Gas & Water Committee

GAS & WATER COMMITTEE AGENDA DATE: November 19, 2020 TIME: 3:45 p.m. LOCATION: Via Google Meet IN AN EFFORT TO FACILITATE THE RESPONSE TO CORONAVIRUS DISEASE 2019 (COVID-19), THIS MEETING WILL BE CONDUCTED VIA GOOGLE MEETS. AN AUDIO RECORDING OF THE PROCEEDINGS WILL BE MADE AVAILABLE TO THE PUBLIC WITHIN 48 HOURS. MEMBERS OF THE PUBLIC ARE, BY LAW, ALLOWED TO ATTEND MEETINGS OF THE CITY OF CLARKSVILLE GAS & WATER COMMITTEE, BUT ARE STRONGLY DISCOURAGED TO DO SO AT THIS TIME. I. CALL TO ORDER II. ANNOUNCE MEMBERS IN ATTENDANCE (VERIFY QUORUM) III. APPROVAL OF ELECTRONIC MEETING In order to comply with the technical aspects of the Governor’s Executive Order regarding holding open meetings in a forum other than in the open and in public, this governing body determines that meeting electronically is necessary to protect the health, safety, and welfare of its citizens due to the COVID-19 outbreak. IV. ADOPTION OF MINUTES: August 20, 2020, September 17, 2020, and October 22, 2020 V. DEPARTMENT REPORTS: 1. Bad Debt – Fred Klein (attached) 2. Financials – Fred Klein (attached) 3. Bid – Summary – Camille Thomas (attached) 4. Professional Services – Camille Thomas (attached) • Ringgold Road Equalization, Ringgold Creek Force Main and the Sherwood Forest Lift Station Improvements & Force Main from AECOM Technical Services, Inc. in the total amount of $2,640,600.00. 5. Sale of surplus property on GovDeals.com for the months of September and October 2020 - $2,985.00. – Camille Thomas (attached) 6. Department Reports – Mark Riggins (attached) VI. COMMITTEE ACTION REQUIRED VII. CITY COUNCIL ACTION REQUIRED VIII. ADJOURNMENT IX. PUBLIC COMMENTS (5 minutes each)  GAS & WATER COMMITTEE August 20, 2020 MINUTES CALL TO ORDER A meeting of the City of Clarksville Gas & Water Committee was called to order by Chairwoman Valerie Guzman on Thursday, August 20, 2020, at 3:45 p.m. This meeting was conducted via Google Meets. ATTENDANCE The following members responded to roll call and were connected to the meet: Chairwoman Valerie Guzman, Gary Norris, Ron Erb Mark Riggins, Fred Klein, Camille Thomas, Stephanie Fox, and Mandy Phillips were also connected to the meet. APPROVAL OF ELECTRONIC MEETING In order to comply with the technical aspects of the Governor’s Executive Order regarding holding open meetings in a forum other than in the open and in public, the Gas & Water Committee determines that meeting electronically is necessary to protect the health, safety, and welfare of its citizens due to the COVID-19 outbreak. Councilman Gary Norris made a motion to approve the electronic meeting, Councilman Ron Erb seconded it, and the motion passed unanimously. ADOPTIONS OF MINUTES Councilman Ron Erb made a motion to approve the mintues of the May 21, 2020 committee meeting, Councilman Gary Norris seconded it, and the motion passed unanimously. DEPARTMENT REPORTS Bad Debt was reported by Fred Klein by explaining the write-off report for the month of July 2020. Fred Klein also reported the Financials for the month of July 2020. Camille Thomas reported the Bid-Summary for the month. Camille Thomas also reported the following Professional Services for the month: • New North Service Center Renovation Design from Lyle-Cook-Martin in the amount of $40,000.00. • Miscellaneous Advisory & Consulting Services from D2 Energy, LLC in the amount of $25,000.00. • Miscellaneous Engineering Services from TTL, Inc. in the amount of $50,000.00. Mark Riggins presented and discussed the department reports