HomeMy WebLinkAboutGGAF_Agenda&Minutes_2013Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, September 25, 2013
The General Government and Finance Advisory Board will meet on Wednesday, September 25, 2013 at
02:00 PM in the Friends of the Library Room, Georgetown Public Library, located at 402 West 8th Street,
Georgetown, Texas.
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Steve Fought, Chair, Tommy Gonzalez, Karen Ivie, Joe Pondrom
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
AGENDA:
*** NOTE: THIS MEETING HAS BEEN
CHANGED TO THE FRIENDS OF THE
LIBRARY ROOM OF THE GEORGETOWN
PUBLIC LIBRARY, LOCATED AT 402
WEST 8TH STREET, GEORGETOWN,
TEXAS.
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13Agenda.pdf
1.Review minutes from the August 28, 2013 GGAF Meeting – Danella Elliott, Executive Assistant
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13DraftMinutes8.28.13CS.pdf
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13DraftMinutes8.28.13.pdf
2.Consideration and possible approval of annual appropriations to several large Information
Technology vendors for maintenance services during the FY 2014 fiscal year – Mike Peters, IT
Director
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13FY2014ITMaintAppropriationsCS.pdf
3.Discussion and possible action to recommend a funding plan for 2013-14 Lone Star Rail payment
– Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13LoneStarRailFundingPlanCS.pdf
4.Update on the impacts of the Affordable Healthcare Act and the City’s Healthcare Plan for 2014 –
Micki Rundell, Chief Financial Officer and Chris Foster, Chief Financial/Utilities Analyst
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13SelfInsurance.presentationCS.pdf
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13SelfInsurancePresentation.pdf
5.Resolution to formerly establish the City’s decision to implement the Self-Insurance Program for
employee health care beginning January 2014 – Micki Rundell, Chief Financial Officer and Susan
Morgan, Finance Director
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13SelfInsuranceResCS.pdf
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13SelfInsuranceResolution.pdf
6.Consideration and possible recommendation to reaffirm the proposed changes to the City’s
franchise agreements with Pedernales Electric Cooperative and Oncor that impact franchise fee
revenue – Micki Rundell, Chief Financial Officer and Chris Foster, Chief Financial/Utilities Analyst
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13PEC-ONCORReaffirmCS.pdf
7.Consideration and possible action for approval to award blanket agreements for paper products
and janitorial supplies to Gulf Coast Paper Company for an estimated annual total of $70,000 and
to V-Quest Office Products for office supplies with an estimated total of $80,000 – Trina Bickford,
Purchasing Manager and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/9.25.13/9.25.13PaperJanitorialOfficeSuppliesCS.pdf
8.Adjourn
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, August 28, 2013
The General Government and Finance Advisory Board will meet on Wednesday, August 28, 2013 at 02:00
PM in the City Hall Main Floor Conference Room, located at 113 East 8th Street, Georgetown, Texas.
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Steve Fought, Chair, Tommy Gonzalez, Joe Pondrom, Karen Ivie
General Government and Finance Advisory Subcommittee regular meetings are held on the second
Monday of each month at 1:00 PM.
Call to Order at 02:00 PM
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
AGENDA
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13Agenda.pdf
1.Review minutes from the June 26th and July 17th, 2013 GGAF Meeting – Danella Elliott,
Administrative Manager
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13DraftMinutes6.26-7.17.13CS.pdf
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13DraftMinutes6.26.13.pdf
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13DraftMinutes7.17.13.pdf
2.Discussion and possible action to declare, by Proclamation, the City of Georgetown as a Purple
Heart City – Aaron Cabrera, Georgetown Resident and Purple Heart Recipient
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13PurpleHeartProclamationCS.pdf
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13PurpleHeartProclamation.pdf
3.Consideration and possible approval of annual appropriation to Dell Marketing LP (Dell) in the
amount of $105,381.48 for IT software maintenance expense (Microsoft Enterprise Agreement) –
Mike Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13DellMSLicensingCS.pdf
4.Consideration and possible action for approval to award the irrigation system services for City
owned facilities to American Irrigation for a period of one year with an option to renew for up to
three additional one year periods, not to exceed the amount of $70,000 – Paul Pausewang,
Support Services Manager and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13IrrigationCS.pdf
5.Consideration and possible action to purchase four 2013 Honda Defender ST 1300 motorcycles
fully outfitted for the Police Department, from DFW Honda through the BuyBoard purchasing
contract in the amount of $167,686.68 – Paul Pausewang, Support Services Manager and Micki
Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13PoliceMotorcycleCS.pdf
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13PoliceMotorcycleQuote.pdf
6.Consideration and possible action for approval to award design and installation of the
communications tower, and relocation of existing radio equipment to new facility, for the Public
Safety Operations and Training Center to Motorola Solutions, Inc. in the amount of $413,462 - Lt.
Patrick Hurley, Georgetown Police Department, and Michael Seery, Construction Project Manager
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13MotorolaPSComEquipCS.pdf
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13MotorolaRadioRelocationTowerProposal.pdf
7.Consideration and possible action to approve the Emergency Services Department (ESD) #8
Contract – John Sullivan, Fire Chief and Clay Shell, Assistant Fire Chief
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13ESDContract2013-14CS.pdf
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13ESDContractExhC.pdf
http://georgetown.org/pdfs/ggaf/8.28.13/8.28.13ESDContract.pdf
8.Adjourn
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, July 17, 2013
The General Government and Finance Advisory Board will meet on Wednesday, July 17, 2013 at 10:00
AM in the Georgetown Municipal Complex Williamson Room, located at 300-1 Industrial Avenue,
Georgetown, Texas.
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Steve Fought, Chair, Tommy Gonzalez, Troy Hellmann, Joe Pondrom, Karen Ivie
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 10:00 AM
AGENDA:
http://georgetown.org/pdfs/ggaf/7.17.13/7.17.13Agenda.pdf
1.Consideration and possible action to approve the Guaranteed Maximum Price as submitted by
Bartett Cocke Construction Company, for the construction of the Public Safety Operations and
Training Center - Michael Seery, Project Manager
http://georgetown.org/pdfs/ggaf/7.17.13/7.17.13PSOTCCS.pdf
http://georgetown.org/pdfs/ggaf/7.17.13/7.17.13PSOTCLetter.pdf
http://georgetown.org/pdfs/ggaf/7.17.13/7.17.13BidSummary.pdf
http://georgetown.org/pdfs/ggaf/7.17.13/7.17.13PSOTCCostOptions.pdf
2. Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, July 17, 2013
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , July 17, 2013 presiding.
Board Members Present:
Steve Fought, Tommy Gonzalez, Joe Pondrom , Karen Ivie
Board Members Absent:
Staff Present:
Micki Rundell, Paul Brandenburg, Laurie Brewer, Michael Seery, Cory Tchida, Denise Register, Carl
Jacquin, Wright Wood, Keith Hickman, Ryan Hansanuwat, Trina Bickford, Vickie Graff, Paul
Pausewang
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 10:00 a.m. on Wednesday, July 17, 2013, in the Georgetown Municipal Complex
Williamson Room, located at 300-1 Industrial Blvd, Georgetown, Texas.
MINUTES
The meeting was called to order at 10:00 a.m.
These minutes were approved at the August 28, 2013 GGAF Meeting.
1.Consideration and possible action to approve the Guaranteed Maximum Price as
submitted by Bartlett Cocke Construction Company, for the Construction of the Public
Safety Operations and Training Center – Michael Seery, Project Manager
Michael Seery introduced the group from Bartlett Cocke and KAH Architects. Mr. Hansanuwat
gave a presentation, and gave a project status, noting that the original schedule is being followed;
Phase 1-2 are complete, and they are moving to Phase 3.
