HomeMy WebLinkAboutAgenda_GUS_03.10.2017Notice of Meeting for the
Georgetown Utility System Adv isory Board
of the City of Georgetown
March 10, 2017 at 2:00 PM
at Georgetown Municipal Complex, 300-1 Industrial Av enue, Georgetown TX
The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le
as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City Sec retary's
Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th
Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711.
Regular Session
(This Regular S es s io n may, at any time, b e rec es s ed to convene an Exec utive S es s io n fo r any p urpose
authorized b y the Op en Meetings Act, Texas Go vernment Co d e 551.)
A Call to Ord er
The Board may, at any time, rec es s the R egular S es s io n to convene in Exec utive S es s io n at the reques t of
the Chair, a Board Memb er, the City Manager, As s is tant City Manager, G eneral Manager of Utilities, City
Co uncil Member, o r legal c o uns el for any p urpos e authorized b y the Op en Meetings Act, Texas
Government C o d e Chapter 551, and are s ubjec t to actio n in the Regular Ses s ion that follows .
B Introduction of new Board Memb er and Vis itors -- Mike Cunningham, GUS Bo ard Chair
Emp lo yee R ec ognitio n
-- None submitted at time o f posting
C Review Bo ard /Meeting P ro cedures - Sheila K. Mitchell, GUS Board Liais o n
D Dis cus s ion regard ing P ro ject P ro gress R ep o rt, timelines, and Co uncil Ac tions - Michael Hallmark, CIP
Manager/Wes ley Wright, P.E., Systems Engineering Directo r
E Ind ustry Up d ates
Legislativ e Regular Agenda
F No minations and elec tion of Vice-Chair of the GUS Bo ard . - Mike Cunningham, GUS Bo ard Chair
G No minations and elec tion of Sec retary of the GUS Board. – Mike Cunningham, GUS Board Chair
H Review and p o s s ib le ac tion related to the Day and Time o f GUS Bo ard Meetings . – Mike Cunningham,
GUS Bo ard Chair
I Review and p o s s ib le ac tion to approve the minutes from the regular GUS Bo ard meeting held on February
10, 2017. - S heila K. Mitchell, GUS Board Liais o n
J Dis cus s ion and pos s ible recommend ation to renew a contrac t fo r utility bill p rinting and mailing s ervic es
with Datap ro s e and to approve funding at an annual c o s t o f $231,840. – Letic ia Zavala, Custo mer Care
Directo r
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K Dis cus s ion and pos s ible recommend ation to authorize p ayment to Tyler Tec hno lo gies fo r online web
ac count management and payment proc es s ing fees in the amo unt o f $111,600. – Letic ia Zavala, Customer
Care Direc tor
Adjournment
CERTIFICATE OF POSTING
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2017, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
____________________________________
S helley No wling, City Sec retary
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Call to Ord er
The Bo ard may, at any time, recess the Regular Ses s ion to c o nvene in Exec utive Ses s ion at the req uest of
the Chair, a Bo ard Member, the City Manager, As s is tant City Manager, General Manager o f Utilities , City
Counc il Memb er, or legal counsel fo r any purp o s e autho rized by the Op en Meetings Ac t, Texas
Go vernment Code Chap ter 551, and are s ub jec t to ac tion in the Regular Ses s io n that fo llo ws.
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Review Bo ard/Meeting Proc ed ures - Sheila K. Mitc hell, GUS Bo ard Liais on
ITEM SUMMARY:
The fo llo wing doc uments will b e provid ed , at the meeting, for your referenc e:
Bylaws
Code of Ord inance - Attend anc e Po lic y
Roster
Bo ard Memb er Tid b its & Don't Forgets
Review:
Attendanc e Polic y
Quorum Requirements
Sign in S heet
Parking
Attorney General Trainings - http s ://www.texas atto rneygeneral.go v/og/open-government-training
1. Open Meeting Ac t
2. P ublic Meetings Ac t
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Sheila K. Mitc hell/GUS Bo ard Liais o n
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Disc ussion regarding Projec t Progres s Report, timelines , and Counc il Ac tio ns - Mic hael Hallmark, CIP
Manager/Wes ley Wright, P.E., Sys tems Engineering Direc tor
ITEM SUMMARY:
Berry Creek Wastewater Interceptor
Engineering approved by GUS Bo ard 5/15 & City Co uncil 5/15. Final Des ign P lans are 50%
c o mplete & eas ements are 10% comp lete
Cedar Breaks EST
No tic e to Proc eed 7/18/16. 24” water main ins talled and concrete ped es tal is 100% c o mp lete, Tank
Crew moves in first of February. Pro jec t overall is 50% c o mp lete
CR 255
Recommended b y GUS 10/09/15, ap p ro ved b y CC on 10/27/15. Preliminary Cons tructio n Plans
are near 80% complete & Eas ements 50% c o mp leted.
