HomeMy WebLinkAboutGGAF_Agenda&Minutes_2010Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Thursday, December 2, 2010
The General Government and Finance Advisory Board will meet on Thursday, December 2, 2010 at 02:00
PM in the City Council Chambers, located at 101 East 7th Street, Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Dale Ross-Chair, Patty Eason, Danny Meigs
General Government and Finance Advisory Subcommittee regular meetings are held on the first Tuesday
of each month at 1:30 PM. This meeting is an exception - meeting is on Thursday.
Call to Order at 02:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10Agenda.pdf
1.Review minutes from the October 5, 2010 GGAF Meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10DraftMinutes10.5.10CS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10DRAFTMinutes10.5.10.pdf
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10SummaryReport.pdf
A.Consideration and possible approval of a printer maintenance and supplies contract to Office
Store Depot (OSD) for a price not to exceed $49,368 - Mike Peters
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10PrinterMaintenanceSuppliesCS.pdf
B.Discussion and possible recommendation to renew the contract with Dataprose, Inc. as the
City’s vendor for utility bill printing and mailing services and approve funding at an annual
cost of $188,000 - Kathy Ragsdale
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10DataproseCS.pdf
C.Consideration and possible action for approval to purchase a 2011 Ford camera van from
Philpott Ford through the State of Texas Buyboard in the amount of $139,408 - Terry Jones
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10CameraVanCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10CameraVanBidTabSheet.pdf
D.Consideration and possible action for approval to purchase a 2011 John Deere backhoe from
RDO Equipment through the State of Texas Buyboard in the amount of $80,500 - Terry Jones
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10BackhoeCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10Backhoe.pdf
E.Consideration and possible action for the award of the bid for a three wheel turret trailer to
Sauber Manufacturing in the amount of $105,357 - Terry Jones
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10ThreeWheelTurretTrailerCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10ThreeWheelTrailerBidTabSheet.pdf
F.Consideration and possible action for award of the bid for vehicles to Philpott Ford in the
amount of $403,058.00, Mac Haik Ford in the amount of $167,973.87, and Caldwell Country
Chevrolet in the amount of $77,051.00 - Terry Jones
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10VehiclesCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10VehicleBidTabSheet.pdf
3.Technology Update - Overview of AMI/CIS project contracts and related matters – Micki
Rundell, Mike Peters, Leticia Zavala
A.Discussion and possible recommendation to approve an upgrade in the existing Meter Data
Management (MDM) Software with ElectSolve Technology Solutions and Services for a not to
exceed amount of $300,000.
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10MDMUpgradeCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10MDMCONTRACT.pdf
B.Discussion and possible recommendation to approve a software upgrade to the existing
Customer Information System (CIS) and Financial Information System (FIS) with Tyler
Technologies, Incode Division for a not to exceed amount of $500,000.
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10CISUpgradeCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10CISAddendum.pdf
4.Presentation and review of methods of construction to be used for Fire Station Five - Terry
Jones and Micki Rundell
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10FireStation5ConstructionMethodsCS.pdf
5.Review of proposed changes to the City’s Investment Policy - Laurie Brewer
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10InvestmentPolicyReviewCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10InvestmentPolicy2010Proposed.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10TxGovCodeCh2256.pdf
6.Review of declaration of condominium for the City’s public library being utilized to separate
the uses between the coffee shop and the library uses for property tax purposes - Micki
Rundell and Laurie Brewer
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10CondoAgreementForLibraryCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10DeclarationOfCondominium.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10Library.pdf
7.Reports to Council - Laurie Brewer and Lorie Lankford
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10ReportsCS.pdf
http://georgetown.org/pdfs/ggaf/12.2.10/12.2.10 ReportingNeedsPresentation .pdf
8.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
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
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Thursday, December 2, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Thursday , December 2, 2010 presiding.
Board Members Present:
Dale Ross, Chair, Patty Eason, Danny Meigs
Board Members Absent:
None
Staff Present:
Micki Rundell, Laurie Brewer, Mike Peters, Leticia Zavala, Lorie Lankford, Terry Jones, Robert Fite,
Glenn Dishong
Minutes
Regular Meeting
The December 2, 2010 GGAF Minutes were approved at the February 1, 2011 meeting.
Dale Ross called the meeting to order at 2:00 p.m.
1.Review minutes from the October 5, 2010 GGAF Meeting – Danella Elliott
The minutes were approved.
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
a.Consideration and possible approval of a printer maintenance and supplies contract to Office Store
Depot (OSD) for a price not to exceed $49,368. Mike Peters explained that the 25% increase was
a “worse-case” scenario, based on all “brand” supplies. This probably will not be the case, as
some using departments are able to use “refurbished” supplies, but others are unable to due to
causing issues with their print quality.
b.Discussion and possible recommendation to renew the contract with Dataprose, Inc. as the City’s
vendor for utility bill printing and mailing services and approve funding at an annual cost of
$188,000. Kathy Ragsdale explained that it is not necessary to go out for bid. We are currently
under an interlocal agreement with Plano, and get very good rates. She noted that we are keeping
the same rate, even though postage is going up. We are able to stay at this rate for one more
year.
c.Consideration and possible action for approval to purchase a 2011 Ford camera van from Philpott
Ford through the State of Texas Buyboard in the amount of $139,408. No questions for this item.
d.Consideration and possible action for approval to purchase a 2011 John Deere backhoe from RDO
Equipment through the State of Texas Buyboard in the amount of $80,500. Terry Jones explained
that the actual cost was actually $79,554, which was less than expected.
e.Consideration and possible action for the award of the bid for a three wheel turret trailer to Sauber
Manufacturing in the amount of $105,357. Terry explained that the cost is actually $56, 288, which
is cheaper due to not taking all options.
f.Consideration and possible action for award of the bid for vehicles to Philpott Ford in the amount of
$403,058.00, Mac Haik Ford in the amount of $167,973.87, and Caldwell Country Chevrolet in the
amount of $77,051.00. Terry clarified that the $403K was for Police, $167K was for pickups and
hybrids, and $77K was for Fire – PD Tahoes.
3.Technology Update - Overview of AMI/CIS project contracts and related matters.
A.Discussion and possible recommendation to approve an upgrade in the existing Meter Data
Management (MDM) Software with ElectSolve Technology Solutions and Services for a not to
exceed amount of $300,000.
B.Discussion and possible recommendation to approve a software upgrade to the existing Customer
Information System (CIS) and Financial Information System (FIS) with Tyler Technologies, Incode
Division for a not to exceed amount of $500,000.
Leticia Zavala gave a brief overview and update on the project. The City began the CIS replacement
process in late 2009 to align with the AMI project to support the new enhancements that are
available with the new AMI technology. Providing such data to the customer base will lay the
foundation for new services such as billing Time of Use (TOU) rates and help customers with
“green” initiatives.
The Request for Proposal (RFP) was released in December of 2009. Staff completed the
evaluation of the proposals submitted by CIS vendors with the assistance of Westin Engineering
as part of the contract for evaluation and project management services approved by City Council
on May 12, 2009. Proposals from 5 vendors were received in January. Following evaluations of
the proposals for compliance with system specifications, cost, schedule, and other factors, three
(3) firms were selected to make follow-up presentations to staff. Following those presentations,
two firms were short-listed for reference checks and site visits. Staff completed the site visits in
August – September 2010.
During the site visits, staff was able to evaluate the software in a “live” environment and spent
several days with the users of each software to gain insight into the functionality of the software.
In many cases, the software did not perform at the level indicated during the vendor “on site”
demonstrations held in Georgetown. In essence, the software had many “bells and whistles” that
were not relevant to the daily functionality expected for a capital outlay of this magnitude. The site
visits proved to be disappointing. Staff decided to look at our current vendor, Tyler Technologies.
They spent most of last year developing and preparing to release a new product that provided the
additional functionality (Time of Use rates), as well as updated their software platform to move
from a proprietary-based (COBAL) to a more standardized platform (.Net, C-Sharp).
The cost of upgrading our existing software with Tyler Technologies is 1/3 of the original CIS
replacement budget of $1.5M. By choosing this option, the City is able to upgrade all of the
existing modules (such as financials, human resources, cash collections, etc) based on a
predetermined timeline. The original functionality requirement is achieved by upgrading rather
than replacing the software.
The savings allows the City to focus on another much needed project for the implementation of an
Enterprise Asset Management System that can interface with this existing software and provide
automated work order and asset management assistance for the GUS division which currently
does not have an automated solution for this daily process.
Leticia answered questions and explained that maintenance costs are ongoing and built into the
project. There will be no major costs for 7-10 years. Dale noted that the money spent on travel
was well worth it and a wise decision to be able to see the product “live”. Micki thanked the
committee for their support to be able to make the trips.
4.Presentation and review of methods of construction to be used for Fire Station Five. Information
from the Architect was not complete, so this item was skipped. Terry Jones noted that it will be below
budget. This item will go to Council for review on December 14th.
5.Review of proposed changes to the City’s Investment Policy. Laurie Brewer explained that an annual
review of the Investment Policy is required by PFIA. The City’s financial investments are guided by the
City’s investment policy, which was created in compliance with Chapter 2256 of the Texas
Government Code. This state law requires that a governing body review its investment policy
annually. The City’s policy was last reviewed on November 24, 2009. She introduced Bill Cook from
Valley View Consultanting to answer any questions.
The proposed changes to the policy include:
Section 2.3 – Delegation of Authority
The current policy is not clear that the Assistant Director and Accounting Manager are also
investment officers. Investment decisions are made with at least two investment officers’
authorization.
Section 4.1.1 – Authorized Investments
The language was redundant with Section 5.5, therefore language is being clarified to follow that
section.
Section 4.4 – Length of Investments
This language was redundant, as Section 3 clearly outlines the maximum maturities by different
types of funds.
Section 5.5 –Collateralization
This language clarifies that collateralization of public funds is guided by the Texas Public Funds
Collateral Act.
Danny Meigs asked if there were any other options other than CD’s. Mr. Cook explained that
CD’s were the preferred choice at this time, due to the interest rates.
6.Review of declaration of condominium for the City’s public library being utilized to separate the uses
between the coffee shop and the library uses for property tax purposes. Laurie Brewer explained that we
had met with WCAD regarding the regarding the Red Poppy Café. The Red Poppy Coffee Company
has a lease with the City for the space occupied by the business within the City’s public library.
The Williamson County Appraisal District has determined that the state law requires the property
occupied by a “for profit” business be on the tax rolls. In order to separate the portion being
leased by a business from the public benefit portion of the library, WCAD suggested a
condominium declaration be filed, which would legally separate both portions of the property,
allowing WCAD to place property with the business use on the tax rolls. The model used for this
declaration was the “Cabela’s” model (Buda, Texas), which had similar circumstances where
there were both public and business-type uses for the library. WCAD has reviewed a draft of
these documents and have stated this format will meet their needs. This declaration will allow
WCAD to calculate a value on the portion of the library that is leased by the Red Poppy Coffee
Company. The City will recover the property taxes through the lease revenue from the business.
The current five year lease was approved by council January 2007. The terms are $1.50 per
square foot ($885 per month) plus 6% of gross receipts. This is a compromise and will not be
retroactive. We will just move forward and in the future, we will always take this into consideration
to be compliant. Williamson County Appraisal District asked that we complete this before January
1, when they begin the review of the tax rolls.
7.Reports to Council. Laurie Brewer and Lorie Lankford gave examples of current reports that Council
receives, as well as suggestions for additional reports. The committee agreed that the Fast Facts was very
helpful and easy to read. The Accounting group will expand this report with some additional graphs for
future reporting.
8.The meeting adjourned at 3:00 p.m.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, October 5, 2010
The General Government and Finance Advisory Board will meet on Tuesday, October 5, 2010 at 01:30
PM in the Williamson Room of the Georgetown Municipal Complex, located at 300 Industrial Avenue,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Dale Ross, Chair, Patty Eason, Danny Meigs
General Government and Finance Advisory Subcommittee regular meetings are held on the first Tuesday
of each month at 1:30 PM.
AGENDA
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10Agenda.pdf
1.Review minutes from the August 3, 2010 GGAF Meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10DraftMinutes8.3.10CS.pdf
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10DRAFTMinutes8.3.10.pdf
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10SummaryReport.pdf
A.Routine IT Maintenance Contracts for 2010/11 – Mike Peters
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10ITMaintenanceAppropriationCS.pdf
B. Results of 2010 Hotel Motel Audit – Laurie Brewer
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10HotelMotel2010Report.pdf
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 Rundell
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10MPHLetterCS.pdf
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10MPHLetterCPResume.pdf
4.Consideration and possible action to review and adopt the draft bylaws for the General
Government and Finance Advisory Subcommittee - Micki Rundell
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10GGAFBylawsCS.pdf
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10GGAFBylaws1010.pdf
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
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10SecurityAccessSystemCS.pdf
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
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10FireStation5ArchitectCS.pdf
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10ArchitecturalTeamEvaluationFactors.pdf
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10Fire5ArchServicesTabCouncil.pdf
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 – Robert Fite and Micki Rundell
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10ESDContractCS.pdf
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10ESDRedlineFinal.pdf
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10ESDRedline2.pdf
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10ESDRedline1.pdf
8.2010/11 Benefits Update – Kevin Russell
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10BenefitsUpdateCS.pdf
9.IT update on current active projects – Mike Peters
http://georgetown.org/pdfs/ggaf/10.5.10/10.5.10ProjectsUpdateCS.pdf
10.Adjourn
Call to Order at 01:30 PM
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
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
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, October 5, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , October 5, 2010 presiding.
Board Members Present:
Dale Ross, Chair, Danny Meigs
Board Members Absent:
Patty Eason
Staff Present:
Micki Rundell, Paul Brandenburg, Kevin Russell, Laurie Brewer, Robert Fite, Mike Peters, Leticia
Zavala, Terry Jones
Minutes
Regular Meeting
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.
These minutes were approved at the December 2, 2010 GGAF Meeting.
MINUTES
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 McCallConsideration and possible action to approve a letter of engagement with McCallConsideration and possible action to approve a letter of engagement with McCallConsideration and possible action to approve a letter of engagement with McCall,,,, ParkhurstParkhurstParkhurstParkhurst &&&&
HortonHortonHortonHorton ,,,, LLP to serve as the City’s official bond counselLLP to serve as the City’s official bond counselLLP to serve as the City’s official bond counselLLP 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.
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 CityConsideration and possible action for the purchase of a security access system for CityConsideration and possible action for the purchase of a security access system for CityConsideration and possible action for the purchase of a security access system for City
facilities from Convergint Technologies through the TCPN state purchasing contract in thefacilities from Convergint Technologies through the TCPN state purchasing contract in thefacilities from Convergint Technologies through the TCPN state purchasing contract in thefacilities from Convergint Technologies through the TCPN state purchasing contract in the
amount ofamount ofamount ofamount of $$$$367367367367,,,,741741741741....96969696.
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 programmingConsideration and possible action for the selection of an architect to provide programmingConsideration and possible action for the selection of an architect to provide programmingConsideration and possible action for the selection of an architect to provide programming
services and develop options for the design and construction of Fire Stationservices and develop options for the design and construction of Fire Stationservices and develop options for the design and construction of Fire Stationservices and develop options for the design and construction of Fire Station 5555. 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.
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.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 02:59 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, August 3, 2010
The General Government and Finance Advisory Board will meet on Tuesday, August 3, 2010 at 01:30 PM
in the Williamson Room of the Georgetown Municipal Complex, located at 300 Industrial Avenue,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Dale Ross, Chair, Patty Eason, Danny Meigs
General Government and Finance Advisory Subcommittee regular meetings are held on the first Tuesday
of each month at 1:30 PM.
