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
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Board Chair
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Board Secretary
Danella Elliott Date
Board Liaison