TOWN OF PALM BEACH. Town Manager s Office UNDERGROUND UTILITIES TASK FORCE MEETING TOWN HALL COUNCIL CHAMBERS-SECOND FLOOR 360 SOUTH COUNTY ROAD

Transcription

1 TOWN OF PALM BEACH Town Manager s Office UNDERGROUND UTILITIES TASK FORCE MEETING TENTATIVE - SUBJECT TO REVISION TOWN HALL COUNCIL CHAMBERS-SECOND FLOOR 360 SOUTH COUNTY ROAD AGENDA TUESDAY, MAY 3, :00 AM Welcome! For information regarding procedures for monitoring or participating in Task Force Meetings, please refer to the end of this agenda. I. CALL TO ORDER AND ROLL CALL Jeffery Smith, Chairman Wilbur Ross, Vice-Chairman Dennis Bottorff W. Anthony Dowell Susan Gary Donald Gulbrandsen Thomas Parker Harry Wolin II. III. IV. PLEDGE OF ALLEGIANCE APPROVAL OF AGENDA COMMUNICATIONS FROM CITIZENS (3 Minute Limit, Please) V. MINUTES A. UUTF Meeting Minutes of March 1, 2016 B. UUTF Meeting Minutes of April 5, 2016 Post Office Box 2029 * 360 South County Road * Palm Beach, Florida Telephone (561) * Facsimile (561) * townmanager@townofpalmbeach.com 1

2 VI. VII. VIII. IX. BOND COUNSEL REVIEW OF PREPAYMENT OPTIONS AND RELATED ISSUES FOR UNDERGROUND BOND DOCUMENTS Richard Miller, Esq. Locke, Lord, LLC UPDATE ON FPL REVIEW OF UNDERGROUND TRANSFORMERS AS ALTERNATIVE TO STANDARD PAD MOUNTED TRANSFORMERS John Lehr, FPL, Underground Division GULFSTREAM UNDERGROUND PROJECT PHASE II ISSUES AND LESSONS LEARNED Danny Brannon, P.E., Brannon & Gillespie, Project Engineer for Gulfstream TOWNWIDE UNDERGROUND PROJECT PLANNING, REPORTING AND COMMUNICATIONS PLAN Thomas G. Bradford, Town Manager X. DISCUSSION ON UUTF OVERSIGHT RESPONSIBILITIES A. HOW WE MEET TOWN COUNCIL UUTF MANDATE B. ADVISOR TO ASSIST THE TASK FORCE WITH ITS RESPONSIBILITY TO PROVIDE OVERSIGHT Susan K. Gary, UUTF Member XI. XII. ANY OTHER MATTERS ADJOURNMENT PLEASE TAKE NOTE: The progress of this meeting may be monitored by visiting the Town s website ( and selecting Your Government and then selecting Live Meeting Audio. If you have questions regarding that feature, please contact the Office of Information Systems (561) The audio recording of the meeting will appear within 24 hours after the conclusion of the meeting under Agendas, Minutes, and Audio. Disabled persons who need an accommodation in order to participate in the Underground Utilities Task Force meeting are requested to contact the Town Manager s Office at or through the Florida Relay Service by dialing for voice callers or for TDD callers, at least two (2) working days before this meeting. 05/03/16, UUTF Meeting 2

3 PROCEDURES FOR PUBLIC PARTICIPATION Citizens desiring to address the Task Force should proceed toward the public microphones when the applicable agenda item is being considered to enable the Chair to acknowledge you. COMMUNICATIONS FROM CITIZENS: Any citizen is entitled to be heard concerning any matter under the section entitled Communications from Citizens, subject to the three-minute limitation. Underground Utilities Task Force meetings are public business meetings and, as such, the Task Force retains the right to limit discussion on any issue. 05/03/16, UUTF Meeting 3

4 TOWN OF PALM BEACH Memo To: Palm Beach Underground Utilities Task Force (UUTF) Board Members From: Thomas G. Bradford, Town Manager CC: Jay Boodheshwar, Deputy Town Manager; H. Paul Brazil, P.E., Director of Public Works; Jane Struder, Director of Finance; Bill Francis, P.E., Town Engineer, Patricia Strayer, P.E., Senior Projects Engineer Date: 04/28/2016 Re: UUTF Agenda Items for the May 3, 2016 UUTF Meeting This memorandum and its attachments serve as the written backup material associated with the agenda for your UUTF meeting on May 3. It follows the order of the items appearing on the UUTF agenda for the meeting. The substantive items on this agenda are as follows: V. MINUTES The minutes for the March 1, 2016 UUTF meeting (Exhibit A) and the April 5, 2016 UUTF meeting (Exhibit B) are ready for your review and approval. If you find there is an error or omission, please feel free to ask for a correction at the meeting. Your requests will be noted in the minutes of this meeting and the requested changes to the minutes will be made by staff. VI. BOND COUNSEL REVIEW OF PREPAYMENT OPTIONS AND RELATED ISSUES FOR UNDERGROUND BOND DOCUMENTS Rick Miller, Esq. Locke, Lord, LLC Mr. Miller has been requested to discuss prepayment related issues with you such as structuring bond documents for prepayment options, the pros and cons of having prepayment, estimates of the number of property owners who avail themselves of prepayment and to answer any questions you may have. VII. UPDATE ON FPL REVIEW OF UNDERGROUND TRANSFORMERS AS ALTERNATIVE TO STANDARD PAD MOUNTED TRANSFORMERS N: 2016/Town Manager/ TGB/ MISC/ UUTF / Agenda Backup Meeting 4

