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Home My WebLink About2018-0220 February 20, 2018 Regular Meeting MinutesTrophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes REGULAR MEETING MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS February 20, 2018 at 6:30 P.M. 100 Municipal Drive, Trophy Club, Texas 76262 Trophy Club Municipal Utility District No. 1 Board of Directors, of Denton and Tarrant Counties, met in a Regular Session on Tuesday, February 20, 2018 at 6:30 P.M., in the Boardroom of the Administration Building, 100 Municipal Drive, Trophy Club, Texas 76262. The meeting was held within the boundaries of the District, and was open to the public. STATE OF TEXAS § COUNTIES OF DENTON AND TARRANT § BOARD MEMBERS PRESENT: Kevin R. Carr Gregory Wilson William C. Rose Jim Thomas Jim Hase STAFF PRESENT: John Carman Laurie Slaght Mike McMahon Karl Schlielig Steven Krolczyk Tony Corbett President Vice President Secretary/Treasurer Director Director General Manager District Secretary Water Superintendent Wastewater Superintendent Finance Manager Legal Counsel GUESTS PRESENT: Tom Rutledge Teague Nall & Perkins CALL TO ORDER AND ANNOUNCE A QUORUM Director Carr announced the date of February 20, 2018, called the meeting to order and announced a quorum present at 6:30 p.m. CITIZEN COMMENTS: Kellie & Roel Garza Brittany Barefoot -McGinnis 556 Indian Creek Drive 219 Phoenix Drive CONSENT AGENDA 1. Consider and take appropriate action to approve the Consent Agenda. a. January 2018 Check Register b. January 16, 2018 Regular Meeting Minutes c. January 24, 2018 Special Meeting Minutes Director Carr requested that the January 16, 2018 Regular meeting minutes and January 24, 2018 Special Meeting minutes be pulled from the Consent agenda for further consideration by the Board. Motion made by Director Carr and seconded by Director Rose to approve the January 16, 2018 Regular 1 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Meeting Minutes as Amended at the dais. Motion carried unanimously Motion made by Director Thomas and seconded by Director Rose to approve the January 24, 2018 Special Meeting Minutes as Amended at the dais. For: Carr, Hase, Rose, Thomas Abstain: Wilson Motion passed 4-1 Motion made by Director Rose and seconded by Director Thomas to approve Consent Agenda item a. January 2018 Check Register. Motion carried unanimously REGULAR SESSION 2. Consider and take appropriate action regarding water system capital improvement projects: a. Consider and take appropriate action regarding approval of bid for construction of Water Improvements for Indian Creek Drive (Fair Green Drive to Meadowbrook Lane) and for Phoenix Drive (Pebble Beach Drive to. Shields Drive) and award of Contract No. 2018012401 as part of the Fiscal Year 2018 Capital Improvement Projects; and b. Consider and take appropriate action regarding approval of bid and award of Contract No. 2018022001 for valve replacements as part of the FY2018 capital improvement projects. Tom Rutledge with Teague Nall and Perkins presented an overview of the project and answered questions related thereto. Residents Kellie and Roel Garza and Brittany Barefoot -McGinnis spoke regarding trees located on their property that will be impacted by this project. Attorney Corbett reviewed options for the Board to consider if they would like to replace the homeowner's trees and clarified that the District cannot write a check to the homeowners for replacement of the trees as it would be an unconstitutional donation. The District can enter into an agreement that has a public purpose with a homeowner but there must be contract that specifically states the public purpose of the tree replacement so it very clear it is not a gratuitous donation of public monies. Corbett stated if the Board desires to move forward with a type of payment, he will structure an agreement that considers the planting, maintenance and public purpose or the Board could choose not to do anything as the trees are all within the easements. The District could also install a tree within the easement or right of way however the District does not have the authority to install a tree on private property without an easement. Regarding 2 a. Motion made by Director Thomas and seconded by Director Rose to award the bid to Quality Excavation, Ltd., for an amount not to exceed $426,022.50 and approve the Contract No. 2018012401 for water improvements as part of the FY2018 capital improvement projects. Motion carried unanimously 2 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Motion made by Director Rose and seconded by Director Carr to allow the General Manager to approve and execute the necessary documentation for Contract No. 2018012401. Motion carried unanimously Regarding 2b. Motion made by Director Rose and seconded by Director Thomas to approve of bid of Reymar Construction Co. for an amount not to exceed $49,997.62 and award of Contract No. 2018022001 for valve replacements and authorize the General Manager to execute the contract and necessary documents. Motion carried unanimously 3. Consider and take appropriate action to authorize staff to obtain bids for construction of the 16" water transmission