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HomeMy WebLinkAboutMinutes_GGAF_05.31.2017Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 31, 2017 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, May 31, 2017 at 4:30 PM at the Georgetown Communications and Technology building (GCAT), located at 510 West 9a` Street, Georgetown, Texas. Board Members Present: Tommy Gonzalez, Chair John Hesser, District 3 James Bralski Chere' Heintzmann Severine Cushing Board Members Absent: None Others Present (conferetirc call): Mike Riffel, Plante Moran Natalie Schwarz, Plante Moran Mike Grossman, Plante Moran Legislative Regular Agenda City Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Tadd Phillips, HR Director Laura Maloy, Assistant HR Director Niki Ross, HRIBenefits and Wellness Administrator Tracey Bousquet, HR Generalist Chris Bryce, IT Director Greg Berglund, Assistant IT Director Mike Stasny, Technical Services Manager Sabrina Poldrack, Administrative Assistant Elaine Wilson, Controller Tommy Gonzalez, Chair called the meeting to order at 4:33 p.m. He asked that everyone introduce themselves. A Review minutes from the March 29, 2017 General Government and Finance (GGAF) Advisory Board -- Danella Elliott, Executive Assistant Board did not have any comments regarding the minutes from March 29, 2017. Motion to approve the minutes by James Bralski, second by Chere' Heintzmann. Approved 5-0; B Discussion of the Enterprise Resource Planning project —Leigh Wallace, Finance Director Leigh introduced the Steering Committee for the Enterprise Resource Planning project (ERP), which consists of Laurie Brewer, Assistant City Manager; Tadd Phillips, HR Director; Laura Maloy, Assistant HR Director; Chris Bryce, IT Director; Greg Berglund, Assistant IT Director; Mike Stasny, Technical Services Manager; Eric Lashley, Library Services Director; and Leigh Wallace, Finance Director. The purpose of the project is to replace the City's current software program, Tyler's Incode. The City has been using this software since the mid 90's for accounting, payroll, and purchasing, but it is not an integrated system for HR functions. Plante Moran will help the City come up with the best software solution to meet the majority of the needs and also find a software that will be updated as needed, ensuring that we will stay current, so the system continues moving forward in the years to come. Once a decision is made on what will best fit the City, an RFP will be issued for bids. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 31, 2017 at 4:30 PM Leigh presented a PowerPoint presentation demonstrating to the Board where the City is in the ERP process and the upcoming steps. Discussion ensued among the Board Members, mainly concerns on pricing for the new software, finding the most compatible software for the City's needs, not purchasing a software that will need to be replaced in the near future, or a product higher than our needs actually are. David Morgan, Mike Ruffel (Plante Moran), Chris Bryce, and Leigh Wallace all gave ample information to the Board, assuring them that the City and Plante Moran are working diligently to see that the final software product is one that will benefit the City now and in years to come. Leigh and Chris informed the board that this project was beyond what our current IT staff could handle with the on premise option, noting it would take 7 FTE's of highly skilled and trained IT professionals to manage a new, secure software. The public or private cloud -based option is more secure, comes with less liability, and more cost effective, needing only 3 additional FTE's to manage it. Leigh discussed cost scenarios provided by real customers from Plante Moran. It showed both high and low scenarios for all 3 options that the City is considering, (On -Premise option, Private Cloud, or Public Cloud). The high scenarios caused concern with the Board, which recommended that Leigh narrow down the presentation for Council in terms of costs, and only reflect more realistic numbers and the Steering Committee's final recommendation, noting that GGAF had "vetted" it thoroughly. The FY2018 budget request for the project is set to be at $3.5 million. Chere' said the "estimate high and expect the unknown", and recommended that Leigh add more money to her request for items that come up during the ERP process. She stated that she has been through this process before and items will come up that you didn't plan for. Chere' requested that Leigh send her the RFP template, as she would like to review it prior to sending it out for bids. She also commended Leigh and staff on this presentation. No action was needed for this item. C Employee Compensation, Benefits, and Wellness Update — Tadd Phillips, Human Resources Director Adjournment Tadd introduced is HR staff to the Board. His presentation was an update on the FY2018 City Manager's Proposed Budget that will include Compensation & Benefits programs aligned with Fiscal & Budgetary Policy, Compensation, Benefits, and Wellness. Most of the discussion on the presentation was directed towards how the City was handling performance evaluations and merit raises. The Board wanted to ensure that the City is providing the employees rated as "outstanding" or "exceeding expectations" a career path to continue advancing and also fair compensation to those same employees so that we don't lose them to other companies. Also recommended by the Board was to check private sector positions in addition to other local governments for fair market value of jobs. Chere' stated that if we are losing some people to the private sector because of pay, then we need to make sure we are being competitive with them also. Tadd and David assured the Board that HR is working through many options to recognize employees that go above and beyond. No action was needed for this item. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 31, 2017 at 4:30 PM Motion to adjourn the meeting at 7:00 p.m. by John Hesser; second by Severine Cushing. Approved 5-0 r Tommy Gon2YIe2 Date Board Chair �Bvee�— �ryclrlivLG Date Board Secretary Danella Elliott Date Board Liaison