minutes of regular meeting of board of directors
TRANSCRIPT
1
2
MINUTES OF REGULAR MEETING OF BOARD OF DIRECTORS
OF TRAVIS COUNTY WCID NO. 19
May 28, 2020
STATE OF TEXAS §
§
COUNTY OF TRAVIS §
A regular meeting of the Board of Directors of Travis County WCID No. 19 was held at
12:00 p.m. on May 28, 2020, by remote access only in accordance with the March 16, 2020 Order
by Governor Abbott temporarily suspending certain requirements of the Texas Open Meetings Act
to advance the goal of limiting face-to-face meetings to slow the spread of COVID-19. The
meeting was open to the public and notice was given as required by the Texas Open Meetings Act
and as modified by the Governor’s Order.
1. CALL TO ORDER
Board President Elmer Dangerfield called the meeting to order.
2. ROLL CALL OF DIRECTORS
A roll call of the Directors was taken. The Directors present were:
Elmer Dangerfield – President
Pres Sheppard – Secretary
Dave Risser – Assistant Secretary
E. Blake Mosher – Assistant Secretary
thus constituting a quorum. Vice President Dick Walker was absent.
Also present were Herb Edmonson and Steven Minor of Gray Engineering, Inc., Hal
Lanham and Amanda Rodriguez of AWR Services, Inc., David Berrier of Berrier & Company,
P.C., Matt McPhail and Allison Nix of Willatt & Flickinger, PLLC, Rate Consultant Marvin
Morgan, Rebecca Jones of RealManage, and Martin Rochelle of The Woods at Barton Creek
Community, Inc.
3. PUBLIC COMMENTS
There were no public comments.
4. MINUTES OF APRIL 23, 2020 BOARD MEETING
Allison Nix presented the proposed minutes of the April 23, 2020 regular meeting, as
included in the agenda package. Motion was made by Pres Sheppard to approve the minutes as
presented, and the motion was seconded by Dave Risser. The motion carried unanimously.
3
5. TRAVIS COUNTY MUD NO. 4 WHOLESALE WATER RATE STUDY
Attorney Matt McPhail stated he has received the wholesale water rate study from Gregg
Krumme, attorney for Travis County MUD No. 4. Rate Consultant Marvin Morgan reported that
he has requested supplemental information from MUD No. 4 to complete his review. It is part of
the contract with MUD No. 4 for the District to be allowed to review the rate study. The study
period ended six months ago and the District has continued to pay the old rate. The District will
not pay the difference but will start paying the new rates going forward. Mr. Morgan added that
the new rates cannot be implemented until 90 days after he has received all the supplemental
information he has requested. Hal Lanham asked what the new rates are, and Mr. Morgan said it
is negative monthly charges of $1,286 and a volume charge of $2.06 per 1,000 gallons.
6. STATEMENT OF ELECTED OFFICERS, OATHS OF OFFICE AND
CERTIFICATES OF ELECTION
Elmer Dangerfield and Dave Risser were sworn in as Directors of the District and executed
their Oaths of Office and Statements of Elected Officers. Elmer Dangerfield executed the elected
Directors’ Certificates of Election.
7. ELECTION OF OFFICERS
After discussion amongst the Directors, motion was made by Blake Mosher and seconded
by Dave Risser to have the Officer assignments of President: Elmer Dangerfield, Vice President:
Dick Walker, Secretary: Pres Sheppard, and Directors/Assistant Secretaries: Dave Risser and
Blake Mosher. The motion carried unanimously.
8. ENGINEER’S REPORT
Herb Edmonson presented the Engineering Report as included in the agenda package.
Proposals have been received from Sun*Tech and M&C Electric for the District’s street
lighting project. Sun*Tech’s proposal does not include the Holophane LED lights but includes a
similar light from PEMCO. Mr. Edmonson said not all poles may need to be rewired and will be
done on a case-by-case basis. Sun*Tech’s proposal also does not include power washing and seal
coating, but that will need to be done. Mr. Edmonson recommends approval of M&C Electric’s
proposal since the costs of the two proposals are similar but M&C Electric can provide the
Holophane LED lights the District originally chose. Dave Risser asked if all the HOAs have
approved the Holophane lights, and Mr. Edmonson said they have. Mr. Risser suggested rewiring
all poles since the wiring is about 20 years old, and Blake Mosher agreed that it would be
preventative maintenance to rewire all poles.
Hal Lanham added that AWR was asked to get a cost estimate for tree trimming around
streetlights, they have contacted LBS, who they have worked with before, provided mapping of
where the lights are, and LBS will provide a proposal by next month’s meeting. Elmer Dangerfield
commented that tree trimming should be done soon so it is done within the window for trimming
oak trees. Martin Rochelle added that oak trees can only be trimmed between July 1st and January
31st.
4
Mr. Edmonson stated that the streetlight project in total is over the $75,000 threshold for
requiring public bids, so he suggested approving the work to be done in The Ridge and The Woods
subdivisions now and approve work to be done in The Foothills during the next cycle. After
discussion, motion was made by Dave Risser and seconded by Blake Mosher to approve M&C
Electric’s proposal for installation of the new pole with Holophane LED light in The Ridge and
Holophane LED light replacements, power washing, seal coating and rewiring of all poles in The
Woods for a not-to-exceed amount of $72,000. The motion carried unanimously. Mr. Edmonson
will work with the vendor and lighting consultant to provide a presentation for the bulb options.
Dave Risser will be included in the process. Elmer Dangerfield asked when the project can be
completed, and Mr. Edmonson said they are targeting for September because there is at least a
three-month order and delivery timeline.
