HomeMy WebLinkAboutMinutes_GGAF_05.29.2019Minutes of Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
May 29, 2019
The General Government and Finance Advisory Board met on Wednesday, May 29, 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 prescnt:
Legislative Regular Agenda
Tommy Gonzalez called the meeting to order at 4:31 p.m.
City Staff Present:
David Morgan, City Manager
Leigh Wallace, Finance Director
Elaine Wilson, Controller
Laurie Brewer, Assistant City Manager
Chris Bryce, IT Director
James Davis, Operations Manager
Tadd Phillips, HR Director
Eric Johnson, CIP Manager
Cresta Lyons, Accounting Specialist Supervisor
Amy Mertink, Admin Assistant
A Review minutes from the March 27, 2019 General Government and Finance Advisory Board
Meeting - Amy Mertink, Board Liaison
No questions or comments regarding the minutes. Motion to approve the minutes by James Bralski, 2nd
by Chere' Heintzmann. Approved 5-0
B Discussion of payroll process updates — Leigh Wallace, Finance Director
Leigh Wallace explained that this is not an action item; staff want to make the GGAF board aware of
what is being changed with the payroll process and get feedback. Leigh showed how the current process
works under pay current and what will be different with the new process under pay arrears. She
explained the need for the change and went into detail about the front of one weeks pay that will be
made to all employees in order to make the transition from pay current to pay arrears. This front would
be paid back at the end of each employee's employment.
The board had general concerns about carrying the receivable for such a long time period. Tommy
Gonzalez and Kevin Pitts asked about any options for taking small amounts from each paycheck in
order to avoid giving employees the front, or to reduce merit increases to make up the amount. An idea
to create incentives for early payback was also posed, such as reducing the amount due if it is paid back
early.
Leigh and David Morgan verified that they have looked into numerous options and held focus groups
to help guide the decision making. The team will look further into the early payback ideas posed by the
board.
No voting needed for this item.
C Consideration and possible recommendation to approve the purchase of servers and software for
a disaster recovery datacenter from Dell in the amount of $279,845.28. James Davis, IT
Operations Manager
James Davis introduced the need for additional disaster recovery servers and replacement disaster
recovery servers. He explained the number of servers that are needed and what they will be used for
and the benefits they will provide. James also showed the estimated timeframes to have systems back
up and running with the new servers.
Tommy Gonzalez asked about the police department and the fire department and the downtime they
would experience in the case of a disaster. Chris Bryce and James verified that the public safety systems
would be the first priority in the event of a disaster and should be back up within 1-2 hours. Tommy
also asked about cloud services and Chris explained that within the next 5 years it should be a more
feasible option, at this time it is too expensive and complicated for city use.
James Bralski motioned to approve, 2❑d by Stu McLennan. Approved 5-0
D Consideration and possible action to approve a Demolition Contract with Haulbrooke, Inc. of
Shertz, Texas for the Demolition of five buildings and adjacent infrastructure to completely clear
the site, at and around 321 W. 8th St in the amount of $63,414. — Eric Johnson, CIP Manager.
Eric Johnson explained the need for demolition of 5 buildings in order to utilize the space for parking.
He showed details of what is being demolished and what is being saved.
Chere' Heintzmann asked if there was anything worth saving and Eric explained that the fire department
will use the buildings for training before demolition. Kevin Pitts asked why the bid for Haulbrooke was
so much lower than some of the other bids. Eric explained that the company is newer and likely trying
to build a reputation, he did call their references and additional contacts that he found and all gave very
positive reviews of the company. Eric also showed that there were other bids near Haulbrooke's bid
and it was not excessively lower than those in the lower half of the scale.
James Bralski motioned to approve, 2„ d by Chere Heintzmann. Approved 5-0
Motion to adjourn by Kevin Pitts, 2nd by Chere Heintzmann. Meeting adjourned at 5:45pm.
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Tommy Gonzalez Date
Board Chair
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Chere' Heintzman Date
Board Secretary
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Anif Mertink Date
Board Liaison