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HomeMy WebLinkAboutMIN 07.12.2017 CC-SMinutes of Meeting of the Governing Body of the City of Georgetown, Texas Wednesday, July 12, 2017 The Georgetown City Council will meet on Wednesday, July 12, 2017 at 3:00 PM at the Georgetown Communication and Technology Building (GCAT), 510 W. 9th Street, Georgetown, Texas. The city of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8' Street for additional information; TTY users route through Relay Texas at 711. Mayor Ross called the meeting to order at 3:03 PM. All Councilmembers were in attendance, with the exception of John Hesser, District 3. Mayor Dale Ross, Ana Eby, District 1, Valerie Nicholson, District 2, Steve Fought, District 4, Ty Gipson, District 5, Rachael Jonrowe, District 6, and Tommy Gonzalez, District 7 were in attendance. 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 — A Special Meeting of the City Council B. Workshop overview, discussion and feedback regarding the FY2018 City of Georgetown Budget and Tax Rate, continued from July 11, 2017 -- David S. Morgan, City Manager All documents referred to in this presentation can be found here. htt s: finance. ear etown.or,/ (This entire document can be found on the City's website on the Finance Department page.) David Morgan, City Manager, continued a presentation from July 11, 2017 on the proposed FY2018 Budget and Tax Rate. Morgan spoke on the continuation of yesterday's workshop. He said he would like to begin the presentation by providing answers to questions posed the previous day. Morgan handed out packets showing the 3 proposed police positions, including the reference section, information on GEDCO and GTEC debt, and information describing the workers compensation information in the Recreation Department. Morgan explained that the workers compensation information was correctly listed. He explained that the City pays TML, up front, to handle Workers Compensation Claims and then receives credit later. Morgan also provided the EMS slides from the previous day and the proposed fees and information on the subscription program. He explained that medical supplies will be in the proposed budget, while the subscription plan is not part of the budget. Paul Diaz, Budget Manager, spoke on the Airport Fund. He explained that the Airport has become self-sufficient over the past few years, and the fund is now positive. Diaz described the fund balances for 2017 and 2018. He spoke on bond proceeds, capital project increased expenditures, cash funded projects, and the partnership projects with TXDOT. Diaz spoke on a proposed 75 day operational contingency. Councilmember Gonzalez asked how many leases the City manages at the airport and if the City is progressing into pricing these properly. Diaz said there is an increase in the City lease and tie down rates. Jim Briggs, General Manager of Utilities, said all leases have been implemented and they will be revisited as they become available. He noted that less than 2% are not rented. Gonzalez asked if the correct numbers are being charged. Briggs said this will be continuing. Gonzalez asked about the 75 day contingency amount. Diaz said it is $213,158.00. Gonzalez congratulated staff on the job well done with the airport situation. Councilmember Jonrowe noted that the members of GTAB are also to be congratulated. Diaz spoke on the Stormwater Drainage Fund and described stormwater feed. He spoke on total expenditures and revenues, operating expenditures and bond proceeds used. Diaz spoke on mowing expenses. He spoke on the fund balance and the contingency requirement in this fund. He noted that the stormwater CIP was cash funded last year. Jonrowe asked if the City was taking over ponds retention. Briggs described various pond structures and described the processes. He noted that, in general, the City is now making owners take responsibility, per Council direction. Gonzalez asked if this is a public right of way understanding. Briggs provided a detailed explanation of the regulations and processes. Gonzalez said he was pleased that some of these prior misunderstandings and issues have been clarified and cleared up. Mayor Ross asked Laurie Brewer, Assistant City Manager, about the Budget and Fiscal Policy, and the reserves. He asked if there are different reserve and contingency requirements for different funds. Brewer said some of the smaller funds, that could not cover their own contingency, would be covered by a city-wide contingency. Ross asked about the excess fund balance in the Airport Fund and if there is a requirement of how much needs to be there. Diaz answered that