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MIN 12.15.2003 CC-WThe City Council of the City of Georgetown, Texas, met in Regular Session on the above date with Mayor Gary Nelon presiding. jCouncil Present: (Council sent: Doug Smith, Mayor Pro Tem, Jack Noble, Gabe Ken Evans due to resignation �Sansing, Farley Snell, Patty Eason, John Kirby Staff Present: Paul Brandenburg, City Manager, Trish Carls, City Attorney, Shirley Rinn, Deputy City Secretary, Tom Yantis, Assistant City Manager for Operations, Micki Rundell, Director of Finance and Administration, Laurie Brewer, Controller, Kieth Hutchinson, Public Information Officer, Leticia Zavala, Chief Accountant, Mark Thomas, Economic Development Director, Amelia Sondgeroth, Director of Planning & Development Services, Jim Briggs, Assistant City Manager for Utility Operations Policy Development/Review Workshop - Call to order at 4.00 p.m. A Overview of the September 30, 2003 year end preliminary financial information and annual review of the City's investment policy -- Laurie Brewer, Controller and Micki Rundell, Director of Finance and Administration Rundell provided a PowerPoint Presentation and gave an overview regarding the year end preliminary financial information. Rundell told council that the City's sales tax was 7.5% higher than the prior year. She also discussed the City's revenue reserve position and told Council that the City was in a very good position for this time of year. She discussed the sales tax history, sales tax per capita, general fund and other revenues, construction permits, general fund expenditures, special revenue funds, internal service funds, airport fund, utility funds, and Capital Projects Funding. She also discussed the budget amendments for 2002/03 and 2003/04 that will be brought to council at its next meeting. She went on to discuss rollovers and fund balance for capital improvement projects and told Council that her staff is in the process of preparing for council a quarterly CIP report that will give them a status of each CIP project from inception through completion and the ongoing costs involved in each project. Rundell provided a PowerPoint Presentation and gave an overview regarding the annual review of the City's investment policy. She discussed the purpose of the update, a summary of the Public Funds Investment Act, a Description of GASB 31 requirements, a review of the City's policy, a portfolio performance for 2002/03 and the Market Conditions and Strategy for 2003/04, and the the liquidity of the City's cash reserves and the current interest rates. B Presentation and discussion regarding the proposed Professional Resource Organization (PRO) -- Paul Brandenburg, City Manager Paul Brandenburg provided a presentation regarding the proposed Professional Resource Organization. Brandenburg described the proposed program to the Council and explained how he envisioned it. He told the Council that there are times when the City needs help with projects or programs, but did not necessarily City Council Meeting Minutes/December 15, 2003 Page 1 of 2 Pages need to hire a consultant to perform those services. He told Council that the City of Georgetown had a lot of resources and a wealth of talent in the community and how this type of program could work in Georgetown. He said that volunteers could help the City by offering their specific professional talents on a specific project basis. There was discussion regarding possibility of conflicts between the volunteers and staff and the steps that would need to be taken to prevent that. Discussion regarding need to make more people in the community aware of the opportunity to serve on the City's boards & commissions and the need for volunteers to work on projects. Council indicated support of PRO and told Brandenburg to proceed with the program. C Council Calendar - Special Council Meeting on Tuesday, December 16, 2003, at 6:00 p.m., in the City Council Chambers at the northeast corner of Seventh and Main Streets - Special Council Meeting on Friday, December 19, 2003, at 5:00 p.m. - Special Election for registered voters in City Single -Member District 7 on Saturday, December 20, 2003, with early voting from December 3 through December 16, 2003. - Special Council Meeting on Tuesday, December 30, 2003, at 5:00 p.m. - Regular Council workshop on Monday, January 12, 2004, at 4:00 p.m. - Regular Council Meeting on Tuesday, January 13, 2004, at 6:00 p.m. - Community Breakfast Meeting at Georgetown Municipal Complex, San Gabriel Room on Friday, January 30, at 7:00 a.m. Recessed at 4:50 p.m. to executive session. s Reconvened in Regular Session at 5:37 p.m. Motion by Eason, Second by Noble to Adjourn Meeting adjourned at 5:37 p.m. 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. D Sec.551.071 consultation with attorney - Pending Litigation - Legal Advice Regarding Agenda Items and other Matters - Provision of electric service to City Owned facilities E Sec.551.072 deliberation on real property - Discussion and possible action regarding acquisition of property for downtown parking F Sec.551.074 personnel matters The meeting was adjourned at 05:37 PM. Mayor Gary Nelon City Council Meeting Minutes/December 15, 2003 Page 2 of 2 Pages Attest i C,ify"Secretary Siitley J. Rinn u