HomeMy WebLinkAboutMinutes_GGAF_12.03.2014 Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
December 3, 2014
These minutes were unanimously approved at the January 7, 2015 GGAF Meeting.
The General Government and Finance Advisory Board met at 3:30 p.m. on Wednesday, December 3, 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, Joe Pondrom, Ralph Mason
MEMBERS ABSENT: Jerry Hammerlun
STAFF/OTHERS
PRESENT: Micki Rundell, Laurie Brewer, Susan Morgan, Bridget Chapman, Mike Peters, Stan
Hohman, Wayne Nero, John Sullivan, Clay Shell, Tadd Phillips, Trish Long, Eric Nuner,
Kimberly Garett, Susan Anderson (Valley View Investments)
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:
Keith Brainard, Chair, called to meeting to order at 3:31 p.m.
A. Review minutes from the December 3rd, 2014 GGAF meetings – Danella Elliott, Executive
Assistant
Unanimously approved.
B. Purchase of Veeam/Exagrid Data Backup System from LH Computer Services for $73,162 –
James Davis, IT Operations Manager and Mike Peters, Information Technology Director
Mike Peters presented this item and noted that staff requests approval for the purchase of Veeam
software and Exagrid storage hardware as a data backup system for the City’s main server and storage
platforms. This product will routinely back up system data to both local and offsite devices to protect
against a major equipment or software failure, and also provides archive storage of older backups as
needed. The City’s existing product for this purpose is being discontinued in approximately one year,
which is why a replacement product is needed.
Mike noted that the item previously brought for GGAF’s approval was for maintenance, etc. This is
for new equipment/software. LF Computer Services is supplying these products under GSA contract
number GS-35F-4342D.
Unanimously approved.
C. Consideration and possible action for the approval to purchase vehicles in the amount of
$556,790.10 - Stan Hohman, Fleet Maintenance Supervisor and Micki Rundell, Chief Financial
Officer
Stan Hohman noted that these vehicles will be purchased through a public bid and cooperative
purchasing agreements. They 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.
He also informed the board that that Mac Haik and Don Hewlett were both “courtesy contacted”.
Stan pointed out that out of the 19 units requesting purchase approval, 11 of these are replacements
and 8 are new additions.
The board members would like a quarterly report of auction items to be reported to Council, as well
as to the GGAF Board.
Unanimously approved.
Item H was moved forward…
H. 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 - Tadd Phillips, Director of Human
Resources and Civil Service
Tadd Phillips explained that 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. This is required each year.
The changes for this year are as follows:
Fire – Adding 9 new Firefighter positions
Police – Adding 3 new Police Officer/Detective positions, funded in April 1st, 2015.
Tommy suggested that Chief Nero and Tadd get together and take a closer look at positions, as it
seems to be “top heavy” with supervisors. He suggested that when it goes to Council, include a
table/work chart that answers questions of “who reports to who”. He thinks this will help to answer
any questions that might arise.
Ralph asked him to make sure levels are in place and that we will continue to be competitive in the
market.
Unanimously approved.
I. Consideration and possible action to approve an embedded technician to be provided by
Convergint Technologies, the City’s current security, video surveillance, and access control
provider, in the amount of $81,700.00. Trish Long, Facilities Supervisor, Eric Nuner, Parks
and Recreation Assistant Director and Laurie Brewer, Assistant City Manager
Trish Long explained that Convergint Technologies is the City’s security, video surveillance, and
access control provider. Currently, when service is needed, a call is placed for a technician that may
or may not be familiar with our facilities’ security systems. Convergint Technologies will provide a
trained embedded technician to facilitate City-wide security service, preventative maintenance, and
installation work. This person will be an employee of Convergint Technologies, but have dedicated
time to the City. This technician will be familiar with the City’s current security systems and will
provide all preventive and current maintenance needs, and we will not be charged for the maintenance
or repair call, just a device charge that may need replacement. The City currently pays approximately
$60,000 per year which includes a customer service plan and calls for service. For the additional
$20,000 cost, the City will gain a preventative maintenance plan, a dedicated and trained technician
on City security systems, and support for the increased security devices and cameras with the Public
Safety Complex going on line in the near future.
