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HomeMy WebLinkAboutAgenda CC 06.14.2016 WorkshopNotice of M eeting of the Governing B ody of the City of Georgetown, Texas June 1 4, 2 0 1 6 The Ge orgetown City Council will meet on June 14 , 2016 at 4:00 PM at Co unc il Chambers, 101 E. 7th St., Geo rge to wn, Texas The City o f Georgetown is committed to co mpliance with the Americans with Disabilities Act (ADA). If you re quire assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or ac c ommo datio ns will be provided upo n request. P lease contact the City Se c retary's Office, least four (4 ) days prio r to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users ro ute through Relay Texas at 711. Policy De ve lopme nt/Re vie w Workshop - A The Zika Virus and Williamson County's Response as P repared by the Williamso n County and Cities Health District (WCCHD) -- John Teel, MS , RS, Executive Director, Williamson County and Cities Health District B Ove rview and discussion of Information Techno logy five-year asset plan -- Chris Bryce, Director, Informatio n Technology C Parks Five-Year CIP Project Update -- Kimberly Garrett, Parks and Re c reatio n Director Exe cutive Se ssion In compliance with the Open Meetings Ac t, Chapter 551, Government Co de , Verno n's Texas Codes, Annotate d, the items listed below will be discussed in closed session and are subject to action in the regular se ssio n. D Se c . 55 1.0 71 : Consul tati on wi th Atto rney - Advice fro m attorney about pending or co ntemplated litigation and o ther matters on which the attorney has a duty to advise the City Co uncil, including agenda items Se c . 55 1.0 74 : Personnel Matter s - City Manager, City Attorney, City Se cretary and Municipal Judge : Consideration of the appointment, employment, evaluatio n, reassignment, duties, discipline, o r dismissal Adjournme nt Ce rtificate of Posting I, Shelley No wling, City S ecretary for the C ity of Geo rgeto wn, Texas , do hereby c ertify that this Notic e o f Meeting was posted at City Hall, 113 E. 8th Street, a p lac e read ily acc es s ib le to the general pub lic at all times , o n the _____ day of _________________, 2016, at __________, and remained so p o s ted for at leas t 72 c o ntinuo us ho urs p receding the s cheduled time of s aid meeting. Page 1 of 51 __________________________________ Shelley No wling, City S ecretary Page 2 of 51 City of Georgetown, Texas City Council Workshop June 14, 2016 SUBJECT: The Zika Virus and Williamso n County's Response as P repared by the Williamson Co unty and Cities Health District (WCCHD) -- John Teel, MS , RS, Executive Director, Williamson County and Citie s Health District ITEM SUMMARY: An update regarding Zika virus and its impact on Williamso n County from WCCHD, as well as an overview of the curre nt work being done by the Integrated Mosquito Manage ment (IMM) program from WCCHD Executive Director John Te e l. FINANCIAL IMPACT: None at this time . SUBMITTED BY: Jackson Daly ATTACHMENT S: Description Works hop Pres entation Page 3 of 51 Zika Virus: WilCo Response Prepared by WCCHD Environmental Health Services Integrated Mosquito Management (IMM) John Teel, MS , RS Executive Director, WCCHD June 14, 2016 Page 4 of 51 •Pregnant Women: •Can be passed from Mother to Child •Data suggest up to 1 in 20 infected mothers will experience significant birth defects or death of the fetus •Can be spread sexually •Young children: •Deafness, blindness •Developmental delays •??? •Anyone: •Guillain-Barré Syndrome (paralysis) •??? Zika Page 5 of 51 How Common is Zika? As of June 6, 2016: 618 cases in the continental United States -195 pregnant women in CDC registry (positive for Zika) -11 of the 618 cases sexually-transmitted 40 cases in Texas (39 travel-associated, 1 sexual transmission) 2 cases in Travis County (travel-associated) 1 case in Wilco (travel associated) Page 6 of 51 Page 7 of 51 Local Transmission of Zika Worldwide Page 8 of 51 Potential for Local Transmission in the U.S. Williamson County has both mosquito species capable of transmitting Zika virus locally, resulting in sustained transmission and establishment as an endemic disease. Any transmission of Zika here would be a public health emergency. Page 9 of 51 •254 counties •61 local health departments or districts •8 DSHS Health Service Regions Page 10 of 51 Integrated Mosquito Management 2016 Budget:$98,951.79 Staffing:1.5 full-time equivalents Mosquito Trapping/testing ≠ Mosquito Control 