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Home My WebLink AboutMinutes_GGAF_03.10.2021Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 10, 2021 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, March 10, 2021 at 4:30 PM via Zoom virtual meeting. Board Members Present: Tommy Gonzalez, Chair Stu McLennan, Secretary Robert Witt Eric Corp Board Members Absent: Kevin Pitts Others present. Adam McCane, Weaver & Tidwell Regular Agenda: Tommy Gonzalez Called the meeting to order at 4:30 p.m. City Staff Present: David Morgan, City Manager Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Elaine Wilson, Assistant Finance Director Christi Rawls, Assistant Controller Clay Shell, Assistant Fire Chief Karrie Pursley, Treasurer Leah Neal, Purchasing 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 Notes from Stu - Stu - When will GGAF resume in -person meetings? Tommy - Likely May or June after everyone is vaccinated. David — Agree. It's difficult to conduct hybrid meetings. Tommy Gonzalez, Chair explained how the virtual conference would be conducted. No one signed up for public comment. B. Consideration and possible action to approve the minutes from the January 6, 2021 General Government and Finance Advisory Board Meeting— Sharon Parker, Board Liaison. Motion to approve the minutes by Stu McLennan second by Eric Corp Approved 4-0 . Kevin Pitts absent. C. 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, 2020. Elaine S. Wilson, Asst. Finance Director. City staff and City auditor presented the Comprehensive Annual Financial Report for the Fiscal Year ended September 30, 2020. Elaine presented an overview of the results and preliminary CAFR Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 10, 2021 at 4:30 PM document. Adam discussed the results of the auditor's independent audit, compliance with auditing standards, testing over internal controls and fraud risk assessment. Notes from Stu - The CAFR is finance -centric, but would it be beneficial to include relevant linkages to US Army Futures Command and Fort Hood, specifically public -private partnerships and initiatives involving technology, energy, water, and transportation? David —The format is prescriptive and its best not to add items that make it longer. Adam —Agreed with David. Motion to recommend to the City Council the acceptance of the Comprehensive Annual Financial Report and the independent audit for the fiscal year ended September 30, 2020. by Eric Corp, second by Robert Witt . Approved 4-0. Kevin Pitts absent. D. Consideration and possible action to approve the purchase of emergency medical supplies from Bound Tree using the Buy Board Contract #610-20 at a cost not to exceed $160,000.00 for the remainder of fiscal year 2020-2021— John Sullivan, Fire chief. Chief Shell presented to the board that the fire department will periodically restock the vehicles as needed through the remainder of the fiscal year. Discussion: Stu — is there a list of the items to be purchased? Chief Shell will email the list to the Board Liaison and she will forward to the Board. Eric — is this list provided to Council? Tommy - yes, Sharon will forward the list to the board and if anyone has any questions, they can email them to Tommy and he will bring them up at the council meeting. Notes from Stu —The list of medical items will also include those in items E and F. Motion to recommend to the City Council the approval the purchase of emergency medical supplies from Bound Tree using the Buy Board Contract #610-20 at a cost not to exceed $160,000.00 for the remainder of fiscal year 2020-2021 by Stu McLennan , second by Eric Corp. Approved 4-0. Kevin Pitts absent. E. Consideration and possible action to approve the purchase of emergency medical supplies from Henry Schein, Inc. through Choice Partners Cooperative; Contract #19-035KD-01 at a cost not to exceed $90,000 for the remainder of fiscal year 2020-2021— John Sullivan, Fire chief. Chief Shell presented to the board that the fire department will periodically restock the vehicles as needed through the remainder of the fiscal year. Discussion: Tommy — can you give a few examples of items you purchasing? — Chief Shell — bandages, saline, splints anything we would use on a scene. Tommy — the reason for the different vendors is because they specialize in certain items? Chief shell that is correct. Also depends on availability and price. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 10, 2021 at 4:30 PM Motion to recommend to the City Council the approval the purchase of emergency medical supplies from Henry Schein, Inc. through Choice Partners Cooperative; Contract #19-035KD-01 at a cost not to exceed $90,000 for the remainder of fiscal year 2020-2021 by Stu McLennan, second by Eric Corp. Approved 4=0. Kevin Pitts absent. F. Consideration and possible action to approve the purchase of emergency medical supplies from McKeeson Medical using the Sourcewell Purchasing Agreement Contract #061417-MML at a cost not to exceed $110,000.00 for the remainder of fiscal year 2020-2021— John Sullivan, Fire chief. Chief Shell presented to the board that the fire department will periodically restock the vehicles as needed through the remainder of the fiscal year. Motion to recommend to the City Council the approval the purchase of emergency medical supplies from McKeeson Medical using the Sourcewell Purchasing Agreement Contract #061417-MML at a cost not to exceed $110,000.00 for the remainder of fiscal year 2020-2021 by Stu McLennan, second by Eric Corp. Approved 4-0. Kevin Pitts absent. G. Consideration and possible action to approve the purchase of Motorola radio equipment from Motorola Solutions using HGAC Contract #RA05-18 at a cost not to exceed $363,278.00 — John Sullivan, Fire chief. This is a multi -year program to replace all 800MHz radios. Back in April 2015, Williamson County sent a reminder notification to all subscribers on Motorola "Intent to Cancel" notifications. The service support end date for our mobile and portable radios was on 12/31/2018. At that time, all 800 MHz radios that the City of Georgetown uses were included in the equipment that Motorola had sent out in an "Intent to Cancel" notification. In 2017 a citywide Communications Task Force was developed to maximize resources in the purchase of radio equipment. This task force developed replacement plan to be administered over multiple budget years. In 2020 we received confirmation from Williamson Regional Communication System (RSC) that radios listed in that Motorola notification must be removed from the system by September 2023. Due to COVID causing uncertainty in the municipal debt market, no radios were purchased in FY20. The funds were rolled forward into FY21. Discussion: Tommy — Do you know the life of the radios? — That is a technology deficiency. Most of our radios are 9-10 years old. Its hard to keep the radios calibrated and in tune which causes havoc on the entire system which is why they must be removed by September 2023 because of the liability issue. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 10, 2021 at 4:30 PM Motion to recommend to the City Council the approval the purchase of Motorola radio equipment from Motorola Solutions using HGAC Contract #RA05-18 at a cost not to exceed $363,278.00 by Robert Witt second by Eric Corp. Approved 4-0. Kevin Pitts absent. H. Consideration and possible action to approve the purchase of Stryker Power Load System from Stryker Corporation for a total cost not to exceed $125,000.00 — John Sullivan, Fire chief. Currently the Fire Department has two new TRVs on order with Frazer, LTD. This purchase is for the Stryker power load system which includes the power stretcher and maintenance agreement for these units. All our TRVs currently use Stryker equipment. Staff recommends purchasing this system to ensure we maintain a high level of continuity and protection for patients and firefighter paramedics. Discussion: Stu — when did the council approve the purchase of the vehicles for 6 and 7? Tommy — vehicles for station 6 were transferred from another station. Chief Shell —that is correct and the vehicles for station 7 went to GGAF around 2018. Notes from Stu - At the GGAF meeting on 01/23/2019, Tommy said Council would address personnel, vehicles and equipment for FS#6 and FS#7 separately. Each would receive an engine, TRV and SUV. FS#6 would be internal transfers. FS#7 would receive new vehicles. GGAF however had already actioned the TRV for FS#7 on 12/11/2017. When did GGAF action the engine and SUV for FS#7 and the second TRV? Sharon will research the dates and send to board. Motion to recommend to the City Council the approval the purchase of Stryker Power Load System from Stryker Corporation for a total cost not to exceed $125,000.00 by Eric Corp, second by Robert Witt. Approved 4-0. Kevin Pitts absent. Meeting adjourned at 5:21 pm. Tommy Gonzalez Board Chair Stu McLennan Board Secre ary Sharon Parker Board Liaison Date Date v� lay �ao� Date