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HomeMy WebLinkAboutGUS_Agenda&Minutes_2004Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, December 21, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, December 21, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith – Chair, John Gavurnik – Vice Chair , Jack Hunnicutt- Secretary, Patty Eason, Robert Kostka, Kendall Young, Larry Brown Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM Consideration and possible action to approve the minutes from the regular Board meeting held on A. November 16, 2004. Jana Kern Review of the Construction Progress Report and timelines (including but not limited to items listed.) B. Joel Weaver Review of the Sewer System Policy. Glenn DishongC. Presentation and discussion of the water and wastewater system infrastructure requirements related D. to the potential amendment of the Escalera development Agreement. Jim Briggs/Glenn Dishong Consideration and possible recommendation to award a contract to rePipe Texas, Inc. and to approve E. the budget for part 3 of the Phase II EARZ Rehabilitation Project for $167,500. Jim Briggs/Glenn Dishong Consideration and recommendation to award a contract to Dave Cole Decorators, Inc. of Sparta, F. Michigan and to establish a project budget for the rehabilitation of the Leander Elevated Storage Tank of $230,000.00. Jim Briggs/Glenn Dishong Consideration and possible recommendation to approve a contract amendment to the existing G. Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc., to provide engineering services related to the design of the Hwy 29 Off-site Utility improvements in the amount of $60,500. Jim Briggs/Tom Benz Consideration and possible recommendation to approve a contract amendment between the City of H. Georgetown and Raymond Chan & Associates, Inc. for professional services related to Downtown Master Plan Regional Water Quality and Drainage, Phase 2, not to exceed $110,000.00. Jim Briggs/Mark Miller Consideration and possible recommendation to Authorize the execution of an agreement with LCRA, I. BRA, Liberty Hill and Chisholm Trail SUD regarding the provision of Wastewater services and service territory boundaries. Jim Briggs Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, December 21, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , December 21, 2004. Board Members Present: Doug Smith, John Gavurnik, Jack Hunnicutt, Patty Eason, Robert Kostka, Kendall Young Board Members Absent: Larry Brown Staff Present: Jana Kern, Joel Weaver, Glenn Dishong, Mark Miller, Micki Rundell, Paul Brandenburg, Walter Koopman Minutes Regular Meeting Called to Order by Smith @ 2:02 p.m. AConsideration and possible action to approve the minutes from the regular Board meeting held on November 16, 2004. Jana Kern Discussion: Kostka mentioned two areas with typing errors. Item B Sec: Jennings Branch change Back T to Bacteria. Item H Sec: Discussion change very asset to every asset. Jana will make all necessary changes to the November 16, 2004 minutes. Action: Motion by Young, seconded by Eason to approve the minutes with changes. Approved 6-0 (Brown Absent) B.Review of the Construction Progress Report and timelines (including but not limited to items listed.) Joel Weaver Berry Creek WWTP: The new plant has been started up. We are setting up for the demolition of the portion of the old plant. This should be completed in January '05 Airport Road Rehab: The East lane has been completed with the type B asphalt, this is not the surface course just the type B course. The east side drainage is complete and the vegetation mat is laid out. Traffic has been switch to the east lane and we are ready to begin on the west lane. EARZ Phase I:All of the wastewater that has to do with EARZ Phase I has been completed. We are waiting for the Gas Co. to lower six service lines that are crossing the road. Projection of completion on the gas lines is about two weeks. Then we will finish the storm drain and paving. Jennings Branch: In full service. The final dress will be completed first part of '05. 2004 Street Overlay: Northwest Blvd. is waiting for the completion of paving. With the bad weather that is approaching it may not get completed until January '05 13th St. W/WW/St./Drain: Utility mains are complete. Testing has already begun on the mains. Drainage is underway. We are projecting to start paving end of January first part of February. Smith Branch Interceptor: Line is in service. We are waiting for the go ahead to do the final walk through. Wolf Ranch Lift Station: In the process of getting the concrete work complete. Action: None C. Review of the Sewer System Policy. Glenn Dishong Discussion: Dishong gave an update. Camp, Dresser, and McKee (CDM) were asked to review sewer systems from around the country. At this time CDM is not finished with their research. We will bring this item back to the January '05 meeting. Action:None D. Presentation and discussion of the water and wastewater system infrastructure requirements related to the potential amendment of the Escalera development Agreement. Jim Briggs/Glenn Dishong Hunnicutt want on the record: He does feel that there is a conflict of interest but wanted it to be known that he owns a lot in the Escalera Ranch area in the process of exchanging it for another lot. Neither one of the lots are in the area will be effected by this proposal, they are in the area that is designated for septic systems and will always be that way. After I hear the discussion today I will decide whether or not I need to exclude myself. Discussion: Dishong/Rundell presented the Item. Discussion entailed service lines, new elevated lift station, who was to pay for lift station, bond issues, wastewater, etc. There were also several questions. Full discussion is available on tape. Action: Presentation of agreement for recommendation at the Jan '05 GUS Board meeting E.Consideration and possible recommendation to award a contract to rePipe Texas, Inc. and to approve the budget for part 3 of the Phase II EARZ Rehabilitation Project for $167,500. Jim Briggs/Glenn Dishong Discussion: Dishong presented the item This is only for part 3 of Phase II EARZ Rehab. Project, for the insertion of pipe into the main pipe. Q by Smith: What Kind of pipe will be used for this? A by Weaver: We will be using a couple of methods. One is a liner and the other is a formed PVC pipe that is folded, inserted then inflated. Action: Motion by Gavurnik seconded by Kostka to award the bid to rePipe Texas, Inc. with a budget of $167,500. Approved 6-0 (Brown Absent) F.Consideration and recommendation to award a contract to Dave Cole Decorators, Inc. of Sparta, Michigan and to establish a project budget for the rehabilitation of the Leander Elevated Storage Tank of $230,000.00. Jim Briggs/Glenn Dishong Discussion: Dishong presented the item. Q by Brandenburg: What is our policy on putting our name/logo on the water towers? A by Dishong: Until recently we have not typically put logos on our tanks. We have started putting the GUS logo on the tanks, and if approved we may want to consider putting on the City of Georgetown logo. Action: Motion by Young, seconded by Gavurnik to award the bid to Dave Cole Decorators, Inc. for the rehabilitation of the Leander Elevated Storage tank in the $230,000.00 Approved 6-0 (Brown Absent) G. Consideration and possible recommendation to approve a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc., to provide engineering services related to the design of the Hwy 29 Off-site Utility improvements in the amount of $60,500. Jim Briggs/Tom Benz Discussion: Dishong presented the item. These are the water & wastewater line extensions that go north of the Wolf Ranch project crossing under HWY 29 to service some of the partials that are between CR 265 & HWY 29. Action: Motion by Hunnicutt, seconded by Young to amended the existing Professional Services Agreement with Camp, Dresser, & McKee, Inc. to provide engineering services related to the design of HWY 29 Off-site Utility improvements in the amount of $60,500. Approved 6-0 (Brown Absent) H.Consideration and possible recommendation to approve a contract amendment between the City of Georgetown and Raymond Chan & Associates, Inc. for professional services related to Downtown Master Plan Regional Water Quality and Drainage, Phase 2, not to exceed $110,000.00. Jim Briggs/Mark Miller Discussion: Miller presented the item. Phase II is for engineering, design & put into construction of the VFW Park & Main Street sites. Action: Motion by Gavurnik, seconded by Kostka to approve the amendment to the contract with Raymond Chan & Associates, Inc., for professional services related to the Downtown Master Plan Regional Water Quality & Drainage, in the amount of $110,000.00. Approved 6-0 (Brown Absent) I.Consideration and possible recommendation to Authorize the execution of an agreement with LCRA, BRA, Liberty Hill and Chisholm Trail SUD regarding the provision of Wastewater services and service territory boundaries. Jim Briggs Discussion: Dishong presented the item. This is the near final draft of the agreement between LCRA, BRA, Liberty Hill, Chisholm Trail SUD & City of Georgetown in regard to wastewater service and wastewater service areas. The main changes in the document: 1. We were in technical violation of the agreement for us providing wastewater services in the area between our water CCN and Palmer Lane. It was redrafted so there was no violation for us to provide wastewater service in our ETJ but still in Chisholm's CCN. 2. Under Sec. 2 par 6: LCRA had a ten year period that we guaranteed the people that we would not take action to file for CCN's or do sewer service in Chisholm's territory. This has been changed to five year period. John Gavurnik will abstain from this item do to conflict of interest. Action: Motion by Young, seconded by Hunnicutt to approve the agreement with LCRA, BRA, Liberty Hill and Chisholm Trail SUD regarding the provision of Wastewater services and service territory boundaries. Approved 5-0 (Brown Absent, Gavurnik abstaining) Motion by Gavurnik, seconded by Eason to adjourn. Meeting adjourned at 3:35 p.m. Adjournment The meeting was adjourned at 03:35 PM. Approved :Attest: _______________________________________________ Doug Smith Jack Hunnicutt Notice of 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 will meet on Tuesday, November 16, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith – Chair, John Gavurnik – Vice Chair , Jack Hunnicutt- Secretary, Patty Eason, Robert Kostka, Kendall Young, Larry Brown Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM 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. Consideration and possible action to approve the minutes from the regular Board meeting held on A. October 19, 2004. Laura Wilkins/Jana Kern Review of the Construction Progress Report and timelines (including but not limited to items listed). B. Joel Weaver Discussion and possible action related to the December, 2004 GUS Board meeting schedule. Jim C. Briggs Consideration and approval of renewal of the annual Electric Utility Services Agreement between D. LCRA and GUS Electric. Jim Briggs/Michael Mayben Consideration and possible recommendation to approve the renewal of the contract between the City E. of Georgetown and ElectSolve Technology Solutions and Services Incorporated to provide AMR System Data Services. Jim Briggs/Michael Mayben Consideration and possible recommendation for the award of the bid for Electric System Right-of-Way F. Clearing Services to National Tree Expert Company, Inc. Mike Mayben/Terry Jones Consideration and possible recommendation to award contracts to Shelton & Shelton and F & L G. Concrete Services and to approve the budget for parts 1 and 2 of the phase II EARZ Rehabilitation project. Jim Briggs/Glenn Dishong Consideration and possible recommendation to authorize staff to negotiate a contract with the H. recommended firm Kasberg, Patrick and Associates L.L.P. to provide engineering services related to the Pavement Condition Surveys on the city's roadway infrastructure, in the amount not to exceed $120,000.00. Jim Briggs/Tom Benz GUS Board recommendation to approve Change Order 1, to the contract between H. Deck I. Construction Company and City of Georgetown in amount of $100,000 for Airport Road Rehabilitation. Jim Briggs/Tom Benz 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 Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary 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 reader 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 infrastructure, 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 stream 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. LCRA 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 Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, October 19, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, October 19, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith – Chair, John Gavurnik – Vice Chair , Jack Hunnicutt- Secretary, Patty Eason, Robert Kostka, Kendall Young, Larry Brown Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM 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. EXECUTIVE SESSION: Call to Order 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 that follows. Section 551.071 Consultation with Attorney A. Briefing from City Attorney regarding street assessments and condemnation. Trish Carls RETURN TO REGULAR SESSION B. Discussion and possible recommendation related to street assessments and condemnation. Trish Carls C. Consideration and possible action to approve the minutes from the regular Board meeting held on September 21, 2004 Laura Wilkins/Jana Kern D. Review of the Construction Progress Report and timelines (including but not limited to items listed) Joel Weaver E. Consideration and possible recommendation to approve a contract amendment between the City of Georgetown and Kasberg, Patrick, and Associates, L.L.P. for professional services related to the design of the Pecan Branch Wastewater Interceptor Phase III in the amount of $77,050.00. Jim Briggs/Glenn Dishong F. Consideration and possible recommendation to approve a contract between the City of Georgetown and Southwestern University for the long-term supply of Type I reclaimed water irrigation and cooling tower use. Jim Briggs/Glenn Dishong G. Consideration and possible recommendation for award of the bid for spun-cast prestressed concrete poles to Newmark International, Inc. Jim Briggs/Mike Mayben H. Discussion and possible recommendation regarding wastewater service strategy. Jim Briggs I. Discussion and possible recommendation regarding water supply alternatives. Jim Briggs Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, October 19, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , October 19, 2004. Board Members Present: Doug Smith – Chair, John Gavurnik – Vice Chair arrived @ 2:05, Jack Hunnicutt- Secretary, Patty Eason, Robert Kostka, Kendall Young, Larry Brown arrived @2:06 Board Members Absent: Staff Present: Paul Brandenburg, Jim Briggs, Laura Wilkins, Jana Kern, Trish Carls, Glenn Dishong, Mike Mayben, Rachel Osgood, Mark Miller, Micki Rundell, Laurie Brewer, Terri Calhoun OTHERS PRESENT: John Kirby - Council Member, David Patrick - Kasberg, Patrick & Associates Minutes Regular Meeting Regular Session called to order by Smith 2:00 p.m. At this time we will moved to item "C" 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. EXECUTIVE SESSION: Call to Order Called to order by Smith @ 2:30 p.m. 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 that follows. Section 551.071 Consultation with Attorney A. Briefing from City Attorney regarding street assessments and condemnation. Trish Carls DISCUSSION ON TAPE RETURN TO REGULAR SESSION B. Discussion and possible recommendation related to street assessments and condemnation. Trish Carls Discussion: Carls gave an overview of the Street Assessment statutes. There are four of them. These statutes date from the 19th Century and are codified in the Transportation code. On all of the statutes property owners can be assessed. There was a lengthy discussion on assessments and various questions on how dollar amounts are determined. The full version is on tape Moved to Executive Session @ 2:29 p.m. Regular session called back to order by Smith @ 3:03 p.m. Action from Executive Session: Action: Motion #1 by Gavurnik, seconded by Eason to recommend to City Council that we approve this mechanism as a way to finance street and sidewalk improvements or what ever is needed, but implement limitations an where this will be used and brought back on individual cases to the GUS Board to consider. Discussion: Q by Eason: Would this board direct staff to come up with policy, to be reviewed by this Board before it is recommended to Council? Agreement that staff needs to come up with a policy. Amendment to Motion #1: made by Smith, seconded by Eason that the GUS Board looks favorably on using this Street Assessment mechanism for roads that open up property to Economic Development. Motion #1 and amendment #1 to be withdrawn at this time. Action: Motion #2 by Brown, seconded by Gavurnik to direct to staff to have consultants develop a model and policy guideline to recommend to Council. Amendment to Motion #2: Brown amended to exclude consultants, seconded by Gavurnik. Approved 7-0 Moved to item D C. Consideration and possible action to approve the minutes from the regular Board meeting held on September 21, 2004 Laura Wilkins/Jana Kern Discussion: None Action: Motion by Kendall, seconded by Kostka, to approve the minutes as written. Approved 4-0 ( Hunnicutt abstained, Brown & Gavurnik absent from this vote only) Moved to Item B. D. Review of the Construction Progress Report and timelines (including but not limited to items listed) Joel Weaver Discussion: Benz gave and update of the projects Jennings Branch: We are about 95% complete. The contract had to some rework on a water line. Q by Young: Last week there was an announcement at Sun City about this and there was a concern about the water pressure. A by Dishong: W e have a step by step procedure in place. We feel with this plan the residents will not even notice that we are filling the tank. 2004 Street Overlay: About 90% of the curb and drainage work is complete. Expect to start the overlay in about 2 weeks. EARZ Phase 1: All is complete except Church Street. We are installing the wastewater then we will do the storm drain then it will be ready for resurfacing. This is being done as we speak 13th Street: We are about 30% with the wastewater work, water is about 55% complete. We will be extending this project a little bit because we added Pine St., Vine St. and Morrow. Wolf Ranch Lift Station: About 90% complete with the excavation work. We are running about three weeks behind. Airport Road Rehab: Drainage work is proceeding on the East side. A concern was brought up about the speed limit through the construction zone. Would like to have something posted. Mr. Miller stated that yes it is posted with constructions signs and that we can post construction speed limit to be what ever we feel is a safe speed for both road works and vehicles. BCWWTP: Test of the structure with the next couple of weeks, once that is complete we will will preliminary run the system to debug. Smith Branch: This is about 98% complete. Installation of the final piping then testing will begin. Action: None E. Consideration and possible recommendation to approve a contract amendment between the City of Georgetown and Kasberg, Patrick, and Associates, L.L.P. for professional services related to the design of the Pecan Branch Wastewater Interceptor Phase III in the amount of $77,050.00. Jim Briggs/Glenn Dishong Discussion: Briggs presented the item. Gave a brief history on Phase I & II. Phase III will be the last piece and the amendment will be for engineering. Action: Motion by Brown, seconded by Eason to approve the amendment to the contract with Kasberg, Patrick, and Associates, L.L.P. in the amount of $77,050.00 Approved: 7-0 F. Consideration and possible recommendation to approve a contract between the City of Georgetown and Southwestern University for the long-term supply of Type I reclaimed water irrigation and cooling tower use. Jim Briggs/Glenn Dishong Discussion: Rachel Osgood presented the item and explained the contract. We have had an agreement since 1979, but due to the changes and upgrades to the system it is no longer valid and this contract is required by Texas Commission on Environmental Quality (TCEQ). Hunnicutt - wanted to inform the board that his daughter is employed by SU and his wife is a retired employee from SU. He does not feel there is a conflict of interested but wanted it disclosed for the record. Q by Kostka: Is the .85 cents per 1000 gallons is this cost renegotiated annually or is it a set price? A by Dishong: This is a system rate. Everyone pays the same rate for irrigation rate. Action: Motion by Young, seconded by Gavurnik to approve the contract between the City of Georgetown and Southwestern University for long-term supply of Type I reclaimed water for irrigation and cooling tower use. Approved: 7-0 G. Consideration and possible recommendation for award of the bid for spun-cast prestressed concrete poles to Newmark International, Inc. Jim Briggs/Mike Mayben Discussion: Mayben presented the item and explained the bid. Action: Motion by Eason, seconded by Kostka to award the bid for spun-cast prestressed concrete poles to Newmark International, Inc. Approved: 7-0 H. Discussion and possible recommendation regarding wastewater service strategy. Jim Briggs Discussion: Briggs presented the item.Staff had a presentation from Brazos River Authority (BRA) and their consultants with regards to regional wastewater plant and major collection system. Improvements to the San Gabriel basin which run from Lake Granger to western Williamson County line. We want to avoid wastewater treatment plants being generated by MUD's or private individuals which then became operated by individual company's without much quality control. There was a lengthy discussion with many questions concerning developments with existing septic systems close to the city limits - DB Woods, Oak Crest, Serenada - just to name a few. Full details are on tape. Action: None I. Discussion and possible recommendation regarding water supply alternatives. Jim Briggs Discussion: Briggs updated the Board on where we are at on our water supply, and what discussions are going on with staff and Brazos River Authority. There was a lengthy discussion with questions. Full details are on tape. Action: None Motion by Young, seconded by Brown to adjourn. Approved 7-0 Adjournment The meeting was adjourned at 05:01 PM. Approved :Attest: _______________________________________________ Doug Smith - Chair Jack Hunnicutt - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, September 21, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, September 21, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith - Chair, John Gavurnik - Vice Chair, Jack Hunnicutt - Secretary, Patty Eason, Robert Kostka, Kendall Young and Larry Brown Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM EXECUTIVE SESSION: Call to Order 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 that follows. Section 551.086 Competitive Matters A. Discussion and possible action to recommend the proposed Electric rate increases to the City Council as part of the 2004/05 Annual Operating Plan. Micki Rundell Executive Session to adjourn and Regular Session Called to Order REGULAR AGENDA Action from Executive Session - if needed B.WORKSHOP -- Regional Wastewater Study - Presentation and workshop by the Brazos River Authority (BRA), Lower Colorado River Authority (LCRA) and Camp, Dresser, and McKee, Inc. (CDM). Jim Briggs/Glenn Dishong C.Consideration and possible action to approve the minutes from the regular Board meeting held on August 17, 2004. Jana Kern/Laura Wilkins D.Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver E.Consideration and possible recommendation for the award of the annual bid for Licensed Electrician Services to Mercury Electric Company. Terry Jones/Mike Mayben F.Consideration and possible recommendation to enter into a contract with Lower Colorado River Authority (LCRA) for purchase of electric distribution and transmission materials for FY2004/2005 from Techline in accordance with the LCRA Electric Material Acquisition Program. Jim Briggs/Mike Mayben G.Consideration and possible recommendation to award the bid for the construction of the Lake Water Treatment Plant De-watering Facility (Phase I) to Excel Construction Services, LLC for $1,178,246.00 and set a project budget of $1,295,000.00. Jim Briggs/Glenn Dishong H.Consideration and possible recommendation to award the bid for the Williams Drive Lift Station Relief Line to H. Deck Construction Co. for $116,322.00 and set a project budget of $126,000.00. Jim Briggs/Glenn Dishong I.Consideration and possible recommendation to award the bid for the annual purchase of Water Meters and Accessories to National Waterworks for $271,386.00. Jim Briggs/Glenn Dishong J.Consideration and possible recommendation to approve a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee. Inc., to provide engineering services related to the update of Wastewater Collection System Master Plan and Model, in the amount of $142,680. Jim Briggs/Tom Benz K. Consideration and possible recommendation to amend the existing Professional Service Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc., to provide engineering services related to the design of Irrigation Water System Master Plan and distribution system model, in the amount of $36,508. Jim Briggs/Tom Benz L.Consideration and possible recommendation to amend the contract between the City and Operations Management International (OMI) for the management, operation, and maintenance of its water treatment facilities for the fiscal year 2004-2005 and to set an annual operating budget of $815,000.00. Jim Briggs/Glenn Dishong M.Consideration and possible recommendation to amend the contract between the City and Brazos River Authority (BRA) for the management, operation, and maintenance of its waste- water treatment facilities for the fiscal year 2004-2005 and to set an annual operating budget of $1,050,000.00. Jim Briggs/Glenn Dishong N.Consideration and possible recommendation to approve the annual Cost of Service Study and a transfer of off-peak capacity in accordance with the Water Service, Water Rights, and Facility Ownership Contract between the City of Georgetown and Chisholm Trail Special Utility District relating to the Lake Water Treatment Plant. Jim Briggs/Glenn Dishong Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, September 21, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , September 21, 2004. Board Members Present: Doug Smith, John Gavurnik, Patty Eason, Robert Kostka, Kendall Young Board Members Absent: Jack Hunnicutt, Larry Brown Staff Present: Paul Brandenburg, Jim Briggs, Laura Wilkins, Jana Kern, Glenn Dishong, Joel Weaver, Tom Benz, Micki Rundell, Mike Mayben, Rachel Osgood, Laurie Brewer, Marsha Iwers, Terry Jones OTHERS PRESENT: David Collinsworth, Brooks Bouldin & Bret Necessary - Brazos River Authority (BRA), Allen Woelke - Camp, Dresser & McKee, Inc. (CDM) Minutes Regular Meeting Regular Session called to order by Doug Smith 2:00 p.m. EXECUTIVE SESSION: Call to Order Called to order by Doug Smith 2:01 p.m. 