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HomeMy WebLinkAboutMinutes_GGAF_05.09.2012 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 1:00 p.m. on Wednesday, May 9, 2012 in the City Hall Main Floor Conference Room, located at 113 East 8th Street, Georgetown, Texas. MINUTES The meeting was called to order at 1:00 p.m. These minutes were approved at the June 27, 2012 GGAF Meeting. 1. Review minutes from the April 5, 2012 GGAF Meeting – Danella Elliott, Administrative Manager The minutes were unanimously approved. 2. Consideration and possible action for approval of award of the San Gabriel Park parking lot expansion project to JLM Construction – Paul Pausewang, Facilities Coordinator and Micki Rundell, Chief Financial Officer Paul Pausewang and Eric Nuner explained that the current parking facilities at San Gabriel Park are being expanded to better serve the community. The expansion project consists of furnishing and installing, and providing all labor and materials required, for a new parking lot, consisting of 81 parking spaces, new sidewalk, concrete driveway, landscaping and irrigation and associated miscellaneous services and materials. Due to inconsistencies in the first round of bidding, the project was re-bid, and saved $30,000. Nine responses were received and JLM Construction was the lowest bid. Staff concurs with consulting engineering firm’s recommendation of award of this requirement to the low bidder, JLM Construction. Unanimously approved. 3. Discussion and possible action to recommend proposed changes to the City’s Fiscal and Budgetary Policy for 2012/13 – Micki Rundell, Chief Financial Officer Micki explained that the history of the Fiscal and Budgetary Policy process. It began in 2001, and is brought before Councilevery year. It is an integral part of the bond rating. The proposed changes to the Fiscal and Budgetary Policy for the upcoming budget include: • Page 3 - Requirement for 5 Year Business Plan and financial forecast as part of the budget planning process • Page 6 - Recognizes benefit for tax payers in Recreation Programs (resident/non-resident cost differential) • Sets “Cost Recovery” target for Recreation programs • Page 7 - Defines target balance of “Electric Rate Stabilization Reserve Account” and defines Members Present: Patty Eason, Danny Meigs, Rachael Jonrowe, Steve Fought, Joe Pondrom Members Absent: None Staff Present: Micki Rundell, Susan Morgan, Paul Pausewang, Trina Bickford, Eric Nuner when/how the reserve will be used • Page 8 - Changes basis for ROI/Franchise Fee transfers to General Fund from the Electric Fund from percentage revenue to per kWh • Page 11 - Updates current Purchasing Policy chart and adds Change Order Policy • Page 14 - Adds requirements for Board review for Airport to GTAB, Parks to Parks Advisory Board, and other general government projects to GGAF • Page 17 - Ensures that all entities included in the City CAFR comply with the City’s Investment Policy • Page 21 - Adds language to clarify the Federal requirements for post-issuance compliance on City bonds • Page 23 - Defines the “contingency reserves” for all funds adding language related to usage and purpose In addition, references to fiscal year 2012/13 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 included in the 2012/13 adopted budget. Once the Policy amendments are reviewed and recommended by GGAF, a Power Point presentation will be made summarizing the Policy and proposed changes for review by the City Council at the May 22 workshop. • The GGAF Committee suggested: add “to” recognize in section 3A. • Steve asked about replenishing, and what was the trigger to use. He suggested that before June of 2016 (when the LCRA Contract is over), to amend the policy and not have one person as the “decision maker”, instead recommended having a “team” who meets regularly to make the decisions. He also suggested including internal checks and balances. • Danny noted that he likes the changes Micki suggested, and believes it will help in the future. The committee agreed with the recommended changes. Unanimously approved. First reading of the ordinance adopting the Policy will be included on the May 22 Council agenda. Also included, will be an ordinance “cleaning” up the purchasing language included in another ordinance and referencing the Policy ordinance as the official purchasing policy document. 4. Update and discussion of the Business Planning Framework proposed by staff – Susan Morgan, Finance Director and Micki Rundell, Chief Financial Officer Susan explained the Business Planning Framework, noting that the final goal is to get a Five-year Business Plan. She said that each division is currently working on their piece of the plan, taking it one piece at a time. It will get more robust over time, but this first year will be the framework to build upon over the years, to be a useable tool, with measurable goals. All numbers are preliminary at this time, but will be finalized later. The committee said that it is simple, but an excellent planning tool. After some suggestions, Susan said that she will clarify the wording in some parts to make it more understandable. The committee agreed that they would like to see a more finalized plan before it goes to Council. A special meeting towards the end of June will be scheduled to review the Business Plan. 5. The meeting adjourned at 2:05 p.m.