HomeMy WebLinkAboutMinutes_GUS_08.12.2011
Minutes of the Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Friday, August 12, 2011
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Friday ,
August 12, 2011.
Board Members Present:
John Nett - Chair, Fred Beach - Secretary, Patty Eason, Brian Lindsey, Arthur Yaeger
Board Members Absent:
Bill Sattler, Robert Young
Staff Present:
Michael Hallmark, Paul Elkins, Jimmy Sikes, David Thomison, Chris Foster, Peggy Leatherman, Sheila
Mitchell
OTHERS PRESENT: David Collinsworth/Brazos River Authority, Gene Chisum/OMI (joined at 2:15pm)
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 2:00PM
I. STAFF BOARD COMMENTS/QUESTIONS:
(This is a short informational time regarding items where specific actions are not requested or needed)
A. Introduction of Visitors -- David Collinsworth/BRA, Gene Chisum/OMI
B. Project Progress Reports
Discussion: Hallmark noted all projects are included in packets.
-- Council Actions
C. Industry Updates -- none given
II. LEGISLATIVE REGULAR AGENDA:
(This is for specific action items considered by the Board – greater than $50,000 in value)
D. Review and possible action to approve the minutes from the regular GUS Board meeting held
on July 8, 2011. -- Sheila Mitchell
Discussion: None
Action: Motion by Beach, seconded by Lindsey to approve the minutes from the regular
GUS Board meeting held on July 8, 2011.
Approved: 5-0-2 (Sattler, Young absent)
E. Consideration and possible recommendation to award the Annual Electric System Overhead
Construction and Maintenance Bid to various vendors in the estimated amount of
$2,350,000.00. -- Paul Elkins
Discussion: Elkins explained this year staff recommends awarding bid to multiple
vendors based on their cost effectiveness per project, which allows the City to be more
flexible in project distribution for prompter response to construction needs and increases
the availability of support staff to assist the City during major system outages. Elkins
reviewed the bids and proposed projects for next fiscal year. Elkins noted final projects
will be approved at Council Budget approval meetings in August and Septem ber;
therefore this item will move to Council in September. Pricing over all from last year to
this year went down. Beach asked and Elkins responded all 3 companies can provide the
same service, therefore we will evaluate each as projects are ready to begin and
determine availability, cost, etc. at time of moving forward on project. Beach asked and
Elkins stated this item will lock in costs at this time to prepare for action on projects once
approved. Beach asked and Elkins explained reasons we are no longer working with the
former vendor, H&B Construction. Beach asked and Elkins stated the City does not have
any direct experience with the three new proposed vendors. Nett noted the other firm
Willbros T&D Services did not appear to have experience with the City and Elkins noted
they were formerly Flowers Construction; references were not favorable.
Action: Motion by Yaeger, seconded by Beach to award the Annual Electric System
Overhead Construction and Maintenance Bid to various vendo rs in the estimated
amount
of $2,350,000.00.
Approved: 5-0-2 (Sattler, Young absent)
F. Consideration and possible recommendation to award the bid for the purchase of two
(2) scheduled replacement service buckets from Altec, Inc. of Creedmoor, NC in the total amount
of $234,192.00. – Paul Elkins, Energy Services Manager
Discussion: Elkins explained items F and G would normally go before a different Board
which handles vehicles, however they are coming to GUS and then on to Council on
September 13th to expedite delivery due to lengthy lead time. Beach inquired if GUS
Board was allowed to approve these items and Elkins stated he was directed to bring to
GUS by Briggs in order to move forward as the Board would not be meeting in time for
vehicles to be ordered and meet delivery time. Elkins explained the agreement is for the
approval to move forward with initiation of the order with the option, if not approved
by Council, the vehicle purchases can be cancelled with no penalties to the City. Elkins
explained customization is done further down the build process so if we are not able to
proceed after they go to Council, they can stop the process and resell the vehicles.
Further discussion continued on specifications of the vehicles and looking to alternative
fueled vehicles for future purchases.