1.) Surveillance and Testing -Trap and test mosquitoes for diseases 2.) Education/Prevention -“Fight The Bite” campaign, -Community outreach -Nuisance investigations 3.) Planning and Coordination -Mosquito Control Task Force established with community partners in 2012 -Working side by side with cities for control decisions -Guidance in emergency situations -Maintenance of a retainer spray contract with vendor (VDCI) -Creation of Best Management Practices 108 383 447 147 585 742 0 200 400 600 800 2013 2014 2015 Co u n t Williamson County Mosquito Trapping and Testing, 2013-2015 Number of Traps Set Number of Pools Tested Page 11 of 51 Health District Member Governments •Admin and financial oversight for sampling, surveillance tools, GIS equipment, traps, etc. •Authorized submitter with the state laboratory •Provide subject matter expert, field staff, and epidemiologists for data collection, management & interpretation •Conduct public health nuisance investigations •Draft messaging and communications •Maintain 3rd party spray contract •Fund the Health District •Participate in the Integrated Mosquito Management Working Group •Identify potential breeding locations and create a treatment plan •Code enforcement •Budget and procure larvicide or adulticide if required •Identify individuals or departments to conduct control efforts when necessary •Provide PIO liaison for coordinated messaging Responsibilities of Partners Page 12 of 51 Action Plans Status Documentation CDC Interim plan developed CDC Phased Jurisdictional Response DSHS Finished in June, 2016 Will be released to public in late June, 2016 WCCHD Awaiting detailed guidance from CDC and DSHS Environmental and Educational Response to Dengue, Chikungunya, and/or Zika Cases in Williamson County, TX Federal, State, and Local Planning Page 13 of 51 Level Zika Activity 1 •Mosquito Season •Only confirmed cases are travel- associated 2 •Confirmed local transmission •Only a single case, or clustered cases from a single case. 3 •Widespread local transmission 4 •Widespread local transmission in multiple counties CDC Risk Levels Page 14 of 51 Current Activities: Mosquito Management Future Needs: Mosquito Control •Mosquito surveillance, but for West Nile Virus mosquitoes only (not Zika mosquitoes) •Implement surveillance for Zika mosquitoes •Respond to nuisance complaints, but a long process (60-90 days) •Rapid process of nuisance abatement (1-2 days) •No WCCHD mosquito control, local only (varies) •WCCHD coordination or conduct of targeted mosquito control in response to Zika cases •Planning and coordination with some of the member governments •Robust planning and coordination with all member governments in County •Education only •Active outreach to pregnant women •Community cleanups to reduce breeding areas *It is extremely unlikely that we will be able to 100% prevent Zika cases locally. Objectives: 1.) Protect pregnant women and their babies from exposure to Zika through outreach, education, and targeted mosquito control. 2.) Minimize local transmission* of Zika virus to reduce the risk to Wilco population until a vaccine is available. Page 15 of 51 Home Care Kits: Tarrant County Page 16 of 51 Page 17 of 51 Page 18 of 51 Funding to come? Health & Human Services $ 1,488,000,000 CDC $ 828,000,000 CMMS -Puerto Rico $ 250,000,000 Vaccine Research $ 200,000,000 HHS Response $ 210,000,000 USAID -Foreign Countries $ 335,000,000 U.S. State Department $ 41,000,000 Total $1,864,000,000 All (affected?) states ?% $?$? Page 19 of 51 Health District •Conduct a Zika exercise to test plan •Reassign existing staff to fill gap until mosquito control staffing and resources can be made available •Updated educational materials with Zika information •Media outreach and interviews (TV, radio, newspaper) •Mosquito safety training for Hutto, Taylor, and offered to all member governments •Fund and hire an additional mosquito technician to: •Focus on Zika mosquito surveillance (for Aedes) •Conduct nuisance investigations and possible abatement Current Response Plan Page 20 of 51 Level Zika Activity 1 •Only travel-associated cases •Infrequent reports (e.g., 1 case/month through December 2016) 2 •Only travel-associated cases •Steady reports (e.g., 2-4 cases/month or greater through December 2016) 3 •Local transmission with low case counts 4 •Local transmission with moderate case counts 5 •Local transmission in multiple Central Texas counties.High case counts Zika Illness Levels Feasible for Central