AGENDA
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10Agenda.pdf
1.Review minutes from the June 1, 2010 GGAF Meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10DraftMinutesCS.pdf
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10DraftMinutes6.1.10.pdf
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10SummaryReport.pdf
A.Consideration and possible action to authorize Specialized Public Finance, Inc. (SPFI) to proceed
with the preparation of the required bond offering documents for the upcoming October 2010 General
Obligation bond issue
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10SPFIBondAuthFall.pdf
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10BondTimeline.pdf
B.Discussion and possible action to approve a contract for grant consulting services with Langford
Community Managment Services – Paul Brandenburg
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10GrantConsultingCS.pdf
(Material will be provided at the meeting)
3.Consideration and possible action to approve the architectural selection committee members for
Fire Station 5 - Terry Jones
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10ArchitecturalSelectionCommitteeCS.pdf
4.Update on Information Technology projects for the current fiscal year, and overview of major
initiatives for next fiscal year – Micki Rundell and Mike Peters
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10ITProjectUpdateCS.pdf
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10ITProjectUpdatePres.pdf
5.Presentation and discussion regarding City of Georgetown’s Compensation and Benefits
recommendations – Kevin Russell
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10CompBenefitsCS.pdf
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10CompBenefitsPres.pdf
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10TMLClaim.pdf
6.Review of the City’s participation in the Central Texas Deferred Compensation Plan – Kevin
Russell
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10Comp457PlanCS.pdf
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10DeferredCompensationCharterandByLaws2010.pdf
7.Discussion and possible action to accelerate replacement purchase of the City’s security system as
approved in the 2010/11 Annual Budget - Terry Jones
http://georgetown.org/pdfs/ggaf/8.3.10/8.3.10SecuritySystem.pdf
(Details about this item will be presented at the meeting)
8.Adjourn
Call to Order at 01:30 PM
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Hamilton, 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 Hamilton, City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, August 3, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , August 3, 2010 presiding.
Board Members Present:
Dale Ross-Chair, Danny Meigs
Board Members Absent:
Patty Eason
Staff Present:
Micki Runmdell, Paul Brandenburg, Laurie Brewer, Kevin Russell, Mike Peters, Robert Fite
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by
the Georgetown City Council met at 1:30 p.m. on Tuesday, August 3, 2010, in the
Georgetown Municipal Complex Williamson Room, located at 300-1 Industrial Blvd
, Georgetown, Texas.
MINUTES
These minutes were approved at the October 5, 2010 meeting.
Dale Ross called the meeting to order at 1:35 p.m.
1.Review minutes from the June 1, 2010 GGAF Meeting – Danella Elliott
Micki noted that she is working on Danny’s request from last month for the purpose and
guidelines, etc. of the GGAF Subcommittee. The minutes were approved.
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
A.Consideration and possible action to authorize Specialized Public Finance, Inc.
(SPFI) to proceed with the preparation of the required bond offering documents for
the upcoming October 2010 General Obligation bond issue – Micki Rundell, Chief
Financial Officer
Micki explained that this item is for recommendation to authorize Specialized Public
Finance, Inc. (SPFI) to proceed with the preparation of the required bond offering
documents for the upcoming October 2010 General Obligation bond issue.
This action officially begins the process to issue $12.5 million in General Obligation bonds
this October by authorizing the City’s financial advisor (SPFI) to begin work on the Official
Statements needed for the issue. This item does not authorize the bond issue itself.
During the 2010/11 budget process, staff discussed the possibility of issuing General
Obligation Bonds for transportation and parks projects that were approved by the voters in
November 2008. Market conditions, including lower than normal interest rates, along with
lower construction costs, make issuing the bonds at this time advantageous. In July, City
Council directed staff to move forward with issuing the bonds this fall.
In November 2008, voters approved $46 in bonds for transportation projects, of which
$2.545 million has been issued. Voters also approved $35.5 million in bonds to be issued
for Parks and Rec projects. To date, none of the parks bonds have been issued.
B.Discussion ad possible action to approve a contract for grant consulting services
with Langford Community Management Services – Paul Brandenburg
Laurie reminded the committee that this item was brought to this committee a couple of
months ago for review. The City prepared an Request for Qualifications (RFQ) to invite
vendors to assist the City in grant writing services in order to:
1)Reduce the City’s expenditures for capital improvement and other projects.
2)Expedite the City’s grant application process where funding needs and
opportunities may exist.
3)Provide grant writing and grant administrative services.
4)Expand the search and assessment of appropriate and applicable grant
opportunities.
The RFQ was advertised to establish a relationship with a grant consultant to provide
services where and when needed. A contract is being drafted to provide a needs
assessment to identify opportunities for projects where grant funding is available.
Approval would be required before the vendor submits any grant on behalf of the City. An
individual task order will be initiated with each grant application that would outline the
amount/percentage paid for the grant application, as well as for any administrative
services required.
The City received numerous inquiries from potential service providers in this area,
however only one formal response to the RFQ was received.
City staff met with Langford Community Management Services to review the proposal.
Staff believes that Langford has the qualifications and experience to provide services that
will enhance the City’s grant funding. This company has been very successful in helping
others receive grants. There is no monthly fee arrangement; we would know up front
what the cost would be on each case by case basis.
This item will be on the next Council Agenda requesting authorization to go forward with
the contract.
3.Consideration and possible action to approve the architectural selection committee
members for Fire Station 5 Terry Jones
Micki explained that this is the first project that has been done since the new guidelines were set
by Council last year, with the committee made up from one member of the Council, one member
from Boards and Commissions, one from the using department being serviced, one at-large staff
member, and one member form the Facilities staff. Staff received 24 architectural qualification
proposals in late July to provide design services for Fire Station 5. In December 2009 City
Council approved a process for the selection of architectural services. This process requires a
committee be assembled to evaluate proposals and make a recommendation to Council.
For the purpose of evaluating architectural qualifications for Fire Station 5 design, staff proposes
the following committee:
Gabe Sansing – GUS Board
Matt Painter – GTEC Board (tentative)
Robert Fite – using department
Kimberly Garrett – Parks & Recreation Department
Terry Jones – Facilities and Construction
This will be on the consent agenda at the next Council Meeting.
4.Update on Information Technology projects for the current fiscal year, and overview of
major initiatives for next fiscal year – Micki Rundell and Mike Peters
Micki noted that we have come a long way in the last year. She asked Mike Peters to give a
presentation to provide an overview/update on major information technology projects:
·Completed in the current year
·Currently in progress (objectives, status, next steps)
·An update on the Customer Information System (CIS) selection process. He also provided
information on the site-visit trip to California. The group of 6 will visit several different sites to
see the AMI/CIS systems “live”.
·Initiatives incorporated in next year’s budget
5.Presentation and discussion regarding City of Georgetown’s Compensation and Benefits
recommendations – Kevin Russell
Compensation
HR Staff reviews the competitiveness of the pay system and makes recommendations through
City management to Council for implementation of any changes.
·COLA – Proposed increase 2.5% for all non-Civil Service employees
·Merit Based Pay – No salary range movement proposed in current budget. Mid year
adjustment possible if revenue exceeds projections.
·Performance Based Pay Bonus – No monies earmarked for bonus payouts.
Benefits
HR Staff and the Benefits Committee has started reviewing information on the current plan and
identifying ways to maintain a competitive benefits program while minimizing plan cost
increases. Council feedback will be solicited in the following areas:
·TML claims and performance
·Healthcare Reform and its effect on Plan Design
·Request For Proposals for Health, Dental, Vision and Supplemental benefits.
Kevin gave a presentation detailing current and proposed changes to the insurance, as well as
the history.
Council direction will be required to instruct staff in the RFP process, authorize plan design and
appropriate use of benefit budgeted funds.
The budget is being prepared with a projected 17% increase in Benefits. Staff will work to come
up with a recommendation that stays within the monies allocated within the budget. Dale said
that he would be in favor to absorb some of the increase for employees, but he would like to see
what the impact is going to be. Dale asked Kevin to check on the legislation from Obama Care
and make some educated guesses on what the true impact will be for year 2 and 3 and on the
horizon and get the background. Danny asked him to check on 100% coverage after $2,500
and $5,000 deductibles as options. Kevin explained that we actually have those options with the
coverage we offer now.
This item will be on the next Council Agenda to get direction from Council to do an RFP or go
ahead with TML and focus on plan design.
6.Review of the City’s participation in the Central Texas Deferred Compensation Plan –
Kevin Russell
The City provides access to a 457b plan to its employees. 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 requirement that proposals or bids be requested when adding providers,
the City desires to have a more competitive process and a better value for employees. It was
suggested that Kevin check into other plans to offer employees. We have an employee
participation of about 15% now. He explained that they are checking into some other options to
increase participation.
The Central Texas Deferred Compensation Plan is an IRC §457(b) governmental deferred
compensation plan that is being created pursuant to Section 609.102(c) of the Texas Government
Code and Chapter 791 of the Texas Government Code. The Plan is 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.
Council direction will be required to authorize participation in the plan and the appointment of an
employee participant and alternate on the Plan Oversight Committee.
There are consultant costs for the creation and startup of the plan up to an amount not to exceed
$25,000. Subsequent costs are borne by participants.
7.Discussion and possible action to accelerate replacement purchase of the City’s security
system as approved in the 2010/11 Annual Budget – Terry Jones
Terry gave the committee a “heads up” about a possible acceleration of replacing the current
security system. There is $220,000 budgeted in the 2010/11 budget for upgrading the gate, door
access and video security systems in our facilities. However, within the last couple of weeks,
there have been 2 incidents where the system gone down completely and locks everyone out of
the buildings. This is caused by a corruption of the system, which is about 12 years old. They are
gathering pricing now for the complete costs. The original date for replacement is scheduled for
next fiscal year, but they just wanted to let you know in case it had to be replaced sooner.
8.Adjourned at 3:10 p.m.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 03:10 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, June 1, 2010
The General Government and Finance Advisory Board will meet on Tuesday, June 1, 2010 at 01:30 PM in
the Georgetown Municipal Complex Williamson Room, located at 300 Industrial Avenue, Georgetown,
Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Chair - Vacant, Patty Eason, Dale Ross
General Government and Finance Advisory Subcommittee regular meetings are held on the first Tuesday
of each month at 1:30 pm.
Call to Order at 01:30 PM
NOTICE OF MEETING OF THE
GENERAL GOVERNMENT AND FINANCE (GGAF) ADVISORY SUBCOMMITTEE
OF THE CITY OF GEORGETOWN, TEXAS
Notice is hereby given that the General Government and Finance (GGAF) Advisory
Subcommittee established by the Georgetown City Council will meet at 1:30 p.m. on
Tuesday, June 1, 2010, in the Georgetown Municipal Complex Williamson Room,
located at 300-1 Industrial Blvd, Georgetown, Texas.
AGENDA
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10Agenda.pdf
1.Review minutes from the May 4, 2010 GGAF Meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10DraftMinutesCS.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10DraftMinutes.pdf
2.Selection of Chair for GGAF Advisory Subcommittee – Paul Brandenburg
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10GGAFChairSelectionCS.pdf
3.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10SummaryReport.pdf
A.Discussion and possible recommendation to convert ESRI Mapping Software License to a
“site license” at a cost of $26,000 to $28,000 for the first year. Mike Peters
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10ESRISiteLicenseCS.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10ESRISiteLicenseAgreement.pdf
B.Report on the City’s Internal risk assessment/internal control report – Laurie Brewer
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10InternalControlReportCS.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10InternalControlReportSummary.pdf
C.Update on current active projects – Leticia Zavala
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10ProjectsUpdateCS.pdf
4.Consideration and possible action to recommend Clifton Gunderson, LLP as the audit firm to
serve as the City’s external auditors for a three year period, beginning with the current fiscal year –
Laurie Brewer and Micki Rundell
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10AuditRFPCS.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10AuditorSummary.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10AuditPresentationScript.pdf
5.Consideration and possible action to recommend the City contract with JP Morgan Chase for
depository services for the two year period beginning September 1, 2010, with an annual option to
renew for up to three more years – Laurie Brewer
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10BankRFPCS.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10BankSummaryAnalysis.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10RFPResponse1-16.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10RFPResponse17-37.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10RFPResponse38-57.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10RFPResponse58-Addend.pdf
6.Consideration and possible action for the award of the bid for renovations to the Municipal
Complex Building to Zapalac Reed Construction in the amount of $540,600.00 – Terry Jones
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10GMCRenovationCS.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10GMCRenovationBidTab.pdf
7.Discussion and possible recommendation to award the project for the acquisition and deployment
of an Advanced Metering Infrastructure (AMI) system to Elster Integrated Solutions and to begin
contract negotiations for the purchase and installation of the system - Leticia Zavala and Glenn
Dishong
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10AMIElsterCS.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10AMIPresentation.pdf
8.Presentation and discussion regarding City of Georgetown’s 2010/2011 Compensation and
Benefits recommendations – Kevin Russell
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10CompBenefitsCS.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10TML.pdf
http://georgetown.org/pdfs/ggaf/6.1.10/6.1.10BenefitSurvey2010.pdf
9.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of
the Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or
legal counsel for any purpose authorized by the Open Meetings Act, Texas Government Code
Chapter 551, and are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Hamilton, 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 Hamilton, City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, June 1, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , June 1, 2010 presiding.
Board Members Present:
Dale Ross-Chair, Patty Eason, Danny Meigs
Board Members Absent:
None
Staff Present:
Micki Rundell, Laurie Brewer, Mike Peters, Leticia Zavala, Glenn Dishong, Kevin Russell
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by
the Georgetown City Council met at 1:30 p.m. on Tuesday, June 1, 2010, in the
Georgetown Municipal Complex Williamson Room, located at 300-1 Industrial Blvd
, Georgetown, Texas.
MINUTES
These minutes were approved at the August 3, 2010 GGAF Meeting.
Dale Ross called the meeting to order at 1:34 p.m.
1.Selection of Chair for GGAF Advisory Subcommittee: Danny Meigs nominated Dale Ross for
Chair of the GGAF Advisory Subcommittee. Patty seconded. Dale Ross is the new chair.
2.Review minutes from the May 4, 2010 GGAF Meeting. Patty noted that the item regarding the
SAFER Fire Grant was from FEMA instead of FEEAM as noted in the minutes and Item Summary
from May 4th. The minutes were approved with the correction mentioned above.
Danny asked if the GGAF Committee had written goals and guidelines. Micki explained that it
was a trial committee first which involved into a standing committee. Danny said that he would
like a clear idea of the message and asked Micki to bring some “draft” goals/guidelines to the next
meeting to get a better idea of what GGAF’s role should be. Patty said that committee started as
an “adhoc” committee, brought together to deal with retirement plans, benefits, and then grew into
adding the general government part of Finance. Patty said that she would support going back to
an “adhoc” committee, noting that there are obvious items that need to be dealt with in this form of
subcommittee, but needs to be limited to certain item. She has seen a problem with the some
information getting to the full council at the same time, noting that she thinks the full council could
have benefitted from some items and presentations that were only presented to GGAF. Dale
noted that some important financial matters have been discussed during committee meetings that
would have added a significant amount of time to Council meetings if they were discussed on the
dais. Danny said that he has no problem reviewing important financial matters, he would just like
to have a clear idea of what the mission is. Micki said that she feels this committee serves a very
important role and has been very helpful and beneficial to her. She will work on goals, objectives
and guidelines which will be placed on the next GGAF Agenda, as well as, Patty’s item regarding
whether it will be regularly scheduled meetings or an “adhoc” committee based on what was
originally formulated.
4.Consideration and possible action to recommend Cl ifton GundersonConsideration and possible action to recommend Clifton GundersonConsideration and possible action to recommend Clifton GundersonConsideration and possible action to recommend Clifton Gunderson,,,, LLP as the audit firm toLLP as the audit firm toLLP as the audit firm toLLP as the audit firm to
serve as the City’s external auditors for a three year periodserve as the City’s external auditors for a three year periodserve as the City’s external auditors for a three year periodserve as the City’s external auditors for a three year period,,,, beginning with the current fiscalbeginning with the current fiscalbeginning with the current fiscalbeginning with the current fiscal
yearyearyearyear. Laurie reported that 7 firms submitted proposals and after the team (made up of staff
members) reviewing all proposals, 4 firms were invited to do presentations. Firms interviewed
were Belt Harris (Houston), BKD (Dallas), Clifton Gunderson (Austin) and Davis Kinard (Abilene).
Clifton Gunderson had so many resources, both locally and nationally, that they were the
unanimous decision. Glifton Gunderson gave a presentation on their services (full presentation
available at City Hall). Dale thanked them for giving an overview of their firm.
Laurie wanted to point out that Clifton Gunderson has audited an electric utility before, and
thought this was worth noting. Since our utility has grown over the recent years, the committee
felt that they would be able to help us ensure that we put everything in place to help us keep up
with this growing utility.
Dale clarified that the staff recommendation was for the committee to go back to Council with just
one firm. Micki explained that originally the committee wanted to bring 2 firms to Council for
review, but they now feel that Clifton Gunderson would provide a different level than the other
firms interviewed and our previous audit firm, thus being able to “push us” to look at different
checks and balances that we might have not thought of. Danny agreed that there had been a
thorough study and recommends that the committee goes with staff recommendation. Dale and
Patty agreed. This item will be on the next Council agenda.
