Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
Packet 09-18-2007 Regular
CALL TO ORDER: PLEDGE OF ALLEGIANCE: ROLL CALL: REPORTS: City Council Members AUDIENCE TO BE HEARD: Ly of Cape Canaveral L REGULAR MEETING ,RAL CITY HALL ANNEX Cape Canaveral, Florida TUESDAY ember 18, 2007 7:00 PM AGENDA Comments will be heard on items that do not appear on the Agenda of this meeting. Citizens will limit their comments to five (5) minutes. The City Council will not take any action under the "Audience To Be Heard" section of the agenda. The Council may schedule such items as Regular Agenda items and act upon them in the future. BOARD INTERVIEW: Michael E. Michel, Recreation Board [Alternate Member] CONSENT AGENDA: City Council Regular Meeting Minutes of September 4, 2007. 2. An Application for a Special Outdoor Entertainment Permit for the Fall Festival, Saturday, October 13, 2007, 11 A.M. to 2 P.M. 105 Polk Avenue • Post Office Box 326 • Cape Canaveral, FL 32920-0326 Telephone: (321) 868-1220 • SUNCOM: 982-1220 • FAX: (321) 868-1248 www.myflorida.com/cape • e-mail: ccapecanaveral@cfl.rr.com ft of Cape Canaveral, Florida ':ity Council Regular Meeting September 18, 2007 Page 2 of 2 3. An Application for the Halloween Street Dance, Tuesday, October 30, 2007, 6:30 P.M. to 8:00 P.M. 4. Resolution No. 2007-24; Appointing Chris Hale as an Altemate Member of the Recreation Board. RESOLUTIONS: 5. Resolution No. 2007-25; Establishing a New Schedule of Sewer Rates. DISCUSSION: 6. Citizen Awareness and Participation Plan. REPORTS: City Manager Staff ADJOURNMENT: Pursuant to Section 286.0105, Florida Stahtes, 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 Cleric's office (868-1221) 48 hours in advance of the meeting. cP CITY OF CAPE CANAVERAL APPLICATION FOR APPOINTMENT TO CITY ADVISORY BOARD OR Pursuant to Section 2-171, Cape Canaveral Code City Code requires prospective and existing board members to fill out an application. City Code also prohibits a person from serving on a City Board or Committee if that person has been convicted of a felony, unless their civil rights have been restored. Please complete the following in the space provided: A. GENERAL 1. Applicant Name: tel?Z vr'"WA r, L��COE 2L�VX-r- 3. L 2. Home Address: 3 a - /tiD ' se Y' �-- o V� 3. Home Telephone:: 3 - % — 7 ?V, 3 7 4. Occupation -L. 5. Business Telephone:�5cAI" 0 A s 6. Business Address: -S-�is• A r aVa B. ELIGIBILITY The information provided in this section is for purposes of determining whether you are eligible to serve on a City advisory board or committee. Are you duly registered to vote in Brevard County? 2. Have you been a resident of the City of Cape Canaveral for 12 months or longer? 3a. Have you ever been convicted or found guilty, regardless of adjudication, of a felony in any jurisdiction? Any plea of nolo contendere (no contest) shall be considered a conviction for purposes of this question. 3b. If yes to 3a, have your civil rights been restored? 4a. Do you presently serve on any other City of Cape Canaveral advisory board or committee? 4b. If yes to 4a, please list each: mZ( N) m ✓(N) (Y) (N) i/ (Y)(N) (Y)(N)_z 5. City ordinance requires that all persons applying for a City advisory board or committee must voluntarily consent to a standard criminal background check before being appointed to a board or committee. Do you voluntarily initials consent to having a standard background check performed on you by the City of Cape Canaveral? (Y) (N) 6a. Are you related to a City of Cape Canaveral Council member by blood, adoption or marriage? m (N) 6b. If yes to 6a, please provide name(s) of person(s) and relationship to you: C. INTERESTS/EXPERIENCE 1. Brieieflly state your interest in serving on a CU advisory board or committee: 2. Briefly state any prior experiences in serving on any governmental board or committee: 4/0'.0 3. Please list any specialized skills and training (e.g., architect, engineer, general contractor, etc.) that you feel help to qualify you for membership on the desired board or co ittee: Ole "� /C �C•41,s7/AJ F��it/!%PNCC (.�. ��7�! G�y �+T� _ l�/�s o �J 4 �.�/�: SIX 4. In numerical sequence (1 = most interested), please rank which advisory board or committee on which you wish to serve: Beautification Board Board of Adjustment' Business and Cultural Development Board Code Enforcement Board' Community Appearance Board - Construction Board of Adjustment and Appeals' Library Board Planning and Zoning Board` Recreation Board Other: 'Members of these boards are required to complete and file with the Supervisor of Elections a Financial Disclosure Form upon appointment to said board and prior to July 1 of each year following the initial appointment while still a member of said board. D. STATE REPORTING REQUIREMENTS. Section 760.80, Florida Statutes, requires that the City annually submit a report to the Secretary of State disclosing race, gender and physical disabilities of board and committee members. Please check the appropriate boxes: RACE African-American Asian -American Hispanic -American Native American J� Caucasian Not Known GENDER Male Female Not Known DISABILITY N A Physically disabled YOU HEREBY REPRESENT TO THE CITY OF CAPE CANAVERAL, UNDER PENALTIES OF PERJURY, THAT THE INFORMATION PROVIDED HEREIN IS TRUE AND ACCURATE TO THE BEST OF YOUR KNOWLEDGE, AND THE CITY OF CAPE CANAVERAL HAS THE RIGHT TO RELY ON THAT INFORMATION. YOU HEREBY ACKNOWLEDGE THE EXISTENCE OF THE CODE OF ETHICS FOR PUBLIC OFFICERS [SECTIONS 112.311-.326, FLORIDA STATUTES] AND THE FLORIDA 'SUNSHINE LAW' [SECTION 286.011, FLORIDA STATUTES], WHICH MAY PERTAIN TO YOU IF YOU ARE APPOINTED TO A CITY ADVISORY BOARD OR COMMITTEE, AND IF APPOINTED, IT IS YOUR SOLE OBLIGATION AND DUTY TO COMPLY WITH SUCH LAWS. PLEASE NOTE: • Initial appointment to any City board is subject to City Council approval following a brief interview before the City Council at a regularly scheduled meeting. • Your application will remain effective for one year from the date of completion. • If you should have f guestions�regard' g the completion of this application, please contact the City C 'srce at 21) 89 1221. Signature: Date: Please return to: City of Cape Canaveral Office of the City Clerk 105 Polk Avenue Cape Canaveral, Florida 32920 For Office Use Only: Date Appointed: Appointed by: Board Appointed to: Term Expires: CITY COUNCIL REGULAR MEETING CAPE CANAVERAL CITY HALL ANNEX 111 Polk Avenue, Cape Canaveral, Florida TUESDAY September 4, 2007 7:00 PM MINUTES CALL TO ORDER: The Chair called the meeting to order at 7:00 P.M. ROLL CALL: Council Members Present: Mayor Pro Tem Council Member Council Member Mayor Council Member Others Present: City Manager City Attorney City Clerk City Treasurer Building Official Recreation Director Bob Hoog Leo Nicholas Buzz Petsos Rocky Randels Shannon Roberts Bennett Boucher Anthony Garganese Susan Stills Andrea Bowers Todd Morley Robert Lefever Mayor Randels explained that the Meeting Agenda was changed to accommodate City Council concerns and to hear from the Audience prior to addressing City business. REPORTS: City Council Members Shannon Roberts • Ms. Roberts requested to schedule a fall workshop related to the North Atlantic Avenue project and she sought consensus from the Council. Council agreed by consensus to schedule the Workshop. Mr. Petsos responded that while he had no problem with a Workshop, he did not desire to misrepresent proceeding with the project to the public. Mr. Petsos explained that there was no revenue at this time for the North Atlantic Avenue project. Ms. Roberts stated that the people in the area were seeking to know the Council's intention on the project. Mr. Nicholas City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 2 of 10 considered this a good idea as long as citizens were aware that this was fact- finding discussion. Mayor Pro Tem Hoog also stated that while he was in favor of discussion, he too did not desire to misrepresent to the public. Mr. Boucher informed that he could only present the two -or -three lane road concept at this point. Ms. Roberts also suggested including in the workshop lighting and bike paths. Council members agreed by consensus on the fall Workshop related to the North Atlantic Avenue project. Mr. Boucher made note of a Fall Workshop in mid-October. Ms. Roberts spoke on a time sensitive issue. She asked to hear from the Building Official relating to the City Council Appealing the Board of Adjustment's decision. Mr. Morley reported that Attorney Karl Bohne responded to him with estimated costs of approximately $5 -to $10,000 to make an Appeal within 30 days. Attorney Garganese explained that Attorney Bohne would represent the Building Official and the City would also need to hire his services to defend the Board of Adjustment. Mayor Randels questioned how the City would benefit in a lawsuit against itself and subsequently pay for both sides of the legal counsel. Ms. Roberts stated that she understood in Attorney Bohne's response to Mr. Morley that stated that the Building Official's decision had historical merit. Mayor Randels asked if there were any consensus from the Council to proceed. There was no consensus expressed by the Council to proceed. Ms. Roberts concluded that the issues of concern from the community and Coastal Fuels would then be observed in their natural course of the process. Leo Nicholas Mr. Nicholas expressed his desire to seek someone to work on documenting the City's history. Mr. Boucher replied that he could either pay someone part-time or seek a volunteer. Ms. Roberts mentioned that oral histories were yet another approach. Mr. Nicholas informed that there was an 80 -year-old resident that provided an oral history to the Brevard Historical Commission as well as the Kennedy Space Center. Council members agreed by consensus for staff to seek someone to obtain an oral histories. Mr. Nicholas also inquired about the model shuttle. Mr. Boucher responded that quotes ranged between $80,000 and $150,000. Council members agreed by consensus to continue research on the model shuttle project. Mr. Boucher concluded that he would report back on the past history of the model shuttle. Buzz Petsos Mr. Petsos inquired about the number of permits for Resort Dwellings. Mr. Boucher reported 325 existing units, and 300 anticipated for construction, of the 325 existing, inspections were 30 percent complete. Mr. Petsos questioned operating a hotel environment in a home and he asked City Attorney if the City was legally liable under these circumstances. Attorney Garganese replied that the Ordinance was fairly new and the City needed to continue processing the City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 3 of 10 applications and through the inspections, if there were any violations, the City would need to follow through under the Code Enforcement process. Attorney Garganese stated how at this time, penalty mechanisms were limited; however, a Civil Citation program was forthcoming. Mr. Petsos questioned the allowance of one person per 150 square -feet and how that would calculate for parking. Mr. Morley stated that that was the calculation for the occupant load for any building. Chief Dave Sargeant clarified that the 150 square -foot calculations was for mobile homes, town houses, and single-family residences under Florida State Statutes Chapter 633. He clarified that Resort Dwelling units required more stringent life/ safety requirements since they were operating as a business in a single family residence. Mr. Morley clarified that the Building Department addresses the units as a residential "use." Mr. Petsos pointed out that this was a problem and he was seeking a workable solution to ensure that Resort Dwellings adhered to all life/ safety and building code compliance. Chief Sargeant ensured that compliance was being met. Mr. Petsos concluded to have staff confer and return with a report. Ms. Roberts requested a more detailed status report from staff since Resort Dwellings could not operate until the life/ safety compliance was met. Attorney Garganese concluded that Code Enforcement prosecutions were forthcoming based on substantial evidence. Ms. Roberts included adding parking as a concern along with Mr. Petsos's concern. Mayor Pro Tem Hoog • Mayor Pro Tem Hoog inquired about the paving in the Church Street and Columbia Drive area. Staff would report on the paving costs. Mayor Randels • Mayor Randels reported on changing the Teacher's In -Service Days to accommodate the General Election voting process. This would keep the student's off -premises during voting. • Mayor Randels reported on his meeting with the Lindsey Court residents. He stated how this street does meet the City's specifications and the residents planned to submit a signed petition to the City Manager to transfer the street to the City's ownership. Mr. Boucher responded that staff would need to perform road testing prior to assuming the road. Council members agreed by consensus on the street transfer based on the resident's paying for any paving costs. • Mayor Randels reported on a water problem at 8106 Presidential Court. Mayor Randels informed that he found a volunteer in Jacksonville to install a new asphalt mix for a repair in front of the residence. • Mayor Randels reported on his successful participation in seeking a $270,000 award for a water retention system at Patrick Air Force Base. City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 4 of 10 AUDIENCE TO BE HEARD: • Mr. R. Lamar Russell, Planning and Zoning Board Vice -Chairperson, spoke related to Council's discussion on the Board of Adjustment's decision. He stated that the Board's decision should be allowed to continue to the Appellate Court through an aggrieved party; however not through the City. He stated that the Board of Adjustment acted as an Agent of the City. • Mr. Harry Pearson, Planning and Zoning Board Member, stated that there would be an extensive meeting related to the Developmental Review Process on Wednesday, September 5"'. Mr. Pearson also asked the City Attorney to read the City code related to the Appeals process of a Board of Adjustment decision. Attorney Garganese replied from the Codebook that any party aggrieved had the right to Appeal a Board of Adjustment decision. BOARD INTERVIEWS: Chris Hale, Recreation Board [Prospective Alternate Member Applicant] Mr. Hale affirmed that all of the answers on his application were true and correct to the best of his knowledge. Mr. Hale informed that he had resided in the City for six years and had just begun playing on the Co -Ed Softball League. Mr. Hale replied that there was no conflict of interest between this application and his position with the Brevard County Health Department. Mr. Hale replied to Ms. Roberts that he liked the idea of more bike paths, and he desired to do those things that would continue to increase attendance at events. Mr. Hale replied to Mayor Pro Tem Hoog that he is the Emergency Planner for the Health Department. Mayor Randels thanked Mr. Hale for his interest and explained that he would be placed on the next City Council Agenda for consideration as an Alternate Board Member on the Recreation Board. Michael E. Michel, Recreation Board [Prospective Alternate Member Applicant] Mr. Michel was not in attendance. CONSENT AGENDA: 1. City Council Regular Meeting Minutes of August 21, 2007. 2. Resolution No. 2007-23; Reappointing a Regular Member to the Planning and Zoning Board, R. Lamar Russell. Mayor Randels acknowledged that Mr. Russell had been a Board member since May 6, 1980. 3. Proclamation in Recognition of John Barry Day, September 13, 2007. City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 5of10 4. One -Year Renewal of the Street -Sweeping Contract with USA Services of Florida, Inc. Mayor Randels asked if any Council member, staff, or interested parties desired to remove any of the Consent Agenda items for discussion. Ms. Roberts requested to remove the City Council Regular Meeting Minutes of August 21St for discussion. A motion was made by Mr. Nicholas and seconded by Mr. Petsos to Approve Consent Agenda Items No. 2 through 4. The vote on the motion carried 5-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Nicholas, For; Mr. Petsos, For, Mayor Randels, For, and Ms. Roberts, For. 1. City Council Regular Meeting Minutes of August 21, 2007. Attorney Garganese pointed out that his name was omitted from the attendance list at the August 21 St meeting. The City Clerk would make that correction. Ms. Roberts requested to have the Parking Board discussion items as a separate bulleted list within the Minutes. Ms. Roberts requested an itemized list at the end of the minutes. Mr. Boucher stated that the City Clerk highlighted the Parking Board issues throughout the discussion within the Minutes. Ms. Roberts stated that although the issues were highlighted in the text, she desired to see them listed at the end of the document. Ms. Roberts stated that the format of having the items within the text did not enable follow- up action and she had experienced lack of action on several of her items. Ms. Roberts requested a separately documented list. Mr. Boucher concluded that he would compile a separate list of the Parking Board items for distribution to City Council. Mr. Petsos responded that he was agreeable to a list from the City Manager. Ms. Roberts re -stated to have the Parking Board list as part of the Minutes. However, she stated that if the Council did not desire to have the Parking Board list as part of the Minutes, then every Council member should have the City Manager's list related to the Parking Board discussion. Ms. Roberts expressed her concern in the Council not gaining consensus on items from the Parking Board list. At the time of her vote, Ms. Roberts registered her concern in not having the Parking Board discussion items as part of the Minutes. A motion was made by Mr. Nicholas and seconded by Mayor Pro Tem Hoog to Approve Consent Agenda Item No. 1 as amended to include that City Attorney's name in attendance. The vote on the motion carried 5-0 with voting as follows: Mayor Pro Tem Hoog, For, Mr. Nicholas, For; Mr. Petsos, For, Mayor Randels, For, and Ms. Roberts, For. City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 6 of 10 CONSIDERATIONS: 5. School Resource Officer Agreement with the City of Cocoa Beach. Mayor Randels explained that the Brevard County School Board pays for 55 percent of the cost. The remaining 45 percent was paid based on each City's student attendance percentage. Cape Canaveral's total percentage was 18 percent or $4,719.00. There was no other comment. A motion was made by Mr. Nicholas and seconded by Ms. Roberts to Approve the School Resource Officer Agreement with the City of Cocoa Beach in the Amount of $4,719. The vote on the motion carried 5-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Nicholas, For; Mr. Petsos, For, Mayor Randels, For, and Ms. Roberts, For. 6. Quarterly Budget Report and Transfers for the Second Quarter Ending 06-30-07. Andrea Bowers, City Treasurer, stated that at this time 80 percent of Revenue had been collected. Ms. Bowers stated that she had distributed an amended Fund Balance that increased the unrestricted, undesignated balance. Ms. Bowers informed that she revised the Building Department account related to Professional Services. She performed similar adjustments in the Planning and Zoning budget as well as in the Public Works — Wastewater Treatment Plant budget. Mayor Pro Tem Hoog referred to Revenues related to violation of local Ordinances. Ms. Bowers replied that the City had received funds related to violations such as Code Enforcement and False Alarms. Ms. Roberts asked Ms. Bowers to clarify the Resolution relating to the City of Cocoa rate changes. Ms. Bowers responded that the community would be notified of the anticipated rate changes in ample time for planning. Mayor Randels expressed concern that other Building Department accounts were used to cover Planning Services and Legal Services Fees. Ms. Bowers clarified that unencumbered funds that were used toward these accounts. A motion was made by Mr. Petsos and seconded by Ms. Roberts to Approve the Quarterly Budget Report and Transfers for the Second Quarter Ending 06-30-07. The vote on the motion carried 5-0 with voting as follows: Mayor Pro Tem Hoog, For; Mr. Nicholas, For; Mr. Petsos, For, Mayor Randels, For, and Ms. Roberts, For. City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 7 of 10 DISCUSSION: 7. Townhouse Code. Mayor Randels informed that Council would discuss the common use areas related to the Townhouse Code. Mr. Boucher explained that this discussion came about due to questions that arose at the previous City Council Meeting on a Final Plat of a town home. Mayor Randels asked the Building Official if there was a Building Department document for common use areas. Mr. Morley replied that every town house has a common wall and a roof that abuts an adjoining roof. Mr. Morley replied to Mayor Pro Tem Hoog that one common element for drainage would be a swale. A covenant however would protect each individual lot. Mr. Russell related on how in the past the City did not have a Townhouse Ordinance and he explained the background of town house planning. Mr. Russell stated that once the City established the Townhouse Ordinance the developers were in favor of it. Mr. Russell explained that in the Townhouse Ordinance the City required a document for submission to City staff related to an agreement between the developer and the unit owner. Mr. Russell stated that although the parapet was high enough to provide a separate roof, the shingles were still in common and an Agreement was still necessary. Ms. Roberts pointed out that the City Manager recommended amending City code section 110-377 and she asked for Mr. Russell's opinion on the recommendation. Mr. Russell stated that during a brief time during his absence from the Board, the Townhouse Ordinance was eliminated. Mayor Pro Tem Hoog pointed out that the last sentence of City code section 110-377 called for a maintenance program. Ms. Roberts recalled that at the previous meeting Mr. Russell had said that some element was eliminated from the process. Mr. Boucher informed that Brevard County Property Appraiser's office required time sensitive information such as an Opinion of Title. Mr. Boucher explained that the City's re -platting procedure needed shortening in order to meet this County requirement. Mr. John Johanson, 310 Adams Avenue, [Planning and Zoning Board member] stated that certain townhouses had common areas; however, others maintained their own lawn and had their own driveways. He expressed his favor with a party wall agreement. Mr. John Butler related his problem of being approved at the Preliminary Plat level and then amended at the Final Plat level. Mr. Morley agreed that there was not much required at the Preliminary Plat approval level; however, Mr. Butler met with several problems during the Final Plat approval. Mr. Morley reminded that the City Attorney directed City staff to record the Plats and not the developer. Mr. Morley also informed that the City code book was contradictory stating City Code section 95-62 states that the developer will record the Plat and City Code Section 98-58 states the City Clerk will record the Plat. Mr. Morley explained that when City staff would present the re -plat for recording at the County City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 8 of 10 office, there were items required of which the City was not aware. Mr. Butler also related on the lengthy engineering review process. Ms. Roberts recommended, process mapping" as a management tool for City staff to help with the Plat approval process. Mr. Boucher stated that these issues related to coordination among staff departments. Council members agreed by consensus to forward this issue to the Planning and Zoning Board for further discussion. 