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2017 03 15 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY March 15 2017 The Board of Directors of the Baytown Area Water Authority(BAWA) met in a Regular Meeting on Wednesday March 15 2017, at 9.04 A.M. in the Council Chamber of the Baytown City Hall, 2401 Market Street Baytown Texas with the following in attendance Brenda Bradley Smith President Brandon Benoit Director Frank McKay Director Rick Davis General Manager Mike Gamer General Counsel Alisha Segovia Deputy Assistant Secretary President Bradley Smith convened the March 15 2017, Baytown Area Water Authority (BAWA) Board Regular Meeting with a quorum present at 9'04 A.M. all members were present with the exception of Directors Wayne Baldwin and Mike Wilson who were both absent MINUTES a Consider approving the minutes of the Baytown Area Water Authority Regular Board Meeting held on November 16, 2016 A motion was made by Director Frank McKay III and seconded by Director Brandon Benoit approving the November 16, 2016, BAWA Board Regular Meeting minutes The vote was as follows Ayes Director Brandon Benoit President Brenda Bradley Smith Director Frank McKay III Nays None Other Secretary Wayne Baldwin (Absent) Vice President Mike Wilson (Absent) Approved b Consider approving the minutes of the Baytown Area Water Authority Regular Board Meeting held on January 18 2017 A motion was made by Director Brandon Benoit and seconded by Director Frank McKay III approving the January 18, 2017, BAWA Board Regular Meeting minutes The vote was as follows BAWA Board Regular Meering Minutes March 15 2017 Page 2 of 4 Ayes Director Brandon Benoit. President Brenda Bradley Smith, Director Frank McKay III Nays None Other Secretary Wayne Baldwin (Absent) Vice President Mike Wilson (Absent) Approved PROPOSED RESOLUTIONS a. Consider a resolution authorizing a Professional Services Agreement with KIT Professionals, Inc., for the BAWA Chemical Facilities Improvements Project Director of Engineering lose Pastrana presented the agenda item and stated that Resolution No 2017 09 authorizes a Professional Services Agreement with KIT Professionals Inc ( KIT ), in an amount not to exceed $223,545 He stated that the scope of work includes engineering design services for the following • Chemical System Capacity and Condition Evaluation, • Addition of Lime Storage and Feed System for PH and Alkalinity adjustments • Conversion of ammonia gas system to an Aqueous Ammonia (Liquid Ammonium Sulfate) System • Repairs to Forebay Dike Leaks and • Conduct Chemical Optimization Evaluation of treatment and distribution system performance Mr Pastrana further stated that State law requires that before BAWA may enter into a contract the City Council must approve the same and if approved by the BAWA Board, Council will consider flus agreement at its meeting on March 23, 2017 General Manager Davis noted that approximately four (4) months prior to date, there was some discussion regarding the need to have some of the improvement projects designed at one time and this agreement is part of the fulfillment of such process Director McKay stated with regards to projects that in the past there would be a bid process and further requested an explanation as to how this relates to the current agreement already established with KIT Professionals, moreover if this is part of such In response to Director McKay's request General Manager Davis stated that this agreement is for professional services and in moving forward with the construction phase of the project there will be a bid process President Bradley Smith further noted that engineering services are based on qualifications and when going into the construction phase there's a bid process A motion was made by Director Brandon Benoit and seconded by Director Frank McKay III approving Resolution No 2017-09 regarding agenda item 2.a The vote was as follows BAWA Board Regular Meeting Minutes March 15 2017 Page 3 of 4 Ayes Director Brandon Benott President Brenda Bradley Smith, Director Frank McKay III Nays None Other Secretary Wayne Baldwin (Absent) Vice President Mike Wilson (Absent) Approved RESOLUTION NO 2017 09 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AUTHORIZING THE PROFESSIONAL SERVICE AGREEMENT WITH KIT PROFESSIONALS, INC FOR THE BAWA CHEMICAL FACILITIES IMPROVEMENTS PROJECT SUBJECT TO THE APPROVAL BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AUTHORIZING PAYMENT IN AN AMOUNT NOT TO EXCEED TWO HUNDRED TWENTY THREE THOUSAND FIVE HUNDRED FORTY FIVE AND NO/100 DOLLARS ($223545.00) MAKING OTHER PROVISIONS RELATED THERETO, AND PROVIDING FOR THE EFFECTIVE DATE THEREOF REPORTS a Receive an update regarding the Baytown Area Water Authority (BAWA) East Plant Project Mr Pastrana presented the update regarding the Baytown Area Water Authority (BAWA) East Plant Project He stated that work on the BAWA East Plant continues at a slow pace due to some regulatory requirements He stated that comments were received from the Coastal Water Authonty regarding the raw water intake and easement in which Jones & Carter will provide a response to address those comments and that Chambers County completed the review of the storm water pollution and treatment plan He stated that the revised superpulsator data was submitted to TCEQ on February 14th and although their review time is 100 days they promised and expedited review Mr Pastrana stated that they received the returned plans for the well water meter without comments from the City of Houston on March 14" and Jones & Carter is in the process of trying to figure out why they were returned He stated that the UPRR plan regarding the road access did not go through so they renegotiated a road with Tran -Global Solutions, in which they've already received the metes and bounds description for He noted that they also received a waterline easement which will be exchanged for the easement that's currently there Mr Pastrana further noted that negotiating this easement for road access provides for a better option and it does not have any railroad crossings He also noted that there's also a road that Bayer uses that will be available to the city for emergency uses Additionally, he noted that the utility line easements were received and payment is being submitted to UPRR Dunng further presentation of the updates he stated that city staff assumed that Jones & Carter was handling the wetlands mitigation and when staff inquired of the status of such was then informed by BAWA Board Regular Meeting Minutes March 15 2017 Page 4 of 4 Jones & Carter that it was not in their scope of work and they assumed that the city was handling such He stated that staff is now going to work on the wetlands issue He further stated that when starting the design there was not a full geotechnical analysis of the entire site nor a clearing and grubbing study conducted, but staff made a conscious decision to start the design with assumed soil conditions based on known information of the surrounding areas and also being aware that changes could be made afterwards He stated that the clearing and grubbing was done and the geotechnical analysts was complete which determined that the sod conditions were in fact worse than anticipated resulting in the foundation design being in need of changes He noted that there's expectation that Jones & Carter may request funding for the design change although no request has been made yet Additionally Mr Pastrana stated that the projected start of construction is February 28, 2018, and makes the projected construction completion date to October 30, 2019 General Manager Davis requested that Mr Pastrana provide more details regarding the kinds of conditions expected related to the soil Mr Pastrana stated that the soil had lots of bad clay which doesn't have the baring capacity as normal clay and noted that this is sornalung that can be overcome Lastly Mr Pastrana noted that many of the permits for this project have been received He stated that the secondary road easement which gives two access points instead of one and has no railroad crossing has also been received General Manager Davis further stated that staff will meet with Jones & Carter and insist on a new timeline with benchmarks so that updates can be provided to the BAWA board MANAGER'S REPORT a Reminder that the next Baytown Area Water Authority meeting is scheduled for Wednesday, April 19 2017, 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, April 19 2017 at 9,00 A.M in the City Council Chamber, 2401 Market Street Baytown Texas 77520 ADJOURN With there being no further business to discuss, President Bradley Smith adjourned the Much 15, 2017, Baytown Area Water Authority (BAWA) Board Regular Meeting at 9,21 A.M 31 Leticia Brysch, Assistant 9 City of Baytown =