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Home My WebLink AboutMIN 06.13.2017 CC-WMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, June 13, 2017 The Georgetown City Council will meet on Tuesday, June 13, 2017 at 4:00 PM at the Council Chambers, at 101 E. 71h 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 81 Street for additional information; TTY users route through Relay Texas at 711. Mayor Ross called the meeting to order at 4:00 PM. All Councilmembers were in attendance. Mayor Dale Ross, Ana Eby, District 1, Valerie Nicholson, District 2, John Hesser, District 3, Steve Fought, District 4, Ty Gipson, District 5, Rachael Jonrowe, District 6, and Tommy Gonzalez, District 7 were in attendance. Policy Development/Review Workshop — Call to order at 4:00 PM A. Main Street Facade and Sign Grant criteria -- Michaela Dollar, Economic Development Director and Taylor Kidd, Chair of the Main Street Advisory Board Taylor Kidd, Chair of the Main Street Advisory Board, provided the presentation on the Main Street Facade and Sign Grants Program. Kidd introduced Kim McAuliffe, the City's new Downtown Development Manager, and said she had been very helpful in the preparation of the presentation. Kidd provided an overview of the presentation • Purpose Statement • Council Direction • Proposed Program • Scoring Examples • MSAB Recommendation • Next Steps The Main Street Fagade and Sign Grant Program purpose statement was provided. • To provide resources which preserve, protect and enhance commercial property in the Downtown Overlay District Proposed Program Criteria Economic Impact • Extended Hours of Operation (Main Floor) • First Floor Use • Occupy a vacant/underutilized structure • Subject to Sales Tax • Capital Expenditures (Investment) Proposed Program Criteria Historic Preservation • Historic Resource Survey Ranking • Historic, Contributing Non-contributing • Low, Medium, High Priority for rehabilitation • Project enhances historic significance Kidd presented the Proposed Point System. He discussed properties with fire suppression systems and noted that there is room for improvement. Kidd explained that, with the addition of fire suppression grants, the City would see more investment Downtown. The Proposed Sliding Scale was shown next. Kidd provided a map of properties with Fire Suppression Systems in the Downtown Overlay District. ■ Kidd provided Scoring Method Examples. He explained that past projects would fare well with the new scoring method. Kidd spoke on the Main Street Advisory Board Recommendations • Sign Grants o Annual cap of $3,000 Fagade Grants o Scored against criteria involving economic impact, historic preservation, and location o Points awarded on a sliding scale that determines maximum grant award • Grants remain reimbursement based and are paid after documentation of improvements Councilmember Jonrowe said she likes the point system that the board has suggested. She asked Kidd for a definition of "on the square". Kidd said this would include the Downtown Overlay District and the Historic District and went back to display the previous map in the presentation. Jonrowe said "on the square" is generally thought to be around the courthouse and she would like to encourage moving traffic off of the square. Kidd explained that the point system would allow properties in the light purple/pink sections of the map to receive more location -based points. Mayor Ross said it seems that, over the years, the properties on the square got the bulk of grant monies. Kidd said the Board looked at what properties were in the best shape, where there was the most room for improvement, and in -fill development. He said they would hope to award more grants to these type of projects. Councilmember Hesser said he believes that if the City is concerned about fire suppression on the square, the City should do something for every property and not just as part of this program. Hesser asked Kidd about the source of funds. Economic Development Director, Michaela Dollar, explained that $15,000 comes from the City each year and another approximately $30,000 is from fund raising, namely the Swirl event. Dollar said there is current $103,000 in the fund for next year. Hesser said he believes the fire suppression requirements