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2017 09 20 BAWA Minutes MINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY September 20, 2017 The Board of Directors of the Baytown Area Water Authority(BAWA) met in a Regular Meeting on Wednesday, September 20, 2017, at 9:05 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 Mike Wilson Vice President Harland Forrest, Jr. Director Brandon Benoit Director Rick Davis General Manager Karen Horner General Counsel Leticia Brysch Assistant Secretary President Bradley Smith convened the September 20, 2017, BAWA Board Regular Meeting with a quorum present at 9:05 A.M., all members were present with the exception of Director McKay who was absent. 1. MINUTES a. Consider approving the minutes of the Baytown Area Water Authority Special Board Meeting held on August 02,2017. A motion was made by Vice President Mike Wilson and seconded by Director Brandon Benoit approving the August 02, 2017, BAWA Board Special Meeting minutes. The vote was as follows: Ayes: Director Harland Forrest, Jr., Director Brandon Benoit, President Brenda Bradley Smith, Vice President Mike Wilson Nays: None Other: Director Frank McKay III (Absent) Approved b. Consider approving the minutes of the Baytown Area Water Authority Regular Meeting held on August 16,2017. A motion was made by Director Brandon Benoit and seconded by Vice President Mike Wilson approving the August 16, 2017, BAWA Board Regular Meeting minutes. The vote was as follows: BAWA Board Regular Meeting Minutes September 20,2017 Page 2 of 4 Ayes: Director Harland Forrest, Jr., Director Brandon Benoit,President Brenda Bradley Smith,Vice President Mike Wilson Nays: None Other: Director Frank McKay III (Absent) Approved 2. PROPOSED RESOLUTIONS a. Consider a resolution authorizing the closeout, acceptance, and release of retainage for the Baytown Area Water Authority SCADA Improvements Project. Director of Engineering, Jose Pastrana presented the agenda item and stated that there were two phases to the SCADA project: construction and programming, in which Resolution No. 2017- 18 authorizes the closeout, acceptance and release of retainage for the construction phase to BL Technology, Inc., in the amount of $43,498.51. He stated that the programming phase was in progress and updates would be provided as they move forward. There was an inquiry with regards to the meaning of SCADA. Mr. Pastrana stated that SCADA is a control system that allows for a plant to be operated by remote, if necessary, as well as, from the site. Additionally, he stated normally the plant is run by programming and the operations could be accessed through the preferred programmed options. A motion was made by Vice President Mike Wilson and seconded by Director Brandon Benoit approving Resolution No. 2017-17, regarding agenda item 2.a. The vote was as follows: Ayes: Director Harland Forrest, Jr., Director Brandon Benoit, President Brenda Bradley Smith,Vice President Mike Wilson Nays: None Other: Director Frank McKay III (Absent) Approved RESOLUTION NO. 2017-18 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ACCEPTING THE BAYTOWN AREA WATER AUTHORITY SCADA IMPROVEMENT PROJECT; AUTHORIZING FINAL PAYMENT OF THE SUM OF FORTY-THREE THOUSAND FOUR HUNDRED NINETY-EIGHT AND 51/100 DOLLARS ($43,498.51) TO BL TECHNOLOGY, INC., FOR SAID PROJECT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. BAWA Board Regular Meeting Minutes September 20,2017 Page 3 of 4 3. REPORTS a. Receive an update regarding the Baytown Area Water Authority (BAWA) East Plant Project. Bethany Miller, a representative of Jones and Carter presented the update regarding the BAWA East Plant Project. She noted that bidding for the project was scheduled for September 21, 2017, at 2:00 P.M., in which, she'd spoke with three(3) general contractors who were actively pursuing the project. She further stated that they submitted their last addendum on September 19, 2017, as well as, the wetlands permit application, which is the USCOE permit and the mitigation plan. Additionally, she noted that the approval from TCEQ for construction was received. Director Wilson requested more explanation on the mitigation process. Ms. Miller stated that because of the approximately 15 acres of wetlands that's being impacted a demonstration of how BAWA plans to account for