HomeMy WebLinkAboutMinutes_GUS_04.13.2012mutes of the Meeting of the
Georgetown Utility System Advisory Boa
and the Governing Body of the
City of Georgetown, Texas
Friday Apr;
2012
d
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Friday, April
13, 2012.
Board Members Present:
Robert Young - Vice Chair, Arthur Yaeger, Jr. - Secretary, Patty Eason, Robert Kostka, Brian Lindsey,
Bill Sattler, John Nett - Chair (arrived at 2:06pm)
Board Members Absent:
Staff Present:
Jim Briggs, Glenn Dishong, David Munk, Leticia Zavala, Micki Rundell, Chris Foster, Michael
Hallmark, David Thomison, John McElroy, Terry Holden, Brad Wigton, Sheila Mitchell
OTHERS PRESENT: Curtis Steger/Steger & Bizzell Engineering
nutes
Regular Meeting
Board may, at any time, recess the Regular Sessionto convene in Executive Session at the request of the
Chair a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551,
and are subject to action in the Regular Session that follows.
I. STAFF BOARD COMMENTS/QUESTIONS: Called to order at 2:02pm by Vice -Chair, Bob Young;
Nett arrived at 2:06pm to Chair meeting
(This is a short Informational time regarding items where specific actions are not requested or needed)
A. Introduction of Visitors - none
Employee thank you from Officer Fred Pitcher of Georgetown Police Department. Email
read by Briggs explaining customer service assistance performed by GUS employees
Terry Holden and John McElroy during a call received for a distressed female in a
vehicle. Pitcher thanked them for taking notice, calling 911 and staying with her and
on the line with 911 while assistance was in route. Their actions helped to keep her safe
and assist EMS with knowing how to treat upon arrival at the scene. Briggs thanked them
for a job well done and also thanked the manager of the department, David Thomison
for instilling the awareness and caring attitude amongst his team of employees. Briggs
stated these two employees will receive a gift card in appreciation of their hard work
and dedication.
Nett arrived and chaired remainder of meeting.
Kostka inquired about an electronic version of Board Packets and Briggs/Mitchell
explained process will be moving in near future to MuniAgenda in same form as
Council receives their information.
B. Project Progress Reports -- reports in packets. Kostka asked about a. possible collapsed line
at former location of Johnson Interiors. After some discussion Hallmark stated he will
look into the area to determine if this is a City issue or a building owner responsibility
and report back with Board with update.
-- Council Actions
C. Industry Updates
Briggs stated several staff had just returned from Texas Water; spoke about drought,
updates on state water plan. ERCOT met earlier in week regarding Rule 435 -- fees
have significantly increased and noted this will require more day ahead planning
Staff is watching market price as this will greatly impact costs. Sattler asked if
anyone has been hit with those fees already and Briggs stated there were probably
already groups being affected. Briggs noted retailers would be ones that will be hit
hardest; if not allowed to recover costs from customers. Further discussion.
II. LEGISLATIVE REGULAR AGENDA:
(This is for specific action items considered by the Board — greater than $50,000 in value)
D. Review and possible action to approve the minutes from the regular GUS Board meeting held
on March 9, 2012. -- Sheila Mitchell
Discussion: Yaeger asked about Board officer vote count regarding nominee abstaining
from vote; Kostka asked for correction on sewer line; should be electric line. Eason stated
a. member cannot abstain unless there is a financial conflict of interest. Briggs noted count
should read 6-1-0 reflecting nominee could not abstain so instead was a no vote.
Motion by Yaeger, seconded by Young to approve the minutes from the regular GUS
Board meeting held on March 9, 2012, with corrections on item C to read electric line
and to correct wording on vote for Board Officers. Mitchell will revise as requested.
Approved: 7-0-0 with said revisions.
E. Consideration and possible recommendation to approve the contract for constructionof the
South Austin Avenue Water Line Improvements to Joe Bland Construction LP, of Austin, Texas
for the amount of $264,911.00. -- David Munk/David Thomison
Discussion: Munk provided update on replacement of waterline and addition of fire
hydrants Project was publicly advertised in February. Nett asked and Munk/Hallmark
answered question about a new TCEQ directive. Young asked about time frame and
Munk/Hallmark stated 90 days. No further questions.
Motion by Young seconded by Yaeger to approve the contract for construction of the
South Austin Avenue Water Line Improvements to Joe Bland Construction LP, of
Austin, Texas for the amount of $264 911.00. Approved: 7-0-0
F. Consideration and possible recommendation to approve Task Order KPA-12-001 with
Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services related to
Edwards Aquifer Recharge Zone Rehabilitation Phase IX in the amount of $79,380.00.
