HomeMy WebLinkAboutGGAF_Agenda&Minutes_2012Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Monday, November 12, 2012
The General Government and Finance Advisory Board will meet on Monday, November 12, 2012 at 04:00
PM in the Georgetown Public Library Hewlett Room, located at 402 West 8th 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, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 04:00 PM
Agenda
http://georgetown.org/pdfs/ggaf/11.12.12/11.12.12Agenda.pdf
1. Presentation and discussion regarding City of Georgetown's Benefit recommendations - Kevin Russell,
Director of Human Resources and Civil Service
http://georgetown.org/pdfs/ggaf/11.12.12/11.12.12BenefitsCS.pdf
http://georgetown.org/pdfs/ggaf/11.12.12/11.12.12BenetexBenefitOptions.pdf
2. 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 _________________, 2012, 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
Monday, November 12, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Monday , November 12, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Joe Pondrom , Steve Fought
Board Members Absent:
Jerry Hammerlun
Staff Present:
Paul Brandenburg, Laurie Brewer, Susan Morgan, Kevin Russell, Chris Foster, Members from Benefits
Committee
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 4:00 p.m. on Monday, November 12, 2012, in the Library Hewlett Room, located at
402 West 8th Street, Georgetown, Texas.
The meeting was called to order at 4:02 p.m.
These minutes were approved at the January 9, 2013 GGAF Meeting.
1.Presentation and discussion regarding City of Georgetown’s Benefit recommendations –
Kevin Russell, Director of Human Resources and Civil Service
Kevin explained that the GGAF Committee had asked for more information regarding the benefit
selection after the last meeting. GGAF wanted more feedback from employees, so the consultant
got additional information, and they met with the Benefits Committee for about 1 ½ hours. They
narrowed it down to 2 options: Aetna Savings Plus Plan, or Scott & White. GGAF heard from
many employees on their concerns, experiences, etc.
Jim Briggs pointed out that employees needed to be educated on the two different options / plans.
He said employees need education and assistance to make the right health care choice for
themselves.
Steve said that “one on one” educational meetings with employees is a must.
Unanimously approved recommendation: The General Government and Finance Advisory
Committee (GGAF) recommends pursuing an Aetna plan, which stays within the 15% City
budgeted amount, including an aggressive educational program. Included is a stipulation to
apportion parts of the realized savings to employees to buffer costs associated with the
transition, i.e. adding money to employee’s HSA accounts, or buying down the premium.
2.The meeting adjourned at 5:15 p.m.
Adjournment
The meeting was adjourned at 05:15 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, November 6, 2012
The General Government and Finance Advisory Board will meet on Tuesday, November 6, 2012 at 02:00
PM in the Georgetown Public Library Friends of the Library Room, located at 402 West 8th 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, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12Agenda.pdf
1.Review minutes from the September 26, 2012 GGAF Meeting – Danella Elliott
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12DraftMinutes9.26.12CS.pdf
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12DraftMinutes9.26.12.pdf
2.Consideration and possible action for the approval of the annual payment for the operation of the
county wide radio communications system to Williamson County in the amount of $111,573.00 –
Micki Rundell, CFO and Stan Hohman, Fleet Maintenance Supervisor
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12WILCOCommunicationSystemCS.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 $203,440.00, Philpott Motors
in the amount of $456,151.00, Mac Haik Ford in the amount of $296,391.05 – Micki Rundell, CFO
and Stan Hohman, Fleet Maintenance Supervisor
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12VehiclesCS.pdf
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12VehiclesBidTab.pdf
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12VehiclesBids.pdf
4.Consideration and possible action to purchase a 12 yard dump truck from Santex Truck Center
through the HGAC purchasing contract in the amount of $95,069.00 – Micki Rundell, CFO and
Stan Hohman, Fleet Maintenance Supervisor
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12DumpTruckCS.pdf
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12HGACPricingSheet.pdf
5.Consideration and possible action for approval to award licensed electrician services to Mercury
Electric Company for a two (2) year contact in the estimated of $300,000 – Micki Rundell, CFO
and Paul Pausewang, Facilities Coordinator
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12ElectricalBidCS.pdf
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12ElectricalBidTab.pdf
6.Consideration and possible action authorizing staff to enter into contract with Texas Fleet Fuel
(TFF) for management of onsite fuel station, including stocking fuel, and for management of the
offsite Fuelman credit card program - Trina Bickford, Purchasing Manager and Micki Rundell,
CFO
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12FuelTFFBlanketOrderCS.pdf
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12FuelCards.pdf
7.Presentation and discussion regarding City of Georgetown’s Benefit recommendations – Kevin
Russell, Director of Human Resources and Civil Service
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12BenefitsCS.pdf
8.Consideration and possible action to approve the incorporation documents creating a Local
Government Corporation for the purpose of consolidating assets and operations related to the
Chisholm Trail Special Utility District (CTSUD) – Micki Rundell, CFO
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12LGCCreationCS.pdf
http://georgetown.org/pdfs/ggaf/11.6.12/11.6.12ArticlesofIncorporationDraft.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 _________________, 2012, 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 6, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , November 6, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
Paul Brandenburg, Micki Rundell, Laurie Brewer, Susan Morgan, Kevin Russell, Jim Briggs, Chris
Foster, Trina Bickford, Paul Pausewang, Jennifer Bills , Stan Hohman
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 2:00 p.m. on Tuesday, November 6, 2012, in the Friends of the Library Room,
located at 402 West 8th Street, Georgetown, Texas.
The meeting was called to order at 2:05 p.m.
These minutes were approved at the January 9, 2013 GGAF Meeting.
Item # 8 was moved to the beginning of the agenda.
8.Consideration and possible action to approve the incorporation documents creating a
Local Government Corporation for the purpose of consolidating assets and operations
related to the Chisholm Trail Special Utility District (CTSUD) – Micki Rundell, CFO
Art Rodriguez explained how a Local Government Corporation is used, and explained that it
allows the City to use as a separate enterprise.
The Memo of Understanding (MOU) approved by the both the City and CTSUD, assumes a
consolidation of operations and assets between both entities. In doing so, the City has agreed to
create a Local Government Corporation (LGC) to manage the District. The LGC is a separate
legal entity created by the City under the Texas Transportation Code, as amended and the Texas
Housing Finance Corporations Act, Chapter 394 of the Local Government Code.
The LGC will operate the water system within the District’s CCN and will be used to account for
the related assets, liabilities and transactions associated with that system. The LGC will have
contractual powers and be able to issue tax-exempt debt on revenues created within the LGC if
the Council so chooses.
The District LGC will have a seven (7) member Board Directors appointed by the City Council.
The seven members will include 2 residents of the District, 2 City Council members and 3 at-large
representatives selected by the Council (1 of which will have a finance background).
Operational issues will be further defined in the Bylaws for the LGC which will be approved at a
later date.
The Corporation is officially created once approved by the Council and filed with the Secretary of
State.
Financially, the LGC will be a “component unit” of the City and will be accounted for in the same
manner the City uses for GTEC and GEDCO. There will “allocated” costs and an interlocal
agreement approved by both the Board and the Council for costs associated with managing the
LGC.
Motion to recommend approval of the incorporation documents creating a Local Government
Corporation for the purpose of consolidating assets and operations related to the CTSUD was
unanimously approved .
1.Review minutes from the September 26, 2012 GGAF Meeting – Danella Elliott
The minutes were unanimously approved.
2.Consideration and possible action for the approval of the annual payment for the operation
of the county wide radio communications system to Williamson County in the amount of
$111,573.00 – Micki Rundell, CFO and Stan Hohman, Fleet Maintenance Supervisor
In February 2008 the City Council approved entering into an interlocal agreement with Williamson
County for the establishment, operation and maintenance of the Williamson County Radio
Communications System. This agreement dissolved the old CWICS group which consisted of
Williamson County, Georgetown, Round Rock, Cedar Park and Hutto, and established a
Williamson County Radio Communication System. The agreement created an organizational and
management structure for on-going administration, operation and maintenance of the system; and
creates a budget process, strategic planning/budget forecasting process, as well as allocation of
costs associated with operating, maintaining and upgrading the system. In accordance with the
agreement, Williamson County bills the City quarterly for operations and maintenance at a cost of
$19.25 per radio per month. The City currently has 483 radios on the system.
Total amount of the City’s portion of the Williamson County RSC for fiscal year 2012/13 is
$111,573.00 based upon the rate of $19.25 per radio for 483 City of Georgetown radios.
$122,000.00 was budgeted in account 520-5-0351-51-310 Fleet Contracts and Leases.
Unanimously approved.
3.Consideration and possible action to award the bid for Police vehicles, pickups, passenger
vans and small utility vehicles to Caldwell Country Ford in the amount of $203,440.00,
Philpott Motors in the amount of $456,151.00, Mac Haik Ford in the amount of $296,391.05
– Micki Rundell, CFO and Stan Hohman, Fleet Maintenance Supervisor
Bids were received on the vehicles that were approved and scheduled for replacement in the
2012/13 budget. Those vehicles include three half ton pickups, a one ton pickup, six one ton
service utility trucks, six small SUV’s, ten Police interceptor utility vehicles and one unmarked
Police interceptor utility vehicle. Staff is recommending that an award be made to the low bidder
for each item as highlighted on the attached bid tabulation. Mac Haik was the only bidder on the
propane conversion items.
Invitations to bid were sent to Mac Haik Ford and Don Hewlett Chevrolet and both were contacted
prior to the bid due date to ensure they would be participating.
Total amount of this purchase is $955,982.05. $1,035,000.00 was approved and budgeted in the
Vehicle ISF for this expenditure.
$456,151.00 from account 520-5-0351-52-705.
$499,831.05 from account 520-5-0351-52-700
Unanimously approved.
4.Consideration and possible action to purchase a 12 yard dump truck from Santex Truck
Center through the HGAC purchasing contract in the amount of $95,069.00 – Micki Rundell,
CFO and Stan Hohman, Fleet Maintenance Supervisor
Staff is requesting the approval to purchase a 12 yard dump truck from Santex Truck Center
through the HGAC contract to replace a 1998 dump truck currently scheduled for replacement in
the 2012/13 Vehicle ISF. This dump truck will be used by the Street Department for the hauling of
road materials.
There are no known local suppliers of dump truck/bodies in Georgetown. Santex Truck Center is
located in San Antonio with a partner dealership in Temple (Longhorn International).
Total amount of this purchase is $95,069.00 from account 520-5-0351-52-701. $100,000.00 was
approved and budgeted in the Vehicle ISF for this expenditure.
Unanimously approved.
5.Consideration and possible action for approval to award licensed electrician services to
Mercury Electric Company for a two (2) year contact in the estimated of $300,000 – Micki
Rundell, CFO and Paul Pausewang, Facilities Coordinator
Bids were received to perform electrical installation, maintenance and repairs services on an as
needed basis for various City location or various private and business locations throughout the
City for a period of two (2) years with an option to renew for three (3) additional one (1) year
period starting December 1,2012. Services may include replacement, relocation and installation of
various electric meters and related equipment, new installation, repairs and maintenance of
decorative lighting on various commercial building in and around the City square and other
licensed electrician services as needed by various City department. The staff recommendation is
to award this bid to Mercury Electric Liberty Hill, Texas in the estimated amount of $150,000.
There is $40,000 budgeted in the 2012/2013 Facilities ISF (500-5-0350-51-503) and other City
departments will be responsible for their funding source.
Unanimously approved.
6.Consideration and possible action authorizing staff to enter into contract with Texas Fleet
Fuel (TFF) for management of onsite fuel station, including stocking fuel, and for
management of the offsite Fuelman credit card program - Trina Bickford, Purchasing
Manager and Micki Rundell, CFO
The City previously purchased and stocked fuel for the onsite fuel station and managed the site.
Additionally, the City used Fuelman cards for offsite purchases. After careful review by Finance
and the Vehicle Service Center, it was determined that it would more cost effective if the City
outsourced management, operation and stocking of the onsite fuel station and continued use of a
fuel credit cards for offsite. Although cooperative contracts were considered, they did not
represent the best value for the City, and a competitive Invitation to Bid (ITB) was issued. Only
one bid was received in response to the ITB, and it came from the current supplier of the City’s
Fuelman cards, TFF. TFF has bid a program that meets all requirements of the ITB and based
on the bid price, will meet the City’s objective of lowering the cost of fuel.