5 John Lehr, FPL, Underground Division Mr. Lehr has been requested to provide you with an update on FPL activities in regard to the UUTF request for consideration of underground transformers. VIII. GULFSTREAM UNDERGROUND PROJECT PHASE II ISSUES AND LESSONS LEARNED Danny Brannon, P.E., Brannon & Gillespie, Project Engineer for Gulfstream At your meeting on April 5 the UUTF requested that Danny Brannon be provided an invitation to attend the next meeting of the UUTF. Mr. Brannon's firm, Brannon and Gillespie, is a subconsultant to Kimley Horn and Associates (KHA) for the town wide undergrounding project. The Town and KHA have not yet finalized an agreement. In light of that fact, I have asked Mr. Brannon to consider the appropriateness of attending the May 3 meeting of the UUTF. It may be okay for Mr. Brannon to attend so long as he addresses only those matters pertaining to the Town of Gulfstream. Recently, there was some local press relative to the problems encountered within the town of Gulfstream as they prepared to commence with Phase II of their project. I have asked Mr. Brannon to address the issues that were encountered and provide the town with lessons learned so that we might sidestepped the problems they encountered in Gulfstream. IX. TOWNWIDE UNDERGROUND PROJECT PLANNING, REPORTING AND COMMUNICATIONS PLAN Thomas G. Bradford, Town Manager At your meeting on April 5, it was the consensus of the UUTF for staff to meet with task force member Donald Gulbrandsen to come up with a monthly report template and a Gantt chart that includes all of the critical components of the proposed townwide undergrounding project. Mr. Gulbrandsen and staff met on April 18 to develop a reporting format that to address the needs of the UUTF. It was decided that we would employ the four disciplines of execution in order to translate strategy into action at all levels of the town s organization involved in the project. The four disciplines of execution are as follows: The discipline of focus The discipline of leverage The discipline of engagement The discipline of accountability How does one prioritize time so as to concentrate on what s truly important? The leader(s) must narrow their focus. Leaders must learn to say No" or "not now" to new ideas until the results on the strategy have been achieved. Focus on leading outcomes or behaviors, rather than overall results. Leaders are most often measured and compensated based on results, and over time, most of their focus is on N: 2016/Town Manager/ TGB/ MISC/ UUTF / Agenda Backup Meeting 5

6 these outcomes. Unfortunately, this focus doesn't drive the highest performance it's like driving a car while looking in the rearview mirror. The execution plan asks a leader to put a disproportionate focus on the outcomes or behaviors that will lead to the results. Instituting a cadence of shared accountability. When accountability only exists between each team member and their boss, its effect is limited, but when team members feel accountable to each other, their performance shifts from being professional to personally important. With these important disciplines and means of prioritizing time in mind and the need for Gantt chart s to track progress underground project progress, Mr. Gulbrandsen shared his Four Executive Habits for discipline and focus, which are: 1) Focus on the wildly important goals (WIGS) and the pretty important goals (PIGS) 2) Act on lead measures 3) Keep a compelling scoreboard 4) Maintain a cadence of accountability by establishing regular report timing and structure involving all fields of endeavor to accomplish the underground project within a team structure. The core documents for project management are the Gantt chart that identifies the critical path with an identifying color to include such elements as budget, schedule, completion to date and balance to finish. It was suggested that we create a Master Gantt chart to cover the life cycle of the townwide project and consider other Gantt charts with a 2 to 3-year horizon. Identifying assumptions may include risks with identifying triggers and recognition of those risks that are out of one s control. Of course, budget is important and it should include items such as finance, easements, contractor s progress and the communications program. It was tentatively determined that the town s critical path item for project completion was easement acquisition. Lead measures to gauge progress include quality items such as the FPL monthly report on outages with a target for a 30% reliability increase. This is in reference to the FPL SADI and SAIFI as reported to the Florida Public Service Commission. Safety could be measured from the number of fire-rescue department calls for downed wires, arching or electrical fires. These incidents are recorded on a regular basis by the town s fire rescue department. Aesthetics could be measured by the number of polls removed versus the total polls currently in town; lines removed; screened transformers completed etc. It was requested that the town pursue the implementation of a dashboard that provides the reader with the status of all of the above at a glance. Software to link all of the relevant reporting documents necessary to accomplish the above does exist. In order to save time, it was recommended that the town use exception reporting so that decision-makers only focus on that requiring attention. For example, a color-coded process could include green, amber and red. To the reader of a report green would mean that all is good and that there are no problems currently being encountered. An amber color would indicate to the reader that problems may be anticipated. Red would mean we have a problem and a solution must be expeditiously N: 2016/Town Manager/ TGB/ MISC/ UUTF / Agenda Backup Meeting 6

7 found. In light of the foregoing, staff has assembled the following documents for your consideration as follows: Exhibit C Memorandum from Jane Struder, Director of Finance Exhibit D Draft Gantt Chart Exhibit E Task list for Gantt Chart Exhibit F Proposed Budget Template Exhibit G - Interest Rate Forecast Sheet Exhibit H - Dashboard Samples A communications timeline will also be included once known. X. DISCUSSION ON UUTF OVERSIGHT RESPONSIBILITIES A. HOW WE MEET TOWN COUNCIL UUTF MANDATE B. ADVISOR TO ASSIST THE TASK FORCE WITH ITS RESPONSIBILITY TO PROVIDE OVERSIGHT Susan K. Gary, UUTF Member Mrs. Gary requested that these items to be added to the agenda for your consideration. Mrs. Gary will review these items. If you have any questions, staff will be happy to attempt to answer the same before or during the UUTF meeting. N: 2016/Town Manager/ TGB/ MISC/ UUTF / Agenda Backup Meeting 7

