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MIN 07.12.2016 CC-WMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, July 12, 2016 The Georgetown City Council will meet on Tuesday, July 12, 2016 at 2:00 PM at the Council Chambers, at 101 E. 70s 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" Street for additional information; TTY users route through Relay Texas at 711. Mayor Ross called the meeting to order at 2:00 PM. All Councilmembers were in attendance with the exception of Anna Eby, Councilmember District I and Ty Gipson, Councilmember, District 5. Eby arrived at 2:05 PM and Gipson arrived at 2.20 PM. Policy Development/Review Workshop — Call to order at 2:00 PM A. Workshop overview, discussion and possible action regarding the FY2017 City of Georgetown Budget and Tax Rate — David Morgan, City Manager David Morgan began the budget overview. He explained the process in which the budget will be presented and showed a PowerPoint presentation starting with the General Fund. The budget workshop overview will be continued the following day from 2pm to 5 pm. Morgan said final adoption of the budget is planned for September 13, 2016. He said the budget presentation involved many staff members working as a team. Morgan said this year brought many fresh faces which bring new ideas and bright minds, as well as challenges because of unfamiliarity with the process. Morgan said he was very grateful for the outstanding budget process team and recognized staff members Leigh Wallace, Paul Diaz, Laurie Brewer, Jim Briggs, Nathan Parras, Jonathan Sandoval, Jacob Brachman, Michel Sorrel, Kara McSwiggin, Debbie Mitchell, Tristan Whitmire, LaMar Kemp, Kris Jolly, Jack Daly, Becky Huff, Shirley Rinn, Danella Elliott and Michael Weisner and Chris Foster from Utilities. Morgan explained that the presentation today would begin with the General Fund, followed by Special Revenue Funds. Morgan said the budget presentation would continue the following day. Mayor Ross said the workshop is the time for the Council to ask questions. He emphasized that the process does not work well if questions are asked much later. He explained that it is necessary to make a list of concerns that can be noted and dealt with along the way. Morgan agreed that it is important to get information from Council to staff as early as possible in order to make necessary adjustments. He added that staff is greatly appreciative of feedback. Morgan showed the budget process as described in the City Charter City Charter Budget Workshop(s) shall be held within the City limits of Georgetown in meeting(s) open to the public prior to the adoption of the Budget. At least thirty (30) days prior to the end of each fiscal year the City Manager shall submit to the Council a proposed budget presenting a complete financial plan for the ensuing fiscal year. The budget shall be finally adopted not later than the twenty-seventh day of the last month of the -fiscal year. He next described the budget process to date: Budget Process To Date • Council Goals established — Tactics developed — Budget impact evaluated for implementation • Council budget workshops completed — Parks Capital Improvements, Sidewalks, Council Goals, Transit, Comp & Benefits, Information Technology 5 year plan, EMS update • Today and tomorrow are final workshops before City Manager proposed budget submitted on 7/26 Morgan explained that the proposed budget is a work in progress. He said that staff continues to review revenue estimates and expenditure requests. He explained that it is important for the Council to seethe elements that bring the budget together and that is why it is presented at this time through the workshop meetings. Morgan said a proposed budget is getting close to completion but cannot be finally proposed unfil the City receives the tax rolls from the Williamson County Appraisal District, expected to be received on July 20, 2016. Morgan displayed and explained Georgetown's Budgeted Funds and the fund system of accounting. Georgetown's Budgeted Funds Governments use a fund system of accounting — A fund is an accountingdevice.-balancing set of books to account for a specific area — Funds demonstrate accountability and source/use rather than profitability — Governmental AccountingStandards Board(GASB)guides fund accounting for governments — Funds are set up by the Council depending upon restrictions/cond,t ions placed upon the fund • Budgetarycompi,anredemonstmtedbyfund — General Fund is for majority of traditional governmental services not restricted to be In another fund Lnnciii�m.i Georgetown's Budgeted Funds Governmental Funds— demonstrates flow of resources — General Fund —all departments not required to be in another fund; "bread and butter -govt. operations such as police, fire, streets, parks, library — Debt Service Fund —accounts for repayment of general debt — General Capital Projects— construction and acquisition of governmental assets — Special Revenue Funds— revenues restricted for a specific purpose Georgetown's Budgeted Funds Proprietary Funds- used for activities that are primarily supported by the activities; fees/user charges are designed to support their costs — Entegmse — (services to external customers) • Electric. Wates stormwatec Airport —Internal Service — (services to interna) customers) • FIeeC Fazllitles, joint semte; lnfarmanun Technolaay Morgan Showed the Agenda for July 12, 2016 and July 13, 2016 He next showed and spoke on the Budget Theme Budget Theme Response to ImPlemcn: Issues of Cuunnl Gmwth G.!, Morgan said that much of the budget is a response to the issue 7.8% and is not anticipated to slow down anytime soon. He th Agenda July12 July 13 • Budget Theme • Special Revenue Funds— General Ford &C.h..ide _Cyg Main Srteet. Clhers expenditures — Re. .o • Enterprise Funds — Epenoaures — Utility Funds-McUir Water. — OLp nm t HithfiBhts Ro,.ter — Empim comp(0e xs — Ail,n Fund — 6 .Olohneumpry • Special Revenue Funds - Internal Service Funds b,.k.ut — joint Services, Facilities, Feet, — EMs Fume InlermationlammIm — SVeelsAlalnitaaKe Fume — set laux. eFund • CaMial Projects & Debt _ • Tao hale Estimates f — RMlcaxiOdpe J6a - i He next showed and spoke on the Budget Theme Budget Theme Response to ImPlemcn: Issues of Cuunnl Gmwth G.!, Morgan said that much of the budget is a response to the issue 7.8% and is not anticipated to slow down anytime soon. He th Development Pipeline Map _ f - i _ alp, • !s of growth. Morgan said the growth rate is at ,n showed the Development Pipeline Map. Morgan spoke next on the Built Environment - Residential Built Environment— Residential Fiscal Year 2016(projected) • 731- Irocily new single-family starts • 906-In-cilymulli4amfly unit slarts _Jiq E,'� f• 1 405- ETJ new single-familystarls • 800- new platted residential lots Fiscal Year 2017 (projected) • 800 -In -city new single-family starts IN a 350 -In -city multi -family unit starts