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07-30-20 Budget WS Adopted MinutesMINUTES Budget Workshop Meeting -" Thursday, Judy 30, 2020 - 6:00 PM Commission Chamber ATTENDANCE: Present: Ellen Glasser, Mayor - Seat 1 Cindy Anderson, Commissioner - Seat 2 (District 1309) Blythe Waters, Commissioner - Seat 3 (District 1307) — arrived at 6:07 PM Candace Kelly, Commissioner - Seat 4 (District 1306) Brittany Norris, Mayor Pro Tem 1 Commissioner - Seat 5 (District 13 12) Also Present: Shane Corbin, City Manager (CM) Brenna Durden, City Attorney (CA) Donna Bartle, City Clerk (CC) Kevin Hogencamp, Deputy City Manager (DCM) 1. 2. CALL TO ORDER Mayor Glasser called the meeting to order at 6:00 PM. Pursuant to Governor DeSantis' Executive Order Number 20-69 and COMB Emergency Order, the meeting was held via videoconference. PUBLIC COMMENT DCM Hogencamp stated there were no written comments received. Mayor Glasser requested IT Senior Systems Engineer Bob Cimon to confirm speakers on the platform who wish to speak. Mr. Cimon reported one speaker, Rick Carper, Dick Carper stated that the draft budget contains significant revisions but still with no explanations or a summary. He requested explanations of the following: • Purpose of the Debt Service Fund - a new entry. • The Building Departments $35,000 transfer, to line is blank. • The Public Safety Police Administration Division's Pension costs increase of over $200,400 • Tree Mitigation Funds- none were shown or expected. • Street Re -surfacing projected costs for this year. • Purpose of the Local Option Gas Tax Fund $212,000 transfer to the General Fund, • Parks Division increase of $163,00 in Contract Services and $40,000 increase in Professional Services. + Parks Division $56,000 decrease in Repairs, Maintenance and Operating Supplies, and • Public Utilities Dept. $400,000 increase in Operating Expenses. Budget Workshop July 30, 2020 He stated there is still no long term financial plan shown in the budget. 3. FY2020-21 BUDGET UPDATE CM Corbin presented a PowerPoint presentation titled Fiscal Year 2020-21 Budget Commission Workshop #2 July 30, 2020, (which is attached hereto and made part of this Official Record as ATTACHMENT A). (Commissioner Waters arrived at 6:07 PM) He provided an overview of the slides, explaining the changes that were made in response to feedback provided at the previous Workshop. He reported since the receipt of revenues, the projected lost revenue amount decreased and Better Jax money was more than budgeted. This resulted in being $338,670 under budget. CM Corbin opened staff presentations. Public Works and Public Utilities City Engineer (CE) Steve Swann presented a PowerPoint titled Public Works & Public Utilities Capital Projects FY19/20 Carry Over & FY20/21 Proposed, (which is attached hereto and made part of this Official Record as ATTACHMENT B). He reported that several projects have been delayed due to COVID and Public Utilities Dept. staff changes. He provided an explanation of the Capital Projects. Public Works (PW) Director Scott Williams provided an explanation of the Carry Over Projects. Further discussion and questions ensued regarding timelines, costs and proposed projects for 20/21. All questions were answered. CE Swann to present the Commission with the full list of long deferred projects for beyond 20/21. Police Department Interim Chief Vic Gualillo reported on the $250,000 increase in the requested budget from last year's amount. He explained this being due to the need to fund the Special Pay category, equipment upgrades and building maintenance. Discussion and questions ensued regarding the Special Pay category, upgrade of the lifeguard station, and reasons for staff of two animal control officers. Interim Chief Gualillo was asked what the Professional Services and Contract Services line item amounts are used for? Interim Chief Gualillo reported that Professional Services would be used for pre-employment testing, psychological screening, Hepatitis B testing/vaccinations, COVID testing, filling forfeitures, and other state fees. Contract Services are used to cover payment of vendors. Chief Gualillo was asked what the criteria is for determining when to replace police department vehicles. He stated on average seven (7) years or $100,000 miles per vehicle. Budget Workshop July 30, 2020 4. 