4-2-14_Workshop_Package

Indian Trail Improvement District
Board of Supervisors Workshop Agenda

Wednesday, April 2, 2014
6:30 P.M.

1. Call to Order
2. Pledge of Allegiance
3. Roll Call
4. Fiscal Year 2014/2015 Budget Initiatives
5. Adjournment
6. Advertisement

_____________________________________________________________________________________________
Any person wishing to appeal any decision made by the Board of Supervisors with respect to any matter considered
at such meeting or hearing will need a record of the proceedings, and, for such purposes, may need to ensure that a
verbatim record of the proceedings is made, which record includes the testimony and evidence upon which the
appeal is made.
Persons with disabilities requiring accommodations in order to participate should contact the District at 561-793-
0874. If you are hearing or speech impaired, please contact The Florida Relay Service by using the following
numbers: 1-800-955-8770 (voice) or 1-800-955-8771 (ttd).

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Indian Trail Improvement District
Board of Supervisors Workshop

April 2, 2014

EXECUTIVE SUMMARY

TO: Carol Jacobs, President DATE: April 2, 2014

Ralph Bair, Vice President

Michelle Damone, Treasurer

Gary Dunkley, Assistant Secretary

Jennifer Hager, Board Supervisor

FROM: Donald Rinzel, Finance Director

THRU: James Shallman, District Manager

RE: Budget Initiatives for Fiscal Year 2014/2015

District Staff is pleased to present the proposed Fiscal Year 2015 Budget Initiatives. The FY
2014 Budget assessments increased slightly over the prior year by an average of 1.48%. The
rates are still well below the average assessments since 2007. They are approximately 19%
lower than the average 2007 assessment.

District Staff hopes to continue the focus on positive trends while addressing Board priorities.

Part I Status Update on 2014 Budget Initiatives

Last year, the Board provided a consensus of their major budget goals:

A. DRAINAGE – Development of a comprehensive drainage plan is underway in
conjunction with our district engineer.

B. CANAL IMPROVEMENTS – For FY 2014 canal clearing was budgeted by basin, with
efforts concentrated on the major east to west canals. There has been Board discussion to
develop a canal improvement crew to implement an ongoing canal maintenance program.
Canal bank clearing for the E and F canal will need to addressed by a General Contractor.
Canal dredging will be addressed by ITID staff.

C. TELEMETRY AND PUMPS –Staff is proceeding with the automation of the existing
manually operated control structures. This consists of the installation of motorized
actuators and the hardware necessary to remotely control and monitor status and water
flows as well as updates and maintenance of pumps.

D. MAINTENANCE ROAD IMPROVEMENT PROJECTS – The 2014 road project list
by unit was included in the 2014 Proposed Budget for consideration by the Board and is
progressing as planned. Project scheduling is maintained with detailed project software.

E. PAVED ROAD PROJECTS – Some residents have requested paving as follows:

1. Tangerine between Avocado and 140th
2. 140th between Orange and 60th
3. East Duran between Seminole Pratt Whitney and 162nd
4. Mango, from 60th to 40th
5. 110th – paving between Sunset and 60th and installation of traffic calming
6. 61st between 140th and Avocado
7. Paving of 180th north of Hamlin to 94th
8. Paving of 60th from Avocado to 120th
9. Paving of 180th
10. 120th Traffic Calming
11. Sidewalk on Hamlin between 190th and 180th
12. Wiltshire Seminole Pratt Whitney East to 162nd

The first two projects have been budgeted by the Board in conjunction with the Acreage
Community Park South Expansion. Project three has also been budgeted for this year.
Consideration of most of these projects falls under the auspices of the R3 Road
Improvement Program. The Board will need to provide direction regarding completion
of the R3 Program.

Part II Budget Focus Areas

Some focus areas in the FY 2015 budget cycle include:

A. DRAINAGE – Continued Top Focus for 2015 Budget – Development of a
comprehensive drainage plan to continue in conjunction with our district engineer.

