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HomeMy WebLinkAboutMinutes_GGAF_04.27.2016Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 27, 2016 at 4:30 PM The General Government and Finance Advisory Board will meet on Wednesday, April 27, 2016 at 4:30 PM at the Georgetown Communications and Technology Conference Room at 510 W 91 St., Georgetown, Texas. The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the Board Liaison, at least four (4) days prior to the scheduled meeting date, at (512) 930-3676 or City Hall at 113 East 81 Street for additional information; TTY users route through Relay Texas at 711. Board Members Present Keith Brainard, Chair Tommy Gonzalez, District 7 Thomas Bonham Severine Cushing Board Members Absent James Bralski Others Present None Keith Brainard, Chair, called meeting to order at 4:33p. Legislative Regular Agenda City Staff Present David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director John Sullivan, Fire Chief Wayne Nero, Police Chief Tadd Phillips, HR Director Laura Maloy, HR Assistant Director Kris Jolley, Administrative Assistant Danella Elliott, Executive Assistant Becky Huff, Assistant City Secretary Tracey Bousquet, HR Generalist A Review minutes from the March 30, 2016 GGAF meeting - Danella Elliott, Executive Assistant James Bralski proposed an amendment to the draft minutes as they were presented at the time of posting. This amendment was included for the meeting, as Mr. Bralski knew he would be absent from this meeting, to include a specific comment he had made regarding Item D from the March 301h meeting minutes. Keith Brainard stated that the Council approved the Fiscal & Budgetary policy using the word "practical". Mr. Brainard asked Leigh Wallace to confirm this language change and moved on to Item B to allow Ms. Wallace time to research his question. The board will revisit this item later in the meeting. B Consideration and possible action to approve the purchase of response gear from Municipal Emergency Services (MES), which is a sole source for TECGEN brand garments, at a cost not to exceed $71,000.00, for the remainder of fiscal year 2015-2016 - John Sullivan, Fire Chief Keith Brainard asked John Sullivan to explain this item to the Board. Mr. Sullivan described the request and stated that this would be authorizing Fire to move forward with this purchase. Tommy Gonzalez asked about how often these pieces of gear will need to be replaced. Mr. Sullivan addressed Mr. Gonzalez's question. Severine Cushing asked about when the previous items were purchased. Mr. Sullivan stated that these particular items have never been purchased and indicated that this product will provide a dual purpose and will provide longer life than previous gear. Mr. Brainard asked about how many items will be purchased. Mr. Sullivan stated that 105 sets would be purchased. Motion to approve by Tommy Gonzalez, second by Severine Cushing. Approved 4-0 (Mr. Bralski absent) Consideration and possible action to approve a proposed plan to expend project savings recognized from the closeout of the Public Safety Operations & Training Center project. - Wayne Nero, Chief of Police Wayne Nero provided update to proposed schedule from posted attachment on the dais (attached to these minutes) and began to discuss this item. David Morgan wanted to address the concerns the Board had at the February meeting about using bonds for items with less than useful life. Management has gone through the list and determined that there are a couple of items that fall into this category but it's not uncommon for these items to be lumped into a project like this. These items can be segregated out more on future projects. Tommy Gonzalez asked for clarification on a few of the items on the list: Tactical Bldg. Enhancements and Turf Mr. Nero addressed Mr. Gonzalez's questions with some input from David Morgan and Thomas Bonham. Severine Cushing asked a question regarding maintenance costs of turf as opposed to grass. Mr. Gonzalez commented that the City won't have to pay for water, mowing, or fertilizing; he feels the turf option is better even if they only consider the water related benefits. Keith Brainard addressed a question submitted by James Bralski via email (see attached) regarding open competitive bidding or sole source. Mr. Nero stated that they are still going through this process using a State contract Mr. Gonzalez asked if the relocation of the lockers is a necessity. Mr. Nero said that it is a necessity as they are about to outgrow their current space and don't have any room to grow. He also clarified that the majority of this cost is to resurface the floor as they will simply be moving lockers from a location where they are not being used as expected. Mr. Nero stated that the Obstacle Course portion of this item is not fully ready and that the amount listed is an estimate. There may be a need for additional funds to complete that item. Mr. Gonzalez wants to see this project finish under budget, and doesn't want to spend all the money. It would be nice to be able to tell the public that we came in under budget. Do want to explain hypotheticals for o -course. Lots of conversation between Mr. Nero and the Board Members about this. The Board asked if there is any opportunity to rent obstacle course out and get some pay back or revenue to help with maintenance; some way to make this course self-sustaining. Mr. Nero stated that it is possible, but that it would be limited to agencies with security clearance as the course is constructed behind the secure gates. Mr. Nero pointed out the addition of tables & chairs that was added to the list after the agenda was posted (see attached). Mr. Brainard asked Mr. Nero to clarify what items on the list were included as part of the original project and got knocked off along the way. Mr. Nero went through the list and indicated that most of the items on the list are things that were realized during the course of the project. Items like the key card readers, additional cameras, and tactical bldg. enhancements. The turf was not included in original, nor were the storage containers, lockers, fitness, or training cones Mr. Morgan noted that it's not uncommon to forget things in a project of this magnitude, and that most of these items fall into that category. Mr. Brainard looked to John Sullivan to ask what Fire has included in this request. Mr. Sullivan indicated that he is mostly at the meeting in support of the list as it is presented. Mr. Brainard asked for clarification with regards to the PPE