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 that follows. Section 551.086 Competitive Matters Motion by Eason, seconded by Young that this is a competitive matter. Approved 5-0 (Brown & Hunnicutt absent) A. Discussion and possible action to recommend the proposed Electric rate increases to the City Council as part of the 2004/05 Annual Operating Plan. Micki Rundell DISCUSSION ON TAPE Executive Session to adjourn and Regular Session Called to Order REGULAR AGENDA Regular Session called back to order by Smith at 2:17 p.m. Action from Executive Session - if needed Motion by Gavurink, seconded by Young to recommend to Council the proposed Electric rate increase as part of the 2004/05 Annual Operating Plan. Approved 5-0 (Brown & Hunnicutt absent) B.WORKSHOP -- Regional Wastewater Study - Presentation and workshop by the Brazos River Authority (BRA), Lower Colorado River Authority (LCRA) and Camp, Dresser, and McKee, Inc. (CDM). Jim Briggs/Glenn Dishong Discussion on Tape C.Consideration and possible action to approve the minutes from the regular Board meeting held on August 17, 2004. Jana Kern/Laura Wilkins Discussion: None Action: Motion by Eason, seconded by Kostka to approve minutes as written. Approved 5-0 (Brown & Hunnicutt absent) D.Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver Discussion: Weaver gave an update on projects. Berry Creek WWTP: Installing some of the walkways up the structure and air piping. The majority of the pumps, motors etc. have been installed. The electrical building is finished and fitted. Airport Road Rehab: To start on 9/27. The delay was due to the traffic control plan. This plan has been revised and approved. We have placed and notice in the "Sun", on channel 10 (cable information channel) and also by mail. 13th Street: About 50% through with water line, and about 30% through with sewer line. EARZ Phase I: Down to Church Street this is the last piece of this project. Church Street will be a total Rehab from 15th Street to railroad tracks. We are doing both street and drainage and wastewater on that portion, this part of the project is underway now. 04 Street Overlay: Northwest Blvd. is just about done with curbs installation. We had to refit some of the driveway approaches to make them match the new pavement level. Paving should start in about two weeks. Jennings Branch: Working on the electrical and the Scada systems that is the last mechanical component. As soon as the paint dry time has passed, we will fill the tank. When it is full it will be ready for use. CC/Rivery Re-use: Is complete and the final walk thru done. Smith Branch: Trenching is complete from the interstate to Austin Ave. Boring should start in the next couple of days. Wolf Ranch Lift Station: Digging wet well now. E.Consideration and possible recommendation for the award of the annual bid for Licensed Electrician Services to Mercury Electric Company. Terry Jones/Mike Mayben Discussion: Jones present the item and explained the work to be performed. Action: Motion by Gavurnik, seconded by Kostka to award the annual bid for Licensed Electrical Services to Mercury Electric Company. Approved 5-0 (Brown & Hunnicutt absent) F.Consideration and possible recommendation to enter into a contract with Lower Colorado River Authority (LCRA) for purchase of electric distribution and transmission materials for FY2004/2005 from Techline in accordance with the LCRA Electric Material Acquisition Program. Jim Briggs/Mike Mayben Discussion: Mayben presented the item. This will allow us to join the LCRA Alliance for the next year. This is a non-binding, if we need to get out of it we can. We can use it as an exclusive purchasing agreement for any/all electrical equipment. This will allow is to obtain materials when ever needed, although the prices may vary. We will also have the ability to go out and get quotes from any entity and compare them with the Alliance prices. Action: Motion by Young, seconded by Kostka to enter into a contract with LCRA to purchase materials for 2004/2005 from Techline. Approved 5-0 (Brown & Hunnicutt absent) G.Consideration and possible recommendation to award the bid for the construction of the Lake Water Treatment Plant De-watering Facility (Phase I) to Excel Construction Services, LLC for $1,178,246.00 and set a project budget of $1,295,000.00. Jim Briggs/Glenn Dishong Discussion: Dishong gave an overview of this item. Q by Gavurnik: Has the City used Excel Construction in the past? A by Briggs & Dishong: Not that we are aware of. Excel is recommended by CDM. Action: Motion by Gavurnik, seconded by Eason, to award the construction bid of the Lake Water Treatment Plant De-watering Facility to Excel Construction Services. Approved 5-0 (Brown & Hunnicutt absent) H.Consideration and possible recommendation to award the bid for the Williams Drive Lift Station Relief Line to H. Deck Construction Company. for $116,322.00 and set a project budget of $126,000.00. Jim Briggs/Glenn Dishong Discussion: Dishong gave an overview of this item. Action: Motion by Young, seconded by Smith to award the bid for the Williams Drive Lift Station Relief Line to H. Deck Const. Co. Approved 5-0 (Brown & Hunnicutt absent) I.Consideration and possible recommendation to award the bid for the annual purchase of Water Meters and Accessories to National Waterworks for $271,386.00. Jim Briggs/Glenn Dishong Discussion: Dishong gave an overview of this item. Please note that National is not the low bidder, but is the low qualified bid. The other two bidders could not provide a Itron compatible solution. Action: Motion by Eason, seconded by Gavurnik to award the bid for the annual purchase of Water meters and accessories to National Waterworks. Approved 5-0 (Brown & Hunnicutt absent) J.Consideration and possible recommendation to approve a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee. Inc., to provide engineering services related to the update of Wastewater Collection System Master Plan and Model, in the amount of $142,680. Jim Briggs/Tom Benz Discussion: Benz gave an overview of the item. New model has better technology for planning and compliance with TCEQ. Action: Motion by Eason, seconded by Gavurnik to amend the existing contact for Professional Service Agreement with Camp, Dresser & McKee, Inc. for engineering services related to Wastewater Collection System Master Plan & Model. Approved 5-0 (Brown & Hunnicutt absent) K. Consideration and possible recommendation to amend the existing Professional Service Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc., to provide engineering services related to the design of Irrigation Water System Master Plan and distribution system model, in the amount of $36,508. Jim Briggs/Tom Benz Discussion: Benz gave overview of the item. We are already using this resource and it makes senses to continue. Action: Motion by Eason, seconded by Gavurnik to amend the existing contract for Professional Service Agreement with Camp, Dresser & McKee, Inc. for engineering service related to the design of Irrigation Water System Master Plan.Approved 5-0 (Brown & Hunnicutt absent) L.Consideration and possible recommendation to amend the contract between the City and Operations Management International (OMI) for the management, operation, and maintenance of its water treatment facilities for the fiscal year 2004-2005 and to set an annual operating budget of $815,000.00. Jim Briggs/Glenn Dishong Discussion: Dishong gave an overview of this item. Q by Smith: How much does OMI and the wells add to this on an annual basis? A by Dishong: We pay the operating costs of the well, they are primarily electric. This will be for periodic maintenance; such as: changing the oil, rings, etc. Action: Motion by Gavurnik, seconded by Kostka to approve the contract amendment to OMI, for management, operation and maintenance of its water treatment facilities for fiscal year 04/05. Approved 5-0 (Brown & Hunnicutt absent) M.Consideration and possible recommendation to amend the contract between the City and Brazos River Authority (BRA) for the management, operation, and maintenance of its waste- water treatment facilities for the fiscal year 2004-2005 and to set an annual operating budget of $1,050,000.00. Jim Briggs/Glenn Dishong Discussion: Dishong gave an overview of the item. Also reminded the Board that last years contract was for only eleven (11) months. Action: Motion by Eason, seconded by Young to approve the amendment of the contract with Brazos River Authority for management, operation & maintenance of its wastewater treatment facilities for fiscal year 04/05. Approved 5-0 (Brown & Hunnicutt absent) N.Consideration and possible recommendation to approve the annual Cost of Service Study and a transfer of off-peak capacity in accordance with the Water Service, Water Rights, and Facility Ownership Contract between the City of Georgetown and Chisholm Trail Special Utility District relating to the Lake Water Treatment Plant. Jim Briggs/Glenn Dishong Discussion: Dishong gave an overview of the item Action: Motion by Gavurnik, seconded by Kostka to approve the annual Cost of Service Study and a transfer of off-peck capacity with Water Service, Water Rights, & Facility Ownership Contract between the City and Chisholm Trail Special Utility District (CTSUD). Approved 5-0 (Brown & Hunnicutt absent) Motion by Gavurnik, seconded by Young to adjourn Approved 5-0 (Brown & Hunnicutt absent) Meeting adjourned at 4:10 p.m. Adjournment The meeting was adjourned at 04:10 PM. Approved :Attest: _______________________________________________ Chair: Doug Smith Secretary:Jack Hunnicutt Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, August 17, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, August 17, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith - Chairperson, John Gavurnik - Vice Chairperson, Jack Hunnicutt - Secretary, Patty Eason, Robert Kostka, Kendall Young and Larry Brown Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM EXECUTIVE SESSION: Call to Order 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 that follows. Section 551.086 Competitive Matters A. Consideration of Power Supply options for calendar year 2005. Jim Briggs B. Discussion and possible action to recommend the proposed Electric rate increases to the City Council as part of the 2004/05 Annual Operating Plan. Micki Rundell Executive Session to adjourn and Regular Session Called to Order REGULAR AGENDA Action from Executive Session - if needed C. Consideration and possible action to approve the minutes from the regular Board Meeting held on July 22, 2004 and the Meeting held on July 27, 2004. Laura Wilkins/Jana Kern D. Review of the Construction Progress Report and Timelines (including but not limited to items listed). Joel Weaver E. Consideration and possible recommendation for the award of the annual bid for automatic meter reading equipment to various bidders. Mike Mayben/Terry Jones F.Consideration and possible recommendation to approve a contract amendment between the City of Georgetown and Roming, Parker & Kasberg L.L.P. for professional services related to the design of the Phase II EARZ remediation in the amount of $104,000.00 Jim Briggs/Glenn