HomeMy WebLinkAboutAgenda_GGAF_12.02.2013Notice of Meeting for the
General Government and Finance Advisory Board
of the City of Georgetown
December 2, 2013 at 2:00 PM
at City Hall Main Floor Conference Room, located at 113 East 8th Street, Georgetown, TX
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require
assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance,
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the scheduled meeting date, at (512) 930-3652 or City Hall at 113 East 8th Street for additional information; TTY
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Legislative Regular Agenda
A Review minutes from November 1, 2013 GGAF meeting. Danella Elliott, Executive Assistant
B Purchase of 19 Replacement Panasonic Toughbook Computers from Paradigm System Solutions for
$114,361. Mike Peters, IT Director
C Authorizing payment of $147,010 for the City's pro-rata portion of the cost of operation of the
Williamson Central Appraisal District. Micki Rundell, Chief Financial Officer
D Consideration and possible action for the approval to purchase one Saber Mount Custom Pumper
and one Wildland Pumper for Fire Services. The final sale price after trade-in and discounts will be
$676,141.00. Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer
E Consideration and possible action for the approval to declare two Fire trucks (550-06 1989 Spartan
Quality Pumper and 550-16 2003 Pierce Quantum Pumper) surplus for the purpose of trade-in on
new Fire trucks approved in the 2013/14 budget process. Paul Pausewang, Support Services
Manager and Micki Rundell, Chief Financial Officer
F Consideration and possible action for the approval to purchase utility trucks and Police vehicles in
the amount of $964,021.64. Paul Pausewang, Support Services Manager and Micki Rundell, Chief
Financial Officer
G Consideration and possible action to recommend retaining an independent contractor to act as a
project manager for the public safety complex construction. Wayne Nero, Police Chief
H Review of proposed changes to the City's investment policy. Susan Morgan, CPA, Finance Director
I Overview of the September 30, 2013 year end preliminary financial information and possible
recommendation to staff on allocation of unexpected year-end fund balances. Micki Rundell, Chief
Financial Officer
CERTIFICATE OF POSTING
I, Jessica Brettle, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting
was posted at City Hall, 113 E. 8th Street, a place readily accessible to the general public at all times, on the ______
day of __________________, 2013, at __________, and remained so posted for at least 72 continuous hours
preceding the scheduled time of said meeting.
____________________________________
Jessica Brettle, City Secretary
City of Georgetown, Texas
SUBJECT:
Review minutes from November 1, 2013 GGAF meeting. Danella Elliott, Executive Assistant
ITEM SUMMARY:
FINANCIAL IMPACT:
SUBMITTED BY:
Danella Elliott, Executive Assistant
ATTACHMENTS:
Description Type
11.1.13 GGAF Minutes Cover Memo
DRAFT Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
November 1, 2013
The General Government and Finance Advisory Board met on Friday, November 1, 2013 at the City Hall Main
Floor Conference Room at 2:00 p.m. at 113 East 8th Street, Georgetown, Texas.
MEMBERS PRESENT: Steve Fought, Chair, Tommy Gonzalez, Joe Pondrom, Karen Ivie
A copy of these minutes, containing detailed information on the items listed below will be available in the Finance
and Administration Office, located at 113 East 8th Street, Georgetown, TX and can be found online at
http://agendas.georgetown.org/
Executive Session
In compliance with the Open Meetings Act, Chapter 551, Government Code, Vernon’s Texas Codes, Annotated, the
items listed below will be discussed in closed session and are subject to action in the regular session that follows.
Regular Session – Called to order at 2:00 p.m.
The GGAF Board may, at any time, recess the Regular Session to convene an Executive Session at the request of the
Chair of the GGAF Committee for any purpose authorized by the Open Meetings Act, Texas Government Code
Chapter 551.)
1. Review minutes from the September 25, 2013 GGAF Meeting – Danella Elliott, Executive Assistant
Unanimously approved.
2. Consideration and possible action for the approval of the annual payment for the operation of the county
wide radio communications system to Williamson County in the amount of $122,505.00 – Paul
Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer
Paul Pausewang explained that in February 2008 the City Council approved entering into an interlocal
agreement with Williamson County for the establishment, operation and maintenance of the Williamson County
Radio Communications System. At this time, the useful life was expected to be 5-7 years. This agreement
dissolved the old CWICS group which consisted of Williamson County, Georgetown, Round Rock, Cedar Park
and Hutto, and established a Williamson County Radio Communication System. The agreement created an
organizational and management structure for on-going administration, operation and maintenance of the system;
and creates a budget process, strategic planning/budget forecasting process, as well as allocation of costs
associated with operating, maintaining and upgrading the system
In accordance with the agreement, Williamson County bills the City quarterly for operations and maintenance at
a cost of $21.18 per radio per month. The City currently has 482 radios on the system.
Staff is looking at alternatives and streamlining, but at the present time, Motorola is the only provider. The
committee asked that Paul add this comment to the Council item.
Unanimously approved.
3. Consideration and possible action to authorize the Police Department to proceed with the procurement of
furniture for the Public Safety Operations and Training Center from Furniture for Business in the
amount not to exceed $675,000 – Wayne Nero, Police Chief
Cory Tchida informed the committee that this request is the interior furniture portion of the FFE for the Public
Safety Operations and Training Center. The request includes all interior furniture for the new facility to include
office spaces, conference rooms, EOC, training rooms, and public waiting areas. He clarified that they are not
putting furniture in the unstaffed areas.
