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HomeMy WebLinkAboutMIN 04.28.2020 CC-WNotice of Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, April 28, 2020 The Georgetown City Council will meet on Tuesday, April 28, 2020 at 3:00 PM at the Council Chambers, at 510 West 91" 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 3:00 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. Valerie Nicholson, District 2 joined the meeting at 3:05 p.m. during Item A. 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 timelines of City projects, expenditures, and communications -- David Morgan, City Manager Morgan presented the item and noted that the Williamson County Stay Home Stay Safe Order was modified on April 21, 2020 to be consistent with Governor Abbott's Executive Orders issued on April 17, 2020. He added that this Order specifically addressed healthcare operations and retail businesses. Morgan noted that the City modified operations to allow for Library Curbside Service being reopened April 27, 2020 and staff is developing procedures to reopen lobby spaces and other City operations. He the noted the City's work with surrounding City leadership to stay in alignment with what surrounding cities are doing. Morgan reviewed the fiscal impact to date: Communications $ 17,730.21 Employee support (childcare, leave, etc) $ 2,925.78 Cleaning and Sanitizing $ 19,133.09 Quarantine $ 2,933.00 Medical Supplies (PPE) $132,936.49 Ipads for Fire Department $ 4,189.56 Equipment (sanitizing machine) $ 17,403.00 $197,251.13 Morgan noted that a budget impact presentation is scheduled for the May 12, 2020 Council meeting with expenditure reduction planning included. Pitts asked about applying and receiving federal funds. Morgan responded that nothing being proposed at this time would conflict with receiving funds through the CARES Act. He added that the grants on the Regular Agenda if for funds that are available now. Morgan noted the Virtual Poppy Festival with a performance by Dysfunkshun Junkshun via a Facebook live concert from Barrels and Amps and the ability for citizens to purchase t-shirts with the proceeds going to the Caring Place. He then reviewed communications and noted that staff is doing the following: sharing positive case counts by zip code daily on COVID-19 webpage, Facebook and Twitter; sent out a mailer with resource information; ads placed in the Sun and Community Impact with a letter from the mayor, things people can do, and community resources; City Reporter that is a monthly insert for utility bills; Social Service Campaign; RecAtHome program; Facebook frames for profile pictures; and Fact Fridays with the sharing of answers to commonly asked questions. Morgan then provided the status of projects noting that due to the emergency response by City staff and the economic impacts of COVID-19, staff evaluated upcoming projects and initiatives to prioritize projects that need to continue and projects to postpone until emergency situation diminishes. He reviewed the projects on hold which are: Downtown Parking Study/Parking Garage; Citizen Satisfaction Survey; Employee Engagement and Enablement Survey; Parks and Recreation and CVB Summer Programming; Historic Design Guidelines Public Engagement; Downtown Trash Rate Study; Transportation Impact Fee Study; Mobility Bond that will be revisited at the May 12 Council Workshop; operation of Fire Station 7; Tennis Center Pool demolition; Lyft Pilot Contract for rideshare; second laptop purchase; and Parks and Recreation Open Space Masterplan. Morgan noted that putting a project on hold did not mean it was on hold forever. He then reviewed that projects to proceed that include: Water Rate Study; Workday; budget; business planning; distance learning; Electric Fund Work Plan; Transfer Station design; road/utility capital improvement projects (CIPs); Streets and Stormwater Maintenance Plan; Georgetown Municipal Complex Lobby remodel; Recreation Center and natatorium HVAC; Village PID and ADA Trail Improvements; operation of Fire Station 6; transit service review; Communications Strategic Plan; long range water planning; Water Conservation Engagement Enforcement Initiative; fiber asset allocation; TxDOT FY2021 signal takeover; and UDC Amendments that will be reviewed on a case by case basis due to the public feedback component. Calixtro asked for more explanation regarding the employee engagement survey. Morgan responded noting that a third -party does a survey to measure engagement and enablement. He added that is done every other year and provide valuable employee feedback that is compared to similar organizations. Calixtro asked if it was like team building. Morgan responded that it can result in team building. He noted that the information is provided to everyone and provided in categories. Calixtro asked about the timing of