line improvements from the Water Treatment Plant to Town Center. Motion made by Director Rose and seconded by Director Carr to direct staff to obtain bids for construction of the 16" water transmission line improvements from the Water Treatment Plant to Town Center and to bring those bids back to the Board for selection of a contractor. Motion carried unanimously 4. Consider and take appropriate action regarding water system improvement projects: a. Consider and take appropriate action regarding future needs for additional ground water storage tank and waterline to support it; and (Thomas/Hase) b. Consider and take appropriate action regarding proposed construction of transmission line improvements from the water plant to the elevated tank located on TW King Rd., including possible alternatives thereto (Wilson/Rose) General Manager John Carman was directed to provide his opinion regarding the water system improvement projects that were recommended in the February 2016 Technical Memorandum Hydraulic Model and Distribution System Capacity Study completed by CP&Y. Carman gave the Board a presentation with his opinion regarding the need for an additional ground storage tank as well as transmission line improvements from the water plant to the elevated tank on TW King Rd and answered questions related thereto. The General Manager's Presentation is attached. Discussion only, no action taken. 5. Consider and take appropriate action regarding Wastewater Treatment Plant Improvement Project: a. Consider and take appropriate action regarding approval of Change Order No. 10R from Webber- Cadagua Partners in an amount of $266.44 for the Wastewater Treatment Plant Improvement Project; and b. Consider and take appropriate action regarding approval of Change Order No. 11R from Webber- Cadagua Partners in an amount of $64,741 for the Wastewater Treatment Plant Improvement Project. 3 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Motion made by Director Rose and seconded by Director Wilson to approve Change Order No. 10R from Webber-Cadagua Partners in the amount of $266.44 and approve Change Order No. 11R from Webber- Cadagua Partners in the amount of $64,741 for the Wastewater Treatment Plant Improvement Project. For: Hase, Rose, Thomas, Wilson Against: Carr Motion passed 4-1 The Board Recessed from 8:48 p.m. and reconvened into Regular Session at 9:03 p.m. 6. Consider and take appropriate action regarding adoption of Resolution No. 2018-0220A authorizing the General Manager to Approve Construction Contract Change Orders. Motion made by Director Hase and seconded by Director Roseto allow the General Manager to Approve Construction Contract Change Orders up to his $50,000 limit adopting Resolution No. 2018-0220A. For: Hase, Thomas Against: Carr, Rose, Wilson Motion Failed 2-3 Motion made by Director Wilson seconded by Director Hase to modify the proposed resolution to allow the General Manager to approve an aggregate amount of 25% of the contract up to $50,000 (whichever is less.) Motion is withdrawn by the first and second Motion made by Director Rose and seconded by Director Carr to Table this item and have it brought back to the next meeting. Motion to table is unanimous 7. Consider and take appropriate action regarding Resolution No. 2018-0220B approving the submittal of Water Smart application for inclusion in the Association of Water Board Directors Water Smart Partners Program. Motion made by Director Rose and seconded by Director Thomas to approve Resolution No. 2018-0220B approving the submittal of Water Smart application for inclusion in the Association of Water Board Directors Water Smart Partners Program. Motion carried unanimously 8. Consider and take appropriate action regarding approval of the Fourth Amendment to the Water Tower/Ground Lease Agreement with New Cingular Wireless PCS, LLC for property located at Hwy 114 4 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes & TW King Road, Trophy Club, Texas 76262 and authorize the General Manager to execute amendment and all related documents. Motion made by Director Rose and seconded by Director Carr to approve the Fourth Amendment to the Water Tower/Ground Lease Agreement with New Cingular Wireless PCS, LLC for property located at Hwy 114 & TW King Road, known as the east tank and authorize the General Manager to execute the amendment and all related documents. Motion carried unanimously 9. Consider and take appropriate action regarding the January 2018 Combined Financials and Variance Report. a. Combined Financials b. Combined Variance Motion made by Director Rose and seconded by Director Wilson to approve the January 2018 Combined Financials and Variance Report. Motion carried unanimously REPORTS & UPDATES 10. General Manager Monthly Reports and Update: a. Regulatory Update b. General Manager Expenditure, Disbursement and Contract Policy c. May 5, 2018 Election Update d. Capital Improvement Projects • Wastewater Treatment Plant Upgrade Project • High Service Pump • Joint Projects with Town e. Water System Operation f. Wastewater System Operation g. Website Analytics h. Finance Update • Utility Billing Report • Permits Collected • Cash Report General Manager John Carman