8 EXHIBIT A MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, MARCH 1, I. CALL TO ORDER AND ROLL CALL The Underground Utilities Task Force meeting was called to order on Tuesday, March 1, 2016, at 9:11 a.m., in the Town Council Chambers. On roll call, all Task Force Members were found to be present. II. PLEDGE OF ALLEGIANCE Chair Smith led the Pledge of Allegiance. III. APPROVAL OF AGENDA Motion was made by Task Force Member Gary, and seconded by Vice Chair Ross, to approve the Agenda. On roll call, the motion passed unanimously. IV. COMMUNICATIONS FROM CITIZENS None V. INTRODUCTORY REMARKS BY NEW TASK FORCE MEMBER HARRY WOLIN Task Force Member Wolin provided his introductory remarks. VI. MINUTES A. UUTF Meeting Minutes of February 2, 2016 Motion was made by Task Force Member Bottorff, and seconded by Task Force Member Gary, to approve the Underground Utility Task Force Meeting Minutes of February 2, On roll call, the motion passed unanimously. VII. UPDATE ON UNDERGROUND UTILITIES PUBLIC INFORMATION PROGRAM Rick Asnani, Cornerstone Solutions 8

9 EXHIBIT A MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, MARCH 1, Communications Consultant Asnani provided an update on the Public Information Program and spoke regarding absentee ballots and early voting. Discussion ensued regarding how long the Undergrounding will take per block, timeframes from the Everglades Island project, and the Palm Beach Country Club. It was the consensus of the Task Force to direct Communications Consultant Rick Asnani to determine if the Palm Beach Country Club will allow the Town to share information about the Country Club s undergrounding. VIII. REVIEW OF FPL RESPONSE TO TOWN UNDERGROUND QUESTIONS BY IN-HOUSE SUBJECT MATTER EXPERTS A. PATRICIA STRAYER, P.E. SENIOR PROJECTS ENGINEER (WATER RESOURCE MANAGEMENT) Town Manager Bradford provided an overview of the questions. Senior Project Engineer Strayer provided explanations of FP&L s responses. B. BILL BUCKLEW, ADMINISTRATOR) BUILDING OFFICIAL (FLOOD PLAIN On behalf of Building Official Bucklew, Deputy Town Manager Boodheshwar provided additional information regarding FP&L s responses relative to emergency management. IX. TOWN HALL UNDERGROUND UTILITIES PROJECT FORUM Thomas G. Bradford, Town Manager A. POWERPOINT PRESENTATION Town Manager Bradford provided his Underground Utilities Project Forum presentation. B. QUESTION AND ANSWER SESSION WITH TASK FORCE AND MEMBERS OF THE PUBLIC Leslie Shaw, 318 Seaspray Ave., spoke regarding property value, splitting project costs between taxes and assessments, having multiple questions on the ballot, transformer placement, and what happens if the referendum doesn t pass. Unidentified Speaker, residing south of Sloan s Curve, spoke regarding removing the South End from the project. Alicia Grace, 247 Seaspray Ave., spoke regarding location and landscaping of the UUTF Mtg. / Page 2 of 4 9

10 EXHIBIT A MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, MARCH 1, transformers. Howie Murray, 3475 S. Ocean Blvd., spoke regarding utility reliability and adding room for future conduits while the trenches are open. Susan Collins, 125 Chilean Ave., spoke regarding phone calls she has been receiving regarding the Undergrounding Project, the need to consider alternatives, and businesses having to make changes to meet their commitments to customers. Discussion ensued regarding the telephonic survey component of the Town s Public Information Program. Task Force Member Parker requested that Communications Consultant Asnani remove Ms. Collins phone number from the call list. Discussion ensued regarding the one Town slogan not being just a marketing slogan, but rather the way the Town is run, problems with building in easements, returning rear easements to property owners, and the use of horizontal directional drilling. Chris Milliken, 937 N. Lake Way, spoke regarding who will be performing the construction, project management, labor costs and cost of living adjustments, and contract costs for the various utility companies. Joanne Warshaver, 223 Seminole Ave., spoke regarding the boxes to be installed by AT&T and Comcast and in opposition to a transformer being located on her property. Stephen Weigert, 2760 S. Ocean Blvd., spoke regarding a 2013 article advising against Undergrounding and the State s survey on Undergrounding. Discussion ensued regarding other cities that have buried their utilities and their experiences, fairness, and safety. Zachary Shipley, 228 Seaspray Ave., Palm Beach Residents for Undergrounding Political Committee, spoke regarding above ground and underground utility outage and recovery time differences. Discussion ensued regarding Undergrounding also improving internet connectivity, Undergrounding data from various sources, and voter education. Marianne Beyl, 2840 S. Ocean Blvd., spoke regarding an article related to reliability and the results of the Undergrounding on Everglades Island, and stated that the South End assessments are disproportionate. Discussion ensued regarding other cost apportionment methods reviewed by the UUTF Mtg. / Page 3 of 4 10

11 EXHIBIT A MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, MARCH 1, Task Force, the assessment methodology having already been adjusted twice, the research done by the Task Force, the chosen methodology having been upheld by the Courts and having been used by other municipalities, and the value of the Project, especially after hurricanes. X. ANY OTHER MATTERS None XI. ADJOURNMENT There being no further business, the Underground Utilities Task Force Meeting of Tuesday, March 1, 2016, was adjourned at 11:39 a.m. APPROVED: Jeffery Smith Chair ATTEST: Susan A. Owens, MPA, MMC Town Clerk Date UUTF Mtg. / Page 4 of 4 11

