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HomeMy WebLinkAboutAgenda_GUS_02.13.2015Notice of Meeting for the Georgetown Utility System Advisory Board of the City of Georgetown February 13, 2015 at 2:00 PM 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 participating 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 at least four (4) 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. 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 The Board may, at any time, recess the Regular Session to convene in 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 C -- Discussion regarding the Project Progress Report, timelines including projects and Council Actions. – Michael Hallmark, Project Manager -- CTSUD Customer Account Migration -- Leticia Zavala, Customer Care Manager -- Employee Recognition -- Leticia Zavala, Customer Care Manager D Industry Updates Legislative Regular Agenda E Review and possible action to approve the minutes from the regular GUS Board meeting held on December 11, 2014. - Sheila K. Mitchell, GUS Board Liaison F Consideration and possible action to approve the amended board bylaws in accordance with the revised Code of Ordinances -- Bridget Chapman, City Attorney G Consideration and possible recommendation for the award of the Bid for Contract Labor Services for Electric System Overhead Construction and Maintenance to Power Line Services, Inc. of Woodlands, Texas, in the estimated amount of $1,500,000.00. – Paul Elkins, Electric Engineering Manager H Consideration and possible recommendation to approve Task Order KPA-15-005 with Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services related to Edwards Aquifer Recharge Zone Rehabilitation 2014-2015 in the amount of $403,040.00 – Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, Project Manager I Consideration and possible recommendation regarding selection of the members of the Impact Fee Committee. – Chris Foster, Manager of Resource Planning and Integration J Executive Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session. Sec. 551.086 Competitive Matters and Sec. 551.071 Consultation with Attorney -- Discussion and recommendation regarding a Solar Purchase Power Agreement with SunEdison. – Chris Foster, Manager of Resource Planning and Integration K Action from Executive Session Adjournment CERTIFICATE OF POSTING I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the ______ day of __________________, 2015, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. ____________________________________ Jessica Brettle, City Secretary City of Georgetown, Texas Utility System Advisory Board February 13, 2015 SUBJECT: -- Discussion regarding the Project Progress Report, timelines including projects and Council Actions. – Michael Hallmark, Project Manager -- CTSUD Customer Account Migration -- Leticia Zavala, Customer Care Manager -- Employee Recognition -- Leticia Zavala, Customer Care Manager ITEM SUMMARY: GUS Projects: EARZ 2013-14 Public Training Facility Offsite Wastewater Sequoia Spur Elevated Storage Tank (EST) Snead Drive Streets and Wastewater Improvements Council Actions FINANCIAL IMPACT: N/A SUBMITTED BY: Michael Hallmark ATTACHMENTS: Description Type Project Reports and Council Updates Backup Material CTSUD Customer Account Migration Update Backup Material Project Update Customer Account Migration Update Project Goal:  Streamline operations through economies of scale  Expand customer options while minimizing impacts of migration  Standardize operations Recap of the changes that have occurred in preparation for the account migration, along with changes that will be made in the near future. A) Migration of Customer Billing Accounts and Data: January 15, 2015  Implemented changes to sync with GUS billing practices: Sep 2014 – Jan 2015 o Moved from billing in 100’s to billing in 1,000’s o Modified presentation of “gallons used” on bills (30,000 to 30) o Expanded the customer account from 8 digits to 9 o Broadened payment options & locations  Migration of Customer Billing Accounts : January 15, 2015  Communication: Sep 2014 – Jan 2015 o CTSUD Newsletter articles o Billing inserts o Website information B) Transfer of Customer Care Function and Staff to GUS Main Office: Early February 2015  Construction/Permitting Projects started after 1/15/15 to be handled via the MyPermitNow Software system. o Water meters installation will be performed by plumbing contractor  Construction/Permitting Projects started prior to 1/15/15 will be completed in CTSUD system. o Water meter installation will be performed by GUS and phased out  Customer Care staff relocated to GUS Main Office in early February 2015.  