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Home My WebLink About07-27-15 UtilitiesUTILITIES JULY 27.2015 4:10 PM Committee Members Present: Dr. David Varner, Gavin Ferlic, Dr. Fred Ferlic, Derek Dieter (XAB) Citizen Members Present: Kathleen Petitjean (AB) Other Council Present: Tim Scott, Henty Davis, Valerie Schey (4:30), Karen White, Oliver Davis Others Present: Cecil Eastman, Brian Pawlowski, Erin Blasko, Bob Emery, Murray Miller, Eric Horvath, Kara Boyles, Mike Bronstetter Agenda: Bill No. 24 -15 Decrease the Sewer Insurance Program Deductible Bill No. 25 -15 Provide Yard Waste Removal Solely from City Furnished Containers Bill No. 26 -15 Solid Waste Rate Adjustment Three bills, 24 -15, 25 -15, and 26 -15 were scheduled for review before Dr. Varner's Utilities Committee. The First bill, 24 -15, initiated by the Department of Public Works recommends reducing the customer deductible from $500 to $250 for each covered sewer line repair. In addition the City proposes to up to a maximum of $1,000 replace sprinklers, landscaping, and hard surface caused by the sewer repair. Eric Horvath, Director of Public Works, asked that this bill be continued indefinitely. With that Dr. Varner moved to bill 25 -15 which would require the use of City furnished containers for the pick -up of yard waste. Eric Horvath took the lead explaining the proposal. The fact that he had been asked to provide alternatives to the bill as seen in the first reading and had not done so prompted much Council discussion. Tim Scott asked about an effective start-up date. Eric responded April 1, 2016. Oliver Davis asked for specific cost /service correlations; but Eric had none. Valerie Schey asked if this was going to save money thus potentially lowering rates. Eric responded saying not really. Henry Davis said there has been a growing number of service complaints. Eric said there was an effort to maximize efficiencies; but the solid waste department he admitted was understaffed. Karen White suggested the need for a new fee schedule. Dr. David Varner said "the one size fits all" level of service was not fair. He too asked again for service alternations while suggesting the bill needed more discussion. To that end with everyone's approval, David Varner said that he would call a special meeting of the Utilities Committee on August 13 at 5:30. Because the next bill 26 -15 intended to raise solid waste pick -up charges, Dr. Varner thought it and the previous bill be heard together at his special meeting on the 13th Therefore there was unanimous consent to continue both 25 -15, and 26 -15 until the Council meeting on August 241h Eric Horvath gave everyone a solid waste rate study prepared by Umbaugh for the Council to go over before the 13th. Dr. David Varner adjourned the meeting at 5:03 PM. • Attached — Solid Waste Rate Study Respectfully Submitted, Dr. David Varner, Chairperson Utilities Committee Accounting Report On Rate Study City of South Bend, Indiana Solid Waste Utility March 6, 2015 Umbaugh Certified Public Accountants Mishawaka, Indiana TABLE OF CONTENTS ACCOUNTANTS' RATE STUDYAND COMPILATION REPORT Pa e s 3 Comparative Schedule of Historical Fund Balances 4 Comparative Schedule of Revenues and Expenses 5 - 6 Comparative Schedule of Detailed Operating Expenses 7-8 Comparison of 2015 Budget to Test Year Operating Expenses 9 Summary of Outstanding Lease Payments 10 Five —Year Capital Plan 11 Summary of Estimated Lease Payments 12 Summary of Revenue Requirements 13 Summary of Billing Determinates 14 Calculation of Proposed Trash Fees 15 Schedule of Present and Proposed Rates and Charges UMBAUGH K J. Umbaugh & Associates