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Home My WebLink About2014-06-26-Meeting Agenda Commission Meeting Agenda Commission Chamber 6/26/2014 2:00 PM INVOCATION: Rev. Ed Rees, Pastor St. Andrew Presbyterian Church PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. Five (5) minute time limit per delegation DELEGATIONS A. Mr. & Mrs Willie (Betty) Williams regarding Solid Waste charge on property where there is no house for household waste. Attachments CONSENT AGENDA (Item 1) PETITIONS AND COMMUNICATIONS 1. Motion to approve the minutes of the regular and Special Called/Legal Commission meetings held June 17, 2014. Attachments ****END CONSENT AGENDA**** AUGUSTA COMMISSION 6/26/2014 AUGUSTA COMMISSION REGULAR AGENDA 6/26/2014 (Items 2-15) PLANNING 2. Z-14-35 – A request for concurrence with the Augusta Georgia Planning Commission to approve a petition by Mary Kingcannon, on behalf of John Cropper, requesting a Special Exception to establish a Family Personal Care Home per Section 26-1 (H) of the Comprehensive Zoning Ordinance affecting property containing.27 acres and known as 3307 Emerson Drive. Tax Map 122-3-079-00-0 DISTRICT 6 (Requested by Commissioner Marion Williams) (No action vote taken on June 17, 2014.) Attachments PUBLIC SERVICES 3. New Application: A. N. 14 - 22: A request by Jeffrey Knight for an on premise consumption Liquor, Beer & Wine license to be used in connection with Knight's located at 3112 Wrightsboro Rd. There will be Dance. District 2. Super District 9. Attachments ADMINISTRATIVE SERVICES 4. Approve Year 2014 Amended Action Plan for Community Development Block Grant (CDBG) Program, Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program. Attachments 5. Approve Year 2014 Revised Annual Action Plan for HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS PROGRAM. Attachments 6. Approve recommendations from the Procurement Department regarding a path forward concerning the implementation of the Disparity Study. Attachments 7. Discuss the Mercer Group Contract, lack of commission approval, state law and the procurement process. (Requested by Commissioner Marion Williams) Attachments 8. Motion to approve the contract management module software package from Sungard for DBE tracking purposes. Attachments FINANCE 9. Approve the replacement of one pickup truck for the Animal Services Department. Attachments 10. Approve the replacement of 1 vehicle for the Augusta Risk Management Department. Attachments ENGINEERING SERVICES 11. Approve and authorize the Engineering Department (AED) to purchase up to 3,161 stream mitigation credits at a total cost of $178,596.50 ($56.50 per mitigation credit) from the Bath Branch Augusta, LLC (Bath Branch Mitigation Bank), 8.7 wetland mitigation credits at a total cost of $69,600.00 ($8,000 per credit) from the AA Shaw, LLC to mitigate stream & wetlands impacts as determined necessary by the US Army Corps of Engineers in regards to the Windsor Spring Road Improvements Project from SR 88 in Hephzibah to Willis Foreman Rd (Phase V) 323-04-299823786 and from Willis Foreman Road to Tobacco Road (Phase IV) 323-04-299823766. Funding is available through Engineering SPLOST III Fund Recapture. Attachments ADMINISTRATOR 12. Approve a request for funding in the amount of $25,000 from the Arts Council for the 2014 Arts in the Hearts Festival. Attachments 13. Update from the Interim Administrator regarding the Municipal Building renovation. Attachments 14. Update from the Interim Administrator regarding the new Information Technology building. Attachments LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. Upcoming Meetings www.augustaga.gov 15. Motion to approve execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Commission Meeting Agenda 6/26/2014 2:00 PM Invocation Department: Caption:Rev. Ed Rees, Pastor St. Andrew Presbyterian Church Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Commission Meeting Agenda 6/26/2014 2:00 PM Willie and Betty Williams Department: Caption:Mr. & Mrs Willie (Betty) Williams regarding Solid Waste charge on property where there is no house for household waste. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2 Attachment number 1 \nPage 1 of 1 Item # 2 Commission Meeting Agenda 6/26/2014 2:00 PM Z-14-35 Department:Planning Commission Caption: Z-14-35 – A request for concurrence with the Augusta Georgia Planning Commission to approve a petition by Mary Kingcannon, on behalf of John Cropper, requesting a Special Exception to establish a Family Personal Care Home per Section 26-1 (H) of the Comprehensive Zoning Ordinance affecting property containing.27 acres and known as 3307 Emerson Drive. Tax Map 122-3-079-00-0 DISTRICT 6 (Requested by Commissioner Marion Williams) (No action vote taken on June 17, 2014.) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3 Commission Meeting Agenda 6/26/2014 2:00 PM Alcohol Applicatuion Department:Planning & Development Caption:New Application: A. N. 14 - 22: A request by Jeffrey Knight for an on premise consumption Liquor, Beer & Wine license to be used in connection with Knight's located at 3112 Wrightsboro Rd. There will be Dance. District 2. Super District 9. Background:This is a new application. Analysis:The applicant meets the requirements of the City of Augusta's Alcohol Ordinance. Financial Impact:The applicant will pay a fee of $4595.00. Alternatives: Recommendation:Planning & Development recommends approval. The RCSO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 4 Attachment number 1 \nPage 1 of 2 Item # 4 Attachment number 1 \nPage 2 of 2 Item # 4 Commission Meeting Agenda 6/26/2014 2:00 PM 2014 Annual Action Plan Department:Housing and Community Development Caption:Approve Year 2014 Amended Action Plan for Community Development Block Grant (CDBG) Program, Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program. Background:In