a._l.2.ts!i R �; 450- ETJ new single-family starts • 900- new platted residential lots Morgan spoke on Development Requests from 2012 through 2015 Development Requests 2012-2015 eompwinan of subman�a@adopmeot Appr<mlon, 1 00 Areas of Focus were presented by Morgan: • Assuring Quality Growth • Continued Increase in Maintenance of Existing Assets • Implement Voter Approved Bond Projects and Limit Tax Rate Impact • Award Winning Downtown and Parks — Maintain Quality of Life and Small Town Charm • Plan for Next Phases of Growth Morgan said it was important to be responsive to the established Council Goals when proposing the budget: Council Goals Morgan spoke next on the Proposed Budget Impact— Council Goals Proposed Budget Impact—Council Goals Establish and consistently administer a competitive compensation program based on performance results (1.1.1) Build and Program City -owned Venues (1.4.1) Conduct studies to develop meaningful data to drive the City's E.D. program (1.5.2) Develop a process to understand the fiscal impact and trade- off of land use decisions (1.5.4) update the City's Comprehensive Plan and Capital Improvement Plans to align resources and preserve opportunities for retail and employment growth (1.5.5) Proposed Budget] mpact— Council Goals Complete review and propose amendments for the Unified Development Code (UDC Chapter 12 Pedestrian and Vehicle Circulation) related to development standards to ensure they are designed to improve mobility efforts within and between new developments (1.7. 1) Continue to adequately fund transportation infrastructure (1.7.5) Proposed Budget Impact—Council Goals • Conti nue to address maintenance of existing infrastructure (1.7.6) • Gain clarity on the City organization's branding strategy (2. 1. 1) • Assess department resources and make needed adjustments to ensure capacity to generate and sustain communications and marketing content across multiple platforms. (2.1.3) GEORGETOWN TEXAS Proposed Budget Impact —Council Goals Identify, Review, and Enhance Development Standards Related to Beautification (2.2. 1) Continue and Increase Stewardship of all Public Rights-of-way (Including TX DOT) (2.2.3) Create a Broad -Based Annexation Plan with Alignment to the 2030 Plan (2.4.1) J __ Morgan spoke on the importance of continuing key initiatives. Continue Key Initiatives Major transportation improvements - Southwest Bypass - Mays Street extension - FM1460 - Ausbn Avenuebndges - Rlvcry Boulevmd extension planning Transit planning Retail Study Williams Drive Corridor Study Implement Customer Information System (CIS) Continue Key Initiatives • Parks and Quality of Life -Garay Park- construction in 2017_ -San Gabriel park- Phase l construction_ • Conference center -coordination with Sheraton for marketing and sales R Continue Key Initiatives Garey Park -90% Construction Drawings T - September ground breaking -January%^Workshops • Spring 2016.$3 M • 5pn, 2017 - 55.5 M - mawru.eemni.urvywn Continue Key Initiatives Start up of EMS — Focus on performance of service response — Gain billing efficiencies —Continue to plan for cost effective service delivery • Malmaina mulh.,wr view and itrmau of ,muads M-0 Continue Key Initiatives Utility growth —western District consolidation — Major water and wastewater infrastructure —Municipal Utility District requests —Transfer station upgrades/plameng Sanitation contract negotiations ivel, Continue Key Initiative's -:`;.s Employee Compensation & Benefits • Merit Increases —2% average effective in February 2017 (non civil service employees) • Step increases for civil service • Market Increases— based upon actual positions/market conditions • Tuition reimbursement program -$100K • No increases in health insurance _ for City or employee contribution g • Ongoing wellness funding Morgan began the presentation of the General Fund. He started with the General Fund FY2016 Projections. General Fund FY2016 Projections Overall expenditures under budget at $54.2M —1%less than budget of $54.gM —Fire emergency services —over budget by $390K due to overtime costs caused by vacancies Projected revenues 1.49% higher than budget —$g00K more than $53.2M budgeted —Sales tax $540K higher than budget Sales Tax Revenue was shown next. 1. Sales Tax Revenue FY2016: $22500.000 or Wpissmrw_mn_mn 4.5%over budget — Directly ted to growth -- - Austin M5A has been !�.-.. Insulated for the trash of ,he ternaries, (Dec 2014) '- - Cresornpnon refaced se. W.I. third'& mental Morgan displayed and discussed the Year End 2016 General Fund. Year End 2016—General Fund • $1.5 Million in projected fund balance above required contingency • Preliminary $750,000 additional towards Council Discretionary in 2017 budget —15515,000 in 2016; $235K more than prior year) • One time 2017 projects to meet council goals Morgan spoke on where the money comes from and goes to in a general fund. He said that one can look back over a 5 year period of time. He explained that 2/3 of Georgetown's sales tax is related to consumption. Where the Money Comes From/Goes General Fund � I: ll l / Kexviur E! 193 I'UUk/'.Benxs Property Tax Revenue for FY 2017 was shown next by Morgan. Property Tax Revenue — FY2017 • FY2016 Tax Rate $0.434 • FY2017 Proposed Tax Rate $0.434 or below —$387M still under protest —Certified rolls by 7/20 — New property - $190M —12.3% increase in frozen property —10.3% increase in existing property Property Tax Revenue — FY2017 • General Fund -$12 -SM in 2017 • Debt Service Fund —$12M in 2017 — Impact of $20M of transportation bonds included • Estimated tax rate at or below existing rate —Continue to refine as tax roll is certified — $730M Estimated under protest review A graph of Sales Tax Revenue was shown by Morgan. cI„ Sales Tax Revenue — FY2017 • FY2017: $23,500,000 or 4.4% over projected year end Sales Tax Growth Morgan explained that accurate figures are not yet available because $387 million dollars in property value is still under protest. He said that the City is projecting being able to come in with the same or a lower tax rate. Sales tax revenues are projected to be in a positive light said Morgan, adding that the over trend the City is seeing is part of the growth process. Morgan next displayed and spoke on the Utility Return on Investment (ROI) and Other Revenue. Utility ROI and Other Revenue Return on Investment - the community's return for owning its own utilities — Increasing due to customer growth Development revenue projected to continue to follow current trends Sonitotion revenue - Contracted services for trash and recycling Otherrevenues- continue to increase or remain stable FY2017 Revenues Operating Budget Highlights were shown next. Operating Budget Highlights • Police Department • Step and increases based upon meet and confer discussions included in base budget • Two emergency communications operators • One school resource officer — SM landed try Geprgeipwn Independent