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HomeMy WebLinkAbout17 Reserves and Debt Agenda Item # 17 F Public Utility District WORKSHOP To: Board of Directors From: Mary Chapman Date: February 17, 2010 Subject: Review of District Financial Goals, Reserves and Debt 1. WHY THIS MATTER IS BEFORE THE BOARD This is a year-end review with the Board of the status of its financial goals outlined in Title 3.01.01.1 of the District Code. 2. HISTORY In 2004, the Board adopted a set of Financial Goals. The status of the Financial Goals was last reviewed with the Board on February 18, 2009. The Board has directed that these Financial Goals be reviewed each year. 3. NEW INFORMATION In our previous discussion, the Board acknowledged that it would take several years to achieve some of the reserve fund goals. Attachment 1 is an update on the District's Financial Goals. The comments in blue are the "goals achieved"; the comments in red are the "goals not yet achieved"; and there is one goal in green indicating "there's a proposal to modify the goal". 4. FISCAL IMPACT There is no direct fiscal impact associated with this item. 5. RECOMMENDATION Review this report and provide comment. - -r-YYI Mchael D. Holley Cha X Administrative Services Manager General Manager Attachment 1 District Code Title 3.01. 001 Financial Goals (Prepared on Electric and Water only; does not include CFDs) Black goal Blue: goal achieved Red: goal not yet achieved Green: there's a proposal to modify the goal 3.01.01.1 The following goals are established to promote and maintain the financial strength of the District: Planning Goals 1) Review Water and Electric Master Plans at least every five years • A new Electric Master Plan was adopted by the Board in FY09. • The Water Master Plan was last updated in FY04; the Urban Water Management Plan is scheduled for FY10; this will be followed in FY11 by a review of the Water Master Plan. 2) Review ten year Finance Master Plan each year • The Finance Master Plan was last reviewed on November 4, 2009 during the FY10- FY11 Budget process. 3) Prepare two-year operating budget with semi-annual reviews • The District's first two-year operating budget was adopted on November 18, 2009. Semi-annual budget reviews began in FY08. Semi-annual reviews for FY09 were presented on July 15, 2009 and again on February 17, 2010. 4) Prepare ten year Capital Improvement Plan; update annually • A five-year Capital Improvement Plan was presented in the FY10/FY11 Budget; the District is working on its first ten-year Capital Improvement Plan (electric and water); the Plan should be ready by December, 2010. 5) Review rate structure and levels at least once every three years • The District completed a formal water rate study during FY09. The District is currently in the process of considering hiring a consultant to perform an electric-rate review during FY10. • Staff reviewed the electric and water rate structures and levels with the FY10-FY11 budget preparation. 6) Review Financial Goals every year • The Financial Goals were last reviewed at the February 18, 2009 Board meeting. Revenue Goals 1) Set operating revenues to capture entire cost to provide service plus build and maintain reserves and satisfy debt coverage ratios • The last electric rate increase in the amount of 7% was adopted on November 19, 2007 to be effective January 1, 2008 to cover the FY08 electric operating expenses and budgeted transfers. This increase also included a 3% increase which was implemented on January 1, 2009. The FY10 Budget did not require an electric rate increase. The FY11 Budget anticipates that a 3% electric rate increase will be required. Staff is in the process of evaluating its operating costs to minimize or eliminate an FY11 rate increase. • The FY09 Water Rate Study recommended a 1.75% water rate increase beginning on 1/15/10 with another 1.75% increase beginning 1/1/11. These rate increases related directly to the costs of installing water meters. Staff is in the process of evaluating its water operating costs to minimize or eliminate any additional water rate increases in FY11. • The Miscellaneous Fees Schedule was last reviewed and updated on August 5, 2009. • FY08 electric debt service coverage calculation was equal to 1.67 times debt. The required debt service coverage ratio needs to be at least 1.20 times debt. The FY09 debt service calculation is not ready at this time; we expect to meet or exceed the required 1.20 times debt. • FY08 water debt service coverage calculation was equal to 2.09 times debt. The required debt service coverage ratio needs to be at least 1.25 times debt. The FY09 debt service calculation is not ready at this time; we expect to meet or exceed the required 1.25 times debt. 2) Review connection charges each year and set them to recover all costs • The last electric and water connection fee increases were adopted on February 6, 2008. No changes to connection fees were recommended for FY09, FY10 or FY11. 