Consistent with Governor Greg Abbott's Suspension of Various Provisions of the Open Meetings Act, Effective August 1, 2020
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Notice of Meeting for the General Government and Finance Advisory Board of the City of Georgetown August 26, 2020 at 4:30 PM at Virtual The City of Georgetown is committed to compliance with the Americans with Disabilities Act (ADA). If you require assistance in participating at a public meeting due to a disability, as defined under the ADA, reasonable assistance, adaptations, or accommodations will be provided upon request. Please contact the City Secretary's Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 808 Martin Luther King Jr. Street, Georgetown, TX 78626 for additional information; TTY users route through Relay Texas at 711. Consistent with Governor Greg Abbott’s suspension of various provisions of the Open Meetings Act, effective August 1, 2020 and until further notice, to reduce the chance of COVID-19 transmission, all City of Georgetown Advisory Board meetings will be held virtually. Public comment will be allowed via teleconference; no one will be allowed to appear in person. To participate, please copy and paste the following weblink into your browser: Weblink: Join Zoom Meeting https://georgetowntx.zoom.us/j/99946607088? pwd=MEIyU1FXK3pDT3ZMajFjcXdLbHloQT09 Meeting ID: 999 4660 7088 Passcode: 806585 Dial toll free: 833 548 0276 833 548 0282 877 853 5257 888 475 4499 Meeting ID: 999 4660 7088 Passcode: 806585 Find your local number: https://georgetowntx.zoom.us/u/aex256UUO9 Citizen comments are accepted in three different formats: 1. Submit written comments to [email protected] by noon on the date of the meeting and the Recording Secretary will read your comments into the recording during the item that is being discussed. Page 1 of 190 2. Log onto the meeting at the link above and “raise your hand” during the item. 3. Use your home/mobile phone to call the toll-free number To join a Zoom meeting, click on the link provided and join as an attendee. You will be asked to enter your name and email address (this is so we can identify you when you are called upon). To speak on an item, click on the “Raise your Hand” option at the bottom of the Zoom meeting webpage once that item has opened. When you are called upon by the Recording Secretary, your device will be remotely un-muted by the Administrator and you may speak for three minutes. Please state your name clearly, and when your time is over, your device will be muted again. Use of profanity, threatening language, slanderous remarks or threats of harm are not allowed and will result in you being immediately removed from the meeting.” Legislative Regular Agenda A Discussion on how this virtual conference will be conducted, to include options for public comments and how the public may address the Commission –Tommy Gonzalez, GGAF Chair B Review minutes from the June 4, 2020 General Government and Finance Advisory Board Meeting - Danella Elliott, Board Liaison C Consideration and possible action to award contracts for self-funded dental program administration services, employee voluntary short-term and long-term disability insurance, employee supplemental insurance, and employee benefits concierge services and authorizing the City Manager to enter into such contracts on behalf of the City. - Tadd Phillips, Human Resources and Organizational Development Director D Consideration and possible recommendation to approve a contract amendment and extension with Microsoft to provide Microsoft-branded software, and services to the City of Georgetown for a total of $1,129,246.73 over 38 months. -- Greg Berglund, Assistant Director, Information Technology E Consideration and possible recommendation of approval to purchase laptops, desktops, and docking stations from Dell Inc. for an amount not to exceed $199,971.08 -- Greg Berglund, Assistant Director, Information Technology F Consideration and possible action to approve a Construction Contract with Brandt Companies, LLC, of Carrollton, Texas for the Construction of the Natatorium Pool HVAC Unit Replacement, at the Georgetown Recreation Center in the amount of $607,077. – Eric Johnson, CIP Manager. G Discussion and possible action to recommend proposed changes to the Fiscal and Budgetary Policies as part of the FY2021 budget development process. – Leigh Wallace, Finance Director Adjournment Adjournment Page 2 of 190 Certificate of Posting I, Robyn Densmore, City Secretary for the City of Georgetown, Texas, do hereby certify that this Notice of Meeting was posted at City Hall, 808 Martin Luther King Jr. Street, Georgetown, TX 78626, a place readily accessible to the general public as required by law, on the _____ day of _________________, 2020, at __________, and remained so posted for at least 72 continuous hours preceding the scheduled time of said