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HomeMy WebLinkAboutMIN 08.09.2011 CC-RThe City Council of the City of Georgetown, Texas, met in Regular Session on the above date with Mayor George Garver presiding. Council Present: Patty Eason, Danny Meigs, Bill Sattler, Pat Berryman, Tommy Gonzalez, Troy Hellmann, Rachael Jonrowe Council Absent: All Council Present Staff Present. Paul E Brandenburg, City Manager; Rachel Saucier, Deputy City Secretary; Micki Rundell, Chief Financial Officer; Robert Fite, Fire Chief; Bridget Chapman, Acting City Attorney; Kathy Ragsdale, Environmental Services Director; Rachel Osgood, Environmental Services Coordinator; Edward G. Polasek, Transportation Services Director; Bill Dryden, Transportation Engineer; Terry Jones, Support Services Construction Manager; Mike Peters, Information Technology Director; Laurie Brewer, Deputy City Manager Regular Session = To begin no earlier than 06:25 P (Council may, at any time, recess the Regular Session to convene an Executive Session at the request of the Mayor, a Councilmember, or the City Manager for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551.) Comments from the Mayor - Welcome and Meeting Procedures Berryman responded that CAPCOG is going through reductions in funding from the state government. She noted CAPCOG carries those with disabilities, the aged, and training for police. She said the reductions are coming from the federal down to the state level. She mentioned, CARTPO, the Capital Area Rural Transportation Organization, is getting come funding, but Williamson County has too large of a population. She suggested more funds could come from CAMPO. .CAMPO Garver said he is privileged to serve on CAMPO and represent Georgetown. He noted that the August meeting has been cancelled for the Policy Board; however, as the Chair of the Budget, Audit, and Finance Committee and the recent meeting included discussions with personnel who run CAMPO about the need for additional people. They requested four additional individuals to help with projects that have an impact on new highways, modeling, and planning for the area. He said Committee consensus indicated that these things are desirable and needed but the financial situation does not lend itself to quick action and the Policy Board's decision is yet City Council Meeting Minutes/ Page 1 of 7 Pages to be seen. Garver noted the opportunity to deliver a request, prepared by City staff, to acquire funds for the Southwest Bypass. He added the process has now begun for CAMPO to evaluate the requests for funds from all applicants to determine eligibility. - Lone Star Rail District Garver introduced the Lone Star Rail District and Councilmember Eason. Eason responded that the Executive Committee met on Friday, August 5. She noted that she was not in attendance but will forward the agenda and reports associated with each item to Council. - 1-35 Corridor Segment 3 Committee Garver introduced the 1-35 Corridor Segment 3 Committee and Councilmember Hellmann. Hellmann responded that there is nothing to report at this time. City Manager Comments - 2011112 Budget Calendar - End of Season Pool Schedule - Water Management Schedule Action from Executive Session .Garver commented on the process of Executive Session and noted Council does not always make a motion on every item discussed. He did introduce four motions to present from today's Executive Session for public disclosure. Garver introduced Eason, as Mayor Pro Tem, to read the motions for action to Council. Motion by Eason, second by Berryman to authorize the mayor to sign a letter of intention to the developer stating the City's intention to issue bonds for a conference center on terms as discussed in Executive Session. Approved (7-0) Motion by Eason, second by Berryman to authorize the City Manager to release an executive summary of the deal points as discussed in Executive Session to the hotel developer. Approved (7-0) Motion by Eason, second by Berryman to terminate the pending sales purchase contract for the GUS Satellite Service Center property as discussed in Executive Session. Approved (7-0) Motion by Eason, second by Berryman to approve the real estate purchase contract for purchase of the Avery property on terms discussed in Executive Session. Approved (7-0) Public Wishing to Address Council On a subject that is posted on this agenda: Please fill out a speaker registration form which can be found on the table at the entrance to the Council Chamber. Clearly print your name and the letter of the item on which you wish to speak and present it to the City Secretary on the dais, preferably prior to the start of the meeting. You will be called forward to speak when the Council considers that item. On a subject not posted on the agenda: Persons may add an item to a future City Council agenda by contacting the City Secretary no later than noon on the Wednesday prior to the Tuesday meeting, with the subject matter of the topic they would like to address and their name. The City Secretary can be reached at 512/930-3651. B - Charles Aguillon regarding supports for an Arts Center Speaker, Charles Aguillon, noted his privilege to work in the arts community for several years. He said Georgetown has an arts community that rivals cities twice as large and called attention to the symphony and theater. He stated that Georgetown has an opportunity to make a statement in the region through a commitment to the visions articulated in the City Master Plan, the IF Marketing Report, and the Citizen's Bond and Facility Recommendations that support an Arts Center in the downtown area. He indicated his experience with bonds and facilities in the public sector and his familiarity with