Based on historical usage, the total amount for fuel expenses (onsite and offsite) is approximately
$1.1M. This amount will continue to be paid from individual fuel budget accounts for each
division, and from the central Fuel/Diesel account for charges associated with the fuel station.
Unanimously approved.
7.Presentation and discussion regarding City of Georgetown’s Benefit recommendations –
Kevin Russell, Director of Human Resources and Civil Service
Kevin explained that the renewal rate from Humana came in at 59%, so the City faced making
some tough decisions. We contracted with The BeneTex Group, and they completed an analysis
of all proposals for insurance coverage for 2013. The process involved going out with an RFP in
order maintain a competitive benefit program while minimizing plan cost increases. The BeneTex
Group made their recommendations to the Benefit’s Committee and Human Resources.
After much discussion, and hearing from members of the Benefits Committee, GGAF members
asked that they come up with different options, ideas and suggestions, and give the Benefits
Committee time to review and make recommendations. The GGAF committee agreed that this is
a huge decision and should be taken seriously.
Item #7 was tabled and the Committee will reconvene on Monday, November 12th at 4:00 p.m. to
continue the discussion.
8.The meeting adjourned at 3:15 p.m.
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
Wednesday, September 26, 2012
The General Government and Finance Advisory Board will meet on Wednesday, September 26, 2012 at
02:00 PM in the Georgetown Municipal Complex, located at 300 Industrial Avenue, Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12Agenda.pdf
1.Review minutes from the August 29, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12DraftMinutes8.29.12CS.pdf
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12DraftMinutes8.29.12.pdf
2.Update and discussion of the Business Planning Framework process for FY 2012/13,
including an update on the Council planning/visioning workshop held on September 20-21,
2012 – Susan Morgan, CPA, Finance Director and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12BusPlanCS.pdf
3.Consideration and possible action for approval to award the landscape maintenance for
City owned facilities to Stillwater Landscaping for a two (2) year contact in the amount of
$429,216 - Paul Pausewang, Facilities Coordinator, Micki Rundell, CFO
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12LandscapingBidCS.pdf
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12LandscapingBidTab.pdf
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12LandscapingBestValueTabSheet.pdf
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12LandscapingCyclePrice.pdf
4.Consideration and possible approval of annual appropriations to several large Information
Technology vendors for maintenance services during the FY 2013 fiscal year – Mike
Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/9.26.12/9.26.12ITMaintenanceAppropriationsCS.pdf
5.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica 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 _________________, 2012, 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
Wednesday, September 26, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , September 26, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
Susan Morgan, Trina Bickford, Paul Pausewang
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 2:00 p.m. on Wednesday, September 26, 2012, in the Friends of the Library
Room, located at 402 West 8th Street, Georgetown, Texas.
The meeting was called to order at 2:05 p.m.
These minutes were approved at the November 6, 2012 GGAF Meeting.
1.Review minutes from the August 29, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
Minutes were unanimously approved.
2.THIS ITEM WAS PULLED FROM THE AGENDA AT THE BEGINNING OF THE MEETING:
Update and discussion of the Business Planning Framework process for FY 2012/13,including an
update on the Council planning/visioning workshop held on September 20-21, 2012 – Susan
Morgan, CPA, Finance Director and Micki Rundell, Chief Financial Officer
3.Consideration and possible action for approval to award the landscape maintenance for
City owned facilities to Stillwater Landscaping for a two (2) year contract in the amount of
$429,216 - Paul Pausewang, Facilities Coordinator, Micki Rundell, CFO, Trina Bickford,
Purchasing Manager
Paul Pausewang explained that bids were solicited to perform landscape maintenance services
for a period of two (2) years starting October 15, 2012 with an option to renew for three (3)
additional one (1) year periods. Maintenance will be performed at 40 City facilities sites as well as
the Airport Common side. The staff recommendation is to award this bid to Stillwater Landscape
of Elgin, Texas in the annual amount of $214,608 ($429,216 for the two year contract).
The sites were bid, based on either 43 or 20 visits/cycles per year, and the Airport Common side
was bid on a per acre price with a minimum of 45 acres. Extra services required are on an “as
needed basis” at a per hour unit price. The bid was issued with best value criteria to evaluate
responses to ensure the best combination of pricing and quality of services was obtained. The
best value criteria valued pricing at 50%, quality of references at 30%, bidder’s equipment at 10%
and the types of licenses and/or certifications held at 10%.
Six responses were received and evaluated. Based on the evaluation criteria included in the bid
invitation, Stillwater Landscape is recommended by staff to receive the award based on their
score of 91.30. The next closest bidder, We Mow It, did offer a slightly (approx. 1.5%) lower price
based on scheduled cycles, but scored lower (89) in the overall evaluation and offered a higher
rate on “as needed” services. Trina explained that price was always going to be important, but
Best Value evaluation criteria was the determining factor.
Unanimously approved.
4.Consideration and possible approval of annual appropriations to several large Information
Technology vendors for maintenance services during the FY 2013 fiscal year – Mike
Peters, Information Technology Director
Mike Peters explained that the items listed below are for the annual IT software maintenance
agreement renewals for several recurring vendors for the FY 2013 fiscal year. All items relate to
previously purchased products and maintenance renewals have been requested each year at this
time, rather than taking each individual request as it comes up throughout the year.
He said that the vendors are on the Department of Information Resources (DIR) vendor list, or
are Sole Source providers . He noted that typically, ongoing maintenance is approximately
15-20% of the original purchase price. Mike will be available at the next Council meeting to
answer any detailed questions or explanations.
·Sungard Public Sector, Inc. (Sungard) in the amount of $138,000 for IT software
maintenance expense for the Sungard OSSI CAD/RMS system (Public Safety Computer
Aided Dispatch System). OSSI is a sole-source system .
·Verizon Wireless (Verizon) in the amount of $92,000 for wireless data services.
Wireless data services involve communication from City systems to computers in Police
and Fire vehicles, GUS field vehicles, Code Enforcement and other miscellaneous users.
GPS tracking for certain vehicles is also included. Verizon is a Department of Information
Resources (DIR) vendor.
·Presidio Networked Solutions, Inc. (Presidio) in the amount of $65,000 for IT
hardware/software maintenance expense. This item is for the annual IT software
maintenance agreement renewals for Cisco networking equipment, Cistera call recording
system and Xmedius Fax server system. Presidio is a Department of Information
Resources (DIR) vendor.
·Tyler Technologies (Tyler) in the amount of $65,000 for IT software maintenance
expense for the Incode system (Financial, Court and Utility Billing Systems). Incode is a
sole-source system.
·Flair Data Systems (Flair) in the amount of $58,000 for IT hardware/software
maintenance expense (Cisco Phone System). Flair is a Department of Information
Resources (DIR) vendor.
·EST Group (EST) in the amount of $54,000 for IT hardware/software maintenance
expense (Compellent Data Storage platform). annual IT hardware/software maintenance
agreement renewals for the City’s Compellent data storage system used by nearly all
applications. EST is a Department of Information Resources (DIR) vendor.
·Electsolve Technology Solutions and Services, Inc. (Electsolve) for the amount of
$50,400 for annual software maintenance of the City’s Meter Data Management System.
Electsolve is a sole-source system.
All items were budgeted during the FY 2013 budget process.
Unanimously approved.
5.The meeting adjourned at 2:25 p.m.
Adjournment
The meeting was adjourned at 02:25 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
Wednesday, August 29, 2012
The General Government and Finance Advisory Board will meet on Wednesday, August 29, 2012 at 02:00
PM in the Georgetown Public Library Friends of the LIbrary Room, located at 402 West 8th 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, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12Agenda.pdf
1.Review minutes from the July 25, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12DraftMinutes7.25.12CS.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12DraftMinutes7.25.12.pdf
2.Public Hearing and possible action on the Public Safety Plan element of the 2030
Comprehensive Plan - Robert Fite, Fire Chief, Wayne Nero, Police Chief, and Jordan
Maddox, Principal Planner
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12PSPlanCS.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12PSPlan.pdf
3.Update and discussion of the Business Planning Framework process for FY 2012/13
including plans for a fall Council planning/visioning workshop – Micki Rundell, Chief
Financial Officer and Susan Morgan, CPA, Finance Director
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12BusPlanCS.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12BusinessPlanCalendar.pdf
4.Overview of the Cimarron Hills project agreements that will be presented to City Council in
September 2012 – Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12CimHillsCS.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12CimHillsSAPSummary.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12CimHillsServicesandAssessmentPlan.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12DistrictRoll.pdf
5.Consideration and possible action to authorize Specialized Public Finance, Inc. (SPFI) to
proceed with the preparation of the required bond offering documents for the issuance of
General Obligation Bonds planned for October – Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12SPFIBondAuthCS.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12TimetableforIssuance.pdf
6.Consideration and possible recommendation to award the Georgetown Municipal Airport
Business Case Analysis to CH2MHill in an amount not to exceed $115,000 - Edward G.
Polasek, AICP, Transportation Services Director and Susan Morgan, CPA, Finance Director
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12AirportBusinessCaseAnalysisCS.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12AirportBudgetSummary.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12AirportFundSchedule.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12GeorgetownMunicipalAirportRFP.pdf
7.Consideration and possible action authorizing staff to enter into negotiations with Barlett
Cocke for purpose of contracting with Construction Manager at Risk for Public Safety
Operations and Training Facility – Micki Rundell, Chief Financial Officer and Trina
Bickford, Purchasing Manager
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12CMARforPublicSafetyFacilityCS.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12CMARResponseTabulation.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12CMARSummaryScoring.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12CMARCombinedEvaluations.pdf
8.Review and discussion of the revised City Council policy regarding Board and
Commission Member attendance – Micki Rundell, Chief Financial Officer and Danella
Elliott, Administrative Manager
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12BoardAttendancePolicyCS.pdf
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12BoardAttendanceOrd2012-52.pdf
9.Review of the City’s participation in the in the Central Texas Deferred Compensation
Group – Kevin Russell, Director of Human Resources
http://georgetown.org/pdfs/ggaf/8.29.12/8.29.12457CS.pdf
10.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 _________________, 2012, 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
Wednesday, August 29, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , August 29, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Joe Pondrom , Steve Fought
Board Members Absent:
Jerry Hammerlun
Staff Present:
Micki Rundell, Laurie Brewer, Susan Morgan, Chris Foster, Roland Waits, Bridget Chapman, Jordan
Maddox, Ed Polasek, Sarah Hinton, Chris Hill (Cimarron Hills)
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 2:00 p.m. on Wednesday, August 29, 2012, in the Friends of the Library Room,
located at 402 West 8th Street, Georgetown, Texas.
The meeting was called to order at 2:05 p.m.
These minutes were approved at the September 26, 2012 GGAF Meeting.
1.Review minutes from the July 25, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
Unanimously approved.
2.Public Hearing and possible action on the Public Safety Plan element of the 2030
Comprehensive Plan - Robert Fite, Fire Chief, Wayne Nero, Police Chief, and Jordan
Maddox, Principal Planner
Jordan explaned that the Georgetown City Charter requires that the City adopt a comprehensive
planning document containing defined elements. Of the 14 stated elements, Public Safety is one
of the required plans, which also include Transportation, Utilities, Land Use, Economic
Development, etc. City staff has been working to complete the Charter directive by working on
some of these outstanding plan elements in-house. The Public Safety Plan was developed by
Police, Fire, and Planning staff-members with the intent of setting goals for continuing
achievement and excellence in this particular realm of citizen services.
The Public Safety Plan is a high-level, long-term strategic plan encompassing all aspects of public
safety for the City of Georgetown. This plan will establish a central document from which current
and future leadership of the Fire and Police departments can define short-term goals, implement
new programs, guide budgetary planning, anticipate future facilities and staff needs, and help set
the tone for departmental expectations. Like the other comprehensive plan elements previously
adopted by City Council, the adoption of this plan does not create new expenditures or programs;
it is merely a planning document that establishes broad goals and objectives that will assist in
defining future implementation steps.
The Georgetown 2030 Comprehensive Plan requires that all Charter-required elements receive a
public hearing at a board or commission. Most of these elements correspond naturally with an
established citizen board; the public safety plan does not. GGAF is the board that staff felt was the
most appropriate existing board to consider this document, hold a public hearing and make a
recommendation to City Council. Action by City Council is scheduled for September 11th. GGAF
may make suggestions based on any public comments or recommend changes on the part of the
board members.
