San Jacinto River Authority Board of Directors Meeting June 28, 2018
AGENDA SAN JACINTO RIVER AUTHORITY THURSDAY, JUNE 28, 2018-8:00 A.M. GENERAL AND ADMINISTRATION BUILDING 1577 DAM SITE ROAD, CONROE, TEXAS 1. CALL TO ORDER 2. PLEDGES OF ALLEGIANCE 3. PUBLIC COMMENTS (3 minutes per speaker/10 minutes per topic) 4. DIVISION UPDATES - Receive updates from Operational Divisions and General & Administration Division related to ongoing projects, staff reports, or items on the consent agenda. a. G & A: Jace Houston, General Manager b. G & A: Ronda Trow, Public Relations Manager c. G & A: Tom Michel, Director of Finance and Administration d. Woodlands: Chris Meeks, Woodlands Division Manager e. GRP: Mark Smith, GRP Division Manager f. Raw Water: David Parkhill, Director of Raw Water Enterprise g. Lake Conroe: Bret Raley, Lake Conroe Division Manager h. Highlands: Kimberly Wright, Highlands Division Manager i. Flood Management: Chuck Gilman, Director of Flood Management 5. CONSENT AGENDA - This agenda consists of ministerial or "housekeeping" items required by law, such as routine bids, contracts, purchases, resolutions, and orders; items previously approved by Board action, such as adoption of items that are part of an approved budget or capital improvement projects, interlocal agreements, or action which is required by law or delegated to the General Manager; and items of a non-controversial nature. These items will be considered by a single motion unless removed and placed on the Regular Agenda for individual consideration at the request of any Director. G&A a. Approval of Minutes - Regular Meeting of May 24, 2018. b. Unaudited Financials for the Month of May, 2018 Consider approval of the unaudited financials for the month of May, 2018. c. Quarterly Investment Report for the Quarter Ended May 31, 2018 Consider approval of the Quarterly Investment Report for the Quarter Ended May 31, 2018.
GRP d. New GRP Participants Consider authorizing the General Manager, or his designee, to execute letter(s) of assurance to Lone Star Groundwater Conservation District for new participants in the GRP program, as requested, and approve the GRP Contract(s) as presented and authorize the execution of same by the General Manager. RAW WATER ENTERPRISE e. Amendment No. 1 to Work Order No. 3 for Professional Engineering Final Design and Procurement Phase Services Consider authorizing the General Manager to execute Amendment No. 1 to Work Order No. 3 for professional engineering final design and procurement phase services for Main Canal Improvements Design - Lake Houston Pump Station to Siphon 6 in Highlands. 6. REGULAR AGENDA - This agenda consists of items requiring individual consideration by the Board of Directors. a. G&A 1. Appointment of Members to Standing Committees of the Board of Directors b. GRP Announce appointment of members to standing committees of the Board of Directors. 1. Purchase of Valve Exercising Equipment Consider authorizing purchase of valve exercising equipment for the GRP Division. 2. Utility Joint Use Acknowledgement Reimbursable Utility Adjustment Agreement with the Texas Department of Transportation Consider authorizing the General Manager to negotiate and execute Utility Joint Use Acknowledgement Reimbursable Utility Adjustment agreement with the Texas Department of Transportation for GRP water transmission line and fiber optics conduit and cable relocation in The Woodlands. c. RAW WATER ENTERPRISE 1. Lake Conroe Surplus Property Declare to be surplus and authorize the disposal by sale of an approximate 0.074 acre tract of real property located in the Elijah Collard Survey, A-7, near Willis, Texas, and authorize the General Manager to execute all necessary documents to complete the transaction. Agenda Page 2
2. Interlocal Agreement with Harris County Precinct 2 for Wallisville Road Siphon Improvements Consider authorizing the General Manager to negotiate and execute an interlocal agreement with Harris County Precinct 2 for Wallisville Road Siphon Improvements in Highlands. d. FLOOD MANAGEMENT 1. Resolution Authorizing Submission of an Application for Phase II of the Flood Protection Project for the West Fork San Jacinto River Watershed to the Texas Water Development Board Flood Protection Planning Grant Program Consider adoption of a resolution of the Board of Directors of the San Jacinto River Authority authorizing the General Manager to submit an application for Phase II of the Flood Protection Project for the West Fork San Jacinto River Watershed to the Texas Water Development Board Flood Protection Planning Grant Program. 7. BRIEFINGS AND PRESENTATIONS a. Presentation regarding General and Administration 10-Year Project Plan. b. Presentation regarding Highlands Division, Lake Conroe Division, Bear Branch, and Raw Water Enterprise 10-Year Project Plans. 