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Home My WebLink About04-07-2003 Meeting FINAi\fCE & APPROPRIA nONS AGENDA COIvIMITTEE ROOM - April 7, 2003 2:00 P. M. 1. Approve the acquisition of One (I) Trench Compactor for the Utilities Department - Construction Division from Yancey Equipment Company of Augusta, Georgia for $25,079.00 (lowest bid offer on Bid 03-063). 2. Approve the acquisition of One (1) F250 Pickup Truck for the Augusta Utilities Department - Construction Division from Bobby Jones Ford of Augusta, Georgia for $25,734.33 (lowest bid offer on 02-156). 3. Request for abatement of penalty on Acct. # 1160283 (2002). 4. Consider a request for the purchase of tickets for the American Breast Cancer Association's Tribute to Mothers. (Requested by Mayor Young) 5. Report from Baird and Company regarding the audit of the Purchasing Department. 6. Approve the acquisition of One (1) Stump Grinder for the Utilities Department - Construction Division from Vemeer Southeast Sales and Service Company of Savannah, Georgia for $23,600.00 (lowest bid offer on Bid 03-067). 7. Approve the acquisition of Two (2) Air Compressors for the Augusta Utilities Department - Construction Division from Perimeter Bobcat/Ingersol Rand of Atlanta, Georgia for $12,200.00 each (lowest bid offer on Bid 03-066). 8. Approve the acquisition of One (1) Mechanical Sweeper for the Public Works Department - Maintenance Division from Tractor and Equipment Company of Augusta, Georgia for $105,009.00 (lowest bid offer on Bid 02-108). 9. Motion to approve contract between the Richmond County Board of Tax. Assessors and Elzie W. (Sonny) Reece, II for a three-year term from August 7, 2003 to August 6, 2006. 10. Approve renewal of contract with CONCERN: EAP (EMPLOYEE ASSISTANCE PROGRAM) for a two year period May 2003 to May 2005. 11. Consider a request from GMAC Commercial Mortgage regarding a waiver of penalty and interest in the amount of$8,268.89 on Map 012-0-009-01-0- Courtyard by Marriott LTD at 1045 Stevens Creek Road. I FlNANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - April 7, 2003 2:00 P. M. PRESENT: Hons. Shepard, Chairman; Hankerson, Co-Chairman; Bridges and Williams, members; Sparticus Heyward, Staff Attorney; George Kolb, Administrator; Geri Sams, Purchasing Director; Sandy Wright, Risk Management; Lena Bonner, Clerk of Commission. ABSENT: Hon. Bob Young, Mayor. Also Present: Hon. Beard, Commissioner. CONSENT AGENDA ITEMS: 1. Approve the acquisition of One (1) Trench Compactor for the Utilities Department - Construction Division from Yancey Equipment Company of Augusta, Georgia for $25,079.00 (lowest bid offer on Bid 03-063). 4. Consider a request for the purchase of tickets for the American Breast Cancer Association's Tribute to Mothers. (Requested by Mayor Young) 6. Approve the acquisition of One (1) Stump Grinder for the Utilities Department - Construction Division from Vemeer Southeast Sales and Service Company of Savannah, Georgia for $23,600.00 (lowest bid offer on Bid 03-067). I 7. Approve the acquisition of Two (2) Air Compressors for the Augusta Utilities Department - Construction Division from Perimeter BobcatJIngersol Rand of Atlanta, Georgia for $12,200.00 each (lowest bid offer on Bid 03-066). Mr. Williams: I so move. Mr. Chairman: I second it. Motion adopted unanimously. 5. Report from Baird and Company regarding the audit of the Purchasing Department. Mr. J. T. Cosnahan made a presentation regarding the above item. Finding I. During our testing we noted that approximately 39% of the invoice dates were prior to the date of the requisition or the purchase order. I Mr. Kolb stated that he would make some recommendations as to how this process could be changed to alleviate this problem. The Chairman asked when the changes might be implemented and the Administrator suggested the date of July I. I Mr. Bridges: I make that in the form of a motion. Mr. Chairman: Second. Motion adopted unanimously. Finding 2. The IF AS system is not being fully utilized. The Purchasing Department responded that they would check with the current service provider to see if the module can be implemented. Mr. Beard noted that he wanted to ask about three items that had been mentioned by the Grand Jury. He asked if any of this had an impact on the financial system. Mr. Persaud said that he did not see any significant [mancial implication. Mr. Beard: Did you find any lack of cooperation from Purchasing or a lack of cross training? I Ms. Carroll: We had no problems as far as cooperation. We did fmd a need for some better cross training not only with the Purchasing Department but across the board because this is an integrated system for many departments. Mr. Beard: Did you find any evidence of