HomeMy WebLinkAboutGGAF_Agenda&Minutes_2011Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, November 1, 2011
The General Government and Finance Advisory Board will meet on Tuesday, November 1, 2011 at 01:00
PM in the City of Georgetown 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:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom, Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the first Tuesday
of each month at 1:00 PM.
Call to Order at 01:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11Agenda.pdf
1.Review minutes from the October 4th and October 18, 2011 GGAF Meeting. Danella Elliott,
Administrative Manager
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11DraftMinutes10.4-18.11CS.pdf
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11DraftMinutes10.4.11.pdf
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11DraftMinutes10.18.11.pdf
2.FOR INFORMATION ONLY - Award of contract for Municipal Court Collection Services to
McCreary Veselka Bragg & Allen, P. C. Attorneys at Law.
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11MCCollectionServicesCS.pdf
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11MCScoringSummary.pdf
3.Consideration and possible action to award the bid for Police vehicles, pickups, passenger vans
and small utility vehicles to Caldwell Country Ford in the amount of $261,910.00, Philpott Motors
in the amount of $410,980.00, Grapevine Dodge in the amount of $39,238.00 and Ron Carter
Automotive in the amount of $20,521.00. Terry Jones, Support Services Director and Micki
Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11VehiclesCS.pdf
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11VehiclesBidTab.pdf
4.Consideration and possible action for approval to purchase a skid steer loader, a backhoe and a
small track loader from RDO Equipment through the Texas Buyboard in the amount of
$191,290.00. Terry Jones, Support Services Director and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11RDOEquipmentCS.pdf
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11RDOEquipment.pdf
5.Consideration and possible action for approval to purchase a 12 yard dump truck from Santex
Truck Center through the HGAC purchasing contract in the amount of $91,164.00. Terry Jones,
Support Services Director and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11SantexCS.pdf
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11Santex.pdf
6.Consideration and possible action for approval of the guaranteed maximum price to J.Jacobs
Construction for the construction of Fire Station 5 and training facility. Terry Jones, Support
Services Director and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/11.1.11/11.1.11GMPFireStation5CS.pdf
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 _________________, 2011, 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, November 1, 2011
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , November 1, 2011 presiding.
Board Members Present:
Danny Meigs, Rachael Jonrowe, Joe Pondrom, Steve Fought
Board Members Absent:
Patty Eason
Staff Present:
Micki Rundell, Terry Jones, Cathy Leloux, Susan Morgan
Minutes
Regular Meeting
Minutes:
The minutes from the November 1, 2011 meeting were unanimously approved at the January 3,
2012 GGAF Meeting, with one change noted: Item #2, capitalize “Pondrom”.
The meeting was called to order at 1:35 p.m.
1.Review minutes from the October 4 and October 18th, 2011 GGAF Meetings.
Unanamously approved.
2.FOR INFORMATION ONLY - Award of contract for Municipal Court Collection Services to
McCreary Veselka Bragg & Allen, P. C. Attorneys at Law.
Cathy Leloux explained to the Committee that Municipal Court has historically outsourced the
collection of overdue fines and fees, and recently issued a competitive Request for Proposals to
re-evaluate the services available. In response to the Request for Proposals for Collection
Services issued July 14, 2011, thirteen responses were received and evaluated based on the best
value criteria included in the Request for Proposals. As the collection fee is set by state statute
(currently at 30%), the criteria focused on value added services, references and other
performance indicators. Three finalists were chosen to give presentations to the evaluation
committee. Based on evaluation of the two remaining finalist after presentations, McCreary
Veselka Bragg & Allen, P. C. is recommended as the successful proposer based on their past
experience and the additional services provided. Award will be made for a period of one year with
the option to renew for up to an additional four years, one year at a time.
Joe Pondrom noted that they did an outstanding job and mcki commended Cathy and the Court
team. This will be a great benefit.
3.Consideration and possible action to award the bid for Police vehiclesConsideration and possible action to award the bid for Police vehiclesConsideration and possible action to award the bid for Police vehiclesConsideration and possible action to award the bid for Police vehicles,,,, pickupspickupspickupspickups,,,, passengerpassengerpassengerpassenger
vans and small utility vehicles to Caldwell Country Ford in the amount ofvans and small utility vehicles to Caldwell Country Ford in the amount ofvans and small utility vehicles to Caldwell Country Ford in the amount ofvans and small utility vehicles to Caldwell Country Ford in the amount of $$$$261261261261,,,,910910910910....00000000,,,, PhilpottPhilpottPhilpottPhilpott
Motors in the amount ofMotors in the amount ofMotors in the amount ofMotors in the amount of $$$$410410410410,,,,980980980980....00000000,,,, Grapevine Dodge in the amount ofGrapevine Dodge in the amount ofGrapevine Dodge in the amount ofGrapevine Dodge in the amount of $$$$39393939,,,,238238238238....00000000 and Ronand Ronand Ronand Ron
Carter Automotive in the amount ofCarter Automotive in the amount ofCarter Automotive in the amount ofCarter Automotive in the amount of $$$$20202020,,,,521521521521....00000000....
Terry Jones informed the Committee that bids were received on the vehicles that were approved
and scheduled for replacement in the 2011/12. Those vehicles include two half ton pickups, a one
ton pickup, a ¾ ton pickup, a fifteen passenger van, two small SUV’s, a minivan, ten Police
interceptor utility vehicles, one unmarked Police interceptor utility vehicle, and two Police
interceptor sedans. Staff is recommending that an award be made to the low bidder for each item
as highlighted on the attached bid tabulation.
Invitations to bid were sent to Mac Haik Ford and Don Hewlett Chevrolet and both were contacted
prior to the bid due date to ensure they would be participating. Both did not submit their bids in
time to be considered.
Total amount of this purchase is $732,649.00. $817,000.00 was approved and budgeted in the
Vehicle ISF for this expenditure.
Unanimaously approved.
4.Consideration and possible action for approval to purchase a skid steer loaderConsideration and possible action for approval to purchase a skid steer loaderConsideration and possible action for approval to purchase a skid steer loaderConsideration and possible action for approval to purchase a skid steer loader,,,, a backhoe anda backhoe anda backhoe anda backhoe and
a small track loader from RDO Equipment through the Texas Buyboard in the amount ofa small track loader from RDO Equipment through the Texas Buyboard in the amount ofa small track loader from RDO Equipment through the Texas Buyboard in the amount ofa small track loader from RDO Equipment through the Texas Buyboard in the amount of
$$$$191191191191,,,,290290290290....00000000....
Staff is requesting approval to purchase a skid steer loader for the Parks Department in the
amount of $49,906.00, a backhoe for the Water Department in the amount of $72,360.00, and a
small track loader for the Storm Water Drainage Department in the amount of $69,024.00. These
pieces of equipment are scheduled for replacement in the 2011/12 Vehicle ISF or were approved
as a new purchase during the budget process.
The Texas Buyboard is a cooperative purchasing contract that satisfies state law competitive
bidding requirements. RDO Equipment of Pflugerville is the closest source for this equipment in
the area.
Unanimously approved.
5.Consideration and possible action for approval to purchase aConsideration and possible action for approval to purchase aConsideration and possible action for approval to purchase aConsideration and possible action for approval to purchase a 12121212 yard dump truck from Santexyard dump truck from Santexyard dump truck from Santexyard dump truck from Santex
Truck Center through the HGAC purchasing contract in the amount ofTruck Center through the HGAC purchasing contract in the amount ofTruck Center through the HGAC purchasing contract in the amount ofTruck Center through the HGAC purchasing contract in the amount of $$$$91919191,,,,164164164164....00000000....
Staff is requesting approval to purchase a 12 yard dump truck from Santex Truck Center through
the HGAC contract to replace a 1998 dump truck currently scheduled for replacement in the
2011/12 Vehicle ISF. This dump truck will be used by the Street Department for the hauling of
road materials.
There are no known local suppliers of dump bodies installed in Georgetown. Santex Truck Center
is located in Temple.
Unanimously approved.
6.Consideration and possible action for approval of the guaranteed maximum price to JConsideration and possible action for approval of the guaranteed maximum price to JConsideration and possible action for approval of the guaranteed maximum price to JConsideration and possible action for approval of the guaranteed maximum price to J....JacobsJacobsJacobsJacobs
Construction for the construction of Fire StationConstruction for the construction of Fire StationConstruction for the construction of Fire StationConstruction for the construction of Fire Station 5555 and training facilityand training facilityand training facilityand training facility....
In May 2011 the City Council approved J.Jacobs Construction as the Construction
Manager-at-Risk for the Fire Station 5 project. During the past several months they have been
working with BRW Architects and City staff to finalize construction plans and develop a
guaranteed maximum price for the construction of Fire Station 5. There are a few remaining items
that need to be modified and some associated pricing obtained for those items before the GMP is
final. The total budget for Fire Station 5 and the training facility is $4.6 million.
