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HomeMy WebLinkAboutMinutes_GGAF_08.25.2021Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 25, 2021, at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, August 25, 2021, at 4:30 PM at City Hall, 808 Martin Luther King Jr Street, Georgetown, Texas Board Members Present: Tommy Gonzalez, Chair Kevin Pitts, Vice Chair Stu McLennan, Secretary Robert Witt Eric Corp City Staff Present: David Morgan, City Manager Leigh Wallace, Finance Director Elaine Wilson, Assistant Finance Director Edward O'Neal, Support Services Manager Leah Neal, Purchasing Manager Clay Shell, Assistant Fire Chief Carl Boatright, Battalion Chief Tadd Phillips, Human Resources Director Laura Maloy, Assistant Human Resources Director Holly Moyer, Benefits & Wellness Program Administrator Chris Bryce, IT Director Greg Berglund, Assistant IT Director Cindy Pospisil, Customer Care Manager Leticia Zavala, Customer Care Director Mayra Cantu, Assistant to the City Manager Sharon Parker, Board Liaison Others present: Cisco representative Presidio re resentative Regular Agenda: Tommy Gonzalez Called the meeting to order at 4:30 p.m. Board Members Absent: A. Consideration and possible action to approve the minutes from the July 28, 2021, General Government and Finance Advisory Board Meeting — Sharon Parker, Board Liaison. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 25, 2021, at 4:30 PM Discussion: Stu - What did the financial advisor say about the maximum debt the city should hold on a variable rate? Leigh —That the city not set a term limit. Tommy— We need to have a healthy discussion before we use that approach on a long-term project. Motion to approve the minutes as presented by Kevin Pitts second by Eric Q2w Approved 5-0 B. Review any items that bypassed a GGAF meeting due to timing and went to Council —Tommy Gonzalez, Board Chair No items went to Council. C. Presentation and discussion of the revised purchasing policy for purchases of Goods and Services for $50,000 and under. — Edward O'Neal, Support Services Manager Discussion: Ed recommended the city's solicitation process be changed from three quotes to one for purchases between $3,001 and $25,000. This allows staff to operate at the "speed of business" and provides flexibility for time -sensitive purchases. City ordinance 6.11 authorizes the council to delegate this process to the City Manager. Tommy —The tendency for staff is to default to the familiar. We should require two quotes. Kevin — Would this apply to all funds, orjust the General Fund? Leigh —All funds. Tommy — Maybe we should raise the P-card limit to $12,000? No GGAF support for this approach. Stu —TGC Section 252.0215 only applies to municipalities if there are HUBS in that county. Ed —We don't really use HUBS in Williamson County. We instead leverage local companies. Stu — I appreciate the desire to accelerate the process for staff but agree with Tommy on the need for two quotes. TGC 252.022 also lists 16 general exemptions that staff can leverage to ensure the timely processing of time -sensitive purchases. Stu — What is the amount that directors can reallocate internally? Leigh - $25,000, but Finance reviews these actions. This amount also aligns with other policies. GGAF consensus was to recommend that two quotes be required for purchases between $3,001 and $25,000. No Action Needed D. Consideration and possible action to recommend approval of the second of five (5) and all remaining possible on -year renewals and give the City Manager or designee the authorization to execute the renewal of Blanket Term Contract SCON-2000195/390OB026 with V-Quest office Machines & supplies, to provide office supplies and services through the National Cooperative Purchasing Alliance (NCPA) Contract #11-18 in annual amount not to exceed $95,000 and to ratify $2,434 of previous expenditures for similar purchases from V-Quest Office Machines & Supplies. This renewal will be effective June 1, 2021 through May 31, 2022 — Leah Neal, Purchasing Manager Discussion: Leah presented the current contract with V-Quest and recommended the approval of the second of five contract extensions. Tommy —What did we spend last year? Leah —About $70,000, but part of that Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 25, 2021, at 4:30 PM time we were using fewer office supplies because of Covid. Stu - Extension #1 was not listed on items that went to council without going to GGAF from Mar to June of 