2013 12 18 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS
OF THE BAYTOWN AREA WATER AUTHORITY
December 18, 2013
The Board of Directors of the Baytown Area Water Authority (BAWA) met in a
Regular Meeting on Wednesday, December 18, 2013, 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
Wayne Baldwin
Brandon Benoit
Frank McKay
Mike Wilson
Ron Bottoms
Karen Horner
Leticia Brysch
President
Secretary
Director
Director
Director
Deputy General Manager
Assistant General Counsel
Assistant Secretary
President Bradley Smith convened the December 18, 2013, Baytown Area Water Authority
(BAWA) Board Regular Meeting with a quorum present at 9:00 A.M., all members were present
with the exception of Director Baldwin who arrived at 9:09 A.M.
1. MINUTES
a. Consider approving the minutes of the Baytown Area Water Authority Board
meeting held on September 18, 2013.
A motion was made by Director Brandon Benoit and seconded by Director Mike
Wilson approving the September 18, 2013, BAWA Board Regular Meeting minutes. The vote
was as follows:
Ayes: Director Brandon Benoit, President Brenda Bradley Smith, Director Frank
McKay 111, Director Mike Wilson
Nays: None
Other: Secretary Wayne Baldwin (Not Present for Vote)
Approved
BAWA Board Regular Meeting Minutes
December 18, 2013
Page 2 of 4
2. PROPOSED RESOLUTIONS
a. Consider a resolution authorizing a Professional Services Agreement with Jones &
Carter, Inc. for the design and construction Management of a 6 Million Gallon Surface
Water Treatment Plant.
Deputy General Manager Bottoms presented the agenda item and stated that the Director of
Engineering, Jose Pastrana would go through the breakdown of the costs.
Mr. Pastrana stated that the cost includes a lot more than the basic design. He stated that the cost
will include construction management which is typically not part of the design, a complete site
evaluation, evaluation of external water distribution system uses, evaluation of alternative
technologies, a design that's easily adaptable for desalination in the future, a design in a modular
form for easy expandability, the geotechnical services, TCEQ coordination, permitting process,
surveying for site boundaries, platting services, and construct ability assessment which is all
included in the price of about $3.8 million. Additionally, he stated that the plant is estimated at a
cost of about $30 million. Mr. Pastrana stated that a fee estimate proposal of costs was requested
from the consultant, which was assessed by the City's engineering department for
reasonableness, such as typical percentage range, hourly fee charges, number of hours for
services, etc. He stated that staff discussed their assessment of the proposal with the consultant
and came to terms of an agreement resulting in the $3.8 million. Deputy General Manager
Bottoms stated that the basic services were $2.7 million and the additional services were about
$1.2 million.
During further discussion, Director McKay inquired if the $3.8 million was included in the $30
million and also the cost of the desalination. Mr. Pastrana stated that the design cost is an
additional cost and that the cost of the construction is $30 million. He stated that the desalination
cost is $74,000 which is included in the alternative technology assessment. Additionally, he
stated that the alternative technology assessment is not limited to strictly desalination.
Ed Shackelford, a representative of Jones & Carter, stated that the preliminary engineering report
(PER) is roughly 90 days, the site and treatment technology evaluation is 90 days, detail design
is 180 days, bidding and award of construction contract is 90 days, construction is anticipated to
be 540 days, and startup services is 30 days.
Deputy General Manager Bottoms stated that there is basically $2 1/2 million in this year's
BAWA budget which will carry over into the next fiscal year and cover the majority of the basic
services.