Design documents for construction have been completed and 5 addendum have been issued to
answer questions and clarify issues that arose in the Bid Process. All plans are in Planning and
Permits for review and comment. The Bid closed June 26th and was tabulated. Bartlett Cocke is
finalizing the GMP (Guaranteed Maximum Price). Preliminary draft was completed and sent for
review by the City on July 2nd. Alternates and Value Engineering items were discussed and
selections were made by City in consultation with Architects, Engineers and General Contractor.
Final draft of the GMP, with selected Alternates and VE items, was sent from Bartlett Cocke on
July 9th. In conjunction with the Architects, General Contractors and City representatives, there
was a final GMP review on July 10th.
A Public Safety Progress Presentation will be a Council Workshop item on July 23rd, including a
complete project review, progress to date, projected schedule for beginning construction and
presentation of the Guaranteed Maximum Price. Allotted Budget for the Project is
$29,286,472.00.
Paul Brandenburg noted that a lot of work has gone into this, and it will be our largest facility. He
commended everyone on their hard work to date. All members of the committee had positive
comments and are enthusiastic to break ground.
The GGAF committee’s recommendation to Council is to approve the Guaranteed Maximum
Price as submitted by Bartlett Cocke for the construction of the Public Safety Operations and
Training Center.
Unanimously approved.
2.Adjourned at 10:25 a.m.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, June 26, 2013
The General Government and Finance Advisory Board will meet on Wednesday, June 26, 2013 at 02:00
PM in the Georgetown Municipal Complex Williamson Room, located at 300-1 Industrial Avenue,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Tommy Gonzalez, Troy Hellman, Karen Ivie, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/6.26.13/6.26.13Agenda.pdf
1.Elect new chair for the GGAF Advisory Board and set meeting day/times for future meetings -
Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/6.26.13/6.26.13ChairElect6.26.13CS.pdf
2.Review minutes from the May 29, 2013 GGAF meeting – Danella Elliott, Executive Assistant
http://georgetown.org/pdfs/ggaf/6.26.13/6.26.13DraftMinutes5.29.13CS.pdf
http://georgetown.org/pdfs/ggaf/6.26.13/6.26.13DraftMinutes5.29.13.pdf
3.Direction and possible recommendation to City Council on moving forward with the self-insurance
program – Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/6.26.13/6.26.13SelfInsurance6.26.13CS.pdf
http://georgetown.org/pdfs/ggaf/6.26.13/6.26.13COGSelfInsurancePres.pdf
4.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member , or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, June 26, 2013
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , June 26, 2013 presiding.
Board Members Present:
Troy Hellman, Steve Fought, Tommy Gonzalez, Joe Pondrom , Karen Ivie
Board Members Absent:
None
Staff Present:
Micki Rundell, Susan Morgan, Laurie Brewer, Laura Maloy, Lisa Haines
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 2:00 p.m. on Wednesday, June 26, 2013, in the Georgetown Municipal Complex
Williamson Room, located at 300-1 Industrial Blvd, Georgetown, Texas.
MINUTES
The meeting was called to order at 2:00 p.m.
These minutes were approved at the August 28, 2013 GGAF Meeting.
1.Elect new chair for the GGAF Advisory Board and set meeting day/times for future
meetings - Micki Rundell, Chief Financial Officer
The following were nominated for the GGAF Board:
Steve Fought – Chair - Unanimously approved
Joe Pondrom – Vice Chair – Unanimously approved
The committee voted to hold regularly scheduled GGAF meetings on the Wednesday following
the second Council meeting each month at 2:00 pm in the Main Floor Conference Room, located
at 113 East 8th Street. Unanimously approved .
2.Review minutes from the May 29, 2013 GGAF meeting – Danella Elliott, Executive Assistant
Steve Fought asked to delete “regarding operationally and personally” from the 2nd paragraph of
the minutes. The sentence should read: “After discussion (regarding operationally and personally)
it was decided to officially vote on the new chair and confirm GGAF meeting day/time as the
Wednesday following the second Council meeting at the next meeting”.
Unanimously approved with noted change
3.Direction and possible recommendation to City Council on moving forward with the self-insurance
program – Micki Rundell, Chief Financial Officer
Micki introduced Shannon Schooling and Jeff Klock with the BeneTex Group.
Micki gave a presentation, explaining the steps in implementing the City of Georgetown
Self-Insurance Plan. She gave an overview, explained specific terms and explained the
advantages and disadvantages of a self-insurance plan. She noted that self-insurance offers the
City the best opportunity to manage costs while providing the highest quality of service to
employees, as health insurance rates will just continue to increase.
Micki and Jeff Klok answered questions from the committee on Stop Loss Insurance. The
committee suggested that they get quotes for this portion.
Steve asked if anyone has ever failed, and Mr. Klok replied that the Stop Loss is protection from
failure, as it protects the City from eligible claims that exceed the annual Aggregate Liability Limit.
Micki explained that this item will go before Council at a Workshop on July 9th, hoping for direction
to move forward, and then quotes will be received and reviewed in August/September;
negotiations with the carrier and employee contribution rates will be set in the September/October
time frame, with the plan becoming effective January 1, 2014.
GGAF’s recommendation to Council is to proceed with the self-insurance program.
Unanimously approved.
4.Adjourned at 2:45 p.m.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, May 29, 2013
The General Government and Finance Advisory Board will meet on Wednesday, May 29, 2013 at 02:00
PM in the Georgetown Public Library Friends of the Library Room, located at 402 West 8th Street,
Georgetown, Texas.
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Patty Eason, Chair, Jerry Hammerlun, Joe Pondrom, Steve Fought, Karen Ivie
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
AGENDA
1.Review minutes from the April 24, 2013 GGAF meeting – Danella Elliott, Executive Assistant
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13DraftMinutes4.24.13CS.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13DraftMinutes4.24.13.pdf
2.Overview of the Proposed 2013/2014 budget and five year plan for CIP for General Capital
Projects (GCP), including Facilities, Parks and Downtown Projects – Laurie Brewer, Assistant City
Manager and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13GCPCIPCS.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13GCPCIP.pdf
3.Consideration and possible action to contract with Winter and Company to update the Downtown
Master Plan for the City of Georgetown for the amount of $75,000 – Matt Synatschk, Historic
Planner and Laurie Brewer, Assistant City Manager
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13DTMasterPlanUpdateCS.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13DTMasterPlanUpdateEvaluationWorksheetandScoreSheet
.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13DTMPCover.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13DTMPLetter.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13DTMPUpdateProp.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13DTMPAppendix2.pdf
4.Renewal of the ESRI Small Government Enterprise License Agreement (SGELA) for GIS
mapping software - Chris Bryce, IT Applications Manager
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13ESRISiteLicenseCS.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13ESRIContract.pdf
5.Consideration and possible approval of purchase of contract labor services to Modis, Inc. in the
amount of $42,000 – Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13ModisCS.pdf
6.Discussion and possible action to recommend proposed changes to the City’s Fiscal and
Budgetary Policy for 2013-14 – Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13FiscalPolicy2013CS.pdf
http://georgetown.org/pdfs/ggaf/5.29.13/5.29.13FBPolicyDRAFTREDLINE.pdf
7.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, May 29, 2013
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , May 29, 2013 presiding.
Board Members Present:
Steve Fought, Chair, Tommy Gonzalez, Troy Hellmann, Joe Pondrom
Board Members Absent:
Karen Ivie
Staff Present:
Micki Rundell, Susan Morgan, Paul Pausewang, Mike Peters, Chris Bryce, Laurie Brewer, Jack Daly,
Matt Synatschk
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 2:00 p.m. on Wednesday, May 29, 2013, in the Friends of the Library Room,
located at 402 West 8th Street, Georgetown, Texas.
MINUTES
The meeting was called to order at 2:00 p.m.
Steve Fought asked to remove “(regarding operationally and personally) from the 2nd paragraph
below and these minutes were approved at the June 26, 2013 GGAF Meeting with the
recommended change.
Due to the appointment/replacement of new GGAF members at the City Council meeting last
night (May 28, 2013), Steve Fought acted as the “chair” and called the meeting to order.
