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HomeMy WebLinkAboutMIN 06.12.2012 CC-WThe City Council of the City of Georgetown, Texas, met in Regular Session on the above date with Mayor George Garver presiding. Council Present: Council Absent: Patty Eason, Danny Meigs, Bill Sattler, Tommy All Council Present. Gonzalez, Jerry Hammerlun, Rachael Jonrowe, Troy Hellmann Staff Present Paul E. Brandenburg, City Manager; Bridget Chapman, Acting City Attorney; Jessica Brettle, City Secretary; Jim Briggs, Assistant City Manager; Laurie Brewer, Deputy City Manager; Micki Rundell, Chief'', Financial Officer; Rachel Osgood, Environmental Services Coordinator, Kathy Ragsdale, Environmental and Conservation Services Director Minutes A Overview of proposed 2012/13 Capital Improvement Projects (CIP) -- Jim Briggs, Assistant City Manager and Micki Rundell, Chief Financial Officer With a Powerpoint Presentation, Briggs provided a summary of the Capital Improvement Projects included in the plan for 2012/2013. He provided a brief outline of the presentation. He said they will review the capital improvement program process and review the funding summary for the capital improvement program. He said staff posts all of this is available on the City's website and added staff will make it available for citizen comment. He spoke about the improvement program and noted the process starts in January and includes meetings with departments and the division level meetings to formulate project lists. He noted the final plan will be adopted in September along with the budget. He said, this year, the program funding comes from a variety of sources and he described those sources for the Council. He spoke about water services improvements and noted it addresses the need for superior water, wastewater and irrigation service. He said this is determined by a number of many factors. He described the water line upgrades and said they total $305,000. He said a number of those upgrades will fall in the older, more established neighborhoods. He said the pumping and storage upgrades and improvements total about $3,115,000. He listed the wastewater CIP projects, including Edwards Aquifer projects and some improvements at the San Gabriel wastewater treatment plant. He described the transportation services capital improvement projects. He spoke about street maintenance sales tax and how the transportation project funding mainly comes from that sales tax. He said the budget was reduced for the first time because of lower sales tax revenue. He said the streets and pavement condition index are 87.7 and will be retested in 2014. He said the benchmark is 85 and noted the City is above the threshold but below where the City has been in the past. He described the factors that caused the index number to go down. He described the budget for the street maintenance for 2013. He said because of the growth of the City, there are more major arterials that are requiring improvements. He spoke about storm water services and the capital improvements planned for the coming year. He said the funding for that program comes from the utility. He described the CIP for energy services and spoke about the continued growth over the past 25 years and how it has been steady. He spoke about how the energy load continues to grow. He said there is a little over $3 million in system expansion. He said the program also supports $513,000 worth of substations and communication. He spoke about what is next in this process and noted staff plans to adopt this as part of the 2012/13 budget. City Council Meeting Minutes/ Page 1 of 3 Pages Gonzalez asked about the road projects and savings in staffing. Briggs said, as a part of the budget process, any savings available are always applicable to be reassigned or re -appropriated. Gonzalez spoke about utilizing any additional funds to address the needs of the streets Hammerlun said it seems the City is improving the section of 195 into Berry Creek. He noted he assumes that is in this budget. He asked about the long term plan for when the 2008 bond projects will begin. Briggs said the particular project he mentioned is moving forward. He spoke about that section of road and how the condition is deteriorating. He described the efforts being made to improve that area. Hellmann said he appreciates the work being done to improve that area. Sattler asked if Briggs thinks the infrastructure can accommodate growth to the south of the City. Briggs said he believes the City has processes in place to rapidly respond to improvements if needed when economic development opportunities arise. He noted there is not availability for immediate connection but added the City has the ability to respond quickly. There was much discussion about this. Meigs said he is struck by the number of road miles the City has taken over or is scheduled to take over and how that will impact the city and its maintenance of those roads. Briggs described how the City is handling that situation. He spoke about how Williams Drive is going to be a major drain because it carries a tremendous