HomeMy WebLinkAboutMinutes_GUS_05.13.2016Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
May 13, 2016 at 2:OOPM
at Georgetown Municipal Complex, 300-1 Industrial Avenue, Georgetown, TX
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Board Members Present: Bill Stump — Chair, Joyce Mapes -- Secretary, Ed Pastor, John Copelan,
Edward Wiley
Board Members Absent: Mike Cunningham — Vice Chair, Steve Fought
Staff Members Present: Mike Babin, Wes Wright, Michael Hallmark, Chris Foster, Leticia
Zavala, Glenn Dishong, Mike Westbrook, Mike Stasny, Jason Casey, Cindy Pospisil, Shawn
Bischel, Skye Masson, Trina Bickford, Sheila Mitchell
Others Present: Mike Peters, CIS project vendor... Brad Whittington/Whittington Group and
Gene Murfee/Murfee Engineering joined at 2:07PM.
Regular Session
(This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose
authorized by the Open Meetings Act, Texas Government Code 551.)
A. Call to Order — Called to order by the Chair at 2:OOPM
The Board may, at any time, recess the Regular Session to convene an Executive Session at the
request of the Chair, a Board Member, the City Manager, Assistant City Manager, General Manager
of Utilities, 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.
B. Introduction of Visitors
Mike Peters, CIS project contractor. Zavala noted Peters was our previous City IT Director and has
retired, however has stayed on to continue assistance with the new CIS project.
Employee Recognition
- Jason Casey — Westbrook stated Casey has been promotion from Lineman to Electric
Construction Supervisor. Casey will report for new position on May 23*d.
--Advoco Connect 2016 PRIDE in Maintenance Award — Mike Stasny, Technical Services Manager
Stasny noted the award was received for utilization of our InforEAM product (Enterprise Asset
Management system) and introduced, Jason Casey, Mike Westbrook and Shawn Bischel (EAM
Administrator) as primary users of the program and Stasny manages the goals and objectives of the
system overall. Advoco is the software consulting company who awarded the prize at the recent
Connect Users Conference in South Carolina. PRIDE stands for -- People Really Involved in Delivery
Excellence. This was a first time award for the City. Our system is being used for water services,
substations, transportation services, fleet services and recently electric distribution to aid in
preventive maintenance. Board congratulated staff on award. Stump suggested to meet with Keith
Hutchison (PIO) to generate a press release.
Westbrook, Casey & Bischel departed at @ 2:09PM.
C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. —
Michael Hallmark, Project Manager
Reports included in packets. Stump asked and Hallmark/Wright gave update regarding
Westinghouse Lift Station; after lengthy negotiations with property owners, project anticipates to be
bid out in August. No additional questions.
D. Industry Updates — Babin provided update on three items; all regulatory. A couple of cases before
PUC regarding water rate issues. PUC doesn't have jurisdiction over rates, City Councils are
responsible. Waiting to see how these will be disposed of, or challenged and how it may affect
possible legislation for future cases. Babin provided update on case involving self-service; talked
about PEC and LCRA. Stump asked about time frame in PEC service area; Babin/Foster responded
approximately two years depending on outcome. No further questions. Some discussion about utility
industry news articles. No further discussion.
Legislative Regular Agenda
The Board will individually consider and possibly take action on any or all of the following items:
E. Review and possible action to approve the minutes from the Regular GUS Board meeting held on
April 8, 2016. —Sheila K. Mitchell, GUS Board Liaison
Stump noted correction made in draft April minutes in packet. Mitchell caught typo after agenda
packet was posted and handed out revised minutes to board (item E; correction to month listed as
January, which was actually approval of March minutes). Motion by Pastor, seconded by Copelan to
approve the corrected minutes from the Regular GUS Board meeting held on April 8, 2016. Approved
5-0-2 (Cunningham, Fought absent)
F. Discussion and possible recommendation to approve the execution of a Water Treatment and
Transmission Agreement between the City of Round Rock and the City of Georgetown. — Glenn W.
Dishong, Utility Director
Dishong explained agreement reviewing deal points included in packet. City approached City of
Round Rock regarding excess treatment capacity, which Round Rock has available. Agreement
allows up to 6 MGD (million gallons per day) over next five years with no minimum take. Dishong
discussed rate and how readings would be done. Dishong stated rate is good for service and short-
term contract length. Copelan asked and Dishong stated after five years we'll have to renegotiate.
Copelan asked and Dishong/Wright explained time frame of when city's next plant will come on line.