the difficulty of making decisions regarding allocating space. Aguillon stated that an Arts Center would remove one question from the complexity of City facilities management. C - Tamara Hudgens regarding the proposed Arts Center in Georgetown City Council Meeting Minutes/ Page 2 of 7 Pages Speaker, Tamara Hudgens, spoke to Council regarding the proposed Arts Center in Georgetown. She explained her experience running a nonprofit in Georgetown and currently works with girls programs at Georgetown ISD. She spoke to the meaning of a healthy, vital community which includes a great place to work and live, opportunities to participate, and maintains a unique nexus of people. She noted various child care initiatives at community foundation including the backpack program as well as and the Aging Initiative. She said the arts are vital for human and community development and are important in building civic life. She supports the arts for the stature of community and especially important for children and families. She discussed an Arts center at old police station with the vision of a visual arts space for children, families, and seniors to participate. She concluded that the Friends of the Arts in Georgetown are making plans on moving forward and could be an asset for raising additional dollars to fund an Arts Center. D - Amanda Still regarding the downtown parking garage and a community Arts Center Speaker, Amanda Still, addressed Council from the perspective of a business owner regarding an Arts center in Georgetown. She mentioned opening her own art gallery off Williams Drive. She noted her research about Georgetown prior to opening her business included the potential for growth, demographics, and the growing arts community with an appreciation for quality arts venues in the community. She noted the various organizations dedicated to the arts community including the Georgetown Palace Theater, the Friends of the Library, the Symphony Society, and the Friends of Fine Arts at Southwestern University. She said it is a great idea for an Arts center in the City with many ways to serve the community. She noted the educational value the facility could offer. She noted that the community and business owners would work together to develop an art district. She added that people do travel and invest in art. She welcomed Council to her gallery to learn about incorporating economic development into the Arts center and community development. E - Jane Estes regarding the possible use of the current police station as an Arts Center. Speaker, Jane Estes, introduced herself to Council as a resident of ten years, a yoga teacher, a writer and artist. She mentioned she is a member of the aforementioned Friends of the Arts group. She stated that in 2014, the City will have a state-of-the-art police facility, and the Light and Water Works building will be vacant. She mentioned now is a good time to revisit the City's vision and evaluate the thriving arts community including the theater, Symphony Society, and the Williamson County Museum along with the parks and festivals. She noted the master plan and recent marketing plan to keep our city and businesses vibrant and profitable. She said making the Light and Water Works, a historic building, could be showcased and a visual anchor to the western gateway to the square. She added this will attract residents and visitors to foster growth downtown. She said it will provide cultural opportunities and continue the heritage brand and contribute to heritage tourism. She said it is a no cost solution since the building is move -in ready, and the arts community can immediately start working. She noted retail and parking spaces would be appreciated. She quoted the Georgetown marketing plan regarding the community's identity and could benefit from an Arts center to contribute to consistent traffic to downtown areas. Garver thanked the speakers and mentioned Council has received many comments from the community regarding the Arts Center. He asked Brandenburg to comment on the process of how the City evaluates and allocates facilities. Brandenburg thanked the speakers and mentioned his appreciation for their comments. He noted that certain facilities will be moved and built based on the recent bonds passed. Brandenburg commented on the locations both citywide and downtown that drive what is taking place within the city and that could drive operations. He noted the City's Master Plan 8h street one potential as a city hall or parking garage. He noted other opportunities that could mesh with the current businesses to become an arts district. He said there are several buildings opening up including a potential building across from council chamber, old fire station number 1, and the old library. He said in 2014 the police will move and the Communications Building across from old library will be vacant. In total, he added, five old buildings will be in flux with a potential for a sixth if the old Albertsons building comes back to city at end of year. Brandenburg noted the City has over 500 employees, though the current budget has stalled personnel growth, the City has to look as the space needed for employees. He said he would like to bring more employees downtown, as mentioned in the Master Plan. He added that this could provide more shopping and dining opportunities for both employees and customers who need to file permits and welcome people to the central part of the community. He noted there are many interested parties in City facilities, and the City must do a cost -benefit analysis for both staff and users of City services. He thanked the speakers for their input and noted within the next four to six months there will be more