HomeMy WebLinkAboutMinutes_GGAF_03.28.2018Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, March 28, 2018 at 4:30 PM
The General Government and Finance Advisory Board met on Wednesday, March 28, 2018 at 4:30 PM in the
Hewlett Room of the Library, located at 402 West 8' Street, Georgetown, Texas.
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Board Members Present:
Tommy Gonzalez, Chair
James Bralski, Vice Chair
Chere' Heintzmann, Secretary
Stu McLennan
Board Members Absent:
Ty Gipson
Others Present :
Natalie Schwarz, Plante Moran (on phone)
Adam Ruj an, Plante Moran (on phone)
Legislative Regular Agenda
City Staff Present:
David Morgan, City Manager
Laurie Brewer, Assistant City Manager
Leigh Wallace, Finance Director
Paul Diaz, Budget Manager
Rosemary Ledesma, Purchasing Manager
John Sullivan, Fire Chief
Clay Shell, Assistant Fire Chief
Trish Long, Facilities Superintendent
Eric Nuner, Assistant Parks & Recreation Director
Chris Bryce, IT Director
James Davis, IT Operations Manager
Tadd Phillips, Human Resources Director
Danella Elliott, Executive Assistant
Sabrina Poldrack, Finance Admin
Tommy Gonzalez, Chair called the meeting to order at 4:34 p.m.
A Review minutes from the February 28, 2018 General Government and Finance Advisory Board Meeting.
— Sabrina Poldrack, Board Liaison.
Board did not have any comments regarding the minutes from February 28, 2018 meeting.
Motion to approve the minutes by Stu McLennan, second by James Bralski. Approved 3-0 (Chere' Heintzmann
was absent during this item, arrived shortly after. Ty Gipson absent.)
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Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, March 28, 2018 at 4:30 PM
1
B Welcome new board members & review and discuss General Government and Finance Advisory Board
(GGAF) purpose and bylaws. — Tommy Gonzalez, Board Chair
There were no new members to welcome. Tommy explained the purpose of the Board. There were no questions.
No action needed.
C Review of the City Council's Boards and Commissions Attendance Policy — Tommy Gonzales, Board
Chair
Tommy explained the Attendance Policy to the Board. There were no questions. No action needed.
D Discuss dates/times for future General Government and Finance Board (GGAF) meetings. — Tommy
Gonzalez, Board Chair
Tommy asked the Board if there were any conflicts on the date and time of the current meeting, which is held
on the 4`h Wednesday of every month at 4;30 p.m., unless otherwise noted. There were no conflicts with current
meeting date and time. No action needed.
E Discuss moving the May 23r", 2018 GGAF meeting to May 16`s, 2018 so that the Finance Department can
present the Board with the External Auditor selection, before moving the item to Council on May 22"',
2018. — Tommy Gonzalez, Board Chair
There were no issues on moving the meeting from the May 23rd to May 16`s, all Board Members were in
agreeance. Only action was to move the meeting. No further action, or vote needed.
F Consideration and possible action to approve the purchase of a Bauer Self -Contained Breathing
Apparatus (SCBA) Air Fill Station from August Industries, Inc., using the Buy Board Contract at a total
cost not to exceed $90,000 for the remainder of fiscal year 2017 — 2018. — John Sullivan, Fire Chief
Clay Shell, Assistant Fire Chief, presented this item. The purchase of the new air fill station would be updating
a 20 -year old machine that is currently in use. The purchase was budgeted for in this year's budget. After a
short discussion there was a motion by James Bralski to move item F, seconded by Chere' Heintzmann.
Approved 4-0 (Ty Gipson was absent)
G Consideration and possible action to approve the purchase of firefighting equipment and personal
protective clothing from CASCO Industries using the Buy Board Contract at a total cost not to exceed
$150,000 for the remainder of fiscal year 2017 — 2018. — John Sullivan, Fire Chief
Clay Shell, Assistant Fire Chief, presented this item. This is a routine purchase to replace equipment and
protective gear that has met its life. The vendor, CASCO Industries, is an authorized dealer of the equipment
and also a vendor the City has used in the past. After a short discussion there was a motion by Stu McLennan
to move Item F, seconded by Chere' Heintzmann. Approved 4-0 (Ty Gipson was absent)
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Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, March 28, 2018 at 4:30 PM
H Consideration and possible action to approve the purchase of computer server replacements from the
EST Group for a total of $84,500.00 — Chris Bryce, IT Director
Chris Bryce, IT Director, presented this item. This is a standard purchase to replace a server that has met its
life. The existing server will be transferred to PD to be used as a backup, for disaster recovery. Servers that the
City utilize are on a 5 -year replacement schedule. If risk is low to the City, the server may be used as long as 6
or 7 years. All departments within the City contribute to the Internal Service Fund in order to replace equipment
when life has been met and also for costs of ongoing maintenance and updates. IT will have a 90 day trial run
on the new server to make sure they are completely satisfied.
The Board asked if the City had a Master Plan that includes information, such as life of assets. David Morgan,
City Manager, informed the Board that one does exist and IT does a wonderful job at keeping it up-to-date.
