HomeMy WebLinkAboutAgenda CC 11.24.2008 WorkshopNotice of Meeting of the
Governing Body of the
City of Georgetown, Texas
NOVEMBER 24, 2008
The Georgetown City Council will meet on NOVEMBER 24, 2008 at 4:00 P.M. at the Council Chamber at
101 E. 7th Street
If you need accommodations for a disability, please notify the city in advance.
Policy Development/Review Workshop -
A Overview of the September 30, 2008 year end preliminary financial information -- Leticia Zavala,
Controller and Micki Rundell, Director of Finance and Administration
B Presentation to provide an overview of Energy Depot, the on-line home energy audit software that was
approved for purchase by the City Council in July 2008 -- Kathy Ragsdale, Utility Office Manager and
Micki Rundell, Director of Finance and Administration
C MuniAgenda Training -- Jessica Hamilton, Assistant 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.
D Sec.551.071: Consultation with Attorney
1.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
2.Legal issues related to the City of Georgetown' s power supply contract with LCRA and potential
litigation pertaining to same
3.Mark Shelton v. City of Georgetown, et al;Cause No. A07CA063; in the United States District
Court for the Western District of Texas, Austin Division
4.Lear v. Jimmy Lewis Fennell and City of Georgetown,Cause No. A08-CA-719LY, in the United
States District Court for the Western District of Texas Austin Division
5.First Citizens Bank & Trust Company v. City of Georgetown,Cause No. D-1-GN-08-02325, 53rd
Judicial District, Travis County, Texas
6.Discussion of legal issues related to payment obligations for the Public Utility Improvements
under the "Development Agreement with Forestville Associates, a Maryland General Partnership,
regarding development of Wolf Ranch" dated September 11, 2003
7.Berry Creek Partners v. City of Georgetown, Cause No. 08-767-C277, in the District Court of
Williamson County, 277th Judicial District
E Sec 551.072: Deliberation about Real Property
1.Consideration and possible action to approve rental rate and Lease Agreement with Aircraft
Systems and Manufacturing, Inc. for the real property and improvements located at 302 Toledo
Trail and to approve the memorandum of expiration of Lease pertaining to the old ground lease for
the property located at 302 Toledo Trail -- Travis McLain, Airport Manager and Tom Yantis,
Assistant City Manager
2.Consideration and possible action regarding purchase of property in the Williams Drive Gateway
for future right-of-way
F Sec.551.086 Competitive Matters
1. Consideration and Possible action to approve a potential contract relationship with American
Electric Power (AEP) related to renewable resources beginning January 2009 -- Jim Briggs,
Assistant City Manager for Utility Operations
Adjournment
Certificate of Posting
I, Sandra Lee, 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 _________________, 2007, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Sandra Lee, City Secretary
City of Georgetown, Texas
November 24, 2008
SUBJECT:
Overview of the September 30, 2008 year end preliminary financial information -- Leticia Zavala, Controller
and Micki Rundell, Director of Finance and Administration
ITEM SUMMARY:
The Quarterly Financial Report to Council includes financial information for the last quarter of the fiscal
year for all major funds. It also includes a comparison of current YTD revenues for 09/30/08 compared to the
prior year 09/30/07, as well as, information regarding the capital improvement projects currently budgeted.
A preliminary year-end 2008 projected vs. actual fund balance/working capital report is also included. These
statements are preliminary and un-audited. The City’s external auditors, Brockway, Gersbach, McKinnon &
Niemeier, P.C., will be on-site beginning December 1st to audit the City’s 2007/08 financial records. The
final audited financial statements will be completed by January 31, 2008, and presented in late February.
An information bid report for the period December 1, 2007 through October 31, 2008 is also included.
FINANCIAL IMPACT:
SUBMITTED BY:
Micki Rundell
ATTACHMENTS:
Quarterly Financial Report
Cover Memo
Item # A
Preliminary Year End Financial Report
for September 30, 2008
Attachment number 1
Page 1 of 11
Item # A
Executive Summary
For the Quarter Ended 9/30/08
Major Fund Revenue Comparison Report (page 4):
This report compares prior year (2006/07) actual totals with current year (2007/08) to date totals to determine trends
and identify areas for further review. The report also shows current year budget information as a benchmark for
current year revenues.
