Shenandoah Municipal Development District AGENDA REPORT

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3 Shenandoah Municipal Development District AGENDA REPORT Meeting Date: August 10, 2011 Item Number: Department: Finance (City Secretary s Use Only) Prepared By: J. Calvert Budgeted Amount: Date Prepared: August 3, 2011 Exhibits: Proposed Budget Subject Budget Workshop for the Operating Budget. Recommendation No recommendation. For discussion purposes only. Discussion Staff presents the MDD Proposed Budget. Approved By Department Manager Initial Date 08/03/11 Date City Administrator 8/5/11 Page 1 Revised 1/10

4 MDD FY Proposed Budget Revenue Sales Tax $ (1,394,594) Budget Detail Description Units Price Amount Based on 32% of General Sales Tax 1 (1,394,594.00) (1,394,594.00) Interest $ (1,000) Fee in lieu of Wetlands $ (1,000,000) TOTAL $ (2,395,594) 801-Expenses Economic Development Partnership $ 7,500 Contract Labor $ 750 Office Supplies $ 200 Undesignated Projects $ 75,000 Catahoula Well $ 510,000 Public Relations $ 10,000 Dues & Memberships $ 2,000 Travel & Training $ 5,000 Catahoula Water Plant $ 500,000 Consulting/Professional Srvcs $ 10,000 Budget Detail Description Units Price Amount Engineering for Wetlands 1 10,000 10,000 Building and Grounds Maintenance Budget Detail $ 640,000 Description Units Price Amount Replace HVAC system at City Hall 1 640, ,000 Transfer to General Operating $ 401,508 Budget Detail Description Units Price Amount MDD-Econ. Dev. & business retention activities 1 100, , WFD Agreement 1 301, , $ 1,000,000 TOTAL $ 3,161,958 Current balance $ (1,864,024) Fund 100 Total: Proposed Revenue (2,395,594.00) Proposed Expenses 3,161, Proposed Fund Balance end of FY 2012 (1,097,660.00)

5 Shenandoah Municipal Development District AGENDA REPORT Meeting Date: August 10, 2011 Item Number: 3(a) Public Works & Community Development Department: Prepared By: B. Bevers Budgeted Amount: Date Prepared: August 4, 2011 Exhibits: (City Secretary s Use Only) Information from Thornhill Group Subject Change Order for the Catahoula Well being drilled in Panorama Village to delete the test well portion of the contract and proceed with the production well. Recommendation Staff recommends that MDD approve the deductive Change Order for the Catahoula Well being drilled in Panorama Village to delete the test well portion of the contract and proceed with the production well, saving the MDD $150,200 as recommended by Bleyl & Associates and Thornhill Group (hydrogeologist consultant). Discussion In order to help the City comply with Lone Star Groundwater Conservation District requirements for groundwater reduction, the Shenandoah MDD approved a contract for Weisinger Water Well to drill a Catahoula Well in partnership with the City of Panorama Village. Based on positive preliminary results from the well and other surrounding well information, the project engineer and hydrogeologist have recommended that the test well portion of the contract be removed and work begin immediately on the production well. This will save the MDD $150,200. Approved By Initial Date Department Manager 8/5/2011 Date City Administrator 8/5/11 Page 1 Revised 1/10

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8 Shenandoah Municipal Development District AGENDA REPORT Meeting Date: August 10, 2011 Item Number: 3(b) Public Works & Community Development Department: Prepared By: B. Bevers Budgeted Amount: Date Prepared: August 5, 2011 Exhibits: (City Secretary s Use Only) Information from Bleyl & Associates Subject Proposal for Bleyl & Associates for design, bidding, and construction management services for the water plant for the Catahoula Well as part of the agreement with the City of Panorama Village to meet the Lone Star Groundwater Conservation District groundwater reduction requirements. Recommendation Staff recommends that MDD approve proposal from Bleyl & Associates for design, bidding, and construction management services. Discussion The Shenandoah MDD approved drilling a well in partnership with Panorama Village in the Catahoula Aquifer in accordance with the 2 Cities Groundwater Reduction Plan and complying with requirements from the Lone Star Groundwater Conservation District for groundwater reduction. Water from the Catahoula Aquifer is very hot (>105 F) and a cooling tower will be required. The estimate is much higher than originally estimated and Staff is working with Bleyl & Associates to analyze the estimate. The proposal is for the current estimate and if the estimate is reduced, the design fee to Bleyl & Associates will be adjusted as well. Approved By Initial Date Department Manager 8/5/2011 Date City Administrator 8/05/2011 Page 1 Revised 1/10

