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MIN 09.27.2016 CC-WMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, September 27, 2016 The Georgetown City Council will meet on Tuesday, September 27, 2016 at 4:00 PM at the Council Chambers, at 101 E. 701 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 (5 12) 930-3652 or City Hall at 113 East 81h 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 Policy Development/Review Workshop — Call to order at 4:00 PM A Discussion and review regarding possible updates to the Main Street Facade and Sign Grant Program -- Shelly Hargrove, Main Street Manager Shelly Hargrove, Main Street Manager, presented on possible updates that could be made to the Main Street Facade and Sign Grant Program. Hargrove recognized Main Street Advisory Board (MSTAB) members in attendance. Hargrove reviewed the existing grant program and how it is a 50/50 matching grant with a maximum award of $10,000 forfacade grants and a maximum reward of $500.00 for sign grants. The grants are available to commercial property owners and tenants of building/businesses located in the Downtown Overlay District. Applicants can apply every three years and, to date, close to $325,000.00 in grant funds have been awarded. Hargrove then showed before and after examples of work that has been completed with grant money at the Dimmitt Building and the Escape. Hargrove informed Council that the grants are presented at the quarterly Downtown Lowdown Meetings. Hargrove showed Council a chart that showed the amounts awarded for sign and facade grants from fiscal years irl proceeds from fiscal from the MSTAB: Councilmember Steve Fought asked if the reason for the increase is it due to the high costs of ADA improvements. Hargrove responded that it was based on input from downtown stakeholders. Some stakeholders felt that the increase in funds made the program more beneficial and some stakeholders have said that the costs associated with fire suppression is quite large. Tommy Gonzalez asked Hargrove to elaborate. Hargrove explained that some owners feel that the process is cumbersome. Fought asked Hargrove to clarify that most of the reasons for awarding the grant are external. Hargrove confirmed that was correct and the main goal is to increase curb appeal, but that adding the roof and foundation options keep the buildings in good working order. Councilmember John Hesser asked Hargrove to explain the Downtown program and asked why Council is involved if City funds are not being spent. Hargrove explained that it was because Council allows the MSTAB to fundraise, so they want to make Council aware of how funds are being spent. David Morgan also clarified that the MSTAB is a Council board, so they seek Council approval. Hesser asked about the implementation of the program and if the original needed work has been completed. Hargove explained that the program came about in 2001 when there was a fire in the Lockett building where Burger University is now located. This emergency need started the fund and the program has been continued because ongoing maintenance is needed and expensive. Hesser asked why people outside of the downtown area can't ask for funds, for example, Williams Drive. Morgan explained that it is possible, but the current focus of the MSTAB is the downtown area. The downtown area is a regional and statewide draw. The Swirl fundraising continues to improve which leaves additional dollars available. The MSTAB wanted owners to know what funds were available and have identified what the costly elements are. Gonzalez asked if the increase will hamper more people from accessing the funds. Hargrove feels more people will apply for funds. Currently there is approximately $100,000.00 available because the Swirl profits continue to grow. The goal is to use all the available funds. Gonzalez asked if there is a matching grant. Hargrove confirmed that this a 50/50 matching grant. Racheal Jonrowe thanked Hargrove for the update and the volunteers for the hard work. Jonrowe then asked if lighting has ever been added. Hargrove said that lighting can be funded under the current plan. Jonrowe wants to make sure that owners are aware of that. Fought asked if the only tax money is the original $5,000.00 given to the Main Street Program. Hargrove confirmed that is correct. Mayor Dale Ross asked if the amount of signs increase over the years. Hargrove confirmed that the cost has increased and that is the reason for a $500.00 max. Ross asked about that rationale. Morgan stated that this is where the board has decided to put the money to work. Ross reiterated the original intent of the program was for facades that lead to the beauty of downtown and that structural improvements can't be seen. Ross asked if someone is currently waiting for funds for fire suppression improvements. Hargrove stated that there are. Ross stated that Downtown needs to be a beautiful as possible and he's not sure if fire suppression improvements align with the original intentions of the facade program. Morgan asked that Council make recommendations and then staff will bring back more information. Hesser asked that the original intentions be brought to Council. Hesser stated that the outside appearance is important, but he doesn't feel that the City should fund improvements that would be required to meet building code. If the goal is to leave the original mission, then be clear on how the program plans to do so. Councilmember Keith Brainard asked if the outline of the overlay district is largely where the most funds are going. Hargrove stated that the majority of the funds are being used in