Loading...
HomeMy WebLinkAboutMinutes_GGAF_08.26.2015INIfinutes of the Meeting of the GENERAL OVERN EN AND FINANCE ADVISORY AR ((,,GAS`) City of Georgetwwn, Texas August 26,2015 The General Government and Finance Advisory Board met at 3:30 p.m. on Wednesday, August 26, 2015 in the Georgetown Communications and Technology Conference Room, located at 510 West 91h Street, Georgetown, Texas MEMBERS PRESENT: Keith Brainard, Chair, Tommy Gonzalez, John Hesser, Ralph Mason, Thomas Bonham MEMBERS ABSENT: None STAFF/OTHERS PRESENT: Micki Rundell, David Morgan, Laurie Brewer, Bridget Chapman, Trina Bickford, Wesley Wright, Chris Bryce, James Davis, Tadd Phillips, Laura MaIoy, Nicki Ross, Trish Long, Eric Nuner, Eric Johnson, Marci Edwards, Larry Hartgrove (Templet), Richard Wright, Adam Dowden, Tait Baldwin, Shannon Schooling, SC Inman, Todd Woods, 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 8th Street, Georgetown, TX and can be found online at http://agendas.georgetown.org/ xeotltlVe Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session that follows. Regular Session —Called to order at 3:37 p,ni. 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 tame action on any or all of the following items: Keith Brainard, Chair, called to meeting to order at 3:30 p.m. A. Review minutes from the July 29, 2015 GGAF meeting — Dauella Elliott, Executive Assistant Motion by Gonzalea; seconded by Bonham. Unanimously approved. B. Consideration and recommendation on award of Bid #201545 to FTWOODS Construction of Georgetown, amount0 for construction of the Westside Service Center — Wesley Wright, P.E., Engineering Director Wesley Wright introduced himself and gave an overview of the Westside Service Center and showed a rough rendering. He explained that it is a proposed annex of the Georgetown Municipal Complex to be located at the northeast corner of Williams Drive and Jim Hogg, just west of Del Webb Blvd. The facility will primarily support utility operations: Water, Wastewater, and Electric, Transportation, Inspections, and Engineering will also have a presence at the facility. Additionally, the facility will house the City's Conservation department and serve as a showcase for their programs and initiatives (green space, promote water/energy conservation, etc). There is a huge volunteer base in Sun City. He noted that the proposed facility contains approximately 11,000 sq ft of air conditioned office and utility workstation space, along with approximately 6,500 sq It of enclosed bay/storage space. There is approximately 5,000 sq ft of outside, covered storage space. The facility will be capable of supporting approximately 50 utility workers and 30 office personnel. It will have a large training room, two formal and one informal conference rooms. A total of five "very competitive" bids were received. The three lowest bidders were separated by less than $100,000. In addition to the base bid, there were 8 alternate bids for consideration. Staff recommends awarding the bid 4201545 to FTWOODS, including the Base Bid and Alternates #1, 2, 3, 7, and 8 for $4,277,850. Construction is estimated to take ten months. Wesley noted that FT WOODS is located in Georgetown and has successfully completed multiple projects for both public and private entities. Motion by Gonzalez; seconded by Brainard Bonham opposed (due to lack of knowledge on an item that was brought before GGgFprior to his being on the Board). Discussion with FTWOODS representative on Ringdale, an LED lighting company. He said that they were not a current subcontractor. They want to present a life cycle of savings and a life warranty. They would like to provide lighting with a change order in the future. Motion by Gonzalez; seconded by Hesser. Unanimously approved D. Consideration and recommendation to Council on a contract with Brycomm, LLC of Austin, TX in the amount of $64,974.84 for communications cabling associated with the Westside Service Center - Wesley ,, .E., Engineering Director Motion by Gonzalez; seconded by Bonham. Unanimously approved E. Consideration and recommendation to Council on a contract with Convergint Technologies of Austin, TX in the amount of 00,12' for security systems for the Westside Service Center - Wesley Wright, P.E., Engineering Director Motion by Gonzalez; seconded by Mason. Unanimously approved. F. Consideration and recommendation on a contract to Furniture for Business in the amount of $206,605.04 for office furniture for the Westside Service Center - Wesley Wright, P.E., Engineering