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Home My WebLink AboutAgenda CC 08.13.2019 WorkshopN otice of M eeting of the Governing B ody of the C ity of Georgetown, Texas August 1 3, 2 01 9 The Georgetown City Council will meet on August 13, 2019 at 3:00 P M at City Council Chambers, 510 W 9th Street Georgetown, TX 78626 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. Policy De ve lopme nt/Re vie w Workshop - A P resentation and discussion on H B 3167 and changes required in the development process -- Sofia Nelson, CN U-A, P lanning Director B P resentation and discussion related to water resources and potential interim sale of water resources to Blanchard Refining Company -- Glenn Dishong, Utility Director C P resentation and discussion of the Georgetown Business Improvement P rogram (B IP ) and P erformance Management P rogram (P M P ) -- Christina Richison, Business Improvement P rogram Manager and Seth Gipson, Management Analyst 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 Sec. 551.086: Certai n P ubl i c P ow er Uti l i ti es: Competi ti ve M atters - P ortfolio Management RFP Sec. 551:074: P ersonnel Matters City Manager, City Attorney, City Secretary and Municipal J udge: Consideration of the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal 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 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 Page 1 of 69 the _____ day of _________________, 2019, 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 2 of 69 City of Georgetown, Texas City Council Workshop August 13, 2019 S UBJEC T: P resentation and discussion on H B 3167 and changes required in the development process -- Sofia Nelson, CN U-A, P lanning Director I T EM S UMMARY: HB 3167- Background. The bill made nume rous changes to the site plan and subdivision platting appro val process, and it will require mo st cities to make changes to their development approval process, subdivision ordinances, and zoning ordinance. The new legislation that becomes effective on September 1, 2019. The bill applies to plans and plats. It defines a “plan” to mean a subdivision de velopme nt plan, including a subdivision plan, subdivision constructio n plan, site plan, land development application, and site development plan. TE X. LO C. G O V’T C O D E § 2 12 .00 1(2 ). It defines “plat” to include a preliminary plat, general plan, final plat, and replat. Id. § 212.001(3). The following applications are impacted by the new legislation: Site Development P lan (SD P ) Subdivision P lats ( all of them) Subdivision Variance Construction P lans Traffic Impact Analysis (TIAs) Driveway Access P ermits Storm water P ermit Heritage Removal and P runing P ermit Impact to Development Process. The bill requires the muni ci pal authori ty respo nsi bl e for approvi ng pl ats to take the following ac tion with regard to the “initial approval” of a plan or plat within 30 days after the date the plan or plat is filed: (1) approve, (2) approve with conditions, or (3) disapprove with explanation. Id. § 212.009(a). Current law defines “the municipal authority responsible for approving plats” as the muni ci pal pl anni ng commi ssi on or, i f the ci ty has no pl anni ng commi ssi o n, the g overni ng body of the ci ty. Also under current law, the governing body by ordinance may require the appro val of the governing body in additio n to that of the municipal planning commission. Id. § 212.006(a). Based o n 20 18 application numbers this co uld mean approximately 500 additional applicatio ns co uld require City Council review. City Council Feedback Requested. •Do you have any questions about the need for a submittal schedule to meet the requirements of H B 3167? •Do you support the proposed fees to capture the additional costs associated with meeting state mandated requirements so that the General Fund is not subsidizing the review of the development applications identified in this presentation? •Long-term do you seek to update the U D C and separate the applications by the types of requirements that would enable applications to be reviewed and approved by the appropriate officials? •Do you support retaining P &Z as the final review authority? F I NANC I AL I MPAC T: This presentation includes a review of development fees for development applications effected by H B. 