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Home My WebLink AboutMIN 03.14.2017 CC-WMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, March 14, 2017 The Georgetown City Council will meet on Tuesday, March 14, 2017 at 3:00 PM at the Council Chambers, at 101 E. Th 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 8th Street for additional information; TTY users route through Relay Texas at 711. Mayor Ross called the meeting to order at 3:00 PM. All Councilmembers were in attendance, with the exception of Councilmember Hesser, District 3 and Councilmember Gonzalez, District 7. Councilmember Brainard, District 2, joined the meeting at 3.30 PM. Policy Development/Review Workshop — Call to order at 3:00 PM A. Workshop discussion of the City's annual year-end external audit and Comprehensive Annual Financial Report (CAFR) for the fiscal year ended September 30, 2016 -- Laurie Brewer, Assistant City Manager and Leigh Wallace, Finance Director Leigh Wallace, the City's Finance Director, provided a presentation of the annual year-end audit and Comprehensive Annual Financial Report for Fiscal Year ending September 30, 2016. She explained that today's meeting will focus on financials for FY2016 and FY2017 and then preview FY2018. Wallace began the presentation with the background and terms of a CAFR. G me,einx•.n Background & Terms • CAFR - Comprehensive Annual Financial Report • GAAP - Generally Accepted Accounting Principals Rules and standards by which all financial reporting is presented and prepared Not the same as budgetary accounting • GASB - Governmental Accounting Standards Board The oversight body for accounting standards for governmental entities Wallace explained that unlike other budget items, a CAFR is presented according to specific standards and reporting requirements. Wallace described the reporting requirements and audience. Demonstrates fiduciary accountability to citizens, bondholders and granting agencies Required by state law, City Charter and bond covenants o Prepare statements and supplemental information o Conduct annual audit Primary audience is technical, not the "average person" o Governmental accounting professions, bond rating analysts, etc. o Used to evaluate credit worthiness, economic stability, financial standing Wallace spoke next on the required Independent Audit • Performed by outside independent audit fine • Firm selected by Council • Audit conducted in compliance with Government Auditing Standards • Provides assurance of accurate reporting and financial integrity Compliance with policies Wallace described the Contents of an Audit Report. She explained that the introduction contains a transmittal letter from the City Manager to the City Council. Wallace said that the auditor's report contains the auditors finding and final opinion. Wallace noted that the MDBA describes major highlights of the financial statements. She explained that financial statements include a Statement of Net Positions and a Statement of Activities for governmental and enterprise funds. Wallace said notes in the report include important detail supporting the financial statements. She added that the RSI and statistical section include other current and historical information used by GFOA for award and by financial advisors for bond ratings and disclosures. Wallace noted that the City's net position has grown, as have its liabilities. .-. hmu NlOullayia u CONTENTS Ixi•o�uc*crtr IN�CNpC1i ALWiplli IIP.Mt Fn0 T'V iWl(1.4n..1 •TI`4RJ Imu} f9SZ>IIf.I H4� I xoNsleu.e n.arc�tl 4axl.mn I PEOYN®BJ�RAEATMY NlOgI4igN I(Nv lr., v(tl1 Wallace provided a Summary Statement of Activities t. iI w1 ;1 11 n•; � Summary Statement of Activities (in thousands) Wallace spoke on the City's Modified Approach to Street Assets. Modified Approach adopted in 2005 for streets infrastructure Option for reporting the condition of the infrastructure instead of depreciating the infrastructure (Provides accountability to maintain streets) Council adopted a pavement condition index (PCI) of "85' to maintain the streets in "good" condition o Reviewed every 3 years o Reviewed in 