or make additional wetlands elsewhere mitigated. She stated that through a mitigation bank, BAWA pays money to someone else to create wetlands on its behalf to account for the amount of wetlands being impacted by the project. Additionally, she stated that if the USCOE approves such proposal, the project can move forward. Director Wilson inquired of the approximate location of the wetlands that BAWA will buy into. Ms. Miller stated that she was uncertain of the location at the time of question, but noted that the bank would be local. Director Benoit inquired that if the USCOE rejects BAWA's application would that impact the project site. Ms. Miller stated that if the USCOE rejects the permit and if the concept of mitigating offsite would have to be abandoned, they would revert to the other options discussed, such as possibly sacrificing the lower portion of the site and turning it into onsite retention. Director Benoit further inquired that if the permit is denied, would the project go out for rebid or would there be a change order for the company, in which the bid was accepted. In response to Director Benoit's inquiry, Ms. Miller stated that decision would be based on the percentage allowed whether a change order could be done. 4. MANAGER'S REPORT a. Reminder that the next Baytown Area Water Authority meeting is scheduled for Wednesday,October 18, 2017, at 9:00 A.M in the City Council Chamber, 2401 Market Street,Baytown,Texas 77520. General Manager Davis provided a status update with regards to Hurricane Harvey and stated that the administration building did get some water, but nothing extensive. He noted that an estimate was sent to FEMA in terms of both individual and City infrastructural impact. Additionally, he stated that the next BAWA meeting was scheduled for Wednesday, October 18, 2017, at 9:00 A.M. in the City Council Chamber, 2401 Market Street, Baytown,Texas 77520. Director Benoit stated that with the BAWA East Plant being partly accounted for as backup for multiple plants, further inquired that if the plant was at ground zero would services from BAWA BAWA Board Regular Meeting Minutes September 20,2017 Page 4 of 4 be seized, similar to Beaumont. General Manager Davis stated that based on other cities situations related to storms, he would assume similar consequences for Baytown. Mr. Mark LeBlanc stated that Baytown has standard operating procedures in place if an incident happens to where the plant was at ground zero, in which, staff would make sure that all of the elevated storage was full and isolated so that they wouldn't drain during the event. He further noted that the wells are prepared and there are backup generators at the BAWA plant. General Manager Davis noted that Baytown had two (2) inundations which were the rain and the bayou. He further inquired if anyone had information regarding Beaumont's system. Mr. Pastrana noted that Beaumont's system was not up and running to date, and were also in the boiling water phase. He further noted that Beaumont's weakness was being low in elevation and that they failed to elevate their systems after the last storm. Director Benoit inquired if staff took into account that the BAWA East plant would be in a low lined area. Mr. Pastrana stated that the plant was not in the flood zone, so it's built above the flood zone elevation, which is what FEMA requires and were reasonable precautions to take. He further stated that he would have to confirm whether or not it's above the 500 year flood stage, but stated that it's not expected to flood during the 100 year storm event. Lastly, President Bradley Smith welcomed Mr. Harland Forrest, Jr., as a new BAWA Board member. 5. ADJOURN A motion was made by Director Harland Forrest, Jr. and seconded by Vice President Mike Wilson adjourning the September 20, 2017, BAWA Board Meeting. The vote was as follows: Ayes: Director Harland Forrest, Jr., Director Brandon Benoit, President Brenda Bradley Smith, Vice President Mike Wilson Nays: None Other: Director Frank McKay III (Absent) Approved With there being no further business to discuss, President Bradley Smith adjourned the September 20, 2017, BAWA Board Regular Meeting at 9:19 A.M. / ��111111f1/ ‘_aWATEA? �: ` ' I 4/ is Brysch, Assistant Secretary = �"� Leticiay I ‘.1% `y _` City of Baytown ~P ;� S Y, '''f,, l f f* to‘`````