BOARD OF TRUSTEES MEETING TUESDAY, MAY 13, 2014 ......PLEDGE INVOCATION 1. MINUTES: a) Approval of...

BOARD OF TRUSTEES MEETING TUESDAY, MAY 13, 2014 – 4:00 PM

CITY COMMISSION CHAMBERS – 3RD FLOOR AGENDA

CALL TO ORDER PLEDGE INVOCATION 1. MINUTES:

a) Approval of Minutes for the Regular Board Meeting held April 29, 2014 2. BIDS AND CONTRACTS:

a) Approval of the Purchase of Fourteen (14) Pneumatic Actuators b) Approval of Extension to Professional Services Contract for S. McColl Rd. Water Transmission Line Project –

Phase I c) Award of Supply Contract for AMI/AMR Water Meters d) Purchase of Thirty-three (33) 2014 Vehicles for Various City and McAllen Public Utility Departments

3. MANAGER’S REPORT:

a) SWSC Proposed Buyout No. 7 b) Review of Quarterly Investment Report as of 12/31/13 c) Consideration and Approval of Financial Report as of 12/31/13 d) Approval of Bad Debt Write-Off for Water and Sewer Fund for 4th Qtr of FY 2012-2013 e) Reimbursement Update: Collections

4. EXECUTIVE SESSION, CHAPTER 551, TEXAS GOVERNMENT CODE, SECTION 551.071

CONSULTATION WITH ATTORNEY, SECTION 551.072 LAND TRANSACTION, SECTION 551.074 PERSONNEL MATTERS; SECTION 551.087 ECONOMIC DEVELOPMENT NEGOTIATIONS

a) Consultation with City Attorney regarding Legal Aspects of Construction Contract – Balboa Lift Station Upgrade

(551.071 T.G.C.) b) Consultation with City Attorney regarding Legal Aspects of Professional Services Contract related to Auditing

Services (551.071 T.G.C.) ADJOURNMENT IF ANY ACCOMMODATION FOR A DISABILITY IS REQUIRED (OR INTERPRETERS FOR THE DEAF), NOTIFY UTILITY ADMINISTRATION (681-1630) FORTY-EIGHT (48) HOURS PRIOR TO THE MEETING DATE. WITH REGARD TO ANY ITEM, THE MCALLEN PUBLIC UTILITY BOARD OF TRUSTEES MAY TAKE VARIOUS ACTIONS; INCLUDING BUT NOT LIMITED TO RESCHEDULING AN ITEM IN ITS ENTIRETY FOR A FUTURE DATE OF TIME. THE MCALLEN PUBLIC UTILITY BOARD MAY ELECT TO GO INTO EXECUTIVE SESSION ON ANY ITEM WHETHER OR NOT SUCH ITEM IS POSTED AS AN EXECUTIVE SESSION ITEM AT ANY TIME DURING THE MEETING WHEN AUTHORIZED BY THE PROVISIONS OF THE OPEN MEETINGS ACT. THE NEXT REGULARLY SCHEDULED BOARD MEETING WILL BE HELD ON WEDNESDAY, MAY 28, 2014, AND TUESDAY, JUNE 10, 2014.

McALLEN PUBLIC UTILITY

STANDARDIZED RECOMMENDATION FORM

CITY COMMISSION AGENDA ITEM IUTILITY BOARD X DATE SUBMITTED 05/08/ 14

PLANNING & ZONING COMMISSION MEETING DATE 05/ 13/ 14

OTHER

1. Agenda Item: Approval of Minutes for the Regular Meeting held April 29, 2014

2. Party Making Request: Nyla L. Flatau, TRMC, Utility Board Secretary

3. Nature of Request: Brief Overview) Attachments: X Yes No

Approval of minutes as presented.

4. Policy Implication:

5. Budgeted: Yes No N/ A

Bid Amount: Budgeted Amount:

Under Budget: Over Budget:

Amount Remaining:

6. Reimbursement: Is Applicable Is Not Applicable

Water: To:

Sewer: To:

SWSC: To:

7. Alternate Option/Costs:

8. Routing:NAME/TITLE INITIAL DATE CONCURRENCE

YES/NO

9. Staffs Recommendation: proval of minutes as presented.

10. City Attorney: Approved Disapproved None

11. MPU General Manager: 41. 4--- Approved Disapproved None

12. Director of Finance for Uti ties: pproved Disapproved None

13. Director of Purchasing: Approved Disapproved None

14. Action Taken:

STATE OF TEXAS

COUNTY OF HIDALGO

CITY OF MCALLEN

The McAllen Public Utility Board ( MPUB) convened in a Regular Meeting on Tuesday, April29, 2014, at 4: 00 pm in the City Commission Chambers at City Hall with the following present:

Chairman Charles Amos

Vice Chairman Ernest Williams

Trustee Tony AguirreTrustee Albert Cardenas

Commissioner Veronica Whitacre

Staff: Mark Vega, P.E., Interim General Manager

Kevin Pagan, City AttorneyNyla L. Flatau, Board SecretaryEdith Shelton, Assistant to the Utility Board SecretaryMarco Pedraza, Director of Wastewater SystemsJavier Santiago, Director of Water Systems

Melba Carvajal, Director of Finance for Utilities

Tim Skoglund, P. E., Utility EngineerCarlos Gonzalez, P.E., Assistant Utility EngineerOmar Gonzalez, CAD Operator III

Sandra Zamora, Director of Purchasing & ContractingSusan D. Schane, Grant Writer

Carlos Sanchez, Director of Public Works

CALL TO ORDER:

Chairman Charles Amos called the meeting to order.

1. MINUTES:

a) Approval of Minutes for the Regular Board Meeting held April 8, 2014

Vice Chairman Ernest Williams motioned to approve the minutes for theRegular Board Meeting held April 8, 2014; seconded by Trustee AlbertCardenas. The vote on the motion carried as follows:

AYE: Chairman Charles Amos, Vice Chairman Ernest Williams, TrusteeAlbert Cardenas, Commissioner Veronica WhitacreNAY: None

ABSTAIN: None

ABSENT: Trustee Tony Aguirre

The motion passed.

2. BIDS AND CONTRACTS:

a) Award of Contract - Purchase of Various Loaders for McAllen PublicUtility

Mr. Carlos Sanchez with Public Works stated that two pieces of equipmentwould be replaced; in which he recommended award of purchase contract toHoltcat of Weslaco, TX for a new skid steer loader for the WastewaterDepartment and to Dogget Heavy Machinery from San Juan, TX for a newJohn Deere backhoe for the Transmission & Distribution Department for thetotal purchase price of$72, 687.

Trustee Albert Cardenas motioned to approve award of contract for the

purchase of various loaders for McAllen Public Utility; seconded by ViceChairman Ernest Willams. The vote on the motion carried as follows:

AYE: Chairman Charles Amos, Vice Chairman Ernest Williams, TrusteeAlbert Cardenas, Commissioner Veronica WhitacreNAY: None

ABSTAIN: None

ABSENT: Trustee Tony Aguirre

The motion passed.

Trustee Tony Aguirre entered the chambers at 4: 09 pm.

b) Approval of Change Order No. 2 & Final Pay Application for S. 26th St.Water Line Project

Mr. Vega informed the Board that this change order was submitted by RojasHeavy Equipment due to an over-run of asphalt pavement in the amount of

18, 284.45, which increased the original contact amount to $ 456,068. 52.

Recommendation was for approval.

Vice Chairman Ernest Williams moved to approve change order and finalpayment for S. 26th St. Water Line Project. Commissioner Veronica

Whitacre seconded the motion. The motion carried unanimously by thosepresent.

c) Award of Construction Contract - S. McColl Rd. Water TransmissionLine Project

Mr. Gonzalez presented an award of construction contract for the S. McCollRoad Water Transmission Line Project; in which nine ( 9) bids werereceived. The lowest responsible, responsive bidder was Texas CordiaConstruction from Edinburg, TX for their bid amount of $341, 380. Staffrecommended approval of presented.

Trustee Tony Aguirre moved to approve award of construction contract.Vice Chairman Ernest Williams seconded the motion. The motion carriedunanimously by those present.

d) Award of Bid - Balboa Lift Station Upgrade

Mr. Pagan asked the Board to entertain a motion that authorized the InterimGeneral Manager and Board Attorney to continue negotiations with solebidder within the parameters discussed in closed session; in as such

negotiations fail, authorization was requested to re-bid project within theparameters discussed in closed session.

Trustee Albert Cardenas moved to approve Attorney's recommendation.Trustee Tony Aguirre seconded the motion. The motion carried unanimouslyby those present.

e) Approval of Extension of Professional Services Contract - S. McColl Rd.Water Transmission Line Project

Mr. Vega stated that the item was to have the contract extended to allow forconstruction to be completed, in which he further added that Staff is indiscussion to extend the time line for contracts which are typically one year.

Vice Chairman Ernest Williams moved to approve extension of ProfessionalServices Contract. Trustee Albert Cardenas seconded the motion. The

motion carried unanimously by those present.

5. EXECUTIVE SESSION, CHAPTER 551, TEXAS GOVERNMENT CODE,SECTION 551. 071 CONSULTATION WITH ATTORNEY, SECTION 551. 072

LAND TRANSACTION, SECTION 551. 074 PERSONNEL MATTERS; SECTION551.087 ECONOMIC DEVELOPMENT NEGOTIATIONS

Chairman Charles Amos recessed the meeting at 4: 22 pm to go into executive session.Chairman Charles Amos reconvened the meeting at 4: 57 pm and stated that thefollowing action would be taken.