School District Radio replacement • No service on models after 2018 yy • 3 year plan to replace • $500K per year • Proposed short term debt financing Operating Budget Budget Highlights • Inspections Services —Assistant Chief Building Official —Growth in inspection demand —Succession planning initiative NumEer al lntP•rllom Operating Budget Highlights • City Secretary's Office — Historic Records preservation - $55K • Public Communications —Information Specialist position • Streets — ROW Maintenance - $25K W-7 k _ Morgan explained that they are requesting a reorganization of management and departments. He displayed an updated organization chart and showed departments and responsibilities under each of the Assistant City Managers: Jim Briggs, Wayne Reed and Laude Brewer. ORGANIZATIONAL CHART ' X OCTOBER t, i\riG � I Jim Briggs — GM of Utilities FOM7,MUM. Wayne Reed — ACM Laurie Brewer - ACM Morgan explained that he would now go back to the Operating Budget Highlights and speak on hitting the possible question marks in the budget. He said Lone Star Rail has been put into the budget as a placeholder, even without Council making the decision to continue as members. He explained that it needed to be considered when forming a budget, but a check would not be written until Council has reviewed and approved it. Morgan also discussed Transit funding. He said staff had received Council direction to move forward with fixed route systems and that Council had directed staff to also move forward looking at voucher systems. Morgan said the City needs to budget for the possibilities even though decisions have not been made yet. He explained that there will be additional discussion during the August 9, 2016 meetings. Morgan provided a General Fund Chart of Proposed New Personnel. • Total 13 Morgan provided a list of One Time Study Requests. One Time Study Requests • Planning -Comprehensive Plan Update $123,000 General Fund — $5,000 Proposed New Personnel Summary • Fire -to moot sutfngnLtd 5/reauceo ttnc $ 1254,000) • Fire- EMS compliance officer $150,000 :P:SOEMS(uM-$M.iGlner,L $120,000 • Police- Emergency com operators 2 • Police -School Resource Officer 1 - ISMS Participation bYGISDI $ (35.000l • Inspections- Assistant Building Official 1 • Public Communications - infoSpecialist(Reclass) 1 • Library- Community Resource Coord.(grant) 1 • 2 Part time Tennis Center & Re[ Center 1 • Garey Park position (begins in Spring) 1 • Public Works director 1 • Total 13 Morgan provided a list of One Time Study Requests. One Time Study Requests • Planning -Comprehensive Plan Update $123,000 • Planning- UDC Transportation Review $5,000 • Communications - branddev/guidelines $20,000 • General Government $ 1254,000) — Financial/HR System selection $150,000 — fiscal impact model/cost serve $120,000 -. Affordable. bou5ing tools $35,000_. • Total $453,000 A List of the Council Discretionary Fund was shown next. (rtllgGI TnayN� Council Discretionary Fund Anef[ipvfN/gudgervd Year WFtirtding S 1,512,000 Increase In 90 day contingency $ (75,000) aecomm.Meona-tlsteests for Police, fire,Packs, streets $ 1254,000) and Rttortli Rs men done note, studies Comp Plan update 5 (123,000) 1,10C/Tramportatbn uptlatc 5 (5.000) Housing Plan tooHlinspkrrlrndeim $ (35.000l FIS/MO S criteria and Selection $ (15(1,M) grand derol pnoi& design guidelines $ (20,000) Final l mpact Modcl/Cast to Srne Model $ 1120,000) subtotal -'ont time studios' $ (453,000) Transfe r to council 5RF from 2016 YE $ 750,000 General Capital Projects were displayed next. General Capital Projects - Parks Garey Park $13.5 Million — $5.5M - 2017 debt issue (new) — $31VI - 2016 debt issue (existing proceeds) — $5M - Mr. Garey donation (existing proceeds) San Gabriel Park $1 Million — Funds design of Phase II and beginning of construction phase — $2.7 M to be issued in 2018 — $3.7 M total costof Phase 11 — Phase I construction funded in 2016 — complete in 2017 ADA Phase 11-$150K c, � General Capital Projects Transportation • Continue Southwest Bypass construction - - Bonds already issued — 2015 referendum • Continue Mays Street extension — GTEC issued debt; SGT TIRZ to reimburse • Continue FM 1460 improvements G'OK"tE m.¢i General Capital Projects-' Transportation/Sidewalks • 1011' St — Main to Rock $94K • 110 St — Main to Rock $151K • 811 St — Church to Myrtle $37K • 81h St— MLK to Rock $84K • Austin Ave — 9th to Univer. $178K • Austin Ave — 29 to 2243 $70K • Church St — 81h to 9th $105K • Old Town Northeast $960K • Ph 1 signals and curbs $500K • Total $2.179M General Capital Projects — Facilities • ADA Phase II $150K • Rehabilitation of Grace Church $140K — Phase 2 - $140K — Phase Ifurded 5150K In 2016 with eoomil Discretionary • Design Fire Station 6 $300K - Partnership with ESD8 • Downtown West $7.2M - Cash funding; developing options for various scopes/designs - July 26 discussion with Council Debt discussion followed. Spring 2017 Debt Issue was displayed. Spring 2017 Debt Issue • General Obligation Bonds - Fire Station 6 (ESD partnership) — Gamy Park (2008 Re(erendnm) $5.5M — San Gabriel Par" (2009 Ref) Sim — Sidewalks (2015 Referendum) 52.GM • IneWtle51016orolecnot SAWK • Certificates of Obligation — ADA phase 11 $300K — Grace Heritage phase 11 5140K — 800 Mhz Radio replacement phase 1 SSMK • Amorthe MCr 5 to 8yea,, — Public safety vehicles $1.988M • Amonke Wer 5 years • Total tax supported $12.028M Spring 2017 Debt Issue • Self Supporting Debt -GTEC- Airport Road $1.85M - Fire Station 6 (ESD partnership) $300K • Utility Debt - Electric OF $3.75M - Water/Wastewater CIP $20M Gu Spring 2017 Debt Issue General Obligation $9.1M Cert of Obligation $2.928M Self Supporting Debt $2.15M Utility Debt $23.75M • Total $37.928M Special Revenue Funds was the next topic presented by Morgan. Operating SRFs were shown. c,_ _, I....� Operating SRFs • Major Operating Funds �•'�. 1 —CVB/Hotel Occupancy Taz —Paramedic Fund — Street Maintenance Fund — Main Street Special Revenue Fund • Other donation/grant/dedicated funds — Parks, trees, animal shelter donations, library donations The Convention & Visitors Bureau Fund was displayed and explained by Morgan. Convention & Visitors Bureau Fund • CVB — Collects Local Hotel Occupancy Tax of 7% • Use is restricted by state law • Used to fund visitor center and promote the City ����IIII►III��I — Continue to promote Georgetown as destination for conferences, visitors, citizens — New Funding • Economic Impact of the Arts study (CVB) - $25,000 • Advertising & Conference Recruitment - $80,000 • Conference shuttle/special event shuttles The Main Street Fund was shown and explained next Gi Main Street Fund • Accounts for revenue specified for Main Street Fagade grants — Note: MS Operations funded by City — City provides S15K annually for these grants • Donations; fundraising —Grants given to businesses to improve facades or update signage downtown — 2016 Holiday lights sponsored City/GUS Electric