HomeMy WebLinkAboutAgenda Packet 06-27-2000 WorkshopCALL TO ORDER:
ROLL CALL:
DISCUSSION:
City of Cape Canaveral
NCIL WORKSHOP MEETING
CITY HALL ANNEX
Avenue, Cape Canaveral, Florida
TUESDAY
June 27, 2000
5:00 P.M.
AGENDA
Sewer Rate Study with Burton & Associates
2. City Hall and Annex Building Study
ADJOURNMENT:
Pursuant to Section 286.1015, Florida Statutes, the City hereby advises the public
that: If a person decides to appeal any decision made by the City Council with
respect to any matter considered at this meeting, that person will need a record of
the proceedings, and for such purpose that person may need to ensure that a
verbatim record of the proceedings is made, which record includes the testimony
and evidence upon which the appeal is to be based. This notice does not constitute
consent by the City for the introduction or admission into evidence of otherwise
inadmissible or irrelevant evidence, nor does it authorize challenges or appeals not
otherwise allowed by law. Persons with disabilities needing assistance to participate
in any of these proceedings should contact the City Clerk's office (868-1221) 48
hours in advance of the meeting.
❑ FILENAME \• Low,alkA� :\'�.WSt Off%q. o �i-�2oo3 F -Aiy�d '�ifat, FL 32920-0326
a elephone (321) 8687200 • FAX (321) 799-3170 * fcn.stateAus/cape/
e-mail: cape@iu.net
Meeting Type: Workshop
Meeting Date: 06-27-00
AGENDA REPORT
AGENDA
City Council participate with our consultant in an interactive rate analysis forum and finalize the Sewer (Five
Heading
Discussion
See attached memo.
Item
1
No.
Department FINANCE
CITY COUNCIL OF THE CITY OF CAPE CANAVERAL
SUBJECT: SEWER RATE STUDY
DEPT./DIVISION: FINANCE
Requested Action:
City Council participate with our consultant in an interactive rate analysis forum and finalize the Sewer (Five
Year Rate Plan.
Summary Explanation & Background:
See attached memo.
Exhibits Attached:
Burton & Associates' memo of 6-21-00
City M er' ffice
Department FINANCE
I
:/admin/ meeting/2 /` � er.doc
Burton& 721 GLEN EAGLE DRIVE MEMORANDU M
WINTER SPRINGS, FLORIDA 32708
Associates(4 0 7 ) 977-8881 REPORT -
FAX (407) 977-6455 SEWER SYST
RLL. BURTON. ORL@PRODIGY.NET
tIN
RATES
DATE: 6/21/00
TO: MR. BENNETT BOUCHER
CITY MANAGER
CITY OF CAPE CANAVERAL
CC: MICHAEL E. BURTON, PRESIDENT, BURTON & ASSOCIATES
FROM: ROBERT LOCKRIDGE, VICE PRESIDENT, BURTON & ASSOCIATES
RE: SEWER SYSTEM REVENUE SUFFICIENCY ANALYSIS AND FINANCIAL MANAGEMENT
PLAN - SUMMARY OF I? ESULTS FOR COUNCIL WORKSHOP ON JUNE 27, 2000
Background
Burton & Associates has been retained by the City to prepare analyses of certain financial
matters related to the City of Cape Canaveral Sewer Utility System (the System). The scope
of our work includes a revenue sufficiency analysis and five-year financial forecast to
determine revenue requirements for the period FY 2000 — FY 2005 (the forecast period). In
particular, the analysis determines whether increases in rate revenue will be required to offset
revenue lost from Port Canaveral customers after May 1, 2000, when the City ceased
providing sewer service to the Port.
The primary purpose of the memorandum report is to summarize the results of our revenue
sufficiency analysis in anticipation of a workshop with the City Council on June 27. During
the workshop, we will present a slide show including a brief "Rates 101" review of the rate -
setting process for government-owned utilities, as well as a presentation of the results of our
analysis. We will also be able to work with our Funding Analysis and Management System
(FAMS) interactively to respond to "what if..." questions from the Council, staff, and
citizens. After that workshop, a detailed technical report will be prepared and submitted to
the City in order to provide thorough documentation of the final financial management plan.
In addition, at the City Manager's request, at the workshop we will present a conceptual
discussion evaluating certain changes in rate structure that the Council may wish to consider.
While changes in rate structure were not part of the contracted scope of the current study, we
were able to prepare a preliminary analysis within the total contracted fee. During the
1
6/21/00 SEWER SYSTEM REVENUE SUFFICIENCY ANALYSIS
workshop, we will set forth the alternatives available to the Council and the probable results
of implementation in terms of the impact of monthly bills for your customers. This will
provide a sound basis for the Council to determine whether additional exploration of the area
is desirable.
