HomeMy WebLinkAbout2015-01-12-Meeting Agenda
Administrative Services Committee
Meeting
Commission Chamber- 1/12/2015- 1:10 PM
ADMINISTRATIVE SERVICES
1. Motion to approve the 2015 annual bid award for various
departments for the purchase of annual bid items. The following
annual bid items require the Commission approval:
15-038 Uniforms & Accessories - Fire Department
15-063A Athletic Clothing & Equipment Recreation, Parks and
Facilites Maintenance Department
15-065 Chemicals - Utilities Department
15-118 Tires - Environmental Services Department
Attachments
2. Presentation by Kim Hines regarding Grow Harrisburg.
(Requested by Commissioner Fennoy)
Attachments
3. Motion to approve the minutes of the Administrative Services
Committee held on December 8, 2014.
Attachments
4. Report by Ms. Margaret Woodard on parking forums and path
forward.
Attachments
5. Consider proposed procedure for authorization of
Agreements/Contracts for the Laney Walker/Bethlehem
Redevelopment Project, the Housing and Community
Development Department and the Hyde Park Drainage
Improvement Project by the City Administrator and Mayor for
program/calendar year 2015.
Attachments
6. Discuss/receive report from the Administrator regarding
information reported from the Transit Contract Manager to the
Commission on December 16, 2014 regarding contractual
violations of McDonald Transit. (Requested by Commissioner
Marion Williams)
Attachments
7. Approval to carry over operational funds of $100,000.00 which
was approved for the HR 2014 budget year to be redesignated
Attachments
www.augustaga.gov
for 2015.
8. Provide update from the Tax Commissioner to Commission on
completed initiatives for 2015 and request funding source for
Tax Billing and Collection software.
Attachments
9. County Attorney.
Attachments
Administrative Services Committee Meeting
1/12/2015 1:10 PM
Annual Bid Approval
Department:Procurement Department
Caption:Motion to approve the 2015 annual bid award for various
departments for the purchase of annual bid items. The following
annual bid items require the Commission approval:
15-038 Uniforms & Accessories - Fire Department
15-063A Athletic Clothing & Equipment Recreation, Parks and
Facilites Maintenance Department
15-065 Chemicals - Utilities Department
15-118 Tires - Environmental Services Department
Background:Each item was bid through the annual bid process as directed by
the Augusta Procurement Code. The items require Commission
approval due to the fact that purchases on the individual items will
exceed $25,000.00 per order.
Analysis:The various departments have reviewed the submittals and have
presented a recommendation of award to the Procurement
Department for each item.
Financial Impact:The individual departments are responsible for the purchase of the
items listed on their individual bid.
Alternatives:Not to award and require the individual departments to follow the
purchasing guidelines as listed in the Augusta Procurement Code
for each individual purchase.
Recommendation:Approve the recommendation as submitted by the various
departments.
Funds are Available
in the Following
Accounts:
Cover Memo
Item # 1
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
PROCUREMENT SOURCE SELECTION METHODS AND CONTRACT AWARDS
Sec. 1-10-48. Generally.
The following sections provide detailed information concerning the use of the seven (7) source selection
methods available for use for the procurement of commodities, services and construction products for Augusta,
Georgia. The seven methods are: (1) sealed bids, (2) sealed proposals, (3) special services, (4) quotations or
informal bids, (5) sole source, (6) emergency procurement and (7) annual contracts.
Purpose. A significant portion of the Augusta, Georgia Annual Budget is committed each year
to various purchase contracts such as raw materials, equipment, equipment parts or
components, general supplies, and professional and non-professional services. Therefore, it
is essential that maximum value be obtained for each public tax dollar spent. A proven
technique for obtaining this goal is through the annual bid contract process,
Sec. 1-10-58. Annual contracts.
Upon approval of an annual contract by the Board of Commissioners (or the Administrator for annual bids of up
to $25,000), any using agency may order supplies or services under such annual contract as needed up to the
maximum amount approved in the annual bid.