Mr. Edmonson said his office is working on the stormwater management plan outlining a
five-year maintenance plan of the drainage facilities and he expects to have it ready by next
month’s meeting.
Mr. Edmonson said he has not yet gotten together with AWR and the Committee on
updates to the CIP list. He has split up the list to create a capital improvements projects list and a
maintenance items list. AWR may have some comments. Mr. Edmonson will meet with AWR
and the Committee in The Woods next week to look over some maintenance tasks that may need
to be addressed soon.
9. MANAGER’S REPORT
Hal Lanham presented the Manager’s Report covering the month of April 2020. 199
customers were billed, and there are no deed restriction violations or delinquencies to report.
Mr. Lanham said AWR is still operating under Stage 1 of its Virus Response Plan, during
which its office is closed to the public and no in-person payments are being accepted. There have
been no complaints from customers. All AWR employees have safety equipment and are required
to wear it in public.
Mr. Lanham reported that there was recently an issue with chlorine residual levels. It was
caught quickly, he spoke to the MUD No. 4 operations manager, and the chlorine residual levels
were back to normal the next day.
AWR will work with LBS to obtain a bid for tree trimming around streetlights to be
performed after July 1st.
Hal Lanham stated Brett Lanham is no longer with AWR. Tammy Hargett will be taking
over Brett’s position with the title of CEO beginning on June 5th. Dave Risser asked how the
knowledge gap gets filled during the transition since Ms. Hargett does not have previous
experience with utility districts. Hal Lanham said he spent about a year and a half going to every
meeting with Brett, and he will do the same with Ms. Hargett. She is more experienced overall
and will attend water and wastewater classes. Hal Lanham will be the resource person. AWR’s
operations manager has not changed in the last 10 years, their billing supervisor has been with
5
AWR for 17 years, and there are a number of operators who have been with AWR for ten or more
years.
10. REVIEW OF ANNUAL CONSUMER CONFIDENCE REPORT
Hal Lanham reported the Annual Consumer Confidence Report is on schedule to meet the
July 1st deadline. He explained the TCEQ’s requirements to send the report to the TCEQ and make
the report available to customers. Mr. Lanham added that earlier in the year, one quarterly report
for chlorine residual sampling was not filed with the TCEQ, and the TCEQ requires that customers
are notified of that occurrence, so that notice will be included with the Annual Consumer
Confidence Report mailings to customers. After discussion, motion was made by Blake Mosher
and seconded by Elmer Dangerfield to approve making the Annual Consumer Confidence Report
available to customers per TCEQ requirements. The motion carried unanimously.
11. TEMPORARY EMERGENCY ORDER DELEGATING AUTHORITY TO THE
BOARD PRESIDENT TO APPROVE CERTAIN ACTIONS NEEDED TO
CONTINUE FUNCTIONING OF THE DISTRICT DURING COVID-19 VIRUS
CRISIS INCLUDING AUTHORIZATION FOR THE BOARD VICE
PRESIDENT TO ACT IF THE BOARD PRESIDENT IS UNAVAILABLE OR
UNABLE TO ACT
Matt McPhail stated the previously approved Temporary Emergency Order is set to expire
on June 1, 2020. An amendment to that Temporary Emergency Order is included in the agenda
package which extends the expiration date to September 1, 2020. After discussion, motion was
made by Dave Risser to approve the Amendment to the Temporary Emergency Order Delegating
Authority to the Board President to Approve Certain Actions Needed to Continue Functioning of
the District During COVID-19 Virus Crisis Including Authorization for the Board Vice President
to Act if the Board President Is Unavailable or Unable to Act as presented. The motion was
seconded by Elmer Dangerfield. The motion carried unanimously.
12. HOUSE BILL 3834 RELATING TO CYBERSECURITY TRAINING
Matt McPhail reported that there are only a couple of weeks left for directors to complete
cybersecurity training required by HB 3834, and that completion deadline is June 14, 2020. Mr.
McPhail will check in with any directors who have not self-reported completion of the training
when it gets closer to the deadline.
13. RATE ORDER
This item was not discussed.
14. REVIEW AND AUTHORIZE PAYMENT OF BILLS
Bookkeeper David Berrier explained the District expenses for April as provided
electronically to the Directors. The expenses will be set up for bill pay through the bank as it was
done last month. Pres Sheppard noted that garbage collection fees are currently about $10,000
over budget. Hal Lanham said he would look into that. Mr. Berrier added that the audit and
6
property taxes appear to be over budget as well because they are paid all at once but it is spread
over twelve months for budgeting purposes. After further discussion, motion was made by Pres
Sheppard and seconded by Elmer Dangerfield to authorize payment of the invoices as presented.
The motion carried unanimously.
President Elmer Dangerfield announced that the Board of Directors will go into
closed session for consultation with the District’s attorney pursuant to Section 551.071 of the
Texas Government Code regarding matters related to Agenda Item No. 9. The Board went
into closed session at 1:14 p.m.
At 1:28 p.m., President Dangerfield announced that the Board of Directors has
concluded its closed session and is returning to open meeting, and that no action was taken
during the closed session.
Motion was made by Elmer Dangerfield to authorize the District’s Attorney to request a
succession plan from AWR and to advise the Manager that AWR’s succession planning will be on
next month’s agenda. Dave Risser seconded the motion. The motion carried unanimously.
15. ADJOURN
President Elmer Dangerfield adjourned the meeting.