should be on the business owner. He believes grants for this type of expense is getting away from the intent to make the buildings look as desired. Councilmember Eby said the Main Street Advisory Board has done an excellent job looking at this and she is not in favor of Council's desire to micromanage this program. She explained that she is curious to see, over a year's period of time, if there has been improvement. Eby said, if not, it could be looked at again. She added that it would be good to get the Board's feedback after they have been at it for a while. Councilmember Gipson asked Councilmember Hesser about fire suppression. Hesser said he does not agree with being selective with fire funds. Kidd said every owner would have the same access to these funds. Kidd noted that the City has invested a great amount of money in historic preservation. He provided an example of the Mesquite Creek business on the square recently adding fire suppression, allowing them to serve more customers. Kidd said the Board feels that everyone in the Downtown Overlay District should have access to these funds Mayor Ross asked if funding was on a first come first served basis. Kidd said this has been complicated at the Board level and the Board is not recommending an open call program. He explained that the Board feels like they should look at projects as they come available. He explained that the scoring system will help determine important projects and deserving projects and the criteria is helpful. Ross asked if there was a minimum point requirement. Kidd explained the proposed sliding scale. Councilmember Jonrowe suggested changing numbers on the scale so that numbers cannot fit into two different categories. Ross asked if means testing has been examined. Kidd said no projects have been found that were not deserving. Kidd resumed the presentation going back to the MSAB Recommendations. Councilmember Gonzalez said this has gone in the right direction. He said, he too, would like to reexamine in one year. He noted that he would like to examine if the program runs out of money because of awarding projects in the early part of a year and having no funding for a request that comes in the late part of the year. Gonzalez said he would not want to short change a significant project. Councilmember Fought said he shares Gonzalez's concerns. Fought said there will need to be more discipline put into the program so as not to run out of money. Fought said he would like to be provided a report quarterly. Gonzalez suggested possibly providing retro -active funding, if funds are not available at the time of the application. Kidd provided the Next Steps ■ Revise Grant Program materials and application consistent with Council direction • Initiate competitive process for Facade grant applications Ross asked the Council about monies in reserve as suggested by Gonzalez. Gipson said the Board can look at this. Gipson said the City could lose investment downtown from those who did not get funded. Mayor Ross said try this program for a year. City Manager, David Morgan, said that can be done. Kidd said this will work. B. Capital Improvement Plan Updates for Utilities, Parks & Recreation, and Facilities -- Leigh Wallace, Finance Director, Paul Diaz, Budget Manager, Glenn Dishong, Utility Director, Jim Briggs, General Manager of Utility Operations, Eric Johnson CIP Manager, Eric Nuner, Assistant Director of Parks and Recreation, and Trish Long, Facilities Superintendent Wesley Wright, Systems Engineering Director, spoke on the Capital Improvement Plan updates. He described his responsibility with the CIP Plan and said he would be speaking on the water, wastewater and electric plans. Wright began the presentation with Water Storage. He explained that there is a need for another tank out west, with the growth in the City. Water - Storage • Braun EST - $4,750,000 — 3MG EST — Serves Western District — Master Plan 2022 — Possibly expedite due to growth • Southside GST - $480,000 — Austin Ave Tank Rehab Wright spoke next on Water Treatment and the need for additional treated water. He explained the need for a future South Lake Plant and said that dollars now would start the process. Water — Treatment • South Lake Water Treatment Plant — Estimated 12 million gallons