After discussion (regarding operationally and personally) it was decided to officially vote on the
new chair and confirm GGAF meeting day/time as the Wednesday following the second Council
meeting at the next meeting.
1.Review minutes from the April 24, 2013 GGAF meeting – Danella Elliott, Executive
Assistant
Unanimously approved.
2.Overview of the Proposed 2013/2014 budget and five year plan for CIP for General Capital
Projects (GCP), including Facilities, Parks and Downtown Projects – Laurie Brewer,
Assistant City Manager and Micki Rundell, Chief Financial Officer
Laurie Brewer gave a presentation on current and future projects, and noted that GCP planning is
a collaborative effort among several departments. Staff has been meeting since February to
discuss projects and funding sources, and the five-year plan, and any recommended changes, will
be reviewed at the June 25, 2013 regular Council workshop and included in the 5 year business
plan update.
·The Facility CIP addresses general and public safety facilities. The Public Safety
Operations and Training Center (police & fire) and West Side Service Center (GUS) are
already underway. Other downtown city facilities are included in the Downtown CIP as
part of the overall planning that area.
·The Parks CIP is being presented for informational purposes only. This proposed CIP
will be discussed at the Parks Advisory Board on June 13, 2013. Recommendations by
the Parks Advisory Board will be included in the June 25, 2013 Council workshop.
·The Downtown CIP will address items identified in the Downtown Master Plan including
streetlights, sidewalks, and pocket parks; as well as City facilities in the downtown area.
This plan will also be reviewed with appropriate boards during June.
The project identified in this budget will be funded through various resources, such as bond
proceeds, parkland dedication fees and Downtown TIRZ.
Steve asked how much flexibility Council had in changing funding for certain projects. Micki
explained that bonds were approved, but Council can vote to not issue those bonds, but there
would then be a need to reissue bonds for other projects.
·He suggested that for Council’s presentation in reviewing the 2008 bonds, they be listed
as “approved but not issued” if that is the case, and include more detailed information for
more clarity.
·Regarding emergency sirens: He also asked for a map or chart of where our emergency
sirens are located throughout the city, as safety is a very important issue to him.
·Tommy asked about doing a City building inventory to survey our needs. We could
repurpose parking, etc. and possibly return money back onto the tax roll.
Micki explained that Council votes on one year at a time, but looks at the entire five-year plan.
This will be on the June 25th agenda. The committee suggested adding more detailed information
into the presentation to Council rather than waiting for it to come up. The also suggested to let
Council “up front’ that they are only approving the first year of the five year plan.
The committee noted that it was a nice overview.
3.Consideration and possible action to contract with Winter and Company to update the
Downtown Master Plan for the City of Georgetown for the amount of $75,000 – Matt
Synatschk, Historic Planner and Laurie Brewer, Assistant City Manager
Staff is requesting approval to contract with Winter and Company to review and update the City’s
Downtown Master Plan. The City has not updated the master plan since 2003. Due to the
changing economy and an ever changing, more vibrant historic downtown, the City feels it is
appropriate to update the current plan to match changing demands. The consultant is prepared to
start as early as June 1 and is scheduled to be completed by the end of December.
The Downtown Master Plan update was bid out competitively and five responses were received.
Winter and Company was the lowest bid received that satisfied all the requirements of the
proposal, which included illustrating a working knowledge of the City of Georgetown.
Unanimously approved.
4.Renewal of the ESRI Small Government Enterprise License Agreement (SGELA) for GIS
mapping software - Chris Bryce, IT Applications Manager
Staff recommends that the City renew its Small Government Enterprise License Agreement
(SGELA) with ESRI. ESRI is the City’s vendor for Geographic Information System (GIS) mapping
software. The ESRI small government site license is a three year contract in which the City pays
a flat yearly fee and, in return, is able to install an unlimited number of GIS software licenses on
our servers and workstations without additional maintenance and licensing costs. The site license
includes all major software products offered by ESRI. The yearly fee is based on a community’s
Decennial Census population and has remained constant over the last four years. Entering into
the site license during this fiscal year offers several advantages:
·ESRI pricing strategies make the site license more cost effective for organizations like the
City of Georgetown who use GIS extensively
·Planned acquisition of new software systems such as an Enterprise Asset Management
and a Customer Information System will rely on GIS software to provide a portion of their
required data, increasing the number of GIS software licenses needed over the next three
years
·The SGELA allows budgeting for a set amount of software maintenance costs as
opposed to seeing large step increases occurring in a single year
·Allows mapping staff to expand its GIS software toolset and fully capitalize on the City’s
GIS investment
·Includes training opportunities not currently available to mapping personnel
Unanimously approved.
5.Consideration and possible approval of purchase of contract labor services to Modis, Inc.
in the amount of $42,000 – Mike Peters, IT Director
Mike explained that the Information Technology department has been using Modis, Inc. as an
agency for temporary staff providing specialized IT assistance. Several purchase orders (POs)
have been issued to Modis during this fiscal year, but none of them have met the size
requirements for Council approval. However, the PO amounts have now cumulatively exceeded
the Council approval threshold, so we are requesting Council approval on the upcoming PO which
should be sufficient to fund the balance of this fiscal year.
Unanimously approved.
6.Discussion and possible action to recommend proposed changes to the City’s Fiscal and
Budgetary Policy for 2013-14 – Micki Rundell, Chief Financial Officer
Micki went over the proposed changes to the Fiscal and Budgetary Policy for the upcoming
budget and to gather feedback on various proposed changes. Proposed amendments include:
·Page 4 - Wording for Operating Budget section updated to reflect the City of Excellence
vision and 5 focus areas.
·Page 9 – Adds the establishment of a Power Contract Credit Reserve to provide financial
assurances to the City’s power supply contract providers.
·Page 18 – Amends the years an external auditor may be retained to 5 years, consistent
with GGAF recommendations in January 2013 and GFOA best practices.
·Page 19 -Amends the Cash Management and Investments section to reflect changes to
the Investment Policy adopted in January 2013 by adding Texas Municipal Obligations
rated A or better to the authorized investments.
·Page 28 – Amends the Staffing policy to reflect changes approved by Council for the
Compensation plan.
In addition, references to fiscal year 2013/14 have been updated and designated amounts have
been left blank. These amounts will be included once they have been determined and will be
included in the final document that is included in the 2013/14 adopted budget.
Once the Policy amendments are reviewed and recommended by GGAF, a Power Point
presentation will be made summarizing the Policy and proposed changes for review by the City
Council at the June 11 workshop.
First reading of the ordinance adopting the Policy will be included on the June 11 Council agenda.
Unanimously approved.
7.Adjourned at 3:15 p.m.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, April 24, 2013
The General Government and Finance Advisory Board will meet on Wednesday, April 24, 2013 at 02:00
PM in the Georgetown Public Library Friends of the Library Room, located at 402 West 8th Street,
Georgetown, Texas.
