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HomeMy WebLinkAbout2009 09 28 Other Relates To Regular Agenda Item 605 Date: September 28, 2009 The attached document was presented to the City at the September 28, 2009 City Commission Regular Meeting by Mr. Donald Gilmore — this is related to Regular Agenda Item "605 ". SOUTH SEMINOLE & NORTH ORANGE COUNTY WASTEWATER TRANSMISSION AUTHORITY 410 Lake Howell Road Maitland, FL 32751 -5907 Telephone 407/628-3419 Fax 407/628 -0153 August 27, 2009 A regular meeting of the South Seminole & North Orange County Wastewater Transmission Authority Board was held on Thursday, August 27, 2009, at 9:00 A.M., at the Authority Board Office. The following members were present: Randy Knight — Chairman City of Winter Park Barbara Lipscomb — Alternate City of Casselberry Don Gilmore — Member City of Winter Springs Brian Jones — Member City of Maitland Bob Dallari — Member Seminole County Dennis Westrick — Alternate Seminole County Also in attendance: Stephen F. Miller Executive Director Bill Reischmann Authority Attorney Lowry Rockett Woolpert Inc. Robert Reiss Reiss Engineering, Inc. Gary ReVoir Reiss Engineering, Inc. Wendy A. Woodhouse Administrative Assistant Alan Ambler City of Casselberry I. CALL TO ORDER Mr. Knight, Authority Board Chairman, called the regular meeting to order at 9:03 AM, August 27, 2009. IL APPROVAL OF MINUTES The first item of business was to approve the minutes of the July 15, 2009 and July 23, 2009 Authority Board Meetings as submitted. A motion was made by Mr. Westrick to approve the minutes for the July 15, 2009 and July 27, 2009 South Seminole & North Orange County Wastewater Transmission Authority Board Meetings. Mr. Gilmore seconded the motion and members unanimously approved III. NEW BUSINESS A) Status Report on RFQ Process Mr. Miller stated that the negotiating team consisting of Dennis Westrick, Bill Reischmann, and himself have held meetings with Woolpert and Reiss to discuss the transition plan. Both engineering firms have agreed in principle and to a large degree in specificity, as to the logical breaking points for the transition of the projects and activities previously identified to the Authority Board. Woolpert is fully cooperating toward the shared goal of a successful transition. Additionally there have been several productive meetings with Reiss where the rates, transition, and contract issues were discussed. A few minor contract issues remain to be resolved before presentation to the Authority Board, and some of the transition issues overlap with rate discussions and contract terms. We are continuing to work with Reiss to obtain information for the Authority Board regarding the full costs associated with this transition of engineering services; another meeting is scheduled for tomorrow (8/28/09). The team anticipates completing discussions with Woolpert and Reiss to reach consensus on transition and present that consensus to the Authority Board along with a contract for the Board's review at the next Authority Board Meeting. B) Proposed FY 2009 -2010 Budget The proposed FY 2009 -2010 budget includes an overall increase of $27,000 in rates and charges due to the completion of various capital projects which are then factored into the depreciation element of the rates as set forth in the bond documents. The depreciation element rose from $680,000 in the 2008 -2009 budget to $707,000 in the 2009 -2010 budget. The depreciation element will increase annually as more projects contained in the CIP are completed. Several noted funding elements are included in 2009 -2010 budget such as the cash funding of the Debt Service Reserve ($100,000 per year due to the AMBAC surety bond downgrading) and $400,000 from the project fund dedicated to the Pump Station Rehabs. The final contract including rates for the new engineering firm has not been finalized, but it is anticipated that the rates can be addressed within the proposed expenditures including use of Depreciation Reserve Funds, if necessary. Several future projects have been identified that will require funding from the Depreciation Reserve (Dean Road Widening Project (may need to relocate lines), SR 436 & Red Bug Lake Road Flyover @ $1.2 million (start date unknown), and the $500,000 STAG Grant sponsored by Representatives Mica and Kosmas (requires a 45% match from the Authority). Mr. Miller reminded the Board that the 0 & M element had remained constant for 10 of the past 11 years and the debt service had remained level. Mr. Jones received confirmation that there were three separate components to the rates billed the entities: debt service, depreciation, and operations/maintenance fees. He also noted that there was no increase in the executive salary. Mr. Miller said that any compensation increase was at the discretion of the Board, and would come out of the contingency funds. Casselberry, Winter Park, and Seminole siw County did not include any staff raises in their proposed budgets. Mr. Jones asked how much advance notice the entities would have, should the Authority need to increase the rates in the budget. Mr. Miller responded that the Authority would notify the entities of an impending October increase by March of each fiscal year. Mr. Westrick confirmed that the increases on Schedule V of the budget package were annual Increases. The Board Members preferred to study the budget further and vote on it at the next meeting. August 27, 2009 Page 2 IV. OLD BUSINESS - none V. REPORTS Attorney- none Consulting Engineer — none City of Orlando — none City of Casselberry - none City of Maitland — none City of Winter Park — none Seminole County — none Executive Director — The I & I balances are as follows: Seminole County $779,628.57, Winter Park $176,759.01, and Casselberry $65,012.24. The next regularly scheduled Authority Board Meeting will be held at 9:00 a.m., Thursday, September 24 2009. VI. ADJOURNMENT Mr. Knight, Authority Board Chairman, declared the meeting adjourned at 9:18 am. Submitted By: Approved By: Stephen F. Miller Randy Knight Secretary Chairman August 27, 2009 Page 3