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HomeMy WebLinkAbout10/27/03 City of Farmington 325 Oak Street . Farmington, MN 55024 A Proud Past - A Promising Future Committed to Providing High Quality, Timely and Responsive Service to All Of Our Customers AGENDA REGULAR WATER BOARD MEETING Monday, October 27, 2003 7:00 P.M. Conference Room A 1. Call to Order 2. Approve Agenda 3. Approve Minutes -regular meeting, September 22, 2003 4. Water Use Restrictions - Citation Appeals a) Marsha Anderson, 20385 Enright Way 5. Continued Discussion Items . a) Water Use Restriction Citation (tabled from 9/22/03 meeting) . Maximo Guzman, 19864 Executive Path 6. New Business a) Renewal of TKDA meter reading contract b) Presentation of proposed 2004 Water Budget 7. Approve Bills 8. Financial Report 9. Open Forum 10. Adjourn . ----..- --- ---- - -.. --- - 1...! I D ~ @[ga w. {g.l.~.n. IISEP29aml~ w.. ....i I I t... _....~.... 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G p LAWN SPRINKLER SERVICE AUTOMATIC LAWN SPRINKLER SYSTEMS Marcia Anderson 20385 Enright way Farmington, MN 55024 Dated 9/19/03 RE: City of Farmington To Marcia: We serviced your sprinkler system on 9/11/03 at approx. 2:00 PM, to fix a couple of rotor heads and to finalize adjustments on all the heads, since NEW SOD was just put down, we left it running, when we finished, since we missed the next start time. Any questions, please call me Jim Palm Systematic Rain Inc DBA: Gplawn Sprinkler 13089 Herald Cir Apple Valley, ~1N 55124 (952)891-3535 13089 HERALD CIRCLE · APPLE VALLEY, MN 55124 · 891-3535 860-3535 .. Administrative Citation Water Use Restrictions . The undersigned states: On the J I ~ day of SpL- . . AM& ,20 0 ~ , at .3.',)...7 o'clock A violation of the City's Water Use Restrictions Policy was obse.rved at: d032f' j;VVi~ U~ Address Issued by: wC-~~ Notes: \:t.~to~~ ------------------------------------------------------------------------------------------------------------------------------- READ CAREFULLY The penalty for violating the Water Use Restrictions Policy is $25 for the first offense in a calendar year and $50 for each subsequent offense in the same calendar year. You have ten (10) business days from the issuance of this notice to remit the penalty set forth below. If you wish to contest this citation, you must request, in writing, an administrative hearing before the Farmington Water Board within ten (10) business days. Yom~. alt "fo this violation of the Water Use Restrictions Policy is: $25 - First offense in calendar year $50 - Second and subsequent offenses in calendar year Failure to pay the penalty imposed or request an administrative hearing within ten (10) business days will result in the penalty amount being applied to your City utility bill. I understand that by paying this penalty I am admitting to violating the City's Water Use Restrictions Policy. I also understand that I have a right to an administrative hearing and I waive that right. Signature Address Date MAKE CHECKS PAYABLE TO: City of Farmington (a charge of $20.00 will be assessed for all returned checks) Send check or money order only. Do not mail cash. MAIL TO: City of Farmington, 325 Oak Street, Farmington, MN 55024 DELIVER IN PERSON TO: Farmington City Hall, 325 Oak Street, 8 a.m. to 4:30 p.m. Monday - Friday .' . Farmington Water Board City of Farmington 325 Oak Street Farmington, MN 55024 Dear Sir/Madam, I have received my Utility Bill last August 29th and noted a water citation included in the account. After calling up Information (Brandi), I was advised that we were given a water use citation on June 12th, 5:30 pm for watering. I was faxed a copy of the citation. This was the first time I saw the citation. I would like to contest this citation on the following grounds: 1. I have my