HomeMy WebLinkAboutMinutes_GUS_10.11.2019Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
October 11, 2019 at 2:OOPM
at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown, TX
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Board Members Present: Ed Pastor — Chair, John Copelan — Vice Chair, Edward Wiley —
Secretary, Steve Fought, Arthur Yaeger, David Maserang
Board Members Absent: Mike Cunningham
Staff Members Present: Glenn Dishong, Daniel Bethapudi, Wesley Wright, Michael Hallmark,
Mike Westbrook, Mike Welch, Laurie Brewer, David Thomison, Brian Mikulencak, Chelsea
Solomon, Mike Maldonado, Mike Bezner, Cheryl Turney, Paul Conomos, Sheila Mitchell, Paul
Diaz
Others Present: Trae Sutton/KPA
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 2:00p.m.
The 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
— Trae Sutton/KPA and staff introductions around room. Pastor announced this was Maserang's last
meeting; resignation due to relocation. Board thanked him for his service; he will be missed.
Employee Recognition -
-- Brewer introduced Daniel Bethapudi, new Electric General Manager, started with the City on
October 7. He comes from College Station Electric Utility after 6 years and previously an electric co-
op for 4 years. In the industry for about 15 years. He enjoys the financial side of the business. Board
welcomed Bethapudi to the City.
C. October 2019 GUS CIP Project Updates and September Council Actions — Wesley Wright, P.E.,
Systems Engineering Director/Michael Hallmark, CIP Manager
Wright noted reports in packets, gave brief updates on each. Maserang asked about taking down old
Sun City tank and Wright noted will be taken down early 2020. No further questions from board
members.
D. Industry Updates
Dishong noted no specific industry updates to provide. Stated he, Bethapudi, Zavala and Wright met
regarding this section of the agenda. They offer a new suggestion of providing information regarding
utility updates which will set the context for future spending decisions regarding CIP project
expenditures and/or rates. Would like to present new format possibly next meeting. Dishong also
noted metrics used to measure our performance, which will eventually be shared citywide with the
public. Board seemed receptive to new information to be provided. Fought would especially like to
see metrics regarding new billing system.
Legislative Regular Agenda.
The Board will individually consider and possibly take action on any or all of the following items:
E. Public Wishing to Address the Board
On a subject that is posted on this agenda: Please fill out a speaker registration form which can be found on the
table at the entrance to the Board Meeting. Clearly print your name and the letter of the item on which you wish
to speak and present it to the Staff Liaison, prior to the start of the meeting. You will be called forward to
speak when the Board considers that item. Only persons who have delivered the speaker form prior to the
meeting being called to order may speak.
On a subject not posted on the agenda: Persons may add an item to a future Regular scheduled Board agenda
by filing a written request with the Staff Liaison no later than one week prior to the Board meeting. The
request must include the speaker's name and the specific topic to be addressed with sufficient information to
inform the board and the public. Only those persons who have submitted a timely request will be allowed to
speak. For Board Liaison contact information, please logon to h s:l! overnment. eor et wn.or eor etown-
utility-system-advisory-hoardRusl.
- No persons signed up to address the board.
