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HomeMy WebLinkAboutMIN 05.28.2020 CC-WNotice of Meeting of the Governing Body of the City of Georgetown, Texas Tuesday, May 28, 2020 The Georgetown City Council will meet on Tuesday, May 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 3:17 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. Tommy Gonzalez, Council Member District 7 was absent. All present Council Members attended via videoconferencing and a roll call was performed. Policy Development/Review Workshop - Call to order at 3:00 PM A. Presentation and discussion regarding Water and Electric Budgets -- Leigh Wallace, Finance Director Wallace presented the item and provided a revenue and expense outlook with the note that the pandemic is a dynamic situation and estimates and action plans may change as the cihmtinn evolves. She provided the Electric Fund 5urmmary as follows: Beginning Fund Balance FY2020 Orignal Budget FY2020 Amendment Changes FY2020 Amended Budget FY2020 Projection 6,614,742 5,892,640 722,102 6,614,742 Sum of Revenues 95,418,419 750,000 96,168,419 96,020,348 Sum of Expenses 92,565,824 918,304 93,484,128 92,565,248 Ending Fund Balance 8,745,235 553,798 9,299,033 10,069,842 CAFR Adjustment - - 90 Day Operational Contin 4,190,235 - 4,190,235 4,190,235 Rate Stabilization 4,555,000 - 4,555,000 4,555,000 Available Fund Balance - 553,798 553,798 1,324,607 Wallace noted that overall fund is projected in a good position and the purchase power market will be the big factor to staying on course. She reviewed electric consumption trends noting that overall kWh consumed decreased in March and April 2020 compared to same period 2019. Wallace noted that commercial/industrial/builder usage is down, schools/City/county government usage is down, residential usage is up, weather patterns have been mild overall, and even with hotter temperatures, staff assumes these consumption trends will continue as long as work and school patterns are disrupted. Wallace reviewed billing and receivables noting that consumption patterns translate to less billed revenue compared to the same March -April period last year, sales revenue projections through end of fiscal year are $1.5 million below budget, and accounts receivable aging (past due bills) patterns emerging are showing $88,000 increase to receivables more than 30 days past due. She explained the utility billing assistance for customers noting that up to $1 million total assistance available across Water and Electric funds with administration procedures covered during May 12th council workshop. Wallace continued that the assistance covered 50% by re -purposed Conservation Fund and 50% by unplanned development contribution in Water Fund and there was no impact to budgeted revenue. She then reviewed the development fee revenue noting that Electric had a 2020 Budget of $600,000 and a 2020 projection of $2,000,000, due to strong development continuing and seeing results of charging fees up front. Wallace then gave a revenue summary that noted: decreased sales of $1,500,000; decreased miscellaneous revenue of $50,000; increased development fees of $1,400,000; increased bond proceeds of $1,000,000; decreased Bloomberg grant of $250,000; total change in Original/Projected of $600,000; and total change amended of $750,000. She explained the operational cost projections noting that the Purchased Power total net budget $59.5 million with the year to date (October - April) trend being 4% over budget due to unforeseen decreases in demand due to COVID impact ability to sell excess energy and that staff expects the trend to slowly improve as economy re -opens. Wallace continued that this Summer is expected to be hot, with overall state demand expected to increase despite COVID, the fund is projecting at budget at this time and staff will continue portfolio management activities. She stated that Legal expenses have seen an $150,000 increase, staff will move a Utilities Analyst position from Finance to Electric for a $118,000 increase, staff will move a Records Analyst from Electric to Water for a $63,000 decrease, there is a decrease due to the Bloomberg grant program of $250,000 and a decrease return on investment transfer to the General Fund of $225,000. Wallace then explained the operational cost reductions that have been executed to date which are: vacancy savings of $200,000 for 6 positions; travel and training cut that is not required for licenses leading to a $8,000 savings; Transmission and Distribution maintenance savings of $38,000 due to a transition of utility relocates for road projects to be paid by road bonds; and other various savings from prior vacancies, miscellaneous programs and equipment totaling $597,000. She then noted the capital projects for Electric with original projects moving forward that total $4 million, $1 million added to debt for transformers