3.Summary regarding “Other Finance Agenda Items and Items of Interest”
A.Discussion and possible recommendation to convert ESRI Mapping Software License
to a “site license” at a cost of $26,000 to $28,000 for the first year. Mike Peters said that
staff recommends that the City’s current software arrangement with ESRI be converted to a
“site license”. ESRI is the City’s vendor for Geographic Information System (GIS) mapping
software. The ESRI small government site license is a three year contract in which the City
would pay a flat yearly fee and, in return, would able to install an unlimited number of GIS
software licenses on our servers and workstations without additional maintenance costs. The
site license includes all major software products offered by ESRI. The yearly fee is based on
a community’s population. Currently, the City pays full price for each software license that it
installs as well as yearly maintenance on each individual license. Entering into the site license
during this fiscal year offers several advantages:
·The site license price will increase if City waits until next year because the Census will
likely show a City population of over 50,000, putting us in a higher price bracket
·ESRI pricing strategies make the site license more cost effective after an organization
reaches a certain level of software licensing – we have reached that point
·Planned upgrades to the Automated Meter Infrastructure, Computer Aided Dispatch, and
Customer Information System will rely on GIS software to provide a portion of their
required data, increasing the number of GIS software licenses needed over the next six
years
·It allows budgeting for a set amount of software maintenance costs as opposed to seeing
large step increases occurring in a single year
·It allows mapping staff to expand its GIS software toolset and fully capitalize on the City’s
GIS investment
·It includes training opportunities not currently available to mapping personnel
Patty made a motion to recommend converting the software with ESRI to a “site license”. Dale
agreed with that recommendation.
B.Report on the City’s Internal risk assessmentReport on the City’s Internal risk assessmentReport on the City’s Internal risk assessmentReport on the City’s Internal risk assessment////internal control reportinternal control reportinternal control reportinternal control report. Laurie Brewer gave
an overview of the program and explained that Accounting personnel had met with each
division to ensure that they understood the Fiscal and Budgetary policy, and try to identify
any areas for risk or fraud. They approached it through the standpoint that “we wanted to
help”. Although they didn’t find any major areas they felt needed changing, there were areas
identified where improvements could be made. Issues discussed included written policies and
procedures, credit cards and travel processes, uncapitalized assets, risk identification and training
opportunities for the divisions.
Most divisions had some written control policies in place, including Finance, Fire, GUS, Management
Services and Police. While Community Services and Community Development follow the
standardized cash collection policies, it is recommended that they document processes in order to
ensure consistency. Overall, every division lacked written controls to safeguard uncapitalized assets.
Finance will be writing a standard policy, however it is suggested that each division adopt a procedure
to safeguard these assets.
Another city-wide concern concerns training for volunteers. Georgetown is fortunate to have
volunteers assist in various areas, as well as during special events. Finance will work on addressing
comprehensive fund raising procedures, as well as quarterly training to ensure our volunteers are
adequately prepared to protect city assets.
Cross training was another area where most divisions needed improvement. In many areas, there is
only one person who does certain tasks. Documentation of processes, as well as cross training, will
prevent the City from potential loss of resources and efficiency when individuals are out of their work
environment. In many cases, staffing levels limit the ability to effectively cross train.
All divisions supported the idea of an anonymous fraud reporting hotline. This was implemented in
November 2009. To date, the City has received several complaints through the hotline, however
these were management issues, not potential fraud reports.
Another area where the City may be able to improve controls is to review the credit card policy and
numbers of credit cards outstanding. The Police Department has already begun a process to lower
the number of cards issued in the department. A process has begun to put all of the credit card
reports on the share directory, so that divisions have the most up to date information as quickly as
possible. It is also suggested that employees utilize the per diem policy when traveling whenever
possible to limit costs for meals as well as the need for auditing receipts.
Facilities access was an area that immediately surfaced during the audit. A procedure was
immediately put into place to document employees with access and ensure that division directors
approve any changes to an employee’s access to various facilities.
There will be a City-wide cash handling training offered in October and volunteer training in August.
In conclusion, this risk assessment provided each division with a heightened sense of awareness of
internal controls, while revealing areas for improvement. This risk assessment should be done at
least every other year. Staff expects a new audit/CPA firm for the fiscal year 2010, therefore will
welcome additional comments from a new perspective and look at the City’s internal controls.
C.Update on current active projectsUpdate on current active projectsUpdate on current active projectsUpdate on current active projects. Leticia Zavala gave an update on the status of current
projects.
Computer Aided Dispatch/Records Management System (CAD/RMS): The project is on schedule
and under budget. 50% of the CAD and 10% of the RMS audits have been completed. FireHouse
has been installed and fire personnel continue to work on the code tables and “pick” lists. The
message switch and automated vehicle locator will be installed in June. The training phase will begin
in July and the expected “go live” date is mid October. Mike has been working with them as the IT
contact.
Telephone System Upgrade: The initial phase of the telephone system upgrade including basic call
features and call center capabilities was completed in late April 2010. Additional phases including
enhanced voicemail call features, and mobile phone integration will be done in the coming months
with a targeted completion date of mid June 2010.
New E-Mail Format Update: With the upgrades to Microsoft Active Directory and Lotus Notes, the
City is transiting to a new email address format to provide a more consistent image to the public and
ties to the “branding” of the website. The standard email format for all users will be
firstname.lastname@georgetown.org. This new address allows the syncing of the website name with
the email format and standardizes all email addresses for employees. Both the “old” email format and
this “new” format will be valid for 12 months to allow time for notification of the change to citizens and
vendors.
Automated Metering Infrastructure (AMI): Staff is seeking recommendations from the GUS and
GGAF Boards in May/June 2010 to begin the process of negotiating a contract and will request final
approval from Council to enter into contract negotiations with Elster Integrated Solutions for the AMI
project in early June 2010. The City began the process of finding and implementing a new automated
metering infrastructure (AMI) to replace the existing advanced meter reading system (AMR) in July
2009. This project upgrades the existing one-way communication system (meter to office) with
two-way communication (meter to office and back to meter) and allows for time of use rates and
provides basis for “smart house” technology. Timeline as follows:
Development and release of RFP – July/Aug 2009
RFP deadline – Sept 2009
Evaluation workshops and top 2 vendors selected – Nov 2009
Vendor interviews – Dec 2009
Reference checks – Jan 2010
Site Visits – Feb 2010
Evaluation and final recommendation –Apr 2010
Contract Negotiations –Jun 2010
Start initial implementation – Jun/Jul 2010
Customer Information System (CIS): The City began the CIS replacement process in October
2009 to align with the AMI project to support the new enhancements that will be available with the new
technology. Providing such data to the customer base will lay the foundation for new services such as
billing time of use rates and help customers with “green” initiatives. Timeline as follows:
Development and release of RFP – Dec 2009
Pre-Bid conference, Q&A, RFP deadline – Jan 2010
Evaluation workshop and top vendors selection – Feb 2010
Vendor interviews – May 2010
Reference checks – Jun 2010
Site Visits (optional) – Jul 2010
Evaluation and final recommendation – Aug 2010
Contract Negotiations – Sep 2010
Start initial implementation – Jan 2011
5.Consideration and possible action to recommend the City contract with JP Morgan Chase forConsideration and possible action to recommend the City contract with JP Morgan Chase forConsideration and possible action to recommend the City contract with JP Morgan Chase forConsideration and possible action to recommend the City contract with JP Morgan Chase for
depository services for the two year period beginning Septemberdepository services for the two year period beginning Septemberdepository services for the two year period beginning Septemberdepository services for the two year period beginning September 1111,,,, 2010201020102010,,,, with an annual optionwith an annual optionwith an annual optionwith an annual option
to renew for up to three more yearsto renew for up to three more yearsto renew for up to three more yearsto renew for up to three more years. Staff recommends that the City continue the relationship
with JP Morgan Chase for depository services. There was a full RFQ for depository services.
Each bank was evaluated based on its ability to provide the technical and customer service
support for the City’s depository needs, as well as the ease of use of technology to provide
efficient means for staff to administer funds. Fees were reviewed to determine the best value to
the City. Staff negotiated with JP Morgan Chase to continue to provide a high level of service,
while reducing the costs that the City currently incurs for depository services.
Chase’s proposal, which includes waiving of five months of analysis fees, would reflect the overall
lowest cost to the City for the two year period, saving 51.5% over the current contract prices. This
savings is further enhanced by not spending staff resources to convert existing systems to a new
banking system. The average annual cost for the two year period is estimated at $23,500,
including the credit for waiving five months of fees. If the City exercises its annual option to
renew, the estimated annual cost is $30,400, or 37% under the current annual contract cost.
Contracts are currently being reviewed by Legal and will be included in the Council packet. Staff
expects to bring this to the Council on the June 22 meeting.
Patty Eason made the motion, seconded by Dale Ross to endorse staff’s recommendation to
continue the relationship with JP Morgan Chase.
6.Consideration and possible action for the award of the bid for renovations to the Municipal
Complex Building to Zapalac Reed Construction in the amount of $540,600.00. Terry Jones
reported that in August 2009 the City Council approved the selection of an architect to provide
design services for renovations to the Municipal Complex Building. These renovations would be
performed to relieve crowded conditions in the Utilities area by removing walls, bringing in natural
light and incorporating the use of standardize modular furniture sizes and configurations. The
project will be performed in phases with the back section of the building (field workers) being
renovated in phase I, the front section (office and administrative personnel) renovations in phase
II, and the relocation of the dispatch area in phase III. If approved, we would realize and
immediate increase in 10 spaces with expansion room for approximately 10 to 15 more spaces.
The entire project is scheduled to be completed in approximately 90 days.
To continue our goal of facility energy reduction of five percent each year for the next five years,
we have included in the project options for the use of LED lighting; bringing in more natural light to
reduce the need for man-made light; continued use of energy management systems for the
control of HVAC and lighting; and the installation of energy efficient HVAC equipment for the new
dispatch area.
We have checked the references and qualifications for Zapalac Reed Construction and they are
well qualified to perform this work. Tom Nichols was also available to answer questions and also
endorsed Zapalac, based on previous instances of working with them.
Motion by Danny Meigs and seconded by Patty Eason, agreeing with staff’s recommendation.
7.Discussion and possible recommendation to award the project for the acquisition and
deployment of an Advanced Metering Infrastructure (AMI) system to Elster Integrated
Solutions and to begin contract negotiations for the purchase and installation of the
system. Glenn Dishong gave a presentation and explained that the City began the process of
finding and implementing a new automated metering infrastructure (AMI) to replace the existing
advanced meter reading system (AMR) in the summer of 2009. This project upgrades the
existing one-way communication system (meter to office) with two-way communication (meter to
office and back to meter) and allows for time of use rates and provides basis for “smart house”
technology.
Staff has completed its evaluation of the proposals submitted by AMI vendors with the assistance
of Westin Engineering as part of the contract for evaluation and project management services
approved by City Council on May 12, 2009. Proposals form 5 vendors were received in
September 2009. Following evaluations of the proposals for compliance with system
specifications, cost, schedule, and other factors, three firms were selected to make follow-up
presentations to staff. Following the presentations, two firms were short listed for reference site
visits and follow-up questions.
The reference checks and site visits were completed by staff during the month of February 2010.
Based upon system performance, ease of installation, substantially lower total cost of ownership
(lifecycle), and lower cost of expansion, the Elster Integrated Solutions proposal was selected as
the proposal that met the needs of the city. Staff recommends the City move forward with
contract negotiations with Elster Integrated Solutions for the acquisition and deployment of an AMI
system to replace the existing AMR system.
Total project cost for this system upgrade is anticipated at $8.9 million prior to the start of contract
negotiations. This item was presented to the GUS Board at their May 14, 2010 meeting and was
approved 6-1.
Danny Meigs made the motion and Patty Eason seconded to agree with the recommendation to
continue negotiations. Patty noted that this is the kind of item, in her opinion, that doesn’t need to
come to the GGAF Committee as it has already been to another board. Dale agreed.
8.Presentation and discussion regarding City of Georgetown’s 2010/2011 Compensation and
Benefits recommendation. Kevin Russell gave an overview/informational update. He noted that
there were really no actions that needed to be taken, but wanted to give the committee a “heads-
up” on what was going on with Comp and Benefits. He explained that HR Staff reviews the
competitiveness of the pay system and makes recommendations through City management to
Council for implementation of any changes.
Compensation: Employees will not be getting anything in regards to increases in compensation
·COLA – No increases proposed
·Merit Based Pay – No salary range movement proposed
·Performance Based Pay Bonus – No monies earmarked for bonus payouts
Benefits:
HR Staff and the Benefits Committee will start reviewing information on the current plan and
identifying ways to maintain a competitive benefits program while minimizing plan cost increases.
Council feedback will be solicited in the following areas:
·Healthcare Reform
·TML claims and performance
·Use of Benefits Consultant
Additionally, to ensure the City remains competitive with its benefits, City contributions will be
looked at and recommendations for increases and/or continuation/elimination of
supplements/contributions will be made in the following areas:
·Dependent/Family Supplement
·Opt Out Supplement
·HSA Contribution
·Retiree Healthcare
Council Action will be required to authorize City supplements and/or incentives, and to authorize
the City to enter into benefits contracts.
The budget is being prepared with a projected 15% increase in Benefits. Staff will work to come
up with a recommendation that stays within the monies allocated within the budget.
9.Meeting adjourned at 3:25 p.m.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, May 4, 2010
The General Government and Finance Advisory Board will meet on Tuesday, May 4, 2010 at 01:30 PM in
the Williamson Room of the Georgetown Municipal Complex, located at 300 Industrial Avenue,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Keith Brainard-Chair, Patty Eason, Dale Ross
General Government and Finance Advisory Subcommittee regular meetings are held on the first Tuesday
of each month at 1:30 PM.
Call to Order at 01:30 PM
AGENDA
NOTICE OF MEETING OF THE
GENERAL GOVERNMENT AND FINANCE (GGAF) ADVISORY SUBCOMMITTEE
OF THE CITY OF GEORGETOWN, TEXAS
Notice is hereby given that the General Government and Finance (GGAF) Advisory
Subcommittee established by the Georgetown City Council will meet at 1:30 p.m. on
Tuesday, May 4, 2010, in the Georgetown Municipal Complex Williamson Room,
located at 300-1 Industrial Blvd, Georgetown, Texas.
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10Agenda.pdf
1.Review minutes from the March 2, 2010 and April 6, 2010 GGAF meetings – Danella Elliott
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10DraftMinutesCS.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10DraftMinutes4.6.10.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10DraftMinutes3.2.10.pdf
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10SummaryReport.pdf
A.Consideration for approval authorizing staff to negotiate and execute a contract for onlinecontract for onlinecontract for onlinecontract for online
auctioning servicesauctioning servicesauctioning servicesauctioning services with Rene Bates Auctioneers, Inc. of McKinney, Texas for the sale of the
bleachers and scoreboard located at the former Georgetown Independent School District
football stadium in San Gabriel Park
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10BleachersSBAuctionCS.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10BleachersSBDescription.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10GISDStadiumReleaseLetter.pdf
B.Consideration of an award of the annual bid for janitorial supplies to Gulf Coast Paperjanitorial supplies to Gulf Coast Paperjanitorial supplies to Gulf Coast Paperjanitorial supplies to Gulf Coast Paper
Company of TempleCompany of TempleCompany of TempleCompany of Temple,,,, Texas in the estimated amount ofTexas in the estimated amount ofTexas in the estimated amount ofTexas in the estimated amount of $$$$45454545,,,,847847847847
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10JanitorialSuppliesCS.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10JanitorialSuppliesBidTab.pdf
C. Discussion and possible authorization to accept the Staffing for Adequate Fire andaccept the Staffing for Adequate Fire andaccept the Staffing for Adequate Fire andaccept the Staffing for Adequate Fire and
Emergency Response grants from FEEAM in the amount ofEmergency Response grants from FEEAM in the amount ofEmergency Response grants from FEEAM in the amount ofEmergency Response grants from FEEAM in the amount of $$$$905905905905,,,,728728728728
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10SAFERFireGrantCS.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10SAFERFireGrantAttachment.pdf
D.Consideration and possible action for the award of a bid for vehicles to Mac Haik Ford in theaward of a bid for vehicles to Mac Haik Ford in theaward of a bid for vehicles to Mac Haik Ford in theaward of a bid for vehicles to Mac Haik Ford in the
amount ofamount ofamount ofamount of $$$$29292929,,,,544544544544....54545454 and to Philpott Ford in the amount ofand to Philpott Ford in the amount ofand to Philpott Ford in the amount ofand to Philpott Ford in the amount of $$$$29292929,,,,784784784784....00000000
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10VehiclesCS.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10VehiclesBidTab.pdf
E. Review of the City’s Quarterly Financial ReportCity’s Quarterly Financial ReportCity’s Quarterly Financial ReportCity’s Quarterly Financial Report, which includes the Investment Reports for the
City of Georgetown, Georgetown Transportation Enhancement Corporation (GTEC) and the
Georgetown Economic Development Corporation (GEDCO) for the quarter ended March 31,
2010
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10QrtlyReportCS.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10QrtlyReport.pdf
F. Report regarding the review of WiMax technologies for City use
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10WiMaxReportCS.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10WiMaxReport.pdf
G. Outstanding RFP Process Update
3.Discussion regarding proposed changes to the City’s Fiscal and Budgetary Policy for 2010/11 –
Micki Rundell
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10FiscalPolicyCS.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10FiscalPolicyDraft.pdf
4.Presentation of issues outlined in the Mid Year Budget Update – Micki Rundell and Paul
Brandenburg
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10MYReview.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10MYReviewPresentation.pdf
http://georgetown.org/pdfs/ggaf/5.4.10/5.4.10MYFrozenPositions.pdf
5. Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Hamilton, 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 Hamilton, City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, May 4, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , May 4, 2010 presiding.