The committee suggested that the information included in Council packets should be changed to
call this document an “Overview”, and note that a full plan will follow, so that the public will be
more informed. It was also suggested to solicit citizen input.
Unanimously approved.
3.Update and discussion of the Business Planning Framework process for FY 2012/13
including plans for a fall Council planning/visioning workshop – Micki Rundell, Chief
Financial Officer and Susan Morgan, CPA, Finance Director
Susan told the Committee that this would be a regular item on each GGAF Agenda, This is a
developing/ongoing process, and she will provide an update on the process.
The Council Visioning Workshop will be September 20-21. Management Connections will
facilitate the workshop.
She said that she is now working on an RFP for the Citizen Survey.
4.Overview of the Cimarron Hills project agreements that will be presented to City Council in
September 2012 – Micki Rundell, Chief Financial Officer
An overview of the project, along with a draft copy of the Service and Assessment Plan for the
Cimarron Hills Public Improvement District was provided. Chris Hill from Cimarron Hills explained
the history, and was available for questions.
Committee members suggested holding this as a Workshop item so that the public will
understand and be more informed.
5.Consideration and possible action to authorize Specialized Public Finance, Inc. (SPFI) to
proceed with the preparation of the required bond offering documents for the issuance of
General Obligation Bonds planned for October – Micki Rundell, Chief Financial Officer
Last May, the City approved the 1st phase of funding for the Public Safety Complex with the
issuance of $12.5 million in General Obligation Bonds, as approved by the voters in May 2011. At
that time, the option to issue an additional $12.5M in bonds for the facility was planned for October
2012.
This action officially begins that issuance process by authorizing the City’s financial advisor (SPFI)
to begin work on the Official Statement needed for the bonds. This item does not authorize the
bond issue or determine the final amount of total bonds issued.
Debt service for these Public Safety Complex bonds is estimated to have a total impact on the
2013 tax rate of $0.018 when based on the 2012 tax base.
Market conditions warrant the consideration to issue these bonds at this time. The timing of the
issue could result in significant savings will structuring the debt to have a predetermined impact to
future tax rates.
Additional GO Bonds could also be issued to fund Road Improvements, including FM971 and
possible Park Improvements to take advantage of not only market conditions, but lower current
construction costs as well.
This item is scheduled to be considered by City Council on the September 11 Council agenda.
TAX SUPPORTED BONDS:Estimated
Tax Impact**
General Obligation Bonds – 2011 Public Safety Authorization
25 Year Bonds
Continued Construction Costs $12,500,0000.018
TOTAL ESTIMATED PROCEEDS (Net of Issuance Costs)$12,500,000
Unanimously approved.
6.Consideration and possible recommendation to award the Georgetown Municipal Airport
Business Case Analysis to CH2MHill in an amount not to exceed $115,000 - Edward G.
Polasek, AICP, Transportation Services Director and Susan Morgan, CPA, Finance Director
Ed Polasek explained that the Georgetown Municipal Airport operates from revenue generated at
the Airport, typically without General Fund assistance. With revenues derived by fuel sales, lease
& rents, and State and Federal Grants, operation and maintenance of the airport has generally
remained wholly within the Airport Fund balances, in most years producing a fund balance.
As an aging resource, Staff is discovering capital maintenance needs will soon exceed revenue
generation potential at the Airport. The needed capital maintenance and necessary operational
requirements of the Airport are leading to a negative fund balance in the Airport Fund by the end
of FY 2013. And, not all ongoing and future capital maintenance and operation needs are
addressed in the FY 2013 budget.
Staff has requested professional assistance in analysis and recommendations in creating a
financially sustainable airport operation. This resulting study will provide a Business Case
Analysis for the Georgetown Municipal Airport.
The City already has a legal team under a letter of engagement for the Georgetown Municipal
Airport. Additional analysis of lease agreements, rates structures and other items will be provided
for this study.
Staff recommendation is that City Council award of the Georgetown Municipal Business Case
Analysis to CH2MHill in an amount not to exceed $115,000. With the actual contract to CH2MHill
not to exceed $100,000, and $15,000 in legal contingencies to Johnson, Rial & Parker, P.C. to
review legal documents.
The Airport Fund, available fund balance from FY 2010/11 is available to pay for this item. Steve
Fought recommended getting input from the Airport Advisory Board, and keep them informed.
Unanimously approved.
7.Consideration and possible action authorizing staff to enter into negotiations with Barlett
Cocke for purpose of contracting with Construction Manager at Risk for Public Safety
Operations and Training Facility – Micki Rundell, Chief Financial Officer and Trina
Bickford, Purchasing Manager
On August 9, 2011, Staff received direction from Council to move forward with construction of the
new Public Safety Operations and Training Facility utilizing the Construction Manager at Risk
method. A Request for Qualifications was issued and a total of 18 statements of qualifications
were received. The evaluation committee consisting of Council member Rachael Jonrowe,
Councilmember Tommy Gonzalez, Joe Pondrum, Police Chief Wayne Nero, Fire Chief Robert
Fite and Terry Jones was approved by Council January 24, 2012. Five finalists were selected by
the evaluation committee to submit proposals for the project. All five firms submitted responses,
and after evaluation, Barlett Cocke was determined to be the highest scoring proposer. Staff is
requesting approval to enter into negotiations with Barlett Cocke to establish a contract for a
Construction Manager at Risk for the Public Safety Operations and Training Facility in accordance
with the requirements of Texas Government Code Chapter 2267, Subchapter F.
Steve Fought recommended more detail be included when this is presented to Council, including
how the decision was made.
As approved by Council November 22, 2011, the project will cover construction of the full 70,000
square foot facility with a maximum cost of $20,000,000 funded by voter approved bonds.
Unanimously approved.
8.Review and discussion of the revised City Council policy regarding Board and
Commission Member attendance – Micki Rundell, Chief Financial Officer and Danella
Elliott, Administrative Manager
On August 14th, City Council approved a revised attendance policy for Board & Commission
Members. This policy allows a Board Member two (2) excused absences for the Member’s
personal medical care or required medical care of a Member’s immediate family member.
These medical absences will not count against the 75% attendance requirement. We do not
require a note from a medical professional. The Member’s word is sufficient. Ordinance 2012-52;
the revision is in Sec. 2.36.010 – D
9.Review of the City’s participation in the in the Central Texas Deferred Compensation
Group – Kevin Russell, Director of Human Resources
The City provides access to a 457b plan to its employees. Currently, ICMA-RC is the only
provider available to employees. The City has had this same vendor for almost 30 years.
Although this is a program that the City offers to its employees and there are no City funds
involved and there is no requirement that proposals or bids be requested when adding providers,
the City desires to have a more competitive process and a better value for employees.
The Central Texas Deferred Compensation Plan is an IRC §457(b) governmental deferred
compensation plan that was being created pursuant to Section 609.102(c) of the Texas
Government Code and Chapter 791 of the Texas Government Code. The Plan was being
established in order to provide a better value to the employees/participants of the Plan for each
Participating Employer than the Participating Employer could achieve on its own. The original
group (Williamson County-6mil, Round Rock-6mil, Georgetown- 2mil, Cedar Park and
Pflugerville) would have created a plan with assets in excess of 15 million dollars. Council
authorized participation in the plan and the appointment of employee participants on the Plan
Oversight Committee.
The group has changed in makeup, possibly to the point of it no longer having enough assets to
make it a more competitive and better value for City of Georgetown employees.
Originally, there were consultant costs for the creation and startup of the plan up to an amount not
to exceed $25,000 (which was shared by 5 participants based on assets). Subsequent costs are
to borne by participating employees. Our participation costs would increase as there are now only
2 participants.
Direction from GGAF Committee : The Committee recommended asking Council for authorization
to “step out of the group”.
10.The meeting adjourned at 3:55 p.m.
Adjournment
The meeting was adjourned at 03:55 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, July 25, 2012
The General Government and Finance Advisory Board will meet on Wednesday, July 25, 2012 at 02:00
PM in the City Hall 2nd Floor Conference Room, located at 113 East 8th 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, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/7.25.12/7.25.12Agenda.pdf
1.Review minutes from the June 25, 2012 GGAF Meeting – Danella Elliott, Administrative Manager
http://georgetown.org/pdfs/ggaf/7.25.12/7.25.12DraftMinutes6.27.12CS.pdf
http://georgetown.org/pdfs/ggaf/7.25.12/7.25.12DraftMinutes6.27.12.pdf
2.Presentation and discussion regarding City of Georgetown’s Retirement recommendations –
Kevin Russell, HR Director
http://georgetown.org/pdfs/ggaf/7.25.12/7.25.12RetirementCS.pdf
http://georgetown.org/pdfs/ggaf/7.25.12/7.25.12TMRSRestrictedPSC.pdf
3.Update on the Five Year Business Plan – Micki Rundell, Chief Financial Officer and Susan
Morgan, Finance Director
http://georgetown.org/pdfs/ggaf/7.25.12/7.25.12BusPlanCS.pdf
4.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 _________________, 2012, 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
Wednesday, July 25, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , July 25, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom
Board Members Absent:
Steve Fought
Staff Present:
Susan Morgan, Kevin Russell
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 2:00 p.m. on Wednesday, July 25, 2012, in the City Hall 2nd Floor Conference
Room, located at 113 East 8th Street, Georgetown, Texas.
The meeting was called to order at 2:00 p.m.
These minutes were approved at the August 29, 2012 GGAF Meeting.
1.Review minutes from the June 27, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
The minutes were unanimously approved.
2.Presentation and discussion regarding City of Georgetown’s Retirement recommendations
– Kevin Russell, Human Resources Director
Kevin explained that the TMRS Act allows each member of the Texas Municipal Retirement
System who is now or who becomes an employee of the City of Georgetown to receive:
·Restricted Prior Service Credit – This provision allows employees to receive credit toward
retirement eligibility for service performed at public service organizations. This credit can be
granted for service performed as a full-time, paid employee of:
·
o The United States federal government;
o Any public authority or agency created by the United States;
o Any state or territory of the United States;
o Any political subdivision of any state in the United States;
o Any public agency or authority created by a state or territory in the United States; or
o An institution of higher education at which the person is commissioned as a campus
security personnel employee under Section 51.212 of the Education Code.
Employees would receive one month of Restricted Prior Service Credit for each
month of service to the entity.
This prior service credit is “restricted” to time credit only for vesting and retirement
eligibility purposes and has no monetary value or monetary impact to the City.
Unanimously approved.
3.Update and discussion of the Business Plan Framework process for FY 2012/13 including
plans for a fall Council planning/visioning workshop – Micki Rundell, Chief Financial
Officer and Susan Morgan, CPA, Finance Director
Susan provided an updated calendar and process for the next steps in implementing the Business
Planning framework, including a fall 2012 Council planning/visioning workshop. The committee
was very enthusiastic to make sure the process keeps going and believes a third party facilitator
will help the Council tremendously. Susan said they were going to meet with different facilitators
and get the “right match” to lead the workshop and facilitate the process. The committee agreed
that the survey is very helpful and a valuable tool, and should be used in the visioning session.
4.The meeting adjourned at 2:50 p.m.
Adjournment
The meeting was adjourned at 02:50 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
Wednesday, June 27, 2012
The General Government and Finance Advisory Board will meet on Wednesday, June 27, 2012 at 01:00
PM in the Parks Administration Conference Room, located at 1101 North College, 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, Jerry Hammerlun, 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/6.27.12/6.27.12Agenda.pdf
1.Review minutes from the May 9, 2012 GGAF Meeting – Danella Elliott, Administrative Manager
http://georgetown.org/pdfs/ggaf/6.27.12/6.27.12DraftMinutes5.9.12CS.pdf
http://georgetown.org/pdfs/ggaf/6.27.12/6.27.12DraftMinutes5.9.12.pdf
2.Overview of the Proposed 2012/2013 budget and five year plan for CIP for General Capital
Projects (GCP), including Facilities, Parks and Downtown Projects – Micki Rundell, Chief
Financial Officer and Laurie Brewer, Assistant City Manager
http://georgetown.org/pdfs/ggaf/6.27.12/6.27.12GCPCIPCS.pdf
3.Update on City’s Compensation Plan – Laurie Brewer, Assistant City Manager
http://georgetown.org/pdfs/ggaf/6.27.12/6.27.12CompPlanUpdateCS.pdf
4.Update and discussion of the Business Plan Framework proposed by staff – Micki Rundell, Chief
Financial Officer and Susan Morgan, Finance Director
http://georgetown.org/pdfs/ggaf/6.27.12/6.27.12BusPlanReviewCS.pdf
5.Consideration and possible action to approve the guaranteed maximum price (GMP) of
$1,675,078.00 to Chasco Constructors for the construction of Fire Station 2 – Terry Jones,
Construction Manager
http://georgetown.org/pdfs/ggaf/6.27.12/6.27.12GMPFireStation2CS.pdf
http://georgetown.org/pdfs/ggaf/6.27.12/6.27.12GMPFireStation2.pdf
6.Discussion on future GGAF meeting times and dates – Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/6.27.12/6.27.12MeetingTimesCS.pdf
7.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica 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 _________________, 2012, 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
Wednesday, June 27, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , June 27, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
Micki Rundell, Paul Brandenburg, Laurie Brewer, Susan Morgan, Lorie Lankford, Kimberly Garrett,
Chris Foster, Clay Shell, Robert Fite, Terry Jones, Jim Briggs
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 1:00 p.m. on Wednesday, June 27, 2012, in the Parks Administration Conference
Room, located at 1101 North College, Georgetown, Texas.
