HomeMy WebLinkAbout2011 04 11 Consent 201 Utility Relief
COMMISSION AGENDA
Consent X
Informational
ITEM 201
Public Hearing
Regular
March 14, 2011 MGR. /DEPT.
Regular Meeting Authorization
The City Manager and Finance Department requests the Commission approve a
REQUEST:
Utility Relief Program to be administered by Heart of Florida United Way Foundation.
Additionally, to authorize the City Manager and City Attorney to execute any and all
documentations required by United Way on behalf of the City of Winter Springs to facilitate the
Utility Relief Program.
SYNOPSIS:
The Winter Springs Commission and City Manager recognized that sometimes our customers
and neighbors (Winter Springs Utility Authority) have temporary hardships that make paying
their water and/or sewer bills very difficult. Due to bond ordinances and Chapter 94-491, Laws
of Florida, the Winter Springs Utility Authority is prohibited in giving free water and/or sewer
Utility Relief Program
services. Therefore, we are recommending the creation of the where
customers/citizens can make voluntarily donations that may be used to supplement the bills of
those that exhibit temporary hardships.
CONSIDERATIONS:
Eligibility:
Customers of the City of Winter Springs Utility Authority that are experiencing hardships may
be eligible for this Utility Relief Program.
Administration and Guidelines:
There were a number of factors which resulted in the recommendation to utilize an external
rather than an internal resource for this service. First, United Way has a dedicated team of
specially-trained professionals whose sole purpose is financial assistance delivery.
Consequently, not only are they able to provide their clients with financial assistance and related
resources but can consistently do so in a timely manner. Secondly, as an independent third party
evaluator, United Way can provide an environment of neutrality.
The Heart of Florida United Way Foundation will provide the following administration:
1)Verify all information provided by the individual(s) seeking aid and conduct a needs
assessment based on financial information provided by the applicant.
2)Verify the applicant’s Social Security number via the Heart of Florida’s database to
ensure that duplicate applications do not exist.
3)Assure that continued budgetary irresponsibility will lead to discontinuation of assistance
by this program.
4)Establish a separate account for the funds donated on behalf of the City of Winter
Springs.
5)Pay for an annual external audit by a certified CPA firm.
6)Assure that no one applicant will receive more than $100 in assistance in a 24 month
rolling period.
7)Prevent funds being used for deposits on utility accounts.
8)Assure that any applicant that has had their utility disconnected more than twice in a 2
year period is ineligible for assistance.
9)Assure that funds are not granted to anyone that is identified as participating in criminal
activity.
10)Provide semi-annual reporting as to the number of persons helped and dollar value of that
assistance. All records will be open for inspection by the City.
In consideration for administration of the stated program United Way will retain 10% of the
gross donation as fees for service.
Fund Raising:
The program will be funded by the generous donations from the citizens of the City of Winter
Springs. Complete information packets will be fully displayed at the Utility Billing Counter at
City Hall with an accompanying donation application form. This form will allow customers to
help their struggling neighbors with a cash donation. Additionally, at least once a year the Utility
Billing Department will include and distribute, in all customer utility bills, a flyer that will
describe the program and solicit contributions.
FISCAL IMPACT:
The Utility Relief Program will require an initial investment of approximately $500 for printing
materials that will be used to solicit donation. This investment will also provide sufficient funds
to allow an initial mailing to all 13,000 Utility Customers explaining the new program.
COMMUNICATION EFFORTS:
This Agenda Item has been forwarded to the Mayor and City Commission; City Manager; City
Attorney/Staff; placed in Press Packets; placed in the City Hall (Lobby) City Commission
Meeting binder; and will be available on the City’s Website, LaserFiche, and the City’s Server.
Additionally, information related to this Agenda Item has been sent to media/press
representatives who have requested Agendas/Agenda Item information, all Homeowner’s
Associations on file with the City, all individuals who have requested Agendas/Agenda Item
information, Department Directors; and also posted outside City Hall; posted inside City Hall
with additional copies available for the general public; and posted at five (5) different locations
around the City.
RECOMMENDATION:
It is the recommendation of the City Manager and the Finance Department that the City
Commission approve the Utility Relief Program as presented in this agenda item and authorize
the City Manager and City Attorney to prepare and execute any and all documentations required
by United Way to implement the Utility Relief Program.
ATTACHMENTS:
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