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HomeMy WebLinkAboutMIN 03.10.2020 CC-WNotice of Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, March 10, 2020 The Georgetown City Council will meet on Tuesday, March 10, 2020 at 3:00 PM at the Council Chambers, at 510 West 9th Street, Georgetown, TX 78626. 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 for additional information; TTY users route through Relay Texas at 711. Mayor Pro-Tem Nicholson called the meeting to order at 3:00 p.m. The following Council Members were in attendance: Mary Calixtro, Council Member District 1; Valerie Nicholson, Council Member District 2; Mike Triggs, Council Member District 3; Kevin Pitts, Council Member District 5; and Rachael Jonrowe, Council Member District 6; and Tommy Gonzalez, Council Member District. The following Council Members were absent: Mayor Dale Ross and Steve Fought, Council Member District 4. Council Member Gonzalez arrived at 3:59p.m. during Item C. Policy Development/Review Workshop - Call to order at 3:00 PM A. Presentation and discussion regarding the City's annual year-end external audit and Comprehensive Annual Financial Report (CAFR) for the fiscal year ended September 30, 2019 -- Elaine S. Wilson, Controller Leigh Wallace, Finance Director, presented Item A, as Wilson was not available. She provided the background, terms, reporting requirement and audience of the report. Wallace noted that it is an independent audit performed by outside independent audit firm that is selected by Council; conducted in compliance with Government Auditing Standards that provides assurance of accurate reporting and financial integrity and compliance with policies. She then noted the contents of the report and reviewed the Summary Statement of Net Position (in thousands) and Summary Statement of Activities (in thousands). Wallace explained the modified approach to Street Assets that was adopted in 2005 for streets infrastructure which allows an option for reporting the condition of the infrastructure instead of depreciating the infrastructure and provide accountability to maintain streets. She added that Council adopted a pavement condition index (PCI) of "85" to maintain the streets in "good" condition and those are reviewed every 3 years and when last reviewed in 2018 the condition rated at 85.5. Wallace then turned the presentation over to Adam McCane from Weaver and Tidwell who conducted the audit. McCane explained the audit process and six stages of the audit cycle that includes continuous communication between the auditor and the City. He added that Weaver and Tidwell performed the audit in accordance with Generally Accepted Auditing Standards (GAAS) and Generally Accepted Government Auditing Standards (GAGAS) and performed tests of the City's compliance with certain provisions of laws, regulations, contracts and grant agreements, including items such as compliance with PFIA. McCane noted that the audit process uses a risk -based approach with focus on the specific risks of expenditures and related liabilities; revenues and related receivables; cash and debt investments; and long-term debt. He added that there are tested internal controls over financial reporting including cash disbursements and payroll. McCane explained the audit results and that an unmodified report is expected to be issues with no material weaknesses identified, no reported significant deficiencies that are not material weaknesses and no noted noncompliance material to financial statements. He then reviewed the required communications that include the Auditor's responsibility under generally accepted auditing standards (GAAS); Auditor's responsibility under Government Auditing Standards; unusual transactions and the adoption of new accounting principles; difficulties encountered; management presentations; auditor independence; other information contained in documents containing audited financial statements; management judgements and accounting estimates; audit adjustments and passed adjustments; other material written communications between Weaver and Tidwell and the City; and the status of prior year audit, with explanations of each communication. Triggs asked about the third party review of pension reports and review of those. McCane responded that the auditors do review those. Triggs asked if the pensions are at sufficient levels. McCane responded that that was not part of the discussion. Wallace noted that Georgetown is 85.5% funded which is considered very good. McCane stated that the City falls into range with other cities. Nicholson thanked staff and asked when the popular report is released. Wallace responded in the