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HomeMy WebLinkAboutMinutes_GGAF_11.06.2012 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 2:00 p.m. on Tuesday, November 6, 2012, in the Friends of the Library Room, located at 402 West 8th Street, Georgetown, Texas. MINUTES The meeting was called to order at 2:05 p.m. These minutes were approved at the January 9 2013 GGAF Meeting. Item # 8 was moved to the beginning of the agenda. 8. Consideration and possible action to approve the incorporation documents creating a Local Government Corporation for the purpose of consolidating assets and operations related to the Chisholm Trail Special Utility District (CTSUD) – Micki Rundell, CFO Art Rodriguez explained how a Local Government Corporation is used, and explained that it allows the City to use as a separate enterprise. The Memo of Understanding (MOU) approved by the both the City and CTSUD, assumes a consolidation of operations and assets between both entities. In doing so, the City has agreed to create a Local Government Corporation (LGC) to manage the District. The LGC is a separate le gal entity created by the City under the Texas Transportation Code, as amended and the Texas Housing Finance Corporations Act, Chapter 394 of the Local Government Code. The LGC will operate the water system within the District’s CCN and will be used to account for the related assets, liabilities and transactions associated with that system. The LGC will have contractual powers and be able to issue tax-exempt debt on revenues created within the LGC if the Council so chooses. The District LGC will have a seven (7) member Board Directors appointed by the City Council. The seven members will include 2 residents of the District, 2 City Council members and 3 at -large representatives selected by the Council (1 of which will have a finance background). Operational issues will be further defined in the Bylaws for the LGC which will be approved at a later date. The Corporation is officially created once approved by the Council and filed with the Secretary of State. Financially, the LGC will be a “component unit” of the City and will be accounted for in the same manner the City uses for GTEC and GEDCO. There will “allocated” costs and an interlocal agreement approved by both the Board and the Council for costs associated with managing the LGC . Motion to recommend approval of the incorporation documents creating a Local Government Corporation for the purpose of consolidating assets and operations related to the CTSUD was unanimously approved. Members Present: Patty Eason, Danny Meigs, Steve Fought, Joe Pondrom, Jerry Hammerlun Members Absent: None Staff Present: Paul Brandenburg, Micki Rundell, Laurie Brewer, Susan Morgan, Kevin Russell, Jim Briggs, Chris Foster, Trina Bickford, Paul Pausewang, Jennifer Bills, Stan Hohman 1. Review minutes from the September 26, 2012 GGAF Meeting – Danella Elliott The minutes were unanimously approved. 2. 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 $111,573.00 – Micki Rundell, CFO and Stan Hohman, Fleet Maintenance Supervisor In February 2008 the City Council approved entering into an interlocal agreement with Williamson County for the establishment, operation and maintenance of the Williamson County Radio Communications System. Thi s agreement dissolved the old CWICS group which consisted of Williamson County, Georgetown, Round Rock, Cedar Park and Hutto, and established a Williamson County Radio Communication System. The agreement created an organizational and management structure for on-going administration, operation and maintenance of the system; and creates a budget process, strategic planning/budget forecasting process, as well as allocation of costs associated with operating, maintaining and upgrading the system. In accordance with the agreement, Williamson County bills the City quarterly for operations and maintenance at a cost of $19.25 per radio per month. The City currently has 483 radios on the system. Total amount of the City’s portion of the Williamson County RSC for f iscal year 2012/13 is $111,573.00 based upon the rate of $19.25 per radio for 483 City of Georgetown radios. $122,000.00 was budgeted in account 520-5-0351-51-310 Fleet Contracts and Leases. Unanimously approved. 3. Consideration and possible action to award the bid for Police vehicles, pickups, passenger vans and small utility vehicles to Caldwell Country Ford in the amount of $203,440.00, Philpott Motors in the amount of $456,151.00, Mac Haik Ford in the amount of $296,391.05 – Micki Rundell, CFO and Stan Hohman, Fleet Maintenance Supervisor Bids were received on the vehicles that were approved and scheduled for replacement in the 2012/13 budget. Those vehicles include three half ton pickups, a one ton pickup, six one ton service utility trucks, six small SUV’s, ten Police interceptor utility vehicles and one unmarked Police interceptor utility vehicle. Staff is recommending that an award be made to the low bidder for each item as highlighted on the attached bid tabulation. Mac Haik was the only bidder on the propane conversion items. Invitations to bid were sent to Mac Haik Ford and Don Hewlett Chevrolet and both were contacted prior to the bid due date to ensure they would be participating. Total amount of this purchase is $955,982.05. $1,035,000.00 was approved and budgeted in the Vehicle ISF for this expenditure. $456,151.00 from account 520-5-0351-52-705. $499,831.05 from account 520-5-0351-52-700 Unanimously approved. 