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HomeMy WebLinkAbout03-30-1998 Meeting I I I FINANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - March 30, 1998 1:00 P. M. PRESE:NT: Hons. Larry E. Sconyers, Mayor; Bridges, Chairman; H. Brigharrl, Vice-Chairman; Beard and J. Brigham, members; Randy Oliver, Administrator; Jim Wall, Attorney; Clifford Rushton, IT Director; Elaine Johnson, Clerk of Court; John Miller of Fleet Management. Dept.; Glenn Greenway, Acting Comptroller; North Williamson, Tax Commissioner's Office; Harrison Sears, Tax Assessor; Max Hicks, Utilities Dept. Director; John Etheridge, Human Resources Director; Geri Sams, Purchasing Director; Lena Bonner, Cl.erk of Commission and Nancy Morawski, Deputy Clerk of Commission. Also Present: Stacey Eidson of The Metropolitan Spirit, other members of the news media and Hon. Todd, Commissioner. The Clerk: We have a request for an addendum. Mr. H. Brigham: I so move. Mr. Beard: Second. Motion adopted unanimously. The Committee first heard a presentation by Ms. Brenda Durant, Executive Director of the Greater Augusta Arts Council regarding their activities in the community. The Committee also considered at this time the reduction of the Greater Augusta Arts Council's 1998 budget by $5,000 due to the cancellation of the Lock N'Ham Jam Festival. This action will result in the Arts Council's budget being reduced from $148,000 to $143,000. Ms. Durant: We revised our budget in the fall to accommodat:e the changes when we found out that it would probably be reduced. We eliminated the Lock N'Ham Jam to save $5,000 and we do not expect to spend $10,000 of City money on the Arts in the Heart of Augusta Festival. We have received funding from other sources for some of our events and for budget support. I have a le1:ter I wrote to Mr. Sconyers that concerns cutting our budget and I'd like to read to you the portion concerning the Lock N'Ham Jam. "You and I discussed the Lock N'Ham Jam. As I mentionedj' this event has turned into a beer blast in recent years. WE~ have a difficult time getting sponsors as no one wants to have their company name associated with this event. Our cookers wJLII not return next year as there is a larger cook-off the same weekend. For 1998 we propose to use the City dollars usually set aside for Lock N'Ham Jam to promote the Arts in the Heart Fes1:ival in south Richmond County. This would include increased advertising, entertainers going into schools to promote the festival and flyers for school children to carry home to parents. We will work with south Richmond County merchants and local radJLo stations to host promotional events to advertise the Arts in the Heart of Augusta Festival to the residents of south Richmond County. If we find that our budget is cut for 1998-1999, we would eliminate the funding we put towards Lock N' Ham Jam completely. We would not be able to divert these funds towards increased promotion in south Richmond County." Mr. Todd: I'm sorry for coming in late. Are you planning an event next year to replace the Lock N'Ham Jam? Ms. Durant: We are planning a folk festival as a totally different festival in the spring of 1999. We have added a "hard hat party" at the request of Enterprise Mill. This will be open to all of Augusta to view the Enterprise Mill and it will be a casual type of party. Mr. Oliver: At the time we submitted the budget to you, we were not aware of this October 27 letter and it was our belief at that time that the $5,000 was in the overall budget. It is your decision according to the letter where you intended to cut but we felt that should be your decision as to how that $148,000 could best be used. Ms. Durant: This was the event that we had the hardest time getting sponsorship for and instead we wanted to do the promotion for the Arts in the Heart Festival in south Richmond County using the $5,000. But this went away when we were cut $37,000 and I felt it was out as part of that sum. Mr. J. Brigham: I move that we receive this as information and not make any budget adjustments. Mr. Beard: I'll second that. Motion adopted with the Chairman voting "No". The Committee next considered a request from the Augusta Chorale regarding a request for funding