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Home My WebLink About2018-0709 July 9, 2018Special Meeting MinutesJuly 9, 2018 Special Meeting Minutes SPECIAL WORKSHOP MEETING MINUTES TROPHY CLUB MUNICIPAL UTILITY DISTRICT NO. 1 BOARD OF DIRECTORS July 9, 2018 at 6:00 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 Special Workshop Session on July 9, 2018 at 6:00 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: Gregory Wilson President William C. Rose Vice President Steve Flynn Secretary/Treasurer Kelly Castonguay Director Mark Chapman Director STAFF PRESENT: John Carman Laurie Slaght Mike McMahon Steven Krolczyk General Manager District Secretary Water Superintendent Finance Manager CALL TO ORDER AND ANNOUNCE A QUORUM President Wilson announced the date of July 9, 2018, called the meeting to order and announced a quorum present at 6:02 p.m. CITIZEN COMMENTS Joyce Baker 1801 Seville Cove, Westlake WORKSHOP DELIBERATIONS: General Manager John Carman made a presentation to the Board of Directors providing to an overview of the structure, operations and outlook for the District. Carman's presentation addressed the following topics: 1. Overview of District Facilities, Services and Operations 2. Overview of District Organization and Personnel Matters 3. Overview of District Finances: a) Water and Sewer Rate Revenues; b) Tax Revenues; 1 of 32 July 9, 2018 Special Meeting Minutes c) Revenue and Expenditure Budgets; and d) Debt Structure and Debt Service. 4. Preliminary Fiscal Year 2019 Budget Deliberations a) Overview of Budget b) Budget Assumptions 5. Wastewater Treatment Plant Improvement Project: a) Description of Project b) Status of Completion c) Status of Project Costs 6. Discussions relating to District Goals, Priorities and Strategic Planning: a) Potential District capital improvement projects b) District priorities c) Strategic goals 7. Discussions relating to potential "Town Hall" Meeting with District Residents. The Board took no action and conducted no votes during the workshop session. The presentation provided during the Special Meeting is attached hereto. The Board convened into Executive Session at 7:48 p.m. via conference call with Special Counsel Matthew Sullivan EXECUTIVE SESSION 8. 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: a. Contractor breach, performance and payment issues related to District's contract with Webber- Cadagua Partners for construction of the Wastewater Treatment Plant Improvements; and The Board reconvened into Regular Session at 8:33 p.m. REGULAR SESSION Director Wilson stated that no decisions and no actions were made regarding the Executive Session Deliberations. ADJOURN 2 of 32 Director Wilson adjourned the meeting at 9:18 p.m. Gregdr Wilson, President July 9, 2018 Special Meeting Minutes ,kcALllutIBIllmilliw • €t �Q• .sp,RRAN;•5 1, 7 . Z-- I- c . Steven J. Flynn, S.crary/Tr asurer = z z. • u1 —I• • . ij •..TEXAS. • �p 0\ 1 �l /JD �/ r' ��/ rOISTR\G_...t)' \\\� Laurie Slaght, District Secrear /�,�//1111111\�� 3 of 32 July 9, 2018 Special Meeting Minutes July 9, 2018 Svore Board Room DIRECTORS WORK SESSION 4 of 32 July 9, 2018 Special Meeting Minutes Work Session Agenda ® Overview of Facilities, Services and Operations ® Overview of District Organization and Personnel Matters ® Overview of District Finances ® Preliminary Fiscal Year 2019 Budget Deliberations ® Wastewater Treatment Plant Project ® District Goals and Priorities ® Possible Town Hall Meeting ® Parting Thoughts 5 of 32 July 9, 2018 Special Meeting Minutes System Overview ® Water Sources ® Water Transmission Assets ® Elevated Water Storage ® Water Distribution Assets ® Metering ® Sewer Collection Assets o Sewer Lift Stations ® Sewer Treatment 6 of 32 July 9, 2018 Special Meeting Minutes AS ISE DEN TON Tarrant Regional Water District Water Supply System c ut.1.1'. • - location of primary — customer drinking water treatment plonts Eagle Mountain Lake PARKER ot I % I I. EAGLE ROA IA.N 1 WOKE DON 11001) FORT WORTH SAXE SEABROOK PUMP STATION 111H1) MAR CREEK PINI STATION 1011 Nsil �11iII I \ 11 I NORTH �-"1♦ I MILES 0 10 20 30 t40 Richland- Chambers 1 Reservoir Figure 1.2 - TRW!) System Map 7 of 32 July 9, 2018 Special Meeting Minutes Fort Worth Delivery 8 of 32 Groundwater ® TCMUD has 4 operating wells ® Three of these wells are in the Paluxy Aquifer ® One well is in the Trinity Aquifer ® Water in these aquifers is managed by North Texas Groundwater Conservation District July 9, 2018 Special Meeting Minutes 9 of 32 July 9, 2018 Special Meeting Minutes The Water Plant 10 of 32 Elevated Storage July 9, 2018 Special Meeting Minutes 11 of 32 Metering and Billing ® On two consecutive days near the end of every month, the meters in the system are read. ® Meter data is collected through a lap top wireless collector as the truck drives by. ® Data is then uploaded into our system for bill preparation ® All meters are read every month — no estimates. 