HomeMy WebLinkAbout7/26/99
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Water Board Agenda
Regular Meeting
July 26,1999
7:00 PM
1. Call to Order
2. Approve Agenda
3. Approve Minutes -regular, June 28,1999, special, July 6, 1999
4. Continued Discussion Items
a) Well No.5 Update
b) Policy Manual Update
c) Water Use Restrictions
d) Water Charges Refund Request
5. New Business
. a) Well House Upgrades
b) New Developments - Request for Trunk Watermain
c) Year 2000 Budget
d) Meter Reading Contract
e) Building Permit Reports
6. Approve Bills
7. Financial Report
8. Open Forum
9. Adjourn
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City of Farmington
325 Oak Street, Farmington, MN 55024
(651) 463-7111 Fax (651) 463-2591
www.ci.farmington.mn.us
4d
TO:
Water Board Members
FROM:
Robin Roland, Finance Director
SUBJECT:
Customer Refund - Kenneth Brown
DATE:
June 28, 1999
INTRODUCTION/DISCUSSION
Kenneth Brown of 18209 Emerald Trail has requested a refund of overpayment of water usage
fees for the period April 1996 through March 1999.
Sometime between the April 1996 and JUly 1996 water meter readings, the remote water meter
reading device on Mr. Brown's house malfunctioned. Although staff verified the external meter
reading at the time and billed a significant increase, Mr. Brown did not contact Arvilla about his
increased usage until after the April 1, 1999 billing. At that time, Mr. Brown compared the outside
reading device to the reading on his water meter and found them to be significantly different.
City Staff investigated and found that the water meter located inside the house (which we always
consider to be the accurate reading) was reading 334,000 while the external reader read
1,972,000. Staff replaced the customer's meter with a radio read meter on May 17, 1999.
Mr. Brown has requested a refund of the overpayment of water usage fees. Arvilla has
determined that the customer was over billed by 1,628 thousand gallons and is due a refund of
$1,877.52. Her computations are attached. The City has already refunded his overpayment of
sewer fees.
ACTION REQUESTED
Authorize refund of $1,877.52 of water usage fees to Kenneth Brown of 18209 Emerald Trail.
7:;;;'
Robin Roland
Finance Director
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Account Number:
Nallle
Site Address
CCOU ME E
154151820900401
BROWN KENNETH
18209 1/.... EMERALD TRAIL
FARMINGTON MN 55024-9267
7/~
7845352
5/8"
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Route/Seq
Meter NUllIber
Meter Size
Date Removed
Date Read
Reading
Acct Status:
Acct Type
ACH
Pri/Sec Func: MA/AQ 2ndary 10
Unit of Meas: IH2b Avg Consump:
Service : ~ Periods
Billed Rdg Consumption Billed Adj
Flag Type Date Diff
A- 132 04/01/1997
A- 1~4 01/01/1~97
A- 158 09/30/1~96
A- . 1~0 07/01(1996
A- 21 04/01/1996
A- 25 011 0 1/199,6
A-19 10/0111995
A- 16 07/01/1995.
Q3105/1997 749
1~116/199Ei 617
09 /24/1~96 483
07/18/1996 325
04125/1996 175
01124/1996 154
09114/ 1995 129
06/16/1995 110
METERINFOCODEEXISTS
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154151820900401
BROWN KENNETH
18209 1/_ EMERALD TRAIL
FARMINGTON . MN 55024-9267
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Account Number:
Name
Site Address
Route/Seq
Meter NUQlber
Meter Sile
Date Removed
Date Read Reading
03/08/1999 197?
12/11 /1998 1865
09/08119$8 1702
OS/29/1998 1552
0~/03i19~8 1412
12/01/1997 1274
09/03/1997 1087
0610311997 .. .. ... 890
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A- 163 01/01/1999
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A- 187 01/01/1998
A- 197 10/01/1997
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City of Farmington
325 Oak Street, Farmington, MN 55024
(651) 463-7111 Fax (651) 463-2591
www.ci.farmington.mn.us
TO: Water Board
FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer
SUBJECT: Well House Upgrades
DATE: July 26, 1999
INTRODUCTIONIDISCUSSION
The temperatures in the well houses have been exceeding the recommended operating
range and triggering the alarm system. Each time an alarm is triggered, staff has to
respond and attempt to lower the temperature in the subject well house. This can occur at
any hour of the day, weekdays or weekends. In addition to the high temperatures being
adverse to the operation of the well, each call out from staff is a minimum of two hours
of overtime pay.