Revenues are the most volatile component of a city’s budget because of their uncertainty. For this reason, the revenue
streams in the general fund are tracked on a monthly and quarterly basis. This gives management an opportunity to
recommend budget changes and institute budget contingency plans if revenues are not as expected. This report
provides Council the ability to monitor trends that impact the budget cycle.
Variance Explanations: The following information provides explanations to the variances in the budgeted revenues.
x General Fund:
Revenues ended the year up 13% over 2006/07, as revenue projections mirrored actual ending balances Property
tax revenue is 12% higher than prior year due to the budgeted increase in the tax levy for 2008. We continue to
estimate delinquent tax collection revenue will increase slightly in the upcoming year.
Franchise fees are 29% higher than prior year due to increased customer demand as a result of the hot weather
during the summer and fall months. Sales tax revenue increased 9% over prior year but the declined is less than
estimates from earlier in the year.
Development and building activity is 24% lower than prior year with 780 residential permits issued in the current
year compared to 902 permits issued last year. The decrease is due to the slowdown in the economy and overall
housing market.
Overall, General Fund revenues are as expected and will be monitored closely over the upcoming months to
identify potential shortfall that may impact the 2008/09 budget.
x Other Major Funds:
Electric Revenue is over 21% greater than 2007, but is lower than budget and projections, in spite of increased
demand due to the hot dry weather. The budget variance is related to the timing of the Citicorp Data Center
coming on line later than originally planned. The budget projected a January 1st start date, when in fact it didn’t go
on line until June.
The 5% increase in wastewater revenue is a result of the implementation of the flat rate sewer last April 2007, as
well as, continued customer growth and expansion of the utility. Tap revenue is lower due to the slowdown in
development compared to previous years. Other revenue is down from prior year as a result of lower interest rates
in the market and lower cash balances within the fund.
Water revenue is up 31% over prior year due to the hot dry weather conditions compared to the previous year’s
wet conditions. As with wastewater, tap revenue is down due to the economic slowdown. Although interest rates
are lower than prior year, the increased balances in the water fund provided greater interest income in 2008
compared to 2007.
Utility revenues are significantly impacted by growth and weather conditions. Slowdown in the economy and
housing market will continue to impact future revenues. Staff will monitor these trends over the upcoming months
to identify areas that may impact the current budget and upcoming CIP process.
x CVB Fund:
Hotel Occupancy Tax revenue is on par with prior year. Staff will continue to monitor revenues closely to evaluate
the revenue trend. Future revenues could possibly decrease as a result of the slowing economy.
Page 2
Attachment number 1
Page 2 of 11
Item # A
x Airport Fund:
Fuel revenues are up 39% over prior year due to the increased revenue associated with higher fuel costs, which
will be reflected in the fuel margin.
Year End Variance Report (page 5):
The year end variance report is included and compares the differences between the actual year end balances and the
projections used in the formulation of the 2008/09 budget. The year end numbers are un-audited, as the Auditors will
be on-site December 1st – December 12th, 2008 to complete their final field work. Audited financial statements will be
on file with the City Secretary no later than January 31, 2008. The Comprehensive Annual Financial Report (CAFR)
will be presented to Council in February.
Issues, comments, and concerns:
A 2007/08 budget amendment is expected to be proposed in January 2009 for revenue related costs and other issues,
such as capital roll-forwards and purchases, that were unforeseen during the 2008 budget process. This amendment
is required for compliance issues related to the year end 07/08 audit.
x Net timing of projects (Albertson’s Building, Leander Street project) – $1,400,000 offset with bond proceeds to
be issued in May 2009.
x Library SRF – donation/grant expenses - $48,000 offset with increased revenue.
x Facility ISF – timing of police evidence storage building - $28,000
x Airport Fund – fuel costs - $515,000 offset with increased revenue
x Environmental Services Fund – operational costs - $175,000
x Contract expense due to customer growth, as well as, closeout expense for landfill remediation.
x NOTE: This fund and related services have been consolidated into the General Fund for fiscal year
2008/09.
