Date: March 31, 2016 To Robert Ault, Program Services Division Manager Infrastructure Finance Authority From: INTEROFFICE MEMO Mary Baker, Regional Coordinator Infrastructure Finance Authority Janna Graham, Public Finance Officer Infrastructure Finance Authority David Barnett, Senior Finance Accountant Business Oregon RE: Recommendation for Safe Drinking Water Revolving Loan Fund (SDWRLF), City of Ashland, New 2.5 MG Water Treatment Plant, Client-Deal # 122-12441, ($14,811,865) Funding Recommendation: ProjectActivity IFAFunds Non-IFA Funds Totals Engineering $2,608,360 0 Construction $11,882,540 0 $11,882,540 $40,000 0 $40,000 ProjectManagement Legal,PermitsandPlanReviewFees Total $280,965 $14,811,865 SourceofIFAFunds(IndicateLoanorGrant) SafeDrinkingWaterRevolvingLoanFund(Loan) SafeDrinkingWaterRevolvingLoanFund(ForgivableLoan) SafeDrinkingWaterRevolvingLoanFundLaborStandards(ForgivableLoan) SafeDrinkingWaterRevolvingLoanFundProjectManagement(ForgivableLoan) Total SourceofNon-IFAFunds(IndicateLoanorGrant) None Total 122-12441 City of Ashland 0 $2,608,360 $280,965 $0 $14,811,865 Amount $13,781,865 1,000,000 $15,000 $15,000 $14,811,865 Amount 0 $0 Staff Recommendation Page 1 of 11 Conditions of Award: Based upon the following analysis, the award recommended above will be subject to the IFA’s standard utility loan contract which will include but not be limited to the following conditions: A. GENERAL FUND PLEDGE. The Recipient will be required to pledge its full faith and credit and taxing power within the limitations of Article XI, Sections 11 and 11 b, of the Oregon Constitution to pay the amounts due under the Loan Agreement and the Note. The Loan Agreement and the Note shall be payable from all legally available funds of the Recipient. B. PLEDGE OF NET REVENUES AS SOURCE OF REPAYMENT. The Recipient will be required to grant to the State a security interest in and irrevocably pledge its Net Revenues of the Recipient’s WATER System to pay all of the obligations owed by the Recipient to the State under the Loan Agreement and Note. C. FINANCIAL COVENANTS. The Recipient shall charge rates and fees in connection with the operation of the Water System which, when combined with other gross revenues, are adequate to generate Net Revenues each fiscal year at least equal to one hundred twenty (120%) percent of the annual debt service due in the fiscal year on the Loan, any outstanding senior lien obligations, and any outstanding Parity Obligations. D. Affordability Rate. If, at the Project Completion Date, the average monthly residential water rates for the water supplied by the Water System are not at or above the “affordability rate” of $45.31 per 7,500 gallons, the amount due under the Disadvantaged portion of the Forgivable Note will not be forgiven. Further, the Note shall, at IFA’s discretion and after notice to Recipient, be modified as follows: (1) Interest shall accrue at the rate of One and Ninety-Eight/100ths percent (1.98%) per annum. This rate will no longer be the reduced Affordability rate. (2) The annual payments shall be adjusted to an amount to fully amortize the then outstanding balance of each Loan by the 19th anniversary of the Repayment Commencement Date, on which date any amounts outstanding under each Loan shall be due and payable in full. PROGRAM / PROJECT ANALYSIS 1. Need & Solution or Opportunity Background – The City of Ashland, owns and operates a municipal drinking water treatment, storage and distribution system under Public Water System Identification Number 41-00047. On April 17, 2012 the City adopted a new Water System Master Plan (WMP), prepared by Carollo Engineers. The City used a citizen selected committee, Ashland Water Advisory Committee (AWAC) to work with City staff and Carollo Engineers in the development of the WMP. The City adopted WMP was approved by the Oregon Health Authority – Drinking Water Section (OHA-DWS) on August 8, 2013. 