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HomeMy WebLinkAboutAgenda_GGAF_10.29.2014Notice of Meeting for the General Government and Finance Advisory Board of the City of Georgetown October 29, 2014 at 3:30 PM at Georgetown Public Library Friends of the Library Room, located at 402 West 8th Street, Georgetown, TX The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City at least four (4) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY users route through Relay Texas at 711. Legislative Regular Agenda A Review minutes from the October 7, 2014 GGAF meeting - Danella Elliott, Executive Assistant B Consideration and possible action to award repairing and recoating of the outdoor pool deck at the Georgetown Recreation Center to Progressive Commercial Aquatics, Inc of Manor, Texas in the amount of $91,000.00 - Trish Long, Facilities Supervisor and Eric Nuner, Assistant Parks and Recreation Director C Consideration and possible action for the approval to purchase utility trucks and equipment in the amount of $1,098,303.70 - Stan Hohman, Fleet Maintenance Supervisor and Micki Rundell, Chief Financial Officer D Review of upcoming Investment Advisor Request for Proposal process and Year End Reporting timelines - Susan Morgan, CPA, Finance Director E Update on uniform tax resolution and related process - Micki Rundell, Chief Financial Officer CERTIFICATE OF POSTING I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the ______ day of __________________, 2014, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. ____________________________________ Jessica Brettle, City Secretary City of Georgetown, Texas SUBJECT: Review minutes from the October 7, 2014 GGAF meeting - Danella Elliott, Executive Assistant ITEM SUMMARY: FINANCIAL IMPACT: N/A SUBMITTED BY: Danella Elliott, Executive Assistant ATTACHMENTS: Description Type 10.7.14 Draft Minutes Cover Memo Minutes of the Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas October 7, 2014 The General Government and Finance Advisory Board met at 3:30 p.m. on Tuesday, October 7, 2014 in the Georgetown Public Library Friends of the Library Room, located at 402 West 8thth Street, Georgetown, Texas. MEMBERS PRESENT: Keith Brainard, Chair, Tommy Gonzalez, Jerry Hammerlun, Joe Pondrom, Ralph Mason MEMBERS ABSENT: None STAFF/OTHERS PRESENT: Micki Rundell, Laurie Brewer, Susan Morgan, Tadd Phillips, Kimberly Garrett, Eric Nuner, Trish Long, Cathy Leloux, Judge Randy Stump, Cindy Purinton, Trina Bickford, Jeff Kloc, Sandra Quintanilla, Jennifer Bills A copy of these minutes, containing detailed information on the items listed below will be available in the Finance and Administration Office, located at 113 East 8th Street, Georgetown, TX and can be found online at http://agendas.georgetown.org/ Executive Session In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Codes, Annotated, the items listed below will be discussed in closed session and are subject to action in the regular session that follows. Regular Session – Called to order at 3:30 p.m. The GGAF Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the Chair of the GGAF Committee for any purpose authorized by the Open Meetings Act, Texas Government Code Chapter 551.) Public Wishing to Address Council On a subject that is posted on this agenda: Please fill out a speaker registration form. Clearly print your name and the letter of the item on which you wish to speak and present it to the Chair or Board Liaison, preferably prior to the start of the meeting. You will be called forward to speak when the Board considers that item. On a subject not posted on the agenda: Persons may add an item to a future Board agenda by contacting the Liaison prior to the creation of the agenda for the following meeting, with the subject matter of the topic they would like to address and their name. The Board Liaison can be reached at 512-930-3676 or by email at danella.elliott@georgetown.org Statutory Consent Agenda The Statutory Consent Agenda includes non-controversial and routine items that Board may act on with one single vote. A board member may pull any item from the Consent Agenda in order that the Board discuss and act upon it individually as part of the Regular Agenda. Council advised on August 26th to not have a Consent Agenda at Boards and Commission meetings; previously posted items were moved and discussed on the Legislative Regular Agenda. Legislative