HomeMy WebLinkAboutMinutes_GGAF_04.05.2011
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The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council
met at 1:30 p.m. on Tuesday, April 5, 2011, in the Georgetown Municipal Complex Williamson Room, located at
300-1 Industrial Avenue, Georgetown, Texas.
MINUTES
These minutes were approved at the May 3, 2011 GGAF Meeting.
The meeting was called to order at 1:30 p.m.
1. Review minutes from the March 1, 2011 GGAF Meeting.
Unanimously approved.
2. Consideration and possible action authorizing staff to solicit qualifications statements from qualified
architects for the purpose of designing an amphitheater.
Terry Jones explained the process and said that staff is requesting approval to solicit qualifications from
architectural firms to begin the design process for an amphitheater to be located on the old football stadium
site in San Gabriel Park. This first step will be to receive and evaluate qualifications from architects and
receive approval from Council for the selected firm. The second step will be to solicit qualifications from
construction companies for the purpose of constructing the amphitheater using the preferred method on this
project, Construction Manager-at-Risk. This method is preferred over others because we have the ability to
choose a contractor based on qualifications and skill constructing these types of facilities rather than simply
accepting the low bidder. This method for construction is widely accepted and used in the public sector as the
preferred method of constructing facilities.
Steve Fought asked if staff is still comfortable proceeding with the amphitheater design. He questioned if it
was possible to go ahead with the design and then “put it on the shelf” until the economy picks up. Micki
explained that there will be no financial impact at this point in the selection process. Bonds totaling $36.5
million were approved by the voters for this project in November 2008.
Mr. Fought suggested that since this was approved some time ago, Council might take one more look before
continuing.
Unanimously approved.
Members Present: Patty Eason, Co-Chair, Danny Meigs, Joe Pondrom, Steve Fought
Members Absent: Dale Ross, Chair
Staff Present: Paul Brandenburg, Micki Rundell, Laurie Brewer, Mike Peters, Terry Jones
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3. Consideration and possible action to award the bid for vehicles to Sam Pack’s Five Star Ford of
Carrolton, Texas in the amount of $100,355.
Terry Jones noted that bids were received for vehicles to be used for the two new AMI field technicians and
supervisor, and for a Utility Office meter reader. These vehicles were not bid on the previous vehicle bid
because they were included in the AMI project budget and the implementation of the project was not
determined at the time of that bid. We did not want to purchase vehicles before we actually needed them.
Both Hewlett Chevrolet and Mac Haik Ford were sent bid invitations. Staff also called Hewlett and Mac Haik to
verify that they knew when the bid opening was, and they chose not to bid. The City of Georgetown tries to
always get local groups to bid.
Unanimously approved.
4. Discussion and possible action to recommend proposed changes to the City’s Fiscal and Budgetary
Policy for 2011/12.
Micki Rundell explained that this item is to review the proposed changes to the Fiscal and Budgetary Policy for
the upcoming budget and to gather feedback on various proposed changes. Proposed amendments include:
Addition of a Fund Balance Policy in accordance with GASB 54
Addition of the Rate Stabilization Fund within the Electric Fund to offset and mitigate potential
impacts to electric rates related to increased fuel costs or other external factors
Within the Personnel Cost added
o Position Control requiring Council approval before any new position is added outside of the
annual budget process
o Use of Excess Salary Savings requiring City Manager approval prior to funds being spent
Changed Purchasing Policy to reflect recent policy changes that were adopted by City Council last
month that mirrors State Law.
Under “Retirement Benefits”
o Revised the targeted funding level for pension liability from 75% to 80%, and documented
the current percentage funded
o Added language related to funding a 1-time payment to TMRS to lower the
City’s unfunded pension liability
Modified language for GGAF to include 3 Council members and 2 citizens within the committee
In addition, references to fiscal year 2011/12 have been updated and designated amounts have been left
blank. These amounts will be included once they have been determined and will be included in the final
document that is adopted with the 2011/12 budget. Numbering to include sections on Fund Structure
(previously included in the Purpose section) and Fund Balance where added.
Once recommendations have been reviewed, a PowerPoint presentation will be prepared for City Council.
Currently, the Fiscal and Budgetary Policy is scheduled for presentation to Council on May 10, 2011.
