HomeMy WebLinkAboutAgenda_GGAF_11.30.2016Notice of Meeting for the
General Gov ernment and Finance Adv isory Board
of the City of Georgetown
Nov ember 30, 2016 at 4:30 PM
at Georgetown Communications and Technology Conference Room, located at 510 West
9th Street, Georgetown, TX
The City o f G eo rgeto wn is committed to comp lianc e with the Americans with Dis abilities Ac t (ADA). If yo u
req uire as s is tanc e in participating at a p ublic meeting d ue to a disability, as d efined und er the ADA, reas onab le
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Office, at leas t three (3) days prior to the sc hed uled meeting d ate, at (512) 930-3652 o r City Hall at 113 Eas t 8th
Street fo r add itional info rmation; TTY us ers ro ute through Relay Texas at 711.
Legislativ e Regular Agenda
A Review minutes fro m the Octo b er 26, 2016 GGAF Meeting - Danella Ellio tt, Executive Assistant
B 2017 renewal o f MyPermitNow – Dave Hall, C FM Chief Build ing Offic ial
C Co nsideration and possible actio n to approve the annual contrac t fo r fac ility acc es s c o ntro l and sec urity
technic ian to be p ro vided b y Convergint Tec hno lo gies o f Aus tin, TX who is the City’s current sec urity,
vid eo surveillanc e, and acc es s c o ntro l pro vider in the amount of $81,900.00 - Tris h Long, F acilities
Superintendent and Eric Nuner, Assistant Parks and Recreatio n Direc tor
D Co nsideration and possible ap p ro val to purc has e 25 rep lacement lap top s for emergency service vehicles
from Ingram Tec hno lo gies LLC fo r an amo unt o f $98,930.00 - Chris Bryc e, IT Direc tor
E Co nsideration and possible ap p ro val to purc has e up grade eq uipment from the EST Gro up fo r the City’s
IT Sto rage Area Network (S AN) for an amount of $439,146.28 - Chris Bryc e, Directo r, Info rmation
Technology
F Dis cus s ion and pos s ible recommend ation to Counc il to adopt the Fisc al and Budgetary P o licy to be us ed
in preparing the fis cal year 2018 annual b udget and to guid e financ ial op erations during fisc al year 2017 --
Leigh Wallac e, F inance Direc tor
G Dis cus s ion and pos s ible actio n to recommend to Counc il the City’s Inves tment P o licy c hanges fo r 2017 –
Leigh Wallac e, F inance Direc tor
CERTIFICATE OF POSTING
I, Shelley No wling, C ity S ecretary fo r the C ity of Geo rgeto wn, Texas , d o hereby c ertify that this Notice of
Meeting was p o s ted at City Hall, 113 E. 8th Street, a p lace read ily acc es s ible to the general p ublic at all times ,
on the ______ d ay o f __________________, 2016, at __________, and remained so p o s ted fo r at leas t 72
c o ntinuo us ho urs p receding the sc heduled time o f s aid meeting.
____________________________________
S helley No wling, City Sec retary
Page 1 of 62
City of Georgetown, Texas
Government and Finance Advisory Board
November 30, 2016
SUBJECT:
Review minutes from the Oc tober 26, 2016 G GAF Meeting - Danella Elliott, Exec utive As s is tant
ITEM SUMMARY:
Review minutes from the Oc tober 26, 2016 G GAF Meeting.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Danella Ellio tt, Exec utive As s is tant
ATTACHMENTS:
Description Type
10.26.2016 Draft Minutes Backup Material
Page 2 of 62
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, October 26, 2016 at 4:30 PM
The General Government and Finance Advisory Board met on Wednesday, October 26, 2016 at 4:30 PM at the Georgetown
Communications and Technology building (GCAT), located at 510 West 9th Street, Georgetown, Texas.
Board Members Present: City Staff Present:
Keith Brainard, Chair David Morgan, City Manager
Tommy Gonzalez, District 7 Stan Hohman, Fleet Services Manager
James Bralski John Sullivan, Fire Chief
Severine Cushing Clay Shell, Assistant Fire Chief
Thomas Bonham Michel Sorrell, Controller
John Sullivan, Fire Chief
Board Members Absent: Sabrina Poldrack, Administrative Assistant
None
Legislative Regular Agenda
Keith Brainard, Chair, called the meeting to order at 4:30 p.m.
A Review minutes from the October 6, 2016 General Government and Finance (GGAF) Advisory Board -
- Danella Elliott, Executive Assistant
Board did not have any comments regarding the minutes from October 6, 2016.
Motion to approve the minutes by Thomas Bonham, second by Tommy Gonzalez. Approved 4-0
(Severine Cushing was not present at the time of the motion)
B Consideration and possible action for the approval to purchase vehicles and equipment in the amount of
$1,348,523.36 – Stan Hohman, Fleet Services Manager
Stan Hohman presented the item, and noted that out of the 27 units requesting purchase approval, 19 of these
are replacements and 8 are new additions. He provided a summary of the vehicles/equipment, including what
it is replacing and disposition.
Discussion followed. David explained that in past years, we have used “holdback” vehicles instead of buying
new vehicles for new employees who require a vehicle. This caused us to get out of order and unable to keep
the projected schedule.
Tommy said that he looks at vehicles as “unfunded liabilities”, and asked if the number of replacement vehicles
each year was matching the growth.
Keith asked for a more detailed update at a future meeting. David said staff will prepare a 3 year history on
vehicle growth by department, as well as fleet and cash funded vehicle/equipment purchases. This will be
included as an agenda item at a future meeting, including vehicle replacement philosophy and discussion.
Motion to approve the Item B by Tommy Gonzalez, second by James Bralski. Approved 5-0
Page 3 of 62
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, October 26, 2016 at 4:30 PM
C Consideration and possible action to approve changes to Georgetown Emergency Medical Service Fees
and Fire & Life Safety Service Fees.
Chief Sullivan presented the item and noted a few changes that were left out of the original contract. Below
are the recommended changes:
1. Create new reimbursement classification entitled “Critical Care Transport (CCT)” to allow for market
competitive reimbursement. The proposed rate of $1,100 has been validated by our third-party provider
and billing company, Emergicon. This represents the low end of the State CCT rates which range from
$1,100 - $1,500.
2. Residential lock box has been adjusted to $160 and this represents our direct cost from the manufacturer.
3. “Partial Commercial Sprinkler Inspection” fee in the amount of $75 has been added for a convenience
option to the developer and/or contractor.
Chief Sullivan answered questions and said if approved by GGAF, this item will be forwarded to City Council
for the November 8, 2016 meeting.
Motion to approve Item B by Tommy Gonzalez; second by James Bralski. Approved 5-0
Page 4 of 62
Minutes
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, October 26, 2016 at 4:30 PM
Adjournment
Motion to adjourn the meeting at 4:55 p.m. by James Bralski, second by Severine Cushing. Approved 5-0
__________________________________ ____________
Keith Brainard Date
Board Chair
__________________________________ ____________
Thomas Bonham Date
Board Secretary
__________________________________ ____________
Danella Elliott Date
Board Liaison
Page 5 of 62
City of Georgetown, Texas
Government and Finance Advisory Board
November 30, 2016
SUBJECT:
2017 renewal of MyP ermitNo w – Dave Hall, CF M C hief Building Official
ITEM SUMMARY:
MyPermitNow is the s ys tem that Permit and Ins pec tions and P lanning are c urrently us ing to proc es s , trac k,
and s tore all d evelopment related ap p lications and permits . Currently, o ur vo lume o f applic ations has us
s ubsc rib ing to the 8,000-10,000 projec t range fo r an annual c o s t o f $45,000.00. Ad d itionally, we s ubsc ribe
to the Addres s ing/GIS Integration as well for an annual cost of $2,760.00. T his b rings the total for the
s ystem us e to $47,760.00 annually. Fire p ermits has als o b een ad d ed this year.
We are currently on track to c o mp lete 2016 with a vo lume o f projec ts fro m 8,000 – 10,000. In the event
that the projec t vo lume p ushes us to the next rate level for 2017, the sub s crip tion rate wo uld then inc reas e
to $53,760. Therefo re, this brings the to tal for s ys tem us e to $53,760 for funding in 2017.
FINANCIAL IMPACT:
The MyPermitNow s ys tem has b een p aid for by technology fees assessed to eac h p ro ject and paid b y the
b uilders and develo p ers . We will c o ntinue to mo nito r projec t intake agains t the c os t of the sys tem and
ad just technolo gy fees if need ed to c o ntinue to ins ure that this s ystem remains revenue neutral.
SUBMITTED BY:
Dave Hall, CFM Chief Build ing Offic ial
Page 6 of 62
City of Georgetown, Texas
Government and Finance Advisory Board
November 30, 2016
SUBJECT:
Cons id eration and p o s s ib le ac tion to approve the annual c o ntract for facility ac c es s control and s ecurity
tec hnician to b e provid ed by Co nvergint Tec hnologies of Austin, TX who is the C ity’s c urrent s ecurity,
video s urveillanc e, and ac cess control p ro vid er in the amo unt o f $81,900.00 - Tris h Lo ng, Fac ilities
Sup erintendent and Eric Nuner, As s is tant Parks and Rec reation Directo r
ITEM SUMMARY:
Convergint Tec hno lo gies is the City’s s ecurity, video s urveillanc e, and acc es s c ontrol p ro vider. For the
p as t year, Convergint has p ro vided a trained embedded tec hnician to fac ilitate City-wid e sec urity s ervic e,
p reventative maintenanc e, and installation work. This person is an emp lo yee of Convergint Technologies ,
b ut has dedic ated time to the City. Our technic ian is familiar with the City’s c urrent s ecurity sys tems and
will p ro vide all p reventive and c urrent maintenanc e need s . The City is not c harged fo r the maintenance or
rep air c all, jus t the device charge that may need replac ement. The pric ing fo r the 2017 renewal is the s ame
as the p rio r year c os t.
Over the past year s taff has s een ad vantages to the C ity includ ing faster res p o ns e times and inc reas ed
s ervic e levels as the tec hnician has an intimate awarenes s of each of the sec urity items , lo catio ns, and
p ro cesses.
The d ed icated tec hnician is res p o nsible fo r the overall management o f these exis ting s ystems :
· Lenel OnGuard System
· Avigilon Video Management Sys tem
· F ire Alarm & Life Safety
· P reventative Maintenanc e Ins p ectio ns/Services
Staff is recommending Convergint Technolo gies p ro vide the City with an emb ed d ed technic ian in the
amo unt o f $81,900.
FINANCIAL IMPACT:
The emb ed d ed tec hnician was ap p ro ved in the FY17 b udget p ro cess in the Fac ilities ISF Sec urity System
acc o unt. Convergint Tec hno lo gies is a Department o f Info rmation Res o urc es (DIR ) vendor.
SUBMITTED BY:
Trish Lo ng, F ac ilities S uperintend ent and Eric Nuner, Assistant P arks and R ec reatio n Direc tor
ATTACHMENTS:
Description Type
Embedd Technician Backup Material
Page 7 of 62
Page 8 of 62
Page 9 of 62
City of Georgetown, Texas
Government and Finance Advisory Board
November 30, 2016
SUBJECT:
Cons id eration and p o s s ib le approval to purc has e 25 replac ement lapto p s fo r emergenc y s ervic e vehic les
fro m Ingram Tec hnologies LLC for an amount of $98,930.00 - Chris Bryce, IT Directo r
ITEM SUMMARY:
Every year we rep lace ro ughly 20-25% o f the Panas o nic To ughb o o ks us ed b y the EMS, Fire and Polic e
Departments . Thes e are fully rugged lap top c o mp uters mad e to withs tand the cond itions experienced b y
o ur Pub lic Safety pers onnel.
This year we are rep lacing 25 c o mp uters and three vehic le doc king s tatio ns , at a c o s t o f $98,930.00.
In the pas t three years we have dec reas ed our expens es o n fully rugged c omputers through several changes
in our purchas ing p ro cess. We have moved from a fo ur year to a five year replac ement c yc le o n the
machines and we have transitio ned many users from fully rugged devic es to more cost effective s emi-
rugged d evic es or standard lap tops o r tab lets. Additio nally, P anas onic has seen a majo r inc reas e in
competition in this market which has wo rked to drive pric ing down.
Ingram Tec hno lo gies LLC is an Aus tin b as ed res eller fo r Panas o nic Toughbooks . All pric ing is in
acc o rd anc e with Texas Dep artment o f Info rmatio n Res ources contrac t numbers DIR-T SO-2520
FINANCIAL IMPACT:
All items were bud geted d uring the FY 2017 b ud get p ro c es s . Exp enses in the amo unt of $98,930.00 will be
recorded in ac c ount 570-5-0641-52-330 (IT C o ntracts – Computer Equip ment).
SUBMITTED BY:
Chris Bryce, Direc tor, Informatio n Tec hno logy Direc tor
ATTACHMENTS:
Description Type
Toughbook quote Backup Material
Page 10 of 62
Estimate
Date
11/11/2016
Estimate #
1292
Name / Address
City of Georgetown(Fire Dept.)
Austin Madison
Ingram Technologies LLC
c/o Scott Ingram
PO Box 203324
Austin TX, 78720
Project
Thank you, PAID Total
Description Qty Rate Total
TEXAS DIR-TSO-2520
CF-3113-00KM (Public Sec. Bundle)
MSRP: $ 6,079.00
Public Sector Specific – Premium
Win7(Win10 Pro COA)
Intel Core i5-5300U 2.30GHz
vPro
13.1" XGA Touch
8GB(4+4)
256GB SSD
Intel WiFi a/b/g/n/ac
TPM
Bluetooth
Dual Pass (Upper:WWAN/Lower:Selectable)
4G LTE Multi Carrier (EM7355)
GPS
Webcam
Emissive Backlit Keyboard
No DVD Drive
Toughbook Preferred
CF-SVCPDEP3Y – Toughbook & Toughpad Premier Deployment –
Includes Imaging
Customer Portal Access
Multilocation Shipping and Disk Image Management at the
Panasonic National Service Center (Years 1,2,3)
CF-SVCLTNF3Y – Protection Plus – Laptop (Years 1
2 &3),CF-SVC256SSD3Y – 256GB SSD – Toughbook No return
of defective drive (Years 1,2 & 3)
22 3,454.54545 76,000.00T
Page 1Page 11 of 62
Estimate
Date
11/11/2016
Estimate #
1292
Name / Address
City of Georgetown(Fire Dept.)
Austin Madison
Ingram Technologies LLC
c/o Scott Ingram
PO Box 203324
Austin TX, 78720
Project
Thank you, PAID Total
Description Qty Rate Total
CF-SVCPSY5
MSRP: $645.00
4th and 5th years
Public Safety Service Bundle Add on
(Year 4 & 5 only). Must be purchased in conjunction with PS
bundle base unit. Includes Premier, Protection Plus, Customer
Portal, Disk Image Management, HDD No Return.
22 545.45455 12,000.00T
CF-54F5-00KM
MSRP $4,439.00
Customer Specific Public Sector -Premium
Win7 (Win10 Pro COA)
Intel Core i5-6300U 2.40GHz
vPro
14.0? FHD
Gloved Multi Touch
256GB SSD
8GB(4+4)
Intel WiFi a/b/g/n/ac
TPM
Bluetooth
4G LTE Multi Carrier (EM7355)
Dual Pass (Ch1:GPS/Ch2:WWAN)
GPS
Emissive Backlit Keyboard
DVD Multi-drive
Webcam
Toughbook Preferred,CF-SVCPDEP3Y – Toughbook & Toughpad
Premier Deployment – Includes Imaging
Customer Portal Access
Multilocation Shipping and Disk Image Management at the
Panasonic National Service Center (Years 1,2,3)
CF-SVCLTNF3Y – Protection Plus – Laptop (Years 1
2 &3),CF-SVC256SSD3Y – 256GB SSD – Toughbook No return
of defective drive (Years 1,2 & 3)
3 2,600.00 7,800.00T
Page 2Page 12 of 62
Estimate
Date
11/11/2016
Estimate #
1292
Name / Address
City of Georgetown(Fire Dept.)
