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Home My WebLink AboutMIN 11.13.2018 CC-WMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, November 13, 2018 The Georgetown City Council will meet on Tuesday, November 13, 2018 at 4:00 PM at the Council Chambers, at 101 East 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 81h Street for additional information; TTY users route through Relay Texas at 711. Mayor Dale Ross called the meeting to order at 4:00 PM. All Councilmembers were in attendance, with the exception of Valerie Nicholson, Councilmember District 2, John Hesser, Councilmember District 3 and Kevin Pitts, Councilmember District 5. Mayor Dale Ross, Anna Eby, Councilmember District 1, Steve Fought, Councilmember District 4, Rachael Jonrowe, Councilmember District 6, and Tommy Gonzalez, Councilmember District 7 were in attendance. Policy Development/Review Workshop — Call to order at 4:00 PM A. Presentation and discussion on the 2030 Comprehensive Plan Outreach Update outreach efforts — Sofa Nelson, Planning Director Planning Director, Sofia Nelson, spoke on the 2030 Comprehensive Plan Outreach. She provided the Council with a summary sheet of the presentation. Nelson thanked her presentation team which included Nat Waggoner and Susan Watkins from the Planning Department and Jack Daly from the City Managers office. Nelson noted the Outreach Team for the project, as well. She explained that the purpose of today's meeting is to update the City Council on the Comprehensive Plan Update outreach process, share community feedback and discuss the process for reviewing existing 2030 Plan goals and policies. Community Partners Staff Team • GISD- k 1clinda Brashear • Georgetown Health Foundation - SULV I'uk`!s • Southwestern - I'aul SCC -Ord • Chamber -- Jim Johnson, Wendy Cash • SEGCC - Norma Perales • Georgetown Ministerial Alliance - Reverend Harriett Junes • Georgetown Police Department • Engaged Leader Series • Communications Team • IT Department • GIS 'Ieam • GUS Nelson said she would want Council to provide feedback and described what she would be seeking: • Are we meeting the Goals of the Public Engagement Plan? • Do you understand the themes emerging from the public input? • Is there anything missing? • Do you support the methodology to review the goals and policies of the 2030 Plan? Nelson provided a slide depicting the Update Process and Elements and described each step. ✓ Alignment ✓ Updated Demographics tJ Housing Element Update U I Iousing Toolkit 1 Gateway Development Strategies LIWilliams DliVe Subarea Nan L l Growth Scenarios U Future land Use Map Update LJ Public Fngagernent LJ Implementation Strategies U Adopl ion Nelson spoke on the Public Engagement Planning process. • 10/2017 Workshop — General discussion on the importance of Council and public involvement • 2/2018 Workshop — Discussion on methods to involve Council and engage the public including the Steering Committee and joint City Council and Planning & Zoning Commission meetings • 3/2018 Workshop and Legislation action — Review of public engagement components of the project scope and the Steering Committee appointments • 8/2018 Workshop — Update on outreach activities to date Nelson showed the Goals of the Project and spoke on each. She explained that public engagement had been gained through appearances at Music on the Square, the Community Partners event, the On the Table outreach, surveys, kiosks in the library, and words displayed, telling people they could request a planner for discussions. She noted the opportunities provided. ENGAGEMENT STRATEGIES PROVIDE CONVENIENT AND INNOVATIVE WAYS ACKNOWLEDGE FEEDBACK THROUGH VISIBLE TO DOCUMENT PROJECT PROGRESS ONLINE. INCORPORATION OF PUBLIC COMMENTS. Gcallsj 1 j 6 Goallsl 6 Supported SuppcRed LEVERAGE PARTNERS FOR BROADER AUDIENCE COMMUNICATION. Goalls! Supportec 1. a J - OPPORTUNITIES ';jjF" ija vr� ir.�r�p u,... -..r, gyp.., VW4'0 .. • Xwd Arm ■ Lbm ".. , Cow" irwrr • plorn"a &V" ce• -'. •cop, Cc6ftw0"wM7� � JatlD�� ONLINE PARTICIPATION MEETINGS -TO -00 /rem/y tw pa~ V prA off** � ME su" PROVIDE TRANSLATION SERVICES FOR PRINT MATERIALS, WEBSITE AND PRESENTATIONS. Goal{sl Supported 3 d 5 STAFF PRESENTATIONS - 71 4+r7 rq+.