meeting. __________________________________ Robyn Densmore, City Secretary Page 3 of 190 City of Georgetown, Texas Government and Finance Advisory Board August 26, 2020 SUBJECT: Discussion on how this virtual conference will be conducted, to include options for public comments and how the public may address the Commission –Tommy Gonzalez, GGAF Chair ITEM SUMMARY: FINANCIAL IMPACT: . SUBMITTED BY: Danella Elliott Page 4 of 190 City of Georgetown, Texas Government and Finance Advisory Board August 26, 2020 SUBJECT: Review minutes from the June 4, 2020 General Government and Finance Advisory Board Meeting - Danella Elliott, Board Liaison ITEM SUMMARY: FINANCIAL IMPACT: . SUBMITTED BY: Danella Elliott ATTACHMENTS: Description Type 6.24.2020 Draft GGAF Minutes Backup Material Page 5 of 190 Minutes of Meeting of the GENERAL GOVERNMENT AND FINANCE ADVISORY BOARD (GGAF) City of Georgetown, Texas June 24, 2020 The General Government and Finance Advisory Board met on Wednesday, June 24, 2020 at 4:30 PM at the Georgetown Public Library, located at 402 W 8 th Street, 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 City Secretary’s Office, at least three (3) days prior to the scheduled meeting date, at (512) 930-3652 or City Hall at 808 Martin Luther King Jr Street for additional information; TTY users route through Relay Texas at 711. The meeting was held with the Governor’s Order, all City Buildings are following these procedures: • Masks are recommended • Physical distancing; 6 feet between you and anyone not in your household • Practice good hygiene and wash your hands Board Members Present: City Staff Present: Tommy Gonzalez, Chair David Morgan, City Manager Kevin Pitts, Vice-Chair Laurie Brewer, Assistant City Manager Stu McLennan, Secretary Leigh Wallace, Finance Director Eric Corp Elaine Wilson, Controller Robert Witt Chris Bryce, IT Director Daniel Bethapudi, General Mgr, Electric Utilities Mayra Cantu, Management Analyst Karrie Pursley, Treasurer Danella Elliott, Board Liaison Others present: Tim Pinon, Valley View Consulting, LLC Susan Anderson, Valley View Consulting, LLC Legislative Regular Agenda Tommy Gonzalez called the meeting to order at 4:32 p.m. Tommy asked everyone to introduce themselves and the two new GGAF Board Members, Eric Corp and Robert (Bob) Witt gave their background information. He welcomed them to the board and said that we look forward to their expertise! A Review minutes from the February 26, 2020 General Government and Finance Advisory Board Meeting -Danella Elliott, Board Liaison Motion to approve the amended minutes (with the comments below included) by Stu McLennan; second by Tommy Gonzalez. Approved 4-0. Kevin Pitts absent during this vote. AMENDED MINUTES TO INCLUDE THE INFORMATION BELOW: Stu made some observations/suggestions/comments on the minutes. Page 6 of 190 • Minor point - The header should state the type of meeting (e.g., Regular). • Main point - The body should contain more detail about our discussions. They always contain appropriate details about the motions, votes, and points of order, but often lack the same about our discussions, specifically post-meeting staff actions and due-outs. • Minor Point – The final paragraph should contain guest speakers and topics, which we often have, as well as the chairman’s closing remarks. • Para C. Staff actions. o RFP utility billing in summer 2020 to secure options. o Include the need for on-line billing in the “campaign”. • Para E. Staff actions. o Contract design for the Natatorium HVAC and then bid the project. o Fund FS1 and FS3 as Capital Improvement projects in the annual budget. o Provide GGAF visibility of the HVAC replacement plan. o Inform Council about how many of the city’s 22x HVAC systems have transitioned from R-22 to R-410, and the plan to transition the remainder. B Election of a Vice Chair and Secretary for the General Government and Finance Advisory Board – Tommy Gonzalez, Board Chair Motion by Tommy Gonzalez; 2 nd by Robert Witt to nominate Stu McLennan as Secretary. Approved 4-0. Kevin Pitts absent during this vote. Motion by Tommy Gonzalez; 2 nd by Stu McLennan to nominate Kevin Pitts as Vice Chair. Approved 4-0. Kevin Pitts absent during this vote. C Review and discuss board purpose and bylaws – Tommy Gonzalez, Board Chair Tommy discussed the board purpose and told the committee that we would send out the information via e-mail for their review. D Review of the City Council’s Boards and Commissions Attendance Policy – Danella Elliott, Board Liaison Tommy discussed the attendance policy told the committee that we would send out the information via e-mail for their review. Stu asked for a list of the items that would have gone before the GGAF Board from March, April and May but due to the cancellation of meetings due to the pandemic, these items went straight to Council. Tommy said that we would e-mail that information to the members.