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HomeMy WebLinkAboutMIN 03.26.2019 CC-WMinutes of a Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, March 26, 2019 The Georgetown City Council will meet on Tuesday, March 26, 2019 at 3:05 PM at the Council Chambers, at 101 E. Th 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 808 Martin Luther King Jr Street, Georgetown, TX 78626 for additional information; TTY users route through Relay Texas at 711. Mayor Dale Ross called the meeting to order at 3:05 PM. All Councilmembers were in attendance: Mayor Dale Ross; Anna Eby, Councilmember District 1; Valerie Nicholson, District 2; John Hesser, District 3; Steve Fought, Councilmember District 4; Kevin Pitts, Councilmember District 5; Rachael Jonrowe, Councilmember District 6 and Tommy Gonzalez, Councilmember District 7. Staff in attendance — David Morgan, Laurie Brewer, Charlie McNabb, Wayne Reed, Jim Briggs, Karen Frost, Paul Diaz, Jack Daly, Glenn Dishong, Michaela Dollar, Mike Babin, Leigh Wallace, Glen Holcomb, Julie Casaubon, Fred Pitcher, Keith Hutchinson, Octavio Garza, Leticia Zavala, Chris Foster, Tadd Phillips, Dillon Saunderson, Debbie Mitchell, Christi Rawls, Renee Palmer, Trish Long, Chief John Sullivan, James Foutz, and Ray Miller. Policy Development/Review Workshop — Call to order at 3:05 PM A. Overview and presentation of the Electric Resource Management Assessment to discuss Scope of Work and Project Plan from Schneider Engineering -- David Morgan, City Manager Morgan introduced the item and Steve Moffitt of Schneider Engineering, Ltd. Moffitt explained Schneider's project approach in conducting the audit. They are an electrical engineering firm, based out of Boerne, and College Station. Moffitt explained their services and introduced the team members and their experience. They work mainly with municipal utilities and show how they can mitigate risk. They are focused on best practices for the city moving forward. They expect to be back in mid-May with results and recommendations. Fought wants to determine other items in the scope, i.e., to discuss whether the city should stay in the utility distribution business. It was explained this audit does not include that, but can be addressed in a later task if requested. They also provide regulatory support. National Electric Regulatory Commission (NERC) standards are reviewed as well for the city. Jonrowe asks if there are overlaps with review with the current management and Moffitt responded they did not believe so. Jonrowe asked if the consultant would also provide meetings for the general public and they responded yes. She asked about other scopes of work and their costs. Morgan responded that right now they are just reviewing the complexities of the situations of the purchased power costs and this is the current scope and for timeliness, this audit is focusing on that, not the validity of maintaining the award winning utility or that supply. They will not be reviewing the purchased power or the evaluation of the electric rates and transactions. This report should be available on May 14, with the evaluation of the portfolio manager after that. Hesser asked how many responses were received for the RFP. Morgan responded there were five received from the nine solicited and the web posting. Schneider was chosen based on the highest score. Hesser expressed concerns that this expense is not providing the results or information that Council needs to make better decisions. Hesser asked if any recommendations can already be made. Moffitt says they have not completed enough of the review to determine what was done and what can be done in the future. Eby expresses appreciation for the tool to make better decisions for the electric fund. She asked if this was also reviewing the role of the GUS Board and the input into the process that they have. Moffitt replied that is included. She asked what type of information was being provided. Moffitt explained they had been interviewing staff and have sought many records and they have received it all in a quick turnaround and with total cooperation from the staff. She also stated that this contractor has been highly recommended by the previous CFO and she asked if that would cause any conflicts with them. Moffitt stated he does not have any problem giving the information that is discovered. B. Presentation and discussion of the City's annual year-end external audit and Comprehensive Annual Financial Report (CAFR) for the fiscal year ended September 30, 2018 -- Elaine S. Wilson, Controller and Weaver Tidwell, LLP Wilson introduced her finance team, which she accredited with filing the CAFR. She explained that the CAFR is prepared according to standards set by Governmental Accounting Standards Board (GASB) and Generally Accepted Accounting Principles (GAAP). This demonstrates fiduciary accountability to citizens, bondholders and granting agencies. It also includes historical data so that trends can be reviewed and data shown for net and gross positions. Wilson spoke for a change in position which Gonzalez clarified means that the income was more than the expenses. She explained that they took a modified approach to Street Assets and it is conducted every three years and good condition is expressed as an 85 on a 100 point scale, which means the streets are in good condition, and the streets are currently in good condition as assessed in 2018 at 85.5. She also stated there has been an increase in governmental revenue which includes sales tax, property taxes, EMS revenues and utility revenues due to growth. Expenses also increased due to operations and personnel growth across the board. Adam McCane„ the Auditor with Weaver was introduced. He has been working with the accounting department since August 2018. They have performed an audit of standards, a single audit of federal awards in compliance with federal standards and then compliance with all regulations and standard practices. They provided a ROI -based approach of capital expenditures and capital projects and revenues. They gave walkthroughs of accounting controls over significant transaction cycles. The only major program for a federal assistance program is the airport runway project. They say that we have an unmodified opinion on the financial statements and only one material weakness in internal controls, which was a delay in reconciliations of bank statements. There were no material misstatements once they were done, however the recommendation is that bank reconciliations should be completed and reviewed on a regular basis. He stated that the city does have many controls and this is only one of the many internal controls that the city utilizes. There were no fraud or illegal acts, no other anomalies and the management estimates were evaluated and determined to be reasonable. There were no difficulties or disagreements with management. The final document will be available at city hall and online. Hesser asked about a policy for long-term contracts such as for electric and utilities. Weaver stated there is a policy in effect that the city discloses the existence but does not report a loss or gain for those on the financial statements. That information might be reviewed on the income statement of that fund. C. Presentation and discussion of the 2019 Water Conservation Plan -- James Foutz, Marketing and Conservation Manager/Leticia Zavala, Customer Care Director Foutz discussed the update of the 2019 Water Conservation Plan Update. He reviewed the mission statement and goals of the plan. This is a state legislative requirement which must be reviewed every five years. The goal is to reduce the amount of water used and lost. Significant progress has been made over the last five years. They are looking to reduce demand and improve water loss monitoring and reporting. They are working on rebates and incentives to improve irrigation efficiency and or reduce water use. Currently the city has an on -staff licensed irrigator who also completes evaluations in response to high water use. The outcomes of the plan are to develop rebate and incentive programs focusing on irrigations, improve and/or develop partnerships with key community organizations, provide targeted communications to customers, and minimize impact of irrigation schedule on the peak demand (by modifying three day per week watering schedule to two days per week). Gonzalez asked about the high development in the area and asked how to allow landscape requirements to reduce the amount of water needed to maintain all those lawns. Jonrowe asked if it was possible to pull the information of the amount of water needed for different types of yards and the different geographical types to determine which areas use more water. Jonrowe suggests looking at different options of how to reduce use. Pitts asked Foutz what the city requirements of artificial turf and if that was an option. Morgan explained that the city has impervious cover standards and can look into the suggestions to look at other options for landscaping and yards. Foutz spoke to improving outreach by hosting an annual lunch with local irrigators and working with the Sun City Water Matters Committee, elementary schools and southwestern University. He discussed the current watering cycle of watering on three days a week, no watering on Mondays. Last summer the city entered into Phase 1 of the Drought contingency plan. The city is now proposing a two day watering schedule for three different cycles. Other surrounding cities are already on a two-day watering schedule. This will change the Drought Contingency Plan as well, with phase 1 being moving a no -watering day to one day per week. This will make it consistent with entities using Lake Georgetown for water supply. This item will be brought back to council on April 91h and April 23rd and taken to the water board on May 15t. D. Presentation and discussion concerning GoGeo and Rideshare Pilot Programs -- Octavio Garza, Public Works Director and Ray Miller, Transportation Coordinator Garza introduced his guests from the Health Foundation and Ray Miller, the new Transportation Coordinator. Miller presented the numbers showing a 21% increase on fixed route and paratransit routes in FY 2019. That is due to the bigger increase in the Wolf Ranch Parkway Route and the Williams Drive Route. He gave an operations comparison for the first year, and total ridership numbers since August 2017. He showed the highest use routes and highest used stops. He shared the budget for FY 18 and FY 19. Georgetown Health Foundation and City of Georgetown give money to the program, as well as Capital Metro. He gave the Performance Measures. Fought appreciated the measures being shown and says this is not growing as much as had anticipated and with one more year, the numbers are not showing this is a sustainable program. He asked about the commitment of the other investors. He does not feel the numbers are being met. Miller gave a performance report and summary. Total rides in FY 2018 is 22,755 with the cost per ride at $36. Cost for FY 2018 COG is $15.70 per ride ($357,439) and $24.50 per ride by local match - COG and Healthcare Foundation ($557,439). FY 2019 rides so far are 8,258 with the cost per ride at $42 and cost for Georgetown is $9.00 per ride. Paratransit performance was rated and shows a consistent level of ridership averaging 359 rides per month. This service was funded by a Federal grant through CAMPO and would have to be re -approved annually. If unfunded by CAMPO, the city will be responsible for the $48, 974. Scheduling of the trips is becoming more difficult and harder to meet the demand. Advertising Revenue will be added this month with OneTouchPoint selling the marketing. The City of Georgetown will utilize all of its social media platforms to get the word out about the ability to advertise on GoGeo Buses. The next steps will be to finish those contracts and install the advertising for revenue. Small changes can be made to the system, such as stopping at an altered route. However, if a change impacts more that 25% of a route or the system then a formal process must be taken to Council and Capital Metro. The CapMetro, CARTS and city staff are looking at changes to the orange and purple routes and adding a shelter and sidewalk at the Walmart stop on Wolf Ranch Parkway. Council discussed options going forward. Morgan said other options are being considered going into the budget season. Morgan reported another update can be given this summer. Eby suggests moving forward to look at the routes and consider going through the process to change those. Look into what can be considered to meet the needs of the people. Council discussed the Lyft program and options. Miller provided statistics of the Lyft program that ended in November 2018. Council appreciated the program. The program budget was $25,000, where the rider pays a $2 base fee, and the city subsidizes the ride up to $10. Each user receives 10 rides per month. This program could only be used within the city limits. The total trips subsidized was 863 with the average subsidy being $7.00 per trip. The Council will consider these subsidies again in the next budget cycle. E. Presentation and discussion on Zebra Mussels -- Glenn W. Dishong, Utility Director Dishong gave a presentation about the mussel. These mussels are non-native and are fast growing. They were discovered in Lake Stillhouse Hollow in 2015 and DNA of the mussel was found in Lake Georgetown in 2016. And now the full mussels have been discovered in Lake Georgetown. When they are alive, they limit the flow in pipes and prevent proper valve operation. They can damage pumps but they do improve water clarity. However, when they die off they make the water taste and smell bad. Which is also an effect of killing them. In 2016, Brazos River Authority (BRA) detected the mussels near the Williamson County Regional Water Line Intake. BRA is taking operational efforts to prevent the spread. They have looked into trying to control the mussels and have a final report due in July 2019 on recommendations. Georgetown, Round Rock and Brushy Creek, users of Lake Georgetown, are using Sodium Permanganate to chemically treat the mussels. This will control their growth in the intake structure so that the mussels don't die off in the main water supply. Another option is to use EarthTEX QZ, which is determined to be effected at low doses and reduces algae, with an annual chemical cost of $80,000. Dishong reported future zebra mussel actions include developing a plan to initiate chemical dosing and removal, an initial temporary system completed by May 31, 2019 and the final system completed by next summer. Mayor adjourned this meeting to Executive Session at 5:13 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 Sec. 551.086: Certain Public Power Utilities: Competitive Matters • Purchased Power Update 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 r City Manager Adjournment Mayor Ross adjourned the meeting to begin the Regular City Council Meeting at 6:00 PM. Approved by the Georgetown City Council on 'Za1 Date Dale Ross, ayor Attest: City Secretary