as in 2015 Morgan said that the Paramedic Fund would be discussed later in the presentation and went on to display and discuss the Electric Fund FY 2017. Electric Fund — FY2016 Revenues 2.3% lower than budgeted due to early summer weather conditions - Expenses 1.9% lower than budgeted • Ending 2016 fund balance at $6.436M Electric Fund — FY2017 • Operating revenues budgeted to increase 5.1% due to customer growth • Expenses decreased due to variances in capital improvement projects • Ending fund balance of $9.7M Morgan spoke on the Key Initiatives of the Electric Fund. He explained that Georgetown is doing well in that more power is being generated than used. Electric Fund — Key Initiatives/Growth Personnel — Utility Analyst — support for power supply — Fiber Infrastructure Tech • Radio System replacement • Meter replacements • $4.8 Million in CIP — On-goingsyftem expansion — Downtownoyerhead conversion Electric Fund — Key Initiatives Wind Power — First wind contract was with American Electric Partners (AEP) and was effective in 2008 • Supplies Southwestern University through 2028 • 2OMWsof capacity, and produces about 50,000mwhs annually —The second wind contract became effective on September 28, 2015, and is a contract with Efectricitie de France— Renewable Energy (EDF -RE) • Spinning5pur 3(553) wind farm • 144 MWS of capacity witllanannual estimateof about 600,000 mWhs of energy total — Because wind is seasonal, the monthly combination of SS3 and AEP's wind production in November of 2015, and January through May of 2016 exceeded the total power needs of the utility Gmarrtrmv�- Electric Fund — Key Initiatives • Solar — Buckthorn, LLC. (parent, SunEdision) — Contract is effective by the end of April of 2017 —150MWs of capacity, with an annual estimate of 400,000 mWhs of energy — The electric utility expects to consume between 650,000 and 750,000 mWhs of energy in 2017 • marks the first year the utility is officially 100% renewable Water Services Funds for FY 2016 and FY 2017 were shown next. Water Services Fund — FY2016 • Revenues 3.9% higher than budgeted due to continued growth • Expenses within budget • Fund balance of $24.9M — Provides partial cash funding of 2017 CIP Water Services Fund — FY2017 • Operating revenues 6% higher than budgeted due to continued growth • Overall 11.5% increase in expenses • $46.7M in capital projects — Cash funding of $26M — Debt funding of $20M '.-- t � CIOc�rinV.n� Water Services Fund — FY2017 Major infrastructure improvements for Water — Domel Pump Station - $4.5 M — CR 255 main replacement - $5.9 M — Lake Water Treatment Plant expansion - $5 M —Sun City Elevated Storage Tank - $4.7 M • Contracted cost savings with in house plant operations • Additional contracted cost of water for Round Rock and BRA Alliance water CIWRriiCiwn� Water Services Fund — FY2017 • Wastewater Capital Improvements - - $12M Berry Creek Interceptor — $7.9M expansion of Pecan Branch plant — $2.2M San Gabriel plant belt press • CIP Funding = $1.50/month Wastewater rate increase — $950K of debt service partially offset by additional $425K of revenue associated with the increase; remainder of debt service funded through growth FT7037 Amur) Budwt Water Services Fund — FY2017 • Wastewater Rate Comparison Total Customer Cost: 10,000 Gallons Residential • Georgetown — flat rate; other rates based upon 10,000 gallons for comparison Airport Fund was next. Diaz said it was good news in that the fund had a positive ending and plans put into place for airport fund improvement have been working. Airport Fund • FY2016 • Revenues 29%less than budget due to volatility in fuel market • Expenses 18.9% less than budget due to fuel prices • Fund balance better than expected at$AU • Completion of major rehabilitation project IF 9111 ff MWMM"— Airport Fund • FY2017 • Revenues increase of 27.8% due to increases in fuel prices and implementation of rate increases as outlined in operational audit • Fuel pfioesexperted toincrease propOrtiwatelyat$600K — New Funding • Maintenance staff increase to enhance asset management and is partially offset with decrease in contracted (W) costs _-- -- • Fund Balance estimated at $122,000 T The Stonnwater fund was displayed next. Stormwater Fund • FY2016 • Revenues projected 1.1% less than budget • Expenditures projected at 3% less than budget • Fund balance of $1.51A will help fund future drainage capital improvements • FY2017 • Operational revenue increases by 3.9% • No bond proceeds in 2017 • Capital improvements of $976K include curb & gutter and drainage pond repairs Internal Service Funds were next in the presentation Joint Services Fund • Provides services to all departments • Legal, HR, Finance, Accounting, Purchasing, Customer Care, GUS Administration, Engineering — New Funding • Utility Inspection Supervisor (Engineering) • Risk-based audit program (Finance) • Tuition assistance program (HR) Facilities Fund • Provides maintenance services to all City facilities • Janitorial, HVAC maintenance, landscaping, pest control, fire systems, security systems, etc. • Recovers costs through lease allocation based on square feet • New Funding • Major HVAC replacement for Recreation Center Fleet Fund • Services City rolling stock in all areas — Provides capital replacement based on useful life of vehicles — Public safety vehicles often financed through shorter term debt • New Funding —Replacement vehicles for Police and Fire — New vehicles for new positions Information Technology • Provides technology support to all departments — Updated allocation methodology based upon best practices and use of systems — Includes partial funding for capital replacement — Full funding of carnal replacement to be phased in over 2-3 years • New Funding • Public Safety support staff • Customer Information System support • Web developer (transferred from Communications)1 Part time audio visual assistance 0.5 Morgan spoke on the Self Insurance fund and explained how lucky the City of Georgetown is to be positioned so well. It is highly unusual. Self Insurance Fund • Accounts for revenues and expenses related to employee health benefits • FY 2016—projected ending balance of $2.610 — Higher than anticipated — Worked with GGAF and consultants on reserves • Rate Stabilization Reserve - 51.1M • Incurred But Not Reported (claims) - $556K • No FY17 rate increases for employee or employer • Ending FY17 anticipated Fund Balance - $2.3M Morgan displayed the Budget Schedule and the Public Outreach and Education that is planned. Budget Schedule • July 26—City Manager's Proposed Budget • August 9-1" Public Hearing on Budget and Tax Rate • August 16-2"d Public Hearing on Budget and Tax Rate • August 23 —1" Reading of Budget Ordinance • September 13 — 2nd Reading of Budget Ordinance Public Outreach and Education Current- draft workbooks posted on website and as "ebook" at library Future - proposed CM Budget (7/26) posted — Citywebsiteand