with a corresponding increase in bond proceed revenue, new total 2020 projects are $5 million, and rolling forward prior year encumbrances due to financial software implementation of $113,000. Wallace reviewed the expense summary that includes: increased capital improvement projects (CIP) of $1,000,000; prior year encumbrance of $113,000; Utilities Analyst position of $118,000; Records Analyst position of $63,000; Bloomberg grant project of $250,000; Legal Expenses of $150,000; Training/Vacation/Maintenance/Other of $843,000; decrease return on investment to General Fund of $225,000; total change to Original/Projections of $0; and total change amended of $918,000. She then provided an Electric Fund conclusion which noted: COVID-19 is affecting consumption patterns in short- term and some long-term impact is anticipated; hot summer should favor purchased power; increases and decreases in operational expenses; increases in debt -funded capital expenses; and the Fund in a stable position for now with staff watching COVID-19 affects on purchase nmmar mar1cpf Wnllnra nrnuidprl the fnllnwina Water Fund Summarv: FY2020 FY2020 FY2020 Amendment Amended Budget Changes Budget FY2020 Projection Beginning Fund Balance 82,511,169 11,954,021 94,465,190 94,465,190 Sum of Revenues 81,834,114 2,500,000 84,334,114 87,583,226 Sum of Expenses 139,654,887 9,348,288 149,003,175 148,030,266 Ending Fund Balance 24,690,396 5,105,733 29,796,129 34,018,150 CAFR Adjustment - - 90 Day Oper. Contingency 8,236,379 - 8,236,379 8,236,379 Non Oper. Contingency 10,000,000 - 10,000,000 10,000,000 Available Fund Balance 6,454,017 5,105,733 11,559,750 15,781,771 She noted that there has been an overall positive impact to both revenue and expense and a mid -year budget amendment is needed for several items not known at budget adoption. Wallace reviewed the Water Production Trends which are an overall decrease trend in treated water for the period of March and April 2020 compared to same period 2019 which is primarily due to weather patterns cooler/wetter, and staff is not forecasting significant change in consumption due to COVID-19. She explained the billing and receivables have consumption patterns that translate to less billed revenue compared to the same March -Apr period last year, revenue projections for the remainder of fiscal year are that a hot summer will keep revenue on budget, and accounts receivable aging (past due bills) patterns emerging show a $35,000 increase to receivables more than 30 days past due. Wallace then explained Development Fee revenue for Water noting that the 2020 Budget was $14.2 million with the 2020 projection being $26 million due to strong development continues inside and outside city limits and several large one-time development payments. She reviewed the revenue summary which is: increased development of $11,800,000; decreased bond proceeds of $9,300,000; other fee revenue of interest earnings, inspection fees, tap fees, connect fees, etc. totaling $3,250,000; total change to Original/Projections of $5,750,000; and a total change amended of $2,500,000. Wallace explained the operational cost reductions that have been executed by staff which include position vacancy savings of $105,000 for four positions and travel and training not required for licenses of $19,000 for savings. She explained the operation cost projections which includes: utilities at City facilities, mid -year budget amendment necessary to cover projected costs in Water Fund of $1.4 million; resource costs (raw and treated water) with $1.5 million increase in water contracts approved by Council to meet demand; moving Records Analyst from Electric to Water for a $63,000 increase; adding on Locator position for $66,000; sludge disposal increases of $130,000; and miscellaneous savings from prior vacancies, equipment, and contracts totaling $850,000. Wallace reviewed capital projects for Water which are: original total debt funded projects of $18.6 million; projects on hold by staff of $3.8 million; projects on hold for debt market of $5.5 million with corresponding decrease in bond proceed revenue; Parkside Development Agreement water line of $3.5 million; new total 2020 projects of $12.8 million; and rolling forward prior year encumbrances due to financial software implementation of $12 million. She provided the expense summary as follows: decrease deferred CIP of $9,300,000; Parkside line of $3,500,000; prior year end CIP of $12,000,000; water resource contracts of $1,500,000; municipal pumping of $1,400,000; Records Analyst of $63,000; Line Locator of $66,000; sludge disposal of $130,000; training/vacation saving/other miscellaneous of $974,000; total change to original/projections of $8,385,000; and total change to amended of $9,359,000. Wallace provided the Water Fund conclusion which states that it is in overall healthy fund status with increased