HomeMy WebLinkAboutAgenda CC 05.28.2013 WorkshopNotice of Meeting of the
Governing Body of the
City of Georgetown, Texas
MAY 28, 2013
The Georgetown City Council will meet on MAY 28, 2013 at 3:00 P.M. at the Council Chambers at 101 E.
7th Street, Georgetown, Texas
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you
require assistance in participating at a public meeting due to a disability, as defined under the ADA,
reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City
Secretary's Office, least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at
113 East 8th Street for additional information; TTY users route through Relay Texas at 711.
Policy Development/Review Workshop -
A Bed and Breakfast Establishments -- Laurie Brewer, Assistant City Manager; Dave Hall, Chief
Building Official and Fire Chief, John Sulliven
B Workshop presentation and discussion regarding revisions to the current amendment process for the
Unified Development Code (UDC) -- Valerie Kreger, AICP, Principal Planner and Andrew Spurgin,
AICP, Planning Director
C Presentation of Information Technology (IT) major project status for the current fiscal year and the IT
Master Plan update for FY2014 -- Mike Peters, Information Technology Director
D Records Management Update -- Robyn Rye, Records Coordinator and Jessica Brettle, City Secretary
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes,
Annotated, the items listed below will be discussed in closed session and are subject to action in the regular
session.
E Sec. 551.071: Consultation with Attorney
- Advice from attorney about pending or contemplated litigation and other matters on which the
attorney has a duty to advise the City Council, including agenda items
- CTSUD Update
- Rivery Update
- LCRA Update
- Sun City Gas Spill - TexCon Claim
Adjournment
Certificate of Posting
I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle, City Secretary
City of Georgetown, Texas
May 28, 2013
SUBJECT:
Bed and Breakfast Establishments -- Laurie Brewer, Assistant City Manager; Dave Hall, Chief Building
Official and Fire Chief, John Sulliven
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Cover Memo
Item # A
City of Georgetown, Texas
May 28, 2013
SUBJECT:
Workshop presentation and discussion regarding revisions to the current amendment process for the Unified
Development Code (UDC) -- Valerie Kreger, AICP, Principal Planner and Andrew Spurgin, AICP, Planning
Director
ITEM SUMMARY:
The Unified Development Code (UDC) is the primary tool to regulate land development in Georgetown’s
jurisdiction. Adopted in 2003, it is a living document requiring periodic revision. In 2004, City Council
adopted a process for annual review and amendment including a yearly list of proposed amendments and
additional public review. In 2008, the process was revised to include an ad-hoc citizen forum, referred to as
the UDC Task Force, to work with staff to generate the annual list as well as craft the revisions.
In May 2012, City Council held a public workshop to review the UDC and the processes that had been used
to amend the document. Based on experiences with the process, there were concerns that amendments were
adopted too frequently, leaving some users uncertain of what the current regulations were, and that the ad-
hoc nature of the Task force caused participants to vary from meeting to meeting, affecting group direction
and accountability. In response, Council directed staff to revise the process and incorporate less frequent
code amendments, a Council-appointed standing committee with diverse membership, more involvement
from the Planning & Zoning Commission (P&Z), and increased information to Council regarding the
amendments under consideration.
Staff held a meeting on May 16th to gain public feedback. Concerns were primarily centered on adequate
public input opportunities in the process and public notice, with some supportive of changing the current
process and some not. Overall, the group did not want the process so formal that public input would be
limited in any way, discouraging involvement.
Staff has formulated potential possibilities for a revised process.
1. Committee (UDC Advisory Committee): If Council chooses to move forward with establishing a
standing committee, staff suggests a 9 member Council-appointed P&Z subcommittee consisting
of: two (2) P&Z Commission members (one of which would be chair); one (1) Historic &
Architectural Review Commission (HARC) member; one (1) representative of the Georgetown
Chamber of Commerce; two (2) technical professionals related to the development industry (i.e.,
architect, engineer, land surveyor, landscape architect, professional planner, developer, or real estate
professional); and three (3) representatives of the community at large not otherwise qualifying (some
public suggested geographical representation). Committee meetings would be open to the public but
only Committee members would take action on items. Based on public comment, staff is researching
the potential of an open workshop at the beginning of or preceding the meeting to allow free
input/discussion from the public regarding the topics under consideration. Committee would hold the
public workshop(s) currently held by staff prior to an item moving forward to P&Z.
