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MIN 05.20.2003 CC-SMINUTES OF a OF GOVERNING• OF CITY OF • ' • `: Regular Session Called to Order at 5:15 p.m. by Mayor Gary Nelon Councilmembers in attendance: Patty Eason, Gabe Sansing, Doug Smith, Jack Noble, John Kirby, Farley Snell and Ken Evans Councilmembers absent: All councilmembers were present. Staff present: Paul Brandenburg, City Manager; Trish Carls, City Attorney; Sandra Lee, City Secretary; Tom Yantis, Assistant City Manager; Jim Briggs, Assistant City Manager for Utility Operations; Micki Rundell, Director of Finance and Administration; Anthony Lincoln, Fire Chief; Carla Bourland, Human Resources Director; Dennis Schoenborn, Director of Information Technology; Eric Lashley, Library Director; Randy Morrow, Director of Finance and Administration; David Morgan, Police Chief Brandenburg explained to Council that this presentation would be more detail, by division, on the priorities established by the staff for the upcoming budget, along with detail on the status of the Council priorities for the current budget year. He noted that a computer and printer are available to list the Council priorities and provide that list at the end of the meeting. Rundell noted that compliance with Scenario H is the main issue. She said funds of $200,000 are available for on-going programs and $500,000 is available for new programs. She said all funds look to be policy compliant. Evans said he wants something in the budget to implement some of the Downtown Master Plan. Brandenburg noted that it has been identified and was listed as number 5 on page 2. Nelon noted that the Public Safety Compensation Plan was important last year. Sansing said Parks should be a priority, specifically San Gabriel Park. Snell asked that general city employee compensation be a priority. Noble added affordable housing, compliance with the WTTB, and next phase of public safety. Eason added that Georgetown needs a recycling center. Minutes of the Council Budget Priority Meeting May 20, 2003 Page 1 of 5 Pages Smith asked that there be a balanced budget. He also asked for wayfinding signs for the downtown, burying the downtown utilities, and public safety compensation. Sansing asked for another 4B '/4 cent tax for transportation enhancement for economic development. Mayor noted that would require budgeting for an election. He suggested using some of the GTEC funds for wayfinding signs for downtown. Rundell noted that the GTEC sales tax revenue would have to be used for "new" economic development. Eason added library. Sansing added social services funding. Brandenburg asked that Council see Staff's recommendation. He reviewed the following from the handout provided: Economic Development: Brandenburg noted the need to add staff and increase marketing. He explained the problem of coordinating the economic development budget with the hotel/motel tax. Nelon asked and Rundell explained what would need to be done to correct the current funding program. Evans asked if any sales tax from the Rivery is plugged into the budget. Rundell replied that they are using a conservative amount of $600,000. Finance and Administration Rundell noted that there are security issues at the facilities (cameras in parking lots, access and i.d. cards, etc.); staffing issues for the additional utility customers; additional vehicle and fleet maintenance (fire quints). There were further questions regarding the number of incidences where the quints are used. Lincoln noted that one of the first response vehicles runs on the First Responder Program to all "life threatening" auto accidents as well as fires. He said he hopes to have a contract next year for outside the city limits. There was further discussion regarding fire vehicles and equipment. Rundell spoke about the need to implement Phase II of patrol vehicle replacements. There was discussion regarding lease vs. purchase. Fire Services Lincoln noted three items: staffing strategy to satisfy mandated staffing requirements; adding in-house training personnel; and implementation of civil service requirements. Snell noted that there needs to be a priority to implement Phase 11 of Public Safety Compensation. Georgetown Utility System Briggs noted the following projects: creation and implementation of a regional wastewater system; creation and implementation of response to development; increased staffing due to additional workload created by GUS Advisory Board and GTEC; and a maintenance program utilizing the '/4 cent street maintenance sales tax funds. Minutes of the Council Budget Priority Meeting May 20, 2003 Page 2 of 5 Pages There was discussion regarding identifying administrative allocation of the GTEC funds. Human Resources Human Resources Director Carla Bourland noted the need for a review and implementation of employee compensation; funding for enhancement of employee benefits; upgrading the TMRS contribution to 7% and 14% which would cost the City approximately $200,000; additional staffing; and a centralized filing system for personnel records. There was discussion regarding the recent request for bids for employee health insurance. Information Technology Schoenborn noted four issues: development of a disaster recovery plan for the City's technology systems; implementation of service application throughout the City; website enhancements; and increased staffing levels to support new systems and increased workload. There were questions about off-site electronic storage. Noble noted that Lotus Notes is difficult to use for website email. There were questions and discussion regarding the IP Telephony System provided by Cisco. Library Lashley highlighted the need for a Library Facilities Plan providing for expansion within two years and upgrade of some part-time employees to full-time due to increased