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Administrative Report May 14, 2020 City of Las Cruces' MOUNTAINS OF OPPORTUNITY Las Cruces Utilities Board of Commissioners Administrative Report unun � City of Las Cruces' Topics 1 ) Customer Service, Billing & Receivables 2) FY20 3rd Quarter Budget Reports 3) LCU Human Resources (HR) Activity Report 4) Covid-19 Incident Management 5) Water Litigation 6) Griggs Walnut Consent Decree 7) Discussion on LCU Board Member Candidates 8) Projects 9) Board Resolutions 0 Billing and Receivables ■ Utility Assistance Programs — April Report: ❑ Payment Plan Agreements: ■ 2 New agreements ❑ Preferred Payment Date: ■ 3 New requests ❑ Budget Payment Plan: ■ 0 New agreements ❑ Promise to Pay: ■ 670 Customers requesting extended due date ❑ LIHEAP (Low Income Home Energy Assistance Program): ■ 78 Customers receiving $18,560 in assistance Billing and Receivables . . . (cont. ) ■ Utility Assistance Programs — April Report: ❑ Charitable Fund Sources: ■ 2 Referrals ❑ Casa de Peregrinos: ■ 245 New customers ■ Requests for assistance driven by impact of COVID-19 restrictions ■ FY20 Budget funding exhausted however, utility billing assistance will continue with emergency funding of $125,000 provided by City Council ❑ Casa de Peregrinos FY20 YTD Summary: ■ Utility Bill Assistance Budgeted $100,000 ■ Utility Bill Assistance Expensed $105,639 ■ FY20 Available Assistance $ -5,639 0 Billing and Receivables . . . (cont. ) ■ Casa de Peregrinos FY20 YTD Report Utility Bill Assistance Available $0... Utility Bill Assistance Expensed $105,639 100% Utility Bill Assistance Expensed Utility Bill Assistance Available FY20 3,dQuarter Budget Reports ■ pink to rY2u 3rd U i Budget Reports 0 LCU Human Resources (HR) Activity Report: Vacancies Total Vacancies by Month Vacancies by Lines of Business 20 18 18 52 16 16 14 13 3 12 12 1111 1111 10 1 1000 10 999 9 4; 8 47 47 8 77 777 6 6 5 55 55 46 444 4 3 44 44 43 2 ,0121I 44 0 42 0� ey 2y 5 42 P 40 11/01/19 12/01/19 01/01/20 02/01/20 03/01/20 04/01/20 05/01/20 ■11/04/19 ■12/02/19 01/02/20 ■02/03/20 ■03/03/20 ■04/01/20 ■05/04/20 SBP Result: Fill Vacancies within 6 Weeks # Weeks in Current Hiring Process Hiring Workflow by Task Owner 05/01/20 _ 80% 04/01/20 03/01/20 i ML 70% 69% 02/01/20 i M 01/01/20 60% 59% 58% 59% 12/01/19 53% 53% 53% 11/01/19 50% 0 5 10 15 20 25 30 35 40 420/ 430 0 38° ■#Weeks in Process 40% 360 350/ 360 31°/ 50.0 Average 30% 45.0 weeks in 40.0 process=36 20% 35.0 30.0 9% 20.0 0%/o 15.0 0 10.0 11/01/19 12/01/19 01/01/20 02/01/20 03/01/20 04/01/20 05/01/20 5.0 LCU ■HR ■In Flow 0.0 Administrati Administrati Gas RES/TS Solid Wastewater Water on ve Services Waste ■Total 38.6 36.7 45.8 36.3 32.9 36.6 20.6 LCU HR Activity Report: Progress ■ Since 7/1 /19, we have filled 32 positions ■ Awaiting six (6) reclassification requests & four (4) new PAQs ■ CM has created a Hiring Review Committee: The Hiring Review Committee will convene, and review all hiring requests and recommend approval/disapproval of each vacancy. This Committee may review position requisitions to ensure only those vacancies determined to be essential, or emergency responders, will proceed for recruitment and hiring. Other recommendations may also include budget considerations ■ Apprenticeship & Internship program progress delayed 0 LCU HR Activity Report: Looking Forward ■ Filling HR Coordinator position is a top priority — waiting on new job description ■ Focus on staffing while complying with COVID-19 policies and regulations ■ Overtime report pending — will be impacted by COVID-19, particularly for Solid Waste ■ Longevity and potential retiree analysis pending ■ Temporary staff analysis pending m COVID- 19 Incident Management ■ Continuity of Operations Plan (COOP) submitted to & approved by City Administration and reviewed weekly ■ Lines of business have developed and provide weekly updates to operational summaries addressing staffing status, workloads, and any potential operation threats ■ Weekly situational reporting (SitReps) to