Spring. Nicholson noted that the CAFR will be available on the web for the public. Wallace responded yes and noted that the CAFR is attached to action item on regular meeting and will include the document on financial transparency website. Wallace gave the Audit summary which notes that the City received an unmodified opinion on the financial statements and that the City did not meet the threshold for a single audit in FY2019, so no SEFA required. She then reviewed the required communications. B. Presentation and discussion regarding the City's Quarterly Financial Report, which includes the Investment Reports for the City of Georgetown, Georgetown Transportation Enhancement Corporation (GTEC), and the Georgetown Economic Development Corporation (GEDCO) for the quarter ended December 31, 2019 -- Paul Diaz, Budget Manager Diaz presented and reviewed the General Fund revenues noting that General Fund revenues total $20.7 million, or 27.5% of budget and year to date, revenues exceed last year's first quarter revenue by 22.33%. He added that there are several reasons for this large increase year-to-date and year -over -year which include: sales tax trends and one-time payments; development fee trends and one-time payments; and property tax valuation growth. Diaz explained that sales tax is the largest segment of revenue in the general fund and the sales tax revenue through first quarter totals $1.6 million, or 9.3% of budget. He added that sales tax is two months in arrears and first quarter returns were 12.3% higher than last year's collection, or $180,863 in the general fund. Diaz also noted that core sales tax sectors of retail, food, and information; the City had new large retail businesses; there was a one time in nature payment received in the month and the second quarter year-to-date returns are tracking higher; $5 million received in General Fund,19.5% increase year over year for the same period. He then noted that property tax is the second largest revenue segment in the fund and property tax revenue for the first quarter of FY2020 is up 12.1%, or $928,577 from the first quarter of FY2019; and through the first quarter of FY2020, collections total 57.9% of budget and after the first quarter in FY2019, property tax collections totaled 55.2% of budget. Diaz noted that development related revenue continues to be very strong and in the first quarter, development related revenue totals $1.9 million, or 55.7% of budget, while the City continues to witness growth in building permits, the large increase in revenue is related to a Master Development Fee the City received from a Municipal Utility District. He then stated that Parks and Recreation revenue totals $415,577 through the first quarter and this represents an increase of 3.2% from the first quarter of FY2019, and year to date, Parks and Rec revenues are at only 17.1% of budget. Diaz noted that Garey Park revenue totals $78,688, or 19.7% of budget and it is anticipated Garey Park revenue to increase in the spring and summer months. He continued that the Return on Investment (ROI) totals $1.9 million through the first quarter, or 24.2% of budget and the City collects a ROI on the electric, water, and stormwater utilities. Diaz continued that EMS Revenue through the first quarter totals $708,666, or 25.2% of budget and sanitation revenue through the first quarter totals $2.6 million or 25.7% of budget. He stated that the City's two largest revenue streams, property tax and sales tax, are projected at or above budget and other revenue streams like EMS, Parks and Rec fees, and development related revenues and fees continue to grow with population and new development. Diaz then noted that overall, general fund revenues through the first quarter are in line with budget. He stated that overall expenditures (personnel, operations, capital, and encumbrances) through the first quarter total $19.9 million, or 26% of budget with total salaries and benefit expenditures through the first quarter total $11.46 million and operational costs that total $7.48 million. Diaz then reviewed the following table: Expenditure _ Administrative Services Personnel Expense 2,197,819 535,495 24.4% Operations Expense 593,378 181,941 30.7% Administrative Services Total 2,"1,197 717,436 25.7% Community Services and Finance Personnel Expense 7,741,091 1,862,685 24.1% Operations Expense 5,432,479 1,608,478 29.6% Community Services and Finance Total 13,173,570 3,471,164 26.31Y. Development & Planning Personnel Expense 2,446,509 638,925 26.1% Operations Expense 603,820 169,886 28.1% Develo ment& Planning Total 3,050,329 808,811 26.5% Fire Services* Personnel Expense 16,051,814 4,445,951 27.7% Operations