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HomeMy WebLinkAboutMinutes_GUS_04.14.2017Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas April 14, 2017 at 2:OOPM at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown, TX The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participation at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information: TTY users route through Relay Texas at 711. Board Members Present: Mike Cunningham — Chair, John Copelan — Vice Chair, Joyce Mapes -- Secretary, Ed Pastor, Edward Wiley, Steve Fought, Arthur Yaeger Board Members Absent: none Staff Members Present: Jim Briggs, Mike Babin, Glenn Dishong, Wesley Wright, Mike Westbrook, Chris Foster, Leticia Zavala, Michael Hallmark, Jimmy Sikes, David Thomison, Cindy Pospisil, James Foutz, Sheila Mitchell, Electric employees: Chris Waggoner, Jarrod Vail, Jerod Rosipal, Mason Ball, Eric Pouncey, Dustin Smith, Travis Conner, Bryan Quick, John Dillard, Kyle Randall, Jose Reyes, Matt Braun, Korey Jackson and Water employees: Chris Graham, Bubba Vidaure Others Present: Neil McAndrews/McAndrews and Associates Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A. Call to Order — Called to order by Chair at 2:00p.m. The Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the Chair, a Board Member, the City Manager, Assistant City Manager, General Manager of Utilities, 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. B. Introduction of Visitors Neil McAndrews/McAndrews and Associates (McAndrews joined after lineman recognition) Employee Recognition --National Lineman Appreciation Day (April 18th) — Mike Westbrook, Electric Operations Manager Westbrook introduced lineman present and gave recognition of National Lineman Appreciation Day on April 18th. The board thanked them for all the work they do. Fought personally thanked lineman on behalf of the Sun City residents, of which he is, for providing and keeping on power in what can often be a lifesaving situation due to various medical needs. Cunningham thanked them for their professionalism in performing their jobs. Westbrook invited all present for breakfast tacos at their recognition breakfast the following Tuesday morning. Electric employees departed meeting. Dishong introduced water employee Bubba Vidaure and discussed a water meter competition a couple of the water employees participated in at the recent Texas Water Conference, held in Austin, Texas. The competition was statewide. Vidaure explained competition guidelines and demonstrated assembly. Graham further explained levels of competition and challenges thrown at competitors. Dishong explained this was Georgetown's first time to compete. Vidaure took 4th place and Georgetown beat Round Rock, New Braunfels Utilities and Austin. Dishong also explained the fire hydrant that was wheeled into the meeting, noting there is hydrant disassembly/reassembly competition coming up that we intend to enter for next year. Cunningham thanked staff for showing demonstration and congratulated on competition. C. Discussion regarding April 2017 Project Updates, March 2017 Council Actions and Water and Energy Rebate Program Update. - Michael Hallmark, CIP Manager/Wesley Wright, P.E., Systems Engineering Director/Leticia Zavala, Customer Care Director Hallmark noted project updates were in packet. Discussion about Cedar Breaks EST construction process. Board would like to watch raising of the tank when scheduled. Hallmark will update Board of date; possibly in May. Video will also be taken and placed on the city website. Cunningham asked about viewing a short video of wastewater lines; Hallmark stated we will schedule for a future meeting. Zavala discussed rebate programs approved by Council in March: 1) Irrigation Check Up, 2) Water Heater; starting April 1St. Copelan asked about status of irrigation audit process due to employee out for surgery. Foutz stated Warden back at work from medical leave and program will be starting up again. Warden is actively scheduling audits. Zavala also updated on watering schedule flyer recently mailed to customers, encouraging 2 watering days instead of 3 allowed by ordinance. Copelan spoke about ordinance pertaining to rain and moisture sensors. Zavala further explained marketing of new program, stating customers will have ability to choose one instead of requirement to install both for new installations. D. Industry Updates Briggs updated on legislature SB 248 (statewide bill related to the dissolution of special utility districts); passed the Senate (30-1 opposed by Buckingham; Marble Falls/Bell Co) and sent to the House. Working on getting passed through House. If successful, after going into effect in September, Chisholm Trail Special Utility District (CTSUD) could dissolve by majority vote, after public hearings are held. However, there are other versions of the bill circulating, with language we do not support and we're watching those as well. We are currently still undergoing a lawsuit with 6-7 individuals regarding