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HomeMy WebLinkAbout01-13-2003 Meeting I FINANCE & APPROPRIATIONS AGENDA COMMITTEE ROOM - January 13,2003 2:00 P. M. I. Motion to approve the purchase of a full page ad in the 2003 "Family Album" issue of the Georgia County Government magazine in the amount of$500 funded from the promotional account. 2. Discuss Capital Outlay Budget. (Requested by Commissioner Shepard) (Deferred from December 23 Finance) 3. Consider a request from the African American Association of Augusta, Inc. for City sponsorship in the amount of $200.00 for the Eleventh Annual Heritage Ball. (Requested by Mayor Young) 4. Report from the Administrator/Attorney regarding the contract options for parking at the Augusta Conference Center (Radisson Parking Deck). (Requested by Commissioner Hankerson) (Deferred from December 23 Finance and January 7 Commission) 5. Approval to retain Baird & Company, CPAs, LLC as Internal Auditor provider for the Fiscal Year ending December 31, 2003. I 6. Discuss the establishment of a citizens committee in the formulation of SPLOST V and Capital Improvement program. (Requested by the Administrator) 7. Consider a request from the NAACP regarding the purchase of tickets for the Annual Martin Luther King, Jr. Freedom Fund Banquet. I I FINANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - January 13,2003. 2:00 P. M. PRESENT: Hons. Shepard, Chairman; Hankerson, Co-Chairman; Bridges and Williams, members; Jim Wall, Attorney; George Kolb, Administrator; Lena Bonner, Clerk of Commission. ABSENT: Hon. Bob Young, Mayor. Also Present: Hons. Boyles, Mays, Commissioners. Mr. Chairman: For the last two years we've had an oversight committee. We won't consider it today but we'll ask the Administrator and the Finance Director to look at it and we'll consider it at the next meeting of the committee. CONSENT AGENDA ITEMS: 1. Motion to approve the purchase of a full page ad in the 2003 "Family Album" issue of the Georgia County Government magazine in the amount of $500 funded from the promotional account. 3. Consider a request from the African American Association of Augusta, Inc. for City sponsorship in the amount of $200.00 for the Eleventh Annual Heritage Ball. (Requested by Mayor Young) I 7. Consider a request from the NAACP regarding the purchase of tickets for the Annual Martin Luther King, Jr. Freedom Fund Banquet. ., Mr. Bridges: I move approval of the consent agenda based on our past practice. Mr. Williams: Second. Motion adopted unanimously. 2. Discuss Capital Outlay Budget. (Requested by Commissioner Shepard) (Deferred from December 23 Finance) Mr. Kolb made a presentation regarding the budget concerning the purchase of capital outlay items. Mr. Bridges: I move we accept this as information. Mr. Hankerson: Second. I Motion adopted unanimously. 4. Report from the Administrator/Attorney regarding the contract options for parking at the Augusta Conference Center (Radisson Parking Deck). (Requested by Commissioner Hankerson) (Deferred from December 23 Finance and January 7 Commission) I Mr. Wall: We still recommend approval of the contract with Republic Parking but I want to correct one thing that I said at the last meeting. This did go out for a request for proposals and Republic Parking was the only submitter. I had mentioned the last time that the Commission had authorized the hiring of a consultant. I was in error about that. It did not come before the Commission and was done administratively, but a consultarlt was hired. Mr. Acree: Insofar as the City operating the parking garage, I compiled the figures based on certain assumptions. I came up with a direct personnel expense of $188,535. To that you would add benefits which would amount to approximately $48,000 for personnel costs totaling $236,231. Other items such as pagers, pest control, telephone, advertisement for personnel, supplies and materials for the ticket booths, uniforms, office supplies, water and sewer, electricity and any lease payments on equipment or software would total $24,536 for a grand total of$260,767. Mr. Chairman: What would be the revenue projections? Mr. Acree: I do not have those figures. Generally we had been pulling in about $150,000 a year. I At this time Mr. David Lamback of Republic Parking and Mr. Daniel Cross of CSRA Security each made presentations to the Committee regarding their proposals to operate the parking garage at the Radisson. After further discussion, Mr. Wall: The RFP went out in early 2002 and Republic was the only responder. We didn't have anything to compare that proposal to. Because of my experience at Bush Field and having gone through a process out there, I was familiar with a company that they had used to consult. Initially it was our goal to contract with him to serve as a consultant. He was unavailable and he recommended a company called Integrity Parking. We contacted them and they came down and made certain recommendations to us insofar as the operation of the parking facility. At that point I tried to get back in touch with Mr. Middlecamp at Republic and learned that he was no longer with Republic Parking. I eventually got in contact with Mr. Lamback and initially through the discussions, we had hoped to have them take over on November 15. In part reliance upon that is the reason I recommended that we cease manning the gates November I because I had believed that we would have a contract in place and a company on board by November 15. That didn't happen. They had to have it reviewed by their legal people, etc. The end result of that is that it was mid-December when we: set up a meeting where they would come down the week after Christmas. So all this was in the works admittedly without perhaps the reports to the Commission to keep ya'l1 fully informed and I've already expressed regret that that was not done. We were continuing I 2 I to work to bring a contract back to the Commission that we could recommend or some other alternative if we weren't able to come up with a contract. That's how we got to where we are. Mr. Williams: I'd like to make a motion that we send this back for an RFP and that we give all interested entities an opportunity to bid on it. After a discussion, Mr. Bridges: I think we need to award the contract to the one who made the bid for this year and then start on the bid for next year where everyone would have an opportunity to bid. I make the motion that we award the bid to Republic Parking per the contract in the backup. After further discussion, Mr. Wall: To clarify some dates, the RFP was due on February 20,2002; the actual request went out on December 19, 2001. McLaurin's contract was extended on a month-to-month basis through the end of October of 2002. After additional discussion, Mr. Chairman: I'll second Mr. Bridges' motion. Motion adopted with Mr. Williams voting No. 5. Approval to retain Baird & Company, CP As, LLC as Internal Auditor provider for the Fiscal Year ending December 31, 2003. I Mr. Bridges: I make the motion that we approve. Mr. Hankerson: Second. Mr. Williams: I'd like to see some information brought back to the next committee on the costs to create an in-house Internal Audit Department so we can look at it. Mr. Bridges: I'll accept that as an amendment. Motion adopted unanimously. 6. Discuss the establishment of a citizens committee in the formulation of SPLOST V and Capital Improvement program. (Requested by the Administrator) Mr. Bridges: I was going to suggest that we place this on the next committee meeting. Mr. Williams: Second. I After a short discussion, the motion was adopted unanimously. 3 nwm ADJOURNMENT: There being no further business, the meeting was adjourned. I Lena J. Bonner Clerk of Commission I I 4