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2015 06 05 BAWA Minutes, SpecialMINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY June 05, 2015 The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Special Meeting on Friday, June 05, 2015, at 9:00 A.M., in the Council Chamber of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Brenda Bradley Smith Mike Wilson Wayne Baldwin Brandon Benoit Frank McKay Kevin Troller Karen Homer Alisha Segovia President Vice President Secretary Director Director Deputy General Manager General Counsel Deputy Assistant Secretary President Bradley Smith convened the June 05, 2015, Baytown Area Water Authority (BAWA) Board Special Meeting with a quorum present at 9:00 A.M., all members were present. 1. MINUTES a. Consider approving the minutes of the Baytown Area Water Authority Regular Board Meeting held on January 21, 2015. A motion was made by Secretary Wayne Baldwin and seconded by Vice President Mike Wilson approving the January 21, 2015, BAWA Board Regular Meeting minutes. The vote was as follows: Ayes: Secretary Wayne Baldwin, Director Brandon Benoit, President Brenda Bradley Smith, Director Frank McKay III, Vice President Mike Wilson Nays: None Approved 2. a. Consider a resolution approving a Professional Service Agreement with Alan Plummer Associates, Inc., for the Baytown Area Water Authority Water Treatment Plant Water System Improvements Project. BAWA Board Special Meeting Minutes June 05, 2015 Page 2 of 5 Director of Engineering, Jose Pastrana presented the agenda item and stated that Resolution No. 2015 -06 approves the Professional Service Agreement with Allen Plummer Associates, Inc., for the Baytown Area Water Authority Water Treatment Plant Water System Improvements Project in an amount not to exceed $80,056. He stated that the scope of the project will enable the owner to produce potable water without the dependency of high service pump operation and will include, but not be limited to, the installation of a new service water pump station fed from the pipe between the existing ground storage tanks and the high service pump station and the installation of a variable frequency drive to stabilize the pressure in the new service water system. He stated that if approved by the BAWA Board, the City Council will consider the agreement at its meeting on June 11, 2015. Mr. Pastrana further explained and stated that once the high service pumps are shut down at night in order to drain the tanks, the plant can no longer produce water because the water that's needed to produce water comes from the high service pumps. He stated that this system will allow for the water to come directly from the tanks instead of running it through the high service pumps and allow for water to be produced while the tanks are being drained. Director Baldwin inquired on the time schedule of installation after the approval on June 11th. Mr. Pastrana stated that the installation depends on the design, but estimates that it should be no more than six (6) months. A motion was made by Director Brandon Benoit and seconded by Vice President Mike Wilson approving Resolution No. 2015 -06. The vote was as follows: Ayes: Secretary Wayne Baldwin, Director Brandon Benoit, President Brenda Bradley Smith, Director Frank McKay III, Vice President Mike Wilson Nays: None Approved RESOLUTION NO. 2015 -06 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AUTHORIZING A PROFESSIONAL SERVICE AGREEMENT WITH ALAN PLUMMER ASSOCIATES, INC., FOR THE BAYTOWN AREA WATER AUTHORITY WATER TREATMENT PLANT WATER SYSTEM IMPROVEMENTS PROJECT; AUTHORIZING PAYMENT IN AN AMOUNT NOT TO EXCEED EIGHTY THOUSAND FIFTY -SIX AND NO /100 DOLLARS ($80,056.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 3. REPORTS a. Present an update regarding the project status of the 6 MGD Surface Water Treatment Plant. BAWA Board Special Meeting Minutes June 05, 2015 Page 3 of 5 Mr. Gary Rabalais, a representative from Jones and Carter, Inc., presented the BAWA members with an update regarding the design of the 6 MGD Surface Water Treatment Plant. He stated that last year they looked at six (6) different sites for the plant taking into various considerations such as, highway access, proximity to water distribution system and CWA supply canal, and environmental issues that could impact development. He stated that the site selected was the Cedar Crossing in which the area has the advantage of being near the Cedar Point Lateral Canal. He stated that they meet the demands of the system by running a hydraulic model and tying into Baytown's system sending water to the plant west into the boundaries of the existing system but that there was an issue with site access which requires land acquisition needs. He stated that BAWA is currently working on a water supply contract and that an agreement is currently in development by the City to request access on NRG and CWA property that will allow access onto the site. He stated that BAWA and the City did procure the 60 acre site, as well as some roadway and pipeline easements for access to roads from the plant site. He stated that they obtained property along FM 1405 headed west and are working on a piece of property to continue westward to FM 1405 which is currently owned by Bayer. He further stated that they've obtained property going east and south to Highway 99. Mr. Rabalais stated that they've been talking with TxDOT because they will have to cross FM 1405 with the pipeline and run the pipeline down south on FM 1405 and connect to the existing distribution system further south. He further stated that the proposed access would be at the railroad which is just left of the plant site that would include the road crossing over and the pipeline cross under it, but because the union pacific railroad was not receptive to this the alternative plan is to use NRG's railroad crossing instead. During further discussion, Mr. Rabalais stated that there's another pipeline easement north of the property to be acquired and that because they determined that 15 of the 60 acres is considered to be wetlands has impacted the schedule. He stated that they submitted a delineation report to the USACOE in October of 2014, and are still waiting for them to come on the site and conduct their own investigation in regards to the wetlands. He further stated that the work on site is pending the USACOE's report. He stated that they did receive preliminary approval to construct a temporary access road across a small portion of the