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Agenda CC 02.08.2011
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Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A - Call to Order 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. B Sec. 551.074 Personnel Matters - City Attorney Performance Evaluation Regular Session C - Adjournment Adjournment Certificate of Posting I, Jessica Brettle, 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 c� day of Fe 6V U , 2011, at -SO R" , and remained so posted for at least hours receding the schedul d time of said meeting?ntinuous a Brettle, Cit ecretary Notice of Meeting of the Governing Body of the City of Georgetown, Texas FEBRUARY 8, 2011 The Georgetown City Council will meet on FEBRUARY 8, 2011 at 6:00 P.M. at the Council Chambers at 101 E. 7th Street If you need accommodations for a disability, please notify the city in advance. Regular Session (This Regular Session may, at any time, be recessed to convene an Executive Session for any purpose authorized by the Open Meetings Act, Texas Government Code 551.) A Call to Order Pledge of Allegiance Comments from the Mayor - Welcome and Meeting Procedures City Manager Comments Action from Executive Session Public Wishing to Address Council On a subject that is posted on this agenda: Please fill out a speaker registration form which can be found on the table at the entrance to the Council Chamber. Clearly print your name and the letter of the item on which you wish to speak and present it to the City Secretary on the dais, preferably prior to the start of the meeting. You will be called forward to speak when the Council considers that item. On a subject not posted on the agenda: Persons may add an item to a future City Council agenda by contacting the City Secretary no later than noon on the Wednesday prior to the Tuesday meeting, with the subject matter of the topic they would like to address and their name. The City Secretary can be reached at 512/930-3651. B - As of the deadline, no persons were signed up to speak on items other than what was posted on the agenda. Statutory Consent Agenda The Statutory Consent Agenda includes non -controversial and routine items that may be acted upon with one single vote. An item may be pulled from the Consent Agenda in order that it be discussed and acted upon individually as part of the Regular Agenda. C Consideration and possible action to approve the minutes of the Workshop and Regular Council Meeting held on Tuesday, Janaury 25, 2011 -- Jessica Brettle, City Secretary D Consideration and possible action to authorize a Mutual Aid Agreement between the Williamson County Fire Chief's Association and the City of Georgetown for fire, rescue, haz-mat, and emergency medical service responses within the areas of which each agency normally provides fire protection -- Robert Fite, Fire Chief E Consideration and possible action to authorize application for a Training Grant for $2070.00 from the Texas Forest Service -- Robert Fite, Fire Chief F Consideration and possible action to approve a Real Estate Purchase Contract with Richard W. Bunte and wife, Virginia E. Bunte in the amount of $41,005.00, plus closing costs, for the purchase of real property in connection with the FM 971/N.E. Innerloop Intersection Improvements Project -- Terri Calhoun, Real Estate Services Coordinator and Thomas R. Benz, P.E., Systems Engineering Director G Consideration and possible action for approval of a Change Order for a clasped storm drain on the Forest Street Wastewater / Drainage Improvement Project with Smith Contracting, of Austin, Texas, in the amount of $34,408.80; the original amount of the project was for $327,322.00 -- Thomas R. Benz, P. E., Systems Engineering Director and Edward G. Polasek, ACIP, Transportation Services Director H Consideration and possible action to approve Task Order KPA-11-005 with Kasberg, Patrick & Associates, LP, of Georgetown, Texas, for professional services related to the evaluation testing data and rehabilitation methods for Edwards Aquifer Recharge Zone Rehabilitation Phase VIII in the amount of $49,844.00 -- Thomas R. Benz, P.E., Systems Engineering Director and Glenn Dishong, Utility Director I Consideration and possible action to approve the declaration of surplus vehicles, motorcycles, IT equipment, and miscellaneous office furnishings/modular componentsto be sold through online auctioneering services of Gaston and Sheehan Auctioneers, Inc., of Pflugerville, Texas -- Trina Bickford, Purchasing Manager and Micki Rundell, Chief Financial Officer J Consideration and possible action to approve the First Amendment to the Consent Agreement for the Oaks at San Gabriel development(West Williamson County Municipal District No.l), regarding the location of the Cimmaron Hills Wastewater Treatment Plant and holding pond -- Micki Rundell, Chief Financial Officer; Glenn Dishong, Utility Director; Elizabeth Cook, Community Development Director and Jordan Maddox, Principal Planner K Forwarded from the General Government and Finance Subcommittee GGAF): Consideration and possible action to authorize Specialized Public Finance, Inc. (SPFI) to proceed with the preparation of the required bond offering documents for the upcoming April 2011 bond issues - - Micki Rundell, Chief Financial Officer L Forwarded from the General Government and Finance Subcommittee (GGAF): Consideration and possible action to approve the amended bylaws for the General Government and Finance Advisory Subcommittee -- Micki Rundell, Chief Financial Officer M Forwarded form the General Government and Finance Subcommittee (GGAF): Consideration and possible action to approve a two year extension with Valley View Consulting for investment advisory services -- Laurie Brewer, Assistant Director of Finance and Micki Rundell, Chief Financial Officer N Consideration and possible action to authorize staff to apply to TxDOT Aviation Division for a Routine Airport Maintenance Grant (R.A.M.P.) and the Mayor to execute in an amount not to exceed $50,000.00 (Airport Share) -- Travis McLain, Airport Manager and Paul Brandenburg, City Manager Legislative Regular Agenda O Consideration and possible action to appoint new members to the City's 2011/2012 Boards and Commissions -- Mayor George Garver P Second Reading of an Ordinance amending the Unified Development Code (UDC) Chapter 3 "Applications and Permits", Chapter 4 "Zoning Districts", Chapter 5 "Zoning Uses", Chapter 6 "Residential and Agricultural Zoning Districts: Lot, Dimensional and Design Standards", Chapter 7 "Non -Residential Zoning Districts: Lot, Dimensional and Design Standards", Chapter 11 "Environmental Protection", Chapter 12 "Pedestrian and Vehicle Circulation"; Chapter 13 "Infrastructure and Public Improvements"; Chapter 14 "Nonconformities", and Chapter 16 "Definitions" -- Elizabeth A. Cook, Community Development Director and Valerie Kreger, AICP, Principal Planner Q Update on the 2011 Redistricting process -- Mark Sokolow, City Attorney and David Mendez of Bickerstaff, Heath, and Delgado R Consideration and possible action to approve Task Order HDR-11-002with HDR Engineering, Inc., of Austin, Texas, for professional services related to the preliminary engineering for the Southwest Bypass from Leander Road (RM 2243) to IH 35 in an amount not to exceed $300,000.00 -- Edward G. Polasek, AICP, Transportation Services Director and Jim Briggs, Assistant City Manager S Forwarded from the General Government and Finance Subcommittee (GGAF): Consideration and