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HomeMy WebLinkAboutMinutes_GGAF_12.02.2020[Type here] Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, December 2, 2020 at 4:30 PM Virtual Meeting The General Government and Finance Advisory Board met on Wednesday, December 2, 2020, at 4:30 PM via Zoom virtual meeting. Board Members Present: Tommy Gonzalez, Chair Kevin Pitts, Vice -Chair Stu McLennan, Secretary Robert Witt Eric Corp Others present: Gary Thomas, Gartner Craig Rintoul, Gartner Julio Zambrano, Gartner Regular Agenda: Tommy Gonzalez Called the meeting to order at 4:33 p.m. City Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Elaine Wilson, Assistant Finance Director Chris Bryce, IT Director Greg Berglund, Assistant IT Director James Davis, IT Manager Jess Henderson, IT Manager Leticia Zavala, Customer Care Director Cindy Pospisil, Customer Care Manager John Sullivan, Fire Chief Clay Shell, Assistant Fire Chief Stan Hohman, Fleet Services Manager Mayra Cantu, Management Analyst Danella Elliott, Board Liaison Sharon Parker, Board Liaison 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 Tommy Gonzalez, Chair explained how the virtual conference would be conducted. No one signed up for public comment. [Type here] Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, December 2, 2020 at 4:30 PM Virtual Meeting B. Consideration and possible action to approve the minutes from the October 28, 2020, General Government and Finance Advisory Board Meeting — Sharon Parker, Board Liaison. Motion by Eric Corp, second by Kevin Pitts to approve the minutes from the October 28, 2020 GGAF Meeting with the following amendments: Stu would like to amend paragraph B — he was the one who asked about the badge access, 20/21 water rates, software, remote access and stillhouse Hollow reservoir. Paragraph E — Stu clarified the question about Silsbee Ford, stating that it was regarding the Ford interceptors. Approved 5-0 C. Consideration and possible action to recommend the City Council the purchase of two Peirce Fire Engines from Siddons-Martin Emergency Group through the Buy -Board Contract #571-18 for a cost of to exceed $1,760,000.00—John Sullivan, Fire chief Fire Chief Clay Shell gave an overview of the two engines to be purchased, replacing the 2010 and 2011 Engine. Discussion: Tommy— what would happen to the old engines? Chief Shell — Our first option is to sell them when the new ones come in or we will see if there is any reason to keep one as a reserve, but our first option is to sell. Tommy — when is that decision made and if they are sold where do the funds go? Leigh - The City's fiscal and budgetary policy requires any individual surplus item valued at greater than $50,000 goes to Council for approval prior to the sale. Sometimes large surplus fire apparatus meets this criteria, depending on age and condition. Proceeds from the sale of any surplus vehicles, fire or otherwise, are deposited into the Fleet Fund. The proceeds stay in the Fleet Fund and go toward fleet vehicle and equipment related costs rather than falling to the bottom line of other funds such as the General Fund. When there are minor overages on Fleet vehicle purchases or repairs, the Fleet fund absorbs these costs. Additionally, the Fleet Fund absorbed the multi -year funding strategy for the replacement of many held back vehicles across the City. In other words, there were old vehicles held back for use, but were not on the replacement schedule. Fleet uses monies from expense savings or extra revenues such as the surplus sales to fund getting the held back vehicles on the replacement list. Finally, the Fleet fund is contributing cash to support the renovated fuel site as part of the Solid Waste Transfer Station capital improvement project, therefore offsetting tax supported debt. These practices benefit all departments, including Fire Department. Chief Shell — we will decide at the end of this budget year if there is a need to keep one engine as a reserve or to sell both. Stu — I looked at the options list, will any other onboard equipment be required for these engines? Chief Shell — there will be some firehoses and a few things, but a lot of the existing equipment will be transferred over. Stu - Which stations are going to receive the new engines? Chief Shell — still to be determined when they get here but we are looking at station 1 and station 2. [Type here] Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, December 2, 2020 at 4:30 PM Virtual Meeting Motion to recommend to the City Council the purchase of two Fire Engines by Stu McLennan, second by Eric Corp. Approved 5-0. D. Presentation and update of an assessment conducted by Gartner to evaluate business processes and gaps in the Customer Information System (CIS), and Advanced Metering Infrastructure (AMI) and Meter Data Management (MDM) systems. — Mayra Cantu, Management Analyst Gary Thomas, Craig Rintoul, and Julio Zambrano with Gartner presented their study of our CIS, AMI, and MDM systems. Discussion: Tommy recapped the general information gained from the presentation: The Umax system that we initially got into was not meant for our city and our needs, now we have to take a step back and try to find a system that fits our city and make investments that lead us into the future. Craig — yes that is correct. David — We currently have an implementation plan that we are working on that we want to review with this group. We do have an analysis plan on UMAX, and we also are working on a true utility vision plan. We want to improve our process of how water meters are installed. Stu — Would it be appropriate or is it planned to give GGAF something that defines the geographical boundaries of, meter types and ensity in, and growth projections for the Western District — David — Basically, the Western District is Chisholm trail. When we merged with Chisholm trail (because of some financial difficulties with Chisholm Trail as well as some growth limitations) we had to answer what issues were going to be caused by Georgetown if the merger didn't occur. As we move forward the question is: Are we trying (Georgetown) to be the water provider for a good portion of Bell County and cities like Leander and Liberty Hill? As we have been talking through this, it is not our core function. We are getting requests and will continue to get requests for our water district territory to change. In fact, Council has approved two areas to reduce our CCN so part of this discussion we had in terms of infrastructure investments in different parts of the Western District is also very tied to a policy discussion about what areas are we making investments in, and that we are operating under the same system and decide on a plan to get other customers to transition to the other entities because they are all going to want to serve their own residents. No action is needed. E. Discussion and possible recommendation to approve issuance of a Purchase Order for utility bill printing and mailing services through 2/22/2022 to Dataprose LLC pursuant to a piggyback clause in an agreement with the City of Plano at an annual cost of $315,840.00 — Cindy Pospisil, Customer Care Manager Cindy Pospisil presented the annual review for utility bill printing and mailing services. [Type here] Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, December 2, 2020 at 4:30 PM Virtual Meeting Discussion: Stu - how many customers use paperless billing? Cindy — 27%. Stu - Is there a reason why the city can't use that as the default? Cindy — I am not aware of a reason, it would be a decision that management would need to make. The option is on our form when you sign up, most new accounts do choose this but a lot of the older accounts have not changed. Kevin - How many customers use the stub that comes in the mail to come in and make their payment? Cindy — about 1/3 pay their bill online, coming into the office is about 10%. David said that we need to look at a campaign to get more people to move over to electronic. Letica - There is also work being done with the communications department to try to push that very thing. We need to review fees; we haven't reviewed fees in general (whether that's a credit card or convenience fees), so maybe there is an ala- cart that we can require like banks are doing. For instance, if you want to receive a paper statement then there would be some sort of monetary fee. Eric — I agree with Stu that maybe the first step of the default is going to be electronic payments Motion to approve issuance of a Purchase Order for utility bill printing and mailing services by Kevin Pitts, second by Eric Corp. Approved 5-0. Kevin Pitts — left meeting at 5:37 pm- F. Consideration and possible approval to purchase Zerto Orchestration Software through Sirius Computer Solutions for a total of $84,247.00. — James Davis, IT Manager — Operations James Davis presented the purchase of Zerto Orchestration software. The Zerto software will provide the following capabilities for the City: 1. Provide continuous data protection and backup to multiple locations. 2.Orchestration that enables full automation of recovery and migration processes for 75 servers. 3. Reduce the Recovery Time and Recovery Point Objectives for the protected systems. 4. The ability to fully test failover capabilities without disrupting production systems. 5. The capability to migrate on -premise systems to cloud platforms Discussion: Tommy —Is this replacing existing software, or new software? This is new to us. We currently use a DR software that this will build on top of. Motion to approve purchase Zerto Orchestration Software through Sirius Computer Solutions by Stu McLennan, second by Eric Corp. Approved 4-0 (Kevin Pitts had left the meeting) G. Consideration and possible approval to purchase replacement laptops and tables, associated docks and port replicators, and in -vehicle modems for emergency service vehicles, as well as new ruggedized [Type here] Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, December 2, 2020 at 4:30 PM Virtual Meeting laptops and computer equipment for two new Police Officers from Ingram Technologies LLC for an amount of $118,046.27 — Jess Henderson, Public Safety IT Manager Jess Henderson presented an overview of the various equipment replacements. This year we are replacing 18 computers with associated warranties, 20 vehicle docking stations, and 16 Cradle Point in -vehicle modems, at a cost of $107,294.89. Additionally, we are purchasing 2 new fully ruggedized laptops and docking stations for two new Police Officers approved in the 2020/2021 budget, at a cost of $10,751.38. Discussion: no questions Motion to approve the purchase of replacement laptops and tables, associated docks and port replicators, and in -vehicle modems for emergency service vehicles, as well as new ruggedized laptops and computer equipment by Eric Corp, second by Stu McLennan. Approved 4-0 (Kevin Pitts had left the meeting) Motion to adjourn meeting by Tommy Gonzalez, second by Stu McLennan. Meeting adjourned at 5:44 pm. Tommy Gonzalez Board Chair Stu McLennan Board Sec —tary - J)_�---_ (��—> Sharon Parker Board Liaison Date Date o`Iz��a� Date