HomeMy WebLinkAboutMinutes_GUS_10.14.2011
Minutes of the Meeting of the
Georgetown Utility System Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Friday, October 14, 2011
The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Friday ,
October 14, 2011.
Board Members Present:
John Nett - Chair, Robert Young - Vice Chair, Patty Eason (departed at 4:17pm), Brian Lindsey, Bill
Sattler, Arthur Yaeger (departed at 2:56PM)
Board Members Absent:
Fred Beach - Secretary
Staff Present:
Jim Briggs. Glenn Dishong, Michael Hallmark, David Thomison, Jimmy Sikes, Micki Rundell, Chris
Foster, Leticia Zavala, Trina Bickford, Sheila Mitchell; Bridget Chapman (joined @ 2:16pm)
OTHERS PRESENT: Joe Savage, C. Gonzales, David Patrick/KPA Engineering, Danny Meigs/Council
member, Verna Browning & Gary Hertel/Texas Disposal Systems
Minutes
Regular Meeting
REVISED AGENDA
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 -- Jim Wimberly, Gary Hertel and Verna Browning/Texas Disposal
Systems, David Patrick/KPA Engineering, Joe Savage - citizen, Danny Meigs - Council member
B. Project Progress Reports -- Hallmark noted reports are included in Board packets.
No discussion.
-- Council Actions
C. Industry Updates -- Briggs updated on water operations of the Utility; 2pm daily conference
calls with BRA on raw water pump station progress. Briggs explained mak eup of pipeline at
Stillhouse Hollow Lake and requirements for the repair. Briggs provided Electric updates stating
the EPA backed down on an across state emission standard. Gas market dropped significantly
with a huge impact on long-term supply. Prices have increased because of these changes. Sattler
asked and Briggs stated PCA is still in effect, possibly into the Spring. Sattler asked and Rundell
discussed plans for the reserve account, stating it is constantly watched by Foster. Further
discussion continued on PCA process.
Nett noted all items forwarded from GUS to Council in September passed.
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 September 9, 2011. -- Sheila Mitchell
Discussion: None
Action: Motion by Young, seconded by Eason to approve the minutes from the regular
GUS Board meeting held on September 9, 2011.
Approved: 6-0-1 (Beach absent)
E. Discussion and possible action to move the December 9, 2011 GUS Board meeting to
December 8, 2011. -- Jim Briggs
Discussion: Briggs stated the City employee recognition lunch is scheduled for
December 9th. Moving the meeting date will allow staff involvement in set -up
and attendance.
Action: Motion by Young, seconded by Lindsey to move the December 9, 2011
GUS Board meeting to December 8, 2011.
Approved: 6-0-1 (Beach absent)
F. Consideration and possible recommendation to approve Task Order KPA-11-008 with
Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services related to
Edwards Aquifer Recharge Zone Rehabilitation Phase VIII in the amount of $98,118.00.00.
-- David Thomison/Glenn Dishong
Discussion: Thomison explained item is a regulatory item by TCEQ for the collection
system. Services are for surveying, design, bidding, and construction administration.
Nett asked and Hallmark/Thomison stated KPA has done all of this project's work.
Sattler asked about study done on status of downtown pipes. Briggs noted study was
preliminary work done prepare for this project. Sattler asked and Thomison stated
smoke test was done however, new process requires video per requirement of TCEQ.
Nett asked and Hallmark stated smoke tests, per TCEQ, are no longer acceptable and
video is required.
Action: Motion by Yaeger, seconded by Young to approve Task Order KPA-11-008 with
Kasberg, Patrick & Associates, LP of Georgetown, Texas, for professional services
related to Edwards Aquifer Recharge Zone Rehabilitation Phase VIII in the amount
of $98,118.00.00.
Approved: 6-0-1 (Beach absent)
G. Consideration and possible recommendation to approve a change order for the 2006
Annexation Phase II to McLean Construction, Ltd., of Killeen, Texas, in the amount of
$81,536.20. -- David Thomison/Glenn Dishong
Discussion: Thomison stated change order is for the extension of water main to
allow conversion of a Chisholm Trail Special Utility District (CTSUD) water main
on Shell Road and Shell Stone to the City's water system in accordance with the
terms of a 1999 contract between the City and CTSUD. Thomison stated following
the conversion, approximately 20 CTSUD customers will be transferred to the City.
