HomeMy WebLinkAbout04-09-2001 Meeting
FINANCE & APPROPRlA TIONS
AGENDA
COMMITTEE ROOM - April 9, 2001
1:00 P. M.
1. Report from the Finance Department regarding the availability of additional
funding for the Board of Health. (Deferred from Finance Committee March 26,
2001)
2. Motion to approve Resolution reaffirming the necessity of the 911 and the
wireless enhanced 911 charges.
3. ~efu~d_?f 19~8 an'! !2~?_.~B?<es in_t~~ aI?ount~f$_3,9_44.47 .to ~r~d ~alloway for
- - oveq,aYmenfOf taxes 6ii" Map51~Parcer239: -(Deferred- fioiii--Firiance"CclInmihee
March 26,2001)
4. Report from the Finance Department regarding the location of Link. Deposit
funds.
5. Authorize Fleet Management to sell six (6) excess Police vehicles to Sandersville
Police Department (5) and the City of Oconee (1).
6. Approve the request to allow Paine College and Gracewood State School and
Hospital to purchase two used Ford Crown Victorias for one dollar each.
7. Approve the acquisition of One (1) Crown Victoria Automobile for the District
Attorney from Bobby Jones of Augusta, Georgia for $21,207.80 (lowest bid offer
on Bid 00-135).
8. Approve the acquisition of One (1) Service/Crane Truck from Freightliner of
Augusta for $100,712.00 (lowest bid offer on Bid 01-055).
9. Approve the acquisition of One (1) Agricultural Tractor for Utilities Department -
Construction Division from Interstate Equipment Company of Thomson, Georgia
for $21,990.00 (lowest bid offer on Bid 01-058).
10. Approve the purchase of Two (2) Air Compressors for Utilities - Construction
Division from United Rentals of Augusta, Georgia for $11,050.00 each (lowest
bid offer on Bid 01-059).
11. Approve the purchase of One (1) Forklift for Utilities Department - Raw Water
Division from Doutherty Equipment Company of Augusta, Georgia for
#18,346.00 (lowest bid offer on Bid 01-060).
12. Approve the purchase of One (1) Agricultural Tractor for Bush Field - Operations
from Meeks Tractor of Louisville, Georgia for $41,325.06 (lowest bid offer on
Bid 01-063).
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14.
Approve the lease of all vehicles purchased and received in Calendar Year 1999
and 2000 from sales tax funds (exhibit B) and 20 vehicles purchased with
Enterprise Funds in Calendar Year 2000 and 4 vehicles purchased in Calendar
Year 2000 from General Fund Activities (Exhibit C) in order to meet the Augusta
Commission lease obligation to the Georgia Municipal Association.
Discuss the status of the 3 v,,% budget reduction. (Requested by Commissioner
Shepard)
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FINANCE & APPROPRIATIONS
COMMITTEE
COMMITTEE ROOM - April 9, 2001
1:00 P. M.
PRESENT: Hons. Bob Young, Mayor; Shepard, Chairman; H. Brigham, Co-
Chairman; Bridges and Williams, members; Walter Hornsby, Interim Administrator; Jim
Wall, Attorney; Geri Sams, Purchasing Director; Keven Mack, HND Director; Donna
Williams, Interim Comptroller; Al Slavens, Finance Dept. Consultant; Ron Crowden,
Interim Fleet Manager; Sandy Wright, Risk Management Director; E. W. Reece, Tax
Assessor; Vanessa Flournoy, Staff Attorney; Brenda Byrd-Pelaez, Human Resources
Director; Michael Greene, Asst. Director ofP.W. - Operations Division; Teresa Smith,
P!lblic w.orksJ?i~~ctQ~;J~.(~~ A.9[ee,AsostJ;?ir~ctor ofP.W. - F!lcili!i~.~_.:M~~~ge~enL __..Oh__ 0
Division; Lena Bonner, Clerk of Commission and Nancy Morawski, Deputy Clerk of
Commission.
Also Present: Stacey Eidson of The Metropolitan Spirit, Heidi Coryell of The
Augusta Chronicle and Hons. Mays, Cheek, Beard, Colclough and Kuhlke,
Commissioners.
The meeting began with a moment of silence and prayer for Mr. Jim Calvin of the
Georgia Municipal Association.
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Mr. Bridges: I make a motion that we take as a consent agenda all items on the
agenda except 1,3,4, 13 and 14.
Mr. Williams: I second it and ask that Items 5, 6, 7 and 8 also be pulled.
