas of the country and state8; and the KLWTD could not
and cannot construct, operate, and maintain a wastewater collection system and
treatment plant at the same residential unit cost as areas that are not so highly
regulated, or environmentally sensitive, or that do not contain such a high
percentage of land under public ownership.
The State's mandate to construct the KLWTD's central sewer systems was
unfunded.
The State provided little funding to the KLWTD for the construction of its
mandated central sewer system. Responsibility for financing the construction of
the KLWTD's wastewater management facilities fell primarily to the business
owners and homeowners in the Key Largo Wastewater Treatment District.9
The State passed legislation to implement the Florida Keys ACSC protection
program.
To correct the inequity of an unfunded mandate, in 2008 the State Legislature
authorized the issuance of $200 million of Everglades restoration bonds10
"specificallyfor thepurpose ofimplementing the Florida KeysArea ofCritical
State Concern protection program."''
7As well as FSS 403.086(10), which provides that, "The Legislature also finds that the only practical and costeffective way to fundamentally improve wastewater management in the Florida Keys is for the local governments in
Monroe County, including those special districts established for the purpose of collection, transmission, treatment,
or disposal of sewage,to timely completethe wastewater or sewage treatment and disposal facilities initiated under
the work program of Administration Commission rule28-20, Florida Administrative Code, and the Monroe County
Sanitary Master Wastewater Plan, dated June 2000."
FSS 381.0065 (4) (1) "For the Florida Keys, the department shall adopt a special rule for the construction,
installation, modification, operation, repair, maintenance, and performance of onsite sewage treatment and disposal
systems which considersthe unique soil conditions and water table elevations, densities, and setback requirements."
Underchapter 99-395, L.O.F., the responsibility for meeting these requirements rests with the individual owners of
the wastewater systems, whether local governments, private entities or homeowners.
10 Chapter 2008-049, L.O.F., which amended and modified section 215.619, F.S.
11 FSS sections 380.05 and 380.0552.
•
That legislation was specifically designed to help fund the KLWTD's central sewer
system.
The amended section 215.619(1), F.S., specifically indicates that, interalia, the
Everglades restoration bonds were being authorized, "tofinance or refinance the
cost of... wastewater management projects identified in the Keys Wastewater
Plan, dated November 2007, and submittedto the Florida House of
Representatives on December 4, 2007..." [emphasis added]. The "wastewater
managementprojects identified in the Keys Wastewater Plan, dated November
2007" include the centralized wastewater treatment plant and collection system
constructed and maintained by the KLWTD.
•
The KLWTD reasonably believed it would receive the promised funding.
The KLWTD reasonably believed that if it made a good faith effort to complete
its wastewater collection and sewage treatment and disposal facilities in a timely
fashion, it would be entitled to its fair and equitable share of the proceeds from
the $200 million of Everglades restoration bonds, and that those funds could be
used by the KLWTD to pay for its central sewer system.
•
The KLWTD relied upon the legislation and representations of the State.
Based upon the representations from the State and the above-cited legislation, the
KLWTD constructed wastewater collection and sewage treatment and disposal
facilities at a cost of approximately $150 dollars and it incurred approximately
$89,000,000 in debt.
•
•
The KLWTD has not received the promised funding from the State.
In March of 2012, the State Legislature appropriated and the Governor
subsequently approved the first of four $50 million yearly allocations of the $200
million in Mayfield Grant Funds. However, this money was disbursed with the
stipulation that 60% of the said $50 million be distributed to the County for the
Cudjoe Regional Wastewater Project and that 40% be distributed to Islamorada.
No money went to the KLWTD.
It does not appear that the KLWTD will receive the promised funding from the
State.
It now appears that if the State disburses the remaining $150 million of
Everglades restoration bonds to Monroe County, those funds will be disbursed
with the stipulation that said funding will only be used for the purpose of
financing the construction of new centralized wastewater treatment plants and
collection systems throughout the Florida Keys. It further appears that the State
will not disburse any of the remaining $150 million of Everglades restoration
bonds to the KLWTD.
•
The State has an obligation to live up to its promises and its commitments.
It is simply not fair for the KLWTD to be punished for being one of the first
entities in the Florida Keys to comply with the State's centralized wastewater
treatment system mandate. To construct its state-of-the-art wastewater system,
the KLWTD incurred approximately $89,000,000 in debt, with a balloon payment
of $21,000,000 coming due in January 2017. The KLWTD incurred that debt
based upon the representations and promises of funding assistance made to it by
the State.
Fundamental fairness demands that the KLWTD receive its fair share of funding.
The inequitable funding of the wastewater systems in the Florida Keys has
resulted in Key Largo residents paying nearly $1,500 more for the typical single
family home than residents in other areas of unincorporated Monroe County.
Businesses in Key Largo are similarly overburdened. If this disparity is not
corrected, it will have a detrimental effect on the ability of residents to afford to
live in Key Largo and on the ability of businesses to compete effectively.
TAB 6
Agenda Request Form
Meeting Date:
Agenda Item No. jQ
Sept. 3, 2013
[ ]
PUBLIC HEARING
[]
RESOLUTION
[X]
DISCUSSION
[]
BID/RFP AWARD
[]
ACTION ITEM
[1
CONSENT AGENDA
[]
Other:
SUBJECT: Term Limits
Approved by General Manager K^_^/y/>fCLJ^
Date:
VJJ&jJa^
Commissioner Gibbs
Costs: Unknown
Funding Source:
Department Review:
f l Enqineerinq
[ ] District Counsel
[ ] Clerk
[Operations!
-Jêneral Manaqet<^^?
Attachments: N/A
Advertised:
Date:
Paper:
[X] Not Required
[ ] Finance
Summary Explanation/Background: Commissioner Gibbs would like to discuss term limits.
D Approved
D Tabled
] Disapproved
•

Agenda - Key Largo Wastewater Treatment District

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