the nine downtown blocks. Brainard asked if staff was advertising this program to other businesses. Hargrove stated that it is mentioned by several people to applicants during the permitting process. Brainard suggested knocking on doors to recommend signage improvements and to be more proactive for businesses that could benefit from the program. Brainard also asked if the Fire Department could quickly explain the current state of sprinklers in the Downtown area. Assistant Fire Chief Jeff Davis stated that currently there are six or seven business with working and up to date sprinkler systems but he is not sure about moving forward. Assistant Chief Shell would know more about that. Morgan will get staff to provide an assessment of the need for a future meeting. Davis will take this request back the Fire Department and have them prepare a response. Anna Eby stated that having been a HARC member and seen projects that have come forward, she is in favor of board's recommendations, especially if funds are available and it's what people want. Jonrowe agreed with Eby that if the MSTAB is raising their own funds then Council can be more hands off, and that fire suppression systems can effect neighbors of businesses. Ross asked how many businesses need assistance with fire suppression systems. Hargrove stated that very few are currently setup with proper fire suppression systems. Ross asked how do you determine who is worthy if you have several applicants. Hargrove stated that the program has always worked on first come, first served basis. Ross asked where you draw the line on functional equipment. Hargrove stated that business owners might do the improvements even without grants, but it is very cost prohibitive. Ross asked how fire suppression benefits the citizens. Hargrove state that it's a matter of safety. Ross asked about the obligation of business owners to keep their properties safe. Hargove stated that they can take advantage of incentives and will hopefully do more than they originally intended to with the funds provided. Gonzalez asked if the organization raises its own funds, with the City contributing a small portion. Gonzalez would like to see City funds used for facades and raised funds used for whatever the board deems appropriate. Ross agreed with Hesser and would like to see the original mission of the board because the new recommendations seem like a policy change. Morgan said staff will compile research and bring back answers to Council and that some items are code requirements that sometimes makes the projects more difficult. Hesser asked if the City can consider adding sprinkler systems to restaurants first. Eby feels that the process doesn't have to be complicated and doesn't feel that the board is promoting a policy change. Ross wants clarification on if the mission has changed, and if so, then it is a policy change. Morgan stated that staff will move forward with work and bring information back to Council and bring proposed recommendations regarding participation and increased fundraising. B Discussion and possible direction regarding the 2017 Music on the Square series and 2016 Music on the Square survey — Cad Miller, Tourism Manager and Jackson Daly, Assistant to the City Manager Tourism Manager Carl Miller presented the results of the 2016 Music on the Square survey. Music on the Square started in 2012 as a way to drive additional traffic downtown and is held every Friday in June, July, and August on the Courthouse lawn. Staff felt that after completing the fifth season of Music in the Square it was a good time to reassess the program after receiving input from vendors that the Friday concerts were negatively impacting their business. A survey was administered online with three email reminders and flyers delivered via mail to businesses on August 121° and August 24'". Forty-four responses were received from thirty-nine unique businesses. Five of the businesses completed the survey twice. The survey targeted the eight blocks around the Courthouse. Thirty- seven of the forty-four responses were from businesses in the eight block area. There are fifty-seven total businesses in the eight block area, so the survey received an approximate 65% response. A meeting was held with downtown business owners on August 30'^. Miller stated that the 2016 season was a huge success with attendance approximated between 400 and 1,200 people per concert. Miller reviewed the survey results. Question 1: Do you support Music on the Square in its current form? Forty-four answers were received for this question with thirty-one answering yes and thirteen answering no. Councilmember Keith Brainard asked if the businesses that filled out survey twice were being double counted. Miller informed him that they were double counted but they didn't feel that it changed the overall results of the survey. Brainard asked if any of the double counted responses contradicted themselves. Miller said that only one did fill out contradictory survey results. Brainard felt that allowing the double counted results did skew the results. Councilmember Steve Fought asked if the double counted responses could be separated out. Fought asked of the five that were double counted, did they answer the question yes or no. Miller believed that two answered yes and three answered no. Fought felt that the five responses needed to be taken out. Question 2: Would you prefer Music on the Square to be on a different day of the week? Forty-four answers were received for this question with eighteen answering yes and twenty-six answering no. Question 3: What day would most complement your business? Thirty-nine