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HomeMy WebLinkAboutAgenda CC 05.26.2020 WorkshopN otice of M eeting of the Governing B ody of the C ity of Georgetown, Texas M ay 2 6, 2 02 0 The Georgetown City Council will meet on May 26, 2020 at 3:00 P M at The City of Georgetown is committed to compliance with the Americans with Disabilities Act (AD A). If you require assistance in participating at a public meeting due to a disability, as defined under the AD A, reasonable assistance, adaptations, or accommodations will be provided upon request. P lease contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 808 Martin Luther King J r. Street, Georgetown, TX 78626 for additional information; TTY users route through Relay Texas at 711. 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Policy De ve lopme nt/Re vie w Workshop - A P resentation and discussion regarding Water and Electric Budgets -- Leigh Wallace, Finance Director B P resentation and discussion regarding the annual review and list of General Amendments to the Unified Development Code (U D C) for 2020 -- Sofia Nelson, P lanning Director C P resentation and discussion regarding C O VID-19 and the City’s disaster declaration, emergency management response, opening of city facilities, and modified operations and programs -- David Morgan, City Manager Exe cutive Se ssion 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. D Sec. 551.071: Consul tati on w i th 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 - Litigation Update - Retention of Mc Ginnis Lockridge as Outside Counsel Sec. 551.086: Certai n P ubl i c P ow er Uti l i ti es: Competi ti ve M atters - P urchase P ower Update - Substation C IP Sec. 551.074: P ersonnel Matters - City Attorney Recruitment Adjournme nt Ce rtificate of Posting I, R obyn Densmore, C ity S ecretary for the C ity of G eorgetown, Texas, do hereby c ertify that Page 2 of 69 this Notice of Meeting was pos ted at C ity Hall, 808 Martin Luther King Jr. S treet, G eorgetown, T X 78626, a plac e readily ac cessible to the general public as required by law, on the _____ day of _________________, 2020, at __________, and remained so pos ted for at leas t 72 c ontinuous hours prec eding the s cheduled time of said meeting. __________________________________ R obyn Dens more, C ity S ec retary Page 3 of 69 City of Georgetown, Texas City Council Workshop May 26, 2020 S UBJEC T: P resentation and discussion regarding Water and Electric Budgets -- Leigh Wallace, Finance Director I T EM S UMMARY: The purpose of this item is to provide Council with an update since the April 14th and May 12th workshops. The presentation includes the direct revenue and expense impacts of the pandemic response, as well as the indirect economic impacts and corresponding budget reductions. P revious workshops focused on fiscal policies, reserves, potential CO VID expense reimbursements, General Fund and Tourism Fund revenue and expense projections for year-end. This workshop focuses on the major utilities, Water and Electric. The presentation will be posted on Friday, May 18. F I NANC I AL I MPAC T: Items discussed may be reflected in a future mid-year 2020 budget amendment. S UBMI T T ED BY: Leigh Wallace, Finance Director AT TAC HMENT S : Description F inanc ial Update - C O VI D-19 05.26.2020 Page 4 of 69 FY2020 Annual Budget COVID-19 Pandemic Financial Impact and Planning City Council Meeting May 26, 2020 Page 5 of 69 FY2020 Annual Budget Agenda •Direct COVID related revenue and expense summary –no significant changes since May 12th workshop •FY2020 revenue and expense outlook and actions –Electric Fund –Water Fund Page 6 of 69 FY2020 Annual Budget Revenue and Expense Outlook Updates The pandemic is a dynamic situation. Estimates and action plans may change as the situation evolves. Page 7 of 69 FY2020 Annual Budget Electric Fund Page 8 of 69 FY2020 Annual Budget Electric Fund Summary •Overall fund is projected in a good position •Purchase Power market will be the big factor to staying on course FY2020 Orignal Budget FY2020 Amendment Changes FY2020 Amended Budget FY2020 Projection Beginning Fund Balance 5,892,640 722,102 6,614,742 6,614,742 Sum of Revenues 95,418,419 750,000 96,168,419 96,020,348 Sum of Expenses 92,565,824 918,304 93,484,128 92,565,248 Ending Fund Balance 8,745,235 553,798 9,299,033 10,069,842 CAFR Adjustment - - 90 Day Operational Conting 4,190,235 - 4,190,235 4,190,235 Rate Stabilization 4,555,000 - 4,555,000 4,555,000 Available Fund Balance - 553,798 553,798 1,324,607 Page 9 of 69 FY2020 Annual Budget