HomeMy WebLinkAboutMinutes_GGAF_05.28.2014 Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
May 28, 2014
These minutes were unanimously approved at the June 25, 2014 GGAF Meeting.
The General Government and Finance Advisory Board met at 3:00 p.m. on Wednesday, May 28, 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, Keith Brainard, Ralph Mason
MEMBERS ABSENT: Joe Pondrom
STAFF PRESENT: Micki Rundell, Susan Morgan, Laurie Brewer, Leticia Zavala, Paul Pausewang, Trish
Long, Tadd Phillips, Mike Peters, Kimberly Garrett, Wayne Nero, Keith Hutchinson,
Jack Daly, Lisa Haines, Jennifer Bills, Skye Masson, Chris Foster, Laura Maloy, Trina
Bickford, Jeff Kloc
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 3:00 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
A. Review minutes from the April 23, 2014 GGAF Meeting - Danella Elliott, Executive Assistant
These minutes were unanimously approved.
B. Information Technology Operations Overview – Mike Peters, Information Technology Director
Mike gave an overview on IT operations to provide background on the size and scope of IT operations.
There will be a Council workshop on June 10th on FY 2015 CIP plans. The committee asked questions and
noted that it was an informative presentation. Mike will send an electronic copy of the presentation to the
Committee.
C. Purchase of Audio/Visual and Broadcast equipment in the total amount of $136,761.05 for the
Council Chamber Technology Refresh project (multiple vendors) – Keith Hutchinson, Public
Information Officer and Mike Peters, Information Technology Director
Mike explained that staff requests approval for the purchase of replacement A/V and broadcast equipment
for the Council chambers due to the age and increased failure rates/maintenance requirements for the
existing equipment. The new equipment will make the Council systems totally “digital”, which will also
improve broadcast quality. Portions of the existing system are as much as eight years old.
The project involves the following purchases:
1. $92,544.05 to Ford Audio/Visual for replacement equipment and installation of the existing public address,
podium and room projection systems in the Council chamber. Ford A/V is a TIPS/TAPS vendor.
2. $35,722.00 to SwagIT Productions for replacement of the cameras, switchers and other broadcast
equipment used to provide cable and webcast of Council meetings. SwagIT is a proprietary vendor due to a
previous RFP selection process, plus the need for compatibility with the SwagIT service.
3. $8,495.00 to RushWorks, Inc., for purchase of a replacement video playback device used to manage
GTV/Channel 10 operation outside of meeting hours. The existing device now is out of support.
Rushworks is a proprietary vendor due to the same previous RFP selection process as item #2.
Note: The existing broadcast equipment replaced in item #2 will be reused, along with additional
equipment, for a Library broadcast system during FY 2015.
Keith asked how the money gets spent over time, and Mike noted that he will provide an accounting of that
information.
Unanimously approved.
D. Purchase of Dell/Compellent Storage Area Network (SAN) upgrades from EST Group for
$122,128.02 – Mike Peters, Information Technology Director
Staff requests approval for the purchase of upgraded processors and additional storage capacity for the
City’s main storage area network (SAN) device. SAN usage is reaching levels that are starting to
negatively impact system performance. In addition, the demands of multiple ongoing implementation
projects, plus routine data growth, will continue to place demands on the system. These upgrades will both
improve the processing speed of the platform, and also increase the overall capacity of the system by
approx. 50%. Some of these components must also be replaced at this time since they are nearing Dell’s
end of support date.
Tommy asked for a breakdown of the entire 13/14 IT total, and give a breakdown of how much each
department uses, a timeline of the last updates and replacement dates.
Unanimously approved.
E. Purchase of annual software maintenance renewal to Infor, Inc. for the Enterprise Asset
Management (EAM) system in the amount of $69,020.37 – Mike Peters, Information Technology
Director
Staff requests approval for the annual purchase of software maintenance services for the Infor EAM
system, currently in implementation by GUS. Maintenance services include access to the vendors 1-800
and web-based support staff, as well as any software updates released by the vendor during the
maintenance period.