Unanimously approved.
5. Presentation on the City Links Project, the City of Georgetown’s Advanced Metering Initiative.
Kathy Ragsdale explained that “City Links” is the advanced metering initiative that is being implemented by
the City of Georgetown, which enables us to leverage all the advantages that an advanced metering system
provides, and in doing so, create an environment in which everyone benefits.”….This is the public definition.
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City Links is actually part of the Automated Metering Infrastructure (AMI) Communication Plan. It is the name
given to the AMI Project, as well as, the webpage that is dedicated to providing customers with explanations of
what AMI is, why we have initiated this project, and to discredit misinformation that is circulating in other public
forums. Additionally, City Links provides a site where customers can go, 24 x 7, to find out the progress being
made on the AMI program and advanced meter deployment.
City Links can be accessed through a link on the Utility Billing webpage or by entering the following address:
http://citylinks.georgetown.org
It currently provides a definition of the project, Frequently Asked Questions, a Phase I deployment map and an
archive of articles that the City has published on this project. Once the project actually starts, we will provide
regular updates and the exact areas that are being deployed.
All activity contributing to City Links, from inception, design and implementation has been performed in-house.
Only the actual typesetting of the logo was outsourced, at a cost of $65.00.
Unanimously approved.
6. A Resolution expressing official intent to reimburse net costs for the purchase of land for Fire Station
2 in an amount not to exceed $350,000 with proceeds from bonds that will be issued at a later time.
The Council has approved the purchase of land for Fire Station 2. These plans include the following debt
funded projects: Land Purchase - $350,000. This purchase will be funded through Certificate of Obligation
bonds to be issued in May 2011.
Approval of the bond reimbursement resolution will allow the design work, construction and/or purchase of
these programs to move forward using existing cash, and reimbursing the funds with debt issued later in the
fiscal year.
The process of using a bond reimbursement resolution has been used over the past nine years to provide
better debt and project management. Due to the City’s Fiscal and Budgetary Policy, tax-supported debt must
be issued within the term of the Council approving the reimbursement resolution. Therefore, this debt must be
issued before May 2011.
The bond ordinances are scheduled to be brought forward for the Council’s approval on May 10.
Unanimously approved.
7. Consideration and possible action to approve a fee increase for BRW Architects because of increases
in civil engineering design for the Fire Station 5 project in the amount of $38,750.
We have received a request form BRW Architects for an increase in fees for civil engineering work on the Fire
Station 5 project. When they submitted their fee proposal originally they included a budget of approximately
$34,000.00 for civil engineering. They received a proposal from a civil engineer in Brenham in the amount of
$35,750.00. We had requested that they attempt to use local firms, if possible for their engineering work, so
they received a proposal from Baker Aicklen Civil Engineers from Georgetown for approximately $85,000 to
provide civil engineering on the project. BRW was able to negotiate the price down to $74,500 but that is still
$40,500.00 over the BRW budget for civil work.
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Council approved $340,870.00 in December 2010 for BRW to design Fire Station 5. $39,000 would be the
additional amount to use a local civil engineering firm.
Staff is seeking direction on whether to pay the additional expenditure to use a local firm or to have BRW
contract with their original civil engineer at no additional cost.
The GGAF Subcommittee voted 4 – 0 to reject the additional fees and allow BRW to contract with their original
civil engineering firm, and to bring the item forward to City Council for discussion. This item will be on the April
12, 2011 City Council Agenda.
8. Consideration and possible approval of the purchase of Brocade data switch equipment from Dell, Inc.
for an amount not to exceed $92,700.
Mike Peters explained that staff had already included costs for replacement of two Brocade data switches
(which have reached end of life) in the FY 2011 budget. In addition, the expected higher data volumes for the
CityLinks Advanced Metering Infrastructure (AMI) project require that we upgrade to a newer technology able
to handle these volumes. This request is for those replacement switches and related software and installation.
Dell is a reseller of Brocade equipment and is a DIR vendor.
Unanimously approved.
9. The meeting adjourned at 2:15 prn.
Certificate of Posting
I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City
Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the ______ day of __________________,
2010, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting.
Jessica Brettle, City Secretary