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HomeMy WebLinkAbout01-08-2001 Meeting I FINANCE & APPROPRIA nONS COMMITTEE COMMITTEE ROOM - January 8, 2001 1:00 P. M. PRESENT: Hons. Bob Young, Mayor; Shepard, Chairman; H. Brigham, Co- Chairman; Bridges and Williams, members; Jim Wall, Attorney; Walter Hornsby, Interim Administrator; Lynn Bailey, Elections Director; Donna Williams, Asst. Comptroller; Al Slavens, Finance Dept. Consultant; Heather Jenia, Transit Department; Sonny Reece, Tax Assessor; Brenda Byrd-Pelaez, Interim Human Resources Director; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of Commission. Also Present: Heidi Coryell of The Augusta Chronicle, George Eskola ofWJBF Television, Stacey Eidson of The Metropolitan Spirit and Hons. J. Brigham, Mays, Colclough, Kuhlke and Beard, Commissioners. A request for authorization to allow Finance Department to change method used for investment of overnight funds at Regions Bank, was read. Ms. Williams: We haven't had a chance to look at this and were not involved in the discussion about it so we would ask that you give us a chance to look at it and come back to you. I Mr. Bridges: I move we receive it as information and bring it back at the first meeting in February. Mr. Williams: Second. Mr. H. Brigham: I would ask that you also look at the status of the money we had for the investments for the lo~-income group for the linked deposits. Ms. Williams: I will check into that. Mr. J. Brigham: We might also want to look at putting out an RFP for banking serv1ces. Mr. Slavens: We could probably have that back by the first meeting in February. Motion adopted unanimously. A request to approve the award to Bobby Jones Ford to guarantee pricing for the 2001 Model Year 116-119 Inch Wheelbase Sport Utility Vehicles, (Bid # 00- 163), wns read. After a short discussion, Mr. Bridges: I move for approval. I Mr. Chairman: I'll second the motion for discussion. Motion adopted unanimously. A request to approve repairs to heating unit at Elections Warehouse, was I read. Ms. Bailey: This is not budgeted and the cost will be about $1,100. Mr. Williams: I move for approval. Mr. Bridges: I'll second to get it on the floor. Ms. Bailey: We could wait until the fall to do further work on this if we have to. Mr. Bridges: I make a substitute motion to receive this as information, and we can look at this later in the year when we have a better idea about funding. Mr. Chairman: I'll second the motion. Motion adopted unanimously. A request to approve qualifying fees for 2001, was read. Mr. Bridges: I make a motion to approve it. I Mr. Williams: I second it. Motion adopted unanimously. A request to approve an increase in Transit fares. The regular passenger base fare will increase 25 cents. The new fare will be 51.00. Senior citizen, disabled and student fares will be increased from 35 cents to 50 cents. The base ADA paratransit fare will be increased from 51.50 to 52.00. There will be no increase in the cost of a transfer, was read. Ms. Jenia: We also have suggested a pass program. We would have a 31 day rolling pass for $50.00 and a 7 day rolling pass for $15.00. Mr. Bridges: I make a motion that we approve the fare increase as well as the pass program. Mr. Williams: Second. Mr. Chairman: When they get the pass program priced, they can bring that back to us. Motion adopted unanimously. I I . , A request to ratify appointment letter of Ms. Donna Williams as Acting Interim Comptroller. (Requested by Commissioner Shepard), was read. Mr. Bridges: I so move. Mr. Chairman: I'll second that. Motion adopted unanimously. A request to consider abatement of taxes (2000) for Augusta Woman's Club on property located at 1005 Milledge Road. (Deferred from December 27, 2000 meeting), was read. Ms. Halley appeared before the Committee regarding the above item. Mr. Wall: There is a question as to whether it is used for a purely charitable purpose. Even though the organization is tax exempt for income tax purposes, state law does not exempt every entity that is exempt from income tax purposes as being exempt from ad valorem. The Board of Tax Assessors in 1991 denied the exemption from ad valorem taxes and that ruling is applicable now. I would agree that you not grant the exemption. I Mr. Bridges: I make a motion that the refund be denied. Mr. Williams: I'll second it. Ms. Halley: Is'there a possibility that we could reduce the burden of taxation on that property? Mr. Wall: I would suggest that you talk with the Assessor's Office and see if the value can be adjusted due to the condition of the building. Mr. Reece: They can file a return and we can go out and look at it. Mr. Chairman: That would be for future years. Ms. Halley: Can we pay it in installments without a huge penalty? Mr. Wall: That's Mr. Saul's prerogative. I think. you can eliminate any penalty consistent with what we've done in the past. I don't know that the penalty has been added on. It's not on the bill but it should have been added on. Mr. Chairman: Could we add that as part of the motion and send that to Mr. ' Saul? I Mr. Wall: Yes. Mr. Bridges: I'll amend my motion to waive the penalty. Motion adopted unanimously. Communication from the Mayor regarding the preparation of a report concerning the collection of monies from outstanding accounts. (Requested by Commissioner Shepard), was read. Mr. Mayor: I had spoken out previously about collecting money that other people owe us and I had asked Mr. Cosnahan to put together some figures to show what it would cost for him to review our accounts and see where we have an opportunity to collect money that is owed to us. Mr. Cosnahan: I haven't had an opportunity to do that. Our contract ran out at the end of the year and I thought it would be appropriate to wait until we decided about that. It could be included and billed through our Internal Audit work. Mr. Mayor: Is it the Commission's wish to continue the contract for another year with Baird as the Internal Auditor? Mr. Chairman: I guess we just need to poll the Commission. Mr. Wall: I can bring back a contract on that but in the past I have recused myself from that because Mr. Cosnahan does the work for our firm. Bill Williams has worked on that contract in the past. Mr. H. Brigham: I would move that Mr. Cosnahan continue their work until we get the contract