Representative Town Meeting Budget and Special Meeting - DAY 3 (linked)
agenda center agenda
| Board/Commission | Representative Town Meeting (RTM) |
|---|---|
| Meeting Date | May 08, 2023 |
| Pages | 25 |
| File Size | 1.6 MB |
| OCR Status | Searchable (OCR processed) |
| Source URL | Original |
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er . fo TM \ TOWN OF wATERFORD GENERAL FUND 2023 - 2024 PROPOSED BUDGET DEPT/AGENCY: 10111 BUILDING MAINTENANCE Increase ST. 51140 FACILITIES COORDINATOR 72,112 76,500 73,708 (2,792) -3.65% 51810 OVERTIME 0 0 0 0.00% 51910 FRINGE BENEFITS 63 75 75 0 0.00% 51920 F.LCA - 5,390 5,858 5,639 (219 -3.74% 52010 ADVERTISING 1,020 0 0 #DIV/0! 52040 SERVICE CONT. & REPAIRS 160,082 185,178 46,392 243,570 58,392 31.53% 52090 FUEL OIL/NATURAL GAS 115,505 130,000 130,000 0 0.00% 52100 ELECTRICITY 366,452 398,278 398,278 0 0.00% 52110 WATER 18,424 15,725 15,725 0 0.00% 24,023 21,775 0.00% LS& SUPPLIES OTHER SUPPLIES 4,000 6,000 2,000 50.00% = Sn 50.00% 0.00% 6.81% FIFTEEN ROPE FERRY ROAD WATERFORD, CT 06385-2886 PHONE: 860-442-0553 www.waterfordct.org To: Robert Brule, First Selectman | From: Gary J. Schneider, Director of Public Works Date: December'13, 2022 Re: Building Maintenance Budget FY24 Attached please find the Building Maintenance proposed FY 24 Budget. The main driver of the increase is in the following area: e Custodial Services at the Community Center. In the previous budget, that service was funded by Recreation and Parks; and the Senior Center. This year, Building Maintenance must fund it all, an increase of $46,392 osj a“ 4 ‘ names / TOWN OF WATERFORD | GENERAL FUND 2023. - 2024 PROPOSED BUDGET DEPT/AGENCY: 10111 BUILDING MAINTENANCE FACILITIES COORDINATOR 72,112 76,500| 73,708 (2,792) -3.65% 51810 [OVERTIME 0 0 0.00% 51910 [FRINGE BENEFITS 0 0.00% (219) -3,74% FALCA 52010 ADVERTISING . 1,020 ° 0 #DIV/O! 52040 SERVICE CONT. & REPAIRS 160,082 185,178 46,352 ; 243,570 58,392 31.53% 52080 FUEL OIL/NATURAL GAS 115,505 130,000 130,000 | ~ 0 0.00% 52100 ELECTRICITY 366,452 398,278 398,278 a 0.00% 52110 WATER 18,424 15,725 . 15,725 0 0.00% 52120 SEWER 24,023 21,775 21,775 0 TOWN OF WATERFORD PROPOSED REVENUE BY DEPARTMENT GENERAL FUND 2023-2024 FISCAL YEAR All revenues from each department must be listed in the following categories. Please add any revenue lines that are not listed below. DEPARTMENT: Building Maintenance 2020-2021 2021-2022 | 2022-2023 2023-2024 LINE ITEM ACTUAL ACTUAL YTD PROPOSED |VARIANCE Waterford Board of Education 71,671 63,937 67,795 73,218 §,423 Shared Use of Town Hall 0 0 0 0 TOTALS 71,671 63,937 67,795 73,218 5,423 TOWN OF WATERFORD FY2024 BUDGET REQUEST Building Maintenance TOWN OF WATERFORD FY2024 BUDGET REQUEST Building Maintenance — Opening Statement With emphasis on public and employee safety, excellent customer service and efficiency, this Department provides maintenance, repairs, after-hour emergency support, building automation, utility management and custodial services to our buildings and structures allowing employees, residents and the general public access.to clean and safe public buildings. It assists Town Departments, managing their facility matters and assisting in capital budget development, all of which ensures that the facilities are available for their programs. BUDGET FUNCTION Building Maintenance is more than repair what doesn’t work. It is management of utilities, space utilization, renovations and replacements. It requires the understanding of how the mechanical components interaction with each other. The task is more than Building Maintenance, it is Facility Management. The goal of Facility Management is to provide a building that is inviting, providing a sense of welcome and arrival at the entrance. li must have a community orientation. Customers must feel comfortable using the services at the facility. The space also needs to be flexible so staff can focus on their current and future missions and not be concerned about the limitations of the bricks and mortar. The