workload and to allow for expansion of the Library hours of operation. Management Services Brandenburg spoke about updating the Airport Master Plan; completing construction of the new animal shelter; reevaluating staff levels to extend hours at the Shelter; reviewing records in storage and becoming compliant with the records retention schedules; evaluating options for automated records management; implementing a long-range facilities plan, and developing an action plan for implementation of the Downtown Master Plan. There was discussion regarding a study of the use of downtown property. Parks and Recreation Morrow noted three items: increasing the administrative and recreation staffs; restoring the old log cabin in the park; and reviewing possible out -sourcing of park mowing. Development Services Sondgeroth spoke to Council about the continued implementation of the PIRC consolidated service area; the completion and implementation of the Transportation Plan and UDC (adding an additional planner); and implementation of Year 2 of the GIS Plan, saying their focus is to improve the customer service to the development community and promote that the City is "open for business" and looking forward to development projects. There was discussion . Minutes of the Council Budget Priority Meeting May 20, 2003 Page 3 of 5 Pages Police Services Morgan noted that the budget issues for Police Services were similar to last year: implementation of Phase II of the Public Safety Compensation Plan; increased staffing level due to increased workload and call volumes; expansion of the laptop program for the patrol vehicles; developing a wireless system to ease communication in the field; and review of the possibility of a centralized city-wide dispatch. There was discussion about revenue from motorcycle patrols and the software used for the patrol laptops. Nelon asked for response to promoting and enhancing the downtown as the highest priority for this year's budget. There were suggestions of additional items and discussion as to how to rank the items. (The items are listed on the attached sheet.) 7:08 p.m. – recessed 7:20 p.m. -- reconvened B Discussion and possible action regarding the Simon Property Group Development Agreement -- Tom Yantis, Assistant City Manager Yantis noted that this item would be done in two phases—the first phase to be presented by Bill Hammer of Simon Properties Group to show Council other Simon projects across the country and the second phase would be done in Executive Session to share some of Simon's confidential financial information with the Council. He said there would also be a Question and Answer Report coming from Brandenburg at the end of the week to explain off-site transportation costs, sales tax revenue projections, impact on city services, etc. Yantis introduced Bill Hammer who gave a slide presentation to show the Council what some of the other cities in Texas have done regarding their projects and showed Council some of the other Simon projects across the country. There was discussion. He offered to share the actual project proforma, but requested that the information be shared with the Council in Executive Session. 7:45 p.m. – recessed to Executive Session Executive Session C Sec.551.071 consultation with attorney -Pending Litigation - Thomas L. Suarez, Jr. vs. City of Georgetown, Texas, City of Georgetown Police Department, Georgetown Police Sgt. Kelly Devoll, Georgetown Police Officer Jack Lacey, Matt Painter, Brian Grubbs, Cause No. 03-113-C368 in the 368th Judicial District Court of Williamson County, Texas - Matthew Painter and Brian Grubbs, Plaintiffs v. David Morgan, Individually and in his Official Capacity as Chief of Police of the Georgetown Police Department, Robert Hernandez, individually and in his Official Capacity as Captain of the Georgetown Police Department, Gary Todd Terbush, Individually and in his Official Capacity as Lieutenant of the Georgetown Police Department; Georgetown Police Department; and the City of Georgetown, Defendants, Cause No. A03-CA-014JN, In the United States District Court for the Western District of Texas, Austin Division. - Potential Litigation/Settlement Offers Minutes of the Council Budget Priority Meeting May 20, 2003 Page 4 of 5 Pages - Don L. Dison Complaint to FAA - Legal Advice regarding agenda items D Sec. 551.087 deliberation regarding economic development negotiations -Discussion or deliberation regarding commercial or financial information received from SIMON related to the Wolf Ranch project and/or to deliberate the offer of a financial or other incentive to SIMON 8:25 p.m. — adjourned Executive Session 8:27 p.m. — resumed Open Session Regular Session E Action from Executive Session There was no action from Executive Session. Council requested that Bill Hammer return for more questions, regarding return on net investment, discounted cash flow, levels of amenities, etc. 8:32 p.m. -- adjournment ayor ry [Melon Minutes of the Council Budget Priority Meeting May 20, 2003 Page 5 of 5 Pages Attest: City Secretary Sandra Lee Prov ---- - �4 13 r !U�v Implement Phase I of Downtown Master Plan • Underground Utilities ® Signage for Downtown Plan ® Sidewalk program Phase If Public Safety Compensation Plan and staffing issues ® Vehicle and equipment program • Research Emergency Services District Policy Compliance for General Fund Affordable Housing Work with Habitat for Humanity TRG Prepare a property inventory available for affordable housing Encourage citizen cooperation Parks • San Gabriel Park • Fund for parkland acquisition Employee Compensation Expand Recycling Program ® Recycling Center • Household hazardous waste Airport Master Plan Update Funding Economic Development ® Research 4A Corporation Election Research 4B funds for signage downtown Library bond issue Social Services funding