Regular Commission Meeting

Lake Park Town Commission, Florida Regular Commission Meeting Wednesday, June 21, 2023 Immediately following the P3 Comprehensive Agreement Workshop Commission Chamber, Town Hall, 535 Park Avenue, Lake Park, FL 33403 Roger Michaud — Mayor Kimberly Glas-Castro — Vice-Mayor John Linden — Commissioner Mary Beth Taylor — Commissioner Judith Thomas — Commissioner John D’Agostino — Town Manager Thomas J. Baird, Esq. — Town Attorney Vivian Mendez, MMC — Town Clerk PLEASE TAKE NOTICE AND BE ADVISED, that if any interested person desires to appeal any decision of the Town Commission, with respect to any matter considered at this meeting, such interested person will need a record of the proceedings, and for such purpose, 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. Persons with disabilities requiring accommodations in order to participate in the meeting should contact the Town Clerk’s office by calling 881-3311 at least 48 hours in advance to request accommodations. CALL TO ORDER/ROLL CALL Call to order 7:12 pm PRESENT Mayor Roger Michaud Vice-Mayor Kimberly Glas-Castro Commissioner John Linden Commissioner Mary-Beth Taylor Commissioner Judith Thomas PLEDGE OF ALLEGIANCE Led by Town Manager D'Agostino Regular Commission Meeting June 21, 2023 Page 1 SPECIAL PRESENTATION/REPORT: 1. Palm Beach County Ethics Commission Annual Overview Presentation on The Palm Beach County Ethics Commission Annual Overview made by Ms. Gina Levesque, Compliance Manager, from the Palm Beach County Commission on Ethics. Ms. Levesque went over the function of the Commission, the code of ethics, advisory opinions and the annual audit. 2. Follow-Up Presentation Associated with the Findings and Recommendations Rising from the 2023 Solid Waste (Sanitation) Utility Rate Analysis. Follow-up presentation made by Public Works Director Roberto Travieso (Exhibit A). Mr. Shawn Ocasio Manager from Raftelis explained some details on the results of the analysis. (Exhibit A) Mr. Murray Hamilton Vice President from Raftelis explained the conclusions and recommendations of the analysis. Public Works Director Travieso went over the next proposed steps and time-line for implementation. Commissioner Taylor asked what the alternative would be if we do not have a rate increase. Public Works Director Travieso stated that there were alternatives that were considered, but they all resulted in a higher rate than the proposed plan. Mr. Hamilton spoke further about the need for the rate adjustment. Commissioner Taylor asked if the solid waste fund was a stand-alone fund. Public Works Director Travieso stated that yes, it is a stand-alone fund that is self-funded. Commissioner Thomas spoke about sanitation being an essential service and that a rate adjustment is necessary. Public Works Director Travieso re-stated the need for additional staff and vehicles. Commissioner Linden asked why there was a down-time period with our sanitation vehicles. Public Works Director Travieso explained that it is a combination of personnel and/or equipment issues. Commissioner Linden asked about the two sanitation positions that were previously approved and budgeted for. Finance Director Jeffrey Duvall stated that the unused funds from those positions were used for specialty services that the Town had to hire to fill in the gaps in order to maintain services. Commissioner Linden agreed that we do need to maintain a surplus of funds. He asked if there were any ways to cut back on some of the financial need of this plan. He asked about previous container  purchases. Public Works Director Travieso explained the life span of the containers in relation to the budget. Commissioner Linden asked about the costs associated with vehicle maintenance and repair. Public Works Director Travieso explained that during the study period through 2028, we would see a significant reduction in cost over that period of time. Commissioner Linden asked about the 4% early payment discount for residents and how it affects the Town. Mr. Hamilton stated that the revenue would be reduced by 4%. Commissioner Linden stated he is in favor of raising the rate but would like to see another proposal that is more affordable. Public Works Director Travieso explained the impact of adopting a lower rate and he does not recommend the Commission consider a lower rate because it would result in a reduction of services. Commissioner Linden asked about the tax bill and the rate that the county charges for solid waste. He asked if this rate would go up. Public Works