City of Alpharetta

Office of City Administrator

678-297-6014

www.alpharetta.ga.us      

Prepared by: James Drinkard

Published: Tuesday, June 21, 2011

 

 

Council Meeting of June 20, 2011

This summary is provided as a convenience and service to the public, media and staff. It is not the intent to record proceedings verbatim. Any reproduction of this summary must include this notice. Public comments are noted as heard by Council, but not quoted or paraphrased. This document includes limited presentation by Council and invited speakers in summary form. This is not an official record of the Alpharetta City Council Meeting proceedings. Official Minutes are recorded and available for review.

 

Council Meeting SUMMARY

 

I.                    CALL TO ORDER 

v     Mayor Arthur Letchas called the meeting to order at

 

II.                  ROLL CALL

v     All members of City Council were present

 

III.                CONSENT AGENDA   

A.      FY 2011 Financial Management Report           (Month Ending 05/31/2011)

v     Council Member Kennedy offered a motion to adopt the Consent Agenda

·         The motion received a second from Council Member Paine

·         The motion passed by unanimous vote (7-0-0)

 

IV.                NEW BUSINESS      

A.      Department of Finance

1.      Fiscal Year 2012 Budget   

·         Tom Harris, Director of Finance, came forward to introduce the item

·         If the two items presented tonight are approved it will be the culmination of a process that began on April 25th when the Mayor submitted his recommended budget to City Council

·         Since that time four sessions have been held at which public comment was invited and heard on the proposed budget


·         There have been no changes since the previous meeting

·         The proposed FY 2012 budget is balanced for all funds and totals $84,040,252 with the breakdown by fund type as follows

¡         General Fund                          $ 52,531,591

¡         Special Revenue Funds         $   6,450,159

¡         Debt Service Fund                  $ 11,520,045

¡         Capital Project Funds             $   9,313,797

¡         Solid Waste Fund                   $   3,063,160

¡         Risk Management Fund          $   1,161,500

·         The proposed FY 2012 Capital Budget reflects total funds available of $9,363,797

¡         It is proposed to allocate $6,781,500 to various capital initiatives

¡         The remaining $2,582,297 would be set aside for future capital / one-time investment that may be identified at a later date

¡         These funds are separate from the “rainy day” reserve fund maintained by the City

a.      Budget Ordinance (2nd  Reading)   

·         Sam Thomas, City Attorney, read the resolution

·         The resolution is for the adoption of the Fiscal Year 2012 budget

·         The proposed budget represents a balanced budget for each of the City’s various funds so that anticipated revenues equal proposed expenditures for each fund

·         Public comment was invited

v      Council Member Aiken offered a motion to adopt an ordinance adopting the final estimates of revenue and expenditures for the Fiscal Year commencing July 1, 2011 and ending on June 30, 2012, as its annual budget; appropriating the use of funds shown therein as may be needed or deemed necessary to defray all expenditures and liabilities of the City for such Fiscal Year; providing and effective date; and for other purposes 

·          The motion received a second from Council Member DeRito

·          The motion passed by unanimous vote (7-0-0)

 

b.      Millage Rate Ordinance (2nd  Reading)   

·         Sam Thomas, City Attorney, read the resolution

·         The resolution establishes the ad valorem property tax rate for Fiscal Year 2012 in the City of Alpharetta at $5.750 on forty percent (40%) of each $1,000 of property value subject to ad valorem taxation

·         The resolution reflects no change from the rates established and charged during the previous Fiscal Year

·         Public comment was invited

v      Council Member Aiken offered a motion to adopt an ordinance to fix the ad valorem tax rate of the City of Alpharetta for the Fiscal Year commencing on July 1, 2011 and ending on June 30, 2012; and for other purposes 

·          The motion received a second from Council Member Oakes

·          The motion passed by unanimous vote (7-0-0)

 

2.      Enterprise Resource Planning Software   

·         Tom Harris, Director of Finance, came forward to introduce the item

·         Staff request

¡         Staff requests the award of RFP#11-102 to Tyler Technologies, Inc. for the purchase, installation, and maintenance of the Munis Enterprise Resource Planning (“ERP”) solution that provides the City of Alpharetta (“City”) with a fully-integrated and technologically advanced system for its financial management, human resource information system (“HRIS”), and payroll functions

¡         Staff also requests adoption of a resolution authorizing the Mayor to execute a supplemental lease agreement, and all associated documents, with the Georgia Municipal Association (“GMA”) to finance the purchase and installation of the Tyler ERP solution