Dishong G.Presentation and discussion of water and wastewater service options to Highlands at Mayfield.Glenn Dishong H. Consideration and possible recommendation to approve the Amended and Restated Bylaws of the Georgetown Utility System. Jim Briggs I. Discussion and possible action to recommend the proposed Wastewater rate increases to the City Council as part of the 2004/05 Annual Operating Plan. Micki Rundell Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, August 17, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , August 17, 2004. Board Members Present: John Gavurnik, Patty Eason, Robert Kostka, Larry Brown Board Members Absent: Doug Smith, Kendall Young, Jack Hunnicutt Staff Present: Jim Briggs, Laura Wilkins, Jana Kern, Joel Weaver, Micki Rundell, Mike Mayben, Glenn Dishong, Paul Brandenburg, Rachel Osgood, Joe Lara, Marsha Iwers, Laurie Brewer OTHERS PRESENT: Steve Moffitt - McCord Eng. Inc., David Patrick - Roming, Parker & Kasberg, L.L.P., Blake Magee - Blake Magee Company, Jim Clarno - LCRA, Randall Jones - Randall Jones Engineering Minutes Regular Meeting CALLED TO ORDER 2:03 BY JOHN GAVURNIK Moved to Executive Session EXECUTIVE SESSION: Call to Order Called to Order at 2:04 pm 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 that follows. Section 551.086 Competitive Matters A. Consideration of Power Supply options for calendar year 2005. Jim Briggs DISCUSSION ON TAPE B. Discussion and possible action to recommend the proposed Electric rate increases to the City Council as part of the 2004/05 Annual Operating Plan. Micki Rundell DISCUSSION ON TAPE EXECUTIVE SESSION ADJOURNED AND REGULAR SESSION RECONVENED AT 3:02 P.M. REGULAR AGENDA Action from Executive Session - if needed Action: Motion by Eason, seconded by Brown to proceed with the Power Supply Options. Approved 4-0 (Smith, Young, Hunnicutt absent) Action: Motion by Brown, seconded by Eason to recommend the proposed Electric Rates to City Council. Board will review rates at the September 2004. Approved 4-0 (Smith, Young, Hunnicutt absent) C. Consideration and possible action to approve the minutes from the regular Board Meeting held on July 22, 2004 and the Meeting held on July 27, 2004. Laura Wilkins/Jana Kern Discussion: None Action: Motion by Kostka seconded by Brown to approve minutes from both meetings. Approved 4-0 (Smith, Young, Hunnicutt absent) D. Review of the Construction Progress Report and Timelines (including but not limited to items listed). Joel Weaver Discussion: Weaver gave update on all projects Jennings Branch: Tank has been raised, all of the exterior coating is complete, interior welding to column is finished and interior coating has begun. Airport Road Rehab: Contracts is back and we have the Bonding documents. Should start getting some of the right of way prep started next week. 13th Street: Currently at Pine on 13th St. heading toward Railroad EARZ Phase 1: Finishing up the remainder of the project. Church Street should begin with in the next several weeks. This will take approximately 4 to 5 weeks to complete. When Church St. is finished this will complete this project. 2004 Overlay: Currently on Northwest Blvd - crews are replacing the curb and gutters when this is complete they will start with the overlaying of Northwest Blvd. Berry Creek WWTP: This is about 75% complete, all of the structure is up, and the equipment is on site. Action: None E. Consideration and possible recommendation for the award of the annual bid for automatic meter reading equipment to various bidders. Mike Mayben/Terry Jones Discussion: Iwers & Mayben gave an overview. Q by Gavurnik: Money will not be spent all at one time? A by Mayben: Money will be use through out the year. We keep a minium balance in the warehouse. When it gets to the Min/Max we reorder. This way we don't have any lag time. Q by Kostka: The items that were No Bid was that due to a non- request by us? A by Mayben: No. Due to specification changes, or it is sole source item from the vendor only, and those company's are no longer able to bid on those items. Action: Motion by Gavurnik, seconded by Eason to approved award of the automatic meter reading equipment to the various bidders. Approved 4-0 (Smith, Young, Hunnicutt absent) F.Consideration and possible recommendation to approve a contract amendment between the City of Georgetown and Roming, Parker & Kasberg L.L.P. for professional services related to the design of the Phase II EARZ remediation in the amount of $104,000.00 Jim Briggs/Glenn Dishong Discussion: Dishong gave an overview. This is the Westerly portion of the Dove Springs Basin - this goes all the way down to the motor mile and to the west on Leander Rd. The testing is finished. We now need engineering to do the design work for the actual repairs. Due to the deadlines by TCEQ, once you know about a defect, you have one year to repair. The report was turned in by GSW on May 1, 2004, so we trying to get a head start on getting the repair work done. All repairs must be completed by May 1, 2005. Action: Motion by Brown, seconded by Kostka to approve the contract amendment between City of Georgetown and RPK for professional services related to design of EARZ Phase II in the amount of $104,000.00. Approved 4-0 (Smith, Young, Hunnicutt absent) G.Presentation and discussion of water and wastewater service options to Highlands at Mayfield.Glenn Dishong Discussion: Dishong introduced Blake Magee - developer, Randall Jones - Randall Jones Engineering, and Jim Clarno - LCRA. Dishong: A few months ago we presented this to the board. At that time the board ask for us to look at a more options. Dishong passed out a presentation and reviewed/explained the three options. Magee's input: Discussions have been going on for about 2 yrs. We have been asked to build the whole water system, plus paying for land, and then put up capital cost plus letters of credit for the wastewater system, we can not take all of that risk. Would like to get the cost down and low as we can. We would like to make this work for everyone. The County has some concerns about the cost because they are providing the land for the treatment plant site and the irrigation pond. They would like to buy reuse water they want a competitive rate. LCRA input: Our role is to try and facilitate solution. We have not had a chance to sit down and work out numbers so everyone is comfortable with them. We would like to work with staff to fine tune a proposal. Our electric customers want to see our water/wastewater business grow, but they want to make sure that it is on the water/wastewater' s back not electric's. There is some negotiating that can be done. I feel that LCRA and The City need to sit down go through the costs get to fine tune the options, than sit down with the developer. LCRA is willing to assume some risk, but our electric customers are wanting to make sure that we minimize the electric customer. What I need to do for my financial people, is to prove to them that this project will stand on its own. Gavurnik stated that sounds to him that everyone needs to go back look at some combination of these options, create new ones, it appears that people are willing to negotiate. Rundell added that we, The City, need ask if we are willing to take this risk. Action: Staff is to go back and continue negotiations and also try to minimize the risk to The City as much as possible. Then bring it back to the board. H. Consideration and possible recommendation to approve the Amended and Restated Bylaws of the Georgetown Utility System. Jim Briggs Discussion: Briggs reviewed the changes to Sec. 4.1 and Sec. 5..4 of the GUS By-laws. One concern that came up was with Sec. 2.2. This is the Eligibility section that states members shall reside within the city limits or extraterritorial jurisdiction of the City of Georgetown. Were the concern is that a member/s of this board could be in the ETJ and not have any Georgetown utilities but these members have information concerning bond analysts and rating agencies and these members who are not a utility customer are making recommendations on rates. Q by Gavurnik: Is the concern that someone like my self that lives in the ETJ would be making slated decision on rate increases because I am not going to be paying these rates? A by Briggs: Not that you would be making a slated decision, but making a decision not with the same level of concern as if you would be paying these rates. Rundell commented that the board does not set the rates, but recommends rates. The Boards approval/disapproval is taken in high consideration with the Council when they look at these rates. I feel that it is a stake holder issue, one of the things that agencies look at is how we manage our utilities as far as public input/public participation and the rating institutes are aware that we have this advisory board and our concern is they were to look at our By-laws there may be some questions as to the fact that we have people influencing our rates that do not have a vested interest in the rates. Several suggestions were presented to the board. Q by Brown: Are we just introducing this today or are we going to discuss this further? A by Briggs: At this point we are bring forth the administration changes. We also wanted to make the Board aware of this issue that may come up in the future. We felt that the Board needed to be aware of this. If the Boards recommendation is not to change the Eligibility at this time then there will be no change. We wanted to make sure that this concern had been brought up and discussed in case it is brought up at a future date. Gavurnik stated that if this is brought up again we can state that we as a board have discussed it and at that point if we feel we need to review again we will. Action: Motion by Eason, seconded by Brown to approve By-Laws as presented. Approved 4-0 (Smith, Young, Hunnicutt absent) I. Discussion and possible action to recommend the proposed Wastewater rate increases to the City Council as part of the 2004/05 Annual Operating Plan. Micki Rundell Discussion: Rundell presented the item. City Council wanted to phase the increase over a 2 year period at .015 per year. 04/05 is the second year. At this time we are proposing to increase the rates for our customers that have water and wastewater services with the City. We have a group looking into how to handle the customers that only have wastewater with the City. At this point we have no way of knowing who these customers or what their usage is. One of our biggest concerns is how to disconnect these customers for non-payment. Once we have a working plan for these customers we will come back to the Board with that proposal. Action: Motion by Brown, seconded by Eason to recommend the proposed Wastewater rate increases and bring to City Council as part of the 04/05 Annual Operating Plan. Approved 4-0 (Smith, Young, Hunnicutt absent) Motion to adjourn by Brown, seconded by Kostka. Approved 4-0 (Smith, Young, Hunnicutt absent) ADJOURNMENT The Meeting adjourned at 4:38 p.m. Approved: Attest: ---------------------------------------------------------------------------------- Chair: Doug Smith Secretary: Jack Hunnicutt Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Chair: Doug Smith Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, July 27, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, July 27, 2004 at 05:45 PM in the City Council Chambers, located at 101 East 7th Street, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith - Chairperson, John Gavurnik - Vice Chairperson, Jack Hunnicutt - Secretary, Larry Brown, Patty Eason, Kendall Young, Robert Kostka Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 05:45 PM. Call to Order at 05:45 PM Consideration and possible recommendation to award the contract for the construction of the Airport A. Road Rehabilitation Project to H. Deck Construction, in the amount of $626,077.00 and establish a project budget of $657,377.00. Jim Briggs/Mark Miller Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, July 27, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , July 27, 2004. Board Members Present: Doug Smith, Kendall Young, Jack Hunnicutt, Robert Kostka, Larry Brown arrived @6:50 p.m. Board Members Absent: Patty Eason, John Gavurnik Staff Present: Jim Briggs, Laura Wilkins, Jana Kern, Tom Benz, Mark Miller Minutes Regular Meeting Meeting Called to order at 5:45 p.m. by Doug Smith A. Consideration and possible recommendation to award the contract for the construction of the Airport Road Rehabilitation Project to H. Deck Construction, in the amount of $626,077.00 and establish a project budget of $657,377.00. Jim Briggs/Mark Miller Discussion: Miller gave an update on this project. This contract also includes 17th St. from Railroad to Austin Ave., Walnut St. from 7th St. to University Ave, College St. from 7th St. to 2nd St. Action: Motion by Young, second by Kostka, to recommend award to H. Deck Construction in the amount of $626,077.00 and establish a project budget of $657,377.00. Approved 5-0 (Absent Eason & Gavurnik) Motion by Young seconded by Kostka, to adjourn meeting. Approved 5-0 (Absent Eason & Gavurnik). Meeting adjourned at 6:54 p.m.. Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Board Member Name Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Thursday, July 22, 2004 The Georgetown Utility System Advisory Board will meet on Thursday, July 22, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Patty Eason, Doug Smith, Robert Kostka, Larry Brown, John Gavurnik, Kendall Young, Jack Hunnicutt Georgetown Utility System Advisory Board meetings are held on the third Thursday of each month at 02:00 PM. Call to Order at 02:00 PM A. Consideration and possible action to approve the minutes from the regular Board meeting held on June 15, 2004. Jana Kern/Laura Wilkins B. Review of the Construction Progress Report and Timelines (including but not limited to items listed). Joel Weaver C.Consideration and possible recommendation to award the contract for construction of the Wolf Ranch Lift Stations to C.C. Carlton Industries, Ltd. and establish a project budget of $1,697,100.00Tom Benz D. Consideration and possible recommendation for the award of the annual bid for Water/ Wastewater pipe and fittings to various bidders.Jim Briggs/Terry Jones E.Discussion and possible action to recommend the proposed Stormwater Drainage rate increase to the City Council as part of the 2004/05 Annual Operating Plan. Micki Rundell Certificate of Posting I, Laura Wilkins, Deputy 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting . __________________________________ Laura Wilkins, Deputy City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Thursday, July 22, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Thursday , July 22, 2004. Board Members Present: Doug Smith, Patty Eason, Robert Kostka, Larry Brown Jack Hunnicutt Board Members Absent: John Gavurnik, Kendall Young Staff Present: Jim Briggs, Laura Wilkins, Jana Kern, Joel Weaver, Tom Benz, Micki Rundell, Marsha Iwers, Kathy Logue, Rachel Osgood, Mark Miller Minutes Regular Meeting Prior to the meeting, staff requested a short meeting for Tuesday, July 27, 2004 at 5:30 p.m. to consider the Airport Road Rehabilitation project. The Board reached a consensus that Tuesday, July 27, 2004 at 5:45 p.m. would be an acceptable time to meet. The meeting will be held at the City Hall Council Chambers. Meeting called to order at 2:06 p.m. by Doug Smith A. Consideration and possible action to approve the minutes from the regular Board meeting held on June 15, 2004. Jana Kern/Laura Wilkins Discussion: Item F: Smith asked about the intent. His memory was that we had determined which option to go with and the board did not ask the staff to bring back options. Other members remembered as Mr. Smith and so it was determined that this statement would be taken out. Action: Motion by Eason, seconded by Kostka to approve minutes as amended. Approved 5-0 (Absent Gavurnik & Young) B. Review of the Construction Progress Report and Timelines (including but not limited to items listed). Joel Weaver Discussion: Weaver gave an update on the projects Country Club/Rivery: Minor clean up in progress Jennings Branch: Interior primer is done, interior coating will be done when bowl is raised and final welds are done. Logos have been placed on the exterior of the tank. Street Overlay: Would like to start with Northwest Blvd. first, would like to get this completed before school starts. EARZ Phase 1: Percentages of completion are based on when the pay estimates that have been turned in. Contractor had not turned in his last pay estimate by the time I did these charts. It is about 78% complete not 50%. 13th Street: Q by Eason: How is the public notified A by Weaver: Newspaper, Channel 10, door knockers are placed on the immediate effected area. Airport Road Rehab: Mr. Smith would like to see "Entering City Limits", "Leaving City Limits" signs placed in area. Action: None C.Consideration and possible recommendation to award the contract for construction of the Wolf Ranch Lift Stations to C.C. Carlton Industries, Ltd. and establish a project budget of $1,697,100.00Tom Benz Discussion: Benz gave update on project. Q by Eason: On the coversheet it states that "...... total project budget including contingencies is set at $100,000.00" that the dollar amount should really be $1,697,100.00. A by Benz: Yes, this is a error on the coversheet. It should read $1,697,100.00. Action: Motion by Eason, seconded by Brown, to recommend award of bid to C.C. Carlton Industries in the amount of $1,597,100.00, including the contingencies of $100,000.00 for a project budget of $1,697,100.00. Approved 5-0 (Absent Young, Gavurnik) D. Consideration and possible recommendation for the award of the annual bid for Water/ Wastewater pipe and fittings to various bidders.Jim Briggs/Terry Jones Discussion: Iwers gave update on bid. Q by Brown: How are these pieces awarded? A by Iwers: These are awarded either by unit or group. Action: Motion by Brown, seconded by Eason, that the Board recommend award of the annual bid to various bidders as stated. Approved 5-0 (Absent Young, Gavurnik) E.Discussion and possible action to recommend the proposed Stormwater Drainage rate increase to the City Council as part of the 2004/05 Annual Operating Plan. Micki Rundell Discussion:Rundell presented the item. Q by Kostka: What constitutes a unit? A by Rundell and Briggs: A unit is per household/2,200 square feet or impervious cover - usually 1 unit is considered to be about the size of 1 residence. Action: Motion by Kostka, seconded Hunnicutt, that the Board recommend the proposed Stormwater Drainage Rate increases as part of the 2004/05 Annual Operating Plan Approved 5-0 (Absent Young, Gavurnik) Motion by Brown, seconded by Eason to adjourn meeting. Approved 5-0 (Absent Young, Gavurnik) Meeting adjourned at 2:51 p.m. Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Board Member Name Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, June 15, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, June 15, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith - Chairman, John Gavurnik - Vice-Chair, Jack Hunnicutt- Secretary, Patty Eason, Kendall Young, Larry Brown, Robert Kostka Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM REGULAR AGENDA A.Approval of the minutes from the regular Board meeting held on May 15, 2004. Jana Kern/Laura Wilkins B. Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver C. Consideration and possible recommendation of award for construction of Smith Branch Wastewater Interceptor Phase III. Glenn Dishong D. Consideration and possible recommendation of award of a contract for the 2004 Overlay Project to H. Deck Construction Company. Mark Miller E. Consideration and possible recommendation of award of the City's annual Flexible Base Material ASTM Sand & 3/8" Rock & Sandy Loam Bid No, 24023. Mark Miller/Glenn Dishong F. Review and possible recommendation for offsite utility construction cost sharing agreement between the City and Cottonwood Creek Development, LLC. Glenn Dishong Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, June 15, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , June 15, 2004. Board Members Present: Doug Smith, Patty Eason, Robert Kostka, Larry Brown, Jack Hunnicutt (Arrived @ 2:03), Kendall Young (Arrived @ 2:05) Board Members Absent: John Gavurnik Staff Present: Paul Brandenburg, Laura Wilkins, Jana Kern, Joel Weaver, Tom Benz, Glenn Dishong, Mark Miller, Rachel Osgood OTHERS PRESENT: John Kirby, Bob Felton Minutes Regular Meeting Meeting called to order at 2:01 p.m. by Doug Smith REGULAR AGENDA A.Approval of the minutes from the regular Board meeting held on May 18, 2004. Jana Kern/Laura Wilkins DISCUSSION: None ACTION: Motion by Eason, seconded by Kostka, to approve the minutes from May 18, 2004. Approved 4-0 (Absent Gavurnik, Hunnicutt and Young not present at time of the vote. BOARD MOVED TO ITEM C AT THIS TIME B. Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver DISCUSSION:Weaver gave update on the projects. 13th Street to begin around June 21, 2004. Neighborhood meeting held last week. Notice of this meeting was posted in the Williamson County Sun, we also hung door hangers. H. Deck is the contractor for this and they are familiar with how we do things and how complicated it can get. They also are aware that they need to keep the residents informed and involved. There will be some ERAZ dollars spent on this project as well as 1/4 cent dollars. Airport Road Rehab is about 95% complete on Engineering - Should be ready for bid by the end of June. Smith asked for a sign to designate end of City limit/project. Country Club/Rivery Re-use Line is about 99% complete. We now have the capability to delivery water to the Country Club. Jennings Branch - Painting should start this week- on track for project. Berry Creek Wastewater Plant Is on schedule for the new site, waiting for delivery of pumping items etc., but scheduled for completion October 2004. At the Old Site: On Thursday, June 10, 2004 around 5:30 p.m.while the construction crew were still on site, there was a structural concrete failure. The basin wall moved outward about 3-4 inches due to a crack in the concrete foundation. Entire tank emptied onto the site, about 100,000 gallons. The construction crew build berms for containment, then they started cleanup and repair. At about 4:30 a.m., berm broke and we lost about 30,000 of sewage. Wastewater service to residents of Berry Creek continued via pump trucks. The Plant was repaired and returned to service Friday, June 11, 2004 around 2:30 p.m. Q by Eason: What impact did this have on Berry Creek? A. by Dishong: We did biological sampling before and after and it appeared to have not impact on the creek at all. Q. by Young: Are there other remedies necessary to take to ensure we have no other problems? A. by Brandenburg/Dishong/Benz: This tank will be closed when new plant opens in October 2004. We might look at root cause but the aeration basin will be removed but the clarifier will stay in place. We will also be submitting an insurance claim to see if we can get anything back from the damage. ACTION: None BOARD MOVED TO ITEM "D" AT THIS TIME C. Consideration and possible recommendation of award for construction of Smith Branch Wastewater Interceptor Phase III. Glenn Dishong DISCUSSION: Glenn gave update of this project. Staff recommends award of this bid to McLean Construction Ltd. Q. by Kostka: What happens if the bidding is incorrect. A. by Weaver: We will only pay what was bid. Dishong add if there are any cost savings it will benefit the City. Q. by Smith: What is logic for setting the contingency at 15%? A. by Weaver: I don't feel that we will need this high of a contingency. This is one project that we could not afford not to have enough contingency to complete quickly, and did not want to go back to Council. Q. by Kostka: Will the existing sewer lines be abandoned once the new lines are in place? A. by Benz: Not all of the lines will be abandoned. ACTION: Motion by Eason, seconded by Kostka, to recommend bid award to McLean Construction Ltd. Approved 6-0 (Gavurnik absent) BOARD MOVED BACK TO ITEM "B" AT THIS TIME D. Consideration and possible recommendation of award of a contract for the 2004 Overlay Project to H. Deck Construction Company. Mark Miller DISCUSSION: Miller gave an update of this project. Q by Brown: How is the difference going to allocated? Bid of $623,558.40 with a budget of $685,915.00 where is the difference to be spent? A by Miller: Any type of contingency. Weaver also added - the only contingency could be for utilities, road crossings for water services that may be very shallow. Q by Young: Do we use this type of cost for all curb and gutter projects? A by Miller: Anytime you have a road way that is in fair condition - meaning if your sub-grade has not been breeched to a point of total failure. This is the way to do it. ACTION: Motion by Eason, seconded by Brown, to recommend award of bid to H. Deck Construction Co. in the amount of $685,915.00. Approved 6-0 (Absent: Gavurnik) E. Consideration and possible recommendation of award of the City's annual Flexible Base Material ASTM Sand & 3/8" Rock & Sandy Loam Bid No, 24023. Mark Miller/Glenn Dishong DISCUSSION: Miller gave and update on this project. Q by Eason why were there so many "No Bidders & No Response" is this standard. A by Miller: Because we do not purchase very large quantities. ACTION: Motion by Brown, seconded by Eason, to recommend award of the bid as recommended by staff. Approve 6-0 (Absent: Gavurnik) F. Review and possible recommendation for offsite utility construction cost sharing agreement between the City and Cottonwood Creek Development, LLC. Glenn Dishong DISCUSSION: Dishong explained the item. This is the inaugural attempt at utilizing the line extension policy previously approved by the Board (last year). Developers are required to extend Utilities (water, wastewater & drainage) to their properties at full cost to the developer and in accordance with 5 yr, 10 yr or the master plan.City may participate, in the cost, if the line is oversized for future use and it is in the 5 year plan. Example: 6200' water line that runs out Inner Loop - Cottonwood Creek Engineers gave us their cost estimate of $554,502 compare what they need - 10" line vs 16" line - ratio of cross sectional area of the pipe is leaving the City paying 61% of the bill. Q by Smith: That is not how I understood this. I thought City would be paying the marginal cost not the pro-rated cost? Capacity cost vs Construction cost. A by Dishong: Both options are available to us. I choose variable cost because at this time it is easier to figure the cost. We are signing up for costs two years into the future. Under the plan they would have to bid this out using both sizes then take the differentials. Kostka - Would like a comparison of incremental method vs the other marginal cost volume metric costs. Eason - Would help to know the costs that would be Pinnacles responsibility to know when the City could make up some of the costs. ACTION: Motion by Brown, seconded by Hunnicutt, That we agree in concept at what is being presented but strike the last paragraph. We also agree that what ever the construction cost difference is the City will cost participate. Approved 6-0 (Absent: Gavurnik) Motion by Young, seconded by Eason, to adjourn meeting. Approved 6-0 (Absent: Gavurnik) Meeting adjourned at 3:31 p.m. Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Board Member Name Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, May 18, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, May 18, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith - Chairman, John Gavurnik - Vice-Chair, Jack Hunnicutt - Secretary, Patty Eason, Kendall Young, Larry Brown, Robert Kostka Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM A.Consideration and possible recommendation regarding review of the Draft Ethics Ordinance to be adopted on second reading by the City Council on June 22, 2004. Jim Briggs EXECUTIVE SESSION: Call to Order 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 that follows. B.Section 551.086 Competitive Matters 1.Discussion and possible recommendation related to the LCRA Wholesale Power Contract. Jim Briggs & Mike Mayben 2.Discussion and possible recommendation for extension of the contract between McCord Engineering, and Georgetown Utility Systems, to provide engineering services related to the planning, design, and review of the City's electric system improvements, system construction, system expansion (due to development), and system mapping. Mike Mayben C.Section 551.072 Deliberation on Real Property 1.Staff briefing and discussion regarding TxDot proposal to purchase City-owned property for SH 130 right-of-way. Jim Briggs Executive Session to adjourn and Regular Session Called to Order REGULAR AGENDA Action from Executive Session - if needed D.Approval of the minutes from the regular Board meeting held on April 20, 2004. Jana Kern/Laura Wilkins E. Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver F. Consideration and possible recommendation of award for the 13th Street Rehabilitation Project. Mark Miller Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, May 18, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , May 18, 2004. Board Members Present: Patty Eason, Doug Smith, Larry Brown. John Gavurnik, Kendall Young, Patty Eason, Robert Kostka (arrived @ 2:11pm) Board Members Absent: Jack Hunnicutt Staff Present: Jana Kern, Laura Wilkins, Jim Briggs, Glenn Dishong, Joel Weaver, Tom Benz, Mike Mayben, Paul Brandenburg, OTHER PRESENT: David Patrick - Roming, Parker & Kasberg, L.L.P. Minutes Regular Meeting Meeting Called to Order at 2:03 p.m. - By Doug Smith A.Consideration and possible recommendation regarding review of the Draft Ethics Ordinance to be adopted on second reading by the City Council on June 22, 2004. Jim Briggs DISCUSSION: Paul Brandenburg ask that the board review the Draft Ethics Ordinance - any comments need to be back by June 11, 2004. No need to go over in great detail or spend a lot of time on this as Council has reviewed twice already and a committee was formed to draft this item. This committee has been working on this for over one year. EXECUTIVE SESSION: Call to Order 2:05 p.m. 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 that follows. B.Section 551.086 Competitive Matters Motion by Eason seconded by Young that LCRA Wholesale Power Contract is a competitive matter.Approved 5-0 (Absent Kostka (from this vote only), Hunnicutt) 1.Discussion and possible recommendation related to the LCRA Wholesale Power Contract. Jim Briggs & Mike Mayben DISCUSSION ON TAPE Motion by Eason, seconded by Young that The McCord Engineering contact is a competitive matter. Approved 6-0 (Hunnicutt absent) 2.Discussion and possible recommendation for extension of the contract between McCord Engineering, and Georgetown Utility Systems, to provide engineering services related to the planning, design, and review of the City's electric system improvements, system construction, system expansion (due to development), and system mapping. Mike Mayben DISCUSSION ON TAPE Motion by Gavurink, second by Brown to recommend renewal of contract with McCord Engineering. Approve 6-0 (Hunnicutt absent) C.Section 551.072 Deliberation on Real Property 1.Staff briefing and discussion regarding TxDot proposal to purchase City-owned property for SH 130 right-of-way. Jim Briggs DISCUSSION ON TAPE Executive Session to adjourn and Regular Session Reconvened 2:43 p.m. REGULAR SESSION: CALLED TO ORDER 2:44 p.m. by Action from Executive Session - if needed D.Approval of the minutes from the regular Board meeting held on April 20, 2004. Jana Kern/Laura Wilkins DISCUSSION: NONE ACTION: Motion by Eason, seconded by Gavurnik to approve the minutes from April 20, 2004. Approved 6-0 (Hunnicutt absent) E. Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver DISCUSSION: Weaver gave update on the projects. Street overlay project - Question by Smith - Is this micro-surfacing that will be done on these streets. Answered by Weaver - No this is an asphalt overlay. EARZ Phase 1 Project - Question by Smith - What part of town is this? Answered by Weaver - Within the Dove Springs Basin & East of IH 35 ACTION: NONE F. Consideration and possible recommendation of award for the 13th Street Rehabilitation Project. Tom Benz. DISCUSSION: Benz gave an update of the project. Four bids came in for consideration. Roming, Parker and Kasberg reviewed and recommended H. Deck for this project. Question by Smith:How much of this project could be funded by the 1/4 cent sales tax. Answered by Briggs - did not have the percentage break down. Will get this break down to the GUS Board after it goes to Council. We also want to put up signage for the 4B & 1/4 cent projects, so people will know where these dollars are being spent. ACTION: Motion by Eason, seconded by Brown to recommend bid award to H. Deck. Approved 6-0 (Hunnicutt absent) Motion by Eason, seconded by Young that meeting be adjourned - Approved 6-0 (Hunnicutt absent) Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Board Member Name Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, April 20, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, April 20, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith - Chairperson, John Gavurnik - Vice-Chairperson, Jack Hunnicutt - Secretary, Patty Eason, Larry Brown, Robert Kostka, Kendall Young Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM 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 EXECUTIVE SESSION: Call to Order 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 that follows. 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. A.Presentation and possible recommendation of the 2004/2005 Electric Capital Improvement Projects Plan. Michael W. Mayben REGULAR SESSIONREGULAR SESSIONREGULAR SESSIONREGULAR SESSION:::: Call to OrderCall to OrderCall to OrderCall to Order Action from Executive SessionAction from Executive SessionAction from Executive SessionAction from Executive Session: (: (: (: (if necessaryif necessaryif necessaryif necessary)))) B.Presentation and possible recommendation of the 2004-2005 Capital Improvement Projects Plan. Jim Briggs C.Discussion and inaugural briefing regarding utility services to Mayfield Ranch Subdivision. Glenn Dishong and Jim Briggs D.Approval of the minutes from the regular meeting held on February 17, 2004. Laura Wilkins E.Review of the Construction Progress Report and timelines (including but not limited to items listed) Joel Weaver F.Discussion and possible recommendation regarding options for retail wastewater providers within the Georgetown Planning Area. Jim Briggs G.Discussion and possible recommendation related to Regional Stormwater Detention. John Gavurnik Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, April 20, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , April 20, 2004. Board Members Present: Doug Smith, Robert Kostka, John Gavurnik, Patty Eason Board Members Absent: Kendall Young, Jack Hunnicutt, Larry Brown Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Laura Wilkins, Michael Mayben, Glenn Dishong, Ed Polasek, Mark Miller, Joe Lara, Joel Weaver, Tom Benz, Rachel Osgood, Micki Rundell, Laurie Brewer, David Munk OTHERS PRESENT: Kathy Heideman - EcoDevo Board, Rebecca Sellers - Williamson County Sun, Randall Jones - Randall Jones Engineering, Jim Clarno - LCRA, Blake Magee - Blake Magee Co., Don Rauschuber - CTSUD, Gordon Eurom - CTSUD, Don Jones - CTSUD, Marcus Couipe - CTSUD, Patty Rodgers - CTSUD Minutes Regular Meeting Meeting Called to Order at 2:02 p.m. - By Doug Smith 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 EXECUTIVE SESSION: Call to Order 2:03 p.m. Motion by Eason, second by Gavurnik that the 2004-2005 CIP is executive session item. Approved 4-0 (Brown, Hunnicutt, and Young absent) 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 that follows. 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. A.Presentation and possible recommendation of the 2004/2005 Electric Capital Improvement Projects Plan. Michael W. Mayben DISCUSSION: Briggs explained the need for the Electric CIP to be executive session item (competitive matter/confidential). Mayben introduced the CIP process/format. CIP goes to Council May 24, 2004 DISCUSSION ON TAPE EXECUTIVE SESSION ADJOURNED AND REGULAR SESSION RECONVENED 2:24 p.m. REGULAR SESSIONREGULAR SESSIONREGULAR SESSIONREGULAR SESSION:::: Call to OrderCall to OrderCall to OrderCall to Order 2222::::25252525 pppp....mmmm.... By Doug SmithBy Doug SmithBy Doug SmithBy Doug Smith Action from Executive SessionAction from Executive SessionAction from Executive SessionAction from Executive Session: (: (: (: (if necessaryif necessaryif necessaryif necessary)))) B.Presentation and possible recommendation of the 2004-2005 Capital Improvement Projects Plan. Jim Briggs DISCUSSION: Briggs introduced the CIP process/format. Ties into GASB 34 better. Rundell explained GASB 34. CIP goes to Council May 24, 2004. WATER/WASTEWATER: Dishong explained the projects included. Question from Gavurnik- the two streets - College & Forest - were they identified through this testing of the EARZ for compliance or is this being done because of the of Transportation Projects. Answered by Dishong: Yes They were identified because of Transportation. Dishong believes that these drain to the San Gabriel plant. Focus was placed on everything running to Dove Springs for the first two years. So no these lines have not been tested. Question from Gavurnik - Will these lines be tested or are they not required because they are so new? Answered by Dishong: We would not be required to test these lines but we will smoke test these lines. Briggs stated: These lines were part of SCS Application/Organized Collection System Application they will be reviewed by TCEQ then they will not be required to have another test on them for five years. Question from Gavurnik: Is testing considered as a Capital or an Expense? Answered by Rundell: We only truly capitalize the repairs we tend to show it under the CIP because it is part of a Capital program. Question from Kostka: Does test bring up any surprises from a damage or repair standpoint? Answer by Dishong: No real major surprises so far. Irrigation - Sun City to be on reuse water completely when these projects are completed (50% of the demand - what we have to pump). Question from Smith: This will be able to be handle both golf courses completely? Answered by Dishong: When the plant goes to three million gallons a day it would. Right now the plant is only operating at about 750,000 gallons a day and that is not enough for the golf courses. These courses will be using about 1.6 million gallons a day to meet demand. This plant will cover about 50% of their demand. So we will still use some well water for the other half. TRANSPORTATION & STORMWATER: Miller explained the process used to determine the needs and how the funds are projected to be spent.. Rundell explained the Modified Approach of GASB 34 accounting practices. Miller explained the CIP process/format and presented the projects. Question from Smith Is there any curbing at all on Morrow now? Answered by Miller: There is a new piece at Austin Ave. right by Regions Bank but it does not go down Morrow very far. Question from Smith: Are you planning on adding curbing? Answered by Miller: Yes, I would like to put curbing about half way down, until we get to the ditch section. Question from Gavurnik: This includes the CIP but does this also include what will be repaired with the 1/4 cent tax? Answered by Rundell: The funding source is listed on each page, but these projects include both regular and 1/4 cent. We also have a one page showing what projects will be funded by the 1/4 cent tax. In closing Briggs explained why we went to this new format of presentation and hoped that it was easier to read and understand. ACTION: NONE BOARD MOVED TO ITEM F AT THIS TIMEBOARD MOVED TO ITEM F AT THIS TIMEBOARD MOVED TO ITEM F AT THIS TIMEBOARD MOVED TO ITEM F AT THIS TIME C.Discussion and inaugural briefing regarding utility services to Mayfield Ranch Subdivision. Glenn Dishong and Jim Briggs DISCUSSION: Briggs explained the item and history related to the issue. Dishong presented the issues related to the item. WASTEWATER is a little different as it is sort of an "island" we are not obligated to serve - but there are a couple of options. 