HomeMy WebLinkAboutMinutes_GGAF_10.29.2014 Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
October 29, 2014
These minutes were approved at the December 3, 2014 GGAF Meeting.
The General Government and Finance Advisory Board met at 3:30 p.m. on Wednesday, October 29, 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, Kimberly Garrett, Eric Nuner, Trish
Long, Stan Hohman
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. Review minutes from the October 7, 2014 GGAF Meeting - Danella Elliott, Executive Assistant
Unanimously approved.
B. Consideration and possible action to award repairing and recoating of the outdoor pool deck at the
Georgetown Recreation Center to Progressive Commercial Aquatics, Inc of Manor, Texas in the
amount of $91,000.00 – Trish Long, Facilities Supervisor and Eric Nuner, Assistant Parks and
Recreation Director
Trish and Eric informed the Board that the outdoor pool at the Recreation Center averages over 9,000 patrons
annually and remains a very popular destination for recreation center members and day pass use rs. Because of
weather extremes and volume of usage the previous pool deck coating has deteriorated over the last 6 years
resulting in trip hazards and areas where the coating has chipped away. It is important to replace this coating to
maintain a safe, accessible, slip resistant and cool surface for the patrons to utilize while enjoying the outdoor
pool. The surface area of the outdoor pool deck is approximately 18,700 square feet.
The City has a long relationship with Progressive Aquatics. Their Advance Coatings has been utilized by the
City at the Recreation Center indoor pool as well as River Ridge Pool with good success for over six months.
Staff previously utilized three other options prior to applying the Advanced Coatings at the indoor pool but all
failed within two months. It is a thicker more durable product than what was originally utilized at the outdoor
pool during initial construction and carries a two year warranty.
Eric stated that this is a sole source product and is not provided by any other vendor, and that Staff’s
recommendation is to approve the sole source project for pool decking repair at the Recreation Center outdoor
pool to Progressive Commercial Aquatics, Inc of Manor, Texas.
The Board had concerns about relying only on the vendor’s letter, stating that they are “sole source”. Tommy
suggested calling others to see if the product has lasted 8 years, as well as, making sure that the company truly
is the only vendor source for this type of project. He also suggested that staf f look at the process by which we
determine “sole source” and make sure it is verified in the proper manner.
The Board tabled this specific item until Staff looks into it and will bring this item back after further research
has been done.
Unanimously agreed.
C. Consideration and possible action for the approval to purchase utility trucks and equipment in the
amount of $1,098,303.70 – Stan Hohman, Fleet Maintenance Supervisor and Micki Rundell, Chief
Financial Officer
Stan explained that these vehicles will be purchased through cooperative purchasing agreements and have been
included in the 2014/15 Annual Budget as being either replacement of existing vehicles within the Fleet ISF or
as new additions. Two of the vehicles are replacements associated with the acquisition of the Western District.
The vehicles to be purchased in this item include:
1. 1 ton, single rear wheel truck with utility bed and cab window guard; this vehicle is a new addition to
the Fleet inventory for a Water utility crew.
2. 1 ton, single rear wheel truck with utility bed, cab window guard 4WD; this vehicle replaces the
Western District unit number 13.
3. 1 ton, diesel, single rear wheel truck with utility bed, cab window guard and crane; this vehicle
replaces unit number 110-07 in the Fleet inventory
4. 1 ton, diesel, single rear wheel truck with utility bed, cab window guard and crane, 4WD; this vehicle
replaces the Western District unit number 20.
5. 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guar d; this vehicle is a
new addition to the Fleet inventory for a Streets crack sealing crew.
6. 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guard; this vehicle
replaces unit number 134-23 in the Fleet inventory.
7. 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guard 4WD; this vehicle
is a new addition to the Fleet inventory for a Drainage crew.
8. 1 ton, diesel, dual rear wheel truck with utility bed, cab window guard and crane; this vehicle is
replaces unit number 439-03 in the Fleet inventory.
9. 3/4 ton, single rear wheel truck with utility bed and overhead rack; this vehicle replaces unit number
435-02 in the Fleet inventory.
10. 3/4 ton, single rear wheel truck with Parks utility bed and overhead rack; t his vehicle replaces unit
number 736-04 in the Fleet inventory.
11. Class 5 (F-550), diesel truck with utility bed , cab window guard and 7500 lb. crane; this vehicle
replaces unit number 108-02 in the Fleet inventory.
12. Class 5 (F-550), diesel truck with dump bed; this vehicle replaces unit number 736-53 in the Fleet
inventory.