8. Lot Area and Dimensions, Minimum Setbacks. Ms. Roberts stated this as an opportunity for the Planning and Zoning Board to review what green space was available in the City based on the current setback requirement. She requested to have the Board modify the setback requirements in order to adjust the amount of green space. Ms. Roberts stated that the current City code limited green space. Mr. Russell stated that this particular discussion was in its third round of debate. Mr. Russell informed that there was a 35 percent lot coverage requirement as well as the setback, swale, and drainage requirements that would also decrease the footprint. Ms. Roberts expressed her concern with the lack of green space and decimated trees. She stated that the existing City code was not strict enough. Ms. Roberts requested to have City staff review what was done by other municipalities related to green space. Mr. Russell informed that the Planning and Zoning Board had provided research from other municipalities. Mr. Nicholas stated that there must be some type of compromise or agreement between increased space and taller buildings. He also stated that lot coverage did not take into account the impervious surfaces related to parking areas and driveways which added to runoff. Mr. Russell added that developers could use pervious concrete. Ms. Roberts pointed out that increased green space was one of the previous Community Survey concerns. Mr. Arthur Berger cautioned the Council in light of other municipalities that applied this concept; however, it resulted in devalued property. Mr. Berger pointed out that the City had park areas in which to apply green space concepts and he stated that he was not in favor. Attorney Garganese pointed out for the Council to not lose sight of public green space areas as part of their strategy such as what was successfully done at the Winter Springs Town Center. Mayor Pro Tem Hoog expressed his favor with public green space. Mr. John Johanson reiterated on the City Attorney's concept of public greening. Discussion followed on the limited number of existing side-by-side lots in the City. Mr. Johanson also stated his agreement with Mr. Berger on the possibility of devalued property. Ms. Roberts recommended forwarding the item to the Planning and Zoning Board for further discussion. Mr. Russell stated that the Planning and Zoning Board could review other municipal regulations and discover if there was anything the Board had missed. Ms. City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 9 of 10 McNeely stated that discussion would be futile; however, Council could also hear from the other six Board members. Council's consensus was for the Planning and Zoning Board to review this item at their discretion. REPORTS: City Manager • Mr. Boucher reported that Buzz Petsos, Shannon Roberts, and Craig Stewart were the qualified candidates in the November General Election. Mr. Boucher reported on the notice of City's intent to adjust the Sewer Rates would reach residents before the City Council Meeting on September 18th. • Mr. Boucher reported on an inquiry on the $116,000 Pay-off of the Lien related to the Paul Jindra property. • Mr. Boucher reported on the First Budget Hearing on Wednesday, September 5' and the Development Review Process meeting immediately following. • Mr. Boucher announced the Space Coast League of Cities dinner on September 10th. • Mr. Boucher announced the Planning and Zoning Meeting on September 12th at 7:30 P.M. with a special presentation on Mixed -Use Development. • Mr. Boucher announced the Chronic Nuisance and Civil Citation program meeting on Thursday, September 13th. Mr. Petsos announced that he would arrive late to this meeting. • Mr. Boucher announced a Code Review Workshop meeting at 5:30 P.M. on Tuesday, September 18th and a Regular City Council Meeting at 7:00 P.M. • Mr. Boucher announced a Final Budget Hearing on Tuesday, September 25th at 5:30 P.M. and immediately following the Budget Hearing an Evaluation and Appraisal Report Workshop. • Mr. Boucher announced a Sign Code meeting on Thursday, September 27th. • Mr. Boucher informed that the Ron Jon presentation had not been rescheduled. • Mr. Boucher reported that paving on Washington Avenue was in progress. Staff Acting Recreation Director • No report. Building Official No report. City Treasurer • No report. City Clerk 0 No report. City of Cape Canaveral, Florida City Council Regular Meeting September 4, 2007 Page 10 of 10 City Attorney • No report. ADJOURNMENT: There being no further business, the Chair adjourned the meeting at 9:45 P.M. Rocky Randels, MAYOR Susan Stills, CMC, CITY CLERK Meeting Type: Regular Meeting Date: 09-18-07 AGENDA Heading Consent Item 2 No. Exhibits Attached: AGENDA REPORT CITY COUNCIL OF THE CITY OF CAPE CANAVERAL SUBJECT: CONSENT: OUTDOOR ENTERTAINMENT PERMIT FOR FALL FESTIVAL AT MANATEE SANCTUARY PARK, SATURDAY, OCTOBER 13, 2007, 11 AM TO 2 PM DEPT/DIVISION: PARKS & RECREATION Requested Action: City Council consider the approval of an outdoor entertainment permit for the Fall Festival at Manatee Sanctuary Park on October 13th, as requested by the parks & recreation director. Summary Explanation & Background: See attached memo. I recommend approval. Exhibits Attached: Recreation director's memo; permit City Manages Office j Department PARKS & RECREATION cape- im\mydo umen admin\council\meeting\2007\09-18-07\festival.doc Memo To: Mayor & City Council Members From: Robert Lefever CC: Bennett Boucher, City Manager Date: September 12, 2007 Re: Fall Festival The Parks & Recreation Department will be hosting its' second annual Fall Festival on Saturday, October 13, 2007 from 11:00 am to 2:00 pm. I have attached an Outdoor Entertainment Permit for your approval. The event will take place at Manatee Park, located at 701 Thurm Blvd. Activities will include a D.J., 2 bounce houses, an inflatable slide, an inflatable obstacle course, face painting, games & food. BSO & Cape Canaveral Fire Fighters will also be on hand with their motor vehicles, K-9 Unit & Ladder Truck. Other organizations partnering at this event will be Cape View Elementary School & the Kiwanis Club. Thanks, Robert Lefever Revised 03-22-07 CITY OF CAPE CANAVERAL, FLORIDA APPLICATION FOR SPECIAL OUTDOOR ENTERTAINMENT PERMIT Date: O The applicant or representative agrees to be on site at all times empowered with authority over all aspects of the event and empowered to act for the applicant. Name of Applicant: IC40 J6/'1 le 16flepl- Title: JQ/%,e � �✓' Firm: Address: E -Mail 'rle e�p L' /A I f . Gem e eve Telephone: gni r- 1-42 7 FAX: Local Contact: 6'e c a ,lj eil t Title: Local Address (if different from above) Type of Event: �� // /C? f A l4 -et/ Will Alcoholic Beverages Be Served on the Premises? YES NO_� 67 Event Date(s) in Cape Canaveral: .6a.T iyz1ay, 6 : a Z ey 1,5 , IW 7 %/� &a, ,w Location(s): Date(s) Time A&Alee / :ae - 7el r,�wlv �61rl 101401apt s 00. J 0 wee AALd 60 ln,'-�"Z �V-t /ks , i /A Ald le Ol floe N C4Lt/,�'c' /1 &1141'e ,5 //'dC , /I //lrt/ Ce �7 f' r3 Attach map(s) indicating event area and designated parking areas. ❑Traffic Control ❑Street Closing ❑Other Specify: []Use of Police/Fire Rescue Equipment ❑Vehicles/Equipment on Beach ❑Vehicle Parking on City Property If applicant wishes to erect tents or other temporary structures in conjunction with the event, a building permit application must also be submitted along with all pertinent information relating to the temporary structures and their proposed location. Submittal of the building permit application will occur AFTER City Council has approved the Outdoor Entertainment Permit. By signing this application, the applicant acknowledges and agrees to the following provisions: Revised 03-22-07 INSURANCE A written public liability insurance policy insuring the person staging, promoting or conducting the outdoor entertainment event against any and all claims and demands made by any person for injuries received in connection with the staging, promoting, conducting or attendance of or at the outdoor entertainment event, written within limits of not less than $300,000.00 damage or injury to any one person for bodily injury or otherwise, plus $25,000.00 damage to property, and for not less than $500,000.00 for damages incurred or claimed by more than one person for bodily injury or otherwise, plus $50,000.00 for damages to property. The original or duplicate of such policy shall be attached to the application for a special outdoor entertainment permit, together with adequate evidence that the premiums are paid.`9 Name of Insurance Co: tZ. A(� LTJ �dC//f �°,0olicy No: Expiration Date: `� �;j(J%O7 II. PROMOTIONAL AUTHORIZATION Permittee authorizes the City of Cape Canaveral to utilize Permittee's name and project for public relation purposes and other media related purposes. III. EXPENSES/FEES The applicant agrees to pay the City, in advance, for any services provided by the City at the City's usual rates and any other permit fees that may be applicable to the particular production as required by the City of Cape Canaveral. IV. EXEMPTIONS Non-profit organizations may seek a waiver of any of the outdoor entertainment code requirements if the sections waived dealing with the health, safety and welfare of those in attendance, as well as the general public, have been otherwise provided for as required by said code. List any exemptions you are seeking. Date,��© Applicant or Representative/Title Approved by City of Cape Canaveral: City Representative's Name: Title: Signature: Applicants shall keep a copy of this approved permit and attachments on the day of the event within the City of Cape Canaveral. For further information, please contact: City of Cape Canaveral Bennett C. Boucher, City Manager 105 Polk Avenue Cape Canaveral, FL 32920 Phone: (321) 868-1230 Fax: (321) 868-1224 Meeting Type: Regular Meeting Date: 09-18-07 AGENDA Heading Consent Item 3 No. Exhibits Attached: AGENDA REPORT CITY COUNCIL OF THE CITY OF CAPE CANAVERAL SUBJECT: CONSENT: OUTDOOR ENTERTAINMENT PERMIT FOR THE HALLOWEEN STREET DANCE IN THE ANNEX PARKING LOT, TUESDAY, OCTOBER 30, 2007, 6:30 PM TO 8 PM DEPT/DIVISION: PARKS & RECREATION Requested Action: City Council consider the approval of an outdoor entertainment permit for the Halloween Street Dance in the Annex Parking Lot on October 30th, as requested by the parks & recreation director. Summary Explanation & Background: See attached memo. I recommend approval. Exhibits Attached: Recreation director's memo; permit City Mana Office Department PARKS & RECREATION -nt\kim\mydo is\admin\cou ing\2007\09-18-07\halloween.doc I -JI , a I I L, - To: Mayor & City Council Members From: Robert Lefever CC: Bennett Boucher, City Manager Date: September 12, 2007 Re: Halloween Street Dance The Parks & Recreation Department will be hosting its' annual Halloween Street Dance on Tuesday, October 30, 2007 from 6:30 pm to 8:00 pm. have attached an Outdoor Entertainment Permit for your approval. The event will take place in the Annex Parking Lot, located on the comer of Taylor & Poinsettia Avenues. Activities will include a D.J., dance contests & costume contests. Thanks, Robert Lefever Revised 03-22-07 CITY OF CAPE CANAVERAL, FLORIDA APPLICATION FOR SPECIAL OUTDOOR ENTERTAINMENT PERMIT Date:S 4 The applicant or representative agrees to be on site at all times empowered with authority over all aspects of the event and empowered to act for the applicant. Name of Applicant: /(Ok'yl l� A/ -f',"-- "Title: 'e /j &ejl4/ Firm: Addr E -Mail: cleZt'1/f?'/ & 4z�z Telephone: b`6 if— /.e t; FAX: t56 f - I'a / Local Contact: e? e, Dt,4rk--e Title: Local Address (if different from above) Type of Event: 11-9,1erle'M �SYPe�` Will Alcoholic Beverages Be Served on the Premises? YES Event Date(s) in Cape Canaveral: �0 Location(s): e Date(s) NO Attach map(s) indicating event area and designated parking areas. []Traffic Control ❑Use of Police/Fire Rescue Equipment ❑Street Closing ❑Vehicles/Equipment on Beach ❑Other ❑Vehicle Parking on City Property Specify: Time zo ,7&4 J0 - C o4 r ► If applicant wishes to erect tents or other temporary structures in conjunction with the event, a building permit application must also be submitted along with all pertinent information relating to the temporary structures and their proposed location. Submittal of the building permit application will occur AFTER City Council has approved the Outdoor Entertainment Permit. By signing this application, the applicant acknowledges and agrees to the following provisions: Revised 03-22-07 INSURANCE A written public liability insurance policy insuring the person staging, promoting or conducting the outdoor entertainment event against any and all claims and demands made by any person for injuries received in connection with the staging, promoting, conducting or attendance of or at the outdoor entertainment event, written within limits of not less than $300,000.00 damage or injury to any one person for bodily injury or otherwise, plus $25,000.00 damage to property, and for not less than $500,000.00 for damages incurred or claimed by more than one person for bodily injury or otherwise, plus $50,000.00 for damages to property. The original or duplicate of such policy shall be attached to the application for a special outdoor entertainment permit, together with adequate evidence that the premiums are paid. Name of Insurance Co: C/ WJSele , el (ic' +rJ f % (aS Policy No: Expiration Date: yJ j'G//�7 II. PROMOTIONAL AUTHORIZATION Permittee authorizes the City of Cape Canaveral to utilize Permittee's name and project for public relation purposes and other media related purposes. III. EXPENSES/FEES The applicant agrees to pay the City, in advance, for any services provided by the City at the City's usual rates and any other permit fees that may be applicable to the particular production as required by the City of Cape Canaveral. IV. EXEMPTIONS Non-profit organizations may seek a waiver of any of the outdoor entertainment code requirements if the sections waived dealing with the health, safety and welfare of those in attendance, as well as the general public, have been otherwise provided for as required by said code. List any exemptions you are seeking. A y Y fill 1,-ee_� !/eeZ Date Applicant or R presentative/Title Approved by City of Cape Canaveral: City Representative's Name: Title: Signature: Applicants shall keep a copy of this approved permit and attachments on the day of the event within the City of Cape Canaveral. For further information, please contact: City of Cape Canaveral Bennett C. Boucher, City Manager 105 Polk Avenue Cape Canaveral, FL 32920 Phone: (321) 868-1230 Fax: (321) 868-1224 Meeting Type: Regular Meeting Date: 09-18-07 AGENDA Heading Consent item 4 No. Resolution No. 2007-24 AGENDA REPORT CITY COUNCIL OF THE CITY OF CAPE CANAVERAL SUBJECT: RESOLUTION NO. 2007-24, APPOINTING AN ALTERNATE MEMBER TO THE RECREATION BOARD DEPT/DIVISION: LEGISLATIVE Requested Action: City Council consider the adoption of Resolution No. 2007-24, appointing Chris Hale as an alternate member of the Recreation Board. Summary Explanation & Background: Term will expire 10-01-2010. Exhibits Attached: Resolution No. 2007-24 City Mana ice Department LEGISLATIVE cape-nt\kim\mydocuments\admin\council\meeting\2007\09-18-07\2007-24.doc RESOLUTION NO. 2007-24 A RESOLUTION OF THE CITY OF CAPE CANAVERAL, BREVARD COUNTY, FLORIDA; APPOINTING AN ALTERNATE MEMBER TO THE RECREATION BOARD OF THE CITY OF CAPE CANAVERAL, FLORIDA; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Cape Canaveral, Florida, has by Code Section 54-26, established the Recreation Board of the City of Cape Canaveral; and WHEREAS, it is now incumbent upon the City Council of the City of Cape Canaveral to appoint one (1) Alternate Member to said Board. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cape Canaveral, Florida, as follows.- SECTION ollows: SECTION 1. Chris Hale is hereby appointed as an Alternate Member of the Recreation Board of the City of Cape Canaveral, Florida with a term to expire on October 1, 2010. SECTION 2. This Resolution shall take effect immediately upon its adoption. ADOPTED BY the City of Cape Canaveral, City Council this 1 & day of September, K819YI ATTEST: Rocky Randels, Mayor Name For Against Susan Stills, City Clerk Robert Hoog Leo Nicholas Buzz Petsos Rocky Randels Shannon Roberts Approved as to Form: Anthony A. Garganese, City Attorney K:\CityClk\Resolutions\BOARDS\Appointments\2007\Recreation 2007-24 Akemate Member.doc From:Epidemiology Brevard 321 454 7128 08/14/2007 09:54 #168 P. 002/005 Rug 14 07 10:48a Parks i Recreation Dept. 321-888-1227 P,2 CITY OF CAPE CANAVERAL APPLICATION FOR APPOINTMENT TO CITY ADVISORY BOARD OR COMMITTEE Pursuant to Section 2-171. Cape C*_naverel Code City Code requires prospective end existing board members to All out an also prohbits a application. City Code Person► from serving on a City Board or Committee if that person has been oorw'Ct c( of a felony. unless their gull tights have boar restored. Please ot;mplete the following in the space provided: A. GENERAL 1 i 1. Applicant Name: 2. Home Address: 3. Home Telephone: —1 S"q — 4 9 7 T 4. Occupation 5. Busbriess Telephone: — e. Business Address: -411 B. ELIGIBILITY The information provided in this aeation is for purposes of determining whether you are eligible to serve on a City advisory board or cornmlttee. i. Are you duly registered to vote in Brevard County? (Y)(N) 2. Have you been a resident of the City of Cape Canaveral for 12 months or longer? (N) 3a. Have you ever been convicted or found guilty, regardless of adjudication, of a felony in any jurisdiction? Any plea of nolo contendere (no contest) shall be oonnsidered a conviction for purposes of this question. (y)(N) 3b. If yes to 3a, have your civil rights been restored? (Y) (N) 4a. Do you presently serve on any other City of Cape Canaveral advisory board or committee? (y) (N} 4b. M yes to 4a. please list each: From:Epidemiology Brevard 321 454 7128 Hug 14 07 10s48a Parks & Recreation Dept. 08/14/2007 09:54 321-868-1227 5 City ordinance requires that ail persons City advisory board or applying for a committee must voluntarily consent to a standard criminal background check before being appointed to a board or committee. Do you volunIargy initials consent to having a standard background check Rwforrned on you by the City of Cape Canaveral? [Y). _ (y) ea. Are you rotated to a City of Cape Canaveral Council member by blood, adoption or marriage?_ (N) 6b. If yes to en, Please provide rwM(s) of Person(s) and relationship to you: C. INTERESTS/EXPERIENCE 1 • Fr91. state your interest i . servm� on a City advisory bpard or committee. - iE�r_...h. r _t _ .le ,. 4188 P.003/005 2. Briefly state any prior experiences in serving an any govemmenfal board or committee: 3. Please list any specialized skills and traini contractor, eta that� (e'g'' aretntied. engineer, general you feel help to qualify you for membership on the desired board or comn*tae- 4. In numerical sequence (1 - most interested), please rank which advisory board or committee on which you wish to serve: a. Z- Beautificaifon Board b. Board of AlluabneW C• Business and Cultural Development Board d. Code Enforoement Board' e- 3 Community Appearance Board' L Corahudion Board of AdXabnent and Appeals* 9. t_tbrEtry Board h. Planning and Zoning Board` I. ��. Recreation Board !- Other; W60rt M of these bw* so npqu#W to cwplbb and Me WM dre &VwWsor of Eldon a Finnarraiel Disctc'"m Form upon appointment to said board and prior to .Hcy f of each year 'bJ)bwk9 the knife/ appa*trFwW whMo sW a member of said board. P.3 FrowEpideaiology Brevard 321 454 7128 08/14/2007 09:54 Rus 14 07 10:48a Parks L Recreation Dept. 321-868-1227 O. STATE REPORTING REOl11REMENTS. 1168 P.004/005 Section 780.80, Fiorids Statutes M"kas that the City e of State disdos annually Submit a report to the Seery of Ste � race. gender and physical disabilities of board and committee members. cried* the appropriate boxes: Africsn,Affwrican -- D Male Asian yqmarican Hispanic—American --- Female Native American Not Known Caucasian --,� Not Known O!S I ITY Phys10811y disabled YOU HEREBY REPRESENT TO THE CITY OF CAPE CANAVERAL, UNDER pEINALTIES OF PERJURY, THAT THE INFORMATION PROVIDED HEREIN IS TRUE AND ACCURATE To F THE BEST OF YOUR KNOWLEDGE, AND THE CITY OF CAPE CANAVERAL HAS THE RIGHT TO RELY ON THAT INFORMATION. YOU HEREBY ACKNOWLEDGE THE EXISTENCE OF THE CODE OF OFFICERS [SECTIONS 112.311,326. FLORIDA STATUTES] AND THE FLORIDA "SUN$MNE LAW" ISECT10N 286.011. FLORA STA YOU IF YOU ARE APPOINTED TO A CITY 7117 ESQ VYH�H MAY PERTOR TO APPOINTED, IT IS YOUR SOLE OBLIGATION AND pU jY TO COMPLY WITH SUCH' LAW S. PLEASE NOTE: • Initial appointment to any City board is subject to City Council interview before ON City Co�� at a regularly scheduled meetir approval P4'oval followin a • brief Your application will remain eftectiva for one year from the date of • If You Should have any question: re ardin the completion. contact the City Clerk's 17tfice g c%npletion of this application. please ,at tU 068-1221. Signature: t=52*—L-A Date: 'R t i q /0 return to: Clty of Cape Canaveral Office of the City Clerk 105 Polk Avenue Cape Canaveral, Florida 32820 p.4 Frow Epidemiology Brevard 321 454 7128 Flug 14 07 10:49a Parks 6 Recreation Dept. Date Appointed: Appanted by: Board Appointed to: Term Expkes: 08/14/2007 09:55 9168 P.005/005 321-888-1227 Meeting Type: Regular Meeting Date: 09-18-07 AGENDA Heading Resolution Item 5 No. The City commissioned Brown and Caldwell to conduct a Sewer Rate Study (attached) that will provide AGENDA REPORT CITY COUNCIL OF THE CITY OF CAPE CANAVERAL SUBJECT: RESOLUTION NO. 2007-25, ESTABLISHING A NEW SCHEDULE OF SEWER RATES DEPT/DIVISION: PUBLIC WORKS/WASTEWATER Requested Action: City Council consider the adoption of Resolution No. 2007-25, establishing a new schedule of sewer rates as recommended, pursuant to the Sewer Rate Study conducted by Brown and Caldwell. The five-year rate model will increase the average sewer bill by 7% in the first year, starting January 1, 2008 and 6% January Pt 2009, 2010, 2011 and 2012. Summary Explanation & Background: The City commissioned Brown and Caldwell to conduct a Sewer Rate Study (attached) that will provide sufficient operating revenues to meet the financial requirements for the City's sewer utility. I recommend approval. Exhibits Attached: Resolution No. 2007-25; City Council Workshop Minutes of 02-27-07; FS 180.136 Required Notice on Utility Bills; Existing Utility Code and Rate Schedule; Sewer Rate Study Prepared by Brown and Caldwell City Mana Office Department PUBLIC WORKS/WASTEWATER CEa im\mydoument admin\council\me ng\2007\09-18-07\2007-25.doc RESOLUTION NO. 2007-25 A RESOLUTION OF THE CITY OF CAPE CANAVERAL, FLORIDA, ESTABLISHING A NEW SCHEDULE OF RATES UNDER APENDIX B, CHAPTER 78, UTILITIES, ARTICLE 111, SERVICE RATES, DEPOSITS AND BILLINGS PROCEDURES, SUBSECTION (b) MONTHLY SEWER RATES, OF THE CITY OF CAPE CANAVERAL CODE OF ORDINANCES FOR SEWER SERVICE WITH THE CITY OF CAPE CANAVERAL, FLORIDA; PROVIDING AN EFFECTIVE DATE. WHEREAS, the City Council of the City of Cape Canaveral, Florida, per Section 78-152 of the Code of Ordinances, provided for the adjustment of the Sewer Rates by Resolution; based on Regulatory or Environmental Factors; and WHEREAS, the City Council of the City of Cape Canaveral, Florida, per Section 78-153 and Section 78-154 of the Code of Ordinances, provided for the charges for sewer reinstatement, and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Cape Canaveral, Florida, acting upon the results of a Revenue Sufficiency Analysis, prepared by outside source to forecast future revenues and obligations of the Wastewater Treatment facilities, as follows: SECTION 1. The Rate Schedule as set out in Appendix B, Chapter 78, Utilities, Article III, Service rates, Deposits and Billing Procedures, Subsection (b) Monthly Sewer Rates and Subsection (c) Sewer Service Reinstatement fee of the City of Cape Canaveral Code of Ordinances is hereby deleted in its entirety and Exhibit A adopted in lieu thereof: SECTION 2. This Resolution shall become effective commencing the service month of January 1, 2008. ADOPTED BY the City Council of the City of Cape Canaveral, Florida, this 18th day of September, 2007. ATTEST: Rocky Randels, MAYOR Name For Against Susan Stills, City Clerk Robert Hoog Leo Nicholas Buzz Petsos Rocky Randels Shannon Roberts Approved as to Form: Anthony A. Garganese, City Attorney EXHIBIT A - SCHEDULE OF FEES Description (1) Residential: A. Single Family: Individually metered detached residential dwelling units, town homes and individually metered mobile homes. B. Multifamily: Individually or master metered attached residential dwelling units, and master metered mobile homes. (2) Public Building Connections: Any individual connection held, used or controlled exclusively for public purposes by any department or branch of government, state, county or municipal, without reference to the ownership of the building or of the realty upon which it is situated. (3) Commercial: Any building used for commercial, nonresidential purposes. (4) Equivalent Residential Unit (ERU): One ERU shall be equal to one detached Residential dwelling unit with an individual water meter of 0.75 inches or less. ERU's for all connections other than: (i) Residential dwelling units with an individual water meter of 0.75 inches or less; and (ii) Multifamily; shall be pursuant to the following basis: ERU Basis For Single Family, Commercial and Public Buildings Meter Size ERU 3/4" 1.00 1.0" 2.50 1.5" 5.00 2.0" 8.00 3.0" 15.00 4.0" 25.00 6.0" 60.00 8.0" 80.00 (5) Sewer Adjustment Factor: A factor established by City Council to account for the difference between the established rates and charges for Residential connection sewage and that of Commercial connections. (1) Commercial shall be increased pursuant to a Sewer Adjustment Factor of 3.0 times the Readiness to Serve Charge per ERU and a Sewer Adjustment Factor of 3.0 times the Usage Rate per 1,000 gallons. 