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Home My WebLink AboutMIN 07.24.2018 CC-WMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, July 24, 2018 The Georgetown City Council will meet on Tuesday, July 24, 2018 at 3:30 PM at the Council Chambers, at 101 East 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 three (3) 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 3:31 PM. All Councilmembers were in attendance, with the exception of Valerie Nicholson, Councilmember District 2 and John Hesser, Councilmember District 3. Mayor Ross, Anna Eby, Councilmember District 1, Steve Fought, Councilmember District 4, Kevin Pitts, Councilmember District 5, Rachael Jonrowe, Councilmember District 6, and Tommy Gonzalez, Councilmember District 7 were in attendance. Policy Development/Review Workshop — Call to order at 3:30 PM A. Presentation and discussion on the City's Community Development Block Grant Entitlement program eligibility from the Department of Housing and Urban Development -- Susan Watkins, AICP, Housing Coordinator, and Sofia Nelson, CNU-A, Planning Director Susan Watkins, the City's Housing Coordinator, spoke on the CDBG Entitlement Program and the City's eligibility. She said the presentation was a follow-up from the May workshop and the purpose of the presentation would be to determine if the City wants to accept entitlement status. Watkins spoke on the Background and showed the Entitlement Allocation from HUD. Watkins said she was contacted by HUD regarding the City's entitlement status on June 27, 2018. She explained that this is an estimate because it will depend on the adopted federal budget. Entitlement Allocation from H U D • Estimated $274,000 — 20% for Administration ($54,800) — 15% for Public Services ($41,100) — 65% remaining for activities ($178,100) (;?t tOIN6 N Required CDBG Plans and Documents • Five Year Consolidated Plan • Assessment of Fair Housing • Annual Action Plan • Consolidated Annual Performance Evaluation Report 7 , 4.1 I�]N t Il Y4r Watkins described the City's 2 Options • Option 1: Stay as a participant in the Williamson County CDBG program • Option 2: Terminate the Cooperation Agreement with the County, but defer Entitlement status until October 1, 2020, giving the City more than a year to complete all of the necessary work and review staff assignments Watkins explained that in Option 1, the City would continue to be eligible for funds through October 1, 2022. She said in 2020-21, the City could review the Entitlement Status and start the Consolidated Plan to prepare for receiving direct funding for FY22/23. Watkins said, in Option 2, a consultant would need to be employed to complete the Consolidated Plan and Analysis of Impediments. She explained that staff assignments would also need to be reviewed for administration of the program. Watkins noted that for FY19/20, the City can apply to the State CDBG program to receive funds for non -entitlement areas. Watkins showed the Pros and Cons of accepting entitlement status. Watkins said that staffing and compliance includes environmental assessments for all entities, and would require additional workload tasks for staff and finance for reporting. She described the FY19 award from the county. • Williamson County award for Georgetown Housing Authority - $282,603 o Housing Rehabilitation of 158 units at Stonehaven 0 17% of the County Allocation Watkins explained that, if the City accepted Entitlement Status, the Georgetown Housing Authority would need to apply through the City, as would Habitat projects in Georgetown. She noted that GHA had received $166,610 in 2016 for upgraded electrical/AC. Watkins explained that staff would recommend Option 1 and stay as a participant in the Williamson County CDBG program. She said this would return to the Council for action on the August 14, 2018 agenda. Mayor Ross said the County is more equipped to manage this and it would save the City money if they continued to manage it. Councilmember Jonrowe asked if the City has come out ahead by being part of the county program in previous years. Watkins said there had not been an analysis of this, but the amount awarded had been reflective of projects the City had applied for. Jonrowe said she wants to see how much was applied for compared to how much was received with the County administering it. She said she wants to see the figures, because just looking at next year, does not seem like enough data. City Manager, David Morgan, said the award has