HomeMy WebLinkAboutMinutes_GUS_09.12.2014 Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
September 12, 2014 at 1:00PM
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Board Members Present: Arthur Yaeger– Chair, Patty Eason, Steve Fought, Bill Stump, Joyce
Mapes, Ed Pastor
Board Members Absent: Robert Kostka – Vice Chair
Staff Present: Jim Briggs, Mike Babin, Glenn Dishong, Wesley Wright, Michael Hallmark,
David Munk, Chris Foster, Leticia Zavala, Paul Elkins, Trina Bickford, Jeff Rowe, David
Thomison, Chelsea Solomon, Sheila Mitchell, water services technicians from City of
Georgetown Water Services Department
Others Present: see sign in sheet or recording
Regular Session
A. Call to Order by Chairman Yaeger at 1:02PM
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
Discussion: Thomison introduced City water services technicians; each introduced themselves
and their position. Yaeger thanked the employees for the good work they do. Additional visitors
were: Rick Burket and Jim Clarno/Sun City Property and Grounds Committee, Trae Sutton/KPA
Engineers
C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. –
Michael Hallmark, Project Manager
Discussion: Hallmark noted reports included in packet. No further discussion.
D. Industry Updates
Discussion: Briggs stated the City of Georgetown has officially closed on the assets of the
Chisholm Trail Special Utility District (CTSUD), effective earlier today. As of 5:00PM today,
CTSUD employees become Georgetown Utility Systems employees and all assets are property of
City of Georgetown. Both Utilities are now one, per direction from both CTSUD Board and
Georgetown City Council. The CTSUD Board will still remain in existence and is responsible to
TCEQ for rates and service within the district. Georgetown has a contract with the district the
meet those obligations. The CTSUD Board still oversees the CCN until that process is completed
with TCEQ. A hearing is scheduled on October 27th to transfer the CCN to the City. We hope to
complete this by the end of the year. After that time, we will move through the process of
disillusion of the board. Mapes asked and Briggs noted there are 1 part-time and 15 full-time
employees. We’ll begin working through the process of transitioning employees starting next
week. Yaeger stated staff had been working for years to complete this process and thanked them
for their hard work. The CTSUD Board will continue business and also hold an election in
November. Pastor stated he felt it was a good opportunity for CTSUD and should be for City of
Georgetown.
Dishong, Thomison and water services technicians stepped out at 1:15PM. Dishong, Thomison returned
1:20PM.
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
August 8, 2014. – Sheila K. Mitchell, GUS Board Liaison
Discussion: None. Motion by Fought, seconded by Pastor to approve the minutes from the
Regular GUS Board meeting held on August 8, 2014. Approved 7-1-0 (Kostka absent)
F. Consideration and possible recommendation for the award of the Annual Electric System
Underground Construction and Maintenance Bid for Labor services to Pedro S.S. Services,
Inc. of Austin, Texas, in the estimated amount of $3,500,000.00. -- Paul Elkins, Energy
Services Manager
Discussion: Elkins stated contract is for labor only. Their 5-year renewals are complete; ending
October 1st. Item was bid out this year. Two vendors attended the pre-bid conference; actually
one showed up a week early but didn’t return on the actual date. Only 1 bid received by deadline
from Pedro SS. They have provided great service over the last five years and staff recommends
approval of new contracts. Fought asked for further details on processes, noting he is new to the
GUS approval process for contracts and renewals. Elkins/Eason explained approvals go through
GUS and then straight to Council. They do not go to another board for review. Pastor asked and
Elkins/Briggs/Dishong explained bid process for projects, noting contracts are based on unit costs
and up to a certain dollar amount. Payment is made at completion of projects based on those unit
costs. Elkins noted Pedro has offices in Round Rock, TX; work is CIP and maintenance work. No
additional questions. Motion by Pastor, seconded by Mapes to approve the award of the
Annual Electric System Underground Construction and Maintenance Bid for Labor
services to Pedro S.S. Services, Inc. of Austin, Texas, in the estimated amount of
$3,500,000.00. Approved 7-1-0 (Kostka absent)
G. Consideration and possible recommendation to renew the annual agreement for Material
Acquisition to purchase electric distribution, fiber and substation materials for the FY 2014-
2015 from Techline Ltd. under their contract with the Lower Colorado River Authority
(“LCRA”) Electric Material Acquisition Program in the estimated amount of $ 3,890,000.00. -
- Paul Elkins, Energy Services Manager
Discussion: Elkins stated agreement is for utilization of the LCRA bid with various vendors,
which allows the City to use those bids instead of going out to bid. LCRA awarded their bid to
Techline again this year. Yaeger asked and Elkins clarified these are estimated costs of materials
for this year’s projects. Pastor asked and Elkins confirmed the City has previously used Techline.