2. Non-Committee Amendments (Executive Amendments): Limit total amendments requiring
Committee review, especially when the topic does not provide for choices, by establishing an
amendment category that could bypass the Committee where needed and proposed revisions would go
directly to P&Z and Council. This would include nondiscretionary, mandatory, or legislative revisions
necessary to address state statutes or case laws, ratification of published director interpretations
(determinations are published on the internet for public review for 30 days and are appealable to the
ZBA), and anything designated an emergency item by Council. Courtesy notice could be sent to the
Committee, with P&Z ability to send amendment to Committee for recommendation. Could occur on
an as-needed basis as determined by the City Attorney or City Council.
3. Amendment List (General Amendments): Continue practice of creating a list of potential UDC
amendments that need review, such as discretionary modifications, changes to existing policies, new
procedures, or requirements not otherwise imposed by a superseding law, but with changes. Have a
Committee managed on-going (rather than annual) “to-do” list of amendments, prioritized and
reviewed every two years with public input at that time as well (some public preferred yearly review).
Cover Memo
Item # B
Committee could provide a yearly update to Council covering what has been done, what remains on
the List, and prioritizations of pending amendments. These types of amendments would be brought to
Council every two years for consideration and adoption, rather than the current annual process.
4. Off-Cycle Amendment Requests: Currently, an out of cycle UDC amendment can be proposed by
Council, P&Z, Director recommendation with Council approval, or application by a citizen or
property owner. With the current process, any application for UDC amendment is sent immediately
through the task force and public review processes, unlike those items that are assessed when added to
the annual list. This also creates a situation where UDC amendments could occur frequently. Staff
suggests there be a process for addressing off-cycle amendment applications whereby the request
would be determined to need to be handled off-cycle, added to the Amendment List, or not acted on at
all. Staff is looking for Council direction on whether this should be handled at the Committee or
Council level, or even P&Z. Also under current process, Council may declare an item an emergency
(by supermajority vote) and direct staff to handle the item out of the annual cycle immediately. It is
suggested that the qualifications for such a designation be defined, although a clear definition has not
been determined (public health/welfare, impediment to a City of Excellence target, or situation that
would otherwise have a negative impact on the City if not addressed immediately). Some of the
public believe that staff could judge the urgency of an item and relay that to the Committee who
would make the call. (It was suggested these may be called Council High-Priority Amendments as
opposed to Emergency Amendments, public was split)
5. Topic Based Input: Some topics need special input from the public, greater research, or additional
expertise beyond that of staff and the Committee. Currently, staff will meet with experts or hold
special public outreach meetings as needed to gain knowledge or feedback. Based on the public input
from the meeting, staff suggests continuing these efforts through staff, with the Committee providing
direction for research or attending a public meeting as needed.
Based on Council’s feedback at this workshop, staff will proceed with drafting a resolution, ordinance and
bylaws for Council’s consideration at a later meeting.
FINANCIAL IMPACT:
SUBMITTED BY:
Valerie Kreger, AICP, Principal Planner and Andrew Spurgin, AICP, Planning Director
Cover Memo
Item # B
City of Georgetown, Texas
May 28, 2013
SUBJECT:
Presentation of Information Technology (IT) major project status for the current fiscal year and the IT Master
Plan update for FY2014 -- Mike Peters, Information Technology Director
ITEM SUMMARY:
This presentation will provide an overview of major Information Technology projects:
-Completed in the current year
-Currently in progress, and
-Initiatives incorporated in the FY 2014 IT Master Plan update
FINANCIAL IMPACT:
SUBMITTED BY:
ATTACHMENTS:
Master Plan Update Presentation
Cover Memo
Item # C
IT Master Plan Update
City Council Workshop
May 28, 2013
Attachment number 1 \nPage 1 of 10
Item # C
Agenda
•FY 2013 Project Status
–Completed Projects
–Currently in Progress
•FY 2014 IT Master Plan Update
–FY 2014 Initiatives
–Future Projects
Attachment number 1 \nPage 2 of 10
Item # C
Already in FY 2013….