Nett asked if this is an area where we have joint CCN?; Briggs replied this was
originally ours however we allowed Chisholm to service through an exchange.
Now we are moving into service in the area. Sattler asked and Briggs clarified this
was our CCN originally and will replace their pipes.
Action: Motion by Young, seconded by Lindsey to approve a change order for
the 2006 Annexation Phase II to McLean Construction, Ltd., of Killeen, Texas,
in the amount of $81,536.20.
Approved: 6-0-1 (Beach absent)
H. Consideration and possible recommendation to approve the contract for the 2011
Glasscock Substation Transformer Addition - Below Grade Construction Bid 201145 to
Thayer Power and Communication Line Construction Co., LLC, of Richmond, TX in the
amount of $234,059.00. -- Jimmy Sikes/Glenn Dishong
Discussion: Sikes stated this continues the transformer installations to improve
capacity; first phase was Rivery and this is for Glasscock substation. Both
transformers were ordered at the same time due to delivery for project. This item
is for below grade construction for the pad. We are preparing to present the above
ground construction item at the December GUS Board meeting. This project is still
on schedule. Nett asked and Sikes stated 2 bids were received; both bids were close
on costs. Nett asked if HDR estimated probable cost and Sikes stated they did not.
Thayer does a lot of work in Houston and currently work in Dallas; good references;
no experience with City.
Action: Motion by Lindsey, seconded by Eason to approve the contract for the 2011
Glasscock Substation Transformer Addition - Below Grade Construction Bid 201145
to Thayer Power and Communication Line Construction Co., LLC, of Richmond, TX
in the amount of $234,059.00.
Approved: 6-0-1 (Beach absent)
I. Consideration and possible recommendation related to Solid Waste Contract proposal
from Texas Disposal Systems (TDS) to extend current contract. -- Kathy Ragsdale
Discussion: Ragsdale stated contract went into affect in 2007 with renewal options.
TDS has asked to renew. This item was brought to GUS in September and received
approval for negotiations to be brought back in October to GUS. Staff prefers not to
go out for RFP. We have received a lot of feedback from the citizen survey; citizen's
are requesting additional services; possibly adding a transfer station; single -stream
recycling, more plastic and cardboard/press board at the curb, larger containers, etc.
Staff took additional services into consideration due to additional costs at both home
and the collection station. Briggs stated survey results are available online for public
viewing. He stated one issue under consideration is costs associated with putting
additional materials in the ground and due to changes in the area landfills, future fees
will reflect increases. Briggs gave history of various companies that have provided
waste disposal to the City. Briggs noted the City owns it's transfer/collection station,
which is a very valuable asset for the City, otherwise materials have to be hauled down
the roads. The collection station is used by a very smal l percentage of residents. Nett
asked about free mulch & Briggs answered that we have a lot of free product, however
not many people are taking advantage of this service. Briggs noted certain fees need to be
looked at as far as charging at the collection station due to volume, as well as commercial
contractors utilizing the service on behalf of residents. Briggs discussed other elements of
the contract regarding increases -- fuel true-up provision, CPI labor adjustments. Briggs
noted the service provider is the personal customer service contact on behalf of the City;
citizens develop personal relationships with collectors at the curb. Collection of solid
wastes is one of the highest rated services the City provides. Ragsdale then spoke on
retail services; Eason asked if we needed to enter into Executive session. Briggs noted it
was not necessary at that point. Ragsdale discussed the 3 proposed packages in detail:
1st is a Basic service, suggested at $15.00 (currently $14.35); 2nd is a Green package more
extensive, suggested at $17.00; and 3rd level is a Green Plus, suggested at $20.00. Briggs
recorded details on whiteboard according to Ragsdale's explanation. She displayed
recycling bags, new instructions available on container lids, etc. Also regular drop-off
rates are available for collection station drops, additional containers available ($6/month),
bag tags available if needed for extra bags ($4.00). Preference is no bags on the grou nd,
however there will be a holiday waiver during Christmas, etc. Young asked and
Briggs/Eason commented on smaller containers, convenience and safety concerns. Briggs
asked and Ragsdale provided information on how this compares to services in the
surrounding area? Ragsdale noted comparisons with Round Rock, Buda, Pflugerville,
Kyle, San Marcos, New Braunfels, Cedar Park, San Antonio and Austin. Ragsdale
presented map of all 7 landfill locations in the region. Briggs noted Georgetown is the
only one with a transfer station in the area. Ragsdale noted BFI/Sunset Farms is closing
in November and their rates have lowered due to available space. We are estimating
others rates will go up when BFI closes in 4 years, so staff recommends locking in
contract rates now. Nett asked once the new recycling facility opens, will we look into
waste reduction targets for customers? Ragsdale/Briggs noted volumes have significantly
decreased in the last 5 years and discussion has occurred regarding s ingle stream
recycling that gives customers benefits. Ragsdale noted a smart reward program for
recycling, gauged by a chip in the lid of the container and earning local merchant credits.