12 EXHIBIT B MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, APRIL 5, I. CALL TO ORDER AND ROLL CALL The Underground Utilities Task Force Meeting was called to order on Tuesday, April 5, 2016, at 9:00 a.m., in the Town Council Chambers. On roll call, all members were found to be present, with the exception of Vice Chair Ross. A quorum was present. II. PLEDGE OF ALLEGIANCE Chair Smith led the Pledge of Allegiance. III. APPROVAL OF AGENDA It was the consensus of the Task Force members present to approve the Agenda. IV. COMMUNICATIONS FROM CITIZENS Marianne Beyl, 2840 S. Ocean Blvd., spoke regarding the residents of Nightingale Trail, La Puerta Way, and Everglades Avenue being allowed to vote in the referendum and requested clarification on how the assessments were calculated. V. UPDATE ON TOWNWIDE UNDERGROUND UTILITIES PROJECT POST REFERENDUM Thomas G. Bradford, Town Manager Town Manager Bradford provided a post-referendum Underground Utilities Project update and spoke regarding initial Project funding options. Discussion ensued regarding the advantages and disadvantages of prepaying the Town s estimated assessment now in order to provide initial Project funding. It was the consensus of the Task Force members present to recommend to the Town Council the prepayment of the Town s undergrounding assessment in order to provide initial Project funding and secure a general contractor. 12

13 EXHIBIT B MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, APRIL 5, VI. ESTABLISHMENT OF UUTF EXPECTATIONS FOR ITS CITIZEN S OVERSIGHT ROLE Thomas G. Bradford, Town Manager Town Manager Bradford spoke regarding the new citizens oversight role of the Task Force Members and asked each member to provide their input regarding any reports or documents that they will need from Staff for future meetings in order to monitor the Project and provide recommendations to the Town Council. Task Force Member Bottorff requested sufficient information to ensure that the Project moves along timely and on budget, development of metrics for handling disruptions to the Project (both aggregate and individual), a risk assessment, an explanation of the bid process and how it relates to the overall Project costs, and hard cost estimates from Florida Power and Light (FP&L) for cost comparison. Town Manager Bradford spoke regarding the bid process, how bid openings allow the Town to determine Project timeline and cost, and the ways in which the Town will work with FP&L during the Project. Task Force Member Gary suggested the formation of a sub-committee for the purpose of attending meetings with the consultants and Town Staff. Discussion ensued regarding the need for such a sub-committee. It was the consensus of the Task Force members present that such a sub-committee is not necessary at this time. Task Force Member Gulbrandsen proposed the creation of a monthly report to provide to the Task Force that includes all of the major areas of focus, such as: timelines, budget, risk assessment, communication, etc. It was the consensus of the Task Force members present to authorize Task Force Member Gulbrandsen to work with Town Manager Bradford and Staff to come up with a monthly report template and a gantt chart that includes all of the critical components of the Project. Task Force Member Dowell suggested that the Town utilize Danny Brannon s experience and expertise with Undergrounding projects. Task Force Member Gary expressed her concerns regarding cost escalation and requested further explanation regarding the selection of Kimley Horn & Associates as the general contractor for the Project. Discussion ensued regarding the selection of Kimley Horn & Associates for the Project and their experience with public utilities projects UUTF Mtg. / Page 2 of 6 13

14 EXHIBIT B MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, APRIL 5, Task Force Member Gary requested that a representative from Kimley Horn & Associates speak to the Task Force directly about their response to the Town s Request for Qualifications. Kevin Schanen, Kimley Horn & Associates, provided an overview of the company s experience with the design and construction of undergrounding projects throughout the country. Task Force Member Bottorff requested that interest rate information be included in the proposed monthly report template being prepared by Task Force Member Gulbrandsen and Staff. Finance Director Struder confirmed that the Town receives weekly updates on general bond interest rates from its Underwriters, and that Staff can include that information in the proposed monthly report template. Task Force Member Dowell requested that any updates on the Project be published on the Town s website as soon as they re available. Deputy Town Manager Boodheshwar spoke regarding Staff s plans to redesign the Undergrounding website into a pre-construction information page as soon as the Town Council approves the contract with Kimley Horn & Associates. Town Manager Bradford estimated that the redesigned information page will be available in mid-may, Task Force Member Parker spoke regarding the need to monitor the bond market and interest rates, recommended that the Town borrow the money if they are worried about rising interest rates, and stated that some cable providers are funding the installation of fiber optic cables for Undergrounding projects. Task Force Member Gary requested a detailed communication plan that addresses traffic maintenance and other construction projects in the Town that could possibly halt the Undergrounding project. She further requested that the plan be addressed with Kimley- Horn & Associates. It was the consensus of the Task Force members present to include a communication plan in the proposed monthly report template being prepared by Task Force Member Gulbrandsen and Staff. Discussion ensued regarding Project timing and FP&L s portion of the Project. John Lehr, FP&L, spoke regarding the information needed from Kimley Horn & Associates and how FP&L will proceed with their projects based on that information. Discussion ensued regarding Project timing and the Undergrounding website UUTF Mtg. / Page 3 of 6 14