·         Fiscal impacts

¡         Staff projects one-time project costs of $880,000 for software acquisition, implementation

¡         Staff proposes to enter into a lease agreement with GMA to fund $725,000 of the one-time costs

n        7-year term

n        2.38% fixed interest rate

n        No closing costs

n        Annual payment of $112,000

¡         Annual maintenance costs for the Tyler Munis ERP system is similar to what the City is paying for its current ERP software (“H.T.E.”). As such, no additional appropriations are required to fund annual maintenance costs

·         The City currently uses H.T.E. for its financial management and payroll functions

¡         H.T.E. was purchased and installed in 1998 (13-years old)

¡         At the time, H.T.E. was one of the leading ERP solutions available in the market; however, the system is outdated and no longer provides the necessary functionality to meet the City’s goals

n        Limitations inherent in the current software have resulted in staff supplementing processes when the desired functionality was not available

n        In many instances staff has resorted to maintaining information in spreadsheets and word documents (e.g. budget preparation, HRIS, etc.) and utilizing other software applications (e.g. crystal reports to access financial data; Aquarius for document imaging; Dashboard for processing of journal entries and certain standard payables such as utilities; Collective Data for fleet management; etc.)

n        Accessing even common data sets in H.T.E. often requires staff to utilize external report writers (e.g. Cognos) which involves a high level of database knowledge and limits the accessibility of said data to a few individuals who have the necessary training

n        H.T.E. technology limitations have facilitated the creation of a large number of manual processes for staff that inhibit efficiency and stifle future productivity growth

¡         Due to the outdated technology, the H.T.E. system resides on an AS400 server and cannot be virtualized within the City’s data center like many of the other newer software applications

n        The current AS400 is reaching the end of its useful life and will need to be replaced if the City intends on remaining with H.T.E.

n        The estimated cost of this acquisition totals $70,000 and was funded as part of the FY 2011 budget process

n        The purchase is on hold pending the outcome of this ERP acquisition request

¡         It is important to note that SunGard no longer sells the H.T.E. product and is currently marketing ONESolution as its flagship ERP solution

n        While SunGard still maintains H.T.E., the typical software sales model dictates that maintenance will no longer be offered at some point in the near future to incentivize current clients to upgrade to ONESolution

n        As such, the City will be required to upgrade from H.T.E. in the near future

·         RFP Process

¡         On July 29, 2010 the City issued RFP# 11-102 for an ERP solution

¡         RFP# 11-102 generated significant interest among the software development community and culminated in five (5) responses

¡         Evaluation committee meetings were held in September/October 2010 to evaluate the five ERP responses

¡         Based on the evaluation criteria, the evaluation committee shortlisted the top two firms; New World and Tyler Technologies

¡         During October/November 2010, both firms were provided two full days each to provide a demonstration of their ERP solution’s capabilities and answer questions from committee members

¡         After careful consideration, the evaluation committee recommends Tyler Technologies as the City’s ERP solution provider

·         Tyler is the largest software vendor in the U.S. dedicated solely to local government software solutions

·         Both the City of Sandy Springs and the City of Roswell have recently purchased the Tyler Munis ERP solution and are in the early stages of implementation

·         The City of Milton uses an alternate version of the Tyler ERP solution that is aimed at smaller cities

·         Implementing the same software platform as our neighboring cities will provide the ancillary benefit of having a knowledge base locally to assist in maximizing the capabilities of the Tyler Munis ERP solution

·         Alternatives

¡         The City can continue to use H.T.E. for its financial management and payroll functions

¡         As stated above, SunGard will be discontinuing H.T.E. maintenance at some point in the future and the City would need to make a decision at that time

¡         Surrounding cities have decided to upgrade their ERP technology now including Roswell which recently approved a contract for Tyler Technologies ERP totaling in excess of $2.5 million (includes modules not sought in the City’s RFP such as investment management, courts, etc.)

·         City Council posed questions that were responded to by Staff

·         Sam Thomas, City Attorney, read the resolution

·         Public comment was invited

v     Council Member Aiken offered a motion to award RFP#11-102 to Tyler Technologies, Inc. for the purchase, installation, and maintenance of the Munis Enterprise Resource Planning (“ERP”) solution in an amount not to exceed $880,000 (a net financed amount of $725,000) that provides the City of Alpharetta (“City”) with a fully-integrated and technologically advanced system for its financial management, human resource information system (“HRIS”), and payroll functions; to adopt a resolution authorizing the Mayor to execute a supplemental lease agreement, and all associated documents, with the Georgia Municipal Association (“GMA”) to finance the purchase and installation of the Tyler ERP solution; and to authorize the Mayor to execute all necessary documents 