possible action to approve the purchase of City Council Video Production and Streaming Equipment and Services from SwagIt Productions, LLC for $52,900.00; including $47,300.00 as a one-time cost and the remaining $5,600.00 as the operating cost -- Mike Peters, Information Technology Director and Keith Hutchinson, Public Information Officer T Consideration and possible action to approve a Resolution ordering a General Election for the election of the Mayor and of City Council Members, for Council District 2 and District 6, to be held on May 14, 2011, ordering a run-off election, if necessary, and establishing procedures for said elections -- Jessica Brettle, City Secretary and Mark Sokolow, City Attorney U Consideration and possible action to approve a Resolution suspending the proposed change in rates for ONCOR Electric Delivery Company, LLC, for a period of ninety (90) days -- Jim Briggs, Assistant City Manager and Mark Sokolow, City Attorney V Public Hearing and First Reading of an Ordinance of the City Council of the City of Georgetown, Texas ("City") adding Chapter 12.10 to the Code of Ordinances relating to Assessments and Liens; making such other findings and provisions related to the subject and declaring an effective date -- Mark Sokolow, City Attorney W Second Readingof an Ordinance for the annexationinto the City of 60.24acres out of the Isaac Jones Survey, located at 4887 Williams Drive near the intersection of Sedro Trail -- Jordan J. Maddox, AICP, Principal Planner and Elizabeth A. Cook, Community Development Director 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. X Sec. 551.071: Consultation with Attorney - Advice from attorney about pending litigation that has been filed against the City or contemplated litigation and other matters on which the attorney has a duty to advise the City Council, including but not limited to this week's agenda items Y Sec. 551.072: Deliberations about Real Property - To discuss the value of land as it pertains to public safety facilities, GUS Satellite Service Center - To discuss the value of land as it pertains to acquisition of right of way for Southwest Bypass - Discussion concerning the proposed acquisition and value of real property from Richard W. Bunte and wife, Virginia E. Bunte, in connection with the FM 971/N.E. Innerloop Intersection Improvements Project -- Terri Calhoun, Real Estate Services Coordinator and Thomas R. Benz, P.E., Systems Engineering Director Z 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 - Project Lincoln - To discuss incentives as it pertains to 200 South Austin Avenue, San Gabriel River Place Partners To discuss incentives as it pertains to Summit at the Rivery To discuss incentives as it pertains to Water Oaks Development Adjournment Certificate of Posting I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was post d at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the CV, day of r ar , 2011, at I M and remained so posted for at least 72,p tinuous hours preceding the scheduled time of said meeting. ess'ca Brettle, City Secretary REGISTRATION (To address the Council on a posted item) Date of Meeting - �— Agenda Item (alpha designation) ._ Name n1 c = o Place of Residence '�) _ (J-t.t 0 1> i If spewing for an organization_, Name of Organization And, Speaker's Official Capacity By signing this form to speak, I agree that I will keep my comments to the agenda item. I will also refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. I-Zlr-f Signature Please remember to step to the podium when the Mayor recognizes you. State your name an residence address before beginning your presentation. If you provide material to the Mayor and Council, please furnish an extra co to the City Secret y copy of the agenda. py y for inclusion in the record file REGISTRATION (To address the Council on a posted item) Date of Meeting ' 1 Agenda Item (alpha designation) Name Place of Residence If speaking for an organization, Name of Organization And, Speaker's Official Capacity By signing this form to speak, I agree that I will keep my comments to the agenda item. I will also refrain from the use of any obscene, vulgar, or profane language. I understand that if do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. RPM Please remember to step to the podium when the Mayor recognizes you. State your name nd residence address before beginning your presentation. If you provide material to the Ma or and Council, please furnish an extra co to the City Secret file copy of the agenda. copy y Secretary for inclusion in the record file REGISTRATION (To address the Council on a posted item) Date of Meet ng Agenda Item talpha designation) Name /`-A <� cA-�2�� Place of Residence 14 S Cy�G� ��• If speaking for an organzation, Name of Organization And, Speaker's Official Capacity By signing this form to speak, I agree that I will keep my comments to the agenda item. I will also refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. Please remember to step to the podium when the Mayor recognizes you. State your name and residence address before beginning your presentation. If you provide material to the Mayor and Council, please furnish an extra copy to the City Secretary for inclusion in the record file copy of the agenda. REGISTRATION (To address the Council on a posted item) Date of Meeting Agenda Item (alpha designation) Name Place of Residence `l< If spewing for an organization, Name of Organization And, Speaker's Official Capacity By signing this form to speak, I agree that I will keep my comments to the agenda item. I will also refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. Please remember to step to the podium when the Mayor recognizes you. State your name and residence address before beginning your presentation. If you provide material to the Mayor and Council, please furnish an extra copy to the City Secretary for inclusion in the record file copy of the agenda. REGISTRATION (To address the Council on a posted item) Date of Meeting Agenda Item (alpha designation). Name ©SS 1`� t�rr /-Or/ Place of Residence 9e If speaking for an organization, --- Name of Organization And, Speaker's Official Capacity S By signing this form to speak, I agree that I will keep my comments to the agenda item. I will also refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. CL Gam- Si{oefine Please remember to step to the podium when the Mayor recognizes you. State your name an residence address before beginning your presentation. If you provide material to the Mayoand Council, plean the record se furnish an extra copy to the City Secretary for inclusion ir copy of the agenda. rd file REGISTRATION (To address the Council on a posted item) Date of Meeting a IF]"I I ! Agenda Item (alpha designation) C�r Name Place of Residence 140 If speaking for an organization_, Name of Organization And, S+q Speaker's Official Capacity By signing this form to speak, I agree that I will keep my comments to the agenda item. I will also refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. Signature Please remember to step to the podium when the Mayor recognizes you. State your name residence address before beginning your presentation. If you provide material to the Mayor and Council, please furnish an extra co to the City Secret copy of the agenda. copy y Secretary for inclusion in the record file REGISTRATION (To address the Council on a posted item) j� Date of Meeting Agenda Item (alpha designation) NameA'/ ' Place of Residence If spewing for an organ.izatior_, Name of