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MIN 06.14.2016 CC-WMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, June 14, 2016 The Georgetown City Council will meet on Tuesday, June 14, 2016 at 4:00 PM at the Council Chambers, at 101 E. 7' St., Georgetown, Texas The city of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you 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's Street for additional information; TTY users route through Relay Texas at 711. Mayor Ross called the meeting to order at 4:01 PM. All Councilmembers were in attendance, with the exception of Ty Gipson, Councihnember District 5. Policy Development/Review Workshop — Call to order at 4:00 PM A. The Zika Virus and Williamson County's Response as Prepared by the Williamson County and Cities Health District (WCCHD) — John Teel, MS, RS, Executive Director, Williamson County and Cities Health District The Executive Director of the Williamson County and Cities Health District, John Teel, provided the presentation on the County's response regarding the Zika Virus. Teel spoke about the concerns of the Zika virus. He explained that Zika is a tropical virus, transmitted by two different type of mosquitos. Teel said the symptoms of Zika Virus include a mild fever, bright red eyes, serious head and joint pain and a skin rash. Teel explained that there have been 40 cases of Zika Virus in Williamson County and all have, so far, been associated with travel. Teel said that only one in five exposed persons will develop any problems. He said because birth defects are not a normal cause by a mosquito virus, this can be very serious. Another abnormal component of the virus is that it can be transmitted through semen. Teel spoke on the commonality of Zika. of June 6, 2016: a cases in the continental United States 195 pregnant women in CDC registry (positive for Zika) 11 of the 618 cases sexually -transmitted � cases in Texas (39 travel -associated, 1 sexual transmission( cases in Travis County (travel -associated) case in Wilco (travel associated) He showed images of pregnant women and a baby with the small head size caused by the Zika Virus. Teel showed comparison scans of brains with and without the small head size called microcephaly. Teel showed maps of heavily affected areas in the world. He then showed maps for potential local transmission in the United States and Texas. Teel spoke on Staffing: 1.5 full-time equivalents Mosquito Trapping/tosting *Mosquito Control 1.1 Surveillance and Testing - Rap pnd tart mosqu hoes for daaasas 2.1 Education/Prevention - -fight The erte-mmpolgn, -Cpmmunityoulrvaah -Nuisanroinvesiipvtians 3.1 Planning and Coordination - Mosquito Caalrol raskfcrcv ostablishadwdh communnypartrim m 1021 - working side by rich with camsfor conlraldeclsiom Gukoncein emergenryntuallons -contra naacemr.d afnarspmy mntrocavith ver. dor (VOCq -Crparion of Bast hlanagemant PrvnSas Teel spoke on the Admin and financial oversight for sampling, surveillance tools, GIS equipment, traps, etc. Authorized submitter with the state laboratory Provide subject matter expert, field staff, and epidemiologists for data collection, management& interpretation Conduct public health nuisance Investigations Draft messaging and communications Maintain 3i1 party spray contract Wdhm cmmnz.> .T+ I,d rasps. sola-apaa e . of Partners • Fund the Health District • Participate in the Integrated Mosquito Management Working Group • Identify potential breeding locations and create a treatmemplan • Code enforcement • Budget and procure larvicide or adulticide if required • Identity individuals or dapartmontstoconduct control efforts when necessary • Provide PIO liaison for coordinated messaging Teel stated that Georgetown is the only city in a 7 member group that has the equipment and licensing to do fogging. He then explained that the CDS (Center for Disease Control) had finished their ZAP (Zika Action Plan) just that day and the State of Texas DSHS will release their plan in a few days. Teel said that the Williamson County and Cities Health District is awaiting detailed guidance from the CDC and the DSHS. Teel spoke on possible funding to come and the Current Response Plan. YmwLv 7 - ulBnnlPa>1 '�■ktTEXAS sE Sti1P4 )�I ri..�� «..1 • Conduct a Zika exercise to test plan • Reassign existing staff to fill gap until mosquito control staffing and resources can be made available • Updated educational materials with Zika information • Media outreach and interviews (N, radio, newspaper) • Mosquito safety training for Hutto, Taylor, and offered to all member governments • Fund and hire an additional mosquito technician to: • Focus on Zika mosquito surveillance(for Aedes) • Conduct nuisance investigations and possible abatement Teel spoke on the Zika illness levels feasible for Central Texas as of May 2016. He explained that Williamson County 1 • Only travel -associated cases • Infrequent reports (e.g., l case/month through December 2016) 2 • Only travel -associated cases • Steady reports (e.g., 2-4 cases/month or greater through December 2016) 3 • Local transmission with low case counts 4 • Local transmission with moderate case counts 5 • Local transmission in multiple Central Texas counties. High case counts --- •Pa�dm„.nJraaro..