Notice of Meeting of the Governing Body of the City of Georgetown, Texas MAY 28, 2013 The Georgetown City Council will meet on MAY 28, 2013 at 3:00 P.M. at the Council Chambers at 101 E. 7th Street, 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, least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Policy Development/Review Workshop - A B C D Bed and Breakfast Establishments -- Laurie Brewer, Assistant City Manager; Dave Hall, Chief Building Official and Fire Chief, John Sulliven Workshop presentation and discussion regarding revisions to the current amendment process for the Unified Development Code (UDC) -- Valerie Kreger, AICP, Principal Planner and Andrew Spurgin, AICP, Planning Director Presentation of Information Technology (IT) major project status for the current fiscal year and the IT Master Plan update for FY2014 -- Mike Peters, Information Technology Director Records Management Update -- Robyn Rye, Records Coordinator and Jessica Brettle, City Secretary 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. E 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 - CTSUD Update - Rivery Update - LCRA Update - Sun City Gas Spill - TexCon Claim Adjournment Certificate of Posting I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the day of, 2013, at, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Jessica Brettle, City Secretary
City of Georgetown, Texas May 28, 2013 SUBJECT: Bed and Breakfast Establishments -- Laurie Brewer, Assistant City Manager; Dave Hall, Chief Building Official and Fire Chief, John Sulliven ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Cover Memo Item # A
City of Georgetown, Texas May 28, 2013 SUBJECT: Workshop presentation and discussion regarding revisions to the current amendment process for the Unified Development Code (UDC) -- Valerie Kreger, AICP, Principal Planner and Andrew Spurgin, AICP, Planning Director ITEM SUMMARY: The Unified Development Code (UDC) is the primary tool to regulate land development in Georgetown s jurisdiction. Adopted in 2003, it is a living document requiring periodic revision. In 2004, City Council adopted a process for annual review and amendment including a yearly list of proposed amendments and additional public review. In 2008, the process was revised to include an ad-hoc citizen forum, referred to as the UDC Task Force, to work with staff to generate the annual list as well as craft the revisions. In May 2012, City Council held a public workshop to review the UDC and the processes that had been used to amend the document. Based on experiences with the process, there were concerns that amendments were adopted too frequently, leaving some users uncertain of what the current regulations were, and that the adhoc nature of the Task force caused participants to vary from meeting to meeting, affecting group direction and accountability. In response, Council directed staff to revise the process and incorporate less frequent code amendments, a Council-appointed standing committee with diverse membership, more involvement from the Planning & Zoning Commission (P&Z), and increased information to Council regarding the amendments under consideration. Staff held a meeting on May 16th to gain public feedback. Concerns were primarily centered on adequate public input opportunities in the process and public notice, with some supportive of changing the current process and some not. Overall, the group did not want the process so formal that public input would be limited in any way, discouraging involvement. Staff has formulated potential possibilities for a revised process. 1. Committee (UDC Advisory Committee): If Council chooses to move forward with establishing a standing committee, staff suggests a 9 member Council-appointed P&Z subcommittee consisting of: two (2) P&Z Commission members (one of which would be chair); one (1) Historic & Architectural Review Commission (HARC) member; one (1) representative of the Georgetown Chamber of Commerce; two (2) technical professionals related to the development industry (i.e., architect, engineer, land surveyor, landscape architect, professional planner, developer, or real estate professional); and three (3) representatives of the community at large not otherwise qualifying (some public suggested geographical representation). Committee meetings would be open to the public but only Committee members would take action on items. Based on public comment, staff is researching the potential of an open workshop at the beginning of or preceding the meeting to allow free input/discussion from the public regarding the topics under consideration. Committee would hold the public workshop(s) currently held by staff prior to an item moving forward to P&Z. 2. Non-Committee Amendments (Executive Amendments): Limit total amendments requiring Committee review, especially when the topic does not provide for choices, by establishing an amendment category that could bypass the Committee where needed and proposed revisions would go directly to P&Z and Council. This would include nondiscretionary, mandatory, or legislative revisions necessary to address state statutes or case laws, ratification of published director interpretations (determinations are published on the internet for public review for 30 days and are appealable to the ZBA), and anything designated an emergency item by Council. Courtesy notice could be sent to the Committee, with P&Z ability to send amendment to Committee for recommendation. Could occur on an as-needed basis as determined by the City Attorney or City Council. 3. Amendment List (General Amendments): Continue practice of creating a list of potential UDC amendments that need review, such as discretionary modifications, changes to existing policies, new Cover Memo procedures, or requirements not otherwise imposed by a superseding law, but with changes. Have a Committee managed on-going (rather than annual) to-do list of amendments, prioritized and Item # B reviewed every two years with public input at that time as well (some public preferred yearly review).