3167. Staff is recommending changes to certain fees to meet the requirements of H B 3167. S UBMI T T ED BY: Sofia Nelson Page 3 of 69 AT TAC HMENT S : Description P resenation Page 4 of 69 HB 3167 Processing of Development Applications City Council Workshop August 13, 2019 Page 5 of 69 Presentation Team •Legal Team •Jim Kachelmeyer, Skye Masson, Charlie McNabb •Engineering •David Munk, Wesley Wright •Fire •John Sullivan, Jason Fyer •Planning •Chelsea Irby, Ethan Harwell, Michael Patroski, Andreina Davila Page 6 of 69 Presentation Outline •Part 1: •What is HB 3167? What does it require? •Part 2: •What is the current development process? •How does it differ from the requirements of HB 3167? •Part 3: •Options for addressing requirements of HB 3167 •Part 4: •City Council direction Page 7 of 69 Feedback Requested •Do you have any questions about the need for a submittal schedule to meet the requirements of HB 3167? •Do you support the proposed fees to capture the additional costs associated with meeting state mandated requirements so that the General Fund is not subsidizing the review of the development applications identified in this presentation? •Long-term do you seek to update the UDC and separate the applications by the types of requirements that would enable applications to be reviewed and approved by the appropriate officials? •Do you support retaining P&Z as the final review authority? Page 8 of 69 Part 1. What is HB 3167? What does it require? Page 9 of 69 What is HB 3167? •The bill made numerous changes to the site plan and subdivision platting approval process, and it will require most cities to make changes to their development approval process, subdivision ordinances, and zoning ordinance. •The new legislation that becomes effective on September 1, 2019. Page 10 of 69 What type of applications are subject to HB 3167? The bill applies to plans and plats. It defines a “plan” to mean a subdivision development plan, including a subdivision plan, subdivision construction plan, site plan, land development application, and site development plan. TEX. LOC. GOV’T CODE § 212.001(2). It defines “plat” to include a preliminary plat, general plan, final plat, and replat. Id. § 212.001(3). •Site Development Plan (SDP) •Subdivision Plats ( all of them) •Subdivision Variances •Construction Plans •Traffic Impact Analysis (TIAs) •Driveway Access Permits •Storm water Permit •Heritage Removal and Pruning Permit Page 11 of 69 What approval timeline is mandated by H.B. 3167? •The bill requires the municipal authority responsible for approving plats to take the following action with regard to the “initial approval” of a plan or plat within 30 days after the date the plan or plat is filed: (1) approve, (2) approve with conditions, or (3) disapprove with explanation. Id. § 212.009(a). •Current law defines “the municipal authority responsible for approving plats” as the municipal planning commission or, if the city has no planning commission, the governing body of the city. Also under current law, the governing body by ordinance may require the approval of the governing body in addition to that of the municipal planning commission. Id. §212.006(a). Plat or Plan Submitted Complete Application Determined 1st Review P&Z action Max 30 days Max of 5 days 2nd Review P&Z action Max 15 days 3rd Review P&Z action Max 15 days OPTION TO MAKE CITY COUNCIL FINAL AUTHORITY Page 12 of 69 Part 2. What is the current approval process? How does it differ from the requirements of HB 3167? Page 13 of 69 What is the current review/ approval process? Plat or Plan Submitted Completeness Up to 5 business days 1st Review 20 work days 2nd Review 15 work days 3rd Review 10 work days All Comments Addressed Approval by PZ or Director Page 14 of 69 Applications currently approved administratively now subject to HB 3167 •Site Development Plan (SDP) •Subdivision Plats ( preliminary plats, combined preliminary/ final plats, and replats currently approved by P&Z) •Construction Plans •Traffic Impact Analysis (TIAs) •Driveway Access Permits •Stormwater Permit •Heritage Tree Removal/ Pruning Permit Page 15 of 69 Caseload 2018 Case Type Submittal Resubmittals Construction Plans New Applications 37 66 Driveway Permit 3 2 Site Development Plan 56 109 Storm Water Permit 16 19 Subdivisions 93 142 Traffic Impact Analysis 5 5 Heritage