2008 2008/09 2009/10 2010/11 2011/12 7% 6% 6% 6% 6% Customer Charge per Bill Single Family $ 1.29 $ 1.37 $ 1.46 $ 1.55 $ 1.64 Multifamily $ 1.29 $ 1.37 $ 1.46 $ 1.55 $ 1.64 Commercial $ 1.29 $ 1.37 $ 1.46 $ 1.55 $ 1.64 Public Building $ 1.29 1 $ 1.37 $ 1.46 $ 1.55 $ 1.64 Readiness to Serve Charge per ERU Single Family $ 11.22 $ 11.90 $ 12.62 $ 13.38 $ 14.18 Commercial (1) $ 11.22 $ 11.90 $ 12.62 $ 13.38 $ 14.18 Public Building $ 11.22 $ 11.90 $ 12.62 $ 13.38 $ 14.18 Usage Rate per 1,000 gallons Single Family $ 3.63 $ 3.85 $ 4.09 $ 4.34 $ 4.60 'Single Family usage Cap 5,000 gal 6,000 gal 7,000 gal no cap no cap Commercial (1) $ 3.63 $ 3.85 $ 4.09 $ 4.34 $ 4.60 Public Building $ 3.63 $ 3.85 $ 4.09 $ 4.34 1 $ 4.60 Sewer Service Charge per Unit Multifamily Flat Rate $ 19.23 $ 20.39 $ 21.62 $ 22.92 1 $ 24.30 (1) Commercial shall be increased pursuant to a Sewer Adjustment Factor of 3.0 times the Readiness to Serve Charge per ERU and a Sewer Adjustment Factor of 3.0 times the Usage Rate per 1,000 gallons. CITY COUNCIL WORKSHOP CITY HALL ANNEX 111 Polk Avenue, Cape Canaveral, Florida TUESDAY February 27, 2007 5:30 P.M. MINUTES CALL TO ORDER: Mayor Randels called the meeting to order at 5:30 P.M. ROLE CALL: Council Members Present: Mayor Pro Tem Council Member Council Member Mayor Council Member Others Present: Bob Hoog Leo Nicholas Buzz Petsos Rocky Randels Shannon Roberts City Manager Bennett Boucher Public Works Director Ed Gardulski Finance Director Andrea Bowers Troy Railsback Brown and Caldwell Engineering Ed Lawson Recording Secretary DISCUSSION: Sewer System Rate Study. Mayor Randels began the meeting by providing informational rate increase trends from 2003-2006 and revenue income for the same time period. This information was from the current budget book. He indicated that revenues have been pretty consistent from the last rate increase in January 2003. Mayor Randels indicated that although we have had considerable growth, our revenues have stayed pretty consistent due to reclaimed water usage. He indicated that our gross revenue from the residents has stayed pretty much the same for the last 6 years. Mr. Petsos indicated that revenues have not gone up as anticipated because of growth and operating expenses have increased and our reserves have gone down. Mr. Troy Railsback from Brown and Caldwell began by stating that the Sewer Rate Study from Brown and Caldwell establishes for the renewal and replacement of the City's savings account in order to allow for the expense of Capital items without taking City Council Workshop Meeting Sewer Rate Study February 27, 2007 Page 2 of 3 out debt. He presented a graph that showed net requirements and stated that the study is not projecting revenues and setting rates to generate revenues that are way above future requirements. Mr. Railsback indicated that there is a need to set aside $464,000.00 per year in order to pay for future renewal and replacement items. He presented ways to achieve through a series of what -if scenarios. Mr. Railsback identified with the City Treasurer and Utilities Staff a beginning balance of $1.29M as of October 1, 2006 that was unencumbered. The Brown and Caldwell study establishes an account for renewal, replacement or depletion funding. He continued to explain for the city to achieve this $464,000.00 per year savings ideally rate increases would begin April 1, 2007. It is understood that this is an unrealistic time period because of advertising issues. Ms. Roberts indicated that she thought that council had decided to wait until January of 2008. Mayor Randels indicated that there would not be enough money for the debt service. Mr. Railsback presented the scenario of waiting until January 2008 there would be nothing to hold in reserve. Mr. Nicholas asked if we implemented a 6% increase the first year beginning on January 1, 2008, then 5% for the next 4 years, where would that put us? Mr. Railsback calculated that this would not be sufficient enough to maintain the required reserve. Ms. Roberts asked to scenario a 7% increase beginning January 1, 2008, then 6% for the remaining 4 years. Mr. Railsback expressed that this scenario would begin to bring a minimal reserve beginning in 2008/09. Mayor Randels indicated that the council has come to a consensus that there will be no increases until January 1, 2008. Ms. Roberts indicated that this seems like such a sizeable amount. Mr. Boucher indicated that Brown and Caldwell did a thorough analysis of the facility indicating what needed to be done over a 30 -year study model. Mr. Railsback stated that today we should be putting at least $464,000.00 per year away for the next 30 years in order to renew or replace the system without having to incur debt. Mr. Petsos asked when would we reach the $464,000.00 yearly figure using the 7%, 6%, 6%, 6%, 6% model. Mr. Railsback indicated that we would reach that figure at the 7 -year point. Mayor Randels asked Mr. Boucher if there were enough funds available to cover expenses. Mr. Boucher responded that there was enough. Mayor Randels recapped the scenario that we'll be operating at a deficit this year and the next year. Then, we begin to cross over and have a break-even point and surplus. He asked the Public Works Director if this were realistic. Mr. Gardulski responded as long as there were no unforeseen problems or unfounded mandates. Mr. Boucher remarked that the financial viability of the plan would be in good shape at the end of the 7 -year point. Ms. Roberts remarked that she thought there was going to be discussion as to what impact this would have on the different scenarios as to the impact on the different groups affected. Mr. Nicholas indicated that the condominium associations feel that they are getting a larger increase than others. Mayor Randels indicated that usage determines the amount of increase. Mr. Railsback indicated that 80% of residents use City Council Workshop Meeting Sewer Rate Study February 27, 2007 Page 3 of 3 2,000-4,000 gallons. Mr. Nicholas expressed annually, there would be a 7% increase. Mr. Boucher indicated that the more you use, the more you'd have to pay. Mayor Randels expressed that as of January 1, 2008, condo associations should anticipate an increase of approximately 7% for the first year and 6% annually for the next 4 years. Mr. Boucher asked Mr. Railsback what an average increase dollar amount would be? Mr. Railsback expressed the average increase would be $1.41 per unit for multi -family and $1.90 per unit for single family. Mr. Railsback will provide the figures for the next years at 6%. Mayor Randels remarked that there would not be an increase until January 1, 2008. The increase will be 7% for the first year and then 6% for the following 4 years. Council members agreed that this is the option that they would like to pursue. Council asked Mr. Railsback to provide a final report utilizing the agreed upon recommendations of the council. ADJOURNMENT: Mayor Randels adjourned the meeting at 7:14 pm. Pursuant to Section 286.105, 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. Statutes & Constitution :View Statutes :->2007->Ch0180->Section 136 : Online Sunshine Page 1 of 1 J MUNICIPALITIES Chapter 180 View Entire Chapter MUNICIPAL PUBLIC WORKS 180.136 Water or sewer utilities; notice. --Before a local government water or sewer utility increases any rate, charge, or fee for water or sewer utility service, the utility shall provide notice of the proposed increase to each customer of the utility through the utility's billing process. The notice shall state the date, time, and place of the meeting of the governing board of the local government at which such increase will be considered. The notice required in this section is in addition to any notice and public meeting requirements for ordinance adoption as provided by general law. History. --s. 11, ch. 2000-350. http://www.leg. state. fl.us/Statutes/index.cfm?App_mode=Display_Statute& Search_String... 9/12/2007 ARTICLE III. SERVICE RATES, DEPOSITS AND BILLING PROCEDURES* Page 1 of 2 Sec. 78-152. Monthly sewer rates. (a) Any user of the service of the sewer system shall pay a monthly charge or rate as set forth in appendix B to this Code. The schedule of fees is subject to revision as may be necessary to keep rates commensurate with the changes in the cost of providing service and is otherwise subject to revision due to any regulatory or environmental factors which increase the cost of sewage treatment. All revisions shall be done by resolution and shall become effective as of January 1 of each year. The city council may utilize, as a basis of any rate increase, a sewer rate study to be conducted, at a minimum, every five years. (b) It is the intent of this section that all condominiums or other developments, particularly developments with a mixture of housing types, be charged a sewer rate in accordance with the type of structure actually built. (Code 1981, § 671.03; Ord. No. 35-94, § 1, 9-20-94; Ord. No. 9-00, § 1, 8-15-00) Sec. 78-153. Payment of utility charges required. Bills for the monthly utility charges and fees shall be submitted and shall be payable within 30 days from the billing date. If such monthly bill shall be and remain unpaid on and after the 30 -day grace period, water and sewer service shall be subject to cutoff. If such monthly bill is not paid in full by the 30th day following that for which a billing has been rendered, an amount equal to ten percent of such bill due shall be added as a late charge. Upon failure of any user to pay within 60 days from beingbilled, the city shall cut off or cause to be shut off the connection of such user and shall not furnish him or permit him to receive from the system further service until all obligations owed by him to the city on account of the services shall have been paid in full. If such sewer service is shut off, before such service shall be restored the user thereof shall pay a reinstatement fee in the amount as set forth in appendix B to this Code, in addition to any other charges, late charges or penalties due. The city shall also have a lien on any parcel or property affected by any unpaid balance accrued under of article 11 of this chapter. Such lien shall be superior and paramount to the interest on such parcel or property of any owner, lessee, tenant, mortgagee or other person, except the lien of county taxes, and shall be on a parity with the lien of any such county taxes. If any such service shall not be paid as and when due and shall be in default for 30 days or more, the unpaid balance thereof and all interest accrued thereon, together with reasonable attorney's fees and costs, may be recovered by the city in a civil action, and any such lien and accrued interest may be foreclosed or otherwise enforced by the city by action or suit in equity as for the foreclosure of a mortgage under the property. (Code 1981, § 671.11; Ord. No. 11-2004, § 2, 6-15-04) Sec. 78-154. Sewer fees where owner has private water supply. (a) If the owner of property has his own private water supply and such owner becomes more than ten days delinquent in the payment of his monthly sewage disposal fee after billing, the city shall have the right to plug the sewer line leading to the owner's plumbing system. The owner shall have no right to reconnect this line or remove the plug until sewage disposal fees shall have been paid in full, together with a charge as set forth in appendix B to this Code. Such charge shall be imposed and added to any delinquent bill where the sewer line has been plugged for nonpayment. (b) If the owner has his own private water supply, the city shall require a deposit in the amount set forth in appendix B to this Code for residential sewage disposal service and in a sufficient amount as prescribed by the city from commercial and industrial accounts to cover a three- month service period; provided, however, that no such deposit shall exceed an amount set forth http://Iibraryl.municode.com/mce/DocView/12642/l/165/171 8/9/2007 ARTICLE III. SERVICE RATES, DEPOSITS AND BILLING PROCEDURES* Page 2 of 2 zz-X:'S i j .---6 in appendix B to this Code. (c) Reconnecting the sewer service or removing the plug in the sewer line until such sewage disposal fees are paid in full, together with the charge stated in subsection (a) of this section, shall be considered a violation of this section. (Code 1981, § 671.12) http://Iibraryl.municode.com/mcc/DocView/12642/l/165/171 8/9/2007 APPENDIX B SCHEDULE OF FEES* �s -f', Page 1 of 1 (b) Monthly sewer rates by customer class: 2002 2003 2004 (1) Public buildings. One multifamily unit is equal to 0.75 ERU. ERUs for Res. Comm. Res. Comm. each meter size are as follows: Comm. Res. Comm. Res. 3/4" water meter = 1.0 ERU 1" water meter = 2.5 ERUs 1 1/2" water meter = 5.0 ERUs customer $1.05 2" water meter = 8.0 ERUs $1.05 -- (2) Residential: $1.05 — $1.05 charge per Single-family: Detached residential dwelling unit, other than a mobile home, designated for A. and occupied by one family. (Charge per 1,000 gallons of water consumption is capped Sewer at 4,000 gallons per month.) Multifamily: Residential dwelling unit, B designed for and occupied by more than one $10.09 $10.40 family. (No sewer cap will be afforded to $10.71 $11.03 serve charge multifamily units.) Public buildings: Any building held, used or per ERU controlled exclusively for public purposes by any department or branch of government, C. state, county or municipal, without reference 422% 435% to the ownership of the building or of the realty 461°% Sewer usage upon which it is situated. (No sewer cap will of of be afforded to public buildings.) of (3) Commercial: Any building used for commercial, nonresidential purposes. TABLE INSET: TABLE INSET: http://libraryl.municode.com/mcc/DocView/12642/l/303 8/9/2007 2001 2002 2003 2004 2005 Res. Comm. Res. Comm. Res. Comm. Res. Comm. Res. Sewer customer $1.05 $1.05 -- $1.05 $1.05 — $1.05 charge per bill Sewer readiness to $9.80 $10.09 $10.40 $10.71 $11.03 serve charge per ERU 422% 435% 448% 461°% Sewer usage of of of of cost per water water water water 1,000 gallons $3.22 billing $3.32 billing $3.42 billing $3.52 billing $3.62 of water for the for the for the far the consumption City of City of City of City of Cocoa Cocoa Cocoa Cocoa TABLE INSET: http://libraryl.municode.com/mcc/DocView/12642/l/303 8/9/2007 850 Trafalgar Court Suite 300 Maitland, Florida 32751 Tel: (407) 661-9500 Far: (4007) 661-9599 www.brownandcaldwell.com January 22, 2007; Revised March 2, 2007 Ms. Andrea L. Bowers City Treasurer City of Cape Canaveral 105 Polk Avenue P.O. Box 326 Cape Canaveral, Florida 32920-0326 Subject: Sewer Rate Study (the "Study") Dear Ms. Bowers: 130985 Brown and Caldwell (BC) is pleased to present herein our Report concerning a Sewer System Rate Study authorized by the City of Cape Canaveral (the "City"). This Report contains the salient details and supporting analysis associated with the design and determination of recommended rate structure modifications and rate component adjustments. It should be noted that this Report is a revised version of the Sewer System Rate Study, as submitted to the City January 22, 2007, and contains the rate structure modification and rate adjustment implementation approach as directed by City Council through workshops held January 30, 2007 and February 27, 2007. During the course of the study, it was determined that the City's user rates should meet a number of goals and objectives consisting of: (i) operating revenues together with other available resources sufficient to provide for 100 percent of the fiscal requirements for the City of Cape Canaveral's Sewer Utility (the "Utility"); (ii) just and equitable rate structure and rates; and (iii) remain administratively compatible and publicly understandable. Another important consideration that influenced the study was for the City to have the ability to manage rate adjustments for all customer classifications, as the current revenue generating system subjects the Commercial class to City of Cocoa water rate adjustments. These goals and objectives were considered with the utmost priority during the course of developing the proposed rate structure modifications and rate adjustments contained herein. It should be emphasized that the user rate and charge portion of the Utility's revenue generating system consist of two primary items: 1) the rate structure; and 2) the rate components. The rate structure comprises the array and relationship of rate elements to the various customer classes and size of connections; and the rate components refer to the monetary amounts for each rate structure element. E n„ i a n m e .< t o E ra g. n e e s e*' C o n s u t a n t s Ms. Angela Bowers January 22, 2007; Revised March 2, 2007 Page 2 of 2 The recommendations result in different adjustment amounts based on class, size of connection and usage, which is the direct result of rate structure modifications to achieve more just and equitable recovery of costs. Uniform adjustments will occur upon the completion of rate structure modifications. It should also be noted that: (i) the Utility's primary financial resource to address the capital improvements and Depletion Funding is through the monthly user rates and charges; and (ii) the service area is nearing build out capacity resulting in diminishing Assessment Fees. Caution should be used when comparing rate and typical bill comparisons to those of other communities. Utilities throughout Florida and the nation differ significantly in many ways including but not limited to operations, service areas, customer characteristics, geographical location, quality of service, community standards and capitalization. These differences are all reflected in the amounts charged and impact on customer classes. We wish to acknowledge the assistance provided by your excellent staff in this assignment and thank the City for the opportunity to be of service. Very truly yours, BROWN AND CALDWELL Marco H. Rocca, C.M.C. Senior Consultant PAGenlCape CanaverahSewer Rate StudylAdditwal Services - MODEL 8 REPORT\Final Report - RevisedA, City of Cape Canaveral Sewer System Table of Contents General................................................................................................................................................................1 Existing Sever Revenue Generating System.................................................................................................1 ExistingSewer Customers................................................................................................................................2 ProjectedSewer Customers..............................................................................................................................3 Projected Fiscal Requirements.........................................................................................................................4 Existing Revenue Sufficiency...........................................................................................................................4 Revenue Sufficiency Based on Proposed Rate Structure Modifications and Rate Adjustments ...........6 RateStructure Modifications.............................................................................................................. 6 Customer Class Rate Determinants...................................................................................................6 NetRate Fiscal ReQuirements............................................................................................................ 7 Distribution of Net Rate Fiscal Requirements to Rate Structure Elements................................7 Proposed User Rates and Charges.....................................................................................................8 ProformaOperating Results...............................................................................................................9 ReserveFund Balances......................................................................................................................10 Resulting Change to Typical Monthly Bills and Distribution of Events per Customer Class..............11 Customer Class Revenue Contributions.......................................................................................................13 Comparisons to Other Communities...........................................................................................................14 Findings, Conclusion and Recommendations.............................................................................................15 Findings...............................................................................................................................................16 Conclusions.........................................................................................................................................16 Recommendations..............................................................................................................................17 APPENDIX A P50eNCape Canaveral\Sewer Rale StudyWdibonal Services- MODEL & REPORTTinal Report - Revised.doc 1 City of Cape Canaveral Sewer System List of Tables Table1. Existing Rates......................................................................................................................................2 Table2. Existing ERU Basis............................................................................................................................ 3 Table 3. Existing Customer Summary...........................................................................................................3 Table 4. Projected Total Fiscal Requirements...............................................................................................4 Table 5. Projected Customer Rate Determinants.........................................................................................7 Table 6. Net Rate Fiscal Requirement............................................................................................................ 7 Table 7. Distribution of Net Rate Fiscal Requirements...............................................................................8 Table8. Proposed Monthly Rates................................................................................................................... 8 Table 9. Proforma Operating Results............................................................................................................. 9 Table 10. Reserve Fund Balances..................................................................................................................10 Table 11. Typical Bill Comparisons..............................................................................................................12 Table 12. Distribution of Rate Adjustments Pursuant to Flow Elements..............................................13 Table 13. Contribution of Revenue by Class...............................................................................................13 Table 14. Neighboring Utility Comparison..................................................................................................15 List of Graphs Graph 1. Projected Operating, CIP and Reserves Funds Results — No Rate Change ............................5 Graph 2. Proposed Operating, CIP and Reserve Funds Results..............................................................11 Graph 3. Revenues by Customer Class.......................................................................................................14 List of Schedules Schedule 1. Sewer Customer Accounts, ERUs and Billable Flow............................................................18 Schedule 2. Net Rate Fiscal Requirements...................................................................................................19 Schedule 3. Capital Improvement Program.................................................................................................21 Schedule 4. Projected User Fee Revenues....................................................................................................22 Schedule 5. Proforma Operating Statement................................................................................................23 Schedule 6. Rate Component Calculation....................................................................................................24 P]GWCape CanaverallSewer Rate StudylAdditlonal Services- MODEL 8 REPORT' Final Report- Revised.doc 11 City of Cape Canaveral Sewer System General The City of Cape Canaveral, Florida (the "City") retained Brown and Caldwell (BC) to provide professional services concerning a Sewer System Rate Study (the "Study") with the primary goals and objectives being that the proposed rates result in: (i) operating revenues together with other available resources sufficient to provide for 100 percent of the fiscal requirements for the City of Cape Canaveral's Sewer Utility (the "Utility"); (ii) just and equitable rate structure and rates; and (iii) remaining administratively compatible and publicly understandable. Another important consideration that influenced the study was for the City to have the ability to manage rate adjustments for all customer classifications, as the current revenue generating system subjects the Commercial class to City of Cocoa water rate adjustments. The scope of this Study is directed only at the modifications and adjustments to the user rates and charges, which does not include the Utility's other service charges and Assessment Fees. The Study utilizes a methodology to establish user rates and charges predicated on existing conditions, community standards and ratemaking principles. This process results in uniform cost recovery where a reasonable relationships exists between the costs paid by customers and the benefits /services provided to the customer. A significant amount of information and data was collected from the City and other available sources and to the extent practicable were reviewed, compared and checked for appropriate use in the Study. The approach used in this Study first identifies the operating results based on existing rates, customer growth and fiscal requirements to determine revenue sufficiency or shortfall for operations, capital improvements and Depletion Funding. Depletion Funding is a level annual requirement previously identified by an engineering study representing amounts that should be accumulated to address current and future capital improvement expenditures to replace portions of the sewer system in the future. Any shortfall reflects the across the board percentage rate adjustment required to the existing rate structure and rates. The second part of the Study approach identifies certain rate structure modifications and rate adjustments required to achieve the level of revenues targeted. This Study contains forecasts and results that are based on assumptions of future events, which will inevitably change; however, a significant amount of historical reviews and analyses, together with the development of assumptions based on prudent engineering, financial and ratemaking relationships have been utilized in the development of the findings, conclusions and recommendations presented herein. Existing Sewer Revenue Generating System The Utility's existing cost recovery system for providing sewer service is comprised of: (i) user rates and charges (monthly usage charges); (ii) other operating revenues (special service requests, penalties, interest earnings, miscellaneous services etc.); and (iii) Assessment Fees from new connections. It should be noted that operating revenues provided through user rates, charges and fees and charges for other operating revenue services are unrestricted and primarily utilized to pay the Utility's operating and maintenance expenses; whereas Assessment Fee revenues are restricted and limited for use in expansion related projects and debt service. PAGen\Cape CanaverahSewer Rate StudylAdditional Services- MODEL 8 REPORT1Final Report - Revised.doc I City of Cape Canaveral Sewer System The operating user rates and charges, as established in Ordinance No. 9-00 adopted August 15, 2000 (the "Rate Ordinance"), consist of a series of monthly reoccurring charges and rates, which for the Single Family, Multifamily and Public Building customer classifications consist of - 1. Sewer Customer Charge — a uniform charge per bill. 2. Sewer Readiness To Serve Charge — a uniform charge per Equivalent Residential Unit (ERU). 