Page 3
Attachment number 1
Page 3 of 11
Item # A
MAJOR FUND REVENUE COMPARISON 2007/2008
For the Quarter Ended 9/30/2008
General Fund:
Revenues:VARIANCE
4TH QUARTER PRIOR YEAR 4TH QUARTER
PROJECTED 9/30/08 %ACTUAL 9/30/07 %YTD
ACTUALS YTD BUDGET TOTAL YTD ACTUAL ACTUAL %
Property Taxes 7,654,365 7,541,643 98.5% 6,746,271 6,746,271 100.0%795,372 11.79%
Sales Tax 6,840,433 6,820,308 99.7% 6,272,809 6,272,809 100.0%547,499 8.73%
Sales Tax (1/8 cent) 918,546 916,625 99.8% 847,613 847,613 100.0%69,012 8.14%
Franchise Fee/ROI 9,068,964 9,168,941 101.1% 7,129,330 7,129,330 100.0%2,039,611 28.61%
Development & Inspections 1,086,000 1,158,433 106.7% 1,527,886 1,527,886 100.0%-369,453 -24.18%
Court Fines 1,021,500 1,013,699 99.2% 976,538 976,538 100.0%37,161 3.81%
Other 4,941,032 4,934,288 99.9% 4,383,129 4,383,129 100.0%551,159 12.57%
Total General Fund Revenues* 31,530,840 31,553,937 100.1% 27,883,576 27,883,576 100.0%3,670,361 13.16%
Other Major Funds:
Revenues:VARIANCE
4TH QUARTER PRIOR YEAR 4TH QUARTER
PROJECTED 9/30/08 %ACTUAL 9/30/07 %0
ACTUALS YTD BUDGET TOTAL YTD ACTUAL ACTUAL %
Utility Fund Revenues:
ELECTRIC
Electric revenue 57,776,414 51,833,477 89.7% 42,805,466 42,805,466 100.0%9,028,011 21.09%
Electric tap revenue 350,000 353,834 101.1% 569,514 569,514 100.0%-215,680 -37.87%
Electric other revenue 755,000 819,994 108.6% 872,524 872,656 100.0%-52,662 -6.03%
TOTAL ELECTRIC REVENUE 58,881,414 53,007,305 90.0% 44,247,504 44,247,636 100.0%8,759,669 19.80%
WASTEWATER
Wastewater revenue 7,638,114 7,423,190 97.2% 7,039,407 7,039,407 100.0%383,783 5.45%
Wastewater tap revenue 220,000 262,086 119.1% 516,942 516,942 100.0%-254,856 -49.30%
Wastewater other revenue 162,000 141,387 87.3% 402,216 402,216 100.0%-260,829 -64.85%
TOTAL WASTEWATER REVENUE 8,020,114 7,826,663 97.6% 7,958,565 7,958,565 100.0%-131,902 -1.66%
WATER
Water revenue 12,506,559 13,602,150 108.8% 10,345,351 10,345,351 100.0%3,256,799 31.48%
Water tap revenue 399,750 427,584 107.0% 617,200 617,200 100.0%-189,616 -30.72%
Water other revenue 594,784 850,187 142.9% 784,637 784,637 100.0%65,550 8.35%
TOTAL WATER REVENUE 13,501,093 14,879,921 110.2% 11,747,188 11,747,188 100.0%3,132,733 26.67%
Other Fund Revenues:
CVB
HOT tax 380,000 440,582 115.9% 448,942 448,942 100.0%-8,360 -1.86%
Other Revenue 77,497 79,384 102.4% 70,149 70,149 100.0%9,235 13.16%
TOTAL CVB REVENUE 457,497 519,966 113.7% 519,091 519,091 100.0%875 0.17%
AIRPORT
Fuel revenue 2,116,600 2,765,552 130.7% 1,989,990 1,989,990 100.0%775,562 38.97%
Leases and Rents 454,880 521,871 114.7% 463,142 463,142 100.0%58,729 12.68%
Other revenue 106,780 96,713 90.6% 148,090 148,090 100.0%-51,377 -34.69%
TOTAL AIRPORT REVENUE 2,678,260 3,384,136 126.4% 2,601,222 2,601,222 100.0%782,914 30.10%
Total Major Fund Revenues* 83,538,378 79,617,991 95.3% 67,073,570 67,073,702 100.0%12,544,289 18.70%
* Does not include transfers
Page 4
Attachment number 1
Page 4 of 11
Item # A
11/20/08
Preliminary YE 2007/08 Variance Report
CITY OF GEORGETOWN
10/01/08 Beginning Fund Balances/Working Capital
ACTUAL VS PROJECTED
P:\AGENDA\2008\quarterly fin\pdf-9-30-08\[page 5 updated.xls]page 4
Projected YE Budgetary
per Budget Actual
10/1/2008 10/1/2008 Variance Explanation
GOVERNMENTAL FUNDS:
General (unreserved) 3,448,849 4,693,190 1,244,341
results from expenditure savings
Revenues: 31,765,840 31,850,381 84,541
