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HomeMy WebLinkAbout02-12-2001 Meeting I FINANCE & APPROPRlA nONS COMMITTEE COMMITTEE ROOM - February 12,2001 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; Brenda Byrd-Pelaez, Human Resources Director; Ron Crowden, Interim Fleet Manager; Al Slavens, Finance Dept. Consultant; Donna Williams, Interim Comptroller; Max Hicks, Utilities Dept. Director; Chief Bernard Mack, Fire Dept.; Dep. Chief Mike Rogers, Fire Dept.; Keven Mack, HND Director; Dave Dlugolenski, EMA Director; Tameka Allen, IT Dept.; Teresa Smith, Public Works Director; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of Commission. Also Present: George Eskola ofWJBF Television, Heidi Coryell of The Augusta Chronicle, Stacey Eidson of The Metropolitan Spirit, other members of the news media and Hons. Beard, Mays, Kuhlke, J. Brigham, Commissioners. The Clerk: We have a request to add one item to the agenda. It is a request to add Tammy Flakes as signatory on bank accounts and authorized person for wire and collateral activity. Mr. H. Brigham: I so move that we add and approve it. I Mr. Chairman: I'll second the motion. Motion adopted with Mr. Bridges out of the room. A request to approve counteroffer to acquire property identified as Tax Map 37-3, Parcel 108 for 566,500, was read. Mr. H. Brigham: I so move. Mr. Chairman: I second the motion for purposes of discussion. Motion adopted with Mr. Bridges out of the room. A request to approve the purchase of one (1) Elliptical Tanker Fire Truck for the Augusta Richmond County Fire Department from Harless Fire Equipment Company of Bessemer, Alabama for 5156,300.00 (lowest bid offer on Bid 00-104), was read. A request to approve tJ;1e purchase of one (1) Utility Body Truck for the Utilities Department - Customer Service Division from Augusta Dodge for 521,905.96 (lowest bid offer on Bid 00-123), was read. I A request to approve the purchase of two (2) 10,000 GVW Trucks for the Utilities Department - Construction & Maintenance Division from Bobby Jones Ford for $63,095.00 (lowest bid otTer on Bid 00-127), was read. I A request to approve the purchase of seven (7) Compact Pickup Trucks for the Utilities Department - Customer Service Division from Bobby Jones Ford of Augusta, Georgia for $104,973.05 (lowest bid otTer on Bid 00-132), was read. A request to approve the purchase of five (5) Compact Pickup Trucks for the Utilities Department - Construction & Maintenance Division from Bobby Jones Ford of Augusta, Georgia for $75,140.15 (lowest bid otTer on Bid 00-132), was read. A request to approve the purchase of three (3) Midsized Pickup Trucks for the Utilities Department - Construction & Maintenance Division from Bobby Jones Ford for $52,074.00 (lowest bid otTer on Bid 00-133), was read. A request to approve the purchase of one Stakebody Truck for the Augusta Richmond County Fire Department from Isuzu Trucks of Augusta for $25,745.00 (Bid # 00-161), was read. Mr. Bridges: I would make the motion that we approve Items 2 through 8 with the low bid in each case. Mr. H. Brigham: Second it to get it on the floor. I Mr. Williams: I'd like to make a substitute motion that we take these items one by one. Motion dies for lack of a second. After a short discussion, the motion was adopted with Mr. Williams voting "No". The Committee discussed Financial Reporting to Finance & Appropriations Committee. Mr. Slavens outlined aspects of the report to the Committee. Committee members expressed their desire for a more concise report in the future with a more detailed report to be presented on a quarterly basis. After further discussion, Mr. Bridges: I move that the report for next month include information on page 1, page 14 and page 20 of this report. Mr. Williams: Second. Motion adopted unanimously. I I The Committee next discussed a request for Banking Services. Mr. Slavens discussed the timetable for the submission of bids for these services. Mr. Bridges: I make a motion that we approve this subject to any recommendations or changes Purchasing may have for this document. Mr. Williams: Second. Mr. Chairman: Would you like to have a time for this to come back to this committee after Purchasing considers it? Mr. Slavens: We can bring it back to the next meeting. Mr. Bridges: I'll amend the motion to bring it back to this committee. Motion adopted unanimously. I A request from Historic Augusta, Inc. concerning a local government match regarding their application for a Certified Local Government 2001 Historic Preservation Fund Grant to create design guidelines for the Downtown National Register District, was read. Ms. Kim Overstreet from Historic Augusta noted that this is a matching grant which requires no dollar funding other than in-kind services. Mr. Bridges: I move that we approve. Mr. H. Brigham: Second. Motion adopted unanimously. A request for abatement of 1995 and 1996 taxes on property on Pillar Lane, was read. Mr. Bridges: I move for approval. Mr. Chairman: I second the motion. Motion adopted unanimpusly. A recommendation from the Interim Administrator regarding Internal Auditor's contract, was read. I Mr. Hornsby: It is our recommendation that we retain Baird and Company to continue throughout the balance of2001 with their fee at $105,000. I Mr. Williams: I'd like to make a motion that we send this back and go out for bids and get Mr. Hornsby to see about bidding this out like we've been trying to do for a while or try to get a qualified person in-house to do it. Mr. Hornsby: We do not have an Internal Auditor at this time. After further discussion, Mr. Wall: The proposed agreement is a one-year agreement through the