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
Agenda
http://georgetown.org/pdfs/ggaf/4.24.13/4.24.13Agenda.pdf
1.Review minutes from the March 27, 2013 GGAF meeting – Danella Elliott, Executive Assistant
http://georgetown.org/pdfs/ggaf/4.24.13/4.24.13DraftMinutes3.27.13CS.pdf
http://georgetown.org/pdfs/ggaf/4.24.13/4.24.13DraftMinutes3.27.13.pdf
2.Consideration and possible action to purchase additional surveillance camera video storage
equipment from Convergint Technologies through the Texas Cooperative Purchasing Network
(TCPN) contract in the amount of $83,000.00 - Paul Pausewang, Support Services Manager and
Micki Rundell, CFO
http://georgetown.org/pdfs/ggaf/4.24.13/4.24.13VideoStorageCS.pdf
3.Consideration and possible action to purchase two Altec AM55 Bucket Trucks, a Altec AT40
Bucket Truck and a Altec D2055 Digger Derrick (boom truck) from Altec Industries. This purchase
would be through the TXMAS purchasing contract in the amount of $676,387.00 - Paul
Pausewang, Support Services Manager and Micki Rundell, CFO
http://georgetown.org/pdfs/ggaf/4.24.13/4.24.13BucketTruckTXMASCS.pdf
4.Presentation to Committee – Information Technology (IT) major project status for the current
fiscal year, and the IT Master Plan update for FY 2014 – Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/4.24.13/4.24.13ITMasterPlanUpdateCS.pdf
5.Consideration and discussion of proposed change in practices used by the City for procurement of
vehicles - Trina Bickford – Purchasing Manager and Micki Rundell, CFO
http://georgetown.org/pdfs/ggaf/4.24.13/4.24.13VehicleProcurementChangeCS.pdf
6.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, April 24, 2013
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , April 24, 2013 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
Micki Rundell, Susan Morgan, Paul Pausewang, Trina Bickford, Mike Peters
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 10:00 a.m. on Wednesday, April 24, 2013, in the Friends of the Library Room,
located at 402 West 8th Street, Georgetown, Texas.
MINUTES
The meeting was called to order at 2:04 p.m.
These minutes were approved at the May 29, 2013 GGAF Meeting.
1.Review minutes from the March 27, 2013 GGAF meeting – Danella Elliott, Executive
Assistant
Under Item #2, Steve Fought said that the following specific verbiage was not included in the
minutes and would like this to be reflected: “cost growth of the program will be controlled by a
fixed amount for raises in the budget”.
Unanimously approved as amended.
2.Consideration and possible action to purchase additional surveillance camera video
storage equipment from Convergint Technologies through the Texas Cooperative
Purchasing Network (TCPN) contract in the amount of $83,000.00 - Paul Pausewang,
Support Services Manager and Micki Rundell, CFO
Staff is requesting approval to purchases additional video storage equipment to continue to meet
our 30 days storage requirement. We have not increased the storage platform over the last five
years. The number of surveillance cameras has doubled during this time, and this would add 144
more terrabytes. Paul said that they use the cameras to review/monitor surveillance 2-3 times per
month during the summer, when it is busier. He noted that these are very beneficial and can be
used as teaching tools, focus on cash handling, and Police also use them.
Unanimously approved.
3.Consideration and possible action to purchase two Altec AM55 Bucket Trucks, a Altec
AT40 Bucket Truck and a Altec D2055 Digger Derrick (boom truck) from Altec Industries.
This purchase would be through the TXMAS purchasing contract in the amount of
$676,387.00 - Paul Pausewang, Support Services Manager and Micki Rundell, CFO
Staff is requesting approval to purchase (through the TXMAS contract:
(2) AM55 bucket truck @ $174,960.00 each
(1) AT40 bucket truck @ $124,365.00
(1) D2055A digger derrick truck @ $202,102.00
These trucks will replace two 2003 55’ International bucket trucks, 2008 40’ Ford F-550 bucket
truck and 2002 International digger derrick truck. These trucks are used by the Electric
Department to maintain electrical services. The bucket trucks are part of the Mid year budget
adjustment approved by Council last night, and the digger derrick was part of the Vehicle ISF
2012/13 budget.
Unanimously approved.
4.Presentation to Committee – Information Technology (IT) major project status for the
current fiscal year, and the IT Master Plan update for FY 2014 – Mike Peters, IT Director
Mike gave an overview of major Information Technology projects completed this year, those
planned for FY 2014, and future initiatives identified in the 2014 update of the IT Master Plan.
He explained the new tablet subsidy program and how it works. There was discussion on “when
the work day ends”, open records and law suits for hourly employees working from home and later
filing lawsuits for compensation. There was additional discussion on the Asset Management
system, which is the first step of a truly integrated solution and how the relationship to the utilities
are all integrated.
5.Consideration and discussion of proposed change in practices used by the City for
procurement of vehicles - Trina Bickford – Purchasing Manager and Micki Rundell, CFO
Trina Bickford explained that staff is recommending to continue the shift away from a single large
bid invitation for all city vehicles to include using cooperative purchasing contracts where available
for all types of vehicle needs. This will continue the staff time efficiencies and service
improvements as part of the Vehicle Service Center (VSC) initiative reviewed with GGAF last
month. Using cooperative purchasing contracts also can provide lower costs.
Current practice. The City makes an annual procurement of new vehicles for city wide use – all
vehicles for all departments are combined into one large bid invitation, and the award is made at
one time after receipt of Council approval. This is a very large and complex procurement that
requires a great deal of staff time for both Purchasing and the Vehicle Service Center. The
specifications for all of the vehicles result in a large bid invitation often exceeding 40 pages of
details. Once the responses are received, tabulation of the bid and determination of the award
requires an additional investment of time all at once. This also results in a large quantity of
vehicles arriving simultaneously to be inspected and outfitted by the VSC. The splitting of vehicle
purchases reviewed last month will help, but the majority of our purchases remain part of a single
bid.
Trina explained that there are several advantages to using cooperative purchase contracts, such
as HGAC, US Communities and the BuyBoard.
·The vehicles available have been publicly bid according to state law, so City staff time is
reduced duplicating this same process. Most heavy equipment is already purchased
through these contracts.
·Vehicles generally cost less on these contracts than the City receives in its bids. The
City is a relatively small buyer, so the contracts allow the City to take advantage of volume
discounts.
·Vehicles are available throughout the year with shorter delivery times . This allows
the VSC and the departments they serve to order vehicles and place them in service
evenly throughout the year and as best meets VSC and department needs. This further
reduces the backlog of new vehicles sitting on site and waiting to be made ready for
service that occurs when one large bid is awarded.
This shift will require staff to present purchases to GGAF and Council for approval at various
times during the year, instead of in one or two large awards. However, the decrease in staff time
in the bidding process far outweighs this added paperwork. This shift will limit locally-owned
and/or located vendors’ opportunities to supply City vehicles. Most vendors on the contracts
are in this area, many as close as Round Rock and Austin. Out of 53 vehicles (excludes heavy
equipment) purchased in the past 3 years, 14 were awarded to a locally located vendor. Two
heavy equipment items have been awarded to a locally-owned vendor, but they were purchased
using one of the cooperative contracts, not through the City’s bid process.
Staff recommends modification of the existing process to decrease costs in both time and money
associated with bidding vehicle procurements, and to better use the limited resources of the
Vehicle Service Center.
No increase in costs is anticipated – in addition to soft savings from increased efficiency, the City
may receive better pricing through cooperative purchasing agreements.
Trina answered questions on how many local vendors bid on our vehicles. It was suggested that
we could contact the local vendors once per year, informing them of upcoming bids/services. It
was noted that a local vendor does have the oil change bid on our vehicles and that they could
possibly bid on the PM, etc. if they did not want to bid on the actual fleet.
Motion from the Committee to present this information during Workshop , including detailed
documentation on the number of bids received from local bidders, and let Council make the final
decision, since this is of a very sensitive nature. They were all in agreement and expressed the
importance of providing documentation of the historic realities (local vendors’ bids) to Council and
make sure it is thoroughly explained.
Micki noted that the City of Georgetown has just earned the SILVER Leadership Circle Award by
scoring 13 of twenty possible points on the ratings criteria success in implementing financial
transparency and receiving a Leadership Circle Award. This award designation is valid for one
year and at the end of 12 months, we can resubmit an application to qualify for the Leadership
Circle Award again, or reapply at any time to earn a higher award. We did not receive “gold”
because we do not put our check register on the website. Thanks to everyone for their part!
6.Adjourned at 3:30 p.m.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, March 27, 2013
The General Government and Finance Advisory Board will meet on Wednesday, March 27, 2013 at 02:00
PM in the Georgetown Public Library Friends of the Library Room, located at 402 West 8th Street,
Georgetown, Texas.
