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Home My WebLink AboutGUS_Agenda&Minutes_2009Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Tuesday, December 15, 2009 The Georgetown Utility System Advisory Board Special Session will meet on Tuesday, December 15, 2009 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 Special Session Members: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, Temple Page Call to Order at 02:00 PM REVISED 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 November 16, 2009. -- Jana Kern Consideration and possible recommendation for the award of the annual bid for wood poles to B. Priester-Mell & Nicholson of Austin, Texas, in the estimated amount of $115,462.00. -- Paul Elkins, Ken Arnold Consideration and possible recommendation to approve the contract for the EARZ -V Manhole C. Rehabilitation to Joe Bland Construction, LP, of Austin Texas, for the amount of $198,361.64. -- Michael Hallmark, Tom Benz Consideration and possible recommendation to approve Task Order MEI-10-003 with McCord D. Engineering, Inc of College Station, Texas, for professional services related to New CIP Development for the City of Georgetown’s Electrical System for an amount not to exceed $300,000.00. -- Steve Glenn, Tom Benz, Ken Arnold Consideration and possible recommendation to approve Task Order MEI-10-004 with McCord E. Engineering, Inc of College Station, Texas, for professional services related to unplanned development for the City of Georgetown’s Electrical System for an amount not to exceed $250,000.00. -- Steve Glenn, Tom Benz, Ken Arnold Consideration and possible recommendation to execute an agreement with the Texas Commission on F. Environmental Quality (TCEQ) implementing a Sanitary Sewer Overflow (SSO) Corrective Action Plan. -- Glenn Dishong Consideration and possible recommendation to amend the contract with the Brazos River Authority G. (BRA) for the management, operation, and maintenance of the City’s wastewater treatment plants for the period starting October 1, 2009 through September 30, 2010 with an operating budget of $1,546,850.00. -- Glenn Dishong Discussion and possible action regarding the Project Progress Report and timelines. -- Michael H. Hallmark, Tom Benz EARZ V, Escalera Elevated Water Storage Tank, Rock Street WW Extension, SG3-A, SG-P1, River Down/River Ridge Lift Station Decommission, 2006 Annexation, LWTP Clearwell Presentation and Discussion related to the development of a Distributed Energy Resource for I. strategic placement within the Electric System to augment the electric distribution grid, reduce ERCOT cost exposure and power consumption over peak energy demand periods -- Ken Arnold EXECUTIVE SESSION Called to order Sec.551.086 Competitive MattersJ. 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 on 5 Megawatt Distribution Energy Storage Resource and Cost Analysis - Jim Briggs RETURN TO REGULAR SESSION Action from Executive Session. K. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Monday, November 16, 2009 The Georgetown Utility System Advisory Board Special Session will meet on Monday, November 16, 2009 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 Special Session Members: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, Temple Page 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 October 19, 2009. -- Jana Kern Consideration and possible recommendation of award of the City’s annual Water and Wastewater B. Pipe and Fittings, Bid No. 29064 to the various bidders for an estimated amount of $136,974.91. -- David Thomison Consideration and possible recommendation to approve the contract for the SG-P1 (Southwestern C. Wastewater Interceptor) to Joe Bland Construction, LP of Austin, Texas, for the amount of $716,712.55. -- Michael Hallmark, Tom Benz Consideration and possible recommendation to renew the Professional Services Agreement between D. the City of Georgetown and ElectSolve to provide operations services for the City's Automatic Meter Reading System in the amount of $61,200.00. -- Ken Arnold Consideration and possible recommendation to authorize the approval of the annual license renewal E. 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 $52,480.71. -- Ken Arnold. Consideration and possible recommendation to approve Task Order MEI-10-001 with McCord F. Engineering, Inc, of College Station, Texas, for professional services related to Capital Improvement Planning (CIP) and Electric Master Plan updating for an amount not to exceed $95,000.00. --Steve Glenn, Tom Benz Discussion and possible action regarding the Project Progress Report and timelines. -- Michael G. Hallmark, Tom Benz EARZ V, Rock Street WW Extension, SG3-A, SG-P1, River Down/River Ridge Lift Station Decommission, 2006 Annexation, LWTP Clearwell, LWTP Filter #10 & Sun City pumps #4 & 5. EXECUTIVE SESSION Called to order Sec.551.086 Competitive MattersH. 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 and possible recommendation concerning 2010 Energy above the Cap Load- Jim Briggs RETURN TO REGULAR SESSION Action from Executive Session. I. Discussion and possible action on choosing a December GUS Board Meeting Date. -- Jim BriggsJ. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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 Monday, November 16, 2009 The Georgetown Utility System Advisory Board Special Session of the City of Georgetown, Texas, met on Monday , November 16, 2009. Board Members Present: Bill Sattler - Chair, Richard Lenning - Secretary, Patty Eason, Stephen Quinn, Temple Page, Patty Eason (arrived at 2:05) Board Members Absent: Fred Beach - Vice Chair, John Nett Staff Present: Jim Briggs, Jana Kern, Sheila Mitchell, Tom Benz, Steve Glenn, David Thomison, Ken Arnold, Marsha Iwers, Chris Foster, Walter Koopmann, Glenn Dishong Minutes Regular Meeting Mr. Bill Sattler called the Special GUS Board meeting held on Monday, November 16, 2009 to order at 2: 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 October 19, 2009. -- Jana Kern Discussion: None Action: Motion by Page, seconded by Quinn to approve the minutes as presented Approved 3-1-3 (Lenning abstaining, Eason absent this vote only, Beach & Nett absent) Consideration and possible recommendation of award of the City’s annual Water and Wastewater B. Pipe and Fittings, Bid No. 29064 to the various bidders for an estimated amount of $136,974.91. -- David Thomison Discussion: Thomison stated that bids were taken on September 28, 2009, with the option to renew for one additional year. These parts and supplies are used for maintenance and repair of the water distribution and wastewater collection systems. Action: Motion by Quinn, seconded by Lenning, to award of the City’s annual Water and Wastewater Pipe and Fittings, Bid No. 29064 to the various bidders for an estimated amount of $136,974.91. Approved 5-0-2 (Beach & Nett absent) Consideration and possible recommendation to approve the contract for the SG-P1 (Southwestern C. Wastewater Interceptor) to Joe Bland Construction, LP of Austin, Texas, for the amount of $716,712.55. -- Michael Hallmark, Tom Benz Discussion: Benz stated that this project includes the construction of approximately 2708 LF of 33" Wastewater line, 13 LF of 12" water line, 250 LF of 48" steel encasement by bore, 12 manholes, and a weir box. Action: Motion by Lenning, seconded by Quinn to approve the contract for the SG-P1 to Joe Bland Construction, LP for the amount of $716,712.55. Approved 5-0-2 (Beach & Nett absent) Consideration and possible recommendation to renew the Professional Services Agreement between D. the City of Georgetown and ElectSolve to provide operations services for the City's Automatic Meter Reading System in the amount of $61,200.00. -- Ken Arnold Discussion: Arnold stated that this is an extension of the original contract dated December 2006. ElectSolve provides 24/7 technical system support, consulting and on site solution management. They will also continue to enhance and streamline meter reading system processes to maximize efficiencies and to increase overall system reliability. Action: Motion by Quinn, seconded by Lenning, to renew the Professional Services Agreement with ElectSolve to provide operations services for the City's Automatic Meter Reading System in the amount of $61,200.00. Approved 5-0-2 (Beach & Nett absent) Consideration and possible recommendation to authorize the approval of the annual license renewal E. 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 $52,480.71. -- Ken Arnold. Discussion: Arnold stated that this is for the licensing renewal, system support of software & hardware for our AMR equipment. Itron has been providing this support since 2001. Action: Motion by Page, seconded by Lenning, to authorize the approval of the annual license renewal and system support of software and hardware repair for the AMR Genesis and MVRS system with Itron Incorporated in the amount of $52,480.71. Approved 5-0-2 (Beach & Nett absent) Consideration and possible recommendation to approve Task Order MEI-10-001 with McCord F. Engineering, Inc, of College Station, Texas, for professional services related to Capital Improvement Planning (CIP) and Electric Master Plan updating for an amount not to exceed $85,000.00. --Steve Glenn, Tom Benz Discussion: Glenn explained that this item is for developing the five year electric CIP plan and incorporating it into the Electric Master Plan. The Master Plan is reviewed and updated yearly as to operational and development changes in the electric territory. Action: Motion by Lenning, seconded by Quinn to approve Task Order MEI-10-001 for professional services related to CIP and Electric Master Plan updating for an amount not to exceed $85,000.00. Approved 5-0-2 (Beach & Nett absent) Discussion and possible action regarding the Project Progress Report and timelines. -- Michael G. Hallmark, Tom Benz EARZ V, Rock Street WW Extension, SG3-A, SG-P1, River Down/River Ridge Lift Station Decommission, 2006 Annexation, LWTP Clearwell, LWTP Filter #10 & Sun City pumps #4 & 5. Action: None EXECUTIVE SESSION Called to order 2:49 PM Motion by Lenning, seconded by Quinn, that Item "H" is a competitive matter to be discussed under Executive Session under Chapter 551 of the Texas Government Code of the Energy Services Department as provided under Section 551.086. Approved 5-0-2 (Beach & Nett absent) Sec.551.086 Competitive MattersH. 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 and possible recommendation concerning 2010 Energy above the Cap Load- Jim Briggs RETURN TO REGULAR SESSION Called back to order 3:10 PM Action from Executive Session. I. Motion by Lenning, seconded by Quinn to recommend to City Council execute the CPS 2010 energy above the Cap load that was discussed in Executive Session. Approved 5-0-2 (Beach & Nett absent) Discussion and possible action on choosing a December GUS Board Meeting Date. -- Jim BriggsJ. Discussion: Briggs stated that in the month of December Council will only be meeting once on December 8th. Staff was looking at having the GUS Board meeting on November 30th to be able to move items to Council. Kern stated that there is a bid opening on November 16th and another bid opening on December 2nd. Staff was planning on taking both bids to the first Council meeting in January. The regular GUS Board meeting is scheduled for December 23rd and staff would like to move this to December 15th at 2:00 p.m. Action: Motion by Lenning, seconded by Quinn to hold the December GUS Board meeting on December 15, 2009 at 2:00 p.m. Approved 5-0-2 (Beach & Nett absent) Motion by Page, seconded by Lenning to adjourn meeting. Approved 5-0-2 (Beach & Nett absent) Adjournment The meeting was adjourned at 03:30 PM. Approved :Attest: _______________________________________________ Bill Sattler - 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 Monday, October 19, 2009 The Georgetown Utility System Advisory Board Special Session will meet on Monday, October 19, 2009 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 Special Session Members: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, Temple Page 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 September 23, 2009. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines. -- Michael B. Hallmark, Tom Benz EARZ V, Escalera Elevated Water Storage Tank, Rock Street WW Extension, SG3-A, SG-P1, River Down/River Ridge Lift Station Decommission, 2006 Annexation, LWTP Clearwell Consideration and possible recommendation to renew the contract between the City of Georgetown C. and National Tree Expert Company, Inc. of Burnet, Texas, to provide electric system right-of-way clearing services in an amount not to exceed $150,000.00 – Paul Elkins Consideration and possible recommendation for approval of the contract with Lower Colorado River D. Authority (LCRA) for the purchase of electric distribution and transmission materials for FY 2009/2010 from vendor award contract for the LCRA Electric Material Acquisition Program in the estimated amount of $500,000.00. – Paul Elkins Consideration and possible recommendation to approve Task Order No. AUE-10-001 with Alexander E. Utility Engineering, Inc. (AUE), of San Antonio, Texas, for professional services related to the Fiber Optic Network CIP Plan in an amount not to exceed $92,750.00. -- Jimmy Sikes, Tom Benz Consideration and possible recommendation to approve the purchase of Bioxide from Siemens Water F. Technologies of Sarasota, Florida, in an amount not to exceed $70,000.00. for Fiscal Year 2009/2010. – David Thomison Consideration and possible recommendation to award construction contract with Cunningham G. Contractors & Assoc., Inc. of Georgetown, Texas for the construction of the LWTP 3 MG Clearwell in the amount of $2,622,800.00. – Glenn Dishong, Tom Benz Consideration and possible recommendation to award a contract to CDM Constructors, Inc. (CCI), of H. Houston, Texas, for Lake Water Treatment Plant (LWTP) Filter #10 and Sun City Pump No. 4 and 5 for amount not to exceed $2,033,200.00. -- Glenn Dishong Discussion and possible recommendation to execute an agreement between the City of Georgetown I. and Clear Wireless LLC for the lease of antenna and equipment space at the James Street elevated storage tank in the amount of $29,000.00. – Glenn Dishong Consideration and possible recommendation to amend the contract with the CH2M HILL OMI (OMI) J. for the management, operation, and maintenance of the City’s water treatment plants for the period starting October 1, 2009 through September 30, 2010 with an operating budget of $1,513,514.00.-- Glenn Dishong Consideration and possible recommendation on the formation and transition of Georgetown Utility K. Systems into a separately governed Utility Board.. -- Jim Briggs EXECUTIVE SESSION Called to order Sec.551.086 Competitive MattersL. 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 and possible recommendation concerning a MOU with CPS. -- Jim Briggs - Discussion and possible recommendation concerning Panda Energy. -- Jim Briggs RETURN TO REGULAR SESSION Action from Executive Session. M. Discussion and possible action on choosing a November & December GUS Board Meeting Date. -- Jim N. Briggs Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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 Monday, October 19, 2009 The Georgetown Utility System Advisory Board Special Session of the City of Georgetown, Texas, met on Monday , October 19, 2009. Board Members Present: Bill Sattler - Chair, Fred Beach - Vice Chair, John Nett, Stephen Quinn, Temple Page, Patty Eason (Arrived at 2:08 p.m.) Board Members Absent: Richard Lenning - Secretary Staff Present: Jim Briggs, Jana Kern, Tom Benz, Glenn Dishong, Paul Elkins, Ken Arnold, David Thomison, Peggy Leatherman, Marsha Iwers, Steve Glenn, Chris Foster, Micki Rundell, Jimmy Sikes OTHERS PRESENT: Steve Moffitt - McCord Engineering , Alan Woelke & Chris Leal - CDM, Mike Cunningham Cunningham Constructors & Assoc. Minutes Regular Meeting Mr. Bill Sattler called the Special GUS Board Meeting to order on Monday, October, 19, 2009 at 2:01 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 September 23, 2009. -- Jana Kern Discussion: None Action: Motion by Nett, seconded by Beach to approve the minutes as presented. Approved 6-0-2 (Patty Eason -absent from this vote only & Richard Lenning absent ) Discussion and possible action regarding the Project Progress Report and timelines. -- Michael B. Hallmark, Tom Benz EARZ V, Escalera Elevated Water Storage Tank, Rock Street WW Extension, SG3-A, SG-P1, River Down/River Ridge Lift Station Decommission, 2006 Annexation, LWTP Clearwell Action None Consideration and possible recommendation to renew the contract between the City of Georgetown C. and National Tree Expert Company, Inc. of Burnet, Texas, to provide electric system right-of-way clearing services in an amount not to exceed $150,000.00 – Paul Elkins Discussion: Elkins explained this item, stated that this is the fifth and final year for renewal. This contract will be re-bid in FY 2010/11. Action: Motion by Quinn, seconded by Nett to renew the contract with National Tree in an amount not to exceed $150,000.00. Approved 6-0-1 (Lenning absent) Consideration and possible recommendation for approval of the contract with Lower Colorado River D. Authority (LCRA) for the purchase of electric distribution and transmission materials for FY 2009/2010 from vendor award contract for the LCRA Electric Material Acquisition Program in the estimated amount of $500,000.00. – Paul Elkins Discussion: Elkins stated that with the approval of this agreement it will allow the City of Georgetown to periodically purchase electric distribution and transmission material directly from the vendor that was awarded the Electric Material Acquisition Services contract by LCRA. This will also let the City of Georgetown take advantage of the lower prices to do volume purchasing. Action: Motion by Beach, seconded by Quinn to approve the contract with LCRA to purchase Electric transmission and distribution materials for an estimated amount of $500,000.00. Approved 6-0-1 (Lenning absent) Consideration and possible recommendation to approve Task Order No. AUE-10-001 with Alexander E. Utility Engineering, Inc. (AUE), of San Antonio, Texas, for professional services related to the Fiber Optic Network CIP Plan in an amount not to exceed $92,750.00. -- Jimmy Sikes, Tom Benz Discussion: Sikes stated that this is the third of the seven phases outlined in the 2008 Fiber Optic Network Long Range Master Plan. This phase will add another 70,000 feet of fiber. This task order will provide detailed engineering and construction drawings. Action: Motion by Quinn, seconded by Beach to approve Task Order AUE 10-001 for an amount not to exceed $92,750.00. Approved 6-0-1 (Lenning absent) Consideration and possible recommendation to approve the purchase of Bioxide from Siemens Water F. Technologies of Sarasota, Florida, in an amount not to exceed $70,000.00. for Fiscal Year 2009/2010. – David Thomison Discussion: Thomison stated that since July 1999, the City has successfully used Bioxide to control odor problems. In September 2009, the case study was reviewed and determined that it is still considered to be the most effective method to mitigate the Hydrogen Sulfide odor problem. Action: Motion by Nett, seconded by Quinn to approve the purchase of Bioxide from Siemens Water Technologies in an amount not to exceed $70,000.00. Approved 6-0-1 (Lenning absent) Consideration and possible recommendation to award construction contract with Cunningham G. Constructors & Assoc., Inc. of Georgetown, Texas for the construction of the LWTP 3 MG Clearwell in the amount of $2,622,800.00. – Glenn Dishong, Tom Benz Discussion: Benz explained the item. This contract includes construction of a 3MG ground storage tank to be build at the LWTP. This tank will be the second tank, of this size at this site. The additional storage is needed to provide for better efficiency with the water plant production and will also improve the peak demand performance. This project is in our Master Plan. Action: Motion by Quinn, seconded by Nett to award construction contract with Cunningham Constructors & Assoc., Inc., for the construction of the LWTP 3 MG Clearwell in the amount of $2,622,800.00. Approved 6-0-1 (Lenning absent) Consideration and possible recommendation to award a contract to CDM Constructors, Inc. (CCI), of H. Houston, Texas, for Lake Water Treatment Plant (LWTP) Filter #10 and Sun City Pump No. 4 and 5 for amount not to exceed $2,033,200.00. -- Glenn Dishong Discussion: Dishong explained the item. Stating that this item is a piece of the larger project of expanding the LWTP by 11 MG. The anticipation and time lines of getting this project done, we would not have capacity on the ground until the summer of 2011. Because of our current situation during this last summer, an emergency situation exists affecting the health and safety of the public under peak demands created by either the drought conditions or fire fighting and loss of groundwater supply that with the acceleration of this portion of the project could alleviate. Dishong also explained the drivers for the emergency situation. Action: Motion by Page, seconded by Beach that we the Board find that an emergency situation exists and recommends the contract award to CCI for LWTP Filter #10 and Sun City Pump No. 4 and 5 for amount not to exceed $2,033,200.00. Approved 5-1-1 (Sattler opposed, Lenning absent) Discussion and possible recommendation to execute an agreement between the City of Georgetown I. and Clear Wireless LLC for the lease of antenna and equipment space at the James Street elevated storage tank in the amount of $29,000.00. – Glenn Dishong Discussion: Dishong stated that Clear Wireless is requesting to add antennas to the James Street elevated storage tank. Normally staff would not bring this item to the Board, but City Council requested that staff bring this to the next GUS Board meeting. Staff was also requested to have a third party consultant take a look at the lease to see if it was competitive. In summary the consultant stated that this is a very competitive lease. It is the second highest lease rate paid by Clear Wireless across the nation for a tower lease. It was stated that Clear Wireless has the right to extend the contract for four additional terms of a five years each with the lease price to be escalated by 15% for each succeeding term. The consultant thought Clear Wireless could have given a better escalation. The lessee wanted to know what the comments were, therefore, Dishong told them that the consultant stated that there could have been a better escalation rate. The lessee asked what do you want? Dishong stated 4% per year and they agreed. Dishong also informed the Board that there is an amendment that will state the change to 4% per year and this amendment will go to Council. Action: Motion by Quinn, seconded by Beach execute an agreement between the City of Georgetown and Clear Wireless LLC for the lease of antenna and equipment space at the James Street elevated storage tank in the amount of $29,000.00; and to approve an amendment to the lease that would state that there would be a 4% escalation rate per year for the length of the lease. Approved 6-0-1 (Lenning absent) Consideration and possible recommendation to amend the contract with the CH2M HILL OMI (OMI) J. for the management, operation, and maintenance of the City’s water treatment plants for the period starting October 1, 2009 through September 30, 2010 with an operating budget of $1,513,514.00.-- Glenn Dishong Discussion: Dishong explained that the current contact is for a 5 year period starting on October 1, 2008 ending on September 30, 2013. The terms of the contract provide for an annual amendment to adjust the total fee based upon standard cost escalators, changes in production volume, etc. The annual cost of service is comprised of base fee, a volumetric fee, a repairs budget and additional items that are not exposed to continue through out the term of the contract. The total change in fee from prior year represents an increase of 1.6%. Action: Motion by Quinn, seconded by Beach to amend the contract with the OMI for the management, operation, and maintenance of the City’s water treatment plants for the period starting October 1, 2009 through September 30, 2010 with an operating budget of $1,513,514.00. Approved 6-0-1 (Lenning absent) Consideration and possible recommendation on the formation and transition of Georgetown Utility K. Systems into a separately governed Utility Board.. -- Jim Briggs Discussion: Briggs gave a history of this item. He explained the White Paper and there was lengthy discussions on the Legal, Debt and Bond Issues, Board and Management Effectiveness, and possible recommendations on how staff should consider establishing the structure for the future. Action: Motion by Beach, seconded by Nett to forward to Council for their consideration the White Paper and its attachments with one change that is at the top of page six (last page of White Paper) "Recommendation: The following are my recommendations on exactly how we should consider establishing our structure for the future" that would change to " This is one possible approach on how to structure a Board and its responsibilities ." Approved 5-1-1 (Page opposed. Lenning absent) 4:37 p.m. recess returned at 4:47 p.m. Motion by QuinnMotion by QuinnMotion by QuinnMotion by Quinn,,,, seconded by Beachseconded by Beachseconded by Beachseconded by Beach,,,, that Itemthat Itemthat Itemthat Item """"LLLL"""" is a competitive matter to be discussed underis a competitive matter to be discussed underis a competitive matter to be discussed underis a competitive matter to be discussed under Executive Session under ChapterExecutive Session under ChapterExecutive Session under ChapterExecutive Session under Chapter 551551551551 of the Texas Government Code of the Energy Servicesof the Texas Government Code of the Energy Servicesof the Texas Government Code of the Energy Servicesof the Texas Government Code of the Energy Services Department as provided under SectionDepartment as provided under SectionDepartment as provided under SectionDepartment as provided under Section 551551551551....086086086086.... Approved 5-0-2 (Eason & Lenning absent) EXECUTIVE SESSION Called to order @ 4:47 Sec.551.086 Competitive MattersL. 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 and possible recommendation concerning a MOU with CPS. -- Jim Briggs - Discussion and possible recommendation concerning Panda Energy. -- Jim Briggs RETURN TO REGULAR SESSION Called back to order @ 5:38 Action from Executive Session. M. Motion by Quinn, seconded by Beach to recommend that the Utility enter into MOU with CPS as discussed in Executive Session. Friendly amendment made and accepted – Subject to the review with the City of Georgetown Attorney. Approved 6-0-1 (Lenning absent) Discussion and possible action on choosing a November & December GUS Board Meeting Date. -- Jim N. Briggs Discussion: There was open discussion on which day to meet for November and December. It was decided that staff would go back and look to see what was coming forward and would get back with the Board as to what date would work best. Motion by Beach, seconded by Quinn to adjourn meeting. Approved 6-0-1 (Lenning absent) Adjournment The meeting was adjourned at 05:50 PM. Approved :Attest: _______________________________________________ Bill Sattler - 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 23, 2009 The Georgetown Utility System Advisory Board will meet on Tuesday, September 23, 2009 at 10:00 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 Members: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, Temple Page Call to Order at 10:00 AM 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 18, 2009. -- Jana Kern Discussion and possible action with regard to the change to SEC 4.1 - Time and Date of Regular B. Meetings of Bylaws for teh Georgetown Utility Systems Advisory Board -- Jim Briggs Discussion and possible action regarding the Project Progress Report and timelines including C. projects: EARZ Phase V, 4th Pump at Leander Pump Station, Escalera Elevated Water Storage Tank, Rock Street WW Extension, SG3-A, SG-P1, River Down/River Ridge Lift Station Decommission, San Gabriel WWTP Wet Weather & Irrigation Water Improvements, 2006 Annexation, LWTP Clearwell. -- Michael Hallmark, Tom Benz Consideration and possible recommendation for the award of the annual bid for electric wire to D. various bidders in the estimated amount of $612,080.00. -- Paul Elkins Discussion and possible recommendation regarding the Williamson County Regional Raw Watrer E. Line intake structure pumping upgrades planned by the Brazos River Authority -- Glenn Dishong Consideration and possible recommendation of an interlocal agreement between CTSUD and the City F. of Georgetown regarding regional water systems improvements. -- Glenn Dishong EXECUTIVE SESSION Called to order Sec.551.086 Competitive MattersG. 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 and possible recommendation concerning a MOU with CPS on STNP unit 3 & 4. -- Jim Briggs - Discussion and possible recommendation concerning Panda Engery. -- Jim Briggs RETURN TO REGULAR SESSION Action from Executive Session. H. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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 23, 2009 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , September 23, 2009. Board Members Present: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, John Nett, Stephen Quinn, Temple Page Board Members Absent: Patty Eason Staff Present: Jim Briggs, Jana Kern, Paul Elkins, Tom Benz, Glenn Dishong, Laurie Brewer, Chris Foster, David Thomison, Peggy Leatherman, Marsha Iwers, Micki Rundell, Steve Glenn OTHERS PRESENT: Jennifer McKnight - CTSUD Minutes Regular Meeting Mr. Bill Sattler called the regular GUS Board meeting to order on Wednesday, September 23, 2009 at 10:00 a.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 18, 2009. -- Jana Kern Discussion: None Action: Motion by Nett, seconded by Lenning, to approve the minutes as presented. Approved 6-0-1 ( Patty Eason Absent ) Discussion and possible action with regard to the change to SEC 4.1 - Time and Date of Regular B. Meetings of Bylaws for the Georgetown Utility Systems Advisory Board -- Jim Briggs Discussion: Briggs explained the item. Quinn brought to the Boards attention that not having a set date for meetings makes it difficult to have a monthly plan for those of us that do not go to work everyday. Briggs stated that with he would like to have a set meeting day and time for 6 months or a year out. This will be looked at on an annual basis. Page suggested that in section 2.1 that the words " storm water drainage" be removed since that now falls under the Georgetown Transportation Advisory Board; and add landfill management. Briggs stated that a change to Sec 2.1 might also change the Charter and/or the Ordinances of the City. Briggs said the he would check into this and get back to the Board. Action: Motion by Lenning, seconded by Quinn to approve the change to Sec 4.1 of the GUS Bylaws schedule. Staff to bring a 12 month meeting schedule for Boards review to the next Board meeting. Briggs to look into the question of the removal of the environmental engineering for storm water drainage from Sec 2.1. Friendly amendment from Page: adding to Sec 2.1 Land Fill Management. Amendment accepted. Approved 6-0-1 (Eason absent) Discussion and possible action regarding the Project Progress Report and timelines including C. projects: -- Michael Hallmark, Tom Benz Discussion: Benz presented the projects to the Board. EARZ Phase V : Final design is about 90% complete. Planning on going out for bid in November. 4th Pump at Leander Pump Station : Construction is complete Escalera Elevated Water Storage Tank : The tank is in service. Still need to do final clean up and install fence. Rock Street WW Extension : There is about 28LF of boring left to be done. SG3-A: All of the wastewater line has been installed. Working on manhole testing and main line. SG-P1: No Change River Down/River Ridge Lift Station Decommission : Preliminary Engineering complete. Final design is about 50% complete San Gabriel WWTP Wet Weather & Irrigation Water Improvements : Complete 2006 Annexation : Finalizing field notes and appraisals. LWTP Clearwell : Bid opening is scheduled for September 29, 2009. Action: None Consideration and possible recommendation for the award of the annual bid for electric wire to D. various bidders in the estimated amount of $612,080.00. -- Paul Elkins DiscussionDiscussionDiscussionDiscussion:::: Elkins explained that this is the annual bid for electric wire. Material will be ordered on an as needed basis, stored in the City's warehouse. ActionActionActionAction: Motion by Lenning, seconded by Quinn to award the annual electric wire bid to the various bidders for an estimated amount of $612,080.00. ApprovedApprovedApprovedApproved 6666----0000----1111 ((((Eason AbsentEason AbsentEason AbsentEason Absent)))) Discussion and possible recommendation regarding the Williamson County Regional Raw Water Line E. intake structure pumping upgrades planned by the Brazos River Authority -- Glenn Dishong 31:00 Discussion: Dishong stated that the current utilization of the existing pumps with a capacity of approximately 26 MGD, the potential for a continuation of the current drought conditions and the lead times associated with expanding the intake structure at Lake Stillhouse Hollow has lead BRA to pursue expansion for the intake structures to increase the pumping capacity to 40 MGD. With the long lead times to acquire the additional pumps, it has led to the consideration of purchasing a spare 1,250 HP pump. The approximate cost of the spare pump, not including installation, is $800,000.00 with a delivery date of April 2010. There was lengthy discussion with lot of questions on costs and capacity. Full discussion on tape. Staff is recommending that BRA pursue the addition of the two 2,500 HP pumps by June 2010 and that BRA purchase spare parts for the existing pumps at a cost of approximately $60,000 instead of purchasing the additional 1,250 HP pump. Action: Motion by Nett, seconded by Lenning to support staffs recommendation for BRA to pursue addition of the two 2,500 HP pumps by June 2010 and that BRA purchase spare parts for the existing pumps at a cost of approximately $60,000 instead of purchasing the additional 1,250 HP pump. Approved 5-1-1 (Eason absent, Sattler opposed) Consideration and possible recommendation of an interlocal agreement between CTSUD and the City F. of Georgetown regarding regional water systems improvements. -- Glenn Dishong DiscussionDiscussionDiscussionDiscussion: Dishong introduced the new General Manger of CTSUD – Jennifer McKnight. Dishong stated that this agreement provides for the specific actions and terms initially discussed in the CTSUD/Georgetown MOU executed on February 25, 2009. Staff recommends approval of the interlocal agreement regarding regional water system improvements. ActionActionActionAction: Motion by Beach seconded by Lenning to accept and forward staffs recommendation to Council. ApprovedApprovedApprovedApproved 5555----1111----1111 ((((Eason absentEason absentEason absentEason absent,,,, Sattler abstainedSattler abstainedSattler abstainedSattler abstained)))) Motion by LenningMotion by LenningMotion by LenningMotion by Lenning,,,, seconded by Nettseconded by Nettseconded by Nettseconded by Nett,,,, that Itemthat Itemthat Itemthat Item """"GGGG"""" is a competitive matter to be discussed underis a competitive matter to be discussed underis a competitive matter to be discussed underis a competitive matter to be discussed under Executive Session under ChapterExecutive Session under ChapterExecutive Session under ChapterExecutive Session under Chapter 551551551551 of the Texas Government Code of the Energy Servicesof the Texas Government Code of the Energy Servicesof the Texas Government Code of the Energy Servicesof the Texas Government Code of the Energy Services Department as provided under SectionDepartment as provided under SectionDepartment as provided under SectionDepartment as provided under Section 551551551551....086086086086.... ApprovedApprovedApprovedApproved 6666----0000----1111 ((((Eason AbsentEason AbsentEason AbsentEason Absent)))) Board break 11:47 Board resumed in Executive session EXECUTIVE SESSION Called to order at 11:56 a.m. Sec.551.086 Competitive MattersG. 