SSLGC 10-18-2007
MINUTES OFTHE .
SCHERTZ-SEGUIN LOCAL GOVERNMENT CORPORATION
THE STATE OF TEXAS ~
COUNTY OF GUADALUPE ~
SCHERTZ-SEGUIN LOCAL ~
GOVERNMENT CORPORATION ~
On this the 18th day of October, 2007, the Schertz-Seguin Local Government Corporation
convened at 1:35 p.m. in the City of Seguin Council Chambers located at 210 E. Gonzales,
Seguin, Texas. The following members being present and in attendance:
Sydney Bauer
Ken Greenwald
Jim Wolverton
Robin Dwyer
Betty Ann Matthies
Hal Baldwin
Vice-President
Secretary
Treasurer
Director
Ex-Officio
Ex-Officio
and the following directors being absent:
Ramon Cook
President
constituting a majority of the persons appointed to the Board and a quorum for the
transaction of business, and notice of such meeting having been duly given in accordance
with the provisions of Texas law. Also in attendance were:
Alan Cockerell
Doug Faseler
Don Taylor
John Bierschwale
Dick Hettinger
Crockett Camp
Bill Klemt
John Winkler
General Manager
Seguin City Manager
Schertz City Manager
Schertz Assistant City Manager
Legal Counsel (Davidson & Troilo)
Consultant
Hydrologist Consultant
Consultant (Bury&Partners)
The f"rrst order of business was the callin2: of the meetin2: to order.
Vice-President Sydney Bauer called the meeting to order at 1 :35 p.m.
The second order of business was public comment.
Mayor Betty Ann Matthies and Mayor Hal Baldwin thanked Barry Miller, general manager
of the Gonzales County Underground Water Conservation District, for his cooperation in
facilitating the renewal of the Corporation's pumping permits in Gonzales County.
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The third order of business was approval of the minutes for the board meetin2: held on
September 20. 2007.
Treasurer Jim Wolverton made a motion to approve the minutes of the September 20,
2007 meeting as written. Secretary Ken Greenwald seconded the motion. Upon a vote
being called, the motion carried by unanimous decision.
The fourth order of business was presentation of the General Mana2:er's report - Alan
Cockerell. General Mana2:er.
A copy of Mr. Cockerell's written report was included in the board agenda packets.
Mr. Cockerell referred to his report and noted that upon advice from Counsel Patrick Lindner
a few revisions in the format of the meeting agenda had been made.
Mr. Cockerell added the following items to his report:
Lime-Feed System
Mr. Cockerell reported that he, Water Utility Manager John Schraub, Water Systems
Manager Dan Drugan, two operators and a group from Bury+Partners visited a Houston plant
which operates with a liquid lime feed system similar to the one the Corporation is
considering. He noted that Houston plant personnel like the system very well and have few,
if any, issues with it. The system has been in place for approximately three years and has
minimal lime build-up. They have a small problem with plugging of chemical feed lines.
SSLGC should not experience the same problem because the Corporation does not pump
chemicals as long a distance as the Houston plant. The Houston plant has an advantage of
minimal transportation charges as the liquid lime is produced near its plant site. The lime
producer does plan to .initiate a larger customer base in the New Braunfels area which would
be cost effective for the Corporation.
In the near future Mr. Cockerell and Bury+Partners personnel plan to inspect a new lime tank
that has the latest modern controls which would make it functional for the Corporation's
system.
Installation of Stainless Steel Pumps
The cast iron pump in Well #6 is in the process of being pulled and replaced with a stainless
steel pump. It has corrosion holes in the body of its bowL Production has decreased in Well
#5. The Corporation plans to replace its cast iron pump with a stainless steel pump which is
presently stored in the warehouse. Another stainless steel pump budgeted for FY2007/2008
will be ordered shortly. With the installation of stainless steel pumps in Well #5 and Well
#6, three will be in the ground and five will be ordered to complete the project of replacing
all cast iron pumps with stainless steel pumps.
Mr. Cockerell asked for additional questions regarding his report. With no . further
discussion, Vice-President Bauer moved to Agenda Item #5.
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The ruth order of business was SSLGC's Annual Audit -. Alan Cockerell. General
Mana2:er and Susan Caddell. Director of Finance.
(a) Engagement Letter from Nancy Vaughn, Armstrong, Vaughan & Associates for
SSLGC's FY2006/2007 Audit
Mr. Cockerell referred to an engagement letter from Nancy Vaughn with Armstrong,
Vaughan & Associates for SSLGC's FY2006/2007 audit and to Resolution SSLGC R07-14
which were provided in the board agenda packets. He requested approval of the resolution to
authorize him to sign the engagement letter in order to retain Armstrong, Vaughan &
Associates for SSLGC's audit services.
Treasurer Wolverton made a motion to approve authorization for General Manager
Cockerell to negotiate the engagement letter from Armstrong, Vaughan & Associates
for SSLGC's FY2006/2007 audit services. Secretary Greenwald seconded the motion.
