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Home My WebLink AboutGUS_Agenda&Minutes_2008Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, December 16, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, December 16, 2008 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 2:00 P.M. Call to Order at 02:00 PM 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. Consideration and possible action to approve the minutes from the Regular GUS Board meeting held A. on November 18, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines including B. projects: Park WTP Clearwell 4th Pump at Leander Pump Station Escalera Elevated Water Storage Tank Rock Street WW Extension SG3-A SG-P1 16” Irrigation Water Line & Irrigation Pump Station Improvements San Gabriel WWTP Wet Weather & Irrigation Water Improvements 2008 Street Rehab. -- Michael Hallmark/Tom Benz Consideration and possible recommendation to approve a Master Services Agreement with Inland C. Geodetics, L. P. of Round Rock, Texas, for professional land surveying services. -- Tom Benz Consideration and possible recommendation to approve Task Order No. IG-09-001 with Inland D. Geodetics, L. P. of Round Rock, Texas, for land surveying services related to the 2006 Annexation Water and Wastewater Improvements for $187,108.00 -- Tom Benz Discussion and possible recommendation for a memorandum of understanding between CTSUD and E. the City regarding the acceleration of the Lake Georgetown WTP expansion and the future construction of a Southlake WTP jointly owned by CTSUD and the City. -- Glenn Dishong Consideration and possible recommendation to authorize the approval of the annual license renewal F. and system support of software and hardware repair for the AMR Genesis and MVRS system between the City of Georgetown and Itron Incorporated in the amount of $50,972.48. -- Ken Arnold Consideration and possible recommendation to renew the contract between the City of Georgetown G. and National Tree Expert Company, Inc, of Burnet, Texas, to provide electric system right-of=way clearing services in and amount not to exceed $147,341.50. -- Ken Arnold Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, December 16, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , December 16, 2008. Board Members Present: Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page arrived 2:07 Board Members Absent: Riki Young - Chair Staff Present: Jim Briggs, Jana Kern, Tom Benz, Glenn Dishong, Ken Arnold, Peggy Leatherman, Walter Koopmann, Jimmy Sikes, Chris Foster, Jim Willfong , Paul Elkins Other Present: Karl & Fran Koch - Citizen Academy Minutes Regular Meeting In the absent of the Chair, Vice Chair, Mr. Bill Sattler called the regular meeting of the GUS Board to order on Tuesday, December 16, 2008 at 2:04 p.m. 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. Consideration and possible action to approve the minutes from the Regular GUS Board meeting held A. on November 18, 2008. -- Jana Kern Discussion: None Action: Motion by Eason seconded by Bland to approve the minutes as presented. Approved 5-0-2 (Riki Young - absent, Temple Page - absent for this vote only ) Discussion and possible action regarding the Project Progress Report and timelines including B. projects: Park WTP Clearwell, 4th Pump at Leander Pump Station, Escalera Elevated Water Storage Tank Rock Street WW Extension, SG3-A, SG-P1, 16” Irrigation Water Line & Irrigation Pump Station Improvements San Gabriel WWTP Wet Weather & Irrigation Water Improvements, 2008 Street Rehab. -- Michael Hallmark/Tom Benz Discussion: Benz gave the updates. Park WTP Clearwell : The walls are all up. The first half of the dome section has been poured second half should be done by end of month. 4th Pump at Leander Pump Station : No change Escalera Elevated Water Storage Tank : First six lifts have been poured. Eight lifts remaining to be placed Rock Street WW Extension : No Change SG3-A: One easement required from Southwestern University (SWU). On Dec. 11, 2008 final agreed upon easement sent to SWU's attorney for signature. SG-P1: Two easements are required: 1 - APW Corporation, negotiations in process. 2 - Mahan was acquired on Dec. 11, 2008. 16” Irrigation Water Line & Irrigation Pump Station Improvements : Bore under IH 35 is complete and pipe is to be installed Dec. 16, 2008. Work on the Airport tank has started with the removal of sludge from the tank floor. San Gabriel WWTP Wet Weather & Irrigation Water Improvements : No Change 2008 Street Rehab : Utility construction has started on Main Street. Curb and paving work has begun on Ash Street. Action: None Consideration and possible recommendation to approve a Master Services Agreement with Inland C. Geodetics, L. P. of Round Rock, Texas, for professional land surveying services. -- Tom Benz Discussion: Benz this is similar to our engineering MSA but has been written for land surveying. The MSA would have a term of one year and renewable for up to four additional terms. Inland Geodetics, L.P. worked as surveyor on other projects for the City and as subcontractor to some of our engineers. The MSA will develop direct contractual relationship and will allow the City to meet the 2006 annexation deadlines. Approval of this MSA is not a guarantee of work, but will allow Task Orders to be issued. Sattler stated that in Article 1 - Services to be provided section "a" that "2006 Annexation Water and Wastewater should be removed from the MSA and added into a Task Order. The statement in the MSA should be more generic. Benz stated that we will change it to just say "Task Orders". That was agreeable to the Board. Action: Motion by Lenning, seconded by Beach to approve a Master Services Agreement with Inland Geodetics, L. P., for professional land surveying services along with the update to Article 1 - Services to be Provided. Approved 6-0-1 (Young absent) Consideration and possible recommendation to approve Task Order No. IG-09-001 with Inland D. Geodetics, L. P. of Round Rock, Texas, for land surveying services related to the 2006 Annexation Water and Wastewater Improvements for $187,108.00 -- Tom Benz Discussion: Benz stated that as part of the 2006 Annexation Service Plan, the City is required to extend utilities to numerous properties by mid 2011. This task order describes the scope of work and costs associated with surveying for the 2006 Annexation Service Plan. The scope of this task order includes research property records, field surveying, establish bench marks, metes and bounds for easements and other information required by the engineers. Action: Motion by Lenning, seconded by Beach to approve Task Order IG-09-001 with Inland Geodetics, L. P. for land surveying services related to the 2006 Annexation Water & Wastewater Improvements in the amount of $187,108.00. Approved 6-0-1 (Young absent) Discussion and possible recommendation for a memorandum of understanding between CTSUD and E. the City regarding the acceleration of the Lake Georgetown WTP expansion and the future construction of a Southlake WTP jointly owned by CTSUD and the City. -- Glenn Dishong Discussion: Dishong stated The City and CTSUD staff have been working together to facilitate the future planning of intakes and related infrastructure located on Lake Georgetown to meet the needs of both utilities. City Council directed staff to pursue the acquisition of a treatment plant site with CTSUD for placement of a jointly owned South Lake Georgetown Water Treatment Plant. This MOU provides agreement in principal between the City and CTSUD to accelerate the expansion of the North Lake Georgetown Water Treatment Plant originally scheduled to begin in FY 09/10 to commence within the next 90 days. Action: Motion by Lenning, seconded by Beach to direct staff to keep moving forward with the MOU, and to bring to the January 20, 2009 the final MOU along with the joint operation agreement. Approved 6-0-1 (Young absent) Consideration and possible recommendation to authorize the approval of the annual license renewal F. and system support of software and hardware repair for the AMR Genesis and MVRS system between the City of Georgetown and Itron Incorporated in the amount of $50,972.48. -- Ken Arnold Discussion: Arnold stated staff is requesting authorization to renew with Itron Inc. for support, repair services, and software for the City's AMR system. Itron has been providing support since 2001. Action: Motion by Lenning, seconded by Bland to approve the license renewal with Itron Incorporated. Approved 6-0-1 (Young absent) Consideration and possible recommendation to renew the contract between the City of Georgetown G. and National Tree Expert Company, Inc, of Burnet, Texas, to provide electric system right-of-way clearing services in and amount not to exceed $147,341.50. -- Ken Arnold Discussion: Arnold stated that the original contract with National Tree Expert was signed in November 2004, with annual renewals for a five year period. Today staff is bringing to you the fourth year renewal with no increase in cost. National Tree provides right a way clearing services for the electric systems. Action: Motion by Lenning, seconded by Bland to renew the contract with National Tree Expert Company of Burnet, Texas, in the amount of $147,341.50. Approved 6-0-1 (Young absent) Motion by Lenning seconded by Bland to adjourn. Approved 6-0-1 (Young absent) Adjournment The meeting was adjourned at 03:30 PM. Approved :Attest: _______________________________________________ Bill Sattler - Vice Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, November 18, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, November 18, 2008 at 01:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 2:00 P.M. Call to Order at 01:00 PM 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. EXECUTIVE SESSION 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 Consideration and Possible action to recommend a potential contract relationship with American A. Electric Power (AEP) related to renewable resources beginning January 2009. -- Jim Briggs Regular Session will not begin before 2:00 p.m. Action From Executive SessionB. Consideration and possible action to approve the minutes from the Regular GUS Board meeting held C. on October 21, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines including D. projects: Park WTP Clearwell 4th Pump at Leander Pump Station Escalera Elevated Water Storage Tank Rock Street WW Extension SG3-A SG-P1 16” Irrigation Water Line & Irrigation Pump Station Improvements San Gabriel WWTP Wet Weather & Irrigation Water Improvements 2008 Street Rehab. -- Michael Hallmark/Tom Benz Consideration and possible recommendation to approve Change Order #1 to the contract with E. Central Road and Utility, Ltd for the 16" Irrigation Water Line and Irrigation Pump Station Improvement Project in the amount of $79,557.60. -- Tom Benz Consideration and possible recommendation for approval of the contract with Lower Colorado River F. Authority (“LCRA”) for the purchase of electric distribution and transmission materials for FY 2008/2009 from vendor award contract for the LCRA Electric Material Acquisition Program in the estimated amount of $500,000.00. -- Ken Arnold Consideration and possible recommendation to approve a Master Services Agreement with McCord G. Engineering, Inc., College Station, Texas, for professional engineering services. -- Tom Benz Consideration and possible recommendation to approve Task Order No. MEI-08-001 with McCord H. Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to General Electrical Engineering, Electric System Mapping, CIP Planning, and Master Planning of the City of Georgetown’s Electrical System for an amount not to exceed $290,000.00. -- Tom Benz/Ken Arnold Consideration and possible recommendation to approve Task Order No. MEI-08-002 with McCord I. Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to New Development Engineering for the City of Georgetown’s Electrical System for an amount not to exceed $450,000.00. -- Tom Benz/Ken Arnold Consideration and possible recommendation to approve Task Order No. MEI-08-003 with McCord J. Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to Capital Improvement Planning (CIP) Project Engineering for the City of Georgetown’s Electrical System for an amount not to exceed $200,000.00. -- Tom Benz/ Ken Arnold Consideration and possible recommendation to approve Task Order No. MEI-08-004 with McCord K. Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to Wholesale Energy Planning for the City of Georgetown’s Electrical System for an amount not to exceed $50,000.00. -- Tom Benz/Ken Arnold Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, November 18, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , November 18, 2008. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Patty Eason, Stanley Bland, Temple Page Board Members Absent: Richard Lenning, Fred Beach Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Micki Rundell, Ken Arnold, Michael Hallmark, Chris Foster, Paul Elkins, Jimmy Sikes, Marsha Iwers, Peggy Leatherman OTHERS PRESENT Steve Moffitt & David Witte - McCord Engineering Inc., John Montgomery - Citizen Minutes Regular Meeting Mr. Ricki Young called the regular GUS Board meeting to order on Tuesday, November 18, 2008 at 1:05 P.M. Motion by Eason, seconded by Sattler, that 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 Approved 5-0-2 (Richard Lenning & Fred Beach absent) 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. EXECUTIVE SESSION Executive session called to order by Mr. Young on Tuesday, November 18, 2008 at 1:06 p.m. Motion by Eason seconded by Sattler that Item "A" is a competitive matter. Approved 5-0-2 (Lenning & Beach absent) 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 Consideration and Possible action to recommend a potential contract relationship with American A. Electric Power (AEP) related to renewable resources beginning January 2009. -- Jim Briggs Regular Session will not begin before 2:00 p.m. Regular session called back to order by Mr. Young on Tuesday, November 18, 2008 at 2:10 p.m. Action From Executive SessionB. Motion by Sattler, seconded by Page that the GUS Board recommends to City Council that a contract relationship between American Electric Power and GUS related to renewable resources from the Trent Southwest mesa plan for power to be purchased by GUS beginning January 2009. Approved 5-0-2 (Lenning & Beach absent) Consideration and possible action to approve the minutes from the Regular GUS Board meeting held C. on October 21, 2008. -- Jana Kern Discussion: None Action: Motion by Eason, seconded by Page to approve the minutes as presented. Approved 5-0-2 (Lenning & Beach absent) Discussion and possible action regarding the Project Progress Report and timelines including D. projects: Park WTP Clearwell, 4th Pump at Leander Pump Station, Escalera Elevated Water Storage Tank, Rock Street WW Extension, SG3-A, SG-P1, 16” Irrigation Water Line & Irrigation Pump Station Improvements, San Gabriel WWTP Wet Weather & Irrigation Water Improvements, 2008 Street Rehab. -- Michael Hallmark/Tom Benz Discussion: Hallmark presented the updates. Park WTP Clearwell : Foundation was poured on Oct. 17, 2008. The connection of the 36" & 48" was made on Nov. 4, 2008. The walls are all up and setting forms for the dome. Dome is scheduled for completion at the end of the month. 4th Pump at Leander Pump Station : No change Escalera Elevated Water Storage Tank : Foundation was poured on Oct 22, 2008 Rock Street WW Extension : No change SG3-A: No Change SG-P1: No Change 16” Irrigation Water Line & Irrigation Pump Station Improvements : The bore under the heritage tree and at IH35 was started on Nov. 7, 2008. San Gabriel WWTP Wet Weather & Irrigation Water Improvements : The wet weather basin is compete. The columns are compete on the headworks. Stared to install yard piping. 2008 Street Rehab.: Construction to begin Nov. 10, 2008. Action None Consideration and possible recommendation to approve Change Order #1 to the contract with E. Central Road and Utility, Ltd for the 16" Irrigation Water Line and Irrigation Pump Station Improvement Project in the amount of $79,557.60. -- Tom Benz Discussion: Benz stated that this change order will add approximately 1,000 feet of 12" water line to the project at the unit prices from the original bid. This water line is in the general area of the original irrigation line project, and the water line is needed to extend service in accordance with the service plan for a 2005 annexation tract. The change in scope of the project will result in cost savings due to favorable unit cost and the elimination of mobilization costs of a new project. This change order will add about 35 days to the contract completion time due to a request by the City to delay the tie in of the irrigation line to the Airport Tank site to accommodate the Sun City Community Association irrigation demand. Action: Motion by Page, seconded by Sattler to approve Change Order #1 to the contract with Central Road and Utility, Ltd for the 12" Potable Water Line in the amount of $79,557.60. Approved 5-0-2 (Lenning & Beach absent) Consideration and possible recommendation for approval of the contract with Lower Colorado River F. Authority (“LCRA”) for the purchase of electric distribution and transmission materials for FY 2008/2009 from vendor award contract for the LCRA Electric Material Acquisition Program in the estimated amount of $500,000.00. -- Ken Arnold Discussion: Arnold stated that this is the annual agreement with LCRA. Approval of this agreement will allow the City to continue to periodic purchase of electric distribution and transmission material directly from the vendor that was awarded the Electric Material Acquisition Services Contract by LCRA. By using this agreement, the city will be able to take advantage of lower prices and stock availability to do volume purchasing. Action: Motion by Bland, seconded by Eason to approve a contract with LCRA for the purchase of electric distribution and transmission materials for FY 2008/2009 from vendor award contract for the LCRA Electric Material Acquisition Program in the estimated amount of $500,000.00. Approved 5-0-2 (Lenning & Beach absent) Consideration and possible recommendation to approve a Master Services Agreement with McCord G. Engineering, Inc., College Station, Texas, for professional engineering services. -- Tom Benz Discussion: Benz stated that this MSA will be replacing the existing contract with McCord Engineering. McCord Engineering is a well qualified firm. They are currently working as development electric engineer and other electric projects for the City. As all of our MSA's, approval is not a guarantee of work, but will allow task orders to be issues . Action: Motion by Eason, seconded by Bland to approve a Master Services Agreement with McCord Engineering, Inc., College Station, Texas, for professional engineering services. Approved 5-0-2 (Lenning & Beach absent) Consideration and possible recommendation to approve Task Order No. MEI-08-001 with McCord H. Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to General Electrical Engineering, Electric System Mapping, CIP Planning, and Master Planning of the City of Georgetown’s Electrical System for an amount not to exceed $290,000.00. -- Tom Benz/Ken Arnold Discussion: Benz stated that the next three task orders are replacing an existing contract. What staff has done is broken down the tasks into smaller pieces, so costs could be tracked better, and try to organize the electric side a little better. Task order MEI-08-001 is for General Electrical Engineering, System Mapping, CIP Planning, and Master Planning of the Georgetown's Electrical System. Once the City is able to hire an Electrical Engineer, he/she will be taking over these tasks. Action: Motion by Eason, seconded by Bland to approve Task Order No. MEI-08-001 with McCord Engineering, Inc., for professional services related to General Electrical Engineering, Electric System Mapping, CIP Planning, and Master Planning of the City of Georgetown’s Electrical System for an amount not to exceed $290,000.00. Approved 5-0-2 (Lenning & Beach absent) Consideration and possible recommendation to approve Task Order No. MEI-08-002 with McCord I. Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to New Development Engineering for the City of Georgetown’s Electrical System for an amount not to exceed $450,000.00. -- Tom Benz/Ken Arnold Discussion: Benz stated that this task order will be strictly for Development Engineering. This will be both overhead and underground systems depending on the area and the request from the customer. This will only be used as development projects come in. Action: Motion by Sattler, seconded by Bland to approve Task Order No. MEI-08-002 with McCord Engineering, Inc., for professional services related to New Development Engineering for the City of Georgetown’s Electrical System for an amount not to exceed $450,000.00. Approved 5-0-2 (Lenning & Beach absent) Consideration and possible recommendation to approve Task Order No. MEI-08-003 with McCord J. Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to Capital Improvement Planning (CIP) Project Engineering for the City of Georgetown’s Electrical System for an amount not to exceed $200,000.00. -- Tom Benz/ Ken Arnold Discussion: Benz stated that this task order is for Preliminary Engineering and Final design for our CIP Projects that will be developed in our five year CIP plan.. These projects will be mainly upgrading our electrical system. Action: Motion by Sattler, seconded by Bland to approve Task Order No. MEI-08-003 with McCord Engineering, Inc., or professional services related to Capital Improvement Planning (CIP) Project Engineering for the City of Georgetown’s Electrical System for an amount not to exceed $200,000.00. Approved 5-0-2 (Lenning & Beach absent) Consideration and possible recommendation to approve Task Order No. MEI-08-004 with McCord K. Engineering, Inc, of College Station, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to Wholesale Energy Planning for the City of Georgetown’s Electrical System for an amount not to exceed $50,000.00. -- Tom Benz/Ken Arnold Discussion: Benz stated that this Task Order is replacing an existing contract with wholesale power. Briggs stated that is did not come to the GUS Board, it went straight to City Council. City Council approved this out of Executive Session on October 28, 2008. This has already been approved, what we are doing today is assigning a task order number to it. Action: None Approved 5-0-2 (Lenning & Beach absent) Motion by Page, seconded by Bland to adjourn Approved 5-0-2 (Lenning & Beach absent) Adjournment The meeting was adjourned at 03:15 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, October 21, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, October 21, 2008 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 2:00 P.M. Call to Order at 02:00 PM 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. Consideration and possible action to approve the minutes from the Special GUS Board meeting held A. on September 9, 2008 and the Regular GUS Board meeting held on September 16, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). Michael Hallmark/Tom Benz Consideration and possible recommendation to award a construction contract to Joe Bland C. Construction, LP, of Austin, Texas, for the construction of the 2008 Street Rehabilitation Phase II Project in the amount of $2,694,898.62. -- Tom Benz Presentation and discussion by staff and Alexander Utility Engineering, Inc., of the Fiber Optic D. Network Long Range Master Plan Report, for the City of Georgetown -- Jimmy Sikes/Ken Arnold Consideration and possible recommendation to approve Task Order No. SEL -08-0004 with Schneider E. Engineering, LTD, of Boerne, Texas, for professional services related to the 5 year and 10 year Energy Services Capitol Improvement Plan for $140,000.00. -- Tom Benz/Paul Elkins Presentation and discussion by Staff and McCord Engineering, Inc., (MEI) of the 2035 Electric Master F. Plan Report for the City of Georgetown . -- Jim Willfong /Ken Arnold Consideration and possible recommendation to approve the purchase of Bioxide from Siemens Water G. Technologies of Sarasota, Florida, in an amount not to exceed $70,000.00. for Fiscal Year 08/09. -- Glenn Dishong Consideration and possible recommendation of award of the City’s annual Water and Wastewater H. Pipe and Fittings, Bid No. 28060 for approximately $168,527.00 to various bidders. -- Glenn Dishong Discussion and possible recommendation for a memorandum of understanding between CTSUD and I. the City regarding the acceleration of the Lake Georgetown WTP expansion and the future construction of a Southlake WTP jointly owned by CTSUD and the City. -- Glenn Dishong Update to the Board and discussion related to the City of Georgetown Power Supply Options. -- Jim J. Briggs EXECUTIVE SESSION In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session that follows. Sec.551.086 Competitive Matters Update to the Board and discussion related to the City of Georgetown Power Supply Options. -- Jim K. Briggs Sec.551.072 Real Property Deliberation regarding the purchase, exchange, lease, or value of real property to be used for a new L. water treatment plant. -- Glenn Dishong RETURN TO REGULAR SESSION: Action from Executive Session if necessary Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, October 21, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , October 21, 2008. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Temple Page Board Members Absent: Fred Beach Staff Present: Jim Briggs, Jana Kern, Tom Benz, Jimmy Sikes, Ken Arnold, Glenn Dishong, Paul Brandenburg, Mark Miller, Chris Foster, Marsha Iwers, Micki Rundell, Paul Elkins, Jim Willfong OTHERS PRESENT: Doug Jackson - Alexander Utility Engineering, Rex Woods, Steve Moffitt, & Jim McCord - McCord Engineering , Inc. , John Montgomery - Ringdale , Don Rauschuber Mark Canipe - CTSUD Minutes Regular Meeting Mr. Riki Young called the regular GUS Board meeting to order on Tuesday, October 21, 2008 at 2:06 p.m. 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. Consideration and possible action to approve the minutes from the Special GUS Board meeting held A. on September 9, 2008 and the Regular GUS Board meeting held on September 16, 2008. -- Jana Kern Discussion: Mr. Page commented on the discussion on Item G from Regular meeting held on September 16, 2008: was the City Attorney in agreement with the cost sharing of the chemicals with OMI. Briggs stated that the attorney was in agreement with this and item was moved on to Council. Action: Motion by Lenning , seconded by Bland, to approve both the Special meeting held on September 9, 2008 and the Regular meeting held on September 16, 2008. Approved 6-0-1 (Fred Beach absent) Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). Michael Hallmark/Tom Benz Discussion: Benz presented the Project Progress Report: 4th Pump @ Leander Pump Station: Equipment scheduled for delivery in May 2009 Escalera Elevated Water Storage Tank : Excavating for the foundation has begun. Rock Street WW Extension : Working on redesign to move the line using the existing easements. SG3-A: Design is about 60% complete. The majority of the easements will be on Southwestern University property. We are still negotiating with Southwestern. Staff supplied Southwestern with Field Notes for their review. 