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Agenda CC 07.14.2014
Notice of Meeting of the Governing Body of the City of Georgetown, Texas JULY 149 2011 The Georgetown City Council will meet on JULY 14, 2011 at 6:00 P.M. at the Council Chambers at 101 E. 7th Street If you need accommodations for a disability, please notify the city in advance. 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 - Call to Order SPECIAL SESSION TO BEGIN NO EARLIER THAN 6:00 PM B Public Hearing regarding proposed redistricting plans -- Mayor George Garver, Moderator; Cobby Caputo, Legal Counsel and Presenter C - Adjourn 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 Hal , 1 13 E. 8th Street, a place readily accessible to the general public at all times, on the _I day of , 2011, at (ZZYM, and remained so posted for at least 72 ntinuous hours preceding the heduled time of said meeting. es i a Brettle, Cit Secretary Talking Points- 7.12.11 Workshop- Senate Bill 100 Presentation • Introduction- Name, Title • Senate Bill 100, passed in the recent legislative session, effective September 1, 2011 • Council has received correspondence dealing with this issue and it has been a topic of discussion among cities over the past month or two. • We would like to start a discussion as to how Council would li us to move forward with this. d • The PURPOSE of Senate Bill 100 is to comply with the federal Military and Overseas Vote Empowerment Act (MOVE). o SB 100 enhances the voting process for military and overseas voters who may encounter obstacles or time delays with the standard vote by mail process. o It requires the ballots to be mailed or emailed to military of overseas voters no later than the 45th day before the election. ■ "Election" applies to election for a federal office and an election to fill a vacancy in the state legislature or an election held jointly with each of those options. ■ SB 100 only applies to the even -numbered "primary" Election years and limits May uniform elections in those years to non -county elections (cities, school districts). Odd numbered Election years are NOT effected. • The EFFECT this has on our Election calendar. (ELECTION ,CALENDAR) o The Mandate to mail the ballots 45 days before an elections has a significant impact on our election calendar because: 1. It pushes the PRIMARY RUNOFF election from the second Tuesday in April to the fourth Tuesday in May. 2. The May Uniform Election (our normal election date) will now fall between the MARCH PRIMARY and the MAY PRIMARY. 3. The Early Voting Period for the PRIMARY RUNOFF will begin only 2 days after the May Uniform Election. o SB 100 also states that County Elections Administrators are not required to contract to conduct elections in May of even -numbered (primary) years. They are also not required to lease voting equipment to use if doing so jeopardizes County Elections. o Our County Elections Administrator has not made an official determination but has said they have insufficient space and equipment to administer both elections in May of primary years as it stands. They are researching options. • CHARTER: (SHOW CURRENT TERMS FOR COUNCIL) Explain what is in our Charter and what the Charter says on this issue. • CONCLUSION: We have several options for how to address the implications of Senate Bill 100 and I will let Bridget speak to all of you about this. cLC(A� 7/12/2011 Budget Prewl��'.-�/' I 7/12/2011 2011 /12 Proposed Annuat Budget $179.1 M Total Budget S 'ear, a, r -i it e L'i, ii 0 e, "A to �n fl�f 0 is the 2 a. 9 i'vl 'racy .4% dac. rease -e' $,A Gieneral FLAIC"", -ro $39 Million in 2010/1-1 pro.,ected Capitail $52.8 Million rin 2010,11 1 (including prior year roliforward projects) Mi"I'on F d e r F, Lt 1 c i c s o 1v BUdget Comparisons Operation.s /General FUrI0 . General Fund Variance Operations & Maintenance 2012 $ 39,087,130 Operations & Maintenance *2011 38,443,724 D rence 643,406 2%_ * Projected Expenses K 7/12/2011 Budget Comparisons Operations Electric Fund Electric Fund Variance Operations & Maintenance 2012 $ 56,124,670 ®perations & Maintenance *2011 48,001,254 Difference $ 8,123,416 17010 Projected Expenses Budget Comparisons - .ter Services Fund Operations - Water Fund Variance Operations & Maintenance 2012 Operations & Maintenance *2011 $ 18,842,140 18,759,513 Difference $ 32, 627 0.44% Projected Expenses 3 f. 7/12/2011 Budget Comparisons - Debt Service General Debt Utility Debt Total Debt Service 2012 $ 7,193,583 $ 7,680,525 $ 14,874,108 Debt Service 2011 6,061,573 7,721,603 13,783,176 Difference $ 1,132,090 $ (41,078) $ 1,090,932 Variance 19 % m1 % 8 Debt Service not including GTEC or GEDCO NOW - Budget Comparisons - PLjbhcSafety m pacts 2012 20113 Cost of twelve (12) Firefighters $ 167,780 $ 692,483 Fire Station #5 Operating Costs 39,075 35,400 Debt Service for Fire Station #5 Land & Coat 158,768 182,288 Debt Service for Fire Station #5 Training 118,153 135,656 Debt Service for Fire Truck 42,516 49,113 Debt Service for Fire Station #2 Remodel 64,922 97,503 Total $ 611,216 $ 1,242,4�43 M ■I a IL 7/12/2011 Budget Comparisons General (Fund Total - Al funds Health Insurance 2012 $ 1,818,080 $ 2,999,949 Health Msurance 2011 1,580,939 2,608,651 Difference $ 237,141 $ 391,298 Variance 15% 15% General Fund Total - All funds Fuel 2012 $ 396,206 $ 657,155 Fuel 2011 340,023 561,797 Difference $ 56,183 $ 95,353 Variance 17% 17% 5 Y 7/12/2011 1 Sales tax continues to grow Jowr ns Property tax values are holding steady Utility revenues stable Slight growth in Planning projects indicates recovery in local economy kggosl recoverIJ The Issues and Concerns Fuel Prices Opening of Fire Station 5 ff 9 E tct t j rn e rco D. Continued decrease in building inspection revenues ® indicates activity will not return to previous levels 110 7/12/2011 The Issues and Concerns ... Prior Policy Decisions Ompacts ®f debt issues ®n tax rate 0 0 q, o ug gh d.ow n • Transfer from General Fund "excess" 0 10/ 11 - C ffse� '-`ebt 'Service FUnd --ess fund ba'ance `n, ".D Strategies - Budget Contingency Policy Continue t® "freeze" positions 'V e-r b- ws !,.ozl.Cv,aI,fj�2-en a, vea* 1 -c yp d d i i fi P, r 4 d 'HfJc-�wiai — s o v,0V h s ReaHocate resources to 0 t, Y,! a, . I tl hcz ; Jz i k, � ftQ I Open positions to be frozen for partial year 7 7/12/2011 Strategies - Budget Contingency Poticy Continue t® review all revenues and other indicators during the year and rake adjustments Upcornln� lsst.ie Facilities planning is needed t® address space issues and ®pen facilities a. #fin ,� 9 .,, IgMpppj 7/12/2011 Funds needed to provide current levels of service New Fire Station impact - Ooeratior�,�?,`F� Fire Training Facility impact Impact of Debt issued in 201® & 2011 Public safety step plan (at originally approved levels) NCDIF What's in 1 -time expenditures ® funded with prior year fund balances and bond funds/related interest earnings "0 restirt-lorns ai*. G-drace L arci 2 Revievv of an(,.4,, R F r.-. 01r"WeTS1011 01 elnd-il _"Yste-i-n 6 b 9 7/12/2012 1 MIM MIJ M Continued funding of AMI/CIS project n c � u d e t e o r a ry s tat f -i g f o r im p,y e-,, -ir,, e', n I- ;`,tic-,. � in It I 'ii I r .4-A.irren Implementation of 2011/12 CIO plan Increase in Health Insurance Fully funded annual TMR retirement obligation Grant funded Bookmobile Librarian Part time parts & service writer in Vehicle Svcs Four positions in Electric for system growth & reliability 'Texas MUr1licit ` I't �)yster!,, Positive impacts from SS 350 Fund Restructuring V M K, LS • Employee Savings Fund • Munidpal ACcurnulation Fund • Current Service Ar"nuity Reserve Fund I -A res.ei tD i es. C.. L rt J W. 0 S a e e -,111 n d s ko bzl- Impact of City's one-time contribution of $404,577 in 2009 10 7/12/2011 2012 Contribution Rate -11.84% 0 2010 Unfunded Actuarial Accrued Liability e$12.1 million (new caic) 2 0 0 4, 22 1 i o U A L- 2010 Funded Ratio ® 81.8% 4 111.9% irripI-avernent Policy is (8091c., What's not in 'currently) 17 positions remain "frozen" 4 positions are "frozen" until April 2012 No funding for employee performance bonus No cost of living or merit adjustment No operational increases without warranted need 11 7/12/2011 2011/12 REVENUES Inlerfund Transfers Interest 5.0°% Pmtnerty Taxes D.2a.; 9.4% Gra 0.3 uelny Kevenue 53.6 % s al Recovery Fees 0.6% and Proceeds 3.8% Charges for Services 9.5% aptal Recovery Dees 0.6% 2011/12 BUDGET 3� EXPENSES [,.;.,turd Charges d Transfers 4 70% Debt Nvn. ti 9.48 Geageh;svn Uldily syslems 25.50`L CIV ., Imp— I.nts tUS7�, . Pahce S s 5.791 �� P.,ctmscd P— tGUS) Currvm, ny serviurs i5.08ab. 4.72% ANu,ag.r,.nl Snrvicns _ - 391"v - Rr. S.,vrces T,-5p.na Con,m,a .ty Devnlop.-t w. 4"6 Flrwn.;. A Add n:serallon 7.39% 12 7/12/2011 GENERAL FUND REVENUE SOURCES 2010/2011 Revenue Sources 2011/12 Revenue Sources Return on Investment 16% Property Taxes 24% Environmental Svcs 12% Sales Taxes 21% Charges for Service 27% *Charges for Services: Interest, franchise fees, development fees, parks & rec fees muni crt fees, and Fire/ESD Contract All funds are presented within Fiscal & Budgetary Pb`compliance compliance q- i udilgeilalcaln;ced' vvi.,th on-goirig, sustai.n,abllle fiuiv'idr-ig sources f I t�Cll -.u.1nd balav Gces -e or ke mc-Ain-Nalried i rn e,:,,, cy v r'%.'r a t-',31 u, o S a, o' firgenq\ rese-wes according to% poli-v 1 1. 11 i-A-: % Policy Compliant 13 7/12/2011 2011/12 CONTINGENCY RESERVES City-wide operating expenses fi-t,cre-�Sed $16!,A1 in 011"d ia,.4.6/�: i[ 1." e a t'3� esa $7.1 million in General Fund (90 days) $65,,834.7 in 21.1 Excluded Capital Projects, purchased power costs and interfund transfers/charges GENERAL CAPITAL PROJECT.`.. Public Safety Facility design River Trails Expansion ($200,000 grant funded) Public Safety vehicles and equipment Williams Drive widening (additional) 7/12/2011 Water Services i.�..,� .°onr� Ll Edwards ���.. uiif . r .�. may^ o-orge e 'p+ o i ilia e c, V"VesItLoop Li S'� ^.d°,* " 8 r ` Electric Services Transportation Services t ?e Mai ntein� f .�.r «, Stormwater Drainage General Debt: - CO - equipment & public safety vehicles 1,380,000 GO - Public Safety Facility 2,590,000 Total Projected General Debt 31970,000 Utility Debt- Revenue - Water Projects 2,200,000 Total Projected Utility Debt 2,200,000 TOTAL CITY-WIDE DEBT ISSUE 0,170,000 Actual amount of bond issue will be determined May 2012 and will be adjusted to reflect project timing and any excess cash from 2010/11 that might be used to offset bond issuances. "Bond Reimbursement Resolution will be issued for Public Safety Facility Debt — actual debt issue is expected in 2013. 15 7/"' 2/2012. General Fund revenues have stabilized n s aa 1, s t a x Fo r 2 Oy 1 2Z U G"' (7�'S- 1 0, C 3, S I Matches econornic foi ecast Deve care prc,)je,--,tI,:,,:-,d tc-,t),E, flZ: c- t General market Condit orls 4. PY)pe 4, lave tax �vemu.