Certified Public Accountants, LLP 112 Iron Works Avenue Suite C Mishawaka, IN 46544 Phone: 574935 -5178 Fax: 574 -935 -5928 wa,v.umbaugh.com ACCOUNTANTS' RATE STUDY AND COMPILATION REPORT March 6, 2015 Mr. Eric C. Horvath, Director Department of Public Works City of South Bend 1316 County -City Building Re: South Bend (Indiana) Solid Waste (the "Utility) In connection with the proposed increase in the Utility's schedule of Solid Waste rates and charges, we have, at your request, compiled this special purpose rate study report. This special purpose rate study report has been prepared for the purpose of adopting a new schedule of Solid Waste rates and charges and should not be used for any other purpose. Further, the pro forma financial information in this report which has not been compiled, reviewed or audited by us, is based upon unaudited financial information for the twelve months ended August 31, 2014, which was compiled by us and assumptions provided by management and their consulting engineers or obtained from other sources. This pro forma financial information is prepared for the purpose of showing the estimated financial effects on the Utility's revenue and revenue requirements of an increase in rates and charges for service and other changes that may be reasonably fixed, known or measured. The actual results achieved may vary from the pro forma information and the variations may be material. We have no responsibility to update this report for events and circumstances occurring after the date of this report. We have compiled the accompanying comparative schedule of historical fund balances and the comparative schedule of revenues and expenses as of December 31, 2012 and 2013 and as of August 31, 2014, and for the periods then ended and supplementary data. We have not audited or reviewed the accompanying historical financial statements and supplementary data, and accordingly, do not express an opinion or provide any assurance about whether the financial statements are in accordance with the cash basis of accounting. Management is responsible for the preparation and fair presentation of the financial statements in accordance with accounting principles generally accepted in the United States of America and for designing, implementing, and maintaining internal control relevant to the preparation and fair presentation of the financial statements. (Continued on next page) 1 Mr. Eric C. Horvath March 6, 2015 Page 2 Our responsibility is to conduct the compilation in accordance with Statements on Standards for Accounting and Review Services issued by the American Institute of Certified Public Accountants. The objective of a compilation is to assist management in presenting financial information in the form of financial statements without undertaking to obtain or provide any assurance that there are no material modifications that should be made to the financial statements. The financial statements are presented on the cash basis of accounting, which is a comprehensive basis of accounting other than the generally accepted accounting principles. Accordingly, these financial statements are not designed for those who are not informed about such matters. Management has elected to omit substantially all of the disclosures ordinarily included in financial statements prepared in accordance with the cash basis of accounting. If the omitted disclosures were included in the financial statements, they might influence the user's conclusions about the Solid Waste Utility's assets, liabilities, equity, revenues and expenses. Accordingly, these financial statements are not designed for those who are not