amount of traffic. Hellmann asked about setting a portion of bonds aside for maintenance. Briggs said they are working on asset management to improve those kind of things and added the City has to make the dollar go as far as possible. Hellmann asked about regional storm water ponds and Briggs spoke about some of the discussions being held regarding this issue. He said the City has identified several locations that would work. Eason asked about the $450,000 for the Smith Branch buy out. She said she wants some clarification on that process because she knows a lot of people are waiting on the plan. Briggs said part of that amount is to provide funding so the City can create a plan. He said Council selected a three year buy out option and he described the plan for the buy out that was approved. He noted this funding is making a commitment to start the process of a three year plan. Eason said it is important to let the residents know where the city is along this process of this plan. She asked that the city schedule an initial meeting with those folks to let them know about the plan. Briggs agreed and said they will be working on that. Mayor asked and Briggs said he is not sure of who owns the bridge at the entrance of Berry Creek. B Discussion related to the procurement process for municipal solid waste collection and recycling services provider -- Rachel Osgood, Environmental Services Coordinator and Kathy Ragsdale, Environmental and Conservation Services Director With a Powerpoint Presentation, Ragsdale provided a brief history of the current contract with Texas Disposal Systems (TDS) for solid waste collection and recycling services. She noted TDS offered a package for an extension of the contract but noted Council voted to put the contract out for RFP. She briefly described the RFP process for the solid waste contract. She said they put together an RFP team from several departments and contracted with SAIC for consulting services. She said they also set up a calendar to schedule the process through the RFP. She spoke about why the calendar for the RFP process changed. She said the proposal itself has four packages made up of residential/carts, commercial/dumpsters and the services at the collection station at 250 WL Walden. She noted they can bid on all of those packages separately or can choose to bid on the entire bundle. She noted there were several that sent in proposals on the bundle and several that bid on each of the packages. She reviewed the primary changes proposed to the current services and said it includes dual stream to single stream recycling, green waste pick up, no bags at the curb and commercial construction roll offs will not be exclusive to the City contractor. She said they asked the bidders to suggest other options and methods available in addition to the requirements in the bid. She said the City wanted to see the other alternatives available. She described some of these additional options for the Council. She spoke about how three of the proposers offered rewards programs. She said the City received six proposers and added there was a two step review process. She described this process for the Council. She outlined the evaluation criteria for the Council and said it was established using criteria recommended by the Council as well as the consultants.She said this was predominately to ensure that all evaluators are given the same outline. She described the group of evaluators for the Council. She said there were only three people who actually scored the applications and noted the other group members were just advisory members. She described the different pricing and costs as submitted by each of the bidders. She described how they evaluated services and approach for each of the bidders. She noted the next thing is they looked at the activity at the collection station. She described the difference between the collection station and the transfer station. She said they also listed a requirement for the landfill that is used as well as the fleet location of each of the companies. She showed Council the final recommendations and the ranking of each of the proposers in each criteria category. She said the number one proposer was Texas Disposal Systems with 265 points, CTR was second with 221 points and Allied Waste was third with 193 points. Meigs asked and Ragsdale said it cost about $40,000 to put this out to bid. Briggs said each proposer submitted a $5,000 nonrefundable check. He said there was $40,000 allocated for the bids but noted $25,000 was submit from the bidders. Sattler asked and Ragsdale said there will be an opportunity for questions and answers on the regular agenda. Briggs said Council will discuss contract related issues in Executive Session. City Council Meeting Minutes/ Page 2 of 3 Pages Meeting recessed to Executive Session under Sections 551.071 and 551.086 -- 4:15 PM Meeting returned to Open Session and adjourned -- 6:03 PM Approve Mayor Geor Garver City Council Meeting Minutes/ Page 3 of 3 Pages Adjournment The meeting was adjourned at 06:03 PM. A t: CVecretary essica Brettle