122-12441 City of Ashland Staff Recommendation Page 2 of 11 Need – One of the many recommended improvements in the approved WMP, is the construction of a new 2.5 million gallon (MG) treatment plant in an alternate location that is not subject to flooding. The new plant is needed since the existing 7.5 MG plant will be at full capacity by 2018 and is nearing the end of its useful life. The new treatment plant will have the ability to be expanded to 10 MG to meet 2060 needs. The existing treatment plant will eventually be taken offline. The nearly 70 year old, existing treatment plant (7.5 MG) is located near Ashland Creek in a canyon below Reeder Reservoir and Hosler Dam. In 1948 a rapid sand filtration plant was built to treat the Ashland Creek water, and then in the mid-1960’s the plant was converted to a high rate filtration plant. The location of the plant is problematic as it is subject to natural disasters (floods, slides and wildfire etc.). In fact, flood events in 1964, 1974 and 1997 disabled the current plant operations forcing the City to distribute bottled water to the citizens. The 1997 flood caused much damage to the aging plant. Refer to the attached pictures. The concern is that eventually a natural disaster will completely destroy the plant, leaving the community without drinking water for a long period of time. In addition, the current plant will be at full capacity by 2018. The new water treatment plant must be built simultaneously with a new 3.0 MG reservoir, Crowson II Reservoir, which is designed to serve as the clear well providing chlorine contact time for the treated water before it enters the distribution system. The OHA-DWS determined that the Crowson II Reservoir project was not an eligible priority under the Safe Drinking Water Revolving Loan Fund (SDWRLF), and the City determined that it could finance the project at a better interest rate and term than utilizing the Infrastructure Finance Authority’s (IFA’s) Special Public Works Fund (SPWF). Therefore, City intends to utilize local funding for the $8,136,600 Crowson II Reservoir project in conjunction with securing the 14,811,865 of SDWRLF for the new 2.5 MG water treatment plant. Solution – Once funding is secured for the treatment plant, the City will issue a Request for Proposal (RFP) for final design, construction engineering and geotechnical services. The engineering will include an alternatives analysis for the type of water treatment plant that will work best with the raw water source, involving bench scale testing of the raw water along with treatment alternatives and comparing to the finished water of the existing treatment plant to verify all OHA-DWS requirements for potable water are met. Once a final treatment process alternative is selected, final engineering will commence, along with appropriate permitting. The construction project will be publicly advertised for bid, and a construction contract will be awarded to the lowest responsive bidder. The project will consist of geotechnical site evaluation, final design, construction, and engineering construction inspection of a new 2.5 MG water treatment plant, which will have the ability to be expanded to 10 MG to meet 2060 needs. The project will also include related legal, project management, permits and plan review fees. The construction plans, specifications, contract documents and advertisement for bid will be reviewed and approved by OHA-DWS and IFA, before the project can be advertised for bid. Other – The City acknowledges that that this request exceeds typical IFA allowances under the SDWRLF program and is seeking favorable consideration. In considering this request the following is provided, demonstrating the community’s capacity, local support and economic need: 122-12441 City of Ashland Staff Recommendation Page 3 of 11 1) The City of Ashland is proactive in improving its water system and has demonstrated good performance and administration capacity on the existing SDWRLF funded project #S14005 in the amount of $3,511,027, matched with $2,400,000 of City funds for a total project cost of $5,911,027. The funds are being utilized for the Talent Ashland Phoenix (TAP) intertie (construction is completed), the TAP Booster Pump Station (construction is underway), the Talent Irrigation District (TID) Pump Station (under final design) and the Loop Road Reservoir (under final design). The completion date for this project is July 18, 2017. At this time, the City is managing this project in conformance with the program requirements and it appears the project will be completed before the required project completion date. 2) The City has the capacity to undertake this project and will enter into an intergovernmental agreement with the Rogue Valley Council of Governments (RVCOG) to assist with project management. 