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HomeMy WebLinkAboutMinutes_GGAF_04.05.2012 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 1:00 p.m. on Thursday, April 5, 2012 in the City Hall Main Floor Conference Room, located at 113 East 8th Street, Georgetown, Texas. MINUTES The meeting was called to order at 1:10 p.m. These minutes were approved at the May 9, 2012 GGAF Meeting. 1. Review minutes from the March 6, 2012 GGAF Meeting – Danella Elliott, Administrative Manager Unanimously approved. 2. Discussion and possible recommendation on a Parks and Recreation Fee policy that includes setting fees and cost recovery – Kimberly Garrett, Director of Parks and Recreation Kimberly Garrett introduced John Hesser, Chair of the Parks and Recreation Board. After showing a revised PowerPoint Presentation, Kimberly asked for recommendations/suggestions/input from the GGAF Board on determining a policy that charges non-residents differently from residents for recreation programs, memberships and rentals. This policy could include a percentage differential or a specific dollar amount. She also asked for suggestions for a policy on cost recovery for recreation operations, which should be a target cost recovery and used to set base membership and program fees. Below is a synopsis of their recommendations, which will be a workshop item in May. Overall Operational Recovery Rate Philosophy: The target for this rate is to be between 50% and 60% as a whole. Individual programs/fees/rates, etc. may vary in their individual recovery rates. Residential versus Nonresidential Rates Philosophy: 1) Memberships: Annual Residential Rate should be 75% of the Nonresidential Rate plus or minus 10% at the discretion of the Parks/Rec Director in keeping with the Target Market Philosophy. 2) All other rates: a. If the rate is greater than or equal to $50 for a resident, then the nonresident rate will be a minimum of the greater of $20 or 25% higher than the residential rate, with rates above this level made at the discretion of the Parks/Rec director as based on the demand for the service, while operating under the Overall Operational Recovery Rate target. b. If the rate is less than $50, then the nonresidential rate should be a minimum of $10 greater than the residential rate with higher differences at the discretion of the Parks/Rec Director. Members Present: Patty Eason, Danny Meigs, Rachael Jonrowe, Steve Fought Members Absent: Joe Pondrom Staff Present: Laurie Brewer, Lorie Lankford, Chris Foster, Kimberly Garrett, Kevin Russell, Leticia Zavala, Mike Peters, J. Richard Rosenberg, DPFG Target Market Philosophy: 1) Parks/Rec is to set memberships rates that encourage a target market of Seniors, Families, and Youths. 2) Annual Rates of all kinds should be set to incentivize consumers to choose annual payments over shorter term options. 3) A discount should be given to consumers that opt for using a bank draft as a form of payment where applicable. Contingency: Unless otherwise stated, the Parks/Rec Director is to apply the above philosophies to all rates under their jurisdiction, both current and future. These philosophies are written for Annual Rates/Fees. All non-annual rates/fees shall have these philosophies applied to them proportionally where reasonable. 3. An Ordinance establishing the classifications and number of positions (Strength of Force) for all the City of Georgetown Fire Fighters and Police Officers pursuant to Chapter 143 of the Texas Local Government Code pertaining to Civil Service. Kevin Russell – Director of Human Resources & Civil Service Chapter 143 of the Texas Local Government Code, Section 143.021, requires that the governing body of a municipality shall establish classifications and numbers of positions by ordinance. This ordinance supplements the Ordinance that adopts the Annual Operating Budget Plan as the ordinance that establishes the classifications and numbers of positions. This “Strength of Force” Ordinance separates and details the specific classifications and numbers of Civil Service positions. The changes for this year are as follows: Fire  Adding 3 new firefighter positions to finalize the opening of Fire Station 5. There were 9 previous new positions were added in 2010 as part of the SAFER grant.  Adding 1 replacement firefighter position due to a long term military deployment.  Adding 1 Fire Captain. This is part of the Fire Inspector transition and this person will fulfill the duties of Fire Inspections, Fire Prevention, Fire Code Enforcement, and Special Events.  