3. Sewer Usage Cost — a charge based on the recorded billable metered water usage and a uniform rate per 1,000 gallons. It should be noted that Single Family connections are capped at 4,000 gallons per month. The Utility's existing cost recovery system was last adjusted with the adoption of the Rate Ordinance, along with amending Resolution No. 2000-42 adopted October 3, 2000, effective January 1, 2001, which provided for 3.0 percent annual indexing of the rate components. It should be noted that the last indexing of the rate components occurred January 1, 2003. Summarized in Table 1 are the existing rate structure and rate component amounts for Single Family, Multifamily and Public Building connections. Table 1. Existing Rates(i) Customer Billing Charge per Bill $ 1.05 Readiness to Serve per ERU $ 10.40 Usage Rate per 1,000 gallons of Usage (2) $ 3.42 (1) For Single Family, Multifamily and Public Building connections only (2) Capped at 4,000 gallons for Single Family connections. The existing rate structure and rate components for Commercial connections are predicated on the City of Cocoa's charges for potable water services. Commercial sewer service charges are based on the amount charged by the City of Cocoa for water service times the City's Commercial Sewer Service Factor, which is currently 4.35. Other operating revenues consist of amounts accumulated from specific charges for specific services provided including: (i) inspection/tap fees; (ii) wastewater discharge permit fees; and (iii) reuse hook- up fees; as well as late charges, penalty income, interest income and other miscellaneous charges. All new connections to the Utility are required to pay an Assessment Fee based on $2,337.81 per ERU. Assessment Fee revenues are accounted for separately with their use limited to system expansion related expenditures and/or debt service. Existing Sewer Customers Customer classifications as established through the Rate Ordinance consist of: (i) Single Family - detached residential dwelling units other than mobile homes; (ii) Multifamily - attached residential dwelling units either individually or master metered; (iii) Commercial - nonresidential connections; and (iv) Public Buildings - all connections associated with public purposes by any department or branch of government, state, county or municipal, without reference to the ownership of the building or of the realty upon which it is situated. Also established through the Rate Ordinance is the equivalency basis referred to as Equivalent Residential Unit, which relates a Single Family P:\Gen\Cape Canaveral\Sewer Rate Study\Additional Services - MODEL & REPORTTinal Report- Revised.doc 2 City of Cape Canaveral Sewer System dwelling unit to other customer classifications, dwelling units and sizes of connection. The ERU basis for Single Family and Public Building classifications is shown in Table 2. The equivalency basis for the Multifamily class is based on 0.75 ERUs per residential dwelling unit. As an example a twenty -unit Multifamily connection would be equivalent to 15 ERUs. Equivalencies for the Commercial customer class are currently based on the equivalency system used by the City of Cocoa for potable water. Table 2. Existing ERU Basis(i) Meter Size ERU 3/4" 1.00 1.0" 2.50 1.5" 5.00 2.0" 8.00 (1) For Single Family and Public Building connections only A billing frequency analysis was conducted on the billing records for fiscal year 2004/05 containing the recorded customer usage and the results were reconciled to financial records for verification (the "Billing Frequency Analysis"). Summarized in Table 3 are the results of the Billing Frequency Analysis, indicating that the Multifamily customer class is the largest based on both ERUs and annual usage, followed by Single Family, Commercial and Public Buildings. The fewer number of Multifamily connections is due to the significant number of master metered accounts; where more than one dwelling unit is attached to the Utility's facilities through a common point of connection. Table 3. Existing Customer Summary(') (1) Based on fiscal year 2004/05 customer usage and billing records. (2) Shown in thousands of gallons. (3) Multifamily ERUs represent the number of dwelling units. (4) Commercial ERUs shown are based on City of Cocoa eater Base Rate and meter size. Projected Sewer Customers Projections of Sewer Customers for the five year projection period is based on a review of historic activities, available land use within the City's sewer service area and discussions with City staff members. The results suggest that the growth amount is relatively small and limited. The growth projections by customer class consist of the following, as summarized from Schedule 1: • Single Family customers are projected to increase between 8 and 9 connections per year through fiscal year 2010/11. • Multifamily customers are projected to increase between 9 and 18 connections per year through fiscal year 2010/11. PAGaMCape CanaverallSewer Rate StudyVAdditional Services- MODEL & REPORTTinal Report - Revised.doc Average (month') Annual Usage Revenues Connections % ERUs % Amount(2) % Amount Single Family 1,708 71.0% 1,713 20.9% 90,187 25.7% $ 436,191 18.3% Multifamily (3) 517 21.5% 6,021 73.5% 202,364 57.8% 1,262,165 52.8% Commercial(4) 145 6.0% 382 4.7% 51,882 14.8% 661,685 27.7% Public Buildings 35 1.5% 72 0.9% 5,972 1.7% 29,851 1.2% Single Family 2,405 100.0% 8,188 100.0% 350,405 100.0% $ 2,389,892 100.0% (1) Based on fiscal year 2004/05 customer usage and billing records. (2) Shown in thousands of gallons. (3) Multifamily ERUs represent the number of dwelling units. (4) Commercial ERUs shown are based on City of Cocoa eater Base Rate and meter size. Projected Sewer Customers Projections of Sewer Customers for the five year projection period is based on a review of historic activities, available land use within the City's sewer service area and discussions with City staff members. The results suggest that the growth amount is relatively small and limited. The growth projections by customer class consist of the following, as summarized from Schedule 1: • Single Family customers are projected to increase between 8 and 9 connections per year through fiscal year 2010/11. • Multifamily customers are projected to increase between 9 and 18 connections per year through fiscal year 2010/11. PAGaMCape CanaverallSewer Rate StudyVAdditional Services- MODEL & REPORTTinal Report - Revised.doc City of Cape Canaveral Sewer System • Commercial customers are projected to increase approximately 1 connection per year through fiscal year 2009/10. • No increases are projected for Public Building customers. Projected Fiscal Requirements The expenses and costs to provide sewer service can be grouped into four primary categories with three associated with Operations and one with Capital Improvements: Operations • Operating and Maintenance (O&M) expenses -- those reoccurring fixed and variable expenses associated with labor, materials, supplies, services, etc. that are required to manage and operate the Utility at the required level of service; • Debt service -- principle and interest on bonds, loans or other debt instruments with associated revenue requirements pursuant to covenants contained in the loan agreement or debt authorizing resolution. • Other -- transfers in lieu of taxes or other purposes and Depletion Funding. Capital Improvements • Capital — improvements pursuant to the City's Capital Improvement Program (CIP) funded from reserves, debt or other sources. The City's Annual Budget for Fiscal Year 2006/07 (the "Budget") along with the findings adopted by the City Council regarding accumulation of suggested annual system Depletion Funding were used as the basis for identifying the fiscal requirements for the five year projection period. This Total Fiscal Requirement is comprised of two primary portions: 1) amounts to be funded by operating sources; and 2) amounts associated with capital requirements as mentioned above. The amounts associated with operations and capital including the anticipated unfunded portion of Depletion Funding is shown in Table 4 as summarized from Schedules 2 and 3. Table 4. Projected Total Fiscal Requirements Fiscal Year 2006/07 2007/08 2008/09 2009/10 2010/11 Operations O&M Expenses $ 2,132,800 $ 2,223,100 $ 2,317,400 $ 2,415,200 $ 2,515,200 Debt Service 649,400 649,400 649,400 649,400 649,400 Transfers and Contingencies 125,000 125,000 125,000 125,000 125,000 Depletion Funding - - 100,000 200,000 300,000 Subtotal Operations $ 2,907,200 $ 2,997,500 $ 3,191,800 $ 3,389,600 $ 3,589,600 Capital Current CIP 468,000 440,300 195,200 1,430,800 10,500 Total Fiscal Requirement $ 3,375,200 $ 3,437,800 $ 3,387,000 $ 4,820,400 $ 3,600,100 Unfunded Depletion Funding $ (464,400) $ (464,400 $ 364,400) $ (264,400) $ (164,400) Existing Revenue Sufficiency Revenue sufficiency based on the existing rate structure and rates was analyzed to obtain an understanding of the current capability of the rates to address the projected total fiscal requirements. P:\GenlCape Canaveral\Sewer Rate StudytAdditional Services - MODEL & REPORT\Final Report- Revised.doc 4 of Cape Canaveral Sewer System A discussion including supporting tables concerning this supplemental analysis is provided as Appendix A. The primary conclusion derived from the supplemental analysis is that existing rates are not sufficient and rate increases are needed to address projected operating and capital shortfalls. The amounts of the rate increases are dependent on several factors including but not limited to: (i) amount of transfer from existing reserves; (ii) level of capital improvements desired; and (iii) timing of rate increases. In general without use of reserves, compounded rate increases of approximately 10.5 percent per year are needed to fully address the cumulative shortfall including full funding of the Depletion Funding, as shown in Table Al of Appendix A. It should be noted that if shortfalls are addressed through the transfer of unrestricted reserves the financial stability of the Utility will be decreased, as illustrated in Graph 1. Prudent utility management directs that operating costs, debt service, certain transfers and Depletion Funding are provided from annual user rate and charge revenues. $5,500,000 $5,000,000 $4,500,000 $4,000,000 $3,500,000 $3,000,000 i $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 Graph 1. Projected Operating, CIP and Reserve Funds Results - No Rate Change 2006/07 2007/08 2008/09 2009/10 2010/2011 ■ Operating Expenses (1) El Operating Revenues (4) ® Revenue Fund (6) CIP Needs (2) ❑ Other Funds (5) ❑ Depletion Funding Account ■ Depletion Funding (3) ❑ Operating Surpluses ■ Expansion Fund (7) To assist in interpreting the graph the first column for each year represents fiscal requirements (uses), the second sources and the third reserves. (1) O&M Expenses, Debt Service. Transfers and Contingencies. (2) Amount of Capital per amended Budget. (3) Recommended level based on long term accumulation plan. (4) User Fee and Charges and Other Revenues from Operations. (5) Transfers from Reserve Funds. (6) Reserves from prior vear's earnings. (7) Reserves from Assessment Fees. PAGenlCape CanaverallSewer Rate Study�Addihonal Services - MODEL & REPORTT anal Report- Revised.dac 5 City of Cape Canaveral Sewer System Revenue Sufficiency Based on Proposed Rate Structure Modifications and Rate Adjustments Subsequent to the Sewer System Rate Study, dated January 2007, two public workshops were conducted with the City Council and administrative staff. The directions from these workshops focused primarily on the rate structure modifications, rate adjustments and effective date of such changes to the existing rates. Rate Structure Modifications The proposed rate structure modifications provide for a uniform basis pursuant to the customer characteristics identified through the billing frequency analysis reflected in Table 3 and existing community standards. The Existing Customer Summary in Table 3 indicates that modifications should be considered such that there are fewer differences between the average percentage of ERUs and Usage when compared to the Revenue percentage. As an example the percentages for Public Buildings are generally the same, whereas, the percentages for Single Family and Multifamily indicate that the amount of Revenue paid by these classes is materially less than their ERU and Usage position on the system. It is not being suggested that these amounts will ever be exactly the same; however, the comparison provides a useful tool in understanding the distribution of customer characteristics and cost recovery. The proposed rate structure modifications consist o£ (i) eliminating the cap on billable flow for Single Family connections over a four year period; (ii) using a flat monthly charge per dwelling unit for multifamily connections; and (iii) using the City's equivalency basis for Commercial connections along with reducing the City Commercial Sewer Adjustment Factor from 4.35 to 3.00. Several of the items that influenced the selection of the proposed rate structure modification were: 1. Reuse water at no charge is available to almost all properties within the sewer service area of the City. This availability of reuse water materially reduces the use of potable water for irrigation and other uses that do not impact the sewer system; therefore, removing the cap provision on the Usage element results in a more accurate wastewater discharge cost recovery characteristic for the Single Family customer class; 2. Multifamily dwelling units: (i) have relatively similar numbers of wastewater fixture units (i.e. sink drains, toilets, dishwasher, clothes washer etc.) as Single Family; and (ii) demonstrate a greater amount of non -occupancy occurring in the Utility. With a significant amount of the wastewater fiscal requirements being fixed equitable cost recovery is better represented for Multifamily through a "Flat Charge" with equivalency criteria similar to Single Family; and 3. Commercial connections should be subject to the rate adjustment criteria of the entity that provides the services. Customer Class Rate Determinants Pursuant to the above rate structure modifications user class rate determinants were calculated for the Test Year as summarized in Table 5, as detailed in Schedule 1. For ratemaking purposes the: (i) total number of connections is used to determine the monthly Customer Service Charge; (ii) total number of ERUs is used to determine the monthly Readiness to Serve Charge; and (iii) total amount of usage is used to determine the Usage Rate per 1,000 gallons. PAGenlCape Canaveral\Sewer Rate StudyWdibonal Services - MODEL d REPORTTtnal Report- Revised.dm City of Cape Canaveral Sewer System Table 5. Projected Customer Rate Determinants 2007/08 Avera e monthl Annual Usage (Test Year) Connections % ERUs (1) % Amount % Single Family 1,705 62.85% 1,710 19.04% 66,958 20.03% Multifamily 824 30.37% 6,778 75.45% 203,340 60.84% Commercial 149 5.49% 423 4.71% 57,966 17.34% Public Buildings 35 1.29% 72 0.80% 5,972 1.79% Total 2,713 1 100.00% 1 8,983 1 100.00%T 334,236 100.00% (1) Multifamily ERUs represents the number of dwelling units Net Rate Fiscal Requirements The City's Budget is the basis for the initial determination of the Net Rate Fiscal Requirement for the Test Year. The development of Net Rate Fiscal Requirement requires certain budget adjustments to reduce costs that are provided from revenue sources other than user rates and charges. The adjustments, pursuant to discussions with City staff, excluded capital items that may be funded through other sources and not the monthly user rates and charges. It should also be noted that the Net Rate Fiscal Requirements for the Test Year includes a rate stabilization adjustment provided from unrestricted operating reserves to manage the phasing of rates. The Net Rate Fiscal Requirements recovered through the proposed monthly user rates and charges is shown in Table 6, as summarized from Schedule 2. Table 6. Net Rate Fiscal Requirement Fiscal Requirements 2007/08 O&M Expenses $ 2,223,100 Debt Service 649,400 Transfers and Contingencies 125,000 Depletion Funding - Total $ 2,997,500 Less: Other Operating Revenues 67,800 Less: Rate Stabilization (1) 16,800 Net Fiscal Requirements $ 2,912,900 (1) Based on a full year of proposed rate modifications and rate adjustments. Distribution of Net Rate Fiscal Requirement to Rate Structure Elements Several key items are considered pursuant to the distribution of Net Rate Fiscal Requirements to the three rate structure elements of Customer Service Charge, Readiness to Serve Charge and Usage Rate. Ideally it would be preferred that all fixed costs are assigned to the charges that are at a constant amount per connection and the variable costs recovered from the usage rates. Such a distribution is not feasible or practicable primarily due to the fact that less than 10 percent of fiscal requirements are variable. Therefore, based on ratemaking principles of revenue stability, equitable cost recovery, administrative considerations and community standards the distribution of net rate fiscal requirements is proposed as summarized in Table 7, which results in between 67 and 69 percent of the revenues derived from the relatively stable sources of customer service and readiness to serve charges. PAGenlCape CaneverakSewer Rate Stedy\Addilional Services - MODEL & REPORTTinal Report - Revised.doc of Cape Canaveral Sewer Table 7. Distribution of Net Rate Fiscal Requirements Proposed User Rates and Charges The proposed amounts for each of the rate structure elements of the Test Year were developed based on the previously discussed rate structure modifications, rate determinants, City's Commercial Sewer Adjustment Factor and distribution of Net Rate Fiscal Requirement. The proposed amount for each of the rate structure elements of the three subsequent years to the Test Year is based on across the board compounded rate adjustments of 6.0% each year. The proposed rates are summarized in Table 8 as individually calculated in Schedule 6. Table 8. Proposed Monthly Rates 2007/08 Customer Charge 2008/09 Percent 1.44% Amount $ 42,000 Readiness to Serve Charge Percent 67.80% Amount $ 1,974,900 Usage Rate Percent 30.76% Amount $ 896,000 Proposed User Rates and Charges The proposed amounts for each of the rate structure elements of the Test Year were developed based on the previously discussed rate structure modifications, rate determinants, City's Commercial Sewer Adjustment Factor and distribution of Net Rate Fiscal Requirement. The proposed amount for each of the rate structure elements of the three subsequent years to the Test Year is based on across the board compounded rate adjustments of 6.0% each year. The proposed rates are summarized in Table 8 as individually calculated in Schedule 6. Table 8. Proposed Monthly Rates (1) The City's existing Commercial Sewer Adjustment Factor is 4.35. The proposed Commercial Sewer Adjustment Factor is 3.00. (2) Existing Rate based on Average per Billing Frequency analysis. P'\GenlCape Canaveral\Sewer Rate StudyWditional Services - MODEL & REPORTTinal Report - Revised.doc 8 Existing 2007/08 2008/09 2009/10 2010/11 Customer Charge per Bill Single Family $ 1.05 $ 1.29 $ 1.37 $ 1.46 $ 1.55 Multifamily $ 1.05 $ 1.29 $ 1.37 $ 1.46 $ 1.55 Commercial N/A $ 1.29 $ 1.37 $ 1.46 $ 1.55 Public Building $ 1.05 $ 1.29 $ 1.37 $ 1.46 $ 1.55 Readiness to Serve Charge per ERU Single Family $ 10.40 $ 11.22 $ 11.90 $ 12.62 $ 13.38 Multifamily $ 10.40 N/A N/A N/A N/A Commercial(') $ 9.61 $ 11.22 $ 11.90 $ 12.62 $ 13.38 Public Building $ 10.40 $ 11.22 $ 11.90 $ 12.62 $ 13.38 Usage Rate per 1,000 gallons Single Family $ 3.42 $ 3.63 $ 3.85 $ 4.09 $ 4.34 Multifamily $ 3.42 N/A N/A N/A N/A Commercial(`)(') $ 2.17 $ 3.63 $ 3.85 $ 4.09 $ 4.34 Public Building $ 3.42 $ 3.63 $ 3.85 $ 4.09 $ 4.34 Sewer Service Charge per Unit Multifamily (Flat Rate) N/A $ 19.23 $ 20.39 $ 21.62 $ 22.92 (1) The City's existing Commercial Sewer Adjustment Factor is 4.35. The proposed Commercial Sewer Adjustment Factor is 3.00. (2) Existing Rate based on Average per Billing Frequency analysis. P'\GenlCape Canaveral\Sewer Rate StudyWditional Services - MODEL & REPORTTinal Report - Revised.doc 8 City of Cape Canaveral Sewer Proforma Operating Results The projected results of the proposed rates and charges are shown in Table 9. Also shown are the amounts of additional revenues pursuant to: (i) rate structure modifications; and (ii) suggested annual across the board percentage rate increase adjustments. Proforma Operating Results clearly demonstrate the ability of the proposed rate revenue together with other revenues and transfers from prior year's earnings to meet the projected fiscal requirements, exceed debt service coverage and provide for a portion of the Depletion Funding in future years. It should be noted that the results for fiscal year 2007/08 included in Table 9 are pursuant to revenues generated from rate structure modifications and rate adjustments having an effective date of January 1, 2008, along with necessary transfers from prior years earnings for rate stabilization for both fiscal years 2006/07 and 2007/08. Table 9. Proforma Operating Results Sewer System 2006/070) 2007/08 (2) 2008/09 2009/10 2010/11 User Fees Revenues - No chane $ 2,534,000 $ 2,567,200 $ 2,948,900 $ 3,175,100 $ 3,406,700 Additional Revenues Rate Modifications - 214,500 20,200 15,600 60,900 Rate Increase - 98,400 179,800 194,500 209,800 User Fee Revenue $ 2,534,000 $ 2,880,100 $ 3,148,900 $ 3,385,200 $ 3,677,400 Rate Stabilization Other Operating Revenues 296,500 76,700 49,600 67,800 - 65,900 - 69,100 - 76,200 Total Revenue $ 2,907,200 $ 2,997,500 $ 3,214,800 $ 3,454,300 $ 3,753,600 O&M Expenses 2,132,800 2,223,100 2,317,400 2,415,200 2,515,200 Net Income $ 774,400 $ 774,400 $ 897,400 $ 1,039,100 $ 1,238,400 Debt Service 649,400 649,400 649,400 649,400 649,400 Balance $ 125,000 $ 125,000 $ 248,000 $ 389,700 $ 589,000 Non Operating Transfers and Contingencies 125,000 125,000 125,000 125,000 125,000 Depletion Funding - - 100,000 200,000 300,000 Net Balance $ - $ - $ 23,000 $ 64,700 $ 164,000 Unfunded Depletion Funding 464,400 $ 464,400 $ 364,400 $ 264,400 $ 164,400 Amount Coverage SRFL Required 1.15 1.15 1.15 1.15 1.15 Achieved 1.19 1.19 1.38 1.60 1.91 (1) Based on a full year of existing rate structure and rates. (2) Based on implementing proposed rate structure modifications and rate adjustments January 1, 2008 (9 months). 