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HomeMy WebLinkAboutMIN 02.13.2018 CC-WMinutes of Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, February 13, 2018 The Georgetown City Council will meet on Tuesday, February 13, 2018 at 3:00 PM at the Council Chambers, at 101 E. 7`h 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 three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8I' 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 Ty Gipson, Councilmember District 5. Mayor Dale Ross, Anna Eby, Councilmember District 1, Valerie Nicholson, Councilmember District 2, John Hesser, Councilmember District 3, Steve Fought, Councilmember District 4, Rachael Jonrowe, Councilmember District 6, and Tommy Gonzalez, Councilmember District 7 were in attendance. Mr. Gipson joined the meeting at 3.05 PM. Policy Development/Review Workshop — Call to order at 3:00 PM A. Presentation and discussion of the Solid Waste Master Plan and Transfer Station Evaluation Projects — Octavio Garza, Public Works Director Public Works Director, Octavio Garza, provided a presentation on the Solid Waste Master Plan and the Transfer Station Evaluation Projects. He began the presentations with a 44 Year History of Solid Waste Services Garza spoke on the Presentation Overview • Introduction • Brief Review of the Comprehensive Solid Waste Master Plan (CSWMP) and Transfer Station Projects • Key Question: Are draft guiding principles for the CSWMP in alignment with City Council vision? • Next Steps Garza introduced Scott Pasternak, with Burns & McDonnell Company, as a subject matter expert. Pasternak spoke on the company and described their expertise. He noted that the firm is local, with consultants and engineers here in Austin. Pasternak explained that he has worked with the City of Georgetown in the past, as well. He said that Burns & McDonnell Company provide advice on solid waste day in and day out and provided a slide on the company and a slide depicting two concurrent projects for Georgetown: A Comprehensive Solid Waste Master Plan and the Transfer Station Evaluation Study. Pasternak said they would bring Council up to date on discussions with staff and make sure that Council agrees that they are on the right track. He explained that the Transfer Station Evaluation Study is a feasibility evaluation to determine if it is better to enhance the City's existing Transfer Station or construct a new Transfer Station at the current location. Pasternak provided a slide depicting the CSWMP Planning Process. The Project Schedule was presented. An 11 x 17 paper version had been provided to each Councilmember for easier viewing. Pasternak spoke on public input and stakeholder engagement. He explained that there would be multiple meetings with City staff and special focus groups. He noted that key stakeholders would be interviewed and an internet based survey would be conducted. Pasternak said this would be the first of three workshops with the Council and TDS meetings were scheduled, as well. t Pasternak spoke on the Downtown Square Customer Focus Groups. ro Councilmember Fought asked about the special focus on downtown. He suggested focus be brought to Wolf Ranch, Rivery and other business areas as well. Fought said the downtown is certainly important, but the City must focus on all areas. Pasternak said City staff will pay attention to this. Fought said the downtown is unique. City Manager, David Morgan, said the broader issue will be examined, as well as engaging a broader group of commercial customers as well. Pasternak said the commercial sector will be broken out throughout the project. Pasternak read the Environmental Services Department's Mission Statement: "Provide exceptional and friendly service at competitive prices while guiding the transformation from traditional solid waste services to a circular economy". He provided a picture of a typical landfill and explained that the goal will be to move away from this mindset. Pasternak provided a slide that asked if draft guiding principles were in alignment with the Council's vision and explained that the Plan needs to be consistent with the guiding principles. Pasternak asked the Council if they had any questions or comments. Councilmember Fought asked how long the new facility would be efficient. Pasternak asked if Fought's question was geared toward the transfer station. Fought confirmed and Pasternak said their scope of services would be able to study this and meet the growth issues. Pasternak explained the next steps. • Downtown Square Customer Focus Groups o Late February/Early March ■ Council Meetings o Spring 2018 — Review progress of Transfer Station Evaluation Study o Summer 2018 — Review progress of Comprehensive Solid Waste Master Plan o September 2018 — Review progress of Comprehensive Solid Waste Master Plan Councilmember Jonrowe spoke on feedback she has received from her constituents regarding mobility issues while getting their