15 EXHIBIT B MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, APRIL 5, Town Manager Bradford stated that he will provide the Task Force members with the most up to date budget for the Project after the meeting. Task Force Member Gary requested a motion to direct Task Force Member Gulbrandsen and Staff to include a document covering the major issues discussed today into the proposed monthly report template. Town Attorney Randolph spoke regarding the Sunshine Law and recommended that Task Force Member Gulbrandsen work with Town Manager Bradford individually as opposed to any motion being made at this time. Chair Smith requested more information about Kimley Horn & Associates Master Plan and how it impacts the Project budget. Kevin Schanen, Kimley Horn & Associates, provided an overview of the company s approach to the Master Plan and their strategies for dealing with traffic management so that construction can begin May 1, Discussion ensued regarding the Master Plan and the impact other construction projects in Town will have on the timing and costs of the Undergrounding Project. VII. DISCUSSION ON SCHEDULE FOR FUTURE MEETINGS Thomas G. Bradford, Town Manager Discussion ensued regarding whether or not the Task Force needs to meet next month. It was the consensus of the Task Force members present to meet on May 3, 2016, and to continue following their regular meeting schedule. VIII. ANY OTHER MATTERS Chair Smith spoke regarding the need to get a sense of how many people will prepay their assessments and how those numbers will affect the Town s interest rates. Discussion ensued regarding prepayments from the Everglades Island Undergrounding Project and how they applied to the Townwide Undergrounding Project. Town Manager Bradford stated that he will request additional prepayment information from the Town s Bond Counsel and Underwriters and report back to the Task Force at a future meeting. Discussion ensued regarding the utilization of the Town website and the Palm Beach Daily News to notify owners about the benefits of prepaying their assessments, having to wait until the Project is designed before such notifications, and getting a general idea of how many owners plan on prepaying UUTF Mtg. / Page 4 of 6 15

16 EXHIBIT B MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, APRIL 5, Town Manager Bradford replied that the Town will prepare some attention-getting mailers and s in order to obtain the level of interest in the prepayment option. Discussion ensued regarding seeking approval from FP&L to bury the transformer boxes. John Lehr, FP&L, spoke regarding the issues FP&L has encountered with burying and maintaining buried transformers. Task Force Member Gary requested that Mr. Lehr report back at the May 3, 2016, Underground Utilities Task Force meeting with additional information regarding switching to underground transformers. Task Force Member Parker spoke regarding correspondence from the Palm Beachers for Common Sense Political Committee. Harris Fried, 212 Oleander Ave., spoke regarding the referendum process, the Task Force members, the need for transparency, and whether the Town should consider hiring a professional oversight group for the Project instead of a volunteer oversight committee. Task Force Member Gary spoke regarding the need for a third-party consultant with the appropriate technical experience in engineering and construction to advise the Task Force during its meetings. Discussion ensued regarding the need for communication and transparency, the Task Force s liability as an advisory committee its need for indemnification, and the need for an additional consultant to provide technical expertise to the Task Force. Task Force Member Dowell requested that Danny Brannon be invited to attend the May 3, 2016, Underground Utilities Task Force meeting. Lynn George, Mockingbird Trl., spoke regarding funding of the decorative street lights and other Project expenses. Discussion ensued regarding plans for decorative street lights in the North End of Town, whether decorative street lights would have been installed if the Undergrounding referendum did not pass, funding for the decorative lights, and budgeting for road paving costs UUTF Mtg. / Page 5 of 6 16

17 EXHIBIT B MINUTES OF THE UNDERGROUND UTILITIES TASK FORCE MEETING HELD ON TUESDAY, APRIL 5, IX. ADJOURNMENT There being no further business, the Underground Utilities Task Force meeting of Tuesday, April 5, 2016, was adjourned at 11:09 a.m. APPROVED: Jeffery Smith Chair ATTEST: Susan A. Owens, MPA, MMC Town Clerk Date UUTF Mtg. / Page 6 of 6 17

18 EXHIBIT C TOWN OF PALM BEACH Information for Underground Utility Task Force Meeting on: May 3, 2016 To: Via: Underground Utility Task Force Committee Thomas G. Bradford, Town Manager From: Jane Struder, Finance Director Re: Information Regarding Monthly Reporting to the UUTF Date: April 29, 2016 GENERAL INFORMATION At the April 5, 2016 UUTF meeting, staff was instructed to meet with Mr. Gulbrandsen to discuss options for performance reporting to assist the UUTF in monitoring the project going forward. At the meeting with Mr. Gulbrandsen, it was decided the produce information on a monthly basis for the UUTF that identifies the critical path, provides lead measures, contains a scoreboard, and provides for accountability. It was decided that the items necessary to include in the monthly report would be as follows: 1) Project timeline GANTT chart identifying the critical path for the project. 2) Budget It will be very important to ensure staff and the UUTF carefully watch the budget to ensure the project stays within the $90 million approved amount. 3) Bond Rates Monitor bond rate forecast to ensure we go to market with the GO Bonds at an opportune time. 4) Financing Timeline Staff must stay on task to ensure all deadlines are met and assessments are implemented and bonds issued on a timely basis. 5) Performance Reporting Develop a dashboard as part of the monthly report that will identify where potential areas of concern are and where we are meeting expectations. 6) Transparency Allow real time access to financial information on the Undergrounding Project website. Project GANT Chart Kimley Horn has prepared the attached draft GANTT chart for the UUTF to review. The chart contains the engineering and construction timeline for the next two years. It is expected that this chart will contain all of the important dates, including financing, easement acquisition, and communications timelines so that the UUTF can monitor to make sure we are meeting the deadlines and making progress. 18