This purchase was budgeted as part of the project budget for the EAM implementation.
Unanimously approved.
F. Consideration and possible action to contract with Basic IDIQ Inc. for repairs to the Georgetown
Tennis Center in the amount of $118,020.35 – Laurie Brewer, Assistant City Manager
Laurie said that staff is requesting approval to contract with Basic IDIQ Inc. to repair the City’s Tennis
Center. The tennis center sustained significant water damage due to a failed water heater in November of
2013. Staff worked to remove the damaged materials from the building to prevent mold. Due to the extent
of the damage, the costs of the repairs were expected to exceed $50,000, triggering ADA review. The
Texas Municipal League (TML) adjuster’s assessment states that:
She explained that if one item triggers the need to be updated, it does not necessarily mean the rest of the
building has to be updated. With damage to the drywall, and flooring, these elements do not fall under the
need for revision, and no upgrade would be required. Since there is no damage to the toilets, sink and
counters, there is no trigger. If these items are being removed and replaced because of damage, then there
may have been a trigger, however the adjuster found that these items were not damaged, but would need to
be removed for drywall replacement and painting, but were then reusable and should be reinstalled.
TML believes the insurance loss to be approximately $32,000. Council policy has typically emphasized the
need for major renovations of existing city buildings to include ADA compliance measures. City staff most
recently bid the project at $118,000, which includes ADA compliance measures and several new fixtures.
Staff is currently working to see if TML will adjust the claim to better match the proposed cost of repairs.
Staff has worked with IDIQ to identify items not covered by TML (new fixtures and ADA compliance
measures). According to the most recent breakdown of the construction estimate, the standard construction
costs are $73,556.31. The cost associated with new fixtures is $16,089.82 and the cost associated with
bringing the building into ADA compliance is $28,295.66.
Staff recently met with TML and has another meeting scheduled to work on adjusting the claim. In the
interim, staff feels it is important to begin work on restoring the tennis center restroom to accommodate
summer camps and the tennis center pool. TML has stated that any work done now would not affect the
status of any future claim adjustment. Should TML not adjust the City’s claim, several funds have been
identified to cover the additional costs.
Insurance Deductible Account (540-5-0638-51-801) $10,000
Facilities ISF (Maintenance Contingency) $60,000
TML insurance payment (may increase) $32,000
Defer budgeted item for portable stage for downtown events (100-5-0201-52-100 ) $25,000
Defer tennis court resurfacing $ 8,500
Total budget - $135,500
(15% Contingency)
The Board agreed to move forward with the Tennis Center repair, with Tommy requesting any unused
contingency be used for resurfacing the courts.
Unanimously approved.
G. Consideration and possible action to authorize the Police Department to proceed with the
procurement of fitness equipment for the Public Safety Operations and Training Center from Life
Fitness in the amount not to exceed $91,000 – Wayne Nero, Chief of Police
Chief Nero explained that this equipment is for the fitness area inside the Public Safety Operations and
Training Center. The request includes treadmills, recumbent bike, upright bike, cross trainers, weights,
racks and benches, and various isometric machines. This equipment will be essential to developing a
robust wellness and fitness plan within the police department.
The bid amount is $90,565.96. The vendor is Life Fitness and all equipment is on the Texas Multiple
Award Schedules Index (TXMAS). The funding is budgeted within the Public Safety Operations and
Training Centers Total Project Cost.
Unanimously approved.
H. Consideration and possible action to authorize the Police Department to proceed with the
procurement of video interview room equipment for the Public Safety Operations and Training
Center from L3 Mobile Vision, Inc in the amount not to exceed $75,000 – Wayne Nero, Chief of
Police
Chief Nero said that this request is for video equipment supporting the secured interview suite, secured
interview reception area, Internal Affairs interview room, and victim services soft and child interview
rooms. This equipment ties into the department’s current L3 video evidence management system (car and
body cameras).