3) The City has strong community support through the Ashland Water Advisory Committee for the proposed 2.5 MG water treatment plant project, and financial plan that established successive rate increases to support capital improvement projects. 4) Business Oregon has determined that Jackson County, including the City of Ashland is considered distressed in 2016. In addition the City has a 5.4% unemployment rate that exceeds the statewide of 4.8%; a tourism based economy that is home to 6,000 students from Southern Oregon University; a median household income of $43,500 which is 86.1% of the statewide average of $50,521; and, 42.58% of the residents are considered low to moderate income. 2. Project Description / Contract-Ready Scope-of-Work The City of Ashland will procure and retain the services of a professional engineering firm to prepare Oregon Health Authority – Drinking Water Section (OHA-DWS) and Infrastructure Finance Authority (IFA) approved construction plans, specifications and contract documents, for the 2.5 MG water treatment plant project. In addition, the City will publicly advertise for bid and retain the services of a construction contractor to complete the construction of the 2.5 MG water treatment plant. 3. Proposed Workplan Activity RFPforEngineeringServicesandenterintoagreement CompleteOHA-DWSapprovedfinaldesign Advertiseprojectforbidandenterintoconstructioncontract Completeconstructionof2.5MGwatertreatmentplant Date September2016 October2017 April2018 May2019 4. Eligibility Criteria Safe Drinking Water Revolving Loan Fund (SDWRLF) The programmatic and financial sections of the Eligibility Checklist have been completed and the project has been determined to be: Eligible for funding under current ORS Not eligible for funding under current ORS 122-12441 City of Ashland Staff Recommendation Page 4 of 11 The detailed review is attached. 5. Other Comments: The City owns the land where the new 2.5 MG water treatment plant will be located. No land acquisition is required. 6. Recommended Disbursement and Monitoring Plan The following is the minimum disbursement and monitoring plan recommended for this project and the applicant: Projectsarecontinuallymonitoredthroughatwo-waycommunicationprocess OngoingMonitoring betweenthestateandtherecipientsandinvolvesfrequenttelephonecontacts, writtencommunication,analysisofreports,audits,andperiodicmeetings DesktopMonitoring NA Monitoron-siteattheearlierof: FieldMonitoring A.60%offundsbeingexpended,or B.24monthsafterthefundsareawarded SiteInspection Atprojectcompletion FINANCIAL REVIEW 1. Eligibility and Financing Recommendation: The application for the City of Ashland was considered under SDWRLF guidelines. SDWRLF applicants are required to submit a Letter of Interest and be rated and ranked by Oregon Health Authority (OHA) to determine eligibility of the project. This project received 60 out of a possible 130 points and ranked 6th on the OHA priority list. Applicants under the SDWRLF program may be determined Disadvantaged and qualify for Forgivable Loan, reduced interest rate, and an extended repayment term. A Disadvantaged Community is determined by; A Communities Median Household Income (MHI) being less than the State’s MHI (unless the water rate is 1.5 times the Affordability rate) and The Communities Affordability rate is lower than the actual monthly water rate per Equivalent Dwelling Unit (“EDU”). An EDU is one residential connection or up to the equivalent of 7500 gallons of usage, whichever is less. The City of Ashland qualifies as a Disadvantaged Community due to their projected rate at project completion of $67.96. This exceeds the Affordability Rate (AR) of $45.31. The 2014 Affordability Rate based on the American Community Survey data is calculated at 1.25% of MHI. The City of Ashland’s MHI is $43,500 X 1.25%, divided by 12, equaling the Affordability Rate of $45.31. All The