CTSUD consolidation; currently going through Third Court of Appeals process. Yaeger asked and Dishong stated started out around 7200 customers when talks first began on consolidation with CTSUD and has grown to around 9500 now. Briggs further spoke on dissolution, contracts, etc. He also spoke on the Texas Water Conference in Austin this week; largest regional meeting. A large number of employees from the city were able to attend due to location. Legislative Regular Agenda. The Board will individually consider and possibly take action on any or all of the following items: E. Review and possible action to approve the minutes from the Regular GUS Board meeting held on March 10, 2017. - Sheila K. Mitchell, GUS Board Liaison Pastor noted typo on minutes of his attendance, however he was absent from the March meeting. However, he stated action reflected his absence correctly. Mitchell stated she noticed her error after distributing minutes in the board agenda packet and had since corrected. If board is acceptable of the correction, minutes are revised for approval. Board agreed to accept as corrected. Motion by Wiley, seconded by Pastor to approve the minutes, as corrected, from the Regular GUS Board meeting held on March 10, 2017. Approved 7-0-0 F. Consideration and possible recommendation to approve an agreement with Paymentus Corporation for electronic billing presentment, credit card processing, and outbound notification services in the amount of $430,000 to be implemented in conjunction with the UMAX Customer Information system. - Leticia Zavala, Customer Care Director Zavala explained contract details, noting implementation will go live with the new UMAX system early next year. Paymentus will be able to handle the three processes for the city. Zavala explained an IVR (interactive voice response) system; the new system will allow you to go ahead and process payment when notified of a past due account; current system does not allow, it only notifies. An RFP process was conducted last October. Paymentus was only vendor who provided a flat fee for all services. Copelan asked and Zavala explained process of bill design and plans for roll out when new system goes live online and then will work to redesign bill after new system rolls out. Some other discussion continued. A savings analysis was provided in the item materials. Go live date is estimated after beginning of 2018. Fought recommended when presented to Council that a chart with details breakout of savings be included so they see differences in changes. Zavala will update materials for clarity. Motion by Wiley, second by Mapes to approve an agreement with Paymentus Corporation for electronic billing presentment, credit card processing, and outbound notification services in the amount of $430,000 to be implemented in conjunction with the UMAX Customer Information system. Approved 7-0-0 G. Consideration and possible recommendation to amend the contract for Electric System Underground Construction & Maintenance with Pedro S.S. Services, Inc., of Austin, Texas, in the not to exceed amount from $1,000,000 to $3,000,000. - Wesley Wright, P.E., Systems Engineering Director Wright clarified request. Due to continued development we are asking for a $2,000,000.00 change order to accommodate growth. In October, we renewed the contract based on previous spending, however, new development continues in the area. The new Baylor Scott and White addition in Round Rock is our customer. Teravista is continuing to grow and areas previously in the ETJ are in our electric service area now. Multiple apartments are being added around city; Hillwood development in Wolf Ranch area is a large part of this request. Fought asked and Wright/Foster discussed Impact Fees and percentage of return to city, however they do not offset costs in the electric utility. Some costs are recovered in developer and connect fees. Some discussion continued on dually certificated areas of service. Motion by Pastor, second by Mapes to amend the contract for Electric System Underground Construction & Maintenance with Pedro S.S. Services, Inc., of Austin, Texas, in the not to exceed amount from $1,000,000 to $3,000,000. Approved 7-0-0 H. Consideration and possible recommendation to approve a contract with CSA Construction, Inc. of Houston, Texas for the Pecan Branch Wastewater Treatment Plant (WWTP) Expansion in the amount of $10,506,000.00 -- Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Wright presented map for board's reference of location. He further explained TCEQ requirements for wastewater treatment plants and/or expansions. Design process started about five years ago. Three bids were received for construction and CSA was selected. They build state wide and have built three plants for the city. Wright explained process and spoke about treated effluent which is used for golf courses and city parks. Some discussion continued on bids received. Cunningham stated CSA is a good contractor and felt pricing is good. Further discussion continued on growth/capacity, possibly 10-20 years out from expanding and/or new plant. Pecan Branch a 2 year project. Motion by Pastor, second by Wiley to approve a contract with CSA Construction, Inc. of Houston, Texas for the Pecan Branch Wastewater Treatment Plant (WWTP) Expansion in the amount of $10,506,000.00. Approved 7-0-0 I. Consideration and possible recommendation to approve Task Order CDM -17-002 with CDM Smith, Inc. of Austin, Texas, for professional services related to Pecan Branch Wastewater Treatment Plant Resident Project Representative (RPR) in the amount of $520,000.—Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Wright stated task order is request for additional staff support and project management during construction of plant. He stated staff has the ability to support, however with load of current projects and continued growth, staff needs additional support. This is a two year contract; we will only pay for what we use. Cunningham agreed this is a fair rate and the process makes good business sense. Copelan asked and Wright explained the alternative would be staff will be spread thin and strained, this project is specialized and project management duties could be lost to other projects. There is not a desire to hire an additional staff member for a short term project with no plans to utilize for future city work. Mapes asked and Wright clarified costs and what is included. Some discussion continued. Cunningham supports this type of management to assist with flow and timing of project. Motion by Pastor, second by Mapes to approve Task Order CDM -17-002 with CDM Smith, Inc. of Austin, Texas, for professional services related to Pecan Branch Wastewater Treatment Plant Resident Project Representative (RPR) in the amount of $520,000.00. Approved 7-0-0 J. Consideration and possible recommendation to approve Task Order CDM -17-006 with CDM Smith, Inc. of Austin, Texas, for professional services related to Pastor Pump Station and West Loop Water Line Improvements in the amount of $310,750.00 - Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager Wright explained location of Pastor Pump station, primarily serving western district. The project was approved in this year's CIP. Task order is for design work to add additional pumps to Pastor as well as water line improvements. Cunningham asked and Hallmark noted engineers estimate is $2.2 million. Motion by Pastor, second by Mapes to approve Task Order CDM -17-006 with CDM Smith, Inc. of Austin, Texas, for professional services related to Pastor Pump Station and West Loop Water Line Improvements in the amount of $310,750.00. Approved 7-0-0 K. Presentation and discussion on the proposed FY18 Capital Improvement Plan (CIP) — Wesley Wright, P.E., Systems Engineering Director (no action required) Wright provided draft information on proposed FY18 CIP, for board to review. Final presentation and discussion will be seen by board in May and sent onto Council during the budget approval process. Wright reviewed water and wastewater projects. Wright indicated he can bring EARZ video to board next month during final CIP presentation. (no action required) Pospisil departed meeting at 3:25p.m. Wiley stepped out of meeting at 3:27p.m., returned at 3:29p.m. Chair stepped out of meeting at 3:29p.m., returned at 3:31p.m. General discussion regarding water, availability and conservation. L. Water Services and Electric Integrated Resource Plan (IRP) Updates. — Chris Foster, Manager of Resource Planning & Integration (no action required) Briggs explained Council's request for IRP, to "monitor, promote and communicate a long-term water and utilities plan and strategy". They also requested quarterly financial reporting. Foster gave presentation to update board on status of plans and strategic direction of Utility. Some discussion on solar, regarding future development vs. current customers. Financials will be discussed in Executive Session. Yaeger stepped out of meeting at 3:55p.m., returned at 3:58p.m. Motion by Wiley, seconded by Mapes to enter into Executive Session at 3:59p.m. for discussion of item M. M. EXECUTIVE SESSION In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the item listed below will be discussed in closed session and is subject to action in the regular session. Sec. 551.086 Competitive Matters Quarterly Electric Financials and Power Supply planning discussion. — Chris Foster, Manager of Resource Planning & Integration (no action required) Yaeger departed meeting at 4:35p.m. Pastor departed meeting at 4:40p.m. Mapes departed meeting at 4:49p.m. Board maintained quorum. Wiley stepped out at 4:59pm and returned at 5:01p.m. (quorum lost and reestablished at 5:01pm). Return to Regular Session at 5:02p.m. N. Action from Executive Session Quarterly Electric Financials and Power Supply planning discussion. (no action required) Motion by Wiley, second by Copelan to adjourn. Meeting adjourned at 5:03p.m. Joyce Mapes - Secretary Sh lila K. Mitch 11, S Board Liaison