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13Agenda.pdf
1.Review minutes from the February 19 and March 6, 2013 GGAF meetings – Danella Elliott,
Executive Assistant
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13DraftMinutes2.19.13and3.6.13CS.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13DraftMinutes2.19.13.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13DraftMinutes3.6.13.pdf
2.2012 Compensation Plan overview and update – Kevin Russell, Director of Human Resources
and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13CompPlanCS.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13CompPlanUpdatePres.pdf
3.Purchase of Replacement Data Center Storage Platform – Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13NetAppStoragePurchaseCS.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13CostComparisonCompellentvsNetApp.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13FreeItQuote.pdf
4.Purchase of 20 Replacement Panasonic Toughbook Computers from Paradigm System Solutions
for $105,234 – Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13ParadigmToughbookPurchaseCS.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13ToughbookQuote.pdf
5.Public Safety Training Operations Center (PSTOC) Data Center Study – Consultant Selection –
Mike Peters, IT Director
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13PSTCDataCenterStudySelectionCS.pdf
6.Overview of Customer Service initiative for the Vehicle Service Center - Paul Pausewang, Support
Services Manager and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13VSCCusServiceActionPlanCS.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13VSCCusServiceActionPlan.pdf
7.Consideration and possible action to authorize the Police Department to proceed with the
procurement of 80 Personal Video Recorders (PVRs) for immediate field deployment in an
amount not to exceed $75,000.00.
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13PVRCS.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13BodyWornCameras.pdf
http://georgetown.org/pdfs/ggaf/3.27.13/3.27.13PVRPresentation.pdf
8. Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, March 27, 2013
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , March 27, 2013 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
Paul Brandenburg, Micki Rundell, Susan Morgan, Laurie Brewer, Kevin Russell, Paul Pausewang, Mike
Peters, Trina Bickford, Skye Masson, Wayne Nero, Cry Tchida, Laura Maloy
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 10:00 a.m. on Wednesday, March 27, 2013, in the Friends of the Library Room,
located at 402 West 8th Street, Georgetown, Texas.
The meeting was called to order at 2:00 p.m.
These minutes were approved at the April 24, 2013 GGAF Meeting.
1.Review minutes from the February 19 and March 6, 2013 GGAF meetings – Danella Elliott,
Executive Assistant
Unanimously approved.
2.2012 Compensation Plan overview and update – Kevin Russell, Director of Human
Resources and Micki Rundell, Chief Financial Officer
Micki and Kevin gave a presentation and update on the comp plan. During Fiscal Year 2011/12,
the City undertook a major compensation and market analysis project to address long –term
issues regarding pay for City employees. Individual jobs were reviewed and classified according
to a new pay structure. The results of this study were presented to the GGAF Board on June 27,
2012 and to City Council on July 10, 2012. At that meeting, the Council directed staff to develop
a plan that funded basically 60% of the total $1.5Min pay adjustments needed to implement this
project.
The 2012/13 Annual budget included over $1.2M in funds for the plan implementation. This
$1.2M included benefit costs and had $700K being recognized in the General Fund. Initial plans
were to ensure that every employee was within the correct pay grade. Therefore, employees were
adjusted to at least be at the bottom of their new pay grade. (Phase 1) Next, the City’s high
performers were adjusted (Phase 2), using evaluations from the previous two years to determine
percentage allocation within the pay range.
The assumption was that the mid-point in the salary range was “market” or 100%. The highest
performers, which had received an “outstanding” evaluation the previous 2 years, would have a
maximum increase to 107% of midpoint, with no single employee receiving more than $10,000 or
20% in Phase 2. The balance would be paid in Phase 3, along with any other adjustments.
It was during this period that the methodology was amended in order to impact more employees.
Since the dollars were already budgeted, it was determined that the Phase 2 recipients would only
receive 80% of their Phase 2 adjustments, with the remaining balance added to Phase 3 (or
Phase 2.5 in this presentation). This 20% of funds allowed adjustments for “meets” employees
based on years of service. Meets employees with 5 years of service were adjusted 95% of
mid-point, with meets/exceeds being adjusted between 97 and 98% of mid-point. These
adjustments followed the 80% adjusted in 2012/13 and 20% planned for 2013/14.
Issues became relevant when new employees were hired during fiscal year 2012/13. Because
there are tenured employees who were making less than mid-point, new hires that had experience
from other entities where being brought in at higher salaries then existing employees, thus
creating a new compression problem.
Therefore, staff is recommending a Phase 3.5, which effectively recognizes years of service within
this organization regardless of high performance by moving employees closer to mid-point. The
assumption is made that a 5 year employee has “journeymen” status and should be receiving the
mid-point of the salary range. Phase 3.5 also adjusts high performers that were previously
adjusted in Phase 2 to prevent added compression issues. The original recommendation of
107% maximum pay resulting from the comp study remained. This recommendation also
includes the adoption of a maintenance system to maintain the City’s pay plan, thus ensuring that
the City has a competitive salary structure going forward. The details of the maintenance plan
were included in the presentation.
Staff is also recommending that Phase 2.5 (the 20% not given as originally planned) be
implemented May 1, with funds remaining from the implementation of Phase 2. These funds are
available due to salary savings within the budget.
The GGAF Committee suggested adding an additional slide for the Council presentation to
answer questions before they are asked regarding “salary savings” and also suggested
presenting the savings differently and give examples, i.e. Project Coordinator salary savings due
to delayed hiring etc. They also suggested alternate verbiage:
·“Reprogramming” Instead of “unfunded money” or salary savings
·“Maintenance funding” instead of “merit”
·Remind Council and clarify FY vs. MY
3.Purchase of Replacement Data Center Storage Platform – Mike Peters, IT Director
Mike explained that currently the City data center has two storage platforms (each suited to
different types of data):
·A Compellent platform (product now owned by Dell), which primarily stores server and
database information
·A NetApp platform, which stores end user information (Office documents, etc.)
Recently we were informed by our Dell reseller that they are abruptly ending support for portions
of the Compellent platform, forcing us into previously unscheduled upgrades in both FY 2013 and
2014. We negotiated with the reseller for relief due to the abrupt nature of the change, and
received a tentative proposal relieving us of the increased costs for FY 2013 only. Required
upgrade costs for FY 2014 are estimated to be $41,000 in addition to our current maintenance
costs. Additional upgrade costs (not quantified) are also projected for FY 2016.
As a result, we contacted our NetApp reseller for an alternative, and they have proposed a
competitive buy-out of the Compellent platform. While the cost of this option would increase our
out-of pocket costs in FY 2013 by approximately $71,000, the reduced ongoing maintenance
costs for the NetApp product would reduce our FY 2013-2015 three year total cost by
approximately $93,000. In addition, the NetApp product is capable of consolidating data from
both of our current platforms, which saves operational effort for the IT team.
NetApp reseller’s quote for the replacement product is $125,147; however, if the product can be
purchased and implemented prior to April 30, we can cancel a previously issued purchase order
for FY 2013 Compellent maintenance in the amount of $54,000, for a net incremental purchase of
$71,147. A spreadsheet showing the three-year cost comparison for both options is attached.
The cost gap between the NetApp option and the previously budgeted Compellent costs will be
covered by delaying other equipment replacements into FY 2014.
Unanimously approved.
4.Purchase of 20 Replacement Panasonic Toughbook Computers from Paradigm System
Solutions for $105,234 – Mike Peters, IT Director
Staff requests purchase of 20 Panasonic Toughbook laptop computers to replace units that will be
retired as part of a previously approved annual scheduled replacement of police vehicles. The old
Toughbooks are four (or more) years old, are out of warranty and will be disposed of.
Unanimously approved.
5.Public Safety Training Operations Center (PSTOC) Data Center Study – Consultant
Selection – Mike Peters, IT Director
Information Technology and Purchasing released an RFP soliciting consulting assistance for
technical design assistance for the PSTOC Data Center. Responses were received, and staff has
completed their review of those responses.
