HomeMy WebLinkAboutMinutes_GUS_03.11.2011
Minutes of the Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Friday, March 11, 2011
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Friday , March
11, 2011.
Board Members Present:
John Nett - Chair, Fred Beach, Patty Eason, Brian Lindsey, Bill Sattler, Arthur Yaeger, Robert Young
Board Members Absent:
Staff Present:
Glenn Dishong, Paul Elkins, David Thomison, Michael Hallmark, Chris Foster, Trina Bickford, Sheila
Mitchell
Minutes
Regular Meeting
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, 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.
CALL TO ORDER Called to order at 2:01PM
I. STAFF BOARD COMMENTS/QUESTIONS:
(This is a short informational time regarding items where specific actions are not requested or needed)
A. Introduction of City Staff, Board Members and Visitors
B. Meeting Process
Discussion: After no discussion, Nett noted items N, O & P are being pulled from
today's agenda as there is no discussion for those items.
Action: None
C. Project Progress Reports
Discussion: Michael Hallmark presented reports included in Board packets noting
construction has started on the Lake Water Treatment Plant.
-- Council Actions - update included in packets.
D. Industry Updates
Discussion: Dishong noted gas prices remain low. In regards to water, it is expected
to be a dry year. There is a possibility for legislation to be introduced regarding water
this year. There was discussion on water level of Lake Georgetown and Brazos River
Authority's (BRA) new larger pumps will be installed by mid-summer. Beach asked
and Dishong responded BRA makes decision on pumping level. Beach asked what are
the parameters for pumping level? Nett asked and Dishong answered there are no
in-stream flow requirements for San Gabriel river. Further discussion continued on
this matter. Sattler asked and Dishong responded the responsibility of the Corp of
Engineers is for flood control and dam management. Beach inquired in regards to what
economic value, if any, Lake Georgetown provides to the City? Sattler reminded the
Board that members can ask staff to make a presentation on a specific subject, by
requesting an item be placed on a future GUS Board agenda for discussion. The Board
will take this into consideration and Beach noted there was no need at the time to
place an item on the upcoming agenda.
II. LEGISLATIVE REGULAR AGENDA:
(This is for specific action items considered by the Board – greater than $50,000 in value)
E. Board nominations and election of Vice -Chair of the GUS Board. -- John Nett
Discussion: Sattler nominated Bob Young. No other nominations. Young accepted
nomination.
Action: Motion by Sattler, seconded by Beach to elect Bob Young as Vice-Chair of
the GUS Board.
Approved: 6-0-0-1 (Young abstained)
F. Board nominations and election of Secretary of the GUS Board. -- John Nett
Discussion: Young nominated Fred Beach. No other nominations. Beach accepted
nomination.
Action: Motion by Young, seconded by Sattler to elect Fred Beach as Secretary of
the GUS Board.
Approved: 6-0-0-1 (Beach abstained)
G. Review and possible action on Day and Time of GUS Board meetings. -- John Nett
Discussion: Nett discussed history of setting current GUS Board meeting day and
time. He stated the regular scheduled meeting of the GUS Board is held on the 2nd
Friday of each month.
Action: Motion by Sattler, seconded by Beach for confirmation of the regular
scheduled GUS Board meeting held on the 2nd Friday of each month.
Approved: 7-0-0
H. Review and possible action to approve the minutes from the regular G US Board meeting held
on February 11, 2011 and the Special GUS Board meeting held on February 23, 2011.
-- Sheila Mitchell
Discussion: None
Action: Motion by Young, seconded by Sattler to approve the minutes from the regular
GUS Board meeting held on February 11, 2011 and the Special GUS Board meeting held
on February 23, 2011.
Approved: 7-0-0
I. Consideration and possible recommendation to approve the contract for the 2006 Annexation
Phase III to QRO Mex Construction Co., Ltd. of Granite Shoals, Texas in the amount of
$700,875.28. -- Michael Hallmark/David Thomison
Discussion: Hallmark noted this is final phase of 2006 annexation. The project is located
in 2 areas. It was publicly advertised in January. There were nineteen (19) plan hol ders,
five (5) of which were from plan rooms. The City received eleven (11) bids. For benefit of
the two new Board members, Dishong discussed background on 2006 annexation project.
Young asked and Dishong answered projects have come in under budget. Beach asked
and Hallmark noted QRO does not have any experience with the City of Georgetown.
Beach asked if there would be a benefit to have the vendor who completed the work on
the first two phases, complete the work on this final phase? Dishong noted during the
bidding process, we cannot disqualify a vendor for not having a history with the City.
Action: Motion by Young, seconded by Eason to approve the contract for the 2006
Annexation Phase III to QRO Mex Construction Co., Ltd. of Granite Shoals, Texas in the
amount of $700,875.28.
Further discussion: Sattler asked and Hallmark stated QRO Mex Construction was also
the staff recommendation for this project.
Approved: 6-0-0-1 (Beach abstain)
Further discussion: Further discussion continued by Board members regarding any
concerns staff may have in working with a new vendor due to no previous history
with the City. Dishong stated bids were thoroughly reviewed through the qualification
process and staff was comfortable with the recommendation.
J. Consideration and possible recommendation of award of the City’s annual Water and
Wastewater Pipe and Fittings blanket order, Bid No. 201107 to the various bi dders for an
estimated amount of $128,228.63. -- David Thomison
Discussion: Thomison noted approximately fifty (50) companies were contacted to
provide bids. Five (5) vendors responded; bids came in a little lower than last year.
Parts will be housed in the City warehouse for staff access as needed for repairs.
Dishong noted this is an annual bid for restocking of materials. Nett asked and
Bickford responded packets were sent out to all vendors who self register on the
Georgetown Bid site.