Pecan Branch WWTP
Plans are 100% complete and bid opening 3/28/17 with GUS Bo ard and Counc il in May, 2017
Rabbit Hill EST
Ped es tal wo rk 100% complete, interior b o wl coating c o mp lete, finis h c o at is c o mp lete, Lo go is
c o mplete, SC ADA wo rk is underway, & s c heduled to fill mid -Marc h.
Shell Road Water line
Final Des ign P lans are 90% complete & Eas ements are 60% complete
Westinghouse Regional Lift Station
NTP – 1/3/17 Erosion Co ntro ls ins talled & 12” fo rcemain is 80% c omplete
San Gabriel Park Lift Station
Task O rd er R ecommend ed by GUS 2/10/17 and approved by CC 2/28/17.
EARZ 2015-2016
Manhole Rehab wo rk und erway, Projec t is 20% complete
EARZ 2016-2017
Task O rd er R ecommend ed by GUS 2/10/17 and approved by CC 2/28/17
Council Actions
Attac hed
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Wes ley Wright, P.E., S ystems Engineering Direc to r/Mic hael Hallmark, CIP Manager.
ATTACHMENTS:
Description Type
March 2017 Project Updates Backup Material
Council Actions Backup Material
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GUS BOARD ITEMS FORWARDED TO COUNCIL
February 28, 2017
N
Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve Task Order KPA-17-002 with Kasberg, Patrick & Associates, LP of
Georgetown, Texas, for professional services related to Edwards Aquifer Recharge Zone Rehabilitation 2016-
2017 in the amount of $350,850.00 -- Wesley Wright, P.E., Systems Engineering Director
O
Forwarded from Georgetown Utility Systems Advisory Board (GUS):
Consideration and possible action to approve Task Order KPA-17-005 with Kasberg, Patrick & Associates, LP
of Georgetown, Texas, for professional services related to the replacement of the San Gabriel Park
Wastewater Lift Station in the amount of $396,260.00 -- Wesley Wright, P.E., Systems Engineering Director
ALL ITEMS PASSED
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Nominations and electio n o f Vic e-Chair of the GUS Board. - Mike Cunningham, GUS Board Chair
ITEM SUMMARY:
Per the Bylaws of the Georgetown Utility Sys tems Ad visory Board;
“Section 3.1 – Officers. T he Bo ard Offic ers are C hairman, Vice-Chairman and Sec retary. The Chairman
is rec o mmend ed by the Mayor and the City Counc il s hall approve the recommendatio n b y a vo te o f the
majo rity of the Counc il during the annual appointment p ro cess. S hould the Mayo r fail to recommend a
Chairman fo r eac h board, c o mmittee, o r c ommis s ion, and/o r the Counc il fails to approve any Chairman
recommend ed b y the Mayo r, a majo rity of the Counc il plus one may appro ve ap p o intment of a Chairman
to s erve as Chairman without a rec o mmendation of the Mayo r. The other Board Officers are elec ted b y a
majo rity vo te of the Members at the first meeting after the annual appointment proc es s .”