8. EXECUTIVE SESSION (if applicable) Closed Meeting-Executive Session regarding one or more of the topics below: a. Consultation with attorney, pursuant to Texas Government Code 551.071 b. Deliberation regarding real property, pursuant to Texas Government Code 551.072 c. Deliberation regarding prospective gift, pursuant to Texas Government Code 551.073 d. Deliberation regarding personnel matters, pursuant to Texas Government Code 551.074 e. Deliberation regarding security devices, pursuant to Texas Government Code 551.076 9. RECONVENE IN OPEN SESSION FOR ACTION FOLLOWING EXECUTIVE SESSION, IF NECESSARY 10. ANNOUNCEMENTS / FUTURE AGENDA Next San Jacinto River Authority Board Meeting - July 26, 2018 11. ADJOURN All items on the agenda are for discussion and/or action. The Board of Directors reserves the right to adjourn into executive session at any time during the course of this meeting to discuss any of the matters listed above, as authorized by Texas Government Code Sections 551.071 (Consultation with Attorney), 551.072 (Real Property), 551.073 (Prospective Gifts), 551.074 (Personnel Matters), and 551.076 (Security Devices). Persons with disabilities who plan to attend this meeting and would like to request auxiliary aids or services are requested to contact Cynthia Bowman at (936) 588-3111 at least three business days prior to the meeting so that appropriate arrangements can be made. Agenda Page 3
4 Receive updates from Operational Divisions and General & Administration Division 06/28/2018 related to ongoing projects, staff reports, or items on the consent agenda. FUNDING SOURCE: N/A ATTACHMENTS: N/A No action required.
5a Consider approval of minutes from the Board of Directors meeting of May 24, 2018. 06/28/2018 FUNDING SOURCE: N/A ATTACHMENTS: Minutes Approve the minutes of the May 24, 2018, Board of Directors meeting.
5b Consider approval of the unaudited financials for the month of May, 2018. 06/28/2018 The monthly unaudited financial statements are intended to keep the Board of Directors apprised of the ongoing financial condition of the Authority. The monthly statements include Financial Highlights, Schedules of Revenues and Expenses (Actual and Budget), Unaudited Balance Sheet, Unaudited Statement of Revenues and Expenses (Summary), and Schedule of Investments. FUNDING SOURCE: N/A ATTACHMENTS: Unaudited Financials Approve the unaudited financial statements for the month of May, 2018.
5c Consider approval of the Quarterly Investment Report for the Quarter Ended May 06/28/2018 31, 2018. The Quarterly Investment Report presents the investment balances and activity for San Jacinto River Authority funds, including investment strategy for each fund, in compliance with the provisions of the San Jacinto River Authority Investment Policy and the Public Funds Investment Act (Chapter 2256, Government Code). FUNDING SOURCE: N/A ATTACHMENTS: Quarterly Investment Report Approve the quarterly investment report for the quarter ended May 31, 2018.
5d Consider authorizing the General Manager, or his designee, to execute Letter(s) of Assurance to Lone Star Groundwater Conservation District for new participants in the GRP Program, as requested, and approve the GRP Contract(s) as presented and authorize the execution of same by the General Manager. 06/28/2018 If Lone Star Groundwater Conservation District ( Lone Star ) receives an application for a groundwater well that will withdraw more than 10 million gallons of water per year, the applicant is subject to Lone Star s groundwater reduction rules. When such an application is filed, Lone Star staff requires documentation demonstrating that the applicant will implement a groundwater reduction plan ( GRP ) or join an existing joint GRP. Each of the following has filed such an application with Lone Star and requested that SJRA issue a letter to Lone Star confirming that a contract will be prepared and completed such that the applicant will join SJRA s GRP. East Montgomery County Municipal Utility District No. 4 In addition, a contract to join SJRA s GRP (a GRP Contract ) has been prepared for each of the following and Board approval is now requested. Each GRP Contract is provided as backup. None this month as of preparation of the Board agenda package FUNDING SOURCE: N/A ATTACHMENTS: Request Letter, Historical Usages, Projected Demands, LSGCD Permit, Service Area Map, Letter of Assurance Authorize the General Manager, or his designee, to execute letter(s) of assurance to Lone Star Groundwater Conservation District, as requested, and approve the GRP Contract(s) as presented and authorize the execution of same by the General Manager.