Organization And, Speaker's Official Capacity By signing this form to speak, I agree that I will keep my comments to the agenda item. I will also refrain from the use of any obscene, vulgar, or profane language. I understand that if I do not follow this procedure, my speaking time may be terminated and I may be requested to sit down or be removed from the building. Signature Please remember to step to the podium when the Mayor recognizes you. State your name an residence address before beginning your presentation. If you provide material to the Mayor and Council, please furnish an extra co to the City Secret y copy of the agenda. copy y Secretary for inclusion in the record file David J. Bowlin Executive Vice President — Chief Operations Officer David Bowlin serves as Executive Vice President and Chief Operations Officer with Broaddus & Associates and brings over 25 years of diverse experience from the perspective of both the Owner and Design/Builder. Broaddus & Associates provides Master Planning, Programming, and Project Management services, is currently managing projects exceeding $5.0 Billion in value, and was ranked in the USA's Top 25 Program Managers by Engineering News Record. Early in his career he served in the U.S. Navy Civil Engineer Corps, including a special assignment for the White House Military Office at Camp David during President Reagan's second term. David has been an active member of the Construction Industry Institute, served as the Chair of Research Team #163 - Evaluating On -Site Design; was an Instructor for the CII Continuing Education Short Courses and was a member of Research Team #133 - Project Delivery Systems; which benchmarked performance of CM @ Risk and Design/Build against traditional project delivery; and was the principal author for the CII Special Publication `Pilot Projects — A Tool for Implementation.' He currently serves on the Board of Directors of the Design -Build Institute of America Southwest Region, and was recently inducted into the U.S. General Service Administration's National Registry of Peer Review Professionals. David holds a Bachelor of Science Degree in Civil Engineering from North Carolina State University and a Masters of Science Degree in Civil Engineering from Stanford University. James G. Babcock 409 East University Avenue Georgetown, TX 78626 512-818-0088 babc0518400hotmail.com Date: February 3, 2011 To: Georgetown City Council From: James Babcock Re: Proposed UDC Amendments re Certificate of Design Compliance for Demolition of Historic Structures I wish to bring several concerns to your attention about this proposed ordinance revision. 1) The one year waiting period for high priority structures per paragraph 3.13.010 D. 2. a. ii. seems excessive. I recognize that it can be shortened per the following paragraphs d. and e., but I wonder how much is gained over the existing six-month waiting period. The difference is not going to make the owners any more or less motivated to seek alternatives, and there is no incentive for HARC to move any faster if it does not want to ultimately approve the relocation. It simply delays it. 2) The Application Requirements in paragraph 3.13.020 D. seem onerous and require a large financial outlay with no opportunity to recover these expenses in a reasonable period of time. a) It is a good thing that the language has been changed to "may be required." However, as a person who has had an application rejected because I did not provide complete information, this list seems prohibitively difficult and expensive. It gives me no comfort that in discussion of this ordinance, a check list will subsequently be developed by the HARC and Planning Department, plus there will be a Standing Subcommittee for Submission Requirements. I believe the ordinance should be specific with 1) what information is required for the application, 2) what additional information may be required as part of the process, and 3) what effect any additional requirement will have upon the delay period. Otherwise, it is difficult to make a financial evaluation of potential costs before an application is made. b) The list of requirements can become a substantial expense. It looks like the City is going beyond reasonable protection in order to make any demolition or relocation prohibitively expensive. I know it says in paragraph3.13020 D. 7. that some of these requirements may be waived because of financial hardship, but no standards are given for what constitutes financial hardship. And if they can be waived for financial hardship, how important are they to begin with? Page 1 c) These requirements could make what is essentially simple infill more restrictive and expensive in some cases than what developers are asked to do for a small multifamily subdivision or smaller commercial development. 3) The list of requirements in paragraphs 3.13.020 D. 2, 3, and 5 seems excessive (in addition to being costly). These include but are not limited to: a) An independent appraisal of the structure and property b) Drawings of a new structure by a licensed architect c) A guarantee agreement demonstrating the owner's intent and financial ability to construct the new structure, including a timetable and performance bond. This seems like a development agreement for a single infill lot; these are usually limited to major development like Sun City, etc. where there are major infrastructure considerations involved. d) A building inspection by a licensed home inspector e) P&L statements and itemized expenses f) A feasibility study by a licensed architect or engineer for restoration of adaptive reuse g) A site plan of the demolition/relocation site showing the new development on the site h) Any other evidence HARC, City Council, or director requests i) Etc., etc.... 4) I expect that there is a statement of what happens at the end of the delay period somewhere in the ordinance, but I could not find it after several readings. 5) As a person who became a resident of Georgetown before the growth in the late 90's, this seems to be taking a lot of the "friendly" out of Georgetown. Perhaps that is the result of the communities' incredible growth, but I'd ask that you be intentional and not accidental about this. 6) This seems to penalize property owners in Old Town in a way that other areas in the community are not penalized. I would respectfully suggest that final action on these changes be delayed till these issues are resolved and incorporated as part of the actual ordinance that is passed. If you are afraid that some scoundrel will make an adverse application in the interim, you have the option of a short, one or two month, moratorium. Thank you for your consideration of these suggestions Page 2 By way of background, my wife Sherra and I own the historic Irvine House at 409 East University Avenue. It is in the Old Town Overlay District and would thus be affected by this ordinance revision. Last fall we submitted a CDC application regarding the possible relocation of this structure. The application was rejected due to the fact that we did not have a specific site to which we were planning to relocate the structure. In truth, we did not particularly want to move the structure. Rather, we were seeking to involve HARC and the community in a discussion of various possible options for adaptive reuse of this structure. It has been on the market as a residence for over five (5) years with no purchase offers because no one seems to want an over one hundred years old residence that's located on a noisy major arterial