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HomeMy WebLinkAboutMinutes_GGAF_08.29.2012 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 2:00 p.m. on Wednesday, August 29, 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 September 26, 2012 GGAF Meeting. 1. Review minutes from the July 25, 2012 GGAF Meeting – Danella Elliott, Administrative Manager Unanimously approved. 2. Public Hearing and possible action on the Public Safety Plan element of the 2030 Comprehensive Plan - Robert Fite, Fire Chief, Wayne Nero, Police Chief, and Jordan Maddox, Principal Planner Jordan explaned that the Georgetown City Charter requires that the City adopt a comprehensive planning document containing defined elements. Of the 14 stated elements, Public Safety is one of the required plans, which also include Transportation, Utilities, Land Use, Economic Development, etc. City staff has been working to complete the Charter directive by working on some of these outstanding plan elements in -house. The Public Safety Plan was developed by Police, Fire, and Planning staff -members with the intent of setting goals for continuing achievement and excellence in this particular realm of citizen services. The Public Safety Plan is a high-level, long-term strategic plan encompassing all aspects of public safety for the City of Georgetown. This plan will establish a central document from which current and future leadership of the Fire and Police departments can define short-term goals, implement new programs, guide budgetary planning, anticipate future facilities and staff needs, and help set the tone for departmental expectations. Like the other comprehensive plan elements previously adopted by City Council, the adoption of this plan does not create new expenditures or programs; it is merely a planning document that establishes broad goals and objectives that will assist in defining future implementation steps. The Georgetown 2030 Comprehensive Plan requires that all Charter-required elements receive a public hearing at a board or commission. Most of these elements correspond naturally with an established citizen board; the public safety plan does not. GGAF is the board that staff felt was the most appropriate existing board to consider this document, hold a public hearing and make a recommendation to City Council. Action by City Council is scheduled for September 11th. GGAF may make suggestions based on any public comments or recommend changes on the part of the board members. The committee suggested that the information included in Council packets should be changed to call this document an “Overview”, and note that a full plan will follow, so that the public will be more informed. It was also suggested to solicit citizen input. Unanimously approved. Members Present: Patty Eason, Danny Meigs, Steve Fought, Joe Pondrom Members Absent: Jerry Hammerlun Staff Present: Micki Rundell, Laurie Brewer, Susan Morgan, Chris Foster, Roland Waits, Bridget Chapman, Jordan Maddox, Ed Polasek, Sarah Hinton, Chris Hill (Cimarron Hills) 3. Update and discussion of the Business Planning Framework process for FY 2012/13 including plans for a fall Council planning/visioning workshop – Micki Rundell, Chief Financial Officer and Susan Morgan, CPA, Finance Director Susan told the Committee that this would be a regular item on each GGAF Agenda, This is a developing/ongoing process, and she will provide an update on the process. The Council Visioning Workshop will be September 20-21. Management Connections will facilitate the workshop. She said that she is now working on an RFP for the Citizen Survey. 4. Overview of the Cimarron Hills project agreements that will be presented to City Council in September 2012 – Micki Rundell, Chief Financial Officer An overview of the project, along with a draft copy of the Service and Assessment Plan for the Cimarron Hills Public Improvement District was provided. Chris Hill from Cimarron Hills explained the history, and was available for questions. Committee members suggested holding this as a Workshop item so that the public will understand and be more informed. 5. Consideration and possible action to authorize Specialized Public Finance, Inc. (SPFI) to proceed with the preparation of the required bond offering documents for the issuance of General Obligation B onds planned for October – Micki Rundell, Chief Financial Officer Last May, the City approved the 1st phase of funding for the Public Safety Complex with the issuance of $12.5 million in General Obligation Bonds, as approved by the voters in May 2011. At that time, the option to issue an additional $12.5M in bonds for the facility was planned for October 2012. This action officially begins that issuance process by authorizing the City’s financial advisor (SPFI) to begin work on the Official Statement needed for the bonds. This item does not authorize the bond issue or determine the final amount of total bonds issued. Debt service for these Public Safety Complex bonds is estimated to have a total impact on the 2013 tax rate of $0.018 when based on the 2012 tax base. Market conditions warrant the consideration to issue these bonds at this time. The timing of the issue could result in significant savings will structuring the debt to have a predetermined impact to future tax rates. Additional GO Bonds could also be issued to fund Road Improvements, including FM971 and possible Park Improvements to take advantage of not only market conditions, but lower current construction costs as well. This item is scheduled to be considered by City Council on the September 11 Council agenda. TAX SUPPORTED BONDS: Estimated Tax Impact** General Obligation Bonds – 2011 Public Safety Authorization 25 Year Bonds Continued Construction Costs $12,500,000 0.018 TOTAL ESTIMATED PROCEEDS (Net of Issuance Costs) $12,500,000 Unanimously approved. 