included in the packet. COMMITTEE ACTION REQUIRED N/A CITY COUNCIL ACTION REQUIRED ORDINANCE 18-2020-21 Authorizing extension of utilities to Garrettsburg Road, Cmap 029, parcels 10.00 & 65.00; request of Vernon Weakley. Councilman Ron Ern made a motion for approval, Councilman Gary Norris seconded it, and the same passed unanimously to full City Council. ORDINANCE 20-2020-21 Amending Part II, Title 13(Utilities and Service), Chapter 3 (Gas, Water, and Sewer Service) and Chapter 4 (Water and/or Sewer Service to Particular Areas or Subdivisions) of the City of Clarksville Code of Ordinances relative to charges, deposits, programs, adjustments, installment plans, and service extension approval. Councilman Gary Norris made a motion for approval, Councilman Ron Erb seconded it, and the same passed unanimously to full City Council. ADJOURNMENT The meeting was adjourned at 4:15 p.m.  GAS & WATER COMMITTEE September 17, 2020 MINUTES CALL TO ORDER A meeting of the City of Clarksville Gas & Water Committee was called to order by Councilman Ron Erb Thursday, September 17, 2020, at 3:54 p.m. This meeting was conducted via Google Meets. ATTENDANCE The following members were connected to the meet: Ron Erb and Gary Norris Mark Riggins, Fred Klein, Camille Thomas, Stephanie Fox, and Mandy Phillips were also connected to the meet. Councilman Rob Erb announced the lack of a quorum and the meeting was cancelled.  GAS & WATER COMMITTEE October 22, 2020 MINUTES CALL TO ORDER A meeting of the City of Clarksville Gas & Water Committee was called to order by Councilwoman Valerie Guzman Thursday, October 22, 2020, at 3:58 p.m. This meeting was conducted via Google Meets. ATTENDANCE The following were also connected to the meet: Councilman Ron Erb, Mark Riggins, Fred Klein, Camille Thomas, Stephanie Fox, and Mandy Phillips were also connected to the meet. Councilwoman Valerie Guzman announced the lack of a quorum and the meeting was cancelled.  Clarksville Gas & Water Department 12 Month Rolling Collections/Write-offs Total # of Avg Acct Total Total # of Avg Acct Date Turned Over Accounts Turned Over Collected Write-offs Write-Offs Write-off Nov-19 $ 17,998.88 101 $ 178.21 $ 992.64 $ 10,994.34 64 $ 171.79 Dec-19 $ 16,288.88 99 $ 164.53 $ 2,097.21 $ 7,879.44 57 $ 138.24 Jan-20 $ 13,136.12 103 $ 127.54 $ 4,109.73 $ 15,343.37 85 $ 180.51 Feb-20 $ 8,080.67 75 $ 107.74 $ 4,394.14 $ 8,397.22 71 $ 118.27 Mar-20 $ - $ 4,378.79 $ 10,755.11 72 $ 149.38 Apr-20 $ 24,150.83 165 $ 146.37 $ 4,076.06 $ 8,402.79 100 $ 84.03 May-20 $ 10,665.92 75 $ 142.21 $ 5,337.53 $ 4,984.85 49 $ 101.73 Jun-20 $ 5,511.01 59 $ 93.41 $ 5,349.91 $ 6,391.85 53 $ 120.60 Jul-20 $ 3,583.19 43 $ 83.33 $ 4,172.42 $ 23,920.03 101 $ 236.83 Aug-20 $ 5,806.25 46 $ 126.22 $ 5,853.15 $ 17,057.35 88 $ 193.83 Sep-20 $ 9,388.82 78 $ 120.37 $ 3,911.12 $ 11,862.94 71 $ 167.08 Oct-20 $ 19,212.62 123 $ 156.20 $ 4,228.98 $ 8,320.33 73 $ 113.98 $ 133,823.19 967 $ 138.39 $ 48,901.68 $ 134,309.62 884 $ 151.93 36.54%  CGW Water Department October, 2020 Month Year to Date Actual Budget Fav/(Unfav) Actual Budget Fav/(Unfav) Sales to Customers 1,909,436 1,916,458 (7,022) 8,082,123 7,665,833 416,290 Penalties 32,007 27,500 4,507 106,565 110,000 (3,435) Other Income 367,900 243,958 123,941 1,280,857 975,833 305,024 Gross Revenue 2,309,343 2,187,917 121,427 9,469,545 8,751,667 717,878 Water Plant 1 276,606 372,726 96,119 1,290,799 1,490,904 200,105 Water Plant 2 - - - 1,200 - (1,200) Water Transmission 385,225 464,855 79,630 1,760,960 1,859,421 98,461 Water