per day initially — Currently assessing site options — $1 million funding 2017 for real estate — $1 million proposed for 2018 for preliminary engineering and permitting — Full design proposed for 2020 ($5 million) — Construction proposed for 2021 ($30 million) — Delivery of additional treated water targeted 2022 Wright provided a slide showing Water— Mains & Miscellaneous information. He spoke on the need to tear down and replace deteriorating structures, replacement and maintenance. Water — Mains & Misc • Park WTP Clearwel) Demo —$170,000 • Misc. Line Upgrades —$250,000 • Southwest Bypass Water —$500,000 Wright provided slides on Wastewater, including information for the Berry Creek Interceptor, the San Gabriel Interceptor and the Edwards Aquifer Recharge Zone. Wastewater • Berry Creek Interceptor - $1,000,000 — Berry Creek Lift Station (Airport Road) to Pecan Branch WWTP — Potential Public Private Partnership • San Gabriel Interceptor - $2,500,000 — Design and Easement only — Master Planned Line to Pecan Branch WWTP — Smith Branch Lift Station nearing max capacity Wastewater • Edwards Aquifer Recharge Zone — $1,000,000 repair and maintenance — TCEQ Regulatory Requirement — Inspect entire system once every S years — Repair defects within 1 year of discovery Wright went on to discuss electric needs. He explained that some of this information could not be discussed in open session because of it being of a competitive nature. Wright said that half of the Electric CIP is new development driven. + GFOR(;FW VN� 1:�N' Electric • Multiple CCNs — Competitive Market • CIP Largely Development Driven ($3MM) • Coordination/Relocation on Multiple City Projects — 971, NW Blvd, Rivery, Rabbit Hill, Williams Drive Bridge, Leander Road Bridge, SW Bypass, Downtown West • System Maintenance/Improvements • Total 2018 CIP just over $7MM. Wright spoke on Future Years and areas the City needs to be ready for because of growth and development. �—"aI'— —i —. -_ ...._.— Future Years • Water — Lake WTP Rehab and Expansion ($12MM) 2019 — South Lake Plant ($35MM) 2020-2022 — Various Line Improvements (development driven) • Wastewater — Northlands Wastewater Plant ($16MM) — San Gabriel Interceptor ($13MM) • Electric — Multiple Substation Transformers (development driven) Councilmember Fought asked about the Northlands Plant. He said he has heard from a number of developers and suggested a common site plan be provided for them. Fought said developers are in need of a common site plan, common site picture and City plans and expectations. Fought said that he has spoken to staff and they will meet with the developers and provide the map, future plans and expectations. Councilmember Gonzales asked about partnering with northern communities for water. Wright said the northern communities are not as attractive as other sources because their quantity is more challenged in the summer than the winter. Wright said the Northern group is small. Jim Briggs, the General Manager of Utilities, spoke on recent conversations with Bell County that did not pan out well. Briggs explained that they have a different philosophy and the distance of infrastructure is great. Briggs said he has also spoken with Lone Star. Briggs noted that bridging the gap in the water business is sometimes challenging and said Georgetown brings more value to Jarrell than they would bring to Georgetown. He added that it is hard to find a benefit, but long term options are still available. Wright went on to provide a Transportation and Public Works presentation which he began with a review of the 2008 Road Bond and provided aerial pictures of each project. Wright spoke on quantity overruns because of additional developments. • FM 971 (Austin Ave. — Gann St.) 0 $3.9 million construction o Adjacent to San Gabriel Park 0 4 Lanes FM 1460 (Quail Valley — University) o $750,000 close out costs 0 Expected completion late 2018 0 4 Lanes The 2015 Road Bond projects were shown and described by Wright. GI 0RCF 4 - , i. 2015 Road Bond • Northwest Blvd Bridge — $10.75 million — Austin Avenue to Future Rivery "Witr s 2015 Road Bond • Rivery Blvd — Williams to NW Blvd — $4.25 million — ROW acquisition currently ongoing (;FOR(if Io%Vh� 2015 Road Bond Rivery Blvd — Williams to NW Blvd — $4.25 million — ROW acquisition currently ongoing - �[iFOR(ifTI)\Yh:� 2015 Road Bond - Sidewalks • Austin Avenue — $300,000 — SH29 to FM2243 — Currently under design • Rock Street — 523,000 — Oh to 9fh Street • Phase II Signal & Curb Ramps — 5253,000 — Rivery, 71h, gth Councilmember Fought asked about part of 971 staying as 2 lanes. Wright explained that FM2243 (Leander Road) has parts that narrow to 2 lanes, but the proposed dollars would widen these sections to 4 lanes. Wright discussed the needs at the Airport and explained that the dollars would represent a 10% cost share with TXDOT. Airport • Taxiway Edge Lighting ($150,000) 1 a 1T._ .