Purchases on the following annual bid items will exceed $25,000.00 per order:
Department Description Recommended Vendors Local Vendors
15-038 Uniforms &
Accessories Fire Department NAFECO Inc.
15-063A Athletic Clothing
& Equipment Recreation
Johannsen Sporting Goods,
Riddell/All American
BSN Sports
Local Vendor Preference
was applied for Johannsen
Sporting Goods.
15-065 Utilities Chemicals
Univar
Brenntag Mid-South
Carus
No Bids were received from
Local Vendors.
15-118 Tires Environmental
Services Snider Fleet Solutions Snider Fleet Solutions
Attachment number 1 \nPage 1 of 1
Item # 1
Attachment number 2 \nPage 1 of 17
Item # 1
Attachment number 2 \nPage 2 of 17
Item # 1
Attachment number 2 \nPage 3 of 17
Item # 1
Attachment number 2 \nPage 4 of 17
Item # 1
Attachment number 2 \nPage 5 of 17
Item # 1
Attachment number 2 \nPage 6 of 17
Item # 1
Attachment number 2 \nPage 7 of 17
Item # 1
Attachment number 2 \nPage 8 of 17
Item # 1
Attachment number 2 \nPage 9 of 17
Item # 1
Attachment number 2 \nPage 10 of 17
Item # 1
Attachment number 2 \nPage 11 of 17
Item # 1
Attachment number 2 \nPage 12 of 17
Item # 1
Attachment number 2 \nPage 13 of 17
Item # 1
Attachment number 2 \nPage 14 of 17
Item # 1
Attachment number 2 \nPage 15 of 17
Item # 1
Attachment number 2 \nPage 16 of 17
Item # 1
Attachment number 2 \nPage 17 of 17
Item # 1
Attachment number 3 \nPage 1 of 10
Item # 1
Attachment number 3 \nPage 2 of 10
Item # 1
Attachment number 3 \nPage 3 of 10
Item # 1
Attachment number 3 \nPage 4 of 10
Item # 1
Attachment number 3 \nPage 5 of 10
Item # 1
Attachment number 3 \nPage 6 of 10
Item # 1
Attachment number 3 \nPage 7 of 10
Item # 1
Attachment number 3 \nPage 8 of 10
Item # 1
Attachment number 3 \nPage 9 of 10
Item # 1
Attachment number 3 \nPage 10 of 10
Item # 1
Attachment number 4 \nPage 1 of 12
Item # 1
Attachment number 4 \nPage 2 of 12
Item # 1
Attachment number 4 \nPage 3 of 12
Item # 1
Attachment number 4 \nPage 4 of 12
Item # 1
Attachment number 4 \nPage 5 of 12
Item # 1
Attachment number 4 \nPage 6 of 12
Item # 1
Attachment number 4 \nPage 7 of 12
Item # 1
Attachment number 4 \nPage 8 of 12
Item # 1
Attachment number 4 \nPage 9 of 12
Item # 1
Attachment number 4 \nPage 10 of 12
Item # 1
Attachment number 4 \nPage 11 of 12
Item # 1
Attachment number 4 \nPage 12 of 12
Item # 1
Attachment number 5 \nPage 1 of 10
Item # 1
Attachment number 5 \nPage 2 of 10
Item # 1
Attachment number 5 \nPage 3 of 10
Item # 1
Attachment number 5 \nPage 4 of 10
Item # 1
Attachment number 5 \nPage 5 of 10
Item # 1
Attachment number 5 \nPage 6 of 10
Item # 1
Attachment number 5 \nPage 7 of 10
Item # 1
Attachment number 5 \nPage 8 of 10
Item # 1
Attachment number 5 \nPage 9 of 10
Item # 1
Attachment number 5 \nPage 10 of 10
Item # 1
Administrative Services Committee Meeting
1/12/2015 1:10 PM
Kim Hines
Department:Clerk of Commission
Caption:Presentation by Kim Hines regarding Grow Harrisburg.
