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12 - Management Services1 1 1 Management ,services W J Cite Council Page 214 City Manager's Office Page 216 Employee & Organizational Services HR Page 220 Safety Services Page 22.1 Legal Services Page 218 MANAGEMENT SERVICES Management Services consists of the executive and governing functions of the City and includes the City Council, City Manager's Office, City Secretary, Legal Services, and Employee and Organizational Services. The City Council is the legislative body that provides the leadership and vision for the community of Georgetown. The City Manager's Office functions as the central communication link between the Council and the City organization, and manages the day-to-day operations and services of the City. The City Secretary maintains official records, oversees all municipal elections and coordinates the boards and commissions appointment process. The Legal Services Department provides in-house legal services and also acts as the legal advisor to the City Council, boards and commissions. Employee and Organizational Services, through Human Resources and Safety Services, provides employee and organizational support to retain and attract quality employees. DIVISION FINANCIAL SUMMARY: 99/00 98/99 99/00 Projected 00/01 01/02 Actual Budget Actual Adopted Projected Base City Council 85,651 92,607 87,607 345,730 331,730 Legal Services 347,731 411,587 411,587 495,586 486,465 City Manager's Office 527,174 624,798 620,047 551,180 551,180 Employee & Organizational Svcs 343,471 406,251 400,565 382,293 382,293 City-wide Services 196,482 313,757 205,760 895,340 1,101,935 Safety Services 267,736 395,951 326,278 369,289 369,289 TOTAL 1,768,245 2,244,951 2,051,844 3,039,418 3,222,892 MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 203 MANAGEMENT SERVICES Employees - Full Time Equivalents 5.75 City I Office 18.75 Total Employees 1 City Council 7 Legal Services mp.& Org. Svcs Safety Services Personnel, Operations, & Capital Personn Total Budget $3,039,418 peralions lal ENT SERVICES 204 ANNUAL OPERATING PLAN ELIEMENT 2000/01 ENDS & MEANS Economic Development Policy End 1.00 Citizens of Georgetown experience a stable, self-sustaining economy with expanding job opportunities. Means (00-05) Implement the adopted recommendations of the Economic Development Task Force. (City Manager's Office, Legal Services, Finance & Administration) Focus End 1.01 Existing undeveloped sites in Georgetown are put to beneficial use. Means (97-01) Provide legal services to release assessments along IH -35 Frontage Road, particularly San Gabriel Village and River Oaks IH -35 Business Park. (Legal Services) Means (98-03) Support and assist in development of the Rivery tract and the entertainment district. (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Development Services, Economic Development, Parks & Recreation) Focus End 1.0601 The downtown is economically viable. Means (99-02) Work with the Main Street Program and other City Departments, Downtown Georgetown Association (DGA) and other merchants to promote and enhance the unique character of the downtown square. (City Council, City Manager's Office, Community Owned Utilities, Development Services Economic Development, Information Resources,) Focus End 1.07 The tourism industry in Georgetown is developed and promoted in a manner that compliments the City's unique character. Means (99-04) Sponsor the Red Poppy Festival to help promote the unique character of Georgetown especially its downtown historical district. (All Divisions) Environmental and Resource Conservation Policy End 2.00 Georgetown's natural and physical resources are managed so that citizens enjoy the benefits of economic and social development. Means (97-02) Support voluntary efforts to educate and encourage central Texans to maintain clean air standards through cooperation with the Williamson and Travis County Clean Air Force. (City Council, City Manager's Office) - Focus End 2.01 Sufficient, high-quality water is available to meet the current and future needs of citizens and businesses in Georgetown. Priority is given to: 1) human consumption 2) businesses 3) recreation MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 205 Means (98-02) Develop an irrigation/effluent utility ordinance and reuse policy. (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Finance & Administration, Parks & Recreation) Means (99-04) Work with the Brazos River Authority, the Chisholm Trail Special Utility District, the Jonah Special Utility District Lower Colorado River Authority and Senate Bill 1 for regional water supply planning with the emphasis on meeting future supply needs. (City Council, City Manager's Office, _- Legal Services, Community Owned Utilities) Means (99-05) Continue cooperative partnership with Chisholm Trail Special Utility District, including modifying service area boundaries and extending leases for Lake Georgetown property. (Legal Services, Community Owned Utilities, Development Services, Parks & Recreation) Means (00-01) Develop a backflow prevention cross -connection program to protect the public water system from possible contaminants. (City Council, City Manager's Office, Community Owned Utilities and Development Services) Means (00-01) Adopt a short and long-term water supply plan. (City Council, City Manager's Office, Community Owned Utilities) Focus End 2.02 Wildlife is conserved. Means (99-04) Investigate mitigation plan alternatives for the proposed listing of the Georgetown Salamander on the endangered species list. (City Manager's Office, Legal Services, Community Owned Utilities, Development Services) Growth and. Physical Development Policy End 3.00 Citizens, business owners and organizations enjoy the benefits of well planned land usage in which conflicting needs are balanced Means (00-05) Assist appropriate divisions in preparing and implementing a comprehensive strategy to address Geographic Information System (GIS) needs of the City. (Legal Services, Community Owned