F. Review and possible action to approve the minutes from the Regular GUS Board meeting held on
September 13, 2019. — Sheila K. Mitchell, GUS Board Liaison
Minutes were considered for approval. No questions or revisions. Motion by Maserang, seconded
by Copelan to approve the minutes from the Regular GUS Board meeting held on September 13,
2019. Approved 6-0-1 (Cunningham absent)
G. Consideration and possible recommendation to authorize the expenditure of funds for the purchase of
single phase electric meters and water modules for the Advanced Meter Infrastructure system for an
annual estimated expenditure of $800,000 from Elster Solutions, LLC, pursuant to the
Settlement/Compromise Agreement between the City of Georgetown and Elster Solutions approved
by Council on November 27, 2018. — Glenn W. Dishong, Utility Director
Dishong provided update on the continuation of the settlement agreement with Elster previously
approved by Council. This is a direct sole source purchase. Due to the settlement agreement, these
are lower prices than what we was previously received from either Elster or our normal channel for
meters. Yaeger asked and Dishong noted a 10-year time frame is considered for the impact fee study;
5 year for CIP projects and then yearly growth when making predictions. Motion by Wiley,
seconded by Copelan to authorize the expenditure of funds for the purchase of single phase electric
meters and water modules for the Advanced Meter Infrastructure system for an annual estimated
expenditure of $800,000 from Elster Solutions, LLC, pursuant to the Settlement/Compromise
Agreement between the City of Georgetown and Elster Solutions approved by Council on November
27, 2018. Approved 6-0-1 (Cunningham absent)
H. Consideration and possible recommendation to approve the third renewal for sludge and bio-solids
transport and disposal services, with Sheridan Environmental, LLC, in an amount not to exceed
$556,234.87. — Mike Welch, Plant Operations Superintendent
Welch presented item request for third renewal services with Sheridan. Noted costs are going down
due to decreased need to remove liquids. Motion by Yaeger, seconded by Copelan to approve the
third renewal for sludge and bio-solids transport and disposal services, with Sheridan
Environmental, LLC, in an amount not to exceed $556,234.87. Approved 6-0-1 (Cunningham absent)
I. Consideration and possible recommendation to approve a renewal for contracted wastewater
laboratory services, with Pollution Control Services Laboratory in the estimated amount of
$74,508.00. — Mike Welch, Plant Operations Superintendent
Welch presented item request for the first renewal for wastewater lab services. These are regulatory
required testing. Wiley asked and Welch stated occasionally a test fails due to the high volume of
tests performed. Motion by Maserang, seconded by Wiley to approve a renewal for contracted
wastewater laboratory services, with Pollution Control Services Laboratory in the estimated amount
of $74,508.00. Approved 6-0-1 (Cunningham absent)
J. Consideration and possible recommendation to renew the Tree Trimming and Vegetation
Management Contract to National Tree Expert Company, Inc. of Burnet, Texas, in the estimated
amount of $280,000.00. — Mike Westbrook, Electric Operations Manager
Westbrook provided information on tree trimming and vegetation management for the third year
renewal. Overhead powerline tree trimming for 494 miles we maintain, to provide reliability of
electric service. National does a great job, stays on schedule and very responsive. Pastor commented
on oak wilt west of Georgetown and timing of trimming. Westbrook noted National Tree has an
arborist on staff to monitor that situation and is a requirement of their contract. Motion by Maserang,
seconded by Copelan to renew the Tree Trimming and Vegetation Management Contract to National
Tree Expert Company, Inc. of Burnet, Texas, in the estimated amount of $280,000.00. Approved 6-0-1
(Cunningham absent)
K. Consideration and possible recommendation to approve the second renewal for Brush Trimming and
Removal Services to Austex Tree Service, Inc., of Round Rock, Texas in the estimated amount of
$100,000.00. — Mike Westbrook, Electric Operations Manager
Westbrook provided request for second renewal for vegetation management around pad mount
transformers in Sun City. We delayed this service last year due to financial constraints but plan to
start up program again this year. Reliability, safety and identification is any issues. Copelan asked
about process, timeline, etc., Westbrook preparing timeline now and when set, will reach out to
Copelan and neighborhood contacts to distribute program information. Motion by Wiley, seconded
by Copelan to approve the second renewal for Brush Trimming and Removal Services to Austex Tree
Service, Inc., of Round Rock, Texas in the estimated amount of $100,000.00. Approved 6-0-1
(Cunningham absent)
L. Consideration and possible recommendation to continue utilizing the annual agreement for LCRA