vision for this Department is to be proactive, not reactive. This will take several years due to the backlog of maintenance and repairs, lack of dedicated staff to the facilities effort and lack of historical data. ‘Components of.a well-managed facilities program encompasses: Preventative Maintenance Schedules Repair Protocols Space Needs Programming Energy Audits Facility Inspections Alarm Testing Inventory Control (Asset Tracking) Custodial Methods Life Safety Systems Security Systems ADA (Barrier Free Buildings) Environmental Permit Compliance Indoor Air Quality Building Code Compliance Capital Projects (New and Renovations) © @ @ 6© @ 8@ @ @ © « © ~« @ G&G BSB @ @ 8 TOWN OF WATERFORD es FY2024 BUDGET REQUEST . _ Building Maintenance _ The following facilities are assigned to this Department: Town Hail Library Public Safety Community Center Youth & Family Services Police Municipal Complex (including all buildings on the property) Jordan Park House Nevins Cottage Eugene O'Neill Theater (assistance as needed) Southwest & Cohanzie Schools (abandoned properties) ooo 0 000000 ie) The budget presented is primarily an operations (fixed costs) budget. The Department is obliged to pay utility bills (water, sewer, electricity, heating (oil and natural gas), comply with environmental permits, perform life safety inspections (sprinklers and fire alarms), manage intrusion alarms and contract for custodial services for approximately 250,000 square feet of municipal space. Funding for new construction, major replacements of equipment or renovations to the existing space are found in the Capital Improvement Program. The Department is unable to provide a 5 year look back for this budget. Facilities expenses may have been combined with other expenses in each department's budget requests in the past. Any attempt to separate out these costs would be labor intensive and questionable to its accuracy. We will build forward that data base ensuring proper accounting in each area. Staffing: Under the direction of the Public Works Director, a Facilities Maintenance Coordinator manages the Facilities. This is the only person assigned to this department. Facilities uses the time from the Public Works Office Coordinator for support staff. Facilities is responsible for the utilities (Water, sewer, heating oil, natural gas and electricity) consumed at the buildings listed previously as weil as the 5 Fire Stations. Electricity: The Finance Department has entered into a 5 year fixed price for the purchase of electricity. The rate is $.0919/kwh. This is for generation only. Transmission rate (Eversource) will be reviewed by PURA in early 2023. Facilities is responsible for 40 accounts to include those of the Fire Stations and Police radio sites (5). Water: We have 22 accounts that we manage. We have not budgeted any rate increases. | TOWN OF WATERFORD FY2024 BUDGET REQUEST Building Maintenance peor Sewer: We have 14 accounts that we manage. We have not budgeted rate increases. . Heating Oil/Natural Gas: Currently we have 10 buildings that receive heating oil. We have 5 iocations with Natural-Gas. Solid Waste/Recyclables: The Public Works Department provides the containers and collection services and disposal costs. These costs are included in the Public Works Budget. Service Contracts: This has been a major focus for the last fiscal year. Consolidation of these contracts allows us to ensure the preventative maintenance tasks are performed at all the facilities to ensure compliance, we monitor the performance of the vendor. Life Safety Inspections: For those buildings with sprinklers and/or fire alarms, quarterly inspections are required to keep the Town in compliance with the Fire Code. From these inspections, items are identified to be tested or components repaired. TOWN OF WATERFORD. | FY2024 BUDGET REQUEST Building Maintenance: TOWN OF WATERFORD © PERSONNEL WORKSHEET - 11 BUILDING MAINTENANCE 2623-2024 FISCAL YEAR LINE 51920 HOURS | HOURLY TOTAL PAYROLL WORKED) | RATE | SALARY | SALARY EMPLOYEE | TAXES DATE OF HIRE EMPLOYEE WEEK FY24 | 2022/2023 | 2023/2024 LONGEVITY FY24 SALARY (F.IC.A) 51140 - FACILITIES COORDINATOR MUNICIPAL 73,708.23 | 73,708.23 FACILITIES . 