favoritism being shown to certain departments? Ms. Carroll: We chose just a random sample and from what we could tell, we didn't see any problems. Mr. Beard: Are they working in compliance with the code? Mr. Wall: To the best of my knowledge they are. Finding 3. The maintenance of the vendors' list should be updated from its current manual system. Mr. Cosnahan noted that further computerization would help in this situation. Finding 4. The procedures for obtaining and recording the bid process are not well documented. I 2 I Mr. Cosnahan stated that a checklist should be utilized for all bids and Ms. Sams noted that they do currently use a checklist system and that the checklists vary according to the types of bids that are requested. Finding 5. The annual bid process is basically a manual system whereby files are maintained manually and bids are manually prepared. Mr. Cosnahan: We are recommending that this process also be computerized. Ms. Sams noted that they will be asking departments to send their bids electronically starting in October. Finding 6. Department heads need to monitor their purchase orders for correct coding of the items. Mr. Cosnahan noted that a policy be developed to establish responsibility with department heads for monitoring budget codes and outstanding purchase orders. Purchasing will be working on that process with the various departments. Finding 7. Departments should adhere to the December 15 cut-off date as required for purchase orders. I Mr. Bridges: I think many of these problems relate to our problem oflack of computerization in various departments. I thought we were farther along than we are in this and I'd like to see in the next audit that the internal auditors give us an update on these findings and where we are with modernizing our system and 1'd make that in the form of a motion and carry over to the next commission. Mr. Chairman: We'll be talking about that in the automation sub-committee that was appointed to look at that. Mr. Bridges: I'll yield to that then. 2. Approve the acquisition of One (1) F250 Pickup Truck for the Augusta Utilities Department - Construction Division from Bobby Jones Ford of Augusta, Georgia for $25,734.33 (lowest bid offer on 02-156). Mr. Bridges: I move we accept the low bid. Mr. Chairman: I'll second that item. Motion adopted unanimously with Mr. Williams out. 9. Motion to approve contract between the Richmond County Board of Tax Assessors and Elzie W. (Sonny) Reece, II for a three-year term from August 7, 2003 to August 6, 2006. I 3 Mr. Smith, Chairman of the Board of Assessors, appeared before the Committee requesting them to approve the contract with Mr. Reece. I After a discussion, Mr. Hankerson: I would like to put it in the form of a motion that we renew his contract with the exceptions of allowing the paragraph that says "that the compensation be increased in such amount to the extent of the Board of Assessors may determine" to delete that part from the contract and renew his contract at the salary you asked for but the part about allowing you to come back and make adjustments, I think that should be left up to us. Mr. Williams: I second it for discussion. Mr. Chairman: We may wish to consider holding this in the committee until we get the financial reports from the end of 2002 and see where we are. Mr. Bridges: I'd like to hold this to the next committee so we could get some questions answered and I'll make that in the form of a substitute motion. Mr. Chairman: I'll second that motion. (V ote on substitute motion) Motion adopted with Mr. Hankerson voting No. 3. Request for abatement of penalty on Acct. # 1160283 (2002). I Mr. Bridges: I don't think any of this was our fault and I make a motion that it be denied. Mr. Williams: Second. Motion adopted unanimously. 8. Approve the acquisition of One (1) Mechanical Sweeper for the Public Works Department - Maintenance Division from Tractor and Equipment Company of Augusta, Georgia for $105,009.00 (lowest bid offer on Bid 02.. 108). Mr. Hankerson: I move for approval. Mr. Bridges: Second. Motion adopted unanimously with Mr. Bridges out. 10. Approve renewal of contract with CONCERN: EAP (EMPLOYEE ASSISTANCE PROGRAM) for a two year period May 2003 to May 2005.. I 4 Mr. Bridges: I move for approval. I Mr. Williams: Second. Motion adopted unanimously. 11. Consider a request from GMAC Commercial Mortgage regarding a waiver of penalty and mterest in the amount of $8,268.89 on Map 012-0-009-01-0- Courtyard by Marriott L TD at 1045 Stevens Creek Road. Mr. Bridges: I move for the waiver of the penalty and not the interest. Mr. Chairman: Second the motion. Motion adopted with Mr. Williams voting Present. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission nwm I I 5