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HomeMy WebLinkAboutMinutes_GGAF_10.28.2020Minutes of Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas Wednesday, October 28, 2020 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, October 28, 2020 at 4:30 PM via Zoom virtual meeting. 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 808 Martin Luther King Jr Street for additional information; TTY users route through Relay Texas at 711. Board Members Present: Kevin Pitts, Vice -Chair Stu McLennan, Secretary Robert Witt Eric Corp Board Members Absent: Tommy Gonzalez, Chair Others resent: Susan Anderson, Valley View Investments Regular Agenda: Kevin Pitts Called the meeting to order at 4:34 p.m. City Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Elaine Wilson, Assistant Finance Director Karrie Pursley, Treasurer Tadd Phillips, HR Director Chris Bryce, IT Director Greg Berglund, Assistant IT Director James Davis, IT Manager Stan Holman, Fleet Services Manager Edward O'Neal, Support Services Manager Mayra Cantu, Management Analyst Danella Elliott, Board Liaison Sharon Parker, Board Liaison Leigh introduced Sharon Parker, the new Administrative Assistant in Finance and explained that she will be taking over as Board Liaison for the General Government and Finance Advisory Board. Minutes of Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas Wednesday, October 28, 2020 at 4:30 PM A. Discussion on how this virtual conference will be conducted, to include options for public comments and how the public may address the Commission — Tommy Gonzalez, GGAF Chair David Morgan, City Manager explained how the virtual conference would be conducted. B. Review minutes from the August 26, 2020 General Government and Finance (GGAF) Advisory Board — Danella Elliott, Board Liaison. No comments, Motion to approve the minutes by Stu McLennan, second by Robert Witt. Approved 4-0. Tommy Gonzalez absent. C. Presentation, discussion, and update on mitigation since the 2018 risk assessment. — Mayra Cantu, Management Analyst. Mayra Cantu gave an overview of the 2018 Risk Assessment and the changes the City has implemented at this time. The risk assessment was done citywide with the highest risk noted was fire and IT. We have now touched about 97% of all areas. We have made significant changes. In June all staff and council completed the city security awareness training. Significant changes since 2018 • Electric Utility Energy Portfolio Management • Reorganization of City • Workday ERP • Covid-19 • Lost EMS Ipad (possible HIPAA Breach) • Senate Bill 2 (revenue caps) • Shot Clock Legislation • Back -Up Date Center Near Term Actions ■ Conduct a citywide operational and enterprise risk assessment every 5 years with next study slated for FY23 • Complete Hazard Mitigation Plan • Implement consultants' recommendations • Conduct an audit of the electric risk management practices • Finalize and initiate internal/external audit work plan • Process improvement • Overall biannual review and update of citywide and departmental policies and procedures • Providing public dashboards of departmental performance management metrics. Discussion: Eric — some of slides are a little different than what was provide on the agenda. Mayra - Presentation was updated, she would give the updated presentation to the board liaison to send to the board. Are there going to be two different risk assessments? Mayra - enterprise would be once every 5 Minutes of Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas Wednesday, October 28, 2020 at 4:30 PM years, any other assessments would be for the specific needs of the department. Stu - Is there anything the board needed to be aware of on the HIPPA audit? Chris Bryce — the audit focused largely on IT and how we managed HIPPA data. They gave us about 10 recommendations mostly about documenting policy. What type of system is currently being used for badge access? James - Lenel system. Stu - Have the 20/21 water rates study been published yet? Mayra - yes those were part of last night's CC meeting, and she would send to the board liaison to the link to where this is located at on the City's website. What are the issues and what software is being considered? Mayra - The problem is we want to merge are process to be more considerate with legal and purchasing we want to be more intentional with how we move along with that process and staff. How does city personnel access the city's website when working remote? Chris - VPN but only on City devices or utilizing VDI. Water system, are we receiving any push back from Bell County regarding water planning regarding Stillhouse water reservoir? David — the council just agreed to transfer 7600 acres of our CCN of our water territory to Kempner, a water service district and the reason for that is because they requested service and we do not have any customers in that area. I think that kind of work will help go a long way in terms of Bell County realizing that we are not trying to control the development in Bell County. Robert Witt — with the way we are growing do you think we are looking far enough out for water and electric? Myra — I think so, the city is being very proactive and a lot of regional efforts also. David — we must blend planning for the future and managing our risk at the same time. We must be more expressive with our growth pattern. No action needed. Notes added from Stu McLennan - Stillhouse Hollow Lake is a reservoir just south of Harker Heights that is managed by the US Corps of Engineer. The folks in Bell County tap