HomeMy WebLinkAboutMinutes_GGAF_03.27.2019Minutes of Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
March 27, 2019
The General Government and Finance Advisory Board met on Wednesday, March 27, 2019 at 4:30 PM
in the Community Room at City Hall, 808 Martin Luther King Jr Street, Georgetown, Texas.
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Board Members Present:
Tommy Gonzalez, Chair
Kevin Pitts
Chere' Heintzmann, Secretary
James Bralski
Stu McLennan
others present:
Jessie Owens, local student
Legislative Regular Agenda
Tommy Gonzalez called the meeting to order at 4:32 p.m.
0(V star€' Present:
David Morgan, City Manager
Laurie Brewer, Assistant City Manager
Leigh Wallace, Finance Director
Elaine Wilson, Controller
Tadd Phillips, HR Director
Laura Maloy, Assistant Director
Chris Bryce, IT Director
Greg Berglund, Assistant IT Director
Amy Janecka, Finance Admin
A Welcome new board members & review and discuss General Government and Finance Board
(GGAF) purpose and bylaws — Tommy Gonzalez, Board Chair
No new board members
B Review of the City Council's Boards and Commissions Attendance Policy — Tommy Gonzalez,
Board Chair
Tommy Gonzalez reviewed the attendance policy, no questions from the board.
C Discuss dates/times for future General Government and Finance Board (GGAF) meetings —
Tommy Gonzalez, Board Chair
No changes will be made to the regularly scheduled GGAF meetings, they will continue to be held the
Wednesday after the 2"1 council meeting of the month and adjusted as needed for holidays.
D Review minutes from the March 6, 2019 General Government and Finance Advisory Board
Meeting -Amy Janecka, Board Liaison
Motion to approve the minutes by James Bralski, 2nd by Stu McLennan. Approved 5-0
E Discussion of Workday Project — Leigh Wallace, Finance Director
Tadd Phillips and Leigh Wallace explained that this item is also related to the following 3 ERP staff
request agenda items. Leigh and Tadd reviewed the project, the ERP system selected, and gave an
update on how implementation is progressing thus far, including the successes and challenges.
Questions from Tommy Gonzalez and James Bralski were asked regarding the forecast done before the
project start on staffing needs. Leigh explained that the overlap of project phases and the need for staff
members to be in concurrent meetings was not able to be predicted. There are also project needs that
current staff do not have knowledge in. Laurie Brewer added that the city is also undertaking multiple
other initiatives that require a greater amount of staff time than normal. Kevin Pitts asked about the
investments made in the project thus far and Leigh explained the costs from each area of the project.
Leigh continued with the presentation and explained the actions taken thus far to help with project
challenges and the needed resources the ERP team has identified. The board asked questions about the
length of the contracts and if the staff in these positions would be needed as full time employees later.
Leigh clarified that the positions are only needed while the project is being implemented. Furthermore,
she explained that one of the contracted positions is in lieu of the vacant Finance Business Systems
Analyst. The position would be recruited for full time after the short-term contract ends. Kevin Pitts
and Tommy Gonzalez asked about the funding sources and expressed concerns about issuing debt for
this request. Leigh confirmed she will take their concerns and look into other options.
F Discussion and possible recommendation to approve an ERP Project Manager/Testing Lead to
assist with the Workday implementation utilizing the Texas Department of Information
Resources (DIR) Information Technology Staff Augmentation Contract (ITSAC) with GTS
Technology Solutions in the amount of $216,000. --Leigh Wallace, Finance Director
Background on this item and discussion held with the previous agenda item. James Bralski asked for
further clarification on the number of hours listed in the contract and Leigh explained the person in this
position would work 40 hours a week during the specified time. Chere Heintzmann asked if the requests
include a buffer and Leigh verified there is some buffer and the requests meet the needs of the city as
evaluated by city staff, the ERP project manager and also the vendor. Chere also recommended to
ensure that the contractors selected are Certified Project Managers.
Motion to approve by Chere Heintzmann, 2nd by James Bralski. Approved 5-0
G Discussion and possible recommendation to approve a Finance Lead to assist with Finance tasks
for the Workday implementation utilizing the Texas Department of Information Resources (DIR)
Information Technology Staff Augmentation Contract (ITSAC) with GTS Technology Solutions
in the amount of $198,720.--Leigh Wallace, Finance Director
Background on this item and discussion held with the previous agenda items. No additional questions
or discussion.
Motion to approve by Kevin Pitts, 2nd by Chere Heintzmann. Approved 5-0
H Discussion and possible recommendation to approve an ERP Project Lead/Enterprise Architect
to assist with the Workday implementation utilizing the Texas Department of Information
Resources (DIR) Information Technology Staff Augmentation Contract (ITSAC) with GTS
Technology Solutions in the amount of $415,200. --Leigh Wallace, Finance Director
Background on this item and discussion held with the previous agenda items. No additional questions
or discussion.
Motion to approve by Kevin Pitts, 2nd by James Bralski. Approved 4-1 with James Bralski voting
against
Consideration and possible action to approve an annual appropriation of $60,366 to Elster
Solutions, LLC to renew software maintenance on the City's advanced metering infrastructure
software. Chris Bryce, IT Director
This item was pulled from the agenda and was not discussed.
Motion to adjourn by Kevin Pitts, 2nd by James Bralski. Meeting adjourned at 5:48pm.
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Tommy Gonzalez Date
Board Chair
Chere' Heintzmarm Date
Board Secretary
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A hmm*n/jr-A14k Date
Board Liaison