Commissioner Whitacre exited meeting after Executive Session at 4: 57 pm.

Mr. Pagan stated that the following items required no action.

a)

Consultation with City Attorney - Workers Comp/Loss Run Report

as of March 31, 2014( 551.071 T.G.C.)

b) Consultation with City Attorney - Liability, Subrogation and LitigationClaims Report as of March 31, 2014 ( 551. 071 T.G.C.)

c) Consultation with City Attorney Regarding Legal Aspects of

Construction Contract- Balboa Lift Station Upgrade (551. 071 T.G.C.)

3. UTILITY LAYOUTS:

a) Jx Sports Subdivision

Mr. Gonzalez presented a 1. 955 acre tract property located on the north-westcorner of the intersection of Buddy Owens Blvd. and North 29th Street. Headded that subdivision approval be given subject to: 1) dedication of a utilityeasement along Buddy Owens and N. 29th Street, 2) payment of a sewerlinereimbursement in the amount of$ 2, 554. 19, payable to MPU for the Nolana

Diversion Sewer Project, 3) payment of a sewerline reimbursement in the

amount of$677. 86, payable to MPU for the MISD #9 sewer improvements,

and 4) payment of a waterline reimbursement in the amount of $1, 311. 27,

payable to MPU for the MISD #9 waterline improvements.

Vice Chairman Ernest Williams moved to approve Jx Sports Subdivision.

Trustee Albert Cardenas seconded the motion. The motion carried

unanimously by those present.

4. MANAGER' S REPORT:

a) Presentation by BBS

Said item was for report only.

b) Discussion of Water Conservation

Said item was for information only.

ADJOURNMENT

There being no other business to come before the Board, the meeting was unanimously adjournedat 5: 30 pm.

Charles Amos, Chairman

Attest:

Nyla L. Flatau, TRMC, CMC

Utility Board Secretary

McALLEN PUBLIC UTILITYSTANDARDIZED RECOMMENDATION FORM

CITY COMMISSION AGENDA ITEM

UTILITY BOARD X DATE SUBMITTED 5/05/ 14


OTHER

1. Agenda Item: Project No. 04- 14- P37-30 – Purchase of Fourteen ( 14) Pneumatic

Actuators

2. Party Making Request: Javier Santiago, Director of Water Systems in conjunction withSandra Zamora, CPM, Director of Purchasing& Contracting


Staff requests authorization to award Purchase Contract of Fourteen ( 14) Pneumatic

Actuators to the low bidder WWater Tech Services Inc. of Waller, TX for their bid

amount of$ 83,526.00.

4. Policy Implication: McAllen Public Utility Board Policy

5. Budgeted: X Yes No N/ A

Bid Amount: $83,526.00 Budgeted Amount: $ 84,000.00

Under Budget: $ 474.00 Over Budget:

Amount Remaining: $ 474.00


Water: To:

Sewer: To:

SWSC: To:



YES/ NOJavier Santiago, Director of Water Systems 511/ i q Y45

9. Staffs Recommendation: Approval as presented.

10. City Attorney: 4__ Approved Disapproved None

11. MPU General Manager: proved Disapproved None

12. Director of Finance for Utilits; pproved — Disapproved None


14. Action Taken:

McALLENPUBLIC UTILITY

Memo

To: Mark Vega, P.E., Interim General Manager

From: Javier Santiago, Director of Water Systems

Date: May 5, 2014

Subject: Project No: 04- 14- P37-30

Purchase of Fourteen ( 14) Pneumatic Actuators

Goal:

Staff recommends the bid be awarded to the low bidder, Water Tech Services Inc.of Waller, TX. for their bid amount of$ 83, 526 for items 1- 14.

Explanation:

On April 29, 2014, the Purchasing & Contracting Department received two (2)bids for the Purchase of Fourteen ( 14) Pneumatic Actuators. This project was

advertised in our local newspaper, and was publicized on the City' s bidding portal.

Options:

1.) Award bid to Water Tech Services Inc. of Waller, TX.2.) The McAllen Public Utility Board may elect to direct staff to reject all bids

and re- solicit.

Recommendation:

To award as recommended in GOAL area.

Please prepare item for consideration at the next McAllen Public Utility BoardMeeting to be held on May 13, 2014.

cc: Sandra Zamora, Director of Purchasing& Contracting

BY: MLM

McALLEN Vendor Recommended for Award

PREPARED

BID OPENING: April 29, 2014 at 3: 00 pm

LOCATION: Conference Room (2nd floor) McAllen City HallPROJECT NO. 04- 14- P37- 30 PURCHASE OF FOURTEEN ( 14) PNEUMATIC ACTUATORS

WATER TECH SERVICES AGUAWORKS PIPE SUPPLY

INTERNALINCORPORATED LIC

NO. REF. NO. DESCRIPTION WALLER, TX BROWNSVILE, TX

FILTER# 1, INFLUENT, 18" VALVE, BRAND: a

1 890- 28 PRATT, MODULATING: NO 5, 211. 00 6, 581. 00

FILTER# 1, BACKWASH, 18" VALVE, BRAND:

2 890- 28 PRATT, MODULATING: YES 6, 973. 00 8,468.00

FILTER# 2, INFLUENT, 18" VALVE, BRAND:

3 890-28 PRATT, MODULATING: NO 5, 211. 00 6, 581.00


4 890-28 PRATT, MODULATING: YES 6, 973.00 8,468. 00


5 890-28 PRATT, MODULATING: NO 5, 211.00 6, 581. 00


6 890- 28 PRATT, MODULATING: NO 5, 211. 00 6, 581. 00


7 890-28 PRATT, MODULATING: NO 5, 211. 00 6, 581. 00


81 890-28 PRATT, MODULATING: YES 6, 973. 00 8,468. 00


9 890-28 PRATT, MODULATING: NO 5, 211. 00 6, 581. 00


10 890-28 PRATT, MODULATING: YES 6,973. 00 8,468. 00

FILTER# 7, EFFLUENT, 16" VALVE, BRAND:

11 890-28 PRATT, MODULATING: YES 6, 973. 00 8,468. 00


12 890- 28 LINCOLN, MODULATING: NO 5, 211. 00 6, 581. 00


13 890- 28 PRATT, MODULATING: YES 6,973. 00 8, 468.00


14 890- 28 LINCOLN, MODULATING: NO 5, 211. 00 6, 581. 00

GRAND TOTAL: 83, 526.00 103,456.00

MANUFACTURER/ MODEL: NOT SPECIFIED KINETRAL MODEL 147- 100

DELIVERY: WORKS RECEIVED 8- 12 WEEKS

BID BOND: CASHIERS CHECK BID BOND

HARD COPY OF BID SUBMITTED: SUBMITTED SUBMITTED

ELECTRONIC BID SUBMITTED: SUBMITTED SUBMITTED

H:\ Purchasing and Contracting\ Department Files\ EXCEL\ Bid Tabs\BT PURCHASES\ BTP37- 30 ACTUATORS:if 1



CITY COMMISSION X AGENDA ITEM 21UTILITY BOARD DATE SUBMITTED 05/ 05/ 14


OTHER

1. Agenda Item: Approval of Extension to Professional Services Contract for S. McColl

Rd. Water Transmission Line Project— Phase I

2. Party Making Request: Marco A. Vega, P. E., Interim General Manager

3. Nature of Request: ( Brief Overview) Attachments: Yes No

Consideration and Award of amending Professional Services Contract.


5. Budgeted: Yes No X N/ A

Contract Amount: N/ A Budgeted Amount: N/A


6. Reimbursement: Is Applicable X Is Not Applicable

Water: To:

Sewer: To:

SWSC: To:

7. Alternate Option/Costs: N/ A


YES/NO

Marco A. Vega, P. E., Interim Gen. Mgr.

9. Staffs Recommendation: Award of Extension of Professional Services Contract

10. Advisory Board:

I) Approved Disapproved None

11. Attorney: Approved Disapproved None

12. Manager's Recommendation: L4, pproved Disapproved None

13. Director of Finance for Util' e Approved Disapproved None

14. Purchasing and Contracting Director:

15. Action Taken:

fit CPUBLIC UTILITY

MemoTo: Public Utility Board of Trustees

From: Marco Vega, P. E., Assistant General Manager

Date: 5/5/2014

Re: 16- inch S. McColl Rd. Water Transmission Line Project— Phase I

Gentlemen, the one-year time limit has expired for the professional services contract on the

above- referenced project. Staff recommends approval of extension of Professional Services

contract to Ramiro Gutierrez of Pharr, Texas for the McColl Rd. Water Transmission Line

Project— Phase I.

Please contact me with any questions you may have regarding this memo. Thank you.

MAV/mav



CITY COMMISSION AGENDA ITEM kUTILITY BOARD X DATE SUBMITTED 5/08/ 14

PLANNING & ZONING COMMISSION MEETING DATE 5/ 13/ 14OTHER

1. Agenda Item: Project No. 04- 14-SP29- 54 — Purchase of AMI/AMR Water Meters

2. Party Making Request: Javier Santiago, Director of Water Systems in conjunction with

Sandra Zamora, CPM, Director of Purchasing & Contracting


Staff requests authorization to award Purchase Contract of AMI/AMR Water Meters to

Aqua Metrics Sales Company of Schertz, TX for their bid amount on items 1- 6.