�r•�..yo.,r • fr-pq M�f•PWfil��MrM,FM awwwM N&ft @Lw m MEMO x •cv sIrau�cw �f..rrr IDEA BOARDS AWa of W L+iY�M 015TREACH EVENTS r • ttmr-b r d Co p w-lrwr . .aKµ oer mrnat*Wk we SRI* G xr*reew BAR+ rrA re�ra�,Tsw • mumb"+ieftwluaboo 4w+u • LOM anfee sanaas • i MON ON pme-la ryar�riM i�k� • Survey #1 • Ju by-Oc tuber • Purpose • Inform public of piolect • Gather conlacl infotmation • On the Table Georgetown • October ? • Purpose • Develop Arnte�;ic partnerthy-; • l mourn -o civic dialogue about thc• future • 1,455 responses • Survey Kiosks • Recreation Canter • Library • GAC • Book Mobile • Music on SgUare • Paper copies made available at speaking engagements • -11411 total participants • 357 City of Gc orgetot m eniplovees • 455 GISn ,StUdents, faculh' and ;taff • 62 Southwestern students • Over 70 different groups • 840 unique comments Connection to Georgetown I® lVor � 'N Uliu� � III"„ II��Iv�°niive j•, Respondents by Zip Code Other =sx 78626 7863.1 78,028 1 Nelson noted the importance of the school groups' involvement because the policies that become of the Comp Plan will dictate their world in 2030. tirn,ill lur, n Ott, Schools 5-11 Proximity to Austin I1w"ntm.' n `xlu uk. 15 C 0mIII uIII t V I? . I ;cr nJ I%' I in-nd II nr".'- ! ".. `kill C its. -;.... I.m, k -?r., 1. Keep Small Town 2. Not Round Rock 3. Effective Public Transportation 4. Improve Williams Drive 5, Improve traffic flow G. More service to Sun City 7.lncreased green space 8. Not Cedar Park 9. More affordable housing IO.Control growth �4„ Nelson said the comments from the On the Table Discussions were categorized by the 14 elements addressed in the City Charter and 5 additional categories including education, general growth, family-oriented small town feel, diversity and events/festivals, based on the number of responses that fell into these categories. She explained that, in addition to being categorized, the comments were given a 1.0 or -1 to denote positive or negative connotation. Nelson provided a slide representing the 5 highest ranking positive sets of comments by category, including urban design, family oriented small town feel, recreation and open space, historic preservation and events and festivals. 0 It ll,ul. I Ionic I opt i T... "1111 k'11,1,r Ih.c,ItcI 1. Keep Small Town 2. Not Round Rock 3. Effective Public Transportation 4. Improve Williams Drive 5, Improve traffic flow G. More service to Sun City 7.lncreased green space 8. Not Cedar Park 9. More affordable housing IO.Control growth �4„ Nelson said the comments from the On the Table Discussions were categorized by the 14 elements addressed in the City Charter and 5 additional categories including education, general growth, family-oriented small town feel, diversity and events/festivals, based on the number of responses that fell into these categories. She explained that, in addition to being categorized, the comments were given a 1.0 or -1 to denote positive or negative connotation. Nelson provided a slide representing the 5 highest ranking positive sets of comments by category, including urban design, family oriented small town feel, recreation and open space, historic preservation and events and festivals. The next slide depicted concerns about Georgetown, including traffic circulation, housing affordability, economic development, health and human services and citizen participation. Nelson explained that, following a review of the input received from the On the Table events and the survey, 7 themes emerged. • Maintain the family-oriented, small town feel • Continue to encourage quality urban design • Enhance citizen participation and engagement • Focus on housing and affordability • Enhance economic development opportunities • Maintain and expand existing parks and recreation amenities • Improve and diversity the transportation network Nelson discussed the progress reflective of the outreach efforts of the Comprehensive Plan Team from May to the present. She noted that outreach events included many civic clubs, such as Kiwanis, men's groups and Rotary Club, as well as non-profit groups, such as the Georgetown Project and Park Rangers. She noted that professional organizations, such as the Development Alliance and Realtors held two appearances at Music on the Square. 