CM and LCU Board ■ Continued compliance with Families First Coronavirus Response Act (FFCRA) as well as CLC pandemic-related policies ■ PPE is tracked to ensure adequate supply for all associates M Staffing & COVID- 19 ■ Averaging 8 associates/week out for quarantine, extraordinary or emergency paid sick leave ■ Submitted return-to-work plan , May-August, to City Manager ■ LCU associates contacted weekly with informational updates ■ One confirmed case at the end of April — all associates were tested, and isolation procedures reinforced ■ Continue increased sanitization of common areas ■ Identified 84 employees who have accrued more than 200 hours of annual leave (60 already at 240+ hours) ■ Union has requested pay differential & leave equity for Utility associates who continue to report to work m Water Litigation ■ TXv. NM & CO: No changes to last report ■ Griggs Walnut Federal Litigation : Consent Decree filed with US District Court on April 16, 2020 Consent Decree published in Federal Register from April 22 to May 22, 2020 Griggs Walnut Consent Decree ■ Consent Decree (CD) resolves current litigation between City of Las Cruces and Dona Ana County (JSP [Joint Superfund Project]), the Federal Defendants (National Guard [NG], Department of Justice [DOJ] and Environmental Protection Agency [EPA]) ■ CD is posted in the Federal Register fora 30-day comment period (April 22 to May 22, 2020) ■ CD does not resolve outstanding litigation with two remaining private businesses which properties contributed to PCE contamination ■ CD is a settlement with the NG removes any future NG responsibility in the cleanup of groundwater m Griggs Walnut Consent Decree . . . (cont. ) ■ JSP is now fully responsible for the completion of the cleanup ■ Consent resolves all past costs claimed by EPA (approx. $9M) ■ JSP agrees to perform the remedial action in accordance with the Statement of Work (SOW) ■ Financial terms of the settlement: JSP and NG pay EPA $2,000,000 for past costs ■ JSP pays 57% or $1 ,140,00 ■ NG pays 43% or $860,000 Federal Defendants pay 43% towards JSP's past costs of $4,885,015 (not including attorney fees), or $2, 100,556 Federal Defendants pay 43% towards JSP's future costs estimated at $8,494,512 or $3,652,640 Griggs Walnut Consent Decree . . . (cont. ) Federal Defendants pay 8% "cash-out" premium on the estimated future costs (8% of $3,652,640) or $292,211 JSP will pay EPA Future Response Costs not to exceed $144,000 annually for oversight of remedial action in accordance with SOW JSP and NG will pay EPA's Interim Response Costs not to exceed $800,000. ■ JSP to pay $456,000 ■ NG to pay $344,000 Griggs Walnut Consent Decree . . . (cont. ) ■ Total NG reimbursement to JSP: $2, 100,556 for past costs $3,652,640 for future costs $292,211 for premium $344,000 for EPA Legal $6,389,408 total ■ Initial payment to EPA 30 days after CD approval is $1 ,265,000: $17140 7 000 + $1257 000 m Discussion on LCU Board Member Candidates ■ Applicants to LCU Board are: Harry Hardee Loretta Pina Henry Young ■ LCU Board may recommend one of the candidates to be appointed to the Board ■ Utility staff will forward the recommendation to the Mayor for consideration of appointment May 2020 Projects Update ■ Sandhill Sewer Interceptor, Phase I , Project No. 18-19-076 ■ Pre-1965 Foothills Landfill Excavation ■ Talavera 8-Inch Steel HP Gas Extension, Project No. 18-19-061 Sandhill Sewer Interceptor Phase Project No . 18- 19-076 - `e� '" � a A•�jM'Mi y�hc � ,��,�'t4<S��a ��� 1R4nto ' .i`� '6�T' � !w rr +Ma'�ryF it' y `- � �� ♦ \ �yy��j}�,{c��' .� 1� 9„�1r5.�j.Ki�`V � pv.,. � `5'" {�� �. _�� A `t GN � .. II U jj -i .•. i 's �r �i Approximately 9,300 LF of new 020 OR M sewer pipe has been installed : r ri PIP to �; k ✓ 1 .. �. ,�> ,� „�� •�k, y '� *t}!\�t,,.,�: �t�arc :s aj!•- :� �' j '� � �d e P s. Pipe installation is complete. , '4 J Sandhill Sewer Interceptor Phase I , X.4 Project No . 18- 19-076 . . . (cont. ) _ F t ■ Contractor — Timberland Construction Inc. v Ag ■ Contract Cost — $1 ,249,555.00 (incl. changes) %, ■ Contract Time — 112 workdays: x Original contract time of 75 workdays, increased to 112 workdays ■ Start Date — September 9, 2019 Pipe installation at the tie-in location ■ Estimated Completion — April 30, 2020: Rain day and stop work orders delayed project end date ■ Percent Complete — 98% (Construction) ■ Percent Complete — 76% (Payment) ■ Summary of Project: Project substantially complete: 8,800 LF of 15-inch sewer line, 32 manholes, steel casing, ductile iron pipe installed � - ❑ All testing completed ❑ Final Inspection and punch list remain Manhole installation Pre- 1 965 Foothills Landfill Excavation ■ Projects/Contractor: ❑ 19-20-70 Wagner Equipmentpqw R ❑ 19-20-57 Parkhill Smith and Cooper y ❑ 19-20-58A Crosstown Construction and TruckingVL - `T ❑ 19-20-75 KEERS Environmental " x "" ■ Total Combined Contract Cost — $170867619 ■ Contract Time — 104 workdays a-=3 -- ■ Start Date — March 18, 2020 Excavating Waste Area #3 ■ Estimated Completion Date — September 30, 2020 F ■ Percent Complete — 22% (Construction) + r� ■ Percent Complete — 14 /o (Payments) � - ■ Summary of Project: _ zy i- Began excavation on March 18, 2020 - ❑ Hauling of Waste started on March 19, 2020 mow. ❑ Total waste hauled as of April 27 is 21 ,255 Tons Excavating Waste Area # 2 ❑ Project currently suspended Pre- 1 965 Foothills Landfill Excavation . . . (cont. ) ID Tasl Task Name Cx=-tbri 5tat Trish MG . Apr jm Aug Elm -J Mar Am Oft Jd Feb 1 Pre 1955 Landfill Excavation Project 4D4days Tue3J5f19 Fri9f18f20 2t NTP 1day Mon3J11119 N1on3/11/19 3 rt Ph as 1 Pre 1955 Landfill Waste Excavation 201 days Tue 3J12J19 Tue 12117119 Plan d Iri Task 1-Meeting with NMED Sureau Chief 30 days Tue 3/12f 19 Mon 4/a/19 5 ® 1q, Task 2-IncorportateNMED Comm entsinto 30 days Tue4J23J19 Mon 5/S/19 WEP,Resubmit 6 ® or, Task 3-NMEDReviewFinaIWEP 29days Fri7J5J19 Wed8/14/19 7 ® Task S.1-PrvedeNMED requested Infer H days Wed8J14J19 Tue12/17/19 8 Prepare and Condurt Publii M eeting 3days Fri12/5/19 Tue12/10/19 9 Phase2 Pre 1%5 Landfill rield Effort 265 days Wed 8114119 Tue 8118120 10 1t Task 4-Response to NNIE0 LTR 16 days Mon2/10/20 Mon 3f 2J20 11 * Task 5-Deaelopment of haul road 50 days Mon 2f 3f 20 Fri 3/13/20 I� 12 ® Task 6-Contracts(onsite,waste hauler, 90 days Tue 11J5J19 Mon 3J9J20 equipment) 13 ® 9% Task7- F4ggingWastePerimeter 3days Mon3J9J20 Wed3J11J20 14 ® 94 Task 8-Setup and Stagging 7days Mon3f9f20 TueS/17f20 15 ® Task 9-Exiwation(E-limated) 104 days WedS/18f20 Mon8/10/20 16 Pre 1955 Landfill Excavation Results 140days Mon 8110120 Sun 2121121 17 Task 9-Prepare Final Documentof 45days Mong/10/20 Fri10)9/20 Excae lion Actions 18 ., Task 10-NMEDAcceptanreLtr 90days Mon 10f12J2(Fri2/12/21 Talavera 8- Inch HP Gas Extension , Project No . 18- 19-061 - o ■ Contractor — DuCross Construction ■ Contract Cost — $1 ,517,990.98 ■ Contract Time — 331 workdays 4w ■ Start Date — March 4, 2019 Soil compaction in preparation of ■ Estimated Completion — June 24, 2020 concrete collar for HP gas valve Contract time suspension was issued to the contractor from December 20, 2019 to April 10, 2020 to allow for the implementation of new Hydrostatic Pressure Test procedure ■ Percent Complete — 95% (Construction) G' ■ Percent Complete — 95% (Payment) ■ Summary of Project: Gas High Pressure Regulator Station has been completed and is on-line ��60g° ° Approximately 4,820 linear feet of low pressure polyethene pipeline along - r� Dripping Springs Road has been purged of air and pressurized with natural Installation of HP gas regulators gas Pending items to be completed; reinstall signs, restore grades, and reseed the project area Board Resolutions for Discussion Resolution : 19-20- 124 Background on Natural Gas Service Area ■ In 1969 Rio Grande Natural Gas Association ("RGNGA") was formed as anon-profit corporation and inter-community natural gas association ■ The Village of Hatch ("Village") and the City of Las Cruces ("City") were the original members and owners ■ In 2005 the owners and RGNGA approved resolutions affirming the owners owned RGNGA assets jointly and in equal shares ■ In June 2008 the owners appointed a task force to develop and recommend reorganization alternatives of RGNGA m Resolution : 19-20- 124 Background on Natural Gas Service Area . . . (cont. ) ■ In July 2010 City Resolution No. 11 -009 reorganized RGNGA and defined service areas for the Village and the City. The services and service area accorded to the City were: ❑ RGNGA customers within the city limits ❑ The City was to be the natural gas provider within the newly annexed East Mesa and West Mesa areas L The extraterritorial five-mile zone around existing city limits m Resolution : 19-20- 124 Natural Gas Utility Service Area 0 5 Miles I 5/6/2020 'O ti_ EM 70 70 k 0 > i Legend Las Cruces City Limit ti Las Cruces Utilities Gas Service Area -e_Esn Digita`I Glol c of je��a,�th90 r t- g ph�cs.CNES!A rb—US.U�UA.U'SC;S, Aero GFZI U.ICON.and the GI U (�[i;Srnuni y Resolution : 19-20- 124 Talavera Low Pressure Gas Distribution Network—Phase 3A, Project No . 19-20- 124 y *tea. � ' t,✓�� � . " Responses to Talavera Gas Survey as of March 6, 2015 DRIP-P-LNG SPRINGS RD TALAUERAA E LA E AU ,o z ' Z Y U 6 � - •LE•AD ANYON RD Legend A•y 6q HGANY D gEHENBA6H CANYON RD Parcel of Interest(960) Survey Response Yes(419-44%) No(92-10%) Not Checked(7) N P H LL D ��'� 0 � 2,500 Feet Resolution : 19-20- 124 Talavera Low Pressure Gas Distribution Network . . . (cont. ) EXHIBIT HIGH PRESSURE NATURAL GAS MASTER PLAN SEPTEMBER 13,2013 Prepared for: Las Cruces Utilities Las Cruces,NM 88007 kk � II � Prepared by 425 S.Telshor Blvd 3 ` Suite C-103 Las Cr.-,NM 88011 - Resolution : 19-20- 124 Talavera Low Pressure Gas Distribution Network . . . (cont. ) -ieisptm� Legend T— .0 Future Transmission Pipeline Future High Pressure Gas Line, o. 7................................................................. Ei stin g T,.ns.i—i.n Pipeline E:isting High Pressure Gas Lines ...... ....Existing High Intermediate Pressure Gas Lines Gas Zones7 7 Oirn Future Gas Zones ...... %P-'i Cty Gas Sei,i—A- 0 Future Regulator Station 12 'P Future Industr F- ial Gasrep 70 0111P lo 12 (Z)-r F 11 -ILF- ............ 21 PcD L Ile, 2 P IV L ............. ..................... --- F-1 % ............... 'ArrEn 11,rrn E 28000 Bohannan I Huston Feet Las Cruces Utilities Gas Master Plan 425 S1d&BI,45u'ni(I031 letaWWIF829 575.532.8670 1'SCALE -1 4r 000' Figure 8. Future High Pressure Gas Lines and Growth Areas Resolution : 19-20- 124 Talavera Low Pressure Gas Distribution Network . . . (cont. ) Project Area-3A �g `ings 0 PrajectArea-3B i= gprings_Rd] _ p1n9 j 4 v — a�p Ta'IatieraAve J � _Y �� - �S,ol�dadlc`anynn�RdT v �� „�y — — _ Ciyan-R ,A henbach ny n RU J± 41k d p 1 Legend 5.16/2020 roposed Talavera Gas Lines -D - GRU High Pressure Pipe , Parcels - 4015137449064 Low Pressure Pipe & 4015137444025 = Future 12"HP Line - Resolution 19-20-LCU018 : Write-Off of Uncollectible Utility Accounts Receivable for Fiscal Year 2014 Approval of Board recommendation to Council for write-off of utilities uncollectable accounts receivable for FY 2014 Resolution Write-off % Utility Billing Period Res. 19-20-LCU018 $384,834 0.59 FY2014 Res. 18-19-LCU023 $352,191 0.55 FY2013 Council Res. 18-123 $569,973 0.89 FY2012 Council Res. 16-232 $850,466 1 .25 FY2011 Council Res. 15-093 $843,248 1 .44 FY2010* *MUNIS Utility Billing Module implemented mid-2009 lacked functional account receivable management capability Resolution 19-20-LCU022 : Amended Memorandum of Understanding Between the City of Las Cruces and Casa de Peregrinos ■ Board approval of Amended Memorandum of Understanding (MOU) between the City and Casa de Peregrinos ■ Resolution continues the agreement and updates terms and conditions of the previous MOU ratified by the City Manager in July 2014 ■ Casa de Peregrinos works with Billing and Receivables disbursing funds for the utility assistance program and reviewing eligibility requirements established by the LCU End of presentation . . . „q °"tee .7 �w 0 my of[as Cruces,