More detailed information will be presented through a slide presentation during the
workshop. The information provided here summarizes the most material points of the
analysis.
Revenue Sufficiency Analysis
EXHIBIT 1 provides a graphical "snapshot" of the results of the revenue sufficiency
analysis.
EXHIBIT 2 provides a comprehensive pro forma schedule of the financial results of
operations during the forecast period (FY 2000 — FY 2005).
EXHIBIT 3 shows the anticipated capital improvements program during the forecast period
and provides a summary of the expected funding sources in each year. The "Expansion
Percent" column shows the proportion of each project that is eligible for impact fee funding.
EXHIBIT 4 shows the significant forecast assumptions used in the analysis.
The most important points are:
1. Under a conservative set of assumptions, no increases in rates are required until FY 2005,
when a small increase of about 1.4% is necessary to meet the System's financial
objectives. This analysis takes into account the loss of revenue from Port Canaveral after
May 1, 2000.
2. During this period, cash available from System operating revenues and impact fees
(including balances on hand at the beginning of the period) is used to the extent possible
to fund capital projects before resorting to debt financing. At the end of the period, after
exhausting impact fees and drawing unrestricted cash balances down to an amount equal
to six months' operations and maintenance expense, debt financing is required for about
$150,000 in capital projects.
3. The need for debt financing, if it indeed materializes in FY 2005, can be eliminated by
drawing down the discretionary working capital reserve of $762,000 to about $600,000.
This would still provide working capital equal to more than three month's operations and
maintenance expense, which is an acceptable level to meet cash demand.
2
6/21/00 SEWER SYSTEM REVENUE SUFFICIENCY ANALYSIS
4. The forecast assumptions used in the analysis are intended to be conservative:
■ Customer growth is expected to increase rate revenue by 2% per year.
■ Operating expenses are expected to growth by 3.5% per year.
■ Impact fee receipts in each year are assumed to drop to 75% of the prior year's
receipts.
■ Interest on cash balances is calculated using 5.3% for the first two years of the
forecast, reduced to 4.3% thereafter.
■ Working capital reserves are maintained equal to 6 months' operations and
maintenance expense.
Conclusion
Under a reasonable set of assumptions, no significant increases in rates will be required
during the period FY 2000 — FY 2005 in order to meet the operating and capital requirements
of the System.
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04 N N N N N N N N N M M r
Meeting Type: Workshop
Meeting Date: 06-27-00
AGENDA
Heading
Discussion
Item
2
No.
City Manager's memo of 06-08-00/ SSA's letter of 06-01-00/ Council Member Treverton's memo of 06-0-00
AGENDA REPORT
CITY COUNCIL OF THE CITY OF CAPE CANAVERAL
SUBJECT: CITY HALL AND ANNEX BUILDING STUDY
DEPT./DIVISION: LEGISLATIVE
Requested Action:
City Council review and comment on the preliminary study prepared by Mike Kelly of SSA.
Summary Explanation & Background:
Would like to start the process of addressing our future working and office space needs.
See attached correspondence.
Exhibits Attached:
City Manager's memo of 06-08-00/ SSA's letter of 06-01-00/ Council Member Treverton's memo of 06-0-00
City Man, s Office
Department LEGISLATIVE
g:/adtnitt/c eeting/2 /Op0 W27��.doc
Memo
To: All Department Heads
From: Bennett Boucher, City Manage "
Date: 06/08/00
Re: City Hall and Annex building study
There will be a city council workshop meeting on June 27th, at approximately 6 p.m.
To discuss the City Hall and Annex building study recently completed by Stottler,
Stagg and Associates. That attached study is an evaluation of current and future
space requirements based on the information you submitted.
If you have any questions about the study, please get with me anytime.
I will see you all at the workshop meeting.
0 Page 1
June 1, 2000
City of Cape Canaveral
City Manager, Mr. Bennett C. Boucher
105 Polk Ave
Cape Canaveral, FL 32920
RE: Cape Canaveral City Hall and Annex Study
SSA Project 2000-037
Dear Mr. Boucher;
SSA has reviewed the City Hall and Annex building program information and studied the
City Hall Building Recommendation report dated 10/5/99 and offer the following:
Program Conclusions
1. City Hall needs to double in size within the next year to accommodate the future desired
SF requirements. It appears that this increase will be adequate for a long time.