Austin Madison
Ingram Technologies LLC
c/o Scott Ingram
PO Box 203324
Austin TX, 78720
Project
Thank you, PAID Total
Description Qty Rate Total
CF-SVCPSY5
MSRP: $645.00
4th and 5th years
Public Safety Service Bundle Add on
(Year 4 & 5 only). Must be purchased in conjunction with PS
bundle base unit. Includes Premier, Protection Plus, Customer
Portal, Disk Image Management, HDD No Return.
3 543.33333 1,630.00T
7160-0577-02-P
MSRP: $ 904.00
Gamber-Johnson Vehicle docking station (dual pass) for the
Panasonic ToughbookCF- 54. USB 3.0 (2), VGA, HDMI, RJ45,
Serial, Keyed lock, Dual RF Antennas for CF-54
2 750.00 1,500.00T
Free Standard Shipping 0.00 0.00
~~~~~ CHANGE ORDER ~~~~~
November 11, 2016
> Removed 3 7160-0318-09-P. (-$1,950.00)
> Decreased quantity of 7160-0577-02-P from 3 to 2. Decreased
price of 7160-0577-02-P from $2,250.00 to $1,500.00. (-$750.00)
Total change to estimate -$2,700.00
~~~~~~~~~~~~~~~~~~~~~~~~~
0.00 0.00
Page 3
$98,930.00
Page 13 of 62
City of Georgetown, Texas
Government and Finance Advisory Board
November 30, 2016
SUBJECT:
Cons id eration and p o s s ib le approval to purc has e upgrad e equip ment from the ES T Group for the City’s
IT S torage Area Netwo rk (SAN) fo r an amount o f $439,146.28 - Chris Bryc e, Direc tor, Informatio n
Tec hno lo gy
ITEM SUMMARY:
This item is a reques t to purchas e the need ed equip ment and servic es to up grade the City’s Dell
Compellent Sto rage Area Network (S AN). The SAN provid es disk or flas h b as ed sto rage for server and
d es kto p c o mputers in the City. T he upgrad es are necessary to meet future s torage need s , inc reas e
p erfo rmanc e, inc reas e data redundancy for d is as ter recovery, and cons o lid ate d ata that is s to red on o ther
d evic es s o that those devices may b e eliminated . It will als o rep lace components o f the S AN that will
reach end -o f-life o r end -o f-s upport in the next year. T here are two main co mp o nents to this projec t:
1. The Primary Sto rage Area Netwo rk loc ated in the Georgetown Communic atio ns and Tec hno lo gy
Datacenter will be upgrad ed . The primary SAN runs 90% o f the City’s mis s ion c ritic al applic ations .
The up grade will inc reas e overall c apac ity by fifty terabytes as well as add high s p eed flash sto rage
fo r the mos t heavily us ed data. The up grade will als o add Network Attac hed S torage (NAS)
functionality allowing IT to rep lace an aging NetAp p appliance and c o ns olidating this functio nality
into a s ingle p latform.
2. The DR S torage Area Network loc ated in the Geo rgeto wn Munic ipal Complex will be upgrad ed to
mirro r the c o nfiguratio n and functio nality of the P rimary SAN. The p rimary SAN rep licates all d ata
to the DR unit on a d aily b as is in c as e the primary unit fails fo r any reas on. This will add a new level
o f redund anc y to the City’s IT infrastruc ture.
The p ro ject p urc has e is from a single vend or:
1. All eq uip ment will be p urc hased fro m the EST Gro up fo r an amount o f $439,146.28.
All purc has es will be made in ac cordance with pric ing s et b y Texas Department of Informatio n Res o urc es
contrac t DIR-S DD-1951.
FINANCIAL IMPACT:
All items were b udgeted during the FY 2017 b udget proc es s as p art of the IT eq uipment replac ement
s ched ule. Expens es in the amount o f $439,146.28 will be rec o rd ed in ac c o unt 570-5-0641-52-330 (IT
Contrac ts – Computer Equip ment). This p ro jec t will reduce yearly maintenance costs on equip ment b y
$30,131.97.
SUBMITTED BY:
Chris Bryce, Direc tor, Informatio n Tec hno logy Direc tor
Page 14 of 62
City of Georgetown, Texas
Government and Finance Advisory Board
November 30, 2016
SUBJECT:
Disc ussion and p o s s ib le rec o mmendatio n to C o uncil to ad o p t the Fis cal and Bud getary Polic y to b e us ed
in p rep aring the fis c al year 2018 annual b udget and to guide financial o p eratio ns d uring fis cal year 2017 --
Leigh Wallace, Financ e Directo r
ITEM SUMMARY:
The purp o s e o f this item is to ad o p t the p ro p o s ed changes to the Fisc al and Budgetary Polic y for the
upc o ming budget.
The p urpos e of the Fi scal and Budgetary Policy (P o licy) is to p ro vid e the framework for financ ial
o p erations of the City and to ensure prud ent s teward s hip, financ ial planning and ac countab ility.
Eac h year the Polic y is ad ministratively amend ed to rec o gnize d ate and amount changes within the text; and
to address any new financial or regulato ry req uirement that may need to b e ad d ed . Other amend ments may
b e rec o mmend ed in order to clarify wo rd ing o r to further define a p artic ular P o lic y Area.
Potential c hanges for cons id eration and d is cus s io n b y Counc il are no ted in the o verview p res entatio n
p ro vided d uring wo rks ho p . T he full version o f the p o licies with trac ked changes is also p ro vided.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Leigh Wallace, Financ e Directo r
ATTACHMENTS:
Description Type
Fis cal and Budgetary Policy Overview Pres entation
Fis cal and Budgetary Policy Res olution Res olution Letter
Fis cal and Budgetary Policies 2017 Tracked Changes Backup Material
Page 15 of 62
11/23/2016
1
FY2017 Annual Budget
GGAF November 30, 2016
City Council December 13, 2016
Financial Policies
2017
1
FY2017 Annual Budget
Purpose
•Fiscal and Budgetary Policies guide:
•Budget development and monitoring process
•Debt sale
•Accounting and audit procedures
•Reviewed annually by GGAF and City Council
•Last updated April 2016
•Significant overhaul in structure of document
•Added Economic Uncertainty Reserve
•Added Self‐Insurance Reserves
•Changed Employee Compensation program
•Enhanced requirements for quarterly financial reporting
2
Page 16 of 62
11/23/2016
2
FY2017 Annual Budget
Administrative Changes
•Clarified wording and formatting
•Removed old language that no longer applies
•Updated and consolidated notations of compliance
and amount for FY 2017 adopted budget
3
FY2017 Annual Budget
Substantive Changes
•Expenditure Management, Personnel Costs (page 9)
•Vacancy Factor – expanded policy to apply to all major funds
with personnel costs greater than $4 million
•General Fund, Joint Services, Water, Electric
•Benefit Payout Reserve – specifically applies to General Fund
and Joint Services Fund
•Staffing & Compensation, Self‐Insurance (page 14)
•Stabilize fund revenue and department expenditures by adding
policy to return any budgeted and unused health insurance
contributions to the fund at the end of the fiscal year
4
Page 17 of 62
Resolution Number: ___________________ Page 1 of 2
Fiscal and Budgetary Policy Amendment
Date Approved: ______________________
RESOLUTION NO. _______________________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GEORGETOWN, TEXAS, FORMALLY ADOPTING THE FISCAL
AND BUDGETARY POLICY EFFECTIVE DECEMBER 13, 2016.
WHEREAS, the City Council developed a Fiscal and Budgetary Policy and was
adopted by City Council action in 2001; and
WHEREAS, the Fiscal and Budgetary Policy has been reviewed and adopted each
year since 2001 by such Council action; and
WHEREAS, this Policy is used to guide the City’s financial operations; and
WHEREAS, the City’s Annual Budget is prepared in accordance with this policy;
and
WHEREAS, the City Council has reviewed and approved the amended Fiscal and
Budgetary Policy for Fiscal Year 2016-2017; and
WHEREAS, the City Council has deemed this Policy to be in effect.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF GEORGETOWN, TEXAS, THAT:
SECTION 1. The facts and recitations contained in the preamble of this resolution
are hereby found and declared to be true and correct, and are incorporated by reference
herein and expressly made a part hereof, as if copied verbatim. The City Council hereby
finds that this ordinance complies with the Vision Statement of the City of Georgetown
2030 Comprehensive Plan.
SECTION 2. The City Council approves the Fiscal and Budgetary Policy as
illustrated in Exhibit A.
SECTION 3. In the event any section, paragraph, subdivision, clause, phrase,
provision sentence or part of this resolution or the application of same to any person or
circumstance shall for any reason be adjudged invalid or held unconstitutional, by a court
of competent jurisdiction, it shall not affect, impair, or invalidate the remainder of this
ordinance which shall be given full force and effect.
SECTION 4: This resolution shall be effective immediately upon adoption.
Page 18 of 62
Resolution Number: ___________________ Page 2 of 2
Fiscal and Budgetary Policy Amendment
Date Approved: ______________________
RESOLVED this 13th day of December 2016.
ATTEST:
THE CITY OF GEORGETOWN:
Shelley Nowling, City Secretary By: Dale Ross, Mayor
APPROVED AS TO FORM:
__________________________
Charles McNabb, City Attorney
Page 19 of 62
1
FY2017 Annual Budget
Fiscal and Budgetary Policy
Adopted: December 13Adopted: December 13Adopted: December 13Adopted: December 13, 2016, 2016, 2016, 2016
Contents
I. PURPOSE ......................................................................................................................................... 2
II. FUND STRUCTURE AND BASIS OF BUDGETING ...................................................................................... 2
III. OPERATING BUDGET ......................................................................................................................... 3
IV. REVENUE MANAGEMENT ................................................................................................................... 6
V. EXPENDITURE MANAGEMENT ............................................................................................................ 9
VI. STAFFING AND COMPENSATION ....................................................................................................... 13
VII. FUND BALANCE POLICIES ................................................................................................................. 14
VIII. LONG-TERM LIABILITY RESERVES ....................................................................................................... 15
IX. BUDGET CONTINGENCY PLAN ........................................................................................................... 15
X. CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET .............................................................................. 16
XI. CAPITAL MAINTENANCE AND REPLACEMENT ..................................................................................... 17
XII. ACCOUNTING, AUDITING AND FINANCIAL REPORTING ......................................................................... 19
XIII. ASSET MANAGEMENT ..................................................................................................................... 20
XIV. DEBT MANAGEMENT ....................................................................................................................... 22
XV. OTHER FUNDING ALTERNATIVES ....................................................................................................... 25
XVI. FINANCIAL CONDITIONS, RESERVES, AND STABILITY RATIOS ................................................................. 26
XVII. INTERNAL CONTROLS ...................................................................................................................... 28
Page 20 of 62
2
FY2017 Annual Budget
I.I.I.I. PURPOSEPURPOSEPURPOSEPURPOSE
The City of Georgetown is committed to financial management through integrity, prudent stewardship, planning,
accountability, full disclosure and communication. The broad purpose of the Fiscal and Budgetary Policies is to
enable the City and its related component units, including the Georgetown Transportation Enhancement
Corporation (GTEC) and the Georgetown Economic Development Corporation (GEDCO), to achieve and maintain
a long-term stable and positive financial condition, and provide guidelines for the day-to-day planning and
operations of the City’s financial affairs.
Policy scope generally spans areas of accounting, operational and capital budgeting, revenue and expenditure
management, financial reporting, internal controls, investment and asset management, debt management and
forecasting. This is done in order to:
A. Demonstrate to the citizens of Georgetown, the investment community, and the bond rating agencies that
the City is committed to a strong fiscal operation;
B. Provide precedents for future policy-makers and financial managers on common financial goals and
strategies;
C. Fairly present and fully disclose the financial position of the City in conformity to generally accepted
accounting principles (GAAP); and
D. Demonstrate compliance with finance-related legal and contractual issues in accordance with the Texas Local
Government Code and other legal mandates.
These policies will be reviewed and updated annually as part of the budget preparation process.
II.II.II.II. FUND STRUCTURE AND BASIS OF BUDGETINGFUND STRUCTURE AND BASIS OF BUDGETINGFUND STRUCTURE AND BASIS OF BUDGETINGFUND STRUCTURE AND BASIS OF BUDGETING
The budgeted funds for the City of Georgetown include:
Governmental Funds: General FundGeneral FundGeneral FundGeneral Fund which accounts for all financial resources except those required to
be accounted for in another fund, and include basic governmental services, such
as Street Maintenance, Planning and Development, Police, Fire and Parks, as
well as solid waste management.
Special Revenue FundsSpecial Revenue FundsSpecial Revenue FundsSpecial Revenue Funds (SRF) account for specific revenues that are legally
restricted for specified purposes. The City currently budgets 26 SRF Funds and
includes Tourism, Parkland Dedication, Library Donations, Animal Services
Donations, and Street Maintenance Sales Tax.
Debt Service FundDebt Service FundDebt Service FundDebt Service Fund is used to account for the payment of general long-term debt
principal and interest.
Capital Project FundsCapital Project FundsCapital Project FundsCapital Project Funds are used to account for the acquisition or construction of
major capital facilities other than those financed by enterprise activities.
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Proprietary Funds: Internal Service FundsInternal Service FundsInternal Service FundsInternal Service Funds account for goods or services provided by one internal
department to another. The City uses this system to recognize cost for fleet
replacement and maintenance, facility maintenance, computer replacement
and maintenance and employee health insurance costs.
Enterprise FundsEnterprise FundsEnterprise FundsEnterprise Funds include the City’s “business like” activities including all the
utility funds and the airport.
Basis of Accounting and Basis of BudgetingBasis of Accounting and Basis of BudgetingBasis of Accounting and Basis of BudgetingBasis of Accounting and Basis of Budgeting
The City accounts and budgets for all Governmental Funds Governmental Funds Governmental Funds Governmental Funds using the modified accrual basis of accounting.
This basis means that revenue is recognized in the accounting period in which it becomes available and
measurable, while expenditures are recognized in the accounting period in which they are incurred. Because
the appropriated budget is used as the basis for control and comparison of budgeted and actual amounts,
the basis for preparing the budget is the same as the basis of accounting. Exceptions to the modified accrual
basis of accounting include:
• Encumbrances, which are treated as expenditures in the year they are encumbered, not when expended
• Grants, which are considered revenue when awarded, not received
• Principal and interest on long-term debt, which are recognized when paid.
General government funds include the General Fund, special revenue funds, debt service fund and general
capital project funds.
Proprietary FundsProprietary FundsProprietary FundsProprietary Funds, which include the enterprise and internal service funds are accounted and budgeted using
the full-accrual basis of accounting. Under this method, revenues are recognized when they are earned and
measurable, while expenses are recognized when they are incurred regardless of timing or related cash
flows. The basis for preparing the budget is the same as the basis of accounting except for principal payments
on long-term debt and capital outlay which are treated as budgeted expenses. Exceptions include:
• Depreciation which is not budgeted
• Non-budgeted accruals such as compensated absences.
III.III.III.III. OPERATING BUDGETOPERATING BUDGETOPERATING BUDGETOPERATING BUDGET
Budgeting is an essential element of the financial planning, control and evaluation process of municipal
government. The operating budget is the City’s annual financial operating plan. The annual budget includes all
of the operating departments of the General Fund, proprietary funds, debt service funds, special revenue funds,
and capital improvement funds of the City.
A. Form of GovernmentForm of GovernmentForm of GovernmentForm of Government – The Charter (Section 1.03) established a “Council-Manager Government” wherein the
City vests power in the City Council to “enact legislation, adopt budgets, determine policies, and appoint the
City Manager who shall execute the laws and administer the government of the City.”
B. Comprehensive PlanComprehensive PlanComprehensive PlanComprehensive Plan – The Charter (Section 1.08) requires that the City Council “establish comprehensive
planning as a continuous and ongoing governmental function in order to promote and strengthen the existing
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FY2017 Annual Budget
role, processes and powers of the City of Georgetown.” The current comprehensive plan is the 2030 Plan
adopted in 2006.
C. PreparationPreparationPreparationPreparation – The Charter (Section 6.02) requires “a proposed budget prepared by the City Manager and
submitted to the City Council at least thirty days prior to the end of the fiscal year. The budget shall be
adopted not later than the twenty-seventh day of the last month of the fiscal year. No budget will be adopted
or appropriations made unless the total estimated revenues, income and funds available shall be equal to or
in excess of such budget or appropriations, except otherwise provided.”