ebook — Budget Video—summary of proposed CM budget — Press release on proposed budget Public Hearings on Proposed Budget on 8/9 and 8/16 Proposed Summary Budget on website/ebook Ordinance readings at public meetings 8/23 and 9/13 Adopted Budget in Brief published/on website Adopted Budget (full book) published/on website/library Budget Video on Adopted Budget on website/social media City Manager, David Morgan, announced that the General Fund would be presented Laurie Brewer, Assistant City Manager, started the presentation. She described sections of the budget workbooks that had been delivered to the Councilmembers and spoke on additions that had been given to them at this meeting. Brewer spoke on Truth in Taxation, Employee Compensation, Long Tenn Liability and the City's proposed new positions. She spoke on narrative information in the workbooks and described the page on multi-year summaries. Brewer said a reorganization of departments is being proposed. She explained that some departments have been consolidated or renamed. Brewer explained that Downtown Service would now be named Administrative Services, for example. She touched on the reorganization of duties and departments under each of the Assistant City Managers. Brewer said the FY2016 is projected to end up 1% higher than projected, while 2016 expenditures are projected to be 1% below budget. She said that this would leave a fund balance of $1.5 million for onetime uses and the Council discretionary fund. Paul Diaz, the City's Budget Manager, provided a General Fund Overview. He explained that there are four areas of revenue — Property Tax Revenue, Sales Tax Revenue, ROI Revenue and All Other Revenue. Diaz provided a 5 year trend graph of property tax revenue. FY70V Arcual au Property Tax Revenue • Projected $12.5 M in property tax revenue in assessed ValueHistory the general fund. • Continues three year trend of increase valuation and growth. • $190 M in new growth in tax year 2016. 11111 Diaz explained that Property Tax Revenue is 22% of all revenue. He said that the City would receive the final figure of valuation on July 20, 2016 Councilmember Hesser asked Diaz, after protest, how much money is retained. Diaz said usually a 60% estimate is used as retention. Morgan said the figure is actual to whatever is negotiated. Morgan said there is a significant increase in protests this year - $1.5 billion dollars in protest. Hesser said he is concerned about possible bubbles in values. Morgan said anyone should protest if they do not feel the value is correct. Gonzalez said most are below the actual value. Diaz went on to provide an image of the Sales Tax Revenue. He said it accounts for 23% of the revenue funds and is also the most volatile. Diaz said that Georgetown seems to be insulated and immune to the crash other cities have been feeling. He explained that the City of Georgetown conservative estimate of 2.5% was indeed conservative. The City is now predicting an estimate of 4.4%, tied to growth. Diaz said all trends have been remarkably consistent over the past five years. Sales Tax Revenue SALES TAX DISTRIBUTION .u.�aw�cu,.m8 s;= City 8etainH 4% 8M 11% Diaz next spoke on Return on Investment R.tail 52', Gm"cn(il..as Return on Investment • General fund receives a return on investment (ROI) from the utility system. — Water, Wastewater, Irrigation, and Electric • In FY2017, the combined R01 to the General fund is budgeted at 8,070,041. — Increase over FY2016 Budget of 476,778 or 6.2%. — Directly tied to the growth of the customer base. Other Revenues were shown next. Other Revenue Sanitation Revenue: Projected to increase by 7.6% over FY2016 Budget. — Mirrors growth rate trendof the City. Parks and Rec Fees: Projected to increase by 3.7-/ over FY2016 Budget — Includes new revenue from special need camps and youth leagues. Overall revenue totals $55.67 M, which represents an increase of 3.03% of FY2016 Year-end projections. Councilmember Brainard asked Diaz to let Council know the difference in rate for building materials. Diaz said the difference is 10% instead of B% last yeas Laurie Brewer, the Assistant City Manager, spoke next regarding expenditures. She explained the projections reflecting where the City would end up. She discussed recommendations for consideration by the Council. She spoke on the Planning Department update. Brewer also explained the change in methodology for Information Technology expense and how the expense would be allocated to the department of use. Brewer spoke regarding parks administration and library enhancements. She explained that the position at Garay Park would begin in July and there would be an additional $26,000.00 in mowing expense. Gonzalez asked Brewer about the FY2017 base changes and FY 2017 projections and where the change come in? Brewer said totals are totaling the line items. Brewer used the library section for explanation. Gonzalez said the numbers are not working for him. Morgan said they have included the 2% merit raises in the base. Brewer said the $50K change shown represent the new coordinator position. Brewer explained that "changes" is anything new and "base" is anything already loaded. Service level additions are under changes said Morgan. Ross asked about salary increases. He asked if they were effective September 1st. Brewer said they would be effective in February after the review process. Ross asked if any vacancy factors were used. Brewer said 1.5% was used. She said a total of $578,000.00 was used across the general fund for the vacancy factor. Brewer said this tracts consistently with other years. Brewer explained the overall steps of the Fire Department, the meet and confer amounts, the addition of three firefighters and the paramedic program. Brewer spoke on the Inspections Department. She explained the reorganization again in the Downtown Services and Management Services Departments, now to be named Administrative Services. She explained that there is a request of $100,000.00 for the organizational changes and transfers. Hesser asked about the Public Works position. Brewer explained the proposed position and change in the structure. She explained the salaries for City Manager, Assistant City managers and the City Secretary Department request for $55K for records preservation of historic records. Brewer said there would be a slight decrease in the Communication Department because of the Webmaster moving to Information Technology. Brewer spoke on the $20K request for branding and identifying and establishing branding and guidelines. Brewer went on to speak on the Police Department budget. She said that Animal Services and Code Enforcement only have minor changes. Gonzalez asked why there was $730,000.00 in the base. Brewer explained that it is the reflection of the change in allocation of use of information technology. Police and Fire are very large users of information technology. Gonzalez asked if