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MIN 10.25.2016 CC-RMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, October 25, 2016 The Georgetown City Council will meet on Tuesday,. October 25, 2016 at 6:00 PM at the Council Chambers at 101 E. 71" 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 8u' Street for additional information; TTY users route through Relay Texas at 711. Mayor Ross called the meeting to order at 6:01 PM. All Councilmembers were in attendance, with the exception of Councilmember Keith Brainard, District 2 and CouncilmemberTy Gipson, District 5. Councilmember Keith Brainard joined the meeting at 6.25 PM. Regular Session (This Regular session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A. Call to Order Invocation Pledge of Allegiance Comments from the Mayor - Small Business Saturday Proclamation - Monarch Proclamation City Council Regional Board Reports - Mayor Ross stated that he had attended the CAMPO meeting on October 171h. He explained that, with a vote of 18-1, a decision was made to remove Lone Star Rail from the 2020 Plan. Ross noted that the removal is for Lone Star Rail alone and does not affect the understanding that there is still the need for rail, going forward. Announcements - Boards & Commissions Application Process - Animal Shelter Catio Action from Executive Session Mayor Ross asked Mayor Pro Tem, Steve Fought, if there were any motions to be made out of Executive Session. Fought answered that there were no motions to be made. Statutory Consent Agenda The Statutory Consent Agenda includes non -controversial and routine items that may be acted upon with one single vote. An item may be pulled from the Consent Agenda in order that it be discussed and acted upon individually as part of the Regular Agenda. B. Consideration and possible action to approve the minutes of the Workshop and Regular Meeting held on Tuesday, October 11, 2016 — Shelley Nowling, City Secretary C. Consideration and possible action to appoint Tim Haynie to the Unified Development Code Advisory Committee to fill a vacancy — Mayor Dale Ross D. Consideration and possible action to approve a Resolution of the City of Georgetown, Texas Consenting to the Annexation by Williamson County Municipal Utility District No. 28 of an Additional 0.638 Acres ) of Land into the District; Consenting to Assignment of the Consent Agreement — Sofia Nelson, Planning Director E. Consideration and possible action to approve the Second Amendment to the Master Development Agreement for the Summit at Rivery — David Morgan, City Manager and Laurie Brewer, Assistant City Manager F. Forwarded from Georgetown Economic Development Corporation (GEDCO): Consideration and possible action to approve the Second Amendment to the Performance Agreement for the Summit at Rivery Park— David Morgan, City Manager and Laurie Brewer, Assistant City Manager G. Forwarded from General Government and Finance Advisory Board (GGAF): Consideration and possible action for the approval of the annual payment for the operation of the county wide radio communications system to Williamson County in the amount of $178,548.48 — Stan Hohman, Fleet Services Manager H. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $159,000.00 to Sungard Public Sector, Inc. for IT software maintenance expenses for the Sungard OSSI CAD/RMS system (Public Safety Computer Aided Dispatch System) — Chris Bryce, Information Technology Director I. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $125,000.00 to Presidio Networked Solutions, Inc. for IT hardware/software maintenance expenses ($60,000) and VOIP Phone System maintenance ($65,000) — Chris Bryce, Information Technology Director J. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $210,000.00 to SHI Government Solutions for IT software maintenance expenses related to the Microsoft Enterprise Agreement (Microsoft -branded server, database and client software licensing and maintenance) — Chris Bryce, Information Technology Director K. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $135,000.00 to Tyler Technologies for IT software maintenance expenses for the Incode system (Financial, Court and Utility Billing Systems) — Chris Bryce, Information Technology Director L. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $100,000.00 to Infor Public Sector, Inc. for IT software maintenance expenses related to the Infor Enterprise Asset Management (EAM) system — Chris Bryce, Information Technology Director M. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $51,000.00 to Electsolve Technology Solutions and Services, Inc. for annual software maintenance on the City's UCentra Meter Data Management System — Chris Bryce, Information Technology Director N. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $60,000.00 to West Monroe Partners for management of the Microsoft BizTalk enterprise service bus used for integrating and consolidating enterprise software systems — Chris Bryce, Information Technology Director O. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $55,000.00 to EST Group for annual hardware support on the Dell Compellant storage area network, the primary storage device for all IT systems — Chris Bryce, Information Technology Director P. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $125,000.00 to Itineris North America, Inc. for IT software maintenance expenses on the UMAX customer information system (CIS) system. Itineris is a sole -source system — Chris Bryce, Information Technology Director Q. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $100,000.00 to Zeno Imaging for printing supplies and printer maintenance. This is the continuation of a contract approved in 2015 — Chris Bryce, Information Technology Director R. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $50,000.00 to Environmental Research Institute, Inc. (ESRI) for software maintenance expenses on the ESRI suite of geographic information system software — Chris Bryce, Information Technology Director S. Forwarded from the General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve an appropriation of $55,000.00 to Suddenlink Communications for the annual cost of Internet service provision and dedicated fiber optic cables — Chris Bryce, Information Technology Director T. Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to approve annual task orders: Task Order MEI-17-001 for Electric System & Planned Capital Improvement Projects in the notto exceed amount of $460,000.00, Task Order MEI-17-002 for Electric System Engineering Planning and Engineering Assistance in the not to exceed amount of $250,000.00 and Task Order MEI-17-003 for New Development Engineering and Design Assistance in the not to exceed amount of $590,000.00 with McCord Engineering, Inc., of College Station, Texas, for professional engineering services — Wesley Wright, P.E., Systems Engineering Director U. Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to renew the contract for labor services for Electric System Overhead Construction and Maintenance to Bird Electric Enterprises, LLC. of Eastland, Texas, in the not to exceed amount of $1,100,000.00 — Wesley Wright, P.E., Systems Engineering Director V. Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to renew the contract for the Electric System Underground Construction and Maintenance with Pedro S.S. Services, Inc. of Austin, Texas, in the amount not to exceed of $1,000,000.00 — Wesley Wright, P.E., Systems Engineering Director W. Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to approve the contract for the Edwards Aquifer Recharge Zone (EARZ) — 2015-2016, Wastewater Rehabilitation to Coyote Construction, LLC of Elgin, Texas, for the amount of $699,250.00 —Wesley Wright, P.E., Systems Engineering Director X. Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to approve the award for Tree Trimming and Vegetation Management Bid to National Tree Expert Company, Inc. of Burnet, Texas, in the estimated amount of $280,000.00 — Glenn W. Dishong, Utility Director Motion by Gonzalez, second by Eby to approve the Statutory Consent Agenda in its entirety. Approved: 5-0 (Brainard and Gipson absent) Legislative Regular Agenda Y. Consideration and possible action to authorize the acceptance of a live-fire extinguisher training system grant for $10,331.88 from the Firehouse Subs Public Safety Foundation — Clay Shell, Assistant Fire Chief Clay Shell, the Assistant Fire Chief, spoke on the live-fire extinguisher training system and explained the grant request. He explained the Firehouse Sub Grant Program for fire-extinguisher training props. Shell said that the training prop uses propane and is used to help train the general public. He explained that the system is more environmentally friendly than what is currently used and comes at a lower cost, enabling more training for more citizens. Motion by Jonrowe, second by Gonzalez to approve Item Y. Approved: 5-0 (Brainard and Gipson absent) Z. Forwarded from General Government and Finance Advisory Board (GGAF): Consideration and possible action to approve a contract in the amount not to exceed $106,690.00 with Plante & Moran for consulting services to provide assistance in the selection of a software solution(s) for financial management, procurement, human resources and payroll — Leigh Wallace, Finance Director Leigh Wallace, the Finance Director, described the request for approval of the contract with Plante & Moran for consulting services in the selection of a software solution for financial management, procurement, human resources and payroll. Wallace summarized the need for these services. She explained that the current system is a general ledger system for debits and credits, and the City is in need of a system with full functionality at this time. Wallace explained the need for consulting services to help develop a strategy for the selection of the correct system, or possibly the integration of different systems. She explained the need to mold procedures through modern work systems and the need to develop the technical portion of procuring the correct system. Wallace said that 3 vendors had been invited to present and the selection group chose Plante & Moran unanimously. Wallace described them as a large company, well known in this field with over 30 years of experience in local government consulting. She explained that the vendor has a wealth of experience with this type of project in other cities with the same services and size. She explained that the company is thought to be the leader in human resource best practices in municipalities. Wallace noted that the system involves payroll and therefore all employees will need to learn the new system. She said the project was funded in FY2017 budget and explained that the procurement process would take approximately 9 to 12 months of work with the consultant. Wallace said this would line up well to put the system in the 2018 budget process, as the cost and details would be known at that time. This would bring about the proposed implementation of the system in 2019. Councilmember Jonrowe asked if staff would be coming back to the Council with the implementation phase. Wallace said this company can be used for implementation purposes also, or there are several third party vendors for this phase. Wallace confirmed that this would be brought back for Council approval. Jonrowe asked what office of this company was the closest. A spokesman for Plante & Moran said the closest office would be Chicago, but consultants are placed throughout the country. He noted that the consultant would be from St. Louis, but most meetings are actually face to face, with the exception of some teleconferencing. Motion by Jonrowe, second by Gonzalez to approve Item Z. Approved: 6-0 (Gipson absent) AA. Forwarded from the Georgetown Transportation Advisory Board (GTAB): Consideration and possible action to approve amendment #2 of Task Order A&F-16-003 with Aguirre & Fields, LP, of Austin, Texas, for professional services to provide engineering and support services required to develop preliminary design alternatives, conduct public involvement, initiate environmental services and the prepare 30% plans, specifications and estimates (PS&E) package for a long tens management plan for the Austin Avenue bridges and roadway improvements from Morrow Street to 3rd Street in the amount of $278,463.15 — Nat Waggoner, AICP, PMP, Transportation