The meeting was called to order at 1:00 p.m.
These minutes were approved at the July 25, 2012 GGAF Meeting.
1.Review minutes from the May 9, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
The minutes were unanimously approved.
2.Overview of the Proposed 2012/2013 budget and five year plan for CIP for General Capital
Projects (GCP), including Facilities, Parks and Downtown Projects – Micki Rundell, Chief
Financial Officer and Laurie Brewer, Assistant City Manager
Laurie Brewer explained that General Capital Projects planning is a collaborative effort between
several departments. Staff has met several times to discuss projects and funding sources. The
Facility CIP addresses the Public Safety Facility that will begin construction in 2012/2013. Vacant
facilities and remodels have been included on the list in future years until it is determined how they
will be utilized. The Parking Garage is also a future year project. The Downtown CIP will address
items identified in the Downtown Masterplan, including streetlights, sidewalks, and pocket parks.
The Parks Rehab CIP and new Parks CIP include projects to repair and maintain existing parks
and implementation of projects in 2008 General Obligation Parks Bond. This proposed budget
was discussed at the Parks Advisory Board on June 14th. The board recommended “holding off”
and taking a look at the pools to possibley join in a collaborative effort of some type with the River
Ridge pool. Steve Fought noted that we need to always utilize an outside source to look at things
for critical action items that need addressing, and to always put program maintenance in future
budgeted projects. Laurie agreed that we are “doing triage” now, and trying to put a maintenance
program in place for future years. Jerry Hammerlun asked if we have a formal report from a
safety inspection for the playscape, and Kimberly Garrett assured him that we did. They are
recommending the projects as presented. Parks scheduled for maintenance and repair include
Booty’s playround, McMaster’s parking lot and bleachers, Village pool renovation, San Jose
parking lot, playground restrooms and lights, replacing the playscape in 12/13 and purchasing
land for the West Side Park.
3.Update on City’s Compensation Plan – Laurie Brewer, Assistant City Manager
Laurie updated the committee on the Compensation Plan study. She said it was the GGAF Board
that suggested the city complete a compensation study. The City contracted with Public Sector
Personnel Consultants to complete a classification and compensation study of its public safety
and non-public safty positions.
The committee agreed that there should be a formula to treat everyone the same and the
consensus was that merit should be weighted more, but there should be a combination formula to
use so that the City of Georgetown is not a training ground, but in a competitive market.
The information will be presented to Council on July10th.
4.Update and discussion of the Business Plan Framework proposed by staff – Micki Rundell,
Chief Financial Officer and Susan Morgan, Finance Director
Susan went over the Business Plan framework and talked the committee through what it would
take over the next five years to make Georgetown the “City of Excellence”. The committee
thought it was a valuable tool and possibly needed an outside facilitator to go through the process
with Council. Steve Fought said that “a vision without resources is an illusion”! They suggested
that we get other Boards and the public involved and well educated about what it all means.
5.Consideration and possible action to approve the guaranteed maximum price (GMP) of
$1,675,078.00 to Chasco Constructors for the construction of Fire Station 2 – Terry Jones,
Construction Manager
The process of designing and constructing Fire Station 2 began in March 2011 when the City
Council approved the design/build method of construction for Fire Station 2. The next step was to
select an engineering/architectural firm to act as our representative on the project, in compliance
with state law. Broaddus & Associates was selected and approved by the City Council in August
2011 to serve in this role. Qualifications were then solicited from design/build teams and a Council
appointed selection committee evaluated, interviewed and scored the applicants. The City Council
approved the recommendation by the selection committee in January 2012 to authorize the team
of Chasco Constructors and KA Hickman Architects to design and construct this Fire Station.
During the past four months Chief Fite, Assistant Chief Shell, Broaddus, Chasco, Hickman and
Terry Jones have been designing Fire Station 2 and working through the site and building
application process. Subcontractor bids were solicited in the middle of May and the guaranteed
maximum price was finalized during the past two weeks.
This station is approximately 8,300 square feet with three drive though truck bays and sleeping
quarters for five Firefighters.
The guaranteed maximum price for Fire Station 2 is $1,675,078.00. This amount includes a five
percent contingency or $72,366.00, which will be reduced to three percent when the construction
documents are complete and all subcontract work is under contract. Funding is available from the
2011 CO Bonds.
Although the time it will take to design and construct this facility could be less than one year,
which is substantially faster than traditional hard bid construction method, any cost savings that
were originally expected by using the design/build method were spent on the third party
engineering/architectural firm hired to administer the project. Terry Jones offered his opinion that
the design/build construction method does not offer any additional cost savings when compared to
other construction methods available to us and would not recommend further use of this method
when cost savings is the determining criteria. Mr. Hammerlun agreed.
6.Discussion on future GGAF meeting times and dates – Micki Rundell, Chief Financial
Officer
It was decided that future GGAF Meetings will be on the Wednesday following the 2nd Council
Meeting each month at 2:00 pm.
Unanimously approved.
7.The meeting adjourned at 3:10 p.m.
Adjournment
The meeting was adjourned at 03:10 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, May 9, 2012
The General Government and Finance Advisory Board will meet on Wednesday, May 9, 2012 at 01:00
PM in the City Hall Main Floor Conference Room, located at 113 East 8th 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/5.9.12/5.9.12Agenda.pdf
1.Review minutes from the April 5, 2012 GGAF Meeting – Danella Elliott, Administrative Manager
http://georgetown.org/pdfs/ggaf/5.9.12/5.9.12DraftMinutes4.5.12CS.pdf
http://georgetown.org/pdfs/ggaf/5.9.12/5.9.12DraftMinutes4.5.12.pdf
2.Consideration and possible action for approval of award of the San Gabriel Park parking lot
expansion project to JLM Construction – Paul Pausewang, Facilities Coordinator and Micki
Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/5.9.12/5.9.12LeaseofSanGabrielParkingLotExpansionCS.pdf
http://georgetown.org/pdfs/ggaf/5.9.12/5.9.12BidTab.pdf
3.Discussion and possible action to recommend proposed changes to the City’s Fiscal and
Budgetary Policy for 2012/13 – Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/5.9.12/5.9.12FiscalPolicy2012CS.pdf
http://georgetown.org/pdfs/ggaf/5.9.12/5.9.12FiscalPolicy2012REDLINE.pdf
4.Update and discussion of the Business Planning Framework proposed by staff – Susan Morgan,
Finance Director and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/5.9.12/5.9.12BusPlanReviewCS.pdf
5.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica 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 _________________, 2012, 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
Wednesday, May 9, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , May 9, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
Micki Rundell, Susan Morgan, Paul Pausewang, Trina Bickford, Eric Nuner
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 1:00 p.m. on Wednesday, May 9, 2012 in the City Hall Main Floor Conference
Room, located at 113 East 8th Street, Georgetown, Texas.
The meeting was called to order at 1:00 p.m.
These minutes were approved at the June 27, 2012 GGAF Meeting.
1.Review minutes from the April 5, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
The minutes were unanimously approved.
2.Consideration and possible action for approval of award of the San Gabriel Park parking
lot expansion project to JLM Construction – Paul Pausewang, Facilities Coordinator and
Micki Rundell, Chief Financial Officer
Paul Pausewang and Eric Nuner explained that the current parking facilities at San Gabriel Park
are being expanded to better serve the community. The expansion project consists of furnishing
and installing, and providing all labor and materials required, for a new parking lot, consisting of
81 parking spaces, new sidewalk, concrete driveway, landscaping and irrigation and associated
miscellaneous services and materials. Due to inconsistencies in the first round of bidding, the
project was re-bid, and saved $30,000. Nine responses were received and JLM Construction was
the lowest bid. Staff concurs with consulting engineering firm’s recommendation of award of this
requirement to the low bidder, JLM Construction.
Unanimously approved.
3.Discussion and possible action to recommend proposed changes to the City’s Fiscal and
Budgetary Policy for 2012/13 – Micki Rundell, Chief Financial Officer
Micki explained that the history of the Fiscal and Budgetary Policy process. It began in 2001, and
is brought before Councilevery year. It is an integral part of the bond rating. The proposed
changes to the Fiscal and Budgetary Policy for the upcoming budget include:
·Page 3 - Requirement for 5 Year Business Plan and financial forecast as part of the budget
planning process
·Page 6 - Recognizes benefit for tax payers in Recreation Programs (resident/non-resident cost
differential)
·Sets “Cost Recovery” target for Recreation programs
·Page 7 - Defines target balance of “Electric Rate Stabilization Reserve Account” and defines
when/how the reserve will be used
·Page 8 - Changes basis for ROI/Franchise Fee transfers to General Fund from the Electric
Fund from percentage revenue to per kWh
·Page 11 - Updates current Purchasing Policy chart and adds Change Order Policy
·Page 14 - Adds requirements for Board review for Airport to GTAB, Parks to Parks Advisory
Board, and other general government projects to GGAF
·Page 17 - Ensures that all entities included in the City CAFR comply with the City’s Investment
Policy
·Page 21 - Adds language to clarify the Federal requirements for post-issuance compliance on
City bonds
·Page 23 - Defines the “contingency reserves” for all funds adding language related to usage
and purpose
In addition, references to fiscal year 2012/13 have been updated and designated amounts have
been left blank. These amounts will be included once they have been determined and will be
included in the final document that is included in the 2012/13 adopted budget.
Once the Policy amendments are reviewed and recommended by GGAF, a Power Point
presentation will be made summarizing the Policy and proposed changes for review by the City
Council at the May 22 workshop.
·The GGAF Committee suggested: add “to” recognize in section 3A.
·Steve asked about replenishing, and what was the trigger to use. He suggested that
before June of 2016 (when the LCRA Contract is over), to amend the policy and not have
one person as the “decision maker”, instead recommended having a “team” who meets
regularly to make the decisions. He also suggested including internal checks and
balances.
·Danny noted that he likes the changes Micki suggested, and believes it will help in the
future.
The committee agreed with the recommended changes.
Unanimously approved.
First reading of the ordinance adopting the Policy will be included on the May 22 Council agenda.
Also included, will be an ordinance “cleaning” up the purchasing language included in another
ordinance and referencing the Policy ordinance as the official purchasing policy document.
4.Update and discussion of the Business Planning Framework proposed by staff – Susan
Morgan, Finance Director and Micki Rundell, Chief Financial Officer
Susan explained the Business Planning Framework, noting that the final goal is to get a Five-year
Business Plan. She said that each division is currently working on their piece of the plan, taking it
one piece at a time. It will get more robust over time, but this first year will be the framework to
build upon over the years, to be a useable tool, with measurable goals. All numbers are
preliminary at this time, but will be finalized later.
The committee said that it is simple, but an excellent planning tool. After some suggestions,
Susan said that she will clarify the wording in some parts to make it more understandable.
The committee agreed that they would like to see a more finalized plan before it goes to Council.
A special meeting towards the end of June will be scheduled to review the Business Plan.
5.The meeting adjourned at 2:05 p.m.