Board Members Present:
Keith Brainard-Chair, Patty Eason, Dale Ross
Board Members Absent:
Staff Present:
Micki Rundell, Paul Brandenburg, Laurie Brewer, Leticia Zavala, Mike Peters, Marsha Iwers, Terry
Jones, Robert Fite
Minutes
Regular Meeting
These minutes were approved at the June 1, 2010 GGAF Meeting.
Keith Brainard called the meeting to order at 1:35 p.m.
1.Review minutes from the March 2, 2010 and April 6, 2010 GGAF meetings – Danella Elliott
There were no changes to the March 2, 2010 minutes.
There were no changes to the April 6, 2010 minutes.
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
A.Consideration for approval authorizing staff to negotiate and execute a contract for onlinecontract for onlinecontract for onlinecontract for online
auctioning servicesauctioning servicesauctioning servicesauctioning services with Rene Bates Auctioneers, Inc. of McKinney, Texas for the sale of the
bleachers and scoreboard located at the former Georgetown Independent School District
football stadium in San Gabriel Park. No discussion on this item.
B.Consideration of an award of the annual bid for janitorial supplies to Gulf Coast Paperjanitorial supplies to Gulf Coast Paperjanitorial supplies to Gulf Coast Paperjanitorial supplies to Gulf Coast Paper
Company of TempleCompany of TempleCompany of TempleCompany of Temple,,,, Texas in the estimated amount ofTexas in the estimated amount ofTexas in the estimated amount ofTexas in the estimated amount of $$$$45454545,,,,847847847847.... No discussion on this item
.
C.Discussion and possible authorization to accept the Staffing for Adequate Fire andaccept the Staffing for Adequate Fire andaccept the Staffing for Adequate Fire andaccept the Staffing for Adequate Fire and
Emergency Response grants from FEEAM in the amount ofEmergency Response grants from FEEAM in the amount ofEmergency Response grants from FEEAM in the amount ofEmergency Response grants from FEEAM in the amount of $$$$905905905905,,,,728728728728....
Chief Fite explained that The SAFER grant is a program that allows fire departments to hire
additional firefighters in order to comply requirements for NFPA and “2In/2Out” rule. This
grant will fund 2 full years for 9 firefighters (salaries and benefits). After the 2 years, we are
then expected to carry on the employment of the 9 firefighters for at least one additional year.
City of Georgetown funding will begin during the latter half of 2012.
The committee thanked Chief Fite for bringing this grant in and expressed his appreciation.
D.Consideration and possible action for the award of a bid for vehicles to Mac Haik Ford in theaward of a bid for vehicles to Mac Haik Ford in theaward of a bid for vehicles to Mac Haik Ford in theaward of a bid for vehicles to Mac Haik Ford in the
amount ofamount ofamount ofamount of $$$$29292929,,,,544544544544....54545454 and to Philpott Ford in the amount ofand to Philpott Ford in the amount ofand to Philpott Ford in the amount ofand to Philpott Ford in the amount of $$$$29292929,,,,784784784784....00000000.... No discussion on
this item.
E.Review of the City’s Quarterly Financial ReportCity’s Quarterly Financial ReportCity’s Quarterly Financial ReportCity’s Quarterly Financial Report, which includes the Investment Reports for the
City of Georgetown, Georgetown Transportation Enhancement Corporation (GTEC) and the
Georgetown Economic Development Corporation (GEDCO) for the quarter ended March 31,
2010. No discussion on this item .
F.Report regarding the review of WiMax technologies for City use. No discussion on this
item.
G.Outstanding RFP Process Update
Depository: Laurie Brewer stated that it looks like we will have a significant savings, about
$15K up to $25K over the next 3 years by changing depositories. She feels it has been a very
worthwhile process. The finalists are: JP Morgan Chase, Wells Fargo, and Bank of America.
Our current depository, JP Morgan Chase, agreed to “sharpen their pencils” and they did that.
The committee will bring their final recommendation to GGAF in June and then to Council.
Audit Services: Audit interviews are scheduled for May 12th. The top two finalists will be
presented to GGAF. Laurie noted that there was a “fair amount” of interest in our RFP.
There were about 30 questions asking for clarification, etc. prior to the closing date.
3.Discussion regarding proposed changes to the City’s Fiscal and Budgetary Policy for 2010/11 –
Micki Rundell
Micki went over the proposed changes/clarifications to the Fiscal and Budgetary and followed
up with discussion from the committee.
Pg 225 – Clarification of services and departments included in the General Fund
Pg 228 – Revised definition of “Balanced Budget” to include sustainable revenue sources, as approved by City
Council.
Pg 230 – Defined “Sustainable Revenues”
Pg 231 – FOR CONSIDERATION – Reallocation of the 10% paid to the General Fund from the utilities. Revised the
current 2% In-Lieu-of Franchise Fee to 4%, thereby reflecting the rate paid by external utilities in Franchise Fees, and
lowered the current Return on Investment from 8% to 6%. The total percentage remains unchanged, but by increasing
the franchise payment on City utilities to more accurately reflect ROW maintenance costs, additional revenue will be
generated for the General Fund.
Pg 232 – Clarification regarding offsetting the vacancy factor against actual salary expense savings within the
departments.
Pg 234 – Addition of Council action regarding revisions to TMRS and related disclosures.
Pg 238 – Establishment of a reserve within the Technology ISF for the replacement of major technology systems.
Pg 238 – The addition of the General Government and Finance Subcommittee in providing additional oversight to
financial operations.
Pg 239 – Adding the 3 year term limit for external auditors and the requirement to re-bid these services at least every 3
years.
Pg 240 – The addition of “Public Trust” as an objective in the City’s investment policy.
Pg 243 – FOR CONSIDERATION - Adding the exception to the possible use of Revenue bonds greater than 20 years
for utility plant and system expansions with a useful life greater than 30 years.
Pg 243 – Clarification on Certificates of Obligation as the funding instrument for self-supporting general debt. Also
includes the Electric and Water Services Funds as possible users of self-supporting CO debt for non-system capital
assets.
Pg 244 – FOR CONSIDERATION – Adding the exception for 20 year average debt for utility system expansions whose
useful life is greater than 30 years to be funded with longer term debt.
In addition, references to fiscal year 2010/11 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 2010/11 budget.
Timing allows for the Policy to be reviewed again by GGAF if requested. 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 June 8.
4.Presentation of issues outlined in the Mid Year Budget Update – Micki Rundell and Paul
Brandenburg
Micki and Paul presented the Mid Year Update. As of Mid-Year, the financial projection is
cautionary. While operating revenues are holding steady, and expenses are at or less then
budget, other revenue adjustments will be made that will impact the ending year projected fund
balance. These adjustments include recognition of an adjustment to the General Fund balance
for revenue that should have been recorded on the balance sheet as an offset to the Wolf Ranch
PID receivable in 2009. Other revenue shortfalls relate to lower than anticipated franchise fee
revenue from Atmos (due to lower gas costs in the reporting period), reduction in revenue for
hydrant testing, and lower interest income.
For the General Fund, these shortages will not impact the current year operations, as ending fund
balance was budgeted to be $1.1M, and is projected to be $636,046. This decrease in fund
balance will impact the 2010/11 budget. Currently, there is an operating shortfall for 2010/11 of
$1.2M. Any ending fund balance could be used to offset this variance, in which case, it would not
be available to buy down the 2010/11 debt service to be included in the 2011 tax rate.
Information contained in the presentation will be presented to City Council at the May 10 Council
Meeting.
5.The meeting adjourned at 3:00 p.m.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, April 6, 2010
The General Government and Finance Advisory Board will meet on Tuesday, April 6, 2010 at 01:30 PM
in the Williamson Room of the Georgetown Municipal Complex, located at 300 Industrial Avenue,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Keith Brainard-Chair, Patty Eason, Dale Ross
General Government and Finance Advisory Subcommittee regular meetings are held on the first Tuesday
of each month at 1:30 PM.
Call to Order at 01:30 PM
AGENDA
http://georgetown.org/pdfs/ggaf/4.6.10Agenda.pdf
1.Review minutes from the February 8, 2010 and March 2, 2010 GGAF meetings – Danella Elliott
http://georgetown.org/pdfs/ggaf/4.6.10DraftMinutesCS.pdf
http://georgetown.org/pdfs/ggaf/4.6.10DraftMinutes2.8.10.pdf
http://georgetown.org/pdfs/ggaf/4.6.10DraftMinutes3.2.10.pdf
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
http://georgetown.org/pdfs/ggaf/4.6.10SummaryReport.pdf
A.Authorization to declare adeclare adeclare adeclare a 2002200220022002 John DeerJohn DeerJohn DeerJohn Deer 260260260260 Skid SteerSkid SteerSkid SteerSkid Steer,,,, aaaa 2003200320032003 BobcatBobcatBobcatBobcat 753753753753 Skid SteerSkid SteerSkid SteerSkid Steer
and aand aand aand a 2000200020002000 John DeereJohn DeereJohn DeereJohn Deere 5510551055105510 tractor as surplustractor as surplustractor as surplustractor as surplus and authorize staff to sellauthorize staff to sellauthorize staff to sellauthorize staff to sell skid steers to
Brazos River Authority and the tractor to Operations Management International for $$$$37373737,,,,536536536536....
http://georgetown.org/pdfs/ggaf/4.6.10SurplusEquipmentBRA-OMI.pdf
B.Award of the annual bid for office suppliesannual bid for office suppliesannual bid for office suppliesannual bid for office supplies to V-Quest of Georgetown, Texas in the estimated
amount of $$$$48484848,,,,000000000000.
http://georgetown.org/pdfs/ggaf/4.6.10VQuestCS.pdf
C.Approve the annual payment for the operation of the countypayment for the operation of the countypayment for the operation of the countypayment for the operation of the county----side radio communicationsside radio communicationsside radio communicationsside radio communications
systemsystemsystemsystem to Williamson County for $$$$95959595,,,,103103103103.
http://georgetown.org/pdfs/ggaf/4.6.10WILCOCommunicationSystemCS .pdf
http://georgetown.org/pdfs/ggaf/4.6.10WILCOInvoice.pdf
D.Approval of the cell and data phone servicecell and data phone servicecell and data phone servicecell and data phone service from Nextel dba Sprint and AT&*T through the
Department of Information Resources (DIR) State of Texas Purchasing contracts for the
estimated annual amount of $$$$59595959,,,,026026026026.
http://georgetown.org/pdfs/ggaf/4.6.10CellPhonesCS .pdf
http://georgetown.org/pdfs/ggaf/4.6.10CellPhones2010.pdf
http://georgetown.org/pdfs/ggaf/4.6.10CellPhonesWirelessPolicy .pdf
E.Approval of the purchase of a Fire Enginepurchase of a Fire Enginepurchase of a Fire Enginepurchase of a Fire Engine to Siddons Fire Apparatus through the state contract
for $$$$302302302302,,,,660660660660.
http://georgetown.org/pdfs/ggaf/4.6.10FireApparatusCS.pdf
http://georgetown.org/pdfs/ggaf/4.6.10FireApparatusbackup.pdf
F.Authorization to approve a change order forapprove a change order forapprove a change order forapprove a change order for $14,000$14,000$14,000$14,000 for the existing project management
contract with Westin Engineering to provide payment for assistance in finding a qualified
candidate for the IT Director position.
http://georgetown.org/pdfs/ggaf/4.6.10WestinScopeChange14000CS.pdf
G.Authorization to approve a scope changeto approve a scope changeto approve a scope changeto approve a scope change within the project management with Westin Engineering
for $$$$52525252,,,,000000000000 to fund technical expertise and resources to facilitate the new network design and
migrate the City’s technology from a Novell environment to Active Directory.
http://georgetown.org/pdfs/ggaf/4.6.10WestinScopeChange52000CS.pdf
http://georgetown.org/pdfs/ggaf/4.6.10Westin52000ProjectScope.pdf
http://georgetown.org/pdfs/ggaf/4.6.10Westin52000TaskOrder.pdf
H.Authorization to approve an increase in the annual maintenance contractto approve an increase in the annual maintenance contractto approve an increase in the annual maintenance contractto approve an increase in the annual maintenance contract for EST Group in the
amount of $$$$15151515,,,,500500500500 for maintenance and support of additional network equipment.
http://georgetown.org/pdfs/ggaf/4.6.10ESTGroupMaintenance15500CS.pdf
http://georgetown.org/pdfs/ggaf/4.6.10ESTGroupMaintenance-Quotes.pdf
I.Authorization to approve purchase of computers to keep in inventoryto approve purchase of computers to keep in inventoryto approve purchase of computers to keep in inventoryto approve purchase of computers to keep in inventory for emergency replacement
and training use in the amount of $$$$13131313,,,,000000000000 from DELL Computer Corporation.
http://georgetown.org/pdfs/ggaf/4.6.10DELLComputers13000CS.pdf
J.Information Technology Update
http://georgetown.org/pdfs/ggaf/4.6.10ProjectsUpdateCS.pdf
K.Mid Year Review Update (information provided on Item #2 - Summary Report document)
L.Bank RFP update (information provided on Item #2 - Summary Report document)
3.Presentation and discussion regarding the City of Georgetown’s 2010 Facilities Plan – Paul
Brandenburg
http://georgetown.org/pdfs/ggaf/4.6.10FacilitiesPlanCS .pdf
http://georgetown.org/pdfs/ggaf/4.6.10FacilitiesPres.pdf
4.Presentation and discussion regarding the proposed Gainsharing Program – Paul Brandenburg
http://georgetown.org/pdfs/ggaf/4.6.10GainsharingProgramCS.pdf
http://georgetown.org/pdfs/ggaf/4.6.10GainsharingProgramCOG.pdf
5.Presentation and discussion regarding the City of Georgetown’s 2010 Grant Initiative Program –
Paul Brandenburg
http://georgetown.org/pdfs/ggaf/4.6.10GrantInitiativeCS.pdf
http://georgetown.org/pdfs/ggaf/4.6.10GrantInitiativeReport2010.pdf
6.Adjourn
Certificate of Posting
I, Jessica Hamilton, 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 Hamilton, City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, April 6, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , April 6, 2010 presiding.
Board Members Present:
Keith Brainard-Chair, Patty Eason, Dale Ross
Board Members Absent:
None
Staff Present:
Micki Rundell, Paul Brandenburg, Laurie Brewer, Leticia Zavala, Mike Peters, Marsha Iwers, Terry
Jones, Robert Fite
Minutes
Regular Meeting
MINUTES
GENERAL GOVERNMENT AND FINANCE (GGAF) ADVISORY SUBCOMMITTEE
OF THE CITY OF GEORGETOWN, TEXAS
The General Government and Finance (GGAF) Advisory Subcommittee met at 1:30
p.m. on Tuesday, April 6, 2010, in the in the Georgetown Municipal Complex
Williamson Room, located at 300-1 Industrial Blvd, Georgetown, Texas.
These minutes were approved at the May 4, 2010 GGAF meeting.
Keith Brainard called the meeting to order at 1:35 p.m.
1.Review minutes from the February 8, 2010 and March 2, 2010 GGAF meetings – Danella
Elliott
There were no changes to the February 8, 2010 minutes.
The March 2, 2010 minutes will be reviewed at the May 4th GGAF meeting.