information regarding the status of the facilities. He said the City wishes to have a continued dialogue with all interested parties and be visionary, as the speakers mentioned. He added that City Council is very supportive of a vibrant downtown and in looking at the Master Plan and the recent IF report as City Council Meeting Minutes/ Page 3 of 7 Pages well as previous studies, there is an understanding of the need to bring more people and activity downtown. He mentioned a winery, a vibrant arts community, and the current assets downtown with encouragement to focus on a city of 100,000 and planning for that time. Statutory Consent Agenda The Statutory Consent Agenda includes non -controversial and routine items that Council may act on with one single vote. A councilmember may pull any item from the Consent Agenda in order that the council discuss and act upon it individually as part of the Regular Agenda. F Consideration and possible action to approve the minutes of the Workshop and Regular Council Meeting held on Tuesday, July 26, 2011 -- Jessica Brettle, City Secretary G Consideration and possible action to accept the City's Quarterly Financial Report, which includes the Investment Reports for the City of Georgetown, Georgetown Transportation Enhancement Corporation (GTEC), and the Georgetown Economic Development Corporation (GEDCO) for the quarter ended June 30, 2011 -- Micki Rundell, Chief Financial Officer; Laurie Brewer, Deputy City Manager and Lorie Lankford, Controller H Forwarded from the General Government and Finance Advisory Subcommittee (GGAF): Consideration and possible action to approve an engagement letter and professional services agreement with Clifton Gunderson, LLP, to perform the independent audit of City accounts for fiscal year ended September 30, 2011 -- Laurie Brewer, Deputy City Manager and Micki Rundell Chief Financial Officer Forwarded from the General Government and Finance Advisory Subcommittee (GGAF): Consideration and possible action to approve a Resolution appointing "Representatives of the Depositor" to conduct non -primary bank depository services with Comerica Bank within in the guidelines of the City's Investment Policy -- Lorie Lankford, Controller and Micki Rundell, Chief Financial Officer J Forwarded from the General Government and Finance Advisory Subcommittee (GGAF): Consideration and possible action to approve the declaration of surplus IT equipment for disposal -- Mike Peters, Information Technology Director K Forwarded from the Downtown Tax Increment Re -Investment Zone (TIRZ) Committee: Consideration and possible action concerning a Contract for Professional Services with Barnes, Gromatzky and Kosarek Architects in the amount of $9,950 to complete a City of Georgetown Parking Garage & Site Feasibility Study -- Edward G. Polasek, AICP, Transportation Services Director and Laurie Brewer, Deputy City Manager Motion by Meigs, second by Jonrowe to approve the Consent Agenda in its entirety. Approved (7-0) Legislative Regular Agenda Council will individually consider and possibly take action on any or all of the following items: L Consideration and possible action to approve the 2011 Redistricting Plan -- Mayor George Garver Garver indicated that this item will be removed from the agenda since Council voted for the draft plan G at the public hearing on Monday, August 8t". He said there will be two hearings of the ordinance related to redistricting. The first will be August 23 and the second reading will be two weeks after the first. M Forwarded from the General Government and Finance Advisory Subcommittee (GGAF): Consideration and possible action to enter into a three-year Enterprise Agreement (EA) contract with Microsoft Corporation for various PC and server licenses, including a first year cost of $105,217.48, through Dell Computer Corporation (DIR, acting as reseller) -- Mike Peters, Information Technology Director and Micki Rundell, Chief Financial Officer Peters introduced the item and noted it covers acquisition of licenses for Windows office and the Exchange platform to be implemented next budget year and the associated maintenance. He said this three year agreement gives better pricing than the projected budget allocations. Motion by Hellmann, second by Gonzalez to approve. Approved (7-0) City Council Meeting Minutes/ Page 4 of 7 Pages Consideration and possible action to appoint the committee for the selection of an architect for the design of the San Gabriel River Trail Extension -- Terry Jones, Support Services Director and Micki Rundell, Chief Financial Officer Jones introduced the item and said the City has received 16 architectural qualification submittals and the review process is ready to begin with the recommended committee to consist of Councilmember Gonzalez, Councilmember Berryman, John Hesser, Mark Shepherd, and Kimberly Garrett. Motion by Hellmann, second by Jonrowe to approve. Approved (7-0) O Forwarded from the General Government & Finance Subcommittee: Consideration and possible action to approve the Broaddus and Associates as our architect/engineer representative for the design/build process for Fire Station 2 for a fee not to exceed $98,000.00 -- Terry Jones, Support Services Director and Micki Rundell, Chief Financial Officer Jones introduced the Design Build method with Council and noted it's previous approval for the Fire Station 2 project. He noted a contract with an architect or engineering firm is required by state law to act as representative, and Broaddus & Associates is a recognized expert in the area. Jones mentioned that the list of services could be done in house, but every function was included with the idea that the City could perform some functions. He said this