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Home My WebLink About05-10-2004 Meeting I ADMINISTRATIVE SERVICES AGENDA COMMITTEE ROOM -May 10, 2004 1:00P.M. 1. Report from HND regarding the development of a'prograrnlstrategy to financially assist people who have problems with the sewer tie in program. (Referred from Sewer Tie In Sub Committee) 2. Approve Grant Agreements between the City and the U.S. Department of Housing & Urban Development for receipt of Year 2004 CDBG, HOME, ESG and HOPW A funds. 3. Approve the creation of and operating principles for Housing Trust Fund (FUND) Initiative; allocate earmarked grant funds to FUND. (Requested by the Mayor) 4. Discuss creation of position for business development. (Requested by the Mayor) 5. Discussion of implementation of housing opportunities for persons with AIDS (HOPW A) Program for Year 2004. 6. Presentation by Dr. M. Ashe of the Medical College of Georgia regarding a proposed plan for Gilbert Manor property. (Requested by Commissioner Hankerson) I 7. Discuss personnel vacancies as follows: (Requested by Commissioner Hankerson) A. Public Works Engineers B. Administrator's Office C.. EEO& DBE D. Finance , - ... l ADDENDUM ADMINISTRATIVE SERVICES AGENDA May 10,2004 1:00P.M. ADDITION TO THE AGENDA: 1. Presentation by Betty Sims regarding an insurance matter involving her late husband, Coroner Leroy Sims. I ... - - - ~ I I I ADMINISTRATIVE SERVICES COMMITTEE COMMITTEE ROOM - May 10, 2004 1:00P.M. PRESENT: Hons. Bob Young, Mayor; Hankerson, Chairman; Grantham, Co- Chairman; Cheek and Mays, members; Steve Shepard, Attorney; George Kolb, Administrator; Brenda Byrd-Pelaez, Human Resources Director; Rosa White and Doug ,Manning, HND Department; Doug Cheek, Utilities Dept. Asst. Director; Teresa Smith, Public Works Director; Errick Thompson, Public Works Asst. Director; Lena Bonner, Clerk of Commission. Also Present: Hons. Boyles, Williams and Beard, Commissioners. Mr. Chairman: We have one addendum for the agenda. Mr. Cheek: I move to add. Mr. Mays: Second. Motion adopted unanimously. Addendum Item 1. Presentation by Betty Sims regarding an insurance matter involving her late husband, Coroner Leroy Sims. Ms. Sims made a presentation to the committee regarding the payment of life insurance benefits for Mr. Sims. Mr. Shepard stated he would support Ms. Siros' attorney's efforts to see that she receives the benefits that are owed to her. Mr. Cheek: Lmove that we support the attorney in the continuation of his activities and that HR or staff do a survey of other employees who have had to file claims against this company and if the same problem exists on a repeated basis then we look at terminating this company from our service. Mr. Shepard stated that one other employee may fall into this category. Mr. Pelaez: The issue regarding Mr. Sims involves an employee who retired from our service and then came back active full time. When I spoke with Standard on Friday, it has been clarified that you can be covered under both categories as active and retired and they have said the check is being prepared for payment. Mr. Oscar Baker also appeared before Committee regarding a question about his life insurance. After further discussion, Mr. Grantham: I move that we receive this as information and allow the attorney to bring back information as to how it will be resolved. I Mr. Cheek: Second. Mr. Shepard: I'll come back in legal on Tuesday with a report. Mr. Chairman: We'll look at all of Standard's benefits as it relates to our employees. Motion adopted unanimously. 6. Presentation by Dr. M. Ashe of the Medical College of Georgia regarding a proposed plan for Gilbert Manor property. (Requested by Commissioner Hankerson) (Dr. Ashe did not appear before the committee) 1. Report from HND regarding the development of a program/strategy to f"mancially assist people who have problems with the sewer tie in program. ,(Referred from Sewer Tie In Sub Committee) I .Ms. White stated that the figure they came up with was $76,895 that we could use for the sewer tie in program for 2004. She stated that this will be for the targeted low mcome persons and Utilities Department will identify who those people are based on HUD's figures. She noted that it will take about five months to get to the point where rnoney is actually spent because this is a new activity that will be added to the . Consolidated Plan. After a discussion, Mr. Cheek: I move we receive this as information. Mr. Mays: Second. Motion adopted