^rf'�-. .. i.i1�YR4FTUwk� Airport • Runway 18/36 Rehab ($16,500) • Ramp Rehab (515,000) — 221 Stearman Hangar • Pavement Maintenance ($40,000) — Parking lot & 301 Toledo Trail Hangar • Hangar Maintenance (533,000) — 217 Corsair Drive & Hangar BB — Door openers, roof, siding repairs Airport • Wildlife Management ($25,500) PS• +� a Mayor Ross asked about predator fabric. Councilmember Gonzalez said it is similar to chicken wire and is designed to keeps animals out. Wright spoke next on Stormwater, preventing flooding and the flood plain. . �lfS1K(if �utYn�. Stormwater • Curb & Gutter - $500,000 • Serenada Culvert Improvements - $200,000 • Stormwater Infrastructure - $200,000 • Ongoing TWDB Flood Protection Planning Study — due for completion December 311, Street Maintenance was shown next. Wright spoke on improving processes and how the City now has a cost effective product that they are pleased with. Street Maintenance • Cutler/Hot in Place Recycling & Double Course Chip Seal this year — bids open mid-May. • Ongoing Street Maintenance Management Committee — expected means & methods recommendations Summer 2018 • Estimated $3.275 million 2018 funds available Councilmember Gonzalez asked if it would be possible to repair early failures in street repair and noted Summercrest Blvd. Wright said staff is proposing to bring the pavement condition index to the Council regularly and explained that pavement failures will be brought up to the top of the list. He noted that the major failures have been repaired and he will be happy to look at Gonzalez's suggestions. Gonzalez noted that Summercrest will be used more as new development takes place and will be used as a connector road. Wright spoke on the benefits of fog seal and said he would look into fog seal being applied on Summercrest. Councilmember Fought asked Wright to take a look at Wolf Ranch Parkway. Fought explained that there is still a considerable amount of loose pebble on and near the road. Fought said he still wants to look hard at costs and products that are not good products for residential streets. City Manager, David Morgan, noted that the Georgetown Transportation Advisory Board (GTAB) is currently looking at this and will present to Council at the last meeting in July. Councilmember Gipson thanked Wright for the good work. Gipson asked if the airport projects can be seen on the city website, because he receives a lot of questions regarding the airport, and thinks it would be helpful for citizens. Wright said he will be happy to put information regarding rehabilitation and maintenance at the airport on the website. Wright went on to explain that most large projects will be debt funded. Mayor Ross asked if these projects would be completed in 2018. Wright said some will be rolled over, because of design and construction. Wright displayed the plan for Future Years Future Years • 2008 Road Bend — Berry Creek Drive ($4MM) 2020-2021 • 2015 Road Bond — SE Inner Loop ($8-16MM) 2019-2.020 — DB Wood Road ($16MM) 2021-2022 — Southwestern Blvd ($1MM) 2021-2022. • Sidewalks — Continuation of ADA compliance efforts • Airport — Runway Rehab ($SOOk) 2020 — Maintenance Facility ($400k) 2021 • Storrnwater — Awaiting results and recommended improvements from TWDB study of major drainage basins. Eric Johnson, the City's Capital Improvement Project Manager, provided a Facilities CIP and Current CIP update, including Downtown West, Fire Station 6 and Grace Heritage Center. i tlf<)kl .I Illlr t�� Downtown West • Design in Contact Drawing phase • GMP to follow later this summer fORGfTt11vN� Fire Station #6 • Emergency Services District 8 Board gave direction to negotiate with selected Architectural firm. • City to approve the design. ,'44 u (ifORt.i io.. � 21— Grace Heritage Center • Design is complete • GMP to Council in July Johnson spoke on the FY 2018 CIP Budget • Facility ADA Transition • Downtown Parking Expansion • Fire Station 7 • GMC Evaluation ■ Downtown West Signage • CVB • Fire 1 • Fire 2 • Fire 3 • Fire 4 ■ Fire 5 .:. Iffl)Klif R11tiN� Facility ADA Transition Completed accessible entry to Parks Administration i[i FllRl�f rl�1YN� Downtown Parking Expansion • Explore opportunities to expand surface parking downtown - 2018 '�lP "� �.:..'