3/15/2021 _| MANAGER 40 | WA NIA 73,708.23 | _5,638.68 TOTALS 73,708.23 |__73,708.23 0.00 73,708.23 | 5,638.68 51810 - OVERTIME 0.00 0.00 0.00 0.00 0.00 51910 - FRINGEIF,LC.A. 75.06 0.00 TOTALS 73,708.23 | 73,708.23 0.00 73,783.23 | _5,638.68 | BUDGET mee Lass Tian os =e TOTAL ae WIE.LC.A 19,424 TOWN OF WATERFORD FRINGE BENEFITS WORKSHEET - 11 BUILDING MAINTENANCE. 2623-2024 FISCAL YEAR LINE LINE 51910 51920 HRA CLOTHING FUNDING TOTAL PAYROLL ALLOWANCE (NON- FRINGE TAXES POSITION (NON-TAXABLE) TAXABLE) BENEFITS | (F.IC.A) MUNICIPAL FACILITIES | $ MANAGER | 75.0000 9 75.00 0 | non-taxable fringe ; 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 TOTALS - FRINGE BENEFITS 75.00 0.00 | ***ADDED TO FICA ON PERSONNEL WORKSHEET TOWN OF WATERFORD FY2024 BUDGET REQUEST Building Maintenance mn, ‘ 5100 SERIES 10111-51140 — Municipal Facilities Manager $ 73,708 10111-51910 — Fringe Benefits $F 10111-51920 — FICA $ 5,639 Total $79,422 FY24 Request $79,422 9200 SERIES 10111-52040 — Service Contracts and Repairs The primary method to minimize repairs are annual service contracts. Contracts include services for HVAC maintenance, pest control, boiler and fire system inspections and generator maintenance. Custodial services provided to Town Hail, Public. Works/Utilities, Youth & Farnily Services, Community Center and the Public Safety Building are included in the Building Maintenance Budget. The Library and the Police Station have provided these services in ‘their budgets. The cost of custodial services is offset by a funding agreement between the Town and Board of Education. The funding for the custodial services at Town Hall, is by a transfer fram the BOE andis not included in the budget request. These funds are provided from the BOE in an annual transfer. FY2024 BUDGET Building Maintenance —_ The following are charges included in this line item: « Pest Control $ 410,000 e Maintenance/Repair $ 93,000 e Fire Extinguisher Inspections $ 4,000 e Fire Alarm Testing $ §,500 2 Sprinkler Maintenance $ 1,928 e Elevators (Library) $ 750 e Generator $ 4,000 e Custodial Services $ 130,392 Total §$ 243,570 FY24 Request $243,570 40111-52090 Heating Oil / Natural Gas This line item is for fuel to heat the town’s facilities. The fuel is either natural gas or heating oil. Facilities that currently use natural gas are the Municipal Complex, Town Hall and the Community Center Planned fer the future is to add gas to the Police Station and Public Safety. FY24 Request $130,000 10111-52100 Electricity The Town purchases electricity through the Connecticut Conference of Municipalities (CCM) Purchasing Program. This program is designed to assist Towns in selecting the best available rates and contract terms for purchasing electricity. The kilowatt hour rate includes the CCM program participation fee. Electricity charges also include a generation fee from Constellation. The proposed budget for electricity in FY24 is based on the average paid se far in F¥Y23 by this Department. FY24 Request $398,278 TOWN OF WATERFORD — FY2024 BUDGET REQUEST | Building Maintenance _ 10111-52110 Water Accounts are billed quarterly. FY24 Request $15,725 10111-52120 Sewer 50% of the.sewer user fee is based on water consumption and 50% is a fixed cost related to the Meter size. The requested amount is based on historic water consumption. FY24 Request $21,775 5300 SERIES 10111-53020 — Other Supplies Funds are used to pay for supplies related to building maintenance. These items include flags, batteries, first-aid kits for offices, keys, and custodial supplies. FY24 Request $6,000 5500 SERIES 10111-55030 — Building Improvements This line is used to pay for repairs to Town buildings for items that.are not covered in preventive maintenance contracts. These funds cover materials for work completed with BOE labor and both materials and work performed