Minutes 11/09/2011Productivity Committee's Subcommittee
Public Utilities Capital Projects Review
November 9, 2011
Productivity Subcommittee Members
Vlad Ryziw
Jim Gibson
Gina Downs (Absent)
Janet Vasey
Doug Fee
County Public Utilities Division Staff
Derek Johnssen, Manager, Clerk of Court's Finance Department
Tom Wides, Director, Operations Support
Tom Chmelik, Director, Planning & Project Management
Dan Rodriguez, Director, Solid Waste Management
Kris Van Lengen, Manager, Environmental Compliance, Solid Waste Department
Laura Zautcke, Senior Management and Budget Analyst, Operations Support Department
Sheree Mediavilla, Administrative Assistant, Operations Support Department
1. Janet Vasey called the meeting to order at 1:30 p.m.
The Productivity Committee spent four months and six subcommittee meetings
evaluating the FY12 Capital Equipment program of the Public Utilities Division (PUD).
Janet Vasey stated we are here today to go over the draft report to the BCC highlighting
our findings and will present this to the full Productivity Committee next Wednesday,
November 16, 2011. In addition, the Committee reviewed the overall financial condition
of the organization, including user fee revenue, the impact fee revenue shortfall, and
reserve funding levels for both prudent management and maintenance of our AA+ bond
rating.
Discussion of Subcommittee Members
Doug Fee:
His concern in the report is the words "warranted, justified, and reasonable" in the
summary conclusions section on page two of the report. He stated the information
provided was very good, but he could not state it is warranted, justified, and reasonable.
He only looked at the numbers. It would take an engineer to review these projects and
this is beyond his scope. It is his request that the words not be used.
Jim Gibson:
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The Board of County Commissioners (BCC) did not charge us with an engineering
review.
Vlad Ryziw: As an engineer, I looked at the whole program and how the funding
decisions were made. The BCC directed us to take a look at the capital expenditures
and this is what we have been doing. On page one; I would suggest we change the title
"Capital Project Review" to "Expenditure Project Review. We have been provided a
wealth of information and also had field visits. Mr. Ryziw did not find any projects that
should not be funded, but has concerns with the (Solid Waste) Hammerhead $4 million
dollar expenditures. This expense should be shared with multi- agencies that benefit
from the turnaround and reinforcement of driveways in the estates.
Janet Vasev:
The BCC wants to know if our review produced the opinion that the program is valid.
Doug Fee:
The program is well organized, well presented, and reasonable. I have concerns that
on page five in the Wastewater section it clearly states well justified. Also, on page 10,
a loan of $12.5 million from the State Revolving Fund was put into the water impact fee
account in FY09 and FY10. If we say warranted, justified, and reasonable, then are we
stating that it was managed right when we have loans from growth creating this debt
level?
Jim Gibson: Impact Fees are not a primary pledge in the bond covenants. We have not
defaulted from any SRF loan and user fees repaid them. This decision is good
management that you are not defaulting on outstanding debt.
Tom Wides:
We used user fees to fund the impact fee debt service of $5.5 million in FY10 and $5.5
million in FY11. No use of user fees is projected for FY12. As growth diminished, we
never went out for previously planned second, nor third external funding.
Derek Johnssen:
What is happening is the user fees have to fill in the for the diminished impact fees to
pay the debt.
Tom Wides:
The county deferred $38 million dollars in projects. We have external engineers that
looked at FY10 and FY11 and attested to the deferment of these projects places us in a
higher risk bracket for failure.
Jim Gibson:
Refer to the spreadsheet that shows in detail year by year the shortfall of impact fees
and the program coming upside down and the sub - committee was tasked to look at.
find the FY12 capital expenditures to be reasonable and appropriate on our review.
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Janet Vasey asked if there were any changes to the following pages of the report:
Page 2 — No change.
Page 3 — No change.
Page 4 — No change.
Page 5
Vlad Rvziw:
Refers to Level Two of the Regulatory Compliance Risk Management Matrix. Do we
have to manage all the projects at one level?
Tom Chmelik: No, this shows the criticality of an asset management system. We are
trying to do our best at that without a formal system.
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Vlad Ryziw: He would like the Productivity Committee to recommend to the BCC that
the funding for the $4 million hammerhead program be shared multi- agency. Janet
Vasey will include this recommendation in the report.
Dan Rodriquez:
Explained the Mandatory Commercial Recycling Ordinance adopted in 2005 and the
success rate of the program. The City of Marco Island and the City of Naples have also
adopted this program. This has had a positive impact in the reduction of waste to the
Landfill. The success of the recycling program was also discussed at length.
Landfill closure issues:
Jim Gibson: The review of this fund indicates that funding may not be sufficient to cover
post closure liabilities, compliance, and long -term monitoring.
Janet Vasey:
The four actions stated on page nine will be included in our report:
• Verify the county liability for all inactive /closed landfill sites;
• Decide the funding level required in the landfill closure account;
• Determine whether to collect funds to continue to reclaim closed cells;
• Consider whether the policy to loan funds from the account should be continued.
Dan Rodriquez:
Discussed the FEMA leachate collection system grant and this is a first time grant for
the landfill. Dan also stated we are looking for grants to reclaim Eustis and Immokalee.
Vlad Ryziw would like to see this mentioned in the report.
Janet Vasey will have all revisions to the Subcommittee members by Friday, November
11, 2011.
The meeting was adjourned at 4:09 p.m.
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