HomeMy WebLinkAboutMinutes_GGAF_04.23.2014 Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
April 23, 2014
These minutes were unanimously approved by the GGAF Board on May 28, 2014.
The General Government and Finance Advisory Board met at 3:30 p.m. on Wednesday, April 23, 2014 in the
Georgetown Public Library Friends of the Library Room, located at 402 West 8thth Street, Georgetown, Texas.
MEMBERS PRESENT: Steve Fought, Chair, Tommy Gonzalez, Joe Pondrom, Keith Brainard, Ralph Mason
MEMBERS ABSENT: None
STAFF PRESENT: Micki Rundell, Susan Morgan, Leticia Zavala, Paul Pausewang, Trish Long, Tadd
Phillips
A copy of these minutes, containing detailed information on the items listed below will be available in the Finance
and Administration Office, located at 113 East 8th Street, Georgetown, TX and can be found online at
http://agendas.georgetown.org/
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Codes, Annotated, the
items listed below will be discussed in closed session and are subject to action in the regular session that follows.
Regular Session – Called to order at 3:30 p.m.
The GGAF Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the
Chair of the GGAF Committee for any purpose authorized by the Open Meetings Act, Texas Government Code
Chapter 551.)
Public Wishing to Address Council
On a subject that is posted on this agenda: Please fill out a speaker registration form. Clearly print your name and
the letter of the item on which you wish to speak and present it to the Chair or Board Liaison, preferably prior to the
start of the meeting. You will be called forward to speak when the Board considers that item.
On a subject not posted on the agenda: Persons may add an item to a future Board agenda by contacting the Liaison
prior to the creation of the agenda for the following meeting, with the subject matter of the topic they would like to
address and their name. The Board Liaison can be reached at 512-930-3676 or by email at
danella.elliott@georgetown.org
Statutory Consent Agenda
The Statutory Consent Agenda includes non-controversial and routine items that Board may act on with one single
vote. A board member may pull any item from the Consent Agenda in order that the Board discuss and act upon it
individually as part of the Regular Agenda.
Legislative Regular Agenda
Steve Fought, Chair, called the meeting to order at 3:30 p.m. He noted that it was Micki Rundell’s birthday,
and the committee sang “Happy Birthday” to her
A. Review minutes from the March 7, 2014 GGAF Meeting - Danella Elliott, Executive Assistant
These minutes were unanimously approved.
B. Consideration and possible action for approval for the heating, ventilation and air conditioning (HVAC)
annual maintenance contract with HVAC Masters in the estimated annual amount of $200,000 – Paul
Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer
Paul explained that bids were solicited for HVAC maintenance services, and an award was made to the best
value contractor, HVAC Masters. He noted that this company has been the contractor for the past 5 years. The
term of the contract will be from the date of agreement for a two (2) consecutive years with the option to renew
for three (3) additional one year terms.
The bid comparison was made based on semi-annual inspections of each HVAC system using a predetermined
item checklist, monthly service charges for filter replacements and monthly inspections of the Data Center.
Additionally, an hourly rate was requested for repair calls, based a total of 1,900 hours of service (which was
the estimated repair time used for the previous twelve month period.).
This bid also requires a percentage markup quote for material costs so that the lowest price for equipment
budgeted for replacement in the internal service fund can be determined. The estimated annual amount for
HVAC maintenance for all City facilities $200,000.00.
Tommy asked if staff could contact the “no bidders” and find out why they did not bid. We need to find out if
our RFP requirements are too detailed, etc. and limiting our vendors ability to bid.
Paul said that he would contact the companies that did not bid and provide these responses to the GGAF
Committee (for insight as to why they did not submit a bid for these services). Unanimously approved.
C. Presentation and possible discussion regarding the Customer Care Initiative and the Customer
Information System (CIS) software opportunities – Leticia Zavala, Customer Care Manager and Micki
Rundell, Chief Financial Officer
Leticia provided a Customer Care update and overview presentation, including discussion of the evolution from
a “billing only environment” (Utility Office) into a “full service Customer Care Center”, providing customer
information and interaction along with enhanced billing options. Technical challenges with the current
Customer Information System (CIS) software were also presented with plans for future replacement.
