Loading...
HomeMy WebLinkAboutMinutes_GGAF_01.09.2013 The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown City Council met at 2:00 p.m. on Tuesday, January 9, 2013, in the Friends of the Library Room, located at 402 West 8th Street, Georgetown, Texas. MINUTES The meeting was called to order at 2:05 p.m. 1. Review minutes from the November 6 and November 12, 2012 GGAF meetings – Danella Elliott, Executive Assistant It was noted that Jerry Hammerlun was absent at the November 12, 2012 GGAF Meeting. Minutes stated he was absent and present. These minutes were unanimously approved with the noted correction at the February 19, 2013 GGAF Meeting. Item#4 was moved to the beginning of the agenda: 4. Discussion and possible authorization to purchase a Fire Engine (Class A Pumper) from Siddons Fire Apparatus (Buyboard Contract) for the amount of $448,398 for Fire Station 2 – Clay Shell, Interim Fire Chief This is a continuation of apparatus replacement schedule (10 year replacement cycle) and the transition from the All-Quint concept to a smaller more versatile Engine concept. This Fire Engine will be identical to the Engines purchased for Fire Stations 1, 3, 4 and 5 as they carry 1,000 gallons of water and are much more efficient than the larger Quint apparatus. Steve asked if 10 years is optimal… Micki explained that it would be debt funded, and that more than 10 years is cost prohibited for maintenance, etc. Our quints are sold to smaller entities, and the funds are used to add to the next purchase. The purchase does not include the SCBA or a Thermal Imaging camera but does include all other items usually associated with a Class A Pumper. The fire engine will be delivered late summer of 2013. The total budgeted amount as defined in the apparatus replacement schedule is $450,000 and this Engine is quoted at $448,398. The remaining funds will be utilized to fund to purchase firefighting equipment for the new apparatus. Unanimously approved. 2. Consideration and possible action to approve the proposed Bylaws for the General Government and Finance (GGAF) Advisory Board – Micki Rundell, Chief Financial Officer Council to provide greater review and oversight into the City’s finance and general governmental activities. The City’s annual budget and process were specifically NOT included within the responsibilities of GGAF. It was felt that the entire City Council should see and review the budget together and not as a subcommittee. Members Present: Patty Eason, Danny Meigs, Steve Fought, Joe Pondrom, Jerry Hammerlun Members Absent: None Staff Present: Micki Rundell, Laurie Brewer, Susan Morgan, Trina Bickford, Paul Pausewang, Stan Hohman, Bridget Chapman, Clay Shell Over the years, GGAF’s purpose has been refined and the membership expanded to include 2 citizen members. GGAF currently consists of 5 members whose primary responsibility is to review and make recommendations on the following: • External auditor selection, as well as, audit process and results • City’s Fiscal and Budgetary Policy • City’s employee benefits and related compensation system • City investment policy and related activities • Non-routine contracts and purchases, or purchases greater than $100,000 • City’s facility construction or renovations • Information technology purchases and systems • Other related policies and activities as recommended by the Chief Financial Officer and/or City Manager The City’s Legal Department is now standardizing all Advisory Board bylaws and incorporating them into the City’s ordinances. The Draft Bylaws were included in the packet and incorporate the CURRENT activities of GGAF. There has been a recommendation to expand the membership of GGAF to seven (7) members by adding 2 additional citizens to the Board. The committee members agreed that GGAF is a unique group and feel the arrangement “as is” is beneficial. GGAF meetings are open meetings, so transparency is not an issue; anyone can attend the meetings. All GGAF members supported maintaining the committee at 5 members. Patty noted that from an educational standpoint, more of GGAF items should be presented in a workshop format in the future. Joe Pondrom made the motion to maintain GGAF at 5 members. Steve Fought added that if Council overrides this, Council members still need to dominate the vote. Motion unanimously approved as amended. Once approved, the Bylaws will then be presented to City Council for final approval and incorporated into the City’s Advisory Board ordinance (Sec. 2.52) 3. Consideration and possible action to authorize expansion of the City’s video surveillance system to eight (8) Water and Wastewater Treatment Plants. As well as replacement of the current standalone system at five (5) Electrical Substations and Airport by Convergint Technologies through the Texas Cooperative Purchasing Network (TCPN) contract in the amount of $318,451.00 – Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer Paul Pausewang, along with Convergint Technologies visited each site and worked with staff to identify the critical areas that need monitoring by surveillance cameras. The Electrical Substations, Water and Wastewater Treatment Plants were on “stand alone” systems, and need to be moved to the current system. These are high definition cameras that will be monitored by the Utilities Control Center which is staffed 24/7. The system will alert the Control Center when movement is detected by the motion detection system. All video will be stored in the Citywide video storage system located at the City Data Center. We currently have 113 cameras throughout the City. Micki noted that these were budgeted in last Fiscal Year’s budget, and funds will be coming from the enterprise funds, not the General Fund budget. There was $300,100 budgeted in the 2011/2012 Facilities ISF (0-5-0350-51-101) and $84,800 budgeted in the IT ISF (570-5-0641-52-101). The funds will be rolled from 2011/2012 into 2012/2013 with a budget amendment on 1/22/13. Unanimously approved. 