order to fulfill statutory and regulatory requirements mandated by the U.S. Department of Housing and Urban Development with regard to the 2014 Action Plan, the City of Augusta was required to make available for public comment the 2014 Action Plan that provided the jurisdiction an opportunity to review the City of Augusta, Housing and Community Development Department's local strategy to address needs in the areas of community development, economic development, housing, and homelessness. This strategy, based upon proposed allocations from HUD, was advertised to the community and later approved by the City Commission on November 5, 2013. However, with adjustments to the formula allocations by HUD it was required that actual grant amounts be also advertised for Public Comment, which has also concluded. This proposal includes an Action Plan for 2014 with a budget that includes actual funding allocations for the Community Development Block Grant ($1,703,221), HOME ($733,800), ESG ($142,880) plus anticipated CDBG Program Income from loan repayments of $150,000 and HOME loan repayments of $235,000. Analysis:If supported by the Augusta City Commission, the Housing and Community Development Department will be able to fund these projects in accordance with the submission of the 2010-2014 Consolidated Plan to the U.S. Department of Housing and Urban Development (HUD). Financial Impact:If approved by the City Commission, the Plan will continue to provide funding of needed services and housing projects for low- to moderate- income households throughout the City of Augusta. Alternatives:None Recommended Cover Memo Item # 5 Recommendation:Accept the 2014 Amended Annual Action Plan. Funds are Available in the Following Accounts: No additional funds required REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5 2014 PROPOSED ALLOCATIOS 2014 (CDBG) Community Development Block Grant Program B-14-MC-13-0004 Proposed Budget Actual Budget Entitlement $1,758,771.00 $1,703,221.00 Program Income $150,000.00 $150,000.00 TOTAL $1,908,771.00 $1,853,221.00 IDIS # Project # Projects Proposed Actual Acquisition ($67,805.00) 14010 Acquisition $67,805.00 $67,805.00 Public Facilities ($29,050) 14030 The Salvation Army of Greater Augusta $29,050.00 $29,050.00 Clearance/Demolition ($233,507.00) 14040 Clearance & Demolition $233,507.00 $280,163.00 Public Services ($253,500) 14050 Action Ministries, Inc. $20,000.00 $20,000.00 14051 Augusta Mini Theatre $15,000.00 $15,000.00 14052 Boys & Girls Club of the CSRA $20,000.00 $20,000.00 14053 Coordinated Health Services $10,000.00 $10,000.00 14054 CSRA Business League $13,500.00 $13,500.00 14055 CSRA EOA $25,000.00 $25,000.00 14056 Good Hope Social Services $5,000.00 $5,000.00 14057 Hope House $20,000.00 $20,000.00 14058 Kids Restart $20,000.00 $20,000.00 14059 MACH Academy $15,000.00 $15,000.00 1405A New Bethlehem Community Center $10,000.00 $10,000.00 1405B Promise Land CDC $7,500.00 $7,500.00 1405C Salvation Army of Greater Augusta $20,000.00 $20,000.00 1405D Senior Citizens Council $10,000.00 $10,000.00 1405E The Family Y of Greater Augusta $20,000.00 $20,000.00 1405F United Way of the CSRA $20,000.00 $20,000.00 1405G HCD Homeless Transportation $2,500.00 $2,500.00 TOTAL $253,500.00 $253,500.00 Attachment number 1 \nPage 1 of 3 Item # 5 2014 CDBG PROPOSED ALLOCATIONS (CONTINUED) Proposed Budget Actual Budget Permanent Supportive Housing ($24,483.00) 1405H Supportive Housing Project(s) $0.00 $24,483.00 Relocation ($60,000) Proposed Budget Actual Budget 14080 Relocation – HCD $60,000.00 $$60,000.00 Rehabilitation ($686,229) 14140 Housing Rehabilitation Program $685,076.00 $685,076.00 Economic Development ($82,500) 14181 Small Business Development $69,000.00 $69,000.00 14182 Antioch Ministries, Inc. $13,500.00 $13,500.00 TOTAL $82,500.00 $82,500.00 General Administration ($381,364) HCD Administration (20% cap including PI) $376,364.00 $365,644.00 Fair Housing $5,000.00 $5,000.00 TOTAL $381,364.00 $381,364.00 2014 Emergency Solution Grant (ESG) Program Proposed Budget Actual Budget Entitlement $125,715.00 $142,880.00 Program Income $0.00 $0.00 TOTAL $125,715.00 $142,880.00 IDIS # Project # Projects Proposed Actual E141 Action Ministries $12,000.00 $13,764.12 E142 Coordinated Health Services, Inc. $12,000.00 $13,764.12 E143 Family Promise of Augusta $15,000.00 $16,764.10 E144 Georgia Legal Services Program $16,500.00 $18,264.10 E145 The Salvation Army of Augusta $19,787.00 $21,551.10 E146 Hope House, Inc. $15,000.00 $16,764.10 E147 St. Stephens Ministry $10,000.00 $11,764.12 E148 Safe Homes, Inc. $8,000.00 $9,764.12 E149 United Way of the CSRA $8,000.00 $9,764.12 E1410 HCD Administration (7.5% cap) $9,428.00 $10,716.00 TOTAL $125,715.00 $142,880 Attachment number 1 \nPage 2 of 3 Item # 5 2014 HOME Investment Partnerships Program Proposed Budget Actual Budget Entitlement $717,861.00 $733,800.00 Program Income $235,000.00 $235,000.00 TOTAL $952,861.00 $968,800.00 IDIS # Project # Projects Proposed Actual Housing Redevelopment Initiative $744,845.40 $749,627.40 CHDO Set-aside (15% minimum) $100,336.50 $105,118.50 CHDO Operating $35,893.00 $40,675.00 HCD Administrative (10% cap) $71,786.10 $73,379.10 TOTAL $952,861.00 $968,800.00 2014 HOPWA Housing Opportunities for Persons with AIDS GA-H-14-F002 Proposed Budget Actual Budget Entitlement $413,361.00 $938,098.00 Program Income $0.00 $0.00 TOTAL $413,361.00 $938,098.00 IDIS # Project # Projects Proposed Actual Hope Health, Inc. $150,000.00 $150,000.00 St. Stephens Ministry $251,374.00 $251,374.00 Additional Operating/Service Programs $0.00 $508,581.00 Administration (3% cap) $11,987.00 $28,143.00 TOTAL $413,361.00 $938,098.00 Attachment number 1 \nPage 3 of 3 Item # 5 Commission Meeting Agenda 6/26/2014 2:00 PM 2014 Annual Action Plan (HOPWA) Department:Housing and Community Development