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Home My WebLink About04-07-2003 Meeting ADMINISTRATIVE SERVICES AGENDA CONINIITTEE ROOM - April 7, 2003 1:00 P. M. I. Approve the reclassification of the current position, Purchasing Agent (SG46), to the new title of Finance/Purchasing Director (SG52) in the Sheriffs Office. 2. Reclassify administrative position (Deputy Chief Appraiser, SG 53) in Tax Assessors' Office to Property Appraiser II, SG 44; distribute salary adjustments to key personnel; revise organizational chart to reflect classification. 3. Consider a request from Delta House, Inc. that they be granted a waiver through March 31, 2003 regarding noncompliance issues involving their' grant contracts with the City. 4. Approve disability retirement of Ms. Patricia Washington under the 1977 Pension Plan. 5. Discussion of the evaluation process for the Fire Chief and the Deputy Administrators. (Referred from April I Commission meeting) I 6. Discussion of the portion of the Administrator's contract requiring him to have an annual physical. (Referred from April I Commission meeting) 7. Motion to accept pre-payment of$150,000.00 for outstanding UDAG loan for Landmark Apartments at 505 13th Street and a report from Housing & Neighborhood Development Department regarding the status of all outstanding UDAG loans. (Referred from March 24 Administrative Services) I ADDENDUM ADMINISTRATIVE SERVICES AGENDA April 7, 2003 1:00 P.M. DELETION FROM THE AGENDA: Item 1. [Approve the reclassification of the current position, Purchasing Agent (SG46) to the new title of Finance /Purchasing Director (SG 52) in the Sheriffs Office.] (Requested by Sheriff Strength) I I ADMINISTRATTVESERV1CES COMMITTEE COMMITTEE ROOM-April 7, 2003 I:OOP.M. PRESENT: Hons. Bob Young, Mayor; Beard, Chairman; Kuhlke, Co-Chairman; Hankerson and Cheek, members; Jim Wall, Attorney; George Kolb, Administrator; Sonny Reece, Tax Assessor; Warren Smith, HND Director; Lena Bonner, Clerk of Commission. Also Present: Heidi Williams of The Augusta Chronicle and Hons. Mays, Williams, Boyles, Bridges and Colclough, Commissioners. The Clerk: We have a request from Sheriff Strength to delete Item I and he asked that it be rescheduled for the April 28 meeting. Mr. Kuhlke: I so move. Mr. Cheek: Second. Motion adopted unanimously. 2. Reclassify administrative position (Deputy Chief Appraiser, SG 53) in Tax Assessors' Office to Property Appraiser II, SG 44; distribute salary adjustments to key personnel; revise organizational chart to reflect classification. I Mr. Cheek: I make a motion that we hold this until after such time that we review all requests for reclassifications at the mid year budget review. Mr. Chairman: Second. Mr. Hankerson: I'd like to make a substitute motion to ask the Finance Director to give us a report at our next committee meeting on where we are with these reclassifications and how much we have allocated out of reserves. Mr. Chairman: I think the review at mid year would probably show that. After further discussion, Mr. Hankerson: I'd like to change my substitute motion to just receive this as information today and forward to our next committee meeting along with a report from Mr. Saul's office also a request for reclassification and then we make a decision. Mr. Chairman: I'll second that. I (Vote on substitute motion) Motion fails with Mr. Kuhlke and Mr. Cheek voting No. (Vote on original motion) Motion fails with Mr. Hankerson, Mr. Kuhlke and Mr. Cheek voting No. I Mr. Hankerson: I'd like to also ask Mr. Reece to bring us back a report on the process for the appeals regarding taxes as to how many more need to be heard. 3. Consider a request from Delta House, Inc. that they be granted a waiver through March 31,2003 regarding noncompliance issues involving their' grant contracts with the City. Mr. Kolb: I would request that you refer this to Housing & Neighborhood Development to try and work this out since it is a HUD issue. Mr. Cheek: I so move. Mr. Kuhlke: Second. Mr. Chairman: I think they need to do something on this fairly quickly. Mr. Kuhlke: Could we ask Mr. Smith to give us a report on this at our regular meeting? Mr. Chairman: We can put this on the agenda for the regular meeting. I Mr. Kuhlke: I make a motion that we request that Housing & Neighborhood Development give us a report on their conversations with HUD to see if we can get it resolved Tuesday. Mr. Cheek: Second. (Vote on substitute motion) Motion adopted unanimously. 