Unanimously approved.
7.The meeting adjourned at 1:20 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 18, 2011
The General Government and Finance Advisory Board will meet on Tuesday, October 18, 2011 at 01:00
PM in the City of Georgetown 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:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom, Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the second
Tuesday of each month at 1:30 PM.
Call to Order at 01:00 PM
Agenda
http://georgetown.org/pdfs/ggaf/10.18.11/10.18.11Agenda.pdf
1. Presentation and discussion regarding City of Georgetown's Compensation and Benefits
recommendations.
Kevin Russell, Director of Human Resources and Civil Service
http://georgetown.org/pdfs/ggaf/10.18.11/10.18.11CompBenefitsCS.pdf
http://georgetown.org/pdfs/ggaf/10.18.11/10.18.11CompBenefitsInfo.pdf
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 _________________, 2011, 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 18, 2011
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , October 18, 2011 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom
Board Members Absent:
Steve Fought
Staff Present:
Micki Rundell, Susan Morgan, Kevin Russell, Laurie Brewer, Chris Foster, Mike Stasney
Minutes
Regular Meeting
These minutes were approved at the November 1, 2011 GGAF Meeting.
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 1:00 p.m. on Tuesday, October 18, 2011, in the City of Georgetown Council
Chambers, located at 101 East 7th Street, Georgetown, Texas.
MINUTES
The meeting was called to order at 1:00 p.m.
1.Presentation and discussion regarding City of Georgetown’s Compensation and Benefits
recommendations.
Kevin Russell explained prefaced the presentation by saying that several years ago, the City of
Georgetown had wonderful benefits. Due to a really bad claim year, the benefits now are not as
good. Kevin presented graphs to show the industry standards, and our insurance is not as good as
the industry.
Benefits
Kevin told the committee that HR Staff and the Benefits Committee reviewed the proposals from the
providers for insurance coverage. The process involved joint HR staff and the committee reviewing
information on the current plan and identifying ways to maintain a competitive benefits program while
minimizing plan cost increases. Additionally, to ensure the City remains competitive with its benefits,
City contributions were also looked at and recommendations for increases and/or
continuation/elimination of supplements/contributions are being made in the following areas:
• Dependent/Family Supplement
• Opt Out Supplement
• HSA Contribution
Council Action will be required to authorize City supplements and/or incentives, and to authorize the
City to enter into benefits contracts.
Compensation
HR Staff has been reviewing the City’s Pay System and its ability to support the Council’s current
philosophy to attract, retain and reward its employees based on performance. Currently for the fiscal
year:
• COLA – Proposed no increase for the current fiscal year.
• Merit Based Pay – No salary range movement proposed in current budget for the current fiscal
year.
• Performance Based Pay Bonus – No monies earmarked for bonus payouts for the current fiscal
year.
• Market Adjustments – no adjustments budgeted for the current fiscal year.
HR Staff reviews the competitiveness of the pay system and makes recommendations through City
management to Council for implementation of any changes. The current competitor is City of Round
Rock.
Retirement
·Retiree Health Insurance – possible ability to offer current employee rates for retirees.
·Military Service Credit – This provision allows employees who have earned at least 5 years of
creditable service in TMRS (from participating municipalities), to purchase up to one month of
Military Service Credit for each month of active duty military service, up to a maximum of five
(5) years, and apply this credit toward retirement eligibility.
The budget is being prepared with a projected 15% increase in Benefits. Staff has worked to come
up with a recommendation that stays within the increases allowed for in the budget. Current renewal
for Health insurance came in at 4.7% for CoPay and 7.4% for High Deductible. Health coverage
costs are being created so that employees see no increases in premium coverage.
The recommendation from GGAF to present to Council is as follows:
1.To adopt Humana as our healthcare provider for a HDHP, and 2 levels of copay plans.
Humana would also take over the EAP program and add in several wellness provisions.
2.Change to AETNA for dental insurance.
3.Remain with BLOCK as our vision insurance.
4.The City will contribute to the HSA accounts for the HDHPs in the amounts of $500 per single
employees and $1,000 for employees on family plans.
Unanimously approved.
Meeting adjourned.
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 4, 2011
The General Government and Finance Advisory Board will meet on Tuesday, October 4, 2011 at 01:30
PM in the City of Georgetown 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:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom, Steve Fought
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/10.4.11/10.4.11Agenda.pdf
1.Review minutes from the August 2, 2011 GGAF Meeting – Danella Elliott, Administrative Manager
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11DraftMinutes8.2.11CS.pdf
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11DraftMinutes8.2.11.pdf
2.Consideration and possible approval of annual appropriation to Sungard Public Sector, Inc.
(Sungard) in the amount of $138,000 for IT software maintenance expense (Public Safety Computer
Aided Dispatch System). Mike Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11FY2012ITMaintAppropriationSunguardCS.pdf
3.Consideration and possible approval of annual appropriation to Tyler Technologies (Tyler) in
the amount of $105,000 for IT software maintenance expense (Financial, Court and Utility Billing
Systems). Mike Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11FY2012ITMaintAppropriationIncodeCS.pdf
4.Consideration and possible approval of annual appropriation to Verizon Wireless in the amount
of $85,000 for wireless data services. Mike Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11FY2012ITMaintAppropriationVerizonWirelessCS.pdf
5.Consideration and possible approval of annual appropriation to Internetwork Experts, Inc. (INX)
in the amount of $60,000 for IT hardware/software maintenance expense (Networking
equipment, fax software). Mike Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11FY2012ITMaintAppropriationINXCS.pdf
6.Consideration and possible approval of annual appropriation to Flair Data Systems (Flair) in the
amount of $56,000 for IT hardware/software maintenance expense (Cisco Phone System). Mike
Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11FY2012ITMaintAppropriationFlairCS.pdf
7.Consideration and possible approval of annual appropriation to EST Group (EST) in the amount
of $54,000 for IT hardware/ software maintenance expense (Compellent Data Storage platform).
Mike Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11FY2012ITMaintAppropriationESTCS.pdf
8. Consideration and possible approval of a contract with Presidio Networked Solutions for the amount
of $84,000 for consulting
services related to the implementation of the Microsoft Exchange\Outlook e-mail platform - Mike
Peters, Information Technology
Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11PresidioContractForMSExchangeServicesCS.pdf
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11PresidioSOWVer2.pdf
9.Consideration and possible action for approval of the guaranteed maximum price for the
construction of Fire Station 5 and training facility. Terry Jones, Support Services Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11GMPFS5CS.pdf
10. Presentation and possible recommendation to move forward with procurement of a contract with
Capital Area Council of
Governments (CAPCOG) for development and land management software licenses. Elizabeth
Cook, Community Development
Director
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11PermittingSoftwareCS.pdf
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11MyPermitNowPres.pdf
http://georgetown.org/pdfs/ggaf/10.4.11/10.4.11MyPermitNow.pdf
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 _________________, 2011, 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 4, 2011
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , October 4, 2011 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom , Steve Fought
Board Members Absent:
Staff Present:
Micki Rundell, Paul Brandenurg, Mike Peters, Susan Morgan, Elizabeth Cook, Tamera Baird, Dave Hall
Minutes
Regular Meeting
These minutes were approved at the November 1, 2011 GGAF Board Meeting.
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 1:30 p.m. on Tuesday, October 4, 2011, in the City of Georgetown Council
Chambers, located at 101 East 7th Street, Georgetown, Texas.
MINUTES
The meeting was called to order at 1:35 p.m.
1.Review minutes from the August 2, 2011 GGAF Meeting.
Steve Fought asked that we keep the Interlocal Agreement with Williamson County for the
expansion of Williams Drive and related costs as an “open item” so that when more information is
obtained, the GGAF Committee will be advised/notified. Joe Pondrom asked for the same
recommendation with the Public Safety Facility.
Unanimously approved.
Mike Peters explained that Items #2 through #8 are already budgeted for maintenance/software.
The renewals come up during different months, but as last year, he is bringing all items forward at
one time.
2.Consideration and possible approval of annual appropriation to Sungard Public
Sector, Inc. (Sungard) in the amount of $138,000 for IT software maintenance
expense (Public Safety Computer Aided Dispatch System). Unanimously approved.
3.Consideration and possible approval of annual appropriation to Tyler Technologies
(Tyler) in the amount of $105,000 for IT software maintenance expense (Financial,
Court and Utility Billing Systems).
4.Consideration and possible approval of annual appropriation to Verizon Wireless in
the amount of $85,000 for wireless data services.
5.Consideration and possible approval of annual appropriation to Internetwork
Experts, Inc. (INX) in the amount of $60,000 for IT hardware/software maintenance
expense (Networking equipment, fax software).
6.Consideration and possible approval of annual appropriation to Flair Data Systems
(Flair) in the amount of $56,000 for IT hardware/software maintenance expense
(Cisco Phone System).