Action: Motion by Young, seconded by Sattler for award of the City’s annual Water
and Wastewater Pipe and Fittings blanket order, Bid No. 201107 to the various
bidders for an estimated amount of $128,228.63, with an option to renew for an
additional year if current prices are maintained at their current rate.
Approved: 7-0-0
K. Consideration and possible recommendation to renew contracts for the Electric System
Underground Construction & Maintenance and the Electric System Trenching & Conduit
Installation Labor to Pedro S.S. Services, Inc. of Austin, Texas, in the estimated amount of
$477,000.00. -- Paul Elkins
Discussion: Elkins noted item is for 1st renewal and will go until Sept 30th, to
coincide with City's fiscal year. Then subsequent renewals will follow the
October 1st - September 30th fiscal year. This is a not to exceed agreement.
Dishong explained for new members, this is how infrastructure is handled in
Georgetown; outsourced labor as needed. Yaeger asked and Dishong explai ned
the City does have staff that monitor projects, perform some construction and
handle maintenance on the system; this agreement acts as a supplement to
City staff.
Action: Motion by Beach, seconded by Young to renew contracts for the Electric System
Underground Construction & Maintenance and the Electric System Trenching & Conduit
Installation Labor to Pedro S.S. Services, Inc. of Austin, Texas, in the estimated amount of
$477,000.00.
Approved: 7-0-0
L. Consideration and possible recommendation to award the Tree Trimming and
Vegetation Management Bid to National Tree Expert Company, Inc. of Burnet, Texas, in the
estimated amount of $180,000.00. -- Paul Elkins
Discussion: Elkins stated this item is for the expiration of the current contract. A total of
nine (9) bids were received of which five (5) were no bids, two (2) were incomplete and
National Tree, who is the current vendor presented the most responsive bid, for a 1 -year
agreement with optional five (5) 1-year renewals. This year's contract has been modified
with the assistance of the City Forester, to allow Parks and Streets departments to utilize
the same contract/bid within certain funds assigned. This is short term renewal for this
fiscal year. Then will come back in October for a renewal to coincide with new fiscal year.
Yaeger asked and Elkins explained how issues are handled with environmentalists when
they question destruction of trees, etc., stating processes are in place fo r treatment of trees
and equipment during trimming, herbicide application, etc. Eason noted we ask vendors
to have certified arborists on staff. Lindsey asked and Elkins clarified question on
number of entities on bid tab. Sattler asked and Elkins cl arified funds set aside for Parks
and Streets.
Action: Motion by Young, seconded by Beach to award the Tree Trimming and
Vegetation Management Bid to National Tree Expert Company, Inc. of Burnet, Texas, in
the estimated amount of $180,000.00.
Approved: 7-0-0
M. Consideration and possible action to approve Task Order MEI -11-005 with McCord
Engineering, Inc. of College Station, Texas, for professional services related to current
Unplanned Capital Improvement Projects for the City of Georgetown's Electrical System for
an amount not to exceed $600,000.00. - Paul Elkins
Discussion: Elkins stated Task Order is for definition of Consultant Engineers for
unplanned projects as they come up throughout the year. Consultant provides
staking, construction plans, estimation of materials, mapping for our internal
mapping software and or Outage Management System. A consultant is used as
current staffing does not allow us to perform in-house. McCord has been working
with City for years and does a good job. The City has been seeking a viable candidate
for an in-house engineer for the last 9 months, however due to specific requirements
and parameters we have not been able to fill the position. Beach asked and Dishong
responded needs, requirements for a PE/EE are limited to applicants we've received.
Therefore consultant is being utilized for their broad experience. We are considering
revising requirements, changing processes for our design work, etc. Sattler inquired
and Dishong responded regarding consideration of salary level? Elkins stated this
item is development related, therefore majority of the costs will be reimbursed.
Nett asked and Dishong responded in regards to pre-qualification list and how it is
utilized depending on project to be done.
Action: Motion by Beach, seconded by Sattler to approve Task Order MEI -11-005 with
McCord Engineering, Inc. of College Station, Texas, for professional services related to
current Unplanned Capital Improvement Projects for the City of Georgetown's Electrical
System for an amount not to exceed $600,000.00.
Approved: 7-0-0
Question by Beach regarding status of item from last GUS Board special session. Dishong/Foster
commented item went to Council in Execut ive Session and was passed out of Executive Session.
Beach noted in regards to legislative items, he is receiving comments from people in Washington, D.C.
pertaining to what we are doing with our LCRA agreement. Sattler noted he is also receiving emails
from local constituents both positive and negative on LCRA. Beach further commented on the level of
interest and knowledge outside of Georgetown on how we are handling this issue.
III. STRATEGIC ISSUES:
N. Discussion of the 2011 Texas Legislative Session. -- Jim Briggs
ITEM PULLED FROM AGENDA
IV. RATES:
EXECUTIVE SESSION Called to order
Sec.551.086 Competitive Matters
The GUS Board will go into Executive Session under Chapter 551 of the Texas Government Code to
discuss matters or take action on a "competitive matter" of the Energy Services Department as provided
under Section 551.086
O. Discussion related to City of Georgetown Power Supply bids beyond 2016. -- Jim Briggs
ITEM PULLED FROM AGENDA
RETURN TO REGULAR SESSION
P. Action from Executive Session.
NONE
Motion by Sattler, seconded by Beach to adjourn. Approved 7 -0-0. Adjourned at 3:01PM.
ADJOURN
Adjournment
The meeting was adjourned at 03:01 PM.
Approved : Attest:
_______________________ ________________________
John Nett - Chair Fred Beach - Secretary