Director Travieso explained that the county rate is an independent rate. Town Manager D’Agostino added that the county rate is separate and is set on the county level. Vice-Mayor Glas-Castro asked if there was an expectation for the solid waste utility to re-pay the general fund. Town Manager D’Agostino stated that he did not believe there was a disbursement from the general fund that would need to be re-paid. Vice-Mayor Glas-Castro expressed a desire to move forward with a plan and to make it financially whole and she hopes that the Commission can come to an agreement on the rate. Mayor Michaud stated that we need to do something at this point otherwise services will have to be cut. Commissioner Linden asked about a gap in our annual assessment as presented. Public Works Director Travieso explained that there was no update to the rate in 2022 because the increase in 2021 covered both years. Public Comment: Marty Davenport -232 Evergreen Drive spoke about his dissatisfaction with the rate increases that are being proposed. Public Comment: Ralph Moscoso -429 Greenbriar Drive spoke about funds being held for open sanitation positions and his general dissatisfaction with the rate increase. Regular Commission Meeting June 21, 2023 Page 3 PUBLIC COMMENT: This time is provided for addressing items that do not appear on the Agenda. Please complete a comment card and provide it to the Town Clerk so speakers may be announced. Please remember comments are limited to a TOTAL of three minutes. Amanda Avery 737 Greenbriar Drive spoke about code enforcement issues she was experiencing. Brandon Susich 729 Greenbriar spoke about code enforcement issues and sanitation rate increases. CONSENT AGENDA: All matters listed under this item are considered routine and action will be taken by one motion. There will be no separate discussion of these items unless a Commissioner or person so requests, in which event the item will be removed from the general order of business and considered in its normal sequence on the agenda. Any person wishing to speak on an agenda item is asked to complete a public comment card located on either side of the Chambers and given to the Town Clerk. Cards must be submitted before the item is discussed. Motion made to approve consent agenda items by Commissioner Thomas, Seconded by Commissioner Linden. Voting Yea: Mayor Michaud, Vice-Mayor Glas-Castro, Commissioner Taylor 3. June 7, 2023 Regular Commission Meeting Minutes 4. June 8, 2023 Follow-Up Meeting Associated with the 2023 Solid Waste (Sanitation) Utility Rate Analysis Meeting Minutes 5. Resolution 41-06-23 Authorizing and Directing the Mayor to Execute an Agreement with Hinterland Group, Inc., for the Provision of Stormwater Collection System Rehabilitation and Related Services. 6. Resolution 42-06-23 Authorizing and Directing the Mayor to Execute a Non-Exclusive Franchise Agreement with Bicon Inc., DBA S&S National Waste, for the Provision of Roll-Off Collection Services. 7. Resolution 43-06-23 Authorizing and Directing the Mayor to Execute a Non-Exclusive Franchise Agreement with Coastal Waste and Recycling of Palm Beach, LLC, for the Provision of Roll- Off Collection Services. PUBLIC HEARING(S) - ORDINANCE ON FIRST READING: NONE PUBLIC HEARING(S) - ORDINANCE ON SECOND READING: NONE NEW BUSINESS: 8. Summer Bash Fundraiser Sponsorship Requests Town Manager D'Agostino explained the request (Exhibit B). Commissioner Linden asked about costs of advertising. Special Events Director Riunite Franks explained that the cost is only associated with marketing for the event. Commissioner Taylor feels that this is a worthy cause. Motion made to approve the request made by the event organizer of the Summer Bash Fundraiser by Commissioner Taylor, Seconded by Commissioner Thomas. Voting Yea: Mayor Michaud, Vice-Mayor Glas-Castro, and Commissioner Linden. 9. Selection of the 97th Annual Florida League of Cities Conference Voting Delegate Town Manager D'Agostino explained the item (Exhibit C) Commissioner Linden nominated Vice-Mayor Glas-Castro to be the voting delegate. Motion made to appoint Vice-Mayor Glas-Castro as the voting delegate by Commissioner Linden, Seconded by Commissioner Taylor. Voting Yea: Mayor Michaud, Vice-Mayor Glas-Castro, and Commissioner Thomas 10. Town Manager Evaluation Town Manager D'Agostino explained the item (Exhibit D) Commissioner Taylor spoke highly of the Town Manager. Vice-Mayor Glas-Castro expressed a concern about additional holidays that were issued to staff last year that were not approved by the