2x Real Estate Discussions, OV x participants 5x Steering Committee meetings 5x Technical Advisory meetings Ax Board and Commissionpresentations 18x outreach events, over / 00 x participants 1.,455x online survey 11411x participants in On the Table Georgetown Nelson described the Goal Development Process. • Su"'ey "l • On the fable Ask broad quettrans • Impact Report :it work<hop • 51vering Committoe • Joint Work -;hop --I Nelson completed the presentation and asked again for Council direction. • Survey =2 • Steering Committee • Are we meeting the Goals of the Public Engagement Plan? • Do you understand the themes emerging from the public input? • Is there anything missing? • Do you support the methodology to review the goals and policies of the 2030 Plan? Councilmember Fought said he likes the methodology, but has never seen it used before. Fought said he would like to know more about it. He said there are many ways to determine innovation and noted "brain- storming". Fought said ideas are being shown without critique and standard procedures. He asked if there are any journals or ways that explain this methodology and warned of self-selection. Fought said he understands the focus groups and suggested starting broad and then applying physical constraints, which can change everything. Fought said he has concerns because public safety and taxes did not show up in the data as would be expected. He noted that he still likes the methodology, but wants to know more about it. Nelson said she will bring more information back to the Council. Councilmember Eby said staff was doing a great job. She said she likes how they arrived at themes and distilled the information. She explained that because the questions must be open ended, they may not fit within standard methodology. Eby said people appreciate being asked. Councilmember Jonrowe thanked the group and said the public engagement was phenomenal. She said she is pleasantly surprised with the themes emerging, but is confused by the term urban design. Jonrowe said the term is loaded and confusing. She said she does not have objection to the methodology and sees the plan as an aspiration document. Jonrowe noted that when desires hit the budget, it will be determined what can truly be done. Councilmember Gonzalez thanked the presentation team and said it has been enlightening to be part of the Steering Committee. He said the City will have to make sure the goals are attainable, and the goals must be achievable. He said it would be wise to find actionable items first and said goals not attainable must be explained to the community with the actual reasons why. Gonzalez said constituents will feel included. He said the goals can be lofty but must be attainable. Mayor Ross said he too was surprised by no reference to safety or tax rates. He said he believes people are desensitized because they are safe and have a low tax rate compared to most. He mentioned the evenings and weekends that were required of staff and said it is appreciated. B. Presentation, review and discussion of the Citywide Risk Assessment Report -- Laurie, Brewer, Assistant City Manager Assistant City Manager, Laurie Brewer, spoke on the Citywide Internal Risk Assessment Report. She began the presentation with the background of the project. She explained that she will not be asking for action on this item, because it is a report, but she said she would appreciate feedback and suggestions from the Council. "If intvrmd s4vj- I4&#"mgnl Background 11+hy tho City nitiated an Internal kuk Assessment • 10 dif i�rent business units • Multiple Physical Ic�auons • limited staff resnurces • Supperts the C ity's Fiscal & budgetary Policy • Gives C ity Manager, Directors & Finance responsibihtie5 • Provide guidanre for those responsibilities • Nut requested by auditors, and is not an independviit audit mffi test ng Goal of the Internal kisk Assessment • Fnsure risk m t gat on and risk acceptance levels are appropriate% • Set up framework for continuaus improvement over time 