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HomeMy WebLinkAboutMinutes_GUS_11.16.2004 Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, November 16, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , November 16, 2004. Board Members Present: Doug Smith, John Gavurnik, Jack Hunnicutt, Patty Eason, Robert Kostka, Kendall Young, Larry Brown Board Members Absent: Staff Present: Jim Briggs, Jana Kern, Mike Mayben, Joel Weaver, Tom Benz, Mark Miller Others Present: John Kirby, David Patrick and John Simcik - Kasberg, Patrick & Associates, L.L.P. Minutes Regular Meeting Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the President, a Board Member, the 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. Meeting Called to Order by Smith at 2:03 p.m. A. Consideration and possible action to approve the minutes from the regular Board meeting held on October 19, 2004. Laura Wilkins/Jana Kern Discussion: Amended item "F" second sentence to say "He does not feel that this is a conflict...." Action: Motion by Eason, seconded by Gavurnik, to accept the minutes with the amendment to item "F". Approved: 7-0 B. Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver Discussion: Weaver presented the projects: Berry Creek WWTP: Construction is about 90% complete. Airport Rd. Rehab: On the east side of Airport Rd. the cement stabilization on the sub-grade is complete. Ready for asphalt on the east side when we get dryer weather. Once the east side is complete we will move to the west side. When both side are complete we will put down type "D" asphalt on both sides. EARZ Phase I: Wastewater work that we were bound to do is completed. Drainage work is waiting on TXU to relocate some gas mains. After this is complete Church St. will be repaved. Jennings Branch: Tank was filled last week. Bacteria tests were taken. At this time we have not received those results. Prime Controls have to finish up some work on the controls. The last thing that needs to be done is the dress work. 2004 Street Overlay: Northwest Blvd. is finished up to Golden Oaks. The side streets are not complete - due to weather issue. On River Bend the concrete work is complete and just about ready to start paving. 13th Street: Utilities are almost complete. We still need to run the water line from Vine St. to James St. tank. Once this is complete we will finish up the drainage work then begin paving. Smith Branch Interceptor: Installation is complete. All of the testing is complete. Wolf Ranch Lift Station: This project has really been hampered due to weather. Excavation is complete. Action: None C. Discussion and possible action related to the December, 2004 GUS Board meeting schedule. Jim Briggs Discussion: Briggs presented the item. It was decided to have the standard meeting on December 21, 2004 @ 2:00 p.m. Action: none D. Consideration and approval of renewal of the annual Electric Utility Services Agreement between LCRA and GUS Electric. Jim Briggs/Michael Mayben Discussion: Mayben presented the item. I am asking for $150,000 this year because we currently have a labor contract out on the street, we are also in negotiations with the entity that has the low bid but we are discussing some of the indemnity clauses. The current contract that we have with Flowers Construction expires on December 9, 2004, what this will allow us to do is use the technical service agreement for the distribution contractor that LCRA has available for their wholesale customers as a bridge between the time the Flowers contract expires and we are able to obtain a new contract. We would only use this service for a specific projects, at this time the only project that we would have them on after December 9, 2004 would be for Concrete pole line on HWY 29 W for the Simon Development - this tied to TxDot time factors so we need to get the poles up and in and the lined moved. Q by Young: Will the cost of pole will take up the $150,000. A by Mayben: No. I feel only about $100,000 will be used. Action: Motion by Gavurnik, seconded by Kostka to approve the renewal of the annual Electric Utility Services Agreement between LCRA and GUS Electric. Approved 7-0 E. Consideration and possible recommendation to approve the renewal of the contract between the City of Georgetown and ElectSolve Technology Solutions and Services Incorporated to provide AMR System Data Services. Jim Briggs/Michael Mayben Discussion: Mayben presented the item. We have one meter reader, reading 32,000 meters. Within this next year we are going to reroute all of the meter read routes for water and electric. What this means to us is better usage of out