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
A.Authorization to declare aAuthorization to declare aAuthorization to declare aAuthorization to declare a 2002200220022002 John DeerJohn DeerJohn DeerJohn Deer 260260260260 Skid SteerSkid SteerSkid SteerSkid Steer,,,, aaaa 2003200320032003 BobcatBobcatBobcatBobcat 753753753753 Skid SteerSkid SteerSkid SteerSkid Steer
and aand aand aand a 2000200020002000 John DeereJohn DeereJohn DeereJohn Deere 5510551055105510 tractor as surplus and authorize staff to sell skid steers totractor as surplus and authorize staff to sell skid steers totractor as surplus and authorize staff to sell skid steers totractor as surplus and authorize staff to sell skid steers to
Brazos River Authority and the tractor to Operations Management International forBrazos River Authority and the tractor to Operations Management International forBrazos River Authority and the tractor to Operations Management International forBrazos River Authority and the tractor to Operations Management International for $$$$37373737,,,,536536536536....
B.Award of the annual bid for office supplies to VAward of the annual bid for office supplies to VAward of the annual bid for office supplies to VAward of the annual bid for office supplies to V----Quest of GeorgetownQuest of GeorgetownQuest of GeorgetownQuest of Georgetown,,,, Texas in theTexas in theTexas in theTexas in the
estimated amount ofestimated amount ofestimated amount ofestimated amount of $$$$48484848,,,,000000000000....
C.Approve the annual payment for the operation of the countyApprove the annual payment for the operation of the countyApprove the annual payment for the operation of the countyApprove the annual payment for the operation of the county----side radio communicationsside radio communicationsside radio communicationsside radio communications
system to Williamson County forsystem to Williamson County forsystem to Williamson County forsystem to Williamson County for $$$$95959595,,,,103103103103....
D.Approval of the cell and data phone service from Nextel dba Sprint and ATApproval of the cell and data phone service from Nextel dba Sprint and ATApproval of the cell and data phone service from Nextel dba Sprint and ATApproval of the cell and data phone service from Nextel dba Sprint and AT&&&&****T through theT through theT through theT through the
Department of Information ResourcesDepartment of Information ResourcesDepartment of Information ResourcesDepartment of Information Resources ((((DIRDIRDIRDIR)))) State of Texas Purchasing contracts for theState of Texas Purchasing contracts for theState of Texas Purchasing contracts for theState of Texas Purchasing contracts for the
estimated annual amount ofestimated annual amount ofestimated annual amount ofestimated annual amount of $$$$59595959,,,,026026026026....
E.Approval of the purchase of a Fire Engine to Siddons Fire Apparatus through the stateApproval of the purchase of a Fire Engine to Siddons Fire Apparatus through the stateApproval of the purchase of a Fire Engine to Siddons Fire Apparatus through the stateApproval of the purchase of a Fire Engine to Siddons Fire Apparatus through the state
contract forcontract forcontract forcontract for $$$$302302302302,,,,660660660660....
Robert Fite explained the recommendation to disburse funds for the payment to Siddons Fire
Apparatus (Buyboard Contract) for the amount of $302,660 in order to purchase a Fire Engine
for the dual purpose use of Airport Fire protection and normal emergency response from Fire
Station 4. The price includes a discount of $2,265 if the chassis is paid for prior to final build
delivery. The timing for the purchase is better because the price is about $40,000 lower than
it was last year.
This apparatus was approved in the 2009/10 budget and is being partially funded by the
Airport Fund and the General Fund. After reviewing the needs of all parties, it was
determined that a larger engine would be a more advantageous purchase than a vehicle for
Airport use only. Due to the higher cost of an engine, additional funding was secured.
This multi-team approach is purchasing a fire engine for fire station 4 to enhance the fire
protection capabilities of the Georgetown Airport and the Fire District of Station 4. This
purchase triples the water delivery capacity (300 gallons to 1,000 gallons) as compared to
current response and adds a key foam component for aircraft fuel fires. The fire engine is
much smaller, more fuel efficient, and able to access more areas within the Airport and Fire
District 4.
Keith asked Chief Fite to provide Council with a map of the areas assigned to each Fire
Station.
F.Authorization to approve a change order forAuthorization to approve a change order forAuthorization to approve a change order forAuthorization to approve a change order for $14,000$14,000$14,000$14,000 for the existing project managementfor the existing project managementfor the existing project managementfor the existing project management
contract with Westin Engineering to provide payment for assistance in finding a qualifiedcontract with Westin Engineering to provide payment for assistance in finding a qualifiedcontract with Westin Engineering to provide payment for assistance in finding a qualifiedcontract with Westin Engineering to provide payment for assistance in finding a qualified
candidate for the IT Director positioncandidate for the IT Director positioncandidate for the IT Director positioncandidate for the IT Director position....
Leticia explained that the total cost for Westin’s assistance in selecting and securing the most
qualified applicant to fill the vacant IT Director position in the fall 2009 is $14,000. Initially, this
task was planned to be funded within the contract’s contingency reserves, but due to the
dollar amount of the overall Westin contract ($1.5M) in relationship to the contract’s
contingency funds ($35K), an out of scope appropriation to Westin is requested. Due to
billing delays, we are just now receiving this invoice.
We knew what we didn’t want, but didn’t know exactly how to proceed with what we really
needed. Westin provided a thorough and in-depth review of the applications received, initial
candidate screenings, and recommendations to the internal interview team. A job description
was developed and an evaluation matrix was used to pursue the most qualified applicants for
the position. The City received 112 applications and interviewed 6 candidates.
The vacancy was critical to the organization because of the impact to the long range
sustainability of the committed IT projects. Emphasis on a candidate that provided business
process analysis, enterprise-wide application deployment, infrastructure support, budgeting,
and administrative operations was critical in achieving the required change management goal
of the organization.
Keith thought it was “money well spent” and cheaper than a search firm. He
expressed appreciation to Mike for the job he was doing.
G.Authorization to approve a scope change within the project management with WestinAuthorization to approve a scope change within the project management with WestinAuthorization to approve a scope change within the project management with WestinAuthorization to approve a scope change within the project management with Westin
Engineering forEngineering forEngineering forEngineering for $$$$52525252,,,,000000000000 to fund technical expertise and resources to facilitate the newto fund technical expertise and resources to facili tate the newto fund technical expertise and resources to facili tate the newto fund technical expertise and resources to facilitate the new
network design and migrate the City’s technology from a Novell environment to Activenetwork design and migrate the City’s technology from a Novell environment to Activenetwork design and migrate the City’s technology from a Novell environment to Activenetwork design and migrate the City’s technology from a Novell environment to Active
DirectoryDirectoryDirectoryDirectory ....
Staff requests approval for funding of the attached contract scope change with Westin
Engineering to hire a subcontractor to oversee the implementation of the network design
migrating the City’s current Novell infrastructure to an Active Directory environment.
The City did not have the technical expertise or staff resources to facilitate this immense
overhaul of the existing network.
This migration to Active Directory is the first step in ensuring the City network is adequately
structured to support future applications such as a new computer aided dispatch and records
management system for police and fire, a customer information system for utility billings, and
an advanced metering infrastructure that will provide the basis for 2-way communication into
the home.
Total cost for the above scope change with Westin Engineering is $52,000. Costs for this
process were earmarked with potential “savings” within the existing Westin contract but due to
the technical issues discovered during the initial conversion date in February, the project costs
increased making additional appropriation necessary.
H.Authorization to approve an increase in the annual maintenance contract for EST Group inAuthorization to approve an increase in the annual maintenance contract for EST Group inAuthorization to approve an increase in the annual maintenance contract for EST Group inAuthorization to approve an increase in the annual maintenance contract for EST Group in
the amount ofthe amount ofthe amount ofthe amount of $$$$15151515,,,,500500500500 for maintenance and support of additional network equipmentfor maintenance and support of additional network equipmentfor maintenance and support of additional network equipmentfor maintenance and support of additional network equipment....
During several audits, items/areas have been identified that did not include maintenance, etc.
Hopefully within the next 12 months, everything will be “status quo” and cleaned up.
I.Authorization to approve purchase of computers to keep in inventory for emergencyAuthorization to approve purchase of computers to keep in inventory for emergencyAuthorization to approve purchase of computers to keep in inventory for emergencyAuthorization to approve purchase of computers to keep in inventory for emergency
replacement and training use in the amount ofreplacement and training use in the amount ofreplacement and training use in the amount ofreplacement and training use in the amount of $$$$13131313,,,,000000000000 from DELL Computer Corporationfrom DELL Computer Corporationfrom DELL Computer Corporationfrom DELL Computer Corporation....
During the Active Directory conversion, several “old” notebooks didn’t make the transition, which is not
surprising. IT used all of the reserves as replacements. This request is for computers for emergency
replacement and training use.
J.Information Technology UpdateInformation Technology UpdateInformation Technology UpdateInformation Technology Update
The upgrade from Novell to Microsoft Active Directory was necessary to support several new systems
being implemented in the near future, particularly the new CAD-RMS system for Public Safety
scheduled to start implementation in March. It supports a number of new policies and features to
standardize user IDs, improve password efficiencies, “sync up” email addresses with citywide domain,
and provide for a simplified access to the network through VPN services.
Leticia explained that transition was very difficult, showing how antiquated our network was to begin
with. Mike said that the migration from Novell to Microsoft Active Directory scheduled for the weekend
of February 13th -14th was delayed due to technical issues discovered during the weekend. He
explained the process and how the issues were resolved. The upgrade was completed during the
weekend of March 26th – 28th and they worked through issues the following week. During the process,
several “old” notebooks didn’t make the transition, which is not surprising. IT used all of the reserves
as replacements (thus the agenda item 2-I for computers for emergency replacement and training use).
Computer Aided Dispatch/Records Management System (CAD/RMS): The delay in migrating to an
Active Directory environment has not impacted the CAD-RMS project or timeline. The initial “kick-off”
planning meeting was held on February 24th with OSSI-Sungard and City staff to discuss contract
deliverables. The current timeline looks to implement the software during the fourth quarter of 2010.
IT Master Plan: The Master Plan was accepted and approved by Council at the 2/23/2010 regular
meeting. The document outlines “best practices” and defines projects that align with the overall City
technology vision thus providing framework for the City’s internal IT Steering Committee and IT
departments to use for evaluating future projects and ensuring Citywide goals are met. IT has started
incorporating the technical and organizational actions to align the department with the overall
recommendations.
Automated Metering Infrastructure (AMI): The City began the process of finding and implementing
a new automated metering infrastructure (AMI) to replace the existing advanced meter reading system
(AMR) in July 2009. This project upgrades the existing one-way communication system (meter to
office) with two-way communication (meter to office and back to meter) and allows for time of use rates
and provides basis for “smart house” technology. Timeline as follows:
Customer Information System (CIS): The City began the CIS replacement process in October 2009
to align with the AMI project to support the new enhancements that will be available with the new
technology. Providing such data to the customer base will lay the foundation for new services such as
billing time of use rates and help customers with “green” initiatives.
Keith said that he appreciates the e-mail upgrade, as it is much more user-friendly. This
upgrade was done immediately prior to the AD conversion. Leticia noted that the last upgrade
prior to the current one was 5-6 years ago.
K.Mid Year Review UpdateMid Year Review UpdateMid Year Review UpdateMid Year Review Update
More information will be available at the Council Meeting on April 27th. Information was not
complete at the time of this meeting. Staff wanted to let the committee know of some areas
identified to date that will need budget amendments: (1) Fire Truck that Chief Fite discussed
earlier, (2) rollforward Arts and Culture funding from the previous year that that wasn’t used,
and a (3) weatherization grant. Also provided will be a forecast of what is expected to be
available, as well as moving forward on the budget priorities.
L.Bank RFP updateBank RFP updateBank RFP updateBank RFP update
Micki and Laurie noted that we received 7 responses, 5 were strong. Those have been
narrowed down to 4. They are evaluating the cost structure, and feel that any of these banks
would do a good job. Hopefully, recommendations to GGAF will be available at the May
meeting.
3.Presentation and discussion regarding the City of Georgetown’sPresentation and discussion regarding the City of Georgetown’sPresentation and discussion regarding the City of Georgetown’sPresentation and discussion regarding the City of Georgetown’s 2010201020102010 Facilities Plan – PaulFacilities Plan – PaulFacilities Plan – PaulFacilities Plan – Paul
BrandenburgBrandenburgBrandenburgBrandenburg
Paul gave a presentation on the Facilities Plan, updated from 2003 ((((presentation linkpresentation linkpresentation linkpresentation link))))
http://georgetown.org/pdfs/ggaf/4.6.10FacilitiesPresentation .pdf He met with Dr. Boring (GISD)
and discussed possibly partnering together and sharing space in the Albertson’s building for GISD
Administration (along with moving City Hall and Municipal Court). This would show that we are
working together.
Comments from the committee were very positive regarding the presentationComments from the committee were very positive regarding the presentationComments from the committee were very positive regarding the presentationComments from the committee were very positive regarding the presentation.... Dale felt it wasDale felt it wasDale felt it wasDale felt it was
an incredible document and feels this is a case for urgency and hopes we move as quickly asan incredible document and feels this is a case for urgency and hopes we move as quickly asan incredible document and feels this is a case for urgency and hopes we move as quickly asan incredible document and feels this is a case for urgency and hopes we move as quickly as
possiblepossiblepossiblepossible .... He said that a lot of thought went into this presentation and it captures what he hasHe said that a lot of thought went into this presentation and it captures what he hasHe said that a lot of thought went into this presentation and it captures what he hasHe said that a lot of thought went into this presentation and it captures what he has
been thinking for several yearsbeen thinking for several yearsbeen thinking for several yearsbeen thinking for several years.... Freeing up some cityFreeing up some cityFreeing up some cityFreeing up some city----owned buildings for possible economicowned buildings for possible economicowned buildings for possible economicowned buildings for possible economic
development in the downtown area is a great conceptdevelopment in the downtown area is a great conceptdevelopment in the downtown area is a great conceptdevelopment in the downtown area is a great concept .... He said that if we occupied theHe said that if we occupied theHe said that if we occupied theHe said that if we occupied the
Albertson’s buildingAlbertson’s buildingAlbertson’s buildingAlbertson’s building,,,, then we could control what it looked likethen we could control what it looked likethen we could control what it looked likethen we could control what it looked like,,,, and might be a great gatewayand might be a great gatewayand might be a great gatewayand might be a great gateway....
Patty was pleased that we are getting aggressive in our approachPatty was pleased that we are getting aggressive in our approachPatty was pleased that we are getting aggressive in our approachPatty was pleased that we are getting aggressive in our approach,,,, if we are able to get theif we are able to get theif we are able to get theif we are able to get the
public to vote for itpublic to vote for itpublic to vote for itpublic to vote for it.... She asked for clarification on the downtown parking garageShe asked for clarification on the downtown parking garageShe asked for clarification on the downtown parking garageShe asked for clarification on the downtown parking garage,,,, verifying thatverifying thatverifying thatverifying that
it will be what has been discussed in the pastit will be what has been discussed in the pastit will be what has been discussed in the pastit will be what has been discussed in the past.... Paul said it will not only be a parking garagePaul said it will not only be a parking garagePaul said it will not only be a parking garagePaul said it will not only be a parking garage,,,,
but it will have a nice façade with retailbut it will have a nice façade with retailbut it will have a nice façade with retailbut it will have a nice façade with retail,,,, etcetcetcetc....
4.Presentation and discussion regarding the proposed Gainsharing Program – Paul BrandenburgPresentation and discussion regarding the proposed Gainsharing Program – Paul BrandenburgPresentation and discussion regarding the proposed Gainsharing Program – Paul BrandenburgPresentation and discussion regarding the proposed Gainsharing Program – Paul Brandenburg
Paul explained that the City is interested in promoting a gainsharing program to reward
departments who develop and implement improved work processes, increased productivity and
improved customer services that result in savings for the City. Through the program, a certain
percentage of the “gain” within a department would be allocated to be used for additional
equipment or training that had not been previously funded.
Both the citizens and City can benefit from the efforts of teams and individuals who are improving
work processes, increasing productivity, and improving the quality of service to all.
With any gain identified, there must be a net savings to the City. For example, shifting of costs
from one department to another is not a gain, nor is an increase in existing fees to cover costs of
a gain. Gains must be measurable and verified by the City Manager and the City’s Finance
department.
All operating departments will be eligible to participate in the gainsharing program. Any program
distribution will be paid from the relevant operating fund. Non-operating and capital funds will not
be included in the program. Purchased power cost in the Electric Fund and Fuel Costs in the
Airport Fund will not be eligible for inclusion as well.
After explaining the program, he asked for thoughts and suggestions.
Patty thought it was a good idea and suggested that he proceed. Dale noted that as long
as it was not subjective and it was quantifiable with documentable savings, he agreed
that reaching above and beyond normal duties was a good thing. He suggested that a
pilot program should be set up to measure the success. He encourages innovation and
certain amount of risk taking. It is a good idea to “foster”, not “demean” creative
thinking.