The Chair of the Bo ard , Mr. Mike Cunningham, will take the no minatio ns from the floor, fo r positio n o f
Vice-Chair.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Mike Cunningham (s km)
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Nominations and electio n o f S ecretary o f the GUS Bo ard . – Mike Cunningham, GUS Bo ard Chair
ITEM SUMMARY:
Per the Bylaws of the Georgetown Utility Sys tems Ad visory Board;
“Section 3.1 – Officers. T he Bo ard Offic ers are C hairman, Vice-Chairman and Sec retary. The Chairman
is rec o mmend ed by the Mayor and the City Counc il s hall approve the recommendatio n b y a vo te o f the
majo rity of the Counc il during the annual appointment p ro cess. S hould the Mayo r fail to recommend a
Chairman fo r eac h board, c o mmittee, o r c ommis s ion, and/o r the Counc il fails to approve any Chairman
recommend ed b y the Mayo r, a majo rity of the Counc il plus one may appro ve ap p o intment of a Chairman
to s erve as Chairman without a rec o mmendation of the Mayo r. The other Board Officers are elec ted b y a
majo rity vo te of the Members at the first meeting after the annual appointment proc es s .”
The Chair of the Bo ard , Mr. Mike Cunningham, will take the no minatio ns from the floor, fo r positio n o f
Sec retary.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Mike Cunningham (s km)
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Review and pos s ible actio n related to the Day and Time of GUS Board Meetings . – Mike Cunningham,
GUS Board C hair
ITEM SUMMARY:
Per the GUS Bylaws Section 4.1 Time & Date of Regular Meeting. The Bo ard s hall meet once a
mo nth o n the s ame week o f the mo nth, the s ame d ay o f the week, at the same time, and at the same p lace.
The regular date, time, and p lace o f the Bo ard meeting will b e dec id ed by the Members at the first meeting
o f the Bo ard after the annual appointment proc es s .
Currently, the GUS Board meets o n the sec ond F rid ay o f eac h mo nth at 2:00PM.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Mike Cunningham (s km)
ATTACHMENTS:
Description Type
GUS Board DRAFT 2017-18 Mtg Schedule Backup Material
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GEORGETOWN UTILITY SYSTEMS ADVISORY BOARD
(GUS)
Meeting Schedule
March 2017 – February 2018
All Regular Meetings will be held on the second FRIDAY of every month at 2:00PM at the
Georgetown Municipal Complex, located at 300-1 Industrial Avenue
Please contact Sheila Mitchell at 512.931.7709 if you have questions regarding meeting dates or
times.
MARCH 10, 2017
APRIL 14, 2017
MAY 12, 2017
JUNE 9, 2017
JULY 14, 2017
AUGUST 11, 2017
SEPTEMBER 8, 2017
OCTOBER 13, 2017
NOVEMBER 10, 2017
DECEMBER 7, 2017 (Thursday)
JANUARY 12, 2018
FEBRUARY 9, 2018
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Review and pos s ible actio n to ap p ro ve the minutes fro m the regular GUS Board meeting held o n February
10, 2017. - Sheila K. Mitc hell, GUS Bo ard Liais on
ITEM SUMMARY:
Bo ard to review, revis e and /or ap p ro ve the minutes fro m the regular GUS Board meeting held o n February
10, 2017.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Sheila K. Mitc hell/GUS Bo ard Liais o n
ATTACHMENTS:
Description Type
GUS Feb 10 2017 DRAFT Minutes Backup Material
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Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
February 10, 2017 at 2:00PM
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 Te xas at 711.
Board Members Present: Mike Cunningham – Vice Chair, Joyce Mapes -- Secretary, Ed Pastor,
John Copelan, Edward Wiley
Board Members Absent: Bill Stump – Chair, Steve Fought
Staff Members Present: Jim Briggs, Mike Babin, Wes Wright, Glenn Dishong, Chris Foster,
Leticia Zavala, Mike Westbrook, Richard Pajestka, Matt Braun, Michael Hallmark, Sheila
Mitchell
Others Present: Gary Newman/Trio Development, LLC, Trae Sutton/KPA, Brenton
Burney/KPA, Greg Swoboda/Garver
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 Vice Chair at 2:00PM
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 –
Gary Newman, Trae Sutton, Brenton Burney and Greg Swoboda
Employee Recognition
-- Richard Pajestka, Matt Braun and Kolton Keith (not present; on vacation) – Mike Westbrook,
Electric/T&D Operations Manager
Westbrook introduced and recognized Pajestka for his promotion from a crew lead to a crew
supervisor, out at the West Side Service Center. Pajestka has been with City for 13 years; has 23 years
in the business. He also introduced and recognized Braun for recent completion of his Journeyman
Lineman certification. He completed in just over 4 years with over 10,000 hours logged. Cunningham
recognized Briggs for his 31 years of service to the City. Briggs introduced Octavio Garza, Public
Works Director. Garza has been with City for a week, coming from Waco. He was Public Works
Director there and has an extensive background in municipal work.
