HomeMy WebLinkAboutMinutes_GUS_08.13.2010
Minutes of the Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Friday, August 13, 2010
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Friday ,
August 13, 2010.
Board Members Present:
Bill Sattler - Chair, John Nett - Vice Chair, Richard Lenning - Secretary, Fred Beach, Stephen Quinn
Board Members Absent:
Robert Young, Patty Eason
Staff Present:
Jim Briggs, Tom Benz, Paul Elkins, David Thomison, Rachel Osgood, Chris Foster, Vicki Graff, Terri
Calhoun, Bridgett Chapman, Sheila Mitchell, Mark Thomas (joined during Industry Updates @ 2:10pm)
OTHERS PRESENT: Alan Lansdale/Lansdale Automotive, Verna Browning/TDS
Minutes
Regular Meeting
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 at 2:00pm
I. STAFF BOARD COMMENTS/QUESTIONS:
(This is a short informational time regarding items where specific actions are not requested or needed)
A. Introduction of Visitors -- Alan Lansdale/Lansdale Automotive
B. Project Progress Reports
Discussion: Benz noted reports are in packets. Sattler asked about ovality test and Benz
stated required by TCEQ to test roundness of pipe.
C. Industry Updates
Discussion: Briggs gave update on Water - received update on business plan of Brazos
River Authority. Briggs gave update on Energy per his meeting at the APPA Annual
Conference. Beach gave updates on possible future EPA legislation.
II. LEGISLATIVE REGULAR AGENDA:
(This is for specific action items considered by the Board – greater than $50,000 in value)
D. Review and possible action to approve the minutes from the regular GUS Board meeting held
on July 9, 2010. -- Sheila Mitchell
Discussion: Quinn asked for clarification in item 'H' regarding use of the term
impedance. Nett requested verification on his motion regarding the correct dollar
amount. Mitchell will verify recording.
Action: Motion by Nett, seconded by Beach to approve the minutes from the regular
GUS Board meeting held on July 9, 2010, with verification of recording as requested.
NOTE: Mitchell verified both requests and the minutes are correct as presented.
Approved: 5-0-2 (Young & Eason absent)
ITEM G MOVED HERE
E. Discussion and possible action to appoint one member of the Georgeto wn Utility Systems
Advisory Board to the Engineering Selection Committee to develop an Engineering
pre-qualification list for the Utility for the next three years. -- Tom Benz
Discussion: Benz noted GTAB & GUS Board members are needed for selection
Committee. Development of Master Service Agreements (MSA's) with Engineers to be
on file which will expedite hiring of the firms as business moves forward on projects.
Benz asked for volunteer for committee. Sattler asked and Benz explained makeup of
committee. Quinn asked timeline and Benz noted advertising will start August 15th
and committee members would begin work mid-September and list should go
to Board in November. Briggs noted GTAB Board reviewed at their meeting this
morning and appointed Tina Geiselbrecht, their Board Chair. Nett volunteered.
Action: Motion by Sattler, seconded by Beach to nominate John Nett to serve on the
Engineering Selection Committee to develop an Engineering pre -qualification list for
the Utility for the next three years. Nett accepted and will serve on committee.
Approved: 5-0-2 (Young & Eason absent)
F. Consideration and possible recommendation to authorize the purchase of a 20' permanent
wastewater line easement (Parcel B42) and a 10' temporary construction easement adjacent
thereto from Thomas D. Stipanovic, Paul D. Stipanovic, and Steve Pena, as Custodian on behalf
of Karsen Stipanovic and Karli Stipanovic, in the amount of $68,560.00, plus closing costs not to
exceed $2,000.00, in connection with the 2006 Annexation Utility Improvements Project.
-- Terri Glasby Calhoun/Tom Benz
Discussion: Calhoun presented item and gave description of property location, noting
this is the last easement needed in order to go out to bid. Property owners have accepted
offer. No further discussion.
Action: Motion by Lenning, seconded by Beach to recommend to Council for the
purchase of a 20' permanent wastewater line easement (Parcel B42) and a 10' temporary
construction easement adjacent thereto from Thomas D. Stipanovic, Paul D. Stipanovic,
and Steve Pena, as Custodian on behalf of Karsen Stipanovic and Karli Stipanovic, in the
amount of $68,560.00, plus closing costs not to exceed $2,000.00, in connection with the
2006 Annexation Utility Improvements Project.
Approved: 5-0-2 (Young & Eason absent)
MOVE ON TO ITEM H
G. Consideration and possible recommendation to approve a construction cost sharing
agreement between the City of Georgetown and Lansdale Automotive, Inc. for a wastewater
line extension related to the Lansdale Development in an amount not to exceed $74,578.20.
