HomeMy WebLinkAboutAgenda_GGAF_05.25.2016Notice of Meeting for the
General Gov ernment and Finance Adv isory Board
of the City of Georgetown
May 25, 2016 at 4:30 PM
at Historic Light and Waterworks Building Conference Room, located at 406 West 8th
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
as s is tance, ad ap tatio ns , or acc o mmo d ations will b e provid ed up o n req uest. P leas e c o ntact the City at leas t
fo ur (4) d ays prior to the sc heduled meeting d ate, at (512) 930-3652 or City Hall at 113 East 8th Street for
ad d itional informatio n; TTY users ro ute thro ugh Relay Texas at 711.
Legislativ e Regular Agenda
A Review minutes fro m the Ap ril 27, 2016 General Government and Financ e (GGAF ) Advis o ry Bo ard --
Danella Ellio tt, Executive Assistant
B Co nsideration and possible approval of an appropriation o f $91,006.32 to Infor Public Sector,
Incorporated fo r annual maintenanc e on the Info r Enterp ris e Asset Management software s ystem -- C hris
Bryce, Direc tor, Informatio n Tec hno lo gy
C Co nsideration and possible actio n to recommend contracting with DecorIQ of Fate, Texas , p ending
City Co unc il appropriatio n in the FY2017 bud get, in the amount no t to exc eed $87,400.00 for the leas ing,
ins tallation, maintenance, and removal of the 2016 ho lid ay lights, the ins tallatio n and maintenance o f the
build ing c ornic e lights, and the installation and remo val o f the holiday wreaths and tree -- Jack Daly,
As s is tant to the City Manager and Tris h Lo ng, Fac ilities Sup erintendent
D Co nsideration and possible approval of a contract with Suddenlink Communications to p ro vide
dedic ated Internet s ervic es for a to tal o f $160,380.00 over three years -- Greg Berglund, Assistant
Directo r, Informatio n Tec hno lo gy
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 26
City of Georgetown, Texas
Government and Finance Advisory Board
May 25, 2016
SUBJECT:
Review minutes from the April 27, 2016 General Go vernment and Finance (GGAF) Ad visory Board --
Danella Ellio tt, Exec utive As s is tant
ITEM SUMMARY:
FINANCIAL IMPACT:
N/A
SUBMITTED BY:
Danella Ellio tt, Exec utive As s is tant
ATTACHMENTS:
Description Type
4.27.16 Draft Minutes Backup Material
Page 2 of 26
The General Government and Finance Advisory Board will meet on Wednesday, April 27, 2016 at 4:30 PM at the
Georgetown Communications and Technology Conference Room at 510 W 9th St., Georgetown, Texas.
The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require
assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance,
adaptations, or accommodations will be provided upon request. Please contact the Board Liaison, at least four (4) days prior
to the scheduled meeting date, at (512) 930-3676 or City Hall at 113 East 8th Street for additional information; TTY users
route through Relay Texas at 711.
Board Members Present City Staff Present
Keith Brainard, Chair David Morgan, City Manager
Tommy Gonzalez, District 7 Laurie Brewer, Assistant City Manager
Thomas Bonham Leigh Wallace, Finance Director
Severine Cushing John Sullivan, Fire Chief
Wayne Nero, Police Chief
Board Members Absent Tadd Phillips, HR Director
James Bralski Laura Maloy, HR Assistant Director
Kris Jolley, Administrative Assistant
Others Present Danella Elliott, Executive Assistant
None Becky Huff, Assistant City Secretary
Tracey Bousquet, HR Generalist
Keith Brainard, Chair, called meeting to order at 4:33p.
Legislative Regular Agenda
A Review minutes from the March 30, 2016 GGAF meeting - Danella Elliott, Executive Assistant
James Bralski proposed an amendment to the draft minutes as they were presented at the time of posting. This amendment was
included for the meeting, as Mr. Bralski knew he would be absent from this meeting, to include a specific comment he had made
regarding Item D from the March 30th meeting minutes.