automatic sprinkler system set to water from in the morning from 6:00 am and in the afternoons, from about 7:00 pm. 2. Last June, I was even trying to save on water and had set my sprinkler system on only during the mornings. Lastly, the citation was not mailed nor brought to my attention until August 28, when I received my bill. $25.00 is a small amount but I object to paying and admitting to any violation. I respectfully submit that the violation may not have been my house and the person who wrote the citation may have been confused on the address. . Respectfully yours, ~'A.~ q-o~~D3 Maximo M. Guzman 19864 Executive Path Farmington, MN (651) 460 3607 . ............ f.J~ c..~ .c:....-f..J "-.l I I I ".". I. 1'tU I ut't OJ.! '+0..) ~J::1J. r.t:1L/t:JL ~ , " I. \l\rorJ. ~ ll:: Administrative Citation 1 ~ uy 11l~1 lit II . IJ Water Use Restrictions UlOJ ~~3-ILQ,2- The Ilndersigned sllltes: f'../J GfJtJSS , 11"\ i(b">,. (MJ1 ., On the \ L day of ) u I'.J e . , 20 . D ~, at r;- ~'? .-....'..'~~l~ AM ~ rq 2-b~ .' Address A violation of tbe City's Water Use Restrictions Policy was observed , -1Ob~b 1'0 tv -E Y=t.(0""l1 VE. t=t-rrt :.-t~~8J~~ .... ", .... Issued by: 11 f\ l;v' Notes: h~ wA-r'f:X' ~ /2 :oD ~ -6", r3G Fl'OIh Post-lt" Fax Note 1'0 7671 0aIe c.. ... Co. ---------------------~-------------------------------~------ .' READ CAREFULLY The penalty for violating the Water Use Restrictions Policy is $25 for the rust offense ii1 a calendar year and sse for each subsequent offense in the same calendar year. You have ten (l0) business days from the : issuance of this notice to remit the penalty set forth below. If you wish to contest this citation, you must ' request, in writing,' an administrative hearing before the Fannington Water Board within ten (10) business days. ' Your penalty for this violation of the Water Use Restrictions Policy is: " $25 - First offense in calendar year S50 - Second and subsequent offenses in calendar year Failure to pay the penalty imposed or request an administrative bearing witbin ten (10) business days will resnlt in the penalty amount being applied to your City utility bill I understarid that by paying rhis penalty I am admitting to violating the City's Water Use Restrictions Policy. J also understand that I have a right to an administrative hearing and I waive that Tight. Signature Addrt:Js Date . MAKE CHECKS'PA Y ABLE TO: City of Farmington (a charge of $20.00 wi1l'be assessed for aU returned ctJecks) Send check or monty order only. Do not mail cash. ' MAIL TO: City of Farming{l)n, 325 Oak Street.. hrmlngton,MN 55014 DELIVER IN PERSON TO: Farmington City HaJJ, 325 Oltk Street. 8 a.m. to 4:30 p.m. Monday - Friday TOTAL P. 01 . City of Farmington 325 Oak Street, Farmington, MN 55024 (651) 463-7111 Fax (651) 463-2591 www.ci.farmington.mn.us TO: Water Board Members FROM: Robin Roland, Finance Director SUBJECT: Meter reading contract with TKDA DATE: October 27,2003 INTRODUCTIONIDISCUSSION TKDA provides water meter reading services to the City. Their services have been consistent and efficient. They have assisted with the conversion of the billing to three different districts of quarterly billing - a process that they made significantly easier on City staff with their expertise. TKDA meter readers are able to complete reading the respective section of the City in less than four days a month. tt BUDGET IMPACT . TKDA has raised their reimbursement rate from $0.495 per read to $0.537 per read. This is an 8.5% increase but the first such increase since the contract began in 2000. ACTION REQUIRED Authorize signing of the contract extension with TKDA. Re.