-. New propertly values offset by abatei 9-ent in icts 10 7/12/2011 UUity Revenues — show growth rates V V "iat� h ed N n.pacts Tap fees Ornpact fees "-ntirn L e to be, ifiat due i. to developrnent sllb�,,,., F. ow Financial facts Potential rate adjustments E-Jec,tbric, rates Overall rate review to begin in August PC A adwstn-seat M earl,v, Fall! IdUe to incrtn--ased supply cc" S t S y S" Rate re -structure i,nitlative based on updated methoddogy (new G!S niapping) - Methodology not adjusted since 1995 impiernentation Rate adjustment proposed for ,Janulalry 2012 * $1.CEO adjustrr.;en,t from, q,4.5 to $5.'25 L 4 * Last aciJustrinent was 2004 M, 7/12/2011 1 Financial Impacts Projected rate adjustments for 2012113 Water/Wastewater rate review t® begin in Fall * Poritualincl,eased -fixed and varlabl-'s, costs - )1,uC,1eC-4sed annui-ai costs Fr,,reviousiy off set, with growth * "Flat Rate" has not beeri, adjusted since Hnnplemented in 2007 Volumefric rcate niot adjUsted sinoce 2003 Increased costs of raw water and treatment previously offset by CUstomer growth pr ,ected r 20 12/1 Fc)tentja'i! ia d' i s T'. i re n L NOT 201 M 7/12/2011 Property Tax Overview • Ad Valorem Taxes (in proportion to the va0ue) Da,---Sed aupan, t"Ahe. Ic"If property I- X,:.Oue, i� def -Y tiv outiside agenq-, "a, ter �ed F1 I Af-3-vaisa"i Disfi-iclll, 19 7/12/2011 Property Tax v i evv City's property tax rate set by the Council Two Elements ®f Property Tax Rate 4V. -a-ions FUnds oi -going General Fu,nd ope, il. P -c safety, library, social services. parks street:�� ubli i CI ci Skn kii g 1Al i ni a iic& co el k k", -un pay, ants on debt. 1c; H P0 E�I not utim, ncdated) i a x P-Ra'end = OWA rL 1i Calculation: Tax rate x taxable value/ $1 00 your City tax levy ($ paid t® City) Property Tax Overview - e t 0lls "Effective" Tax Rate A calcula:Ition, based �_pon nvew v.,, lU,0,4b0rIS3, -that H rs,, iri r�-Vveir.'.. Liz e :as gives the CA i 11C y t h I.J i _I,C.11111k:1, i e,ffec',iverae sI-!I? v-:sz� tPC,v1ei� aU,rit, ai' TYo-fypica%� Vs & e Z; City's Effective Tax Rate Calc impacted by Over 65 Tax Freeze and Abatements y' "her Inclpoclpla ra,-,e �z I ai L a ren-,e ilaw Szpeciai r�cO,'k;eS, to be �c-,iubh w 7/12/2011 Property Tax Overview - Definitions "RoIlback" Tax Rate Ob ack tai X D a X p CA ir s i� o n o a r o, s e s a t a x r s e y propo ovei.," Mhz Rlback ra-,te �s .-he s;rcofan creas- in 8% over the "effective" (DWA rate, Plus the AS .1 a e an, 8% bcrease -M Lhe 0MV1 ra4-e &-,oudd herefore, .,,ge,,, a rollback eiection Property Tax Overview - Def'l'n]'tzl,,,., Truth In Taxation 8 t L -i'a e laws 'hat regKufllate public hea g s a 4-1,C! PuNishc-id not!'C-es for laxing entitie-S, -atr 'aricus i k..4 Ij h,.,= p opo e i e v D p e, ti, %11, C', -01 1 PLjKNiCa',-jor--..S car%id hearilings i-i-9ay b e,, 6, q ud Or e d 21 7/12/2011 2011/12 Proposed Annual Budge] ESTIMATED Assessed VaOuation $4.3B C.lx - =i� k'd L 1 14 1 icr year Ly�-ted tcd tie 1,.� % above p�,, LJ �Ii n r; 1 u dt& s $ 9 '3' NA N E �v` V' L) 1"', 0 P I 1,s 1A, ifreopndudr-,,$94Nnczmp-rei-ii -y Tax roles will be certified by July 25th Proposed Tax .ate .38750 a $0.03128 increase over prior year $0.35622 Apprcwea 'Incipa.,";1's 7 $0.01_567 dUt-- to 210"l 0 GO E $0,005 due to inlcrea-ced aMOUnt of 2011 COfor pubh,'. scafety ard'. Fre Trainlr)g 5.4% above the estimated "effectove" tax rate of $0.36780 22 $4.500,000,000 — $4.000,000.000 $3.500,000,000 > $3.000.000.000 - o ,",:, :p 'a S2,500,000,000 tN $2,000,000,000 Q $1,500.000,000 _ S1,000.000.000 U $500,000,000 ; 2003 2004 2005 2006 2007 2008 2009 2010 2011 00 Assessed Valuations 0 Tax Rates - $0.5000 1 $0.40fl0 S0 3000 4; co X $0 2000 0.1000 '0.0000 2012 7/12/2011 Proposed Tax Rate 201 OTax Levy total - $71 K > than budgeted i ev iu- " i wz:�U, dt Loi-; I a C 4 e V cw I ,, i E-I z fl-te ccak-Hf ed Ar.,Aic. p, L d U Debt Service Fund over collection used t® offset current debt service 4 8 2 V, e"k0 11, 12 Del-)t Stsr ice $0.16AW) fE f'eS • Total debt impact from 2008 voter approved bondS $0.0302 Pror%osed Tax Rate P * Estimaiec" Effective Rate" < $0.36780 Ra-tcg to the s<ar-ne , v-munt d" 1"tunds �-ns Veair on the Curr.,nnt assessc,-,'d vaN, Assurn.,:,�S, 70% oriPrope?tv va'uati nc wider revieiAil * Projoosed 2012 Tax Rate © $0.38750 c a;n -i,j S ithoriza-fioir I I "'. * , m ) a e r-A s e d 1 0 1 C;,� �,,, k Olt.; C C.� kA 2 1�67 imp -e del t in 2011 - $0.005 act ofadditional Fk 0 1 M11 7/12/2011 Components of Tax Rate y 11 / 12 0.2228 0.1647 10/ 1 1 0.21087 0,13635 09/110 0.2114 0.14482 08/09 0.2M53 0.15569 07/08 0.2= U-15337 06/07 ■ , � Sn W`,G.14749 $0.00 $0.10 $0.20 $0.30 $0.40 $0.50 'Proposed Operations & Maintenance Debt Service Proposed Property Tax Rate Comparison (Cities within the Central Texas Area) $0.80 Tavlor (.81389) ) 02) 150) 728) 175) W 7/12/2011 Combined Total Monthly Utility and Tax Expense Based CM Gecxv*wm SWIdwd fia". Lcanckr -raryw Ceti partm L-� -36 R 1 4 14 uL, " ma Pflugervift a 4. q ............... Austin Round Rock 12�11 �21 Ternplel 1 Georgetown 0 too 200 300 400 Soo GDO 700 Soo [■IOV:ater 0 Sewer 0 Electnc E) Garnage, 0 Stormwater 0 Prop.Tax I Potential 2012/13 General Fund Shortfall = $1.1 M Decreasing margins in utilities """act 00111Q46. e PUVEr P 0 t'. � f, T R� a ariable cc�s-`s d A �= U P. v CA, C4 ,vt PreviOUSIV fk.,inded t!-)-OL, I�Ah � gro k, I Future funding impacts ®f new/remodeled facilities A b Operating impacts ®f new public safety facility Wel 7/12/2011 July 14 — (if needed) 4000 — City Council continues review of City Manager's Budget July 26 — City Council set the proposed (maximum) property tax rate for 2012 and public hearing dates Aug 9 — 1st Public Hearing — Tax Rate Aug 18 — 2nd Public Hearing — Tax Rate and Pubfic Hearing on 2011/12 Annual Budget Aug 23 — 1st Reading Tax & Budget Ordinances Sept 13 — 2nd Reading Tax & Budget Ordinances Conctusions MIII 27 7/12/2011 PRESENTATION AND DISCUSSION REGARDING A UPCOMING BUILDING CODE PUBLIC REVIEW PROCESS DAVE HALL, BUILDING OFFICIAL COMMUNITY DEVELOPMENT- INSPECTION SERVICES WHO WILL BE CONDUCTING THE tN7'SIL:tAT"iCYL+ } PUBLIC REVIEWHEARINGS ♦ Building Standards Commission (BSC) & Inspection staff will hold series of public hearings reviewing significant changes of 2012 International Code Editions. [FYLIMNATTONA WHERE AND WHEN WOULD THE HEARINGS BE CONDUCTED ♦ Public hearings conducted at Georgetown City Council Chambers located at 101 East 7th Street ♦ Every third Thursday at 4:00 beginning in August WHAT WILL BE PRESENTED FOR IMULNAT PUBLIC REVIEW THE 2012 INTERNATIONAL CODES REVIEWED FOR SIGNIFICANT CHANGES — Building - Commercial and Residential Performance Code for Buildings & Facilities Fire Energy Conservation Wildland-Urban Interface )�� Existing Building WHAT WILL BE PRESENTED FOR V REVIEW - CONTINUED Property Maintenance Plumbing Mechanical Fuel Gas 2011 National Electric Code as published by National Fire Protection Association (NFPA) Including review & update of Electrical Ordinance �o WHY HAVE A PUBLIC REVIEW E V'1'Ei. . ......... A1'IOI+:AI. PROCESS? a ►2 ►a F 0 Provides public forum to review significant code changes since last adoption Current Codes adopted: 2000 Residential 2003 Building 2003 Existing Building 2000 Energy 2003 Fire 2003 Plumbing, Mechanical & Gas 2003 Property Maintenance 2005 Electrical 9 to WHY THE PROCESS — CONTINUED Opportunity for public & staff to propose possible code amendments meeting local needs. Opportunity for public & staff to voice concerns, input or support to Building Standards Commission for its recommendation to Council. )�� Ensures that the code adoption process is transparent. )�Research & review potential cost impacts of newest code additions. )�> Amendments must be based on valid technical data & meet intent of codes. WHAT ARESOME BENEFITS EN'1'BiL"3A'!'LONAL UPDATING CODES ➢ International Codes meet minimum Life Safety needs, consistent with accepted engineering and fire protection standards ➢ Construction requirements for Fire Fighter safety ➢ New technologies for construction ➢ One document for building design & contractors throughout the US ➢ International Codes (IC) create more attractive development climate since IC design / build requirements are familiar to out of state developers. BENEFITS - CONTINUED ➢ Reduction in property loss ➢ Improved building safety ➢ Reduced insurance rates for taxpayers through Insurance Services Office, Inc. (ISO) rating criteria ✓ The adoption & enforcement of newest building code editions is a tool sometimes used in underwriting insurance policies & rates for residential & commercial occupancies Cam• Presented by: Legal Department City of Georgetown • w. s 1 , NINON O verview r I City of Georgetown- "Home Rule Municipality" and Council Manager Government," ■ Home Rule —means the power of a city to govern itself so long as charter provisions or ordinances are not inconsistent with state law. Home rule cities derive their power from the Texas Constitution and look to state law only as a limit on their authorsr In other words home rule cities may do ayt hin thatf is not specifically prohibited by law. (City C9arter Sec. 1.02, 9.io and 9m) ■ Council Manager Government- City Council enacts legislation ado is budgets, determines policies and appoints the Cify Managerwho shall execute the laws and administer the government of the city as chief administrative and executive officer of the City. (City Charter Sec. i.oq and r,_oi) i Resources . .. .... El Chapt.24, Code of Ordinances ❑ Article a of the City Charter El Roberts Rules of Order (not officially adopted) ❑ Regular ■ Second and Fourth Tuesday nights of each month ■ Time- 7:00 unless otherwise provided (usually 6:oo) ❑ Workshop ■ Detailed discussion of a matter ■ Non -action items ❑ Special ■ Called by City Secretary by request of Mayor, City Manager, or three Council Members 1:1 Agenda Items (2.24-020) ■ Mayor, Council Members, or City Manager may request an item ■ Responsible to prepare cover sheet and to present the item at the meeting ■ Agenda items with supporting material must be provided to the City Secretary by 5:00 p.m. on the Tuesday before the meeting ❑ Agenda packets for regular meetings available by Friday before the meeting at 5:00 p.m (2.24-040) ❑ City Secretary posts the agenda and fives notice as required by the Op en Meetings Act �Z.Z4.o5o), and provides notice ofregular meetin sand the agenda to news media and on City website �Z.Z4.o6o). ■ Routine matters, less than sioo,000 ■ Items placed separately, but voted on as one item ■ Questions and explanation allowed, but no general discussion or debate ■ Individual items may be removed from the consent agenda for discussion or debate prior to vote ■ If consent agenda does not pass, each item considered separately ❑ Presiding officer is the Mayor or the Mayor Pro Tem in the Mayor's absence (2.24-07o and City Charter Sec 2.o6) ❑ Quorum is four Council Members and the Mayor or five Council Members (2.24-ogo and City Charter Sec. z.o9) ❑ Council Members should notify the Mayor or City Manager in advance of the meeting if unable to attend (Z.Z4.ioo) ❑ Parliamentary Procedure —See table (2.24.120). ❑ A Council Member may call for the question of the issue and upon second of the motion, there is an immediate vote. Passage of the motion ends debate of the issue. (2.24.120) ❑ Citizen Participation —Citizens wishing to speak must sign up and are limited to three minutes. City Council should be consistent with this rule. (2.24-140) ❑ Generally, majority of Council present and qualified to vote is necessary to repeal an ordinance or take any official action. (2.24.16oA) ❑ Generally, develo ment applications are deemed to be denied i motion Fails to receive required votes. (2.24.i6oB) El When a question has been determined by Council, it cannot be reconsidered until go days have passed and if then, only by. motion to reconsider made b ember who voted with the prevailing side. (2.24.i8o) El The rules in Chapter Z.Z4 may be sus p ended by a majority plus one vote oil the Counci . (2.24-190) Ro cont, �'.l i R111W, ❑ Generally, no Council Member shall be excused from voting. (2.24-170) ❑ Exceptions: ■ Matters involving official conduct or personal interests (conflict of interest under State law/Ethics Ordinance): ❑ File a Conflict of Interest Affidavit with the City Secretary; ❑ Announce excused from voting ❑ No participation in discussion or debate; and ❑ Abstain from Voting. ■ Matters involving appearance of impropriety: ❑ State publicly why voting would be improper. ❑ Excused from voting= absent! Communications betw1-N.1 . . ......... een 14iembers ❑ The Code only provides