Regular Agenda The Board will individually consider and possibly take action on any or all of the following items: A. Election of a Vice-Chairman for the General Government and Finance (GGAF) Advisory Board - Micki Rundell, Chief Financial Officer Jerry Hammerlun nominated Tommy Gonzalez as Vice Chairman of the GGAF Advisory Board. Unanimously approved. B. Review minutes from the August 27, 2014 GGAF Meeting - Danella Elliott, Executive Assistant Unanimously approved. F. This item was moved up on the agenda: Update and overview of the City’s Municipal Court fine schedule – Cathy Leloux, Court Administrator and Judge Randy Stump, Municipal Court Judge Cathy Leloux and Judge Randy Stump gave an overview presentation on Municipal Court. Included were the branches of government, general information on Municipal Courts, programs, and information on offenses. Judge Stump also expanded on the Teen Court program, noting that it has been in existence for 21 years, winning several awards during this time. He noted that our Teen Court program is used as a model for other cities because it is such a unique process. Judge Stump also briefed the Board on the roles of the Prosecutor, Municipal Judge and also explained the fine schedule. The Board thanked Judge Stump for an excellent presentation, and expressed their appreciation to the Court staff and the Judge. They thought this presentation should be included as a Council Workshop item. It was also suggested to include a list of the fines and the breakdown that we send to the state (60/40% split). This will be placed on a future Council agenda for a workshop presentation. C. Review/Discuss Employee Health Benefits Update – Tadd Phillips, Human Resources Director Tadd gave a Health Benefits update. He noted that the self-insurance has been successfully implemented and that there is a 10% increase in funding included in the current budget, with sufficient revenue to meet projected FY 14-15 expenses. Employee premiums will remain at the current rates for CY 2015and the $1,000 employer annual contribution to employee’s HSA remains in effect. Some highlights of the presentation included: • Positive balance projection in first 9 months of $129K • First 9 months of 2013 claims was $3.67M • First 9 months of 2014 claims was $2.27M Decrease attributed to a 22% shift of employees switching from PPO to HDHP Tadd also explained that we have contracted with Compass, a service to provide support and guidance for healthcare costs and questions. Benefits include: • Assistance to employees by finding network physicians • Costing out procedures • Resolving billing issues • Explaining plan provisions • Reviewing bills, prescriptions, etc. Claims savings through August is over $30K • 58 employees have accessed the service • 107 solutions have been achieved The Board thanked Tadd for the update and was pleased with the positive outlook going forward. D. Consideration and possible action for approval of award of blanket agreements for paper products and janitorial supplies to Gulf Coast Paper Company for an estimated annual total of $70,000.00 and to V- Quest Office Products for office supplies with an estimated total of $80,000.00 – Trina Bickford, Purchasing Manager and Micki Rundell, Chief Financial Officer Trina explained that after review of available group purchase contracts as well as the results of several years’ competitive bids, it was determined the contract with Gulf Coast Paper Company offered under the BuyBoard interlocal purchasing organization presented the best value for the City for both paper products and janitorial supplies and the contract with V-Quest Office Products under the TIPS/TAPS interlocal purchasing organization presented the best value for office supplies. Gulf Coast has supplied paper products and janitorial supplies to the City for several years, and has provided excellent customer service and quality products. Use of the BuyBoard contract rather than competitively bidding for the City provides more favorable pricing based on a larger group. V-Quest, a local vendor, has provided excellent service to the City for several years as the holder of the current blanket order for office supplies. Additionally, V-Quest has worked closely with the City to ensure the City’s needs are completely met, even if the best solution was available from a source other than V-Quest. Staff recommends continuation of both successful