1. - LCRA to be wholesale provider, BRA to be operator - but Georgetown would be the retail provider. 2 - Developer or we could build a facility (similar to Cimarron Hills facility) - we would be owner - BRA would be operator also. Jim Clarno - LCRA explained LCRA's position and gave history related to the issue. Seven separate agreements required to make this process work. LCRA is interested in pursuing this project. Question and Answer by Briggs: What is in it for G'TOWN - Whitetail has been requesting for 10 years access to water (they are currently on well service). This would allow G'TOWN to address this request - plus it is in our water CCN. Would have to be in a MUD - a MUD District would be formed. MUD's are only allowed to fund their level/number of homes. An agreement would allow them what they want and allow us to address Whitetail (win/win). Question by Smith: Long - Term - Does the City want to own and operate its WWTP? Answer by Briggs: Long Term we are looking weather we own them or a regional entity owns and operates them it is in our interest to have them owned in the public sector. ACTION: Motion by Gavurnik, second by Smith that staff gather options available for providing water service and bring options back to Board at the May meeting for recommendation to Council. Approved 4-0 (Brown, Hunnicutt, and Young absent) D.Approval of the minutes from the regular meeting held on February 17, 2004. Laura Wilkins DISCUSSION: NONE ACTION: Motion by Gavurnik, second by Eason to approve the minutes. Approved 4-0 (Brown, Hunnicutt, and Young absent) E.Review of the Construction Progress Report and timelines (including but not limited to items listed) Joel Weaver DISCUSSION: Weaver gave update on the projects. EARZ Phase 1 Weaver this is the rehab portion of this contract. It is the first annual. Point repairs have been completed. There are two facets - One is an "Insitu-Form" type rehab, the other is open cut portion. Question by Smith: These are the results of the testing that was done? Answer by Weaver: This is the results of the two year ago testing and the first annual contract for rehabilitation. ACTION: NONE F.Discussion and possible recommendation regarding options for retail wastewater providers within the Georgetown Planning Area. Jim Briggs DISCUSSION: Briggs introduced the item and handed out a map of the affected area. Briggs explained the situation and options that will be coming up in the next few months or years. Explained that Chisholm Trail is interested in serving ww to at least a portion of the area in Western Williamson County. Rauschuber explained Chisholm's interest in serving water/ww in western Williamson County ("organized sewer"). MUD #13- CTSUD Board interested in regional concept - serving wastewater. Forefront - request from MUD #12 Retail - CTSUD/LCRA for WW - , mentioned also MUD #17 and 18 for retail. CTSUD wants to work together on this issue and not beat odds. Wants MOU between the two entities for a regional format. Gavurnik is a member of the Board of MUDGavurnik is a member of the Board of MUDGavurnik is a member of the Board of MUDGavurnik is a member of the Board of MUD #17#17#17#17 ---- will listen to discussionwill listen to discussionwill listen to discussionwill listen to discussion ---- but will not participate in discussions or votingbut will not participate in discussions or votingbut will not participate in discussions or votingbut will not participate in discussions or voting ((((ifififif vote occursvote occursvote occursvote occurs).).).). Rauschuber explained the phases are areas affected. CTSUD will apply for CCN amendment (MUD #12) to about Leander to Parmer Lane. Question from Smith: Is this plan for retail to be provided by CTSUD and wholesale to be provided by G'Town? Answered by Rauschuber: Yes, that this their proposal. Questions by Smith: Would that apply on 17 as well? Answered by Rauschuber: It could as well. If we could follow this format. Briggs elaborated about the possibility of adding irrigation (GTOWN) for golf course at Cimarron Hills (short term). Long-term - use quarry on 29 - as they begin to quarry out - as a plant site (non-discharge plant). Question by Smith: Would this plant discharge into the river? Answered by Rauschuber: The LCRA plant has discharge to the South San Gabriel. The Wade Cross plant doesn't,. Its and on site. Question by Smith: If it would be possible for MUD #12 to go to the Cimarron Hills WWTP for service. Answered by Briggs: It could. That plant could be expanded to handle it on an interim basis. Question by Kostka: If any of this would prevent the development from getting WW service to the development? Answered by Briggs: Explained the CCN process and some of the questions that could come up related to the process. ACTION: NONE BOARD MOVED BACK TO ITEMBOARD MOVED BACK TO ITEMBOARD MOVED BACK TO ITEMBOARD MOVED BACK TO ITEM """"CCCC"""" AT THIS TIMEAT THIS TIMEAT THIS TIMEAT THIS TIME G.Discussion and possible recommendation related to Regional Stormwater Detention. John Gavurnik DISCUSSION: Gavurnik explained that several developers had contacted him regarding the status of the plan. Briggs gave status and explained that when John Aldridge left this was one of the projects that was delayed. We will be contacting interested parties when we begin working on it again to get input prior to finalizing. Looking at next Spring for completion and fee implementation. ACTION: NONE Motion by Gavurnik, second by Smith that meeting be adjourned - Approved 4-0 (Brown, Hunnicutt, and Young absent) Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Board Member Name Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, February 17, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, February 17, 2004 at 02:00 PM in the Development Services Conference Room, located at 904 South Main Street, Georgetown, Texas. If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith - Chairperson, Patty Eason, Robert Kostka, Larry Brown, John Gavurnik, Jack Hunnicutt, Kendall Young Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM 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 REGULAR SESSION: Call to Order A.Board nominations and election of a Vice-President and Secretary of the Board. EXECUTIVE SESSION: Call to Order 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 that follows. 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. B. Updates on the Substation Planning Study - Michael Mayben and McCord Engineering Executive Session to Adjourn and Reconvene Regular Session REGULAR SESSION: Call to Order Action from Executive Session: Action to be taken if necessary C.Discussion and possible action regarding Sedro Trail related to the issues of: Water Service, Connectivity, and Signalization. Paul Brandenburg D.Discussion regarding 2004/2005 budget process - Micki Rundell E.Discussion and possible action to approve the minutes from the regular Board meeting held December 16, 2003. - Laura Wilkins F.Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver G.Consideration and possible recommendation for approval of a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc. to provide engineering services related to the design of the Lake Water Treatment Plant De-watering Facility for a total of $253,974.00. Glenn Dishong H.Consideration and possible recommendation for approval of a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc. to provide engineering services related to the design of the Dove Springs Wastewater Treatment Plant expansion for a total of $527,000.00. Glenn Dishong I.Consideration and recommendation to award a contract to Corrosion Eliminator, Inc. of Mineral Wells, Texas and to establish a project budget for the rehabilitation of the Berry Creek Ground Storage Tank of $100,000.00. Glenn Dishong J.Consideration and possible recommendation to award contracts to H. Deck Construction and Horseshoe Construction, Inc. and to approve the budget for the Phase I EARZ Rehabilitation Project and Phase I EARZ Pipe Bursting Projects in the amount of $1,235,000.00. Glenn Dishong K.Consideration and possible recommendation to award the bid, from Viking Construction, Inc., for street microsurfacing in the amount of $264,400.24. Mark Miller Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, February 17, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , February 17, 2004. Board Members Present: Stanley Bland, John Gavurnik, Patty Eason, Kendall Young, Doug Smith, Jack Hunnicutt (arrived at 2:11 p.m.) Board Members Absent: Larry Brown Staff Present: Briggs, Brandenburg, Rundell, Brewer, Mayben, Miller, Dishong, Polasek, Osgood, Wilkins, Weaver OTHERS PRESENT: Steve Moffit, Jim McCord , David Witte - McCord Engineering, Randy Deavers - Sedro Trail resident, Rebecca Sellers - Williamson County Sun 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 REGULAR SESSION: Call to Order CALLED TO ORDER AT 2:00 p.m. by Doug Smith A.Board nominations and election of a Vice-President and Secretary of the Board. DISCUSSION: ACTION: Motion by Eason, second by Bland that John Gavurnik be elected as Vice-Chair. Approved 4-0 (Brown absent; Hunnicutt absent for this vote - arrived 2:11 p.m. - Gavurnik abstained) Motion by Eason, second by Gavurnik that Jack Hunnicutt be elected as Secretary. Approved 5-0 (Brown absent; Hunnicutt absent for this vote.) EXECUTIVE SESSION: Call to Order 2:02 P.M. by Doug Smith 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 that follows. 