Expense 4,131,210 1.068,575 25.9% Fire Services Total 20,184 023 5,514,S26 27.3% Public Works & Environmental Services Personnel Expense 1,888,823 368,395 19.5% Operations Expense 10,815,154 1,858.446 17.2% Public Works & Environmental Services Total 12,703,977 2,226,841 17.5% Police Services Personnel Expense 13,851,885 3,613,388 26.1% Operations Expense 3,877,334 1,035,171 26.7% Police Services Total 17,729,219 4,648,559 26.2% Diaz stated that property tax, sales tax, and development revenues are very strong through the first quarter and expenses are tracking according to budget. He noted that Electric operating revenues total $20.4 million, or 22.5% of budget and Electric sales revenue, the largest component of revenue, totals $19.6 million, or 22.9% of budget through the quarter. Diaz said that Electric revenue sales are typically higher in the summer months when consumption increases and operating expenses total $19.5 million through the quarter, or 23.2% of budget, while purchased power expenses total $13.9 million, or 22.6% of budget. He added that non -operating revenue is budgeted at $4.8 million, with year to date, non - operating revenues total $226,117 and the largest portion of non -operating revenues are bond proceeds. Diaz continued that the City plans to issue revenue bonds later in the spring as part of the City's annual debt sale and non -operating expenses are budgeted at $8.3 million with year to date, expenses totaling $1.05 million for capital improvement projects. He stated that the Electric revenues and purchase power are tracking according to budget while staff continues to meet every two weeks regarding the electric fund and staff will continue to monitor the seasonality of purchase power and revenues. Diaz explained that overall water revenue totals $20.4 million, or 32.9% of budget with water, wastewater, and irrigation sales revenue through the first quarter totals $11 million, or 24.8% of budget and Capital Recovery Fees total $7.3 million. He continued that over the past three years, the fund has seen higher than budget Capital Recovery Fees due to the growth and new development in the City. Diaz said that water operating expenses total $12.8 million, or 31.75% of budget with several large contracts already encumbered for the year, so the quarterly overage is not a concern and non- operational expenses total $3.8 million, while noting that these non -operational expenses are capital improvement projects that normally span multiple years. He continued that the Hotel Occupancy Tax (HOT) revenue totals $249,317 for the first quarter of FY2020, or 19.2% of budget and HOT revenue is typically higher in the spring and summer months. Diaz stated that the year to date expenses in the Convention & Visitors Bureau Fund total $460,345, or 31.9% of budget and the fund is budgeted to finish FY2020 with a fund balance of $1.4 million and able to cover the 90-day operational reserve. He reported that the Airport revenue totals $920,375, which represents 23.7% of budget and through the quarter, fuels sales total $681,825, or 23.5% of budget. Diaz said that expenses in the Airport fund total $2.47 million, or 68.5% of budget and $2.2 million of the year to date expenses is fuel related encumbrances, while overall, both revenues and expenses are tracking well relative to budget and the fund is budgeted to end FY2020 with $1.2 million in fund balance and meet all its debt service and contingency requirements. He then explained the chart below: Investment Report CITY 10/1/2019 12/31/2019 Total cash and investments 178,886,821 204,262,741 Average Yield 2.29% 1.90% GTEC 10/1/2019 12/31/2019 Total cash and investments 20,551,884 21,571,214 Average Yield 2.31% 1.95% GEDCO 10/1/2019 12/31/2019 Total cash and investments 8,248,890 8,602,528 e Yield 2.15% 1. Diaz then provided updates on Capital Projects noting that Fire Stations No. 6 and 7 have site paving complete, HVAC has been installed, buildings have permanent power and they are expected to reach substantial completion by the end of March. He stated that the Lake Water Treatment Plant Raw Water Pump Station improvements continue with nine 24-inch slide gates to increase the max flow for plant and scheduled for completion March 2020. Diaz noted that the Berry Creek Interceptor will be approximately 15,000 linear feet of 36-inch wastewater from the existing lift station at Sun City to the Berry Creek lift station and it is scheduled for completion in the 2nd quarter of FY2020. He continued that the Pecan Branch Wastewater Treatment Plant expansion takes the existing plant from 1.5 million gallons to 3 million gallons of treatment capacity and was