Administration 29,438 26,030 (3,408) 124,983 104,121 (20,862) Customer Service 322,583 263,487 (59,096) 1,285,514 1,053,948 (231,566) Accounting 47,020 51,704 4,683 197,731 206,815 9,084 Engineering 125,411 119,276 (6,135) 410,318 477,105 66,787 Admin & General 64,075 71,049 6,974 253,316 284,197 30,881 Other Expenses 15,438 12,083 (3,355) 57,322 48,333 (8,989) Depreciation 509,157 541,667 32,510 2,031,963 2,166,667 134,704 Total Operating Expenses 1,774,954 1,922,878 147,924 7,414,106 7,691,511 277,405 Income from Operations 534,389 265,039 269,350 2,055,439 1,060,156 995,284 Interest Income 6,635 36,500 (29,865) 31,334 146,000 (114,666) Other Income (Expense) 452 1,667 (1,215) 1,252 6,667 (5,415) Interest Expense (78,732) (78,981) 250 (315,045) (315,925) 880 Debt Amortization Income 18,124 18,120 4 72,495 72,478 17 PILOT (82,672) (82,672) (0) (330,690) (330,690) 0 Total Other Income (Expense) (136,194) (105,367) (30,826) (540,654) (421,470) (119,185) Total Income / (Loss) 398,196 159,672 238,524 1,514,785 638,686 876,099 Capital Spend 829,520 1,127,000 297,480 2,409,517 4,567,000 2,157,483 Contributed Capital - Cash - - - - - - Contributed Capital - Non-Cash - 1,000,000 (1,000,000) - 4,000,000 (4,000,000)  CGW Wastewater Department October, 2020 Month Year to Date Actual Budget Fav/(Unfav) Actual Budget Fav/(Unfav) Sales to Customers 3,303,158 3,330,250 (27,092) 13,810,796 13,321,000 489,796 Penalties 55,041 50,000 5,041 184,023 200,000 (15,977) Other Income 677,945 235,725 442,220 1,863,200 942,900 920,300 Gross Revenue 4,036,144 3,615,975 420,169 15,858,019 14,463,900 1,394,119 Wastewater Plant 389,691 442,601 52,910 1,419,368 1,770,405 351,037 Wastewater Collection 470,511 558,047 87,535 1,988,070 2,232,186 244,116 Wastewater Administration 42,527 34,932 (7,595) 168,268 139,728 (28,540) Customer Service 160,050 167,995 7,945 642,973 671,979 29,007 Accounting 50,505 56,662 6,157 208,969 226,647 17,678 Engineering 146,511 133,700 (12,811) 482,845 534,798 51,953 Admin & General 64,032 62,871 (1,161) 253,018 251,483 (1,534) Other Expenses 15,438 12,083 (3,355) 57,322 48,333 (8,989) Depreciation 963,766 1,033,333 69,567 3,847,015 4,133,333 286,318 Total Operating Expenses 2,303,032 2,502,223 199,191 9,067,848 10,008,893 941,045 Income from Operations 1,733,112 1,113,752 619,360 6,790,171 4,455,007 2,335,165 Interest Income 8,227 32,083 (23,856) 41,655 128,333 (86,679) Other Income (Expense) 267 667 (400) 1,067 2,667 (1,600) Interest Expense (542,210) (563,934) 21,724 (2,170,696) (2,255,736) 85,041 Debt Amortization Income 103,446 103,446 (0) 413,784 413,784 (0) PILOT (162,616) (162,616) - (650,465) (650,465) - Total Other Income (Expense) (592,887) (590,355) (2,532) (2,364,656) (2,361,418) (3,238) Total Income / (Loss) 1,140,225 523,397 616,828 4,425,515 2,093,589 2,331,926 Capital Spend 852,821 1,781,000 928,179 3,944,857 8,246,000 4,301,143 Contributed Capital - Cash - - - - - - Contributed Capital - Non-Cash - 833,333 (833,333) - 3,333,333 (3,333,333)  CGW Gas Department October, 2020 Month Year to Date Actual Budget Fav/(Unfav) Actual Budget Fav/(Unfav) Sales to Customers 1,346,002 1,535,996 (189,994) 4,596,280 5,318,675 (722,395) Penalties 6,799 16,667 (9,867) 24,767 66,667 (41,900) Other Income 99,125 99,674 (549) 437,436 398,697 38,739 Gross Revenue 1,451,927 1,652,337 (200,410) 5,058,483 5,784,039 (725,556) Cost of Gas 718,988 754,578 35,590 2,227,435 2,532,312 304,877 Gas Distribution 226,999 236,999 10,000 899,191 947,995 48,804 Gas Administration 162,580 210,049 