A motion was made by Director Mike Wilson and seconded by Director Brandon Benoit
approving Resolution No. 2013 -09. The vote was as follows:
Ayes: Secretary Wayne Baldwin, Director Brandon Benoit, President Brenda
Bradley Smith, Director Frank McKay 111, Director Mike Wilson
Nays: None
Approved
RESOLUTION NO. 2013-09
BAWA Board Regular Meeting Minutes
December 18, 2013
Page 3 of 4
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN
AREA WATER AUTHORITY AUTHORIZING A PROFESSIONAL SERVICE
AGREEMENT WITH JONES AND CARTER, INC., FOR DESIGN, BIDDING,
CONSTRUCTION AND CONSTRUCTION MANAGEMENT SERVICES
ASSOCIATED WITH THE SIX MILLION GALLON SURFACE WATER
TREATMENT PLANT; AUTHORIZING PAYMENT IN AN AMOUNT NOT
TO EXCEED THREE MILLION EIGHT HUNDRED EIGHTY -EIGHT
THOUSAND THREE HUNDRED EIGHTY AND NO /100 DOLLARS
($3,888,380.00); MAKING OTHER PROVISIONS RELATED THERETO;
AND PROVIDING FOR THE EFFECTIVE DATE THEREOF.
b. Consider a resolution authorizing the purchase and installation of 24 electric
actuators to Southern Actuation Service, LLC, for the Baytown Area Water Authority
Plant.
Assistant Director of Public Works, Mark LeBlanc presented the agenda item and stated that
Resolution No. 2013 -10 authorizes the purchase and installation of 24 electric actuators to
Southern Actuation Service, LLC, for the Baytown Area Water Authority Plant, in the amount of
$105,775.20. He stated that $175,000 was budgeted in the BAWA CIPF Fund 518 for the
replacement of 24 air actuators for the electric actuators which includes the cost of the actuators,
installation and electrical work. He stated that the air actuators need to be replaced because
currently every time the plant loses air, the entire plant has to be shut down.
Director McKay inquired if there were backup generators in case of an emergency. Mr. LeBlanc
stated that there are backup generators that run the entire plant.
A motion was made by Secretary Wayne Baldwin and seconded by Director Frank McKay
III approving Resolution No. 2013 -10. The vote was as follows:
Ayes: Secretary Wayne Baldwin, Director Brandon Benoit, President Brenda
Bradley Smith, Director Frank McKay III, Director Mike Wilson
Nays: None
Approved
RESOLUTION NO. 2013-10
A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN
AREA WATER AUTHORITY AUTHORIZING PAYMENT OF ONE
BAWA Board Regular Meeting Minutes
December 18, 2013
Page 4 of
HUNDRED FIVE THOUSAND SEVEN HUNDRED SEVENTY -FIVE AND
20/100 DOLLARS ($105,775.20) TO SOUTHERN ACTUATION SERVICES,
LLC, FOR THE PURCHASE AND INSTALLATION OF TWENTYFOUR (24)
ELECTRIC ACTUATORS FOR THE BAYTOWN AREA WATER
AUTHORITY'S WATER TREATMENT PLANT; MAKING OTHER
PROVISIONS RELATED THERETO; AND PROVIDING FOR THE
EFFECTIVE DATE THEREOF.
3. REPORTS
President Bradley Smith stated that agenda items 3.a. and 3.b. would be considered together
a. Receive the Baytown Area Water Authority's Quarterly Investment Report for the
Quarter Ending September 30, 2013.
b. Receive the Baytown Area Water Authority's Revenues and Expenditures Report
for the Quarter Ending September 30, 2013.
Finance Director, Louise Richman presented the BAWA reports for the Quarter Ending
September 30, 2013, and stated that the revenues came in over budget and the expenditures were
under budget. She stated in regards to the BAWA debt, that the over budgeted amount of $3,600
has to do with the fiscal agent fees and the annual review that the city have of the amount of debt
outstanding and the interest earned on it. She staled that this is an IRS regulation and the cost is
shared among the debt entities in the city.
Ms. Richman stated that the investment report for the year ended with $14.5 million with the
average interest rate of .04. She stated that the audit report and the first quarter financial
statement will be presented at the next BAWA meeting.
4. MANAGER'S REPORT
Mr. LeBlanc introduced the new BAWA Superintendent, Zachary Lillie.
5. ADJOURN
With there being no further business to discuss, President Bradley Smith adjourned the
December 18, 2013, Baytown Area Water Authority (BAWA) Board Regular Meeting at 9:19
A.M.
Leticia Brysch, Assist6it
SecA3,ar9
City of Baytown
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