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HomeMy WebLinkAboutMinutes_GGAF_06.29.2016Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, June 29, 2016 at 4:30 PM The General Government and Finance Advisory Board will met on Wednesday, June 29, 2016 at 4:30 PM at the Georgetown Communications and Technology building (LCAT), located at 510 West 9`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 811 Street for additional information; TTY users route through Relay Texas at 711. Board Members Present Tommy Gonzalez, District 7 James Bralski Thomas Bonham Severine Cushing Board Members Absent Keith Brainard, Chair Others Present Susan Firth Legislative Regular Agenda City Staff Present David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Michel Sorrell, Controller Trina Bickford, Purchasing Manager Trish Long, Facilities Superintendent Laura Maloy, HR Assistant Director Eric Johnson, CIP Manager Mike Stasny, Technical Services Manager Chris Bryce, IT Director Greg Berglund, Asst IT Director Danella Elliott, Executive Assistant Kris Jolley, Administrative Assistant Severine Cushing called the meeting to order at 4:30 p.m. A Review minutes from the May 25, 2016 General Government and Finance (GGAF) Advisory Board -- Danella Elliott, Executive Assistant Board did not have any comments regarding the minutes from May 25, 2016. Motion to approve the minutes by Tommy Gonzalez, second by Thomas Bonham. Approved 4-0 (Keith Brainard absent) B Consideration and possible action to approve the contract renewal for licensed electrician services to Mercury Electric Company for an estimated annual amount of $150,000 — Trish Long, Facilities Superintendent and Eric Nuner, Assistant Parks and Recreation Director Trish Long addressed the Board. She explained that this item is to renew the Mercury Electric contract. This is the last renewal on the original contract from November 2013, and next year they will go out for bids. Eric Nuner explained that this is a line item in the Electric department ISF and the costs are spread out amongst other departments. $150,000 is the most that will be paid annually. Motion to approve Item B by Tommy Gonzalez, second by Thomas Bonham. Approved 4-0 (Keith Brainard absent) Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, June 29, 2016 at 4:30 PM C Consideration and possible action approving a resolution giving Michel Sorrell, Controller, the approval to conduct business with various banking institutions and to appoint her as a "Representative of the Depositor." Leigh Wallace, Finance Director Leigh Wallace, Finance Director addressed the Board. She explained that this item was to update the banking resolution, authorizing Michel Sorrell, Controller to conduct business with various banking institutions, and appoint her as a "Representative of the Depositor", and also removes Laurie Brewer, Assistant City Manager. She explained that any action taken will be in accordance with the City's Investment Policy. This has been vetted through Valley View. Tommy Gonzales asked if there were enough representatives to be able to conduct business, and asked about the procedures. Leigh replied "yes", and that it takes at least 2 people to make a transaction. Motion to approve Item C by Thomas Bonham, second by James Bralski. Approved 4-0 (Keith Brainard absent) D Consideration and possible action authorizing the City Manager to negotiate and enter a Design -Build cost plus with Guaranteed Maximum Price contract with G Creek Construction of Austin, Texas for the Rehabilitation of Grace Heritage Center — Eric Johnson, CIP Manager and Laurie Brewer, Assistant City Manager James Bralski recused himself from this item and left the room. Eric Johnson, CIP Manager addressed the Board. He gave the background and noted that a RFQ was issued on April 25" and one response was received from G. Creek Construction, partnering with ARCHITEXAS. ARCHITEXAS performed the original assessment in October of 2015. Questions and discussion of why only one bidder responded. References were checked on G. Creek Construction and nothing derogatory or bad came up. Last renovation was done in 1992 and regular, extensive maintenance was not done following that. This will not happen again, according to Eric, as it will be maintained and issues addressed as they occur. Our Historic Planner, Matt Synatschk, is looking into "Market Credits". Council appropriated $150,000 from the Council Special Revenue Fund for Phase I repairs of Grace Heritage Center. There is also $140,000 for Phase II, pending Council adoption of the FY2017 budget. This item will come back before the GGAF Board with the Guaranteed Maximum Price in the Fall. Motion to approve Item D (amended to add "the Design Build Fee will be included in the Guaranteed Maximum Price") by Thomas Bonham, second by Tommy Gonzalez. Approved 3-0 (Keith Brainard absent and James Bralski recused) Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, June 29, 2016 at 4:30 PM E Consideration and possible approval of a contract with Environmental Systems Research Institute (ESRI) to provide geographic information systems software to the City of Georgetown for a total of $115,111.50 over three years. Greg Berglund, Assistant Director, Information Technology Greg Berglund, Assistant IT Director addressed the Board. He explained that this is to renew the agreement with ESRI for GIS mapping software. Discussion followed. Greg noted that his is used for mapping, website, EAM, future integrations, location database, Parks & Rec software. This is a 3 year renewal, so we have this lower rate locked in. We would lose out on a lot of services without it, including the 911 dispatch, and it is upgraded regularly. Mike Stasny added that we have been using it for about 9 years, and it is top tier and used worldwide by 80-90%, including almost all municipalities. Motion to approve Item E by Tommy Gonzalez, second by Thomas Bonham. Approved 4-0 (Keith Brainard 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 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, June 29, 2016 at 4:30 PM Adjournment Motion to adjourn the meeting at 5:25 p.m. by Tommy Gonzalez second by Thomas Bonham. Keith Brainard D to Board Chair Thomas Bonham Date Board Secretary Danella Elliott Date Board Liaison