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HomeMy WebLinkAboutMinutes_GGAF_10.07.2014 Minutes of the Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas October 7, 2014 These minutes were approved at the October 29, 2014 GGAF Meeting. The General Government and Finance Advisory Board met at 3:30 p.m. on Tuesday, October 7, 2014 in the Georgetown Public Library Friends of the Library Room, located at 402 West 8thth Street, Georgetown, Texas. MEMBERS PRESENT: Keith Brainard, Chair, Tommy Gonzalez, Jerry Hammerlun, Joe Pondrom, Ralph Mason MEMBERS ABSENT: None STAFF/OTHERS PRESENT: Micki Rundell, Laurie Brewer, Susan Morgan, Tadd Phillips, Kimberly Garrett, Eric Nuner, Trish Long, Cathy Leloux, Judge Randy Stump, Cindy Purinton, Trina Bickford, Jeff Kloc, Sandra Quintanilla, Jennifer Bills 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. Council advised on August 26th to not have a Consent Agenda at Boards and Commission meetings; previously posted items were moved and discussed on the Legislative Regular Agenda. Legislative Regular Agenda The Board will individually consider and possibly take action on any or all of the following items: A. Election of a Vice-Chairman for the General Government and Finance (GGAF) Advisory Board - Micki Rundell, Chief Financial Officer Jerry Hammerlun nominated Tommy Gonzalez as Vice Chairman of the GGAF Advisory Board. Unanimously approved. B. Review minutes from the August 27, 2014 GGAF Meeting - Danella Elliott, Executive Assistant Unanimously approved. F. This item was moved up on the agenda: Update and overview of the City’s Municipal Court fine schedule – Cathy Leloux, Court Administrator and Judge Randy Stump, Municipal Court Judge Cathy Leloux and Judge Randy Stump gave an overview presentation on Municipal Court. Included were the branches of government, general information on Municipal Courts, programs, and information on offenses. Judge Stump also expanded on the Teen Court program, noting that it has been in existence for 21 years, winning several awards during this time. He noted that our Teen Court program is used as a model for other cities because it is such a unique process. Judge Stump also briefed the Board on the roles of the Prosecutor, Municipal Judge and also explained the fine schedule. The Board thanked Judge Stump for an excellent presentation, and expressed t heir appreciation to the Court staff and the Judge. They thought this presentation should be included as a Council Workshop item. It was also suggested to include a list of the fines and the breakdown that we send to the state (60/40% split). This will be placed on a future Council agenda for a workshop presentation. C. Review/Discuss Employee Health Benefits Update – Tadd Phillips, Human Resources Director Tadd gave a Health Benefits update. He noted that the self-insurance has been successfully implemented and that there is a 10% increase in funding included in the current budget, with sufficient revenue to meet projected FY 14-15 expenses. Employee premiums will remain at the current rates for CY 2015and the $1,000 employer annual contribution to employee’s HSA remains in effect. Some highlights of the presentation included:  Positive balance projection in first 9 months of $129K  First 9 months of 2013 claims was $3.67M  First 9 months of 2014 claims was $2.27M  Decrease attributed to a 22% shift of employees switching from PPO to HDHP Tadd also explained that we have contracted with Compass, a service to provide support and guidance for healthcare costs and questions. Benefits include:  Assistance to employees by finding network physicians  Costing out procedures  Resolving billing issues  Explaining plan provisions  Reviewing bills, prescriptions, etc. Claims savings through August is over $30K  58 employees have accessed the service  107 solutions have been achieved The Board thanked Tadd for the update and was pleased with the positive outlook going forward. D. Consideration and possible action for approval of award of blanket agreements for paper products and janitorial supplies to Gulf Coast Paper Company for an estimated annual total of $70,000.00 and to V - Quest Office Products for office supplies with an estimated total of $80,000.00 – Trina Bickford, Purchasing Manager and Micki Rundell, Chief Financial Officer Trina explained that after review of available group purchase contracts as well as the results of several years’ competitive bids, it was determined the contract with Gulf Coast Paper Company offered under the BuyBoard interlocal purchasing organization presented the best value for the City for both paper products and janitorial supplies and the contract with V-Quest Office Products under the TIPS/TAPS interlocal purchasing organization presented the best value for office supplies. Gulf Coast has supplied paper products and janitorial supplies to the City for several years, and has provided excellent customer service and quality products. Use of the BuyBoard contract rather than competitively bidding for the City provides more favorable pricing based on a larger group. V-Quest, a local vendor, has provided excellent service to the City for several years as the holder of the current blanket order for office supplies. Additionally, V -Quest has worked closely with the City to ensure the City’s needs are completely met, even if the best solution was available from a source other than V -Quest. Staff recommends continuation of both successful relationships under the interlocal contracts through fiscal 2014/15, at which time the requirements will be reevaluated. Items included on the blanket agreement will be provided on an as needed basis. The total costs are based partially on historical usage; however, the City’s usage has been increasing and is expected to continue to do so, especially as the Public Safety Complex begins operations. Unanimously approved. E. Consideration and possible action to award the City of Georgetown janitorial and floor cleaning service contract to Pruitt Building Services for fiscal year 2014/2015, with an option to renew for an additional three (3) years. The annual amount will not to exceed $550,000.00, the contracted amount includes the Public Safety Operations and Training Facility scheduled to open early 2015. Consideration of the new 2014/15 Janitorial Services Contract – Trish Long, Facilities Superintendent and Eric Nuner, Parks and Recreation Assistant Director Trish Long explained that the City has competitively bid out janitorial and floor cleaning services with a goal of balancing service at an acceptable quality level with the cost of providing such service, and as the current contract neared its end, the City elected to explore contracts through cooperative organizations as well as those established by other municipalities. Pruitt Building Services received very favorable references from Round Rock as well as Cedar Park. Pruitt has closely inspected the City’s facilities and provided a proposal to correct existing problems and maintain the facilities going forward. Additionally, they use an industry wide measure of performance and cleaning standards and a system of inspections and follow ups, which will ensure City facilities are maintained in an acceptable manner. As part of the documentation received from Round Rock, the City was provided a summary of proposed pricing and Pruitt was competitive with other proposals. The previous service provider declined extending their month to month contract beyond September 30. With very little time to mobilize, Pruitt Building Services agreed to begin servicing all City facilities on a month to month program effective October 1 until an annual contract is approved. Trish said that the pricing received from Pruitt is in line with the increased scope of services necessary to maintain City facilities, and the Facilities Department will evaluate performance carefully with the new contractor to ensure service levels are maintained. In addition to routine facility and floor cleaning, Pruitt will provide day porter services to the Library and the Recreation Center, and has staff with required background checks to provide services to the Public Safety Operations and Training facility opening early next year. Staff recommends award of the contract to Pruitt under the existing Round Rock contract. Unanimously approved. F. A resolution authorizing a payment of $161,656.00 for the City’s pro -rata portion of the cost of operation of the Williamson Central Appraisal District - Micki Rundell, Chief Financial Officer Micki explained that the City is billed for its pro-rata cost of the operation of the Williamson Central Appraisal District. The pro-ration is based upon the ratio of the City’s 2014 Tax Levy as a percentage of the total 2015 tax levy for all taxing entities served by the District (i.e. Williamson County). Joe noted that the resolution doesn’t say anything about commercial values. The Board asked Micki and Joe to get together and talk to WCAD and possibly come up with a Resolution for Council approval addressing this issue. Unanimously approved. G. Adjourn Adjournment The meeting was adjourned at 4:40 pm. _____________________________________ Board Chair