47,469 578,173 840,198 262,025 Ft. Campbell Operations 45,850 41,774 (4,076) 195,588 167,096 (28,492) Customer Service 118,478 100,534 (17,943) 409,511 402,137 (7,374) Accounting 51,880 50,619 (1,261) 316,334 202,477 (113,857) Engineering 43,749 59,795 16,046 182,598 239,179 56,581 Admin & General 63,888 58,527 (5,361) 252,556 234,107 (18,449) Other Expenses 14,215 10,417 (3,798) 53,083 41,667 (11,416) Depreciation 153,700 191,667 37,967 613,088 766,667 153,579 Total Operating Expenses 1,600,326 1,714,959 114,633 5,727,557 6,373,834 646,277 Income from Operations (148,399) (62,622) (85,777) (669,075) (589,796) (79,279) Interest Income 6,186 32,500 (26,314) 28,295 130,000 (101,705) Other Income (Expense) 267 2,083 (1,817) 1,067 8,333 (7,267) Interest Expense (16,278) (16,051) (226) (65,110) (64,206) (905) Debt Amortization Income 3,982 3,982 - 15,926 15,926 0 PILOT (57,099) (57,099) - (228,395) (228,395) - Total Other Income (Expense) (62,943) (34,585) (28,357) (248,218) (138,342) (109,876) Total Income / (Loss) (211,341) (97,207) (114,134) (917,292) (728,137) (189,155) Capital Spend 52,928 623,000 570,072 965,280 2,696,000 1,730,720 Contributed Capital - Cash - - - - - - Contributed Capital - Non-Cash - - - - 733,333 (733,333)  FY 2021 Debt Coverage October, 2020 YTD Net Revenue through Fiscal Period 4 Actual System Gross Revenue $ 30,386,047 System Operating Expenses 22,209,511 8,176,536 Add: Depreciation Expense 6,492,065 Other Revenue (Expense) 104,669 Net Revenues $ 14,773,271 Debt Coverage Ratio 2.19 Debt Coverage Ratio Goal 1.70 FY 2020 Coverage Ratio 2.09 FY 2019 Coverage Ratio 2.12 >2.00 = Aaa rating 1.70-2.00 = Aa ratimg Debt to Operation Revenue Ratio October, 2020 FY 2021 Budget Total Debt $ 177,406,199 Operating Revenue $ 91,158,140 Debt/Operating Revenue 1.95 FY 2020 Budget Total Debt $ 189,626,801 Operating Revenue $ 91,158,140 Debt/Operating Revenue 2.08 FY 2019 Actual Total Debt $ 210,708,804 Operating Revenue $ 93,864,185 Debt/Operating Revenue 2.24 FY 2018 Actual Total Debt $ 237,996,422 Operating Revenue $ 90,487,961 Debt/Operating Revenue 2.63 <2.00 = Aaa 2.00 - 4.00 = Aa  Clarksville Gas & Water FY 2021 FY 2021 Available Cash - Water Actual Aaa Rating Aa Rating $29,000,000 $24,000,000 $19,000,000 $14,000,000 $9,000,000 $4,000,000 Open Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 250 days op FY 2021 Available Cash - Wastewater Actual Aaa Rating Aa Rating Aug Valleybr $30,000,000 $25,000,000 $20,000,000 $15,000,000 $10,000,000 $5,000,000 $0 Open Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun 250 days op FY 2021 Available Cash - Gas Actual Aaa Rating Aa Rating $26,000,000 $24,000,000 $22,000,000 $20,000,000 $18,000,000 $16,000,000 $14,000,000 $12,000,000 $10,000,000 $8,000,000 Open Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun  Monthly Activity Summary October 2020 • Assessment Areas: • Hazelwood: cost $2,727,241 / paid $2,212,250 / remaining $514,991 • Oakland: cost $881,876 / paid $282,425/ remaining $599,451 • Water Plant pumped 573 million gallons of treated water into the system and averaged 18.4 million gallons per day. That represents approximately 65 percent of the plant’s capacity. • Wastewater Plant treated 386 million gallons of sewage and averaged 12.4 million gallons per day. That represents approximately 49 percent of the plant’s capacity. • The call center handled 13,296 calls and averaged 428 per day. Each call lasted an average of 3 minutes and 09 seconds. • Service Department completed 6,209 work orders and