5e Consider authorizing the General Manager to execute Amendment No. 1 to Work Order No. 3 for professional engineering final design and procurement phase services for Main Canal Improvements Design - Lake Houston Pump Station to Siphon 6 in Highlands. 06/28/2018 Firm Name: Project: Type of Services: Halff Associates, Inc. Main Canal Improvements Design - Lake Houston Pump Station to Siphon 6 Professional Engineering Services Type of Agreement: Project Description: Professional Services Work Order Agreement (Contract No. 16-036) Results of preliminary engineering studies recommended improvements to Highlands Division Main Canal levees between the Lake Houston Pump Station and Siphon 6 to provide reliable flow capacity for increasing and future anticipated customer flow demands. Halff Associates was issued Work Order No. 3 to perform final design of the recommended improvements. During Halff s efforts, which included design of both the levee improvements and control gates at Siphon 6, it was determined that the most efficient and appropriate path for the project was to split the levee and control gate efforts into separate construction contracts and procurement packages. This required Halff to prepare two separate sets of plans and specifications, therefore exceeding their original scope. Additionally, design changes were requested during the project in the form of changing from retaining wall(s) to gabions in one location along the levees. Amendment No. 1 provides for reallocation of funds from unused or partially unused tasks in the original scope of work to allow appropriate compensation for design efforts performed by Halff, and deduction of remaining unused task compensation, resulting in a net overall deduction. Key Deliverable(s): 100% Contract Documents Project Closeout Type of Comp. (WO No. 3, AM No. 1)/Amt.: Due Date(s): Complete July 6, 2018 Lump Sum and Cost Plus Multiplier with Not-to- Exceed/-$8,147.10 Original Fee for Work Order No. 3: $ 324,629.00 (Board Approved January 26, 2017) Amendment No. 1 to Work Order No. 3: $ -8,147.10 (Recommended Action) Total Amount of Work Order No. 3: $ 316,481.90 Construction Cost: $4,170,000.00 (Est.) Anticipated Completion Date: July 6, 2018 *See attached Exhibit 1 for additional information on prior work orders. FUNDING SOURCE: Bonds ATTACHMENTS: Exhibit 1, Map, Amendment No. 1 to Work Order No. 3, Level of Effort, Schedule Authorize the General Manager to execute Amendment No. 1 to Work Order No. 3 in the deductive amount of ($8,147.10), with Halff Associates, Inc., for professional engineering final design and procurement phase services for Main Canal Improvements Design - Lake Houston Pump Station to Siphon 6 in Highlands.
6a1 Announce appointment of members to standing committees of the Board of 06/28/2018 Directors. FUNDING SOURCE: N/A ATTACHMENTS: N/A No action.
6b1 Consider authorizing purchase of valve exercising equipment for the GRP Division. 06/28/2018 Firm Name: Project: Type of Purchase: Ditch Witch Custom Products and Jim Cox Sales GRP Division Valve Exercising Equipment Valve Exercising Equipment With the assistance of a consultant, the GRP Division developed a valve exercising plan to ensure all air relief, vacuum relief, and isolation valves, plus flushing hydrants, within the GRP s 55-mile network of surface water transmission lines, are exercised and maintained in accordance with manufacturers minimum recommendation of once every five years. The consultant recommended a more frequent schedule of at least every three years in accordance with national best practices, with about a third of the system completed each year. The process is both time consuming and labor intensive, therefore, the consultant recommended the purchase of specialized equipment to allow staff to perform this task more efficiently and less expensively. The equipment consists of a Vacuum System to clean valve access manholes and ground boxes by removing all of the water and debris, a Valve Exerciser to exercise the valves, and software to track the process. The logging system documents all of the data collected for each valve or hydrant (i.e., number of turns, torque requirements, etc.) for future reference. The equipment will allow maintenance personnel to perform the valve exercising in a cumulative time of approximately 96 man-days per year with two, two-man teams working one behind the other. Team One will use the Vacuum System and Team Two will follow behind with the Valve Exerciser. Without the equipment it is estimated the task could take 2 to 3 times as long to complete using shovels with a discharge pump and turning the valves by hand. The Vacuum System can also be used for other tasks such as hydro-excavating to locate water and fiber optic lines without having to use equipment that may damage SJRA lines. Equipment cost: Vacuum System: $48,151.30 (Ditch Witch Custom Products) Valve Exerciser: $30,070.00 (Jim Cox Sales) Total Equipment Cost: $78,221.30 FUNDING SOURCE: ATTACHMENTS: Bond Funded Quote for valve exercising equipment Authorize the purchase of valve exercising equipment in the amount of $78,221.30 from Ditch Witch Custom Products and Jim Cox Sales for the GRP Division.
