HomeMy WebLinkAboutMIN 02.09.2010 CC-RMinutes of the Meeting of the Governing !i' 6 ! f
Of of Georgetown,
Tuetday, Fjobhi
The City Council of the City of Georgetown, Texas, met in Regular Session on the above date with Mayor
George Garver presiding.
Council Present:
Keith Brainard, Dale Ross, Gabe Sansing, Ben
Oliver, Pat Berryman, Bill Sattler, Patty Eason
Staff Present:
Council Absent:
All Council Present.
Paul E. Brandenburg, City Manager; Mark Sokolow, City Attorney; Jessica Hamilton, City Secretary; Jim
Briggs, Assistant City Manager for Utility Operations; Micki Rundell, Chief Financial Officer; Elizabeth
Cook, Director of Community Development; Robert Fite, Fire Chief; Terry Jones, Support Services
Manager; Laurie Brewer, Assistant Finance Director; Marsha Iwers, Purchasing Manager; Brent
Schacherl, Interim Police Chief; Thomas R. Benz, Systems Engineering Director; Edward G. Polasek,
Principal Planner; Kathy Ragsdale, Utility Office Director; Leticia Zavala, Project Manager; Mike Peters,
Information Technology Director; Mark Thomas, Economic Development Director; Glenn Dishong, Water
Services Manager; Lorie Lankford, Accounting Manager
Minutes<
Regular Session - To begin no earlier than 06:10 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.)
"G=OF[(U*7r=42
Pledge of Allegiance
Comments from the Mayor
- Welcome and Meeting Procedures
City Manager Comments
Election
"Paws for Mardi Gras" Dog Walk
Cupid's Chase Run/Walk
FireWise
Chamber of Commerce names City of Georgetown as its 2009 Large Employer of the Year
Action from Executive Session
There was no action out of Executive Session.
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
City Council Meeting Minutes/
Page 1 of 7 Pages
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 - Lance Clawson, representative from Inner Space Cavern, regarding stormwater runoff fees
Clawson said they received a letter from the City regarding stormwater drainage fees. He said stormwater is
something they work very hard to keep on their property because water is the life force of their cave. He said
the water will keep their rock formations alive. He said it is not about the $1,200, but noted it is because he is
paying a lot of fees for similar reasons. He said he would like for Council to take into account that their drainage
is a necessary part of their business.
- James Smith, of the Ben Hur Shriners, regarding an award from Shrine Hospital in Houston and the Burns
Center in Galveston to the Georgetown Fire Department
Smith gave a brief history of the Shriners and spoke about the creation of the Shrine hospitals. He said they
currently have 23 Shrine hospitals throughout America, and Texas has been blessed with both an orthopedic
hospital and a burn center. He said they brought some children in from Haiti that they are treating at no cost.
He noted the Georgetown Fire Department was nice enough to help them put their lights up at Christmas time
and the Shriners would like to present them with a certificate of recognition. Smith read the certificate for the
Georgetown Fire Department and presented it to Fire Chief Robert Fite and Assistant Chief Clay Shell.
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.