guidance on general conduct: no interrupting, treat each other with dignity, respect and civility. ❑ The Open Meetings Act and other State Law however should always be observed! ■ Quorum of members ( 5 council members or 5 members plus the mayor) ■ Any exchange, written or oral, between a quorum of members or a quorum and a third party concerning an issue "within the jurisdiction of the governmental body" or "any public business" is subject to the Open Meetings Act. ■ Must be a properly noticed meeting open to the public. ❑ Emails May be subject to Open Meetings Act, and definitely subject to Public Information Act ■ Current policy/procedure—None. ■ Samples: ❑ City of Austin —Addresses issue of personal email addresses ❑ City of Arlington tt C.0minunicatl'o wil*lb '3 € • ❑ Little guidance provided in the Code ❑ Section Z.24-02o Agenda -Placing Items on the Agenda ■ "Any necessary staff assistance shall be requested through the City Manager's Office." ❑ Sample Ordinance ■ City of Murphy —provides specific guidelines for interaction with Staff. uestl,,o- nsOR, W� '%Mfl� - - -------------- ❑ Contact info Bridget Chapman, Acting City Attorney 512-930-8170 bridizet-chapman�georgetown.oig Skye Masson, Legal Assistant 512-930-8158 skye.masson@georgetown.org RESOLUTION NO.20110407-014 WHEREAS, the administration of government in a manner that is open and accessible to the public is a highly valued principle of the Austin City Council; and WHEREAS, the Austin City Council believes that conducting the City's business in an open and transparent manner is essential to the public interest; and WHEREAS, the current law regarding many open government issues has been complicated by changing technologies and means of communication, as evidenced by the divergent positions taken by the Texas Attorney General and the Texas courts on issues such as the treatment of information on private electronic devices; and WHEREAS, although the law regarding personal electronic devices is unsettled in Texas, the Austin City Council desires to bring clarity to city operations by establishing a policy that ensures the public's access to government; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF AUSTIN.- The City Council establishes the following policy regarding the conduct of city business through written communication on personal communication devices: 1. City accounts shall be used to conduct city business. 2. If circumstances require a City official or employee subject to this resolution to conduct city business on a non -city account, the official or employee shall promptly forward the associated electronic communications to a city account. Once forwarded to a city account, the communication will be public information as set out in the Texas Public Information Act. 3. This policy applies to the Mayor and all members of the City Council, and all city employees directly appointed by the City Council, including the City Manager, the City Clerk, the City Auditor, the Chief Judge of the Municipal Court, and the Municipal Court Clerk. 4. This policy does not waive any exception under the Texas Public Information Act. BE IT FURTHER RESOLVED: The City Manager is directed to develop a policy regarding the conduct of city business on personal communication devices by all other city employees and report progress back to the City Council within 30 days. BE IT FURTHER RESOLVED: The City Clerk is directed to develop a policy regarding the conduct of city business on personal communication devices by members of city boards and commissions with sovereign authority, and report progress to the City Council within 30 days. BE IT FURTHER RESOLVED: The City Manager and the City Clerk are directed to work with the Communications and Technology Management Department to estimate implementation costs of all policies developed pursuant to this resolution. This policy applies to all communications occurring immediately after the adoption of this resolution. ADOPTED: April 7 , 2011 ATTEST: rjLA A, Shirley . Gentry City Clerk Policy for Electronic Communications between Council Members Effective beginning February 17, 2009 Guidelines for Electronic Communications between Council Members These guidelines apply to all members of the city council and all members of council and city committees, commissions, sub -committees, etc. in the City of Arlington. For purposes of these guidelines, reference to Council Members includes members of all other city committees and groups subject to the Open Meeting Law. Reference to the council shall include all such groups and meetings. For purposes of these guidelines, "electronic means" means email, instant messaging, chat rooms, and related electronic conversation. For purposes of these guidelines, "City Administrator" means the City Administrator or his/her designee. These guidelines apply regardless of whether the Council Member is using a city -provided email address and account, his/her personal email address or account, or one provided by his/her employer. Meeting Materials Electronic communication of meeting materials should generally be conducted in a one-way communication from the City Administrator to the council. • Council Members may receive agenda materials, background information, and other meeting materials via email attachment or other electronic means (such as file sharing) from the City Administrator. • If a Council Member has questions or comments about materials received, she/he should inquire via electronic means directly back to the City Administrator. A Council Member should not copy other committee members on his/her inquiry. • If the clarification is one of value to other Council Members, the City Administrator may send follow- up materials or information to the council. Materials relating to agenda items of a meeting must also be made available to the public at the meeting. Communication during Council Meetings • Council Members should not communicate with one another via electronic means during a public meeting. • Council Members should not communicate with any member of city staff via electronic means during a public meeting. • Council Members are encouraged not to communicate with the public via electronic means during a public meeting. Communication Outside of Council Meetings • Council Members Should generally act with caution when using electronic means to communicate with one another, being mindful of the Minnesota Open Meeting Law. If a Council Member wishes to share information with other members, she/he should do so through the City Administrator. The Council Member may request the City Administrator distribute materials to others. The communication should not invite responses to or discussion between any Council Members, including replies to the person making the distribution request. This should be considered a method for providing one-way information to other members of the council. Again remember that materials relating to agenda items for city business must be provided to the public at the meeting. • If a Council Member wishes to address only one other member through electronic means on any topic relating to city business, she/he can do so directly, but should be mindful of the following: o One-to-one communication is ideal. o The recipient of an electronic message or inquiry should reply only to the sender, should not copy others on the reply and should not forward the original email to other Council Members. The sender of an electronic message should not forward or copy the recipient's reply to any other Council Member If a Council Member receives an electronic communication from any source related to city business and distributed to multiple Council Members (i.e. an email sent to the entire council form a member of the public; or an email sent to three Council Members from a local business), she/he should reply only to the sender. The reply should not be copied to all on the original distribution or forwarded to any other Council Member. If a Council Member receives listsery distributions, electronic newsletters, or participates in electronic discussion forums where other Council Members are also likely to participate (such as chat rooms), the Council Member should not reply to any distribution or comment so that the reply is copied to the entire distribution group, or any part of the group that might include other Council Members. The Council Member should instead respond only to the sender of any message or inquiry. Classification and Retention of Electronic Communications Regardless of whether electronic communication by a Council Member is taking place on a city -provided computer, home computer or other computer system, classification of information as public, private or other is governed by the Minnesota Government Data Practices Act (Minnesota Statute Chapter 13) and should be treated accordingly. Council Members should retain electronic communications in keeping with city policies and procedures, whether such communication takes place on a city -provided computer, home computer or other computer system. ORDINANCE NO.10-11-862 AN ORDINANCE OF THE CITY OF MURPHY, TEXAS, AMENDING CHAPTER 2 OF THE CITY OF MURPHY'S CODE OF ORDINANCES, TO ESTABLISH A CITY COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE FOR CONDUCTING CITY COUNCIL MEETINGS; AND PROVIDING FOR AN EFFECTIVE DATE, PROPER NOTICE AND MEETING; SEVERABILITY CLAUSE AND REPEALER CLAUSE. NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY MURPHY, TEXAS: SECTION 1. RECITALS The City Council hereby finds that the statements set forth in the recitals of this Ordinance are true and correct, and the City Council hereby incorporates such recitals as part of this Ordinance. SECTION 2. ADOPTION OF GOVERNANCE POLICY AND RULES OF PROCEDURE Chapter 2, Administration, of the Code of Ordinances of the City of Murphy is hereby amended by adding a new Article X, Governance Policy and Rules of Procedure: Article X, Governance Policy and Rules of Procedure attached hereto as Exhibit "A" and incorporated herein for all purposes is hereby enacted. SECTION 3. Effective Date This Ordinance shall take effect immediately from and after its passage and publication as may be required by governing law. SECTION 4. Proper Notice and Meeting It is hereby officially found and determined that the meeting at which this Ordinance was passed was open to the public as required and that public notice of the time, place and purpose of said meeting was given as required by the Open Meetings Act, Chapter 551 of the Texas Government Code and as required by Chapter 52 of the Texas Local Government Code. SECTION 5. Severability It is hereby declared to be the intention of the City Council that the phrases, clauses, sentences, paragraphs and sections of this Ordinance be severable, and if any phrase, Cltv 0 Cm uru v o? er�nallCe rcflnance, aaeWNW clause, sentence, paragraph or section of this Ordinance shall be declared unconstitutional by the valid judgment or decree of any court of competent jurisdiction, such unconstitutionality shall not affect any of the remaining phrases, clauses, sentences, paragraphs or sections of this Ordinance, and the remainder of this Ordinance shall be enforced as written. SECTION 6. Repealer The provisions of this Ordinance shall be cumulative of all other ordinances, or parts of ordinances, and resolutions, or parts of resolutions governing or regulating the same subject matter as that covered herein; provided, however, that all prior ordinances, or parts of ordinances, or resolutions, or parts of resolutions, inconsistent or in conflict with any of the provisions of this Ordinance are hereby expressly repealed to the extent that such inconsistency is apparent. PASSED AND APPROVED by the City Council of the City of Murphy, Texas this 15t11 day of November, 2010. Bret M. Baldwin, Mayor City of Murphy ATTEST: Aimee Nemer, City Secretary City of Murphy _ —000.040 APPROVED AS TO FORM: Wm. Andrew Messer, City Attorney City of Murphy 3`._• F�:.