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HomeMy WebLinkAboutMinutes_GGAF_01.05.2010 MINUTES GENERAL GOVERNMENT AND FINANCE (GGAF) ADVISORY SUBCOMMITTEE OF THE CITY OF GEORGETOWN, TEXAS The General Government and Finance (GGAF) Advisory Subcommittee met at 1:30 p.m. on Tuesday, January 5, 2010, in the City Hall Main Floor Conference Room, located at 113 East 8h Street, Georgetown, Texas. These minutes were approved at the February 5, 2010 GGAF meeting. Keith Brainard called the meeting to order at 1:35 p.m. 1. Review and approve minutes from previous meeting – Danella Elliott The minutes from the November 30, 2009 GGAF meeting were approved. 2. Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell, Laurie Brewer, Lorie Lankford Micki explained that there will be a new “summary section” for some items that will be placed on upcoming City Council Agendas. These items are either routine in nature or mandated to be reviewed/approved by the City Council. Backup information for each item will be included in the GGAF agenda packet. Each item will not be specifically addressed during the GGAF meeting unless there are questions or comments by Subcommittee Members. A. Approval of an ordinance to amend the 2008/09 Annual Budget to recognize budget appropriation adjustments in the previous year. The first reading of this ordinance will be included on the January 12th Council agenda. $1,721,080 – related to FEMA and Police grant receipts; and the $1.6M payment to Williamson County as grant pass-through for the Williams Drive widening project. Members Present: Keith Brainard, Chair, Patty Eason, Dale Ross Members Absent: None Staff Present: Micki Rundell, Paul Brandenburg, Laurie Brewer, Lorie Lankford B. Approval of an ordinance amending the 2009/10 Annual Budget to recognize CIP appropriation variances from previous years. The first reading of this ordinance will be at the January 26th Council meeting. $2,103,297 - NET appropriation adjustments related to CIP roll forward increases within the General Capital Projects, Water Services and Stormwater Drainage Funds, as well as, appropriation reductions related to Street Maintenance in the SRF and the General Fund. These reductions represent projects that were approved in 2008/09 that had been included as a roll forward in the 2009/10 budget. Due to better bidding conditions, these projects were awarded in the September 2009, Also included is a reduction in the Information Technology ISF due to purchases made in September that were included in the $300K network hardware planned for 2009/10. The amendment also recognizes a $55,500 increase in the Airport Fund related to TxDOT grant match requirements. C. Authorization to pay the City’s pro-rata share of the operational costs of the Williamson Central Appraisal District (WCAD) for $117,628 will be included on the January 12th Council agenda. D. Resolution to approve/reappoint the Board of Directors for each of the City’s Tax Increment Reinvestment Zones. Currently scheduled for the January 12th consent agenda. This resolution reappoints designated Board members to the City’s 3 TIRZ Boards (Downtown, Gateway and Rivery). There are two changes to the Downtown TIRZ Board; replacing Ben Oliver, whose Council term ends in May 2010 with Patty Eason; and replacing Tom Yantis with Mark Thomas. All other members remain the same. This resolution also aligns the Board terms with the rest of the City’s Boards and Commissions at March 1. Dale suggested adding a downtown business owner to the Downtown TIRZ Board. Micki will ask Mark Thomas for downtown business owner suggestions to be on the board instead of Micki, since Finance provides staff support for the meetings anyway. OTHER FINANCE ITEMS OF INTEREST The following are items that may be of interest to the Subcommittee. This section should include follow-up reports or other informational items. These items will not be addressed individually on the GGAF meeting agenda unless a Subcommittee Member has questions regarding them. Back up information will be included. E. Report on the YE 2009 Texas Municipal Retirement System deposits and related rate information for 2010 and beyond. This will not be on the Council agenda. During the budget process, you were informed of our obligation for a one-time payment to TMRS for our portion of the unfunded liability. We did make a payment of a little over $403,000. We are caught up and are able to sustain our retirement plan. The Committee liked the format for this new section. 3. Discussion and possible action regarding the questions to be used in conducting the 2010 City of Georgetown Quality of Life Survey – Micki Rundell Micki explained that National Service Research (NSR) will be conducting the 2010 City of Georgetown Quality of Life Survey. This will be the 5th bi-annual survey the City has undertaken, and the first survey conducted by NSR. The purpose of the survey is to provide direct citizen feedback on basic services and programs that the City provides. It helps the organization determine the success or failure of using tax dollars. Surveys in general are the primary method that cities use to garner community feedback and input on citywide issues. The 2010 Survey will comprise of approximately 50+ questions that will provide information in such areas as:  what is important to the