13. Etnyre Centennial Distributor; this vehicle is a new addition to the Fleet inventory for the Street
Department. It is used for street preservation and paving.
14. CrackPro 260DA Crack Seal Crew Trailer; this unit is a new addition to the Fleet inventory for the
Street crack sealing crew. It is used for filling cracks in the street surface.
15. John Deere 332E Skid Steer Loader; this loader replaces unit number 134 -16 in the Fleet inventory.
16. Tymco model 600 Street Sweeper; this sweeper replaces unit number 114-10 in the Fleet inventory.
Out of the 16 units requesting purchase approval, 11 of these are replacements and 5 are new additions.
These vehicles were approved and budgeted for in the 2014/15 in the Fleet ISF. Line items are as follows:
Fleet ISF 520-5-0351-52-700 Budgeted $436,000.00 Cost $435,597.64
Construction Equipment 520-5-0351-52-701 Budgeted $571,000.00 Cost $571,660.46
Western District ** 661-5-0550-52-205 Budgeted $101,000.00 Cost $91,045.60 **
**This amount will be included in the CTSUD budget amendment that will be brought to Council in January
2015
Stan and Micki explained that the Western District is the new name for CTSUD.
Micki explained the process for acquiring new vehicles. Each department asks for their needs during the budget
process, and then Stan reviews the requests and determines what we can hold back, use in other areas, etc.
Replacement vehicles are reviewed for safety and standardization.
Tommy commented on the justification detail as being very informative and he liked it.
The Board reminded Stan to supply them with the surplus results.
Motion to recommend approval to purchase utility trucks and equipment in the amount of $1,098,303.70.
Unanimously approved.
D. Review of upcoming Investment Advisory Request for Proposal process and Year End Reporting
timelines – Susan Morgan, CPA, Finance Director
Susan explained that the City contracts for outside expertise to assist with its investment p ortfolio management.
The contracted firm advises staff and provides services including policy review and recommendations, technical
advice on new regulations and laws, portfolio and cash management advice, soliciting and evaluating proposals
for the purchase of securities or CD’s and periodic meetings with staff and an annual presentation to GGAF
and/or Council. The current contract for services with Valley View Consulting, L.L.P. will expire February 28,
2015 with no additional renewal options. Valley View was selected through a competitive proposal process
conducted in 2009/2010. The City spends approximately $10,000 - $15,000 for these services annually.
Internal policies require at least an informal proposal process for this dollar amount of servi ces; however, in an
abundance of caution, staff traditionally conducts a formal solicitation process. The annual dollar amount is
below City policies requiring Council approval, but the Local Government Code Section 2256, the Public Funds
Investment Act (PFIA), requires all such contracts be approved by the governing body.
The following process and timeline is planned for the proposals and the year-end investment reporting and
policy updates:
Request for proposals issued November 6, 2014
Annual investment report and policy review December 3, 2014 – Regular GGAF Meeting
Investment policy revisions December 9, 2014 – Regular Council Meeting
Due date for proposals December 11, 2014
Staff evaluations & interviews December 12 – January 10, 2015
Recommendation to Advisory Board January 28, 2015 – Regular GGAF meeting
Selection of successful firm February 10, 2015 – Regular Council Meeting
The RFP’s will follow best practices as outlined by the Government Finance Officers Association, and as
professional services, will be focused on best qualifications and best match for the City’s needs. The staff
review committee will consist of the three authorized investment officers for the City – Micki Rundell, CFO;
Susan Morgan, Finance Director and Lisa Haines, Controller.
This item was for informational purposes only. No action was required. The Board thanked Susan for the
update.
D. Update on uniform tax resolution and related process – Micki Rundell, Chief Financial Officer
Micki went over the item and explained the implications. T he Board directed Micki, with Joe Pondrom’s
assistance, to get with Alvin Lankford, Chief Appraiser for WCAD to develop a resolution and present to
Council, as well as, encourage other cities to participate. Keith reminded everyone that Joe’s is retired from the
Tax Office and will be an excellent resource and able to provide excellent assistance. The Board recommended
bringing this back to the GGAF Board if possible, but if not, do not delay presenting to Council in or to get it on
the floor of the General Assembly of TML in a timely manner.
Micki will get with Joe and Alvin to get the Resolution created and present the information to Council.
E. Adjourned at 4:10 p.m.
Adjournment
The meeting was adjourned at 4:40 pm.
_____________________________________
Board Chair