operating revenues and expenses, there is a decrease in capital revenue and expenses for deferred projects, and staff sees no anticipated change in consumption patterns due to COVID and hot summer which will equal a continued healthy fund. Mayor Ross asked for Council to provides comments or questions on the Electric Fund. Nicholson had no comments or questions. Triggs asked about the 30-day receivable increase and how many accounts it included. Wallace responded that she wasn't sure. Triggs asked if it was an increase of $88,000 or an increase to $88,000. Wallace responded that $88,000 is the amount of the increase. Fought had no questions or comments. Pitts asked if there has been a change in reporting methodology for collecting development fees. Wallace responded yes, for Electric. Pitts asked if the revenue recognition was on a cash basis. David Morgan, City Manager, responded yes. General discussion of the City's new process for billing and collecting up front for a project instead of at project completion. Pitts asked about the $150,000 increase in legal expenses. Wallace responded that the original legal expenses budget was $600,000, so the new total would be $750,000. Pitts asked if this increase was due to a current lawsuit. Daniel Bethapudi, General Manager of Electric Utilities responded that the funds were a combination of legal fees related to lawsuit and risk management fees. Pitts asked about the reduction in the return on investment transfer and how much it had been reduced from the original budget. Wallace responded that the current reduction is the only one for FY2020. Jonrowe had no questions or comments on Electric or Water funds Pitts asked if staff is using the same methodology for Water as for Electric. Morgan responded that water was different due to the utilization of impact fees. He added that it was a different process all together and it was hard to compare the two. Fought had no questions or comments for Water. Triggs had no questions or comments for Water. Nicholson had no questions or comments for Water. Calixtro had no questions or comments for Water or Electric funds. Wallace provided the next steps which are to collect a Council feedback summary, continue the review of revenue and expenses trends, and at the June 9th Council Meeting provide a mid -year budget amendment for a first reading. B. Presentation and discussion regarding the annual review and list of General Amendments to the Unified Development Code (UDC) for 2020 -- Sofia Nelson, Planning Director Nelson presented the item and reviewed the UDC Annual Review Process. She explained the UDC Direction on Amendments which states that the UDC identifies that the review shall occur on an annual basis, and amendments shall be consistent with the Comprehensive Plan and may be made in support of one of the following circumstances: to establish and maintain sound, stable, and desirable development within the jurisdiction of the City; or to correct errors in the text; or to address changed or changing conditions in the City. Nelson stated that topics are introduced by City staff and the public in addition to a City Council presentation and discussion on initial list of amendments, but given the COVID-19 pandemic the UDC Advisory Committee has not been meeting and have not been included in the review of the annual list of amendments. She added that should the Council want to include them the proposed process can be amended. Nelson noted that the Planning and Zoning Commission (P&Z) provides recommendation on UDC list of amendments, the City Council reviews and approves list of topics to be amended and the Unified Development Code Advisory Commission (UDCAC) and City Staff begin to prepare draft amendments. She explained the review of recent amendments including amendments to address changed or changing conditions in the City such as the Certificate of Appropriateness Process, Land Use Notification Requirements, sign variance opportunities, the number of units per building in the Multi -Family zoning districts, multi -family detached use in the Mixed -Use Downtown (MU-DT) zoning district, and minimum district size requirements for the Business Park (BP) zoning district. Nelson then reviewed the amendments to maintain sound, stable, and desirable development which include: building height permitted in the General Commercial (C-3) zoning district; specific site design standards for fuel sales use; parkland dedication requirements; request for Special Purpose Districts (i.e. Municipal Utility Districts (MUDs)); setback/screening requirements when adjacent to residential property in the extraterritorial jurisdiction (ETJ); auto -related uses in the Local Commercial (C-1) zoning district; food and beverage establishments in the Industrial (IN) zoning district; and mobile or outdoor food vendor uses. She then explained the staff recommendations