�a •a�'.?5ia "`7.j;:'a, er,r,,:.a daa.•'xisi"?.A- ,F .::. a �- .,,ffi31�%Ndk tis� t of .a�ur i; oernanc:e`i c�iian:ce age°- Y P Y Exhibit "A" Article X CITY OF MURPHY CITY COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE Table of Contents Section Title 2-601 Introduction 2-602 Mission 2-603 Information 2-604 Roles 2-605 Meetings 2-606 Access Statement 2-607 Public Contact / Media Relations 2-608 Planning 2-609 Council / Staff Relations 2-610 Council Relations with the City Attorney 2-611 Council Relations with Boards, Commission and Committees Page 4 5 6 7 8 14 14 15 16 18 19 -�°'a.v.:+n' a,�r-t ..^^pa,c" .a },�'+�i..,p_. w.','1�.�(. $��fi'.a�+.L•*" ��.�•� . �f F: .Fe_ City of 1V�uru iv overnance U c i ace 'aae COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-601. INTRODUCTION (a) The municipal government provided by the City of Murphy's Charter, hereinafter the "Charter", shall be known as the "Council -Manager form of Government." Pursuant to its provisions, and subject only to the limitations imposed by the State Constitution, the statutes of this state, and by the Charter, all powers of the City of Murphy, hereinafter referred to as the "City", shall be vested in an elected council, hereinafter referred to as the "City Council" or "Council", which shall enact local legislation, adopt budgets, determine policies, and appoint City officials as noted in the Charter, including the City Manager, who in turn, shall be held responsible to the City Council for the execution of the laws and the administration of the government of the City. All powers of the City shall be exercised in the manner prescribed by the Charter, or if the manner is not prescribed, then in such manner as may be prescribed by ordinance, the State Constitution, or by the statutes of the State of Texas. (b) The City Council is the governing body for the City. Therefore, it must bear the initial responsibility for the integrity of governance. Pursuant to Section 3.13 of the Charter, the Council shall determine its own rules of order and business. The Council is responsible for its own development, its responsibilities, its own discipline, and its own performance. The development of this policy is designed to ensure effective and efficient governance. (c) This policy addresses mayor and council relations, council and staff relations, council and city attorney, engineer and municipal judge relations, council and media relations, roles and meetings. By adopting this policy, we, as members of the city council, acknowledge our responsibility to each other, to our professional staff and to the public. This policy will be reviewed and adopted on an annual basis. s ,`�.&::,,.i-���T t'.s •='v"�.�'�,,Zc`-- '�'�',.,� :e.�"va .;.7^ .dc •' e- c..�,sz r. ,gyp - �..7 r'�3..�...Y�:rk2���Vi�:rT;'s. .d'�°^;4i=Y•�+�.ina: N��L .+4r'� �:�: City of Wu v(Jyovernance ra. PaQe4 COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-602. MISSION (a) The City of Murphy will provide for the health, welfare and safety for our citizens, neighbors and employees with a commitment to communicate and serve all with respect, dignity and courtesy, focusing on superior customer service. We will listen to our citizens and guests; address their needs; and provide a safe and appealing place to work, play and call home. (b) In order to ensure proper discharge of duties for the improvement of democratic local government, members of the City Council will display behavior that demonstrates independent, impartial review of all matters addressed by them, and be duly responsible to the citizens of Murphy and each other in their relationships. COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-603. INFORMATION (a) On major policy issues, the city manager shall provide briefing material to the Council in advance of council consideration of the policy alternatives. Whenever possible, the management report shall be presented as a discussion item at a regular city council meeting. The policy briefing item will be placed on the next city council meeting agenda for Council consideration or a work session will be scheduled. (b) All Council members should have the same information with which to make decisions. When one Council member has an information request, the response will be shared with all members of the Council so that each member may be equally informed. (c) Staff should provide City Council with information on agenda items as far in advance of the meeting as possible. Staff should avoid giving information at the meeting on issues that will he considered during the meeting. In order to provide the Council with timely information, please strive to submit questions on Council agenda items ahead of the meeting. City council members are encouraged to submit their questions on agenda items to the City Manager as far in advance of the meeting as possible so that staff can be prepared to respond at the Council meeting. (d) The City Manager shall provide operational updates to the City Council informing them of the progress on projects, items of concern, city events, financial, and legal issues currently pending before the City. The update shall be by email and no less than twice a month. .�+Y. ,�1-�`Rtat'7cb'�.:X�f4 ire-_y• T �� m ^. y �F+x City ofurniviovernance' 0rci ancee'�.��``" COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-604. ROLES (a) The mayor shall preside at meetings of the Council, and shall be recognized as head of city government for all ceremonial purposes and by the governor for purposes of military law, but shall have no regular administrative duties. The mayor may participate in the discussion of all matters coming before the Council. The mayor shall be entitled to vote as a member thereof on legislative or other matters, unless prohibited by law, and shall have no power of veto. (b) The Council shall elect from among the council members a mayor pro tempore who shall act as mayor during the absence or disability of the mayor. The Council shall elect from among the council members a deputy mayor pro tempore who shall act as mayor pro tempore during the absence or disability of the mayor pro tempore. (c) As head of city government for ceremonial purposes, the mayor may issue and present proclamations and recognitions, and attend other ceremonial functions on behalf of the City. Council members may initiate, through the mayor or by a majority vote of the Council, similar items of recognition. Major community events sponsored by the City shall be a policy decision of the Council. (d) The mayor shall preserve order and decorum and shall require council members engaged in debate to limit discussion to the question under consideration. (e) The mayor is the spokesperson for the Council on all official positions taken unless absent, at which time the mayor pro tem or the deputy mayor pro tern will assume the role. (f) The mayor will encourage all council members to participate in Council discussion and make sure all positions are adequately presented before an item is brought to vote. (g) The mayor may appoint a subcommittee made up council members and staff to evaluate policy alternatives and to recommend policy direction to the full Council. Subcommittee reports shall be made under the standard item for such reports at work sessions and regular meetings. Council deliberation on the subcommittee recommendations shall occur at regular sessions. '' .,'•k, ^''yS�•?•`.,'T»€1`Y.°w' ..:,C:�, ^ .;; :` au�E`"rt�``:f'c'°."y ad.-..`+T7C$?i't'.'£d1.";�`rk.w�$r.�SC�r, ...#.. • Y.+ �,5,• .:mac r .�%Y-i.r^.. Y' city o lurp Governance Ordinance aye COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-605. MEETINGS (a) Regular Meetings — The council shall meet regularly at such times as prescribed by Charter, but no less frequently than once each month and the regular meetings will begin at 6:00 p.m., unless postponed or canceled for valid reason(s). Regular meetings will be open to the public in accordance with the Texas Open Meetings Act. (b) Special Meetings — Special meetings may be held on any day of the week to consider items that require action prior to the next regularly scheduled meeting and may be called upon the request of the mayor or city manager. Special meetings will be open to the public in accordance with the Texas Open Meetings Act. (c) Work sessions — Work sessions will be held as needed and used to allow the City Council to discuss policy or budgetary items. Work sessions will be open to the public in accordance with the Texas Open Meetings Act. (d) Executive Sessions — The City Council may meet in executive session in compliance with the Texas Open Meetings Act. A final action, decision or vote on a matter deliberated in an executive session will be made in an open meeting for which proper notice is provided. All discussions in executive session shall remain confidential. Executive sessions are not open to the public in accordance with the Texas Open Meetings Act. (e) Public Notice — The agenda for all regular meetings, special meetings, work sessions, and executive sessions and the notice listing items to be considered shall be posted on the City's official bulletin board and web page in accordance with the Texas Open Meetings Act, at least 72 hours prior to the posted meeting. (f) Attendance — CounciI members are expected to attend all meetings and stay in attendance during each meeting. No member shall leave a meeting without advising the presiding officer. (g) Punctuality and Recess — Members of the City Council shall arrive at meetings at or before the scheduled time for the meeting to begin. At the beginning of each meeting, the chair shall announce those members absent and shall announce the arrival time of any member arriving after the beginning of any meeting. The chair may at any time, upon their own motion, or upon the request of a council member, declare a recess in the meeting. The time limit of the recess shall be strictly followed. (h) Conflict of Interest — A Council member prevented from voting due to a conflict of interest shall leave the Dias during the debate, shall not vote on the matter, and shall otherwise comply with the state law and the Charter and ordinances concerning conflicts of interest. Any Council member filing a conflict of interest affidavit on an Executive Session item shall not confer with staff, the city attorney, Council members or the mayor regarding that matter. (i) City Council Members - 1) During City Council meetings and work sessions, Council members shall assist in preserving order and decorum and shall neither by conversation or otherwise delay or interrupt the proceedings nor refuse to obey the rules of the City Council. 2) A Council member shall confine discussion to the question under debate, avoid the discussion of personalities and the use of inappropriate language, and refrain from personal attacks or from publicly criticizing a citizen, an individual employee or operational issue. Criticism is differentiated from questioning facts or the opinion of staff. 3) When there is more than one speaker from the floor on the same subject, Council members shall delay their comments until after all speakers on the subject have been heard. 4) The chair shall state all questions submitted for a vote and announce the result. 