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HomeMy WebLinkAboutMinutes_GGAF_10.04.2011 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 1:30 p.m. on Tuesday, October 4, 2011, in the City of Georgetown Council Chambers, located at 101 East 7th Street, Georgetown, Texas. MINUTES These minutes were approved at the November 1, 2011 GGAF Meeting. The meeting was called to order at 1:35 p.m. 1. Review minutes from the August 2, 2011 GGAF Meeting. Steve Fought asked that we keep the Interlocal Agreement with Williamson County for the expansion of Williams Drive and related costs as an “open item” so that when more information is obtained, the GGAF Committee will be advised/notified. Joe Pondrom asked for the same recommendation with the Public Safety Facility. Unanimously approved. Mike Peters explained that Items #2 through #8 are already budgeted for maintenance/software. The renewals come up during different months, but as last year, he is bringing all items forward at one time. 2. Consideration and possible approval of annual appropriation to Sungard Public Sector, Inc. (Sungard) in the amount of $138,000 for IT software maintenance expense (Public Safety Computer Aided Dispatch System). Unanimously approved. 3. Consideration and possible approval of annual appropriation to Tyler Technologies (Tyler) in the amount of $105,000 for IT software maintenance expense (Financial, Court and Utility Billing Systems). 4. Consideration and possible approval of annual appropriation to Verizon Wireless in the amount of $85,000 for wireless data services. 5. Consideration and possible approval of annual appropriation to Internetwork Experts, Inc. (INX) in the amount of $60,000 for IT hardware/software maintenance expense (Networking equipment, fax software). 6. Consideration and possible approval of annual appropriation to Flair Data Systems (Flair) in the amount of $56,000 for IT hardware/software maintenance expense (Cisco Phone System). 7. Consideration and possible approval of annual appropriation to EST Group (EST) in the amount of $54,000 for IT hardware/software maintenance expense (Compellent Data Storage platform). 8. Consideration and possible approval of a contract with Presidio Networked Solutions for the amount of $84,000 for consulting services related to the implementation of the Microsoft Exchange\Outlook e-mail platform. Members Present: Patty Eason, Chair, Danny Meigs, Joe Pondrom, Steve Fought, Rachael Jonrowe Members Absent: None Staff Present: Micki Rundell, Paul Brandenburg, Terry Jones, Mike Peters, Elizabeth Cook, Dave Hall, Tamera Baird Items #2 - #8 were unanimously approved. 9. Consideration and possible action for approval of the guaranteed maximum price for the construction of Fire Station 5 and training facility. This item was pulled from the agenda and will be placed on a future agenda. 10. Presentation and possible recommendation to move forward with procurement of a contract with Capital Area Council of Governments (CAPCOG) for development and land management software licenses. Elizabeth Cook said that Community Development is proposing to implement a project tracking system for Planning and Development, Permitting and Inspections, and Code Enforcement. Currently, Permitting and Inspections and Code Enforcement utilize Incode, which is the City’s current financial data tracking system and was not designed for land management applications. Planning does not have an automated development tracking software, and currently utilizes an Excel spreadsheet and a basic project information tracking database system developed in-house by our GIS staff. As proposed, the City would implement the following components of a system available through the Capital Area Council of Governments (CAPCOG): MyPermitNow, MyAddressNow, MyCodeEnforcementNow, MyCommunityServicesNow, and Inspections Anywhere. As designed, MyPermitNow serves as the customer’s portal to all information concerning their plan review and inspection status. They can do a real time status check, as well as download completed plan review information. Inspections can be scheduled online, and they can receive real time inspection status updates as well as view their inspections reports. The system sends alerts via phone or e-mail when aspects of the permitting process are complete or need the customer’s attention. Today, all of the above information and communications require direct communication between our City staff and our customers and only happen during business hours. Staff made a site visit to the Commission’s facility and met with two of their clients, St. Tammany