Staff has discussed the situation with the City's consultant, Mark Rolfs and it is
recommended that air conditioning units be installed in the well houses in order to keep
the temperatures in the well houses within the acceptable range.
BUDGET IMPACT
It is estimated that the cost to install an air conditioning unit in each well house would not
exceed $1500, for a total of $4500 for the three well houses.
ACTION REOUESTED
Authorize staff to have air-conditioning units installed in the well houses.
Respectfully Submitted,
~ fVl~.
Lee M. Mann, P.E.
Director of Public Works/City Engineer
cc: file
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5"1::.
City of Farmington
325 Oak Street, Farmington, MN 55024
(651) 463-7111 Fax (651) 463-2591
www.ci.farmington.mn.us
TO: Water Board
FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer
SUBJECT: New Development - Requests for Trunk Water Main
DATE: July 26, 1999
INTRODUCTION
Several proposed developments in the City are necessitating the initiation of two trunk
water main projects.
DISCUSSION
Proposed development along Trunk Highway 3 and the new alignment of
CSAH 31 will necessitate the extension of trunk water main in those areas. Staff will
bring maps showing the areas that need to be served to the meeting for the Water Board's
consideration.
BUDGET IMPACT
The feasibility report, when complete, will outline the project costs.
ACTION REQUESTED
Authorize staff to begin preparation of a feasibility report for the above described trunk
water main project.
Respectfully Submitted,
~Yh~
Lee M. Mann, P .E.
Director of Public Works/City Engineer
cc: file
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5"e,
City of Farmington
325 Oak Street, Farmington, MN 55024
(651) 463-7111 Fax (651) 463-2591
www.ci.farmington.mn.us
TO: Water Board
FROM: Lee M. Mann, P.E., Director of Public Works/City Engineer
SUBJECT: Year 2000 Budget
DATE: July 26, 1999
INTRODUCTIONIDISCUSSION
Attached is the proposed Water Board Budget and capital outlay expenditures for the
year 2000.
2000 Budget
The proposed 2000 budget indicates a $76,000 increase to revenues over the adopted
1999 budget. Expenditures are expected to increase by $27,400 in 2000. The projected
amount of retained earnings at the end of 2000 is $3,587,435.
Capital Outlay
Two capital outlay items are proposed for Water Board participation in the year 2000, a
pickup truck and an air compressor.
The pickup truck would allow the City to add an additional vehicle and gradually phase
out the use of an existing 1986 Ford pickup truck that is mechanically unreliable and the
body is rusted out. The cost of the truck is $28,000. It is proposed that the cost of the
new truck be split four ways ($7,000 each) between the General fund, the Sewer fund, the
Storm Sewer fund and the Water fund.
The rationale for Water Board participation in the cost of the truck is as follows. It is
proposed in the year 2000 budget that salaries, benefits and overtime for direct
maintenance services for the water system will cost approximately $68,500. Salary,
benefits and overtime for one maintenance worker is approximately $48,000. Therefore
in the year 2000, the water system will require the equivalent of 1.4 full time
maintenance workers to maintain and operate the water system. Previously, the Water
Board has purchased one truck for use by the maintenance workers. The participation of
the Water Board in 25% of the costs of the truck in 2000 would put the Water Board in
the position of "owning" 1.25 trucks for use by 1.4 maintenance workers.
The air compressor will replace the existing 1985 air compressor that currently requires
extensive maintenance. The air compressor is used during repair operations on the water
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system. The cost of the air compressor is estimated to be $10,000. It is proposed that the
cost of the new air compressor be split three ways. The Road and Bridge fund would
fund $4,000, the Sewer fund would fund $3,000 and the Water Board would fund $3,000
of the cost of the new compressor.
BUDGET IMPACT
As outlined in the attached budget documentation and indicated above.
ACTION REQUESTED
Approve preliminary Water Board budget and capital outlay for the year 2000.
Respectfully Submitted,
';;;{ ~ ~
Lee M. Mann, P.E.
Director of Public Works/City Engineer
cc:
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City of Farmington
325 Oak Street, Farmington, MN 55024
(651) 463-7111 Fax (651) 463-2591
www.ci.farmington.mn.us
b'd
TO:
Water Board Members
FROM:
Robin Roland, Finance Director
SUBJECT:
Water Meter Reading contract
DATE:
July 26, 1999
INTRODUCTION
In September 1998, the Water Board chose to contract with RMR Services for water meter reading
services. After a year of services, staff would like to re-evaluate the contract.