___________________________________
Elmer Dangerfield, President
Travis County WCID No. 19
ATTEST:
_________________________________
Presley Sheppard, Secretary
Travis County WCID No. 19
[DISTRICT SEAL]
3\TC WCID 19\Minutes\05-28-20
6/16/2020
7
June 11, 2020
Matthew McPhail BY ELECTRONIC MAIL ONLY Attorney for Travis County WCID No. 19 12912 Hill Country Blvd., Suite F-232 Austin, Texas 78738
Dear Matt:
I have reviewed the Preliminary Wholesale Water Rate Study from Travis County Municipal Utility District No. 4 (TCMUD # 4 or MUD 4) and compared it to the previous year’s study and the changes agreed upon in previous years. The basic methodology and calculations appear to follow the prior year agreements. I have also reviewed the supporting documents provided with the study.
The large fluctuations in the rates have been mitigated by the agreement to use a five-year average for the volume determination and the two-year average of the monthly minimum bill. MUD 4’s costs have remained relatively static over the past three years and the five-year average usage has only fluctuated between 112 million gallons to the low of 102 million gallons. Actual annual usage varied from a high of 113 million gallons to a low of 88 million gallons.
The reduction in rates for the minimum bill from $5,212 to $(1,286) per month and for the minimum bill from $2.37 to $2.06 is due to a reduction in total expenses for MUD 4 and a reduction in usage for WCID 19, which reduced the percentages of expenses allocated to WCID 19.
If the actual usage were used for the current rates, the volume rate would have been $2.18 instead of $2.06 and the minimum monthly bill would have been $(7,684) instead of ($1,286).
Enclosed is a copy of graphs of the rates since 2001.
I recommend approval of the rates in the study as presented. Sincerely yours,
Marvin B. Morgan, C.P.A.
MARVIN B. MORGAN Utility Consulting
Phone (512) 346-8349 • E-mail: [email protected] 15009 Glen Heather Drive • Lakeway, Texas 78734
8
Fiscal Year Ending 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 2018 2019
Monthly Minimum 2,343.00 659.00 2,986.00 1,887.00 3,740.00 866.00 3,176.00 6,631.00 1,988.00 6,119.00 8,734.00 3,781.00 (904.00) (435.00) 4,142.00 11,496.00 11,028.00 5,112.00 (1,286.00) Volume Charge 1.38 1.31 1.40 1.40 1.58 1.38 2.03 1.83 1.79 2.02 1.95 1.71 1.80 1.87 1.90 2.65 2.16 2.37 2.06
TCMUD #4
TC WCID # 19 Wholesale Rates
(2,000.00)
-
2,000.00
4,000.00
6,000.00
8,000.00
10,000.00
12,000.00
14,000.00
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
Monthly Minimum
Monthly Minimum
-
0.50
1.00
1.50
2.00
2.50
3.00
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
Volume Charge
Volume Charge
9
MMM EEE MMM OOO RRR AAA NNN DDD UUU MMM
TO: Board of Directors - Travis County WCID No. 19 FROM: Herb Edmonson, Jr./Steven Minor, P.E. DATE: June 18, 2020 Re: Engineering Report Update GEI No. 1317-7686-54 General Information (GEI No. 1317-7686-54) Preparation of engineering report and general District over-sight activities. Our office met with the subcommittee and, along with AWR Services, will be updating the CIP list and creating a Maintenance list for consideration by the Board. District Street Lighting Project (GEI No. 1317-11370-54) M&C Electric’s proposal was accepted for commencement of work. GEI is awaiting submittal information to proceed with construction. MS4 Permit Application (GEI No. 1317-11393-54) Our office is currently working to complete the Stormwater Management Plan (SWMP). The Woods Street Repairs (GEI No. 1317-11423.35) GEI met with the subcommittee and identified two areas that need repair. Proposals are being gathered and will be presented in a future board meeting. The Woods Brick Paver Repairs (GEI No. 1317-11424.35) GEI is gathering proposals for paver repair at Navidad entry and Mendocino entry. A future job is located in front of the lot under construction and will wait until the end of the year to begin gathering proposals for paver repair. The Woods Repaving and Seal Coating (1317-11425.29) GEI met with the subcommittee and it was determined the schedule of maintenance of the street is to be modified such that the faults located within Navidad Dr. are being taken care of, as well as the maintenance of the rest of the subdivision. As such, proposals are being gathered for seal coating all streets outside of Navidad Dr. and repaving Navidad Dr.
O 512.452.0371 : F 512.454.99338834 North Capital of Texas Highway, Suite 140Austin, Texas 78759 : www.grayengineeringinc.com
TBPE 2946
10
Representatives from GEI are scheduled to attend the June meeting to address any engineering-related questions or comments via teleconference. HE:SM:ad Attachments ● Capital Improvements Projects List ● Maintenance Projects List ● Travis County MUD 4 Agenda, June 2, 2020 Board Meeting ● Travis County MUD 4 May 5, 2020 Board Minutes ● Travis County MUD 4 Engineer's Report cc: Bill Flickinger; Willatt & Flickinger, PLLC (w/attachments) Matt McPhail; Willatt & Flickinger, PLLC (w/attachments) Hal Lanham; AWR Services, Inc. (w/attachments) David W. Gray, P.E.; Gray Engineering, Inc. (w/attachments)
ENGINEERINGGRAY
11
PROJECT: TRAVIS COUNTY WCID No. 19 CAPITAL IMPROVEMENT PROGRAM Project No.: 1317-7686
BASED ON: LIST OF MAINTENANCE ITEMS AND CIP PROJECTS Date: 5/14/2020
PREPARED BY: GRAY ENGINEERING, INC.