completed in August 2019, while only minor punch - list items remain. Diaz said that the Braun Elevated Storage Tank is a 3 Million gallon a day tank with scheduled for completion May 2020. He added that FM 971 is currently relocating utilities and once that it complete, TxDOT is expected to bid the project in the summer of 2020 with an anticipated completion in 2021. Diaz stated that Leander Road project is currently under design and working through issues of hike/bike/pedestrian improvements with minimal ROW take, while the Northwest Blvd Bridge is currently under construction and expected to be completed late 2020/ early 2021 (calendar year). Pitts noted differences in data from presentation and the report provided. Diaz responded the he will double check are report back to Council. Pitts asked what months are covered in the current period. Wallace responded that the current period includes up to December. Pitts asked about a noted mentioned that was not provided. Wallace responded it was noted in error. Pitts asked how often the City pays its debt service. Diaz responded twice a year. Pitts noted that the City has already collected half of its debt service for the year in the first quarter. Diaz responded that was correct. Pitts asked if that trend was normal. Diaz responded that staff was conservative regarding budget because development can stop. Pitts stated that being conservative was smart and he was curious about the trend. Diaz responded that it is similar to being conservative on the sales tax side. Pitts noted the several water related project updates and asked if more treated water would be available. David Morgan, City Manager responded that the City has contracts to achieve that and staff is working with City of Round Rock with items coming to Council in March and April. Council had no additional questions or comments. C. Presentation and discussion regarding Water Planning, Infrastructure, and Rate Update 2020 -- James Foutz, Marketing and Conservation Manager; Leticia Zavala Jones, Customer Care Director; and Glenn Dishong, Water Utility Director Foutz presented and reviewed Water resources planning and noted that the supply includes surface water, ground water, and conservation; infrastructure includes Lake Georgetown, BRA Pipeline, wells; the State Water Plan is updated every 5 years with a 50-year planning horizon. He then noted that the System Capacity Planning includes priorities consisting of domestic use, fire flow, and outdoor use; infrastructure including treatment plants, pumps, water lines, and storage tanks; and the Water Master Plan that is updated every 5 years with a 20-year planning horizon that outlines CIP needs. Foutz explained the current resources and capacity including a water supply of 53,795 acre/ft of raw water including a surface supply of 45,707 acre/ft with Lake Georgetown having 6,720 acre/ft and Lake Stillhouse Hollow having 38,987 acre/ft and a groundwater supply of 6,888 ac/ft (Edwards Aquifer). He continued that the water treatment capacity is 47 million gallons per day (mgd). He then reviewed the Water Planning - Future Resources and Capacity (Master Plan) chart: low Water Resource Availability .. .,ti' .i :a' . ni s.'L° \4t .4. off• orb i�' .��� cti� s.M4.' .c� 3ti� `� �} v� 3'T 3'�0,�'r ` �p� . ha ,y$*5 �F'. t?r d'� aS' �' p 1' ] 7 4 1' t 1 i L• i l t` 7 t t Total Water (ac/ft) Blanchard Water Agreement — -Average Demand —Average Demandw/Conservation Foutz then reviewed the Water Planning - Future Resources and Capacity (Current Use and Growth) chart: Water Resource Availability f-p-l",?.4141-#1 19 cp,e:rlo+1� 1' 9 r�tynRr"1, 111p''Ile 4. 1¢1"11;1le e 1191' ,t5�le,!;'_e _�'1 "it I$4. ' Total Water (a(/ft) Blanchard Water Agreement I Future Water 5upplies ----Average Demand —Average Demand W/Conservation Foutz reviewed the City resources and capacity that include potential future resources of surface water from Round Rock (Lake Travis) of 4,480 acre/ft and Leander (Lake Travis) of 1,200 ac/ft (2,400 connections) in addition to ground water from Corrizo-Wilcox of 28,000 acre/ft (56,000 connections) and Aquifer Storage and Recovery (ASR) East Williamson County. He then explained that planned capacity and planned capacity improvements that include capital improvements in 2020 of Round Rock Interconnect #2 (1 MGD) costing $70,000, Leander Interconnect and Customer Transfer (4.5 MGD) costing $250,000, Lake Water Treatment Plant Engineering, and South Lake Water Treatment Plant engineering; 2022 improvements including Round Rock interconnect #3 (3 MGD) costing $10,000,000 and Lake Water Treatment Plant expansion/construction (8.8MGD) costing $30,271,000; and 2025 