Item P07Meeting ate: _October 21, 2015 e ent:F NC
Bulk Item: Yes X No Staff Contact /Phone #: William Chase/ 305-292-
AGENDA WORDING:
Approval of FKAA invoices for the fiscal year ( to include salaries ), relating to the Cudjoe Regional
Wastewater System Project. The invoices under $50,000.00 are being submitted for approval.
ITEM BACKGROUND:
To substantiate proper expenditures of County finds advanced to the FKAA pursuant to the terms of
the Interlocal Agreement for the Cudjoe Regional Wastewater System, as amended, all related invoices
and supporting documentation shall be submitted by the FKAA to the County Engineering Department
for review and approval, and thereupon to the Clerk's Finance Department. As per County Ordinance
and the County's own Purchasing Policy and Procedures, the BOCC shall retain final approval for all
invoices/contracts. These involves (as per attached) are a total of all amounts submitted by the FKAA
for the Cudjoe Regional Wastewater System. The Total of expenditures for the period of August is a
total of $ 136,718.81 to be approved
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS:
COST:TOTAL COST: INDIRECT BUDGETEDr
DIFFERENTIAL OF LOCA ► '
COST TO COUNTY: 136 718.81 SOURCE OF FUNDS:
PRODUCING:REVENUE Yes o AMOUNT PER MONTH Year
APPROVED Y: County Attorney ^ OMB/Purchasing Risk Management
DOCUMENTATION: Included _---------- Not Required
DISPOSITION:
x x INVOICES
CUDJOE REGIONALPROJECT
UNDER i
OCTOBER
INVOICE
INVOICE ATE
F VE R
AMOUNT
E UESTED
ALLOWABLE
DATE
APPROVED
476C
6/25/2015
FKAA TAP
$7,533.02
$7,533.02
9/30/015
4 6C
7/10/2015
TERRAMAR
$20,000.00
$2,0 .0
9/ /01
48
7/10/2015
BRYANT MILLER
$21,10.16
$21,120.16
//215
48C
7/10/2015
FDEP PERMIT
$750.00
$750.00
9/ /2 015
49C
7/10/2015
BOA CARDS
$555.64
$555.64
//2 15
1C
7/10/2015
VERIZON$432.84
$432.84
9/30/2015
2
7/27/215
FKAA WW SK PART
$5,625.78
$5,625.78
9/30/2015
97C
7/27/2015
FDEP PERMIT
2.00
$250.00
9/ /2 1
498C
7/27/2015
TKWCONSULTANT
$7,115.41
$7,115.41
9/30/2015
5 2C
8/10/2015
FKAA WATERILL
$144.05
$144.06
/0/2 015
8/10/2015
BRYANT MILLER
$7,587.17
$7,587.17
/0/2 1
5 4C
8/10/2015
BRYANTILLE
$26,986.45
$26,986.45
/ /201
505C
8/10/2015
KEYS ENERGY
$59.51
$59.51
9/ /20 15
506C
/0/2 15
MATHEWS CONSUL
$18,790.81
$18,790.81
9/30/2015
50C
8/10/2015
BOA CARDS
$205.11
$205.11
9/30/2015
509C
8/10/2015
VERIZON
$432.84
$432.84
//1
516C
8/24/2015
TKW CONSULTANT
$17,068.38
$17,068.38
9/30/2015
517C
8/24/2015
FKAA FUEL
$2,061.63
$2,061.63
/0/1
$136,718.81
$136,718.81
County Staff
Submitted by:
-a,��nlliam
Chase
Reviewed by:
Pam Radloff
Approved by:
William Chase; Amy Heavlin
Subject: RE: FKAA CUDJOE WW MEETING
From: William Chase
Sent: Friday, September 25, 2015 2:16 PM
To: Amy Heavilin
Cc: Pam Radloff; Wilson -Kevin (Wilson-KevinC@MonroeCounty-FL.Gov); Riger-Ann {Ri er-Ann(8MonroeCoun-FL.GOV)
Subject: FKAA CUDJOE WW MEETING
9/23/15
Present for FKAA:
Denise Pruess- Finance Manager
Cindy Kondziela- Accounting Manager
Lynese Mariscal- Accounting Coordinator
Karla Hernandez- Sr Accountant
Stephanie Bruno- Project Coordinator
Tom Walker- Operations Director
Kerry Shelby- Finance Director
Present for County
Kevin Wilson
Pam Radloff
Ann Riger
William Chase
A discussion was held on the importance of maintaining a cash flow position for the project so that the contractor's
invoices would be paid on time. Kevin Wilson requested an estimated cash position for the next 2 months so that plans
could be made for the next funding. He also stated that there was an Amendment 10 being proposed regarding the
funding.
Pam Radloff and William Chase discussed the need for all large invoices of work up to Sep. 3& to be submitted in
October because of our tight year end audit schedule. Ann Riger added that if at all possible the Legal invoices, and
other smaller invoices should be submitted more promptly.
Kevin Wilson stated that the Letter of Substantial Completion on Wharton Smith's contract for the Cudjoe Plant has
technically brought on a question of who is responsible for the Plant charges after that date. He has requested that all
invoices for the Plant be divided into two groups. Specifically- invoices for the wastewater treatment plant should be
separated into those that would usually be characterized as operational expenses (e.g. salaries of the plant operators,
chemicals, utilities, etc.) and those which are construction related. Invoices for base electric charges should be separated
between those that are for pumps in areas certified for use and those that are not yet certified for operation. Both
parties feel that the discussion of these invoices needs to be taken to their respective Boards.
Mr Chase questioned the two WW collection fees that were credited to our funding. It was decided to withdraw the
credit and submit the payments through the proper channels.
Mr Chase stated that since we are at fiscal yearend and that there is a lot of activity going on right now, should we hold
an October Meeting. It was decided to meet October 22"d.
William Chase
Contract Accounting Specialist
Monroe County Clerk of the Circuit Court
500 Whitehead St.
Key West, FL. 33040
Office: 0-22-357
wchase@monroe-clerk.com monroe-clerk.com