ITEM DESCRIPTION FY 2019-20 FY 2020-21 FY 2021-22 FY 2022-23 FY 2023-24
GENERAL DISTRICT CIP PROJECTS
1 TELEVISE ALL WASTEWATER LINES (TCEQ 5YR REQ.) $50,000
THE FOOTHILLS CIP PROJECTS
2 STREET LIGHT CONVERSION TO LED (15 LIGHT STANDARDS) $50,000
THE WOODS CIP PROJECTS
3 STREET LIGHT LED CONVERSION (17 LIGHT STANDARDS) $60,000
4 RECONSTRUCT BRICK ENTRY $95,000
5 1" MILLING AND OVERLAY $200,000
THE RIDGE CIP PROJECTS
6 STREET LIGHTS LED ENTRY $35,000
7 1" MILLING AND OVERLAY $65,000
SUB-TOTAL GENERAL AND SUBDIVISION CIP PROJECTS $0 $145,000 $95,000 $200,000 $115,000
GENERAL DISTRICT MAINTENANCE ITEMS
8 FIRE HYDRANT MAINTENANCE $10,000
9 CLEANOUT ALL STORM WATER LINES, INLETS, MANHOLES, ETC. $10,000 $5,000 $5,000
10 POWER WASH ALL SIDEWALKS $15,000 $15,000
11 POWER WASH ALL CURBS, GUTTER, AND CONCRETE $10,000 $10,000
12 SIDEWALK MAINTENANCE $10,000 $10,000 $10,000
SUB-TOTAL GENERAL DISTRICT MAINTENANCE ITEMS $30,000 $25,000 $15,000 $25,000 $15,000
THE FOOTHILLS MAINTENANCE PROJECTS
13 ENTRY MAINTENANCE $5,000
14 SEAL COATING $15,000
15 STORM WATER LINE AND OUTFALL MAINTENANCE TBD $5,000
SUB-TOTAL THE FOOTHILLS MAINTENANCE ITEMS $0 $5,000 $15,000 $5,000 $0
THE WOODS MAINTENANCE PROJECTS
16 ENTRY MAINTENANCE $5,000 $5,000
17 SEAL COATING $30,000
18 CLEAN VEGETATION AT BRIDGE ON NAVIDAD $5,000 $5,000 $5,000
19 STORM WATER LINE AND OUTFALL MAINTENANCE TBD $5,000
SUB-TOTAL THE WOODS MAINTENANCE ITEMS $10,000 $30,000 $5,000 $5,000 $10,000
THE RIDGE CIP PROJECTS
15 ENTRY MAINTENANCE $5,000
16 SEAL COATING $8,000
17 STORM WATER LINE AND OUTFALL MAINTENANCE TBD $5,000
SUB-TOTAL THE RIDGE MAINTENANCE ITEMS $0 $0 $13,000 $5,000 $0
CAPITAL IMPROVEMENT PROJECTS SUBTOTAL $0 $145,000 $95,000 $200,000 $115,000
MAINTENANCE PROJECTS SUBTOTAL $40,000 $60,000 $48,000 $40,000 $25,000
SUB-TOTAL MAINTENANCE ITEMS AND CIP PROJECTS $40,000 $205,000 $143,000 $240,000 $140,000
ESTIMATED ENGINEERING FEES $6,000 $30,750 $21,450 $36,000 $21,000
TOTAL ESTIMATED COSTS $46,000 $235,750 $164,450 $276,000 $161,000
ENGINEERS OPINION OF PROBABLE DRAFT
CONSTRUCTION COSTS
12
{W0977022.1}
TRAVIS COUNTY MUNICIPAL UTILITY DISTRICT NO. 4
June 2, 2020
TO: THE BOARD OF DIRECTORS OF TRAVIS COUNTY MUNICIPAL UTILITY DISTRICT NO. 4 AND TO ALL OTHER INTERESTED PERSONS:
Notice is hereby given that the Board of Directors of Travis County Municipal Utility District No. 4 will hold a regular meeting on Tuesday, June 2, 2020, at 10:00 a.m.
THIS MEETING WILL BE HELD VIA TELEPHONE CONFERENCE CALL PURSUANT TO SECTION 551.125, TEXAS GOVERNMENT CODE, AS MODIFIED TEMPORARILY BY GOVERNOR GREG ABBOTT, AND THE RELATED GUIDANCE FROM THE OFFICE OF THE TEXAS ATTORNEY GENERAL, IN CONNECTION WITH THE GOVERNOR’S COVID-19 DISASTER PROCLAMATION.
MEMBERS OF THE PUBLIC ARE ENTITLED TO PARTICIPATE IN AND TO ADDRESS THE BOARD OF DIRECTORS DURING THE MEETING. THE TOLL-FREE DIAL IN NUMBER FOR THE MEETING IS 1-888-510-5505, AND THE PARTICIPANT CODE IS 797300. PLEASE FOLLOW THE INSTRUCTIONS PROVIDED BY THE SYSTEM TO ACCESS THE MEETING.
AN ELECTRONIC AGENDA PACKET FOR THE MEETING IS AVAILABLE AT THE FOLLOWING LINK:
https://abaustin.sharefile.com/share/view/sd538f44a2d14aa28/fo15e2c2-e402-42b9-90dd-9f0cbbb213f3
THIS MEETING WILL BE RECORDED AND, FOLLOWING THE MEETING, THE RECORDING WILL BE MADE AVAILABLE AT THE SAME LINK SPECIFIED ABOVE.