5). The professional staff is expected to provide its best recommendations on issues, provide information about alternatives to staff recommendations as appropriate, as well as pros and cons for recommendations and alternatives. Sometimes staff may make recommendations that may be unpopular with the public and Council members. Staff respects the role of Council as policy makers for the City and understands that Council must consider a variety of opinions and community values in their decision -making in addition to staff recommendations. 0) Administrative Staff - (1) Members of the administrative staff and employees of the City shall observe the same rules and decorum applicable to members of the City Council. (2) Although the presiding officer has the authority to preserve decorum in meetings, the city manager also is responsible for the orderly conduct and decorum of all city employees under the city manager's direction and control. (3) The city manager shall take such disciplinary action as may be necessary to ensure that decorum is preserved at all times by city employees in meetings. (4) All persons addressing the City Council, including the city manager shall be recognized by the presiding officer and shall limit remarks to the matter under discussion. e) All remarks and questions addressed to the City Council shall be addressed to the City Council as a whole and not to any individual member. . �,` %�.�.:�,:" ..s.,,-.���'w ai,.,''`.`�atin..s City of Vlurn iv` overnance 07ainance aue (k) Citizens and Visitors - (1) Citizens and visitors are welcome and encouraged to attend all public meetings of the City and will be admitted to the Chamber or meeting room up to the fire safety capacity of the room. (2) Everyone attending the meeting will refrain from private conversations and turn mobile phones to vibrate while the City Council is in session. (3) Citizens and visitors attending City Council meetings and work sessions shall observe the same rules of propriety, decorum and good conduct applicable to members of the City Council. Any person making personal, impertinent, profane or slanderous remarks or who becomes boisterous while addressing the City Council or while attending the meeting or work session, shall be removed from the room if so directed by the presiding officer. The person shall be barred from further audience before the City Council during that session. If the presiding officer fails to act, any member of the Council may move to require enforcement of the rules, and the affirmative vote of a majority of the council shall require the presiding officer to act. (4) Unauthorized remarks from the audience, stamping of feet, whistles, yells and similar demonstrations shall not be permitted by the presiding officer, who may direct the removal of offenders from the room. In case the presiding officer shall fail to act, any member of the council may move to require enforcement of the rules and the affirmative vote of the majority of the council shall require the presiding officer to act. (5) No placards, banners, or signs will be permitted in the city council chamber or in any other room in which the Council is meeting. Exhibits, displays and visual aids used in connection with presentations, however, are permitted. Video presentations requested by a citizen or visitor as visual aids will not be broadcast over any city public access cable channel. (6) The city manager shall act as sergeant -at -arms for the City Council and shall furnish whatever assistance is needed to enforce the rules of the City Council. (1) Agenda - (1) The mayor and/or city manager shall set the agenda. Any council member may request an item be placed on a future agenda. The requested agenda item shall be included on an agenda no later than the second regularly scheduled meeting (approximately 30 days) after receiving the request unless otherwise agreed upon by the City Council. (2) The "Consent Agenda" consists of operational items and previously discussed items that do not require deliberation by the Council. >�aa :;�„ a�; . x.: Aso... ... , � 'ar ' s'e�- -�': mac �:-� � ,�;►':a.'; d?��' . - `� 4�.�Fr- r,� xe•'� :t`�k ,_. . _ `Yt" 3r.�+ �7 �' :�':@;�i �� '..-� 4Y'"'... :,. 'uT.i 9}e:;��7•1�+.'�'�Q City of Murahv Governance 0 111 ce a age (3) Any Council member may remove an item from the consent agenda for separate discussion and consideration of action. (4) Any item may be deferred or postponed to a later date by the Mayor if there is no objection. If a member of City Council objects, a majority vote of Council is required to defer or postpone the item. (5) The city manager may remove an item from the consent agenda items by providing notice to the City Council prior to the convening of the meeting. The chair shall announce the removal of an item from the consent agenda prior to requesting a motion. (m) Speakers — (1) A person wishing to address the City Council must first complete an appearance card and register it with the city secretary, before addressing council. The following information must be provided on the card: name, residence address, day time telephone number, the subject matter to be addressed by providing the agenda item number. Council welcomes public comments and understands that the speaker might not have been expecting to address the council; however procedure must be followed before addressing council. Appearance cards will be available at the chamber entrance and at the public podium. (2) Speakers must address their comments to the presiding officer rather than to individual council members or staff. (3) Speakers must keep their remarks specific to the item being considered by the City Council. If the speaker is addressing the city council under the "public comments" section, the speaker may address any item not slated for discussion on the agenda. (4) Murphy citizens will be allowed to speak before non-residents. (5) A person who registers to speak on a public hearing item or during the public comment section will be called on at that time. (6) All speakers will have an opportunity to address the council. All speakers will be asked to keep comments to a reasonable amount of time as determined by t1�iChair, usually less than five (5) minutes, depending on the number of speakers w,trng to address the City Council. A majority vote of City Council can force the Chad the speakers comments or allow additional time. (7) For called public hearings, the applicant will be allowed a specific amount of time to make a presentation. (8) In accordance with the Texas Open Meetings Act, the City Council will not discuss or consider any item addressed during the public comment section. Council members shall limit their response to public comment to a statement of specific factual information ��s _.• Y.� �� f '. Ty. 'S - i� '^n°S lo.�'':'W k*5+�-�a ' �6.%.. �i1 `..k.L iR:iu$ 'r5�'.. xth� ?. � i � �, W11�W85r'' i� � _ Y ntv ofV ENE Clover arise r finance P e .� . given in response to the inquiry or comment, a recitation of existing policy in response to the inquiry or comment. Any deliberation of or decision about the subject of the public inquiry or comment shall be limited to a proposal to place the subject on the agenda for a subsequent meeting. (9) Whenever it is necessary for a speaker to use an interpreter to translate comments to the City Council, the time required for the translation will not be counted against the designated time allotted for the speaker to address the city council. (n) Motions — (1) The City Council may discuss an Agenda item prior to a motion being made. This allows a motion to be crafted that will incorporate the issues discussed. (2) A motion made and seconded will be considered the main motion. Any Council member may make a motion to amend a motion. The amendment must receive a second before it may be discussed and must be voted on prior to voting on the main motion. (3) A motion may be withdrawn or modified by its mover without asking permission until the motion is voted upon. If the mover modified the motion, the Council member who seconded the motion may withdraw the second. (4) A motion to reconsider any action of the City Council must be made no later than prior to the conclusion of the next regularly scheduled meeting of the City Council. Such a motion may only be made by a Council member who voted with the prevailing side. The motion to reconsider may be seconded by any member. No question shall be twice reconsidered except by unanimous vote of the City Council, except that action relating to any contract may be reconsidered at any time before the final execution thereof. (i) If a motion to reconsider is made at the same meeting at which the matter was acted upon, the motion may be heard and voted upon and the original action on the matter is set aside. Deliberation may then resume on the matter at that same meeting. (ii) If a motion to reconsider is made at the next meeting after the matter was acted upon, the motion to reconsider may be heard and voted upon and the original action on the matter is not set aside. Deliberation may not resume on the matter, but it shall be placed on the next available agenda for deliberation. (iii) If a motion to reconsider a zoning ordinance is made after the closing of the public hearing and action on the ordinance, the motion to reconsider may be heard and voted upon and the original action on the matter is not set aside. Deliberation may not resume on the matter until proper notice of a public hearing in accordance with State Law is provided. ,f .�.ai'fi� nanceaae e . _ . ,� .ar �.:•,� C 1•Go iv` t V a k O � M �u. � it ,.:.,A'_ :vernanr�i+�^`$'+ ``r5; �„a' •_'»" •�•• 'X pce a 2` (5) If any two Council members request that discussion cease during a work session, the mayor shall poll the Council to obtain a consensus to continue or cease discussion. (o) Suspension of Rules — Any provision of these rules not governed by the City Charter, City Code, State or Federal law may be temporarily suspended by a majority vote of the members of the City Council present. The vote on any such suspension shall be taken by yeas and nays and entered upon the record. (p) Amendment of Rules — These rules may be amended or new rules adopted, by a majority vote of the members of the City Council. (q) Failure to Comply - A failure to comply with these rules does not invalidate any otherwise lawful act of the Council. (r) Tabling — an item under consideration may be tabled until a later point in the meeting. (s) Postponement — an item may be postponed until a future meeting, a specific future date, or until a specific outside action occurs. Items may also be postponed indefinitely, which means the item is dead and cannot be brought back before City Council unless there is a change. COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE Section 2-606. ACCESS STATEMENT The city manager is responsible to maintain physical security for all city facilities. Physical security is a balancing act between allowing appropriate access and denying access that might compromise city operations. It is the desire of the city to allow the public access to the city facilities during regular business hours, and allow council members restricted access after regular business hours. (a) Members of the City Council shall be issued a City photo identification card and an electronic badge access card. After regular business hours, the access badge card may be utilized to access the lobby of the Police and Fire buildings, City Hall 2"d floor lobby and the 1st floor of City Hall with the exception of the computer room and records room. A Councilmember must be accompanied by the City Manager or their designee if access to any other area after regular business hours is requested. Council members will be respectful of the demands made upon the City Manager or their designee to respond to