-- Glenn Dishong
Discussion: Briggs presented item in absence of Dishong while out on vacation. Briggs
noted Chapman handed out revised agreement, noting dollar amount reduction to the
amount of $56,314.29, due to maximum amount allowed by state statute. This is to
facilitate the development of a track of land that Mr. Lansdale is requesting acceleration
of service; the City has plans to provide future service. Lenning asked and Benz
responded work is to be completed by Oct 31, 2010 or within 30 -days after the City
receives the report of Actual Costs with supporting information. Beach asked and
Lansdale stated he was comfortable with the revised agreement.
Action: Motion by Lenning, seconded by Nett to recommend to Council to approve
a construction cost sharing agreement between the City of Georgetown and
Lansdale Automotive, Inc. for a wastewater line extension related to the Lansdale
Development in an amount not to exceed $56,341.29.
Approved: 5-0-2 (Young & Eason absent)
RETURN TO ITEM E
H. Consideration and possible recommendation for the award of the bid for Inspection and
Groundline Treatment Services on GUS wood distribution poles to Osmose Utility Services,
Inc., of Tyrone, Georgia in the amount of $55,500.00. -- Paul Elkins
Discussion: Elkins presented item and explained status of current poles; explained
inspection process and stated approximately 1500 poles would be reviewed during
a 3-year agreement with option to renew yearly. Beach asked and Elkins explained
treatment process is done in place via a chemical injection. Quinn asked about
replacement of poles and Elkins noted Osmose is not currently contracted to replace
poles, so no conflict of interest. Quinn asked for clarification on Bid Tabs regarding
prices, since they are not listed. Elkins stated decision to go with Osmose, was
primarily based on references and reputation of Osmose. Nett asked and Osgood
replied disposed poles are landfilled. Sattler asked and Elkins responded on
clarification of budget amounts presented.
Action: Motion by Beach, seconded by Nett to recommend to Council for the award
of the bid for Inspection and Groundline Treatment Services on GUS wood
distribution poles to Osmose Utility Services, Inc., of Tyrone, Georgia in the amount
of $55,500.00.
Approved: 5-0-2 (Young & Eason absent)
I. Consideration and possible recommendation to approve Task Order KPA -10-006 with
Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services related to
the San Gabriel WWTP Modifications in the amount of $147,760.00. -- Michael Hallmark/Tom
Benz
Discussion: Benz presented item noting Task Order is for two projects. The first is for
analysis and replacement of the existing emergency power generation, including
evaluation and cost benefit analysis as a resource for LAAR (Load Acting as a Resource
Asset) application. Benz stated Water and Electric are working together to determine
financial benefits of participating in the LAAR's program. The second is for replacement
and relocation of 2 chemical feed tanks and containme nt system for compliance with
current TCEQ regulations. Quinn asked and Benz answered breakdown of the two
projects. Quinn asked about financial benefit of providing LAAR. Beach asked and Benz
replied we own equipment. Benz noted existing units need to be replaced due to load
needs. Briggs further explained by taking load off, we will get credit for dropping load.
Quinn asked and Briggs explained if load drops now and the diesel generator doesn't
pick up, everything stops and we could have a sewer spill. Benz stated under
regulatory guidelines we are already required to have back up to our WW treatment
plant. Sattler noted this is the expansion of San Gabriel; resulting in replacement of
equipment. Benz confirmed replacement is due to needs and age of equipment. Quinn
asked and Benz clarified the two projects -- feasibility study and then determination
of participation in LAAR's program. This Task Order includes design work based on
findings of feasibility study. Beach suggested storage alternatives. Sattler asked on
timing necessity now. Benz and Briggs noted the immediate need to move forward
with this Task Order.
Action: Motion by Lenning, seconded by Nett to recommend to Council to approve
Task Order KPA-10-006 with Kasberg, Patrick & Associates, LP of Georgetown, Texas,
for professional services related to the San Gabriel WWTP Modifications in the
amount of $147,760.00.
Approved: 5-0-2 (Young & Eason absent)
J. Consideration and possible recommendation to award a contract to Haegelin Construction
Company, Ltd., of Austin, Texas, for the Civil construction associated with the underground
25 kiloVolt(kV) infrastructure for feeders GE20/GE40 near the intersection of Churchill Farms
and the rear entrance to St. Helens Catholic Church to a point on the north side of State Hwy
29. The amount of the Part A Civil Construction is $ 275,849.00. -- Steve Glenn/Tom Benz
Discussion: Benz noted items J & K are for same project, connecting the two substations
together as a contingency. City has met with St Helen's and they are in agreement.
Quinn asked and Elkins answered project has to be partially underground to fit into an
existing easement and existing structures. Nett asked and Benz answered delay in
moving forward had to do with acquiring one final easement.