DISCUSSION
The contract with RMR. Services called for the vendor to read the residential water meters in the City of
Farmington during the months of March, June, September and December between the 5th and 20th of the
month. The City provides the portable interragator with the routes downloaded for the reader to use. As
meters are switched over to radio reads, the interragator is able to read the radio reads as well with the
touch of a button. RMR Services bills $0.49 per meter read.
Service from RMR has been inconsistent. The City has not had the same individual reading meters, two
quarters in a row. Although RMR has been very cooperative in providing supervisory help to get the meter
reading done when necessary, personnel doing the readings have been either extremely good or extremely
inept. This has caused some unnecessary stress on the utility billing clerk, as she does not know from one
billing period to the next how to schedule her time or what level of support she needs to give to the meter
reader.
In light of these difficulties. staff secured another proposal from another meter read;ng service, which was
recommended by other cities in the LOGIS consortium. TKDA has met with staff and submitted a proposal
for meter reading services at $0.497 per read. Mr. Verne Jacobson, the TKDArepresentative, has assured
staff that it is their priority to assign the same meter reader to a City for the duration. Other LOGIS cities
I:tave confirmed this as one of TKDA's strong suits; Maple Grove and White Bear Lake have the same
personnel each reading period.
BUDGET IMPACT
In the year of the contract with RMR Services, the Water Board has paid $6,803. At last count, there were
3,434 meters to be read in the City. Under TKDA's proposal, the cost to read those meters for 1 year would
be $6,826.
ACTION REQUESTED
Authorize change in meter reading services from RMR Services to TKDA, effective with the September
1999 meter reading cycle.
7::;;:;;
Robin Roland
Finance Director
TKDA
. ENGINEERS. ARCHITECTS. PLANNERS
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TOL TZ, KING, DUVALL, ANDERSON
AND ASSOCIATES, INCORPORATED
1500 PIPER JAFFRAY PLAZA
444 CEDAR STREET
SAINT PAUL, MINNESOTA 55101-2140
PHONE:651/292-4400 FAX:651/292-00B3
June 30, 1999
Ms. Robin Roland
Finance Director
City of Farmington
325 Oak Street
Farmington, Minnesota 55024-1374
Re: Proposal for Water Meter Reading Services
Dear Ms. Roland:
On behalf of Toltz, King, Duvall, Anderson and Associates, Inc., we are pleased to submit our
response to your request regarding a firm to provide water meter reading services for the City of
Farmington.
Our services will be provided in the manner described in this proposal subject to the terms and
conditions set forth in the attached "General Provisions of Architect-Engineer Agreement" dated
October 1993. Hereinafter, the City of Farmington is referred to as the OWNER.
1. PROJECT DESCRIPTION
Based upon the discussion of your meeting with Verne Jacobsen ofTKDA on June 17,1999, we
understand that the selected vendor will read only radio or remote accounts and that uploading
and downloading of the meter routes into City-owned reading equipment will be completed by
the OWNER'S Staff.
The City has approximately 3,500 residential accounts that are to be read during the first three
weeks of the months of September, December, March, and June. The accounts include both
external remote and radio read water meters. Personnel utilized for reading meters shall have
jackets and identification when working in Farmington.
An Equal Opportunity Employer
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Ms. Robin Roland
City of Farmington
June 30, 1999
Page 2
II. SERVICES TO BE PROVIDED BY TKDA
Based on TKDA'S understanding ofthe Project, we will provide the following services:
A. Provide personnel to read water meters.
B. Provide jackets and identification for personnel reading the water meters.
C. Provide transportation for meter readers.
III. ADDITIONAL SERVICES
If authorized by you, we will furnish or obtain from others Additional Services which are not
considered as basic services under this proposal. Additional Services shall be billable on an
Hourly Rate basis as defined in Article 3 of the General Provisions, and such billings shall be
over and above any maximum amounts set forth in this proposal.
N. YEAR 2000 ISSUES
TKDA has not offered to provide, and the OWNER has not requested that TKDA provide, any
engineering, design, consulting or other services with regard to "Year 2000" issues. TKDA
specifically excludes "Year 2000" services from its scope of services under this Agreement, and
the OWNER specifically agrees to release all claims for damages, known or unknown, against
TKDA arising from or in any way related to "Year 2000" issues.