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 and possible recommendation concerning a MOU with CPS on STNP unit 3 & 4. -- Jim Briggs - Discussion and possible recommendation concerning Panda Energy. -- Jim Briggs RETURN TO REGULAR SESSION Called back to order at 12: 44 P.M. Action from Executive SessionAction from Executive SessionAction from Executive SessionAction from Executive Session: Motion by Quinn, seconded by Lenning, to direct staff to continue H.H.H.H. with negotiations on an MOU with CPS. ApprovedApprovedApprovedApproved 6666----0000----1111 ((((Eason absentEason absentEason absentEason absent)))) Motion by BeachMotion by BeachMotion by BeachMotion by Beach,,,, seconded by Lenning to adjourn meetingseconded by Lenning to adjourn meetingseconded by Lenning to adjourn meetingseconded by Lenning to adjourn meeting ApprovedApprovedApprovedApproved 6-0-16-0-16-0-16-0-1 ((((Eason absentEason absentEason absentEason absent)))) Adjournment The meeting was adjourned at 12:50 PM. Approved :Attest: _______________________________________________ Bill Sattler - 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 18, 2009 The Georgetown Utility System Advisory Board will meet on Tuesday, August 18, 2009 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: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, 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 July 21, 2009. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines including B. projects: -- Michael Hallmark, Tom Benz EARZ V: 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: 2006 Annexation: LWTP Clearwell Consideration and possible recommendation to approve Task Order No. CDM-09-007 with Camp C. Dresser & McKee, Inc. (CDM), of Austin, Texas, for professional services related to the design and construction of a Lake Water Treatment Plant Expansion (LWTP) Filter #10 and Sun City Pump No. 4 for $183,000.00. -- Tom Benz Consideration and possible recommendation for the award of the annual bid for electric metering D. material to various bidders in the estimated amount of $200,000.00. -- Ken Arnold Consideration and possible action to move the Regular GUS Board meeting day and time. -- Jana E. Kern, Jim Briggs Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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 18, 2009 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , August 18, 2009. Board Members Present: Bill Sattler - Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, Temple Page Board Members Absent: Fred Beach Staff Present: Paul Brandenburg, Jana Kern, Tom Benz, Jimmy Sikes, Peggy Leatherman, Chris Foster, Marsha Iwers, Laurie Brewer Minutes Regular Meeting Mr. Bill Sattler called the regular GUS Board meeting to order on Tuesday, August 18, 2009 at 2: 09 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 July 21, 2009. -- Jana Kern Discussion: Correction under Item"C" discussion, second sentence "Cities" s/b "City's". Action: Motion by Nett, seconded by Lenning to approve minutes with stated correction. Approved 5-0-1 (Eason abstain due to absence, Fred Beach absent) Discussion and possible action regarding the Project Progress Report and timelines including B. projects: -- Michael Hallmark, Tom Benz EARZ V: 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: 2006 Annexation: LWTP Clearwell Discussion: Benz gave an update on the projects Action: None Consideration and possible recommendation to approve Task Order No. CDM-09-007 with Camp C. Dresser & McKee, Inc. (CDM), of Austin, Texas, for professional services related to the design and construction of a Lake Water Treatment Plant Expansion (LWTP) Filter #10 and Sun City Pump No. 4 for $183,000.00. -- Tom Benz Discussion: Benz explained that the utility needs to expedite the expansion of the LWTP Filter #10 and Sun City Pump #4 for emergency health and safety reasons in order to provide sustainable potable water supply, maintain fire protection and provide some back up for the ground water supply by the summer of 2010. This task order provides for the regulatory, design, bidding and construction phase of the LWTP expansion. CDM is the best qualified firm to perform this work due to their knowledge of the LWTP. Action: Motion by Nett, seconded by Lenning to approve Task Order No. CDM-09-007 with Camp Dresser & McKee, Inc. for an amount of $183,000.00. Approved 6-0-1 (Beach absent) Consideration and possible recommendation for the award of the annual bid for electric metering D. material to various bidders in the estimated amount of $200,000.00. -- Ken Arnold Discussion: Jimmy Sikes explained that bids were received for the purchase of electric metering material on a one year period. Staff recommendation is to award this bid to the low bidder for each item. Action: Motion by Lenning, seconded by Quinn to award the annual electric metering material bid to the various bidders in an estimated amount of $200,000.00. Approved 6-0-1 (Beach absent) Consideration and possible action to move the Regular GUS Board meeting day and time. -- Jana E. Kern, Jim Briggs Discussion: Kern stated that due to the change to the City Council process on when they receive their Council packets, staff evaluated our Board process and this is requiring us to change the meeting date and time. With this change it will allow staff appropriated time for consideration, recommendations and modification to items before they go into the Council packets. Staff is requesting that the meeting day and time be the Wednesday following the seconded Council meeting of the month (4th Wednesdays) at 9:00 or 10:00 a.m. Action: Motion by Page, seconded by Lenning to move the regular GUS Board meeting to the fourth Wednesday of the month with a start time of 10:00 a.m. GUS Board bylaws will be updated and brought back to the next Board meeting Approved 6-0-1 (Beach absent) Motion by Lenning, seconded by Quinn to adjourn meeting. Approved 6-0-1 (Beach absent) Adjournment The meeting was adjourned at 02:50 PM. Approved :Attest: _______________________________________________ Bill Sattler - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Impact Fee Review Committee Tuesday, August 18, 2009 The Georgetown Utility System Advisory Board Impact Fee Review Committee will meet on Tuesday, August 18, 2009 at 01:30 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 Impact Fee Review Committee Members: Robert Kostka, Mike Cunningham, John Nett, Richard Lenning, Stephen Quinn, Temple Page, Fred Beach, Steve Richmond, David Marshall, John Gavurnik Call to Order at 01:30 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 May 22, 2009 Committee meeting. -- A. Jana Kern Discussion and possible action regarding amendments to the 2009 update of the Water and B. Wastewater Impact Fees.-- Glenn Dishong Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, July 21, 2009 The Georgetown Utility System Advisory Board will meet on Tuesday, July 21, 2009 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: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, 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 June 23, 2009. -- Jana Kern Discussion and possible action regarding the Project Progress Report and timelines -- Michael B. Hallmark/Tom Benz. 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, 2006 Annexation. Consideration and possible recommendation to approve Task Order No. KPA-09-005 with Kasberg, C. Patrick & Associates, LP of Georgetown, Texas, for professional services related to Edwards Aaquifer Recharge Zone Rehabilitation (EARZ) Phase V in the amount of $62,514.00. -- Michael Hallmark, Tom Benz Consideration and possible recommendation to award the bid for the purchase of Skylift Mini D. Derrick from Nesco Sales and Rentals of Bluffton, IL, in the amount of $126,900.00. -- Paul Elkins Consideration and possible recommendation for the award of the annual bid for flexible base E. material, sand, rock, and sandy loam to vendors Georgetown Transportation of Jarrell, Texas, Jag Trucking of Georgetown, Texas “by lot” in the estimated total amount of $71,750.00. -- Marsha Iwers EXECUTIVE SESSION Sec.551.086 Competitive MattersF. 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 of the Electric Services Master Plan --Tom Benz RETURN TO REGULAR SESSION: Consideration and possible recommendation on the adoption of the new Executive G. Summary to the 2030 Comprehensive Plan regarding Water and Electric Services Plan Elements. -- Tom Benz Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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 21, 2009 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , July 21, 2009. Board Members Present: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, John Nett, Temple Page Board Members Absent: Patty Eason, Stephen Quinn Staff Present: Jim Briggs, Jana Kern, Tom Benz, Paul Elkins, Marsha Iwers, Chris Foster, Mark Miller, Ken Arnold, Jordan Maddox OTHERS PRESENT: Rex Woods - McCord Minutes Regular Meeting Mr. Bill Sattler called the Regular GUS Board meeting to order on Tuesday, July 21, 2009 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 A. on June 23, 2009. -- Jana Kern Discussion: Nett stated that in the June minutes - Item "E" the last sentence says " Haynie will also construct ...." should be Haynie will also design... Action: Motion by Page, seconded by Lenning to approve minutes with stated correction. Approved 5-0-2 (Patty Eason and Stephen Quinn absent ) Discussion and possible action regarding the Project Progress Report and timelines -- Michael B. Hallmark/Tom Benz. 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, 2006 Annexation. Action: None Consideration and possible recommendation to approve Task Order No. KPA-09-005 with Kasberg, C. Patrick & Associates, LP of Georgetown, Texas, for professional services related to Edwards Aquifer Recharge Zone Rehabilitation (EARZ) Phase V in the amount of $62,514.00. -- Michael Hallmark, Tom Benz Discussion: Benz explained the item stating TCEQ requires that wastewater systems over EARZ be tested and defects be corrected. Ninety five percent of the City's wastewater system is over the EARZ. The wastewater department did all of the testing. They did find some defects in the line and with some of the manholes. Action: Motion by Lenning, seconded by Nett to approve Task Order No. KPA-09-005 with Kasberg, Patrick & Associates, LP, for professional services related to EARZ Phase V in the amount of $62,514.00. Approved 5-0-2 (Eason & Quinn absent) Consideration and possible recommendation to award the bid for the purchase of Skylift Mini D. Derrick from Nesco Sales and Rentals of Bluffton, IL, in the amount of $126,900.00. -- Paul Elkins Discussion: Elkins stated that this equipment will be utilized by the electric operations department for installation and maintenance of overhead and underground electric facilities along rear lots or areas not easily accessible by normal equipment. S.D.P. was the low bidder but the machine did not meet the required specifications. Staff is recommending the next low bidder which was from Nesco Sales and Rentals. Action: Motion by Page, seconded by Lenning to award the bid for the purchase of Skylift Mini Derrick from Nesco Sales and Rentals in the amount of $126,900.00. Approved 5-0-2 (Eason & Quinn absent) Consideration and possible recommendation for the award of the annual bid for flexible base E. material, sand, rock, and sandy loam to vendors Georgetown Transportation of Jarrell, Texas, Jag Trucking of Georgetown, Texas “by lot” in the estimated total amount of $71,750.00. -- Marsha Iwers Discussion: Iwers stated that these annual bid was for flexible base material, sand, rock and sandy loam. The unit prices that were bid also includes delivery of the material to our facility. The using departments will order on an as needed basis. Iwers also mentioned that staff did not change the quantities from last year and the bid came in a little over $20,000.00 less. Action: Motion by Nett, seconded by Lenning to award the annual bid for flexible base material, sand, rock, and sandy loam to vendors Georgetown Transportation, Superior Crushed Stone and Jag Trucking “by lot” in the estimated total amount of $71,750.00. Approved 5-0-2 (Eason & Quinn absent) Motion by Nett, seconded by Lenning that Item "F" is a Competitive Matter under Sec.551.086 of the Texas Government Code. Approved 5-0-2 (Eason & Quinn absent) EXECUTIVE SESSION Called to order at 2:24 p.m. Sec.551.086 Competitive MattersF. 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 of the Electric Services Master Plan --Tom Benz RETURN TO REGULAR SESSION @ 3:10 p.m. Consideration and possible recommendation on the adoption of the new Executive Summary to the G. 2030 Comprehensive Plan regarding Water and Electric Services Plan Elements. -- Tom Benz Discussion: Benz explained the item. The City Charter requires the City's Comprehensive Plan to include a Utility Element that includes water, wastewater, and electric. When Planning and Utility staff examined the adoption process for the three executive summaries, they thought if they were able to combine the three into one executive summary that would not have to be reexamined and adopted every three years. The new summary will reference the ongoing Master Plan updates for water and electric services. This new summary will also satisfy the requirements of the Charter. Action: Motion by Lenning, seconded by Nett to approve the new executive summary as presented. Approved 5-0-2 (Eason & Quinn absent) Motion by Lenning, seconded by Nett to adjourn. Approved 5-0-2 (Eason & Quinn absent) Adjournment The meeting was adjourned at 03:15 PM. Approved :Attest: _______________________________________________ Bill Sattler - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Wednesday, July 21, 2009 The Georgetown Utility System Advisory Board will meet on Wednesday, July 21, 2009 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: Robert Kostka, Mike Cunningham, John Nett, Richard Lenning, Stephen Quinn, Temple Page, Fred Beach, Steve Richmond, David Marshall, John Gavurnik 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 MEETING HAS BEEN CANCELLED 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 May 22, 2009 Committee meeting. -- A. Jana Kern Discussion and possible action regarding amendments to the 2009 update of the Water and B. Wastewater Impact Fees.-- Glenn Dishong Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Wednesday, July 21, 2009 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Wednesday , July 21, 2009. Board Members Present: Board Members Absent: Staff Present: Minutes Regular Meeting MEETING HAS BEEN CANCELLED 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 May 22, 2009 Committee meeting. -- A. Jana Kern Discussion and possible action regarding amendments to the 2009 update of the Water and B. Wastewater Impact Fees.-- Glenn Dishong Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Board Member Name Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Thursday, July 9, 2009 The Georgetown Utility System Advisory Board Special Session will meet on Thursday, July 9, 2009 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 Special Session Members: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, 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 recommendation on sanitation rates. -- Micki Rundell, Jim BriggsA. Consideration and Discussion on the formation and transition of Georgetown Utility Systems into an B. Independent and Autonomous Utility Board. -- Jim Briggs Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Special Session Tuesday, June 23, 2009 The Georgetown Utility System Advisory Board Special Session will meet on Tuesday, June 23, 2009 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 Special Session Members: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, Temple Page Call to Order at 02:00 PM REVISED 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. A presentation on Flat Rate Sewer charges in response to customer concerns expressed in the April A. 21, 2009 GUS Board meeting. Kathy Ragsdale, Micki Rundell Consideration and possible action to approve the minutes from the Special GUS Board meeting held B. on May 22, 2009. -- Jana Kern Discussion and possible recommendation to apply for a Block Grant from the Department of Energy C. for Material Conservation and Recycling to fund a feasibility study for curbside residential single-stream recycling program. - Rachel Osgood Discussion and possible recommendation to apply for a Block Grant from the Department of Energy D. for Material Conservation and Recycling funding to subsidize citizen recycling costs at the Collection Station and fund municipal recycling facility collection costs. -- Rachel Osgood Consideration and possible recommendation to approve Task Order HCI-09-003 with Haynie E. Consulting, Inc., of Round Rock, Texas for professional services related to Decommission of the River Down and River Ridge Lift Station in an amount not to exceed $58,915.00. -- Michael Hallmark , Tom Benz Consideration and possible recommendation to award a contract to Joe Bland Construction, LP of F. Austin, Texas, for the Part A-Civil construction of the underground 25 kilovolt(kV) feeder from Chief Brady Substation under Interstate Highway 35 in the amount of $636,788.00. -- Steve Glenn, Tom Benz Consideration and possible recommendation to award a contract to MasTec North America Inc., of G. Austin, Texas, for the Electrical construction of the underground 25 kilovolt(kV) feeder from Chief Brady Substation under Interstate highway 35 in the amount of $ 30,705.00 for Part B (Electrical). -- Steve Glenn, Tom Benz Memorandum of Understanding, (MOU), between The City of Lampasas and The City of H. Georgetown Utility Systems for Wholesale Energy Cost Savings. -- Ken Arnold Discussion and possible action regarding the Project Progress Report and timelines -- Michael I. Hallmark/Tom Benz. 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, 2006 Annexation, EARZ Phase 5. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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, June 23, 2009 The Georgetown Utility System Advisory Board Special Session of the City of Georgetown, Texas, met on Tuesday , June 23, 2009. Board Members Present: Bill Sattler - Chair, Richard Lenning - Secretary, Patty Eason, Stephen Quinn, Temple Page Board Members Absent: John Nett, Fred Beach Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Kathy Ragsdale, Micki Rundell, Laurie Brewer, Rachel Osgood, Ken Arnold, Glenn Dishong, Bob Warde, Paul Elkins, Jimmy Sikes, Chris Foster, Tom Benz OTHERS PRESENT: Rex Stuart - Citizen, Verna Browning & Rick Fraumann - TDS Minutes Regular Meeting REVISED Mr. Bill Sattler called the Special GUS Board meeting to order on Tuesday, June 23, 2009 at 2:03 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. A presentation on Flat Rate Sewer charges in response to customer concerns expressed in the April A. 21, 2009 GUS Board meeting. Kathy Ragsdale, Micki Rundell Discussion: A presentation explaining the Flat Rate Sewer charge was given to the Board by Rundell, Ragsdale & Briggs. Mr. Rex Stuart addressed the board. There were several concerns that Mr. Stuart brought up that the Staff was not prepared for . At the request of the Board Chair , Mr. Stuart along with staff would meet off line to discuss these concerns. Page stated that he does not like to have items passed out at the meeting. This does not give him the opportunity to review items before meeting. He requested that all backup material be in the packet so this board would be better informed and able to take the correct action on any given item. Rundell stated that this is just an information item and no action will be needed, but in the future would make sure that all information would be ready for the board packets. Action: None Consideration and possible action to approve the minutes from the Special GUS Board meeting held B. on May 22, 2009. -- Jana Kern Discussion: None Action: Motion by Page, seconded by Lenning to approve minutes as presented. Approved 4-1-2 (Eason abstain, she was not at the May meeting, Fred Beach & John Nett absent) Discussion and possible recommendation to apply for a Block Grant from the Department of Energy C. for Material Conservation and Recycling to fund a feasibility study for curbside residential single-stream recycling program. - Rachel Osgood Discussion: Osgood stated that the City is eligible to receive formulary grant assistance under the 2009 Recovery Act-Energy Efficiency & Conservation Block Grant (EECBG) in the amount of $150,000.00 to fund a feasibility study for a residential single-stream recycling program. In short single stream recycling means that the residents would not have to sort their recyclables. This would also allow residents to use a wheeled type cart instead of the tubs that are currently being used. Action: Motion by Lenning, seconded by Quinn to recommend approval of this item to go to Council for a Block Grant from the Department of Energy for Material Conservation and Recycling to fund a feasibility study for curbside residential single-stream recycling program. Approved 5-0-2 (Beach & Nett absent) Discussion and possible recommendation to apply for a Block Grant from the Department of Energy D. for Material Conservation and Recycling funding to subsidize citizen recycling costs at the Collection Station and fund municipal recycling facility collection costs. -- Rachel Osgood Discussion: Osgood stated that under the requirements as defined by the US Department of Energy, the City is eligible to receive grant assistance under the 2009 Recovery Act-Energy Efficiency & Conservation Block Grant (EECBG) in the amount of $75,000.00 to help offset the Cities expenditures that are incurred at the Citizens Collection Station recycling drop off and to fund recycling collection services at City facilities. Action: Motion by Quinn, seconded by Lenning to recommend approval to apply for a Block Grant from the Department of Energy for Material Conservation and Recycling funding to subsidize citizen recycling costs at the Collection Station and fund municipal recycling facility collection costs. Approved 5-0-2 (Beach & Nett absent) Consideration and possible recommendation to approve Task Order HCI-09-003 with Haynie E. Consulting, Inc., of Round Rock, Texas for professional services related to Decommission of the River Down and River Ridge Lift Station in an amount not to exceed $58,915.00. -- Michael Hallmark, Tom Benz Discussion: Benz explained the item. Once the South San Gabriel Interceptor was complete the River Down and River Ridge Lift Station was to be decommissioned. Haynie Consulting, Inc., will be responsible for the preparation of construction plans, specifications and bid documents for this project. Haynie will also design two gravity wastewater collection mains to connect to the South San Gabriel Wastewater Interceptor. Action: Motion by Lenning, seconded by Quinn to approve Task Order HCI-09-003 for professional services related to Decommission of the River Down and River Ridge Lift Station in an amount not to exceed $58,915.00 Approved 5-0-2 (Beach & Nett absent) Consideration and possible recommendation to award a contract to Joe Bland Construction, LP of F. Austin, Texas, for the Part A-Civil construction of the underground 25 kilovolt (kV) feeder from Chief Brady Substation under Interstate Highway 35 in the amount of $636,788.00. -- Steve Glenn, Tom Benz Discussion: Benz explain that there are two part of this project. This is the first project of two projects to provide a secondary feed to City Group and to provide for future development in the southern portion of Georgetown Utility Services area. The project was bid in two different parts - one for civil construction portion and the other for the electrical portion (which will be discussed in item "G"). Future Telecom was the low bidder for the civil part but during the recommendation process it was discovered that the bore contractor that Future Telecom submitted with their bid documents did not meet the requirements for the project. Future Telecom was notified of this deficiency and a meeting was held with all parties. Future Telecom was informed that they could resubmit a qualified bore contractor. Future Telecom elected to forego their bid. Thus Joe Bland Construction, LP became low bidder. Action: Motion by Page, seconded by Lenning to award a contract to Joe Bland Construction, LP, for the Civil construction of the underground 25 kilovolt (kV) feeder from Chief Brady Substation under Interstate Highway 35 in the amount of $636,788.00. Approved 5-0-2 (Beach & Nett absent) Consideration and possible recommendation to award a contract to MasTec North America Inc., of G. Austin, Texas, for the Electrical construction of the underground 25 kilovolt (kV) feeder from Chief Brady Substation under Interstate Highway 35 in the amount of $ 30,705.00 for Part B (Electrical). -- Steve Glenn, Tom Benz Discussion: Benz explain that this is part B of the previous item. The electrical portion of this project consists of pulling 1000 circular mill (kCM) 25 kV cable into conduits , terminating them, and grounding at the manholes. Quinn asked and Benz answered this is just labor. City will supply materials. Action: Motion by Quinn seconded by Lenning to award a contract to MasTec North America Inc., for the Electrical construction of the underground 25 kilovolt (kV) feeder from Chief Brady Substation under Interstate Highway 35 in the amount of $ 30,705.00 for Part B (Electrical). Approved 5-0-2 (Beach & Nett absent) Memorandum of Understanding, (MOU), between The City of Lampasas and The City of H. Georgetown Utility Systems for Wholesale Energy Cost Savings. -- Ken Arnold Discussion: Arnold/Briggs explained this item. The City of Lampasas desires to obtain a part of its wholesale electrical load on the open market. The new contract between the City of Lampasas and LCRA permits the City to begin purchasing on the open market beginning June 25, 2009. Since the City of Georgetown is in partnership with several other public entities, and is currently purchasing a portion of their electrical load on the open market; the City of Lampasas would like to participate with the City of Georgetown in the open market purchases. This MOU is an agreement that starts a mutually beneficial relation between both Cities that are interested in extending into 2010 and possibly further. Action: Motion by Quinn, seconded by Lenning, to sign the MOU between the City of Lampasas and the City of Georgetown. Approved 5-0-2 (Beach & Nett absent) Discussion and possible action regarding the Project Progress Report and timelines -- Michael I. Hallmark/Tom Benz. Park WTP Clearwell : Tank is in service. Working on SCADA and electric. 4th Pump at Leander Pump Station : The factory pump test failed - pump case was found to be defective. Escalera Elevated Water Storage Tank : Painting, mechanical, & approach slab is complete. Water line should be starting soon. Rock Street WW Extension: Low bid was Joe Bland Construction. Pre-con scheduled for June 16, 2009 SG3-A: Force Main and 15" WW is complete. SG-P1: Still waiting on one easement acquisition. Has been sent to City Attorney to begin condemnation. 16” Irrigation Water Line & Irrigation Pump Station Improvements: Working on final site clean up and vegetation. San Gabriel WWTP Wet Weather & Irrigation Water Improvements : Electrical work is on going. 2006 Annexation : Staff has completed the ROW. Action: None Motion by Lenning, seconded by Quinn to adjourn meeting. Approved 5-0-2 (Beach & Nett absent) Adjournment The meeting was adjourned at 03:20 PM. Approved :Attest: _______________________________________________ Bill Sattler - 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, May 22, 2009 The Georgetown Utility System Advisory Board Special Session will meet on Friday, May 22, 2009 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: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn, Temple Page Call to Order at 09:30 AM 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 21, 2009. -- Jana Kern Discussion and possible recommendation to extend the existing brush grinding contract between the B. City of Georgetown and Austin Wood Recycling (AWR) of Cedar Park for routine brush grinding services at the Collection Station for one year. -- Rachel Osgood Discussion and possible recommendation to apply for the Weatherization Aid and Solar Energy C. Assistance Program. -- Ken Arnold Consideration and possible recommendation to approve an agreement for the delivery of non-potable D. water between the City of Georgetown and the Sun City Texas Community Association. -- David Thomison Consideration and possible recommendation to approve a construction cost sharing agreement E. between the City of Georgetown and Aldea Partners for a wastewater line extension related to the Sonrisa Development in an amount not to exceed $218,162.00. -- Tom Benz Consideration and possible recommendation to award a contract to Joe Bland Construction, LP of F. Austin, Texas, for the construction of the Rock Street Wastewater Extension and Paving Rock Street Pedestrian Crossing. Project amount is $1,001,262.00. -- Tom Benz Consideration and Discussion on the formation and transition of Georgetown Utility Systems into an G. Independent and Autonomous Utility Board. -- Jim Briggs Follow up on the discussion related to the proposed revisions to the City's development related fee H. structure. -- Laurie Brewer Presentation and possible recommendation of the 2009-2010 Georgetown Utility Systems Water and I. Wastewater Capital Improvement Projects Plan. -- Tom Benz Discussion and possible action regarding the Project Progress Report and timelines -- Michael J. Hallmark/Tom Benz. 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, 2006 Annexation, EARZ Phase 5. EXECUTIVE SESSION Sec.551.086 Competitive MattersK. 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 2009-2010 Electric Capital Improvement Projects Plan. --Tom Benz RETURN TO REGULAR SESSION: Action from Executive Session if necessaryL. Discussion and possible action related to the June 16, 2009 GUS Board Meeting. -- Jim BriggsM. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting . __________________________________ Jessica Hamilton, 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 Friday, May 22, 2009 The Georgetown Utility System Advisory Board Special Session of the City of Georgetown, Texas, met on Friday , May 22, 2009. Board Members Present: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, John Nett, Stephen Quinn, Temple Page Board Members Absent: Patty Eason Staff Present: Elizabeth Cook - Tom Benz - Jim Briggs - Laura Wilkins, Chris Foster - Laurie Brewer - Lorie Lankford - L'Mar Kemp - Ken Arnold - David Thomison, Rachel Osgood, Nicole Sosa, Marsha Iwers, Peggy Leatherman, Jimmy Sikes, Steve Glenn OTHERS PRESENT - Allen Woelke - CDM, William Taylor - Consultant, Lambeth Townsend - Lloyd, Gosselink, Rochelle & Townsend, Jerome Alder - Asutin Wood Recycling Minutes Regular Meeting Mr. Bill Sattler called the Special GUS Board meeting to order on Friday, May 22, 2009 at 10:00 a.m. Sattler stated, for the record, that the delayed was due to Impact Fee Review Committee Meeting. Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and are subject to action in the Regular Session that follows. Change arrangement of Agenda - start with Item G Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on April 21, 2009. -- Jana Kern Discussion: Page 2; paragraph above Item A to come back "to" the June..... Page 4 item J "Page" stated that he drove..... Action: Motion by Nett, second by Lenning to approve with those two corrections. Approved: 6-0-1 (Patty Eason Absent) Discussion and possible recommendation to extend the existing brush grinding contract between the B. City of Georgetown and Austin Wood Recycling (AWR) of Cedar Park for routine brush grinding services at the Collection Station for one year. -- Rachel Osgood DiscussionDiscussionDiscussionDiscussion: Osgood presented the item. Last year approved first one-year extension. Austin Wood Recycling has agreed to a second one year extension. ActionActionActionAction: Motion by Lenning that staff extend the existing brush grinding contract with Austin Wood Recycling for another year - second by Beach. Page question before the vote - this contract will save us money rather than going out for bid. Answered by Osgood - yes it will be cheaper because prices for grinding is going up - this will hold the cost at current rates. ApprovedApprovedApprovedApproved:::: 6-0-1 (Eason Absent) Discussion and possible recommendation to apply for the Weatherization Aid and Solar Energy C. Assistance Program. -- Ken Arnold DiscussionDiscussionDiscussionDiscussion: Ken Arnold passed out a hand out and presented the item. We are required to implement this program. We will be given stimulus money. Cities over 35,000 in population - there is a formula that gives the amount a city will receive. In our case, we will receive $201,900. Must do this within 3 years. Our plan is designed to implement within 18 months. Question - with federal funds many times there are hooks and "gotchas" that obligate the city to do something. How many "gotchas" are in here? What are we on the hook for in the future? Answered by Arnold - has not found any "gotchas" yet although he has looked for them. Federal government has not given us the answer if there are any gotchas or not. Question - Are there any requirements on the hiring for the contract? Answered by Arnold - the purpose of stimulus money is to create jobs. There are questions in the application process that ask you to state the number and type of jobs to be created. We estimated 10 jobs. These are not permanent jobs - but jobs to get us through the 18 month period. Question - once we find out what issues "gotchas" are out there, will you come back and inform the board? Answered by Arnold - yes we will. there are checks and balances in the strategic plan also. ActionActionActionAction: Motion by Nett, seconded by Quinn That the Board recommend to Council that we apply for the Weatherization Aid and Solar Energy Assistance Program for total DOE grant funding and $1,200 per unit and $43,500 in Social Services funding. Question prior to vote: Sattler asked how will the program be administered - will we administer it? Answered by Arnold - yes we will be administering the program through Walter Koopmann's department. Question by Page prior to vote - Pilot program solar panels being installed - how does that tie in with this? Answered by Ken - pilot program was designed more for commercial - the weatherization program will be residential.. ApprovedApprovedApprovedApproved:::: 6-0-1 (Eason Absent) Consideration and possible recommendation to approve an agreement for the delivery of non-potable D. water between the City of Georgetown and the Sun City Texas Community Association. -- David Thomison DiscussionDiscussionDiscussionDiscussion: Thomison presented the item. During drought Edwards Aquifer is unreliable. TCEQ Requires that entities that use reclaimed water follow same guidelines as Cities. Standard agreement same as with SWU, etc. Protects City from violations. Question from Quinn about how they plan to use the water? Thomison - two ponds - are the point of delivery . Reclaimed water not delivered to any other ponds other than those used for irrigation purposes. Page asked about numbers. Can we compare what they are using now to past consumption? Page - will 395 Acre Feet cover their needs or just part of it? Thomison - we may supplement a little. Briggs - 3.5 million gallons per day per the development agreement. Page - how much potable water will it relive them from using? Briggs - none is used now (potable) they are only using non-potable (untreated). The irrigation water is supplemented with the effluent. Page - How much ground water pumping will we avoid by using effluent? Briggs - Eventually all will be effluent. Additional discussion on future effluent usage. ActionActionActionAction: Motion by Nett, 2nd by Page?? to recommend the agreement with the Sun City Community Association. ApprovedApprovedApprovedApproved:::: 6-0-1 (Eason Absent) Consideration and possible recommendation to approve a construction cost sharing agreement E. between the City of Georgetown and Aldea Partners for a wastewater line extension related to the Sonrisa Development in an amount not to exceed $218,162.00. -- Tom Benz Discussion: Benz presented the item. Quinn - how does this benefit the City? Answered by Brewer - allow developer to spend $218,000 and city reimburses at a later date (in the year when we would normally build the project according to our CIP). Quinn - how do we share in the cost? Answered by Benz - we will not pay more than what we have in the budget. What type of cost does the developer have to show? Answered by Brewer - that they have to submit paid invoices, etc., showing their costs. Additional discussion. Action: Motion by Page second by Nett to recommend approval of the cost sharing agreement with Aldea Partners not to exceed $218,162.00. ApprovedApprovedApprovedApproved:::: 6-0-1 (Eason Absent) Consideration and possible recommendation to award a contract to Joe Bland Construction, LP of F. Austin, Texas, for the construction of the Rock Street Wastewater Extension and Paving Rock Street Pedestrian Crossing. Project amount is $1,001,262.00. -- Tom Benz Discussion: Benz explained the item. Question - Quinn - why doubling on the pedestrian crossing price? Answered by Benz - Complex items crosswalk bridge for Parks and Recreation, etc. Question Lenning - Are we going to pay for the bridge or what? Answered by Benz- comes directly from bonds - not coming from utilities - Elaborated by Brewer - when bills come in those pieces will be broken out and the parks will pay for it. More explanation by Briggs. Question by Nett - is this engineers opinion of probable cost or did CDM prepare the actual costs? Benz - cannot recall exactly what the actual cost was. Nett - does it include the paving? Benz - wastewater portion around $800,000. Turnaround and pedestrian bridge significantly higher - but the total came in below engineers estimate. Additional discussion. Action: Motion by Quinn , second by Beach to recommend approval for Rock Street Wastewater Extension and Paving of Pedestrian Crossing. ApprovedApprovedApprovedApproved:::: 6-0-1 (Eason Absent) Consideration and Discussion on the formation and transition of Georgetown Utility Systems into an G. Independent and Autonomous Utility Board . -- Jim Briggs Discussion: Briggs gave overview of the item. Lambeth Townsend - Lloyd, Gosselink, Rochelle & Townsend provided a memorandum to Briggs on creation of the utility board and how it has been done across the state. Mr. Townsend is here to discuss with the board. Bond Attorney, Carol Polumbo sent a memo - but could not be here today. Her memo is related as to financial impact. She can be here at June meeting. Also Mr. Bill Taylor, retired General Manager of Kerrville Public Utility Board, is here to discuss pro's and con's of creating a public utility board. Question as to why we are doing this. Answered by Briggs - at the request of the City Council. Question - Why did the council ask the Board to consider this?. Answered by Sattler - considering taking ownership of substations and as we grow, we wanted to know if it would benefit the city by having a separate board and to see what the costs would be and any draw-backs to pursuing. Briggs - out of 72 public power systems we are the 12th largest. Question - isn't the lion's share of items on the Council Agenda currently utility related issues? Answered by Briggs - no the lion's share of the items are not utility related - but - lion's share of the expenditures of the budget are related to utilities. LAMBETH TOWNSEND: Memo and summary. Once you read the memo then read summary - it puts it in simpler format. Question was what are options? Several - but statutes give you the bounds of those options. Local Government Code in certain sections shows only as it relates to electric utilities; other sections addresses water/ww drainage - but NOT electric. others address only bond indentured statutes. Each of those groups care different requirement sand provision. Electric utility exclusively - specifies the number or trustees - Ordinance - Charter or both - describes bonds - scope other delegated authority through the ordinance or charter. Eminent domain or ability to issue bonds cannot be done by charter - but have to do that by ordinance. Bond indenture - specifies authority of the independent board - and cannot be changed while bonds are outstanding. However - it does not specifically transfer right of eminent domain to the board - those rights are retained by the municipal government. Five members - one of which must be the Mayor. Or 7 members - one of which must be the mayor. Compensation must be set for board members in bond indenture - but not more than 5% of gross receipts for a business year. Water Board - Electric Board OR COMBINED Board. But combined board is limited in its authority. Ordinance is subject to change. Need to evaluate from the bond perspective. Has given a description of how some of the cities have set up their utility. San Antonio - created an independent board through bond indentures to take over electric and gas for San Antonio, New Braunfels, Hondo, etc. Then each of those cities created independent boards to manage their utilities - assurance to bond holders. Water is set up differently in San Antonio. New Braunfels has a combined board (water and electric) Greenville - adopted a charter amendment first and then they adopted a master ordinance to give the powers to the board. It is electric utility only. Bryan Texas Utilities - created just for electric - by ordinance - no charter provision - city retain a lot of the power. Charter - gives citizens opportunity to vote. Question from - once you go down the path - are you locked in? Answered by Townsend - easier if done by Ordinance adoption to reverse than if done by Charter amendment. Townsend says there are systems much smaller than ours that have boards - and some larger who still do not. Townsend said - city delegates whatever it wants to - we have options - the utility manages the assets/options. Taylor - whatever you do - you are still the City of Georgetown - city employee. Question - If city kept bond and eminent domain - then by ordinance you could still set up a board to direct and assist in the day to day operations? Taylor - must be careful how you set it up - keep competition in mind. Taylor - staff/boards look at issues for the next 5 - 20 years. Council typically looks at the here and now - may be 2 years out. Briggs - how is it beneficial ? as issues become larger - not just in $$ - but strategic direction - partnerships, etc. Do you look at being in an equity position - join other groups to do projects? It takes time to review and study these options. Helpful to have a group in a supporting role who knows the business and can assist you in feeling secure in making the best decision. Beach - sometimes things get bundled up and simplified for the Council and therefore the Council does not realize the level of importance of the issue they are voting on. Briggs - sometimes the discussions in making decisions gets bogged down when presenting to Council. Question Quinn- what can the Board do? Taylor - depending on how board is set up - the board decides and the decisions do not go to the Council. Briggs asked bond company what they look at for bond ratings. They told him that they look at stability of the utility - utility board - advisory board - council. The utility board allows the utility to be closely monitored - more stable. Question from Page. - if we form a board will our rating go up? Briggs answered - if we form a board our rating may not go down. Taylor elaborated. Question from Quinn - how do you keep the board appointments from being a political appointment? Answered by Townsend - you set it up how ever you want to and you can limit two year terms, to prevent long term appointments, etc. Taylor says there are several key issues that you need to address when you form the board. It will take more than one meeting to discuss all options. Ken Arnold - Greenville is different than the other cities Townsend mentioned...correct? Answered by Townsend - they are just electric - combined systems usually do their set up differently from just electric. Sattler - can sanitation be put in also - answered by Townsend if you want to - you could. Briggs - sanitation would not be as regulated as the others - but you could put it under the board also. Briggs - drainage at the current time - is under transportation - but could conceivably be included if it was set up different. Sattler - experience in this room he sees - he thinks council will look on the item with greater confidence and know items have been reviewed in their entirety. Briggs says - this will allow us to be more effective - provide for stability for the future - we will not all be here forever - need to have a plan in place to manage the business down the road. Briggs asked the Board to evaluate the various options and come back with suggestions for how or if to implement. Mr. Beach left the meeting at 12:20 p.m. Follow up on the discussion related to the proposed revisions to the City's development related fee H. structure. -- Laurie Brewer Discussion: Brewer presented the item. Previously staff was asked to come back with how fees are changing and what the changes are and what is the difference. Cook explained the examples. Various discussion. Board was in favor of getting input from developers/builders prior to making recommendation. Action: Motion by Nett second by Lenning for staff to give a recommendation to the board in July after they have a workshop with the developers/builders. Page - requested that staff make effort to include as many developers as possible - want to be certain they are well represented. Approved: 5-0-2 (Eason & Beach absent) Presentation and possible recommendation of the 2009-2010 Georgetown Utility Systems Water and I. Wastewater Capital Improvement Projects Plan. -- Tom Benz Discussion: Benz presented the item - power point presentation. Lankford and Benz explained the CIP - the process - what things we plan to do and proposed costs . We will be going to an asset management system. Question - What is our Fiscal Year? Answered by Benz - October thru September. Question - revenue/debt for FY 08 was zero? Answered by Lankford - No water bonds for 08. Question - but for the next one you anticipate doing? Answered by Lankford - yes. Question - What is the interest that is showing? Answered by Lankford - that is the interest we earn on the bonds we issue. We earn money on the bonds we issue and it goes back into the fund. Question - do we track water main age and know if they are 10/20 years old? Answered by Benz - we are not quite there yet. That is one of our goals currently. We are tracking age on any new lines that are installed since we started GPS. We have not gone back on the older stuff yet. We do have people around that know how old some things are and can tell us. Question - do we have a plan for when to replace? 50 years? at failure, etc.? Answered by Briggs - that is one of aspects we can manage with the asset management system. We could have one of the factors be age or reliability of the system so we can evaluate and manage it. Additional discussion followed. Action: Motion by Nett second by Lenning that the Water CIP be forwarded to City Council for approval Approved: 5-0-2 (Eason & Beach absent) Discussion and possible action regarding the Project Progress Report and timelines -- Michael J. Hallmark/Tom Benz. 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, 2006 Annexation, EARZ Phase 5. Question - Page asked if any pending ROW acquisitions we are having problems with? Benz answered that anytime you are dealing with land owners and their property there is potential for issues - but we are moving along nicely. Action: None Break at 12:53 p.m. EXECUTIVE SESSION Sec.551.086 Competitive MattersK. 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 Executive Session called to order at 1:02 p.m. - Presentation and possible recommendation of the 2009-2010 Electric Capital Improvement Projects Plan. --Tom Benz Adjourn Executive Session at 1:44 p.m. RETURN TO REGULAR SESSION @ 1:44 p.m.: Action from Executive Session if necessaryL. Action on Item "L": Motion by Lenning, 2nd by Nett to recommend to Council the 2009/2010 Electric CIP. Approved: 5-0-2 (Eason & Beach absent) Discussion and possible action related to the June 16, 2009 GUS Board Meeting. -- Jim BriggsM. Discussion: Briggs explained that he and Micki will not be here for the regularly scheduled GUS Board meeting - Suggested by Nett June 23rd. Action: Motion by Nett, second by Lenning - to meet June 23, 2009. Approved: 5-0-2 (Eason & Beach absent) Motion by Lenning, seconded by Nett to adjourn meeting. Approved: 5-0-2 (Eason & Beach absent) Adjournment The meeting was adjourned at 01:50 PM. Approved :Attest: _______________________________________________ Bill Sattler - Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Impact Fee Review Committee Friday, May 22, 2009 The Georgetown Utility System Advisory Board Impact Fee Review Committee will meet on Friday, May 22, 2009 at 08:30 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 Impact Fee Review Committee Members: Richard Lenning - Chair, Robert Kostka, Mike Cunningham, John Nett, Stephen Quinn, Temple Page, Fred Beach, Steve Richmond, David Marshall, John Gavurnik Call to Order at 08:30 AM 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 April 30, 2009 Committee meeting. -- A. Jana Kern Discussion and possible action regarding Committee recommendation to the City Council related to B. revised Impact Fees.-- Glenn Dishong Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Impact Fee Review Committee Thursday, April 30, 2009 The Georgetown Utility System Advisory Board Impact Fee Review Committee will meet on Thursday, April 30, 2009 at 01:30 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 Impact Fee Review Committee Members: Richard Lenning - Chair, Robert Kostka, Mike Cunningham, John Nett, Stephen Quinn, Temple Page, Fred Beach, Steve Richmond, David Marshall, John Gavurnik Call to Order at 01:30 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 April 21, 2009 Committee meeting. -- A. Jana Kern Discussion and possible action regarding Committee recommendation to the City Council related to B. revised Impact Fees.