The technician will be dedicated half-time at City facilities on predetermined days during the course
of one full year upon approval. The intent and advantage to the City will include faster response times
and increased service levels as the technician will have an intimate awareness of each of the security
items, locations, and processes. Other companies in the Central Texas area using an embedded
technician for their security needs are Seton Hospital Network and Valero. They are currently
negotiating proposals with Georgetown ISD and Capital Metro.
This technician will also help in developing additional process (Account Playbook) for increased
efficiency for project and service work in the future.
This document describes the dedicated resource responsibilities for the ongoing support,
programming, and service of the Lenel Access Control System and Avigilon VMS along with other
service requirements for the City of Georgetown security needs. This technician will be licensed by
the Texas Department of Private Security Bureau as a part of the B10716C License held by
Convergint Technologies with Texas DPS and will comply with all Criminal and Security
background reviews required by the State of Texas. The dedicated resource will be responsible for
the overall management of the existing Lenel Access Control System as well as the Avigilon Video
Management System and will report directly to your facility on a regularly scheduled basis to perform
the assigned tasks as needed.
Trish noted that we are doubling the amount of devices we have to monitor/maintain. She answered
questions about the number/location of cameras. It was suggested to create a written policy for
uniformity as to the length of time back-ups are retained, i.e., Level 1 Security, Level 2 Security, etc.
Staff is recommending Convergint Technologies provide the City with an embedded technician in the
amount of $81,700.
Unanimously approved.
J. Consideration and possible action to award outdoor pool deck recoating and repairs at the
Georgetown Recreation Center to Progressive Commercial Aquatics, Inc. of Manor, Texas in
the amount of $91,000.00. Trish Long, Facilities Supervisor, Eric Nuner, Parks and Recreation
Assistant Director and Laurie Brewer, Assistant City Manager
Trish explained that this was first brought to GGAF in October and at that time, the Board asked for
further information. Staff contacted several other municipalities including Baytown, The Woodlands,
San Marcos, Austin, and Temple. All have utilized the product within the last six years and reported
no issues. Several of them reported the same issues with early failure of other products. One also
noted they are currently replacing a pool deck surface with Advanced Coating. Based upon
discussions with other municipalities and their experiences, we feel maintaining our original
estimated 10 year repair/replacement schedule will be sufficient for the Advanced Coating.
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 users. The current pool deck coating
has deteriorated over the last 6 years resulting in trip hazards and areas where the coating has chipped
away. Staff had planned for the replacement of the pool deck since the recreation center was opened
and was originally planned for a 10 year replacement schedule. However, it is important to replace
this coating now 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 and they have completed many aquatic
projects over the years. Their Advance Coatings has been utilized by the City at the Recreation Center
indoor pool for over a year as well as River Ridge Pool with good success over the last seven months.
Staff previously utilized three other options prior to applying the Advanced Coatings at the indoor
pool but they all failed within two months. Advanced Coating utilizes a 4% PVA acrylic polymer
whereas their primary competitor’s specification is a 3% polymer. Their formulation creates a
stronger, more durable product.
Progressive Commercial Aquatics is the sole dealer for Advanced Coating Inc. in Texas. The
Purchasing Department has verified this purchase meets Sate purchasing requirements for a sole
source purchase. Additionally, staff has verified this product is available through a BuyBoard
cooperative purchasing contract but the City is receiving a deeper discount than is provided through
this agreement.
Staff recommends the approval of the sole source project for pool decking repair at the Recreation
Center outdoor pool to Progressive Commercial Aquatics, Inc of Manor, Texas in the amount of
$91,000.
Unanimously approved.
D. Provide a current state of the alarm program – Wayne Nero, Police Chief
Chief Nero explained the current state of the alarm program and went over options for fees and fines
and asked for direction for opportunities to revise the ordinance.
The Board agreed on Option 2 and to make sure that Public Awareness is considered, i.e. notifying
the public that property owners of alarms must register annually via the Williamson County Sun, as
well as putting in the Reporter.
