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HomeMy WebLinkAbout12-09-1996 Meeting I I I FINANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - December 9, 1996 2:00 P. M. PRESENT: Hons. Larry E. Sconyers, Mayor; J. Brigham, Chairman; Handy, Vice-Chairman; Bridges, member; Randy Oliver, Administrator; Jim Wall, Attorney; Kip Plowman, Interim Internal Auditor; A. B. McKie, Jr., Comptroller; Cheryl Nelson, Finance Department; Judge Scott Allen; Vera Butler, Civil Court Clerk; Lena Bonner, Clerk of Commission; Nancy Morawski, Deputy Clerk of Commission and Belinda Brown of the Clerk's Office. ABSENT: Hon. Lee Beard, member. Also Present: Sylvia Cooper of the Augusta Chronicle, George Eskola of WJBF Television, Gale Mino of WBBQ Radio and Hon. Rob Zetterberg, Commissioner. The Clerk: We have a request for two addendum items. One is a communication from the Administrator regarding Christmas bonuses and the other is from the Attorney for a waiver of penalties and interest from David R. Fogle. We also have one from the Administrator regarding a policy for the check writing process. Mr. Handy: I move for approval. Mr. Bridges: Second. Motion adopted unanimously. Communication from the Program Developer of Aging America regarding their request for funds in the amount of $14,000 for the Operation Independence Program, was read. At this time Ms. Jeanette Cummings and Ms. Elizabeth Jones appeared before the Committee and made a presentation regarding their request. Ms. Cummings: This program is a service offered to seniors, many of whom are disabled, to assist them in retaining independence by providing home modifications and/or assistive technology. Mr. McKie: There may be some grants available for things such as this and we will be reviewing that. Mr. Bridges: I move that we receive this as information and ask the Comptroller to check and see if there are funds available that could be utilized for this and bring it back before the Commission. Mr. Handy: I'll second that. Motion adopted unanimously. Communication from the Clerk of Court regarding a proposal for reclassification and request for new employees, was read. I Ms. Butler: I am requesting a salary increase for myself and two additional employees. Mr. Oliver: The Board at the last session approved a classification/compensation study. This identifies the common tasks and based upon the prevailing market wages, recommends compensation levels for all employees within the government. We believe that the fair and equitable thing to do is to not adjust anything that is not a promotion until the classification/ compensation study is done. The reason for this is that to do it in a piecemeal fashion would subject us to potential criticism for playing favorites in one section or another of the organization. We will recommend that this study be done and it will be probably early June before that is completed. If there is a promotion, however, we will recommend that that be done in accordance with County policy. Mr. Bridges: I move that we receive this as information and consider it in the budget review process. Mr. Chairman: I'll second that motion. Mr. Handy: This has been a request for about three months I and I would ask if you would look at this particular one and see if anything can be done before June. Mr. Oliver: There are potentially a number of areas where there is disparity in the organization but I'll take a look at it. Mr. Handy: I appreciate that. Motion adopted unanimously. The Committee next considered a recommended policy on project rescheduling for Phase III SPLOST projects. Mr. McKie: We are recommending that the policy of substitutions be followed until all projects are completed and true surplus funds are identified. As for substitutions the 1:1 ratio of both time (place) and funds be continued; however, I do recommend a compilation of benefits to cost for each project. This would be used as a ranking device to allow substitutions. A project would have to outrank another project before substitution is considered. I have used this methodology before as a capital budgeting manager for a major international manufacturing company. The mathematical model is known as "Electra" and can easily be implemented with a basic program on any P.C. The I program compares all projects and ranks them according to your criteria. As criteria change so does the program. Funds are available in SPLOST administrative budgets for this. I I I Mr. Bridges: I so move. Mr. Handy: Second. Motion adopted unanimously. Communication from the Comptroller recommending the following policy regarding payroll deductions: On insurance, deduct only for those plans offered by stated benefits program and require a minimum of 75 participants in order to offer P/R deducts. Future applications will be strictly on the employees' time. On creditors, none, immediately cancel existing deducts. On charities, United Way only and set threshold at 75 employees. On professional dues, none. On all others, none except items scheduled in adopted benefit plan with a threshold of 75 employees, was read. Mr. Handy: I so move. Mr. Bridges: Second. After a short discussion the motion was adopted unanimously. The Committee next considered the matter of an Interim Pension Plan for new hires, was read. Mr. McKie: We have two choices between the 1977 County plan and the GMEBS. The others plans are closed and we would recommend that the 1977 plan be designated. It is a fully funded plan