Two of the bidders involved in the process received very high and close scores in our evaluation
process. Since the results of this study will ultimately drive an estimated $800,000 or more in IT
equipment and services purchases in fiscal year 2014, staff is recommending that we select both
of the top bidders at this time, allowing us to subsequently select the better study work product
produced by the consultants for implementation purposes. This project was budgeted during the
FY 2013 budget process, and the budgeted amount ($75,000) is sufficient to conduct both
consultant studies.
These top bidders (in alphabetical order) are:
·Flair Data Systems, in the amount of $15,000.
·Nexus IS, Inc., in the amount of $54,600.
The GGAF Committee recommends awarding the bid to Nexus, as the best value bid for this
project, having received the highest evaluation score, and possibly hire Flair Data Systems on an
hourly basis as a second effort opinion.
Unanimously approved.
6.Overview of Customer Service initiative for the Vehicle Service Center – Paul Pausewang,
Support Services Manager and Micki Rundell, Chief Financial Officer
Paul Pausewang gave an overview of the proposed changes in services for the Vehicle Service
Center.
In preparation for the annual budget and in review of results from last year’s internal customer
service survey, staff will be making changes in how customer service is handled, as well as
addressing another area of concern. The VSC is modifying its Customer Service Plan to address
communication issues with our customers as well as to more effectively manage the workload.
·1 senior mechanic will be on duty as a “Service Agent” to meet customers when they
come to the VSC
·The Service Agent’s job will be to assess the vehicle’s situation and to determine the best
method to address the situation. The Agent will:
o Be aware of the work underway on the floor of the VSC and will be able to
estimate the time needed for the vehicle to be repaired, or
o Determine if the repairs warrant outsourcing and if so, what the timing of such
repairs will be
o Schedule Preventive Maintenance appointments
o Keep the customer updated as to the status of the vehicle, notifying them when
the repairs are completed
o Also help in securing a “loaner” vehicle for this down time.
·This plan will also target customer response and personal attention to each situation
In preparing the 2013/14 ISF budget, staff will meet with the various departments to access their
needs for the upcoming fiscal year, and it was determined that the useful life of some of the
equipment used in the Electric Department was in need of replacement.
·Higher than expected down time due to repairs results in down time for crews
·Delays in getting specialized equipment back in the fleet
·Higher mileage resulting in less efficient usage
This resulted in the need to shorten the useful life of the bucket truck and other major equipment
used by the department in maintaining the electric system. In doing this, a cash infusion from the
Electric Fund would be necessary in the next budget cycle. Another item that was brought up was
that the timing to receive vehicles was up to 12 weeks or more, and if new staff was approved in
the budget with an October 1 hire date, their wasn’t equipment available for their use for several
months after they would be hired.
Therefore, staff is recommending we purchase ½ the vehicles that would be purchased in fiscal
year 2013/14 in May 2013. The Electric Fund will need to transfer additional monies to fund the
shorter life adjustment in any case, so by making the transfer at midyear, these replacement
vehicles could be ordered and on site by October 1. This would also mean that if a new crew was
approved in the upcoming budget, they could use the replaced equipment until their new vehicles
were ordered and received.
Additionally, this would allow the VSC to order vehicles throughout the fiscal year, receiving them
throughout the year as well, thus evening out the related workload. Currently, replacements are
annually. Staff is recommending we separate annual purchases into beginning year and
mid-year, thus allowing purchases to occur throughout the year not all in October as is current
practice. Budget wise, the first year the department implements this new process will be higher.
The budgeted amount to fund vehicles for replacement would include not only that year’s
purchases, but also include a roll forward of the following year purchases to allow for the advance
purchase to meet the October 1 delivery date. Once implemented, there annual amounts would
be level.
This program will improve customer service by:
·Having a speedier turn around on replaced vehicles
·Establishing reserve units for GUS departments
·Increasing efficiency for the departments by allowing use of retiring vehicles by new
crews that are added to the budget until their new vehicles are received.
·Leveling workload at the VSC since all the new vehicles wouldn’t all come be delivered in
the same time frame
·Reducing required overtime to accept replacement vehicles into the fleet and make ready
for use by the departments.
Staff is recommending implementing a pilot program with the Electric Department in May.
$655,000 in funds will be requested from the Electric Department as part of the mid-year budget
process. The Electric Fund has excess funding available for this program.
The Committee commended staff on this new Customer Service initiative.
7.Consideration and possible action to authorize the Police Department to proceed with the
procurement of 80 Personal Video Recorders (PVRs) for immediate field deployment in an
amount not to exceed $75,000.00 – Wayne Nero, Chief of Police
Chief Nero gave a presentation on the PVRs and explained that the Georgetown Police
Department currently deploys in-car camera’s only, which capture less than 10% of officer’s daily
interactions. The department has successfully deployed digital pocket recorders (audio only) for
the last two years in order to offset the limitations of the in-car camera capabilities. GPD has set
a goal of issuing a Taser and PVR to every officer. The Taser goal has been met this FY and
GPD is seeking to procure and issue PVRs to every officer for immediate field deployment.
The use of PVRs is a very promising and growing trend in law enforcement. GPD has field tested
several PVRs over the last 18 and determined that the VieVu camera best meets current needs.
They have worked with VieVu and L3 Mobile-Vision to ensure that our data can be managed
seamlessly utilizing the same software. All requisite infrastructure for secure data management
has been procured, installed, and is functional.
The use of PVRs offer many advantages such as enhanced prosecution, they deter negative
and/or assaultive behavior against the officer, provide a situational perspective of rapidly evolving
situations not previously available, offer an unprecedented degree of transparency and
accountability to the public, and reduce false claims against officers.
The estimated financial impact of 80 VieVu Personal Video Recorders is $72,796.00.
Unanimously approved.
8.Adjourned at 3:25 p.m.
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Adjournment
The meeting was adjourned at 10:30 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, March 6, 2013
The General Government and Finance Advisory Board will meet on Wednesday, March 6, 2013 at 10:00
AM in the Georgetown Public Library Friends of the Library Room, located at 402 West 8th Street,
Georgetown, Texas.
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Patty Eason, Chair, Danny Meigs, Rachael Jonrowe, Joe Pondrom, Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 10:00 AM
Agenda
http://georgetown.org/pdfs/ggaf/3.6.13/3.6.13Agenda.pdf
1.Presentation and possible direction to staff regarding the Albertson's Feasibility Study - Micki
Rundell, Chief Financial Officer and Paul Brandenburg, City Manager
http://georgetown.org/pdfs/ggaf/3.6.13/3.6.13FeasibilityStudyCS.pdf
http://georgetown.org/pdfs/ggaf/3.6.13/3.6.13DraftFeasibilityStudy.pdf
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall , 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, March 6, 2013
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , March 6, 2013 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
: Paul Brandenburg, Micki Rundell, Laurie Brewer Mark Thomas, Paul Pausewang, Cari Miller, Cathy
Leloux, Leticia Zavala, Jim Briggs, Ed Polasek, David Munk, Mark Miller, Jill Kellum , Trina Bickford,
Chris Foster, Trina Bickford; various City of Georgetown staff
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 10:00 a.m. on Wednesday, March 6, 2013, in the Friends of the Library Room,
located at 402 West 8th Street, Georgetown, Texas.
The meeting was called to order at 10:05 a.m.
These minutes were approved at the March 27, 2013 GGAF Meeting.
1.Presentation and possible direction to staff regarding the Albertson’s Feasibility Study –
Micki Rundell, Chief Financial Officer and Paul Brandenburg, City Manager
On August 28, 2012, the City Council directed staff to conduct a feasibility study for alternative
uses of the City owned Albertson’s building.
Paul Brandenburg gave a brief chronological update of the City’s purchase of the old Albertson’s
facility.
Mr. Ron Hobbs (Ron Hobbs Architects) presented the study results and gave a presentation on
possible alternatives,uses, etc. for this facility. Mr. Hobbs answered questions. The report is
attached.