4. Policy Implication: McAllen Public Utility Board Policy


Bid Amount: As needed Budgeted Amount: $ 312, 875


Amount Remaining:


Water: To:Sewer: To:

SWSC: To:


8. Routing:NAME/TITLE INITIAL DTE CONCURRENCE

Ir' IYES/ NO

Javier Santiago, Director of Water Systems l, gr, I ` iJJ'' d

9. Staffs Recommendation: Approval as presented.

10. City Attorney: AApproved Disapproved None

11. MPU General Manager: Approved Disapproved None

12. Director of Finance for Utilities: Approved Disapproved None


14. Action Taken:

ItMcALLEYPUBLIC UTILITY

MemoTo: Mark Vega, P. E., Interim General Manager

From: Sandra Zamora, CPM, Director of Purchasing & Contractingin conjunction with Javier Santiago, Director of Water Systems

Date: May 8, 2014

Subject: Project 04- 14- SP29- 54 — Purchase of AMI/AMR WaterMeters

Goal:

Staff recommends award of a Supply Contract to the lowest responsive responsible bidder,Aqua Metric Sales Company of Schertz, TX for their unit prices as depicted on the attached bidtabulation for items 1- 6. If awarded, staff is requesting authorization, with Interim General Managerapproval, to exercise the option to extend the contract term for an additional four (4) year period, in

one year increments, subject to performance of the successful vendor being satisfactory and the unitprice(s) remaining unchanged. In addition, we respectfully request authorization to terminate suchcontracts with City Manager approval and re- award affected item(s) to the next lowest responsiveresponsible bidder meeting the requirements of the specifications, in the event that the awardedvendor fails to meet or perform under the terms and conditions of their Supply Contract.

Explanation:

On May 7, 2014, the Purchasing & Contracting Department received four (4) bids in

response to the above solicitation for a supply contract, for the Purchase of AMI/AMR 5/ 8",3/ 4", 1", 1 1/

2", and 2" meters. This project was advertised in our local newspaper, and waspublicized on the City' s bidding portal.

In our review we have determined that the bid for Alternate No. 1 & 2 for Aqua Metric SalesCompany does not meet the requirementsThe Base Bid for Badger Meter Inc. does not meet specs in the following areasAlternate Bid No. 1 for Badger Meter Inc. does not meet specs in the following areasThe Base Bid for HD Water Works does does not meet spec but they are high bidderThe Base Bid for Zenner Performance will require splicing between transceiver and meterrequiring additional cost, not included in bid pricing at this time. ( costs such as: additional

effort to install, time, personnel, material etc.)

Staff has confirmed that the meters proposed on the Base Bid for Aqua Metric SalesCompany:

1. Carry a 20 year warranty ( 10 year full and 10 year pro- rated).2. Require No splice connection between transceivers and meter.3. Meters are specifically designed to operate with previously awarded AMI/AMR

infrastructure system.

Options:

1.) Award bid to Aqua Metric Sales Company of Schertz, TX for their Base Bid pricing.2.) The McAllen Public Utility Board may elect to direct staff to reject all bids and re- solicit.

Recommendation:

To award as recommended in GOAL area.

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Standardized Recommendation Form

City Commission xL Agenda Item Aelutility Board Date Submitted

Other Board Meeting Date 1 4-

1. Agenda Item: Purchase of Thirty-three ( 33) 2014 Vehicles for Various City and McAllen PublicUtilities Departments. P jeutNo. 03- 14- P28-44

2. Party Making Request: Public Works

3. Nature of Request: (Brief Overview) Attachments: _ Yes No

Request authorization to award multiple Purchase Contracts to the lowest responsive andresponsible bidders meeting the minimum requirements of the specifications as outlined onattached memorandum and summarized below. ( 28-City, 5 MPU)

4. Policy Implication: RR( E3oar4approval needed.


Bid Amount: $ 200,983.00 Budgeted Amount: $ 209.00000

THESE VEHICLES WILL BE PAID FROM VARIOUS FUND ACCOUNTS

6. Alternate option/costs:

7. Routing:

NAME/TITLE INITIAL DATE CONCURRENCE

48/ a) ( ar|ooA. Sanchez. P. E.. j l7r

Public Works Director

b) Sandra Zamora, CPM

Purchasing & Contracting Director

o) K8e|beCorvaja|. ft /tv tieSFinance Director

8. Staff Recommendation: Summary: Recommend award of a Purchase Contract to Randell

Reed' s Prestige Ford of Garland, TX for Items # 2a, # 11 b. Caldwell Country Ford from Caldwell,TX for Item# 10.

9. AdvinoryBoard: Approved [) ioappnoved None

10. City Attorney: Approved Disapproved None

11. Manager's RecommendationApproved Disapproved None

CITY O F PUBLIC WORKS

McALLEN MEMORANDUM

TO: Mark Vega, Interim General Manager

FROM: Carlos A. Sanchez, P. E., CFM, CPM, Director of Public Works

DATE: May 8, 2014

SUBJECT: Award of Contract - Purchase of Thirty-three (33) 2014 Vehicles for various CityDepartments and McAllen Public Utilities. Project No. 03- 14- P28-44

GOAL: Fleet Operations Department requests your authorization to award multiple Purchase Contracts

to the lowest responsive and responsible bidders meeting the requirements of the specifications and bidsolicitation documents. Recommendations are based on a per item basis. Attached, for your review, is

the Bid Tabulation depicting the proposed vendor(s) to be contracted with, upon City Commissionapproval. In addition, we have included the current year's budget within the recap below.

BRIEF EXPLANATION: On March 25, 2014, Purchasing and Contracting solicited and opened sealedbids for the purchase of thirty- three ( 33) 2014 Vehicles for various departments ( 28-City and 5- MPU). A

total of four ( 4) vendors responded to our solicitation providing their pricing structure reflecting dealerpricing.

HISTORY: Historically, the City solicits sealed bids for vehicles that have reached and/ or surpassedtheir life expectancy, and have been recommended for replacement. ( Please note that all vehicles due

for replacement have gone through the justification and budget approval process).

OPTIONS: Award Purchase Contracts as outlined below.

TOTAL

VENDOR( Recommended Low ITEM CONTRACT

Bidder) NUMBER AMOUNT

RANDELL REED' S PRESTIGE FORD

GARLAND, TX 2a, 11b 44,050.00

CALDWELL COUNTRY FORD

CALDWELL, TX 10 156, 933. 00

GRAND

TOTAL 200,983. 00

Funding for these purchases is through various funding sources and is outline in the attachedspreadsheet.

RECOMMENDATION DETAILS: Staff recommends award of a Purchase Contract to Randell Reed' s

Prestige Ford of Garland, TX for Items # 2a, and # 11 b; Caldwell Country Ford from Caldwell, TX for Item10.

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CITY OF McALLEN


CITY COMMISSION AGENDA ITEM 50--'UTILITY BOARD X DATE SUBMITTED 05/ 05/ 14


OTHER

1. Agenda Item: SWSC Proposed Buyout No. 7

2. Party Making Request: Carlos Gonzalez, P. E., Development/ Special Projects Engineer

3. Nature of Request: ( Brief Overview) Attachments: X Yes No

Consideration of Proposed SWSC Buy-Out


5. Budgeted: Yes X No N/ A

Proposed Buy-Out Amount: 314, 049. 11




lYES/ NO

Marco A. Vega, P. E., Interim Gen. Mgr. c/ 1` C/' 1 ! l`(

9. Staffs Recommendation: Approval as proposed by Staff.

10. Advisory Board: Approved Disapproved None

11. Attorney: 0 Approved Disapproved None

12. Manager's Recommendation: --' Approved Disapproved None

13. Financial Operations Man ger: Approved Disapproved None

14. Purchasing and Contracting: Approved Disapproved None

15. Action Taken:

MemoTO: Marco A. Vega, P. E., Interim General Manager

FROM: Carlos Gonzalez, P. E., Development/Special Projects Engineer

DATE: May 7, 2014

SUBJECT: Proposed Sharyland WSC Buy-out No. 7

On April 29, 2013, MPUB convened a workshop meeting in which consideration was given to thepurchase of approximately 701 acres of water service area from Sharyland WSC. The service

area was more-or-less centered along 5 Mile Road and Bentsen Road as illustrated in attachedexhibit. At the time of the workshop meeting, the estimate for the buy-out was calculated as

323,538.94 After some consideration and discussion, the MPUB recommended that staff move

forward with this proposed buy-out. A copy of the meeting minutes is included in this agendapacket.

Since this initial workshop meeting, Staff has coordinated closely with Sharyland WSC staff tobetter define the subject area. The proposed service area has been reduced from 701 acres to

633 acres. A total of 82 existing services have been identified to be part of this transfer. These

82 accounts have been surveyed and are illustrated in attached exhibit. Sharyland WSC has

also identified the existing " active" waterlines that will be part of this transaction. These lines

range from 2" diameter to 6" diameter and are also illustrated in the attached exhibit.

Sharyland WSC is proposing a sale price of $314,049. 11 for this buy-out. A breakdown of this

cost calculation is attached.