Communication: o Advised developers/contractors of changes via postcard o Website information C) Billing Cycle Changes: March 2015  Moving Western District customers from 1 cycle (currently) to 5 cycles – target date: March 2015 o WD Cycle 1 – Cycle 7 1st bill will include 6 extra days (effect 1,000 accounts) o WD Cycle 1 – Cycle 8 1st bill will include 13 extra days (effect 2,000 accounts) o WD Cycle 1 – Cycle 9 1st bill will include 13 fewer days (effect 1,500 accounts) o WD Cycle 1 – Cycle 10 1st bill will include 9 fewer days (effect 1,500 accounts) o WD Cycle 1 – Cycle 11 1st bill will have NO impact (effect 1,500 accounts) City of Georgetown, Texas Utility System Advisory Board February 13, 2015 SUBJECT: Review and possible action to approve the minutes from the regular GUS Board meeting held on December 11, 2014. - Sheila K. Mitchell, GUS Board Liaison ITEM SUMMARY: Board to review, revise and/or approve the minutes from the regular meeting held on December 11, 2014. FINANCIAL IMPACT: N/A SUBMITTED BY: Sheila K. Mitchell/GUS Board Liaison ATTACHMENTS: Description Type GUS December 11 2014 DRAFT Minutes Backup Material Minutes of the Meeting of the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown, Texas December 11, 2014 at 2:00PM 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 at least four (4) days prior t o 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: Arthur Yaeger, Chair, Steve Fought, Bill Stump, Joyce Mapes, Ed Pastor, Patty Eason (joined at 2:11PM) Board Members Absent: Robert Kostka – Vice Chair Staff Present: Jim Briggs, Mike Babin, Glenn Dishong, Micki Rundell, Chris Foster, Wesley Wright, David Thomison, Kathy Ragsdale, Trina Bickford, Leticia Zavala, Michael Weisner, Sheila Mitchell Others Present: none 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 Chairman Yaeger at 2:00PM Georgetown Utility Systems Advisory 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 follo ws. B. Introduction of Visitors - none Employee Recognition - none C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. – Michael Hallmark, Project Manager Discussion: Wright gave update overview of items in packet. Additional items will be coming to the Board for CIP Project approvals. -- Impact Fee Update -- Chris Foster, Manager of Resource Planning and Integration Discussion: Foster spoke on combining fees with CTSUD this year. More information will come forth in next few months on committee process, etc. Fought asked and Foster/Rundell stated fees will be effective October 2015 upon adoption and approval of fees. D. Industry Updates – ITEM WAS COVERED AFTER ITEM K (approximately 2:29PM) Discussion: Briggs spoke on merger process and CCN transfer with CTSUD regarding a recent meeting with the Executive Director of the Public Utility Commission. Concerns were discussed regarding the process required to get the CCN and the City’s actions taken thus far. Discussion was had on the change in agencies handling the process to streamline the process. Any additional notification would be a further delay. The Executive Director understood the City’s concerns and felt no additional notification may be needed as sufficient notification should’ve been given. Hope to move a Bill this through legislature in 2015; our lobbyist group feels we should be able to move this through this session and the CCN transfer should be complete during that time. RETURNED TO ADJOURN MEETING AFTER ITEM ‘D’ 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 November 14, 2014. – Sheila K. Mitchell, GUS Board Liaison Discussion: None. Motion by Pastor, seconded by Mapes to approve the minutes from the Regular GUS Board meeting held on November 14, 2014. Approved 5-0-2 (Eason absent for vote; Kostka absent from meeting) F Consideration and possible recommendation to approve the purchase of Bioxide from Evoqua Water Technologies LLC of Sarasota, Florida, in an amount not to exceed $75,000.00, for Fiscal Year 2014/2015. -- David W. Thomison, Water Services Manager Discussion: Thomison provided history and update on Bioxide and specific use for it at the Water Treatment facilities; removing Hydrogen Sulfide. Evoqua, formerly Siemens, is the same company we’ve been purchasing product from. Sole Source use of product but not a sole source supplier of product. Briggs joined meeting at 2:06PM Yaeger asked and Thomison/Dishong explained how this amount differed from previous years amount stating about the same over last 10 years. Pastor asked and Dishong stated primarily for wastewater. Stump asked and Dishong explained chemical used in product and how it works. Motion by Pastor, seconded by Stump to approve the purchase of Bioxide from Evoqua Water Technologies LLC of Sarasota, Florida, in an amount not to exceed $75,000.00, for Fiscal Year 2014/2015 . Approved 5-0-2 (Eason absent for vote; Kostka absent from meeting) G Consideration