Motion adopted unanimously.
CONSENT AGENDA ITEMS:
2. Motion to approve Resolution reaffirming the necessity of the 911 and the
wireless enhanced 911 charges.
9. Approve the acquisition of One (1) Service/Crane Truck from Freightliner of
Augusta for $100,712.00 (lowest bid offer on Bid 01-055).
10. Approve the acquisition of One (1) Agricultural Tractor for Utilities
Department - Construction Division from Interstate Equipment Company of
Thomson, Georgia for $21,990.00 (lowest bid offer on Bid 01-058).
11. Approve the purchase of Two (2) Air Compressors for Utilities -
Construction Division from United Rentals of Augusta, Georgia for
$11,050.00 each (lowest bid offer on Bid 01-059).
12. Approve the purchase of One (1) Forklift for Utilities Department - Raw
Water Division from Doutherty Equipment Company of Augusta, Georgia
for $18,346.00 (lowest bid offer on Bid 01-060).
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1.
Report from the Finance Department regarding the availability of additional
funding for the Board of Health. (Deferred from Finance Committee March
26, 2001)
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Ms. Williams: At this point you have allocated $75,000 out of the original
$200,000. Doutherty Park got $50,000 and Jones Pool got $25,000 for a balance left of
$125,000.
Mr. Hornsby: Apple Valley was not included in Phase III.
Mr. Williams: I thought the $200,000 was separate from that.
_ M!. W~ll: The m<?t~.<?n ~at was ultip1~t~!y p.a~se~ \Y~s to lQQk ~t.~l~ availabl~
funding options for the three parks. There was discussion about the fact that Jones and
Doutherty could be paid for out of Phase III and I was adamant about Apple Valley not
qualifying for Phase III. The compromise motion that was ultimately adopted was to
leave the Phase IV as it was, to look at available funding insofar as the three parks
knowing that two of them, if you couldn't get HND funds for them, could be dealt with
through the recaptured money but Apple Valley couldn't be included.
Mr. Williams: I'd like to see what the minutes say about that.
Mr. Chairman: Perhaps we can hold this in the committee, let the minutes be
checked and then we'll go from there.
Mr. Bridges: I so move.
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Mr. H. Brigham: Second.
Motion adopted unanimously.
3. Refund of 1998 and 1999 taxes in the amount of $3,944.47 to Fred Calloway
for overpayment of taxes on Map 51, Parcel 239. (Deferred from Finance
Committee March 26, 2001)
Mr. Wall: I have not resolved this and if we could continue to hold this until next
time and consider it then.
Mr. Bridges: I so move.
Mr. Chairman: I'll second it.
Motion adopted unanimously.
4. Report from the Finance Department regarding the location of Link Deposit
funds.
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Ms. Williams: In our investigation of this we have found that there were
originally three certificates of deposit from sales tax money that were loosely identified
as relating to the link deposit program. They were in three separate banks, Allied,
Georgia Bank and Trust and First Union in 1995. They were never booked as relating to
the link deposit. They continued to show on the books as certificates of deposit for sales
tax. They went on until a discussion came up in April of 2000 in the Investment Policy
Subcommittee meeting. We have the minutes of that meeting and a motion was made by
Mr. Kuhlke to put out a request for proposals for a link deposit program and included in
that same motion it was made to move $1.4 million from the local government
investment pool to Regions Bank and the money would stay there pending the resolution
.or~yhat to.4.o_WithJb.~J?rogr:aI.!1 th~t tlley wer:~._senp.!o.g Qut the.RFPJor:- J'pere. was no _ .
mention made of the other CDs, the sales tax CDs. At that time they had been
consolidated and they were in two banks. The interest rolling forward, the money is still
identifiable but it is identifiable the way it always has been as sales tax CDs. So the $1.4
was moved to Regions, the RFP went out. There were some questions that came up
during the bidders' conference and the program really didn't go anywhere. There were
no written guidelines made for the program, no bank came forward and said they would
operate it based on a criteria. That's the way it stands right now. We had two recent
inquiries about the program and we sent them to Regions Bank and I do not know the
outcome of those. It is our recommendation that we send out another RFP and start over.
We need to have written guidelines and to know who will be participating. The two
current CDs are a little over $3.1 million dollars including interest.
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After further discussion of the matter, Ms. Williams: In the RFP that is currently
out we wanted to start the process over again and see what banks would be interested in
doing this. If we get five banks that want to participate, then we set up some guidelines
and a procedure that would enable us to help vendors that want to use this program.