The bid amount is $73,774.49. The vendor is L3 Mobile Vision and is a sole source. The funding is
budgeted within the Public Safety Operations and Training Center’s Total Project Cost and is already
included in the budgeted amount.
Unanimously approved.
I. Overview and update on the City’s Compensation and Self-Insurance Plan - Tadd Phillips, HR
Director and Micki Rundell, CFO
Tadd explained that each year, as part of the budget process, the General Government & Finance (GGAF)
Board reviews the City’s proposed compensation and benefit package to be included in the Annual Budget.
This review includes any salary and benefit adjustments, as well as, updates regarding the City’s overall
compensation and benefit plans.
Jeff Kloc, with Benetex, who is the City’s benefit’s consultant, provided an update on the City’s recently
implemented Self-Insurance program that began in January 2014 and provided an overall outlook for the
upcoming year. Keith asked if the City had done an analysis of the cost/benefit of paying the AHA penalty
and pushing employees to the Exchange. Tommy and Steve said that a good benefit package was
extremely beneficial in retaining and recruiting good employees.
Currently, a 12% expense increase is included in the annual budget for employee health insurance. Also
included are funds for the City’s pay for performance plan included within the City’s Fiscal Policy. Other
compensation adjustments (such as a COLA) may also be needed. Steve suggested that the COLA be tied
to “local” impacts.
The Board was supportive of next year’s plan, and wanted to make sure we stayed competitive, particularly
for Police.
The Board thanked Tadd, Micki and Jeff Kloc for the overview. . Steve also noted that it is always
important to know the “reason for leaving vs the reason for staying”.
J. Review and discuss certain sections of the Fiscal and Budgetary Policy changes – Micki Rundell,
CFO
This item is delayed until the Special GGAF Meeting on June 19th.
K. Discuss potential “Special GGAF meeting” to review proposed 2014-15 General Capital Projects
(GCP) – Micki Rundell, CFO
Per the City’s Fiscal and Budgetary Policy, the General Government and Finance (GGAF) Board is to
review the annual proposed General Capital Project (GCP) programs as part of the Annual Budget Process.
The GCP includes non-utility and transportation related capital projects, such as parks, facilities and
various equipment related purchases. In most cases, the projects included in the GCP are funded with cash
on hand from various sources or bond proceeds (either previously issued or planned for issuance in the
upcoming fiscal year).
The timing for this year’s GCP budget program has been delayed due the proposed “Downtown Civic
Center” concept being planned and related analysis that is currently underway. This concept was outlined
in the recently completed Downtown Master Plan Update and includes repurposing existing City facilities
for other municipal uses. The timing of this Plan is triggered by the Police Department relocation to their
new facility on DB Wood Road scheduled for January 2015. The properties include the old library
building, the old police facility and the soon to be vacated lower level of the GCAT building.
In order to develop an implementation plan for this project, staff is working with Ron Hobbs & Associates
to develop a phasing and funding plan which will outline the timing and other specifics needed for the
upcoming budget. An update to this project is slated for Council review on the May 27 Council Workshop
agenda. Mr. Hobbs analysis is expected to be completed by mid-June, and the Council review of the GCP
program to be included in the 2014/15 Annual Budget is planned for June 24.
The Board decided to hold a Special GGAF Meeting on June 19th at 2:00 pm.
L. Discuss and recommend Independent Audit Firm for the City of Georgetown’s annual financial
statements – Susan Morgan, CPA, Finance Director
The audit selection committee is composed of staff and committee members as follows: Keith Brainard,
Tommy Gonzalez, Ralph Mason, Micki Rundell, Susan Morgan and Lisa Haines.
On May 13, 2014, the committee selected two firms for in person interviews: Padgett Stratemann and
Weaver. Susan noted that those interviews were completed just prior to today’s GGAF meeting and the
selection committee recommended Weaver as the new audit firm.
Unanimously approved.
Adjournment
The meeting was adjourned at 4:45 pm.
_____________________________________
Board Chair