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HomeMy WebLinkAboutMinutes_GGAF_10.05.2010 L:\Division\finance\Share2\GGAFSub\GGAF Meetings\2010\12.2.10\12.2.10DRAFTMinutes10.5.10.doc The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 1:30 p.m. on Tuesday, October 5, 2010, in the Georgetown Municipal Complex Williamson Room, located at 300-1 Industrial Blvd, Georgetown, Texas. MINUTES These minutes were approved at the December 2, 2010 GGAF Meeting. Dale Ross called the meeting to order at 1:32 p.m. 1. Review minutes from the August 3, 2010 GGAF Meeting – Danella Elliott The minutes were approved. 2. Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell a. Routine IT Maintenance Contracts for 2010/11. Mike Peters informed the committee that the list is just a summary, but it will be broken out into more detail at the regular Council meeting. b. Results of 2010 Hotel Motel Audit. The results of the Hotel Motel audit were included in the packet. There were no questions or comments. 3. Consideration and possible action to approve a letter of engagement with McCall, Parkhurst & Horton, LLP to serve as the City’s official bond counsel. Micki introduced Carol Polumbo who stated that this item was just for a routine Latter of Engagement. Micki noted that McCall, Parkhurst and Horton has been the bond counsel for many, many years. We are very pleased with their services and they are very reasonable. The committee approved the recommendation. This item will be on the next Council agenda. Members Present: Dale Ross, Chair, Danny Meigs Members Absent: Patty Eason Staff Present: Paul Brandenburg, Micki Rundell, Laurie Brewer, Leticia Zavala, Mike Peters, Terry Jones, Kevin Russell, Robert Fite, Clay Shell L:\Division\finance\Share2\GGAFSub\GGAF Meetings\2010\12.2.10\12.2.10DRAFTMinutes10.5.10.doc 4. Consideration and possible action to review and adopt the draft bylaws for the General Government and Finance Advisory Subcommittee. Micki noted that she had drafted these bylaws at the direction of the committee. She said that this is a unique committee. She didn’t find other cities with this type of committee, but used the same standards from other City committees as a start. Once this committee is comfortable with the bylaws, it will go the City Council for approval. Paul has reviewed the draft. Dale Ross said it is a good list. He agrees that if some other Board has reviewed an item, then it doesn’t need to come before the GGAF group. Micki added that this has been very beneficial. The committee approved the draft bylaws. This item will be on the next Council agenda. 5. Consideration and possible action for the purchase of a security access system for City facilities from Convergint Technologies through the TCPN state purchasing contract in the amount of $367,741.96. Terry Jones noted that this item was a follow-up to a previous notification to the committee earlier in the year. He noted that the current system has corruption in the software and we are replacing all of the systems to all fall under one system, and are adding exterior cameras as well. Danny Meigs asked if Terry knew the expected life of the system. Terry noted that the original system was installed in 1998, so the life is approximately 10 years. The committee agreed with the recommendation. This item will be on the next Council agenda. 6. Consideration and possible action for the selection of an architect to provide programming services and develop options for the design and construction of Fire Station 5. Terry Jones explained the process of selecting the architect for design and construction of Fire Station 5. He noted that this selection process was suggested by this committee. Terry explained that the top 2 candidates were very close. Chief Fite called his associates, and BRW got a better review from the references, and their4 presentation was much better. Each firm gave a 15 minute presentation and then did a 15 minute question/answer session. Terry also noted that the high and low scores were both thrown out, and BRW was the top choice. Danny and Dale both said that this was a good process and that it was not an easy job. They asked Terry to come back with a price after Council approval. 7. Consideration and possible action to approve the amended Emergency Services Contract between the City and Williamson County Emergency Services District (ESD) #8 for fiscal year 2010/11. Micki said that this contract has been a “team effort”. Jim Briggs is one of the commissioners. Danny asked if he was okay with the contract, and Jim said that he was very pleased. He said that the budget process went very smooth, and he has no argument with the methodology. He said that this is a much more cooperative agreement. The committee approved the recommendation. This item will be on the next Council agenda. 8. 2010/11 Benefits Update. Kevin Russell updated the committee on the benefits, changes, and costs, as well as the retiree insurance issues. Since there will be savings in the quoted price and the budgeted amount for insurance, Kevin suggested that we could utilize some of the savings to contribute to the employees’ HSA accounts. After the presentation on the retiree insurance and following discussion, the committee suggested possibly subsidizing the retiree insurance this year, and then we would have a year to make a decision regarding costs, etc. Dale said that we would have to be very clear on the amount and length of time the retirees would be subsidized. Danny said that it is inevitable that retirees will need to be in a separate pool in the future. L:\Division\finance\Share2\GGAFSub\GGAF Meetings\2010\12.2.10\12.2.10DRAFTMinutes10.5.10.doc The committee asked Kevin to provide a one-page summary of the recommendations/information and also asked Micki to get an OPEB consultant to run the numbers regarding the future impact on retiree insurance costs. The budget has been prepared with at least a 17% increase in Benefits costs. Staff recommendation stays within the monies allocated in the budget. Council direction will be required to authorize staff to enter into contracts with selected providers. Kevin also gave an update on the 457 plan and noted that there will be more informational sessions available for employees. 9. IT update on current active projects. Leticia gave an update on the IT projects and status of the OSSI. The project is on schedule and under budget. “Go-live” is slated for October 12th. Firehouse is tested and has passed the final audit. The telephone system upgrade project is 95% complete. The committee was informed of the results, etc. and possible reconsideration of Incode for the CIS/AMI system. The group is still researching and conducting site visits to come up with a clear choice. Danny commended the group on their analysis and Dale thanked everyone for the good information. 10. The meeting adjourned at 2:59 p.m.