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HomeMy WebLinkAboutMinutes_GGAF_10.05.2016Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 5, 2016 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, October 5, 2016 at 4:30 PM at the Georgetown Communications and Technology building (GCAT), located at 510 West 91 Street, Georgetown, Texas. Board Members Present Keith Brainard, Chair Tommy Gonzalez, District 7 James Bralski Board Members Absent Severine Cushing Thomas Bonham Legislative Regular Agenda City Staff Present David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Chris Bryce, IT Director Stan Hohman, Fleet Services Manager Michel Sorrell, Controller Deborah Knutson, Senior Buyer Sabrina Poldrack, Administrative Assistant Keith Brainard, Chair, called the meeting to order at 4:30 p.m. A Review minutes from the August 31, 2016 General Government and Finance (GGAF) Advisory Board - - Danella Elliott, Executive Assistant Board did not have any comments regarding the minutes from August 31, 2016. Motion to approve the minutes by Tommy Gonzalez, second by James Bralski. Approved 3-0 B Consideration and possible approval of annual appropriations to several Information Technology vendors for maintenance services during FY 2017 — Chris Bryce, IT Director Chris explained that Item B was for major IT software maintenance agreement renewals for the 2017 fiscal year. All items relate to previously purchased products or maintenance contracts that are typically renewed at the beginning of the fiscal year and budgeted for FY 2017 and recorded in the IT Annual Contracts budget line. He noted that these were the large vendor items, 12 contracts over $50,000. He provided a handout listing the contracts, comparison cost from the prior year and the reason for the change in price. Keith and Tommy noted that the Microsoft contract was a significant amount and suggested that they look into how there might be some cost efficiencies. Discussion followed, and Chris said that we will be moving to Office 360 and researching "tiers" of users, conducting a survey of employee needs and uses. They will then assess and possibly reduce the number of licenses accordingly (noting that some employees need e-mail only capabilities). Tommy stated that he felt we could do much better on the printing contract price, possibly leasing the machines. Motion to approve Item B by Tommy Gonzalez, second by James Bralski. Approved 3-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 5, 2016 at 4:30 PM C Consideration and possible action for the approval of the annual payment for the operation of the county- wide radio communications system to Williamson County in the amount of $178,548.48 — Stan Hohman, Fleet Services Manager Stan Hohman presented the item, explaining the history of the payments, beginning in 2008 when the agreement with Williamson County was established (for subscriber fees for each two-way radio). The City currently has 516 radios on the system, billed quarterly for operations and maintenance at a cost of $28.18 per radio/per month. The total number is expected to increase to 528 radios next year. Discussion followed: These radios are for our firefighters and police officers, as well as Williamson County, Round Rock, Cedar Park and Hutto, and they do integrate with each other. The radios typically have a 10-15 year life expectancy. An audit was conducted 2 years ago, and the radios that were not being utilized were reassigned. Motion to approve Item C by James Bralski, second by Tommy Gonzalez. Approved 3-0 D Consideration and possible action to approve a contract in the amount not to exceed $106,690 with Plante Moran for consulting services to provide assistance in the selection of a software solution(s) for financial management, procurement, human resources and payroll — Leigh Wallace, Finance Director Leigh explained the RFP process and noted that the selection committee's recommendation of Plante Moran was unanimous. References were checked and everyone was very happy with Plante Moran's responsiveness and service and noted that they stayed "on budget and on time". She introduced Adam Rujan, who answered questions and explained their role in the process. Mr. Rujan explained that a consultant is needed to assist the City with developing a software strategy, assessing the City's current financial and human resources procedures, writing the request for proposals for the software solutions, evaluating the responses and assist in contract negotiations. This phase will take approximately 12-18 months. The next step will be choosing the vendor to design a system for us or to purchase a tailored one from. The total cost of the system will probably be between $2 and $4 million dollars. Tommy stated that this is extremely crucial and reminded everyone that we are not looking to solve yesterday's problems but should be looking ahead to tomorrow. He noted that this is a very impressive proposal. Motion to approve Item F by James Bralski, second by Tommy Gonzalez. Approved 3-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 5, 2016 at 4:30 PM Adjournment Motion to adjourn the meeting at 5:05 p.m. by Tommy Gonzalez, second by James Bralski. Approved 3-0 I0�,' Keith Brainard Date Board Chair Thomas o Ilam Date Board Secretary Danella Elliott Date Board Liaison