Staff recommends moving forward with this purchase. Specific direction is requested from MPUB

to address the timing of this purchase. Sharyland WSC has indicated that they are ready toproceed with this transaction. MPU did not include funds for this purchase in our current budget.

Therefore, a budget amendment would be required should we decide to move forward during thisfiscal year. Alternately, we could simply include this funding in next years planned budget.

Staff respectfully requests a workshop with our MPUB to further discuss this matter.

Sharyland cVater Supply Corporation

IPO. 'Box 1868 7l fission,` Texas 78573-0031 956-585-6081

17 April 2014VIA EMAIL

HAND DELIVERED

McAllen Public UtilityMr. Marco A. Vega, P. E.

Interim General Manager

P. O. Box 220

McAllen, TX 78505

Re: Proposed Buy-Out Area, Bentsen Road & 5 Mile Road

Dear Mr. Vega:

The information we initially gave to Roel Rodriguez for the proposed Buy-Out area hasbeen corrected.

Although the area has not changed the number of customers has changed from 86 to82. Additionally, the cost has changed from $323, 582.94 to $ 314,049. 11.

If the City would like to move forward with this Buy-Out then please contact Mr. JamesStuhlman to arrange a meeting between the City staff and Sharyland Water SupplyCorporation staff who will coordinate this Buy-Out process.

Please contact me if you have any questions.

Sincerely,

en';, n. ®a.. .::

General Maner'

SD/cc

Enclosures 4771C: 1

1. t: c\ Q 1

Sharyland WSC is an equal opportunity provider and employer.

Sharyland Water Supply CorporationP. O. Box 1868

Mission, TX. 78573

McAllen Buyout April 2014

1 Replacement costs ( Depreciable Materials)

Materials( Main Lines) 38,469.90

Materials ( Meters) 28,680.00

TOTAL 67, 149.90

2 Labor( Main Lines) 51, 928.80

Labor( Meters) 27, 220.00

TOTAL LABOR REPLACEMENT COSTS 79, 148. 80

3 Engineering Fees( 7. 5%) 10,972.40

4 Adjustment to Costs( Depreciation of Materials)

Materials (Main Lines& Meters) 67, 149.90

Depreciation @ 15% 10,072.49

Adjusted Cost of Materials 57, 077.42

5 Costs After Adjustments

Materials( Main Lines& Meters) 57,077.42

Labor( Total) 79, 148.80

Engineering Fees @ 7. 5% 10,972.40

TOTAL COSTS AFTER ADJUSTMENTS 147,198. 62 $ 147, 198.62

6 Cost of Modifying SWSC LinesMaterials 3, 505. 96

Labor 4,270.00

TOTAL COST OF MODIFICATIONS 7, 775.96 $ 7, 775.96

7 Loss of Income (Three years) x(# of Accounts) 82 $ 159,074.53 159074.53

8 Calculation of TOTAL Buy-out Costs:Materials, Labor& Engineering Fees 147,198. 62

Costs of SWSC Line Modifications 7, 775.96

Loss of Income 159, 074.53

TOTAL COST OF BUY-OUT 314,049. 11

MAIN LINES

Material:

QTY: DESCRIPTION Unit Price EXTENSION

2490 6" CL 160 PVC pipe 4.47 $ 11, 130. 30

5061 5" CL160 PVC pipe 3. 50 $ 17,713.50

1766 4" CL 160 PVC pipe 2. 25 $ 3, 973.50

2625 2" CL 160 PVC Pipe 0.77 $ 2, 021.25

1 4" Gate Valve 311.69 $ 311.69

1 2" Gate Valve 190.21 $ 190. 21

5 Flush Valve Assy. 195. 00 $ 975.00

6 Cast Iron Valve Boxes 31. 18 $ 187. 08

55 4" CI carrier 30.00 $ 1, 650.00

71 6" Casing 4.47 $ 317. 37

TOTAL MATERIAL COSTS 38,469.90

Labor:


2490 6" Trench& Install 4.00 $ 9, 960.00

5160 5" Trench& Install 4.00 $ 20, 640.00

1766 4" Trench& Install 4.00 $ 7, 064.00

2625 2" Trench& Install 4.00 $ 10,500.00

1 Install Gate Valve 250.00 $ 250.00

5 Install Flush Valve 180.00 $ 900.00

55 Install 4" carrier pipe 16.56 $ 910.80

71 Install 6" casing( CI) 24.00 $ 1, 704.00

TOTAL LABOR COSTS 51,928.80

METER COSTS

Material:


6 6" x 5/ 8" Lineside meter 334.00 $ 2, 004.00

1 6" x 5/ 8" Roadbore meter 374.00 $ 374.00

1 5" x 1" Roadbore meter 476.00 $ 476.00

1 5" x 2" Roadbore meter 2063.00 $ 2, 063.00

17 5" x 5/ 8" Lineside meter 326.00 $ 5, 542.00

16 5" x 5/ 8" Roadbore meter 366.00 $ 5, 856.00

12 4" x 5/ 8" Lineside meter 315.00 $ 3, 780.00

2 4" x 5/ 8" Roadbore meter 355.00 $ 710.00

5 4" x 5/ 8" Crossover 195. 00 $ 975.00

6 2" x 5/ 8" Lineside Meter 300.00 $ 1, 800.00

15 2" x 5/ 8" Roadbore meter 340.00 $ 5, 100.00

TOTAL MATERIAL COSTS 28, 680.00

Labor:

QTY: Unit Price EXTENSION

DESCRIPTION

80 5/ 8" meter installations 100.00 $ 8,000.00

1 1" meter installations 100.00 $ 100.00

1 2" meter installations 300.00 $ 300.00

34 40 ft x 2" Roadbores @ $ 12.50/ ft 500.00 $ 17,000.00

1 70ft x 4" roadbore @ $ 26/ ft 26.00/ ft $ 1, 820.00


MODIFICATION TO S. W.S. C. LINES

Material:


DESCRIPTION

4 flush valve assy 195. 00 $ 780.00

4 Cast Iron Valve Boxes 31. 18 $ 124.72

50 6" PVC pipe 4.47 $ 223. 50

50 12" PVC casing 16.41 $ 820.50

2 6" MJ x Mj 90* elbow 52. 31 $ 104. 62

1 12" Mj x Flg 90* elbow 534.99 $ 534.99

1 12" x 6" Flg x Flg Reducer 329.99 $ 329.99

1 2" flg x mj GV 220.00 $ 220.00

1 6x6x2 FIg x FIg x FIg Tee 250.33 $ 250.33

1 6" Flg x Mj adapter 117. 31 $ 117. 31

TTL. MATERIAL COST 3, 505.96

Labor:


DESCRIPTION

2 Service call - install flush valves 180.00 $ 360.00

50 feet 12" Bore( install pvc casing& pipe) 34.00 $ 1, 700.00

2 Service call- modify 2" and 6" 180 $ 360.00

Water Mains

4 Install 6" C. I. Fittings 200 $ 800.00

2 Install 12" C. I. Fittings 400 $ 800.00

1 Install 2" G. V. 250 $ 250.00


TOTAL COST TO MODIFY SWSC LINES: 7,775.96

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CITY COMMISSION AGENDA ITEM 37UTILITY BOARD X DATE SUBMITTED 05/07/2014

OTHER( Audit/Investment Committee) MEETING DATE 05/ 13/2014

1. Agenda Item: Review of Quarterly Investment Report for the Quarter Ended December 31, 2013

2. Party(ies) Making Request: Roel Rodriguez, P.E., Interim City, Marco A. Vega, P.E., Interim

General Manager, Susan A. Lozano, Interim Finance Director, Melba D. Carvajal, Director of

Finance for Utilities

3. Nature of Request: ( Brief Overview) Attachments: X Yes _ No

Attached is the Quarterly Investment Report for the quarter ended December 31, 2013, for yourreview and approval. The Audit and Investment Committee met on May 1, 2014 and

recommended approval of the report.

4. Policy Implication Required by law

5. Budgeted: Yes _ No X N/A

6. Alternate Option/Costs: N/A

7. Routing:


YES/NO

a.) Roel Rodriguez, P.E.

Interim City Manager ffb.) Marco A. Vega, P.E. 44,.-. 5-( 1m j

Interim General Manager Ub.) Susan A. Lozano tf1hci Ye5Interim Finance Direct.

c.) Melba D. Carvajal I I I N Lk SDirector of Finance for Utilit s

8. Staff Recommendation: Audit Committee recommends report be accepted.

9. Advisory Board:_ ApprovedT

Disapproved _ None

10. City Attorney: V Approved Disapproved — None

11. Manager' s Recommendation: c- Accepted — Disapproved _ None

12. Director of Finance Recommen do : — Accepted , Disapproved _ None

13. Action Taken:



CITY COMMISSION AGENDA ITEM 3GUTILITY BOARD X DATE SUBMITTED 5/ 7/2014

PLANNING AND ZONING COMMISSION MEETING DATE 5/ 13/ 2014

OTHERT

1. Agenda Item: Review ofUtility Financial Statements as of December 31, 2013

2. Party Making Request: Melba D. Carvajal, Director of Finance for Utilities

3. Nature of Request: ( Brief Overview) Attachments: X Yes _ No

Water Fund year-to-date revenue,$ 3, 777, 308, decreased$ 476,072 from the same period ofthe prior year and 4% under

budget, while operating expenses year-to-date, $ 4, 126, 164, increased 3% compared to the previous year, 3% under

budget. The Sewer Fund reported year-to-date revenues of$3, 539, 103 a decrease of$69,742 from the same period ofthe prior year, 2% under budget, while operating expenses year-to-date totaled$ 3, 550,240, an increase of9% compared

to the previous year, 2% below budget.