with no contributions required. Employees contribute 4%, ARC contributes nothing and the benefits are 1% per year of service times 5 years average earnings. Mr. Bridges: I so move. Mr. Handy: Second. Motion adopted unanimously. Communication from the Administrator stating the Internal Auditor and myself have reviewed and concurred upon enhanced internal controls for cash disbursements. The schedule for implementation is as follows: Task Determine legal responsibility for certain quasi-governmental accounts Update signature cards and close accounts, as necessary Update computer access codes Responsible Party County Attorney Completion Date 12/31/96 Finance 12/31/96 12/31/96 Finance/MIS Establish Treasury Function with no increase in staff. Person assigned Treasury Function will be responsible for signature plates and have no access to modify accounts Establish physical security for signature plates and stamps in Finance and blank checks in MIS Completion of migration of financial systems to HP 3000 Restrict accounts to which wire transfers can be made Update computer access codes by function, field, time out and review log on restrictions Prepare written policy for cash disbursements to reflect migration to the HP 3000 platform Internal Auditor review internal control for cash disbursements Finance 12/31/96 I 12/31/96 1/1/97 1/15/97 2/28/97 2/28/97 Finance Finance/MIS Finance Finance Finance Internal Auditor 3/15/97 Mr. Oliver: The purpose of this is to identify any potential problems and to try to correct any that may exist. Mr. Handy: I move that we accept this as information and approve the time line as outlined. Mr. Bridges: Second. Motion adopted unanimously. I Progress report from Indigent Care Sub-Committee on contract negotiations, was read. Mr. McKie: This sub-committee is composed of Mr. Wall, myself, Mr. powell and Mr. Bridges. Mr. Brigham: Mr. Bridges or Mr. Beard? Mr. Wall: I think it may be both but I'm not sure. Mr. McKie: We have gathered some information from NACO and Mr. Wall has that now to look at and we will pursue that when he finishes. It seems that we can under our indigent care program collect some Medicare/Medicaid funds and there may be signifi- cant other possibilities having to do with Juvenile Court costs, probation, care for families with dependent children, many of the DFACS areas that we are not taking advantage of. Mr. Wall: University Hospital would like to meet with us I at the next Commission meeting and give a review of the costs to the hospital for last year. I I I Mr. Mayor: We can get Mrs. Bonner to contact them. Mr. Chairman: Do we have a recommendation for our budget for next year? " Mr. McKie: No, sir, not yet. Mr. Wall: Mr. Chairman, you need to appoint a Chairman of that sub-committee. Mr. Chairman: I'll ask Mr. Handy to serve as Chairman. Mr. Handy: I move that we receive this as information. Mr. Bridges: Second. Mr. Oliver: I'd like to meet with University before the 17th so we will have a feel for what they will present. Motion adopted unanimously. Communication from the Comptroller regarding a report on City 1945 Pension Adjustments and recommending that the adjustments be made for all of the 1945 Pension members except for two individuals. The Comptroller will forward you more information on these two at a latter time. It is also recommended that we go ahead and adjust these pension benefits retroactive to July 1, 1996. This is the date when the original adjustments should have been performed, was read. Mr. McKie: The impact of this is $69,000 for this year and $138,000 next year. Funds are available in the budget for this and we recommend that these adjustments be made. Mr. Handy: I so move. Mr. Bridges: Second. Motion adopted unanimously. Communication from the Administrator stating the Comptroller advised me that there was at least some history for Christmas bonuses within the prior organizations. Obviously, I am unaware of the history, was read. Mr. Oliver: I feel that we need to look at this in totality in that if we do a class comp study and we do a one-time monetary amount, that it doesn't have long-term application and should be looked at as part of the comprehensive plan. Mr. McKie: It was done last year as $100 to full-time employees and $50 to part-time employees. Mr. Mayor: Are funds available and what type of impact would it have? Mr. McKie: It would be a maximum of $250,000 and we expect I to have sufficient variances to cover it. Mr. Chairman: Do I hear a motion that we refer this to the full Commission for a decision on the 17th? Mr. Bridges: I so move. Mr. Chairman: I'll second it. Motion adopted with Mr. Handy voting "No". Communication from the Attorney submitting a request from David R. Fogle for relief from 1996 penalties and interest. I have discussed this matter with North Williamson in the Tax Commissioner's office and he advises me that one bill did in fact have a due date of November 30, 1996. The reason for this was that the original bill was sent to a mortgage company, which returned the bill to Richmond County and it was then rebilled. The error was clearly that of the property owner and not of Richmond County since the bills were mailed out in september. Although the property owner was under a hardship, I do not believe that the request for a waiver of the penalties and interest is justified, was read. Mr. Bridges: I so move. I Mr. Handy: Second. ~otion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission NWM I