Upon a vote being called, the motion passed by unanimous decision.
(b) FY2007/2008 Audit Proposals
Mr. Cockerell reported that Requests for Proposals were submitted to 10 accoUnting :firms for
SSLGC's FY2007/2008 annual audit. Two proposals were received. A handout was
provided to the board to show comparisons between the two proposals. One firm audits the
City of Schertz and the other audits the City of Seguin. In order to build a relationship with a
firm, SSLGC will follow the City of Seguin's plan, a three-year schedule with an option to
renew on an annual basis.
After discussion board members agreed a good practice would be to charige auditors at least
every five years. To possibly take advantage of the decrease in costs of an auditor
performing the audits for the City of Seguin and SSLGC, Finance Director Susan Caddell
will combine the City and SSLGC's Request for Proposals and send them out in February or
March, 2008. When the proposals are received, board members can elect to retain the same
auditor as the City of Seguin to reduce costs or retain an independent auditor for the
Corporation. They should have several auditors to choose from.
Treasurer Wolverton made a motion to take no action on the two FY2007/2008 Audit
Proposals which were received. Secretary Greenwald seconded the motion. Upon a
vote being called, the motion passed by unanimous decision.
The sixth order of business was the Contract between SSLGC and Crockett Camp -
Crockett Camp. Proiect Mana2:er.
Mr. Camp deferred Agenda Item #6 to Executive Session.
The seventh order of business was Water Lease Contracts for Guadalupe County -
Crockett Camp. Project Mana2er.
Vice-President Bauer deferred Agenda Item #7 to Executive Session.
The ei2:hth order of business was Water Lease Contracts for Gonzales County -
Crockett Camp. Project Mana2:er.
. Vice-President Bauer deferred Agenda Item #8 to Executive Session.
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The ninth order of business was Guadalupe County Project Status - Alan Cockerell.
General Mana2:er and John Winkler. Burv+Partners.
General Manager Cockerell deferred Agenda Item #9 to Executive Session.
The tenth order of business was Gonzales County Project Status - Alan Cockerell.
General Mana2:er and John Winkler. Burv+Partners.
a) Additional 4 Wells and Cash Flow
Mr. Cockerell referred to a summary time-line and projected cash flow data for
additional Gonzales County wells which were provided in the board agenda packets.
The data reflects that $9.6 million is necessary to complete construction of the wells
and put them into service. The time-line shows the wells to be in production by
September 2009. Any delays, e.g., delays in the permitting process, would push the
production date out to 2010.
Mr. Cockerell noted that Construction Fund and Future Development Fund data had
been updated and included in the board agenda packets. Balances of the Construction
Fund and Future Development Fund as of September 30, 2007, are approximately
$4.8 million and $126,000, respectively. To complete construction of the four wells,
the Corporation will have to secure additional funding. This data will be updated and
included in the board agenda packets on a monthly basis.
b) Approval for Amendment 10 to Agreement ,for Professional Engineering
Services between SSLGC and Bury+Partners-Public Works, Inc., for Filter
Control System Improvements
Mr. Cockerell referred to Amendment 10 to the Bury+Partners contract which was
provided in the board agenda packets. It included a time-line for the lime-feed
system, ROF controllers and media replacement and projected cash flow data.
Amendment 10 specifically addresses engineering with estimated costs of
construction for the improvement of the filter control system. Detailed cost estimates
are provided in Exhibit CI0 of the Amendment. Approval of this Amendment will
enable Bury+Partners to begin the design phase of the filter control system
improvements.
Processes on the time-line which include installation of the lime-feed system,
installation of new filter media on three filters, repair of internal filter coating damage
on three filters and installation of ROF controllers on nine filters relate to SSLGC's
existing plant and can be done concurrently for cost effectiveness. Mr. Cockerell
noted that the construction completion date of April 20, 2008, shows when these
projects should be finished and does not mean that all three filters will be down until
that time. Filter media replacement and refurbishment will be done one filter at a
time. The projected cash flow data sheet shows repair of three filters the winter of
2008 and six filters the winter of 2009. It also shows the Corporation will need
approximately $2.2 million to complete these projects.
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Installation of the lime-feed system is critical to the filter media replacement and
repair in order to regulate the pH and maintain the filters.
Rate-of-flow controllers were mandated byTCEQ, but a time-line for installation had
not been indicated. At the next TCEQ visit, the Corporation plans to show its
construction plans to TCEQ, with timing based on financing and availability of the
filters. Treasurer Wolverton asked if TCEQ could review and approve the plan.
Consultant John Winkler advised board members that TCEQ had already directed the
Corporation to install the rate-of-flow controllers and would send a letter of
compliance after the project is completed. Mr. Winkler suggested coupling the
installation of the rate-of-flow controllers with the rehabilitation of the filters during
the winter of2008 and/or the winter of2009.