6b2 Consider authorizing the General Manager to negotiate and execute Utility Joint Use Acknowledgement Reimbursable Utility Adjustment agreement with the Texas Department of Transportation for GRP water transmission line and fiber optics conduit and cable relocation in The Woodlands. 06/28/2018 The SJRA acquired easements associated with the GRP Program for the construction of the Surface Water Transmission System. Along line segment W1A, the Texas Department of Transportation (TXDOT) acquired land for a detention pond associated with the widening of FM 2978 from the underlying fee owner through the use of Eminent Domain. As such, the existing SJRA easement and subsequent 16 water line and associated fiber optic cable are in conflict with the proposed TXDOT detention pond. SJRA staff met with TXDOT to address this conflict. TXDOT provided a Utility Joint Use Acknowledgement Reimbursable Utility Adjustment agreement since TXDOT s project will require the relocation of the fiber optic cable (at TXDOT s expense). This and other TXDOT documents will ensure SJRA s easement rights and physical assets are protected and maintained. As part of this project, SJRA will temporarily relocate the existing fiber optic cable to avoid being damaged by trees being removed to construct the detention pond. This will be placed in a new conduit constructed at the completion of the detention pond. It is envisioned that a protection slab will be placed over the 16 waterline to protect the pipe from damage during the detention pond construction, and for the long-term maintenance of this pond. SJRA is still working with TXDOT to finalize the settlement and relocation documents and cost estimates associated with the relocation work. However, SJRA staff estimates this reimbursable work to require the following costs: Engineering Fees: Consulting Services $ 47,313.00 Design and CPS $ 10,250.00 Total Engineering Fee $ 57,563.00 Construction Cost Estimate: Temporary Fiber Relocation $ 33,600.00 1,200 linear feet; $28/LF Waterline Protection Slab $ 37,950.00 500 feet long, 6 wide, 6 thick 330 SQYD, $115/SQYD Permanent Fiber Relocation $ 7,500.00 500 linear feet; $15/LF Subtotal $ 79,050.00 30% Contingency $ 23,715.00 Total Estimated Construction Cost $102,765.00 FUNDING SOURCE: ATTACHMENTS: TXDOT Reimbursement Utility Joint Use Acknowledgement Reimbursable Utility Adjustment, TXDOT Drawing Authorizing the General Manager to negotiate and execute the Utility Joint Use Acknowledgement Reimbursable Utility Adjustment agreement with the Texas Department of Transportation for the GRP water transmission line and fiber optic conduit and cable relocation in The Woodlands.
6c1 Declare to be surplus and authorize the disposal by sale of an approximate 0.074 acre tract of real property located in the Elijah Collard Survey, A-7, near Willis, Texas and authorize the General Manager to execute all necessary documents to complete the transaction. 06/28/2018 The Authority has received a request from a landowner along the shore of Lake Conroe to purchase a small tract of SJRA property that is adjacent to the landowner s tract. Staff has processed the request in accordance with the Board-approved guidance memo and recommends that the Board declare the tract surplus and dispose of it via sale to the adjacent landowner as outlined below. Buyer: Jose J. and Maria Fonseca Description: A 0.074 acre parcel in the Elijah Collard Survey, A-7 Location: MCAD Land Value: 11338 Hillside Drive Willis, TX 77318 (Survey and legal description attached) $162,220.00 / 44,936 sq. ft. = $3.61/sq. ft. SJRA Tract Value: ($3.61 X 3,219 sq. ft.) / (0.8 factor) = $14,525.74 Attorney Closing Cost: $2,000.00 Disposal Sale Price: $16,525.74 FUNDING SOURCE: ATTACHMENTS: N/A MCAD Data Sheet, and Metes and Bounds Survey Declare to be surplus and authorize the disposal by sale of an approximate 0.074 acre tract of real property located near Willis, Texas, at a price of $16,525.74, and authorize the General Manager to execute all necessary documents to complete the transaction.