7.Consideration and possible approval of annual appropriation to EST Group (EST) in
the amount of $54,000 for IT hardware/software maintenance expense (Compellent
Data Storage platform).
8.Consideration and possible approval of a contract with Presidio Networked Solutions
for the amount of $84,000 for consulting services related to the implementation of
the Microsoft Exchange\Outlook e-mail platform.
Items #2 - #8 were unanimously approved .
9.Consideration and possible action for approval of the guaranteed maximum price for the
construction of Fire Station 5 and training facility.
This item was pulled from the agenda and will be placed on a future agenda.
10.Presentation and possible recommendation to move forward with procurement of a
contract with Capital Area Council of Governments (CAPCOG) for development and land
management software licenses.
Elizabeth Cook said that Community Development is proposing to implement a project tracking
system for Planning and Development, Permitting and Inspections, and Code Enforcement.
Currently, Permitting and Inspections and Code Enforcement utilize Incode, which is the City’s
current financial data tracking system and was not designed for land management applications.
Planning does not have an automated development tracking software, and currently utilizes an
Excel spreadsheet and a basic project information tracking database system developed in-house
by our GIS staff. As proposed, the City would implement the following components of a system
available through the Capital Area Council of Governments (CAPCOG): MyPermitNow,
MyAddressNow, MyCodeEnforcementNow, MyCommunityServicesNow, and Inspections
Anywhere.
As designed, MyPermitNow serves as the customer’s portal to all information concerning their
plan review and inspection status. They can do a real time status check, as well as download
completed plan review information. Inspections can be scheduled online, and they can receive
real time inspection status updates as well as view their inspections reports. The system sends
alerts via phone or e-mail when aspects of the permitting process are complete or need the
customer’s attention. Today, all of the above information and communications require direct
communication between our City staff and our customers and only happen during business hours.
Staff made a site visit to the Commission’s facility and met with two of their clients, St. Tammany
Parish and City of Alexandria. During our visit to the Commission we met with plans reviewers
and an inspector, as well as IT staff and their CEO and were favorably impressed with how the
system operates. On our visits with their clients we heard from both how responsive and easy it
was to work the Commission.
Staff believes that for costs involved and benefits received make the MyPermitNow software an
excellent solution to our project tracking needs. They anticipate that Georgetown would have a
permit volume range of 4,000, so the annual software fee would be $22,000 for MyPermitNow
based CAPCOG’s established rates.
MyAddressNow is based on a flat rate of $200 per month or $2,400 annually.
MyCodeEnforcementNow is billed at a $0.70 per actionable case rate and based on past case
volume; we estimate the annual fee to be $1,400, which based on 2,000 cases per year. We are
still waiting for information on the costs of MyCommunityServicesNow, but the indications are that
it will be minimal.
The estimated total annual software cost is $25,800.
To effectively use all the software features including digital review, staff proposes hardware
expenditures including providing staff with higher quality and larger monitors and Tablets for field
inspections. The Tablets will replace the Toughbooks currently being used. The hardware costs
associated with the start of the project are at a minimum $30,000.
A new Technology Fee is being proposed that would fund the software and hardware costs for
this project tracking program, in the long term. Technology fees are proposed based on the type
of review, number of reviews and reviewers, whether on-site inspections are required and how
many, and the complexity of the application process. The following are the proposed Technology
Fees for Planning applications:
$5.00 (minor applications with limited paper and staff review/inspection)
Access Point Connection Exemption, Appeal, CDC small, Driveway Permit (Agricultural &
Residential), Letters of Reg. Compliance, Minor Administrative Revisions, Sign Permits
(Temporary), Plat Waiver, Tree Protection Priority, and Waiver w/out a Plat.
$7.00 (applications with limited paper and staff review/inspection)
CDC minor, License to Encroach, Master Sign Plan, Sign Permits, Temporary Use
Permit.
$10.00 (moderately complicated applications with a various review steps)
Administrative Exception/Determination, Annexation (voluntary), Revision to
board/Council, Rezoning, Special Exception, Special Use Permit, Utility Evaluation,
Variance.
$25.00 (more complicated/detailed review and multiple reviewers/inspections)
CDC major, Comprehensive Plan Amendment, Development Agreement Amendment,
Driveway Permit (non-residential), Stormwater Permit, Administrative/Amending Plat,
Final Plat, TIA.
$50.00 (major projects with multiple staff reviewers/reviews/inspections)
Construction Plans (including major revisions), Development Agreement, Rezoning (PUD,
Mixed Use), Site Plan, Site Plan w/ Construction Plans, Preliminary Plat, Replat,
Preliminary/Final Plat Combo.
The following are the proposed Permitting Technology Fees, again the fees are based on review
and inspection complexity and number:
$5.00 Arbor, Fence, Roofing, Sidewalk, Water Softener
$7.00 Accessory Building, Deck/Patio, Demolition, Driveway/Curb Cut, Sign Temporary
Use Permit
$10.00 Electrical, Mechanical, Plumbing (ETJ); Fire Suppression/Alarm; Foundation;
Garage/Carport Job Trailer; Manufactured Home; Moving Building, Pool, Underground
Propane Tank
$15.00 Commercial Remodel, Residential Remodel, Tenant Finish Out
$20.00 Residential Building Permit
$50.00 Commercial Building
Elizabeth said that they are excited about the capabilities and what it might do for the City of
Georgetown, and asked that they take a closer look at the implementation schedule to make sure
it was going to be smooth.
Unanimously approved.
Micki introduced Susan Morgan, the new Finance Director.
Danny noted that he would like to get to the point of “not” bringing routine items to GGAF, as they
are already included in the approved budget. Rachael said that it was a valuable learning tool, as
she was new to the process. They discussed the pros/cons of reviewing items such as these and
if it was necessary to go before GGAF prior to Council. Rachael said that because she was new,
it was helpful and beneficial to her.
The committee decided to place an item on a future agenda to review the Bylaws.
There will be a Special GGAF Meeting on October 18th at 1:00 pm.to hear a
Benefits/Compensation Update from Kevin Russell, HR Director.
11.The meeting adjourned at 2:30 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, August 2, 2011
The General Government and Finance Advisory Board will meet on Tuesday, August 2, 2011 at 01:30 PM
in the City of Georgetown 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:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom, Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the firstTuesday
of each month at 1:30 PM.
Call to Order at 01:30 PM
Agenda:
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11Agenda.pdf
1.Review minutes from the May 3, 2011 GGAF Meeting – Danella Elliott, Administrative Manager
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11DraftMinutes5.3.11CS.pdf
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11DraftMinutes5.3.11.pdf
2.Consideration and possible approval to enter into a three-year Enterprise Agreement (EA)
contract with Microsoft Corporation for various
PC and server licenses, including a first year cost of $105,217.48, through Dell Computer
Corporation (DIR, acting as reseller) –
Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11DellMSVDILicensesCS.pdf
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11DellQuoteNetNewEA.pdf
3.Consideration and possible action to conduct business with Comerica Bank, N.A. and to appoint
“Representatives of the Depositor”–
Laurie Brewer, Finance Director and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11ComericaCS.pdf
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11ComericaResolution.pdf
4.Consideration and possible action to approve the committee for the selection of an architect for
the design of the San Gabriel River Trail
Extension project - Terry Jones, Support Services Director
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11RiverTrailExtSelComCS.pdf
5.Consideration and possible action to approve Broaddus & Associates as our architect/engineer
representative for the design/build
process for Fire Station 2 -Terry Jones, Support Services Director
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11Broaddus&AssociatesFireStation2CS.pdf
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11Broaddus&AssociatesBackUp.pdf
6.Consideration and possible action to approve the construction delivery method for the Public
Safety Operations and Training facility -
Terry Jones, Support Services Director
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11ConDeliveryMethodPSFacilityCS.pdf
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11CMARDBInfoSheets.pdf
7.Approve Letter of Understanding with Clifton Gunderson to perform the independent audit of City
accounts for fiscal year ended
September 30, 2011 - Laurie Brewer, Finance Director
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11AuditLetterCS.pdf
http://georgetown.org/pdfs/ggaf/8.2.11/8.2.11AuditContract.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 _________________, 2011, 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, August 2, 2011
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , August 2, 2011 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Joe Pondrom , Steve Fought
Board Members Absent:
Rachael Jonrowe
Staff Present:
Micki Rundell, Laurie Brewer, Terry Jones, Mike Peters
Minutes
Regular Meeting
These minutes were approved at the October 4, 2011 meeting of the General Government and
Finance Advisory Subcommittee.
The meeting was called to order at 1:30 p.m.
1.Review minutes from the May 3, 2011 GGAF Meeting.
Steve Fought asked for a follow-up for item 3 (regarding the Interlocal Agreement with Williamson
County for the expansion of Williams Drive and related costs). Micki noted that more research
was needed, and she can bring this item back in November (possibly). Hopefully we will know at
that point if we will owe the County or not. She feels that we will.
