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HomeMy WebLinkAbout02-26-2001 Meeting I FINANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - February 26, 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; Al Slavens, Finance Dept. Consultant; Donna Williams, Interim Comptroller; Teresa Choat and Tammy Flakes, Finance Dept.; Geri Sams, Purchasing Director; Elaine Johnson, Superior Court Clerk; Mary Ann Gibbs, Sheriff's Dept.; Teresa Smith, Public Works Director; Dr. Bonnie Bragdon, Animal Control Director; Sonny Reece, Tax Assessor; Jim Huffstetler, Traffic Engineer; Drew Goins, Asst. Director of P.W. - Engineering Division; Michael Greene, Asst. Com. ofP.W. - Operations Division; Rick Acree, Asst. Director ofP.W. - Facilities Management Division; Ron Crowden, Interim Fleet Manager; Max Hicks, Utilities Dept.; Chief Bernard Mack, Fire Dept.; Leroy Sims, Coroner; Lena Bonner, Clerk of Commission; Nancy Morawski, Deputy Clerk of Commission. Also Present: George Eskola ofWJBF Television, Stacey Eidson of The Metropolitan Spirit, Heidi Coryell of The Augusta Chronicle, other members of the news media and Hons. J. Brigham, Colclough and Mays, Commissioners. The Committee first considered a budget amendment request from Augusta Regional Airport. I Ms. Wilhelmi: The Airport Commission endorsed a proposal for an organizational review of the Airport and we are requesting a budget amendment in the amount of$109,750. It will move the money from one category to another one. Mr. Bridges: I move for approval. Mr. Williams: Second. Motion adopted unanimously. The Committee next heard a report from Mr. Slavens regarding the budget calendar for 2002. Mr. Slavens stated that the budget materials would be sent out to the departments in the early part of September and they would have about 30 days to get them back in, Meetings would follow with department heads and then the information would be turned over to the Administrator for his review. One public town meeting is scheduled and the entire process would terminate in the latter part of December. .Mr. Bridges: I move for approval. I Mr. Williams: Second. Motion adopted unanimously. The Committee heard a report regarding the audit preparation. I Mr. Slavens stated that the Finance Department had met with Cherry, Bekaert & Holland on several occasions and they will begin their field work on the audit on Monday. The audit will be completed by June 30. Mr. Bridges: I move that we receive this as information. Mr. Williams: Second. Motion adopted unanimously. The Committee next heard a report on the status of the 2001 Required Budget Reductions. Mr. Slavens reported that cuts of approximately $638,000 out of $2.9 million dollars were still remaining. This is about 21 percent of the goal. He noted that the time for making the cuts should probably be extended through the end of March in order to give everyone an opportunity to reach their targets. Mr. Bridges: I move that we receive this as information. I Mr. Williams: Second. Motion adopted unanimously. A request from the Coroner regarding changing the position of part time Deputy Coroner to full time Deputy Coroner, was read. Mr. Sims stated that he would like to make this a permanent position with a salary instead of maintaining it on the fee system with payment on a per case basis. Mr. Chairman: Could we get our consultant, the Administrator and the Coroner to meet with Ms. Pelaez to discuss this and see if there would be any savings realized by converting it and then bring us back a report? Mr. Slavens: We can discuss it. Mr. H. Brigham: I so move we refer it as stated. Mr. Bridges: Second. Motion adopted unanimously. I I The Committee next discussed the Internal Auditor position. (Requested by Commissioner Bridges) Mr. Bridges: I had put this on prior to the Commission meeting, and my concern was the advertising for an Internal Auditor to work directly for the Commission, I understand we're moving along with that so that was my main concern. Mr. Williams asked about the function of the Internal Auditor position. Mr. Hornsby responded that the job description had been developed but that a job grade needed to be added. The Chairman asked Mr. Williams ifhe would talk with the Administrator about a more detailed job description for this position and bring it back to the next meeting. Mr. Bridges: I so move. Mr. Williams: Second. Motion adopted unanimously. A request for banking services, was read. I Mr. Hornsby noted that the request for these services had been sent out by the Purchasing Department. Mr. Bridges: I so move that we receive this as information. Mr. Williams: Second. Mr. Mayor: Does this include a request for the linked deposit