C Consideration and possible action to approve the minutes of the Council Workshop held on Tuesday, January
26th and the Council Meeting on Tuesday, January 26th, 2010 -- Jessica Hamiton, City Secretary
D Consideration and possible action to approve the purchase of gasoline and diesel from Texas Fleet
Fuel/Fuelman in the estimated annual amount of $30,000.00 -- Terry Jones, Support Services Construction
Manager and Micki Rundell, Chief Financial Officer
E Consideration and possible action to approve payment to First Southwest Asset Management, Inc. in the
amount of $23,230 for arbitrage rebate calculation services -- Laurie Brewer, Assistant Finance Director and
Micki Rundell, Chief Financial Officer
F Consideration and possible action to approve the purchase of cellular and data phone service from Nextel
dba Sprint and AT&T through the Department of Information Resource (DIR) State of Texas purchasing
contracts for an amount not to exceed $50,000 -- Marsha Iwers, Purchasing Manager and Micki Rundell, Chief
Financial Officer
G Consideration of
approval for the purchase
of police uniforms from Miller Uniforms of Austin,
Texas through
the Texas Local
Government Purchasing
Cooperative contract in the estimated amount of
$50,000.00 --
Brent
Schacherl,
Interim
Police
Chief
H Consideration and possible action to authorize the purchase of a ±25' permanent water line easement
(Parcel B19 Part 2) and a 20' temporary construction easement adjacent thereto from Amelia L. Wittera, a
widow, Linda E. Wittera, a widow, Ruth Ann Sudduth and husband, Marvin T. Sudduth, Ruth Ann Sudduth,
Independent Executor of the Estate of Bohous Emil Wittera and Ruth Ann Sudduth, Trustee of the Testamentary
Trusts created under the Will of Bohous Emil Wittera, Deceased, in the amount of $39,636.00, plus closing
costs, in connection with the 2006 Annexation Utility Improvements Project -- Thomas R. Benz, P.E., Systems
Engineering Director, and Jim Briggs, Assistant City Manager for Utility Operations
Consideration and possible action to approve Task Order No. MEI -10-005 with McCord Engineering, Inc. (MEI),
of College Station, Texas, for professional engineering services related to the electric relays at the various
substations and for the sizing of distribution fuses, for an amount not to exceed $ 47,000.00 -- Thomas R.
Benz, P.E., Systems Engineering Director and Jim Briggs, Assistant City Manager for Utility Operations
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Sansing asked about the additional $47,000. Benz said this cost is to look at the sizing of the distribution fuses
and relays in order to make the distribution system more efficient.
J Consideration
and possible
acceptance
of the Assistance to Firefighters Grant (AFG) for $44,640 for safety
and
wellness
equipment
--
Robert
Fite,
Fire
Chief
Motion by Berryman, second by Oliver 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:
K Consideration and possible action to appoint new members to the City's 2010/2011 Boards and
Commissions -- Mayor George Garver
Mayor gave a brief history of the City's Boards and Commissions. He said the Mayor is charged with the
responsibility of reviewing applicants and bringing the recommended appointments back to Council for approval.
He spoke about the Boards and Commissions subcommittee meetings that were held in order to review the
many applications that were received. He said the list of appointees being recommended are being forwarded
from both the Mayor and subcommittee. Motion by Berryman, second by Sansing to appoint the members.
Berryman thanked the Mayor for allowing the whole Council to have the ability to attend the meetings.
Approved 7-0
Z Discussion of appointees to the Georgetown Housing Authority and other items related to this entity -- Dale
Ross, Councilmember District 6
Ross said there is a need for affordable housing as the City goes forward. He noted the Georgetown Housing
Authority is not a City related Board except for the fact that the Mayor has the authority to appoint its members.
He spoke about what happened in the past regarding Housing Authority appointments. Ross said there was a
process change to the Housing Authority appointments this year and noted there are going to be a couple of
Board members who are stepping down. He said the Board has inherited many issues over the past few years
and he outlined those various problems. He said it concerns him that the Housing Authority is changing Board
members when there are huge issues currently ongoing. He noted he is concerned about a large change in
Board membership because there will be a huge learning curve for the new members. He spoke briefly about
his concerns with the Housing Authority finances. He said he is trying to point out that he does not agree with
changing out Board members whose terms have not expired. He said the current Board members met 39 times
and there were no attendance issues on the table. He said he wishes the best to the new Board members and
noted he appreciates their service to the community.
Speaker, John Marler, said the two men who have fought hard to get to the bottom of the Housing Authority
issues should not be replaced. He said the two men who were removed were trying to bring the Board to a
clean fiscal position. He noted the dispersions that have been cast because of this Housing Authority should be
worked out as fast as possible. He said he does not see the replacement of two important members as being
beneficial to that effort.