the survey. Morgan responded that the employees are give a few weeks to complete the survey and that it takes about three-month total. Calixtro asked for clarification on the Village PID. Morgan explained that the PID pays an additional tax that used for improvements within their area. He added that there already a specific plan in place for improvements. Calixtro asked if anything is hurt by putting the PID project on hold. Morgan responded that the funds can only be used for specific things and now might be a good time to bid projects. Nicholson stated that approves with the projects lists and asked if Morgan needed any specific feedback. Morgan responded that staff needed to know if Council didn't agree with any of the projects on the on -hold list. Nicholson stated that she is fine with staff's recommendations. Triggs stated that he is fine with staff's prioritization. Fought that he agrees with list and that he is looking forward to a review of Lyft program and a comprehensive look at mass transit program including a way forward. He asked if the Lyft program would be part of budget process. Morgan responded yes, with the first review in June. He added that staff is looking at the current program and other options. Pitts asked for Morgan to remind him about the GMC lobby remodel. Morgan responded that the project was discussed in facilities master plan. He added the City has cash for it and the current setup is not customer friendly. Morgan noted that there is a security issue when getting the public to some meeting rooms and it is a small remodel that staff will gain a lot from. Pitts noted that regarding the Village PID he is supportive of moving forward. He asked about the operations on Fire Station 6, but not Fire Station 7 and the how decision was made to choose one and not the other. Morgan responded that Fire Station 6 will house one of the companies current housed at Fire Station 5, which is a multi -station facility. He added that Fire Station 7 is a whole new setup and new crew and the delay is due to the need for more flexibility with staffing during COVID-19 crisis. Pitts asked if the phase two of the laptop purchase was budgeted for this year. Morgan responded yes, but it is something can wait right now. Jonrowe stated that she had no questions on staff recommendations but did have questions on the Governor's orders. She asked about enforcement of the Governor's reopening plan and the City is handling that currently and if the City has the staffing ability. Morgan responded the Orders will be hard to enforce. He added that staff will have to know 25% of capacity based on fire code and the City can require businesses to count people and have a plan in place to count people. Morgan stated that staff will respond to complaints and will have to be flexible. Jonrowe asked if employees will have a requirement to wear protective masks. Morgan responded that the provisions provide guidance, but don't allow for enforcement. Jonrowe asked if it will be up to the owners. Morgan responded that because the Governor's orders are broad, the City will have to follow that. Jonrowe asked if the City can shut down businesses that don't comply. Morgan responded that the City can impose fine and jail time but can't shut down. Jonrowe asked if it is up to municipalities as to when to open the library and how many people to allow. Morgan responded that is correct and the plan for library is maintain an occupancy level within the 25% capacity, public spaces upstairs are not going to be rented, staff is rearranging furniture, staff will wear masks, staff will provide masks to patrons, staff can ask patrons to wear masks when in the facility, and plexiglass is in place to allow for more safety. Jonrowe stated that she would prefer for the City to go above and beyond and that it is hard to control behavior. She stated that she would like the touchless system to stay in place at the Library to limit access to facilities. Jonrowe asked if any other cities or Texas Municipal League (TML) is exploring the constitutionality of the Governor's orders, especially regarding the wearing of masks. McNabb responded that TML has looked at that and a home rule City can do anything that's not inconsistent with the laws of the State. He added that when the Governor is acting within state law, the City will follow. McNabb stated that the City does have questions about enforcement and noted that Austin is the driver on the issue. Jonrowe stated that she understood that the City could be more restrictive than the state. McNabb responded that it depends on the perspective and if the Governor says the City cannot use law enforcement to enforce mask issue, then the City cannot. Jonrowe asked if the City can say that masks be worn in public but can't use law enforcement to enforce it. McNabb responded yes. Jonrowe