The following matters may be considered and acted upon at the meeting:
CITIZEN COMMUNICATIONS/CONSENT ITEMS
1. Citizen communications;
2. Minutes of the May 5, 2020 Board meeting;
CORONAVIRUS PREPAREDNESS ITEMS
3. Emergency coronavirus preparedness and protocols;
DISCUSSION/ACTION ITEMS
4. Report from the District’s general manager regarding operations, including system maintenance repairs, upgrades to facilities and intake modifications, maintenance of ponds, and related proposals;
13
{W0977022.1} 2
5. Report from the District’s bookkeeper, including approval of bills, invoices, transfers, and investments;
6. Report from the District’s engineer, including award(s) of contracts, pay estimate(s) and change order(s) for the following:
(a) North Wastewater Treatment Plant, including:
(1) Unit #1 Rehabilitation and Repairs project, including final acceptance of the project for operation and maintenance;
(b) South Wastewater Treatment Plant, including:
(1) Permit renewal and amendment application, including effluent disposal equipment;
(2) Effluent storage delivery and management system;
(c) Water meter replacements and upgrades project;
(d) Raw Water Intake operation and maintenance, including:
(1) Zebra mussel issues;
(2) Lake pump replacement;
(e) Risk Management Plan and Resiliency Study - American Water Infrastructure Act (AWIA) requirements, including:
(1) Risk Management Plan update;
(f) Barton Springs Zone Operating Permits, including renewals;
(g) Barton Creek Section G Water Quality Pond;
7. Report from the District’s developer;
8. Future meeting schedule and agenda items.
The Board of Directors is authorized by the Texas Open Meetings Act, Chapter 551, Texas Government Code, to convene in closed or executive session for certain purposes, including receiving legal advice from the District’s attorney (Section 551.071); discussing real property matters (Section 551.072); discussing gifts and donations (Section 551.073); discussing personnel matters (Section 551.074); discussing security personnel or devices (Section 551.076); and discussing information technology security practices (Section 551.089). If the Board of Directors determines to go into executive session to discuss any item on this agenda, the presiding officer will announce that an executive session will be held and will identify the item to be discussed and the provision of the Open Meetings Act that authorizes the closed or executive session.
(SEAL)
14
{W0977022.1} 3
Attorney for the District
The District is committed to compliance with the Americans with Disabilities Act. Reasonable modifications and access to communications will be provided upon request. For questions, please call (512) 435-2300. Hearing impaired or speech disabled persons equipped with telecommunications devices for the deaf may utilize the statewide Relay Texas program (800) 735-2988. All other questions should be directed to Crossroads Utility Services (512) 246-1400.
15
{W0977012.2} - 1 - May 5, 2020 Travis County M.U.D. No. 4
MINUTES OF MEETING OF BOARD OF DIRECTORS OF TRAVIS COUNTY MUNICIPAL UTILITY DISTRICT NO. 4
May 5, 2020
THE STATE OF TEXAS § §
COUNTY OF TRAVIS §
The Board of Directors of Travis County Municipal Utility District No. 4 met in regular session, open to the public, on May 5, 2020, via telephone conference, pursuant to notice duly given in accordance with law. A copy of the Certificate of Posting of said Notice is attached hereto as Exhibit “A”.
The roll was called of the members of the Board, to-wit:
Doug Connolly - President Bill F. Schneider - Vice President Wayne Basden - Secretary H. Edward Padgett, Jr. - Treasurer Daniel M. Dukes - Assistant Secretary/Treasurer
and all of said Directors were present, thus constituting a quorum. Also present on the call for the meeting were Clayton Chandler of McCall Parkhurst & Horton, PLLC; Cheryl Allen of Public Finance Group LLC; Robert Ferguson of Murfee Engineering Company, Inc.; Mike Morin of Crossroads Utility Services, LLC; Allen Douthitt of Bott and Douthitt, P.L.L.C.; Dave Ruehlman of Stratus Properties Inc.; and Gregg Krumme of Armbrust & Brown, PLLC.
Director Connolly called the meeting to order at 10:00 a.m. and, noting there were no citizens on the call to address the Board, stated that the Board would first consider the minutes of the April 7, 2020 Board meeting. After discussion, Director Basden moved that the Board approve the minutes as presented. Director Schneider seconded the motion, which passed unanimously.
Director Connolly stated that the Board would next discuss Order Establishing Water and Wastewater Service Rates, Charges and Tap Fees, and Adopting General Policies with Respect to the District’s Water, Wastewater and Drainage Systems. Gregg Krumme of Armbrust & Brown, PLLC addressed the Board and directed the Board’s attention to the Order which had been provided to the Board by a separate email, a copy of which is attached hereto as Exhibit “B”. Mr. Krumme stated that this Order incorporated the new wholesale service rates from the recent wholesale rate study. Allen Douthitt of Bott and Douthitt, P.L.L.C. addressed the Board and reviewed the new wastewater service rates with the Board. Director Basden moved that the Board approve the Order Establishing Water and Wastewater Service Rates, Charges and Tap Fees, and Adopting General Policies with Respect to the District’s Water, Wastewater and Drainage Systems. Director Schneider seconded the motion, which passed unanimously.
Director Connolly stated that the Board would next discuss emergency coronavirus preparedness and protocols, including suspension of termination, disconnection, and late fee policies. Mr. Krumme stated that this item was included on the agenda at the Board’s direction. Mike Morin of Crossroads Utility Services, LLC addressed the Board and stated that things were going well and recommended that that the Board keep the current policy in place. The Board took no further action on this item.