4. Consideration and possible action to purchase a 12 yard dump truck from Santex Truck Center through the HGAC purchasing contract in the amount of $95,069.00 – Micki Rundell, CFO and Stan Hohman, Fleet Maintenance Supervisor Staff is requesting the approval to purchase a 12 yard dump truck from Santex Truck Center through the HGAC contract to replace a 1998 dump truck currently scheduled for replacement in the 2012/13 Vehicle ISF. This dump truck will be used by the Street Department for the hauling of road materials. There are no known local suppliers of dump truck/bodies in Georgetown. Santex Truck Center is located in San Antonio with a partner dealership in Temple (Longhorn International). Total amount of this purchase is $95,069.00 from account 520-5-0351-52-701. $100,000.00 was approved and budgeted in the Vehicle ISF for this expenditure. Unanimously approved. 5. Consideration and possible action for approval to award licensed electrician services to Mercury Electric Company for a two (2) year contact in the estimated of $300,000 – Micki Rundell, CFO and Paul Pausewang, Facilities Coordinator Bids were received to perform electrical installation, maintenance and repairs services on an as needed basis for various City location or various private and business locations throughout the City for a period of two (2) years with an option to renew for three (3) additional one (1) year period starting December 1,2012. Services may include replacement, relocation and installation of various electric meters and related equipment, new installation, repairs and maintenance of decorative lighting on various commercial building in and around the City square and other licensed electrician services as needed by various City department. The staff recommendation is to award this bid to Mercury Electric Liberty Hill, Texas in the estimated amount of $150,000. There is $40,000 budgeted in the 2012/2013 Facilities ISF (500-5-0350-51-503) and other City departments will be responsible for their funding source. Unanimously approved. 6. Consideration and possible action authorizing staff to enter into contract with Texas Fleet Fuel (TFF) for management of onsite fuel station, including stocking fuel, and for management of the offsite Fuelman credit card program - Trina Bickford, Purchasing Manager and Micki Rundell, CFO The City previously purchased and stocked fuel for the onsite fuel station and managed the site. Additionally, the City used Fuelman cards for offsite purchases. After careful review by Finance and the Vehicle Service Center, it was determined that it would more cost effective if the City outsourced management, operation and stocking of the onsite fuel station and continued use of a fuel credit cards for offsite. Although cooperative contracts were considered, they did not represent the best value for the City, and a competitive Invit ation to Bid (ITB) was issued. Only one bid was received in response to the ITB, and it came from the current supplier of the City’s Fuelman cards, TFF. TFF has bid a program that meets all requirements of the ITB and based on the bid price, will meet the City’s objective of lowering the cost of fuel. Based on historical usage, the total amount for fuel expenses (onsite and offsite) is approximately $1.1M. This amount will continue to be paid from individual fuel budget accounts for each division, and from the central Fuel/Diesel account for charges associated with the fuel station. Unanimously approved. 7. Presentation and discussion regarding City of Georgetown’s Benefit recommendations – Kevin Russell, Director of Human Resources and Civil Service Kevin explained that the renewal rate from Humana came in at 59%, so the City faced making some tough decisions. We contracted with The BeneTex Group, and they completed an analysis of all proposals for insurance coverage for 2013. The process involved going out with an RFP in order maintain a competitive benefit program while minimizing plan cost increases. The BeneTex Group made their recommendations to the Benefit’s Committee and Human Resources. After much discussion, and hearing from members of t he Benefits Committee, GGAF members asked that they come up with different options, ideas and suggestions, and give the Benefits Committee time to review and make recommendations. The GGAF committee agreed that this is a huge decision and should be taken seriously. Item #7 was tabled and the Committee will reconvene on Monday, November 12th at 4:00 p.m. to continue the discussion. 8. The meeting adjourned at 3:15 p.m.