6. Consideration and possible recommendation to award the Georgetown Municipal Airport Business Case Analysis to CH2MHill in an amount not to exceed $115,000 - Edward G. Polasek, AICP, Transportation Services Director and Susan Morgan, CPA, Finance Director Ed Polasek explained that the Georgetown Municipal Airport operates from revenue generated at the Airport, typically without General Fund assistance. With revenues derived by fuel sales, lease & rents, and State and Federal Grants, operation and maintenance of the airport has generally remained wholly within the Airport Fund balances, in most years producing a fund balance. As an aging resource, Staff is discovering capital maintenance needs will soon exceed revenue generation potential at the Airport. The needed capital maintenance and necessary operational requirements of the Airport are leading to a negative fund balance in the Airport Fund by the end of FY 2013. And , not all ongoing and future capital maintenance and operation needs are addressed in the FY 2013 budget. Staff has requested professional assistance in analysis and recommendations in creating a financially sustainable airport operation. This resulting study will provide a Business Case Analysis for the Georgetown Municipal Airport. The City already has a legal team under a letter of engagement for the Georgetown Municipal Airport. Additional analysis of lease agreements, rates structures and other items will be provided for this study. Staff recommendation is that City Council award of the Georgetown Municipal Business Case Analysis to CH2MHill in an amount not to exceed $115,000. With the actual contract to CH2MHill not to exceed $100,000, and $15,000 in legal contingencies to Johnson, Rial & Parker, P.C. to review legal documents. The Airport Fund, available fund balance from FY 2010/11 is available to pay for this item. Steve Fought recommended getting input from the Airport Advisory Board, and keep them informed. Unanimously approved. 7. Consideration and possible action authorizing staff to enter into negotiations with Barlett Cocke for purpose of contracting with Construction Manager at Risk for Public Safety Operations and Training Facility – Micki Rundell, Chief Financial Officer and Trina Bickford, Purchasing Manager On August 9, 2011, Staff received direction from Council to move forward with construction of the new Public Safety Operations and Training Facility utilizing the Construction Manager at Risk method. A Request for Qualifications was issued and a total of 18 statements of qualifications were received. The evaluation committee consisting of Council member Rachael Jonrowe, Councilmember Tommy Gonzalez, Joe Pondrum, Police Chief Wayne Nero, Fire Chief Robert Fite and Terry Jones was approved by Council January 24, 2012. Five finalists were selected by the evaluation committee to submit proposals for the project. All five firms submitted responses, and after evaluation, Barlett Cocke was determined to be the highest scoring proposer. Staff is requesting approval to enter into negotiations with Barlett Cocke to establish a contract for a Construction Manager at Risk for the Public Safety Operations and Training Facility in accordan ce with the requirements of Texas Government Code Chapter 2267, Subchapter F. Steve Fought recommended more detail be included when this is presented to Council, including how the decision was made. As approved by Council November 22, 2011, the project will cover construction of the full 70,000 square foot facility with a maximum cost of $20,000,000 funded by voter approved bonds. Unanimously approved. 8. Review and discussion of the revised City Council policy regarding Board and Commission Member attendance – Micki Rundell, Chief Financial Officer and Danella Elliott, Administrative Manager On August 14th, City Council approved a revised attendance policy for Board & Commission Members. This policy allows a Board Member two (2) excused absences for the Member’s personal medical care or required medical care of a Member’s immediate family member. These medical absences will not count against the 75% attendance requirement. We do not require a note from a medical professional. The Member’s word is sufficient. Ordinance 2012-52; the revision is in Sec. 2.36.010 – D 9. Review of the City’s participation in the in the Central Texas Deferred Compensation Group – Kevin Russell, Director of Human Resources The City provides access to a 457b plan to its em ployees. Currently, ICMA-RC is the only provider available to employees. The City has had this same vendor for almost 30 years. Although this is a program that the City offers to its employees and there are no City funds involved and there is no require ment that proposals or bids be requested when adding providers, the City desires to have a more competitive process and a better value for employees. The Central Texas Deferred Compensation Plan is an IRC §457(b) governmental deferred compensation plan that was being created pursuant to Section 609.102(c) of the Texas Government Code and Chapter 791 of the Texas Government Code. The Plan was being established in order to provide a better value to the employees/participants of the Plan for each Participating Employer than the Participating Employer could achieve on its own. The original group (Williamson County-6mil, Round Rock-6mil, Georgetown- 2mil, Cedar Park and Pflugerville) would have created a plan with assets in excess of 15 million dollars. Counc il authorized participation in the plan and the appointment of employee participants on the Plan Oversight Committee. The group has changed in makeup, possibly to the point of it no longer having enough assets to make it a more competitive and better value for City of Georgetown employees. Originally, there were consultant costs for the creation and startup of the plan up to an amount not to exceed $25,000 (which was shared by 5 participants based on assets). Subsequent costs are to borne by participating employees. Our participation costs would increase as there are now only 2 participants. Direction from GGAF Committee: The Committee recommended asking Council for authoriziation to “step out of the group”. 10. The meeting adjourned at 3:55 p.m.