answers were received for this question with five answering Sunday, zero answering Monday, zero answering Tuesday, two answering Wednesday, twelve answering Thursday, fifteen answering Friday, and five answering Saturday. Question 4: Would you prefer Music on the Square be at another location? Forty-four answers were received for this question with seven answering yes and thirty-seven answering no. Of the respondents who answered yes to this question, four respondents recommended moving the event to San Gabriel Park, one recommended moving the even to the west side of the Courthouse, one recommended having rotating location around the Square, and one person did not specify a new location. Question 5: Is your business open during Music on the Square? Forty-four answers were received forthis question with twenty-seven answering yes and seventeen answering no. Question 7: Does Music on the Square increase your foot traffic to your business? Thirty-two answers were received for this question with thirteen answering yes and nineteen answering no. Twelve respondents skipped this question. Question 8: Does Music on the Square increase sales at your business? Thirty-two answers were received for this question with ten answering yes and twenty-two answering no. Twelve respondents skipped this question. Miller then reviewed the questions with just the twenty-seven responses of businesses that said they were open during Music on the Square. Question 1: Do you support Music on the Square in its current form? Twenty-seven answers with seventeen answering yes and ten answering no. Question 2: Would you prefer Music on the Square to be on a different day of the week? Twenty-seven answers with twelve answering yes and fifteen answering no. Question 3: What day would most complement your business? Twenty-four answers were received for this question with four answering Sunday, zero answering Monday, zero answering Tuesday, two answering Wednesday, seven answering Thursday, seven answering Friday, and four answering Saturday. Three responders skipped this question. Question 4: Would you prefer Music on the Square be at another location? Twenty-seven answers with seven answering yes and twenty answering no. Of the respondents who answered yes to this question, four respondents recommended moving the event to San Gabriel Park, one recommended moving the even to the west side of the Courthouse, one recommended having rotating location around the Square, and one person did not specify a new location. Question 7: Does Music on the Square increase your foot traffic to your business? Twenty-seven answers with twelve answering yes and fifteen answering no. Question 8: Does Music on the Square increase sales at your business? Twenty-seven answers with nine answering yes and eighteen answering no. Staff said analysis of open-ended questions compliments the data received. At the August 301^ public meeting, the attendees same to the consensus that Thursday would be the best day for Music on the Square. Staff suggests shifting the event to Thursday evening for the 2017 season and then reassessing what night is best for the event after that. Staff will continue to work with Williamson County Museum and Downtown Georgetown Association. Staff is seeking direction from Council and will communicate any changes to the stakeholders and will begin promoting the 2017 season in December. Fought stated that he has attended the event and it's crowded and he sees many reasons why people who attend on Friday won't go on Thursday. Fought wouldn't change the event and doesn't think that the statistics are strong enough to change. Mayor Dale Ross noted that if the majority of business owners who took the survey liked Friday, then why change it to Thursday. Miller stated it was because of the face to face meeting with downtown stakeholders on August 30th. Ross stated that he feels that the event coincides nicely with First Friday. Councilmember John Hesser stated that he saw 60 percent of respondents wanted another night and asked who pays for the event. Miller stated that the City pays for the bands seven times through the course of the event, the Williamson County Museum pays for three dates, and the Downtown Georgetown Association payed for three times also. Miller then stated that bands receive $300 no matter what the crowd attendance is, the bands have contracts, and must submit to participate. Miller clarified for Fought that the objective was to get people and business downtown when the event started in 2012. Hesser asked Miller how she would rate her success in achieving that objective. Miller stated she would rate it a nine out of ten. Councilmember Rachael Jonrowe stated that this was a good problem to have and is willing to try something new. Jonrowe also stated that since the event is in summer time it creates less of a school night conflict issue and staff can regroup if the day change doesn't work out. Ross asked Miller about the consensus of the survey. Miller stated that the survey showed a tie between Thursday night and Friday night. Councilmember Tommy Gonzalez asked if the event is broken. Miller stated it was not broken. Gonzalez asked if the event was not broken, then why change it. Miller stated that staff had started to receive feedback from business owners that Friday night was starting to negatively affect their business. Miller also stated that most businesses are already very busy on Friday nights, so business owners want to move it to Thursday nights in hopes of increasing business on that night. Gonzalez stated that he thinks the crowd available for Friday won't be as