This report will be presented by Mr. Hobbs to City Council at the March 12, 2013 Council
workshop.
The General Government and Finance Advisory Board recommends approving authorization
for staff to proceed with obtaining firms to conduct a Market Analysis, Financial Analysis, and
Traffic Impact Analysis (TIA) for the current Albertson’s site regarding the plans for a Conference
Center / Expo Center as presented in the Feasibility Study by Ron Hobbs Architects.
Unanimously approved.
2.Adjourned at 11:30 a.m.
Adjournment
The meeting was adjourned at 11:30 AM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, February 19, 2013
The General Government and Finance Advisory Board will meet on Tuesday, February 19, 2013 at 02:00
PM in the Georgetown Public Library Friends of the Library Room, located at 402 West 8th Street,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Board regular meetings are held on the fourth Wednesday of
each month at 2:00 PM
Call to Order at 02:00 PM
AGENDA
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13Agenda.pdf
1.Review minutes from the January 9, 2013 GGAF meetings – Danella Elliott, Executive Assistant
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13DraftMinutes1.9.13CS.pdf
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13DraftMinutes1.9.13.pdf
2.Review and discussion of the results of the audit for Fiscal Year Ended, September 30, 2012 -
Micki Rundell, Chief Financial Officer, Susan Morgan, CPA, Finance Director, Lisa Haines,
Controller
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13CAFRReviewCS.pdf
3.Franchise Fees – Chris Foster, Utilities Financial Analyst
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13FranchiseFeesCS.pdf
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13FranchiseFeesPres11.27.12.pdf
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13FranchiseFeesPres2.19.13.pdf
4.Overview of the City’s current outstanding and proposed debt obligations - Micki Rundell, Chief
Financial Officer
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13DebtOverviewCS.pdf
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13DebtOverviewPres.pdf
5.Consideration and possible action to authorize Specialized Public Finance, Inc. (SPFI) to proceed with the
preparation of the required bond offering documents for the upcoming April 2013 bond issues - Micki
Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13SPFIBondAuthCS.pdf
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13BondIssuanceTimetable.pdf
6.Discussion and possible recommendation to renew the contract with CSG International as the
City’s vendor for utility bill printing and mailing services and approve funding at an annual cost of
$190,800 - Leticia Zavala, Customer Care Manager and Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13CSGContractRenewalCS.pdf
7.Discussion and recommendation to authorize payment of transaction fees to Tyler Technologies
for online web payment processing in the amount of $67,500 – Leticia Zavala, Customer Care
Manager, Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13InsiteFeesCS.pdf
8.Overview of upcoming Public Safety Training Operations Center (PSTOC) Data Center Study –
Mike Peters, Information Technology Director
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13PSTOCDataCenterStudyCS.pdf
9.Discussion on date/time for a Special GGAF meeting in March – Micki Rundell, Chief Financial
Officer
http://georgetown.org/pdfs/ggaf/2.19.13/2.19.13SpecialGGAFMtgDateCS.pdf
10. Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Tuesday, February 19, 2013
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Tuesday , February 19, 2013 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
: Micki Rundell, Susan Morgan, Lisa Haines, Leticia Zavala, Chris Foster, Trina Bickford
Minutes
Regular Meeting
The General Government and Finance (GGAF) Advisory Subcommittee established by the Georgetown
City Council met at 2:00 p.m. on Tuesday, February 19, 2013, in the Friends of the Library Room,
located at 402 West 8th Street, Georgetown, Texas.
The meeting was called to order at 2:05 p.m.
These minutes were approved at the March 27, 2013 GGAF Meeting.
1.Review minutes from the January 9, 2013 GGAF meetings – Danella Elliott, Executive
Assistant
Steve Fought clarified statement for Bylaws recommendation: ”Steve Fought added that the
number of members could be up to 7, and that if Council overrides this, it was the consensus of
the group that Council members still need to dominate the vote.”
Amended minutes unanimously approved.
2.Review and discussion of the results of the audit for Fiscal Year Ended, September 30,
2012 - Micki Rundell, Chief Financial Officer, Susan Morgan, CPA, Finance Director, Lisa
Haines, Controller
Susan Morgan introduced Lisa Haines, our new Controller and Jerry McMillon, with
CliftonLarsenAllen, LLP, the City’s external auditor.
The City’s Comprehensive Annual Financial Report (CAFR) for the Fiscal Year Ended September
30, 2012 and related audit is substantially complete. Mr. McMillon discussed the audit process
and noted that there were no adjustments and no issues. Below are the required communication
under auditing standards (Audit Committee Report);
·Status update and upcoming schedule related to the finalizing the current year audit; and
·Overview of the audit results including results related to the Single Audit (federal awards)
.
He also commended Lisa, Susan and the entire staff for producing such a great document.
The committee thanked Mr. McMillon for his report.
3.Recommendation on increasing the Electric Franchise Fee on Pedernales Electric
Cooperative from 2% to 4.5% of gross annual revenues. Follow up to answer questions
regarding PEG, Electric franchise, and Telcomm franchise fees stemming from the
workshop held on November 27th, 2012 - Christopher Foster, Chief Financial/Utilities
Analyst
Council had several questions during the workshop held on November 27th, 2012 that needed
further research to answer. Following Council direction, these findings were presented to the
General Government and Finance Committee (GGAF).
There is an estimated increase of $86,000 annually to the General Fund as a result of increasing
the Franchise Fee rate on PEC from 2% to 4.5%. Chris Foster gave an update to November’s
presentation, and answered questions.
GGAF recommended to “have parody between existing customers in town, out of the spirit of
fairness” and treat all out of town residents the same. They would also like to see the historic
benefit.
Unanimously approved.
This will be a workshop item on February 26th.
4.Overview of the City’s current outstanding and proposed debt obligations - Micki Rundell,
Chief Financial Officer
In preparation for the annual bond issuance process, Micki gave an overview presentation which
includes Revenue Bonds related to the City’s utilities, both self-supporting and taxable general
debt obligations, the City’s current outstanding debt obligations, as well as, a preview of the
upcoming bond issue that the Council will consider in April 2013.
5.Consideration and possible action to authorize Specialized Public Finance, Inc. (SPFI) to
proceed with the preparation of the required bond offering documents for the upcoming
April 2013 bond issues - Micki Rundell, Chief Financial Officer
Micki explained that this action officially begins the April 2013 bond issuance process by
authorizing the City’s financial advisor (SPFI) to begin work on the Official Statements needed for
the bonds. This item does not authorize the bond issue or determine the final amount of
total bonds issued. The 2012/13 Annual Budget included debt funding for certain capital
improvements.
TAX SUPPORTED BONDS:Estimated Tax
Impact**
General Obligation Bonds – 2011 Public Safety Authorization
$0.01010 Year Bonds
Furniture & Equipment
$1,000,000
25 Year Bonds
Complete construction of the facility
3,500,000
General Obligation Bonds – 2008 Parks Bond Authorization
$0.009
20 Year Bonds
Various park improvements
$5,000,000
SELF-SUPPORTING BONDS:
Certificates of Obligation
20 Year Bonds
Construction – Westside Service Center
$4,000,000** plus issuance
TOTAL PROPOSED BONDS
$13,500,000
The “not to exceed amount ” for the Certificates of Obligation will be included in the CO
notice/action that will be presented to City Council on March 12. The total face value of the bond
issue will increase to include issuance costs.
Recommendation to authorize Specialized Public Finance, Inc. (SPFI) to proceed with preparation
of the required bond offering documents unanimously approved.
6.Discussion and possible recommendation to renew the contract with CSG International as
the City’s vendor for utility bill printing and mailing services and approve funding at an
annual cost of $190,800 - Leticia Zavala, Customer Care Manager and Micki Rundell, Chief
Financial Officer
The City negotiated a 5 year contract with CSG International in 2008, through an inter-local
agreement with the City of Plano, to provide utility bill printing and mailing services. The City of
Plano released a Request for Proposal (RFP) in August 2012 for bill presentment services and an
extension was obtained until February 24, 2013 to allow a final contract to be negotiated.