Electric Consumption Trends •Overall kWh consumed decreased trend –Period: March and April 2020 compared to same period 2019 –Commercial/Industrial/Builder down –Schools/City/County Gov’t down –Residential up –Weather patterns have been mild overall –Even with hotter temperatures, assume these consumption trends will continue as long as work/school patterns are disrupted Page 10 of 69 FY2020 Annual Budget Billing and Receivables •Consumption patterns translate to less billed revenue compared to the same Mar-April period last year •Sales revenue projections through end of fiscal year are $1.5M below budget •Accounts receivable aging (past due bills) patterns emerging: $88K increase to receivables more than 30 days past due Page 11 of 69 FY2020 Annual Budget Utility Bill Assistance for Customers •Up to $1 million total assistance available across Water and Electric funds –Administration procedures covered during May 12th council workshop •Covered 50% by re-purposed Conservation Fund and 50% by unplanned development contribution in Water Fund •No impact to budgeted revenue Page 12 of 69 FY2020 Annual Budget Development Fee Revenue •Electric –2020 Budget $600K –2020 Projection $2M –Strong development continues –Seeing result of charging fees up front Page 13 of 69 FY2020 Annual Budget Revenue Summary •Decreased sales ($1,500,000) •Decreased misc. rev ($50,000) •Increased devp fees $1,400,000 •Increased bond proceeds*$1,000,000 •Decreased Bloomberg grant*($250,000) •Total Change Orig/Prj $600,000 •Total Change Amended*$750,000 Page 14 of 69 FY2020 Annual Budget Operational Cost Projections •Purchased Power total net budget $59.5M –Year to date (Oct -April) trend is 4% over budget •Unforeseen decreases in demand due to COVID impact ability to sell excess energy •Expect trend to slowly improve as economy re-opens –Summer expected to be hot, overall state demand expected to increase despite COVID –Projecting at budget at this time –Continue portfolio management activities Page 15 of 69 FY2020 Annual Budget Operational Cost Projections •Legal expenses $150K increase •Move Utilities Analyst from Finance to Electric $118K increase •Move Records Analyst from Electric to Water $63K decrease •Decrease Bloomberg grant program $250K •Decrease ROI transfer to General Fund $225K Page 16 of 69 FY2020 Annual Budget Operational Cost Reductions - Executed •Vacancy savings $200K for 6 positions •Travel and Training not required for licenses $8K savings •T&D maintenance savings $38K –Transition utility relocates for road projects to be paid by road bonds •Other various savings from prior vacancies, miscellaneous programs and equipment $597K Page 17 of 69 FY2020 Annual Budget Capital Projects Electric •Original projects moving forward $4M •$1M added to debt for transformers –Corresponding increase in bond proceed revenue •New total 2020 projects $5M •Roll Forward Prior Year Encumbrances due to financial software implementation $113K Page 18 of 69 FY2020 Annual Budget Expense Summary •Increased CIP*$1,000,000 •Prior Year Encumb.*$113,000 •Utilities Analyst *$118,000 •Records Analyst*($63,000) •Bloomberg grant*($250,000) •Legal Expenses $150,000 •Training/Vac/Maint/Other ($843,000) •Decrease ROI to Gen Fund ($225,000) •Total Change Org/Prj $0 •Total Change Amended*$918,000 Page 19 of 69 FY2020 Annual Budget Electric Conclusion •COVID affecting consumption patterns in short-term; long- term impact anticipated •Hot summer should favor purchased power •Increases and decreases in operational expenses •Increases in debt-funded capital expenses Fund in a stable position for now; watching COVID affects on purchase power market Electric Fund Page 20 of 69 FY2020 Annual Budget Water Fund Page 21 of 69 FY2020 Annual Budget Water Fund Summary •Overall positive impact to both revenue and expense •Mid-year budget amendment needed for several items not known at budget adoption FY2020 Budget FY2020 Amendment Changes FY2020 Amended Budget FY2020 Projection Beginning Fund Balance 82,511,169 11,954,021 94,465,190 94,465,190 Sum of Revenues 81,834,114 2,500,000 84,334,114 87,583,226 Sum of Expenses 139,654,887 9,348,288 149,003,175 148,030,266 Ending Fund Balance 24,690,396 5,105,733 29,796,129 34,018,150 CAFR Adjustment - - 90 Day Oper. Contingency 8,236,379 - 8,236,379 8,236,379 Non Oper. Contingency 10,000,000 - 10,000,000 10,000,000 Available Fund Balance 6,454,017 5,105,733 11,559,750 15,781,771 Page 22 of 69 FY2020 Annual Budget Water Production Trends •Overall decrease trend in treated water –Period March and April 2020 compared to