Parish and City of Alexandria. During our visit to the Commission we met with plans reviewers and an inspector, as well as IT staff and their CEO and were favorably impressed with how the system operates. On our visits with their clients we heard from both how responsive and easy it was to work the Commission. Staff believes that for costs involved and benefits received make the MyPermitNow software an excellent solution to our project tracking needs. They anticipate that Georgetown would have a permit volume range of 4,000, so the annual software fee would be $22,000 for MyPermitNow based CAPCOG’s established rates. MyAddressNow is based on a flat rate of $200 per month or $2,400 annually. MyCodeEnforcementNow is billed at a $0.70 per actionable case rate and based on past case volume; we estimate the annual fee to be $1,400, which based on 2,000 cases per year. We are still waiting for information on the costs of MyCommunityServicesNow, but the indications are that it will be minimal. The estimated total annual software cost is $25,800. To effectively use all the software features including digital review, staff proposes hardware expenditures including providing staff with higher quality and larger monitors and Tablets for field inspections. The Tablets will replace the Toughbooks currently being used. The hardware costs associated with the start of the project are at a minimum $30,000. A new Technology Fee is being proposed that would fund the software and hardware costs for this project tracking program, in the long term. Technology fees are proposed based on the type of review, number of reviews and reviewers, whether on-site inspections are required and how many, and the complexity of the application process. The following are the proposed Technology Fees for Planning applications: $5.00 (minor applications with limited paper and staff review/inspection) Access Point Connection Exemption, Appeal, CDC small, Driveway Permit (Agricultural & Residential), Letters of Reg. Compliance, Minor Administrative Revisions, Sign Permits (Temporary), Plat Waiver, Tree Protection Priority, and Waiver w/out a Plat. $7.00 (applications with limited paper and staff review/inspection) CDC minor, License to Encroach, Master Sign Plan, Sign Permits, Temporary Use Permit. $10.00 (moderately complicated applications with a various review steps) Administrative Exception/Determination, Annexation (voluntary), Revision to board/Council, Rezoning, Special Exception, Special Use Permit, Utility Evaluation, Variance. $25.00 (more complicated/detailed review and multiple reviewers/inspections) CDC major, Comprehensive Plan Amendment, Development Agreement Amendment, Driveway Permit (non-residential), Stormwater Permit, Administrative/Amending Plat, Final Plat, TIA. $50.00 (major projects with multiple staff reviewers/reviews/inspections) Construction Plans (including major revisions), Development Agreement, Rezoning (PUD, Mixed Use), Site Plan, Site Plan w/ Construction Plans, Preliminary Plat, Replat, Preliminary/Final Plat Combo. The following are the proposed Permitting Technology Fees, again the fees are based on review and inspection complexity and number: $5.00 Arbor, Fence, Roofing, Sidewalk, Water Softener $7.00 Accessory Building, Deck/Patio, Demolition, Driveway/Curb Cut, Sign Temporary Use Permit $10.00 Electrical, Mechanical, Plumbing (ETJ); Fire Suppression/Alarm; Foundation; Garage/Carport Job Trailer; Manufactured Home; Moving Building, Pool, Underground Propane Tank $15.00 Commercial Remodel, Residential Remodel, Tenant Finish Out $20.00 Residential Building Permit $50.00 Commercial Building Elizabeth said that they are excited about the capabilities and what it might do for the City of Georgetown, and asked that they take a closer look at the implementation schedule to make sure it was going to be smooth. Unanimously approved. Micki introduced Susan Morgan, the new Finance Director. Danny noted that he would like to get to the point of “not” bringing routine items to GGAF, as they are already included in the approved budget. Rachael said that it was a valuable learning tool, as she was new to the process. They discussed the pros/cons of reviewing items such as these and if it was necessary to go before GGAF prior to Council. Rachael said that because she was new, it was helpful and beneficial to her. The committee decided to place an item on a future agenda to review the Bylaws. There will be a Special GGAF Meeting on October 18th at 1:00 pm.to hear a Benefits/Compensation Update from Kevin Russell, HR Director. 11. The meeting adjourned at 2:30 p.m.