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LCU Board Admin Report City of Las Cruces' MOUNTAINS OF OPPORTUNITY Las Cruces Utilities Board of Commissioners Administrative Report August 13, 2020 GRjj unun � City of Las Cruces' Topics 1 ) Customer Service, Billing & Receivables 2) FY20 4t" Quarter Budget Reports 3) LCU Human Resources (HR) Activity Report 4) Covid-19 Incident Management 5) LCU Strategic Business Plan 6) 2019 Customer Survey Results 7) Water Litigation 8) Projects 9) Board Resolutions 0 Billing and Receivables ■ Utility Assistance Programs — July Report: ❑ Payment Plan Agreements: ■ 1 new agreements ❑ Preferred Payment Date: ■ 8 new requests ❑ Budget Payment Plan: ■ 50 new agreements ❑ Promise to Pay: ■ 1 ,024 customers requesting extended due date ❑ LIHEAP (Low Income Home Energy Assistance Program): ■ 12 customers receiving $4,560 in assistance Billing and Receivables . . . (cont. ) ■ Utility Assistance Programs — July Report: ❑ Charitable Fund Sources: ■ 0 referrals ❑ Emergency Assistance: ■ 69 Residential customers receiving $14,398 assistance ■ 7 Business accounts receiving $3,075 assistance ■ FY20 emergency funding of $125,000 provided by City Council fully exhausted ❑ Casa de Peregrinos FY21 Budget Funding = $100,000: ■ 145 Residential customers receiving $27,120 ■ 0 Business customers 0 Billing and Receivables . . . (cont. ) ■ Casa de Pereg rinos YTD Report Utility Bill Assistance Expensed $27,120 21% Utility Bill Assistance Available $100,000 79% Utility Bill Assistance Expensed Utility Bill Assistance Available FY20 4thQuarter Budget Reports ■ Link to r Y4v -+�" quarter DuugeL Rt:;NorL6 0 LCU HR Activity Report: Vacancies Total Vacancies by Month Vacancies by Lines of Business 54 8 Water 52 � 10 52 51 2 Wastewater 9 50 50 50 Solid Waste 1 2 48 — 2 7 47 RES/TS � 4 46 2 Gas 13 4 44 44 4 Admin Services 4 10 42 42 Administration 0 2 -10 -5 0 5 10 15 40 Change in Vacancy Count Since 11-4-2019 ■Number of Current Vacancies ^SIP ^SIP ^SIP I\IP 10, ^SIP ^SIP I\IP SBP Result: Fill Vacancies within 6 Weeks 40 # Weeks in Current Hirin3 Process Hiring Workflow by Task Owner 30 26 29 25 28 26 25 20 70% 69% 67/o 0 70% 10 63% 0 58/o 59% 0 59% np np ,lp ,lp ,lp ,lp ,lp ,lp ,gyp ,gyp 60% 53% 53% 53% -#Weeks in Process 50% 42° 43° 50.0 45.0 40% 380 36° 35° 360 33° 40.0 31° 30° 35.0 Average 30% 270 30.0 weeks in 25.0 process =37 20% 20.0 15.0 10% % /o ° /o /o 10.0 % % % o 0 5.0 ' ' % 0.0 0% 1 1 1 1 1 0 Administrati Administrati Gas RES/TS Solid Wastewater Water 11/01/19 12/01/19 01/01/20 02/01/20 03/01/20 04/01/20 05/01/20 06/01/20 07/01/20 08/01/20 on ve Services Waste ■Total 31.4 43.0 42.8 41.8 10.0 37.6 24.9 LCU ■HR ■In Flow LCU HR Activity Report: Progress ■ Since 10/15/2019, we have filled 44 positions ■ Awaiting the following : 5 reclassification requests 4 new job descriptions via remitted PAQ's: ■ We have posted the gas locator position rather than waiting on the senior locator job description. E 1 position awaiting hiring review committee determination as of 8/3/20 E 6 positions are awaiting release of candidates 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 ■ Longevity and potential retiree analysis pending ■ Temporary staff analysis pending as new contracts are entered for FY21 ■ Intern program outlook for 2021 m COVID- 19 Incident Management ■ Continuity of Operations Plan (COOP) submitted to and approved by City Administration and reviewed weekly ■ All programs are 100% operational ■ Return-to-Work Plan in effect under Phase 1 through 8/31 /2020 Building staffing levels will remain at 50% 10 or less allowed to gather with masks & social distancing Common areas remain closed ■ Continued weekly situational reporting (SitReps) to City Manager and LCU Board ■ PPE (Personal Protective Equipment) is tracked and we do have adequate supply for all associates m Staffing and COVID- 19 ■ Compliance with Families First Coronavirus Response Act (FFCRA) and City of Las Cruces pandemic-related policies ■ Averaging two associates/week out for quarantine, extraordinary, or emergency paid sick leave ■ LCPS (Las Cruces Public Schools) students will start school online in Fall ■ Any COVID-19 positive cases are quarantined ■ Continue sanitization of common areas, offices, and equipment ■ Developed Extraordinary Leave SOP ■ Excessive paid leave accrual decision is with City Manager ■ No updates regarding pay differential expected m LCU Strategic Business Plan ■ Adopted with revisions by LCU Board 03/14/2019 ■ Presented to City Council on 03/25/2019 ■ Identifies 8 Issue Statements ■ Aligned 5 major strategic results with those statements ■ Listed 10 Lines of Business (LOB) ■ Listed 40 Programs with varied strategic results ■ New LMS training for all associates 100% complete 06/30/2020 ■ Revisions approved by ACM on 06/09/2020 ■ This presentation focuses on achievements within the five Strategic Results as well as changes made for FY21 2019 Results Achieved ■ By July 1 , 2019, replacement and rehabilitation of critical water well infrastructure will begin ■ By July 2019, 25% regular Fleet preventative maintenance will be completed within three days ■ By February 2019, the Las Cruces Utilities Board (Utilities Board) will review an action plan to implement the 40-year water plan over the next five years through 2024 m 2019 Results Achieved . . . (cont. ) ■ Beginning in 2019, 100% of department associates will know what is expected of them and how they align and contribute to the goals of the department [. . .] aligned with the department Strategic Business Plan ■ By 20197 75% of City departments and agency partners will say they have a positive collaborative relationship with the Las Cruces Utilities Department that assists them in furthering their mission m 2020 Results Achieved ■ Beginning in 2020, 85% annual survey respondents will report that they know who to call or what to do when they smell natural gas ■ Beginning in 2020, 85% annual survey respondents will report that they know what materials they should and should not put down their drain or flush ■ By 2020, the Las Cruces Utilities Department will increase its intake of green waste tonnage by 7% from 2,800 tons to 3,000 tons ■ By 2020, diversion rates of all recyclable waste will be maintained at an average rate of 23% or higher Revised Results ■ Original: By 20207 20% institutional customers will reduce their water usage by an average of 2% following the program's outreach intervention : Revised: By 2021 , targeted institutional customers will reduce water usage by 5% ■ Original: By 2020, all restaurant businesses that fail their inspection due to fat, oil, and grease disposal will be reduced by 50% from 52 to 26: Revised: By 2021 , all restaurant and food service establishment inspections/visits regarding fats, oils, and grease will increase by 5% m General Revisions ■ Removed the "Training" program and placed all training results under each LOB ■ Revised "Solid Waste Fleet" program to "Solid Waste Fleet and Equipment Maintenance" program ■ Added to Strategic Results: By 2023 70% of service area will be serviced by natural gas based on miles of pipeline distribution compared to roadways listed on MVMPO (Mesilla Valley Metropolitan Planning Organization)* ■ Made edits to key results and throughout document for clarification and accuracy ■ Set higher goals for programs within Business Services Pending Results ■ By July 2019, a Human Resources function within the Las Cruces Utilities Department will be established ■ By 2020, 80% of board , commission , and City Council members will report that they receive the information they need to make informed decisions ■ By January 1 , 2020, 60% Las Cruces Utilities Department vacancies will be filled within 6 weeks of date of request ■ By January 1 , 2020, a streamlined promotion process within Las Cruces Utilities Department programs will be established Pending Results . . . (cont. ) ■ By July 2020, 95% of the training support necessary for certification will be provided to the Las Cruces Utilities Department (this is a tracking , not training issue) ■ By December 2020, 80% developed areas in the northeast natural gas service area will have natural gas services available (east of 1-25, north of Westmoreland)* ■ By July 1 , 2020, Las Cruces Utilities will implement a Succession Plan at all levels within the department 2019 Customer Survey Results Background: ■ NMSU Chi Epsilon Honor Society Engineering Students assisted with Face-to-Face Survey Events at Four Locations (Pre-COVID): Branigan Library Save Mart Farmers Market Toucan Market ■ Survey Structure (English and Spanish): L Variety of 12 Questions ❑ Face-to-Face E Mailed to Customers in Utilities Bills E Online using Survey Monkey 2019 Customer Survey Results . . . (cont. ) Results: ■ Goal: 3% Customer Surveys Completed : Met Goal (Total Surveys 48,187, Total Responses = 19674) ■ Responses indicate customers are knowledgeable about Utilities services ■ Customer responses based on living in Las Cruces: 85% >5yrs 12% 1 -5yrs ❑ 4% <1 yr 2019 Customer Survey Results . . . (cont. ) ■ Based on 2018 Results, three (3) new questions developed for 2019 to address Utilities Strategic Business Plan (SBP) : Beginning in 2020, 85% annual survey respondents will report that they know who to call or what to do when they smell natural gas: ■ Exceeded Goal by achieving 97% Beginning in 2020, 85% annual survey respondents will report that they know what materials they should and should not put down their drain or flush: ■ Exceeded Goal by achieving 92% 25% Customer survey respondents who report they are confident or very confident that wastewater is safely recycled into the environment ■ Exceeded Goal by achieving 82% 2019 Customer Survey Results . . . (cont. ) What's Next: ■ Review and identify SBP Line of Business Goals to include in 2020 Survey ■ Identify best methods of delivering surveys for possible increased response rate ■ Focus additional outreach to improve customer knowledge: 12% believe electricity is part of Utility services 32% are not confident or unsure that LCU produces safe drinking water 40% do not know they need to use clear trash bags for the Green Grappler 35% believe tax dollars fund LCU Water Litigation ■ Texas v. New Mexico and Colorado Update ■ Griggs Walnut Federal Litigation ■ Griggs Walnut — West Griggs Property Texas v. New Mexico and Colorado Update ■ Dr. Lee Wilson was deposed by Texas ■ No other new developments to report this month m Griggs Walnut Federal Litigation ■ Consent Decree was officially entered with the Court on July 30, 2020 ■ Court scheduled mediation with owner of former dry-cleaning operation (Rawson) on August 20, 2020 m Griggs Walnut - West Griggs Property ■ Proposed application for a Voluntary Remediation Plan was submitted to New Mexico Environment Department (NMED) on July 13, 2020 ■ NMED has 30 days to review and respond August 2020 Projects Update ■ Pre-1965 Foothills Landfill Excavation ■ Jacob Hands Wastewater Treatment Facility (JHWWTF) Site Improvement, Project No. 19-20-066 ■ Water Production Shop Restroom Addition Pre- 1 965 Foothills Landfill Excavation ■ Projects/Contractor: Li 19-20-70 Wagner Equipment ❑ 19-20-57 Parkhill Smith and Cooper ❑ 19-20-58A Crosstown Construction and Trucking ❑ 19-20-75 KEERS Environmental ■ Total Combined Contract Cost: $1 ,086,619 .. .: ::... .. ■ Contract Time: 104 workdays (extension will be requested) cleaned Waste Area #3 ■ Start Date: March 18, 2020 ■ Estimated Construction Completion Date: February 26, 2021 L Regulatory Approval expected July 23, 2021 ■ Percent Complete: 40% (Construction) ■ Percent Complete: 51 % (Payments) ■ Summary of Project: Li Began excavation on March 18, 2020 Screened Material from Waste ❑ Hauling of Waste started on March 19, 2020 Area # 2 ❑ Total waste hauled as of July 10, 2020, is 23,412 Tons W Pre- 1965 Foothills Landfill Excavation . . . (cont. ) ID Tasl Task Name Duativrn at Krish h4a F 1 ,# Pre 1955 Landfill Excavation Project 404 days Tue 3/5/19 Fri9/18/20 2 NTP 1 day Mon S/11/19 Man S/11/19 3 w, Ph ase I Pre 1955 Land 11 Waste Excavation 241 days Tue 3111-2119 Tue 2117119 Plan 4 ,. wa Task 1-MeetingwihNMEDBureau Chief 30 days Tue S/12/19 Man 4/22/19 s 1% Task 2-IncorportateNMEDComm entsinto 30 days Tue4/23/19 Mon 6/3/19 WEP,Resubmit 6 0. Task 3-NM ED Review Final WE 79 days Fri 7/5/19 Wed 8/14/19 7 ,. r: Task 3.1-Provide NMED requested Infer 90 days Wedg/14/19 Tue12/17/19 8 Prepare and Conduct PubJicMeetirg 3days Fri 1216119 Tue12J10/19 1 9 Phase2 Pre 1955 Landfill rield Effort 296 days Wed 8/14/19 Wed 9/�0/20 10 jt Task 4-ResporisetoNMEDLTR 16 days Mon2/1Qr'2v Mona/7/10 11 Task 5-Deaelopment of haul road 30 days Man 2/3/20 Fri 3/13/70 1Z ,. Task 5-Contracts(or&e,waste hauler, 90 days Tue 11/5/19 Man 3/9/70 equipment) 13 ,. wa Task 7-Ftp irg Wase Perimeter 3 days Mani/9/20 Wed 3/11/20 # 14 „ V, Task 8-Setup and 5ta;irg 7 days Man 3/9/20 Tue3/17/70 15 ,. t Task 9-Excalation(Estimated) 248 days Wed 3/18/20 Fri 2/26/21 16 Pre 1965 Landfill Exavation Resu Its 125 days Mon 7/1/21 ki7123121 q,7Task 9-Prep re Final13mment of 35 days Man 2/1/21 Fri 3/19/21 Excavation Actions . r: Task 10-NMEDAcceptarxe1.tr 90 days Man 3/22/21 Fri7/23/21 JHWWTF Site Improvement, Project s No . 1 ■ Contractor: A Mountain Professional Construction, LLC. ■ Contract Cost: $201 ,183.36 ■ Contract Time: 60 workdays ■ Start Date: May 4, 2020 ■ Completed: July 29, 2020 ■ Percent Complete: 100% (Construction) Fenced and Paved Parking Lot ■ Percent Complete: 100% (Payment) ■ Summary of Project: Grading, Paving and Marking of approximately 2,821 square yard of a parking �4 s;1.61J lot has been complete ❑ Retention Ponds No. 1 , 2, and 3 are complete ❑ Placing Approx. 5,620 square yards of 3-in. crushed rock is complete ❑ The installation of new 6-ft. high Chain-link fence is complete ❑ Pending the installation of three pedestrian gates and two of 30-feet wide cantilever slide chain-link gate Landscape: currently working on procuring the landscape and associated Crushed Landscape Rock Installed irrigation system around the parking lot Water Production Shop Restroom Addition , Building E Water Production Shop - - - Building E _ GasLncating Building F dL Training = Building G _ GasPressure - Building B •� ' - y WaterMeter,Valves Hydrants ' Building .t s ti Wate;6istribution �= • - Building�B - Solid Waste Fleet Building A - ,{ Z7 in r Main Building � r C ' a Water Production Shop Restroom Addition o 130 260 Feet Vi . GraUO �r�} cinity Map W-11= �p +� xarzozo Water Production Shop Restroom Addition , Building E ■ Contractor: G. Sandoval Construction, Inc. ■ Contract Cost: $25,610.52 A ■ Contract Time: 45 working days ■ Start Date: July 13, 2020 ■ Estimated Completion Date: September 15, 2020 Sewer Services Line Installation ■ Percent Complete: 5% (Construction) ■ Percent Complete: 0% (Payment) ■ Summary of Project (based on approved pay applications): ` P e� ❑ 6.5 ft. by 8 ft. restroom facility s ❑ ADA compliant restroom facility d ❑ Work consists of metal studs, sheetrock installation, texture and paint, commode, sink, urinal, lighting, and exhaust fan Sewer Service Line Installation Installation of 4-inch sewer service completed M Board Resolutions Resolution No . 18- 19-045A Routeware One-Year Renewal Service Agreement m Purpose: Authorization to approve the first extension � � � � � � • additional • f - _a _ _---- ----------- �� O Pduse ~- a.20AM Tue 11126/2019 �c4cR v ROLIe Close .�os+ta� e�,_ R.ouies�Customers Nav � _ ROLce 3730 T'LI1Lb you[ryefn star LOo'p � _________ Extras eacdoon caa AiltO i � 2287 Spiri'.Rork Dr i:i Includes software, support, new installations Pickup 2283 Spirft Rock Or Skip ;70 X279 spirit Rock Gl YbGallcn Cart �� X031 Spring Water Way nGG�llcn l;�r1 Reason rail 4027 Spring Watcr Way Manual Pickup Comments Timer Go To Finer Signature Camera Resolution No. 18- 19-045A. . . (cont. ) Routeware One-Year Renewal Service Agreement ■ Benefits over the past year: Ability to provide customers with real-time information I `; Identification of multiple containers at P , properties not paid for ❑ Improve efficiencies with use of helper routes E Ability to document blocked and not out containers Identification of concentrated areas of growth and the need to re-route Resolution No . 18- 19-056B C&M Regulatory Pipeline Consultants ■ Consultant: C&M Regulator Pipeline Consultants ■ Service Agreement: Second and Final Annual Renewal ■ Annual Cost: $147,500 plus $12,260.94 $159,760.94 Total cost ■ Summary of Consulting Services: Comprehensive Gas System Operational Audit i Distribution and Transmission Integrity Management Program Update Both of which are Regulator Requirements ■ Start Date: August 14, 2020 Resolution No. 19-20-049A Contract Assignment to McClure Publications ■ Discussion Resolution No . 19-20-070A, Pre- 1 965 Foothills Landfill Equipment, Change Order No . 2 Mi. AL Resolution No . 19-20-094A Water Service Line and Patch Replacement Project -�: CD 0 o p * A. • o s • 94 � cc) {. O # � r� �Y e # r • � 1 O 0 2 Miles PIV O 4 c3 713112020 0 U �� $GR A O+ Legend l ELWater Leak I Las Cruces City Limit t�} Oapr.;ant.r,—.e,ep 2o�7 s=. Resolution No . 19-20- 138 Triviz Waterline and Gas Improvements Project IPA" /-�` �'i �"-/���.s'a�,�—+ms's". � l i � �e .. �, r:.. .s ��-• -�: r 0 200 Feet r Wtscont"'t{. 3/5/2019 v rrr.�►t s, +E,, �+�i ,� �. ..�. At `� �� �r ��� irk ��� ��y*Y`'-S.r. ��Y .r - � �•�� _. ers��y Legend Proposed Gas Main Rehab -_ Proposed Water Main Rehab Tm� CD R • — .Q < City Limit Resolution No . 20-21 -LCO006 Las Cruces Water Production Facilities Roof Repairs and Replacement Project I `V .,.,,. _ ��j� �.• � J airy r... `-- Resolution No. 20-21 -008 Natural Gas Main Extension Policy Schedule ■ Discussion m LCUB Resolution 20-21 -LCU009 Solid Waste Rate Tariffs ■ City Council meeting July 20, 2020, Resolution 20-126 approved the Full Cost Option for Solid Waste Utility charges based on a revenue increase of $1 .34 million ■ Resolution 20-21 -LC0009 seeks Board approval of the Solid Waste Utility tariff schedules and rate charges for each class of service ■ The increase in Solid Waste service rate charges will become effective September 1 , 2020 m Resolution 20-21 -LCU009 . . . (cont. ) Expected Residential Bill Impacts $15.25 $16.00 $14.00 $13.25 $13.25 $ $12.00 11.25 0 $10.00 m 2- c $8.00 0 $6.00 $4.00 $2.00 Standard 96-Gallon Container Compact Saver Service 64-Gallon Container ■Current Full Cost m Resolution 20-21 -LCU009 . . . (cont. ) Standard Residential Rate Comparison $30.00 $25.00 $20.00 $19.54 $17.00 Y $1i.25 $15.41 $15.25 $15.19 $15.00 $10.00 $5.00 �4P 0�ao Gt Jae \Goyim. `J`�y \a�oM may `ey �G P G�J v gay m Resolution 20-21 -LCU010 Renewal of NMSU Natural Gas Sales and Service Agreement ■ The City of Las Cruces has provided natural gas service to New Mexico State University (NMSU) for over 50 years ■ Prior to 1996 NMSU used natural gas primarily to generate steam and for space heating ■ In late 1996 the electric power producing turbine and co- generation system were installed at the Central Plant ■ Servicing this load requires high pressure delivery between 190 and 230 PSIG Resolution 20-21 -LCU010 Renewal of NMSU Natural Gas Sales and Service Agreement. . . (cont. ) ■ The turbine generates about 60% of NMSU's electricity demand during the cooler months and about 40% in the hotter months ■ NMSU is the single largest consumer of natural gas on the LCU natural gas system ■ In the past three years, NMSU has made up about 18% of total natural gas use from the LCU natural gas system Resolution 20-21 -LCU010 . . . (cont. ) Key Agreement Provisions ■ Term: Primary Term is September 1 , 2020, thru August 31 , 2023. Automatic month-to-month afterward unless renewed or terminated ■ Quantity: The City will provide 100% of NMSU's natural gas daily requirement ■ Rate: The effective LCU Board approved tariff rates will apply: Commodity Price: Monthly San Juan index price plus EPNG (EI Paso Natural Gas) transportation and fuel charges ■ Price Hedge: NMSU has the option to lock-in its commodity price m Resolution 20-21 -LCU010 . . . (cont. ) LCU & NMSU Natural Gas Sales Volume LCU & NMSU Natural Gas Sales Volume 700000 600000 500000 ' s 400000 , 300000 200000 ' 100000 • 0 Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Business Month FY20 • LCU —c-NMSU —•—Total End of presentation . . . „q °"tee .7 �w 0 my of[as Cruces,