same period 2019 –Primarily due to weather patterns cooler/wetter –Not forecasting significant change in consumption due to COVID Page 23 of 69 FY2020 Annual Budget Billing and Receivables •Consumption patterns translate to less billed revenue compared to the same Mar-Apr period last year •Revenue projections for remainder of fiscal year are that a hot summer will keep revenue on budget •Accounts receivable aging (past due bills) patterns emerging: $35K increase to receivables more than 30 days past due Page 24 of 69 FY2020 Annual Budget Development Fee Revenue •Water –2020 Budget $14.2M –2020 Projection $26M –Strong development continues inside and outside city limits –Several large one-time development payments Page 25 of 69 FY2020 Annual Budget Revenue Summary •Increased development*$11,800,000 •Decreased bond proceeds* ($9,300,000) •Other fee revenue $3,250,000 •Total Change Orig/Prj $5,750,000 •Total Change Amended* $2,500,000 Other revenue: interest earnings, inspection fees, tap fees, connect fees, etc. Page 26 of 69 FY2020 Annual Budget Operational Cost Reductions - Executed •Vacancy savings $105K for 4 positions •Travel and Training not required for licenses $19K savings Page 27 of 69 FY2020 Annual Budget Operational Cost Projections •Utilities at City Facilities –Rate increases from 2018 electric rate study •Municipal facilities increase •Municipal water treatment and pumping increase –PCA increase Feb of 2019 –PCA increase June of 2019 –Corrected billing errors on meters at City Center –Compounded increased costs in FY2020 •Mid-year budget amendment necessary to cover projected costs in Water Fund $1.4M Page 28 of 69 FY2020 Annual Budget Operational Cost Projections •Resource costs (Raw and Treated) -$1.5M increase in water contracts approved by Council to meet demand •Move Records Analyst from Electric to Water $63K increase •Add 1 Locator position $66K •Sludge disposal increases $130K •Misc. savings from prior vacancies, equipment, and contracts $850K Page 29 of 69 FY2020 Annual Budget Capital Projects Water •Original total debt funded projects $18.6M •Projects on hold by staff $3.8M •Projects on hold for debt market $5.5M –Corresponding decrease in bond proceed revenue •Parkside Development Agreement Water Line $3.5M •New total 2020 projects $12.8M •Roll Forward Prior Year Encumbrances due to financial software implementation $12M Page 30 of 69 FY2020 Annual Budget Expense Summary •Decrease deferred CIP * ($9,300,000) •Parkside line*$3,500,000 •Prior Year Enc CIP* $12,000,000 •Water resource contracts* $1,500,000 •Municipal pumping* $1,400,000 •Records Analyst* $63,000 •Line Locator*$66,000 •Sludge disposal* $130,000 •Training/Vac Sav/Other Misc. ($974,000) •Total Change Orig/Prj $8,385,000 •Total Change Amended* $9,359,000 Page 31 of 69 FY2020 Annual Budget Water Conclusion Water Fund •Overall healthy fund status with increased operating revenues and expenses •Decrease in capital revenue and expenses for deferred projects •No anticipated change in consumption patterns due to COVID and hot summer = continued healthy fund Page 32 of 69 FY2020 Annual Budget Council Feedback Page 33 of 69 FY2020 Annual Budget Next Steps •Council feedback summary •Continue review of revenue and expenses trends •June 9th Council Meeting –Mid-Year Budget Amendment first reading Page 34 of 69 City of Georgetown, Texas City Council Workshop May 26, 2020 S UBJEC T: P resentation and discussion regarding the annual review and list of General Amendments to the Unified Development Code (U D C) for 2020 -- Sofia Nelson, P lanning Director I T EM S UMMARY: P urpose of the w orkshop. The purpose of this item is to obtain feedback and dire c tion from the City Council on UD C General Amendments List that City staff will work on this year. B ackground. In accordance with Section 3.05.020 of the Unified Development Code (UD C), the U DC shall be re vie wed o n an annual basis. The U D C identifies that all text amendme nts shall be co nsistent with the Comprehensive P lan and amendments may be made in support of one of the following circumstances: To establish and maintain sound, stable, and desirable development within the jurisdiction of the City; or To correct errors in the text; or To address changed or changing conditions in the City; Every year City Staff drafts a list of UD C se c tions that need to be replaced or updated due to difficulties with the language or outdated provisions. Next Steps. Establ i shment of the 2020 G eneral Amendment : 06/16/2020--P lanning and Zoning Commission will review and prepare