HomeMy WebLinkAboutAgenda CC 09.21.2012 SpecialNotice of Meeting of the
Governing Body of the
City of Georgetown, Texas
SEPTEMBER 21, 2012
The Georgetown City Council will meet on SEPTEMBER 21, 2012 at 8:00 A.M. at the Friends of the
Library Room, Georgetown Public Library, 402 W. 8th Street, Georgetown, Texas
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
- A SPECIAL MEETING OF THE CITY COUNCIL
B Work Session to discuss the Council vision and priorities for the City of Georgetown -- Paul E.
Brandenburg, City Manager; Micki Rundell, Chief Financial Officer and Susan Morgan, Finance
Director
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 _________________, 2012, 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
September 21, 2012
SUBJECT:
Call to Order
- A SPECIAL MEETING OF THE CITY COUNCIL
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Jessica Brettle, City Secretary
Cover Memo
Item # A
City of Georgetown, Texas
September 21, 2012
SUBJECT:
Work Session to discuss the Council vision and priorities for the City of Georgetown -- Paul E. Brandenburg,
City Manager; Micki Rundell, Chief Financial Officer and Susan Morgan, Finance Director
ITEM SUMMARY:
During July 2012, the City Council reviewed the first proposed 5-Year Business Plan. One of the needs that
came out of that workshop was a Council work session to further define the Council’s vision and
priorities. This work session will be facilitated by Joe Gonzalez, The Management Connection, with the
goals of the meetings to include:
• Further define the “City of Excellence” goals, vision and priorities;
• Identify policy direction needs; and
• Outline priorities to be addressed in the upcoming citizen survey.
This Council session will not be a one-time meeting, but will be a critical step to building a long-term
Council vision and direction setting process that guides staff in the implementation of the City’s 5-year
business planning framework and accomplishes the City of Excellence vision.
A summary of the discussions and results will be reviewed at an upcoming regular Council meeting and
presented for adoption as needed.
FINANCIAL IMPACT:
None.
SUBMITTED BY:
ATTACHMENTS:
Visioning Workshop Outline
Background Summary on Business Planning Process & Work Session
Cover Memo
Item # B
Georgetown City Council Visioning Workshop
September 20 & 21, 2012
Time: Thursday, September 20, 1:30 p.m. to 7:30 p.m., (includes dinner)
Friday, September 21, 8:00 a.m. to 12:00 p.m.
Location: Friends of the Library Room
Georgetown Public Library
The Facilitator
The Management Connection (TMC) is a team of highly skilled professional facilitators that have 20
years’ experience in serving cities and other organizations in Texas in goal setting, visioning and
organizational development. Joe Gonzalez, President of TMC, and Teresa Gonzalez will be leading this
Council session and the follow up to implement Council’s expectations over the coming months. TMC
works with a variety of city organizations and city councils including long-term clients such as City of
Hurst, City of Pearland and City of Cedar Park. TMC customizes their approach and process to meet
each client’s needs and directions. TMC’s depth of experience, familiarity with Central Texas and ability
to customize their services to meet Georgetown’s needs and situation made the firm the best match to
Georgetown’s requirements.
Agenda and Process
Joe Gonzalez will meet one-on-one with the Mayor and each council member before the September 20
& 21 work sessions. Joe has met with Paul Brandenburg and will have met with each of the City’s
leadership team members. Mr. Gonzalez and his team will use this information gathered from these
sessions to further refine the expectations and agenda for the workshop.
Based on input from the Mayor and Council during the summer business planning and budget
workshops, the general agenda for the sessions will be:
· Further define the “City of Excellence” goals, vision and priorities;
· Identify policy direction needs; and
· Outline priorities to be addressed in the upcoming citizen survey.
TMC will assist the Mayor and Council set more specific outcomes as part of the one-on-one sessions
and initial part of the workshop.
This Council session will not be a one-time meeting, but will be a critical step to building a long-term
Council vision and direction setting process that guides staff in the implementation of the City’s 5-year
business planning framework and accomplishes the City of Excellence vision.
Attachment number 1 \nPage 1 of 1
Item # B
Background – Council Planning Workshop
The City of Georgetown has embarked on a 5 year business planning process in an effort to be the City
of Excellence. This process has been shaped by the Georgetown Comprehensive Plan, called the
Georgetown 2030 plan, citizen surveys, master planning documents and the February 2012 City
Manager goals from Council.
