City Council Workshop or Special Called Meeting

CITY COUNCIL WORKSHOP MEETING THURSDAY - NOVEMBER 21, 2024 - 5:30 PM Notice of AGENDA City Council Chamber/Municipal Courtroom 2801 Ranch Road 1869 Liberty Hill, TX 78642 Diane Williams Jacquetta Thayer Crystal Mancilla Wade Ashley Amanda L Young Michael Helbing LIVE VIDEO ACCESS AND RECORDINGS The live video link will be on the City's Facebook page. Following the meeting, the link for the live meeting will be removed. The recording of the meeting will be placed on the City's webpage: www.libertyhilltx.gov PLEASE SILENCE YOUR CELL PHONES 1) CALL TO ORDER AND ESTABLISH QUORUM 2) REGULAR AGENDA a) Presentation and demonstration regarding ClearGov financial software. (P. Brandenburg/T. McCord) The City previously purchased this municipal finance software and is now ready to migrate to using this software for budgeting processes including budget preparation, tracking and reporting. City staff is beginning the preparation phase for the 2025-2026 City fiscal year budget and this new ClearGov software implementation is going to make the process more effective and efficient. Agenda Cover Sheet for ClearGov City Council 11.20.2024.pdf FY25 Accounting Calendar (002).pdf 3) ADJOURNMENT 1 The City Council, Boards, and Commissions reserve the right to reconvene, recess, realign, change the order of business, or adjourn into Execu ve Session at any me during the course of the mee ng, prior to adjournment, to discuss any item listed above, as authorized by Texas Government Code Sec on §551.071 (Consulta on with A orney), §551.072 (Delibera ons about Real Property), §551.073 (Delibera ons about Gi s and Dona ons), §551.074 (Personnel Ma ers), §551.076 (Delibera ons about Security Devices), and §551.087 (Development). In compliance with the Americans with Disabili es Act, the City of Liberty Hill will provide reasonable accommoda on for persons a ending mee ngs. To be er serve you, requests need to be received 48 hours prior to the meeting. Contact the City Secretary at 512-778-5449 – Extension 125. POSTING CERTIFICATION: I, ELAINE SIMPSON – CITY SECRETARY – CITY OF LIBERTY HILL certify that the attached notice of meeting was duly posted on the bulletin board at City Hall located at 926 Loop 332, Liberty Hill, Texas 78642 and on the City website (www.libertyhilltx.gov) on the ______ day of ____________________, 202_ at ______. Elaine Simpson – City Secretary. REMOVAL CERTIFICATION: I ELAINE SIMPSON – CITY SECRETARY – CITY OF LIBERTY HILL certify that the attached notice of meeting was removed from the bulletin board at City Hall located at 926 Loop 332, Liberty Hill, Texas 78642 on the ______ day of __________________, 202_ at _______. INITIALS _______ 2  CITY COUNCIL WORKSHOP CITY COUNCIL WORKSHOP MEETING THURSDAY - NOVEMBER 21, 2024 2801 Ranch Road 1869 - Liberty Hill AGENDA ITEM 2.a Presentation and demonstration regarding ClearGov financial software. (P. Brandenburg/T. McCord) 3 City Council Meeting Date: Nov. 21, 2024 Item No. Requested By: City Manager Paul Brandenburg Submitted/Prepared By: City Manager Paul Brandenburg Type: Workshop AGENDA ITEM COVER SHEET ITEM/TITLE: Presentation and Demo by ClearGov AGENDA ITEM WORDING : Presentation and Demonstration regarding ClearGov. EXECUTIVE / BACKGROUND SUMMARY: The City already has ClearGov as one of its financial tools but to date has not utilized its services. It is the intent to use ClearGov as the backbone for our upcoming budget. The first area that we are currently undertaking are the development of the Personnel and CIP sections. Operational and other data for the upcoming FY2026 budget will be loaded in 2025 as our budget process and schedule proceeds. ClearGov will allow staff and the elected body to see real time data, charts, graphs, and other important financial and budget information through the dashboards. Transparency with the public will be enhanced by the ability to “click” on CIP projects and see project, location, cost, status of project, and completion date. FISCAL NOTES/FINANCIAL BACKGROUND/FINANCIAL IMPACT: The City is already paying for the services and has been budgeted for FY2025. SUGGESTED WORDING FOR MOTION(S) REGARDING ORDINANCES OR RESOLUTIONS: No Action – Informational only ATTACHMENTS: 1. Draft 2024-2025 Budget Calendar. Page 1 of 1 4  DRAFT Calendar for Finance- All Major Tasks October 2024 Year-end Processing, computation, reconciling, and review. Start new year processes, roll-forwards, etc. Engage with new auditors. Continue with supplying data for Impact & Rate study. November 2024 Prepare for hard close with Incode for FY2024. Start implementation of ClearGov- CIP/Budget software. December 2024 Continue implementation of ClearGov budget software. January 2025 Receive Council Priorities for FY2026 Budget Preparation. RFQ for Depository Services for the City (9 month process). February 2025 FY26 CIP Budget Process starts. FY26 CIP Budget Council meetings. Auditor Year-End field-work- Annual report Preparation. Close out of Debt (CO’s) for TDWB loan. March 2025 Auditor FY2024 Annual Report Presentation. FY26 CIP Budget Council meetings. April 2025 FY26 CIP Budget Council meetings (cont.) FY26 CIP Budget Complete. FY26 General Fund Budget Kick-off. FY26 General Fund Budget departmental meetings. Chief Appraisal for Wilco submits estimated tax roll valuations. May 2025 FY26 General Fund Budget Council Meetings. Tax office submits tax rate calculation worksheet. June 2025 FY26 General Fund Budget Council Meetings. July 2025 FY26 Budget filed with municipal clerk (if VAR) (budget adoption August). Chief Appraisal for Wilco submits certified taxable values. August 2025 Budget officer submits FY26 Tax Rates to Council (NNR, VAR, DeMinimis) (website), publish notice of budget/tax rate hearing (2)(VAR), Council hold a record of vote proposed tax rate (VAR), publish notice tax rate hearing (2)(VAR), budget adoption (VAR), tax rate adoption (VAR), OR budget filed with municipal clerk (if not to exceed VAR)(for budget adoption September). September 2025 Publish notice of budget hearing (2) (not to exceed VAR), Council hold a record of vote proposed tax rate (not to exceed VAR), publish notice of tax rate hearing (2)(not to exceed VAR), budget adoption (not to exceed VAR), tax rate adoption (not to exceed VAR). 5