HomeMy WebLinkAboutMinutes_GUS_03.24.2010
Minutes of the Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, March 24, 2010
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Wednesday ,
March 24, 2010.
Board Members Present:
Bill Sattler - Chair, Fred Beach, Richard Lenning, Patty Eason, John Nett, Stephen Quinn, Robert Young
Board Members Absent:
Staff Present:
Jim Briggs, Chris Foster, Jimmy Sikes, Terri Calhoun, Glenn Dishong, Tom Benz, Paul Elkins, Ken
Arnold, Marsha Iwers, Sheila Mitchell, Jana Kern, Micki Rundell, Rachel Osgood
OTHERS PRESENT: Steve Moffitt, McCord Engineering
Minutes
Regular Meeting
Chair called meeting to order 10:01 a.m.
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, 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.
CALL TO ORDER
I. STAFF BOARD COMMENTS/QUESTIONS:
(This is a short informational time regarding items where specific actions are not requested o r needed)
A. Introduction of City Staff and GUS Board members
B. Project Progress Reports
Discussion: Sattler requested updates on LWTP Clearwell and LWTP Filter
#10 & Sun City pumps #4 & 5 project completion dates. Benz provided update on
delayed starts due to permits and weather. Sattler requested update on CDM's
progress for 10% design work to be added to next months meeting reports.
C. Meeting Process
Discussion: Briggs explained new agenda format of meeting.
D. Industry Updates
Discussion: Briggs provided updates. Beach inquired about Public Relations
for City regarding green resources. Briggs noted the City's Public Information
Director, Keith Hutchinson who distributes information to the City Reporter in
the monthly utility billings, Williamson County Sun and various mediums.
Briggs commented on Green Energy programs offered by the City and other
programs the City utilizes in it's daily operations (irrigation reuse, etc.). Arnold
commented on the upcoming kick-off of the Weatherization Aid Program Funds
from the Federal stimulus grant program via ARA.
II. LEGISLATIVE REGULAR AGENDA:
(This is for specific action items considered by the Board – greater than $50,000 in value)
E. Board nominations and election of Vice -Chair of the GUS Board. -- Bill Sattler
Discussion: Lenning nominated and Beach seconded nomination for Nett.
Action: Motion by Lenning, seconded by Beach to elect Nett as Vice-Chair.
Approved: 6-0 (Nett did not vote)
F. Board nominations and election of Secretary of the GUS Board. -- Bill Sattler
Discussion: Beach nominated and Young seconded nomination for Lenning.
Action: Motion by Beach, seconded by Young to elect Lenning as Secretary.
Approved: 6-0 (Lenning did not vote)
G. Review and possible action on Day and Time of GUS Board meetings. -- Bill Sattler
Discussion: Beach preference of afternoon, Monday or Friday. Nett preference
of Friday. Briggs reviewed other Board meeting days/confli cts.
Action: Motion by Young, seconded by Lenning to move GUS Board meeting
to second Friday of the month at 2pm.
Approved: 7-0
H. Review and possible action to approve the minutes from the regular GUS Board meeting
held on February 24, 2010. -- Sheila Mitchell
Discussion: Verification of Allan Woelke's (CDM) attendance at meeting. Mitchell will
verify sign-in sheet and make correction, if needed.
Action: Motion by Nett, seconded by Beach to approve the minutes of the February 24,
2010 meeting, with verification of Allan Woelke's attendance and correction, if needed.
Approved: 7-0
CONTRACTS/BIDS:
I. Consideration and possible recommendation for the award of the annual bid for miscellaneous
fiber optic materials to various vendors in an amount not to exceed $250,000.00
annually. -- Jimmy Sikes
Discussion: Sikes presented information for bids received; noting 13 bidders. Quinn
asked and Sikes answered how this process is handled -- we do not warehouse fiber;
all done on demand when ready to install.
Action: Motion by Young, seconded by Quinn to approve the award of the annual bid for
miscellaneous fiber optic materials to various vendors in an amount not to exceed
$250,000.00 annually.
Approved: 7-0
J. Consideration and possible recommendation to authorize a Right of Way Services Agreement
with Contract Land Staff, LLC in the amount of $125,000.00 for the provision of right of way
acquisition services in connection with the 2006 Annexation Utility Improvements
Project. -- Tom Benz
Discussion: Benz gave overview of current agreement. Calhoun provided details on
current agreement noting new projects for 2006 Annexation ROW expenses exceeding
current agreement. All appraisers will work under Contract Land Staff. Quinn asked and
Calhoun responded she would follow-up on the overtime rates and how we will control
overtime, that is included in the agreement. Nett asked of location of Contract Land Staff,
LLC; do they go out and meet with landowners, etc. Calhoun explained and Briggs
commented on Contract Land Staff's current relationship with the City.
Action: Motion by Quinn and seconded by Nett to approve authorization of a Right of
Way Services Agreement with Contract Land Staff, LLC in the amount of $125,000.00 for
the provision of right of way acquisition services in connection with the 2006 Annexation
Utility Improvements Project. (subject to clarification of overtime shown in Exhibit B;
must be authorized in advance by staff prior to work being performed; also correct date
of the agreement).
Approved: 7-0
K. Consideration and possible action to approve Task Order HDR-10-001 with HDR, Inc. of
Austin, Texas, and Task Order CDM-10-003 with CDM, Inc. of Austin, Texas for professional
services related to the 2010 Update of the Water and Wastewater Impact Fees for the City of
Georgetown in an amount not to exceed $47,856.00. -- Glenn Dishong
Discussion: Dishong provided background on item for new member of Board. Within
next 60 days the consultants will be coming to Board to provide updates. Lenning asked
and Dishong answered the 3/4" meter will be used as the base meter. The 5/8" meter will
be discounted back. Briggs commented on reasons for decision. Young asked and Briggs
answered about structure of Impact Fee Committee and make-up of committee. Briggs
stated the Board is required by Council to study this and he would not recommend any
change upward. Quinn asked and Dishong answered on why last year's impact fees did
not count. Dishong stated that Council did not adopt them last year.
