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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 _