Finance and Government Committee

CITY OF GRAND PRAIRIE FINANCE AND GOVERNMENT COMMITTEE COUNCIL BRIEFING ROOM TUESDAY, NOVEMBER 07, 2023 AT 2:30 PM MINUTES CALL TO ORDER Chairman Humphreys called the meeting to order at 2:30 p.m. PRESENT Chairman Cole Humphreys Council Member Kurt Johnson Council Member Junior Ezeonu STAFF PRESENTATIONS 1. Bond Program Presentation Managing Directors Hilltop Securities Jim Sabonis and Andre Ayala presented to the committee the Plan of Finance for Fall 2023 Debt Issuance and Conversion of General Obligation Bonds, Series 2022B from Taxable to Tax-Exempt Interest Rates. 2. Golf Budget Review and Tangle Ridge Benchmark Review Parks Fiscal Manager Stephen Bowles presented this item to the committee noting 2023 Accomplishments, Objectives in 2024, Golf Course Fund Summary Review, Benchmarking – Financial, Facility Inspection, Customer Survey, Comp Reporting Prior to FY23 and Comp Reporting FY23 vs FY23. 3. Fleet Replacement Methodology Director of General Services Jayson Ramirez presented this item to the committee noting Fleet Services provides a comprehensive fleet management program for all vehicles and equipment in the City of Grand Prairie’s fleet. Also noted where the Fleet Service Accomplishments, reasons for vehicle replacements, direct effects of not replacing vehicles and fleet services policies and procedures. CONSENT AGENDA Chairman Humphreys mentioned he had some questions and comments on agenda item number nine, noted accordingly. Motion to recommend approval to City Council made by Council Member Johnson, seconded by Council Member Ezeonu to approve consent agenda items four through nine. The motion carried unanimously. 4. Minutes of the October 3, 2023, Finance and Government Committee Meeting Finance and Government Committee – November 07, 2023 Page 1 of 4  Approved on Consent Agenda 5. Annual Contract for embroidery and screen-printing services from Frontend Solutions, (up to $66,666.66 annually) Texas Sportswear & Specialties dba Toro Branded Apparel & Merchandise, (up to $66,666,66 annually), and Promotional Designs Inc. (up to $66,666.66 annually). This contract will be for one year with the option to renew for four additional one- year periods in an amount not to exceed $999,999.90 if all extensions are exercised Approved on Consent Agenda 6. Annual Contract for Electrical, Lighting, Data Communications, and Security Products and Related Products, Services, and Solutions from Graybar Electric Company in the amount of $280,000.00 through a Master Cooperative Agreement with Omnia Partners. This contract will be for one year with the option to renew for three additional one-year periods totaling $1,120,000.00 if all extensions are exercised Approved on Consent Agenda 7. Agreement with the Dallas Area Agency on Aging (DAAA) for a total budget of $192,880 (Less program reimbursements of $163,021) for the Congregate Meals and Transportation program located at the Summit Approved on Consent Agenda 8. Annual Contract for Service and Repair of Marine Vessels from Boaters World of Grand Prairie (up to $50,000.00 annually). This contract will be for one year with the option to renew for four (4) additional one-year periods totaling $250,000.00 if all extensions are exercised Approved on Consent Agenda 9. To authorize the City Manager to enter into a contract with the Grand Prairie Arts Council for promotion and facilitation of arts in the community in exchange for $75,000 from the 2023- 2024 Hotel Motel fund as approved in the budget Chairman Humphreys said he would like the Grand Prairie Arts Council to consider doing two or three shows at Epic Central in 2024. Matt Betz and Debbie Dodd of the Grand Prairie Arts Council were present and said productions for 2024 are confirmed and purchased and due to the size are unable to be held at an alternate location but would consider for the future. Marketing and Communications Supervisor Sara Dedeluk presented to the committee the Grand Prairie Arts Council Annual Contract Review noting recommended action, analysis and financial consideration including the Grand Prairie Arts Council plans for 2024 and funding. Council Member Johnson concurred with Chairman Humphreys in hosting productions at Epic Central; recommending staff and the Grand Prairie Arts Council look into working collaboratively to bring productions to Epic Central in 2025. Chairman Humphreys said Council has vocally expressed interest in more arts throughout the city and thanks staff for this presentation. Finance and Government Committee – November 07, 2023 Page 2 of 4  Approved on Consent Agenda ITEMS FOR INDIVIDUAL CONSIDERATION 10. Resolution declaring expectation to reimburse expenditures with proceeds from the issuance of future debt for fire-fighting facilities and equipment, goods and services for information technology projects, library facilities and equipment, new construction and renovations to municipal facilities, public safety equipment, and street improvements, including related costs of rights-of-way and costs incidental to street improvements as outlined in the adopted FY2023/2024 CIP Chief Financial Officer Cathy Patrick informed the committee this resolution provides the mechanism to issue bonds in FY2023-2024 to reimburse expenditures incurred in the current fiscal year to expend items related to the adopted Capital Improvements Program. Motion to recommend approval to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. 11. Annual Contract for computer equipment and accessories from Dell Inc. in the amount of $450,000.00 through a Master Cooperative Agreement with the Department of Information Resources (DIR). This contract will be for one year with the option to renew for four additional one-year periods, allowing an increase not to exceed 15% annually with an estimated total of $3,034,071.56 if all extensions are exercised Chief Financial Officer Keshnel Penny informed the committee this an annual contract for computer equipment, accessories, software and related services from Dell, Inc. Council Member Johnson inquired if this was for replacement of computer equipment. Mr. Penny confirmed this is a renewal contract with Dell, Inc. to replace computers throughout the city as needed. Motion to recommend approval to City Council made by Council Member Ezeonu, seconded by Council Member Johnson. The motion carried unanimously. 12. Contract for auctioneering services with Rene Bates Auctioneers, through a national interlocal agreement with BuyBoard, and authorize the vendor to charge a 10% Buyer’s Premium on all City property auctioned off (anticipated between $100,000 - $150,000 annually) for one year with the option to renew for two additional one-year periods and authorize the City Manager to execute the renewal options Purchasing Manager Angi Mize informed the committee that Rene Bates Auctioneers has been utilized by the City since 2004 for auctioning city-wide surplus property, seized and abandoned property, and retired fleet vehicles and equipment through their cooperative contract. Auctions are conducted through the internet and live auctions. Motion to recommend approval to City Council made by Council Member Johnson, seconded by Council Member Ezeonu. The motion carried unanimously. Finance and Government Committee – November 07, 2023 Page 3 of 4 EXECUTIVE SESSION No executive session was held. CITIZEN COMMENTS No citizen comments ADJOURNMENT Chairman Humphreys adjourned the meeting at 4:13 p.m. Cole Humphreys, Chairman Finance and Government Committee – November 07, 2023 Page 4 of 4