-- Glenn Dishong Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Impact Fee Review Committee Thursday, April 30, 2009 The Georgetown Utility System Advisory Board Impact Fee Review Committee of the City of Georgetown, Texas, met on Thursday , April 30, 2009. Board Members Present: Richard Lenning - Chair, Robert Kostka, Mike Cunningham, John Nett, Temple Page, Steve Richmond, David Marshall, John Gavurnik Board Members Absent: Stephen Quinn, Fred Beach Staff Present: Glenn Dishong, Jana Kern, Chris Foster OTHERS PRESENT: Tony Bagwell - HDR, Lauren Starosta - CDM Minutes Regular Meeting Mr. Richard Lenning called to order the Impact Fee Review Committee meeting on Thursday, April 30, 2009 at 1:33 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 April 21, 2009 Committee meeting. -- A. Jana Kern Discussion: None Action: Motion by Page, seconded by Cunningham to approve the minutes as presented Approved 8-0-2 (Fred Beach, Stephen Quinn absent) Discussion and possible action regarding Committee recommendation to the City Council related to B. revised Impact Fees.-- Glenn Dishong Discussion: Tony Bagwell of HDR gave a quick overview for the members that were not in attendance at the last meeting. Bagwell of HDR & Lauren Starosta of CDM went through Impact Fee packet - table by table and received comments from the committee. Action: HDR will send to Jana Kern the updates. Jana will forward the updates on to the committee . Committee will meet again on May 22, 2009 at 8:30 a.m. Motion to Gavurnik seconded by Nett to adjourn. Approved 8-0-2 (Beach & Quinn absent) Adjournment The meeting was adjourned at 03:30 PM. Approved :Attest: _______________________________________________ Richard Lenning - Chair Jana Kern - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, April 21, 2009 The Georgetown Utility System Advisory Board will meet on Tuesday, April 21, 2009 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: Bill Sattler - Chair, Patty Eason, John Nett, Fred Beach, Richard Lenning, Stephen Quinn, 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. Public Wishing to Address the Board: Mr. Rex Stuart, of Texas Traditions Subdivision, will address the Board regarding flat rate sewer charges and water base rate charges. Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on March 17, 2009. -- Jana Kern Consideration and possible recommendation to approve a Master Services Agreement with Prime B. Controls, LP of Lewisville, Texas, for professional engineering services related to Supervisory Control and Data Acquisition (SCADA) and control systems. -- Tom Benz Consideration and possible recommendation to approve Task Order No. HCI-09-001 with Haynie C. Consulting, Inc., of Round Rock , Texas, for professional services, related to 2006 Annexation in the amount of $301,905.00. -- Tom Benz Consideration and possible recommendation to approve Task Order No. SBE -09-003 with Steger and D. Bizzell., of Georgetown, Texas, for professional services, related to 2006 Annexation in the amount of $275,000.00. --Tom Benz Consideration and possible recommendation to approve a franchise agreement with Consolidated E. Construction Texas Services (CCTS) to provide lumber recycling within the City's limits and its ETJ. -- Rachel Osgood Discussion and possible recommendation regarding an amendment to the Water Conservation Plan F. including updates to the Drought Contingency Plan and Water Rates Schedule. -- Glenn Dishong Consideration and possible recommendation to approve a contract with West Monroe Partners, Inc. G. for the development of a grant application for the purpose of securing federal funds from the Department of Energy through the American Recovery and Reinvestment Act (ARRA) for the CIS/AMI project. -- Micki Rundell Consideration and Discussion on the formation and transition of Georgetown Utility Systems into an H. Independent and Autonomous Utility Board. -- Jim Briggs Consideration and possible recommendation on proposed revisions to the City's development related I. fee structure. -- Micki Rundell Discussion and possible action regarding the Project Progress Report and timelines -- Michael J. Hallmark/Tom Benz. 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, 2006 Annexation, EARZ Phase 5. EXECUTIVE SESSION Sec.551.086 Competitive MattersK. 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 - Energy Costs and update on prices for 2009. -- Jim Briggs - Update and status report on Energy Above the Capped Load of our Wholesale Power Agreement with LCRA. -- Jim Briggs RETURN TO REGULAR SESSION: Action from Executive Session if necessaryL. Discussion and possible action related to the May 19, 2009 GUS Board Meeting. -- Jim BriggsM. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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 21, 2009 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , April 21, 2009. Board Members Present: Patty Eason, John Nett, Richard Lenning - Secretary, Stephen Quinn, Temple Page Board Members Absent: Bill Sattler - Chair, Fred Beach- Vice Chair Staff Present: Paul E. Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Micki Rundell, Rachel Osgood, Elizabeth Cook, Laurie Brewer, Chris Foster, Jimmy Sikes, Paul Elkins, Marsha Iwers, Glenn Dishong, Kathy Ragsdale, Leticia Zavala, Walter Koopmann, Peggy Leatherman, Ken Arnold, OTHERS PRESENT: Rex Stuart - Citizen, Ercel Brashear, Verna Browning - TDS Minutes Regular Meeting With the absence of the Chair and Vice Chair, Mr. Richard Lenning - Secretary of the GUS Board, called the regular GUS Board meeting to order on Tuesday, April 21, 2009 at 2: 11 p.m. Per the GUS Board Bylaws Section 4.8 - a chair will be elected for this meeting. Action: Motion by Nett, seconded by Eason to select Richard Lenning as acting chair for the GUS Board meeting held on Tuesday, April 21, 2009. Approved 5-0-2 (Bill Sattler & 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. Public Wishing to Address the Board Mr. Rex Stuart, of Texas Traditions Subdivision, will address the Board regarding flat rate sewer charges and water base rate charges. Mr. Stuart addressed the Board concerning the wastewater rates and water rates. He also stated that he has present this to City Council when he first moved here in 2007. What was discussed was the comparison to the consumption method to the flat rate of today. There was lengthy discussion and many questions. The Board and staff asked Mr. Stuart to give them time to research and asked if he would be willing to come back to the June GUS Board Meeting. Mr. Stuart agreed. Consideration and possible action to approve the minutes from the regular GUS Board meeting held A. on March 17, 2009. -- Jana Kern Discussion: None Action: Motion by Quinn seconded by Eason to approve minutes as presented. Approved 5-0-2 (Sattler & Beach absent) Consideration and possible recommendation to approve a Master Services Agreement with Prime B. Controls, LP of Lewisville, Texas, for professional engineering services related to Supervisory Control and Data Acquisition (SCADA) and control systems. -- Tom Benz Discussion: Benz stated that he had listen to the minutes from the last meeting and answered the question the were raised at that time. Action: Motion by Quinn seconded by Nett to approve a Master Services Agreement with Prime Controls, LP for professional engineering services related to Supervisory Control and Data Acquisition (SCADA) and control systems. Approved 5-0-2 (Sattler & Beach absent) Consideration and possible recommendation to approve Task Order No. HCI-09-001 with Haynie C. Consulting, Inc., of Round Rock , Texas, for professional services, related to 2006 Annexation in the amount of $301,905.00. -- Tom Benz Discussion: Benz stated that as part of the 2006 annexation service plan, the City is required to extend utilities to several properties by the year 2011. Haynie Consulting and Steger Bizzell will be responsible for the final design phase, bidding & construction phase. Haynie Consulting will be responsible for the East side of IH 35 and Steger Bizzell will be responsible for the west side of IH 35. The Program Manager for the 2006 Annexation project will be Camp, Dresser & McKee (CDM). CDM will monitor the design work, bidding and contract management. Action: Motion by Page, seconded by Nett to approve Task Order No. HCI-09-001 with Haynie Consulting, Inc., for professional services, related to 2006 Annexation in the amount of $301,905.00. Approved 5-0-2 (Sattler & Beach absent) Consideration and possible recommendation to approve Task Order No. SBE -09-003 with Steger and D. Bizzell., of Georgetown, Texas, for professional services, related to 2006 Annexation in the amount of $275,000.00. --Tom Benz Discussion: Benz stated that as part of the 2006 annexation service plan, the City is required to extend utilities to several properties by the year 2011. Haynie Consulting and Steger Bizzell will be responsible for the final design phase, bidding & construction phase. Haynie Consulting will be responsible for the East side of IH 35 and Steger Bizzell will be responsible for the west side of IH 35. The Program Manager for the 2006 Annexation project will be Camp, Dresser & McKee (CDM). CDM will monitor the design work, bidding and contract management. Action: Motion by Nett, seconded by Quinn to approve Task Order No. SBE -09-003 with Steger and Bizzell for professional services, related to 2006 Annexation in the amount of $275,000.00. Approved 5-0-2 (Sattler & Beach absent) Consideration and possible recommendation to approve a franchise agreement with Consolidated E. Construction Texas Services (CCTS) to provide lumber recycling within the City's limits and its ETJ. -- Rachel Osgood DiscussionDiscussionDiscussionDiscussion: Osgood stated that in November 2008 Mr. Jason Chavez, of CCTS, requested from City Council the opportunity to be more activly engaged in site clean up for residential construction. This is for recyclable lumber which means raw scrap lumber from the job site that is free of trash, dirt, nails or other debris. Question was asked what would happen with the lumber. Osgood stated that there were a couple of options; one being it could be grinded on site and turned into mulch, or CCTS could contract with a separate company and they could come and haul it off. ActionActionActionAction: Motion by Quinn, seconded by Page, to approve a franchise agreement with Consolidated Construction Texas Services (CCTS) to provide lumber recycling within the City's limits and its ETJ. Approved 5-0-2 (Sattler & Beach absent) Discussion and possible recommendation regarding an amendment to the Water Conservation Plan F. including updates to the Drought Contingency Plan and Water Rates Schedule. -- Glenn Dishong DiscussionDiscussionDiscussionDiscussion: Dishong stated that the City conducted a water conservation pilot study during the summer of 2008. The study also assessed the impact of feedback on water use. The study was completed in December 2008 with the compilation of data from a survey from the pilot participants. The customer surveys, usage data, regulatory bodies, and prudent management indicate the need to update the Water Conservation Plan. The updated plan will require City Council approval by resolution as well as amendment to two ordinances regarding the Drought Contingency Plan and Water Rates. Below are the recommended changes to the Water Conservation Plan include: 1) Adoption of a 160 gal per capita goal 2) Implementation of customer usage feedback 3) Amendment of the water rates schedule to: a) Expand the conservation rate period to May to November billings b) Change the break point for the first rate tier from 19,000 gallons to 9,000 gallons c) Apply conservation rates to small commercial customers d) Set a commercial potable irrigation only rate equal to the second rate tier e) Set the non-potable irrigation rates to cover cost 4) Amendment of the Drought Contingency Plan to: a) Implement a three day per week irrigation schedule on Phase I b) Implement a two day per week irrigation schedule on Phase II c) Implement a one day per week irrigation schedule on Phase III 5) Implement a Water Conservation Specialist position for customer outreach ActionActionActionAction: Motion by Eason, seconded by Nett to approve an amendment to the Water Conservation Plan including updates to the Drought Contingency Plan and Water Rates Schedule. Approved 5-0-2 (Sattler & Beach absent) Consideration and possible recommendation to approve a contract with West Monroe Partners, Inc. G. for the development of a grant application for the purpose of securing federal funds from the Department of Energy through the American Recovery and Reinvestment Act (ARRA) for the CIS/AMI project. -- Micki Rundell DiscussionDiscussionDiscussionDiscussion: Rundell stated that staff is requesting an approval of contract with West Monroe, Inc. to assist in the creation of the Smart Grid grant request with the U.S. Dept. of Energy for funding assistance for the overall AMI/CIS replacement project. ActionActionActionAction: Motion by Page, seconded by Quinn to approve a contract with West Monroe Partners, Inc. for the development of a grant application for the purpose of securing federal funds from the Department of Energy through the American Recovery and Reinvestment Act (ARRA) for the CIS/AMI project. Approved 5-0-2 (Sattler & Beach absent) Moved to Item "I" Consideration and Discussion on the formation and transition of Georgetown Utility Systems into an H. Independent and Autonomous Utility Board. -- Jim Briggs DiscussionDiscussionDiscussionDiscussion: Briggs updated the board on the formation of an independent & autonomous utility board. ActionActionActionAction: None Moved to ItemMoved to ItemMoved to ItemMoved to Item """"JJJJ"""" Consideration and possible recommendation on proposed revisions to the City's development related I. fee structure. -- Micki Rundell DiscussionDiscussionDiscussionDiscussion: Rundell/Brewer gave a power point presentation to the Board. There was a lengthy discussion on fees, timing etc. ActionActionActionAction: Staff to bring this item back to the May 2009 GUS Board meeting. Approved 5-0-2 (Sattler & Beach absent) Moved to Item "H" Discussion and possible action regarding the Project Progress Report and timelines -- Michael J. Hallmark/Tom Benz. 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, 2006 Annexation, EARZ Phase 5. Discussion: Benz stated that there were no significant changes and if any one had any questions he would answer them. Page stated that he drove by the Escalera Water Tank and the City must be pleased with the work that was done there, it is very impressive. Action: None Motion by Quinn, seconded by Nett that Item"K" is a competitive matter under Sec.551.086. Approved 5-0-2 (Sattler & Beach absent) Moved into Executive Session at 5:38 p.m. EXECUTIVE SESSION Sec.551.086 Competitive MattersK. 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 - Energy Costs and update on prices for 2009. -- Jim Briggs - Update and status report on Energy Above the Capped Load of our Wholesale Power Agreement with LCRA. -- Jim Briggs RETURN TO REGULAR SESSION @ 6:03 p.m. Action from Executive Session if necessaryL. No Action was needed from Executive Session. Discussion and possible action related to the May 19, 2009 GUS Board Meeting. -- Jim BriggsM. Discussion: Briggs stated that due to staffing conflicts, staff would like to move the May 19, 2009 meeting to May 22, 2009 and change the time to 9:30 a.m. Action: Motion by Nett, seconded by Quinn to move the May 19, 2009 GUS Board meeting to May 22, 2009 at 9:30 a.m. Approved 5-0-2 (Sattler & Beach absent) Motion by Quinn, seconded by Nett to adjourn Approved 5-0-2 (Sattler & Beach absent) Adjournment The meeting was adjourned at 06:05 PM. Approved :Attest: _______________________________________________ Richard Lenning - Acting Chair Richard Lenning - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Impact Fee Review Committee Tuesday, April 21, 2009 The Georgetown Utility System Advisory Board Impact Fee Review Committee will meet on Tuesday, April 21, 2009 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 Impact Fee Review Committee Members: Robert Kostka, Mike Cunningham, John Nett, Richard Lenning, Stephen Quinn, Temple Page, Fred Beach, Steve Richmond, David Marshall, John Gavurnik 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. Action to select a Committee ChairpersonA. Review purposed and charge of the Impact Fee CommitteeB. Staff and Consultant briefing of issues related to impact fee revisionsC. AdjournD. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, City Secretary Minutes of the Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Impact Fee Review Committee Tuesday, April 21, 2009 The Georgetown Utility System Advisory Board Impact Fee Review Committee of the City of Georgetown, Texas, met on Tuesday , April 21, 2009. Board Members Present: Robert Kostka, John Nett, Richard Lenning - Chair, Stephen Quinn, Temple Page, Steve Richmond, David Marshall, John Gavurnik Board Members Absent: Mike Cunningham, Fred Beach Staff Present: Glenn Dishong, Jana Kern, Jim Briggs, Tom Benz Minutes Regular Meeting Mr. Glenn Dishong called the Impact Fee Review Committee to order on Tuesday, April 21, 2009, @ 1:02 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. Action to select a Committee ChairpersonA. Discussion: Opened up the floor for nominations. Mr. Kostka nominated Mr. Richard Lenning. Lenning accepted. Action: Motion by Kostka seconded by Nett to elect Richard Lenning as Chair of the 2009 Impact Fee Review Committee Approved 8-0-2 (Mike Cunningham & Fred Beach absent) Review purposed and charge of the Impact Fee Committee. B. Discussion: Dishong stated that the committee is to review The Land Use Assumptions, Capital Improvement Plan (CIP), and make recommendation to Council in regard to the level of fees to approve. Staff and Consultant briefing of issues related to impact fee revisionsC. Discussion: Mr. Tony Bagwell of HDR gave a power point presentation to the committee. The Committee is to review the Draft Water & Wastewater Impact Fees for the City of Georgetown and bring back to the next meeting the updates, concerns, issues Etc. AdjournD. Adjournment The meeting was adjourned at 02:02 PM. Approved :Attest: _______________________________________________ Richard Lenning - Chair Jana Kern - Secretary Notice of Meeting of the Georgetown Utility System Advisory Board and the Governing Body of the City of Georgetown, Texas Tuesday, March 17, 2009 The Georgetown Utility System Advisory Board will meet on Tuesday, March 17, 2009 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: Bill Sattler - Chair, Patty Eason, John Nett, Fred Beach, Richard Lenning, Stephen Quinn, 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. Introduction of GUS Board members and City Staff. -- Jim BriggsA. Board nominations and election of Vice Chair and Secretary of the GUS Board. -- Bill SattlerB. Consideration and possible action to approve the minutes from the Regular GUS Board meeting held C. on February 17, 2009. -- 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 2006 Annexation. -- Michael Hallmark/Tom Benz Consideration and possible recommendation to appoint an Impact Fee Review Committee for the E. review of the city’s water and wastewater Impact Fee update. -- Glenn Dishong Consideration and possible recommendation to approve a Master Services Agreement with Prime F. Controls, LP of Lewisville, Texas, for professional engineering services related to Supervisory Control and Data Acquisition (SCADA) and control system. -- Glenn Dishong, Tom Benz 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 BriggsG. RETURN TO REGULAR SESSION: Action from Executive Session if necessaryH. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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 17, 2009 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , March 17, 2009. Board Members Present: Bill Sattler - Chair, Fred Beach - Vice Chair, Richard Lenning - Secretary, Patty Eason, John Nett, Stephen Quinn Board Members Absent: Temple Page Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Glenn Dishong, Michael Hallmark, David Thomison, Paul Elkins, Lorie Lankford, Chris Foster, OTHERS PRESENT: Steve Moffitt - McCord Engineering Minutes Regular Meeting Mr. Bill Sattler called the Regular GUS Board meeting to order on Tuesday, March 17, 2009 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. Introduction of GUS Board members and City Staff. -- Jim BriggsA. Discussion: All of the GUS Board members and City Staff that were in attendance introduced themselves. Board nominations and election of Vice Chair and Secretary of the GUS Board. -- Bill SattlerB. Discussion: Lenning nominated Fred Beach for Vice-Chair. Beach accepted. Action: Motion by Lenning, seconded by Eason to nominate Fred Beach as Vice Chair of the GUS Board. Approved 5-0-1(Beach did not vote, Temple Page absent) Discussion: Sattler renominated Richard Lenning for Secretary . Lenning accepted. Action: Motion by Sattler, seconded by Eason to renominate Richard Lenning as Secretary of the GUS Board. Approved 5-0-1 (Lenning did not vote, Page absent) Consideration and possible action to approve the minutes from the Regular GUS Board meeting held C. on February 17, 2009. -- Jana Kern Discussion: None Action: Motion by Eason, seconded by Nett to approve the minutes as presented. Approved 6-0-1 (Page absent) Discussion and possible action regarding the Project Progress Report and timelines including D. projects:-- Michael Hallmark/Tom Benz Park WTP Clearwell : Waiting on water sample results 4th Pump at Leander Pump Station :No Change Escalera Elevated Water Storage Tank : Paint crew begin Mid March 2009. Rock Street WW Extension : Archaeological inspection is in process. CDM has redesigned to place line within existing easement. Bid opening is scheduled for April 7, 2009. SG3-A: Benitez was awarded the bid. SG-P1: Still waiting on one easement. 16” Irrigation Water Line & Irrigation Pump Station Improvements :No change San Gabriel WWTP Wet Weather & Irrigation Water Improvements: No change 2006 Annexation : Working on right of entry - needed 86 still need 9 more. Action: None Consideration and possible recommendation to appoint an Impact Fee Review Committee for the E. review of the city’s water and wastewater Impact Fee update. -- Glenn Dishong Discussion: Briggs gave the Board a brief history and stated that the committee members are made up of a percentage of board members, builder and developers, and a member from the ETJ. This committee will meet three times - April 21, 2009, May 5, 2009 and May 19, 2009. Action: Motion by Lenning, seconded by Quinn to appoint the following people: Robert Kostka, Mike Cunningham, John Nett, Richard Lenning, Stephen Quinn, Temple Page, Fred Beach, and John Gavurnik. Approved 6-0-1(Page absent ) Consideration and possible recommendation to approve a Master Services Agreement with Prime F. Controls, LP of Lewisville, Texas, for professional engineering services related to Supervisory Control and Data Acquisition (SCADA) and control system. -- Glenn Dishong, Tom Benz Discussion: Dishong stated Prime Controls is qualified to design, program, integrate, maintain, install, calibrate and consult as it pertains to SCADA or other control systems. Prime Controls has worked for the City since 2001. There were several questions concerning some wording and the amounts of required insurance's. Board members asked for clarification and asked if this item could be brought back to the next GUS Board meeting which is on April 21, 2009. Action: Motion by Nett, seconded by Quinn, to bring the Prime Controls MSA and a possible task order to be brought back to the April 21, 2009 GUS Board meeting. Approved 6-0-1 (Page absent) Motion by Lenning, seconded by Eason that Item "G" of this agenda is a Competitive Matter under Section 551.086. Approved 6-0-1 (Page absent) Into Executive Session @ 2:53 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 Discussion related to the City of Georgetown power supply options. -- Jim BriggsG. RETURN TO REGULAR SESSION @ 4:21 p.m.: Action from Executive Session if necessaryH. No Action needed from Executive Session. Motion by Lenning, seconded by Nett to adjourn meeting . Approved 6-0-1 (Page absent) Adjournment The meeting was adjourned at 04:25 PM. Approved :Attest: _______________________________________________ Bill Sattler - 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 17, 2009 The Georgetown Utility System Advisory Board will meet on Tuesday, February 17, 2009 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 January 28, 2009. -- 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 for the award of the annual bid for miscellaneous fiber C. optic materials to various vendors in an amount not to exceed $250,000.00 annually. -- Jimmy Sikes Consideration and possible recommendation to approve Task Order No. CDM-09-002 with Camp D. Dresser & McKee, Inc. (CDM), of Austin, Texas, for professional services related to the design and construction of a 3 MG ground storage tank for $488,900.00. -- Glenn Dishong & Thomas R. Benz Consideration and possible recommendation to award a contract for the construction of the San E. Gabriel Wastewater Improvements (SG3-A). -- Glenn Dishong & Thomas R. Benz An ordinance amending existing sewer rates to include a separate rate for the use of qualifying, F. non-residential evaporative cooling equipment. --Kathy Ragsdale & 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 Discussion related to the City of Georgetown power supply options. -- Jim BriggsG. RETURN TO REGULAR SESSION: Action from Executive Session if necessaryH. Certificate of Posting I, Jessica Hamilton, 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 _________________, 2009, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Jessica Hamilton, 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 17, 2009 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , February 17, 2009. Board Members Present: Riki Young - Chair, Bill Sattler - Vice Chair, Richard Lenning - Secretary, Stanley Bland, Fred Beach, Temple Page, Patty Eason (arrived at 2:03) Board Members Absent: Staff Present: Paul Brandenburg, Jim Briggs, Jana Kern, Tom Benz, Kathy Ragsdale, Marsha Iwers, Mark Miller, Chris Foster, Peggy Leatherman, Glenn Dishong, David Thomison Minutes Regular Meeting Mr. Riki Young called the regular GUS Board meeting to order on Tuesday, February 17, 2009 at 2:01 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 January 28, 2009. -- Jana Kern Discussion: None Action: Motion by Lenning, seconded by Sattler to approve minutes as presented Approved 6-0-1 (Patty Eason absent for this vote only) Discussion and possible action regarding the Project Progress Report and timelines including B. projects: -- Michael Hallmark/Tom Benz Park WTP Clearwell : completed 4th Pump at Leander Pump Station : No change Escalera Elevated Water Storage Tank : Pedestal is complete. Started construction on the tank. Rock Street WW Extension : No change SG3-A: Award of bid will be discussed in Item "E" of this agenda. SG-P1: No change 16” Irrigation Water Line & Irrigation Pump Station Improvements :Working on the pump station improvements and site cleanup. San Gabriel WWTP Wet Weather & Irrigation Water Improvements : Setting forms on the headworks and working on irrigation pump cans. 2008 Street Rehab : Concrete work and type "B" asphalt is complete on Ash Street, Mimosa Street, 8th Street, and 10th Street. Wastewater is complete. Water services from 16h Street to 20th Street remain. Projected utility completion is by the end of February. Action: None Consideration and possible recommendation for the award of the annual bid for miscellaneous fiber C. optic materials to various vendors in an amount not to exceed $250,000.00 annually. -- Jimmy Sikes Discussion: Iwers explained this item. This is a rebid for our fiber optic material. This material is used primarily for new installations. Materials will be ordered on an as needed basis. Action: Motion by Lenning, seconded by Sattler 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 7-0 Consideration and possible recommendation to approve Task Order No. CDM-09-002 with Camp D. Dresser & McKee, Inc. (CDM), of Austin, Texas, for professional services related to the design and construction of a 3 MG ground storage tank for $488,900.00. -- Glenn Dishong & Thomas R. Benz Discussion: Dishong explained this item is for the design and construction management of a 3MG ground storage tank. This tank is to be located at the Lake Georgetown Water Treatment Plant (LGWTP). With the construction of this tank it will be the second tank of this size and will meet the needs of future water storage as envisioned by the 2008 Master Plan. Benz stated that the cost of this project is not $488,900.00 but should be $291,600.00. CDM was selected for this task order because they designed the LGWTP and have a working knowledge of the site. This task order outlines the scope and costs to prepare a Site Master Plan, necessary design, engineering, construction management, surveying, geotechnical, archaeology, geologic assessments and regulatory submittals for the 3MG ground storage tank. Action: Motion by Page, seconded by Sattler to approve Task Order No. CDM-09-002 with Camp Dresser & McKee, Inc. (CDM), of Austin, Texas, for professional services related to the design and construction of a 3 MG ground storage tank for $291,600.00. Approved 7-0 Consideration and possible recommendation to award a contract for the construction of the San E. Gabriel Wastewater Improvements (SG3-A). -- Glenn Dishong & Thomas R. Benz Discussion: Dishong stated that this project will provide additional peak flow capacity in the Dove Springs WWTP collection basin by diverting peak flows from the Smith Branch Lift Station into a new interceptor and a Southwestern Lift Station to the San Gabriel Plant. By doing this we will increase the capacity of the collection system to handle flows from the south and southwest. There were 19 bidders with the lowest bidder being Benitez Construction , Inc. of Manor, Texas. There was lengthy discussion on the bid process Action: Motion by Lenning, seconded by Bland to award a contract to Benitez Construction, Inc. of Manor, Texas, for the construction of the San Gabriel Wastewater Improvements (SG3-A) in the amount of $1,845,788.00. Approved 7-0 An ordinance amending existing sewer rates to include a separate rate for the use of qualifying, F. nonresidential evaporative cooling equipment. --Kathy Ragsdale & Micki Rundell Discussion: Dishong explained that this is the same item that was discussed at the February meeting. The reason why we are bring it is staff has found a way to achieve a little more precision and we have had a chance to meet with the major customer that this would apply to. The changes that are in this ordinance are rather than giving a default evaporation rate of 75%, we are actually going to go with an average measured rate over a minium of three months. Staff will use actual data from the customers make-up meter and blow down, then establish a rate/credit. The rate/credit will then be assigned to that particular customer. If the customers are unable to provide the required make-up and blow down measurements then the 50% reduction in the sewer rate will apply. Action: Motion by Sattler, seconded by Lenning to recommend the ordinance be amended the existing sewer rates to include a separate rate for the use of qualifying nonresidential customers using evaporative cooling equipment. Approved 7-0 Young stated 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 Motion by Eason, seconded by Lenning that Item "G" of this agenda is a Competitive Matter under Section 551.086. Approved 7-0 EXECUTIVE SESSION Executive Session opened at 2:56 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 BriggsG. RETURN TO REGULAR SESSION: at 3:23 p.m. Action from Executive Session if necessaryH. Action from Item "G": Motion by Sattler, seconded by Lenning that the GUS Advisory Board recommends to council that they write a letter to LCRA to recommend the early release of the COG from their contract as discussed in Executive Session on February 17, 2009. Approved 7-0 Motion by Sattler, seconded by Lenning to adjourn Approved 7-0 Adjournment The meeting was adjourned at 03:25 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 Wednesday, January 28, 2009 The Georgetown Utility System Advisory Board Special Session will meet on Wednesday, January 28, 2009 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 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 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 December 16, 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 for the award of the annual bid for miscellaneous C. streetlight material and lamps to various vendors in the estimated amount of $65,189.57. -- Paul Elkins Consideration and possible recommendation for the award of the annual bid for wood poles to D. Thomasson Company of Philadelphia, Mississippi, and Texas Electric Cooperative of Jasper, Texas, in the estimated amount of $173,358.00. -- Paul Elkins Consideration and possible recommendation for the award of the annual bids for water meters and E. accessories to various bidders in the estimated amount of $395.974.50-- Glenn Dishong Consideration and possible recommendation to approve a Master Services Agreement with Haynie F. Consulting Inc. of Round Rock, Texas, for professional engineering and surveying services. -- Tom Benz Consideration and possible recommendation to approve of the contract between American G. Archaeology Group, LLC. of Lampasas, Texas, and the City of Georgetown to provide archeological surveying for the 2006 Annexation Water and Wastewater lines for an amount not to exceed $58,350.00. -- Tom Benz Consideration and possible recommendation to approve cost reimbursement contracts with H. individual Whitetail Subdivision residents for the design and construction of 950 feet of 8” water line. -- Glenn Dishong Consideration and possible recommendation to approve Change Order #1 to expand the scope of the I. contract with Joe Bland Construction, LP for the 2008 Street Rehab Project Phase II to include the construction of 950 feet of 8” water line on Deer Draw at a cost of $115,591.00. -- Glenn Dishong An ordinance amending existing sewer rates to include a separate rate for the use of qualifying, J. non-residential evaporative cooling equipment. --Kathy Ragsdale & Micki Rundell A presentation for consideration and possible recommendation to proceed with the multi-phase K. process of acquiring and implementing a new Customer Information System (CIS) and Advanced Metering Infrastructure (AMI) to replace the current systems, which are outdated and unreliable. -- Micki Rundell, Jim Briggs Discussion and possible recommendation for a memorandum of understanding between CTSUD and L. 