Unanimously approved.
2.Consideration and possible approval to enter into a three-year Enterprise Agreement (EA)
contract with Microsoft Corporation for various PC and server licenses, including a first
year cost of $105,217.48, through Dell Computer Corporation (DIR, acting as reseller).
Mike Peters explained that this relates to two projects. Staff requests approval to enter into a
three-year Microsoft EA agreement to subscribe or acquire software licenses for substantially all
City employees as follows:
·Windows 7 license rights to operate in a Virtual Desktop Infrastructure (VDI) (annual
subscription)
·Office 2010 Professional (purchase, with software maintenance)
·Windows Systems Center – Virus, Malware, software management (purchase with
software maintenance)
·Exchange Server – email, calendaring, etc. (purchase with software maintenance)
·Client Access Licenses (CALs) for the above (purchase with software maintenance).
These purchases provide the Microsoft licensing for both the VDI project (about to begin rollout),
and also the Exchange implementation budgeted for FY 2012. Dell is the sole authorized reseller
for Microsoft products under the state DIR contract.
Although the VDI and Exchange projects were originally budgeted as license purchases in the
initial year of the project, followed by software maintenance in subsequent years, the Microsoft EA
agreement was found to reduce overall costs significantly and also spreads the costs equally over
the three year term of the agreement. As a result, the first year cost of these items is
$105,217.48, and the same amount is estimated for years 2 and 3 of the agreement (subject to
changes in employee counts covered under the contract, or a change in the discount level
negotiated under the state DIR contract).
Because EA costs are spread equally over the three year term of this contract, this agreement will
result in lower than budgeted costs for FY 2011 and FY 2012, but the FY 2013 costs (not yet
budgeted) will be somewhat higher than anticipated in the original FY 2011 budget assumptions.
Unanimously approved.
3.Consideration and possible action to conduct business with Comerica Bank, N.A. and to
appoint “Representatives of the Depositor”.
Laurie Brewer explained that this resolution authorizes the Micki Rundell, Chief Financial Officer
and Lorie Lankford, Controller to be Representatives of the Depositor and each are authorized to
open accounts, to issue letters of instruction, and to take all other actions deemed necessary or
appropriate for the purpose of conducting non-primary bank depository services. Any action taken
will be in accordance with the City’s Investment Policy.
Unanimously approved.
4.Consideration and possible action to approve the committee for the selection of an
architect for the design of the San Gabriel River Trail Extension project.
Staff has solicited Request for Qualifications from architectural firms for the purpose of designing
the San Gabriel River Trail Extension. This extension consists of approximately 5,000 linear feet
of eight foot wide trail and runs from Blue Hole Park to the north side of the intersection of Scenic
Drive and Hwy 29.
We received sixteen qualification booklets from architectural firms and are ready to begin the
selection process. The selection committee members are as follows: Pat Berryman, Tommy
Gonzalez, Mark Shepherd, John Hesser, Kimberly Garrett and Eric Nuner.
The City Council approved the use of the design/build method of construction for Fire Station 2.
When using this method for construction the City is required to contract with an
architectural/engineering firm to act as our representative throughout the duration of the project.
Unanimously approved.
5.Consideration and possible action to approve Broaddus & Associates as our
architect/engineer representative for the design/build process for Fire Station 2.
Terry Jones noted that Broaddus is generally considered an expert in the design/build
construction delivery method and was a Presidential appointment to the Board of Directors of the
National Institute of Building Sciences, and organization that serves as an interface between
government and the private sector and focuses on improving the building regulatory environment,
facilitating the introduction of new and existing products and technology into the building process,
and disseminating nationally recognized technical and regulatory information. Dr.
Broaddus has also served as President and CEO of the Design-Build Institute of America, which
is an 850 member organization in Washington D.C. that supports the professional use of an
integrated design and construction contracting approach.
This contract with Broaddus will require them to provide programming (specific spaces and
materials required in our Stations) for the facility, assist in the bidding solicitation and firm
selection process, participate in the design process, and oversee construction and warranty
period.
Unanimously approved.
6.Consideration and possible action to approve the construction delivery method for the
Public Safety Operations and Training facility.
Staff is requesting approval to solicit qualifications from architectural firms to begin the design
process for the Public Safety Operations and Training facility to be located on DB Wood Road.
The first step will be to receive and evaluate qualifications from architects, interview selected firms
and then make a recommendation to City Council. Step 2 of the process involves soliciting
qualifications from construction companies for the purpose of constructing the Public Safety
Operations and Training facility using the recommended method, Construction Manager-at-Risk.
This method of construction is preferred over others because we have the ability to choose a
contractor based on qualifications and skill constructing Public Safety facilities rather than simply
taking low bid. It also allows us to choose the most qualified architect as well as the most qualified
contractor using two separate processes, whereas with design/build you must select an
architect/contractor team. So the team could be stronger in one area and weaker in another, and
could result in a lower quality project. The CM-at-Risk construction method is widely accepted and
used in the public sector in Texas as the preferred method for constructing facilities. Terry said
that he is more comfortable with the CMAR method. Joe Pondrom noted that would be better for
Terry, as he would be involved from “the ground up” and have more control over the construction
and possibly cut costs.
Unanimously approved.
7.Approve Letter of Understanding with Clifton Gunderson to perform the independent audit
of City accounts for fiscal year ended September 30, 2011.
In June 2010, the Council selected Clifton Gunderson, LLP, to perform independent audit services
for the City's accounts for up to three years. The agreement to perform audit services needs to
be approved by Council each year. This will be the second year of that agreement. Audit
services are also provided to comply with Single Audit requirements, which relate to state and
federal funding tha the City received during the year. The agreement also includes auditing the
financial statements of the City’s component units, Georgetown Transportation Enhancement
Corporation and Georgetown Economic Development Corporation, which must be included in the
City’s Comprehensive Annual Financial Report.
Staff recommends that Clifton Gunderson, LLP be retained to perform the independent audit of
City accounts for the fiscal year ended September 30, 2011, which is year 2 of the 3 year contract.
The fee is $41,412 for basic audit services. This is a 4.3% increase over the prior year’s fee of
$39,680, which was outlined in the original proposal last year.
This letter and agreement authorizes Clifton Gunderson, LLP to initiate the preliminary audit
process prior to the actual fiscal year end. This would allow them to begin the audit and finish in a
more timely manner.
Unanimously approved.
Steve Fought complimented City staff on preparation of the information included in the packages
for the meetings.
8.The meeting adjourned at 2:03 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 3, 2011
The General Government and Finance Advisory Board will meet on Tuesday, May 3, 2011 at 01:30 PM in
the City of Georgetown 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, Joe Pondrom, Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the second
Tuesday of each month at 1:30 PM.
AGENDA
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11Agenda.pdf
1.Review minutes from the April 5, 2011 GGAF Meeting – Danella Elliott, Administrative Manager
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11DraftMinutes4.5.11CS.pdf
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11DraftMinutes4.5.11.pdf
2.Consideration and possible to approve the Construction Manager-at-Risk contractor for the
construction of Fire Station 5 - Terry Jones, Support Services Director and Micki Rundell,
Chief Financial Officer
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11CMAtRiskFireStation5CS.pdf
3.Discussion on the Interlocal Agreement with Williamson County for the expansion of Williams
Drive and related costs – Laurie Brewer, Finance Director
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11WilliamsDriveUpdateCS.pdf
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11WilliamsDriveAttachment.pdf
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11WilliamsDriveChangeOrderCostBreakdown4-28-11.pdf
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11WilliamsDriveCosts4-29-11.pdf
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11WilliamsDriveEstimatedCosts.pdf
http://georgetown.org/pdfs/ggaf/5.3.11/5.3.11WilliamsDriveRightofWayPurchaseBreakdown.pdf
4.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 _________________, 2011, 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, May 3, 2011
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , May 3, 2011 presiding.
Board Members Present:
Dale Ross, Chair, Patty Eason, Co-Chair, Danny Meigs, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
Paul Brandenburg, Micki Rundell, Laurie Brewer, Terry Jones
Minutes
Regular Meeting
These minutes were approved at the August 2, 2011 GGAF Meeting.
The meeting was called to order at 1:32 p.m.
1.Review minutes from the April 5, 2011 GGAF Meeting.
Unanimously approved.
2.Consideration and possible to approve the Construction ManagerConsideration and possible to approve the Construction ManagerConsideration and possible to approve the Construction ManagerConsideration and possible to approve the Construction Manager----atatatat----Risk contractor for theRisk contractor for theRisk contractor for theRisk contractor for the
construction of Fire Stationconstruction of Fire Stationconstruction of Fire Stationconstruction of Fire Station 5555.
At the March 8th City Council meeting, a Construction Manager-at-Risk selection committee was
appointed by the Council. The committee members included, Councilmember Sansing,
Councilmember Sattler, Bob Young, Chief Fite and Terry Jones.