Material Acquisition to purchase electric distribution, fiber, water, safety, and substation materials,
hardware, and tools for Fiscal Year 2020 from Techline Ltd. under their contract with the Lower
Colorado River Authority ("LCRA") Electric Material Acquisition Program in the not to exceed
amount of $4,000,000.00 -- Wesley Wright, PE, Systems Engineering Director
Wright explained annual agreement for renewal, piggybacking on the agreement utilized by LCRA,
noting most equipment purchased from Techline. We have used this program for many years and
have a great relationship with them. Motion by Wiley, seconded by Maserang to continue utilizing
the annual agreement for LCRA Material Acquisition to purchase electric distribution, fiber, water,
safety, and substation materials, hardware, and tools for Fiscal Year 2020 from Techline Ltd. under
their contract with the Lower Colorado River Authority ("LCRA") Electric Material Acquisition
Program in the not to exceed amount of $4,000,000.00. Approved 6-0-1 (Cunningham absent)
M. Consideration and possible recommendation to renew the contract for labor services for Outside
Plant Fiber Optic Infrastructure Construction to JC Communications of Cedar Park, Texas, in the not
to exceed amount of $300,000.00 -- Wesley Wright, P.E., Systems Engineering Director
Wright noted renewal is for labor services for the city owned fiber network to city facilities for
communications and internet. Some reimbursements from developers when they come in and need
fiber which our network will need access to. JC Communications have been doing an excellent job for
the city for many years. Copelan asked and Wright noted if we do not renew, we will need to go back
out for bid; not enough in-house expertise for perform all aspects of work. Work is performed on an
as needed basis. Motion by Copelan, seconded by Maserang to renew the contract for labor services
for Outside Plant Fiber Optic Infrastructure Construction to JC Communications of Cedar Park,
Texas, in the not to exceed amount of $300,000.00. Approved 6-0-1 (Cunningham absent)
N. Consideration and possible recommendation to renew the Annual Electric System Underground
Construction and Maintenance Bid for labor services to Pedro S.S. Services, Inc. of Austin, Texas, in
the not to exceed amount of $2,500,000.00 -- Wesley Wright, P.E., Systems Engineering Director
Wright explained renewal for labor of underground electric construction; internal staff is capable to
do some of the work but due to demands, we need additional assistance with labor. They are heavily
relied upon and considered an extension of city staff. Motion by Wiley, seconded by Maserang to
renew the Annual Electric System Underground Construction and Maintenance Bid for labor services
to Pedro S.S. Services, Inc. of Austin, Texas, in the not to exceed amount of $2,500,000.00. Approved
6-0-1 (Cunningham absent)
O. Consideration and possible recommendation to approve Task Order CDM-20-002 for Utility
Evaluation Support, to CDM Smith Inc. in the amount of $55,000.00. -- Wesley Wright, PE, Systems
Engineering Director
Wright explained need to perform utility evaluations when new development comes in. CDM
updates our masterplan/model every 3-5 years, however with new developments assistance is
needed from CDM to allow for those developments. Previous years were under the level required for
board and council approvals, however due to increase in development, higher costs are anticipated.
In order to allow work to continue we are requesting advance approval to not interrupt new
development. Wiley asked and Wright noted CDM provides a good model to serve growth. Pastor
asked and Wright confirmed evaluations are for water and wastewater; McCord Engineering handles
electric. Motion by Wiley, seconded by Copelan to approve Task Order CDM-20-002 for Utility
Evaluation Support, to CDM Smith Inc. in the amount of $55,000.00. Approved 6-0-1 (Cunningham
absent)
P. Consideration and possible recommendation to approve a ContractAmendmentwith Royal Vista, Inc.
of Liberty Hill, Texas for relocating water and wastewater utilities along 7th Street in the amount of
$278,735.00 -- Wesley Wright, P.E., Systems Engineering Director/Michael Hallmark, CIP Manager
Wright updated board on required amendment to the contract, showing location of work to be
performed. Previous Council Chambers, which has been sold. Existing utility lines are in the way for
future development of property; city agreed in sale of property to move lines. Funds are available in
water and wastewater budget as well as contract with Royal Vista. Motion by Copelan, seconded by
Maserang to approve a Contract Amendment with Royal Vista, Inc. of Liberty Hill, Texas for relocating
water and wastewater utilities along 7th Street in the amount of $278,735.00. Approved 6-0-1
(Cunningham absent)
Adjournment
Board again wished Maserang best of luck with his relocation and new endeavors. Motion by Fought,
seconded by Maserang to adjourn. Meeting adjourned at 2:32PM
Ed Pastor — Chair Ed Wiley — Secretary
Sheila K. Mitchell, GUS Board -Liaison