Texas As of May 2016 Page 21 of 51 Local transmission (i.e., not travel associated) in the Central Texas area, defined by Health Services Region 7. Or Imported (i.e., travel associated) Zika cases exceed our capacity to respond with current resources. -Example: 5+ cases in a two-week period Triggers for Enhancing Current IMM Efforts Page 22 of 51 2 Factors That “May” Reduce Zika’s Impact in Wilco Page 23 of 51 Takeaways for City of Georgetown It is not time to panic; it is time for responsible planning Texas and the US must adapt to the presence of 3 “new” tropical, mosquito-spread viral diseases (Zika, ChikV, and dengue) Pregnant women and their fetuses are at greatest risk and must be our primary targets for protection Your Health District will continue “high vigilance” for Zika and other High-Consequence Infectious Diseases WCCHD will remain in routine communication with CoG Page 24 of 51 City of Georgetown, Texas City Council Workshop June 14, 2016 SUBJECT: Overview and disc ussio n of Information Technolo gy five-year asset plan -- Chris Bryc e , Director, Information Technology ITEM SUMMARY: Informati on Te c hnol o gy has renewed i ts focus on manag i ng the business si de o f techno l og y and revampi ng i ts technol ogy i nfr astructure to prepare for grow th. Expo nential growth in both the use o f technology and the size of our customer base will require innovative approac he s to managing technology that deliver results to our customers in a financially sustainable way. This presentation will pro vide an o verview of those effo rts and ho w they are reflected in the City budget and the new IT five-year asset plan. Included is an overview of current and future initiatives in the three ke y areas of IT: peo ple, infrastructure, and software. FINANCIAL IMPACT: N/A SUBMITTED BY: Chris Bryce, Dire c to r, Information Technology - kj ATTACHMENT S: Description Info rmation Tec hno lo gy Bud get Works hop P res entation Draft - IT Five Year As set P lan Page 25 of 51 FY2017 Annual Budget Information Technology Budget Workshop Council Workshop 6/14/2016 Page 26 of 51 FY2017 Annual Budget IT Budget Drivers 1. Software Applications:New applications, application maintenance 2. People: IT staff, internal/external customers 3. IT Infrastructure: IT equipment purchases and replacement Page 27 of 51 FY2017 Annual Budget Current Initiatives: Software •Industry best practices: –Improved IT Governance processes –IT Governance Strategic Plan –New IT cost allocation/chargeback •CIS project: largest application project in City history Page 28 of 51 FY2017 Annual Budget Current Initiatives: People •Adapting to significant growth in user base, customer demand, and larger service area •Re -org –more accountability, distinct functions, focus on Public Safety IT support •Assessing Cloud technologies to reduce long- term staffing impacts of growth Page 29 of 51 FY2017 Annual Budget Current Initiatives: Infrastructure •Five -year asset plan (software and infrastructure) •Refreshed datacenter. More efficient server and network architecture •Improved security -advanced firewall •Increased capacity of disaster recovery systems •Increased Internet capacity Page 30 of 51 FY2017 Annual Budget FY 2017 Initiatives: Software •CIS project •IT strategic plan •Selection process for Financial Information System and Human Resources Information System (2018 start date) Page 31 of 51 FY2017 Annual Budget FY 2017 Initiatives: People •Creation of CIS support position •Addition of two IT staff focused on Public Safety workloads •Part -time audio visual support •Transfer of Webmaster position to IT Page 32 of 51 FY2017 Annual Budget FY 2017 Initiatives: Infrastructure •Expansion of City storage platform •Pilot project: Cloud Disaster Recovery / Business Continuity (VMware vCloud) Page 33 of 51 FY2017 Annual Budget Questions Page 34 of 51 PROJ NO PROJECT DEPT CURRENT 2017 2018 2019 2020 2021 DESCRIPTION 2016‐1‐S Customer  Information  System (CIS)GUS 4,000,000   Primary utility billing system.   Project started in FY 16 and  finishes in FY 17 2016‐2‐S Airport  Management  System AIRPORT 30,000        Airport management tool.  2018‐3‐S Credit card chip  readers CITY‐WIDE 20,000         Credit Card chip readers.   Concurrent with FIS  implementation. 2017‐4‐S Financial  Information  System FINANCE 150,000      3,500,000   Financial Information System:   Selection FY '17;  implementation FY'18. 