FOR CITY COMMISSION MEETING MAY

Size: px

Start display at page:

Download "FOR CITY COMMISSION MEETING MAY"

Cordelia Nichols
5 years ago
Views:

1. Utilities Work Orders CITY MANAGER REPORT FOR CITY COMMISSION MEETING MAY 8, 2017 Resolution 31-2017, approved by the City Commission on February 28, 2017, authorizes the City Manager to expend a

1 1. Utilities Work Orders CITY MANAGER REPORT FOR CITY COMMISSION MEETING MAY 8, 2017 Resolution , approved by the City Commission on February 28, 2017, authorizes the City Manager to expend a not to exceed amount of $4 million available in the water and sewer fund. This utility work is being performed by Killebrew, Inc. and is repair work that must be done prior to resurfacing work which the City Commission approved on February 28, I have authorized the following construction work orders on May 1. They are listed below: West Dr. Martin Luther King, Jr. Boulevard from Alexander Street to the railroad crossing. Design and install via pipe bursting of approximately 3,000 LF of 8 to 18 sewer main and install 23 new poly water services and replace approximately 33 gravity sewer lateral connections. Substantial completion is 145 calendar days and the compensation is $737, East Dr. Martin Luther King, Jr. Boulevard from the railroad crossing to Park Road. Design and installation of approximately 67 new poly water services along the existing 8 /6 water mains to replace existing water services. Substantial completion is 90 days and the compensation amount is $259, Mobley Street from West Baker Street to Strawberry Drive. Scope of work includes design and installation of approximately 12 new poly water services south of Spooner Drive. Substantial completion is 45 days and the compensation is $42, I am recommending to the City Commission that a new position defined as Construction Inspector be added to the Capital Improvement group in our Utilities Department. Currently, our Utilities Department doesn t have a Construction Inspector. Over the next five months, $3.5 to $4 million worth of utility rehab work will be done pursuant to the Killebrew contract that was approved by the City Commission on February 28. The utility work is being done before the street resurfacing work on many collector and local roads can commence.

2 The purpose of the Construction Inspector will be to do the following: For utilities construction projects, quality control and risk mitigation means making sure construction is conducted according to the plans, specifications, and permit requirements. An onsite Construction Inspector helps ensure: o the project is constructed per plans and specifications; o helps mitigate change orders by monitoring the installation, materials, and equipment incorporated into the project; and o documents daily activities including adherence to safety practices. The Construction Inspector keeps a daily documented construction log that can be referred to and utilized throughout the construction phase and post construction if needed. The City being actively involved (including properly documenting daily activities) during the construction phase will help mitigate change orders to the project, helping to keep the project on time and on budget. A paygrade 23 will be assigned to this position and the hiring range for a qualified inspector will be between $43, and $56, The position will subject to a brief recruitment period, so our goal is to fill this position promptly. Our thinking is that outsourcing this function to a private sector consulting firm will cost between $120,000 and $149,000 for a five month period. Thus creating the Construction Inspector position will save a substantial amount of money for our ratepayers. Additionally, our Utilities Capital Improvement program will have multiple projects under construction during the next five years, so there will be plenty of work to support this position. The ongoing collection system condition assessment is expected to recommend a 5 to 10 year capital improvement plan for collection system repairs or replacements. Recommendation: Add a fulltime Construction Inspector to the Utilities Department budget as an FTE in the FY16-17 budget and continue to budget for this position in future fiscal years. Annual cost at this point is approximately $60,000. The Utilities fund has the revenue to fund this position in FY16-17 as well as future fiscal years.

3 2. Royal Hills & Country Hills Smoke Test Utilities Maintenance will conduct smoke testing on all of the sewer lines in the Royal Hills and Country Hills subdivisions on May During the smoke testing customers may notice smoke coming from the sewer ventilation stacks on the roof of their homes. The smoke will not enter the homes unless they have a defect or a dried out p-trap. Notification will be done by door hangers and will also be in the newspaper. If residents have any questions or concerns, they can contact Angel Soto-Diaz, Infiltration Foreman, by to asoto@plantcitygov.com or phone at , extension Employee Recognition Amy Clark, Finance Department - passed the CGFO exam, qualifying her as a Certified Government Finance Officer. This is a 5-part rigorous exam covering Municipal Budgeting, Treasury Management, Debt Administration, Financial Administration, as well as Accounting and Financial Reporting, with an Ethics component. This certification demonstrates Amy s knowledge and proficiency in areas of finance that are unique to public finance. It is intended to encourage development and maintenance of professional competence for practicing government finance officers. Jabier Guardiola, Hugh Smith, Alphonso Hicks, John Kesslan, Taylor Smith, Jerry Bridges, Calvin Holloway, George Mendoza, Tracy Washington, Marcelo Mora, Robert Benton, Ted Heitzman, Streets, Stormwater & Traffic Division Art Bradshaw, 709 Bay Drive, wrote on May 1, I would like to express my gratitude for the fine job your crew did repairing my yard and the ditch line. They did a fantastic job. They were very professional and prompt. They arrived at the time they said they would, to complete the job. These guys are great representatives for the City and I hope you will tell them how happy I am with the job that was done.