Mayor thanked Ross for his concern and willingness to share it in an open forum. He said state law expressly
gives to the Mayor the sole responsibility to appoint members to the Housing Authority. He said nothing he has
done violates that law. He said there is no denying that the Commissioners who took office last year were faced
with serious problems. He noted the extent of the problems have not been fully understood or recognized. He
thanked the commissioners that took office last year for their service. He said his role in that process last year
was minimal. He said, back then, he allowed for Council to set the parameters of the Housing Authority. He said
his purpose is not to question the people who were appointed to that committee previously. He said, in his
opinion, there are issues with the Housing Authority that are getting in the way of Georgetown being able to
address the issue of a housing program. He noted he has taken the position that a new set of commissioners
and new skill sets brought to the Authority may be a better decision for the future of the Board. He noted he
agrees with what Ross said regarding the fact that the City does not have legal control over the Housing
Authority. He added the only control the City has is in appointing its members. He noted he believes there needs
to be a close working relationship between the Housing Authority and the City. He noted the Council received
notice of his intent to appoint three new commissioners as well as legal documents describing his ability to do
so 10 days before this meeting. He noted Council also received resumes and applications of those new
members. He said it is his hope that the City will see continued growth and maturity on the part of the Housing
Authority. He said, in summary, when he was elected two years ago, he said he will be Mayor for all of
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Page 3 of 7 Pages
Georgetown. He said he sincerely believes that his actions were in harmony with that promise.
Ross said he would have appreciated a courtesy from the Mayor to contact the chair of the Housing Authority
about the new appointments. Ross said he hopes this new Board will be successful over the next twelve
months. Berryman said the Housing Authority's mission is to oversee the current housing organizations,
Stonehaven and Shady Oaks. She asked that the Housing Authority hire a forensic auditor who may be able to
solve some of their financial issues. Eason said there have been a lot of unsubstantiated charges on the dais.
She said she agrees with what the Mayor has done and noted she thinks, without substantial facts and
information, it is inappropriate for Council to make charges and comments from the dais. Mayor said he met
with Dorsey and answered his communication. He said he has also met with other members of the committee at
their request.
L Report to City Council on the summary of consultants and contractors used by the City of Georgetown in
the past two years, as requested at the December 8, 2009 Council meeting -- Marsha Iwers, Purchasing
Manager; Laurie Brewer, Assistant Director of Finance and Administration, Micki Rundell, Chief Financial Officer
Iwers said staff was requested to create a list of the contracts and consultants that have been used over the
past two years. She described the report of this information which was given to Council. She said the
purchasing department monitors all contracts and master services agreements. Sansing said it has been a
complaint of the Council that the City does not use as many local contractors as possible. He said he would like
to applaud staff when they try to make local contractors their first priority.
M Consideration and possible action regarding a resolution granting a petition and setting public hearing dates
for the voluntary annexation into the City for 4.027 acres, more or less, in the Woodruff Stubblefield Survey,
Abstract 566, for 50 White Eagle Pass, south of State Highway 29 and west of State Highway 130 -- Edward G.
Polasek, AICP, Principal Planner and Elizabeth Cook, Community Development Director
Polasek said this is action on the resolution accepting the request for a voluntary annexation. He said they are
accepting the application but the applicant still needs to go through the public hearing process. He spoke about
the property involved in this resolution. Motion by Oliver, second by Berryman to approve the Resolution.
Approved 7-0
N Consideration and possible action regarding a resolution granting a petition and setting public hearing dates for
amending Ordinance No. 2006-139 pertaining to the annexation of approximately 204.5 acres of land out of
the J. Mott Survey, B.C. Low Survey, J. Robertson Survey, William Addison Survey, F.A. Hudson Survey,
and J.S. Patterson Survey, known as 2006 Annexation Area 50, to modify the Annexation Service Plan to
allow an Utility Agreement in lieu of required capital improvements -- Edward G. Polasek, AICP, Principal
Planner and Elizabeth Cook, Community Development Director
Polasek said this resolution is to amend a service plan, which would require the applicant to go through the
same public hearing process as a new annexation request. He described the issue with this property. He said
the owner is working with the City Attorney and the water services director on the offsite utility agreement.