3) Review facilities fees every year • The last electric facilities fees increase was adopted on February 6, 2008; a complete review will be done during FY10 now that the Electric System Master Plan has been completed. • The last water facilities fees increase was adopted on April 6, 2005; the water facilities fees were reviewed in FY09 and no increase was proposed. The next review of the Water System Master Plan is scheduled to be completed in FY11. The facilities fees will be reviewed with each budget cycle and at the completion of the updated Water System Master Plan. Debt Goals 1) Separate debt that is serving development (facilities fees), debt serving current customers (rates), debt serving a special assessment district (assessments) and debt financed by billing surcharges. These categories of debt should be separately identified in the budget. • Debt payments presented in the annual budget are broken down into these four categories. 2) One-half the debt service for all long-term debt in the aggregate is due in the first ten years • Total Electric Debt (P & 1) $13,837,438 Electric Debt Due in First Ten Years $13,837,438 Percent of Debt due in the next 10 years 100% • Total Water Debt $59,048,303 Water Debt Due in First Ten Years $32,593,305 Percent of Debt due in the next 10 years 55% 3) No more than one half the projected annual facilities fee revenue committed to debt service • FY10 projected electric facilities fees revenue $ 45,000 FY10 electric debt payments from facilities fees $ 0 % of annual FF revenue committed to debt 0% • FY10 projected water facilities fees revenue $ 98,400 FY10 water debt payments from facilities fees $ 505,854 % of annual FF revenue committed to debt 514% Given the current reduction in construction in Truckee, we lowered the estimate of how much the District will collect in facilities fees during FY10. As a result, the amount of water facilities fees committed to debt is far greater than the 50% goal. The District needs to closely monitor facilities fees as a source of funding for construction projects and its commitment to debt service payments from facilities fees. 4) No more than twenty-five percent of general fund revenues committed to debt service (Revenue taken from the FY10 Operating Budget) • Electric budgeted general funds revenue $22,883,463 FY10 debt service (P & 1) paid by General Fund $ 3,500,670 % of General Fund revenue committed to debt 15% • Water budgeted general funds revenue $ 11,076,342 FY10 debt service (P & 1) paid by General Fund $ 1,773,940 % of General Fund revenue committed to debt 16% 5) No debt more than 25 year maturity • See attached debt schedules from FY10 budget — longest term is 2006 COPs — 30 year financing —27 years remaining 6) No debt longer than useful life of the project • No debt has been financed for a period longer than its useful life associated with the project Cash Reserve Goals - Operations 1) Water general fund should have a reserve equal twice the highest month budgeted expenditure (this will probably be the month in which principal and interest on debt is due) • Water general fund reserve goal $2,600,000 • Net water general fund balance @ 12/31/09 $1,599,496 DSC & Operating Reserve $1,334,114 Total general fund & reserve fund balance $2,933,610 • Fund balance is over the reserve goal $ 333,610 over 2) Electric general fund should have a cash reserve equal to twice the highest month budgeted expenditure (This will be the month in which the highest wholesale electric bill is due plus the highest debt service payment.) • Electric general fund reserve goal $7,000,000 • Net electric general fund balance @ 12/31/09 $4,858,741 • Fund balance is short of reserve goal $2,141,259 short 3) Electric rate stabilization fund should maintain a balance of$3,000,000 • The December 31, 2009 balance in the rate stabilization fund was $1,935,322. The budgeted transfer for FY10 is $413,930 Capital Reserve Goals 1) There should be a revolving water capital reserve fund in the amount of $4,000,000 to permit projects to be initiated and funded prior to arrangement of long-term debt or other financing. The water Capital Replacement Fund balance is $3,995,320 2) There should be an electric capital reserve fund in the amount of$1,000,000. • The electric Capital Replacement Fund balance is $237,742 Debt Reserve Goals 1) There should be a reserve fund for each debt instrument in an amount required by each lender. • The following loans have reserve funds set up as required by the loan documents: Electric: 2003 COPs Reserve Fund $1,800,000 Water: 2006 COPs Reserve Fund $1,940,204 Prop 55 Reserve Fund $ 312,202 DWR SRF Loan Reserve Fund $ 320,341 (Add $40,026 two times per year until total reserve fund equals $800,852) 2) A reserve fund should be established and maintained to pay for vehicle and equipment purchases as needed. Long term financing should be used when necessary and the life of the asset purchased is greater than 15 years. • A new vehicle replacement fund was established in the FY09 Budget. The 12/31/09 balance for each fund is: Electric $161,265 Water $141,102 • The budgeted fund additions for FY10 are: Electric $155,000 Water $140,000 • The budgeted vehicle purchases for FY10 are: Electric $161,000 Water $189,000 Recommendations to change goals or create new goals: Change Revenue Goal 3 to: Review facilities fees every yea budget cycle and after the completion of a master plan update