Option 2 with recommended changes:
Registered alarm permit holder fees:
• Residential
o $25/yr
Annual Renewal – (no 3 year renewal option offered)
• Commercial
o $35/yr
Annual Renewal – (no 3 year renewal option offered)
• Education available
o Free crime prevention specialist for education (included)
o Provide alarm course to educate public (included)
Non-registered alarm penalties for no alarm permit:
o 1 free for no alarm
Notice sent with information and 30 days to obtain permit
o If no permit is obtained within the 30 days, and after 2+ and each subsequent 30
day notice, if they have not obtained a permit within the 30 days, assess a fine of:
$200/each plus non permit fee
Panic alarm penalties for repeat offenders – set a separate policy:
• Provide separate fine schedule for repeat false alarm offenders if the alarm is a panic alarm
• Graduated fee structure for
o 1 free
Chance to educate
o 2 - 3
$100/each
o 4 – 5
$250 each
o 6 +
$500/each
The Board agreed that there is no need to bring this before GGAF Again. It will be on the first
Council meeting in January.
E. Consideration and possible action to approve the purchase of two Panasonic Toughbook CF53
laptop computers and 10 Panasonic FZG1 Tablet Computers and associated accessories. – Clay
Shell, Assistant Fire Chief
Chief Sullivan noted that Austin Ribbon and Cable is a local Panasonic Reseller. DIR Contract# DIR-
TSO-2520
These items will be used in the implementation of the Georgetown Fire Department Medical
Response program.
The two CF53 laptop computers will be utilized in the cabs of the two (2) transitional response
vehicles (TRV’s). These computers will maintain communications with and display the City’s
Computer Aided Dispatch System (CAD). This enables the personnel in the unit to see maps, incident
details, location history and notes from other responders.
The FZG1 tablet computers will be utilized by medical personnel to maintain Patient Care Reports
(PCR). These devices will also allow communications with medical monitors, area hospitals and
surrounding agency responders.
The City has used Panasonic computers for more than 10 years due to exceptional customer support,
dependability and continuity within the organization, and staff recommends purchasing the following:
Cost breakdown:
Two CF52 laptop computers with four year warranty @ $3068.00
Ten FZG1 tablet computers with 4 year warranty @ $3,239.58
Ten FZG1 laptop cradles @ $292.54
Ten Extended Life Tablet Batteries @ $153.96
Ten AC Adaptors @ $61.59
Total - $43,612.70
Unanimously approved.
F. Consideration and possible action to approve the purchase of the Phoenix G2 Fire Station
Alerting System by US Digital Designs (USDD) from SHI International through the existing
government contract purchase price not to exceed of $230,000.00 – John Sullivan, Fire Chief
Chief Sullivan explained that the Phoenix G2 Fire Station Alerting System will help reduce dispatch call
processing time by instantaneously alerting the right fire unit / fire station so we can respond more efficiently
and with better information.
This system integrates with our OSSI CAD system, providing fully automated text-to-speech voice
dispatching alerts. Using a calm, crystal-clear male or female voice, dispatches are delivered digitally or through a
voice radio system from the dispatch center to the fire stations .
VoiceAlert is an alternative to a person speaking dispatch information for each call. The speech is generated in a
fraction of a second and sent to individual stations simultaneously, relieving dispatchers of the time-
consuming task of speaking with each station. This reduces human error and the dispatcher workload and stress,
enabling them to perform other time-critical tasks, such staying in communications with the caller or as processing
the next call.
Staff recommends purchasing the Phoenix G2 Fire Station Alerting System by US Digital Designs (USDD)
from SHI International through the existing government contract purchase price not to exceed of $230,000.00.
Unanimously approved.
G. Consideration and possible action to approve the purchase of three (3) Phillips HeartStart MRx
ALS Cardiac Monitor/Defibrillators from Phillips Healthcare through the purchasing
cooperative Inter-local agreement with Williamson County. Contract purchase pricing
resulting from the Williamson County RFP would be $74,678.00 for three (3) units – Hank
Jones, Battalion Chief
Chief Sullivan noted that Phillips Healthcare is a division of Phillips Electronics North America
Corporation. (Dealer Direct). The Phillips HeartStart MRx Cardiac Monitor/Defibrillator will be
used in the implementation of the Georgetown Fire Department Medical Response program and will
be utilized on the transitional response vehicles (TRVs).