(Briggs noted Chapter 395)
Action: Motion by Lenning and seconded by Young to approve Task Order HDR-10-001
with HDR, Inc. of Austin, Texas, and Task Order CDM -10-003 with CDM, Inc. of Austin,
Texas for professional services related to the 2010 Update of the Water and Wastewater
Impact Fees for the City of Georgetown in an amount not to exceed $47,856.00.
Approved: 7-0
L. Consideration and possible recommendation for the award of the Annual Electric System
Trenching and Conduit Installation Bid for Labor only to Pedro S.S. Services, Inc. of Austin,
Texas, in the estimated amount of $750,000.000. -- Paul Elkins
Discussion: Elkins presented information and bid tabs for item. Noted billing will be
done on unit pricing on projects over the next calendar year. Quinn asked and Elkins
answered why we are using this bid tab process to determine who will be awarded the
bid. Quinn noted concerns of not awarding bid to low bidder, not working in Williamson
County, etc. Elkins noted Finway is located out of state, therefore their mobilization costs
are considerably higher. Pedro has done work locally and is more familiar with local
terrain. Finway did not provide where their personnel would be coming from and
availability. Quinn had concern about environmental and safety issues being reviewed
that were not reflected on the bid tabs. Beach asked and Briggs answered we did not use
any contractors last year due to hiring freeze implemented, however it has been
determined it is more cost effective to add contractors back into our projects in -lieu-of
hiring additional City Staff.
Action: Motion by Eason seconded by Beach to approve the award of the Annual Electric
System Trenching and Conduit Installation Bid for Labor only to Pedro S.S. Services, Inc.
of Austin, Texas, in the estimated amount of $750,000.000.
Approved: 7-0
M. Consideration and possible recommendation for the award of the Annual Electric System
Underground Construction and Maintenance Bid for Labor only to Pedro S.S. Services, Inc.
of Austin, Texas, in the estimated amount of $1,000,000.00. -- Paul Elkins
Discussion: Elkins presented information and noted Pedro was low bidder throughout
selection process. It was noted safety was addressed on all bid tabs during selection.
Action: Motion by Young and seconded by Nett to approve the award of the Annual
Electric System Underground Construction and Maintenance Bid for Labor only to
Pedro S.S. Services, Inc. of Austin, Texas, in the estimated amount of $1,000,000.00.
Approved: 7-0
N. Consideration and possible recommendation for the award of the Annual Electric System
Overhead Construction and Maintenance Bid for Labor only to H&B Construction Ltd. of
Montgomery, Texas, in the estimated amount of $2,000,000.00. -- Paul Elkins
Discussion: Elkins presented information and noted H&B was low bidder throughout
the selection process. Beach asked and Elkins answered the City has no experience with
H&B, commenting the City of College Station utilizes them. Lenning asked and Elkins
answered H&B would be available to assist in storm restoration if needed. Young
asked and Briggs answered our previous contractor for this work was Flowers
Construction.
Action: Motion by Lenning and seconded by Young to approve the award of the
Annual Electric System Overhead Construction and Maintenance Bid for Labor only
to H&B Construction Ltd. of Montgomery, Texas, in the estimated amount of
$2,000,000.00.
Approved: 7-0
Motion by Lenning, seconded by Quinn, that Item "O" is a competitive matter to be discussed under
Executive Session under Chapter 551 of the Texas Government Code of the Energy Services
Department as provided under Section 551.086.
Approved 7-0
RATES:
III. EXECUTIVE SESSION Called to order 11:40
Sec.551.086 Competitive Matters
The GUS Board will go into Executive Session under Chapter 551 of the Texas Government Code to
discuss matters or take action on a "competitive matter" of the Energy Services Department as provided
under Section 551.086
O. Discussion on progress related to the City of Georgetown Power Supply Options at the
expiration of existing contracts. -- Jim Briggs
Motion by Quinn, seconded by Nett to return to Regular Session. 6 -0-1 (Beach not present for vote)
RETURN TO REGULAR SESSION Called back into order at 12:46pm
P. Action from Executive Session. -- none taken
IV. STRATEGIC ISSUES
Q. Discussion and potential recommendations related to current or future action by the GUS
Advisory Board based on information provided by staff as it pertains to operational
strategies of each business unit of the Utility. -- Jim Briggs
Discussion: Briggs presented information for strategic planning and reviewed memo.
Discussed issue of Solid Waste vs Yard Waste and rates associated with. Briggs
presented various examples of issues to discuss during future strategic planning
sessions. Beach asked and Rundell answered how we charge rates and balance out
with the general fund. Quinn expressed his concern of duties of the GUS Board and
expectations of the City Council. Further discussion continued.
Action: none taken.
R. Discussion of the results from the 2010 City of Georgetown Quality of Life Citizen
Survey. -- Micki Rundell
Discussion: Rundell gave PowerPoint Presentation of results of Citizen survey
recently conducted. Sattler commented on Citizen's comments regarding utility rates.
Eason stated the results of survey are a valuable tool in assist ing Council in decisions of
Citizen's needs.
Action: none taken.
Motion by Lenning, seconded by Quinn to adjourn meeting at 1:39pm
Adjournment
The meeting was adjourned at 01:39 PM.
Approved : Attest:
_______________________ ________________________
Bill Sattler -- Chair Richard Lenning -- Secretary