6c2 Consider authorizing the General Manager to negotiate and execute an interlocal 06/28/2018 agreement with Harris County Precinct 2 for Wallisville Road Siphon Improvements in Highlands. In late 2017, Harris County Precinct 2 (the County ) approached the San Jacinto River Authority ( SJRA ) with the information that they planned to widen East Wallisville Road and expand its right-of-way where it crosses over SJRA s Highlands Division East Canal and associated easement and siphon structure. Widening of the road and County right-of-way, along with the County s installation of a new storm sewer would lead to a conflict with SJRA s existing siphon structure, therefore requiring that the structure be relocated. SJRA and the County have since coordinated on the most efficient methods of eliminating this conflict, and have determined that the most appropriate path forward is for SJRA to abandon the existing siphon and construct a new siphon structure across the expanded East Wallisville Road right-of-way prior to the County performing the road widening construction. SJRA s structures located within the existing right-of-way are subject to relocation at SJRA s expense. However, SJRA s structures located outside of the existing right-of-way (and within the proposed expansion of the right-of-way) are subject to relocation at the County s expense. Therefore, the County has agreed to fund fifty percent (50%) of SJRA s construction costs for the overall relocation project, up to an amount of $1,259,375.00. This interlocal agreement will provide the contractual agreement between SJRA and the County defining all project and funding responsibilities related to the East Wallisville Road widening and related siphon improvements project. The Board is requested to delegate authority to the General Manager to negotiate, finalize, and execute the interlocal agreement for SJRA. SJRA s final design of the siphon improvements is currently on-going and it is anticipated that the siphon improvements construction project will be presented for consideration at the December 2018 SJRA Board of Directors Meeting. The project will ultimately result in the replacement of the existing approximately fiftyyear old single 48-inch siphon pipe and associated structures with dual 48-inch siphon pipes, updated intake and discharge structures, and flow control gates and meet SJRA current design standards for the East Canal. FUNDING SOURCE: ATTACHMENTS: Cash, County Contribution, Bonds Interlocal Agreement, Map Authorize the General Manager to negotiate and execute an interlocal agreement with Harris County Precinct 2 for Wallisville Road Siphon Improvements in Highlands.
6d1 Consider adoption of a resolution of the Board of Directors of the San Jacinto River Authority authorizing the General Manager to submit an application for Phase II of the Flood Protection Project for the West Fork San Jacinto River Watershed to the Texas Water Development Board Flood Protection Planning Grant Program. 06/28/2018 In 2016, the San Jacinto River Authority (the Authority ) was awarded a grant for Phase I of the Flood Protection Project for the West Fork San Jacinto River Watershed. As part of Phase II, the Authority will consider the feasibility of regional flood detention in the Spring Creek Watershed and the development of a Flood Forecasting and Gate Operations tool for Lake Conroe. The Authority has begun coordination with five (5) different Municipal Utility Districts ( MUDs ) within the Woodlands Township and Harris County to identify specific location(s) where one or more flood storage reservoirs are feasible in the Spring Creek Watershed, including approximate size and boundaries of storage facilities. MUDs 1, 7, 46, 60, and 386 will work with the SJRA and provide matching funds in connection with the project. As part of the project, specific location(s) for one or more regional flood storage reservoirs in the Spring Creek watershed will be evaluated to determine the feasibility of reducing the potential for downstream flooding, including approximate size and boundaries of potential detention facilities. The project will assess the general design, approximate cost, and the possible environmental impacts for construction of a regional storage reservoir at various sites. A final report of the findings will be presented to sponsors and all other interested parties, including the Harris County Flood Control District which could use the results of the study in the San Jacinto Basin Regional Flood Study. Ultimately, a siting study would be particularly beneficial to the MUDs, The Woodlands Township, and communities surrounding Spring Creek and those downstream of Spring Creek, specifically communities in northwest Harris County. Additionally, the Authority will seek additional funds in the grant application to develop a Flood Forecasting and Gate Operations Tool for Lake Conroe. This portion of the project will develop an operational tool for the Lake Conroe watershed which uses automated real-time data retrieval of observed precipitation from the Authority s weather monitoring stations, forecast of future precipitation from the National Weather Service, lake level and stream flow from USGS, and current gate openings from SJRA. This data will be used as input into an operational model, which will be configured to automatically process differing amounts and/or distributions of the forecast precipitation to predict the resulting runoff and evaluate a range of gate operations. The matching funds for this portion of the study are expected to be $150,000, and will be provided by the Lake Conroe Division. The Flood Forecasting and Gate Operations Tool will be beneficial as it will allow SJRA to better manage reservoir operations and provide other regional stakeholders more accurate information regarding potential future gate operations during rainfall events. FUNDING SOURCE: Cash ATTACHMENTS: Resolution : Adopt a resolution of the Board of Directors of the San Jacinto River Authority authorizing the General Manager to act on behalf of the Authority to: (i) submit an application for the Texas Water Development Board Flood Protection Planning Grant Program; and (ii) enter into a contract with MUDs 1, 7, 46, 60, and 386 to conduct the project under the grant program.