Utilities, Community Services, Development Services, Finance & Administration, Fire Services, Information Resources, Police Services) Health and. Human Services Policy End 4.00 City owned, sponsored or managed health and human services enhance the quality of life of the citizens of Georgetown. Means (99-04) Promote youth programs such as the those offered by the Parks & Recreation Department, Safe Place, DARE, the Youth Advisory Board and Teen Court that strengthen youth and families, community partnerships and neighborhood activities. (City Manager's Office, Human Resources, Legal Services, Safety Services, Community Owned Utilities, Community Services, Fire Services, Parks & Recreation, Police Services) Means (00-01) Update CPR/First Aid instructor training and materials to include Automated External Defibrillator (AED) training. (Safety Services, Fire Services, Parks & Recreation, Police Services) 206 ANNUAL OPERATING PLAN ELI MENT 2000/01 D D D D L L L) L) Means (00-01) Work with all divisions to coordinate a city wide analysis of in-kind cash contributions for social services organizations. (City Manager's Office, Legal Services, All Divisions) Historic Preservation Policy End 5.00 Prehistoric and historic resources arepreserved, protected andpromoted for the benefit of the citizens of Georgetown. Means (98-01) Support private efforts to renovate the Shotgun House. (City Council, City Manager's Office, Development Services) Means (99-04) Provide support and assistance to the Downtown Business District Design Committee for the creation of a downtown business -zoning district. (City Council, City Manager's Office, Legal Services, Development Services, Economic Development) Housing Policy End 6.00 All citizens have access to safe and adequate housing opportunities. Means (98-04) Review, adopt, and implement a Housing Plan Element. (City Council, City Manager's Office, Legal Services, Community Services, Development Services) Public Informattion and Education Policy End 7.00 City owned, sponsored or managed public information and education services enhance the quality of life of the citizens of Georgetown. Focus End 7.01 Public education and information services meet the diverse needs and requirements of citizens. Means (00-01) Expand training of advisory boards and commissions. (City Council, Legal Services) Means (00-05) Recruit volunteers through various service organizations and programs for City and community projects and services. (City Manager's Office, Safety Services, Community Services, Development Services, Parks & Recreation, Police Services,) Means (00-05) Coordinate and align efforts of advisory boards and commissions through joint meetings of board and commission chairpersons. (City Council, City Manager's Office, Legal Services) Means (00-05) Public Information Officer will work with all divisions to coordinate efforts to distribute information in a timely manner to the general public. (City Manager's Office, All Divisions) Focus End 7.02 Public information is accessible to all citizens. Means (00-01) Create a community education program that teaches citizens the basics of municipal government operations. (City Manager's Office, Legal Services) MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 207 Means (00-01) Increase the number of Town Hall meetings to provide for structured and public citizen input and feedback regarding municipal operations and issues. (City Council, City Manager's Office) Public Safety Policy End 8.00 Citizens of Georgetown feel safe and are well protected from crime and disorde ; natural disasters and emergencies. Focus End 8.02 Public safety services extend sufficiently beyond the City limits to ensure through governmental contracts that citizens in all parts of the City are adequately protected. Means (96-05) Assist Community Owned Utilities in the expansion of the Safe Place Program to provide for the safety of youth. (Human Resources, Safety Services) Means (99-01) Review intergovernmental support of service delivery between the City and Williamson County. (City Manager's Office) Means (99-04) Work with Fire Services to investigate the creation of a fire district within the downtown historic businesses to guide and enhance building codes and zoning. (Legal Services, Development Services, Fire Services) Means (99-04) Provide legal support to Police Services to develop and maintain equitable mutual aid agreements with other public safety agencies in Williamson County. (Legal Services, Police Services) Means (00-01) Review the feasibility of a countywide law enforcement training center. (City Manager's Office, Police Services) Means (00-01) Support and assist all divisions with updating the Emergency Operations Manual. (City Manager's Office, All Divisions) Recreation and Cultural Affairs Policy End 9.00 Parks, open space, recreation facilities and services, and social and cultural activities contribute to an enhanced quality of life for the citizens of Georgetown. Focus End 9.02 Georgetown has a City wide open space system. Priority is to be given to: 1) the tributaries of the San Gabriel River (e.g. Smith Branch, Pecan Branch, Berry Creek) 2) preservation of key open space views 3) enhancement of park and recreational facilities 4) promotion of environmental conservation and/or protection 5) providing the City with a "land bank" 6) providing buffering from more intensive uses Means (00-01) Work with Parks, Development Services and Community Owned Utilities to develop criteria and identify possible park sites for future development. (Legal Services, Community Owned Utilities, Development Services, Parks & Recreation) 208 ANNUAL OPERATING SERVICES NG PLAN ELEMENT 2000/01 Means (00-01) Work with Parks to negotiate agreement with United States Army Corps of Engineers for a future regional park. (Legal Services, Community Owned Utilities, Development Services, Parks & Recreation) Focus End 9.03 There are opportunities for citizens to participate in a wide range of recreational activities. Priority