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Home My WebLink AboutAgenda CC 02.23.2010 WorkshopNotice of Meeting of the Governing Body of the City of Georgetown, Texas FEBRUARY 23, 2010 The Georgetown City Council will meet on FEBRUARY 23, 2010 at 4:00 P.M. at the Council Chambers at 101 E. 7th Street If you need accommodations for a disability, please notify the city in advance. Policy Development/Review Workshop - A Workshop discussion of the Comprehensive Annual Financial Report for Fiscal Year Ended September 30, 2009 -- Micki Rundell, Chief Financial Officer; Laurie Brewer, Assistant Director of Finance and Lorie Lankford, Accounting Manager B Overview of the City's Information Technology (IT) Master Plan -- Leticia Zavala, Project Manager; Mike Peters, IT Director and Micki Rundell, Chief Financial Officer C Update report on the City's Sales Tax revenue profile including historical information as well as sales tax revenue projections -- Chris Foster, Chief Financial Analyst and Micki Rundell, Chief Financial Officer D Discussion and possible direction to staff related to the development of a Thermal Storage Distribution Energy Resource -- Jim Briggs, Assistant City Manager for Utility Operations 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. E 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 this week's agenda items F Sec 551.072: Deliberation about Real Property 1. Discuss the value of land as it pertains to the Albertson's Building 2. Discuss the value of land as it pertains to obtaining public safety facilities G Sec 551.086: Competitive Matters Discuss electric utility power supply and wholesale energy planning status. H Sec 551.087: Deliberation Regarding Economic Development Negotiations - Discussions or deliberations regarding commercial or financial information that the governmental body has received from a business prospect that the City Council seeks to have locate, stay or expand in or near the territory of the City and with which the City Council is conducting economic development negotiations; or to deliberate the offer of a financial or other incentive to a business prospect that the City Council seeks to have locate, stay or expand in or near the territory of the City and with which the City Council is conducting economic development negotiations. I Sec. 551.074 Personnel Matters - Police Chief ' I i I, Jessica Hamilton, 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 al times, on the day of , 2009, at , and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Jessica Hamilton, City Secretary City of Georgetown, Texas February 23, 2010 Workshop discussion of the Comprehensive Annual Financial Report for Fiscal Year Ended September 30, 2009 — Micki Rundell, Chief Financial Officer; Laurie Brewer, Assistant Director of Finance and Lorie Lankford, Accounting Manager [MY"U&IN lu/.11 The City's auditors and City staff will present the City's Comprehensive Annual Financial Report for the Fiscal Year Ended September 30, 2009. The City's external auditors, with the firm of Brockway, Gersbach, Franklin and Niemeier, P.C. Certified Public Accountants, will also discuss the results of the auditors' independent audit of the CAFR, compliance with auditing standards, testing over internal controls and fraud risk assessment. COMMENTS: Acceptance of this report is included on the consent Council agenda. FINANCIAL IMPACT: SUBMITTED BY: Micki Rundell, Chief Financial Officer Cover Memo Item # A City of Georgetown, Texas February 23, 2010 SUBJECT: Overview of the City's Information Technology (IT) Master Plan -- Leticia Zavala, Project Manager; Mike Peters, IT Director and Micki Rundell, Chief Financial Officer ITEM SUMMARY: In May 2009 Council approved an information technology assessment and Master Plan development as part of the project management contract with Westin Engineering for the procurement of a new AMI/CIS technology. The IT Master Plan addresses the steps needed to align the City's technology goals with those of "best in class" cities that are leveraging information technology to provide high quality and efficient services to their citizens. This plan was developed with input and direction from the City's IT Steering Committee, an employee group representing key technology systems. The plan further defines and articulates the information technology vision and aligns its technology services with the overall City's business strategies. The resulting plan includes recommended organizational changes, technology implementation projects, business process improvements, and implementation schedules and expenditures that will be required over the next five years. The plan also focuses on the four goals of the Technology vision statement and formulates strategies that align with those overall goals which include: Improving organizational efficiency and effectiveness through technology; Developing, updating, and implementing the IT Master Plan Aligning proposed technology expenditures with guidelines set forth in the IT Master Plan; Reviewing general technology issues and best practices; Identifying and addressing technology needs of individual departments and divisions The IT Master Plan was presented at the General Government and Finance Advisory Subcommittee Meeting on February 8, 2010. FINANCIAL IMPACT: SUBMITTED BY: Micki Rundell, Chief Financial Officer ATTACHMENTS: Presentation Cover Memo Item # B Attachment number 1 M, Westin Solutions Through Technology Item # B 12/12/01 11/4 Attachment number —� �I Solutions Through Technology What is an Information Technology Master Plan? ~ Defines how information technology iu1oboused across the organization inthe future. ~ Describes how information technology will support the City of Georgetown's miaaion, objectives and initiatives - alignment. ~ Determines and documents the degree of change required —technology, staffing, skills and processes. ^ Measures gap between current capabilities and desired future vision. • Lays out the strategic directions. that be tWaffWO must be pursued to close the gap. " Identifies potential solutions. ^ Projects long-term funding and resource naquimmonts.Westin 1`3. -� A Systematic Approach Attachment number Westin "'I", Solutions Through Tmchnoloov �August 25, 2009, the City Council approved @ contract with Westin Engineering lOdeVe|ODthe City's first Technology Master Plan. - Work began in September, 2009. �[1Sed Comprehensive Plan @SB guide b]develop the IT Master Plan. "High level of responsiveness to its citizens by exercising visionary leadership in planning for the future, " Westin tl: a The City ofGeorgetown will boamodel for utilizing information technology tosupport the Cit/nbusiness processes, deliver services to its citizens, and empower its customers tointeract with various departments through asingle ^Podo['tofacilitate one -stop services by: " Providing inter -organization automated business processes homeet internal needs; " Providing an Usupport organization to identify new technology needs and requirements throughout the City; " Providing solutions that support enterprise information integration and compatibility with existing and planned technology; and " Providing a single point ofaccess integrated with various systems giving every user the information they require. Westin "if.l. Attachment number 1 M, Westin I", Solutions Through Technology Westin Ial. Item # B 12/12/01 4114 Attachment number 1 3%, Westin Solutions Through Technology -Business needs assessment based upon: • Municipality's best practices • City of Georgetown's strategic business objectives Assessment dimensions • People/Organization • Processes • Software applications -Workaroun meetinas held with cross -functional teams throughout the City Westin i1-1 • * The Planning Department - Well structured city-wide Geographic Information System (GIS) to support modeling and connectivity for outage management. * The Systems Engineering Department - Departmental document management system. The system is used by the Utility Systems Division, Facilities Construction and Maintenance, and the Streets Department. ® The City Management Department — Muni Agenda, used by all City Departments to submit City Council agenda items to the City Secretary, using this system, which compiles and publishes the agendas. ® /T Department - Server Virtualization Project, an ongoing effort consolidates servers, thus reducing the City's investment without impacting user performance or reliability. Westin :A' 10 Item # B 12/12/01 51/4 Attachment number 1 Solutions Through Technology • The City's IT Department did not include many services required to provide cross -functional business solutions. • The City Departments were implementing systems independently resulting in silos of processes, technology, and data. • Until the City's IT Steering Committee was initiated in late 2008, there was very limited City-wide coordination of technology expenditures and direction. • Users of most City applications cannot access data or services from other City operational applications, resulting in considerable manual activities, redundant entry and storage of information. • A number of departments have similar business needs, which can be addressed by enterprise solutions (as opposed to separate departmental applications). • In its current configuration, the City's InCode application suite — used for finance, customer information, and other operational areas — is not capable of supporting the City's future needs. • The City's Geographic Information Systems (GIS) program can be leveraged to "spatially enable" a number of other key enterprise and departmental systems. • The City does not have the technology to treat its data as an enterprise asset. • The City's technology disaster recovery and business continuity procedures are incomplete. .x,Westin ,11 x Item # B 2/12/01 1 /4 Attachment number 1 ;3 Westin "" Ir m Define Strategic IT Plan a Define the Information Architecture ® Determine Technological Direction a Define the IT Organization and Relationships ® Manage the IT Investment a Communicate Management Aims and Direction ® Manage Human Resources e Ensure Compliance with External Requirements a Assess Risks a Define & Manage Projects a Manage Quality Planning and Organization a Define Strategic IT Plan a Define the Information Architecture ■ Determine Technological Direction a Define the IT Organization and Relationships ■ Manage the IT Investment ® Communicate Management Aims and Direction ® Manage Human Resources a Ensure Compliance with External Requirements a Assess Risks ® Define & Manage Projects a Manage Quality a Consult on Business Process & Improvements ® Compile Requirements e Identify Automated Solutions ® Acquire and Maintain Application Software a Acquire and Maintain Technology Infrastructure ® Develop and Maintain Applications a Install & Configure Systems and Applications ® Test & Validate Solutions ® Manage Changes a Develop and Maintain Procedures ■ Develop and Maintain System and Solution Documentation a Define and Manage Service Levels a Manage Third -Party Services s Manage Performance and Capacity ■ Ensure Continuous Service a Ensure Systems Security a Identify and Allocate Costs a Educate and Train Users a Assist and Advise Users a Manage the Configuration a Manage Problems and Incidents a Manage Data ■ Manage Facilities a Manage Operations Information Technology Processes Solutions Through Technology ® Monitor the Processes ® Assess Internal Control Adequacy m Obtain Independent Assurance npiementation i I Delivery and Support I i Monitoring a Consult on Business a Define and Manage o Monitor the Processes Process & Improvements Service Levels a Assess Internal Control a Compile Requirements a Manage Third -Party Adequacy a Identify Automated Services a Obtain Independent Solutions a Manage Performance and Assurance a Acquire and Maintain Capacity Application Software a Ensure Continuous a Acquire and Maintain Service Technology Infrastructure a Ensure Systems Security a Develop and Maintain a Identify and Allocate Costs Applications a Educate and Train Users a Install & Configure a Assist and Advise Users Applications a Manage the Configuration a Test & Validate Solutions a Manage Problems and a Manage Changes Incidents ® Develop and Maintain a Manage Data Procedures a Manage Facilities ® Develop and Maintain System and Solution a Manage Operations Documentation e k ,i 1 Item # B 1 /1 / 1 1i Attachment number 1 Westin ;3 I, m Define Strategic IT Plan a Consult on Business ■ Define and Manage ® Define the Information Process & Improvements Service Levels Architecture s Compile Requirements ® Manage Third -Party ® Determine Technological 9 Direction,u�,a€ttu, ® Define the IT Organization`'err' rs;�,xt'+w� t at s ` Services Manage Performance antl and Relationships ,. 'Ca p y Mana a the IT Investment 9 °' "``'�" a e Acquire and Maintain cq it a n Maintain Ensure Continuous ure® Service e Communicate Technology Infrastructure a Ensure Systems Security Management Aims and Direction e Manage Human Resources rk ^�"°"° ,:, ` a a Identify and Allocate Costs Educate and Train Users s Ensure Compliance with '' ^ �ai �.. �. Assist and Advise Users External Requirements 9 as t `� 4 xt J a a ® Test & Validate Solutions Manage the Configuration ® Assess Risks . s Manage Changes Manage Problems and Incidents it er�w¢r,.a ® Manage Data ■ Mana a Quali g D°nad - t c +e Develop op aan nMaintain Manage Facilities System and Solution u Manage Operations "`. Documentation formal Planning and Organization Solutions Through Technology ® Monitor the Processes ® Assess Internal Control Adequacy m Obtain Independent Assurance FWAI, C. Delivery and Support I t Monitoring Item # B 1/1/1 i Attachment number 1 Solutions Through Technology Organization and People Projects • Establish roles and responsibilities for the City's IT Steering Committee to make technology decisions and policies. • Establish a technology improvement program management framework for successfully implementing the organizational, technology, and applications projects recommended in the IT Master Plan. • Implement a new IT Department staffing model, roles, responsibilities, skills, and training to meet the City's future technology requirements. • Develop a new support model of other City Departments' technology projects. • Technology Projects • Migrate the City's networking infrastructure from the current Novell network to a network managed using Microsoft's Active Directory. • Develop an Enterprise Data Architecture to minimize data redundancy, facilitate application integrations, and enable staff to obtain required data from a single source. • Standardize desktop configurations to increase reliability, improve help desk effectiveness, and assure software license compliance. • Implement a Technology Disaster Recovery plan. • Design and implement a City-wide information portal strategy to establish a single point of contact for the citizens. • Evaluate a business case for replacing Lotus Notes system. Westin C.m¢cak,.trryt t: 13 Item # B 1 /1 /01 1/ Attachment number 1 _' I€ Westin 3�1� itAl Solutions Through " chnolo y • Applications Projects • Customer Information System, Advanced Metering Infrastructure, and Public Safety Computer Aided Dispatch and Records Management System - Committed prior to the IT Master Plan. Implement an integrated suite of Financial Accounting applications. Implement an Enterprise Asset Management System for use by Water Services, Electric Transmission and Distribution, Streets, Parks, and Facilities Construction and Maintenance. • Implement an integrated suite of Human Resources applications. • Implement an Electronic Document Management System technology and provide support to the City-wide Records Management program. •• .,.,,. 