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HomeMy WebLinkAboutMinutes_GGAF_03.30.2016Notice of a Meeting of the General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 30, 2016 at 3:30 PM The General Government and Finance Advisory Board will meet on Wednesday, March 30, 2016 at 3:30 PM at the Georgetown Communications and Technology Conference Room at 510 W 9th St., Georgetown, Texas. The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the Board Liaison, at least four (4) days prior to the scheduled meeting date, at (512) 930-3676 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Board Members Present Keith Brainard, Chair Tommy Gonzalez, District 7 Thomas Bonham James Bralski Severine Cushing Others Present Jennifer Douglas, Specialized Public Finance Keith Brainard, Chair, called meeting to order at 3:34p Legislative Regular Agenda City Staff Present David Morgan, City Manager Laurie Brewer, Assistant City Manager Eric Johnson. CIP Manager Kara McSwiggin, Senior Accountant Trina Bickford, Purchasing Manager Trish Long, Facilities Superintendent Leigh Wallace, Finance Director Paul Diaz, Budget Manager Kris Jolley, Administrative Assistant Tadd Phillips, HR Director Laura Maloy, Assistant HR Director Niki Ross, HR Benefits/Wellness A Review minutes from the February 25, 2016 GGAF meeting - Danella Elliott, Executive Assistant Motion to approve by Tommy Gonzalez, second by Thomas Bonham. Approved 3-2 (Obtained: Sevy Cushing and James Bralski) Mr Brainard asked for members to introduce themselves and provide a little background for the benefit of the new members. B Review and discuss board purpose and bylaws - Keith Brainard, Chair Keith Brainard stated that this is an annual event and asked for questions or comments from the board. Tommy Gonzalez asked if there was anything from past meetings that needed addressing before moving on and nothing came up. Laurie Brewer gave a brief overview of board purpose. No action required C Review of the City Council's Boards and Commissions Attendance Policy — Laurie Brewer, Assistant City Manager Laurie Brewer drew attention to board member attendance policy and touched on the highlights of the policy including what constitutes an excused absence. Ms Brewer addressed how important it is for the members to attend all meetings. No action required Keith Brainard Moved item F up in the agenda, as its content will be discussed further in Item D Item F: Self Insurance Fund update and discussion— Tadd Phillips, Human Resources Director Tadd Phillips addressed board, gave brief history of himself at COG Mr Phillips' presentation will walk through some history & basics, talk about reserves, current activities, and look ahead Tommy Gonzalez asked if we are looking to set a cap on the fund segments before we do something else with the monies Mr Gonzalez doesn't want the fund to become an infinite fund, and feels we should set a max that would prevent additional employee premium increases David Morgan addressed Mr Gonzalez's concerns Mr Phillips continued with his presentation James Bralski asked what the City is expecting to get from the clinic feasibility study and if there is a time table for the study Niki Ross stated that the RFP's for the consultant to conduct the study are due by April 8th Keith Brainard asked if we are really expecting no change in the cost of health care in coming plan year for the City or Emp? Mr Phillips addressed Mr Brainard's question No action required Notice of a Meeting of the General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 30, 2016 at 3:30 PM D Review of the City's Fiscal & Budgetary Policy and discussion of recommended changes for FY2017 — Leigh Wallace, Finance Director Leigh Wallace delivered presentation to the board which included a review of the Fiscal & Budgetary Policy The idea is for this policy to guide the financial process by not being too broad or too prescriptive but somewhere in the middle Keith Brainard asked about what is new with regards to the COLA and market adjustment process Tommy Gonzalez asked if we are no longer looking at COLA and looking at market review instead David Morgan doesn't believe in automatic increases, and feels getting rid of every other year COLA is the way to proceed Mr Gonzalez asked if we have a definition of what "Market" means Mr Morgan mentioned that this definition will be clarified to the board at the April meeting Mr Gonzalez was concerned that an annual market analysis might not be an efficient use of staff