(Requested by Commissioner Fennoy)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Administrative Services Committee Meeting
1/12/2015 1:10 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Administrative Services
Committee held on December 8, 2014.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 1
Item # 3
Administrative Services Committee Meeting
1/12/2015 1:10 PM
Parking Forums
Department:Clerk of Commission
Caption:Report by Ms. Margaret Woodard on parking forums and path
forward.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
Attachment number 1 \nPage 1 of 1
Item # 4
Administrative Services Committee Meeting
1/12/2015 1:10 PM
Proposed Procedure for Authorization of Agreements/Contracts for: the Laney Walker/Bethlehem
Redevelopment Project, Housing and Community Development Department and the Hyde Park
Drainage Improvement Project by the City Administrator and Mayor for Program
Department:Housing and Community Development Department (AHCDD)
Caption:Consider proposed procedure for authorization of
Agreements/Contracts for the Laney Walker/Bethlehem
Redevelopment Project, the Housing and Community
Development Department and the Hyde Park Drainage
Improvement Project by the City Administrator and Mayor for
program/calendar year 2015.
Background:Laney Walker/Bethlehem Redevelopment Project Background: In
2008, the Augusta Commission passed legislation supporting
community development in Laney Walker/Bethlehem. Included in
this legislation was the formation of an Urban Redevelopment
Authority which ultimately issued bonds to provide financing for
the rehabilitation and redevelopment activities in the Laney
Walker/Bethlehem area. Augusta has provided oversight and
implemented the urban redevelopment plan, generally referred to
as the Laney Walker/Bethlehem Redevelopment Project. Since
that time, the Augusta Housing & Community Development
Department has developed a master plan and development
guidelines for the area, set up a financial incentives program for
developers and home buyers, selected a team of development
partners to focus on early-phase catalytic construction, and created
a marketing strategy to promote the overall effort. While still in
the early stages of a long term revitalization program, Laney
Walker/Bethlehem has already caught the eye of Harvard
University’s School of Design, which, in its Student Journal on
Real Estate, recently touted Augusta’s project as potentially a
“game-changing” national model for public-private partnerships.
This ambitious redevelopment project was the recipient of the
Georgia Planning Association’s 2011 Outstanding Implementation
award and has been a showcase at national conferences ranging
from New Partners for Smart Growth to the American Planning
Association to the American Architectural Foundation. The
Housing and Community Development Department, in
conjunction with the City’s Purchasing Dept., issued a Request for
Qualifications (RFQ) for developers, builders, architects,
Cover Memo
Item # 5
engineers, realtors, and marketing firms (contractor) to support the
Laney Walker/Bethlehem Redevelopment Project, and will soon
solicit for additional interested vendors. Through the RFQ process
over 30 firms responded and eighteen (18) firms were selected, on
the basis of qualifications and experience, as procured contractors.
A process has been established that allocates work to the procured
firms on the basis of issuing Task Orders to one, or more, of the
firms based on a combination of their project specific
qualifications and cost to provide the requested services. Each
Task Order provides a description of the requested services and
requires the service provider to respond with a detailed scope of
work, time line to provide the requested service, and cost to
provide services. In addition to the use of Task Orders to facilitate
services required for the Laney Walker/Bethlehem
Redevelopment Project, there are some service providers that have
been procured through the City’s Purchasing Dept. that may
require contract extensions and renewals based on their
performance and changing project requirements. The day to day
management of the Laney Walker/Bethlehem Redevelopment
Project requires that the Housing and Community Development
Dept. (HCDD) have the ability to make deliberate, but timely,
decisions to keep this project moving. See Attachment “A” for an
example of a sales contract for the purchase 1012 Spruce/1246
11th Street. The execution of this contract occurred as a result of
extensive negotiation between the homebuyer, seller, and lender.