19 EXHIBIT C Budget In the coming months, staff will develop a budget format that breaks out in detail the engineering, project, legal, milling and resurfacing costs. Using the original budget as a guide, we will attempt to create greater line item detail so we can carefully track expenses to ensure we are not exceeding budget estimates. We have attached a summarized template for your information. Bond Rates We are able to obtain as often as weekly, the attached US Rate forecast sheet from Citi. We will provide this information to the UUTF on a monthly basis. The 30 year Treasury rate is the best benchmark to watch. Typically they are nearly the same as 30 year AAA municipal GO tax exempt bond rates. The sheet includes the current rate as well as Citi s forecast and the economic consensus for the next six quarters. Financing Timeline The assumptions used for the financing timeline shown below are: The Bond Proceeds are to be received by April 1, 2017 and assessments will be levied in November Task Approximate Date Monitor bond rates Monthly Engineering plan and cost estimate for first 5 phases November 2016 Work with financial advisors on Bond issue based on estimated construction costs developed by engineer December 2016 Make presentations to UUTF and Town Council regarding bond financing for first issue January 2017 Develop POS for bond issue February 2017 Meet with rating agencies March 2017 Bond closing April 2017 Public hearing to set initial assessment rates July 2017 Public hearing to set final assessment rates September 2017 Tax bills issued with assessment November 2017 Performance Reporting The GANTT chart, along with the budget and accounting information will be compiled in one report. It is intended to have a one page executive summary that will contain a performance dashboard. This summary will have a scoreboard indicating whether we are achieving our goals or there is cause for concern. Transparency It is our intention to provide the monthly report to the UUTF and also add the report to the website on a monthly basis so that citizens can also follow the progress. There is software available that would allow citizens to access the budget and accounting data in real time and be able to see where the money is being spent and project budget information. There are a few companies that offer this software that integrates with the Town s accounting system. The costs range from $10,000 to $20,000. This software could be used for all town funds, or it could be limited to the capital and/or underground utility project fund. 19

20 EXHIBIT C We are happy to add any additional information you feel would be helpful to the UUTF in order to closely monitor the project over time. 20

21 ID Task Name Duration Start Finish Predecessors 1 TOWNWIDE UNDERGROUNDING PROJECT 2 POLICY ADMINISTRATION AND OVERSIGHT 907 days? Tue 5/12/15 Wed 10/31/ days Tue 5/12/15 Wed 10/31/18 3 Creation of UUTF 1 day Tue 5/12/15 Tue 5/12/15 UUTF EXHIBIT D 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3 M J S N J M M J S N J M M J S N J M M J S N J M M J S N J M M POLICY ADMINISTRATION AND OVERSIGHT 4 Number of Simultaneous Job Sites (Subject to Eng. & GC input) 114 days? Thu 6/25/15 Tue 12/1/15 5 Initial Recommendations to MTC 48 days Fri 6/26/15 Tue 9/1/15 6 Recommended UG Finance Plan 49 days Thu 6/25/15 Tue 9/1/15 Including Startup $ 7 Action on UUTF Initial 1 day Thu 9/10/15 Thu 9/10/15 5 Recommendations 8 Recommendation for Handling of Recalcitrant Property Owners Not Providing Easement 25 days Wed 9/2/15 Tue 10/6/15 UUTF UUTF UUTF MTC UUTF 9 Recommended Project construction Sequence Plan (Subject to Eng. & GC input) 10 Consideration of Recommendations for Modifications to the UG Assessment Methodology 11 Approval of Modifications to the UG Assessment Methodology 21 days? Tue 11/3/15 Tue 12/1/15 21 days? Tue 11/3/15 Tue 12/1/15 1 day? Tue 12/8/15 Tue 12/8/15 10 UUTF UUTF MTC 12 Consideration of 3rd Party Negotiator of Contracts for Design Consultant and GC Reporting to UUTF & MTC via Town Manager 1 day? Tue 12/1/15 Tue 12/1/15 UUTF 13 Approval of Third Party Negotiator for Design Consultant and Construction Firm 1 day? Tue 12/8/15 Tue 12/8/15 12 MTC 14 Referendum for Bonds for UG Town wide Project 15 DESIGN ENGINEER SELECTION PROCESS 16 Creation of Selection Committee for Design Engineering Firm 1 day Tue 3/15/16 Tue 3/15/ days? Thu 9/10/15 Tue 5/17/16 1 day Thu 9/10/15 Thu 9/10/15 MTC DESIGN ENGINEER SELECTION PROCESS Townwide Underground Project Date: Tue 4/26/16 Task Split Milestone Summary Project Summary Inactive Task Inactive Milestone Inactive Summary Manual Task Duration-only Manual Summary Rollup Manual Summary Start-only Finish-only External Tasks External Milestone Deadline Critical Critical Split Progress Manual Progress Page 1 21