5. Further discussion and questions ensued regarding staffing, status of a Community Policing Officer, the parking attendant position, costs to monitor 18th Street and the reason for the increase of Pension payments. Finance Director (FD) Burns replied regarding the increase of Pension payments. She reported it is due to an increase its wages and was in relation to the Special Pay. She added that Special Pay and overtime are considered salary, as far as Pension. FD Burns to look into how this was budgeted for previously, to explain why it showed up as such a large increase this year. CM Corbin requested guidance regarding proposed projects on slide 10 of the PowerPoint. ATTACHMENT" A - Fiscal Year 2020-21 Budget Commission Workshop #2 July 30 2020 ATTACHMENT B - Public; Works & Public Utilities Capital Projects FY19-20 & FY20-21 CITY COMMISSION COIV ME1rNT&QUESTIONS Commissioner Felly is in favor of continuing Park Maintenance. Commissioner Norris concurred with Commissioner Felly, Commissioner Anderson concurred with Commissioner Telly and Commissioner Norris. Commissioner Waters spoke regarding the improvements that have been done to the parks and inquired about the status of the draft Parks Master Plan. She would like to see it soon. Mayor Glasser inquired about the status of the draft Parks Master Plan. She would like to see it soon. For the next workshop she requested for staff to address Rick Carpers questions, to see a Iist of the park projects that can be completed and for all department heads to attend, ADJOURNMENT Mayor Glasser adjourned the meeting at 7:55 PM, Attest: Donna L. Bartle, City Clerk l El en Glasser, Mayor i ►l e) / 2-C Date Approved Budget Workshop July 30, 2020 ATTACHMENT A July 30, 2020 Minutes rS �.I+lrJ, AT ANTIC BEACHJuly ATTACHMENT A 30, 2020 Minutes CITY BUDGET PROCESS UNDER WAY; HEARINGS SET FDR SEPT. 14 SEPT. 28 The City of Atlantic Beach is developinq its budget for fiscal year 2020-21 which begins Oct. 1, 2020. Public input to City staff and the City Commission is welcome throughout the process_ Here is the Fy 2020-21 budqet workshop and public hearinq calendar, which is subject to change: July 23 First City Commission budget workshop, 6 p.m. ' 1uly 30 Second City Commission budqet workshop; 6 p.m Aug 6 Third City Commission budqet workshop [if needed]; b p_rn_ Sept. 14 First of two City Commission public hearings and votes on the budget/millage rate Sept_ 28 Second of two City Commission public hearings and votes on the budget/mi I lage rate OR TO PROVIDE INPUT TO CITY STAFF, C01247-5804 OR @COAB.US. TO PROVIDE INPUT TO THE CITY COMMISSION, EMAIL CLECTFDOFFiCIALS@CBAB.US. ATTACHMENT A July 30, 2020 Minutes Draft 2 Updates • More User Friendly • Table of Contents • Page Numbers Description of Funds • Revenues and Expenses 3rd Draft • Definition of Elements • Separate Parks and Recreation • Maps • Revenues and Expenses M; r AZO -Z1 Budget Highl-19 A balanced budget Maintains ad valorem rate of 3.2255 mills; lowest in Duval Co. Completion of major capital projects: - south Seminole drainage, sidewalk - Aquatic Gardens stormwater improvements - Donner Road improvements - Marshside septic -to -sewer ATTACHMENT A rS J July 30, 2020 Minutes ATLA, NTic BEACH i FY 2020-21 Budget Highlights ATTACHMENT A July 30, 2020 Minutes CITY OF ATLANTIC BEACH REVENUES IMPACTED BY COVID- 19 UPDATE Compared same time period Fiscal Year 2020 to Fiscal Year 2019 Revenue Source Public Service Tax Franchise Fees Revenue Sharing '/z Sales Tax Convention Dev Tax Local Option Gas Tax Better Jax '/z Cent Sales - Total FY20 $ 292, 024.5 9 369,099.02 242,43 6.25 823,753.90 64,069.06 256,571.92 521,124.71 FY 19 $ 315, 5 31.28 374,776.91 266,483.07 1,105,974.20 88,428.91 281,658.28 535,955.94 $ 2,569,079.45 $ 2,968,808.59 Yo Difference -8% -2% -10% -34% -38% -10% -3% -13% Proposed budget assumes approximately AAAA -in lost revenue. Ending Fund Balance Total Expenses and Fund Balance