1. Proposed Budget – A proposed budget shall be prepared by the City Manager with participation of
all of the City’s Directors within the provision of the Charter and the 2030 Plan.
a. The budget shall include four basic segments for review and evaluation:
• Revenue
• Personnel Costs
• Operations and Maintenance Costs
• Capital and other non-project Costs
b. The budget review process will include City Council participation in the development of each
segment and allow for resident participation in the process, and will allow for sufficient time to
address policy and fiscal issues by the City Council.
c. A copy of the proposed and approved budgets will be filed with the City Secretary when it is
submitted to the City Council and will be available on the City’s website.
2. Adoption – Upon finalization of the budget appropriations, the City Council will hold a public hearing,
and subsequently adopt by Ordinance the final budget as amended. The budget will be effective for
the fiscal year beginning October 1st.
The Annual Budget document will be submitted annually to the Government Finance Officers
Association (GFOA) for evaluation and consideration for the Distinguished Budget Presentation
Award.
D. Balanced BudgetBalanced BudgetBalanced BudgetBalanced Budget – The goal of the City is to adopt and maintain a balanced operating budget using
sustainable funding sources that are expected to continue to be available in subsequent fiscal years.
Excess balances in operating funds from previous fiscal years shall remain in the fund in which they were
appropriated until either such excess balances are proposed and adopted pursuant to Section III. C.
Preparation of this policy; until they are used to reduce outstanding debt obligations of the City; or both.
The Charter (Section 6.04) requires that an operating deficit created in any fiscal year shall be paid off
and discharged during the following year. In practice, deficit has been interpreted to mean City funds as
a whole. The City Council may choose from time to time to allow individual funds to have a negative
balance as long as Operating Reserve requirements for the City as a whole are maintained.
E. PlanningPlanningPlanningPlanning – The budget process will be coordinated so that major policy issues are identified prior to the
budget approval date. This will allow City Council adequate time for consideration of appropriate
decisions and analysis of financial impacts.
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F. ReportingReportingReportingReporting – Summary financial reports will be presented to the City Council quarterly. These reports
will be in a format appropriate to enable the City Council to understand the overall budget and financial
status.
G. Control and AccountabilityControl and AccountabilityControl and AccountabilityControl and Accountability – Each Director, appointed by the City Manager, will be responsible for the
administration of his/her departmental budget. This includes accomplishing the Goals and Objectives
adopted as part of the budget and monitoring each department budget for compliance with spending
limitations. Directors may transfer funds up to $20,000 within the operations and maintenance or
capital line items within a departmental budget category without additional approval. All transfers from
or to the Personnel line items require approval of the Finance Director and City Manager. All other
transfers of appropriation or budget amendments require either City Council or City Manager approval
as outlined in Section III.H Budget Amendments and Section V.C.4 Use of Excess Salary Savings.
H. Budget AmendmentsBudget AmendmentsBudget AmendmentsBudget Amendments – The Charter (Section 6.04) provides a method to amend for budget amendments
and emergency appropriations. The City Council may authorize with a majority plus one vote, an
emergency expenditure as an amendment to the original budget. This may be done in cases of grave
public necessity to meet an unusual and unforeseen condition that was not known at the time the
budget was adopted. In practice, this has been interpreted to include revenue-related expenses within
the enterprise funds and timing differences on capital improvement projects. The following criteria will
be used in evaluation of budget amendments:
• Is the request necessary?
• Why was the item not budgeted in the normal budget process?
• Why can't a transfer be done within the Division to remedy the condition?
The Finance Director must certify availability of revenues or funding sources prior to adoption.
The City will amend the budget at year end, if needed, for revenue based expenditures that exceeded
budgeted amounts due to increased revenue and recognize any grant funded expenditures for
grants received after the budget was adopted or last amended. The City will also amend the budget
if necessary for any capital project timing adjustments from prior year, as well as, any other known
adjustments needed and approved at that time.
I. Contingency AppropriationsContingency AppropriationsContingency AppropriationsContingency Appropriations – The budget may include contingency appropriations within designated
operating department budgets. These funds are used to offset expenditures for unexpected
maintenance or other unanticipated expenses that might occur during the year. Currently, the City
maintains contingency appropriations for insurance deductibles, unexpected legal expenses and
equipment repairs.
J. Use of Unanticipated and Unappropriated General Fund BalancesUse of Unanticipated and Unappropriated General Fund BalancesUse of Unanticipated and Unappropriated General Fund BalancesUse of Unanticipated and Unappropriated General Fund Balances – Within 90 days after fiscal year end,
staff will report the projected General Fund balance to Council. In the event that unexpected,
unbudgeted amounts are determined to be available in the General Fund after year end, these funds
may be used for any of the following purposes, as approved by the City Council:
1. to fund capital projects;
2. to fund equipment purchases in lieu of issuing debt;
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FY2017 Annual Budget
3. to reduce outstanding City debt, including bonded indebtedness and unfunded pension liabilities;
4. to fund contingent liabilities such as the benefit payout reserve, cemetery trust fund, and similar
obligations of the City;
5. to take other steps to reduce property tax rates or mitigate any future increases;
6. to hold those funds in reserve for future commitments or contingencies that may be pending,
and/or;
7. to fund an Economic Uncertainty Reserve of annual General Fund operating expenditures according
to Section XVI, A, 2, b, Economic Uncertainty Reserve.
IV.IV.IV.IV. REVENUE MANAGEMENTREVENUE MANAGEMENTREVENUE MANAGEMENTREVENUE MANAGEMENT
A. CharacteristicsCharacteristicsCharacteristicsCharacteristics – The City will strive for the following optimum characteristics in its revenue system:
1. Simplicity – The City, where possible and without sacrificing accuracy, will strive to keep the revenue
system simple in order to reduce compliance costs for the taxpayer or service recipient.
2. Certainty – A knowledge and understanding of revenue sources increases the reliability of the
revenue system. The City will understand its revenue sources and enact consistent collection policies
to provide assurances that the revenue base will materialize according to budget.
3. Equity – The City shall make every effort to maintain equity in its revenue system; i.e., the City should
seek to minimize or eliminate all forms of subsidization between entities, funds, services, utilities,
and customer classes, and ensure an on-going return on investment for the City.
a. The City will make every effort to recognize the benefit that City tax payers contribute to City
programs and services.
b. The annual Parks and Recreation residential membership rates are established at 75% of non-
residential rates plus or minus 10% at the discretion of the Parks and Recreation Director in
keeping with the targeted market cost recovery.
4. Revenue Adequacy – The City should require there be a balance in the revenue system; i.e., the
revenue base will have the characteristics of fairness and neutrality as it applies to cost of service,
willingness to pay, and ability to pay.
Overall Operational Cost Recovery for Parks and Recreation for the Recreation and Tennis Centers is
targeted to be between 50 – 60%, with some variance in individual programs.
5. Realistic and Conservative Estimates – Revenues will be estimated realistically, and conservatively,
taking into account the volatile nature of various revenue streams.
6. Administration – The benefits of a revenue source should exceed the cost of levying and collecting
that revenue.
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FY2017 Annual Budget
7. Diversification and Stability – A diversified revenue system with a stable source of income shall be
maintained. This will help avoid instabilities in two particular revenue sources due to factors such as
fluctuations in the economy and variations in the weather.
B. Other ConsiderationsOther ConsiderationsOther ConsiderationsOther Considerations – The following considerations and issues will guide the City in its revenue policies
concerning specific sources of funds:
1. Cost/Benefit of Incentives for Economic Development – The City will use due caution in the analysis
of any incentives that are used to encourage development. A cost/benefit (fiscal impact) analysis
will be performed as part of the evaluation.
2. Non-Recurring Revenues – One-time or non-recurring revenues should not be used to finance
current ongoing operations.
3. Sustainable Revenues – “Sustainable" means revenue that is consistently available year after year,
and includes revenues realized subsequent to adopted projections.
4. Property Tax Revenues – All real and business personal property located within the City will be valued
at 100% of the fair market value for any given year based on the current appraisal supplied by the
Williamson Central Appraisal District.
Conservative budgeted revenue estimates result in a projected ninety-eight percent (98%) budgeted
collection rate for current ad valorem taxes. Two percent (2%) of the current ad valorem taxes will
be projected as the budget for delinquent ad valorem tax collection. For budgeting purposes, the
City will forecast the proposed property tax rate using the effective maintenance & operations
(M&O) rate plus the interest & sinking (I&S) rate needed to fund tax supported debt service.
Increases to the M&O rate will be deliberated and determined by the City Council.
5. Interest Income – Interest earned from investments will be distributed to the funds in accordance
with the equity balance of the fund from which the monies were provided to be invested.
6. User-Based Fees and Service Charges – For services associated with a user fee or charge, the direct
or indirect costs of that service will be offset by a fee where possible. The City will review fees and
charges no less than once every two years to ensure that fees provide adequate coverage for the
cost of services. The City Council will determine how much of the cost of a service should be
recovered by fees and charges.
7. Enterprise Fund Rates – The City will review and adopt utility rates as needed to generate revenues
required to fully cover operating expenses, meet the legal requirements of all applicable bond
covenants, and provide for an adequate level of working capital. Utility rates will be reviewed
annually as part of the budget process. A rate study will be conducted every 3 years to review rate
methodology and ensure revenues will meet future needs. All utility rates will be based on
standardized “cost of service” methodologies.
• Water RatesWater RatesWater RatesWater Rates will recognize at least 75% of the “fixed” cost of service, including debt
payments and ROI costs, within the monthly “base charge” determined by meter size.
“Volumetric charge” will recognize the balance of fixed costs not included in the base rate,
plus all variable costs associated with procuring and treating water.
.
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FY2017 Annual Budget
• Wastewater RatesWastewater RatesWastewater RatesWastewater Rates are “flat and equal” for all residential customers based on the cost of
providing services. Commercial customer rates are varied depending on size and
specifications of each commercial customer.
• Electric RatesElectric RatesElectric RatesElectric Rates include 100% of fixed costs within the base rate, with all variable costs included
in the kWh rate.
• Stormwater Drainage FeesStormwater Drainage FeesStormwater Drainage FeesStormwater Drainage Fees are based a mathematical calculation based on impervious cover
and applied in compliance with State Law.
A restricted Power Contract Credit ReserPower Contract Credit ReserPower Contract Credit ReserPower Contract Credit Reserveveveve has been established to provide financial assurances to
the City’s wholesale power contract providers as fiscal surety against any potential risk on the City’s
behalf and will be maintained as “restricted” fund balance on the City’s financial statements.
A Rate Stabilization Reserve (RSR) Account Rate Stabilization Reserve (RSR) Account Rate Stabilization Reserve (RSR) Account Rate Stabilization Reserve (RSR) Account has been established in the Electric Fund to offset and
mitigate potential impacts to customer rates due to increased fuel costs or other external factors
that may negatively impact Electric Rates. The Rate Stabilization Reserve (RSR) may provide funding
for:
• Deferring or minimizing the rate impact of future cost increases
• Costs associated with providing additional power supply
• Filling contractual obligations
• Balancing of annual power costs
RSR funds will be monitored monthly to ensure the electric rate is being managed per the Policy.
Increases to RSR are made through the Power Cost Adjustment rate as determined by the fund, at
the recommendation of the General Manager for Utilities.
8. Internal Cost Recovery Fees –––– Additionally, enterprise activity rates will include transfers to and
receive credits from other funds as follows:
a. General and Administrative ChargesGeneral and Administrative ChargesGeneral and Administrative ChargesGeneral and Administrative Charges – Administrative costs should be charged to all funds for
services of general overhead, such as administration, finance, customer billing, legal and other
costs as appropriate. These charges will be determined through an indirect cost allocation
following accepted practices and procedures and reviewed annually by the City’s external
auditors.
b. Payment for Return on InvestmentPayment for Return on InvestmentPayment for Return on InvestmentPayment for Return on Investment – The intent of this transfer is to provide a benefit to the
citizens for the ownership of the various utility operations they own. For all utilities except for
Electric:
• In-Lieu-of-Franchise-Fee. This transfer, currently 3% of operating revenues generated inside
the City, is consistent with the franchise rates charged to investor owned utilities franchised
to operate within the City.
• Return on Investment. The return on investment (ROI) transfer for In-City utility customers
is currently calculated at 7% of operating revenues for all utilities. ROI for water and sewer
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FY2017 Annual Budget
customers outside the City is 10% of operating revenues. There is no ROI calculated on solid
waste revenues.
The Franchise and Return on Investment for the Electric Utility is derived from the base rate and
kWh sold. The base rate revenue is multiplied by 7% for all customers. For customers inside the
City, a $0.0102 charge per kWh, equivalent to the 3% and 7% paid by other utility customers,
will be included in the cost per kWh. For customers outside the City, a $0.007253 charge per
kWh, equivalent to the 7% ROI paid by utilities, will be included in the cost.
9. Intergovernmental Revenues – All potential grants will be examined for matching requirements and
must be approved by the City Council prior to making application of the grant. It must be clearly
understood that operational requirements (on-going costs) set up as a result of a grant program
could be discontinued once the term and conditions of the program have been completed.
10. Revenue Monitoring – Received revenues will be regularly compared to budgeted revenues and
variances will be investigated, and any abnormalities will be included in the quarterly report to the
City Council.
V.V.V.V. EXPENDITURE EXPENDITURE EXPENDITURE EXPENDITURE MANAGEMENTMANAGEMENTMANAGEMENTMANAGEMENT
A. AppropriationsAppropriationsAppropriationsAppropriations – The point of budget control is at the department level budget for all funds. The Charter
(Section 6.03) provides that any transfer of appropriation between funds must be approved by the City
Council and that the City Manager, without City Council approval, is authorized to transfer appropriations
among departments, within the same operational division and fund. The City Manager may also authorize
transfer of salary adjustment monies between funds that are budgeted in a citywide account.
B. Expenditure MonitoringExpenditure MonitoringExpenditure MonitoringExpenditure Monitoring – Expenditures and encumbrances will be regularly compared to budget, variances
will be investigated, and any abnormalities will be included in the quarterly report to the City Council.
Projected year-end expenditures will be reported in the annual budget.
C. Personnel CostsPersonnel CostsPersonnel CostsPersonnel Costs – Costs related to salaries and benefits are budgeted at 100% total costs, assuming open
positions are filled throughout the fiscal year. New positions that are added during the budget process may
have staggered hire dates with appropriate costs reflected in the budget.
1. Vacancy Factor – General Fund appropriations Funds with Personnel Budgets greater than $4 million
will include a vacancy factor equal to 1% of total General Fund fund salaries and related benefits
(retirement, FICA, Medicare) to offset salary savings within the budget. The vacancy factor will be
budgeted as a negative expense within the fund General Government Department of the General
Fund. This factor will be reduced throughout the year as vacant positions are recognized within the
department budget.
Compliance Status Compliance Status Compliance Status Compliance Status –––– General Fund and Joint Services Fund General Fund and Joint Services Fund General Fund and Joint Services Fund General Fund and Joint Services Fund FY2017 in compliance.FY2017 in compliance.FY2017 in compliance.FY2017 in compliance.
2. Benefit Payout Reserve – The City will establish a benefit payout reserve equal to 15% of the accrued
benefit liability for employees in the General and Joint Services Funds who are currently eligible to
retire. Only terminating employee benefit expenses may be paid from this reserve. This reserve shall
be funded as an offset to the vacancy factor.
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FY2017 Annual Budget
Compliance Status Compliance Status Compliance Status Compliance Status –––– Benefit payout reserve FY 2017 partial complianceBenefit payout reserve FY 2017 partial complianceBenefit payout reserve FY 2017 partial complianceBenefit payout reserve FY 2017 partial compliance....
3. Position Control – The annual budget includes a set number of positions within departments when
approved and adopted by City Council. Additional positions cannot be added without approval of
the City Council. The City Manager may approve the transfer of authorized positions between
departments if funds are available within the department.
4. Use of Excess Salary Savings – Departmental savings generated due to open positions or other salary
line item savings cannot be spent by the department unless previously approved by the City Manager
and validated by Finance as “excess funds.”