Expenses:
Transportation 2,979,174 2,630,784 348,390
Timing of street maintenance
Community Development 2,518,560 2,455,532 63,028
Open positions
Finance & Administration 471,992 471,778 214
Fire 5,468,483 5,272,272 196,211
Open positions
Management Services 6,370,772 5,804,365 566,407
Unallocated salary adjustment funds, rolling of home
grant funding, various open positions
Community Services 5,574,757 5,634,834 (60,077)
Timing of Recreation Center purchases
Police Department 8,576,844 8,531,217 45,627
Open positions
General Debt Service 1,253,153 1,216,559 (36,594)Ad valorem less than anticipated
General Capital Projects 3,399,373 (549,819) (3,949,192)
Timing of Albertson's Building purchase funded with
bonds to be issued in May
Special Revenue Funds:
Tourism Fund (unreserved) 329,259 401,105 71,846 Hotel tax revenue greater than budgeted
Street Maintenance Tax 1,763,003 1,786,064 23,061 Sales tax greater than budgeted
Animal Services 332 15,630 15,298 Revenue greater than anticipated
Fire Billing for Services 63,845 100,556 36,711 Expenses lower than anticipated
Library Restricted 64,100 36,251 (27,849)Expenses greater than anticipated, requires YE BA
Mapping 22,586 53,969 31,383 Expenses lower than anticipated
Main Street Façade 25,654 33,134 7,480 Revenue transfer high than anticipated
Parks Restricted 171,453 543,687 372,234 Planned expenditures did not occur
Police Restricted 45,345 90,371 45,026 Expenses lower than anticipated
Cemetery 70,524 76,560 6,036 Revenue greater than anticipated
Court Fees SRF 72,216 81,071 8,855 Revenue greater than anticipated
INTERNAL SERVICE FUNDS:
Facilities Maintenance Fund 38,286 14,684 (23,602)Timing of Polic Evidence Starage project; requires YE BA
Fleet Management 546,315 691,357 145,042
Operational & replacement cost savings/open positions
Information Services 47,165 50,073 2,908
Joint Services 314,082 242,849 (71,233)
Allocation Revenue less than anticipated due to lower
dept costs
ENTERPRISE FUNDS:
Airport Fund 428,323 639,998 211,675 Fuel Sales greater than projected
Electric Services Fund 2,807,535 (3,366,145) (6,173,680)
Variance due to timing of Citicorp coming online, as
well as, fuel cost associated with purchase power and
timing of cost recovery. Fuel recovery will be realized in
1st quarter of fiscal year.
Water Services Fund 6,414,003 14,076,868 7,662,865
Increased revenues, as well as, timing of $5M CIP to be
rolled into 08/09
Sanitation Fund 24,326 (119,691) (144,017)Contract costs and landfill remediation, requires YE BA
Stormwater Services Fund 1,622,968 1,740,926 117,958 Timing of CIP projects
Page 5
Attachment number 1
Page 5 of 11
Item # A
Capital Improvement Projects
For the Quarter Ended 09/30/08
Division Total PTD
Project Budget Exp. Enc. Balance Budget Costs Balance Status
Facilities
6AS Dtown Master Plan 03736(73)073(73)
6AZ Community Center Remodel 000(0)00(0)Complete
6BF City Hall Lobby 010(1)01(1)
6CE Fire Station # 5 200 0 0 200 200 0 200
62B Police & Court Needs Assessment 0 26 (20) (6)75 74 1 Complete
6BX Downtown Parking Garage 250 0 0 250 250 0 250
6CB River Ridge Pool Repairs 161 174 0 (13)161 174 (13)Complete
65A Defibrillators / 911 Call Boxes 21 28 0 (7)21 28 (7)Complete
65C Police / Fire Radios 0 94 (94)0 750 750 (0)Complete
6AB IT / EOC Data Center 431 384 (239)286 2,604 2,740 (136)Complete