•Expanded Laserfiche (records management) program
•Tyler Content Manager document storage for Incode
•Upgraded City IP phone system
•Installed IT systems in new fire stations 2 and 5
•Expanded virtual desktops to approx. 100 users
•Completed testing on expense reporting software
•Met new security requirements for Police systems (CJIS)
•Initiated a new City intranet project
•Performed major upgrade on VMware platform
Attachment number 1 \nPage 3 of 10
Item # C
Already in FY 2013 (con’t)….
•Implemented network intrusion protection system
•Assisted in selection of enterprise asset management
software
•Began effort to promote use of tablet computers to cut
costs and improve productivity
•Assisted in upgrades to Electric outage management
system
•Assisted in implementation of IT infrastructure for electric
system design software
•Upgraded and redesigned GIS mapping websites
Attachment number 1 \nPage 4 of 10
Item # C
Major Projects Underway
•Virtual Desktop Implementation
–Approx. 100 users converted, complete by October
•Continued expansion of Laserfiche records mgt. system
•Enterprise Asset Management project planning
•City Intranet portal
•Backup data center design
•Final stages of Lotus Notes retirement
–All Boards/Commissions move to MuniAgenda
–Go-live for new expense management system
•Electric Construction Mgt. System
•Upgrade of Incode financial system
Attachment number 1 \nPage 5 of 10
Item # C
FY 2014 Master Plan Update
•IT Steering Committee managed three
month process, parallel to CIP:
–Review projects in progress
–Identify new requirements
–Factor in planned upgrades for existing systems
–Reprioritize, place in timeline
•Results were used to develop FY 2014
budget requests (IT and other depts.)
Attachment number 1 \nPage 6 of 10
Item # C
FY 2014 Requested Projects (1 of 2)
•Enterprise Asset Management (EAM):
–Electronic Inventory of City’s Infrastructure Assets
–Work Order and Maintenance Management
–Inventory Management
–Integrated with City GIS data
–First use of a web-based integration platform
–Product selected
•PSTOC 2nd data center design
–Part of Public Safety Building design
Attachment number 1 \nPage 7 of 10
Item # C
FY 2014 Requested Projects (2 of 2)
•Other Projects:
–Customer Information System (CIS) selection
•Includes Customer Relationship Management (CRM)
•Implementation FY 2015
–Laserfiche (Records Management) continues
–Interactive Voice Response (IVR) for Customer Care
–Open Records Request Management System
–City Intranet expansion
–Contract Management System
–Expansion of security camera system
Attachment number 1 \nPage 8 of 10
Item # C
Initiatives Beyond FY 2014
•CIS/CRM System implementation
•ERP System Replacement (selection/implementation)
–Major FY2015 project (selection to start in 2014)
–Primarily Financial Information System (FIS), but with
significant integrations/interconnects to other systems
•Enterprise Asset Management (additional departments)
•Laserfiche Records Mgt. (additional departments)
•Market Operations System
Will be reevaluated during FY 2015 IT Master Plan Update
Attachment number 1 \nPage 9 of 10
Item # C
THANK YOU!
Questions?
Attachment number 1 \nPage 10 of 10
Item # C
City of Georgetown, Texas
May 28, 2013
SUBJECT:
Records Management Update -- Robyn Rye, Records Coordinator and Jessica Brettle, City Secretary
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Cover Memo
Item # D
City of Georgetown, Texas
May 28, 2013
SUBJECT:
Sec. 551.071: Consultation with Attorney
- Advice from attorney about pending or contemplated litigation and other matters on which the attorney has
a duty to advise the City Council, including agenda items
- CTSUD Update
- Rivery Update
- LCRA Update
- Sun City Gas Spill - TexCon Claim
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Cover Memo
Item # E