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2016 06 29 BAWA Minutes, SpecialMINUTES OF THE SPECIAL MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY Wednesday, June 29, 2016 The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Special Meeting on Wednesday, June 29, 2016, at 9:00 A.M., in the Council Chamber of the Baytown City Hall, 2401 Market Street, Baytown, Texas with the following in attendance: Mike Wilson Vice President Wayne Baldwin Secretary Brandon Benoit Director Frank McKay Director Rick Davis General Manager Ignacio Ramirez, Sr. General Counsel Leticia Brysch Assistant Secretary Vice President Wilson convened the June 29, 2016, Baytown Area Water Authority (BAWA) Board Special Meeting with a quorum present at 9:00 A.M., all members were present with the exception of President Brenda Bradley Smith who was absent. 1. MINUTES a. Consider approving the minutes of the Baytown Area Water Authority Regular Board Meeting held on April 20, 2016. A motion was made by Director Brandon Benoit and seconded by Director Frank McKay III approving the April 20, 2016, BAWA Board Regular Meeting minutes. The vote was as follows: Ayes: Secretary Wayne Baldwin, Director Brandon Benoit, Director Frank McKay III, Vice President Mike Wilson Nays: None Other: President Brenda Bradley Smith (Absent) Approved 2. PROPOSED RESOLUTIONS a. Consider a resolution awarding the Annual Liquid' Cationic Polymer Contract to Polydyne, Inc. BAWA Board Special Meeting Minutes June 29, 2016 Page 2 of 4 BAWA Superintendent, Zachary Lillie presented the agenda item and stated that Resolution No. 2016 -10 awards the Annual Liquid Cationic Polymer Contract to Polydyne Inc., in the amount of $89,950.00. He stated that the bids were opened in June, with Polydyne Inc., having the lowest bid. Additionally, he stated that polymer is used as part of the water treatment process. A motion was made by Secretary Wayne Baldwin and seconded by Director Brandon Benoit approving Resolution No.2016 -10. The vote was as follows: Ayes: Secretary Wayne Baldwin, Director Brandon Benoit, Director Frank McKay III, Vice President Mike Wilson Nays: None Other: President Brenda Bradley Smith (Absent) Approved RESOLUTION NO. 2016-10 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ACCEPTING THE BID OF POLYDYNE, INC., FOR THE ANNUAL LIQUID CATIONIC POLYMER CONTRACT AND AUTHORIZING PAYMENT BY THE BAYTOWN AREA WATER AUTHORITY, IN THE AMOUNT OF EIGHTY -NINE THOUSAND NINE HUNDRED FIFTY AND NO /100 DOLLARS ($89,950.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 3. REPORTS a. Receive an update regarding the Baytown Area Water Authority (BAWA) East Plant Project. General Manager Davis presented the agenda item and stated that the grubbing has been completed on the property, but due to the rain the clearing of the debris collected from the grubbing can't be burned until it is dry then the clearing phase will be complete. He stated that plans were submitted to TCEQ for print and the City is working on addressing the comments that were submitted on them. He further stated that staff anticipates going out for bid in January for the construction of the plant, which is a two (2) year process, with the expected completion to be in the winter of 2019. Additionally, he stated that there's an issue regarding the shared access of the road to the plant with possibly the need to move a water line, in which Mr. Pastrana would further explain. BAWA Board Special Meeting Minutes June 29, 2016 Page 3 of 4 Director of Engineering, Jose Pastrana stated that access to the BAWA East Plant is somewhat limited, in that the City can't get a crossing from the Railroad Commission adjacent to the existing crossing that NRG has. He stated that the City would have to use NRG's crossing and in doing so have to encounter the 16" waterline that's built under the existing road which is about a mile long. He further stated that the line has to be relocated, in which staff is working on a cost estimate for. During further discussion, an inquiry was made as to why does the City have to pay for the relocation rather than NRG. To address the inquiry as to why the City is paying for the relocation of the water line, Mr. Pastrana stated that because it's NRG's road, the agreement is for the City to pay the costs to have the waterline relocated because of the anticipated influx of traffic on such a shallow road. Director McKay asked if sharing the road would affect the waterline. Mr. Pastrana stated that they anticipate that the heavy truck loads going in and out of the plant would affect the stability of that line; therefore, if the waterline blows the only way into the plant would be washed out. It was further asked if it was less expensive for the City to build its own road to access the plant. Mr. Pastrana stated that it would be more costly to build a road, because the road would have to be elevated as the area is not the ideal conditions for such being that it's very slump. Vice President Wilson inquired if this expense would be covered in the overall plant contingency funds. Mr. Pastrana stated that the expense is to be included as part of the construction costs of the plant. Mr. Pastrana further stated that they received the survey information from NRG and is working on a cost estimate for the relocation of the waterline. Director McKay asked if there's going to be an agreement established regarding the use of the road before spending any money. In response to Director McKay's inquiry regarding an agreement before spending money on this relocation, Mr. Pastrana stated that they are in the process of working on the terms of the agreement with NRG. During further discussion, Mr. Pastrana stated that the BAWA staff is working in coordination with TCEQ and the consultant in providing samplings requested by TCEQ as part of their review. Additionally, he stated that raw water supply has been secured with the Coastal Water Authority (CWA). 4. MANAGER'S REPORT a. Reminder that the next Baytown Area Water Authority meeting is scheduled for Wednesday, July 20, 2016, at 9:00 A.M. in the City Council Chamber, 2401 Market Street, Baytown, Texas 77520. General Manager Davis presented the agenda item and stated that the next Baytown Area Water Authority meeting is scheduled for Wednesday, July 20, 2016, at 9:00 A.M. in the City Council Chamber, 2401 Market Street, Baytown, Texas 77520, in which the budget will be available for review. BAWA Board Special Meeting Minutes June 29, 2016 Page 4 of 4 The July 20, 2016, scheduled meeting was tentatively changed to July 27, 2016, due to director's unavailability to meet on the scheduled date. 5. ADJOURN A motion was made by Director Brandon Benoit and seconded by Director Frank McKay III adjourning the June 29, 2016, BAWA Board Regular Meeting. The vote was as follows: Ayes: Secretary Wayne Baldwin, Director Brandon Benoit, Director Frank McKay III, Vice President Mike Wilson Nays: None Other: President Brenda Bradley Smith (Absent) Approved With there being no further business to discuss, Vice President Wilson adjourned the June 29, 2016, Baytown Area Water Authority (BAWA) Board Special Meeting at 9:12 A.M. Leticia Brysch, Assistant ecret4 City of Baytown a r 1 ,m 5 ,