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Home My WebLink AboutMIN 09.07.2000 CC-SThe City Council of the City of Georgetown, Texas, met in Special Session on the above date with Mayor MaryEllen Kersch presiding. Council Present: Lee Bain Charles "Hoss" Burson Clark Lyda Llorente Navarrette Sam Pfiester Ferd Tonn Staff Present: George Russell, City Manager Marianne Banks, City Attorney Sandra D. Lee, City Secretary Regular Session: Called to order at 9:09 A.M. Council Absent: Susan Hoyt A Discussion and possible action regarding Council -appointed boards and commissions and subcommittees of Council -appointed boards and commissions, including process for adoption/revision of by-laws, with the possibility of combining or disbanding some in order to promote efficiency and manageability — MaryEllen Kersch Rene Hanson, 1252 Austin Ave., described the charge of her committee and expressed the opinion that there was no duplication of activities between her subcommittee and the other downtown committees. Motion by Navarrette, second by Burson that the Council will meet with the Library Advisory Board at the earliest opportunity to redirect the efforts of the Advisory Board, to have the Economic Development Commission review and make recommendations regarding the Main Street Advisory Board, the Convention and Visitors Bureau, and the new 4-B, and that the City Attorney shall advise the Main Street Advisory Board that if they wish to appoint subcommittees, they need to first seek Council approval. Approved 6-0. Items B and C were handled after Items F and G (see page 3) D Discussion and possible action regarding the status and terms of the lease agreement concerning the Grace Heritage Center — MaryEllen Kersch Rene Hanson, 1252 Austin Ave., distributed information regarding the funds expended on the rehabilitation of the Heritage Center building, current and proposed services Special Council Meeting Thursday, September 7, 2000 Page 1 of 5 Pages provided by the Georgetown Heritage Society, revenues received, and expenses incurred. Hanson gave Council a proposal for the hours to be open for service and the offer to assist the City in the cost of repainting the exterior of the building. She explained that the Heritage Society would request a 10 -year lease with a 10 -year option to renew. Lyda suggested that the City pay 50% of the repainting as soon as possible with the understanding that the City would assume total responsibility for the cost of maintaining the exterior of the building. Banks reviewed with Council four issues that would be discussed regarding the agreement with the Heritage Society. She also asked that further discussion regarding the finances be postponed until 11:30 a.m. when City Manager George Russell would be present at the meeting. (discussion on this item was resumed following Item F below) 10:12 a.m. recess — Resumed at 10:25 a.m. 10:26 a.m. — recessed to Executive Session 11:17 a.m. — resumed Regular Session The following item was moved forward on the agenda: F Consideration of the status report regarding code enforcement issues and discussion of enforcement options — MaryEllen Kersch Russell gave an overview of the most recent code enforcement activities. He told Council three ordinances would be brought to them in October for revisions: junked/abandoned vehicles, abatements of tires, refrigerators, brush, and abandoned signs, and home occupations. Russell noted that increased activity in code enforcement creates increased activity in Legal and Municipal Court. Mayor requested that code enforcement issues be discussed in a workshop on September 26. Lyda and Kersch requested that letters be sent to the current violators to say that Council expects immediate response. At this time, Council returned to the discussion on Item D. Banks gave Council a report on the revenue available. Russell noted that the "kick-off' meeting of the Economic Development Commission would be on Thursday, September 14. Russell suggested that a determination of the source for paying for the repainting could be done at the meeting on September 12. Motion by Lyda, second by Pfiester to approve the proposed {ease with Georgetown Heritage Society for the Grace Heritage Center with the following modifications and conditions: (1) the list of present and proposed services to the City of Georgetown is to be attached as an addendum, making those required (with the exception of the Update of the 1984 Historic Resources Survey); (2) the City will pay up to $7000 for the cost of Special Council Meeting Thursday, September 7, 2000 Page 2 of 5 Pages painting the exterior of the building within the next two months to be reimbursed 50% by the Georgetown Heritage Society, and the City will assume full responsibility in the future for the maintenance of the exterior of the building; (3) the Georgetown Heritage Society will maintain minimum operating hours of 1:00 p.m. to 4:00 p.m. Monday through Friday, except on city holidays; (4) that the lease be for an initial term of 10 years with an option to renew for an additional 10 years on condition that the terms of the lease agreement are acceptable to both parties; (5) that a permanent sign be posted outside the building by the Heritage Society, identifying it, listing the operating hours, and giving a contact phone number; and (6) that the society will maximize the availability and usability of the archival material contained within the Heritage Center for public use. Approved 5-Q. (Bain absent from dais) 12:07 p.m. — recessed for lunch 1:07 p.m. — resumed Open Session G Consideration and possible action to re -define scope and purpose of Council Subcommittees, including discussion of communications, and executive sessions -- MaryEllen Kersch Kersch noted that the Council is not receiving reports from the Council subcommittees, and therefore, is not aware of the activities of the subcommittees. She suggested