a recommendation on a list of topics 07/14/2020--City Council action on list of topics. F ol l owi ng the establ i shment of the 2020 G eneral Amendment Li st: Step1--The Unified Development Co de Advisory Committe e (U D C AC) will review language addressing those items identified on the amendment list. Step 2--The U D C AC will hold a public hearing on the proposed amendments and forward a recommendation to the P lanning and Zoning Commission and the City Council. Step 3--The P lanning and Zoning Commission will hold a public hearing on the proposed amendments and forward a recommendation to the City Council. Step 4--The City Co unc il will then hold a public hearing and take final action on the proposed amendments to the U D C. F I NANC I AL I MPAC T: n/a S UBMI T T ED BY: Sofia Nelson, P lanning Director AT TAC HMENT S : Description workshop presentation Page 35 of 69 2020 UDC Workplan City Council Workshop May 26, 2020 1Page 36 of 69 Presentation Purpose The purpose of this item is to obtain feedback and direction from the City Council on UDC General Amendments List that City staff will work on this year. 2Page 37 of 69 Presentation Agenda I.UDC annual amendment and review process II.Review of Recent Amendments III.Recommendations for Amendments IV.Next Steps V.Questions and direction to staff 3Page 38 of 69 UDC Annual Review Process 4Page 39 of 69 UDC Direction on Amendments •UDC identifies review shall occur on an annual basis. •Amendments shall be consistent with the Comprehensive Plan and may be made in support of one of the following circumstances: •To establish and maintain sound, stable, and desirable development within the jurisdiction of the City; or •To correct errors in the text; or •To address changed or changing conditions in the City; 5Page 40 of 69 UDC Annual Review Process Topics are introduced by City Staff & Public City Council presentation and discussion on initial list of amendments P&Z provides recommendation on UDC list of amendments City Council reviews & approves list of topics to be amended. UDCAC and City Staff begin to prepare draft amendments 6 Given the COVID-19 pandemic the UDC Advisory Committee has not been meeting and have not been included in the review of the annual list of amendments. Should the Council want to include them the proposed process can be amended. Page 41 of 69 Review of Recent Amendments 7Page 42 of 69 Amendments to address changed or changing conditions in the City •Certificate of Appropriateness Process •Land Use Notification Requirements •Sign variance opportunities •Number of units per building in the Multi-Family zoning districts •Multi-family detached use in the Mixed-Use Downtown (MU-DT) zoning district •Minimum district size requirements for the Business Park (BP) zoning district 8Page 43 of 69 Amendments to maintain sound, stable, and desirable development •Building Height Permitted in the General Commercial (C-3) zoning district •Specific site design standards for fuel sales use •Parkland Dedication requirements •Request for Special Purpose Districts (i.e. Municipal Utility Districts (MUDs)) 9Page 44 of 69 Amendments to maintain sound, stable, and desirable development •Setback/Screening requirements when adjacent to residential property in the extraterritorial jurisdiction (ETJ) •Auto-related uses in the Local Commercial (C-1) zoning district •Food and beverage establishments in the Industrial (IN) zoning district •Mobile or outdoor food vendor uses 10Page 45 of 69 Recommendations for Amendments 11Page 46 of 69 Staff Recommendation for Amendments in 2020 •Sign Ordinance: •Address legal compliance of ordinance •Use of electronic signs •Tree Preservation/Landscape conflicts •Improve readability and usability of ordinances •Group Homes •Address legal compliance of ordinance •Conflicts with Fire Code: •Street cross-sections for parking on both sides 12Page 47 of 69 Public Request for Review •Use of artificial turf in lieu of grass in single-family developments. 