4. Policy Implication: N/A

5. Budgeted: Yes _ No X N/A

6. Alternate Option/Costs: N/A

7. Routing:


YES/NO

a.) Melba Carvajal N` Is 1/4-ZE SDirector of Finance for Utili ' s

8. Staff Recommendation: None— item for information only

9. Advisory Board:_ Approved _ Disapproved _ None

10. City Attorney, _ Approved _ Disapproved _ None

11. Manager' s Recommendation: Approved Disapproved None

12. Director of Fina e: Approved Disapproved None

13. Action Taken:

11111 McAllen Public Utility

FINANCIAL STATEMENTS

For the Quarter Ended December 31, 2013

Prepared By:Melba D. Carvajal

Director ofFinancefor Utilities

EXECUTIVE SUMMARY

Review of the Financial Statements

For the Three Months EndingDecember 31, 2013

Statement ofRevenues and Expenses

Water Fund

Overall

Year-to-date revenues are reported at $ 3, 777,308, a decrease of$476,072 or 11% under the same

period of the prior year- 4% under budget on a flat basis. Year-to-date operating expenses arereported at $ 4, 126, 164, an increase of$ 118, 073, 3% over the same period of the prior year- 3%

under budget on a flat basis. This resulted in year-to- date revenues under expenses of$ 348, 856

before the required transfers-out to fund the principal portion of debt service and capital

replacements and improvements.

Revenues

Charges to Users

Charges to user revenue for all categories ofcustomers aggregates,$ 3, 471, 790, which is$ 462,086,

or 12% under the same period of the prior year. The residential category experienced an 8%decrease in revenues primarily due to the 15% decrease in consumption during the three-monthperiod, as indicated on page 3. The commercial category' s year-to-date revenues were also 19%under the prior year with consumption 19% under last year. Finally, revenues and consumption inthe industrial category came in approximately 1% and 2%, respectively, over the prior year.

Historically, approximately 40% of consumption is used the first six months of the fiscal year with

the remaining 60% consumed during the hotter, drier spring and summer months. When applyingthis ratio to year-to-date usage, consumption is 3% over the planned consumption of 9,034, 146, 000

gallons.

Tap FeesThis revenue line item, at$ 57, 850, is 8% under last year and 4% under year-to-date budget.

Connects& Reconnects

This revenue line item, at$ 49, 150, is 14% under last year and 5% under year-to-date budget.

Interest income

Interest earnings are 20% over budget. As shown on the Investment Analysis, located on page 12 of

the financial report, the M& O portion of the Water Fund earned a blended rate of 0. 37% on cash and

investments; the fund as a whole, 0.46%.

Expenses

Almost without exception, expense line items, year-to- date, were under budget on a flat basis. The

more significant fluctuations are discussed on page 3.

Accounts

The number of water accounts serviced increased 1% from the prior year. At December 31, 2013,

44, 182 water accounts were serviced compared to 43, 637 the prior year, an increase of 545 new

accounts. During the first three months of the current fiscal year, the number of accounts increasedby 114 new accounts.

Sewer Fund

Overall

As presented on page 5 ofthe report, year-to-date revenues are reported at$ 3, 539, 103, a decrease of69,742, or 2%, under the same period of the prior year- 2% under budget on a flat basis. Year-to-

date operating expenses are reported at $ 3, 550,240, an increase of$ 306,089, 9% over the same

period of the prior year- 2% under budget on a flat basis. This resulted in revenues under expenses

of$11, 137 before the required transfers-out to fund the principal portion ofdebt service and capitalreplacements and improvements.

Revenues

Charges to Users

Charges to user revenue for all categories of customers for the three-month period aggregates3, 239,071, which is $ 84,625 or 3% under the same period of the prior year, 3% under budget.

Generally sewer rates are applied to metered water, therefore the water consumption comparison dataon page 3 is relevant in explaining revenue variances between the fiscal years. Revenues within theresidential category were 4% under the prior year, 3% under budget. Revenues within the

commercial category were 1% under the prior year, when combining both the commercial and CityofAlton revenues. Finally, revenues within the industrial category came in 13% over the prior year,

10% under budget.

Industrial Waste Surcharge

This revenue line, at$ 190, 837, is 13% over the annual budgeted amount of$500,000 on a flat basis,due to the enforcement of the pre-treatment program.

Reimbursements

Reimbursements, at$ 29,602 are 20% over budget.

Interest income

Interest earnings are 5% under budget for this period of the year. As indicated on page 12 of thefinancial report, the M& O portion of the Sewer Fund earned a blended rate of 0.39% on cash and

investments; the fund as a whole, 0.28%.

Expenses

Almost without exception, expense line items, year-to-date, were under budget. The more significantfluctuations are discussed on page 6.

Accounts

The number of sewer accounts serviced increased 1% from the prior year. At December 31, 2013,

39,357 sewer accounts were serviced compared to 38,856 the prior year, an increase of 501 new

accounts. During the three months of the current fiscal year, the number of accounts increased by110 new accounts.

ii

Balance Sheets

Water& Sewer Funds-- Combined

Both the Water and Sewer Funds financial condition continues to present a strong showing, asindicated on pages 8 and 9. Combined working capital amounts to$ 19,261, 157. Debt-equity ratio is71/ 1. The restricted accounts, the portion relating to debt service, are considered adequate.

Water& Sewer Funds

A summary of the portfolio for the Water and Sewer Funds is presented on page 12 of the financialreport. Overall the portfolio is allocated with$ 458, 828 in demand deposit accounts, which earned

0. 00% in December;$ 1, 300,000 in certificates ofdeposit, which are currently earning a blended rateof0. 18%;$ 3, 607,870 in a PlainsCapital Bank CD Spread Program, earning 0.62%; $ 37, 196,601 in

government securities, which are currently earning a blended rate of 0.51%; and $ 20,721, 378 in

TEXPOOL, which earned 0.04% in December. The overall blend of the entire portfolio is presented

as 0. 35%.

iii

McALLEN PUBLIC UTILITY- WATER FUND& SEWER FUND

COMBINED STATEMENT OF REVENUES AND EXPENSES& CHANGE IN NET ASSETS


Water Fund Sewer Fund Combined

OPERATING REVENUES

Residential Charges 2, 157,587 $ 2, 153, 260 $ 4, 310,847

Commercial Charges 1, 213,778 805,792 2,019,570

Industrial Charges 100,415 64,031 164,446

City of Alton User Charges 110, 987 110, 987

Calpine/ Duke Reuse Charges 105,000 105, 000

Regional Water Sales 11 11

Industrial Waste Surcharge 190, 837 190, 837

Reimbursements 6,637 29,602 36,239

Billing Charges 114, 996 114, 996

Connects/Reconnects 49, 150 49, 150

Tap Fees 52,850 52, 850

Other Charges 75,795 77,217 153, 012

Total Operating Revenues 3, 771, 218 3, 536,727 7, 307,945

NON-OPERATING REVENUES

Sale of PropertyInterest 6, 091 2, 376 8, 467

Total Non-Operating Revenues 6,091 2,376 8, 467

TOTAL REVENUES 3,777,308 3,539, 103 7,316,412

EXPENSES

Plants 1, 059,433 957,532 2,016,965

Lab 357,275 88, 237 445, 512

Cost of Raw Water 66,647 66,647

Distribution& Collections 465,635 408,491 874, 126

Meter Readers 186, 644 186, 644

Utility Billing 160, 515 160, 515

Customer Relations 164, 004 164,004

General& Administration 282,068 205,904 487,972

Non-recurring ExpenseEmployee Benefits 26,000 26,000

Insurance 22,509 18, 039 40,548

Debt Service 313,457 365,274 678, 731

Billing Charges 56, 748 56, 748

Depreciation* 1, 021, 976 * 1, 450,014 * 2,471, 990

TOTAL EXPENSES 4, 126, 164 3, 550,240 7,676,402

INCOME(LOSS) PRIOR TO CONTRIBUTIONS&

TRANSFERS 348,856) $ 11, 137) $ 359,990)

Contributions- Acquired Assets 160, 224 20,000 180,224

Change in net assets 18.8.2.P.2). ..__,._____.. 8, 863 $____......_...( 179,769).

Capital OutlayTransfer to Capital Improvement Fund 120,093 176,073 296,166

Transfer to Depreciation Fund 357,692 724,537 1, 082,229

Transfer to Misc. Gov't. Grants Fund

Reserve For Water Rights

Rebatable Arbitrage

Capitalized Interest

Depreciation is recorded at 100% forfinancial statement purposes butfunded at 35% within the Water Fund

and 50%.within the Sewer Fund.