financing consists of an Award in the amount of $14,811,865 which is to be distributed as follows: 122-12441 City of Ashland Staff Recommendation Page 5 of 11 $13,781,865 SDWRLF Loan (30 year term loan at a 1.79% interest rate, as a Disadvantaged Community). ! The Disadvantaged rate of 1% is limited to a grant equivalent of the subsidy of $2,500,000 over the life of the loan, thus producing a 1.79% interest rate for this project • $1,030,000 SDWRLF Forgivable Loan ! All eligible projects up to 10% of Total Award not to exceed $250,000, additionally ! For a Health and Compliance project Up to 20% of Total Award not to exceed $250,000, additionally ! All Disadvantaged Communities are eligible for up to 50% of Total Award not to exceed $500,000, additionally ! All eligible Project Management costs, not to exceed $15,000, additionally ! All eligible Labor Standards Compliance costs, not to exceed $15,000 ! The forgivable portion not to exceed the lesser of $1,030,000 or 60% of Total Award • 2. Financing Structure: The proposed SDWRLF loan will be structured in two phases. The first phase, Planning, Engineering and Construction Phase, will accrue interest on actual funds disbursed, estimated first disbursement is May 1, 2016. All accrued interest during the first phase, will be due prior to or with the first principal and interest payment. The interest rate will be set at 1.79% for the first phase. Planning, Engineering and Construction is scheduled for completion by May, 2019. The following table summarizes the Planning, Engineering and Construction Phase interest estimate of the proposed financing: Planning, Engineering and Construction Phase Interest Estimate City of Ashland- Ashland 2.5MGD Water Treatment Plant Estimated Beginning Date 5/01/2016 Estimated Ending Date 12/1/2019 Loan Principal Amount $13,781,865 Annual Interest Rate 1.79% Estimated Accrual Period* 43 Estimate Accrued Interest** $442,300 * Number of Months. Based on a 30 day month, 360 day year. Actual accrual period depends on the dates funds are disbursed. ** The estimate of accrued interest during the initial accrual period is based on 1/2 the maximum loan amount drawn during the full accrual period. The actual amount of accrued interest due will be based on the dates and amounts of disbursement. The second phase, Repayment Phase, will begin with constant annual payments of principal and interest sufficient to repay the outstanding principal balance, together with interest, within a 30 year period. The estimated first principal and interest payment due date is December 1, 2020. The loan may be prepaid in part or in full without penalty. The interest rate will be set at 1.79% for the repayment phase. The following table summarizes the repayment phase of the proposed financing: Repayment Phase Loan Summary City of Ashland Type Award Amount 122-12441 City of Ashland Forgivable Loan or Grant Amount Loan Principal Amount Staff Recommendation Interest Rate Amortized (in years) Est. Annual Payment* Page 6 of 11 SDWRLF $14,811,865 $1,030,000 $13,781,865 1.79% 30 $597,700 * Actual payment will likely be different. Payment rounded to nearest $100. Construction Period Interest is expected to be paid prior to or with the 1st scheduled P&I payment date. 3. Repayment Sources: Water Fund Operating Revenues The following table shows the combined historic Schedule of Receipts, Expenses, and Changes in Fund Balance from the City of Ashland’s Water Fund for 2013 – 2015 audited fiscal years. Water Fund City of Ashland audited 2013 2,708,907 audited 2014 6,437,576 audited 2015 6,273,415 5,547,560 266,196 5,813,756 496,779 4,517,770 5,014,549 10,828,305 5,913,633 269,029 6,182,662 49,733 1,069,377 1,119,110 7,301,772 6,163,924 328,414 6,492,338 41,527 815,389 856,916 7,349,254 6,520,293 6,520,293 (706,537) 200,000 379,343 7,099,636 3,728,669 6,437,576 6,602,426 6,602,426 (419,764) 150,000 713,507 7,465,933 (164,161) 6,273,415 7,366,825 7,366,825 (874,487) 0 1,047,252 8,414,077 (1,064,823) 5,208,592 Performance Review FY Ending June 30th Beginning Fund Balance Revenues Charges for Services Other Operating Revenues Operating Revenues Interest and Miscellaneous Intergovernmental & Bond/Ln Proceeds Total