said request. SECTION 2-607. PUBLIC CONTACT / MEDIA RELATIONS (a) Representative government is only successful when the citizens are kept informed and educated about the issues facing their municipality; consequently, it is imperative that the media play an important role in the council -manager -media relations. It is through an informed public that progress is ensured and good government remains sensitive to its constituents. These guidelines are designed to help ensure positive relationships with print, radio, and television reporters. The mayor, City council and the city manager recognize that the news media provide an important link between the council and the public. It is the council's desire to establish a professional working relationship to help maintain a well-informed and educated citizenry. (b) All reporters will receive an agenda in advance and will be furnished support material needed for clarification if requested. (b) The City Manager or his designee is the City's official representative to the media. (c) The mayor or city council by a majority vote may designate an alternative media representative. COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-608. PLANNING The mayor and council are responsible for establishing a vision for the city of Murphy and planning for its future. (a) On an annual basis, the mayor, City Council and the city manager shall hold a minimum of one strategic planning session wherein they set priorities, goals and objectives. The goals and objectives shall address short term and long term needs, including financial, of the City. (b) Policy direction shall be consistent with the strategic goals and objectives. Sufficient time and consideration should be given to policy alternatives to ensure that decisions are made consistent with the long-term vision and budgetary measures. City of MurtV Governance reina� ce aye ra��""�"'"` COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-609. COUNCIL / STAFF RELATIONS (a) Murphy has a Council -Manager form of government. Basically, with this structure, the City Council's role is to establish City policies and priorities. The Council appoints a City Manager to implement those policies and undertake the administration of the organization. The City Manager is appointed by the City Council to enforce its laws, to direct the daily operations of city government, to prepare and monitor the annual budget, and to implement the policies and programs initiated by the City Council. The City Manager is responsible to the City Council, rather than to individual Council Members, and directs and coordinates the various departments. The City Manager is responsible for appointing all department directors, except as provided by the Charter, and authorizing all other personnel positions. The City Council authorizes positions through the budget process; based upon that authorization, the City Manager makes the appointments. (b) The City Council shall direct comments, correspondence and concerns about City operations to the city manager's office. Citizens concerns, comments and correspondence regarding city operations received by Council members shall be forwarded to the city manager for appropriate staff action and a timely response. (c) The City Council may inquire of the city manager about the conduct of any office, department or agency of the city and make investigations as to municipal affairs, per the city charter In no manner, either directly or indirectly, shall a Council Member become involved in, or attempt to influence, personnel matters that are under the direction of the City Manager. Nor shall the City Council be involved in, or influence, the purchase of any supplies beyond the requirements of the City purchasing procedures. Notwithstanding the foregoing, any member of the City Council, may, prior to or during a meeting, make inquiry to a department head on an agenda item posted for the next council meeting. The council member will carbon copy (cc) the city manager on any email communication to a staff member. (d) Documents provided to one Council member shall also be distributed to all other members of the Council. The city manager shall prepare and submit to the Council prior to the end of the fiscal year a complete report on the finances and administrative activities of the City for the preceding year. The city manager shall keep the Council advised of the. financial condition and future needs of the City and make such recommendations that may seem desirable. (e) In order to ensure proper presentation of agenda items by staff, questions arising from Council members after receiving their information packet should be, whenever possible, presented to the city manager or the manager's designated assistants for staff consideration prior to the Council meeting. This allows staff the time to address the A�.'.��'. mtF.e . `ate': •.�.X +oo::.. ?Ah�vR in�%�k�r._:.3�.'��... c.L�.d.� i..--Te"4<.-J::.�p�'�..:. uK3. :vL9V:4, � ,,.,. - ,. ! Ci ty o ur .v governance . r ina°'nceJaan council members' concerns and provide all Council members with the additional information. (f) Seeking political support from staff is not appropriate. The City is a non -partisan local government. Neither the City Manager nor any other person in the employ of the City shall take part in securing or contributing any money toward the nomination or election of any candidate for a municipal office. In addition, some professionals have professional codes of ethics, which preclude politically partisan activities or activities that give the appearance of political partisanship. COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-610. COUNCIL RELATIONS WITH THE CITY ATTORNEY (a) The city attorney is appointed by the City Council. The city attorney is the Iegal advisor for the Council, its committees, commissions and boards, the city manager, and all City officers and employees with respect to any legal question involving an official duty or any legal matter pertaining to the affairs of the City. (b) The general legal responsibilities of the City Attorney are to: (i) provide legal assistance necessary for formulation and implementation of legislative policies and projects; (ii) represent the City's interest, as determined by the City Council, in litigation, administrative hearings, negotiations, and similar proceedings; (iii) prepare or approve as to form ordinances, resolutions, contracts, and other legal documents to best reflect and implement the purposes and intentions of the City Council; and (iv) keep City Council and staff apprised of court rulings and legislation affecting the legal interest of the city. (c) No Council member shall request or direct the city attorney to initiate any action or prepare any report that is significant in nature, or initiate any significant project or study without the consent of a majority of the Council. The city attorney shall determine whether or not a matter is significant. The city manager shall be informed of any project, study, opinion or report prepared by the city attorney as requested by the City Council. . The city manager shall not prevent council members from communication with the city attorney. (d) It is important to note that the city attorney does not represent individual members of the Council, boards, commissions or employees, but rather the City as a whole. COUNCIL GOVERNANCE POLICY AND RULES OF PROCEDURE SECTION 2-61 LSTAFF AND COUNCIL RELATIONS WITH BOARDS, COMMISSION AND COMMITTEES (a) Staff support and assistance may be provided to advisory boards, commissions, and committees. Advisory bodies, however, do not have supervisory authority over City employees. While staff may work closely with advisory bodies, staff members remain responsible to their immediate supervisors and, ultimately, the city manager. The members of the commissions, boards, or committees are responsible for the functions of the advisory body. The chairperson is responsible for committee compliance with the municipal code and/or bylaws. Staff members are to assist the advisory boards to ensure appropriate compliance with ordinances, Charter, state and local laws and regulations. (b) Staff support includes: (1) preparation of an agenda; (2) preparation of reports providing a brief background of the issues, a list of alternatives, recommendations, and appropriate backup materials, if necessary; and (3) preparation of minutes of advisory body meetings. Advisory body members should have sufficient information to reach decisions based upon a clear explanation of the issues. It is important to note that city staff seeks to not influence boards, commissions and committees, but provide objective information to help the boards, commissions and committees in their decision making process. Staff should provide information on options considered along with a summary of pros and cons of each option. Any prior direction by City Council on a particular issue should be provided by staff to any board, commission or committee considering the issue. (c) The role of the city's boards, commissions and committees is to perform the specific functions established in state statues, city ordinances, resolutions, or minute orders as applicable and to advise the City Council about the topics assigned. (d) If a City Council member should attend a meeting of a board, commission or committee, the member shall not take part in the meeting nor address the board in any manner whether by questions or statements. A City Council member shall not attempt to influence the decisions of boards, commissions and committees, either directly or indirectly, nor express an opinion to a board, commission or committee about its actions unless at a City Council meeting. Boards that require a city council member to be a member of that board are exempt from this policy provision. (e) All instructions to boards, commissions and committees by the City Council shall be in writing. ate 19 ` LO-1k - From the League of Kansas Municipalities These tips are non -binding and not policies, but are good starting points for a successful Council -Manager form of government. Tips for Successful Public Service • Learn all you can about your city, its operation, its financing. Do your homework. Know your city ordinances. • Devote sufficient time to your job and to studying the present and future problems of your community. • Don't burn yourself out on the little things. Save some energy for the important matters. • Don't act as a committee of one. Governing a city requires a team effort -- practically and legally. • Don't let honest differences of opinion degenerate into personality conflicts. • Remember that you represent all the people of your community, not just neighbors and friends. • Take your budget preparation job seriously. It determines what your city does or doesn't do for the coming year and will influence decisions and actions in future years as well. The budget is the most important policy development tool available to govern a city. • Establish policy statements. Written policy statements let the public and the city staff knows where they stand. They help the City Council govern, and writing them provides a process to develop consensus. "That's the way it's always been done" is not good enough either to stay out of trouble or to get things done. • Make decisions on the basis of public policy and be consistent. Treat similar situations similarly. • Don't be stampeded into action. Don't be misled by the strong demands of special interest groups who want it done now, their way. Your job is to find the long-term public interest of the community as a whole, and you may be hearing from the wrong people. • Don't be afraid of change. Don't be content just to follow the routine of your predecessors. Charge your appointed officers and their employees with being responsible for new ideas and better ways. Listen to what they have to say. • Don't give quick answers when you're not sure of the real answer. It may be embarrassing to appear ignorant, but it can be more embarrassing and damaging to tell a person something that is wrong. • As an individual, even if you're the mayor, don't make promises you can't deliver! Most decisions and actions require approval of the City Council, and that takes a majority vote. • Don't spring surprises on your fellow Council Members or your city staff, especially at formal meetings. If a matter is worth bringing up for discussion, it is i� _• .