program? Ms. Sams: No, sir, it does not. Mr. Williams asked what the status was of that program. Ms. Sams responded that a recommendation was made to the former Administrator and a decision had not come from that office. She noted that the money was still being maintained. Mr. Slavens noted that they had no documentation about the guidelines for this program. Ms. Williams stated that a meeting was scheduled for this coming Friday and that the representatives at Regions Bank know that the program exists but it has not been utilized for the past few months. She noted that there are no written guidelines for this account. The CD is sitting there and, as they understand it, it does not guarantee the loans or anything. It was a good faith gesture as best they can determine. Mr. Williams stated that he would be glad to share any documents he had. I Mr. Chairman: We can put this on the next committee agenda, and this will give the Administrator and his committee time to meet and discuss it. Mr. Bridges: I'll amend my motion to revisit the linked deposit matter next time. I Motion adopted unanimously. The Committee next discussed the Riverwalk plaque. The Clerk: The Commission had previously approved placing this plaque at a cost of not more than $2,000. We now have an estimate that doubles that. Mr. Goins: We received some text from the Augusta Tomorrow group. We were in the process of trying to locate the engraver that did the original work so that we could ensure the text and lettering would be similar to what the other plaques were. We located that individual and got a price from him. We are now in the shop drawing phase where they submit what they understand the text to be for us to review and approve. We have done that and sent them over to Augusta Tomorrow for them to review and approve and when these drawings are submitted back to the contractor, then he will have about three to four weeks to start the work and after that, it's about a three-day process. Mr. Williams asked why it had taken so long to do this. Mr. Goins stated that he had gotten involved with the project in late October or early November and that he had done research in his files to locate the original engraver to do the work. I Mr. Williams: I make a motion that we approve this and get the remaining amount needed from the Promotion Account. Mr. Goins: There is additional wording being requested to what you have in your booklet that gives the affiliation of each individual. Mr. Chairman: Is it possible to share the cost with Augusta Tomorrow? Mr. Bridges: Should the Councilmen at that time be included? Perhaps that should be considered. After further discussion, Mr. Mayor: Why doesn't the Committee proceed with authorizing the amount to put the names on there and if Augusta Tomorrow wants the company names, let Augusta Tomorrow pay the difference between what you've authorized today and what it would take to put the full wording with all the companies on there? Mr. Williams: I'll make that in the form of a motion. I Mr. Bridges: I'll second it. I Mr. Williams: Can we check to get another bid or another price from somewhere else to keep it competitive? Mr, Chairman: Would you like to add that to this motion? Mr. Williams: Yes, sir. Mr. H. Brigham: I don't know who was on City Council at that time, but if we are going to revise it, maybe we need to look at including the names of the City Councilmembers who were in office at that time. Mr. Chairman: Maybe we could have all of this by the next time. Motion adopted unanimously. A request to refund 1999 taxes in the amount of $101.62 to Augusta Industrial Services for overpayment of taxes on Account 2061217, was read. A request to refund 1999 taxes in the amount of $1,724.72 to ICX Corporation for overpayment of taxes on Account 2066649, was read. I Mr. Bridges: I move for approval. Mr. Chairman: Second. Motion adopted unanimously. A request to approve the purchase of a Sewer Rodder Truck for the Utilities Department - Construction & Maintenance Division from P & H Supply Company for $64,770.00 (lowest bid offer on Bid 00-099), was read. A request to 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), was read. A request to approve the purchase of Two (2) Compact Pickup Trucks for the Utilities Department - Customer Service Division from Bobby Jones Ford of Augusta, Georgia for $29,992.30 (lowest bid offer on Bid 00-132), was read. A request to approve the acquisition of Eight (8) Full Size Pickup Trucks for the Utilities Department - Administration Division from Augusta Dodge for $167,136.00 (lowest bid offer on Bid Item 00-133), was read. I Mr. Williams noted that high labor charges were being paid by the City for