HomeMy WebLinkAboutMinutes_GGAF_12.02.2013 Minutes of the Meeting of the
GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF)
City of Georgetown, Texas
December 2, 2013
These minutes were unanimously approved at the February 7, 2014 GGAF Meeting with these noted changes: Keith
Brainard was in attendance at the December 2, 2013 meeting.
The General Government and Finance Advisory Board met on Monday, December 2, 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, Keith Brainard
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.)
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:
Item #7 was moved to the beginning of the agenda:
7. 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
Chief Nero explained that within the past couple of weeks, the City of Georgetown employee serving in the
capacity of Project Manager for the Public Safety Operations & Training Center resigned, and due to the
complexity of this project and the current schedule of on-going construction, the necessity to fill this position
immediately is critical. As we do not have the capacity to fulfill this position internally due to the necessary
time commitment and required expertise to staff this position we are recommending retaining an independent
contractor to fulfill this imminent need.
The GGAF Committee asked that staff look into local vendors/contractors who might be able to fulfill this
position before putting it on the Council Agenda.
In the past the city has handled the vast majority of project management internally. However, the city no longer
employs a person within this job description. More recently, the city did contract the project management of
Fire Station 2 with great success. Codi Newsom and Brenda Jenkins worked for Broaddus at the time, and acted
as project manager for Fire Station 2. Codi Newsom has extensive expertise in project management and worked
very well with City Staff.
Due to the current situation, city staff reached out to Codi Newsom and Brenda Jenkins to act as project
managers for the Public Safety Operations & Training project. Based upon their qualifications, knowledge of
working with city staff, and recent successful project management experience with the City, staff feels they are
the best qualified to serve as project manager for the Public Safety Operations & Training project given our
current circumstances.
GGAF recommended pursuing the retention of an independent contractor to provide project management
services for the Public Safety Operations and Training project after researching potential qualified local
independent contractors first, before proceeding with Codi Newsom and Brenda Jenkins.
Unanimously approved.
1. Review minutes from the November 1, 2013 GGAF Meeting - Danella Elliott, Executive Assistant
Unanimously approved.
2. Purchase of 19 Replacement Panasonic Toughbook Computers from Paradigm System Solutions for
$114,361 – Mike Peters, IT Director
Chris Bryce explained that staff requests to 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 (wiped out and then donated). Paradigm is a
Texas Department of Information Resources (DIR) vendor. This replacement was budgeted as part of the
FY 2014 budget process in the ISF fund related to Technology.
Unanimously approved.
3. Authorizing payment of $147,010.00 for the City’s pro-rata portion of the cost of operation of the
Williamson Central Appraisal District - Micki Rundell, Chief Financial Officer
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).
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.
Unanimously approved.
4. 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
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.
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
GGAF recommended to include information “that we will get reimbursed over a ten year period” on the
Council’s item over sheet.
Unanimously approved.
5. 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
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.
The reduction $93,000.00 off of the overall sale price of two new Fire Trucks.
Unanimously approved.
6. 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
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.
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.
The Committee suggested that detailed information about the disposal of each vehicle be included with
Council’s item. Let them know what happens to them, and where the surplus money goes.
Unanimously approved.
7. Review of proposed changes to the City’s investment policy – Susan Morgan, CPA, Finance Director
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.,
and the investment advisor’s RFP is up for renewal next year.
Susan Morgan noted that 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. She went
over the presentation, and introduced Susan Anderson for questions.
Unanimously approved.
8. Overview of the September 30, 2013 year end preliminary financial information - Micki Rundell,
Chief Financial Officer
Micki explained the General Fund increase, and presented potential options for Council consideration to
allocate this unexpected General Fund increase.
The potential options that were discussed include:
1. Using excess funds to “cash fund” projects/equipment within the 2013/14 Annual Budget that
were planned to be debt funded with bonds to be issued in May 2014. The detail list of those
projects is detailed on the attached listing.
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
2. Reserve a portion of these funds to start a perpetual care fund to begin addressing future
Cemetery costs
3. Reserve up to $100,000 of these funds to further build the self-insurance reserves, thus
mitigating potential risks in the future
4. Use $750,000 to replenish street maintenance funds in 2014 that were used to fund the
unexpected recent maintenance issues on major roadways, thus depleting funding necessary for
maintenance projects planned in 2014.
5. Leave the funds as is and use for 1-time appropriations in the 2014/15 Annual Budget process.
The GGAF Board didn't make a specific recommendation for the use of these fund, but rather felt the
discussion should occur at the Council dais level. The Board's top 2 areas for consideration included:
• Using cash to fund items included in the 2013/14 Annual Budget that were anticipated to be debt
funded,
• Set aside a portion of the unexpected funds to begin a perpetual care fund for maintaining the
City's cemeteries.
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. Any recommendation for use of
the unexpected General Fund balance that would require a new appropriation would also be included in the
January budget amendment process.
Unanimously approved to go forward.
Adjournment
The meeting was adjourned at 4:11 p.m.
_____________________________________
Board Chair