6AO Fire Station #1 0 1 0 (1)2,404 2,499 (95)Complete
6BI Pedestrian Bridge 0 46 (38) (9)09(9)Complete
6BU Old Library Renovations 300 0 0 300 400 0 400
City Building Parking Lots 385 222 (167)330 753 256 497
Animal Kennel / Triage Intake Area 82 64 14 4 82 78 4 Complete
City Office Improvements 624 4,020 39 4,248 (3,218)217 407 [a]
Total Facilities $2,453 $5,097 ($469)$5,509 $4,482 $6,898 $1,426
Recreation Center 816 8,548 (8,358)627 12,616 12,643 (27)Construction
6AW New Library 0 36 25 (61)9,700 9,794 (94)Complete
6CF Convert Batting Cages to Skate Park 50 50 0 (0)50 50 (0)Complete
Total Bond Projects $866 $8,634 ($8,333)$565 $22,366 $22,487 ($121)
Parkland Development 0 62 (38) (24)135 118 17
605 Parks Improvements 265 357 (120)28 524 551 (26)
6BG Berry Creek Park 0 56 1 (57)120 122 (2)Complete
6BH River Trails Systems Expansion 0 2 (0) (2)475 476 (1)Complete
6BW Natural Springs Purchase 300 105 0 195 300 105 195 Complete
Total Parks Improvements $565 $582 ($158)$141 $1,554 $1,371 $183
Transportation
6BA Austin Ave- Transportation 0 (39)0 39 850 546 304
6BS Rock Street Extension 0 45 (29) (16)016(16)Design
Total Transportation Improvements $0 $6 ($29)$23 $850 $561 $289
Total General Government CIP $3,884 $14,320 ($8,991)$6,238 $29,772 $31,528 $2,085
Streets / Transportation
1AC Old Mill Village 0 214 189 (404)0 483 (483)Complete
1AR Pavement Mgmt System Update 150 91 59 0 150 150 0
1AS Main Street 0 208 (175) (33)1,168 1,084 84 Complete
1AX CR-151 / Inner LP Signal 0 2 (2)0000
1AZ 2007 Street Rehabs 1,830 2,343 120 (633)2,484 2,731 (247)Construction
1BA Main Street - Univ to 21st 565 1 0 564 565 1 564 Design
1BB Maple Street Realign 0 15 28 (43)043(43)Design
1BC 2008 Street Rehabs 1,512 71 (70)1,511 1,512 98 1,414 Design
1BH Oak Tree Drive Bridge 600 116 25 458 600 142 458 Design
1BI College Street Bridge 453 444 2 7 453 446 7 Design
Total Streets $5,110 $3,507 $176 $1,427 $6,932 $5,177 $1,754
Y-T-D
2007/08 (000s)Project to Date (000s)
Page 6
Attachment number 1
Page 6 of 11
Item # A
Capital Improvement Projects
For the Quarter Ended 09/30/08
Division Total PTD
Project Budget Exp. Enc. Balance Budget Costs Balance Status
Y-T-D
2007/08 (000s)Project to Date (000s)
Stormwater
1BE Maple Street Culverts 150 0 0 150 150 0 150 Design
1BF San Gabriel Park Bank Erosion 300 4 0 296 300 4 296 Design
1BG Stormwater Inventory 150 0 0 150 150 0 150 Design
1BH Oak Tree Drive Bridge 600 1 78 521 600 79 521 Design
5AB Churchill Farms 25 0 0 25 25 0 25 Construction
5AE Downtown Water Quality Ponds 76 112 (21) (15)991 964 27 Complete
5AG Railroad Drainage 70 20 0 50 162 40 122 Construction
5AH San Gabriel Park Retaining Wall 200 0 0 200 200 0 200 Design
5AI 18th & Pine Drainage 58 0 0 58 58 0 58 Design
5AJ Blue Hole Park River Banks 32 5 0 27 32 5 27 Complete
5AK C&G 2007 100 0 0 100 100 0 100 Design
Total Stormwater $1,761 $143 $56 $1,562 $2,768 $1,092 $1,676
Irrigation
3BB SG Peak Flow/ Irrig 0 0 650 (650)0 650 (650)Construction
5IB Pecan Branch Reuse Line 2,330 1,028 727 575 4,250 2,126 2,124 Construction
5IC San Gabriel Park Line Upgrades 650 0 0 650 650 0 650
Total Irrigation $2,980 $1,028 $1,377 $575 $4,900 $2,776 $2,124
Wastewater
2AZ 2005 Annexations 990 0 0 990 990 0 990 Design
2BA 2006 Annexations 0 (4)244 (241)0 241 (241)Design
2BB Wastewater Master Plan Update 75 95 5 (25)75 100 (25)Design
3AD Berry Creek WWTP Expanion 0 (21)021 0(21)21