Caption:Approve Year 2014 Revised Annual Action Plan for HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS PROGRAM. Background:In order to fulfill statutory and regulatory requirements mandated by the U.S. Department of Housing and Urban Development with regard to the 2014 Action Plan, the City of Augusta is required to make available for public comment the 2014 Action Plan that provides the jurisdiction an opportunity to review the City of Augusta, Housing and Community Development Department’s local strategy to address needs in the areas of community development, economic development, housing and homelessness. This proposal includes an Action Plan for 2014 with a budget that includes actual funding allocations for the Housing Opportunities for Persons with AIDS Program ($938,098.00). Analysis:If supported by the Augusta City Commission, the Housing and Community Development Department will be able to fund these projects in accordance with the submission of the 2010-2014 Consolidated Plan to the U. S. Department of Housing and Urban Development (HUD). Financial Impact:If approved by the City Commission, the Plan will continue to provide funding of needed services and housing projects for low- to moderate-income households throughout the City of Augusta. Alternatives:None Recommended Recommendation:Accept the 2014 Revised Annual Action Plan. Funds are Available in the Following Accounts: No additional funds required. Cover Memo Item # 6 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 6 2014 REVISED ALLOCATIOS 2014 HOPWA Housing Opportunities for Persons with AIDS GA-H-14-F002 Proposed Budget Actual Budget Entitlement $413,361.00 $938,098.00 Program Income $0.00 $0.00 TOTAL $413,361.00 $938,098.00 IDIS # Project # Projects Proposed Actual Hope Health, Inc. $150,000.00 $370,955.00 St. Stephen’s Ministry $251,374.00 $215,000.00 Family Initiative of the CSRA $0.00 $150,000.00 East Augusta CDC $0.00 $174,000.00 Administration (3% cap) $11,987.00 $28,143.00 TOTAL $413,361.00 $938,098.00 Attachment number 1 \nPage 1 of 1 Item # 6 Commission Meeting Agenda 6/26/2014 2:00 PM Disparity Study Department:Procurement Caption:Approve recommendations from the Procurement Department regarding a path forward concerning the implementation of the Disparity Study. Background:On February 18, 2014, the Augusta-Richmond County Commission, at their regular meeting entered into a discussion regarding the needs for future Disparity Study and asked that the Procurement Director bring back a recommendation on how to proceed. On September 4, 2009, Augusta, Georgia received the results of a Disparity Study and Recommendations to Revise Contracting Policies and Procedures conducted by NERA Economic Consulting. There were eight (8) very specific race and gender neutral initiatives listed for consideration of ARC policy makers. (See Exhibit “A” – 2009 NERA Recommendations, pgs 1-5). Both the study and recommendations were adopted by the Commission on August 24, 2009. As of the publishing date of this agenda item, June 2014, Augusta has not implemented all of the details and/or processes as recommended. In 2009 NERA also recommended that ARC policy makers adopt several narrowly tailored race and gender conscious remedies. (See Exhibit “A” – 2009 NERA Recommendations, pgs 5-10). Augusta has also failed to implement any of these recommendations within the five (5) years following the data collection period analyzed in the NERA disparity study.In January of 2014, Attorney Colette Holt was consulted regarding what is needed to develop a path forward. Colette Holt & Associates is an Oakland-based law practice specializing in public sector affirmative action programs. The Firm provides legal and consulting services to governments and businesses relating to procurement and contracting; employment discrimination; regulatory compliance; organizational change; program development, evaluation and implementation; and issues relating to inclusion, diversity and affirmative action. Ms. Holt recommends: obtaining a new disparity study; getting software to help collect and manage disparity data and utilization rates: and consider developing and implementing a race and gender conscious pilot program for contracts over $200,000. (See Exhibit “B” – Colette Holt’s recommendation). Cover Memo Item # 7 Analysis:Augusta has had many discussions, workshops, directives and has become a victim of the “blame game” explanations, all of which have led to a DBE Program that is not as effective as it can be. (See Exhibit “C” – Disparity Study Timeline). There are various reasons as to why the program has not worked resulting in the loss of money from the last Disparity Study, time, disappointed vendors and taxpayers of Augusta, Georgia along with the displacement of programs responsibilities and accountabilities. The need for a new Disparity Study is justifiable and necessary for Augusta to have an effective race and gender conscious DBE program in the future. However, there is much Augusta should do and can do immediately to take advantage of the race and gender neutral initiatives provided in the 2009 Disparity Study and to prepare for a future Disparity Study to be conducted no later than 2016. Further, by having the data available for the new Study, the cost will be reduced and the process will be more efficient and effective. Moving Forward: 1) Fully implement all of the race and gender neutral recommendations from NERA a) Write a Plan of Action moving forward to include target dates of implementation and completion; b) IMMEDIATELY purchase the (SunGard) IFAS Software to collect data. 2) Review Management Structure of the DBE function. 3) Put into place performance measures. 4) Demand quarterly updates on the program. 5) Make it “Mandatory” that employees “Know”, “Implement” and change guidelines and procedures as necessary. 