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Home My WebLink AboutMinutes_GGAF_08.31.2016Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 31, 2016 at 4:30 PM The General Government and Finance Advisory Board will met on Wednesday, August 31, 2016 at 4:30 PM at the Georgetown Communications and Technology building (LCAT), located at 510 West 91h 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 8th Street for additional information; TTY users route through Relay Texas at 711. Board Members Present Tommy Gonzalez, District 7 Thomas Bonham James Bralski Board Members Absent Keith Brainard, Chair Severine Cushing Legislative Regular Agenda Tommy Gonzalez the meeting to order at 4:30 p.m. City Staff Present David Morgan, City Manager Laurie Brewer, Assistant City Manager Michel Sorrell, Controller Clay Shell, Assistant. Fire Chief Tadd Phillips, HR Director Laura Maloy, HR Assistant Director Kimberly Garrett, Parks & Rec Director Trish Long, Facilities Superintendent Eric Nuner, Assistant Director, Parks & Rec Jill Kellum, Administrative Assistant, Parks & Rec John Sullivan, Fire Chief Trina Bickford, Purchasing Manager Nathan Parras, Budget Analyst Stan Hohman, Fleet Supervisor A Review minutes from the July 27, 2016 General Government and Finance (GGAF) Advisory Board -- Danella Elliott, Executive Assistant Board did not have any comments regarding the minutes from July 27, 2016. Motion to approve the minutes by Thomas Bonham, second by James Bralski. Approved 3-0 B Consideration and possible action to approve the contract renewal for City of Georgetown janitorial and floor cleaning services to Pruitt Building Services of Fort Worth, pending City Council appropriation in the FY2017 budget, for an estimated annual amount of $700,000.00 - Trish Long, Facilities Superintendent and Eric Nuner, Assistant Parks and Recreation Director Staff is requesting renewal of the janitorial and floor cleaning services contract with Pruitt Building Services. Trish Long noted that Pruitt Building Services has been the janitorial and floor cleaning provider for the City for the past two years with great success. The original contract term was for 36 months with the option to renew for two (2) additional one (1) year periods. There are 2 additional one year renewals remaining. Bralski asked if the amount was broken down into specific services. Long noted that services include cleaning, waxing, spot dusting, litter/recycling, kitchens, as well as, day porter services at the Public Safety Facility, Library and Recreation Center. This renewal also includes funding for the addition of the Westside Service Center. Motion to approve the Item B by James Bralski, second by Thomas Bonham. Approved 3-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 31, 2016 at 4:30 PM C Consideration and possible action to approve the contract renewal for irrigation system services for City owned facilities to American Irrigation of Georgetown, Texas for a period of one year not to exceed the amount of $70,000 - Trish Long, Facilities Superintendent and Eric Nuner, Assistant Parks and Recreation Director Trish Long noted the contract includes inspections, maintenance repairs and minor installations and that this is the final renewal on the original contract approved by Council in September of 2012. This company has provided excellent service. Motion to approve Item C by Thomas Bonham, second by James Bralski. Approved 3-0 D Consideration and possible action to recommend approval of a services agreement with PerfectMEND Inc. to implement a parks and recreation management software - Kimberly Garrett, Parks and Recreation Director Kimberly Garrett presented the item. She explained that this system has come to the end of its useful life and after November 2017, it will no longer be supported through maintenance and upgrades. Two (out of four) proposers gave presentations to the selection committee, The committee recommends PerfectMIND as the new parks and recreation management software. Kimberly answered questions and noted that the fees were locked in for 5 years. There will not be a data conversion charge, as the company recommended starting fresh and not bringing 20 years of files into the system; only balances will be brought forward. Motion to approve Item D by Thomas Bonham, second by James Bralski. Approved 3-0 E Consideration and possible action to approve the purchase of a 3,000 Gallon Water Tender and a Wildland Interface Fire Engine from Siddons-Martian Emergency Group through the BuyBoard Contract #491-15 for a cost not to exceed $750,000.00 — John Sullivan, Fire Chief Chief Sullivan explained that the Water Tender will replace the 1994 International Wildland Interface Engine, which is 22 years old and a 1995 International 1,800 gallon Water Tender, which is 21 years old. It will carry 3,000 gallons of water, almost doubling our current capacity and increasing our capabilities. The new Wildland Interface Engine will carry 400 gallons of water and 20 gallons of foam, and also has off-road capabilities. Discussion followed, including suggestions to put the engines in the surplus auction or donating to a smaller entity within the county. Clay Shell will research this. The useful life expectancy was also reported to be around 15 years. Motion to approve the Item E by James Bralski, second by Thomas Bonham. Approved 3-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 31, 2016 at 4:30 PM F Consideration and possible action to approve Emergicon as the Emergency Medical Transport Billing vendor for the City of Georgetown — John Sullivan, Fire Chief Chief Sullivan explained that over the past year, they have experienced service related issues with the current provider, Intermedix, thus making the decision "not" to renew their agreement. An RFP peer review panel was established, which included Trina Bickford, Purchasing Manager (acted as the facilitator), Leigh Wallace, Finance Director, Nathan Parras, Budget Analyst, Hank Jones, EMS Chief, Bill Sherek, Logistics Officer, and Chief Sullivan. They reviewed and scored a total of thirteen (13) responses, based on six (6) selected criteria. The top three presented their proposals to the group, and the RFP panel unanimously recommends Emergicon as the Emergency Medical Transport Billing vendor. Motion to approve the Item F by James Bralski, second by Thomas Bonham. Approved 3-0 G Consideration and possible action to approve and award an agreement for Self -Insured Group Dental Benefits to Ameritas, and approval of 2017 HSA contribution model - Tadd Phillips, HR Director Tadd Phillips noted that a total of six (6) proposals were received and evaluated in response to the City's RFP for Group Dental Benefits, which requested that interested parties bid on both fully insured and self-insured dental models. HR and the City's benefit consultant, HR, Gallagher and Co., focused on coverage offered, as well as the financial impact. Phillips noted that our current dental provider is MetLife. After evaluating the proposals, staff recommends moving to Ameritas (a self-insured model) which will provide the City and employees with savings for the 2017 plan year. Reference checks with GISD were positive, and Ameritas matched our current structure, provided the lowest rate, and will save about 15%, or $45,998. With the savings, the City recommends offering (as a one-time change) additional H S A contributions for those employees on the HDHP plan for the 2017 plan year. Currently the contribution is $1,000 for all categories. Staff is proposing employee only (EE) - $1,000; EE + child - $1,200; EE + spouse - $1,300; EE + Family - $1,400, for a total additional cost to the City of $45,500. Bralski expressed his appreciation for the data provided. Gonzalez said he is in support of the additional HSA contribution. Motion to approve the Item G by James Bralski, second by Thomas Bonham. Approved 3-0 H Employee Benefits Update (no action) — Tadd Phillips, HR Director Phillips gave a presentation on the current employee benefits, noting that the only vendor changes are the Dental, and the Worksite Products carrier, Allstate will change to Aflac. He stated that this is 100% employee paid. Gonzalez said that EAP #'s were a good trend to watch, sometimes relating to work correlation. Phillips said that they will continue to pay attention to the trends. The Board thanked Phillips for the update. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 31, 2016 at 4:30 PM Adjournment Motion to adjourn the meeting at 5:46 p.m. by Thomas Bonham, second by James Bralski. Approved 3-0 Kei h Brainard Date Board Chair Thomas Bonham Board Secretary Danella Elliott Board Liaison Date Date