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HomeMy WebLinkAboutMinutes_GGAF_11.30.2016Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, November 30, 2016 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, November 30, 2016 at 4:30 PM at the Georgetown Communications and Technology building (GCAT), located at 510 West 9`h Street, Georgetown, Texas. Board Members Present: Keith Brainard, Chair Tommy Gonzalez, District 7 James Bralski Severine Cushing Thomas Bonham Board Members Absent: None Legislative Regular Agenda City Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Chris Bryce, IT Director James Davis, IT Operations Manager Wayne Reed, Assistant City Manager Dave Hall, Chief Building Official Leigh Wallace, Finance Director Jess Henderson, IT Supervisor Trish Long, Facilities Superintendent Eric Nuner, Assistant Parks and Recreation Director Mark Moore, Building Inspections Supervisor Keith Brainard, Chair, called the meeting to order at 4:30 p.m. A Review minutes from the October 26, 2016 General Government and Finance (GGAF) Advisory Board -- Danella Elliott, Executive Assistant Board did not have any comments regarding the minutes from October 26, 2016. Motion to approve the minutes by Tommy Gonzalez, second by Severine Cushing. Approved 5-0 B 2017 renewal of MyPermitNow — Dave Hall, CFM, Chief Planning official Dave Hall explained that Planning is currently using this system to process, track and store all development related permits and applications. They also subscribe to the Addressing/GIS Integration and this year, Fire permits have also been added. The total cost for 2017 funding is $53,760. The cost is based on the number of permits, paid by Technology fees, and is revenue neutral. Motion to approve Item B by Tommy Gonzalez, second by Thomas Bonham. Approved 5-0 C Consideration and possible action to approve the annual contract for facility access control and security technician to be provided by Convergint Technologies of Austin, TX who is the City's current security, video surveillance, and access control provider in the amount of $81,900.00 — Trish Long, Facilities Superintendent and Eric Nuner, Assistant Parks and Recreation Director Trish Long explained that this is the annual renewal contract for Convergint. For the past year, Convergint has provided a trained embedded technician to facilitate City-wide security service, preventative maintenance, and installation work. This person is an employee of Convergint Technologies, but has dedicated time to the Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, November 30, 2016 at 4:30 PM City, and is familiar with the City's current security systems. They provide all preventive and current maintenance needs. The City is not charged for the maintenance or repair call, just the device charge that may need replacement. The pricing for the 2017 renewal is the same as the prior year cost. This includes card access, video surveillance, fire alarms, etc. Over the past year staff has seen advantages to the City including faster response times and increased service levels as the technician has an intimate awareness of each of the security items, locations, and processes. The dedicated technician is responsible for the overall management of these existing systems: • Lenel OnGuard System • Avigilon Video Management System • Fire Alarm & Life Safety • Preventative Maintenance Inspections/Services Discussion on the salary amount, which seems high to Board members, followed. Laurie and Trish explained that they are employed by Convergint, not the City, and they are just there is not a plan at the moment for bringing it in-house. Tommy suggested that we start training someone to start obtaining their certifications, etc. to be able to move into this position in future years. Motion to approve Item C by Tommy Gonzalez; second by Thomas Bonham. Approved 5-0 D Consideration and possible approval to purchase 25 replacement laptops for emergency service vehicles from Ingram Technologies LLC for an amount of $98,930.00 - Chris Bryce, IT Director Chris Bryce explained that every year we replace roughly 20-25% of the Panasonic Toughbooks used by the EMS, Fire and Police Departments. These are fully rugged laptop computers made to withstand the conditions experienced by our Public Safety personnel. This year we are replacing 25 out of 125 computers and three vehicle docking stations, at a cost of $98,930.00. In the past three years we have decreased our expenses on fully rugged computers through several changes in our purchasing process. We have moved from a four year to a five year replacement cycle on the machines and we have transitioned many users from fully rugged devices to more cost effective semi -rugged devices or standard laptops or tablets. Additionally, Panasonic has seen a major increase in competition in this market which has worked to drive pricing down. Chris answered questions regarding life expectancy and reasons for replacement, which is usually due to the heat. Motion to approve Item D by Thomas Bonham; second by Tommy