Commission. Commissioner Thomas reserved comments until next year. Mayor Michaud acknowledged the Town Manager and all that he has done for the town. Public Comment: Michael O'Rourke 233.5 Park Avenue spoke about remarks that were made in public regarding the Town Manager and thanked the Town Manager for the job he does. Discussion ensued regarding a pay increase for the Town Manager. Regular Commission Meeting June 21, 2023 Page 5  Vice-Mayor Glas-Castro asked what increase staff received this year. Town Manager D’Agostino stated staff receive 3.5% each year on average. Town Manager D'Agostino stated that he felt the evaluations were fair and he spoke about the Town's accomplishments (Exhibit E). Vice-Mayor Glas-Castro made a motion to discuss giving the Town Manager a 6% adjustment. Commissioner Thomas seconded for discussion. The Town Manager asked to defer the salary adjustment until the salary survey has been completed for all staff members. Vice-Mayor Glas-Castro withdrew her motion to discuss the adjustment. PUBLIC COMMENT: This time is provided for addressing items that do not appear on the Agenda. Please complete a comment card and provide it to the Town Clerk so speakers may be announced. Please remember comments are limited to a TOTAL of three minutes. Michael O'Rourke 233.5 Park Avenue cautioned the Commission about sponsoring events with CRA funds. He also spoke about the Town Hall sign, the quality of the meeting videos, dog walks, park naming and anonymous staff questionnaire for Town Manager Evaluations TOWN ATTORNEY, TOWN MANAGER, COMMISSIONER COMMENTS: Town attorney Baird had no comments. Town Manager D'Agostino provided comments (Exhibit F). Commissioner Linden spoke about a new business that opened on Park Avenue and a new pizza place on US 1. Commissioner Taylor spoke about the resident who received a code violation for her gravel driveway. She proposes a revision of the codes for these types of driveways. Commissioner Thomas had no comments. Vice-Mayor Glas-Castro had no comments. Mayor Michaud spoke about a business owner who wants to come into the town of Lake Park.  Town of Lake Park Exhibit A Solid Waste Utility The 2023 Rate Study Public Works Department June 21, 2023 1  Project Milestones • On January 18, 2023, the Town Commission engaged Raftelis to prepare a solid waste rate study • Town staff held a special workshop for residents and business owners on June 8, 2023 › Public notices (in three languages) and a follow-up letter were sent to all Town properties; project information was also added to Town’s website in April 2023 › The agenda and presentation materials were made available on the Town’s website on June 7, 2023 › The presentation was also recorded for those who could not join the meeting in person 2  June 8th Workshop – Discussion Topics 1. Introductions 8. Summary of Current 2. Solid Waste Utility Background Operations 3. Solid Waste Utility Operations 9. Conclusions and 4. The Solid Waste Utility Rate Recommendations Analysis 10. Q&A 5. Principal Cost Drivers 11. Closing Comments 6. Study Objectives & Tasks 7. Major Study Assumptions 3  Executive Summary 4  Solid Waste Utility – Background • Collects solid waste from residential and commercial properties • First line of defense for the health of the community • Protects the environment, avoids air/water contamination, and recovers materials through recycling processes 5  Solid Waste Utility – Background (cont.) • Provides a variety of educational opportunities during public outreach events • Provides Roll-off disposal services through franchise agreements with three (3) haulers • Partners with national, regional and local public/private organizations for continuous process improvement 6  Solid Waste Utility – Background (cont.) • Authorized Staff: Nine (9) full-time employees: › Supervisors (2) › Sanitation Truck Operator I (3) (Some vacant 12 months) › Sanitation Truck Operator II (3) (Some vacant 12+ months) › Sanitation Truck Operator Trainee (1) 7  Solid Waste Utility – Background (cont.) • Fleet Inventory • The Solid Waste Division is assigned ten (10) primary collection trucks: Automatic Side Loader (ASL) › Primary Uses: Residential Garbage, Recycling › Inventory: Four (4) › Average Yrs. in Service: 6.5 Yrs. 8  Solid Waste Utility – Background (cont.) • Fleet Inventory • The Solid Waste Division also operates: Front-End Loader (FEL) › Primary Uses: Commercial Garbage, Recycling › Inventory: Four (4) › Average Yrs. in Service: 6.5 Yrs. 9  Solid Waste Utility – Background (cont.) • Fleet