Analyst Nat Waggoner, the City's Transportation Analyst, spoke on the amendment of the Task Order for professional engineering and support services and the preparation of a long term management plan for the Austin Avenue Bridges and roadway improvements. He explained that the item had been shown to the City Council at a workshop meeting earlier in the month. Motion by Eby, second by Gonzalez to approve Item AA. Councilmember Brainard asked about the outcome of the final product. Waggoner explained that the outcome would be a 30% design that meets the environmental clearance and then can be moved forward to the 100% design and be ready for the pursuit of additional funding. Waggoner said all options will be brought to the Council and to the public, through public hearings and neighborhood meetings. Brainard asked if the 30% design plan is a standard. Waggoner confirmed that it is a standard to determine design readiness. Approved: 6-0 (Gipson absent) AB. Forwarded from the Georgetown Transportation Enhancement Corporation (GTEC): Consideration and possible action on Task Order KPA47-001 with Kasberg, Patrick, & Associates, LP of Georgetown, Texas in the amount of $579,710.00 for Professional Services related to Airport Road Improvements —Wesley Wright, P.E., Systems Engineering Director Wesley Wright, the Systems Engineering Director, spoke about the professional services related to the Airport Road improvements. He explained that the design would change the portion of Airport Road from Lakeway from 2 lanes into 5 lanes, as a minor arterial. Wright spoke on planned industrial development in the area. He noted that the proposal was approved by the Georgetown Transportation Enhancement Corporation (GTEC). Wright mentioned that the question had been raised of why the City would not include all of Airport Road. Wright explained that there would be no time or money to do all of Airport.Road, as this would triple the budget He explained that the project was not included in the road bond list from the road bond committee last year. Wright said that the project does not include right of way but he is confident that this can be handled in house. Motion by Brainard, second by Eby to approve Item AB. Approved: 6-0 (Gipson absent) AC. Forwarded from Georgetown Utility Systems Advisory Board (GUS): Consideration and possible action to renew the annual agreement for Materials Acquisition to purchase electric distribution, fiber and substation materials for FY 2016-2017 from Techline Ltd. under their contract with the Lower Colorado River Authority ("LCRA") Electric Material Acquisition Program in the not to exceed amount of $4,500,000.00 — Wesley Wright, P.E., Systems Engineering Director Wesley Wright spoke on the annual agreement. He explained that this was for the purchase of materials for all capital improvement projects, utilities and maintenance for the entire year. He explained that this agreement allows the City to provide indefinite service, without interruption. Motion by Gonzalez, second by Fought to approve Item AC. Approved: 6-0 (Gipson absent) AD. First Reading of an Ordinance for the Voluntary Annexation of 14.459 acres in the W. Roberts Survey, also known as Hidden Oaks at Berry Creek — Sofia Nelson, CNU-A, Planning Director (action required) Sofia Nelson, the City's Planning Director, spoke on the voluntary annexation. She provided the location map and annexation parcels image. Nelson showed a map of the proposed Hidden Oaks project and explained the relationship of residential property and commercial property in the project. Motion by Brainard, second by Jonrowe to approve Item AD. Approved: 6-0 (Gipson absent) AE. First Reading of an Ordinance amending the FY2016 Annual Budget due to conditions that resulted in a year-end budget deficit for the Fire Department; and repealing all ordinances or parts of ordinances in conflict therewith — Leigh Wallace, Finance Director (action required) Leigh Wallace, the Finance Director, spoke on the year-end deficit for the Fire Department. Wallace explained that the ordinance was for an overage due to overtime in the Fire Department. Wallace noted that this had been discussed at the workshop meeting earlier in the day. Wallace said there would be no change to the general fund. Motion by Jonrowe, second by Brainard to approve Item AE. Approved: 6-0 (Gipson absent) Project Updates AF. Project updates and status reports regarding current and future transportation and traffic project; street, sidewalk, and other infrastructure projects; police, fire and other public safety projects; economic development projects; city facility projects; and downtown projects including parking enhancements and possible direction to city staff — David Morgan, City Manager Mayor Ross asked the City Manager, David Morgan, if he had any project updates to share. Morgan said he did not have any updates but would be happy to answer questions. Public Wishing to Address Council On a subject that is posted on this agenda: Please fill out a speaker registration form which can be found on the table at the entrance to the Council Chamber. Clearly print your name and the letter of the item on which you wish to speak and present it to the City Secretary on the dais, preferably prior to the start of the meeting. You will be called forward to speak when the Council considers that item. On a subject not posted on the agenda: ,Persons may add an item to a future City Council agenda by contacting the City Secretary no later than noon on the Wednesday prior to the Tuesday meeting, with the subject matter of the topic they would like to address and their name. The City Secretary can be reached at 512/930-3651. AG. - At the time of posting, no persons had signed up to address the City Council 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. AH. Sec. 561.071: 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 - Proposed Contract Amendments for the Summit at Rivery Park 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 Motion by Fought; second by Eby to adjourn the meeting. Mayor Ross adjourned the meeting at 6.39 PM. Approved by the Georgetown City Council on Date fx evz-�- Dale Ross, ayor J Attest: City t7