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HomeMy WebLinkAboutMinutes_GGAF_01.11.2017Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, January 11, 2017 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, January 11, 2017 at 4:30 PM at the Georgetown Communications and Technology building (GCAT), located at 510 West 9`' Street, Georgetown, Texas. Board Members Present: Keith Brainard, Chair Tommy Gonzalez, District 7 James Bralski Severine Cushing Board Members Absent: Thomas Bonham Legislative Regular Agenda Citv Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Wayne Reed, Assistant City Manager Sabrina Poldrack, Administrative Assistant Keith Brainard, Chair, called the meeting to order at 4:30 p.m. A Review minutes from the November 30, 2016 General Government and Finance (GGAF) Advisory Board -- Danella Elliott, Executive Assistant Board did not have any comments regarding the minutes from November 30, 2016. Motion to approve the minutes by Tommy Gonzalez, second by Severine Cushing. Approved 4-0 - Thomas Bonham absent B Discussion and possible recommendation to Council to approve contracting with TischlerBise for $120,000 for a fiscal impact model that will enhance the City's ability to better analyze the financial impact of development projects and land use policies as well as enhance long range financial planning — Laurie Brewer, Assistant City Manager and Wayne Reed, Assistant City Manager Leigh Wallace introduced Carson Bise and Julie Hurlin, participating in the discussion and available for questions via telephone. Leigh gave a presentation and a brief background history on the process to date. Laurie, Wayne, Leigh, Mr. Bise and Ms. Hurlin answered the Board's questions. The model, built in Excel, is not static, and is very robust. It can be used in a variety of scenarios and grow with us. Tommy wanted to make sure Council could be assured that all numbers given to them are legitimate and haven't been tweaked for a desired outcome. Mr. Bise said that all formulas are collaboratively agreed upon, and the budgeted numbers (revenue/expenses) are input every year. Keith thought staff has come up with a very good option, which is what Council asked them to do. Reference checks were all good. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, January 11, 2017 at 4:30 PM For comparison purposes, James asked what staff was doing prior to this. A spreadsheet model was being used, but it wasn't predicting or being as accurate as everyone wanted. Sevie inquired about how often this would be used, and Laurie said with our high growth mode, it will certainly be used more than previously. As long as it is kept up-to-date, etc. the useful life will be very long. David explained that understanding the financial impact, and using this as a "rule of thumb". Motion to approve Item B by Tommy Gonzalez, second by Severine Cushing. Approved 4-0 — Thomas Bonham absent C Overview and discussion of the City's Internal Audit Program — Leigh Wallace, Finance Director Leigh Wallace reminded the board that the Fiscal and Budgetary Policy, which establishes internal controls (including internal audit functions) was updated in April of 2016. Leigh gave a brief presentation and noted that they are trying to make the Internal Audit program within the City more robust. In the FY 2017 budget, $75,000 is allocated for an Internal Audit Plan, and she plans on posting the RFP in the spring. She gave some credit card/travel statistics, and Tommy and Keith both thought that we had a lot of "issued" employee credit cards. They suggested that she continue to monitor and cut back the number of cards issued if at all possible. The Board appreciated the Internal Audit process update and thanked Leigh for her presentation. Motion to approve Item C by Tommy Gonzalez, second by James Bralski. Approved 4-0 — Thomas Bonham absent Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, January 11, 2017 at 4:30 PM Adjournment Motion to adjourn the meeting at 5:20 p.m. b} Tommy Gonzalez, second by James Bralski. Approved 4-0 Thomas Bonham absent Tommy Gonkalez Date Board Chair l Date Board Secretary Danella Elliott Date Board Liaison