Inventory • The Solid Waste Division also operates: Clam Truck › Primary Uses: Residential Vegetation Debris and Bulk Trash › Inventory: Three (3) › Average Yrs. in Service: 5.75 Yrs. 10  Solid Waste Utility – Background (cont.) • Fleet Inventory › Recommended Equipment Backup Ratio per Solid Waste Association of North America (SWANA): 1:1.2/1:1.5 Needed for Asset (# in Fleet) 1:1.2 Ratio 1:1.5 Ratio Daily Operations Automatic Side Loader 2 2.4 3 Front-End Loader 2 2.4 3 Grapple (Clamshell) Truck 2 2.4 3 Rear Loader 0 1.2 1.5 11  Solid Waste Utility – Background (cont.) • Operates as a self-supporting enterprise fund with separate accounting from other Town departments and resources • Town has historically used operating reserves to cover actual expenses that exceeded the budgeted amounts while phasing in rate adjustments over time Historical Sanitation Annual Assessment- Residential Assessment Year Single-Family/Multi-Family <5 Multi-Family >4 2019-2020 $215.49 $145.93 2020-2021 $234.88 $159.06 2021-2022 $234.88 $159.06 2022-2023 $246.62 $167.01 2022-2023 $258.37 $174.97 12  The 2023 Solid Waste Utility Rate Study  Solid Waste Program Requirements • Total program needs through FY28 are estimated to exceed $20.0 million 14  Projected Revenues • Annual revenues estimated at $2.2 million per year › Most residential property owners take advantage of the 4% discount by paying early • Assumed 1% growth in residential and multifamily cart services • Growth in dumpster accounts based on development projections provided by Town staff 15  Principal Cost Drivers • Current operating deficiency › FY23 operating expenses exceed current revenues by approximately $250,000 (12% of existing rates) • High costs, frequency and severity of mechanical, fleet repairs › Service Interruptions – Emergency contract operations / limited providers – Urgent and specialized repair needs / sole source providers with little competition  Unable to shop around repair costs 16  Principal Cost Drivers (cont.) • Compensation and Recruitment: › Highly competitive labor market › Some Sanitation Truck Operator positions vacant 12+ months › Recommended changes to operating salaries and associated benefits • Competition: long lead times for materials, supplies, equipment and vehicles › Inflationary increases on all business expenditures 17  Projected Operating Expenses 18  Proposed Vehicle Replacement Timeline 2023 2025 • FEL 45 • CLAM 66 (14 YRS.) (8 YRS.) 2029 • ASL 50 • REAR 42 • CLAM 68 (14 YRS.) (20 YRS.) (8 YRS.) 2024 2026 • FEL 44 • FEL 56 (8 YRS.) (7 YRS.) • ASL 51 • ASL 58 (8 YRS.) (7 YRS.) • CLAM 67 (8 YRS.) 19  Projected Loan & Lease Payments 20  Proposed Reserve Requirements • Based on discussions with Town staff, we established funding of an allowance account for contractual debris removal expenses for storm events › Transfer of $250,000 in FY24 as initial deposit › Nominal annual deposits of approx. $7,900 per year to keep pace with inflation (3% per year) • Minimum balance in unrestricted operating fund of 60 days of annual expenditures as minimum target in FY24 › Additional deposits to the operating fund over the study period to target at least 90 days of reserves 21  Adequacy of Existing Rates 22  Proposed Solid Waste Rates Description FY24 FY25 FY26 FY27 FY28 Funds Total Program Percent Rate Increase 48% 3% 3% 3% 3% Proposed Annual Charge per Cart $382.39 $393.86 $405.68 $417.85 $430.38 (Current Fee $258.37) Proposed Charge per Cubic Yard (CY) – Per Dumpster Size / Per Frequency of Pickup $16.74 $17.24 $17.76 $18.29 $18.84 (Current Fee $11.31) Sample – Monthly Fees for Dumpster Services 2 CY Dumpster – 1 Pickup / Week ($98.02) $145.08 $149.41 $153.92 $158.51 $163.28 4 CY Dumpster – 1 Pickup / Week ($196.04) $290.16 $298.83 $307.84 $317.03 $326.56 6 CY Dumpster – 1 Pickup / Week ($294.06) $435.24 $448.24 $461.76 $475.54 $489.84 • A schedule of proposed fees included at the end of this Executive Summary 23  Conclusions & Recommendations 1. The Solid Waste Utility should operate as a self-supporting enterprise fund with separate accounting from other Town departments › Town has consistently used operating reserves to cover actual expenses, but those reserves have been mostly depleted › Existing rates are not adequate to cover the current operations 24  Conclusions & Recommendations 2. On or about January 18, 2023, the Town Commission adopted an ordinance that moves multi-family dumpster accounts to the standard dumpster rates › The projected financial results were prepared based on the adopted service