for amendments in 2020 which are: Sign Ordinance to address legal compliance of ordinance and use of electronic signs; tree preservation/landscape conflicts to improve the readability and usability of ordinances; Group Homes to address legal compliance of ordinance; and conflicts with Fire Code relating to street cross -sections for parking on both sides. Nelson stated that there has been public request for reviewing the use of artificial turf in lieu of grass in single-family developments. She stated that the next steps for the process are: P&Z provides recommendation on UDC list of amendments on June 161h; City Council reviews and approves list of topics to be amended on July 141"; UDCAC and City Staff begin to prepare draft amendments in August of 2020. Nelson noted that staff would like direction to staff on the topics, priorities, and process. Nicholson has no comments or questions. Triggs noted that he has constituents interested in artificial turf. He had no questions. Fought noted that he also has constituents interested in artificial turf, but it is not something that needs to be rushed. He had no questions. Pitts stated that he agreed with Fought. Jonrowe stated that she had no issue with the suggestions and staff should add the UDCAC to the process. She added that she does have concerns with the permeability of turf but is willing to discuss it further. Calixtro stated that she is wanting more information about the UDC and related process. She added that she has not had anyone approach her about turf. Mayor Ross stated that he agrees with Jonrowe about the review committee and wants public comment. He asked how adding the UDC advisory committee would work. Nelson responded that staff would call a special meeting for giving input on the list of recommendations. She added that if Council wanted to proceed with the proposed timeline, the UDCAD would not be involved with making the list of recommendations but would be involved in vetting of the language. Mayor Ross asked if Council goes with the proposed timeline, when does public comment. Nelson responded that the public can comment on the list itself can be commented on via the P&Z and Council meetings. She added that the public would be also be able to attend UDC and P&Z meetings. Mayor Ross asked if it would give the public plenty of time to comment. Nelson responded yes at P&Z, Council, and summer through fall for comments. No Council Members disagreed. C. Presentation and discussion regarding COVID-19 and the City's disaster declaration, emergency management response, opening of city facilities, and modified operations and programs -- David Morgan, City Manager Morgan presented the item and noted that City facilities have been reopening. He noted that on May 181h the following facilities opened to public: City Hall, Georgetown Municipal Complex, Visitors Center, Airport Terminal, Public Safety Operations, and Garey Park Gate House. Morgan stated that the following City facilities opened on May 18"', but by appointment only: Parks and Recreation Administration Office, Animal Shelter with limited occupancy, Historic Light and Water Works building, and the Council and Court Building which houses Accounting and IT. He stated that the Municipal Court will reopen on June 1st consistent with the Texas Supreme Court direction and Advisory Boards will begin meeting June 1st with the following precautions: hosting meetings in the Friends Room of the Library or Council Chambers; meetings will be in person with option for advisory board members to participate through conference call; public is welcome to attend meetings; and meeting rooms set-up will provide social distancing between board seats and audience. Kimberly Garrett, Parks and Recreation Director, presented to speak about Parks and Recreation facilities. She noted that following facilities are open now: Bark Park, Blue Hole Park, drinking fountains, Garey Park, pickleball courts at McMaster Park, picnic shelters with 1 table, sestrooms, Skate Park, Tennis Center, Tennis Courts at McMaster Park, and trails. Garret stated that the following facilities will open on June 1st: Athletic Field Practices for youth, basketball courts, Community Center, exercise stations, Garey House, picnic pavilions with two or more tables, playgrounds, Recreation Center, and volleyball courts. She stated that the following facilities will open on June 151": athletic field games for youth, outdoor pools with community outdoor pools open at 25% capacity including Recreation Center outdoor pool, Williams Drive Pool, and Village Pool, and other pools will not open at this time due to limited trained lifeguards. Garrett stated that the opening of destination facilities is to be determined due to the difficulty of practicing social distancing which includes the Creative Playscape, Garey Park Play Ranch, and splash pads. She reviewed Parks and Recreation programming and noted that staff is able to offer select summer programming at a reduced capacity or a delayed start as follows: PROGRAM Adaptive Camp- GISD Campus BEGINS BEGINS BEGINS !