HomeMy WebLinkAbout2018-0709 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;
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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
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Director Wilson adjourned the meeting at 9:18 p.m.
Gregdr Wilson, President
July 9, 2018 Special Meeting Minutes
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July 9, 2018 Special Meeting Minutes
July 9, 2018
Svore Board Room
DIRECTORS WORK SESSION
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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
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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
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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
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July 9, 2018 Special Meeting Minutes
Fort Worth Delivery
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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
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July 9, 2018 Special Meeting Minutes
The Water Plant
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Elevated Storage
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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.
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Sewer Systems
Roof Drain
Connection A
Uncapped
Clennout
Storm Cross-
Connoctlon
t
Faulty Manhole
Cover. orFrame._--,
SANITARY
SEWER MAIN
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Creaked or
Broken Pipe
Deteriorated Manhole
TOR
SEWER
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July 9, 2018 Special Meeting Minutes
Sanitary Sewer Overflows
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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
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July 9, 2018 Special Meeting Minutes
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Engineers:�K
Scale
10mm = 1 mm
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Lift Stations
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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
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The Wastewater Plant
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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
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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
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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
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Finance Manager
Staff Accountant
Customer Care
Supervisor
Customer Care
Specialists (2)
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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
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Overview of District Finances
Revenue Sources
0 Water 0 Sewer 0 O&M Tax Collections 0 PID Surcharges 0 Reserve Funds 0 Misc
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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
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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.
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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
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® 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
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...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
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Cateeo
FY 18-19
FY 19-20
FY 20-21
FY 21-22
FY 22-23
Notes
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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
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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% „
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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
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July 9, 2018 Special Meeting Minutes
Discussion of Boards Goals and
Priorities
® Possible Town Hall Meeting?
® Other parting thoughts?
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