16" Irrigation Water Line & Pump Station Improvements: Contractor has installed 8550 LF of the 16" pipe. Contractor has completed the bore at Lakeway Dr. and Airport Rd. but it was off alignment and they will need to do it again.The force main is completed and tested at the CR 152 Lift Station. Park WTP Clearwell: Installing reinforcing steel for the floor. Schedule to place concrete this month. San Gabriel WWTP Wet Weather : Wall for the wet weather basin are complete. Columns are complete on the headworks. SG-P1: Working on easements. Action: None Consideration and possible recommendation to award a construction contract to Joe Bland C. Construction, LP, of Austin, Texas, for the construction of the 2008 Street Rehabilitation Phase II Project in the amount of $2,694,898.62. -- Tom Benz Discussion: Benz stated that this item was brought to and approved by the GTAB Board and is being brought to this Board because there will be water and wastewater improvements included in this project. The streets identified for rehabilitation include Main Street (University to 21st Street), Ash Street (15th to 18th), Mimosa Street (16th to 18th), 8th Street (Myrtle to College), Park Lane (Clay St. to Central), Central Drive (Park Lane to NW Blvd), 10th Street (RR to MLK) and Luther Drive at Rockcrest. There will be 3,900 LF of water improvements and 2,500 LF of wastewater improvements. Action: Motion by Page, seconded by Lenning to award a construction contract with Joe Bland Construction, LP for the construction of the 2008 Street Rehabilitation Phase II Project in the amount of $2,694,898.62. Approved 6-0-1 (Beach absent) Presentation and discussion by staff and Alexander Utility Engineering, Inc., of the Fiber Optic D. Network Long Range Master Plan Report, for the City of Georgetown -- Jimmy Sikes/Ken Arnold Discussion: With a power point presentation, Sikes and Doug Jackson, of Alexander Utility Engineering, Inc. explained this item to the Board members. Action: None Consideration and possible recommendation to approve Task Order No. SEL -08-0004 with Schneider E. Engineering, LTD, of Boerne, Texas, for professional services related to the 5 year and 10 year Energy Services Capitol Improvement Plan for $140,000.00. -- Tom Benz/Paul Elkins Item Pulled Presentation and discussion by Staff and McCord Engineering, Inc., (MEI) of the 2035 Electric Master F. Plan Report for the City of Georgetown. -- Jim Willfong /Ken Arnold Discussion: With a power point presentation, Arnold and Rex Wood of MEI, explained this item to the Board members. Action: None Recess was taken at 3:55 p.m. -- Returned at 4:05 p.m. Consideration and possible recommendation to approve the purchase of Bioxide from Siemens Water G. Technologies of Sarasota, Florida, in an amount not to exceed $70,000.00. for Fiscal Year 08/09. -- Glenn Dishong Discussion: Dishong stated that in 1998 a wastewater odor control study was done. This study was done because of a result of hydrogen sulfide odor complaints in certain areas of the city. Different methods were evaluated to mitigate the hydrogen sulfide problem with a recommendation being made to use Bioxide. Siemens Water Technologies is a sole source for this chemical. Action: Motion by Sattler, seconded by Lenning to approve the purchase of Bioxide from Siemens Water Technologies in an amount not to exceed $70,000.00. for Fiscal Year 08/09. Approved 6-0-1 (Beach absent) Consideration and possible recommendation of award of the City’s annual Water and Wastewater H. Pipe and Fittings, Bid No. 28060 for approximately $168,527.00 to various bidders. -- Glenn Dishong Discussion: Dishong stated that this is our annual parts bid. There were about fifty companies contacted with only four companies responded with a bid. Staff recommends award of the bids to the low bidder for each item or lot as appropriate. These parts and supplies are used for maintenance and repair of the water distribution and wastewater collection systems . Purchases will be made throughout the year as needed to maintain stock levels for utility activities. Action: Motion by Sattler, seconded by Page to award the City's annual water and wastewater pipe and fittings for approximately $168,527.00 to various low bidders. Approved 6-0-1 (Beach absent) Discussion and possible recommendation for a memorandum of understanding between CTSUD and I. the City regarding the acceleration of the Lake Georgetown WTP expansion and the future construction of a Southlake WTP jointly owned by CTSUD and the City. -- Glenn Dishong Item Pulled Update to the Board and discussion related to the City of Georgetown Power Supply Options. -- Jim J. Briggs Discussion: Briggs updated the Board on the Power Supply Options. Action: None EXECUTIVE SESSION In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session that follows. Mr. Ricki Young Called the Executive Session to order on Tuesday, October 21, 2008 at 4: 21 p.m. Moved to Item L at this time. Sec.551.086 Competitive Matters Update to the Board and discussion related to the City of Georgetown Power Supply Options. -- Jim K. Briggs Sec.551.072 Real Property Deliberation regarding the purchase, exchange, lease, or value of real property to be used for a new L. water treatment plant. -- Glenn Dishong RETURN TO REGULAR SESSION: Regular session called back to order by Mr. Young at 5:03 p.m. Action from Executive Session if necessary Action on Item L : Motion by Sattler seconded by Lenning to recommend to City Council regarding the purchase, exchange, lease, or value of real property to be used for a new water treatment plant in conjunction with Chisholm Trail SUD. Approved 6-0-1 (Beach absent) Motion by Eason, seconded by Bland that the GUS Board will go into Executive Session under Chapter 551 of the Texas Government Code to discuss matter or take action on a "competitive matter" of the Energy Services Department as provided under section 551.086. Approved 6-0-1 (Beach absent) Returned back to Executive Session on Tuesday, October 21, 2008 at 5:05 p.m. for Item K. Returned back to Regular Session on Tuesday, October 21, 2008 at 5:39 p.m. No Action Needed for Item "K" Motion by Eason, seconded by Lenning to adjourn. Approved 6-0-1 (Beach absent) Adjournment The meeting was adjourned at 05:40 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, September 16, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, September 16, 2008 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 2:00 P.M. Call to Order at 02:00 PM 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. Consideration and possible action to approve the minutes from the Regular GUS Board meeting held A. on August 19, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). -- Michael Hallmark, Thomas R. Benz Consideration and possible recommendation to approve a Fiber Optic Line Extension and C. Maintenance Labor Agreement between the City of Georgetown and JC Communications, of Cedar Park, Texas, to provide labor only installation services for the Fiber Optic Network in an amount not to exceed $300,000.00. -- Jimmy Sikes Consideration and possible action to approve a Master Services Agreement with Camp, Dresser, & D. McKee, Inc., of Austin, Texas, for professional engineering services. -- Thomas R. Benz Consideration and possible recommendation to approve Task Order No. CDM-001 with Camp E. Dresser & McKee, Inc. (CDM), of Austin, Texas, for professional services related to the 2006 Annexation Water and Wastewater Improvements for $488,900.00.00. -- Thomas R. Benz Consideration and possible recommendation to approve the purchase of pumps, repair services, and F. parts from Smith Pump Company, Inc. of Waco, Texas, in an amount not to exceed $65,000.00 for fiscal year 2007-2008. -- Glenn Dishong Consideration and possible recommendation to reconcile the contract between the City and G. Operations Management International (OMI) for the management, operation, and maintenance of its water treatment facilities for fiscal year 2007-2008 for $63,093.00. -- Glenn Dishong Consideration and possible recommendation to enter into a contract with the CH2M HILL OMI H. (OMI) for the management, operation, and maintenance of the City’s water treatment plants for a period starting October 1, 2008 through September 30, 2013 with the first year operating budget of $1,493,989.00.-- Glenn Dishong Consideration and possible recommendation to enter into a contract with the Brazos River Authority I. (BRA) for the management, operation, and maintenance of the City’s wastewater treatment plants for a period starting October 1, 2008 through September 30, 2013 with the first year operating budget of $1,411,514.00.-- Glenn Dishong EXECUTIVE SESSION 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 Discussion related to the City of Georgetown power supply options. -- Jim BriggsJ. RETURN TO REGULAR SESSION: Action from Executive Session if necessary Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, September 16, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , September 16, 2008. Board Members Present: Riki Young - Chair, Richard Lenning - Secretary, Stanley Bland, Temple Page Board Members Absent: Bill Sattler, Patty Eason, Fred Beach Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Glenn Dishong, Ken Arnold, Jimmy Sikes, Michael Hallmark, Peggy Leatherman Minutes Regular Meeting Mr. Ricki Young called the regular GUS Board meeting to order on Tuesday September 16, 2008 at 2:17 p.m. 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. Consideration and possible action to approve the minutes from the Regular GUS Board meeting held A. on August 19, 2008. -- Jana Kern Discussion: None Action: Motion by Lenning, seconded by Page to approve the Gus Board minutes as presented. Approved 4-0-3 ( Patty Eason, Bill Sattler, & Fred Beach absent) Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). -- Michael Hallmark, Thomas R. Benz Discussion: Benz presented the monthly project reports: Action: None Consideration and possible recommendation to approve a Fiber Optic Line Extension and C. Maintenance Labor Agreement between the City of Georgetown and JC Communications, of Cedar Park, Texas, to provide labor only installation services for the Fiber Optic Network in an amount not to exceed $300,000.00. -- Jimmy Sikes Discussion: Sikes stated that this RFP was issued to replace an existing contract that expired for the installation and maintenance of the City's fiber optic system. This contract is for a term of one year form the effective date and shall be renewable for up to four (4) terms, upon the mutual written consent of both parties. Action: Motion by Page, seconded by Lenning to approve a Fiber Optic Line Extension and Maintenance Labor Agreement with JC Communications, of Cedar Park, Texas, to provide labor only installation services for the Fiber Optic Network in an amount not to exceed $300,000.00. Approved 4-0-3 (Eason, Sattler, Beach absent) Consideration and possible action to approve a Master Services Agreement with Camp, Dresser, & D. McKee, Inc., of Austin, Texas, for professional engineering services. -- Thomas R. Benz Discussion: Benz stated that CDM has been working for the City since 1990's. CDM has successfully developed and updated the Master Plans of the water and wastewater systems, designed and constructed water and wastewater treatment plant, designed numerous other projects for the City. CDM has also provided support to staff as our water and wastewater engineer. The approval of the MSA is not a guarantee of work. Action: Motion by Lenning, seconded by Bland to approve a Master Services Agreement with Camp, Dresser, & McKee, Inc., of Austin, Texas, for professional engineering services. Approved 4-0-3 (Eason, Sattler, Beach absent) Consideration and possible recommendation to approve Task Order No. CDM-001 with Camp E. Dresser & McKee, Inc. (CDM), of Austin, Texas, for professional services related to the 2006 Annexation Water and Wastewater Improvements for $488,900.00. -- Thomas R. Benz Discussion: Benz stated that CDM is to perform Program Management, consisting of Project Development, Preliminary Design Report, Design Monitoring and Contract Management Services during Design period, Bidding, Construction Monitoring and contract Management services during construction period for the 2006 Annexations water and wastewater improvements. Additional firms will be hired to perform the actual design of the projects. Action: Motion by Lenning, seconded by Page to approve Task Order No. CDM-001 with Camp Dresser & McKee, Inc. for professional services related to the 2006 Annexation Water and Wastewater Improvements for $488,900.00. Approved 4-0-3 (Eason, Sattler, Beach absent) Consideration and possible recommendation to approve the purchase of pumps, repair services, and F. parts from Smith Pump Company, Inc. of Waco, Texas, in an amount not to exceed $65,000.00 for fiscal year 2007-2008. -- Glenn Dishong Discussion: Dishong stated that the failure of Well #8 and to the pumps during the fiscal year include wastewater pumps, irrigation pumps, and water system pumps. Repairs have been completed by multiple vendors including Smith Pump. Prior to the recent pump failures, anticipated repair invoices for Smith Pump were less than $25,000.00. The total projected cost of pump repairs made by Smith Pump for the current fiscal year including the Well #8 repair and the Lake Plant Pump Station repairs is $60,605.88 with no additional pump failures or other maintenance. Staff is requesting approval of the expenditure to fiscal year 2007/08 in an amount not to exceed of $65,000.00 to Smith Pump Company. Action: Motion by Page, seconded by Lenning to approve the purchase of pumps, repair services, and parts from Smith Pump Company, Inc. of Waco, Texas, in an amount not to exceed $65,000.00 for fiscal year 2007-2008. Approved 4-0-3 (Eason, Sattler, Beach absent) Consideration and possible recommendation to reconcile the contract between the City and G. Operations Management International (OMI) for the management, operation, and maintenance of its water treatment facilities for fiscal year 2007-2008 for $63,093.00. -- Glenn Dishong Discussion: Dishong stated that the annual contract amendment for the period from October 1, 2007 to September 30, 2008 provided for the treatment of 4,500 million gallons of water with a maintenance budget of $200,000.00. Actual production for this fiscal year has exceeded the contract amount of 4,500 million gallons and is estimated to be 5,300 million gallons with a resultant volumetric cost adjustment of approximately $53,392. Actual maintenance costs are expected to be within the Repairs Budget of $200,000.00. Actual chemical costs for the year paid by OMI have escalated well beyond what was envisioned in the contract. OMI has requested additional reimbursement for chemical costs not budgeted in the volumetric fee totaling $19,402.00. Staff recommends sharing the cost increase with OMI totaling $9,701.00. Staff requests a GUS Board recommendation to approve the reconciliation to the OMI contract for the management, operations, and maintenance of the City’s water treatment facilities for an amount of up to $63,093.00. Action: Motion by Lenning, seconded by Bland to reconcile the contract between the City and OMI for the management, operation, and maintenance of its water treatment facilities for fiscal year 2007-2008 for $63,093.00. Approved 4-0-3 (Eason, Sattler, Beach absent) Consideration and possible recommendation to enter into a contract with the CH2M HILL OMI H. (OMI) for the management, operation, and maintenance of the City’s water treatment plants for a period starting October 1, 2008 through September 30, 2013 with the first year operating budget of $1,493,989.00.