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HomeMy WebLinkAbout10-13-2003 Meeting FINANCE & APPROPRIA nONS AGENDA COMMITTEE ROOM - October 13, 2003 2:00 P. M. 1. Approve the performance of an audit of the hotel/motel tax proceeds by the Internal Auditor. (Requested by Commissioner Cheek) (Referred from September 22 Finance) 2. Reviewof a comparison study to determine if fleet maintenance cost could be reduced by bringing maintenance "in-house". (Referred from September 22 Finance) 3. Reports from the Internal Auditor. (Referred from September 22 Finance) 4. Approve contract for Corporate Communications RFQ #03-056A to The Alison Group. 5. Approve refund to Samuel F. Maguire of2001 taxes paid in error in the amount of $326.52 on property located at 811 Carriage Court known as Map 33-3, Parcel 197. 6. Approve refund to Thomas H. & Faye J. Ketch of2001 taxes paid in error in the amount of$361.48 on property located at 2397 Travis Pines Drive known as Map 153, Parcel 169. 7. Motion to approve the waiver of property taxes on three parcels ofland titled in the name of Richmond County Land Bank Authority and one parcel of land titled in the name of Augusta, Georgia. 8. Motion to approve the request from Fleet Management that items identified at enclosures be declared excess and available for auction. 9. Motion to approve the purchase of tickets for the 42nd Annual Conference of the CSRA Regional Development Center Board of Directors to be held on October 30,2003. 10. Consider a request from Ms. Maggie Shannon to be allowed to fIle for an H2A exemption for the year 2003. 11. Approve the acquisition of One (l) Heavy-Duty Service Truck for $106,248.68 for the Public Works Department - LandfIll Division from Mays International Trucks of Augusta, Georgia. (lowest bid offer on Bids 03-127) 12. Review August 31, 2003 fiscal year operating statements and accept as information. 13. Consider a request from Cross Creek High School regarding a donation. 14. Consider abatement of2003 taxes on the following properties: Map 130, Parcel 466; Map 129, Parcel 18.01; Map 130, Parcel 310.04; Map 130, Parcel 557.01 and Map l30, Parcel 872. 15. Amend the current contract with Republic/Payne Parking System to add operation ofthe Augusta owned parking facility at Fort Discovery for the remainder of the existing contract term, including any extensions. The initial contract term runs from February l, 2003 to January 3l, 2004, exclusive of action on contract extensions pending before the Commission. (Referred from October 7 Commission meeting) 16. Review minutes regarding the selection of the Telfair Street site for the Judicial Center. (Referred from the October 7 Commission meeting) 17. Approve the Augusta TraffIc Calming Program and $12,000 from General Fund Contingency to allow the Public Works and Engineering Department to initiate the program in 2003. ADDENDUM FINANCE & APPROPRIATIONS AGENDA October 13, 2003 l:OO P. M. ADDITIONAL INFORMATION: 1. Regarding Item #15. ADDITION TO THE AGENDA: 1. Motion to approve transfer of$lOO,OOO.OO to the County Attorney's budget from the Law Department's unfIlled General Counsel position. I FINANCE & APPROPRIATIONS COMMITTEE COMMITTEE ROOM - October 13, 2003 2:00 P. M. PRESENT: Hons. Shepard, Chairman; Hankerson, Co-Chairman; Bridges and Williams, members; Jim Wall, Attorney; George Kolb, Administrator; North Williamson, Tax Commissioner's Office; E. W. Reece, Tax Assessor; Ron Crowden, Fleet Manager; Lena Bonner, Clerk of Commission. ABSENT: Hon. Bob Young, Mayor. The Clerk: We have a request for an addendum to the agenda. ADDENDUM AGENDA: Additional Information: Regarding Item 15. Addition to the Agenda: 1. Motion to approve transfer of $1 00,000 to the County Attorney's budget from the Law Department's unfIlled General Counsel position. I Mr. Bridges: I move we add. Mr. Williams: Second. Motion adopted with the Chairman abstaining. CONSENT AGENDA ITEMS: 4. Approye contract for Corporate Communications RFQ #03-056A to The Alison Group. 5. Approve refund to Samuel F. Maguire of 2001 taxes paid in error in the amount of $326.52 on property located at 811 Carriage Court known as Map 33-3, Parcel 197. 6. Approve refund to Thomas H. & Faye J. Ketch of 2001 taxes paid in error in the amount of $361.48 on property located at 2397 Travis Pines Drive known as Map 153, Parcel 169. 7. Motion to approve the waiver of property taxes on three parcels of land titled in the name of Richmond County Land Bank Authority and one parcel of land titled in the name of Augusta, Georgia. I 8. Motion to approve the request from Fleet Management that items identified at enclosures be declared excess and available for auction. 9. Motion to approve the purchase of tickets for the 420d Annual Conference of the CSRA Regional Development Center Board of Directors to be held on October 30, 2003. I 12. Review August 31,2003 fiscal year operating statements and accept as information. 14. Consider abatement of 2003 taxes on the following properties: Map 130, Parcel 466; Map 129, Parcel 18.01; Map 130, Parcel 310.04; Map 130, Parcel 557.01 and Map 130, Parcel 872. 17. Approve the Augusta Traffic Calming Program and $12,000 from General Fund Contingency to allow the Public Works and Engineering Department to initiate the program in 2003. Mr. Williams: I so move. Mr. Bridges: Second. 10. Consider a request from Ms. Maggie Shannon to be allowed to file for an H2A exemption for the year 2003. I Motion adopted unanimously. At this time Ms. Shannon appeared before the Committee regarding the above item. Mr. Reece: This should read "to give an abatement" ifthe Commission so chooses. The period for fIling for a homestead exemption is between January I and June 1. This year June I fell on a Sunday so we extended it through Monday, June 2. Ms. Shannon had understood that the period was through June and not at the fIrst of June. The tax bill was for $394.21 and if the Commission wants to abate, the tax bill will be for $176.35. Mr. Hankerson: A motion to approve. Mr. Williams: Second. Motion adopted unanimously. 