responded to 296 after hour calls. • Gas Division responded to 67 natural gas odor calls. • Water Division repaired 61 water leaks totaling 1,912 feet of pipe, flushed 385 hydrants, and tested 619 backflow devices. • Sewer Division reported 19 sewer overflows. • Engineering Department approved 10 utility plans this month and currently has 29 on- going projects. • Billing Department read 102,661 meters and sent a total of 94,558 bills and notices Clarksville Water Treatment Plant Finished Water Totals January 2020 % of Total TOTALS Capacity DATE DATE IN MGD Based on 28 MGD 1/1/2020 14.5 1/1/2020 51.79 1/2/2020 15.0 1/2/2020 53.57 1/3/2020 15.3 1/3/2020 54.64 1/4/2020 15.4 1/4/2020 55.00 1/5/2020 16.2 1/5/2020 57.86 1/6/2020 16.4 1/6/2020 58.57 1/7/2020 16.5 1/7/2020 58.93 1/8/2020 16.1 1/8/2020 57.50 1/9/2020 14.4 1/9/2020 51.43 1/10/2020 15.6 1/10/2020 55.71 1/11/2020 15.4 1/11/2020 55.00 1/12/2020 15.7 1/12/2020 56.07 1/13/2020 16.2 1/13/2020 57.86 1/14/2020 15.9 1/14/2020 56.79 1/15/2020 14.7 1/15/2020 52.50 1/16/2020 16.4 1/16/2020 58.57 1/17/2020 15.3 1/17/2020 54.64 1/18/2020 14.9 1/18/2020 53.21 1/19/2020 15.8 1/19/2020 56.43 1/20/2020 16.1 1/20/2020 57.50 1/21/2020 16.6 1/21/2020 59.29 1/22/2020 18.6 1/22/2020 66.43 1/23/2020 12.8 1/23/2020 45.71 1/24/2020 17.0 1/24/2020 60.71 1/25/2020 14.4 1/25/2020 51.43 1/26/2020 16.3 1/26/2020 58.21 1/27/2020 16.6 1/27/2020 59.29 1/28/2020 15.6 1/28/2020 55.71 1/29/2020 15.5 1/29/2020 55.36 1/30/2020 16.0 1/30/2020 57.14 1/31/2020 14.9 1/31/2020 53.21 Monthly 486.1 total  Monthly Bypass / Overflow Report System: Wastewater Collection System County: Montgomery Month: October Year 2020 Permit#: TN 0020656 System Contact: Mike Crawford Public Utility Senior Manager Phone Number: 931-553-2424 Type of Duration / Time Overflow Day Rain Fall Location of Bypass/Overflow Nearest Stream From: To: Gallons Reason for Bypassing and Remedial Action U 8 Beacon Hills LS 11:00AM 11:15AM 500 unstopped pad drainline, washed down area U 9 170 Hickory Grove MH# 13007 8:30PM 9:15PM 450 unstopped mainline, spread lime U 11 Applegrove 1 LS 12:30PM 12:40PM 1,000 power outage CDE, hooked up generator, spread lime U 14 Oak st LS 12:45PM 1:15PM 4,500 transducer fell to bottom, reset transducer T 19 Ringgold RD LS MH #18275 2:25PM 3:20PM 4,000 heavy rainfall, rain event stopped U 21 19 Ellington Terrace MH# 15134 1:30PM 2:00PM 150 unstopped mainline, spread lime U 27 Steel stock LS MH # 366 7:30AM 12:30AM 7,500 ARV broken, replaced ARV, spread lime T 28 Briarwood LS 8:28PM 8:51PM 1,150 heavy rainfall, rain event stopped T 28 Dale Terrace dr LS 8:28PM 9:47PM 7,900 heavy rainfall, rain event stopped T 28 Trice landing LS 7:30PM 8:41PM 22,200 heavy rainfall, rain event stopped T 28 Middleton LS MH# 7680 7:30PM 9:30PM 6,000 heavy rainfall, rain event stopped T 28 Oak st LS 7:50PM 9:15PM 21,250 heavy rainfall, rain event stopped T 28 Hayes st LS 8:30PM 9:15PM 2,250 heavy rainfall, rain event stopped T 28 Sherwood forest LS MH# 8328 8:00PM 9:40PM 22,500 heavy rainfall, rain event stopped T 28 Savannah LS MH# 10660 7:44PM 9:22PM 16,050 heavy rainfall, rain event stopped T 28 Bellamy ln LS MH# 19160 7:30PM 10:00PM 41,250 heavy rainfall, rain event stopped T 28 Ringgold RD LS MH #18275 7:20PM 12:05AM 24,000 heavy rainfall, rain event stopped T 28 New Meadowbrook MH# 6723 7:40PM 11:00PM 131,000 heavy rainfall, rain event stopped T 28 Turner Ln LS 6:56PM 8:21PM 17,200 heavy rainfall, rain event stopped Type of Overflow U-All Other Occurrences T-Wet Weather Overflows