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HomeMy WebLinkAboutMinutes_GGAF_10.25.2017Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 25, 2017 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, October 25, 2017 at 4:30 PM at the Georgetown Communications and Technology building (GCAT), located at 510 West 9" 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 8`h 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 James Bralski Board Members Absent: Stu McLennan Others Present : Kevin, Convergint Technologies Jeff, Plante Moran (phone conference) Legislative Regular Agenda City Staff Present: David Morgan, City Manager Eric Nuner, Assistant Parks and Recreation Director Trish Long, Facilities Superintendent Elaine Wilson, Controller Stan Hohman, Fleet Manager Rosemary Ledesma, Purchasing Manager 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 September 27, 2017 General Government and Finance Advisory Board Meeting. — Sabrina Poldrack, Board Liaison. Board did not have any comments regarding the minutes from September 27, 2017. Motion to approve the minutes by James Bralski, second by Chere' Heintzman. Approved 4-0 (Stu McLennan absent) B Consideration and possible action for the approval to purchase vehicles and equipment in the amount of $1,600,188.— Stan Hohman, Fleet Services Manager Stan Hohman gave an overview of this item, noting that there is a 4% increase of vehicle and equipment purchases due to more City employees being required to drive, in accordance with their job duties. The Fleet Department manages which vehicles and equipment are assigned to each department, but do not track specific employees on which vehicles they use. The current purchases of the City's replacement vehicles are cash- Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 25, 2017 at 4:30 PM funded, aside from police cars, which are bond funded. The Board would like to see the City moves towards cash funding all vehicles, that are considered short term, depreciating assets. No other discussion on item. Motion to approve this item by James Bralski, second by Chere' Heintzman. Approved 4-0 (Stu McLennan absent) C Consideration and possible action to approve the annual contract for facility access control and security technician to be provided by Convergint Technologies of Austin, TX who is the City's current security, video surveillance, and access control provider in the amount of $83,000. — Trish Long, Facilities Superintendent & Eric Nuner, Assistant Parks & Recreation Director Trish Long provided the Board an outline of the services that have been provided by Convergint Technologies to the City over the past two years. The City has been extremely satisfied with the security services that this company provides. Unless there is an increase in facilities or services needed, the part time work that the technician from Convergint provides meets the needs the City has. Kevin, with Convergint, spoke on how there are four technicians that are trained as "Georgetown specific", so should there be an issue where our current technician cannot be available, there are plenty of well-trained backups available to service the City. Motion to approve this item by James Bralski, second by John Hesser. Approved 4-0 (Stu McLennan absent) D Consideration and possible action to recommend an engagement letter and professional services agreement with Plante Moran, PLLC for consulting services for a citywide risk assessment. — Elaine Wilson, Controller & Leigh Wallace, Finance Director Leigh Wallace and Elaine Wilson gave a PowerPoint presentation on the scope and timeline of work that will be given by Plante Moran, should the Board and Council approve to move forward with this company. Plante Moran would interview each department on their processes and inventory internal controls to identify any areas that would pose as a risk to the City, and work towards correcting them before it resulted in a negative impact to the City. The Board would like to be informed on the results of the Risk Assessment and want to be sure that not only are the risks identified, but that they are also followed up on to correct. Motion to approve this item, pending the final contract be approved by the City Attorney, by Tommy Gonzalez, second by John Hesser. Approved 4-0 (Stu McLennan absent) Before meeting was adjourned it was decided, by the Board, that the November 22, 2017 meeting would be canceled, as well as the December 27, 2017 meeting and that one meeting, on December 6, 2017, will be scheduled as the last meeting for the 2017 calendar year. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, October 25, 2017 at 4:30 PM Motion to adjourn the meeting at 5:19 p.m. by James Bralski; second by Chere' Heintzman. Approved 5-0. jary)e,5 (;C05kk, a'ormrry-UIUM28lCZ Date Chere' Heintzman Date Board Secretary Sabrina Poldrack Date Board Liaison