D. Special Purpose FundingSpecial Purpose FundingSpecial Purpose FundingSpecial Purpose Funding – In order to support community assistance programs, the City designates specific
funding for special purposes, including Social Services, Children’s Programs, and Public Art. The City reserves
the ability to cap this special purpose funding when necessitated by budget contingency or compliance
issues, such as revenue shortfalls, or other reasons as determined by City Council.
1. Strategic Partnerships for Community Services – The City of Georgetown values partnerships with
organizations that are committed to addressing our communities’ greatest public challenges and has
identified key priorities in the following areas:
• Public Safety
• Transportation
• Housing
• Parks & Recreation
• Veteran Services, and
• Safety Net
The City has targeted funding for these programs to be $5.00 per capita, which may be adjusted to
offset the effects of general inflation based upon Consumer Price Index. If previous funding levels
are higher than the targeted amount, and to avoid significant reductions in levels of funding, the City
Council shall seek to attain this target chiefly through population growth. These funds will be
allocated and paid according to the City Council’s guidelines for such programs.
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– FY2017 in compliance.FY2017 in compliance.FY2017 in compliance.FY2017 in compliance.
2. Public Art Funding – The City will annually allocate funding for Public Art on a year to year basis
depending on the availability of funds in an amount to be determined at the discretion of the City
Manager. Funding priority will be given to projects that include a matching donation, including
contributions from local organizations and sponsors. Any unspent funds will accumulate and be
reallocated in the following budget year. Disbursement of these funds will be determined by the
City Council at the recommendation of the City’s Arts & Culture Advisory Board.
Every effort will be made to include public art funding in future City facilities whose primary purpose
is for public use. These projects will include a reasonable allowance for public art that fits the scope
and purpose of the building so long that it does not negatively impact the project cost beyond the
original budget. In the event there is cost savings in the construction of City Facilities, the City Council
may consider utilizing that savings on the purchase of public art for the facility.
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FY2017 Annual Budget
E. Purchasing Purchasing Purchasing Purchasing – The City will maintain and regularly review a written Purchasing Policy. All City purchases of
goods or services will be made in accordance with the City’s Charter, current Purchasing Policy and with
State law.
The following table shows a summary of requirements for purchases of goods and services.
Dollar Limits:Dollar Limits:Dollar Limits:Dollar Limits: Procurements:Procurements:Procurements:Procurements: Requirements:Requirements:Requirements:Requirements:
Under
$3,000
Under the small purchase
limit
No competitive bids and City credit
cards may be used.
$3,000
up to
$49,999
Within informal bid limit A minimum of three informal
competitive bids required unless
exempted; Historically Underutilized
Business (HUB) requirements apply in
accordance with state law.
$50,000
and above
In excess of the informal bid
limit
Formal solicitations, which includes
public notices, required unless
exempted. Advisory board review and
recommendation may be
required. Council approval required.
Common exemptions to the formal solicitation process include the procurement of professional services, the
purchase of goods or services from a sole source provider, and purchases for public health emergencies.
In addition to the above, all purchases must be approved according to preapproved limits within each
department as directed and approved by the City Manager.
F. ContractsContractsContractsContracts andandandand ChangeChangeChangeChange OrdersOrdersOrdersOrders – Contracts and related change orders must follow the City Purchasing Policies
and State Law. In accordance with State Law, change orders are limited to 25% of the total contract amount.
Change orders greater than $50,000 require the same advisory board review and Council approvals as the
original contracts.
G. Prompt Prompt Prompt Prompt PaymentPaymentPaymentPayment – All invoices approved for payment by the proper City authorities shall be paid within thirty
(30) calendar days of receipt of goods or services or invoice date, whichever is later in accordance with State
law. The City will take advantage of all purchase discounts, when possible.
H. Risk ManagementRisk ManagementRisk ManagementRisk Management – The City will pursue every opportunity to provide for the Public’s and City employees’
safety and to manage its risks. The goal shall be to minimize the risk of loss of resources through liability
claims with an emphasis on safety programs.
I. Retirement BenefitsRetirement BenefitsRetirement BenefitsRetirement Benefits – Proposals to revise benefits administered and provided by the Texas Municipal
Retirement System shall include a written description, and, detailed and summary numerical assessments of
the changes that would result from the proposed benefit revision.
1. The numerical assessments shall include the following:
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FY2017 Annual Budget
a. The estimated change to the TMRS contribution rate that would result from the
proposed change in benefits, expressed as a percentage of employee pay and as an
annual dollar amount to the General Fund and to each City fund.
b. The estimated change to the City’s unfunded pension liability, expressed as a dollar
amount.
c. The estimated change to the City’s actuarial funding ratio.
2. The description and numerical assessments must be provided to the City Council at least 72
hours prior to consideration and approval, and must be read aloud to the Council prior to Council
consideration.
3. The estimated changes to the City’s contribution rate and the unfunded pension liability
presented pursuant to the section must be based on information provided by the TMRS actuary
or by professional actuary authorized by the TMRS to provide such information.
4. Proposals to revise TMRS benefits must be voted on individually as part of the City Council’s
legislative agenda.
5. The City will amortize any unfunded actuarial liability (UAAL) over a period not to exceed the
amortization period used by the TMRS actuary. The City may amortize its UAAL more quickly by
making contributions to TMRS in excess of the rate specified by TMRS.
6. The City may elect to make an annual 1-time payment prior to further fund the City’s unfunded
pension liability. Such payment will be approved and authorized by the City Council prior to
December 31 in order to be recognized in the following year’s TMRS employer contribution rate
calculation.
J.J.J.J. Retirement CostRetirement CostRetirement CostRetirement Cost----ofofofof----Living AdjustmentLiving AdjustmentLiving AdjustmentLiving Adjustment
1. Within 60 days of when the TMRS annual funding update becomes available each year, staff will
review and prepare a summary of costs and options for potential cost-of-living adjustment (COLA)
for City of Georgetown retirees.
2. Consistent with state statutes governing the Texas Municipal Retirement System, the City may
provide an automatic COLA for members of the TMRS who are retired from the City of Georgetown
and receiving a monthly retirement benefit from the TMRS.
3. The City Council may adjust the COLA provided to city retirees based upon the funding level of the
City’s pension plan, as calculated by the TMRS, as follows:
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FY2017 Annual Budget
When the funding level of the When the funding level of the When the funding level of the When the funding level of the CCCCity’s ity’s ity’s ity’s
pension plan pension plan pension plan pension plan isisisis
The COLA The COLA The COLA The COLA
should beshould beshould beshould be
Less than 70.0%
Zero
70.0% to 79.9%
0.3% of CPI
80.0% to 89.9%
0.5% of CPI
90.0% and greater
0.7% of CPI
4. Adjustments made pursuant to subsection b. should reflect the effect of the prospective change in
the COLA on the funding level of the City’s pension plan.
K. Deferred Compensation BenefitsDeferred Compensation BenefitsDeferred Compensation BenefitsDeferred Compensation Benefits – In addition to the retirement benefit administered by the TMRS, the City
will sponsor a Deferred Compensation 457 plan, which is a supplementary individual retirement savings plan.
The City will encourage employee participation in this plan.
VI.VI.VI.VI. STAFFINSTAFFINSTAFFINSTAFFING AND COMPENSATIONG AND COMPENSATIONG AND COMPENSATIONG AND COMPENSATION
City Council and Management recognize the importance of attracting, hiring, developing, and retaining the best
people, and compensating them for the value they create. Our outstanding and innovative City employees work
diligently to bring the Vision of Council to life and deliver exceptional services to our customers while
exemplifying our Core Values. The following programs are subject to available funding in the annual operating
budget.
A. Adequate StaffingAdequate StaffingAdequate StaffingAdequate Staffing – Staffing levels will be adequate for the fiscal functions of the City to operate effectively.
Workload allocation alternatives will be explored before adding additional staff.
B. Competitive CompensationCompetitive CompensationCompetitive CompensationCompetitive Compensation – In order to maintain a competitive pay scale, the City has implemented a
Competitive Employee Compensation Maintenance Competitive Employee Compensation Maintenance Competitive Employee Compensation Maintenance Competitive Employee Compensation Maintenance Program Program Program Program to address competitive market factors and other
issues impacting compensation. The program consists of:
1. Annual Annual Annual Annual Pay Pay Pay Pay PlanPlanPlanPlan Review Review Review Review – To ensure the City’s pay system is accurate and competitive within the
market, the City will review its pay plans annually for any potential market adjustments necessary
to maintain the City’s competitive pay plans.
2. Pay for Performance Pay for Performance Pay for Performance Pay for Performance – Each year the City will fund performance based pay adjustments for regular
non-public safety personnel. This merit-based program aids in retaining quality employees by
rewarding their performance. Pay for Performance adjustments are based on the employee’s most
recently completed performance evaluation.
3. Public Public Public Public Safety StepsSafety StepsSafety StepsSafety Steps – Each year the City will fund anniversary step increases for public safety sworn
personnel consistent with public safety pay scale design.
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C. SelfSelfSelfSelf----Insurance ProgramInsurance ProgramInsurance ProgramInsurance Program – The City is committed to providing quality healthcare insurance that offers the most
flexibility in health benefits and options to its employees. In order to provide the most cost effective solution,
the City has determined that establishing a self-funded health insurance plan offers the greatest opportunity
to mitigate future cost increases while offering quality health care services to its employees. The City has
established a mechanism to manage the accounts and payments associated with this program. Per GASB
Statement No. 66, such funding should be accounted for as an Internal Service Fund (ISF).
1. Employee Health Insurance ISFEmployee Health Insurance ISFEmployee Health Insurance ISFEmployee Health Insurance ISF –––– This fund contains premium contributions from employees and
budgeted health insurance contributions included in the City’s annual budget process. To maintain
stable revenue to this fund, and to clearly set expenditure expectations for departments, any
budgeted appropriations for employee health insurance that are unused at the end of each fiscal
year will be transferred back to the self-insurance fund.
2. SelfSelfSelfSelf----Insurance ReserveInsurance ReserveInsurance ReserveInsurance Reservessss – Annually through the budget process, staff and the City’s Health Benefit
Consultant firm will evaluate and recommend to Council the appropriate funding levels for both a
rate stabilization reserve as well as an incurred but not reported (IBNR) reserve.
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– BotBotBotBoth reserves FY2017 in compliance.h reserves FY2017 in compliance.h reserves FY2017 in compliance.h reserves FY2017 in compliance.
3. Employee PremiumsEmployee PremiumsEmployee PremiumsEmployee Premiums – Annual premiums will be recommended to City Council through a
collaborative process between the City’s Employee Benefit Committee and external Health Benefits
consulting firm using historical data and other analytic analysis.
VII.VII.VII.VII. FUND BALANCE POLICIESFUND BALANCE POLICIESFUND BALANCE POLICIESFUND BALANCE POLICIES
The City’s Fund Balance is the accumulated difference between assets and liabilities within governmental fundsgovernmental fundsgovernmental fundsgovernmental funds,
and it allows the City to meet its contractual obligations, fund disaster or emergency costs, provide cash flow for
timing purposes and fund non-recurring expenses appropriated by City Council. This policy establishes limitations
on the purposes for which Fund Balances can be used in accordance with Governmental Accounting Standards
Board (GASB) Statement Number 54.
The City’s Fund Balance will report up to five components:
A. NonNonNonNon----spendable Fund Balancespendable Fund Balancespendable Fund Balancespendable Fund Balance – includes inherently non-spendable assets that will never convert to cash, as
well as assets that will not convert to cash soon enough to affect the current financial period. Assets included
in this category are prepaid items, inventory and non-financial assets held for resale.
B. Restricted Fund BalanceRestricted Fund BalanceRestricted Fund BalanceRestricted Fund Balance – represents the portion of fund balance that is subject to legal restrictions, such as
grants or hotel/motel tax and bond proceeds.
C. Committed Fund BalanceCommitted Fund BalanceCommitted Fund BalanceCommitted Fund Balance – describes the portion of fund balance that is constrained by limitations that the
City Council has imposed upon itself, and remains binding unless the City Council removes the limitation.
D. Assigned Fund BalanceAssigned Fund BalanceAssigned Fund BalanceAssigned Fund Balance – is that portion of fund balance that reflects the City’s intended use of the resource
and is established in a less formal method by the City for that designated purpose.
E. Unassigned Fund BalanceUnassigned Fund BalanceUnassigned Fund BalanceUnassigned Fund Balance – represents funds that cannot be properly classified in one of the other four
categories.
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VIII.VIII.VIII.VIII. LONGLONGLONGLONG----TERM LIABILITY RESERVESTERM LIABILITY RESERVESTERM LIABILITY RESERVESTERM LIABILITY RESERVES
The City of Georgetown recognizes certain long-term unfunded commitments and contingencies that will require
substantial funding at some point in the future. The City is committed to addressing these commitments in a
fiscally prudent method by acknowledging their future financial impacts and developing strategies and
designated reserve funds to mitigate those future impacts.
A. The Finance Director will maintain a list of unfunded liabilitiesThe Finance Director will maintain a list of unfunded liabilitiesThe Finance Director will maintain a list of unfunded liabilitiesThe Finance Director will maintain a list of unfunded liabilities. The list will be included in the quarterly financial
report to Council.
IX.IX.IX.IX. BUDGET CONTINGENCY PLANBUDGET CONTINGENCY PLANBUDGET CONTINGENCY PLANBUDGET CONTINGENCY PLAN
This policy is designed to establish general guidelines for managing revenue shortfalls resulting from local and
national economic downturns that adversely affect the City's revenue streams.
A. Immediate ActionImmediate ActionImmediate ActionImmediate Action – Once a budgetary shortfall is projected, the City Manager will take the necessary actions
to offset any revenue shortfall with a reduction in current expenses. The City Manager may:
• Freeze all new hire and vacant positions except those deemed to be a necessity.
• Review all planned capital expenditures.
• Delay all "non-essential" spending or equipment replacement purchases.
The City Manager shall report in a timely manner to the City Council the projected shortfall and the
actions taken to resolve it.
B. Further ActionFurther ActionFurther ActionFurther Action – If the actions identified in subsection A are insufficient to offset the projected revenue deficit
for the current fiscal year, the City Council may approve the following actions, in the order listed:
1. Apply unspent, unobligated surplus funds from prior fiscal years to fund one-time costs in the current
fiscal year budget.
2. Authorize the use of the General Fund Economic Uncertainty Reserve pursuant to Section XVI.A.2.b.
Economic Uncertainty Reserve.
3. Notwithstanding Section XVI.A.2.a. Base Level Reserve of this policy, authorize a reduction in the
unobligated fund balance in the General Fund, pursuant to Section XVI.A.2.a. Base Level Reserve of
this policy, from 90 to 75 days.
4. Direct other reductions in services, including workforce reductions.
C. Replenish Fund BalanceReplenish Fund BalanceReplenish Fund BalanceReplenish Fund Balance – As soon as practical, without placing undue strain on City services, the City Council
shall increase the unobligated fund balance in the General Fund, up to the 90-day amount required in Section
XVI.A.2.a. Base Level Reserve of this policy and shall restore the General Fund Economic Uncertainty Reserve
as required in Section XVI.A.2.b of this policy.
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X.X.X.X. CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGETCAPITAL IMPROVEMENT PROGRAM (CIP) BUDGETCAPITAL IMPROVEMENT PROGRAM (CIP) BUDGETCAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET
The City’s goal is to maintain City facilities and infrastructure in order to provide excellent services to the
customers within the community, meet growth related needs, and comply with all state and federal regulations.
A. PreparationPreparationPreparationPreparation – The City annually updates and adopts a five-year Capital Improvement Program (CIP) schedule
as part of the operating budget adoption process. The plan is reviewed and adjusted annually as needed, and
year one is adopted as the current year capital budget. The capital budget will include all capital projects,
capital resources, and estimated operational impacts.
• Needed capital improvements are identified through system models, repair and maintenance
records and growth demands.
• Economic development projects that have capital infrastructure needs must be reviewed and
approved for funding by the City no later than March 1 to be included in the annual CIP process. Any
economic development project approved for funding after March 1 will be included in the following
year CIP process unless otherwise authorized by City Council.
• A team approach will be used to prioritize CIP projects, whereby City staff from all operational areas
provide input and ideas relating to each project and its effect on operations.
• Citizen involvement and participation will be solicited in formulating the capital budget through
neighborhood meetings, public hearings and other forums.