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 Presentation and discussion regarding the Sun City Water Conservation Pilot completed during the M. summer of 2008. -- Glenn Dishong Presentation and possible recommendation on the updated Water Services Master Plans of the Water N. Distribution and Wastewater Collection Systems. -- Tom Benz Consideration and possible recommendation to approve the Executive Summary of the December O. 2008 Water Master Plan and referenced table and figures as an Element of the 2030 Comprehensive Plan. -- Tom Benz Consideration and possible recommendation to approve the Executive Summary of the December P. 2008 Wastewater Master Plan and referenced table and figures as an Element of the 2030 Comprehensive Plan. -- Tom Benz Discussion related to the schedule, dissemination of information, process and timeline related to Q. consideration of the creation of an independently governed utility board for Georgetown's Utility System. -- Jim Briggs 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 _________________, 2009, 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 Wednesday, January 28, 2009 The Georgetown Utility System Advisory Board Special Session of the City of Georgetown, Texas, met on Wednesday , January 28, 2009. Board Members Present: Riki Young - Chair, Richard Lenning - Secretary, Patty Eason, Fred Beach, Temple Page Board Members Absent: Stanley Bland, Bill Sattler Staff Present: Jim Briggs, Jana Kern, Tom Benz, Glenn Dishong, Ken Arnold, Paul Elkins, Micki Rundell, Kathy Ragsdale, Peggy Leatherman, Paul Conomos, Mark Miller, Leticia Zavala, Chris Foster, Walter Koopmann, Steve Glenn, Jimmy Sikes, Mike Stasny, Jordan Maddox, Gabriel Dominguez, OTHERS PRESENT: Allen Woelke & Lauren Starosta - CDM, Joe Savage - Haynie Consulting Engineers , Don Rauschuber, Mary Wilson & Gordon Eurom - CTSUD, Karen Wuncsh - Pate Engineers, Inc., Howard Heiligmann, David Collinsworth - BRA Minutes Regular Meeting Mr. Riki Young called the Special GUS Board meeting to order on Wednesday, January 28, 2009 at 2: 02 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 December 16, 2008. -- Jana Kern Discussion: None Action: Motion by Page, seconded by Lenning to approve minutes as presented Approved 5-0-2 (Stanley Bland, Bill Sattler absent ) Discussion and possible action regarding the Project Progress Report and timelines including B. projects:-- Michael Hallmark/Tom Benz Park WTP Clearwell : The outside of the tank should be completed by the end of January. Contractor has started removing the forms from the inside of the tank. 4th Pump at Leander Pump Station: No change Escalera Elevated Water Storage Tank: The final lift on the pedestal has been completed. Starting to set forms for the pedestal dome. Rock Street WW Extension : Consulting engineer has redesigned to place WW line with in the existing easement. SG3-A: Southwestern University easement was approved. SG-P1: No change 16” Irrigation Water Line & Irrigation Pump Station Improvements : Tank work is completed. Working on pump station improvements and site cleanup. San Gabriel WWTP Wet Weather & Irrigation Water Improvements: No change 2008 Street Rehab: Concrete work completed on Ash Street, Mimosa Street, and 8th Street. Utility work on Main Street is scheduled for completion at the end of January. Action: None Consideration and possible recommendation for the award of the annual bid for miscellaneous C. streetlight material and lamps to various vendors in the estimated amount of $65,189.57. -- Paul Elkins Discussion: Elkins stated that bids were received for the purchase of streetlight material and lamps. These materials will be stocked in the City warehouse and is primarily used for new projects and replacement of existing streetlight material and lamps. Material will be ordered on an as needed basis. Action: Motion by Lenning, seconded by Eason to award the annual bid for miscellaneous streetlight material and lamps to the various vendors in an estimated amount of $65,189.57. Approved 5-0-2 ( Bland, Sattler absent ) Consideration and possible recommendation for the award of the annual bid for wood poles to D. Thomasson Company of Philadelphia, Mississippi, and Texas Electric Cooperative of Jasper, Texas, in the estimated amount of $173,358.00. -- Paul Elkins Discussion: Elkins stated that this item is to award the annual bid for wood poles. Poles will be stocked in the City warehouse and is primarily used for new projects and replacement of existing poles. Poles will be purchased on an as needed basis. Action: Motion by Lenning, seconded by Eason to award the annual bid for wood poles to Thomasson Company and Texas Electric Cooperative in the estimated amount of $173,358.00. Approved 5-0-2 ( Bland, Sattler absent ) Consideration and possible recommendation for the award of the annual bids for water meters and E. accessories to various bidders in the estimated amount of $395.974.50. -- Glenn Dishong Discussion: Dishong stated that this is the annual bid for water meters and accessories. This equipment is stocked in the City warehouse and is used primarily for the new installation and for replacement of existing meters and metering equipment. Material will be ordered by the using department on an as needed basis. Action: Motion by Eason, seconded by Lenning to award the annual bids for water meters and accessories to various bidders in the estimated amount of $395.974.50. Approved 5-0-2 (Bland, Sattler absent) Consideration and possible recommendation to approve a Master Services Agreement with Haynie F. Consulting Inc. of Round Rock, Texas, for professional engineering and surveying services. -- Tom Benz Discussion: Benz stated that staff has reviewed the qualifications of Haynie Consulting Inc. and has deemed them a qualified firm to perform civil engineering, construction observation, utility design, and surveying services. Approval of this MSA is not a guarantee of work, but approval of the MSA will allow for task orders to be issued. Lenning asked if these MSA is to help with support to the City's engineering department. Benz stated that is correct. Action: Motion by Page, seconded by Eason to approve a Master Services Agreement with Haynie Consulting Inc. for professional engineering and surveying services. Approved 5-0-2 (Bland, Sattler absent) Consideration and possible recommendation to approve of the contract between American G. Archaeology Group, LLC. of Lampasas, Texas, and the City of Georgetown to provide archeological surveying for the 2006 Annexation Water and Wastewater lines for an amount not to exceed $58,350.00. -- Tom Benz Discussion: Benz stated American Archaeology Group, which is run by Mr. Michael Bradle, has done numerous Georgetown projects and has always been able to obtain the permitting in a professional and cost effective manner. What American Archaeology Group will be doing for the City is the archeological surveying for the 2006 annexation for water and wastewater. Action: Motion by Lenning, seconded by Eason to approve a contract between American Archaeology Group, LLC. and the City of Georgetown to provide archeological surveying for the 2006 Annexation Water and Wastewater lines for an amount not to exceed $58,350.00. Approved 5-0-2 (Bland, Sattler absent) Consideration and possible recommendation to approve cost reimbursement contracts with H. individual Whitetail Subdivision residents for the design and construction of 950 feet of 8” water line. -- Glenn Dishong Discussion: Dishong stated Staff has been working with these residents for about six years trying to find ways to install water lines within the development. There is a group of ten home owners that will be reimbursing the City approximately 75% of the total cost that will be split equally between an up front payment of $51,190.00, which staff has, along with the signed contacts, and then there will be monthly payments over a five year period. Also by installing this 8" line will help the residents with fire protection. Staff is proposing to construct the improvements via a change order to an existing water line contract vs. separate bid due to: 1) the urgent need for water service brought on by recent failure of residential water wells, 2) reasonable unit pricing in the existing contract, and 3) savings in mobilization costs associated with a separate project. The total cost of engineering and construction is expected to be $136,371.00 with reimbursement contracts funding $101,371.00 ($51,190 up front) plus interest and $35,000.00 contributed by the City to be recovered in the water service rates to the Deer Draw customers over an 18 year period. Action: Motion by Page, seconded by Beach to approve the cost reimbursement contracts with ten individual Whitetail Subdivision residents for the design and construction of 950 feet of 8” water line. Approved 5-0-2 (Bland, Sattler absent) Consideration and possible recommendation to approve Change Order #1 to expand the scope of the I. contract with Joe Bland Construction, LP for the 2008 Street Rehab Project Phase II to include the construction of 950 feet of 8” water line on Deer Draw at a cost of $115,591.00. -- Glenn Dishong Discussion: Dishong stated that the challenge for this project in trying to go through the normal process of design then putting it out for bid by doing this we have no idea what the cost is going to be. Working with the Whitetail residents the risk of not knowing the cost would be has been a challenge for them. Also, with the failure of three to four wells and the immediate need for water this has driven us to this solution. Staff recommends using the existing contractor - Joe Bland Construction - that is already doing line work for the City. Staff would expand the scope of the existing contract to include the installation of the water line for the ten Whitetail residents. Action: Motion by Beach, seconded by Lenning to approve Change Order #1 to expand the scope of the contract with Joe Bland Construction, LP for the 2008 Street Rehab Project Phase II to include the construction of 950 feet of 8” water line on Deer Draw at a cost of $115,591.00. Approved 5-0-2 (Bland, Sattler absent) An ordinance amending existing sewer rates to include a separate rate for the use of qualifying, J. non-residential evaporative cooling equipment. --Kathy Ragsdale & Micki Rundell Discussion: Ragsdale stated that over the last few years, the City has had several requests from nonresidential customers to provide a credit to their sewer charge to compensate for the water lost to evaporation. Staff originally tried to determine the amount of water lost to evaporation by metering the water going into the cooling system with one meter and the residual water, which is discharged into the sewer (the blowdown,) with another. The difference should be the evaporation . However, there were several issues with this process: 1) The evaporative cooling equipment and their meters are located inside the buildings, blocking the signal for an electronic meter reading. 2) To be read manually, the meter reader must go inside the building, which we oppose because of safety and liability risks. 3) The metering process does not account for the drift or any water used for flushing or cleaning, requiring the business to provide us with an unsubstantiated usage amount and for the City to provide a manual calculation each month in order to bill. But research has shown that this process loses an average of 75% of the water used to evaporation. Therefore, the total amount of water used in this process should not be used in the calculation of the volumetric sewer charge. In order to compensate the users of evaporative cooling equipment for the difference evaporation makes in their sewer input, we have developed an Evaporative Cooling Rate that decreases the volumetric cost by 75%, while the monthly service charge remains the same. This would apply to qualified users that have a dedicated water meter for their cooling equipment. Those customers that have one primary meter that measures both domestic water use and cooler use will have a volumetric rate that is 50% lower than the standard rate. Action: Motion by Lenning, seconded by Eason to recommend approval of the ordinance amending the existing sewer rates to include a separate rate for the use of qualifying, non-residential evaporative cooling equipment. Approved 5-0-2 (Bland, Sattler absent) A presentation for consideration and possible recommendation to proceed with the multi-phase K. process of acquiring and implementing a new Customer Information System (CIS) and Advanced Metering Infrastructure (AMI) to replace the current systems, which are outdated and unreliable. -- Micki Rundell, Jim Briggs Discussion: Rundell and Briggs explained this item to the Board and also gave a power point presentation. Action: Motion by Beach, seconded by Lenning that staff moves forward with this plan as presented to the Board. Approved 5-0-2 (Bland, Sattler absent) 3:56 p.m. -- recessed 4:06 p.m. -- resumed Discussion and possible recommendation for a memorandum of understanding between CTSUD and L. 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 that staff has been working with CTSUD to facilitated the future planning of intakes and related infrastructure located on Lake Georgetown to meet the needs of both utilities. The MOU that is being presented today has changed slightly from the MOU that was presented at the December meeting. It still provides agreement in principal between the City and CTSUD to accelerate the expansion of the North Lake Water Treatment Plant to commence within the next 90 days with substantial completion scheduled for June 2010. The transfer of the Shadow Canyon subdivision has been removed from the MOU. Dishong went on to explain the general terms of the MOU. Action: Motion by Lenning, seconded by Beach approve the MOU between the City and CTSUD and forward on for Council approval. Approved 5-0-2 (Bland, Sattler absent) Presentation and discussion regarding the Sun City Water Conservation Pilot completed during the M. summer of 2008. -- Glenn Dishong Discussion: Dishong explained the item and gave a power point presentation on the outcome of the Sun City water conservation pilot program. Action: None Presentation and possible recommendation on the updated Water Services Master Plans of the Water N. Distribution and Wastewater Collection Systems. -- Tom Benz Discussion: Benz gave a brief explanation of this item and Allen Woelke & Lauren Starosta, of CDM, gave a power point presentation on the water distribution and wastewater collection systems. Action: None Consideration and possible recommendation to approve the Executive Summary of the December O. 2008 Water Master Plan and referenced table and figures as an Element of the 2030 Comprehensive Plan. -- Tom Benz Discussion: Benz explained this item and also stated that there will be a public hearing. Action: Motion by Lenning, seconded by Eason to approve the Executive Summary of the December 2008 Water Master Plan and referenced table and figures as an Element of the 2030 Comprehensive Plan. Approved 5-0-2 (Bland, Sattler absent) Consideration and possible recommendation to approve the Executive Summary of the December P. 2008 Wastewater Master Plan and referenced table and figures as an Element of the 2030 Comprehensive Plan. -- Tom Benz Discussion: Benz explained this item and also stated that there will be a public hearing. Action: Motion by Lenning seconded by Eason to approve the Executive Summary of the December 2008 Wastewater Master Plan and referenced table and figures as an Element of the 2030 Comprehensive Plan. Approved 5-0-2 (Bland, Sattler absent) Discussion related to the schedule, dissemination of information, process and timeline related to Q. consideration of the creation of an independently governed utility board for Georgetown's Utility System. -- Jim Briggs DiscussionDiscussionDiscussionDiscussion: Briggs explained the item and stated that he would be bringing updates to the Board over the next several months. ActionActionActionAction: None Motion by Page, seconded by Lenning to adjourn. Approved 5-0-2 (Bland, Sattler absent) Adjournment The meeting was adjourned at 06:06 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, January 20, 2009 The Georgetown Utility System Advisory Board will meet on Tuesday, January 20, 2009 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 meeting has been rescheduled to January 28, 2009 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. THE GUS BOARD MEETING SCHEDULED FOR JANUARY 20, 2009 HAS BEEN RESCHEDULED The new agenda will be posted 72 hours prior to the new meeting date. 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 _________________, 2009, 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 20, 2009 The Georgetown Utility System Advisory Board of the City of Georgetown, Texas, met on Tuesday , January 20, 2009. Board Members Present: Board Members Absent: Staff Present: Minutes Regular Meeting Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and are subject to action in the Regular Session that follows. THE GUS BOARD MEETING SCHEDULED FOR JANUARY 20, 2009 HAS BEEN RESCHEDULED The new agenda will be posted 72 hours prior to the new meeting date. Adjournment The meeting was adjourned at 10:30 PM. Approved :Attest: _______________________________________________ Riki Young - Chair Richard Lenning - Secretary