13Page 48 of 69 Next Steps 14Page 49 of 69 UDC Annual Review Process Topics are introduced by City Staff & Public City Council presentation and discussion on initial list of amendments P&Z provides recommendation on UDC list of amendments City Council reviews & approves list of topics to be amended. UDCAC and City Staff begin to prepare draft amendments 15 5/26 06/16 07/14 08/2020 Given the COVID-19 pandemic the UDC Advisory Committee has not been meeting and have not been included in the review of the annual list of amendments. Should the Council want to include them the proposed process can be amended. Page 50 of 69 Questions & Direction •Direction to staff on: •Topics •Priorities •Process 16Page 51 of 69 City of Georgetown, Texas City Council Workshop May 26, 2020 S UBJEC T: P resentation and discussion regarding C O VID-19 and the City’s disaster declaration, emergency management response, opening of city facilities, and modified operations and programs -- David Morgan, City Manager I T EM S UMMARY: F I NANC I AL I MPAC T: This is a Workshop Item. S UBMI T T ED BY: Shirley Rinn on behalf of David Morgan, City Manager AT TAC HMENT S : Description C O VI D-19 Update 05.26.2020 Page 52 of 69 COVID-19 REPORT MAY 26, 2020 Page 53 of 69 OVERVIEW •REOPENING STATUS •ADVISORY BOARDS •PARKS AND RECREATION PROGRAMMING AND FACILITIES •SPECIAL EVENTS •FEE WAIVERS •COVID-19 TESTING •DISASTER DECLARATION Page 54 of 69 REOPENING OF CITY FACILITIES •May 18: City facilities opened to public •City Hall •Georgetown Municipal Complex •Visitors Center •Airport Terminal •Public Safety Operations •Garey Park Gate House Page 55 of 69 REOPENING OF CITY FACILITIES •May 18: City facilities open, but by appointment only: •Parks and Recreation Administration Office •Animal Shelter, limited occupancy •Historic Light and Water Works building •Council & Court Building (Accounting & IT) Page 56 of 69 ADVISORY BOARDS & MUNICIPAL COURT •Municipal Court will reopen on June 1 consistent with the Texas Supreme Court direction •Advisory Boards to begin meeting June 1: •Host meetings in the Friends Room of the Library or Council Chambers •Meetings will be in person with option for advisory board members to participate through conference call •Public is welcome to attend meetings •Meeting rooms set-up will provide social distancing between board seats and audience Page 57 of 69 PARKS AND RECREATION FACILITIES Page 58 of 69 PARKS AND RECREATION FACILITIES •Community outdoor pools will open at 25% capacity •Open Rec Center Outdoor Pool, Williams Drive Pool and Village Pool •Other pools will not open at this time due to limited trained lifeguards Page 59 of 69 PARKS AND RECREATION FACILITIES The opening of destination facilities is to be determined due to the difficulty of practicing social distancing Page 60 of 69 PARKS AND RECREATION PROGRAMMING •Able to offer select summer programming at a reduced capacity or a delayed start Page 61 of 69 SPECIAL EVENTS •4th of July: Drive -in celebration •POPPtoberfest: October 23-25 •Music on the Square: begin in July •All other special events in Georgetown facilitated by other organizations must follow the Governor’s guidance on social distancing Page 62 of 69 FEE WAIVERS •April 14: Council approved the waiver of fees through May 31: •Temporary sign application fees •Security systems false alarm fees •Go Geo fares and paratransit fees •Utility Billing (water, electric, sanitation, stormwater, wastewater) late fees •All fees will be reinstated beginning June 1 Page 63 of 69 COVID-19 TESTING •Georgetown Fire Department has supported testing site at Wagner Middle School since launch •Planned to remain open through June •Completing 35-45 tests per day •7% positive rate Page 64 of 69 COVID-19 TESTING •May 11: Governor directed 100% of staff and residents in nursing homes be tested •Facilities licensed under Health and Human Services •Empowered fire departments to assist with testing •Three skilled nursing facilities in Georgetown •29 other long -term care facilities (assisted living, hospice, home health) Page 65 of 69 DISASTER DECLARATION April 28: •Council approved the extension and continuation of the City of Georgetown Disaster Declaration until such time as it is terminated by subsequent City Council action or the statewide disaster declaration issued by the Governor is terminated May 19: •Williamson County Commissioners Court ended the County disaster declaration Page 66 of 69 DISASTER DECLARATION CONTINUATION PROS: •Provides the authority of the Governor of the State of Texas to the Mayor, should we need to implement special rules or adjust operations. •Increases liability protection for the city government and any volunteers or others acting on our behalf in response to the disaster •Allows for formal assistance request from the state and/or federal government •Tied to justification for emergency funds and grant applications Page 67 of 69 DISASTER DECLARATION CONTINUATION CONS: •Not consistent with County •Unknown end date •Operations are normalizing –“new normal” RECOMMENDATION: •Continue declaration •Reference Governor’s Orders Page 68 of 69 QUESTIONS Page 69 of 69