9 P\GenlCape Canaveral\Sewer Rate StudyVAddlnonal Services - MODEL & REPORT\Fi,a Report -Revised doc Citv of Cape Canaveral Sewer Reserve Fund Balances Reserve balances are a vital element in maintaining a fiscally sound utility. Funding for the capital improvements is anticipated to be primarily from restricted and unrestricted reserves of approximately $2,544,800. The fund balances resulting from annual cash inflows and outflows by primary categories are illustrated on Table 10. It should be noted that fiscal year 2007/08 is based on the assumption that the proposed rates will have an effective date of January 1, 2008. Also included in Table 10 is the Depletion Funding Account. The affect on the reserves as well as the commencement of the Depletion Funding Account, which can be used for additional capital needs, are also illustrated in Table 10. The amounts transferred to the Depletion Fund along with the resulting Operating Surpluses are pursuant to the Utility phasing in the annual Depletion Funding requirement while maintaining Operating Reserves of approximately six months of O&M respectively. The Operating, CIP and Reserve Funds results pursuant to the: (i) Fiscal Requirements; (ii) proposed rate structure modifications and rate adjustment; and (iii) funding of identified Capital Improvements; as discussed herein is illustrated in Graph 2. Table 10. Reserve Fund Balances (l) (1) Based on existing rates until anticipated effective date of proposed rates on January 1, 2008. (2) Based on 2.0 percent. PAGen\Cape Canaveral\Sewer Rale StudylAdditional services- MODEL & REPORTPinal Report- Revised doc 10 2006/07 2007/08 2008/09 2009/10 2010/11 Revenue Fund Beginning Bal. $ 1,941,900 $ 1,465,400 $ 1,225,500 $ 1,055,300 $ 1,010,001) Annual Operating Surplus - - - 23,000 64,700 Transfer to Operations (Rate Stabilization) (296,500) (49,600) - - - Transfer to Project Fund (180,000) (190,300) (170,200) (68,300) (10,500) Interest Earnings to Operations (35,200) (25,500) (21,100) (19,700) (20,000) Interest Earnings(2) 35,200 25,500 21,100 19,700 20,000 Ending Balance $ 1,465,400 $ 1,225,500 $ 1,055,300 $ 1,010,000 $ 1,064,200 Minimum Balance 6 Months of O&NI) 1,066,400 1,111,550 1,158,700 1,207,600 1,257,600_ Expansion Fund Beginning Bal. (unencumbered) $ 658,100 $ 736,200 $ 860,500 $ 1,185,200 $ 47,100 New Customer Assessment Fees 362,400 369,400 341,300 224,400 184,700 Transfer to Project Fund (288,000) (250,000) (25,000) (1,362,500) - Transfer to Operations For Debt Service - - - Interest Earnings to Operations - - - - - Interest Earnings(2) 3,700 4,900 8,400 - 500 Ending Balance $ 736,200 $ 860,500 $ 1,185,200 $ 47,100 $ 232,300_ Depletion Funding Account Beginning Bal. $ - $ - $ - $ 100,000 $ 300,000 Transfer In (From Operations) - 100,000 200,000 300,000 Transfer to Project Fund - - - - - Interest Earnings to Operations - - (2,000) (6,000) Interest Earnings(2) - - - 2,000 6,000 Ending Cash Balance $ $ - $ 100,000 1 $ 300,000 $ 600,000 (1) Based on existing rates until anticipated effective date of proposed rates on January 1, 2008. (2) Based on 2.0 percent. PAGen\Cape Canaveral\Sewer Rale StudylAdditional services- MODEL & REPORTPinal Report- Revised doc 10 of Cabe Canaveral Sewer $5,000,000 $4,500,000 $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 Graph 2. Proposed Operating, CIP and Reserve Funds Results 2006/07 2007/08 2008/09 2009/10 2010/11 ■ Operating Expenses (1) ID Operating Revenues (4) ® Revenue Fund (6) El CIP Needs (2) ❑ Other Funds (5) ❑ Depletion Funding Account ■ Depletion Funding (3) ❑ Operating Surpluses ■ Expansion Fund (7) To assist in interpreting the Graph the first column for each year represents fiscal requirements (uses), the second sources and the third reserves. (1) O&M Expenses, Debt Service. Transfers and Contingencies. (2) Amount of Capital per amended Budget. (3) Pursuant to phasing in the recommended level based on long term accumulation plan. (4) User Fee and Charges and Other Revenues from Operations. (5) Transfers from Reserve Funds. (6) Reserves from prior year's earnings. (7) Reserves from Assessment Fees. Resulting Change to Typical Monthly Bills and Distribution of Events per Customer Class Comparisons, for illustrative purposes, were developed showing the effective change on typical monthly service levels for each customer class, as shown in Table 11. It should be noted that the range of adjustments will vary materially based on customer class and usage primarily due to the rate structure modifications. Additionally, the greatest variances occur during the initial rate structure modifications period (2007/08), which also absorbs the increases required due to inflation since the last rate adjustment in 2003. P \Gen\Cape Canaveral\Sewer Rale SWdylAddibonal Services- MODEL & REPORT\Pinal Report-Revised,doc 11 City of Cape Canaveral Sewer Svstem Table 11. Typical Bill Comparisons Single Familv -- 3/4" connection using 4,000 Multifamily -- Per Unit using 3,000 gallons Commercial -- 3/4" connection using 10,000 gallons Public Buildings -- 3/4" connection using 7,000 gallons Utilizing data from the Billing Frequency Analysis, a matrix, provided as Table 12, for the fiscal year 2007/08 rate structure modifications and rate adjustments was developed illustrating at one thousand gallon increments: (i) the percentage of events; (ii) the cumulative percentage of events; and (iii) the approximate percent change in a monthly bill. As an example, for the Single Family class 13 percent of the bills with usage of 4,000 gallons are anticipated at approximately a 7.6 percent increase, also for the same customer class 63 percent of the bills issued for usage ranging from 0 to 4,000 gallons are anticipated at increases ranging between approximately 7.6 and 9.3 percent. P:\GeMCsps Canaveral\Sewer Rate Stody'Addibonal Services- MODEL & REPORT1Final Reporl - Revised.doc 12 2006/07 2007/08 2008/09 2009/10 2010/11 Single Family Existing $ 25.13 $ 25.13 $ 27.03 $ 28.67 $ 30.44 Proposed $ 25.13 $ 27.03 $ 28.67 $ 30.44 $ 32.29 Difference Amount $ - $ 1.90 $ 1.64 $ 1.77 $ 1.85 Percentage 0.00% 7.56% 6.07% 6.17% 6.08% Multifamily Existing $ 19.11 $ 19.11 $ 20.52 $ 21.76 $ 23.08 Proposed $ 19.11 $ 20.52 $ 21.76 $ 23.08 $ 24.47 Difference Amount $ - $ 1.41 $ 1.24 $ 1.32 $ 1.39 Percentage 0.00% 7.38% 6.04% 6.07% 6.02% Commercial Existing $ 136.10 $ 136.10 $ 143.85 $ 152.57 $ 162.02 Proposed $ 136.10 $ 143.85 $ 152.57 $ 162.02 $ 171.89 Difference Amount $ - $ 7.75 $ 8.72 $ 9.45 $ 9.87 Percentage 0.00% 5.69% 6.06% 6.19% 6.09% Public Buildings Existing $ 35.39 $ 35.39 $ 37.92 $ 40.22 $ 42.71 Proposed $ 35.39 $ 37.92 $ 40.22 $ 42.71 $ 45.31 Difference Amount $ - $ 2.53 $ 2.30 $ 2.49 $ 2.60 Percentage 1 0.00% 1 7.15% 6.07% 6.19% 6.09% Single Familv -- 3/4" connection using 4,000 Multifamily -- Per Unit using 3,000 gallons Commercial -- 3/4" connection using 10,000 gallons Public Buildings -- 3/4" connection using 7,000 gallons Utilizing data from the Billing Frequency Analysis, a matrix, provided as Table 12, for the fiscal year 2007/08 rate structure modifications and rate adjustments was developed illustrating at one thousand gallon increments: (i) the percentage of events; (ii) the cumulative percentage of events; and (iii) the approximate percent change in a monthly bill. As an example, for the Single Family class 13 percent of the bills with usage of 4,000 gallons are anticipated at approximately a 7.6 percent increase, also for the same customer class 63 percent of the bills issued for usage ranging from 0 to 4,000 gallons are anticipated at increases ranging between approximately 7.6 and 9.3 percent. P:\GeMCsps Canaveral\Sewer Rate Stody'Addibonal Services- MODEL & REPORT1Final Reporl - Revised.doc 12 of Cabe Canaveral Sewer Table 12. Distribution of Rate Adjustments Pursuant to Flow Events Flow 1,000gals.) 0 1 2 3 4 5 6 7 8 9 10 Above(') Single Family $ 499,700 $ 554,300 $ 608,000 $ 712,900 Multifamily 1,310,800 1,576,900 1,705,500 1,831,000 1,960,500 Commercial 757,500 Events 8% 11% 15% 16% 13% 10% 7% 5% 4% 3% 2% 6% Cumulative 8% 19% 34% 50% 63% 73% 81% 86% 89% 92% 94% 100% % Chane 9.3% 8.5% 8.1% 7.8% 7.6% 22.0% 36.5% 36.5% 36.5% 36.5% 36.5% 36.5% Multifamily Public Buildings 1.2% 1.1% 1.1% 1.1% 1.0% Events 4% 9% 24% 28% 17/0 8% 4% 2% 1% 1% 0% 2% Cumulative 4% 13% 37/0 66% 82% 90% 95% 97/0 98% 98% 98% 100% % Chane 131.9% 67.2% 30.8% 7.4% -8.9% -20.9% -30.1% -37.4% -43.3% -48.2% -52.3% 0.0% Commercial Events 16% 19% 10% 7% 81/o 6% 6% 3% 4% 3% 3% 14% Cumulative 16% 35% 45% 53% 61% 67/0 73% 77/0 80% 83% 86% 100% % Change -16.4% -10.5% -6.5% -3.5% -1.3% 0.5% 1.9% 3.1% 4.1% 5.0% 5.7/0 0.0% Public Buildings Events 18% 20% 9% 7% 6% 4% 3% 2% 1% 5% 3% 23% Cumulative 18% 38% 46% 54% 60% 64% 67% 69% 70% 75% 77/0 100% % Chane 9.3% 8.5% 8.1% 7.8% 7.6% 7.4% 7.3% 7.1% 7.1% 1 7.0% 6.9% 1 0.0% (1) % Change reflects Average. Single Family -- 3/4" connection IYlultifamily Per Unit Commercial -- 3/4" connection Public Buildings -- 3/4" connection Customer Class Revenue Contributions Pursuant to the proposed rate structure modifications and rate adjustments the resulting revenues contributed by each user class is shown in Table 13, and illustrated in Graph 3. This information demonstrates that although certain events within customer classes may experience material changes, the approximate impact on each customer class was not significantly affected. Table 13. Contribution of Revenues by Class (1) Based on a full year of existing rate structure and rates. (2) Based on a full year of proposed rate modifications and rate adjustments. P13enlGape Canaveral\Sewer Rate StudyWdditonal Services - MODEL & REPORT\Final Report - Revised.doc 13 2006/07 2007/08(2' 2008/09 2009/10 2010/11 Amounts Single Family $ 435,900 $ 499,700 $ 554,300 $ 608,000 $ 712,900 Multifamily 1,310,800 1,576,900 1,705,500 1,831,000 1,960,500 Commercial 757,500 804,400 855,200 910,300 965,800 Public Buildings 29)800 31,900 33,900 35,900 38,200 Total $ 2,534,000 $ 2,912,900 $ 3,148,900 $ 3,385,200 $ 3,677,400 Percentages Single Family 17.2% 17.2% 17.6% 18.0% 19.4% Multifamily 51.7% 54.1% 54.2% 54.1% 53.3% Commercial 29.9% 27.6% 27.2% 26.9% 26.3% Public Buildings 1.2% 1.1% 1.1% 1.1% 1.0% (1) Based on a full year of existing rate structure and rates. (2) Based on a full year of proposed rate modifications and rate adjustments. P13enlGape Canaveral\Sewer Rate StudyWdditonal Services - MODEL & REPORT\Final Report - Revised.doc 13 City of Cape Canaveral Sewer Graph 3. Revenue by Customer Class 2006/07 (1) 2007/08 (2) 2008/09 2009/10 2010/11 ■ Public Buildings ■ Commercial M Multifamily ■ Single Family (1) Based on a full year of existing rate structure and rates. (2) Based on a full year of proposed rate modifications and rate adjustments. Comparisons to Other Communities A comparison of typical Single Family, Multifamily, and Commercial monthly wastewater service bill amounts, exclusive of taxes and other charges, is provided in Table 14. It is important to note that utilities throughout Florida and the nation differ significantly in the way they are capitalized, operate, service areas, customer characteristics, geographical location, quality of service, community standards and many other factors. These differences are all reflected in the amounts charged and impact on customer classes. PiGWCape CanaverallSewer Rale Study\Addihonal Services - MODEL & REPORTTinal Report- Revised.doc 14 of Cape Canaveral Sewer Svstem Table 14. Neighboring Utility Comparison Single Family -- 3/4" connection using 4,000 Nlultifan-ly -- Per Unit using 3,000 gallons Commercial -- 3/4" connection using 10,000 gallons Findings, Conclusions and Recommendations The findings, conclusions, and recommendations presented herein were formulated based on reviews, analyses, community standards and ratemaking principles all predicated on existing and anticipated conditions. PF\GWGape Canaveral\Sewer Rate Study\Additional Services - MODEL & REPORT\Pinal Report- Revised doc 15 Single Family Multifamily City of Cape Canaveral -Commercial Existing $ 25.13 $ 19.11 $ 136.10 Proposed 2007/08) $ 27.03 $ 20.52 $ 143.85 Neighboring Utilities Brevard County Barefoot Bay $ 40.69 $ 35.80 $ 79.83 Barefoot Bay - Sewer Only $ 43.14 $ 43.14 $ 71.33 North Brevard $ 26.33 $ 21.31 $ 51.58 Indian River County $ 27.02 $ 22.27 $ 44.47 City of Cocoa Inside City $ 22.50 $ 19.00 $ 43.50 Outside City $ 28.15 $ 23.77 $ 54.43 City of Cocoa Beach Inside City $ 16.28 $ 16.28 $ 44.60 Outside City $ 20.33 $ 20.33 $ 53.31 City of Holly Hill Inside City $ 23.06 $ 17.47 $ 56.60 Outside City $ 28.85 $ 21.85 $ 70.85 City of Melbourne Inside City $ 27.87 $ 22.70 $ 58.89 Outside City (Mainland) $ 34.91 $ 28.43 $ 73.79 Beachside $ 26.33 $ 21.31 N/A City of New Smyrna Beach $ 31.14 $ 25.32 $ 63.42 City of Ormond Beach Inside City $ 20.62 $ 17.01 $ 49.24 Outside City $ 30.94 $ 25.51 $ 73.68 City of Palm Bay $ 31.63 $ 29.09 $ 56.32 City of Vero Beach Inside City $ 22.43 $ 19.40 $ 54.86 Outside City $ 24.66 $ 21.34 $ 60.23 City of West Melbourne $ 27.99 $ 23.76 $ 53.37 Average $ 27.74 $ 23.75 $ 58.65 Single Family -- 3/4" connection using 4,000 Nlultifan-ly -- Per Unit using 3,000 gallons Commercial -- 3/4" connection using 10,000 gallons Findings, Conclusions and Recommendations The findings, conclusions, and recommendations presented herein were formulated based on reviews, analyses, community standards and ratemaking principles all predicated on existing and anticipated conditions. PF\GWGape Canaveral\Sewer Rate Study\Additional Services - MODEL & REPORT\Pinal Report- Revised doc 15 of Cape Canaveral Sewer System Findings 1. The existing rates are not sufficient to fully fund the current budgeted and projected operating and other requirements of the system. 2. Continued use of reserves from prior year's earnings to address the rate deficiencies will result in the depletion of such reserves, which are necessary for financial stability and system creditworthiness. The current rate structure does not fully address the customer characteristics and community standards. 4. Rate adjustments for the Commercial class are directed by another entity. 5. Availability of reuse significantly influences Single Family customer characteristics and affects other classes. Conclusions Pursuant to the findings, goals, and objectives previously discussed and the analyses, assumptions, and considerations summarized herein, along with the needs of the community, the application of ratemaking principles, and the consultant's experience with similar utilities, it was concluded that: 1. Rate structure modifications are required for all customer classes, except Public Buildings. 2. User rate revenues need to be increased to meet the fiscal requirements of the Utility. 3. If sufficient rate adjustments are not implemented, then long-term debt financing should be considered to fund capital improvements needed for continued quality service and the health, safety and welfare of the City. 4. Master Metered Multifamily accounts that include the cost for sewer service in the annual budget and assessment process will benefit from the change to a flat rate, which allows for more accurate budget forecasting. It should also be noted that the ratemaking analysis and projections were developed and conducted using full fiscal years commencing October 1 st and ending September 30th. Pursuant to the direction of the City Council at two workshops the adoption of the proposed rate structure modifications and rate adjustments is projected to have an effective date of the first billing period after January 1, 2008. The results of the workshop provided that the Utility has the ability to reduce or defer costs, which in conjunction with the use of prior year earnings for non-operating needs should be sufficient to bridge the anticipated shortfall resulting from the effective date. P.1GedkCape CanaverallSewer Rate Study4Addilional Services - MODEL & REPORT1Final Repod- Revised.doc 16 City of Cape Canaveral Sewer System Recommendations It is therefore respectfully recommended that the City: 1. Proceed to adopt proposed rate structure modifications and rate adjustments with an effective date of the first billing period commencing on or after January 1, 2008. 2. Conduct a cost benefit analysis on reuse water provided from City's wastewater operations. 3. Reduce or defer costs, which in conjunction with the use of prior year's earnings for non- operating needs should be sufficient to bridge the anticipated shortfall resulting from the effective date. 4. In the event any material changes occur or are anticipated to occur in excess of the Operating Budget increase provision for inflation and/or any other material changes, as identified herein, to: (i) the number of customers; (ii) customer characteristics; or (iii) fiscal requirements; it is recommended that prior to adopting the annual budget direct that a Revenue Sufficiency Review be conducted to review compliance with loan requirements and continued quality service. The revenues, expenses, costs, and criteria associated with ratemaking are representative of averages that are developed primarily from historic and projected data. A significant amount of historical review and analysis together with the development of assumptions based on prudent engineering, financial, and ratemaking relationships have been utilized in the development of the proposed rates, fees, and charges proposed herein. Some of the assumptions will inevitably change or not materialize and unanticipated events may occur which could significantly change the results presented herein. The findings, conclusion and recommendations presented herein were formulated based on reviews, analysis and input from City staff, together with and predicated on existing conditions, community standards and ratemaking principles. P\GenlCape CanaverahSewer Rate StudytAdditlonal Services - MODEL & REPORTPinal Report- Revised.doc 17 City of Cape Canaveral Sewer System Schedule 1. Sewer Customer Accounts, ERUs and Billable Flow Projections Growth (1) Multifamily ERUs represents the number of dwelling units. P \Gen\Caoe Canave hS-, Rate SWdvlAdddlonal Services - MODEL & REPORT\Final ReDod- Revimd.doc 18 Reference 2006/07 2007/08 2008/09 2009/10 2010/11 Accounts Single Family 1 1,697 1,705 1,714 1,723 1,732 Multifamily 806 824 840 851 860 Commercial 148 149 150 151 151 Public Buildings 1 35 35 35 35 35 Total 2,686 2,713 2,739 2,760 2,778 ERUs Single Family i 1,702 1,710 1,719 1,728 1,737 Multifamily ' 6,629 6,778 6,914 7,000 7,070 Commercial 422 423 424 425 425 Public Buildings 4 72 72 72 72 72 Total 8,825 8,983 9,129 9,225 9,304 Usage Single Family 59,086 66,958 72,871 77,289 92,586 Multifamily 2.50 198,870 203,340 207,420 210,000 212,100 Commercial 11.39 57,829 57,966 58,103 58,240 58,240 Public Buildings 6.91 5,972 5,972 5,972 5,972 5,972 Total 321,757 334,236 344,366 351,501 368,898 Adjusted Flow Per ERU Single Family 2.89 3.26 3.53 3.73 4.44 Growth Reference Factors Single Family 1 1 0050 10050 L0050 1000 1 0(15() Multifamily 2 1 022 ' S 1,1012 .5 1,020) 1111 75 1.11100 Commercial 3 1 ()1()() 1 III Ot) 1.01()() I U 1()0 I .01150 Public Buildings 4 1.(_)0()1) 1,0000 1001H1 1.()()00 1.001)1) New Impact Fee ERUs 155 158 146 96 79 (1) Multifamily ERUs represents the number of dwelling units. P \Gen\Caoe Canave hS-, Rate SWdvlAdddlonal Services - MODEL & REPORT\Final ReDod- Revimd.doc 18 of Cape Canaveral Sewer System Schedule 2. Net Rate Fiscal Requirements (l) P1GenlCape CanaverallSewer Rale SWdylAdditional Services - MODEL & REPORTTinal Report - Revised.doc 19 Ref # 2006/07 2007/08 2008/09 2009/10 2010/11 Personnel Services Executive Salaries $ 148,000 $ 154,700 $ 161,700 $ 169,000 $ 176,600 Salaries and Wages 3 771,800 806,500 842,800 880,700 920,300 Overtime i 9,500 9,900 10,300 10,800 11,300 Special Pays 3 6,000 6,300 6,600 6,900 7,200 Christmas Bonus Special Pay 3,100 3,200 3,300 3,400 3,600 FICA Taxes 71,100 74,300 77,600 81,100 84,700 Retirement Contribution 54,900 57,400 60,000 62,700 65,500 Retirement Match > 23,500 24,600 25,700 26,900 28,100 Life and Health Insurance 206,900 216,200 225,900 236,100 246,700 Worker's Compensation 25,600 26,800 28,000 29,300 30,600 Unemployment Compensation 1) - - - - - Subtotal $ 1,320,400 $ 1,379,900 $ 1,441,900 $ 1,506,900 $ 1,574,600 Operating Expenses Legal Fees ? $ 5,000 $ 5,200 $ 5,400 $ 5,600 $ 5,800 Engineering Services ? 10,300 10,600 10,900 11,200 11,500 Physicals 1) 800 800 800 800 800 Audit Expense 3 16,000 16,700 17,500 18,300 19,100 Contract Services 22,000 23,100 24,200 25,300 26,300 Travel Per Diem 10,400 10,900 11,400 11,900 12,400 Communication Service 1 6,500 6,800 7,100 7,400 7,700 Postage ? 600 600 600 600 600 Utilities 145,600 152,600 160,200 167,700 174,500 Sludge Disposal Fees 1 82,100 83,600 85,200 86,600 87,500 General Insurance 1 188,900 197,400 206,300 215,600 225,300 Buildings & Grounds Maint 6 15,000 15,600 16,200 16,800 17,500 Plant & Equip. Maintenance 95,000 98,800 102,800 106,900 111,200 Collection System Maint. 0 30,000 31,200 32,400 33,700 35,000 Printing 1,500 1,500 1,500 1,500 1,500 Hurricane Prep/Recovery ? - - - - - Safety Supplies 6,000 61200 61400 6,600 6,800 Chemicals 68,000 70,000 72,100 74,300 76,500 Uniforms 1 7,000 7,300 7,600 7,900 8,300 Motor Fuel & Lubricants 2 8,500 8,800 9,100 9,400 9,700 Small Tools 7,000 7,200 7,400 7,600 7,800 Lab Supplies ? 30,000 30,900 31,800 32,800 33,800 General Supplies 2 13,000 13,400 13,800 14,200 14,600 Reclaimed Water Supplies ? 6,000 6,200 6,400 6,600 6,800 Subscriptions & Training 1 6,000 6,300 6,600 6,900 7,200 Operating Fees & Licenses ? 9,000 9,300 9,600 9,900 10,200 Contingency 1 22,200 22,200 22,200 22,200 22,200 Subtotal $ 812,400 $ 843,200 $ 875,500 $ 908,300 $ 940,600 Total O&M $ 2,132,800 $ 2,223,100 $ 2,317,400 $ 2,415,200 $ 2,515,200 P1GenlCape CanaverallSewer Rale SWdylAdditional Services - MODEL & REPORTTinal Report - Revised.doc 19 City of Cape Canaveral Sewer Svstem Schedule 2. Net Rate Fiscal Requirements 0) (Continued) Growth Factors Ref # 2006/07 2007/08 2008/09 2009/10 2010/11 Capital 0 0.000 11.t)tiil 0.000 0.000 0.000 Facility Improvements 1 $ - $ - $ - $ - $ _ Lift Station Rehabilitation 2 0.000 1 I I s1 i 1.030 1.030 1.030 Force Main Replacement 3 0.000 1114�- 1.045 1.045 1.045 Collection System Improvement 4 0.000 1.018 1.019 1.017 - Reuse Installation 5 0.000 1.048 1.050 1.047 1.041 Capital Equipment 6 0.000 1 11till 1.040 1.040 - Subtotal 7 $ - $ - $ _ $ _ $ _ Debt Service 8 0.000 1.048 1.050 1.047 1.041 Existing SRLF hTp!t $ 649,400 $ 649,400 $ 649,400 $ 649,400 $ 649,400 Proposed Input - - - - - Subtotal $ 649,400 $ 649,400 $ 649,400 $ 649,400 $ 649,400 Transfers & Contingencies Transfer to General Fund 1 $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 125,000 Contingency Depletion Funding tnptit - - 100,000 200,000 300,000 Subtotal $ 125,000 $ 125,000 $ 225,000 $ 325,000 $ 425,000 Total $ 2,907,200 $ 2,997,500 $ 3,191,800 $ 3,389,600 $ 3,589,600 Other Revenue Cash Forward (Rate Stabilization) Input 296,500 16,800 - - - Utility Operating Income 1 I - - - - - Utility Penalty Income °1 36,000 36,700 38,900 41,200 43,700 Sewer Assessment Fees 111pur - - - - - Reuse Hook -Up Fees 5,000 5,100 5,400 5,700 6,000 Interest Earnings Input 35,200 25,500 21,100 21,700 26,000 Refund Prior Year Expenditures - - - - - Utility Service Term Fees - - - - - Miscellaneous 500 500 500 500 500 Employee Ins. Contribution t i - - - - - Transfer from Expansion Fund 111pui - - - - - Subtotal $ 373,200 $ 84,600 $ 65,900 $ 69,100 $ 76,200 Net Fiscal Requirement $ 2,534,000 $ 2,912,900 $ 3,125,900 $ 3,320,500 $ 3,513,400 Growth Factors Ref # 2006/07 2007/08 2008/09 2009/10 2010/11 Zero 0 0.000 11.t)tiil 0.000 0.000 0.000 Constant 1 0.000 1 11i u i 1.000 1.000 1.000 Inflation 2 0.000 1 I I s1 i 1.030 1.030 1.030 Personnel 3 0.000 1114�- 1.045 1.045 1.045 Customer Growth 4 0.000 1.018 1.019 1.017 1.010 Customer Growth * Inflation 5 0.000 1.048 1.050 1.047 1.041 Repairs & Maintenance 6 0.000 1 11till 1.040 1.040 1.040 Interest Earnings 7 0.000 0.020 0.020 0.020 0.020 Utilities 8 0.000 1.048 1.050 1.047 1.041 Rate Adjustments 9 0.000 1.050 1.050 1.050 1.050 Customer Growth * Rate Adjustments 10 0.000 1.069 1.070 1.067 1.061 Rounding 1 -2 (1) Rate Stabilization based on full vear for both 2006/07 (existing rate structure and rates) and 2007/08 (proposed rate structure modifications and rate adjustments). P.1GenlCape CanaverallSewer Rate StudylAdditional Services - MODEL 8 REPORT1Final Repod - Revised.doc 20 City of Cape Canaveral Sewer System Schedule 3. Capital Improvement Program and Depletion Funding Fiscal Year 2006/07 2007/08 2008/09 2009/10 2010/11 Current CIP $ 468,000 $ 440,300 $ 195,200 $ 1,430,800 $ 10,500 Depletion Funding(i) 464,400 464,400 464,400 464,400 464,400 Total $ 932,400 $ 904,700 $ 659,600 $ 1,895,200 $ 474,900 Funding Strategy Current CIP Prior Year's Earnings $ 180,000 $ 190,300 $ 170,200 $ 68,300 $ 10,500 Assessment Fee Reserves 288,000 250,000 25,000 1,362,500 - Subtotal $ 468,000 $ 440,300 $ 195,200 $ 1,430,800 $ 10,500 Depletion Funding User Fees $ - $ - $ 100,000 $ 200,000 $ 300,000 Unfunded Current CIP $ - $ - $ - $ - $ - Depletion Funding $(464,400) $(464,400) $(364,400) $ (264,400) $(164,400) (1) Recommended level of funding. P1GeOCape CanaveranSewer Rate StudyWdditional Services - MODEL & REPORnFinal Report- RevisedAoc 21 of Cape Canaveral Sewer Svstem Schedule 4. Projected User Fee Revenues (1) Based on a full year of existing rate structure and rates. (2) Based on a full year of proposed rate structure modifications and rate adjustments. P1GenlCape Canavaral\Sewer Rate Study\Additional Services - MODEL & REPORAFinal Report- Revised.doc 22 2006/070) 2007/08(2) 2008/09 2009/10 2010/11 Customer Charge per Bill Single Family $ 21,400 $ 26,400 $ 28,200 $ 30,200 $ 32,200 Multifamily 10,200 12,800 13,800 14,900 16,000 Commercial - 2,300 2,500 2,600 2,800 Public Buildings 400 500 600 600 700 Subtotal $ 32,000 $ 42,000 $ 45,100 $ 48,300 $ 51,700 Readiness to Serve Charge per ERU Single Family $ 212,400 $ 230,200 $ 245,500 $ 261,700 $ 278,900 Multifamily 620,500 - - - - Commercial 212,200 170,900 181,600 193,100 204,700 Public Buildings 9,000 9,700 10,300 10,900 11,600 Subtotal $ 1,054,100 $ 410,800 $ 437,400 $ 465,700 $ 495,200 Usage Rate per 1,000 gal. Single Family $ 202,100 $ 243,100 $ 280,600 $ 316,100 $ 401,800 Multifamily 680,100 - - - - Commercial 545,300 631,200 671,100 714,600 758,300 Public Buildings 20,400 21,700 23,000 24,400 25,900 Subtotal $ 1,447,900 $ 896,000 $ 974,700 $ 1,055,100 $ 1,186,000 Sewer Service Charge Multifamily - 1,564,100 1,691,700 1,816,100 1,944,500 Combined Single Family $ 435,900 $ 499,700 $ 554,300 $ 608,000 $ 712,900 Multifamily 1,310,800 1,576,900 1,705,500 1,831,000 1,960,500 Commercial 757,500 804,400 855,200 910,300 965,800 Public Buildings 29,800 31,900 33,900 35,900 38,200 Total $ 2,534,000 $ 2,912,900 $ 3,148,900 $ 3,385,200 $ 3,677,400 (1) Based on a full year of existing rate structure and rates. (2) Based on a full year of proposed rate structure modifications and rate adjustments. P1GenlCape Canavaral\Sewer Rate Study\Additional Services - MODEL & REPORAFinal Report- Revised.doc 22 City of Cape Canaveral Sewer System Schedule 5. Proforma Operating Statement Sewer System 2006/07(l) 2007/08(2) 2008/09 2009/10 2010/11 Revenues User Fees Customer Charge $ 32,000 $ 32,300 $ 42,300 $ 45,400 $ 48,600 Readiness to Serve Charge 1,054,100 1,069,500 412,400 439,200 467,100 Usage Rate 1,447,900 1,465,400 898,700 977,700 1,056,800 Sewer Service Charge - - 1,595,500 1,712,800 1,834,200 Subtotal $ 2,534,000 $ 2,567,200 $ 2,948,900 $ 3,175,100 $ 3,406,700 Additional Revenues Rate Modifications - 214,500 20,200 15,600 60,900 Rate Increase - 98,400 