2014 — current condition rated at 87.5 Wallace introduced Adam McCane, CPA, from Weaver and Tidwell, LLP to speak on the audit findings. McCane presented the audit results and explained the audit report. He spoke on a clean unmodified opinion. Audit Summary • Unmodified opinion on the financial statements • Unmodified opinion on internal control and federal awards • New accounting standard implementation • Results of internal control procedures • Required communications • Other items Tool Primary Oevr 2019 2010 Rc�erurei: Ca vrrnerty S al 252 S 91,210 Rusr.?s4T7G4 143%3 121.554 Total R#~vts 6 227215 f 202,764 E •pen;ez �i7FnY»ftJ 70,111 60,991 Busr:!a477Gv 102929 99,226 Total Eipanaas S 172.999 S 109.222 r„nany,. nib( assets 51.216 4,541 11el As -AS - Begrnnl 650,406 590.677 Re—talent l E,199 t:ll A*wts-Ending S 641.622 S 640.406 Wallace spoke on the City's Modified Approach to Street Assets. Modified Approach adopted in 2005 for streets infrastructure Option for reporting the condition of the infrastructure instead of depreciating the infrastructure (Provides accountability to maintain streets) Council adopted a pavement condition index (PCI) of "85' to maintain the streets in "good" condition o Reviewed every 3 years o Reviewed in 2014 — current condition rated at 87.5 Wallace introduced Adam McCane, CPA, from Weaver and Tidwell, LLP to speak on the audit findings. McCane presented the audit results and explained the audit report. He spoke on a clean unmodified opinion. Audit Summary • Unmodified opinion on the financial statements • Unmodified opinion on internal control and federal awards • New accounting standard implementation • Results of internal control procedures • Required communications • Other items McCane complimented the City and said that Finance and Management is performing well. He added humor and explained that a clean report can be a boring presentation. Mayor Ross asked if the audit had included the airport and if there was anything of interest found. McCane confirmed that the airport had been included with no significant findings. Ross asked about significant findings in the Georgetown Utility Systems. McCane said there were no significant findings there either. He explained that he is a happy auditor because no findings make him happy. Ross asked how he found working with the City staff. McCane said some turnovers, initially, were challenging but his auditors and City staff worked well together and staff was able to provide everything the auditors requested. Wallace said printed copies of the audit will be available at City Hall and will be on the web as of the following day. She thanked the accounting and budget staff for their hard work and said they are very proud of this year's clean opinion. Wallace said year-end statements for general fund had been completed, with the year-end number for the general fund balance. She explained that this balance is then transferred to the Council's special revenue fund. Wallace said that, initially, staff planned and budgeted with this fund at $750,000.00. Wallace explained that as the year end numbers have concluded, there will be an additional $900,000.00 transferred to the Council Discretionary Fund, on top of the $750,000.00. She reminded the Council that this is a one- time source of funding to be spent on one time expenditures. Wallace noted that there would be an item on the evening's agenda to accept the Comprehensive Annual Financial Report (CAFR) and its findings. B. Discussion of the City's Quarterly Financial Report, which includes the Investment Reports for the City of Georgetown, Georgetown Transportation Enhancement Corporation (GTEC), and the Georgetown Economic Development Corporation (GEDCO) for the quarter ended December 31, 2016 -- Leigh Wallace, Finance Director Leigh Wallace, the City's Finance Director, provided a presentation on the Quarterly Financial Report. She explained that the report covers the 2017 first quarter financial report, including October, November and December of 2016. Wallace spoke on the General Fund and explained a policy change in expenditures that will