that subcommittees receive definite direction from Council or have the subcommittees provide workshop descriptions. Pfiester said he feels subcommittees are the answer to the Council being spread too thin and the subcommittee would be able to consider issues at more detail, then bring a synopsis to the Council for final decision. Kersch said she feels the meetings should be posted as workshops where all the Councilmembers and public are able to attend, saying the quorum rule could be suspended for those workshops. She said she feels subcommittees are fine if the Council delivers the charge to the subcommittee, and the subcommittee makes regular reports to the Council. Kersch agreed to allow the existing subcommittees to continue as currently structured, provided the subcommittees bring updated reports to the Council. Bain stated that he feels Council is becoming too involved in operational activities of the City. Kersch suggested putting an item on the next Council Agenda to determine the meeting date and time for the Council Utilities and Transportation Subcommittee. Council directed that there be a workshop scheduled as soon as possible on financial policies, with suspension of a quorum. At this time, Council handled the following three items that were not handled at the beginning of the agenda. B Discussion and possible action regarding revisions to the Ethics Ordinance — MaryEllen Kersch This item was deferred to the workshop prior to the scheduled meeting on September 26. C Consideration and possible action regarding Council liability issues and authorization for Mayor and Councilmembers to attend the TML Public Official Liability Workshop to be Special Council Meeting Thursday, September 7, 2000 Page 3 of 5 Pages held in Austin on October 6, 2000 — MaryEllen Kersch Kersch recommended that as many councilmembers as possible attend the Liability Workshop. D (handled earlier — see first page) E Consideration and possible action regarding the connectivity of the streets within the City Limits of Georgetown — MaryEllen Kersch It was determined that this subject be the topic of a Council workshop. H Consideration and possible action regarding Council time management strategies, including but not limited to staff presentation time limits, rescheduling of workshops and executive sessions, use of timer for presentation of items as well as during citizen comment — MaryEllen Kersch Kersch spoke of various ways to keep discussion to a minimum. Regarding staff presentations, Council indicated they would prefer as much information in the packet as possible rather than try to hear it for the first time in a verbal presentation. Russell noted that staff has their presentation ready to go at the time they submit their information for the Agenda Packet; however, when they receive calls from Council before the meeting, they will add that information during the presentation. Russell said the staff is willing to do whatever Council desires, and he will work with the Directors on a general format to make sure that the important information is covered in the packet. Pfiester noted that if the amount of the item is above $100,000, he wants very specific information. Motion by Pfiester, second by Navarrette to temporarily meet on the Monday evening prior to each regular Tuesday meeting, in order to hold a workshop and an executive session, with no action taken on Monday, and that both meetings. Monday and Tuesday, begin at 4:00 p.m. with a workshop, and the regular meeting on Tuesday beginning at 6:00 p.m. Approved 4-0. (Lyda and Burson absent from dais) Discussion and possible action on staff shortages and strategies for alleviating the impact on productivity, and suggestions for optimizing effectiveness of current level of staffing — MaryEllen Kersch This item will be discussed at the Council Meeting on September 12. J Consideration and possible action regarding scheduling dates and videotaping of future workshops — MaryEllen Kersch Council established priorities for future workshops as: Library Board, GISD, Code Enforcement, Ethics Ordinance, and Chairs of Boards and Commissions. Russell shared a list of workshops that he wishes to present to Council as follows: Incode, HR/CIS software implementation in November; year-end investment report and updated investment policy in December; billing for fire services; stormwater drainage improvements Special Council Meeting Thursday, September 7, 2000 Page 4 of 5 Pages and related fee increases; grants; code enforcement software update; websites and on-line services; sunset review of urban design regulations; and RFP for the development ordinance revisions. Motion by Bain, second by Navarrette to suspend the quorum requirement for the Council when the Council meets with the Economic Development Commission on September 14, Approved 4-0. K Discussion of draft revisions to the Council Procedures Ordinance — MaryEllen Kersch Banks asked for and received clarification on Sec. 2.24.140 Code of Conduct for Citizens regarding the amount of time for addressing the Council when someone defers time to another. 3:03 p.m. — recessed to convene Executive Session Executive Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session that follows: L Sec.551.071 consultation with attorney M Sec.551.072 deliberation on real property Update on Acquisition of Property to be Used for City Facilities N Sec.551.074 personnel matters Job Descriptions for *City Manager and City Attorney (*this item was discussed in Open Session) O Action from Executive Session Mayor and Council were provided copies of a revised job description for the City Manager. Motion by Tonn, second by Bain to approve the job description. Approved 5- 0. (Burson had returned to the dais) Motion to adjourn by Pfiester at 3:23 p.m. Approved: aryEllen Kersch, Mayor Special Council Meeting Thursday, September 7, 2000 Page 5 of 5 Pages Attest: Sandra Lee, City Secretary