Tree Removal * most requests for removal are made as part of a subdivision or site plan 1 0 TOTAL 211 343 APPROXIMATLEY 554 APPLICATIONS WILL REQUIRE P&Z APPROVAL Page 16 of 69 Subdivision & Site Development Process Current Process Completeness Review 1st Review 2nd Review 3rd Review All Comments Addressed Approval by PZ or Director HB 3167 Process Completeness Review Review Agenda Prep ( Advertise, Staff Report, Presentation) Posting Meeting / P&Z Action * City Council Action 20 work days 15 work days 10 work days advertise, staff report, presentation, posting, and meeting 5 work days 10 work days 30 calendar days 60 calendar days Most applications will require more than 1 review. When more than 1 review is necessary the application will be either conditionally approved or denied. Subsequent Reviews will be required to have PZ action within 15 days of submittal. * CC Action is an option to allow additional time to the process .Page 17 of 69 Part 3. Options for addressing requirements of HB 3167 Page 18 of 69 Steps to Addressing HB 3167 Customer Service Long Term Approach Option for including CC into Reviews Application Fees Schedule for Acceptance of Applications Page 19 of 69 Schedule for Acceptance of Applications Summary of Requirements of HB 3167 •Over 500 new applications would require PZ approval within the following schedule: •1st Submittal = PZ action with in 30 days •Subsequent Resubmittals = PZ action within 15 days Page 20 of 69 Application Fees •Adopt a fee for pre-application meetings. •Amend fee for resubmittal of an application after 3 rounds of review. •Amend application fees for site plans and subdivision plat applications to reflect the cost of review. •Amend the following applications to reflect costs associated with preparing applications for P&Z consideration: •Driveway Permits •Subdivision Variances •Replat •Heritage Tree Removal and Pruning Permits. Page 21 of 69 Application Current Fee Proposed Application Fee (does not include tech fees) Pre-application meeting NO CHARGE $500.00 Resubmittal after 3rd review $250.00 $500.00 Preliminary Plats $900 + $20 per lot or acre ( whichever is greater) $3500.00 + $20 per lot or acre ( whichever is greater) Subdivision Plats / Construction Plans Varies from: $300.00 to $950 +$20.00 per acre or lot whichever is greater $3500.00 Site Plan $800 + $175 per acre over 1 acre $3500.00 +$175 per acre over 1 acre Stormwater Permits $150.00 $950.00 Tree Removal/Pruning Permits $300 if stand-alone application $400.00 Driveway Permits Varies from: $50.00 to $100 per driveway + $250.00 if TIA is needed. ( separate Application and fee for TIA is required) $185.00 to $235.00 per driveway Subdivision Variances Varies from: $100.00 to $250.00 per application $375.00 per application Page 22 of 69 Options for including City Council into approval process •Option 1: If City Council, not P&Z, is the final authority for plans and plats, HB 3167 grants the City an additional 30 days to approve, conditionally approve, or deny an application. •Naming City Council the final authority would require Council action on 500+ additional items each year. •Option 2: Keep P&Z as the final authority where mandated until the UDC can be fully examined. Page 23 of 69 Long Term Approach •Many of these applications combine reviews subject to HB 3167's requirements with those that would otherwise not be. •Separating the applications by the types of requirements would enable applications to be reviewed and approved by the appropriate officials. Page 24 of 69 Customer Service •Education Session •Update with Chamber Development Alliance •Website and Checklist Updates Page 25 of 69 Part 4. Council Direction Page 26 of 69 Feedback Requested •Do you have any questions about the need for a submittal schedule to meet the requirements of HB 3167? •Do you support the proposed fees to capture the additional costs associated with meeting state mandated requirements so that the General Fund is not subsidizing the review of the development applications identified in this presentation? •Long-term do you seek to update the UDC and separate the applications by the types of requirements that would enable applications to be reviewed and approved by the appropriate officials? •Do you support retaining P&Z as the final review authority? Page 27 of 69 City of Georgetown, Texas