by outside contractors hired to complete specialty work. These projects are managed by Building Maintenance. - FY24 Request $5,000 Town Hall Community Center Public Safety - Police Department YSB. 200 Boston Post 15 Rope Ferry 24 Rope Ferry Road 204 Boston Post Road 41 Avery Lane Road Electricity S$ 55,752.16 S 42,555.87 29,593.40 58,088.53 S 15,259.97 Heat/Gas S 4,572.85 S$ 18,798.37 | $ 10,953.35 3,225.57 Sewer 5 1,644.90 $ 1,623.90 | S$ 1,566.50 $ 1,865.40 $ ‘946:29 Water $1,343.49 $ 2,145.93 | $ 1,341.02 $ 1,588.79 | S$ 238.16 Total $ 63,313.40 $ 65,124.07 | § 43,424,27 $ 64,768.29 s 16,444.42 Fire Services Municipal Complex (5 firehouses) Southwest School Library Misc, * 1000 Hartford Turnpike 51 Daniels Ave 49 Rope Ferry Road Electricity $ $1,159.75 $ 55,388.07 | $ 12,877.77 | $ 29,470.79 S 14,880.76 Heat/Gas Ss 31,840.86 | S 7,031.20 $ 1,036.27 Sewer s 4,330.15 Sy 4,313.05 956.60 | § 645.00 Water S 1,204.71 Ss. 3,556.93 195.52 | 862.05 S$ 277,54 Total $ 88,535.47 | $ 70,289.25 | $ 14,029.89 | $° 32,014.11 | $ 15,158.30 *Radio sites, Miner Lane property, locations within the center of town. TOWN OF WATERFORD PROPOSED REVENUE BY DEPARTMENT GENERAL FUND 2023-2024 FISCAL YEAR All revenues from each department must be listed in the following categories. Please add any revenue lines that are not listed below. DEPARTMENT: Building Maintenance 2020-2021 2021-2022 | 2022-2023 2023-2024 LINE ITEM ACTUAL ACTUAL YTD PROPOSED |VARIANCE Waterford Board of Education 71,671 63,937 67,795 73,218 5,A23 Shared Use of Town Hall 0 0 0 0 0 TOTALS 71,671 63,937 67,795 73,218 5,423 Building Maintenance —__ Opening Statement With emphasis on public and employee safety, excellent customer service and efficiency, this Department provides maintenance, repairs, after-hour emergency support, building automation, utility management and custodial services to our buildings and structures allowing employees, residents and the general public access to clean and safe public buildings. It assists Town Departments, managing their facility matters and assisting in capital budget development, all of which ensures that the facilities are available for their programs. BUDGET FUNCTION Building Maintenance is more than repair what doesn’t work. It is management of utilities, space utilization, renovations and replacements. It requires the understanding of how the mechanical components interaction with each other. The task is more than Building Maintenance, it is Facility Management. The goal of Facility Management is to provide a building that is inviting, providing a sense of welcome and arrival at the entrance. It must have a community orientation. Customers must feel comfortable using the services at the facility. The space also needs to be flexible so staff can focus on their current and future missions and not be concerned about the limitations of the. bricks and mortar. The vision for this Department is to be proactive, not reactive. This will take several years due to the backlog of maintenance and repairs, lack of dedicated staff to the facilities effort and lack of historical data. Components of a well-managed facilities program encompasses: e Preventative Maintenance Schedules e Repair Protocols e Space Needs Programming e Energy Audits e Facility Inspections e Alarm Testing e Inventory Control (Asset Tracking) e Custodial Methods e Life Safety Systems e Security Systems e ADA (Barrier Free Buildings) e Environmental Permit Compliance e Indoor Air Quality e Building Code Compliance e Capital Projects (New and Renovations) FY2024 BUDGET REQUEST Building Maintenance _ The following facilities are assigned to this Department: Town Hail Library Public Safety Community Center Youth & Family Services Police Municipal Complex (including all buildings on the property) Jordan Park House Nevins Cottage Eugene O’Neill Theater (assistance as needed) o Southwest & Cohanzie Schools (abandoned properties) o0O000 0000 0 The budget presented is primarily an operations (fixed costs) budget. The