·         The motion received a second from Council Member Paine

·         The motion passed by unanimous vote (7-0-0)

 

B.     Grants Administration

1.      2011 Bulletproof Vest Partnership Program   

·         Amanda Day, Grants Administrator, came forward to introduce the item

·         Staff requests adoption of a resolution providing approval of the submission of the 2011 Bulletproof Vest Partnership (BVP) Program grant application to the U.S. Department of Justice

·         Fiscal impacts

¡         The BVP Program stipulates that up to 50% of the cost of each vest can be funded through the grant

¡         The Department of Public Safety is requesting the purchase of 33 vests at $650 each, for a total of $21,450

¡         The city’s required 50% match is $10,725, which is available in the Operating Grant Account

·         The Bulletproof Vest Partnership Program is a U.S. Department of Justice initiative designed to provide a critical resource to state and local law enforcement agencies

·         The BVP Act of 2000 requires that funding priority be given to jurisdictions with populations under 100,000 residents

·         Only vest models that comply with the requirements of the Office of Justice Programs’ National Institute of Justice may be purchased with BVP Program funds

·         Beginning with FY 2011, in order to receive BVP funds, jurisdictions must certify, during the application process, that all law enforcement agencies benefitting from the BVP Program have a written "mandatory wear" policy in effect

¡         The City of Alpharetta already has a policy in place that will meet this requirement

·         Bulletproof vests are replaced every five years

·         City Council posed questions

·         Sam Thomas, City Attorney, read the resolution

·         Public comment was invited

v     Council Member Oakes offered a motion to adopt a resolution providing approval of the submission of the 2011 Bulletproof Vest Partnership (BVP) Program grant application to the U.S. Department of Justice and to authorize the Mayor to execute all necessary documents 

·         The motion received a second from Council Member DeRito

·         The motion passed by unanimous vote (7-0-0)

 

C.     Department of Recreation & Parks

1.      Wills Park Equestrian Center Shavings (RFP# 11-027)   

·         Mike Perry, Direction of Recreation, came forward to introduce the item

·         Staff requests the award of RFP# 11-027 to Elite Equine Shavings, LLC for the provision of shavings to the Equestrian Center at a per bale price of $2.75 (delivered price of $3.25 per bale) and the authorization of the Mayor to execute all necessary documents

·         Fiscal impacts

¡         During Fiscal Year 2010 there were approximately 12,000 bales of shavings used

¡         The cost of the shavings was $56,762.95 versus revenue of $72,153

¡         Funding of $90,000 for this purpose is included in the FY2012 proposed budget

·         Per the Equestrian Center User Agreement for each event it is specified that each stall occupied by a horse shall have two bales of shavings spread on the stall floor and those shavings are to be purchased at the Center

·         The shavings are necessary to collect the waste from the horses

·         Per the Department of Agriculture's Equine by-laws bedding is to be provided and installed in each stall occupied by a horse; therefore, there is no alternative to providing the shavings

·         City Council posed questions

·         Sam Thomas, City Attorney, read the resolution

·         Public comment was invited

v     Council Member DeRito offered a motion to award RFP# 11-027 to Elite Equine Shavings, LLC for the provision of shavings to the Equestrian Center at a per bale price of $2.75 (delivered price of $3.25 per bale) and to authorize the Mayor to execute all necessary documents 

·         The motion received a second from Council Member Paine

·         The motion passed by unanimous vote (7-0-0)

 

D.     Department of Engineering/Public Works

1.      SR 9 at SR 120 Intersection Improvements

(NOTE: This item was withdrawn and was not considered)

 

V.                  CITIZENS’ COMMENTS

·         None

 

VI.                REPORTS   

·         Bob Regus, City Administrator, announced that the City has, again, received the Certificate for Excellence in Financial Reporting

·         Council Member Owens provided an overview of a meeting of Fulton County and all municipalities within the county to discuss and prioritize the list of transportation projects to be submitted to the regional roundtable compiling a final list of projects for consideration for funding via the proposed regional transportation tax

 

VII.              ADJOURNMENT TO EXECUTIVE SESSION    

v     Council Member Paine offered a motion to enter Executive Session for the purpose of discussing matters of pending litigation, real estate, and personnel

·         The motion received a second from Council Member DeRito

·         The motion passed by 6-1-0 vote (Aiken in opposition)

v     There being no further items of business to be discussed or considered, Mayor Letchas adjourned the meeting at 10:25 PM