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11 Memo To: Shenandoah MDD Thru: Greg Smith, City Administrator From: B. Bevers Date: August 5, 2011 Re: Catahoula Water Plant The City of Shenandoah MDD has authorized a project to drill a well in the Catahoula Aquifer in the City of Panorama Village as part of a Joint Groundwater Reduction Plan with the City of Panorama Village and complying with the groundwater reduction requirements of the Lone Star Groundwater Conservation District. In order to maximize efficiency of time and money, the overall project was divided into 2 phases: the water well and the water plant. The well portion of the project deals with the vertical well only and is currently under construct ion. Preliminary results from the well drilling have been very positive and based on those results, Bleyl & Associates and the Thornhill Group (design engineer and hydrogeologist consultant) have recommended that the test well portion of the project be cancelled and the project proceed directly to the production well. A Change Order to this effect is being presented to the MDD on August 10, 2011 and if approved, will result in approximately $150,000 in savings. The second phase of the project is tying the well into the existing Panorama Village water system so that the water can be distributed through Panorama Village in accordance with the GRP and Lone Star. This phase will require a cooling tower because the water from the Catahoula Aquifer is very hot (>105 F). Bleyl & Associates submitted a proposal and estimate to City staff on March 30, 2011 estimating that the total cost of phase 2 for engineering and construction would cost $275,000 which was incorporated into the budget. Department of Public Works & Community Development August 5, 2011 Page 1 of 2

12 Since the original proposal and estimate, Bleyl & Associates has revised the estimate to approximately $900,000 for design and construction. The primary reason for the increase is significantly more electrical work required. The original plan was to modify the existing motor control center at the water plant, but with the cooling towers, the existing MCC will not be able to handle the new loads and a new MCC will be required. Staff is working with Bleyl & Associates to analyze the latest estimate and the estimate is expected to be lowered. However, due to time constraints, Staff recommends that MDD budget for the full estimate to be conservative. Staff proposes that the budget be modified to accommodate the latest estimate in the following manner: Original Water Plant Estimate $275,000 Current Water Plant Estimate $900,000 Additional Funding Required $625,000 Water Well Savings through Change Order $150,000 Additional MDD Funding $225,000 Water & Sewer Funding (City Funding) $250,000 Total Savings and Additional Funding $625,000 This method would bring the total MDD funding for the water plant design and construction to $500,000. Department of Public Works & Community Development August 5, 2011 Page 2 of 2

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16 Shenandoah Municipal Development District AGENDA REPORT Meeting Date: August 10, 2011 Item Number: Department: Finance (City Secretary s Use Only) Prepared By: J. Calvert Budgeted Amount: Date Prepared: August 3, 2011 Exhibits: Proposed Budget Subject The Operating Budget. Recommendation Discussion Consider, and if deemed appropriate, adopt the Proposed Operating Budget for the Shenandoah Municipal Development District. Approved By Department Manager Initial Date 08/03/11 Date City Administrator 8/4/11 Page 1 Revised 1/10

