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HomeMy WebLinkAboutMinutes_GGAF_03.01.2011 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 1:30 p.m. on Tuesday, March 1, 2011, in the City of Georgetown Council Chambers, located at 101 East 7th Street, Georgetown, Texas. MINUTES These minutes were approved at the April 5, 2011 GGAF Meeting. Dale Ross called the meeting to order at 1:30 p.m. 1. Review minutes from the February 1, 2011 GGAF Meeting. Unanamously approved. 2. Determine the Terms of Office for the newly appointed citizen members of the General Government and Finance Advisory Subcommittee (GGAF), and election of a Vice-Chair as required by the GGAF Bylaws. Dale Ross introduced the newly appointed citizen members and they each gave a brief synopsis of their experience, etc. Patty Eason was elected as Vice-Chairman, Joe Pondrom will serve the two-year term position and Steve Fought will serve the one-year term position. Unanimously approved. 3. Update on current active projects. Leticia Zavala, Project Manager, updated the committee on the ongoing projects. Automated Metering Infrastructure (AMI):  The project “officially” kicked off with a 2 day Meeting (February 3rd and 4th) between the City and Elster to develop project schedules and deployment timelines for the overall project, as well as a smaller more controlled area referred to as Phase I.  Phase I is similar to a “pilot” phase and is geographically centered in one area. It encompasses both water and electric meters for commercial, residential, and multi-family. There will be approximately 1200 meter replacements and the area is located off of Leander Road. Members Present: Dale Ross, Chair, Danny Meigs, Patty Eason, Joe Pondrom, Steve Fought Members Absent: None Staff Present: Micki Rundell, Laurie Brewer, Leticia Zavala, Mike Peters, Terry Jones, Trina Bickford, Robert Fite  The City does not anticipate the contractor to begin the process of replacing the meters in the field until June 2011 at the earliest. INCODE Upgrade Project:  By staying with our current vendor, Tyler Technologies, Incode Division, the City was able to upgrade all current INCODE modules (such as financials, human resources, purchasing and inventory, etc) to the latest product version as the module versions are released and available.  The project “officially” kicked off on January 10th with development of project schedules and deployment timelines. This upgrade is phases by modules with the following sections slated for upgrades in the current year. Core Financial System:  “GO LIVE” planned for late June 2011 Purchasing & Inventory:  “GO LIVE” planned for early July 2011 Personnel Management:  “GO LIVE” planned for late October 2011 Customer Information System (CIS):  “GO LIVE” planned for late January 2012 Enterprise Asset Management (EAM):  The City contracted with Westin Engineering to develop a data collection plan and work flow process for maintenance of utility assets, along with assistance in acquiring the software to automate this process.  Includes water, wastewater, electric, and planning.  Process review began in January 2011  Timelines and data attributes being developed Council Video System Schedule  The City contracted with SwagIt Productions to install and operate a Council Chambers video system.  Equipment orders and site preparation are underway.  We expect to produce the first “practice” meeting using the new system in late March. New E-Mail Format Update:  Project is nearing completion and “old” email addresses will be disabled in March 2011. Video Surveillance System:  Project is to replace our existing outdated video camera system with a new server-based digital camera system.  Server and network infrastructure for the project is complete, and the existing surveillance cameras have been added to the new system.  The next step will be to install approximately 50 additional cameras to the system, which is expected to take 1-2 months. Development of standards for mobile devices for field use:  Numerous departments have expressed interest in mobile solutions for field workers, allowing them to access City systems while at a field location.  IT is beginning a project to collect requirements from potential mobile users in order to define the smallest number of device options, so we can minimize support costs while meeting the needs of the largest number of use cases.  Results are expected in about two months. 