HomeMy WebLinkAboutMIN 04.14.2020 CC-WNotice of Meeting of the
Governing Body of the
City of Georgetown, Texas
Tuesday, April 14, 2020
The Georgetown City Council will meet on Tuesday, April 14, 2020 at 3:00 PM at the Council
Chambers, at 510 West 91h 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 Ross called the meeting to order at 3:13 p.m. The following Council Members were in
attendance: Mayor Dale Ross; Mary Calixtro, Council Member District 1; Valerie Nicholson,
Council Member District 2; Mike Triggs, Council Member District 3; Steve Fought, Council
Member District 4; Kevin Pitts, Council Member District 5; and Rachael Jonrowe, Council
Member District 6; and Tommy Gonzalez, Council Member District. All Council Members
present via videoconferencing and a roll call was performed.
Calixtro left the call at approximately 4:20 p.m. and did not rejoin.
Policy Development/Review Workshop - Call to order at 3:00 PM
A. Presentation and discussion regarding COVID-19 and the City's emergency management
response, impact on city services, impact revenue and expense, and consideration of fee
waivers -- Jack Daly, Community Services Director; Aly Van Dyke, Communications and
Public Engagement Director; Tadd Phillips, HR Director; Eric Johnson, Facilities Director;
John Sullivan, Fire Chief; and David Morgan, City Manager
Daly presented the item and provided a timeline of the COVID-19 outbreak noting the
following dates: December 31s' the first case in the world; January 161h the first case in the
United States; March 4th the first case in Texas; March 131h the Texas declared state of disaster;
March 14th the Mayor declared a state of disaster; March 181h the first case in Williamson
County; March 191h the Governor issued executive order; and March 241h the Williamson
County Stay Home Stay Safe Order. He then outlined the City's response which included:
March 16 -181h the City closed to public the Library, Visitors Center, Recreation Center and
Animal Shelter; March 19'h the City closed to public City Hall, Utilities lobby, GMC, Public
Service Operation and Training Center, and Parks and Recreation Office; March 23T1 the City
established a daycare for staff; March 251h the City closed to public playgrounds, pavilions,
Courts, restrooms, Skate Park, Gatehouse and Play Ranch at Garey Park; and April 2^d the
City closed to public Blue Hole, directors created continuity of operation plans for their
service areas, social distancing guidelines enacted internally, shifted to telecommuting for
functions that could fully perform their jobs, daily emails to staff and Council, and created
the Pandemic Response and Leave Policy, Policy and Procedures for Families First
Coronavirus Response Act, and Telecommuting Policy. Daly then reviewed roles and
responsibilities for different entities which are: Williamson County will provide logistical
support, Stay Home Stay Safe order, County Emergency Operation Center; the Health District
will provide testing information and availability, information on health -related questions,
public health best practices to combat COVID-19; and the City will provide delivery of city
services, rollowing and enforcing guidelines given by Federal, State, and Local authorities,
and Fire/EMS, Police, Utilities and other core services. He then reviewed the County and
State coordination efforts that have included daily calls and situation reports that are apprised
of changing dynamics and response efforts, channeling requests for resources and logistics,
and collaboration on response.
Van Dyke then presented and explained the City's social media use including Twitter,
Facebook and Nextdoor. She noted that the City now has 47,000 followers which is up
approximately 1,300 users. Van Dyke stated that the City has had 80+ posts per week which
is double the average and engagement up 95%. She noted that the City's website is updated
daily and the City has also utilized the following: postcards; email and phone blasts; videos
on Facebook Live, mayor interviews, and Mayor and City Manager stand ups; internal daily
emails, SharePoint site, and two employee live Q&A sessions; GTX Cares campaign with "I
stay home for", chalking, sidewalk safari, City services, RecAtHome, neighbors helping
neighbors, Library services, social service assistance, utility tips; and daily posts on news,
physical distancing, and case counts.
Sullivan presented on Emergency Services and stated that there are precautions at all levels
including: personal protective equipment; screening questions during dispatch call with flu -
like illness triage; temperature checks; sanitizing units; fire marshals coordinating with high
risk locations like senior citizen homes; retooled Disaster Response System for preparation of
the evolving pandemic; and deferring opening of Fire Station 7 to better allocate personnel to
existing stations.