179,800 194,500 209,800 User Fee Revenue $ 2,534,000 $ 2,880,100 $ 3,148,900 $ 3,385,200 $ 3,677,400 Rate Stabilization 296,500 49,600 - - - Other Operating Revenues 76,700 67,800 65,900 69,100 76,200 Total Revenue $ 2,907,200 $ 2,997,500 $ 3,214,800 $ 3,454,300 $ 3,753,600 O&M Expenses 2,132,800 2,223,100 2,317,400 2,415,200 2,515,200 Net Income $ 774,400 $ 774,400 $ 897,400 $ 1,039,100 $ 1,238,400 Assessment Fees - - - - Net O er Income + Asses Fees $ 774,400 $ 774,400 $ 897,400 11 $ 1,039,100 $ 1,238,400 Debt Service SRLF Loans $ 649,400 $ 649,400 $ 649,400 $ 649,400 $ 649,400 Proposed - - - - - Total Debt Service $ 649,400 $ 649,400 $ 649,400 $ 649,400 $ 649,400 Balance $ 125,000 $ 125,000 $ 248,000 $ 389,700 $ 589,000 Non Operating Capital from Rates $ - $ - $ - $ - $ - Transfer to General Fund 125,000 125,000 125,000 125,000 125,000 Contingency - - - - - Depletion Funding - - 100,000 200,000 300,000 Total Non Operating $ 125,000 $ 125,000 $ 225,000 $ 325,000 $ 425,000 Net Balance $ - $ - $ 23,000 $ 64,700 $ 164,000 Unfunded Depletion Funding Amount $ 464,400 $ 464,400 $ 364,400 $ 264,400 $ 164,400 Coverage SRFL Required 1.15 1.15 1.15 1.15 1.15 Achieved 1.19 1.19 1.38 1.60 1.91 (1) Based on a full year of existing rate structure and rates. (2) Based on implementing proposed rate structure modifications and rate adjustments January 1, 2008 (9 months). PiGenTape CanaveraASe T Rale SludylAdditional Services - MODEL & REPORTTinal Report- Revised.doc 23 City of Cape Canaveral Sewer Schedule 6. Rate Component Calculation (1) Kate element amounts based on increases of 6.0`40 as applied to prior year's rate amount. PSGeOCape CanaverallSewer Rate Sludy�Addnional Services- MODEL & REPORt, Final Reporl - Reviaed.doc 24 2007/08 2008/090) 2009/100) 2010/110) Single Family Customer Charge Allocated Net Rate Fiscal Requirement $ 26,395 Divided by Annual Determinants (# of Accounts * 12) 20,460 Equals Monthly Customer Charge per Account $ 1.29 $ 1.37 $ 1.46 $ 1.55 Readiness to Serve Allocated Net Rate Fiscal Requirement $ 230,242 Divided by Annual Determinants (# of ERUs * 12) 20,520 Equals Monthly Readiness to Serve Charge per ERU $ 11.22 $ 11.90 $ 12.62 $ 13.38 Usage Rate Allocated Net Rate Fiscal Requirement $ 243,061 Divided by Annual Determinants (Annual water flow - Pursuant to cap provision) 66,958 Equals Usage Rate per 1,000 gallons of water (Pursuant to cap provision)$ 3.63 $ 3.85 $ 4.09 $ 4.34 Multifamily Customer Service Allocated Net Rate Fiscal Requirement $ 12,756 Divided by Annual Determinants (# of Accounts * 12) 9,888 Equals Monthly Customer Charge per Account $ 1.29 $ 137 $ 1.46 $ 1.55 Sewer Service Charge (Flat Fee) Allocated Net Rate Fiscal Requirement $ 1,564,100 Divided by Annual Determinants (# of ERUs * 12) 81,336 Equals - Monthly Sewer Service Charge per Multifamily Unit per Account $ 19.23 $ 20.39 $ 21.62 $ 22.92 Commercial Customer Charge Allocated Net Rate Fiscal Requirement $ 2,307 Divided by Annual Determinants (# of Accounts * 12) 1,788 Equals Monthly Customer Charge per Account $ 1.29 $ 1.37 $ 1.46 $ 1.55 Readiness to Serve Allocated Net Rate Fiscal Requirement $ 170,864 Divided by Annual Determinants (# of ERUs * 12) * Commercial Sewer Adjustment Factor 15,228 Equals Monthly Readiness to Serve Charge per ERU $ 11.22 $ 11.90 $ 12.62 $ 13.38 Usage Rate Allocated Net Rate Fiscal Requirement $ 631,260 Divided by Annual Determinants (Annual water flow) * Commercial Sewer Adjustment Factor 173,898 Equals Usage Rate per 1,000 gallons of water $ 3.63 $ 3.85 $ 4.09 $ 4.34 Public Buildings Customer Charge Allocated Net Rate Fiscal Requirement $ 542 Divided by Annual Determinants (# of Accounts * 12) 420 Equals Monthly Customer Charge per Account $ 1.29 $ 1.37 $ 1.46 $ 1.55 Readiness to Serve Allocated Net Rate Fiscal Requirement $ 9,694 Divided by Annual Determinants (# of ERUs * 12) 864 Equals Monthly Readiness to Serve Charge per ERU $ 11.22 $ 11.90 $ 12.62 $ 13.38 Usage Rate Allocated Net Rate Fiscal Requirement $ 21,679 Divided by Annual Determinants (Annual water floxv) 5,972 Equals Usage Rate per 1,000 gallons of water $ 3.63 $ 3.85 $ 4.09 $ 4.34 (1) Kate element amounts based on increases of 6.0`40 as applied to prior year's rate amount. PSGeOCape CanaverallSewer Rate Sludy�Addnional Services- MODEL & REPORt, Final Reporl - Reviaed.doc 24 City of Cape Canaveral Sewer System APPENDIX A Revenue Sufficiency Based on Existing Rate Structure and Rates In addition to the revenues generated from annual operating user rates and charges and Assessment Fees the budgeted fiscal requirements are balanced through the use of prior year's earnings, which are accumulated reserves from previous operations. This is an acceptable practice provided that: 1) sufficient reserves are maintained to address future needs and uncertainties; and 2) operating revenue amounts reasonably represent the costs of services. As projected in Table Al revenues provided from the existing rates will not be sufficient to provide for the projected fiscal requirements. Across the board adjustments, assuming no change in the City of Cocoa's potable water rates, in the amounts shown would be necessary to fully meet the fiscal requirements. It should be noted that Operating Revenue projections are base on existing rates and were not indexed for inflation or other purposes. This is a clear indication of the recent affect of inflation on operating expenses and the significantly higher cost for capital improvement. In order to eliminate the cumulative shortfall of approximately $4,400,300 and maintain the majority of the operating reserves, annual rate adjustments of approximately 10.5 percent are required. Adjustments of approximately 5 percent annually will provide approximately $1,821,300 over the five years, which is sufficient to meet operating needs but will not fund the balance of the requirements. Furthermore, operating reserves are not sufficient to fund the difference and if used would place the Utility in greater financial risk. Table Al. Projected Revenue Sufficiency (Shortfall) Fiscal Year 2006/07 2007/08 2008/09 2009/10 2010/11 Operating Revenues $ 2,610,000 $ 2,643,200 $ 2,674,300 $ 2,695,400 $ 2,711,500 Operating Requirements $ 2,782,200 $ 2,872,500 $ 2,966,600 $ 3,064,300 $ 3,164,300 Cumulative Surplus (Shortfall) Amount $ (172,200) $ (229,300) $ (292,300) $ (368,900) $ (452,800) Percent -6.60% -8.68% -10.93% -13.69% -16.70% Prior Years Earnings $ - $ - $ - $ - $ - Transfers $ 125,000 $ 125,000 $ 125,000 $ 125,000 $ 125,000 Cumulative Surplus (Shortfall) Amount $ (297,200) $ (354,300) $ (417,300) $ (493,900) $ (577,800) Percent -11.39% -13.40% -15.60% -18.32% -21.31% Assessment Fee Revenues $ 288,000 $ 250,000 $ 25,000 $ 1,362,500 $ - Prior Years Earnings $ 180,000 $ 190,300 $ 170,200 $ 68,300 $ 10,500 Capital Expenditures $ 468,000 $ 440,300 $ 195,200 $ 1,430,800 $ 10,500 Cumulative Surplus (Shortfall) Amount $ (297,200) $ (354,300) $ (417,300) $ (493,900) $ (577,800) Percent -11.39% -13.40% -15.60% -18.32% -21.31% Depletion Funding $ 464,400 $ 464,400 $ 464,400 $ 464,400 $ 464,400 Cumulative Surplus (Shortfall) Amount $ (761,600) $ (818,700) $ (881,700) $ (958,300) $(1,042,200) Percent -29.18% -30.97% -32.97% -35.55% -38.44% Additional Revenue Amounts Based on Uniform Percentage at: 5.00% $ 130,500 $ 234,300 $ 347,100 $ 477,100 $ 619,600 10.50% $ 274,100 $ 543,700 $ 847,200 $ 1,195,900 $ 1,588,400 P \Gen\Cape Canaveral\S—r Rate StudyWdditnal Services- MODEL & REPORTTsnal Report- Reviaed.doc 1 of Cape Canaveral Sewer System Conclusions Based on Existing Rate Structure and Rates The primary conclusions that are derived from the above revenue sufficiency analysis is that the existing rates are between 5 and 11 percent deficient to adequately recover the operating and capital requirements and fund a portion or all of the asset depletion. P]GaMCape CanaverahSe— Rate StudyWdihonal Services- MODEL & REPORTTinal Report - Revised.doc 2 Meeting Type: Regular Meeting Date: 09-18-07 AGENDA Heading Discussion Item Summary Explanation & Background: No. Discussion only; please advise. AGENDA REPORT CITY COUNCIL OF THE CITY OF CAPE CANAVERAL SUBJECT: DISCUSSION: CITIZEN AWARENESS AND PARTICIPATION PLAN DEPT/DIVISION: LEGISLATIVE Requested Action: Council Member Buzz Petsos requested that City Council review and comment on the attached Citizen Awareness and Participation Plans (CAAP), and if there is any interest in establishing a CAAP as part of the development process. Summary Explanation & Background: The city attorney has supplied copies of the City of Winter Springs and City of Longwood CAAP, attached. Discussion only; please advise. Exhibits Attached: Winter Springs and Longwood CAAP's City Mana ' ffice Department LEGISLATIVE ca im\my ome admin\council\meeting\2007\09-18-07\caap.doc Page 1 of 2 Bennett Boucher From: Buzz Petsos [buzzpetsos@earthIink.net] Sent: Thursday, September 06, 2007 12:34 PM To: Bennett Boucher Subject: FW: CAPP Documents from Longwood and Winter Springs Importance: High Bennett, 1'd like to place the info that Anthony has supplied on our next Council meeting. Thanks, Buzz From: Anthony Garganese[mailto:agarganese@orlandolaw.net] Sent: Thursday, September 06, 2007 12:22 PM To: Bennett—Boucher; Bob_Hoog_Council; buzzpetsos; C. Shannon Roberts; Leo Nicholas; Rocky_Randels_(E- mail) Cc: Kim McIntire Subject: CAPP Documents from Longwood and Winter Springs Importance: High Council and Kim, here is a copy of the City of Longwood program manual that we discussed last night. I have also included some related materials from the City of Winter Springs that you may find interesting as well. Please let me know if you need anything else. Kim, please provide a hard copy to Leo or any other council member that needs one. Thank you. Anthony Garganese 225 East Robinson Street, Suite 660 P.O. Box 2873 Orlando, Florida 32802-2873 Phone (407) 425-9566 Fax (407) 425-9596 Kissimmee (321) 402-0144 Cocoa & Viera (866) 425-9566 Website: www.orlandolaw.net Email: agarganese@orlandolaw.net Any incoming e-mail reply to this communication will be electronically filtered for "spam" and/or "viruses." That filtering process may result in such reply being quarantined (i.e., potentially not received at our site at all) and/or delayed in reaching us. For that reason, we may not receive your reply and/or we may not receive it in a timely manner. Accordingly, you should consider sending communications to us which are particularly important or time -sensitive by means other than e-mail. 9/10/2007 CITY OF WINTER SPRINGS Citizen Awareness Participation Plan Resource Handbook City of Winter Springs Citizen Awareness and Participation Plan Resource Handbook Table of Contents Introduction The Citizen Participation Process------------------------------------------ 3 Step One: Developing and Citizen Participation Plan---------- 4 Step Two: Implementing Your Plan—___________________________ 5 Step Three: Reporting on What Happened ------------------- 7 Citizen Participation Plan Checklists Step One: Plan g Step Two: Implementation--------____________________________ 10 Step Three: Final Report---___________________________________ 11 What to Consider When Drafting a Neighborhood Letter------------- 12 Sample Neighborhood Meeting Notification Letter---------------- 13 Tips for an Effective Presentation---------------------------------------- 14 Tips for Handling Difficult Questions, Situations, Confrontation---- 15 Conclusion------------------------------------------------------------------- 16 INTRODUCTION Winter Springs residents and property owners are becoming increasingly interested in development issues and more insistent on being involved in the decisions that affect them. In an effort to meet the needs of this interested community, the City has developed a program entitled Citizen Awareness and Participation Plan (CAPP) to ensure early and effective citizen participation in conjunction with proposed development applications. Winter Springs' Land Development code now requires project applicants to create and implement a citizen participation plan prior to gaining Planning Division approval of the application and before any public hearing is scheduled. The purpose of the Citizen Awareness and Participation Plan is to ensure that both developers and citizens have adequate opportunities early in the planning process to discuss, develop an understanding of, and try to resolve neighborhood issues related to the perceived or real impacts of a proposed project. The Plan does not guarantee success, but is instead a tool to help guide you during implementation of the CAPP program for your project. This handbook is designed to assist you in implementing your Citizen Awareness Participation Plan as required by the City's Land Development Code. The Citizen Participation Process Winter Springs is experiencing a significant reemergence of civic responsibility, citizen participation and neighborhood spirit. The Winter Springs City Commission is committed to ensuring that this renewed interest is captured and used productively in municipal decision-making, particularly as it relates to land use and development issues. The City's Citizen Awareness and Participation Plan requirement is designed to focus attention on the importance of citizen participation early in the planning process and the relationship of that participation to completing a successful development project in Winter Springs. The Citizen Awareness and Participation Plan is designed to: • Encourage early participation in the public review process. • Open a dialogue between the applicant and affected neighborhoods/property owners. • improve communication between the development community, citizens and Winter Springs City government. Three Easy Steps to Success The citizen participation process consists of three steps. Prepare a Citizen Participation Plan — This will be a written plan what will describe how you intend to notify interested parties of your proposed project and how those people will have an opportunity to comment on your project. The plan will be reviewed by the City Planning Division. City staff can help with much of the information that needs to be provided in the plan, particularly in identifying issues that are likely to arise when you go out to residents and property owners. 2. Implement the Plan —This is where you go out to the public and do what the plan outlines. This handbook has information on where and how to hold meetings, how to deal with conflicts, and successful ways to approach the task of citizen participation. 3. Report What Happened — This written report will be reviewed and approved by City staff and will be given to the decision-making bodies for their use during the formal public hearing process. It is a summary of what was done, the issues and concerns raised during the process, and what you have done or will do to address those issues. Step One: Developing a Citizen Participation Plan The product will be a written plan that you will submit to the Planning Division. City staff will review your draft plan, make comments and review your revisions, just as for any other portion of your application. The staff can be used as a resource for certain information as you prepare your plan. Before you write your plan, you need to think about the following: 1. Who might be impacted by your project? Who are the residents, property owners, businesses and others who might be interested in your project? Who will be directly affected? Who will be indirectly affected? Who will not be affected but think they will? Who may want to get involved even though they realize they won't be affected? Differentiate between groups based on impact. For example, most residents of a neighborhood have different concerns depending on what part of the neighborhood they're in. A resident living immediately next to your proposed project's site may have different concerns — and more strongly held concerns — than the rest of their neighborhood. A resident living on a busy collector street in the neighborhood may have much more concern about the traffic impacts of your project than someone living on a cul-de-sac. Treating the entire neighborhood as if they have uniform concerns may cause you to miss or gloss over important issues. 2. What are the concerns, problems and issues related to your project, as seen through the eyes of these people? Put yourself in the place of these people. How will they see your project? Will they view it as an enhancement to the neighborhood, or will they be concerned that your project will create traffic that may adversely affect them? Will they be concerned about the hours you plan to be open or the quality of housing you intend to build? Try to predict what you will hear during the participation process so you can be better prepared to respond. City Staff has found that applicants that do a good job of thin king this through are better prepared to discuss thorny issues with citizens. 3. How will you notify interested parties, and how will they be able to comment on your project? There are a number of citizen participation and notification techniques which can be used in implementing your plan. Neighborhood meetings and letters are the most common, but there may be other methods of communication and interaction you might want to use. Applicants have had success with open houses, tours of other projects, informational flyers, and news releases. What will connect you with the people who need to know about your project? How can you best inform them of what you want to do? The written plan you submit to the Planning Division must include the following information: • Identification of which residents, property owners, interested parties, political jurisdictions and public agencies may be affected by your project. • How you will notify these people and agencies that you're making an application for development? • How you will inform these people and agencies of the details of your project? • How you will give the affected and interested people an opportunity to discuss your proposal with you and let you know of any concerns, issues or problems they may have? • Your schedule for completing your citizen participation process. • How you will keep the Planning Division informed as to the progress of the implementation of your plan? Step Two: Implementing Your Plan 1. Getting the word out. This may involve different techniques, but they all fall into two basic categories; written communications and face-to-face discussion. Written information is always a part of the participation process. Whether it's a meeting notice or general information about your project, it's critical that you give people background about your project, including a description of the project, what process you're going through and what decisions related to the project have already been reached. Don't assume that people know your property has been designated for a shopping center for years. You need to tell them. No meeting should be held without some written background information having gone out beforehand. To ensure that meeting notices are affective in getting people to your meetings, you need to consider not just what you want to tell people in your notice, but what form it should take. What techniques can make the communication more effective? How can you help ensure people will read your mail? Consider other ways of getting the word out, like door hangers, homeowner association meetings or newsletters, local newspapers, etc. It's important that all meeting notices get to people early enough so they can make plans to attend your meeting. Notices of meeting should reach invitees 10-14 days before the meeting. Later than that doesn't give people adequate time. Sooner that that and people tend to forget. When you schedule your meetings, look for other events or activities that might conflict. Is it a holiday or the day before a holiday when a lot of people are out of town? Is there a big local or neighborhood function that day? 2. Listening to issues, concerns, and problems. The process of listening to the questions, concerns and problems you hear from the public is critical to successful citizen participation and a successful project. Your role in any contact with neighborhoods is not to try and convince people your project is wonderful, but to identify questions and concerns the public has about your project so you can address them. Much of this listening is done through group meetings, so how they are conducted can be critical to your success. You must convey to the people attending that while you may not be able to do everything everyone wants, you are listening; and the process you are using is fair and open. If someone is going to go to the time,. expense and trouble to attend meetings, find baby- sitters, rearrange their schedules and all the other inconveniences associated with public participation, they need to believe there will be a return to them in having a quality development that doesn't harm their way of life. If people see your decision-making process as fair, they will be much more willing to accept your proposal than if they think a project is being forced on them. Make sure whoever you have on your team dealing with the public understands the importance of listening and being non -confrontational. This will help set the tone for the entire meeting. 3. Resolving issues, concerns and problems. What are you going to do about what you hear from the public? The problem solving process may involve many meetings, contacts with individuals, and time to gather additional information. You may need to revise your plans and bring them back to the public for further review. Don't feel you have to solve everyone's concerns at one meeting. If they are confident you're working with them to find solutions, people will be glad too put in the time and effort to work toward those solutions. Try to deal with people as directly as possible. Face-to-face communication and the telephone are much better than communicating through letters. Use letters as a follow-up and to formalize an agreement already reached. A large group will probably have a wide variety of issues and concerns. Sometimes working with smaller groups, organized by the issue they are particularly interested in, can be very effective in helping to reach solutions. While breaking a large group into smaller ones can be very effective, sometimes it can also give the impression that you're tying to "divide and conquer" the opposition. Remember the goal is to effectively work toward solutions. You want to work toward a solution with which all the affected public can agree. Sometimes, however, this may not be possible. If you reach an impasse, recognize it, be clear about it, and move on to other issues. Resolving other concerns can make the initial disagreements go away or make people more amenable to compromise. If you have an interest group making completely unreasonable demands on you, be clear about why you think they are unreasonable. In the end, the public and the decision makers are able to tell which concerns are legitimate and which aren't. Once again, if you can't solve every problem to everyone's satisfaction, you must at least show you have considered and addressed all issues and dealt with them fairly and honestly. Step Three: Reporting On What Happened When you have completed your participation process, you will need to compile a written report that will summarize what has taken place and tell what you've done to address concerns that arose. City staff will review your draft report to insure that it is comprehensive and accurately reflects the process. What techniques did you use to notify and involve the public regarding your application? Make a chronological list of all the meetings, mailings, telephone conferences, open houses, newsletters, etc. that you employed in your participation process. Include the number of people contacted and the number that attended meetings. Include copies of written materials and publications, letters, mailing lists, and sign -in sheets. Indicate on a map the general location of people receiving notices. 2. What concerns, issues and problems did you hear during the process? Write a summary of what you heard at each meeting or during other contact with the public as you carried out your plan. Be as comprehensive as you can. Just because an issue was dealt with early on doesn't mean it won't be important during the public hearing process. 3. How have you addressed or will you address the concerns, issues and problems raised? This is a critical part of the report for you, because this is where you can best describe the reasonableness of your project issue -by -issue. Address each of the concerns you listed in number 2 above, however minor or easily resolved. Write a description of what you've done about each concern. If it's an issue you feel was not legitimate, don't ignore it; this is your opportunity to explain why it's unreasonable. Be as factual and straightforward as you can. Include details, references to plans you've submitted, etc. 4. If there are concerns, issues and problems you aren't able to address, detail these items in your report. City Staff realizes there may be items raised in meetings that you won't be able to resolve to everyone's satisfaction. You may not be able to do them and keep your project viable. They may be issues that are the responsibility of the City or another property owner to resolve. You may just not feel that the concern is legitimate and doesn't require your attention. List these issues and the reason(s) you won't be able to resolve them. Citizen Participation Plan Checklist Step One - Plan Development Project lmcacts • I have identified the residents, property owners, businesses and others who might be interested in my project. I have identifies those who will be directly affected. • 1 have identifies those who will be indirectly affected. 