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HomeMy WebLinkAboutMIN 07.26.2021 CC-WNotice of a Special Meeting of the Governing Body of the City of Georgetown, Texas Monday, July 26, 2021 The Georgetown City Council will meet on Monday, July 26, 2021 at 2:00 PM at the Council Chambers at 510 West 9th St., Georgetown, Texas. The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 808 Martin Luther King, Jr Street for additional information; TTY users route through Relay Texas at 711. Mayor Schroeder called the meeting to order at 2:02 p.m. The following Council Members were in attendance: Mayor Josh Schroeder; Amanda Parr, Council Member District 1; Shawn Hood, Council Member District 2; Mike Triggs, Council Member District 3; Steve Fought, Council Member District 4; Kevin Pitts, Council Member District 5; and Tommy Gonzalez, Council Member District 7. District 6 is vacant. A quorum of Council Members was present in Council Chambers and a roll call was performed. Regular Session (This Regular session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A. Workshop overview, discussion and feedback regarding the FY2022 City of Georgetown Budget and Tax Rate -- David Morgan, City Manager and Nathan Parras, Assistant Finance Director Morgan introduced the item and provided the purpose of presentation. He then reviewed the following: budget context and pressures; development of the current FY2021 budget; Budget themes for FY2021 and FY2022; service delivery and development pressures; planning for growth and council goals; staffing recruitment and retention along with compensation and benefits; preliminary budget; Budget revenue assumptions; Budget assumptions for general fund and joint services; Budget assumptions for the Electric Utility; Budget assumptions for the Water Utility; a summary of new staffing by fund; budget cost assumptions for salary and benefits summary; and compensation projections. Tadd Phillips, Director of Human Resources and Organizational Development, presented regarding the following: Fiscal and Budgetary Policy; Public Safety market data; Public Safety proposed pay scales October 2021; Public Safety market and step history; a graph showing compensation side by side history and projection for Public Safety; Non -Public Safety market; and Non -Public Safety market comparators. Mayor asked if staff has ever considered using non-public sector employers as comparators. Phillips responded that staff has considered it, but data is hard to get. Phillip resumed and presented on the following: market examples; Non -Public Safety market history; market implementation methodology; Non -Public Safety merit; and employee benefits. Gonzalez asked if benefits are part of the overall compensation comparison. Phillips responded yes; staff does consider benefits. Triggs asked where the City currently stands in the comparisons. Phillips responded that the City is modeling to be overall comparable to other entities. Triggs asked if it was too early to know how insurance policy increases will compare. Phillips responded that the City could be higher than others, but 3 of the last 5 years have passed on no increase to employees. Fought noted that he wants to make sure continuing education is still part of budget. Morgan responded that yes, that is part of retention and funding has been restored. Fought noted that on insurance, 10% hit was large and appreciates creative action to encourage physicals. He added that possibly funding increase in health insurance is better than funding in salary. Morgan responded that the City policy has been to fund 85% by employer and 15% by employee. He added that staff will provide more detail. Phillips added that if the City does the 10% increase and the employee participates in physicals, half of employees see a positive and half will pay more. Parr asked how many employees are impacted by market increase. Phillips responded 216 Non -Public Safety employees. Parr asked how quickly the City can close the gap. Phillips responded that the City is moving to 3% market increases because 2% wasn't getting employees there. Morgan added that 3% market would be minimum, but there is the possibility to have a higher market movement if needed. Parr stated that as soon as employees are getting to market the better. Morgan noted that having a market strategy is key. Morgan resumed presentation and reviewed the Budget Workbook and provided a brief government budgeting and accounting refresher. Laurie Brewer, Assistant City Manager presented the General Fund summary and walked Council through the Budget Workbook by fund. Gonzalez asked if the sales tax number was conservative. Morgan responded that staff is tracking right now through the current year, and currently tracking at 25% over last year. He added that staff is using 20% to be conservative. Brewer added that staff will be even more conservative in FY2022 primarily because of the increases