time Mr Morgan confirmed that he believes it is an efficient use of staff time Ms Wallace continued her presentation and discussed the various reserves that are outlined by the Fiscal & Budgetary Policy There was conversation between Mr Brainard, Mr Gonzalez, Mr Bralski, Mr Morgan and Ms Wallace with regards to the Economic Uncertainty Reserve and what it is designed to be used for as well as how to replenish the fund if it's ever used, and the language used to define when and how quickly the fund is to be replenished. Mr. Bralski expressed specific concern over the language, "used funds be restored up to 6% of the reserve as soon as possible", more specifically concern over the words "as soon as possible". Ms Wallace continued her presentation, touching on quarterly report and the changes she is suggesting Tommy Gonzalez would like to make sure Council is still kept informed about where any revenues from surplus sells is going David Morgan and Laurie Brewer addressed Mr Gonzalez' question Ms Wallace continued her presentation and discussion ensued regarding the City's process of auditing The board thanked staff for their time and appreciated the thoughtful changes suggested for the policy Keith Brainard moved to Item E for discussion and will come back to vote on Items D&E together Item E: Review of the City's Investment Policy and discussion of recommended changes for FY2017 — Leigh Wallace, Finance Director Ms Wallace presented information regarding the Investment Policy Discussion followed Board recommended forwarding the Fiscal & Budgetary Policy (Item D) and Investment Policy (Item E) to Council for their approval. Motion by Tommy Gonzalez, second by Thomas Bohnam. Approved 5-0 E Review of the City's Investment Policy and discussion of recommended changes for FY2017 — Leigh Wallace, Finance Director This item was discussed and approved along with Item D. F Self Insurance Fund update and discussion— Tadd Phillips, Human Resources Director Keith Brainard, Chair, moved this item up in the agenda and it was discussed after Item C G Discussion and possible action to recommend an Ordinance authorizing the Issuance of City of Georgetown, Texas Utility System Revenue Refunding Bonds, Series 2016 authorizing the pledge of certain revenues in support of the bonds, approving a Paying Agent/Registrar Agreement, an Official Statement, an Escrow Agreement and a Purchase Agreement, establishing procedures for Selling and Delivery of the Bonds and authorizing other matters related to the Issuance of the Bonds - Laurie Brewer, Assistant City Manager Laurie Brewer addressed the board about the reason for issuing these refunding bonds and how this action will be a benefit to the City. She also introduced Jennifer Douglas from Specialized Public Finance Jennifer Douglas discussed, in more detail, why these specific bonds series were chosen, and the benefits to the City Tommy Gonzalez asked if we calling everything we can call and also asked Jennifer to look at calling bonds that up to 15 months from their call period Ms Douglas responded to Mr Gonzalez' concerns and confirmed that this action will not change the amortization on any of these bonds Ms Brewer stated that the plan is to bring this to Council April 26th Item H: Discussion and possible action to recommend an Ordinance authorizing the Issuance of City of Georgetown, Texas General Obligation Refunding Bonds, Series 2016, authorizing the levy of an Ad Valorem Tax in support of the bonds, approving an Official Statement, a Paying Agent/Registrar Agreement, a Purchase Agreement and an Escrow Agreement; establishing procedures for Selling and Delivery of the Bonds and authorizing other matters relating to the bonds - Laurie Brewer, Assistant City Manager Notice of a Meeting of the General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 30, 2016 at 3:30 PM Ms Douglas addressed the board Board recommended forwarding the Utility System Revenue Refunding Bonds, Series 2016 (Item G) and General Obligation Refunding Bonds, Series 2016 (Item H) to Council for their approval. Motion by Keith Brainard, second by Tommy Gonzalez. Approved 5-0 H Discussion and possible action to recommend an Ordinance authorizing the Issuance of City of Georgetown, Texas General Obligation Refunding Bonds, Series 2016, authorizing the levy of an Ad Valorem Tax in support of the bonds, approving an Official Statement, a Paying Agent/Registrar Agreement, a Purchase Agreement and an Escrow Agreement; establishing procedures for Selling and Delivery of the Bonds and authorizing other matters relating to the bonds - Laurie Brewer, Assistant City Manager This item was discussed and approved along with Item G. I Consideration and recommendation of the Construction Manager -At -Risk Agreement with Balfour Beatty Construction of Austin, Texas for the Renovation of the 1987 Library and the Georgetown Communication and Technology Building, A New Plaza Canopy and Implementation of a Master Signage Plan for the City Center - Eric Johnson, CIP Manager and Laurie Brewer, Assistant City Manager Eric Johnson, CIP Manager of Facilities addressed Board Mr Johnson gave brief update of project status and what steps have been taken to get to this point. The Construction Manager -At -Risk selection team unanimously agreed to recommend Balfour Beatty Construction Laurie Brewer gave brief description of the Downtown West project. Keith Brainard asked if costs are consistent with what was anticipated and Mr Johnson responded, Yes with additional discussion. Motion to approve by Thomas Bonham, second by Tommy Gonzalez. Approved 5-0 J Election of General Government and Finance Advisory Board (GGAF) Board Officers - Keith Brainard, GGAF Chair Mr Gonzalez nominated Thomas Bonham as Secretary. The board voted and approved this nomination 5-0. Mr Gonzalez nominated Sevy Cushing as Vice Chair. The board voted and approved this nomination 5-0. K Discuss dates/times for future GGAF Meetings - Keith Brainard, GGAF Chair Mr Brainard stated that this board traditionally has met at 3:30pm following 2nd Council Meeting of each month and suggested moving the meeting time to 5pm or 5:30pm to accommodate for the schedules of the board members. Mr Bralski stated that he would be able to make a 5pm meeting time and thanked the board for accommodating his schedule. Discussion continued about possible meeting times; the board wanted to remain mindful of staffs personal time as well. The board settled on a 4:30pm start time keeping meetings on the Wednesday immediately following the 2nd Council meeting of each month. Keith Brainard said that the board will try 4:30pm and will reevaluate if it becomes a problem for board members or if meetings become too lengthy and go too far into the evening. Adjournment Motion to/adjourn by Tommy Gonzalez at 5: l4pm, second by Thomas Bonham. Approved 5-0 Thomas Bonham —' Board Secretary Danella Elliott Board Liaison /-,/. Date Date Becky Huff From: Sent: To: Cc: Subject: Dear EI: oardllMembers,LI Marine <jrbmarine@suddenlink.net> Tuesday, April 26, 2016 9:22 PM District2; District7; bonham.thomas.b@gmail.com; 'Severine Cushing' Becky Huff RE: GGAF April 27th Agenda is Posted IllivasaiibleRfoReviewEitheRtemslIorItheMpri127"Theeting.REanEithegollowinglIwogtemslelliddressedNegardingahellikprirl 27thEgenda.L 1. 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Thanks.E I Jim EI: ralski0 From:B ecky[.JFlufflimailto:becky.huff@georgetown.org]tI Sent:17Friday,l pri1 2,E2016111:16E ME I To:l1District2l district2@georgetown.org>;EDistrict7l district7@georgetown.org>;[Bonham.thomas.b@gmail.comlamesil Bralskilljrbmarine@suddenlink.net)l jrbmarine@suddenlink.net>;11Severinellushing'l severine@techranchaustin.com> Cc:Eiaurief[;rewerl laurie.brewer@georgetown.org>;11eigh2Wallacel Leigh.Wallace@georgetown.org>lohnE ullivanll <John.Sullivan@georgetown.org>;Waynealerol wayne.nero@georgetown.org>;ESaddlPhillipsl] <Tadd.Phillips@georgetown.org>;1DanellaREIliottadanella.elliott@georgetown.org>;17DavidrMorgan0 <David.Morgan@georgetown.org>1 I Subject:REGAF1 1pri1127thIlkgendal sE ostedll Good afternoon All! I wanted to let you know that the agenda for the April 27th GGAF meeting has been posted and you can find it by following this Zink... http://agendas.qeorgetown.orq/MeetingView.aspx?MeetingID=1637&MinutesMeetinglD=- 1&doctype=Agenda Two things I wanted to mention... 1. Please remember that we changed our meeting start time to 4:30pm. It's still scheduled to meet in the GCAT Conference Rooms. 2. I know Keith and James have mentioned that they will not be in attendance for this meeting. I would appreciate it if you could each reply to this message and let me know your individual plans as I want to make sure we'll have a quorum. Thank you so much and have a really great weekend! - i Becky Hu ,, Assistant City Secretary City Secretary's Office 113 E 8th Street, Georgetown, TX 78626 0: 512.930.3651 F: 512.930.3659 becky.huff a(�georgetown.orq * pii€:FT€ N I I- NA.1 Click here to report this email as spam.