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2009 05 20 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY May 20, 2009 The Board of Directors of the Baytown Area Water Authority, Harris County, Texas met in Regular Meeting on Wednesday, May 20, 2009 at the Baytown Area Water Authority's Fritz Lanham Water Treatment Facility in the Conference Room, 7425 Thompson Road, Baytown, Texas, with the following in attendance. John Sandhop President Dan Mundinger Vice President Wayne Baldwin Director Brenda Bradley Smith Director 8:04 A.M. President Sandhop convened the May 20, 2009 Regular Meeting with a quorum present. 1. MINUTES a. Approve the Minutes of the Baytown Area Water Authority (BAWA) Board Regular Meeting held on April 15, 2009. Motion was made by Director Baldwin, seconded by Director Mundinger approving the minutes from the April 15, 2009 Regular Meeting. Ayes: Directors: Baldwin, Mundinger, Smith, and President Sandhop. Nays: None. The motion carried. 2. PROPOSED RESOLUTIONS a. Mr. Robert L. Gillette, 36 Years of Service - General Manager. Resolution 04 honored Mr. Robert L. Gillette posthumously for his 36 years of service to the Baytown Area Water Authority Board. Mr. Gillette served as Director from August Page 2 of 4 BAWA Minutes for the Regular Meeting of May 20, 2009 • • 23, 1973, until his passing on May 08, 2009. He served 30 years (1977- 2007) as President, 4 years (1973 - 1977) as Vice President, and 2 years (2007 - 2009) as Secretary. With his passing, BAWA and the entire Baytown community have lost a highly respected attorney, an active community leader, and a citizen devoted to the Baytown area. Motion was made by Director Baldwin, seconded by Director Smith approving Resolution 04. The vote was as follows: Ayes: Directors: Baldwin, Mundinger, Smith, and President Sandhop. Nays: None. The motion carried. By Board consensus, the approval was given to the General Manager for the Hall of Honor. RESOLUTION 2009-04 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY HONORING ROBERT L. GILLETTE POSTHUMOUSLY FOR HIS THIRTY-SIX YEARS OF EXCELLENT LEADERSHIP AND SERVICE AS A DIRECTOR OF THE BAYTOWN AREA WATER AUTHORITY; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. b. Wholesale Water Rate Study - General Manager. Resolution 05 authorized the General Manager to execute a contract in the amount not to exceed $39,624.00 with Burton & Associates, Inc., for a wholesale water rate study for the Baytown Area Water Authority. Thirteen proposals were sent out and seven (7) were received. A committee of five (5) staff employees evaluated all requests for proposals (RFP's) and developed a short list of three (3) firms to present and demonstrate their computer rate models. Each firm was allotted two (2) hours for their presentations and were experienced and qualified to perform rate studies. After careful review and consideration, the committee determined Burton & Associates, Inc., to be the most qualified firm to perform the rate study for BAWA. r Page 3 of 4 BAWA Minutes for the Regular Meeting of May 20, 2009 • The contract is a multi -year contract with the comprehensive wholesale water rate study being done in the first year. Under the contract, Burton & Associates, Inc., will analyze the operation and capital requirements of BAWA's wholesale water system in order to ultimately develop a rate structure suitable to fund the operation and capital requirements. Under the proposed contract, BAWA may request an update to such study for an amount not to exceed $20,941. Furthermore, BAWA may request ad hoc rate and/or financial analysis for an amount not to exceed $5,000. Both such amounts are subject to a CPIU increase starting October 1, 2010, and a non -funding provision. Any rate study update requested more than two years after the last update will be renegotiated as to scope and price but shall be subject to the same terms and conditions. Pursuant to BAWA's enabling legislation, the City Council approved this agreement at its meeting on May 14, 2009. Motion was made by Director Baldwin, seconded by Director Mundinger approving Resolution 05. The vote was as follows: The motion carried. Ayes: Directors: Baldwin, Mundinger, Smith, and President Sandhop. Nays: None. RESOLUTION 2009-05 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AUTHORIZING AN AGREEMENT WITH BURTON & ASSOCIATES, INC., FOR A WHOLESALE WATER RATE STUDY FOR THE BAYTOWN AREA WATER AUTHORITY; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 3. DISCUSSION a. New Director for the Baytown Area Water Authority - General Manager. The Board discussed the possibility of a recommendation to the City Council a new Director for the Baytown Area Water Authority (BAWA) Board, to replace Mr. Robert Gillette, Board Secretary, who passed away on Friday, May 08, 2009. Page 4 of 4 BAWA Minutes for the Regular Meeting of May 20, 2009 • 4. ADJOURN Motion was made by Director Mundinger, seconded by Director Smith adjourning the May 20, 2009 Regular Meeting. The vote was as follows: Ayes: Directors: Baldwin, Mundinger, Smith, and President Sandhop. Nays: None. The motion carried. 8:15 A.M. President Sandhop adjourned the Regular Meeting on May 20, 2009. Leticia Garza, Interyfn Assist t Secretary City of Baytown