3AL Rock Street Lift Station 460 31 (26)455 750 113 637 Design
3AX South Fork: Phase A 0 2,112 (2,065) (46)890 2,311 (1,421)Construction
3AY South Fork: Phase B & C1 1,500 0 0 1,500 1,500 11 1,489 Construction
3BA Northern Lands WWTP 00005055(5)Complete
3BB San Gabriel Plant Upgrade 0 943 1,973 (2,916)696 3,497 (2,801)Construction
3BC Sun City Lift Station Upgrade 500 0 0 500 700 0 700
3BD Smith Branch / SG Interconnect 6,400 294 (288)6,394 7,220 686 6,534 Construction
3BE Smith Branch West Fork Phase I 0 5 0 (5)05(5)
3BF Cimaron Hills Plant Expansion 320 24 15 281 320 39 281
3BG Lift Station Decommissioning 290 0 0 290 290 0 290
3BH Park Lift Station Upgrade 250 0 0 250 250 0 250
3BI Smith Branch Interceptor Upgrade 0 107 70 (177)0 177 (177)Design
5QB Wolf Ranch 0 (42)0 41 3,254 3,557 (303)Complete
303 Wastewater Line Upgrades 100 66 (51)85 1,008 924 84
304 Edwards Aquifer Compliance 1,400 31 (31)1,400 1,400 32 1,368
Total Wastewater $12,285 $3,643 ($154)$8,796 $19,393 $11,728 $7,666
Page 7
Attachment number 1
Page 7 of 11
Item # A
Capital Improvement Projects
For the Quarter Ended 09/30/08
Division Total PTD
Project Budget Exp. Enc. Balance Budget Costs Balance Status
Y-T-D
2007/08 (000s)Project to Date (000s)
Water
2AE Rabbit Hill Pump Station 0 675 (675)0 1,252 1,153 99 Complete
2AR Westloop: CR 265 150 145 0 5 150 145 5 Complete
2AT Berry Creek Booster Upgrade 200 0 0 200 200 0 200
2AU Leander Rd GST 75 0 0 75 75 0 75
2AV Park Plant Clearwell 0 613 1,134 (1,747)1,500 2,013 (513)Construction
2AX West Loop: DB Wood to CR 265 750 0 0 750 750 0 750 Complete
2AY Escalera Elevated Storage Tank 1,725 79 2,248 (601)1,725 2,326 (601)Construction
2AZ 2005 Annexations 800 14 1 785 800 15 785 Design
2BA 2006 Annexations 2,200 2 244 1,953 2,200 247 1,953 Design
2BB Master Plan Updates 75 52 0 23 75 52 23 Design
2BD Leander Rd Pump Station Upgrade 0 10 276 (286)0 286 (286)Construction
2BE Leander Rd Water Improvements 0 12 0 (12)012(12)
2BF Tera Vista Newland Property 0 16 0 (16)016(16)
3BB SG Peak Flow/ Irrig 0 4 0 (4)04(4)
4UJ GE20/GE40 Dbl Fdr Ext H29 0 1 0 (1)01(1)
5QB Wolf Ranch 0000260305(45)
204 Water Line Upgrades 1,500 221 (27)1,306 3,238 1,032 2,206
Total Water $7,475 $1,842 $3,201 $2,431 $12,225 $7,605 $4,620
[a] Purchase of Albertson's building in Q42008
Page 8
Attachment number 1
Page 8 of 11
Item # A
Capital Improvement Projects
For the Quarter Ended 09/30/08
Division Total PTD
Project Budget Exp. Enc. Balance Budget Costs Balance Status
GTEC
51A Economic Development Projects 875 0 0 875 875 0 875
5QB SH 29 Improvements (Wolf Ranch) 0 221 0 (221)7,814 8,373 (559)
5QC Southwest Bypass 900 22 904 (25)1,560 1,586 (26)Design
5QG Arterial SE1: Inner Loop / SH 130 11,138 209 164 10,765 12,677 1,448 11,229 Design
5QH Wolf Ranch Parkway (Rivery to SH 29) 0 158 0 (158)2,672 2,568 104 Complete
5QK IH 35 Frontage Road (Wolf Ranch)00002,686 2,260 425 Construction
5QL Northest Inner Loop @ Lakeway 0 2,500 (2,500)0 2,500 2,500 0 Design
5QM River Place 79 0 0 79 78 0 78
5QN Williams Drive Widening 00001,200 1,200 0 Design
5QO 400 Main Street 25 0 0 25 108 83 25
5QP 500 South Austin Avenue 506 407 0 99 506 407 99
5QS Park Central Blvd 0 3 (3)0000
5QT SE Inner Lp Widening 125 0 0 125 125 0 125
5QU 501 South Austin Ave 532 0 0 532 532 0 532
51B NW Blvd Bridge 0 20 1 (21)021(21)
Total GTEC $14,179 $3,539 ($1,435)$12,075 $33,333 $20,446 $12,887
Y-T-D
2007/08 (000s)Project to Date (000s)
Page 9
Attachment number 1
Page 9 of 11
Item # A
Completed Projects
For the Quarter Ended 09/30/08
Total Total
Completed Projects Budget Costs Variance Note
Streets
1AC Old Mill Village $0 $482,833 ($482,833)[a]
Drainage
5AJ Blue Hole Park River Bank $32,000 $4,962 $27,038
Water & Wastewater
5QB Wolf Ranch $3,254,000 $3,556,546 ($302,546)
2AW Austin Ave W/WW Rehab $500,000 $634,330 ($134,330)
3AF Smith Branch Phase 3 $0 $110 ($110)
2AE Rabbit Hill Pump Station $1,252,000 $1,153,381 $98,619
2AR West Loop: CR 265 $150,000 $144,651 $5,349
1AS Main Street Ln Upg - 9th to Univ $210,000 $188,088 $21,912
General Capital Projects
62B Police & Court Needs Assessment $75,000 $73,541 $1,459
6CB River Ridge Pool Repairs $160,500 $173,758 ($13,258)[b]
65A Defibrillators / 911 Call Boxes $21,000 $28,238 ($7,238)
65C Police / Fire Radios $750,000 $750,001 ($1)
6CF Skate Park $50,000 $50,007 ($7)
6BG Berry Creek Park $120,000 $122,245 ($2,245)
6BW Natural Springs Purchase $300,000 $104,880 $195,120
Totals $1,476,500 $1,302,670 $173,830
Notes:
[a] Grant funded
[b]Scope of work changed as project progresed
Project to Date
Page 11
Attachment number 1
Page 10 of 11
Item # A
INFORMAL BIDS $25,000 TO $50,000*
December 1, 2007 to October 31, 2008
BID NO. DESCRIPTION AMOUNT AWARDED DATE AWARDED
28003 Oil Change Services 27,356.00$ 11/27/2007
28017 San Gabriel Adult Baseball Field Fence 25,962.61$ 1/22/2008
28024 Pool Chemicals 32,470.00$ 2/26/2008
28025 Janitorial Supplies 44,628.68$ 4/22/2008
28028 Bore Gard PVC 43,099.85$ 2/12/2008
28031 Emulsion 40,000.00$ 3/25/2008
28033 Cold Pour Crack Sealer 49,370.00$ 6/24/2008
28036 Street Striping 46,100.00$ 5/13/2008
28066 Downtown Parking Security Services 26,685.41$ 9/23/2008
*Purchase of item and services informally bid and approved by Council.
At the November 13, 2007 Council Meeting, Purchasing Dept. requested that the formal bid amount be
increased to $50,000. It is still Purchasing Policy that all purchases of $25,000 and over be submitted
to Council for approval, except professional services. Professional services are required to be awarded
by Council for $15,000 and over.
Page 12
Attachment number 1
Page 11 of 11
Item # A
City of Georgetown, Texas
November 24, 2008
SUBJECT:
Presentation to provide an overview of Energy Depot, the on-line home energy audit software that was
approved for purchase by the City Council in July 2008 -- Kathy Ragsdale, Utility Office Manager and Micki
Rundell, Director of Finance and Administration
ITEM SUMMARY:
Utility costs are now higher than they have ever been, and customers are desperate to increase their homes’
efficiencies and reduce their costs, but have no idea where to start. As the primary provider of utility services
in Georgetown, we feel that it is our responsibility to offer the tools and educational resources to help our
customers reduce their usage.
Energy Depot is an integrated suite of online resources designed to answer energy related questions from
residential customers. The primary tool is an online, do-it-yourself home energy audit that addresses a full
range of residential systems and appliances. You can choose between a full-blown personalized audit or can
opt for the EZ audit that just takes a few minutes to complete.
