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Home My WebLink AboutMIN 08.25.2015 CC-WNotice of a Alleethig of the Goveriihig Body of the tly Tuesda The Georgetown City Council will meet on Tuesday, August 25`2015at3:00PM at the Council Chambers, at0> The city of Georgetown is committed to compliance with the Americans with Disabilities require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8 1h Street for additional information; TTY users route through Relay Texas at 711 Policy ��evelopm�� m��kshop—Ca�� de�� A Presentation and overview of the Customer Information System (CIS) Project -- Leticia Zavala, Customer Care Director and N1|c|dRundell, Chief Financial Officer Mayor called the meeting loorder o13:Q0PK8 With a PowerPoint Presentation, Zavala provided the Council with an update on the Customer Information System (C|S)Project. She said the existing CIS system was purchased in1Q94. She said (tiamTyler Technologies product by the name of|NCDQEand im|\COBOL based. She said )tiadifficult tointegrate with other software systems. She spoke about how there are about 40,000 overall accounts and summarized some of the issues they have been experiencing with the current software system. She said there is limited configuration flexibility, it requires a high level of manual activities and it is costly to maintain. She described some of the drivers for obtaining a new system. She said one of the drivers of obtaining a new system is customer relations. She said they want to capture customer interaction information and offer campaign management programs for conservation. She said another driver for a new system is to help with efficiencies, including the integration of all work orders with INFOR, integration of CIS with telephone IVER capabilities, syncing up current manual processes/work around, improved field automation and route optimization. She provided Council with an overview of the GUS projects over the last six years including the advanced metering infrastructure and meter data management replacement project, enterprise asset management project, integration of the Western District and now the Customer Information System. She spoke about the CIS project scope and how the replacement of Incode CIS would take 18-24 months. She spoke about the estimated budget and said the ongoing annual costs are to be determined. She summarized what the process has been and where staff is in that process. She said the city staff recommended Westin Engineering, which was approved by the Council and the project began in 2014. She provided Council with a summary of the consulting contract with Westin Engineering and what was included in Phase 1. She spoke about Phase 11 of the contract and said that is the phase the city is currently entering. She described the activities in this phase in great detail. She said the major things they are working on right now is vendor selection, demonstration scripts, short list coordination, site visit assistance and final selection. She said contract assistance is also in process. She spoke about the next steps in the process. Brainard asked and Zavala confirmed this is just a utility project. Jonrowe asked and Zavala spoke about the customer relations aspect of the program and the kind of data the city will be able to pull from that feature. Jonrowe asked about training a customer service representative to handle sensitive information. Zavala said this new system will give staff enough information to equip a staff member with the ability to handle that time of information. There was much discussion and many questions. B Discussion regarding parking regulations -- Cory Tchida, Assistant Chief of Police With aPowerPoint Presentation, Tohidocovered various city `issues on parking throughout the city. Hesaid the first overnight parking in cityHe said over thelast year therehave been issues with vehi 11 1111-0116,11 W11 Mill .60 and safety to the west side of Austin Avenue, 'improved sidewalks along 8 th street, improved lighting on sidewalk continue to reconfigure existing parking to maximize inventory, consolidate city employees on the west side of downtown. She spoke about long term strategies including partnering with the county to understand a long-term facility plan and move forward with structured parking. Jonrowe asked and Brewer spoke about the • ofthe garage. She described the funding for various parking issues downtown. She summarized next steps in this process and said staff would like formal adoption • the parking study and recommendations, developing preliminary design concepts, site selection and funding strategy. Fought spoke about the importance of the downtown shuttle and he encouraged staff to look into that. There were many questions about the study. Meeting recessed to Executive Session under Sections 551.071, 551.072 and 551.074 of the Local Governmen Code Executive Session In compliance with the Open Meetings Act, Chapter 551, Govemment 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. D Sec. 551.071: Consultation with Attorney - Advice from attorney about pending or contemplated litigation and other matters on which the attorney has a duty to advise the City Council, including agenda items -Meet and Confer- Police - EMS Update Sec 551.072: Deliberation about Real Property - Consideration of Lease Agreement related to property located at 4300 s. IH -35 Sec. 551.074: Personnel Matters - City Manager, City Attorney, City Secretary and Municipal Judge: Consideration of the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal - City Secretary recruitment Adjournment — N'lecting returned to Open Scssion and adjourned at 6:00 in Dale Ross, Mayor "AwwC.v AV: City Secretary