-- Glenn Dishong Discussion: Dishong stated that in March 2008 staff started the process of issuing RFP's. City Council voted to award the contract for the operation of the City's water plants to CH2M Hill OMI at the July 8, 2008 meeting. Staff has negotiated the terms of the contract . The term of the contract is five years starting October 1, 2008, ending September 2013. The annual cost of service is comprised of a base fee, a volumetric fee, a repairs budget and additional items that are not expected to continue throughout the term of the contract. The first year fee is $1,493,989.00 based upon estimated production of 4,750 MG. The total fee is negotiated each year, based upon the changes of scope and changes in the cost of providing service. Action: Motion by Lenning, seconded by Page to enter into a contract with the CH2M HILL OMI (OMI) for the management, operation, and maintenance of the City’s water treatment plants for a period starting October 1, 2008 through September 30, 2013 with the first year operating budget of $1,493,989.00. Approved 4-0-3 (Eason, Sattler, Beach absent) Consideration and possible recommendation to enter into a contract with the Brazos River Authority I. (BRA) for the management, operation, and maintenance of the City’s wastewater treatment plants for a period starting October 1, 2008 through September 30, 2013 with the first year operating budget of $1,411,514.00.-- Glenn Dishong Discussion: Dishong stated that in March 2008 staff started the process of issuing RFP's. City Council voted to award the contract for the operation of the City's wastewater plants to BRA at the July 8, 2008 meeting. The annual cost of services is comprised of a base fee, volumetric fee, sludge disposal budget, repairs budget and additional items that are not expected to continue throughout the term of the contract. the total fee is $1,411,514.00 based upon estimated treatment volume of 1,450 mg. The total fee is negotiated each year, based upon changes in scope and changes in the cost if providing the service. Action: Motion by Lenning, seconded by Bland to enter into a contract with the Brazos River Authority (BRA) for the management, operation, and maintenance of the City’s wastewater treatment plants for a period starting October 1, 2008 through September 30, 2013 with the first year operating budget of $1,411,514.00. Approved 4-0-3 (Eason, Sattler, Beach absent) Motion by Lenning, seconded by Bland that 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 Approved 4-0-3 (Eason, Sattler, Beach absent) EXECUTIVE SESSION Mr. Riki Young called the Executive Session of the GUS Board to order on Tuesday, September 16, 2008 at 3:30 p.m. 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 Discussion related to the City of Georgetown power supply options. -- Jim BriggsJ. RETURN TO REGULAR SESSION: Mr. Riki Young called the Regular GUS Board back to order on Tuesday, September 16, 2008, at 3: 52 p.m. Action from Executive Session if necessary No action was required from Executive Session. Motion by Page, seconded by Lenning to adjourn meeting. Approved 4-0-3 (Eason, Sattler, Beach absent) Adjournment The meeting was adjourned at 03:54 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Tuesday, September 9, 2008 The Georgetown Utility System Advisory Board Special Session will meet on Tuesday, September 9, 2008 at 03:00 PM in the City Council Chambers Conference Room, located at 101 East 7th Street, Georgetown, TX If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Special Session Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Georgetown Utility System Advisory Board Regular meetings are held on the third Tuesday of each month at 2:00 P.M. Call to Order at 03:00 PM 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. EXECUTIVE SESSION 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 Discussion related to the City of Georgetown power supply options. -- Jim BriggsA. RETURN TO REGULAR SESSION: Action from Executive Session if necessary.B. Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Tuesday, September 9, 2008 The Georgetown Utility System Advisory Board Special Session of the City of Georgetown, Texas, met on Tuesday , September 9, 2008. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Board Members Absent: Staff Present: Jim Briggs, Jana Kern, Kenneth Arnold OTHERS PRESENT: Kendall Young - Citizen Minutes Regular Meeting Mr. Riki Young call the Special GUS Board meeting to order on Tuesday, September 9, 2008 at 3:03 p.m. 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. Jim Briggs passed out and explained the fuels options information . Mr. Kendall Young stated that he was interested in what the City's plans were for future fuel options. Motion by Lenning, seconded by Eason that 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 Approved 7-0 EXECUTIVE SESSION Mr. Riki Young call the Executive Session to order on Tuesday, September 9, 2008 at 3:08 p.m. 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 Discussion related to the City of Georgetown power supply options. -- Jim BriggsA. RETURN TO REGULAR SESSION: Mr. Ricki Young call the Regular Session back to order on Tuesday, September 9, 2008 at 3:55 p.m. Action from Executive Session if necessary.B. Action #1: Motion by Lenning, to make the recommendation to City Council to Cap LCRA based on the discussion and direction that was given to staff in Executive Session. Seconded by Beach. Approved 7-0 Action #2: Motion by Lenning to direct staff to present to City Council these percentages for Fuel Options - 30% Coal, 30% Renewables, 30% Nuclear, and 10% Natural Gas. Seconded by Beach Approved 7-0 Motion by Sattler seconded by Lenning to adjourn. Approved 7-0 Adjournment The meeting was adjourned at 04:00 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, August 19, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, August 19, 2008 at 01:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 2:00 P.M. Call to Order at 01:00 PM Energy Services Workshop to begin at 1:00 p.m. Discussion and overview of the City's Energy Services. -- Paul Elkins, Jimmy Sikes, Ken ArnoldA. REGULAR SESSION TO BEGIN NO EARLIER THE 2:00 P.M. 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. Consideration and possible action to approve the minutes from the Special GUS Board meeting held B. on July 8, 2008 and the Regular GUS Board meeting held July 15, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not C. limited to items listed). -- Michael Hallmark, Tom Benz Consideration and possible recommendation to reimburse the Brazos River Authority for WWTP D. sludge disposal costs in the amount of $155,000.00 for FY 07/08. -- Glenn Dishong Consideration and possible action to recommend approval of Task Order No. SEL-08-001 with E. Schneider Engineering Ltd, of Bourne, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to Electrical Engineering and Monitoring of system Operation of the City of Georgetown’s Electrical Distribution System for an amount of $50,000.00. -- Paul Elkins Consideration and possible recommendation for the award of the annual bid for electric metering F. material to various bidders in the estimated amount of $291,638.20.-- Ken Arnold Discussion related to the City of Georgetown power supply options -- Jim BriggsG. EXECUTIVE SESSION 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 Discussion related to the City of Georgetown power supply options. -- Jim BriggsH. RETURN TO REGULAR SESSION: Action from Executive Session if necessary. Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, August 19, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , August 19, 2008. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Board Members Absent: All present Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Ken Arnold, Glenn Dishong, Michael Hallmark, Marsha Iwers, Walter Koopmann, Paul Elkins, Peggy Leatherman, OTHERS PRESENT: Steve Moffitt - McCord Engineering Minutes Regular Meeting Energy Services Workshop to begin at 1:00 p.m. Discussion and overview of the City's Energy Services. -- Paul Elkins, Jimmy Sikes, Ken ArnoldA. Attendees of the workshop: Board Members: Temple Page, Fred Beach, Richard Lenning, Bill Sattler , Riki Young City Staff: Ken Arnold, Jana Kern, Peggy Leatherman, Walter Koopmann, Paul Elkins, Jimmy Sikes, Jim Briggs Discussion: Energy Services Managers - Paul Elkins, Jimmy Sikes, Walter Koopmann gave an overview of the City's Energy Services system. Action: No Action Will be Taken REGULAR SESSION TO BEGIN NO EARLIER THE 2:00 P.M. Mr. Riki Young called the regular GUS Board meeting to order on Tuesday , August 19, 2008 at 2: 00 p.m. 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. Consideration and possible action to approve the minutes from the Special GUS Board meeting held B. on July 8, 2008 and the Regular GUS Board meeting held July 15, 2008. -- Jana Kern Discussion: None Action: Motion by Eason, seconded by Sattler to approve both Special and Regular GUS Board minutes as they were presented. Approved: 7-0 Discussion and possible action regarding the Project Progress Report and timelines (including but not C. limited to items listed). -- Michael Hallmark, Tom Benz Discussion: Hallmark presented the monthly project progress report: 4th Pump at Leander Pump Station : Contractor is working on the Shop Drawings. Escalera Elevated Water Storage Tank : Contractor is scheduled to move on site by the end of August, 2008 Rock Street WW Extension : Stilling working with property owner on easements SG3-A: No Change 16" Irrigation Water Line & Irrigation Pump Station : About 9550 LF of the 16" pipe has been installed and about 300 LF has been bored. Shop drawings have been submitted. Park WTP Clearwell : Pre-construction meeting was held on August 7, 2008. Contractor has shop drawings. SGWWTP Wet Weather & Irrigation: Contractor has completed the demolition of the sludge beds and is working on excavation of the wet weather basin. Shop drawings are under review. SG-P1: Received the right of entry and staff is working on easements. Action: None Consideration and possible recommendation to reimburse the Brazos River Authority for WWTP D. sludge disposal costs in the amount of $155,000.00 for FY 07/08. -- Glenn Dishong Discussion: Dishong stated that the current contract provides for the City to pay a constant rate of $799.11 for each million gallons of wastewater treated based upon the a sludge disposal maximum of $14.50 per cubic yard. TDS increased the sludge disposal to $30.75 per cubic yard throughout the current fiscal year. The contract also provides for reimbursement, to BRA, for the additional costs. The City and BRA have agreed to direct reimbursement of the additional costs on a quarterly basis. Action: Motion by Beach, seconded by Lenning to recommend reimbursement to BRA for WWTP for the cost of sludge disposal in the amount of $15,000.00. Approved 7-0 Consideration and possible action to recommend approval of Task Order No. SEL-08-001 with E. Schneider Engineering Ltd, of Bourne, Texas, pursuant to the terms of the Master Services Agreement, for professional services related to Electrical Engineering and Monitoring of system Operation of the City of Georgetown’s Electrical Distribution System for an amount of $50,000.00. -- Paul Elkins Discussion: Elkins stated that this is the first task order for Schneider Engineering for professional services related to electrical engineering and monitoring of system operations for the city's electrical distribution system. Page asked if staff was proposing this because the City does not have an electrical engineer in house. Elkins responded yes. Action: Motion by Page, seconded by Sattler to approve Task Order #SEL-08-001 with Schneider Engineering for professional services related to Electrical Engineering & Monitoring of system Operations in the amount of $50,000.00. Approved 7-0 Consideration and possible recommendation for the award of the annual bid for electric metering F. material to various bidders in the estimated amount of $291,638.20.