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HomeMy WebLinkAboutMinutes_GGAF_03.01.2017Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 1, 2017 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, March 1, 2017 at 4:30 PM at the Georgetown Communications and Technology building (GCAT), located at 510 West 9"' Street, Georgetown, Texas. Board Members Present: Tommy Gonzalez, Chair John Hesser, District 3 James Bralski Severine Cushing Chere Heintzmann Board Members Absent: None Others Present: Adam McCane, Weaver Legislative Regular Agenda City Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Chad Berg, Emergency Management Coordinator John Sullivan, Fire Chief Mike Stasny, Technical Services Manager Stan Hohman, Fleet Maintenance Supervisor Tadd Phillips, HR Director Paul Diaz, Budget Manager Sabrina Poldrack, Administrative Assistant Tommy Gonzalez, Chair called the meeting to order at 4:30 p.m. A Review minutes from the January 11, 2017 General Government and Finance (GGAF) Advisory Board -- Danella Elliott, Executive Assistant Board did not have any comments regarding the minutes from January 11, 2017. Motion to approve the minutes by Severine Cushing, second by James Bralski. Approved 5-0 B Review and discuss General Government an Finance board (GGAF) purpose and bylaws — Tommy Gonzalez, Board Chair Tommy highlighted and reviewed some significant points regarding the bylaws, including the date and time of regular meetings, quorum requirements, 75% attendance participation, and the Open Meetings Act. He reminded Board members of the importance of communicating with the liaison (Danella Elliott) if they were unable to make it to a meeting. There were no questions and all Board members were present during the discussion. D. Discussion and possible approval for the purchase of Motorola radios not to exceed the amount of $824,268.20 to support the citywide Radio Replacement Plan — Chad Berg, Emergency Management Coordinator Chad Berg presented Item D. He gave the history of the radios, and reminded everyone that in April of 2015, Williamson County sent "Intent to Cancel" radio support notifications to all subscribers of Motorola. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 1, 2017 at 4:30 PM He noted that all of the 800 MgHz. radio systems that the City of Georgetown currently uses were included in the equipment that Motorola will no longer service. The service support end date for our portable radios (XTS5000) is 12/31/2018. There are currently approximately 176 Motorola 2 -way radio units in use today dispersed amongst many City departments. The existing mobile and portable radio units in use today are reaching their end of service life in 2018. A citywide Communications Task Force was developed to maximize resources in the purchase of radio equipment. This task force developed the radio purchase plan to be administered over three years. The proposal presented is year one of the three year radio purchase program. The financial impact of the year one purchase for the radio replacement program is made up of a combination of funds from the sale of bonds and the City's general fund. The purchase should not exceed the amount of $824,268.20 for year one of the radio purchase program. Discussion followed. Motion to approve the Item D by James Bralski; second by Severine Cushing. Approved 5-0. Tommy suggested that if funding has already been approved in the budget process, the item shouldn't need to go before a board, but could be placed directly on the Council Consent Agenda. David will follow up on this request. C. Review and discussion of the Comprehensive Annual Financial Report and results of the audit for Fiscal Year Ended, September 30, 2016. Leigh Wallace, Finance Director and Laurie Brewer, Assistant City Manager. Leigh distributed updated handouts and gave a presentation on the CAFR and introduced the City's external auditor, Adam McCane with Weaver and Tidwell, LLP. He presented the results of the City's annual audit and resulting Comprehensive Annual Financial Report (CAFR). Mr. McCane said that the results of the auditors' examination was in compliance with the testing for grant proceeds, as well as their testing on fraud and risk assessment. The auditors rendered an "unmodified" or clean opinion (highest level) on the City's financial statements, which means they were able to obtain reasonable assurance that the basic financial statements are free of material misstatements. Mr. McCane said that no material weaknesses in internal control were noted; no significant findings and no instances for concerns. Mr. McCane answered questions and thanked staff for all of their help, assistance and expertise. The CAFR will be submitted to the Government Finance Officers Association for consideration for the Certificate of Achievement for Excellence in Financial Reporting. The City of Georgetown has received this award for the last 28 consecutive years. Tommy thanked Mr. McCane and Leigh and her staff for a job well done. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 1, 2017 at 4:30 PM E. Election of General Government and Finance (GGAF) Advisory Board Officers - Tommy Gonzalez, Board Chair Mayor Ross appointed Tommy Gonzalez as GGAF Board Chair at the February 14'x' City Council Meeting. James Bralski volunteered to take the Vice Chair position. Motion to elect James Bralski as Vice Chair by James Bralski; second by Severine Cushing. Approved 5-0 Motion to elect Severine Cushing as Secretary by Chere Heintzman; second by James Bralski. Approved 5-0 F. Review of the City Council's Boards and Commissions Attendance Policy — Tommy Gonzalez, Board Chair Tommy reviewed the Attendance Policy and noted how important it was to attend the meetings, and noted the 75% attendance policy. There were not questions and all Board members were present during the discussion. G. Discuss dates/times for future General Government and Finance Board (GGAF) meetings — Tommy Gonzalez, Board Chair Tommy noted that the meetings are currently on the 4"' Wednesday of every month at 4:30 p.m. Everyone agreed to keep the same meeting schedule. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 1, 2017 at 4:30 PM Adjournment Motion to adjourn the meeting at 5:33 p.m. Approved 5-0 Board Chair Severine Cushing Board Secretary Danella Elliott Board Liaison Date Date Date Notice of Meeting for the General Government and Finance Advisory Board of the City of Georgetown March 29, 2017 at 4:30 PM at Georgetown Communications and Technology Conference Room, located at 510 West 9th Street, Georgetown, TX 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 City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Legislative Regular Agenda A Review minutes from the March 1, 2017 General Govenunent and Finance (GGAF) Advisory Board Meeting - Danella Elliott, Board Liaison B Consideration and possible approval of recommendation to solicit a Request for Proposal for a third - party onsite employee clinic vendor - Tadd Phillips, HR Director C Consideration and possible approval of a contract with Stewart Organization to provide managed computer printer and photocopier services for an amount of $130,000.00. Chris Bryce, Director, Information Technology; James Davis, IT Operations Manager D Consideration and possible approval of a contract with Fberlight, LLC to provide a second dedicated internet service for a total of $63,000 over three years - Chris Bryce, IT Director E Discussion and possible action to recommend FY 2017 budget amendments to the Council Discretionary Fund. Leigh Wallace, Finance Director CERTIFICATE OF POSTING I, Shelley Nowling, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the day of , 2017, at , and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. Shelley Nowling, City Secretary Page 1 of 23