The current proposal estimate is $618,229.89. There are still a few outstanding furniture items yet to be
determined in other areas such as the public lobby, conference rooms, and misc items for storage.
Unanimously approved.
4. Consideration and possible action to approve the Plan Documents and related materials for the City’s
self-insurance plan to be implemented January 1, 2014. Micki Rundell, Chief Financial Officer
Micki explained that the self-insurance plan documents need GGAF approval so they can go forward and get
everything entered into the system, ready for implementation on January 1st. She commended Human
Resources (HR) on providing numerous informational sessions, including having the consultants there to help
with any questions. Micki said that she feels comfortable and believes this is going to be a really good thing for
the City of Georgetown employees. She also thinks that employees have a better understanding of the process,
and what will happen if they choose not to participate.
Tommy highly suggested that we have employees sign a waiver stating that they understand that they will not
be able to come back to the City of Georgetown’s plan until our next open enrollment period if they choose not
to enroll.
Steve asked Micki and HR to check into which would be most beneficial: (1) a fixed amount added to
employee’s salary, or (2) an HSA contribution.
The committee also emphasized that educating our employees is most important. Micki assured them that there
have been many opportunities to attend informational sessions.
Unanimously approved.
5. Consideration and possible action for the approval to purchase the following specialized vehicles and
equipment. These purchases would be through a cooperative purchasing agreement. All the specialized
vehicles and equipment were approved as part of the 2013/14 budget process - Paul Pausewang, Support
Services Manager and Micki Rundell, Chief Financial Officer
Paul Pausewang explained that the items listed below are all part of a cooperative purchasing agreement.
He briefly discussed each item, and the committee asked him to include justification and add an
explanation, (i.e. replacement, held back, new, back-up) for the new vehicles when he presents this item
to City Council.
· 35G Mini Excavator from RDO Equipment through Buyboard in the amount of $47,576 budgeted
amount $48,500 for Drainage/Stormwater Department. This is a new addition to the Fleet inventory.
· CS 44 Vibratory Roller Compactor from Holt Caterpillar through Buyboard in the amount of $108,360
budgeted amount $110,000 for Street Department. This is replacing 134-25 roller in the Fleet
inventory.
· CB 24 Paving & Compaction Roller from Holt Caterpillar through Buyboard in the amount of $39,893
budgeted amount $44,000 for Street Department. This is replacing 134-26 in the Fleet inventory.
· John Deere 5100E Tractor & bat wing mower from Couphal Prater through Buyboard in the amount of
$59,745 budgeted amount $60,000 for Drainage/Stormwater. This is a new addition to the Fleet
inventory.
· Etnyre Centennial Distributor from Cooper Equipment through Buyboard in the amount of $166,812
budgeted amount $165,000 for Street Department. This is replacing 134-31 in the Fleet inventory.
· 2100 Plus Sewer/Vac 12 Yard Truck from Kinloch Equipment through Buyboard in the amount of
$318,389 budgeted amount $3380,000 for Water Department. This is replacing 110-11 in the Fleet
inventory.
· 2100 Plus Sewer/Vac 10 Yard Truck from Kinloch Equipment through Buyboard in the amount of
$299,675 budgeted amount $325,000 for Water Department. This is a new addition to the Fleet
inventory.
· HD35A-22 Pressure Digger from Altec Industries through TxMAS in the amount of $322,413
budgeted amount $350,000 for Electric Department. This is replacing 106-13 in the Fleet inventory.
· AT40M 40’ Bucket Truck from Altec Industries through TxMAS in the amount of $130,035 budgeted
amount $130,000 for Electric Department. This is replacing 106-01 & 106-05 in the Fleet inventory.
· These specialized vehicles and equipment were approved and budgeted in the Fleet ISF.
· 35 Min Excavator & John Deere 5100E Tractor bat wing mower is budgeted in account number 500-5-0351-52-
705
· CS 44 Vibratory Roller, CB 24 Paving Roller and Etnyre Distributor is budgeted in account number 520-5-
0351-701
· HD35A-22 Pressure Digger, AT40M 40’ Bucket truck, 2100 Sewer/Vac 12 Yard Truck and 2100 Sewer/Vac 10
Yard Truck is budgeted in account number 520-5-0351-52-700
Unanimously approved.
6. Consideration and possible action for the approval of Third Party Engineering Testing and
documentation for the Georgetown Public Safety Facility as required by Design Engineers and the
Georgetown Building Code – Wesley Wright, Systems Engineering Director
Wesley Wright explained that Terracon, the materials testing firm, does almost all testing for civil work. The
Task Order covers all testing required for engineering certifications for Certificate of Occupancy and has been
verified by the Architect, Structural Engineer and the Chief Building Official of the City of Georgetown.
The Cost of the work is $ 59,392.00, and the Public Safety Working Budget has a line item for the additional
testing in the amount of $70,000.00 which we will keep in case of additional testing requirements.
Tommy asked that they check the grades. The drought has caused many failures in this part of the country, and
he asked that just make sure the grades are verified.
Unanimously approved.
7. Adjourned at 2:40 p.m.
Public Wishing to Address Council
On a subject that is posted on this agenda: Please fill out a speaker registration form. Clearly print your name and
the letter of the item on which you wish to speak and present it to the Chair or Board Liaison, preferably prior to the
start of the meeting. You will be called forward to speak when the Board considers that item.
On a subject not posted on the agenda: Persons may add an item to a future Board agenda by contacting the Liaison
prior to the creation of the agenda for the following meeting, with the subject matter of the topic they would like to
address and their name. The Board Liaison can be reached at 512-930-3676 or by email at
danella.elliott@georgetown.org
Statutory Consent Agenda
The Statutory Consent Agenda includes non-controversial and routine items that Board may act on with one single
vote. A board member may pull any item from the Consent Agenda in order that the Board discuss and act upon it
individually as part of the Regular Agenda.
Legislative Regular Agenda
The Board will individually consider and possibly take action on any or all of the following items:
Adjournment
The meeting was adjourned at 2:40 p.m.
_____________________________________
Board Chair
City of Georgetown, Texas
SUBJECT:
Purchase of 19 Replacement Panasonic Toughbook Computers from Paradigm System Solutions for
$114,361. Mike Peters, IT Director
ITEM SUMMARY:
Staff requests purchase of 19 Panasonic Toughbook laptop computers to replace units that will be retired
as part of the City's replacement of systems running Microsoft Windows XP. Microsoft's support for
Windows XP is being discontinued in March 2014, and as a result the units are out of policy with
Federal/State Criminal Justice Information Services (CJIS) requirements. The old Toughbooks are also
out of warranty and will be disposed of. Paradigm is a Texas Department of Information Resources (DIR)
vendor.
FINANCIAL IMPACT:
This replacement was budgeted as part of the FY 2014 budget process. Expenses will be recorded in
account 570-5-0641-52-330.
SUBMITTED BY:
Mike Peters, IT Director
ATTACHMENTS:
Description Type
Quote - Paradigm Solutions Backup Material
Paradigm System Solutions Inc. - HQ Company: City of Georgetown Texas
Attn: Rick Woodard Contact: Jess Henderson
12223 Wood Lake Drive Phone:512-930-8161
Burnsville, MN 55337
Mobile: (214) 675-4388
Toll Free: (877) 440-7774 www.paradigmssi.com
Fax: (952) 882-9889 richard@paradigmssi.com
Panasonic Rugged Laptops SRP Price Units Ext. Price
CF-31WBLFHLM Win7 (Win8 COA), Intel Core i5-3340M 2.70GHz, vPro, 13.1" XGA Touch, $4,795.00 19 $91,105.00
500GB(7200rpm), 4GB, Intel WiFi a/b/g/n, TPM, Bluetooth, Dual Pass
Upper:WWAN/Lower:Selectable), Smartcard, 4G LTE Multi Carrier (MC7355), GPS,
Emissive Backlit Keyboard, No Drive, Toughbook Preferred Total $91,105.00
Peripheral and Warranty Options Price Units Ext. Price
CF-SVCLTNF4Y $425.00 19 $8,075.00
$0.00
7160-0318-06 $799.00 19 $15,181.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total $114,361.00
COMMENTS: QUOTE DOES NOT INCLUDE TAX
TAX (IF APPLICABLE) IS THE RESPONSIBILITY OF THE CLIENT
PLEASE EMAIL PURCHASE ORDER TO: richard@paradigmssi.com
TXDIR CONTRACT: SDD-1365
CITY OF GEORGETOWN TEXAS QUOTE - CF-31
10/31/2013
Panasonic Protection Plus - 4 Years
Gamber Johnson MAG Dock for CF-31 - Dual High Gain - Power Supply Included
City of Georgetown, Texas
SUBJECT:
Authorizing payment of $147,010 for the City's pro-rata portion of the cost of operation of the Williamson
Central Appraisal District. Micki Rundell, Chief Financial Officer
ITEM SUMMARY:
The City is billed for its pro-rata cost of the operation of the Williamson Central Appraisal District. The
pro-ration is based upon the ratio of the City's 2013 tax levy as a percentage of the total 2014 tax levy for
all taxing entities served by the District (i.e. Williamson County).
FINANCIAL IMPACT:
The City's share of the cost of the Appraisal District is provided for and required by State Law.
The City's 2013/14 cost is $147,010. Due to the increase in the City's overall tax levy, the 2013/14
payment is greater than was expected. The budget includes $139,750 for this line item (540-5-0302-51-
310), therefore, a Budget Amendment may be requested to offset this budget shortfall.
SUBMITTED BY:
Micki Rundell, Chief Financial Officer
ATTACHMENTS:
Description Type
WCAD Resolution Backup Material
Resolution No. _________ Page 1 of 1
Description: Authorizing WCAD Pro-Rata Portion
Date Approved: January 22, 2013
RESOLUTION NO. ____________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
GEORGETOWN, TEXAS, AUTHORIZING PAYMENT OF THE CITY’S
PRO-RATA PORTION OF THE COST OF OPERATION OF THE
WILLIAMSON CENTRAL APPRAISAL DISTRICT.
WHEREAS, the City is assessed the pro-rated cost of the operation of the
Williamson Central Appraisal District, as provided for and required by State Law.
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 resolution complies with the Vision Statement of the City of Georgetown
2030 Comprehensive Plan.
SECTION 2. The City Council of the City of Georgetown hereby approves payment
of the City’s pro-rated portion of the cost of operation of the Williamson Central Appraisal
District, as provided for and required by State Law.
RESOLVED this 10th day of December, 2013.
ATTEST: THE CITY OF GEORGETOWN:
______________________________ _______________________________
Jessica Brettle By: George Garver
City Secretary Mayor
APPROVED AS TO FORM:
______________________________
Bridget Chapman
City Attorney
City of Georgetown, Texas
SUBJECT:
Consideration and possible action for the approval to purchase one Saber Mount Custom Pumper and one
Wildland Pumper for Fire Services. The final sale price after trade-in and discounts will be $676,141.00.
Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer
ITEM SUMMARY:
The Saber Mount Custom Pumper is replacing the 2003 Pierce Quantum Pumper which was scheduled for
replacement in the Fleet ISF schedule.
The Wildland Pumper is replacing the 2007 Brush truck. We are trading-in 1989 Quantum Pumper in its
place. The 2007 Brush truck was scheduled for replacement in the Fleet ISF schedule, and will be held
back as a reserve unit.
Both of these trucks will be purchased through a cooperative purchasing agreement of BuyBoard # 399-12
from Siddons – Martin Emergency Group. The final sale price after trade-in and discounts will be
$676,141.00.
FINANCIAL IMPACT:
These trucks were approved as part of the 2013/14 budget process:
$600,000 from account number 520-5-0351-52-705 Bond funded equipment
$ 76,141 from account number 520-5-0351-52-700 Vehicle ISF
SUBMITTED BY:
Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer
ATTACHMENTS:
Description Type
Proposal Letter Backup Material
3500 Shelby Lane
Denton, Texas 76207
GDN P115891
TXDOT Franchise No. A115890
EIN: 27-4333590
Proposal for Georgetown Fire Department Page 1 of 3
November 20, 2013
Georgetown Fire Department
Chief John Sullivan
3600 DB Wood Road
Georgetown, Texas 78628
RE: Proposal for (1) Saber Side Mount Custom Pumper and (1) Wildland Pumper;
EP804488-381 and EP804488-370
Dear Chief Sullivan
Siddons-Martin Emergency Group the licensed and authorized dealer for Pierce Manufacturing
Inc. in the State of Texas is pleased to provide the following proposal for (1) Saber Side Mount
Custom Pumper and (1) Wildland Pumper. This proposal is based on the accompanying
proposal specifications, which are tailored to meet your needs. The proposal pricing is based
on current BuyBoard #399-12 Contract and includes the fees associated with a Buy Board
purchase.
(1) Saber Side Mount Custom Pumper and (1) Wildland Pumper EP804488-381
and EP804488-370
Sales Price Pumper $426,241.00
Wildland Vehicle $357,900.00 $784,141.00
2003 Quantum Credit - $73,000.00
1989 Quality Credit – $20,000.00 -$93,000.00
Chassis Prepay Discount -$0,000.00
Partial Prepay Discount ($200,000 down per truck)
Pumper Savings - $9,00000
Wildland Vehicle Savings - $6,000.00
-$15,000.00
Loose Equipment $00,000.00
Final Sales Price After Trade-In and Discounts $676,141.00
EP804488-381 and EP804488-370
Proposal for Georgetown Fire Department Page 2 of 3
To take advantage of prepayment discounts, payment must be made by December 23, 2013
The proposal pricing includes the delivery cost from Bradenton, Florida. Travel expenses for
Two (2) of your personnel to travel to our factory for preconstruction and final acceptance are
included.
Delivery time for the proposed unit will be within 7.5 to 8.5 months from the date of order
which will be the date a Purchase Order is received by Siddons-Martin Emergency Group.
This proposal is valid for 60 days from the above date.
Tax is excluded from this proposal. In the event the purchasing organization is not exempt from
Sales Taxes or any other applicable taxes and/or the proposed apparatus does not qualify for
exempt status, it is the duty of the purchasing organization to pay any and all taxes due.
Balance of sales price is due upon acceptance of the apparatus at the factory. Payment must be
remitted to:
Payment Mailing Address Payment Wiring Information
Siddons-Martin Emergency Group Available Upon Request
P.O. Box 23042
Waco, TX 76702 Fed Tax ID 27-4333590
Any changes to the original specification will be invoiced or credited as a separate transaction
from the original proposal.
A late fee of .033% of the sale price will be charged per day for overdue payments beginning
ten (10) days after the payment is due for the first 30 days. The late fee increases to.044%
per day until the payment is received. In the event of a Prepayment received after the due
date above, the discount will be reduced by same percentages above increasing the cost of
the apparatus.
In the event this proposal is accepted and a purchase order is issued then cancelled or
terminated by Georgetown Fire Department before completion, Siddons-Martin Emergency
may charge a cancellation fee. The following charge schedule based on costs incurred may be
applied:
(a) 10% of the Purchase Price after order is accepted and entered by Pierce;
(b) 20% of the Purchase Price after completion of the approval drawings;
(c) 30% of the Purchase Price upon any material requisition.
EP804488-381 and EP804488-370
Proposal for Georgetown Fire Department Page 3 of 3
The cancellation fee may increase accordingly as costs are incurred as the order progresses
through engineering and into manufacturing. Siddons-Martin Emergency endeavors to mitigate
any such costs through the sale of such product to another purchaser; however, the customer
shall remain liable for the difference between the purchase price and, if applicable, the sale
price obtained by Siddons-Martin upon sale of the product to another purchaser, plus any costs
incurred by Siddons- Martin to conduct such sale.
In an effort to ensure the above stated terms and conditions are understood and adhered to,
Siddons-Martin requires an authorized individual from the purchasing organization to sign and
date this proposal and include it with any purchase order.
Upon signing of this proposal, the terms and conditions stated herein will be considered binding
and accepted by Georgetown Fire Department. The terms and acceptance of this proposal will
be governed by the laws of the state of Texas. Venue of any claim regarding this proposal will
lie in the county Georgetown Fire Department is located. No additional terms or conditions will
be binding upon Siddons-Martin Emergency Group unless agreed to in writing and signed by a
duly authorized officer of Siddons-Martin Emergency Group.
Sincerely,
Travis Walden
Travis Walden
Sales Representative
512-848-5847
Travis.walden@siddons-martin.com
I, ______________________________, the authorized representative of Georgetown Fire
Department, agree to purchase the (1) Saber Side Mount Custom Pumper and (1) Wildland
Pumper and agree to the terms of this proposal.
_______________________________________________ ________________________
Signature Date
City of Georgetown, Texas
SUBJECT:
Consideration and possible action for the approval to declare two Fire trucks (550-06 1989 Spartan
Quality Pumper and 550-16 2003 Pierce Quantum Pumper) surplus for the purpose of trade-in on new
Fire trucks approved in the 2013/14 budget process. Paul Pausewang, Support Services Manager and
Micki Rundell, Chief Financial Officer
ITEM SUMMARY:
Staff recommendation is to declare these two Fire trucks surplus and sell to Siddons-Martin Emergency
Group. The 1989 Spartan Quality Pumper will be sold for $20,000.00 the 2003 Pierce Quantum Pumper
will be sold for $73,000.00. The $93,000.00 will be used to offset the purchase price of two new Fire
trucks.
FINANCIAL IMPACT:
The reduction $93,000.00 off of the overall sale price of two new Fire Trucks.
SUBMITTED BY:
Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer
ATTACHMENTS:
Description Type
Trade-in Value Letter of Proof Cover Memo
3500 Shelby Lane
Denton, Texas 76207
GDN P115891
TXDOT Franchise No. A115890
EIN: 27-4333590
September 18, 2013
Georgetown Fire Department
3600 DB Wood Rd
Georgetown, Texas 78628
Dear Chief Shell,
This letter will serve as proof that Siddons-Martin Emergency group will take in on trade one (1) 2003
Pierce Quantum Pumper in the amount of $73,000.00, and one (1) 1998 Spartan Quality Pumper in the
amount of $20,000.00.
Sincerely,
Travis Walden
Travis Walden
Sales Representative
512-848-5847
Travis.walden@siddons-martin.com
City of Georgetown, Texas
SUBJECT:
Consideration and possible action for the approval to purchase utility trucks and Police vehicles in the
amount of $964,021.64. Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial
Officer
ITEM SUMMARY:
These vehicles will be purchased through cooperative purchasing agreements and have been included in
the 2013/14 Annual Budget as either replacement of existing vehicles with the Fleet ISF or as new
additions. The detail of the vehicles to be purchased in this item includes:
1. 1 ton single rear wheel truck with utility bed through Buyboard in the amount of $33,610; budgeted
amount is $37,000 for the Water Department. This is replacing 108-28 in the Fleet inventory.
2. 1 ton single rear wheel truck with utility bed & crane through Buyboard in the amount of $51,013;
budgeted amount is $52,500 for the Water Department. This is replacing 108-13 in the Fleet
inventory.
3. 1 ton single rear wheel truck extended cab with utility bed through Buyboard in the amount of
$35,682; budgeted amount is $37,000 for the Water Department. This is replacing 108-09 in the
Fleet inventory.
4. 1 ton single rear wheel truck with utility bed & tail gate lift through Buyboard in the amount of
$36,810; budgeted amount is $42,000 for the Wastewater Department. This is replacing 110-29 in
the Fleet inventory.
5. 1 ton single rear wheel truck with utility bed & overhead rack through Buyboard in the amount of
$35,810; budgeted amount is $35,000 for the Facilities Department to be used by the new Facilities
technician, approved in the 2013/14 Annual Budget, that will be hired next summer. This is a new
addition to the Fleet inventory, and is funded with cash on hand within the Fleet ISF.
6. 1 ton dual rear wheel truck with flatbed through Buyboard in the amount of $34,250; budgeted
amount is $35,000 for the Electric Department. This is a new addition to the Fleet inventory and is
funded from a transfer from the Electric Fund.
7. Ford F-350 4 door 4 wheel drive through Buyboard in the amount of $48,919.75; budgeted amount
is $55,000 for Fire Services. This is replacing 550-11 in the Fleet inventory.
8. Ford F-250 with animal control unit through Buyboard in the amount of $34,260.71; budgeted
amount is $35,000 for Animal Services. This is replacing 266-04 in the Fleet inventory.
9. Ford F-250 crew cab with undercover lighting package through Tarrant County cooperative bid in
the amount of $26,042.42; budgeted amount is $25,000 for Police Services. This is replacing 864-
127 in the Fleet inventory.
10.10 Police Interceptor SUV Utility vehicles through Tarrant County cooperative bid in the amount of
$495,616.60 (individual cost of $49,561.66); budgeted amount is $465,000 (individual budget
amount $46,500) for Police Services. These are replacing 10 retiring units in the Fleet inventory.