improvements including South Lake Water Treatment Plant/construction (22 MGD) costing $58,577,000, and South Lake Water Treatment Plant transmission lines costing $59,160,000. Pitts asked about the agreements with Round Rock and Leander. Foutz responded that the City will be buying water from Round Rock and buying some water from Leander, as well as transferring some customers to Leander water. Morgan noted that when the City merged with Chisholm Trail Special Utility District (CTSUD) Leander intervened and through a settlement agreement agreed to take on Rancho Sienna customers. He added that Leander has made the need improvements to now take on those customers. Pitts noted the water currently being provided to those customers with now be available to the City for other use. Morgan responded that is correct. Pitts confirmed that both Round Rock and Leander will excess treated water that they will not be using that the City will then be able to buy. Foutz responded that is correct. Foutz then reviewed the Upcoming Rate Study that will have considerations and inputs including advancement of the CIP Plan, promoting efficient water use via tiers, and reviewing and validating existing fees. He added that the Water Rate Breakdown contains a base charge where 75% of fixed costs recovered in base rate; volumetric charge where 25% of fixed costs recovered in first tier; second through fourth tiers covers oversizing and acceleration and conservation initiatives; and the fifth tier for excessive use. Foutz explained the 2020 Rate Study and its base components and variable components. He provided a review of 2019 including summer impacts of continued to high growth, high temperatures through September that prolonged high use, utilizing the Drought Contingency Plan, and the accelerated CIP Plan. Foutz provided a geographic layout of 2019 Summer Usage and noted that 3,764 customers used over 40kgal in August 2019; a majority of high use is in the western half of the service area; and a portion of large lots are not subject to landscape standards. Nicholson about the rate study timeline. Morgan responded that it will be completed this summer to be included with the budget discussion. Jonrowe asked if there are plans to increase investment in conservation. Morgan responded that that will be covered in the next item. Pitts asked the Corrizo-Wilcox aquifer. Glenn Dishong, Water Utility Director, responded that the aquifer extends across a vast area of Texas. Pitts asked the RFI done by Round Rock about water. Dishong responded that is correct and some respondents included water from the Corrizo-Wilcox aquifer. He added that improvements will need to be made to bring the water here. Pitts noted that it is not currently contracted. Dishong responded that is correct. Pitts asked about who will get the contract. Dishong responded that several people are in process to try and access the water. He added that the City will study the water, be thoughtful, and work with regional partners to bring water to the area. Morgan stated that there are incentives for cities to work together. Pitts stated that water needs should be considered a regional issue. Council had no additional questions or comments. D. Presentation and discussion regarding the 2020 Water Conservation Strategies -- James Foutz, Marketing and Conservation Manager; Leticia Zavala Jones, Customer Care Director; and Glenn Dishong, Water Utility Director Foutz presented and provided a conservation overview noting that conservation is the cheapest resource in the State Water Plan and conservation impacts resources and system capacity. He explained that the conservation strategies for 2020 and beyond include: rebates and incentives with rebates being developed to improve irrigation efficiency and/or reduce water use and an Ordinance with requirements regarding soil depth and irrigated area adopted in 2014 and a two-day watering schedule adopted in 2019. Jonrowe asked bout the 2014 Ordinance and if staff can review data at the neighborhood level. Foutz responded that staff is reviewing pre -ordinance versus post -ordinance and there hasn't been much change. Jonrowe asked if staff had any ideas on why that was. Foutz responded that many of the large developments using City water are outside the City limits and hard to enforce. Jonrowe asked if there are plans to revisit the ordinance in the future. Foutz responded yes. Nicholson noted that the City has customers in the City limits, ETJ, and outside the ETJ and asked if all the customers are treated the same regarding non-compliance fees. Foutz responded that the City has not administered non-compliance fess to date. Morgan noted that