relationships under the interlocal contracts through fiscal 2014/15, at which time the requirements will be reevaluated. Items included on the blanket agreement will be provided on an as needed basis. The total costs are based partially on historical usage; however, the City’s usage has been increasing and is expected to continue to do so, especially as the Public Safety Complex begins operations. Unanimously approved. E. Consideration and possible action to award the City of Georgetown janitorial and floor cleaning service contract to Pruitt Building Services for fiscal year 2014/2015, with an option to renew for an additional three (3) years. The annual amount will not to exceed $550,000.00, the contracted amount includes the Public Safety Operations and Training Facility scheduled to open early 2015. Consideration of the new 2014/15 Janitorial Services Contract – Trish Long, Facilities Superintendent and Eric Nuner, Parks and Recreation Assistant Director Trish Long explained that the City has competitively bid out janitorial and floor cleaning services with a goal of balancing service at an acceptable quality level with the cost of providing such service, and as the current contract neared its end, the City elected to explore contracts through cooperative organizations as well as those established by other municipalities. Pruitt Building Services received very favorable references from Round Rock as well as Cedar Park. Pruitt has closely inspected the City’s facilities and provided a proposal to correct existing problems and maintain the facilities going forward. Additionally, they use an industry wide measure of performance and cleaning standards and a system of inspections and follow ups, which will ensure City facilities are maintained in an acceptable manner. As part of the documentation received from Round Rock, the City was provided a summary of proposed pricing and Pruitt was competitive with other proposals. The previous service provider declined extending their month to month contract beyond September 30. With very little time to mobilize, Pruitt Building Services agreed to begin servicing all City facilities on a month to month program effective October 1 until an annual contract is approved. Trish said that the pricing received from Pruitt is in line with the increased scope of services necessary to maintain City facilities, and the Facilities Department will evaluate performance carefully with the new contractor to ensure service levels are maintained. In addition to routine facility and floor cleaning, Pruitt will provide day porter services to the Library and the Recreation Center, and has staff with required background checks to provide services to the Public Safety Operations and Training facility opening early next year. Staff recommends award of the contract to Pruitt under the existing Round Rock contract. Unanimously approved. F. A resolution authorizing a payment of $161,656.00 for the City’s pro-rata portion of the cost of operation of the Williamson Central Appraisal District - Micki Rundell, Chief Financial Officer Micki explained that the City is billed for its pro-rata cost of the operation of the Williamson Central Appraisal District. The pro-ration is based upon the ratio of the City’s 2014 Tax Levy as a percentage of the total 2015 tax levy for all taxing entities served by the District (i.e. Williamson County). Joe noted that the resolution doesn’t say anything about commercial values. The Board asked Micki and Joe to get together and talk to WCAD and possibly come up with a Resolution for Council approval addressing this issue. Unanimously approved. G. Adjourn Adjournment The meeting was adjourned at 4:40 pm. _____________________________________ Board Chair City of Georgetown, Texas SUBJECT: Consideration and possible action to award repairing and recoating of the outdoor pool deck at the Georgetown Recreation Center to Progressive Commercial Aquatics, Inc of Manor, Texas in the amount of $91,000.00 - Trish Long, Facilities Supervisor and Eric Nuner, Assistant Parks and Recreation Director ITEM SUMMARY: The outdoor pool at the Recreation Center averages over 9,000 patrons annually and remains a very popular destination for recreation center members and day pass users. Because of weather extremes and volume of usage the previous pool deck coating has deteriorated over the last 6 years resulting in trip hazards and areas