HomeMy WebLinkAboutMinutes_GGAF_09.23.2015Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
September 23, 2015
The General Government and Finance Advisory Board met at 3:30 p.m. on Wednesday, September 23, 2015 in the
Georgetown Communications and Technology Conference Room, located at 510 West 9h Street, Georgetown,
Texas
MEMBERS PRESENT: Keith Brainard, Chair, Tommy Gonzalez, John Hesser, Thomas Bonham
MEMBERS ABSENT: Ralph Mason
STAFF/OTHERS
PRESENT: Micki Rundell, David Morgan, Laurie Brewer, Bridget Chapman, Trina Bickford, Trish
Long, Eric Nuner, Tamera Baird, Keith Hutchinson, Paul Diaz, Wesley Wright, Kimberly
Garrett
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'h Street, Georgetown, TX and can be found online at
http://agendas.georgetown.org/
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon's Texas Codes, Annotated, the
items listed below will be discussed in closed session and are subject to action in the regular session that follows.
Regular Session — Called. to order at 3. )0 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 Wishino to Address Council
Ona subject that is posted on this agenda: Please fill out a speaker registration form. Clearly print your name a]
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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
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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
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Motion by Gonzalez; seconded by Bonham. Unanimously approved.
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Tamera Baird, Chief Plans Examiner, explained that MyPermitNTow is the system that Permit and Inspections
and Planning are currently using to process, track, and store all development related applications.
Currently:
Volume of applications has us subscribing to the 8,000-10,000 projects
o Annual cost of $45,000.00
Additionally, we subscribe to the Addressing/GIS Integration
o Annual cost of $2,760,00,
o Total for the system use to $47,760.00 annually
Additional modules and products are being analyzed that may increase productivity and customer service.
GPS module that could facilitate inspection scheduling and add some reporting capabilities
o This system would add an additional $3,456.00 to the annual cost
o The project volume is tracked ensure correct rate volume
* SCPDC allows for the adjustment of rate level during the year, if needed
* If analysis shows that project volume will push us to the next rate, there will be an
additional cost of $6,000 per year
o In the event project volume pushes us into the next rate level and the GPS module is added,
the annual cost would increase to $57,216.00
This system is currently being used by Planning, Permits and Inspections, with plans to add Fire permits, as
well as,building it to use for tracking functions of Engineering.
The MyPermitNow system has been paid for by technology fees assessed to each project and paid by the
builders and developers. We will continue to monitor project intake against the cost of the system and adjust
technology fees if needed to continue to insure that this system remains revenue neutral.
The board wants to make sure we continue to research and validate this is the best system to meet our needs.
Jerry feels we owe it to the public to ensure it is best system for the price; personally, he thinks it is
cumbersome.
Motion to recommend to Council, contract renewal with South Central Planning and Development Commission
of Houma, LA in the amount of $'57,216.00 for MyPermitNow permitting and inspection software.
Motion by Gonzalez; seconded by Bonham. Unanimously approved.
C. Consideration and possible action for approval for the heating, ventilation and air conditioning (HVAC)
annual maintenance contract with The Porter Service Company in the estimated annual amount of
$307,978.00. Trish Long, Facilities Superintendent, Eric Nuner, Parks & Recreation Assistant Director
Trish Long explained that the City's HVAC best value solicitation opened on August 6th and closed on August
2th. These bids are for the commercial heating, ventilation, and air conditioning system (HAVC) repair,
maintenance, installation with duct cleaning and filter replacement services. The term of the contract will be
from the date of Preement for a tw il,21 consecutive pears with the otsdion to renew for threef ii additional one
year terms.
Five vendors submitted proposals.,
1)
Brandt
2)
Mechanical and Process Systems
3)
The Porter Company
4)
Team Services
5)
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on material for each City facility. The hourly rate was requested for repair calls and a total was calculated
based a total of 1,900 hours of service.