citizens  top issues facing the community  transportation issues  economic development priorities  value of tax dollars for services provided  ratings for customer service  quality and value of utility services  where do residents shop for services  where do residents get information about the City and its services The information gained will be a tool for the Council in setting priorities for the 2010/11 budget. Even though this is the first time NSR has conducted the City’s survey, the data collected will be compatible and comparable to the City’s previous four surveys. The City will still be able to identify trends and know if programs and projects done over the past years have had an impact to the community, and also provide the City with on- going benchmark information to measure areas of success and areas for improvement. Once the script is finalized, NSR will conduct the survey, currently scheduled for the late January/early February. Survey results are planned to be presented at the March 9 Council workshop. The Committee discussed changes/additions/deletions to the Draft Survey. A red-lined copy is attached. 4. Discussion and possible action to approve a resolution that supports the issuance of Single Family Mortgage Revenue Bonds to be issued by the Capital Area Housing Finance Corporation – Micki Rundell Approval of a resolution as required by Section 394.005 of the Texas Housing Finance Corporations Act, Chapter 394 that supports the issuance of Single Family Mortgage Revenue Bonds to be issued by the Capital Area Housing Finance Corporation. The Capital Area Housing Finance Corporation, which operates within 9 central Texas counties, has requested the City Council approve the attached resolution. This resolution allows participating mortgage lenders to issue single family home loans to residents of Georgetown under this program which is authorized in Chapter 394, Local Government Code. These loans have various income requirements based upon the type and price of the home. Carol Polumbo, the City’s bond counsel reviewed these documents and confirmed these bonds would have no financial impact to the City. These bonds have nothing to do with the City of Georgetown, but State Law does require that we have to approve/sign this resolution in order for citizens of Georgetown to be able to take advantage of this program, and lenders offer this program. 5. Overview of the upcoming RFP process for the City’s depository contract – Laurie Brewer The City currently contracts with JP Morgan Chase for depository services based upon a 2006 RFP process. State law requires that a City bid depository services at least every five years. The City contracted for two years, and has done two, one-year extension. While the quality of services provided by JP Morgan Chase continues to be favorable and we could do another one-year extension, staff recommends moving forward with the RFP process to ensure the City is receiving the best possible service at the best price. There are costs and staff resources involved in changing banks but due to the planned timing of the Customer Information System implementation in 2011, staff feels it is prudent to go through the process at this time rather than next year. The City will send letters to all local banks inviting them to respond to the RFP. Dale and Keith both think it is commendable to go out for bid, always a good practice to keep vendors honest. 6. Overview of the upcoming 2010/11 Annual Budget process – Laurie Brewer, Micki Rundell, Paul Brandenburg City staff will begin the Capital Improvements Program update in January, which begins the annual budget process. Staff will present the key dates currently being suggested for budget as well as discuss the process for gaining board and commission input to the 2010/11 budget. The calendar is in draft and dates are subject to change. The Truth in Taxation calendar for 2010 has not yet been established and slight changes may be necessary to accommodate these requirements. Keith suggested not referring to it as “one pot of money”; we have General Fund money and non- General Fund money. Therefore, when ranking priorities, i.e. a truck from General Fund money shouldn’t have to compete with buying a truck with Utility Funds money, as they are not in competition. It should be kept at a “policy” level vs. a “thing” level. Dale looks at budget as policy. He feels that when the City Manager’s budget is presented to Council, it should not be presented with a caveat that if you don’t do this, then these are the services that will have to be reduced. They would like for staff to tell Council what the shortfall is, and Council will decide what to cut, etc. Staff should have options available though. Keith reiterated that any additional revenue shortfall should be expressed in dollars, not things, and the use of the shortfall will be Council’s discretion. 7. Discussion and possible action regarding the contract award for Municipal Court Prosecutor – Mark Sokolow Mr. Sokolow explained that this contract would run through August 1, 2010, then on a month-to-month basis. After he hires the Assistant City Attorney, he will look for that person to take over some of these responsibilities. He asked the prosecutor not to exceed 30 hours per month without his approval. The meeting adjourned at 3:00 p.m.