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2017 04 19 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY April 19 2017 The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Regular Meeting on Wednesday April 19 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 Wayne Baldwin Brandon Benoit Frank McKay Rick Davis Karen Horner Ahsha Segovia President Secretary Director Director General Manager General Counsel Deputy Assistant Secretary President Bradley Smith convened the April 19, 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 Director Mike Wilson who was absent MINUTES a Consider approving the minutes of the Baytown Area Water Authority Regular Board Meeting held on March 15, 2017 A motion was made by Director Brandon Benoit and seconded by Director Frank McKay III approving the March 15 2017 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 Nays None Other' Vice President Mike Wilson (Absent) Approved PROPOSED RESOLUTIONS a Consider a resolution awarding a Construction Contract to ABco, LLC, for the Baytown Area Water Authority High Service Pump Station Improvements Project BAWA Board Regular Meeting Minutes April 19 2017 Page 2 of 6 Director of Engineering, Jose Pastrana presented the agenda item and stated that Resolution No 2017 10 awards a construction contract for the Baytown Area Water Authority High Service Pump Station Improvements Project to Allco LLC in the amount of $5,343,000.00 He stated that the work consists of the construction of a new High Service Pump Station at BAWA, in which, the scope includes four (4) new 500 HP pumps associated controls SCADA and upgrade of the electrical service to accommodate the new pumps Additionally he stated that State law requires that before BAWA may enter into a contract, the City Council must approve the same, therefore Resolution No 2017 10 was approved by the BAWA Board and the City Council will consider this agreement at its meeting on April 27 2017 Director McKay inquired if this request was normal maintenance and included in the budget In response to Director McKay's inquiry Mr Pastrana stated that this was included in the budget General Manager Davis stated that the pumps were the original to the plant and noted that the BAWA Board approved to move forward with the design for the replacement of such pumps Additionally General Manager Davis stated that this is one of the most critical components of the distribution system A motion was made by Director Brandon Benoit and seconded by Secretary Wayne Baldwin approving Resolution No 2017 10 regarding agenda item 2.a The vote was as follows Ayes Secretary Wayne Baldwin Director Brandon Benoit, President Brenda Bradley Smith Director Frank McKay III Nays None Other Vice President Mike Wilson (Absent) Approved RESOLUTION NO 2017 10 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY AWARDING, SUBJECT TO THE APPROVAL OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, THE BAYTOWN AREA WATER AUTHORITY HIGH SERVICE PUMP STATION IMPROVEMENTS PROJECT TO ALLCO LLC IN AN AMOUNT OF FIVE MILLION THREE HUNDRED FORTY THREE THOUSAND AND NO/100 DOLLARS ($5,343 000.00) MAKING OTHER PROVISIONS RELATED THERETO AND PROVIDING FOR THE EFFECTIVE DATE THEREOF REPORTS a Receive the Baytown Area Water Authority's Quarterly Financial and Investment Reports for the Quarter Ending March 31, 2017 BAWA Board Regular Meeting Minutes Apn119 2017 Page 3 of 6 Director of Finance, Wade Nickerson presented the Baytown Area Water Authority's Financial Report for the Quarter Ending March 31, 2017 He stated that the general revenue comes from the sales of water to Baytown and the utility districts whereas, the revenues are tracking right at 50%. He stated that the city is actually pulling more water than what was budgeted and the bottom lune revenues were at 51% as expected With regards to expenditures Mr Nickerson stated that the personnel services were at approximately 40%, which is lower than expected but is due to staff vacancies He stated that although services were low, funds will be spent on other expected costs that currently were not spent He further stated that the capital outlay was at approximately 22% which has small find amount but has equipment items that's expected to be purchased before the end of the year With regards to the CIP funds Mr Nickerson stated that this fund is funded from operation transfers, in which this budget includes approximately $15 million worth of budgeted projects carred over from prior years that are still in process Additionally he stated with regards to investments, that there were quarterly earnings of $33,060, with an average yield rate of a 8% b Receive an update regarding the Baytown Area Water Authority (BAWA) East Plant Project Bethany Miller, representative from Jones and Carter presented updates regarding the BAWA East Plant Project She noted that although she has not given a report before the Board prior to this meeting she's been working with this project since it has started Ms Miller stated that two (2) variances were submitted to TCEQ whereas one was approved promptly and the other was denied causing the consultant to actually meet with the State in Austin whereas a negotiated agreement of a conditional approval was met for such denial She noted that the conditional approval meant that some testing would have to be done on the back end once the equipment is constructed She stated that the approval of the second variance has allowed for the consultant to proceed with submitting the plans and specifications She stated that the TCEQ process took longer because with this particular surface water treatment plant they had to submit the PER first separately, which is a 90 day process that's not a step typical for a ground water plant. She stated that they were returned with comments which took an excess of 90 days because of the initial denial Ms Miller stated that the comments were received and addressed, the variances were approved, and the changes to the design because of the results of the variances were accommodated She further stated that as of April 7" the plans and specifications were submitted to the state, whereas they have up to 90 days to review which puts the approval around the range of mid August She noted that they're expecting for everything to move forward Ms Miller stated that there's some structural and drainage re -design that s tied to the additional geotechnical work needed to be performed once the site was cleared She stated that once the site was selected it was determined that there was approximately 15 acres of wetlands needing to be delineated before going onsite to start clearing She stated that the clearing needed to be done before the geotech could be finished and they detected some initial borings early in the process to get the initial structure going to keep the project moving She stated that as a result from the additional borings the geotechnical consultants made recommendations that resulted in BAWA Board Regular Meeting Minutes April 19 2017 Page 4 of 6 modifications to be worked into the structural design. Ms Miller stated that the proposed modifications were submitted to Jose for consideration and that the work effort is about 60 days to complete the re -design. She stated that there's some paving that also