Resource Allocation Personnel Services Operating Expenses Capital Outlay Debt Service Transfers Total ATTACHMENT A July 30, 2020 Minutes 1St Draft 7,077,82'1 19,479,267 7,535,383 4,085,372 495,782 104,225 12,220,762 6,791,915 67000,981 5,622,622 (00(0378,3�59) 20,857,335 201570,850 21,038,574 467,724 8,755,565 4,767,233 542,622 14.9065,420 8,898,025 4,976,360 695,484 14,569,869 9,175,809 5,921,121 319,022 '15,415,952 277,784 944,761 (376,462) Ending Fund Balance Total Expenses and Fund Balance Resource Allocation Personnel Services Operating Expenses Capital Outlay Debt Service Transfers Total ATTACHMENT A July 30, 2020 Minutes 2nd Draft = $2071029 Less Combination of Variables 7,0771;821 6,791,915 6,000,981 5,834,651 (166,330) 19,479,267 20,857,335 20,570,850 21,077,865 507,015 7,535,383 4,085,372 495,782 104,225 8,755,565 4,767,233 542,622 8,898,025 4,976,360 695,484 12,220,752 14,065,420 14, 569,869 9,230,851 5,693,341 319,022 332,826 716,981 (376,462) 15,243,214 673,345 ATTACHMENT A July 30, 2020 Minutes • 2019-2020 Unspent = $440,000 (Now to reserves) • 2 Patrol Vehicles $110,000 • 1 Det. Vehicle $40,000 Radio Console Upgrade $61,000 S Laptop Computers $19,200 • 9 Police Portable Radios ($4500 ea.) $46,000 Police Radio Console Data Connection upgrade $17,500 • $293,700 Taken Out of 2021-2022 • $146300 Under Budget ATTACHMENT A July 30, 2020 Minutes Considerations and Guidance • Revenue Loss May be Less Than Projected: $388K • Consider Funds from FY 20 Budget Unspent: $440K V ■ In-6lca Dn it;Q for City A IV Is0.ft-OF al■ • Make Additional Reductions from General Fund • Police • Public Works ATTACHMENT A July 30, 2020 Minutes Considerations and Guidance • Better Jax = $5001000 more than budgeted for • Balanced = $166,330 $ 3331670 Under Budget • Public Works Projects (Donner Park, Beach Walkovers, Park Maintenance,; etc.) • Create Land Acquisition Fund (2020 Priority) • Police Pension (Ongoing Need) • Reserve Fund to receive approximately $440,000 of unspent revenue ATTACHMENT A Y ATLA,NTIC BEACHJuly 30, 2020 Minutes General Fund Reserves At -A -Glance General Fund Reserves $3,774,233 25% (Restricted) General Fund Reserves (Unrestricted) General Fund Reserves TOTAL * Projected balance as of 9-30-21 (: 3,476,330 $7,250,563 23% 48% 44 " ATTACHMENT A ATLANTIC B EAC HJuiy 30, 2020 Minutes Departmental Overviews ATTACHMENT A July 30, 2020 Minutes Summary of All Departments Combined Summary of Expenses Actual Actual Budget Budget 2017-2018 2018-2019 2019-2020 2020-2021 Expenses; Increase (Decrease) Governing Body 38,722 40,207 55,876 52,707 (3,169) City Administration 2,730,766 2,864,587 3,047,218 3,121,810 74,592 General Government 4,186,185 1,674,407 2,776,890 2,731,920 (11,442) Planning 552,328 540,117 731,196 662,209 (68,987) Public Safety 5,967,302 6,736_,464 6,815,826 7,234,439 418,613 Parks and Recreation 1,285,292 1 429 768 1,463.363 1,642.962 179,599 Public Works 5,022,503 5.384,701 8,594,289 8,914,669 320,380 Public Utilities 8,936,670 8,300,891 12,207,733 13,849,617 1,641.884 Building 780,721 550,654 612,919 602,178 (10,741) Pension 2,171,334 2,669,092 2,318,256 2,260,568 (57,688) Total Expenses 31,363,007 30,190,890 38,623,566 41,073,079 2,483,041 ATTACHMENT A ATLAN.. IC BEACHiuly 30, 2020 Minutes CITY BUDGET PROCESS UNDER WAY; HEARINGS SET FOR SEPT. 1 a SEPT. ZB The City of Atlantic Beach is developing its budget for fiscal year 2020-21, which begins Oct. 1. 2020. Public input to City staff and the City Commission is welcome throughout the process. Here is the Fy 2020-21 budget workshop and public hearing calendar, which is subject to change= July 23 First City Commission budget workshop; 6 p.m. July 30 Second City Commission budget workshop; b p.m. Aug_ 6 Third City Commission budget workshop (if needed(; 6 p.m. Sept. 14 First of two City Commission public hearings and votes on the budget/millage rate Sept. 28 Second of two City Commission public hearings and votes on the budget/mi l lage rate FOR MORE INFORMATION, OR TO PROVIDE INPUT TO CITY STAFF, 804 OR EMAIL INFO@AW.h. TO PROVIDE INPUT TO THE CITY COMMISSION, EMAIL ELECTEDOFFICIALS@COAB.OS. EMPTISM, Tree