and possible recommendation to approve a wholesale water agreement between the City of Georgetown and the City of Liberty Hill. -- Glenn W. Dishong, Utility Director Discussion: Dishong stated due to consolidation with Chisholm Trail Special Utility District (CTSUD), the City inherited an agreement between Liberty Hill and CTSUD. He explained needs of Liberty Hill for temporary water usage. This is the non-residential rate and applies to them as a corporation. We studied the system and we can provide them up to 350,000 gallons of water per day if needed. Needed until 2019 and then done after which time they will receive water from Leander when they have infrastructure to deliver water to Liberty Hill. Eason joined meeting at 2:11PM Yaeger asked and Dishong stated this should be more beneficial in cost for Liberty Hill to deliver water to them depending on how much usage. Dishong did not feel they would need that amount of water per day and needs are temporary. Motion by Fought, seconded by Pastor to approve a wholesale water agreement between the City of Georgetown and the City of Liberty Hill. Approved 6-0-1 (Kostka absent) H Consideration and possible recommendation to approve a proposed Assignment of Rights from San Gabriel Harvard Limited Partnership to 278 Georgetown Inc., contained within the Shadow Canyon Non -Standard Service Agreement. - Wesley Wright, P.E., Systems Engineering Director Discussion: Wright explained location on Hwy 29 and need for water. They are entitled to 1100 LUEs of water and have prepaid half of impact fees, for a credit of 550 LUEs. Current owner is selling off majority of property. Original owners maintaining possession of a multifamily tract and want to assign 600 LUEs and all prepaid impact fees to buyers, 278 Georgetown, represented by d eveloper Joe Straub. CTSUD consented to assignment in November and Georgetown staff recommends approval of consent. Dishong stated we have experience with this developer (Oaks of San Gabriel). Pastor asked and Wright explained terms of agreement do not change. Motion by Fought, seconded by Pastor to approve a proposed Assignment of Rights from San Gabriel Harvard Limited Partnership to 278 Georgetown Inc., containe d within the Shadow Canyon Non-Standard Service Agreement. Approved 6-0-1 (Kostka absent) I Consideration and recommended recommendation of a proposed Assignment of Wastewater Reimbursements and Wastewater Service from San Gabriel Harvard Limited Partnership to 278 Georgetown Inc. -- Wesley Wright, P.E., Systems Engineering Director Discussion: Wright explained item is tied to same development as prior item; this is for wastewater. Fought asked and Wright noted this is not the last of carryover agreements for the merger. Motion by Fought, seconded by Mapes to approve a proposed Assignment of Wastewater Reimbursements and Wastewater Service from San Gabriel Harvard Limited Partnership to 278 Georgetown Inc. Approved 6-0-1 (Kostka absent) J Discussion and possible recommendation to clarify inconsistencies and amend requirements in the distributed renewable electric generation section 13.04.083 of the Electric Rate Ordinance pertaining to solar installations. -- Leticia Zavala, Customer Care Manager/Kathy Ragsdale, Conservation Services Manager/Mike Babin, Deputy General Manager of Utilities Discussion: Zavala stated this item has been discussed over last couple of months and language has been revised for requirements. Ragsdale explained further detail of item regarding certification for installers. Removed all contractor requirements of this ordinance and referenced the electric code; Title 15, Chapter 15.16 referring to State recommendations in the Texas Occupational Code; master electrician, journeyman, etc. requirements. Further discussion continued; Stump stated he supports as it is now written but feels there should be more required of inspectors and additional training. Wright stated we are considering both outside and in-house training of inspectors. Motion by Stump, seconded by Fought to clarify inconsistencies and amend requirements in the distributed renewable electric generation section 13.04.083 of the Electric Rate Ordinance pertaining to solar installations. Approved 6-0-1 (Kostka absent) K Discussion and possible recommendation to approve a contract with Westin Engineering, Inc. for consulting services to provide requirements development, assessment, evaluation, implementation planning, and acquisition of a Customer Information System (CIS) with an optional phase to assist with procurement and contract negotiations for an amount not to exceed $193,250.00. – Leticia Zavala, Customer Care Manager Discussion: Zavala explained this item follows discussion from last month for CIS project. This is the first step