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HomeMy WebLinkAboutMinutes_GGAF_05.26.2021Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 26, 2021 at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, May 26, 2021 at 4:30 PM via Zoom virtual meeting. Board Members Present: Tommy Gonzalez, Chair Stu McLennan, Secretary Robert Witt Eric Corp City Staff Present: Laurie Brewer, Assistant City Manager Leigh Wallace, Finance Director Elaine Wilson, Assistant Finance Director Christi Rawls Ed O'Neal, Services Manager Tadd Phillips, Human Resources Director Danella Elliott, Board Liaison Sharon Parker, Board Liaison Leticia Jones, Others present: Regular Agenda: Tommy Gonzalez Called the meeting to order at 4:31 p.m. Board Members Absent: Kevin Pitts, Vice Chair 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 April 28, 2021 General Government and Finance Advisory Board Meeting — Sharon Parker, Board Liaison. Motion to approve the minutes as presented by Eric Carp second by Robert Witt. Approved 3-1, Stu McLennan opposed, Kevin Pitts absent. C. Review any items that bypassed a GGAF meeting due to timing and went to Council —Tommy Gonzalez, Board Chair Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 26, 2021 at 4:30 PM No items went to Council. D. A presentation and discussion on the City's internal and external audit program — Leigh Wallace, Finance Director and Elaine Wilson, Assistant Finance Director. • Policy and Regulations ■ Current Resources • Standard audits and programming • Two-year look back on special projects ■ Business Value and Continuous Improvements • In Progress / Coming Soon — Utility Connections Process Improvement Project, Utility Bill Collections agency contract, Water Impact Fee reconciliation, Cost allocation study for internal service funds, Cable franchise fee. • Feedback and Next Steps, Resource needs, Implement the plan, provide annual update. Discussion: Eric — Is the 75K for each year is going to cover all three projects? Leigh — yes, we have some cost savings from the cost allocation study in 2021. Going into 2022 we make the scope fit within the budget. For the sales tax, we would gather pricing. If that were not covered, we would come back to the board with what that would cost. In 2023 we might need an enhancement but will come back to the board if we do. Generally, the $75,000 has been working for us. Stu — What about Solid Waste and Recycling would that fit anywhere in this as to what the city uses and how we are doing that as we go forward? — Leigh — In our Fiscal and Budgetary Policy our stated goal all the major utilities Water, Electric, Stormwater and Garbage have their fees reviewed at a minimum every three years. Laurie — our TDS contract is currently being reviewed by a consultant. We have cost beyond what we pay TDS. Generally, when you have more than one trash provider there is some sort of fee that goes back into the general fund to help street maintenance. More to come but we will be doing that project in the next 12 months. Leigh — When a utility department does a rate study or a cost -of -service study they fund it out of their own fund. The fees study I mentioned were for the smaller departments that do not make their own money. Tommy — do we feel that there is an industry that is underpaying us or that something is missing? Leigh — We are not concerned or expecting anything, but it is better to be for sure. Sales tax is one of our largest revenue streams, this is pretty common to be done. Elaine —there is some due diligence that we need to do to assure there is not something we miss. Same entities pay to the state if there was something blatantly wrong, they would catch it before we would. E. Consideration and possible action to recommend approval of four (4) year contract with Workday for Success Plan Enhanced services in an amount not to exceed $320,000. — Leigh Wallace, Finance Director Workday Project update and Enhanced Support Review — Leigh discussed the overall project status and the project timeline. she discussed what we have achieved and gave a comparison of our business process now. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, May 26, 2021 at 4:30 PM Discussion of some of our wins and struggles. Staff recommends ongoing support. To maximize our return on investment we must continually adopt system updates and take advantage of new features. Discussion: Stu — Commend staff for a job well done. Eric — I take it the employees are a lot happier with this system? Leigh, yes it has had its challenges, but everyone pushed through because they new the outcome would be better. Tommy — Organizational change is usually difficult. This was a big over -hall. I commend all the employees for accepting change and getting it done. Tadd- our employees are our customers, whether they are accessing payroll, benefits etc. they have everything accessible in one system and can access from anywhere. Eric — Do you see that the workday success plan enhancement is going to be required after the four years? Leigh — is possible, the reason it is pegged for the 4 years is to get us through the next segment of our subscription contract. We have a 10 year contract. Motion to recommend to the City Council the approval four year contract with Workday for Success Plan Enhanced services for a total cost not to exceed $320,000 by Stu McLennan, second by Robert Witt. Approved 4-0. Meeting adjourned at _ 5:57 pm. VV Tommy Gonzalez Date Board Chair l Stu McLennan Date Board Secretary