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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 The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participation at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 808 Martin Luther King, Jr. Street, Georgetown, TX 78626 for additional information: TTY users route through Relay Texas at 711. 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