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2021 10 26 BAWA MinutesMINUTES OF THE REGULAR MEETING OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY October 26, 2021 The Board of Directors of the Baytown Area Water Authority (BAWA) met in a Regular Meeting on Tuesday, October 26, 2021, at 9:40 A.M., in the Conference Room of the BAWA East Water Treatment Plant, 5359 E. Grand Parkway South, Baytown, Texas with the following in attendance: Brenda Bradley Smith President Mike Wilson Vice President Brandon Benoit Director Nick Woolery Presiding Manager Karen Horner General Counsel Angela Jackson Assistant Secretary President Brenda Bradley Smith convened the October 26, 2021, BAWA Board Regular Meeting with a quorum present at 9:40 A.M., all members were present with the exception of Secretary Frank McKay III, who was absent. 1. MINUTES a. Consider approving the minutes of the Baytown Area Water Authority Regular Meeting held on Monday, September 27, 2021. A motion was made by Director Brandon Benoit, and seconded by Vice President Mike Wilson to approve the minutes of the BAWA Regular Meeting held on September 27, 2021, as submitted. The vote was as follows: Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Director Brandon Benoit Nays: None Other: Secretary Frank McKay III (Absent) Approved 2. BAWA FILTER AIR SCOUR IMPROVEMENTS PROJECT a. Consider a resolution rejecting all bids for the BAWA Filter Air Scour Improvements Project. Assistant Director of Public Works and Engineering Andrea Brinkley presented the item and stated that Resolution No. 2021-21 approved the rejection of all bids received for the BAWA Filter Air BAWA Board Regular Meeting Minutes October 26, 2021 Page 2 of 6 Scour Improvements Project and that it was the Engineer and City staffs recommendation that all bids be rejected due to the fact that only one bid was received and it exceeded BAWA's budget by $500,000. Furthermore, Ms. Brinkley stated that the best option at this time would be to rebid the project and ensure a better outreach to the contractors so that more companies will come forward to submit their bid and hopefully they will receive better results. A motion was made by Vice President Mike Wilson, and seconded by Director Brandon Benoit approving Resolution No. 2021-21, related to Item 2.a. Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Director Brandon Benoit Nays: None Other: Secretary Frank McKay III (Absent) Approved RESOLUTION NO. 2021-21 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY REJECTING THE BID RECEIVED FOR THE BAYTOWN AREA WATER AUTHORITY FILTER AIR SCOUR IMPROVEMENTS PROJECT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. b. Consider a resolution determining the alternative delivery method for the construction of the BAWA Filter Air Scour Improvements Project and authorizing the issuance of a request for competitive sealed proposals. Assistant Director of Public Works and Engineering Andrea Brinkley presented the item and stated that Resolution No. 2021-22 approved the competitive sealed proposal method for construction, which is an alternative delivery method that provides the best value to the City for construction services for the BAWA Filter Air Scour Improvements Project as allowed under State Law, pursuant to Chapter 2269 of the Texas Government Code. Ms. Brinkley noted that in regards to their methods of bidding, traditionally, they design, bid, and then build. However, in regards to the competitive sealed proposal method, they receive proposals, not bids, in which the contractors submit all of their qualifications so they can be evaluated and gives staff a chance to choose the most qualified contractor, or the one that is the better fit for the project, while keeping the cost in mind as well. A motion was made by Vice President Mike Wilson, and seconded by Director Brandon Benoit approving Resolution No. 2021-22, related to Item 2.b. BAWA Board Regular Meeting Minutes October 26, 2021 Page 3 of 6 Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Director Brandon Benoit Nays: None Other: Secretary Frank McKay III (Absent) Approved RESOLUTION NO. 2021-22 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY SELECTING THE ALTERNATIVE DELIVERY METHOD THAT WILL YIELD THE BEST VALUE TO THE BAYTOWN AREA WATER AUTHORITY FOR THE CONSTRUCTION OF THE BAWA FILTER AIR SCOUR IMPROVEMENTS PROJECT; AUTHORIZING THE ISSUANCE OF A REQUEST FOR COMPETITIVE SEALED PROPOSALS; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 3. PROPOSED RESOLUTIONS a. Consider a resolution amending the Baytown Area Water Authority's Investment Policy and Strategy Statement in accordance with the Public Funds Investment Act, Section 2256.005(e) for the addition of an investment officer. Finance Director Victor Brownless presented agenda item and noted that Resolution No. 2012-23 was an administrative addition to the policy, and does not actually change the policy on investment, but rather, adds the name of the City's Financial Controller, Monio Mark, as the investment officer in the event of Mr. Brownless absence. A motion was made by Vice President Mike Wilson, and seconded by Director Brandon Benoit approving Resolution No. 2021-23, related to Item 3.a. Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Director Brandon Benoit Nays: None Other: Secretary Frank McKay III (Absent) Approved BAWA Board Regular Meeting Minutes October 26, 2021 Page 4 of 6 RESOLUTION NO. 2021-23 RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ADOPTING THE BAYTOWN AREA WATER AUTHORITY'S INVESTMENT POLICY AND STRATEGY STATEMENT; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. b. Consider a resolution authorizing the General Manager to submit an application to the Texas Division of Emergency Management (TDEM) for the Hazard Mitigation Grant Program (HMGP) related to FEMA-DR-4586 (Severe Winter Storms) & DR-4572 (Hurricane Laura). Director of Public Works and Engineering Frank Simoneaux presented agenda item and stated that Resolution No. 2021-24 authorized the General Manager to submit a grant application to the Texas Division of Emergency Management (TDEM) for their Hazard Mitigation Grant Program (HMGP), which is geared towards winterization and preparedness. The three (3) grant applications request assistance to support operational components of the Baytown Area Water Authority's (BAWA) water and wastewater treatment plants and the proposed projects includes supplemental funding for 1) the purchase of generators for the ground water wells, 2) winterization of the water plants, which includes building large structures around exposed pumps and pennanent instillation for the exposed pipes, and 3) winterization for the wastewater plants. General Counsel Karen Horner clarified that this resolution pledged matching funds in an amount not to exceed $250,000, which required approval by the Board, and any projects associated with the grant would come before the Board for their consideration. President Brenda Bradley Smith asked what the timeline would be once the item is approved and Mr. Simoneaux responded that timelines on the federal and state sides vary and typically take several months, upward of 6 months plus, to receive a response to the grant application. As such, it will not be received in time for the upcoming winter, however, it will not halt the ongoing winterization plan that is already in place and they should view it as a long-term investment. A motion was made by Director Brandon Benoit, and seconded by Vice President Mike Wilson approving Resolution No. 2021-24, related to Item 3.b. Ayes: President Brenda Bradley Smith, Vice President Mike Wilson, Director Brandon Benoit Nays: None Other: Secretary Frank McKay III (Absent) Approved BAWA Board Regular Meeting Minutes October 26, 2021 Page 5 of 6 RESOLUTION NO. 2021-24 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE BAYTOWN AREA WATER AUTHORITY ("BAWA") AUTHORIZING THE GENERAL MANAGER TO MAKE APPLICATION TO THE TEXAS DIVISION OF EMERGENCY MANAGEMENT (TDEM) FOR THE HAZARD MITIGATION GRANT PROGRAM (HMGP) RELATED TO FEMA-DR-4586 (SEVERE WINTER STORMS) AND DR-4572 (HURRICANE LAURA) FOR BAWA'S SURFACE WATER TREATMENT FACILITIES FOR INCREASED OPERATIONS DURING EMERGENCY EVENTS; AUTHORIZING A CASH MATCH BY THE BAYTOWN AREA WATER AUTHORITY IN THE AMOUNT OF TWO HUNDRED FIFTY THOUSAND AND NO/100 DOLLARS ($250,000.00); DESIGNATING AN AUTHORIZED REPRESENTATIVE; AUTHORIZING THE REPRESENTATIVE TO ACCEPT OR AFFIRM ANY GRANT AWARD THAT MAY RESULT THEREFROM; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. 4. REPORTS a. Receive an update regarding the Installation of Thermal Blankets for Bulk Chemical Storage Tanks at Fritz Lanham Surface Water Treatment Plant. Assistant Director of Public Works and Engineering Andrea Brinkley presented the Board with an update on the Installation of Thermal Blankets for Bulk Chemical Storage Tanks at Fritz Lanham Surface Water Treatment Plant and stated that during the Winter Storm Viola and Uri that the chemicals were impacted by the temperatures which caused the chemicals to turn to a thick gel texture, as well as icebergs were formed, which the combination created backups in the system. As such, thermal blankets were evaluated and three vendors provided their cost and a local vendor, Universal Thermal Covers, was selected for the project for at a total cost of approximately $49,000. Furthermore, Ms. Brinkley stated that the blankets consist of Cryogel insulation, which consists of an outer layer of Teflon Fiberglass and an inner layer of Silicon Fiberglass impregnated materials that are designed to be set and forget to only be removed for maintenance of the tanks. Otherwise, they stay in place all year round and provide a temperature protection of a range of a max of 257°F to 125°C and a minimum of 50°F and -45°C and stated that they are currently installed. Lastly, Ms. Brinkley stated that staff was very satisfied with the quality of work, customer service and end product that the vendor provided on the project. b. Receive the Baytown Area Water Authority's Quarterly Financial and Investment Reports for the Quarter Ending September 30, 2021. Finance Director Victor Brownlees presented the Baytown Area Water Authority's (BAWA) Quarterly Investment Report, for the Quarter Ending September 30, 2021 and stated that the year ended as projected and that there was a significant savings in personnel due to several vacancies throughout the year, which will show a balance to carry over. On the operating side, it was a BAWA Board Regular Meeting Minutes October 26, 2021 Page 6 of 6 relatively healthy position to be in at year-end and. However, on the capital improvements side, they took advantage of substantial amounts of cash on hand to accelerate some of the projects, which is why the current year is slightly higher than the budget as had been previously discussed with the Board. Furthermore, Mr. Brownless stated that investments are relatively low considering the current market, but are steadily picking up. 5. MANAGER'S REPORT a. The next Baytown Area Water Authority meeting is scheduled for Wednesday, November 17, 2021, at 4:30 p.m., in the Council Chamber located at City Hall, 2401 Market Street, Baytown, Texas 77520. Presiding Manager Nick Woolery stated that he had nothing further to add and noted that staff was looking forward to providing the Board with a tour of the Baytown Area Water Authority East Surface Water Treatment Plant. 6. TOUR OF THE BAWA EAST SURFACE WATER TREATMENT PLANT a. Receive a tour and overview of the operations of the Baytown Area Water Authority East Surface Water Treatment Plant. Assistant Director of Utilities Sterling Beaver provided a tour and overview of the operations of the Baytown Area Water Authority East Surface Water Treatment Plant. ADJOURN With there being no further business to discuss, President Bradley Smith adjourned the October, 26, 2021, BAWA Board Regular Mee�i�ttBM49;25 A.M. o -• �- o a � Angela kson, Assistant Secrefa g City of Baytown