6) Fund the training required for employees to benefit from future software upgrades and changes in the Law. 7) Prepare a Department Standard Operating Procedures Manual (SOP). 8) Identify an effective Project Team. Team Role: a) Identify main processes; b) Provide appropriate resources to describe the current process and data flow; c) Identify current challenges; d) Provide initial prioritization for areas to analyze; e) Evaluate recommendations for improvements and collaborative prioritization Information Technology/SunGard Role: a) Analyze the team’s current process, organization, and software to identify potential areas for improvement; b) Compare existing process and implement according to Best Practices; c) Recommend the process, software and changes to improve organizational effectiveness; d) In conjunction with the Team, map new processes, to be used as a guide for implementation. Possible Change in Management Structure will result in the following: a) Increase probability of project success; b) Manage employee resistance to change; c) Build competency in the organization. Experience Tells Us to be successful in all areas there is a need to: a) Develop a new program that does not look like the current program; b) There is a need for a strong Partnership between all of Augusta Departments and the newly created Program; c) Address the concerns and issues of the current program. 9) For the race and gender conscious measures, fund a new Disparity Study to start no later than 2016 and develop a new race and gender conscious program (if supported by the new data). I do not recommend implementing Cover Memo Item # 7 a race and gender conscious pilot program at this time. Financial Impact:To implement the Contract Management Module which will address the needs of the DBE Office as stated by Ms. Gentry, will cost $8,600. There will be a need to discuss at least one temporary position to help with data input, form development/design, electronic data scanning and other duties as assigned. Cost of this temporary position is estimated at $20,000 (July – December 31, 2014). A Full-time position will be needed and should be addressed in the 2015 Budget. Alternatives:Take no action at this time, which will result in a program that does not effectively address the effect of past and current discrimination in Augusta. Recommendation:Approve all of the recommendations in the Analysis section above to include: Moving forward with the implementation of SunGard’s Contract Management Module. Starting the process immediately to take advantage of the 2009 Disparity Study recommendations as to race and gender neutral measures while funding a new Disparity Study and preparing staff to gather information for it so that it can be let no later than 2016. Funds are Available in the Following Accounts: Capital Outlay ($8,600) for system upgrade. Funding of $20,000 for Temporary Staff which will be allocated upon approval by Commission. REVIEWED AND APPROVED BY: Finance. Law. Clerk of Commission Cover Memo Item # 7 Attachment number 1 \nPage 1 of 10 Item # 7 Attachment number 1 \nPage 2 of 10 Item # 7 Attachment number 1 \nPage 3 of 10 Item # 7 Attachment number 1 \nPage 4 of 10 Item # 7 Attachment number 1 \nPage 5 of 10 Item # 7 Attachment number 1 \nPage 6 of 10 Item # 7 Attachment number 1 \nPage 7 of 10 Item # 7 Attachment number 1 \nPage 8 of 10 Item # 7 Attachment number 1 \nPage 9 of 10 Item # 7 Attachment number 1 \nPage 10 of 10 Item # 7 Attachment number 2 \nPage 1 of 2 Item # 7 Attachment number 2 \nPage 2 of 2 Item # 7 Attachment number 3 \nPage 1 of 7 Item # 7 Attachment number 3 \nPage 2 of 7 Item # 7 Attachment number 3 \nPage 3 of 7 Item # 7 Attachment number 3 \nPage 4 of 7 Item # 7 Attachment number 3 \nPage 5 of 7 Item # 7 Attachment number 3 \nPage 6 of 7 Item # 7 Attachment number 3 \nPage 7 of 7 Item # 7 Commission Meeting Agenda 6/26/2014 2:00 PM Mercer Contract Department: Caption:Discuss the Mercer Group Contract, lack of commission approval, state law and the procurement process. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 8 Attachment number 1 \nPage 1 of 4 Item # 8 Attachment number 1 \nPage 2 of 4 Item # 8 Attachment number 1 \nPage 3 of 4 Item # 8 Attachment number 1 \nPage 4 of 4 Item # 8 Attachment number 2 \nPage 1 of 1 Item # 8 Attachment number 3 \nPage 1 of 6 Item # 8 Attachment number 3 \nPage 2 of 6 Item # 8 Attachment number 3 \nPage 3 of 6 Item # 8 Attachment number 3 \nPage 4 of 6 Item # 8 Attachment number 3 \nPage 5 of 6 Item # 8 Attachment number 3 \nPage 6 of 6 Item # 8 Commission Meeting Agenda 6/26/2014 2:00 PM Update on Software for DBE Department:Procurement Caption:Motion to approve the contract management module software package from Sungard for DBE tracking purposes. Background:At the April 18, 2014 Commission Meeting, a discussion took place concerning SOFTWARE TO COLLECT DBE DATA which the Procurement Director suggested that Augusta, Georgia currently has such software in place. The Procurement Director requested 45-days to respond to Commissions request, which was granted. On Monday, May 5, 2014, 10:00 a.m., a meeting with the DBE/Local Small Business Opportunity and Procurement Staff took place to better understand the precise needs of the DBE Office. In attendance: Geri Sams, Yvonne Gentry, Connie Kelly-Crisler, Sheila Paulk and Nancy Williams. The purpose of the Meeting was not limited to the discussion and feedback of the following items: 1. To discuss what the DBE Office is seeking in a Software package; 2. To discuss and share the different Modules currently available through our current software (IFAS) System; 3. The Procurement Department noted that a similar module has been available, for most of the required data collection, since 1999. However, an upgrade will be implemented in January 2015 that would address ALL of the identified needs of the DBE/Local Small Business Opportunity Department as described by the Department. 