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. B. Updates on the Substation Planning Study - Michael Mayben and McCord Engineering DISCUSSION ON TAPE Executive Session to Adjourn and Reconvene Regular Session EXECUTIVE SESSION ADJOURNED AT 2:54 p.m. REGULAR SESSION RECONVENED: Called to Order at 2:56 by Doug Smith Action from Executive Session: Motion by Gavurnik, second by Bland that the Board request that staff to pursue negotiation of the purchase of existing substations and the ownership of future substation sites and substation equipment; and in addition that staff gather more information regarding such purchases and provide the information to the Board for consideration. Approved 6-0 (Brown absent) C.Discussion and possible action regarding Sedro Trail related to the issues of: Water Service, Connectivity, and Signalization. Paul Brandenburg DISCUSSION: Brandenburg gave introduction to item and to Mr. Randy Deavers. Deavers explained his situation. Explained he is speaking for himself and a few others - not for the entire subdivision. Would like to subdivide his property. WATER: Deavers explained that his property had been "switched" from Georgetown CCN to Chisholm. Briggs explained that the CCN negotiations between Chisholm and Georgetown - ended with this area being in Chisholm's CCN as their map showed it in Chisholm's area plus Chisholm had already installed facilities in the area. So it was determined that this area would be determined to be in Chisholm's CCN. City had asked Chisholm to extend facilities through their CIP. They had responded that they could do it within 18 months or so - but then possible "double tax" issues forced Chisholm to remove from their CIP. Deavers asked if the citizens asked to be de-annexed would that take Sun City out of the city limits. Smith answered that this issue is not under the purview of this board. CONNECTIVITY: Deavers stated that he was told the Sedro Trail neighbors did not want connectivity to Georgetown Village. He made open records request regarding which neighbors objected and was told that the neighbors objected to Georgetown Village not to connectivity. Smith explained that this issue is not under the purview of this board. Briggs understands Deavers' concerns regarding connectivity which is why the proposed connection through Heritage Oaks has been required in the subdivision plans. However, this connection may not be made until 2011. Deavers feels they (Sedro Trail area) cannot wait that long. Deavers asked where he should go next? Smith advised that he would need to bring these concerns to the City Council. Young stated that it seems like there should be an organization between the State and the community to deal with these issues- seems like something is missing. Briggs stated that we have been working with TxDOT regarding planning to avoid some of these situations - but we do not have very much control over it as TxDOT follows the regulations. ACTION: NONE D.Discussion regarding 2004/2005 budget process - Micki Rundell DISCUSSION: Rundell and Brewer presented information regarding the upcoming budget process. We are gathering info regarding feedback. Handed out questions that we would like the board to provide feedback to the staff and Council to make the budget process better and get ideas prior to entering into the process. Deadline two weeks. ACTION: NONE E.Discussion and possible action to approve the minutes from the regular Board meeting held December 16, 2003. - Laura Wilkins DISCUSSION: ACTION: Motion by Eason, second by Gavurnik to approve the minutes. Approved 6-0 (Brown absent) F.Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver DISCUSSION: NONE ACTION: NONE G.Consideration and possible recommendation for approval of a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc. to provide engineering services related to the design of the Lake Water Treatment Plant De-watering Facility for a total of $253,974.00. Glenn Dishong DISCUSSION: Dishong explained the item and outlined the area on a project map. Tried to find a way to possible "phase" the project. Smith asked - Why did we not start earlier during the LWTP expansion. answered by Dishong that the LWTP was done on emergency basis so it would not have been appropriate at the same time. However, since it was not an emergency item - it was done in a conventional process to bid competitively. Smith asked if this is as cost effective. Briggs answered that we would not have had significant savings at the time of LWTP expansion. It is better to do conventional process as this piece is not emergency. Engineering only so far - current drying beds are fine so far - we can look at this once engineering is done and maybe fund some in one year and some in another and phase the construction costs. Need to start engineering now as the engineering will be time consuming (six months at least). Young was out of the room and asked if there was something that came up later in the process that was not anticipated that separated this from the LWTP expansion. ACTION: Motion by Gavurnik, second by Bland that the Board recommend approval to provide the engineering services. Approved 6-0 (Brown absent) H.Consideration and possible recommendation for approval of a contract amendment to the existing Professional Services Agreement between the City of Georgetown and Camp, Dresser, and McKee, Inc. to provide engineering services related to the design of the Dove Springs Wastewater Treatment Plant expansion for a total of $527,000.00. Glenn Dishong DISCUSSION: Dishong explained the item. Plant operating at 60% capacity - we are required to begin engineering when we get to 70%. During wet periods - the plant peaks over the 70% which requires us to begin engineering now. We can start construction later - but must get engineering started especially with the growth happening in the area (Simon). Sludge holding capacity and belt press capacity needs to be increased - will try to reduce drying beds through this improvement - this will allow us to reduce size of the area. Design work has to meet tighter design standards today. Gavurnik asked about the line items for General Services. We will be charged for those items later not immediately. Addressed budget - will need to use additional funds - but have those from savings on other projects. ACTION: Motion by Hunnicutt, second by Eason to approve this item Approved 6-0 (Brown absent) I.Consideration and recommendation to award a contract to Corrosion Eliminator, Inc. of Mineral Wells, Texas and to establish a project budget for the rehabilitation of the Berry Creek Ground Storage Tank of $100,000.00. Glenn Dishong DISCUSSION: Dishong explained the item. Bid opening last week - continues the process of rehabilitating tanks. Asking for project budget of $100,000.00. Process takes three months - tank will be out of service during this time. We do have a backup and will have it back up by summer 2004. Usually do these projects in winter when demand is low. Eason asked how we find people to do this work and go through bidding process. Hired expert just like we hire CDM for engineering because they are experts in their field - Dunham Engineering are tank experts - this is all they do. Hired them three years ago to study the tanks and find out what they will need. We do annual inspections but will get expert to update study in March for current status - and we can do minor repairs until the time the actual rehab is done. Rehab companies bid through expert so get the jobs. ACTION: Motion by Hunnicutt, second by Gavurnik that the Board recommend approval of the contract. Approved 6-0 (Brown absent) J.Consideration and possible recommendation to award contracts to H. Deck Construction and Horseshoe Construction, Inc. and to approve the budget for the Phase I EARZ Rehabilitation Project and Phase I EARZ Pipe Bursting Projects in the amount of $1,235,000.00. Glenn Dishong DISCUSSION: Dishong explained the item. First phase completed last year. Flaws that were exfiltration - are required to be corrected within one year. These flaws are now a repair project - three pieces. Wastewater System Rehab Part A and Part B. Part A point repairs manholes small sections of pipe (southeast part of town Dove Springs basin 606,075. Part B - major fix on Church Street - we will do drainage repair while we are there to save $$. $239.325. The last part of the project - pipe bursting. Briggs explained the process for pipe bursting - less disruptive to customers. 257,975. H. Deck low bidder on Part A and B Horseshoe won bid on Pipe Bursting. Asking for project budget of $1,235,000.00. The project can cost more due to old clay pipe - unpredictable and may collapse and need to repair larger piece. Hunnicutt asked if cost includes re-connects? Answered by Dishong that yes it includes re-connects. Gavurnik asked how these prices compare. Dishong answered that this year is looking pretty good (inspection wise) but these costs are repairs not inspection - this is the first year we have started the repair process from the previous inspection. ACTION: Motion by Eason, second by Bland to recommend approval of the contract. Approved 6-0 ( Brown absent) K.Consideration and possible recommendation to award the bid, from Viking Construction, Inc., for street microsurfacing in the amount of $264,400.24. Mark Miller DISCUSSION: Item explained by Miller and contract book was handed out to the Board for informational purposes. Viking and Ballew both do this work - Viking is local. Viking does very good work and at a very good price. Bid came in lower - but we are asking for full budget amount to expand the project to use all funds and accomplish additional work. Young asked if this includes curbs. Answered by Miller - no it is only for surface coating and is a preventive measure to protect roads and ACTION: Motion by Eason, second by Gavurnik that the Board recommend award of the bid. Approved 6-0 ( Brown absent) Additional discussion - Smith asked if these funds are 1/4 cent funds. Answered by Briggs that no - they are Operations funds. Briggs recognized Bland for his last meeting and thanked him for his service to the Board and the City. Motion by Gavurnik, second by Eason to adjourn the meeting. Approved 6-0 (Brown absent) Meeting adjourned at 3:50 p.m. Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Board Member Name Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, January 20, 2004 The Georgetown Utility System Advisory Board will meet on Tuesday, January 20, 2004 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas (Williamson Room) If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Doug Smith - Chairman, Patty Eason - Vice-Chair, John Gavurnik - Secretary, Larry Brown, Stanley Bland, Jack Hunnicutt, Kendall Young Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM EXECUTIVE SESSION TO CONVENE EXECUTIVE SESSION: Call to Order 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 that follows. 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. A.Consideration and possible recommendation related to the Electric Growth Study and the Substation Planning Study for areas as related to our annual Exhibit "A" that is prepared by Staff and McCord Engineering for the Lower Colorado River Authority (LCRA). Executive Session to adjourn and Regular Session Called to Order REGULAR AGENDA Action from Executive Session - if needed B.Discussion and possible action to approve the minutes from the regular Board meeting held December 16, 2003. C.Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver Certificate of Posting I, Sandra Lee, 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 _________________, 2004, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, January 20, 2004 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , January 20, 2004. Board Members Present: Larry Brown, Stanley Bland, John Gavurnik, Doug Smith, Patty Eason, Jack Hunnicutt, Kendall Young Board Members Absent: NONE Staff Present: Paul Brandenburg, Jim Briggs, Mike Mayben, Micki Rundell, Glenn Dishong, Mike Stasny, Laura Wilkins, Rachel Osgood, Joel Weaver, OTHERS PRESENT: David Witte, Steve Moffitt - McCord Engineering Minutes Regular Meeting EXECUTIVE SESSION TO CONVENE EXECUTIVE SESSION: Call to Order Meeting called to order at 2:00 p.m. by Doug Smith It was determined that Item "A" would be handled last today and that items B and C would be addressed first. MOVED TO ITEM "B" AT THIS TIME 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 that follows. 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. EXECUTIVE SESSION CALLED TO ORDER AT 2:13 p.m. by Doug Smith A.Consideration and possible recommendation related to the Electric Growth Study and the Substation Planning Study for areas as related to our annual Exhibit "A" that is prepared by Staff and McCord Engineering for the Lower Colorado River Authority (LCRA). Briggs opened the executive session and introduced McCord Engineering. DISCUSSION ON TAPE Executive Session to adjourn and Regular Session Called to Order Motion by Bland, second by Hunnicutt to adjourn Executive Session. Approved 7-0 Executive Session Adjourned 4:13 Regular Session Reconvened 4:18 REGULAR AGENDA ACTION FROM EXECUTIVE SESSION: Motion by Gavurnik, second by Young that staff work with McCord to gather additional information on purchase of substations with some additional options regarding the City's purchase of substations (information to include current values). Approved 7-0 B.Discussion and possible action to approve the minutes from the regular Board meeting held December 16, 2003. DISCUSSION: Gavurnik asked for clarification on Item F if the motion was supposed to say "postpone the 1 cent equity charge"? Clarified by Briggs that yes it is a 1 cent equity charge. ACTION: Motion by Gavurnik, second by Young to approve the minutes. Approved 5-0 (Brown and Hunnicutt abstaining as they were not at the last meeting). C.Review of the Construction Progress Report and timelines (including but not limited to items listed). Joel Weaver DISCUSSION: Weaver presented the projects and gave status ACTION: NONE REGULAR SESSION ADJOURNED TO HOLD EXECUTIVE SESSION at this time. Young made motion that item A is a competitive matter and that the Board adjourn to executive session, second by Eason . Approved 7-0 Regular Session called to order at 2:13 p.m. by Smith Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Board Member Name Secretary