is dependent upon the workload at the time. Jones provided Council with a list of ongoing projects that includes two fire stations, a public safety facility, a possible river trail extension, renovations to the Madella Hillard Neighborhood Center, the Community Center parking lot, and city office buildings in various stages of construction. Jones noted Council approved an interlocal agreement with Choice Partners at the last meeting to allow the City to contract with Broaddus & Associates without going through the lengthy RFQ process. Jones noted Brenda Jenkins, Vice -President of Broaddus & Associates is present to answer any questions. Motion by Sattler, second by Berryman to approve. Gonzalez asked about evaluating when to do work in-house or contract outside the city, and Jones responded that he is the decision maker and it all depends on the timeline he is working on at the time. He said the City will do as much as possible in house. Berryman said she is happy with the experience level of the company on our first design -build and Jones responded Broaddus will be training City staff on the process so it will save money in the long run. Sattler complimented Jones on collecting the variety of ways to build and remodel City facilities. He continued that he appreciates Jones embarking upon this endeavor and Jones responded he is happy to and enjoys this work. P Forwarded from the General Government and Finance Advisory Subcommittee (GGAF): Consideration and possible action to approve the construction delivery method for The Public Safety Operations and Training Facility -- Terry Jones, Support Services Director and Micki Rundell, Chief Financial Officer Garver introduced the item and Terry Jones requested approval for the City to solicit qualifications for architectural firms to begin the design process for the public safety operations and training facility. He said this will enable staff to make an informed recommendation to Council on a design firm. He continued, the second component is to solicit for a construction manager at risk qualifications for a construction company to manage the construction of the facility, implementing the architectural designs, and keeping cost low. He said the City would be able to select the sub -contractors ensure quality of the project. He said the architect and the CM at risk work directly for the City and independent of each other. Additional work is required by City staff upfront, but this selection process enables the best candidate for each position is selected. He added that this is a preferred method for constructing facilities and CM delivery method has previously been used by the City on projects such as the Rec Center, the Library, Communication Facilities, and Fire Station 1, (and Fire Station 5 which begins construction in October) all of which were on time and under budget. Motion by Meigs, second by Gonzalez to approve the item. Sattler stated that a lot is going on and wonders if Jones needs more help and Jones responded that he does not anticipate need to hire. Berryman asked and Jones said the approval of this item selects the CM as the preferred delivery method selected. Jones said he gave his recommendations along with the pros and cons of City Council Meeting Minutes/ Page 5 of 7 Pages both sides. He added the advantages between the two methods are similar. Des can be used when speed is needed and this is not the case on this project. Berryman asked about why speed is not an issue when the facility is needed. Jones responded that there are tax implications in spreading the project when using the CM. Brandenburg stated staff reviewed the timeline for the design, engineering and permitting and this project must be pushed out through 2014. He added that the City told the voters close attention would be paid to the debt and issuing debt for this project on this timeline keep the City on the correct schedule. Sattler noted evaluating the spacing of issuing bonds on all projects, and Brandenburg responded that Rundell will give a strong affirmation that the City does review debt projects as an ongoing dialogue in weekly budget meetings. Rundell approached Council and indicated that this is always a concern, but staff does use models. She added there are fluctuations in the bond market, but staff tries to anticipate. She said we raised taxes this year to allow us to absorb debt on projects already issued. She then said waiting a year to design the facility enables the City to wait before having to take on the debt of the public safety facility thus keeping the tax rate in check. Sattler thanked staff for the review of bond issuance. - • •t . �., • • r Q Consideration and possible action to award a contract for the Reconstruction of the Southfork Drive Connection Project to Rogers Construction Company, Ltd., of Georgetown, Texas, in the amount of $113,599.05, execution of said contract contingent upon concurrence with the award by the Texas Transportation Commission at its August 25"' meeting -- Edward G. Polasek, AICP, Transportation Services Director and Bill Dryden, P.E., Transportation Engineer Garver introduced the item and Ed Polasek informed Council that this award for a contract is contingent upon concurrence with the Texas Transportation Commission. He said there are 18 -wheelers that get stuck on Southfork Drive. He gave a history of the project and noted in 2010 TXDOT approved an Advanced Funding Agreement, AFA, with the City for a more natural grade, improvements for use by all vehicles, and accessing the Page House. He said the AFA included a construction estimate at $75,000. He added that the construction bids came in at $138,500 more than the AFA with TXDOT. Polasek noted that