be uniform by the following year. • Sales tax collections up 15.7% compared to the same period last year • Property tax collections at 50% for the year; remainder come in January • Other Revenue (ROI, Fees) up 9%, due to growth • Expenditures on track for the quarter - Accounting policy change in ISFs compared to prior year, will be uniform by next year Wallace spoke next on Major Enterprise. • Electric Revenue up 4.2% • Water Revenue up 9% • Hotel Occupancy Tax up 45.7% • Airport Revenue up 16.4% Wallace spoke on the CIP Highlights • Southwest Bypass • Cedar Breaks Elevated Storage Tank • Mays Street • New Development for Electric Infrastructure • Garey Park and San Gabriel Park Wallace provided a slide on the Investment Highlights f GE.ORGETOWN� If XAS Investment Highlights cffy 9/30/2016 12/30/2016 Change Total Book Value 5123,230,400 $121.424 3588 $11-506044? Average Yield 0.46% aC45% 0.10% GTEC 9/30/2016 12/30/2016 Change Total Book Value 5 2U95,6V 5 26.843,246 5 417,716 Average Yield 0 53% 0 Wi 0.10% GEOCO 9/30/2016 12/30/2016 Change Total Book Value 5 451&021 5 5,3E0.1oo^6 $ 14.157,835? Average Yield 0.23% 0.56% 0.18% Mayor Ross complimented Wallace on a nice report. C. Presentation regarding the FY2018 Budget Process and proposed Workshop Calendar -- Paul Diaz, Budget Manager Paul Diaz, the City's Budget Manager, provided a presentation on the FY 2018 Budget Process and spoke on the Workshop Calendar related to the process. Diaz described the 2018 Budget process and described a 3 prism approach to the budget. �L. FYiBa8 /anal Budget � Budget Approach Diaz spoke on many large projects currently in progress. He noted that staff would continue to solve problems of growth and stay within the Council focus areas. Diaz describe five distinct Council Focus Areas Geo�ceTt��•,�� Council Focus Areas • CU �Urp - cwato <; .ntww ra ale • ;mpOv2r Bt04"•xhat h Vie - OF pAv On�Dbnivo, of CCU _mpbfLe: wEr• 'Aent 41�»nVl• to D,O tt��ltN Qtlirr CKLGEEny y!NKKt to O.r N:fO-+Lr'A<Y l, *Ptcmowl"nof .,M -t . e.n-pr/i•�ocrGre vdur. t ctovoAntow ,tet v:7rocEs fie ntheWe? - QrppIVC. D'�TEilYJLian: NtY:O u-.Y.rt:avJ I'd CGn:L.'L+tl/Db P,)fM90n fDxlI d.Our �nt!rV 10rEp::Mat!LReCb! G!Ibt�t, fal( m.;nnl»DM:ran:OKtK, e"4 v4 Uf a NsrN! h. mnx.,r,ron rr�Va+:t aro bw ret tr. • ctntlxnEr - M/onaln:aratong r.Etlta CEv •1l s na .ri�4 hai s ovtiw aaanx v cNt:nrrl'n.l tai VW% - TOryMYn Dfyal Ln,rla-.-.!nt0.,'+jJO•C 10 D:Ctrnnj tM1L MtF,fY :M1L Ca:v Pat.9l tkeCq � hartodato Yihetinfsiial akelethahison? tascsn�dtote d�etohe'p acoompish each aad? Diaz spoke next on the budget calendar. He described upcoming workshop meeting budget topics, regularly scheduled council meetings with budget items and special council meetings with budget items. Calendar • April 111` — Public Safety • April 25t" — Parks CIP (Garey, San Gabriel) • May 9111 — Compensation and Benefits • May 23111— Public Works and Street Maintenance • June 13 I —Utilities CIP Calendar • July 25th — City Manager's Proposed Budget and Five Year CIP • August 81h —Public hearing on the Tax Rate • August 15L11— Special Meeting: Public hearing on the Tax Rate • August 22" It —15f Reading on Tax Rate & Budget • September 12111— 2nd Reading on Tax Rate & Budget M018 .m �� Calendar • June 13t11— Facilities CIP • June 271h — Revenue Forecast, Operations Impact, and Staffing • June 271f1— Utility Operations • July 1111, & July 12"1— City Council Work Sessions — July 12t1i is a special meeting (Wednesday) Mayor Ross asked if anything will change with the budget process from last year. Diaz said the process will be the same. D. Discussion regarding the Georgetown Transportation Advisory Board acting as the committee that will review the City of Georgetown's Pavement Management Program -- Octavio Garza, Public Works Director Octavio Garza, the City's Public Works Director, spoke on street maintenance and the role of the Georgetown Transportation Advisory Board in reviewing the City of Georgetown's Pavement Management Program. He began the presentation with a list of what would be included in the presentation. Pavement Management Program Review