Briggs noted further in-depth discussion can be held in Executive Session to discuss rates
and proprietary negotiations. Nett asked Board if they would like to hear more details in
Executive Session and Board agreed to further discuss.
Action: None; entered into Executive session.
Approved: n/a
Motion by Young, seconded by Eason to enter into Executive Session to discuss item J.
III. RATES
EXECUTIVE SESSION Called to order 3:37pm
In compliance with the Open Meetings Act, Chapter 551, Gov ernment Code, Vernon’s Texas Codes,
Annotated, the item listed below will be discussed in closed session and is subject to action in the
regular session that follows.
J. Section 551.071 Consultation with Attorney
- Discussion related to contract negotiations with Texas Disposal Systems (TDS).
-- Kathy Ragsdale/Bridget Chapman
Motion by Lindsey, seconded by Young to enter into regular session.
REGULAR SESSION CALLED BACK TO ORDER Called to order at 4:30PM
K. Action from Executive Session
Discussion: Nett provided brief summary on discussion of item J from Executive
Session.
Nett stated Board discussed, asked questions and gained a level of comfort and
understanding should we continue to work with TDS. No further discuss ion.
Action: Motion by Young, seconded by Lindsey to recommend to Council for staff
to enter into negotiations for renewal of a 5-year contract with Texas Disposal Systems.
Approved: 3-1-3 (Sattler opposed; Beach, Eason and Yaeger absent)
IV. STRATEGIC ISSUES:
L. Discussion on water CCN and future corporate limits. -- Jim Briggs
Discussion: Briggs provided update from Council meeting on CCN item. Council
authorized to proceed with caution of where next water supply is to be found. Staff
will proceed as directed. Staff has since met with Chisholm Trail General Manager,
Jennifer McKnight and Board Member, Ed Pastor, to discuss various aspects of the
possibilities of transfers. Briggs stated Dishong will attend CTSUD Board meeting next
Thursday night, October 20th to discuss plan/concept of transfer process; let them
review for a month and revisit for a decision at their November Board meeting. Briggs
noted some future developments that CTSUD says they can provide water servic e for;
City will require proof of lifetime water service from CTSUD. Further discussion
continued. Sattler asked about CTSUD ISO rating and Briggs stated they piggy-back
on Georgetown's. Sattler asked and Briggs discussed the availability of addition al
water. In addition, some Brazos River Authority users have option contracts which
are coming up; some will convert to system contract and prices will definitely go up.
Nett spoke in support of staff's decision to transfer certain areas and not ot hers.
Young asked and Briggs explained details of how a Regional Water Authority is formed.
Sattler asked and Briggs responded to how the water development board affects this
process. Sattler asked and Briggs responded Williamson County could be invo lved in
process if needed to assist some of the smaller areas outside of the City. Sattler noted
the County has a strong bond rating. No further discussion.
Motion by Young, seconded by Sattler to adjourn. Meeting adjourned at 5:08PM.
ADJOURN
Adjournment
The meeting was adjourned at 05:08 PM.
Approved : Attest:
_______________________ ________________________
John Nett - Board Chair Fred Beach - Secretary