Mr. Cockerell proposed to purchase parts and equipment now to take advantage of
today's prices or to purchase with delayed delivery options. After discussion, most
agreed the warranty would be an issue with parts and equipment bought today and
shelved, as the warranty takes effect when the purchase is made. The board directed
General Manager Cockerell to look into purchases with a delayed delivery.
Treasurer Wolverton made a motion to approve the Proposal for Professional
Engineering Services, Filter Control System Improvements, Amendment 10 to
the Agreement for Professional Services between SSLGC and Bury+Partners-
Public W o:t;'ks, Inc. Secretary Greenwald seconded the motion. Vpon a vote
.being called, the motion passed by unanimous decision.
c) Approval for Amendment 11 to Agreement for. Professional Engineering
Services between SSLGC and Bury+Partners-Public Works, Ine., for Media
Replacement
Mr. Cockerell referred to Amendment 11 which was included in the board agenda
packets. This Amendment provides Bury+Partners authorization for engineering
services to replace filter media within three of the existing pressure filters, to inspect
the filter internal components for possible damage, and to repair damage to the
internal coating of these filters. Approval is needed for funding. Scheduling will be
fine-tuned as needed.
Treasurer Wolverton made a motion to appr9ve the Proposal for Professional
Engineering Services, Media Replacement, Amendment 11 to the Agreement for
Professional Services between SSLGC and Bury+Partners-Public Works, Inc.
Secretary Greenwald seconded the motion. Upon a vote being called, the motion
passed by unanimous decision.
The eleventh order of business was presentation of consultant report -
Crockett Camp. Consultant.
Mr. Camp deferred Agenda Item #11 to Executive Session.
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The twelfth order of business was presentation of consultant report - Bill Klemt.
Hvdrolosdst Consultant.
A copy of Mr. Klemt's report was included in the board agenda packets. Mr. Klemt reported
that water levels had been measured September 17~18, 2007, in Gonzales County and
September 16, 2007, in Guadalupe County. Due to a wet spring and summer, water levels
are up. Mr. Klemt referred to Tables I and 2 in his report which shows the drawdown for
each individual well for the period of September 2002 to September 2007 and from
September 2002 to January 2007, respectively. He added that Figure 2, a map included in
the report, shows drawdown for the period September 2002 to September 2007. Figure 3 is a
water-level map which shows the water-level surface of the Carrizo-Wilcox aquifer (altitude
above sea level) primarily in Gonzales County. The water-level surface map indicates the
stresses that SSLGC well fields put on the aquifer. Four wells which Mr. Klemt uses as
index wells are up eight feet from September 2006. The Springs Hill well field has
recovered 11 feet for the period of September 2006 through September 2007. Mr. Klemt
believes that the increase is due to a combination of demand reduction and Artesian rebound.
A decline of two psi or five ft. for the period of September 2002 to September 2007 was
reported for Smiley's well field. Mr. Klemt believes that a cone of depression between
Smiley and Nixon is due to faulting in the area and lack of hydraulic communication.
Vice-President Bauer closed General Session at 2:30 p.m. and opened Executive Session at
2:50 p.m.
Executive Session was held from 2:50 p.m. to 3: 17 p.m.
Vice-President Bauer closed Executive Session at 3:17 p.m. and opened General Session at
3:18p.m.
As a result of Executive Session:
Vice-President Bauer called the meeting to order and reverted to Agenda Item #7, water lease
contracts for Guadalupe County and Agenda Item #8, water lease contracts for Gonzales
County.
Treasurer Wolverton made a motion to enter into lease agreements with Carlos D.
Brawner and John Sample. Director Dwyer asked that the motions be made separately
as the Brawner lease is in Guadalupe County and the Sample lease is in Gonzales
County. Treasurer Wolverton amended his motion to enter into a lease agreement with
Carlos D. Brawner. Secretary Greenwald seconded the motion. Upon a vote being
called, the motion carried four to zero. . Director Dwyer abstained.
Treasurer Wolverton made a motion to enter into a lease agreement with John Sample.
Secretary Greenwald seconded the motion. Upon a vote being called, the motion passed
by unanimous decision.
No action was taken on Agenda Item #9 or Agenda Item #11 as result of Executive Session.
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The thirteenth order of business was to set date and discuss a2:enda items for next
board meetin2:.
The next regular board meeting was scheduled November 15, 2007, in Schertz.
Mr. Cockerell reported that the agenda would be discussed at the next City Managers'
meeting two weeks prior to the November 15th board meeting.
No additional discussion and/or comments were discussed.
The fourteenth order of business was adjournment.
Vice-President Bauer declared the meeting adjourned at 3:21 p.m.
MINUTES APPROVED TillS
4.11 DAYOF
ZJ&!. I
,2007.
~~~
Ken Grefnwald
Secretary
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