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Board reviews midyear finances, meter-contract costs and RFQ timeline for meter and RO-plant projects
Summary
Finance manager Theresa told the board the utility expects about $27.8 million in revenue for the year and that $1.4 million in encumbrances are recorded; Utilities Director Tom Spencer said the current meter-reading contract costs roughly $30,000 per month plus about $3,000 for maintenance and that the RFQ/RFP for new meters and an RO plant owner-advisor are imminent.
Theresa, finance manager for the City of Punta Gorda, presented the utility’s financial position through June 30, 2026, saying the utility is about three-quarters of the way through its fiscal year and that anticipated revenue for the year is $27,785,235.
Theresa said year-to-date expenditures (without encumbrances) were approximately 59.3% of the budget and projected end-of-year expenditures with encumbrances at about 63.4%. She told the board that current encumbrances include roughly $1,400,000 while procurement works through pending items.
A board member asked for details about the contracted meter-reading service and current monthly costs, noting the city is moving toward automated meter reading. Tom Spencer said he would provide a breakdown of staff, labor and contractor pricing, but gave an approximate figure for the existing contract: "it's approximately ... $30,000 each month, and then an additional 3,000 for any maintenance that they're performing for us." He explained that the current contract is strictly for reading and maintenance; the upcoming RFP is intended to cover both purchase and installation of new meters, and the contract will remain in place until roughly 50%–75% of new meters are installed.
Spencer also reported the RFQ for the RO-plant design-criteria package and owner-adviser is out and near closure; after responses are reviewed by procurement, selection and evaluation committee processes typically take a few weeks and a month or so may pass between RFQ/RFP close and contractor selection. Spencer described the typical selection committee as including himself, a project manager and possibly the water-treatment-plant supervisor.
A board member said outside contractors have again reached out to board members directly; board members and staff emphasized that such inquiries should be referred to purchasing rather than entertained by individual board members, and Spencer urged members to do so.
Why it matters: the finance briefing shows revenue and expense trends that inform rate and budget discussions, and the meter and RO-plant procurements will shape capital spending and long-term operations. The board requested more granular cost information for the meter-reading contract to understand transition savings once automated meters are installed.
At the meeting the board approved the May 19, 2026 minutes by voice vote. No other formal procurement approvals were completed at this session; staff said procurement steps are ongoing and timelines will be shared as RFQ/RFP processes progress.