The Phillips HeartStart MRx Cardiac Monitor/Defibrillator will be purchased off of the Williamson
County RFP specifications creating a regionally compatible likeness with the existing Williamson
County EMS model. The Georgetown Fire Department EMS Steering Committee evaluated three
Cardiac Monitor/Defibrillator vendors including the ZOLL X series, Phillips MRx and Physio
Control Lifepak 15.
Chief noted that they are applying for a grant to get one per TRV, etc. Staff recommends purchasing:
Cost breakdown:
$65,909.00 – three (3) Phillips HeartStart MRx Cardiac Monitor/Defibrillator
$8,769.00 – three year extended service warranty
Total - $74,678.00
Unanimously approved.
K. Consideration and possible action to contract with Carl Walker, Inc for Professional Services
for a Comprehensive Parking Study & Conceptual Design of Parking Structure for the amount
not to exceed $175,000 –Laurie Brewer, Assistant City Manager
In FY 2013/2014 City Council appropriated funds to complete a comprehensive study and conceptual
design related to downtown parking and a downtown parking structure. An RFQ was issued on
September 18th and closed on October 1st. Five proposals were submitted and on September 23, City
Council approved the selection committee to review the proposal. Interviews were held on November
4th and Carl Walker, Inc was unanimously chosen as the most qualified proposer.
Laurie noted that staff is requesting approval to contract with Carl Walker, Inc for Professional
Services for a Comprehensive Parking Study & Conceptual Design of Parking Structure. The study
will provide the best location, best price, enhancing what we already have, and look at long range
plans, etc. Tommy noted that we want to make it as comprehensive as possible and make sure growth
patterns, density, etc. are all taken into consideration, as this study needs to encompass all areas and
be as comprehensive as possible. This will ensure that bases are covered and they are familiar with
all needs and existing sites, etc.
The original proposal called for only four site visits for a total cost $160,760. Staff is requesting
additional site visits in order to accommodate, include, and inform additional stakeholders during the
study development. The additional site visits, (up to 8, including labor and travel costs) are the source
of the request for the price increase of the contract, which will not exceed $212,550.
Unanimously approved.
L. Discussion and possible direction to provide feedback on the potential Request for
Qualifications for Professional Services for Architectural Design and Engineering for
Renovating the 1987 Library and the Georgetown Communication and Technology Building, a
New Plaza Canopy, and Preparing a Master Signage Plan for the City Center - Laurie Brewer,
Assistant City Manager
Laurie reminded the Board that the City is seeking professional architectural and engineering
consultants to provide architectural services for Professional Services for Architectural Design and
Engineering for:
• Renovating the 1987 Library;
• Renovating the Georgetown Communication and Technology (GCAT) Building;
• A New Plaza Canopy, and;
• Preparing a Master Signage Plan for the City Center.
This is very high profile, and a center point. She would like feedback and discussion on the RFQ
before it goes out. These qualifications were developed relying upon the recently updated Downtown
Master Plan, the Georgetown City Center feasibility study completed by Winter & Company and the
Facilities Master Plan Study completed by Ron Hobbs Architects. The draft RFQ was reviewed by
internal staff and Winter & Co. This information is being provided to the GGAF to determine if there
are additional qualifications that should be considered in procuring these professional services.
Tommy suggested that we wait until the parking study is complete to make sure all are
communicating and on the same page. Mayor suggested Councilmembers Hammerlun and Jonrowe
and asked that if the GGAF Board has additional criteria, to please let her know. We want to make
sure that the firm understands the culture of Georgetown, capture the feeling since it is relatively
unique and look at the existing projects.
Council funded $1,280,000 in fiscal year 2014-2015 for phase 1 of the Downtown City Center
project. This includes funding for designing the GCAT renovation and constructing the GCAT
renovation ($600,000), and designing the renovation 1987 Library ($300,000). Staff will be
requesting funding for renovating the 1987 Library in FY 2015/2016 ($1,700,000).
Laurie said that this is a really big project and wanted consensus that we are moving in the right
direction. Right now, the process is (1) gather information for the RFQ (2) Issue/advertise RFQ
through the end of January (3) Council Selection Committee in January (4) Select the firm that is
right and understands our future needs.
The Board requested updates to GGAF as the project moves along, but feels confident that everything
is progressing as it should.
Item O was moved up on the Agenda.