consistently been more than the City would be able to receive on their own and would not anticipate a significant change going forward. He explained that this option would only be for the next 3 years, and then Council could evaluate it again. Morgan noted that only 20% of awarded funds are permitted to be used for administration, which is not enough to administer the program. He also noted that the City would have other nonprofits coming to them for funding. Jonrowe asked about an analysis to evaluate administering the program. Morgan said it would require at least one and one half persons. Jonrowe said this could be on the cusp, but she personally wants to see the data. Ross said the City is only paying the county $60,000 annually to administer the program and one and a half positions would be much more expensive. Councilmember Eby asked if the City could apply again, after declining the entitlement status. Morgan confirmed that the City could apply again in three years. Morgan said grants from the county have benefited the City more, as well as the Georgetown non -profits. S. Presentation, update, and discussion on the MUD & PID Policies -- Wayne Reed, Assistant City Manager Assistant City Manager, Wayne Reed, provided an update on MUD and PID policies. He explained that this is the 4th presentation on this and he will be concise in this presentation, but welcomes questions, should the Council have them. He spoke on the importance of the MUD policy and said it is critical for developers who are developing large projects. Reed thanked the Policy and UDC Review Team. Reed explained that updating the MUD Policy was necessary to clarify the requirements for a MUD and listed the components and benefits. • Quality Developments • Extraordinary Benefits • Enhanced Public Service and Safety • City Exclusive Provider • Fiscally Responsible • Finance Plan • Annexation Reed reviewed the modifications to the Policy and described Staff Recommendations. Staff Recommendation Staff Recommendation • Policy 1. Location — Revised threshold questions (in -city versus ETJ) — In -city MUDs should be preferred due to recent changes instate law concerning annexations — Renamed Policy 1 to "Basic Requirementfor Creation of MUDs" — Outlined basic requirements for the creation of a MUD OG e 0G E0RGFTUWh[ rix Staff Recommendation • Policy 2. Unique Factors - Continue to encourage conservation subdivision design (where appropriate), tree preservation, greenways, and trails along rivers or creeks, and partnerships on regional transportation and utility infrastructure - Minor Changes • Applying this section to MUD amendments • Removed specific examples, summarized, and highlighted the types of improvements that constitute "unique factors" 0c, ac2cc IN Staff Recommendation • Policy 3. Submit MUD creation petition and info. - Removed as a policy and will be required as part of process in UDC • Policy 4. Cross Departmental MUD Review Team - Removed as a policy and will be required as part of process in UDC • Policy 5. Public Services and Safety - Continue to seek fire station sites and/or SIP fees . NEW: Removed redundant language regarding street lighting that Af is already addressed within the UDC �EUst[;f T(1WN ' TI AS between "City" and "comply". Reed said when approving the policy, the motion should include these corrections. POLICI. 5•J: ,Addrns pros hien of publk >.n ice%-ued warm public safM ttaallen io the Coned/ Asroouwal+ a Kett+uleNaDtoIto •—rfar+lmn toerdtancrralFltr:rn+ir+ani cV.mirelr..;.u>amri'SL.:;-rn�;r Jrhsm b • Rryutte Jmutca c+f Itr.1 ro l n� ut F. SD i �+ ��+h.�bk i �tt nn� !ue +t�ttcr. of .�hrt public •.ifrrt fa.:rhln As dOCtnunr.i VA IFC ( itR C •ffthrCin•prat>'Jetcur faot wnm: Nice totfe\A-1) reyuuepatnxr'ofrueSlPceela+tmdn feel Ip timid fur 11 i114t1 Jit!SI II:.IKet $IJ Kali'! JI1:R.