The process began with a solicitation for qualified construction firms capable of performing work
as a construction manager. We received seventeen qualification packets and the committee
evaluated and ranked each according to firm experience, past performance on similar projects,
management team experience, demonstrated ability to meet project budgets and demonstrated
ability to meet project schedules. The finalists to move on to step two of the evaluation process
were Chasco, Zapalac Reed, J. Jacobs, Bartlett Cocke, FT Woods and SpawGlass. This group
was asked to submit additional information including key personnel and resumes, evidence of
their ability to establish budgets and meet those budgets, methods for design cost control, their
preconstruction program and fees.
Terry Jones explained that the CMAR Selection Committee would be conducting interviews the
following day and therefore did not have a recommendation at the time of this meeting.
References were not back either, but based on the fees and other criteria, if the interviews and
references check out, Jimmy Jacobs will be the recommendation. Jimmy Jacobs’ total fees for
the project were $172,233 less than the next higher fee submission. Patty Eason asked if there
were isssues with other fire stations that Jimmy Jacobs has built, and Terry explained that the one
in Jarrell had some warranty issues.
The GGAF committee asked the selection committee to be very mindful and very diligent in
asking the “hard” questions and to move apprehensively pending the interview process.
The results and recommendation will be presented at the Council Meeting on May 10th.
3.Discussion on the Interlocal Agreement with Williamson County for the expansion of
Williams Drive and related costs.
The City signed an agreement in January 2009 with Williamson County to widen and expand a
portion of Williams Drive. The County agreed to coordinate the project. The City’s portion was
the costs from D.B.Wood Road to Jim Hogg Road, which comprised approximately sixty-five
(65%) percent of the project.
The City and County jointly applied for federal fund, through TxDot, to assist with the project and
expected to receive $8,828,900 in funding towards the construction costs of this project. During
project administration, it was discovered that TxDot had disallowed the costs of utility relocations,
which reduced the total expected amount of federal funds towards this project. There have also
been change orders and other variations from original cost estimates.
The Georgetown Transportation Enhancement Corporation also contributed $1.2 million of funds
for Right of Way purchase for this project. This contribution was made to TxDot.
The agreement provided for the City’s payment of $1.5 million in 2009, $1.5 million in 2010 and
the final installment of an estimated $2.1 million in 2011. It was noted that the last installment
may be more or less than $2.1 million depending upon actual costs of the project, but the total
was expected to be around $5.1 million.
The disallowance of utility relocations for reimbursement, as well as other increases in costs have
caused the estimates for the City’s portion of the project to be around $6.3 million. We expect
that there will be a refund of a portion of the GTEC right of way purchase that could possibly fund
part of the final payment, however TxDot does not process refunds until the project is closed.
The County does not expect to have final numbers for two months while change order documents
and other invoices are processed. The County expects the close out of the project to take up to
one year. Micki explained that although we have no choice but to do it anyway, the problem was
with the “surprise” element. She came up with some ideas for future communication and
coordination with others, and noted that we will have to be ready in future deals.
Patty Eason would like Micki’s “lessons learned” formally adopted as part of the Fiscal and
Budgetary Policy.
This item will be followed up on and brought before the GGAF Committee again in November.
4.The meeting adjourned at 2:10 pm.
Adjournment
The meeting was adjourned at 02:10 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, April 5, 2011
The General Government and Finance Advisory Board will meet on Tuesday, April 5, 2011 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:
Dale Ross, Chair, Patty Eason, Vice-Chair, Danny Meigs, Joe Pondrom, Steve Fought
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/4.5.11/4.5.11Agenda.pdf
1.Review minutes from the March 1, 2011 GGAF Meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11DraftMinutes3.1.11CS.pdf
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11DraftMinutes3.1.11.pdf
2.Consideration and possible action authorizing staff to solicit qualifications statements from
qualified architects for the purpose of designing an amphitheater – Terry Jones
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11AmphitheaterArchitectCS.pdf
3.Consideration and possible action to award the bid for vehicles to Sam Pack’s Five Star Ford of
Carrolton, Texas in the amount of $100,355.00 – Terry Jones
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11AMRVehiclesCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11AMRVehicleBidTab.pdf
4.Discussion and possible action to recommend proposed changes to the City’s Fiscal and
Budgetary Policy for 2011/12 – Micki Rundell
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11FiscalPolicyCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11FiscalPolicyDraftRedline.pdf
5.Presentation on the City Links Project, the City of Georgetown’s Advanced Metering Initiative –
Micki Rundell and Kathy Ragsdale
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11CityLinksCS.pdf
6.A Resolution expressing official intent to reimburse net costs for the purchase of land for Fire
Station 2 in an amount not to exceed $350,000 with proceeds from bonds that will be issued at a
later time – Micki Rundell
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11ReimbResCIPfireCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11ReimbResCIPfire.pdf
7.Consideration and possible action to approve a fee increase for BRW Architects because of
increases in civil engineering design for the Fire Station 5 project in the amount of $38,750.00 -
Terry Jones
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11BRWFeeIncreaseforCivilWorkCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11BakerAicklenProposal.pdf
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11OMalleyProposal.pdf
8.Consideration and possible approval of the purchase of Brocade data switch equipment from Dell,
Inc. for an amount not to exceed $92,700 – Mike Peters
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11DellBrocadeCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.11/4.5.11DellQuote.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 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 _________________, 2011, 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, April 5, 2011
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , April 5, 2011 presiding.
Board Members Present:
Patty Eason, Danny Meigs, Joe Pondrom , Steve Fought
Board Members Absent:
Dale Ross
Staff Present:
Micki Rundell, Paul Brandenburg, Laurie Brewer, Terry Jones, Kathy Ragsdale, Mike Peters
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, April 5, 2011, in the Georgetown Municipal Complex
Williamson Room, located at 300-1 Industrial Avenue, Georgetown, Texas.
MINUTES
These minutes were approved at the May 3, 2011 GGAF regular meeting.
The meeting was called to order at 1:30 p.m.
1.Review minutes from the March 1, 2011 GGAF Meeting.
Unanimously approved.
2.Consideration and possible action authorizing staff to solicit qualifications statements
from qualified architects for the purpose of designing an amphitheater.
Terry Jones explained the process and said that staff is requesting approval to solicit
qualifications from architectural firms to begin the design process for an amphitheater to be
located on the old football stadium site in San Gabriel Park. This first step will be to receive and
evaluate qualifications from architects and receive approval from Council for the selected firm.
The second step will be to solicit qualifications from construction companies for the purpose of
constructing the amphitheater using the preferred method on this project, Construction
Manager-at-Risk. This method is preferred over others because we have the ability to choose a
contractor based on qualifications and skill constructing these types of facilities rather than simply
accepting the low bidder. This method for construction is widely accepted and used in the public
sector as the preferred method of constructing facilities.
Steve Fought asked if staff is still comfortable proceeding with the amphitheater design. He
questioned if it was possible to go ahead with the design and then “put it on the shelf” until the
economy picks up. Micki explained that there will be no financial impact at this point in the
selection process. Bonds totaling $36.5 million were approved by the voters for this project in
November 2008.
Mr. Fought suggested that since this was approved some time ago, Council might take one more
look before continuing.
Unanimously approved.
3.Consideration and possible action to award the bid for vehicles to Sam Pack’s Five Star
Ford of Carrolton, Texas in the amount of $100,355.
Terry Jones noted that bids were received for vehicles to be used for the two new AMI field
technicians and supervisor, and for a Utility Office meter reader. These vehicles were not bid on
the previous vehicle bid because they were included in the AMI project budget and the
implementation of the project was not determined at the time of that bid. We did not want to
purchase vehicles before we actually needed them.
Both Hewlett Chevrolet and Mac Haik Ford were sent bid invitations. Staff also called Hewlett and
Mac Haik to verify that they knew when the bid opening was, and they chose not to bid. The City
of Georgetown tries to always get local groups to bid.
Unanimously approved.
4.Discussion and possible action to recommend proposed changes to the City’s Fiscal and
Budgetary Policy for 2011/12.
Micki Rundell explained that this item is to review the proposed changes to the Fiscal and
Budgetary Policy for the upcoming budget and to gather feedback on various proposed changes.
Proposed amendments include:
·Addition of a Fund Balance Policy in accordance with GASB 54
·Addition of the Rate Stabilization Fund within the Electric Fund to offset and mitigate
potential impacts to electric rates related to increased fuel costs or other external factors
·Within the Personnel Cost added
o Position Control requiring Council approval before any new position is added
outside of the annual budget process
o Use of Excess Salary Savings requiring City Manager approval prior to funds
being spent
·Changed Purchasing Policy to reflect recent policy changes that were adopted by City
Council last month that mirrors State Law.