City Council Workshop August 13, 2019 S UBJEC T: P resentation and discussion related to water resources and potential interim sale of water resources to Blanchard Refining Company -- Glenn Dishong, Utility Director I T EM S UMMARY: In a workshop on M arch 12, 2 01 9, staff pre sente d the existing water resource situation and the potential fo r the possible sale of future water resources until needed by the City. The staff has negotiated an amendment to the existing Brazos River Autho rity (BRA) system water c ontract to allow sale of up to 10,000 acre-ft of system water fo r industrial use to Blanchard Refining Company. The staff has also nego tiate d the sale of up to 10,000 acre-ft of water to Blanchard Refining Company for a perio d of 10 years starting on September 1, 2019. The water being sold is currently no t under use and will no t be used for approximately 15 years based upo n current gro wth projections. Risk of needing the water during the term of the contract is offset by a "claw back" pro vision that pro vides for the use of up to 2,500 ac re -ft of the water to be use d by Georgetown in the last two years of the ten year contract, if needed by Georgetown. F I NANC I AL I MPAC T: Contract provides for revenue in the amount of 125% of the cost of the water based upon the B R A system water rate. For F Y 2020, revenue is expected to be $987,500.00. S UBMI T T ED BY: Glenn W Dishong AT TAC HMENT S : Description Water R es ourc e P resentation Page 28 of 69 Presented by Glenn Dishong Utility Operations Director Water Resource Review Page 29 of 69 BRA System Water Contracts Multi-year contracts Annual Volume –Acre-ft Specific Point of Diversion Maximum Daily Diversion Annual Price at “System Rate” Current Rate -$79.00/Acre-ft Take or Pay nature Municipal Use Only May not sell to others except for municipal use Conservation Provisions Page 30 of 69 Current Water Supply Ground Water Edwards Wells –4,500 acre-ft Domel –3,000 acre-ft BRA System Water Lake Georgetown -6,720 acre-ft Lake Stillhouse –38,987 acre-ft Annual Cost –$3.6M $79.00 per acre-ft Notes: One acre-ft is equal to 325,851 gallons. Page 31 of 69 Resource Utilization Forecast Current Situation 28k acre-ft not in use 10k acre-ft available Resource not needed for at least 10 years Original Request 10,000 Acre-ft 10 year contract 5 year Option Proposed Contract 10,000 Acre-ft 10 year contract 2,500 Acre-ft “Clawback” Page 32 of 69 Deal Point Summary Volume -10,000 acre-ft, Take or Pay Price –125% of BRA System Rate Duration –10 Years (Through August 31, 2029 Clawback –up to 2,500 acre-ft in years 9 and 10. Two years notice Belton to Stillhouse pipeline complete Page 33 of 69 Pros and Cons PRO Revenue to offset annual water supply cost -$988K Water returns when needed based upon growth projections We have done this previously with Round Rock Clawback of up to 2,500 acre-ft provides risk reduction CON Water will not be available to GUS for the period of the contract Page 34 of 69 Council Action Needed Approve amendment to BRA System Water Agreement allowing sale of water to Blanchard Refining for industrial use Approve contract with Blanchard Refining for sale of 10,000 acre-ft for a period of 10 years Page 35 of 69 City of Georgetown, Texas City Council Workshop August 13, 2019 S UBJEC T: P resentation and discussion of the Georgetown Business Improvement P rogram (B IP ) and P erformance Management P rogram (P M P ) -- Christina Richison, Business Improvement P rogram Manager and Seth Gipson, Management Analyst I T EM S UMMARY: The Georgetown Business Improvement P rogram (B IP ) was developed in 2015 and built on three pillars: P rogram Management, Business P rocess Management, and Organizational Change Management. The mission of BIP is to provide a collaborative structure and resources for organizational development through process improvement program management in order to make the organization better. The B IP has worked to develop skills sets and provide opportunities for staff to gain experience in project management and business process improvement through exposure, training, consultation,framework, structure, tools and techniques. The program has evolved to meet the needs of the City and the employees. There have been numerous benefits realized such as improved prioritization, project reporting, identification