~ spe tfully SUo bmitted, J#;/q RObin;~~ Finance Director Post-it@ Fax Note 7671 To Co. CoJDept Phone # Phone # Fax # Fax # . . . TKDA 1500 Piper Jaffray Plaza 444 Cedar Street Saint Paul, MN 55101-2140 ENGINEERS. ARCHITECTS. PLANNERS September 9,2003 (651) 292-4400 (651) 292-0083 Fax www.tkda.com 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 with Verne Jacobsen ofTKDA, 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 OWNER has approximately 5,100 residential accounts which are divided into three sections or districts. Each month one section will be read and each section will be read once per quarter. The accounts will be read during the first three weeks of each month and include both external remote and radio read water meters. In addition to the meter readings, TKDA will assist the OWNER with meter route sequencing, uploading and downloading, and meter repair on an hourly rate basis. II. SERVICES TO BE PROVIDED BY TKDA Based on TKDA'S understanding of the Project, we will provide the following services: A. Provide personnel to read water meters and assist with related meter tasks on an hourly basis. An Employee Owned Company Promoting Affirmative Action and Equal Opportunity . . . Ms. Robin Roland City of Farmington Proposal for Water Meter Reading Services September 9, 2003 Page 2 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. IV. OWNER'S RESPONSmILITIES 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. V. 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 24 months. The contract period will be a two year duration. VI. COMPENSA nON Based upon a total of approximately 20,400 residential meter readings, TKDA will provide the desired meter reading services at a cost of 53.7ft per read. The estimated annual cost would be $10,955 for the estimated 20,400 meter readings and total duration of the contract shall be for a period of two years. Services provided to assist the OWNER with meter route sequencing, uploading and downloading, and meter repair will be provided at an hourly rate of $25 per hour. . . . Ms. Robin Roland City of Farmington Proposal for Water Meter Reading Services September 9, 2003 Page 3 The provisions of Article 3.A of the attached General Provisions are hereby deleted in favor of the above method of compensation. VII. 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 30 days, unless the provisions herein are changed by us in writing prior to that time. S..in...c. er...e.~~.. ..././'d~ / #~p~ Richard N. Sobiech, P.E. President/CEO qt. Verne E. acobsen, P.E. Project Manager ACCEPTED FOR THE CITY OF FARMINGTON, MINNESOTA By Title Date RNS:VEJ:kms ATTACHMENT: GENERAL PROVISIONS . TOLTZ, KING, DUVALL, ANDERSON AND ASSOCIATES, INCORPORATED General Provisions Of Architect-Engineer Agreement AR1IClE 1. GENERAL These General Provisions are intended to be used in conjunction with a letter.type Agreement between Toltz. King, Duvall. Anderson and Associates, Incorporated, a Minnesota Corporation, hereinafter referred to as TKDA, and a OWNER, wherein the OWNER engages TKDA to provide certain Architectural, and/or Engineering services on a Project. As used herein, the term "this Agreement" refers to (1) the TKDA Proposal Letter which becomes the Letter Agreement upon its acceptance by the OWNER, (2) these General Provisions and (31 any attached Exhibits, as if they were part of one and the same document. With respect to the order of supersedence, any attached Exhibits shaD govern over these General Provisions and the letter Agreement shaD govern over any attached Exhibits and these General Provisions. ARTfClE 2. PERIOD OF SERVICE The term of this Agreement for the performance of services hereunder shaD be as set forth in the letter Agreement. In this regard, any lump sum or estimated maxilOOm payment amounts set forth in the LetteJ Agreement have been established in anticipation of an orderly and continuous progress of the Project in accordance with the schedule set forth in the letter Agreement or any Exhibits attached thereto. ARTICLE 3. COMPENSATION TO TKDA A. Compensation to TKDA for services described in this Agreement shaD be on a lump Sum basis and/or an Hourly Rate basis as designated in the letteJ Agreement and as hereinafter described. 