informed about such matters. SOUTH BEND (INDIANA) SOLID WASTE COMPARATIVE SCHEDULE OF HISTORICAL FUND BALANCES (Unaudited) As of 12/31/2012 12/31/2013 8/31/2014 Cash: Solid Waste Operating Fund $1,169,980 $795,275 $307,613 Solid Waste Capital Fund 109 118,441 597 Total Cash Balances $1,170,089 $913,716 $308,210 Note: This schedule does not include solid waste's allocation of the City -wide investment pool as these funds are not spendable by solid waste, per management. (See Accountants' Report) SOUTH BEND (INDIANA) SOLID WASTE COMPARATIVE SCHEDULE OF REVENUES AND EXPENSES (Unaudited) (See Accountants' Report) 12 Months Calendar Year Ended 2012 2013 8131/2014 Operating Revenues: Trash: Residential $3,387,249 $3,448,646 $3,458,371 Seniors 402,423 388,014 384,973 Commercial 68,946 68,706 68,213 Apartments - 2 units 40,541 39,314 39,407 Apartments - 3 units 18,913 19,011 18,466 Apartments - 4 units 21,305 19,448 19,810 Special pick -ups 41,165 49,515 35,760 Miscellaneous service revenue 62,909 66,409 143,324 Recycling fees 762,351 767,798 760,770 Total Operating Revenues 4,805,802 4,866,861 4,929,094 Operating Expenses: Landfill fees 1,246,935 1,027,320 866,170 Recycling 700,193 644,056 700,968 Personal services - salaries 1,177,119 1,236,945 1,231,628 Personal services - benefits 367,408 428,232 426,122 Supplies 265,630 411,584 424,620 Professional services 225,855 222,843 261,063 Communication and transportation 3,177 48,254 138,274 Repairs and maintenance 663,267 707,347 746,217 Other 177,655 247,249 292,238 Total Operating Expenses 4,827,239 4,973,830 5,087,300 Net Operating Income (Loss) (21,437) (106,969) (158,206) Non - Operating Revenues Interest income 5,638 3,465 2,279 Code enforcement reimbursement 276,009 357,822 555,578 Miscellaneous revenues /reimbursements 179 180,265 10,499 Total Non - Operating Revenues 281,826 541,552 568,356 Non - Operating Expenses Lease principal and interest 271,785 649,403 652,996 Capital 3,406 62,972 215,154 Total Non - Operating Expenses 275,191 712,375 868,150 Net Increase (Decrease) In Cash (14,802) (277,792) (458,000) Beginning Cash Balances 1,197,441 1,182,639 569,055 Ending Cash Balances $1,182,639 $904,847 $111,055 Cash Balance Variance to Page 3 $12,550 $8,869 ($197,155) (See Accountants' Report) SOUTH BEND (INDIANA) SOLID WASTE COMPARATIVE SCHEDULE OF DETAILED OPERATING EXPENSES (Unaudited) Operating Expenses: Landfill Fees Recycling: Recycling contract Bad debt expense - recycling Subtotals Personal Services - Salaries: Salaries - regular Salaries - hourly Seasonal and intems Overtime Permanent part-time Hiring bonus Supplemental pay Subtotals Personal Services - Benefits: FICA PERF Unemployment Health insurance Life insurance - Clothing/shoe/auto allowance Cell phone allowance Other fringe benefits Subtotals Supplies 12 Months Calendar Year Ended 2012 2013 8/31/2014 $1,246,935 $1,027,320 $866,170 310,521 Uniforms 6,352 690,999 633,506 691,073 9,194 10,550 9,895 700,193 644,056 700,968 407 Other - medical /safety 645 169,355 171,421 138,966 644,225 765,733 775,348 232,384 140,116 142,150 111,764 135,040 152,976 19,391 24,149 22,102 - 400 - - 86 86 1,177,119 1,236,945 1,231,628 88,156 82,647 11,332 176,408 2,800 3,745 1,320 1,000 367,408 92,558 109,841 8,888 205,492 3,135 5,332 1,386 1,600 428,232 92,221 115,830 4,058 202,501 2,810 5,841 1,211 1,650 426,122 Gasoline 252,475 293,056 310,521 Uniforms 6,352 7,290 7,971 C.S. - medical /safety 2,146 2,859 2,729 C.S. - cleaning supplies 170 533 407 Other - medical /safety 645 - 552 Print shop 1,318 1,651 1,060 Other supplies 2,524 106,195 101,380 Subtotals 265,630 411,584 424,620 Professional Services: Management fee to Waterworks 136,356 136,020 131,372 Administrative/central stores/GIS 82,656 83,844 129,691 Other professional 6,843 2,979 Subtotals 225,855 222,843 261,063 (Continued on next page) (See Accountants' Report) SOUTH BEND (INDIANA) SOLID WASTE (Cont'd) COMPARATIVE SCHEDULE OF DETAILED OPERATING EXPENSES (Unaudited) Repairs and Maintenance: Office equipment - - 12 Months Automotive equipment repair Calendar Year 702,235 Ended Operating Expenses: (Cont'd) 2012 2013 8/31/2014 Communication and Transportation: 2,112 2;256 .3,392 Postage $110 $ - $ _ Travel 1,043 - 255 Telephone 1,990 1,951 3,213 Other 34 46,303 134,806 Subtotals 3,177 48,254 138,274 Repairs and Maintenance: Office equipment - - 254 Automotive equipment repair 658,443 702,235 740,395 Computer equipment repair 2,712 2,856 2,176 Radio equipment repair 2,112 2;256 .3,392 Subtotals 663,267 707,347 746,217 Other: Dues 183 189 195 Education and training 971 - 186 Miscellaneous - 69,415 70,421 Liability insurance 117,216 112,992 160,136 Bad debt expense - trash 59,285 64,653 61,300 Subtotals 177,655 247,249 292,238 Total Operating Expenses $4,827,239 $4,973,830 $5,087,300 (See Accountants' Report) 6 SOUTH BEND (INDIANA) SOLID WASTE COMPARISON OF 2015 BUDGET TO TEST YEAR OPERATING EXPENSES Operating Expenses: Landfill Fees Recycling: Recycling contract Bad debt expense - recycling Subtotals Personal Services - Salaries: Salaries - regular Salaries - hourly Seasonal and intems Overtime Permanent part -time Supplemental pay Productivity bonus Subtotals Personal Services - Benefits: FICA PERF Unemployment Health insurance Life insurance Clothing/shoe/auto allowance Cell phone allowance Other fringe benefits Subtotals Supplies: Gasoline Uniforms C.S. - medical /safety C.S. - cleaning supplies Other - medical /safety Print shop Other supplies Subtotals Professional Services: Management fee to Waterworks Administrative/central stores/GIS Subtotals (1) Per utility management. 93,986 127,648 6,137 262,920 3,024 6,400 1,806 2,300 504,221 92,221 115,830 4,058 202,501 2,810 5,841 1,211 1,650 426,122 1,765 11,818 2,079 60,419 214 559 595 650 78,099 271,439 12 Months (39,082) 2015 Ended Increase budget 8/31/2014 (Decrease) (1) (Pages 5 -6) 1,093 $992,500 $866,170 $126,330 2,476 1,060 1,416 737,088 691,073 46,015 8,000 9,895 (1,895) 745,088 700,968 44,120 140,915 129,691 11,224 260,449 138,966 121,483 777,826 775,348 2,478 83,200 142,150 (58,950) 100,070 152,976 (52,906) - 22,102 (22,102) 624 86 538 5,000 5,000 1,227,169 1,231,628 (4,459) 93,986 127,648 6,137 262,920 3,024 6,400 1,806 2,300 504,221 92,221 115,830 4,058 202,501 2,810 5,841 1,211 1,650 426,122 1,765 11,818 2,079 60,419 214 559 595 650 78,099 271,439 310,521 (39,082) 6,594 7,971 (1,377) 3,000 2,729 271 1,500 407 1,093 3,000 552 2,448 2,476 1,060 1,416 83,000 101,380 (18,380) 371,009 424,620 (53,611) 132,480 131,372 1,108 140,915 129,691 11,224 273,395 261,063 12,332 (Continued on next page) (See Accountants' Report) 7 SOUTH BEND (INDIANA) SOLID WASTE MPARISON OF 2015 BUDGET TO TEST YEAR OPERATING EXPENSES Repairs and Maintenance (Cont'd) Increase (Decrease) $200 2,345 16,467 (7,577) 11,435 Office equipment 500 12 Months 246 2015 Ended 740,395 budget 8/31/2014 Operating Expenses: (Cont'd) (1) (Pages 5 - 6) Communication and Transportation: 1,900 3,392 Postage $200 $ - Travel 2,600 255 Telephone 19,680 3,213 Other 127,229 134,806 Subtotals 149,709 138,274. Repairs and Maintenance (Cont'd) Increase (Decrease) $200 2,345 16,467 (7,577) 11,435 Office equipment 500 254 246 Automotive equipment repair 645,000 740,395 (95,395) Computer equipment repair 1,965 2,176 (211) Radio equipment repair 1,900 3,392 (1,492) Radio equipment lease 26,859 - 26,859 Subtotals 676,224 746,217 (69,993) Other: Dues 500 195 305 Education and training 2,000 186 1,814 Miscellaneous 10,548 70,421 (59,873) Liability insurance 98,664 160,136 (61,472) Licenses 18,070 - 18,070 Bad debt expense - trash 50,000 61,300 (11,300). Subtotals 179,782 292,238 (112,456) Total Operating Expenses .