meter reader. For example: today in Sun City the reader may go out there 4 times in a given month. With the route change the read er would only go to that area once a month. Q by Smith: What is a route. A by Mayben: A group of meters. Also it would indicate the streets/accounts the meter reader would take i.e. neighborhood. Action: Motion by Eason, seconded by Young, to approve the renewal of the contract between the City of Georgetown and ElectSolve Technology Solutions and Services Incorporated to provide AMR System Data Services. Approved 7-0 F. Consideration and possible recommendation for the award of the bid for Electric System Right-of-Way Clearing Services to National Tree Expert Company, Inc. Mike Mayben/Terry Jones Discussion: Mayben presented the item. We have been using National Tree since the Ice Storm of '97. Their contract is a one year contract renewable five times. This contract did expire last year and we sent this service out for bid. This was sent to 12 companies - both the small shops and national companies, that we know are working in the central Texas area. As you can see we only received one bid back. The small shops that only have one or two units, because of the small size of this contract, they could not justify sending a crew. The larger companies when we called them back due to the storm damage in other parts of the nation they are sending the tree trucks to aid in the clean up. National Tree is located in Burnet, Texas. They have four crews that work this area. The people work with us have certified arborist. They know how to handle any part of the city that has oak wilt, they take great care when they do any trimming. They sterilized their saws after each tree, they also treat each cut made on the tree. Action: Motion by Young , seconded by Eason to award the bid to National Tree Expert Company, Inc. for right-of-way clearing service. Approved 7-0 G. Consideration and possible recommendation to award contracts to Shelton & Shelton and F & L Concrete Services and to approve the budget for parts 1 and 2 of the phase II EARZ Rehabilitation project. Jim Briggs/Glenn Dishong Discussion: Benz presented the item. Q by Gavurnik: Why are some of these line item bids so far apart? A by David Patrick: EARZ project are horrible projects for contractors. We test your entire wastewater system in a certain area. Then contractor has to go back and repair the areas that are deficient. Generally what happens repairs are done in one section from manhole to manhole, then to another part of town to repair another section and so on. This is not the ideal work for the contractor to do. Action: Motion by Gavurnik, seconded by Brown to award contracts to Shelton & Shelton & F & L Concrete Services. Also, to approve the budget for parts 1 and 2 of the phase II EARZ Rehabilitation project. Approved 7-0 H. Consideration and possible recommendation to authorize staff to negotiate a contract with the recommended firm Kasberg, Patrick and Associates L.L.P. to provide engineering services related to the Pavement condition surveys on the city's roadway infrast ructure, in the amount not to exceed $120,000.00. Jim Briggs/Tom Benz Discussion: Benz presented the item. Q by Gavurnik: What will this information be used for? A by Benz/Briggs: What we have decided to do is to inventory every asset that we have. We will document the value of each asset. Once we know the value, we can determine the dollars that can spent for up keep and maintenance of said asset. This is a GASB 34 tool but also a maintenance tool for Mr. Miller. We have done this with electric, water, and wastewater but have not done this for streets. Several questions and lengthy discussion on this topic. Full version can be heard on tape. Action: Motion by Gavurnik, seconded by Young to authorize staff to negotiate a contract with Kasberg, Patrick and Associates L.L.P. for engineering services related to pavement condition surveys on city's roadway infrastructure, in the amount not to exceed $120,000.00 Approved 7-0 I. GUS Board recommendation to approve Change Order 1, to the contract between H. Deck Construction Company and City of Georgetown in amount of $100,000 for Airport Road Rehabilitation. Jim Briggs/Tom Benz Discussion: Benz presented the item. This is to take care of the agreement between City of Georgetown and Williamson County. Williamson County is providing our match to TxDot for the College Street bridge replacement. In return City of Georgetown will repair the County's portion of Airport Road. Action: Motion by Young, seconded by Eason to approve Change Order 1, to the contract