The sales contract expiration date is set to accommodate the
preparation of construction drawings, the timely execution of the
construction contract, and the construction of the new home. If the
approval of the construction contract required City Commission
approval it would be extremely difficult to meet the time line
established by the purchase agreement. In addition a City
Commission approval requirement would require public
disclosure of the purchaser’s name which could significantly chill
sales. Failure to make decisions on the selection of approved
builders, architects, engineer, etc. affects our ability to initiate the
construction start of new projects, impact the cost of construction
interest on each project during the construction period, and
directly impacts our ability to place new homes under contract and
close on the sale of homes in a timely manner. See Attachment
“B” for an overview of range of the types of contracts used,
general descriptions of the current process and procedures, and the
adverse impact that would be created if the contact/agreement
process was expanded. To facilitate the execution of
agreements/contracts/task orders with builders, developers,
architects, etc. that have been approved through the City’s
Purchasing Department, and with acknowledgement by the
appropriate staff of the Procurement Dept., we are proposing the
following Agreement/Contract/Task Order Execution Procedures
be used by the Housing and Community Development Dept. for
the calendar year 2015. The Mayor, City Administrator, and the
Director of HCDD will be given the authorization to execute all
Cover Memo
Item # 5
the necessary contracts, agreements, and task orders required to
effectively and efficiently manage the Laney Walker/Bethlehem
Redevelopment Project within the limits of the budget approved
by the URA. All documents will require the signature of all three
parties; * The HCDD will provide an annual Financial Report of
the Laney Walker/Bethlehem Redevelopment Project inclusive of
Policy and Procedures, Tax Base Increase Analysis, Laney
Walker/Bethlehem Bond Funding Budget and Budget Breakdown,
and a Summary of Housing Construction Expenditures to the
Commission and the Urban Redevelopment Authority. The annual
report will be due no later than 60 days after December 31st of
each year. Any interim reports that may be requested and supplied
to the URA will also be provided to the Commission. Housing and
Community Development Department Background: Each year the
City receives Community Development Block Grant (CDBG),
Emergency Solutions Grant (ESG), HOME Investment
Partnership (HOME), and Housing Opportunities for Persons with
AIDS (HOPWA), Neighborhood Stabilization Program (NSP 1
and 3), and Homeless Prevention and Rapid Re-Housing Program
(HPRP) funds from the U. S. Department of Housing and Urban
Development. These funds are used to fund agencies and projects
to assist low to moderate income persons and revitalize low-
income neighborhoods. The Housing and Community
Development Department (HCDD) annually solicits proposals
from agencies and develops CDBG, ESG, HOME and HOPWA
budgets which are incorporated into the City’s Annual Action
Plan that is presented to the Augusta Commission for approval. To
carry out the projects presented in the Action Plan, HUD requires
the City to have agreements with each agency that is to be funded.
If a project involves construction, a construction contract and/or
professional service contracts may also be required. HUD
regulations require grantees to meet a federally mandated spend-
down threshold (Timeliness Standard). It is calculated by HUD
each year at the end of October. Unfortunately, Congresses failure
to approve a federal budget in a timely manner for its entitlement
communities to receive grant agreements early in the year is not
an acceptable reason for failing to meet this expenditure
requirement. As you will note by Attachment 1 (Funding
Approval/Agreement), Augusta did not receive its approved
agreement until mid-April in year (2012). Funds were not
available until mid-May. On October 5, 2012 we received an
email from the Atlanta Director of HUD’s Office of Community
Planning and Development (Attachment 2), stating concerns that
our rate of expending funds would cause us to not meet the spend-
down mandate. I am happy to state that we “met” the spend-down
mandate last year as well as this year (2014). This was due to the
contract/agreement approval process that was approved by the
Commission on July 10, 2007, see Attachment 3.. To facilitate the
execution of agreements/contracts, we are proposing the following
Agreement/Contract Execution Procedure for the Housing and
Community Department for Program Year 2015. Once the
Cover Memo
Item # 5
Consolidated Plan/Action Plan is approved by Commission:
Mayor will be given authorization to execute all necessary Grant
Agreements relative to the approved Consolidated Plan/Annual
Plan as required by HUD; The Mayor, City Administrator and
Director of HCDD will be given authorization to execute all the
necessary agency grant agreements and contracts required to
implement the Consolidated Plan/Annual Action Plan as approved
by the Commission. All documents other than Forms HUD-7082
and HUD-40093 which require only the Mayor’s signature, must
require signatures of all (3) parties. All City of Augusta
Procurement Policies will be complied with and acknowledgement
given by the appropriate staff of the Procurement Department.