Motion by Oliver, second by Eason to approve the Resolution. Brainard asked and Polasek described the
location of the annexation area. Approved 7-0
O Consideration and possible action to authorize Specialized Public Finance, Inc. to proceed with the preparation
of the required bond offering documents for the upcoming April 2010 bond issues -- Micki Rundell, Chief
Financial Officer
Rundell said this is a follow up to this afternoon's workshop and said it is to hire this company to move forward
with the City's 2010 bond issue. She said the actual size of the bond issue will be determined by the first
meeting in March and is estimated to be between $15 million and $20 million. Motion by Brainard, second by
Berryman to authorize. Sattler asked and Rundell spoke about the cost of this service. Approved 7-0
P Consideration and possible action to renew the contract with Dataprose, Inc. as the City's vendor for utility
bill printing and mailing services and approve funding at a cost of $188,000 for the year -- Kathy Ragsdale,
Utility Office Director and Micki Rundell, Chief Financial Officer
Ragsdale said this item is to renew the contract with Dataprose. She said, right now, the City prints about
29,000 utility bills. She noted they are recommending the renewal of this contract up until the implementation of
the new CIS program. Motion by Brainard, second by Sansing to approve the renewal. Brainard asked and
Ragsdale said staff is hoping to pick a new system this summer and have something in place by next Spring.
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Brainard said and Ragsdale agreed the new system would allow for electronic billing. Approved 7-0
Q Discussion and possible authorization to disburse funds for the payment of Insite fees to Tyler Technologies
in the amount of $59,000 annually -- Kathy Ragsdale, Utility Office Director and Micki Rundell, Chief Financial
Officer
Ragsdale said this has become a very popular program and noted Insite fees are making up about 10% of the
total utility fees. Motion by Sansing, second by Sattler to authorize the disbursement. Sansing asked and
Ragsdale spoke about the process for receiving payments. She said using credit cards will allow the City to
have the option to work with the money faster. She noted, however, the City will be absorbing the credit card
fees. Approved 7-0
R Consideration and possible approval to fund additional IP telephone system upgrades as well as the phone
upgrade contract through the Texas Department of information Resources (DIR) to Flair DataSystems, Inc. for
$225,000 -- Leticia Zavala, Project Manager; Mike Peters, Information Technology Director and Micki Rundell,
Chief Financial Officer
Mayor introduced Peters, the new Information Techonology (IT) Director. Peters said this item is to upgrade the
current IP Telephone system, which has been in place since 2001. He said the new system will allow staff to
implement call center features and move the entire contract from the current vendor to Flair Datasystems. He
said the system is approaching the end of its supported life.
Motion by Sansing, second by Oliver to approve the item. Sansing asked and Peters said he has had limited
experience with this type of program and he noted he thinks the City will end up with a great program. Mayor
asked and Peters said he is not sure of the cost savings the City would incur after going with this system.
Approved 7-0
S Consideration and possible approval to fund costs related to the migration of the existing information
network infrastructure from a Novell based platform to a Microsoft Active Directory platform for $78,200 to
various vendors through the Texas Department of Information Resources (DIR) -- Leticia Zavala, Project
Manager; Mike Peters, Information Technology Director and Micki Rundell, Chief Financial Officer
Peters described the item and spoke about the move to the Microsoft Active Directory architecture and program
from the current Novell based platform. He said the Computer Aided Dispatch system that was recently
approved requires this software to be in place prior to the its implementation. Motion by Sansing, second by
Brainard to approve the item. Brainard commended Rundell and Brandenburg for hiring Peters and bringing
Zavala into this project. Approved 7-0
T Discussion and possible action regarding the approval of a Loan Agreement and Promissory Note between
GEDCO and Ringdale, Inc. -- Mark Thomas, Economic Development Director
This item has been pulled by staff.