Agenda • Review history • Proposed Scope • Review Committee Structure • Schedule • 2017 Street Maintenance Program The history of the program was shown. • Summer 2016 — City Council requests review of the City's pavement management program during budget discussion • Winter 2016 — GUS reorganized the Transportation Services Department and created the Public Works Department • January 2017 — Public Works Director was hired Garza discussed the proposed scope of the Pavement Management Program 1. Historical approach to managing the City's most expensive asset 2. Pavement deterioration curves 3. Soils 4. Project Selection 5. Technical specification 6. Pavement maintenance and rehabilitation methods 7. Funding levels 8. Deferred maintenance Garza spoke about the Pavement Management Program Review Committee. He explained that in March 2017 staff recommends utilizing the Georgetown Transportation Advisory Board to serve as the review committee. The members include Steve Johnston, Mark Allen, Ron Bindas, Donna Courtney, Troy Hellmann, John Marler, Sheila Mills and Doug Noble. Garza explained that he would not wish to hijack the GTAB meeting and will therefore plan to schedule the Pavement Management Program Review Committee meetings prior to the regularly scheduled GTAB Garza described the distinctly different items and the importance of each. He spoke on the Street Maintenance Program and said he is recommending continuation. Garza spoke on double course chip seal and explained that, in the past, he has called this surface treatment and he will now get used to calling it double course chip seal. Councilmember Fought asked Garza to look hard at pavement surfaces. He said he has gathered from reading that this is more art than science. Fought explained that a PCI (Pavement Condition Index) of 85 might be completely inappropriate to use across the board. Fought said he wants to know if that is the right measure. Fought asked Garza to study this and report back to Council. Councilmember Jonrowe said she agreed. Jonrowe asked if there is a codified plan for notification to neighbors subject to the inconvenience of road work. Garza explained that there is an operating procedure but it is not specifically codified. He explained that this could be implemented if Council directs. Keith Hutchinson, the City's Public Communications Manager, came to the pulpit to describe the current operations procedures for notification. Hutchinson said crews will make calls to neighbors on Thursday or Friday of each week regarding work to be performed the following week. He explained this is because of the weather and the need to sometimes make adjustments for it. He explained that this year there will be weekly updates and the City is targeting even more frequent notifications. Jonrowe noted that neighborhoods north of 29, with lower income households, might not receive the Williamson County Sun or have access to social media. She said she wants them fairly notified. E. Presentation and discussion of the 2017 Transit Service Plan Name Brand Development and Open House Preparation — Nat Waggoner, Transportation Analyst, PMP, AICP and Keith Hutchinson, Public Communications Manager Nat Waggoner, the City's Transportation Analyst, provided an update on the Transit Service Plan. He noted that the presentation would include information on the March 2151 Open House, its purpose and preparation, information on branding and naming the transit service and next steps. Groeci4titar:� iia.. Come learn about Georgetown's new bus .service and tell its whatyou think. Light re(reshinents will be served. For more Information, visit" at: transitpeorpetown.orp YOU'RE INVITED! Bus Service Open House March 21, 4-7 p.m. Georgetown Public Library GEORGETOWN TEXAS Waggoner said staff has been publicizing the Public Open House in many ways and with many resources. He said staff will share the feedback from the public with the Council at the March 28, 2017 meeting. Waggoner displayed a timeline of the Transit Development Process and an Implementation Timeline. Gi<n<cI ov. !, . Transit Development Process 2008 2009 2010 2014 2015 2016 Study Ewk,01W Dem09rwhies Income Powwon We ty Cm OAMfSNp POWC SUMYS InlwM s Lent Use E9mrg Downd FGswme GEC7FG FTCNti N� tF\t� Implementation Timeline Cry Co1v1 ]V9i o on IIPn[AiTO OFYiTRnI1C P.Ml PTCI( M[N.'7i mi IC �rnlf :. iliSi:. l! IAV 1:. 