2016‐5‐S Laserfiche doc  mgmt:  GUS  records GUS 150,000       Document workflow,  management, and records  retention for GUS ‐Provides a guide to the yearly funding needed in the Information Technology Internal Service Fund (ISF) to reduce the single‐year impacts  of hardware replacements and acquisitions Un‐shaded cells represent funds to be  set aside in the IT ISF for future  acquisitions/replacements Shaded cells represent the year  and the amount of the actual  expenditure SOFTWARE The "Five‐Year IT Asset Plan" is a budgetary planning tool to help insure appropriate funding for the acquisition, maintenance, and timely replacement  of major Information Technology assets.  It is intended to promote good systems planning and prevent costly failures that interrupt business operations  or excessively impact yearly budgets. FIVE‐YEAR IT ASSET PLAN This accomplishes several objectives: ‐Lists hardware and software projects expected for the next five budget years ‐Represents a projection of IT projects that will then be vetted and reviewed during each normal budget cycle Page 35 of 51 PROJ NO PROJECT DEPT CURRENT 2017 2018 2019 2020 2021 DESCRIPTION 2016‐6‐S Location validation  system GUS 100,000       Master system for managing  all physical utility location  data 2016‐7‐S Move "as builts"  from Brylan to  Laserfiche GUS 50,000         Utility as‐builts moved into  LaserFiche GeoDocs 2016‐8‐S Stormwater assets  to EAM GUS 50,000         Incorporate stormwater  assets into Infor 2016‐9‐S Meter Asset  Management GUS 150,000       Setup Infor EAM to be the  primary asset management  system for meters 2017‐10‐S AMI non‐urban  transition GUS 300,000       Intelligent utility metering for  Western District 2017‐11‐S HR Information  System HR 400,000       Management system for  Human Resources.   Concurrent with FIS. 2016‐12‐S Replace Parks &  Rec Mngmt System PARKS 200,000       New Parks and Recreation  management software to  replace CLASS.  In progress. 2016‐13‐S QED data  conversion POLICE 60,000         Convert legacy data from old  QED Police dispatch system .   8/2016 start 2017‐14‐S Bulk water tracking GUS 10,000         Utility system to track use of  bulk water Page 36 of 51 PROJ NO PROJECT DEPT CURRENT 2017 2018 2019 2020 2021 DESCRIPTION 2017‐15‐S Customer  Relationship  Mngmt software GUS 200,000       Utility Customer relationship  management software (cloud  based) 2017‐16‐S Laserfiche Doc  Mgmt: Finance FINANCE 20,000         Migrate finance documents  into Laserfiche 2017‐17‐S Utility website  redesign GUS 25,000         Consolidate various utility  customer portals.  Follows CIS  project. 2017‐18‐S Infor EAM:   Transportation GUS 165,000       Migrate transportation assets  to EAM. 2018‐19‐S Replace Pavement  Info System GUS 50,000         2018‐20‐S Signalization  management  system GUS 1,000,000   New system to manage trafic  signals.  2017‐21‐S Stormwater permit  tracking and  reporting GUS 25,000         Permit tracking and reporting  system 2017‐22‐S Laserfiche Doc  Mgmt:  HR  Documents HR 20,000         Migrate HR documents into  Laserfiche 2018‐23‐S Customer ticketing  and  documentation IT 50,000        75,000    100,000  100,000       New system for tracking  customer work tickets. Cloud  system likely. Page 37 of 51 PROJ NO PROJECT DEPT CURRENT 2017 2018 2019 2020 2021 DESCRIPTION 2017‐24‐S Contract  Management  Software LEGAL 40,000         System to manage Legal  contract workflow 2018‐25‐S Facilities Asset  Management PARKS 100,000       Migrate facility asset  management to Infor (EAM)  2018‐26‐S Parks asset  management PARKS 100,000       Asset management system  for Parks 2018‐27‐S City Planning  management  system PLANNING 300,000       Software for Planning case  tracking 2018‐28‐S Laserfiche:  Police  Docs and Forms POLICE 100,000       Migrate PD docs into  Laserfiche 4,790,000  1,355,000 5,220,000 75,000  100,000  100,000    PROJ NO PROJECT DEPT CURRENT FY 17 FY 18 FY 19 FY 20 FY 21 DESCRIPTION 2017‐29‐H Storage Area  Network  replacement CITY‐WIDE 300,000      600,000      125,000  125,000  125,000       Replace portions storage area  network (Citywide electronic  file storage) 0‐30‐H Storage Area  Network   expansion CITY‐WIDE 100,000      25,000        25,000    25,000    25,000         Increase primary SAN storage  to accommodate growth 0‐31‐H Phone replacement CITY‐WIDE 10,000        10,000        10,000    10,000    10,000         Normal replacement of IP  telephones SOFTWARE TOTALS: HARDWARE Page 38 of 51 PROJ NO PROJECT DEPT