Non-Operating Revenues Total Revenues Expenditures Materials & Services Total Operating Expenses Net Operating Income Interfund Loan and Capital Outlay Debt Service Total Expenses Net Revenues Ending Fund Balance Operating Revenue has increased the last three years due to water rate increases. Net Operating Income has been negative, primarily due to the expenses of the Forest Interface Program being paid through this fund. Beginning FY 2016 these expenses are being allocated to the General Fund. On Average the expenses for Forest Interface were approximately $800,000 per year. Materials & Services were up in 2015. The increases were due to expansion of the Conservation Program that included an additional employee, and a connection to the Medford water source due to the severe drought. The City’s top ten ratepayers as a percentage of revenues is less than 5%. The City does not have any one water customer that exceeds 2% of total consumption or 1% of total annual income resulting in stable revenue. % of Total Rank Name Annual Revenue Amount 1 SOU/Physical Plant Department .68% $ 49,641.72 2 Lisk, Michael .64% 47,180.60 122-12441 City of Ashland Staff Recommendation Page 7 of 11 3 4 5 6 7 8 9 10 Ashland Community Health Care Southern Oregon University SOU/Physical Plant Department CPM Real Estate Svcs Inc. City of Ashland Parks Department -048 Parks Department -054 Ashland Apartments .55% .54% .52% .50% .39% .35% .35% .33% 4.86% 40,761.26 39,708.21 38,396.14 36,620.17 28,857.63 26,058.42 25,464.87 24,544.27 $ 357,233.29 Full Faith & Credit Pledge (LTGO): The Loan shall be payable from the general fund of the Borrower and shall be a full faith and credit obligation of the Borrower which is payable from any tax which the Borrower may levy within the limitations of Article XI of the Oregon Constitution. The table below shows the City’s historic General Fund Schedule of Receipts, Expenditures, and Changes in Fund Balance for the past three audited fiscal years ending June 30, 2015. General Fund City of Ashland audited 2013 3,495,819 audited 2014 3,385,681 audited 2015 3,719,810 12,278,716 2,677,160 14,955,876 98,036 571,513 669,549 15,625,425 17,805,058 2,342,712 20,147,770 108,199 703,160 811,359 20,959,129 18,128,150 3,041,112 21,169,262 96,771 670,215 766,986 21,936,248 3,621,898 12,117,991 15,739,889 (784,013) 15,739,889 (114,464) 4,326 3,385,681 7,626,596 13,102,433 20,729,029 (581,259) 20,729,029 230,100 104,029 3,719,810 8,519,679 13,328,400 21,848,079 (678,817) 21,848,079 88,169 (187,714) 3,620,265 Performance Review FY Ending June 30th Beginning Fund Balance Revenues Property Taxes Other Operating Revenues Operating Revenues Interest and Miscellaneous Intergovernmental and Interfund Loan Total Non-Operating Revenues Total Revenues Expenditures Personal Services Materials & Services Total Operating Expenses Net Operating Income Total Expenses Net Revenues Net Transfers/Adjustments Ending Fund Balance A surge is noted in 2014 in income and expenses. The City changed reporting to include property tax revenue for Parks as well as Park’s expenses in the General Fund. The fund’s Total Expenses and Total Revenue vary and often offset from year to year, from a negative $100,000 to a positive $200,000. This is absorbed annually by a $3+ million ending fund balance. 122-12441 City of Ashland Staff Recommendation Page 8 of 11 4. Debt Service Analysis: Net Revenues for Debt Coverage: The following table reflects that the Projected Net Revenues are sufficient to provide the required 1.20 coverage for the Safe Drinking Water Revolving Loan Fund loan request. Summary of Revenues, Expenditures, and Debt Service Coverage City of Ashland PRO FORMA Year (ending June 30th) Beginning Fund Balance Operating Revenues Charges for Services SDC charges and Mics/Interest Other Revenue Source 2 4,028,874 2017 2,849,158 2018 209,051 Projected 2019 519,264 2020 1,851,227 2021 1,929,740 6,710,900 132,400 7,243,700 132,400 7,605,900 195,000 7,986,200 195,000 8,385,500 195,000 8,804,800 195,000 Total Operating Revenues Operating Expenses Personal Services Materials & Services Total Operating Expenses Debt Service 6,843,300 7,376,100 7,800,900 8,181,200 8,580,500 8,999,800 1,737,310 