the staff proposal is to start administering fees. Pitts stated that regarding enforcements such as no water Mondays, the biggest violators he has observed are commercial users. He then asked how those would get enforced. Foutz responded that the information comes in through customers, and there was a staff member would address complaints received by citizens. Pitts noted that sometimes it is hard to communicate with the right person. He added that he doesn't have a solution, he's just making a note. Morgan said that the City doesn't have resources to do enforcement at this time and staff wants to be more proactive going forward. Pitts stated that Sun City has many people who may be volunteers. Morgan stated that the City could do that, but someone on staff has to write the actual violation and certain training is required. He added that some commercial properties can't fit within time frame, but staff can work with them. Nicholson stated that it is likely that fees are not enough to change behavior of commercial users. Pitts stated he agrees and that he works for national company and doesn't know where sprinkler controls are, and this fee wouldn't even be brought to his attention. Foutz stated that those comments are in line with working with commercial customers. Foutz resumed presentation noting additional conservation strategies for 2020 and Beyond that includes researching Cities who have similar landscape and water use ordinances. He then provided examples of what Round Rock, Leander, New Braunfels, and Mansfield are doing. Foutz noted that to prepare for Summer 2020 staff is working on education and outreach including working with Sun City, having the Water Summit and utilizing the City's partnership with Texas A&M Agrilife. He also noted the Drought Contingency Plan and that three triggers are related to resource volume, capacity, and system failure. Foutz then noted the staff's conclusions and recommendations that include: create plan and move into ordinance enforcement while continuing with education initiatives and becoming more assertive in enforcement of rules; and the rate study review while further encouraging water conservation through rates and reviewing rate tiers and pricing. He then asked for council feedback and direction on the following questions: 1 — Are the enforcement policies still in line with Council intent? 2 — Any other considerations to be taken into account for the rate study? Gonzalez stated that conservation will always be the lead method. He then asked if the City has a rebate system for doing less sod or installing things that require less water and maybe looking at how much sod is allowed per home. Jonrowe state in that in response to question one she believes the policies are still in line and agrees with adding commercial tier. She then stated that in response to question two she agrees with the idea to continue conservation and rewarding people who are really conserving, and bills reflect that. Jonrowe added that converting lawns into wildlife habitat should be rewarded due to the growing concern for those habitats. Pitts asked if staff had data that supports certain types of sod leading to lower use. Foutz responded that different types of sod need different amounts of water. Pitts asked about ways to motivate use of grass with less water. Foutz responded that the ordinance did restrict the use of St. Augustine grass. Pitts asked if it was being enforced. Foutz responded that he believes so. Pitts stated that staff should consider working with Homeowners Associations regarding lawn appearance. He added the need to use the fee structure to influence grass type being used. Pitts stated that Austin would put highest users in the paper, but he is not promoting that. Nicholson stated that she agrees with Council comments so far and the City should start enforcing the ordinance and use volunteers if needed. Triggs stated that he has reached out to Morgan regarding the use of artificial turf. He stated that he knows there are some concerns with using turf, but the intent of the constituents is sincere. Triggs noted the issues with turf and drainage, but he would like that option to be considered. Calixtro asked about being more assertive in enforcement of rules. Foutz responded that the City has been passive, and staff would start issuing fines. Morgan noted that would be similar to Code Enforcement and staff would start with education and then move to fines. Nicholson asked if anyone disagrees with that approach. Gonzalez asked if fines increase with each visit. Morgan responded that fines do increase with additional visits. Calixtro asked how staff measures when violations