Motion by Fought, seconded by Pastor to renew the annual agreement for Material
Acquisition to purchase electric distribution, fiber and substation materials for the FY
2014-2015 from Techline Ltd. under their contract with the Lower Colorado River
Authority (“LCRA”) Electric Material Acquisition Program in the estimated amount of
$3,890,000.00. Approved 7-1-0 (Kostka absent)
H. Consideration and possible recommendation to approve the annual task orders: Task Order
MEI-15-001 for Planned Capital Improvement Projects in the amount of $550,000.00, Task
Order MEI-15-002 for Electric System Engineering Planning and Engineering Assistance in
the amount of $150,000.00 and Task order MEI-15-003 for New Development Engineering
and Design Assistance in the amount of $400,000.00 with McCord Engineering, Inc., of
College Station, Texas, for professional engineering services. -- Paul Elkins, Energy Services
Manager
Discussion: Elkins explained the three Task Orders for engineering services for distribution
extensions, explaining scope of work for each. McCord has been used for a number of years and
continue to provide good service. They are readily available for meetings, etc. Yaeger asked and
Elkins/Briggs verified the City has used McCord for over 25 years. They have recently add ed a
Georgetown office. Yaeger also asked about budget and year-end approvals for expenses and
Briggs explained these are all in the new FY budget which has recently been approved by
Council. By the board’s approval now and Council approval at the next meeting, this allows
business to proceed through a seamless process when October 1st arrives for the start of FY 2014-
2015. Briggs further explained this process for the benefit of new board members. Eason asked
and Briggs also explained reason for items coming to GUS board that do not need to go to GGAF
Board; they then continue to Council. Eason also explained open meetings laws and the number
of Council members allowed to sit on Board; we have to be careful to not exceed the allowed
numbers which could be considered a quorum of the Council. No further discussion. Motion by
Pastor, seconded by Mapes to approve the annual task orders: Task Order MEI-15-001 for
Planned Capital Improvement Projects in the amount of $550,000.00, Task Order MEI-
15-002 for Electric System Engineering Planning and Engineering Assistance in the
amount of $150,000.00 and Task order MEI-15-003 for New Development Engineering
and Design Assistance in the amount of $400,000.00 with McCord Engineering, Inc., of
College Station, Texas, for professional engineering services. -- Paul Elkins, Energy
Services Manager Approved 7-1-0 (Kostka absent)
I. Consideration and possible recommendation to renew annual contracts for Tree Trimming
and Vegetation Management Bid to National Tree Expert Company, Inc. of Burnet, Texas, in
the estimated amount of $310,000.00. -- Glenn W. Dishong, Utility Director
Discussion: Dishong stated this is the final renewal of contract bid or tree trimming. Yaeger
asked and Dishong stated this was a 5 year contract. Dishong explained services are also used by
Parks and Streets departments; the majority is used by Electric. They have performed well for the
City. Motion by Mapes, seconded by Pastor to renew annual contracts for Tree Trimming
and Vegetation Management Bid to National Tree Expert Company, Inc. of Burnet,
Texas, in the estimated amount of $310,000.00. Approved 7-1-0 (Kostka absent)
J. Consideration and possible recommendation to amend the contract with the CH2M HILL
for the management, operation, and maintenance of the City’s water and wastewater
facilities for the period starting October 1, 2014 through September 30, 2015 in the amount of
$3,333,220.48. -- David W Thomison, Water Services Manager / Glenn W. Dishong, Utility
Director
Discussion: Thomison provided history as previous work was split with two vendors, Brazos
River Authority and CH2M HILL (OMI) due to savings at that time. When this was re-bid,
significant cost savings were seen through one contract. Pastor asked the difference of work city
employees perform and work done through contract. Dishong stated this is for treatment plant