is to be given to programs which meet the needs of those who are physically or otherwise challenged. Means (00-01) Review support agreements and/or leases of parkland with community organizations for recreational programming. (Legal Services, Safety Services, Parks & Recreation) Means (00-05) Work with Georgetown Independent School District on future school sites so parkland can be purchased adjacent to schools. (City Council, City Manager's Office, Legal, Community Owned Utilities, Development Services, Finance & Administration, Parks & Recreation) Transportation Policy End 10.00 Citizens and commercial goods move safely and efficiently throughout all parts of the City. Means (97-05) Work with Williamson County and Development Services on the construction of the following bridges: • Below the dam at Lake Georgetown • Between State Highway 29 and Williams Drive (including bridge crossings to improve traffic flow west of IH -35) • Spring Valley Road bridge • Inner Loop bridge, between State Highway 29 and F.M. 971. (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Development Services, Finance & Administration) Means (97-05) Work with Williamson County and Development Services on the alignment of the following roadways: • Inner Loop Road, west of Interstate Highway 35 • D.B. Wood Road • Booty's Road • Remaining segments of Inner Loop Road, east of Interstate Highway 35 • County Road 115 (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Development Services, Finance & Administration) -- Means (98-03) Arrange early coordination with the Texas Department of Transportation to: • Widen Austin Avenue, from 6th Street to Williams Drive, including the two bridges spanning the North and South San Gabriel Rivers • Widen Williams Drive, from Cedar Breaks Road to Del Webb Boulevard • Realign F.M. 1460 to F.M. 2243 at Austin Avenue • Widen 0.75 miles of Leander Road west of Georgetown Independent School District property • Widen Highway 971 east of Business 35 to FM 1105 • Install traffic signal at Austin Avenue and Morrow Street MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 209 • Widen and reverse the direction of entrance/exit ramps on Interstate Highway 35 • Install traffic signal at Inner Loop Road and State Highway 29 • Install traffic signal at Inner Loop Road and FM 1460 (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Development Services, Finance and Administration) Means (98-04) Work with the Texas Department of Transportation and the Federal Highway Administration to obtain funding for the extension of State Highway 130. (City Council, City Manager's Office, Community Owned Utilities, Development Services) Means (98-04) Work with the Texas Department of Transportation to construct necessary improvements along Interstate Highway 35 and other state highways in the Georgetown area. (City Council, City Manager's Office, Community Owned Utilities, Development Services) Means (99-01) Participate with Williamson County to ensure that Georgetown area transportation needs are addressed in the upcoming County bond election. (City Council, City Manager's Office, Legal Services, Community Owned Utilities) Focus End 10.01 the Georgetown Municipal Airport primarily serves the general aviation needs of the community. Means (00-01) Support the construction of new/remodeled Airport Terminal Building (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Community Services, Development Services, Information Resources) Urban Design Policy End 11.00 Georgetown's citizens and businesses enjoy an attractive community with a unique sense of place and a positive, identifiable image, at a cost which is consistent with other City social and economic priorities. Focus End 11.01 Georgetown's unique character is maintained and enhanced. Means (99-03) Develop policies and programs which implement the Urban Design Plan, including maintenance policies, Subdivision Regulations, the Zoning Ordinance and the Sign Ordinance updates, including a sunset review of these ordinances. (City Council, City Manager's Office, Legal Services, Development Services, Community Services, Fire Services) Focus End 11.08 The City is well maintained and citizens enjoy a high standard of community urban design. 4 Means (98-02) Work with Code Enforcement, Fire Services, Building Standards Commission, and Community Owned Utilities for the enforcement of nuisance codes and ordinances for the removal of substandard structures. (Legal Services, Community Owned Utilities, Development Services, Fire Services) Means (99-01) Revise the code enforcement process to implement a one-stop calling point and provide more aggressive identification and abatement of violations. (All Divisions) MANAGEMENT SERVICES 210 ANNUAL OPERATING PLAN ELEMENT 2000/01 Utilities/Energy Policy End 12.00 City owned, sponsored or managed utilities provide safe, adequate and reliable services to all customers. Means (98-01) Assist Finance & Administration and Information Resources with implementation of an integrated financial, human resources and utility customer information system. (Employee & Organizational Services, Finance & Administration, Information Resources) Means (99-01) Work with Community Owned Utilities in establishing a full service utility distribution provider. (City Manager's Office, Legal Services, Community Owned Utilities) Focus End 12.01 Customers of the City's electric utility have a range of choices with respect to rates, service levels and power supply options. Means (96-05) Work with Community Owned Utilities, Development Services, and Finance & Administration plan for and establish wastewater system facilities in the Serenada subdivision. (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Development Services, Finance & Administration) Means (99-04) Create a telecommunications infrastructure with local franchises and other governmental entities. (City Manager's Office, Legal Services, Community Owned Utilities, Information Resources) Means (00-02) Evaluate the potential impact that