Loading...
HomeMy WebLinkAboutMinutes_GGAF_03.02.2022Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 2, 2022, at 4:30 PM The General Government and Finance Advisory Board met on Wednesday, March 2, 2022, 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 Eric Corp Robert Witt City Staff Present: David Morgan, City Manager Leigh Wallace, Finance Director Elaine Wilson, Assistant Finance Director Nate Parras, Assistant Finance Director Erika Young, Sr. Budget Analyst Chris Bryce, IT Director Greg Berglund, Assistant IT Director Eric Johnson, Public Works Director Jennifer Bettiol, CIP Manager Scott Parker, Fleet Service Manager Ed O'Neal, Support Services Manager Sharon Parker, Board Liaison Others present: Adam McCane, Regular Agenda: Tommy Gonzalez Called the meeting to order at 4:31p.m. Board Members Absent: A. Consideration and possible action to approve the minutes from the November 17, 2021, General Government and Finance Advisory Board Meeting — Sharon Parker, Board Liaison. Motion to approve the minutes as presented by Stu_Mdennai) , second by Robert Witt Approved 5-0 B. Review any items that bypassed a GGAF meeting due to timing and went to Council —Tommy Gonzalez, Board Chair 1. January 11, 2022 - contract for dedicated support contract for facility access control and video surveillance Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 2, 2022, at 4:30 PM 2. January 25, 2022 -Agreement with W.W. Grainger, Inc. to provide maintenance repair and operations 3. February 22, 2022 - purchase a Pure Storage Area Network 4. February 22, 2022 - purchase of Globe ATHLTIX firefighting personal protective clothing 5. February 22, 2022 - purchase of firefighting equipment and personal protective clothing from CASCO 6. February 22, 2022 - approve Zoll Medical Corporation purchase amendment CW2231627 to the Zoll Medical Corporation purchasing agreement CW2230798 7. February 22, 2022 -contract renewal with HUB International Limited for benefit management services C. Consideration and possible action to approve a DIR contract (DIR-TSO-3888) with AVI-SPL LLC of Austin, Texas in the amount of $60,374.83 for Audio/Visual systems and installation in the newly renovated area at the Georgetown Municipal Complex — Eric Johnson, Public Works Director and Jen Bettiol, CIP Manager. Discussion: Eric Introduced Jen Bettiol and the new CIP Manager. Jen presented to the board the Municipal Complex Renovation Phase I —The project is coming to an end. Furniture is arriving within a month, A/V is needed to complete the project. Jen Discussed the items they will be installing in each of the conference rooms. The rooms will have the same controls as City Hall, Council, Court and Fire Station 6. Motion to recommend to the City Council the approval of a DIR contract with AVI-SPL LLC as presented by staff by Stu McLennan second by Eric Corp . Approved 5-0 D. Consideration and possible action to approve purchasing authority with FleetCor Technologies dba Fuelman in accordance with the Omnia Partners Co-op agreement R211101 to provide fuel card services and related products for an annual cost not to exceed amount of $1,250.000.00 and to authorize the City Manager to execute renewals of the agreement for up to two additional one year terms on the same terms and conditions for a total not to exceed $1,250,000.00 for the life of the contract. — Scott Parker, Fleet Service Manager Discussion: Scott presented the Fuelman contract renewal, Scott noted with Fuel prices steadily increasing they are projecting a 2% increase. If they get close to this amount he will come back to the board and request more. This contract will be the same services as before for billing and reporting. For on -site consigned fuel purchases pricing will still be based on OPIS wholesale cost. For off -site fuel purchases FleetCor agrees to provide a retail based pricing. Motion to recommend to the City Council the approval of the purchasing authority with FleetCor Technologies as presented by staff by Robert Witt , second by Stu McLennan Approved 5-0 Minutes General Government and Finance Advisory Board City of Georgetown, Texas Wednesday, March 2, 2022, at 4:30 PM E. Discussion and possible recommendations to approve a contract with GTS Technology Solutions for a 311 project manager in the estimated amount of $124,963.00 — Greg Berglund, Assistant IT Director. Discussion: Greg presented the proposal and selection of a contract with GTS Technology Solutions. Greg discussed the 311 project and the estimated amount. Greg went over the requirements they were looking for and discussed their selection of GTS. Motion to recommend to the City Council the approval of a contract with GTS Technology Solutions as presented by staff by Eric Corp second by Kevin Pitts . Approved 5-0 F. Review and possible action to recommend acceptance of the Annual Comprehensive Financial Report (AFR) and the independent audit for the fiscal year ended September 30, 2021. —Christi Rawls, Assistant Controller and Elaine S. Wilson, Assistant Finance Director. Discussion: Elaine presented the Annual Comprehensive Financial Report, she talked about the Audit being preformed by an outside firm that is selected by Council. This ensures we are in compliance with government auditing standards and that we comply with internal policies and external requirements. Adam McCane with Weaver and Tidwell discussed the Audit process and the results. He also let the board know that Weaver is issuing an unmodified opinion of the city's AFR, which is the highest level. Motion to recommend to the City Council the acceptance of the Annual Comprehensive Financial Report and the independent audit as presented by staff by Kevin Pitts second by Tommy Gonzalez Approved S-0 G. A presentation and discussion on the City's Cost Allocation Study — Nathan Parras, Assistant Finance Director. Discussion: Nathan presented an overview and Initial results of the Willdan Cost Allocation Study. Nathan discussed why they did a cost allocation study. He went over the Central Service Areas vs Operating Departments. He discussed the impacts to Major Funds and the implementation options. No action needed Meeting adjourned at 6:13 pm. i K in Pitts Date Board air r Board Secretary V V Date