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2-


WATER FUND REFERENCE NOTES


Ref Description Month Ending Fiscal Year- to- Date Inc

CONSUMPTION 31- Dec-13 31- Dec- 12 Inc(Dec) % Inc(Dec) 31- Dec- 13 31- Dec- 12 Inc(Dec) ( Dec)

A Residential 328, 031, 600 373, 277,400 ( 45, 245, 800) - 12. 12% 1, 061, 228, 600 * 1, 248, 262,000 ( 187, 033, 400) - 14.98%

B Commercial 227, 828,400 277,718, 600 ( 49, 890,200) - 17. 96% 731, 167, 900 908, 180,600 ( 177, 012, 700) - 19.49%

C Industrial 26, 011, 000 24,646, 900 1, 364, 100 5. 53% 71, 542, 900 70, 302,200 1, 240, 700 1. 76%

Total 581, 871,000 675,642, 900 ( 93, 771, 900) - 13. 88% 1, 863, 939, 400 2,226, 744, 800 ( 362, 805,400) - 16. 29%

Budgeted Consumption for fy 2013- 14( gals.)= 9 034 146 000

NUMBER OF WATER ACCOUNTS

A Residential ** 37, 120 36,684 436 1. 19%

B Commercial 6, 891 6,786 105 1. 55%

C Industrial 171 167 4 2. 40%

Total 44, 182 43, 637 545 1. 25%

Gallons year-to- date for Sharyland accounts = 11, 081, 600

Number of Sharyland accounts= 266

Number of new accounts for the current fiscal year:

Number of accounts at 12/ 31/ 13 44, 182

Number of accounts at 9/ 30/ 13 44,068

Increase/( Decrease) in accounts 114

ANALYSIS OF YEAR-TO-DATE EXPENDITURES:

D Water Plant- The increase over prior year is primarily due to an increase in wages/benefits,$ 1, 627, and maintenance of equipment,$ 68, 357; offset by adecrease in chemicals and supplies,$ 60,042, other services& charges,$ 5, 112, and non-capitalized capital outlay,$ 2, 802.

E Cost of Raw Water- The decrease under last year is primarily attributed to the decrease in water consumption this year in comparison to the same periodthe prior year.

F Water Lab- The slight increase over prior year is primarily due to an increase in wages/ benefits,$ 809, and supplies,$ 887; offset by a decrease m otherservices& charges,$ 1, 531, and maintenance,$ 134.

G Water Line Maintenance- The increase over prior year is primarily due to an increase in wages/benefits,$ 28, 116, supplies,$ 6,263, other services andcharges,$ 458, and non-capitalized capital outlay,$ 624; offset by a decrease in maintenance,$ 17, 874.

H Meter Readers- The increase over prior year is primarily due to an increase in wages/ benefits,$ 18, 029, supplies,$ 1, 114, and other services and charges,36; offset by a decrease in maintenance,$ 989.

I Utility Billing- The increase over prior year is due to an increase wages/benefits,$ 6, 620, and other services& charges,$ 31, 661; offset by a decrease insupplies,$ 1, 455.

J Customer Relations- The increase over prior year is due to an increase in wages/ benefits,$ 3, 704, and other services& charges,$ 1, 476; offset by a decreasein supplies,$ 860.

K Water Administration- The increase over prior year is due to an increase in wages/ benefits,$ 10, 121, other services& charges,$ 2, 548, and maintenance,

1, 329; offset by a decrease in supplies,$ 512.

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5


SEWER FUND REFERENCE NOTES


ANALYSIS OF YEAR-TO-DATE EXPENDITURES

Ref Description Month Ending Fiscal Year-to-Date

CONSUMPTION 31- Dec- 13 31- Dec-12 Inc(Dec) Inc(Dec) 31- Dec- 13 31- Dec-12 Inc(Dec) ( Dec)

A Residential 281, 192, 300 310,674,300 ( 29,482,000) 9. 49% 889,506,300 * 1, 029, 158, 800 ( 139, 652,500) - 13. 57%

B Commercial 189, 341, 800 192, 741, 700 ( 3, 399,900) 1. 76% 569,003, 500 608, 861, 500 ( 39, 858,000) - 6. 55%

C Industrial 24, 187, 800 21, 981, 200 2,206,600 10. 04% 65,470, 900 61, 940, 600 3, 530,300 5. 70%

Total 494,721, 900 525, 397,200 ( 30,675, 300) 5. 84% 1, 523, 980, 700 1, 699,960,900 ( 175, 980,200) - 10. 35%

Budgeted consumption for fy 2013- 2014( gals.)= 7, 146, 828,000

NUMBER OF SEWER ACCOUNTS

A Residential 34,026 33, 569 457 1. 36%

B Commercial 5, 192 5, 151 41 0. 80%

C Industrial 139 136 3 2. 21%

Total 39, 357 38, 856 501 1. 29%

Number of new accounts for the current fiscal year:



Increase/(Decrease) in accounts 110

Ref Description

A Revenues- These variances are primarily due to a decrease in wastewater usage.

B Sewer Plant- The decrease under prior year is due to a decrease in wages/ benefits,$ 6, 793, supplies and chemicals,$ 4, 569, rental& contractual, electricity and

other services& charges,$ 94, 862, and non-capitalized capital outlay,$ 10, 163; offset by an increase in maintenance,$ 1, 622.

C Sewer Lab- The increase over prior year is primarily due to an increase in wages/ benefits,$ 3, 522, and supplies,$ 6, 272; offset by a decrease in other services

and charges,$ 1, 082, maintenance,$ 596, and non- capitalized capital outlay,$ 3, 927.

D Sewer Collections- The increase over prior year is due to an increase in wages/benefits,$ 3, 086, supplies,$ 15, 272 and maintenance,$ 1, 931; offset by a decrease

in other services& charges,$ 4,920, and non- capitalized capital outlay,$ 7, 983.

E Sewer Administration- The increase over prior year is due to an increase in wages/ benefits,$ 25,015, and maintenance,$ 2, 000; offset by a decrease m

other services& charges,$ 12, 851, and supplies,$ 1, 335.

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WATER& SEWER FUND

COMBINED BALANCE SHEET

as of December 31, 2013

WATER FUND * SEWER FUND * COMBINED

ASSETS

Current Assets

Cash& Investments

Demand 2,300 $ 2,226,737 $ 2,229,037

Time Deposits 0 150,000 150, 000

Investments 4,251, 296 1, 504,873 5, 756, 169

Market Value Adjustment 6,273) 2,831) 9, 103)

Mgr/Trust Cash 0 0 0

Receivables, net:

Accounts 1, 454,486 1, 461, 087 2,915, 573

Accrued Interest 3, 898 1, 953 5, 850

Due From Other Funds 0 0 0

Water/Sewer Line Assessments 7, 480 14,333 21, 813

Inventories, at cost 13, 752 0 13, 752

Miscellaneous 0 0 0

Prepaid expenses 0 0 0

Total Current Assets 5, 726,940 $ 5, 356, 152 $ 11, 083, 092

Notes Receivable- Hunt 84, 351 84, 351 168, 703

Restricted Asset

Mgr/Trust Cash 0 0 0

Accrued Interest 23, 792 20,244 44,036

Due From Other Funds 0 0 0

Notes Receivable- Airport 329,002 0 329,002

AccountsReceivable0 200,000 200,000

Sub-Total 352,795 220,244 573,039

Demand 159,911 559,679) 399,769)

Time Deposits 2,262,650 ** 2,495,220 4,757, 870

Investments 17, 300,041 ** 33, 762,780 51, 062, 821

Market Value Adjustment 22, 526) 12, 135) 34, 661)

Total Restricted Cash& Investments 19,700,076 35, 686, 186 55, 386,262

Total Restricted Assets 20,052, 871 35, 906,430 55, 959,301

Propert, Plant,& Equipment 130,713, 504 159, 085, 116 289,798, 620

Less: Accumulated Depreciation) 56, 319,086) 57, 179, 179) 113, 498, 265)

Net Property, Plant,& Equipment 74, 394,418 101, 905, 937 176,300,355

Other Assets, net 7, 872, 603 11, 241, 594 19, 114, 197

TOTAL ASSETS 108,131, 183 $ 154,494,464 262,625,648

Includes Depreciation Funds, Capital Improvement Funds,& Bond Construction Funds

Includes a portion of the$ 2,409,217 restricted customer deposits

8-

WATER& SEWER FUND



WATER FUND * SEWER FUND * COMBINED

LIABILITIES& FUND EQUITY

Current Liabilities

Accounts Payable 211, 524 $ 53, 299 $ 264,823

Accrued Expense 439,094 333, 200 772,294

Due to Other Funds 230, 570 0 230, 570

Other 0 33, 215 33, 215

Total Current Liabilities 881, 187 419,715 1, 300, 902

Liabilities Payable from Restricted Assets

Accounts Payable 2 5, 664 5, 666

Accrued Expense 50, 610 209,704 260, 314

Due to Other Funds 104,473 0 104,473

Interest Payable......................................................... 523, 730 559,423 1, 083, 153

Customer Deposits 2,409,217 0 2,409,217

Current Portion of '96 Revenue Bonds 0 0 0

Current Portion of '99 and' 00 Revenue Bonds 1, 514,610 3, 313, 390 4,828, 000

Total Liabilities Payable from Restricted Assets 4,602,642 4,088, 182 8, 690, 824