Enclosure Mr. Sullivan addressed Mr. Brainard's question and identified that it is what is need to enable Fire to get their gear back into a contaminant free area as they had been storing things in the truck bays the need a more protected environment. Mr. Brainard asked if Fire is planning to abandon SMART911 & PulsePoint Bridge/CAD Mr. Morgan indicated that those items will come back to the Board, but that they will be requesting funds that are outside the project funds. Ms. Cushing asked if they needed to use a specific vendor for the tables and chairs Mr. Nero indicated that, yes, they will need to use a specific vendor as they need to make sure they are purchasing a product that is durable. Mr. Brainard made statement overviewing this item's details and identifying that potentially some of the remaining amount will be requested for the Obstacle Course. Motion to approve by Severine Cushing, second by Tommy Gonzalez. Approved 4-0 (Mr. Bralski absent) Review minutes from the March 30, 2016 GGAF meeting - Danella Elliott, Executive Assistant Tommy Gonzalez requested that the board return to Item A Leigh Wallace stated that the Council approved the Fiscal & Budgetary Policy with the language "as soon as practical" Tommy Gonzalez motioned to approve the minutes for the March 30, 2016 meeting as amended, second by Thomas Bonham. Approved 4-0 (Mr. Bralski absent) Employee Compensation update - Tadd Phillips, HR Director Tadd Phillips delivered a presentation regarding the City's employee compensation program. This presentation provided a look forward and Mr. Phillips requested and encouraged feedback, comments, and questions from the Board. Mr. Phillips addressed Tommy Gonzalez question about Market Data from a previous meeting. He also introduced Laura Maloy & Tracey Bousquet as both having experience in compensation, and being integral in the evaluation of these analyses. Mr. Phillips continued his presentation. Keith Brainard inquired about the core group of cities and whether any of them would be changing. Tommy Gonzalez also suggested that, for some positions we should be looking at a tighter distance radius. Tadd addressed both questions and clarified the Market Summary slide by stating that for 64% of job titles, focus is on Central Texas cities, Waco is only non-utility but is good competitor for Fire. Mr. Phillips continued his presentation. Mr. Gonzalez asked how we keep from getting into a situation of trying to keep up with a city that is trying to stay ahead of us. Mr. Phillips described the process that HR goes through to complete these market studies, including a sit-down with department heads. David Morgan mentioned that the City tries to be in the market at mid-range. Mr. Phillips added that the City uses 5 or more data points and doesn't just compare against 1 or 2. Mr. Brainard asked if we have any employees who are above market. Mr. Phillips said that the City does have a few positions above market, but that those positions won't see a market increase for a period of time, until the market catches up. Mr. Phillips continued his presentation and noted that Council will see market increases built into the City Manager's Proposed Budget this year. Mr. Phillips stated that Civil Service employees are a little different than the employees throughout the rest of the City, but that those positions are being looked at in a similar manner. Mr. Gonzalez mentioned that the City sped up the steps for Police, but now we need to look at that for Fire with the hopes that by 3rd year, the likelihood of firefighters leaving the City for pay is very low. Mr. Morgan said that they are working towards making it less desirable for Fire personnel to leave in the early years. Mr. Brainard asked if anything was being done to deter the employees who shouldn't be encouraged to stay. Mr. Phillips stated that the City has an 18 -month probationary period to help with this. Mr. Gonzalez inquired about the City's turnover rates and asked if HR is keeping track of them. Mr. Phillips stated that the City is currently looking at about an 8% turnover rate, including Civil Service. Mr. Gonzalez stated that he would like to see a lower rate for Civil Service position as it's more expensive to train people into these positions. Mr. Phillips continued his presentation by stating that HR is just in the planning stages of this process, but wanted to give the Board some highlights today. No action required Public Wishing to Address the Board 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 Board Liaison on the dais, 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 Board Liaison no later than noon on the Friday prior to the Wednesday 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. - At the time of posting, no persons had signed up to address the Board Adjournment Motion to adjourn by Tommy Gonzalez at 5:35pm, second by Severin Cushing. Approved 4-0 (Mr. Bralski absent) 0*,�,"46,1k4;L Keit rainard Vatd Board Chair Thomas Bonh Date Board Secretary Danella Elliott Date Board Liaison PSOTC UNOBLIGATED FUNDS PROPOSAL UPDATE 042716 Aothe P8UTCproject iodooadout, itioanticipated there will baapproximately $G47.6O1.23inremaining funds. There is currently $44.218.24 remaining in obligated FFEfundo. which are in the final process of being spent. This will leave an anticipated $603,381.99 in remaining and unobligated funds from the project after closeout. Further, there is the potential to recognize another $38,552.50 in savings depending upon reimbursement from the architect regarding closing out irrigation repairs. ThensfonS, the bent case in remaining unoh!iQohad funds is anticipated to be $641.934.49 and the worst case is anticipated to be $603.381.99. Chief Nero and Chief Sullivan are proposingthe following plan to expend a portion of the remaining funds on various projects that were originallyunfundgd.une ,babled.O[nowpnaoenteviabkaopportundx TOTAL PROJECT REQUESfS1- $490,488.16 POLICE PROJECTS $389,488.16 Key Card Readers (4) $18,781.98 Additional Cameras $20,777.00 Tactical Bldg Enhancement $23,175.35 LEOPARD/Turf $140,000 Conex Storage Containers (5) $24,000 Relocate Lockers $27,027.73 Fitness/Wellness $47,194.21 EVOC Training Cones $5,173.63 O'Course/Phase 1 $50,000 (PENDING)* Additional Tables/Chairs $33,358.26 FIRE PROJECTS $101,000 EOC Enhancements $35,000 (IN PROGRESS) Flash Over Chamber $56,000 (IN PROGRESS) PPE Enclosure $10,000 SMART -911 G The requests total $490,488.16. If all projects were approved, a minimum of $112,893.83 would remain in unobligated funds.