2020. David — When did this request go to Council? Leah - In September 2020. Tommy— We should have noted the board didn't see this item. Stu - Why does this request include $2,434 of previous expenditures? Leah — It covers purchases made between June 15t and now. Motion to recommend to the City Council the approval of contract with V-Quest office Machines & Supplies as presented by staff by Stu McLennan second by Robert Witt . Approved E. Discussion and recommendation to forward to the City Council a one year renewal with Weaver and Tidwell LLP to conduct the external independent audit of the City of Georgetown's annual financial statements. — Elaine Wilson, Assistant Finance Director Discussion: Elaine presented contract extension #1 with Weaver and Tidwell. The city is required to conduct an annual external audit per city charter, state law, and bond covenants. GGAF reviewed the initial contract in April 2018; 3-years with two additional 1-year terms. The cost remains the same as in 2020; $65,000 for the audit and $7,000 for the CAFR. Motion to recommend to the City Council the one year renewal with Weaver and Tidwell LLP to conduct the external independent audit of the City of Georgetown's annual financial statements as presented by staff by Kevin Pitts second by Stu McLennan . Approved 5-0 F. Consideration and possible action to approve the purchase of self-contained breathing apparatus (SCBA) from Heat Safety Equipment for a total cost not to exceed $870,000.00 for the fiscal year 2020- 2021 and to authorize the City Manager to execute renewals of the agreement for up to Three additional one year terms on the same terms and conditions for a total not to exceed of $200,000.00 — Clay Shell, Assistant Fire Chief Discussion: Clay presented a 1-year contract for self-contained breathing apparatus (SCBA) from Heat Safety Equipment. The contract also includes three additional 1-year terms NTE $200,000. GFD issued an RFP on 05/28/2021 and it closed on 06/16/2021. The RFP included a requirement to accept trade-ins. Battalion Chief Carl Boatright assisted with a demonstration of the equipment. Current SCBAs are circa 2009. SCBAs provide 30- minutes of air and RIT packs provide 1-hour of emergency air. Stu — What was the GFD request in April 2020 for SCBA maintenance that bypassed GGAF and was submitted to Council for $67,000 for FY19/20? Clay - I will have to go back and look, it could have been testing and repairs. Stu — Why did GFD only receive one bid? Clay - Hoyt could not bid due to restrictions from serving this area. Municipal Emergency Services and Metro Fire may have not been able to guarantee trade-ins. Tommy — What is the trade-in credit? Clay - About $16,000. Tommy — Is it Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 25, 2021, at 4:30 PM better to just destroy the equipment? If only one person is taking trade-ins then they could raise the price and we wouldn't know. Clay — No. They can be reused. Stu- Are you comfortable spending this amount of money with one quote? David —Yes I trust our team. We reached out with our research and development team to Laredo, Abilene, and our metroplex department. They did not have trade-ins and Heat won their contract as well. Trade in packs will end up in the oil and gas industry because they will fall under OSHA requirements and can't be sold to another fire department. Tommy — When you have time, please look into this and see if there is a reason or if the cost is different because of the buy back. Kevin — What is included in the contract renewals? Clay — They will provide annual flow testing and repairs. We probably won't spend $200,000.00 per year but we have to be prepared if equipment breaks or is contaminated beyond use. Motion to recommend to the City Council the approval of purchase of self-contained breathing apparatus (SCBA) from Het Safety Equipment as presented by staff by_ Eric carp second by Kevin Pitts Approved 5-0 G. Consideration and possible action to recommend to Council contracts for self -funded medical & prescription program administration services, employee vision service, and employee voluntary life and accidental death & dismemberment services and authorizing the City Manager to enter such contracts on behalf of the City. — Tadd Phillips, Human Resources Director Discussion: Tadd presented the recommendations for pharmacy, vision, supplemental life insurance, and AD&D insurance. The city issued an RFP on 05/10/2021 and it closed on 