HomeMy WebLinkAboutMinutes_GUS_11.14.2014 Notice of Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
November 14, 2014 at 2:00PM
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Board Members Present: Arthur Yaeger, Chair, Robert Kostka – Vice Chair, Patty Eason, Steve Fought, Bill
Stump, Joyce Mapes, Ed Pastor
Board Members Absent: none
Staff Present: Jim Briggs, Mike Babin, Glenn Dishong, Micki Rundell, Chris Foster, Wesley Wright, Michael
Hallmark, Jimmy Sikes, Kathy Ragsdale, Trina Bickford, Leticia Zavala, David Munk, Christine Fusco,
Becky Huff, Chris Pousson, Casey Lane, Chris Bryce, Mike Maldonado, Mike Stasny, Christina Richison,
Sheila Mitchell
Others Present:
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the
Open Meetings Act, Texas Government Code 551.)
A. Call to Order – Called 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. Reminder to Board about Thursday, December 11, 2014 meeting. – Sheila K. Mitchell, Board Liaison
C. Introduction of Visitors
None
Employee Recognition
– EAM Team
Discussion: Dishong gave update and introduced team who helped bring on the Asset Management
software. Process has been a two year project to bring together. Various city staff took over project
and stepped out of their normal jobs to manage the project. Some completely shifted duties while
others maintained current duties in addition to EAM. About half of the City worked on the project,
which included mapping all our business processes prior to the software and how we wanted them
in the software, creating a hierarchy of all assets to set up in software, creation of a nomenclature to
name everything, performing a huge data collection effort, integration of multiple software suites to
make sure all are talking and determine future needs, establishing a new warehouse transaction
tracking, employee software identification tied to new roles due to process changes. A large part of
the process was Organizational Change Management to make sure team members were prepared
for the roles they were taking on. Dishong introduced various key team members, explaining how
their roles changed to focus on various aspects of the EAM project – Paul Elkins (absent from
meeting/attending Asset Management Conference), Christina Richison, Mike Stasny, Chris Pousson,
Christine Fusco, Casey Lane, Chris Bryce and Becky Huff. Dishong turned presentation over to
Richison, who gave live overview of initial screen of EAM program, known as the ‘start center’. She
detailed some of the assets being tracked and managed and how they are integrated between all the
systems, reviewed some work orders, maps, etc. Various comments and questions. Dishong noted
system allows us to be able to effectively manage assets, schedule preventative maintenance and
automate scheduled assignments for work to be performed. He also stated we have started with
Electric, Water and Wastewater however will move toward a citywide system. Board thanked the
team for their work on this project. EAM staff departed meeting at 2:15PM, with the exception of
Maldonado.
Chapman joined meeting at 2:15PM.
D. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. – Michael
Hallmark, Project Manager
Discussion: Reports in packet and updated. No additional questions.
-- Drought Survivability Study -- Kathy Ragsdale, Conservation Services Manager
Discussion: Ragsdale provided update of program included in packet as well as presentation. She stated this
is a partnership with Texas A&M Water Conservation Center in San Antonio, the Texas Water Foundation, the
City of San Antonio, San Antonio Water System and San Antonio River Authority. Project runs through
November of this year through October 2016. We will be building our own drought simulator which will have
two beds with various soil depths. Ragsdale provided location of beds to be installed. Project will begin soon.
Preparations are being made by Streets Department for set up of enclosure. Plants should be in ground by
January and start actual project in May. Will run about 9 months and track recovery on plants. Pastor
commented about ten years ago Chisholm Trail put in a variety of plants and shrubs to measure water; not
sure how much this was used or studied. This might be something to check into as well.
-- Status and timeline update on the Customer Information System (CIS) billing system replacement project. --
Leticia Zavala, Customer Care Manager/Micki Rundell, Chief Financial Officer
Discussion: Rundell gave introduction about CIS project, noting RFP has been done and results will be
coming forward to board. Project will be broken into various phases. Zavala spoke on focus of getting new
system in place especially with challenges of bringing on CTSUD and work on the EAM p roject. Since staff
resources were being utilized for those projects, we used time to assess the CIS project needs in more detail
and chose to utilize the RFP process to hire a consultant. Zavala spoke on the phases of project. Fought asked
about work load and commented on cost profile. Rundell spoke on financial aspects and pieces of proj ect at a
time because Financial System (FS) will be the next need after CIS is implemented. Additional discussion by
board continued. Babin spoke on how the process opened up how everyone interfaced together and how
duties cross-over during a new project. He stated it has been great to see how it all came together. Eason
commended Briggs/Rundell for their management, direction and diligence on these projects; including hiring
the right people needed to do the job, and collaboration of departments working together; a huge benefit to
the citizens of the COG.