Director Motion by Gonzalez; seconded by Bonham. Unanimously approved. G. Consideration :nd recommendation on award of a contract to Tempset Controls of CedarP controlsthe amount of $50,000 for the Westside Service Center building Engineering Director Motion by Gonzalez; seconded by Nfason. Unanimously approved; not to exceed $50,000.00. M Consideration and recommendation on a Task Order with Terracon Consultants, Inc., of Austin, TX in the amount of S50,000 for materials testing and inspection services associated with the Westside Service Center - Wesley Wright, I.E., Engineering Director Motion by Gonzalez; seconded by Hesser. unanimously approved; up to $50,000.00. I, Consideration and possible approval of annual appropriations to several large Information Technology vendors for maintenance services during the FY 2016 fiscal year — Chris Bryce, IT Director Chris Bryce explained that all contracts are paid for by Information Technology and annual IT software maintenance agreement renewals for the 2016 fiscal year relate to previously purchased products or maintenance contracts that are typically renewed at the beginning of the fiscal year. All are reviewed during the budget; some contracts come off and some are added_ Chris explained that most of these are continuing agreements from when the software was originally purchased. David noted that these are multi-year agreements. Tommy said that it makes no sense to bring these to GGAF, as they were budgeted during the FY 2016 process and approved during the budget adoption. Motion by Gonzalez; seconded by Bohnam. unanimously approved to recommend to Council to approve the Information Technology contracts. J. Requested follow-up from the May 27"' meeting to discuss IT security, IT disaster recovery, and the IT Master flan — Chris Bryce, IT Director Chris gave a presentation regarding security and disaster recovery, and said that the IT Steering Committee discussion will be presented to GGAF in the Fall after the IT Steering Committee completes a strategic planning process that will further clarify its prioritization process. He noted that we use the "layered security approach". He said that IT's focus in 2016 with security is to install "next generation" firewall to add more than a perimeter security, i.e. intrusion protection, deep packet inspection, application behavior templates, advanced blacklists, spam filtering, website blocking, and bandwidth monitoring. Future efforts will be to implement Phase I of a dual factor authentication and make use of cloud data centers, inhouse or outsourced security services, and security "insurance". After discussion on why the Public Safety facility is not conducive for a backup location, Tommy suggested that staff do an "after -action report" on how the miscommunication occurred and come up with a future action plan. Tommy thanked Chris for bringing this item back to GGAF and looks forward to the IT Steering Committee discussion at a later meeting. Tadd went over the process for the Employee Health Benefits selection. He said that a total of 23 proposals for one or more coverages were received and evaluated extensively by HR, Gallagher and Cc (the City's benefits consultant), Finance and the Benefits Committee, focusing on coverage offered, as well as, the financial impact. Based on the overall offering, financial impact on the City and the impact on employee, staff recommends award as follows: United Health Care: ® Medical Pharmacy ® Benefits management Stop loss COBRA administration * Flexible spending MetLife: Voluntary Vision ® Voluntary Life ® Accidental Death and Dismemberment age 5 of 20 Dearborn: • Voluntary Short Term Disability • Long Term Disability The City anticipates offering competitive benefits to employees while minimalizing the financial impact to both employees and the City. Tadd also said that the Benefits Committee discussed the options and chose a plan that based premiums on tiers and real expense to the plan and is recommending a 3.5% employee/employer increase, which is within the budgeted amount. $219,000 will go into fund reserve. As recommended above by staff, Motion by Mason; seconded by Bonham. Unanimously approved Motion by Gonzalez; seconded by Hesser to adjourn at 5:38p.m. Adjournment The meeting was adjourned at 5.34 pm. Thomas Bonham `� Date Board Secretary Z ('[J t- r" Danella Elliott Date Board Liaison Page 7 of 20 Keith Brainard Date Board Chair Thomas Bonham `� Date Board Secretary Z ('[J t- r" Danella Elliott Date Board Liaison Page 7 of 20