�'�'�"'.`":, ks'7 �d;:3 .-a"' x ._ c*nta` . � 4 :'Fi( sxu "5 _ 'y; '�3,�2°,�'�a ay ri0:����F'*`N,.�.�`�',liy�`Ai�'95} 9'. �w." ? F'�a+� sw .. •, "i'�B:R_ �. �1¢"ry•_ ,f.. �et City` of Murnhv Governance Ordinance µPace20 worth being on the agenda. While surprises may get you some publicity, at the embarrassment of others, they tend to erode the "team" approach to governance. • Retain competent key employees. Pay them well. Trust their professional judgment and recognize their responsibilities. • Don't bypass the system! You have a city manager. Council Members should stick to policy -making and avoid personal involvement in the day-to-day operations of the city. • Don't let others bypass your system --insist that people such as vendors or service providers first work with your city staff. If direct contact with Council Members is advisable, this should be with the Council as a whole, not on a one-to-one basis. • Learn to evaluate recommendations and alternative courses of action. Request your staff to provide options. Encourage imaginative solutions. • Be concerned with the long-term future to avoid unnecessary expense and delay and to avoid taking short-term gains at the expense of long-term losses. • Balance personal rights and property interests. Balance the possible harm to a few versus the good of the many. • Be concerned with the total development (physical, economic, social) of your community. • Visit other cities, particularly those with a reputation of being well run. Get to know the officials of neighboring and similarly sized cities. • Don't act as if the city operates in a vacuum. Cities must work within the intergovernmental system to be effective. Keep in contact and cooperate with your federal, state, county, and school officials. • Keep your constituents informed, by such means as a weekly "open letter" in the local newspaper, radio interviews, or news releases. Be friendly and deal effectively with the news media. Lack of good communications is one of the big problems of cities. • Remember that what you say, privately and publicly, will often be news. Avoid overpublicizing minor problems. • Appoint citizen advisory committees when you need them, but be prepared to follow their advice if you use them. • Have some goals and objectives. What do you want to accomplish this year? Next year? What do you want the city to accomplish this year? During the next five years? • Be a leader as well as part of the team of elected and appointed officials who were selected to make your city an even better place to live. • Having a practice of "no surprises" between the council and staff, and vice versa, fosters a productive working relationship. 7.11-::�4s`._.�ai`: • .K4s�' aa. nhv Governancee�Or i'nance Citv of Murlae ls''`- e N .�. ° Parks and Rec Proclamation Kimberly Garrett to: Jessica Brettle 07/07/2011 09:48 PM Cc: Eric Nuner Just to let you know that Eric Nuner will be at council on Tuesday night and will introduce the parks board members, Just wanted you to know so the Mayor knew who to look for in regards to staff. Kimberly Garrett Parks and Recreation Director City of Georgetown (512) 930-3542 (512) 930-3566 FAX visit us on-line at http://parks.georgetown.org proclamation Kimberly Garrett to: Jessica Brettle History: This message has been replied to. Hi Jessica 06/13/2011 04:16 PM On the proclamation for National Parks and Recreation Month in July, do you have what we did last year? I cannot find it and was going to work on getting that ready for you. I had asked about being on the agenda for July 12th? Kimberly Garrett Parks and Recreation Director City of Georgetown (512) 930-3542 (512) 930-3566 FAX visit us on-line at http://parks.georgetown.org PROCLAMATION WHEREAS, parks and recreation programs are an integral part of communities throughout this country; and WHEREAS, parks and recreation are vitally important to establishing and maint the quality of life in our communities, ensuring the health of all citizens, and contributing to the economic and environmental well-being of a community and and WHEREAS, parks and recreation programs build healthy, active communities th in the prevention of chronic disease, improve the mental and emotional health o citizens; and WHEREAS, our parks and recreation areas ensure the ecological beauty of our community and provide a place for children and adults to connect with nature a recreate outdoors; and WHEREAS, the Friends of Georgetown Parks and Recreation will support the Georgetown Parks and Recreation Department in all of its endeavors; and WHEREAS, Georgetown recognizes the benefits derived from parks and recreatic resources. NOW, THEREFORE, I, GEORGE GARVER, MAYOR OF THE CITY OF GEORGET( TEXAS, do hereby proclaim July 2011, as PARKS AND RECREATION MONTH Sandi Halstead-Bohac to: jessica.brettle History: This message has been replied to. 07/06/2011 09:40 AM Good morning Jessica, I have that you are presenting the Proclamation to us at the July 12, 2011 meeting. What is the start time for the meeting and where will the meeting be held? I need to give the information to the staff person who will be attending. Her name is Irma Gutierrez. If you,could please send me the time she needs to be there and th location of your meeting so I can pass it along to her. Thank You Sandi Halstead-Bohac TBE, CLC WCCHD-WIC ✓1J CtoO �+ -1 � 350 Discovery Blvd # 102 +� Cedar Park, Texas 78613 �f�" c (512) 260-4241 office v (512) 260-4293 fax ' sandih@wcchd.org fog J ULl I� fl b��17�i Pe3elofi RE: Sandi Halstead-Bohac to: Jessica.Brettle 06/07/2011 11:12 AM Show Details Security: �,�vc- [L m7N o- To ensure privacy, images from remote sites were prevented from downloading. Show Images July 12th is perfect. Thanx I will let you know who will be attending. Sandi Halstead-Bohac TBE, CLC WCCHD-WIC 350 Discovery Blvd # 102 Cedar Park, Texas 78613 (512) 260-4241 office (512) 260-4293 fax sandihOwcchd.org From: Jessica.Brettle@georgetown.org[ma iIto: Jessica. Brettle@georgetown.org] Sent: Tue 6/7/2011 10:47 AM To: Sandi Halstead-Bohac Subject: RE: Oh! I did realize you wanted a July meeting. I am still thinking about June. Yes. We have the July 12, 2011 meeting available for you if you are interested. I apologize for the mix up. Let me know if this would work for you. Jessica Brettle City Secretary City of Georgetown Phone (512)931-7715 Fax (512)930-3659 jessica.brettle@georgetown.org http://www.georgetown.org 0-Sandi Halstead-Bohac"---06/07/2011 10:40:05 AM ---Do you mean July 28th, or is it June? From: "Sandi Halstead-Bohac" <shalstead-bohac@wcchd.org> To: <Jessica.Brettle@georgetown.org> Date: 06/07/2011 10:40 AM Subject: RE: Do you mean July 28th, or is it June? file://C:\Documents and Settings\jbrettle.GEORGETOWN\Local Settings\Temp\notes97E5... 6/7/2011 Page 2 of 3 Sandi Halstead-Bohac TBE, CLC WCCHD-WIC 350 Discovery Blvd # 102 Cedar Park, Texas 78613 (512) 260-4241 office (512) 260-4293 fax sandih@wcchd,org From: Jessica. Brettle@georgetown.org [ma ilto:Jessica. Brettle georgetown.org] Sent: Tue 6/7/2011 10:34 AM To: Sandi Halstead-Bohac Subject: Re: Hi Sandi, I am sure that Mayor Garver would love to present you with a proclamation in honor of World Breastfeeding Month. The only Council meeting with have open for you is our June 28, 2011 meeting? Would that be sufficient? If not, I can prepare your proclamation sooner for you to pick up here at City Hall. Please let me know which option you prefer. Thank you! Jessica Brettle City Secretary City of Georgetown Phone (512)931-7715 Fax (512)930-3659 jessica.brettle@georgetown.org http://www.georgetown.or-q "Sandi Halstead-Bohac"---06/07/2011 10:05:44 AM ---Good Morning Jessica, Well school has ended, the temperatures are climbing, the grass is turning ... From: "Sandi Halstead-Bohac" <shalstead-bohac@wcchd.org> To: <jessica.brettle@georgetown.org> Date: 06/07/2011 10:05 AM Subject: Good Morning Jessica, Well school has ended, the temperatures are climbing, the grass is turning ....brown, no rain, and if you check your calendar it means that It is World Breastfeeding Awareness time again ! We would love to have a proclamation again this year. And if we could have it presented at a July meeting that would be great. If you have a full schedule, and just need me to pick it up that will be fine too. Just let me know. Thank you for all your help, Sandi Halstead-Bohac TBE, CLC WCCHD-WIC 350 Discovery Blvd # 102 Cedar Park, Texas 78613 (512) 260-4241 office (512) 260-4293 fax sandih@wcchd.org file://C:\Documents and Settings\jbrettle.GEORGETOVWN\Local Settings\Temp\notes97E5... 6/7/2011 Page 3 of 3 [attachment "graycol.gif'deleted by Jessica Brettle/City of Georgetown] file://C:\Documents and Settings\jbrettle.GEORGETOWN\Local Settings\Temp\notes97E5... 6/7/2011 Contracts with Outside Attorneys June 6, 2011. City Dept(s) Name of Law Firm Area of Law Engagement Letter Economic Jeff Moore Economic Development Yes, 5-27-2009 Development Brown & Hofineister, related issues/ LLP GTEC/GEDCO Finance Carol Polumbo Bond issues ?? McCall, Parkhurst & Horton, LLP Finance/Legal Lucas Wilson Municipal prosecution Yes, 2-1-2010 Services services GUS Kent Sick Eminent Unsigned copy Law Office of Kent Sick Domain/Condemnation Cases GUS Richard Hamala M.U.D. and Water/ Yes, 2-16-2009 Tiemann, Shahady & Wastewater issues Hamala GUS Lambeth Townsend Energy related issues Yes, multiple for Lloyd, Gosselink various tasks GUS Kerry Russell General Utility issues and Yes but old-3-25-2003 Russell and Rodriguez Water /Wastewater issues (Proposal from Art Rodriguez on May 27, 2011) MS Martha Dickie Employment issues Yes, 7-8-2010 Almanza, Blackburn & (Sokolow) Dickie, LLP MS David Mendez Redistricting Yes, 5-6-2009 Bickersatff Heath Delgado Acosta LLP MS Charlie Crossfield Industrial Agreement Yes, 2-15-2011 Sheets & Crossfield, Negotiations P.C. Police/Fire/HR Julia Gannaway Civil Service and Yes, 10-20-2008 Lynn, Pham & Ross, Employment law issues LLP City Council Discussion Relative to the Topic of City Attorney Options Available 1. Fill the existing vacancy which exists due to the retirement of Mr. Sokolow. This option would have Council seeking a new City Attorney. Council has been down this path previously and most members have knowledge of the strengths and weaknesses of going through this process 2. Hire an outside legal firm to assume the role of City Attorney. Until Mr. Sokolow was hired by Council this function was served by the Law firm of Patricia Carls 3. Do nothing for a period of six months. Of the three options listed item # 3 offers the best current solution Rationale a. The current staffing for our legal department is working exceedingly well b. The is no current work load which suggests the need for another in house attorney c. The cost savings with the current arrangement should be approximately $100,000 per year d. At the end of six months Council can determine if this procedure is the best option for the City e. The hiring of a new in house attorney will