Protection Tree planting/preservation Convention Development Acquisition and development of parks, Tax lifeguard stations and/or athletic fields; tourism promotion Local Option Gas Tax Better Jacksonville Tax Transportation; environment/quality of Share life/ targeted economic development/public facilities $50,539 50,000 73,141 1,304,505 AT �� NTIC B July 30, 2020 Minutes ILPostponed Projects and Other Unspent Revenue Park Maintenance Park Maintenance Street Park Maintenance Beautification Recreation Various Other TOTAL FlArairpr M11r;1I Move to Redevelopment A -Ane Selva Marina path Aquatic Dog Park improvements Resurfacing 20th Street Beach Walkover 18th Beach Access Events and Programs $50,000 $50,000 $50,000 $125,000 $125,000 $20,000 $440,000 ATTACHMENT A r July 3D, 2020 Minutes ATLANTIC BEACH Projected Fund Balances 9-30-21 General Fund Reserves (Restricted) General Fund Reserves (Unrestricted) Public Utilities Stormwater Reserves Better Jax Sanitation Local Option Gas Tax Tree Protection Convention Development Tax ■ Projected balance as of 9-30-21 Drainage Transportation; quality of life / economic dev. / public facilities Road and drainage systems Tree planting/preservation Park acquisition/dev.; lifeguard stations; ballfields; tourism promo $3,774,233 3,476,330 2,114,569 711,249 1,304,505 1,300,002 73,141 50,538 50,000 rT"''`•- jT T �ATTACHMENT A ' A. LA �1 T 1c B EAC i .j 1 July 30, 2020 Minutes Q R19, General Fund Reserves At -A -Glance General Fund Reserves $3,774,233 25% (Restricted) General Fund Reserves (Unrestricted) General Fund Reserves TOTAL * Projected balance as of 9-30-21 3,476,330 $7,250,563 23 48 JfYtyLlr-,.�� AT NIC BEACHjuly ATTACHMENT A 30, 2020 Minutes Priorities (est. January 2020; amended July 2020) ADVANCING RACIAL EQUITY An initiative to strengthen the City leadership's knowledge and capacity to eliminate racial disparities, heal racial divisions, and build a more equitable community via: ■ Starting a community conversation on race. • Observing and listening to voices in the community; to people already focusing on racial equity in the community; and to the associated data. ■ Making a public declaration demonstrating the City's commitment to racial equity. • Creating a racial equity plan. ENVIRONMENTAL LEADERSHIP An initiative validating COAB's commitment to being a sustainable, resilient community via: • Improving the LEER silver -certified community performance score across the five categories -- energy, water, waste. transportation, and human experience • Advocating a no -net -loss of the tree canopy by planting trees and updating the tree -protection code • Promoting plastic -reduction measures Promoting the four Ps (refuse, reduce, reuse, recycle) Maintaining the Tree City USA designation by meeting certain criteria, including celebrating Arbor Day event, spending at least $2 per -capita on urban forestry ATTACHMENT r f r ATLA NT BEACHjuly 30, 2020 Minutes Priorities (est. January 2020; amended July 2020) AULTIMODAL �_^= NOBILITY & SAFETY m initiative to provide safe, convenient and efficien utomobile, bicycle and pedestrian travelways itywide via: • Developing a complete streets policy • Establishing/developing a system of sidewalks/multi-use paths • Improving pedestrian/bicycle crossings • Initiating a public relations campaign to promote roadway safety • Parking and traffic calming measures MAYPORT ROAD An initiative to improve safety. business and cult opportunities, quality of life, and neighborhood identity via: • Strengthening the city's position on securing future state complete streets/road diet/safety- enhancement funding ■ Updating the Comprehensive plan to incentivize redevelopment • Growing the public art grant program • Growing the fa4ade-improvement/landscaping grant program • Mural painting at the Atlantic Boulevard interchange rte ' ATTACHMENT A _} ATLA.NTic BEACHJuly 34, 2424 Minuses Priorities (est. January 2020; amended July 2020) VITAL PLANNING & BUDGETING A financial and infrastructure planning initiative prepare future needs via: • Adopting a reserve fund policy - Establishing a property acquisition and development fund to