5.Presentation and discussion regarding the City of Georgetown’sPresentation and discussion regarding the City of Georgetown’sPresentation and discussion regarding the City of Georgetown’sPresentation and discussion regarding the City of Georgetown’s 2010201020102010 Grant Initiative Program –Grant Initiative Program –Grant Initiative Program –Grant Initiative Program –
Paul BrandenburgPaul BrandenburgPaul BrandenburgPaul Brandenburg
Paul explained that the attached report included not only what grants the City is currently
pursuing, but also his recommendations and intent to engage the services of outsourced
resources to identify and pursue other grant opportunities for the City. He wants to continue with
the current grant writing, but pursue and RFQ for grant writing services. He said that some
companies charge a minimum retainer but that we may or may not get any results.
Patty agreed with the plan for an RFQ, but is not interested in a retainer-based company
at all. We have missed out on a lot in the past, and she would like to see the response to
an RFQ. Dale doesn’t agree with a retainer either. After we reach a population of 50,000,
our grant opportunities become greater.
6.The meeting adjourned at 2:55 p.m.
Adjournment
The meeting was adjourned at 02:55 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, March 2, 2010
The General Government and Finance Advisory Board will meet on Tuesday, March 2, 2010 at 10:30 AM
in the Williamson Room of the Georgetown Municipal Complex, located at 300 Industrial Avenue,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Keith Brainard-Chair, Patty Eason, Dale Ross
General Government and Finance Advisory Subcommittee regular meetings are held on the first Tuesday
of each month or as requested by the Chair.
Call to Order at 10:30 AM
AGENDA
http://georgetown.org/pdfs/ggaf/3.2.10Agenda.pdf
1.Approval of the minutes from the February 8, 2010 meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/3.2.10MinutesCS2.8.10.pdf
http://georgetown.org/pdfs/ggaf/3.2.10DraftMinutes2.8.10.pdf
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell, Laurie
Brewer, Lorie Lankford, Terry Jones, Marsha Iwers
http://georgetown.org/pdfs/ggaf/3.2.10summaryreport.pdf
A.Workshop discussion of the results of the 2010 City of Georgetown Quality of Life Survey.
http://georgetown.org/pdfs/ggaf/3.2.10CitizenSurveyWS.pdf
http://georgetown.org/pdfs/ggaf/3.2.10SurveyData2010R.pdf
http://georgetown.org/pdfs/ggaf/3.2.10Survey.pdf
B.Consideration and possible action to approve the purchase of a tractor mower for the Street
Department from Georgetown Farm Supply through the Buyboard contract with John Deere
Government and National Sales in the amount of $49,990.51
http://georgetown.org/pdfs/ggaf/3.2.10TractorMowerCS.pdf
http://georgetown.org/pdfs/ggaf/3.2.10JohnDeereQuote.pdf
C.Consideration for the approval for the renewal of the Motorola digital radio console service
contracts in the amount of $30,820.00
http://georgetown.org/pdfs/ggaf/3.2.10MotorolaRadioMaintenance2010.pdf
http://georgetown.org/pdfs/ggaf/3.2.10MotorolaServAgreementPD.pdf
http://georgetown.org/pdfs/ggaf/3.2.10MotorolaServAgreementGUS.pdf
D.Update on the bank depository Request for Proposal (RFP) process
http://georgetown.org/pdfs/ggaf/3.2.10bankdepositoryupdateCS.pdf
http://georgetown.org/pdfs/ggaf/3.2.10Depository2010timeline.pdf
E.Report on the cable and gas franchise audits
http://georgetown.org/pdfs/ggaf/3.2.10franchiseauditupdate.pdf
http://georgetown.org/pdfs/ggaf/3.2.10AtmosDraftReport_2009.pdf
3.Discussion and possible action regarding the Request for Proposal process for audit services -
Laurie Brewer
http://georgetown.org/pdfs/ggaf/3.2.10auditoverviewCS.pdf
http://georgetown.org/pdfs/ggaf/3.2.10auditrfptimeline10.pdf
http://georgetown.org/pdfs/ggaf/3.2.10AuditRFP2010draft.pdf
4.Discussion and possible action in finalizing the sizing for the upcoming 2010 bond issues - Micki
Rundell
http://georgetown.org/pdfs/ggaf/3.2.10bondsizing.pdf
5.Review and discussion regarding City of Georgetown’s current efforts to establish and maintain a
competitive position in its defined market. Review of current benefits and pay System and the
typical timeline for review and Council approval - Kevin Russell
http://georgetown.org/pdfs/ggaf/3.2.10Comp_BenefitsCS.pdf
6.Update on the proposed 2010/11 Budget Calendar - Laurie Brewer, Micki Rundell
http://georgetown.org/pdfs/ggaf/3.2.10budgetcalendarCS.pdf
http://georgetown.org/pdfs/ggaf/3.2.10draftbudgetcalendar.pdf
7.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Hamilton, 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 Hamilton, City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, March 2, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , March 2, 2010 presiding.
Board Members Present:
Keith Brainard-Chair, Dale Ross
Board Members Absent:
Patty Eason
Staff Present:
Micki Rundell, Laurie Brewer, Lorie Lankford, Terry Jones, Kevin Russell
Minutes
Regular Meeting
MINUTES
The General Government and Finance (GGAF) Advisory Subcommittee met at 10:30
a.m. on Tuesday, March 2, 2010, in the in the Georgetown Municipal Complex
Williamson Room, located at 300-1 Industrial Blvd, Georgetown, Texas.
These minutes were approved at the May 4, 2010 GGAF meeting.
Keith Brainard called the meeting to order at 10:40 a.m.
1.Review minutes from the February 8, 2010 meeting – Danella Elliott
Minutes will be reviewed at the April 6, 2010 GGAF Meeting.
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell,
Laurie Brewer, Lorie Lankford, Terry Jones,
A.Workshop discussion of the results of the 2010 City of Georgetown Quality of Life Survey.
National Service Research (NSR) completed the 2010 Quality of Life Citizen Survey in February.
This is the first year that NSR has conducted the survey for the City.
2010 is the fifth bi-annual survey the City has undertaken, and therefore provides detailed trend
analysis in several key areas. In addition, the survey was updated this year to reflect changes in
community focus, as well as, to determine the success of the City’s efforts to improve services
over the past few years.
This year, NSR added on on-line survey to the process. Results from the on-line survey are
segregated from the telephone results in order to continue trend analysis with previous surveys.
On-line survey results are included for comparative purposes and to provide a broader
demographic pool for analysis.
This information can be a tool for the Council to use in developing goals and strategies for the
2010/11 budget, as well the City’s 5 year strategic plan.
Micki explained that Andrea Thomas from NSR will be available answer any questions at the
Council meeting. She noted that the question about managing Lake Georgetown was deleted at
the GGAF meeting. She will also ask Andrea to provide any additional comments from the online
survey.
B.Consideration and possible action to approve the purchase of a tractor mower for the Street
Department from Georgetown Farm Supply (local) through the Buyboard contract with
John Deere Government and National Sales in the amount of $49,990.51.
Staff is requesting approval to purchase a 2010 John Deere tractor mower that was scheduled to
replace a 1998 mower in this fiscal year Vehicle ISF. The mower is a 101hp, 15 foot batwing,
4WD with an enclosed cab and is similar in size to the mowers you see mowing right-a-way on I35.
This piece of equipment will be used for mowing City right-a-ways and detention ponds. By
purchasing this mower through the Buyboard we satisfy all legal requirements for competitive
bidding.
C.Consideration for the approval for the renewal of the Motorola digital radio console service
contracts in the amount of $30,820.00.
Staff is requesting approval for the renewal of service contracts for the City’s Motorola digital radio
consoles located in the Police Department and Georgetown Utility System dispatch. These
maintenance contracts are necessary to provide preventative maintenance, repair and technical
and software upgrade support to ensure the City’s radio console system is continually operational.
There are a total of six consoles that this agreement covers. All other backbone equipment is
operated and maintained by Williamson County.
Motorola has been providing service on the digital system since it was installed in 2007. These
agreements will renew for additional one year term every anniversary of the start date unless
terminated by one of the parties. Motorola is the only vendor authorized to provide this service.
D.Update on the bank depository Request for Proposal (RFP) process .
Staff presented the draft RFP and proposed timeline at the January GGAF meeting. The City
attorney, purchasing department and investment advisors reviewed the RFP. Staff met with our
current banker on February 11 to inform JP Morgan Chase of the RFP and the potential bank
change. JP Morgan Chase has stated they are happy to submit a proposal and do feel they can
do better on many of their current fees. Based upon this conversation, as well as interest from
other local banks, staff feels optimistic that a better price can be negotiated in this process than we
are currently paying.
March 15 is the deadline for vendor questions being submitted. March 24 is the date for proposals
being submitted. Staff anticipates bringing the selected bank to the GGAF subcommittee in April,
and then to the Council in June.
E.Report on the cable and gas franchise audits
The City contracts with Connie Canady, with J. Stowe Company, who is a franchise consultant, to
audit compliance with the City’s franchise agreements. Suddenlink and Atmos were chosen to be
audited this past year. The City requested detailed billing information, which Ms. Canady reviewed
and verified against the City’s current agreements. Ms. Canady also performed testing based
upon areas where, in her experience, franchisees have often underreported.
Based upon the City’s current franchise agreements, Ms. Canady is very thorough with her
methodology and found that Suddenlink had underreported revenue and owes the City $4,685 and
Atmos underreported revenues and owes the City $21,035. The City has worked with Ms. Canady
to determine whether additional revenue is due based upon annexations.
Demand letters are forthcoming and staff expects that the amounts due will be remitted in the next
4-6 weeks.
3.Discussion and possible action regarding the Request for Proposal process for audit
services - Laurie Brewer
In May 2005, the Council selected Brockway, Gersbach, Franklin & Niemeier, to perform independent audit
services for the City's accounts, for up to five years. The 2009 fiscal year end audit represented the fifth
and final year of that agreement. There were no renewal provisions after the fifth year for that agreement.
City staff prepared a Request for Proposal to procure audit services for next fiscal year, with an option to
continue the audit relationship for up to five years. This agreement also includes Georgetown
Transportation Enhancement Corporation, as well as Georgetown Economic Development Corporation, as
component units of the City.
Staff anticipates reviewing proposals for technical requirements, then bringing in the top rated firms to the
GGAF committee in May for selection. The selection would then be take to the City Council for approval at
the May 11 Council meeting.
The original 2005 contract provided a $35,925 estimate for the 2009 fiscal year. Staff recommended an
additional $7,000 for the 2009 fiscal year due to additional work, for a total of $42,925. Auditing
standards have increased dramatically since the contract was approved with the release of new auditing
standards in 2007. Since the relative cost of doing the audit has increased, and the City has become more
complex since the 2005 proposal, staff anticipates the City audit costs increasing to $60,000 or more.
Chapter 103 of the Local Government Code outlines state law regarding independent audits for
municipalities. Section 6.12 of the City Charter also addresses our specific audit requirements. Excerpts
were included as an attachment for reference and Keith thanked Laurie for providing this information.
The City will send letters to all CPA firms that have requested to be considered in the past as well as
advertised through the City’s procurement program. It will also be listed on the City’s website and in the
local newspaper.
4.Discussion and possible action in finalizing the sizing for the upcomingDiscussion and possible action in finalizing the sizing for the upcomingDiscussion and possible action in finalizing the sizing for the upcomingDiscussion and possible action in finalizing the sizing for the upcoming 2010201020102010 bond issuesbond issuesbond issuesbond issues ----
Micki Rundell,
The City’s Bond Counsel will prepare the required notices for issuing the CO Bonds. The notice will include
the maximum amount of bonds the City proposes to issue. The City can lower the amount prior to the sale.
The City will be required to pay Williamson County for their 2010 payment on the Williams Drive widening
project. That payment is $1.5 million. Sources for this payment include (1) proceeds from the sale of the
Albertson’s building or (2) CO Bonds issued for the payment as planned. If the City does not sell the
Albertson’s building before September 30, 2010, the City can use cash reserves for the $1.5M and include
that amount in next year’s (2011) CO bond issue. In such case, a bond reimbursement resolution would be
proposed. In any case, GTEC has agreed to fund the debt service related to this project for the first 5 years
to be repaid by the City at the later date.
The committee recommended that we issue $2.5M now ($1.5M for the Fire Station and $1.5
remaining self-supporting). GTEC pays the debt service.
5.Review and discussion regarding City of Georgetown’s current efforts to establish and
maintain a competitive position in its defined market. Review of current benefits and pay
System and the typical timeline for review and Council approval - Kevin Russell
HR Staff and the Benefits Committee has an annual process for reviewing benefits and making
recommendations for changes to remain cost effective and yet competitive. This process ultimately ends
with final Council approval of the providers and healthcare options. Kevin gave an overview of what has
been done in the past regarding the benefit selection process.
He explained that we will get the renewal rate in August and the Benefits Committee will review the RFP’s.
He asked for direction from GGAF as to how much information they want to see. Keith feels comfortable
with TML and is hopeful that TML will help with the health insurance. Dale said that we are not big enough
to be self-funded. Keith asked Kevin to make sure the employees are educated and keep the committee
abreast of where it looks like we are headed – to manage costs and to let the GGAF Committee know if
things change, but he is assuming that we are in a good place with TML. He thanked Kevin and said that
HR has made a lot of progress.
Similarly, HR Staff reviews the competitiveness of the pay system and makes recommendations through
City management to Council for implementation of any changes.
6.Update on the proposed 2010/11 Budget Calendar - Laurie Brewer, Micki Rundell
The City’s budget process has become a constant work in progress, with the next budget cycle being
developed as the final touches are placed on the current year’s document. This calendar is in draft format
and is subject to input and discussion, as well as changes for the publication of the 2010 Truth in Taxation
calendar. GGAF and Council upcoming proposed key dates include:
March 2 (GGAF)Review timeline for compensation and benefits budget discussions
March 9 (Council)2010 Citizen Survey Results
Discuss Council’s 2010/11 Budget Priorities Survey
March 23 (Council)Review Council survey results and finalize budget priorities
Parks CIP workshop
Airport Board – business plan review
April 6 (GGAF)Review Revenue Models
Review Fiscal and Budgetary Policy
Review Allocation methodology
April 13 (Council)Facilities update
April 27 (Council)2010/11 Compensation & Benefits review
Parks and Recreation budget workshop – operations
2010 bond sale
Staff will be preparing the 2009/10 mid year review report for the May 11 Council meeting.
7.The meeting was adjourned at 12:11 p.m.
Adjournment
The meeting was adjourned at 12:11 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Monday, February 8, 2010
The General Government and Finance Advisory Board will meet on Monday, February 8, 2010 at 01:30
PM in the Williamson Room of the Georgetown Municipal Complex, located at 300 Industrial Avenue,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Keith Brainard-Chair, Patty Eason, Dale Ross
General Government and Finance Advisory Subcommittee regular meetings are held at least quarterly or
at the request of the committee chair.