4. To discuss the Contract Management Module which Augusta has license and the possibility of visiting other cities using this module; 5. To discuss the upcoming SunGard Conference in California and to invite the DBE/Local Small Business Opportunity Staff to attend for the purpose of the DBE Staff’s ability to review the available software, to establish if the software will meet the DBE Office requirements, to observe up close and personal exactly what the possibilities of the Contract Management Module will provide; and to meet and discuss the DBE program requirements with the Software Experts as well as the possibility of meeting with other municipalities currently using the Contract Management Module; 6. To discuss the Agenda Item which the Procurement Director will present to the Commission. On Wednesday, May 14, 2014, the Procurement and Information Technology Departments invited Cover Memo Item # 9 the DBE/Local Small Business Opportunity Staff to participate in a previously scheduled webinar training session. In attendance: Yvonne Gentry, Connie Kelly-Crisler DBE/Local Small Business Opportunity Department); Sheila Paulk and Nancy Williams (Procurement Department); Timothy Schroer and Lisa Sherrouse (Finance Department); Lisa Blackwelder, Mike Blanchard, Mark Smith, and Annette Coker (Information Technology) and SunGard Webinar Trainer. Both at the meeting and after the meeting, the Procurement Department Staff gave an update concerning the Contract Management Module. The DBE/Local Small Business Opportunity Department expressed that the module addressed the needs as required (See Attachment “A” original request from the DBE Office – identifying the Department’s needs). The Contract Management Module identifies additional tracking information needed to support the DBE Department as required by FTA, Disparity Study and the Court Order (See Attachment “B”). Analysis:This Module (Contract Management) when implemented will address DATA COLLECTION as required by the DBE/Local Small Business Opportunity Program, FTA, the Court Order and the Disparity Study. Moving Forward: 1. The DBE/Local Small Business Opportunity Office MUST IMMEDIATELY: a. Develop both a letter and a data form to be used by vendors to update their information for the NEW System Upgrade. b. Develop a Standard Operation Manual for Augusta, Georgia address its operation (Attachment “C” with a possible outline). c. Develop an electronic vendor system where vendor’s can enter/correct their information (electronically sending it directly to the department for updating). 2. The DBE/Local Small Business Opportunity Office to immediately begin to access its vendor’s files for system input. 3. The DBE/Local Small Business Opportunity Office to begin launching a program and or a marketing system to enhance and update registered vendors to be entered into the Contract Management Module. 4. The DBE/Local Small Business Opportunity Office to look at the current Modules used by the Augusta License and Inspection and Procurement Departments to determine if information already in the system can be captured to enhance the manual process (spreadsheets). 5. Augusta’s DBE/Local Small Business Opportunity Office MUST begin correcting data by October 2014 to be updated into the system. NOW is the best time to begin the process for the 2015 implementation. 6. If Commission approves the process - The DBE/Local Small Business Opportunity Office implementation will take place in June 2015. 7. The Contract Management Module will address but will not be limited to the transactions as listed in Attachment “B”. 8. There are many vendors who can address the needs of the DBE Office; but is it cost effective to purchase a boxed software package which will require Augusta’s I.T. Department or the Software vendor to customize to address the concerns of the DBE Office or to simply install SunGard’s Cover Memo Item # 9 System (IFAS) that Augusta has purchased a license for and direct the DBE staff to begin the process NOW for a possible installation date of June 2015. Note: New Data will be REQUIRED to address vendor’s certification (Attachment “D”). Financial Impact:Since Augusta already own the License, I.T. will work with the Department through additional webinar trainings and a system upgrade with an estimated cost of $8,600. The estimate will vary pending the amount of training sessions required and/or requested. Alternatives:1. Purchase a new system at a cost of $50,000 or more that will duplicate the system already accessible. 2. Remain where we are, which has not addressed Augusta’s Taxpayer’s needs. Recommendation:Move forward with the implementation of the SunGard System which is currently in-place. Start the training process immediately to take advantage of sessions already scheduled, begin immediately notifying vendors of system update, changes to vendor’s information and preparing for system upgrade. Have data available for the upgrade to an electronically driven system in June 2015 (using only new data). Funds are Available in the Following Accounts: Capital Outlay ($8,600) REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 9 Attachment number 1 \nPage 1 of 1 Item # 9 Attachment number 2 \nPage 1 of 30 Item # 9 Attachment number 2 \nPage 2 of 30 Item # 9 Attachment number 2 \nPage 3 of 30 Item # 9 Attachment number 2 \nPage 4 of 30 Item # 9 Attachment number 2 \nPage 5 of 30 Item # 9 Attachment number 2 \nPage 6 of 30 Item # 9 Attachment number 2 \nPage 7 of 30 Item # 9 Attachment number 2 \nPage 8 of 30 Item # 9 Attachment number 2 \nPage 9 of 30 Item # 9 Attachment number 2 \nPage 10 of 30 Item # 9 Attachment number 2 \nPage 11 of 30 Item # 9 Attachment number 2 \nPage 12 of 30 Item # 9 Attachment