-- David Munk/David Thomison
Discussion: Munk noted TCEQ regulations require that wastewater collection
systems over the Edwards Aquifer be tested and defects be corrected. City now
videos all areas and KPA reviews and prepares report for TCEQ. KPA has experience
with this. Dishong also provided an update, for the benefit of new board member,
Kostka, of changes and new requirements of the program. Kostka asked and Dishong
stated we are starting at Dove Springs area. Kostka asked and Munk stated we hire
KPA due to volume with work and their experience; this assists with labor intensive
needs of video review and consistency of any reports of flaws, etc. Motion by Kostka,
seconded by Lindsey to approve Task Order KPA-12-001 with Kasberg, Patrick &
Associates, LP of Georgetown, Texas for professional services related to Edwards
Aquifer Recharge Zone Rehabihtation Phase IX in the amount of $79,380.00.
Approved: 7-0-0
III. RATES:
G. Discussion and direction to staff regarding amendments to Section 13.04 Article VII, Utility
Service Rates and Charges - Miscellaneous of the Code of Ordinances to provide a more
consistent application of service to all rate payers, encourage timely payment of bills, and
align charges with industry standards. -- Leticia Zavala/Micki Rundell/Jim Bnggs
Discussion: Zavala explained her new position within the last year; she has been
reviewing policies and procedures in the Utility Billing office and has determined four
areas to be reviewed: Payments and Collections, Reread Charges, Deposits and
Damaging, bypassing, connecting, tampering, etc., of meters. She explained continual
customer assistance with payment of bills, increased call volume and customers traffic
talking to customer service representatives. These numbers have increased over the last
several years and therefore some changes in procedure are needed to assist with these
increases. Kostka asked and Rundell explained if some of the proposed changes are made
everyone would have automatic 30 day extension. Zavala explained the options for
payments would be provided on the bills so customers would know in advance. This
will also help withconsistency in how accounts are handled Lindsey asked how the
Caring Place has responded to our 'no extensions' which will allow everyone a grace
period. Zavala explained Caring Place was receptive after hearing the proposed
changes. Zavala noted customers will also have the option to electronically make a
donation to the Caring Place via our automatic bill pay. Dishong asked and Zavala
discussed process of late notices including late penalty, disconnect notices and
disconnects. Briggs noted we would rather help customers stay connected and not
have them incur additional fees to reconnect and have issues with future bills.
Zavala noted training will be needed for the customer service representatives in
how to deal with customers under the new procedures. Sattler asked about special
medical circumstances which require lengthy periods away from home and Rundell
noted considerations in health situations Further discussion continued regarding
the goal of providing the best customer service to our customers. Eason stated she
appreciates these proposed changes in policy. Zavala also discussed the over 60
House Bill rule for exclusion of late fees; requires a form to be filled out. Kostka asked
and Zavala stated she wants to incorporate this type of educational information into
the future for attendance at HOA meetings, Expos, etc. to update customers informed.
Lindsey asked Briggs discussed the concept of prepaid electricity (via prepaid cards),
averaging, etc. (Yaeger stepped out at 3:OOpm and returned at 3:03pm). Dishong
discussed possible future ability to have the prepaid cards and balance notifications.
Zavala explained the current system does not allow for change of billing date, however
once the new meter/billing system is in place customers will have the ability to choose
their own billing date. Re -read charge was next area of concern and Zavala proposed
doing away with fee. Board felt comfortable with this proposal. Deposits were
discussed in regards to waiving the initial deposit for customers electing to pay via
automatic draft. Board felt comfortable with this proposal. Regarding Damaging,
tampering, etc. Zavala proposed to raise this rate from $100 to $300 per occurrence to
hopefully deter problems with tampering. Board felt certain instances could be charged
higher fees. Sattler asked and Zavala/Rundell said reports are filed with Georgetown
Police Department for theft of service. Further discussion continued. Board felt
comfortable with raise in fee to $300. Briggs explained seriousness in how some
customers have gone around the system to reconnect their own meters; this could
result in a life or death situation in some cases.
Rundell thanked Board for feedback and stated these proposed changes in ordinance would go to
Council later this month. Additional feedback may be requested as they move forward in revamping the
Utility Billing office.
Motion by Eason to adjourn. Adjourned at 3:15pm
ADJOURN
Approved :
The meeting was adjourned at 3:15 PM.
Attest:
Arthur Yaeger; Jr. —"Secretary
Sheila ICl Mitchell — GUS Board Liaison