$5,119,097 $5,087,300 $31,797 (1) Per utility management. (See Accountants' Report) w y �A 1�1 a 0 z v Q z w Q� x W O W 'p V' �O N N NI 6M9 M �I h 69 v',�000 rn y� N N O ON M d d a a. r - -_. F U F 7 VI V] U y ti GJ b N p; b v, ❑ .k ti H tp U C. 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Czz7 C7 C7 Czz7 {-7� (Cy7; OUUUW P NUUU VuU :) UV VUU F Q 1+i jp z 0 a ❑A 7 U Qi N v O W H d Q3 G O n z c z W x H 0 O Rai y C U d s s s s s O O O O O O a a O O O o �n vi 'y C N It l- N W N O 44- ^ �n 69 N a O N VJ a O N Fsi Vl a rn O N T 5 i i N N N 0 N W O O O h a a M M M N N V 00 ~ N �O � Obi CO N O N M es ^ y O O a a O a a O a a O a a O a a (--� 00 O O O 00 O N 61) � N 0 vi w O M y p N N r- r- kn M V D M N h O e o M N N O 69 � 69 O Rai y C U d s s s s s a a a a a o _ JA Vl a o N N a O N VJ a O N N a oo O N Vl a rn O N T 5 i i N N N 0 N a a a a N N N N 0 y ^ y O O a a O a a O a a O a a O a a (--� O Rai y C U d F h Q A ►a n A G A z w ca F N 0 N N N �i Qi t� , 0000 ON O\ 00 O\ 00 G .--i N O O O W) V) a h N l� M h h v V 09 6s oy � y 'r N N 00 U ¢ bo r LL W ti w 7J Y N to b b O # yid x „ y N N y H O a G v A H N w Y Q N m w }may _N N � > U O b H Q C Q O 0 Cl O N 69 O ti o M y v) d d N v v O R: Y d N I I N N O O ON N to 00 V N M O �O ao V O N N N M l- h Vl \0 O\ h V1 O 7 �O N t- v kr v1 O\ V N es 69 N 0 N N N �i Qi t� , 0000 ON O\ 00 O\ 00 G .--i N O O O W) V) a h N l� M h h v V 09 6s oy � y 'r N N 00 U ¢ bo r LL W ti w 7J Y N to b b O # yid x „ y N N y H O a G v A H N w Y Q N m w }may _N N � > U O b H Q C Q O 0 Cl O N 69 O ti o M y v) d d N v v O R: Y d N SOUTH BEND (INDIANA) SOLID WASTE SUMMARY OF BILLING DETERMINATES Test Year Bills Recycling: (1) Recycling - Inside City 389,007 Recycling - Outside City 2,992 Total recycling 391,999 (1) Based on billing data for the 12 month period ended September 30, 2014. Equivalent Units 2015 2016 320,125 3,898 35,591 467 6,463 3,752 1,754 1,888 320,125 4,222 35,591 467 7,002 3,752 1,754 1,888 373,938 374,801 (2) Based on current equivalency factors and information provided by the City on February 23, 2015. (See Accountants' Report) 13 Times: Test Year Equivalent Bills Unit Ratio Trash: (1) 2015 2016 Customer Class: (2) (2) Residential - Inside City 320,125 1.000 1.000 Residential - Outside City 3,248 1.200 1.300 Senior - Inside City 59,319 0.600 0.600 Senior - Outside City 622 0.750 0.750 Commercial 5,386 1.200 1.300 Apartments - 2 Units 2,393 1.568 1.568 Apartments - 3 Units 821 2.136 2.136 Apartments - 4 Units 698 2.705 2.705 Total trash 392,612 Test Year Bills Bill Amount Miscellaneous Service Revenue: (1) Additional Container - Inside City 13,106 $5.00 monthly Additional Container - Outside City 50 $5.00 monthly Yard Waste Container C9130,-14 3,691 $16.00 annual Test Year Bills Recycling: (1) Recycling - Inside City 389,007 Recycling - Outside City 2,992 Total recycling 391,999 (1) Based on billing data for the 12 month period ended September 30, 2014. Equivalent Units 2015 2016 320,125 3,898 35,591 467 6,463 3,752 1,754 1,888 320,125 4,222 35,591 467 7,002 3,752 1,754 1,888 373,938 374,801 (2) Based on current equivalency factors and information provided by the City on February 23, 2015. (See Accountants' Report) 13 SOUTH BEND (INDIANA) SOLID WASTE CALCULATION OF PROPOSED TRASH FEES 