11. 4 unmarked Police Interceptor SUV Utility vehicles through Tarrant County cooperative bid in the
amount of $131,989.16 (individual cost of $32,997.29); budgeted amount is $140,000 (individual
budget amount $35,000) for Police Services. These are replacing 4 retiring units in the Fleet
inventory.
Out of the 23 vehicles requesting approval to purchase 21 of this are replacements and 2 new additions.
FINANCIAL IMPACT:
These vehicles were approved and budgeted for the 2013/14 in the Fleet ISF. Line items as follows:
Items 1 – 7 are budgeted in account number 520-5-0351-52-700 Fleet ISF.
Items 8 – 11 are budgeted in account number 520-5-0351-52-705 Bond Funded Equipment.
SUBMITTED BY:
Paul Pausewang, Support Services Manager and Micki Rundell, Chief Financial Officer
ATTACHMENTS:
Description Type
Vehicle Quotes Cover Memo
City of Georgetown, Texas
SUBJECT:
Consideration and possible action to recommend retaining an independent contractor to act as a project
manager for the public safety complex construction. Wayne Nero, Police Chief
ITEM SUMMARY:
The on staff project manager that was assisting with the Public Safety Operations and Training Facility
project is no longer with the City of Georgetown. We need someone to act as the City of Georgetown's
representative on site due to the complexity of the project.
There is currently no other staff member with adequate experience and expertise to fill the position and
this must be filled due to the risk for the City.
Under the circumstances, the most expeditious way to fill the position is to hire an outside project
manager.
FINANCIAL IMPACT:
SUBMITTED BY:
Wayne Nero, Police Chief
City of Georgetown, Texas
SUBJECT:
Review of proposed changes to the City's investment policy. Susan Morgan, CPA, Finance Director
ITEM SUMMARY:
The City's financial investments are guided by the City's investment policy, which was created in
compliance with Chapter 2256 of the Texas Government Code. This state law requires that a governing
body review its investment policy annually. Staff will review the policy, investment activity during the
2012/13, investment strategies and provide a market review & outlook by the City's investment advisor.
The City's policy was last reviewed by Council on January 22, 2013.
The proposed changes to the policy include only one minor adjustment to update the policy for a broker
dealer name change. The Texas Legislature made no changes during its 2013 session; therefore, there are
no state legislative updates at this time.
FINANCIAL IMPACT:
SUBMITTED BY:
Susan Morgan, CPA, Finance Director
ATTACHMENTS:
Description Type
Redline copy of Investment Policy Cover Memo
Investment Policy Review Presentation Cover Memo
11/27/2013
1
Investment Policy Review
and Portfolio Summary
GGAF
December 2, 2013
City of Georgetown
• Requires written investment policy that
meets PFIA
• Investment policy
– Must be approved by Council
– Must be reviewed annually by Council
• Investment strategies & objectives must be
outlined
• Investment officers must be designated
• Mandates training for investment officers
PFIA Requirements
11/27/2013
2
• Specifies the type of securities allowed
– No derivatives
– City policy can be and is more restrictive
• Regular reporting of investments
– Minimum information items required
• Compliance audit as part of annual
financial audit
– Focus on management controls and
adherence to approved investment policy
– Quarterly investment report reviewed
PFIA Requirements
• Government Accounting Standards Board
(GASB) Statement No. 31
– Establishes accounting and financial reporting
standards for all investments held by
governmental entities
– Requires portfolios be reported at fair market
value at year-end
– Requires a gain or loss (as income or
expense) be reported on City’s annual
financial statements.
Financial Reporting Requirements
11/27/2013
3
• City Strategy
– Hold investments to maturity
– GASB 31 – unrealized loss or gain
– “Paper” entry only with no real gain or loss
Financial Reporting Requirements
•In priority order
•Safety Preservation and safety of
principal
• Liquidity Sufficient cash to pay
obligations when due
• Public Trust No investments that may
be questionable by public
• Yield Maximize earnings within policy
Investment Policy Objectives
11/27/2013
4
• Financial Institution Deposits
• US Treasuries and Agencies
• Investment Pools
– AAA Rated & Mark to Market daily
• Money Market Mutual Funds
• Repurchase Agreements
• Texas Municipal Issuers
– Rated “A” or better
• Other Investments approved by Council
Authorized Investments
• Certified by the Government Treasures of
Texas (GTOT)
– Best practices - model policy guidelines
• Part of Independent Auditor’s work
– Review for compliance with all legal
requirements
– Opinion Letter in Comprehensive Annual
Financial Report (CAFR)
Investment Policy Compliance
11/27/2013
5
• No state legislative changes to the PFIA or
PFCA this past session
• Minor editing change
– Broker/Dealer name change
• Staff will continue to monitor for policy
issues and federal changes
Review Proposed Changes
Year in Review - 2013
• Interest earnings declined overall
– Federal Reserve tapering rumors created
flight to short term market that is on-going
– Compressed daily and short term rates
– For example – TexPool dropped from a high
of approximately 14 basis points to current
range of 4.5 bp
• Continued laddered CD purchases
City of Georgetown
11/27/2013
6
Year in Review - 2013
• Added BBVA Compass Money Market
Mutual Fund in March 2013
– Earning 28 bp at 9/30/13
• Full FDIC guarantee provisions of Dodd-
Frank act expired on Jan 1, 2013
– Shifted to collateralized deposits
– Still getting 25 – 30 bp fee credit for
maintaining balances at depository
City of Georgetown
Portfolio By Type By Quarter
City of Georgetown
11/27/2013
7
Portfolio By Entity By Quarter
City of Georgetown
Investment Strategy
• Review 3 year cash flow model
• Review project schedule for bond
proceeds
– Example: PSOTC
• Identify our core, intermediate and liquidity
balances
• Invest on a laddered approach
City of Georgetown
11/27/2013
8
Investments at 9/30/13
City of Georgetown
Investment Strategy – 2013/14
• Continue to pursue best rate of return for
City’s investments, while adhering to
investment policy and objectives
• CDs are still offering best rates for longer
term investments
• Continue to use depository fee credits and
pools to ensure return on all idle funds
11/27/2013
9
Investment Strategy – 2013/14
• Use of bond reimbursement resolutions to
manage:
– debt issues
– arbitrage rebate liability
• Continue monitoring collateralization
Market Update
Susan Anderson
Valley View Consulting, L.L.C.
