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HomeMy WebLinkAbout02-28-2000 Meeting I FINANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - February 28, 2000 1:00 P. M. PRESENT: Hons. Bob Young, Mayor; Shepard, Chairman; H. Brigham, Co- Chairman; Bridges and Williams, members; Jim Wall, Attorney; Randy Oliver, Administrator; Jack Murphy, Public Works Director; Teresa Smith, Pre-Construction Engineer; Drew Goins, Asst. Director ofP.W. - Engineering Division; Harry Siddall, Fleet Manager; Lon Morrey, Comptroller; David Collins, Asst. Comptroller; Keven Mack, HND Director; Geri Sams, Purchasing Director; Walter Hornsby, Deputy Administrator; Stewart Walker, License & Inspections Dept.; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of Commission. Also Present: George Eskola ofWJBF Television, Sylvia Cooper of The Augusta Chronicle, Stacey Eidson of The Metropolitan Spirit, Eileen Rivers of The Augusta Focus and Hons. J. Brigham, Mays, Beard, Cheek, Kuhlke and Colclough, Commissioners. Mr. Chairman: The CVB has asked that we take offltem #9 since their Board will not be meeting until March 9. Mr. Bridges: I move that we hold Item #9 in Committee. Mr. Williams: Second. I Mr. Scott Loehr expressed their concern about the tight money situation for the Augusta Museum in the near future. Mr. Bridges: Could we determine a way to get them the $200,000 rather than the amount in monthly installments? Mr. Oliver: We might could look at paying the $200,000 over the first nine months or something similar, but any change would require two readings unless there was unanimous consent to agree to one. Mr, Bridges: I'd request that Randy come back with a recommendation to assist them in getting the money that is coming to them through the budget more quickly. I'd make a motion that it come back to our next meeting. Mr. Chairman: I'll second it for purposes of discussion. Mr. Bridges: I can amend my first motion to that effect, if you like. Motion adopted with Mr. H. Brigham voting "Present". I Communication from the Mayor regarding a request for funding in the amount of $1,000 to proceed with the application process of Augusta for the AII- America City designation, was read. A request to approve $25,000 from Victim Witness Assistance Program ("VW AP") to rape crisis/sexual assault services, was read. A request to approve $2,500 from Victim Witness Assistance Program ("VWAP") to fund vehicle expense for new Victim Witness Investigator. This will increase the fleet by one (1) vehicle with car initially to be provided from auction pool, was read. A request to authorize the Mayor to expend $20,000 from the promotion account on the Blue Angels, was read. A request to authorize expenditure of $1,500 from promotion account for Commissioner Shackelford appreciation event, was read. Mr. Bridges: I move that we approve these items as a consent agenda. Mr. Williams: Second. Motion adopted unanimously. The Committee first heard a presentation by Mr. Melvin Nichols regarding an increase of his pension in the amount of $2,000. The Committee also discussed the potential increase in retirement benefits of 22 plan participants in the 1949 retirement who retired prior to the enhanced early retirement and after January 1, 1995. Mr. Oliver: People who retired after January 1, 1995 were given the additional benefit of 2.15% for each year of service. People who retired before January 1, 1995 received 2% for each year of service. This is why those who retired before January 1, 1994 were given the extra $2,000 compensation. The effect would be $650,000 for the 22 participants from this day forward. After a lengthy discussion of the matter, Mr. Bridges: I'll make the motion that we maintain the position we have in the past in regard to the pension plan and allow these 22 plan participants to remain in the status that they are. Mr. Chairman: I'll second the motion for purposes of discussion. After further discussion, the motion was adopted unanimously. The Committee next discussed the hiring of a consultant to review University Hospital's books and records. Mr. Bridges: I'd like to expand the Indigent Care Committee that was appointed to include some people from University and someone that would act as a facilitator that I I I I Motion adopted unanimously. A request to approve advertising under the Home Rule provision to enact an ordinance to alter the provisions for the selection of external auditor, was read. Mr. Bridges: I make a motion that we approve this provision such that we do an RFP to allow smaller firms to pool their resources together and make a bid, that we rebid this every five years rather than every three years and that we not prohibit the current auditors or whoever has the five years from bidding at each bid point. Mr. H. Brigham: Second the motion. Mr. Oliver: I would suggest you make it as a Request for Proposals. Mr. Bridges: I'll amend that to make the terminology as Request for Proposals rather than bid. Mr. H. Brigham: I'd second it. I After further discussion, Mr. Wall: Do you want the ordinance to state that an RFP process will be used or do you want to simply say under procedures established by the Augusta Richmond County Commission? Mr. Morrey: I believe that the Gwinnett-Cobb County ordinance just gives the Board the right to appoint auditor. Mr. Oliver: That would be my suggestion. Mr. Bridges: I'll incorporate that in my motion. Mr. H. Brigham: I'll accept that. Motion adopted unanimously. A request to approve an Ordinance to amend Augusta Richmond County Code Section 6-2-105, providing for the appropriation of beer excise tax revenue to the Augusta Richmond County Coliseum Authority, so as to limit the appropriation to 30% of the proceeds from the beer excise tax, was read. Mr. Bridges: I so move. Mr. Williams: Second. I Motion adopted unanimously. A request to autll10rize the sponsorship of an art ball with the Downtown Development Authority the amount of $2,500.00 from the Commission Other Account. (Requested by Commissioner J. Brigham) Ms. Annette Bush: This would involve the sponsorship by the Commission of a ball. Many cities throughout the country are doing similar projects and for Augusta it is golf balls. They would be located in the downtown area and sponsored by various organizations and businesses in our community. After a short discussion, Mr. Bridges: I move we approve $2,500 to be charged to the Commission Other Account. Mr. Chairman: I'll second it for purposes of discussion. Mr. Williams: I move that we send it on to the full Commission. Mr. H. Brigham: Second. Substitute motion fails with Mr. Shepard and Mr. Bridges voting "No". The original motion fails with Mr. H. Brigham and Mr. Williams voting "No". A request to authorize disposition of surplus obsolete computer equipment for sale at a reduced price to local government employees, was read. Mr. Oliver: We will use a lottery system and make our obsolete computer equipment available to employees on an as-is basis for $100 per unit. Mr. Bridges: I move for approval. Mr. Williams: Second. Motion adopted unanimously. A request to authorize Finance Department to enter into contract negotiations with Georgia Municipal Association to provide Hotel/Motel and Alcohol Tax Collection Audit Service on a contingent fee basis, was read. Mr. Morrey: My understanding is that we are responsible for doing the collections. As long as we do a reasonable effort at collecting the money, they take 35% of whatever we collect. If for some reason we had a situation where we determine there was an amount due and we chose not to pursue that for any reason, they could come in and bill us at an hourly rate for those fees. Mr. Bridges: I so move for approval per discussion. I I I I has knowledge in indigent care from the health care side regarding the State trust and on our side as well. I'm asking for an audit because this is a complicated issue and I don't understand a lot of that. Mr. Chairman: Is that in the form of a motion? Mr. Bridges: Yes. I would like to expand it by these two slots, one from University and one facilitator, and I'll make that in the form of a motion. Mr. Chairman: I'll second it for purposes of discussion. Mr. J. Brigham: I'd like to meet before we consider adding anyone because I'd like to talk to all the hospitals in the area. This committee may be greatly expanded but I'd like to have a chance to meet. Mr. Mayor: I spoke with representatives of the Hospital and they indicated that they would be glad to accommodate someone looking at their records. After further discussion of the matter, Mr. Bridges: I'll amend my motion to just hold this in the Committee. Mr. Shepard: I accept the amendment. I Motion adopted unanimously. A request to approve Indigent Care Contract with University Health Services, Inc. d/b/a University Hospital, was read. Mr. Wall: There is just one clarification. This is currently what they've been doing is charging at the clinics based upon a sliding scale and this would allow charging the client at the clinics and this clarifies that. Mr. H. Brigham: I move that we offer the contract back to University Hospital at the rate budgeted in the current budget. Mr. Williams: Second the motion. Mr. Bridges: I'll make a substitute motion that we hold this in committee as well. Mr. Chairman: I'll second that. After further discussion on the matter, the substitute motion failed with Mr. H. Brigham and Mr. Williams'voting "No". I The original motion failed with Mr. Bridges and Mr. Shepard voting "No". The Committee next discussed the Investment Policy and the Linked Deposit Program and also considered authorizing the Finance Department to issue a I Request for Proposal (RFP) for banking services for a maximum period of three years. Mr. Oliver: This program was set up December 10 of 1991. The records from the old County showed that $500,000 was placed in C & S Bank for minority enterprise development program with two additional banks to be chosen for deposits of $500,000. Mr. Collins will explain how the funds investment works. Mr. Collins: In mid 1995 there was about $2.5 million in CDs at three different banks and there was a desire at the time to come up with a linked deposit program. Those banks were linked to the money because there was $2.5 million which has now grown to $2.9. The policy or the written procedures never, to my knowledge, came about on what our obligation was to invest those funds. The funds are available for a linked deposit program if we can come up with some guidelines on what exactly is the program and at what level of interest rate reduction do we accept in exchange for the banks. Mr. Oliver: The official records of the County reflect the only official action taken by the then County Commission was to establish $500,000 in C & S Bank with two additional banks of $500,000 each, assuming this is the same thing. Mr. Mays indicated that there was money previously placed in the bank for the purpose of this program. Mr. Collins presented a slide show outlining how a linked deposit program works aild where the funds were deposited. I After further discussion of the matter, Mr. Chairman: Do I have a motion that we send this to a sub-committee and we develop a linked policy as part of the development of the investment RFP? Mr. H. Brigham: I so move. Mr. Chairman: I'll second that. After further discussion, the motion was adopted unanimously. The Committee next discussed the impact of Government Accounting Standards Hoard (GASH) Statement No. 34 on Augusta Richmond County. Mr. Oliver: This is for your information. Mr. Bridges: I move we accept this as information. Mr. Williams: Second. I Mr. Williams: Second. I Mr. J. Brigham: I believe there is a similar program with ACCG. Mr. Oliver: We can check on that before the meeting. Mr. Chairman: Couldn't we write a clause in .the contract that would indicate that we'd paid them on the percentage of the amount we had actually settled for? Mr. Wall: We could try that. Mr. Bridges: I'll incorporate that in my motion. Motion adopted unanimously. A request to authorize hiring vendor to work with staff to put together Annual Report and Semi-Annual Publications, was read. Mr. Oliver: We want to put out two quarterly supplements as well as an annual report and in concert with that, we would like to discuss with you hiring someone to work with our staff from a graphic arts/photography perspective to put this together. We figure it would cost $18,000 to $20,000 and we have funds budgeted. I Mr. Bridges: I would move for approval that the staff work up recommendations of what vendor and bring it back to us. Mr. Williams: Second. Motion adopted unanimously. The Committee next reviewed the Utilities Accounts Receivable. Mr. Bridges: I move we receive this as information. Mr. H. Brigham: Second. Motion adopted unanimously. A request to authorize issuance of Request for Proposal for Municipal Bond Underwriters for Water and Sewer Revenue Bonds and approve Bond Inducement Resolution, was read. Mr. Bridges: I so move we add this. I Mr. H. Brigham: Second. Motion adopted unanimously. I Mr. Oliver: This will request both qualifications and price in two separate envelopes. Mr. Bridges: I make a motion that we approve this. Mr. H. Brigham: I second that. After further discussion, the motion was adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission NWM I I . ,. FINANCE & APPROPRIA nONS AGENDA COMMITIEE ROOM - February 28, 2000 1:00 P. M. 1. Presentation by Mr. Melvin Nichols regarding his pension. lA. Discuss potential increase in retirement benefits of 22 plan participants in the 1949 retirement who retired prior to the enhanced early retirement and after January 1, 1995. 2. Discuss Investment Policy & Linked Deposit Program. 3. Discuss impact of Government Accounting Standards Board (GASB) Statement No. 34 on Augusta Richmond County. 4. Communication from the Mayor regarding a request for funding in the amount of $1,000 to proceed with the application process of Augusta for the All-America City designation. 5. Motion to approve advertising under the Home Rule provision to enact an ordinance to alter the provisions for the selection of external auditor. 6. Motion to approve an Ordinance to amend Augusta Richmond County Code Section 6-2-105, providing for the appropriation of beer excise tax revenue to the Augusta Richmond County Coliseum Authority, so as to limit the appropriation to 30% of the proceeds from the beer excise tax. 7. Approve $25,000 from Victim Witness Assistance Program ("VW AP") to rape crisis/sexual assault services. 8. Approve $2,500 from Victim Witness Assistance Program ("VW AP") to fund vehicle expense for new Victim Witness Investigator. This will increase the fleet by one (1) vehicle with car initially to be provided from auction pool. 9. Report from the CVB and Museum regarding funding. 10. Motion to approve Indigent Care Contract with University Health Services, Inc. d/b/a University Hospital. lOA. Discuss hiring of consultant to review University Hospital's books and records. (Requested by Commissioner Bridges) 11. Authorize the Mayor to expend $20,000 from the promotional account on the Blue Angels. (Requested by Commissioner J. Brigham) 12. Authorize the sponsorship of an art ball with the Downtown Development Authority the amount of $2,500.00 from the Commission Other Account. (Requested by Commissioner J. Brigham) 13. Authorization to dispose of surplus obsolete computer equipment for sale at a reduced price to local government employees. ..i 14. Authorize Finance Department to issue a Request for Proposal (RFP) for banking services for a maximum period of three years. 15. Authorize Finance Department to enter into contract negotiations with Georgia Municipal Association to provide HotellMotel and Alcohol Tax Collection Audit Service on a contingent fee basis. 16. Authorize expenditure of$1,500 from promotion account for Commissioner Shackelford appreciation event. 17. Authorize hiring vendor to work with staff to put together Annual Report and Semi-Annual Publications. 18. Review Utilities Accounts Receivable. I..