2. The Annex needs to increase by half its size within the next year to accommodate the
future desired SF requirements. It appears that this increase -will be adequate for the
next 5 years. The Annex will need to double in size after 5 years to accommodate more
SF requirements-.-
Expansion
equirements:
Expansion Options
Provide a 7,284 SF addition on to the City Hall 1 Annex property to meet the 1-5 year
program needs. Adding this much extra building on site would be very difficult. A
second story design would have to be considered and would cost approximately $85 -
$100 per SF. The existing building interiors would have to be renovated at a cost of
approximately $20 - $30 per SF. This addition would not address the 6-30 year program
requirements and a 2,134 SF future expansion would have to be planned for.
2. The proposed 1,200 SF eastern single story expansion of City Hall would not meet the
1-5 five year projected SF requirements. This expansion would not address the needs
of the Annex and should not be considered.
3. Relocating City Hall and Annex to the existing Johnson Controls Building would be a
favorable option in our opinion. This building is 21,000 SF and would meet all the
required future program needs. There would be some excess of space though. The
interior would have to be renovated at an approximate cost of $20 - $30 per SF.
4. SSA agrees that the existing IBM would not be worth the selling price and would be too
costly to renovate and upgrade. Also, this building would not meet all of the SF
requirements.
ST0=I ER STAGG & ASSOCUTES ARCHITECTS • ENGINEERS • PLANNERS, INC.
CORPORATE OFFICE: 8680 North Atlantic Ave. P. 0. Box 1630 Cape Canaverel, FL 32920 Tel 321-7831320 Fax 321-783-7065
11c. #AAC000329 #EB0000762 #LB0006700
c:\windM%desklopwnjn%cape city hall-o--dalionsl An
Mr. Bennett C. Boucher
June 1, 2000
Page 2 Cape Canaveral City Hall and Annex Study
5. Relocate to anew site and building anew 18,000 SF facility that is expandable to 20,000
SF would be the best solution to your program needs. The building would be designed
completely around your program and functional needs. The cost for a new building will
be approximately $75 - $85 per SF.
Please call if you wish to discuss this further.
Sincerely;
4
'10
Michael F. Kelley,tRA.,IA
Principal Architect
Attachments: City Hall and Annex Expansion Study Spreadsheet dated 5/23/00.
Cc: JP
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MEMORANDUM
DATE: JUNE 8, 2000
TO: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL
CITY MANAGER
FROM: RICHARD TREVERTON
COUNCILMEMBER
SUBJECT: SPACE REQUIREMENTS FOR CITY HALL AND ANNEX
On.June 6`h I received and reviewed SSA's report on the subject. We have also scheduled a
workshop to discuss the space requirement problem. I would like to submit to all of you my
current thoughts on the matter.
First, I would suggest that the need for a 2,500 square foot building department is questionable.
This inflated figure, of course, influenced the SSA dismissal of a 1,200 square foot addition to
city hall as "inadequate".
Second, I would ask each of us how important it is to keep the municipal complex together in one
geographic location. To me, it is paramount. Whatever we do, I hope that the city will make the
fullest use of the property it already owns around city hall.
Third, I would ask you to consider the construction of a new, stand-alone police station. I was
greatly impressed by Satellite Beach's new 10,000 square foot facility. Their Police Chief Hill
explained to me the future importance of national accreditation of local law enforcement
facilities. Both Mr. Hill and our own Major McGee have made me aware that a well-designed
police station must incorporate many unique features; such as:
• Prisoner Sally Port and Lock -Up,
• Secure Evidence Storage
• Ammo and Weapons Storage
• Communications Center
• Training Room
• Shower and Decontamination Facility
The layout of these types of areas is critical and best left to an architect with experience in law
enforcement facility design and familiar with the new national accreditation requirements. Also,
the complexity and uniqueness of these layouts do not lend themselves easily to the retrofitting of
an existing building.
Honorable Mayor, et al
Page Two
June 8, 2000
In the future, our city may desire to sever its relationship with the county sheriff's office and
establish its own police force. Or, perhaps annexation of the area south of the city will occur and
police staffing needs will increase.
For the above reasons, I urge you to take some time before our workshop meeting to tour either
the Satellite Beach or Cocoa police stations and consider how the construction of a new state -of -
the art facility might benefit our citizens.
Lastly, I would propose that a possible solution to our present and future space needs would be:
1. Construction of a new police station on city property (perhaps part, or all, of Xeriscape Park)
and
2. Using the annex space vacated by the police department for the needs of the recreation
department, building department, public works or any other overcrowded department.
Respectfully,
Richard )rever;tofV
Council Member
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