11 I�F9, 11 III[li, li rind 00.., : Pg .vr.rvl He provided a map and schedule of the proposed transit service. Gritti G[aw[TOwtl20177 sff Se X .�Gloecrrrnvn�' Privm mma i.i•var oeyaro rorees triPP>r 1<Rh{ i:arotcr irantfq N Pend t�tmfar i:aKfJl N R\dY CiT1Y1 CLMYr TrlFlir 1'MY CM01 (MYI lliMfel CeMN - pattli A 35 S A141Ni Nppe HUS W Ope,� idW."n RON4 HU50I OpPf�Pn YrtrJaY I Sttla gwm Waggoner described a recent Public Input Survey conducted by the Georgetown Health Foundation. Survey distributed by Georgetown Health Foundation o The Georgetown Project was collaborative for youth and children o SE Georgetown Community Council o Georgetown Fellowship of Churches (GFOC) Results of the focused survey will be shared with the broader public at the March 2151 Open House Feedback from the March 21st Open House will be shared with Council at the March 28' City Council meeting Waggoner provided a Transit Working Group Fare and Ridership Policy Development. Transit Working Group Fare and Ridership Policy Development Basis includes recommendations from the Transit Development Plan (TDP) Current Demand Response Fare Fare Box Recovery estimates from Financial Plan Peer City Comparisons: Round Rock > Victoria City of Austin San Marcos Consideration for future fare revisions (YR 2) based on actual ridership and desired revenue recovery Waggoner noted that, currently, the transit service, is anew service, studied on paper only. He explained how, once in operation, different issues would need to be addressed. Waggoner said staff will continually report to the Council and will be prepared to make changes as needed. Waggoner provided a slide on Draft Fare Schedules and Ridership Policy. Transit Sevfx Plan DRAFT Fare Schedule and Ridership Policy Fare Day Pau (unlimited) Ralc 52.N At) Day Posses vaa'd for ungmlted rides m the dote of puahase Paratransit (each way) A shcred4de pwaumsit seMcelty 4wafffiedPeOPIr with d)sabildirs that mirrorsregular bus service. Monthly (ununited) SM.00 Reduced Fare Day Pass Seniors, 65 and over with a 2XIedicare ID Sl.(D DisaNlity (qualified Iluough Capital Metro) SIM Veterans and Active Military S1.00 Students with ID, 12 & Up S1.DD Accompanied children D 12, with Full Fare Rider FREE Waggoner described the Next Steps in the project. March 2151 Public Meeting o Name and Branding o Fare, Ridership o Routes/Stops March 28th Workshop With Council o Final Name and Branding Review o Feedback from Public Meeting April 1111 Workshop and Regular Agenda Item with Council — Consider Adopting the Transit Plan Waggoner introduced Keith Hutchinson, the City's Public Communications Manager, who spoke on naming the Transit System. Hutchinson described the importance and challenges of naming and branding. He noted that everything you do, or ever will do, begins with your name and that is why it is vital to get the name right. Hutchinson provided slides depicting descriptive types of names (some poetic), inventive types of names (made up), experiential types of names (not strictly descriptive) and evocative types of names (no real connections) Tnnit se Pbn Types of names Descriptive Describes goods or services offered Products • Paypal • The Dollar Store • Toys R Us • Virtual Wallet • 3 Day Blinds TnntS V n Transit systems • Round Rock Transit • SMTX The Bus (San Marcos) • McAllen Express Transit • Big Blue Bus (Santa Monica) Types of names Invented Poetic, foreign words, made-up words Products • Coca-Cola • Exxon • Google • Hulu • Kodak • Twitter Transit systems • The T (FortWorth) Types of names Experiential Alludes to benefits of product indirectly. Most popular type of name. Products Transit systems • Amazon • IndyGO (Indiananpolis) • Caterpillar • CityGO (Salina, KS) • Facebook • DART (Dallas) • Fitbit • VIA (San Antonio) • Oracle D/WRT CU Dart: defined • to move swiftly • projectile thrown at a target Groecrn,",.