number 2 \nPage 13 of 30 Item # 9 Attachment number 2 \nPage 14 of 30 Item # 9 Attachment number 2 \nPage 15 of 30 Item # 9 Attachment number 2 \nPage 16 of 30 Item # 9 Attachment number 2 \nPage 17 of 30 Item # 9 Attachment number 2 \nPage 18 of 30 Item # 9 Attachment number 2 \nPage 19 of 30 Item # 9 Attachment number 2 \nPage 20 of 30 Item # 9 Attachment number 2 \nPage 21 of 30 Item # 9 Attachment number 2 \nPage 22 of 30 Item # 9 Attachment number 2 \nPage 23 of 30 Item # 9 Attachment number 2 \nPage 24 of 30 Item # 9 Attachment number 2 \nPage 25 of 30 Item # 9 Attachment number 2 \nPage 26 of 30 Item # 9 Attachment number 2 \nPage 27 of 30 Item # 9 Attachment number 2 \nPage 28 of 30 Item # 9 Attachment number 2 \nPage 29 of 30 Item # 9 Attachment number 2 \nPage 30 of 30 Item # 9 ATTACHMENT “C” STANDARD OPERATION PROCEDURE (SOP) MANUAL Standard operating procedures (SOP) are a detailed explanation of how a policy is to be implemented. The SOP may appear on the same form as a policy or it may appear in a separate document. The main difference between a SOP and a policy are details. An effective SOP communicates who will perform the task, what materials are necessary, where the task will take place, when the task shall be performed, and how the person will execute the task. Is a SOP necessary? What benefit do they have to my operation? The details in an SOP standardize the process and provide step-by-step how-to instructions that enable anyone within your operation to perform the task in a consistent manner. The SOP document serves as an instructional resource that allows employees to act without asking for directions, reassurance, or guidance. The step-by-step written procedure can also help hold employees accountable because employee expectations are documented and their actions can be measured against the SOP. Communicating procedures that anyone in the operation can follow with consistent results will ensure your operation continually provides high quality products and services. Why is it necessary? • Serve as framework for organizational policy – provide direction and structure • Written documentation of best practice • It sets performance standards • A measuring tool to assist in holding the correct person/department accountable • It removes the “BLAME GAME” • Tells what, how, when, why, and who • It will identify forms (both manual and those that can be converted to an electronic/computerized/digital system) • It will also assist in determining security for an electronic system Attachment number 3 \nPage 1 of 1 Item # 9 Attachment number 4 \nPage 1 of 16 Item # 9 Attachment number 4 \nPage 2 of 16 Item # 9 Attachment number 4 \nPage 3 of 16 Item # 9 Attachment number 4 \nPage 4 of 16 Item # 9 Attachment number 4 \nPage 5 of 16 Item # 9 Attachment number 4 \nPage 6 of 16 Item # 9 Attachment number 4 \nPage 7 of 16 Item # 9 Attachment number 4 \nPage 8 of 16 Item # 9 Attachment number 4 \nPage 9 of 16 Item # 9 Attachment number 4 \nPage 10 of 16 Item # 9 Attachment number 4 \nPage 11 of 16 Item # 9 Attachment number 4 \nPage 12 of 16 Item # 9 Attachment number 4 \nPage 13 of 16 Item # 9 Attachment number 4 \nPage 14 of 16 Item # 9 Attachment number 4 \nPage 15 of 16 Item # 9 Attachment number 4 \nPage 16 of 16 Item # 9 Commission Meeting Agenda 6/26/2014 2:00 PM 2014 - Animal Service Truck Department:Finance Department - Fleet Management Division Caption: Approve the replacement of one pickup truck for the Animal Services Department. Background:Augusta Animal Services Department requests the replacement of the field supervisor pickup truck, 1999 Ford Ranger with 156,596 miles, asset number 994157. This vehicle exceeds the replacement criteria established in 2004, the evaluation is attached for review. This vehicle has become a liability to the Department due to increasing maintenance costs and increasing non-operational time. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the 6,000 GVW pickup trucks: Bid 14-115 results were as follows for this model truck: Allan Vigil-Fayetteville = $22,639.00 each; Allan Vigil-Morrow = $21,991.00 each; Bobby Jones Ford = $21,442.00 each; Fairway Ford = $22,018.00 each; Langsdale Chevrolet = $26,523.00 each; Master Buick-GMC = $32,093.00 each; and Thomson Motor Centre = $22,142.00 each. Financial Impact:The cost of the proposed replacement pickup truck is $21,442.00. Funding for the procurement of this equipment will be through the current SPLOST VI sales tax program. Alternatives:1. Approve the recommendation, 2. Disapprove the recommendation. Recommendation:Approve the acquisition of the replacement vehicle for the Animal Services Department and approve the surplus sale of the replaced vehicle. Funds are Available in the Following SPLOST VI - 4th year.Cover Memo Item # 10 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 10 Attachment number 1 \nPage 1 of 1 Item # 10 Attachment number 2 \nPage 1 of 1 Item # 10 Commission Meeting Agenda 6/26/2014 2:00 PM 2014 Risk Management Replacement Department:Finance Department - Fleet Management Division Caption:Approve the replacement of 1 vehicle for the Augusta Risk Management Department. Background:Fleet Management would like to request the replacement of 1 older Ford Explorer with a more job suitable Chevrolet Impala automobile to be used in the department’s daily work activities. The designated vehicle is in need of replacement. The replaced vehicle is 206043, is a 2006 Ford Explorer with 135,617 miles. The vehicle evaluation and bid tabsheet results are attached for your review. Analysis:Fleet Management has requested to utilize the Georgia State Wide Contract bid program to acquire the new Chevrolet Impala. The state contract SWC # is 99999-SPD-ES40199373-005 and the state contract price is $18,786.00. Price verification and other necessary documentation have been