2015 2016 Budgeted operating expenses (pages 7 - 8) $5,119,097 $5,272,670 (4) Less: Recycling budgeted expenses (page 7) (745,088) (767,441) Plus: Additional container purchase cost (1) - 53,800 Annual lease payments (2) 754,519 905,232 Total customers ** 6,000 Estimated Annual Revenue Requirements 5,128,528 5,464,261 Less: Test year special pickups revenue (page 4) (35,760) (35,760) Less: Estimated miscellaneous service revenues (3) (182,172) (277,276) Less: Test year interest income (page 4) (2,279) (2,279) Less: Budgeted code enforcement reimbursement (per 2015 budget) (488,473) (488,473) Estimated Net Annual Revenue Requirements 4,419,844 4,660,473 Divided by calculated EU's (page 13) 373,938 374,801 Calculated Annual Fee per EU (current $10.56) $11.82 $12.43 Shortfall in Revenues @ Target Residential Rate $112,200 * ($18,700) Rate Per Residential (current $10.56) $11.52 $12.48 $ Increase $0.96 $0.96 %Increase 9.1% 8.3% (1) Assumes cost of $250,000 spread over 5 years at 2.5% interest rate (2) See page 11. (3) Calculated as follows: 2015 2016 Additional containers: Annual customers 13,156 13,156 Times: Monthly charge $6.55 $7.09 Subtotal $86,172 $93,276 Yard waste bins: Total customers ** 6,000 11,500 Times: Annual charge $16.00 $16.00 Subtotal $96,000 $184,000 Total $182,172 $277,276 (4) Assumes a 3% increase in operating costs. * With a May 1, 2015 rate implementation the estimated 2015 shortfall will be approximately $260,000. ** Per utility management, current yard waste bin customers are approximately 6,000 and it is anticipated if the City chose to implement a container only yard waste system an additional 5,000 -6,000 customers would be added. (See Accountants' Report) 14 F 3 a a 0 y7n Q z_ Q F=i Q� x H h iF � iF Fa h 3 3 v 3 r Ag 03� wvww �S o y o FFWrA C O �3 F N M � D\ 69 N V 00 �o cl i 00 69 ll- N ° O) n � 69 N a N W rn w OR � c c U b v o . 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Wo D 0 Q\ O 69 Ln b9 tq O O vi b9 N C m Y C v C O U H C .a v U O O C � O O 69 w a O U W '' 00 O O Vi N O N N cli Y I� Q � 00 Ln 0 0 ao T 00 �n a, O, Z z °' 3 v v � O o w a x ,... 3 4 a ° �i C h N hV� M O O �o N oo �o C14 }, N � N h iF � iF Fa h 3 3 v 3 r Ag 03� wvww �S o y o FFWrA C O �3 F N M � D\ 69 N V 00 �o cl i 00 69 ll- N ° O) n � 69 N a N W rn w OR � c c U b v o . Wo D 0 Q\ O 69 Ln b9 tq O O vi b9 N C m Y C v C O U H C .a v U O O C � O O 69 w a O U W '' 00 O O Vi N O N N cli Y I� Q � 00 Ln 0 0 ao T 00 �n a, O, Z z °' 3 v v � O o w a x ,... 3 4 a ° �i C SCHEDULE OF PRESENT AND PROPOSED RATES AND CHARGES Trash: Within City of South Bend Limits: Family dwellings: One- family dwelling Two-family dwelling Three - family dwelling' Four - family dwelling Senior rate Commercial Outside City of South Bend Limits: Residential Residential senior Additional Trash Containers (per comamer) Yard Waste Bin (per container) Annual Raze 516.00 $16.00 $16.00 (1) Per Ordinance No. 9861 -08 adopted August 25, 2008. (2) Per Ordinance No. 9598 -05 adopted June 27, 2005. " With one water meter. y� Y un Monthly Rates r Present Proposed Rates Rates 2015 2016 f$I 1.52 Res. Ram) ($12.48 Res. Ram) $10.56 (1) $11.52 $12.48 16.56 (1) 18.06 19.57 22.56 (I) 24.61 26.66 28.56 (1) 31.16 33.76 6.34 (1) 6.91 7.49 12.00 13.82 16.22 $12.67 $13.82 $16.22 7.92 8.64 9.36 $5.00 (2) $6.55 S7.09 Annual Raze 516.00 $16.00 $16.00 (1) Per Ordinance No. 9861 -08 adopted August 25, 2008. (2) Per Ordinance No. 9598 -05 adopted June 27, 2005. " With one water meter. y� Y un iRate Comparisons Solid Waste Residential Rate South Bend South Bend South Bend Elkhart 2015 Elkhart 2ot6 Mishawaka Private t Private z Private 3 Current zing 2ot6