not remove the need for Council to occasionally add an outside attorney for a specific task f. Legal services are much like medical services. As legal issues become more and more complex the need for experts in numerous specific fields' increases. Over the past decade Council has made use of outside legal experts when the need dedicated this course of action. The presence of a new attorney will not eliminate this need, for the new person would likely be a generalist. Attached is a list of such attorneys and services which have been used by the City over the past few years. All of these services were approved by Council g. These services are need driven and these decisions were authorized by Council even when the City Attorney was Ms. Carls 48 )WN 1 Ll�L t� Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference (A, A -Rev, B, B-Rev, etc.): Name: Residence Address: C2/ Phone Number: If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and 1 may be requested to sit down or be removed from the building. I understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time GEORGETOWN TEXAS Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLANS) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference (A, A -Rev, B, B-Rev, etc.): 9 vV E_Peu Name: -�s o. \,� Ck V a Residence Address: 6 % -L',sQ 4EE, Ckr C Phone Number: If speaking for an organization, Name of Organization: Speaker's Official Capacity: ou k V ( 0(9 k Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. I understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time July 12,2011 To: Mayor Garver, Mayor Pro Tern Eason, Council Members Berryman, Gonzales, Hellmann, Jonrowe, Meigs, and Sattler From: Dr. and Mrs. Richard Pearce First let me say thank you for your service to our community. My husband and I have lived in Georgetown for 39 years ( District 3 since 1976). Having served as a Council Member in the past, I understand the time and energy that you devote and we appreciate your efforts. We have been observing the process of redistricting for the past several weeks through newspaper articles and the city website. Redistricting processes are critical to providing fair representation for all citizens of our city. The criteria that were adopted to guide the consultants seem reasonable and fair. We have reviewed the four plans that are currently under consideration. We are concerned that Plans A and A revised seem to connect areas that do not meet those reasonable and fair guidelines of maintaining communities of interest that are compact and contiguous. From the south end of the proposed District 3 to the north end measures roughly 7 miles as a crow flies. Those residents at either end of this 7 mile District are separated by two mining operations and Lake Georgetown. In addition, District 3 in this plan also crosses another district to get to the north end. This makes no sense to us. We believe it is extremely important to ensure that each area of Georgetown is treated fairly and that one area of Georgetown is not given preference over another. We favor Plan B or Plan B revised as it meets more of the criteria you adopted including compact geographical boundaries and it provides fair representation to the entire city. Throughout this process we urge you to look at what is best for the community as a whole. Georgetown in the past has been a place where the good of the community has been placed ahead of partisan politics. The re -organization of districts to enhance political strength that has occurred in congressional and state politics is not something that in our opinion belongs in this community. We appreciate the opportunity to provide our input. Thank you. ,48 )WN 1 Ll IL ilk Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 &--- Plan Preference (A, A -Rev B B-Rev etc.): Name: Residence Address: / .S✓ C-7,1 Phone Number. �.. If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. 1 understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. I understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; str minutes if another citizen has signed over their time 48 )WN 1 LLW I - Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF G EORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference (A, A -Rev, B -Re etc.): Name: Dl Residence Address: t 0:5 V5 C-s vvt Phone Number: __Y1 Z Yb 5 ` 5 7i 4 If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. 1 will refrain from the use of any obscene, vulgar, or profane language. I understand that ifl do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. 1 understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time GEORGETOWN TEXAS Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference A -Re , B, B-Rev, etc.): Name: ADrZ.t� G o rQoA-LF7 S Residence Address: ! 10 Phone Number: (�'! 2 CIS a If speaking for an organization, Name of Organization: Speaker's Official Capacity: G�wN X �Sc�33 Disclaimer: By submitting this request to address City Council, 1 agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. I understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time 7 EST.1848 GEORGETOWN TEXAS Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF G EORGETOWN REDISTRICTING PLANS) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference (A, A -Rev, B, B-Rev, etc.): — k e Name: 1<14 Residence Address: Phone Number: � %,' � 6 ' (V/ & C If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. 1 understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time EST 1848 GEORGETOWN TEXAS Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: � July 14, 2011 Plan Preference (A, A -Rev, B, B-Rev, etc.): Name: A V rV 0 T d A I r Residence Address: 1 06 ) r% er Phone Number: 5 If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. I understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time Redistricting —Comments 7/14/11 Byron Raynie One of the most important concepts in our nation's governance structure is the notion of EQUAL REPRESENTATION FOR ALL. Our country was founded on the notion of • One person = one vote. District 4 has suffered the most in terms of unequal representation. I have lived in Georgetown for seven years. During all of that time, our district has been underrepresented. In fact, per the recent census, District 4 has three times the population of District 6 and nearly three times the population of District 3. It is past time to rectify these inequities. Redistricting Plan A -Revised is the best vehicle (of the current four plans) to rectify the inequities of the past several years; also to place our city on a path toward the least amount of future inequities. Sun City and Georgetown Village have been significantly underrepresented during the past several years. It is time to give consideration to areas such as Georgetown Village and allow them to have more of a voice. Plan A -Revised would give them more of a voice than they have had in the past. Finally, the "Revised" plans are more equitable than the original plans. The "Revised" plans place some of the Sun City growth neighborhoods in District 4 and some in the shared district. Therefore, when Sun City grows, that growth will be spread between two City Council districts — not just one. We can see the result of cramming all of the Sun City growth on a single district; i.e. we have current District 4 with three times the population as the smallest district. I urge the City to: • Put aside personal politics • Put aside narrow considerations • Put aside configurations relating to where current incumbents live. Instead, I urge approval of a plan that is best for the entire City. I urge approval of Redistricting Option A -Revised. Thank you. EST 1848 GEORGETOWN TEXAS Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preferen B, B-Rev, etc.): Name: Residence Address: /2 �S' &j Phone Number: .`�- t Z — 5 7 ? - �S-7 & 2 If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. 1 understand that ifl do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. I understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time 48 )WN 1L111LV Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF G EORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference (A, A -Rev, B B-Rev etc.): Name: Residence Address: 3 o A-2e✓ Phone Number: 0 7 v If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that ifl do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. I understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time �48 )WN 1 laL VA %. Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference (A, A -Rev, B, B-Rev, etc.): `��— '" d7c- /./ CIG Name: �0"Vip. Residence Address: 306o R—LVe::A7-1Zt1?� bpc Phone Number: A, Y 3c14 �-- If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and 1 may be requested to sit down or be removed from the building. 1 understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time GEORGETOWN TEXAS Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLAN(S) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference (A, LA -Re B, B-Rev, etc.): Name: Residence Address: I y it 0 4 • irk l �? Phone Number: �� Z S�� 6°� If speaking for an organization, Name of Organization: Speaker's Official Capacity: Disclaimer: By submitting this request to address City Council, I agree that 1 will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that if l do not follow this procedure, my speaking time may be terminated and 1 may be requested to sit down or be removed from the building. 1 understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time EST 1848 GEORGETOWN TEXAS Citizen Comment Form PUBLIC INPUT ON PROPOSED CITY OF GEORGETOWN REDISTRICTING PLANS) To address the City Council on a posted agenda item, complete this form and submit it to the City Secretary, on the dais, prior to the discussion of the item at the meeting. Meeting Date: July 14, 2011 Plan Preference (A, A -Rev, B, B-Rev, etc.): '?:> o< rem Name: �--v L S1 [ (7, Residence Address: l0 ('lzA;� htv�_U_P_ C Phone Number: ��- 5�-� If speaking for an organization, Name of Organization: Cc l Qqs ct-I ( �C. Speaker's Official Capacity: CK&ir &x... Disclaimer: By submitting this request to address City Council, I agree that I will keep my comments to the subject listed. I will refrain from the use of any obscene, vulgar, or profane language. I understand that ifl do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. I understand that the City Council meeting is broadcast live and my comments will become part of the official record. City Council Procedure for Citizen Comment on an Agenda Item: 1. Fill out form completely and turn in to the City Secretary prior to discussion of the item 2. Wait for the Mayor to call your name to approach the podium 3. State your name and address clearly into the podium microphone 4. You will have three minutes to address Council; six minutes if another citizen has signed over their time Notice of Meeting of the Governing Body of the City of Georgetown, Texas JULY 14, 2011 The Georgetown City Council will meet on JULY 14, 2011 at 6:00 P.M. at the Council Chambers at 101 E. 7th Street If you need accommodations for a disability, please notify the city in advance. 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 - Call to Order SPECIAL SESSION TO BEGIN NO EARLIER THAN 6:00 PM B Public Hearing regarding proposed redistricting plans -- Mayor George Garver, Moderator; Cobb Caputo, Legal Counsel and Presenter C - Adjourn 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 Hal , 113 E. 8th Street, a place readily accessible to the general public at all times, on the _L(_ day of , 2011, at 1 ZVO& and remained so posted for at least' 72 ntinuous hours preceding the s1heduled time of said meeting. Is i a Brettle, Cit Secretary