2018 RFP -- Internal Ri5k Asses5ment • Plante Moran selected Brewer explained how the risk assessment is different from a financial audit. She explained that it is a collective report of all City departments. Brewer noted the City's Controller, Elaine Wilson, and thanked her for her help and hard work with the project. She also thanked Plant Moran and said it was observed that hiring an objective consultant can identify blind spots and she was grateful for the resource. Brewer went on to describe the methodology that was used for the assessment. . .._ •....I141,,r 111\4\�• Methodology January 2018 - Executive Team set objectives and identified Risk Universe • Plante Moran started with 90 risks used with all types of clients • Executive Team narrowed City of Georgetown Risk Universe to 35 risks • Executive Team assigned an owner to each risk for future mitigation Feb 2018 - Departmental meetings with Plante Moran • Plante Moran met with each department to assess the Inherent and residual risks of the risk universe in each key business department • The primary means of collection of Information was done through interviews of City staff and not traditional accounting audit testing • Plante Moran identified current methods departments use to mitigate these risks • Plante Moran recommends future mitigation strategies May -- September 2018 - Review of Findings, Management Response • Follow up and validate initial findings with departments, consultant • Review mitigation strategies, work plan and resources • Preparation of final report Key Definitions were listed and described. Mill m rn•1 k)%1. Aut"aa—ii"I Key Definitions Inherent Risk • the perceived impact and likelihood associated with a process or activity that exists simply from the perspective of its current environment BEFORE consideration of mitigating activities such as insurance, internal controls or other risk treatment strategies. Residual Risk • the level of impact and likelihood of an adverse event occurring to Impede the City, Department, and/or Processes from achieving success AFTER Identifying and testing of management's mitigating activities and internal control structure_ Velocity the speed assessment of how quickly a risk will impact the organization • Fast • Moderate • Slow Brewer spoke on the Inherent Risk Elevation Criteria and the rankings for Impact Criteria and Likelihood Criteria shown on the report. Inherent Risk Evaluation Criteria wtrrra n n.re arra r aM � s [r• mv�e p. ray She spoke on a graph showing the number of risks by department, the coloring indicating weight based risk ranking. She listed the key business departments. Weighted Residual Risks by Key Business Department (KBD) • The graph on 4 llowing slide shows number of risks by department, and coloring Indicates weight based on risk ranking. Key business departments are hsted below I. :AIR'il,lvri W, GUS,G—Vea". 3 Srlc INRG) Energy Sen-im _. iASN'I At rW Smites 15. (PLH! Plai—nrHoming 3. (ATTi Coy Attorney 16. (HURT Mvnan Rewuner. 1..COD) Cade bforc- O't 17. IBINSI BuJ&,% Irapemon Scn,. S• (CION) Co 'imtio IB. LITS) i-4mptlatio. Technoloar Senior 6 (CRTi.Nur.citvlCotm 10. (LIB,tibrary f IJS) Ciuw—er Carr i Consertiation 20. (MR) Cow AU Ser's Offl c S, C\`8j Com ntilon & 1'urtor a Bureau 21, JIM P,d & Re: 9. (ECO) Ecwv"c Dnrlapmere :.�la.n 22. (SEC) Sermury , Rnorda Street 10 JNGI GUS Seat— GIS 23, ISUM Solid Wate & P—dine It (nN) Finance. Pu"m6ng & Payrd 24. (TSP) Tranlportxwn 12 iGFD! Geo,Vtown Rrc Depa,tment 25. IN'SVI Water S—i- 13 k6PO) Grogrto— Police D""merrt r•ssr l,wo d r:•r•s rtsr d �L4B♦� r•rr umrr "V- l n./•mt f.7n� t (WO e a 7 l Irri•1 wtrrra n n.re arra r aM � s [r• mv�e p. ray She spoke on a graph showing the number of risks by department, the coloring indicating weight based risk ranking. She listed the key business departments. Weighted Residual Risks by Key Business Department (KBD) • The graph on 4 llowing slide shows number of risks by department, and coloring Indicates weight based on risk ranking. Key business departments are hsted below I. :AIR'il,lvri W, GUS,G—Vea". 3 Srlc INRG) Energy Sen-im _. iASN'I At rW Smites 15. (PLH! Plai—nrHoming 3. (ATTi Coy Attorney 16. (HURT Mvnan Rewuner. 1..COD) Cade bforc- O't 17. IBINSI BuJ&,% Irapemon Scn,. S• (CION) Co 'imtio IB. LITS) i-4mptlatio. Technoloar Senior 6 (CRTi.Nur.citvlCotm 10. (LIB,tibrary f IJS) Ciuw—er Carr i Consertiation 20. (MR) Cow AU Ser's Offl c S, C\`8j Com ntilon & 1'urtor a Bureau 21, JIM P,d & Re: 9. (ECO) Ecwv"c Dnrlapmere :.�la.n 22. (SEC) Sermury , Rnorda Street 10 JNGI GUS Seat— GIS 23, ISUM Solid Wate & P—dine It (nN) Finance. Pu"m6ng & Payrd 24. (TSP) Tranlportxwn 12 iGFD! Geo,Vtown Rrc Depa,tment 25. IN'SVI Water S—i- 13 k6PO) Grogrto— Police D""merrt Weighted Residual Risks by Key Business Department (KBD) Brewer noted that the Residual Risk Rating Distribution led the team to concentrate on the 7 Highest Rated Residual Risks (out of 33). 1. IT Cybersecurity Governance 2. Utility Market 3. IT Asset Management 4. IT Access Management 5. IT Contingency Plan 6. Legislation 7. Segregation of Duties Each of the 7 Risks was shown and discussed. Top 7 Findings/Response - IT Risk 1 Cjbors --unty Governance • City has ad hor serwrity programs • City needs tc for rnaii,e a coinureYnansive :nfunnaten Security Piugrani, ,yherse;uritY Policy and prrvorlurf� • Current uutiativo • IT C atalyst STralegit Plan Dcr.ument policies • Develop and deploy utysvidk�cybersecunly trammg 2 secunty audits • Payment Card Industry audit • TLvufaclur authentication • Hire Lead System5,,curily Analyst positinn ti, rrr. ■ '.n til tI1 %"5' Top 7 Findings/Response - Other Risk 2 - Energy Market • The City ha, inherent financial risk in hedging energy demand and transm ssion congestion • The City should enhance forecasting to imprpve accuracy. and develop a alter native Strategies to meet peak domand • t_urrerlt initiatives. • Continue rate studies every 3 years • Conhnue building cont,ngenc,� reserves • Frequent financial monitoring and reporting to City Manager, 6US Board and Council • ExplOnng resource diversiheation options through Blcomberg grant and other studies his ' 7 �: :amu . �G,)r:r i Top 7 Findings/Response - IT Rask 3 - Data Classification • City has inventoried hardware and applications • City needs to nnreraory and classify data to create prccedures and controls • Current initiatives' • Class ficat i on of HR and Finance data during ERP project • Payment Card Industry compliance audit • IT Catalyst Strategic Plan • Document policies • Future initiatives' • Inventory and classify other types of data L-- W§ „ltd +taA I iw"mtnT Top 7 Findings/Response - IT Risk 4 - System Access Management • Access to systems, assets and facilities is limited to appropriate personnel • City needs formal access procedures put in place for each systern • Current initiatives; • Two factor authentication • Role based access plans for CIS and ERP systems • IT Catalyst Strategic Plan • Future Initiatives: Enterprise application access control policy and annual audits • Physical security audits with Facilities dept Top 7 Findings/Response - IT Risk i - IT Contingency Plan • City has a data hack -up and disaster recovery plan • City needs to develop Business Impact Analysis plans to guide recovery Current initiatives • Set up fail -over data center, conduct testing • Future untiatives: • Lead System Security Administrator to partner with Emergency Management Coordinator on business carrtinuity plans for City departments • Develop Business Impact Analysis plans k•►•••m•nt 71 Top 7 Findings/Response - Other Risk 6 -- Legislation • Existing and new state legislation adversely affects City's financial, operating or strategic autonomy and goals City needs to continue building relationships with local legislators and monitoring state affairs • Current initiatives: • Government affairs advisory contract • Council strategies and tactics on influencing State government Risk 7 - Segregation of Duties Various financial duties and systems access are segregated within and across departments • City needs to evaluate dunes and enhance controls in various locations and systems • Current initiatives' • Review and update of segregations in CIS and ERP systems • Add cameras to cash handling locations • Emphasize segregation of duties dunng quarterly financial trainings • Partner with If on risks 1, 3, 4 and `, Brewer detailed the Conclusions. • Rapid growth in the community and organization is applying pressure to resources and systems • Assessment was a partnership with industry experts and City staff/management from all areas of the City • Disparate information across the organization is documented in one place • IT was reviewed in the most detail, due to the reliance on systems for provision of services Concentrated risks in IT Resources added in FY19 to mitigate risks • Initiatives are underway to mitigate high risks Medium and low risks are also being addressed • Ongoing effort and long-term commitment to review risks Risk owners to create teams to work on action plans Review assessment and action plans during annual budget process Brewer noted that there were no major surprises in the report. She explained that the City's rapid growth has applied pressure to the operations and procedures. Brewer said that when the report was presented to the General Government and Finance Advisory Board (GGAF) they had recommended keeping the information in the forefront at all times. Mayor Ross asked about disaster recovery. He asked if all of the City's information is on one server. Brewer said all information is not on one server, but all servers are in one location. Ross asked if all data is backed up in real time. Chris Bryce, the City's I.T. Director explained the backup procedures. Brewer explained that a second data center is planned at the Public Safety Facility. Mayor Ross said this is not in another time zone. Bryce said data is backed up to the Georgetown Municipal Center across town every 15 minutes and can go back 9 months, so the City is implementing a 2nd facility now. Ross asked about a tornado at City Hall and the utilities building and how long it would be before new computers would be up and running. Brewer said this is currently unknown but is being worked on. Ross asked when this will be known. He said the City cannot be without a business continuity plan. Councilmember Gonzalez asked if data is backed up to the cloud. Bryce said no. Gonzalez said it is important to backup to a facility at least 200 miles away or to the cloud. Brewer said the new ERP system will be backed to the cloud. Ross asked why the City doesn't have a server on the west or east coast. He explained that a natural disaster could wipe out everything in a region. Brewer said Georgetown is actually further ahead than most cities, but not other industries. She explained that cost is a factor. Ross said the risk must be examined and asked if this would be part of this exercise. Brewer confirmed that staff will be working on a business continuity plan. Ross asked staff to seriously consider services that back up data in different time zones. City Manager, David Morgan, explained that a business continuity plan will be done in conjunction with the public safety emergency management plan. Morgan said staff is working through this and will come back to Council with follow-up. Mayor Ross recessed the meeting to Executive Session under Section 551.071, Section 551.072, Section 551.074, Section 551.086 and Section 551.087 at 4:54 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. Sec. 551.071: Consultation with Attorney Advice from attorney about pending or contemplated litigation and other matters on which the attorney has a duty to advise the City Council, including agenda items Sec. 551.072: Deliberations about Real Property Wastewater Easement, Berry Creek Country Club -Berry Creek Interceptor -- Travis Baird, Real Estate Service Manager Sale of Property at 101 E. 7"' 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. 551:088: Certain Public Power Utilities: Competitive Matters - Quarterly Financial FY18 Q4 Electric Updates — Chris Foster, Resource Management and Integration Manager Sec. 551:087: Deliberation Regarding Economic Development Negotiations - Downtown Utility Upgrades - Project Legacy Adjournment Mayor Ross adjourned the meeting to begin the Regular City Council Meeting at 6:00 PM. Approved by the Georgetown City Council on Date Dale Ross, Mayor Attest: City Se ary