HomeMy WebLinkAboutMinutes_GUS_04.11.2014 Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
April 11, 2014 at 2:00PM
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Board Members Present: Arthur Yaeger – Chair, Robert Kostka – Vice Chair, Patty Eason, Bill
Stump, Ed Pastor, Joyce Mapes, John Hesser
Board Members Absent: none
Staff Present: Glenn Dishong, Mike Babin, Wesley Wright, Michael Hallmark, Jimmy Sikes,
Chris Foster, Micki Rundell, Paul Elkins, Trina Bickford, Leticia Zavala, Mike Peters, Sheila
Mitchell
Others Present: Tom Groll/Tom Groll Engineering, Jim Clarno/citizen, David Singleton (joined
at 2:10PM)
Regular Session
A. Call to Order by Chair at 2:00PM
Georgetown Utility Systems Advisory Board may, at any time, recess the Regular Session to convene
an Executive Session at the request of the Chair, a Board Member, The City Manager, Assistant City
Manager, General Manager of Utilities, 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.
B. Introduction of Visitors
Tom Groll/Tom Groll Engineering – Engineer on Westinghouse Road interceptor
C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. –
Michael Hallmark, Project Manager
Discussion: Information included in packets. Work will start beginning of May on Tin Barn
Alley. All items passed Council.
D. Industry Updates
Discussion: Babin noted agreement reached with LCRA on case settlement. City Council has
approved to move forward with final agreement, which will come back to Council for approval.
Dishong noted TCEQ made final determination on consolidation application. Application will
now move to the State Office of Administrative Hearings. We are awaiting final timeline; process
will take longer than originally anticipated.
Legislative Regular Agenda
The Board will individually consider and possibly take action on any or all of the following items:
E. Review and possible action to approve the minutes from the Regular GUS Board meeting held on
March 14, 2014. – Sheila K. Mitchell, GUS Board Liaison
Discussion: Correction by Kostka, item I. Palace (revise to capital “P”). Mitchell will revise as
noted. Motion by Kostka, second by Eason to approve the minutes from the Regular GUS Board
meeting held on March 14, 2014, with noted correction. Approved 7-0-0
F. Consideration and possible recommendation to amend Task Order MS-14-001 with M&S
Engineering, LLC in the amount of $30,000.00 for a total of $75,000.00. – Jimmy Sikes, T&D
Services Manager
Discussion: Sikes provided board with copy of Amendment No. 1 to Task Order
(instead of original Task Order provided in packets); noted work is for updates of
relaying schemes at substations. Need additional funds to continue work and funds are
available in the budget. Kostka asked about anticipation of work for next year and Sikes
noted they worked faster than anticipated, therefore we are asking them to continue on
remainder of substations. Motion by Stump, seconded by Hesser to amend Task Order
MS-14-001 with M&S Engineering, LLC in the amount of $30,000.00 for a total of
$75,000.00. Approved 7-0-0
G. Consideration and possible recommendation to award the bid for two substation
transformers to Virginia Transformer Corp., of Roanoke, Virginia in the amount of
$1,304,556.00.- Jimmy Sikes, T&D Services Manager
Discussion: Sikes stated bids were taken for addition of transformers at Rivery and East
substations. Rivery is replacement of LCRA transformer being removed; East is a new
transformer. Both transformers are for load and reliability. Nine bids received with
Virginia Transformer as low bidder. Dishong noted local supplier bid received from
Texas Electric Cooperative, however even with 5% local preference, they did not end up
being competitive with low bid. Stump asked if Virginia Transformer is manufacturer
and Sikes responded their transformers are built in Virginia. Motion by Kostka,
seconded by Mapes to award the bid for two substation transformers to Virginia
Transformer Corp., of Roanoke, Virginia in the amount of $1,304,556.00. Approved 7-0-0
H. Consideration and possible recommendation to approve an offsite Utility Construction and
Cost Reimbursement Agreement for Westinghouse Road. – Glenn W. Dishong, Utility
Director
Discussion: Dishong provided information to board with a copy of the draft agreement
and gave explanation of development and the location. The development strategy for
this project is more of a ‘build it and they will come’, which is not typical of city projects.
City management encouraged staff to find a way to get infrastructure in the ground. In
this situation, developers are going to fund the project through escrow of funds and bid
will go through proper city bidding procedures. The developer will manage the project
to get it built. Once built, the city will reimburse the developer over a ten year period
based on connection requirements. There are performance requirements for developers
with timelines. There is a potential creation of a TIRZ for the area, which would be the
mechanism to repay the wastewater facility. Rundell explained definition of a TIRZ (Tax
Increment Reinvestment Zone) and how it works. Kostka asked and Rundell stated City
currently has three TIRZ; Downtown, Gateway and Rivery TIRZ. Dishong further stated
agreement is still in draft form; current agreement does not rely on a TIRZ being created
but if it is created then it works together with a TIRZ. Dishong further noted a regional
lift station to be built on south side of Westinghouse Road, if agreement happens.
Dishong noted cost estimates will have to be bid out, however provided some
anticipated costs. Rundell and Foster noted funds are available with no anticipated
increase of rates. Further discussion and questions. Rundell noted a lot of opportunity
for return on investment of this project since area falls within our water, wastewater and
electric service territory. Dishong introduced Singleton, representative of development
group for the project. Yaeger clarified agreement is subject to additional tweaking.