16
{W0977012.2} - 2 - May 5, 2020 Travis County M.U.D. No. 4
Director Connolly stated that the Board would next discuss proposed $5,035,000 Unlimited Contract Tax Refunding Bonds, Series 2020, including:
(a) Financial Advisor’s report and recommendations regarding bond refinancing opportunity, including refunding analysis, preliminary cost of issuance, and evaluation of present value savings;
(b) Delegated pricing procedures, including designation of pricing officer and alternate pricing officer;
(c) Designation of underwriter(s);
(d) Application(s) for credit rating(s) and/or insurance;
(e) Consideration and action with respect to Resolution Authorizing the Issuance of Travis County Municipal Utility District No. 4 Unlimited Contract Tax Refunding Bonds; Levying an Ad Valorem Tax in Support of the Bonds; Approving an Official Statement; Authorizing the Execution of a Bond Purchase Agreement and the form of a Paying Agent/Registrar Agreement and an Escrow Agreement; Establishing Procedures for Selling and Delivering the Bonds; and Authorizing Other Related Matters Related to the Issuance of the Bonds; and
(f) Authorizing payment of Attorney General bond review fee.
Cheryl Allen of Public Finance Group LLC addressed the Board and directed the Board’s attention to the Bond Refunding Analysis behind tab 5 of the Board’s packet, a copy of which is attached hereto as Exhibit “C”. Ms. Allen reviewed the Bond Refunding Analysis and the potential savings with the Board and recommended the Board approve the refunding. Ms. Allen further explained that the bond market seems to have stabilized now and she anticipated a late June closing. Ms. Allen stated that pricing could occur on June 2, 2020. After discussion with Ms. Allen and Clayton Chandler of McCall Parkhurst & Horton, PLLC, the Board agreed to set the authorized bond refunding amount at $5,035,000. After discussion, Director Basden moved that the Board approve the Resolution Authorizing the Issuance of Travis County Municipal Utility District No. 4 Unlimited Contract Tax Refunding Bonds; Levying an Ad Valorem Tax in Support of the Bonds; Approving an Official Statement; Authorizing the Execution of a Bond Purchase Agreement and the form of a Paying Agent/Registrar Agreement and an Escrow Agreement; Establishing Procedures for Selling and Delivering the Bonds; and Authorizing Other Related Matters Related to the Issuance of the Bonds, a copy of which is attached hereto as Exhibit “D”, designate the pricing officer as Director Padgett as the primary pricing officer and Director Basden as a backup, designate the underwriter as RW Baird, approve application for credit rating with Moody’s, and authorize payment of Attorney General bond review fee. Director Padgett seconded the motion, which passed unanimously.
Director Connolly stated that the Board would next receive a report from the District’s general manager regarding operations, including system maintenance repairs, upgrades to facilities and intake modifications, maintenance of ponds, and related proposals. Mr. Morin directed the Board’s attention to the report behind tab 6 of the Board’s packet, a copy of which is attached hereto as Exhibit “E”. Mr. Morin noted that there was very little water loss reported in the system for the last period and the water loss to date is 2.92%, which is very good. Mr. Morin reviewed the Crossroads Utility Services, LLC invoice with the Board and directed the Board’s attention to the write-offs included in his report. Director Dukes moved that the Board approve the write-offs. Director Basden seconded the motion, which passed unanimously. Finally, Mr. Morin reviewed account adjustments with the Board.
17
{W0977012.2} - 3 - May 5, 2020 Travis County M.U.D. No. 4
Director Connolly stated that the Board would next receive a report from the District’s bookkeeper, including approval of bills and invoices, transfers, and investments. Allen Douthitt of Bott and Douthitt, P.L.L.C. addressed the Board and directed the Board’s attention to the updated Cash Activity Report provided to the Board by separate email, a copy of which is attached hereto as Exhibit “F”. Mr. Douthitt reviewed the recommended fund transfers, bond payments, investments, and bills and invoices as set forth on the Cash Activity Report and also reported that the District is currently approximately $30,000 ahead of budget to date. Director Basden moved that the Board approve the payment of the bills and invoices, fund transfers and bond payments as set forth on the Cash Activity Report. Director Schneider seconded the motion, which passed unanimously.
Director Connolly stated that the Board would next discuss arbitrage rebate review and compliance summary from BLX Group for $2,900,000 Unlimited Contract Tax Refunding Bonds, Series 2015. Mr. Krumme directed the Board’s attention to the report behind tab 8 of the Board’s packet, a copy of which is attached hereto as Exhibit “G”. Mr. Krumme stated that this report confirmed that the Board was in compliance with arbitrage rebate requirements for this bond issue.
Director Connolly stated that the Board would next discuss report from the District’s engineer including award(s) of contracts, pay estimate(s) and change order(s) for the following:
(a) North Wastewater Treatment Plant, including:
(1) Unit #1 Rehabilitation and Repairs project, including acceptance of the project for operation and maintenance;
(b) South Wastewater Treatment Plant, including:
(1) Permit renewal and amendment application, including effluent disposal equipment;
(2) Effluent storage delivery and management system;
(c) Water meter replacements and upgrades project;
(d) Raw Water Intake operation and maintenance, including:
(1) Zebra mussel issues;
(2) Lake pump replacement;
(e) Risk Management Plan and Resiliency Study - American Water Infrastructure Act (AWIA) requirements, including:
(1) Risk Management Plan update; and
(f) Barton Springs Zone Operating Permits, including renewals;
(g) Barton Creek Section G Water Quality Pond.
Robert Ferguson of Murfee Engineering Company, Inc. addressed the Board and directed the Board’s attention to the memorandum report behind tab 9 of the packet, a copy of which is attached hereto as Exhibit “H”. Mr. Ferguson reviewed the memorandum report with the Board. Mr. Ferguson directed the Board’s attention to Contractor’s Pay Application No. 9 for the north wastewater treatment plant rehabilitation project, a copy of which is attached hereto as Exhibit “I”. Mr. Ferguson recommended the Board approve the Pay Application No. 9. Director Dukes moved that the Board approve Pay Application No. 9. Director Padgett seconded the motion, which passed unanimously.