12 of 32 July 9, 2018 Special Meeting Minutes Sewer Systems Roof Drain Connection A Uncapped Clennout Storm Cross- Connoctlon t Faulty Manhole Cover. orFrame._--, SANITARY SEWER MAIN 13 of 32 Creaked or Broken Pipe Deteriorated Manhole TOR SEWER July 9, 2018 Special Meeting Minutes July 9, 2018 Special Meeting Minutes Sanitary Sewer Overflows 14 of 32 July 9, 2018 Special Meeting Minutes 15 of 32 The "Manhole" STANDARD PRECAST MANHOLE SECTION A -A FINISHED GRADE UNLESS OTHERWISE STATED CN PLANS PRECAST ODNCRETE RINGS PAVEMENT GI. FRAME AND COVER ij /V " PLASTIC EmTYt SEAL HT, TTP. MPhIHOLE STEPS AT 14' TO 16' /INVERT TO EC PUJREO IN A 1d*NCU1Hlc PCUR USING CLASS 'A' CUICSETE TUB BOTTOM MANHOLE CRUSHED STONE (A PRECAST BASE SHALL 2E AS ll C -47S UNDISTURBED EARTH SECTION A -A RI 16 of 32 July 9, 2018 Special Meeting Minutes tiviI8E Engineers:�K Scale 10mm = 1 mm 1.652m M8 tE ME MN IMI 7i 1111En IMI 11111 Inn UM MI ■l■ I•L ■■ AIN 1,. 1■r lr /■ 1 lir a■ 1■r ■. INIIMEMINEIMINMEIMONIIIMMOMMENI EENEMMMENNENNEENNENIENININE • y• ? . 4 t' •^S•', •• 4 • S 44 O •- •4.d4 > p : D. ..�• . V .• . ..1 • 44 i!.4'x•.1 �' p1' p •4.0 C.•44 4••nA•Vd'.T. d.V•pP'4 n.4 6.47,4..' C 100.8 Ns ■■ NE 1mi Ns Lift Stations 17 of 32 July 9, 2018 Special Meeting Minutes How a Lift Station Works L 7 Sewage is pumped out of the chamber at a higher elevation Wet well chamber ,VUI 10 SC AI f, for lllostronon only 41 A manhole provides access for maintenance Sewage flows by gravity into the chamber \.// A submersible pump comes on when sewage reaches a 1 prescribed depth July 9, 2018 Special Meeting Minutes The Wastewater Plant 18 of 32 July 9, 2018 Special Meeting Minutes Services ® Services offered by the TCMUD include: • Potable Water Service • Wastewater Collection and Treatment • Beneficial Reuse Water To Golf Course • Fire Service • Customer Care and Utility Billing ® Water, Wastewater and Beneficial Reuse are all regulated by the EPA through TCEQ ® Fire Service is governed by agreement with Town of Trophy Club 19 of 32 July 9, 2018 Special Meeting Minutes Operations ® The District operates essentially on an 8 AM to 5 PM basis ® A water operator and a wastewater operator are always on call to respond to alarm conditions, main breaks or sanitary sewer overflows. ® Operators of water or wastewater operations must be certified by TCEQ at the appropriate level ® The District has a long history of cross -training and cross certification which is crucial during significant events 20 of 32 July 9, 2018 Special Meeting Minutes District Organization and Personnel General Manager Acting Operations Manager District Secretary Wastewater Plant Superintendent (Vacant) Wastewater Shift Supervisor Utility Field Worker (3) Water Crew Leader Th Utility Field Worker (4) Communications Specialist (Vacant) Collections Crew Leader 1/4 21 of 32 Finance Manager Staff Accountant Customer Care Supervisor Customer Care Specialists (2) July 9, 2018 Special Meeting Minutes Classification and Compensation ® Staff utilized the discretionary budget to fund a Classification and Compensation Study, conducted by Segal Waters ® General Manager and Finance Manager were involved from the District. ® With thoughts of changing the structure, we had them price some job descriptions which did not exist at the time: Assistant Superintendent, Human Resource Generalist, and Operations Manager 22 of 32 July 9, 2018 Special Meeting Minutes Overview of District Finances Revenue Sources 0 Water 0 Sewer 0 O&M Tax Collections 0 PID Surcharges 0 Reserve Funds 0 Misc 23 of 32 July 9, 2018 Special Meeting Minutes Expenses Administration IA) 12% Board of Directors 0% Waste Water 30% Ex.enses Non -Departmental 2% Water 56% 0 Water 0 Waste Water 0 Board of Directors 0 Administration 0Non-Departmental 