Mr. Chairman: Do you think you would be back with such an RFP for us to
approve by the first meeting in May?
Ms. Sams: Yes, sir.
Mr. Bridges: I make a motion that we come back with an RFP on the link deposit
program by the first meeting in May.
Mr. Williams: I second that.
Motion adopted unanimously.
5. Authorize Fleet Management to sell six (6) excess Police vehicles to Sandersville
Police Department (5) and the City of Oconee (1).
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After a short discussion, Mr. Bridges: I make the motion that we approve the
recommendation as written.
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Mr. H. Brigham: Second.
Motion adopted with Mr. Williams voting No.
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6. Approve the request to allow Paine College and Gracewood State School and
Hospital to purchase two used Ford Crown Victorias for one dollar each.
Mr. H. Brigham: I move for approval.
Mr. Bridges: Second.
Motion adopted unanimously.
7. Approve the acquisition of One (1) Crown Victoria Automobile for the District
Attorney from Bobby Jones of Augusta, Georgia for $21,207.80 (lowest bid offer
on Bid 00-135).
Mr. Bridges: I move to approve.
Mr. Chairman: I'll second it.
Ms. Williams: Funding for this is from confiscated money.
Motion adopted unanimously.
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8. Approve the acquisition of One (1) Service/Crane Truck from Freightliner of
Augusta for $100,712.00 (lowest bid offer on Bid 01-055).
Mr. Bridges: I move for approval.
Mr. Chairman: I second it.
Ms. Smith: I would like to put this on hold until we get a new Landfill manager
involved.
Mr. Bridges: I make a substitute motion to do that.
Mr. Williams: I second.
Motion adopted unanimously.
13.
Approve the lease of all vehicles purchased and received in Calendar Year
1999 and 2000 from sales tax funds (exhibit B) and 20 vehicles purchased
with Enterprise Funds in Calendar Year 2000 and 4 vehicles purchased in
Calendar Year 2000 from General Fund Activities (Exhibit C) in order to
meet the Augusta Commission lease obligation to the Georgia Municipal
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Association.
Mr. Crowden: We had made an agreement with GMA in September of 1988 to
lease $14 million dollars worth of equipment. The advantages were that there were very
low interest rates and we could purchase a lot of equipment that was needed at that time.
We are now short of our obligation by $2.6 million. Because of this we will pay
penalties on our interest until we hit the $14 million and these penalties are extremely
stiff. We need to come up with leases for the $2.6 million between now and the end of
July and these are outlined on your item. We do not at this time know what the penalties
are but we have a meeting scheduled with the GMA representative on Monday. What we
__ . _ ~~J~rQPosi~g is_l:tJ<ls~PJ.~Y~J!t!()n a_~tion. __ .. _.____ _____ __ _ _ _______ _ ____
Mr. Bridges: I move for approval as written - a loss prevention.
Mr. Williams: I'll second for discussion. Can we defer this until after they meet?
Mr. Chairman: Could we send this to the Commission with no recommendation
and then they will have had a chance to meet?
Ms. Williams: We could do that. Some of the equipment that was purchased
outright should have been done through this program. The money for these purchases
was readily available and that's why it was done that way.
Mr. Williams: I move we pass this on to full Commission without any
recommendation.
Mr. Chairman: Second.
Motion adopted unanimously.
14. Discuss the status of the 3 ~% budget reduction. (Requested by Commissioner
Shepard)
At this time Mr. Slavens made a presentation to the Committee outlining the
current status of the various departments in meeting the 3 ~% budget reduction. He
recommended that certain departments continue the process of working toward reaching
their 3 ~% cuts and that the hiring freeze continue for those departments. He also
recommended that budget adjustments be made for other departments who were very
close to reaching their goals.
Mr. Chairman: What is the draw down from contingency for the budget
adjustments?
Mr. Slavens: $63,000 for what I've recommended so far.
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Mr. Bridges: I make a motion that we adopt the budget recommendations as
presented.
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Mr. Williams: Second.
Mr. Wall: This would be a budget amendment as part of the motion.
Mr. Bridges: Yes, that's correct.
Mr. Kuhlke: I would appreciate an updated copy of this information.
Mr. Slavens: I will get that for you.
Motion adopted unanimously.
ADJOURNMENT: There being no further business, the meeting was adjourned.
Lena J. Bonner
Clerk of Commission
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