HomeMy WebLinkAboutMIN 10.12.2021 CC-WMinutes of Meeting of the
Governing Body of the
City of Georgetown, Texas
Tuesday, October 12, 2021
The Georgetown City Council will meet on Tuesday, October 12, 2021 at 3:00 PM at City Council
Chambers located at 510 West 91h Street.
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 808 Martin Luther King Jr. Street, Georgetown, TX
78626 for additional information; TTY users route through Relay Texas at 711.
Mayor Schroeder called the meeting to order at 4:27 p.m. The following Council Members were
in attendance: Mayor Josh Schroeder; Amanda Parr, Council Member District 1; Shawn Hood,
Council Member District 2; Mike Triggs, Council Member District 3; Steve Fought, Council
Member District 4; Kevin Pitts, Council Member District 5; and Tommy Gonzalez, Council
Member District 7. District 6 is vacant. A quorum of Council Members was present in Council
Chambers and a roll call was performed.
Hood arrived during Item A.
Policy Development/Review Workshop - Call to order at 3:00 PM
A. Presentation and discussion regarding the revised purchasing policy for purchases of Goods
and Services for $50,000.00 and under -- Edward O'Neal, Support Services Manager
O'Neal presented the item and reviewed the background for State Law Chapter 252
Purchasing and Contracting Authority of Municipalities and went into detail on Sec. 252.021
where before a municipality enters a contract that requires expenditure of more than
$50,000.00, a city must comply with sealed bids or proposals, use reverse auction procedure,
or a method described by Chapter 2269. He then reviewed Sec. 252.0215 related to
competitive bidding in relation to HUBS and Sec. 252.0222 related to general exemptions.
O'Neal explained Sec. 6.11 Purchase Procedure of the City Code of Ordinances, mid -level
purchases, and the current policy where: purchases of $0 - $3,000 require that staff must get
one quote and use a purchase card or requisition; and purchases of $3,000.01-$50,000 require
that staff search for HUBS, get two quotes if available, and if no HUBS are available, solicit
three written quotes. He noted the percent of POs issued by category as follows: purchases
of $3,000.01 to $25,000 make up 25%; purchases of $25,000.01 to $50,000 make up 3%;
purchases greater than $50,000 make up 2%; and purchases of $3,000 or less make up 70%.
O'Neal reviewed the percent of dollars purchased by category and noted the current
challenges for departments as follows: time consuming process; delays in repairs; increased
cost of goods and services; departments are subject matter experts and know where to go; and
most procurements are one-time purchases. He provided the following proposed policy:
purchases of $0 - $3,000 would require staff to get one quote and use a purchase card or
requisition; purchases of $3,000.01 - $25,000 would require staff to search for HUBS, get two
quotes if available, and if no HUBS are available, solicit at least one written quote where a
requisition must be used; and for purchases of $25,000.01 - $50,000 would require staff to
search for HUBS, get two quotes if available, and if no HUBS are available, solicit three written
quotes where a requisition must be used. He then reviewed the mid -level purchases from
July 1, 2021 through June 30, 2021 and provided the following summary recommendation,
whereby changing the thresholds, the City will be able to: complete projects quicker; save City
staff time to process orders; save the city administrative cost; save opportunity cost by
allowing City staff to focus on additional city business; and staff may still elect to solicit 3 or
more quote if desired. O'Neal reviewed GGAF Board feedback noting that GGAF
recommends using a two -quote requirement for purchases up to $25,000, instead of one. He
added that staff believes this will not meaningfully reduce the amount of administrative
burden, and staff reserves the right to request multiple quotes for newer product on any
purchase or participate in a formal solicitation.
General discussion among Council and staff including David Morgan, City Manager and
Leigh Wallace Finance Director related to the policy's initial implementation around
approximately 2003; why GGAF wanted to two quotes to prevent patterns of comfort with
purchases; the rationale for review to consider the cost of staff time to walk through these
efforts; and how every purchase, even small, requires at least two people to review and at the
$25,000 level it would be at least 3 or 4 people. Council discussed what amount they would
be comfortable with allowing one or two quotes. Mayor Schroeder asked for consensus and
the general consensus was to allow for staff to have flexibility with purchases of up to $25,000.
Morgan stated that staff will come back with an action item.
B. Presentation and discussion regarding historic tax programs -- Mayra Cantu, Assistant to the
City Manager and Britin Bostick, Downtown and Historic Planner
Due to time constraints this item was not taken up for discussion by the Council.
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas
Codes, Annotated, the items listed below will be discussed in closed session and are subject to
action in the regular session.
C. Sec. 551.071: Consultation with Attorney
Advice from attorney about pending or contemplated litigation and other matters on which
the attorney has a duty to advise the City Council, including agenda items
- Litigation Update
Sec. 551.086: Certain Public Power Utilities: Competitive Matters
- Purchased Power Update
- ISDA Agreement with Morgan Stanley
Sec. 551.087: Deliberation Regarding Economic Development Negotiations
- Project Flex Power
- Project Festival
Mayor Schroeder recessed into Executive Session at 4:50 p.m.
Adjournment
Approved by the Georgetown City Council on
ocioy-)ej
LV -""i Cy
Date
Attest: City S retaryw