CURRENT 2017 2018 2019 2020 2021 DESCRIPTION 0‐32‐H Building network  switch  replacement CITY‐WIDE 70,000        70,000        70,000    70,000    70,000         Normal replacement of Cisco  building switches 0‐33‐H Desktop computer  refresh CITY‐WIDE 100,000      100,000      50,000    50,000    50,000         Replace desktops and laptops  that are 5 years old 0‐34‐H Replace virtual  desktop hardware CITY‐WIDE 15,000        15,000        15,000    15,000    15,000         Replace virtual desktop thin  clients and monitors over 5  years old. 0‐35‐H Toughbooks FIRE/PD 110,000      120,000      130,000  140,000  150,000       Normal replacement of  ruggedized laptops for PD and  Fire 2020‐36‐H Internet modems  for Public Safety  vehicles FIRE/PD 5,000          5,000          5,000       15,000    5,000           Normal replacement of  Internet modems 0‐37‐H VDI Server  replacement CITY‐WIDE 40,000        40,000        200,000  40,000    40,000         Normal replacement of  Virtual Desktop host servers 0‐38‐H VoIP upgrade  services CITY‐WIDE 20,000        40,000        20,000    40,000    20,000        Upgrade VoIP software 2021‐39‐H Datacenter refresh CITY‐WIDE 150,000      150,000      150,000  150,000  750,000       Refresh core datacenter,  servers, networking, domain  controllers 2017‐40‐H NetApp SAN  replacement CITY‐WIDE 250,000      50,000        50,000    50,000    50,000         Replace NetApp controllers  and disks Page 39 of 51 PROJ NO PROJECT DEPT CURRENT 2017 2018 2019 2020 2021 DESCRIPTION 2019‐41‐H Disaster recovery  backup system  (Exagrid)CITY‐WIDE 35,000        35,000        105,000  40,000    40,000         Increase backup storage  space for growth 0‐42‐H Camera server  replacement FACILITIES 40,000        40,000        40,000    40,000    40,000         Replacement for physical  servers used for camera  recording ‐             1,245,000 1,300,000 995,000 810,000  1,390,000HARDWARE TOTALS: Page 40 of 51 City of Georgetown, Texas City Council Workshop June 14, 2016 SUBJECT: P arks Five-Year CIP Pro ject Update -- Kimberly Garrett, Parks and Recreation Director ITEM SUMMARY: FINANCIAL IMPACT: NA SUBMITTED BY: Kimberly Garrett, Parks and Recreation Director ATTACHMENT S: Description CIP presentation Page 41 of 51 FY2017 Annual Budget City Council Workshop June 14, 2016 Five-Year Parks CIP Project Update 1 Page 42 of 51 FY2017 Annual Budget Agenda •Current Projects –Parks Master Plan –Continuation of Major Capital Improvements •Five Year Project Outlook –Parks & Recreation Board on May 12th •Closing –Debt Recap –Feedback and Comments 2 Page 43 of 51 FY2017 Annual Budget Current Projects •VFW Park –Construction started; completion Spring of 2017 3 Page 44 of 51 FY2017 Annual Budget Current Projects •San Gabriel River Bank Stabilization –Work continues •rains & lake releases –50% complete 4 Page 45 of 51 FY2017 Annual Budget FY 2017 Projects •Garey Park –90% Construction Drawings –September ground breaking –January 26th Workshop •Spring 2016 -$3 M –Impacts 2017 fiscal year tax rate •Spring 2017 -$5.5 M –Amortize bond to impact tax rate over two fiscal years »Impacts 2018 fiscal year tax rate »Impacts 2019 fiscal year tax rate 5 Page 46 of 51 FY2017 Annual Budget FY 2017 Projects •San Gabriel Park –Currently in Design Development for Phase 1 –Target for January 2017 start –Spring 2017 -$1 M –Design of Phase 2 •January 26th Workshop •ADA Transition Plan 6 Page 47 of 51 FY2017 Annual Budget Future Projects (2018-2021) •San Gabriel Park (2018-2021) •ADA Transition Plan (2018-2021) •Trail Development (2018-2021) •Columbarium at IOOF Cemetery (2018) •Parks Master Plan (2019) •Blue Hole Park (2019) •Westside Park (2020-2021) 7 Page 48 of 51 FY2017 Annual Budget Parks 5 Year CIP 8 Page 49 of 51 FY2017 Annual Budget Closing •Recap Jan 26th Workshop | Planning 2017 Budget –Garey Park •Spring 2016 -$3 M –Bond Reimbursement Resolution at June 28th meeting –Impacts 2017 fiscal year tax rate •Spring 2017 -$5.5 M –Amortize bond to impact tax rate over two fiscal years (2018 & 2019) –San Gabriel Park •Spring 2017 -$1 M –Design of Phase 2 •Feedback and Comments 9 Page 50 of 51 City of Georgetown, Texas City Council Workshop June 14, 2016 SUBJECT: 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 Sec. 551.074: Personnel Matters - City Manager, City Atto rney, City Secretary and Municipal Judge: Consideration o f the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Shelley Nowling, City Secretary - bh Page 51 of 51