4. Summary regarding “Other Finance Agenda Items and Items of Interest”. All of the following were unanimously approved and will be presented at the Council Meeting on March 8th. A. Consideration and Possible Approval of Wireless Network Access Points (equipment, services and maintenance) from S3, Inc (DIR Vendor) for $31,600 – Mike Peters, IT Director B. Consideration and possible approval to extend existing appropriation to Southern Computer Warehouse (SCW) (DIR Vendor) by an additional $30,000 for routine IT hardware/software product purchases – Mike Peters, IT Director C. Consideration and possible approval to extend existing appropriation to CDW-Government (CDW-G) (DIR Vendor) by an additional $30,000 for routine IT hardware/software product purchases – Mike Peters, IT Director D. Consideration and possible action for the approval of the annual payment for the operation of the county wide radio communications system to Williamson County in the amount of $95,340.00. E. Consideration and possible action to award the bid for demolition of San Gabriel pool to Ward Septic Tank and Backhoe Service of Georgetown in the amount of $32,500.00 – Terry Jones, Support Services Director F. Consideration and possible action to recommend the purchase of a Fire Apparatus from Siddon’s at an estimated cost of $375,000 - Robert Fite, Fire Chief 5. Consideration and possible action to recommend the addition of Fire Training elements to the Fire Station 5 Certificate of Obligation (CO) Bond Issue planned for April 12, 2011 . Robert Fite, Fire Chief explained that as the fire department grows, so does the need for a training facility.  46% of the workforce has less than 5 years of service and we have no facility or method to train and develop our personnel.  These training elements will be shared with the Police as Chief Nero has a very similar problem within his workforce.  Currently, we send our personnel to Austin Training Center, College Station or Leander for training.  The training elements planned are a fire training tower and a small outdoor classroom near the tower. Depending upon pricing of the tower; we may be able to add a 2 story fire tactical house as well. The site development costs are not known so forecasting exact costs are difficult. Once this project is approved, we will have more definitive numbers. This is part of the master plan for the Public Safety complex to improve the safety to our citizens and personnel.  Funding for these elements was originally planned to be included in the overall “Public Safety Facility” bond request that may come before voters later this year. Due to the dire need for these facilities, staff is requesting that we include the funding for these elements in the project costs for Fire Station 5  The additional costs of these features is $2.1 million, bringing the total estimated cost for the Fire Station 5 site to $4.6 million. If these cost are funded with the 2011 CO Bond, this would in fact lower the amount requested in a possible Public Safety bond election. Unanimously approved. 6. Consideration and possible action to recommend the timing for the construction of a replacement building for Fire Station 2. Robert Fite noted that Fire Station 2 was constructed in 1974 and originally built as a volunteer fire station. At that time, the station was not staffed but built in order to accommodate a volunteer firefighter and his family if he chose to stay the night. During the past 37 years, the building has had major mold mitigation and continues to be a problem with roof leaks, cracks in walls, and limited livability options.  The City recently agreed to purchase two properties at 204 West Central and 1603 Williams. The plan is to re-build Fire Station 2 on the two new lots in conjunction with the current lot. Planning and Zoning has received the Special Use Permit and we are ready to move forward with the design and build process.  The proposed fire station will house a Fire Engine and we will move the Battalion Chief (Temporary) to this location based on a pending recommendation by Citygate. This response study will be complete in March and presented to the Council on March 22. The station will be between 7000-8000 square feet. The design, engineering and building decisions have not been determined at this time. Estimated costs are $1.5 million or less.  Staff requests consideration to move forward with the replacement of the current Fire Station 2 and to parallel the construction of this facility with Fire Station 5. In order to expedite this process, Fire Station 2 could be designed simultaneously with Fires Station 5, and bid at the same time, which may in fact, reduce costs if awarded together.  Funding for this project could also be included in the 2011 Certificates of Obligation bond issue planned for April. In addition, relocating operations for this station will be required. One option would be to relocate operations back to the “old fire station” downtown. This option was used when Fire Station 2 was closed for several months during mold remediation. If not, temporary housing/location costs will be needed. Unanimously approved. 