Gonzalez. Approved 5-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, November 30, 2016 at 4:30 PM E Consideration and possible approval to purchase upgrade equipment from the EST Group for the City's IT Storage Area Network (SAN) for an amount of $439,146.28. Chris Bryce, Director, Information Technology Chris noted that this item is a request to purchase the needed equipment and services to upgrade the City's Dell Compellent Storage Area Network (SAN), which provides disk or flash based storage for server and desktop computers in the City. The upgrades are necessary to meet future storage needs, increase performance, increase data redundancy for disaster recovery, and consolidate data that is stored on other devices so that those devices may be eliminated. It will also replace components of the SAN that will reach end -of -life or end -of -support in the next year. This is the first major upgrade in about 7 years and will only need to add storage, etc. for the next 6 years. Motion to approve Item E by James Bralski; second by Severing Cushing. Approved 5-0 F Discussion and possible recommendation to Council to adopt the Fiscal and Budgetary Policy to be used in preparing the fiscal year 2018 annual budget and to guide financial operations during fiscal year 2017 -- Leigh Wallace, Finance Director Leigh explained that the purpose of the Fiscal and Budgetary Policy is to provide the framework for financial operations of the City and to ensure prudent stewardship, financial planning and accountability. Each year the Policy is administratively amended to recognize date and amount changes within the text; and to address any new financial or regulatory requirement that may need to be added. She noted that this policy was overhauled with a major update in April. The substantive changes now are: Expenditure Management, Personnel Costs (page 9) • Vacancy Factor — expanded policy to apply to all major funds with personnel costs greater than $4 million: General Fund, Joint Services, Water, Electric • Benefit Payout Reserve — specifically applies to General Fund and Joint Services Fund Staffing & Compensation, Self -Insurance (page 14) • Stabilize fund revenue and department expenditures by adding policy to return any budgeted and unused health insurance contributions to the fund at the end of the fiscal year Keith said that he appreciates staff's willingness to add joint services, water, electric, etc and said it is highly commendable. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, November 30, 2016 at 4:30 PM Leigh presented Mr. Brainard's suggestion regarding Section V (see below): Section V, 1, 6 —Retirement Benefits Current: The City may elect to make an annual 1 -time payment to further fund the City's unfunded pension liability. Such payment will be approved and authorized by the City Council prior to December 31 in order to be recognized in the following year's TMRS employer contribution rate calculation. Proposal: The City may elect to pay a higher contribution rate than required by the TMRS, to reduce the City's unfunded pension liability. Such payment will be approved and authorized by the City Council as part of the city's annual budget process. Keith explained that if we do not want to pay one lump sum, this proposed change would allow Council could approve a higher contribution rate during the budget process. Tommy noted that this is the clearest, most concise version of the policy that he has seen and commended Leigh and staff. Keith agreed. Motion to approve Item F by Severine Cushing; second by James Bralski. Approved 5-0 G Discussion and possible action to recommend to Council the city's Investment Policy changes for 2017 — Leigh Wallace, Finance Director Leigh noted that the purpose of the Investment Policy is to provide the framework for managing the City's investments in a way that mitigates risk while optimizing returns. The policy is modeled after Public Funds Investment Act (PFIA) recommendations, and according to the Act, Council must approve the policies on an annual basis. The City's Investment Advisors, Valley View Consulting, have recommended updates to the policy. Noted changes are: Resolve conflicting language on maximum length of investments • Operating funds, contingency reserves, bond proceeds • Single maturity may not exceed 3 years Changes to approved list of Broker/Dealers • Add Hilltop Securities • Add MultiBank Securities • Add Wells Fargo Securities • Add FTN Financial Capital Markets • Remove Coastal Securities • Remove JPMorganChase Securities Leigh introduced Susan Anderson from Valley View who gave an update, discussed current rates and answered questions. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, November 30, 2016 at 4:30 PM Motion to approve Item G by Severine Cushing Gonzalez; second by Tommy Gonzalez. Approved 5-0 Adjournment Motion to adjourn the meeting at 5:25 p.m. by Severine Cushing, second by Tommy Gonzalez. Approved 5-0 1(i.� '/���1 r « 1�6. Keith Brainard Date Board Chair Thomas Bonham Date Board Secretary / I I/ Danella Elliott Date Board Liaison