electric deregulation could have on city services. (City Council, City Manager's Office, Community Owned Utilities) Focus End 12.02 City water and wastewater customers in all certified areas receive services which exceed state and federal standards. Means (97-02) Support the efforts of Community Owned Utilities to expand thewatewater collection system to provide wastewater service opportunities to residents in the Booty's Road and Cedar Breaks/Williams Drive areas (including: Turtle Bend and Oakcrest Subdivisions). (City Council, City Managers; Office, Community Owned Utilities) Focus End 12.03 The City's stormwater drainage system efficiently and effectively protects the health and safety of Georgetown's residents and minimizes the negative effects of standing water and urban runoff. Means (00-05) Maintain an on-going Regional Stormwater Plan consistent with State and Federal guidelines in cooperation with Development Services and Community Owned Utilities. (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Development Services) Facilities and Services Policy End 13.00 The City provides for the safety of its citizens and supports the responsive delivery of coordinated services by the City and other public agencies. Means (99-01) Create a database of City -owned property, identifying unused parcels for potential sale or reuse by the City. (City Manager's Office, Legal Services) MANAGEMENT SERVICES _... ANNUAL OPERATING PLAN ELEMENT 2000/01 211 Means (99-04) Coordinate the adoption and begin the implementation of a citywide ten-year facilities plan that promotes efficient and safe city operations, improves access to city facilities by citizens and exemplifies urban design standards. (City Council, City Manager's Office, Safety Services, Community Owned Utilities, Community Services, Development Services, Economic Development, Finance & Administration, Fire Services, Information Resources, Police Services) Focus End 13.02 The City has a high level of employee satisfaction and retention. Means (98-04) Target recruiting efforts to ensure diversity in the applicant pool and compatibility with core values for every City position. (Employee & Organizational Services, All Divisions) Means (99-02) Prepare request for proposals, solicit bids, and award contract to the provider with the best proposal for brokerage insurance services. (Safety Services, Finance & Administration) Means (99-02) Conduct an audit of human resources processes and use results to improve service delivery and ensure compliance with employment law. (Employee & Organizational Services, All Divisions) Means (99-02) Develop and implement individualized career development and citywide succession plans. (Employee & Organizational Services, All Divisions) Means (99-02) Provide individualized support for team organizational development for the Development Process Team and Community Owned Utilities. (Employee & Organizational Services, Community Owned Utilities, Development Services) Means (99-03) Develop and implement a telecommuting policy/program to allow eligible employees to work from places other than their job sites. (Employee & Organizational Services, Information Resources) Finance Policy End 14.00 All municipal operations are conducted in an efficient business -like manner and sufficient financial resources for both current and future need are provided Means (00-01) Adopt and implement recommendations from the citizens' committee researching additional revenue source options. (City Council, City Manager's Office, Finance & Administration) Means (00-01) adopt a long-term financial business plan for the City. (City Council, City Manager's Office, Finance & Administration) Means (00-01) Conduct a citywide competitive fee analysis. (City Council, City Manager's Office, All Divisions) Governmental Affairs Policy End 15.00 A high level of cooperation and involvement exists among Georgetown's citizens and governmental organizations. MANAGEMENT SERVICES 212 ANNUAL OPERATING PLAN ELEMENT 2000/01 Focus End 15.01 All citizens actively participate in governmental functions. Means (98-04) Revise single -member election districts to incorporate newly annexed areas and to comply with new census data. (Legal Services) - Means (00-02) Provide legal support for reevaluation of the City's election method and redistricting as a result of the Census 2000. (Legal Services) Means (00-02) Assist Development Services in its analysis of Census 2000 data, as it becomes available. (Legal Services, Development Services) Focus End 15.02 The City develops and coordinates service delivery policies with Williamson County, the Georgetown Independent School District and other organizations that provide services to Georgetown. Means (00-01) Contract with Williamson County for administering all municipal elections. (City Council) Means (00-05) Through comprehensive efforts with Georgetown Independent School District (GISD), assist in utility and traffic flow issues related to the location of new school sites and provide other - utility and conservation solutions as necessary. (City Council, City Manager's Office, Legal Services, Community Owned Utilities, Development Services, Parks & Recreation) Focus End 15.03 The City is a strong and visible participant in developing comprehensive solutions to issues of concern on a regional level. Means (00-01) Monitor legislative session and advise City Council and staff on proposed bills affecting City operations. (Legal Services) For an explanation of the Ends & Means, seepages one and two in the City Summary section. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 213 WHAT WE DO: The City Council is composed of a Mayor, elected at large, and seven Councilmembers elected from single - member districts. The Mayor presides over City Council meetings, and votes only in the case of a tie. Items to be considered by the Council in their meetings are listed on an agenda which is posted on a bulletin board outside the Council Chambers. The agenda is also available in the public library, on the Infoline, on cable TV, in the newspaper and on the City's website. Georgetown is a Home Rule City, which means that the Council is free to enact legislation, adopt budgets, and determine policies, subject only to the limitations imposed by the Texas Constitution and City Charter. The Council appoints the City Manager who carries out the laws and implements the policies and vision established by the City Council. The Council also appoints the city attorney, the municipal judge and the City Secretary. In addition, the Council appoints citizens to serve on advisory boards, commissions, and committees. The City Secretary maintains official city records, conducts city elections and coordinates the boards and commissions appointment process. The City Council's budget includes funds for the needs of the City Council and the City Secretary. WHAT WE ACCOMPLISHED IN 1999/00: • Approved an agreement with the Georgetown Cultural Citizens' Memorial Association for the renovation and lease of the Shotgun House. • Developed a citywide ten-year facilities plan. • Adopted interim sign and zoning ordinances and subdivision regulations to implement the City's Urban Design Plan. • Provided policy direction on issues such as transportation, water, and electric deregulation. • Sponsored the City's first Red Poppy Festival. • Appointed members to and coordinated the meetings of the Economic Development Task Force. • Worked to secure a regional water supply plan. • Adopted a three-year annexation plan. • Held numerous joint meetings with city advisory boards and other organizations to encourage cooperation and alignment of goals. • Developed a closer working relationship with Georgetown Independent School District on issues of mutual concern, such as site location cooperation, traffic issues, and city fees. • Hosted public workshops for community awareness regarding electric deregulation. • Sponsored a community -wide forum on the laws governing open meetings. • Sponsored Georgetown's first community -wide town hall meeting to solicit citizen input for the upcoming budget. • Researched additional revenue sources to fund park projects, transportation improvements and facilities construction. WHAT WE PLAN TO ACCOMPLISH IN 2000/01: • Implement recommendations of the citizens' committee researching additional revenue sources. • Work with Williamson County to ensure that the Georgetown area transportation needs are fully addressed in the next county bond election. • Review interim sign ordinance and subdivision regulations as they relate to the Urban Design Plan. • Adopt a long-term financial and business plan for the City. • Adopt the Economic Development Task Force's recommendations. • Adopt a short and long-term water supply plan. • Contract with Williamson County to administer all municipal elections. • Research potential impacts that electric deregulation will have on city services. MANAGEMENT SERVICES 214 ANNUAL OPERATING PLAN ELEMENT 2000/01 SIGNIFICANT CHANGES: The City Secretary/Administrative Assistant to the City Manager position was changed to a City Secretary position exclusively. This position and its expenditures have been moved from the City Manager's budget to the City Council's budget. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 215 ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 00 FY 00 FY 00/01 1) Number of Hours Spent in Council Meetings 117 84.5 N/A 135 150 2) Posted Council Meetings 33 37 N/A 49 50 3) Number of Public Meetings Posted 196 190 185 335 350 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 0 0 0 # Employees 1/0 1/0 16,955 22,607 22,607 Personnel 71,714 (217.2%) 71,714 (o.o%) 68,696 70,000 65,000 Operations 274,016 (321.6%) 260,016 (-5.1%) 85,651 92,607 87,607 345,730 (294.6%) 331,730 (-4.o%) * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed SIGNIFICANT CHANGES: The City Secretary/Administrative Assistant to the City Manager position was changed to a City Secretary position exclusively. This position and its expenditures have been moved from the City Manager's budget to the City Council's budget. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 215 fil WHAT WE DO: The City Manager's Office includes the City Manager, Assistant City Manager, Assistant to the City Manager, an Administrative Assistant, a receptionist, and mailroom staff. The City Manager, appointed by Council, is the chief administrative and executive officer of the City. Responsibilities of the City Manager include management of all day-to-day city activities. The City Manager acts as the City's representative and liaison to local groups, service organizations and businesses. In addition, the City Manager's Office helps coordinate the quarterly City Letter, the Infoline, Teen Court, the Youth Advisory Board, and the resolution of citizen concerns. WHAT WE ACCOMPLISHED IN 1999/00: • Closed out Texas Capital Fund economic development grants on behalf of Texas Electric Cooperatives, Inc., Advanced Cable Service, Advance Metal Systems, Hewlett Chevrolet, Xycarb and Schunk. • Coordinated meetings with numerous advisory boards, regional planning boards and other agency boards. • Began implementation of the revised sign and zoning ordinances and subdivision regulations in relation to the Urban Design Plan. • Increased public awareness and education of city issues through promotion of the City's website, Infoline, City Newsletter and airing of council meetings on cable television. • Negotiated a funding and lease agreement with the Georgetown Cultural Citizens' Memorial Association for the restoration and lease of the Shotgun House. • Coordinated the Development and adoption of a citywide ten-year facilities plan. 216 • Coordinated the City's first community -wide townhall meeting to seek citizen input into the upcoming budget. • Celebrated the City's first annual Red Poppy Festival. • Researched and evaluated benefits and incentives relating to staff recruitment and retention. • Provided information to Council on revenue sources to fund park projects, transportation improvements and facilities construction. WHAT WE PLAN TO ACCOMPLISH IN 2000/01: • Study the feasibility of a countywide law enforcement training center. • Develop a long-term financial and business plan for the City. • Implement the adopted recommendations of the Economic Development Task Force. • Conduct a citywide competitive fee analysis and review. • Implement the recommendations of the citizen committee researching additional revenue sources. • Create a community education program to teach citizens the basics of municipal government operations and responsibilities. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 *The citizen feedback measurement started with the last quarter of 1997198 BUDGETED PROJECTED PROPOSED FY 00 FY 00 FY 00 01 750 275 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: ACTUAL ACTUAL ACTIVITY INDICATORS FY 97/98 FY 98/99 1) Number of agenda items Budget Actual processed/reviewed 813 784 2) Number of citizen feedback 406,811 404,923 Personnel forms submitted from the 212,272 209,409 Operations City Letter 63* 150 *The citizen feedback measurement started with the last quarter of 1997198 BUDGETED PROJECTED PROPOSED FY 00 FY 00 FY 00 01 750 275 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 00/01 Adopted (% Change *) 5/0.75 351,578 (-13.2%) 199,602 (4.7%) 0 (N/A) 551,180 (-11.1%) 973 975 75 150 01/02 Projected Base (% Change **) 5/0.75 351,578 (o.o°io) 199,602 (0.0%) 0 (NSA) 551,180 (o.o%) SIGNIFICANT CHANGES: The City Secretary/Administrative Assistant to the City Manager position was changed to a City Secretary position exclusively. This position and its expenditures have been moved from the City Manager's budget to the City Council's budget. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000101 217 99/00 98/99 99/00 Projected Actual Budget Actual 5/0.25 6/0.75 6/0.75 # Employees 327,723 406,811 404,923 Personnel 199,451 212,272 209,409 Operations 5,715 5,715 Capital 527,174 624,798 620,047 Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed 00/01 Adopted (% Change *) 5/0.75 351,578 (-13.2%) 199,602 (4.7%) 0 (N/A) 551,180 (-11.1%) 973 975 75 150 01/02 Projected Base (% Change **) 5/0.75 351,578 (o.o°io) 199,602 (0.0%) 0 (NSA) 551,180 (o.o%) SIGNIFICANT CHANGES: The City Secretary/Administrative Assistant to the City Manager position was changed to a City Secretary position exclusively. This position and its expenditures have been moved from the City Manager's budget to the City Council's budget. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000101 217 WHAT WE Do: • Conducted informational/training seminars on groundwater issues, Public Information and Open The Legal Services Department provides in-house Meetings Act and ethics. legal services for the City Council, staff, boards and commissions and supervises the provision of legal • Participated in town hall meetings on Country services by outside counsel. This department acquires Club Road and annual budget. real property, easements and rights-of-way for utility and transportation capital improvements projects; • Completed first year of project to create City - prepares and/or reviews contracts, development owned property database. agreements, ordinances, pleadings, policies, and �i procedures; provides training to other departments on • Established franchise regulatory process. II' legal issues. The Legal Services Department f� represents the City in litigation matters and before • Secured state permits for Pecan Branch State agencies. This department prosecutes at Wastewater Treatment Plant to allow effluent Municipal Court, supervises Teen Court prosecution reuse at Sun City Texas and Georgetown Country ' and assists in Code Enforcement efforts. Club. The City Attorney issues legal opinions to interpret the City Charter, City Ordinances, policies and WHAT WE PLAN TO ACCOMPLISH IN 2000/01: procedures and state law. The City Attorney provides annual ethics training for the City Council, Boards • Provide legal support to revise/enact/enforce and Commissions. The City Attorney serves as a key ordinances concerning: commercial and manu- specialist for the Development Process Core Team. facturing zoning designations; traffic; Housing Element of Century Plan and regional stonnwater ` drainage utility. WHAT WE ACCOMPLISHED IN 1999/00: • Establish City policy for responding to public • Renegotiated the Lone Star Gas Franchise. infonnation requests and conduct training for employees. • Provided legal support to more aggressively enforce City ordinances and to revise/enact/ • Provide legal support for reevaluation of City's enforce ordinances concerning: expansion of election method and redistricting as a result of the downtown historic district; alcohol consumption 2000 Census. in parks and recreation areas which cater to youth; Sign Ordinance; Addressing Ordinance; • Revise City Council policies and procedures. Junked Vehicles; Weed Ordinance; Urban Design Amendment to Zoning Ordinance and • Acquire property for Leander Road extension and ji Dangerous Building Ordinance. Country Club Road widening. • Provided legal support for economic • Monitor Legislative Session and advise City staff development projects and major land and Council on proposed bills affecting City development projects including Cimarron Hills, operations. Escalera Ranch, expansion of Sun City Texas and the Rivery. • Established Cimarron Hills Public Improvement District. MANAGEMENT SERVICES 218 ANNUAL OPERATING PLAN ELEMENT 2000/01 ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 00 FY 00 FY 00/01 1) Requests for legal services from City Council and staff 1,459 1,500 1,767 2,100 3,600 2) Public Information requests processed 79 100 95 135 175 3) Pending lawsuits and administrative filings 16 12 18 18 20 4) Percent of informal opinions rendered within one day 95% * 95% 95% 90% 90% * Tracking for performance measure initiated last quarter FY 1997/98. 