attached for review. Financial Impact:One 2014 Chevrolet Impala automobile @ $18,786.00. The funds will be provided by the City Capital outlay account. Alternatives:(1) Approve the request; (2) Do not approve the request. Recommendation:Approve the purchase of 1 Impala automobile and declare the replaced vehicles as surplus and available for auction. Funds are Available in the Following 2014 Capital Outlay 272-01-6440/54-22110 Cover Memo Item # 11 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 11 Attachment number 1 \nPage 1 of 1 Item # 11 Attachment number 2 \nPage 1 of 5 Item # 11 Attachment number 2 \nPage 2 of 5 Item # 11 Attachment number 2 \nPage 3 of 5 Item # 11 Attachment number 2 \nPage 4 of 5 Item # 11 Attachment number 2 \nPage 5 of 5 Item # 11 Commission Meeting Agenda 6/26/2014 2:00 PM Windsor Spring Road, Phase IV and Phase V(Stream Mitigation Credits) Department:Abie Ladson - Director Caption:Approve and authorize the Engineering Department (AED) to purchase up to 3,161 stream mitigation credits at a total cost of $178,596.50 ($56.50 per mitigation credit) from the Bath Branch Augusta, LLC (Bath Branch Mitigation Bank), 8.7 wetland mitigation credits at a total cost of $69,600.00 ($8,000 per credit) from the AA Shaw, LLC to mitigate stream & wetlands impacts as determined necessary by the US Army Corps of Engineers in regards to the Windsor Spring Road Improvements Project from SR 88 in Hephzibah to Willis Foreman Rd (Phase V) 323-04- 299823786 and from Willis Foreman Road to Tobacco Road (Phase IV) 323-04-299823766. Funding is available through Engineering SPLOST III Fund Recapture. Background:This is a Georgia Department of Transportation (GDOT) managed project that will widen & reconstruct Windsor Spring Road from SR 88 in Hephzibah to Willis Foreman Rd (Phase V) and from Willis Foreman Road to Tobacco Road (Phase IV) . AED is responsible for funding engineering activities, road design, right- of-way plans, construction plans and environmental permitting. GDOT is funding the right of way acquisition ($13.9 million) and the construction ($35.6 million). Project construction tentative let date is in May 2014. It has been determined by the US Corps of Engineers (USACE) that 5,220.5 stream mitigation credits and 8.7 wetland mitigation credits will have to be purchased to mitigate the impacts to Spirit Creek, its associated tributaries and wetlands. The stream mitigation credits will be purchased from Bath Branch Augusta LLC (a local credit bank) at a cost of $56.50 per stream credit. The wetland mitigation credit will be purchased from Primary Service area mitigation bank (AA Shaw, LLC wetland bank) at a cost of $8,000 per wetland credit. Analysis:Purchase of Mitigation Credit is pre-requisite of Environmental Permits and GDOT to commence construction activities at this project. A timely purchase of required credits is critical to maintain project letting schedule and project construction funds as allocated.Cover Memo Item # 12 Financial Impact:Funding in amount of $248,196.50 is available through Engineering SPLOST III Fund Recapture to be transferred to the Windsor Spring Road Improvements Project (phases IV & V) upon Commission approval. Alternatives:1) See caption. 2) Do not approve purchase of mitigation credit as requested and lose designated State & Federal funding, and identify alternate ways to complete the project. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: 323-041110-5212115/299823786-5212115 REVIEWED AND APPROVED BY: Cover Memo Item # 12 Bath Branch Augusta, LLC 209 Seventh St., Suite 300 • P.O. Box 1417 • Augusta, Georgia 30903 Phone: 706 722-6756 • Fax: 706 722-0002 www.merryland.com 3/31/14 Dr. Hameed Malik Assistant Director of Engineering Augusta Engineering Department 505 Telfair Street Augusta, GA 30901 706-796-5068 HMalik@augustaga.gov Dr. Malik, The Bath Branch Mitigation Bank is prepared to sell 3,160.61 stream mitigation credits to the Augusta Engineering Department. The cost will be $56.50 per whole credit or $178,574.47 total. Please note that the following will be needed to complete the transaction: · Permittee Name · Dept. of the Army File number provided to the client for the project. Please send payment and the information requested to our address below and we will instruct the Corps to release the credits to you. Payments: Bath Branch Augusta, LLC 209 7th Street Suite 300 Augusta, GA 30901 Thank you, Elliot C. Grandin Attachment number 1 \nPage 1 of 1 Item # 12 Environmental Services, Inc. P.O. Box 2383 Savannah, GA 31402 Phone 912-236-4711 * Fax 912-236-3668 www.environmentalservicesinc.com 02 May 2014 City of Augusta Engineering Department Attn: Dr. Hameed Malik, Ph.D., P.E. 505 Telfair Street Augusta, Georgia 30901 Re: Wetland Mitigation Credit Reservation Letter USACE Permit Number: Not Supplied City of Augusta / GDOT Joint Coordination Project Dear Dr. Malik: The AA Shaw Wetland Mitigation Bank can supply 8.7 wetland mitigation credits for use as compensatory mitigation for your City of Augusta / GDOT joint coordination project (USACE Permit Number: not supplied) located in Augusta, Richmond County, Georgia and within Hydrologic Unit Code (HUC) 03060106. This project is located in the AA Shaw Mitigation Bank’s primary service area and is therefore an appropriate source of mitigation for your project. The wetland mitigation credits are hereby quoted at a price of $8,000.00 per credit, for a total purchase price of $69,600.00. Please note, the AA Shaw Mitigation Bank operates under U.S. Army Corps of Engineers (USACE) Permit Number SAS-2011-00031, and is owned by AA Shaw, LLC. Per this agreement, wetland credit pricing is hereby guaranteed for 60 days. Should final payment not be received within 60 days of the date of this letter the terms of this agreement shall become null and void with no further obligation