22 ID Task Name Duration Start Finish Predecessors 17 Prep of RFQ Documents for Selection of Design Engineering Firm 18 Ad for Solicitation of Design Engineer 19 RFQ No Response Opening for Design Engineering 21 days Mon 10/5/15 Mon 11/2/15 30 days? Mon 11/9/15 Fri 12/18/15 1 day Fri 12/18/15 Fri 12/18/ rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3 M J S N J M M J S N J M M J S N J M M J S N J M M J S N J M M S S S EXHIBIT D 20 Selection Committee Review of 11 days Mon 12/21/15 Mon 1/4/16 19 RFQ No Responses 21 Selection Committee Review and Rank Top Engineering Firms & Set Interview Date 1 day? Mon 1/4/16 Mon 1/4/ Selection Committee Interview of up to Top Firms for RFQ No and Ranking 25 days Mon 1/4/16 Fri 2/5/16 21 S S S 23 UUTF Review and Recommendation of Selection Committee Ranking of Top Design Firms 1 day? Tue 3/1/16 Tue 3/1/ Review of Selection Committee & UUTF Recommended Top Design Firms & Award of Job to Top Design Firm 1 day? Tue 3/8/16 Tue 3/8/16 23 UUTF MTC 25 Negotiation of Design Contract with Top Ranked Design Firm 26 UUTF Review and Recommendation of Negotiated Design Contract with Top Design Firm 27 UUTF Monthly Meeting w/ Introduction to Top Design Firm 38 days? Wed 3/9/16 Fri 4/29/ day Tue 5/3/16 Tue 5/3/ day Tue 5/3/16 Tue 5/3/16 TPC UUTF UUTF 28 Approval of Negotiated Contract with Top Design Firm 1 day? Tue 5/10/16 Tue 5/10/ Execution of Design Contract 1 day? Tue 5/17/16 Tue 5/17/16 28 MTC S 30 CONTRACTOR SELECTION PROCESS 96 days? Tue 5/3/16 Tue 9/13/16 CONTRACTOR SELECTION PROCESS 31 Creation of Selection Committee for GC 6 days? Tue 5/3/16 Tue 5/10/16 MTC,UUTF Townwide Underground Project Date: Tue 4/26/16 Task Split Milestone Summary Project Summary Inactive Task Inactive Milestone Inactive Summary Manual Task Duration-only Manual Summary Rollup Manual Summary Start-only Finish-only External Tasks External Milestone Deadline Critical Critical Split Progress Manual Progress Page 2 22

23 ID Task Name Duration Start Finish Predecessors 32 Preparation of Solicitation Docs for GC 33 Ad Soliciting for GC Contract 30 days 34 Opening of Responses to Solicitation for GC 35 Selection Committee Meeting to Review and Rank GC Responses and Set Interviews with Top GC Responders 36 Selection Committee Meeting to Interview Top Ranked GC s for Recommendation to MTC 37 Review and Recommendation of Selection Committee Ranking of Top GC s 15 days? Tue 5/10/16 Sun 5/29/16 22 days? Sun 5/29/16 Mon 6/27/ day? Tue 6/28/16 Tue 6/28/ day? Fri 7/8/16 Fri 7/8/ day? Fri 7/15/16 Fri 7/15/ day Tue 8/2/16 Tue 8/2/ Award Construction to GC 1 day? Tue 8/9/16 Tue 8/9/ rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3 M J S N J M M J S N J M M J S N J M M J S N J M M J S N J M M S S S S S UUTF MTC EXHIBIT D 39 Negotiation of Pre-Construction Contract with Top Ranked GC (if needed) 40 UUTF Monthly Meeting w/ Introduction to Top Ranked GC 18 days Wed 8/10/16 Fri 9/2/ day? Tue 9/6/16 Tue 9/6/16 39 TPC UUTF 41 Award Pre-Construction Contract to Top Ranked GC 42 PROGRAM IMPLEMENTATION (PHASE I) 43 Commencement of Design Engineering (Program, Master Planning, Conceptual Design and Evaluation) 44 Engineer preparation of Phase I design drawings 45 Formal Request for Binding Cost Estimates for Initial Project Area(s) 46 Execute Installation/ ROW Agreements w/ Utilities 1 day? Tue 9/13/16 Tue 9/13/ days? Wed 5/18/16 Wed 10/31/ days Wed 5/18/16 Tue 11/8/ days Wed 5/18/16 Fri 1/13/ days? Mon 7/18/16 Fri 1/27/17 31 days Tue 2/28/17 Tue 4/11/ Easement Procurement 192 days? Mon 7/18/16 Tue 4/11/17 MTC DT DT DT S DT PROGRAM IMPLEMENTATION (PHASE I) 48 Sub-Contractor Prequalification Process 88 days? Wed 9/14/16 Fri 1/13/17 GC Townwide Underground Project Date: Tue 4/26/16 Task Split Milestone Summary Project Summary Inactive Task Inactive Milestone Inactive Summary Manual Task Duration-only Manual Summary Rollup Manual Summary Start-only Finish-only External Tasks External Milestone Deadline Critical Critical Split Progress Manual Progress Page 3 23

24 ID Task Name Duration Start Finish Predecessors 49 GC Pre-Construction Services (Bid Package Prep) 15 days Mon 1/16/17 Fri 2/3/ Phase I Bid Advertisement 21 days Mon 2/6/17 Mon 3/6/ rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3rd Quarter 1st Quarter 3 M J S N J M M J S N J M M J S N J M M J S N J M M J S N J M M GC GC EXHIBIT D 51 GMP Assembly 9 days Tue 3/7/17 Fri 3/17/17 50 GC 52 GMP Negotiation 10 days Mon 3/20/17 Fri 3/31/17 51 S 53 UUTF Review & Recommendation of GC Phase I Contract 1 day? Tue 4/4/17 Tue 4/4/17 54 Bid Award of GC Phase I Contract 1 day? Tue 4/11/17 Tue 4/11/17 52,46,47 55 GC Phase I Contract Execution & Notice to Proceed 1 day? Fri 4/14/17 Fri 4/14/ Contractor Mobilization 11 days Mon 4/17/17 Mon 5/1/17 55 UUTF MTC S GC 57 Phase I Construction - Heavy UG Conduit Installation 58 Utilities Wire Pulling and Equipment Installation Activities/Inspection and Acceptance of Phase I Construction Work 131 days? Mon 5/1/17 Mon 10/30/ days? Tue 8/1/17 Fri 12/29/17 59 Service Cut-Overs - Phase I 43 days? Wed 1/31/18 Fri 3/30/18 58,57 GC,S GC,S GC 60 GC Punch List Work of Town and Utilities Inspection - Phase I 20 days Mon 3/5/18 Fri 3/30/18 GC 61 Phase I Construction Completion (Underground) 62 Pole and Overhead Line Removal/Final Restoration - Phase I 1 day Fri 3/30/18 Fri 3/30/ days Mon 4/2/18 Wed 10/31/18 59 GC,S GC Townwide Underground Project Date: Tue 4/26/16 Task Split Milestone Summary Project Summary Inactive Task Inactive Milestone Inactive Summary Manual Task Duration-only Manual Summary Rollup Manual Summary Start-only Finish-only External Tasks External Milestone Deadline Critical Critical Split Progress Manual Progress Page 4 24