15. Amend the current contract with Republic/Payne Parking System to add operation of the Augusta owned parking facility at Fort Discovery for the remainder of the existing contract term, including any extensions. The initial I 2 I I I contract term runs from February 1,2003 to January 31, 2004, exclusive of action on contract extensions pending before the Commission. (Referred from October 7 Commission meeting) At this time Mr. David Peel from Ft. Discovery and Mr. Knight from Republic Parking appeared before the Committee regarding the above item. Mr. Kolb: We do recommend that the contract be awarded to Republic Parking. Mr. Peel stated that it was important to them to receive the revenue from the parking garage and that they would like to enter into a contract with the city to be reimbursed in the amount of$6.50 per hour for manning the parking booth and the collection of the tolls with the hours to be set by the city and that the revenue. be split on a 75/25 percent basis (75% for the city and 25% for Ft. Discovery) to cover other expenses. They would also be responsible for keeping the facility clean. He noted that if the city decided to enter into a contract with Republic that they would still like to continue with the maintenance of the garage itself through a contract in which they would be reimbursed at $6.50 per hour for the man hours to keep the garage clean. Mr. Kolb stated that the reason for recommending the contract with Republic was to try to turn a profIt from the operation by Republic and that some revenue would be generated to help service the debt on the garage. After further discussion, Mr. Hankerson: I'd like to put it in the form of a motion that we deny this contract and continu<;: to operate with Fort Discovery as we have been. Mr. Williams: Second. After additional discussion, Mr. Bridges: I'll make a substitute motion that we accept the Administrator's recommendation. Mr. Chairman: I'll second it for discussion. (Vote on substitute motion) Motion fails with Mr. Hankerson and Mr. Williams voting No. (Vote on original motion) Motion fails with Mr. Bridges and the Chairman voting No. 1. Approve the performance of an audit of the hotel/motel tax proceeds by the Internal Auditor. (Requested by Commissioner Cheek) (Referred from September 22 Finance) Mr. Cheek: I'm hearing indications that our overnight stays are at least at the level of last year or better and that our revenue has not reflected that. There has been some investigation to date which has discovered at least not one hotel paying their due. 3 They're collecting the tax but not turning it over to the city. I'd like to see a general audit of that account. Mr. Kolb: We have one employee in the License & Inspections Department who does that. GMA has a service that contracts with a municipality to do this and we could also hire own auditor. It is our feeling that whichever way you go we receive no benefIt. 100% of the money goes to the Civic Center or the CVB to be disbursed. Whichever scenario you take, we believe that you ought to deduct the cost of that audit from that tax. I Mr. Cheek: I fully concur with that. I would not like to see our general fund impacted by this. Mr. Chairman: Can the cost of collection be removed from that fund? Mr. Wall: I think it can be structured such that you can do it. I think there ought to be some type of agreement worked out with the CVB and the recipients of the tax. It would be to their benefit to get the money. Mr. Kolb: Can we use that money to hire our own auditor on staff? Mr. Wall: I don't know about that. Mr. Chairman: Ifwe could somehow structure that and get a recommendation to the full body. I think the point is that we would pay our money out to audit other sources of money and we're not going to see any money although the community would benefIt because there would be a stop to the leakage of this money through the system. Ifwe could structure it, Jim, with a source of revenue other than the general fund, then that would be ideal. I Mr. Bridges: I so move. Mr. Chairman: Second. Motion adopted unanimously. 2. Review of a comparison study to determine if fleet maintenance cost could be reduced by bringing maintenance "in-house". (Referred from September 22 Finance) Mr. Crowden reviewed the points regarding the costs of outsourcing fleet maintenance as opposed to bringing the work "in-house". After a discussion, Mr. Bridges: I make the motion that we receive this as information. Mr. Chairman: Second. I 4 I Motion adopted unanimously. 3. Reports from the Internal Auditor. (Referred from September 22 Finance) At this time Mr. Cosnahan made a presentation regarding reports on various city departments and recommendations for improvements. Mr. Bridges: I make the motion we accept the recommendations of the Internal Auditor. Mr. Williams: Second. Motion adopted with the Chairman out. 11. Approve the acquisition of One (1) Heavy-Duty Service Truck for $106,2418.68 for the Public Works Department - Landfill Division from Mays International Trucks of Augusta, Georgia. (lowest bid offer on Bids 03-127) Mr. Williams: I so move. Mr. Bridges: Second. I Motion adopted with the Chairman out. 13. Consider a request from Cross Creek High School regarding a donation. The Deputy Clerk: This is a request from the band boosters group for a donation for uniforms for the band. Mr. Bridges: I make a motion it be denied. Ifwe did it for this school, we would have to do it for other schools also. I think the School Board needs to address that. Mr. Williams: Second. Motion adopted with the Chairman out. 16. Review minutes regarding the selection of the Telfair Street site for the JudiciaD Center. (Referred from the October 7 Commission meeting) 17. Approve the Augusta Traffic Calming Program and $12,000 from General Fund Contingency to allow the Public Works and Engineering Department to initiate the program in 2003. I [Considered in joint meeting with Engineering Services Committee] 5 Addendum Item 1. Motion to approve the transfer of $100,000 to the County Attorney's budget from the Law Department's unfilled General Counsel position. I Mr. Bridges: A motion to approve. Mr. Hankerson: Second. Motion adopted unanimously. ADJOURNMENT: There being no further business, the meeting was adjourned. Lena J. Bonner Clerk of Commission nWID I I 6