HomeMy Public PortalAboutSupporting DocumentsCOMMISSIONERS
WILLIAM F. KOCH, JR. Mayor
JOAN K. ORTHWEIN, Vice Mayor
FRED B. DEVITT III
CHRIS D. WHEELER
MURIEL J. ANDERSON
April 1, 2006
Helen Sucier, Controller
The Little Club
100 Little Club Road
Gulf Stream, FL 33483
Dear Helen:
TOWN OF GULF STREAM
PALM BEACH COUNTY, FLORIDA
Gulf Stream
File Copy
Telephone
(561) 276-5116
Fax
(561) 737-0168
Town Manager
WILLIAM H.THRASHER
Town Clark
RRA LTAYLOR
Thank you for meeting with Linda Harvel and myself to review documents and invoices of costs
related to the maintenance of the Little Club Drainage System. Both Linda and myself found that
you have been very careful in your record keeping.
Prior to hurricanes Frances, Jeanne and Wilma, the Town invested almost $500,000 into an
effective drainage/pump system located at the intersection of Old School and Polo Drive. In
addition to the expenditures for the drainage/pump system, an emergency generator was purchased
to provide power to the pumps during FPL power outages.
As you know, all three hurricanes resulted in power outages throughout the Town. The loss of
electricity resulted in the inability of the Little Club's pumps to function and discharge floodwaters.
During the power outages, I observed water that accumulated over the golf course that could not be
discharged. Since the Town's pumps were on an emergency generator, they were able to discharge
water as needed and on demand. The Town's system was able to provide sufficient water discharge
for both the Town's basins as well as the The Little Club basin/golf course. As a result of these
hurricane events, the physical occurrences have verified that the Town's required utilization of The
Little Club drainage system has been substantially reduced, if not eliminated.
Therefore, the Town of Gulf Stream is requesting that the amount in Section 3 of the agreement
dated February 11, 2003 be modified to'read, "$2000 per year effective October 1, 2006 or 6
months from the date of this letter.
Respectfully,
William H. Thrasher
Town Manager
100 SEA ROAD, GULF STREAM, FLORIDA 33483
Run date:
03/10/2006 @ 09:00
Town of Gulf Stream
1111
Bus date:
03/10/2006
Vendors - Check History
OTVCHKH.LO2 Page 1
Vendor
Name
Obligat'n Description Stg Date Posted
Amount Check
45 The
Little
Club
1111
Use -Electrical Pump 8 Drain.
08/31/96
07/26/96
Recon
313.71
1111
The
Little
Club
1387
Use of Pump and Drainage Quart
11/30/96
11/05/96
Recon
335.15
1387
The
Little
Club
1672
Quarterly R A M
01/31/97
01/29/97
Recon
401.94
1614
The
Little
Club
1969
Quarterly R A M
05/31/97
05/07/97
Recon
336.82
1904
The
Little
Club
2223
Quarterly RAM
07/31/97
07/22/97
Recon
1,550.85
2107
The
Little
Club
2532
Quarterly R A M
10/31/97
10/21/97
Recon
1,538.61
2357
The
Little
Club
2840
Quarterly R A M
02/28/98
01/29/98
Recon
323.48
2586
The
Little
Club
3105
Quarterly R A M 1/31-3/31/98
04/30/98
04/17/98
Recon
469.60
2786
The
Little
Club
3395
Quarterly RAM
08/31/98
07/28/98
Recon
706.05
3001
The
Little
Club
3702
Quarterly R A M