for contact with Westin to perform consultant work. Work will be done in two phases; RFP and then contract negotiations, site visits, etc. With the acquisition of CTSUD and additional customers, we are beginning to see a stress on the system so timing is perfect to kick off project. Bickford joined meeting at 2:26PM Rundell stated goal is RFP should be out in September 2015 and decision in May with a December purchase. Motion by Mapes, seconded by Pastor to approve a contract with Westin Engineering, Inc. for consulting services to provide requirements development, assessment, evaluation, implementation planning, and acquisition of a Customer Information System (CIS) with an optional phase to assist with procurement and contract negotiations for an amount not to exceed $193,250.00. Approved 6-0-1 (Kostka absent) RETURNED TO ITEM D ABOVE BEFORE ADJOURNING MEETING. Yaeger thanked board and staff for their hard work this year and wished everyone a very Merry Christmas and Happy and Successful New Year. Adjournment Motion by Eason, seconded by Fought to adjourn. Adjourned at 2:35PM __________________________ _____________________________ Arthur Yaeger – Board Chair Bill Stump – Secretary _________________________________ Sheila K. Mitchell, GUS Board Liaison City of Georgetown, Texas Utility System Advisory Board February 13, 2015 SUBJECT: Consideration and possible action to approve the amended board bylaws in accordance with the revised Code of Ordinances -- Bridget Chapman, City Attorney ITEM SUMMARY: The City Council revised the Code of Ordinances Chapter 2.109 regarding the Georgetown Utility System Advisory Board on November 11, 2014. The Board Bylaws are being amended to conform with the revisions made to Chapter 2.109 and are submitted to the Board for review at this time. The Bylaws will be submitted to the City Council for review and approval in February 2015. ATTACHMENTS: Redline Ordinance Redline Bylaws FINANCIAL IMPACT: None. SUBMITTED BY: Rachel Saucier, Legal Assistant ATTACHMENTS: Description Type Code of Ordinances Chapter 2.109 - Utility System Advisory Board Backup Material Redline GUS Bylaws Backup Material Chapter 2.109 “Utility Systems Advisory Board” CHAPTER 2.109. - UTILITY SYSTEMS ADVISORY BOARD FOOTNOTE(S): --- (14) --- Editor's note— Ord. No. 2011-20, § 2(Exh. M), adopted May 10, 2011, amended Chapter 2.109 in its entirety to read as herein set out. Formerly, Chapter 2.109, §§ 2.109.010—2.109.070 pertained to similar subject matter and derived from Ord. No. 2002-13, § 2, and Ord. No. 2003- 70, § 2 Sec. 2.109.010. - Created; membership. A. There is hereby created the Georgetown “Utility Systems Advisory Board” of the City ("the Board"). This Chapter supplements the provisions of Code of Ordinances Chapter 2.36 City Commissions, Committees, and Boards. B. The Board will consist of seven members. A minimum of tTwo members shall be members of the City Council. The remaining members shall be appointed in accordance with the City Charter. Whenever, and, if possible, members shall have expertise in the areas of: 1. water/wastewater; 2. construction standards; 3. electricity; or 4. environmental engineering/stormwater drainage. A.C. All members shall reside in the corporate City limits or the extraterritorial jurisdiction of the City. (Ord. No. 2011-20, § 2(Exh. M)) Sec. 2.109.030. - Purpose. It is the purpose and intent of the Council to create an advisory board empowered to review and analyze the policies and resources of the Georgetown Utility Systems for purposes of providing advice to the Council concerning the business aspects of such policies and resources as they relate to City funded capital improvements projects, utility services, resource supplies, water, wastewater, stormwater and electric rates, impact fees, and other Council-assigned projects, and to report, by official vote, their recommendations to the City Council. (Ord. No. 2011-20, § 2(Exh. M)) Georgetown Utility Systems Advisory Board Bylaws Revised May 2011 February 2015 Page 1 of 6 CITY OF GEORGETOWN UTILITY SYSTEMS ADVISORY BOARD BYLAWS ARTICLE I. NAME AND PURPOSE Section 1.1. Name. Utility Systems Advisory Board (“Board”). Section 1.2. Purpose. The Board is established to review and analyze the policies and resources of the Georgetown Utility Systems concerning the business aspects of such policies and resources as they relate to City funded capital improvements projects, utility services, resource supplies, water, wastewater, stormwater, electric rates, impact fees and other Council-assigned projects, and to report recommendations to the City Council. See Ordinance Chapter 2.109. ARTICLE II. MEMBERSHIP Section 2.1. Number of Members. The Board will be comprised of seven (7) Members. Section 2.2. Eligibility. Each