Other Non-Current Liabilities

Revenue Bonds.. 20, 913, 346 77, 151, 541 98,064, 887

Arbitrage Payable 0 0 0

Deferred Revenues 227,370 587,478 814, 848

TOTAL LIABILITIES 26,624,546 82, 246,915 108,871, 461

FUND EQUITY

Contributed Capital

Total Contributed Capital 0 0 0

Retained Earnings

Reserve for Encumbrances 0 0 0

Reserve for Current Debt Service 0 2,857, 340 2,857,340

Reserve for Capital Improvement 7,008, 089 11, 679, 504 18, 687, 593

Reserve for Depreciation 8, 516,645 10, 259,480 18, 776, 125

Reserve for Water Rights Purchase 0 0 0

Unreserved 65, 981, 904 47, 451, 683 113, 433, 587

Total Retained Earnings 81, 506,638 72,248, 007 153, 754, 645

TOTAL LIABILITIES AND FUND EQUITY 108, 131, 183 $ 154,494,923 $ 262,626, 106

Includes Depreciation Funds, Capital Improvement Funds, Debt Service& Bond Construction Funds

9-

WATER FUND



RESTRICTED ASSETS

Water Water Water Capital Water Revenue Debt

Fund Depr. Fund Impr. Fund Bonds Service Combined

ASSETS

Current Assets

Cash& Investments

Demand 2, 300 $ 145, 899 $ 13, 253 $ 759 $ 162, 211

Time Deposits 0 1, 097, 550 500,000 177, 550 0 1, 775, 100

Investments& Securities 4, 251, 296 7, 068, 044 6, 524,995 4,684 1, 780,650 19, 629,670

Market Value Adjustment 6, 273) 8, 835) 13, 691) 0 0 28,798)

Mgr/Trust Cash 0 0 0 0 0 0

Receivables 0

Accounts 1, 454,486 0 0 0 0 1, 454,486

Accrued Interest 3, 898 13, 430 10, 171 191 0 27, 690

Due From Other Funds 0 0 0 0 0 0

Water Line Assessments 7, 480 0 0 0 0 7, 480

Inventories, at cost 13, 752 0 0 0 0 13, 752

Prepaid expenses 0 0 0 0 0 0

Total Current Assets 5, 726, 940 8,316,089 7, 034,728 183, 185 1, 780,650 23, 041, 591

Notes Receivable- Hunt/Airport 84,351 329,002 0 0 0 413,354

CD's restricted for customer deposits 487, 550 0 0 0 0 487,550

Investments restricted for customer deposits 1, 921, 667 0 0 0 0 1, 921, 667

Property, Plant,& Equipment 130, 713, 504 0 0 0 0 130, 713,504

Less: Accum. Depreciation/ Amortization) 56, 319,086) 0 0 0 0 ( 56,319,086)

Net Property, Plant,& Equipment 74, 394,418 0 0 0 0 74,394,418

Other Assets, net 7, 872,603 0 0 0 0 7, 872,603

TOTAL ASSETS 90,487,530 $ 8, 645,091 $ 7, 034,728 $ 183, 185 $ 1, 780,650 $ 108, 131, 183


Current Liabilities

Accounts Payable 211, 524 0 0 0 0 211, 524

Accrued Expense 439,094 0 0 0 0 439,094

Due To Other Funds 230,570 0 0 0 0 230,570

Other 0 0 0 0 0 0

Total Current Liabilites 881, 187 0 0 0 0 881, 187


Current Portion of Revenue Bonds 1, 514,610 0 0 0 0 1, 514,610

Accounts Payable 0 0 2 0 0 2

Accrued Expense 0 23, 973 26,637 0 0 50,610

Interest Payable 0 0 0 0 523,730 523, 730

Due To Other Funds 0 104, 473 0 0 0 104,473

Customer Deposits 2,409,217 0 0 0 0 2,409,217

Total Liabilities Payable from Restricted Assets 3, 923,827 128, 445 26,639 0 523,730 4,602,642


Revenue Bonds 20,913,346 0 0 0 0 20, 913,346

Arbitrage Payable 0 0 0 0 0 0

Deferred Revenues 227,370 0 0 0 0 227, 370

TOTAL LIABILITIES 25,945,731 128,445 26,639 0 523,730 26,624,546

FUND EQUITY

Retained Earnings

Reserve for Encumbrances 0 0 0 0 0 0

Reserve for Current Debt Service 0 0 0 0 0 0

Reserve for Capital Improvement 0 0 7,008,089 0 0 7, 008,089

Reserve for Depreciation 0 8, 516, 645 0 0 0 8,516,645

Reserve for Water Rights 0 0 0 0 0 0

Unreserved 64, 541, 799 0 0 183, 185 1, 256,920 65, 981, 904

Total Retained Earnings 64, 541, 799.. 8, 516, 645. 7, 008, 08900 0..._.. ._..._........ ............_.......... 1 25620....... .8..

5. 6. 6

38..g 8, 089 183, 185 1, 256,920 81, 506,638

TOTAL LIABILITIES& FUND EQUITY 90,487,530 $ 8, 645,091 $ 7,034,728 $ 183, 185 $ 1, 780,650 $ 108, 131, 183

10-

SEWER FUND



RESTRICTED ASSETS

Sewer Depreciation Sewer Capital Sewer Revenue Debt

Fund Fund Impr. Fund Bonds Service Combined

ASSETS

Current Assets

Cash& Investments

Demand 2, 226, 737 $ 730 $ 86, 195 $ ( 646,904) $ 300 $ 1, 667,057

Time Deposits 150, 000 637, 550 687,550 1, 170, 120 0 2,645, 220

Investments& Securities 1, 504, 873 9,815, 688 10, 718, 531 9,812, 098 3, 416,463 35,267,653

Market Value Adjustment 2, 831) 7,804) 4, 331) 0 0 14, 966)

Mgr/ frust Cash 0 0 0 0 0 0

Receivables

Accounts 1, 461, 087 0 200, 000 459 0 1, 661, 546

Accrued Interest 1, 953 11, 306 8, 938 0 0 22, 197

Due From Other Funds 0 0 0 0 0 0

Sewer Line Assessments 14, 333 0 0 0 0 14, 333

Miscellaneous 0 0 0 0 0 0

Prepaid expenses 0 0 0 0 0 0

Total Current Assets 5, 356, 152 10,457,471 11, 696,882 10,335, 772 3, 416, 763 41, 263, 040

Notes Receivables- Hunt 84,351 0 0 0 0 84,351

Property, Plant,& Equipment 159,085, 116 0 0 0 0 159,085, 116

Less: Accumulated Depreciation) 57, 179, 179) 0 0 0 0 ( 57, 179, 179)

Net Property, Plant,& Equipment 101, 905, 937 0 0 0 0 101, 905,937

Other Assets 11, 241, 594 0 0 0 0 11, 241, 594

TOTAL ASSETS 118,588,034 10,457,471 11, 696,882 10,335,772 3,416,763 $ 154, 494,923


Current LiabilitiesAccounts Payable 53, 299 0 0 0 0 53,299

Accrued Expenses 333, 200 0 0 0 0 333, 200

Due to Other Funds 0 0 0 0 0 0

Other 33,215 0 0 0 0 33, 215

Total Current Liabilities 419,715 0 0 0 0 419,715


Accounts Payable 0 0 5, 664 0 0 5, 664

Accrued Expenses 0 197, 991 11, 714 0 0 209,704

Due to Other Funds 0 0 0 0 0 0

Interest Payable 0 0 0 0 559,423 559,423

Current Portions of all Revenue Bonds.... 3, 313,390 0 0 0 0 3, 313, 390

Total Liabilities Payable from Restricted Assets 3, 313, 390 197, 991 17, 378 0 559,423 4,088, 182


Deferred Revenue 587,478 0 0 0 0 587, 478

Revenue Bonds. 77, 151, 541 0 0 0 0 77, 151, 541

Arbitrage Payable 0 0 0 0 0 0

TOTAL LIABILITIES 81, 472, 124 197, 991 17, 378 0 559,423 82,246,915

FUND EQUITY

Retained Earnings

Reserve for Encumbrances 0 0 0 0 0 0

Reserve for Debt Service 0 0 0 0 2, 857, 340 2, 857, 340

Reserve for Depreciation 0 10, 259,480 0 0 0 10,259,480

Reserve for Capital Improvement 0 0 11, 679,504 0 0 11, 679,504

Unreserved 37, 115, 911 0 0 10, 335, 772 0 47,451, 683

Total Retained Earnings 37, 115, 911 10,259,480 11, 679, 504 10, 335, 772 2, 857, 340 72,248, 007