·Under “Retirement Benefits”
o Revised the targeted funding level for pension liability from 75% to 80%, and
documented the current percentage funded
o Added language related to funding a 1-time payment to TMRS to lower the
City’s unfunded pension liability
·Modified language for GGAF to include 3 Council members and 2 citizens within the
committee
In addition, references to fiscal year 2011/12 have been updated and designated amounts have
been left blank. These amounts will be included once they have been determined and will be
included in the final document that is adopted with the 2011/12 budget. Numbering to include
sections on Fund Structure (previously included in the Purpose section) and Fund Balance where
added.
Once recommendations have been reviewed, a PowerPoint presentation will be prepared for City
Council. Currently, the Fiscal and Budgetary Policy is scheduled for presentation to Council on
May 10, 2011.
Unanimously approved.
5.Presentation on the City Links Project, the City of Georgetown’s Advanced Metering
Initiative.
Kathy Ragsdale explained that “City Links” is the advanced metering initiative that is being
implemented by the City of Georgetown, which enables us to leverage all the advantages that an
advanced metering system provides, and in doing so, create an environment in which everyone
benefits.”….This is the public definition.
City Links is actually part of the Automated Metering Infrastructure (AMI) Communication Plan. It
is the name given to the AMI Project, as well as, the webpage that is dedicated to providing
customers with explanations of what AMI is, why we have initiated this project, and to discredit
misinformation that is circulating in other public forums. Additionally, City Links provides a site
where customers can go, 24 x 7, to find out the progress being made on the AMI program and
advanced meter deployment.
City Links can be accessed through a link on the Utility Billing webpage or by entering the
following address:
http://citylinks.georgetown.org
It currently provides a definition of the project, Frequently Asked Questions, a Phase I deployment
map and an archive of articles that the City has published on this project. Once the project
actually starts, we will provide regular updates and the exact areas that are being deployed.
All activity contributing to City Links, from inception, design and implementation has been
performed in-house. Only the actual typesetting of the logo was outsourced, at a cost of $65.00.
Unanimously approved.
6.A Resolution expressing official intent to reimburse net costs for the purchase of land for
Fire Station 2 in an amount not to exceed $350,000 with proceeds from bonds that will be
issued at a later time.
The Council has approved the purchase of land for Fire Station 2. These plans include the
following debt funded projects: Land Purchase - $350,000. This purchase will be funded through
Certificate of Obligation bonds to be issued in May 2011.
Approval of the bond reimbursement resolution will allow the design work, construction and/or
purchase of these programs to move forward using existing cash, and reimbursing the funds with
debt issued later in the fiscal year.
The process of using a bond reimbursement resolution has been used over the past nine years to
provide better debt and project management. Due to the City’s Fiscal and Budgetary Policy,
tax-supported debt must be issued within the term of the Council approving the reimbursement
resolution. Therefore, this debt must be issued before May 2011.
The bond ordinances are scheduled to be brought forward for the Council’s approval on May 10.
Unanimously approved.
7.Consideration and possible action to approve a fee increase for BRW Architects because
of increases in civil engineering design for the Fire Station 5 project in the amount of
$38,750.
We have received a request form BRW Architects for an increase in fees for civil engineering
work on the Fire Station 5 project. When they submitted their fee proposal originally they included
a budget of approximately $34,000.00 for civil engineering. They received a proposal from a civil
engineer in Brenham in the amount of $35,750.00. We had requested that they attempt to use
local firms, if possible for their engineering work, so they received a proposal from Baker Aicklen
Civil Engineers from Georgetown for approximately $85,000 to provide civil engineering on the
project. BRW was able to negotiate the price down to $74,500 but that is still $40,500.00 over the
BRW budget for civil work.
Council approved $340,870.00 in December 2010 for BRW to design Fire Station 5. $39,000
would be the additional amount to use a local civil engineering firm.
Staff is seeking direction on whether to pay the additional expenditure to use a local firm or to
have BRW contract with their original civil engineer at no additional cost.
The GGAF Subcommittee voted 4 – 0 to reject the additional fees and allow BRW to contract
with their original civil engineering firm, and to bring the item forward to City Council for
discussion. This item will be on the April 12, 2011 City Council Agenda.
8.Consideration and possible approval of the purchase of Brocade data switch equipment
from Dell, Inc. for an amount not to exceed $92,700.
Mike Peters explained that staff had already included costs for replacement of two Brocade data
switches (which have reached end of life) in the FY 2011 budget. In addition, the expected higher
data volumes for the CityLinks Advanced Metering Infrastructure (AMI) project require that we
upgrade to a newer technology able to handle these volumes. This request is for those
replacement switches and related software and installation.
Dell is a reseller of Brocade equipment and is a DIR vendor.
Unanimously approved.
9.The meeting adjourned at 2:15 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.
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, March 1, 2011
The General Government and Finance Advisory Board will meet on Tuesday, March 1, 2011 at 01:30 PM
in the City of Georgetown 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, Joe Pondrom, Steve Fought
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/3.1.11/3.1.11Agenda.pdf
1.Review minutes from the February 1, 2011 GGAF Meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11DraftMinutes2.1.11CS.pdf
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11DRAFTMinutes2.1.11.pdf
2.Determine the Terms of Office for the newly appointed citizen members of the General
Government and Finance Advisory Subcommittee (GGAF), and election of a Vice-Chair as
required by the GGAF Bylaws - Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11GGAFTermsofOfficeCS.pdf
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11GGAFBYLAWS.pdf
3.Update on current active projects – Leticia Zavala, Project Manager
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11ProjectsUpdateCS.pdf
4.Summary regarding “Other Finance Agenda Items and Items of Interest” – Micki Rundell
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11SummaryReport.pdf
A.Consideration and Possible Approval of Wireless Network Access Points (equipment,
services and maintenance) from S3, Inc (DIR Vendor) for $31,600 – Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11MerakiAccessPointsCS.pdf
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11Meraki.pdf
B.Consideration and possible approval to extend existing appropriation to Southern Computer
Warehouse (SCW) (DIR Vendor) by an additional $30,000 for routine IT hardware/software
product purchases – Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11UpdatedITAppropriationsSCWCS.pdf
C.Consideration and possible approval to extend existing appropriation to CDW-Government
(CDW-G) (DIR Vendor) by an additional $30,000 for routine IT hardware/software product
purchases – Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11UpdatedITAppropriationsCDWGCS.pdf
D.Consideration and possible action for the approval of the annual payment for the operation
of the county wide radio communications system to Williamson County in the amount of
$95,340.00.
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11WILCOCommunicationSystem2011.pdf
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11RadioInvoice1stQtr.pdf
E.Consideration and possible action to award the bid for demolition of San Gabriel pool to
Ward Septic Tank and Backhoe Service of Georgetown in the amount of $32,500.00 – Terry
Jones, Support Services Director
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11SanGabrielPoolDemo.pdf
F.Consideration and possible action to recommend the purchase of a Fire Apparatus from
Siddon’s at an estimated cost of $375,000 - Robert Fite, Fire Chief
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11FS5ApparatusCS.pdf
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11FS5Apparatus.pdf
5.Consideration and possible action to recommend the addition of Fire Training elements to the
Fire Station 5 Certificate of Obligation (CO) Bond Issue planned for April 12, 2011 - Robert Fite,
Fire Chief and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11FS_5sizingCS.pdf
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11FS5TrainingRequirements.pdf
6.Consideration and possible action to recommend the timing for the construction of a replacement
building for Fire Station 2 - Robert Fite, Fire Chief and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11FS2timingCS.pdf
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11FS2timing.pdf
7.Consideration and possible action to recommend a “not to exceed” amount for the 2011
Certificates of Obligation bonds to be noticed at the March 8, 2011 Council Meeting – Micki
Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11BONDsizeCS.pdf
8.Consideration and possible action to recommend changes to the City’s purchasing guidelines -
Trina Bickford, Purchasing Manager, Laurie Brewer, Finance Director, and Micki Rundell, Chief
Financial Officer
http://georgetown.org/pdfs/ggaf/3.1.11/3.1.11PurchasingGuidelinesCS.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 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 _________________, 2011, 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, March 1, 2011
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , March 1, 2011 presiding.
Board Members Present:
Dale Ross, Chair, Patty Eason, Danny Meigs
Board Members Absent:
None
Staff Present:
Micki Rundell, Paul Brandenburg, Laurie Brewer, Leticia Zavala, Mike Peters, Jessica Brettle , Lorie
Lankford, Kevin Russell
Minutes
Regular Meeting
These minutes were approved at the April 5, 2011 GGAF Meeting.
Dale Ross called the meeting to order at 1:30 p.m.
1.Review minutes from the February 1, 2011 GGAF Meeting.
The minutes were approved.
2.Discussion regarding the 2010 fiscal year audit with the City’s external auditors.
Lorie Lankford introduced Ben Crowder and Dave Phillips from Clifton Gunderson, LLP. Mr
Phillips explained that they are wrapping up their review of the CAFR. He anticipates an
unqualified opinion, as it has been for several years. There are no significant issues and the
accounting policies are laid out and seem appropriate. All transactions are accounted for in the
proper year and all estimates are reasonable. There were no difficulties or major corrections.
