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Home My WebLink AboutMinutes_GGAF_04.28.2021Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 28, 2021 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, April 28, 2021 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 Board Members Absent: Others present: Katy Nero, ADG. Rick Berry, Rodney McManus 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 Wayne Reed, Assistant City Manager Mayra Cantu, Assistant to the City Manager Leigh Wallace, Finance Director Elaine Wilson, Assistant Finance Director Ed O'Neal, Services Manager Stan Hohman, Fleet Services Manager John Sullivan, Fire Chief Clay Shell, Assistant Fire Chief Greg Berglund, Assistant IT Director Steven Wicker, IT Supervisor Eric Johnson, Facilities Director Tadd Phillips, Human Resources Director Seth Gipson, PMP Manager Christina Richison, Bus Improvement Manager Mayra Cantu, Assistant to the City Manager 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. B. Consideration and possible action to approve the minutes from the March 10, 2021 General Government and Finance Advisory Board Meeting — Sharon Parker, Board Liaison. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 28, 2021 at 4:30 PM Discussion: Sharon emailed the list of medical supplies (Items D, E and F) to GGAF members on March 17th." Sharon emailed the FS#6 and FS#7 vehicle information (Item H) to Stu on April 8th. It answered his questions. Stu forwarded the email to GGAF members on April 23rd " Motion to approve the minutes with adding that the board would like to add an agenda item to review any items that bypass GGAF and go directly to council if applicable. These items would be for review only. by Stu McLennan , second by Kevin Pitts . Approved 5-0 C. Election of a Vice chair and Secretary for the General Government and Finance Advisory Board — Tommy Gonzalez, Board Chair Motion to nominate Pitts . Approved Motion to nominate Stu McLennan 50 Kevin Pitts McLennan . Approved 5-0 to Secretary. by Tommy Gonzalez , second by Kevin to Vice chair. By Tommy Gonzalez , second by Stu D. Review and discuss General Government and Finance board (GGAF purpose and bylaws —Tommy Gonzalez, Board Chair Stu will submit suggestions to board and staff to be discussed at a future meeting. No action needed. E. Review of the City Council's Boards and Commissions Attendance Policy —Tommy Gonzalez, Board Chair No action needed. F. Discuss dates/times for future General Government and Finance Board (GGAF) meetings —Tommy Gonzalez, Board Chair Discussion: Stu McLennan would like to know when we can go back to meeting in person. David Morgan advised council will be review this at the May 11th council meeting. No action needed. G. Consideration and possible action to recommend approval of the purchase of Stryker Power Load System from Stryker Corporation for a total cost not to exceed $61, 974.28 — Clay Shell, Assistant Fire Chief. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 28, 2021 at 4:30 PM This purchase is for two (2) Stryker power load systems that will be installed in two (2) new TRVs by the ambulance manufacturer. A 6-year maintenance agreement will be provided and include annual onsite preventive maintenance inspection and unlimited repairs including parts, labor, and travel with battery coverage. Discussion: Tommy — do we have this system on all TRV's or is this just for these two? Chief Shell — we currently have two units that have it, two units we already have are on order. Only the reserves will not have them. 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 $61, 974.28 by Stu McLennan , second by Kevin Pitts Approved 5-0 H. Consideration and possible action to approve the purchase of two Dodge 4500-Diesel transitional response vehicles (TRVs) from Mac Haik Dodge Chrysler Jeep through the Buy -Board Contract #570- 18 purchase price not to exceed $5000,000.00 — Clay Shell, Assistant Fire Chief. TRVs (ambulances) are on a 6-year replacement schedule This purchase is a scheduled replacement in our vehicle services plan. The new TRVs would replace two of the current frontline TRVs that have the highest mileage. The TRVs with the highest mileage would then be placed as the reserve/backup units. These reserve/backup units are used as backups when frontline units are down for preventive maintenance and/or repairs; staffed as a peak demand unit; staffed to cover special events. Discussion: Eric Corp — what budget is this coming from? Leigh Wallace — all vehicles are purchased through the fleet fund. Motion to recommend to the City Council the approval the purchase of two Dodge 4500-Diesel transitional response vehicles (TRVs) from Mac Haik Dodge Chrysler Jeep through the Buy -Board Contract #570-18 purchase price not to exceed $5000,000.00 by Stu McLennan , second by Eric Corp . Approved 5-0 �. Consideration and possible recommendation of approval to purchase laptops, desktops, and docking stations from Dell Inc. for an amount not to exceed $256,416.90 — Greg Berglund, Assistant Director, Information Technology. Staff recommends the purchase of 63 laptops, 165 desktops, 300 monitors, and accessories. This purchase is planned for FY 2021 as part of the City's desktop computer strategy implementation. Discussion: Stu McLennan — is the City still tracking with initiating its cloud -based environment in FY22 — Greg —yes. Tommy Gonzales — what happens to the aging equipment. Greg — we destroy the hard drives and donate the computers to goodwill. Steven we are working on a A3 project with a couple of vendors to destroy and refurbish the equipment. Currently there is no value once we remove the hard drives. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 28, 2021 at 4:30 PM Motion to recommend to the City Council the approval to purchase laptops, desktops, and docking stations from Dell Inc. for an amount not to exceed $256,416.90 by Eric Coro second by Kevin Pitts Approved 5-0 J. Consideration and possible action to recommend to authorize the City Manager to execute Design, Contract with Architectural Design Group / ADG Inc of Dallas, Texas for the Design of the Public Safety Operations and Training Center Firing Range in an amount not to exceed $91,649.00 — Eric Johnson, Facilities Director This project is to update the original design of the Police Firing Range for subsequent construction. The original Firing Range design was completed with the design of the Public Safety Training and Operations Building but was not included in the construction of the facility. The contract includes updating existing plans and specifications to current International Building Code 2015 and current ADA standards, bidding assistance, and construction phase services. Since ADG designed the original PSOTC, Including the Firing Range design, we anticipate a streamlined design process, allowing us to bid out the project on a shorter timeline. Discussion: Stu - Should the specs be to the 2018 IBC Standards or 2015 Standards? Eric we are currently using 2015 IBC Standards. Stu - What has changed in the original design and to bring into compliance, when was the design? Eric — I believe it was in 2016, there are new standards we have to meet now, a large portion of this design is the construction process contract administration and the bid process. $25,000 of this is a contingency in case anything comes up in the review process. Katy Nero with ADG — we started design in 2013 and continued through 2015. The plans were done in IBC 2013 so they must be updated to IBC Standards 2015 A big part of this is the targetry vendor that the PD will need. Motion to recommend to the City Council to authorize the City Manager to execute Design, Contract with Architectural Design Group/ADG Inc of Dallas, Texas for the Design of the Public Safety Operations and Training Center Firing Range in an amount not to exceed $91,649.00 by Stu McLennan second by Kevin Pitts Approved 5-0 K. Consideration and possible action to authorize the City Manager to execute Design Contract with CDS Muery of San Antonio, Texas for the Design of the Fuel Station Renovation for an amount not to exceed $61,087.50 — Eric Johnson, Facilities Director This project is to design the replacement of the existing fuel island, originally constructed in the late 1980s. The upgrade will include new pumps, tanks, canopy, and emergency generation to keep the island functioning during emergency operations. Discussion: Tommy —what does DEF mean? Eric this is an additive for Diesel. Stan —the diesel trucks must have this additive for emission requirements. Right now, we are filling this up out of 2 % gallon Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, April 28, 2021 at 4:30 PM cans from the warehouse. Stu — Does the CDS environmental consultant need to coordinate the UST removal process with TCEQ? Eric — yes that is correct about % of the way through the design. Does the CDS work with TCEQ during the removal. Eric — yes, that will be coordinated during the design process. Motion to recommend to the City Council to authorize the City Manager to execute Design, Contract with CDS Muery of San Antonio, Texas for the Design of the Fuel Station Renovation for an amount not to exceed $61,087.50 by Kevin Pitts , second by Eric Corp . Approved 5-0 L. Presentation and discussion regarding public dashboards — Set Gipson, PMP Manager Discussion: Eric — what are you using internally? — Seth — we are using power 131. Tommy — what is your timeline and goal? — Seth- we are finalizing our metrics and visualizations. Timeline is to launch by early summer. Goal — help continues improvements also give the public opportunities to see behind the scenes and how the City is continually working to improve the City services they provide. Robert — how many employees are involved? Seth — about 80 that are heavily involved. How we share the data all departments are involved. Eric —think the approach is good, glad all the employees have access. Will be interesting to see what the public uses. Tommy — I think education will go a long way. Seems user friendly. Stu — Dashboards are helpful if they provide correct information, in a timely manner, in focused areas, in a way that facilitates the situational awareness of the target audience. Pull - What does the public want to know? Push - What does the public need to know to help the City "tell our story"T' David — getting peoples different prospective, evaluating hits we get on the website. The ultimate driver why we are doing this is to use quality data to drive delivery and continues improvement. No action needed. Meeting adjourned at 5:47 pm. Tommy Gonzalez Date Board Chair Stu McLennan Date Board Secretary -51�� Sharon Parker Date Board Liaison