O. Consideration and possible action to recommend a Resolution of Support for legislative changes
that will encourage changes in sales price disclosure practices that result in equal and uniform
property taxes within the State - Micki Rundell, Chief Financial Officer
Micki reminded the Board that this item was originally discussed at the October 29, 2014 General
Government and Finance Advisory Board (GGAF) meeting. At that time, it was recommended that
Micki and Joe Pondrom work with WCAD to develop a Resolution of Support to present to the
legislation and to make the public more aware.
Currently, the State of Texas does not mandate sales disclosure, but due to residential real estate
websites that share much of this information, residential values are fairly representative of actual
market conditions. Yet, at the same time, WCAD has very limited access to commercial and high end
residential property sales and market information, and thus, those related properties are often
undervalued and pay less than their fair share of property taxes. Various professional associations,
including tax assessors and appraisal districts are working with legislators in support of changes to the
State Tax Code to allow for full disclosure and require sharing attorney’s fees fairly among parties.
Alvin Lankford, Chief Appraiser, Williamson Central Appraisal District provided information about
this topic at the November 25 Council workshop.
The Resolution of Support for requiring the disclosure of sales prices for all property types in Texas
was included. If approved by City Council on December 9, the resolution will be forwarded to
legislative leaders in Austin.
Unanimously approved.
M. Consideration and possible action to recommend a resolution giving staff the approval to
conduct business with various banking institutions and to appoint “Representatives of the
Depositor” – Susan Morgan, CPA, Finance Director
Susan explained that this resolution authorizes the City’s investment officers, listed below, to be
Representatives of the Depositor and each are hereby authorized to open accounts, to issue letters of
instruction, and to take all other actions deemed necessary or appropriate for the purpose of
conducting non-primary bank depository services.
This resolution will also serve as an Incumbency Certificate for those institutions requiring it. Any
action taken will be in accordance with the City’s Investment Policy. TexasTERM/TexasDAILY,
Bank of New York Melon, BankTexas and Independent Bank have been added to the list since it was
last updated in January 2013.
There are no changes to the City’s investment officers:
Micki Rundell Chief Financial Officer
Susan Morgan Finance Director
Lisa Haines Controller
Staff is recommending an update to the banking authorization resolution. It is required when staffing
changes occur, but staff recommends it be updated periodically along with the Investment Policy
review. This is an administrative item presented for GGAF’s review.
Unanimously approved.
N. Review of proposed changes to the City’s investment policy – Susan Morgan, CPA, Finance
Director
Susan Morgan went over the Investment Policy presentation and noted that the City’s financial
investments are guided by the City’s investment policy, which was created in compliance with
Chapter 2256 of the Texas Government Code. This state law requires that a governing body review
its investment policy annually. Staff will review the policy, investment activity during the 2013/14,
investment strategies and provide a market review & outlook by the City’s investment advisor. The
City’s policy was last reviewed by GGAF on December 2, 2013 and approved by Council on
December 10, 2013.
The proposed changes to the policy include only minor adjustments, outlined below. The Texas
Legislature has not met since the last policy update; however, staff will monitor any changes made
during its upcoming 2015 session.
Staff recommends the following minor updates to the policy.
• Section 1.3 Objectives – Move the Texas Government Code cite to the front of the policy.
• Section 4.1.2 US Treasuries and Agencies – Expand definitional language to this section.
• Section 6.2 Annual Reporting – Add clarification to specify GGAF for the annual reporting.
• Broker/Dealer Listing – Remove Bank of America/Merrill Lynch from the approved list. This
firm will not sign the requisite investment policy certifications and is no longer active in the
Texas local government market. The remaining 6 firms give the City more than adequate
selection options.
Tommy asked to see a copy of the Banking RFP to see if there are better options, etc.
Ms. Anderson, with the City’s Investment Advisor, Valley View Consulting L.L.C., presented an
overview of the City’s investments and market conditions at the meeting. She answered questions
and discussed current market conditions, etc.
Mr. Brainard had to exit the meeting due to a prior commitment.
The Board thanked Ms. Anderson for her input and information following her presentation.
O. Adjourn
Adjournment
The meeting was adjourned at 5:45 pm.
_____________________________________
Board Chair