HomeMy WebLinkAboutMinutes_GUS_09.09.2016Minutes of the Meeting of the
Georgetown Utility Systems Advisory Board and the
Governing Body of the City of Georgetown, Texas
September 9, 2016 at 2:OOPM
at Westside Service Center, 5501 Williams Drive, Georgetown, TX 78633
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If
you require assistance in participation at a public meeting due to a disability, as defined under the ADA,
reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the
City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512)930-3652 or City
Hall at 113 East 8th Street for additional information: TTY users route through Relay Texas at 711.
Board Members Present: Bill Stump - Chair, Mike Cunningham - Vice Chair, Joyce Mapes --
Secretary, Steve Fought, Ed Pastor, John Copelan, Edward Wiley
Board Members Absent: None
Staff Members Present: Jim Briggs, Wes Wright, Michael Hallmark, David Thomison, Chris
Foster, Mike Babin, Leticia Zavala, Jimmy Sikes, Cindy Alejandro, Sheila Mitchell, Trina
Bickford (joined at 2:14PM)
Others Present: Neil McAndrews/McAndrews and Associates, Alex Edwards/Sustainable
Holdings
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.
Chair, on behalf of the Board, thanked the staff for a nice lunch and tour of the new Westside
Service Center (WSSC) facility. Briggs thanked the Board for their recommendation to move forward
with the project. He felt the addition will be a great asset to serve our customers and appreciates
everyone's support.
B. Introduction of Visitors
Neil McAndrews/McAndrews and Associates, Alex Edwards/Sustainable Holdings
Employee Recognition
Briggs recognized and thanked Wright for managing the WSSC project and successfully delivering
the facility. Wright thanked Eric Johnson/CIP Manager, Trish Long/Facilities, James Davis/IT and the
numerous city staff for managing the project to completion. Everyone worked great together as a
team and this couldn't have been done without all those that were involved.
C. Discussion regarding the Project Progress Report, timelines including projects and Council Actions. —
Michael Hallmark, Project Manager
Hallmark stated reports in packet. Some discussion on Landmark project, Daniels Mountains, CR255
easement work, etc. Briggs/Hallmark noted the bowl section on the Rabbit Hill Elevated Storage Tank
is a couple of weeks away from being lifted. Wright noted there will be video taken and made
available for those that would like to see the process. Some board members were interested in being
present during the raising. Hallmark will notify them of the schedule.
D. Industry Updates
Briggs provided various updates: ongoing TCEQ CCN review/revision process, rules on dissolving
districts, and update on upcoming legislative session with current committee meetings taking place
regarding setting tax rates and burdens on cities. We've had challenges with getting utility services to
facilities such as WSSC and Public Safety Operations Center, questioning our ability to self -serve;
challenge from Pedernales Electric (PEC). Public Utility Commission (PUC) will send this to the State
Office of Administrative Hearings for further discussion and determination. Could be a lengthy
process. Pastor noted the Chisholm Trail Special Utility District (CTSUD) November election has
been cancelled.
Trina Bickford joined meeting at 2:14PM
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
August 12, 2016. — Sheila K. Mitchell, GUS Board Liaison
No discussion. Motion by Pastor, seconded by Copelan to approve the minutes from the Regular
GUS Board meeting held on August 12, 2016. Approved 7-0-0
F. Discussion and possible recommendation to amend 2015-2016 agreement and pay additional costs;
related to Sun Edison assignment, estoppels and amendment legal work, and Mercuria novations; to
Neil McAndrews and Associates, for Resource Price Risk Management. — Chris Foster, Manager of
Resource Planning & Integration
Foster stated Items F and G are related, noting Item F is amending current contract and Item G is
renewal of contract for next year. Foster gave history of McAndrews services to the city and update
on additional work performed this year due to legal issues that have required additional analysis.
Some discussion followed regarding Sun Edison status and future deadlines and options. Pastor
asked and Foster discussed Al Gore's recent visit to Georgetown and Williamson County Sun
newspaper interview. Stump asked and Foster clarified trading systems and staffing utility has in
place with McAndrews. Foster spoke about additional analyst to be hired in new budget year to
assist current staff, Weisner, along with Foster and McAndrews. Babin spoke about staffing and
security of processes in place. Transition will take place with training to cover work load and
knowledge. Motion by Pastor, seconded by Mapes to amend 2015-2016 agreement and pay
additional costs; related to Sun Edison assignment, estoppels and amendment legal work, and
Mercuria novations; to Neil McAndrews and Associates, for Resource Price Risk Management.
