Loading...
HomeMy WebLinkAboutMinutes_GGAF_03.06.2019Minutes of Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas March 6, 2019 The General Government and Finance Advisory Board met on Wednesday, March 6, 2019 at 4:30 PM in the Community Room at City Hall, 808 Martin Luther King Jr Street, 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 City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 81h Street for additional information; TTY users route through Relay Texas at 711. Board Members Present: Kevin Pitts Chere' Heintzmann, Secretary James Bralski Stu McLennan Others present: Adam McCane with Weaver Legislative Regular Agenda James Bralski called the meeting to order at 4:30 p.m. City Staff Present: David Morgan, City Manager Leigh Wallace, Finance Director Elaine Wilson, Controller Christi Rawls, Assistant Controller Chris Bryce, IT Director James Davis, Operations Manager Eric Nuner, Assistant Parks and Recreation Director Trish Long, Facilities Superintendent Rosemary Ledesma, Purchasing Manager Review minutes from the January 23, 2019 General Government and Finance Advisory Board Meeting - Amy Janecka, Board Liaison No questions or comments regarding the minutes. Motion to approve the minutes by Kevin Pitts, 2nd by Stu McLennan. Approved 4-0 Review and discussion of the Comprehensive Annual Financial Report (CAFR) and the independent audit for the fiscal year ended September 30, 2018. - Elaine S. Wilson, Controller Elaine Wilson presented on the Comprehensive Annual Financial Report (CAFR) and explained the reporting requirements. Elaine explained how it is used by outside agencies and also reviewed the process they city goes through to build the CAFR report and what information goes into the CAFR. The information on Statement of Net Position and the Statement of Activities were reviewed in more detail. Elaine also let the board know that the audit results were an unmodified opinion. Adam McCane from Weaver then presented on the CAFR and the auditing side of the process. He went over the timeline and Weaver's auditing process. There was one finding noted which management had informed them of beforehand -bank reconciliations were not fully completed for the fiscal year due to staff turnover and software changes. The needed reconciliations have since been completed and Elaine helped answer questions about the specific timing of events that affected the initial incompletion. Adam also reviewed the results of the audit and explained that they issued an unmodified opinion. No voting needed for this item. C Consideration and possible action to recommend approval of a Renewal Agreement with Brandt Company of Austin, Texas through Buyboard contract # 558-18 for heating, ventilation and air conditioning (HVAC) services in the estimated annual amount of $400,000.00 and to recommend ratification of $120,000.00 of previous expenditures for similar purchases from the Brandt Company. -Trish Long, Facilities Superintendent, Eric Nuner, Parks & Recreation Assistant Director Trish Long presented the information on what this service would include, the costs, and the company's history with the city. Trish explained that Brandt is already familiar with the city's needs. The board asked if this is a renewal and if a rebid was done. Trish confirmed it is a renewal and explained that they went through the City's Buyboard and did not have to rebid. Stu McLennan asked about the replacement plan for HVAC units and Trish confirmed that less than 50% need to be replaced at this time. Stu McLennan motioned to approve, 2"d by Chere Heintzmann. Approved 4-0 D Consideration and possible action to approve the annual purchase of replacement desktop computers in the amount of $178,138.10. James Davis, IT Operations Manager - James Davis, IT Operations Manager James Davis explained the replacement needs and that this request is in the city's plan for standard replacement of hardware. ' Chere asked if any upgrades were being done and James Davis verified that some units were being upgraded to laptops. Stu McLennan asked about space on the new hardware and James Davis verified it supports what is needed by the city. Chere Heintzmann motioned to approve, 2"d by Stu McLennan. Approved 4-0 E Consideration and possible action to approve the purchase of additional storage for the City's Exagrid back-up system from LH Computer Services in the amount of $85,000.00 - Chris Bryce, IT Director and James Davis, IT Operations Manager James Davis explained the need for additional storage for the city's backup system at the primary site. He showed a diagram to further explain where the storage space is needed. Stu McLennan asked if the city is utilizing the cloud for space. James Davis explained that the city is not due to the cost. A cost benefit analysis on utilizing the cloud was briefly discussed. Chere Heintzmann motioned to approve, 2nd by Kevin Pitts. Approved 4-0 Motion to adjourn by Stu McLennan, 2nd by Chere Heintzmann. Meeting adjourned at 5:09pm. J�, ifvx- - 3a-l-L Tommy Gonza bat Board Chair Chere' Heintzman Date Board Secretary _ ? 3-?7-/ 9 lanecka Date Board Liaison