unanimously. , 2. Approve Grant Agreements between the City and the U.s. Department of Housing & Urban Development for receipt of Year 2004 CDBG, HOME, ESG and HOPW A funds. Mr. Williams asked ifhe could get a list of the CHDOs and their projects as well as the money associated with their proj ects. Mr. Chairman: r think we need to have another meeting with CHDOs as a follow up to the fIrst one we had. I 2 I I I After a discussion, Mr. Cheek: I move we authorize the Mayor to sign the agreements. Mr. Grantham: Second. Motion adopted with Mr. Mays out. 3. Approve the creation of and operating principles for Housing Trust Fund (FUND) Initiative; allocate earmarked grant funds to FUND. ,(Requested by the Mayor) After a short presentation by the Mayor, Mr. Grantham: I make a motion that we authorize the Attorney's office to draw up a trust indenture that will serve as a vehicle for opening this Augusta Housing Trust Fund. Mr. Grantham: I so move. Mr. Cheek: Second. Motion adopted unanimously. 5. Discussion of implementation of housing opportunities for persons with AIDS (HOPW A) Program for Year 2004. ' Ms. White made a presentation about the implementation of this program. She noted that St. Stephen's Ministry and the Aiken Housing Authority are the only agencies in this area that receive state funds and that a person may need to be employed either temporarily or permanently to administer the program. After a discussion of the matter, Mr. Mays: I move that we receive this as information. Mr. Chairman: Second. Motion adopted unanimously. 4. Discuss creation of position for business development. (Requested by the Mayor) The Mayor made a short presentation regarding the establishment of a position to deal with business development through the Mayor's Office for the Augusta area. The funding would come from the HUD pre-development grant for this year and be included in the budget next year. After a short discussion, Mr. Cheek: I move that we ask the Mayor and the Mayor Pro Tern to establish the position of the person to be hired in the City of Augusta 3 Office of Business Development using the job description we have here, advertise it and bring three candidates to the Commission who would then hire the person that is selected and move on with enhancing businesses in our community. I Mr. Mays: "I second it. Mr. Hankerson: I would like to be in on the screening process for the position. Motion adopted unanimously. 7. Discuss personnel vacancies as follows: (Requested by Commissioner Hankerson) A. Public Works Engineers B. Administrator's Office C. EEO & DBE D. Finance Mr. Chairman: I'm concerned about these vacancies and I'd like to hear a report about how we're coming along with filling these positions. Ms. Smith and Mr. Thompson made a report on the current vacancies in the Public Works Department. . After a lengthy discussion about the number of applicants for the various vacant positions, the Chairman asked for an update at the next committee meeting on the number of vacancies and the prospects for filling them. I Mr. Chairman: In the Administrator's Office I know that you have only one Deputy Administrator now. Mr. Kolb: I will be probably advertising for the Deputy Administrator position later on this month or in June and the Assistant Administrator around the first of July. Mr. Mays: On the EEO and DBE positions Human Resources will be getting us some information on the applications for these positions and I'd like to expand our subcommittee to include Ms. Sims, Mr. Steve Kendricks, Ms. Rose Castleberry and Mr. Roscoe Williams along with Mr. Hankerson, Mr. Cheek and myself and the staff people who are already working with us. We will have a meeting to look at the spreadsheets they bring to us and we can begin to narrow it down to a smaller number of applicants that we can review. Mr. Persaud: The Asst. Finance Director position is currently being advertised. Mr. Grantham: I'm going to make a motion that we receive this as information and have Public Works and Engineering move as quickly as they can and if they need assistance from us regarding salaries or whatever, that they seek our help and the I 4 I I I Administrator's Office go ahead and start advertising now and that we receive the EEO recommendation and the Finance recommendation and I'll put all that in the form of the motion. Mr. Chairman: And report back monthly? Mr. Grantham: Yes. Mr. Cheek: Second. Motion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission nwm 5