same amount continues forever and if it is actually studied. He said some years could perhaps be more, or perhaps be less. Brewer said it has been discussed at length with Department Heads and Directors. Morgan added that if there are savings at the end, they would be realized as savings instead of holding on for the next year. Mayor Ross asked if actual the difference in 2015 overtime and decreased overtime in 2016 was because of being better staffed and therefore eliminating some of the need for overtime. Mayor Ross asked if things have been titled differently. Chief Nero and Morgan said they are more staffed and trends have been addressed to manage overtime. Nero said there is no civilian overtime in the 2017 figures. Brewer went onto speak regarding transportation. She mentioned transit cast increases and said more Council discussion is necessary. Brewer spoke on the Public Works Director, a foreman position with a vehicle and an expense of $25,000.00 in right of way maintenance. Morgan spoke next regarding the budget. He told Council that they could look at the suggestions of what is funded and not funded in their workbooks. He asked Council to bring forward any questions or concerns that they may have. Gonzales would like to see a percentage in change displayed in future budget workbooks. Paul Diaz said he could accommodate the request by the following day's workshop. Jonrowe asked about comparisons of revenues and expenses. She said she would like to see which are related to which and would like to know when numbers are related. Brewer said this was a great idea and staff could group them in the future. Brewer explained that the new financial system that the City is looking at will be able to easily establish the relationship. Brainard asked what authority staff has to move monies around from one account to another. Brewer monies could be moved within a fund and within a division, with the approval of the City Manager. She explained that all budget transfers must be approved by the City Manager. Brewer us an example of office supplies can be printing costs. If one goes over but is closely related to other, it would be permissible. Brainard said this was approving a lump sum budget with City Council approval. Brewer said moving streets money to parks would not be able to happen without Council approval. Mayor Ross added that anything over $50,000.00 would always come back to Council. Brainard asked about the TMRS fund going up or down. Wallace said it had increased by 12.6%. He then asked about the Williamson County Health District expense. Wallace said there is no increase proposed at this time. Gonzalez asked about unfunded liabilities and where it is found in this budget. He said he wants to know how each category is being addressed. Brewer said updates and amounts would be discussed. Wallace pointed out that the reference was at the back of the workbooks. The chart shows all unfunded liabilities. Jonrowe asked about the Downtown Tiers. Brewer said these would be discussed later, after the July 20U valuation figures. Jonrowe asked about a Bike Master Plan. Morgan said staff was managing studies as they can manage at the time. He explained that the Comprehensive Plan update and the Williams Drive Study will fall into how to supplement and plan. Jonrowe asked about reaching out to the citizens with a possible committee. Chief Sullivan spoke on emergency services. He explained that the Georgetown Fire Department provides service for the City and the ETJ, which is 134 square miles. Sullivan said the growth factors predict taking care of 100,000 people in the next 2 years. Sullivan provided an Overview Presentation Overview Emergency Services A. FYM1 J Request -Or CanhOIPOsltlan Medical Services A. ilmeline / Hktc y B. Gooh/Objective O.CollActivity D. Funding/Revenue E. EsPernes F. BudgetRegoestjs) G.Neq$leps Sullivan went on to explain and discuss the budget request of $238,000.00. Budget Request - $238K Hire three (31 cooificnal firefighters to cssist wish covering v OCallon. sict., leave. holiday leave. olirilion vacancy. injury lecve, training (cave, etc. Background A. Reduce ov.dina costsassoclated withbenarf leave OL cast .,,Nh= noapy$750 v1$650 (,,1 ERE) B. Improvework rfebalance byreducing the frequency of a's V Improvedmorale C. Assist In reducing Or demandand costs when attrition occurs v GFDis"dcwn"fcur positions Sullivan explained the -24 hour shift He said that one fire fighter is actually a request for 3, to coverall shifts. Sullivan explained the leave costs. He explained that this is a more cost effective way than paying overtime, which would be necessary if not funded. Sullivan said this would also improve moral. Sullivan than provided a Timeline and History chart of the GFD. Timeline/History N"Y49I- • We 9 Poname:;c/FF We 6 Poromediclf& We EMS Speaofsl . •- Feb'15Hie Dec'15Hde I I, • using • Annual Phyucai • Purchased 4 rRV's System much busier - i• hit) Rae enparaea • Anserstl Civil service • ACRvote Peak Unit • Annual Phyucol rules for filing • Jon '16 j • 01 Costs -Peak Urtif Sblfirsg • EMS Uceming (vacancies) 4g-houry 01 • "GO uve" dote ! i • Medicare delay BRi only responsels) movetl to Oct l++ i Dec.'15 treol-ro-hampod • Fund balahce ; • "Gosve"-dote' i �• revenue deflat due to delay moved to Ocl 1st I 0 transport i Iffinale MIH opkoru - (peR l Odstll' Paying etfipendo i 1 ( and deployment Call Activity was shown next. Call Activity /11V'_ 8003 70W 60T 5(XQ »003 3003 2003 0T. 0 2011 2012 2013 2014 2015 2016` Sullivan provided the Call Demands of July 12, 2016, the day of this meeting. He said there has been an incredible increase in serious calls. Call Demands - 7/12/2016 0:20:13 ABDOMINAL PAIN ALPHA 1:28:10 SICK PERSON CHARLIE 1:3092 MEDICALCALL 2:16.08 CHESTPAINDELTA 2:1803 MEDICALCALL 2:28:19 ABDOMINAL PAIN ALPHA 2:31:17 ATTEMPTED SUICIDE BRAVO 2:33:40 CHEST PAIN DELA 2.37:33 A'TVAPTED SUICIDE DELTA 2:57:13 SERVICECALL 3:15:10 HEART PROBLEMS DELTA 4:03:49 FALL ALPHA 4:4&16 BREATHINGPROBLEAI DELTA 6:24:56 CHESTPAINDEUA 7.02:31 SICK PERSON ALPHA 8.04:49 DIABETIC PROBLEMS DELTA 8:3396 FIRE ALARMHIGHOCCP 8:52:46 PAVAMTH INJURIES 9:07:31 MEDICALCALL 10:34:51 HEARTPROBLEMS DELTA 11:03:10 AUTO VS PEDESTRIAN Call Demands - 7/12/2016 l�f 0:20:13 A8DO7AINALPAIN ALPHA 1:28:10 SICK PERSON CHARLIE 1:3092 MEDICALCALL 2:16:08 CHEST PAIN DELTA 2:1803 MEDICALCALL 2:28:19 ABOOMINALPAINALPHA 2:31:17 ATTE)APTEDSUICIDE BRAVO 2:3340 CHESTPAINDELTA 23733 ARDAPIEDSUICIDE DELTA 2:57:13 SERVICECALI 3:15:10 HEARIPROBLEIASDELTA 4:03:49 FALLALPHA 4:48:16 BREATHING PROBLEM DELTA 6:24:56 CHEST PAM DELTA 7:0231 SICK PERSON ALPHA 8:04:49 DIABETIC PROBLEMS DELTA 8:3396 FIRE ALARMHIGHOCCP 8:52.46 MVA WITH INJURIES 997:31 MEDICALCALL 1034:Si HEART PROBLEMS DELTA 1193:10 AUTO VS PEDESTRIAN Call Demands - 7/8/2016 1,52:19 COWIU SICNSSERURPB DELIA 13:02.03 LOCK N 25727 BILFAIHINGPROBLfMDELIA 13:M:1614VAVSBUILDING 42595 HEMORRHAGEORIACERABON 115503 OVERCOSEORPOBOMNGORTA 72397 SICKPERSONCHMUE 14:1210 AUIOVSPEDESIPJAN 7:36:17SICK PERSON CHARUE 14:3952 FALL BRAVO 8.9118 UNCONSCIOUSlFAIMAIFHA 15:I0939CKPERSCNCHARLIE ASB:56 SICKFERSONALPHA :5:12:46 SICKPERSCNOALEGA IOP)736 CO&V/@BCALARUCNREME 15:39: MEDICALCALL 11931 FALLALPHA ;'I6: B< I=PERSON ALFHA 111047 SICKPFASONDELIA 160427 ILUIDSPILL -11:16'2,5 FREALARMHIGHOCCP 170532 MEDICAL CALL NN4E44 CHEST PAIN CHARGE 1701:49 CHEST PAINALFNA 1217:41 MEDICAICALL 17:453D ABDOM1UNAL PAWCNARLIE 121324 TECWCALRESCUE 18:49..01 FLUOVILL T2.21SS FALL DELTA 269153 TRALMATICINJURIESALFHA 1 Y ..45 HEARIPROBLOASCELIA 26.32x1 MVAINITHINJURIR y296:MMEOICALCALL--- 254960VERDOSBORPOBOMNOBRAV t2. 