� rres V/Jlr M¢IropoGtatTrartsIt Via: defined • byway of • route or road in Spanish Hutchinson provided a slide showing the Naming Process City Staff Team Tm sn N Y The naming process: city staff team Management group Marketing group • David Morgan • James Foutz • Laurie Brewer • Keith Hutchinson • Jim Briggs • Eric Lashley • Wayne Reed • Judie Mattocks • Jack Daly • Michelle Meaux, Cap Metro • Octavio Garza • Sally Miculek • Rachael Pattillo • Ed Polasek • Holly Pryor • Sam Sargent, Cap Metro • Matt Synatschk • Beth Wade • Nat Waggoner Hutchinson spoke next on the strategic brief meeting held February 81h for the marketing group. He went through the list examined and provided discussion and input on each. • What are we naming? • Uses of name for marketing • Competition • Identify customers • How are we distinct in the field? • What should the name communicate? • How should the name feel? Legal or language issues • Archetypal brand fit • URL or domain name Hutchinson explained that the committee had started with 120 names and the Marketing and Management groups narrowed the choices to 3. • Georgetown Link Georgetown Connect • Go Georgetown Hutchinson spoke on the proposed transit system names and described the work Geo and its significance to Georgetown. Trwlt Sa flan im Proposed transit system names 40,pN ur,4rY0 Geoypbi\ sFi Greek word for Earth u' OO 1u. Sustainability tie-in, 1004b renewable energy Geo geography> movement across space Tr•metS Plan Proposed transit system names Geo. abbreviation for George Geo. Washington Glasscock, Sr. .l� y Geo. Washington Glasscock, Jr. 55'n y Au,J 1 d,Ar founq' Cnmt Anon n exA.+t LLr J.v aAo. us YCw I�acrCdi!luw.w.�cn T.. Hutchinson provided discussion of using Geo instead of Georgetown with the following possibilities. • Geo Link • Geo Connect • Go Geo Hutchinson said the schedule for the selection of the name would be tonight's presentation to Council, the Public Open House on March 21s' for public input, and the selection of a name from the Council, possibly at the March 28, 2017 City Council meeting. Mayor Ross asked for a practical approach for citizen input and reminded Council of issues with the Cedar Park city flag. Ross said he would like citizens to weigh in. Hutchinson explained that staff would be using a Survey Monkey survey and will bring the survey results back to Council. Councilmember Fought said this was a good idea. Councilmember Gipson said he liked the naming system and said feedback would be important. Gipson said he likes the GO GEO brand the most and applauds the effort. Councilmember Brainard said he liked all three choices and thanked the group. Councilmember Jonrowe said the presentation was excellent. She also liked Go Geo the most and emphasized the importance of the public input. Mayor Ross suggested using Go Geo with an explanation point. Councilmember Eby said she also likes Go Geo as well. Hutchinson said he will implement the online survey for citizen input and will construct the survey with this type of background and gather information. Mayor Ross congratulated Hutchinson on a job well done. Mayor Ross recessed the meeting to Executive Session under Section 551.071, Section 551.072 and Section 551.074 at 4:00 PM. He announced that the Executive Session would begin at 4:05PM. 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. F. Sec. 551.071: Consultation with Attorney - Advice from attorney about pending or contemplated litigation and other matters on which the attorney has a duty to advise the City Council, including agenda items Sec. 551.072 - Deliberation Regarding Real Property - Inner Loop Project- Inner Peace Parcels 1, 2, 3, 4 & 5 (Inner Loop @ FM 1460) See. 551.074: Personnel Matters - City Manager, City Attorney, City Secretary and Municipal Judge: Consideration of the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal - City Secretary Performance Evaluation Adjournment Mayor Ross adjourned the meeting at 6:00 PM to begin the Regular City Council Meeting. Approved by the Georgetown City Council on D S X01 Date S0 Dale Ross, Mayor Attest: City Secret y