happen. Foutz responded providing photos with time stamps. E. Presentation and discussion regarding the downtown parking garage with updates on the public engagement process, project scope with the Wantman Group, Inc. and the conceptual design of the parking garage to date -- Laurie Brewer, Assistant City Manager; Aly Van Dyke, Communications and Public Engagement Director; and Co -Chairs from the Parking Garage Design Committee, Michael Walton and Linda McCalla Brewer began the presentation with a brief history of the project and then introduced Michael Walton, Co -Chair of the Parking Garage Design Committee. Walton presented and noted the members of the Committee that included: Co -Chair, Linda McCalla; Co -Chair, Michael Walton; Kay Briggs who resigned as of January 2020; Chris Damon; Scott Firth; Shawn Hood; Larry Olson; and Mickie Ross. He then provided a timeline of the committee meetings and reviewed the public engagement and stakeholder engagement plan. Walton noted the Reference Survey closed on October 30, 2019 where members passed these cards out on the Square, in businesses and at National Night Out that had a large response. He then noted the location considered at the time design committee began and provided a map. Walton then reviewed the conceptual layout and noted that of all the conceptual designs provided the Committee had the most consensus with Concept 7, which was the seventh design provided base on input. He added that he would present Concept 7 and Concept 8. Walton then provided detailed explanations of both concepts. He provided an opinion of probable construction cost that he noted were in no way final: Parking Geroge Option Number of Levels Above Grade 4 Number of Levels Below Grade Architectural Fagade Treatment _ South Elevation East Elevation (Residential (Alley) Properties) Opinion of Probable Construction Cost (02/13/2020) West Elevation (Main Street) North Elevation (6th Street) 7A Partial Bnck 8 ornamental r.letal Ruck 8 Ornamental f.lelal Bnck 8 Urnamenlal Lletal Bnck 8 Onrimenlal Idetal $7.050,000 78 4 Finial Brick B Ornamental Llelal Bnck 8 Ornamental Lletal Split Face Block None. except at NE Corner $8,814.000 8A 3 1 Bnck. 8 ornamental Lletal Brick 8 Ornamental f.lelal Bnck 8 Ornamental Metal Brick 8 Ornamental Lletal 48,071,000 9B 3 1 Brick 8 iDrnamenlal Metal Bnck 8 Ornamental Metal Split Face Block None except at NE Corner $7.674.000 Walton noted that base on Committee support the votes broke down as follows: Concept 7 received 4 yes votes and 3 no votes and Concept 8 received 6 yes votes and 1 no vote. Nicholson thanked the Committee for the work on the project and thanked staff. Jonrowe thanked the Committee and staff and stated that she agrees with the Committee that option 8a is most appropriate. She said that the she likes the addition of awnings and display windows if retail is not an option and agrees that any areas that are visible, the City should invest in making them look. Jonrowe stated that she also likes metal mesh idea. Walton noted that the metal mesh could be used to display art. Pitts stated that he likes the design and roof design, which blends well with the Square. He also thanked the Committee and staff. Nicholson stated that based on costs, either of the Concept 8 options work and asked that staff work on the numbers little more. Gonzalez thanked everyone who worked on the design and added that he likes the design. He noted that staff should look at cost per space going forward and final output of the Committee is outstanding. Triggs stated that he has concerns about design. He noted that it looks nice, but with his experience with urban settings, the more brick there was the more crime that would take place due to lack of visibility. Triggs stated that more glass allows for more visibility and helped reduced crime. He noted the costs for going below ground and asked if all the needed tests been done in the area. Walton responded that some have been done and the Committee was informed that the soil is bad in that area. Morgan stated that geotechnical review has been done and if the project moves forward with going below grade contingency costs will need to be added. Triggs asked about maintenance costs for going below ground. Morgan stated that staff doesn't have that, but it will be considered. Triggs stated that going underground can lead to more expensive maintenance. Calixtro stated that she likes the overall look of 8b, which looks complimentary to the Square and thanked the Committee and staff for their work. Nicholson asked if this completes the work of the Committee. Morgan responded yes, and staff will now work through the public engagement