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HomeMy WebLinkAboutMinutes_GGAF_09.27.2017Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, September 27, 2017 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, September 27, 2017 at 4:30 PM at the Georgetown Communications and Technology building (GCAT), located at 510 West 9th Street, Georgetown, Texas. 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 Stn Street for additional information; TTY users route through Relay Texas at 711. Board Members Present: Tommy Gonzalez, Chair Chere' Heintzman, Secretary John Hesser, District 3 Stu McLennan James Bralski Board Members Absent: None Others Present Julie Herlands, TischlerBise Legislative Regular Agenda City Staff present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Wayne Reed, Assistant City Manager Trish Long, Facilities Superintendent Jamie Beran, Parks Superintendent John Sullivan, Fire Chief Stan Hohman, Fleet Manager Rosemary Ledesma, Purchasing Manager Deborah Knutson, Senior Buyer Leigh Wallace, Finance Director Danella Elliott, Executive Assistant Sabrina Poldrack, Finance Admin Tommy Gonzalez, Chair, called the meeting to order at 4:30 p.m. A Review minutes from the July 26, 2017 General Government and Finance Advisory Board Meeting. — Sabrina Poldrack, Board Liaison. Board did not have any comments regarding the minutes from July 26, 2017. Motion to approve the minutes by Stu McLennan, second by James Bralski. Approved 5-0 B Consideration and possible action to approve a contract for irrigation system services for City owned facilities with American Irrigation of Georgetown, Texas for a period of one year with an estimated amount of $60,000.00 with the option to renew for four additional one year periods. The estimated total five year contract amount is not to exceed $300,000.00 — Trish Long, Facilities Superintendent & Eric Nuner, Assistant Director Parks and Recreation Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, September 27, 2017 at 4:30 PM 5. Suggestions were made that there be several signatures, from City's leadership, on paperwork generated by fiscal model before being presented to Council. Future decisions about the City will be made, and information generated by the fiscal model will be heavily relied upon to make these decisions. The Board would like to be certain that the information has been reviewed very closely beforehand. 6. What does the $120,000.00 include and will there be a yearly cost for this model? Julie Herlands, David Morgan, Laurie Brewer, and Wayne Reed assured the Board that a policy will be put into place that controls the model's usage, including where the "Master Copy" is securely stored and who has the access to it. It was stated that only certain employees within the City will be trained on how to use the model and that it will be updated on a continual basis, with the most up-to-date information. The cost of the fiscal model is $108,000.00. The City owns it outright once it is purchased. The additional $12,000 (for the total of the $120,000.00 available) will be monies used for additional maintenance on the model, if needed. TischlerBise is available after the sale of the model for updates, creating areas for additional information, and any other areas of concern where their services may be provided to the City. Overall, the consensus of the Board and the City staff was that this fiscal model will be extremely helpful and an important tool in the growth and development in the City for the years to come. No action need from the Board. D Consideration and possible action to approve the purchase of emergency medical supplies from Life - Assist established through a competitive ITB process at a cost not to exceed $175,000, for the remainder of fiscal year 2017 — 2018. — John Sullivan, Fire Chief Stu McLennan asked Chief Sullivan if there were any issues from the "No Bid" items that were listed on the backup paperwork for this item. (Items # 362 through 392 on Recommendation Memo) Chief Sullivan stated there were no issues, the Fire Department is well equipped with all needed medical supplies. No further discussion. Motion to approve this item by James Bralski, second by Chere' Heintzman. Approved 5-0 E Consideration and possible action to approve the purchase of emergency medical supplies from Henry Schein, Inc. established through a competitive ITB process at a cost not to exceed $75,000, for the remainder of fiscal year 2017 — 2018. — John Sullivan, Fire Chief No discussion. Motion to approve this item by James Bralski, second by Chere' Heintzman. Approved 5-0 F Consideration and possible action to approve the purchase of an Aerial Ladder Truck from Siddons- Martian Emergency Group through the Buy -Board Contract #491-15 for a cost not to exceed $1,400,000.00 — John Sullivan, Fire Chief Chief Sullivan explained to the Board that this is a replacement of an existing truck through the vehicle service plan. The new truck has a longer ladder and additional enhancements that allow better maneuverability. This will be an FY2018 purchase, and by prepaying the City saved $50,000.00 on this truck. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, September 27, 2017 at 4:30 PM Motion to approve this item by Chere' Heintzman, second by James Bralski. Approved 5-0 G Consideration and possible action to approve the renewal for Emergency Medical Transport Billing and Collections Services Agreement with Emergicon, LLC. — John Sullivan, Fire Chief Only discussion on this item was in regards to the billing terms and contract terms. Vendor charges only on collected services. This is the first year of renewing the contract with the Vendor, there in an option of three more one-year renewals. Motion to approve this item by Stu McLennan, second by Chere' Heintzman. Approved 5-0 H Consideration and possible action to approve the purchase of a 2016 Dodge 5500 -Diesel transitional response vehicles (TRV's) Demo Unit from Dallas Dodge Chrysler Jeep through the Buy -Board Contract #492-15 purchase price not to exceed $220,000.00. — John Sullivan, Fire Chief Chief Sullivan informed the Board that the current model the Fire Department has, has high mileage and requires continuous maintenance to keep it running. The current model will go into a "ready reserve" status and will be used as backup when the new model is received. The newer model will be received by late November 2017, not 2018 as stated in the original backup documentation. Motion to approve this item by James Bralski, second by Stu McLennan. Approved 5-0 Motion to adjourn the eeting at 5:55 p.m. by Stu McLennan; second by John Hesser. Approved 5-0. Tommy Go lex Date Board Chair Lax -s" , 0 Chere' Heintzman Date Board Secretary yp"'k, �OP2 i Sabrina Poldrack Date Board Liaison