Keith Brainard stated that the Council approved the Fiscal & Budgetary policy using the word “practical”. Mr. Brainard asked
Leigh Wallace to confirm this language change and moved on to Item B to allow Ms. Wallace time to research his question.
The board will revisit this item later in the meeting.
B Consideration and possible action to approve the purchase of response gear from Municipal Emergency Services
(MES), which is a sole source for TECGEN brand garments, at a cost not to exceed $71,000.00, for the remainder of
fiscal year 2015-2016 - John Sullivan, Fire Chief
Keith Brainard asked John Sullivan to explain this item to the Board.
Mr. Sullivan described the request and stated that this would be authorizing Fire to move forward with this purchase.
Tommy Gonzalez asked about how often these pieces of gear will need to be replaced.
Mr. Sullivan addressed Mr. Gonzalez’s question.
Severine Cushing asked about when the previous items were purchased.
Mr. Sullivan stated that these particular items have never been purchased and indicated that this product will provide a dual
purpose and will provide longer life than previous gear.
Mr. Brainard asked about how many items will be purchased.
Mr. Sullivan stated that 105 sets would be purchased.
Motion to approve by Tommy Gonzalez, second by Severine Cushing. Approved 4-0 (Mr. Bralski absent)
Notice of a Meeting of the
General Government and Finance Advisory Board
City of Georgetown, Texas
Wednesday, April 27, 2016 at 4:30 PM
Page 3 of 26
C Consideration and possible action to approve a proposed plan to expend project savings recognized from the closeout
of the Public Safety Operations & Training Center project. - Wayne Nero, Chief of Police
Wayne Nero provided update to proposed schedule from posted attachment on the dais (attached to these minutes) and began to
discuss this item.
David Morgan wanted to address the concerns the Board had at the February meeting about using bonds for items with less than
useful life. Management has gone through the list and determined that there are a couple of items that fall into this category but
it's not uncommon for these items to be lumped into a project like this. These items can be segregated out more on future
projects.
Tommy Gonzalez asked for clarification on a few of the items on the list: Tactical Bldg. Enhancements and Turf
Mr. Nero addressed Mr. Gonzalez’s questions with some input from David Morgan and Thomas Bonham.
Severine Cushing asked a question regarding maintenance costs of turf as opposed to grass.
Mr. Gonzalez commented that the City won't have to pay for water, mowing, or fertilizing; he feels the turf option is better
even if they only consider the water related benefits.
Keith Brainard addressed a question submitted by James Bralski via email (see attached) regarding open competitive bidding or
sole source.
Mr. Nero stated that they are still going through this process using a State contract
Mr. Gonzalez asked if the relocation of the lockers is a necessity.
Mr. Nero said that it is a necessity as they are about to outgrow their current space and don’t have any room to grow. He
also clarified that the majority of this cost is to resurface the floor as they will simply be moving lockers from a location
where they are not being used as expected.
Mr. Nero stated that the Obstacle Course portion of this item is not fully ready and that the amount listed is an estimate. There
may be a need for additional funds to complete that item.
Mr. Gonzalez wants to see this project finish under budget, and doesn't want to spend all the money. It would be nice to be able
to tell the public that we came in under budget. Do want to explain hypotheticals for o-course.
Lots of conversation between Mr. Nero and the Board Members about this.
The Board asked if there is any opportunity to rent obstacle course out and get some pay back or revenue to help with
maintenance; some way to make this course self-sustaining.
Mr. Nero stated that it is possible, but that it would be limited to agencies with security clearance as the course is
constructed behind the secure gates.
Mr. Nero pointed out the addition of tables & chairs that was added to the list after the agenda was posted (see attached).
Mr. Brainard asked Mr. Nero to clarify what items on the list were included as part of the original project and got knocked off
along the way.
Mr. Nero went through the list and indicated that most of the items on the list are things that were realized during the course
of the project. Items like the key card readers, additional cameras, and tactical bldg. enhancements. The turf was not
included in original, nor were the storage containers, lockers, fitness, or training cones
Mr. Morgan noted that it’s not uncommon to forget things in a project of this magnitude, and that most of these items
fall into that category.