that are connected to building industry. Gonzalez stated that he felt it was important to note why those decisions are being made. Brewer then continued to review the Budget Workbook by fund. Pitts asked about the increase to contractual services. Brewer responded that the increase would allow some of the City's contract engineers doing development review to continue to support the City. Morgan added that these contracted support positions would be moving to the Planning Department. Fought asked how the amount of $500,000 was determined for updating the UDC (Unified Development Code). Sofia Nelson, Planning Director noted that part of the money is related to a diagnostic analysis of what needs to be done and the remainder is based on what nearby cities have paid. Fought asked for clarification on what will be re -written. Nelson responded that only those required areas. Fought then noted that this would be a comprehensive edit. Staff agreed. Nelson added that after the diagnostic is performed staff will have a better idea of the true cost to edit the UDC. Hood asked how old the UDC is. Nelson responded that the UDC dates back to 2004. Parr asked for clarification on funding for the home repair program and how it is utilized. Nelson responded that that the request was for additional funding that could help up to seven additional families. Parr stated that she would like to add the additional $15,000 for the program to the budget. Morgan noted that the program is traditionally funded from a few different sources with $25,000 through the General Fund, and other funds from the Conservation and CDBG funds. He the detailed the history of the funding. Pitts asked if money is still being contributed from those other funds. Morgan responded yes. Gonzalez stated that he would support the extra amount as it could help more people. Discussion among staff and Council regarding procedure for noting changes any Councilmembers would like to see. Pitts asked about $25,000 for interlocal expense. Morgan noted that item for an agreement with Habitat for Humanity for home repair. Brewer then reviewed request for the Library. Gonzalez asked about the library funds for digital books. Morgan responded that the request is for digital books and the Friends of the Library also donates books. Brewer noted the change from a part time arts and cultures position to a full-time position and additional programming expenses. Pitts noted that on changing the part-time arts and culture position to a full-time position, in three years, this is the first time he has had a citizen voice support for a budget item. Brewer reviewed the request for a parks and recreation manager. Pitts noted for future consideration, a trail around the inside of the dog park. Morgan asked about the preferred type of trail. Pitts noted one that was more level, and easier to use and not muddy when rains were only specifics he was given by a citizen. Morgan stated that the City might be able to fund through maintenance plan, and he hopes it shows up in Master Plan. Gonzalez noted being careful with individual requests and that he is leery of starting to review on individual requests. Pitts noted that he has a lot of requests from citizens but very few have to do with how the City spends money. He continued that the trail mentioned isn't an actual trail, but a walk path in the dog park to address a safety issue. Brewer noted some smaller requests and fire department requests including several of support positions mention previously by Morgan. Gonzalez asked about the over -hiring process for the Fire Department and how that is noted in the budget. Morgan responded that the current Strength of Force allows for the hiring of 155 which includes the seven over -hire positions. He added that the funding is $400,00 in general governmental contracts. General discussion about observing the over -hiring strategy for effectiveness. Parr asked for clarification on the 11 vacancies and seven over -hire positions. Morgan responded that both the vacancies and over -hire positions are accounted for. He added that the over -hire positions will assist with stabilizing the department going forward. General discussion about incentives including being on -call. Gonzalez stated that he would like to see a policy related to how the on -call process would work. Morgan responded that staff could share that information will Council. Pitts asked aobut tracking EMS revenue. Brewer responded that it was in the fees line item. Pitts asked about bill collections and possible reporting to understand the financial performance. Fire Chief John Sullivan responded that the City uses a vendor and has gone out for an RFP and explained the collection process for different types of calls and patients. Brewer reviewed additional request and noted the desire to reinstate a second Assistant City Manager position; a 3-1-1 type technology and associated costs; an additional open