to attend the spoleto Festival in Charleston, SC. At this time Ms. Vivian Thompson and other representatives of the Augusta Chorale made a presentation regarding their request for funding in the amount of $4,000. Mr. J. Brigham: Is there any funding available? Mr. Oliver: Not that I know of except through contingency or Commission Other. Mr. Beard: I move that we ask the Administrator to look for funds available for this which may include funding from contingency. Mr. J. Brigham: I'd like to make a substitute motion that we send this to the Commission without a recommendation. I I I Mr. Chairman: I'll second that. Motion adopted unanimously. A request to abate penalty ($2,909.55) on property at 3122 Damascus Road, was read. Mr. Wall: Generally where it was the taxpayer's error, we have not abated the penalty. Mr. J. Brigham: I make a motion we deny it. Mr. Beard: Second. Motion adopted unanimously. A request from Imagyn Urology to abate penalty on account #969719, was read. Mr. Williamson: This is the taxpayer's error. Mr. Beard: I move we deny it. Mr. J. Brigham: Second. Motion adopted unanimously. A Resolution reaffirming the necessity of the 911 charge, was read. Mr. ~'all: State law requires that we do this each year. Mr. J. Brigham: I so move we approve. Mr. Beard: Second. Motion adopted unanimously. A Resolution approving transfer of KMC Southeast Corp. franchise to KMC Telecom, Inc., was read. Mr. vlall: This is just a change in the corporate name which requires Cl Resolution accepting that and we recommend approval. Mr. Beard: I so move. Mr. J. Brigham: Second. Motion adopted unanimously. A request to approve termination of contract between City Council olE Augusta and Richmond County Hospital Authority and cancellat:Lon of duplicate City of Augusta 1995 tax bill for Map & Parcel 046-1-036003, was read. Mr. Wall: This terminates a contract that was entered into between the city Council of Augusta and the Hospital Authority. This concerns the professional building located on st. Sebastian Way and in 1976 the Hospital Authority and the city apparently entered into an agreement where the Hospital Authority would pay a percentage of the rental, and so therefore there was a varying amount. However, a fixed amount of $43,000 was paid to the City for City taxes. No one really knows the origin of the $43,000 figure and we're recommending that we terminate that agreement just to clear the record and tax them as any other entity is taxed. This would also cancel a duplicate tax bill for 1995. Mr. Beard: I so move. Mr. H. Brigham: Second. Motion adopted unanimously. A request to award a purchase order to Southlake Ford for 2 Ford E350 work detail vans at a total cost of $45,814.00 for the Trees & Landscape Department, was read. A request to award a purchase order to Southlake Ford for one 15 passenger van at a total cost of $26,478.00 for the Fire Department, was read. A request to award a purchase order to Southlake Ford for 3 Ford Escort 4-door automobiles at a total cost of $35,271.00 for the Fire Department, was read. A request to award a purchase order to Thomas Built Buses, Inc. for 1 prisoner transport bus at a total cost of $65,337.00 for the Sheriff's Department, was read. A request to award a purchase order to Southlake Ford for 2 Ford E350 work detail vans at a cost of $22,907.00 for the Recreation Department and $22,907.00 for Public Works - Urban, was read. Mr. Mitchell: On items 7 and 25 we had one bidder. Mr. J. Brigham: I'd like to see us rebid any item that we only got a single bid on. Mr. Beard: I move that we approve the low bids. Mr. Chairman: I'll second that. Motion fails with Mr. H. Brigham and Mr. J. Brigham voting "No" . A request to abate penalty on 1997 tax bill for 1215 Johns Road, was read. I I I Mr. Williamson: Based on my investigation of this, I'd recommend 1Ne give favorable consideration to the abatement of the penalty of $580.95. Mr. Beard: I so move. Mr. J. Brigham: Second. Motion adopted unanimously. A request for abatement of penalty and interest by G. E. Capital Corp., was read. Mr. Williamson: In this case they sent us a change of address form related to two accounts and they have other accounts as well. Unfortunately, we changed