operations, were as city employees handle distribution and collection systems. Prices are unit
pricing/volumetric as specified in the contract. Thomison provided additional details of how
calculations are prepared for contract. Fought asked and Dishong confirmed we own the plants
and contract out for maintenance and operations. Briggs further commented on pros/cons of
doing work in-house vs contracted out; more cost effective. Motion by Fought, seconded by
Pastor to amend the contract with the CH2M HILL for the management, operation, and
maintenance of the City’s water and wastewater facilities for the period starting October
1, 2014 through September 30, 2015 in the amount of $3,333,220.48. Approved 7-1-0
(Kostka absent)
K. Consideration and possible recommendation to award a contract to Excel Construction
Services, LTD of Leander, Texas for the construction of the Sequoia Spur EST (elevated
water storage tank), pumping and piping improvements in the amount of $4,830,250.00. --
Wesley Wright, P.E., Director of Engineering / Michael Hallmark, Project Manager
Discussion: Wright first introduced new city engineer, Chelsea Solomon, who recently joined the
team. Wright gave details of project and location. Competitive bids were received. Excel has
performed work for us before and has done well. Some discussion on tank color and Wright
explained. Briggs further commented as to why desert sand paint color was chosen. Further
discussion continued. Motion by Pastor, seconded by Stump to award a contract to Excel
Construction Services, LTD of Leander, Texas for the construction of the Sequoia Spur
EST (elevated water storage tank), pumping and piping improvements in the amount of
$4,830,250.00. Approved 7-1-0 (Kostka absent)
L. Consideration and possible recommendation to approve the contract for the Edwards
Aquifer Recharge Zone (EARZ) – 2013-2014, Wastewater Rehabilitation to IPR South
Central, LLC of Houston, Texas, for the amount of $1,622,753.50. -- Wesley Wright, P.E.
Director of Engineering / Michael Hallmark, Project Manager
Discussion: Wright explained EARZ stating most of Georgetown sits over the Edwards Aquifer
Recharge Zone and we are required to inspect….see recording. He explained process of
inspecting, reporting, creating bid for work, bid out, etc. No further discussion. Motion by
Fought, seconded by Pastor to approve the contract for the Edwards Aquifer Recharge
Zone (EARZ) – 2013-2014, Wastewater Rehabilitation to IPR South Central, LLC of
Houston, Texas, for the amount of $1,622,753.50. Approved 7-1-0 (Kostka absent)
M. Discussion related to long term State and Regional water planning process as it relates to
water resources for GUS and CTSUD service territories. - Jim Briggs, General Manager,
Utilities
Discussion: Briggs stated this educational information was requested by Councilman Fought.
Briggs reviewed report provided in packet and explained how regions are divided and are made
up of board members for regional planning committees. These are managed through local
regional authorities, such as Brazos River Authority. Briggs noted our area is located in Region G
of the plan. Region G is currently going through the process to consider updates to the 2011 Plan.
A lot of factors and considerations go into the planning process. The Plan shows water supply
and costs available within the region. This includes recommended strategies and implementation
of the plan. Briggs discussed various considerations for future planning and the inclusion of the
recently acquired CTSUD service district. Additional discussion continued.
Zavala departed meeting at 2:14PM
Fought discussed extreme conditions and his concern the model does not allow for those
situations. He would like to see the Plan address extreme scenarios. Various discussions from
board members regarding overall water usage issues. No further discussion.
Thomison and Dishong departed at 2:27PM
Adjournment
Motion by Fought, seconded by Pastor to adjourn the meeting. Approved 7-1-0 (Kostka absent)
Adjourned at 2:20PM
__________________________ _____________________________
Arthur Yaeger – Board Chair Bill Stump – Secretary
_________________________________
Sheila K. Mitchell, GUS Board Liaison