� CANCELED Adventure Camp Athletic Leagues -Adult Athletic Leagues -Youth} Camp Goodwater (50 kids/week) Fitness Programs E Kid City-GISD Campus r� Movies in the Park June Movies in the Park - July and August Private/Small Group Tennis Lessons Recreation Programs Kd` Swim Lessons Tennis Camps Morgan noted special events that are coming up including the 4th of July as a drive-in celebration, POPPtoberfest October 23-25, music on the Square to begin in July, and all other special events in Georgetown facilitated by other organizations must follow the Governor's guidance on social distancing. He reviewed fee waivers and noted that on April 141h the Council approved the waiver of fees through May 31s, for: temporary sign application fees; security systems false alarm fees; Go Geo fares and paratransit fees; and utility billing (water, electric, sanitation, stormwater, wastewater) late fees. Morgan noted that all fees will be reinstated beginning June 1st. He reviewed COVID-19 testing and noted that Georgetown Fire Department has supported testing site at Wagner Middle School since launch and the site is planned to remain open through June. Morgan continued that the site is completing 35-45 tests per day with a 7% positive rate. He stated that on May 11th the Governor directed 100% of staff and residents in nursing homes be tested and those facilities are licensed under Health and Human Services who has empowered fire departments to assist with testing. Morgan added that there are three skilled nursing facilities in Georgetown with 29 other long-term care facilities including assisted living, hospice, and home health. He reviewed the Disaster Declaration and noted that on April 281h the Council approved the extension and continuation of the City of Georgetown Disaster Declaration until such time as it is terminated by subsequent City Council action or the statewide disaster declaration issued by the Governor is terminated, and on May 191h the Williamson County Commissioners Court ended the County disaster declaration. Morgan noted the pros of the Disaster Declaration continuation which are: it provides the authority of the Governor of the State of Texas to the Mayor, should we need to implement special rules or adjust operations; it increases liability protection for the city government and any volunteers or others acting on our behalf in response to the disaster; it allows for formal assistance request from the state and/or federal government; and it is tied to justification for emergency funds and grant applications. He reviewed the cons of the Declaration continuation which are: it is not consistent with the County; there is an unknown end date; and operations are normalizing in the "new normal." Morgan stated that staff's recommendation is to continue the declaration and reference the Governor's Orders. Jonrowe stated that she appreciates staff reviewing changing rules and regulations for parks and recreation. She then asked when the employee daycare will be shutting down. Garrett responded that the daycare will go through end of the week (May 291") and all employees were notified. Jonrowe asked if staff was able to find adequate resources. Garrett responded yes, as far as she knows. Jonrowe asked if there was signage posted at facilities relating to requirements. Garrett responded yes, there is currently signage at Blue Hold Park. Jonrowe asked if utility fees will restart June 1s'. Morgan responded yes, that is the current schedule. Jonrowe stated that she is a little concerned until all places can go back to 100% capacity and asked if there was consideration for extending the fee waivers. Morgan responded that staff is happy to extend further. He added that from a business standpoint, staff understands that not all businesses can open, and it is an approximately $152,000 per month impact of waiving fees. Jonrowe asked if the $152,00 is just fees. Morgan responded that is correct and a majority of that will be waiving late payments for utility billing. Jonrowe asked related to utility late fees, how much of those fees are related to people seeing financial troubles. Morgan responded that he is not aware if staff has that information and he's not sure accounts are tracked that way. Jonrowe stated that she is in favor of postponing utility late fees a little longer to give people more help. She asked if the 7% positive rate for COVID-19 testing was for test at Wagner only. Morgan responded, yes for test at Wagner only. Jonrowe asked if that site was used by Georgetown residents only. Morgan responded that not only Georgetown residents have used the site. Jonrowe asked if it was just diagnostic testing, not antibody