MINUTES OF DEERHAVEN WCID MEETING
Saturday, July 17, 2015 at 1:00 P.M. Real Estate Office, 101 Deerhaven Drive, Horseshoe Bay, Llano County, Texas
A special meeting of the Board of Directors of the Deerhaven Water Control and Improvement District was held on the 17th day of July, 2015 at 1:00 P.M., at the Real Estate Office, 101 Deerhaven Drive, Horseshoe Bay, Llano County, Texas. Notices of the time, place and the subject of the meeting, and the actions to be taken at the meeting, were posted at the places and for the time required by the laws of the State of Texas.
Mary Armagost – acting secretary
Director James Maughan and Tim Dykes were unable to attend.
Also in attendance were Tom Armagost, General Manager; Tom Brown and Adam Luke with Naismith Engineering, Inc.; and Hank Lewis and Gaspar Caracheo, with Nelson Lewis, Inc.
1. Director Dietert called the meeting to order and established a quorum as indicated above.
2. Approve minutes from June 13, 2015 meeting.
It was noted that these minutes should have indicated June 27, 2015 rather than June 13, 2015. A motion was made by Director Rudenstein and seconded by Director Hendricks not to approve these minutes as presented, but to approve the June 27, 2015 minutes and the minutes from this meeting at the next scheduled meeting. The motion carried unanimously.
3. Pre-Construction Meeting for the Deerhaven WCID Water System Improvements project.
Adam Luke with Naismith Engineering presented the Board with a Pre-construction Meeting Agenda. A copy of this Agenda becomes a part of these minutes.
a. Introduction of personnel and exchange of contact information:
Board members listed above.
Nelson Lewis, Inc.
Naismith Engineering, Inc.
A sign-in sheet was passed around for all parties to provide contact information and will be e-mailed to everyone after the meeting. Gaspar Caracheo provided his business card to everyone.
b. Design intent, contract and drawings:
Adam Luke presented those in attendance with a brief explanation of design and special features of the project, specifications, drawings, etc. Nelson Lewis requested two full-size copies of the plans. Discrepancies between the quantities of asphalt pavement repair between the drawings and bid documents were noted by Nelson Lewis. These discrepancies will be reconciled as the project progresses.
c. Scheduling and coordination:
This discussion included construction duration and estimated contract dates. The current starting date is scheduled for mid-August pending a Notice to Proceed from the Texas Water Development Board. The contract time for construction is 150 days. The contractor requested that the Notice to Proceed be coordinated with availability of their crews to begin work. Hours of operation will be from 7:00 a.m. to 6:00 p.m. on weekdays, and to begin no earlier than 8:00 a.m. on Saturdays. No work shall occur on Sundays. Operation, phasing, and sequencing of work by the contractor will include notification to residents and the Horseshoe Bay Fire Department. The contractor indicated that road closures most likely will not be necessary. The contractor was directed not to have private driveways closed for more than 2 hours. Homeowners will be notified of any water outages prior to shut-off or as soon as possible after the outage. Door-to-door communication and use of the District’s mass e-mail will be used to notify homeowners.
d. Staging area and job site use:
The District will provide a staging area for the contractor’s use. The staging area will be lots 249 and 250. This area may be used for parking, material and debris storage, deliveries, and temporary storage of salvage materials. The contractor indicated that excess spoils will be produced and are available free of charge to interested residents. The existing condition of site shall be documented prior to construction. This will include review of the project area with Deerhaven and Horseshoe Bay officials. Before and after photos shall be taken. The contractor indicated that it will videotape the project area prior to beginning construction, and will send a copy to the Engineer. Dust control will be maintained during construction. Contractor shall correct and/or restore any damage to original conditions.
e. Use of Owner’s property, water, and other facilities.
In addition to use of Deerhaven property, the District will provide construction water to the contractor. Nelson Lewis will provide a temporary 2” water meter to report water usage to the District.
f. Construction methods and safety procedures:
Means and methods of construction are the prerogative of the contractor. Contractor shall follow and comply all applicable OSHA safety regulations.
g. Requests for Information and partial payment requests:
Any changes or problems encountered in the field shall be reported to the Engineer as soon as possible. The Engineer shall respond to all requests for information, and issue any construction change directives or change orders. All partial payment requests shall be sent to the Engineer. Any requested changes from the Board must have approval from the Engineer.
h. Final acceptance/closeout:
Contractor shall formally notify the Engineer when ready for substantial completion and final inspection. A punch-list will be prepared, addressed, and returned to the Engineer. Project will be complete when Engineer signs final pay request.
Tom Armagost advised the board that he contacted Steve Webb to fill the position of Inspector. Steve is currently maintaining the water and sewage systems for Llano County MUD #1 (Blue Lake). Prior to that, he was employed by Horseshoe Bay Utilities. At this time, Steve has not accepted the offer. The TWDB cannot issue a Notice to Proceed until a proposal and scope of work for an inspector is in place.
There being no further business to come before the Board a motion was made by Director Hendricks and seconded by Director Rudenstein to adjourn. The motion carried unanimously.
Jeff Rudenstein, Secretary