The found no material weaknesses and no significant deficiencies. He noted that there were
good controls in place and good evidence of review, however he did mention a few
“housekeeping” items such as making sure signatures were obtained for having someone review
wires that could be done with one person. Lorie noted that had already been done, as it was a
bank enforced policy. He also mentioned that someone should look at voided checks on a
periodic basis. Micki said that procedures were in place to better document transactions. Mr.
Phillips said that producing the CAFR is a very manual process, and that the new system
hopefully will have a module for account mapping. He noted that the City of Georgetown has very
skilled people who understand the financials, and he was very impressed with the quality of staff.
3.Consideration and possible action to review and amend the bylaws for the General
Government and Finance Advisory Subcommittee.
Micki explained that this item amends the Bylaws that were approved in October 2010. The
changes include:
1.The addition of two (2) citizens to GGAF as approved by City Council.
2.The changes also clarify membership terms, eligibility and Council policy requirements.
3.In addition, a Vice-Chair position was added to the Bylaws.
4.Language was added authorizing the ability to place items that are routine in nature such as
purchases previously approved in the budget on the Council agenda without going to GGAF.
This is intended to prevent having a GGAF meeting if all the items are routine in nature, and
such items need to be on a Council agenda due to timing of purchase or bid. In which case,
such items will be discussed and reviewed by the Chair of GGAF prior to being placed on a
Council agenda.
The changes were approved by the committee.
4.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
April 2011 bond issues.
Micki explained that this action officially begins the April 2011 bond issuance process by
authorizing the City’s financial advisor (SPFI) to begin work on the Official Statements needed for
the bonds. This item does not authorize the bond issue or determine the final amount of
total bonds issued. The 2010/11 Annual Budget included debt funding for certain capital
improvements. In addition, several items have been approved after the budget was adopted (land
purchase for Fire Station 2 renovation and possible purchase of land for a GUS auxiliary location
on Williams Drive). The TOTAL ESTIMATED PROCEEDS (Net of Issuance Costs) is
$7,270,000.
Debt service for the tax-supported bonds is estimated to have a NET impact on the 2011/12 tax
rate of $0.0077. This is based on overall increase in debt service, net of the reduction in next
year’s CO debt payment. It also is the based on the 2010 tax base. The Self-Supporting CO
bonds will be repaid through existing operating revenues of the utility or by GTEC.
Final amounts of this issue may be increased or decreased due to timing of various Capital
Improvement Projects or other market related conditions. Market conditions are currently
favorable for “Bank Qualified” issues (those being less than $10 million.) This issue is intended to
meet that threshold. The “not to exceed amount ” will be included in the CO notice/action that
will be presented to City Council on March 8. The total face value of the bond issue will increase
to include issuance costs.
5.Update of Personnel Policy #220 on Overtime for non exempt employees.
Kevin Russell informed the committee that the update was to clean up the overtime language on
the guidelines to administer overtime pay to manage time and fiscal resources and still comply
with applicable federal and state wage and hour regulations. The “Policy” section of the rules,
which is set by council, will be modified to reflect the City’s change to the firefighters and a
reduction of the work cycle from 212 hours to 106 hours (from a 28 day cycle to 14 day cycle).
Additionally, there will be the creation of a “call-back” code which is specific for use by public
safety employees.
6.Review the draft calendar for the 2011/12 Budget Process.
Laurie Brewer noted the key dates for the 2011/12 budget process. Dates may change as the
dates for Truth in Taxation (the State Comptroller’s guide for tax rate notices and adoption), as
well as dates for the Williamson County Appraisal District certification dates, become finalized.
Finance staff will begin attending board and commission meetings in February to get input for the
budget process. The Capital Improvements Program process has begun, with staff updating
projects for the five and ten year CIP. The process will closely follow last year’s timing. Micki
commended Laurie on her work with the planning process and noted that she is working with
divisions on their Strategic Plans, linking them to the 2030 Plan and Council priorities. Patty
Eason said the calendar was easy to read, and she really liked the layout.
7.Consideration and possible action to approve a two year extension with Valley View
Consulting.
Laurie Brewer introduced Bill Cook from Valley View Consulting. She noted that Council
approved a contract with Valley View Consulting in February 2009 after a request for qualifications
process. Services provided include advice on market conditions, analysis of risk/return
relationships between various investment alternatives, review of the City’s investment policy and
reporting to ensure compliance with changes in the Public Funds Investment Act and assisting in
the purchase and sale of investment securities.
Valley View Consulting is registered with the Securities Exchange Commission (SEC) to provide
investment advisory services for the next two years. The City has used this firm for over ten years
for investment services and staff recommends continuing this arrangement for the next two years.
Funds for this service are budgeted in the Finance Administration department. The contract is
based on a retainer plus a per transaction fee. Included is a monthly fee of approximately $200,
plus a $400 per transaction fee. The estimated transaction costs are approximately $16,400,
including investments for GTEC and GEDCO, as well as, bond proceeds. Total annual cost is
not expected to exceed $18,000.
The City has been pleased with the level of services provided by the vendor. The contract
provides for an extension, upon approval by the City. Advisory service contracts require Council
approval, per the Public Funds Investment Act. This item will be on the next City Council agenda.
8.Discussion and possible authorization to disburse funds for 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 8% increase in
program participation over the last year and a 26% increase the year before. We are currently
averaging over 2,600 payments a month, accounting for 11% of the total utility payments made.
This $59,000 cost includes web publishing fees, customer inquiry fees, and transaction fees.
The Web Publishing fees and the Customer Inquiry fees are a fixed cost annually. The
transaction fees are $1.25 each and based on the number of utility payments taken through the
website. This is a fee that would ordinarily be passed along to the customer, but the City has
chosen not to do so. Passing along any transaction or convenience fees disqualifies the City from
both the Visa and Mastercard Interchange Utility Rate of $.75 per transaction. Depending on the
type of card used, these fees could otherwise be anywhere from .89% to 2% of the transaction,
and apply to all credit card transactions, not just Insite payments.
The committee approved this item.
9.Consideraton and possible approval of City Council Video Projection and Streaming
equipment and services from SwagIt Productions, LLC for $52,900.
Mike Peters explained that staff developed requirements and solicited proposals for a City Council
video production and streaming solution that will produce live video via Suddenlink Channel 10
and via the City website, produce scheduled video for Suddenlink Channel 10 at other times and
allow on-demand viewing of historical Council meeting content via the City website.
Of the seven proposers that responded, three were selected for additional short list review. Those
three proposers included two proposals that involved in-house production of the Council meetings
using local equipment, and one proposal that involved outsourced (remote) production of each
meeting. Staff determined that the outsourced approach (from SwagIt, LLC) was both cost
effective and required very minimal staff resources to operate, and as such was a superior
solution to the in-house proposals. SwagIt, LLC has numerous City and County governments as
clients, both within Texas and elsewhere in the US and Canada. Several of their clients have
existing integrations with the MuniAgenda product used by Council.
Mike and Jessica Brettle gave a presentation and examples of the services provided by Swagit.
Total first year project costs (both one-time and ongoing) are estimated as follows:
SwagIt Productions, LLC$52,900
Suddenlink $ 7,000
Total$59,900
This item will be presented to City Council at the next meeting. The committee was supportive of
this system.
10.The meeting adjourned at 3:00 pm.
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.
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, February 1, 2011
The General Government and Finance Advisory Board will meet on Tuesday, February 1, 2011 at 01:30
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.
AGENDA
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11Agenda.pdf
1.Review minutes from the December 2, 2010 GGAF Meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11DraftMinutes12.2.10CS.pdf
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11DRAFTMinutes12.2.10.pdf
2.Discussion regarding the 2010 fiscal year audit with the City’s external auditors – Lorie Lankford
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11AuditorCS.pdf
3.Consideration and possible action to review and amend the bylaws for the General Government
and Finance Advisory Subcommittee - Micki Rundell
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11GGAFBylawsCS.pdf
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11GGAFBylawsRedline.pdf
4.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 April 2011 bond
issues – Micki Rundell
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11SPFIBondAuthCS.pdf
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11TimetableforBondIssuance.pdf
5.Update of Personnel Policy #220 on Overtime for non exempt employees - Kevin Russell
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11OvertimeCS.pdf
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11OvertimeNonExemptEmployees.pdf
6.Review the draft calendar for the 2011/12 Budget Process - Laurie Brewer
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11DraftBudgetCalendarCS.pdf
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11BudgetCalendar.pdf
7.Consideration and possible action to approve a two year extension with Valley View Consulting
– Laurie Brewer
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11InvestmentContractExtensionCS.pdf
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11ValleyViewContract2009.pdf
8.Discussion and possible authorization to disburse funds for the payment of Insite fees to Tyler
Technologies in the amount of $59,000 annually – Kathy Ragsdale
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11InsiteFeesCS.pdf
9.Council Video System – Mike Peters
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11CouncilVideoSystemSwagItCS.pdf
http://georgetown.org/pdfs/ggaf/2.1.11/2.1.11CouncilVideoSystemSwagItPres.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 _________________, 2011, 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, February 1, 2011
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , February 1, 2011 presiding.