Member shall reside in the City of Georgetown corporate limits or extraterritorial jurisdiction. At least twoTwo Board Members will shall be members of the City Council. It is preferred that the otherWhenever possible, Members shall have expertise in a related area such as the areas of: 1. water,/ wastewater,; 2. construction standards,; 3. electricity; and/or 1.4. environmental engineering/stormwater drainage. Section 2.3. Appointment of Board Members. Members of the Board shall be appointed pursuant to and in accordance with the City Charter. Section 2.4. Terms of Office. Generally, terms of office for each Member shall be two (2) years. Generally, a Member may serve two (2) consecutive terms. Refer to Ordinance Section 2.36.030A for additional provisions regarding terms of office. Georgetown Utility Systems Advisory Board Bylaws Revised May 2011 February 2015 Page 2 of 6 Section 2.5. Vacancies. Vacancies that occur during a term shall be filled as soon as reasonably possible and in the same manner as an appointment in accordance with the City Charter. If possible, the Member shall continue to serve until the vacancy is filled. An appointment to fill a vacated term is not included as a term for purposes of counting consecutive terms. Section 2.6. Compensation and Expenditure of Funds. Members serve without compensation. The Board and its Members have no authority to expend funds or to incur or make an obligation on behalf of the City unless authorized and approved by the City Council. Members may be reimbursed for expenses authorized and approved by the City Council and the Board. Section 2.7. Compliance with City Policy. Members will comply with City Ordinances, Rules and Policies applicable to the Board and the Members, including but not limited to Ethics Ordinance Chapter 2.20 and City Commissions, Committees and Boards Ordinance Chapter 2.36. Section 2.8. Removal. Any Member may be removed from their position on the Board for any reason, or for no reason, by a majority vote of the City Council. ARTICLE III. BOARD OFFICERS Section 3.1. Officers. The Board Officers are Chairman, Vice-Chairman and Secretary. The Chairman is appointed by the City Council during the annual appointment process. The other Board Officers are elected by a majority vote of the Members at the first meeting after the annual appointment process. Section 3.2. Terms of Office for Board Officers. Board Officers serve for a term of one year. In the event of vacancy in the office of Chairman, the Vice-Chairman shall serve as Chairman until the City Council appoints a replacement Chairman. A vacancy in the other offices shall be elected by majority vote of the Members at the next regularly scheduled meeting, or as soon as reasonably practical for the unexpired term. If possible, a Board Officer shall continue to serve until the vacancy is filled. Section 3.3. Duties. a. The Chairman presides at Board meetings. The Chairman shall generally manage the business of the Board. The Chairman shall perform the duties delegated to the Chairman by the Board. Georgetown Utility Systems Advisory Board Bylaws Revised May 2011 February 2015 Page 3 of 6 b. The Vice-Chairman shall perform the duties delegated to the Vice-Chairman by the Board. The Vice-Chairman presides at Board meetings in the Chairman’s absence. The Vice-Chairman shall perform the duties of the Chairman in the Chairman’s absence or disability. c. The Secretary shall perform the duties delegated to the Secretary by the Board. ARTICLE IV. MEETINGS Section 4.1. Time and Date of Regular Meeting. The Board shall meet once a month on the same week of the month, the same day of the week, at the same time, and at the same place. The regular date, time and place of the Board meeting will be decided by the Members at the first meeting of the Board after the annual appointment process. Section 4.2. Agenda. Items may be placed on the agenda by the Chairman, the City Manager or designee, or at the request of a Member. The party (or individual) requesting the agenda item will be responsible for preparing an agenda item cover sheet and for the initial presentation at the meeting. Items included on the agenda must be submitted to the Staff Liaison no later than one week before the Board meeting at which the agenda item will be considered. Agenda packets for regular meetings will be provided to the Members in advance of the scheduled Board meeting. Agenda packets will contain the posted agenda, agenda item cover sheets, and written minutes of the last meeting. Section 4.3. Special Meetings. Special meetings may be called by the Chairman or by three (3) Members. Section 4.4. Quorum. A quorum shall consist of a majority of the Members. A quorum is required for the Board to convene a meeting and to conduct