02 LOCK. IN 2256:19 LIRASSISIN01N1U166 Call Demands - 7/2/2016 105:19 CHESPAINOELIA 11.03:11 SERAICECALL 15991 FALLBRR/O 1121:16 SICKPERSONALPHA 35537 HEARIPROBLEMSCHARLIE I IAS:39 BLOCTINGIRAFFIC 608:55 MEDICALCALL 1609:19 UNCONSCIOUS/FANIMM 60:36 BREAMMfiPROBLFM091A 17:1298 SICKPERSONALPHA 7:27,50 MEDICALCALL IBOM2 MEDICALCALL 7:1:4251ABJGUNSHOi/TRAUMADELIA 21:0,SS SICKPER50NAIPHA NSHOi[SRNHMOFl1A 9,SS*i 220355 REAOENHALS:RUCIURE F@E AWAWIT 95527 MVATHN 2223:16 Mf01CMCMl 10:1627 BREAMMGPROBLEAICHARLE PROBL 21:75.06 01ABE:ICPROBLELL<CHAP.IIE 1028x5 FALLMPNA 221B:i35KKPERSONCHARIE I bJ)]) CHEST PAINCEUA Sullivan provided an image of a Staffing Plan for Deployment, including 2011/2012 deployment, Traditional Deployment and Flexible Deployment and spoke on Strength of Force. Staffing Plan 24+4 ��.n!M1mn.tl f�•pinynil��.l 29+4 r_..nn, n�.plcrm�•m 30+4 A chart showing response time and comparisons from 2011 through 2016 was shown next. Response Times — All Calls (City/ESD) 9:36 f 1 7.12 _... - —4:48 ., 2:24 ..... 0:00 2011 2012 2013 2014 2015 2016 Sullivan then provided the New Costs with the proposed Personnel. r. Avg 6:11 6:06 5:57 6:01 5:54 5:30 90% 9:35 9:23 9:24 9:15 9:10 8:41 Std Dev. 3:14 3:04 3:10 3:02 2:53 2:35 9:36 f 1 7.12 _... - —4:48 ., 2:24 ..... 0:00 2011 2012 2013 2014 2015 2016 Sullivan then provided the New Costs with the proposed Personnel. 2011/12 Deployment Wa Traditional Deployment M L -V V%% AD 6 °ggt % ° +$1.2M EMS =$0 Flexible Deployment ' IEMS=S2.1M M Sullivan spoke on response time and improvement in response time, currently averaging 5 minutes and 30 seconds. He then spoke on the EMS billing service and said the City should expect $175,000.00 to be coming in monthly, which equals $450.00 per run. Sullivan showed Revenue Projections. Revenue Projections He then showed EMS Collections and spoke on billing and Medicare. EMS Collections 5700AWM 53W.0.UW 5360.�� StlOP0o40 SnO,[mm Sta0,000.w SSO.W0.00 Ssa.O»o0 _ - uo.mom Oe. rvw 0.e 4� kS wr �+ •A.r -. TI nMkL_--__ Be3imm�fiGc eOa�anw (753n6) 1766.373; 1853.0.)31 {353 M31 Trantrort0.mmeua 2.IDa1LV L750.M0 2135.-0 2.335.80 f.a.awnetees - -0.000 20000 20ew He then showed EMS Collections and spoke on billing and Medicare. EMS Collections 5700AWM 53W.0.UW 5360.�� StlOP0o40 SnO,[mm Sta0,000.w SSO.W0.00 Ssa.O»o0 _ - uo.mom Oe. rvw 0.e 4� kS wr �+ •A.r -. TI nMkL_--__ _--_ °SO,OW - _ - _._ -_ �._-- a9.e+y_ 49.8a6 G.WTO 4W= 2j PM I,l)011M 2.M= 4906 2-CrI a He then showed EMS Collections and spoke on billing and Medicare. EMS Collections 5700AWM 53W.0.UW 5360.�� StlOP0o40 SnO,[mm Sta0,000.w SSO.W0.00 Ssa.O»o0 _ - uo.mom Oe. rvw 0.e 4� kS wr �+ •A.r -. Revenue Projections 1. Accounting Methodology (Cash., ACb 011 2. Delay in billing. 13 mnttul 3. Billing efficiencies (NDHP. A 1.. Me= d, Contmctrl 4. GreaterTNT ratio 130%NomTmnsp l) Sullivan compared EMS incidents and Medicare Incidents. EMS Incidents (Oct - June) 1. Approx 65% Transported 2. Average $450/rx 3. Outstanding balance of collectible —� M�gon �itli •6T.n •Ca�F�ii,l �4„vese6 �i:.7rrxG,— Medicare Incidents Gm BNi-iI, Nr. U, I, ;(83951 I:F.B2i) 1654 SCI 8v. CtxrW Adimt ert6 Chorq% Celocllan VW.OJl BrJance ntnsx2Peref..e l.n !YO I,75a.� 2.l s.sso Frxn:,ehe1 $ 20.ea1 Nov .CVO I.m�u 107.180 $ I3d796 $ 90.123 5 henrler _ dd.673 Dec 265 arMlad 2.231/x0 1.M= 2.15&250 Sullivan compared EMS incidents and Medicare Incidents. EMS Incidents (Oct - June) 1. Approx 65% Transported 2. Average $450/rx 3. Outstanding balance of collectible —� M�gon �itli •6T.n •Ca�F�ii,l �4„vese6 �i:.7rrxG,— Medicare Incidents Sullivan next discussed patient age. Gm Net 8v. CtxrW Adimt ert6 Chorq% Celocllan VW.OJl BrJance Oct 250 $ 247.255$ 109.94$ 131.3301 S 87,127 S $ 30874 Nov 257 $ ]x1.976 $ 107.180 $ I3d796 $ 90.123 5 S dd.673 Dec 265 $ 24907 S 105.558 $ 137.369 S U.= $ 3,859 $ 48.890 Jan 234 $ 224,972$ 92.M $ 131262S 71,524 S $ 60.728 Fee 245 S 23L925 $ 102555 S 127.3703 78.825 S 5 50545 6'a 283 $ 265MS $ 119,542 $ 166,283 S 83.606 $ $ 62677 Aar 223 $ 222785 $ 108,145 $ 114.240$ 73.304 S $ 40,937 May 219 $ 222895$ 89.171 $ 133.7245 SSA92 $ $ 78.232 Jun 153 $ 152AM$ 34,569 $ 118.051 5 21,935 5 $ 9&116 $ 2066749 S 869.381 $ 1.177,368 S 66&877 5 3.859 5 526.672 Sullivan next discussed patient age. Patient Age ■ Infonl • Child ■ 18-40 ■4060 •60-80 280-105 Sullivan said that patient age is an anomaly in Georgetown with the majority of transfers in the group of 70 and older. He said that Medicare represents 60% of the transports. Sullivan discussed expense projections and reimbursement models. Expense Projections ve,uagl 389.929 1,139.136 1.2A.US 3.293.26. 317,590 LSK$s, j M[CiJI L:»'m 2W.Sr 29O.Wo 360.= MSM Iso.o00 Oocenam MX1. •62636 358620 318,01 21.228 3:2.529 OH,Sente 290.003 260._000 1540W 2 EMS Supplies (Est $1 OOK/Year) ODtta,bm 115.32] a6E.636 Gta, rwrr 1.1518]] 2.9a3.1eI 1.91%.M I,736) H,.;m 2.0]x.,3) 3. EMS Supplies F,WgfWtldllbti 1>01.F231 06).i:L) IF53,C¢3} 11}I,J3aJ 13919131 P:6.3:0; nvaAmfuNBiam 131,3331 862526) 1853.0031. 183++131 IMMI Expense Projections 1. Staffing 41^ TRV fincreased Demondl Oenu:nel 385.929 1.136.'36 1.2,2.113 -535. MFeeal$YDIM'g1 201,523 290.003 260._000 1540W 2 EMS Supplies (Est $1 OOK/Year) ODtta,bm 115.32] a6E.636 358.610 3023, OeD:Se,vta t. 3. EMS Supplies nans3rrOm 382000 57+08 52aas 4. GreoterTNT ratio Qr T.W I,I582a3 I.W.110 1,918,1.1 2, 33 (30% Non -Trans"?) 1 En&q,FeIE Baba CCu3231 .'^L;. 1853003)_ (226.210) M A"F.d . Balsa (20ad23) 1062,5261, 1853.0033 1226,3W), Fund Balance I. FYI Includes slaffing Costs verwnnd 369629 LT44.7ss - Turnout gear ISO.= 350.= - Mooed Supply ccone far Stalionf apttato^s D5.3Tt 46 "36 359.624 31"L and Centrol Supply peaserxe . NonEMS exp expenses ryanyrtt On --- - 392.000 ._.__. .._.. 