available for Thursday and if the program is successful, then why change it because current method is good. Councilmember Keith Brainard stated that some responses suggest that music combined with First Friday is a problem and wondered if staff could just cancel the dates that coincide with First Friday. Miller stated that staff had not considered that option, but it is a great suggestion. Ross stated that most Councilmembers like keeping the event on Fridays. Councilmember Ty Gipson asked for clarification on stakeholder meeting feedback versus the survey feedback. City Manager, David Morgan, stated that feedback was similar, but many suggested a different day of the week with no clear majority. Fought stated that Council is here to serve all business and that people vote with their feet and he personally wouldn't participate on a Thursday night event. Councilmember Anna Eby stated that she didn't feel there was any harm in trying a change because there is some interest. Gipson stated that some businesses are not open during the event and asked if they were voting. Morgan stated that those businesses had been segregated out of the results and the survey concentrated on those that were open. Ross stated that he agrees with Fought and business owners are only a portion of the stakeholders. Ross also stated that the survey results are skewed because people were allowed to vote multiple times. Ross then asked the Council what they wanted staff to do. Councilmembers Fought, Hesser, Gonzalez and Brainard were in favor of keeping the event on Friday. Councilmembers Jonrowe and Eby were in favor of trying the event on Thursday. Councilmember Gipson is in favor of Fridays with the considerations for conflict with First Fridays. C Presentation and overview of the CAMPO/City of Georgetown Williams Drive Study —Nat Waggoner, Transportation Services Analyst, AICP, PMP and Andreina Davila -Quintero, Project Coordinator Transportation Services Analyst, Nat Waggoner, presented an overview of the CAMPO/City of Georgetown Williams Drive Study. Waggoner praised Principle Planner Jordan Maddox and Project Coordinator Andreina Davila -Quintero. Waggoner also thanked members of the community Andy Webb and Troy Hellman, who contributed their areas of expertise. Finally, Waggoner thanked members of the Executive Team for their assistance. Waggoner described the Study Area and the desire to create a welcoming gateway to the City. Waggoner reviewed the purpose and goals and of the study. The purpose of the study is to develop a plan of action that will incorporate safety, efficient transportation operation, safe accommodations of all modes, the integration of smart transportation and land use, community needs, and the future economic growth of Williams Drive. The goals for Williams Drive include: enhance multimodal movements and transportation operation, support corridor -wide and regional sustainable growth and economic development, protect and enhance the corridor's quality of life, and encourage development that creates a variety of context sensitive mixed-use services that are accessible to neighborhoods. Waggoner stated that the study needs to be based in reality and what the community is telling us. The objectives of the study include: an effective outreach program that engages stakeholders as participants in the design, a transformative physical design based on market practicality, technical requirements, and available financial resources require for its implementation, and an engaging design process that inspires participation across the life -cycle of the study from design through implementation. Efforts of this study will align with the Retail and Recruitment Study being led by Davila -Quintero. Waggoner stated that the Budget and Finance Departments will also be included in the process to utilize Tax Increment Reinvestment Zone (TIRZ) funds. Waggoner mentioned a possible fourth objective of coordinating work to accomplish all needed objectives, including Rivery Boulevard extension, construction of the Northwest Boulevard Bridge, improvements of Rivery Boulevard from Williams Drive, and southbound frontage road improvements near Rivery Boulevard. These are projects that will involve State and City offices and need to be coordinated effectively. The project approach will consist of four steps: discovery, desire, design, and documentation. Discovery will be achieved by using data and outreach with the team building a database for analysis and evaluation. Desire will be addressed by employing a stakeholder driven process to identify multimodal options, redevelopment changes and the addition of secondary circulation systems. Design will be achieved by using a broad range of analytical tools to assure that consensus drive solutions are based on sound principles and are defined. Documentation will be achieved by having an end result that will be a prioritized implementation plan for community-based transportation improvement. Waggoner stated that the goal is to finish the plan in nine months. The first public meeting to discuss existing conditions will take place by mid-October. The second public meeting to develop a concept plan will be completed by mid-January. A draft of recommendations and implementation strategies will be completed by mid-February and the final report will be completed by the end of March. Waggoner explained that there is a stand-alone public engagement plan that explains who is doing what and how those things will be shared with the public. Waggoner stated that open houses are good, but sometimes there is a disconnect between the public and the planners. Staff