HomeMy WebLinkAboutMinutes_GGAF_03.25.2015Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
March 25, 2015
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MEMBERS PRESENT: Keith Brainard, Chair, Jerry Hammerlun, Tommy Gonzalez, Ralph Mason, Thomas
Bonham
MEMBERS ABSENT: None
STAFF/OTHERS
PRESENT: Micki Rundell, Lisa Haines, Mike Peters, Chris Bryce, James Davis, Trina Bickford,
Leticia Zavala, Tadd Phillips, Niki Ross, Corey Hendon, Zach Zavala (observing)
A copy of these minutes, containing detailed information on the items listed below will be available in the Finance
and Administration Office, located at 113 East 8"' Street, Georgetown, TX and can be found online at
http://agendas.georgetown.org/
EXeCUtjVe SeSSi011
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the
items listed below will be discussed in closed session and are subject to action in the regular session that follows.
Re,aular Session — Called. to order at 3:30 p.m.
The GGAF Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the
Chair of the GGAF Committee for any purpose authorized by the Open Meetings Act, Texas Government Code
Chapter 551.)
Public Wishing to Address Council
On a subject that is posted on this agenda: Please fill out a speaker registration form. Clearly print your name and
the letter of the item on which you wish to speak and present it to the Chair or Board Liaison, preferably prior to the
start of the meeting. You will be called forward to speak when the Board considers that item.
On a subject not posted on the agenda: Persons may add an item to a future Board agenda by contacting the Liaison
prior to the creation of the agenda for the following meeting, with the subject matter of the topic they would like to
address and their name. The Board Liaison can be reached at 512-930-3676 or by email at
danella.elliott@georgetown.org
Statutory Consent Agenda
The Statutory Consent Agenda includes non -controversial and routine items that Board may act on with one single
vote. A board member may pull any item from the Consent Agenda in order that the Board discuss and act upon it
individually as part of the Regular Agenda,
Legislative Regular Agenda
The Board will individually consider and possibly take action on any or all of the following items -
Keith Brainard, Chair, called to meeting to order at 31:30 p.m.
A. Election of General Government and Finance Advisory Board (GGAF) Board Officers — Keith Brainard,
GGAF Chair
According to the General Government and Finance Advisory Board Bylaws, Article Ill - Board Officers,
Section 3.1 - Officers: The Board Officers are Chairman, Vice -Chairman and Secretary. The Chairman is
appointed by the City Council during the annual appointment process. The other Board Officers are elected by
a majority vote of the Members at the first meeting after the annual appointment process.
Mayor Ross previously appointed Keith Brainard as Chairman of the GGAF Board.
The GGAF Board voted to elect:
Vice -Chairman - Tommy Gonzalez
Secretary - Thomas Bonham
Unanimously approved 5-0
B. Review minutes from the March 6, 2015 GGAF meeting — Danella Elliott, Executive Assistant
Unanimously approved 5-0
C. Purchase to Zeno Imaging in the amount of $58,205.71 for Printer Maintenance and Supplies Services —
James Davis, IT Operations Manager and Mike Peters, IT Director
James Davis, IT Operations Manager, explained that this item is for a Managed Print Services (MPS) contract
to handle all maintenance and toner supplies for the City's networked printers and multi -function printer fleet.
This item was sent out as an RFP which two companies responded to. All requirements were specified in the
RFP and any questions by potential bidders were promptly answered. Staff evaluated the two respondents based
on best value, services offered, and reference checks. Zeno Imaging was picked as the preferred vendor based
on this process.
The bid tab totals in the attachment are based on a per print, referred to as per click, count for each printer per
month. Pricing per "click" can vary by each printer manufacturer and model. Click counts are calculated
monthly with a true up handled quarterly.
The listed amount includes a $4,000 annual ($1,000/quarter) allowance for print volume charges in excess of
the budgeted per month click counts.
Unanimously approved 5-0.
D. Overview of the upcoming Banking Request for Application (RFA) and related Timeline — Lisa Haines,
Controller and Micki Rundell, Chief Financial Officer
Lisa reminded the Board that the City currently contracts with JP Morgan Chase for depository services based
upon a 2010 RFA process, State law requires that a City bid depository services at least every five years. The
City contracted for two years, and has done three, one-year extensions. Our current contract is good through
August 31, 2015, with no renewals remaining. She noted that we are extremely happy with the quality of
services provided by JP Morgan Chase,
Services provided include depository banking for 8 accounts and 14 merchant IDs, fraud mitigation to include
positive pay check verification, ACH debit block, and post no checks. Staff recommends moving forward with
the RFA process to ensure the City is receiving the best possible service at the best price.