4 4. Building Permits Type of Permit Issued # of Permits Estimated Value # of Permits Estimated Value New Residential (SF) Units 10 $1,364, $1,552,280 New Duplex/Townhouse Units 4 $346,000 New Multi-Family (MF) Units Residential Repairs, Alterations & Additions 66 $517, $774,602 New Commercial Construction * 6 $3,087,198 4 $21,264,980 New Industrial Construction Non-Res. Building Repairs, Alterations & Additions 10 $513, $574,156 Miscellaneous: Fences, Pools, etc. 16 $81, $76,878 Mobile Homes 1 $2,400 Demolition 2 $7,650 Mechanical 69 $754, $307,474 Plumbing 58 $1,138, $838,999 Gas 2 $2,500 8 $30,000 Electrical 56 $432, $373,038 TOTAL PERMITS ISSUED 293 $7,891, $26,148,457 % CHANGE / PRIOR YEAR -2.7% -69.8% CUMULATIVE YTD 4,646 $131,072,152 4,685 $137,543,636 CUMULATIVE % CHANGE YOY -0.83% -4.71% NOTES PERMITS ISSUED REPORT APR17 (F/Y ) CURRENT MONTH 1. "Year" means fiscal year; begins October 1 each calendar year and ends September 30 the follow ing calendar year. 2. "Cumulative YTD" includes all current & prior month totals for the respective fiscal year. PRIOR YEAR MONTH 3. "% Change / Prior Year" is the net percentage increase or decrease from the prior fiscal year's monthly totals. 4. "Cumulative % Change YOY" is the net percentage increase or decrease from the prior fiscal year's cumulative totals. * Note: New Commercial $100,000-Install Pre Engineered Office Bldg. and Industrial Construction $100,000-Install Pre Engineered Laboratory Bldg. $15,000--Install of Silos $60,000--Tenant Buildout $1,327,723--(5) Installation of Autoclave $1,400,000--New Pre-Fab Metal Bldg.

City of Plant City Finance Department 302 W Reynolds Street, 3 rd Floor Plant City, FL 33563 Date: May 3, 2017 To: From: Michael Herr, City Manager Diane Reichard, Chief Financial Officer RE:

5 City of Plant City Finance Department 302 W Reynolds Street, 3 rd Floor Plant City, FL Date: May 3, 2017 To: From: Michael Herr, City Manager Diane Reichard, Chief Financial Officer RE: Quarterly Investment Report as of March 31, 2017 As of March 31, 2017, the Citywide investment portfolio funds were invested as follows: Investments BB&T Bank $ 24,771,508 Local Government Investment Pools 25,599,640 Certificate of Deposit 8,000,000 Securities 11,893,980 TD Wealth/PFM 38,619,183 Total $108,884,311 Interest The Citywide investments generated $387,146 in interest earnings over the three-month period, which is 1.42% of the total investment portfolio. Based on the investment policy, approved January 22, 2016, the diversification is within the parameters set. The City s average interest earnings rate is above the 90-day treasury bill rate of 0.76% as of March 31, W Reynolds Street, 3 rd Floor, Plant City, Florida ~ Phone:

6 City of Plant City Investment Report For the Period of January 1, 2017 through March 31, 2017 Average Fair Value Fair Value Interest Average Balance Balance Description Rate Balance 1/1/17 Additions Reductions 3/31/17 Cash and Cash Equivalents Wells Fargo Checking 0.30% 18,377 $ 36,753 $ - $ (36,753) $ - BB & T 0.40% 24,368,649 23,965, ,718-24,771,508 Subtotal Cash $ 24,002,543 $ 805,718 $ (36,753) $ 24,771,508 FL Class 0.98% $ 12,058,319 $ 12,058,319 $ - $ - $ 12,058,319 Florida SAFE 0.84% 12,034,412 12,027,757 13,310-12,041,067 Florida Local Government Investment Trusts 1.28% 1,500,254 1,500,254 - (0) 1,500,254 Subtotal Local Government Investment Pool $ 25,586,330 $ 13,310 $ (0) $ 25,599,640 Investment Manager Wells Capital Management $ 20,285,631 $ 40,571,262 $ - $ (40,571,262) - PFM Investment Manager 1.32% 12,784,597 - $ 25,569,193 $ - 25,569,193 Managed Accounts 1.67% 6,524,995 - $ 13,049,990 $ - 13,049,990 Subtotal Investment Mananger $ 40,571,262 $ 38,619,183 $ (40,571,262) $ 38,619,183 Maturity Coupon Purchase (Call) Interest Date Date Rate PAR Certificate of Deposit Bank United NA - PMA Florida SAFE 02/10/16 02/11/ % 2,000,000 $ 2,000,000 $ - $ - $ 2,000,000 USAmeriBank - PMA Florida SAFE 03/23/16 03/23/ % 2,000,000 2,000, ,000,000 Bank United NA - PMA Florida SAFE 07/15/16 07/17/ % 2,000,000 2,000, ,000,000 Bank United NA - PMA Florida SAFE 07/15/16 07/16/ % 2,000,000 2,000, ,000,000 Subtotal Certificate of Deposit $ 8,000,000 $ - $ - $ 8,000,000 Securities Federal Home Loan Mortgage Corp - MBS 3/28/16 09/28/ % 2,000,000 $ 1,992,640 $ 1,000 $ - $ 1,993,640 Federal Home Loan Bank - MBS 3/28/16 12/28/ % 2,000,000 1,996, ,997,240 Federal Natl Mtg Assoc - MBS 7/26/16 07/26/ % 2,000,000 1,970,620 2,340-1,972,960 Federal Natl Mtg Assoc - MBS 7/27/16 07/27/ % 2,000,000 1,987,940 - (760) 1,987,180 Federal Natl Mtg Assoc - MBS 7/26/16 07/26/ % 2,000,000 1,966,020 6,480-1,972,500 Federal Natl Mtg Assoc - MBS 9/22/16 09/06/ % 2,000,000 1,968,460 2,000-1,970,460 Subtotal Securities $ 11,882,580 $ 12,160 $ (760) $ 11,893,980 Total Investment Portfolio $ 110,042,715 $ 39,450,371 $ (40,608,775) $ 108,884,311 * Even though some securities show a reduction in market value, the City is guaranteed the stated coupon interest rate at the time of maturity. W:\Finance\Finance\Investment Report\Fiscal Year \March 2017\Investment Securities Report - March 2017