of interdependencies, communication, collaboration and problem solving skills. The City has worked with Leadership ICM A over the last 10 months to create strategies to expand the BIP to a city- wide program in order to provide staff across the City the tools necessary for better project and process management. The Georgetown P erformance Management P rogram (P M P ) has been developed over the last 24 months and was launched as a City-Wide initiative in 2018. The Georgetown P M P is a structured program that is inspired by City’s Vision and built around Service Areas’ Missions, Strategic Goals, and P erformance Indicators to drive better outcomes. At this time, there are forty (40) service areas in the P M P. This program is helping the City to a) be aware of performance to promote rapid and sustained improvements to achieve excellence in the operation and management of service delivery; b) increase commitment to continuous process improvement; c) use real-time data to make informed decision-making; and d) provide opportunity for employee development. There are several benefits to a performance management program, which include: •Employees gain awareness of their mission and value •Teams learn how to better communicate their story •Continuous process improvements raise standards, increase productivity, and remove impediments; •Enhances employee performance and increases professionalism •Use of real-time data helps identify trends and informs decision-making to sustain performance •Contributes to higher customer satisfaction •Increases transparency and accountability to the public This presentation is intended to provide Council with an overview of these programs, what has recently occurred and what is planned for the future. F I NANC I AL I MPAC T: None at this time. S UBMI T T ED BY: Seth Gipson AT TAC HMENT S : Description P MP P res entation BI P P resentation Page 36 of 69 PMP VISION INSPIRED, MISSION FOCUSED, VALUES DRIVEN, & PERFORMANCE BASED City Council August 13, 2019 PERFORMANCE MANAGEMENT PROGRAM Page 37 of 69 PMP Purpose The PMP is an organizational program used to align employees around a commonvision,focus teams on their missions, reinforce commitments that form theculture,and drive continuous improvements and employee development to deliver superior performance. Vision inspired, mission focused, values driven, and performance based.Page 38 of 69 PMP Purpose Page 39 of 69 Evolution of PMP Time Or g a n i z a t i o n a l P e r f o r m a n c e 2018 2019 Mission Statement Vision Operational Alignment Mission Statement Strategic Goals Measuring Success Mission Statement Strategic Goals Performance Metrics Data Driven Decisions Mission Statement Strategic Goals Performance Metrics Internal Review Reporting Mission Statement Strategic Goals Performance Metrics Internal Review Reporting Customer Surveys Public Dashboard Transparent and Accountable 2018 2019 Where we were Where we are Page 40 of 69 Evolution of PMP •Rollout. Mission building workshops •Training. Strategic Goals, Performance Indicators, and Reports •Executive Team Review. Recurring semi-annual meetings for 40 service areas, began in August 2018 •Dashboard. On-line PMP presence to promote transparency and accountability in service delivery •Process Improvements. Provide data to service areas to help identify efficiencies in processes. Page 41 of 69 PMP STATISTICS •40 -total service areas within the PMP •100%-service areas have mission, strategic goals, and KPIs •153 -strategic goals •238 –key performance indicators •95%-service areas presented semi- annual report to e-team •7 –average semi-annual meetings held monthly Page 42 of 69 Sharing Our Journey •Challenges •Metrics impacted by multiple departments •Difficulty in tracking data on important measures Page 43 of 69 Sharing Our Journey •Successes •Cross departmental discussions •Refinement of metrics •Development of staff training programs •Improved services internally and externally Page 44 of 69 Successes -Fleet Page 45 of 69 Sharing Our Journey Page 46 of 69 Sharing Our Journey Page 47 of 69 Sharing Our Journey Stories about improvement and refinement of metrics. Page 48 of 69 Sharing Our Journey Stories of how employees individually contribute to the success of the City. Page 49 of 69 Next Steps •Process Improvements. Provide data to