5. Consideration and possible action for approval to award a contract for consulting services to prepare a multi-hazard mitigation plan to H20 Partners in the amount of $50,000 - Laurie Brewer, Assistant City Manager Laurie Brewer explained that the City received a grant though the Federal Emergency Management Agency to prepare a multi-hazard mitigation plan for the City. The consultant will work with City staff to assess all natural hazards in the City, including the risk of floods, tornados, drought and wildfire. The plan will also identify mitigation actions for each risk. The development of the plan will include public involvement and coordination with other agencies. This plan, once approved by FEMA, will allow the City to become eligible for additional FEMA grant funding to be used towards the mitigation actions. The City prepared a Request for Proposals and received five responses. A staff team made up of the Chief Building Official, Assistant Fire Chief, Housing Coordinator and Assistant City Manager reviewed the RFPs and support the award to the chosen vendor (H20 Partners) due to their experience and work approach in preparing mitigation plans that meet FEMA and Texas Emergency Management standards. They have been in business 11 years. The RFP review group feel like this is a good deal and opens the door to future FEMA funding. It includes areas within the City limits, or affects the city (i.e. rivers, etc that would filter into the city). The grant amount is $127,525, with a 25% local match requirement of $42,508, for a total project budget of $170,033. The local match is made up of 50% ($21,254) of cash, which is budgeted in the Stormwater Drainage Fund. The other 50% of the match is in-kind contribution, based upon the hourly salary rates of the City staff who will be involved in preparing the plan. Unanimously approved. 6. Consideration and possible action to approve a two-year extension with Valley View Consulting, L.L.C. for investment advisory services – Susan Morgan, CPA, Finance Director Susan Morgan reminded the committee that City Council approved a contract with Valley View Consulting, L.L.C. in 2009 after a request for qualifications process. This contract allowed for 2, two-year extensions. The first two-year extension was approved by Council in February 2011. Services provided include advice on market conditions, analysis or risk/return relationships between various investment alternatives, review of the City’s investment policy and reporting to ensure compliance with changes in the Public Funds Investment Act (PFIA) and assisting in the purchase and sale of investment securities. Valley View Consulting, L.L.C. is registered with the Securities and Exchange Commission (SEC) to provide investment advisory services. The City has used this firm for over 12 years for investment services and staff recommends continuing this arrangement for the next two years. As part of the extension, staff will also be amending the contract to update the points of contact, named in the contract, to reflect current staffing. Funds for this service are budgeted in the Finance Administration department. The contract is based on a retainer plus a per transaction fee. Included is a monthly fee of approximately $200, plus a $400 per transaction fee. The estimated transaction costs are approximately $13,500, including investments for GTEC and GEDCO, as well as, bond proceeds. Total annual cost is not expected to exceed $15,000. Investment advisory service contracts require Council approval under the PFIA. Unanimously approved. 7. Review of proposed changes to the City’s investment policy – Susan Morgan, CPA, Finance Director Susan Morgan noted that the City’s financial investments are guided by the City’s investment policy, which was created in compliance with Chapter 2256 of the Texas Government Code. This state law requires that a governing body review its investment policy annually. The City’s policy was last reviewed by Council on January 24, 2012. The proposed changes to the policy include minor adjustments to update the policy for wording clarifications, more robust collateralization requirements to protect the City’s investments and the addition of certain Municipal Securities as an option for the City’s investments. The Texas Legislature has not met since the last review and update; therefore, there are no state legislative updates at this time. The City’s investment advisors, Susan Anderson and Richard Long, with Valley View Consulting, L.L.C., have reviewed the policy and suggested changes. Unanimously approved. 8. Consideration and possible recommendation regarding the selection of the external auditor for the 2013 Annual Audit - Micki Rundell, Chief Financial Officer Micki noted that in 2010, the Fiscal and Budgetary Policy was amended to require the City to rebid and change external auditors every 3 years. Therefore, the City would be required to rebid and change auditors for the fiscal year 2013 annual audit. Staff would like to discuss the option of extending the current audit engagement with Clifton Larson Allen for an additional 2 years, making the total engagement 5 years. There are several reasons for this action. There are several major Governmental Accounting Standards Board (GASB) pronouncements that will require implementation by the City in 2013 and 2014, including hedging activities for the Electric Utility. In addition, the upcoming merger and integration of the CTSUD assets and activities will require knowledge and understanding of the City’s financial structure. Traditionally, it takes an external auditor up to 2 years to fully understand the complicated operations of the City. 2013 is the 3rd year of engagement for Clifton. Changing auditors is more expensive and time consuming for both the auditor and City staff. Therefore, staff is requesting the ability to negotiate a 2 year extension with Clifton for external audit services beginning in 2013. This action would not be compliant with the City’s current Fiscal and Budgetary Policy. In addition, staff will be requesting review of that provision of the Policy with the 2013 Fiscal and Budgetary Policy amendments to be reviewed in April. It may be more cost effective to bid a 5 year contract for audit services instead of a 3 year rotation. The current Policy states: Section X, C: Audit of Accounts – In accordance with the Charter, an independent audit of the City accounts will be performed every year. The auditor is retained by and is accountable directly to the City Council. The auditing firm will serve for up to 3 years, at which time, the City will re-bid these services, thereby changing firms at least every 3 years. Unanimously approved. 9. The meeting adjourned at 3:05 p.m.