The goal of the business planning process is to combine the components of strategic planning with long
range financial planning to (1) stimulate discussions and long-term perspective for Council; (2) provide a
tool to identify and mitigate financial challenges; (3) stimulate long-term, strategic thinking; (4) identify
needed policy direction and build consensus on that direction; (5) serve as a tool to communicate with
internal and external stakeholders.
The staff direction has been to create a framework and process to provide a sustainable, but
manageable business planning process. This framework is expected to be a tool unique to the City’s
needs with the process and documentation kept at a summarized “dashboard” level. Individual
departments and divisions may undertake more detailed strategic and tactical planning as their needs
require.
Business Planning Framework
The City has defined its business planning as “the process of aligning financial capacity with long-term
service objectives.” The overall service objective is the City of Excellence. The overall process is outlined
below.
The framework is to be implemented in phases, with the first steps taken in preparation for the 2012/13
annual budget preparation process. The first phase started with the City Manager’s Work Plan,
presented in February 2012, which focused staff’s budgeting efforts. The framework was developed
• 2030 Vision
• Citizen Input
• Master Plans
Goals
• Council Priorities
• City Manager
Work Plan
Business Plan
• 5 Year Plan
• CIP
• Staff objectives
• Measurement
Annual Budget
Attachment number 2 \nPage 1 of 5
Item # B
into a one page “dashboard,” shown on the next page. This dashboard outlines the City’s direction and
guiding framework. Five year service objectives and resources required to meet those objectives were
developed and incorporated into a financial planning model that is the foundation for the City’s Business
Plan. The 5 year Business Plan has been used as a tool to further the strategic and policy direction from
Council to achieve the future City of Excellence. The proposed 2012/13 Annual Budget is Year One of
that strategic direction.
During the upcoming 2012/13 year, the next phases of the business planning process will be developed,
including:
· Fall 2012 Council visioning and strategy workshop to refine the Business Plan.
· Citizen survey to affirm the City of Excellence vision.
· Spring 2013 Council direction setting session to provide staff direction for further implementing
the Business Plan.
· Update and further define the 5 year service objectives, resource needs and the tools and
options to meeting the financial capacity requirements to achieve those objectives.
Facilitators’ Role
The facilitator will not only conduct a Council planning workshop in late September, but also advise staff
on preparing for the session and refining the process to bring Council back together for a winter/spring
Council workshop to further the process. The initial goals of the September workshop are:
1. Further define the City of Excellence goals, vision and priorities;
2. Identify policy direction needs, including items that need to be discussed in regular Council
workshop sessions; and
3. Outline citizen survey priorities
Staff will discuss and seek recommendations on the timing, level of effort and recommended approach
with the facilitator.
The “dashboard” and calendar for the upcoming year follow.
Attachment number 2 \nPage 2 of 5
Item # B
/
QUALITY OF LIFE
·Provide innovative, responsive public safety services throughout Georgetown.
·Continue implementation of Parks, Recreation and Trails Master Plan and expanding
recreation opportunities throughout Georgetown.
VISION
In 2030, Georgetown is a growing city, recognized
throughout the region and the nation as a
premier community of choice by virtue of its
exceptional livability: proud historic heritage;
welcoming engaging people; safe neighborhoods;
variety of well-paying jobs; excellent public
schools; vibrant arts and cultural offerings; and
well-planned infrastructure, transportation, and
public facilities.