where the coating has chipped away. It is important to replace this coating to maintain a safe, accessible, slip resistant and cool surface for the patrons to utilize while enjoying the outdoor pool. The surface area of the outdoor pool deck is approximately 18,700 square feet. The City has a long relationship with Progressive Aquatics. Their Advance Coatings has been utilized by the City at the Recreation Center indoor pool as well as River Ridge Pool with good success for over six months. Staff previously utilized three other options prior to applying the Advanced Coatings at the indoor pool but all failed within two months. It is a thicker more durable product than what was originally utilized at the outdoor pool during initial construction and carries a two year warranty. This is a sole source product and is not provided by any other vendor. Staff recommends the approval of the sole source project for pool decking repair at the Recreation Center outdoor pool to Progressive Commercial Aquatics, Inc of Manor, Texas. FINANCIAL IMPACT: This item is budgeted in the Facilities Maintenance Fund 500-5-0319-51-503. SUBMITTED BY: Trish Long, Facilities Supervisor and Eric Nuner, Assistant Parks & Rec Director ATTACHMENTS: Description Type Advanced Coating Inc Cover Memo Advanced Coating Bid Cover Memo     October  16,  2014   RE:  ADVANCED  COATING  INC.   Advanced  Coatings  uses  water  reducing  products  that  produces  a  higher  PSI.       We  use  a  4%  PVA  Acrylic  Polymer,  whereas  most  deck  coatings  including  Sun  Deck   use  a  3%  Polymer.    This  causes  the  product  to  bond  together  with  a  higher  tensile   strength.   Advanced  Coatings  uses  a  special  blend  product  which  keeps  the  product  from   segregating.    The  single  component  product  used  by  Advanced  Coatings  helps  to   eliminate  human  error.    Most  deck  coating  products  including  Sun  Deck  are  dual   component  products.   Advanced  Coating  products  are  designed  to  be  used  on  concrete  of  any  age.     The  Advanced  Coating  application  process  is  the  use  of  a  PVA  Acrylic  Bonding   Agent.    Advanced  Coating  products  are  applied  at  a  1/8”  thickness,  where  most   deck  coating  products  including  Sun  Deck  are  required  to  be  applied  at  3/16”  in   thickness.   If  you  have  any  questions,  please  give  me  a  call.     Thank  You,   Myles  Phelps-­‐  Progressive  Commercial  Aquatics,  Inc.            15616  Schmidt  Loop  Manor,  Texas  78653  (512)  278-­‐0801         October 16, 2014 Trish Long-Facilities Project Coordinator City of Georgetown Texas Bid#2- Proposal for the Outdoor Pool Advanced Deck at the Aquatic Center 1. Remove existing deck coating 2. Grind deck and remove trip hazard at steps   3. Float deck to prepare for new texture   4. Apply texture coat   5. Apply color seal with non-skid shark skin   6. Replace  expansion  joints  as  needed       A  2-­‐year  warranty  against  defective  material  and  workmanship  (bond  failure).  Upon  completion,   Progressive  Commercial  Aquatics,  Inc.  will  provide  a  care  and  maintenance  seminar  for  the  care   of  your  new  advanced  deck  coating.  The  cure  time  is  21  days.  Foot  traffic  and  general  use  can     commence  after  48  hours.       Total  Cost  $  91,000.00         If  you  have  any  questions,  please  give  me  a  call.         Thank  You,     Myles  Phelps   Progressive  Commercial  Aquatics,  Inc.       15616 Schmidt Loop Manor, Texas 78653 (512) 278-0801 Fax (512) 278-0804 Website www.proaquatic.com E-MailTPHELPS4@austin.rr.com City of Georgetown, Texas SUBJECT: Consideration and possible action for the approval to purchase utility trucks and equipment in the amount of $1,098,303.70 - Stan Hohman, Fleet Maintenance Supervisor and Micki Rundell, Chief Financial Officer ITEM SUMMARY: These vehicles will be purchased through cooperative purchasing agreements and have been included in the 2014/15 Annual Budget as being either replacement of existing vehicles within the Fleet ISF or as new additions. Two of the vehicles are replacements associated with the acquisition of the Western District. The vehicles to be purchased in this item include: 1. 1 ton, single rear wheel truck with utility bed and cab window guard; this vehicle is a new addition to the Fleet inventory for a Water utility crew. 2. 