Phillips presented noting that for staff the City has created guidelines and an action plan for
COVID-19 exposure. He added that there are currently 150 employees telecommuting and
noted the creation of the Assistance and Research Task Force to help those whose workload
may have lessened to contribute to City projects. Phillips reviewed the Pandemic Response
and Leave Policy; Telecommuting Policy; and policy and procedures for Families First
Coronavirus Response Act. He then reviewed EFMLA/ESICK and the FFCRA Mandate of
Employers which allows: up to 80 hours COVID-19 related ESick in addition to existing
benefits paid at 100% for some reasons and 67% for others; FMLA expansion (EFMLA) for
care of child up to 10 weeks at 67% of pay; not required for first responders; and that the law
took effect less than 12 days after passage & 6 days after first version of DOL guidance.
Phillips then reviewed the cost to employer for these initiatives which are: tax credit for cost
of benefits for private employers up to max amount per employee per day; currently no relief
for governmental entities, excluded from tax credit; Georgetown action on April 1,
implemented policy and began offering ESick & EFMLA to all employees, aligned with
mandate: EFMLA paying 67%, and differed from mandate to included first responders for
consistency with our employees and many other municipalities and paying all types of ESick
at 100% with no max $ per employee per day for consistency and administrative feasibility;
and will monitor participation and can re-evaluate between now and December 31.
Johnson presented on Facilities protocols which are: all City buildings are locked down from
public access; gates at City facilities require keycard access; facilities are cleaned daily with
hospital grade sanitizer; City staff disinfect communal flat services and doorknobs three
times/day; and electrostatic disinfectant spraying. He then reviewed the Facilities supplies
which are difficult to procure and to keep in stock with higher demand and usage and consist
of: 55-gallon drum of hand sanitizer used to refill existing containers; many orders in place
with unknown or delayed delivery dates; staff has created disinfectant wipe dispensers; and
public contact areas are prioritized in disbursement. Johnson then reviewed the Facilities
quarantine areas that are located in the following places: Tennis Center where three
Firefighters were quarantined and recovered; Fire Training building behind Fire Station No.
5; Chisholm Office in Florence that had a temporary shower added on March 315f; and
additional facilities are being researched to be ready if need arises.
Morgan presented and provided a COVID-19 expense summary. He noted that so far the
City has spent a total of $181,380 broken down in the following ways: equipment - sanitizing
machine costing $17,400; iPads for Fire costing $4,190; medical supplies and PPE costing
$131,180; quarantine costing $2,930; cleaning and sanitizing costing $19,130; and
communications costing $6,540. He then reviewed additional expected expenses including
more Personal Protective Equipment (PPE); facility and vehicle cleaning and materials;
Health District staff; EFMLA/ESICK; overtime; and fee waivers. Morgan noted the proposed
Fee Waivers for relief include temporary sign application fees (Building Inspections Dept.);
security systems false alarm fees (Police Dept.); Go Geo fares and paratransit fees (Public
Works and CARTS); and Utilities (water and electric) late fees. He added that the fee waivers
will support small businesses, reduce interaction and risk of exposure from cash exchange,
and offer some relief to those negatively impacted by COVID-19. Morgan added that the fee
waivers are proposed to be in effect through May 31, 2020. He then reviewed the costs for the
different fees. Morgan then reviewed the impact of fee waivers as follows:
Monthly
Six Week
Estimate
Impact
General Fund
Garbage Penalty
$ 9,000
$ 13,500
False Alarms
$ 6,000
$ 9,000
Temp Signs
$ 100
$ 150
GoGeo
$ 1,100
$ 1,650
Total General Fund
$ 16,200
$ 24,300
Joint Services Fund (late fee) $ 3,000 $ 4,500
Stormwater Fund (late fee)
$
3,200
$
4,800
Electric Fund (late fee)
$
70,000
$
105,000
Water Services Fund (late fee)
$
60.000
S
90,000
Totals
$
152,400
$
228,600
Morgan noted the challenges for dealing with COVID-19 which include limited testing
availability; communication; personal protective equipment shortage; uncertain length of
time; and changing response levels. He shared with Council wins related to COVID-19 that
include: day care for employees; Assistance Research Taskforce used to repurpose staff;
quarantine areas for staff; Council meeting and staff telecommuting logistics; policy
development; small business loan partnership with Chamber of Commerce; adaptability of
technology; communication; Workday go live; and partnerships with Williamson County,
WCCHD, GISD, Chamber of Commerce, and the development community.
Gonzalez had no questions.
Jonrowe asked that staff distinguish the between number of cases and number of positive test
results to be clear when giving information to the public. She noted the transition to the next
phase, and asked that staff look into antibody tests, vaccines, and contact tracing resources.
Jonrowe suggested that staff think of ideas for ways to provide resources to local businesses
who will be reopening, especially those who have face to face contact to the public.