next to a school and across the street from a church. (FYI, several people who have looked at the house, subsequently purchased heritage homes in quieter locations in Old Town.) We have had many questions regarding its possible use for an office such as the insurance office located in the high- priority historic structure at 711 East University and at other locations along West University Avenue that are located within the Downtown Overlay District. We have not re -filed the application as we have not found a suitable relocation site, but I learned the other day that we did not have to file an application to have this discussion with HARC, so we will be going ahead to do this. But obviously, one possibility for us would be to relocate the existing historic structure to a more desirable residential location and build a newer, more marketable residence on the vacated lot. So we are interested in the ordinance revisions as they might affect future decisions. Page 3 Page 1 of 1 REMINDER - Leading Prayer at City Council Meeting Terry nichols to: 'Kevin Bell', JRSTA 01 /26/2011 09:38 AM Cc: Jessica. Brettle, rsaucier Show Details Jvivac_ot4�oo Spea k-- + - Fe L., Y g, Co Lxnc� I vvteR a-iA Dear Pr. Kevin Bell - Georgetown Church of the Nazarene and Pr. Jeanie Stanley - San Gabriel Presbyterian Church Thank you for agreeing to give the opening prayer at a Georgetown City Council Meeting in February. You both bring distinctive voices of faith leaders from our community. Attached is a brief description of the way this works on your Tuesday evening. Meetings are held at the City Council Chambers located at 7th Street & Main (101 E. 7th Street). Pr. Kevin, you signed up to lead prayer on February 8th. Pr. Jeanie, you signed up to lead prayer on February 22nd. would appreciate a reply to this email to confirm receipt of this reminder and as notification that you will lead prayer on your designated dates. Thank you for giving of your time to this important spiritual tone -setting for our city leaders. If you have any questions, please contact me at terry(a)-fumcgt.org or by phone at 863-2370. God Bless you, Terry M. Nichols Administrative Assistant to the Pastors First United Methodist Church 512.863.2370 file://C:\Documents and Settings\jbrettle.GEORGETOVWN\Local Settings\Temp\notes97E... 1/26/2011 V , To: All City Council Members Page 1 of 2 Process for Evaluation of City Attorney, 1-21-2011 George G. Garver to: Pat Berryman, City Council, Patty Eason, Daniel Meigs, Gabe Samsing, Bill Sattler 01 /22/2011 10:18 AM Cc: Paul.Brandenburg, "Brettle Jessica", "Kevin Russell \(kevin.russell@georgetown.org\)", "Kevin Russell \(kevin.russell@georgetown.org\)", "Mark Sokolow" Show Details Please read and enter these dates and times on your calendar. ggg To: All City Council Members Date: 1-22-2011 Topic: Evaluation of the City Attorney From: George G. Garver Mayor The evaluations pertaining to our City Attorney which were submitted by the Council and the Mayor have been tabulated. Consistent with action approved by Council on October 5, 2010 the Mayor and the Mayor Pro-Tem have discussed the process which we will follow. Please review the following process which we will utilize to finalize the evaluation of the City Attorney. . The first meeting to discuss this evaluation will be an executive session which will be held on Tuesday February 8th. Council will go into executive session at 2:00 PM. The only agenda item for this meeting is a "Personnel" item which will allow a discussion of the evaluation documents which speak to the performance of the City Attorney. The regular work study session for this date will convene at 4:00 PM which will give Council two hours for this first review • A booklet for each elected official is being prepared. These booklets will contain the 360 Staff Evaluations, the Self Evaluation prepared by the City Attorney and the composite of the evaluations prepared by Council and the Mayor. There are no names of any person attached to any of the evaluations contained in the booklets. • The first part of the February 8th meeting will be set aside to allow each member of Council to read and study the entirety of the material in the booklets. Following the "reading session" Council will be given an opportunity to discuss any and all parts of the booklet. The Chair will request that this discussion be one of great "Civility" with each person having the right to express their opinion. • On Tuesday, February 22" d the second executive Council Meeting dealing with the evaluations of the City Attorney will take place. At this meeting Council will give the City Attorney an opportunity to discuss with Council his perceptions of the 360 Staff Evaluations, the Council Evaluations and his Self Evaluation. file://CADocuments and Settings\jbrettle.GEORGETO"\Local Settings\Temp\notes97E... 1/24/2011 . To: All City Council Members Page 2 of 2 . No later than February 14th the City Attorney shall be provided a booklet containing the same material that Council is receiving. This will allow the City Attorney to have a full week to review this material and to prepare what he would like to present to Council. . The tentative start time for this second meeting (February 22°d) will be 2:00 PM. The regular work study session for this date will convene at 4:00 PM which will give Council two hours for this second meeting. • The third executive meeting of Council will take place on Tuesday, March 8th. This meeting is for the Council and Mayor. The purpose of this meeting is to determine what will be the position / response of Council in light of the formal evaluations which have taken place for the City Attorney. The start time for this meeting is tentatively set for 2:00 PM. The regular work study session for this date will convene at 4:00 PM which will give Council two hours for this third meeting. Copy: City Manager City Secretary Director of HR City Attorney file://C:\Documents and Settings\jbrettle.GEORGETO"\Local Settings\Temp\notes97E... 1/24/2011 PA 175 � � rC � ✓`r � a F /"\-� F \4 QZ� VJ VE.�ic� 5 4 "Ti- Z Z 5'� , LD c31C3 1 -3 0 ' p i-4 Z 5 S o 0 &-7 o f Dc>O ©� lZLf al 3 S ©� 77 Nei 33 o N n C,O S E L F S P p o p- i I N G C-0 '13 © r--) b ►Z ra T 1 rz E= #A P t-' T' S (k-) i L A- JK S D 2- 1 11 E l `7 o o a e--, c'> C---., T E L C7 0,5 5 A-7- E i-L (r TT yA 2 C 1 M () o U S jrloc�ic7on V-Q-- > t-t �: p C ( '\,J P L-L P- y V ( E LA� C_T) -') S ) T I K) G Lz> c- A -r,�- i�� (,t) l > t S P,- 5 p G "i 5 i �3 L C�(r'1 f2 FD r2 5 Notice of Meeting of the UDC Amendment Public Meetings City of Georgetown, Texas Wednesday, February 2, 2011 The UDC Amendment Public Meetings will meet on Wednesday, February 2, 2011 at 10:00 AM in the Williamson Conference Room, Georgetown Municipal Complex., located at 300-1Industrial Ave Georgetown, TX 78626 If you need accommodations for a disability, please notify the city in advance. Call to Order at 10:00 AM This is a meeting regarding proposed amendments to the City of Georgetown's Unified Development Code (UDC). The purpose of the meeting is to provide citizen participation in the UDC amendment process. On October 28, 2008, the City Council approved a list of proposed UDC amendments. The UDC Proposed Amendment List is located at udc.georgetown.org. Hard copies are also available for review at the City's Planning and Development Department at 300-1 Industrial Avenue. At the public meeting those present will discuss those items on the UDC Proposed Amendment List. For cancellations or meeting changes please check for updates on the web page or the official posting. 