between H. Deck Construction Company and City of Georgetown in amount of $100,000 for Airport Road Rehabilitation. Approved 7-0 J. Consideration and Possible Recommendation to Authorize the execution of and agreement with LCRA, BRA, Liberty Hill and Chisholm Trail SUD regarding the provision of Wastewater services and service territory boundaries. Jim Briggs Discussion: Briggs presented the item. In regards to the map that is being passed out: The service territory with Liberty Hill, Lower Colorado River Authority (LCRA), Brazos River Authority, and Chisholm Trial with regards to wastewater service territory. Liberty Hill filed for a sewer CCN, and the alliance filed for sewer CCN and encompassed an area that included Chisholm Trail Water. Chisholm Trail filed for opposition to Liberty Sewer CCN indicating that they were going out HWY 29 west of Seward Junction into an area that was taking in their water CCN and they felt that it was encroaching upon the service territory that they had a right to serve. TCEQ asked all parties to get together to try and work out an arrangement that would be reasonable for all concern. Liberty Hill from the beginning stated that they would not do anything that Georgetown would take offense to or would not agree to.That is how we got involved. Liberty Hill did not want to do anything that would cause a problem for the river, or us being the largest down stre am city. This revolved around who has the ability to serve and how that service will be provided. Chisholm Trail took the position that in their water CCN they have the right to serve all retail/wholesale wastewater customers.The City of Georgetown took the position that this was not in our best interest to have Chisholm Trail build a treatment plant that close to the city. Liberty Hill stood firm and Chisholm Trail took another look at this process and thought it to be in everyone's interest to work together as one team. As the result we have come down to this agreement. This agreement lays it out as Liberty Hill gets there service area that they need in order to make the cost feasibility for the plant. Then Liberty Hill to have some control in the future on what they may annex. Gavurnik state that he will have to abstain due to a conflict of interest concerning MUD 17. Q by Hunnicutt: Who sets the engineering standards for the wastewater infrastructure for the retail portion? A by Briggs: This typically will be the Construction Standards in Georgetown. As a wholesale provider we would lay out the construction standards. Q by Young: Once this is decided who will treat who will treat the water from Chisholm Trail SUD? A by Briggs: It will either be the Alliance, LCRA, BRA, or Georgetown. If we develop a regional system, as part of the regional study that BRA is doing, this regional plan will decide who does it - Williamson County, Georgetown, BRA or LCRA, who ever has that system, will be who treats it. At this time it is undetermined on who this entity will be, it will be somebody, but we do know that it will not be Chisholm Trial. It will be somebody who is currently in the business and has that expertise. Q by Smith: Has anybody else seen this draft contract? A Briggs: Yes! Trish Carls and all other parties. Q Smith: How come Liberty Hill and Georgetown don't have signatory? A by Briggs: I feel that this is just an oversight. L CRA is a signatory for Liberty Hill but Georgetown should be signatory to this agreement. After reviewing this document their are some changes that need to be made, i.e. page 2 - Sec. 1.4 talks about retail sewer service but there is nothing about wholesale sewer service - this needs to be added. We need to make the physical description of exhibit B better defined. Q by Young: Because of this contract, does this project that Georgetown will need to build treatment plants in these areas? A by Briggs: Georgetown already has a treatment plant at Cimarron Hills. This plant will not be able to handle everything out in this area but could be expanded. We are also extending a infrastructure a major wastewater line out to the South San Gabriel River. Action: Motion by Hunnicutt, seconded by Kostka to authorize the execution of the agreement with LCRA, BRA, Liberty Hill and Chisholm Trail SUD regarding the provision of Wastewater services and service territory boundaries. Approved 6-0 (Gavurnik abstained) Motion by Young, seconded by Kostka to adjourn the meeting. Approved 7 -0 Meeting adjourned at 3:32 p.m. Adjournment The meeting was adjourned at 03:32 PM. Approved : Attest: _______________________ ________________________ Doug Smith Jack Hunnicutt