24 of 32 July 9, 2018 Special Meeting Minutes Debt Service and Reserves ® Debt Service for the District shows up on the front page of this years budget, and on pages GF - B1 and GF - B2 showing tax income and revenue debt service ® Reserves and reserve policy are an area of interest to the Board. Reserves are best tracked monthly on the cash report. ® For reserve policy, I have collected a folder of others policies and tend to be interested in simplicity. Fort Worth, for example, has a target for days cash on hand and net position, which can only be calculated at audit time. 25 of 32 July 9, 2018 Special Meeting Minutes Consider Two Trophy Club Families ® The Harkonnen Family • 1 inch meter • January Water Use 12,000 gal/month, consistent from December through February • August Water Use 37,000 gal/month 26 of 32 ® The Fremen Family • 3/4 inch meter • January Water Use 5,000 gal/month, consistent from December through February • August Water Use 12,000 gal/month July 9, 2018 Special Meeting Minutes ...Now Consider their Bill History The Harkonnens 13-14 14-15 15-16 16-17 17-18 January Water 12000 $ 46.01 $ 51.75 $ 59.75 $ 83.65 $ 83.65 January Sewer 12000 $ 42.71 $ 44.85 $ 46.79 $ 51.58 $ 76.08 August Water 37000 $ 128.46 $ 147.33 $ 167.12 $ 223.82 $ 223.82 August Sewer 37000 $ 42.71 $ 59.85 $ 62.57 $ 68.62 $ 76.08 The Fremens January Water 5000 $ 25.21 $ 26.21 $ 28.14 $ 36.95 $ 36.95 January Sewer 5000 $ 25.21 $ 27.35 $ 28.38 $ 31.70 $ 36.83 August Water 12000 $ 46.01 $ 47.75 $ 52.35 $ 68.57 $ 68.57 August Sewer 12000 $ 42.71 $ 44.85 $ 46.79 $ 51.58 $ 36.83 27 of 32 July 9, 2018 Special Meeting Minutes Cateeo FY 18-19 FY 19-20 FY 20-21 FY 21-22 FY 22-23 Notes 28 of 32 Water System Improvements Interconnecting Pipeline $ 5,000,000 Revenue Bond Funding Source VFD Carryover from previous year Meter Improvements for Fort Worth delivery point Wastewater System Improvements Spare Part Inventory $ 50,000 Lift Station Upgrades $ 75,000 $ 50,000 $ 10,000 $ 10,000 $ 10,000 In -Plant Water System $ 100,000 Fleet Camera Truck (WW) (3 year lease purchase) $ 210,000 On Call Truck (Water) $ 28,000 $ 40,000 Back Up Generator (WW) $ 20,000 Building Maintenance Fencing $ 100,000 $ 10,000 $ 10,000 $ 10,000 $ 10,000 WWTP Old CL2 Bldg Retrofit $ 25,000 Joint Projects with Town Meadowbrook Lane $ 95,000 Sundance Court $ 95,000 Information Technology Improvements GIS Mapping development $ 30,000 CMMS (Asset Management) Development $ 35,000 $ 10,000 Board Room Audio and Video Improvements $ 100,000 Phase 2 WWTP Security Improvements $ 35,000 $ 20,000 Budget Software $ 20,000 Totals $ 5,763,000 $ 325,000 $ 80,000 $ 20,000 $ 20,000 28 of 32 July 9, 2018 Special Meeting Minutes Wastewater Treatment Plant SECTION 00 62 76 APPLICATION FOR PAYMENT FORM Contract Time: Elapsed Time Project Name Owner: Contractor's Application for Payment No. 762 days 1117 days TCMUD #1 WWTP Improvements TCMUD #1 Project No 23000 Period: May 25, 2018 to Engineer: The Wallace Group, Inc. Contractor Webber-Cadagua Partners 30 June 25, 2018 1. Original Contract Amount 2. Owners Change Orders Thru No. 9 3. Total Current Contract Amount 4. Total Completed to Date 5. Total Materials Stored to Date 6. Total Completed and Store to Date 7. Retainage (10% Line 6 up to 5% Cont Amount) 8. Total Completed, Less Retainage 9. Less Amount of Previous Estimates 10. Amount Due This Application 11. Balance to Finish, Plus Retainage (Line 3 - Line 6) 12. Percent Completed to Date (Line 6 : Line 3) $13,335,000.00 $364,230.96 $13,699,230.96 $2599,93 $117,997.06 $ $684,961.55 $12,436,107.78 $46 /3,/16//ti .81, /06.9ri r z,6-149 , / cc 7.37 /3, bi3q . J'' $ 0122 . o Y 97.60% „ 29 of 32 July 9, 2018 Special Meeting Minutes District (Managers) Goals and Priorities ® Critical issues facing the MUD in the next 18 — 24 months • Completion of Design and construction of the 16 inch Interconnecting Pipeline • Developing an accurate GIS based location and inventory of assets • Developing an Asset Management Program • Becoming an active member of the 811 system for underground asset location requests • Resolving outstanding litigation • Replacing the General Manager 30 of 32 July 9, 2018 Special Meeting Minutes Discussion of Boards Goals and Priorities ® Possible Town Hall Meeting? ® Other parting thoughts? 31 of 32 July 9, 2018 Special Meeting Minutes 32 of 32