the mailing address on two accounts that should not have been changed. For that reason they never got the bills on time and by the time they discovered the problem and paid it, it was late and had penalties attached. I guess it would really have to be our fault and I recommend that we give them relief on the penalty which was $792 and they paid interest which was $259 plus but I would only recommend abating the penalty. Mr. J. Brigham: I move we abate the penalty. Mr. H. Brigham: Second. Motion adopted unanimously. A request from Mr. James Florida regarding an increase in his disability retirement from 25% to 50%, was read. Mr. Florida: I was here about this two weeks ago and this would also affect Mr. Jack Usry who is here. Mr. Bo Hunter: When you replaced one section of the Ordinance with another section, it would seem that the new section would be in effect and valid. Mr. Ylall: The intent of this was that we had inconsistent provisions between certain plans and we wanted to make the plans consistent: in a prospective manner. It was not intended to make it retroactive. Mr. Etheridge: I'm a little confused about it. It's my understanding that this provision provides to employment-related disabilities. Mr. ~J. Brigham: How did he get 25% if it wasn't employment- related? Mr. Etheridge: It was a medical retirement. Mr. Oliver: Let me read that portion of the letter into the record. This is a letter from Mr. Dixon dated April 10, 1991. "The Richmond County Board of Commissioners Alcohol Sub-Committee meeting April 9, 1991. The Commission approved your recommendation for medical disability retirement for Mr. James Florida, Sr., Richmond County employee, Sheriff's Department, that the employee's condition not be considered "job related" as recommended by the Finance Committee at the meeting held April 2, 1991." Mr. Florida: On Feb. 2, 1980 I was involved in an accident in a patrol car. I spent 11 days in the hospital and in the last five years I've had open heart surgery and I've had surgery five times from that accident. So don't tell me it's not job-related disability. Mr. Chairman: Can someone be, I guess you could say, pre- vested to pick up these two people? Mr. Wall: They're saying that as of the date of the adoption of that Ordinance forward that they should be entitled to the 50%. So they're not asking for a retroactive benefit from the standpoint that prior to the adoption of the Ordinance to the date of their initial disability. They're asking that their disability be changed to 50% from the date of adoption of the Ordinance. I understand that there are only two employees that fall in this category, Mr. Florida and Mr. Usry. Mr. Etheridge: And that is based on all the information that we have in my office. Mr. J. Brigham: I think we need a clear understanding of how many people we're talking about and I'm going to make a motion that we refer this to the full Commission without a recommendation. Mr. Beard: I'll second the motion and include in there that we get all the facts involved in this when it is presented. Mr. J. Brigham: I'll be happy to include that. Motion adopted unanimously. Mr. Oliver: I would suggest that we defer item #13 to the next meeting in the interest of time. A request to amend the copier contract for Bid Item #97-108 awarded to the Pollock Company on October 8, 1997 and authorize increase in budget for Clerk of Court in the amount of $9,200 with funds to be taken from General Fund Contingency, was read. Mr. Oliver: When the copier bids were originally done, it was determined that the copiers for the Clerk of Court were too small. subsequently, the Purchasing Department attempted to I I I correct that situation and in doing so, bigger copiers were put in place and a budget adjustment of $9,200 was required. We believe that it is in order. Mr. J. Brigham: I move that we amend the budget. Mr. Beard: Second. Motion adopted unanimously. A request to approve the renewal of the annual lease for the Main Tag Office located at 491 Laney-Walker Blvd. The building is leased lErom the state Department of Agriculture, was read. Mr. Wall: We recommend approval. Mr. J. Brigham: I so move. Mr. Beard: Second. Motion adopted unanimously. A request to award