• Capital infrastructure necessary to meet the requirements of the City’s Annexation Plan will be
identified separately within the CIP plan, so that funding alternatives can be developed if needed.
Prior to Council adoption, the following Advisory Boards will review the Capital Projects budget:Prior to Council adoption, the following Advisory Boards will review the Capital Projects budget:Prior to Council adoption, the following Advisory Boards will review the Capital Projects budget:Prior to Council adoption, the following Advisory Boards will review the Capital Projects budget:
Georgetown Utility Georgetown Utility Georgetown Utility Georgetown Utility
Systems Advisory Systems Advisory Systems Advisory Systems Advisory
BoardBoardBoardBoard
(GUS)(GUS)(GUS)(GUS)
GeorgetGeorgetGeorgetGeorgetown own own own
Transportation Advisory Transportation Advisory Transportation Advisory Transportation Advisory
Board (GTAB)Board (GTAB)Board (GTAB)Board (GTAB)
General Government and General Government and General Government and General Government and
FinanceFinanceFinanceFinance
Advisory Board Advisory Board Advisory Board Advisory Board
(GGAF)(GGAF)(GGAF)(GGAF)
Parks Advisory Parks Advisory Parks Advisory Parks Advisory
BoardBoardBoardBoard
Electric
Water
Wastewater
Streets
Stormwater Drainage
Airport
Facilities
Other General
Government Capital
Parks and
Recreation
B. ControlControlControlControl – All capital project expenditures must be appropriated in the capital budget. Availability of
resources must be identified and then reviewed by the Finance Division before any CIP contract is presented
to the City Council for approval.
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PriorPriorPriorPrior to presentation to Council, the following Advisory Boards will review:to presentation to Council, the following Advisory Boards will review:to presentation to Council, the following Advisory Boards will review:to presentation to Council, the following Advisory Boards will review:
Georgetown Utility SystemsGeorgetown Utility SystemsGeorgetown Utility SystemsGeorgetown Utility Systems
Advisory BoardAdvisory BoardAdvisory BoardAdvisory Board
(GUS)(GUS)(GUS)(GUS)
Georgetown TransportationGeorgetown TransportationGeorgetown TransportationGeorgetown Transportation
Advisory BoardAdvisory BoardAdvisory BoardAdvisory Board
(GTAB)(GTAB)(GTAB)(GTAB)
General Government and General Government and General Government and General Government and
FinanceFinanceFinanceFinance
Advisory Board (GGAF)Advisory Board (GGAF)Advisory Board (GGAF)Advisory Board (GGAF)
All utility contracts and
other utility expenses
greater than $50,000
All Transportation,
Stormwater Drainage and
Airport expenditures and
contracts greater than
$50,000
All General Government
non-routine contracts and
expenditures greater than
$50,000
C. Financing ProgramsFinancing ProgramsFinancing ProgramsFinancing Programs – Where applicable, assessments, impact fees, pro rata charges, or other fees should be
used to fund capital projects which have a primary benefit to specific identifiable property owners.
Recognizing that long-term debt is usually a more expensive financing method, alternative-financing sources
will be explored before debt is issued. When debt is issued, it will be used to acquire major assets with
expected lives equal or exceeding the average life of the debt issue.
Short-term financing including Capital Leasing and other tax-supported obligations can be used to fund
vehicles, computers and other operating equipment provided the impact to the tax rate is minimal.
Caution should be used in replacing assets with short-term, tax-supported obligations due to the repetitive
nature of the replacements. The total amount of I & S (interest and sinking) portion of the tax rate dedicated
to fund short-term debt for equipment replacement will not exceed $0.04.
XI.XI.XI.XI. CAPITAL MAINTENANCE AND REPLACEMENTCAPITAL MAINTENANCE AND REPLACEMENTCAPITAL MAINTENANCE AND REPLACEMENTCAPITAL MAINTENANCE AND REPLACEMENT
The City recognizes that deferred maintenance increases future capital costs. Therefore, a portion of all
individual funds with infrastructure should be budgeted each year to maintain the quality within each system.
A. Infrastructure Infrastructure Infrastructure Infrastructure MaintenanceMaintenanceMaintenanceMaintenance — On-going maintenance and major repair costs are included as capital expense
within the departmental operating budgets. These costs are generally considered system repairs and are
not capitalized for accounting purposes. They include such items as park and recreation facility repairs, street
seal coat, water line repairs and other general system maintenance.
B. Modified Approach Modified Approach Modified Approach Modified Approach ———— PavePavePavePavement Condition Index (PCI)ment Condition Index (PCI)ment Condition Index (PCI)ment Condition Index (PCI) — Governmental Accounting Standards Board
Statement # 34 provides for an alternative approach to depreciation for measuring the value of infrastructure
assets and the related costs incurred to maintain their service life at a locally established minimum standard.
The City has elected to implement this modified approach in maintaining its non-enterprise fund
infrastructure assets. In order to adopt this alternative method, the City has implemented an asset
management system that determines if the minimum standards are being maintained. This measurement
system will be updated at least every 3 years. The City has elected to use this alternative method for
reporting its street infrastructure assets.
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FY2017 Annual Budget
The City uses the CarteGraph PavementView Pavement Management InforThe City uses the CarteGraph PavementView Pavement Management InforThe City uses the CarteGraph PavementView Pavement Management InforThe City uses the CarteGraph PavementView Pavement Management Information System to track the mation System to track the mation System to track the mation System to track the
condition levels of each of the street sections. The condition of the pavement is based on the following factors:condition levels of each of the street sections. The condition of the pavement is based on the following factors:condition levels of each of the street sections. The condition of the pavement is based on the following factors:condition levels of each of the street sections. The condition of the pavement is based on the following factors:
• Type of Distress
• Amount of Distress
• Severity of Distress
• Deduct Values (function of first three)
The Pavement Condition Index (PCI) is a measurement scale is based upon a condition index ranging from
zero for a failed pavement to 100 for pavement with perfect condition. The condition index is used to
classify pavement in the following conditions:
The City’s administrative policy is to achieve an average PCI level of 85. An 85 PCI is considered maintaining
the streets in a “good” condition. Staff will prepare a street maintenance budget that meets this target for
Council’s consideration during the budget process. The PCI level as of 2014 was 87.30.
C. Internal Service Funds Capital Maintenance & ReplacementInternal Service Funds Capital Maintenance & ReplacementInternal Service Funds Capital Maintenance & ReplacementInternal Service Funds Capital Maintenance & Replacement – The City currently utilizes internal service funds
to maintain and replace existing assets. Assessments are made to the using funds for the use of equipment
currently in use and to be purchased during the year. In this way, suitable funds are available for the purchase
of operational assets without the issuance of debt.
1. Fleet Maintenance and Replacement – The City has a major investment in its fleet of cars, trucks,
tractors, and other equipment. The City will anticipate replacing existing equipment, as necessary
and will establish charges that are assigned to the using departments to account for the cost of that
replacement. Vehicle maintenance is also allocated in this manner.
2. Technology – It is the policy of the City to plan and fund the maintenance and replacement of its
computer network and other technology systems. The City currently uses a four-year replacement
cycle for all desktop computers. A reserve will be established within the ISF for replacement of major
systems and will be funded over time through excess revenues within the Fund. Funding for major
systems assumes that 50% of the replacement cost will be debt funded.While cash funding is
preferred, major IT systems and projects may require debt that is amortized over a shorter useful
life appropriate for the software or hardware.
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– IT replacement reserve FY2017 in compliance.IT replacement reserve FY2017 in compliance.IT replacement reserve FY2017 in compliance.IT replacement reserve FY2017 in compliance.
3. Facilities Maintenance – The City has established an on-going maintenance program, which includes
major repairs, equipment, as well as contracts for maintaining City facilities. The City has anticipated
a useful life of such equipment and established a means of charging those costs to the various
departments in order to recognize the City’s continuing costs of maintaining its facilities.
Determination for facility repairs is based on useful life of the various elements of each facility. A
proportional cost for each element is expensed within the budget for capital replacement. An
PPPPCICICICI RatingRatingRatingRating
100 – 85 Good
85 – 45 Fair
45 – 0 Poor
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FY2017 Annual Budget
additional unscheduled repair reserve equal to 10% value of annual internal service funding is also
budgeted.
Compliance StatuCompliance StatuCompliance StatuCompliance Statussss –––– Facilities repair reserve FY2017 in compliance.Facilities repair reserve FY2017 in compliance.Facilities repair reserve FY2017 in compliance.Facilities repair reserve FY2017 in compliance.
D. Departmental Capital Maintenance & ReplacementDepartmental Capital Maintenance & ReplacementDepartmental Capital Maintenance & ReplacementDepartmental Capital Maintenance & Replacement – The City also utilizes department capital maintenance
and replacement schedules for specialized assets and equipment necessary to provide services.
1. Parks and Recreation – As part of the City’s on-going maintenance program, the City also
recognizes the need to regularly maintain and replace grounds, equipment and facilities that are
part of the City’s Parks and Recreation system. Separate replacement and maintenance schedules
will be maintained for these items including, but not limited to, playground equipment, buildings,
sport courts, trees and grounds, and restroom facilities. The City’s goal is to provide level on-going
funding to ensure safe, well-maintained facilities for its citizens.
2. Public Safety Equipment – As part of the City’s on-going maintenance program, the City also
recognizes the need to regularly maintain and replace specialized equipment in Police and Fire.
Separate replacement and maintenance schedules will be maintained for these items including but
not limited to for Fire: SCBA’s and other firefighting equipment and protective gear; and for Police:
bullet proof vests, armaments and other tactical equipment. The City’s goal is to provide level on-
going funding to ensure proper protection for employees and citizens.
E. Surplus PropertySurplus PropertySurplus PropertySurplus Property
1. From time to time it is necessary to dispose of certain vehicles or equipment that have been procured
with City funds and used in City services. Individual surplus property items with expected sales value
in excess of $50,000 must be approved by the City Council prior to disposition.
2. City staff will maintain reports and records of all surplus property dispositions in accordance with
good internal controls.
XII.XII.XII.XII. ACCOUNTING, AUDITING AND FINANCIAL REPORTINGACCOUNTING, AUDITING AND FINANCIAL REPORTINGACCOUNTING, AUDITING AND FINANCIAL REPORTINGACCOUNTING, AUDITING AND FINANCIAL REPORTING
A. AccountingAccountingAccountingAccounting – The City is solely responsible for the recording and reporting of its financial affairs, both
internally and externally. The Finance Director is responsible for establishing the structure for the City’s
Chart of Accounts and for assuring that procedures are in place to properly record financial transactions and
report the City’s financial position.
B. General Government and Finance Advisory Board (GGAF)General Government and Finance Advisory Board (GGAF)General Government and Finance Advisory Board (GGAF)General Government and Finance Advisory Board (GGAF) – The City may establish a subcommittee consisting
of at least 2 City Council members and not more than 3 citizens that may meet monthly to provide additional
oversight to the City’s Finance operations. This subcommittee will also review general government items
that are not reviewed by another City advisory board before being presented to City Council. The City’s
Finance Director will be the liaison for this subcommittee.
C. Audit of AccountsAudit of AccountsAudit of AccountsAudit of Accounts – In accordance with the Charter, an independent audit of the City accounts will be
performed every year. The auditor is retained by and is accountable directly to the City Council. The auditing
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FY2017 Annual Budget
firm will serve for up to 5 years, at which time, the City will re-bid these services and changing firms if deemed
necessary by GGAF and City Council.
D. External ReportingExternal ReportingExternal ReportingExternal Reporting – Upon completion and acceptance of the annual audit by the City’s auditors, the City
shall prepare a written Comprehensive Annual Financial Report (CAFR) which shall be presented to the City
Council within 180 calendar days of the City’s fiscal year end. The CAFR shall be prepared in accordance with
Generally Accepted Accounting Principles (GAAP) and shall be presented annually to the Government
Finance Officer Association (GFOA) for evaluation and consideration for the Certificate of Achievement in
Financial Reporting.
E. Internal ReportingInternal ReportingInternal ReportingInternal Reporting – The Finance Department will prepare internal financial reports, sufficient to plan,
monitor and control the City’s financial affairs.
XIII.XIII.XIII.XIII. ASSET MANAGEMENTASSET MANAGEMENTASSET MANAGEMENTASSET MANAGEMENT
A. Cash Management and InvestmentsCash Management and InvestmentsCash Management and InvestmentsCash Management and Investments – The City Council has formally approved a separate Investment Policy
for the City of Georgetown that meets the requirements of the Public Funds Investment Act (PFIA), Section
2256 of the Texas Local Government Code. This policy is reviewed annually by the City Council and applies
to all financial assets held by the City and applies to all entities (component units) included in the City’s
Comprehensive Annual Financial Report (CAFR) and/or managed by the City.
1. Statement of Cash Management Philosophy – The City shall maintain a comprehensive cash
management program to include the effective collection of all accounts receivable, the prompt
deposit of receipts to the City’s depository, the payment of obligations, and the prudent investment
of idle funds in accordance with this policy.
2. Objectives – The City’s investment program will be conducted as to accomplish the following listed
in priority order:
• Safety of the principal invested
• Liquidity and availability of cash to pay obligations when due
• Ensure public trust through responsible actions as custodians of public funds
• Maximize earnings (yield) to the greatest extent possible consistent with the City’s investment
policy.
3. Safekeeping and Custody – Investments may only be purchased through brokers/dealers who meet
the criteria detailed in the investment policy, which also addresses internal controls related to
investments.
4. Standard of Care and Reporting – Investment will be made with judgment and care, always
considering the safety of principal to be invested and the probable income to be derived. The
Finance Director is responsible for the overall management of the City’s investment program and
ensures all investments are made in compliance with the investment policy. An investment report,
providing both summary and detailed information, will be presented to the City Council quarterly.
5. Authorized Investments – The City can currently invest in the following:
• Certificates of Deposit
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FY2017 Annual Budget
• U.S. Treasury and Agency securities
• Investment Pools that meet the requirements of the PFIA
• No-load Money Market Mutual Funds
• Fully collateralized Repurchase Agreements
• Obligations of Municipal Issuers in Texas rated not less than A or its equivalent
• Other investments as approved by City Council and not prohibited by law.
B. Fixed AssetsFixed AssetsFixed AssetsFixed Assets – These assets will be reasonably safeguarded and properly accounted for, and prudently
insured.
1. Capitalization Criteria – For purposes of budgeting and accounting classification, the following
criteria must be met in order to be capitalized:
• The asset owned by the City
• The expected useful life of the asset must be longer than one year, or extend the life of an
identifiable existing asset by more than one year
• The original cost of the asset must be at least $5,000
• The asset must be tangible
• On-going repairs and general maintenance are not capitalized.
2. New Purchases – All costs associated with bringing the asset into working order will be capitalized
as part of the asset cost. This will include startup costs, engineering or consultant type fees as part
of the asset cost once the decision or commitment to purchase the asset is made. The cost of land
acquired should include all related costs associated with its purchase.
3. Improvements and Replacement – Improvements will be capitalized when they extend the original
life of an asset or when they make the asset more valuable than it was originally. The replacement
of assets components will normally be expensed unless they are a significant nature and meet all the
capitalization criteria.
4. Contributed Capital – Infrastructure assets received from developers or as a result of annexation will
be recorded as equity contributions when they are received.
5. Distributions Systems – All costs associated with public domain assets, such as streets and utility
distribution lines will be capitalized in accordance with the capitalization policy. Costs should include
engineering, construction and other related costs including right of way acquisition.
6. Reporting and Inventory – The Finance Division will maintain the permanent records of the City’s
fixed assets, including description, cost, department of responsibility, date of acquisition,
depreciation and expected useful life. Periodically, random sampling at the department level will be
performed to inventory fixed assets assigned to that department. Responsibility for safeguarding
the City’s fixed assets lies with the department supervisor or manager whose department has been
assigned the asset.
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FY2017 Annual Budget
XIV.XIV.XIV.XIV. DEBT MANAGEMENTDEBT MANAGEMENTDEBT MANAGEMENTDEBT MANAGEMENT
The City of Georgetown recognizes the primary purpose of capital facilities is to provide services to the
community. Using debt financing to meet the capital needs of the community must be evaluated according to
efficiency and equity. Efficiency must be evaluated to determine the highest rate of return for a given investment
of resources. Equity is resolved by determining who should pay for the cost of capital improvements. In meeting
demand for additional services, the City will strive to balance the needs between debt financing and “pay as you
go” methods. The City realizes that failure to meet the demands of growth may inhibit its continued economic
viability, but also realizes that too much debt may have detrimental effects on the City’s long-range financial
condition.
