HomeMy WebLinkAboutMinutes_GGAF_10.24.2018Minutes of Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
October 24, 2018
The General Government and Finance Advisory Board met on Wednesday, Oct 24, 2018 at 4:30 PM
in Friends Room 218 of the Library, located at 402 West 8' Street, Georgetown, Texas.
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Board Members Present:
Tommy Gonzalez, Chair
Kevin Pitts
Stu McLennan
James Bralski
Others present:
Legislative Regular Agenda
0ty Staff Present;
David Morgan, City Manager
Laurie Brewer, Assistant City Manager
Chris Bryce, IT Director
James Davis, IT Operations Coordinator
Stan Hohman, Fleet Services Manager
Rosemary Ledesma, Purchasing Manager
Trish Long, Facilities Superintendent
Amy Janecka, Finance Admin
Tommy Gonzalez, Chair called the meeting to order at 4:35 p.m.
0
B
Review minutes from the Oct 3, 2018 General Government and Finance Advisory Board
Meeting - Amy Janecka, Board Liaison
The Board did not have any comments regarding the minutes from the Oct 3, 2018 General Government
and Finance Advisory Board meeting.
Motion to approve the minutes by James Bralski, second by Kevin Pitts. Approved 4-0
Consideration and possible action for the approval to purchase vehicles and equipment in the
amount of $2,372,945. Stan Hohman, Fleet Services Manage
Stan Hohman briefed the board on this year's vehicle and equipment purchase. He informed everyone
that it is an overall 3% increase from last year. In years past, there has been a 4% average increase.
Some equipment is being retired and going forward staff will rent the equipment as it is more cost
effective than replacing the existing equipment. The city will also realize cost savings as Caterpillar
Holt is now in Georgetown and equipment can be driven straight off the lot. Stan also explained the
need for $65,000 in debt funding as the budgeted for 2019 models have been sold out and only 2020
models are available now. Tommy Gonzalez asked about purchasing for 2 years at one time since Stan
is having to purchase 2020 models. Stan advised that this would not be needed due to the cycle for
these purchases. Kevin Pitts asked about an undercover officer who was driving an older vehicle. Stan
clarified that the vehicle was confiscated and is running very well at the moment so they will keep it in
use for now. Stu McLennan asked about the vendors Stan is working with and offered a
recommendation for the future comparisons. James Bralski motioned to approve, 2nd by Stu McLennan.
Approved 4-0
C Consideration and possible action to approve an agreement for the sale of retired Cisco branded
telephones to Curvature LLC -Chris Bryce, IT Director; James Davis, IT Operations Manager
Chris briefed the board on the 10 year lifespan of the city's phones and let everyone know that the
phones usually have to be donated after this time. This year, IT looked into selling the phones back and
of the responses received, Curvature offered the best bid. Tommy Gonzalez asked about the payment
method for the sell back and James informed him that it could be in the form of an account credit or a
check could be written to the city. There was general discussion about these options and it was decided
a credit would be ideal. Kevin Pitts motioned to approve, 2nd by James Bralski. Approved 4-0
D Consideration and possible action to approve an InterlocalAgreement to purchase IT security
services through the Texas Department of Information Resources (DIR). Chris Bryce, IT
Director
This item was originally brought to the Aug 29, 2018 meeting and action was postponed until questions
from Chere' regarding comparison of the existing and new agreement could be clarified. Although not
present at the meeting, Chere did let the board know she reviewed the new material and all her questions
were answered. She has no further questions. Board members present at the meeting had no further
questions. Kevin Pitts motioned to approve, 2nd by Stu McLennan. Approved 4-0
E Consideration and possible action to approve an award of a Blanket Agreement with Gulf Coast
Paper Company to provide custodial supplies and equipment through the BuyBoard Contract
#569-18 in an amount not to exceed $110,000, and to ratify $95,345 of previous expenditures for
similar purchases from Gulf Coast Paper Company pursuant to the BuyBoard contract #490-15
- Rosemary Ledesma, Purchasing Manager.
Rosemary informed the board of the research done to find the best value for custodial supplies and
equipment. The city's existing vendor since 2010, Gulf Coast offers the best value. Four other vendors
were also priced. In general, the services (i.e. delivery time) for all were comparable. Gulf Coast is
offering 40-50% off items from catalog price for the duration of their agreement. The dollar amount for
the next agreement includes a 15% increase from last year. Last year saw a 10% increase from the
previous year and Rosemary is building in an additional buffer to account for continued growth in the
city. She also let the board know that legal has reviewed the contract. Tommy Gonzalez asked about
the meaning of a blanket agreement and Rosemary explained its use. Tommy also asked about the
causes of the year on year increases. Rosemary, Laurie Brewer, and David Morgan explained it is due
to increased staff and an increased customer base at the Library, Rec Center, etc. Stu shared his
experience with buying dispensers and then being locked in for buying corresponding higher priced
products. Rosemary verified that dispensers are not being purchased and Trish Long confirmed that the
products from Gulf Coast will work with existing dispensers. James Bralski motioned to approve, 2"d
by Stu McLennan. Approved 4-0
Motion to adjourn hy; Kevin Pitts at 5:06pm, second by Stu McLennan, approved 4-0.
Tommy Gonzalez Date
Board Chair
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Chere' Heintzman Date
Board Secretary
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Air anecka Date
Board Liaison