must be reworked to he into the new access road along with some other small things that need to be tied down before going out to bid With regards to scheduling Ms Miller stated that they're proposing to begin advertisement as they feel confident in the reviews after having already submitting plans to TCEQ She stated that the advertisement date is July 11th which will give a timeframe of October to issue the NTP for construction. She noted that currently the project is on target for advertisement on July 11 th During further discussion Ms Miller stated that the NRG roadway is on hold and that they worked with city staff to propose a design on the CCID #1 property to be submitted to TGS She stated that TGS will take that design and construct the roadway which includes an upgrade to their existing road and the additional path needed for the city She stated that the proposed design changes the access to the site from the west down to the south, as well as, saves effort and time She noted that the big hang up with NRG was that they don't have a permanent railroad crossing, which was also the hang up for the city in trying to get approval for the UPRR crossing. She stated that they have a proposal to begin work on the design that will entail survey and geotechnical as well as, an actual layout and cross section with the expectations of the road is supposed to look like She stated that all of the permitting and construction will be handled through the negotiations with TGS and the City Ms Miller stated that they're still working with CWA on the easement acquisition for the intake in which the intake design was approved. She stated that the final drawings need to show the permanent and temporary construction easement to build the intake structure in the canal, as well as, the access to get to the water lines She stated that they received all of the comments and completed the metes and bounds of the easement She noted that the final drawings will be submitted to CWA by Friday, April 21st, which should be the final step with them being that the agreement between the City and CWA has been resolved With regards to the roadway, Ms Miller stated that the current design has to accommodate the change to include the rework of the tie in portion of the extension and this modification must be done prior to the bidding She stated that this change is included in the proposal that's been submitted and will be completed within that 60 day period while the structural redesign is being done With regards to the wetlands Ms Miller stated that the initial plan was to pursue a permit and come up with a litigation plan whereas they've spoken with their wetlands consultant to get that process started She stated that the consultants noted that the amount of acres being requested may be an issue with getting the permit approved She stated that 15 acres being permitted is significant and could be a much longer process therefore one solution developed was to relocate the detention pond and leave wetlands undisturbed She noted that the original design had a detention pond in the left comer with the reasoning being that it would be the last thing to construct which minimizes the impact of acquiring the permit She stated that now the plan is to move the detention pond completely out of the wetlands and fencing it off leaving it as is, as this BAW A Board Regular Meering Mmules April 19 2017 Page 5 of 6 option alleviates pursuing a permit and having a litigation plan resulting in design costs savings She noted that the design would have to be modified as she believes can be carred out within the 60 days while working on the structural design and that the drainage and pavement would also have to be modified which can be done prior to the bid Additionally Ms Miller noted that there will need to be re -approval from Chambers County Director McKay stated that the reason for the large tract for the wetlands was due to the thought of being able to utilize it for future expansion of the plant if needed and he further inquired if the recommendation to keep the wetlands fenced off would impact such or if a smaller portion of the acre for the wetlands could be considered In response to Director McKay's inquiry Ms Miller stated that leaving the wetlands undisturbed would not impact the expansion to a 24 MGD operation but that it would impact the application area She stated that the original plan was to not have any sludge processing onsite but rather land apply the sludge but keeping the wetlands fenced off will reduce the area of land application available which could be addressed in a couple of different ways She stated that one of the ways could be to put in solids processing equipment in future phases or possibly to design the detention pond to be a wet bottom pond and develop the wetlands onsite in which that pond can then be used to offset some of the existing wetlands in the future creating mitigation onsite. Ms Miller noted that during the discussion of redesigning by leaving the wetlands and scale back on the acres is where the results were to move it out totally She noted that the city could still pursue a permit and mitigation in the future outside of this project Ms Miller stated that they received approvals for some utility crossings from Union Pacific Rulroad (UPRR), approval for the pipeline crossing from Texas Department of Transportation (TxDOT) and approval for the initial design from Chambers County, which will need to go back to Chambers County for re -approval if the retention pond is moved She stated that the final submittal for the pipeline crossing for Kinder Morgan was sent to them last week and the final set for the Coastal Water Authority would be submitted on April 21st She stated with regards to the City of Houston water meter that the plans were submitted to the City of Houston's Engineer office approximately three (3) weeks prior to this meeting and were returned with comments as to how the City of Baytown would do its metering She stated that Jones and Carter responded to the comments and submitted a proposal similar to one that's at the existing plant in which the City of Houston deferred the proposal to their utility customer service department Ms Miller stated that they're currently waiting for a response She noted that the City of Houston wants something buried in a volt on a gravity line but the proposal is to measure out of the pump station from the forebay which is similar to what's currently at the BAWA plant She further noted that they've submitted to the Baytown DRC Ms Miller reiterated that they're expecting July 1 Ith to be the advertising date which results in a construction date of April 2019 MANAGER'S REPORT a. Reminder that the next Baytown Area Water Authority meeting is scheduled for Wednesday May 17 2017, at 9:00 A.M in the City Council Chamber, 2401 Market Street, Baytown, Texas 77520 BAWA Board Regular Meeting Minutes April 19 2017 Page 6 of 6 General Manager Davis acknowledged Mr Sterling Beaver who was promoted to BAWA's Superintendent on April 3'd Additionally, he stated that the next Baytown Area Water Authority meeting is scheduled for Wednesday, May 17, 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 April 19 2017 Baytown Area Water Authority (BAWA) Board Regular Meeting at 9:29 A.M