Motion amended by Pastor, seconded by Mapes to also approve Item G to procure consulting
services, with Neil McAndrews and Associates, for Resource Price Risk Management. No further
discussion. Both Items F and G Approved 7-0-0
G. Discussion and possible recommendation to procure consulting services, with Neil McAndrews and
Associates, for Resource Price Risk Management. — Chris Foster, Manager of Resource Planning &
Integration
Discussion covered along with previous item F, as services are also provided by McAndrews. No
new discussion. Both Items F and G Approved together 7-0-0 (see Item F above)
H. Consideration and possible recommendation to approve the purchase of Bioxide from Evoqua Water
Technologies LLC of Sarasota, Florida, in an amount not to exceed $70,000.00, for Fiscal Year
2016/2017. — David Thomison, Water Services Manager
Thomison provided information on Bioxide used for treatment of facilities. Stump asked and
Thomison discussed chemical process and breakdown. Pastor asked if sole source and if payment
amount was acceptable to vendor. Thomison stated sole source acceptable; previously researched to
price out each facility and result would be significant costs per facility. All facilities were packaged
together to receive optimal pricing. Motion by Wiley, seconded by Copelan to approve the purchase
of Bioxide from Evoqua Water Technologies LLC of Sarasota, Florida, in an amount not to exceed
$70,000.00, for Fiscal Year 2016/2017. Approved 7-0-0
I. Consideration and possible recommendation to renew the annual agreement for Material Acquisition
to purchase electric distribution, fiber and substation materials for FY 2016-2017 from Techline Ltd.
under their contract with the Lower Colorado River Authority ("LCRA") Electric Material
Acquisition Program in the not to exceed amount of $4,500,000.00. — Wesley Wright, P.E., Systems
Engineering Director
Wright discussed annual agreement through LCRA Material Acquisition Program. City utilizes State
contract pricing for these materials purchases each year. No further discussion. Motion by Pastor,
seconded by Copelan to renew the annual agreement for Material Acquisition to purchase electric
distribution, fiber and substation materials for FY 2016-2017 from Techline Ltd. under their contract
with the Lower Colorado River Authority ("LCRA") Electric Material Acquisition Program in the not
to exceed amount of $4,500,000.00. Approved 7-0-0
J. Consideration and possible recommendation to renew the contract for labor services for Electric
System Overhead Construction and Maintenance to Bird Electric Enterprises, LLC, of Eastland,
Texas, in the not to exceed amount of $1,100,000.00. — Wesley Wright, P.E., Systems Engineering
Director
Item J pulled at meeting; to be placed on October agenda for consideration.
K. Consideration and possible recommendation to renew the contract for Electric System Underground
Construction & Maintenance with Pedro S.S. Services, Inc., of Austin, Texas, in the not to exceed
amount of $1,000,000.00. — Wesley Wright, P.E., Systems Engineering Director
Item J pulled at meeting; to be placed on October agenda for consideration.
L. Consideration and possible recommendation to approve annual task orders: Task Order MEI -17-001
for Electric System & Planned Capital Improvement Projects in the not to exceed amount of
$460,000.00, Task Order MEI -17-002 for Electric System Engineering Planning and Engineering
Assistance in the not to exceed amount of $250,000.00 and Task Order MEI -17-003 for New
Development Engineering and Design Assistance in the not to exceed amount of $590,000.00 with
McCord Engineering, Inc., of College Station, Texas, for professional engineering services. — Wesley
Wright, P.E., Systems Engineering Director
Wright explained engineering services provided by McCord Engineering. These are annual Task
Orders. Example: electric service design for WSSC new facility. Stump asked and Wright explained
funds requested are a little over last year's expenses of estimated $1,000,000.00. McCord has local
staff as well as College Station staff meeting with city staff in Georgetown every two weeks to review
every project for the city. No further discussion. Motion by Pastor, seconded by Copelan to approve
annual task orders: Task Order MEI -17-001 for Electric System & Planned Capital Improvement
Projects in the not to exceed amount of $460,000.00, Task Order MEI -17-002 for Electric System
Engineering Planning and Engineering Assistance in the not to exceed amount of $250,000.00 and
Task Order MEI -17-003 for New Development Engineering and Design Assistance in the not to
exceed amount of $590,000.00 with McCord Engineering, Inc., of College Station, Texas, for
professional engineering services. Approved 7-0-0
Motion by Wiley, seconded by Mapes to enter into Executive Session for discussion of items listed under
Sec. 551.086 Competitive Matters. Approved 7-0-0. Entered into Executive Session approximately
2:44PM.
M. Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes,
Annotated, the items listed below will be discussed in closed session and are subject to action in the
regular session.
Sec. 551.086 Competitive Matters
Discussion related to a Letter of Intent with Sustainable Holdings. — Chris Foster, Manager of
Resource Planning and Integration
Motion by Wiley, seconded by Copelan to return to Regular Legislative Session at approximately
3:17PM for consideration of items discussed in Executive Session. Approved 7-0-0
N. Action from Executive Session
--Sustainable Holdings Letter of Intent
Motion by Pastor, seconded by Copelan to approve Letter of Intent as discussed in Executive
Session. Approved 7-0-0
Adjournment
Motion by Cunningham, seconded by Fought to adjourn. Approved 7-0-0. Meeting adjourned at
3:19PM.
KA,V'j
�•V NO.-..
Joyce apes — Secretary
40&t,-LLf -
Sheila K. M'tche 1, GUS Board Liaison