18
{W0977012.2} - 4 - May 5, 2020 Travis County M.U.D. No. 4
Director Connolly stated that the Board would next receive a report from the District’s developer. Dave Ruehlman of Stratus Properties Inc. addressed the Board and stated that things in the District were going well and that he had nothing further to report at this time.
Director Connolly stated that the Board would next discuss future meeting schedule and agenda items. The Board directed that the next meeting be scheduled for June 2, 2020 at 10:00 a.m.
There being no further business to come before the Board, upon motion by Director Basden and second by Director Schneider, the meeting was adjourned at 10:30 a.m.
* * *
19
{W0977012.2} - 5 - May 5, 2020 Travis County M.U.D. No. 4
[SIGNATURE PAGE TO MAY 5, 2020 MINUTES]
(SEAL)
Wayne Basden, Secretary Board of Directors
Date:
20
Page 1 of 2
MURFEE ENGINEERING COMPANY, INC. Texas Registered Firm No. F-353 1101 Capital of Texas Hwy., South Building D, Suite 110 Austin, Texas 78746 (512) 327-9204
M E M O R A N D U M DATE: May 26, 2020
TO: Travis County MUD No. 4 Board of Directors
FROM: Robert Ferguson, P.E.
RE: Engineer’s Report for June 02, 2020
MEC Project No. 98084.417
Projects and Status:
(a) - 1 North Wastewater Treatment Plant Unit #1 Repairs and Rehabilitation: Prota Construction completed the repair and rehabilitation work on the treatment unit #1 and Crossroads Utility Services has started the plant up and returned it to operations. We anticipate presenting the final pay application at the meeting.
Status of this remains the same: The structural and electrical design for the headworks and influent screening device continues. We met with our sub-consultants to push the schedule forward. This includes the in-plant water system to provide wash down water and process water for the perforated plate screens.
(b) South Wastewater Treatment Plant: TCEQ has the District’s response to the administrative review and we expect the amendment/renewal application to transition into full technical review. (2) The design of the effluent transfer and management system continues with the electrical design (same note as above regarding scheduling). We will coordinate with the golf course management as the operation of the effluent system will be integrated with the golf course irrigation specific to the Canyons Golf Course. This will put the controls in place so that the operators may send effluent between storage ponds and golf course irrigation systems.
21
Page 2 of 2
(c) Water Meter Replacements and Upgrades Project: We issued the notice to proceed to RTS Water Systems. They performed their survey of the existing meters and will present the results to affirm the number of meter replacements. We will hold a pre-construction meeting with RTS and Crossroads to assure that they are coordinated on making a smooth transition in the meter replacements. A change order reflecting a few contract administrative clarifications is presented for consideration.
(d) Raw Water Intake O&M - Zebra Mussels and Asian Clams: The plan sheets and specifications for replacing (upgrading) the in-the-lake pump #3 are in process. We will finalize those and prepare the advertisement for bids.
The TCEQ is reviewing the addition of a chemical injection point in the raw water system before proceeding – we followed up with TCEQ finding that in the COVID19 office/staffing situation, the request for review had been misplaced. We refreshed the request for the review.
(e) Risk Management Plan - Emergency Action Plan: We updated the emergency action plan to include the South WTP facilities and have included updating the plan for the north plant.
(f) Barton Springs Zone Operating Permits: We note that the City has processed the renewal fees and indicated nothing more was needed at this time.
(g) Water Quality Pond Barton Creek Section G: Crossroads is moving forward with the replacement of the pump to bring this pond back to an operating condition.
22
1
TravisCountyWCIDNo.19GeneralManager’sReportJune25,2020
OperationsReport
1. ReportingPeriod:
a. AWRoperations, repairs, andcustomerbillingperformedduring themonthofMay2020.
2. DeedRestriction:
a. Nosignificantactivitiesduringthisreportingperiod.
3. UtilityBilling:
a. UtilityCustomers–Onehundredandsixty-six(166).
b. Finals/Transfers–Two(2)toreportduringthisperiod.
c. Door-Hanger/Disconnection Notices – AWR processed and deliveredtwo (2)notices to customersdue tonon-payment.Asofwriting thisreport,allaccountsarecurrent.
4. COVID-19VirusResponsePlan
CurrentlyweareinStageI–“Precautionary”.
As we are all aware, the global outbreak of Coronavirus (COVID-19) isnecessitatingallbusinessesandindividualsmakesignificant,andhopefullytemporary, changes inourdaily lives to slow thespreadof this infectiousvirus.
MostimportantlywewanttoensureourclientsknowAWRiscommittedtoprovidingcontinuousprofessionalessentialoperationsandmaintenanceofyourfacilities,andresponsetowaterandwastewatersystemandcustomer
23
2
emergenciesasneeded. WearecurrentlyinStageIofAWR’sCoronavirus(COVID-19)ResponsePlan.AsummaryofStageIPrecautionsisbelow:
a. AWR’sofficesaretemporarilyclosedtothepublic
b. Disinfectionproceduresareineffect.
c. Allpersonsarerequiredtowashtheirhandswithsoapandwaterfor atleast20secondsasrecommendedbytheCentersforDiseaseControl priortoengagingwithpersonsintheoffice.
d. Weaskcustomerstopayonline,andshouldtheydeclinetopayonline (credit card or ACH), to please place their payment in the mail or simplycallandwecanprocesstheirpaymentoverthephone.
e. AWR Personnel are observing CDC guidelines and have masks and gloves.
AWR continues to maintain close communication with local, State, andFederalagenciestohelpensurethehighestpossiblepreparednessand
response to changes related to the spread of COVID-19 and will updateclientsshouldanadvancementtoStageIIorIIIbenecessary.
5. Tree Trimming for Streetlights–AWRparticipated in a site visitwith theDistrict’s Engineer and the District’s landscape company. AWR wasrequested to obtain the pole numbers and nearest address for eachstreetlight.AWRprovidedthisinformationtotheLandscapeCommitteeandGrayEngineering.Basedonoursitevisit,somepole locationswillrequirecustomtrimmingtomaintaintheintegrityofthehomeowner’slandscape.
24
3
6. ReviewofWasteConnectsContract-Theamountbilledtodateforsolidwaste
services is higher than the budgeted amount. We are in the process ofreviewingtheWasteConnect’scontractandtheaccuracyofWasteConnect’sinvoicestotheDistrict.WeshouldhaveareportfortheBoardatthemeeting.
7. FireHydrantFlushing–TheDistrictexperiencedadeclineinchlorinelevelsrecently.Repeatedflushingdidnotresolvetheissue.MUD#4wascontactedand determined the plant was no putting out adequate chlorine levels.AdjustmentsweremadebyMUD#4andchlorinelevelshavebeenrestored.
8. CustomerServiceCalls:
a. 1402MesaRidge–AWRrespondedtoacustomercalltoturnonwaterservicetothispreviouslyvacantaddress.
b. 8208ScenicRidgeCove–AWRrespondedtoacustomercalltoreplaceacrackedmetercover.
c. 1400MesaRidgeLane–AWRresetanunresponsiveendpoint.
d. 3005MaravillasLoop–AWRreconnectedatranspondercableatthislocationduetoacommunicationerror.
9. Texas Water Development Board (TWBD)Surveys – AWR coordinated and
obtained informationrequired tocomplete theTWDBannual surveysdueeach year, and once the surveys were completed, we submitted them toTWDB.
25
Travis County WCID No 19Tax ReportApril 2020
2019 - 2020 Beginning May-20 Year to Date Percent Approved Budget Tax Balance Adjustments Base Tax Collected Base Tax Reversal Collected Tax Balance Collected
$560,025 $587,805 ($91) $575,898 $0 $576,528 $11,186 97.99%
DELINQUENT TAXES
Delinquent May-20 Year to Date Delinquent P & I2018 - 2019 Beginning Balance Adjusments Del. Taxes Collected Base Tax Reversal Collected Tax Balance Collected
$14,407 $0 $2,590 $0 $2,627 $11,816 $36
26
Travis County WCID No 19Operations Report
May 2020
Water/Wastewater Gallons Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 TOTAL
Water Gallons Sold (billed) 13,605,000 8,712,000 6,055,000 5,330,000 3,807,000 3,659,000 4,217,000 8,243,000 53,628,000Water Gallons + 10% 14,965,500 9,583,200 6,660,500 5,863,000 4,187,700 4,024,900 4,638,700 9,067,300 58,990,800Wastewater Gallons Sold 2,615,000 2,320,000 1,875,000 1,787,000 1,630,000 1,736,000 2,234,000 2,699,000 16,896,000
Water/Wastewater Revenue Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 TOTAL
Water Receivables 61,942.80$ 71,017.96$ 45,124.53$ 37,434.81$ 31,133.86$ 26,904.72$ 26,699.30$ 25,942.55$ 326,200.53$ Wastewater Receivables $12,071.91 $13,644.37 $11,348.10 $10,395.28 $10,046.05 $10,441.74 $10,294.87 $10,377.71 $88,620.03Total 74,014.71$ 84,662.33$ 56,472.63$ 47,830.09$ 41,179.91$ 37,346.46$ 36,994.17$ 36,320.26$ 414,820.56$
Water/Wastewater Purchase Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20 TOTAL
Water Purchase 40,581.42$ 27,823.71$ 20,898.57$ 19,007.31$ 15,037.56$ 14,651.25$ 10,842.34$ 19,964.02$ 168,806.18$ Wastewater Purchase 9,570.10$ 9,233.80$ 8,726.50$ 8,626.18$ 8,447.20$ 8,568.04$ 9,135.76$ 9,665.82$ 71,973.40$ St. Michael's Surcharge 206.76$ 206.76$ 206.76$ 206.76$ 206.76$ 271.61$ 36.21$ 122.22$ 1,463.84$ Total 50,358.28$ 37,264.27$ 29,831.83$ 27,840.25$ 23,691.52$ 23,490.90$ 20,014.31$ 29,752.06$ 242,243.42$
Profit/Loss 23,656.43$ 47,398.06$ 26,640.80$ 19,989.84$ 17,488.39$ 13,855.56$ 16,979.86$ 6,568.20$ 172,577.14$
Active/New Accounts Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20
Water 199 199 199 199 199 199 199 199Sewer 138 138 138 138 138 138 138 138
Aged Accts. Received Oct-19 Nov-19 Dec-19 Jan-20 Feb-20 Mar-20 Apr-20 May-20
31-60 Days Delinquent 1,675.65$ 1,361.80$ 2,090.24$ 664.46$ 968.13$ 977.43$ 684.55$ -$ 90+ Days Delinquent 493.15$ 500.73$ 1,198.51$ 438.97$ 325.13$ 418.17$ 322.33$ 78.36$
Customer Deposits Total 69,150.00$ 5/31/2020
27
28
29
30
31
32
33
34