�w wwtn+,++>,amr a -ram %tnnep PfblWlionolrMgM L4 WM4,{ .Inyra.e le,IlM1urvr[n Wwpvllw te..«uneperyn:wemea L•,rivr.t•NYJEiIadN,l,EcwnlraaONlnm,4dirmamnuur YmwLv 7 - ulBnnlPa>1 '�■ktTEXAS sE Sti1P4 )�I ri..�� «..1 • Conduct a Zika exercise to test plan • Reassign existing staff to fill gap until mosquito control staffing and resources can be made available • Updated educational materials with Zika information • Media outreach and interviews (N, radio, newspaper) • Mosquito safety training for Hutto, Taylor, and offered to all member governments • Fund and hire an additional mosquito technician to: • Focus on Zika mosquito surveillance(for Aedes) • Conduct nuisance investigations and possible abatement Teel spoke on the Zika illness levels feasible for Central Texas as of May 2016. He explained that Williamson County 1 • Only travel -associated cases • Infrequent reports (e.g., l case/month through December 2016) 2 • Only travel -associated cases • Steady reports (e.g., 2-4 cases/month or greater through December 2016) 3 • Local transmission with low case counts 4 • Local transmission with moderate case counts 5 • Local transmission in multiple Central Texas counties. High case counts --- Teel explained that Local transmission means someone getting sick from the virus without any travel explanation. He said this would be a world news event, if this were to happen. Teel noted that it is not time to panic, but is time for responsible planning. He said that Texas and the U.S. must adapt to the presence of 3 "new" tropical, mosquito -spread viral diseases (Zika, ChikV, and dengue). Teel explained that pregnant women and their fetuses are at greatest risk and must be our primary targets for protection. Brainard asked staff who sprays for the City. Brewer said the City has not regularly sprayed for the last five years, except for isolated places where West Nile had been detected. She explained that the City's Street Department takes care of the spraying. Jonrowe asked Teel if any children born in Texas have been confirmed to have microcephaly. Teal said there has been one child born in Harris County and that case has been associated with travel. Jonrowe asked if there is a time during a pregnancy that is worse than others. Teel answered that the first trimester is thought to be the worst time to be exposed. Jonrowe asked if bat populations would help control the mosquitos. Teel answered that Williamson County has two types of black mosquitos with white bands on their legs and these are of the most concern. He said these are both day time flyers. Jonrowe asked if bat houses could help. Teal said he would think that they would. B. Overview and discussion of Information Technology Five -Year Asset Plan — Chris Bryce, IT Director Chris Bryce, the City's Information Technology Director, provided an overview of the Information Technology Five - Year Asset Plan. He explained that he would go over current and future initiatives that will affect next years budget and, in some cases, budgets for years to come. Bryce said the Information Technology Department wants to take a step back to examine IT management in order to implement best practices and in order to prepare for the growth in Georgetown. Bryce spoke on the three IT Budget Drivers: 1. Software Applications: New applications, application maintenance 2. People: IT staff, internal/external customers 3. IT Infrastructure: IT equipment purchases and replacement He spoke next on Current Initiatives: Software • CIS Project: largest application project in City history Industry Best Practices: Improved IT Governance processes, IT Governance Strategic Plan and the new IT cost allocation/chargeback Bryce explained the Technology Assessment Process (TAP) that is being initiated this year. He noted that the IT Steering Committee scores proposals and business value. Bryce said that consumption based assets have been inventoried and a fee has been determined for each department. The replacement cost of systems and equipment has also been built into this charge back. In the past, IT was recouping replacement costs each year. Brainard asked Bryce what departments will soon be paying a lot more. Bryce said he does not have the list with him, at the time, but will be happy to provide it to Council. Bryce said that Public Safety and Customer Care are large users of technology and have enhanced and more complicated applications Bryce provided a slide of Current Initiatives: People • Adapting to significant growth in user base, customer demand and larger service area • Re-org: more accountability, distinct functions, focus on Public Safety IT Support • Assessing Cloud technologies to reduce long-term staffing impacts of growth Bryce explained that by utilizing cloud technologies, instead of additional servers, the City will save $2 million over 10 years. Current Initiatives: Infrastructure was shown next. • Refreshed datacenter: More efficient server and network architecture • Improved