Claims arising from "Year 2000" issues include any claim, damage or other liability arising from
or related to the failure of any equipment or process due to the failure of the equipment or
process to accurately process date/time data (including, but not limited to, calculating, comparing
and sequencing) from, into, and between the twentieth and twenty-first centuries, and the years
1999 and 2000.and leap year calculations, both independently and to the extent that the
equipment or processes are used in combination with other equipment or processes that are pre-
existing or are within the subject matter of this contract.
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Ms. Robin Roland
City of Farmington
June 30, 1999
Page 3
V. OWNER'S RESPONSffiILITIES
The OWNER'S responsibilities shall be as set forth in Article 8 of the General Provisions and as
further described or clarified hereinbelow:
A. Provide meter reading equipment.
B. Provide all services required to upload and download routes.
C. Provide maintenance required on meter reading equipment.
VI. PERIOD OF SERVICE
We would expect to start our services promptly upon receipt of your acceptance of this proposal
and to complete SECTION II services within 12 months.
VII. COMPENSATION
Based upon a total of approximately 14,000 residential meter readings, TKDA will provide the
desired meter reading services at a cost of 49. 7ft per read. The estimated annual cost would be
$6,958 for the estimated 14,000 meter readings and total duration of the contract shall be for a
period of one year.
The provisions of Article 3.A of the attached General Provisions are hereby deleted in favor of
the above method of compensation.
.
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Ms. Robin Roland
City of Farmington
June 30, 1999
Page 4
VIII. CONTRACTUAL INTENT
We thank you for the opportunity to submit this proposal and are willing that this letter and
attachments constitute a contract between us upon its signature by an authorized official of the
City of Farmington and the return of a signed copy to us. If you require additional information
or have questions regarding this proposal, please contact Verne Jacobsen at 651-282-4484.
This proposal will be open for acceptance for 60 days, unless the provisions herein are changed
by us in writing prior to that time.
Sincerely,
Darrel H. Berkowitz, P.
President/CE
w~
ACCEPTED FOR THE
CITY OF FARMINGTON, MINNESOTA
By
Title
Date
. DHB:VEJ:adh
ATTACHMENTS: GENERAL PROVISIONS
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City of Farmington
325 Oak Street, Farmington, MN 55024
(651) 463-7111 Fax (651) 463-2591
www.ci.falJ11in:ton.mn.us
5e..
TO:
Water Board, Director of Public Works/City Engineer Lee Mann
FROM:
Michael Schultz
Associate Planner
SUBJECT:
Second Quarter 1999 Building Penn it Report
DATE:
July 26, 1999
INTRODUCTION
The following is a report summarizing the new construction penn its issued during the second
quarter and the first half of 1999.
DISCUSSION
During the second quarter of the 1999. building construction season the City issued 85 new single-
family detached housing pennits; no new attached or multi-family (townhomes, twin homes)
building penn its were issued during the quarter running between April I 5t and June 30th.
The 85 single-family penn its issued during the second quarter of 1999 are an increase of 6
penn its over the same period last year. Although second quarter penn its are up, overall new
single-family housing starts are 21 units lower through the first half of this year than last year.
Last year there were 151 new single-family penn its issued in the first six months of 1998
compared to 130 through the first half of 1999.
No new commercial or industrial penn its were issued during the second quarter. Two (2)
institutional building penn its were issued for St. Michael's Church. One pennit for the footings
and foundation and the other for the remainder of the structure.
ACTION REQUIRED
No action is required, for City Council infonnation only.