service areas to help identify process improvements. (LICMA Project) •Customer Satisfaction Survey. Implement surveys in service areas that have demonstrated sustained performance (in progress) •Public Facing Dashboard. Implement surveys in service areas that have demonstrated sustained performance Page 50 of 69 Process Improvements •LICMA Recommendation –Integration of the PMP and BIP. •Project Coversheet –staff resource for managing development agreements (DA’s, MUDs, PIDs, and western District) Page 51 of 69 Customer Survey Current Departments •CVB •Library •Parks and Recreation •Fleet Upcoming Departments •Finance •Communications •Planning •Building Inspections •Fire •Facilities Page 52 of 69 Public Dashboard Page 53 of 69 PMP Evolution Questions Vision inspired, mission focused, values driven, and performance based.Page 54 of 69 Business Improvement Program “The BIP” City Council Christina Richison Pettway August 13, 2019 Page 55 of 69 Christina Richison Pettway, PMP, CSM BIP Manager Starting 8th year with the City Program manage the Business Improvement Program, aka “the BIP” Project Manager Professional (PMP) certification through the Project Management Institute (PMI) Certified Scrum Master (CSM) certification through Scrum Alliance Page 56 of 69 The BIP Mission is To provide a collaborative structure and resources for organizational development through process improvement and program management to make the organization better. Page 57 of 69 This means that the BIP works to: Develop skillsets and provide opportunities to gain experience in project management and business process management through Exposure Training Consultation Framework Structure Tools Techniques Page 58 of 69 History of BIP 2013 –2014 Infor Enterprise Asset Mgmt. Project 2014 –2015 BIP defined, created, & launched 2016 –2019 BIP in action 2019 –2019 Leadership ICMA BIP assessment 2019 –2020 BIP expanding city-wide Page 59 of 69 To Date The BIP has worked on 59 projects since inception 151 employees have participated on a BIP project 100% of the 59 projects provided an opportunity to talk about business process and concepts in project management Page 60 of 69 Examples of Project Wins Customer Alert Notification Project -James Foutz, Project Manager GUS Operations Command Center Project –Mike Westbrook, Project Manager Page 61 of 69 To Date The BIP has Improved project prioritization Provided a mechanism for project reporting Identified project interdependencies Increased communication Increased collaboration Increased problem solving skills Page 62 of 69 BIP Focus Areas Process Improvement Project Management Organizational Change Management Page 63 of 69 Process Improvement Business Process Improvement and or Reengineering Continuous Improvement Big Ideas Problem Solving Business Process Analysis Elimination of Waste Page 64 of 69 Project Management Project Management Methodologies Continuous Improvement Big Ideas Problem Solving Predictive Project Management Adaptive Project Management Page 65 of 69 Organizational Change Management Managing the People Side of Change Continuous Improvement Big Ideas Culture Awareness & Desire Knowledge & Ability Reinforcement Page 66 of 69 Moving Forward, BIP will Coordinate with the Performance Management Program (PMP) to identify and plan for city-wide BIP projects and or process improvement events, execute, and assess Develop staff city-wide to participate in and lead improvement events Facilitate a city-wide cultural transition to one of a continuous improvement mindset Page 67 of 69 Contact Christina Richison Pettway BIP Program Manager City of Georgetown Page 68 of 69 City of Georgetown, Texas City Council Workshop August 13, 2019 S UBJEC T: Sec. 551.071: Consul tati on w i th Attorney Advice fro m attorney about pending or co ntemplated litigation and other matters on which the attorney has a duty to advise the City Council, including agenda items Sec. 551.086: Certai n P ubl i c P ow er Uti l i ti es: Competi ti ve M atters - P ortfolio Management RFP Sec. 551:074: P ersonnel Matters City Manager, City Atto rne y, City Secretary and M unicipal J udge: Consideration of the appointment, employment, evaluation, reassignment, duties, discipline, or dismissal I T EM S UMMARY: F I NANC I AL I MPAC T: N/A S UBMI T T ED BY: Robyn Densmore, City Secretary Page 69 of 69