The City will issue debt only for the purpose of acquiring or constructing capital assets for the general benefit of
its citizens and to allow it to fulfill its various purposes as a city.
A Debt Condition Update report will be provided annually.
A. Usage of Usage of Usage of Usage of DebtDebtDebtDebt – Long-term debt financing will be considered for non-continuous capital improvements of
which future citizens will be benefited. Alternatives for financing will be explored prior to debt issuance and
include, but not limited to:
• Grants
• Use of Reserve Funds
• Use of Current Revenues
• Contributions from developers and others
• Leases
• Impact Fees.
When the City utilizes long-term financing, it will ensure that the debt is soundly financed by
conservatively projecting revenue sources that will be used to pay the debt. It will not finance the
improvement over a period greater than the useful life of the improvement and it will determine that
the cost benefit of the improvement, including interest costs, is positive to the community.
The City may utilize the benefits of short-term debt financing to purchase operating equipment provided
the debt doesn’t extend past the useful life of the asset and the potential impact to the tax rate is within
policy guidelines. The I & S (interest and sinking) portion of the tax rate cannot exceed $0.04 for short-
term debt (3-10 years).
B. Types of Debt Types of Debt Types of Debt Types of Debt
1. General Obligation Bonds (GO’s) – General obligation bonds must be authorized by a vote of the
citizens of Georgetown. They are used only to fund capital assets of the general government and
are not to be used to fund operating needs of the City. The City’s ad valorem taxing authority backs
general obligation bonds. Conditions for issuance of general obligation debt include:
• When the project will have a significant impact on the tax rate;
• When the project may be controversial even though it is routine in nature; or
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FY2017 Annual Budget
• When the project falls outside the normal bounds of projects the City has typically done.
For debt programs that include multiple projects that will be issued over multiple years at the
discretion of the City Council, the City may approve a Contract wContract wContract wContract with the Votersith the Votersith the Votersith the Voters to manage future
property tax rate impacts. The Contract with the Voters will be included in educational information
for all applicable GO Bond elections, and will include a maximum annualannualannualannual tax rate increase and a
cumulative total per bond authorization maximum tax rate increase. The City will include these
impacts in its annual Debt Condition report.
The City Council will carefully manage the unissued GO Bond authorization unissued GO Bond authorization unissued GO Bond authorization unissued GO Bond authorization through annual review of
related projects to ensure full disclosure on future timing of projects included in the bond package.
Timing of authorized projects and related bond issuance will be included in the Annual Budget and
published on the City’s website. Any changes to this schedule require specific Council authorization.
2. Revenue Bonds – Revenue bonds will be issued to provide for the capital needs of any activities
where the capital requirements are necessary for the continuation or expansion of a service. The
improved activity shall produce a revenue stream to fund the debt service requirements of the
necessary improvement to provide service expansion. The average life of the obligation should not
exceed the useful life of the asset(s) to be funded by the bond issue, and will generally be limited to
no more than twenty (20) years. An exception can be made for plant expansions or related system
expansions whose useful life is in excess of 30 years. A cost benefit analysis will be done to fully
disclose the impacts of extending debt beyond 20 years.
3. Certificates of Obligation, Contract Obligations (CO’s) – Certificates of obligation or contract
obligations may be used to fund capital requirements that are not otherwise funded by general
obligation or revenue bonds. Debt service for CO’s may be either from general revenues (tax-
supported) or supported by a specific revenue stream(s) or a combination of both. Typically, the City
may issue CO’s when the following conditions are met:
• When the proposed debt will have minimal impact on future effective property tax rates;
• When the projects to be funded are within the normal bounds of City capital requirements, such
as for roads, parks, various infrastructure and City facilities and equipment; and
• When the average life of the obligation does not exceed the useful life of the asset(s) to be
funded by the issue.
Certificates of obligation will be the least preferred method of financing and will be used with
prudent care and judgment by the City Council. Every effort will be made to ensure public
participation in decisions relating to debt financing.
4. Self-supporting General Obligation Debt – Refers to certificates of obligation issued for a specific
purpose and repaid through dedicated revenues other than ad valorem taxes. The annual debt
requirements are not included in the property tax calculation. Both the Airport and Stormwater
Drainage funds will issue this type of debt. In addition, the Electric and Water Services Funds can
utilize this method of funding non-system capital assets. The City also issues debt on behalf of the
Georgetown Transportation Enhancement Corporation (GTEC) and the Georgetown Economic
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FY2017 Annual Budget
Development Corporation (GEDCO) whom then pledge 4A and 4B sales tax revenue for the
repayment of that debt.
5. Internal borrowing between City Funds – The City can authorize use of existing long-term reserves
as “loans” between funds. The borrowing fund will repay the loan at a rate consistent with current
market conditions. The loan will be repaid within ten (10) years. The loan will be considered an
investment of working capital reserves by the lending fund.
6. Other Short-term Borrowing – The City may authorize the issuance of Public Property Finance
Contractual Obligations (PPFCO) which is short-term obligations for the acquisition of personal public
property, such as equipment. PPFCOs are payable from either ad valorem taxes or another dedicated
revenue stream. Each issuance will be assessed to ensure cost effectiveness and the repayment
schedule will not exceed the useful life of the asset. Multiple equipment acquisitions can be grouped
in a single PPFCO issue in order to develop economies of scale.
C. Method of SaleMethod of SaleMethod of SaleMethod of Sale – The City will use a competitive bidding process in the sale of bonds unless conditions in the
bond market or the nature of the issue warrant a negotiated bid. In such situations, the City will publicly
present the reasons for the negotiated sale. The City will rely on the recommendation of the financial advisor
in the selection of the underwriter or direct purchaser. The financial advisor must meet all licensing
requirements and comply with all Municipal Securities Rulemaking Board (MSRB) regulations. The City’s
financial advisor will not act as the underwriter on any City bond issue.
D. DisclosureDisclosureDisclosureDisclosure –––– Full disclosure of operating costs along with capital costs will be made to the bond rating
agencies and other users of financial information. The City staff, with assistance of the financial advisor and
bond counsel, will prepare the necessary materials for presentation to the rating agencies and will aid in the
production of the Preliminary Official Statements. The City will take responsibility for the accuracy of all
financial information released.
E. Federal RequirementsFederal RequirementsFederal RequirementsFederal Requirements – The City will maintain written procedures to follow post issuance compliance rules,
arbitrage rebate and other Federal requirements.
• Post issuance tax compliance rules will include records retention, arbitrage rebate, use of
proceeds, and
• Continuing disclosure requirements under SEC Rule 15c2-12, MSRB standards, or as may be
required by bond covenants or related agreements.
F. Debt StructuringDebt StructuringDebt StructuringDebt Structuring – The City will issue bonds with an average life of twenty (20) years or less, not to exceed
the useful life of the asset acquired. The structure should approximate level debt service unless operational
matters dictate otherwise. Market factors, such as the effects of tax-exempt designations, the cost of early
redemption options and the like, will be given consideration during the structuring of long term debt
instruments. Exceptions to the 20 year average life include debt issues for major system expansions, such as
water, sewer or electric plants, in which case the City may issue debt greater than 20 years since the average
life of the asset exceeds 30 years. A cost benefit analysis indicating the impacts of extending debt beyond
20 years will be completed.
G. Debt Debt Debt Debt Coverage RatioCoverage RatioCoverage RatioCoverage Ratio – Refers to the number of times the current combined debt service requirements or
payments would be covered by the current operating revenues net of on-going operating expenses of the
City’s combined utilities (Electric, Water, and Wastewater). The City will maintain a minimum debt service
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FY2017 Annual Budget
coverage ratio of 1.5 times for these utilities as a whole. The bond ordinances allow the City to forego a debt
reserve fund for its utility debt if the coverage is maintained at 1.35 times or better. A coverage ratio of 1.5
times will also be required for all funds issuing self-supporting debt.
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– Debt coverage ratio FY2017 in compliance.Debt coverage ratio FY2017 in compliance.Debt coverage ratio FY2017 in compliance.Debt coverage ratio FY2017 in compliance.
H. Bond Reimbursement ResolutionsBond Reimbursement ResolutionsBond Reimbursement ResolutionsBond Reimbursement Resolutions – The City may utilize bond reimbursements as a tool to manage its debt
issues, due to arbitrage requirements and project timing. In so doing, the City uses its capital reserve "cash"
to delay bond issues until such time when issuance is favorable and beneficial to the City.
The City Council may authorize a bond reimbursement resolution for General Capital projects that have a
direct impact on the City's ad valorem tax rate when the bonds will be issued within the term of the existing
City Council. In the event of unexpected circumstances that delay the timing of projects, or market
conditions that prohibit financially sound debt issuance, the approved project can be postponed and
considered by a future council until circumstantial issues can be resolved.
The City Council may also authorize revenue bond reimbursements for approved utility and other self-
supporting capital projects within legislative limits. Currently revenue bonds must be issued within 18
months after an eligible bond funded project is begun.
The total outstanding bond reimbursements may not exceed the total amount of the City’s reserve funds.
XV.XV.XV.XV. OTHER FOTHER FOTHER FOTHER FUNDING ALTERNATIVESUNDING ALTERNATIVESUNDING ALTERNATIVESUNDING ALTERNATIVES
When at all possible, the City will research alternative funding opportunities prior to issuing debt or
increasing user-related fees.
A. GrantsGrantsGrantsGrants – All potential grants will be examined for any matching requirements and the source of those
requirements identified. A grant funding worksheet, reviewed by Finance, that clearly identifies funding
sources, outcomes and other relevant information will be presented and approved by the City Council prior
to any grant application being submitted. It must be clearly understood that any resulting operation
requirements of the grant could be discontinued once the term and conditions of the project have been
terminated. The City Council must authorize acceptance of any grant funding.
B. Use of Reserve FundsUse of Reserve FundsUse of Reserve FundsUse of Reserve Funds – The City may authorize the use of reserve funds to potentially delay or eliminate a
proposed bond issue. This may occur due to higher than anticipated fund balances in prior years, thus
eliminating or reducing the need for debt proceeds, or postpone a bond issue until market conditions are
more beneficial or timing of the related capital improvements does not correspond with the planned bond
issue. Reserve funds used in this manner are replenished upon issuance of the proposed debt.
C. Developer ContributionsDeveloper ContributionsDeveloper ContributionsDeveloper Contributions – The City will require developers who negatively impact the City's utility capital
plans offset those impacts. These policies are further defined within the City's utility line extension policy
and other development regulations.
D. LeasesLeasesLeasesLeases – The City may authorize the use of lease financing for certain operating equipment when it is
determined that the cost benefit of such an arrangement is advantageous to the City.
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E. Impact FeesImpact FeesImpact FeesImpact Fees – The City will impose impact fees as allowable under state law for both water and wastewater
services. These fees will be calculated in accordance with statute and reviewed at least every three years.
All fees collected will fund projects identified within the Fee study and as required by state laws.
XVI.XVI.XVI.XVI. FINANCIAL CONDITIONS, RESERVES, AND STABILITY RATIOSFINANCIAL CONDITIONS, RESERVES, AND STABILITY RATIOSFINANCIAL CONDITIONS, RESERVES, AND STABILITY RATIOSFINANCIAL CONDITIONS, RESERVES, AND STABILITY RATIOS
The City of Georgetown will maintain budgeted minimum reserves in the ending working capital/fund balances
to provide a secure, healthy financial base for the City in the event of a natural disaster or other emergency,
allow stability of City operations should revenues fall short of budgeted projections and provide available
resources to implement budgeted expenditures without regard to actual timing of cash flows into the City.
A. Operational CoverageOperational CoverageOperational CoverageOperational Coverage – The City’s goal is to maintain operations coverage of 1.0 (one), such that operating
revenues will at least equal or exceed current operating expenditures. Deferrals, short-term loans, or one-
time sources will be avoided as budget balancing techniques. Reserves will be used only for emergencies or
non-recurring expenditures, except when balances can be reduced because their levels exceed guideline
minimums as stated below.
1. Operating Reserves – The City will maintain reserves at a minimum of seventy-five (75) days (20.83%)
of net budgeted operating expenditures. Net budgeted operating expenditure is defined as total
budgeted expenditures less interfund transfers and charges, general debt service (tax supported),
direct cost for purchased power and payments from third party grant monies. The amount of these
funds are allocated within the following operating funds and using the following guidelines to
maintain the fund balance, working capital and retained earnings (reserves) of the various operating
funds at levels sufficient to protect the City’s creditworthiness, as well as, its financial position from
unforeseeable emergencies.
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– Total reserves FY2017 in compliance.Total reserves FY2017 in compliance.Total reserves FY2017 in compliance.Total reserves FY2017 in compliance.
2. General Fund – The fund balance reserve in the General Fund should equal ninety (90) days or 25%
of annual budgeted General Fund operating expenditures. Reserves are allocated as follows:
a. Base Level Reserve – will equal ninety (90) days of current year budgeted operating expenditures
which will be designated for emergency use only. If the Base Level Reserve is used during the
fiscal year, the balance must return to the ninety (90) day requirement within the following fiscal
year’s adopted budget.
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– General Fund General Fund General Fund General Fund ReserveReserveReserveReserve FY2017 in compliance.FY2017 in compliance.FY2017 in compliance.FY2017 in compliance.
b. Economic Uncertainty Reserve – will equal up to 6% of current year budgeted operating
expenditures. The reserve will be designated to temporarily offset a decline in any General Fund
revenue source during the current fiscal year or in planning the future budget year. The reserve
may be used when growth in any General Fund revenue source from one fiscal year to the next
is below zero. The reserve will be available to support only existing programs approved in a prior
fiscal year. Used funds shall be restored up to the 6% reserve as soon as practical.
3. Tourism Fund – A minimum sixty days (60) or 16.67% of operating expenditures will be reserved
within the fund balance. These funds are designated to be used to offset any potential revenue
shortfall that occurs during the fiscal year and should be replenished in the following fiscal year’s
budget.
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FY2017 Annual Budget
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– Tourism Fund Reserve FY2017 in complTourism Fund Reserve FY2017 in complTourism Fund Reserve FY2017 in complTourism Fund Reserve FY2017 in compliance.iance.iance.iance.
4. Water Services Fund – Working capital reserves should be 25% or ninety (90) days of operating
expenses, net debt service and long-term water contract costs. These reserves are designated to be
used to offset potential revenue shortfalls or fund unexpected or emergency expenses that occur
during the fiscal year. These reserves should be replenished in the following budget cycle.
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– Water Fund Reserve FY2017 in compliance.Water Fund Reserve FY2017 in compliance.Water Fund Reserve FY2017 in compliance.Water Fund Reserve FY2017 in compliance.
5. Stormwater Drainage Fund – $250,000 for unforeseen emergencies or other potential revenue
shortfalls.
ComplianComplianComplianCompliance Statusce Statusce Statusce Status –––– Stormwater Fund Reserve FY2017 in compliance.Stormwater Fund Reserve FY2017 in compliance.Stormwater Fund Reserve FY2017 in compliance.Stormwater Fund Reserve FY2017 in compliance.
6. Electric Fund – The remaining balance to meet the citywide requirement of seventy-five (75) days of
reserve funds will be maintained within this fund. It can be used for unforeseen emergencies and
expenditures. The Rate Stabilization Account and the Power Contract Credit Reserve are not
included in this Contingency Reserve.
Compliance StatusCompliance StatusCompliance StatusCompliance Status –––– Electric Fund Reserve FY2017 in compliance.Electric Fund Reserve FY2017 in compliance.Electric Fund Reserve FY2017 in compliance.Electric Fund Reserve FY2017 in compliance.
For all other non-enterprise funds, the fund balance is an indication of the balance of each particular fund at
a specific time. The ultimate goal of each such fund is to have expended the fund balance at the conclusion
of the activity for which the fund was established.
Reserve requirements will be calculated as part of the annual budget process and any additional required
funds to be added to the reserve balances will be appropriated within the budget.