17 RESOLUTION NO. A RESOLUTION OF THE SHENANDOAH MUNICIPAL DEVELOPMENT DISTRICT ADOPTING THE BUDGET. WHEREAS, the Shenandoah Municipal Development District Board of Directors does hereby approve the Operating Budget for the District, attached heretofore as Exhibit A. NOW, THEREFORE, BE IT RESOLVED BY THE Shenandoah Municipal Development District that the Budget for 2011/2012 is approved. Passed and approved this 10th day of August, SHENANDOAH MUNCIPAL DEVELOPMENT DISTRICT ATTEST: By: Jason L. Frazer, President By: Darrell Frazier, Secretary APPROVED AS TO FORM: By: William C. Ferebee, City Attorney

18 MDD FY Proposed Budget Revenue Sales Tax $ (1,394,594) Budget Detail Description Units Price Amount Based on 32% of General Sales Tax 1 (1,394,594.00) (1,394,594.00) Interest $ (1,000) Fee in lieu of Wetlands $ (1,000,000) TOTAL $ (2,395,594) 801-Expenses Economic Development Partnership $ 7,500 Contract Labor $ 750 Office Supplies $ 200 Undesignated Projects $ 75,000 Catahoula Well $ 510,000 Public Relations $ 10,000 Dues & Memberships $ 2,000 Travel & Training $ 5,000 Catahoula Water Plant $ 500,000 Consulting/Professional Srvcs $ 10,000 Budget Detail Description Units Price Amount Engineering for Wetlands 1 10,000 10,000 Building and Grounds Maintenance Budget Detail $ 640,000 Description Units Price Amount Replace HVAC system at City Hall 1 640, ,000 Transfer to General Operating $ 401,508 Budget Detail Description Units Price Amount MDD-Econ. Dev. & business retention activities 1 100, , WFD Agreement 1 301, , $ 1,000,000 TOTAL $ 3,161,958 Current balance $ (1,864,024) Fund 100 Total: Proposed Revenue (2,395,594.00) Proposed Expenses 3,161, Proposed Fund Balance end of FY 2012 (1,097,660.00)

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27 Shenandoah Municipal Development District AGENDA REPORT Meeting Date: August 10, 2011 Item Number: 5(b) Department: Finance (City Secretary s Use Only) Prepared By: J. Calvert Budgeted Amount: Date Prepared: August 3, 2011 Exhibits: Expense Approval Report Subject Accounts Payable Report Recommendation Staff recommends the Board ratify the accounts payable for January thru July Discussion Approved By Department Manager Initial Date 08/03/11 Date City Administrator 8/4/11 Page 1 Revised 1/10

28 Shenandoah Municipal Development District Expense Report July 2011 Vendor Name Payment Date Item Description Amount Fund: 100 GENERAL FUND SOUTH MONTGOMERY COUNTY CHAMBER 02/02/2011 $250 Sponsorship $ Fund 100 GENERAL FUND Total: $ Fund: 801 SHENANDOAH MUNICIPAL DEVELOPMENT DISTRICT BLEYL AND ASSOCIATES 01/13/2011 Construction drawing for Catahoula Well MOU $ 17, INTERNATIONAL COUNCIL OF SHOPPING 01/19/2011 $ CENTERS Annual Dues Renewal BLEYL AND ASSOCIATES 01/26/2011 Construction drawing for Catahoula Well MOU SOUTH MONTGOMERY COUNTY CHAMBER 02/02/2011 $250 Sponsorship BLEYL AND ASSOCIATES 02/16/2011 Construction drawing for Catahoula Well MOU BLEYL AND ASSOCIATES 03/28/2011 Construction drawing for Catahoula Well MOU JPMORGAN, CHASE BANK 04/27/2011 MDD MEETING (J.FRAZER) BLEYL AND ASSOCIATES 06/08/2011 Construction drawing for Catahoula Well MOU JPMORGAN, CHASE BANK 07/27/2011 (TD)HOTEL& MEAL EXP. SMC BOARD CONF. SMITH&FRAZER Fund 801 SHENANDOAH MUNICIPAL DEVELOPMENT DISTRICT Total: $ $ $ $ $ $ $ $ 29, , , , , Grand Total: $ 78,234.34