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HomeMy WebLinkAboutMinutes_GGAF_04.25.2018Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 25, 2018 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, April 25, 2018 at 4:30 PM in the Friends 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 81` Street for additional information; TTY users route through Relay Texas at 711. Board Members Present: Tommy Gonzalez, Chair James Bralski, Vice Chair Stu McLennan Board Members Absent: Ty Gipson Chere' Heintzmann, Secretary Legislative Regular Agenda Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Seth Gipson, Management Analyst Rosemary Ledesma, Purchasing Manager Chris Bryce, IT Director James Davis, IT Operations Manager Jess Henderson, Public Safety Operations Manager Greg Berglund, Assistant IT Director Danella Elliott, Executive Assistant Sue Smith, Administrative Assistant Tommy Gonzalez, Chair called the meeting to order at 4:30 p.m. A Review minutes from the March 28, 2018 General Government and Finance Advisory Board Meeting. — Danella Elliott, Board Liaison. Stu McLennan noted that the list regarding use of one-time funds were numbered and he didn't remember there being a ranking order on Item J. Tommy clarified that they were listed in no particular ranking order and said that the numbering will be replaced with bullets and noted that the Board's recommendation was for Option 1 with additional information to be included. Motion to approve the minutes as amended by James Bralski, second by Stu McLennan. Approved 3-0 (Chere' Heintzmann absent; Ty Gipson absent.) B Presentation and discussion of the City of Georgetown's "IT Catalyst Plan" — Chris Bryce, Director, Information Technology Chris Bryce introduced James Davis, Operations Manager, Jess Henderson, Public Safety Operations Manager and Greg Berglund, Assistant IT Director and noted that they greatly contributed to creating the Catalyst Plan. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 25, 2018 at 4:30 PM Chris stated the Mission Statement for Information Technology and gave a presentation outlining how the Catalyst Plan recognizes the fact that most IT initiatives are driven by constant change within the technology world and by organizational efforts to leverage these changes to better serve its customers. The plan outlines a proactive approach to these changes by: 1. Identifying twenty six (26) changes, or "Catalysts", that will impact the City over the next five years; 2. Outlining one or more "Strategies" for proactively dealing with each Catalyst (56 total Strategies); and, 3. Specifying 330 Tactics necessary for achieving technology Strategies. The Catalysts, Strategies, and Tactics are supplemented by several other tools: 1. A list of the five key IT strategies for the next five years, or Fivefor Five; 2. The twenty highest priority tactics to achieve those strategies, or Tactical Top Twenty; 3. The IT Major Project Schedule, which lays out the timing of major software projects; 4. The IT Asset Plan, which serves as a tool for timing and budgeting large IT infrastructure enhancements; and, 5. IT Metrics and Performance Measures designed to measure how the department is achieving its plan. Chris explained that the IT Catalyst plan was developed entirely by in-house staff therefore there are no direct fiscal impacts associated with the plan itself. Tommy suggested using "laymen's terms" to explain what it does and what is actually being produced, plus the end results and importance of why the item is needed. Basically, he suggested providing just a better explanation at the front end in his presentation to Council. Chris answered questions from the board and they commended Chris and his staff on producing such a quality document, noting that this probably saved $25,000 by doing this internally. C Presentation of the Fiscal Impact Model a Laurie Brewer, Assistant City Manager, Wayne Reed, Assistant City Manager, and Seth Gipson, Management Analyst Laurie Brewer gave a brief explanation of the Fiscal Impact Model and the process that has been conducted to date, noting that this is just a tool and not the final decision -maker during consideration of feasibility, etc. Tommy agreed that this is not an "end-all/be-all" tool, and wanted to remind everyone to be very realistic. James suggested that creating a "lessons learned" report would be very beneficial as well. Seth Gipson, Management Analyst, provided an overview and noted that this tool will be beneficial to long range budgetary and financial planning as well. It can assist in evaluating revenue projections, capital improvement programming, levels of service changes, and operational and maintenance budgets. The model can be updated and used by existing City staff as projects come in to be analyzed and during the annual budget process once completed. He further stated that it !s also important to acknowledge ledge that fiscal issues are only one aspect of a^`vaiiiMing development and growth trends. Environmental, land use, quality of the development, jobs/housing balance, transportation, education, and other issues should also be taken into consideration when determining land use - related policies and direction for the City. Seth gave the presentation, which included a demonstration using the model, (which staff had worked diligently with TischlerBise to refine) using Georgetown projects. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 25, 2018 at 4:30 PM Seth, Laurie and David answered questions from the members. Seth will be the FIM main contact/administrator. Tommy reminded everyone that security/integrity, etc is so important and wanted to remind everyone that initial training and continued training is crucial. Although there will not be a lot of users, Tommy highly recommended putting "Not Final Draft" on the bottom of all pages so that there will not be any confusion about the draft versions versus the final documents. The Board thanked Seth for providing this overview and gave kudos to the entire staff for everyone's hard work on this project. They believe it will be a valuable tool. Motion to adjourn at 6:02 pm by Stu McLennan, second by James Bralski. Approved 3-0 (Chere' Heintzmann absent; Ty Gipson absent.) 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