process. Van Dyke presented on the proposed parking study and provided the goals, methods, distribution, and stakeholders for communication and public engagement about the study. She then reviewed the timeline for stakeholder engagement with a plan to start on March 241h and finish in the last quarter of the fiscal year. Van Dyke then reviewed the criteria for the survey to help review the location for a parking garage. Brewer presented the scope overview of the proposed parking study that includes updating the 2015 Parking Study and creating a parking garage concept design that is applicable to any location in the downtown district. She noted that the consultant will study the parking need an availability, ADA parking for special events, paid parking options, and evaluation of short - and long-term parking options. Brewer state that the consultants would consist of five phases and nine trips that will include: assisting the City with public input to establish criteria for what success looks like and include attendance/assistance with one City run public meeting; evaluating sites that meet the established criteria included in the updated parking study; assisting the City with public input on sites that meet established criteria including attendance/assistance with three City run public meetings; and presenting Updated Parking Study and Site evaluation to City Council include two presentations to City Council. She stated that scope for parking structure considerations with include: utilizing criteria created with public input; retail options; meeting the Downtown Design Guidelines; HARC approval; impact on neighbors (retail &/or residential) during and after construction; traffic flow including traffic impact and multiple entry and exit options; and valuation of City owned lot included in evaluation. Brewer provided cost estimates: Project Phase Lump Sum Amount Phase 1 A — Parking Study Update $91,670 BASE SERVICES phase 1 B — Traffic Study Update $23,000 Phase 2 — Site Analysis, Recommendations and Selection $42,530 TOTAL BASE SERVICES $157,200 OPTIONAL Conceptual Parking Layout per Each Additional Site (See Phase 2C, Item 3) $5,000 SERVICES Each additional meeting/trip (one day with one person attending) $2,000 Brewer then reviewed the next steps of Council approval of contract change in scope with Wantman Group on March 24, Public Survey on criteria beginning April 1, and regular check - ins with Council on progress and feedback. Nicholson asked what direction staff needs from Council. Brewer responded that staff wants to know if the scope is what Council wants. Nicholson asked about the current contract and what is amount owed on that before starting a new contract. Brewer responded that is still remaining invoice out. Nicholson responded that the scope is reasonable. Jonrowe asked if the scope evaluating short- and long-term options includes a trolley option. Brewer responded yes. Pitts stated that is fine with the costs of the scope and at a minimum should add conceptual parking layout for each additional site. He added that he would like to see from the survey how many public spots are currently on the ground. Pitts noted that the Bank of America lot could be developed some day. He said that the City needs to know how many spots are needed. Pitts wants paid lots to be considered and that the Tax Assessor creates a lot of traffic and he would like to know about charging on that lot. John Foliot, citizen, stated that was a little frustrated because he thought the discussion was put on hold. He added that he is curious about the costs because the City could be walking away from project. Foliot stated that he saw four numbers posted and do they represent the total costs. Morgan responded that the City has spent $50,000 so far to get to this point and it is so close to being finished that staff wanted that step completed and Committee to finish what was asked of them. He added that goal of choosing as design was to find one that could be translated to any lot that was chosen. Council had no additional questions or comments. Mayor Pro -Tern Nicholson recessed the meeting into Executive Session at 5:04 p.m. 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. F. 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 - Litigation Update Sec. 551.086: Certain Public Power Utilities: Competitive Matters - Purchase Power Update - Substation CIP Update Sec. 551:074: Personnel Matters Consideration of the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal - City Secretary - City Attorney Adjournment Approved by the Georgetown City Council on IAOJ CA% 2R t Z�OZ Date <�& (;:14 Dale Ross, Mayor Attest: COSecretary