Westbrook, Garza, Pajestka, Braun departed meeting at approximately 2:10PM.
C. Discussion regarding Project Progress Reports, timelines and Council Actions. – Michael Hallmark,
CIP Manager
Hallmark noted reports in packet. No questions or further discussion.
D. Industry Updates
Briggs provided handouts and discussed article regarding Chisholm Trail SUD and district
dissolution. He discussed House and Senate legislation being introduced during this legislative
session regarding dissolution. Briggs also updated on hearing before 3rd Court of Appeals to hear oral
argument. Final decision in courts possible late 2017 or 2018. Mapes asked and Briggs responded Page 23 of 28
regarding opposition. Briggs also discussed local legislation to be filed by Schwertner in the Senate
and Wilson in the House to allow for the CTSUD board to dissolve. Briggs reviewed the Regulatory
Update Report from Texas Public Power Association. Cunningham asked and Briggs spoke about the
SunEdison bankruptcy and assignment to NRG. New arrangements have been negotiated with NRG
to allow them to take over the Buckthorn project. Briggs further discussed information in the
Regulatory report regarding electric rates; we are in the average. No further discussion.
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
January 13, 2017. – Sheila K. Mitchell, GUS Board Liaison
No discussion. Motion by Wiley, seconded by Mapes to approve the minutes from the Regular GUS
Board meeting held on January 13, 2017. Approved 5-0-2 (Stump, Fought absent)
F. Consideration and possible recommendation to approve Task Order KPA-17-002 with Kasberg,
Patrick & Associates, LP, of Georgetown, Texas, for professional services related to the Edwards
Aquifer Recharge Zone Rehabilitation 2016 -2017 in the amount of $350,850.00. – Wesley Wright, P.E.,
Systems Engineering Director/Michael Hallmark, CIP Manager
Wright presented background and information on requirements by TCEQ as the majority of our
system sits over the Edwards Aquifer Recharge Zone (EARZ). Pastor asked and Wright explained
process that KPA does and what is included. He spoke on costs included in yearly CIP budget and
timelines; anticipate decreased yearly costs for repairs. Board would like to see a camera at some time
in future. Pastor asked and Wright noted about 98% of wastewater system is located over the EARZ.
Briggs proposed showing a section of video at a future meeting. Motion by Mapes, seconded by
Copelan to approve Task Order KPA-17-002 with Kasberg, Patrick & Associates, LP, of Georgetown,
Texas, for professional services related to the Edwards Aquifer Recharge Zone Rehabilitation 2016 -
2017 in the amount of $350,850.00. Approved 5-0-2 (Stump, Fought absent)
Briggs, Dishong stepped out at 2:21PM. Briggs returned at 2:24PM. Dishong returned at 2:25PM.
G. Consideration and possible recommendation to approve Task Order KPA -17-005 with Kasberg,
Patrick & Associates, LP, of Georgetown, Texas, for professional services related to the Replacement
of the San Gabriel Park Wastewater Lift Station in the amount of $396,260.00. – Wesley Wright, P.E.,
Systems Engineering Director/Michael Hallmark, CIP Manager
Wright discussed location of lift station and need for maintenance and upsizing due to increased
development. Wiley asked and Wright responded the larger capacity lift station is all that will be
needed for serving the area. Hallmark discussed anticipated cost estimate for engineering design.
Motion by Wiley, seconded by Copelan to approve Task Order KPA-17-005 with Kasberg, Patrick &
Associates, LP, of Georgetown, Texas, for professional services related to the Replacement of the San
Gabriel Park Wastewater Lift Station in the amount of $396,260.00. Approved 5-0-2 (Stump, Fought
absent)
KPA staff departed after Item G.