U Forwarded from the Georgetown Utility System (GUS) Advisory Board:
Consideration and possible action for the award of the annual bids for water meters and accessories, Bid No.
201020 to various bidders in the estimated amount of $311,545.06 -- Glenn Dishong, Water Services Director
and Jim Briggs, Assistant City Manager for Utility Operations
Dishong reviewed the item and said these items were bid out, several companies were notified and the City
received two bids. He said these accessories are ordered as needed. Ross asked and Dishong said the
winning bidders companies were from Rockdale and Schertz. Motion by Berryman, second by Brainard to
approve the award of bids. Approved 7-0
V Forwarded from the Georgetown Utility System (GUS) Advisory Board:
Consideration and possible action to approve the contract for the EARZ — V, Trenchless Rehabilitation to
Horseshoe Construction, Inc. of LaPorte, Texas, for the amount of $74,624.00. -- Thomas R. Benz, P.E.,
Systems Engineering Director, Jim Briggs, Assistant City Manager for Utility Operations
Benz described the item and said there were two bidders on this item. He said this project is to rehabilitate 1400
feet of eight inch wastewater line and the manholes associated with it. Motion by Berryman, second by Sansing
to approve the contract. Brainard asked and Benz said staff will be using pipe bursting techniques to break the
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pipe and remake it while it is still under the ground. Approved 7-0
W Forwarded from the Georgetown Utility System (GUS) Advisory Board:
Consideration and possible action to approve Task Order No. CDM -10-001 with Camp Dresser & McKee, Inc.
(CDM), of Austin, Texas, for professional services related to the design and construction of a lake Water
Treatment Plant Expansion to 28.6 MGD for $1,773,000.00 -- Thomas R. Benz, P.E., Systems Engineering
Director and Jim Briggs, Assistant City Manager for Utility Operations
With a Powerpoint presentation, Dishong described the item and said the Master Plan for the water utility had
envisioned expanding the plant in the timeframe of 2010-2012. He said they embarked on the expansion in
three sub -phases and he described those phases. He said this particular piece would complete the larger
project which would be a total of 11 million gallons of treatment capacity. He said the reason why they would
like to continue to go forward is that both the City and Chisholm Trails Special Utility District (CTSUD) need the
additional treatment capacity. He spoke about how peak demands met or exceeded treatment capacity of the
plants over the past few years. He said this trend is only going to get worse. He said our growth trend is 500 to
1,000 additional connections per year which only sets the City up to have a continuing problem. He said, if you
look at the current project and try to wait that out, the capacity good be utilized in as little as one year and up to
four years. He said he believes the right thing to do is to expand the water treatment capacity to give the City
room to grow and provide backup in case the City's needs overcome treatment capacity. He said another
reason to do this is that the City has an interlocal agreement with CTSUD to proceed with a procurement
agreement and the expansion. He noted the current economic conditions are giving the City favorable
construction prices. He said the rate adjustments necessary to make the funding available for this expansion
have been put into place.
Benz spoke about the project committee and said, when the City hires an engineer, they do so based on
qualifications and reasonable price. He listed the engineers being hired for this project and described why the
City hired them. Benz spoke about the firms that are being used for the project. He listed the components of the
expansion and said it was similar to the expansion of 2004. He said the demolition of the Clearwell will be to
make room for the expansion of the administrative building. He spoke about how the Task Order was split into
three different packages and he described each of the packages. He spoke about the committee involved in the
construction manager at risk selection. He spoke about the advantages of going with a construction
manager -at -risk for the project.
Motion by Sansing, second by Berryman to approve the Task Order.