B. CANAL IMPROVEMENTS – For FY 2014 canal clearing was budgeted by basin,
with efforts concentrated on the major east to west canals. There has been Board
discussion to develop a canal improvement crew to implement an ongoing canal
maintenance program. Canal bank clearing for the E and F canal will need to
addressed by a General Contractor. Canal dredging will be addressed by ITID staff.
Necessary staff and equipment will be included for consideration in the proposed
budget.

C. TELEMETRY AND PUMPS –Staff is continuing with the automation of the existing
manually operated control structures. This consists of the installation of motorized
actuators and the hardware necessary to remotely control and monitor status and water

flows. Pump replacement and upgrades are also being analyzed to determine the most
effective use of District funds that will serve to benefit the entire community.

D. MAINTENANCE ROAD IMPROVEMENT PROJECTS – The 2015 road project
list by unit will be included in the 2015 Proposed Budget for consideration by the
Board. Project scheduling is maintained with detailed project software. The District
is looking to start road and sidewalk overlay work to existing paved areas as well as
continue the striping and markings of District roads.

E. PAVED ROAD PROJECTS – Some residents have requested paving as follows:

1. Tangerine between Avocado and 140th
2. 140th between Orange and 60th
3. East Duran between Seminole Pratt Whitney and 162nd
4. Mango, from 60th to 40th
5. 110th – paving between Sunset and 60th and installation of traffic calming
6. 61st between 140th and Avocado
7. Paving of 180th north of Hamlin to 94th
8. Paving of 60th from Avocado to 120th
9. Paving of 180th
10. 120th Traffic Calming
11. Sidewalk on Hamlin between 190th and 180th
12. Wiltshire Seminole Pratt Whitney East to 162nd

The first two projects have been budgeted by the Board in conjunction with the Acreage
Community Park South Expansion in FY 2014. The East Duran Project was budgeted in
the FY 2014. Consideration of most of these projects falls under the auspices of the R3
Road Improvement Program. The Board will need to provide direction regarding
completion of the R3 Program.

F. PARKS – The Five Year Capital Improvement plan will be updated with designation
of specific improvements and projects. The replacement of the playground and other
improvements at Kidscape and Hoefl Park has been a very successful project
implemented by the Board to benefit the community. The Hamlin House renovation
and the continuation of the Acreage Community Park Expansion will serve to add to
the enjoyment of life in the District.

G. EQUIPMENT REPLACEMENT – All equipment and vehicles are evaluated to
determine, to the best of our ability, the remaining useful life of the equipment. The
Five Year Capital Improvement plan will include replacement of motor graders,
trucks, recommendations for canal maintenance equipment, and additional road
maintenance equipment.

H. UTILITY FUNDS – During the FY 2012 budget, the road projects related to the
Utility Sale Agreement as well as the Expansion of Community Park South were fully
budgeted. Amounts not expended before September 30, 2012 were “carried forward”
to the FY 2013 Budget. The Board is requested to provide direction regarding specific
projects.

I. OUTREACH AND PUBLIC INFORMATION – The District remains committed to
transparency and accountability. Along with the posting of Board Agenda packages
online, improved customer service and records management, informational electronic
newsletters, workshops and meetings, the District uses Facebook and email blasts to
communicate about current happenings.

J. FUND BALANCE POLICY - The District has a very detailed fund balance policy
that was updated in FY 2012 pursuant to the adoption of Accounting Statement GASB
54. During the preparation of this budget, each unit will be individually analyzed, to
determine if the unit has either deficit or excess fund balances. In the case of fund
balance deficits, the residents will be assessed to bring fund balance up to the
minimum threshold over a period of three years. If there is an excess, the unit will be
analyzed to determine the best use of these funds (options include adding capital
projects, adding road projects, and reducing future assessments) according to Board
policy.

 

Summary

District Staff and the District Manager are requesting the Board provide their Budget priorities
and reach a majority consensus for preparation of the budget. The draft FY 2015 Budget will be
presented at the May 14, 2014 Board Meeting.