4. Approve disability retirement of Ms. Patricia Washington under the 1977 Pension Plan. Mr. Cheek: So move. Mr. Kuhlke: Second, Motion adopted unanimously. 5. Discussion of the evaluation process for the Fire Chief and the Deputy Administrators. (Referred from April 1 Commission meeting) I 2 I Mr. Cheek: I just wanted to discuss using the same review type process with the appropriate personnel that we used for the Administrator, the form that we came up with, as an evaluation form in an interim process until we develop a formal evaluation process. And I'll make that in the form of a motion. Mr. Kuhlke: I'll second it to discuss it. Who would do the evaluation? Mr. Kolb: The evaluation process would be bet\veen the Administrator and the people that he supervises, his directors. We are not currently evaluating directors at this time. We are developing the foundation for holding future performance evaluations through the development of performance agreements. Mr. Kuhlke: I'd like to make a substitute motion that the Administrator come back to the Commission by July I giving us a schedule of when the evaluations will be done, how they will be done and be prepared to move forward by July of this year. Mr. Cheek: Second. Motion adopted unanimously. 6. Discussion of the portion of the Administrator's contract requiring him to have an annual physical. (Referred from April 1 Commission meeting) I Mr. Kuhlke: I'd like to make a motion that we amend the Administrator's contract whereby he has an annual physical, and that when that physical has taken place that he officially notify our attorney that the physical has been done. Mr. Chairman: I'll second that for discussion. After further discussion, Mr. Kuhlke: I don't mind amending my motion that the report about the physical be sent to Human Resources. After additional discussion, Mr. Kuhlke: I'd like to leave my motion subject to the negotiations of our attorney and the Administrator's attorney in making that contract change. Mr. Chairman: I accept that. Motion adopted unanimously. 7. Motion to accept pre-payment of $150,000.00 for outstanding UDAG loan for Landmark Apartments at 505 13th Street and a report from Housing & Neighborhood Development Department regarding the status of all outstanding UDAG loans. (Referred from March 24 Administrative Services) I 3 Mr. Wall: This loan goes back to 1983 when Mark Development made a loan and the revenue bonds that were issued, $2.3 million for the UDAG loan, from the City of Augusta for $500,000. In March of 1997 it was proposed to refinance the first mortgage. Under that there was a regulatory agreement entered into bet\veen Mark Development and the lender at that time which was AGM Financial Services that ultimately became Riley Mortgage Group, Inc. The regulatory agreement is a HUD form that was negotiated bet\veen Riley Mortgage Group and Mark Development and it applied to the first mortgage. Under the terms of the letter of commitment, the City had to agree that insofar as the subordinated second mortgage, that it would be paid from surplus cash. That was approved by the Commission. In accordance with the regulatory agreement and the letter of commitment that was issued, changes were made in the previous note and deed to secure debt that had been executed in favor of the City. This is the third instance in which Mark Development has brought forward a request to prepay. One was brought about t\vo years ago and the City turned it down. This same request was brought in December and turned down and I was requested to put it back on the agenda again this time. I After a discussion, Mr. Kuhlke: I'd like to make a motion that we ask the Attorney and the Director ofHND to corne back to us with a full disclosure on this particular loan and any recommendation and why they are making the recommendation, but that in addition to that, since we're into this situation, that at the time you come back to us that you give us a status of all outstanding loans that we have in Housing & Neighborhood Development. Mr. Cheek: Second. I Motion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission nwm I 4