25 EXHIBIT E Task Original Project Budget Project Engineering Survey Costs Task Data Collection & GIS Base Mapping Task Conceptual Design and Master Plan Task Project Sequencing and Phasing Task Assessment of Traffic Impacts Task Project Delivery Methods Task Master Plan Document Task 1.7 Meetings Master Planning Phase Subtotal Master Planning Task Detailed Design North End Project (Onondaga to East Inlet) Task Detailed Design South End (Sloan's Curve to Touthern Boundary) Task Permitting Assistance Task Bid Phase Assistance Task Meetings - Design Phase Subtotal Design Phase Task Public Outreach Legal Sketch and Description - Easements Total CM@Risk Project Management Utility Conversion Costs (FPL) Utility Conversion Costs (AT&T and Comcast) Conversion of FPL Service Connections Landscape/Hardscape Restoration Costs Asphalt Milling and Resurfacing Costs Legal Costs Sub-Total Project Budget 20% Total Project Budget 5,400,000 1,232,000 3,415,000 27,052,831 8,900,000 10,075,000 1,500,000 12,840, ,500 6,180,758 1,236,152 7,416,910 Referendum Authorization 90,000,000 25

26 EXHIBIT F Town of Palm Beach Underground Utility Project Budget and Actual Expenditures Proposed Budget Template Original Project Task Budget Project Engineering 5,400,000 Survey Costs 1,232,000 CM@Risk Project Management 3,415,000 Utility Conversion Costs (FPL) 35,000,000 FPL GAF 25% (7,947,169) Utility Conversion Costs (AT&T and Comcast) 8,900,000 Conversion of FPL Service Connections 10,075,000 Landscape/Hardscape Restoration Costs 1,500,000 Asphalt Milling and Resurfacing Costs 12,840,000 Legal Costs 4,285,000 Sub Total Project Budget 74,699,831 20% 14,929,966 Total Project Budget 89,629,797 Budget Completed from Previous Application Completed this Period Costs Incurred To Date Remaining Budget Referendum Authorization 90,000,000 26

27 U.S. Rate Forecasts 10-Year Treasury Yield Forecast Both Citi and the Street forecast a rising rate environment in 2016 Yield (%) 2.8% 2.5% 2.3% 2.0% 1.8% Current: 1.89% 1.5% Sep-14 Mar-15 Sep-15 Mar-16 Sep-16 Mar-17 Sep Year UST UST Citi Forecast UST Street Consensus Street: 2.62% Citi: 2.20% Rate Forecasts EXHIBIT G 5-Year Treasury Current 2Q16 3Q16 4Q16 1Q17 2Q17 3Q17 Citi s Forecast 1.37% 1.40% 1.50% 1.60% 1.70% 1.75% 1.85% 10-Year Treasury Current 2Q16 3Q16 4Q16 1Q17 2Q17 3Q17 Citi s Forecast 1.80% 1.90% 2.00% 2.10% 2.15% 2.20% 1.89% Economists Consensus 1.98% 2.10% 2.28% 2.42% 2.50% 2.62% 30-Year Treasury Current 2Q16 3Q16 4Q16 1Q17 2Q17 3Q17 Citi s Forecast 2.50% 2.60% 2.65% 2.70% 2.75% 2.80% 2.70% Economists Consensus 2.80% 2.90% 3.00% 3.05% 3.14% 3.20% Fed Funds (upper limit) Current 2Q16 3Q16 4Q16 1Q17 2Q17 3Q17 Citi s Forecast 0.25% 0.75% 0.75% 1.00% 1.00% 1.25% 1.25% Economists Consensus 0.50% 0.75% 0.75% 1.00% 1.00% 1.25% 1.50% The US Treasury Yield Curve Flattened in Early 2016 The Fed hike has pushed up near-term rates while low inflation has kept longterm rates grounded Expectations of Next Fed Increase in Rates Fed Funds Futures predict a 23% implied probability that another rate increase will occur during the June 2016 FOMC Meeting % Yield (%) Y 3Y 10Y 20Y 30Y 75% 50% 25% 0% 64% 66% 47% 52% 35% 23% 0% Apr-16 Jun-16 Jul-16 Sep-16 Nov-16 Dec-16 Feb-17 1/1/2014 1/1/2015 1/1/2016 current Probability of Next Increase Source: Current rates & expectation of Fed hike as of April 22, 2016; Citi forecasts as of March 23, 2016; Bloomberg forecasts as of April 7,

28 EXHIBIT H 28

29 EXHIBIT H 29

30 EXHIBIT H 30