�i'•' { 'I ()K(il 1 S11�N� Fire Station 7 • Design 2018 • Construction 2019 • Located at NE Inner Loop & SH29 GMC Evaluation • Needs Assessment study 2018 • Includes entire campus (Warehouse, Shop, Yard) Downtown West Signage • 2018 • Design 2018 • Construction 2019 1 14 PU Councilmember Hesser asked about the possibility of selling the Council Chambers building. City Manager, Morgan, said the City is currently conducting a needs assessment. He explained that the needs of the CVB are currently at a smaller dollar amount that is already funded. Morgan said Council will have the opportunity to look at more detail in the future. Hesser said he would like to look at the numbers. Johnson spoke on the FY2019-2022 CIP Budget which includes the Animal Shelter, Fire Station 7, Signature Gateways, Public Facilities Master Plan and the CVB. He spoke next on the CIP Budget beyond 5 Years which includes a Fire Station 3 Remodel, Fire Station 4 Relocation, Fire Station 8, Mixed Use Parking Garage and the PSOTC Phase ll. Johnson provided the Proposed Facility CIP. Proposed Facility CI P ADA Transition Plan $150,000 Animal Services $150.000 Downtown Puking Expansion $250.000 Fire Station 3 $100.000 Remodel $125,000 Fire Station 44te oc. Fire Station b $300,000 Fire Station 7 $600,000 $6,250,000 Fire Station 8 CAK Evaluation $90,000 Mixed Use Parking $100'400 $540'000 Garage $750,000 $4,750,000 Proposed Facility CI P 51,200,N0 $6,300000 $6,300,000 5 L 2,OOD,000 Public Facilities Master Plus $150.000 PSOTC Phase II $4,900,000 Signature Gateway $100.000 Downtown West $125,000 Signage Downrown rIRZ Tree Replacement $22,000 $22,000 $22,000 $22,000 $22.000 Lighting CV8 Council $100'400 $540'000 Chambers/CVB TOTAL 51.637AW 56.772000 $87Z= 54XZAW $2i.00D $3a== Councilmember Jonrowe asked about the Grace Heritage facility. Johnson said he will be presenting the details of this project to the City Council at the first meeting in July and he is looking to start work in August. He explained that the budget for the project is already approved. Mayor Ross asked for the cost of Downtown West. Johnson said $13 million dollars. Councilmember Gonzalez asked about the relocation of Fire Station 4. Gonzalez noted that the relocation is proposed for 5 years from now, and wondered how the City could know what property would still be available. Morgan said Fire Station 4 is not currently in a good location. Gonzalez said the City might want to look at a different facility earlier, when land is still available. The City's Budget Manager, Paul Diaz, provided a presentation on the Debt Forecasting Model. • This tool helps to understand how decisions today could affect the tax rate in the future • The model tests multiple scenarios and multiple aspects of the tax rate (frozen, non -frozen, new development) • Balancing the scales: the O&M and the I&S rates Diaz provided a slide depicting the Tax Rate Components. He explained that the blue numbers represent operations and maintenance, while the green numbers represent debt service payments. Diaz noted that debt service is growing and that a growing community is typically funded through debt. Tax Rate Components Components of Tax Rate 0.236370 0.1 -630 159700=0.2 0.22.3530 • O.Z07380 0.226620 FY2016 FY2017 • .. • / 1 50.00 50.10 $0.20 $0.30 $0.40 $0.50 e Operations & Maintenance Debt Services Diaz spoke on Assumptions and Rule of Thumb Assumptions and Rule of Thumb • Assumptions — Moderate growth in the out years — Ratio of Frozen to Non -Frozen AV will remain the same — $150,000,000 in New AV beginning in FY2019. • One cent on the rate = $425,000 in revenue $1,000,000 bonds = $67,000 in debt service on a 20 year note. Councilmember