Sattler asked and Benz listed the local firms that will be used in this project. Sattler asked and Dishong said the
City's agreement with CTSUD is in place and he spoke about the price splitting. Sattler asked if there is any
opportunity to build the steel and concrete and then finish build out as needed. Dishong confirmed there is
opportunity to move forward with this type of method. Brainard asked and Dishong said this will make the total
project 11 million gallons, which will be split equally between the City and CTSUD. Dishong said the City will
gain an additional 5.5 million gallons. Ross asked and Benz confirmed the funds given to local businesses used
in the project. Vote on the motion: Approved 7-0
X Forwarded from the Georgetown Utility System (GUS) Advisory Board:
Consideration and possible action to approve Task Order MEI -10-004 with McCord Engineering, Inc of College
Station, Texas, for professional services related to current Unplanned Capital Improvement Projects (CIP) for
the City of Georgetown's Electrical System for an amount not to exceed $225,000.00 --Thomas R. Benz,
P.E., Systems Engineering Director and Jim Briggs, Assistant City Manager for Utility Operations
Benz reviewed the item and described what would be considered an Unplanned Capital Improvement Project
(CIP) and he spoke about how the City came up with the pricing for these type of projects. He said he hopes to
get about 30 projects done this year.
Sansing said he thinks the City is spending too much money on McCord Engineering. Benz spoke about why
the City uses McCord and he described what the City is paying for when they use the firm. Ross agreed and
said the total cost of all the projects the firm does is $605,000 and that would buy a lot of in-house engineers.
Briggs said McCord has asked him about what the City is going to do in responding to their staff needs. Mayor
suggested that staff look at the possibility of hiring engineers in house as opposed to contracting out to
engineering firms. Brandenburg said it would be useful for the City to look into staffing levels related to this
issue. He said this is a complicated question but noted it deserves a study. Brainard asked that staff consider
the range of costs and benefits related to these options.
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Motion by Oliver, second by Sansing to approve the Task Order. Approved 7-0
Y Consideration and possible direction to staff regarding the reduction of alarm fees -- Dale Ross,
Councilmember District 6
Ross reviewed his understanding of the current Ordinance and spoke about the $75 registration fee. He said he
has a problem with charging a person $75 per year, especially if there have been no changes. Motion by Ross,
second by Sansing for staff to look at the $75 fee and create four models demonstrating the financial impact of
reducing the cost of the fee.
Sansing said the police department gets called out on a lot of false alarms. He said, in the current Ordinance,
the City bills for excessive false alarms. Brandenburg said Ross' concern is the actual registration fees and not
the fee given to people who have has excessive false alarms. Ross amended his motion and asked that staff
also look at the registration fee. Brainard said he disagrees with having any fees at all. Branaird made a
friendly amendment to request a fiscal analysis from staff to see how much money has been collected and
how the money is being used as a result of these fees. Ross accepted the amendment. Brandenburg said staff
could provide this information to Council at the next meeting. Vote on the motion as amended twice:
Approved 7-0
AA Second Reading of an Ordinance to Rezone 0.251 acres in Lost Addition, Block 66 (s/pt), located at 1112
Rock Street, from OF, Office to MU -DT, Mixed Use Downtown -- Robbie Wyler, Historic District Planner and
Elizabeth Cook, Community Development Director
Wyler described the item and said the applicant would like to rezone their property to mixed use downtown for
small scale retail. He said the property fits with this request in zoning. He said it is located in the downtown
overlay district and has a future land use designation of specialty mixed use. He read the caption of the
Ordinance on second reading. Motion by Sansing, second by Berryman to approve Ordinance 2010-02.
Approved 7-0
BB Second Reading of an Ordinance amending the 2009/10 Annual Operating Plan Element (budget) due to
conditions that resulted in excess fund balance at the end of fiscal year 2008/09 due to the timing of capital
projects; appropriating the various amounts thereof; and repealing all ordinances or parts of ordinances in
conflict therewith -- Lorie Lankford, Accounting Manager and Laurie Brewer, Assistant Finance Director
Lankford described the item and said this is a negative budget amendment for the general fund. She described
the details of the amendment. Lankford read only the caption of the Ordinance on second reading. Motion by
Brainard, second by Sansing to approve Ordinance 2010-03. Approved 6-0 (Berryman off the dais)
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Motion by Sansing, second by Oliver to adjourn.
jure en
The meeting was adjourned at 07:49 PM.
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