Dishong asked for board recommendation to forward to Council for approval. Stump
asked if area was residential Dishong/Rundell explained it is mixed use (residential,
multi-family, commercial). Yaeger asked size of project area. Rundell stated
approximately 600 acres and abuts to where new Bass Pro is coming in. Stump asked
and Dishong explained boundary lines of TIRZ. Board asked for map of location and
Wright accessed map for board to review. Stump asked and Rundell explained this TIRZ
has not been created yet; working with Planning for zoning, etc. Expect to be done in
next 60-90 days. Dishong/Wright explained area of project on map. Stump asked and
Rundell/Dishong explained the estimated valuation is $573,000,000 of return over the 10
years; there is also transportation benefits in this project so city is talking with county in
hopes to partner with them. Pastor asked and Rundell spoke about zoning requirements
and possible changes before TIRZ is established. Mapes asked for a future agenda item
to further discuss TIRZ; Rundell will bring back to board at next meeting. Yaeger asked
and Dishong stated a recommendation is needed from GUS board for staff to continue
negotiations and move a final agreement forward to City Council for approval. Pastor
asked and Dishong reviewed pros and cons of agreement with developer for
construction of interceptor; additional pros and cons of city building lift station. Eason
spoke of city’s concerns to be pro-active in when and how development is happening, as
area has a high potential for growth. Motion by Pastor, seconded by Hesser for staff to
continue negotiations and finalize an agreement for recommendation to Council for the
approval of an offsite Utility Construction and Cost Reimbursement Agreement for
Westinghouse Road. Approved 7-0-0
I. Presentation and possible discussion regarding the Customer Care Initiative and the
Customer Information System (CIS) software opportunities. – Leticia Zavala, Customer Care
Manager/Micki Rundell, Chief Financial Officer
Discussion: Zavala and Rundell teamed up to give PowerPoint presentation to the
board. Zavala stated they are looking at procuring a new CIS system. Mapes asked and
Zavala explained the number Customer service representatives and how many
customers city has in addition to managing the Chisholm Trail Customer billings.
Zavala explained Customer Care Initiatives (CCI) details and history of system, noting
changes needed to better service and build relationships with customers. Rundell spoke
on history of current Customer Information Systems (CIS) program, need for
replacement of InCode program, Request for Proposal (RFP) process in 2009 and process
taken to narrow selection of finalists. However, the end result determined the market
did not offer a solution for the City’s long term customer software needs, which brings
us to our current search for a new system. Eason noted timeline for implementation
seems lengthy and Rundell noted market wasn’t ready when this first started but now
there are products available to provide an integrated solution. Dishong commented on
process we’ve taken to reach this information and prepare for new program. The new
program will also integrate with the city’s recent Enterprise Asset Management Syste m
being developed. The program could also offer the opportunity to provide services to
other utilities. Mapes asked and Zavala explained training for new program. Peters
commented on contract procedures the IT department will negotiate and costs for
implementation, etc. Kostka asked and Rundell/Dishong explained costs saving benefits
for changing systems. Mapes/Pastor asked and Peters answered questions regarding
performance of vendor. Hesser asked for additional matrix of costs and Rundell stated
information to be presented at future meeting as details are developed. Staff will
continue to research product and refine costs, will attend an informational conference,
conduct site visits and reference checks. Rundell noted GGAF and Council will see this
presentation as information is gathered and then will be brought back to GUS board in
the fall for final approval, with plans of implementation in January 2015.
No action required at this time.
Eason stepped out at 3:27PM; returned at 3:30PM. Bickford departed meeting at 3:27PM.
J. Discussion and presentation of the draft 2014-2015 Capital Improvement Plan. -- Wesley
Wright, P.E., Systems Engineering Director
Discussion: Wright handed out copies of draft Capital Improvement Plan (CIP) for
board to review. This item will be brought back in May for board recommendation to
Council. Goes to Council in late May or June. Wright reviewed CIP, pointing out various
planned projects. Wright gave explanation of EARZ (Edwards Aquifer Recharge Zone)
requirements for benefit of new board members and continued with review of report.
Wright noted Electric projects will be discussed in Executive Session due to confidential
matters. Reminded board the proposed CIP will be brought back in May for final review
and recommendation of approval to Council. No action required at this time.
Motion by Pastor, seconded by Hesser to enter into Executive Session for discussion and
presentation of item ‘L’. Approved 7-0-0
Dishong stepped out at 3:39PM; returned at 3:48PM
K. Executive Session Called to order at 3:40PM
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.
Sec. 551.086 Completive Matters
Discussion and presentation of the draft 2014-2015 Electrical Capital Improvement Plan.
-- Wesley Wright, P.E., Systems Engineering Director
Return to Regular Legislative Session at 3:55PM
Motion by Eason, seconded by Hesser to return to Regular Legislative Session. Approved 7-0-0
L. Action from Executive Session
None.
Adjournment
Motion by Pastor, seconded by Mapes to adjourn meeting. Approved 7-0-0. Adjourned at
3:56PM
_____________________________ _______________________________
Arthur Yaeger – Board Chair John Hesser -- Secretary
_________________________________
Sheila K. Mitchell, GUS Board Liaison