Changing the title of the Apparatus Operator to Driver to better reflect position responsibilities and align with industry standard.  Changing the specific number of Drivers, Lieutenants, and Captains to reflect the future promotions for Fire Station 5. This does not affect the total authorized staffing. Police  Delete Warrant Officer position out of 2012/2013 budget that was previously frozen. Kevin went over the changes, and noted the total number of positions in Police is 76, and 88 in Fire. Unanimously approved. 4. Consideration and possible recommendation to fund temporary personnel costs with Evins Temporaries in an amount not to exceed $80,000 – Leticia Zavala, Utility Billing Manager and Micki Rundell, CFO Leticia Zavala explained to the committee that additional personnel resources are needed in the Utility Customer Service Department to ensure current levels of customer service are maintained throughout the implementation of the AMR Replacement Project. Retirement of a current AMR system operator has also increased the need for additional staffing resources to ensure adequate training and development is done before full implementation of the project begins. This authorization will allow the Utility Customer Service Department continued access to temporary employees to ensure a consistent level of service through the remainder of 2012. Temporary service costs were included in the project implementation budget for this year. Unanimously approved. 5. Review and discussion of the Business Planning Framework proposed by staff – Micki Rundell, CFO and Susan Morgan, Finance Director Lorie Lankford explained the format and strategy for the Business Planning Framework presented at the March 13, 2012 Council Workshop. Rachael stated that she would like to see citizen input. (It was noted that the survey was taken out during this budget process.) She wants to make sure that funds for the Citizen Survey are requested in the current budget process. Steve asked that the results be brought back before the committee. 6. Presentation to Committee – Information Technology (IT) major project status for the current fiscal year, and the IT Master Plan update for FY2013 – Mike Peters, IT Director Mike Peters provided an overview of major Information Technology major project status for the current fiscal year, and the IT Master Plan update for FY2013. Those included: Completed in the current year • Began Laserfiche (records management) pilot • Replaced all City-issued Blackberry smartphones • Implemented 65 vehicle GPS tracking systems • Updated Library internet terminals • Updated Square Wi-Fi system • Released Webex phone and web conferencing • For Council: Updated dais systems, digital timer system Currently in progress • Virtual Desktop Implementation (completed by July) • Outlook/Exchange Implementation (Replaces Notes) • Tyler Content Manager (Court records management) • Boards/Commissions move to MuniAgenda • MyPermitNow system for Planning Dept. • Electric Construction Mgt. System (in RFP) • Expense Report Management System (in RFP) Initiatives incorporated in the FY 2013 IT Master Plan update • IT Steering Committee managed three month process, parallel to CIP: – Review projects in progress – Identify new requirements – Factor in planned upgrades for existing systems – Reprioritize, place in timeline • Results were used to develop FY 2013 budget requests (IT and other depts.) • Asset Management System (AMS): – Electronic Inventory of City’s Infrastructure Assets – Work Order and Maintenance Management – Integrated with City GIS data – RFP Developed, waiting release • Laserfiche (Records Management) – Phased rollout of additional departments • Other Projects: – Phone system software upgrade – Interactive Voice Response (IVR) replacement – Fire Inspection System – City Intranet – Disaster Recovery/Bus. Continuity (DR/BC) Design (part of Public Safety Building design) – PD/FD Staff Scheduling – Contract Management System – Routine upgrades including CAD/RMS Initiatives beyond 2013… • Utilities Customer Information System – Major FY2014 project • ERP Systems Replacement – Major FY2015 project • Enterprise Records Mgt. (additional departments) • AMS Extension for Transportation • Internal Work Tracking System 7. Presentation by Mr. Richard Rosenberg with DPFG regarding “Public Improvement Districts (PID) as a Land Development Financing Mechanism” – J. Richard Rosenberg, Managing Principal, DPFG Mr. Rosenberg gave a presentation regarding an alternative view of using PID financing as a method for developers in funding their projects. The Committee thanked Mr. Rosenberg for his presentation. 8. The meeting adjourned at 3:05 p.m.