12/08/98
11/03/98
Recon
869.06
3255
The
Little
Club
3982
Quarterly R A M
02/28/99
01/25/99
Recon
379.96
3461
The
Little
Club
4273
Quarterly RAM
05/31/99
05/03/99
Recon
775.59
3696
The
Little
Club
4549
Quarterly R A M
08/31/99
07/23/99
Recon
349.85
3901
The
Little
Club
4872
Quarterly R A M
11/30/99
11/02/99
Recon
349.25
4177
The
Little
Club
5435
1/31-3/31/00 Quarterly RAM
05/31/00
04/26/00
Recon
228.21
4623
The
Little
Club
5436
10/31-12/31/99 Quarterly RAM
05/31/00
04/26/00
Recon
467.76
4623
The
Little
Club
5752
Quarterly R A M-4/30-6/30/00
08/31/00
08/09/00
Recon
335.02
4850
The
Little
Club
6009
Quarterly R A M
12/14/00
10/31/00
Recon
444.34
5034
The
Little
Club
6295
R A M 10/31-12/31-00
02/12/01
01/22/01
Recon
3,615.15
5244
The
Little
Club
6588
Quarterly R A M
05/31/01
04/26/01
Recon
367.25
5464
The
Little
Club
6887
Quarterly R A M
08/31/01
07/24/01
Recon
309.43
5675
The
Little
Club
7168
Quarterly R A M
11/30/01
10/22/01
Recon
430.10
5899
The
Little
Club
7468
4th Quarter R A M
02/28/02
01/28/02
Recon
406.47
6116
The
Little
Club
7739
Quarterly RAM
05/08/02
04/17/02
Recon
221.48
6316
The
Little
Club
8089
2nd Qtr. R A M
09/11/02
07/30/02
Recon
315.05
6561
The
Little
Club
8410
3rd. Quarter RAM
12/10/02
10/28/02
Recon
310.81
1089
The
Little
Club
8590
Maint. A Improvement
12/31/02
12/16/02
Recon
8,500.00
1219
The
Little
Club
8782
Annual Maintenance
02/28/03
02/13/03
Recon
4,500.00
1373
The
Little
Club
9609
Annual R A M
10/31/03
10/20/03
Recon
4,500.00
2001
The
Little
Club
10886
Annual drainage mtce
10/31/04
10/04/04
Recon
4,500.00
2892
The
Little
Club
12278
Annual drainage mtce
10/31/05
10/03/05
Recon
4,783.00
3850
45 The
Little
Club
*** Vendor Total --
42,934.01
— Report Total * 42,934.01
aoll c(O-G (C1
One Hundred Little Club Road • 6ulf Stream • Florida 33483
October 18, 2005
Mr. William H_ Thrasher, CM
Town Manager
Town of Gulf Stream
100 Sea Road
Gulf Stream, FL 33483
Dear Mr. Thrasher:
5
For the period October 1, 2003 through September 30, 2005 we report the following
expenses for the drainage system:
FP & L 2 i1:S P11EU geup�'
$3,468.51 Ir134. 2!0
Maintenance labor ($115/month) 2,760.00 3E o. Cc's
Tni-Fln Pump – rebuild pump 5345.45
Tru -Flo Pump –rebuild pump 5923.70
Home Depot 159.77
SSR & M - Pump N o _2,pvur- 5
Wayne Electric Motor & Pump, inc. 504.81
P. 1
Total repairs and maintenance 4 1 1 Z!a
Tfoushouldhavean If 1&2' 2-4
y y questions, or would like to review the invoices, please feel free to
call me.
Sincerely,
13
y
Helen Saucicr t 5 cc c) = 3� cc, 41 6
Controller �tirh. PGr
-ro'l
X125 �l�P = 212 7C- - 5-0
):310E_ 21 2410 = 10 4 b/o
SSR&M, INC.
17667 i,18th TRAIL NORTH
JLJPITER, FL 33478-4785
OFFICE (561) 309-3342 / (561)704-2181
BILL TO
LITTLE CLUB
100 LITTLE CLUB ROAD
GULFSTREAM
DELRAY BEACH, FL. 33483
invoice
DATE
INVOICE #
8/11/2005
14145
T
P.O. NO.
TERMS
Due on receipt
DESCRIPTION
RATE
QUANTITY
AMOUNT
STORM WATER PUMP EAST STATION ON LAKE BY
MAINTENANCE BLDG.
RAINWATER PUMP 4" 230 SINGLE PHASE 2UP
2,130.00
2,130.00
31g5
A13
It's a pleasure working with You!