Hyde Park Drainage Improvement Project Background: On
October 18, 2011, the Commission approved the transfer of
SPLOST III and IV funds to the Hyde Park/Wilkerson Gardens
Drainage Improvements Project to fund the design and initial
phases of property appraisals, land acquisition, and resident
relocations. The Housing and Community Development
Department, in conjunction with the City’s Engineering
Department, has been charged with Delivering original appraisals
(and review appraisals) to access the current values of all current
properties apart of this project, Using certified property
appraisals/review appraisals (of each existing Hyde Park property)
to offer the current property owners a fair and equitable amount
for each property in an effort to reach an agreement on a sales
price. Once an agreement has been met, Housing and Community
Development will move to, Relocate each displaced
homeowner/tenant to a replacement property using the Uniform
Relocation Assistance and Real Property Acquisition Policies Act
of 1970 as a basis. The appraisal process/services will be managed
by the staff of the Housing and Community Development
Department as well. Additionally, the acquisition process/services
will be managed by the staff of the Engineering Department. For
these services, the engineering Department will work with current
staff to coordinate and administer acquisition and related
activities, within the guidelines of local, state, federal laws and
Augusta-Richmond County’s policies and procedures.
Furthermore, the relocation process/services will be managed by
staff of the Housing and Community Development Department.
The relocation office will be located at 2024 Golden Rode Street
which is in the Hyde Park Neighborhood. In order to fulfill the
task required in the relocation process, three (3) temporary
employees (were hired per commission approval) to assist families
in their relocation to other housing. The day to day management
of the Hyde Park Drainage Improvement Project requires that the
Housing and Community Development Dept. (HCDD) have the
ability to make deliberate, but timely, decisions to keep this
project moving. See Attachment “A” for an explanation of
responsibilities associated with each service. Also, see Attachment
“B” for an example of a sales contract (from another project) that
required an extensive negotiation period between the homebuyer,
Cover Memo
Item # 5
and seller. The execution of this contract would have been further
delayed, or possibly lost, if additional approvals were required.
Failure to make decisions on the selection of approved homes for
homeowners and rental units for tenants affects our ability to
initiate the construction start of new projects, impacts our ability
to place new homes under contract and close on the sale of homes
in a timely manner and increases the risk of a desired rental unit
being awarded to another interested tenant. To facilitate the
execution of agreements/contracts, we are proposing the following
Agreement/Contract Execution Procedures for the Housing and
Community Development Dept. for the calendar year 2015: Once
a purchase price (using certified property appraisals/review
appraisals (of each existing Hyde Park property)) to offer the
current property owner a fair and equitable amount has been
offered/accepted by the homeowner and each existing
homeowner/tenant relocated to a replacement property using the
Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970 as a basis: · The Mayor, City Administrator,
and the Director of HCDD will be given the authorization to
execute all the necessary contracts, and agreements required to
effectively and efficiently manage the Hyde Park Drainage
Improvement Project. All documents will require the signature of
all three parties; · The HCDD will provide an annual Financial
Report of the Hyde Park Drainage Improvement Project inclusive
of Policy and Procedures, Hyde Park Drainage Improvement
Project Budget and Budget Breakdown, and a Summary of
Service (appraisal, acquisition and relocation) Expenditures to the
Commission. The annual report will be due no later than 60 days
after December 31st of each year.
Analysis:The current processes (for Laney Walker/Bethlehem, HCDD and
Hyde Park) were approved initially by the Augusta Commission
in December 2012 (for program/calendar year 2013) and have
worked well. Thus, we seek your approval to continue in
program/calendar year 2015.
Financial Impact:Approval of the proposed procedures will facilitate the
redevelopment of the Laney Walker/Bethlehem neighborhoods in
a timely manner that is responsive to market demands and fully
accountable to the City Commission and the Urban
Redevelopment Authority. Further as it pertains to the Housing
and Community Development Department, the approval of the
proposed procedure will facilitate the expenditure of funds in a
timely manner so as to comply with HUD’s Timeliness Standard.