Energy Depot and the associated programs will also be available in Spanish. Energy Depot will be accessible
from our Website, via a seamless link, although the application will actually be hosted by Enercom, thus
saving the City the cost of yet another server. Through the web hosting package, we will receive software
maintenance and upgrades, data management, online site usage and trend reports and telephone support.
Although this is proprietary software, and did not have to be bid, other on-line audit software was reviewed.
Very few had multiple services available. Also, as an APPA Hometown Connections partner, Enercom is
providing a discount of over 20% off their standard retail price.
FINANCIAL IMPACT:
Funds for this project were encumbered in the 2007-2008 budget in the Electric Services Fund and the
Water CIP Account:
Fund Cost Budget
610-5-0524-52-323 (AMR) System Upgrade $23,900 $ 56,591
660-5-0527-51-294 (Water) Conservation Pilot $13,500 $100,000
SUBMITTED BY:
Micki Rundell
ATTACHMENTS:
Energy Depot PowerPoint Presentation
Cover Memo
Item # B
Attachment number 1
Page 1 of 11
Item # B
Attachment number 1
Page 2 of 11
Item # B
Attachment number 1
Page 3 of 11
Item # B
Attachment number 1
Page 4 of 11
Item # B
Attachment number 1
Page 5 of 11
Item # B
Attachment number 1
Page 6 of 11
Item # B
Attachment number 1
Page 7 of 11
Item # B
Attachment number 1
Page 8 of 11
Item # B
Attachment number 1
Page 9 of 11
Item # B
Attachment number 1
Page 10 of 11
Item # B
Attachment number 1
Page 11 of 11
Item # B
City of Georgetown, Texas
November 24, 2008
SUBJECT:
MuniAgenda Training -- Jessica Hamilton, Assistant City Secretary
ITEM SUMMARY:
Review of the City of Georgetown's new electronic Agenda program, MuniAgenda.
FINANCIAL IMPACT:
None
SUBMITTED BY:
Jessica Hamilton, Assistant City Secretary
Cover Memo
Item # C
City of Georgetown, Texas
November 24, 2008
SUBJECT:
Sec.551.071: Consultation with Attorney
1. 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
2. Legal issues related to the City of Georgetown' s power supply contract with LCRA and potential
litigation pertaining to same
3.Mark Shelton v. City of Georgetown, et al;Cause No. A07CA063; in the United States District Court
for the Western District of Texas, Austin Division
4.Lear v. Jimmy Lewis Fennell and City of Georgetown,Cause No. A08-CA-719LY, in the United
States District Court for the Western District of Texas Austin Division
5.First Citizens Bank & Trust Company v. City of Georgetown,Cause No. D-1-GN-08-02325, 53rd
Judicial District, Travis County, Texas
6. Discussion of legal issues related to payment obligations for the Public Utility Improvements under
the "Development Agreement with Forestville Associates, a Maryland General Partnership, regarding
development of Wolf Ranch" dated September 11, 2003
7.Berry Creek Partners v. City of Georgetown, Cause No. 08-767-C277, in the District Court of
Williamson County, 277th Judicial District
ITEM SUMMARY:
None
FINANCIAL IMPACT:
None
SUBMITTED BY:
Jessica E. Hamilton, Assistant City Secretary
Cover Memo
Item # D
City of Georgetown, Texas
November 24, 2008
SUBJECT:
Sec 551.072: Deliberation about Real Property
1. Consideration and possible action to approve rental rate and Lease Agreement with Aircraft Systems
and Manufacturing, Inc. for the real property and improvements located at 302 Toledo Trail and to
approve the memorandum of expiration of Lease pertaining to the old ground lease for the property
located at 302 Toledo Trail -- Travis McLain, Airport Manager and Tom Yantis, Assistant City
Manager
2. Consideration and possible action regarding purchase of property in the Williams Drive Gateway for
future right-of-way
ITEM SUMMARY:
None
FINANCIAL IMPACT:
None
SUBMITTED BY:
Jessica Hamilton, Assistant City Secretary
Cover Memo
Item # E
City of Georgetown, Texas
November 24, 2008
SUBJECT:
Sec.551.086 Competitive Matters
1. Consideration and Possible action to approve a potential contract relationship with American Electric
Power (AEP) related to renewable resources beginning January 2009 -- Jim Briggs, Assistant City
Manager for Utility Operations
ITEM SUMMARY:
None
FINANCIAL IMPACT:
None
SUBMITTED BY:
Jessica Hamilton, Assistant City Secretary
Cover Memo
Item # F