Adjournment
The meeting was adjourned at 02:05 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
Thursday, April 5, 2012
The General Government and Finance Advisory Board will meet on Thursday, April 5, 2012 at 01:00 PM
in the City Hall Main Floor Conference Room, located at 113 East 8th 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/4.5.12/4.5.12Agenda.pdf
1.Review minutes from the March 6, 2012 GGAF Meeting – Danella Elliott, Administrative Manager
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12DraftMinutes3.6.12CS.pdf
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12DraftMinutes3.6.12.pdf
2.Discussion and possible recommendation on a Parks and Recreation Fee policy that includes
setting fees and cost recovery – Kimberly Garrett, Director of Parks and Recreation
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12ParksRecFeeCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12ParksRecFeePres.pdf (to be handed out at GGAF meeting)
3.An Ordinance establishing the classifications and number of positions (Strength of Force) for all
the City of Georgetown Fire Fighters and Police Officers pursuant to Chapter 143 of the Texas
Local Government Code pertaining to Civil Service. Kevin Russell – Director of Human
Resources & Civil Service
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12StrengthofForceCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12StrengthofForce2012Ord.pdf
4.Consideration and possible recommendation to fund temporary personnel costs with Evins
Temporaries in an amount not to exceed $80,000 – Leticia Zavala, Utility Billing Manager and
Micki Rundell, CFO
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12EvinsTempsCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12TempLaborAnalysis.pdf
5.Review and discussion of the Business Planning Framework proposed by staff – Micki Rundell,
CFO and Susan Morgan, Finance Director
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12BusPlanReviewCS.pdf
6.Presentation to Committee – Information Technology (IT) major project status for the current
fiscal year, and the IT Master Plan update for FY2013 – Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12ITMasterPlanUpdateCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12ITMasterPlanUpdate.pdf
7.Presentation by Mr. Richard Rosenberg with DPFG regarding “Public Improvement Districts (PID)
as a Land Devleopment Financing Mechanism” – J. Richard Rosenberg, Managing Principal,
DPFG
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12RosenbergCS.pdf
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12RosenbergHandout.pdf
http://georgetown.org/pdfs/ggaf/4.5.12/4.5.12RosenbergPresentation.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 _________________, 2012, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Thursday, April 5, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Thursday , April 5, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Steve Fought
Board Members Absent:
Joe Pondrom
Staff Present:
Lorie Lankford, Kimberly Garrett, Mike Peters, Chris Foster, Kevin Russell, Laurie Brwer, Leticia
Zavala
Minutes
Regular Meeting
MINUTES
These minutes were approved at the May 9, 2012 GGAF Meeting.
1.Review minutes from the March 6, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
Unanimously approved.
2.Discussion and possible recommendation on a Parks and Recreation Fee policy that
includes setting fees and cost recovery – Kimberly Garrett, Director of Parks and
Recreation
Kimberly Garrett introduced John Hesser, Chair of the Parks and Recreation Board. After
showing a revised PowerPoint Presentation, Kimberly asked for
recommendations/suggestions/input from the GGAF Board on determining a policy that charges
non-residents differently from residents for recreation programs, memberships and rentals. This
policy could include a percentage differential or a specific dollar amount. She also asked for
suggestions for a policy on cost recovery for recreation operations, which should be a target cost
recovery and used to set base membership and program fees. Below is a synopsis of their
recommendations, which will be a workshop item in May.
Overall Operational Recovery Rate Philosophy: The target for this rate is to be between 50%
and 60% as a whole. Individual programs/fees/rates, etc. may vary in their individual recovery
rates.
Residential versus Nonresidential Rates Philosophy:
1)Memberships: Annual Residential Rate should be 75% of the Nonresidential Rate
plus or minus 10% at the discretion of the Parks/Rec Director in keeping with the
Target Market Philosophy.
2)All other rates:
a.If the rate is greater than or equal to $50 for a resident, then the nonresident
rate will be a minimum of the greater of $20 or 25% higher than the
residential rate, with rates above this level made at the discretion of the
Parks/Rec director as based on the demand for the service, while operating
under the Overall Operational Recovery Rate target.
b.If the rate is less than $50, then the nonresidential rate should be a minimum
of $10 greater than the residential rate with higher differences at the
discretion of the Parks/Rec Director.
Target Market Philosophy:
1)Parks/Rec is to set memberships rates that encourage a target market of Seniors,
Families, and Youths.
2)Annual Rates of all kinds should be set to incentivize consumers to choose annual
payments over shorter term options.
3)A discount should be given to consumers that opt for using a bank draft as a form of
payment where applicable.
Contingency: Unless otherwise stated, the Parks/Rec Director is to apply the above
philosophies to all rates under their jurisdiction, both current and future. These philosophies are
written for Annual Rates/Fees. All non-annual rates/fees shall have these philosophies applied to
them proportionally where reasonable.
3.An Ordinance establishing the classifications and number of positions (Strength of Force)
for all the City of Georgetown Fire Fighters and Police Officers pursuant to Chapter 143 of
the Texas Local Government Code pertaining to Civil Service. Kevin Russell – Director of
Human Resources & Civil Service
Chapter 143 of the Texas Local Government Code, Section 143.021, requires that the governing
body of a municipality shall establish classifications and numbers of positions by ordinance. This
ordinance supplements the Ordinance that adopts the Annual Operating Budget Plan as the
ordinance that establishes the classifications and numbers of positions. This “Strength of Force”
Ordinance separates and details the specific classifications and numbers of Civil Service
positions.
The changes for this year are as follows:
Fire
·Adding 3 new firefighter positions to finalize the opening of Fire Station 5. There were 9 previous
new positions were added in 2010 as part of the SAFER grant.
·Adding 1 replacement firefighter position due to a long term military deployment.
·Adding 1 Fire Captain. This is part of the Fire Inspector transition and this person will fulfill the
duties of Fire Inspections, Fire Prevention, Fire Code Enforcement, and Special Events.
·Changing the title of the Apparatus Operator to Driver to better reflect position responsibilities and
align with industry standard.
·Changing the specific number of Drivers, Lieutenants, and Captains to reflect the future
promotions for Fire Station 5. This does not affect the total authorized staffing.
Police
·Delete Warrant Officer position out of 2012/2013 budget that was previously frozen.
Kevin went over the changes, and noted the total number of positions in Police is 76, and 88 in
Fire.
Unanimously approved.
4.Consideration and possible recommendation to fund temporary personnel costs with
Evins Temporaries in an amount not to exceed $80,000 – Leticia Zavala, Utility Billing
Manager and Micki Rundell, CFO
Leticia Zavala explained to the committee that additional personnel resources are needed in the
Utility Customer Service Department to ensure current levels of customer service are maintained
throughout the implementation of the AMR Replacement Project.
Retirement of a current AMR system operator has also increased the need for additional staffing
resources to ensure adequate training and development is done before full implementation of the
project begins.
This authorization will allow the Utility Customer Service Department continued access to
temporary employees to ensure a consistent level of service through the remainder of 2012.
Temporary service costs were included in the project implementation budget for this year.
Unanimously approved.
5.Review and discussion of the Business Planning Framework proposed by staff – Micki
Rundell, CFO and Susan Morgan, Finance Director
Lorie Lankford explained the format and strategy for the Business Planning Framework presented
at the March 13, 2012 Council Workshop. Rachael stated that she would like to see citizen input.
(It was noted that the survey was taken out during this budget process.) She wants to make sure
that funds for the Citizen Survey are requested in the current budget process. Steve asked that
the results be brought back before the committee.
6.Presentation to Committee – Information Technology (IT) major project status for the
current fiscal year, and the IT Master Plan update for FY2013 – Mike Peters, IT Director
Mike Peters provided an overview of major Information Technology major project status for the
current fiscal year, and the IT Master Plan update for FY2013. Those included:
Completed in the current year
•Began Laserfiche (records management) pilot
•Replaced all City-issued Blackberry smartphones
•Implemented 65 vehicle GPS tracking systems
•Updated Library internet terminals
•Updated Square Wi-Fi system
•Released Webex phone and web conferencing
•For Council: Updated dais systems, digital timer system
Currently in progress
•Virtual Desktop Implementation (completed by July)
•Outlook/Exchange Implementation (Replaces Notes)
•Tyler Content Manager (Court records management)
•Boards/Commissions move to MuniAgenda
•MyPermitNow system for Planning Dept.
•Electric Construction Mgt. System (in RFP)
•Expense Report Management System (in RFP)
Initiatives incorporated in the FY 2013 IT Master Plan update
•IT Steering Committee managed three month process, parallel to CIP:
–Review projects in progress
–Identify new requirements
–Factor in planned upgrades for existing systems
–Reprioritize, place in timeline
•Results were used to develop FY 2013 budget requests (IT and other depts.)
•Asset Management System (AMS):
–Electronic Inventory of City’s Infrastructure Assets
–Work Order and Maintenance Management
–Integrated with City GIS data
–RFP Developed, waiting release
•Laserfiche (Records Management)
–Phased rollout of additional departments
•Other Projects:
–Phone system software upgrade
–Interactive Voice Response (IVR) replacement
–Fire Inspection System
–City Intranet
–Disaster Recovery/Bus. Continuity (DR/BC) Design (part of Public Safety Building
design)
–PD/FD Staff Scheduling
–Contract Management System
–Routine upgrades including CAD/RMS
Initiatives beyond 2013…
•Utilities Customer Information System
–Major FY2014 project
•ERP Systems Replacement
–Major FY2015 project
•Enterprise Records Mgt. (additional departments)
•AMS Extension for Transportation
•Internal Work Tracking System
7.Presentation by Mr. Richard Rosenberg with DPFG regarding “Public Improvement
Districts (PID) as a Land Development Financing Mechanism” – J. Richard Rosenberg,
Managing Principal, DPFG
Mr. Rosenberg gave a presentation regarding an alternative view of using PID financing as a
method for developers in funding their projects.
The Committee thanked Mr. Rosenberg for his presentation.
8.The meeting adjourned at 3:05 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, March 6, 2012
The General Government and Finance Advisory Board will meet on Tuesday, March 6, 2012 at 01:00 PM
in the City Hall Main Floor Conference Room, located at 113 East 8th 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/3.6.12/3.6.12Agenda.pdf
1.Review minutes from the February 8 and February 13, 2012 GGAF Meetings – Danella Elliott,
Administrative Manager
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12DraftMinutes2.8and13.12CS.pdf
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12DraftMinutes2.8.12.pdf
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12DraftMinutes2.13.12.pdf
2.Discussion and possible recommendation on proposed revisions to the City's Planning and
Development related fees – Elizabeth Cook, Community Development Director
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12PlanDevFeesCS.pdf
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12ApplicationFeeSchedule.pdf
3.Consideration and possible action for approval of award of the three year lease for cardio
equipment to be used in the Recreation Center to Marathon Fitness/Allstate Capital – Trina
Bickford, Purchasing Manager and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12CardioLeaseCS.pdf
Bid Tab Sheet will be handed out at the meeting.
4.Recreation Fee Review Presentation – Kimberly Garrett, Parks and Recreation Director
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12RecFeeReviewCS.pdf
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12RecreationFeeReviewPresentation.pdf
http://georgetown.org/pdfs/ggaf/3.6.12/3.6.12FeeReviewBackUp.pdf
5.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica 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 _________________, 2012, 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 6, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , March 6, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Steve Fought, Joe Pondrom
Board Members Absent:
None
Staff Present:
Micki Rundell, Susan Morgan, Elizabeth Cook, Kimberly Garrett, Trina Bickford, Chris Foster
Minutes
Regular Meeting
MINUTES
These minutes were approved at the April 5, 2012 GGAF Meeting.
1.Review minutes from the February 8, 2012 and February 13, 2012 GGAF Meetings – Danella
Elliott, Administrative Manager
Unanimously approved.
2.Discussion and possible recommendation on proposed revisions to the CityDiscussion and possible recommendation on proposed revisions to the CityDiscussion and possible recommendation on proposed revisions to the CityDiscussion and possible recommendation on proposed revisions to the City''''s Planning ands Planning ands Planning ands Planning and
Development related fees – Elizabeth CookDevelopment related fees – Elizabeth CookDevelopment related fees – Elizabeth CookDevelopment related fees – Elizabeth Cook,,,, Community Development DirectorCommunity Development DirectorCommunity Development DirectorCommunity Development Director
Elizabeth explained that the Planning and Development related fees were last updated in March
2010. As part of the adopting ordinance City Council established a three-year cycle to review
development related fees, so staff will conduct a full review of fees next year. In the interim, there
are proposed Unified Development Code (UDC) amendments that are creating new review
processes that do not have associated fees in the existing fee schedule. These new application
types are noted below with the proposed fee. The proposed fees are based on the amount of staff
time and costs anticipated for each application type; while the proposed fee may not be a full
recovery, it seems appropriate based on the exiting fee schedule.