to either party. Final transfer of the credits will be made upon receipt of the total invoice balance. Upon receipt of full payment, a credit certification and transfer letter verifying your credit purchase will be issued to the City of Augusta, GDOT, and the U.S. Army Corps of Engineers. An invoice for this transaction has also been attached for your convenience. If you agree that this letter accurately sets forth your compensatory requirements with respect to the permitted project, please transmit a check for the aforementioned $69,600.00 made payable to AA Shaw, LLC. This mitigation credit quote will automatically expire without any further document or act of any party, at 5:00 p.m. EST on June 22, 2014. Sincerely, AA Shaw, LLC Brandon F. Smith Bank POC and Project Manager Attachment number 2 \nPage 1 of 2 Item # 12 AA Shaw, LLC - Invoice Date Invoice # 05/02/2014 2013019 Bill To: City of Augusta Engineering Department Attn: Mr. Hameed Malik, Ph.D., P.E. 505 Telfair Street Augusta, Georgia 30901 P.O. No. Terms ESI Project Number USACE # Not supplied Price Valid for 60 Days (expires 07/01/2014) ES10501.00 AA Shaw Wetland Mitigation Bank Line Item Description Quantity Unit Price Amount 01 Wetland Mitigation Credits 8.7 $8,000.00 $69,600.00 Thank you for your business Total Due $69,600.00 NOTES: Wetland mitigation for a City of Augusta and GDOT joint coordination project in Augusta, Richmond County, Georgia. Payable To: AA Shaw, LLC Attn: Brandon Smith PO Box 2383, Savannah, GA 31402 (US Mail) OR 131 Hutchinson Island Rd., Suite 100 Savannah, GA 31421 (UPS or FedEx) as owned by: AA Shaw, LLC 1095 Honey Ridge Rd., Guyton, GA 31312 Attachment number 2 \nPage 2 of 2 Item # 12 Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is authorized to CPB#323-041110-299823786. The funding for this project in the amount of $248,196.50 is needed to purchase stream mitigation credits as follows: Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Special 1% Sales Tax, Phase III 1,467,000$ Special 1% Sales Tax, Phase IV 600,000$ TIA Discretionary Funds 226,597$ SPLOST III Recapture Funds 248,197$ 2,541,794$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Original-Commission Council Office Copy-Engineering Department Copy-Finance Department Copy-Procurement Department Deke S. Copenhaver, Mayor 3,161 credits from Bath Branch Augusta , LLC (Bath Branch Mitigation Bank) $178,596.50 8.7 wetland mitigation credits from AA Shaw, LLC $ 69,600.00 Total $248,196.50 CPB#323-041110-299823786 CAPITAL PROJECT BUDGET WINDSOR SPRING ROAD IMPROVEMENTS, PHASES IV & V (SR 88 TO WILLIS FOREMENA RD AND WILLIS FOREMAN RD TO TOBACCO RD) CHANGE NUMBER TWENTY 1 of 2 10/3/2011 Attachment number 3 \nPage 1 of 2 Item # 12 CAPITAL PROJECT BUDGET WINDSOR SPRING ROAD IMPROVEMENTS, PHASES IV & V (SR 88 TO WILLIS FOREMENA RD AND WILLIS FOREMAN RD TO TOBACCO RD) CHANGE NUMBER TWENTY CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB ADDITION CPB SALES TAX, PHASE III 323041110-000000-299823786 ($1,000)($1,000) SALES TAX, PHASE III 323041110-000000-299823786 ($1,306,500)($1,306,500) SPECIAL 1% SALES TAX, PHASE IV 324041110-000000-202824786 ($600,000)($600,000) (Transferred to Section V 299823786)($159,500)($159,500) Trans TIA DISCRETIONARY FUNDS ($226,597)($226,597) SPLOST III RECAPTURE FUNDS ($248,197)($248,197) TOTAL SOURCES:($2,293,597)($248,197)($2,541,794) USE OF FUNDS ADVERTISING 323041110-5233119-299823786 $1,000 $1,000 ENGINEERING 323041110-5212115-299823786 $1,464,476 $248,197 $1,712,673 ENGINEERING 32304110-5212115-299823786 $226,597 $226,597 RIGHT OF WAY 323041110-5411120-299823766 $570,136 $570,136 (transferred to Section V 299823786) UTILITIES 323041110-5414510-299823786 $21,888 $21,888 SIGNAL 323041110-5414610-299823786 $5,000 $5,000 CONTINGENCY 323041110-6011110-299823786 $4,500 $4,500 TOTAL USES:$2,293,597 $248,197 $2,541,794 2 of 2 10/3/2011 Attachment number 3 \nPage 2 of 2 Item # 12 Commission Meeting Agenda 6/26/2014 2:00 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the regular and Special Called/Legal Commission meetings held June 17, 2014. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 13 Commission Meeting Agenda 6/26/2014 2:00 PM Funding for Arts in the Heart Department:Administrator's Office Caption:Approve a request for funding in the amount of $25,000 from the Arts Council for the 2014 Arts in the Hearts Festival. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 14 At t a c h m e n t n u m b e r 1 \ n P a g e 1 o f 4 It e m # 1 4 DIRECT ECONOMIC SPENDING CONTRIBUTION to Augusta due to the 2013 Arts in the Heart of Augusta Festival is estimated to be $3,138,416 DIRECT SPENDING BY AUGUSTA RESIDENTS: $1,912,749 DIRECT SPENDING BY NON-RESIDENT: ATTENDEES: $1,225,667 At t a c h m e n t n u m b e r 1 \ n P a g e 2 o f 4 It e m # 1 4 MONEY PAID TO LOCAL COMPANIES AND PUBLIC ENTITIES (partial list) •Police and City Employees $26,003 •Barricades 1,648 •Generators 7,035 •Sound/Tech 27,750 •Tents and Stages 39,799 •Hot Dog Stand 1,500 •T-shirts 6,161 TOTAL $104,556 At t a c h m e n t n u m b e r 1 \ n P a g e 3 o f 4 It e m # 1 4 At t a c h m e n t n u m b e r 1 \ n P a g e 4 o f 4 It e m # 1 4 Commission Meeting Agenda 6/26/2014 2:00 PM Municipal Building Renovation Update Department:Administrator's Office Caption:Update from the Interim Administrator regarding the Municipal Building renovation. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 15 Commission Meeting Agenda 6/26/2014 2:00 PM New Information Technology Building Update Department:Administrator's Office Caption:Update from the Interim Administrator regarding the new Information Technology building. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 16 Commission Meeting Agenda 6/26/2014 2:00 PM Affidavit Department: Caption:Motion to approve execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 17