+e J-•Kesvue rorjk%A% Jrnpt to erl.tn.r ecus, r.J tnlu;e te+4wut lanes ro rxtsttes Jrieloped ps�ertsr.Ic�ateJoah+.lerflir. \R`!)e e-.l(dxaetJoutsnlrofdieCtttLtauts.Itrnt}x\R'D:imernteFterrnrlarn.,� stthrCtn'+Jt�:et>tin- v'luJe an t�•Sik131 agteerrxrt i' ll V) to ; mua l +tnh the ('ttN of C:evuet nen fu fire polwe anJ ._sh+l +sante str. t:cs vet tntn+ tKCeVrble to die C'rn e i .14 4 * '. -An ErJ \R'D "I Ixo•,•n1e a m ten»:, program iWnrd b� the C+n t rrwr.pNwuvt Depam ew thm as :sxisnteu hsth Cm sLuSadt aoJ shall terlsrk 4,VL Wtm cMuhahm atth tee C OUM FnQrneer e Staff Recommendation • Policy 7. Debt Bonds Provide up to 25 years for bond maturity and 10 years for issuance between first and last bond sales - LJOC, Bond Refunding Language Section 13.10 050((,')(4- ), Any refunding bonds of the district must provide for a rnrnrrnum of 311, present value savings and that the latest maturity of the refunding bonds may not extend beyond the latest maturity of the refunded bonds unless approved by the City Council. AMoRpGiE,rl r r Staff Recommendation • Policy 8. Future Annexation when in ETJ NEW: Policy 8 SeclionA is recommended to be removed due to restrictions outlined in the Water Code G kIRTFkASG r TOWN Staff Recommendation • Policy 9. Exceed minimum UDC Development Stds -- Clari ied language related to age restricted development -- Removed criteria for all MUDs to contain at least 20% nonresidential land uses seek consistencywith Future Land Use Plan Removed criteria for portion of commercial land uses to develop in first five years of first building permit Removed criteria for workforce housing and included language for diversity in housing A(;4VNrxw� Staff Recommendation • Policy 9. Exceed minimum UDC Development Stds (cont.) — Require higher architectural standards for residential and nonresidential land uses and included examples — Require a PUD Application with in -City MUDs and a Development Agreement with ETJ MUDs be submitted to memorialize development standards. — Removed Mems H -P because they are ether addressed in other city codes or regulations, redundant with other sections of the MUD Policy or may create unintended consequences. AGEORTGIZ�OWN I Staff Recommendation • Policy 10. Parkland and Trails - No change Continue to require development to exceed parkland design and development standards in the UOC • iPolicy 11. Transportation — Continue to require partnerships on regional transportation infrastructure consistent with the City's OTP — NEW: modified the language concerning the Traffic ImpactAnalysis requirement Staff Recommendation • New Policy added- City Operations Compensation Fee — This fee was originally housed in the UDC, and the UDCAC recommended that it be removed from the UDC and included in the Policy. — The language was further clarified so that this fee will only be assessed on ETJ MUDs 0GER.:25-WN !%K S kA m l Y..... L ""NMI -0 dbrl �e fa y : - a[ C�a ltr�+n lril pc+1 to 301=1mfis4 a le A"I m !et (1lowom"tawNAM tn.tie.f"zauLxlothohL wee -fiW P ❑CCrrawlnls•:su�wr:r2 Oi L1n N lie fiR tie Mldi Millcak�N 1pHf W ALubmAr6 we M bmcbA Um VAmu C Ca xik U= ]be Lain mmkAhm■ pill a' S3L�SB�CL 1ES.}APA+ M tk Sr} esti M ilW149te.( A%"ilim"/F m*t K - W1 .vW iot 4w. aw *ale a hma i the SIT . iauaii% "i "rhe -L& l itej{:S ►inpisi�s.rra.f T l ti i]ptiiAi9!!1 i•a1LL �sa.iu 1 K 1'S:�� i5� Sr 1�l! ' 1111 f i1 NSI: H - : L• Gl •- 15••: MWr .,, R -6%e Reed reviewed the Next Steps. PID Policy Updates were shown. C. Presentation, update, and discussion on the Grace Heritage Center Operating Agreement and Next Steps -- Laurie Brewer, Assistant City Secretary Assistant City Manager, Laurie Brewer provided an update on the Grace Heritage Center Operating Agreement and provided discussion on the next steps. She explained that the City leases the center to Preservation Georgetown, formerly called the Georgetown Heritage Society. Brewer provided a location map of the property. Brewer reviewed the background and history of the Grace Heritage Center. • Grace Episcopal Church was built in 1881 and belonged to the congregation until 1992 • City of Georgetown acquired the Grace Heritage Center in 1992 • The City and the Georgetown Heritage Society partnered to move the structure and develop the property at 811 South Main Street • City of Georgetown currently owns the facility Brewer provided the GHS leases history. • Original Lease — 1994 • Second Lease — 2000 • Third Lease — 2005 — August 23, 2015 • Current Lease — a 3 year lease with an option to renew for an additional 3 year period at the same terms — expiring October 2018 Brewer spoke on the 2015 lease requirements. 