Leticia also talked about ways to leverage the new system capabilities to allow for future expansion. She
explained the “stepping outside of the box” solution that could be obtained with a per customer “rental” basis
through Oracle, a Tier 1 solution. It could use creative funding opportunities, leveraging partnership with
Westin Engineering, who has developed a model that offers Oracle services on a “per customer” cost. This is a
“hosted” solution. Westin Engineering owns the Oracle license and manages servers in the “cloud”. The City
pays for implementation/conversion of the existing system and consultants are used to implement the Oracle
software with costs up to $4M to $5M.
Micki and Leticia answered questions from the committee and noted that they would be attending CS Week
Conference during the first week of May to further research the option mentioned, as well as seeing different
types of software available.
The committee’s concerns were that a decision had already been made without researching all Tier 2 solutions,
and going with “want to have” vs. “have to have”. They wondered if this is the right strategic decision and
Tommy asked that staff look into other municipalities that may have developed a proprietary system for them
specifically, and that may be the perfect solution for the City of Georgetown. Keith asked that we get a count of
the number of utility systems in the United States, contact a few and ask them what they are using/doing.
It was also suggested that when looking at different software, see how compatible they are to CIS/FS/ and
others; stop the “one-offs” and focus on integration, as that is the key. It is critical to integrate as many as
possible, i.e. Police, Finance, Parks, etc.
Steve and Micki noted that the feedback was useful and great information and noted that this would be
presented as a Council Workshop item for discussion.
D. Discussion and possible action to recommend proposed changes to the City’s Fiscal and Budgetary Policy
for 2014/15 – Micki Rundell, Chief Financial Officer
Micki gave a presentation on the Fiscal and Budgetary policy history, current and recommended changes. The
committee’s discussion and suggestions are below:
• Section VI – Retirement benefits
o Reword to state that 80% is the minimum – target should be 100%
o Consider setting goal to get to 100% over period of years
o The committee discussed a desire to link retiree cost of living adjustments with the funding level
of the City’s retirement plan overall
o Keith Brainard was asked to come up with draft policy language
• Use of Excess General Fund balance
o Establish wording to put reducing next debt issue as top priority
o Keith Brainard was asked to come up with draft policy language that offers flexibility for future
councils, but limits what we can use it for
• Add a slide to the presentation highlighting items above for discussion by Council
Mr. Brainard will draft verbiage as requested, and the changes/recommendations from GGAF will be incorporated
and discussed at the May 27th Council meeting.
E. Update on the process and schedule for selection of new independent auditors for the 2013/14 fiscal year
end audit – Susan Morgan, CPA, Finance Director
Susan informed the committee that the Audit RFP has been posted and the process is underway. She went over
the timeline. The selection committee will be composed of staff and GGAF Committee members Keith
Brainard, Tommy Gonzalez, Ralph Mason, Micki Rundell , Susan Morgan and Lisa Haines. She noted that the
City paid $46,500 to CliftonLarsonAllen, LLP for the most recent audit. Based on a survey of comparable cites
and increasing auditing standards, the new contract is expected to cost $80,000 - $100,000 per year. The
increased amount will be part of the proposed 2014-15 budget.
Follow-up items the GGAF Committee would like addressed:
• Prepare summary of bond authorizations (issued, unissued) by projects
o Add to budget workbook and Powerpoint
o Make a “contract” with citizens
On the COG website, list all authorized bonds (issued or unissued) and what is planned,
etc
• Verify vacancy factor worksheet
o Calculated on all benefits?
• Concerns on how our bidding requirements
o Are we limiting vendors ability to bid?
(Concerns from single bidder on HVAC contract.)
• In the budget presentation – highlight total social services funding amounts
o Include Art Center, and have it accessible to the public; be visible
o Show summary of all types
Madella Hilliard utilities
WCCHD, etc.
• Addition of Internal audit function
o Consider options to move toward establishing formal function and/or position that reports to
Council
Adjournment
The meeting was adjourned at 5:40 pm.
_____________________________________
Board Chair