classifications › The Town Commission should consider adopting the proposed rates through FY28 25  Conclusions & Recommendations (cont.) 3. The Town Commission should consider adopting a reserve policy for the Solid Waste Utility to provide working capital and to help address unforeseen contingencies › We recommend a target operating reserve balance of at least 90 days of annual expenditures that may be achieved by FY26 if the adopted rates are implemented › A separate contingency fund of $250,000 for emergency, debris removal should also be established 4. This study should be updated within 5-years 26  Next Steps & Timeline • January-May 2023: Solid Waste Rate Analysis • June 8, 2023: Follow-up Meeting on the Solid Waste Rate Analysis • June 21, 2023: Presentation to Town Commission on findings and recommendations from Solid Waste rate analysis (for discussion only) • July 28, 2023: Town submits maximum proposed Solid Waste assessment rates to PB County (TRIM Notice) • August 2023: Fee Schedule Resolution presented for approval • August 18, 2023: TRIM Notices mailed to all taxpayers • September 2023: Town submits approved Solid Waste assessment rates • November 1, 2023: Tax bill sent to all taxpayers 27  Questions & Comments 28  Proposed FY-24 Dumpster Fee Schedule Cubic Yards 1x/Week 2x/Week 3x/Week 4x/Week 5x/Week 0.5 --- 72.54 --- --- --- 2 145.08 290.16 435.24 580.32 725.40 3 217.62 435.24 652.86 870.48 1088.10 4 290.16 580.32 870.48 1160.64 1450.80 6 435.24 870.48 1305.72 1740.96 2176.20 8 580.32 1160.64 1740.96 2321.28 2901.60 • Fee per EA (1) dumpster • Fees billed monthly directly to customers utilizing dumpster services. 29  Appendix: June 8, 2023 Workshop Presentation 30  Town of Lake Park Solid Waste Utility Follow-Up Meeting on the 2023 Solid Waste Rate Study Public Works Department June 8, 2023 31 Please Scan to View this Presentation on your Device.  Follow-Up Meeting Agenda 1. Introductions 8. Summary of Current 2. Solid Waste Utility Background Operations 3. Solid Waste Utility Operations 9. Conclusions and 4. The Solid Waste Utility Rate Recommendations Analysis 10. Q&A 5. Principal Cost Drivers 11. Closing Comments 6. Study Objectives & Tasks 7. Major Study Assumptions 33  Project Team • Members of the Town Commission • John D’Agostino – Town Manager • Roberto Travieso – Public Works Director • Jeff Duvall – Finance Director • Dwayne Bell – Public Works Operations Manager • Fensely Wisdom and Jackie Harris – Sanitation Foremen • Murray Hamilton – Vice President, Raftelis • Shawn Ocasio – Manager, Raftelis 34  Solid Waste Utility – Background • Collects solid waste from residential and commercial properties • First line of defense for the health of the community • Protects the environment, avoids air/water contamination, and recovers materials through recycling processes 35  Solid Waste Utility – Background • 2021/2022 Mixed-Solid Waste Collection and Disposal Production: › 30.6-Million pounds of garbage › 8.9 Million pounds of bulky trash/vegetation debris › 2.3 Million pounds of recyclable materials 36  Solid Waste Utility – Background • Provides a variety of educational opportunities during public outreach events • Provides Roll-off disposal services through franchise agreements with three (3) haulers • Partners with national, regional and local public/private organizations for continuous process improvement 37  Solid Waste Utility – Background • Where does your trash go? › All solid waste and vegetation debris is transported to Palm Beach County Solid Waste Authority’s (SWA) North County Transfer Station › Recyclable materials are sorted, packaged and commercialized › Solid waste is incinerated to generate electrical energy; leftover materials are neutralized stored underground. 38  Solid Waste Utility – Background (cont.) • Authorized Staff: Nine (9) full-time employees: › Supervisors (2) › Sanitation Truck Operator I (3) (Some vacant 12 months) › Sanitation Truck Operator II (3) (Some vacant 12+ months) › Sanitation Truck Operator Trainee (1) 39  Solid Waste Utility – Background (cont.) • Fleet Inventory • The Solid Waste Division is assigned ten (10) collection trucks: Automatic Side Loader (ASL) › Primary Uses: Residential Garbage, Recycling › Inventory: Four (4) › Average Yrs. in Service: 6.5 Yrs. 40  Solid Waste Utility – Background (cont.) • Fleet Inventory • The Solid Waste Division also operates: Front-End Loader (FEL) › Primary Uses: Commercial Garbage, Recycling › Inventory: Four (4) › Average Yrs. in Service: 6.5 Yrs. 41  Solid Waste Utility – Background (cont.) • Fleet Inventory • The Solid Waste Division also operates: Clam Truck › Primary Uses: Residential Vegetation Debris and Bulk Trash › Inventory: Three (3) › Average Yrs. in Service: 5.75 Yrs. 42  Solid Waste Utility – Background (cont.) • Fleet Inventory › Recommended Equipment Backup Ratio per Solid Waste Association of North America (SWANA): 1:1.2/1:1.5 Needed for Asset (# in Fleet) 1:1.2 Ratio 1:1.5 Ratio Daily Operations Automatic Side Loader 2 2.4 3 Front-End Loader 2 2.4 3 Grapple (Clamshell) Truck 2 2.4 3 Rear Loader 0 1.2 1.5 43  Solid Waste Utility – Background (cont.) • Operates as a self-supporting enterprise fund with separate accounting from other Town departments and resources • Town has historically used operating reserves to cover actual expenses that exceeded the budgeted amounts while phasing in rate adjustments over time Historical Sanitation Annual Assessment- Residential Assessment Year Single-Family/Multi-Family <5 Multi-Family >4 2019-2020 $215.49 $145.93 2020-2021 $234.88 $159.06 2021-2022 $234.88 $159.06 2022-2023 $246.62 $167.01 2022-2023 $258.37 $174.97 44  The 2023 Solid Waste Utility Rate Analysis  Solid Waste Program Requirements • Total program needs through FY28 are estimated to exceed $20.0 million 46  Principal Cost Drivers • Current operating deficiency › FY23 operating expenses exceed current revenues by approximately $250,000 (12% of existing rates) • High costs, frequency and severity of mechanical, fleet repairs › Service Interruptions – Emergency contract operations / limited providers – Urgent and specialized repair needs / sole source providers with little competition  Unable to shop around repair costs 47  Principal Cost Drivers (cont.) • Compensation and Recruitment: › Highly competitive labor market › Some Sanitation Truck Operator positions vacant 12+ months › Recommended changes to operating salaries and associated benefits • Competition: long lead times for materials, supplies, equipment and vehicles › Inflationary increases on all business expenditures 48  Authorization • The Solid Waste Utility has almost exhausted its reserves › Unappropriated reserve fund balance at the end of FY23 is estimated to be less than $265,000 • On January 18, 2023, the Town Commission engaged Raftelis to prepare a Solid Waste Utility Rate Analysis 49  Study Objectives • Develop a funding strategy to pay for Solid Waste Utility operations, maintenance and vehicle replacement needs › Emphasis on improving the fleet replacement schedule to provide higher service reliability, reduce costs related to service interruptions, and reduce maintenance expenses – Proposed strategy may also result in higher auction values at the time of resale which may be reinvested in the system • Estimate revenue requirements to be recovered from solid waste rates • Identify the need for future rate adjustments 50  Study Tasks • Prepare a financial forecast › Fiscal years 2023 through 2028 • Develop projections of: › Disposal requirements and revenues › Operating expenses › Fleet replacement program & funding › Cash reserve requirements › Adequacy of revenues at existing rates 51  Discussion Topics Major Study Assumptions Revenues and Expenses Capital Leases and Minor Equipment Summary of Current Operations Conclusions & Recommendations 52  Projected Revenues • Annual revenues estimated at $2.2 million per year › Most residential property owners take advantage of the 4% discount by paying early • Assumed 1% growth in residential and multifamily cart services • Growth in dumpster accounts based on development projections provided by Town staff 53  Projected Operating Expenses • Based on the adopted FY23 budget of $2.2 million [*] › Adjustment made to disposal costs based on an estimated increase in the tonnage for 2023 of +$92K › Adjustment for operating and revenue contingencies of $27K • (1) Additional Sanitation Truck Operator II to be hired in FY25 › New operator required to support future customers connecting to the system based on planned development projects • (1) Additional Solid Waste Code Officer to be hired in FY25 • Projections include costs associated with fleet repairs and maintenance over the study period _____ [*] Excludes capital outlay, capital lease installments, and loan payments to General Fund. [K] Thousands 54  Projected Operating Expenses (cont.) • Budgeted expenses beyond FY23 were increased based on estimated inflationary allowances as follows: › Labor: 11% (FY24); then 4% per year › Health & Liability Insurance: 15% per year › Fuel & Utilities: 5% per year › General Inflation: 3% per year 55  Vehicle Replacements & Minor Equipment • Total vehicle replacement / capital program of $4.0 million › Replacement of 10 trucks - $3.9 million (proposed capital leases) – 3 Front end loader trucks – 3 Side loader trucks – 3 Grapple trucks – 1 Rear loader trucks › Other capital outlay - $0.1 million (rate funded) – Minor equipment and machinery 56  Proposed Vehicle Replacement Timeline 2023 2025 • FEL 45 • CLAM 66 (14 YRS.) (8 YRS.) 2029 • ASL 50 • REAR 42 • CLAM 68 (14 YRS.) (20 YRS.) (8 YRS.) 2024 2026 • FEL 44 • FEL 56 (8 YRS.) (7 YRS.) • ASL 51 • ASL 58 (8 YRS.) (7 YRS.) • CLAM 67 (8 YRS.) 57  Projected Loans & Lease Payments • Existing annual loan and lease payments of $161,000 in FY23 decreasing to $0 by FY26 › Existing Side Loader lease of $65,000 ends in FY24 › Existing Mack MD7 Grapple Truck lease of $65,000 ends in FY25 › General Fund Loan of $31,000 ends in FY26 • Proposed annual capital lease payments starting in FY24 at $239,000 and increasing to $768,000 by FY28 › All proposed capital leases assume 4-year payback term and interest rate between 5.99% - 6.75% 58  Projected Loan & Lease Payments (cont.) 59  Other Revenue Requirements • Based on discussions with Town staff, we established funding of an allowance account for contractual debris removal expenses for storm events › Transfer of $250,000 in FY24 as initial deposit › Nominal annual deposits of approx. $7,900 per year to keep pace with inflation (3% per year) • Minimum balance in unrestricted operating fund of 60 days of annual expenditures as minimum target in FY24 › Additional deposits to the operating fund over the study period to target at least 90 days of reserves 60  Adequacy of Existing Rates 61  Proposed Solid Waste Rates Description FY24 FY25 FY26 FY27 FY28 Funds Total Program Percent Rate Increase 48% 3% 3% 3% 3% Proposed Annual Charge per Cart $382.39 $393.86 $405.68 $417.85 $430.38 (Current Fee $258.37) Proposed Charge per Cubic Yard (CY) – Per Dumpster Size / Per Frequency of Pickup $16.74 $17.24 $17.76 $18.29 $18.84 (Current Fee $11.31) Sample – Monthly Fees for Dumpster Services 2 CY Dumpster – 1 Pickup / Week ($98.02) $145.08 $149.41 $153.92 $158.51 $163.28 4 CY Dumpster – 1 Pickup / Week ($196.04) $290.16 $298.83 $307.84 $317.03 $326.56 6 CY Dumpster – 1 Pickup / Week ($294.06) $435.24 $448.24 $461.76 $475.54 $489.84 62  Conclusions & Recommendations 1. The Solid Waste Utility should operate as a self-supporting enterprise fund with separate accounting from other Town departments › Town has consistently used operating reserves to cover actual expenses, but those reserves have been mostly depleted › Existing rates are not adequate to cover the current operations 63  Conclusions & Recommendations 2. On or about January 18, 2023, the Town Commission adopted an ordinance that moves multi-family dumpster accounts to the standard dumpster rates › The projected financial results were prepared based on the adopted service classifications › The Town Commission should consider adopting the proposed rates through FY28 64  Conclusions & Recommendations (cont.) 3. The Town Commission should consider adopting a reserve policy for the Solid Waste Utility to provide working capital and to help address unforeseen contingencies › We recommend a target operating reserve balance of at least 90 days of annual expenditures that may be achieved by FY26 if the adopted rates are implemented › A separate contingency fund of $250,000 for emergency, debris removal should also be established 4. This study should be updated within 5-years 65  & 66  Next Steps & Timeline • January-May 2023: Solid Waste Rate Analysis • June 8, 2023: Follow-up Meeting on the Solid Waste Rate Analysis • June 21, 2023: Presentation to Town Commission on findings and recommendations from Solid Waste rate analysis (for discussion only) • July 28, 2023: Town submits maximum proposed Solid Waste assessment rates to PB County (TRIM Notice) • August 2023: Fee Schedule Resolution presented for approval • August 18, 2023: TRIM Notices mailed to all taxpayers • September 2023: Town submits approved Solid Waste assessment rates • November 1, 2023: Tax bill sent to all taxpayers 67  Connect with Us! • New Service Request Portal › Request Service › Report Issues (561) 881-3345 publicworks@lakeparkflorida.gov SCAN AND BOOKMARK ME! 68  Town of Lake Park Town Commission Agenda Request Form Exhibit B Meeting Date: June 21, 2023 Originating Department: Special Events Agenda Title: Summer Bash Fundraiser Sponsorship Requests John Digitally signed by John D'Agostino DN: cn=John D'Agostino, o=Town of Lake Park, ou=Town Manager, Approved by Town Manager: D'Agostino Date: email=jdagostino@lakeparkflorida.gov, c=US Date: 2023.06.15 17:08:58 -04'00' Cost of Item: Funding Source: Account Number: Finance Signature: Advertised: Date: Newspaper: Attachments: Summer Bash Fundraiser Special Event Permit Application Please initial one: X Yes I have notified everyone Not applicable in this case Summary Explanation/Background: The Special Events Department received a Special Event Permit Application from Rhonda Jo Porter proposing a Summer Bash Fundraiser to be held on Saturday, July 15 in the parking lot of the 700 block of Park Avenue, near The Brewhouse Gallery and Kelsey City Brewing. The funds raised will be provided to the Amara Shriners Children’s Transportation Fund to drive children to the Shriners Hospital located in Tampa, Florida. Event vendors include Eddie’s Rolling Bistro, Mark Bone BBQ, VFW and Amara Shriners. At this time, the event organizer would like the Town to sponsor the event by providing marketing assistance listed below. In addition, a funding request of $500.00 to pay for the live entertainment will be presented to the Town’s Community Redevelopment Agency Board of Directors on Wednesday, July 5, 2023. The CRA Board will have to vote to approve the expenditure from the CRA budget. REQUESTED CATEGORY VALUE TOTAL (monetary or other)  The use of the Town of Lake Park logo on all event marketing material. No monetary No  Event flyer and information posted on the Town of Lake Park website. value monetary  Event flyer and information posted on Town of Lake Park social media accounts. value  Event flyers posted at Town of Lake Park special events. Recommended Motion: I move to approve the request made by the event organizer of the Summer Bash Fundraiser.  Exhibit C To: Key Official From: Eryn Russell, Florida League of Cities Date: June 6, 2023 Subject: 97th Annual Conference Voting Delegate Information The Florida League of Cities Annual Conference will be held at the Hilton Orlando Bonnet Creek in Orlando, Florida, from August 10-12, 2023. This conference will provide valuable educational opportunities to help Florida’s municipal officials serve their citizenry more effectively. We ask that each member municipality sending delegates to the Annual Conference designate one of their officials to cast their votes at the Annual Business Session, which will be held on Saturday, August 12. Election of League leadership and adoption of resolutions are undertaken during the business meeting. One official from each municipality will vote on matters affecting the League. In accordance with the League’s by-laws, each municipality’s vote is determined by population, and the League will use the Estimates of Population from the University of Florida. Conference registration materials were sent to each municipality via the League's e-newsletter and are available online at flcities.com. If you have any questions about voting delegates, please email erussell@flcities.com. Voting delegate forms must be received by the League no later than July 31, 2023. Attachments: Form Designating Voting Delegate 97th Annual Conference Florida League of Cities, Inc. August 10-12, 2023 Orlando, Florida It is important that each member municipality sending delegates to the Annual Conference of the Florida League of Cities designate one of their officials to cast their votes at the Annual Business Session. League By- Laws require each municipality to select one person to serve as the municipality's voting delegate. Municipalities do not need to adopt a resolution to designate a voting delegate. Please fill out this form and return it to the League office so that your voting delegate may be properly identified. Voting delegate forms must be received by the League no later than July 31, 2023. Designation of Voting Delegate Name of Voting Delegate: __________________________________________________ Title: ___________________________________________________________________ Delegate Email: __________________________________________________________ Municipality of: __________________________________________________________ AUTHORIZED BY: ______________________________________________ Name _______________________________________________ Title Return this form to: Eryn Russell Florida League of Cities, Inc. Post Office Box 1757 Tallahassee, FL 32302-1757 Email: erussell@flcities.com 2 of 2 Exhibit D Exhibit E Exhibit F