stated that she would like to require citizens to wear masks with exception for citizens with special needs and noted that Georgetown has higher senior citizen population. She asked about Red Poppy Cafe, and if staff working with owner. Morgan responded yes. Jonrowe asked if the decision to open is up to the owners themselves. Morgan responded yes. Jonrowe asked about employees that don't feel safe returning to work. Morgan responded that he is not sure about that circumstance. Jonrowe asked if staff is using TML to bring issue to the Governor's attention. McNabb responded that staff are not working directly with Governor's office. Jonrowe stated that she would like to have ability to work with employees who worry for their safety. Morgan responded that there are provisions at the federal level that allow for more leave. He added that the leave doesn't apply for every entity but does apply to the City and examples are for providing childcare. Jonrowe stated that understood the provision to allow for two weeks of sick leave, 2 weeks of family medical leave, and an additional 10 weeks for childcare. Morgan responded that generally, that is correct. Jonrowe asked if there were exemption for businesses with less than 50 employees. McNabb responded that the City obligated to provided leave no matter what the number of employees. Jonrowe noted that the City is a resource for information to businesses and wanted to note what some of the options are. Gonzalez noted Fire Station 7 and asked if District 7 currently has the longest response times in the City. He then asked if when Fire Station 7 goes into place, the City will re -shift service areas for all stations to improve response times for all areas. Morgan stated that when Fire Station 7 goes into places the City shift all services areas. He added that he understands the need for the station and the concern is stressing the current staffing and putting the City in difficult position if too many employees get COVID or need to be quarantined. Morgan noted that the delay is only for a few months. Gonzalez stated that he understands, and the concerns are valid, but the shorter the wait the better. He added that the current area is underserved by Fire and EMS services. Gonzalez noted the need to do a regular analysis due to changing information relating to projects that that the City needs to be careful with sending mixed messages. He added that citizens need to understand what they can and can't do, the need to safely transition back to normal, and allow owners to make decisions. Mayor Ross stated that he agrees with Gonzalez and the need for consistency within the region following Governor's orders. He added that the City needs to give owners the flexibility to respond and the Library allows access to entertainment and needs to be opened as safely as possible. Morgan then reviewed Utility Billing financial assistance noting that on April 14, 2020 Council gave direction to waive certain fees, including late payment fee through May 31, 2020 and gave guidance to stop disconnections for non-payment currently by encouraging payment plans. He added that providing financial assistance provides ongoing service; but can compound outstanding bills where customers could possibly get further behind. Morgan noted that staff and Council are looking for ways to provide more assistance during stay home orders noting: many businesses closed or scaled back in operations; some residents are working from home or have loss of income due to furloughs or layoffs; and general worries about the economy. He continued that Georgetown Electric and Georgetown Water are community owned utilities and the City may provide relief to the community through utility bill assistance. Morgan then reviewed opportunities for Utility Billing financial assistance noting that the Electric Conservation Special Revenue Fund (SRF) has a balance of $977,000. He added that this fund was set up for electric conservation programs, but the focus has been on other areas of utility for past several years. Morgan stated that staff is proposing utilizing approximately $500,000 towards utility billing assistance and expanding the utility conservation fee to allow other uses. He noted that the Utility Conservation SRF has balance for programming that has not been used. Morgan then reviewed the Water Fund noting that it has received payment for the Blanchard that was unbudgeted of $987,000 and staff proposes utilizing approximately $500,000 towards utility billing assistance with a total of $1 million for residential and businesses. He added that the City can utilize partnerships, such as WBCO, to determine eligibility for residential and administer business assistance with the help of the Economic Development team. Morgan stated that staff is planning the following next steps for utility financial