H. Consideration and possible recommendation to Council on a Utility Agreement with Three Forks
Partnership, LTD and Trio Development, LLC for improvements related to the proposed Homestead
development. – Wesley Wright, P.E., Systems Engineering Director
Wright explained proposed development and location. Negotiations are underway for a MUD. He
noted Gary Newman was present representing Trio Development. Wright noted estimate for the
Berry Creek Interceptor (BCI) is approximately $25 million, including design, easement and
construction costs. City feels, in cooperation with Trio Development, it can be done for approximately
$17 million, with Trio contributing $4 million of those costs. There are several parts to this
development, which various agreements are being taken to the appropriate city boards for their
recommendations. GUS Board is considering the utility agreement. Cunningham asked and Wright
explained where Caterpillar is building their facility; they will flow into Pecan Branch Interceptor and Page 24 of 28
will not go into this same line. Installation of BCI will open up service for any increase of future
development in the area. No planned lift stations on this project; it will be all gravity. This eliminates
the Sun City Lift Station and creates potential for taking Berry Creek Lift Station offline. Eliminates
the need for an interim lift station, estimated at $7-10 million. Details discussed on length of line, size
of pipe, specs, etc. Further discussion regarding budget; some funding rolled forward from previous
year’s budgets for project. Future item(s) will come to board for easement costs with landowners and
bidding for project. Motion by Pastor, seconded by Mapes for a recommendation to Council on a
Utility Agreement with Three Forks Partnership, LTD and Trio Development, LLC for improvements
related to the proposed Homestead development. Approved 5-0-2 (Stump, Fought absent)
Briggs further discussed development in the area and the original concept in 1989, with various studies
done on how to best handle potential growth and services in the area. Some discussion of public concerns
and how those are being addresses and clarified. Newman noted easements have been received sooner
than expected; considerations are being taken regarding ground water, etc. No further discussion.
Pastor stated Board should make formal recognition to honor Briggs for his 31 years of service.
Cunningham discussed Briggs lengthy tenure with the city and remembered when they first met. Briggs
spoke about an upcoming service recognition ceremony for City employees, his start with the City in
1986, the growth and then slow down during the late 80’s, the changes and upturn in economy and
continual growth. Board congratulated Jim on the good work he has provided to the city. No further
discussion.
Adjournment
Motion by Cunningham, seconded by Mapes to adjourn. Approved 5-0-2 (Stump, Fought absent).
Meeting adjourned at 3:03PM.
__________________________ _____________________________
Mike Cunningham – Vice Chair Joyce Mapes – Secretary
_________________________________
Sheila K. Mitchell, GUS Board Liaison
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Disc ussion and p o s s ib le rec o mmendatio n to renew a c o ntract for utility bill printing and mailing services
with Datap ros e and to ap p ro ve fund ing at an annual cost of $231,840. – Letic ia Zavala, Cus tomer Care
Direc tor
ITEM SUMMARY:
The C ity award s the utility bill p rinting and mailing s ervic e c o ntract b y utilizing an inter-lo cal agreement with
the City o f Plano . T he City benefits from the extended volume p ricing in the Plano contrac t and satis fies
the state p ro c urement req uirements thro ugh that proc es s .
Plano released a Reques t fo r P ro p o s al (RFP) at the end of 2016 and awarded the c o ntract to Dataprose for
o ne (1) year includ ing four (4) ad d itional annual renewals with an effective d ate o f February 2017. T he City
has had much s uc cess with P lano’s vend o r and looks to continue utilizing their s ervices . The CIS p ro jec t
team has inc orporated the Datap ro s e interfac e req uirements into the UMAX s oftware d es ign.
The C ity of Georgetown p ro ces s es about 46,000 utility b ills and late notices per mo nth whic h is a 6%
inc reas e over prior year. Ap p ro ximately 36,000 utility bills and no tic es are mailed via USPS and ab out
10,000 are s ent elec tro nic ally via email through o ur Ebill Program.