The Porter Company ranked highest based on the best value evaluation criteria based. The criteria included the
following:
* Pricing/Cost Plus Percentage Markup
* Business History and Experience, number of years in the HVAC business, number of years company
has done business with Georgetown, Business Location, Organizations and businesses company has
performed HVAC services
® Business & Credit References
* Degrees and Certifications
* Number of licensed/certified employees assigned to the City of Georgetown's account
Staffs recommendation is to award the City's HVAC contract to the Porter Company based on the best value
rankings from City staff.
The estimated annual amount of $307,978.00 for HVAC maintenance and replacement includes all City
facilities and is budgeted in the Facilities ISF.
Motion by Gonzalez; seconded by Bonham. Unanimously approved
D. Change to interlocal agreement between Georgetown Independent School District and the City of
Georgetown for services related to GTV channel 10 programming — Keith Hutchinson, Public
Communications Manager
Keith Hutchinson explained that Georgetown ISD and the City of Georgetown entered into an interlocal
agreement in 2006 for services related to GTV channel 10 programming. Since 2003, the City has programmed
GISD content such as high school football games, basketball games, and static bulletin board notices to play on
GTV channel 10, the City's cable access channel. The 2006 agreement provides for a $1,200 monthly fee from
GISD to the City to help pay for staff time, equipment costs, and other costs related to operating GTV channel
10. GISD has paid the monthly fee since 2006.
Earlier this year, staff from GISD contacted our Purchasing Department to inquire about the monthly invoices
for GTV channel 10 and to request that they be discontinued. With recent staff changes at GISD, the district
may not be aware of the 2006 agreement. The financial impact is $14,400 annually,
The Public Communications Department is requesting that the City and GISD alter the agreement to remove the
monthly fee for GTV-related services due to the following:
® Bulletin board notices for GTV from GISD have decreased from as many as 10 to 15 per month in
2006 to zero presently;
® Programming of GISD football games, basketball games, and other programs has decreased in recent
years;
® The multi -media specialist in Public Communications provides new staffing capacity to program GTV
content;
* Programs from GISD can help to expand the viewership for GTV channel 10, which increases the
value of the channel.
The Board suggested setting an ala carte fee schedule or hourly rate for future services and creating language
stating the new agreed-upon fees. This recommendation should then be taken to Council.
Mr. Brainard asked for discussion, ideas and thoughts on the "scope of review" for the GGAF Board. He feels
that the oversight responsibilities from this Board should be re-evaluated:
David Morgan said that the way it happens now, if an item doesn't go through another board, and it has a
certain dollar amount, then it is vetted through this Board before going to Council.
Tommy asked if it was possible to have a GGAF Consent Agenda, and then if there were questionable
items, GGAF would have the opportunity to review them ahead of time.
0 Bridget noted to be careful in articulating which Boards could utilize the "consent" agenda
and be sure it was not a blanket for all boards.
This idea will be explored in more detail, and David will have further discussion with Council on this subject.
Brainard said that this Board doesn't make policies, it just forwards recommendations to Council. He suggested
4 broad areas for GGAF to focus on:
Fiscal and Budgetary Policy
M GGAF discusses this policy in detail each year
Debt
Would like to see the City's debt presentation more than once per year
® Possibly have a periodic review, getting smaller "bites" throughout the year, not just onetime
® Format it in a way GGAF approves and would like to see
* Liabilities and Contingencies
0 Made progress on this subject, but would like to continue to add to it
® Budget
® Needs further discussion
Brainard also would like more information on City -Owned assets, but will continue this conversation with
David. The board agreed.
F. Discussion and possible action to reschedule the GGAF Meetings for November and December — Keith
Brainard, Chair
Due to the Thanksgiving and Christmas holidays, the November and December GGAF meetings will need to be
rescheduled. The Board agreed upon:
November 19'h and December 17"'
a Danella will send an e-mail to the GGAF Board to confirm these dates.
IAdjournment
The meeting was adjourned at 4:30 pm.
H
Keith Brainard 5-aite-
Board Chair
Thomas Bonhard Date
Board Secretary
Danella Elliott Date
Board Liaison