S 118,588,034 $ 10,457,471 $ 11, 696,882 $ 10,335,772 $ 3, 416,763 $ 154,494,923

11-


RECONCILED BANK BALANCES

As of DECEMBER 31, 2013

POOL TIME GROSS BLENDED

CASH APR/ROI DEPOSITS APR/ROI CD SPREAD APR/ROI INVESTMENTS APR/ROI TEX POOL APR/ROI TOTAL APRBOI

WATER FUND

M& O 0 0. 0000% 0 0. 00% 487,550 0. 62% 5, 548,784 0. 39% 624, 179 0. 04% 6, 660, 513 0. 37%

of Total 0. 00% 0.00% 7. 32% 83. 31% 9. 37%

DEPRECIATION 145, 899 0. 0000% 300, 000 0. 18% 487, 550 0. 62% 6, 499, 632 0. 60% 568,412 0. 04% 8, 001, 493 0. 53%

of Total 1. 82% 3. 75% 6. 09% 81. 23% 7. 10%

DEBT SERVICE 0. 00% 1, 780,650 0. 04% 1, 780, 650 0. 04%

of Total 0. 00% 0. 00% 0.00% 0. 00% 100. 00%

CAPITAL IMPROVEMENT 13, 253 0. 0000% 500, 000 0. 18% 6, 249, 076 0. 62% 275, 919 0.04% 7, 038,248 0. 56%

of Total 0. 19% 7. 10% 0. 00% 88.79% 3. 92%

BOND CONSTRUCTION 759 0. 0000% 0. 00% 487,550 0. 62% 4, 684 0. 04% 492, 993 0. 62%

of Total 0. 15% 000% 98. 90% 0. 00% 0. 95%

TOTAL WATER 159.911 0. 0000% 80_$_000 0. 18% 146. 2 550 0. 62% 18. 297493 0. 54% 3, 253. 845 0. 04% 73.898 0. 46%

of Total 0. 67% 3.34% 6. 10% 76.32% 13. 57% 100. 00%

SEWER FUND

M& O 858, 596 0.0000% 150,000,00 0. 18% 1, 500, 987 0. 63% 3, 886 0. 04% 2513,469 0.39%

of Total 34. 16% 5. 97% 0. 00% 59. 72% 0. 15%

BOND RESERVE- TWDB 2009 0. 00% 1, 098, 988 0. 04% 1, 098,988 0.04%

of Total 0. 00% 0. 00% 0. 00% 0. 00% 100. 00

DEPRECIATION 730 0. 0000% 150,000.00 0. 18% 487, 550 0. 62% 8, 848, 961 0.55% 966,727 0. 04% 10, 453, 968 0. 50%

of Total 0. 01% 1. 43% 4. 66% 84.65% 9. 25%

DEBT SERVICE 0.00% 1, 948,459 0. 04% 1, 948,459 0. 04%

of Total 0. 00% 0.00% 0. 00% 0. 00% 100. 00%

SEWER DEBTTWOB- 2009 300.00 0. 00% 1, 001, 793 0. 04% 1, 002,093 0. 04%

of Total 0. 03% 0.00% 0.00% 0.00% 99. 97%

SEWER BOND CONST TWDB- ( 648,728) 0. 00% 648, 728) 0. 00%

Series 2012 100. 00% 0. 00% 0. 00% 0. 00% 0. 00%

SEWER TWDB Debt- 2012 0. 00% 466, 211 0.04% 466, 211 0. 04%

0.00% 0, 00% 0. 00% 0. 00% 100. 00%

CAPITAL IMPROVEMENT 86, 195 0. 0000% 200,000 0. 18% 487,550 0. 62% 8, 549, 159 0. 49% 2, 169, 372 0. 04% 11, 492,276 0. 40%

of Total 0.75% 1. 74% 4. 24% 74. 39% 18. 88%

BOND CONSTRUCTION 1, 824 0. 0000% 0. 00% 1, 170, 120 0. 62% 9, 812, 098 0. 04% 10, 984,042 0. 10%

of Total 0. 02% 0. 00% 10.65% 0. 00% 89.33%

BOND CONSTRUCTION- TWDB 0 0. 00% 0

0. 00% 0. 00% 0. 00% 0. 00% 0.00%

TOTAL SEWER 298917 0. 0000% 505000 0. 18% 1,145M 0. 006229802 18. 899.108 0. 00479177 17, 467.533 0.04% 39J15775 0. 28%

of Total 0. 76% 1. 27% 5. 46% 48.08% 44.43% 100. 00%

TOTAL PUB 458,828 0. 00% 1. 300. 000 0. 18% 3. 607. 870 0. 62% 37. 196. 601 0.51% 20. 721.378 0. 04% 63,284,676 0.35%

of Total 0.73% 2. 05% 5. 70% 58. 78% 32.74% 100. 00%

Pending receipt of reimbursement fiords from TWDB

12-



CITY COMMISSION AGENDA ITEM 3.4__UTILITY BOARD X DATE SUBMITTED 5/ 06/2014

PLANNING & ZONING COMMISSION MEETING DATE 5/ 10/2014

OTHER

1. Agenda Item: Bad Debt Write-Off for Water and Sewer Fund for 4th Qtr of FY 2012-

2013.

2. Party Making Request: Pablo M. Rodriquez, Customer Relations Manager


Authorization to write off bad debt: Water fund $ 7,730. 58 Sewer Fund $ 8, 136.77 for

a total write-off of$ 15, 867.35.


5. Budgeted: Yes No N/A



Amount Remaining:


Water: To:

Sewer: To:

SWSC: To:


8. Routing:NAME/TITLE INITIAL

DATEiL-_,L‘?__ ', Z6.,/L(/

CONCURRENCE

ID. YES/ NO

v

9. Staffs Recommendation: Approval of$ 15, 867. 35

10. City Attorney: V Approved Disapproved None

11. MPU General Manager: 4...-- proved Disapproved None

12. Director of Finance for Utiliti : Approved Disapproved None


14. Action Taken:

Customer RelationsDepartment

Memo

To: Mark Vega, Interim General Manager

From: Pablo M. Rodriguez, Customer Relations Manag-.411F

Thru: Melba Carvajal, Director of Finance for Utilities

Date: 5/6/2014

Re: Bad Debt write-offs for 4th Quarter FY 2012-2013

Attached for your review and consideration is a list of delinquent accounts for the 4th Quarter of FY2012-2013 ( July1, 2013— September 30, 2013). Staff is recommending approval of the bad debt write-off for $ 15, 867.35 which constitutes 0.20% of collected revenues for same period. Total collected

revenues totaled$ 7, 962,678.81. The breakdown for the proposed bad debt write-off is illustrated below:

By Fund:

4th Qtr FY 2012- Amount of Percent of

Fund 2013 Revenues Write-Off Revenues

Water ' $ 4, 261, 991 .54 $ 7, 730. 58 0. 10%

Sewer - $ 3, 700,687. 27 $ 8, 136. 77 0. 10%

Total 7, 962,678. 81 $ 15, 867. 35 0. 20%

By customer class:

Percent

Amount of of Write- Percent of

Water & Sewer Write- Off Off Revenues

Residential 14, 754. 88 92. 99% 0. 19%

Commercial 928. 45 5. 85% 0. 01 %

M ulti-Family 184. 02 1 . 16% 0. 00%

Total 15, 867. 35 100. 00% 0. 20%

By customer type:

N o. of Amount of Percent of Percent of

Type Accounts W rite-Off Write -Off Revenues

Rental 21 9 $ 9 , 885. 33 62 . 30 % _ 0 . 12%

Owned 104 $ 5 , 982. 02 37 . 70 % 0 . 08%

Total 323 $ 15 , 867. 35 100 .00 % 0 . 20%

Page 1

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CITY OF McALLEN


CITY COMMISSION AGENDA ITEM 3e_iUTILITY BOARD X DATE SUBMITTED 05/08/ 14


OTHER

1. Agenda Item: Reimbursement Update: Collections

2. Party Making Request: Erika Gomez, Developmental Activities Specialist

3. Nature of Request: ( Brief Overview) Attachments: X Yes No

Information Only.


5. Budgeted: Yes No X N/ A



Amount Remaining:


Water: To:

Sewer: To:

SWSC: To:



YES/NO

Erika Gomez, Dev. Activities Specialist

Mark Vega, P. E., Interim Gen. Mgr. 1,-ti. Mr

9. Staffs Recommendation: Information Only.

10. Advisory Board: Approved Disapproved None

11. Attorney: Approved Disapproved None

12. Manager's Recommendation: ‘ 4—'Approved Disapproved None

13. Director of Finance for Utilities: Approved Disapproved None

14. Action Taken:

MemoTO: Marco A. Vega, P. E., Interim General Manager

FROM: Erika Gomez, Developmental Activities Specialist

DATE: May 8, 2014

SUBJECT: REIMBURSEMENT UPDATE: COLLECTIONS

Sewer reimbursements collected during the first quarter of fiscal year 13- 14 totaled $ 29, 838. 76

being 44.8% out of the budgeted amount for the fiscal year. Water reimbursements collected

during the same period totaled $4, 116. 92 being 4. 8% out of the budgeted amount. A comparison

of FY 12- 13 and FY 13- 14 reimbursement collections are presented below.

FY 12- 13 FY 13- 14 FY 13- 14Type

10/01- 12/ 31 10/01- 12/31 YTD

SWSC 1 Paid in Full Paid in Full Paid in Full



SWSC 4 0 0 0


SWSC 6 0 0 0

WATER 0 3, 745. 38 3, 745. 38

Admin. Fee 0 374. 54 374. 54

WATER TOTAL 0 4, 116.92 4, 116.92

of Budget collected 0 4. 8% 4. 8%

SEWER 2, 931. 13 26, 786. 85 26, 786. 85

Admin. Fee 293. 11 3, 051. 91 3, 051. 91

SEWER TOTAL 3, 224. 24 29, 878. 76 29, 878. 76

of Budget collected 4. 8% 44. 8% 44. 8%

Subtotal 3, 224.24 33,955.68 33, 955. 68

CHAPTER 380 0 0 0

Grand Total 3,224.24 33, 955.68 33, 955.68

Water budget for FY13- 14 is $ 85,500 and $66,500 for sewer.

If you have any questions or require additional information, please advice.

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