Funds in excess of the minimum reserves within each fund may be expended for City purposes at the will of
the City Council once it has been determined that use of the excess will not endanger reserve requirements
in future years. This action requires an amendment to the City’s Annual Budget and is outlined in Section III.
J. Use of Unanticipated and Unappropriated General Fund Balances.
B. Liabilities and ReceivablesLiabilities and ReceivablesLiabilities and ReceivablesLiabilities and Receivables – Procedures will be followed to maximize discounts and reduce penalties offered
by creditors. Current liabilities will be paid within 30 days of receiving the invoice. Accounts Receivable
procedures will target collection for a maximum of 30 days of service. The Finance Director is authorized to
write-off non-collectible, non-utility accounts that are delinquent for more than 180 days, and utility
accounts delinquent more than 180 days, provided proper delinquency procedures have been followed, and
include this information in the annual report to the City Council.
C. Capital Project FundsCapital Project FundsCapital Project FundsCapital Project Funds – Every effort will be made for all monies within the Capital Project Funds to be
expended in a timely manner preferably within thirty-six (36) months of receipt. The fund balance will be
invested and income generated will offset increases in construction costs or other costs associated with the
project. Capital project funds are intended to be expended totally, with any unexpected excess to be
transferred to the Debt Service fund to service project-related debt service.
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FY2017 Annual Budget
D. General Debt Service FundsGeneral Debt Service FundsGeneral Debt Service FundsGeneral Debt Service Funds – Revenues within this fund are stable, based on property tax revenues. Balances
are maintained to meet contingencies and to make certain that the next year’s debt service payments may
be met in a timely manner. Fund balance should not fall below 45 days annual debt service requirements, in
accordance with IRS guidelines.
E. Investment of Reserve FundsInvestment of Reserve FundsInvestment of Reserve FundsInvestment of Reserve Funds – The reserve funds will be invested in accordance with the City’s investment
policy. Existing non-cash investment would be exempt through retirement of the investment.
F. Ratios/Trend AnalysisRatios/Trend AnalysisRatios/Trend AnalysisRatios/Trend Analysis – Ratios and significant balances will be incorporated into both the mid-year and annual
reports to the City Council. This information will provide users with meaningful data to identify major trends
of the City's financial condition through analytical procedures. The following ratios/balances will be used as
key financial indicators:
• Fund Balance/Equity: Assets - liabilities
FB/E AL (Acceptable level) minimum reserve requirement
• Working Capital: Current assets less current liabilities
CA - CL AL minimum reserve requirement
• Current Ratio: Current assets divided by current liabilities
CA/CL AL > 1.00
• Quick Ratio: "Liquid" current assets divided by current liabilities
Liquid CA/CL AL > 1.00
• Debt/Assessed AV Taxes : Debt divided by assessed Ad Valorem value
D/AV AL < 5
• Debt Ratio: Current liabilities plus long-term liabilities divided by total
assets
CL +LTL/TA AL < 1
• Enterprise Operating Coverage: Operating revenue divided by operating expense
OR/OE AL > 1.25
• Times Coverage Ratio: Operating revenue less operating expense divided by
annual debt service
(OR-OE)/DSV AL > 1.5
The City will be to develop minimum/maximum levels for the above ratios/balances through analyzing
of City historical trends and future projections. These ratios will also be compared to other similar or
regional municipalities for further analysis.
XVII.XVII.XVII.XVII. IIIINTERNAL CONTROLSNTERNAL CONTROLSNTERNAL CONTROLSNTERNAL CONTROLS
A. Written ProceduresWritten ProceduresWritten ProceduresWritten Procedures – Wherever possible, written procedures will be established and maintained by the
Finance Director for all functions involving cash handling and/or accounting throughout the City. These
procedures will embrace the general concepts of fiscal responsibility set forth in this policy statement.
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FY2017 Annual Budget
B. Internal Audit ProgramInternal Audit ProgramInternal Audit ProgramInternal Audit Program – An internal audit program will be maintained by the Finance Director to ensure
compliance with City policies and procedures and to prevent the potential for fraud.
1. Departmental Audits – departmental processes will be reviewed to ensure dual control of City assets
and identify the opportunity for fraud potential, as well as, to ensure that departmental internal
procedures are documented and updated as needed.
2. Employees or Transaction Review – Programs to be audited include Petty Cash, City Credit Card
accounts, time entry, and travel. All discrepancies will be identified, and the employee’s Director
will be notified. The City Manager will also be notified depending on the seriousness of the
infraction.
3. The Finance Director and City Manager will present an annual audit plan to the General Government
and Finance board. Results of all internal audits will be provided to the GGAF and City Council at
year-end.
C. Directors ResponsibilityDirectors ResponsibilityDirectors ResponsibilityDirectors Responsibility – Each Director is responsible for ensuring that good internal controls are followed
throughout their department, that all Finance Division directives are implemented and that all independent
auditor internal control recommendations are addressed. Departments will develop and periodically update
written internal control procedures.
Page 48 of 62
City of Georgetown, Texas
Government and Finance Advisory Board
November 30, 2016
SUBJECT:
Disc ussion and p o s s ib le ac tion to rec o mmend to C o uncil the City’s Investment Polic y changes for 2017 –
Leigh Wallace, Financ e Directo r
ITEM SUMMARY:
The p urpos e of the Investm ent Policy (P o licy) is to p ro vide the framewo rk fo r managing the City’s
inves tments in a way that mitigates ris k while o p timizing returns . The p o lic y is mo d eled after Public Funds
Inves tment Ac t (PF IA) recommend ations .
Ac cording to the Act, Counc il mus t ap prove the p o licies o n an annual bas is . The City’s Investment
Advis o rs , Valley View Cons ulting, have rec ommend ed updates to the polic y that are o utlined in the
p res entation. The full vers io n o f the p o licies with tracked c hanges is also provid ed .
The General Government and Financ e (GGAF) Board recommend ed the polic ies to Counc il at the meeting
Novemb er 30, 2016.
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Leigh Wallace, Financ e Directo r
ATTACHMENTS:
Description Type
Inves tment Policy Overview Pres entation Pres entation
Inves tment Policy Res olution Res olution Letter
Inves tment Policy Res olution FY 2017 Tracked Changes Backup Material
Page 49 of 62
11/23/2016
1
FY2017 Annual Budget
GGAF November 30, 2016
City Council December 13, 2016
Investment Policies
2017
1
FY2017 Annual Budget
Purpose
•The Investment Policy sets the objectives and rules
for investing the City’s available cash and reserves
•The Policy follows all of the rules in the Public Funds
Investment Act and is recommended by the
Investment Advisors
•Council required to review the policy annually
•Last reviewed April 2016
•Updated training requirements of investment officers
•Updated list of approved broker/dealers
2
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11/23/2016
2
FY2017 Annual Budget
Administrative Changes
(Document what we’re already doing in practice)
•Officially document investment procedures and
internal controls
•Explicitly state all transactions will be through a
competitive process with minimum 3 bids
•Align policy language more closely with Public Funds
Investment Act
•Training requirement for Investment Officers
•All investments must be of highest quality
•City Council approves list of brokers/dealers
3
FY2017 Annual Budget
Substantive Changes
•Resolve conflicting language on maximum length of
investments
•operating funds, contingency reserves, bond proceeds
•Single maturity may not exceed 3 years
•Changes to approved list of Broker/Dealers
•Add Hilltop Securities
•Add MultiBank Securities
•Add Wells Fargo Securities
•Add FTN Financial Capital Markets
•Remove Coastal Securities
•Remove JPMorganChase Securities
•Remove UBS Paine Webber
4
Page 51 of 62
Resolution Number: ___________________________ Page 1 of 1
Description: Investment Policy
Date Approved: December 13, 2016
RESOLUTION NO. ____________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GEORGETOWN,
TEXAS, AMENDING THE EXISTING CITY OF GEORGETOWN INVESTMENT
POLICY EFFECTIVE DECEMBER 13, 2016.
WHEREAS, the goal of the City of Georgetown is to implement an investment policy
that utilizes all current municipal investment practices, while ensuring the safety and
availability of all funds entrusted to the City in compliance with state federal, state and local
laws; and
WHEREAS, the City Council of the City of Georgetown has reviewed the investment
policy; and
WHEREAS, the City Council of the City of Georgetown wishes to amend its
Investment Policy (as last amended April 26, 2016); and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
GEORGETOWN, TEXAS, THAT:
SECTION 1. The facts and recitations contained in the preamble of this resolution are
hereby found and declared to be true and correct, and are incorporated by reference herein
and expressly made a part hereof, as if copied verbatim. The enactment of this resolution is
not inconsistent or in conflict with any 2030 Plan Policies.
SECTION 2. The Investment Policy attached as Exhibit “A” is hereby adopted by the
City Council of the City of Georgetown, Texas.
SECTION 3. This resolution shall be effective immediately upon adoption.
RESOLVED this 13th day of December 2016.
ATTEST: THE CITY OF GEORGETOWN:
Shelley Nowling By: Dale Ross
City Secretary Mayor
APPROVED AS TO FORM:
Charles McNabb
City Attorney
Page 52 of 62
City of Georgetown Investment Policy Page 1
CITY OF GEORGETOWN, TEXAS
INVESTMENT POLICY
As amended April 26, 2016December 13, 2016
SECTION 1: SCOPE & OBJECTIVES
1.1 SCOPE
This Investment Policy applies to all financial assets of the City of Georgetown, Texas, which
includes the City of Georgetown Economic Development Corporation and the Georgetown
Transportation Enhancement Corporation, held in all funds.
1.2 STATEMENT OF CASH MANAGEMENT PHILOSOPHY
The City will maintain a comprehensive cash management program to include the effective
collection of all accounts receivable, the prompt deposit of receipts to the City's bank accounts,
the payment of obligations to comply with State law and in accord with vendor invoices, and the
prudent investment of idle funds in accord with this Policy.
1.3 OBJECTIVES
The City's investment program will be conducted to comply with Texas Government Code Chapter
2256 (the Public Funds Investment Act) and accomplish the following objectives, listed in priority
order:
1. Safety. The City will give priority to the preservation and safety of the principal
invested. Investments will be made in a manner that will mitigate credit risk and
interest rate risk.
2. Liquidity. The City will maintain the availability of sufficient cash to pay obligations
of the City when they are due.
3. Public Trust. Investment Officers shall seek to act responsibly as custodians of
the public trust. Investment Officers shall avoid transactions that might impair
public confidence in the City’s ability to govern effectively.
4. Yield. The City will invest idle cash in a manner that will maximize earnings to the
greatest extent possible, consistent with State and local laws and the objectives of
safety and liquidity listed above.
It is also the objective of the City to diversify its investments to eliminate the risk of loss resulting
from over concentration of assets in a specific maturity, a specific issuer or a specific class of
investments, when appropriate. It is the intent of the City to hold investments to maturity.
SECTION 2: STANDARD OF CARE
2.1 PRUDENCE
Investments will be made with judgment and care, under circumstances then prevailing, that
persons of prudence, discretion, and intelligence exercise in the management of their own affairs,
not for speculation, but for investment, considering the probable safety of their capital and the
probable income to be derived. The City Council recognizes that in maintaining a diversified
portfolio, occasional measured losses due to market volatility are inevitable and must be
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City of Georgetown Investment Policy Page 2
considered within the context of the overall portfolio's investment return, provided that adequate
diversification has been implemented.
In determining whether an Investment Officer has exercised prudence with respect to an
investment decision, the determination shall be made taking into consideration:
A. The investment of all funds, or funds under the City’s control, over which the Officer had
responsibility rather than a consideration as to the prudence of a single investment.
B. Whether the investment decision was consistent with the written Investment Policy of the
City.
The Investment Officer, acting in accordance with written procedures and exercising due
diligence, shall not be held personally responsible for a specific investment's adverse credit risk
or market price changes, provided that these deviations are reported immediately to the City
Manager and/or the City Council and that appropriate action is taken to control adverse
developments.
2.2 ETHICS & CONFLICT OF INTEREST
Investment Officers and employees involved in the investment process will refrain from personal
business activity that could conflict with the proper execution of the investment program, or which
could impair their ability to make impartial investment decisions. Investment Officers and
employees will comply with all disclosure and reporting requirements of Section 2256.005 (Ii) of
the Texas Government Code.
2.3 DELEGATION OF AUTHORITY
The Finance Director and Controller are the City's Investment Officers. The Finance Director is
responsible for overall management of the City's investment program and may direct the other
Investment Officers in their his/her duties. Accordingly, the Investment Officers are responsible
for day-to-day administration of the investment program and for the duties listed below:
1. Maintain current information as to available cash balances in City accounts, and
as to the amount of idle cash available for investment;
2. Make investments and maintain written procedures for the operation and internal
control of the investment program consistent with this Policy;
3. Ensure that all investments are adequately secured; and
4. Attend training relating to investment responsibilities under this Policy as required
by Section 2256.008 (a) of the Texas Government Code. and ensure that any staff
executing transactions covered by this Policy attend the required training. The
investment training shall be attended within twelve (12) months of attaining the
position and receive not less than ten (10) hours, and thereafter, not less than once
in a two-year period that begins on the first day of the City’s fiscal year and consists
of the two consecutive fiscal years after that date and receive not less than 8 hours
of instruction Ten (10) hours of investment training must be completed within
twelve (12) months of attaining the position of Investment Officer, and thereafter,
eight (8) hours of training must be completed within a two-year period that begins
on the first day of the City’s fiscal year and consists of the two consecutive fiscal
years after that date. To ensure quality and capability of investment management,
all Investment Officers shall receive training from an independent source that
addresses investment controls, security risks, strategy risks, market risks,
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City of Georgetown Investment Policy Page 3
diversification of investment portfolios, and compliance with the Public Funds
Investment Act. The Ttraining must be sponsored by any of the following
organizations is approved:
Texas Municipal League
Government Finance Officers Association of Texas (GFOAT)
Government Finance Officers Association of the United States and Canada
Government Treasurers’ Organization of Texas (GTOT)
University of North Texas
Texas Tech University Center for Professional Development
Unless authorized by by State or local laws as provided above, no person may deposit, withdraw,
transfer or manage in any other manner the funds of the City.
SECTION 3: INVESTMENT STRATEGIES
3.1 OPERATING FUNDS
Operating Funds are defined as cash and investments used for day- to- day operations that do
not fall into one of the other categories. Operating fFunds will be invested in a manner suitable
for funds requiring a high degree of liquidityto provide adequate liquidity for the anticipated
operating needs of the City. Investments of Operating Funds shall be limited to a weighted
average maturity no greater than one year and any one investment may not exceed 36 months
without authorization by the City Manager., and aAll investment instruments must meet credit and
safety criteria as required by the Public Funds Investment Act and this Policy. All investments
shall be of high quality with no perceived default risk. Involuntary liquidation of Operating Fund
investments is unlikely due to their short term natureOperating Funds will remain sufficiently liquid
to enable the City to meet operating requirements that may be reasonably anticipated. If utilized,
However, should a liquidation of investments prior to maturity be necessary, their short term
nature will make material losses unlikelysecurities with active and efficient secondary markets are
necessary in the event of unanticipated cash requirements. Operating Funds’ investments
maturities will be diverse staggered based on the City’s anticipated operating needs, and the
investments may include financial institution deposits, U.S. treasuries and agencies, investment
pools, and money market mutual funds. Investment of Operating Funds will be structured to attain
the highest possible yield given the liquidity and safety requirements.
3.2 CONTINGENCY RESERVES (or operating reserves)
Contingency Reserves are the minimum fund balance/working capital requirements as defined
by City Council in the Annual Operating Plan. Contingency Reserves’ balances may be used to
cover any cash operating shortfalls due to the timing of bond issues, revenue receipts, etc. The
funds will be invested in a manner suitable to cover operating shortfalls that may be reasonably
anticipated. All investment instruments must meet credit and safety criteria as required by the
Public Funds Investment Act and this Policy. All investments shall be of high quality with no
perceived default risk. Investments of these funds may exceed 24 months with prior approval of
the City Manager if short term cash flow needs are not evident. . Any one investment may not
exceed 36 months in maturity length. The weighted average maturity for these funds may not
exceed 24 months. Contingency Reserves investments will remain sufficiently liquid to meet City
needs in the event of an operating shortfall, and if utilized, securities with active and efficient
secondary markets will provide marketability necessary should the need arise to liquidate the
investment prior to maturityInvoluntary liquidation of Contingency Reserve investments is unlikely
due to their nature. However, should a liquidation of investments prior to maturity be necessary,
the comparatively longer term nature of some of the investments could result in material losses
depending on financial and economic conditions. Contingency Reserves’ investments maturities
will be diverse to cover possible operating shortfalls, and the investments may include financial
institution deposits, U.S. treasuries and agencies, investment pools, and money market mutual
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City of Georgetown Investment Policy Page 4
funds. Investment of Contingency Reserves will be structured to attain the highest possible yield
given the liquidity and safety requirements.