2000/01 ADOPTED BUDGET AND 2001/02, PROJECTED BUDGET: 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 5/0 5/0 5/0 # Employees 7/0 7/0 249,203 267,839 267,839 Personnel 386,419 (44.3%) 393,134 (1.7%) 98,528 143,748 143,748 Operations 104,171 93,331 0 0 0 Capital 4,996 (N/A) 0 (-100.0%) 347,731 411,587 411,587 495,586 (20.4%) 486,465 (-1.8%) _ Employees: full time / part time FTE's " * Percent change of 00/01 Proposed from 99/00 Projected Actual " ** Percent change of 01/02 Projected Base from 00/01 Proposed SIGNIFICANT CHANGES/OTHER COMMENTS: The City also has a litigation contingency account in the General Government department to be used for outside _ counsel and claims settlement as needed. The department will also add an additional Assistant City Attorney and a Paralegal position to assist with boards and commissions and bring Municipal Court prosecution in-house. MANAGEMENT SERVICES __ ANNUAL OPERATING PLAN ELEMENT 2000/01 219 MANAGEMENT SERVICES 220 ANNUAL OPERATING PLAN ELEMENT 2000/01 WHAT WE DO: • Provided coaching and processes to Directors and Department Heads to deal with the current The division, through Administration, Human transition and maintain focus on our direction. Resources, and Safety Services, provides employee & organizational support to attract and retain quality • Began the process to evaluate our compensation, employees. The Director of Employee and benefits and recognition programs to ensure we Organizational Services works with all divisions to remain competitive in our recruitment and retention improve internal processes and continually develop the efforts. City's values -based integrative culture. The division fA also provides services to employees, applicants, City • Piloted a high performance organizational model in departments, and other cities in the areas of Community Owned Utilities and Information � employment, employee benefits, employee relations, Resources and began to work in other divisions with - s diversity, human resource management, training and Directors and Department Heads to follow an integrated approach to services rendered to development, payroll processing, performance Georgetown citizens. appraisal, personnel records, policy interpretations, compensation administration, and employee • Conducted a City-wide Harassment Prevention recognition programs. The Division also administers training to promote a professional and comfortable on-going and annual events such as Customer Service work environment. Committee, Appreciation Day, Values Birthday summer picnic, Benefits Fair, and the employee • Restructured annual benefits open enrollment to survey. better educate employees to help maximize use of o benefits. 10 The Employee & Organizational Services budget funds for city-wide programs such as merit XOincludes increases, employee bonuses, city-wide training, and WHAT WE PLAN TO ACCOMPLISH IN 2000/01: O p process improvement consultation. • Conduct a Human Resources internal efficiency audit to improve service delivery processes to WHAT WE ACCOMPLISHED IN 1999/00: employees. • Assisted with development of requirements, and • Work with the Utility Office, Community Owned request for proposals and evaluation of options for Utilities (COU), Employee and Organizational i Al an integrated financial, human resources and Services, Accounting, and Information Resources utility customer information system. to implement an integrated financial, human resource, and utility customer information system. • Implemented on-going Leadership Development Training to improve and enhance leadership skills • Restructure our service delivery processes of new employees and integrate them to the Citys utilizing Human Resources internal efficiency culture. audit data and information system software integration to increase our efficiency. • Updated New Employee Orientation to provide basic training and introduce new employees to the City's integrative culture. • Develop a supervisor's manual to help answer questions regarding safety, payroll, staffing, benefits, compensation, and employee relations. • Conducted job analysis to ensure internal equity among City employees and update job evaluation • Continue to evaluate and modify our system, salary pay grade, and range structure. compensation, benefits and recognition programs to ensure we remain competitive in our recruitment and retention efforts. MANAGEMENT SERVICES 220 ANNUAL OPERATING PLAN ELEMENT 2000/01 This department has two components, the department and staff operating costs (Employee & Organizational Services) and the city-wide merit salary increase, training and other costs (City -Wide Services). Each component is presented separately for comparison purposes. 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: EMPLOYEE & ORGANIZATIONAL SERVICES 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 4.25/0 ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 00 FY 00 FY 00/01 1) Payroll Transactions Issued 8,848 9,204 10,000 9,618 10,'050 2) New Hires and Terminations Processed 234 243 252 255 255 3) Performance Evaluation Average Points 2.48 2.67 2.60 2.7 2.7 4) Turnover rate 16.3% 17.2% 15.% 20. %* 18. %* *Includes Regular Part-time positions This department has two components, the department and staff operating costs (Employee & Organizational Services) and the city-wide merit salary increase, training and other costs (City -Wide Services). Each component is presented separately for comparison purposes. 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: EMPLOYEE & ORGANIZATIONAL SERVICES 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 4.25/0 5/0 5/0 # Employees 4/0 4/0 190,461 246,642 245,881 Personnel 223,972 (-8.9%) 223,972 (o.o%) 153,010 159,609 154,684 Operations 158,321 (2.4%) 158,321 (0.0%) 343,471 406,251 400,565 Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed 382,293 (46%) 382,293 (0.0%) SIGNIFICANT CHANGES: Payroll processing has been transferred to the Accounting Department for FY 2000/01. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 221 CITY-WIDE SERVICES SIGNIFICANT CHANGES: The City-wide Services budget includes funds for staff merit based salary increases and other salary adjustments. The distribution of salary increases will be determined and distributed later in the fiscal year to the appropriate departments. Employee raises will be merit based for individual and team performance. Original 1999/00 budget for salary items transferred during the year: Merit Increases $ 373,730 Benefits $ 46,358 MANAGEMENT SERVICES 222 ANNUAL OPERATING PLAN ELEMENT 2000/01 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 75,046 20,000 Merit Increases 452,422 (2162.1%) 531,408 (17.5%) 40,889 45,000 45,000 Bonuses 45,000 (0.0%) 45,000 (o.o%) Salary Adjs 20,000 (N/A) 40,000 (1oo.o%) Implementation Plan 200,000 (N/A) 200,000 (o.o%) 18,343 52,307 47,575 Benefits 89,600 (88.3%) 197,209 (120.1%) 137,250 141,404 93,185 Operations 88,318 (-5.2%) 88,318 (0.0%) 196,482 313,757 205,760 895,340 (335.1%) 1,101,935 (23.1%) * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed SIGNIFICANT CHANGES: The City-wide Services budget includes funds for staff merit based salary increases and other salary adjustments. The distribution of salary increases will be determined and distributed later in the fiscal year to the appropriate departments. Employee raises will be merit based for individual and team performance. Original 1999/00 budget for salary items transferred during the year: Merit Increases $ 373,730 Benefits $ 46,358 MANAGEMENT SERVICES 222 ANNUAL OPERATING PLAN ELEMENT 2000/01 /,4 �51 GEORG��T ,'Z OED This page intentionally left blank. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 223 WHAT WE Do: The efforts of the Safety Services Department, in cooperation with all City employees, have resulted in maintaining one of the lowest insurance premium rates in the state. The Safety Services Department manages the City's Risk Program which includes re -bids and annual renewals of Property and Liability Insurance policies. The department coordinates city-wide loss prevention efforts; processes claims filed against the City, and administers the Workers' Compensation Program including a Modified Duty Program. Safety Services administers the Safety Shoe Program, the City's Fitness for Duty Program, Hazard Communication Program; coordinates the Hepatitis -B and Tetanus Vaccination Program for at -risk employees; and publishes a monthly accident summary. The department promotes City-wide safety awareness through the Safety Committee which actively reviews safety training, facilitates the hands-on driving skills course, conducts accident investigations, reviews safety issues at monthly safety committee meetings and promotes the Safety Incentive Award Program. Safety Services also coordinates state approved defensive driving classes. The Safety Services Department reports to the Director of Employee and Organizational Services. WHAT WE ACCOMPLISHED IN 1999/00: • Included initial safety training during the New Employee Sign-up sessions. • Conducted Fitness for Duty training during formal New Employee Orientation to ensure employees received essential information in a timely manner. • Coordinated installation of security cameras at the Library to enhance security of patrons and staff and to help reduce vandalism. • Provided supervisor safety training to safety committee members to enhance their expertise and to improve accessibility to safety information in each division. 224 • Coordinated flagger instructor training and backhoe training for Community Owned Utilities. • Upgraded fencing at the River Ridge pool to comply with new Texas Department of Health public pool safety regulations. WHAT WE PLAN To ACCOMPLISH IN 2000/01: • Establish a regular schedule for safety training requirements to allow for maximum participation while incorporating training into regular job duties. • Coordinate with health professionals to conduct post -offer physical assessment testing to correspond with the unique physical requirements of job specific tasks identified on employees job description. • Update CPR/First aid instructor training and materials. • Develop procedures and conduct hands-on training for light and heavy equipment operations to improve safe operation. • Upgrade fencing at San Gabriel pool to comply with new Texas Department of Health public pool safety regulations. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 SIGNIFICANT CHANGES: In 1997/98 two employees' injuries resulted in more than 60 lost duty days each, affecting 1999/00. The modifier is still considerably lower than average and is expected to go back down in 2000/01. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 225 ACTUAL ACTUAL BUDGETED PROJECTED PROPOSED ACTIVITY INDICATORS FY 97/98 FY 98/99 FY 00 FY 00 FY 00/01 1) Workers'Compensation Injuries 34 23 25 25 25 2) Workers' Compensation Experience Modifier 0.49 0.51 0.45 0.51 0.49 Industry Standard = 1.0 3) Claims filed against the City 25 24 30 30 30 4) Incidents with Lost Work 11 6 9 9 9 Days 2000/01 ADOPTED BUDGET AND 2001/02 PROJECTED BUDGET: 99/00 00/01 01/02 98/99 99/00 Projected Adopted Projected Base Actual Budget Actual (% Change *) (% Change **) 2/0 2/0 2/0 # Employees 2/0 2/0 83,939 87,699 87,601 Personnel 89,335 (2.o%) 89,335 (o.o%) 34,965 41,752 37,177 Operations 41,479 (11.6%) 41,479 (o.o%) 117,479 136,500 136,500 Insurance 138,475 (1.4%) 138,475 (0.0%) 31,353 130,000 65,000 Insurance Deductible 100,000 (53.8%) 100,000 (0.0%) 267,736 395,951 326,278 369,289 (13.2%) 369,289 (o.o%) Employees: full time / part time FTE's * Percent change of 00/01 Proposed from 99/00 Projected Actual ** Percent change of 01/02 Projected Base from 00/01 Proposed SIGNIFICANT CHANGES: In 1997/98 two employees' injuries resulted in more than 60 lost duty days each, affecting 1999/00. The modifier is still considerably lower than average and is expected to go back down in 2000/01. MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01 225 This page intentionally left blank. 226 MANAGEMENT SERVICES ANNUAL OPERATING PLAN ELEMENT 2000/01