Finally, as it pertains to the Hyde Park Drainage Improvement
Project, this approval will facilitate the expenditure of funds in a
timely and orderly manner.
Alternatives:None Recommended.Cover Memo
Item # 5
Recommendation:Approve Procedure for Authorization of
Agreements/Contracts/Task Orders for the Laney Walker
Redevelopment Program, the Housing and Community
Development Department, and the Hyde Park Drainage
Improvement Project (administered by the Housing and
Community Development Department and Engineering
Departments alike) for calendar/program year 2015.
Funds are Available
in the Following
Accounts:
Funds are available in the Laney Walker/Bethlehem Project
Account/HCDD’s HUD Program Accounts and the Hyde Park
Drainage Project Account respectively.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 5
Attachment number 1 \nPage 1 of 11
Item # 5
Attachment number 1 \nPage 2 of 11
Item # 5
Attachment number 1 \nPage 3 of 11
Item # 5
Attachment number 1 \nPage 4 of 11
Item # 5
Attachment number 1 \nPage 5 of 11
Item # 5
Attachment number 1 \nPage 6 of 11
Item # 5
Attachment number 1 \nPage 7 of 11
Item # 5
Attachment number 1 \nPage 8 of 11
Item # 5
Attachment number 1 \nPage 9 of 11
Item # 5
Attachment number 1 \nPage 10 of 11
Item # 5
Attachment number 1 \nPage 11 of 11
Item # 5
Attachment number 2 \nPage 1 of 6
Item # 5
Attachment number 2 \nPage 2 of 6
Item # 5
Attachment number 2 \nPage 3 of 6
Item # 5
Attachment number 2 \nPage 4 of 6
Item # 5
Attachment number 2 \nPage 5 of 6
Item # 5
Attachment number 2 \nPage 6 of 6
Item # 5
Attachment number 3 \nPage 1 of 3
Item # 5
Attachment number 3 \nPage 2 of 3
Item # 5
Attachment number 3 \nPage 3 of 3
Item # 5
Attachment number 4 \nPage 1 of 6
Item # 5
Attachment number 4 \nPage 2 of 6
Item # 5
Attachment number 4 \nPage 3 of 6
Item # 5
Attachment number 4 \nPage 4 of 6
Item # 5
Attachment number 4 \nPage 5 of 6
Item # 5
Attachment number 4 \nPage 6 of 6
Item # 5
Administrative Services Committee Meeting
1/12/2015 1:10 PM
Report on McDonald Transit
Department:Clerk of Commission
Caption:Discuss/receive report from the Administrator regarding
information reported from the Transit Contract Manager to the
Commission on December 16, 2014 regarding contractual
violations of McDonald Transit. (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 # 6
Administrative Services Committee Meeting
1/12/2015 1:10 PM
Request to Carry Over Operational Funds of $100,000 from the HR 2014 Budget Year to the 2015
Budget Year
Department:Human Resources
Caption:Approval to carry over operational funds of $100,000.00 which
was approved for the HR 2014 budget year to be redesignated for
2015.
Background:Purpose: Augusta GA wishes to engage a consultant with
experience in organization and operations of municipalities and
compensation and consulting services. The consultant shall
provide a thorough overview of Augusta GA’s departments
providing recommendations on the overall management structure
of the departments and a detailed review of the operations of the
departments. The consultant shall also provide expert consulting
services for the efficient administration of Augusta GA’s
compensation program. A comprehensive classification and
compensation plan needs to be developed to ensure that
employees are appropriately classified according to job duties and
responsibilities, and that salaries are internally equitable and
externally competitive in the market. Augusta GA needs a
classification and compensation plan that is externally
competitive, internally equitable, readily updated, easily
understood and fiscally responsible. It is critical that Augusta GA
provides a compensation plan that has competitive salaries in
order to attract and retain good employees. Note: Initially, the
proposal was to only solicit proposals for a consultant to develop a
comprehensive classification and compensation plan and
organizational charts for all of Augusta GA’s departments (see
Element 1) which $100,000 was approved in the 2014 budget
under professional services line item. The approved $100,000 was
to be utilized to address the HR issues as identified below. This
$100,000 budget is based on the industry standard for a project of
this size. The request for additional funds in 2015 was to cover
the cost of completing the expanded project and to address
possible recommendations from the salary analysis for situations
where there are pay inequities and below market salaries. Issues
Identified by HR after the HR Reorganization: · Augusta
GA does not have a compensation plan. · There are pay
inequities within job classifications in various departments.
