City Council Special Meeting

March 19, 2013 The Bastrop City Council met in Special Utility Workshop Meeting on Tuesday, March 19, 2013 at 6:15 p.m. at the Bastrop City Hall Council Chambers, 1311 Chestnut Street, Bastrop, Texas. Members present were Mayor Terry Orr and Council Members Joe Beal, Ken Kesselus, Kay Garcia McAnally and Dock Jackson. A. CALL TO ORDER At 6:15 p.m., Mayor Terry Orr called the meeting to order with all members present, with the exception of Willie DeLaRosa who was absent. B. UTILITY WORKSHOP SESSION – THE BASTROP CITY COUNCIL WILL CONVENE INTO A UTILITY WORKSHOP SESSION TO: 1. DISCUSS AND EVALUATE ANY AND ALL MATTERS RELATED TO THE CITY’S UTILITIES, SPECIFICALLY CURRENT AND FUTURE PROVISION OF WATER/WASTEWATER AND ELECTRIC SERVICE TO THE CITIZENS OF THE CITY AND IN THE EXTRATERRITORIAL JURISDICTION, INCLUDING BUT NOT LIMITED TO THE PROTECTION AND PRESERVATION OF FUTURE WATER AND ELECTRIC SOURCES, OPERATIONS, COMPETITIVE MATTERS, POTENTIAL UPGRADES, PLANNING AND THE RESOLUTION OF UTILITY ISSUES, AS THEY ARISE. a. DISCUSSION ABOUT SCHEDULE AND TIMELINE FOR SHORT- TERM AND LONG-TERM WATER SO THAT A DECISION CAN BE MADE BY JUNE 1, 2013 (COUNCIL CONSENSUS AT RETREAT WORKSHOP ON MARCH 9, 2013 TO PLACE THIS ITEM ON AGENDA FOR DISCUSSION. At 6:17 p.m., Mayor Orr convened the Bastrop City Council into a Utility Workshop Session to discuss: 1. Discuss and evaluate any and all matters related to the City’s utilities, specifically current and future provision of water/wastewater and electric service to the citizens of the City and in the extraterritorial jurisdiction, including but not limited to the protection and preservation of future water and electric sources, operations, competitive matters, potential upgrades, planning and the resolution of utility issues, as they arise. City Manager, Mike Talbot stated he had asked staff to do a presentation tonight on things that are done in the utilities departments, Bastrop Power & Light and Water & Wastewater, on a daily basis and may be things that we take for granted. Water & Wastewater Director, James Miller addressed the Council. Mr. Miller stated he and Alfonso Carmona will be giving a PowerPoint presentation on the City’s Water and Wastewater operations. Mr. Miller and Mr. Carmona’s presentation on water operations included the following: 1) Map showing City water well locations; 2) Water production, amount sold and revenue; 3) Upcoming Planned Developments in the City; 4) Water leak report; 5) Fire protection; 6) Water Storage & water source; and 7) Report cards. Discussion was held among Council, Mr. Talbot, Mr. Miller and Mr. Carmona regarding the topics covered in the presentation on the City’s water operations. Mr. Miller and Mr. Carmona’s presentation on wastewater operations included the following: 1) Water CCN map and Wastewater CCN map; 2) Wastewater consumption, connections and revenues and 3) City’s sewer system. Mr. Carmona then gave a demonstration of the City’s SCADA System. Discussion was held among Council, Mr. Talbot, Mr. Miller and Mr. Carmona regarding the topics covered in the presentation on the City’s wastewater operations and the SCADA System. Bastrop Power & Light Director, Curtis Ervin addressed the Council. Mr. Ervin called the Council’s attention to the projection screen displaying a map which showed the boundary line of the City’s public utility service area. Mr. Ervin’s presentation included information on the following: 1) Substation information and feeders; 2) Types of outages; and 3) Average outage time – 28 minutes. Discussion was held among Council, Mr. Talbot and Mr. Ervin regarding the topics covered in the presentation on the Bastrop Power & Light operations. Chief Financial Officer, Karla Stovall addressed the Council. Ms. Stovall gave a presentation on the following topics: 1) Utility Statistic Report; 2) Sales & Services; 3) Utility Department staff – customer service and meter readers; and 4) Service order statistics. Discussion was held among Council, Mr. Talbot and Ms. Stovall regarding the topics covered in the presentation given by Ms. Stovall. a. Discussion about schedule and timeline for short-term and long-term water so that a decision can be made by June 1, 2013 (Council consensus at Retreat/Workshop on March 9, 2013 to place this item on Agenda for discussion. City Manager, Mike Talbot stated he is working on a schedule that contains four areas that he believes are the most important. The first area is that tomorrow night the Lost Pines Groundwater Conservation District will probably be lifting the moratorium they had placed permitting wells. Mr. Talbot stated the City of Bastrop has submitted permits and after tomorrow night the City should have some idea of how long it will take us to receive a permit. Mr. Talbot stated the second area is that he has had a meeting with James Bené regarding the well at Mayfest Hill. Mr. Talbot stated he is really debating which way to go – the City has spent $100,000 between fees and work and is looking at spending another $100,000 for this well. Mr. Talbot stated if the well does not bring in more than 300 gallons per minute, do we want to keep going or look at other areas. Mr. Talbot stated the third area is that one mile from Mayfest Hill, Jason Allen had a water well drilled and it is producing 1800 gallons per minute. Mr. Talbot stated he had a nice long discussion with Mr. Allen regarding this well and how the City could have an agreement with Mr. Allen to purchase the water from him. Mr. Talbot stated there are components of this that he needs to analyze and run through the rate process. Mr. Talbot stated the fourth area is acquiring water from Aqua Water. Discussion was held among Council and Mr. Talbot regarding the four areas listed by Mr. Talbot. Mr. Talbot stated he would try to have an update to the Council for the Tuesday night Council Meeting in regard to the Jason Allen well and discussion with Aqua Water. Mr. Talbot stated he is working on putting together the schedule and timeline for short-term and long-term water and will have that ready if not next week, then the following week. Mr. Talbot reminded the Council that he and Charlotte Gilpin have been working on a matrix for the Water Study and if any of the Council can think of something that should be included in the matrix to help analyze options, please let him know. Discussion was held among Council and Mr. Talbot regarding water conservation and what the City can do to encourage and help people conserve water. C. THE BASTROP CITY COUNCIL WILL ADJOURN THE UTILITY WORKSHOP SESSION AND RECONVENE INTO SPECIAL SESSION. At 8:17 p.m., Mayor Orr reconvened the Bastrop City Council into Special Session. D. ADJOURN. At 8:18 p.m., Kay Garcia McAnally moved to adjourn. Motion was seconded by Dock Jackson and carried unanimously. APPROVED: ATTEST: _________________________ ___________________________ Terry Orr, Mayor Teresa Valdez, City Secretary