Tota $2,130.00
Phone
E-mail
(561)308-3735
(561)746-7071
SSRANDM@/IOL.COM
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Tru -Flo Corporation
924 NW 13th Street
PO Box 248
Belle Glade, FL 33430
Ph. 561-996-5850 Fax 561-996-0782
Little Club, Inc.
100 Little club Road
Delray Beach, FL 33444
Ship To
Invoice
Dale
Invoice #
5/25/2005
22504
P.O. No.
Terms
Ship Date
Ship Via
NET 10, 1.5% OVER 30 DAYS
5/25/2005
Description
Qty
Unit Price
Amount
Repair 20" Angle Pump S/N 20-A-156. Includes new propeller band and
sandblast and epoxy paint.
1
3,886.77
3,886.77
Pulled 20" pump, transport to our shop, transport back to club and re -install.
20" rubber gasket
1/2" x 1 1/2" bolts & nuts
hrs. flatbed truck
hrs. service truck
1
18
5
8
28.00
0.90
55.00
80.00
28.00
16.20
275.00
640.00
New 25 HP 430/460V 3 phase electric motor for spare, per Chuck.
1
716.19
716.19
VENDOR #
ACCOUNT #
Sales Tax (6.5%) $361.54
Balance Due $5,923.70
* WAYNE ELECTRIC MOTOR & PUMP !N'C.
358-D NE 4th Street
DELRAY BEACH, FLORIDA 33444
(561) 278-8055 FAX (561) 278-9879
Please Pay From This Invoice
No Statement Will Be Sent
'
All claims and returned goods MUST be accompanied by this bill.
O v J b ww rwb .com l 11�K l0u
NEW
r 1
■�
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I
L
All claims and returned goods MUST be accompanied by this bill.
O v J b ww rwb .com l 11�K l0u
80X- 6029
oa eo.� THE LAKES, NV 88901-6029
Payment Due Date: 07/18/05
100 LITTLE CLUB RD
0033659
DELRAY BEACH, FL 33483
Please make checks payable to HOME DEPOT CREDIT SERVICES
Please Direct Inquiries to: Phone: 1-800-685-6691 Fax: 1-800-266-7308
Invoio: 6046928
Involov: 2092530
Amaral OUI:
205.15
Amount DUI: 132.36
InvDha DN9:
0520/05
Invoics Da19: 0524/05
Stw0:OOXXX224
Slwo:000000224
BOYNTON BEACH, FL
BOYNTON BEACH. FL
UNIT
TOTAL
UNIT
TOTAL
SKU# PRODUCT
QUANTITY
PRICE
PRICE
SKU# PRODUCT
QUANTITY PRICE
PRICE
156118 TREAD TAPE
1.0000 EA
11.97
19.17
156910 TREAD TAPE
1.0000 EA 19.17
19.17
15&910 TREAD TAPE
1.0000 EA
11.17
11.17
156918 TREAD TAPE
1.0001 EA 11.97
19.97
156718 TREAD TAPE
1.0000 EA
11.17
11.17
156910 TREAD TAPE
1.0000 EA 11.17
11.,7
271137 IGAL BONDING
1.0000 EA
7.61
7.99
156990 TREAD TAPE
1.0000 EA 11.17
19.17
425128 40CE14PAT
1.0001 EA
11.44
11.44
154910 TREAD TAPE
1.0000 EA 11.17
11.17
4256211 40CEWPAT
1.0901 EA
11.44
11.44
184801 RETRAC%NIFE
1.0000 EA 4.61
4.99
4254211 40CEMPAT
1.0001 EA
11.44
11.44
521354 80LB STU SAN
1.0000 EA 4.48
4.48
425428 40CENPAT
1.0001 EA
11.44
11.44
734258 4 CAL CHLORI
1.0000 CA 7.46
7.48
425428 40CENPAT