business at a meeting. Section 4.5. Call to Order. Board meetings will be called to order by the Chairman or, if absent, by the Vice-Chairman. In the absence of both the Chairman and Vice- Chairman, the meeting shall be called to order by the Secretary, and a temporary Chairman shall be elected to preside over the meeting. Georgetown Utility Systems Advisory Board Bylaws Revised May 2011 February 2015 Page 4 of 6 Section 4.6. Conduct of Meeting. Board meetings will be conducted in accordance with these Bylaws and City Council Meeting Rules and Procedures, as applicable to the Board. See Ordinance Chapter 2.24. Section 4.7. Voting. Each Member shall vote on all agenda items, except on matters involving a conflict of interest, substantial financial interest or substantial economic interest under state law, the City’s Ethics Ordinance, or other applicable Laws, Rules and Policies. In such instances the Member shall make the required disclosures and shall refrain from participating in both the discussion and vote on the matter. The Member may remain at the dais or leave the dais, at the Member’s option, while the matter is being considered and voted on by the other Board Members. Unless otherwise provided by law, if a quorum is present, an agenda item must be approved by a majority of the Board Members present at the meeting. Section 4.8. Minutes. A recording or written minutes shall be made of all open sessions of Board meetings. The Staff Liaison is the custodian of all Board records and documents. Section 4.9. Attendance. Members are required to attend Board meetings prepared to discuss the issues on the agenda. A Member shall notify the Chairman and the Staff Liaison if the Member is unable to attend a meeting. Excessive absenteeism will be subject to action under Council policy and may result in the Member being replaced on the Board. See Ordinance Section 2.36.010D. Excessive absenteeism means failure to attend at least 75% of regularly scheduled meetings, including Board meetings and Subcommittee meetings. If a Member is removed from the Board that position shall be considered vacant and a new Member shall be appointed to the Board in accordance with Section 2.5 above. Section 4.10. Public Participation. In accordance with City policy, the public is welcome and invited to attend Board meetings and to speak on any item on the agenda. A person wishing to address the Board must sign up to speak in accordance with the policy of the Council concerning participation and general public comment at public meetings. Sign-up sheets will be available and should be submitted to the Chairman prior to the start of the meeting. If any written materials are to be provided to the Board, a copy shall also be provided to the Staff Liaison for inclusion in the minutes of the meeting. Speakers shall be allowed a maximum of three minutes to speak, but may take up to six minutes if another individual who signs up to speak yields the time to the speaker. If a person wishes to speak on an issue that is not posted on the agenda, they must file a written request with the Staff Liaison no later than one week before the Georgetown Utility Systems Advisory Board Bylaws Revised May 2011 February 2015 Page 5 of 6 scheduled meeting. The written request must state the specific topic to be addressed and include sufficient information to inform the Board and the public. A person who disrupts the meeting may be asked to leave and be removed. Section 4.11. Open Meetings. Public notice of Board meetings shall be provided in accordance with the provisions of the Texas Open Meetings Act. All Board meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. Section 4.12. Closed Sessions. The Board may conduct closed sessions as allowed by law, on properly noticed closed session matters, such as consultation with attorney on legal matters, deliberation regarding the value of real property, competitive utility matters, and economic development negotiations. A recording or certified agenda shall be made of all closed sessions of Board meetings. ARTICLE V. REPORTS TO CITY COUNCIL The Board shall meet with City Council, as requested, to determine how the Board may best serve and assist City Council. City Council shall hear reports from the Board at regularly scheduled Council meetings. ARTICLE VI. SUBCOMMITTEES Section 6.1. Formation. When deemed necessary by a majority of the Board, Subcommittees may be formed for specific projects related to Board matters. Subcommittees comprised of non-Members may only be formed with the prior consent and confirmation of the City Council. Section 6.2. Expenditure of Funds. No Subcommittee, or member of a Subcommittee, has the authority to expend funds or incur an obligation on behalf of the City or the