AGENDA
http://georgetown.org/pdfs/ggaf/2.08.10Agenda.pdf
1.Approval of the minutes from the January 5, 2010 meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/2.08.10MinutesCS01.05.10.pdf
http://georgetown.org/pdfs/ggaf/2.08.10Minutes01.05.10.pdf
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell, Laurie
Brewer, Lorie Lankford
http://georgetown.org/pdfs/ggaf/2.08.10SummaryReportFebCS.pdf
A.$23,930 for arbitrage calculation services
http://georgetown.org/pdfs/ggaf/2.08.10ArbitrageCS.pdf
B.Texas Fleet Fuel/Fuelman in an estimated annual amount of $30,000
http://georgetown.org/pdfs/ggaf/2.08.10FuelmanCS.pdf
C.Insite fees to Tyler Technologies in the amount of $59,000 annually
http://georgetown.org/pdfs/ggaf/2.08.10InsiteFeesCS.pdf
D.Dataprose, Inc. contract for utility bill printing at an annual cost of $188,000
http://georgetown.org/pdfs/ggaf/2.08.10DataproseRenewalCS.pdf
E.Cellular and data phone service from Nextel/Sprint and AT&T in an amount not to exceed
$50,000
http://georgetown.org/pdfs/ggaf/2.08.10CellPhoneCS.pdf
http://georgetown.org/pdfs/ggaf/2.08.10CellPhonePolicyOverview2010.pdf
h
F.$78,200 for costs associated with the migration of the existing network infrastructure
http://georgetown.org/pdfs/ggaf/2.08.10ADMigrationCS.pdf
G.City’s Financial and Investment Report
http://georgetown.org/pdfs/ggaf/2.08.10QrtlyReportInvestCS.pdf
http://georgetown.org/pdfs/ggaf/2.08.10QrtlyReportInvest.pdf
H.City’s 2010 Debt Overview
http://georgetown.org/pdfs/ggaf/2.08.10DebtreportCS.pdf
http://georgetown.org/pdfs/ggaf/2.08.10DebtOverview.pdf
I.Summary of consultants and contractors used by the City of Georgetown in the past two years
http://georgetown.org/pdfs/ggaf/2.08.10ContractReportCS.pdf
http://georgetown.org/pdfs/ggaf/2.08.10ContractMasterList.pdf
J.City’s Sales Tax revenue profile
http://georgetown.org/pdfs/ggaf/2.08.10SalesTaxCS.pdf
http://georgetown.org/pdfs/ggaf/2.08.10SalesTaxPresentation.pdf
K. Update on current on-going Information Technology projects currently underway
http://georgetown.org/pdfs/ggaf/2.08.10ProjectsUpdateCS.pdf
3.Consideration and possible action to authorize Specialized Public Finance, Inc. to proceed with
the preparation of the required bond offering documents for the upcoming April 2010 bond issues. Micki
Rundell
http://georgetown.org/pdfs/ggaf/2.08.10SPFIBondAuthCS.pdf
http://georgetown.org/pdfs/ggaf/2.08.10Series2010TimetableforIssuance.pdf
4.Discussion and possible recommendation to approve funding to incorporate additional IP
telephone system upgrades and assign the phone upgrade contract to Flair DataSystems, Inc. for $225,000.
Micki Rundell, Leticia Zavala and Mike Peters
http://georgetown.org/pdfs/ggaf/2.08.10IPPhoneUpgradeCS.pdf
http://georgetown.org/pdfs/ggaf/2.08.10FlairScopeofWork1.26.10.pdf
http://georgetown.org/pdfs/ggaf/2.08.10FlairProposal.pdf
5.Presentation and possible recommendation of the Information Technology Master Plan and
Assessment – Micki Rundell, Leticia Zavala and Mike Peters
http://georgetown.org/pdfs/ggaf/2.08.10ITMPPresCS.pdf
http://georgetown.org/pdfs/ggaf/2.08.10ITMasterplanPresentation.pdf
http://georgetown.org/pdfs/ggaf/2.08.10ITMasterPlanDRAFT_V32Revised1.22.10.pdf
6.Discussion regarding the 2009 fiscal year audit with the City’s external auditors. Laurie Brewer,
Micki Rundell and Lorie Lankford
http://georgetown.org/pdfs/ggaf/2.08.10AuditorCS.pdf
Auditor's Management Letter will be distributed at the GGAF Meeting 2/08/10
7. Adjourn
Call to Order at 01:30 PM
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Hamilton, 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 Hamilton, City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Monday, February 8, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Monday , February 8, 2010 presiding.
Board Members Present:
Keith Brainard-Chair, Patty Eason, Dale Ross
Board Members Absent:
None
Staff Present:
Micki Rundell, Paul Brandenburg, Laurie Brewer, Lorie Lankford, Leticia Zavala, Mike Peters, Marsha
Iwers, Terry Jones, Kathy Ragsdale
Minutes
Regular Meeting
MINUTES
GENERAL GOVERNMENT AND FINANCE (GGAF) ADVISORY SUBCOMMITTEE
OF THE CITY OF GEORGETOWN, TEXAS
The General Government and Finance (GGAF) Advisory Subcommittee met at 1:30
p.m. on Monday, February 8, 2010, in the in the Georgetown Municipal Complex
Williamson Room, located at 300-1 Industrial Blvd, Georgetown, Texas.
These minutes were reviewed at the March 2, 2010 GGAF Meeting.
Keith Brainard called the meeting to order at 1:40 p.m.
1.Approval of the minutes from the January 5, 2010 meeting – Danella Elliott
The minutes were approved.
2.Summary regarding “Other Finance Agenda Items and Items of Interest”
Micki explained that the new “summary section” worked well last month, and we will continue this
format for items that will be placed on upcoming City Council Agendas that are either routine in
nature or mandated to be reviewed/approved by the City Council. Backup information for each
item will be included in the GGAF agenda packet. Each item will not be specifically addressed
during the GGAF meeting unless there are questions or comments by Subcommittee Members.
A.Approval of payment to First Southwest Asset Management, Inc. in the amount of $23,930 for
arbitrage calculation services.
First Southwest prepares the arbitrage rebate calculations for the City. This calculation is required
annually by the Internal Revenue Service and is reviewed by the City’s external auditors annually.
This calculation includes the 16 outstanding bond issues for the City. An additional $2,000 is
charged separately to the Georgetown Transportation Enhancement Corporation for its separate
sales tax revenue bond issue. Funds were included in the 2009/10 budget in Finance
Administration in account 540-5-0302-51-330 for this service. The City will be working towards a
partnership with Williamson County to procure these services for the upcoming year.
B.Approve the purchase of gasoline and diesel from Texas Fleet Fuel/Fuelman in an estimated
annual amount of $30,000.
In our continuing effort to reduce fuel costs and offer more efficient fueling operations, we are
requesting the approval of the use of Fuelman for the automated refueling of City vehicles. This
refueling option will be used primarily by Fire apparatus assigned to Fire Stations 2, 3 and 4, and
for Police vehicles stationed at Sun City. Our motorcycles are also given Fuelman cards because
they need to use premium fuel and we do not carry premium fuel at our site. This particular
refueling system allows our City vehicles to refuel at approximately five sites throughout
Georgetown. It is extremely inconvenient, time consuming and inefficient to have many of our
vehicles drive to the City refueling site behind the Parks and Recreation Building at the end of
College every time they need fuel. Not to mention the time it takes them out of service driving
back and forth during these refueling trips. Having several options for refueling closer to these
emergency services vehicles improves our efficiency substantially.
During the past year our automated refueling system was down for approximately four days while
we relocated the equipment to a new building. During this time we were able to utilize Fuelman
with little or no inconvenience to the employees. So not only does Fuelman provide a more
efficient means of refueling for some of our vehicles, it also gives us a backup refueling source in
the event our primary site is not functional.
Estimated amount of this contract is $30,000.00 annually. The cost per gallon for us to utilize
Fuelman at their fueling sites is .08 per gallon. Prior year’s usage has been in the $20,000.00
range but with increased fuel costs and more vehicles utilizing this method we anticipate some
increase. We currently have six Fire apparatus and four motorcycles that utilize Fuelman on a
regular basis.
C.Approve the payment of Insite fees to Tyler Technologies in the amount of $59,000 annually.
Insite was implemented in July 2006 as the City’s on-line payment program, used by the Utility
Office and Municipal Court customers, to pay utility bills and court fines from our website.
This has become a very popular method of payment for utility customers, with a 26% increase in
program participation over the last year and a 33% increase the year before. We are currently
averaging over 2,400 payments a month, accounting for 10% of the total utility payments made.
D.Approve the renewal of the Dataprose, Inc contract for utility bill printing at an annual cost of
$188,000.
Two years ago, after extensive research, the City initiated a new contract with Dataprose, Inc. to
provide the City with utility bill printing and mailing services, with the option of 4 annual renewals.
We recommend the renewal of this contract because it is currently based on the City’s Interlocal
Agreement with the City of Plano, giving us access to program rates that we would not otherwise
have, because of our much smaller size. The City also satisfies all of the legal requirements for
competitive bidding by purchasing through the City of Plano Interlocal Cooperative Purchasing
Agreement.
Additionally, with the implementation of a new CIS scheduled for later this year, we feel that it
would be more prudent to wait until we know the billing system we will be using, before acquiring a
new bill printing and mailing system that must interface with it.
The City currently prints and mails approximately 29,000 bills per month, including the late notices
and bad debt notices. We pay an average of $0.505 per bill, which includes all programs and
postage.
E.Approval of cellular and data phone service from Nextel/Sprint and AT&T in an amount not
to exceed $50,000.
This item will authorize cellular costs for all City departments through April. The City is currently
implementing a new cell phone policy that allows use of personal devices with a stipend allowance
in place of City cell phones. Estimated cost savings can be as high as $24,000 annually.
Staff is requesting approval for the purchase of cellular telephone service and data Blackberry
service, for use by City employees, from Sprint/Nextel and AT&T for a period of three months.
The $50,000 included in this item is an estimate based on current usage only. As stewards of
taxpayers’ money, staff is evaluating options and rate plans to ensure efficient use of City funds.
Staff anticipates returning to Council in April for approval of the remaining amount of appropriation
needed for the remainder of the year after policy and rate plan changes have been implemented .
As a result, staff is in the process of reviewing the current cellular phone policy and working with
Departments to determine the best way to reduce cost and make the process easier for all
parties. Effective last year, all City employees who used a City cell device were taxed on the
value of their plan. This was done to be in compliance with IRS guidelines regarding fringe
benefits. Therefore, tax expense costs were being incurred by our employees, many of which
were still carrying two phones; one personal and one City. As part of this policy update, the City
will offer a stipend for employees that choose to use their personal phone for City business. In
addition, those employees that choose to retain a City device will NO LONGER BE ALLOWED TO
USE IT FOR PERSONAL USE , thus eliminating the taxability issues. A stipend will be considered
taxable income to the employee and will be authorized and approved by the Division Director and
City Manager. This option will save the City an estimated $24,000 annually, and require less staff
time to manage the program.
By purchasing through the State of Texas purchasing contracts, we satisfy all the legal
requirements for competitive bidding.
Keith asked if there were problems with morale for a switch in cell service and Micki said
“no”, Police and Fire could possible go to a pager service.
F.Approve $78,200 for costs associated with the migration of the existing network
infrastructure from Novell to a Microsoft Active Directory platform.
The restructure of the existing information network was the first step in ensuring the current City
network infrastructure was adequately positioned to support future committed software
applications such as the new Computer Aided Dispatch and Records Management System
(CAD/RMS) for police and fire, a new Customer Information System (CIS) for utility billings, and
an Advanced Metering Infrastructure (AMI) that would provide the basis for 2-way communication
into the home and become the basis for “smart” home technology.
The bulk of the restructure expenses are licensing costs for the new Microsoft Active Directory
environment. Dell Computers is the only provider for the licenses on the Texas DIR, but the
VMWare server and associated software will be purchased through other DIR vendors.
Total project cost of $78,200 is needed to move the City’s current Novell infrastructure into an
Active Directory environment and includes a contingency of $6,000 which is outlined below.
Microsoft User Client Access Licenses - $11,000
Microsoft Windows Server 2005 Processor Licenses 25,000
Additional VMWare Server and associated software 29,000
SQL Database Server Processor Licenses 7,200
Contingency 6,000
Total Project Cost:$78,200
G.Presentation of the City’s Financial and Investment Report for the Quarter Ending December
31, 2009.
The report is in DRAFT format. Final accrual entries may not have been made in time to finalize
the report prior to the GGAF meeting. The final report will be included on the February 23rd
agenda. Keith noted that it was well done.
H.Presentation of the City’s 2010 Debt Overview
This information is updated and presented annually to City Council as part of the annual debt
issuance process
I.Report to City Council on the summary of consultants and contractors used by the City of
Georgetown in the past two years, as requested at the December 8, 2009 Council meeting.
This is the report as requested by Council and includes a summary, as well as detailed
information regarding the City’s contracts, consultants and outstanding master service
agreements.
J.Presentation to City Council regarding the City’s Sales Tax revenue profile including historical
information as well as sales tax revenue projections.
This information was originally requested by GEDCO and is being provided to City Council as an
overview of sales tax data in preparation for the upcoming 2010/11 budget. The primary purpose
is to provide the City Council an idea of where the Sales Tax Collections by the City come from,
what economic sectors are changing, and a projection of revenue for the next few years based
upon Staff’s internal modeling.
K.Update on current active projects.
Active Directory Conversion: Migration from Novell to Microsoft Active Directory is scheduled
for the weekend of February 13th -14th. This upgrade is necessary to support several new systems
being implemented in the near future, particularly the new CAD-RMS system for Public Safety
scheduled to start implementation in March. It will also support a number of new policies and
features to standardize user IDs, improve password efficiencies, “sync up” email addresses with
citywide domain, and provide for a simplified access to the network through VPN services.
Computer Aided Dispatch/Records Management System (CAD/RMS): This City approved the
purchase of the Sungard OSSI CAD-RMS system in December 2009, with a tentative
implementation start date of March 1st. CAD-RMS requires that the Active Directory environment
(discussed above) be in place prior to installation of its software. Project planning activities
involving OSSI and City PD, FD, GIS and IT departments have begun, and the project kick-off
meeting has been scheduled for February 24th.
IT Master Plan: Culmination of departmental interviews, “best practices” recommendations, and
defined projects are discussed and aligned with the overall City technology vision in the Master
Plan document. The IT Steering Committee has been formalized with appointed members from
various departments that represent high use technology systems. Bylaws have been approved
and processes are in development to provide recommendations to City management in the
following areas:
·Improving organizational efficiency and effectiveness through technology;
·Developing, updating, and implementing the IT Master Plan
·Aligning proposed technology expenditures with guidelines set forth in the IT
Master Plan;
·Reviewing general technology issues and best practices;
·Identifying and addressing technology needs of individual departments and
divisions
Automated Metering Infrastructure (AMI): The City began the process of finding and
implementing a new automated metering infrastructure (AMI) to replace the existing advanced
meter reading system (AMR) in July 2009. This project upgrades the existing one-way
communication system (meter to office) with two-way communication (meter to office and back to
meter) and allows for time of use rates and provides basis for “smart house” technology. Timeline
as follows:
Development and release of RFP – July/Aug 2009
RFP deadline – Sept 2009
Evaluation workshops and top 2 vendors selected – Nov 2009
Vendor interviews – Dec 2009
Reference checks – Jan 2010
·Site Visits – Feb 2010
·Evaluation and final recommendation – Mar/Apr 2010
·Contract Negotiations – May/Jun 2010
·Start initial implementation – Jun/Jul 2010
Customer Information System (CIS): The City began the CIS replacement process in October
2009 to align with the AMI project to support the new enhancements that will be available with the
new technology. Providing such data to the customer base will lay the foundation for new
services such as billing time of use rates and help customers with “green” initiatives. Timeline as
follows:
Development and release of RFP – Dec 2009
Pre-Bid conference, Q&A, RFP deadline – Jan 2010
·Evaluation workshop and top vendors selection – Feb 2010
·Vendor interviews – 1st quarter 2010
·Reference checks – 1st quarter 2010
·Site Visits (optional) – 2nd quarter 2010
·Evaluation and final recommendation – 2nd quarter 2010
·Contract Negotiations – 2nd/3rd quarter 2010
·Start initial implementation – 3rd quarter 2010
3.Consideration and possible action to authorize Specialized Public Finance, Inc. to
proceed with the preparation of the required bond offering documents for the upcoming
April 2010 bond issues.
This action officially begins the April 2010 bond issuance process by authorizing the City’s
financial advisor (SPFI) to begin work on the Official Statements needed for the issues. This item
does not authorize the bond issue or determine the final amount of total bonds issued.
The 2009/10 Annual Budget included debt funding for certain capital improvements. Due to the
timing of projects, as well as, additional prior year ending balances in the Water Services Fund,
the proposed 2010 bond issues include the following projects:
TAX SUPPORTED BONDS:
Estimated
2008 Bond Authorization – GO Bonds Tax Impact**
DB Wood Intersection (construction)$ 1,320,000 $0.003468
Certificates of Obligation
Fire Station 5 (Land purchase/preliminary design) 250,000$0.000701
SELF-SUPPORTING BONDS:
Certificates of Obligation
AMI – Phase 1st Year (7 year bonds Water/Electric)$ 3,000,000
Stormwater Improvements (Maple St & NW Blvd) 1,000,000
REVENUE BONDS:
Water Services:
Lake Plant Expansion & 2006 Annexation Infrastructure $10,000,000
TOTAL ESTIMATED PROCEEDS (Net of Issuance Costs)$15,570,000
Debt service for tax-supported bonds is estimated to impact the 2010/11 tax rate by $0.004169**,
of which, $0.003468** and was approved by the voters in November 2008. The remaining bonds
will be repaid through existing operating revenues of the utility funds and will not require an
additional rate increase in 2010/11. The revenue bonds are included in the current budget and in
the 5 year CIP funding models.
** Represents the tax impact based on the 2009 tax calculation used in the 2009/10 budget
Final amounts of the debt issues may be increased or decreased slightly due to timing of various
Capital Improvement Projects or other market related conditions. The total face value of the bond
issue will increase to include issuance costs.