1 — Chapter 8 — Tree Preservation and Landscaping (1 hour) I, Jessica Brettle, 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 C , 2011, at 3 ' YO elYj , and remained so posted for at leastJ? continuous hers preced;pg the sche ul time of said meeting. Je$'sic,6 Brettle, City Secretary Page 1 ot" 2 Avel RE: Polling Locations Kay Proud to: Mark.Sokolow@georgetown.org, Rick Barron 02/08/2011 02:5 8 PM Cc: "Jessica.Brettle@georgetown.org", "Jordan. Maddox@georgetown. org" Hide Details From: Kay Proud <kproud@wilco.org> To: "Mark.Sokolow@georgetown.org" <Mark. Sokol ow@georgetown. org>, Rick Barron <rbarron@wilco.org> Cc: "Jessica. Brettle@georgetown.org" <Jessica.Brettle@georgetown.org>, "Jordan. Maddox@georgetown. org " <Jordan. Maddox@georgetown. org> 2 Attachments Gtn_Cty_Vtrs_2811.x1s GeorgetownCityVoters28l I.PDF I have attached two lists. One of them shows the precincts that have registered voters for the City of Georgetown and the other list is where those precincts will be voting on Saturday, May 14th. Precincts 308, 312, 395 and 149 do not have voters for the City, but these voters will also vote at the named location. Please make note that we did have to change from the Sun City Social Center to the Cowan Creek Amenity Center -Florence Room. I hope this clears up any confusion you have, if not, please let me know. Thank you, Kay Proud Polling Place and Recruiting Coordinator Elections Department Williamson County 512-943-1621 k roud wilco.org file://C:\Documents and Settings\msokolow\Local Settings\Temp\notesA24DC6\—web67... 02/08/2011 Page 2 ot" 2 NEW: Become a fan of the Elections Department on Facebook @ htt-p://www.facebook.com/-pages/Georetown-TX/Williamson-CountyElections- Department/ 130475996431 Follow us on Twitter @ WilcoElections From: Mark.Sokolow@georgetown.org[mailto.Mark.Sokolow@georgetown.org] Sent: Tuesday, February 08, 2011 1:45 PM To: Rick Barron; Kay Proud Cc: Jessica. Brettle@georgetown.org; Jordan.Maddox@georgetown.org Subject: Polling Locations Jordan looked at the list of early voting locations and there are two precincts that are missing. Precinct 244 and 309 are in the City limits. Please provide the polling locations for these two precincts. The Council is meeting in a few hours and your assistance is appreciated. Also, we noticed that Precinct 308 and 312 were not in the City limits. They appear to be in our ETJ. Mark Sokolow City Attorney City of Georgetown P.O. Box 409 Georgetown, Texas 78626 (512) 930-8158 msokolow@georgetowntx.org file://C:\Documents and Settings\msokolow\Local Settings\Temp\notesA24DC6\—web67... 02/08/2011 PRECINCT LOCATION ADDRESS CITY STATE 142, 314, 357, 367 Parks and Recreation Admin. Bldg 1101 N. College St. Georgetown TX 168, 308, 369, 370 County Central Maintenance Facility 3151 SE Inner Loop Georgetown TX 301, 302, 332, 371, 379 Georgetown ISD Admn. Bldg. 603 Lakeway Dr. Georgetown TX 305, 392, 395 Jo Ann Ford Elementary School 210 Woodlake Dr. Georgetown TX 312,330 Jarrell Memorial Park (Community Bldg.) 1651 CR 305 Jarrell TX 343,345 First Baptist Church 1333 W. University Ave. Georgetown TX 381, 394. 396, 399 Sun City Social Center 2 Texas Dr. Georgetown TX 149,484 Caldwell Heights Elementary School 4010 Eagles Nest St. Round Rock TX The bolded precincts have voters for the City of Georgetown. Sun City Social Center may be changed. 206, 207, 244, 258 Liberty Hill ISD Admin. Bldg 14001 W. SH 29 Liberty Hill TX 309,310 Florence VFD 301 S. Patterson Ave. Florence TX Precincts 244 and 309 do not have any registered voters for the City of Georgetown. Date: 02/08/11 WILLIAMSON COUNTY vrstatds v 010406 Time: 02:06 Voter Count by Precinct and Status within District Page: 1 GEORGETOWN CITY -- Sorted by Precinct Voter group: ASP Status A C FR NR PSV S Precinct Precinct Name Voters Voters Voters Voters Voters Voters Pct Total 142 1,060 170 1,230 168 557 75 632 301 2,029 308 2,337 302 354 7 361 305 249 15 264 314 1,778 287 2,065 330 15 15 332 274 16 290 343 1,661 111 1,772 345 795 151 946 357 1,034 244 1,278 367 172 13 185 369 2,112 163 2,275 370 868 116 984 371 1,309 107 1 416 379 2,822 145 2,967 381 3,516 112 3,628 392 1,144 72 1,216 394 493 2 495 396 2,940 132 3,072 399 2,464 73 2,537 484 4 4 27,650 2,319 29,969 -- Indicates the precinct or status is not defined. Date: 02/08/11 Time: 02:06 Total voters printed: 29969 Total pages printed: 2 WILLIAMSON COUNTY Voter Count by Precinct and Status GEORGETOWN CITY -- Sorted by Precinct vrstat01.rep v5.0 Page: 2 Voter group: ASP Company History Swagit Productions, LLC is a privately held company in Plano, Texas. Founded in 2003, Swagit is a progressive company that is pioneering the broadband multimedia communication service industry by providing clients a hands -free approach to always being connected to end -users' information needs. Swagit specializes in providing streaming media solutions to cities, counties, and school districts. Furthermore.. Swagit is a complete video production entity: including services such as post -production, studio and recording booth sessions. Swagit began with a mission to supply clients an affordable solution to stream their own content in an overpriced, complicated, hands-on video industry. What began as a company that specialized in turnaround streams for cities, counties, and school districts, Swagit has grown significantly and provides an open API which allows for integrations with all Agenda/Document Management Solutions. Allowing our clients to choose the 'best of breed' Agenda Management Solution for their unique needs. As Swagit has grown, the need for a facility to comprise all aspects of its business in one place was foreseen. In early 2006 Swagit moved all of its operations into its current facility located in Plano, Texas, thus bringing a team of professionals highly experienced in Internet solutions, business development, audio/visual production, advertising and other broadband technologies into one place. Swagit is headquartered in Texas, the Swagit network stretches across North America guaranteeing that you and your constituents are always connected. Our network insures fast connect times from the closest point -of -presence (POP) to an end -user's location. In addition, Swagit's network is fully redundant giving clients the peace of mind of redundancy and keeping with the Swagit motto of "Always Connected." Points of Difference • Swagit's EASE solution is completely hands -free and requires no city staff time or resources • Larger video with Swagit's solution (up to 70% larger) and FLASH video format, the most commonly viewed format on the web • Open API, which allows integrations with any agenda management solution • Swagit is the only government streaming provider which has developed its own content delivery network ensuring quick and reliable connections for your constituents 0 . i I V t � SW.1.1. ......... .0..