Coordination for this process, which is outlined in the Texas Local Government Code, will be coordinated by
Valley View Investment Advisors. Valley View's contract for services was approved last month, and this
process was included in their scope of services.
Lisa went over the key dates, outlined below:
April 8 — Distribute RFA to prospective financial institutions
April 8 & 15 — Advertise Bank Depository notice
April 30 — Applications due back to City
May 27 — Recommendation to GGAF
June 9 — Award Bank Depository contract at Council meeting
This was an "informational only" item
E. Discussion of City's miscellaneous long-term commitments, reservations and other unfunded liabilities
Micki Rundell, CFO
At its February 24 meeting, the City Council requested that the General Government and Finance (GGAF)
Board review the City's various long-term liabilities and other unfunded commitments. This request was made
in context of reviewing the potential allocation of YE 2014 General Fund excess and other General Fund
unallocated revenues. Micki included a chart with the information requested for review.
This chart included items from all fund types, including the utility funds, airport and other special purpose type
funds. The list included a description of the item, the current status, as well as, any other information about the
unfunded liability and its future financial impacts.
After discussing the information provided, Keith said that this was an excellent start and very helpful. He noted
that it was very eye-opening and asked that Micki refine it an bring back before going to Council. Tommy
asked to see this again as well at a later meeting, and suggestedputting it on the agenda about 2 times per year
for. further refinement and review, adding a list the outstanding debt.
The discussion was continued into the next item
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On February 24, the City Council reviewed and discussed the General Fund YE 2014 excess and unallocat-9-9
funds for potential appropriation in the current fiscal year. Council requested that the allocation of these ftm
be reviewed and discussed by GGAF, particularly in context of the City's unfunded future liabilities and oth,
cort.rtitine-tts.
This item is the companion to the previous GGAF item that included the detail listing of these obligations.
Council has requested that GGAF recommend any potential allocation of the General Fund YE 2014 excess
fund, as well as, the net unallocated current year General Fund revenues from the Western District be set aside
to address any of these obligations.
The City has approximately $475,000 in unbudgeted excess funds from FY 2013/14 that resulted from revenues
being greater than projected, as well as, expenditure savings within the General Fund departments. In addition,
the City's General Fund will have approximately $450,000 of net Return on Investment (ROI) revenue from the
Western District that has not been allocated in the 2014/15 Annual Budget.
Micki explained that the City's Fiscal and Budgetary Policy outlines the uses for such funds as follows in the
LLE�oUnamflcffiated and UngppMrlated General Fund Balances. If not allocated in this process the funds
would remain within the General Fund balance and be eligible for appropriation in the 2015/16 Annual Budget.
The Board recommends prioritizing the list, including these items as top priorities.
* Cemetery
® Self -Insurance
® City Manager transition expenses
® EMS increased operational and capital costs
GGAF's recommendation regarding the allocation of these funds, will be presented as a Budget Amendment for
consideration by City Council.
The Board recommended offsetting up to 40% of this deficit with one-time General Funds from YE 2014. This
transfer from the General Fund to the Fire SRF will back stop the negative fund balance and will be repaid
through the program over the next 5 years. Also included will be the additional costs incurred with recruitment
and hiring of the new City Manager.
Unanimously approved 5-0
G. Review of the City's Fiscal & Budgetary Policy and discussion of possible amendments for 2015/16 -
Micki Rundell, Chief Financial Officer
Micki explained that the purpose of the Fiscal and Budgetary Policy (Policy) is to provide the framework for
financial operations of the City and to ensure prudent stewardship, financial planning and accountability. As
part of the Annual Budget process, the City Council reviews, amends if necessary and adopts the Policy by
ordinance each year. Prior to any Council action, the General Government and Finance Advisory Board
(GGAF) reviews the Policy and make recommendations for any amendments or clarifications that may be
needed.
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11"otential amendments for consideration by GGAF were discussed. The recommended changes will be include -d
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and presented to Council on April 14
Unanimously approved 5-0
I I I I I I N 1
This item will be placed on a future GGAF Agenda, after the May election and a new GGAF Board Member
has been appointed.
Keith welcomed and introduced Zach Zavala, an ACC college student attending the GGAF Board member as an
assignment from his college course.
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at UT Dallas, as well as, Niki Ross, the new HR benefits coordinator. I
IAdjournment
The/ffieeting was adjourned at 4:40 p.m.
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l�eith Brainard Date
Board Chair
Thomas Roam Date
Board Secretary
Danella Elliott Date
Board Liaison