06/28/2021. HR, HUB/IPS, and the Employee Benefits Committee reviewed 30x proposals and recommended United Health Care for pharmacy and vision and MetLife for supplemental life and AD&D. These are the same as in 2018. Eric — How many people are not participating in medical? Tadd —About 10% opt out. All employees are allowed to participate in our current wellness activities whether they are on our plan or not. All employees are eligible for the day - off credit. We do not offer financial credit. Motion to recommend to the City Council contracts for self -funded medical & prescription program administration services, employee vision service, and employee voluntary life and accidental death & dismemberment services as presented by staff by Eric_ Carp second by Robert Witt Approved, 5-0 H. Consideration and possible action to recommend to Council the Employee Benefits Committee proposed medical and dental premiums for the 2022 plan year. —Tadd Phillips, Human Resources Director Discussion: Tadd presented the recommendations for medical and dental premiums. Tadd - We have a healthy self-insurance fund and had no changes last year. Medical and pharmacy cost are trending up 11- 12%, therefore we propose a 10% increase for the city, and a 3% increase for city employees, effective Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 25, 2021, at 4:30 PM January 2022. Employees participating in the city health plan can have their premium reduced by up to $25 per month if they have an annual physical. Eric — What is the incentive for those not on the city plan to get an annual physical? Tadd — We have other programs that focus on making healthy decisions and being proactive. These offer days off as an incentive. Motion to recommend to the City Council the Employee Benefits Committee proposed medical and dental premiums for the 2022 plan year as presented by staff by Stu McLennan second by Robert Witt . Approved S. p Board member Kevin Pitts left the meeting at 6:03pm I. Consideration and possible action to recommend a five-year agreement with Milsoft Utility Solutions Inc. for Hosted Cloud IVR Services for a total 5-year cost of $176,000.00 — Greg Berglund, Assistant IT Director Discussion: Greg presented the recommendation for a 5-year contract with Milsoft Utility Solutions Inc for Hosted Cloud IVR Services. The current system costs $20,000 and has only 36 phone lines. Challenges experienced during Winter Storm Uri highlighted the need to upgrade. Milsoft has more than 400 lines in the Cloud. The annual subscription is $30,600 plus a projected $5,000 phone service fee. IT staff consulted the City of New Braunfels and projects this fee would be $0.05 per minute, or about $300 per month. Motion to recommend to the City Council a five-year agreement with Milsoft Utility Solutions Inc for Hosted Cloud IVR Services as presented by staff by Robert Witt second by Stu McLennan Approved 4-0 Kevin Pitts absent J. Consideration and possible action to recommend a three-year agreement with Presidio Networked Solutions Group, LLC for Cisco WebEx Cloud Call Center Software and Support Services for a total 3 year cost of $187,533.52 —Cindy Pospisil, customer Care Manager Discussion: Leticia presented the recommendation for a 3-year agreement with Presidio Networked Solution Group. Winter Storm Uri also highlighted the capacity limitations of the current system. This upgrade facilitates scaling and telework, results in fewer busy signals and dropped calls, offers 24/7 automated FAQs, and integrates Al, Chatbots, and chat, text and callback options. Tommy — Seems like a large implementation cost. (Cisco or Presidio Rep?) — It includes the project kickoff, system design, and configuration. Tommy — Is there a temporary roll out? (Cisco or Presidio Rep?) — No. Only the back end changes. The customer will just see new options. Stu — Call back is great but older people may not trust it. Recommend the city consider a customer education initiative regarding this feature. Tommy— We could have a contest to name the Chatbot. Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, August 25, 2021, at 4:30 PM Motion to recommend to the City Council a three-year agreement with Presidia Networked Solutions Group, LLC for Cisco WebEx Cloud Call Center Software and Support Services as presented by staff by Eric Corp .second by Robert Witt . Approved 4-0 fKevin Pitts absent M eting adjou d at. 6.25 _Pm. y Tommy Gonzalez Date Board Chair z� z Stu McLenna Date Board Secretary