Department is obliged to pay utility bills (water, sewer, electricity, heating (oil and natural gas), comply with environmental permits, perform life safety inspections (sprinklers and fire alarms), manage intrusion alarms and contract for custodial services for approximately 250,000 square feet of municipal space. Funding for new construction, major replacements of equipment or renovations to the existing space are found in the Capital Improvement Program. The Department is unable to provide a 5 year look back for this budget. Facilities expenses may have been combined with other expenses in each department's budget requests in the past. Any attempt to separate out these costs would be labor intensive and questionable to its accuracy. We will build forward that data base ensuring proper accounting in each area. Staffing: Under the direction of the Public Works Director, a Facilities Maintenance Coordinator manages the Facilities. This is the only person assigned to this department. Facilities uses the time from the Public Works Office Coordinator for support staff. Facilities is responsible for.the utilities (Water, sewer, heating oil, natural gas and electricity) consumed at the buildings listed previously as well as the 5 Fire Stations. Electricity: The Finance Department has entered into a 5 year fixed price for the purchase of electricity. The rate is $.0919/kwh. This is for generation only. Transmission rate (Eversource) will be reviewed by PURA in early 2023. Facilities is responsible for 40 accounts to include those of the Fire Stations and Police radio sites (5). Water: We have 22 accounts that we manage. ‘We have not budgeted any rate increases. | TOWN OF WATERFORD — -FY2024 BU DG ET REQUEST Building Maintenance _ Sewer: We have 14 accounts that we manage. We have not budgeted rate increases. Heating Oil/Natural.Gas: Currently we have 10. buildings that receive heating oil. We have 5 locations with Natural Gas. Solid Waste/Recyclables: The Public Works Department provides the containers and collection services and disposal costs. These costs are included in the Public Works Budget. Service Contracts: This has been a major focus for the last fiscal year. Consolidation of these contracts allows us to ensure the preventative maintenance tasks are performed at all the facilities to ensure compliance, we monitor the performance of the vendor. . Life Safety Inspections: For those buildings with sprinklers and/or fire alarms, quarterly inspections are required to keep the Town in compliance with the Fire Code. From these inspections, items are identified to be tested or components repaired. TOWNOF WATERFORD _ FY2024 BUDGET REQUEST Building Maintenance oe ae Try oe - & TOWN OF WATERFORD PERSONNEL WORKSHEET - 11 BUILDING MAINTENANCE 2023-2024 FISCAL YEAR LINE 51920 HOURS | HOURLY TOTAL. | PAYROLL WORKED/ | RATE SALARY | SALARY EMPLOYEE | TAXES DATE OF HIRE EMPLOYEE WEEK FY24 2022/2023 | 2023/2024 LONGEVITY FY24 SALARY (F.IC.A) 51140 - FACILITIES COORDINATOR MUNICIPAL 73,708.23 | 73,708.23 FACILITIES 3/15/2021 | MANAGER 40 | N/A NIA 73,708.23 5,638.68 TOTALS 73,708.23 | 73,708.23 0.00 73,708.23 5,638.68 51810 - OVERTIME 0.00 0.00 0.00 0.00 0.00 51910 - FRINGEIF.I.C.A. 75.00 0.00 TOTALS 73,708.23 | 73,708.23 0.00 73,783.23 5,638.68 BUDGET TOTAL. oe WIF.ILC.A 79,421.91 ° _ f \ TOWN OF WATERFORD FRINGE BENEFITS WORKSHEET - 11 BUILDING MAINTENANCE 2023-2024 FISCAL YEAR LINE LINE 51910 51920 HRA CLOTHING FUNDING TOTAL PAYROLL ALLOWANCE (NON- FRINGE TAXES POSITION (NON-TAXABLE) TAXABLE) BENEFITS | (F.IC.A) MUNICIPAL FACILITIES | S MANAGER | 75.0000 0 75.00 0 | non-taxable fringe 0.00 0 0.00 0 0.00 0 0.00 0 0.00 0 | TOTALS - FRINGE BENEFITS 75.00 0.00 | ***ADDED TO FICA ON PERSONNEL L f WORKSHEET -FY2024BUDGET REQUEST = }- Building Maintenance 5100 SERIES 10111-51140 — Municipal Facilities Manager $ 73,708 10111-51910 — Fringe Benefits $ 75 10111-51920 — FICA $ 5,639 Total $79,422 FY24 Request $79,422 5200 SERIES C 10111-52040 — Service Contracts and Repairs The primary