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HomeMy WebLinkAboutMinutes_GGAF_05.25.2016Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 25, 2016 at 4:30 PM The General Government and Finance Advisory Board will meet on Wednesday, May 25, 2016 at 4:30 PM at the Historic Light and Waterworks Building (HLWW) Large Conference Room, located at 406 West 8`h Street, 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 81h Street for additional information; TTY users route through Relay Texas at 711. Board Members Present Keith Brainard, Chair, District 2 Severine Cushing, Citizen Member James Bralski, Citizen Member Board Members Absent Tommy Gonzalez, District 7 Thomas Bonham, Citizen Member Others Present None City Staff Present David Morgan, City Manager Chris Bryce, IT Director Leigh Wallace, Finance Director Greg Berglund, Assistant IT Director Jack Daly, Assistant to the City Manager Trish Long, Facilities Superintendent Mike Stasny Michel Sorrell, Controller Becky Huff, Assistant City Secretary Kris Jolley, Administrative Assistant Trina Bickford, Purchasing Manager Keith Brainard, Board Chair, called the meeting to order at 4:30p. Legislative Regular Agenda A Review minutes from the April 27, 2016 General Government and Finance(GGAF) Advisory Board -- Danella Elliott, Executive Assistant Board did not have any comments regarding these minutes. Motion to approve the minutes by Severine Cushing, second by James Bralski. Approved 3-0 (Tommy Gonzalez and Thomas Bonham absent) B Consideration and possible approval of an appropriation of $91,006.32 to Infor Public Sector, Incorporated for annual maintenance on the Infor Enterprise Asset Management software system -- Chris Bryce, Director, Information Technology Chris Bryce, IT Director addressed the board. Explained that this money is for the annual maintenance for the Infor Enterprise Asset Management system. Keith Brainard asked if this is for Fleet Management and asked Mr. Bryce to give some details about what the total $91 K is for, this goes beyond Fleet ... all of Infor system together Mr. Bryce explained that the Fleet module is part of this request and gave some more details about the timeline of Infor use at the City. He also briefly outlined what this funding will cover. James Bralski, asked about how many user accounts have been added. Mr. Bryce addressed question by giving some details about the user accounts that have been added. Mr. Brainard mentioned that IT had once provided the board with a schedule of all ongoing licenses and wondered if that could be brought back. Mr. Bryce will present that schedule to Council with the IT budget presentation in June. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 25, 2016 at 4:30 PM Motion to approve Item B by James Bralski, second by Severine Cushing. Approved 3-0 (Tommy Gonzalez and Thomas Bonham absent) C Consideration and possible action to recommend contracting with DecorIQ of Fate, Texas, pending City Council appropriation in the FY2017 budget, in the amount not to exceed $87,400.00 for the leasing, installation, maintenance, and removal of the 2016 holiday lights, the installation and maintenance of the building cornice lights, and the installation and removal of the holiday wreaths and tree -- Jack Daly, Assistant to the City Manager and Trish Long, Facilities Superintendent Jack Daly, Assistant to the City Manager Jack explained why this is coming to the board so early as the holiday season is still 5-6 months away. The City would like to use the same vendor as last year and would like to get on their schedule before they are booked up. James Bralski asked how this is affiliated to the lighting ceremony as it relates to the lighting event with Main Street. Mr. Daly addressed Mr. Bralski's question and gave details about where the funding for this event comes from. Keith Brainard asked about what will be new this year. Mr. Daly explained that the City will be not expanding scope of work and stated that the electric infrastructure downtown is at capacity with the lighting design as it is. Mr. Brainard asked about what the county pays for. Mr. Daly stated that Williamson County doesn't contribute to the lighting except for the lighting of the Court House building itself. Mr. Brainard asked if we have asked them to help? Mr. Daly stated that the City has asked but doesn't recall the result. Jack is happy to research that and get back to the board with the details. Mr. Brainard asked if county is paying for any of the electricity. Trish Long stated that the trees on the Court House lawn are plugged into County paid outlets, but that is all. Motion to approve Item C by Severine Cushing, second by James Bralski. Approved 3-0 (Tommy Gonzalez and Thomas Bonham absent) D Consideration and possible approval of a contract with Suddenlink Communications to provide dedicated Internet services for a total of $160,380.00 over three years -- Greg Berglund, Assistant Director, Information Technology Greg Berglund, Assistant IT Director, addressed the board and described the request and highlighted the big changes (expanding the bandwidth, slight monthly price increase), and informed the board that Suddenlink is a sole provider for these services. Keith Brainard asked if we pay Channel 10. Mr. Berglund stated that we do pay. Chris Bryce clarified that the City pays for the fiber line but not the channel. Mr. Brainard asked if this is a new contract. Mr. Berglund stated that it is, and includes an increase of bandwidth. Mr. Brainard asked about who the users are. Mr. Berglund stated that this bandwidth is used by city staff as well as the public Wi-Fi. Mr. Brainard asked how this is this funded. Mr. Berglund stated that these funds are distributed out to all City departments via the Information Technology Internal Service Fund. Mr. Bryce stated that he will be addressing Council with more details as part of the IT June presentation to Council. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 25, 2016 at 4:30 PM Mr. Brainard asked about how much more the City will be paying each month. Mr. Bryce stated that it would not be much, roughly $500 per month. Motion to approve Item D by Severine Cushing, second by James Bralski. Approved 3-0 (Tommy Gonzalez and Thomas Bonham absent) 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 the meeting at 4:51 pm by Severine Cushing, second by James Bralski. Approved 5-0. Keith Brainard Date Board Chair Thomas Bonham' -Date ' t Board Secretary Danella Elliott Date Board Liaison