Wright noted CIP projects will be reviewed at June board meeting. Various questions from board
members regarding treatment, water supply, conservation/drought contingency plans, etc. and staff
responded to questions. Stump asked and Dishong responded this transaction is about 15% of our
water treatment. Further discussion regarding peak capacity, water availability, etc. No further
question on item. Motion by Pastor, seconded by Wiley to approve the execution of a Water
Treatment and Transmission Agreement between the City of Round Rock and the City of
Georgetown. Approved 5-0-2 (Cunningham, Fought absent)
G. Consideration and possible recommendation to Council on a Wastewater Services Agreement for the
Gatlin Crossing Subdivision. — Wesley Wright, P.E., Systems Engineering Director
Wright presented item showing location of property on map. Gatlin Crossing is ready to move
forward on their development; approximately 350 units. Wright provided highlights of agreement,
noting Gatlin's need for existing interim capacity which was based on another development, not
ready at this time. Gatlin Crossing would need to put in some required infrastructure at their cost
and City would reimburse them for their construction costs. Improvements will be guaranteed by
bond or a letter of credit surety. This agreement would allow developer to move forward and would
provide a benefit to the city at a better cost. Copelan asked how many units and developer/engineer
stated 371. Pastor asked for our worst case scenario and Wright explained city would claim against
their bond and use those funds to put in line. Stump asked and Wright explained reimbursement
expenses back to developer; reimbursements are several years down in the project; phasing plan
included in process. Pastor asked if there is a treated water agreements in this area; Wright noted this
is in the Georgetown service area, therefore water agreement not needed inside the ETJ. Question by
Copelan about time of project and Whittington responded the first phase will be approximately late
spring 2017. Motion by Copelan, seconded by Pastor to approve a Wastewater Services Agreement
for the Gatlin Crossing Subdivision. Approved 5-0-2 (Cunningham, Fought absent)
Wright departed meeting with Whittington and Murfee at 2:50PM
H. Discussion and possible recommendation to approve agreements with Itineris N.A. for the
acquisition, implementation, and licensing of a Customer Information (CIS) system in the amount of
$2,500,557. — Leticia Zavala, Customer Care Director
Zavala presented item stating this item is the culmination of many, many months have been spent on
RFP reviews, negotiations, and contract reviews. Zavala named team members: Skye Masson, Legal;
Chris Bryce and Mike Peters, IT Department; Cindy Pospisil and James Faust, Customer Care; and
Mike Babin, Glenn Dishong and Zavala, GUS. Preliminary pricing information was presented to
board and council late last year with permission to pursue contract negotiations with Itineris. There
were three areas of concern to reevaluate — schedule risk, data migration, approach to training;
Zavala explained each in detail. Various attachments to the contract were included in the packet.
Wiley asked and Zavala commented about data model used in old system (which is 21 years old).
Wiley feels the additional funds are certainly worth the expense for having consultant handling
migration of data. Peters spoke in more detail on system. Wiley asked about additional future
changes to system and potential costs. Zavala/Peters/Dishong stated system is highly configurable
with no customization needed, just initial programming to connect systems. Copelan asked about
time frame and Zavala responded total of 24 months for the phases. Stump asked and
Peters/Zavala/Babin explained Microsoft is the operating system. Motion by Mapes, seconded by
Wiley to approve agreements with Itineris N.A. for the acquisition, implementation, and licensing of
a Customer Information (CIS) system in the amount of $2,500,557. Approved 5-0-2 (Cunningham,
Fought absent)
I. Discussion and possible recommendation to approve a contract with Westin Engineering, Inc. for
consulting services to provide project management and support services for implementation of a
Customer Information System in the amount of $672,180. — Leticia Zavala, Customer Care Director
Zavala stated RFP released last December. Eight responses received; six had no CIS experience at all.
Westin was chosen based on previous work experience and price. This is an 18 -month contract for
implementation only; with option to extend for additional three months if needed for post go live
support. Contract deal point summary included in packet was reviewed. Mapes asked and Zavala
commented on why we don't have a six month extension instead of three. Stump asked and Zavala
responded Westin assisted with RFP process and some of the same staff will be involved with this
part of the project. Copelan asked if board doesn't approve, what will happen? Zavala noted the
software implementation would continue to move forward however the city will take on a higher risk
because internal staff who have not previously done a CIS implementation would manage the
project. Stump noted this item will also go to Council for final determination. Motion by Wiley,
seconded by Mapes to approve a contract with Westin Engineering, Inc. for consulting services to
provide project management and support services for implementation of a Customer Information
System in the amount of $672,180. Approved 5-0-2 (Cunningham, Fought absent)
Adjournment
Motion by Mapes, seconded by Pastor to adjourn. Approved 5-0-2 (Cunningham, Fought absent)
Meeting adjourned at 3:17PM
Bill Stump — Board Chair
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Joyce Mapes — Secretary
Shei a K. Mitcie11, GUS Bo rd Liaison