it and Lake Belton. Installing a line from Stillhouse to points south likely remains a sensitive issue in Bell County. D. Consideration and possible action to recommend a resolution formally adopting the City's Investment Policies for Fiscal Year 2021. — Leigh Wallace, Finance Director Leigh Wallace presented the City's Investment Policies for Fiscal Year 2021 Investment policy objectives • Safety ■ Liquidity • Public Trust • Yield Proposed changes • Adding Nathan Parras, Finance Director, as an investment officer • Broker / Dealer list minor editing changes Year in review - Interest earnings declined drastically in 2020. Due to COVID-19 and market changes, the Fed Rate decreased significantly in 2020 to 0-.25%. Example: In August 2019, we accepted a rate of Minutes of Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas Wednesday, October 28, 2020 at 4:30 PM 2.25%, but in September 2020, our highest rate was .30% for 9 months. Continued laddered purchases throughout the year. Renewed Depository Banking Contract through Spring 2022. Susan Anderson — Investment advisor with Valley View Consulting — presented historical yields. Discussion: Eric Corp — sometimes we have to wait for things to mature if we find that money markets and investments are changing - what is the process for the investment officers to make changes throughout the year? Leigh — the investment officers have a committee that will look at the market, current cash flows and makes the decisions. Susan — this is one of the reasons you pass the investment policy. It gives you the structures and the parameters. The only time they would have to go back to council is if it is a new investment pool. Are there any major changes for the investment policy for next year? Leigh — they are mild, adding Nathan Parras as one of our investment officers. Change on our broker/dealer list. The quarterly reports go to council, is this something the GGAF could get? Leigh — this is public document; we can alert the board when it has been posted. Kevin Pitts — we do not allow for commercial paper through our policy, does this fall under money market funds? Susan explained some differences options between commercial paper, gateway banks, and CDARS. Rates just are not as good as CD's. Motion to approve a recommendation of a Resolution formally adopting the City's Investment Policies for Fiscal Year 2021 by Stu McLennan, second by Robert Witt, Approved 4-0. Tommy Gonzalez absent. E. Consideration and possible recommendation to Council of a contract with Suddenlink to provide dedicated Internet service for a total of $136,620 over three years. — James Davis, IT Manager - Operations James Davis presented a contract with Suddenlink to provide internet service. Discussion: Stu — who is the 2"d provider? James - Fiberlight. Eric — are we getting close to the 200 MB bandwidth? James - Yes, we would monitor on a regular basis and we would receive the full 200 meg. Stu - You mentioned in the notes that no other vendor can reasonably provide this accommodation of services, is that because of the fiberoptic cables? James - A big part of that is going to be because of the feed for channel 10. We have to have that feed with Suddenlink to provide that service and currently they host all of our IP addresses. Robert Witt — Does Suddenlink own all the cable lines here in Georgetown? Chris Bryce — we have talked to other providers and in order for them to serve us they would have to use our fibers to get to access to our data centers which is one thing that prevents us from going to another provider.. Right now, it does not seem that anyone else owns any fiber near our data center. Motion to approve Contract with Suddenlink by Eric Corp, second by Stu McLennan. Approved 4-0 Tommy Gonzalez absent. F. Consideration and possible action to recommend to Council the purchase of vehicles and equipment in the amount of $2,317, 620. — Stan Hohman, Fleet Services Manager Stan Holman presented vehicles and equipment to be purchased. Minutes of Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas Wednesday, October 28, 2020 at 4:30 PM Discussion: Stu — hail damage you have two listed? Stan - we are replacing these two because they were new. Most of the other vehicles that received damage had already been approved to replace. Stu McLennan — are you still getting the whole package from Silsbee Ford? Stan - we reached out to Caldwell also, but they did not respond in a timely manner, so we went with Silsbee. Motion to approve recommendation to Council the purchase of vehicles and equipment in the amount of $2,317,62.00 by Eric Corp, second by Stu McLennan. Approved 4-0. Tommy Gonzalez absent. Notes added from Stu McLennan - My question about Silsbee Ford was specifically about the Interceptor SUVs the City of Georgetown purchases for GPD. I initiated the same linkage with Silsbee when I was Executive Director, Support Services for the City of Killeen from 2013-2016. GPD, KPD, et al used to be required to buy SUVs and then take them to Cap Fleet Outfitters in Temple to have them install the police equipment, lights, and decals. That was often a slow, frustrating process. Ford then introduced the Interceptor — a much better vehicle — and Texas DPS, municipalities, and others could get them from Silsbee as a completed police unit. Much better. Motion to adjourn meeting by Stu McLennan, second by Kevin Pitts, approved 4-0 Tommy Gonzalez absent. Meeting adjourned at 6:00 p.m. Tommy Gonzalez Board Chair Stu McLennan Board Secretary Sharon Parker Board Liaison Date Date Date