Gonzalez asked about the $67,000 in debt service. Diaz said it represents one million dollars at 3% interest for 20 years. Diaz provided a Debt Forecast ;S; .;' : -f -- ... - C -. I Ill - - AM Debt Forecast • No impact projected in FY2018 Budget. In various scenarios, we are projecting around a one cent impact in FY2019. • In years 2020 — 2022, the model projects we will need around an additional 2 cents annually each year. • Annually through the CIP process, we appropriately size the package to have the least impact to the tax payers. Councilmember Hesser asked if there is a percentage of debt service of the taxes collected. Diaz said it is typically 45% — 55% and showed the tax rate components chart. Diaz told Hesser he would get a firm number to him shortly. C. Presentation of the Enterprise Resource Planning project selection strategy -- Leigh Wallace, Finance Director Leigh Wallace, Finance Director, spoke on the Enterprise Resource Planning project. Wallace said that the system was discussed at length with the General Government and Finance Advisory Board (GGAF) in May. She explained that there is a lot of information in the agenda packet and she will make an effort to consolidate this presentation. Wallace provide the Project Purpose • Project approved and funded in FY 2017 Budget ■ Conduct a needs assessment for finance and human resource functions • Provide a selection strategy o One solution or two? o Hosted on premise or in the cloud? o Product Tier 1 or Tier 2? ■ Select an enterprise resource planning system • Facilitate change management in the organization Wallace spoke on the Selection Project Timeline II _ fY? T(,Ary-onct Pmwrwton Selection Project Timeline We are here 2(:WK .,., �M Ph&" r f Hf' Ncc,rl Dec -Apr lune -July Aug -Sep (kt-Dec 2018 The Needs Assessment Key Findings was shown next. r i`+. : ; isr ��o�ec� sKrr.nssbn Needs Assessment Key Findings • Incode lacks modern ERP functionality • No'true' HR system/module implemented • Incode's limitations force use of side systems • Lack of integration between City systems & Incode modules • Chart of Accounts does not meet City needs • Limited access to real-time data • Lack of training & system access • Lack of user-friendly /flexible reporting Wallace provided and discussed Selection Strategy Options �,ifi3Il%• z,..:.i, � ilc�Kt.l lu��n� Selection Strategy Options Option A 1. On -Premise Procure hardware and software for a new ERP system deployed in the city's environment on -premise. 2. Private Cloud Procure software for a new ERP environment and deploy in the vendor's environment via a "private -cloud". 3. Public Cloud Subscribe and implement an ERP "Public Cloud" solution. Wallace spoke next on the Dynamic ERP Marketplace and showed a comparison chart of Tier 1, Tier 1.5 and Tier 2. � i�rOkl�l fil1YN� Dynamic ERP Marketplace • Most vendors currently offer both on premise and cloud products that will meet our needs • Most major vendors are consolidating their product lines to meet public and private sector needs • Plante forecasts vendors will begin tapering off on premise solutions and move more to cloud — Today's market includes more options for private cloud than public cloud • Cloud vendors are likely to bid aggressively to break into the government/mid-size organization client market Dynamic ERP Marketplace Tier 1 Tier 1 products will exceed our needs and likely be too large, complex and expensive for successful implementation and support Tier 1 products were designed for large multinational corporations and then adapted for government Tier 1 products generally sold through a third party Tier 1.5 and 2 • Most Tier 1.5 and 2 products will offer a fully integrated and scalable ERP that will meet our needs • Many Tier 1.5 and 2 products were designed specifically for the government • Tier 2 product usually sold and implemented directly by vendor Wallace explained that the current recommendation would be for One System, Private or Public Cloud and Tier 1.5 or 2. She provided the initial cost estimates. t.il<)Kl ltr Recommendation: One System, Private or Public Cloud, Tier 1.5 or 2 Advantages • No purchase of infrastructure • Fewer FTEs needed to support system/infrastructure • Scalable with growth • Extremely secure • Upgrades required • Minimal