assistance with Council guidance: Electric rate ordinance on the May 12, 2020 agenda that provides for an expansion of the use of the conservation fee to allow for utility bill assistance with a second reading on May 26, 2020; staff developing criteria for allocation of funds that can be brought back for Council's review on May 12, 2020; budget amendment scheduled for May 12, 2020 that would include adjustments for utility bill assistance funding with a second reading on May 26, 2020; and bill relief beginning May 27, 2020 that can be applied to any existing utility bill balance that meets the eligibility criteria, that is, balances before the adoption such as April and May billings. Mayor Ross asked if anyone disagreed with staff's recommendations. Calixtro responded in favor. Nicholson responded in favor. Triggs responded that he would like to see some restriction put on water fund. He added that if water is made cheaper the usage might go up and he doesn't have specific suggestion, but some kind of restriction based on usage. Morgan responded that staff will look at it and people will have to quality to get assistance. Fought responded in favor and noted the need to resolve the issue regarding payback on solar energy. Morgan responded that staff recommends pulling that item tonight and bringing back for a Workshop. Fought stated that the current calculation is off. Morgan responded that staff will repost for May 12t", but likely not do net metering and broaden use of conservation dollars, while waiting on net metering. Pitts responded that he is in favor and agrees with Triggs comments. Jonrowe responded that she likes idea and is curious to see how it will look. Gonzalez responded that he agrees. Mayor Ross reviewed the other recommendations by staff and all council members were in favor. Mayor Ross stated that Council speaks a whole and noted that there were some comments made. Morgan responded that he understands the consensus of Council to make sure that the Red Poppy cafe complies with orders and that there was not consensus on mask provisions. Mayor Ross asked Morgan what he understood for mask provisions. Morgan responded that the City would follow State orders. Mayor Ross asked if anyone was against that approach. Pitts asked for confirmation if the regional approach was that masks are a recommendation and not a mandate. Morgan responded yes. Pitts stated that he is in favor of that approach. Jonrowe stated that she is not in favor of that approach. Morgan noted Jonrowe's desire for the library opening will be more restrictive than Governor's orders and allow customers to have minimal use of the building. Nicholson asked if staff with monitor the 25% rule. Morgan responded yes, staff will count and only allow the correct number. Nicholson responded that she is fine with staff allowing the 25% of customers in. Gonzalez stated that the City should hold library to same standards as businesses and not impose an additional restrictions. Pitts asked if there are specific safety guidelines for libraries. Morgan responded that staff will go above and beyond for cleaning and noted that the Governor's orders note closing play areas and communal areas. He also noted provided personal protective equipment to patrons. Pitts responded that he fine with moving forward. Mayor Ross asked if instead of a workshop, Council could have Morgan give update. Morgan noted that 25% capacity at the library is 37 people. Pitts stated he is fine with an update. Mayor Ross asked Morgan if he had communicated .with the Library Director about health and safety issues. Morgan responded yes and that there is a team of people working on the issue. Mayor Ross stated that it sounds like staff will go above beyond and has been working on the opening plan for a while. He added that staff will take safety into account. Morgan responded that in addition to his regular emails he will include a detailed plan about the opening of the Library. Calixtro asked if the 37 people allowed at the Library included employees. Morgan responded that 25% of occupancy is 150 which includes employees, which is a correction to his previous comment. Jonrowe asked if the plan for reopening is to go above and beyond. Morgan yes, relating to the CDC guidelines. Jonrowe stated that the City is not doing what everyone else is doing but doing more already. Mayor Ross responded that is correct with respect to CDC guidelines. Jonrowe asked if the CDC's guidelines are above and beyond the Governor's orders. Mayor Ross responded yes. Jonrowe wanted to clarify what authority the City is following. Mayor Ross responded that the City must follow the Governor's orders but can go above and beyond the CDC guidelines. B. Presentation and Discussion regarding the creation of a policy for development related fee exemptions for recipients of the