Board Members Present:
Dale Ross, Chair, Patty Eason, Danny Meigs
Board Members Absent:
None
Staff Present:
Micki Rundell, Paul Brandenburg, Lauarie Brewer, Kevin Russell, Jessica Brettle , Mike Peters, Kathy
Ragsdale, Lorie Lankford
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, February 1, 2011, in the City of Georgetown Council
Chambers, located at 101 East 7th Street, Georgetown, Texas.
MINUTES
These minutes were approved at the March 1, 2011 General Government and Finance Advisory
Subcommittee Meeting.
Dale Ross called the meeting to order at 1:30 p.m.
1.Review minutes from the December 2, 2010 GGAF Meeting.
The minutes were approved.
2.Discussion regarding the 2010 fiscal year audit with the City’s external auditors.
Lorie Lankford introduced Ben Crowder and Dave Phillips from Clifton Gunderson, LLP. Mr
Phillips explained that they are wrapping up their review of the CAFR. He anticipates an
unqualified opinion, as it has been for several years. There are no significant issues and the
accounting policies are laid out and seem appropriate. All transactions are accounted for in the
proper year and all estimates are reasonable. There were no difficulties or major corrections.
The found no material weaknesses and no significant deficiencies. He noted that there were
good controls in place and good evidence of review, however he did mention a few
“housekeeping” items such as making sure signatures were obtained for having someone review
wires that could be done with one person. Lorie noted that had already been done, as it was a
bank enforced policy. He also mentioned that someone should look at voided checks on a
periodic basis. Micki said that procedures were in place to better document transactions. Mr.
Phillips said that producing the CAFR is a very manual process, and that the new system
hopefully will have a module for account mapping. He noted that the City of Georgetown has very
skilled people who understand the financials, and he was very impressed with the quality of staff.
3.Consideration and possible action to review and amend the bylaws for the General
Government and Finance Advisory Subcommittee.
Micki explained that this item amends the Bylaws that were approved in October 2010. The
changes include:
1.The addition of two (2) citizens to GGAF as approved by City Council.
2.The changes also clarify membership terms, eligibility and Council policy requirements.
3.In addition, a Vice-Chair position was added to the Bylaws.
4.Language was added authorizing the ability to place items that are routine in nature such as
purchases previously approved in the budget on the Council agenda without going to GGAF.
This is intended to prevent having a GGAF meeting if all the items are routine in nature, and
such items need to be on a Council agenda due to timing of purchase or bid. In which case,
such items will be discussed and reviewed by the Chair of GGAF prior to being placed on a
Council agenda.
The changes were approved by the committee.
4.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
April 2011 bond issues.
Micki explained that this action officially begins the April 2011 bond issuance process by
authorizing the City’s financial advisor (SPFI) to begin work on the Official Statements needed for
the bonds. This item does not authorize the bond issue or determine the final amount of
total bonds issued. The 2010/11 Annual Budget included debt funding for certain capital
improvements. In addition, several items have been approved after the budget was adopted (land
purchase for Fire Station 2 renovation and possible purchase of land for a GUS auxiliary location
on Williams Drive). The TOTAL ESTIMATED PROCEEDS (Net of Issuance Costs) is
$7,270,000.
Debt service for the tax-supported bonds is estimated to have a NET impact on the 2011/12 tax
rate of $0.0077. This is based on overall increase in debt service, net of the reduction in next
year’s CO debt payment. It also is the based on the 2010 tax base. The Self-Supporting CO
bonds will be repaid through existing operating revenues of the utility or by GTEC.
Final amounts of this issue may be increased or decreased due to timing of various Capital
Improvement Projects or other market related conditions. Market conditions are currently
favorable for “Bank Qualified” issues (those being less than $10 million.) This issue is intended to
meet that threshold. The “not to exceed amount ” will be included in the CO notice/action that
will be presented to City Council on March 8. The total face value of the bond issue will increase
to include issuance costs.
5.Update of Personnel Policy #220 on Overtime for non exempt employees.
Kevin Russell informed the committee that the update was to clean up the overtime language on
the guidelines to administer overtime pay to manage time and fiscal resources and still comply
with applicable federal and state wage and hour regulations. The “Policy” section of the rules,
which is set by council, will be modified to reflect the City’s change to the firefighters and a
reduction of the work cycle from 212 hours to 106 hours (from a 28 day cycle to 14 day cycle).
Additionally, there will be the creation of a “call-back” code which is specific for use by public
safety employees.
6.Review the draft calendar for the 2011/12 Budget Process.
Laurie Brewer noted the key dates for the 2011/12 budget process. Dates may change as the
dates for Truth in Taxation (the State Comptroller’s guide for tax rate notices and adoption), as
well as dates for the Williamson County Appraisal District certification dates, become finalized.
Finance staff will begin attending board and commission meetings in February to get input for the
budget process. The Capital Improvements Program process has begun, with staff updating
projects for the five and ten year CIP. The process will closely follow last year’s timing. Micki
commended Laurie on her work with the planning process and noted that she is working with
divisions on their Strategic Plans, linking them to the 2030 Plan and Council priorities. Patty
Eason said the calendar was easy to read, and she really liked the layout.
7.Consideration and possible action to approve a two year extension with Valley View
Consulting.
Laurie Brewer introduced Bill Cook from Valley View Consulting. She noted that Council
approved a contract with Valley View Consulting in February 2009 after a request for qualifications
process. Services provided include advice on market conditions, analysis of risk/return
relationships between various investment alternatives, review of the City’s investment policy and
reporting to ensure compliance with changes in the Public Funds Investment Act and assisting in
the purchase and sale of investment securities.
Valley View Consulting is registered with the Securities Exchange Commission (SEC) to provide
investment advisory services for the next two years. The City has used this firm for over ten years
for investment services and staff recommends continuing this arrangement for the next two years.
Funds for this service are budgeted in the Finance Administration department. The contract is
based on a retainer plus a per transaction fee. Included is a monthly fee of approximately $200,
plus a $400 per transaction fee. The estimated transaction costs are approximately $16,400,
including investments for GTEC and GEDCO, as well as, bond proceeds. Total annual cost is
not expected to exceed $18,000.
The City has been pleased with the level of services provided by the vendor. The contract
provides for an extension, upon approval by the City. Advisory service contracts require Council
approval, per the Public Funds Investment Act. This item will be on the next City Council agenda.
8.Discussion and possible authorization to disburse funds for 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 8% increase in
program participation over the last year and a 26% increase the year before. We are currently
averaging over 2,600 payments a month, accounting for 11% of the total utility payments made.
This $59,000 cost includes web publishing fees, customer inquiry fees, and transaction fees.
The Web Publishing fees and the Customer Inquiry fees are a fixed cost annually. The
transaction fees are $1.25 each and based on the number of utility payments taken through the
website. This is a fee that would ordinarily be passed along to the customer, but the City has
chosen not to do so. Passing along any transaction or convenience fees disqualifies the City from
both the Visa and Mastercard Interchange Utility Rate of $.75 per transaction. Depending on the
type of card used, these fees could otherwise be anywhere from .89% to 2% of the transaction,
and apply to all credit card transactions, not just Insite payments.
The committee approved this item.
9.Consideraton and possible approval of City Council Video Projection and Streaming
equipment and services from SwagIt Productions, LLC for $52,900.
Mike Peters explained that staff developed requirements and solicited proposals for a City Council
video production and streaming solution that will produce live video via Suddenlink Channel 10
and via the City website, produce scheduled video for Suddenlink Channel 10 at other times and
allow on-demand viewing of historical Council meeting content via the City website.
Of the seven proposers that responded, three were selected for additional short list review. Those
three proposers included two proposals that involved in-house production of the Council meetings
using local equipment, and one proposal that involved outsourced (remote) production of each
meeting. Staff determined that the outsourced approach (from SwagIt, LLC) was both cost
effective and required very minimal staff resources to operate, and as such was a superior
solution to the in-house proposals. SwagIt, LLC has numerous City and County governments as
clients, both within Texas and elsewhere in the US and Canada. Several of their clients have
existing integrations with the MuniAgenda product used by Council.
Mike and Jessica Brettle gave a presentation and examples of the services provided by Swagit.
Total first year project costs (both one-time and ongoing) are estimated as follows:
SwagIt Productions, LLC $52,900
Suddenlink $ 7,000
Total$59,900
This item will be presented to City Council at the next meeting. The committee was supportive of
this system.
10.The meeting adjourned at 3:00 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.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary