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Home My WebLink AboutDocumentation_Regular_Tab 13_04/12/2007VILLAGE OF TEQUESTA MEETING AGENDA ROUTING SHEET MEETING DATE: April 12, 2007 REQUESTED ACTION/SUMMARY: Amend 2006/2007 General Fund #001 budget by increasing additional revenue from FEMA and increasing related expenditures for the difference. RESOLUTION OR ORDINANCE NUMBER: Res # ~a -06/07 ORIGINATING DEPARTMENT: Finance Department FUNDING SOURCE: Additional revenues from FEMA ACCOUNT NUMBER: CURRENT BUDGETED AMOUNT AVAILABLE: $ 0.00 BUDGET TRANSFER REQUIRED: No APPROPRIATE FUND BALANCE: Although no appropriation of fund balance is not required this is an appropriation of additional revenues (FEMA-reimb.) and will increase revenues and expenditures in the current 2006/2007 budget accordingly. APPROVALS: .~ , ~ DEPARTMENT HEAD:JoAnn Forsythe k ~,~ ~J~~'t~' FINANCE DIRECTOR: VILLAGE MANAGER: ,~/ VILLAGE MANAG RECOMMENDATION: APPROVE ITEM: DENY ITEM: ^ VILLAGE ATTORNEY: APPROVED FOR LEGAL SUFFICIENCY ^ Yes X No ^ Not Applicable (n/a) RESOLUTION NO. -06/07 A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING THE 2006/2007 GENERAL FUND BUDGET, BY INCREASING REVENUE ACCOUNT #001-000-369.104 (REIMB. - FEMA) IN THE AMOUNT OF $21,675.00; AND INCREASING EXPENDITURE ACCOUNT #001-210-549.991; HURRICANE EXPENSES, IN THE AMOUNT OF $9,210.00 AND INCREASING ACCOUNT #001-990-599.902; RESERVES/CONTINGENCY, IN THE AMOUNT OF $12,465.00 AND AUTHORIZING THE VILLAGE MANAGER TO PROCEED ON BEHALF OF THE VILLAGE. WHEREAS, the Village of Tequesta will be receiving additional, un-budgeted FEMA funds in the amount of $21,675.00, which represents an increase in the federal share of the cost of hurricane related debris removal (from 75o to 90%); WHEREAS, the Village of Tequesta owes $9,208.88 to the Solid Waste Authority for the final cost of hurricane related debris removal; WHEREAS, the excess of the revenue received and additional expenses related to hurricane related debris removal will be recorded to General fund #001 account #001-990-599.902 to be available for contingencies in the current year; WHEREAS, this action will require appropriating additional revenues and will increase revenues and expenditures in the current 2006/2007 budget accordingly; NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS: SECTION 1: A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING THE 2006/2007 GENERAL FUND BUDGET, BY INCREASING REVENUE ACCOUNT #001-000-369.104 (REIMB. - FEMA) IN THE AMOUNT OF $21,675.00; AND INCREASING EXPENDITURE ACCOUNT #001-210-549.991; HURRICANE EXPENSES, IN THE AMOUNT OF $9,210.00 AND INCREASING RESERVES/CONTINGENCY; ACCOUNT #001-990-599.902, IN THE AMOUNT OF $12,465.00; AND AUTHORIZING THE VILLAGE MANAGER TO PROCEED ON BEHALF OF THE VILLAGE. THE FOREGOING motion was RESOLUTION WAS OFFERED who moved its seconded by and upon being put vote was as follows: FOR ADOPTION by Councilmember adoption. The Councilmember to a vote, the AGAINST ADOPTION The Mayor thereupon declared the Resolution duly passed and adopted this day of A.D, 2007. MAYOR OF TEQUESTA James Humpage ATTEST: Lori McWilliams Village Clerk FISCAL YEAR BA # 2007 Village of Tequesta Budget Amendment Request JE # Increase: Department: Public Works Account: Hurricane Expenses Account #: 001-210-549.991 Original Budget Balance Available Increase Amount New Balance Available $ 0.00 $ 0.00 $ 9,210.00 $ 9,210.00 Justification /Comments: The Village of Tequesta owes $9,208.88 to the Solid Waste Authority for the final cost of hurricane related debris removal. Department: Other/Reserves/Contingency Account: Reserves-Contingency Account #: Original Budget Balance Available Increase Amount 001-990-599.902 New Balance Available 167,970.00 $ 61,391.00 $ 12,465.00 $ 73,856.00 ants: The excess of the revenue received will be recorded to General Fund # 001 to be made available for contingencies in the current year Department: Account: Account #: Original Budget Balance Available Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification /Comments: Department: Original Budget _ Account: Account #: Balance Available Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification /Comments: Increase: Department: General Revenues Account: _ Original Budget Balance Available Reimburse-FEMA Account #: 001-000-369.104 Increase/Appropriate New Balance Available $ 0.00 $ 0.00 $ 21,675.00 $ 21,675.00 Justification /Comments: The Village of Tequesta will be receiving additional, un-budgeted FEMA funds which represent an increase in the federal share of the cost of hurricane related debris removal. (From 75% to 90%) Department: Account: Account #: ' Original Budget Balance Available Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification /Comments: Department: Original Budget _ Account: _ Balance Available Account #: Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification /Comments: Department: Original Budget _ Account: Account #: Balance Available Transfer Amount New Balance Available $ 0.00 $ 0.00 $ 0.00 $ 0.00 Justification /Comments: Approvals: - Department Head: Finance Approval ( ~ ~,~ Village Manager Approval: Date: Date: Village Council Approval: Resolution Number Date: ~t. ~t °./ x r~ ~ . . STATE OF FLORIDA DIVISION OF EMERGENCY MANAGEMENT "State Emergency Response Team" CHARLIE CRIST Governor March 16, 2007 Mr. Robert Garlo, Assistant Manager Village of Tequesta 250 Tequesta Drive, Suite 300 Tequesta, FL 33469 Dear Mr. Garlo: W. CRAIG FUGATE Director FEMA-1609-DR-FL FIPS No. 099-71525-00 Package 220 Attached is a copy of the Federal Emergency Management Agency (FEMA) Package referenced above, which denotes funding for disaster damages as a result of Hurricane Wilma. Should you disagree with FEMA's determination, you have the right to appeal in accordance with 44 CFR, §206.206. You may file an appeal within 60 days of receipt of this correspondence to the Grantee, State of Florida Division of Emergency Management. The appeal should be addressed as follows: W. Craig Fugate, Director, Division of Emergency Management Attention: Gary Freerksen, State Public Assistance Officer, 36 Skyline Drive, Lake Mary, FL 32746, The appeal must contain documentation supporting the Applicant's position and the applicable provisions in Federal Law, regulation, and/or policy. Reimbursements for large projects (in excess of $57,500) must be requested by the ubgoantee. This may be accomplished via our website, www.floridapa.or~, by submitting a ~~-~-I ~ equ~st for Reimbursement (RFR) and a Summary of Documentation (SOD) or Request for r._~ ~Adv~ce (RFA) and Schedule of Projected Expenditures (SOPE). Throughout the Grant !_R.~ C~ ~>~ _rMa~ement process, our website can be utilized to research up-to-date status and submit further ~~, !_.~_ regyt~sts. For further details on the payment process, please visit www.floridapa.org/a~plicant/ '_~= ~; ' pa nt.cfm or see Article VI, paragraph A of your Disaster Relief Funding Agreement. n ~ n c~ U~ ~' ~ ~ ~..:. ,..... ,..._, 2555 SHUMARD OAK BOULEVARD TALLAHASSEE, FLORIDA 32399-2100 Phone: 850.413.9969 Suncom: 850.293.9969 FAX: 850.488.1016 Internet address: htta://www.FloridaDisaster.org LONG TERM RECOVERY OFFICE 36 SKYLINE DRIVE LAKE MARY, FLORIDA 3 2 7 4 6 Phone: 407.268.8899 FAX: 407.268.8977 Mr. I~tobert Garlo March ] 6, 2007 Page Two The applicant must maintain original and accurate records of disaster costs for a period of five years from the date of disaster closeout by FEMA. If you have any questions or should require further information, please feel free to contact our Applicant Support Team at (407) 268-8899. We are no longer sending copies of Project Worksheets with this letter, the applicant can view/find a copy online at www.floridapa.org Respectfully, ~~~~~ W. Craig Fugate, Director Division of Emergency Management Attachments WCF/MC/CS/TA SJ~ ~- ~~~.'s r9 p ~QJ~UVI I ~~ 1-iU ~ ~~w PROJECT APPLICATION SUMMARY (P.2) DISASTER #: 1609 PACKAGE NO: 220 P.A. ID: 099-71525-00 APPLICANT: TEQUESTA, VILLAGE OF PW# VSN CAT INF COST SHR PROJECTED COMPL DATE APPROVED PW AMOUNT ------------- ---- ---- -------- --------------------------------------------- -------- ----- ---- ---- -------- --------------------------------------------- 78 1 A N Y 04/24/2006 $144,500.00 Site Number: 1 DAMAGED DEBRIS REMOVAL FACILITY: VILLAGE WIDE DEBRIS FACILITY LOCATION: WORK COMPLETED: SCOPE OF WORK: THIS PW IS AN ESTIMATE ONLY. NO INVOICES OR SUPPORTING DOCUMENTATION HAVE BEEN PROVIDED; THEREFORE, CAREFUL SCRUTINY IS REQUIRED OF THE CLOSEOUT PROJECT OFFICER PRIOR TO FINAL DETERMINATION OF REIMBURSEMENT ELIGIBILITY. THIS PW EVALUATES THE APPLICANT'S REQUEST FOR ESTIMATED DEBRIS REMOVAL AND ASSOCIATED COSTS IN RESPONSE TO HURRICANE WILMA AS IDENTIFIED BY THE APPLICANT FOR 75% COST SHARE FEMA 1609 CATEGORY A FUNDING. THIS PROJECT WORK SHEET ADDRESSES ESTIMATED CONTRACT COSTS FOR DEBRIS REMOVAL OPERATIONS. THE APPLICANT CONTRACTED WITH NICHOLS SANITATION WASTE MANAGEMENT AT $17.00 PER CUBIC YARD TO REMOVE DEBRIS FROM THE TOWN RIGHTS-OF-WAY AND TRANSPORT IT TO A TEMPORARY DEBRIS STAGING AND REDUCTION SITE (TDSRS) OPERATED BY THE SOLID WASTE AUTHORITY OF PALM BEACH COUNTY. THE TDSRS IS LOCALLY KNOWN AS "ABACOA" AND IS LOCATED AT 26.50001 N -80.11046 W. THE AMOUNT OF DEBRIS ESTIMATED TO BE REMOVED IN THE TIME PERIOD COVERED BY THIS PW IS 8,500 CY. THE APPLICANT DID NOT USE FORCE ACCOUNT LABOR OR EQUIPMENT FOR ITS DEBRIS OPERATIONS. WORK COMPLETED: CONTRACT COSTS FOR REMOVAL OF 8,500 CY OF DEBRIS @ $17.00/CY = $144,500.00 ALREADY IN THE FEDERAL FILE: 1. APPLICANT PROVIDED DEBRIS ESTIMATION 2. MAP OF TDSRS LOCATION 3. COPY OF CONTRACT WITH NICHOLS SANITATION WASTE MANAGEMENT 4. INTERLOCAL AGREEMENT WITH THE SOLID WASTE AUTHORITY OF PALM BEACH COUNTY 5. COPY OF THE APPLICANT'S INSURANCE POLICY 6. MEMORANDUM OF UNDERSTANDING BETWEEN CITY AND WASTE MANAGEMENT RELATED PROJECT WORK SHEET: TQA1 1 PW PWs: SUBGRANTEE ADMIN EXP: TOTAL: GRAND TOTAL 1PW $ AMOUNT ELIGIBLE $0.00 $0.00 $0.00 PWs: SUBGRANTEE ADMIN EXP: TOTAL: $ FEDERAL SHARE $21,675.00 $0.00 $21,675.00 $ AMOUNT ELIGIBLE $0.00 $0.00 $0.00 $ FEDERAL SHARE $21,675.00 $0.00 $21,675.00 GRANTEE ADMIN EXP: $108.37 APPROVED BY: MARTIN ALTMAN DATE: 0 111 7/2 0 0 7 Page 1 of 1 12/4/2006 Mr. Michael Couzzo, Jr. Village Manager Village of Tequesta 250 Tequesta Drive, Suite 300 Tequesta, Fla. 33469 Re: 2005 Hurricane Debris Management Cost Dear Mr. Couzzo, ~.. _ <"~w~ns~vw ..`~ . k.'t'~~ ~'~, ~ ~' ~~as". All Y ~i ~~1 ~ ~".~--- ^~^~~~~'., ~' ., 1 ~ tea" ~""~' -• L=^--~-..a~..e,~--a,~„~- - .~ ~r~f'~_t~'i'~~~~~d~ HEAD D.F~g'L --~-~°'"._ ~~ FTNA1oiC~ APP.. We are pleased to have been of assistance to the Village of Tequesta with debris cleanup due to the 2005 storm season. We are about to close the books on these special activities and therefore are requesting payment for your jurisdiction's unreimbursed share of that cost. This amount represents the unreimbursed portion of the cost to operate the temporary sites as well as the cost to grind, transport and dispose of the debris. FEMA provided a 75% reimbursement of eligible expenses and the State of Florida provided an additional 12.5%. Therefore, local jurisdictions are responsible for the remaining 12.5%. The total final cost allocation for the Village of Tequesta is $ 9,208.88. We would appreciate it if you could remit payment to reimburse the Authority for these services within 60 days of receipt of this request so that we may pay off the line of credit we used to fund these expenses. These expenses do not include any of the interest costs associated witi_r ttie iirie of credit. A combined spreadsheet is attached detailing the cost for each jurisdiction that brought debris to one or more of our sites. Should you need any additional information please call 640-4000 #4543 for me or #4542 for John Green,. Assistant Director, Finance Services. i Sincerely, ' \ I~ Charles E. Maccarrone, Director Financial Management Services Encl. 12/5/2006 Mr. Michael Couzzo, Jr. Village Manager Village of Tequesta 250 Tequesta Drive, Suite 300 Tequesta, Fla. 33469 Re: 2005 Hurricane Debris Management Cost Dear Mr. Couzzo, We apologize for omitting the spreadsheet from our previous letter requesting payment for unreimbursed costs incurred on behalf of your jurisdiction for the cleanup following Hurricane Wilma last year. The combined spreadsheet is attached hereto detailing the cost for each jurisdiction that brought debris to one or more of our sites. Should you need any additional information please call 640-4000 #4543 for me or #4542 for John Green, Assistant Director, Finance Services. Sincerely, Charles E. Maccarrone, Director Financial Management Services Encl. Solid Waste Authority of Palm Beach County, 7501 N. 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