trash to the street. Pasternak said they would be able to address this in the project. Gary Hertel, of Texas Disposal Systems, said that this service is provided currently and TDS wants to be a good corporate partner. Mayor Ross asked how one would go about getting this special service. Hertel said the customer would simply call the TDS office and get it set up. He said notes are made in the TDS computer system, so that the drivers are aware of those needing special service. Jonrowe asked if this special service is advertised on City websites. Hertel said that the information is advertised in the Sun City Sun Rays magazine monthly. Jonrowe said her district is not aware and the City can be a better communicator to help those with mobility issues. Mayor Ross asked the City Manager to put the information on the websites and get people properly notified. Councilmember Fought said TDS has been providing this service for his mother and that he applauds the service. B. Overview presentation and discussion of the Economic Development Strategic Plan — Michaela Dollar, Economic Development Director Economic Development Director, Michaela Dollar, spoke on the Economic Development Strategic Plan. Dollar said she is excited about this. She explained that she is celebrating one and a half years with the City of Georgetown and enjoys seeing the progress of this project. Dollar began the presentation with a review of the Background. • Fast -paced growth residentially and commercially • Recent studies o Retail Market Study (2016) o Workforce Analysis (2017) o Target Industry Analysis (2017) • Time Now For Strategic Plan Dollar gave special thanks to the Georgetown City Council, the Georgetown Economic Development Corporation, the Georgetown Main Street Advisory Board, the Georgetown City Manager's office, the Georgetown Department Directors, the Georgetown Economic Development staff, the Georgetown Chamber of Commerce Board, the Georgetown Development Alliance and the Georgetown Active Retiree Focus Group. She noted that this strategic plan was not considered for just the Economic Development Department, but a plan for the City as a whole. Dollar provided a summary slide and described the vison, mission strategies and goals. Both Opportunities and Challenges were listed and described. Opportunities 1�;#%r ver -Wed cr, or I o I t! -)i; , ":! -1 C:!! 0r(J Of of grovmg new businesses for CLJ"L)fe • C,- co^-,fwcble energy wwome • W&DWA C*ws • High qty of iia Challenges Gromft Pwcepfibn ( -1 rot Dollar spoke on vision and mission. • City Council's Vision o Georgetown: A caring community preserving our past and innovating for the future • Economic Development's Mission o To purposefully support a business -friendly environment where companies can and want to grow Dollar described Business Friendly • Predictable • Solution -Oriented • Culture of consistency, collaboration and problem solving • Does NOT mean saying "yes" to every request Dollar described the strategy with four strategic goals, best practice examples, one over -arching objective Strategic Goal 2 Enhance targete J recruitment of identified industries to grow and locale Cora:''�ik�5';� vF _}=•�r;t•.i�. Create ;obs. Cor t r - e developing and maintaining r=._•tt. rr:}Zic;s vi b ;s.i> esses, site selectors. broker, d <c:rd owr-,ers. s. �•ercte a sgnatvre commercia-brox -r �•,, 4. our online presence. Strategic Goal 3 Diversify workforce development and recruitment initiatives. !. ije+relop o stronger relationships whiz &-diuc•otioncl Ifullibutlons, that serve, George,oGvn'S 1. 1,Ip into i,,,e vet -e -ran population i,^., v ':7 t0''•.!il ti pori -,err �'ebor shed. '110rk to r -ce e Georgetown more do sirar, c= +_rr• C k;.onr to young professionals. Utilizepar?nersbips to aid in the crec tor- co' !'7r- cpprenticeship program framework. �. -reciean exec utiverelocctaor porta?- I,. F,-tiiEwor�ngrig eC%Cti'vc,-retiFeoF in7 Councilmember Gonzalez said most developers are moving away from specs. He explained that developers feel if they cannot lease something out in 60 days, it is a problem. Dollar agreed that there are fewer spec developers, usually cash developers, who carefully study incentives. She noted that the Economic Development Department is working with engineering groups to find favorable land for spec development. They would like to create the possibility of getting sites shovel ready. Dollar spoke on the Over -Arching Objective • Tell our story to a broader local audience 1. Continue to grow the Annual Economic Development Symposium 2. Grow the quarterly Twelve@12 Roundtable Program 3. Utilize the annual Swirl event to promote Georgetown 4. Continue to participate in regional partnerships 5. Develop a quarterly newsletter Dollar spoke on Performance Metrics -otal employment Annual new jobs Ratio of Jobs per 10 Residents Total new business establishments 'Small business<10 employees) establishments Target Industry employment Overall