1.9090 EA
11.44
11.44
736250 4 CAL QILURI
1.0000 CA 7.48
7.48
425628 40CEMPAT
1.0901 EA
11.44
11.44
442321 SCREW
1.0091 EA
2.10
2.10
SUBTOTAL
124.26
442321 SCREW
1.0041 EA
2.10
2.10
TAX
8.08
442321 SCREW
1.0000 EA
2.10
2.10
,. a
SHIPPING
0.00
442321 SCREW
1.0001 EA
2.10
2.10
482275 FLAT PLATE
10.0900 EA
5.07
11.26
TOTAL
152.36
482668 FLAT PLATE
1.0001 EA
3.19
3.11
482668 FLAT PLATE
1.0000 EA
3.19
3.11
482668 FLAT PLATE
1.0001 EA
3.11
3.19
482668 FLAT PLATE
1.0001 EA
3.19
3.11
p A
I
SUBTOTAL
243.16
TAW
SHIPPING
16.1,
6.00
a
r
�✓{0 3 •3 z
TOTAL
265.15
30
�/ / (�
� Z0 /aI(• 3T
PAID
Zd
i,a
71)
Involo: 2047422
Invoice: 8302553
Amounl Du:
159.77
Amwnl D.: 242.26
Invoin D019:
05211705
Invoin D9N: 0527705
S1w0:000U0(S24
S1w9:0XXO0224
BOYNTON BEACH, FL
BOYNTON BEACH, FL
UNIT
TOTAL
UNIT
TOTAL
SKU# PRODUCT
QUANTITY
PRICE
PRICE
SKU# PRODUCT
QUANTITY PRICE
PRICE
726408 11/4MIRTCGHN
1.0991 EA
Z.
4.21
472715 KV ELIA 10
31.0000 EA ].f)
87.67
133520 MIXING TO
1.0009 EA
1.211
1.28
587803 PERENNIAL 3G
20.0000 EA 6.11
131.80
138520 MIXING TO
1.0009 EA
1.20
3.28
162362 11/4X13SHGGA
1.0999 EA
1.17
1.17
SUBTOTAL
227.47
21370C -CONT LOCXNUT -
_ -1.1000 EA
0.40
0140
TAX -
14.79
213700 CON LOCXNUT
1.0099 EA
0.40
0.40
SHIPPING
0.10
213716 GNO CLNP
1.0001 EA
1.17
1.97
215716 ONO CLMP
1.0009 EA
1.17
1.17
TOTAL
242.26
213716 GNI) CLMP
1.0000 EA
1.17
3117
320153 WIRE
1.0000 RL
21.10
21.10
320188 WIRE
1.0000 RL
21.10
21.90
320218 MIRE
1.0000 RL
21.10
21.10
320234 MIRE
1.0000 RL
21.10
21.10
341101 BUSHING
1.0100 EA
1.18
1.18
514215 MUST 4 RUST
1.0090 EA
6.17
4.97
594215 MUST 4 RUST
1.0000 EA
6.97
6.97
605113 ENT.000PLI
1.0000 EA
1.77
1.77
666141 1- CON) HUB
1.0000 EA
5.07
5.07
466142 1 IIV Nue
1.0000 EA
7.97
7.97
704006 I-1/2EMTCMP
705113 RI01D NIPPLE
1.0000 EA
1.0000 EA
2.49
2.35
2.41
2.35
7 ry
705913 RIDID NIPPLE
1.0000 EA
2.55
2.35
772816 MASTIC TAPE
1.0000 EA
8117
8.97
SUBTOTAL
150.02
AI D
TAX
SHIPPING
TOT
0.00
1.75PAID
15,.7]
e
i 19�drd1►%
Please Direct Inquiries to: Phone: 1-800-685-6691 Fax: 1-800-266-7308
MUM
Tru -Flo Corporation
924 NW 13th Street
PO Box 248
Belle Glade, FL 33430
Ph. 561-996-5850 Fax 561-996-0782
Little Club, Inc.
100 Little club Road
Delray Beach, FL 33444
Ship To
Invoice
Date
Invoice#
3/9/2005
22383
P.O. No.
Terms
Ship Date
Ship Via
NET 10, 1.5% OVER 30 DAYS
3/9/2005
Description
Qty
Unit Price
Amount
Repair 20" Angle Pump per quote includes new propeller band and
1
4,100.00
4,100.00
sandblast and epoxy paint.
Pulled 20" pump, transport to our shop, transport back to club and re -install.