aggregate capital for land conservation/green space and other real estate purchases • Updating the 10 -year capital improvement plan ■ Developing a sea level rise adaptation plan ■ implementing the stormwater and parks -to - marsh master plans QUALITY OF LIFE An initiative encompassing people, parks, beach accesses and neighborhoods to improve quality of life indicators via: - Beautifying parks, beach accesses and rights of - way Id i'• Reducing sign pollution§ ■ Promoting art and history �'■ Improving recreation wellness programming for youth and senior citizens a■ Promoting recreation and cultural opportunities M at Beaches Veterans Memorial Park and other parks west of Mayport Roar! Ytr ATLANTIC BEACHJulyT30, 2020 Minutes Priorities (est. January 2020; amended July 2020) PARTNER DEVELOPMENT An initiative with specific Focus on improving - governance and fiscal opportunities via: ■ Developing a legislative action plan • Forging viable intergovernmental and interagency partnerships, including but not limited to the following: U.S. Congressional representatives: Florida Legislature representatives: the City's Jacksonville City Council representative; Florida Department of Transportation: St. Johns River Water Management District; Jacksonville Transportation Authority; North Florida Transportation Planning organization; and Jacksonville Electric Authority • Forging viable private partnerships with human services, sustainability and nonprofit sectors that support the City's priorities • Public engagement with citizens of all ages, including youth ATTACHMENT Jury 30.2020 Minuses Public Works Publ*lc Utilities Capital Projects FY19/20 Carry Over FY20/21 Proposed !.I if ATTACHMENT B July 30, 2020 Minutes Public Works Projects ATTACHMENT B July 30, 2020 Minutes J1 10 '1 9/20 Carry over ProjectsU. f 1 - Donner Rd Reconstruction -� 2 - Public Safety Storage Building 3 - Aquatic Gardens Drainage ' ' - O 1 4 - Seminole Rd Multi -Use Path qy, wo Y4IN F,,LN ¢ I [C w �c1J itrrrrow- a jon ner Roan Reconstructic r� -Ak-- jon ner Roan Reconstructic i ?ubI-Ic SatetV Storage Building Amw- Will • r�.� � b. S -. Vii'='_ _ i ?ubI-Ic SatetV Storage Building ,_ Jai r'�-+=_I���Cr - 1`•��� � xhTas� _ f r J i TO +f•, '+YlP'xISQ" •�4+ar:r R-' i:ti._ r Dicivatic ciardQns L Mt s aquatic ciardQns ❑ r 4. ki` U rr IV •,ajp ,,� �� ` c a A , -i AL aquatic ciardQns ❑ r 4. ki` U rr - ^yr it �.:� . -: • h- i - r y�tip ZQI - 40. p. - ... Die KCI urainap 0 10 ATTACHMENT B 1020/21 Proposed Pro 'Ais' 2020 Minutes 1 - Donner Park Improvements 2 - PW Building Design & Engineering 3 - 16th St Walkover Design 2 C m r w LN © x a OlL1 ASR CD C H I-aTST � V� i�STj1 fp -ST — + A�o�r L L OV 1 I r fr4�i dor f 4 Donner P X R; 6 U le :TTT'i 7 :� ill ■ 11 7,4 lk r• .� cif; �� ,. '' x �f '� �i�'. ¢. `. �. p• s# ]C.S 1 t f� as - GT3 ' ,�•. ��- —;.ti '". ip '1AA _ _-yam•,. - Donner P X R; 6 U le :TTT'i 7 :� ill ■ 11 ATTACHMENT B July 30, 2020 Minutes Public Works Building Design & Enainee ring •' - YG�. T. �._•'�. ai;' � -.J t'i'c y�. - _ :.`.. Vie.; !Y 4,r- '• � . ... _ .•�'�.ilr' �•�. •.• � - = : - . ; e. ^••�•..rev air ST�` I O j r< � a7m dlKuver Engines ATTACHMENT B July 30, 2020 Minutes Public Utilities Projects •19/20 Carry Over Project 1 - WTP No. 4 Tank Reha 2 - WTP No. 1 Modernizai 3 - WWTF Digester BridgE 4 - WWTF Clarifier Drive F ATTACHMENT B . i v .,in 7n7n Mini it --q WTP No. 4 Tank Rehabilitation ATTACHMENT B July 30, 2020 Minutes WTP No. 1 Modernization ,"q AbLIF r tkL— HMENT B Aft u -no,/,v _ '•�..-. p.� __ WWTF Clarifier Drive Replacement 10 20/21 Proposed Project. 1 - Distribution lmprovemf 2 - Marsh Oaks Septic to 3 - Selva Marina Dr Force 4 - Donner Rd Forcemain 5 - Cavalla Water Service 6 - Puckett Crk Forcemair 7 - WWTF Emergency OL 8 - Reclaimed Water Upgi 4 Projects Planned to Increase Fire Protection ATTACHMENT B July 30, 2020 Minutes Potable Water Distribution Improvements Aell- "0 Minutes .w; �r ijakS sp-mic tc �4 TA ..). rr -Vi IN Cjc ft - 7 Dr Forepmain Fxtp-n-qir i1offir- 14 f ATTACHMENT B Cavalla Water Service Upgrade A — 1 }, ,, �.� •,i.: .,�,i ..... 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