security —advanced firewall • Increased capacity of disaster recovery systems • Increased internet capacity • Five-year asset plan (software and infrastructure) Bryce presented a Five Year Asset Plan: PROJ NO PROJECT DEPT CURRENT 2017 2018 2019 2020 2021 DESCRIPTION Building network switch Normal replacement of Cisco 0-32-H replacement CIN -WIDE 70,000 70,000 70,000 70,000 70,000 building switches Desktop computer Replace desktops and laptops 0-33-H refresh CITY-WIDE 100,000 100,000 50.000 50,000 50,000 that are 5 years old Replace virtual desktop thin Replace virtual clients and monitors over 5 0-34-H idesktop hardware CITY-WIDE 1 1 15,000 15.000 1 15,000 15,0001 15,000 1 years old. Normal replacement of ruggedized laptops for PD and 0-35-H Tou hbooks FIRE/PD 110,000 120,000 130,000 140,000 150,000 Fire Internet modems for Public SafetyNormal replacement of 2020-36-H vehicles FIRE/PD 5,000 5,000 5,000 15,000 5,000 Internet modems VDI Server Normal replacement of 0-37-H replacement CITY-WIDE 40,000 40.000 200,000 40,000 40,000 Virtual Desktop host servers VOIP upgrade 0-38-H services CITY-WIDE 20.000 40,000 20,000 40,000 20,000 Upgrade Vole software Refresh core datacenter, servers, networking, domain 2021 -3o -H Datacenter refresh CITY-WIDE 150.000 150,000 150,000 150,000 750,000 controllers Ne[App SAN Replace NetApp controllers 2017-40-H replacement CITY-WIDE 250,000 50,000 50,000 50,000 50,000 and disks Bryce spoke on the FY2017 Initiative for Software. He noted the CIS Project, the IT Strategic Plan, and the Selection process for financial information systems and human resource information systems, with a 2018 start date. Bryce said the FY2017 Initiatives for People will include the creation of a CIS support position, the addition of two IT staff focused on Public Safety workloads, a part-time audio visual meeting support person and the transfer of the Webmaster to the IT Department. Bryce noted that there are 30 facilities across the City and 20 have audio visual support. Bryce explained that the FY2017 Initiatives for Infrastructure will include expansion/replacement of the City storage platform and the pilot project for Cloud disaster recovery/business continuity. Brainard thanked Bryce and the IT staff for getting outside the box. C. Parks Five -Year CIP Project Update - Kimberly Garrett, Parks & Recreation Director Kimberly Garrett, the City's Parks and Recreation Director, provided a presentation on the Parks Five -Year CIP Plan. She noted that the presentation was an overview and update and had been presented originally to the Council back in January. Garrett explained that the presentation would touch on current projects, such as the Parks Master Plan and the continuation of major capital improvements. She said she will be speaking on the Five Year Project Outlook and debt recap. Garrett showed an image of VFW Park. She explained that construction had started and completion is expected in spring of 2017. Garrett then provided a slide on Garay Park and showed the timeline status. She said that 90% of construction drawings were complete with a September ground breaking expected. Garrett went on to show that San Gabriel Park is currently in design development for Phase 1, with a target for January 2017 start. The design of Phase 2 in expected in spring 2017. Garrett spoke on the incorporation of the ADA Transition Plan. Garrett provided a list of Future Projects (2018-2021): • San Gabriel Park (2018-2021) • ADA Transition Plan (2018-2021) • Trail Development (2018-2021) • Columbarium at 100F Cemetery (2018) • Parks Master Plan (2019) • Blue Hole Park (2019) • Westside Park (2020-2021) Garrett provided a slide of the Parks 5 Year CIP rrmv anon au Parks 5 Year CIP Jonrowe asked Garrett if pet burials could be a possible revenue source. Brainard voiced support for a columbarium. Hesser would like staff to explore a finance source to bring the columbarium forward as soon as possible. Mayor Ross announced that there were no items in Executive Session. Mayor Ross recessed the meeting at 4.50 PM. 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 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 Adjournment Mayor Ross adjourned the meeting at 6:00 PM to begin the Regular Session City Council Meeting. jos tnao• - - rwv.nti,wn..'. }w.roo }xtaa w... },.to-.N.,er,... .xmo tmxaa iw.aFao tsaluro 4n Grnrrlrn.Y 1.Rb.ND 1,}WMJ 1.OU,Cq] Pf.O;IA"q bmeyrrfnbN},.moi - - IMF.M 4uMTwY fJfO.fOY �if•GM )-}WCO 41T.tOD 1i310.K0 Jonrowe asked Garrett if pet burials could be a possible revenue source. Brainard voiced support for a columbarium. Hesser would like staff to explore a finance source to bring the columbarium forward as soon as possible. Mayor Ross announced that there were no items in Executive Session. Mayor Ross recessed the meeting at 4.50 PM. 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 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 Adjournment Mayor Ross adjourned the meeting at 6:00 PM to begin the Regular Session City Council Meeting. Approved by the Georgetown City Council on �p I3$ I a0(�p Date Dale Ross, Mayor