Action: Motion by Beach, seconded by Yaeger to recommend to Council to award the bid
for the purchase of two (2) scheduled replacement service buckets from Altec, Inc., of
Creedmoor, NC in the total amount of $234,192.00.
Approved: 5-0-2 (Sattler, Young absent)
G. Consideration and possible recommendation to award the bid for the purchase of a digger
derrick from Altec, Inc. of Creedmoor, NC in the amount of $175,614.00. – Paul Elkins, Energy
Services Manager
Discussion: Elkins noted this request is based on a Service level increase for Fiscal
Year 2011/2012. Currently we have one digger derrick. Beach asked and Elkins explained
this is for distribution pole setting. Current vehicle is continually breaking down and we
are renting a truck in the meantime as current replacement schedule is not until 2013.
Beach noted his only concerns were discussed in item F. No further discussion.
Action: Motion by Beach, seconded by Lindsay to recommend to Council to award the
bid for the purchase of a digger derrick from Altec, Inc. of Creedmoor, NC in the amount
of $175,614.00.
Approved: 5-0-2 (Sattler, Young absent)
H. Consideration and possible recommendation to amend the contract with the Brazos River
Authority (BRA) for the management, operation, and maintenance of the City’s wastewater
treatment plants for the period starting October 1, 2011 through September 3 0, 2012 with an
operating budget of $1,625,101.00. -- David Thomison
Discussion: Thomison noted the City entered into a 5-year agreement in 2008 with a
yearly review for adjustments in the base fee, volumetric fee and repairs budget.
Increases are within reason. Beach asked and Collinsworth responded volumetric
went down but base went up due to fuel costs and a first time raise in four years for
BRA plant operators. Thomison noted cost is actually $1,625,100 instead of $1,625,101.
Collinsworth also explained the majority of the increase is due to upcoming repairs.
Beach asked and Collinsworth explained estimated costs are for new items that need
to be covered this next year. Collinsworth stated all repairs are itemized and reported
to the City.
Action: Motion by Beach, seconded by Yaeger to amend the contract with the Brazos
River Authority (BRA) for the management, operation, and maintenance of the City’s
wastewater treatment plants for the period starting October 1, 2011 through
September 30, 2012 with an operating budget of $1,625,100.00.
Approved: 5-0-2 (Sattler, Young absent)
I. Consideration and possible recommendation to amend the contract with the CH2M HILL
OMI (OMI) for the management, operation, and maintenance of th e City’s water treatment
plants for the period starting October 1, 2011 through September 30, 2012 with an operating
budget of $1,690,255.70. -- David Thomison
Discussion: Thomison introduced Gene Chisum from CH2M HILL OMI. Thomison
noted this is amendment four to the five year contract. Chisum explained some of
the increased costs due to current parts coming out of France. He further explained
they are working to retro-fit the facility and will then be able to use a US supplier
(Koch Industries) and cut costs in the future. Thomison explained majority of increase
will come from projected volumetric fee. Discussion continued on additional fees,
including labor fees. Nett asked about an apprenticeship program for labor supply
and Chisum and Collinsworth explained they both have had a program in place.
Chisum noted there is a problem finding employees for the industry and all five of
the colleges that held the training, no longer even offer the training. Collinsworth
noted BRA changed their benefits packages to bring in employees. Nett asked and
Chisum provided an update on the impact of the drought, lack of rainfall and
future water supply. Collinsworth spoke on amounts of water being taken out of
lakes on a daily basis. Discussion continued on water quality status and
future treatment plans, pumping and costs of moving water.
Action: Motion by Beach, seconded by Lindsey to amend the contract with the CH2M
HILL OMI (OMI) for the management, operation, and maintenance of the City’s water
treatment plants for the period starting October 1, 2011 through September 30, 2012
with an operating budget of $1,690,255.70.
Approved: 5-0-2 (Sattler, Young absent)
ADJOURN
Motion by Eason, seconded by Lindsey to adjourn the meeting. Meeting adjourned at 2:49PM
Adjournment
The meeting was adjourned at 02:49 PM.
Approved : Attest:
_______________________ ________________________
John Nett - Chair Fred Beach - Secretary