City's Strategic Partnerships for Community Services Grants and its implementation -- David Morgan, City Manager Morgan presented the item and reviewed previous City Council Workshops and Meetings noting that at the April 14, 2020 City Council Meeting, Council directed staff to develop a Workshop regarding the creation of a Policy to exempt development related fees for recipients of the city's social service grants and develop a process to achieve goals of the new policy. He then reviewed the financial impact and staff did a review of Development Fee records for 501(c)3 non -profits who have or have had in the past received a Strategic Partnerships for Community Services Grant and development fees either were previously exempted or agency(s) would be eligible for an exemption(s) under new policy. Morgan noted the totals for the last three fiscal years (FY) as follows: FY 2018 = $1,142; FY 2019 = $3,120; and FY 2020 (year to date) = $10,936. He then reviewed the following table: $0 $1,581 $8,486 $10,067 $55 $75 $2,450 $2,580 $0 $740 $0 $740 $763 $0 $0 $763 $30 $0 $0 $30 $0 $359 $0 $359 $295 $365 $0 $660 $1,143 $3,120 $10,936 $15,199 Morgan reviewed the possible implementation for the Strategic Partnerships for Community Service Grant Recipients and asked if Council wants to cap the annual amount of exempted fees offered through the grant. He added that staff proposes including proposed language to amend current funding agreements and implement in future agreements: As a recipient of a Strategic Partnerships for Community Services Grant, "Name of Agency" shall also have the ability receive an exemption of development related fees in an amount not to exceed $$ should "Name of Agency" remodel their current facilities and/or build new facilities if the request is made in the fiscal year defined in this Funding Agreement. Morgan stated that Development Related Fees are defined as Land development processing fees outlined in the City of Georgetown's Unified Development Code (UDC) Development Manual which include Building Permits and Inspections Fees, Fire Code Permit Fees and does not include: Electric Connection and Engineering Fees; Water and Wastewater Connection and Engineering Fees; and Impact Fees. Mayor Ross asked the Council Members for comments. Gonzalez thought it was a good start and proposed a possible formula for determining the cap on fees. Morgan responded that staff is proposing set dollar amounts for the caps. Gonzalez stated that he could support that. Jonrowe stated that she needed to think about the proposal and did not have questions at this time. Pitts stated that having a cap makes sense. He noted that approximately $8,000 has been the largest amount utilized by a non-profit so far. Pitts noted that if the waivers were unlimited it could lead to national non-profit getting bigger break, but that type of organization would not likely received a City grant. Mayor Ross asked Pitts what his cap recommendation was. Pitts responded that his cap suggestion is $10,000. Mayor Ross asked Gonzalez what his cap suggestions is. Gonzalez stated that his cap suggestion is also $10,000. Fought reviewed the types of fees and stated that a $10,000 cap is fine. Triggs stated that he is fine with the cap as presented. Nicholson stated that she is fine with caps presented and asked if this would be for past and current grant recipients. Morgan responded that it would only be for those with current or future grants. Nicholson noted the wording that was provided may need to be cleared and asked if the there will be a time bound element to the waiver. Morgan responded that the waivers would be tied to the grant year and those fees that would have been charged up to cap. Nicholson stated that these waivers would show all in support. Calixtro stated she no questions and is agreement with cap. Jonrowe asked if Council will vote on this tonight. Mayor Ross responded no; Council is just providing direction to staff. Jonrowe asked if next time this comes back can Council have a list of applicants that have applied but been denied. Mayor Ross responded yes. Mayor Ross recessed into Executive Session at 4:28 p.m. and noted that Council would take a 10-minute break before starting Executive Session. 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. C. 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 -Riverhaven Drive -- Travis Baird, Real Estate Services Manager -Purchase of Property, 1303 Wilbarger Pt. -- Travis Baird, Real Estate Services Manager Sec. 551.087: Deliberations Regarding Economic Development Negotiations - Project Ice Skates Sec. 551:074: Personnel Matters Consideration of the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal - City Manager - City Attorney Adjournment Approved by the Georgetown City Council on _ 12'.� Date 7)bZop � r Dale Ross, Mayor Attest: City cretalry