·Site Plan and Subdivision Plat Extension$100
·Site Plan and Subdivision Plat Reinstatement$250
·Minor Site Plan $150
·Vacation of Recorded Plat $250
·Special Use Permit Extension $100
·Unified Development Code Amendment Text (individual)$400
·Waiver of Building Permit Delay, pursuant to$100
UDC Section 3.13.010.D.4
The new fees will be paid into the General Fund and will help offset the cost to process
applications including staff review and notification expenses, if applicable. It is not clear how
many of the proposed applications will be submitted. It is likely that some Site Plan Amendment
applications might now qualify as a Minor Site Plan, and therefore, for that application type there
would be a reduction in fees. As well, if applicants have the option to extend or reinstate an
expired plan or plat rather than submit an entire new application with the full fee, there could also
be a reduction in anticipated fees. However, staff believes that these processes have value and
are supported by the UDC Task Force who worked with staff to create these abbreviated
processes to help facilitate project development.
Unanimously approved.
3.Consideration and possible action for approval of award of the three year lease for cardio
equipment to be used in the Recreation Center to Marathon Fitness/Allstate Capital – Trina
Bickford, Purchasing Manager and Micki Rundell, Chief Financial Officer
The current cardio equipment in use at the Recreation Center has reached the three year use
period planned by Parks and Recreation, and was declared surplus by the City Council on
January 24, 2012. The replacement equipment lease was bid out competitively, and the only bid
meeting specifications was from Marathon Fitness.
The lease period on the equipment will be three years and existing City owned equipment will be
traded in to reduce the lease payments. Maintenance is included for the initial year of the lease,
and the City retains the option to add preventative maintenance for the second and third years at
an additional cost. The City will add the lease equipment to its policy with TML to ensure the
equipment is covered during the lease, which represents a cost savings over having Marathon
insure the equipment.
Outfitting the Recreation Center with equipment via an operational lease will provide the ability to
replace equipment more frequently to ensure state of the art equipment is available to Recreation
Center members. The difference in cost between a straight purchase versus a lease is minimal.
In a commercial facility such as the Recreation Center, with a large number of users, cardio
equipment begins to wear and require frequent repairs after three-four years. To avoid down
time, equipment must be replaced on a regular schedule.
Staff recommends award of this requirement to the only vendor meeting all advertised
specifications, Marathon Fitness with AllState Capital providing financing. Marathon’s bid meets
all specifications and will allow the Recreation Center to continue providing Precor cardio
equipment as they have previously – there will be no retraining on maintaining and using the
equipment, and the weight room will remain uniform in function and appearance.
Unanimously approved
4.Recreation Fee Review Presentation – Kimberly Garrett, Parks and Recreation Director
Kimberly presented data related to fees, program usage by area, revenues attributed to
non-residents, other municipal facilities, private providers, and rate comparisons. The committee
made suggestions and recommendations that would help when presenting to Council to establish
a policy on cost recovery for recreation programs and setting a differential between resident and
non resident rates for programs, memberships and facilities. They suggested doing the
Ordinances separately and remove the specific fees, and to have one additional meeting to
review and go over their recommendations before presenting to Council.
5.The meeting adjourned at 3:00 pm.
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
Monday, February 13, 2012
The General Government and Finance Advisory Board will meet on Monday, February 13, 2012 at 01:00
PM in the City Hall Main Floor Conference Room, located at 113 East 8th 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
Monday of each month at 1:00 PM.
Call to Order at 01:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12Agenda.pdf
1.Consideration and possible action to approve the selection of an architect and associated fees for
the design of the Public Safety Facility – Terry Jones, Support Services Manager
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12PublicSafetyFacilityFeesCS.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12PublicSafetyDesignFees.pdf
2.Consideration and possible action for approval of award of contract for a compensation study to
Public Sector Personnel Consultants in the amount of $50,000 - Laurie Brewer, Deputy City
Manager and Kevin Russell, Director of Human Resources
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12CompStudyCS.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12ProposalPSPC.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12CompStudyPresentation.pdf
3.Presentation and direction to staff regarding the possible allocation of Fiscal Year 2011 Excess
Funds from the City’s General Fund for various projects to be included in a future 2011/12 Annual
Budget amendment - Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12ExcessFBCS.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12ExcessFBPresentation.pdf
4.Consideration and possible action to approve the design fees for the San Gabriel River Trail
Extension Project to Baker Aicklen Engineering – Terry Jones, Support Services Manager
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12RiverTrailArchitecturalFeesCS.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12PublicSafetyDesignFees.pdf
5.Consideration and possible action to approve the 4th Amendment to the development agreement
with Campbell-Georgetown #1 Limited Partnership as part of the Shell Road Public Improvement
District extending the repayment terms by 24 months and to allow the seller to adjustment the
payment schedule on the current unpaid PID assessment. Lorie Lankford, Controller
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12ShellRdPIDAssessCS.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12ShellRdPIDFourthAmendmentDRAFT.pdf
6.Consideration and possible action for approval of award of contract for landscaping services for
the public areas of Georgetown Village on behalf of the Georgetown Village PID to We Mow It in
the estimated amount of $90000.00 annually for a period of up to five years (original one year
term plus four one-year renewal periods) - Trina Bickford, Purchasing Manager and Micki
Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12PIDLandscapingCS.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12PIDLandscapingSummaryofEvaluations.pdf
7.Overview of the City’s current outstanding and proposed debt obligations - Micki Rundell, Chief
Financial Officer
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12DebtReportCS.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12DebtPresentation.pdf
8.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 2012 bond
issues - Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12SPFIBondAuthCS.pdf
http://georgetown.org/pdfs/ggaf/2.13.12/2.13.12TimetableforIssuance.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 _________________, 2012, 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
Monday, February 13, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Monday , February 13, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom , Steve Fought
Board Members Absent:
None
Staff Present:
Micki Rundell, Kevin Russell, Lorie Lankford, Terry Jones, Laurie Brewer, Trina Bickford, Robert Fite,
Kimberly Garrett, Wayne Nero
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 1:00 p.m. on Wednesday, February 13, 2012, in the City Hall Main Floor
Conference Room, located at 113 East 8th Street, Georgetown, Texas.
MINUTES
These minutes were approved at the March 6, 2012 GGAF Meeting.
The meeting was called to order at 1:00 p.m.
1.Consideration and possible action to approve the selection of an architect and associated
fees for the design of the Public Safety Facility – Terry Jones, Support Services Manager
Last November the Council appointed a committee of Councilmember Meigs, Councilmember
Hellmann, Chief Nero, Chief Fite and Terry Jones to review architectural qualifications, interview
selected firms and make a recommendation to the City Council for the most qualified architect to
perform the design for the Public Safety Operations and Training Facility. Twenty-three firms
submitted qualifications for the project and four were short listed for interviews. Those four firms
were Architects Design Group/KA Hickman from Winter Park Florida and Round Rock, Brinkley
Sargent Architects from Dallas, RPGA Design Group from Fort Worth and Dewberry Architects
from Dallas.
The approved process for the selection of architectural services was followed and the selection
committee recommends the most qualified firm, Architects Design Group and KA Hickman
Architects be approved to design the Public Safety Operations and Training Facility. ADG has a
reputation throughout the law enforcement community for providing thorough, knowledgeable,
functional design. They also have an experienced design team with security, communication and
audio/visual consultants available and ready to provide their expertise in these areas.
In addition to ADG’s partnering with KA Hickman Architects of Round Rock, Steger Bizzell
Engineering will serve as the civil engineer and Baker Aicklen Engineering will serve as the
landscape architect on the project.
The Council has authorized a budget of $20 million for the project and we have been able to
negotiate a fee of approximately 8.5 percent or $1,748,624.00 for design services. In addition to
those services, there are several specialized design services needed for a project of this type and
should strongly be considered when approving fees. They include security consultant,
communication consultant, audio/visual consultant, building commissioning and facility site
modeling/computer renderings. The total for these services is $234,460.00. If all of the design
services are approved our total fees for the project would be $1,983,084.00 or approximately 9.5
percent of the budget.
GGAF recommendation was to “not” include the breakout of funds. This handout will be reworked
prior to presenting to Council.
Unanimously approved.
2.Consideration and possible action for approval of award of contract for a compensation study toConsideration and possible action for approval of award of contract for a compensation study toConsideration and possible action for approval of award of contract for a compensation study toConsideration and possible action for approval of award of contract for a compensation study to
Public Sector Personnel Consultants in the amount ofPublic Sector Personnel Consultants in the amount ofPublic Sector Personnel Consultants in the amount ofPublic Sector Personnel Consultants in the amount of $$$$50505050,,,,000000000000 ---- Laurie BrewerLaurie BrewerLaurie BrewerLaurie Brewer,,,, Deputy CityDeputy CityDeputy CityDeputy City
Manager and Kevin RussellManager and Kevin RussellManager and Kevin RussellManager and Kevin Russell,,,, Director of Human ResourcesDirector of Human ResourcesDirector of Human ResourcesDirector of Human Resources
When the GGAF was considering the City’s employee benefits package at its October meeting,
the committee directed staff to also conduct a compensation study to ensure competitive
compensation for city staff. Staff initiated a request for proposal process, and received 12
responses from various firms, with pricing ranging from $38,500 to $149,150.
After evaluating the experience, methodology and approach of each firm, a staff committee made
up of the City Manager, Assistant City Manager, Purchasing Manager, Deputy City Manager,
Chief Financial Officer, Director of Human Resources and Assistant Director of Human
Resources interviewed the top four scoring firms. The unanimous decision is to recommend
Public Sector Personnel Consultants for their approach and methodology, their ability to meet
budget deadlines, as well as the value of services for the price.
Unanimously approved.
3.Presentation and direction to staff regarding the possible allocation of Fiscal Year 2011
Excess Funds from the City’s General Fund for various projects to be included in a future
2011/12 Annual Budget amendment - Micki Rundell, Chief Financial Officer
On November 22, staff presented preliminary financial information reporting an excess of ending fund
balance in the General Fund, along with possible uses for that excess. Since that time, the City has
completed its external audit and determined the ending fund balance is $920,971 greater than projected
during the 2011/12 budget cycle. This excess is a result of higher than projected revenue, primarily related
to ROI from the water and electric utilities and increased sales tax, as well as, expenditure savings within
the departments. It is not uncommon to end each year with an excess, since projected balances are
finalized in July and revenues and expenses may vary during the last quarter of the fiscal year. Per the
City’s Fiscal and Budgetary Policy, excess fund balance can be spent on 1-time costs and not on-going
expenses (since the excess most likely results from expense savings and unexpected revenue, such as the
drought related utility sales that increased ROI revenue in 2011). The Policy does allow for appropriation
of excess funds for 1 time projects or expenses. If not appropriated, these funds will be rolled into funding
the 2012/13 General Fund Budget and used to fund non-recurring expenses.
Staff has reviewed possible uses for these funds and is recommending projects that have been: (1)
committed to be undertaken without a funding source, (2) should have been rolled into the current year, or
(3) meet a City Council or community need. The following projects are beings recommended:
·Bellaire / Shell Road Intersection improvements
$508,100
Net of $85,000 developer contribution, would be debt funded if not used
·Unspent funds for Arts & Culture
22,760
Balance of funds previously approved in prior year
·Christmas Lights on the Square
30,000
Continue success of last year, begin earlier and possibly expand program
·City Facility Renovation Reserve
50,000
Funds available for relocating staff and renovating facilities prior to possible sale
·Builders/Developers Incentive Program
25,000
Promotional activities including marketing, webpage, and Tour of Homes sponsorship
·Employee Compensation Study
60,000
External market study for employee compensation and implementation plan
·Employee Bonus Program
140,000
1-time bonus program for “exceeds & outstanding” employees except those in
step programs, with added funding from excess funds in Water and Electric Funds.
Total Recommended Appropriation $835,860
The remaining balance of $85,111 would be available to fund projects in the 2012/13 budget or be available
to appropriate for any other “unknown” expense before year-end. Should City Council approve any of these
recommendations, actual appropriation will require an amendment to the 2011/12 Annual Budget. The first
reading of the Budget Amendment ordinance would be on February 28, 2012.
Unanimously approved.