�.;.g i Functional Requirements for Webcasting EASE Solution Built upon years of industry experience, Extensible Automated Streaming Engine (EASE) is a software framework comprised of foundation and extension modules that work together to automate many otherwise manually intensive tasks. This completely hands -off solution meets the current and future needs of your Georgetown without creating any additional work for the city's clerks or webmasters. •Video Capture and Encoding EASE Encoder records content according to your broadcast schedule and transfer the recorded audio/video to the Swagit Content Network via a secure Virtual Private Network (VPN) connection, making it available for live and/or on -demand streaming. *Indexing and Cross Linking Using your published meeting agendas as a guide, Swagit's Managed Service Division (SMSD) index's the meetings without any work from the city. SMSD will annotate your content by adding jump -to points with specific item headings, giving users the greatest flexibility to find the specific content they need. With these jump -to points, users can step through video by searching for or clicking specific items. *Agenda Management Integration If meeting packets or other related information is available online, SMSD will link them directly to the video player for easy access. Swagit's EASE solution integrates with all Document/Agenda Management solutions. •Archiving Client audio/video can be stored securely on the Swagit Content Network indefinitely. Fault tolerance and high availability is assured through replication of audio/video content to multiple, geographically redundant, Storage Area Networks (SAN). Our standard packages include 80GB of storage, enough for approximately three full years of city council meetings. *Presentation By navigating through the video library, users can view a list of meetings chronologically and once in a selected meeting you can unleash the power of the jump -to markers to search for specific points within individual audio/video clips. *Delivery In order to deliver on -demand content to end users in a format that is native to their computer's operating system, Swagit can deliver content in all major streaming video formats: Flash, Windows Media, QuickTime and Real. Swagit is proud to support Flash as its default format, which has proven itself as the format of choice from such vendors as YouTube, Google Video, Myspace, ABC and NBC/Universal. Currently, Flash has a 99% ubiquity rate amongst all the platforms. Swagit can provide Windows Media format (70% ubiquity) however, using Windows Media format may exclude Apple users*. 850 Central Parkway E., Suite 100 - Plano, TX 75074.214-432-5905 - www.swagit.com 2 1, 4--A a )' Functional Requirements for Webcasting *Monitoring Swagit is monitoring all aspects of the Swagit Content Network to ensure its health and availability. This monitoring extends to cover remote Swagit EASE Encoders deployed on client premises. In the rare event of trouble our engineers are promptly notified so that they may dispatch a swift response in accordance with our support procedures. *Statistics Swagit collates log files from our streaming servers monthly and processes them with the industry recognized Google Analytics. Google Analytics generates reports ranging from high- level, executive overviews to in depth quality of service statistics. These reports help to highlight growth trends and identify popular content. *Support Beyond our proactive monitoring and response, Swagit offers ongoing, 24/7 technical support for any issues our clients may encounter. While our choice of quality hardware vendors and a thorough pre -installation testing phase go a long way toward ensuring trouble free operation of our EASE Encoders, we do recognize that occasionally unforeseen issues arise. In the event that our engineers detect a fault, they will work to diagnose the issue. If necessary, next business day replacement of parts will be completed. Swagit offers continual software updates and feature enhancements to our services and products for the life of your managed services contract. Video Play -out Server and Bulletin Board in ONE This is an all -digital, file -based play -out system. Using the efficient file format MPEG-2, your media files will generally come from three sources: a real-time MPEG encoder; a nonlinear editing system capable of creating MPEG-2 files from their native editing format such as DV or QuickTime; and VOB files from DVDs. All graphics content design and creation is done using PowerPoint. You eliminate the learning curve associated with most proprietary systems, which means you're up and running on your cable channel or display immediately. You may schedule and loop events at will with this system. The default playlist for each zone 'loops' the contents of the ON -AIR folder 24/7... unless and until a scheduled 'exception' appears in the list - such as a City Council or P&Z meeting that often plays several times each week. The Playlist Editor lets you schedule single events, recurring events, and LIVE events using a simple calendar. Just drag -and -drop the file(s) you wish to play into the scheduled time slot. 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • www.swagit.com 3 41�w4vl "or"St1wo dwouff Investment-Webcasting & Multizone Streaming Video Hardware Streaming Video Monthly Managed Services MZ Play -Out & Bulletin System, (Terms: 50% with Purchase Order; balance due prior to shipping) ......... .... M HVR-12SO EXTENDED SYSTEM WARRANii"(3 YEAR) -WORKSTATION .......... . . . . ... ............... . ......... ....... ... . .... ACRONIS IMAGE.... REMOTE ACCESS SOFTWARE, MULTIZONE AUTOMATION .................. *Support: are optional, but are included in I'tyear price. $310 per year thereaft er. *Software: Current Software Download Subscription. $480 (Renewable yearly) 850 Central Parkway E., Suite 100 - Plano, TX 75074 - 214-432-5905 - www.swagit.com 00)) SWCg Broadcast System- Cosmo's Built upon years of industry experience, Cosmos is a complete package of cameras and pro video -switching equipment that enables any client to fully outsource the production and operation of a multiple camera broadcast system to Swagit. During the meetings or events, Swagit personnel will operate the Cosmos system remotely from their facility in Plano, Texas. The Cosmos system enables Swagit to control and switch from camera to camera depending on events taking place. When bundled with Swagit EASE, Cosmos can offer a full end -to -end "hands -free" solution that requires no client staff involvement for the operation, broadcast and streaming of an event or meeting content. Cosmos enables detailed direct camera positioning (pan, tilt, zoom, focus, and more), preset -positions, and video settings (white balance, backlight, brightness) for the robotic cameras. Additionally, Cosmos communicates with the switcher to allow direct operation of the 'wipe' function from the camera control GUI. With this powerful package you or Swagit can control all your cameras individually and switch video sources on a video switcher locally or remotely. Cosmos is an invaluable integration of camera -control with switcher operations for use with live production setups like city chambers, churches, meeting rooms, and more. Cosmos includes 2-4+ robotic (computer -controllable pan/tilt/zoom) cameras and you can choose from two main types: either single -chip (Sony EVI-D70) or 3-chip (Sony BRC-300) depending on your needs and budget. These popular Sony robotic cameras have excellent video quality and performance. The EVI-D70 and BRC-300 has the ability for panning through wide angles of motion, tilting through " large ranges with superb optical zoom, and dual video output of Y/C and composite. They also support both R5232 and RS422 (long distance over 1000 meters) control signals. In addition the EVI-D70 cameras can be mounted either'up' or'hanging upside down' for your convenience (they have built-in reversal of the picture and left/right/up/down motion controls). 