4.Discussion and possible recommendation to approve funding to incorporate additional IP
telephone system upgrades and assign the phone upgrade contract to Flair DataSystems,
Inc. for $225,000.
Staff is requesting additional funds to implement features for the new AMI/CIS systems. Originally,
a phased in approach was proposed whereby a call center environment would be activated once a
new CIS system was implemented in 6 – 12 months.
In an attempt to gain efficiencies with the GMC remodel of the GUS area, a unique opportunity to
reconfigure the utility office area and incorporate a full call center environment is being proposed.
Adding new modules such as a new contact center solution and an interactive voice response
module with the basic telephone upgrade would allow a fully functional call center environment at
a more affordable price than purchasing stand-alone modules in the future.
The City is currently using a shared line appearance feature that rings multiple phones when a call
comes in and is very inefficient. The contact center solution provides a fully integrated
self-service application that improves customer response time by providing various features such
as:
·automatic call distributor,
·interactive voice response system,
·computer telephony integration,
·agent and desktop services
These features are offered in a single-server, contact center “in a box” deployment which allows
us the flexibility to scale to larger more demanding environments. Although the interactive voice
response module would be predominately utilized by the Utility Office call center, the product
could be leveraged throughout the city in various business units such as Municipal Court, GUS
dispatch, and Public Safety.
Additional funds will be needed to fund the new call center features and are available in the
AMI/CIS project budget.
Staff recommends assignment of the overall contract in the amount of $225,000 to Flair Data
Systems which includes initial phone system upgrade expenses of $140,000, call center expenses
of $75,000, and a contingency of $10,000. The City originally intended to use InterNetwork
Experts (INX) for this project but can achieve cost savings within the overall project by utilizing a
different vendor for both the initial upgrade and phone center phases. Micki answered Dale’s
question about estimated useful life. She explained that it is similar to what we have now,
but we are adding hardware and software upgrades from time to time. Instead of cost
savings, it will be cost avoidance since the current system is going out of maintenance in
about 6-12 months.
5.Presentation and possible recommendation of the Information Technology Master Plan
and Assessment
Members from the IT Steering Committee were present for Mr. Michael Musavi’s presentation and
explanation of the IT Master Plan. He answered questions regarding the plan. In May 2009
Council approved an information technology assessment and Master Plan development as part of
the project management contract with Westin Engineering for the procurement of a new AMI/CIS
technology.
A preliminary report and assessment of the City’s information technology structure was provided
to the subcommittee in September 2009. The DRAFT IT Master Plan addresses the steps
needed to align the City’s technology goals with those of “best in class” cities that are leveraging
information technology to provide high quality and efficient services to their citizens.
The report defines and articulates the information technology vision and aligns its technology
services with the overall City’s business strategies. The resulting plan includes recommended
organizational changes, technology implementation projects, business process improvements,
and implementation schedules and expenditures that will be required over the next five years.
The report also focuses on four goals of the Technology vision statement and formulates
strategies that align with those overall goals.
6.Discussion regarding the 2009 fiscal year audit with the City’s external auditors
Steve Niemeier, partner with Brockway, Gersbach, Franklin & Niemeier, PC presented the results
of the 2008/2009 external audit and the preliminary management letter. During the audit, Mr.
Niemeier interviewed all the members of the GGAF subcommittee and the Mayor. He has
prepared a response to the concerns or observations conveyed to him during those meetings and
discussed with the committee. Mr. Niemeier noted that their firm did “a lot” of testing and found
no exceptions, the internal controls are strong and there were no surprises during the very
detailed audit. He said that this speaks very highly of the COG Finance Division and was
especially complementary of Lorie Lankford for representing the City in a very professional
manner, noting that she and her staff were very attentive to their requests. The Board members
told Mr. Niemeier that they appreciated the diligence and hard work from their audit firm.
7.The meeting was adjourned at 3:06 p.m.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, January 5, 2010
The General Government and Finance Advisory Board will meet on Tuesday, January 5, 2010 at 01:30
PM in the Main Floor Conference Room, City Hall, 113 East 8th Street, Georgetown, Texas 78626
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Keith Brainard-Chair, Patty Eason, Dale Ross
General Government and Finance Advisory Subcommittee regular meetings are held at least quarterly or
at the request of the chair
AGENDA
http://georgetown.org/pdfs/ggaf/Agenda01.05.10.pdf
1. Approval of the minutes from the November 30, 2009 meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/Minutes11.30.09CS.pdf
http://georgetown.org/pdfs/ggaf/Minutes11.30.09.pdf
2. Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell, Laurie
Brewer, Lorie Lankford
http://georgetown.org/pdfs/ggaf/SummaryReport.pdf
A. Regarding: Ordinance amending the 2008/09 Annual Budget
http://georgetown.org/pdfs/ggaf/09YEBAFINALCS.pdf
http://georgetown.org/pdfs/ggaf/09YEBAFINALOrdinance.pdf
http://georgetown.org/pdfs/ggaf/09YEBAFINALExhibit.pdf
B. Regarding: Ordinance amending the 2009/10 Annual Budget
http://georgetown.org/pdfs/ggaf/2010BARollforwardCS.pdf
http://georgetown.org/pdfs/ggaf/2010BARollforwardOrdinance.pdf
http://georgetown.org/pdfs/ggaf/2010BARollforwardExhibit.pdf
C. Regarding: WCAD pro-rata share of the operational costs
http://georgetown.org/pdfs/ggaf/WCADCS.pdf
http://georgetown.org/pdfs/ggaf/WCADResolutionSummaryofRevenues.pdf
D. Regarding: Resolution to approve/reappoint the TIRZ Board of Directors
http://georgetown.org/pdfs/ggaf/TIRZBoardMemberResCS.pdf
http://georgetown.org/pdfs/ggaf/Resolutionappointingboardmembers.pdf
E. Regarding: YE 2009 TMRS deposits and related rate information.
http://georgetown.org/pdfs/ggaf/TMRSPaymentCS.pdf
http://georgetown.org/pdfs/ggaf/TMRSexcerpt.pdf
3. Discussion and possible action regarding the questions to be used in conducting the 2010 City of
Georgetown Quality of Life Survey – Micki Rundell
http://georgetown.org/pdfs/ggaf/CitizenSurveyCS.pdf
http://georgetown.org/pdfs/ggaf/DraftScript.pdf
4. Discussion and possible action to approve a resolution that supports the issuance of Single Family
Mortgage Revenue Bonds to be issued by the Capital Area Housing Finance Corporation – Micki Rundell
http://georgetown.org/pdfs/ggaf/CAHFCBondResolutionCS.pdf
http://georgetown.org/pdfs/ggaf/Resolution_AttorneyLetter.pdf
5. Overview of the upcoming RFP process for the City’s depository contract – Laurie Brewer
http://georgetown.org/pdfs/ggaf/DepositoryCS.pdf
http://georgetown.org/pdfs/ggaf/Depository2010timelin.pdf
http://georgetown.org/pdfs/ggaf/DraftDepositoryRFQ2010.pdf
6. Overview of the upcoming 2010/11 Annual Budget process – Laurie Brewer, Micki Rundell, Paul
Brandenburg
http://georgetown.org/pdfs/ggaf/DraftBudgetCalendarCS.pdf
http://georgetown.org/pdfs/ggaf/DraftBudgetCalendar.pdf
7. Discussion and possible action regarding the contract award for Municipal Court Prosecutor – Mark
Sokolow
http://georgetown.org/pdfs/ggaf/MCProsecutorContractCS.pdf
http://georgetown.org/pdfs/ggaf/OutsideAttorneyContract.pdf
http://georgetown.org/pdfs/ggaf/ExhibitA.pdf
Call to Order at 01:30 PM
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Hamilton, 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 Hamilton, City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, January 5, 2010
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , January 5, 2010 presiding.
Board Members Present:
Keith Brainard-Chair, Patty Eason, Dale Ross
Board Members Absent:
Staff Present:
Micki Rundell, Paul Brandenburg, Laurie Brewer, Lorie Lankford, Mark Sokolow
Minutes
Regular Meeting
MINUTES
GENERAL GOVERNMENT AND FINANCE (GGAF) ADVISORY SUBCOMMITTEE
OF THE CITY OF GEORGETOWN, TEXAS
The General Government and Finance (GGAF) Advisory Subcommittee met at 1:30
p.m. on Tuesday, January 5, 2010, in the City Hall Main Floor Conference Room,
located at 113 East 8h Street, Georgetown, Texas.
These minutes were approved at the February 8, 2010 GGAF meeting.
Keith Brainard called the meeting to order at 1:35 p.m.
1.Review and approve minutes from previous meeting – Danella Elliott
The minutes from the November 30, 2009 GGAF meeting were approved.
2.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki
Rundell, Laurie Brewer, Lorie Lankford
Micki explained that there will be a new “summary section” for some items that will be placed on
upcoming City Council Agendas. These items are either routine in nature or mandated to be
reviewed/approved by the City Council. Backup information for each item will be included in the
GGAF agenda packet. Each item will not be specifically addressed during the GGAF meeting unless
there are questions or comments by Subcommittee Members.
A.Approval of an ordinance to amend the 2008/09 Annual Budget to recognize budget
appropriation adjustments in the previous year. The first reading of this ordinance will be included
on the January 12th Council agenda.
$1,721,080 – related to FEMA and Police grant receipts; and the $1.6M payment to
Williamson County as grant pass-through for the Williams Drive widening project.
B.Approval of an ordinance amending the 2009/10 Annual Budget to recognize CIP appropriation
variances from previous years. The first reading of this ordinance will be at the January 26th
Council meeting.
$2,103,297 - NET appropriation adjustments related to CIP roll forward increases within
the General Capital Projects, Water Services and Stormwater Drainage Funds, as well
as, appropriation reductions related to Street Maintenance in the SRF and the General
Fund. These reductions represent projects that were approved in 2008/09 that had been
included as a roll forward in the 2009/10 budget. Due to better bidding conditions, these
projects were awarded in the September 2009, Also included is a reduction in the
Information Technology ISF due to purchases made in September that were included in
the $300K network hardware planned for 2009/10. The amendment also recognizes a
$55,500 increase in the Airport Fund related to TxDOT grant match requirements.
C.Authorization to pay the City’s pro-rata share of the operational costs of the Williamson
Central Appraisal District (WCAD) for $117,628 will be included on the January 12th Council
agenda.
D.Resolution to approve/reappoint the Board of Directors for each of the City’s Tax Increment
Reinvestment Zones. Currently scheduled for the January 12th consent agenda.
This resolution reappoints designated Board members to the City’s 3 TIRZ Boards
(Downtown, Gateway and Rivery). There are two changes to the Downtown TIRZ
Board; replacing Ben Oliver, whose Council term ends in May 2010 with Patty Eason;
and replacing Tom Yantis with Mark Thomas. All other members remain the same. This
resolution also aligns the Board terms with the rest of the City’s Boards and Commissions
at March 1.
Dale suggested adding a downtown business owner to the Downtown TIRZ Board. Micki
will ask Mark Thomas for downtown business owner suggestions to be on the board
instead of Micki, since Finance provides staff support for the meetings anyway.
OTHER FINANCE ITEMS OF INTEREST
The following are items that may be of interest to the Subcommittee. This section should include
follow-up reports or other informational items. These items will not be addressed individually on the
GGAF meeting agenda unless a Subcommittee Member has questions regarding them. Back up
information will be included.
E.Report on the YE 2009 Texas Municipal Retirement System deposits and related rate
information for 2010 and beyond.
This will not be on the Council agenda. During the budget process, you were informed of our
obligation for a one-time payment to TMRS for our portion of the unfunded liability. We did make
a payment of a little over $403,000. We are caught up and are able to sustain our retirement
plan.
The Committee liked the format for this new section.
3.Discussion and possible action regarding the questions to be used in conducting the
2010 City of Georgetown Quality of Life Survey – Micki Rundell
Micki explained that National Service Research (NSR) will be conducting the 2010 City of Georgetown
Quality of Life Survey. This will be the 5th bi-annual survey the City has undertaken, and the first
survey conducted by NSR. The purpose of the survey is to provide direct citizen feedback on basic
services and programs that the City provides. It helps the organization determine the success or
failure of using tax dollars. Surveys in general are the primary method that cities use to garner
community feedback and input on citywide issues.
The 2010 Survey will comprise of approximately 50+ questions that will provide information in such
areas as:
what is important to the citizens
top issues facing the community
transportation issues
economic development priorities
value of tax dollars for services provided
ratings for customer service
quality and value of utility services
where do residents shop for services
where do residents get information about the City and its services
The information gained will be a tool for the Council in setting priorities for the 2010/11 budget. Even
though this is the first time NSR has conducted the City’s survey, the data collected will be compatible
and comparable to the City’s previous four surveys. The City will still be able to identify trends and
know if programs and projects done over the past years have had an impact to the community, and
also provide the City with on-going benchmark information to measure areas of success and areas for
improvement. Once the script is finalized, NSR will conduct the survey, currently scheduled for the
late January/early February. Survey results are planned to be presented at the March 9 Council
workshop.
The Committee discussed changes/additions/deletions to the Draft Survey. A red-lined copy
is attached.
4.Discussion and possible action to approve a resolution that supports the issuance of
Single Family Mortgage Revenue Bonds to be issued by the Capital Area Housing
Finance Corporation – Micki Rundell
Approval of a resolution as required by Section 394.005 of the Texas Housing Finance Corporations
Act, Chapter 394 that supports the issuance of Single Family Mortgage Revenue Bonds to be issued
by the Capital Area Housing Finance Corporation.
The Capital Area Housing Finance Corporation, which operates within 9 central Texas counties, has
requested the City Council approve the attached resolution. This resolution allows participating
mortgage lenders to issue single family home loans to residents of Georgetown under this program
which is authorized in Chapter 394, Local Government Code. These loans have various income
requirements based upon the type and price of the home.
Carol Polumbo, the City’s bond counsel reviewed these documents and confirmed these bonds would
have no financial impact to the City. These bonds have nothing to do with the City of Georgetown, but
State Law does require that we have to approve/sign this resolution in order for citizens of
Georgetown to be able to take advantage of this program, and lenders offer this program.
5.Overview of the upcoming RFP process for the City’s depository contract – Laurie
Brewer
The City currently contracts with JP Morgan Chase for depository services based upon a 2006 RFP
process. State law requires that a City bid depository services at least every five years. The City
contracted for two years, and has done two, one-year extension. While the quality of services
provided by JP Morgan Chase continues to be favorable and we could do another one-year extension,
staff recommends moving forward with the RFP process to ensure the City is receiving the best
possible service at the best price.
There are costs and staff resources involved in changing banks but due to the planned timing of the
Customer Information System implementation in 2011, staff feels it is prudent to go through the
process at this time rather than next year. The City will send letters to all local banks inviting them to
respond to the RFP.
Dale and Keith both think it is commendable to go out for bid, always a good practice to keep
vendors honest.
6.Overview of the upcoming 2010/11 Annual Budget process – Laurie Brewer, Micki
Rundell, Paul Brandenburg
City staff will begin the Capital Improvements Program update in January, which begins the annual
budget process. Staff will present the key dates currently being suggested for budget as well as
discuss the process for gaining board and commission input to the 2010/11 budget.
The calendar is in draft and dates are subject to change. The Truth in Taxation calendar for 2010 has
not yet been established and slight changes may be necessary to accommodate these requirements.
Keith suggested not referring to it as “one pot of money”; we have General Fund money and
non-General Fund money. Therefore, when ranking priorities, i.e. a truck from General Fund
money shouldn’t have to compete with buying a truck with Utility Funds money, as they are
not in competition. It should be kept at a “policy” level vs. a “thing” level.
Dale looks at budget as policy. He feels that when the City Manager’s budget is presented to
Council, it should not be presented with a caveat that if you don’t do this, then these are the
services that will have to be reduced. They would like for staff to tell Council what the
shortfall is, and Council will decide what to cut, etc. Staff should have options available
though.
Keith reiterated that any additional revenue shortfall should be expressed in dollars, not
things, and the use of the shortfall will be Council’s discretion.
7.Discussion and possible action regarding the contract award for Municipal Court
Prosecutor – Mark Sokolow
Mr. Sokolow explained that this contract would run through August 1, 2010, then on a month-to-month
basis. After he hires the Assistant City Attorney, he will look for that person to take over some of
these responsibilities. He asked the prosecutor not to exceed 30 hours per month without his
approval.
The meeting adjourned at 3:00 p.m.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of
the Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary