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Home My WebLink About2006-01-30-Meeting Agendawww.augustaga.gov Finance Committee Meeting Committee Room- 1/30/2006- 2:00 PM FINANCE 1. Request to Abate 1990, 1992, 1993 and 1994 Tax Accounts (Expired) Property is known as Map 56-4, Parcel 167. Owner at that time was Wilkinson Road Group. Attachments 2. Consider a request from the Augusta Task Force for the Homeless for city sponsorship through the purchase of tickets for the 7th Chili Bowl Fundraiser Lunch. Attachments 3. Approve property insurance coverage for 2006 offered through Affiliated FM Insurance Company for a premium of $220,208 with a $50,000 deductible. Also approve coverage with Affiliated FM through 2008 if premiums remain fairly stable. Attachments 4. Approve the replacement of 1 utility truck (Explorer) for the Public Service Department-Maintenance Division from Allen Vigil Ford of Morrow, Georgia for $22,492.00 (lowest bid offer on Bid 05-151). Attachments 5. Approve the acquisition of three (3) Road Patrol Traffic vehicles for the Sheriff’s Office through the state funded H.E.A.T. program from Bobby Jones Ford of Augusta, Georgia, for $26,126.00 each (lowest bid offer for bid 05- 159). Attachments 6. Presentation by Cherry, Bekaert and Holland regarding the 2005 audit of the financial statements. Attachments Finance Committee Meeting 1/30/2006 2:00 PM Abatement of Expired Tax Accounts Department:Tax Commissioner Caption:Request to Abate 1990, 1992, 1993 and 1994 Tax Accounts (Expired) Property is known as Map 56-4, Parcel 167. Owner at that time was Wilkinson Road Group. Background:This property owner was in bankruptcy, preventing collection of the account. In addition, the property was contaminated, preventiong any interest in buyers at a tax sale. Analysis: Financial Impact:$15,116.27 Alternatives: Recommendation:Recommend abatement as these accounts are uncollectable per Georgia Tax Code. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Finance Committee Meeting 1/30/2006 2:00 PM Chili Bowl Fundraiser Lunch Department:Clerk of Commission Caption:Consider a request from the Augusta Task Force for the Homeless for city sponsorship through the purchase of tickets for the 7th Chili Bowl Fundraiser Lunch. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Finance Committee Meeting 1/30/2006 2:00 PM Continue Purchase of Commercial Property Insurance Department:Finance / Risk Management Division - David Persaud, Director Caption:Approve property insurance coverage for 2006 offered through Affiliated FM Insurance Company for a premium of $220,208 with a $50,000 deductible. Also approve coverage with Affiliated FM through 2008 if premiums remain fairly stable. Background:Dawson & Taylor Insurance Agency seeks annual quotes from the insurance market for coverage on buildings and contents. Quotes are obtained from only carriers with an A+ or better rating. Three quotes have been received for 2006. Affiliated FM Insurance is low bidder and is providing greater coverage for the exposure. The premium quote from our current carrier, Affiliated FM Insurance Company, came in at $220,208 which is low bid as well as the most favorable coverage. Coverage is for a blanket limit of $377,944,968 with $50,000 deductible. Quotes could not be obtained from insurance companies in time to gain Commission approval prior to the January 1, 2006 expiration date. Re-insurers would not provide quotes until after a decision was made by Congress on TRIA (Terrorism Risk Insurance Act). Affiliated FM, the current carrier, agreed to extend coverage to February 1, 2006. Analysis:Policy and premium comparison for commercial property insurance coverage for 2006: 1. AFFILIATED FM INSURANCE All Risk: $377,944,968 Blanket Limits $50,000 Ded $220,208 2. GREAT AMERICAN INSURANCE All Risk: $377,944,968 Blanket Limits $50,000 Ded $227,186 3. TRAVELERS INSURANCE All Risk: $377,944,968 Blanket Limits $100,000 Ded $299,445 4. CHUBB INSURANCE Declined to quote 5. HARTFORD INSURANCE Could not provide blanket limits Sub-limits on some Affiliated FM General Amer. Travelers coverage: Flood 100,000,000 10,000,000 25,000,000 Earthquake 100,000,000 10,000,000 25,000,000 Boiler & Machinery Policy Limits 5,000,000 25,000,000 Extra Expense 5,000,000 2,000,000 Not covered Electronic Data Proc Policy Limits 4,000,000 4,000,000 Voting Machines 1,600,000 1,600,000 1,600,000 Replacement Cost Replacement Cost Actual Cash Value Financial Impact:Premium for 2006 is $220,208 for current values of $377,944,968. Alternatives:1. Drop coverage and retain risk 2. Reduce premium by only insuring those property representing the largest losses should an event damage these structures (Municipal Building, Law Enforcement Center, RCCI, etc.) Recommendation:Approve insurance coverage for 2006 through Affiliated FM Insurance Company with $50,000 deductible for premium of $220,208. Effective date of coverage is February 1, 2006. Approve coverage with Affiliated FM through 2008 if premiums and company rating remain fairly stable. Funds are Available in the Following Accounts: 611 015212 52.31110 Risk Management REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 1/30/2006 2:00 PM Public Service-SUV Department:Finance, Fleet Management-Ron Crowden, Fleet Manager Caption:Approve the replacement of 1 utility truck (Explorer) for the Public Service Department-Maintenance Division from Allen Vigil Ford of Morrow, Georgia for $22,492.00 (lowest bid offer on Bid 05-151). Background:The Augusta Public Services Department-Maintenance Division requests the acquisition of one utility truck to replace asset number 994420. This vehicle is assigned to the Superintendent of Public Services – Maintenance Division. He averages 2000 miles each month in supervising Public Services – Maintenance crews at job sites through out Augusta. The vehicle has a total of 136,384 miles on it as of December 20, 2006. If approved for replacement in January 2006 the earliest the vehicle would be available is April 2006. An evaluation was conducted in accordance with the Commission approved Replacement policy and the results are provided in the attachment. The vehicle meets replacement criteria by the Vehicle Replacement policy. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from 3 vendors. Review of bids received shows that Allen Vigil of Morrow, Georgia, submitted the lowest bid of $22,492.00 The other bids received are: Bobby Jones Ford = $ 23,231.00, Legacy Ford=$ 23,384.00 Financial Impact:The vehicle will be purchased for $22,492.00. Funds are available through Phase IV of the SPLOST. Alternatives:1.Approve the award to the lowest bidder, Allen Vigil Ford of Morrow, Georgia. 2.Do not approve the request. Recommendation:Approve the acquisition of 1 utility truck (Explorer) for the Public Service Department-Maintenance Division from Allen Vigil Ford of Morrow, Georgia for $22,492.00 (lowest bid offer on Bid 05-151) Funds are Available in the Following Accounts: 324-04-1110.54-22210 / 201-82-4010.54-22210 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 1/30/2006 2:00 PM Sheriff-Heat Grant Cars Department:Finance, Fleet Management-Ron Crowden, Fleet Manager Caption:Approve the acquisition of three (3) Road Patrol Traffic vehicles for the Sheriff’s Office through the state funded H.E.A.T. program from Bobby Jones Ford of Augusta, Georgia, for $26,126.00 each (lowest bid offer for bid 05- 159). Background:The Sheriff’s Office requests the purchase of three Road Patrol-Traffic vehicles to be utilized in accordance with the Georgia state funded HEAT program set up by the Governor’s Office of Highway Safety. The Sheriff’s Office will be reimbursed up to $30,000 per vehicle for each unit purchased (maximum of three) by the governor’s office. The state is funding this program to assist Sheriff’s road personnel throughout the state in making an aggressive effort to stop hazardous driving on Georgia’s public highways and also to educate the general public on safe driving practices. Analysis:Fleet Management submitted a request for bids through the Procurement Department utilizing the Demand Star electronic bid system which offers nationwide bid coverage. The Procurement Department received quotes back from three (3) vendors. Review of bids received shows the following results: (1) Bobby Jones Ford -$26,126.00 Each- LOWEST BIDDER (2) Allan Vigil Ford-$26,426.00 Each (3) Legacy Ford-$26,560.00 Each Financial Impact:The traffic units will be purchased for $26,126.00 each totaling $78,378.00. Initial Funding will be utilized in the Sheriff’s Office confiscation funds. There will be a total reimbursement from the state to zero out all funds expended. Alternatives:(1.) Approve the acquisition of three (3) Traffic vehicles to the lowest bidder, Bobby Jones Ford of Augusta, Georgia. (2.) Do not approve the request Recommendation:Approve the acquisition of three (3) Road Patrol Traffic vehicles for the Sheriff’s Office through the state funded H.E.A.T. program from Bobby Jones Ford of Augusta, Georgia, for $26,126.00 each (lowest bid offer for bid 05- 159). Funds are Available in the Following Accounts: 212-03-1222-54.22110 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Finance Committee Meeting 1/30/2006 2:00 PM Cherry Bekaert and Holland Department:Clerk of Commission Caption:Presentation by Cherry, Bekaert and Holland regarding the 2005 audit of the financial statements. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission