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HomeMy WebLinkAbout04-28-1997 Meeting I ! : I I I FINANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - April 28, 1997 1:00 P. M. PRESENT: Hons. J. Brigham, Chairman; Handy, Vice-Chairman; Bridges and Beard, members; Jim Wall, Attorney; A. B. McKie, Jr., Comptroller; Randy Oliver, Administrator; George Patty, Planning Director; Drew Goins, Asst. Com. of P.W. & Director of Engineering; Harrison Sears, Tax Assessor; David Collins of the Finance Department; Kip plowman, Internal Auditor; Clifford Rushton, Information Technology Director; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of Commission. ABSENT: Hon. Larry Sconyers, Mayor. Also Present: George Eskola of WJBF Television, Gale Mino of WBBQ Radio, Rosemary Forrest of The Metropolitan Spirit and other members of the news media. The Clerk: We have two addendum items to add to the agenda. Mr. Bridges: I move we add these. Mr. Handy: Second. Motion adopted unanimously. A refund of prior year taxes (1995) for Henry L. Kent (Personal property account no. 1338400.02), was read. A refund of prior year taxes for A. J. Kellos Construction Company (Personal property account no. 2026364), was read. A refund of prior year taxes (1996) for Ella Mae Mark (Map 314, Parcel 15), was read. A refund of prior year taxes (1996) for Roy E. Williams (Map 45-3, Parcel 96), was read. A refund of prior year taxes (1996) for David E. Hall (Map 122-3, Parcel 61), was read. Mr. Sears: We recommend approval of all of these. Mr. Beard: I so move. Mr. Handy: Second. Motion adopted unanimously. The Committee next considered authorizing the distribution of pension funds (including interest) in the amount of $1,377.66 for pension contributions made by former employee. Mr. McKie: Ms. Sturrup was an employee in prior years and we have records indicating she made contributions to the pension fund but did not withdraw them. She is now requesting that she be allowed to withdraw the funds with interest. Mr. Bridges: I so move. Mr. Handy: Second. Motion adopted unanimously. A request from Dora G. Hamilton (Sheriff's Department) to purchase 6 years 0 months prior years service in the 1977 Pension Plan, was read. Mr. Bridges: I so move. Mr. Beard: Second. Motion adopted unanimously. The Committee next considered approval of refund paYment of ad valorem taxes paid on mobile home for the tax years 1994, 1995 and 1996 in the sum of $400.22. Mr. Wall: This request originally was for the past ten years and legally we would only have to refund the last three years and that is what I am recommending. Mr. Handy: I so move. Mr. Beard: Second. Motion adopted unanimously. Recommendations of the subcommittee for annual project allocations of the Urban Special 1% Sales Tax, Phase III, subject to quarterly review, were read. Mr. McKie: We will probably have to meet on a quarterly basis to review this. Mr. Bridges: I move for approval. Mr. Beard: Second. Motion adopted unanimously. An amendment to professional services contract between AMCVB and Augusta-Richmond County, was read. Mr. Barry White: We have come up with a figure of 47.3% which would be equal to what we have received over the past eight years. I I I Mr. Oliver: We are recommending that 42.2% of the total mixed drink taxes levied and collected be paid to the CVB. They believe that the numbers have changed because of more aggressive collections but I believe that the numbers have changed because of businesses moving from one part of the County to another. Mr. Bridges: What is the difference dollarwise between the two percentages? Mr. David Collins: About $15,000 per year. After further discussion, Mr. Beard: I move that we approve the 42.2%. Mr. Chairman: I'll second it. And I would suggest in the meantime that this percentage be used for a gO-day period until we finalize these arrangements so that they will receive some funding in order to continue their operations. Mr. Bridges: I make a substitute motion that we split the difference at 45%. Mr. Handy: I second it. After further discussion, Mr. Bridges: I'll withdraw my motion if we have it finalized in the next 90 days. Motion adopted unanimously. An intergovernmental agreement between Richmond County and the Augusta Canal Authority providing for the sale of water from the canal and for the emploYment of the Executive Director, was read. Mr. Wall: The new Executive Director would be the sole employee of the Canal Authority and for administrative purposes, we're recommending that he be added to the County payroll and all costs would be reimbursed by the Canal Authority. I recommend approval of it. Mr. Bridges: I so move. Mr. Beard: Second. After a short discussion, the motion adopted with Mr. Handy voting "Present". A contract between Augusta-Richmond County and Immaculate Conception School which is part of the Capital Improvement Plan of Phase 3 of the 1% Sales Tax, was read. Mr. Handy: I so move. Mr. Bridges: Second. Motion adopted unanimously. I. An agreement between Augusta-Richmond County Commission and Olde Town Associates, L.P. for the sale of 50 buildings in the Olde Town Neighborhood, was read. Mr. Oliver: This calls for the company debt and all our payments on this property. point they'll come back to renegotiate but I worthwhile. to assume all of our I think at some think it is Mr. Handy: I move for approval. Mr. Bridges: Second. Motion adopted unanimously. The Committee next considered approval of advertising for Home Rule amendment to amend purchasing procedures. Mr. Oliver: This will allow departments to make purchases at different levels with formal bids going to a level of $10,000 from $5,000 and we're moving the" $100 level to $500 and the $1,500 to $5,000. Mr. Wall: This will also allow for approval to advertise I under Home Rule to amend the local act and then we can implement the purchasing changes. This is step one of the process. Mr. Bridges: I make a motion we approve the advertising for the amendment. Mr. Handy: Second. Motion adopted unanimously. The Committee next considered approval of the Administrator pursuing creating a regional record retention facility in Augusta-Richmond County. Mr. Wall: I was requested by a Commissioner to put this on the agenda. This would ask the Administrator to contact surrounding counties to see whether there was any interest in creating a regional facility. Mr. Bridges: I so move. Mr. Handy: Second. Motion adopted unanimously. I A contract with the State of Georgia (Department of Children and Youth Services) for the period July 1, 1997 to June 30, 1998, was read. I I I Mr. Oliver: The funds for this in the amount of $144,000 will have to be taken from general fund contingency and next year we need to i.mpress upon our legislative delegation that they should fund. Mr. Bridges: I so move. Mr. Handy: Second. Motion adopted unanimously. The Committee next discussed a policy and procedures regarding funding of community oriented events such as River Race Augusta. Mr. Oliver: Mr. Plowman and I have talked about this and we have come to the c9nclusion that we should enter into a contract with any agency we provide money for which will delineate the purpose and reason for giving them the money for the service they are going to provide in return for that money and that any disbursement should be either done on a reimbursement basis or a draw basis. We would also require an audit from these agencies and by using this contract-approach, it would require the Commission to approve all disbursements before they are actually done. In cases where an agency cannot afford an audit, we could ask the Internal Auditor to check their records. Kip and I need to discuss this in some more detail and set a threshold amount where an audit will be required. After further discussion, Mr. Bridges: I move that we receive this as information. Mr. Beard: Second. Motion adopted with Mr. Handy voting "Present". An organizational chart for Information Technology including deleting Computer Operator position and adding Application Developer position. Estimated financial impact, exclusive of salary study impact - $7,804 plus benefits, was read. Authorization of a Telecommunications Technician in the annual salary amount of $43,750.00 to perform telephone work in- house, was read. Mr. Handy: I move for approval. Mr. Bridges: Second. Mr. Beard: Where will the money come from? Mr. Oliver: It can be taken from lapsed salaries in that department. The savings on the telecommunications position will come from money we will not be paying to Bell South. Motion adopted unanimously. I An Ordinance appointing Chief Judge of State Court as the Chief Judge of Municipal Court and designating the Solicitor as the chief prosecuting attorney of Municipal Court; assign Municipal Courtroom to Superior Court; assign old Commission Room on sixth floor to State Court; assign two of Municipal Court staff to Solicitor's office and absorb remaining staff into county organization after transition, was read. Mr. Wall: There is an amendment that allows the Municipal Court to perform the same misdemeanor jurisdiction as State Court if the State Court judge consents to be the Chief Judge of Municipal Court and if the prosecuting attorney for the misdemeanor cases in State Court consents to being the prosecuting attorney in Municipal Court. This will consolidate the functions, but not the Courts, of Municipal and State Cour~s. This is also on the Public Safety Committee agenda. You will be asked to fund two new State Court Judge positions with secretaries for a total of four new positions and there will additional costs for the Solicitor. Municipal Court will utili~e space at the Law Enforcement Center and two positions will be assigned"to"the Solicitor's Office and the remaining two will . remain at Municipal Court on a temporary basis while the staff analysis is ongoing. After further discussion, Mr. Handy: I move we receive this" I as information. Mr. Bridges: Second. Motion adopted unanimously. The Committee next discussed a change in the rent on the Cotton Exchange Building. Mr. Oliver: This is really for information at this point. The CVB is currently paying $13.44 a square foot for space at the Cotton Exchange Building. They have requested an increase of about $19,000 which would increase the amount to about $16.21 a square foot. Mr. Chairman: Since our lease has expired, would we even need to be a party to that lease? Mr. Oliver: My thinking is why can't we let them enter into the lease. I think it would be more appropriate to let the lease be between them and the landlord. After further discussion, Mr. Handy: I move we receive this as information. Mr. Beard: Second. I I I I Motion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission NWM