to the low bidder, AccuData Solutions, Inc., to print the Augusta Court Notices and the Utility Invoices saving $12,937 annually, was read. Mr. Beard: I so move. Mr. J. Brigham: Second. Motion adopted unanimously. A request to award the cellular telephone services contract to the lowest and best bidder, Alltel, saving $22,798 annually, was read. Mr. Beard: I move we approve. Mr. J. Brigham: I second. Motion adopted unanimously. A request to approve CPS contract at $331,721.00 for Tax Appraisal and Assessment Software, was read. Mr. Beard: I so move. Mr. J. Brigham: Second. Motion adopted unanimously. A request to approve and sign Software License and Service Agreement with New World Systems in the amount of $58,410 for the calendar year (funds are budgeted), was read. Mr. H. Brigham: I so move. Mr. Beard: Second. Motion adopted unanimously. A request to approve conveyances to the Richmond County Land Bank Authority for the following properties, to-wit: 1. 1703 Luckey Street 2. Luckey Street (Lot No.8, Block 3, shown on a plat recorded in Realty Reel 9-S, page 258) 3. 1310 Florence Street 4. 1440 Roulette Lane 5. 1429 Roulette Lane Mr. Wall: We recommend that these be conveyed to the Land Bank Authority so that they can then negotiate with a prospective builder. Mr. Beard: I so move. Mr. H. Brigham: Second. Motion adopted unanimously. The Committee next considered an Operational Efficiency Audit of all departments and constitutional officers. Mr. Oliver: One of the things you've asked me to look at is how this government can operate more efficiently. I've talked with two firms who have expressed interest in doing an audit of governmental operations. One is David M. Griffith and the other is Chartwell and I have scopes of services here for you to look at. I would ask you to look at them and perhaps at the next meeting to discuss how you would like to proceed. Mr. Beard: I would like to see us do that and I so move. Mr. J. Brigham: Second. Motion adopted unanimously. The Committee next considered tax relief for Mr. Joseph Young. Mr. Young: I have a letter to verify homestead tax exempt. I purchased a house in Kingston in 1994. I took this letter to the Tax Office but it seems it didn't get into the computer. I am asking for a waiver on this and the taxes in question are in 1995. Mr. J. Brigham: I make a motion that the Tax Commissioner investigate this and bring it back at the next meeting. I I I Mr. H. Brigham: I second. Motion adopted unanimously. Mr. Chairman: Do we want to reconsider the items for the purchase orders with the exception of number 7? Mr. Greenway: Items 7 and 25 only had one bidder. Mr. Chairman: Then let's reconsider items 8, 9 and 20. Mr. Beard: I so move. Mr. Chairman: I'll second. Motion adopted with Mr. J. Brigham voting "No". Mr. Beard: I'll move that we approve those three items. Mr. C:hairman: I'll second the motion. Motion fails with Mr. H. Brigham and Mr. J. Brigham voting "No" . A request for refund of taxes for 1995, 1996 & 1997 by allowing change of homestead class from H-10 to H-5, was read. Mr. Wall: This is one where the man got a disability determination in 1997 but it was after the deadline. However, it was retroactive to some date in 1991. He would only be entitled to three years. Mr. J. Brigham: I make a motion that we allow the disability for 1997. Mr. Chairman: I'll second it. What have we done in the past? Mr. Wall: You've gone back three years where an error was made but t~his is a little different situation. The VA made this determinat~ion . Mr. Williamson: This is dated July 29, 1997 but they gave him an evaluation of 100% disability effective January 25, 1991. Without this document he could not have properly applied for it. Mr. Wall: He could not apply for it in '95, '96 and '97. But once he got that letter, he qualified for it back to 1991. In Mr. Young's situation, it may be identical to this one. Motic:m fails with Mr. Beard and Mr. H. Brigham voting "No". Mr. Chairman: When are we going to begin interviewing for the Internal Auditor's position? Mr. Oliver: When the Mayor, Mr. Beard and myself can get together. Mr. Chairman: Let us know when you set the date. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission NWM