The URL can be used to link to this page

Home My WebLink AboutMinutes_GGAF_02.28.2018Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, February 28, 2018 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, February 28, 2018 at 4:30 PM in the Friends of the Library Room, located at 402 West 8" 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' Street for additional information; TTY users route through Relay Texas at 711. Board Members Present: James Bralski, Vice Chair Chere' Heintzman, Secretary Stu McLennan Board Members Absent: Tommy Gonzalez, Chair John Hesser Others Present Adam McCane, CPA, Weaver and Tidwell (external auditor) Legislative Regular Agenda 01y Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Stan Hohman, Fleet Manager Leigh Wallace, Finance Director Elaine Wilson, Controller Christy Rawls, Assistant Controller Rosemary Ledesma, Purchasing Manager Clay Shell, Assistant Fire Chief Trish Long, Facilities Superintendent James Davis, IT Operations Manager Danella Elliott, Executive Assistant James Bralski, Vice Chair, called the meeting to order at 4:35 p.m. A Review minutes from the December 11, 2017 General Government and Finance Advisory Board Meeting. — Sabrina Poldrack, Board Liaison. Board did not have any comments regarding the minutes from December 11, 2017. Motion to approve the minutes by Stu McLennan, second by Chere' Heintzman. Approved 3-0 (Tommy Gonzalez and John Hesser absent) Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, February 28, 2018 at 4:30 PM B Consideration and possible action to approve the purchase of four replacement servers for the City's video surveillance system from Convergint Technologies in the amount of $109,600.00 per TCPN contract #R170502 — Eric Nuner, Assistant Park and Recreation Director and Trish Long, Facilities Superintendent Trish Long spoke on this item and explained that we have 14 video surveillance servers (located in the data center) that were purchased in 2013. She noted that a useful life of 4-5 years is typical, and that the storage capacity of the current servers is at its maximum capacity. As the servers age, the probability of hardware failure increases. Trish said that Convergint is the current provider that maintains the City's surveillance hardware and software and they have had no issues at all with their service. Recommendation is to purchase 4 replacement servers (84TB) from Convergint Technologies. These will provide more storage capability and take up less space than the current 14 servers. Motion to approve Item B by Chere' Heintzman, second by Stu McLennan. Approved 3-0 (Tommy Gonzalez and John Hesser absent) C Consideration and possible action to approve issuance of a correcting Purchase Order for janitorial and floor cleaning services through August 22, 2018 to Predictable Business Strategies, LLC d/b/a PBS of Texas pursuant to a piggyback clause in an agreement with the City of Round Rock replacing Purchase Order #3800701 and repealing any contracts in conflict. — Trish Long Facilities Superintendent and Eric Nuner, Assistant Parks and Recreation Director Trish Long presented this item and requested approval to process correcting the Purchase Order for receiving janitorial and floor cleaning services under the piggyback agreement with the City of Round Rock. Previous Council approval in October 2016 was for receiving services through FY 2017. This action will allow services to continue with PBS of Texas through August 2018 when their contract with the City of Round Rock expires. Rosemary Ledesma explained that the "piggyback agreement" was like an inter -local agreement, allowing several entities to participate. The competitive bidding process is followed. We have used this method, which has been reviewed and approved by Legal, several times. Motion to approve Item C by Stu McLennan, second by Chere' Heintzman. Approved 3-0 (Tommy Gonzalez and John Hesser absent) D Consideration and possible action to approve the purchase of a Dodge Ram 5500 -Diesel Wildland Interface Fire Engine from Chastang Chrystler Dodge RAM Jeep through the H -GAC Contract FS12- 17 for a cost not to exceed $250,000.00 — John Sullivan, Fire Chief Clay Shell presented this item and noted that a typo that should be corrected. The referenced unit is 24 years old, not 22 as stated in the Cover Sheet. He said that this is the 2"d unit purchased as part of their replacement schedule. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, February 28, 2018 at 4:30 PM The new truck will carry 400 gallons of water and 20 gallons of foam, with advanced off-road capabilities. Stan Hohman, Fleet Manager told the board that it was getting very difficult to find parts to repair the 24 year old unit. He also mentioned that this will give us 3 "Type 6" units. Motion to approve Item D by Chere' Heintzman, second by Stu McLennan. Approved 3-0 (Tommy Gonzalez and John Hesser absent) E Review and discussion of the Comprehensive Annual Financial Report (CAFR) and the independent audit for the fiscal year ended September 30, 2017. — Elaine S. Wilson, Controller Elaine Wilson, Controller presented the overview of the Comprehensive Annual Financial Report (CAFR) for the FY ended 9/30/2017. She explained the background and reminded the board that the CAFR reporting is required by State Law, City Charter and bond covenants. She gave a presentation and answered questions from the board. Adam McCane, CPA, with the firm of Weaver and Tidwell, LLP discussed the results of the auditors' independent audit, compliance with auditing standards, testing over internal controls and fraud risk assessment. The auditors' communications: ■ Clean opinion • No unusual transactions • No issues, fraud, etc. • Management has used appropriate judgements • Efficient and effective audit The auditors' results: We will issue the Independent Auditor's Report on the financial statements • Unmodified opinion We will issue the Independent Auditor's Report on Internal Control over Financial Reporting and on Compliance and Other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards • No findings noted We issued the Independent Auditor's Report on Compliance for Each Major Program and on Internal Control Over Compliance Required by Uniform Guidance and Uniform Grant Management Standards • Unmodified opinion • One finding noted (in internal control over compliance, relating to work done undertaking the Airport runway) Mr. McCane gave Kudos to the entire accounting staff, with special thanks to Elaine Wilson and Christi Rawls for their dedication and expertise. He said that they were very diligent in responding to any requests for information and provided everything they asked for in a very timely manner. He said that this is an excellent report and staff did a great job. David Morgan and Laurie Brewer answered questions. Mr. McCane expressed his appreciation the board for their thorough review and comments. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, February 28, 2018 at 4:30 PM Motion to adjourn at 5:21 PM by Stu McLennan, second by Chere' Heintzman. Approved 3-0 (Tommy Gonzalez and John Hesser absent) P �"dlo L. 561p Tommy Gonzalez Date Board Chair Chere' Heintzman Date Board Secretary 1 . Sabrina Poldrack Date Board Liaison