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • www.swagit.com 5 00)) SWan� I s�eh:�ra c>re��-sts3 a Cosmo's Case Studies Cosmos Case Study#1: Addison, Texas Addison's unique solution for a challenging problem was Cosmos. Addison faced three key problems; 1) the town did not have the staff resources to operate broadcasting and streaming equipment, 2) the town doesn't have a PEG or any other broadcasting station, and 3) the town wanted a complete hands -free end -to -end solution for displaying town meetings online. Swagit's solution for the town provides complete hands -free remote operation of a multiple camera broadcast system, including a video switcher and audio mixer. In addition to the remote broadcast system (Cosmos) and with the inclusion of Swagit's Extensible Automated Streaming Engine (EASE), Swagit is able to control, broadcast and stream town meetings without the need for any Addison staff. It is all done from Swagit's headquarters in Plano, Texas. Addison citizens expect the best and latest technology on their town's website. Adding the on -demand feature will improve citizens' accessibility to videos of town council and planning commission meetings and improve access to agenda information for these public meetings. Cosmos Case Study#2: Richardson, Texas The City of Richardson began live broadcasting of City Council meetings and work sessions as part of a wide-ranging transparency in government initiative that is included in the City Council's 2009-2011 Statement of Goals. The live broadcast is available to Time Warner Cable subscribers on channel 16 and streamed on the City's Web site, www.cor.net. The City contracted with Swagit Productions, LLC as the video streaming service provider according to Richardson's Chief Information Officer Steve Graves. "We have installed two wall -mounted cameras in the City Council Chamber and the work session room," Graves said. "During the meetings, Swagit personnel will operate them remotely from their facility and can zoom in and switch from camera to camera depending on who is speaking. The broadcast signal goes through a switch that sends it to Swagit and also to our cable television channel." Graves explained that the live Web cast is routed through a City computer server and is recorded as it is being sent to Swagit. "If for some reason the live Internet connection is lost, we have a saved copy that can be posted on our site," he said. Testimonial from City of Richardson, TX: http://richardsontx.swagit.com/play/09222009-48/0/ As a work session or Council meeting is streaming live on the Web, Swagit employees tag each agenda item. At the conclusion of the meeting, they create an index on the City's Web site and visitors can choose to view individual agenda items rather than watch the entire video. Council and work session meetings will be archived on the site for up to two years. The City's cable channel 16 will replay taped broadcasts. 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • www.swagit.com 6 Investment -Broadcast System- 3 Camera Cosmo's (Terms: 50% with Purchase Order; balance due upon install completed) * Different camera types are available with different horizontal resolution — D70 and D100 = 470 TV lines "There may be additional installation costs incurred based on the building/fire code for the jurisdiction, any unknown cabling requirements or impediments to the installation such as fire walls, lack of a drop ceiling, conduit requirements, etc., along with other accessibility issues. For final installation costs we would need to engage in further discussions, receive a detailed site plan of rooms involved along with pictures or possibly conduct a physical site visit. Cameras can be controlled locally by the client or remotely by Swagit's staff. 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • www.swagit.com 7 10 (ci)) swa _ *aW4*1 •.:arsnr:i-a Investment -Broadcast System- 4 Cameras Cosmo's (Terms: 50% with Purchase Order; balance due upon install completed) Sony- WM-3013- Wall Mount for Sony EVI-D70 ...... ........ . Sony- EVI DS-Cable- to daisy chain cameras �...._. ... Dell Optiplex 380, Core 2 Duo CPU (2.93GHz 1066FSB) with Windows 7, 4GB Ram S-Video + Audio extender via CATS, local & remote monitor * Different camera types are available with different horizontal resolution — D70 and D100 = 470 TV lines ** The SE-900 can support a total of 8 input cards in any configuration of Analog or DVI. Pricing varies. ***There may be additional installation costs incurred based on the building/fire code for the jurisdiction, any unknown cabling requirements or impediments to the installation such as fire walls, lack of a drop ceiling, conduit requirements, etc., along with other accessibility issues. For final installation costs we would need to engage in further discussions, receive a detailed site plan of rooms involved along with pictures or possibly conduct a physical site visit. Cameras can be controlled locally by the client or remotely by Swagit's staff. 850 Central Parkway E., Suite 100 - Plano, TX 75074-214-432-5905 - www.swagit.com 8 swag.... ..... .... ir a��!aMa cs--nn�sYsiB . . . ... ....... . . . Streaming Video Implementation Timeline ( from time of contract execution) Week 0 - Project Initiation/Design - Proposal - Site inspection and installation checklist created in consultation with channel engineers and I.T. staff Week 1- Hardware Provisioning/Development - Hardware purchased (if applicable) - Hardware assembled by Swagit engineers - Operating system installed and configured per installation checklist - Swagit EASE Encoder software installed - System burn -in testing conducted under fail -test load - Hardware sign off by Swagit Week 2 - Web Element Design - Video library and player designed by Swagit in consultation with webmaster - Linking instructions provided to webmaster - Design sign off by client Week 3 — Deployment/Implementation - Onsite hardware installation completed - Remote configuration and testing of audio/video feed quality by Swagit engineers - Confirmation of correct video library linking and integration with website - Installation sign off by Swagit Week 4 - Acceptance Testing - Dry run of meeting capture, indexing and encoding process using next available meeting rebroadcast, alternate content or live meeting - Final signoff by client and fulfillment of purchase order Deliverables - Installation checklist - Configured, tested and installed Swagit EASE Encoder - Secure FTP account for pre -edited digital content - Branded video library - Branded video player - Monthly usage statistics 850 Central Parkway E., Suite 100 - Plano, TX 75074 •214-432-5905 - www.swagit.com 9 swags AT&T U-Verse® Integration Many Public Access, Educational and Government (PEG) channels now have the opportunity to reach a new group of broadcast subscribers via AT&T U-Verse TV service. To reach these subscribers, U-Verse requires a 480x480 pixel Windows Media VC-1 stream at 1.25Mbs. Our EASE encoder is not only capable of creating a live U-Verse compatible stream, but it can also simultaneously encode a video stream, of your choosing (i.e. Flash, Windows Media, QuickTime, Real, etc.), for Internet distribution. AT&T U-Verse and Swagit Productions, LLC both have headquarters located within the Dallas, Texas area. This allows the two companies to work together seamlessly for the betterment of government transparency. The partnership combined with Swagit's 'hands -free' streaming solutions, helps increase accessibility of government programming. Additionally, adding another form of distribution for content using a single solution not only saves money, but also makes things easy. The City of Allen was able to deploy their content to AT&T U-Verse TV by leveraging their existing partnership with Swagit. "We have been using Swagit for on-line video on -demand since 2004 and have been very happy not only with the integrity of the product, but also with the quality of customer service," said ACTV Executive Producer Mark Kaufmann. "With the recent addition of Live streaming services, the opportunity opened to connect to AT&T's U-Verse TV network. We knew it was the right decision as we are constantly trying to find creative, cost-effective ways to reach more viewers." 