7. Consideration and possible action to recommend a “not to exceed” amount for the 2011 Certificates of Obligation bonds to be noticed at the March 8, 2011 Council Meeting. Micki Rundell Per the previous discussions regarding the funds needed for Fire Station 2 and Fire Station 5 and the possible addition of the training elements, this item is to clarify the amount to be included in the CO bond notice that will be presented to City Council on March 8. This is a “not to exceed” amount, meaning once the notice is published; additional funding can’t be added to the amount of the proposed CO Bond without republishing another notice and thus possibly delaying the sale and issuance of the bonds planned for April. The following amounts include the addition of funding for the construction of Fire Station 2, as well as, the addition of the training elements at Fire Station 5. All other items, with the exception of the land purchase for Fire Station 2, are included in the 2010/11 Annual Budget. Certificates of Obligation 20 Year Bonds Fire Station 5 – Construction $2,500,000 Public Safety Training Elements 2,100,000 Madella Hillard – renovations 130,000 Land Purchase – Fire Station 2 350,000 Fire Station 2 – Construction 1,500,000 5 to 10 Year Bonds Security System (7 year amortization) 245,000 Fire Truck – Station 5 (10 year) 425,000 Public Safety Vehicle replacement (5 year amortization) 670,000 TOTAL TAX SUPPORTED CO BONDS 7,920,000 SELF-SUPPORTING BONDS: Certificates of Obligation – 20 year bonds Williams Drive Widening – due Williamson Co (GTEC) 1,700,000 TOTAL SELF-SUPPORTING CO BONDS 1,700,000 TOTAL ESTIMATED PROCEEDS (Net of Issuance Costs) $9,620,000 Estimated 2011/12 NET tax impact from these bonds is estimated at $0.017. This amount includes the 2011/12 projected reduction in debt service. The actual impact can be greater or less, depending on final interest rates on the bonds, as well as, actual changes in the City’s property values for 2011/12. Unanimously approved. 8. Consideration and possible action to recommend changes to the City’s purchasing guidelines. Trina Bickford, Purchasing Manager explained that the City’s Purchasing Policy was originally developed in the early 1990’s when the City first created its Purchasing Department and was based upon state procurement laws that were in place at that time.  Since then, the City has experienced rapid growth, yet the Policy has had minimal changes.  In addition, state procurement laws have changed, and in many cases, have become less restrictive than what the policy the City currently operates under.  City organization has expanded during this time and become more complex in operations.  The current policies are often confusing and difficult for staff to follow The City’s current policies are much more restrictive than current state laws. This process will help identify opportunities to modernize the City’s Policy to streamline our processes, increase efficiency and provide clarification to City staff and City Council. Proposed changes are:  As previously announced, orders under $3000 do not require competitive bids.  Purchases between $3,000.01 and $50,000 require a minimum of three informal bids. Out of the bids solicited, a minimum of two must be from certified Texas HUB vendors to comply with the Texas Local Government Code. If there are no vendors in Williamson County selling the commodity or service to be purchased, this requirement is waived.  Over $50,000-formal solicitations must be issued through Purchasing and posted on the City's e-Bid web site. Additionally, Council approval and Board approval is required prior to entering into the agreement with the vendor. If the total is under $100,000 for routine, non-controversial materials or services, the procurement may be placed on the consent agenda.  Requirements between $10,000 and $24,999.99 no longer require written informal quotes on the vendors' forms. We will be developing a form you can use to summarize the bids you receive and a form you can provide to the vendors if you'd like to have their response in writing, which is NEVER a bad idea!  Requirements between $25,000 and $49,999.99 no longer must be posted to the City's e-Bid system - they will only require informal bids but Purchasing will be glad to post them or solicit the bids if the division prefers. These procurements will no longer require Council approval unless they are non- routine or high profile items where the Council should be kept informed.  The HUB requirements will be verified on orders between $3,000 and $50,000, and information on how to locate HUBs will be developed and posted on our web page. Purchasing will be glad to assist in finding sources for any requirement, HUB or non HUB.  For orders over $3,000, Purchasing must review and approve the order prior to submitting the order to the vendor. This is not really a change in policy but it will be even more important that we make sure to follow the existing policy in order to comply with the HUB requirements.  Professional services (under Texas law, engineers, architects, surveyors, medical professionals including optometrist and accountants) must still be procured in accordance with the Texas Professional Services Procurement Act, but they no longer require Council approval until they reach $50,000. Purchasing will be providing regular reports to Council on the amounts spent for professional services as well as consultants.  There are still some items that require special handling as required by the Texas statutes, such as public works and construction. Generally, this type of requirement is high dollar but if you do have a smaller one, please contact Purchasing so we can help with the applicable statutes.  The new dollar limits take effect April 1, 2011. Unanimously approved. 9. The meeting adjourned at 2:38 p.m.