1. A lump Sum method of payment for TKDA's services shaD apply to aD or parts 01 a work scope where TKOA's tasks can be readily defined and/or where the level of ellort required to accomptish such tasks can be estimated with a reasonable degree 01 accuracy. The OWNER shaD make monthly payments to TKDA within 30 days of date of invoice based on an estimated percentage of completion of TKDA's services. . 2. An Hourly Rate method of payment for TKOA's services shaD apply to aD or parts of a work scope where TKDA's tasks cannot be read~y defined and/or where the level of effort required to accomplish such tasks cannot be estimated with any reasonable degree of accuracy. Under an Hourly Rate method of payment, TKOA shaH be paid for the actual hours worked on the Project by TKDA technical personnel times an hourly biDing rate estabtished for each employee. Hourly billing rates shaD include compensation for aD salary costs, payroll burden. geneJal and administrative overhead and professional fee. A rate schedule shaD be lumished by TKDA to OWNER upon request. In addition to the foregoing, TKDA shaD be reimbursed at cost for the foDowing Direct Expenses when incurred in the performance of the work: la) Travel and subsistence. lbl Computer services. lc) Outside professional and technical services with cost defined as the amount billed TKOA plus 10'10. (d) Identifiable reproduction and reprographic costs. Ie) Other expenses for additional items and services as set forth in the letter Agreement. The OWNER shaD make monthly payments to TKDA within 30 days 01 date of invoice based on cOfl1lutations made in accordance with the above charges for services provided and expenses incurred to date, accompanied by supporting evidence as required. B. The OWNER wilt pay the balance stated IIn the invoice unless OWNER notifies TKDA in writing of the particular item that is alleged to be incorrect within 15 days Irom the date of invoice, in which case, only the disputed item wilt remain undue unt~ resolved by the parties. All accounts unpaid after 30 days trom the date 01 original invoice shall be subject to a service charge of 1.112'10 per month. or the maxirlllm amount authorized by law, whichever is less. TKDA shall be entitled to recover all reasonable costs and . disbursements, including reasonable attorneys fees, incurred in connection with collecting amounts owed by OWNER. In addition, TKDA may alter giving seven days' written notice to the OWNER, suspend services under tltis Agreement until TKDA has been paid in full for all amounts then due lor services, expenses and charges. OWNER agrees that TKDA shaD not be responsible for any claim for consequential damages arising from suspension 01 services hereundeJ. ARTICLE 4. EXTRA WORK If TKDA is of the opinion that any work they have been directed to perform is beyond the Scope of this Agreement, or that the level of effort required significantly exceeds that estimated due to changed conditions and thereby constitutes extra work, they shall notify the OWNER of that lact. Extra work. additional compensation for same, and extension 01 time for completion shall be covered by a Supplemental Agreement enteJed into by both parties. ARTICLE 5. ABANDONMENT, CHANGE OF PLAN AND TERMINATION Either Party has the right to taminate this Agreement upon seven days written notice. In addition, the OWNER may at any time. reduce the scope 01 this Agreement. Such reduction in scope shan be set lorth in a written notice from the OWNER to TKDA. In the event of unresolved