method to minimize repairs are annual service contracts. Contracts include services for HVAC maintenance, pest control, boiler and fire system inspections and generator maintenance. Custodial services provided to Town Hall, Public Works/Utilities, Youth & Family Services, Community Center and the Public Safety Building are included in the Building Maintenance Budget. The Library and the Police Station have provided these services in their budgets. The cost of custodial services is offset by a funding agreement between the Town and Board of Education. The funding for the custodial services at Town Hall, is by a transfer from the BOE and is not included in the budget request. These funds are provided from the BOE in an annual transfer. co TOWN OF WATERFORD —FY2024 BUDGET REQUEST — Building. Maintenance The following are charges included in this line item: e Pest Control $ 10,000 e Maintenance/Repair $ 93,000 e Fire Extinguisher Inspections $ 1,000 e Fire Alarm Testing $ 5,500 e Sprinkler Maintenance $ 1,928 e Elevators (Library) $ 750 e Generator $ 1,000 e Custodial Services $ 130,392 Total $ 243,570 FY24 Request $243,570 10111-52090 Heating Oil / Natural Gas This line itern is for fuel to heat the town’s facilities. The fuel is either natural gas or heating oil. Facilities that currently use natural gas are the Municipal Complex, Town Hall and the Community Center. Planned for the future is to add gas to the Police Station and Public Safety. FY24 Request $130,000 10111-52100 Electricity The Town purchases electricity through the Connecticut Conference of Municipalities (CCM) Purchasing Program. This program is designed to assist Towns in selecting the best available rates and contract terms for purchasing electricity. The kilowatt hour rate includes the CCM program participation fee. Electricity charges also include a generation fee from Constellation. The proposed budget for electricity in FY24 is based on the average paid so far in FY23 by this Department. FY24 Request $398,278 ooo _ Building Maintenance —_ 10111-52110 Water Accounts are billed quarterly. | FY24 Request $15,725 10111-52120 Sewer 50% of the sewer user fee is based on water consumption and 50% is a fixed cost related to the Meter size. The requested amount is based on historic water consumption. FY24 Request $21,775 5300 SERIES | 10111-53020 — Other Supplies Funds are used to pay for supplies related to building maintenance. These items include flags, batteries, first-aid kits for offices, keys, and custodial supplies. FY24 Request $6,000 5500 SERIES 10111-55030 — Building Improvements This line is used to pay for repairs to Town buildings for items that are not covered in preventive maintenance contracts. These funds cover materials for work completed with BOE labor and both materials and work performed by outside contractors hired to complete specialty work. These projects are managed by Building Maintenance. FY24 Request $5,000 : i TOWN OF WATERFORD _FY2024 BUDGET REQUEST Building Maintenance i Town Hall Community Center Public Safety Police Department YSB 200 Boston Post 15 Rope Ferry 24 Rope Ferry Road 204 Boston Post Road 41 Avery Lane Road Electricity S 55,752.16 42,555.87 S 29,593.40 58,088.53 15,259.97 Heat/Gas S 4,572.85 18,798.37 | $ 10,953.35 3,225.57 Sewer S 1,644.90 Ss 1,623.90 | S$ 1,566.50 S 1,865.40 946.29 Water S 1,343.49 S 2,145.93 | S$ 1,311.02 S 1,588.79 238.16 Total S 63,313.40 S 65,124.07 | $ 43,424.27 S 64,768.29 16,444.42 Fire Services Municipal Complex (5 firehouses) Southwest School Library Misc. * 1000 Hartford Turnpike 51 Daniels Ave 49 Rope Ferry Road Electricity S $1,159.75 S 55,388.07 | S 12,877.77 | $ 29,470.79 S 14,880.76 Heat/Gas Ss 31,840.86 S 7,031.20 S 1,036.27 Sewer S 4,330.15 S 4,313.05 956.60 | $ 645.00 Water S 1,204.71 S 3,556.93 195.52 | $ 862.05 S 277.54 Total S 88,535.47 S 70,289.25 | 5 14,029.89 | $ 32,014.11 S 15,158.30 *Radio sites, Miner Lane property, locations within the center of town. 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