records position; contracts; and Police K-9 and associated costs. General discussion among Council and Wayne Nero, Police Chief related to the growth on the number of officers on patrol in the last 5 year; the department's use of standards to get the correct number of patrol officers; how the Police Department can always use additional officers; the benefits of adding a K-9 resource; associated costs for adding a K-9 unit; timing of funding for the program; and how the City's K-9 partnership with the County works. Council generally supported moving with the K-9 program sooner rather than later. Mayor called for a brief break at 4:23 p.m. Mayor called the meeting back into session at 4:32 p.m. Brewer presented and reviewed the proposed budget and requests for Communications and Public Engagement and Police Department. Gonzalez asked about the call out numbers for SWAT for Georgetown. Nero responded that he doesn't have those numbers but can get them. He added that last year was 30 and this year should be more. Brewer presented the proposed budget and requests for Public Works. General discussion among Council and staff related to the conditions that apply to the Contingency Fund, Economic Reserve Fund, Council Discretionary Fund, and Benefit Payout Reserve as outlined in the Fiscal and Budgetary Policy. Parr asked about a request from the Animal Shelter being denied, especially Community Engagement Supervisor. Morgan responded that the City Manager's Office weighs workload pressure points, immediate needs, council priorities, and many are on the cusp of being funded. General discussion among Council and staff related to how and when positions are added to the budget and what process should be used to propose adding positions to the budget by Council. Bethapudi presented proposed budget and requests for the Electric Fund. Pitts asked about the rationale for lowering the purchase power for FY2022 in the budget. Bethapudi responded that it was due to contracts that have expired/will be expiring. General discussion among Council and staff related to contributions from the electric department to the general fund; making loan payments; and banking practices. Mike Westbrook, Electric Operations and Engineering Manager, presented on the Electric Capital Improvement Projects (CIP) including the following: improvement project categories; customer growth; new development projects; system improvements for capacity, un- anticipated needs, and upgrades; improvements for power quality; improvements for system protection and distribution automation; and the total costs of all CIP projects totaling $7,400,000. Mayor Schroeder called for a recess at approximately 5:50 and reconvened at approximately 6:30 p.m. Chelsea Solomon, Director of Water Services, presented on the Water Services Fund. Pitts asked about benefits to citizens for getting their sprinkler systems checked. Solomon responded that the budget is $300,000 and was in conservation but will be moved to the Water Fund for FY 2022. Pitts asked if the full $300,000 has been exhausted in the past. Solomon responded that it has not, but she expects it to get much closer in the coming year. Pitts asked about the funds for communications and if that was with the same people that help with Electric. Solomon responded that it was completely separate and outlined the details of the outage management system. Morgan noted the difference in water outages versus electric outages. Parras presented on the Airport Fund, Stormwater Funds, CVB Fund, Council Discretionary Fund, and Street Maintenance Fund. Leigh Wallace, Finance Director presented on the internal service funds including Facilities, Fleet, and Information Technology. She then reviewed the Joint Services Fund. Parr asked about the length of time Finance would need to use the temporary position. Wallace responded part time for about 12 months. General discussion among Council and staff related to lock box services and associated costs. Cindy Pospisil, with Customer Care, provided details. Wallace reviewed the Self -Insurance Fund. Parr asked if the 10% increase was normal. Wallace responded that the City does a 5% increase on average, but did no increase last year; therefor, the 10% increase this year was to play catch up. Tadd Phillips, Director of Human Resources and Development reviewed the Employee Benefits Premium net impact. Parr asked if the 3% increase for dental costs was average. Phillips responded yes; it is. Morgan reviewed the next steps including the FY2022 proposed budget calendar and Public outreach. Fought thanked staff for putting together a well written budget. Gonzalez added that he wished the last three previous budgets were as good as this one. Morgan applauded finance and budget staff for using a new system to put the budget together. Adjournment Mayor Schroeder adjourned the meeting at 7:02 p.m. Approved by the Georgetown City Council on 1 Attest: C , Secretary