5).408 --'—__---- 57.419 -`_-- crYdTotal I.1:AN3 1® 1.' MS I,l3rrFfii 2. FYI Includes -- -- '-- - Increased personnel Costs FrMigrwd due to aT 9agrae I;✓:I. 6181 1467,46; 1853.M l 149.3.4191 AraiUMeiuM 9alxvr O0y923l iac;.i)e; (853.ttt31 1a34.18!I Sullivan gave examples of how the citizens need to feel that they are served with caring hearts. He shared moving examples of rescues and lifesaving events. Sullivan showed the Budget Request for the Fire Department. Budget Request Hire three )3) additional paramedics to assist with covering Peak Demand Unit and reduce OT costs AND Hire Medical Compliance Specialist Support Functions A. Improve collection rate and serve as liaison to customers ✓ Dailyaudits and maintenance of contracts B. Function as HIPAA Officer and Infection Control ✓ Improvedovenightof medical records&ORR C. Function as Health/Safety Specialist to reduce costs ✓ NFPA Physicals, IOJ's, etc. Morgan said the plan would be to improve the delay from event to payment. He explained that, in this first year, they must close the books for the fiscal year. Morgan explained how this would only happen this first year of the program. Morgan said the Department would calculate and place adjustments for the delay in billing at the end of November. Morgan recommends two months so that this one time they can close the books. After this time, Gonzalez added, things would work into consistency. Sullivan mentioned the tangible values of this department, sitting on shelves, which are notjust expended monies. Mayor Ross asked about the pattern of collections and if Chief sees any changes down the road. Sullivan said they could go higher but he wanted to remain conservative in projections. Morgan said they would be getting better because of improvements in efficiency. Ross said Public Safety is far more important than the monies. Jonrowe agreed and spoke on the transfers by ambulance. She said providing first responder services is about the service not the money. Morgan said they are proposing on demand. The proposal is to hire 3 paramedics, who will work a 40 hour work week and go through the academy to become a firefighter. Overtime will not need to be paid for peak demand, explained Morgan. Mayor Ross mentioned that if $175,000 is collected monthly, it would be $2.1 million a year. He said this would contribute to a positive cash flow soon. Gonzalez pointed out that the Georgetown Fire Department would have needed to hire because of growth, even without the EMS. He said the cost would have been absorbed regardless. Fought said he is very pleased with how the program is going. Fought asked to make sure to emphasize one vehicle dispatched at a time without people's lives at risk. Fought is concerned about staffing EMS. He is pleased that it is the City's own decision and they do not have to check with or rely on others. Fought thanked Sullivan. Sullivan said the goal of the Georgetown Fire Department is to have Georgetown be the safest place in America to have a heart attack. He said they are happy to reunite families. Sullivan said he has the bestjob in the world. Sullivan thanked Council for their support. Eby asked about pro forma and what the 5% is based on. Diaz said it was based on overall growth projections and elderly care facilities going in. Diaz said it reflects transport forecasts from actual numbers. He said the accounting method is cash based but at 60 days instead of 120. Brewer said this is a similar accounting treatment to how the City figures sales tax. Eby asked about the overtime issue and if the City could use franchisees. Sullivan said the City does rely on franchise partners when running thin. Morgan said the presentation would move to street maintenance next. Jim Briggs said staff is working on a model that will challenge assumptions that have been made in the past. Briggs said he wants to take a step backward. He would like to bring in expertise in the matters, strategies and plans toward reliable street maintenance. Councilmember Fought said it is time for a relook. He said the City can do better. Morgan said the changes will be actively shown in the proposed budget on July 26"'. Briggs said the budget would also connect to the capital improvement projects. Briggs spoke on current practices. He spoke on changes in management, policies and projects. He explained the results continue to be less than optimal. Briggs said methods, standards and goals need improvement. He explained that organizational changes are being worked on in the effort for improvement. Briggs spoke on the City's maintenance assets. He spoke on the modified or depreciation approach. Briggs said the modified approach was selected 15 years ago and is performance based, which the depreciation approach would not allow. Briggs said the voters were asked for a quarter percent street maintenance fund. Briggs said this is providing $120,000.00 per year in revenue and $800,000.00 comes out of tax revenues. He explained that it is much more difficult to predict quality today. Briggs said materials and processes need to be revisited before moving forward. Fought said he applauds the effort and wants to separate the accounting standard and the maintenance standard. Morgan said the budget presentation would wrap up for the day with Capital Improvement Projects and Debt. Laurie Brewer, Assistant City Manager, spoke on the Energy Services Fund, Sidewalk Master Plan, Parks Department, Garay Park, San Gabriel Park, ADA, Facilities Projects, Downtown West (to be brought to Council soon), Fire Station 6, Phase 2 of Grace Heritage Center, Red Poppy Cafe Canopy, Lighting and Tree Mitigation, and a possible partnership with ESD. Brewer spoke next on the Proposed Debt, tax supported debt. She mentioned Garay Park and the 2 year plan, Phase 2 of San Gabriel Park and the Sidewalk Plan. Brewer noted the detailed debt schedules provided in the Council Workbooks. Brewer spoke on the self -supported debt project from the Georgetown Transportation Enhancement Corporation (GTEC). She said that the utility debt would be discussed in more detail at the meeting the following day. Jonrowe asked about the signature gateways. Brewer said discussion on this will take place in the Downtown Master Plan presentation and the discussion would include proposed funding through the TIRZ. The gateways would include entry point treatments. Jonrowe asked about sign maintenance. Morgan said it is in the plans. Morgan said enhanced promotion is also being looked at. Council has had discussions on gateways. Morgan said recommendations will be brought to Council soon and staff will appreciate the feedback. Jonrowe asked about the historic park funds. Brewer said this represents the HEB project on HWY 29. Brewer explained the agenda for the following day: Enterprise Fund Electric Water Wastewater Airport Stormwater Mayor Ross recessed the Workshop Meeting to Executive Session under Section 551.071, Section 551.074 and Section 551.086 at 4.59 PM. 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. B. 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 - Hoskins Update and Possible Action 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 Sec. 551.086: Competitive Matters - Solar RFP Adjournment Mayor Ross adjourned the Workshop meeting to begin the Regular City Council Meeting at 6.00 PM. Approved by the Georgetown City Council on \ �;40�� Date Da s, Mayor Attest:. C' a etary