a smaller projects with smaller quantities cost more. He said the City approached TXDOT to amend the AFA, and TXDOT agreed to have it reviewed by the Commission on August 25". Polasek added that the next Council meeting, there will be a AFA Amendment contract. Motion by Meigs, second by Berryman to award the contract. Berryman noted that she is glad this project is getting completed. Chapman verified that this contract would only be awarded as contingent upon the Texas Transportation Commission meeting on August 25`h. Sattler confirmed and Gonzalez stated as Polasek had indicated. UWJ R First Reading of an Ordinance amending Section 13.12.040(B) of the City's Code of Ordinance relating to "Garbage Collection and Charges Mandatory—Exceptions." -- Rachel Osgood, Environmental Services Coordinator and Kathy Ragsdale, Environmental Services Director Garver introduced the item and Kathy Ragsdale informed Council about the history of this ordinance over the past few months. She said previously, the City was operating under a 1989 ordinance. She noted the last meeting with Council, staff had requested amending bulky waste and removal since there have been carts and bags sitting on the curbs. Ragsdale indicated that the last meeting, Council's aversion to the severity and range of the penalties led to a requested waiver for the first violation of the Code. She continued that there was extensive public comment over the wording in the ordinance after that last meeting. Staff went back and reworked the wording. She said one of the problems was bulky waste being set out too early, but it can be set out 24 hours ahead of the pickup, but not too much earlier than that for safety. She added that the City does not have much control over the range or amount of fines. She said the range is set by the Municipal Court Judge and is up to $500 for safety or code violations and up to $2,000 for health violations. She was able to include the waiver for a first violation into the ordinance. Ragsdale commented that the timeline for the garbage carts has been changed to be 5pm - 7am. Eason asked and Brandenburg responded that residents commented that for safety and early darkness in the fall, the wider range is to accommodate citizens with their schedules. Ragsdale said staff added a new section regarding yard waste, mulch and compost with guidelines from the EPA site. She added definitions of backyard City Council Meeting Minutes/ Page 6 of 7 Pages composting and mulching so it will not conflict with waste in other sections of the ordinance. She added clarifying language regarding the confusion in liability between property owners and tenants. She said the ordinance indicates both parties are responsible based upon whoever is the account holder responsible. She said if customer moves out and the account is closed, then the landlord is responsible. She added landlords are commercial accounts and are not eligible for curbside bulky waste pickup. Garver asked Ragsdale to differentiate between commercial and residential.She indicated specific definitions were added to ordinance to identify commercial and residential customers. She said non-residential encompasses everything that is not residential. Berryman thanked staff for working on this process and thanked the City Attorney's Office and Brandenburg, the City Manager. She noted the difficulty in handling residential transitions. Berryman appreciated the time change for putting the trash cans out since the elderly do not wish to be on the street at the old time of Spm and some business owners leave at 5pm. She added many problems were solved. Jonrowe stated her appreciation of the responsiveness to public comment and concerns. She said the time change is great for young families that she's heard from who are exhausted after putting the kids to bed. Sattler shared his thanks to Ragsdale on behalf of the elderly constituents and asked about enforcement. Ragsdale responded that staff is not going out in search or violations. Osgood noted neighbors will call in complaints. She added the violation process is complaint driven. She concluded that staff is not looking to make trouble for anyone. Meigs thanked Ragsdale and noted the big improvement from where the process started. He asked about his neighbor hauling Ieaves.Gonzalez stated his thanks for the responsiveness to the public. He mentioned, in reviewing documents provided, it is mostly redlines and Ragsdale noted City Legal and Rachel Osgood's hard work to update the ordinances. Brandenburg added that certain HOAs may have more stringent rules or could in the future become more strict. Ragsdale read only the caption of the Ordinance on First Reading after having satisfied the requirements of the City Charter. Motion by Berryman, second by Jonrowe to approve the Ordinance on first reading. Approved (7-0). S Second Reading of an Ordinance of the City Council of the City of Georgetown, Texas ("City") amending the Project Plan and Reinvestment Zone Financing Plan for Downtown Georgetown Tax Increment Reinvestment Zone, containing findings and provisions related to the foregoing subject; and providing a severability clause -- Bridget Chapman, Acting City Attorney and Micki Rundell, Chief Financial Officer Garver introduced the item and Rundell indicated to Council that this is the second reading and is necessary in order to do some of the economic development deals in the downtown area. Rundell read the caption of the Ordinance on second reading. Motion by Eason, second by Jonrowe to approve the Ordinance. Approved (7-0) ayor George Garver City Council Meeting Minutes/ Page 7 of 7 Pages The meeting was adjourned at 08:30 PM. Attest: f�g At City Secretary 4essicam6fettle