2015 Lease Requirements The City of Georgetown shall: — Maintain the exterior of the structure — Maintain interior, including HVAC, plumbing — Provide first right of negotiation to GHS/Preservation GT if City intends to transfer ownership A;tE an -26'w w IN 2015 Lease Requirements • Preservation Georgetown shall: — Pay $3900 in rent and maintain insurance — Provide quarterly and annual reporting — Provide exhibition, instructional, and meeting space • ryii!IF , J' {u++; ; iuurs established Thr -Fn �-,b ,un .i -4 • Operational during downtown special events 2015 Lease Requirements • Preservation Georgetown shall: — Hold minimum of six public events per year related to history, tourism or culture — Provide historic brochures, publications and booklets to visitors — Be allowed to rent out property for meetings and events Current Usage - by PG • Building is open Thursday and Friday 9 -5 staffed by PG's part-time office manager and Sunday 1-4 with PG volunteers. • Monthly PG board meetings (3rd Monday of the Month) Monthly Home Tour Meetings • Monthly Preservation Grant Program Meetings OGEORG:7 N CX" Additional activation — by PG • Preservation Grant Workshop (October 2017) • Spring Home Tour (2nd weekend of April) GHC is a stop on the tour • Fall & Spring 31d Thursdays • Fall & Spring Plein Air Paint out (Partnership with the Art Center) Additional activation — by PG • May artist focus on Grace Church • May Preservation Month Activities (Partnership with Main Street & Williamson County Museum) • May 1 Marker Dedication at the Lockett Building • May 17 Paint Out Artist Reception/Texas Treasurers Awards at GHC Additional activation — by PG • GHC open for First Fridays (Live music in April & May 2018) • Christmas Stroll — GHC open with 4 vendors • Red Poppy Festival — GHC open with 4 vendors V I i1Ril I l)4� A Additional activation ideas • Add to city rentals available for community — Evaluate hourly rate • Utilize for city events and meetings • Comarket and branding — Website i;lyl: Q1 ti•ulaw Fite Ef.fu•Jl. c,nrr tlsYrC€Ivl ,riC•- Itia I111W Pla Fflauundlur Gl3Cie IS_•nhaK• R w r R.•(ijc ,OCI' (�mcir IS•nl:flT i:in pci Re(.ha Cc!01 e1+. GIZICIt Iii! IIIcfw• Pu^r_KAUr b'Hnlalvr_C•_• Gaut ll,l lt.fv'. VH'klll;Lt H�'11Cl dill !• Grifer. ht'flllac,! HVAC RCtdl.cewi-il G face 1*111a1r' Yr.1aOul 17 1, �' Lr lic lA t,ractl t*'l llelbj YI'gmflUl AI H.11cv :ff,cn C:rac,! N. -t ldly! :rr l�ied4a L"Hnks:lzxe! 6rori P-intogA HVA(:. Ataurcnarr,n e1 (f:1 IQ ea 60 f. i) ec 2% 79C i90 2 9l 2q L) 291 2(!7 `s 00;1 3;}] 1707 aC !61 70.7 7r:0 F01 700 /0:1 70'; 6 003 I OCG f5 ❑UI 1 000 I ISO a 14] 1 t'..0 1 11,0 s t50 t 1;'J 1 1'q 1 30101 1 3011 1 _'+10 1 307 t '.�:`0 1 :iw 1 700 2001 200.) 2 000 2 f10;) 2 0110 2 G0:! 2 !YG /Ciel fII!f) /1611 2f)'!t 2lfjkl 2')rti jli;ft Next Steps and Direction were shown. Brewer spoke about sharing costs 50-50 with Preservation Georgetown. She said she would like to bring the lease agreement for Council consideration in September or October, after receiving Council's direction. Councilmember Gonzalez asked if there would be interest in this property if the City put it up for sale. Brewer said staff has not polled brokers, without Council direction. Morgan said this is considered parkland property. Gonzalez asked for a copy of the document declaring it parkland. Morgan said this information was researched and provided back in January. He explained that when the church was moved to that location the property was deemed as parkland. Morgan said City Attorney, Charlie McNabb, has reviewed this at length. Morgan said he will be happy to provide all the information. He said the options had been walked through with Council back in January. He added that the City has not received any interest in the property that he was aware of. Gonzalez said he wants the City to get out of owning and leasing property. Councilmember Eby said she likes the direction form staff. She said the City could be more involved and partner with Preservation Georgetown. Eby said this is an iconic building and the City should enhance the partnership and offer events and utilize this space more. Councilmember Jonrowe suggested the City provide this facility for public events and said that she also likes this direction. Jonrowe said she would like to know if the construction next door has had an impact on people wanting to use the center. She wants to make sure the City helps people to utilize Grace Heritage Center. She added that, between restaurants and the art center, Grace is in a special area. Councilmember Pitts asked how many buildings the City owns. Morgan said he does not know off the top of his head but will provide the spreadsheet to the Council. Pitts asked if the City typically loses money on these leases. Brewer said this lease is more modeled on the art center, while others are more social services, etc. Pitts asked if Preservation Georgetown brought a benefit to the City. He said he had found public information that was not included in the reports sent to Council. Pitts said he does not feel that Preservation Georgetown has provided what was asked from them by Council. Brewer said she had just received a new report from PG for the last 2 years and would send it to the Council. Pitts asked why the City is willing to take a loss. He said the taxpayers are subsidizing a non-profit with a narrow focus. He mentioned Meals on Wheels which helps many people in the community, without the City subsidizing it. He described Preservation Georgetown's financials which are public record. He explained that PG brought in $93,000 last year and have $70,000 in the bank. He said Preservation Georgetown needs to pay the City more money, based on their financials. Pitts said he is not in favor of any options other than them paying the full amount. Councilmember Gonzalez asked if the City could gift the building. City Attorney, McNabb, said no, because you cannot gift parkland. Councilmember Jonrowe asked Councilmember Pitts if he would consider sharing costs if the City shared in the utilization of the space, or consider having the City rent the space from Preservation Georgetown. Pitts said he would not expect them to pay for the $6,000 parking lot maintenance, $15,000 HVAC replacement, or large items like that. He said if there was truly an agreement for use in place, he might consider things differently. Jonrowe asked if an economic impact study had been done. Brewer said not one that is specific to historic tourism. Mayor Ross asked how much monthly foot traffic the Center receives. He noted the library being the busiest building in Georgetown. Mayor Ross asked how much the City subsidizes. Brewer said the City pays $10,000 annually and Preservation Georgetown pays $3,900 annually. Councilmember Gonzalez noted that this does not include the CIP expense that the City has contributed, such as the $400,000 recently spent to renovate the building. He said over ten years, that would be $40,000 extra spent per year. Morgan said maintenance cost is part of the facilities fund budget. Ross asked how the center benefits citizens at large. Brewer said it has generated tourism and brings in money to Georgetown businesses. Brewer said she could have Preservation Georgetown come in and do a presentation for the Council. Ross asked how many events are held at the church each year. Brewer went back to the slide and read the figures. Mayor Ross said out of 365 days in a year, there are 30 days the building is used. Brewer said the Grace Heritage Center is open a couple of days a week, as well. Ross asked if it would be worth having a conversation regarding a joint project with Preservation Georgetown about building utilization. He said Preservation Georgetown does a lot of good in the community but it does not sound like the building is being utilized properly. He noted that the City just spent $400,000 renovating this building. Ross said the City has a very good staff and if paid staff was able to manage things, you would have people doing what they are good at and what they do for a living. Ross added that he does not mean any disrespect to non-profit organizations. He said that volunteers do things out of the generosity of their hearts and likely have other commitments that are required of them. Ross said Council should consider a joint calendar and noted that he is not in favor of long leases. Morgan said the shared calendar is being proposed. He said the Center could possibly host some City activities when the library is unavailable. He mentioned that fees could be charged for use and maintenance, similar to the library. Morgan said staff would have the ability to market the Center and rent the space out. Ross said the City could have the building and be generous with allowing Preservation Georgetown to use it. Councilmember Jonrowe brought up weddings. Ross said this is probably profitable for Preservation Georgetown and they may not want to give that up. Brewer said she will work with Preservation Georgetown to work through the questions posed by the Council and bring back information to the Council. Councilmember Gonzalez said he agrees with Councilmember Pitts that capital maintenance is an issue. He said the building will need repairs again in approximately 10 years and this should be set up on a CIP plan. He said that Preservation Georgetown must be abfe to cover the expenses of the building and the City cannot allow it to be a burden to the City. Pitts said that in the year May 1, 2016 to April 30, 2017 Preservation Georgetown brought in $93,861 in revenue and their expenses were $96,501 which means they operated at a loss that year. He said their cash balances were still in the $70,000 range. He said this information is publicly available. He said when the cost of the building is $10,000 and they are bringing in $90,000 and receiving grants, as well, he does not understand how they are not able to pay their bills. Ross said there is a global benefit to this part of the City's historic district and Council needs to do what's best for the City as a whole. Ross said he does not think the building is being used as much as it should. He said the City has the expertise and resources to manage the Grace Heritage Center, activate it more and get more usage from it. He said Preservation Georgetown has a benefit to the City. He said he does not understand a 5 year lease, especially when either party can give notice in a short amount of time, per the lease. Morgan said staff will take Council direction and work with Preservation Georgetown and present recommendations to the Council regarding activating the building more, rental events or events similar to those at the library. Morgan said staff will also talk to Preservation Georgetown about their lease payment, rent and maintenance expense. Ross mentioned the CVB and the thousands of visitors that go through there. D. Presentation, update, and discussion on the CIS Project including the Customer Communication Plan -- Leticia Zavala, Customer Care Director Leticia Zavala, the City's Customer Care Director, updated the Council on the CIS Project and the Customer Communication Plan. Mayor Ross thanked Zavala and said she has been very busy. Zavala said she is pleased to be on the verge of the finish line with the CIS project. Zavala spoke on the Project Background Project Background — Business Process Efficiencies Iii« 1ji nAIQJ I '�;:.vork orders with asset management system (INFOR) which is utllized by field "ii l:.'r: "i]�•. ..�.ri `.:`:'$CI'_f, Ali:. .i �fG'. - - .. ; I -;C: it l �r -j•;. . i' ' i{,;•iv.3 a i., :U"I...i�l l"�.;� l"r: • Integration of CIS with telephone IVR capabilities • Automates current manual processes & work arounds — Utility Accounts Electric Water Overall Accounts PLOject start 'TODAY 24.000 26.000 33,000 39.000 40,000 45.000 Project Timeline - CIS Preparation • February 2015 — CIS Project Kick-off — Development of Request for Proposal (RFP) for CIS replacement • June 2015 — Released CIS Replacement RFP • November 2015 — Received Council approval to negotiate a contract with Itineris N.A. • May 2016 — Council awarded contract to Itineris N.A. for the acquisition. implementation, and licensing of a CIS System I 1 \A, Project Timeline - CIS Implementation • May 2016 - Aug 2016 — Analysis Phase _.:nese .,quirements & verified project scope • Sep 2016 - May 2017 — Design Phase non -Standard interfaces & approval of the integrated design documents (iDDs) — 17 4-Aerfaces and 58 data point transfers [some point to point. mast through m,ddlewfRre 1,81ZTAt. +; • June 2017 - Dec 2017 — Development Phase 3 system according to approved design and 1DDs Project Timeline • Jan -Aug 2018 — Deployment Phase • Phase prior to system GG LIVEILAUNCH including integrated system testing (IST) , user acceptance testing (UAT) and staff training !PROJECT LAUNCH: August 6, 2018 • Aug - Oct 2018 - Operations Phase • Transition day to day operations of the CIS system to Georgetown. I 1 \A1 Customer Communication June 2018 - Newsletter article - Reporter July 2018 ;cress Release Undated website with launch information • Utility bill insert with information on CIS launch • Letter mailed to all utility account holders via USPS • Postcards mailed to all AUTO DRAFT customers —Re,-; ue.s.'ml_i ... _. .3:r i.,Ii]`4' 1,t'3T`A • 5o.. _ J_ _— , ..^\,,yam;;: :�, 'SUS Reps to be �{: 3. assist with portal signups and account management. .: ,.�y Hill area. Florence are,] • SocVial Media Ci I i Ill . 1, \� I t l'.N I I Customer Communication • August 2018 • :��cEUI ivic3dia • Credit card payment via website and phone system (.: =311lZS'I i� 4''''.'T['"y ;:Cly;. _. :YI•r ',I"� '3S •, T(!rj''.) • Publicize dates and venues of GUS Reps to assist customers with portal setups. (Sun City. Liberty Hill, Florence, Georgetown library) Georgetown Utility Systems will suspend late fees and disconnects for non-payment throughout the month of August 2018. Li1l1Rt'lltiwN II \.1\ Zavala noted that customers using auto draft will need to set up a recurring payment method at gus.georgetown.org/guspay on or after August 6 to continue having their utility bills paid automatically each month. She detailed the sign -in information that will be needed. Zavala showed the link and described the process in detail. Zavala explained that late fees would be suspended during the month of August, because staff understands what a large transition this is. Councilmember Jonrowe asked about customers whose automatic drafts are set up for later in August. Zavala said they too would set up their auto draft information, but would get a letter if a payment was missed. No late fees would be charged. Zavala said a driver's license number would be used as an identifier of the customer and if the customer does not have a driver's license, they will still be able to call the billing office and customer care for registration. Councilmember Fought said his mother does not have a driver's license. Councilmember Gonzalez said he does not like the City collecting driver's license numbers and does not want them retained. Fought said his mother has a Texas I.D. instead of a driver's license. Zavala explained that that would be acceptable. She explained that this is simply a way to identify customers and an extra layer of security. Councilmember Jonrowe said there are residents without these types of identification. Zavala explained that a customer can call the department, or visit the office, to register without these identifications. She explained again that this is only for auto pay customers. Gonzalez asked about one time payments. Zavala said an account number and credit card will allow a one- time payment. Morgan explained how this is necessary, because it was impossible to migrate the data. He explained that the City has to identify the customer and who they are and a driver's license is just to validate the customer. Zavala spoke on other Bill Payment Options Mayor Ross asked if there is a fee to a use a credit card for auto pay. Zavala said no. He asked if the customer would receive acknowledgement of their payment. Zavala said the customer would receive receipt for payment by email or by mail, which is the customer's choice. Councilmember Jonrowe asked about the good neighbor fund and if it would automatically transfer. Zavala confirmed that it would automatically transfer. Councilmember Pitts asked if Itineris is providing onboarding support for the City. Zavala confirmed and said they will be on hand to help. She explained that City staff has handled all of the communication and handouts and Itineris will be on hand for the next three months to assist with registrations and software glitches or general use of the system. Pitts asked if Itineris did any outbound calling. Zavala said no. Pitts asked how much is collected in late fees on a monthly basis. Zavala said, instead of guessing or estimating, she would like to bring accurate figures back. Pitts said he would like to determine if late fees should be suspended until September, since 38% of the City's customers use auto pay. He noted people who may have been out of town for the summer could come back to find that their auto pay is no longer working. Mayor Ross agreed and said the City needs to be extremely forgiving for at least 60 days. Morgan said the plan is to go through August to see how things fare. Zavala said staff will be as flexible as possible. Ross asked about help on the project. Zavala said this project was a team effort of probably 100 people. Zavala said Cindy Pospisil handled the project management and James Foutz headed up the conservation and marketing. Zavala also mentioned great help from Joe Sepulveda in the City's GIS division and Shawn Bischel an EAM administrator for the City. Zavala told the Council that they have great, very dedicated people that work for the City. Mayor Ross thanked Zavala for all of her good work. Mayor Ross recessed the meeting to Executive Session under Section 551.071, Section 551.072, Section 551.074 and Section 551.087 at 4.48 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 Larison v. Georgetown - O'Boyle v. Wellborn Sec. 551.072: Deliberations about Real Property - Rock Sueetl811' Street 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 - Project Deliver - Project Legacy Adjournment Mayor Ross adjourned the meeting to begin the Regular Council Meeting at 6:00 PM. Approved by the Georgetown City Council on U `i'( Z)Q j � Date As,(' Dale Ross, Mayor Attest: Citytary