routine maintenance work done by dealers on City vehicles. The Chairman asked him to look into this matter and report back to the Committee. After further discussion, Mr. Bridges: I move for approval. I Mr. Chairman: I'll second the motion. Motion adopted with Mr. Williams voting "No". A request to approve the acquisition of Two (2) Ford Taurus Automobiles for the Augusta Richmond County Fire Department from Bobby Jones Ford for $29,820.40 (lowest bid offer on Bid 00-130), was read. A request to approve the purchase of One (1) Compact Pickup Truck for the Augusta Richmond County Fire Department from Bobby Jones Ford of Augusta, Georgia for $14,593.15 (lowest bid offer on Bid 00-132), was read. A request to approve the acquisition of One (1) Ford Expedition 4x4 Vehicle for the Augusta Richmond County Fire Department from Bobby Jones Ford for $28,339.25 (lowest bid offer on Bid # 00-163), was read. After a short discussion, Mr. Bridges: A motion to approve. Motion adopted with Mr. Williams voting "No". I Mr. Chairman: I'll second for purposes of discussion. A request to approve the acquisition of One (1) Thermoplastic Highway Line Applicator Truck for the Public Works Department - Traffic Engineering Division from Linear Dynamics Corporation of Montgomery, Pennsylvania for $279,850.00 (lowest bid offer on Bid Item 00-153), was read. Mr. Bridges: I move for approval. Mr. Williams: Second. Motion adopted unanimously. A request to approve the acquisition of One (1) Ford Explorer 4x2 Vehicle for the Augusta Richmond County Sheriff's Office - Canine Division from Willoughby Ford of Thomson, Georgia for $22,471.00 (lowest bid offer), was read. Ms. Gibbs: 75% will be funded by the State and we will fund the remaining 25%. Mr. Bridges: I move for approval. I / Mr. Williams: Second. I Motion adopted unanimously. Discussion of sewer connections. (Deferred from Engineering Services Committee meeting of December 11, 2000) The Clerk: This item was placed on the agenda in error. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission NWM I I FINAi\JCE & APPROPRIATIONS AGENDA COMMITTEE ROOM - February 26, 2001 1:00 P. M. 1. Discuss Riverwalk plaque. 2. Refund of 1999 ta'l(es in the amount of $1 0 1.62 to Augusta Industrial Services for overpayment of taxes on Account 2061217. 3. Refund of 1999 ta'l(es in the amount of$I,724.72 to ICX Corporation for overpayment ofta'l(es on Account 2066649. 4. Approve the purchase of a Sewer Rodder Truck for the Utilities Department- Construction & N'Iaintenance Division from P & H Supply Company for $64,770.00 (lowest bid offer on Bid 00-099). 5. 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). 6. Approve the acquisition of Two (2) Ford Taurus Automobiles for the Augusta Richmond County Fire Department from Bobby Jones Ford for $29,820.40 (lowest bid offer on Bid 00-130). I 7. Approve the purchase of One (1) Compact Pickup Truck for the Augusta Richmond County Fire Department from Bobby Jones Ford of Augusta, Georgia for $14,593.15 (lowest bid offer on Bid 00-132). 8. Approve the purchase of Two (2) Compact Pickup Trucks for the Utilities Department - Customer Service Division from Bobby Jones Ford of Augusta, Georgia for $29,992.30 (lowest bid offer on Bid 00-132). 9. Approve the acquisition of Eight (8) Full Size Pickup Trucks for the Utilities Department - Administration Division from Augusta Dodge for $167,136.00 (lowest bid offer on Bid Item 00-133). 10. Discussion of sewer connections. (Deferred from Engineering Services Committee meeting of December 11, 2000) 11. Approve the acquisition of One (1) Thermoplastic Highway Line Applicator Truck for the Public Works Department - Traffic Engineering Division from Linear Dynamics Corporation of Montgomery, Pennsylvania for $279,850.00 (lowest bid offer on Bid Item 00-153). 12. Approve the acquisition of One (1) Ford Expedition 4x4 Vehicle for the Augusta Richmond County Fire Department from Bobby Jones Ford for $28,339.25 (lowest bid offer on Bid # 00-163). ..... - - ~ .. . 13. 14. ~ 15. 16. I .! ''] I ,~ Approve the acquisition of One (1) Ford Explorer 4x2 Vehicle for the Augusta Richmond County Sheriff's Office - Canine Division from Willoughby Ford of Thomson, Georgia for $22,471.00 (lowest bid offer). I Motion to approve request for banking services. Report on status of 200 1 Required Budget Reductions. Consider a request from the Coroner regarding changing the position of part time Deputy Coroner to full time Deputy Coroner. 17, Discuss budget amendment request from Augusta Regional Airport. 18. Discuss Internal Auditor position. (Requested by Commissioner Bridges) 19. Report from the Chairman regarding audit preparation/budget calendar for 2002. I