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HomeMy WebLinkAboutMinutes_GGAF_01.15.2016Minutes of the Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas January 15, 2016 The General Government and Finance Advisory Board met at 3:30 p.m. on Friday, January 15, 2016 in the Georgetown Communications and Technology Conference Room, located at 510 West 9`'' Street, Georgetown, Texas MEMBERS PRESENT: Keith Brainard, Chair, Tommy Gonzalez, John Hesser, Ralph Mason MEMBERS ABSENT: Thomas Bonham STAFF/OTHERS PRESENT: David Morgan, Laurie Brewer, Lisa Haines, Trina Bickford, Chris Bryce, Paul Diaz, Kimberly Garrett, Terry Putnam, Citizen, Susan Firth, Citizen 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 8`t' 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 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 3:40 p.m. A. Review minutes from the November 19, 2015 GGAF meeting— Danella Elliott, Executive Assistant Motion by Hesser; seconded by Mason. Unanimously approved. B. Consideration and possible approval to purchase 17 replacement laptops for emergency service vehicles from ARC IT Services for an amount of $76,831.45 — Chris Bryce, IT Director Chris Bryce, IT Director, explained that City of Georgetown Police and Fire vehicles are equipped with Panasonic Toughbook ruggedized laptops that provide access to the mission critical software applications needed by emergency responders. Each year, the City replaces a portion of those laptops due to wear and tear. This request will replace 16 older Toughbooks and add one additional device for use in EMS vehicles. These will be used as "spares" as the others need replacements. Prior to 2010, the City replaced Toughbooks on an irregular schedule which often resulted in large, unexpected costs to replace or repair a large number of failing machines at once. To prevent that, the City established a replacement schedule for all Toughbooks. They were initially replaced every three years. However, by tracking maintenance requests on Toughbooks, it has been determined that a five year replacement schedule is more appropriate and cost effective. Also, five year extended warranties are purchased on the Toughbooks to prevent excessive repair costs in any given year. Reconditioned spare Toughbooks are also maintained for use when the primary machines are out for repair. ARC IT Services is an Austin based reseller for Panasonic Toughbooks. All pricing is in accordance with Texas Department of Information Resources contract numbers DIR-TSO-2520 and DIR-SDD-1934 and all items were budgeted during the FY 2016 budget process. Motion by Hesser; seconded by Mason. Unanimously approved. C. Consideration and possible approval to purchase expansion servers for the City's server backup system from LH Computer Services for a total amount of $92,946 — Chris Bryce, IT Director Chris reported that this item is a request to purchase two (2) expansion devices for the City's server backup system. The City uses an industry leading server backup technology manufactured by the U.S. based Exagrid company. The technology works by constantly making copies, or "snapshots", of the City's servers and storing them in a way that allows the servers to be instantly restored in the event of a disaster. It also stores redundant "disaster recovery" snapshots of the servers off-site in the event that equipment in the City's primary data center is physically damaged. The two new expansion appliances will increase the capacity of the system to accommodate current growth and increase the amount of historical backups the City can store. Currently, the City maintains "instant" backups for a period of fifteen (15) days and disaster recovery backups for about seven (7) days. The expansions will allow us to increase the instant backups to thirty (30) days and disaster recovery backups to one (1) year. All items were budgeted during the FY 2016 budget process as a service level increase. Motion by Hesser; seconded by Mason. Unanimously approved. D. Consideration and possible approval to purchase replacement IT servers and networking equipment for the Georgetown Communications and Technology datacenter for an amount of $678,873.31— Chris Bryce, IT Director Chris explained that this item is a request to purchase the needed equipment and services to replace portions of the City's IT infrastructure that have reached end -of -life or end -of -support. The new equipment will also add capacity needed to accommodate growth in technology use. There are several components of this project: 1. The City's main virtual server hosts will be replaced. Seven of these large host servers run 90% of the City's mission critical applications. They are seven to eight years old and are no longer supported by IBM (three to five years is the standard lifespan for critical servers). They will be replaced by eight (8) Cisco Unified Computing System servers in a more efficient "blade" style configuration. 2. The increased speeds of the new servers will require that some networking equipment in the datacenter be upgraded. This will include replacement of the City's two core network switches. 3. Virtual servers and virtual desktop capacities will be increased to accommodate the requirements of the new Customer Information System (CIS) software. Two (2) additional Cisco virtual server hosts and two (2) Hewlett-Packard virtual desktop hosts are specified to meet those requirements. The project includes purchases from two separate vendors: 1. Cisco networking equipment and Cisco servers (10) will be purchased from Presidio Networked Solutions Group, LLC for an amount of $550,122.77. 2. Hewlett-Packard servers (4) will be purchased from Sequel Data Systems Incorporated for an amount of $128,750.54. All purchases will be made in accordance with pricing set in Texas Department of Information Resources contracts DIR-TSO-2544 and DIR-TSO-2538. All items were budgeted during the FY 2016 budget process as part of the IT equipment replacement schedule and as part of the CIS project budget. Motion by Hesser; seconded by Gonzalez. Unanimously approved E. Discussion of the City's miscellaneous long-term commitments, reservations and other unfunded liabilities - Laurie Brewer, Assistant City Manager Skipped to Iters: F F. Overview of the City's Debt Program, including current outstanding and proposed debt obligations - Laurie Brewer, Assistant City Manager Laurie Brewer, Assistant City Manager informed the Board that each year in preparation for the annual bond issuance process, staff prepares an overview of the City's current outstanding debt obligations, as well as, a preview of the upcoming bond issue that the Council will consider in April 2016. Laurie gave a Debt presentation and answered questions and led discussion. She explained that the presentation provides a background on the City's debt management program, as well as, debt benchmark and comparison indicators. This overview included Revenue Bonds related to the City's utilities, as well as, both self-supporting and taxable general debt obligations. Laurie thanked Lisa Haines, Controller and Paul Diaz, Budget Manager for their hard work and noted that this annual presentation is also a requirement of the City's Fiscal and Budgetary Policy. Keith Brainard, Chair also expressed his appreciation for all of the hard work and noted that this presentation will be presented to Council at the February 9" meeting. Terry Putnam (citizen) spoke and gave some statistics and comments on long-term debt. He gave "Kudos" to staff and said that the information was very valuable. Susan Firth (citizen) is President of the Georgetown Heritage Society. She spoke on behalf of the Grace Heritage Church and just noted that she is very concerned about the condition of the building and asked for consideration in funding to help with the deterioration. Tommy suggested putting money in the Parks and Recreation budget, but stop the deteriorating now and then make it part of the regular budget cycle. Keith thanked both for attending and participating in the meeting. G. Consideration and possible recommendation on the potential uses of the Council's Excess Revenues Special Revenue Fund/Year End 2015 General Fund excess - Laurie Brewer, Assistant City Manager Keith noted that staff was making good progress and has done a great job on identifying the long-term commitments and liabilities, and asked GGAF Board members to "digest" the "absorb" the information provided on both Items E and G and it will be discussed and talk about it more lengthy next month. Motion by Gonzales, seconded by Hesser to adjourn. Unanimously approved. The meeting adjourned at 4:50 p.m. IAdjournment The meeting was adjourned at 430 pm. Z/Z Keith Brainard Ddte Board Chair Thomas Bonham Date Board Secretary A C- & -L Danella Elliott Date Board Liaison