850 Central Parkway E., Suite 100 - Plano, TX 75074 •214-432-5905 • www.swagit.com 10 (io)) swag i References and Experience Company Name: City of Athens, OH Contact Name: Scott Thompson Contact Phone: 740-594-2900 URL: http://www.ci.athens.oh.us/tgc_meetings.cfm Company Name: City of Allen, TX Contact Name: Mark Kaufmann Contact Phone: (214) 509-4151 URL: http://www.cityofallen.org/departments/public_media_relations/allen_city_television/VOD/ Company Name: Clay County, FL Contact Name: Dawn Schull Contact Phone: (904)278-3726 URL: http://www.claycountygov.com/streaming/streaming.htm Company Name: City of Flagstaff, AZ Contact Name: Kimberly Ott Contact Phone: (928) 779-7603 URL: http://www.flagstaff.az.gov/index.asp?NID=1461 Company Name: City of Austin, TX Contact Name: Keith Reeves Contact Phone: (512) 974-7952 URL: http://www.ci.austin.tx.us/channel6/ Company Name: City of Plano, TX Contact Name: Melissa Peachey Contact Phone: (972)941-7131 URL: http://www.plano.gov/Departments/PlanoTelevisionNetwork/council_on_demand.htm Company Name: City of Concord, CA Contact Name: Doug Bigham Contact Phone: (925) 827-0304 URL: http://www.cityofconcord.org/ Company Name: City of Irving, TX Contact Name: Justin Boyette Contact Phone: (972) 721-4637 URL: http://www.cityofirving.org/video-on-demand/index.html or http://www.cityofirving.org 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • w-ww.swagit.com 11 Solution: Georgetown City NovusAGENDA Minutes Module Stage 1 The Legislative/Policy process contains three primary stages. The first stage is the Agenda item creation process. In this stage items are created by staff and move through a review and approval workflow. The workflow process can be complex or simple depending on your organizational needs. Once items have completed their workflow the Agenda Administrator or Board Clerk prepares and finalizes the agenda layout, order and content. At this point the Agenda is ready for distribution. Distribution includes automated publication to the web for public consumption as well as electronic distribution to your board members. Board members have various options as to how they would like to receive their packets including paper packets for the "old fashion" person and NovusBOARDVIEW which enables full searching of current and past meetings for all board members. The entire stage 1 process is handled by NovusAGENDA. Georgetown City already owns a full license of this solution. They have requested to add the NovusMEETING module to handle Stage 2 and 3. NovusAGENDA, NovusBOARDVIEW and NovusMEETING, are fully integrated offering a seamless solution to manage the entire legislative process. They can be deployed at the same time or in stages. Georgetown City is requesting to add NovusMEETING. Stage 2 In stage 2 we begin to deal with actual meeting. Motions are made and recorded along with votes on each motion. Written minutes are captured during or after the meeting. Stage 3 In Stage 3 we deal with what happens after the meeting. Draft minutes can be published immediately after the meeting, giving the public immediate access to meeting results via your web site. Final minutes are published to the web site after they have been reviewed and accepted at subsequent board meetings. 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • www.swagit.com 12 Stage 2 and 3 are managed using NovusMEETING. Stage 2 Once the Agenda is prepared and distributed to the proper parties, it is time for a meeting. N. REPORTS AND CoM. Ttots l A, 4AMMUIMLSi�� Public display of Agenda 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • www.swagit.com 13 vw O ,ram,.. oo)) swag Details of an item viewed during discussion 04:: Motions and votes are captured in NovusMEETING Motions for each item are recorded by the meeting clerk. Votes are recorded for each motion. Votes, motions and discussion can all be displayed on minutes via the Internet. Stage 3 Once the meeting is over, NovusMEETING publishes draft minutes to your web site. Final minutes can be published later after the board has approved them. 850 Central Parkway E., Suite 100 • Plano, TX 75074 • 214-432-5905 • www.swagit.com 14 ( ) swag_ a;a�atia ;w Rn.sc is�M� Meeting Search Type Of me'etjr�3Q (Regular hll'e+e#tCtg 4... ..._..... .... __..... _. .. tvt eiingis wi Mica Last' e e k . ' Containing text]`Step Plan- Optional OR s0arth for meeting-. between the.se'.:fate.; Stall Date End Date . 2�19J2005 fl rAaining to y Step Plan l Option Sc110diltect Meetings Oil,W2 C^ :: "c f k � "iq 'Y4 4'XEd ..- > ... Sample meeting search results with minutes NovusMEETING Feature List Create Minutes Module — Clerk can record meeting minutes during the meeting or after. Record Motions — Motions for each item are recorded and they can be edited after the meeting if needed. Record Votes — Board members vote and clerk records their votes for each motion. Votes can be edited later by board clerk if required. Standard or Customized Minutes Draft and Final— A web page is created to display your meeting minutes to the public. There is one layout for draft minutes which provides summary information without commentary or votes as well final minutes which display votes and commentary. Public Search Page- Public can search for meeting and view the minutes both draft and final. Add attachments to items — You may have items submitted for discussion or review during the meeting. Those items can be scanned or taken in electronic format and added to the item in question as part of minutes. The new attachment will then display for public consumption on your minutes page. Convert Attachments to PDF —Automatically convert all attachments to PDF for presentation to the public. NovusMEETING uses a conversion tool that will convert most attachments to PDF on upload. The tool takes advantage of a print driver to handle the conversion. This feature does require a single copy of the client application the file was created in on the server. For example, in order to convert office documents you must add a single license of Microsoft Office to the server. One Click Printing of Minutes — Users can print the entire minutes packet with one click. 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • www.swagit.com 15 ((Li)) Swagit Objectives: NovuSolutions will install, and set up the NovusMEETING module for Georgetown City. Pricing includes all project management, support, upgrades, and training for the solution. Georgetown City's annual maintenance and support will increase to $3,800 from $2,900 for continued support, upgrades, and maintenance after this year. The pricing also includes a custom minutes template for both draft and final minutes. Cost: Onetime fee of $5,000 Delivery Date: To be determined by NovuSolutions and Georgetown City Terms: Net 30 days 850 Central Parkway E., Suite 100 • Plano, TX 75074 •214-432-5905 • www.swagit.com 16 cl" 4cj 7p7ja-k7 1, , - r--