4.Consideration and possible action to approve the design fees for the San Gabriel River
Trail Extension Project to Baker Aicklen Engineering – Terry Jones, Support Services
Manager
On January 24 City Council approved the selection Baker Aicklen Engineering for the design of
the San Gabriel River Trail Extension Project. That project consists of approximately 5,000 linear
feet of trail with a project budget of approximately $950,000.00. Tim Bargainer with Baker Aicklen
is developing a fee proposal and that fee information will be submitted to you at the February 13
GGAF meeting.
Unanimously approved.
5.Consideration and possible action to approve the 4th Amendment to the development
agreement with Campbell-Georgetown #1 Limited Partnership as part of the Shell Road
Public Improvement District extending the repayment terms by 24 months and to allow the
seller to adjustment the payment schedule on the current unpaid PID assessment. Lorie
Lankford, Controller
The recommended modifications to the agreement are:
1.To extend the repayment terms an additional 24 months on the last portion of the Shell
Road Public Improvement District from February 24, 2013 to February 24, 2015.
2.To allow the seller, at the time of closing, to convey property on either the north or south
side of the proposed Verde Vista/Shell Road intersection and pay one half the then
current unpaid PID assessment concurrent with the sales of the property.
The Shell Road PID was created in 1997 to fund the realignment of Shell Road and Williams
Drive. The assessment was created in 2000. The PID was the financing mechanism by the City
as a pass through for funding of the project that was constructed by Williamson County.
The original project costs were funded and constructed by Williamson County, since the
properties were in the County not the City at the time of the agreement. A total assessment of
$832,000 was levied against the property owners, with payment to be made within 7 years after
the completion of the project. The 3rd amendment to this agreement extended the time 24
months. The last payment of approximately $397,384.62 is due February 2013. Interest rates
were established at 7% from the date that the Shell Road realignment was completed. The
assessment lien has been assigned to Williamson County.
Once payments are received, the City forwards them to the County. The City has no financial
interest in this agreement, and only acts as the conduit for the project. To date, all properties
except for one (Campbell-Georgetown #1 Limited Partnership) have paid their assessments. This
resolution extends the payment period 24 months at the request of the landowner. The developer
is also requesting a modification to the payment schedule on the remaining assessment on the
property known as Campbell Tract 3. If the property is not sold as one tract of land, the developer
will pay one half of the current unpaid PID assessment at the time of closing on the sale. The
remainder will be paid as the rest of the property is sold, with a final payment date no later than
February 24, 2015.
The agreement will require the approval of Williamson County. Staff recommends approving the
extension and adjustment of payment schedule at this time.
Unanimously approved.
6.Consideration and possible action for approval of award of contract for landscaping
services for the public areas of Georgetown Village on behalf of the Georgetown Village
PID to We Mow It in the estimated amount of $90000.00 annually for a period of up to five
years (original one year term plus four one-year renewal periods) - Trina Bickford,
Purchasing Manager and Micki Rundell, Chief Financial Officer
Currently the City handles several administrative functions for the Georgetown Village PID,
including the bidding process for selection of a landscaping firm to provide services to various
public areas in Georgetown Village. In conjunction with the PID representatives, this requirement
was bid out competitively, and the responses evaluated by three members of the PID board. The
landscaping firm representing the best value is We Mow It. The City will process award of the
contract if approved, and will process all payments on behalf of the PID.
Award to We Mow It is recommended based on evaluation by a committee composed of PID
Board members. The PID Board has been apprised of the bidding and evaluation processes. In
addition to receiving the highest best value score, We Mow It provides services to the City directly.
The pricing bid is within the PID’s budget.
Unanimously approved.
7.Overview of the City’s current outstanding and proposed debt obligationsOverview of the City’s current outstanding and proposed debt obligationsOverview of the City’s current outstanding and proposed debt obligationsOverview of the City’s current outstanding and proposed debt obligations ---- Micki RundellMicki RundellMicki RundellMicki Rundell,,,, ChiefChiefChiefChief
Financial OfficerFinancial OfficerFinancial OfficerFinancial Officer
Each year in preparation of the annual bond issuance process, staff prepares an overview of the
City’s current outstanding debt obligations, as well as, a preview of the upcoming bond issue that
the Council will consider in April 2012.
This overview will include Revenue Bonds related to the City’s utilities, as well as, both
self-supporting and taxable general debt obligations.
Unanimously approved.
8.Consideration and possible action to authorize Specialized Public FinanceConsideration and possible action to authorize Specialized Public FinanceConsideration and possible action to authorize Specialized Public FinanceConsideration and possible action to authorize Specialized Public Finance,,,, IncIncIncInc. (. (. (. (SPFISPFISPFISPFI)))) totototo
proceed with the preparation of the required bond offering documents for the upcoming Aprilproceed with the preparation of the required bond offering documents for the upcoming Aprilproceed with the preparation of the required bond offering documents for the upcoming Aprilproceed with the preparation of the required bond offering documents for the upcoming April
2012201220122012 bond issuesbond issuesbond issuesbond issues ---- Micki RundellMicki RundellMicki RundellMicki Rundell,,,, Chief Financial OfficerChief Financial OfficerChief Financial OfficerChief Financial Officer
This action officially begins the April 2012 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 2011/12 Annual Budget included
debt funding for certain capital improvements.
TAX SUPPORTED BONDS:Estimated
Tax
Impact**
General Obligation Bonds – 2011 Public Safety Authorization
25 Year Bonds
Design and preliminary engineering $2,500,0000.0051
Certificates of Obligation
5 to 10 Year Bonds
Fire Truck – replacement (10 year) 550,000 0.0021
Public Safety Vehicle replacement (5 year amortization) 1,000,000 0.0067
TOTAL TAX SUPPORTED CO BONDS 4,050,000
TOTAL ESTIMATED PROCEEDS (Net of Issuance Costs)$4,050,000
Debt service for the tax-supported bonds is estimated to have a total impact on the 2013 tax rate of
$0.0139, of which $0.0051 would be for voter approved debt, and is the based on the 2011 tax base.
Final amounts may be increased or decreased due to timing of various Capital Improvement Projects or
other market related conditions The “not to exceed amount ” for the Certificates of Obligation will be
included in the CO notice/action that will be presented to City Council on March 14. The total face value of
the bond issue will increase to include issuance costs. The total of the General Obligation Bonds may also
be adjusted. Market conditions may warrant the consideration to issue more of the Public Safety Facility
bonds which could result in significant savings will structuring the debt to have a predetermined impact to
future tax rates. An analysis of this option will also be presented to the Council for consideration at that
time.
Unanimously approved.
9.The meeting adjourned at 2:30 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
Wednesday, February 8, 2012
The General Government and Finance Advisory Board will meet on Wednesday, February 8, 2012 at
01:00 PM in the City Hall Main Floor Conference Room, located at 113 East 8th 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
Monday of each month at 1:00 PM.
Call to Order at 01:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12Agenda.pdf
1.Review minutes from the January 3, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12DraftMinutes1.3.12CS.pdf
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12DraftMinutes1.3.12.pdf
2.Review and discussion of the results of the audit for Fiscal Year Ended, September 30, 2011 -
Micki Rundell, Chief Financial Officer, Susan Morgan, Finance Director, Lorie Lankford, Controller
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12CAFRReviewCS.pdf
3.Workshop - Update on the City’s Sales Tax revenue profile including historical information as well
as sales tax revenue projections – Chris Foster, Chief Financial Analyst, Micki Rundell, Chief
Financial Oficer
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12SalesTaxCS.pdf
4.Authorizing payment of transaction fees to Tyler Technologies for online web payment processing
in the amount of $64,500 - Leticia Zavala, Utility Office Manager and Micki Rundell, Chief
Financial Officer
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12InsiteFeesCS.pdf
5.Discussion and possible recommendation to renew the contract with Dataprose/CSG Systems,
Inc. as the City’s vendor for utility bill printing and mailing services at an annual cost of $190,400 -
Leticia Zavala, Utility Office Manager and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12DataproseCS.pdf
6.Consideration and possible action to renew the annual heating, ventilation and air conditioning
(HVAC) maintenance contract with HVAC Masters in the estimated amount of $120,000.00 –
Terry Jones, Support Services Manager
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12HVACMaintenanceRenewalCS.pdf
7.Consideration and possible action to approve the design fees for the San Gabriel River Trail
Extension Project to Baker Aicklen Engineering – Terry Jones, Support Services Manager
http://georgetown.org/pdfs/ggaf/2.8.12/2.8.12RiverTrailArchFeesCS.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 _________________, 2012, 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
Wednesday, February 8, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , February 8, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom , Steve Fought
Board Members Absent:
None
Staff Present:
Micki Rundell, Susan Morgan, Lorie Lankford, Terry Jones, LIsa Haines, Jerry McMillan , Trina Bickford
Minutes
Regular Meeting
MINUTES
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 1:0 0 p.m. on Wednesday, February 8, 2012, in the City Hall Main Floor
Conference Room, located at 113 East 8th Street, Georgetown, Texas.
These minutes were approved at the March 6, 2012 GGAF Meeting.
The meeting was called to order at 1:00 p.m.
1.Review minutes from the January 3, 2012 GGAF Meeting – Danella Elliott, Administrative
Manager
The minutes were approved unanimously.
2.Review and discussion of the results of the audit for Fiscal Year EndedReview and discussion of the results of the audit for Fiscal Year EndedReview and discussion of the results of the audit for Fiscal Year EndedReview and discussion of the results of the audit for Fiscal Year Ended,,,, SeptemberSeptemberSeptemberSeptember 30303030,,,, 2011201120112011 ----
Micki Rundell, Chief Financial Officer, Susan Morgan, Finance Director, Lorie Lankford,
Controller
Susan introduced Jerry McMillan from our auditing firm, CliftonLarsonAllen, LLP and noted that
the CAFR will be presented to coundil at the February 28, 2012 Council Meeting. Mr. McMillon
told the committee that a lot of work goes into preparing the CAFR, and commended staff on
doing such an excellent job. Mr. McMillon said that city staff prepares the CAFR in-house, which is
invaluable. He said that the City of Georgtown “compares with the best and is as good as it gets”.
Patty agreed with his comment, and thanked staff as well. He explained the process, outlined the
auditing standards and went over the required communications. He noted that there were no
issues or findings and all opinions were clear.and felt it was a very good audit.
3.Workshop - Update on the City’s Sales Tax revenue profile including historical information
as well as sales tax revenue projections – Chris Foster, Chief Financial Analyst, Micki
Rundell, Chief Financial Officer
Chris Foster presented the this update report, based on data from the STARS (Sales Tax
Analysis and Reporting Services) provided much of the detail information and is the primary
source for the historical review. In addition, other sources include the Dallas Federal Reserve and
the Bureau of Economic Analysis.
The report identifies sectors of the local economy and their related contribution to the City’s sales
tax revenue. Wolf Ranch is also segregated.
The primary purpose is to provide the City Council an idea of where the Sales Tax Collections in
the City come from, what economic sectors are changing, and a projection of revenue for the next
few years based upon Staff’s internal modeling.
Chris answered questions and the committee was very impressed with the information. They did
make recommendations for the presentation to Council to make it more understandable and
meaningful to the listener. GGAF recommended changes (for better understanding and
clarification) will be made to the presentation before it goes to Council.
4.Authorizing payment of transaction fees to Tyler Technologies for online web payment
processing in the amount of $64,500 - Leticia Zavala, Utility Office Manager and Micki
Rundell, Chief Financial Officer
Insite is the City’s online payment program for utility and municipal court payments made via the
website. This program was implemented in July 2006 and is used by the Utility Office and
Municipal Court customers to pay their utility bills and court fines on the City’s website.
The Utility Office processes approximately 26,000 payments per month. Online payments
account for 13% of this total and have steadily increased since the program’s inception. In 2006,
the Utility Office received approximately 1,000 payments per month via the website and now
averages 3,500 payments per month.
The above cost includes web publishing fees, customer inquiry fees, and transaction fees. The
Web Publishing fees and the Customer Inquiry fees are a fixed annual cost. The transaction fees
are $1.25 each and based on the number of utility payments taken through the website. An
estimate of 42,000 transactions was used for 2012 based on 3,500 payments per month
This transaction fee would ordinarily be passed along to the customer, but the City has chosen to
absorb the fee because passing along any transaction or convenience fees for Utility payments
disqualifies the City from both the Visa and Mastercard Interchange Utility Rate of $.75 per
transaction.