-- Ken Arnold Discussion: Arnold explained that this is an annual bid. Materials will be ordered by the using departments on an as needed basis. Action: Motion by Sattler, seconded by Beach to award the annual bid for electric metering material to the various bidders in the estimated amount of $291,638.20. Approved 7-0 A break was taken from 2: 55 p.m. - 3:06 p.m. Discussion related to the City of Georgetown power supply options -- Jim BriggsG. Discussion: Briggs gave a presentation to the board on power supply. Action: None Motion by Eason, seconded by Lenning that 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 Approved 7-0 EXECUTIVE SESSION Executive session was called to order by Mr. Young on Tuesday, August 19, 2008 at 4: 23 p.m. 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 Discussion related to the City of Georgetown power supply options. -- Jim BriggsH. Temple Page left the GUS Board meeting at 5:00 p.m. Richard Lenning left the GUS Board meeting at 5:19 p.m. RETURN TO REGULAR SESSION: Returned to regular session on Tuesday, August 19, 2008 at 6:012 p.m. Action from Executive Session if necessary. no action needed on Item "H" Motion by Eason, seconded by Bland to adjourn meeting. Approved 5-0 (Page & Lenning absent from this vote only) Adjournment The meeting was adjourned at 06:15 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, July 15, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, July 15, 2008 at 01:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Call to Order at 01:00 PM Water Services Workshop to begin at 1:00 p.m. Discussion and overview of the City's Wastewater Services. -- Glenn DishongA. REGULAR SESSION TO BEGIN NO EARLIER THE 2:00 P.M. 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held B. on June 17, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not C. limited to items listed). -- Michael Hallmark, Tom Benz Consideration and possible recommendation to award a contract to Keystone Construction, Inc., of D. Austin, Texas, for the construction of Leander Pump Station Expansion in the amount of $271,000.00. -- Glenn Dishong, Tom Benz Discussion and possible recommendation to extend the existing brush grinding contract between the E. City of Georgetown and Austin Wood Recycling (AWR) of Cedar Park, Texas, for routine brush grinding services at the Collection Station. -- Rachel Osgood Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, July 15, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , July 15, 2008. Board Members Present: Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Board Members Absent: Ricki Young Staff Present: Glenn Dishong, Jana Kern, Tom Benz, Peggy Leatherman, Michael Hallmark, Rachel Osgood Minutes Regular Meeting Water Services Workshop to begin at 1:00 p.m. Discussion and overview of the City's Wastewater Services. -- Glenn DishongA. Attendees of the workshop: Board Members: Temple Page, Fred Beach, Richard Lenning, Bill Sattler City Staff: Glenn Dishong, Jana Kern, Peggy Leatherman, Mike Stasny Discussion: Dishong gave an overview of the City's wastewater system. Action: No Action Will be Taken REGULAR SESSION TO BEGIN NO EARLIER THE 2:00 P.M. Mr. Bill Sattler called the regular GUS Board meeting to order on Tuesday, July 15, 2008 at 2:05 p.m. 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held B. on June 17, 2008. -- Jana Kern Discussion: None Action: Motion by Page, seconded by Lenning to approve the minutes as presented. Approved 6-0 (Riki Young absent) Discussion and possible action regarding the Project Progress Report and timelines (including but not C. limited to items listed). -- Michael Hallmark, Tom Benz Discussion: Hallmark presented the monthly project reports: Leander Pump Station : Bid opening was on July 3, 2008. Further information on this project will be discussed in Item "D" on this agenda. Escalera Elevated Water Storage Tank : Preparing and reviewing the shop drawings. Contractor is scheduled to move on site in August 2008. SGWWTP Wet Weather & Irrigation: Contractor moved on site on July 14, 2008. SG-P1: No change 16" Irrigation Line: Central Road & Utility has installed approximately 8600 LF. Park WTP Clearwell : Sign contract were just delivered and staff is in the process of reviewing the contract. Rock Street WW Extension : No change SG3-A: No change Action: None Consideration and possible recommendation to award a contract to Keystone Construction, Inc., of D. Austin, Texas, for the construction of Leander Pump Station Expansion in the amount of $271,000.00. -- Glenn Dishong, Tom Benz Discussion: Dishong gave the Board some background information on this pump station. Due to the development in this area we will need to expand this site. These improvements will provide additional pumping capacity and improve fire flow to the development served by the 1178' pressure plan. This project is also required as part of the agreements with Parkside and Mayfield MUD's and Water Oak development. Dishong also stated that per the contract, when project is completed, ABG would be reimbursing the City for the cost of one of the pumps. Staff will also be shifting some of the 2006 annexation related to water projects from 2007/08 into 2008/09 where originally scheduled . Sattler stated for the record the total cost of the project is $271,000.00, the Budget is $115,000.00, the deficit $156,000.00, ABG will pay approximately $56,000.00 thus causing $100,000.00 overage for this project. Dishong agreed with Sattler's assessment. Sattler also stated that staff is attributing this overage to the change of scope and the higher cost of materials. Action: Motion by Lenning, seconded by Bland to award a contract to Keystone Construction, Inc. for the construction of Leander Pump Station Expansion in the amount of $271,000.00. Approved 6-0 (Young absent) Discussion and possible recommendation to extend the existing brush grinding contract between the E. City of Georgetown and Austin Wood Recycling (AWR) of Cedar Park, Texas, for routine brush grinding services at the Collection Station. -- Rachel Osgood Discussion: Osgood explained to the Board that this is for a one year extension, of the current contract, at the same terms and conditions set forth in the original contract. Action: Motion by Page, seconded by Lenning to approve the one year extension with Austin Wood Recycling. Approved 6-0 (Young absent) Motion by Lenning, seconded by Bland to adjourn. Approved 6-0 (Young absent) Adjournment The meeting was adjourned at 02:30 PM. Approved :Attest: _______________________________________________ Bill Sattler - Vice Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Tuesday, July 8, 2008 The Georgetown Utility System Advisory Board Special Session will meet on Tuesday, July 8, 2008 at 05:00 PM in the City Council Chambers Conference Room, located at 101 East 7th Street, Georgetown, TX If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Special Session Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Call to Order at 05:00 PM 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. Consideration and possible action to award the contract and enter into contract negotiations for the A. operation of the City’s water andwastewater plants for the next five (5) years with a budget of approximately $3,000,000.00 for fiscal year 2008/2009. -- Glenn Dishong Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Tuesday, July 8, 2008 The Georgetown Utility System Advisory Board Special Session of the City of Georgetown, Texas, met on Tuesday , July 8, 2008. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason (arrived @5:02), Stanley Bland, Fred Beach, Temple Page Board Members Absent: Staff Present: Jim Briggs, Jana Kern, Glenn Dishong, Marsha Iwers, Peggy Leatherman OTHER PRESENT: Gene Chisum & Mike Beck - OMI, David Collinsworth - BRA Minutes Regular Meeting Mr. Riki Young called the Special GUS Board meeting to order on Tuesday, July 8, 2008 at 5:00 p.m. 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. Consideration and possible action to award the contract and enter into contract negotiations for the A. operation of the City’s water and wastewater plants for the next five (5) years with a budget of approximately $3,000,000.00 for fiscal year 2008/2009. -- Glenn Dishong Discussion: Dishong explained the item in full, and informed the Board that Staff is not seeking approval of the dollar amount today but is seeking approval for Staff to move forward with the negotiations of the contract for the operations of the plants. Action: Motion by Lenning, seconded by Bland to authorize Staff to enter into contract negotiations. Approved 7-0 Motion by Lenning seconded by Bland to adjourn. Approved 7-0 Adjournment The meeting was adjourned at 05:23 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, June 17, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, June 17, 2008 at 01:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Call to Order at 01:00 PM Water Services Workshop to begin at 1:00 p.m. Discussion and overview of the City's Water Services. -- Glenn DishongA. REGULAR SESSION TO BEGIN NO EARLIER THE 2:00 P.M. 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held B. on May 20, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not C. limited to items listed). -- Michael Hallmark, Tom Benz Consideration and possible recommendation to award the annual bid for flexible base material, sand, D. rock, and sandy loan to RTI Transportation, of Austin, Texas, and Superior Crushed Stone of Jarrell, Texas in the estimated total amount of $96,500.00. -- Marsha Iwers Consideration and possible recommendation to award a contract to Excel Construction Services, LTD E. of Austin, Texas, for the construction of the San Gabriel WWTP Peak Flow Improvements in the amount of $3,564,878.00. -- Glenn Dishong Consideration and possible recommendation to award a contract to Preload of Richardson, Texas for F. the construction of the Park WTP 2MG Clearwell in the amount of $1,746,707.00 -- Glenn Dishong Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, June 17, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , June 17, 2008. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Board Members Absent: All Present Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Glenn Dishong, Marsha Iwers, Michael Hallmark, Lorie Lankford, Leticia Zavala, Peggy Leatherman Minutes Regular Meeting Water Services Workshop to begin at 1:00 p.m. Discussion and overview of the City's Water Services. -- Glenn DishongA. Attendees of the workshop: Board Members: Temple Page, Fred Beach, Richard Lenning, Bill Sattler City Staff: Jim Briggs, Glenn Dishong, Jana Kern, Tom Benz, Leticia Zavala, Marsha Iwers, Peggy Leatherman Discussion: Dishong gave an overview of the City's water system. Action: No Action Will be Taken REGULAR SESSION TO BEGIN NO EARLIER THE 2:00 P.M. Mr. Riki Young called the regular GUS Board meeting to order on Tuesday, June 17, 2008 at 2:08 p.m. 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held B. on May 20, 2008. -- Jana Kern Discussion: None Action: Motion by Sattler, seconded by Lenning to accept minutes as presented Approved 7-0 Discussion and possible action regarding the Project Progress Report and timelines (including but not C. limited to items listed). -- Michael Hallmark, Tom Benz 4th Pump at Leander Pump Station : Final design is about 90% complete. Currently advertising, Bid opening July 2, 2008 will be bring bid award to the July 15, 2008 meeting Escalera Elevated Water Storage Tank : Waiting on contractor to returned signed contract. SGWWTP Wet Weather & Irrigation: Award of bid will be discussed in item "E" of this agenda. 