3.3 DEBT
3.3.1 Reserves. Debt rReserves are defined as bond reserve funds required to be set
aside in accordance with bond covenants. The City’s bond covenants do not require the
City to maintain any reserve funds. Therefore, the City’s investments are not adversely
affected by any reserve requirement conditions.
3.3.2 Interest & Sinking (or debt service funds). Interest and sSinking funds are
defined as those funds accumulated to meet periodic payments required by bond and note
maturity schedules. The investment maturities are limited by pertinent debt service
requirements and tax laws limiting accumulation and earnings for such funds, and
investments should be made in a manner suitable to comply with applicable requirements
and payment schedules. The investments must meet credit and safety criteria as required
by the Public Funds Investment Act and this Policy. All investments shall be of high quality
with no perceived default risk. The funds shall be invested to ensure adequate funding
for each consecutive debt service payment, but shall not exceed the debt service
schedule. Involuntary liquidation of investments is highly unlikely due to the nature of
these funds. Interest and sSinking fund investments maturities will be diverse diversified
by matching them to the debt service payments of the City, and the investments may
include financial institution deposits, U.S. treasuries and agencies, investment pools, and
money market mutual funds. Investment of Interest and Sinking funds will be structured to
attain the highest possible yield given the liquidity and safety requirements.
3.4 BOND PROCEEDS (capital improvement funds)
Bond proceed funds are defined as those funds received from the sales of City bonds or notes
and not otherwise set aside for debt service or reserve purposes. These funds typically include
money to fund infrastructure, construction, or other large projects. The investment maturities are
limited by pertinent project draw requirements, applicable bond covenants, and tax laws
governing earnings for such funds, but may not have a weighted average maturity in excess of
one year, with no single security greater than 24 36 months, unless a flexible repurchase
agreement is used in accordance with Section 4.1.5 of this Policy. Investments must meet credit
and safety criteria as required by the Public Funds Investment Act and this Policy, and should be
made in a manner suitable to meet project requirements. All investments shall be of high quality
with no perceived default risk. Involuntary liquidation of investment is highly unlikely due to the
project- specific nature of these funds. The funds shall be invested to match projected cash flow
requirements with sufficient liquidity to meet unanticipated project outlays, and maturities shall not
exceed the expected project completion dates. Bond proceed investments maturities will be
diverse to provide necessary liquidity based on project needs, and investments may include
financial institution deposits, flexible repurchase agreements, U.S. treasuries and agencies,
investment pools, and money market mutual funds. Investment of Bond Proceeds will be
structured to attain the highest possible yield given the liquidity and safety requirements.
SECTION 4: AUTHORIZED INVESTMENTS
4.1 ALLOWABLE AUTHORIZED INVESTMENTS
City funds may be invested in the following instrumentsauthorized investments:
4.1.1 Financial Institution Deposits. Certificates of Deposit and other evidences of
deposit at a financial institution that, a) has its main office or a branch office in Texas and
is guaranteed or insured by the Federal Deposit Insurance Corporation or its successor,
b) is secured by obligations in aor in any other manner and amount provided by law for
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deposits of the City, or c) is executed through a depository institution or approved broker
that has its main office or a branch office in Texas that meets the requirements of the
Public Funds Investment Act. All financial institution deposits in excess of the FDIC
insured amount must be collateralized as described by Section 5.5
COLLATERALIZATION.
4.1.2 U.S. Treasuries and Agencies. Obligations of the United States of America, its
agencies and instrumentalities, including other obligations, the principal and interest of
which are unconditionally guaranteed or insured by, or backed by the full faith and credit
of the United States or its agencies and instrumentalities, including obligations that are
fully guaranteed or insured by the Federal Deposit Insurance Corporation or by the explicit
full faith and credit of the United States.
4.1.3 Investment Pools. Investment pools that meet all requirements of the Public Funds
Investment Act, including the following criteria:
a. An investment pool must provide an offering circular or other similar
disclosure instruments and provide monthly and transaction reporting as
required by Section 2256.016 of the Texas Government Code.
b. Investment in a new pool will require the approval of the City Council.
c. A public funds investment pool created to function as a money market
mutual fund must (1) mark its portfolio to market daily, (2) include in its
investment objectives the maintenance of a stable net asset value of $1 for
each share and (3) be continuously rated no lower than AAAm or at an
equivalent rating by at least one nationally recognized rating service.
4.1.4. Money Market Mutual Funds. No-load money market mutual funds if the fund:
a. Is regulated by the Securities and Exchange Commission;
b. Marks its portfolio to market daily;
c. Includes in its investment objectives the maintenance of a stable net asset
value of $1 for each share;
d. Is continuously rated no lower than AAA or at an equivalent rating by at
least one nationally recognized rating service.
4.1.5. Repurchase Agreements. Fully collateralized repurchase agreements that:
a. Have a defined termination date;
b. Are secured by cash or obligations as allowed by the Public Funds
Investment Act and this Policy;
c. Require independent third party safekeeping of all securities prior to the
release of any funds;
d. Are placed through a primary dealer or financial institution doing business
in this StateTexas; and
e. Do not create a reverse repurchase agreement by the City.
Construction, capital improvement and bond proceed funds may utilize a flexible
repurchase agreement, or similar agreement, that allows expenditure-related
withdrawal of funds, without penalty, with an average life and termination date
limitation based on the anticipated draw schedule. Any repurchase agreement
shall require the execution of a mutually acceptable Repurchase Agreement.
4.1.6. Municipal Issuers. Obligations of:
a. The State of This StateTexas and or its agencies or and instrumentalities;
and
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City of Georgetown Investment Policy Page 6
b. Counties, cities, and other political subdivisions of the State of Texas rated
as to investment quality by a nationally recognized investment rating firm
not less than A or its equivalent.
4.1.7. Other Investments. Other investments as approved by the City Council and not
prohibited by law.
Investment securities purchased prior to this Policy’s revision, that do not meet the revised
requirements of this Policy, are not required to be liquidated. The City shall monitor each
security’s status to determine whether it is in the best interest of the City to hold or liquidate
the security.
4.2 CREDIT RATING REVIEW AND EFFECT OF LOSS OF REQUIRED RATING
Not less than quarterly, the Investment Officers will obtain from a reliable source the current credit
rating for each held investment that has a PFIAPublic Funds Investment Act-required minimum
rating. Any Authorized Investment that requires a minimum rating and does not qualify at any
time during the period, is considered to not have the minimum rating. The City shall take all
prudent measures that are consistent with this Policy to liquidate an investment that does not
have the minimum rating.
4.3 COMPLIANCE WITH STATE LAW
All authorized investments outlined above must meet the requirements of the Public Funds
Investment Act. No investment may be made in any instrument except as provided above.
4.4 CASH ON HAND
Cash resources required for the immediate needs of the City and not otherwise available for
longer term investment will be placed in account(s) at the City's Depository/ Depositories. Such
account(s) will earn interest at the highest rate(s) provided in the respective depository
contract(s).
4.5 LENGTH OF INVESTMENTS
The following general constraints will apply unless further restricted by the strategies in Section 3
of this Policy. Maturities exceeding 36 months will require authorization by the City Manager, with
no single maturity greater than 60 months. Maturities will be staggered to avoid undue
concentration of assets in a specific maturity sector and maturities selected will provide for stability
of income and reasonable liquidity.
SECTION 5: SAFEKEEPING AND CUSTODY
5.1 AUTHORIZED BROKER/DEALERS and INVESTMENT POLICY CERTIFICATION
Authorized investment securities may be purchased only through brokers/dealers who are
licensed and in good standing with the Texas Department of Securities, the Securities Exchange
Commission, the Financial Industry Regulatory Authority, or other applicable self-regulatory
organization. The Investment OfficersCity Council will, maintain at least annually, review, revise,
and adopt a list of broker/dealers who are authorized to provide investment servicesengage in
investment transactions with the City. The list is approved and included in Attachment “A” of this
Policy.
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City of Georgetown Investment Policy Page 7
Before engaging in investment transactions with a financial institution, broker/dealer, Investment
Pool, or Money Market Mutual Fund, the Investment Officers will have received from said firm a
signed Certification Form. This form will attest that the individual responsible for the City’s account
with that firm has received and reviewed the City’s Investment Policy and that the firm has
implemented reasonable procedures and controls in an effort to preclude imprudent activities
arising out of investment transactions conducted between the City and the firm. The letter must
be signed by a qQualified rRepresentative as defined by the Public Funds Investment ActSection
2256.002, of the Texas Government Code.
“Qualified Representative” means a person who holds a position with a business organization
who is authorized to act on behalf of the business organization and who is one of the following:
(1) for a business organization doing business that is regulated by or registered with a securities
commission, a person who is registered under the rules of the Financial Industry Regulatory
Authority;
(2) for a state or federal bank, a savings bank or state or federal credit union, a member of the
loan committee for the bank or branch of the bank or a person authorized by corporate resolution
to act on behalf of and bind the banking institution;
(3) for an investment pool, the person authorized by the elected official or board with authority to
administer the activities of the investment pool to sign the written instrument on behalf of the
investment pool, or
(4) for an investment management firm registered under the Investment Advisers Act of 1940 or,
if not subject of registration under the Act, registered with the State Securities Board, a person
who is an officer or principal of the investment management firm.
5.2 AUTHORIZED FINANCIAL INSTITUTIONS
Financial institution deposits and other evidences of deposit may be purchased at qualified City
Depositories and other financial institutions. Qualifications will be determined by the Investment
Officers. The City must have a written agreement with the Depository and other financial
institutions, and that depository and other financial institutions must meet all State Laws for
deposit of public funds. The City's main operating Depository/Depositories will be selected as
provided by law and the City’s purchasing procedure.
5.3 INTERNAL CONTROLS
The Finance Director will establish and maintain procedures for the execution of the investment
program and these procedures will address internal controls to mitigate risks of intentional or
inadvertent mismanagement or misappropriation of funds.
All investment transactions will be documented by the Investment Officers. The Investment
Officers, or through the City’s Investment Advisor, may make investments orally, but will follow
promptly with a written confirmation to the financial institution or broker/ dealer, with a copy of
such confirmation retained in the City's files.
All trades, purchases, and sales, excluding cash equivalent transactions, will be completed
through a competitive process.
On investments, the Investment Officers will solicit competitive quotes. Where appropriate, at
least two three (23) quotations will be solicited for each such investment made.
Market value of the portfolio and each investment will be monitored at least quarterly through
industry standard publications/sources for market data such as, but not limited to, The Wall Street
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City of Georgetown Investment Policy Page 8
Journal or Bloomberg. Market value may also be determined through the City’s investment
software application, which uses industry standard publications/sources for its market data.
5.4 SAFEKEEPING
All securities purchased by the City under this Policy must be designated as assets of the City,
must be conducted settled on a delivery-versus-payment (DVP) basis, and must be protected
through the use of a third- party custody/safekeeping agent. The City will enter into a formal
agreement with an institution of such size and expertise as is necessary to provide the services
needed to protect and secure the investment assets of the City.
5.5 COLLATERALIZATION
To the extent not insured by federal agencies that secure deposits, City funds (including financial
institution deposits and C.D.’s) must be collateralized or enhanced in compliance with the Texas
Public Funds Collateral Act and pertinent federal banking regulations. With the exception of
deposits secured with irrevocable letters of credit at 100% of deposit plus accrued interest, the
aggregate market value of pledged securities shall be equal to at least one hundred two percent
(102%) of the of the deposit (includingplus accrued interest) less an amount insured by the
Federal Deposit Insurance Corporation. Should the depository fail to adequately maintain the
required collateral level, the City may increase the minimum to 110%. The City reserves the right,
in its sole discretion, to accept or reject any form of insurance or collateralization pledged towards
depository its deposits. Institutions serving as a depository will be required to sign a
Depository/Collateral Agreement with the City. The collateralized deposit portion of the
Agreement shall define the City’s rights to the collateral in case of default, bankruptcy, or closing
and shall establish a perfected security interest in compliance with Federal and State regulations,
including:
• The agreement must be in writing;
• The agreement has to be executed by the Depository and the City contemporaneously
with the acquisition of the asset;
• The agreement must be approved by the Board of Directors or designated committee of
the Depository and a copy of the meeting minutes must be delivered to the City; and
• The agreement must be part of the Depository’s “official record” continuously since its
execution.
Securities pledged as collateral must be retained in by an independent, third party bank custodian
and marked as pledged to the City. The City will be provided the original safekeeping receipt
from the custodian on each pledged security. With the exception of the Federal Reserve Bank,
the City, financial institution, and the safekeeping bankcustodian(s) will operate in accordance
with an acceptable master safekeepingcustodial agreement. The City's Investment Officers must
approve in writing the release of collateral prior to its removal from the safekeeping account in
accordance with the terms of the depository and/or custodial agreement.
The financial institution(s) with which the City invests and/or maintains deposits will require the
custodian to provide monthly a listing of the collateral pledged to the City marked to current market
prices. The listing will include total pledged securities itemized by name, CUSIP, type and
description of the security; safekeeping receipt number; par value; current market value; maturity
date; and Moody's or Standard & Poor's rating, if available.
SECTION 6: REPORTING
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6.1 QUARTERLY REPORTING
The Investment Officers shall prepare and submit to the City Council a quarterly report on
investment transactions for all funds covered by this Policy. The report will be prepared in
compliance with the Public Funds Investment Act. The report will cover the investment position
of the City at the end of the each fiscal quarter. The contents will include at a minimum:
1. Beginning and ending market value and accrued interest of the portfolio;
2. Beginning and ending market value and book value, maturity date, type of funds,
interest coupon, accrued interest and yield for each separate security; and
3. A statement as to the compliance with this Policy and State law.
6.2 ANNUAL REPORTING
Within 90 days following the end of the fiscal year, the Investment Officers will present to the City
Council or the General Government and Finance Advisory Board a comprehensive annual report
on the investment program and investment activity. In addition to the information required for
quarterly reporting, the annual report will include a review of the activities and return for the twelve
months, suggest Policy revisions and improvements that might enhance the investment program,
and include an investment plan for the ensuing fiscal year.
6.3 PERFORMANCE STANDARDS
In order to evaluate portfolio performance of funds subject to this Policy, the City establishes
“weighted average yield to maturity” as the standard portfolio performance measurement. The
portfolio’s performance will be compared against appropriately competitive and reasonable
benchmarks, including money market mutual funds or investment pools of similar make-up and
maturities.
6.4 COMPLIANCE
The quarterly reports shall be formally reviewed and a compliance audit of management controls
and adherence to this Policy as it relates to the City’s investments and investing activity will be
performed on an annual basis in conjunction with the City’s annual financial audit. The results
shall be reported to the City Council.
SECTION 7: POLICY REVIEW AND AMENDMENTS
This Investment Policy will be reviewed by the City Council on at least an annual basis as required
by the Public Funds Investment Act and make amendments as necessary. The Council will review
the Policy as part of the annual investment report presented by staff.The City Council shall adopt
a written instrument by rule, order, ordinance, or resolution stating that it has reviewed the
investment policy and investment strategies and the written instrument so adopted shall record
any changes made to either the investment policy or investment strategy.
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CITY OF GEORGETOWN INVESTMENT POLICY
Attachment “A”
Approved Broker/Dealer List
Bonwick CapitalCantor Fitzgerald
Coastal Securities FTN Financial Capital Markets
Duncan Williams
JPMorgan Chase Securities
Hilltop Securities
Multi-Bank Securities
Raymond James
Rice Financial
UBS Paine Webber, Inc.Wells Fargo Securities
These broker/dealers meet the City’s Investment Policy requirements.
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