Loading...
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. 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 8tn Street for additional information; TTY users route through Relay Texas at 711. 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.) Page 3 of 88 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) Page 4 of 88 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. Page 5 of 88 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) Page 6 of 88 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) <ILO - Tommy Gonzalez, Date Board Chair at4,-( � 4-�- af===. <A I I I � Chere' Heintzman Date Board Secretary 7. 5abr�- "ota- F/l t'OIV Date Board Liaison Page 7 of 88