to no customization Disadvantages • Less control over system updates • Ownership of data, future migrations may be difficult • Higher ongoing costs • Integrations with other existing systems may be more difficult and expensive Fowl IRP; noj n Peeve T.W, -73 Initial Cost Estimates • Basic Assumptions: — Used real cost proposals and contract data from Plante Moran clients of similar size and complexity • Likely range $3 to $5M, could be higher or lower — Implementation will take 18 months — 3 new FTEs needed for ongoing support of selected system and training of users — Project Contingency: 25% of one-time implementation costs Wallace spoke on the FY2018 Budget Request of $3.5 million dollars and the Estimated Annual Ongoing costs for FY2019 and beyond. E®w� Mos 7 FRP Prokrt P r rr�•, r — FY 2018 Budget Request $3.5M • 18 months of one-time costs; Debt funded with 7 year amortization — Software licenses $974,000 — Vendor implementation services $705,000 — Third party project management services $685,000 — Third party interface development $35,000 — Project Contingency $280,000 ■ One year of ongoing costs; funded through IT and Joint Services allocation models — Includes 3 FTEs for system support $276,000 — Maintenance and subscription fees $570,000 Estimated Annual Ongoing Costs FY 2019 and beyond • Current annual costs of Incode $380,000 • Annual estimated ongoing costs of new system $850,000 — 3 FTEs for support and training — Subscriptions and maintenance fees • Ongoing budget need - approximately $470,000 IF Estimate only. Final amount will depend on multiple variables, including savings on other smaller systems that may get replaced, and retention of Incode for Municipal Court Wallace explained the Next Steps ■ Council Feedback on strategy today • Finalize RFP late June • Release RFP July • Review Responses August • Conduct due diligence activities Sept — Oct • Select System and vendor November • Develop implementation strategy 2018 Councilmember Gonzalez said that there was a two hour discussion of the ERP program at the General Government and Finance Advisory Board (GGAF) meeting and anyone would be able to see the minutes of that meeting if they were looking for more detail. He explained that the program has been examined thoroughly. Councilmember Jonrowe asked for concrete examples of improved functions with this new system. Wallace went back to the needs assessment key findings chart and explained the disadvantages of time in the current Incode system. She said workflow will be a big improvement and the budget system will be greatly improved. Wallace explained that staff is currently doing the budget in Excel and then having to push it into the Incode system, which has a lot of workflow difficulties. She explained that the new system will show everything live at all times. Wallace noted that reporting will be greatly improved also. Human Resource Director, Tadd Phillips said that, currently, the Human Resource department has no self service for the City's 670 employees. He noted the benefit of self-service modules and pay modules. He explained that managers will have more access to personnel records and managing people. Councilmember Fought said he agrees with the recommendations, but is concerned with court keeping the old system. Wallace explained that court would only use the old system for case management, but would use the new model for finance issues. Mayor Ross recessed the meeting to Executive Session under Section 551.071, Section 551.074 and Section 551.087 at 5.40 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. D. Sec. 551.071: Consultation with Attorney - Advice from attorney about pending or contemplated litigation and other matters on which the attorney has a duty to advise the City Council, including agenda items Sec. 551.074: Personnel Matters - City Manager, City Attorney, City Secretary and Municipal Judge: Consideration of the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal Sec. 551.087: Deliberation Regarding Economic Development Negotiations - Holt Caterpillar Adjournment Mayor Ross adjourned the meeting to begin the Regular City Council meeting at 6:00 PM. Approved by the Georgetown City Council on (D " O Date A �" ( km Dale oss, ayor -Sw'-L. 4 LI—I Attest: City Se ary