Pitts asked if COVID-19 related expenses are reimbursable. Morgan responded yes and that
staff is documenting all expenses to try and get as much back as possible and it is expected
that 75% of expenses will be reimbursable. Pitts asked if funds will come from the State or
federal government. Morgan responded that it will depend on how funds are provided and
added that it can take up to years to be reimbursed. Pitts asked how many grant applications
the City has received for the small business grants. Morgan responded that he will get the
information. He added that 70 businesses will be awarded grants. Pitts asked about economic
development funds and if the Governor has changed how they can be used. Morgan
responded not at this time. Pitts asked about reporting by zip code and if the City have the
ability to do so. Morgan responded that staff is working to evaluate that and the City has
asked for that information. Pitts asked if staff is being told that the City cannot release the
information. Morgan responded that the Health District has said that the zip code
information is a HIPPA violation. Mayor Ross stated that other Mayors disagree with the
opinion that the zip code information is a HIPPA violation. Pitts asked McNabb his opinion.
McNabb responded that the City has a law firm that staff can consult with on HIPPA matters
and he will call them tomorrow.
Fought stated that staff provided a great presentation and has done good work through the
crisis. He added that he is relieved to hear that estimations of costs to employer was lower
than expected. Fought asked about the delayed opening of Fire Station 7 and related financial
impact. He noted that reporting by zip code is important to differentiate on if case is recorded
by where it is recorded or where the patient lived. Fought added that Georgetown numbers
are currently low, but Round Rock has more hospitals and that older populations are more at
risks. He added that the City should use an abundance of caution when opening back up.
Morgan responded that information related to positive test results are based on residency.
He added that there were probably positive test cases where tests were completed in Travis
county but counted towards Williamson county. Morgan stated that the cost for delaying the
opening Fire Station 7 and cost savings is minimal. He noted that delaying allows more
personnel to be available to address COVID and saves in overtime.
Triggs stated that staff gave a good presentation and congratulated IT on good job done in
putting meetings together. He added that was concerned about the lack of Police information
in presentation. Triggs stated that he has concerns if Police is having issues with more call
volume. Morgan responded that there has been an increase in motor vehicle break-ins, and
he is talking with Nero quite a bit. He added that staff is focusing on making sure that officers
have proper protocols.
Nicholson noted GEDCO funds and asked if discussion is happening about other ways to use
those funds. She noted the primary retention of jobs and that many small businesses are at a
breaking point. Morgan responded that 175 applications for grant funds were received and
of that $830,000 worth of request with $200,000 available. He added that the City and
Chamber should be allowed to reward 75 requests and will continue how to evaluate how to
help small businesses. Mayor Ross asked about the next possible steps to contact the
Governor related to 4A funds. Morgan responded that he will get a status update. He added
that the City did make a request through TML. Nicholson stated that was good to hear. She
add that she is not suggesting that the government should overstep, but allow for continued
collaboration. Nicholson added that the event industry has been hit hard and the several
business types that fall within that group. She stated that the City should look at connecting
resources because the City depends on the business community. Nicholson stated that after
the crisis the City needs to look at how to get people back on their feet and back to health.
Pitts stated that he had sent Morgan something related to what the City of Burnet was doing.
Morgan responded that he has had Michaela Dollar, Economic Development Director, look
at that and he will get information back to Council.
Calixtro stated that all of her questions were answered.
Jonrowe asked if the call volume with Police has seen an increase in domestic violence calls.
Morgan responded yes. Jonrowe asked if staff has reached out to local shelters and AirBNBs
about being used as temporary shelters. Morgan responded that he had a call with service
organizations that receive grants. He added that the Hope Alliance was on the call and he
will check with them. Jonrowe noted the possible increase in child abuse and the need to
reach out.
B. Presentation and discussion regarding the financial impacts of COVID-19 and the City of
Georgetown's fiscal policies, budget contingency plan, revenue and expense impacts of
pandemic response, and FY2020 debt sale update -- Leigh Wallace, Finance Director
Wallace presented the item and reviewed the City's fiscal policies and noted the budget
contingency plan. She noted immediate actions by the City Manager implemented the week
of March 23,d including freezing all vacant positions except those deemed necessary;
reviewing all planned capital expenditures; delaying all non -essential spending; and
reporting projections and actions to Council. Wallace stated that there can be further action
by Council to: apply available surplus funds from prior years to one-time costs in the current
year; authorizing use of the General Fund economic stability reserve; directing further
reductions in services, including workforce reductions; and authorizing a reduction in
General Fund balance from 90 days to 75 days. She then reviewed the City's budget reserves,
noting that 90 days of operating expenses budgeted in major funds totals $29 million. Wallace
then noted that staff has been working to build Joint Services Fund reserve since it was added
to policy in FY2019. She then provided other budgeted reserves across funds that total
approximately $61 million. Wallace made Council aware of the Council Special Revenue
Fund balance that $108,000 and $1.76 million in the General Fund from FY2019 ending
balance. She stated that staff recommends leaving all of it in the Economic Stability Reserve
at this time which equals about 2% of General Fund operating expenses; or 14 additional days
of operating reserve. Wallace then explained staff's cash preservation plan which includes a
90-day operating requirement total of $29 million; cash in major funds on April 1, 2020
totaling $122 million, which is equal to 373 current day operating and excludes bond proceeds
for CIP (Capital Improvement Projects); and one month of gross payroll totaling $4 million.