Individually, the City of Georgetown processes and mails approximately 28,000 – 30,000 bills
(including late notices) per month but with the economies of scale obtained with the cooperative,
the pricing secured by the City of Plano is less than rates we could secure if we went through our
own RFP process. Pricing for this service is based on total volume and the City of Plano has a
volume in excess of 100,000 bills per month
One of our goals for last year was to provide an email option for customer bill presentment. We
released this option in the summer and currently have 1,020 participants which is approximately
4% of the customer base.
The City currently pays approximately $0.530 per bill, which averages about $0.14 for all printing
and insertion costs along with $0.39 for all applicable postage. Postage rates have increased in
the past year, which have impacted the cost. Seventy-five percent (75%) of the estimated annual
contract cost of $190,800 is related to postage expense and equates to $143,100.
The total cost for this year is $190,800 (30,000 (bills/month) x .530 (rate) x 12 (months)) and is
funded in the 2012-2013 Customer Care budget, under Contracts and Leases
GL#540-5-0321-51-310 in the Joint Services Fund.
Unanimously approved.
7.Discussion and recommendation to authorize payment of transaction fees to Tyler
Technologies for online web payment processing in the amount of $67,500 – Leticia
Zavala, Customer Care Manager, Micki Rundell, Chief Financial Officer
Leticia explained that Insite is the City’s online payment program for utility and municipal court
payments made via the website. This program was implemented in July 2006 and is used by
Customer Care and Municipal Court customers to pay their utility bills and court fines on the City’s
website.
Customer Care processes approximately 26,200 payments per month. Online payments account
for 14% of this total. We have seen a slight increase of about 1.5% in web payments over the
past year. Customer Care receives 3,700 payments (on average) per month through the
website.
The above cost includes web publishing fees, customer inquiry fees, and transaction fees, broken
down in the schedule below:
Web Publishing / Municipal Court$ 900
Customer Inquiry / Municipal Court$ 900
Web Publishing / Utility Office$ 600
Customer Inquiry / Utility Office$ 9,600
Transaction Fees$ 55,500 (Estimated at 44,400
transactions)
$ 67,500
The Web Publishing fees and the Customer Inquiry fees are a fixed annual cost. The transaction
fees are $1.25 each and based on the number of utility payments taken through the website. An
estimate of 44,400 transactions was used for 2013 based on 3,700 payments per month
This transaction fee would ordinarily be passed along to the customer, but the City has chosen to
absorb the fee because passing along any transaction or convenience fees for Utility payments
disqualifies the City from both the Visa and Mastercard Interchange Utility Rate of $.75 per
transaction.
Depending on the type of card used, normal credit card fees could be anywhere from .89% to 2%
of the transaction, and would apply to all credit card transactions, not just the Insite online
payments. If the City was disqualified from the Interchange Program, an average charge of $500
would cost the customer anywhere from $4.45 to $10.00 instead of the utility absorbing a set rate
of $.75.
Unanimously approved.
8.Overview of upcoming Public Safety Training Operations Center (PSTOC) Data Center
Study – Mike Peters, Information Technology Director
Mike explained that the new PSTOC building is being designed to include a second data center
location for the City, which will provide resiliency for critical computer systems in the event of a
building or equipment failure at the current GCAT data center.
To achieve the necessary systems resiliency, design work needs to be completed addressing all
major technologies used in the data center (including server virtualization, desktop virtualization,
networking, storage replication, etc.). The objective of this effort is to determine how the two data
centers will interact during normal operations, and also how systems will be shifted between data
centers during both planned and unplanned shutdown events. Once a design is selected, we will
work to develop a budgetary estimate for the PSTOC data center implementation in time for the
FY 2014 budget.
Information Technology and Purchasing recently released an RFP soliciting consulting assistance
for this project, and we expect to select a vendor by late February/early March to begin the
analysis. This discussion will summarize the objectives of the project and provide an update on
the evaluation process. We expect to request Council approval of the selected bidder by late
February/early March.
9.Discussion on date/time for a Special GGAF meeting in March – Micki Rundell, Chief
Financial Officer
The committee agreed to hold a special GGAF Meeting on March 6th at 10:00 a.m. in the Friends
of the Library Room to discuss the Albertson’s Feasibility Study prior to the March 12th Council
Meeting.
Unanimously approved.
10.Adjourned at 4:15 p.m.
Adjournment
The meeting was adjourned at 04:15 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary
Notice of Meeting of the
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, January 9, 2013
The General Government and Finance Advisory Board will meet on Wednesday, January 9, 2013 at 02:00
PM in the Georgetown Public Library Friends of the Library Room, located at 402 West 8th Street,
Georgetown, Texas
If you need accommodations for a disability, please notify the city in advance.
General Government and Finance Advisory Board Members:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom , Steve Fought
General Government and Finance Advisory Subcommittee regular meetings are held on the fourth
Wednesday of each month at 2:00 PM.
Call to Order at 02:00 PM
AGENDA:
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13Agenda.pdf
1.Review minutes from the November 6 and November 12, 2012 GGAF meetings – Danella Elliott,
Executive Assistant
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13DraftMinutes11.6.12and11.12.12CS.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13DraftMinutes11.6.12.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13DraftMinutes11.12.12.pdf
2.Consideration and possible action to approve the proposed Bylaws for the General Government
and Finance (GGAF) Advisory Board – Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13BylawsDRAFTCS.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13Bylaws.pdf
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
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13SubstationPlantsVideoSurveillanceSystemCS.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13VideoSurvExplist.pdf
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
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13FireEngine2CS.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13Engine5.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13SiddonsMartinContract.pdf
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
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13MultiHazardMitigationPlanCS.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13GeorgetownMitPlan-FinalResponse.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13Evaluationworksheet.pdf
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
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13ValleyViewExtensionCS.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13ValleyViewExtensionContract.pdf
7.Review of proposed changes to the City’s investment policy – Susan Morgan, CPA, Finance
Director
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13InvestmentPolicyReviewCS.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13InvestmentPolicySummary.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13InvestmentPolicy2013DRAFT.pdf
8.Consideration and possible recommendation regarding the selection of the external auditor for the
2013 Annual Audit - Micki Rundell, Chief Financial Officer
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13AuditorExtensionCS.pdf
http://georgetown.org/pdfs/ggaf/1.9.13/1.9.13BestPracticeAuditProcurement.pdf
9.Adjourn
Board may, at any time, recess the Regular Session to convene in Executive Session at the request of the
Chair, a Board Member, the City Manager, Assistant City Manager, City Council Member, or legal
counsel for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551, and
are subject to action in the Regular Session that follows.
Certificate of Posting
I, Jessica Brettle , City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of
Meeting was posted at City Hall, 113 E. 8th Street,a place readily accessible to the general public at all
times, on the _____ day of _________________, 2013, at __________, and remained so posted for at least
72 continuous hours preceding the scheduled time of said meeting.
__________________________________
Jessica Brettle , City Secretary
Minutes of the Meeting of
General Government and Finance Advisory Board
and the Governing Body of the
City of Georgetown, Texas
Wednesday, January 9, 2013
The General Government and Finance Advisory Board of the City of Georgetown, Texas, met on
Wednesday , January 9, 2013 presiding.
Board Members Present:
Patty Eason, Chair, Danny Meigs, Jerry Hammerlun, Joe Pondrom, Steve Fought
Board Members Absent:
None
Staff Present:
Micki Rundell, Laurie Brewer, Susan Morgan, Trina Bickford, Paul Pausewang, Stan Hohman, Bridget
Chapman, Clay Shell
Minutes
Regular Meeting
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.
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. 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.
Adjournment
The meeting was adjourned at 03:05 PM.
Approved :Attest:
_______________________________________________
Board Member Name Secretary