testing. Morgan responded that was correct. Jonrowe asked if in coordinating with Governor's guidelines, is there any indication regarding reversing course on reopening. Morgan responded that staff has been tracking, using the hospitalization rate based on percentage of people testing positive. He added that staff is tracking the number of people in the hospital and capacity and there are currently twelve COVID-19 patients in Williamson County. Jonrowe asked if the percentage is what is being followed. Morgan responded that the City has been asking the County for that data and the hospitalization rate is best data including the number of patients in the ICU and on ventilators. Jonrowe asked what the magic number is to trigger roll backs, noting that the information could be two weeks behind. Morgan responded that he doesn't have that information. Jonrowe stated that she is also tracking numbers and hoping for more direction. She asked that staff please let Council know when staff has that trigger information. Morgan responded that there is a call with the Governor and sometimes cities are allowed to submit questions and he will do that. Pitts asked related to pools, why June 151" instead of June 1st. Garrett responded to allow time to call lifeguards and do training. Pitts asked if the rec center will be at 25% capacity. Garrett responded yes. Pitts asked about indoor pool use. Garrett responded yes, up to 10 people based on reservations. Pitts asked how long an appointment is. Garrett responded one and half hour with 30-minute cleaning period after. Pitts asked about the July 411, event. Morgan responded that citizens can see fireworks from many areas in the City and by eliminating the events, but still have the fireworks, it allows some form of citizen participation. Pitts asked if citizens would be allowed to setup in the grass to maximize capacity. Morgan stated that the goals was to minimize capacity and staff would reevaluation as the Governor's orders change. He added that due to the timing of the event staff needed to make decisions now. Pitts noted his concerns with how to require people to stay in their cars, but he knows staff will work it out. Pitts stated that he is fine with extending utility fee waivers for another 30 days and asked if repeat offenders are aware of resources. Morgan yes, using Williamson and Burnet Counties Opportunities (WBCO). Fought stated great work by parks and recreation staff to open things up again, and Popptober fest sounds great. He added that he is fine with extending fee waivers for another 30 days and supports what Mr. Triggs will propose. Triggs stated that he likes the parks schedules. He added that related to utility fees he thinks they should be extended, and the toughest months may be June and July. Triggs stated that he agrees with Pitts regarding encouraging assistance programs. He noted that the emergency orders should put in an ending date and he would like the emergency orders ended by swearing in of new Council Members and Mayor after the November election. Nicholson thanked staff for their leadership and asked about the capacity for daily summer usage at the rec center. Garrett responded several hundred people each day, 300-400 people. Nicholson stated that she is interested in the communication of the scheduling system. Garrett responded that staff is working on communication right now and working with others in the state to understand best practices. She added that not all portions will be open, and the usage will be mainly for self -directed exercise on track, weight room, and lap swimming only. Nicholson noted perception of fairness and asked if the teen center and courts will be closed. Garrett responded correct, those areas will be used for summer camp and group exercise will eventually spill out into the gym. She added that she also doesn't know when next Governor's orders will be to change things. Nicholson thanked staff and had no questions for Morgan. Calixtro stated that she agrees with extending fee waivers and thanked staff for working through this. Mayor Ross stated that council is in favor of extending fee waivers for 30 days and supports adding an end date to the disaster declaration. He asked that staff put that on a future agenda. Ross clarified that Council could end the disaster declaration sooner than November if needed. Morgan responded that staff will put both items on a future agenda. Mayor Ross recessed the meeting at 4:55 p.m. and noted that Council would begin Executive Session at 5:00 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 - Retention of McGinnis Lockridge as Outside Counsel Sec. 551.086: Certain Public Power Utilities: Competitive Matters - Purchase Power Update - Substation CIP Sec. 551.074: Personnel Matters - City Attorney Recruitment Adjournment Approved by the Georgetown City Council on Date Attest: Cit ecretary