Cover Memo
Item # 7
· Current system of job classification is not aligned with
Augusta GA’s growth or the external market. · Current
salary structure has ~36 grades that do not reflect a reasonable
difference between minimum salaries and midpoints. · A
great number of the job descriptions and job specifications do not
accurately reflect accurate key responsibilities and salary
grades. The internal relationship of positions and salary levels of
job titles were determined inconsistently. · A great number
of job titles with job levels have been classified incorrectly with
the most complex and most impacting decision levels classified at
the lowest level, and the least complex and less impacting decision
levels were classified at the highest levels. · Majority of the
departments do not have organization charts or they do not have
organization charts that reflect the current structure of their
organizations. Because of critical need and impact to Augusta
GA’s business, HR was approved for the $100,000 in 2014 to
have a consultant do the following: Element 1 – Development of a
comprehensive classification/compensation plan and
organizational charts for all Augusta GA’s departments: To
develop the classification/compensation plan: a) execute a
market analysis of similarly sized municipalities and determine
Augusta’s market position; (perform analysis of pay practices, pay
rules and salary structure) b) develop a pay schedule in view of
governmental objectives regarding pay and budgetary goals
(percentages between payrolls and jurisdiction minimum wage
and overtime policies) c) review, analyze, and recommend a
formal salary structure with recommended salary ranges to include
percent spreads between ranges d) update and/or create job
descriptions and class specifications as needed to uniformly reflect
distinguishing characteristics, essential job functions, minimum
qualifications, FLSA exemption status, etc. (identification of
promotional opportunities and career ladders for each
classification). e) conduct compression analysis within each of
the departments f) Provide a recommendation on compensation
policy/procedure best practices (pay for performance, hiring
incentives, merit pay, bonus, etc.) To develop organizational
charts for all Augusta GA’s departments.Review and analyze key
comparable municipalities in Georgia. After discussion with the
Interim Administrator, it was requested that the scope be
expanded to include an organizational review of Recreation, Parks
and Facilities Department due to concerns from the Augusta
Commission regarding its current organizational structure and
alleged pay inequities within job classifications. In addition, it was
requested to include the remaining departments in the
organizational review. Due to the revised project being massive,
it was split into three phases which would extend the project to not
be completed in 2014.
Analysis:N/A
Financial Impact:
Cover Memo
Item # 7
$100,000 budgeted for the HR 2014 budget year to be
redesignated for the HR 2015 budget year.
Alternatives:HR would lose the $100,000 funding and have to start over and
request monies in addition to the proposed 2015 budget in order to
have the needed services provided.
Recommendation:Approval to carry over operational funds of $100,000 which was
approved for the HR 2014 budget year to the 2015 budget. This
project was expanded to include two (2) additional phases and
would not have been completed in 2014.
Funds are Available
in the Following
Accounts:
Funding of $100,000 was approved in the HR 2014 budget year to
procure a consultant for professional services. This is a request to
carry over the $100,000 to 2015.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 7
Administrative Services Committee Meeting
1/12/2015 1:10 PM
Tax Commissioner Update
Department:Clerk of Commission
Caption:Provide update from the Tax Commissioner to Commission on
completed initiatives for 2015 and request funding source for Tax
Billing and Collection software.
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 1
Item # 8
Administrative Services Committee Meeting
1/12/2015 1:10 PM
County Attorney
Department:Clerk of Commission
Caption:County Attorney.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 9