19 • Applications Projects • Implement a Master Address Validation to validate all situs address entries — in multiple City applications — against the City's master address list. • Integrate GIS to "spatially enable" several of the City's technology systems. • Implement an Electric Work Management System to provide Electric Services. • Implement an integrated Land Development Management System that tracks the entire land development process. • Implement an enterprise Performance Measurement System to report City-wide performance objectives. r Westin 20 Item # B 1/1/1 l Attachment number 1 City Public Comm Hall Safety Svcs 110 Solutions Through Technology Comm F&A Utilities City Dev't Council Item # B 12/12/ 1 6 Attachment number 1 Solutions Through Technology Item # B 12/12/01 121/4 City of Georgetown, Texas February 23, 2010 SUBJECT: Update report on the City's Sales Tax revenue profile including historical information as well as sales tax revenue projections — Chris Foster, Chief Financial Analyst and Micki Rundell, Chief Financial Officer ITEM SUMMARY: Several months ago, the Georgetown Economic Development Corporation (GEDCO) requested staff do an analysis of the sources of the City's sales tax revenue. This report, based on data from the STARS (Sales Tax Analysis and Reporting Services) provided much of the detail information and is the primary source for the historical review. In addition, other sources include the Dallas Federal Reserve and the Bureau of Economic Analysis. The report identifies sectors of the local economy and their related contribution to the City's sales tax revenue. Wolf Ranch is also segregated. The primary purpose is to provide the City Council an idea of where the Sales Tax Collections in the City come from, what economic sectors are changing, and a projection of revenue for the next few years based upon Staff's internal modeling. FINANCIAL IMPACT: SUBMITTED BY: Micki Rundell, Chief Financial Officer ATTACHMENTS: Power Point Presentation Cover Memo Item # C Attachment number 1 Page 1 1711/2010 Item # C Attachment number 1 Page 2 1711/2010 Item # C Attachment number 1 Page 3 1711/2010 Item # C Attachment number 1 Page 4 1711/2010 Item # C Attachment number 1 Page 5 1711/2010 Item # C City of Georgetown, Texas February 23, 2010 SUBJECT: Discussion and possible direction to staff related to the development of a Thermal Storage Distribution Energy Resource -- Jim Briggs, Assistant City Manager for Utility Operations ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Jim Briggs, Assistant City Manager for Utility Operations Cover Memo Item # D City of Georgetown, Texas February 23, 2010 See 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 this week's agenda items [MY"U&IN lu/.11 FINANCIAL IMPACT: SUBMITTED BY: Jessica Hamilton, City Secretary Cover Memo Item # E City of Georgetown, Texas February 23, 2010 Sec 551.072: Deliberation about Real Property 1. Discuss the value of land as it pertains to the Albertson's Building 2. Discuss the value of land as it pertains to obtaining public safety facilities [MY"U&IN lu/.11 FINANCIAL IMPACT: SUBMITTED BY: Jessica Hamilton, City Secretary Cover Memo Item # F City of Georgetown, Texas February 23, 2010 SUBJECT: Sec 551.086: Competitive Matters Discuss electric utility power supply and wholesale energy planning status. ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Jessica Hamilton, City Secretary Cover Memo Item # G City of Georgetown, Texas February 23, 2010 Sec 551.087: Deliberation Regarding Economic Development Negotiations - Discussions or deliberations regarding commercial or financial information that the governmental body has received from a business prospect that the City Council seeks to have locate, stay or expand in or near the territory of the City and with which the City Council is conducting economic development negotiations; or to deliberate the offer of a financial or other incentive to a business prospect that the City Council seeks to have locate, stay or expand in or near the territory of the City and with which the City Council is conducting economic development negotiations. ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Jessica Hamilton, City Secretary Cover Memo Item # H City of Georgetown, Texas February 23, 2010 SUBJECT: See. 551.074 Personnel Matters - Police Chief ITEM SUMMARY: FINANCIAL IMPACT: SUBMITTED BY: Jessica Hamilton, City Secretary Cover Memo Item # I