City’s Investment Advisor
11/27/2013
10
2007 through 2013 – Rates Remain At Historical Lows
19
Yield on 3-Month and 1-Year Treasury Bills vs. Fed Funds Rate
January 2007 – November 2013
%
Rates Fell During 2013 – Are We Near the Bottom?
20
%
11/27/2013
11
Employment Recovery is Slow
21
Housing Improving, but susceptible to rising rates
22
11/27/2013
12
Consumers Are Key, But They Are Concerned
23
Investment Policy Review
Questions/Comments
City of Georgetown, Texas
SUBJECT:
Overview of the September 30, 2013 year end preliminary financial information and possible
recommendation to staff on allocation of unexpected year-end fund balances. Micki Rundell, Chief
Financial Officer
ITEM SUMMARY:
Staff will provide a presentation reviewing the year end results of 2012/13 and an overview of trends for
the new fiscal year. A preliminary year end 2013 projected versus actual fund balance/working capital
report is included. These balances are preliminary and un-audited. The City's external auditors,
CliftonLarsonAllen have been on-site to audit the City's 2012/13 financial records. The final, audited
financial statements will be completed by January 31, 2013 and presented in late February.
2013/14 YE Major Fund Highlights include:
General Fund: $1,690,986 increase in fund balance due to:
Sales tax revenues 12.6% > then PY, with majority of increase occurring the second half of the
fiscal year. Sales tax collections are 2 months in arrears, therefore, the YE projections were made in
June 2013 when only revenues through April had been received.
Master Development Fee from Terra Vista (MUD 15) was received in the last quarter of the fiscal
year. These fees are paid by when MUD bonds are issued by a Georgetown approved MUD as
compensation to the City for allowing a MUD to be created within its ETJ. This is the first Master
Development Fee payment the City has received.
Other revenues are within 0.3% of projections.
Expenditures are within 0.4% of projections.
Electric Fund: $1,073,157 increase in fund balance due to:
CIP project timing that will require a roll forward budget amendment.
Remaining variance due to greater margin on purchased power costs.
Water Services Fund: $5,196,015 increase in fund balance due to:
$3.6MM timing of CIP projects that will be rolled forward into 2013/14.
Higher development related review including impact fees that will fund future capital
improvements.
Savings in utility costs at the plants and other operating expenses
All other variances are related either to CIP projects timing or other operational savings. For Special
Revenue Funds, all Fund Balances are projected to be spent; therefore, the increases are as expected.
Staff will also present potential options for Council consideration to allocate this unexpected General
Fund increase in fund balance to address items included in the 2013/14 Annual Budget or other issues that
have been discussed by Council in the past year to include:
Using excess funds to “cash fund” projects/equipment within the 2013/14 Annual Budget that were
planned to be funded with bonds to be issued in May 2014. This includes various Park capital
maintenance projects, such as major repairs to neighborhood pools and VFW Park, as well as,
purchases of Public Safety vehicles including fire apparatus.
By not issuing bonds, particularly short term bonds that fund vehicles and equipment,
future tax rates (including the upcoming 2014 rate) will be positively impacted since
there will be less outstanding debt to be funded by tax revenues, thus indirectly
lowering future tax rates.
Reserve a portion of these funds to start a perpetual care fund to begin addressing future Cemetery
costs.
Reserve up to $100,000 of these funds to further build the self-insurance reserves, thus mitigating
potential risks in the future.
Replace funds used in 2013 to address the recent street maintenance issues that required
reallocating funding for planned street maintenance projects in 2014.
Leave the funds as is within the General Fund for appropriation during the 2014/15 Annual Budget
process.
OTHER CONSIDERATIONS:
Staff is requesting a possible recommendation from GGAF as to potential uses of the YE General Fund
expected funds to be presented to City Council on December 10.
A 2012/13 & 2013/14 Budget amendment will be presented in January 2014, once all 2012/13 numbers
are finalized for the CIP projects that should roll forward into the current year.