wetlands and that once the USACOE approves the delineation report of the wetlands, they (Jones & Carter) will put together a mitigation plan and submit an application for permit with the USACOE. An inquiry was made as to how much of the design would be impacted by the wetlands area. In response to the inquiry of the design, Mr. Rabalais stated that prior to their determination of the wetlands area; they designed some of the units in the wetlands area, but since redesigned and moved the units to the area not considered to be wetland. Mr. Rabalais further stated that if the USACOE agrees with their delineation report, the will build a fence across the front of the wetlands with signs deterring construction. Director McKay inquired if the determination of the wetlands hinders future development as originally planned. Mr. Rabalais stated that some of the wetlands will be needed in the future and within the next year or two (2) while the site is under construction, the wetlands will be addressed to be able to move forward with development. Mr. Rabalais stated that they've completed the preliminary engineering report, had a 50% design submittal in February 2015, and a 90% design submittal in April 2015. Additionally, he stated that they can move forward once the USACOE approves the delineation report. Director McKay inquired about the security regarding access to the facility. Mr. Rabalais stated that there.will be BAWA Board Special Meeting Minutes June 05, 2015 Page 4 of 5 a control point right off of FM 1405 on the access road and the entire property will be fenced in for security purposes. During further discussion, Mr. Rabalais presented various images of the proposed site developments and in doing so stated that they are connecting the operations building to the main process area so that the operator can view the treatment processes from the inside of the building. He stated that the key design features anticipated future needs to include: increasing the expansion from 6 to 24 MGD; a future reverse osmosis facility for desalination and UV irradiation; and a centralized SCADA facility. He further stated that if the USACOE comes out within the next couple of days, the projected completion of construction would be early in the year of 2018, but if they don't come out within the next three to six months the projected completion date will move further out. Director Baldwin inquired of the projected water consumption of the existing facility as it relates to capacity in year 2018. Mr. Jose Pastrana stated that due to the concern of exceeding capacity in the future, this project was initiated and simultaneously staff re -rated the City's filter system in the plant which gave an additional four (4) million gallons per day capacity. Additionally, Mr. Pastrana stated that the additional gallons give room for additional services if needed. Director McKay inquired if the USACOE provides a timeframe for completing a site visit. Deputy General Manager, Kevin Troller stated that he would see if there's anything that the City can do to help expedite the USACOE's site visit. Mr. Rabalais stated that in order to keep the project on pace, the water supply agreement with the City of Houston along with the obtaining additional property owned by Bayer need to be secured. Additionally, he stated that the issues with the railroad crossing need to be worked as well as receiving the approval from the USACOE regarding the wetlands delineation report. Director Benoit inquired as to how the new facility compares to the current facility as it relates to size. In response to Director Benoit's inquiry, Mr. Rabalais stated that from a functional point of view the facilities are similar with the exception of the design of the new building being a two story with the administration building on the top floors and the chemicals on the bottom as oppose to the current facility having the administration building on one end and the chemicals on the other end. Mr. Zachary Lillie further stated that from an operational standpoint the facilities are fairly similar with the exception of being more modern. Director McKay inquired if there were any concerns about the chemicals being underneath the administration part of the building. In response to Director McKay's inquiry regarding the chemical concern, Mr. Lillie stated that staff had no concerns in regards to the chemicals, because they have moved away from the chlorine gas and ammonia to safer chemicals. Director Baldwin inquired if the expansion of increasing from 6 to 12 MGD is within the existing footprint excluding the wetlands and won't be an issue with regards to land space. Mr. Rabalais stated that the entire 24 MGD can be done without developing on the wetlands, but the plan is to build on the wetlands and that the expansion of the 12 MGD will not be an issue with regards to land. BAWA Board Special Meeting Minutes June 05, 2015 Page 5 of 5 President Bradley Smith stated that agenda items 3.b. and 3.c. would be considered together. b. Receive the Baytown Area Water Authority's Revenues and Expenditures Report for the Quarter Ending March 31, 2015. C. Receive the Baytown Area Water Authority's Quarterly Investment Report for the Quarter Ending March 31, 2015. Budget Officer, Meghan Reed presented the agenda items and stated that revenues were on target at 48% and that the spending was less than 50% of the budget for the first six months. In regards to expenses, she stated that the chemical supplies were at 59% of budget and that the interest payments for BAWA debt services are made in November and May. She further stated that in the portfolio there was approximately $15.6 million and the interest rate was .071 %. Director McKay requested that the reports be turned into portrait for viewing. 4. MANAGER'S REPORT a. Reminder that the next Baytown Area Water Authority meeting is scheduled for Wednesday, June 17, 2015, at 9:00 A.M. in the City Council Chamber, 2401 Market Street, Baytown, Texas 77520. Deputy General Manager Troller stated that the next Baytown Area Water Authority meeting is scheduled for Wednesday, June 17, 2015, at 9:00 A.M. in the City Council Chamber, 2401 Market Street, Baytown, Texas 77520. 5. ADJOURN With there being no further business to discuss, President Bradley Smith adjourned the June 05, 2015, Baytown Area Water Authority (BAWA) Board Special Meeting at 9:29 A.M. ' atuutt� *ATERq��y et cia Brysch, Assistant cretary ; 2 A City of Baytown =; :o $ D <. '''�� "fill ii1 %0\0\\