signed. Mr. Williams: I'll second for discussion. Mr. 1. Brigham: Last year we took a vote to go out for proposals for this work and that has never been done. Mr. Bridges: I'd make a substitute motion that we receive this as information. Mr. Chairman: I'll second for discussion. Mr. Hornsby: I can come back with a recommendation. Motion adopted unanimously. The Committee next discussed the Corrective Action Plan for Finance Department. (Requested by Commissioner Shepard) I I I I Mr. Chairman: This notes that the Finance Department is currently being reorganized and a person will be assigned responsibility for compliance. The audit is expected to be completed by July 31, 2001. Do you want to make this a charge to the Finance Department that we have that deadline of the correction action plan recognized by this Committee? Donna, do you think that's reasonable that we could have that done within that time? Ms. Williams: Within that time frame we could probably do it. Mr. Bridges: I so move. Mr. Williams: Second. Motion adopted unanimously. The Committee next discussed Financial Consultant Services contract for 2001. (Requested by Commissioner Shepard) I Mr. Chairman: We first need to consider the renewal of our contract with Mr. Slavens. We need some basic accounting work in connection with the audit preparation. Cherry, Bekaert & Holland has indicated to me that there may be some conflict with them doing that so we need to hire someone to do that. Also, we need to consider having the Commission receive regular [mancial reports that show funds balances in relation to the budget as indicated in a memo from Bob to Donna. Mr. Slavens indicated that he would continue to assist the Finance Department for a period of90 days at a rate of$75.00 per hour in order to prepare the records for presentation to the auditor when he begins his field work in preparation of the audit for 2000. Mr. Bridges: I make a motion that we approve contracting with Al Slavens at $75.00 for a 90 day period. Mr. Williams: Second. Motion adopted unanimously. Mr. Chairman: I think we need to make some designation for an accounting services provider to help get the work ready for the auditors. Ms. Williams: We had interviewed for an open vacancy, the Accountant III position. We had arrived at a person that we wished to offer this job to and that was the day before the freeze went into effect. We had wanted to move on that as quickly as we could. I Mr. Bridges: I make the motion to allow them to go ahead and make this offer. Mr. Beard: I think this should go through the Position Control Committee and follow the procedure we had established. Motion dies for lack of a second. I Mr. Bridges: I move that we send this to that Committee and they bring a recommendation back to the full Commission. Mr. Wall: If that Committee authorizes filling the position and they can meet the 3.5%, we do not have to bring that back. Mr. Bridges: Then they can just go ahead and decide. We don't have to take any action on it. Mr. Wall: There is a meeting set up already. Motion dies for lack of a second. Mr. Chairman: I'd like to see us all receive the reports we need. The Mayor is asking for information with fund balances, expenses related to the budget and actual revenues related to revenue projections. Mr. Slavens: Why don't we let the Fina.'1ce Department come back to you with the appropriate reports? I think that there are standard reports that can be generated. I Mr. Chairman: Can you give us something for the next meeting and see if that is what we need? Mr. Slavens: Yes, we can do that. Mr. Williams: I had asked for some kind of report that gives checks and balances on those places that take in funds. Mr. Wall: That's the type of thing that the auditor looks for. Those systems are in place and there is always the potential for someone to steal some money. It's a continual review of the process to be sure it's current. Mr. Bridges: We have received quarterly reports this past year from the Finance Department but if we're looking at a monthly report, I'd like to see a one or two-page summary sheet comparing each department's budget to actual. Mr. Chairman: Can we have a motion that the consultants assemble such a report? Mr. Bridges: I so move and that would be on a monthly basis. I Mr. Chairman: I'll second that. I Mr. Slavens: We'll try to have that by the first meeting in February. Motion adopted unanimously. Mr. Mayor: Mr. Hornsby is going ahead with Human Resources to draw up job descriptions consistent with the reorganization of the Finance Department. Also, it would be my recommendation to this group that we hire an executive search firm to hire our Director of Finance since it is such a critical position in this government. Mr. Chairman: We can put that on the next Commission agenda if everyone is interested in doing so. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission NWM I I FINANCE & APPROPRlA TIONS AGENDA COMMITTEE ROOM - January 8, 2001 1:00 P. M. 1. Authorization to allow Finance Department to change method used for investment of overnight funds at Regions Bank. 2. Approve the award to Bobby Jones Ford to guarantee pricing for the 2001 Model Year 116-119 Inch Wheelbase Sport Utility Vehicles, (Bid # 00-163). 3. Motion to approve repairs to heating unit at Elections Warehouse. 4. Motion to approve qualifYing fees for 2001. 5. Motion to approve an increase in Transit fares. The regular passenger base fare will increase 25 cents. The new fare will be $1.00. Senior citizen, disabled and student fares will be increased from 35 cents to 50 cents. The base ADA paratransit fare will be increased from $1.50 to $2.00. There will be no increase in the cost of a transfer. 6. Ratify appointment letter of Ms. Donna Williams as Acting Interim Comptroller. (Requested by Commissioner Shepard) 7. Discuss Corrective Action Plan for Finance Department. (Requested by Commissioner Shepard) 8. Discuss Financial Consultant Services contract for 2001. (Requested by Commissioner Shepard) 9. Consider abatement of taxes (2000) for Augusta Woman's Club on property located at 1005 Milledge Road. (Deferred from December 27, 2000 meeting) 10. Communication from the Mayor regarding the preparation of a report concerning the collection of monies from outstanding accounts. (Requested by Commissioner Shepard) - I