Mr. Brainard looked to John Sullivan to ask what Fire has included in this request.
Mr. Sullivan indicated that he is mostly at the meeting in support of the list as it is presented.
Mr. Brainard asked for clarification with regards to the PPE Enclosure
Mr. Sullivan addressed Mr. Brainard’s question and identified that it is what is need to enable Fire to get their gear
back into a contaminant free area as they had been storing things in the truck bays the need a more protected
environment.
Mr. Brainard asked if Fire is planning to abandon SMART911 & PulsePoint Bridge/CAD
Mr. Morgan indicated that those items will come back to the Board, but that they will be requesting funds that are
outside the project funds.
Ms. Cushing asked if they needed to use a specific vendor for the tables and chairs
Mr. Nero indicated that, yes, they will need to use a specific vendor as they need to make sure they are purchasing a product
that is durable.
Page 4 of 26
Mr. Brainard made statement overviewing this item's details and identifying that potentially some of the remaining amount will
be requested for the Obstacle Course.
Motion to approve by Severine Cushing, second by Tommy Gonzalez. Approved 4-0 (Mr. Bralski absent)
A Review minutes from the March 30, 2016 GGAF meeting - Danella Elliott, Executive Assistant
Tommy Gonzalez requested that the board return to Item A
Leigh Wallace stated that the Council approved the Fiscal & Budgetary Policy with the language “as soon as practical”
Tommy Gonzalez motioned to approve the minutes for the March 30, 2016 meeting as amended, second by Thomas Bonham.
Approved 4-0 (Mr. Bralski absent)
D Employee Compensation update - Tadd Phillips, HR Director
Tadd Phillips delivered a presentation regarding the City’s employee compensation program. This presentation provided a look
forward and Mr. Phillips requested and encouraged feedback, comments, and questions from the Board.
Mr. Phillips addressed Tommy Gonzalez question about Market Data from a previous meeting. He also introduced Laura Maloy
& Tracey Bousquet as both having experience in compensation, and being integral in the evaluation of these analyses. Mr.
Phillips continued his presentation.
Keith Brainard inquired about the core group of cities and whether any of them would be changing.
Tommy Gonzalez also suggested that, for some positions we should be looking at a tighter distance radius.
Tadd addressed both questions and clarified the Market Summary slide by stating that for 64% of job titles, focus is on
Central Texas cities, Waco is only non-utility but is good competitor for Fire.
Mr. Phillips continued his presentation.
Mr. Gonzalez asked how we keep from getting into a situation of trying to keep up with a city that is trying to stay ahead of us.
Mr. Phillips described the process that HR goes through to complete these market studies, including a sit-down with
department heads.
David Morgan mentioned that the City tries to be in the market at mid-range.
Mr. Phillips added that the City uses 5 or more data points and doesn’t just compare against 1 or 2.
Mr. Brainard asked if we have any employees who are above market.
Mr. Phillips said that the City does have a few positions above market, but that those positions won't see a market increase
for a period of time, until the market catches up.
Mr. Phillips continued his presentation and noted that Council will see market increases built into the City Manager's Proposed
Budget this year.
Mr. Phillips stated that Civil Service employees are a little different than the employees throughout the rest of the City, but that
those positions are being looked at in a similar manner.
Mr. Gonzalez mentioned that the City sped up the steps for Police, but now we need to look at that for Fire with the hopes
that by 3rd year, the likelihood of firefighters leaving the City for pay is very low.
Mr. Morgan said that they are working towards making it less desirable for Fire personnel to leave in the early years.
Mr. Brainard asked if anything was being done to deter the employees who shouldn't be encouraged to stay.
Mr. Phillips stated that the City has an 18-month probationary period to help with this.
Mr. Gonzalez inquired about the City’s turnover rates and asked if HR is keeping track of them.
Mr. Phillips stated that the City is currently looking at about an 8% turnover rate, including Civil Service.
Mr. Gonzalez stated that he would like to see a lower rate for Civil Service position as it's more expensive to train
people into these positions.
Mr. Phillips continued his presentation by stating that HR is just in the planning stages of this process, but wanted to give the
Board some highlights today.
No action required
Page 5 of 26
Public Wishing to Address the Board
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 Board Liaison on the dais, 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 Board Liaison
no later than noon on the Friday prior to the Wednesday 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.
- At the time of posting, no persons had signed up to address the Board
Adjournment
Motion to adjourn by Tommy Gonzalez at 5:35pm, second by Severine Cushing. Approved 4-0 (Mr. Bralski absent)
____________________________________ ____________
Keith Brainard Date
Board Chair
____________________________________ _____________
Thomas Bonham Date
Board Secretary
_____________________________________ _____________
Danella Elliott Date
Board Liaison
Page 6 of 26
City of Georgetown, Texas
Government and Finance Advisory Board
May 25, 2016
SUBJECT:
Cons id eration and p o s s ib le approval o f an appropriation of $91,006.32 to Infor Public Sector,
Incorporated for annual maintenance o n the Infor Enterprise As s et Management s o ftware sys tem -- Chris
Bryc e, Direc to r, Info rmation Technology
ITEM SUMMARY:
This item is to req ues t an appropriatio n of $91,006.32 for annual s o ftware maintenance o n the Infor
Enterprise Asset Management s o ftware s ystem. The Info r s ystem is us ed by Georgeto wn Utility Systems
and the Vehic le Service Center to manage utility and vehic le assets .
This item was o riginally approved in Augus t of 2015 fo r an amount of $67,500. This o riginal amount
und eres timated inc reas es in software licens ing o ver the first half of Fisc al Year 2016. This increase of
$23,506.32 was d riven b y growth in user c o unts ($15,173.76) and implementatio n o f the Info r Fleet module
($8,332.56).
FINANCIAL IMPACT:
All items were b udgeted d uring the FY 2016 bud get p ro ces s . Expens es will b e recorded in ac count 570-5-
0641-51-341 (Annual Contrac ts).
SUBMITTED BY:
Chris Bryce, Direc tor, Informatio n Tec hno logy
Page 7 of 26
City of Georgetown, Texas
Government and Finance Advisory Board
May 25, 2016
SUBJECT:
Cons id eration and p o s s ib le ac tion to recommend contracting with DecorIQ o f F ate, Texas, pend ing
City Counc il ap p ro p riation in the FY2017 budget, in the amo unt not to exceed $87,400.00 fo r the leas ing,
installation, maintenanc e, and remo val o f the 2016 holiday lights , the ins tallation and maintenanc e of the
b uilding cornic e lights , and the ins tallatio n and removal of the ho lid ay wreaths and tree -- Jac k Daly,
Assistant to the C ity Manager and Trish Long, F acilities S uperintend ent
ITEM SUMMARY:
The 2016 Ho lid ay Lighting contrac t is a renewal o f the 2015 contrac t with DecorIQ , under the s ame terms
and c o nditio ns . P er s ectio n 4.0 o f the invitation to bid, the C ity has the optio n to renew for up to four
ad d itional holiday s eas ons up o n mutual agreement under the same terms, c ond itions , and p ricing.
Staff recommend s contrac ting with Déc o rIQ. Tho ugh pric e was no t the s o le d etermining fac tor for
s electio n, Déc o rIQ’s p rice fits with the b udget appropriated fo r the p ro ject, and Déc o rIQ has all p o s itive
referenc es . Déc o rIQ is a qualified bidder and S taff had positive experience with their p ro ject manager
d uring the 2015 s eas on.
The proposed s c o p e of wo rk includ es : leas ing, ins talling, maintaining, and remo ving ho lid ay lights o n 42
trees in the do wntown; installing and maintaining the build ing lights alo ng the c o rnic es of build ings
d o wntown; and ins talling and removing the 67 wreaths o n the antiq ue light p o les downto wn, as well as the
Chris tmas tree on the Courtho use lawn.
FINANCIAL IMPACT:
Funding is c ontingent upon Co uncil ap p ro val of the 2016-2017 Budget.
The fund ing fo r the holiday lights c o mes from s everal sources:
Holiday Lighting
Lease, ins tallation, maintenance, and remo val o f tree lights for 42 trees - $49,000 (pend ing budget
ap p ro val, thes e will be fund ed by Geo rgeto wn Utility Sys tem)
Lease, ins tallation, maintenance, and remo val o f tree lights on the 9 large trees around the Williams on
County C o urthous e - $13,200 (p ending bud get approval, $11,000 fund ed by Georgetown Utility
Sys tem; remainder fund ed by fundrais ing efforts between Main Street Ad vis ory Board and the
Williams o n County Museum, p ending c o ns ent to s cope o f wo rk b y Williams o n County)
To tal ho lid ay lighting: $62,200
Other Services
Purchas e, ins tallatio n, and maintenanc e o f build ing c o rnic e light - $21,000 (F acilities internal service
fund ing)
Installatio n and remo val of C hristmas wreaths and tree - $4,200 (Convention & Visito rs Bureau
fund ing)
Page 8 of 26
SUBMITTED BY:
Jac k Daly, As s is tant to the City Manager and Tris h Long, F acilities Superintendent
ATTACHMENTS:
Description Type
DecorIQ Reference Backup Material
Res ume Backup Material
Invitation to Bid Backup Material
Page 9 of 26
1
Jackson Daly
From:Hairell, Oscar <OHairell@sanmarcostx.gov>
Sent:Monday, August 31, 2015 9:53 AM
To:Jackson Daly
Subject:RE: DecorIQ Reference
I would highly recommend using DecorIQ.
Oscar Hairell
Operations Manager ‐‐ Fleet/ Transit/ Facilities
Community Services
City of San Marcos, Tx
512.393.8410 (O)
512.644.6489 (C)
ohairell@sanmarcostx.gov
From: Jackson Daly [mailto:Jackson.Daly@georgetown.org]
Sent: Monday, August 31, 2015 9:50 AM
To: Hairell, Oscar
Subject: RE: DecorIQ Reference
Mr. Hairell,
Just following up on this email. Can you provide a reference for DecorIQ?
Best,
Jack
From: Jackson Daly
Sent: Wednesday, July 22, 2015 4:02 PM
To: 'ohairell@sanmarcostx.gov'
Subject: DecorIQ Reference
Mr. Hairell,
We received a bid from DecorIQ to install our holiday lights in the downtown square. You were listed as a reference.
Would you recommend us using DecorIQ?
Thanks,
Jack
Jackson Daly
Executive Assistant to the Assistant City Manager
City of Georgetown
113 E. 8th Street
Georgetown, TX 78626
512.931.7679
Page 10 of 26
1
Jackson Daly
From:James Martin Richards Jr. <jrichards@downtownsa.org>
Sent:Thursday, July 23, 2015 11:34 AM
To:Jackson Daly
Subject:RE: DecorIQ Reference
Jackson
We used Mark’s frim to hang 250,000 lights at Travis Park in downtown SA for the 2014 holiday season. His team was
very professional and meet all of our tight timelines leading up to the lighting ceremony.
Sincerely
Jimmy
James M. Richards Jr.
Director of PID Operations
Centro Public Improvement District
110 Broadway Street, Suite 230
San Antonio, Texas 78205
Office: 210-225-3862
Fax: 210-225-1569
Cell: 210-882-6276
E-mail: jrichards@downtownsa.org
Web-site: centrosanantonio.org
NOTE: This message may contain information that may be privileged, confidential, and exempt from disclosure. It is intended for use only by he person to whom it is
addressed. The proprietary rights to this correspondence and any files transmitted with it are held exclusively by Centro San Antonio. If you received this message in
error, please do not forward or use this information in any way; delete it immediately; and contact the sender as soon as possible by the reply option or by telephone at the
telephone number listed. Disclosing, copying, distributing or taking any action in reliance on the contents of this information is strictly prohibited without expressed written
permission. Thank you.
From: Jackson Daly [mailto:Jackson.Daly@georgetown.org]
Sent: Wednesday, July 22, 2015 4:03 PM
To: 'lincoln.stgeorge@sanantonio.gov'; James Martin Richards Jr.
Subject: DecorIQ Reference
Mr. St. George and Mr. Richards,
We received a bid from DecorIQ to install our holiday lights in the downtown square. You both were listed as a
reference. Would you recommend us using DecorIQ?
Thanks,
Jack
Jackson Daly
Executive Assistant to the Assistant City Manager
City of Georgetown
113 E. 8th Street
Georgetown, TX 78626
Page 11 of 26
2
512.931.7679
jackson.daly@georgetown.org
Click here to report this email as spam.
Page 12 of 26
1
Jackson Daly
From:Lincoln St. George (DTOPS) <Lincoln.StGeorge@sanantonio.gov>
Sent:Thursday, July 23, 2015 1:31 PM
To:Jackson Daly
Subject:RE: DecorIQ Reference
Yes, they have done an outstanding job hanging lights along our River Walk and in our downtown Parks.
Thanks,
Lincoln
From: Jackson Daly [mailto:Jackson.Daly@georgetown.org]
Sent: Wednesday, July 22, 2015 4:03 PM
To: Lincoln St. George (DTOPS); 'jrichards@downtownsa.org'
Subject: DecorIQ Reference
Mr. St. George and Mr. Richards,
We received a bid from DecorIQ to install our holiday lights in the downtown square. You both were listed as a
reference. Would you recommend us using DecorIQ?
Thanks,
Jack
Jackson Daly
Executive Assistant to the Assistant City Manager
City of Georgetown
113 E. 8th Street
Georgetown, TX 78626
512.931.7679
jackson.daly@georgetown.org
Click here to report this email as spam.
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City of Georgetown, Texas
Government and Finance Advisory Board
May 25, 2016
SUBJECT:
Cons id eration and p o s s ib le approval o f a contract with Suddenlink Communications to provid e
d ed icated Internet s ervices fo r a total of $160,380.00 o ver three years -- Greg Berglund , As s is tant
Direc tor, Info rmation Technology
ITEM SUMMARY:
This item is to reques t app ro val of a new three-year contrac t with S uddenlink C o mmunicatio ns fo r a total
o f $160,380 (ap p ro ximately $4,455 p er month). The City’s c urrent three-year c o ntract with Suddenlink
ends in May, 2016. The c urrent contrac t is fo r $140,760 ($3,910 per mo nth).
Sud d enlink provid es the fo llo wing s ervic es to the C ity of Geo rgeto wn:
1. Primary Internet s ervic es delivered over d ed icated fiber o p tic c ab les
2. A d ed icated fib er line to send the City’s C hannel 10 vid eo feed to Suddenlink
3. All public IP ad d res s es that c o nnect City o f Georgetown s ervers to the p ublic Internet
The p ropos ed contrac t will increase City’s Internet capac ity fro m 50 megabits /s ec ond to 200
megabits /sec ond . T his additio nal c ap acity is req uired to acc o mmo d ate increased us e o f the City’s p ublic
wi-fi and gro wth in the use of web bas ed applic ations b y all City departments . The C ity’s current Internet
connec tions are maxed out, resulting in a signific ant d ecrease in the performanc e of web b as ed applic ations
and Internet c onnec tion speeds.
Sud d enlink is a s ole s o urc e provid er for this uniq ue combination of s ervic es .
FINANCIAL IMPACT:
All items were b udgeted d uring the FY 2016 bud get p ro ces s . Expens es will b e recorded in ac count 570-5-
0641-51-341 (Annual Contrac ts).
SUBMITTED BY:
Greg Berglund , As s is tant Direc tor, Information Technology
Page 26 of 26