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.
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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.
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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
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Adjournment
The meeting was adjourned at 06:03 PM.
A t:
CVecretary essica Brettle