She added that staff will watch cash balances of major funds and update management and
Council. She then provided revenue updates noting: all major revenues in major funds
trending well in Second Quarter; the end of March and Third Quarter will see biggest impacts
with many major revenue sources lag real time by one to two months; sales tax is the most
volatile source with early estimates of 1% decrease in March, and 8% decrease in April, May
and June; 7-10% decrease July, August, September; and the model indicates loss of $750,000
in General Fund in FY2020. Wallace explained the Revenue Watch List with includes: Hotel
Occupancy Tax made up of occupancy rates and revenue receipts; utilities which will offer
payment plans, have no disconnects, and Accounts Receivable aging; and other fees for
service including development permits and planning, Municipal Court, Airport fuel and
leases, Library programs, Park programs and rentals, GoGeo reduced hours, waivers for
special circumstances, and interest earnings. She reviewed emergency related expenses and
stated that it is important to track expenses for reimbursement which staff is doing by using
a Workday feature "worktag" COVID-19. Wallace added that the costs to date is
approximately $181,000 in communications; cleaning and sanitizing services and equipment;
medical and protective supplies; and the watchlist of unknown costs includes: Fire/EMS over
time; Families First Coronavirus Act unfunded mandate; and Williamson County Health
District additional staff. She noted that for expense reductions actions staff has made
Citywide reductions review including: reducing all operational expenses; hold/justify vacant
positions; hold/justify all training and travel; review other operational costs and projects;
review cash -funded and debt -funded CIP projects from prior years and 2020; and continue to
provide financial updates to Council April 28th and forward. Wallace provided a 2018 Debt
Sale update noting the economic environment that had major disruptions in municipal debt
market as of mid -March with many deals pulled and delayed. She added that the City
delayed seeking bond rating and competitive sale and financial advisors are seeking a direct
placement with a bank through a competitive bid process noting that: banks still have capital
to lend; federal infusion; does not require a rating; and interest rate and term length may be
less favorable than sales prior to March. Wallace then provided a 2020 Sale Refresher noting
that General Obligation bonds were scheduled to be for $10.8 million based on voter approved
parks and roads and Certificates of Obligation were scheduled to be for $12.8 million
including: facilities and equipment; revenue in utilities totaling $18.8 million for plant
expansions, line upgrades, new development, etc.; revenue utility refunding $5 million; and
in February Public notice of Council action on April 281h where Council must approve a bank
placement, or take action to postpone the sale to a future date, or a combination. She then
noted other factors which are that: some equipment or facilities cannot be deferred; some
projects already under contract and require a bond reimbursement resolution; and
construction bids may come in lower than original projections, resulting in savings to City.
Wallace then outlined the revised Projects List that includes keeping $29.7 million for: Police
and Fire vehicles; Police body cameras; Fire cardiac monitors; GMC Remodel; fuel site at
transfer station; voter approved transportation projects; Water supply lines; Electric
infrastructure projects that include an additional $1 million for electric transformers. She
stated that staff suggests delaying $13.8 million in projects that include: Airport storage shed;
Inner Loop (GTEC); neighborhood parks; Parks master plan; public safety radios; Fire
breathing apparatus; and Water plant and tank rehabs. Wallace stated that staff is seeking
Council feedback and asking if Council agree with the alternative method of debt sale and if
Council agrees with the revised projects list for sale.
Gonzalez stated anything transportation related should go forward and public safety should
be a precedent. He added that all other projects should be staff discretion.
Jonrowe agreed with Gonzalez.
Pitts asked about the 8% decrease in sales tax for April, May, and June. Wallace responded
that those are estimates and staff used historic data from the 2008 recession. She added that
staff was factoring in information from financial resources including Standard and Poors.
Wallace added that staff will update the numbers once they receive more information from
the State. Pitts asked about the GTEC project on Inner Loop and its funding source. Wallace
responded that the GTEC fund is generally in a healthy place and that it's sole source of
revenue is sales tax. She added that staff felt it could be delayed for a little while, but Council
guidance is appreciated. Pitts stated that he agreed with Gonzalez and noted the additional
homes being added to the area. He added that he would like to see that project go forward.