will host a week long session with public availability and include the public in listing problems and visualizing solutions. There will also be sidebar meetings with Texas Department of Transportation (xDOT) to discuss market reality and other issues. These meetings will take place November 121^ through 161i. Waggoner stated that staff is creating an Existing Conditions Briefing Book that will be graphically driven and the basis for the first public meeting. The three main areas covered in the Briefing Book will be transportation, market study, and land use. The transportation section will cover travel times and safety. Williams Drive connects a number of communities and retail centers to both 1-35 and Downtown, and for some it is the only feasible connection available. Under typical conditions, traveling the length of the corridor by car takes less than fifteen minutes. Travel options for Williams Drive appear to be fairly extensive network, but when dead-end, cul-de-sac, and other disconnected streets are removed, the effective street network is limited. Safety is a critical component to this study. DB Wood at Shell Road is the City's most dangerous intersection and is currently as big as it can ever be, causing adding issues. Waggoner then went an to explain the market study, demographics, and real estate trends as illustrated here: MARKET STUDY - KEY POPULATION TREND Percent Popvlotion Change by Region (4010-20151 Teao! L�.,- Austln Rovnd Rods MSA Corridor Plan �Wi% Goorgatown Willimson County Cantors Plon .1% 12% 1,1 MARKET STUDY - KEY REAL ESTATE TRENDS (Residential) ]OtOgOD V.+.vy °w+ 8.0% 7.0% 6.0% 5.02/64.0% / 3.0% 2.0% 0.0% 2010 2011 2012 2013 201. ]015 Centers Plan --- Georgetown —Austin Sero C.Sb • Demand for 1,200 residential units annually • Very large pipeline of projects under construction and in pipeline • Corridor -adjacent subdivisions have been responsible for much of the growth • Very limited multifamily growth on the corridor itself 17°:0 MARKET STUDY - KEY REAL ESTATE TRENDS (Office) 35.0% 30.0% 25.0% 20.0% 15.0% 10.0% 5.0% 0.00/0 :mc a•u :ou rou aa,. aou —Canters Plan --Corridor Plan --- Georgetown —Austin bvw C. v • Office vacancies low in Georgetown and the Corridor • Rents are comparable to greater Austin • Despite these positive trends there is limited growth in sector; compared to Austin with dramatically increased stock Waggoner explained the land use in the Williams Drive corridor: LAND USE: Initial Analysis Single -Family declining as a percentage of the corridor r Multi -Family rising substantially Retail/Commercial/Office increased since 2003 Vacant land substantially reduced NoW corridor boundaries may have changed between 2003 and 2015 Waggoner referenced the 2015 Land Use Map. The map includes parcels that go outside the study area, but those parcels still may affect the study area. Waggoner then referenced the Susceptibility to Change Map while noting that it is very subjective and can change over time. Waggoner presented the next steps of the process, which include finalizing the Existing Conditions Report, giving public notification of the first public meeting, and then holding the first public meeting. Councilmember Brainard asked if TxDOT is funding a large portion. Waggoner replied that yes TxDOT is funding $200,000.00 and the City is funding $50,000.00. Brainard then asked why TxDOT was not as involved as the City. Waggoner clarified that TxDOT is funding the project, but the Capital Area Metropolitan Planning Organization (CAMPO) is administering the project via an agreement between TxDOT and CAMPO. Single -Family 17.2% 13.3% -3.90% Residential Multi -Family Residential 0.6% 5.4% 4.80% RetaillCommercial/Office 15.6% 23% 7.4% Industrial 6.1% 0.4% -5.7% Public/Civic/Parks 4.1% 33.5% 29.40% Vacant 56.3% 24.3% -32% NoW corridor boundaries may have changed between 2003 and 2015 Waggoner referenced the 2015 Land Use Map. The map includes parcels that go outside the study area, but those parcels still may affect the study area. Waggoner then referenced the Susceptibility to Change Map while noting that it is very subjective and can change over time. Waggoner presented the next steps of the process, which include finalizing the Existing Conditions Report, giving public notification of the first public meeting, and then holding the first public meeting. Councilmember Brainard asked if TxDOT is funding a large portion. Waggoner replied that yes TxDOT is funding $200,000.00 and the City is funding $50,000.00. Brainard then asked why TxDOT was not as involved as the City. Waggoner clarified that TxDOT is funding the project, but the Capital Area Metropolitan Planning Organization (CAMPO) is administering the project via an agreement between TxDOT and CAMPO. Brainard then asked if this study could lead to the revision of suggested future land uses. Waggoner stated that yes, it could by making changes to the City Code of Ordinances. Councilmember John Hesser asked Waggoner to provide him with a copy of the presentation prior to the first public meeting. Waggoner stated he will do so. Mayor Ross recessed the meeting into Executive Session under Section 551.071 and Section 551.074 at 5:14 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. 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 - Potential litigation involving property at 1-35 and Leander Road - 815 S. Main St. - Settlement Agreement with KDR Equities, LLC 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 call the regular City Council meeting to order. Approved by the Georgetown City Council on 10 Dae r&(t ti Da�te4oss, Mayor J ,q Attest: City S t tary