dispute over change in scope or changed conditions, this Agreement may also be terminated upon seven days' written notice as provided above. In the event of tamination, aD documents finished or unfinished. prepared by TKDA under this Agreement shaD be made ava~able by TKDA to the OWNER pursuant to Article 6. and there shaD be no turther obligation of the OWNER to TKDA undeJ this Agreement. elcept for payment of amounts due and owing for work performed end expenses incurred to the date and time of termination, computed in accordance with the provisions of Article 3 and the letter Agreement. In the event 01 a reduction in scope 01 the Project work, TKDA shaD be paid lor the work performed and expenses incurred on the Project work thus reduced and for any cOfl1lleted and abandoned work, for which payment has not been made, computed in accordance with the provisions 01 Article 3 and the letteJ Agreement. ARTICLE &. DISPOSITION OF PLANS, REPORTS AND OTHER DATA At the time of completion or termination 01 the work, TKDA shall make ava~able to the OWNER, all maps, tracings, reports. resource materials and other documents pertaining to the work or to the Project. All such documents are not intended or represented to be suitable for reuse by the OWNER or others on extensions of the Project or any other project. Any reuse without written verification or adaptation by TKDA for the specific purpose intended wiD be at OWNER's sole risk and without liability or legal exposure to TKDA. In this regard, the OWNER wilt indeemily and hold harmess TKDA from any and all suits or clailllS 01 third parties arising out of such reuse, which is not specifically verified, adapted. or authorized by TKDA. In the event electronic copies 01 documents are made ava~able to the OWNER pursuant to the loregoing paragraph, the OWNER acknowledges that the useful tife of electronic media such as magnetic tapes and/or floppy disks may be timited because 01 deterioration of the media or obsolescence of the computer hardware and/or software systems. Therefore, TKOA makes no representation that such media will be fully usable beyond 30 days from date of delivery to OWNER. ARTICLE 7. OWNER'S ACCEPTANCE BY PURCHASE ORDER In lieu of or in addition to signing the acceptance blank on the letter Agreement, the OWNER may execute the contract by issuing a purchase order signed by a duly authorized representative. Such purchase order shaH incorporate by leference the terms and conditions of this Agreement. In the event of a conftict between the terms and conditions of this Agreement and those contained in the OWNER's purchase order, the terms and conditions 01 this Agreement shall govern. Notwithstandingany purchase order provisions to the contrary, no warrantees, express or implied, are made by TKDA. ARTICLE 8. OWNER'S RESPONSIBILITIES A. To permit TKDA to perform the services required hereunder, the OWNER shaD supply, in proper time and sequence, the following at no expense to TKOA: 1. Provide all necessary information regarding its requirements as necessary for orderly progress of the work. 2. Designate in writing. a person to act as OWNER's representative with respect to the services to be rendeJed under this Agreement. Such person shaD have authority to transmit instructions, receive instructions, receive information, interpret and define OWNER's policies with respect to TKOA's services. TKDl-GWNER GENERAL PROVISIONS OCTOBER t993 :013 J . CITY OF FARMINGTON,MN ANNUAL BUDGET . WATER UTILITY FUND FUND SUMMARY (MODIFIED ACCRUAL) ................. 11:11!!![!!III~~~~WII!~IIIIIII!\!I\!!:II:!:!I!\!li!i:1!~:I::'~:!~!I\I~[ ::::[H::[~~~::[::H::[ ::::::m:~~~::::::::[: [[[n[[[[:~IiI~:[[[[g[[[ m:~::!:~~~~::::!:! IIIW~II~~1 ~bbW!!!! .... ........... .... .........." YhM~T!JAt:/: :/)\'Q!!JAt;.:y[ ""AD~P.tetr' n~~: .:.:..' . :.:: . :.;~H ,&$~,!i;1) $ $ $ $ $ REVENUES 5025 Charges for service 1,366,326 1,423,986 1,450,000 1,450,000 1,450,000 4370 Other permits 96 364 114576 100 000 100 000 100 000 1,462,690 1,538.562 1,550,000 1,550,000 1,550,000 Other Revenues 4110 Special Assessments 249,371 172,246 4955 Investment income 208,843 174,342 200,000 200,000 200,000 5350 Miscellaneous 40 246 39 795 40.000 40.000 40 000 Total other revenue 498 460 386 383 240.000 240.000 240 000 Total Revenues 1,961,150 1,924,945 1,790,000 1.790,000 1.790,000 EXPENDITURES 6100 Personal services 69,459 88,349 126,750 94,630 135,293 6200 Supplies 104,480 215,324 205,590 205,890 240.585 6400 Other services & charges 295,886 167,572 190,710 185,100 209,271 6900 Capital outlay 172,147 737,015 295.500 295,500 461.662 7100 Debt service 231 520 219.620 207 626 207 626 201 011 Total Expenditures 873 492 1 427 880 1 026.176 988.746 1 247 822 Transfers in (out): 7310 Capital Project fund (419,862) 7310 General Fund (35,000) (38,500) (45,000) (45,000) (50,000) 7310 Debt service fund (8 000) (14.6831 (33 327) l33 327) (32.839' Total transfers out (43 000) l473 045) -i78.327) . l78 327) (82.839 Fund Balance beginning of year 3 003 435 4 048 093 4072.113 4.072.113 4 795.040 Fund Balance end of year 4 048.093 4072113 4757.610 4 795.040 5 254 379 . . CITY OF FARMINGTON, MN ANNUAL BUDGET . FUNCTION: FUND: ACCT. NO: Enten>rise Water Utilitv 6502 SUMMARY OF EXPENSES ::ton~', I~~! II ~IIIII~!~Wml!1111 i Ii ~I: II: i: II~I ~ .11: i ::11111:1 I II li!:I'1 ~ I 11:11~~~~ID::l, ~[~):::@OJ[/[::~: 111~11 ~'1I+W~ illW,WW.I! ................. . ......." .... :':':Ntr:': . . . . . . . . . . . . . . '....'.'c1:...AlJ.'.. -.. .... <A:, ,U. .''U: :::;:..... ,-:::: $ $ $ $ $ PERSONAL SERVICES 6110 Salaries-fun time 76,017 74,788 98,710 75,000 111,662 6112 Overtime-tun time 2,916 1,102 2,310 1,610 2,500 6120 Salaries-part time 3,709 1,515 10,300 7,000 3,830 6152 FICM.4edicare 6,322 5,676 8,520 5,500 9,026 6154 PERA 4,365 4,165 5,590 4,200 6,313 6158 Employee benefits 1,246 1,103 1.320 1,320 1,962 Total Personal Services 94,575 88,349 126,750 94,630 135,293 SUPPLIES 6220 Equipment supplies 86,914 157,016 141,150 141,150 141,150 6250 Other supplies 28,900 8,564 5,000 5,000 10,000 6240 Building supplies 376 300 6260 Chemicals 33,206 45,296 55,000 55,000 85,000 6272 Fuel 4,273 4,072 4440 4,440 4,435 Total Supplies 153,293 215,324 205,590 205,890 240,585 OTHER SERVICES & CHARGES 6401 Professional services 73,243 67,184 69,570 69,570 69,961 6403 Legal 47 12 2,190 2,190 6411 Telephone 1,292 3,427 3,300 4,000 4,610 6412 CeUular phone 908 1,832 2,000 2,000 2,000 6421 Municipal services 1,600 1,289 1,300 3,400 4,160 6422 Electric 52,797 54,214 51,500 51,500 51,500 6423 Natural gas 1,332 3,675 1,320 11,000 13,320 6426 Insurance 11,100 12,905 13,430 13,430 13,430 6445 Postage 542 3,987 4,000 5,000 5,500 6450 Outside printing 7,186 8,375 7,500 9,000 7,500 6455 Legal notice printing 1,208 525 1,200 600 1 ,200 6460 Dues & subscriptions 2,497 2,963 3,500 3,500 3,500 6470 Training & subsistance 310 292 1,100 1,100 1,100 6505 Equipment mainl service 4,132 3,023 21,650 10,000 28,800 6510 Vehicle maint. Service 7,150 1,000 500 6556 Building rental 3,750 7420 Miscellaneous 2,846 119 - Total Other Services and Charges 161,040 167,572 190,710 185,100 209 271 CAPITAL OUTLAY 6920 Water distribution 167,831 726,656 295,500 295,500 461,662 6950 Machinery & equipment 4,027 10.359 6960 Fumiture & office equipment 289 Total Capital Outlay 172,147 737,015 295,500 295,500 461,662 DEBT SERVICE 7110 Principal 145,000 140.000 135,000 135,000 135,000 7120 Interest 86,520 79,451 72,626 72,626 66,011 7130 Paying agent fees 169 Total Debt Service 231 520 219620 207 626 207,626 201,011 Total 812575 1 427,880 1,026,176 988 746 1,247822 . ,y (~)