end of 200 1 and then the 60-day cancellation clause takes effect. Mr. Chairman: I'll second Mr. Williams' motion for purposes of discussion. Mr. H. Brigham: Could we amend this to keep the same group there until all of this is done? I would make a substitute motion to retain Baird and Company until a request for services can be sent out. Mr. Bridges: I'll second that motion. Mr. Cosnahan: The purpose of this was to have a 60-day cancellation clause period. It does not have to be for the full year of2001. We may need to change some wording in that respect. I Mr. Wall: My suggestion would be to reword the first paragraph where the second sentence says, "The term of this agreement shall be for the year to end December 31, 2001 and will continue from year to year unless sooner terminated. Either party may terminate this agreement at any time upon giving 60 days written notice." (Vote on substitute motion) Motion adopted with Mr. Williams voting "No". The Committee next discussed the Internal Auditor's review of cash receivables. (Requested by Mayor Young) Mr. Mayor: I think we need to look at our cash receivables and determine what people owe us and this would be part of the function of the Internal Auditor. I'd like the Committee to consider having the Internal Auditor as one of his first orders of business take a look at our account receivables and let's see what's collectable and let's identify that. If we need to turn it over to the private sector for collection, let's do that but let's get the money that's owed us. . Mr. Chairman: What about the money that's uncollectable? Mr. Mayor: Then we need to write it off and get it off the books. I Mr. Bridges: I so move. I Mr. Williams: I second. Motion adopted unanimously. The Committee next discussed the Cancer Center proposal. (Requested by Commissioner Shepard) The Mayor discussed the proposal to locate a Cancer Center in Georgia with the main center at Grady Hospital in Atlanta and two satellite centers in other locations. He noted that Augusta is now attempting of identify sources of income and money that can be leveraged in this community to match and exceed the $50 million dollar proposal made by Savannah. Many groups are involved in this and he asked that the Commission consider making a commitment to support this effort. It was the consensus of the Committee that the Commission should support this project. A request to approve Finance Director's Salary Grade of 61 and approval to being advertising process, was read. I Mr. Bridges: I move for approval. Mr. Williams: Second. Motion adopted unanimously. A request to approve Contracts of Sale on 1925 Rozella Road and 2426 Castlewood Drive, was read. Mr. Bridges: I move for approval. Mr. H. Brigham: Second. Motion adopted unanimously. A request to approve settlement of delinquent ad valorem taxes by accepting payment of $24,318.00, was read. Mr. Bridges: I move th~t we approve the settlement at $24,318.00. Mr. Chairman: I second it. I Motion adopted unanimously. NWM ADJOURNMENT: There being no further business, the meeting was adjourned. I Lena J. Bonner Clerk of Commission I I FINANCE & APPROPRIATION'S AGENDA COMMITTEE ROOM-February 12,2001 1:00P. M. 1. Motion to approve counteroffer to acquire property identified as Tax Map 37-3, Parcel 108 for $66,500. 2. Approve the purchase of one (1) Elliptical Tanker Fire Truck for the Augusta Richmond County Fire Department from Harless Fire Equipment Company of Bessemer, Alabama for $156,300.00 (lowest bid offer on Bid 00-104). 3. Approve the purchase of one (1) Utility Body Truck for the Utilities Department- Customer Service Division from Augusta Dodge for $21,905.96 (lowest bid offer on Bid 00-123). 4. Approve the purchase of two (2) 10,000 GVW Trucks for the Utilities Department - Construction & Maintenance Division from Bobby Jones Ford for $63,095.00 (lowest bid offer on Bid 00-127). 5. Approve the purchase of seven (7) Compact Pickup Trucks for the Utilities Department - Customer Service Division from Bobby Jones Ford of Augusta, Georgia for $104,973.05 (lowest bid offer on Bid 00-132). 6. Approve the purchase of five (5) Compact Pickup Trucks for the Utilities Department - Construction & Maintenance Division from Bobby Jones Ford of Augusta, Georgia for $75,140.15 (lowest bid offer on Bid 00-132). 7. Approve the purchase of three (3) Midsized Pickup Trucks for the Utilities Department - Construction & Maintenance Division from Bobby Jones Ford for $52,074.00 (lowest bid offer on Bid 00-133). 8. Approve the purchase of one Stakebody Truck for the Augusta Richmond County Fire Department from Isuzu Trucks of Augusta for $25,745.00 (Bid # 00-161). 9. Discussion of Financial Reporting to Finance & Appropriations Committee. 10. Discussion regarding request for Banking Services. 11. Consider a request from Historic Augusta, Inc. regarding a local government match regarding their application for a Certified Local Government 2001 Historic Preservation Fund Grant to create design guidelines for the Downtown National Register District. 12. Consider abatement of 1995 and 1996 taxes on property on Pillar Lane. 13. Discuss recommendation from the Interim Administrator regarding Internal Auditor's contract. 14. Discuss Internal Auditor's review of cash receivables. (Requested by Mayor Young) 15. Discuss Cancer Center proposal. (Requested by Commissioner Shepard) 16. Approve Finance Director's Salary Grade of61 and approval to being advertising process. 17. Motion to approve Contracts of Sale on 1925 Rozella Road and 2426 Castlewood Drive. 18. Motion to approve settlement of delinquent and valorem taxes by accepting payment of $24,318.00.