Geo rgeto wn Utility Sys tems c o ntinues to provid e and market an email option for c usto mer b ill p res entment
eliminating o ur pos tage c o s ts for tho s e cus tomers . T his optio n was introduced in June 2012 and has
grown to inc lud e 10,000 p artic ipants or 21% of the b ills and no tic es proc es s ed . This is an inc reas e o f 43%
o ver las t year.
STAFF RECOMMENDATION
Staff rec o mmend s renewal o f a contrac t fo r utility bill p rinting and mailing s ervic es with Datap ro s e and to
ap p ro ve funding at an annual cost of $231,840.
FINANCIAL IMPACT:
The o verall p ricing averages $0.52 per b ill which is o n p ar with pric ing paid las t year. The p rinting and
insertio n costs average $0.10 and the p o s tage c os ts average $0.42.
Eighty p ercent (80%) o f the es timated annual c ontrac t cost of $231,840 is related to postage and eq uates to
$185,472. The total c o s t fo r bill p rinting and ins ertio n fees is $46,368.
The req uested amo unt fo r this year is $231,840 and is calc ulated as fo llo ws :
Bills printed & delivered via USP S: (36,000 (bills /mo nth) x .52 (rate) x 12 (mo nths )) = $224,640
Bills printed & delivered via Email: ( 10,000 (b ills /month) x .06 (rate) x 12 (months )) = $ 7,200
Staff rec o mmend s approval of this item. The fund ing for the $231,840 is in the 2016-17 Cus tomer Care
Budget line item 540-5-0321-51-310.
SUBMITTED BY:
Leticia Zavala, C us to mer Care Directo r (skm)
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City of Georgetown, Texas
Utility System Advisory Board
March 10, 2017
SUBJECT:
Disc ussion and p o s s ib le rec o mmendatio n to autho rize payment to Tyler Tec hnologies for o nline web
acc o unt management and p ayment p ro cessing fees in the amount of $111,600. – Leticia Zavala, Cus tomer
Care Direc tor
ITEM SUMMARY:
Insite is the City’s o nline ac count management and payment portal.
Benefits to the c us to mers includ e the ab ility to:
· Manage utility and municipal c o urt ac counts online via the webs ite
· Ac c es s real time ac count data & acc urate billings & acc o unt info rmation.
· Pay their b ill online 24 ho urs a d ay, 365 d ays a year
Benefits to the C ity/Utility inc lude:
· Inc reas ed collec tion rates
· Improved productivity, allowing repres entatives to fo cus on higher return interactio ns
· Inc reas ed effic iency s ince it automatically integrates with exis ting Cus tomer Info rmatio n
(Billing) s ys tem (INCODE)
Cus tomer C are handles approximately 40,000 c us to mer payments p er month whic h is an inc reas e o f 4%
o ver las t year. Web payments acc o unted for 17% o f the to tal p ayments, up fro m 15% last year, whic h
eq uates to app ro ximately 6,800 p ayments per mo nth thro ugh the web s ite portal.
Costs includ e web p ublishing fees , cus tomer inquiry fees , and transac tion fees , and are no tated b elow.
The Web Pub lis hing fees and the Cus to mer Inquiry fees are a fixed annual cost. The transac tion fees are
$1.25 each and are paid b as ed on the number o f payments ac tually taken through the website.
Department Description Cost Calculation Estimate
Cus to mer C are Web Pub lis hing $ 600 Fixed Co s t
Cus to mer C are Custo mer Inquiry $ 9,600 F ixed Cost
Cus to mer C are Transac tion Fees $102,000 (6,800/month X 12 X $1.25)
TOTAL: $111,600
STAFF RECOMMENDATION
Staff rec o mmend s approval of p ayment to Tyler Tec hno lo gies fo r online web ac count management and
p ayment p roc es s ing fees in the amount of $111,600.
FINANCIAL IMPACT:
The total estimated c o s t fo r this s ervic e is $111,600 which equates to ab o ut 0.10% of the to tal revenue
b illed in 2016. S taff recommend s approval o f this item. The amount is funded in the 2016-17 Cus tomer
Care Budget line item 540-5-0338-51-340.
This fee go es away once the new CIS sys tem is imp lemented and Incode is rep laced.
SUBMITTED BY:
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Leticia Zavala, C us to mer Care Directo r (skm)
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