Fought agreed with Gonzalez and asked about the Water utility item listed with the projects
to be delayed. Wallace responded that staff was trying to find a balance due to the unknown
of banking terms. She added that it depends on how the market looks going forward.
Triggs agreed with going forward with public safety and transportation projects. He asked
that staff keep an eye on other projects because the cost may continue to increase. Triggs
stated that he is not impressed with the federal movement which is not good for municipal
bonds.
Nicholson agreed with staff recommendations and had no questions.
Calixtro was absent.
C. Presentation and discussion regarding Solar and Net Metering Rates and Electric Vehicle
Charging Rates -- Leticia Zavala, Customer Care Director and Daniel N. Bethapudi, General
Manager of the Electric Utility
Bethapudi setup the item and introduced Scott Burnham from NewGen Strategies to explain
the item. Burnham explained the need for Electric Vehicle (EV) Charging Rates. He added
that EV charging rates will be applicable for load of 500 - 2,000 kW, with an estimated
monthly maximum demand 1,733 kW and that a user can charge an EV in approximately 20-
40 minutes. Burnham noted that I-35 is a High Usage Corridor with regular long-distance
travel, in and out of major cities showing a peak load Friday through Sunday and there is
high EV usage between Austin and Dallas. He then noted the risks to Georgetown which
could be the new load increasing power supply costs. Burnham explained the modeling
solution which adds the fast charger to the Georgetown load and the bottom line impacts that
are manageable with proper rate design. He explained the EV fast charger rate components
including applicability, rate components, and billed demand. Burnham reviewed the EV fast
charger rate demand ratchet as a mechanism to ensure fixed cost recovery which utilizes
historic demand and provided a graph representation. He noted the EV fast charger rate
design including the rate components and adding that EV Fast Charger companies share sub -
metered data. Burnham them provided example bills illustrating the designed demand and
minimum demand. He then reviewed the proposed EV Fast Charger rate.
Gonzalez asked if this rate would be constant or if it would subject to change. Burnham
responded that the rate would be set but could be changed with a cost of service setting. He
added that PCA rate could be changed on an annual basis.
Jonrowe had no comments or questions.
Pitts had no comments or questions.
Fought had no comments or questions.
Triggs asked if there was contract term. Burnham responded no.
Nicholson had no comments or questions.
Calixtro was absent.
Burnham then resumed the presentation and began explaining net metering. He explained
the Net Energy Metering (NEM) issues of utilities across the country struggling and the two
sources of cost shifting for Georgetown NEM are renewable energy received (excess energy)
rate exceeds costs and the ability of customers to offset bill to zero (or negative) which allows
potential bypass of Base Rate Charge and Power Cost Adjustment (PCA). Burnham then
reviewed the Existing Rate Components for residential customers and noted the fixed costs
of labor, PPA Power Supply, debt service, and insurance, and the variable costs of market
power supply. He then explained net metering, volumetric energy, generated energy, and
received energy. Burnham said that Georgetown has 334 Residential and 14 Small
Commercial NEM customers their estimated installed capacity. He then reviewed bill
examples with and without next metering. Burnham noted that the under -recovery of fixed
cost leads to cost shifting and provided examples. He explained the NEM impact on the
customer class and the changes including market -based energy credit and a limit credit to the
volumetric energy charge. Burnham noted the market based renewable energy credit and
proposed Net Energy Metering rate for residential customers. He provided Council a bill
comparison with the different NEM options and provided and explanation for the two
options. Burnham noted that the recommendations for NEM are to update the Energy
Received Credit to Market Based Credit, have the NEM Credit not exceed Volumetric Charge
and improve the enforcement of PV system size limit.
Gonzalez had no comments or questions.
Jonrowe had no comments or questions.
Pitts had no comments or questions.
Fought had no comments or questions.
Triggs had no comments or questions.
Nicholson had no comments or questions.
Calixtro was absent.
Mayor Ross recessed the meeting into Executive Session at 5:16 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.
D. 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
Sec. 551.072: Deliberations about Real Property
- Old Airport Road -Parcel 1, Kids Kottage, Purchase of Right of Way -- Travis Baird, Real
Estate Services Manager
- Property Purchase, SH-29 -- Travis Baird, Real Estate Services Manager
Sec. 551:074: Personnel Matters
Consideration of the appointment, employment, evaluation, reassignment, duties, discipline,
or dismissal
- City Attorney
- City Manager
_ \ ?"I i
Approved by the Georgetown City Council onP`I
Date
Dale Ross, MayorAttest: Cfiy Secretary