Action: Motion by Beach, seconded by Lenning to recommend to Council to award a
contract to Haegelin Construction Company, Ltd., of Austin, Texas, for the Civil
construction associated with the underground 25 kiloVolt(kV) infrastructure for
feeders GE20/GE40 near the intersection of Churchill Farms and the rear entrance to
St. Helens Catholic Church to a point on the north side of State Hwy 29 . The amount
of the Part A Civil Construction is $ 275,849.00.
Approved: 5-0-2 (Young & Eason absent)
K. Consideration and possible recommendation to award a contract to Flowers Construction
Company, LP., of Hillsboro, Texas DBA Infrastrux T&D Services for the Electrical construction
associated with the underground 25 kiloVolt(kV) feeders GE20/GE40 near the intersection of
Churchill Farms and the rear entrance to St. Helens Catholic Church to a point on the north
side of State Hwy 29. The amount of the Part B Electrical Construction is $ 30,057.98.
-- Steve Glenn/Tom Benz
Discussion: Benz noted same project as item J above; this is for Electrical Construction.
Some discussion on large differences in bids received.
Action: Motion by Nett, seconded by Lenning to recommend to Council to award a
contract to Flowers Construction Company, LP., of Hillsboro, Texas DBA Infrastrux
T&D Services for the Electrical construction associated with the underground 25
kiloVolt(kV) feeders GE20/GE40 near the intersection of Churchill Farms and the rear
entrance to St. Helens Catholic Church to a point on the north side of State Hwy 29.
The amount of the Part B Electrical Construction is $ 30,057.98.
Approved: 5-0-2 (Young & Eason absent)
L. Consideration and possible recommendation to approve Amendment No. 2 to Task Order
No. MEI-10-004 with McCord Engineering Inc., of College Station, Texas, for professional
services related to Unplanned Development Capital Improvement Projec ts that will increase
the task order by $145,000.00 making the total of the task order $370,000.00. – Steve Glenn/Tom
Benz
Discussion: Benz stated Task Order is for residential and commercial development.
Original estimations were done for projects which have now been completed. Several
additional projects are now in process, therefore we have reached a point of need for
additional funds for engineering in order to service new projects and assist to move
through the RFQ process. Sattler asked and Benz stated this is done on an as needed
basis.
Action: Motion by Lenning, seconded by Quinn to recommend to Council to approve
Amendment No. 2 to Task Order No. MEI-10-004 with McCord Engineering Inc., of
College Station, Texas, for professional services related to Unplanned Development
Capital Improvement Projects that will increase the task order by $145,000.00 making
the total of the task order $370,000.00.
Approved: 5-0-2 (Young & Eason absent)
III. RATES:
No items submitted.
IV. STRATEGIC ISSUES
M. Discuss long-term operational Transfer and Collection Station plans related to service area
growth and increased demand for solid waste services. -- Rachel Osgood
Discussion: Osgood presented and discussed layout of aerial photo provided in packets.
Osgood gave PowerPoint presentation. Beach asked if we know the number of people
who feel current location of collection station is not convenient? Nett inquired about
compartmentalized roll-offs at off-site locations, such as Home Depot, etc. Sattler asked
and Briggs noted this item is for strategic discussion only; no action is asked to be taken
at this time. Beach commented on expansion and/or an additional facility. Osg ood noted
safety factors are being considered for location, etc. Lenning noted he felt we are looking
at safety considerations and better traffic flow at current location, as well as an alternate
collection station possibly out Williams Drive (for north west population). Sattler asked
and Osgood stated 5-7 acres is desired. Quinn asked if we currently track where
customers are traveling from? Sattler asked Browning if a second location would assist
TDS in efficiency? Browning would like to further research this option. Sattler asked and
Browning commented about an old location that had been previously used in Sun City
by Pulte Homes during construction phases; however, she noted the site was temporary
and is no longer being used. Briggs discussed additional transfer/collection station vs.
traffic at current location and traveling through San Gabriel Park. Lenning asked Osgood
if she would like the Board to compile a list of suggestions, etc.? Osgood will bring back
to the Board a list of safety requirements that need to be addressed. Briggs noted they
will bring back an action on how to handle safety issues, at a later date; also suggestions
and needs of possible additional site and future strategic plans. Nett asked and
Osgood/Briggs noted the need to revisit a previously discussed solid waste master plan.
Sattler asked and Briggs commented on possible second location that would also house
Georgetown Utility System (GUS) offices. Sattler asked if there is a timeline that Osgo od
needs to bring these items to Council; Osgood stated no required timeline from Council.
Briggs stated this item would be appropriate for next year's budget consideration.
Beach asked about the possibility of choosing a location for a limited time period for
chipping/shredding that would be a return product to residents. Osgood/Briggs noted
for future consideration.
Motion by Nett, seconded by Quinn to adjourn. Adjourned at 3:52p.m.
Adjournment
The meeting was adjourned at 03:52 PM.
Approved : Attest:
_______________________ ________________________
Bill Sattler - Chair Richard Lenning - Secretary