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HomeMy WebLinkAbout2003-06-30 WUCFD MINUTESWATER UTILITIES COMMUNITY FACILITIES DISTRICT (APACHE JUNCTION WATER COMPANY) CITY OF APACHE JUNCTION_ ARIZONA REGULAR MEETING .-'•'JUNE 30 -20.03 .• The regular meeting of the. District Board of the Water Utilities Community Facilities Distritt.-(Apache Junction Water Company),City of Apache Junction,Arizona,was held oh ,June 30..2003.at the Apache Junction City Council Chambers pursuant to the notice required by law. CALL TO ORDER Chairperson Coleman called the meeting to order at 6:00 p.m. ROLL CALL Board Members Present:Chairperson Douglas Coleman Vice Chairperson R.E.Eck Mr.Rick Dietz Mr.John Insalaco Mr.Brian Milkey Mr.Kris Sippel Mr.Dave Waldron Staff Present: Others Present: George Hoffman,District Manager Kathleen Connelly.,District Clerk Doug Dobson,District Operations Manager Brian Hall,District Water Superintendent John White,District Accountant Keith Lewis,District Treasurer Bryant Powell,Interim Assistant City Manager Sue Stalcup,Human Resources Director Rudy Esquivias.Interim Dev.Svcs.Director APPROVAL OF MINUTES OF JUNE 2,2003 )Mr.Dietz MOVED THAT WE ACCEPT THE MINUTES OF JUNE 2.2003,BE APPROVED. Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 1 of 15 Vice Chairperson Eck SECONDED THE MOTION. VOTE:Unanimous. The motion carried. DISCUSSION ON PROPOSED DISTRICT BUDGET FOR FISCAL YEAR 2003-2004 TO INCLUDE PROPOSED RATES,FEES AND CHARGES APPLICABLE DURING FISCAL YEAR 2003-2004,DISCUSSION ON PROPOSED MODIFICATIONS TO DEPOSIT POLICY, AND DISCUSSION ON DATE,TIME AND LOCATION FOR CONSIDERATION OF PROPOSED FINAL BUDGET) )District Accountant John White briefed the board on the item.He gave a powerpoint presentation.They have not added as many meters as they have in previous years;the growth appears to have leveled off.There is some growth,however,along'with increased water consumption.The challenges this budget year are to determine the availability to recharge.They have an existing Central Arizona Project allotment of 2.919 acre feet per year;the district is only just starting to use that.They are also looking at additional well capacity.A wheeling agreement exists between the district,Arizona Water and Central Arizona Project in order to use the Central Arizona Project water.Mesa treats the water,they pump i t into the Arizona Water system who then delivers i t to us. Construction of our own plant is in the distant future.There is a need to diversify water sources.The district has bought some land for a future well; it will be tested next year.The accomplishments this year include the district now having its own off -site,separate facility;completion of the design work for the Mesa interconnection;rebuilding the high pressure manifold at booster station #1;the completion of the wheeling agreement;and purchase of a back-up power generator.This year they hope to purchase land for the Mesa interconnect;start construction on the Mesa interconnect; purchase another back-up generator for Well #5:valve replacement;new fire hydrants;warehouse expansion;and land for an additional well site.They were approved in the last year and have been carried over.There was some improvement in the water loss,going down 2%from 18% to 16%.This year i t is currently 11.7%,but the target is 10%.This improvement may be due to the repairs in Royal Palm.They also put in bypass meters,which may be a major Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 2 of 15 contributor..They are projecting $1,228,000 this year in residential and commercial sales.This includes the increase in the minimum base charge. Vice Chairperson Eck asked if the construction water sales from Central Arizona Project were included. District Accountant John White commented that is included in there overall.It is a very minimal amount. Capital facilities fees were added in 1998 to let growth pay for itself.The district has planned on earmarking these fees for the Mesa interconnect. Vice Chairperson Eck asked how much is currently in the account. District Accountant John White stated there is currently about $1.5 million. Vice Chairperson Eck asked if that is how much the tie-in is. District Accountant John White stated i t is $1,540,000.He added he believes the amount in the account may be a little bit higher than that. District Water Superintendent Brian Hall stated they need to budget this for next year .because they are not sure how far they will get.We may not spend all of that,and it will probably take a couple of years. Vice Chairperson Eck commented they have budgeted for i t for the last three years,including this upcoming budget year.The amount has continued to go up. Mr.Dietz asked about the new well on Coconino. District Water Superintendent Brian Hall stated they have a signed contract but they have run into some snags in permitting with the Department of Water Resources.Pinal County got involved, and after that was straightened out,they provided Department of Water Water Utilities Community Facilities District Meeting Minutes of June 30,2003 -- Page 3 of 15 Resources with some more information and they have sent an agreement for them to sign,and once i t is signed,they should get the permit. Vice Chairperson Eck asked what Pinal County's involvement was. District Water Superintendent Brian Hall stated they needed some information on existing