1 have identified those who will not be affected but who think they will. • I have identified everyone who may want to get involved, even though they realize they won't be affected. Proiect Concerns, Problems. Issues • I have thought about my project from the perspective of the people listed above. • 1 have identified some of the concerns or problems they may have. Notification • 1 have decided which public notification techniques are most appropriate for this project. Citizen Participation Plan Checklist Step Two - Implementation Gettina the Word Out • I have considered different techniques for getting the word out to interested parties about my project. • 1 have developed a timeline for notification that provides people ample opportunity to plan to attend meetings. • 1 have looked at a calendar of events in the area to ensure that there are no conflicts with my meeting date. Listening to Issues. Concerns and Problems • I have identified potential questions and concerns that the public might have regarding my project. • The process I am using will be open and fair. Resolvina Issues. Concems and Problems • 1 have a plan to show that I have considered all of the issues and have dealt with them fairly. Citizen Participation Plan Checklist Step Three - Final Report Details of Techniques Used • 1 have included dates and locations of all meetings where citizens were invited to discuss my proposal. • 1 have included content, dates mailed, and number of mailings, including letters, meeting notices, newsletters and other publications. • I have included where residents, property owners, and interested parties receiving notices, newsletters or other written materials are located. 1 have included the number of people that participated in the process Summary of Concerns. Issues and Problems Expressed Durina the Process • I have included the substance of concerns, issues and problems. • I have included information on how I have addressed or intend to address concerns, issues and problems expressed during the process. • 1 have included concerns, issues and problems I am unwilling or unable to address and have explained why. What to Consider When Drafting a Neighborhood Letter 1. Purpose Is the purpose of your letter to invite residents to a meeting? To provide an explanation of your project? To state what you would like to see from the neighborhood? 2. Background Why are you writing to this neighborhood? Provide a description of the proposed use of your property. What's happened up to this point regarding your project? 3. Your intentions What do you hope to do with your project? Describe some of the details that you think will mitigate neighborhood concerns (i.e. landscaping, sound barriers, improved street circulation, improved drainage, etc.) 4. Encouragement to the letter recipient to participate in the process Conclude letter with a positive statement about hearing from the neighborhood, meeting with them, value of their input, etc. S. Include your name, company name, telephone number. (SAMPLE NEIGHBORHOOD MEETING NOTIFICATIN LETTER) COMPANY LETTERHEAD DATE Dear Property Owner: YOUR COMPANY NAME would like to invite you to attend a neighborhood meeting to discuss BRIEF DESCRIPTION OF YOUR PROJECT. The meeting will be held at the following place and time: NAME OF FACILITY ADDRESS DATE AND TIME IN THE FOLLOWING PARAGRAPH, PLEASE USE THESE MAIN POINTS: • STATE WHAT YOU COMPAN HAS SUBMITTED TO THE CITY OF WINTER SPRINGS • BREIF DESCRIPTION OF THE DESIGN OF THE PROJECT. • INDICATE HOW THE PROJECT COULD POSSIBLY IMPACT THE SURROUNDING NEIGHBORHOODS. I (or your company) would like to address any comments and concerns you may have regarding this proposal. Representatives from the City of Winter Springs have also been invited to attend this meeting. Please call me (or your company) at before the meeting if you have any questions regarding the proposed development. I look forward to meeting you. Sincerely, YOUR NAME TITLE TIPS FOR AN EFFECTIVE PRESENTATION Eight Steps to Preparing a Presentation 1. Develop Objectives Why are you doing this presentation? What results do you want to achieve? 2. Consider the Audience Who will be in attendance? Why do you think they are coming? What are their interests, concerns? 3. Introduction Capture the audience's attention and give them time to tune in on you and other speakers. Set the tone for what is to come. This part of the presentation can establish credibility. 4. State You Main Ideas and Supporting Ideas Go from the general ideas to the more specific ideas. 5. State the Benefits Tell your audience the benefits of your objectives. 6. Gather Facts Make sure you put together evidence to support your main ideas. 7. Develop Visuals, Handouts, Notes These materials should complement your presentation and not serve as a distraction. Handouts should be made available following a presentation unless you want the audience to look at them while you are explaining the information. 8. Practice This is critically important for a successful presentation. If you are planning to use equipment, test it before the presentation. Make sure the room is arranged the way you want it. TIPS FOR HANDLING DIFFICULT QUESTIONS/SITUATIONS/CONFRONTATION Be aware that, in you audience, there will probably be people who support your project — and those who don't. There will also be people who have not formed an opinion before coming to the meeting. The goal of your presentation should be to educate the people who haven't made up their minds yet about your project. Once they have the information, they may be in a better position to support your ideas. Arch Lustberg, author of the book "Winning When It Really Counts, " is an expert on effective communications. In dealing with confrontation, he suggests winning over your adversaries with reason, courtesy and valuable new facts. His book details the following suggestions regarding confrontation: 1. Pause. Think before you speak. 2. Stay calm and reasonable. 3. Don't get angry and keep control of your temper. 4. Refuse to take any attack personally. 5. Be positive. 6. Give information rather than denials. 7. Be explanatory. Don't succumb to the temptation to argue. 8. Take lots of time and don't run off at the mouth, argue, yell or scream. 9. Be the voice of reason 10. Be the good guy, Mr. or Mrs. Nice. 11. Always assume your audience is smarter that you when it comes to neighborhood issues. CONCLUSION It is the intent of the City of Winter Springs that the Citizen Awareness and Participation Plan (CAPP) be a positive step forward in encouraging and fostering early and effective citizen participation in the development process. City Staff hopes that this handbook, along with out assistance, will prove to be a useful tool in creating the Citizen Awareness and Participation Plan for your project. The City of Winter Springs staff is available to help you through the process of preparing your CAPP. Please feel free to contact the Planning Division at (407) 327-5968 should you have any questions or need additional assistance. WE look forward to working with you! 0 REACH OUT LONGWOOD 0 . , CITIZEN AWARENESS AND AND RESOURCE HANDBOOK City of Longwood Citizen Awareness and Participation Plan Resource Handbook Table of Contents Introduction.............................................................................................................2 TheCitizen Participation Process.........................................................................3 Step One: Developing a Citizen Participation Plan.................................4 Step Two: Implementing Your Plan...........................................................6 Step Three: Reporting On What Happened.............................................8 Citizen Participation Checklists...........................................................................10 StepOne: Plan Development.....................................................................11 StepTwo: Implementation....................................................................... 12 StepThree: Final Report........................................................................... 13 Neighborhood Meeting Rooms........................................................................... 14 LocalMedia List................................................................................................ 14 What to Consider When Sending a Neighborhood Letter...............................15 Sample Neighborhood Meeting Letter ................................................... 16 TipsFor an Effective Presentation.................................................................... 17 Audio -Visual Aids........................................................................................18 Tips For Handling Difficult Questions/Situations/ Confrontation..............................................................................................19 Conclusion......................................................................................................... 20 Appendix: Citizens Awareness & Participation Plan From Longwood Development Code..................................................................... 21-24 -1 Introduction Longwood residents and property owners are becoming more interested in development issues and more insistent on being involved in the decisions that affect them. In an effort to meet the needs of this more interested community, the City has developed a new and innovative Reach Out Longwood Program entitled Citizen Awareness and Participation Plan to ensure early and effective citizen participation in conjunction «ith proposed development applications. Longwood's Land Development Code now requires project applicants to create and implement a citizen participation plan prior to gaining Planning Division approval of die application and before any public hearing is scheduled. The purpose of the Citizen Awareness and Participation Plan is to ensure that both developers and citizens have adequate opportunities early in die planning process to discuss, understand and try to resolve neighborhood issues related to the perceived impacts of a proposed project. It does not guarantee success, but is instead a tool to help guide you through. This handbook is designed to assist you in implementing your Citizen Awareness Participation Plan as required by the City's Land Development C._n L The Citizen Participation Process Longwood is experiencing a significant reemergence of civic responsibility, citizen participation and neighborhood spirit. The Longwood City Commission is committed to ensuring that dlis community --based energy and interest is captured and used productively= in municipal decision-making, particularly as it relates to land use and development issues. The City's Citizen Awareness and Participation Plan requirement is designed to focus attention on the importance of citizen participation early in the planning process and its relationship to completing a successful development project in Longwood. The Citizen Awareness and Participation Plan is designed to: • Encourage early participation in the public review process. • Open a dialogue between the applicant and affected neighbor- hoods. • Improve communication between the development community, citizens and Longwood City= government. Three Easy Steps To Success The citizen participation process consists of three steps. 1. Prepare a Citizen Participation Plan — This -,-v ll be a written plan that «ill describe how you intend to notify interested parties of your proposed project and how those people will have an opportunity to comment on your project. The plan will be reviewed by your City Planning Dit=ision. City- staff can help 'Xid1 much of the information that needs to be provided in the plan, particularly in identifying issues that are likely to arise when you go out to residents and property- owners. 2. Implement the Plan — This is «-here you actually go out to the public and do what the plan outlines. This handbook has information on where and how to hold meetings, how- to deal with conflicts, and successful ways to approach the task of citizen participation. I Report What Happened - This written report will be reviewed and approved by City staff and will be given to the decision-making bodies for their use during the formal public hearing process. It is a summary- of ,vhat was done, the issues and concerns raised during the process, and what you have done or will do to address those issues. Step One: Developing A Citizen Participation Plan The product will be a written plan that you will submit to the Planning Division. City staff will review your draft plan, make comments and review your revisions, just as for any other portion of your application. The staff can be used as a resource in preparing your plan. Before you write)Tourplan, you need to think about the following. 1. Who might be impacted by your project? Viho are the residents, property- owners, businesses and others who might be interested in your project? Who will be directly, affected? Who will be indirectly affected? Who «ill not be affected but think they will? \X/'ho may want to get involved even though they realize they won't be affected? Differentiate between groups based on impact. For example, most residents of a neighborhood have different concerns depending on what part of the neighborhood they're in. 3 resident living immediately nest to your proposed project's site may have very different concerns — and more strongly field concerns — than the rest of their neighborhood. A resident living on a busy collector street in the neighborhood may have much more concern about the traffic impacts of your project than someone living on a cul-de-sac. Treating the entire neighborhood as if they have uniform concerns may cause you to miss or gloss over important issues. M 2. What are the concerns, problems and issues related to your project, as seen through the eyes of these people? Put yourself in the place of these people. How will they see your project? Will they view it as an enhancement to the neighborhood, or will they be concerned that your project will create traffic that may adversely affect them? Will they be concerned about the hours you plan to be open or the quality of housing you intend to builds Try- to predict what you will hear during the participation process so you can be better prepared to respond. We've found that applicants that do a good job of thinking this through are better prepared to discuss thorny- issues with citizens. 3. How will you notify interested parties, and how will they be able to comment on your project? There are a number of citizen participation and notification techniques which can be used in implementing your plan. Neighborhood meetings and letters are the most common, but there may, be other methods of communication and interaction you might want to use. _applicants have had success with open houses, tours of other projects, informational flyers, and news releases. What will connect you with the people who need to know about your project? How can you best inform them of ghat you want to do? The written plan you submit to the Planning Division must include the following information: • Identification of which residents, property- owners, interested parties, political jurisdictions and public agencies may be affected by your project. • How you will notify these people and agencies that you're making an application. • How you will inform these people and agencies of the details of your project. • How you willgive the affected and interested people an opportunity- to discuss your proposal «idi you and let you know of any concerns, issues "5 or problems they may, hav e. ' Your schedule for completing your citizen participation process. • How you will keep the Planning Division informed as to what's going on. Step Two: Implementing Your Plan 1. Getting the word out. This may involve many different techniques, but they all fall into two basic categories; written communications and face-to-face discussion. Written information is always a part of the participation process. V7hether it's a meeting notice or general information about your project, it's critical that you give people background about your project, including a description of the project, what process you're going through and what decisions related to the project have already been reached. Don't assume that people know your property had been designated for a shopping center for years. You need to tell them. No meeting should be held without some written background information having gone out beforehand. To ensure that meeting notices are effective in getting people to your meetings, you need to consider not just what you scant to tell people in your notice, but what form it should take. What techniques can make the communication more effective? How can you help ensure people will read your mail? Consider other ways of getting the word out, like door hangers, homeowner association meetings or newsletters, local newspapers, etc. It's important that all meeting notices get to people early enough so they can make plans to attend your meetings. Notices of meetings should reach invitees 10 to 14 days before the meeting. Later than that doesn't give people adequate time. Sooner than that, people tend to forget. When you schedule your meetings, look for other events or activities that might conflict. Is it a holiday or the day, before a holiday schen a lot W of people are out of town? Is there a big local or neighborhood function that day;' 2. Listening to issues, concerns, and problems. The process of listening to the questions, concerns and problems you hear from the public is critical to successful citizen participation and a successful project. Your role in any contact with neighborhoods is not to try- and convince people your project is wonderful, but to identify questions and concerns the public has about your project so you can address them. Much of this listening is done through group meetings, so how they are conducted can be critical to your success. You must convey to the people attending that while you may, not be able to do every-tivng every- one wants, you are listening; and the process you are using is fair and open. If someone is going to go to the time, expense and trouble to attend meetings, find baby-sitters, rearrange their schedules, and all the other inconveniences associated tv-ith public participation, they need to believe there kill be a return to them in having a quality development that doesn't harm their way, of life. If people see your decision-making process as fair, they will be much more willing to accept your proposal than if they think a project is being forced on them. Make sure whoever you have on your team dealing with the public understands the importance of listening and being non -confrontational. This xvill help set the tone for the entire meeting. 3. Resolving issues, concerns and problems. What are you going to do about what you hear from the public? The problem solving process may involve many meetings, contacts with individuals, and time to gather additional information. You may, need to revise your plans and bring them back to the public for further review. Don't feel you have to solve everyone's concerns at one meeting. If they are confident you're working with them to find solutions, people wiill be glad to put in time and effort to work toward those solutions. Try to deal with people as directly- as possible. Face-to-face communication and the telephone are much better than communicating 7 through letters. Use letters as a follow-up and to formalize an agreement already reached. A large group is liable to have a wide variety- of issues and concerns. Sometimes working Nxith smaller groups, organized by the issue they are particularly interested in, can be very effective in helping to reach solutions. While breaking a large group into smaller ones can be very- effective, sometimes it can alsogive the impression that you're trying to "divide and conquer" the opposition. Remember the goal is to effectively work toward solutions. You want to work toward a solution with which all the affected public can agree. Sometimes, however, this may not be possible. If you reach an impasse, recognize it, be clear about it, and move on to other issues. Resolving other concerns can make the initial disagreements go away or make people more amenable to compromise. If you have an interest group making completely unreasonable demands on you, be clear about why you think they are unreasonable. In the end, the public and the decision makers are able to tell which concerns are legitimate and which aren't. Once again, if you can't solve every, problem to everyone's satisfaction, you must at least show you have considered and addressed all issues and dealt with them fairly, and honestly. Step Three: Reporting On What Happened V711en you have completed your participation process, you will need to compile a written report that will summarize what has taken place and tell what you've done to address concerns that arose. City- staff will review your draft report to insure that it is comprehensive and accurately reflects die process. 1. What techniques did you use to notify and involve the public regarding your application? TMake a chronological list of all the meetings, mailings, telephone conferences, open houses, newsletters, etc. that you employed in your participation process. Include the number of people contacted and the M number that attended meetings. Include copies of written materials and publications, letters, mailing lists, and sign -in sheets. Indicate on a map where people receiving notices were located, generally. 2. What concerns, issues and problems did you hear during the process? Write a summary= of what you heard at each meeting or during other contact with the public as you carried out your plan. Be as comprehensive as you can. Just because an issue was dealt with early on doesn't mean it won't be important during the public hearing process. 3. How have you (or will you) address the concerns, issues and problems raised? This is a critical part of the report for you, because this is where you can best describe the reasonableness of your project issue -by -issue. Address each of the concerns you listed in number 2 above, however minor or easily resolved. Write a description of what you've done about each concern. If it's an issue you feel was not legitimate, don't ignore it; this is your opportunity to explain why it's unreasonable. Be as factual and straightforward as you can. Include details, references to plans you've submitted, etc. 4. If there are concerns, issues and problems you aren't able to address, tell us why. We realize there may, be items raised in meetings that you won't be able to resolve to everwne's satisfaction. You ma -v not be able to do them and keep your project viable. They may be issues that are the responsibility- of the City or another property owner to resolve. You mai- just not feel that the concern is legitimate and doesn't require your attention. List these issues and the reason(s) you won't be able to resolve them. _ S Citizen Participation Checklists 7G Citizen Participation Plan Checklist Step One — Plan Development Project Impacts ❑ I have identified the residents, property owners, businesses and odlers =ho might be interested in mi project. ❑ I have identified those -,who be directly affected. ❑ I have identified those who kill be indirectly affected. ❑ I have identified those who Mill not be affected, but who think they will. ❑ I have identified everyone who may want to get involved, even though they realize they won't be affected. Project Concerns, Problems, Issues ❑ I have dzought about my- project from the perspective of the people listed above. ❑ I have identified some of the concerns or problems they, may hare. Notification ❑ I have decided ,thich public notification techniques are most appropriate for this project. 71 Citizen Participation Plan Checklist Step Two — Implementation Getting The Word Out ❑ I hav, e considered different techniques for getting the word out to interested parties about my project. ❑ I have developed a timeline for notification that proi-ides people ample opportunity to plan to attend meetings. ❑ I have looked at a calendar of events in the area to ensure that there are no conflicts with my meeting date. Listening to Issues, Concerns and Problems ❑ I have identified potential questions and concerns that the public might have regarding my project. ❑ The process I am using will be open and fair. Resolving Issues, Concerns and Problems ❑ I have a plan to show dhat I have considered all of the issues and have dealt -Sxith them fairly. 72 Citizen Participation Plan Checklist Step Three — Final Report Details of Techniques Used ❑ I have included dates and locations of all meetings where citizens were invited to discuss my proposal. ❑ I have included content, dates mailed, and number of mailings, including letters, meeting notices, newsletters and other publications. ❑ I have included where residents, property owners, and interested parties receiving notices, newsletters or other written materials are located. ❑ I have included the number of people that participated in the process. Summan, of Concerns, Issues and Problems Expressed During the Process: ❑ I have included the substance of concerns, issues and problems. ❑ I have included information on how, I have addressed or intend to address concerns, issues and problems expressed during the process. ❑ I have included concerns, issues and problems I am unwilling or unable to address and «-hj-. 