E. Industry Updates
Discussion: Briggs provided updates from Public Utility Commission regarding guidelines/approvals for
extension of utility lines. We will be working with others across the state to challenge these guidelines in the
upcoming legislature. Briggs also updated on Region G Water Planning Board meeting. He spoke about an
agreement San Antonio has signed for water needs.
Munk departed meeting at 3:00pm and returned at 3:05PM. Chapman departed meeting at 3:10PM
Briggs further spoke about looking at water from other areas and the Brazos Basin in regards to its close
proximity to the Red River and the large amount of water available. There’s consideration of moving water
from the Red River into Brazos Basin to meet needs. Dishong stated 600,000 acre feet. Briggs further discussed.
Kostka asked and Briggs noted the decision to do this would be made through TCEQ and would be expected
to end up involving the legislature. Pastor asked how much more water is available in the Red River than
what Brazos has now and Briggs/Babin/Dishong further discussed.
Dishong gave presentation on current lake levels. He reviewed current levels, pipeline operations, projections
and history of record droughts, recent and current demands. He discussed how drought restrictions are being
and will be affected in the future. Some additional questions by the board were discussed in regards to the
public asking questions about lifting restrictions. The City may decide to continue with restrictions as the
norm.
Legislative Regular Agenda
The Board will individually consider and possibly take action on any or all of the following items:
F. Review and possible action to approve the minutes from the Regular GUS Board meeting held on October 10,
2014. – Sheila K. Mitchell, GUS Board Liaison
Discussion: None. Motion by Eason, seconded by Fought to approve the minutes from the Regular GUS
Board meeting held on October 10, 2014. Approved 7-0-0
G. Discussion and possible recommendation to clarify inconsistencies and amend requirements in the distributed
renewable electric generation section 13.04.083 of the Electric Rate Ordinance pertaining to solar installations. --
Leticia Zavala, Customer Care Manager/Kathy Ragsdale, Conservation Services Manager/Mike Babin, Deputy
General Manager of Utilities
Discussion: Zavala gave history from last month’s meeting, noting revisions made from suggestions provided
by the board. Some additional revisions will be coming from an overall view for additional needs, which will
come back at a later date. Stump commented on net metering being cleared up. Stump also commented on
qualified installers and asked about Texas Renewable Energy Industries Association and suggested attending
one of their meetings. He further commented on licensing requirements, insurance, registration, etc. He stated
we may need to meet the state laws on this. Stump provided additional background of solar industry.
Maldonado stepped out at 3:22PM and returned at 3:25PM.
Stump asked about how/who can install, etc. Ragsdale spoke to this and commented regarding Michael Kuhn,
who is helping set up the rules for interconnection package. He wrote the Austin interconnect package. Stump
provided a package of information to Ragsdale and suggested running this through legal counsel. Yaeger
clarified what is needed from the Board. Ragsdale clarified changes.
Hallmark and Munk departed at 3:32PM. Munk returned at 3:33PM.
Further discussion continued to coordinate ordinance with UDC and board asked for clarification of verbiage
needed for motion. Babin noted specifics pertaining to line E2. Zavala suggested a motion to recommend to
council removing line E2. Fought felt board needed to see this one more time after cleaning up language,
before moving forward to Council. Further discussion continued. Briggs noted we will clean up language,
work with Stump, consultant and Legal to finalize and return to Board and Council.
No action taken. Item will be brought back to board at future meeting when clarified.
H. Discussion and possible recommendation regarding a franchise agreement for Atmos Energy. -- Christopher
Foster, Manager of Resource Planning and Integration
Discussion: Foster provided update to status of franchise agreement, noting both outside and inside legal
counsel reviewed. No current agreement reached now. Suggested to extend on a month to month basis to
continue to work out changes to franchise agreement. Pastor asked and Foster explained points they have not
been able to agree upon. Briggs provided additional comments. Motion by Fought, seconded by Kostka to
approve a franchise agreement for Atmos Energy. Approved 7-0-0
Yaeger thanked the staff for all their presentations today. Thanked the staff for the lovely Christmas ornaments.
Motion by Pastor, seconded by Kostka to adjourn. Meeting adjourned at 3:44PM.
Adjournment
__________________________ _____________________________
Arthur Yaeger – Board Chair Bill Stump – Secretary
_________________________________
Sheila K. Mitchell, GUS Board Liaison