Committee could provide a yearly update to Council covering what has been done, what remains on the List, and prioritizations of pending amendments. These types of amendments would be brought to Council every two years for consideration and adoption, rather than the current annual process. 4. Off-Cycle Amendment Requests: Currently, an out of cycle UDC amendment can be proposed by Council, P&Z, Director recommendation with Council approval, or application by a citizen or property owner. With the current process, any application for UDC amendment is sent immediately through the task force and public review processes, unlike those items that are assessed when added to the annual list. This also creates a situation where UDC amendments could occur frequently. Staff suggests there be a process for addressing off-cycle amendment applications whereby the request would be determined to need to be handled off-cycle, added to the Amendment List, or not acted on at all. Staff is looking for Council direction on whether this should be handled at the Committee or Council level, or even P&Z. Also under current process, Council may declare an item an emergency (by supermajority vote) and direct staff to handle the item out of the annual cycle immediately. It is suggested that the qualifications for such a designation be defined, although a clear definition has not been determined (public health/welfare, impediment to a City of Excellence target, or situation that would otherwise have a negative impact on the City if not addressed immediately). Some of the public believe that staff could judge the urgency of an item and relay that to the Committee who would make the call. (It was suggested these may be called Council High-Priority Amendments as opposed to Emergency Amendments, public was split) 5. Topic Based Input: Some topics need special input from the public, greater research, or additional expertise beyond that of staff and the Committee. Currently, staff will meet with experts or hold special public outreach meetings as needed to gain knowledge or feedback. Based on the public input from the meeting, staff suggests continuing these efforts through staff, with the Committee providing direction for research or attending a public meeting as needed. Based on Council s feedback at this workshop, staff will proceed with drafting a resolution, ordinance and bylaws for Council s consideration at a later meeting. FINANCIAL IMPACT: SUBMITTED BY: Valerie Kreger, AICP, Principal Planner and Andrew Spurgin, AICP, Planning Director Cover Memo Item # B
City of Georgetown, Texas May 28, 2013 SUBJECT: Presentation of Information Technology (IT) major project status for the current fiscal year and the IT Master Plan update for FY2014 -- Mike Peters, Information Technology Director ITEM SUMMARY: This presentation will provide an overview of major Information Technology projects: -Completed in the current year -Currently in progress, and -Initiatives incorporated in the FY 2014 IT Master Plan update FINANCIAL IMPACT: SUBMITTED BY: ATTACHMENTS: Master Plan Update Presentation Cover Memo
IT Master Plan Update City Council Workshop May 28, 2013
Agenda FY 2013 Project Status Completed Projects Currently in Progress FY 2014 IT Master Plan Update FY 2014 Initiatives Future Projects
Already in FY 2013. Expanded Laserfiche (records management) program Tyler Content Manager document storage for Incode Upgraded City IP phone system Installed IT systems in new fire stations 2 and 5 Expanded virtual desktops to approx. 100 users Completed testing on expense reporting software Met new security requirements for Police systems (CJIS) Initiated a new City intranet project Performed major upgrade on VMware platform
Already in FY 2013 (con t). Implemented network intrusion protection system Assisted in selection of enterprise asset management software Began effort to promote use of tablet computers to cut costs and improve productivity Assisted in upgrades to Electric outage management system Assisted in implementation of IT infrastructure for electric system design software Upgraded and redesigned GIS mapping websites
Major Projects Underway Virtual Desktop Implementation Approx. 100 users converted, complete by October Continued expansion of Laserfiche records mgt. system Enterprise Asset Management project planning City Intranet portal Backup data center design Final stages of Lotus Notes retirement All Boards/Commissions move to MuniAgenda Go-live for new expense management system Electric Construction Mgt. System Upgrade of Incode financial system
FY 2014 Master Plan Update IT Steering Committee managed three month process, parallel to CIP: Review projects in progress Identify new requirements Factor in planned upgrades for existing systems Reprioritize, place in timeline Results were used to develop FY 2014 budget requests (IT and other depts.)
FY 2014 Requested Projects (1 of 2) Enterprise Asset Management (EAM): Electronic Inventory of City s Infrastructure Assets Work Order and Maintenance Management Inventory Management Integrated with City GIS data First use of a web-based integration platform Product selected PSTOC 2 nd data center design Part of Public Safety Building design
FY 2014 Requested Projects (2 of 2) Other Projects: Customer Information System (CIS) selection Includes Customer Relationship Management (CRM) Implementation FY 2015 Laserfiche (Records Management) continues Interactive Voice Response (IVR) for Customer Care Open Records Request Management System City Intranet expansion Contract Management System Expansion of security camera system
Initiatives Beyond FY 2014 CIS/CRM System implementation ERP System Replacement (selection/implementation) Major FY2015 project (selection to start in 2014) Primarily Financial Information System (FIS), but with significant integrations/interconnects to other systems Enterprise Asset Management (additional departments) Laserfiche Records Mgt. (additional departments) Market Operations System Will be reevaluated during FY 2015 IT Master Plan Update
Questions? THANK YOU!
City of Georgetown, Texas May 28, 2013 SUBJECT: Records Management Update -- Robyn Rye, Records Coordinator and Jessica Brettle, City Secretary ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Cover Memo Item # D
City of Georgetown, Texas May 28, 2013 SUBJECT: 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 - CTSUD Update - Rivery Update - LCRA Update - Sun City Gas Spill - TexCon Claim ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Cover Memo Item # E