After a short discussion there was a motion by James Braklski to move Item H, seconded by Stu McLennan.
Approved 4-0 (Ty Gipson was absent)
I Consideration and possible action to recommend approval of a Buyboard contract # 558-18 with the
Brandt Company of Austin, Texas for heating, ventilation and air conditioning (HVAC) services in the
estimated annual amount of $300,000. — Trish Long, Facilities Superintendent, Eric Nuner, Parks &
Recreation Assistant Director
Trish Long, Facilities Superintendent, presented this item. Trish explained to the Board that included in the
$300,000 was labor rates, supplies, inspections, and filters needed for the HVAC systems. The City has been
using the current vendor, Brandt, for the past 9 months. Our previous contract, with the previous vendor expired.
The Facilities Department opted out of renewing with the previous vendor and decided on a trial run with
Brandt, whom they met at the Vendor Forum the City of Georgetown puts on annually. The Board asked if
Facilities had a master list of all equipment that they are required to maintain. Trish informed the Board that
they do possess this list, and 3 years ago an outside company completed a detailed assessment on all equipment
to verify purpose and life expectancies. The Facilities Department works diligently to keep that information
current.
The overall concern from the Board was inquiring why the City didn't have a licensed HVAC staff member.
Eric Nuner, Parks & Recreation Assistant Director, informed the Board the topic is being discussed, but is not
a high priority at the moment. In the future, the need may become more pressing with the growth of the City.
But as of now, it is more cost effective to have a contract with an outside vendor for maintenance of the HVAC
system.
After a short discussion there was a motion by Stu McLennan to move Item I, seconded by Chere' Heintzmann.
Approved 4-0 (Ty Gipson was absent)
J Discussion and possible action to recommend FY 2018 budget amendments to the Council Discretionary
Fund. — Leigh Wallace, Finance Director
Leigh Wallace, Finance Director, presented this item. She gave background information on her presentation, to
explain to newer members of the Board, as to how the Council Discretionary Fund works. It was created by
Council, to be used for one-time expenses. The Council Discretionary Fund receives its funding from the
rollover money, after fiscal year end, associated with the General Fund.
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Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, March 28, 2018 at 4:30 PM
The Board recommended that Leigh lower the dollar amount for the Economic Stability Reserve from $750,000
to $375,000 in her model so that the extra money can be used more on one-time funds, such as street
maintenance, sidewalks, and fire stations, Mr, Gonzalez also wanted to see a raise in the TMRS fund to assist
with any cost of living raises for retired employees from the City that is allowed by law. City Manager David
Morgan and Human Resources Director Tadd Phillips will do more research in this area and bring back options
during the compensation and benefits discussion as part of the annual budget process.
After some discussion, the Board came to a consensus that they would recommend funding the Personnel
Settlement at $75,000, the Facility Study at $100,000, and the $375,000 increase to the Stability Reserve. They
also recommended the list of important one-time funds to look as part of the budget process as such: 1.
Downtown West 2. Street Maintenance 3.Fire Stations 4. Other Post Employment Benefits.
There was a motion by Tommy Gonzalez to move Item J, seconded by Chere' Heintzmann. Approved 4-0 (Ty
Gipson was absent)
K Consideration and possible action to recommend to Council authorization for staff to begin contract
negotiations for the purchase and implantation of an Enterprise Resource Planning software system with
Sierra Cedar, and if necessary, authorize staff to begin contract negotiations with AST. — Leigh Wallace,
Finance Director
Leigh Wallace, Finance Director, presented this item. Chris Bryce, IT Director, and Tadd Phillips, HR Director
were also in attendance. Representatives, Natalie Schwarz & Adam Rujan, were on the phone from Plante
Moran. The presentation revealed the top two vendors the City is interested in on moving forward with for the
ERP implementation. Leigh compared the two vendors and ultimately informed the Board that there was a
unified decision to move forward with contract negotiations with Sierra Cedar. The City has completed its due
diligence on researching both companies, completing reference checks, visiting the vendor's current
customer's, and having the vendors come to the City to demonstrate their products. The committee, which is
made up different departments within the City who will be directly impacted by the new system, all agreed that
their top vendor was Sierra Cedar. The initial estimated difference between Sierra Cedar and AST is $2m, which
is over a course of 10 years ($200,000/year difference).
The main concern from the Board was in regards to the price difference between the top two vendors. The
Board trusts and appreciates the work the staff has completed to find the right vendor for the City. Many
members of the Board have personally experience an ERP implementation and understand how complex and
difficult the process can be. It is a large project and the Board wants to see the City fully utilize functionality of
the system they purchase and for all departments to have access to a user friendly system.
The Board recommended that the City Staff include additional information in the presentation that is forwarded
to Council, making it extremely clear why the City wants to move forward with the vendor who costs more.
There was a motion by Chere' Heintzmann to move Item K, second by Stu McLennan. Approved 4-0 (Ty
Gipson was absent)
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Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, March 28, 2018 at 4:30 PM
Motion to adjourn at 6:45 PM by Tommy Gonzalez, second by Stu McLennan. Approved 4-0 (Ty Gipson
absent)
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