previously there was not language addressing this, but staff has now requested to add this language as part of the proposed budget and have it become part of the fiscal and budgetary policy for the 75 day contingency requirement. Ross asked how often the Council reviews the fiscal and budgetary policy. Wallace said it will be brought to Council at the adoption of the budget this year. Gonzalez asked about the City borrowing from one fund account or another for an emergency. Brewer explained that all of the City's bank accounts are consolidated, so this is convenient when making an accounting transfer. Morgan added that this would not be common to do this. Brewer thanked the Council for approving the Treasurer position who will manage all of the funds and bonds and get the appropriate rate of return. Morgan said the City has a significant number of projects that are cash funded, as well. Jonrowe asked about contingency funds and what would qualify. Brewer described the policy. Ross described reserves and contingency. Morgan said the City has lots of belts and suspenders. Leigh Wallace spoke on Internal Service Funds. She spoke on Facilities, the revenue and expenses and needs. Councilmember Gonzalez asked if Grace Heritage Center is considered in this fund. Brewer said GHC is funded through the general fund and the rent from Preservation Georgetown. Gonzalez asked if there is sufficient funds to maintain the GHC Building. Brewer said there is for general maintenance, but not for major renovations. She noted that the building is in the Internal Service fund. Wallace spoke on the Fleet Services Fund. She described the maintenance and replacement programs for vehicles and spoke on revenues and expenditures. Gonzalez asked what a fire attack truck was. Sullivan said it is one to fight wildfire brush fires. Wallace spoke on cash funding vehicles and replacement schedules. Council posed many questions regarding the number of hybrid vehicles, S.U.V. vehicles, vehicles held back from replacement and electric utility vehicles. Vehicle Services Manager, Stan Hohman, provided explanations, answers and policies. Discussion took place regarding hold back policies and possible changes. Wallace spoke on the Information Technology Fund. She spoke on hardware and software and explained the City's policy to allocate costs to individual departments for assets and usage. Wallace spoke on new systems being implemented and the ERP proposed project. She spoke on the need for increases in licenses and security. Councilmember Eby asked about staff training. She said she would want to allocate enough funding for employees to always receive proper training. Wallace spoke on the Joint Services Fund, which she explained as mostly personnel, supplies and contracts. Wallace spoke on operational expenses and revenue. Councilmember Gonzalez asked about the figures. Wallace said the fund has been in the black in out years and will be carrying over $300,000 from last year. Ross asked if the budget is currently done in Excel. Wallace confirmed and explained why the new ERP program would be so helpful. Ross asked for the timeline. Wallace said by 2019, the budget will be done in the new system. The Self Insurance Fund was discussed next. Wallace described an increase in wellness and nutrition, exercise and activity. There is no proposed premium increases to the City or the employees for 2018 and the fund is in excellent condition. Mayor Ross asked for a catastrophe scenario for this account. Tadd Phillips, Human Resource director, said it would be $150K per individual per year. Morgan said this would be very rare. Councilmember Jonrowe asked who has access to the results of the biometric screenings. Phillips said that only the employee gets the results. He explained that the Human Resource Department received a large picture report of the employees as a whole. City Manager, David Morgan, said staff will scrub and refine the budget proposal and will present the final proposed budget to the Council on July 25, 2017. Mayor Ross asked Council to get any questions or concerns to David, prior to the meeting on July 25th. The Public Hearings for the Budget will be on August 8, 2017 and August 25, 2017. Morgan said this is a strong budget and staff will continue to adjust for growth. He said the City of Georgetown is in a fortunate position and he is very pleased with the position of all of the funds. Adjournment Motion by Gipson, second by Fought, to adjourn the meeting. Mayor Ross adjourned the meeting at 4.11 PM. Approved by the Georgetown City Council on -(i" Dale Ross, Mayor -I a �o ( --? Date S"'- I ;- Attest: City Secy ary