1 ton, single rear wheel truck with utility bed, cab window guard 4WD; this vehicle replaces the Western District unit number 13. 3. 1 ton, diesel, single rear wheel truck with utility bed, cab window guard and crane; this vehicle replaces unit number 110-07 in the Fleet inventory 4. 1 ton, diesel, single rear wheel truck with utility bed, cab window guard and crane, 4WD; this vehicle replaces the Western District unit number 20. 5. 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guard; this vehicle is a new addition to the Fleet inventory for a Streets crack sealing crew. 6. 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guard; this vehicle replaces unit number 134-23 in the Fleet inventory. 7. 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guard 4WD; this vehicle is a new addition to the Fleet inventory for a Drainage crew. 8. 1 ton, diesel, dual rear wheel truck with utility bed, cab window guard and crane; this vehicle is replaces unit number 439-03 in the Fleet inventory. 9. 3/4 ton, single rear wheel truck with utility bed and overhead rack; this vehicle replaces unit number 435-02 in the Fleet inventory. 10. 3/4 ton, single rear wheel truck with Parks utility bed and overhead rack; this vehicle replaces unit number 736-04 in the Fleet inventory. 11. Class 5 (F-550), diesel truck with utility bed , cab window guard and 7500 lb. crane; this vehicle replaces unit number 108-02 in the Fleet inventory. 12. Class 5 (F-550), diesel truck with dump bed; this vehicle replaces unit number 736-53 in the Fleet inventory. 13. Etnyre Centennial Distributor; this vehicle is a new addition to the Fleet inventory for the Street Department. It is used for street preservation and paving. 14. CrackPro 260DA Crack Seal Crew Trailer; this unit is a new addition to the Fleet inventory for the Street crack sealing crew. It is used for filling cracks in the street surface. 15. John Deere 332E Skid Steer Loader; this loader replaces unit number 134-16 in the Fleet inventory. 16. Tymco model 600 Street Sweeper; this sweeper replaces unit number 114-10 in the Fleet inventory. Out of the 16 units requesting purchase approval, 11 of these are replacements and 5 are new additions. FINANCIAL IMPACT: These vehicles were approved and budgeted for in the 2014/15 in the Fleet ISF. Line items are as follows: Fleet ISF 520-5-0351-52-700 Budgeted $436,000.00 Cost $435,597.64 Construction Equipment 520-5-0351-52-701 Budgeted $571,000.00 Cost $571,660.46 Western District ** 661-5-0550-52-205 Budgeted $101,000.00 Cost $91,045.60** **This amount will be included in the CTSUD budget amendment that will be brought to Council in January 2015 SUBMITTED BY: Stan Hohman, Fleet Maintenance Supervisor and Micki Rundell, CFO ATTACHMENTS: Description Type Vehicles Cover Memo November 2014 Vehicle/Equipment Purchase WD = Western District Vendor Description Unit Replacing Department Purchasing Contract Budgeted Price Account line Disposition Caldwell Country Additional Water Buyboard Contract #430-13 $38,000.00 $33,050.91 520-5-0351-52-700 Utility Crew Caldwell Country WD #13 Water Buyboard Contract #430-13 $41,500.00 $36,096.91 661-5-0550-52-205 Auction Chisholm conversion Caldwell Country 110-07 Wastewater Buyboard Contract #430-13 $54,000.00 $51,902.69 520-5-0351-52-700 Auction Caldwell Country WD #20 Water Buyboard Contract #430-13 $59,500.00 $54,948.69 661-5-0550-52-205 Auction Chisholm conversion Caldwell Country Additional Streets Buyboard Contract #430-13 $45,000.00 $42,336.91 520-5-0351-52-700 Crack Seal Crew Caldwell Country 134-23 Streets Buyboard Contract #430-13 $45,000.00 $42,336.91 520-5-0351-52-701 Auction Caldwell Country Additional Drainage Buyboard Contract #430-13 $45,000.00 $45,581.91 520-5-0351-52-700 Drainage Crew Caldwell Country 439-03 Fleet Services Buyboard Contract #430-13 $56,000.00 $52,680.26 520-5-0351-52-700 Auction Caldwell Country 435-02 Facilities Buyboard Contract #430-13 $35,000.00 $34,873.63 520-5-0351-52-700 Auction Caldwell Country 736-04 Parks Buyboard Contract #430-13 $38,000.00 $32,029.53 520-5-0351-52-700 Auction Caldwell Country 108-02 Water Buyboard Contract #430-13 $80,000.00 $88,230.00 520-5-0351-52-700 Going to Fleet Services Silsbee Class 5 (F-550), diesel truck with dump bed 736-53 Parks Buyboard Contract #430-13 $45,000.00 $54,911.80 520-5-0351-52-700 Auction Freightliner of Austin/Etnyre Centennial Distributor Additional Streets Buyboard Contract #425-13 $163,000.00 $163,221.55 520-5-0351-52-701 Cooper TACOT/Sealmaster CrackPro 260DA Crack Seal Crew Trailer Additional Streets Buyboard Contract #424-13 $46,000.00 $55,647.00 520-5-0351-52-701 RDO John Deere 332E Skid Steer Loader 134-36 Streets Buyboard Contract #424-13 $87,000.00 $84,175.00 520-5-0351-52-701 Auction TYMCO Tymco model 600 Street Sweeper 114-10 Drainage HGAC Contract #SW04-16 $230,000.00 $226,280.00 520-5-0351-52-701 Auction Account Totals Budgeted Cost Result 520-5-0351-52-700 $436,000.00 $435,597.64 $402.36 520-5-0351-52-701 $571,000.00 $571,660.46 -$660.46 Chisholm Conversion 661-5-0550-52-205 $101,000.00 $91,045.60 $9,954.40 Totals $1,108,000.00 $1,098,303.70 $9,696.30 1 ton, single rear wheel truck with utility bed and cab window guard 1 ton, single rear wheel truck with utility bed, cab window guard 4WD 1 ton, diesel, single rear wheel truck with utility bed, cab window guard and crane 1 ton, diesel, single rear wheel truck with utility bed, cab window guard and crane, 4WD 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guard 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guard Fleet ISF Construction Equipment 1 ton, diesel, 4 door, single rear wheel truck with utility bed and cab window guard 4WD 1 ton, diesel, dual rear wheel truck with utility bed, cab window guard and crane 3/4 ton, single rear wheel truck with utility bed and overhead rack 3/4 ton, single rear wheel truck with Parks utility bed and overhead rack Class 5 (F-550), diesel truck with utility bed , cab window guard and 7500 lb. crane City of Georgetown, Texas SUBJECT: Review of upcoming Investment Advisor Request for Proposal process and Year End Reporting timelines - Susan Morgan, CPA, Finance Director ITEM SUMMARY: The City contracts for outside expertise to assist with its investment portfolio management. The contracted firm advises staff and provides services including policy review and recommendations, technical advice on new regulations and laws, portfolio and cash management advice, soliciting and evaluating proposals for the purchase of securities or CD’s and periodic meetings with staff and an annual presentation to GGAF and/or Council. The current contract for services with Valley View Consulting, L.L.P. will expire February 28, 2015 with no additional renewal options. Valley View was selected through a competitive proposal process conducted in 2009/2010. The City spends approximately $10,000 - $15,000 for these services annually. Internal policies require at least an informal proposal process for this dollar amount of services; however, in an abundance of caution, staff traditionally conducts a formal solicitation process. The annual dollar amount is below City policies requiring Council approval, but the Local Government Code Section 2256, the Public Funds Investment Act (PFIA), requires all such contracts be approved by the governing body. The following process and timeline is planned for the proposals and the year-end investment reporting and policy updates: Request for proposals issued November 6, 2014 Annual investment report and policy review December 3, 2014 – Regular GGAF Mtg Investment policy revisions December 9, 2014 – Regular Council Mtg Due date for proposals December 11, 2014 Staff evaluations & interviews December 12 – January 10, 2015 Recommendation to Advisory Board January 28, 2015 – Regular GGAF Mtg Selection of successful firm February 10, 2015 – Regular Council Mtg The RFP’s will follow best practices as outlined by the Government Finance Officers Association, and as professional services, will be focused on best qualifications and best match for the City’s needs. The staff review committee will consist of the three authorized investment officers for the City – Micki Rundell, CFO; Susan Morgan, Finance Director and Lisa Haines, Controller. This item is for informational purposes only. No action is required. FINANCIAL IMPACT: Funds for this service are included in the Finance Administration department budget under Special Services, account number 540-5-0302-51-330. SUBMITTED BY: Susan Morgan, CPA, Finance Director City of Georgetown, Texas SUBJECT: Update on uniform tax resolution and related process - Micki Rundell, Chief Financial Officer ITEM SUMMARY: Attached Taxation presentation provided by WCAD FINANCIAL IMPACT: N/A SUBMITTED BY: Micki Rundell, CFO ATTACHMENTS: Description Type Taxation Presentation by WCAD Cover Memo