1.5 Neighborhood Meeting Rooms If you plan to hold a neighborhood meeting as part of your Citizen Awareness Participation Plan, the City of Longwood has a Community Building with meeting rooms which can be reserved ahead of time. To reserve a meeting room or to get information about other possible meeting locations, please call the City of Longwood Recreational Programs Coordinator at 407- 260-3447. Schools often serge as a good location for a neighborhood meeting. You may call the individual school site of your choice, directly, for information about meeting room availability. Also, certain homeowner associations may have a meeting room that could be used to hold a neighborhood meeting. Using the Local Media for Citizen Notification The City of Longwood encourages using the local media to announce meetings and other news related to development projects. Many Longwood residents obtain news about the City and related activities by reading one of several publications which now serve the City. Below is a listing of local media, addresses, phone numbers and F.LA-Z numbers should you decide to use the media to assist you in implementing your Citizen Awareness Participation Plan. Channel 2 - WESH TV 1021 North Wymore Road V inter Park, Florida 32789 Phone: 407-643-2222 Fax: 407-539-7948 Channel 6 - WICNIG 4466 N. John Young Parkway Orlando, Florida 32804 Phone: 407-291-6000 Fax: 407-521-1204 Channel 9 - VTTV - ABC 490 East South Street Orlando, Florida 32801 Phone: 407-841-9000 Fax: 407-481-2891 Channel 13 64 East Concord Street Orlando, Florida 32801 Phone: 407-313-1313 Fax: 407-313-1399 Orlando Sentinel 341 N. Palmetto Avenue, Suite 103 Sanford, Florida 32771 Phone: 407-322-3313 Fah: 407-321-7433 Seminole Herald 300 N. French _avenue Sanford, Florida 32771 Phone: 407-322-2611 Fax: 407-323-9408 14 What To Consider When Drafting A Neighborhood Letter: Seeking Input And Involvement 1. Purpose Is the purpose of your letter to invite residents to a meeting? To pro\-ide an e-xplanation of your projects To state what you would like to see from the neighborhood? 2. Background Why you are writing to this neighborhood% Provide a description of the proposed use of your property. What's happened up to this point regarding your project? 3. Your intentions What you hope to do with your projects Describe some of the details that you think «-ill mitigate neighborhood concerns (i.e., landscaping, sound barriers, improved street circulation, etc.). 4. Encouragement to letter recipient to participate Conclude letter with a positive statement about hearing from the neighborhood, meeting with them, value of their input, etc. 5. Include your name and telephone number. (On the next page is a sample letter you may want to use) 75 SAMPLE NEIGHBORHOOD MEETING NOTIFICATION LETTER COMPANY LETTERHEAD DATE Dear Property Owner: YOUR COMPANY NAME would like to invite you to attend a neighborhood meeting to discuss BRIEF DESCRIPTION OF YOUR PROTECT. The meeting dill be held at the following place and time: NAME OF FACILITY ADDRESS DATE AND TIME IN THE FOLLOWING PARAGRAPH, PLEASE USE THESE MAIN POINTS: STATE WHAT YOUR COMPANY HAS SUBMITTED TO THE CITY OF LONGWOOD BRIEF DESCRIPTION OF THE DESIGN OF THE PROJECT INDICATE HOW THE PROJECT COULD POSSIBLY IMPACT THE SURROUNDING NEIGHBORHOODS I (or your company) would like to address any comments and concerns you may have regarding this proposal. Representatives from the City of Longwood have also been invited to attend this meeting. Please call me (or your company) at before the meeting if you have any questions regarding the proposed development. I look forward to meeting you. Sincerely-, YOUR N_10JE TITLE cc: 16 Tips For An Effective Presentation Eight Steps to Preparing a Presentation 1. Develop Objectives Why are you doing this presentation? What results do you want? 2. Consider the Audience Who will be in attendances Why do you think they are coming? What are their interests, concerns? 3. Introduction Capture the audience's attention and give them time to tune in on you and odzer speakers. Set the tone for what is to come. This part of the presentation can establish credibility. 4. State Your Main Ideas and Supporting Ideas Go from the general ideas to die more specific ideas. 5. State the Benefits Tell your audience the benefits of your objectives, particularly- if your presentation is intended to be persuasive. 6. Gather Facts Make sure you put together evidence to support your main ideas. Anecdotes, statistics and quotes can be useful. 7. Develop Visuals, Handouts, Notes These materials should complement your presentation and not seize as a distraction. Handouts should be made available follo«-ing a presentation unless you want the audience to look at them while you are explaining the information. 8. Practice This is critically important for a successful presentation. If you are planning to use equipment, test it before the presentation. Bake sure the room is arranged the way you want it. 17 Audio -Visual Aids The use of audio -Visual aids in a presentation can be very- effective - if the presenter is comfortable with the equipment and/or the types of %-isual aids he or she is using. Research has shown that only seven percent of an audience's interpretation of our messages comes from words; 38 percent comes from voice and vocal inflections, and 55 percent comes from what we see. Audio-INisual aids should be used to support and to enhance the spoken message and should not be the entire presentation. Examples of aids which can be used to make a point or illustrate an idea: • Models (concrete ob)ects). • Graphics (maps, photographs, drawings). • Charts, tables, graphs. • Display boards/flip charts. • Optical deIN-ices such as overheads, computer projection, slide projectors, video recorders. Keep it simple: • Only put your main points on audiovisuals. • One topic or no more than fire lines per Visual. • Be consistent with the type of format you are using (i.e., vertical/horizontal, chart design, etc.). Consider your audience and the room in which the presentation «ill be made. This «ill help determine the type of aids which will be most effective, their size, etc. 145 Tips For Handling Difficult Questions/ Situations/ Confrontation Be aware that in your audience there will probably be people who support your ideas, project, philosophy - and those who don't. There will also be people who have not formed an opinion yet. Your goal in making the presentation should be to get people who haven't made up their minds yet to "like" you, thereby resulting in support for your ideas. This means working hard to establish credibility- and handling your adversaries without being defensive or argumentative. Arch Lustberg, author of the book 'Winning Vhezz It Keay Counts, is an expert on effective communications. In dealing with confrontation he suggests pausing, making eye contact and winning over your adversaries «rith reason, courtesy and valuable new facts. His book details the following suggestions regarding confrontation: 1. Pause. Think before jou speak. 2. Stay calm and reasonable. 3. Don't get angry and keep control of your temper. 4. Refuse to take any, attack personally. 5. Be positive. 6. Give information rather than denials. 7. Be explanatory. Don't succumb to the temptation to argue. 8. Take lots of time and don't run off at the mouth, argue, yell or scream. 9. Be the voice of reason. 10. Be the good guy, Mr. or FIs. Dice. 11. 3hvays assume your audience is smarter than you when it comes to neighborhood issues. 79 Conclusion The Reach Out Longwood Program is a positive step forward in encouraging early- and effective citizen participation. We hope that this handbook, along With our assistance, «-ill prove to be useful in creating your Citizen Awareness And Participation Plan. The City- of Longwood staff is always available to help you through the process. Please feel free to contact the Planning Division at 407-260-3462 should you have any questions or need additional assistance. In addition, please let us know if you have any comments or suggestions regarding our process. We look forward to working «-id1 you! 2G City of Longwood Citizen Awareness and Participation Plan CITIZEN AWARENESS AND PARTICIPATION PLAN: A. At the discretion of the City _administrator, applications for the following land use decisions shall include a citizens awareness and participation plan (C APP): 1. Site development plan review. 2. Variances involving a non-residential use. I Other land use or development applications. B. The purpose of the CAPP is to: 1. Ensure that applicants pursue early- and effective citizen participation in conjunction �t7ith their applications, giving them the opportunity, to understand and mitigate any real or perceived impacts their application may, have on the community. 2. Ensure that the citizens and property- owners of Longwood have an adequate opportunity- to learn about applications that may affect them and to work with applicants to resolve concerns at an early= state of the process. I Facilitate ongoing communication between the applicant, Interested citizens and property- owners, City- staff, and elected officials throughout the application review process. 4. The CAPP is not intended to produce complete consensus on all applications, but to encourage applicants to be good neighbors and to allow for informed decision- making. 21 5. At a minimum the CAPP shall include the folloving information: a. Identification of d1e residents, property- owners, interested parties, political jurisdictions, and public agencies may be affected by the proposed development. b. Description of how notification will be provided to those interested in and potentially affected by the proposed development. C. Description of how information will be provided to those interested and potentially affected of the substance of the change, amendment, or proposed development for which approval is sought. d. Description of the means by -,rhich an opportunity will be provided to those interested or potentially affected to discuss the proposal and express any concerns, issues, or problems well in advance of the first public hearing. e. The applicants schedule for completion of the C_3PP. f. The means by which the applicant gill keep City- officials informed on the status of citizen participation efforts. 6. The level of citizen interest and area of involvement will vary- depending on the nature of the application and the location of the proposed development. The target area for early notification «ill be determined by the applicant after consultation with the Planning Division staff. At a minimum, the target area shall include the following: a. Property, owners NNlid-iin dze public hearing notice area as required by other sections of this Code. b. The head or chair of any homeowners association or registered neighborhood group v,Nithin the public notice area required by other sections of this Code. 212 C. Other interested parties who have requested to be placed on an interested parties notification list maintained by the Planning Division. 7. These requirements apply in addition to any other notice provisions required elsewhere in this Code. 8. The applicant may submit a CAPP and begin implementation prior to formal application at the applicant's discretion. This shall not occur until after the required pre -application conference and consultation with the Planning Division. 9. Where a CAPP is required by this Code, the applicant shall provide a written report on the results of the citizen participation efforts prior to the notice of public hearing. This report will be attached to die public hearing report. The report shall, at a minimum, contain the following information. a. Details of techniques used to involve interested and potentially affected parties, including: i. Dates and locations of all meetings where citizens were invited to discuss the applicant's proposal. ii. Content, dates mailed, and numbers of mailings, including letters, meeting notices, newsletters, and other publications. iii. Location of residents, property owners, and interested parties who received notices, newsletters, or other written materials. iv. The number and names of people that participated in the process. b. :-� summary- of concerns, issues and problems expressed during the process, including: i. The substance of the concerns, issues and problems. 2.5 ii. The manner in which the applicant has addressed or intends to address these concerns, issues and problems. The concerns, issues and problems the applicant is unwilling or unable to address and why. 24 ATTACHMENT B City of Longwood Wildmere West Subdivision Citizen Awareness and Participation Plan Report Longwood, Seminole County, Florida Applicant Sand Hill Homes, Inc. 1736 Whitney Isles Drive Winter Garden, FL 34786 Engineer V Nanasse Hangen Brustlin, Inc. 135 West Central Boulevard Suite 800 Orlando, Florida 32801-2436 EB# 3932 June 17, 2005 YH Vanasse Hangen Brustlin, Inc. TABLE OF CONTENTS Page Number Citizen Awareness and Participation Plan Report ..........................................................1 Appendix A: Letter of Notification to Surrounding Property Owners Appendix B: List of Recipients Appendix C: Returned Certified Mail Postcard Figures Figure Number Color Rendering of Site Layout..........................................................................................1 Color Rendering of Elevations............................................................................................ 2 FloorPlans............................................................................................................................... 3 Hm Vanasse Hangen Brustlin, Inc. C.A.P.R Report ■ Notification n Presentations Sand Hill Home, Inc. plans to construct eleven (11) homes on approximately 2.70 acres of land. The homes will be custom built for each home owner. The project site is south of E. Wildmere Avenue, west of Oleander Street ,and north of Overstreet Street, less than 1/4 mile east of S.R. 436 in the City of Longwood, Florida During the Preliminary Plat submittal process, Sand Hill Homes, Inc. and their engineer, Vanasse Hangen Brustlin, Inc. mailed out notifications to surrounding property owners publicizing the intent to develop Wildmere West subdivision. As a result, several property owners requested a formal review the project. Sand Hill Homes, Inc. and VHB, Inc. hosted a meeting about the proposed preliminary plat of Wildmere West on Friday, June 10, 2005 at 7 PM. The meeting was held at the Church of God, 220 East Wildmere Avenue, Longwood, Florida. A letter of notification was mailed out certified to the surrounding property owners and the City of Longwood City Council (See Appendix A). Based, on the Seminole County Property Appraisers' website, the list of property owners was derived. This is the same list used during the Preliminary Plat submittal notification (See Appendix B). There were approximately 56 property owners including Council members informed of the meeting. Approximately, 43 recipients signed and returned the postcard alerting receipt of the letter (See Appendix C). Sand Hills Homes, Inc. and VHB, Inc. started the meeting with an introduction to the Applicant, Mr. David Coggin, and Engineer, Mr. Joe Kolb to approximately fifteen (15) -homeowners. Mr. Coggin presented two proposed elevations and footprints for the proposed home sites. He explained the thought process and intent with the style and feel for each. Mr. Kolb discussed the engineering aspects of the project. He showed the subdivision layout A-ith the proposed footprints• 1 P:\60983.00\reports\CAPD\60983.00 Exec Summary.doc !rns cations Vanasse Hangen Brustlin, Inc. During the course of the meeting, several property owners voiced their concerns regarding the proposed density and frontage of Wildmere West. Mr. Kolb explained that per the City of Longwood the maximum density is 4 units per acre of land. On the table was an offer to purchase 0.05 acres of land from the Church of God. This would have satisfied the density requirement. The residents expressed desires for Sand Hill Homes, Inc. to reduce the number of home sites and increase the minimum frontage from 65 ft to 100 ft. Once again, Mr. Kolb explained that per the City of Longwood, each lot is within 'the required minimum area based on the lots told by the City to use for area minimum calculations. Other concerns included: • Plans for hurricane management, i.e., making sure there are no loose woods, equipment, etc. • Overflow parking for guests • Sanitary sewer backups and increased demands on the existing system • Stormwater management for Wildmere West and adjacent areas • Improvements to Overstreet Avenue (road and sidewalks), Oleander Street (sidewalks), and East Wildmere (sidewalk) • Maintenance of the FDOT ditch In the meeting Mr. Kolb addressed all the concerns and issues fairly with the exception of decreasing the density and increasing the frontage of the home sites. After the meeting Mr. Coggin decided to cooperate with the adjacent property owners by decreasing the number of lots on the south side from six (6) to five (5) lots. With this reduction, the minimum lot frontage goes from 65 ft to 80 ft. On the north side, the lots will have a minimum frontage of 70 ft with the exception of Lots 4 and 5. These lots do not have typical lot dimensions. The density is within the required limits without the additional 0.05 acres for the eleven (11) lots. Also, overflow parking will be added to the east on Oleander Street. 00\reports\CAPP\6o9a3.00 Exec Summary.doc 2 Transportation Land Development Environmental Services es imagination I mnovaUon I energy Creating results for our clients and benefits for our cornmunit May 24, 2005 �L17tllCCP N�nf�Pn Rr��ctlin, Int _ Ref: 60983.00 Property Owner Address Address Re: Wildmere West Subdivision Dear Property Owner: Sand Hill Homes, Inc. would like to invite you to attend a neighborhood meeting to discuss Wildmere West Subdivision. The meeting will be held at the following place and time. Church of God 220 E. Wildmere Ave Longwood, FL 32750 Friday, June 10, 2005 at 7:00 P.M. Vanasse Hangen Brustlin, Inc. has submitted a preliminary plat package to the City of Longwood. The submittal package details the proposed subdivision of approximately 2.7 acres of land located at the southwest intersection of East Wildmere Avenue and Oleander Street. The project consists of developing the land for an eleven -lot subdivision to include a dry detention storm water management facility. The homes will range from approximately 1,800 square feet to 2,400 square feet. By adding these homes, Sand Hill Homes, Inc. plans to enhance the visual appearance of the neighbor. Through the use of landscaping, the subdivision will add to the existing features. The home sites will reflect and maintain the existing ambiance of the neighborhood, and should have a positive effect on property values. Vanasse Hangen Brustlin, Inc. and Sand Hill Homes, Inc. would like to address any comments and concerns you may have regarding this proposal. 135 West Central Boulevard Suite 800 Orlando, Florida 32801-2476 407.839.4006 ■ FAX 407.839.4008 email: info@vhb.com www.vhb.com \\\60983.03\docs\ietters\Neaghbmhcod meetL' g noafimtioa5-23-CSa.doc Project No.: 60983.00 May 24, 2005 Page 2 Please call me at 407-839-4006 before the meeting if you have any questions regarding the proposed development. I look forward to meeting you. Very truly yours, VANASSE HANGEN BRUSTLIN, INC. Joseph F. Kolb, Jr., P.E. Director of Land Development JFK:dlg \6D9S3-00\doa\lemnt�eighborhood mrtng notfi a60 5-L'-0Sa.doc 6MlLDit:ERE;yVE - �' p m £�.Ja5ER�"F atm .--•z^•r-"=ter tiL�.LLL�Ii �i1 Total� .� �� Suffer Distance I I I I I I I I c - i I o I I I C �o rsoru��L--------------- - o 1 o b b ATTACHMENT C 10.0.8 Citizen Awareness and Participation Plan A. Applications for the following land use decisions shall include a citizen awareness and participation plan (CAPP): 1. Site development plan review. 2. Variances involving a non-residential use. 3. Other applications at the discretion of the Administrator. B. The purpose of the CAPP is to: 1. Ensure that applicants pursue early and effective citizen participation in conjunction with their applications, giving them the opportunity to understand and mitigate any real or perceived impacts their application may have on the neighborhood and community. 2. Ensure that the citizens and property owners of Longwood have an adequate opportunity to learn about applications that may affect them and to work with applicants to resolve concerns at an early state of the process. 3. Facilitate ongoing communication between the applicant, interested citizens and property owners, City staff, and elected officials throughout the application review process. 4. The CAPP is not intended to produce complete consensus on all applications, but to encourage applicants to be good neighbors and to allow for informed decision-making. 5. At a minimum the CAPP shall include the following information: a. Identification of the residents, property owners, interested parties, political jurisdictions, and public agencies that may be affected by the proposed development. b. Description of how notification will be provided to those interested in and potentially affected by the proposed development. c. Description of how information will be provided to those interested and potentially affected of the substance of the change, amendment, or proposed development for which approval is sought. d. Description of the means by which an opportunity will be provided to those interested or potentially affected to discuss the proposal and express any concerns, issues, or problems well in advance of the first public hearing. e. The applicant's schedule for completion of the CAPP. f. The means by which the applicant will keep City officials informed on the status of citizen participation efforts. 6. The level of citizen interest and area of involvement will vary depending on the nature of the application and the location of the proposed development. The applicant will determine the target area for early notification after consultation with the Planning Division staff. At a minimum, the target area shall include the following: a. Property owners within the public hearing notice area as required by other sections of this Code. b. The head or chair of any homeowners association or registered neighborhood group within the public notice area required by other sections of this Code. c. Other interested parties who have requested to be placed on an interested parties notification list maintained by the Planning Division. 7. These requirements apply in addition to any other notice provisions required elsewhere in this Code. 8. The applicant may submit a CAPP and begin implementation prior to formal application at the applicant's discretion. This shall not occur until after the required pre -application conference and consultation with the Planning Division. 9. Where a CAPP is required by this Code, the applicant shall provide a written report on the results of the citizen participation efforts prior to the notice of public hearing. This report will be attached to the public hearing report. The report shall, at a minimum, contain the following information. a. Details of techniques -used to involve interested and potentially affected parties, including: i. Dates and locations of all meetings where citizens were invited to discuss the applicant's proposal. ii. Content, dates mailed, and numbers of mailings, including letters, meeting notices, newsletters, and other publications. iii. Location of residents, property owners and other interested parties who received notices, newsletters, or other written materials. iv. The number and names of people that participated in the process. b. A summary of concerns, issues, and problems expressed during the process, including: i. The substance of the concerns, issues, and problems. ii. The manner in which the applicant has addressed or intends to address these concerns, issues, and problems. iii. The concerns, issues, and problems the applicant is unwilling or unable to address and why. ATTACHMENT A L nc N cD >' c�� = 3 E C_ v In c E OU 5 p C O' G O .y - y o N t6 ,0 E C p `� p O f0 L N O i� O �+ L cu p O fD co N C 00 .?' C (y � n. Cc N f4 O C d> N M-0 l>4 N n O d •- I. ocn � D U o c o o nL (n DL `� L E c c nY > L) 0 .N `j �ai� y u> np3�� Co'CL) m o3 0 'a a EaOi�c� O m cOiL E c ��E N c y y N cc c O CL O .- c0 u w .L. Q. C O p) j .E .� C 'L CD '3 t0 O (� E V N 3 N > °' be_ r- y ov m r- EN '� o CL d E �0 (D m N'D ;E CL, r j •_ O O c �+ � N > o'�cc� c?: @ ��cco-0 X -0 y�.M c2 oa U U a, 0 Lo' O U y y 0 0 E Y m to C Q) 0- a a) m p L p' - a � Q1 S J 0 2 j L O L 'D N L CD C O '� N y � C N C '' N .N.+ O C Aw+o W > 0) O O O a. 'p 'L N= C Q1 N 0I C 0) C = � p N QI N O y n O y O L '3 n U C n _0 An 'O CD y cA V .0 O C E Cto p 'N �o "O c Q N Q) m E N> d 'O C ,p C > N 0 '00 O CD C ._ O 0 N LO L C J .r 'Y Q1 0) N L 3 Q- ? C �O p N = v rr -he c c Q- 3 ion n 3 m y co }' m 'o Oo o > m o m E o C' N e .0 a3i ° s L C 3 U> C C 0 V5 U:a+ 0st N U Cn 3 QZ n O CD CL UU w+ W �r C) N a) CD CD 'C.. m E C a v 0) a� cn Y o _ > cn •L +� to v 75g n c CD O U 3 v d L c O O O c CI• o to p V/ G cn m E co 0) U II c 'o _U C L N 5 c m n O V> M y Con ccc w c ++ C L 3 y vOi O p O O U Y = Y E ccO 0) O L E wN D O'er CY •� NO c C1 0 >, v ED = 3 m W O) ui � '� O Z' in cn -p n N 7 o CD .0 C ) y ,0 d y > .r O n to om O)o Mc No o s 0�� o oo E L� m a 0E07 ca.Q c .c ° vE ooc = mS � 0 cu as y E rjW > o = ui'o U t -w Uy a°Op cn N c O C Lm wm E d W Lc l9 W V I C N � tC 3 O H n. E R N H H ed G C O O 0 y -_ w co H 0 3 E o 1 o ° � V N