FRAMEWORK AND DECISION DOCUMENTS
City of Georgetown 2030 Comprehensive Plan
Citizen Participation & Feedback
·Transportation Master Plan
·Utility Master Plans
·Downtown Master Plan
·Facility Master Plan
·Parks, Recreation and Trails Master Plan
·Fiscal & Budgetary Policies
CITY MANAGER WORK PLAN 2012 - 2013
OPPORTUNITES & CHALLENGES
·Slow economic recovery ● Historic character ● Future water supply planning
·Maintain low tax rate ● New wholesale electric providers ● Maintain residential property mix
·November 2014 – Streets Sales Tax sunsets ● Targeted economic development ● Annexation Strategy
QUALITY OF LIFE
·Staff and operations for Fire Station No. 5
·Reconstruct Fire Station No. 2
·Design Public Safety Operations and Training Facility
·Hike & Bike Trail expansion
·Rebuild Playscape
·Purchase West Side Park property
·Parks rehab and improvements
EFFECTIVE GOVERNANCE
·Council planning sessions
·Citizen survey
·Refine financial modeling tools
·Define business strategies
·Phase I – “Gonzalez” Compensation Plan
·City Facility Plan (including former Library)
QUALITY GROWTH/SUSTAINABLE DEVELOPMENT
·Restructured Planning organization & processes
·Targeted economic development
·Arts & Culture Center
·Expand & improve downtown sidewalks and lighting
·Update downtown master plan
·CTSUD merger
·LCRA contract conclusion
·Utility Capital Improvements Plan
·Asset Management System
BALANCED TRANSPORTATION/ EFFICIENT MOBILITY
·FM 1460 right of way
·Transit planning
·Airport revitalization
·Street and Roadway Capital Improvements Plan
CITY OF EXCELLENCECITY OF EXCELLENCECITY OF EXCELLENCECITY OF EXCELLENCE
2012 - 2017
EFFECTIVE GOVERNANCE
·Continue to develop and implement business plans to meet current and long term financial
and program goals.
·Develop a greater relationship and communication with the building / development
community.
·Update and implement the overall Facility Plan for the City.
·Effectively maintain all of the city’s facilities and infrastructure including its parks, streets
and utilities.
BALANCED TRANSPORTATION/EFFICIENT MOBILITY
·Continue proactive transportation planning and mobility with transit programs and design,
engineering, funding, and construction of new thoroughfares that enhance connectivity and
traffic flow and safety.
QUALITY GROWTH/SUSTAINABLE DEVELOPMENT
·Create innovative programs and initiatives to stimulate residential and commercial
development throughout the community.
·Work with the City Council on long-term water strategies and policies to ensure protection
of this finite resource.
·Pursue electrical contract negotiations and future energy options that enhance the
Georgetown’s competitive advantage.
·Implement and update the Downtown Master Plan.
Attachment number 2 \nPage 3 of 5
Item # B
City of Georgetown
Business Plan Calendar for 2012/13
Next Steps to the City of Excellencececece
as of September 10, 2012
AUGUST/SEPTEMBER
Finalize Year 1 of City of Excellencececece Business Plan – 2012/13 Budget Adoption
· August 28 – 1st Public Hearing Tax Rate
· September 6 – Special Meeting – 2nd Public Hearing Tax Rate
· September 11 – Public Hearing Budget 12/13 & 1st Reading Budget Ordinances
· September 25 – 2nd Reading Budget Ordinances, GTEC and GEDCO Budgets
Prepare for Year 2 - City of Excellencececece Business Plan Framework
· Mid-August – Outside facilitator for Council Visioning session selected
· Early September – Prepare for Visioning session
– Release RFP for Citizen Survey contract
· Late September – Council Visioning/Planning work session
> Further define COE goals, vision and priorities
> Identify policy direction needs
> Outline survey priorities
– Date set - Sept 20/21 (Thurs/Fri)
OCTOBER/NOVEMBER
· Develop citizen survey questions in coordination with Council & Staff
· Update City Facility Master Plan
DECEMBER/JANUARY
· Conduct Citizen Quality of Life Survey
· Staff – Begin 5-Year Capital Improvement Plan Updates
o Utilities, Transportation, Downtown, Parks, City Facilities
FEBRUARY/MARCH
· Staff – Update 5-Year Business Plan models with preliminary CIP, programs & goals
· Council – Business Plan work session:
Review survey results
Attachment number 2 \nPage 4 of 5
Item # B
Update 5 year goals
Develop City Manager work plan for 2013/14 (budget priorities for 2013/14)
APRIL
· Staff – Finalize 5 Year CIP – all areas
· Staff – Develop 5 Year business plan updates
· Staff – Begin 2013/14 budget preparation
MAY
· Council Elections
· Staff to finalize Business Plans and, Budgets
· City Manager “REDLINE” budget review
· Mid-year Review of 2012/13 to COUNCIL
· 5 Year CIP to Committees
JUNE
· 5 Year CIP presented to Council
· Updated 5 Year Business Plan to GGAF and Council
JULY
· 2013/14 Budget Presented to Council
Attachment number 2 \nPage 5 of 5
Item # B