HomeMy WebLinkAbout2006-02-27-Meeting Agenda
Finance Committee Meeting Committee Room- 2/27/2006- 2:00 PM
FINANCE
1. Approve award of a contract to Edwards-Pitman
Environmental, Inc., in the amount of $13,000, for
development of the Olde Town Design Guidelines
Manual.
Attachments
2. Approve Excess Worker's Compensation Insurance with
Safety National Casualty Corporation for a deposit
premium of $147,883 with a $600,000 SIR (Self Insured
Retention).
Attachments
3. Consider a request from Mrs. Arthur Holmes for a tax
rebate on property at 2439 Peach Orchard Road.
Attachments
4. Approve expenditure of SPLOST IV funds in the amount
of up to $63,796 allocated for roof replacement at the
Records Retention Center. Also, award a contract for
installation of high density modular shelving to Modern
Business Systems of Augusta in the amount of
$36,029.91, increasing storage capacity by 2,000 boxes.
This firm was the lowest responsive bidder to RFP #06-
087.
Attachments
5. Refund recommendations from the Board of Assessors for
18 accounts.
Attachments
6. Consider a request from Mr. Warren Hylton for a waiver
of penalty and interest for taxes on property located at
1305 Interstate Parkway. (Map # 022-0-126-01-0,
Account #1246728)
Attachments
7. Discuss preference of local business program. (Requested
by Commissioner Bowles)
Attachments
www.augustaga.gov
8. Discuss and approve pay raises for elected officials.
(Requested by Commissioner Grantham)
Attachments
9. Approve a budget Resolution and Amendment increasing
revenues and appropriations in the General Fund budget
for Animal Services.
Attachments
Finance Committee Meeting
2/27/2006 2:00 PM
Award Consultant Contract for Historic Preservation
Department:Planning Commission
Caption:Approve award of a contract to Edwards-Pitman
Environmental, Inc., in the amount of $13,000, for
development of the Olde Town Design Guidelines Manual.
Background:In May 2005 the city of Augusta was awarded a Historic
Preservation Fund (HPF) matching grant, in the amount of
$13,000, to develop a design guidelines manual for the Pinch
Gut (Olde Town) National Register Historic District. The
Augusta Commission approved a grant award contract with
the Georgia DNR on July 25, 2005. On October 20, 2005 the
Augusta Procurement Department issued a Request for
Proposals (RFP) for the project. Only one firm, Edwards-
Pitman Environmental, Inc. submitted a proposal in response
to the RFP.
Analysis:The project involves hiring a qualified historic preservation
consultant to develop the design guidelines manual. The
Planning Commission and Historic Augusta will assist the
consultant as necessary and provide the required local in-
kind match. Planning Commission staff will be responsible
for overall management of the project. A five-member
selection committee, representing the Olde Town
Neighborhood Association, Historic Augusta and the Historic
Preservation Commission, reviewed the proposal and
endorsed the hiring of the firm. The committee also reviewed
samples of the firm’s work and completed a reference check.
Financial Impact:
This is a reimbursable grant program. As a result, the City
will have to make periodic payments to the project consultant
and then request reimbursement from DNR. The maximum
temporary cost to the City is $13,000.00. The project budget
is as follows – HPF Grant - $13,000.00 Local Match -
8,667.00 TOTAL $21,667.00 The sources of the required
local match (40% of the project budget) include – ? Historic
Augusta & Planning Commission - $7,167.00 in donated
labor ? Historic Augusta - $1,000.00 in cash for printing
guidelines (50 copies) ? Planning Commission - $500.00 for
computerized version of guidelines
Alternatives:None recommended
Recommendation:Approve the contract with Edwards-Pitman Environmental,
Inc. for development of a design guidelines manual for the
Pinch Gut (Olde Town) National Register Historic District.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Finance Committee Meeting
2/27/2006 2:00 PM
Continuation of Worker's Compensation Excess Insurance
Department:Finance / Risk Management Division - David Persaud,
Director
Caption:Approve Excess Worker's Compensation Insurance with
Safety National Casualty Corporation for a deposit premium
of $147,883 with a $600,000 SIR (Self Insured Retention).
Background:Excess Worker's Compensation coverage (a per occurrence
policy) has been purchased annually since 1996. The
coverage serves to cap any potential catastrophic loss against
Augusta-Richmond County. Knowing that this area of the
industry is still quite volatile and premiums continue to rise,
Georgia Administrative Services (G.A.S.) our Worker's
Compensation Third Party Administration, was asked to
obtain quotes from at least 3 insurance companies. G.A.S.
has received those quotes and submitted them for our
consideration. The attached chart shows quotes and retention
levels from Safety National, Midwest Employers (our current
carrier), and ACE Insurance.
Analysis:Augusta would assume all financial responsibility through
the SIR limit of $600,000 for each occurrence. There is an
additional exposure if a single occurrence generates a claim
cost which exceeds $25,000,000 (claim cost for a single
occurrence above $25,000,000 would revert to Augusta for
any future payments).
Financial Impact:See the attachment for a review of coverage offers by Safety
National, Midwest Insurance and ACE Insurance.
Alternatives:1. Drop coverage and accept full exposure/cost of any
catastrophic injury. 2. Select Statutory Limits of
$1,000,000/police & fire and $500,000 for all other
employees for premium of $550,000 through ACE Insurance
Company - claim cost above retention would never revert to
Augusta. Financial obligation per occurrence would be
capped at $1,000,000 for police/fire and $500,000 for all
other employees (including elected officials). There is not
sufficient funding to support this alternative so if this
alternative is desired additional funds would need to be made
available.
Recommendation:Approve coverage with Safety National Casualty
Corporation with a self insured retention of $600,000 with an
insurance limit of $25,000,000 for a deposit premium of
$147,883. Coverage to run from March 1, 2006 to March 1,
2007.
Funds are
Available in the
Following
Accounts:
Worker's Compensation Fund 621 01 5233 55 21110
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
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6
Finance Committee Meeting
2/27/2006 2:00 PM
Mrs. Arthur Holmes Tax Rebate Request
Department:Clerk of Commission
Caption:Consider a request from Mrs. Arthur Holmes for a tax rebate
on property at 2439 Peach Orchard Road.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
2/27/2006 2:00 PM
Records Retention Shelving
Department:Public Services Department - Facilities Management
Division
Caption:Approve expenditure of SPLOST IV funds in the amount of
up to $63,796 allocated for roof replacement at the Records
Retention Center. Also, award a contract for installation of
high density modular shelving to Modern Business Systems
of Augusta in the amount of $36,029.91, increasing storage
capacity by 2,000 boxes. This firm was the lowest responsive
bidder to RFP #06-087.
Background:Phase IV SPLOST included an allocation of $95,050 to
replace the roof on the Records Retention Center at 1157 5th
Street in Augusta. The work was successfully completed for
$31,254 leaving a balance of $63,796 available for additional
improvements at this state-mandated facility. Augusta is
required by state law to archive documents in accordance
with the Georgia Records Retention Schedule. Some
documents must only be held for a year while others must be
retained in perpetuity. This requires ever-increasing space to
meet the law. At present we have the capacity to store 13,132
boxes of documents and we are almost at capacity with
approximately 13,000 spaces filled. Departments that make
use of the center have a backlog of information that needs to
be transferred to the center. To further complicate matters,
there is no longer room to add more stationary shelving units
in the existing center.
Analysis:To meet current and future needs, we will either need to
expand the existing building, find a new location, or find a
way to increase the capacity in the existing building. Staff
has investigated the estimated costs of a couple of options to
meet the needs of county departments for records storage.
Installation of a manually-operated mobile storage system
which makes use of existing shelving systems will cost
$36,029.91 and will increase capacity by 2,000 boxes. This
would only be in part of the building and, based on current
projections, this should cover us through 2008. Use of
additional mobile units in the future could increase the total
storage capacity in the existing building to 29,340 boxes,
which is more than double the existing capacity. It would
take an estimated $240,000 to accomplish this. Should we
ever decide to relocate the Records Retention Center to
another building, the dense pack system could be relocated as
well. By contrast, construction of additional space to contain
the same 2,000 boxes on stationary shelving would require
construction of about 800 SF. At an estimated cost of $75 per
SF, this would run $60,000 and would still only provide
capacity through 2008. Furthermore, space to expand is
limited on the existing site. We would have to build an
additional 6,000 SF at an estimated cost of $450,000 to equal
the storage capacity available through the use of the mobile
shelving.
Financial Impact:The cost of the contract is $36,029.91. Staff would like to
investigate how much additional capacity we could acquire if
we use the balance of the SPLOST IV funding for the
Records Retention Center.
Alternatives:1. Approve expenditure of SPLOST IV funds in the amount
of up to $63,796 allocated for roof replacement at the
Records Retention Center. Also, award a contract for
installation of high density modular shelving to Modern
Business Systems of Augusta in the amount of $36,029.91,
increasing storage capacity by 2,000 boxes. This firm was the
lowest responsive bidder to RFP #06-087. 2. Identify
additional funding to expand the existing center.
