HomeMy WebLinkAboutMinutes_GGAF_02.26.2020Minutes of Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
Feb 26, 2020
The General Government and Finance Advisory Board met on Wednesday, Feb 26, 2020 at 4:30 PM
at City Hall, 808 Martin Luther King Jr Street, Georgetown, Texas.
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Board Members Present:
Tommy Gonzalez, Chair
Chere' Heintzmann, Secretary
Stu McLennan
James Bralski
Others present:
Adam McCane, Weaver and Tidwell representative
Legislative Regular Agenda
Tommy Gonzalez called the meeting to order at 4:31 p.m.
City Staff Present:
David Morgan, City Manager
Laurie Brewer, Assistant City Manager
Leigh Wallace, Finance Director
Trish Long, Facilities Superintendent
Stan Hohman, Fleet Manager
Eric Johnson, CIP Manager
Cindy Pospisil, Customer Care Ops Manager
Leticia Zavala, Customer Care Director
Elaine Wilson, Controller
Christi Rawls, Assistant Controller
Bridget Weber, Assistant to the City Manager
Mayra Cantu, Management Analyst
Amy Mertink, Admin Assistant
A Review minutes from the Dec 4, 2019 General Government and Finance Advisory Board Meeting
-Amy Mertink, Board Liaison
Motion to approve by James Bralski, 2nd by Stu McLennan, approved 4-0
B Review and possible action to recommend acceptance of the Comprehensive Annual Financial
Report (CAFR) and the independent audit for the fiscal year ended September 30, 2019.
Elaine S. Wilson, Controller
Elaine Wilson reviewed what the CAFR is and the requirements for it. She then went over the contents
of the CAFR. Adam McCane reviewed the audit process and each step within it. He let the board know
that Weaver is issuing an unmodified opinion of the city's CAFR, which is the highest level.
Tommy Gonzalez asked about new and closed funds being highlighted and Adam clarified that they
are included but not called out. The board and team discussed this and determined it would be useful
to add a summary page to highlight new and closed funds. It was also requested that the presentatir;n
to council include information on past audit findings that have been remediated.
Motion to approve by James Bralski, 2nd by Chere Heintzmann, approved 4-0
C Discussion and possible recommendation to approve issuance of a Purchase Order for utility bill
printing and mailing services through 2/21/2021 to Dataprose LLC pursuant to a piggyback
clause in an agreement with the City of Plano at an annual cost of $288,960. --Cindy Pospisil,
Customer Care Manager; Leticia Zavala, Customer Care Director
Cindy Pospisil explained the need for this purchase order and let the board know that this vendor has
been used by the city since 2001. A RFP on this item will be done later this year.
The board discussed electronic billing with the team and the team talked through the efforts that have
been made to date. Additional efforts were discussed, including a campaign focused on the message to
"help the city save your money" by choosing paperless billing.
Motion to approve by James Bralski, 2nd by Chere Heintzmann, approved 4-0
D Consideration and possible action to approve purchasing authority for fuel card services and
related products with Fleetcor Technologies dba Fuelman in amount not to exceed $875,000. —
Stan Hohman, Fleet Manager.
Stan Hohman let the board know this is a not to exceed amount for fuel card services, which has been
well utilized. The amount is the same as the last request and we are currently well under it.
Motion to approve by James Bralski, 2°d by Stu McLennan, approved 4-0
E General discussion of funding and use of the Facilities Internal Services Fund (ISF) and upcoming
capital maintenance expenditures. — Trish Long, Facilities Manager; Eric Johnson, Facilities
Director
Trish Long reviewed the history of the ISF and went over upcoming projects. She showed what is
included and what is not included in the Facility ISF. Trish also went over the timing and expense
planning for the upcoming projects. No voting needed.
Motion to adjourn meeting by James Bralski, 2nd by Stu McLennan, approved 4-0. Meeting adjourned
at 5:57pm.
AMENDED MINUTES FROM THE FEBRUARY 26,
2020 MEETING.
THE ITEMS BELOW WERE ADDED/CLARIFIED: Motion to approve the amended minutes
(with the comments below) by Stu McLennan; second by Tommy Gonzalez. Approved 4-0. Kevin
Pitts absent during this vote.
Approved 4-0 at the June 26, 2020 GGAF meeting.
Stu made some observations/suggestions/comments on the minutes.
• Minor point -The header should state the type of meeting (e.g., Regular).
■ Main point -The body should contain more detail about our discussions. They always
contain appropriate details about the motions, votes, and points of order, but often lack the
same about our discussions, specifically post -meeting staff actions and due -outs.
• Minor Point — The final paragraph should contain guest speakers and topics, which we often
have, as well as the chairman's closing remarks.
Para C. Staff actions.
o RFP utility billing in summer 2020 to secure options.
o Include the need for on-line billing in the "campaign ".
Para E. Staff actions.
o Contract design for the Natatorium HVAC and then bid the project.
o Fund FSI and FS3 as Capital Improvement projects in the annual budget.
o Provide GGAF visibility of the HVAC replacement plan.
o Inform Council about how many of the city's 22x HVAC systems have transitioned
from R-22 to R-410, and the plan to transition the remainder.
Tommy Gonzalez Date
Board Chair
Stu McLennan
Board Secretary
Date
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Board Liaison