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HomeMy WebLinkAbout05-28-2002 Meeting I ADMINISTRATIVE SERVICES COMMITIEE COMMITTEE ROOM - May 28, 2002 I:OOP. M. PRESENT: Hons. Bob Young, Mayor; Beard, Chairman; Kuhlke, Co-Chairman; Hankerson and Cheek, members; Jim Wall, Attorney; George Kolb, Administrator; Brenda Byrd-Pelaez, Human Resources Director; Lena Bonner, Clerk of Commission. Also Present: Stacey Eidson of The Metropolitan Spirit, S. Morris of The Augusta Focus, Heidi Williams of The Augusta Chronicle, George Eskola ofWJBF Television and Hons. Bridges, Mays, Williams, Shepard and Colclough, Commissioners. 1. Approve retirement of John A. Brown under the 1949 Pension Plan. Mr. Kuhlke: I so move. Mr. Cheek: Second. Motion adopted unanimously. 2. Discuss Augusta-Richmond County Auto Allowance Policy which was adopted by the Augusta Commission on July 2, 1997. (Requested by Commissioner Beard) I 6. Consider the development of a Policy and Procedures Manual. (Requested by Commissioner Shepard) Mr. Chairman: I think that we need to know if we have a policy on this and how it would affect the employees who are involved. Mr. Kolb: There is a policy that was adopted in April of 1997. That's the one that we have been following and clearly the July 2 one, from my point of view, was a compensation policy that dealt with the budget for that year that only tended to eliminate auto allowances for persons receiving those, allowances not in accordance with the policy that was about to be put into place but it was a part of the additional compensation. The memo I have sent you sets out my thoughts on it. I Mr. Wall: Since July of '97 and the action that was taken then, it has been my understanding and I think the way the policy has been administered that only the Commission could authorize automobiles allowances except within the listed positions that were identified in the July '97 meeting. Those positions are listed there. The Commission can approve additional people and they have done that on occasion. The Airport Director was given one as well as the Chief Tax Assessor and those have been specifically approved. The July action coming after the April action, I differ with Mr. Kolb's interpretation and we have discussed it, and I think that that established the positions that were going to be allowed to receive an automobile allowance without further action by the Commission. Beyond that Commission action would be required. After further discussion of the matter, Mr. Kuhlke: Let me make a motion that we instruct whoever develops the policy manuals in regards to automobiles and allowances and so forth that the manual be updated to correspond with what was approved by the Commission in July of 1997 and any future updates from that point. I Mr. Chairman: I'm going to second that. Mr. Kolb: Regarding the three employees in question, I put in my memo a process by which you could use some alternatives for them. Mr. Hankerson: I'd like to make a substitute motion that we do not rescind the allowances that have already been made and if necessary, to present the Administrator with a letter of reprimand if the policy has been violated. Mr. Cheek: I'll second that if the maker of the motion will add that any car allowances be rolled over and considered part of the salary rather than calling them car allowances. Mr. Hankerson: I oppose that amendment. Mr. Cheek: It doesn't have a second then. Mr. Chairman: We need to decide what to do about the car allowances for the three people in question. I Mr. Wall: If you acknowledge and confirm that the policy is what was approved in July of 1997 such that only these individuals are entitled to car allowances, then there is nothing to rescind. If someone wants to change the policy as to any or all of these three employees and approve a car allowance as to these employees, then that would be brought forward as a separate item. But once you confirm and adopt Bill's motion that this is the policy, anything in violation of the policy would not be allowed unless it is subsequently approved by the Commission. The Fleet Management policy needs to be updated in two regards. One would be the July, 1997 action defining what automobile allowances would be granted and the second change would involve the take-home changes that were made in the year 2000. We need a set of books by section number that when policy is established or changed, you point to a paragraph and say Section 121.1 is amended to say such and such. That way we don't have the confusion. I would hope that in updating this, section numbers would be assigned and when changes are made, you would know what's being amended. Motion adopted with Mr. Hankerson abstaining. 3. Discuss the DeLaigle House property. (Requested by Mayor Young) Mr. Mayor: I have suggested that we dispose of this property through the Land I 2 I Bank Authority and allow them to contract through the revolving fund of Historic Augusta and market this property to someone who would hopefully restore it. Mr. Cheek: I make the Mayor's reco=endation in the form of a motion. Mr. Kuhlke: Second. Motion adopted unanimously. 4. Motion to approve addendum to Lease Agreement between Augusta Riverfront Limited Partnership and Augusta, Georgia. Mr. Wall: This is to allow HND and the Fire Department to remain in their existing offices until the ANIC space is available. Mr. Kuhlke: I so move. Mr. Cheek: Second. Motion adopted unanimously. 5. Discuss the creation of an Economic Development Department. (Requested by the Administrator) I Mr. Cheek: A motion to approve. Mr. Chairman: I'll second it. Mr. Kolb: I was going to bring it up at the meeting on Thursday. Mr. Kuhlke: I make a motion we postpone this to Thursday. Mr. Hankerson: Second. Motion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission nwm I 3 ADMINISTRATIVE SERVICES AGENDA COM11ITTEE ROOM - May 28, 2002 I:OOP.M. 1. Approve retirement of John A. Brown under the 1949 Pension Plan. 2. Discuss Augusta-Richmond County Auto Allowance Policy which was adopted by the Augusta Commission on July 2,1997. (Requested by Commissioner Beard) 3. Discuss the DeLaigle House property. (Requested by Mayor Young) 4. Motion to approve addendum to Lease Agreement between Augusta Riverfront Limited Partnership and Augusta, Georgia. 5. Discuss the creation of an Economic Development Department. (Requested by the Administrator) 6. Consider the development of a Policy and Procedures Manual. (Requested by Commissioner Shepard)