16" Irrigation Water Line & Irrigation Pump Station : Approximately 4100 LF of the 10,178 LF has been laid out. SG-P1: No change from last months report. Park WTP Clearwell : Bid opening was on June 10, 2008. Award of bid will be discussed in item "F" of this agenda. Rock Street WW Extension : Working with property owners on easements. SG2-A: Final design is about 60% complete. City staff had a meeting with Southwestern University to review the master plan. WTP & WWTP: Dishong stated that the current operating contract will expire on September 30, 2008. Staff began the RFP process to seek a qualified plant operations firm to continue the operation of the City's plants. Out of the four potential companies only two presented proposals. The staff evaluation included technical expertise, financial costs or economic analysis, as well as management and oversight skills to handle this particular contract. Staff also held an interview with each of the firms. After all of this was complete both firms proposals were real close. After all of the reviews are completed staff will come back to this Board for a recommendation to award the contract and enter into contract negotiations. Sun City Nbh Nine: A Sun City Conservation Pilot program will begin in July and run through September. The Sun City Neighborhood that was chosen was neighborhood nine. The purpose of this program is to test the viability of a twice per week watering schedule as compared to the existing once per five day schedule. The City will also be testing for water conservation achieved through customer feedback and irrigation tune up services. Consideration and possible recommendation to award the annual bid for flexible base material, sand, D. rock, and sandy loan to RTI Transportation, of Austin, Texas, and Superior Crushed Stone of Jarrell, Texas in the estimated total amount of $96,500.00. -- Marsha Iwers Discussion: Iwers stated that this is the annual bid for these materials. These items will be ordered on an as needed basis. Action: Motion by Page, seconded by Lenning to award the bid to RTI Transportation and Superior Crushed Stone in the amount of $96,500.00. Approved 7-0 Consideration and possible recommendation to award a contract to Excel Construction Services, LTD E. of Austin, Texas, for the construction of the San Gabriel WWTP Peak Flow Improvements in the amount of $3,564,878.00. -- Glenn Dishong Discussion: Dishong stated that the proposed project includes the construction of a .55MG equalization basin, new headworks with fine screen, and irrigation pump station improvements at the SGWWTP. Action: Motion by Lenning, seconded by Beach, to award the contract in the amount of $3,564,878.00 Approved 7-0 Consideration and possible recommendation to award a contract to Preload of Richardson, Texas for F. the construction of the Park WTP 2MG Clearwell in the amount of $1,746,707.00 -- Glenn Dishong Discussion: Dishong stated that this project includes the construction of a 2MG clearwell and related improvements for connection into the existing infrastructure. The proposed improvements will provide additional storage capacity and the ability to rehabilitate the existing clearwell. Action: Motion by Lenning, seconded by Beach to award the contract to Preload in the amount of $1,746,707.00. Approved 7-0 Motion by Sattler, seconded by Lenning to adjourn. Approved 7-0 Adjournment The meeting was adjourned at 02:45 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Friday, June 13, 2008 The Georgetown Utility System Advisory Board Special Session will meet on Friday, June 13, 2008 at 09:30 AM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Special Session Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Call to Order at 09:30 AM Georgetown Utility Systems Staff will be giving the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown a tour of some of the Wastewater Plants on Friday, June 13, 2008 beginning at 9:30 a.m. No official action will be taken. Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Friday, June 6, 2008 The Georgetown Utility System Advisory Board Special Session will meet on Friday, June 6, 2008 at 08:00 AM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Special Session Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Call to Order at 08:00 AM Georgetown Utility Systems Staff will be giving the Georgetown Utility Systems Advisory Board and the Governing Body of the City of Georgetown a tour of some of the Water Plants on Friday, June 6, 2008 beginning at 8:00 a.m. Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, May 20, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, May 20, 2008 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 2:00 P.M. Call to Order at 02:00 PM 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on April 15, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). -- Michael Hallmark, Tom Benz Consideration and possible action to propose a one-hour study sessions to be held immediately C. preceding the monthly GUS Board meeting. -- Temple Page Consideration and possible recommendation for the award bid for the purchase of preassembled D. overhead line capacitors and controls to KBS Electrical Distributors of Austin, Texas in the estimated amount of $62,044.00. -- Paul Elkins Consideration and possible recommendation to award a contract to Landmark Structures LLP of Fort E. Worth, Texas for the construction of the 1.25 MG Escalera Elevated Storage Tank in the amount of $2,161,000.00. -- Glenn Dishong Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, May 20, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , May 20, 2008. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Board Members Absent: All Present Staff Present: Jim Briggs, Jana Kern, Tom Benz, Michael Hallmark, Glenn Dishong, Ken Arnold, Paul Elkins, Rachel Osgood, Peggy Leatherman, Mark Miller, Marsha Iwers, Sheila Mitchell Minutes Regular Meeting Mr. Ricki Young called the regular GUS Board meeting to order on Tuesday, May 20, 2008 at 2:00 p.m. 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on April 15, 2008. -- Jana Kern Discussion: Lenning noted that on Item "E" under discussion, third line up from the bottom there is the letter "o" that should be "to". April 15, 2008 minutes have been corrected. Action: Motion by Eason, seconded by Sattler to approve minutes as with stated correction. Approved 7-0 Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed ). -- Michael Hallmark , Tom Benz Discussion: Hallmark presented the monthly Project Progress Report: 16" Irrigation Water Line & Irrigation Pump Station Improvements : Contracts out to being signed. 4th Pump at Leander Pump Station : Final design is about 90% complete. SG3-A: Final design is about 30% complete. Negotiating with Southwestern University on Easements. Meeting schedule with SWU in June 11th. Escalera Elevated Water Storage Tank : Bid opening was held on May 8, 2008. Will be discussed later on in this meeting. Park WTP Clearwell: Final design is complete. Bid opening will be June 10, 2008. SG-P1: Working on environmental and title searches for easements. Rock Street WW Extension : Working on front end documents, plans have been submitted to TCEQ, working with property owner for ROW/Easements. San Gabriel WWTP Wet Weather& Irrigation: Bid opening was on May 15, 2008. Staff is analyzing the bid information will be present at the June GUS Board Meeting. Hazardous Waste : Rachel Osgood present this item. The House Hold Hazardous Waste program kicked off on April 14, 2008. The City has contracted with Williamson County Recycle Center to take out house hold hazardous waste. This is a voucher base program, where a customer can pick up a voucher or get one off the web. If the customer requesting the voucher is in tier one, the city pays 100%, in tier two it is split evenly between customer and the city. To date there has been about 130 vouchers issued, of those 130 vouchers 58 have been turned in. We are seeing exactly what we expected: aerosol can, paints - oil & latex, and insecticides/herbicides. The response has been extremely good. Action: None Consideration and possible action to propose a one-hour study sessions to be held immediately C. preceding the monthly GUS Board meeting. -- Temple Page Discussion: Mr. Page stated that as a new member of the GUS Board, he did not have a good understanding of the utility systems that he will be dealing with as a Board member. He spoke with Mr. Briggs about the possibility of having a one hour work session before the regular board meeting on each of the utility systems. Briggs stated that staff will set up one hour work sessions to be presented over the next three/four months. There will be a sessions on water, wastewater & irrigation, electric and solid waste. Briggs also stated that staff will give a tour of the facilities for those board member that would be interested. Action: Motion by Page seconded by Sattler that the staff of the GUS Division be requested to prepare a series of one (1) hour briefings for each of the City utility systems to be presented to the GUS Advisory Board at study sessions to be held immediately preceding each regularly scheduled board meeting. Approved 7-0 Consideration and possible recommendation for the award bid for the purchase of preassembled D. overhead line capacitors and controls to KBS Electrical Distributors of Austin, Texas in the estimated amount of $62,044.00. -- Paul Elkins Discussion: Elkins stated that bids were received for capacitor units and controls. The capacitors and controls will be installed on the overhead electric system as a planned project for system power factor correction and voltage adjustments. Material will be ordered as a one time order and be stored in the warehouse. Action: Motion by Sattler seconded by Lenning to award the bid for the purchase of preassembled overhead line capacitors and controls to KBS Electrical Distributors of Austin, Texas in the estimated amount of $62,044.00. Approved 7-0 Consideration and possible recommendation to award a contract to Landmark Structures LLP of Fort E. Worth, Texas for the construction of the 1.25 MG Escalera Elevated Storage Tank in the amount of $2,161,000.00. -- Glenn Dishong Discussion: Benz stated this project serves the southwestern portion of Georgetown - Escalera Ranch, Mayfield & Parkside. Once the tank is complete, Parkside & Mayfield Mud's will reimburse the City for their proportional cost of elevated storage. Action: Motion by Sattler seconded by Lenning to award a contract to Landmark Structures LLP of Fort Worth, Texas for the construction of the 1.25 MG Escalera Elevated Storage Tank in the amount of $2,161,000.00. Approved 7-0 Motion by Page seconded by Sattler to adjourn meeting Approved 7-0 Adjournment The meeting was adjourned at 02:50 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, April 15, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, April 15, 2008 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Stanley Bland, Fred Beach, Temple Page Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 2:00 P.M. Call to Order at 02:00 PM 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on March 18, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). -- Michael Hallmark, Tom Benz Consideration and possible recommemdation to award a contract to Central Road & Utility, LTD, of C. San Marcos, Texas for the 16-Inch Water Line and Irrigation Water Pump Station Improvements in the amount of $1,722,711.00. -- Tom Benz/Mark Miller Consideration and possible recommendation for the award of the annual bids for water meters and D. accessories to various bidders in the estimated amount of $167,100.00 -- Glenn Dishong Discussion and possible recommendation to pursue the acquisition of a joint South Lake Water E. Treatment Plant Site with CTSUD.-- Glenn Dishong Consideration and possible recommendation to approve a contract amendment between the City of F. Georgetown and Kasberg, Patrick & Associates, L.P., Inc. (KPA), of Georgetown, Texas, for professional services related to the design of the Smith Branch Interceptor for $176,300.00. -- Tom Benz Presentation and possible recommendation of the 2008-2009 Water Services Capital Improvement G. Projects (CIP) Plan. -- Tom Benz Discussion and possible action to recommend updates to the water rate structure to the City Council. H. -- Micki Rundell EXECUTIVE SESSION 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 Presentation and possible recommendation of the 2008/2009 Electric Capital Improvement Project I. (CIP) Plan. -- Jim Briggs Discussion related to the City of Georgetown power supply options. -- Jim BriggsJ. RETURN TO REGULAR SESSION: Action from Executive Session if necessary. Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, April 15, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , April 15, 2008. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Patty Eason, Fred Beach, Temple Page Board Members Absent: Stanley Bland Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Glenn Dishong, Paul Elkins, Ken Arnold, Jimmy Sikes, Jim Willfong , Kathy Ragsdale, Peggy Leatherman, Marsha Iwers, Joe Lara, La'Mar Kemp OTHERS PRESENT: Yvonne & Glenn Mautner - Georgetown Citizens Academy, Thomas Valle - KPA Engineers, Robert Martinez - Central Road & Utility, LTD Minutes Regular Meeting Mr. Riki Young called the regular GUS Board meeting to order on Tuesday, April 15, 2008 at 2: 00 p.m. 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on March 18, 2008. -- Jana Kern Discussion: None Action: Motion by Lenning, seconded by Sattler to approve the minutes as presented. Approved 6-0 (Stanley Bland absent ) Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). -- Michael Hallmark, Tom Benz Discussion: Benz presented the Project Progress Report: 16 Inch Water Line & Irrigation Pump Station : There was a Bid opening on April 1, 2008 and we will go into further discussion on the item "C" on this agenda. Rabbit Hill Pump Station : Walk through has been complete. 4th Pump @ Leander Pump Station : Engineer are still working on the electrical design. Rock Street WW Extension : Plans were submitted to TCEQ. There is a small easement issue that staff is working on. Escalera Elevated Water Storage Tank : There is a mandatory pre-bid meeting scheduled for April 24, 2008 with a bid opening scheduled for May 6, 2008. Park WTP: Final Design is about 80% complete. SG3-A: Final design is about 30% complete. Working with Southwestern University on easements. San Gabriel WWTP : Plans were sent to TCEQ for review on April 11, 2008 Action: None Consideration and possible recommendation to award a contract to Central Road & Utility, LTD, of C. San Marcos, Texas for the 16-Inch Water Line and Irrigation Water Pump Station Improvements in the amount of $1,722,711.00. -- Tom Benz/Glenn Dishong Discussion: Benz stated that the low bidder was Central Road & Utility, Ltd. This project includes 10,800 lf of 16" irrigation water line and Pecan Branch Wastewater Treatment Plant improvements including, vertical turbine pumps with associated chemical feeds, electric and process instrumentation and controls. There were 22 plan holders with ten bids being received. Action: Motion by Page, seconded by Lenning to award a contract to Central Road & Utility, LTD, of San Marcos, Texas for the 16-Inch Water Line and Irrigation Water Pump Station Improvements in the amount of $1,722,711.00. Approved 6-0 (Bland absent) Consideration and possible recommendation for the award of the annual bids for water meters and D. accessories to various bidders in the estimated amount of $167,100.00 -- Glenn Dishong Discussion: Dishong stated this is a rebid for some parts from the annual bid. There a new product on the market, were the transmitter for the automatic meter reading system now comes as an integral part of the actual meter. The small meters, that were on the original bid , will be replaces by the new integral meters. Meters/parts will be ordered on a as needed basis.The parts that are in stock will be used before the new parts are ordered. Action: Motion by Lenning, seconded by Sattler to award of the annual bids for water meters and accessories to various bidders in the estimated amount of $167,100.00. Approved 6-0 (Bland absent) Discussion and possible recommendation to pursue the acquisition of a joint South Lake Water E. Treatment Plant Site with CTSUD. -- Glenn Dishong Discussion: Dishong stated that the treatment of raw water acquired through existing system water rights would require approximately 72 MGD of treatment capacity. The current Lake Georgetown Treatment Plant (LGTP) site, including the addition of 4.17 acres, leased from the Army Corps of Engineers will only accommodate 32 MGD of treatment capacity. With that said, an additional site is needed on the south side of Lake Georgetown to provide for the treatment of up to 40 MGD. The acres needed for this size/type of plant is about 20 acres. Right now Round Rock and Brushy Creek currently inhabit the south site. Currently CTSUD is pursuing a 20-acre site in the same area that we are looking. Since both CTSUD and Georgetown is looking for a site in the same area, staff is trying to coordinate the location and construction of the two intake structures to serve the future treatment plants. Depending on growth, Georgetown will not need this capacity for about eight to ten years; CTSUD on the other hand needs this very soon. Acquisition of a joint plant will provide some economies of scale, potential joint use, and provide the necessary site information needed to process the environmental studies associated with the intake structure planning. Staff is recommending pursing the acquisition of a joint site for the co-location of City and CTSUD water treatment plants. Action: Motion by Sattler, seconded by Beach to pursue the acquisition of a joint South Lake Water Treatment Plant Site with CTSUD . Approved 6-0 (Bland absent) Consideration and possible recommendation to approve a contract amendment between the City of F. Georgetown and Kasberg, Patrick & Associates, L.P., Inc. (KPA), of Georgetown, Texas, for professional services related to the design of the Smith Branch Interceptor for $176,300.00. -- Tom Benz Discussion: Benz stated that at the March 11, 2008 City Council meeting staff was directed to accelerate the design and construction of the Smith Branch Interceptor Upgrade to eliminate the capacity issue in the basin and encourage economic development. This contact amendment provides for the necessary design, engineering, construction management, surveying, geotechnical, archaeology, geologic assessments, and regulatory submittals for the installation of the necessary parallel collection main to provide additional capacity in the Smith Branch collection system. Action: Motion by Sattler seconded by Lenning to approve a contract amendment with Kasberg, Patrick & Associates, L.P., Inc. (KPA), of Georgetown, Texas, for professional services related to the design of the Smith Branch Interceptor for $176,300.00. Approved 6-0 (Bland absent ) Presentation and possible recommendation of the 2008-2009 Water Services Capital Improvement G. Projects (CIP) Plan. -- Tom Benz Discussion: Benz gave the Board an overview of the 2008/09 CIP Plan for Water and Wastewater. Action: Motion by Lenning seconded by Sattler to recommend the 2008-2009 Water Services Capital Improvement Projects (CIP) Plan as proposed. Approved 6-0 (Bland absent) Discussion and possible action to recommend updates to the water rate structure to the City Council. H. -- Micki Rundell Discussion: Staff gave an overview of the current water rate structure. The goal of the proposed 08/09 rate update will be focused on water conservation and the reduction of peak demand. To help meet this goal staff is recommending updated to the residential water price blocks and the creation of a potable water irrigation customer class. Future rate studies will look into the commercial customer charge and the multipliers applied to meter sizes. Action: Motion by Sattler, seconded by Beach to recommend updates to the water rate structure to the City Council. Approved 6-0 (Bland absent) Motion by Lenning, seconded by Beach that items "I" & "J" are of Competitive Matters. Approved 6-0 (Bland absent) Board took a Brake at 4:20 p.m. EXECUTIVE SESSION 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 Young called the Executive Session to order on Tuesday, April 15, 2008 at 4:25 p.m. Presentation and possible recommendation of the 2008/2009 Electric Capital Improvement Project I. (CIP) Plan. -- Jim Briggs Discussion related to the City of Georgetown power supply options. -- Jim BriggsJ. RETURN TO REGULAR SESSION : Young called the Regular Session Back to order on Tuesday, April 15, 2008 at 5: 22 p.m. Action from Executive Session if necessary. Action from Item "I": Motion by Eason seconded by Beach to approve the 08/09 Electric CIP as proposed. Approved 6-0 (Bland absent) Motion by Eason seconded by Lenning to adjourn Approved 6-0 (Bland absent) Adjournment The meeting was adjourned at 05:23 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, March 18, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, March 18, 2008 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Riki Young - Chair, Patty Eason, Bill Sattler, Stanley Bland, Richard Lenning, Fred Beach, Temple Page Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM 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. Board nominations and election of Vice Chair and Secretary of the GUS Board. -- Riki YoungA. Consideration and possible action to approve the minutes from the regular meeting held on February B. 19, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not C. limited to items listed). -- Michael Hallmark/Tom Benz Consideration and possible recommendation to approve a Professional Services Agreement between D. the City of Georgetown and Alexander Utility Engineering, Inc. of San Antonio, Texas, to provide Evaluation and Design Services for a Fiber Optic Network in the amount of $50,000.00. -- Jimmy Sikes Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall , 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, March 18, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , March 18, 2008. Board Members Present: Riki Young - Chair, Bill Sattler, Temple Page, Fred Beach, Patty Eason, Richard Lenning, Stanley Bland Board Members Absent: All Present Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Jimmy Sikes, Tom Benz, Marsha Iwers, Peggy Leatherman, Glenn Dishong, Mark Miller, Joe Lara Others Present: Andrea Gonzalez - Williamson County Sun Minutes Regular Meeting Mr. Riki Young called the regular GUS Board meeting to order on Tuesday, March 18, 2008 at 2:00 p.m. Introductions of Board members and Staff was made at this time. 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. Board nominations and election of Vice Chair and Secretary of the GUS Board. -- Riki YoungA. Discussion: Nomination were received for Vice Chair. Action: Motion by Bland, seconded by Beach to nominate Bill Sattler for Vice Chair. Sattler accepts. Approved 6-0 (Sattler did not vote) Discussion: Nominations were received for Secretary . Action: Motion by Bland, seconded by Sattler to nominate Richard Lenning for Secretary. Lenning accepts Approved 6-0 (Lenning did not vote) Consideration and possible action to approve the minutes from the regular meeting held on February B. 19, 2008. -- Jana Kern Discussion: The February minutes shows that Paul Brandenburg was not present when in fact he was. Minutes will be change to reflect his presence. Action: Motion by Eason, seconded by Lenning to approve the minutes with stated correction. Approved 7-0 Discussion and possible action regarding the Project Progress Report and timelines (including but not C. limited to items listed). -- Michael Hallmark/Tom Benz Discussion: Benz presented the Project Progress Reports: 16" Irrigation Water line & Pump Station Improvements : Pre-bid meeting was held on March 18, 2008. There were 15 contractors at this pre-bid meeting. Bid opening is scheduled for April 1, 2008. Rabbit Hill Pump Station : This is 99% complete - waiting on the completion of the driveway. 4th Pump at Leander Pump Station : In design. Rock Street WW Extension : Plans submitted to TCEQ on March 11, 2008. San Gabriel WWTP : Design is about 50% complete. South Fork WW Interceptor : Work is completed waiting for growth of vegetation. Escalera Elevated Water Storage Tank : Design is about 70% complete. Park WTP Clearwell : Design is about 60% complete. 2007 Street Rehab : Phase 1- Final design complete. Tree trimming is completed. Phase 2 - Final design is about 95% complete Oak Tree Bridge Project : Steger & Bizzell is the engineer firm for this project. Environmental, archeological & geological is ongoing. Back ground documents and research is complete. There was a presentation given on March 12, 2008 at Berry Creek.. Blue Hole Road & Trail Project: Tree study, topography & geotechnical survey is complete. Survey & ROW is complete. Main Street Rehab Project : Drainage items completed. Contractor to raise manholes to grade and refinish crosswalks on SH 29. Action: None Consideration and possible recommendation to approve a Professional Services Agreement between D. the City of Georgetown and Alexander Utility Engineering, Inc. of San Antonio, Texas, to provide Evaluation and Design Services for a Fiber Optic Network in the amount of $50,000.00. -- Jimmy Sikes Discussion: Sikes reviewed the Master Services agreement then gave an overview of the City's fiber system as it is now and where it needs to be for the future. Action: Motion by Lenning, seconded by Bland to approve the Professional Services Agreement with Alexander Utility Engineering, Inc, to provide Evaluation and design Services for a Fiber Optic Network for the City of Georgetown, in the amount of $50,000.00. Approve 7-0 Motion by Sattler, seconded by Bland to adjourn Approve 7-0 Adjournment The meeting was adjourned at 03:10 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, February 19, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, February 19, 2008 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Robert Kostka - Chair, Mike Cunningham - Vice Chair, Richard Lenning - Secretary, Patty Eason, Bill Sattler, Stanley Bland, Riki Young Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on January 15, 2008. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). -- Michael Hallmark, Tom Benz Consideration and possible recommendation to appoint an Impact Fee Review Committee for the C. review of the City's water and wastewater Impact Fee update. -- Glenn Dishong Consideration and possible recommendation for the award of the annual bid for Hot Mix Asphalt to D. Austin Asphalt of Georgetown, Texas in the estimated amount of $361,625.00. -- Mark Miller Consideration and possible recommendation for the award of the annual bid for miscellaneous fiber E. optic materials to various vendors in an amount not to exceed $250,000.00 annually. -- Jimmy Sikes Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, February 19, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , February 19, 2008. Board Members Present: Robert Kostka - Chair, Richard Lenning - Secretary, Patty Eason, Bill Sattler, Stanley Bland, Riki Young Board Members Absent: Mike Cunningham Staff Present: Paul Brandenburg, Jim Briggs, Micki Rundell, Jana Kern, Tom Benz, Glenn Dishong, Mark Miller, Jimmy Sikes, Peggy Leatherman Minutes Regular Meeting Mr. Robert Kostka called the regular GUS Board meeting to order on Tuesday, February 19, 2008 @ 2:00 p.m. 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. Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on January 15, 2008. -- Jana Kern Discussion: None Action: Motion by Eason, seconded by Sattler to approve the mintues as presented. Approve 6-0 (Mike Cunningham absent) Discussion and possible action regarding the Project Progress Report and timelines (including but not B. limited to items listed). -- Michael Hallmark, Tom Benz Discussion: Benz presented the monthly project progress report: Escalera Elevated Water Stroage Tank : Design is about 50% complete Rabbit Hill Pump Station : Start up on this was delayed due to some pump issues. San Gabriel WWTP : Preliminary design is about 50% complete. South Fork WW Interceptor : Waiting on the test results and working on the site clean up. 16" Irrigation Water Line & Pump Station Improvements: Finishing up on the final documents so we can get this out to bid. Leander Pump Station: Working on the electrical design . Rock Street WW Extension: Reviewing final design and getting it ready for bid. Park WTP Clearwell: In the initial design phase. SG3-A: Working on easements through Southwestern University. Blue Hole Road & Trail Project: Tree study, topography and geotechnical survey are all complete. Street Rehab : Phase 1 - In construction. Phase 2 - Final design is about 95% complete Main Street Rehab: There are some punch list items and some drainage issues that need to be corrected Oak Tree Bridge Project : Working on the Surveys and preliminary ROW Action: None Consideration and possible recommendation to appoint an Impact Fee Review Committee for the C. review of the City's water and wastewater Impact Fee update. -- Glenn Dishong Discussion: Dishong stated City Council has directed staff to review the impact fees every three years. The last review/update was completed in October 2005. Staff recommends utilizing the citizens' advisory members of the GUS Advisory Board for the composition of this committee plus two additional citizens to make up the appropriate composition of the committee as required in the Local Government Code, Chapter 395.The recommendation for the members of the Impact Fee Committee are as follows: Robert Kostka, Mike Cunningham, Riki Young, Stanley Bland, Richard Lenning, Harry Gibbs, and John Gavurnik. Action: Motion by Sattler, seconded by Lenning to approve staffs recommendation of the Impact Fee Committee members. Approved 6-0 (Cunningham absent) Consideration and possible recommendation for the award of the annual bid for Hot Mix Asphalt to D. Austin Asphalt of Georgetown, Texas in the estimated amount of $361,625.00. -- Mark Miller Discussion: Miller stated this is the annual bid for Type "D" and Type "A" asphalt. This asphalt will be used for construction and repair of City Streets and is ordered on an as needed basis. Action: Motion by Sattler, seconded by Lenning to award of the annual bid for Hot Mix Asphalt to Austin Asphalt of Georgetown, Texas in the estimated amount of $361,625.00. Approved 6-0 (Cunningham absent) Consideration and possible recommendation for the award of the annual bid for miscellaneous fiber E. optic materials to various vendors in an amount not to exceed $250,000.00 annually. -- Jimmy Sikes Discussion: Sikes stated at this time the City is in the process of upgrading their fiber. The fiber material will be ordered on an as needed basis. Action: Motion by Bland seconded by Young to award of the annual bid for miscellaneous fiber optic materials to various vendors in an amount not to exceed $250,000.00 annually. Approved 6-0 (Cunningham absent) Motion by Lenning, seconded by Bland to adjourn Approved 6-0 (Cunningham absent) Adjournment The meeting was adjourned at 02:30 PM. Approved :Attest: _______________________________________________ Robert Kostka - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, January 15, 2008 The Georgetown Utility System Advisory Board will meet on Tuesday, January 15, 2008 at 02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas If you need accommodations for a disability, please notify the city in advance. Georgetown Utility System Advisory Board Members: Robert Kostka - Chair, Mike Cunningham - Vice Chair, Richard Lenning - Secretary, Patty Eason, Bill Sattler, Stanley Bland, Riki Young Georgetown Utility System Advisory Board meetings are held on the third Tuesday of each month at 02:00 PM. Call to Order at 02:00 PM 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. Consideration and possible action to approve the minutes from the regular Board meeting A. held on December 18, 2007. -- Jana Kern Review of the Project Progress Report and timelines (including but not limited to items B. listed). -- Michael Hallmark, Tom Benz Consideration and possible recommendation for the award of the annual bids for water C. meters and accessories to various bidders in the estimated amount of $297,108.00. -- Glenn Dishong Consideration and possible recommendation to approve a contract amendment between D. the City of Georgetown and Camp, Dresser, McKee, Inc. (CDM) for professional services relating to the re-permitting of the City’s wastewater treatment facilities. -- Glenn Dishong Consideration and possible recommendation to approve the contract between the City of E. Georgetown and Russell & Rodriguez, LLP for legal services related to the re -permitting of Georgetown's wastewater treatment facilities in 2008. -- Glenn Dishong Consideration and possible recommendation to award a contract to Cutler Repaving Inc.,of F. Lawrence, KS, for the 2007 Street Rehabilitation project in the amount of $2,460,552.25. -- Tom Benz, Mark Miller Consideration and possible recommendation for the award of the annual bid for G. miscellaneous streetlight material and lamps to various vendors in the estimated amount of $103,770.00. Paul Elkins Consideration and possible recommendation to extend the contract, between the City of H. Georgetown and Flowers Construction Company, L.P., for electric system maintenance and construction services and Electric System Construction Trenching and Conduit Installation for F.Y. 2008. -- Paul Elkins Consideration and recommendation for extension of the contract between McCord I. Engineering, and Georgetown Utility Systems, to provide engineering services related to the planning, design, and review of the City’s electric system improvements, system construction, system expansion (due to development), and system mapping. -- Randy Buchanan Certificate of Posting I, Sandra Lee, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the _____ day of _________________, 2008, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Sandra Lee, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, January 15, 2008 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , January 15, 2008. Board Members Present: Robert Kostka - Chair arrived at 2:01p.m., Mike Cunningham - Vice Chair, Richard Lenning - Secretary, Patty Eason, Bill Sattler, Stanley Bland Board Members Absent: Riki Young Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Glenn Dishong, Michael Hallmark, Paul Elkins, Randy Buchanan, Joel Weaver, Mark Miller, Marsha Iwers, Joe Lara Others Present: David Patrick - KPA. Temple Page - Citizen Minutes Regular Meeting Mr. Mike Cunningham call the regular GUS Board to order on Tuesday, January 15, 2008 at 2: 00 P.M. 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. Consideration and possible action to approve the minutes from the regular Board meeting A. held on December 18, 2007. -- Jana Kern Discussion: None Action: Motion by Eason, seconded by Sattler to approve the minutes as presented. Approved 6-0 (Riki Young absent) Review of the Project Progress Report and timelines (including but not limited to items B. listed). -- Michael Hallmark, Tom Benz Discussion: Hallmark presented the monthly updates: Rabbit Hill Pump Station : Pumps are scheduled to be on site last week of January. Start up is scheduled for mid February. San Gabriel WWTP: Still in design. South Fork WW Interceptor: The 42" line has been installed. Contractor started the back filling. Still have approximately 75 LF of the 12" pipe to be installed. 16" Irrigation Line & Pump Station Improvements: Final design is completed. ROW is complete. Leander Rd. Pump Station Improvement: CDM is working on the electrical design. Rock Street WW Extension : Design is about 95% complete Main St. Rehab: Punch list items are being worked on. 2007 St. Rehab - Phase 1: Bids were received on January 8, 2008. 2007 St. Rehab- Phase 2: Design is about 95% complete. Oak Tree Bridge: Benz stated that this project is to replace the existing low water crossing that is located in Berry Creek. Steger & Bizzell are the engineering firm for this project. Steger & Bizzell have started the environmental, archeological, & geological surveying. Blue Hole Rd & Trail: Benz stated that this project is to replace the road and trail that goes through Blue Hole Park. Baker-Aicklen & Associates, Inc. are the engineering firm for this project. Baker-Aicklen have started the tree study, TOPO and the geotechnical survey. Action: None Consideration and possible recommendation for the award of the annual bids for water C. meters and accessories to various bidders in the estimated amount of $297,108.00. -- Glenn Dishong Discussion: Dishong stated these are meters that are purchased and held in the City's warehouse. These meters will be for new installations and for replacement of existing meters and metering equipment's. Ordered on an as needed basis. Action: Motion by Lenning, seconded by Bland to award the annual bid for water meters and accessories to various bidders in the estimated amount of $297,108.00. Approved 6-0 (Young absent) Consideration and possible recommendation to approve a contract amendment between D. the City of Georgetown and Camp, Dresser, McKee, Inc. (CDM) for professional services relating to the re-permitting of the City’s wastewater treatment facilities. -- Glenn Dishong Discussion: Dishong stated this contract amendment is for professional services for re-permitting the City's five Wastewater Treatment Plants. The City's Wastewater permits are for a period of five years. The current permits will expire December 2008 and it is required that the new permit applications be submitted six months prior to this date. CDM did our re-permitting the five years ago. Action: Motion by Cunningham, seconded by Lenning to approve the contract amendment with CDM for professional services related to the re-permitting of the City's wastewater treatment plants. Approved 6-0 (Young absent) Consideration and possible recommendation to approve the contract between the City of E. Georgetown and Russell & Rodriguez, LLP for legal services related to the re-permitting of Georgetown's wastewater treatment facilities in 2008. -- Glenn Dishong Discussion: Dishong said that this item goes hand and hand with the last item. Staff is asking for your approval of a contract with Russell & Rodriguez, LLP for legal services related to the re-permitting of Georgetown's wastewater treatment plants. Kerry Russell has handled all of the City's complex environmental legal issues for the past several years, including the legal work associated with the last re-permitting of the treatment plants. This contract will be for an amount not to exceed $20,000.00. Action: Motion by Lenning, seconded by Cunningham to approve the contract between the City of Georgetown and Russell & Rodriguez, LLP for legal services related to the re-permitting of Georgetown's wastewater treatment facilities in 2008 in an amount not to exceed $20,000.00. Approved 6-0 (Young absent) Consideration and possible recommendation to award a contract to Cutler Repaving Inc.,of F. Lawrence , KS, for the 2007 Street Rehabilitation Phase 1 project in the amount of $2,460,552.25. -- Tom Benz, Mark Miller Discussion: Benz stated this project includes the construction of approximately 260,000 square yards of recycled HMAC overlay and type "D" HMAC , 1260 square yards of cement stabilization, 1500 square yards of sub-grade rehabilitation, asphalt milling, miscellaneous removal and repair, 3900 linear feet of removal and replacement of standard curb and gutter, miscellaneous concrete and traffic control. The streets identified for this rehab include MKL Blvd., 10th Street to Scenic Drive, Northwest Blvd. - Northwood to Hedgewood, and streets within the San Gabriel Heights and Sierra Vista subdivisions. David Patrick of KPA stated that with this project you are doing 15.3 miles of rehabilitation, and the cost per foot of roadway a little over $30.00 per foot. Action: Motion by Sattler, seconded by Lenning to award a contract to Cutler Repaving Inc.,of Lawrence, KS, for the 2007 Street Rehabilitation Phase 1 project in the amount of $2,460,552.25. Approved 6-0 (Young absent) Consideration and possible recommendation for the award of the annual bid for G. miscellaneous streetlight material and lamps to various vendors in the estimated amount of $103,770.00. Paul Elkins Discussion: Elkins stated bids were received for the various streetlight & lamp materials and staff is recommending that the award of this bid be given to the various low bidders. The materials will be stocked at the Georgetown's warehouse and will be used on an as needed basis. Action: Motion by Sattler, seconded by Bland to award the annual streetlight materials and lamps to the various low bidders in an amount of $103,770.00. Approved 6-0 (Young absent) Consideration and possible recommendation to extend the contract, between the City of H. Georgetown and Flowers Construction Company, L.P., for electric system maintenance and construction services and Electric System Construction Trenching and Conduit Installation for F.Y. 2008. -- Paul Elkins Discussion: Elkins stated this item is to extend the contract with Flowers Construction from March 1, 2008 through February 28, 2009 in the amount of $2,500,000.00. When this contract was original put in place it was set up as a five year contract extendable annually upon agreement with both parties. This will be the third extension of this contract. Mr. Kostka asked that when this five year contract is up will this go back out for bid. Briggs stated that yes it will go back up for bid . Action: Motion by Sattler, seconded by Lenning, to extend the contract with Flowers Construction beginning March 1, 2008 through February 28, 2009 in the amount of $2,500,000.00. Approved 6-0 (Young absent) Consideration and recommendation for extension of the contract between McCord I. Engineering, and Georgetown Utility Systems, to provide engineering services related to the planning, design, and review of the City’s electric system improvements, system construction, system expansion (due to development), and system mapping. -- Randy Buchanan Discussion: Buchanan stated this is an extension of the professional services contract the City has with McCord Engineering. The dollar amount reflects the historical average of CIP, residential, commercial development, engineering related to these projects. The dollar amount of $915,342.44 is the estimated amount that we will spend until September 2008. Action: Motion by Sattler, seconded by Lenning to extend the contract with McCord Engineering in the amount of $915,342.44. Approved 6-0 (Young Absent) Motion by Lenning, seconded by Bland to adjourn meeting. Approved 6-0 (Young Absent) Adjournment The meeting was adjourned at 02:45 PM. Approved :Attest: _______________________________________________ Robert Kostka - Chair Richard Lenning - Secretary