20" rubber gasket
1
28.00
28.00
1/2" x 1 1/2" bolts & nuts
18
0.90
1620
hrs. flat bed truck
5
55.00
275.00
hrs. service truck
8
75.00
600.00
1, d�
1, f
�ltl
VENDOR #
ACCOUNT I
Sales Tax (6.5%) $326.25
Balance Due $5,345.45
INTER -OFFICE MEMORANDUM
TOWN OF GULF STREAM, FLORIDA
OFFICE OF THE TOWN MANAGER
WILLIAM H. THRASHER
DATE: March 17, 2006
TO: Mayor and Commissioners
RE: Little Club Agreement
The Town entered into an agreement to compensate the Little Club for recurring and non-
recurring expenses related to the Town's share of expenses for the maintenance, operation and
repairs to their drainage system on February 11, 2003. This agreement provided that the Little
Club would receive an annual compensating amount of $4,500 to be adjusted annually according
to the Consumer Price Index and payable on October of each year. A copy of that agreement is
attached for your reference.
As directed by the Commission, Linda Harvel and myself have completed a review of the Little
Club's accounting records. In doing so we have found the following information for your review
and consideration.
1. hi our opinion the total maintenance cost for the Little Club Drainage system is
approximately $21,276.50. This covers a time period from October 1, 2002 (the
beginning date of the fiscal year that the agreement was executed) through September 30,
2005.
Note: The Town requested and received a letter from the Little Club dated October 18,
2005 that lists the component costs that totaled $20,292.24. In our review we found that
the time line of the cost did not match the payment time line. The Town had made three
(3) payments and their cost covered 2 years. We were informed that there wasn't any
maintenance in the first year. Since the payments covered three years we added into the
Little Club's figures one year of estimated FP&L costs and Maintenance Labor ($115.00
per month)
Note: We also felt that the SSR & M Pump with only a 4" diameter discharge pump for
$2,130.00 should not be part of the maintenance, operation and repairs costs but rather a
capital expenditure that benefited the Little Club exclusively.
Note: A small spreadsheet is attached indicating the Little Club's cumulative costs and
our findings of cumulative costs.
2. The Town has paid approximately $13,635.00 for the maintenance, operation and repair
of the Little Clubs Drainage System. During this same time period the total cost for the
system maintenance, operation and repair has been approximately $21,276.00.
3. On December 12, 2002 the Town Cost shared in the reconstruction of two of their ponds
in the amount of $8,500.00. A printout of all payments to the Little Club from July 26,
1996 to the present is attached for your reference.
4. The total payments from the Town to the Club during this review period represents 64%
of the total cost.
5. During two hurricane events, power to these two pumps was down and therefore the
pumps did not work. In fact, the Town pumps were pumping down their overflowed
ponds.
Conclusion/Recommendations:
1. The Town appears to be paying a high percentage of overall costs.
2. The Town no longer requires as much drainage assistance from the Little Clubs Drainage
System. However, the Town does require the "green area" of the Little Clubs golf course
to meet the South Florida Management District's permit requirements.
3. The Town should notify the Little Club, according to section 6 of the agreement, that a
reduction in payment is appropriate. An amount of $2,500 should be considered.
Finally as we were preparing to leave, we were advised by Ms. Helen Saucier, Controller, that
discussions have begin about replacing the existing pumps with new pumps.
Town of Gulf Stream
Cost Comparison - Little Club Maintenance Cost
3/10/2006
Total Payments For Adjusted Time Period 13,635.00
Percentage of Payments to Total Cost 64%
As Presented
Adjusted
Maintenance Costs:
2 Years
3 Years
FP & L
3,468.51
5,202.77
Maintenance labor ($115/mth)
2,760.00
4,140.00
Tru -Flo Pump - Rebuild
5,345.45
5,345.45
Tru -Flo Pump - Rebuild
5,923.70
5,923.70
Home Depot
159.77
159.77
SSR & M Pump
2,130.00
0.00
Wayne Electric Motor (Spare)
504.81
504.81
Total
20,292.24
21,276.50
Total Payments For Adjusted Time Period 13,635.00
Percentage of Payments to Total Cost 64%