septic systems in Apache Junction.The consultant had not filled out a certain part of the questionnaire on a supplemental portion of the application.They wanted the district to certify that there were noseptic systems or hazardous waste in the specified area.He needed to do some investigation before he could sign off on it.Pinal County mistakenlybelieV,Ocithey had jurisdiction over that well;they have jurisdiction over -wells oufsidethe AMA or exempt wells under 35 gallons a minute.The district was pOt:contactOJor about five weeks by Arizona Department of Water Resources 'regarding this situation. some money for that. Hall stated they budgeted $490,000. in the $1,540,000. Mr.Dietz asked if they had budgeted District Water Superintendent Brian Mr.Dietz asked if that is included District Water Superintendent Brian Hall stated that is separate.They will be using the capital facilities fees for the well. District Accountant John White stated that would be financed through some of the remaining proceeds from the 1997 bond issue.He believes there is about $575,000 left.Continuing with the powerpoint presentation.he commented that the capital facilities fees have built the fund up near $2,000,000 now. District Manager George Hoffman asked him to elaborate on the aggregate amount being the same as the unrestricted amount and what i t represents. Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 4 of 15 District Accountant John White stated the unrestricted amount is their "free -money and it has lot of volatility over the year,peaking at $440,000 in the prior year and they are projecting $140,000 this year.We need to be judicious in our spending. Vice Chairperson Eck asked how much in dollars did we purchase from Arizona Water last year.• District Accountant John White estimated $100,000.He directed them to page 5 for that information. Vice Chairperson Eck stated i t shows about $200,000. District Accountant John White stated that includes both amounts paid for the wheeling agreement and the water. Vice Chairperson Eck commented they do not have the same commitment as they do the tie-in.If the tie-in is done, they will be paying a lot less for the water. District Accountant John White stated that is correct.They would not be paying Arizona Water for that portion. Vice Chairperson Eck stated i t should drop from $2.57 to $0.17. District Water Superintendent Brian Hall stated they pay $0.17 to Central Arizona Project for raw water.It is paid either way.We pay about $0.24 per thousand to have i t treated and pumped.We pay $1.00 a thousand plus 10% of the water to get i t across Arizona Water to here. -—. Ala. Chairperson Eck asked if that would still be the case eyen'when_they do the tie-in. ..District Water Superintendent Brian Hall stated they would not. Water Utilities Community Facilities District Meeting Minutes of June 30.2003 Page 5 of 15 Vice Chairperson Eck commented that is what makes this so viable to the system. District Water Superintendent Brian Hall stated they will have additional expense in the pump station,but they will have better control. Vice ChairpersOn Eck commented i t will make them much more stabilized.He would like to see Arizona Water used only in an emergency.He hopes the tie-in will establish more stability along with the new well,if it is a good producing well.He asked i f the tie-in would be established in about a year. District Water.Superintendent Brian Hall stated he would like to start the project in the fall,and he estimated they would get the pipe in the ground and the connections made at this end, with actual construction of the booster station falling into the next budget year. Vice Chairperson Eck commented they could be 15 months away. District Water Superintendent Brian Hall stated they could be 15 to 18 months away. Vice Chairperson Eck asked i f Arizona Water was going to increase their rates by about 24%from their current rates. District Water Superintendent Brian Hall stated their price per thousand will decrease slightly,as the percentage increase is built into their base rate.It is only a few cents per thousand •decrease. Vice Chairperson Eck commented that is better than it going up.He added he would like to see the district hire HDR with Karl Kohoff and let him come in and look at how we handle the statistics on how we claim our water loss.He thinks it would be pretty inexpensive,and if anyone knows how the system works,i t is Karl.He believes they are currently doing all that they can,but he would like him to Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 6 of 15 • take a look at our paperwork,not in the field,and see if he has any suggestions.He knows there is something there that other companies and cities are using. District Water Superintendent Brian Hall stated the preliminary numbers are correct for this calendar year. Vice Chairperson Eck commented they are doing much better,but for a minimal cost he could take a look at i t and we may possibly be able to save ourselves some additional money in fines,i f it gets to that point.He believes i t could be done for two or three thousand dollars.He asked if Brian agreed. District Water Superintendent Brian Hall stated he agreed with it.but he would have to talk to staff and legal counsel regarding the bid process. Vice Chairperson Eck commented he thought there was a qualification list. District Water Superintendent Brian Hall stated they have one,but HDR is not number one on the list. Vice Chairperson Eck stated he knows that Karl Kohoff is an expert in this field.He asked if the customers are happy with the new office location. District Water Superintendent Brian Hall stated they have received good comments on the new office,that i t is very convenient. Vice Chairperson Eck commented he liked what was done with the budget and that it was a a very good job. , Chairperson Coleman stated they still have to discuss a date,time and location. .._-Dift ct Manager George Hoffman-... asked if they were interested in the cl ssification/compensation portion of the budget. Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 7 of 15 Vice Chairperson Eck commented i t appears to fall in line with what a normal job study would be.It appears to be consistent to the other job study. Human Resources Director Sue Stalcup stated they used the city's job study to benchmark for the water district. Vice Chairperson Eck asked if there were some job classification changes. Human Resources Director Sue Stalcup stated there was a job added.It is a conversion of a position.Instead of having two account clerk I positions,they will have an account clerk I and an account clerk II.They would also like to make a job title change for the accounting assistant,changing it to water accounts supervisor.It is the office supervisor position.It would be a more descriptive title for the work performed.They can amend the sheet if the board wishes to change the title. Vice Chairperson Eck asked if there is a customer service representative position. Human Resources Director Sue Stalcup stated they do not have that position in the water department.The account clerks function as both account clerks and customer service representatives. Vice Chairperson Eck asked if they are in the same range as those in public Works for the city. Human Resources Director Sue Stalcup stated they are in the same range. The board consensus wasto change the title. Chairperson Coleman restated that they need a date,time and location for budget adoption. stated they are in the same range. the title. -District .Clerk Kathleen Connelly stated they have until October 1 to .adopt the budget.: Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 8 of 15 There was general discussion on the date,time and location for final budget adoption.The consensus was to meet in two weeks. Vice Chairperson Eck asked if they have the money for the consultant on the water loss issue. District Water Superintendent Brian Hall stated they have a few thousand dollars they could put towards it. Vice Chairperson Eck stated he thinks i t is important and he would like to see i t added in there.He sees that they are buying their own equipment,as far as equipment goes. District Water Superintendent Brian Hall stated they bought a new pick-up truck last year and they are in good shape. There was additional discussion on the date,time and location for final budget adoption. District Accountant John White asked if that was direction regarding the deposit policy.There is some inequity with respect to commercial and non-residential deposits. •Vice Chairperson Eck asked if that is because we actually pay interest on the money. District Accountant John White stated when it was adopted last year,we had it where their interest would not accrue on deposits.We stopped accruing it as of December 30 of last year. Vice Chairperson Eck asked what his concern was. District Accountant John White stated because we do not pay interest,we have a lot of large parks out there and they could be very good customers.Staff was wondering how the board would feel if they put something in there allowing either refunds of commercial deposits after a year or continuing to hold them,or allowing a surety deposit in place. Water Utilities Community f-Acilittes District Meeting Minutes of Jgne 30,2003 Page 9 of 15 ,. Vice Chairperson Eck asked if that is like a bond. District Accountant John White stated that is correct.Mesa does that with accounts over $1,000,and Salt River Project allows a surety bond in lieu of a deposit. Vice Chairperson Eck asked if that would only be for commercial. District Accountant John White stated that is typical.Mesa,does0,t c.pn accounts over $1,000. .Mr.Waldron asked what the deposit is used for. District Accountant John White stated i t is basically to cover our end if_someone skips out on a bill.We have had some large entities,as well. Vice Chairperson Eck stated the residential rental properties on Tomahawk is probably one of them. Mr.Waldron asked if there is a commercial entity that has skipped out. District Accountant John White stated there has been,and it could also go into bankruptcy.They could have a good payment history and then they get into trouble and you cannot recover the money. Vice Chairperson Eck asked if the surety bond would cover that. District Accountant John White stated it would. Vice Chairperson Eck asked if he wanted to make i t for accounts over $1,000. Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 10 of 15 District Accountant John White stated that would be reasonable.They could refund everything for up to 3.5" meters.They are seeking direction on it. District Water Superintendent Brian Hall stated he has mixed emotions on this.On the one hand,we do not pay interest on deposits.such as a $5,000.deposit for a mobile home park whose bill may be $10,000 to $20,000 a month:i t is not much security.On the other hand,looking at i t from the customer's point of view,we are holding their money.The policy has been that residential customers get their money back after having a good payment history for twelve months.Commercial,non- residential and master -metered communities do not. Vice Chairperson Eck asked if they have it where if the customer is delinquent more than twice in that year that the deposit continues. District Water Superintendent Brian Hall stated they have to have twelve consecutive months of good payment history. Vice Chairperson Eck commented he believed the surety bond would be a good idea for those over $1 009.He thinks the other is his decision.- District Manager George Hoffman asked if they would like the amount to be for a typical month's worth of water.He is seeking direction on the bond amount. District Accountant John White commented he would send to Mesa and Salt River Project for specific bond amounts.He believes i t is where the insurance company would go ahead and pay it. .District Manager George Hoffman, asked if they would establish a bond equal one or two months of payments. , .-District kawntant John White commented he would recommend two MontlisofpOmentsbetause you can send a delinquent notice and they are still pumping water. Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 11 of 15 District Manager George Hoffman commented that this would be for better finances for the customer and greater security for us.He could not see where this would not be a win -win situation. District Accountant John White agreed.His recommendation is that after a year,all customers that did not have 2"meters would have refunds upon satisfactory payment history.Anyone with a 2"meter or larger would have their deposit held with the option where they could provide a surety bond. Chairperson Eck .agreed,as the bond may be better for the distri -ct They could make the surety bond for the two month amount.It would save and prOtect the district. .... :WaTdron stated it would free up their cash.The bond makes sense. DiStrict Manager George Hoffman asked if they needed only a consensus on this or does this need to be done formally. District Water Superintendent Brian Hall stated he believes they can tentatively adopt this tonight with some language that says "with a change to deposit as discussed".They could then write i t up and bring i t back with the final budget. District Accountant John White stated it would be incorporated into the rate schedule. PUBLIC HEARING:PROPOSED RESOLUTION NO. 2003-001,ADOPTION OF PROPOSED UDGET FOR FISCAL YEAR 2003-2004 )District Clerk Kathleen Connelly stated they need to change the very last sentence on the resolution where i t says "and re -adopting all existing rates and charges for the fiscal year". Vice Chairperson Eck asked if they should delete i t and do a revision under the new rate schedule. Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 12 of 15 District Clerk Kathleen Connelly stated i t should read "adopting all existing rates and charges for the fiscal year with the exception of the deposits". Chairperson Coleman opened the public hearing on the item.There being no one wishing to speak.he closed the public hearing and reopened the item to board discussion.There being no further discussion,he called for a motion. Mr.Milkey MOVED THAT RESOLUTION NO. 2003-001,A RESOLUTION OF THE BOARD OF DIRECTORS OF THE WATER UTILITIES COMMUNITY FACILITIES DISTRICT (CITY OF APACHE JUNCTION,ARIZONA)PURSUANT TO A.R.S.§48-716 ADOPTING A PROPOSED BUDGET FOR THE FISCAL YEAR BEGINNING JULY 1,2003 AND ENDING ON JUNE 30,2004;ESTABLISHING A PUBLIC HEARING ON THE PROPOSED BUDGET;DIRECTING DISTRICT STAFF TO SOLICIT COMMENTS FROM THE CITY OF APACHE JUNCTION ON THE PROPOSED ANNUAL BUDGET:WITH THE EXCEPTION OF ALTERATIONS TO THE CURRENT DEPOSIT PROCEDURES,BE APPROVED: AND I FURTHER MOVE THAT THE PUBLIC HEARING FOR FINAL BUDGET ADOPTION BE HELD ON JULY 14,2003,AT 6:00 P.M.IN THE CITY COUNCIL CHAMBERS. Mr.Dietz SECONDED THE MOTION. VOTE:Unanimous. The motion carried. DISTRICT MANAGER REPORT None. DISTRICT SUPERINTENDENT REPORT None. DISTRICT TREASURER REPORT None. DISTRICT COUNSEL REPORT Water Utilities Community Facilities- District Meeting Minutes of Jurje ,30,2003 Page 13 of 15 None. ADJOURNMENT meeting at 6:43 p.m. )Chairperson Coleman adjourned the ACCEPTED THIS 14TH DAY OF JULY 2003,BY THE CHAIRPERSON AND DISTRICT BOARD OF THE WATER UTILITIES COMMUNITY FACILITIES DISTRICT (APACHE JUNCTION WATER COMPANY),CITY OF APACHE JUNCTION,ARIZONA. SIGNED AND ATTESTED TO THIS 14TH DAY OF JULY ATTEST: Kathleen Connelly District Clerk Douglas Col 'Chai'lterson Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 14 of 15 man ,2003. WATER UTILITIES COMMUNITY FACILITIES DISTRICT MINUTES CERTIFICATION I hereby certify that the foregoing minutes are a true and correct copy of the minutes of the regular meeting of the Water Utilities Community Facilities District of the City of Apache Junction,Arizona,held on the 30th day of June,2003.I further certify that the meeting was duly called and held and that a quorum was present. Dated this 3rd day of July,2003. Kathleen Connelly District Clerk Water Utilities Community Facilities District Meeting Minutes of June 30,2003 Page 15 of 15