Depending on the type of card used, normal credit card fees could be anywhere from .89% to 2%
of the transaction, and would apply to all credit card transactions, not just the Insite online
payments. If the City was disqualified from the Interchange Program, an average charge of $500
would cost the customer anywhere from $4.45 to $10.00 instead of the utility absorbing a set rate
of $.75.
Unanimously approved.
5.Discussion and possible recommendation to renew the contract with Dataprose/CSG
Systems, Inc. as the City’s vendor for utility bill printing and mailing services at an annual
cost of $190,400 - Leticia Zavala, Utility Office Manager and Micki Rundell, Chief Financial
Officer
In 2008, the City negotiated a contract with Dataprose Inc, through an inter-local agreement with
the City of Plano, to provide the City with utility bill printing and mailing services with 5 renewable
annual terms. This is the final renewal in the original contract. Dataprose changed its name to
CSG Systems, Inc. in October 2010.
This inter-local agreement allows the City access to lower program rates achieved by participating
with a much larger volume group. The City also satisfies all of the legal requirements for
competitive bidding by purchasing through the City of Plano Inter-local Cooperative Purchasing
Agreement.
The City currently prints and mails approximately 30,000 bills per month, including late notices
and bad debt notices. This has grown 7% from last year’s average of 28,000 bills per month. The
City currently pays approximately $0.515 per bill, which average about $0.14 for all printing and
insertions costs along with $0.375 for all applicable postage. Seventy-three percent (73%) of the
estimated annual contract cost of $185,400 is related to postage expense and equates to
$135,342.
Trying to find ways to reduce ongoing costs is a top priority. One of the goals for 2012 is to shift
the presentment of bills to the customer from the traditional “mailing approach” to an automated
“e-mailing approach”, potentially saving the cost of postage. This would be completely voluntary
but based on the feedback from our customers, many would welcome the change. Included in the
above annual cost is $5,000 to proceed with the software modifications and set up fees to allow
us to offer electronic bill presentment later in the year.
Unanimously approved.
6.Consideration and possible action to renew the annual heating, ventilation and air
conditioning (HVAC) maintenance contract with HVAC Masters in the estimated amount of
$120,000.00 – Terry Jones, Support Services Manager
Bids were solicited for HVAC maintenance services, and an award was made to the best value
contractor, HVAC Masters, for a term of two years with options to renew for up to two additional
one year terms. Based on historical usage, approval was requested from and granted by Council
on February 24, 2009 for the anticipated annual amount of $82,017.00 during the original term
and each renewal term. As a result of several earlier than expected air conditioning replacements
and some new installations as a result of building renovations, staff is requesting an increase in
the annual amount of for HVAC maintenance from $82,017.00 to $120,000.00. This contract does
not include a maximum amount and no amendment is required for the increase.
In conjunction with the increase, staff requests approval to exercise the final renewal option on the
contract with HVAC Masters, extending through February 28, 2013 with an estimated annual total
of $120,000.00.
Unanimously approved.
7.The meeting adjourned at 2:25 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, January 3, 2012
The General Government and Finance Advisory Board will meet on Tuesday, January 3, 2012 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 1:00 PM.
Call to Order at 01:00 PM
Agenda
http://georgetown.org/pdfs/ggaf/1.3.12/1.3.12Agenda.pdf
1.Review minutes from the November 1, 2011 GGAF Meeting – Danella Elliott, Administrative
Manager
http://georgetown.org/pdfs/ggaf/1.3.12/1.3.12DraftMinutes11.1.11CS.pdf
http://georgetown.org/pdfs/ggaf/1.3.12/1.3.12DraftMinutes11.1.11.pdf
2.Review of proposed changes to the City’s Investment Policy - Susan Morgan, CPA, Finance
Director
http://georgetown.org/pdfs/ggaf/1.3.12/1.3.12InvestmentPolicyReviewCS.pdf
3.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 $99,750.00 –
Terry Jones, Construction Manager
http://georgetown.org/pdfs/ggaf/1.3.12/1.3.12CWRadioSystem.CS.pdf
http://georgetown.org/pdfs/ggaf/1.3.12/1.3.12CWRadioSystem1stQtrInvoice.pdf
4.Consideration and possible action for approval of the selection of a design build team to provide
services for the design and construction of Fire Station 2 – Terry Jones, Construction Manager
http://georgetown.org/pdfs/ggaf/1.3.12/1.3.12FS2DesignBuildTeamCS.pdf
http://georgetown.org/pdfs/ggaf/1.3.12/1.3.12FS2SummaryMatrix.pdf
5.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica 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 _________________, 2012, 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, January 3, 2012
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , January 3, 2012 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Joe Pondrom , Steve Fought
Board Members Absent:
Rachael Jonrowe
Staff Present:
Susan Morgan, Lorie Lankford, Terry Jones
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 1:0 0 p.m. on Tuesday, January 3, 2012, in the City of Georgetown Council
Chambers, located at 101 East 7th Street, Georgetown, Texas.
MINUTES
These minutes were approved at the February 8, 2012 GGAF Meeting.
The meeting was called to order at 1:00 p.m.
1.Review minutes from the November 1, 2011 GGAF Meeting – Danella Elliott, Administrative
Manager
Unanimously approved, with one change noted: Item #2, capitalize “Pondrom”.
2.Review of proposed changes to the City’s Investment Policy - Susan Morgan, CPA,
Finance Director
Susan noted that the changes proposed were “clean-up” items. The proposed changes to the
policy include minor adjustments to update the policy for changes adopted by 82nd Texas
Legislature during the 2011 and continue to modify terminology to conform to industry standards:
Below is the memo presented to City Council on January 24th outlining the changes proposed by
staff and recommendations by the General Government and Finance Advisory Subcommittee
after presentation/review at the January 3rd meeting:
The City’s investments are guided by the City’s investment policy, which was created pursuant to Chapter
2256 of the Texas Government Code, known as the Public Funds Investment Act (PFIA). The law requires
the governing body of local governments to review the policy annually. City staff and its investment
advisory firm, Valley View Consulting, L.L.C., have reviewed the current policy and made recommended
changes to comply with recent updates in the law and make minor language clarifications. During the 82nd
Texas legislature, HB 2226 made several changes to the PFIA and the needed policy updates have been
included. HB 2346 and SB 1543 also modified the PFIA, but those changes were not applicable to
municipal governments.
These proposed changes were reviewed with the General Government and Finance Subcommittee
(GGAF) on January 3, 2012 and modifications suggested by the committee are included in the policy
presented for the January 24, 2012 Georgetown City Council Meeting.
A summary of the changes proposed is outlined below.
Section 1.3 Objectives
The current policy defines yield in terms of the “highest possible rate of return.” Staff recommends that the
language be clarified to better state the City’s yield objective. In the current low interest rate market, better
cash management tools and processes continue to be the most effective method for improving earnings.
For example, beginning in November 2011, the City began taking advantage of a fee credit option with its
depository bank, JP Morgan Chase. By maintaining higher overnight balances with the bank, the City can
reduce banking fees up to the equivalent of 50 basis points. This is in contrast to the average return of
less than 10 basis points from local government investment pools such as TexPool. GGAF recommended
some wording clarifications that have been incorporated into the proposed changes.
Section 2.1 Prudence
Additional language is added to clarify what the Investment Officer is and is not responsible for in complying
with the PFIA and the City’s investment policy. The first section is taken directly from the PFIA and the
second section is to clarify that while the Investment Officer is not responsible for adverse changes in an
investment made in compliance with the policy, the Investment Officer must report those conditions
immediately and take appropriate actions. At GGAF’s suggestion, this section was reviewed and affirmed
with the Acting City Attorney.
Section 2.3 Delegation of Authority
This section is updated for changes in position titles. Section 2.3 (4) is updated to reflect clarifications
made by the 82nd legislature defining the start and end dates of the two year Investment Officer training
cycle requirements as the entity’s fiscal year. The two year requirement of 10 hours of training remains
unchanged.
Section 3: Investment Strategies
The term “Certificates of Deposit” is updated throughout this section to the more accurate and consistent
term “financial institution deposits.”
Section 4.1.1 Financial Institution Deposits
The language is updated to reflect changes in the PFIA allowing purchase of financial institution deposits
from approved brokers and deletes the unnecessary language for the CDARS program. This program is
already covered by existing financial institution deposit language.
Section 4.1.4 Money Market Mutual Funds
Section d is deleted to reflect changes in SEC rule 2a (7) language that changes weighted average
maturity (wam) calculations to 2 separate calculations. The remaining sections a through d provide more
stringent requirements than the wam limitations; therefore this section is no longer necessary.
Section 4.1.5 Repurchase Agreement
This language is updated to reflect changes in the PFIA.
Section 4.2 Credit Rating Review and Effect of Loss of Required Rating
This is a new section added to reflect the new PFIA requirement to monitor the credit rating of investments
and recommends this review be conducted quarterly. The section has also been clarified to state that an
instrument that drops below the minimum rating at any time during the quarter is considered to have NOT
met the minimum rating for investment.
Section 5.1 Authorized Broker/Dealers
Authorized investments could include a financial institution deposit; therefore, this language is deleted.
The original language defining Qualified Representative was originally proposed to be deleted by staff
because it is also referenced in the previous paragraph. GGAF recommended leaving this terminology in
the document to provide easier and clearer reference for policy makers.
Section 5.3 Internal Controls
Qualifying language for quotes is added because competitive quotes for Money Market Accounts or
financial institution deposits may not be available.
Section 5.5 Collateralization
This section is enhanced to include the specific language as required by the Financial Institutions Reform,
Recovery and Enforcement Act (FIRREA). These requirements are already practiced by the City and its
depository, but included here for additional clarity.
Section 6.1 Quarterly Reporting
This section is updated to reflect changes in the PFIA. Local governments are no longer required to
recognize fair market gains or losses on a quarterly basis.
Attachment “A” Approved Broker/Dealer List
Great Pacific Securities is not active in the Texas municipal finance market. The City’s existing list is more
than adequate for its investing needs. A more thorough broker/dealer evaluation will be undertaken in the
future when needed.
3.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
$99,750.00 – Terry Jones, Construction Manager
In February 2008 the City Council approved entering into an interlocal agreement with Williamson
County for the establishment, operation and maintenance of the WILCO Radio Communication
System. This agreement dissolved the old CWICS group, that consisted of combined radio
systems of Williamson County, Georgetown, Round Rock, Cedar Park and Hutto, and established
a Williamson County Radio Communication System. The agreement created an organizational
and management structure for on-going administration, operation and maintenance of the system;
and creates a budget process, strategic planning/budget forecasting process, as well as allocation
of costs associated with operating, maintaining and upgrading the system. In accordance with the
agreement, Williamson County bills the City quarterly for operations and maintenance at a cost of
$17.50 per radio per month. The City currently has 475 radios on the system.
Total amount of the City’s portion of the Williamson County RCS for fiscal year 2011/12 is
$99,750.00 based upon the approved rate of $17.50 per radio, per month for 475 radios.
Unanimously approved.
4.Consideration and possible action for approval of the selection of a design build team to
provide services for the design and construction of Fire Station 2 – Terry Jones,
Construction Manager
Last summer Council directed staff to move forward on the construction of a new Fire Station 2 by
the use of the design/build method of construction. In August Council approved a contract with
Broaddus & Associates to act as our representative for design/build and to help us navigate
through the DB process.
For the past three months staff has worked with Broaddus to develop a “request for qualifications”
for the purpose of soliciting for design/build team services. As a result of that solicitation we
received qualification statements from eleven design/build teams interested in the project. The
Council appointed a selection committee of Councilmember Jonrowe, Councilmember Sattler,
Bob Young, Chief Fite, Terry Jones and Broaddus that reviewed the qualifications and developed
a short list of the most qualified to interview. Additional scoring was performed on the short list
group and interviews were conducted with the five short listed teams of ZapalacReed/1113,
SpawGlass/Atkins, J.Jacobs/Hickman, Chasco/Hickman and BraunButler/Spencer Group. Final
scoring was reviewed and the selection committee discussed pros and cons of each of the five
short listed firms.
The selection committee unanimously agreed to recommend to the City Council the team of
Chasco Contracting and KA Hickman Architects to design and construct Fire Station 2.
The GGAF Committee unanimously approved the recommendation and noted that City Council
will have the final approval.
5.The meeting adjourned at 1:40.
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