3,219,460 4,956,770 1,820,030 3,184,186 5,004,216 1,875,000 3,248,000 5,123,000 1,931,000 3,314,000 5,245,000 1,989,000 3,380,000 5,369,000 2,049,000 3,448,000 5,497,000 Funds Avail for Debt Coverage Go Bond 2009 Go Bond 2013 Go Bond 2013 Medford Water Comm S14005 OBDD loan New Debt Service* IFA Proposed Loan Total Debt Service Debt Service Coverage Ratio Other Activities Cash Avail After Debt Service Loan Proceeds / Bond Issue Capital Outlay (OUT) SDC Improvement Net Other Activity Net Transfers IN (OUT) Net Transfers & Adjustments Ending Fund Balance 1,886,530 66,666 195,275 191,350 163,755 2,371,884 66,666 197,225 188,050 163,755 294,800 1,053,920 0 1,669,616 1.42 2,677,900 66,666 194,125 189,700 163,755 78,271 1,053,920 0 1,746,437 1.53 2,936,200 66,666 195,975 191,250 163,755 78,271 1,172,920 442,300 2,311,137 1.27 3,211,500 66,666 197,725 192,700 163,755 78,271 1,214,920 597,700 2,511,737 1.28 3,502,800 66,666 194,425 189,100 163,755 78,271 1,238,420 597,700 2,528,337 1.39 702,268 11,069,125 (12,289,525) (1,871,975) (3,092,375) (250,000) (250,000) 209,051 931,463 11,936,900 (11,262,760) (1,045,390) (371,250) (250,000) (250,000) 519,264 625,063 2,285,050 (1,328,150) 699,763 377,500 (698,125) (50,625) (371,250) (250,000) (250,000) 1,929,740 974,463 188,500 (559,750) (371,250) (250,000) (250,000) 2,282,953 $61.27 10,032 8,823 $64.80 10,032 8,823 $67.96 10,032 8,823 $69.88 10,233 9,002 $71.88 10,434 9,181 Avg. Rev's per EDU (calc) EDU's (app) Connections (app) Current FY 2016 911,846 2.07 974,684 3,935,000 (5,839,400) (1,904,400) (250,000) (250,000) 2,849,158 $56.85 10,032 8,823 956,900 (250,000) (250,000) 1,851,227 *New debt service includes Water Supply & Distribution looping 2016, Crowson II Reservoir 2017, Future Distribution projects and Water Mainlines coming on in 2019, 2020 & 2021. Revenue is projected to increase through rates and growth at approximately 5% per year, with expenses anticipated at 2.5% over the next six years. The Water Fund balance and projections, reflect fluctuations from funding influxes in the form of bonds, loans and grants, with outlay for various capital improvement projects. This takes place over the course of several years beginning in 2012. The large projects are anticipated to be winding down in 2019, thus the fund balance stabilizes in 2019-20. 122-12441 City of Ashland Staff Recommendation Page 9 of 11 5. Existing Obligations: The following table shows the City’s existing debt service requirements as of their last audit. Loan Source Summary of Outstanding Debt Obligations City of Ashland Annual June 30, 2015 Debt Payment Source Balance Service Net Direct Debt GO Bond - 2005 GO Bond - 2009 GO Bond - 2010 GO Bond - 2011 GO Bond - 2013/Medford GO Bond - 2013 Net Direct Debt Self-Supporting Debt OBDD - SPWF B06003 Revenue Bonds 2013 Water Debt S14005 OBDD loan Revenue Bonds Self-Supporting Debt Gross Bonded Debt Maturity $1,190,000 $684,962 $9,620,000 $2,455,000 $11,205,000 $4,210,000 $29,364,962 $274,500 $95,236 $1,622,300 $200,788 $1,250,310 $370,875 $3,814,009 General Fund *General Fund/Water General Fund General Fund *General Fund/Water *General Fund/Water 2023 2028 2023 2033 2028 2028 $478,543 $1,400,000 $1,654,000 $5,952,390 $9,484,933 $38,849,895 $84,128 $191,350 $0 $236,882 $428,232 $4,242,241 Street Fund Water Fund Water Fund Utility Fund 2028 2023 2047 2040 *This is blended debt, with a portion attributed to and paid by water. The current total outstanding debt balance attributed to the Water Fund is $7,003,352. S14005 OBDD loan is $2,566,027 with $1,654,000 currently drawn and payments beginning Dec, 2017. All debt with Business Oregon is paid as agreed. 6. Demographic Data and Underwriting Standards: The City meets 14 of the 19 applicable indicators in the attached Financial Summary. The indicators not met are as follows: a) b) c) d) e) Net Direct Debt Service to General Fund Revenues (mry) 16.19% < 5% Net Direct Debt Per Capita (mry) 1,289 <1,000 Percentage of Debt Retired in 10 Yrs. 54.81% >60% Debt Service Coverage Ratio (mry) -0.84 >1.20 Assessed Value Annual Growth Rate since 2000 .75% >3% 122-12441 City of Ashland Staff Recommendation Page 10 of 11
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