FINANCIAL IMPACT:
SUBMITTED BY:
Micki Rundell, Chief Financial Officer
ATTACHMENTS:
Description Type
Variance Report Cover Memo
11/27/13
Preliminary YE 2012/13 Variance Report
CITY OF GEORGETOWN
10/01/13 Beginning Fund Balances/Working Capital
ACTUAL VS PROJECTED
Projected YE Preliminary
per Budget Actual $
10/1/2013 10/1/2013* Variance Explanation
GENERAL FUND:
General - Fund Balance 9,721,956 11,412,942 1,690,986
Revenues:
General Fund - All other revenues 34,512,123 34,617,939 105,816
Revenue projections within 0.3% of Actual
General Fund - Sales tax 9,445,000 10,007,841 562,841
Total sales tax - 1% & 0.125% property tax relief, net of 380 agreements
GF - Tera Vista MUD dev fees - 728,700 728,700
One time receipts for MUD debt issues under master development agreement
GF Revenues - Total 43,957,123 45,354,480 1,397,357
Expenses:
Downtown & Community Services 8,147,039 7,910,212 236,827
Salary savings & expenditures lower than projected
Finance & Administration 505,331 501,629 3,702
Fire 8,677,230 8,651,518 25,712
Workers' comp & SUTA savings
GUS 6,085,751 5,821,550 264,201
Sanitation contract lower than projections, but offset with lower revenues
Management Services 2,576,794 2,610,247 (33,453)
Project timing, but within adopted budget
Police 10,990,649 10,956,928 33,721
Salary savings higher than projected
Transportation 3,345,741 3,710,151 (364,410)
Timing of street projects
GF Division Expenses - Total 40,328,535 40,162,235 166,300
Expense projections within 0.4% of Actual
OTHER GOVERNMENTAL FUNDS:
General Debt Service 1,291,972 1,055,655 (236,317)
2012A GO issue not included in budget (issued Oct 2012)
General Capital Projects 22,486,616 15,498,711 (6,987,905)
Timing of PSOTC - roll forward budget amendment in January 2014
SPECIAL REVENUE FUNDS: Note: Projections for SRF's assume total available budgted funds to be spent by fiscal year end.
Tourism Fund (unreserved) 449,636 501,262 51,626 HOT tax revenues higher than projected
Street Maintenance Tax 1,419,497 1,746,814 327,317 Additional sales tax revenues
Permitting 11,048 10,667 (381)
Capital Grants SRF (Sidewalks) - (19,968) (19,968)Reimbursement lower than projected in 12/13, future revenues will offset
Animal Services 71,219 152,683 81,464 Expenditiures less than projected
Library Restricted 37,122 27,312 (9,810)Expenditiures greater than projected - FB available
Main Street Façade 68,986 90,132 21,146 Timing of Façade grant awards
Parks Restricted 152,138 715,269 563,131 Timing of CIP - roll forward budget amendment in Jan 2014
Police Restricted 29,428 100,376 70,948 Expenditures less than projected
Fire Billing SRF 115,462 147,472 32,010 Expenditiures less than projected
Conservation SRF 445,360 476,027 30,667 Revenues higher and expenditures less than projected
Downtown Master Plan 4,093 3,154 (939)
Cemetery 44,532 83,707 39,175 Expenditures less than projected
Court Fees SRF 44,082 66,332 22,250 Expenditures less than projected
TIRZs 95,157 102,187 7,030 Tax collections greater than projected
PEG Fee SRF - 67,008 67,008 New fund for the PEG Fee
*Fund Balance totals do not include contingency reserves.
11/27/13
Preliminary YE 2012/13 Variance Report
CITY OF GEORGETOWN
10/01/13 Beginning Fund Balances/Working Capital
ACTUAL VS PROJECTED, continued
Projected YE Preliminary
per Budget Actual $
10/1/2013 10/1/2013* Variance Explanation
INTERNAL SERVICE FUNDS:
Facilities Maintenance Fund 506,788 505,754 (1,034)
Fleet Management 999,761 1,168,738 168,977
Timing of motorcycle replacement - roll forward BA in Jan 2014
Joint Services 269,246 225,397 (43,849)
Comp Study transfer lower than projected - still within adopted budget
Information Services 312,319 317,693 5,374
ENTERPRISE FUNDS:
Airport - Fund Balance 260,293 325,435 65,142
Revenues:
Operating 3,038,536 2,907,361 (131,175)
Lower than projected fuel sales
Non-Operating 6,164 6,164 -
Expenses:
Operating 3,138,861 2,942,568 196,293
Fuel and other expenses less than projected
Non-Operating 162,998 163,154 (156)
Electric Services - Fund Balance 9,906,024 10,979,181 1,073,157
See below
Revenues:
Operating 57,358,101 56,219,996 (1,138,105)
Lower revenues due to passing lower purchased power costs to customers
Non-Operating - - -
Expenses:
Operating 48,005,313 46,781,058 1,224,255
Lower purchased power costs due to new contracts
Non-Operating 6,272,055 5,287,190 984,865
Timing of CIP - roll forward budget amendment in Jan 2014
Water Services - Fund Balance 16,152,460 21,348,475 5,196,015
See below
Revenues:
Operating 28,781,994 29,253,307 471,313
Higher development related growth
Non-Operating 634,250 750,952 116,702
Expenses:
Operating 19,892,989 18,927,796 965,193
Lower then projected utilities and operating expenses
Non-Operating 10,732,985 7,090,178 3,642,807
Timing of CIP - roll forward budget amendment in Jan 2014
Stormwater Drng - Fund Balance 972,272 1,333,163 360,891
See below
Revenues:
Operating 2,186,514 2,212,919 26,405
Non-Operating 127,500 - (127,500)Timing of grant project
Expenses:
Operating 1,636,834 1,394,928 241,906
Timing of grant project
Non-Operating 1,112,716 892,636 220,080
Timing of CIP - roll forward budget amendment in Jan 2014
*Fund Balance totals do not include contingency reserves.