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