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CITY OF FARMINGTON
REVENUES AND EXPENDITURES ANALYSIS
WATER FUND
6/30/99
1999
BUDGET
1999
ACTUAL
OPERATING REVENUES
USER FEES 500,000 242,537
WATER PERMITS 15,000 7,645
METER SALES 25,000 33,605
CUSTOM SERVICE 1,000
TOTAL OPERATING REVENUE 541,000 283,787
NON OPERATING REVENUES
WATER AVAILABILITY CHARGES 140,000 84,560
WATER MAIN TRUNK FEES
SPECIAL ASSESSMENTS 99,000 40,485
INTEREST 25,000 17,910
MISCELLANEOUS 894
ANTENNA LEASE 11,500 6,432
TOTAL NON OPERATING REVENUE 275,500 150,281
TOTAL ALL REVENUE 816,500 434,068
. EXPENDITURES
SALARIES 52,542 25,094
OVERTIME 4,500 851
BENEFITS 8,854 2,978
PRINTING & PUBLISHING 2,652 1,106
PROFESSIONAL SERVICES 66,580 18,954
DUES & SUBSCRIPTIONS 515 128
SCHOOLS & CONFERENCES 1,018
TRANSPORTATION COSTS 1 ,442 432
EQUIPMENT MAINT/RENT 21,946
BUILDING MAINT/RENT 10,609 158
UTILITIES 41,754 18,966
SUPPLlES/METERS 62,951 106,869
MISCELLANEOUS
CAPITAL OUTLAY 80,282 15,093
TOTAL EXPENDITURES 355,645 190,629
OTHER FINANCING USES
DEBT SERVICE 101,145 50,573
DEPRECIATION
TRANSFER FOR ADMINISTRATIVE FEES 26,250 13,125
TRANSFER TO CONSTRUCTION FUND 250,000
TOTAL OTHER FINANCING USES 377,395 63,698
. TOTAL EXPENDITURES & OTHER
FINANCING USES 733,040 254,327
INCREASE (DECREASE) TO RETAINED EARNINGS 83,460 179,741
CITY OF FARMINGTON
PROPOSED BUDGET 2000
WATER FUND
. 1999 1999 2000
1996 1997 W1.!! ADOPTED REVISED PROPOSED
RETAINED EARNINGS BEGINNING $ 1,655,197 $ 2,179,424 $ 2,515,815 $ 3,211,351 $ 3,211,351 $ 3,375,093
OPERATING REVENUES
USER FEES 434.002 447,246 538,997 500,000 500,000 500,000
WATER PERMITS 17,635 12,596 17,928 15,000 15,000 15,000
METER SALES 32,161 24,079 36,136 25,000 60,000 25.000
CUSTOM SERVICE 2,556 2,209 437 1,000 1,000
TOTAL OPERATING REVENUE 486,354 486,130 593,498 541,000 575,000 541,000
NON OPERATING REVENUES
WATER AVAILABILITY CHARGES 197,784 143,360 184,460 140,000 170,000 140,000
WATER MAIN TRUNK FEES 27,675 10,601
SPECIAL ASSESSMENTS 15,944 148,507 99,192 99,000 100,000 99,000
INTEREST 14,013 99,365 157,526 25,000 100,000 100,000
ANTENNA LEASE 8,736 10,500 11,500 11,500 12,500
TOTAL NON OPERATING REVENUE 255.416 410,569 451,678 275,500 381,500 351,500
TOTAL ALL REVENUE 741,770 896,699 1,045,176 816,500 956,500 892,500
EXPENDITURES
SALARIES 41,555 45,256 46,225 52,542 52,542 60,267
OVERTIME 412 1,225 3,042 4,500 2,500 4,500
BENEFITS 10,828 5,488 5,566 8,854 6,000 10,011
PRINTING & PUBLISHING 118 2,858 2,690 2,652 2,700 2,732
PROFESSIONAL SERVICES 30,772 28,101 62,942 66,580 66,580 46,579
DUES & SUBSCRIPTIONS 1,179 123 3,242 515 515 521
. SCHOOLS & CONFERENCES 768 585 175 1,018 1,018 1,018
TRANSPORTATION COSTS 925 1,043 1,442 1,442 1,485
EQUIPMENT MAINT/RENT 7,399 3,927 10,540 32,555 32,555 32,555
UTILITIES 33,679 36,592 48,411 41,754 41,754 51,754
MISCELLANEOUS 49,637
SUPPLIES 17,022 38,373 24,688 21,751 21,751 22,404
MERCHANDISE FOR RESALE 24,806 26,237 35,529 41,200 75,000 75,000
TOTAL EXPENDITURES 168,538 189,690 293,730 275,363 304,357 308,826
OTHER FINANCING USES
DEBT SERVICE 38,520 603 101,145 101,145 93,832
DEPRECIATION 28,155 33,807 33,807
TRANSFER FOR ADMINISTRATIVE FEES 20,850 20,003 21,500 26,250 26,250 27,500
TRANSFER TO CONSTRUCTION FUND 278,288 250,000 250,000 250,000
TOTAL OTHER FINANCING USES 49,005 370,618 55,910 377,395 377,395 371,332
TOTAL EXPENDITURES & OTHER
FINANCING USES 217,543 560,308 349,640 652,758 681,752 680,158
INCREASE TO RETAINED EARNINGS 524,227 336,391 695,536 163,742 274,748 212,342
RETAINED EARNINGS, END OF YEAR $ 2,179,424 $ 2,515,815 $ 3,211,351 $ 3,375,093 $ 3,486,099 $ 3,587,435
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