Strategy Advanced Manufacturing Life Sciences Professional Services Total corporate Investment by all target Industries Total announcements in target industries Engagements through Intemal communicationcomrmlan The Next Steps were described. • Adoption by Council • Implementation • Tracking • Refreshing C. Presentation and discussion on Fire Station No. 6 and Fire Station No. 7 -- Eric Johnson, CIP Manager and Laurie Brewer, Assistant City Manager Eric Johnson, the City's CIP Manager, spoke on future Fire Stations 6 and 7. He began the presentation with the background of Fire Station 6. Johnson said that Fire Station 6 is an Emergency Services District #8 funded project that includes the construction of a new station located at 6700 RM 2338. He said that the City of Georgetown Fire Department would be providing emergency services for the benefit of residents and businesses in both the City and ESD#8. Johnson provided renderings, a site layout and floor plans of Station 6. He explained that this is the design phase and so is not determined to be exact yet. He noted that the construction documents would be ready in early summer 2018 and the construction contract award would come in late summer 2018. Johnson said the construction is estimated to take 10-12 months, with completion in summer 2019. Councilmember Jonrowe asked about the treatment area. Johnson said blood pressure and vitals could be checked or an emergency evaluated. He explained that people sometimes go to the fire station with health needs, which can now be evaluated in the treatment area, instead of one of the firetrucks or transport vehicles. Councilmember Jonrowe asked if this was innovative or becoming more standard. City Manager, David Morgan, said it becoming more standard. Johnson described the ESD8 Agreement • ESD8 has increased the project scope to allow for future expansion of services and other community amenities • The existing agreement to provide emergency services for the ESD will expire in 2018. It will be proposed to extend the agreement to 2019 to get through construction and bringing the new fire station online • Contract revisions will be discussed in upcoming year Mayor Ross asked Johnson to explain the funding for Fire Station 6. Johnson said that the funding for the station will come from ESD8 and the City of Georgetown will handle the operations. Johnson spoke on Fire Station No. 7. He said that Fire Station No. 7 is a City funded project that includes construction of approximately 12,000 square feet to be located near the intersection of Hwy 29 and Inner Loop to provide emergency services that will reduce response times and decrease demand on other stations. He said the RFQs went to vendors on November 6, 2017 and 10 SOQs were received. Johnson noted that the scoring committee for the project consisted of representatives from Fire, Facilities and CIP. He explained that the committee individually and unanimously scored Brown Reynolds Watford Architects (BRW) as their top pick for the design of Fire Station No. 7. Johnson spoke on the Scope and Fees • Scope o Programming o Schematic Design o Design Development o Construction Documents • Architectural/Landscape/Irrigation/Civil/Structural/MEP o Bid Phase o Construction Administration • $478,400 — Fixed Fee Councilmember Gipson asked if it would make sense to duplicate other fire stations. Johnson said it does and that time was spent on Fire Station No. 6 that will carry onto Fire Station No. 7. Councilmember Hesser asked about the square footage. Johnson said there is 11,000 square feet for Fire Station No. 6 and 12,000 square feet proposed for Fire Station No. 7. Hesser asked what causes the difference. Johnson said Fire Station No. 7 would have a conference room and another bay. Councilmember Gonzalez asked about possible expansion abilities. City Manager, Morgan, said there will be expansion and other opportunities for the property. Fire Chief, John Sullivan, described the need for a minimum of 11,000 square feet for an efficient Fire Station. He explained that Fire Stations are broken down into different zones, such as the apparatus bay, called the hot zone, a warm zone, and the cold zone, which is the living area. Sullivan said that Fire Station 7 is a little larger because of more apparatus and more personnel there. He noted that this station is similar to Fire Station No. 5. Mayor Ross asked about the square footage of Station No. 5. Sullivan said the square footage of Station 5 is 12,500 square feet. Johnson said that the schematic design for Fire Station No. 7 would come in early summer of 2018, with the construction documents in late summer of 2018. He said the construction contract would be awarded in the fall of 2018. Johnson noted that construction is estimated to take 10-12 months, with completion in fall/winter of 2019. Johnson provided a slide depicting the next steps. D. Presentation and discussion of the proposed Budget Calendar for the FY2019 Annual Budget and Five Year CIP -- Paul Diaz, Budget Manager The Proposed Budget Calendar for FY2019 was presented by Paul Diaz, the City's Budget Manager. He started the presentation speaking on the Budget Approach and Council Strategies. 0 Become a destination for unique experiences • Create a strategy to increase mobility • Promote greater diversity in our population and our businesses • Create and maintain outstanding aesthetics and a welcoming appearance and spirit • Review the annexation and MUD strategy • Monitor, promote and communicate a long-term water and utilities plan and strategy • Expand on our reputation as a City of Innovation • Increase our influence with State Government • Expand our role to develop collaborative strategies with GISD, Southwestern and other entities Diaz described the Budget Calendar Process • Similar process to the last few years • April, May, and June will have presentations at workshop about budget • Certified Tax Rate on July 25, 2018 Diaz spoke on the Certified Tax Roll, which the City will receive on July 25fth, and how this effects the budget calendar. He explained that, this year, the certification day is prior to the regularly scheduled meeting, which will require the budget to be pushed back one week from the usual dates. Diaz spoke on the Budget Calendar for 2019. He noted that there will be two Special Council Workshop Meetings held on July 171 and July 18". Diaz said there would be one additional Special City Council Meeting held on August 71 for the City Manager's Proposed Budget and setting the Maximum Tax Rate. Diaz provided the Budget Calendar. • August 14, 2018 — First Reading on Tax Rate & Budget • August 21, 2018 — Second Reading on Tax Rate & Budget (special meeting) • August 28, 2018 — First Reading of the Budget Ordinance • September 11, 2018 — Second Reading of the Budget Ordinance Diaz asked the Council if they had any questions or direction. Councilmember Hesser asked about the budget approach and what the objectives were, from a finance standpoint. He asked if there were headcount objectives in all departments and if percentages are established for each, noting that Police and Fire would need the largest percentage of the general fund. Hesser said these types of things need to be determined before the process is started. City Manager, David Morgan, said staff attempts to recognize Council goals as a priority. He noted other major influences on the budget such as Fire Station No. 7. Morgan said that staff is working internally to understand and streamline requests coming in and manage the various budget pressures. He explained that staff will be looking for efficiencies. Morgan said they do track head counts and will be sharing details with the Council throughout the process. Morgan said that, last year, headcount was looked at through call volumes etc. He noted that there are true needs in these areas. Mayor Ross said the budget process involves department heads making recommendations and executive management evaluating the recommendations and requests, but ultimately the budget is decided by Council. He said that Councilmembers need to ask the right questions during the process. Councilmember Gonzalez said he wants to start with last year's budget as a baseline, with clear explanations of justifications for adjustment. He said he would also like to know about funds requested last year that were found to not be needed. Mayor Ross said budget presentation have been this way for the last few years and summary sheets are useful. Gonzalez said he wants departments to start with that base. Councilmember Hesser said sometimes the information is received too late to get corrected. Morgan said staff will be tracking both expenses and revenues and will be working to improve processes and understand the pressures of growth. Ross summarized the discussion and said the Council would like to see more detail on the rationale of changes or increases. Morgan said there are some big rocks in the budget. He explained that Council will be briefed soon, instead of waiting until July. Morgan said they would be identifying big discussion points well in advance. Hesser said he wants to do this without raising taxes. Morgan noted that the tax rate has been reduced each of the last 2 years. Mayor Ross recessed the meeting to Executive Session under Section 551.071 and Section 551.074 at 4:10 PM. He announced that Executive Session would begin at 4:20 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. E. 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 - Briefing related to PUCT Docket #45866 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 Evaluation Process for Direct Reports of the City Council — Tadd Phillips, Human Resource Director City Attorney Evaluation - Update from the City Attorney to the City Council Approved by the Georgetown City Council on Q 1 01 10 Date Dale Ross, Mayor aaa," % �11n- Attest: City nry