Board. Subcommittee expenses may be reimbursed if authorized and approved by the Board or by City Council. Section 6.3. Open Meetings. Subcommittee meetings and deliberations shall be open to the public, except for properly noticed closed session matters, and shall be conducted in accordance with the provisions of the Texas Open Meetings Act. ARTICLE VII. BYLAW AMENDMENTS Georgetown Utility Systems Advisory Board Bylaws Revised May 2011 February 2015 Page 6 of 6 These Bylaws may be amended by majority vote of the Board Members at any regular meeting of the Board. The Board’s proposed amendments to the Bylaws must be approved by City Council at the next Council meeting after the Board’s approval. Bylaw amendments are not effective until approved by City Council. Approved and adopted at a meeting of the City Council on the _____ day of ____________________, 2015. ATTEST: THE CITY OF GEORGETOWN _____ _____ City Secretary Mayor Approved and adopted at a meeting of the Board on the ______ day of _________________, 2015. ATTEST: BOARD _____ _____ Board Secretary Board Chairman City of Georgetown, Texas Utility System Advisory Board February 13, 2015 SUBJECT: Consideration and possible recommendation for the award of the Bid for Contract Labor Services for Electric System Overhead Construction and Maintenance to Power Line Services, Inc. of Woodlands, Texas, in the estimated amount of $1,500,000.00. – Paul Elkins, Electric Engineering Manager ITEM SUMMARY: The bid for Electric System Overhead Construction and Maintenance is a labor only contract, to construct planned or anticipated CIP, Development and Maintenance projects in a not to exceed amount of $1,500,000.00. The bid included two parts, one for specific projects and one for general unit pricing. The terms of the agreement are scheduled to end September 30, 2015. The bid process electronically notified all identified construction vendors in the purchasing system and a total of 10 contract construction companies appeared for pre-bid meetings; however, no bids were submitted by the due date. Staff identified 6 additional vendors not on the original list and the bid was re-posted with a new due date. One partial bid for general unit pricing was received in response to the re-advertisement. In total over 500 potential bidders were notified of the bid. Staff attributes the lack of response to the relatively low volume of guaranteed projects listed in the bid, as well as impact from the lucrative oilfield construction activity pulling resources from all areas of the state. The attached cost comparison attached illustrates a slight total increase of 17% above the 2013 LCRA unit pricing or a total of $42,000.00; however, when calculating a estimated escalation increase of 5% a year to the LCRA units, the total increase drops to 6% or $17,000.00 in comparison. STAFF RECOMMENDATIONS: Staff is recommending award of this bid to Power Line Services, Inc. of Woodlands, Texas based on review of their submitted unit charge amounts and previous service in construction of three Georgetown capital improvement projects. FINANCIAL IMPACT: Funds for the planned expenditures are available in the Electric Capital Improvement and Operations Budget’s: SUBMITTED BY: Paul Elkins, Electric Engineering Manager Fund Estimated Expenditure Amount Budget 610-5-0525-51- 530 Maintenance Distribution System $ 260,000.00 $ 462,075.00 610-9-0580-90- 410 Developer Projects $ 250,000.00 $ 950,000.00 610-9-0580-90- 300 System Improvement $ 990,000.00 $ 3,460,000.00 ATTACHMENTS: Description Type Overhead Construction and Maintenance Bid Info Backup Material City of Georgetown, Texas Utility System Advisory Board February 13, 2015 SUBJECT: Consideration and possible recommendation to approve Task Order KPA-15-005 with Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services related to Edwards Aquifer Recharge Zone Rehabilitation 2014-2015 in the amount of $403,040.00 – Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, Project Manager ITEM SUMMARY: The Texas Commission Environmental Quality (TCEQ) regulations require that wastewater collection systems over the Edward Aquifer Recharge Zone (EARZ) be tested and defects be corrected. GUS Water Services Department performs all testing of the wastewater system and Kasberg, Patrick and Associates (KPA) reviews the city testing data and recommends remedial action needed to prevent exfiltration into aquifer. This item will evaluate the testing information provided by the wastewater department and takes the remediation recommendation and engages the services of KPA to perform the necessary design, bidding, and construction management to enact the recommended repairs. KPA is qualified because of their experience with reviewing City of Georgetown EARZ testing