Recommendation:Alternative #1. Approve expenditure of SPLOST IV funds in
the amount of up to $63,796 allocated for roof replacement at
the Records Retention Center. Also, award a contract for
installation of high density modular shelving to Modern
Business Systems of Augusta in the amount of $36,029.91,
increasing storage capacity by 2,000 boxes. This firm was the
lowest responsive bidder to RFP #06-087.
Funds are
Available in the
Following
Accounts:
324-05-1120-201150420
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
2/27/2006 2:00 PM
Refunds
Department:Tax Assessor - Meg Birkinshaw, Interim Chief Appraiser
Caption:Refund recommendations from the Board of Assessors for 18
accounts.
Background:See attachment.
Analysis:See attachment
Financial Impact:See attachment
Alternatives:None
Recommendation:See attachment
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
REFUNDS
Forum WS LLC
Map 12, Parcels 123 and 123.08
This is a 2003 appeal that the property owner eventually carried to Superior Court. Counsel for
both sides agreed to postpone the actual Court filing of the appeal papers to determine if the
appraisal staff and the taxpayer could resolve the issue. This was done and approved by the
Board of Assessors. The total value for 2003 and 2004 was $7,490,000; the settlement value for
the two years (both parcels) is $5,499,000.
Parcel 123: Grant refund for 2003 and 2004 in the amount of $12,618.67 (State $105.13;
County $3,868.66; School $8,644.88)
Parcel 123.08: Grant refund for 2003 and 2004 in the amount of $35,418.80. (State $295.07;
County $10,858.81; School $24,264.92)
EIRP/AUGUSTA II LLC
Map 13-3, Parcel 104
This is a 2004 appeal. The Board of Assessors approved a value reduction from $7,322,964 to
$5,066,000 due to the actual sales price.
Grant refund for 2004 in the amount of $27,646.95. (State $225.70; County $8,673.98; School
$18,747.27)
Lynn Davis
Map 53, Parcel 104
Homestead was erroneously dropped due to returned mail. This is a corner lot with two different
addresses; owners were using other address as mailing address.
Grant refund for 2003 and 2004 in the amount of $764.06. (State $5; County $239.21; School
$519.85)
Alicia P. Benning
Map 65, Parcel 67
Homestead exemption was dropped in error when half interest was conveyed to spouse.
Grant refund for 2004 in the amount of $386.08.
Mary L. Aaron
Map 119, Parcel 139
This parcel was lost in a conversion. When the parcel was reinstated, homestead exemption was
erroneously omitted for 2003 and 2004.
Grant refund for 2003 and 2004 in the amount of $774.09 (State $5; County $243.20; School
$525.89)
Duffie Properties Number Two LLC
Map 128, Parcel 25
This parcel had an acreage change from 24.71 to 24.05 as the result of a 2003 final judgment
condemnation civil action filed by the Department of Transportation in 2000. A total of .655
acres was taken for a right-of-way. The parcel value was reduced from $125,500 to $122,100.
Grant refund for 2003 and 2004 in the amount of $80.38.
Michael N. Golosky
Map 142, Parcel 75
In 2003 homestead exemption was dropped in error because of returned mail. The error was not
discovered until 2005. Board of Assessors reinstated the homestead.
Grant refund for 2003 and 2004 in the amount of $771.70. (State $5; County $241.61; School
$525.09)
Rhonda Phillips
Map 154, Parcel 40.05
Regular homestead exemption was never posted.
Grant refund for 2003 and 2004 in the amount of $764.03. (State $5; County $239.19; School
$519.84)
T&Z Associates
Map 184, Parcel 11.05
This parcel had an acreage change from 4.67 to 2.71 as the result of a 2003 final judgment
condemnation civil action filed by the Department of Transportation in 2003. A total of 1.96
acres was taken. The parcel value was reduced from $73,553 to $42,683.
Grant refund for 2004 in the amount of $33.94.
Sandra Gail Crum
Map 298, Parcel 6.01
The Department of Transportation condemned property owner’s house and land. Homestead
was not transferred to the new parcel.
Grant refund for 2004 in the amount of $438.91.
Simon’s Formal Wear
Account #1193573
2004 return was entered as submitted by the taxpayer. Taxpayer erroneously reported non-
taxable assets, as well as assets not in Richmond County.
Grant refund for 2004 in the amount of $63.69.
The Carpet Shop
Account #2005127
Business location is split into two separate parcels – one in the urban district and one in the
suburban district. After a field inspection it was determined the inventory is kept in the suburban
location. Tax district was corrected and new bill generated for both districts. Refund was applied
to the new amount due.
Grant refund for 2003 and 2004 in the amount of $4,587.20 as excess due taxpayer. (State $.40;
County -$685.80; School $33.22; Urban $5,239.38)
Somewhere in Augusta
Account #2101739
Business was sold. Previous owner and new owner both billed and both paid.
Grant 2004 refund to previous owner in the amount of $183.25.
Wet Seal Retail, Inc.
Account #2071945
The 2004 business return was entered as received. After review of the return, an adjustment
was made to the depreciation of the assets.
Grant refund for 2004 in the amount of $11.35 (to be applied to 2005 taxes).
SunTrust Bank, Inc.
Account #2047961
The 2004 business return was entered as received. A review of the account found that one asset
with an original cost of $70,556 had mistakenly been returned for this location.
Grant refund for 2004 in the amount of $232.01.
Georgia Bank & Trust Co.
Account #2104293
The 2004 business return was entered as submitted. While reviewing the account, assets were
added in error. These assets were returned on account #2104589.
Grant refund for 2004 in the amount of $112.39.
Food Lion
Personal Property Accounts
Business returns for 2004 and 2005 were reviewed. Certain assets were reclassified and resulted
in refunds for 2004 as follows:
2066596 $ 6.94
1348269 $26.15
1201110 $36.51
1125146 $21.64
2073860 $62.72
Southern Partners, Inc.
Account #19506
In 2003 assets were reported by the taxpayer and the company from whom they lease
equipment. Citicorp Leasing, account #2017147, was responsible for and paid the taxes.
Southern Partners paid in error.
Grant refund for 2003 in the amount of $260.18.
Finance Committee Meeting
2/27/2006 2:00 PM
Warren Hylton
Department:Clerk of Commission
Caption:Consider a request from Mr. Warren Hylton for a waiver of
penalty and interest for taxes on property located at 1305
Interstate Parkway. (Map # 022-0-126-01-0, Account
#1246728)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
2/27/2006 2:00 PM
Preference of Local Business Program
Department:Clerk of Commission
Caption:Discuss preference of local business program. (Requested by
Commissioner Bowles)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
2/27/2006 2:00 PM
Elected Officials Pay Raises
Department:Clerk of Commission
Caption:Discuss and approve pay raises for elected officials.
(Requested by Commissioner Grantham)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
2/27/2006 2:00 PM
Budget Amendment and Resolution
Department:Animal Services
Caption:Approve a budget Resolution and Amendment increasing
revenues and appropriations in the General Fund budget for
Animal Services.
Background:Animal Services collects prepaid sterilization and rabies
vaccination fees from citizens who adopt animals and
recover their animals from Animal Services due to
impoundment. These veterinary procedures are required by
state and local laws and the funds are held in escrow until the
procedures are performed by a licensed veterinarian. Animal
Services also excepts monetary donations and contributions
from the public. In order to comply with sound accounting
practices we need to reflect an increase in revenue by
$53,950 for the year 2006 and increase appropriations by
$53,950 for expenditures for the year 2006.
Analysis:This resolution and amendment will improve management in
regard to collection and disbursement of these funds.
Financial Impact:There would not be any financial impact to the General Fund
as these funds are paid by adopters and animal owners and
are designated for reimbursement to local veterinarians for
sterilizations and rabies vaccinations. the monetary donations
and contributions from the public are designated for use in
having positive impact on animals Animal Services has
contact with.
Alternatives:None
Recommendation:Approve the General Fund Resolution and Amendment.
Funds are
Available in the
Following
Accounts:
34.55120-Rabies, 34.55125-Sterilization, 37.11110
Contributions/Donations
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Resolution
STATE OF GEORGIA ) AUGUSTA RICHMOND COUNTY
AUGUSTA-RICHMOND COUNTY ) COMMISSION
BUDGET AMENDMENT NO: …………
IT IS HEREBY ORDERED that the General Fund Budget for Animal Control in
the year 2005 be amended to reflect increased revenue of $53,950.
IT IS FURTHER ORDERED that the appropriations be increased by $53,950 for
expenditures.
REVENUES
Rabies Certificate $20,800
Animal Control Sterilization $29,390
Contributions and Donations $ 3,760
Total $ 53,950
APPROPRIATIONS
Veterinarians $50,190
Animal Supplies $ 3,760
Total $ 53,950
DEKE COPENHAVER, MAYOR
Approved this ____ day of ______ 2006 AUGUSTA-RICHMOND COUNTY
COMMISSION
______________________________
As its mayor
Attest:
________________
Clerk of Commission