May 3, 2017 TO: FROM: Mike Herr, City Manager Diane Reichard, CFO SUBJECT: Financial Report as of March 31, 2017 Attached are the Financial Reports for the quarter ending March 31, 2017.

7 May 3, 2017 TO: FROM: Mike Herr, City Manager Diane Reichard, CFO SUBJECT: Financial Report as of March 31, 2017 Attached are the Financial Reports for the quarter ending March 31, The reports include Budget vs Actual, Income Statement for Enterprise Funds, and the CIP Project report. GENERAL FUND General Fund revenue finished the first quarter strong with 60% of the overall original budget being collected, primarily because the majority of property tax revenues are received in the first quarter resulting in 93% of the property tax budget being collected for the year. Expenditures reported lower than budget at 45%, with all divisions under target except Special Appropriations which are normally paid out in one lump sum. Revenues exceeded expenditures by $2,506,514. This excess will dwindle during the year as property tax revenue is used to pay operational costs. STREET FUND The Street Fund revenues received fell short at 41% of the original budget being collected due to their normal lag of one to two months. Expenditures were right on pace using 46% of the total budget; however, due to the lagging revenues, expenditures exceeded revenues by $117,540. ENTERPRISE FUNDS The Water/Sewer Fund, compared to budget, showed revenues 51% collected; while expenses were less than target at 31% resulting in a net gain of $1,456,801. In viewing the income statement, the fund posted an overall operating gain of $3,958,683, and a change in net position that is greater than target. Compared to Budget, the Solid Waste Fund revenues are 46% collected and expenses (excluding the loan transfer) are 45% of the budget, which results in a net gain of $59,706. The income statement shows operating revenues exceed expenses by $471,126 with a change in net position being slightly greater than target. The Stormwater Fund revenues collected were 46% of budget, while expenditures tracked closely at 44% of budget, which resulted in expenses exceeding revenues by $287,440. The operating income posted was $280,033, and change in net position is greater than target. CIP PROJECTS The projects, listed by project number, include total funding from prior years less the amount spent through September 30, Many projects encompass two years and the asset management projects provide for future funding as necessary. Finance Department 302 West Reynolds Street P.O. BOX C PLANT CITY, FLORIDA PHONE

8 Definitions Budget vs Actual Financial Report A report that demonstrates the amount of revenue that has been collected and the appropriations that have been expended. There are four columns: Budget the budget as adopted on September 26, 2016 plus any budget adjustments approved by the City Commission Actual total amount of funds that have been collected or expended through the date of the report Remaining Balance Budget minus actual % vs. Budget compares the actual vs. the revised budget Income Statement (Enterprise funds only) Net Operating Income Compares the YTD budget to YTD actual costs based on operating revenue and expenses Other Lists the non-operating revenue and expenses as positive or negative o Interest expense o Debt Service o Miscellaneous revenue Capital and Transfers These positive and negative balances will lead to a change in net position for the fund Net position o Beginning is based on the financial statements as of September 30, 2016 o Ending is calculated based on change in net position CIP Projects Report Available Balance as of October 1 This includes all budgets previously allocated less expenditures through September 30, 2016 Expenditures Total spent though the reporting period Encumbrances Obligations to pay that incurred through the reporting period Available Balance as of End of Reporting Period calculated Type o CIP A stand-alone Capital Project o AM (Asset Management) funds are set aside annually to maintain assets

May 8, Reverend David Delph, First Presbyterian Church gave the invocation and the audience joined in the Pledge of Allegiance to the Flag.

May 8, Reverend David Delph, First Presbyterian Church gave the invocation and the audience joined in the Pledge of Allegiance to the Flag. 533 May 8, 2017 The City Commission of the City of Plant City, Florida met in a regular session pursuant to laws and rules of said Commission at the City Hall of said City, the regular meeting place of