presented the monthly reports and answered questions related thereto. The Board of Directors did not convene into Executive Session. EXECUTIVE SESSION 11. Pursuant to Section 551.071 of the Texas Open Meetings Act, the Board may consult with its attorney in Executive Session on a matter in which the duty of the attorney to the Governmental Body under the Disciplinary Rules of Professional Conduct of the State Bar of Texas clearly conflicts with the Open Meetings Act or to seek advice of counsel on legal matters involving pending or contemplated litigation or settlement offers: 5of16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes a. Contractor breach, performance and payment issues related to District's contract with Webber- Cadagua Partners for construction of the Wastewater Treatment Plant Improvements REGULAR SESSION 12. Consider and take appropriate action on matters deliberated in Executive Session: 13. Items for future agendas: AWBD update General Manager Purchasing Resolution Tree agreements for consideration 14. Set future Meeting dates - Regular Board Meeting on March 20, 2018 at 6:30 p.m. ADJOURN Motion made by Director Rose and seconded by Director Carr to adjourn the meeting. Motion carried unanimously Director Carr called the meeting adjourned at 9:39p.m. Kevin R. Carr, President Willim R. Ros! P"cretary/Treasurer Lau ie Slaght, District Secret 6 of 16 9 i9 ryryjr ijiti, '- a c) �� . 1 Q ° C i 1 -.1 q BO `✓ ithpo ".N ' .? a j;• IAC _ oe ^ :` Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Planned Water Infrastructure Improvements Carman Trophy Club Municipal Utility District No. 1 7 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Agenda • Review of Fluid Mechanic Principles • Question Posed: Are the three highest price tag elements of the proposed infrastructure improvements identified in the CP&Y February 2016 report still necessary?: • Interconnecting Pipeline to Eastern Tank (-2.4 M$); • Additional pipeline capacity to Fort Worth (-$16 M$); and • Additional Ground Storage Tank (-3M$) • Inherent Assumptions • Water/Wastewater Planning — Principles and Practices • Recommendations 8 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Axioms of Water System Design • Water flows downhill, and uphill to money; • Pipe ID (inner diameter) must be smaller than OD (outside diameter); and • Second Law of Thermodynamics 9of16 Trophy Club Municipal Utility District No. 1 Hydraulic Grade Line Concepts February 20, 2018 Regular Meeting Minutes horizontal valve cased. zero flow, hyrlendlic oiodient zero • extra loss al V11.VC valve open, flow 0. hydraulic gradient corrospon(1inf1 to Toss of head a cross pope pipe hie ion head suc ion head 10 of 16 total head Ci. V pump Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes • '<Tr- • - , • --r.' :;-- -- =--"';-- ' -t ; _ i \i'--...., -.• . • - iA.1-71, 111-71:4:-1,-,3 ,,,,,''' 4.-44:...,, 7..7....N.-..0.-- ,_,_ _ •-,.,..;" .. ' ' . ' *. ' ' .,...`-.: ,,..,-• • . 1 _ ViZ;21:44...-- r' .! • • / ' •- • „ '1‘ • -7,40- 4%. 411 , 114 74 • • • i!..••••••mr. r J. D ''ir-t- . r •. A -K• tn ttih 1../ et • • • , . • C, ; 11 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Inherent Assumptions • Limited room for growth within the service area • Build -out population —14,000 • Per capita water use will remain the same in the future as it is now • Groundwater, now around 10% of supply, will go away in the future • Number of folks per connection will go up 12 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Recommendations • Is the Interconnecting Pipeline to Eastern Tank (-2.4 M$) needed? Unequivocally Yes. We are already contractually obligated to build part of this pipeline capacity. (see hand outs) • Is the additional pipeline capacity to Fort Worth (-$16 M$) needed? Yes, based on the assumptions listed. We are already contractually obligated to build part of this pipeline capacity. When rel !gains an important question. • Is the Additional Ground Storage Tank (N3M$) needed? Yes, based on the assumptions listed. We are already contracted to build part of this pipeline capacity. When remains an important question. • Every 5 years we should update planning studies for water and wastewater • Every Year we should update condition assessments for all TCMUD infrastructure and update our five year CIP masterplan accordingly 13 of 16 Trophy Club Municipal Utility District No. 1 MGD (Million gallons per day) 400 350 300 250 200 150 100 50 February 20, 2018 Regular Meeting Minutes 1,600 1,400 1,200 1,000 800 600 400 200 0 0 1970 1975 1980 1985 1990 1995 2000 2005 2010 Year Figure 1 – Past Water Demands, Actual Water Demands and Population Served. 14 of 16 Population Served, in 1000's 11V - .--Al -41" esu )dpi -1E1 Water Plan Water Plan Water Plan Water Demand 1960 —6-1980 1990 —Actual —a—Population 1,600 1,400 1,200 1,000 800 600 400 200 0 0 1970 1975 1980 1985 1990 1995 2000 2005 2010 Year Figure 1 – Past Water Demands, Actual Water Demands and Population Served. 14 of 16 Population Served, in 1000's Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes Lost in Space - Oasis 15 of 16 Trophy Club Municipal Utility District No. 1 February 20, 2018 Regular Meeting Minutes 16 of 16