data and numerous projects they have done for the city. Pursuant to the Master Services Agreement, Task Order KPA-15-005 (attached) defines the scope of work as: Testing evaluation, surveying, schematic design, final design, bidding, and construction administration for the rehabilitation of defects in the existing wastewater system identified in the EARZ 2014-2015 testing. Improvements will replace by open cut and/or rehabilitate through trenchless or cured-in- place technologies, the existing vitrified clay piping system, offset pipe joints and brick manholes which are failing with a sound wastewater system that will adhere to current TCEQ regulations. STAFF RECOMMENDATIONS: Staff recommends executing Task Order KPA-15-005 for professional services relating to Edwards Aquifer Recharge Zone Rehabilitation 2014-2015 with Kasberg, Patrick, & Associates, LP of Georgetown, Texas, in the amount of $403,040.00 FINANCIAL IMPACT: Funds for this expenditure are budgeted in the Wastewater CIP. See attached CIP Budgetary & Financial Analysis Sheet. SUBMITTED BY: Michael Hallmark, Project Manager ATTACHMENTS: Description Type Budget & Financial Analysis Backup Material Task Order KPA-15-005 Backup Material DATE: PROJECT NAME:3CG 1/26/2015 Division/Department:GUS / Wastewater Director Approval Prepared By:Michael Hallmark Finance Approval La'Ke2/2/15 TOTAL ANNUAL BUDGET 2,500,000.00 (Current year only) Actual Cost Agenda Total Spent Encumbrance Item & Encumbered % Annual (A) before agenda item (B)(A + B)Budget Consulting 1,718.00 403,040.00 404,758.00 16% Right of Way 0.00 0% Construction 1,692,522.68 1,692,522.68 68% Other Costs 0.00 0% Total Current Year Costs 1,694,240.68 2,097,280.68 Approved GENERAL LEDGER ACCOUNT NUMBER CY Budget 660-9-0581-90-037 2,500,000.00 Total Budget 2,500,000.00 TOTAL PROJECT BUDGET 2,500,000.00 (includes all previous yrs) Prior Years Current Year Total Project % Total Spent/Encumbered Costs Costs Budget Consulting 404,758.00 404,758.00 16% Right of Way 0.00 0.00 0% Construction 1,692,522.68 1,692,522.68 68% Other Costs 0.00 0.00 0% Total Project Costs 0.00 2,097,280.68 2,097,280.68 Comments: Task Order KPA-14-005 for EARZ 2014-2015 CIP- Budgetary and Financial Analysis Worksheet City of Georgetown, Texas Utility System Advisory Board February 13, 2015 SUBJECT: Consideration and possible recommendation regarding selection of the members of the Impact Fee Committee. – Chris Foster, Manager of Resource Planning and Integration ITEM SUMMARY: HDR Engineering has been retained to perform the Impact Fee study. Angie Flores is their primary contact for this work, and will be conducting the calculations for both the GUS and CTSUD areas. Part of the public process is the selection of an official Impact Fee Committee to review the land use and future capacity needs assumptions in the model. This item is for GUS to review staff’s proposal on the makeup of the committee, and is seeking a recommendation for Council to appoint members to the Committee. Staff’s recommendation for the GUS Committee is: Ed Pastor Bob Kostka Gary Newman Rainer Ficken *One additional GUS representative FINANCIAL IMPACT: $33,747.00 - cost shared equally between Water and Wastewater Special Services accounts: 660-5-0528-51-330 Water 660-5-0530-51-330 Wastewater SUBMITTED BY: Chris Foster, Manager of Resource Planning and Integration City of Georgetown, Texas Utility System Advisory Board February 13, 2015 SUBJECT: Executive Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session. Sec. 551.086 Competitive Matters and Sec. 551.071 Consultation with Attorney -- Discussion and recommendation regarding a Solar Purchase Power Agreement with SunEdison. – Chris Foster, Manager of Resource Planning and Integration ITEM SUMMARY: GUS contracted with Neil McAndrews of McAndrews and Associates in August of 2014 to issue, review, and make recommendations on results of a Request for Proposals (RFP) for Solar power, or an on peak equivalent power shape, for a term of 1-25 years, in an amount of 50-150 MegaWatts (MW). The GUS board reviewed the results and recommended moving forward with contract negotiations on 10/10/14. City Council approved contract negotiations with the winning bidders for the full 150MW size on 10/28/14. This item is to review the fully negotiated contact terms, and is seeking recommendation from the Board to have Council authorize the Mayor to sign the contract. FINANCIAL IMPACT: This PPA is a 25 year term from the Commercial Operation Date, estimated to cost $20,000,000 per year. SUBMITTED BY: Chris Foster, Manager of Resource Planning and Integration City of Georgetown, Texas Utility System Advisory Board February 13, 2015 SUBJECT: Action from Executive Session ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: