HomeMy WebLinkAbout2006-05-30-Meeting Agenda
Finance Committee Meeting Committee Room- 5/30/2006- 2:30 PM
FINANCE
1. Update from Cherry, Bekaert and Holland regarding the
status of the 2005 audit.
Attachments
2. Consider a request from Cobbs G. Nixon for an abatement
of penalty and interest on Parcel Map No. 158-0-006-07-
0.
Attachments
3. Disposition of 2005 Budget Reductions that were carried
forward to the 2006 Budget.
Attachments
4. Motion to abate taxes for property acquired by County in
2005 for the portion of the year such properties were
owned by this County.
Attachments
5. Approve the development of Guidelines for Dispersal of
SPLOST Funds to Outside Agencies.
Attachments
6. Consider a request from the Lucy Craft Laney Museum of
Black History for additional funding in the amount of
$50,000 for the maintenance and operations of the Lucy
Craft Laney Museum for fiscal year 2006-2007.
Attachments
7. Review First Quarter 2006 Operating Statements.
Attachments
8. Approve the replacement of one (1) Harley Davidson
motorcycle for the Sheriff’s Office from Augusta Harley
Davidson of Augusta, Georgia, for $15,434.65 (lowest bid
offer for bid 06-117A).
Attachments
9. Declare 15 vehicles excess and available for salvage sales.
Attachments
www.augustaga.gov
Finance Committee Meeting
5/30/2006 2:30 PM
Cherry Bekaert and Holland
Department:Clerk of Commission
Caption:Update from Cherry, Bekaert and Holland regarding the
status of the 2005 audit.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
5/30/2006 2:30 PM
Cobbs Nixon Tax Abatement
Department:Clerk of Commission
Caption:Consider a request from Cobbs G. Nixon for an abatement of
penalty and interest on Parcel Map No. 158-0-006-07-0.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
5/30/2006 2:30 PM
Disposition of 2005 Budget Reductions in 2006 Budget
Department:Finance
Caption:Disposition of 2005 Budget Reductions that were carried
forward to the 2006 Budget.
Background:In 2005, the Commission directed a 6.9% across the board
budget reduction in the General Fund. Some departments did
not achieve that reduction. The amounts not reduced from
those departmental budgets was brought forward to the 2006
budget and adopted by the Commission. The District
Attorney's office did achieve their target reduction in October
2005. But the budget was in the process of being adopted and
their reduction was brought forward to 2006 in error. The
line item for Natural Resources Conservation is a contract
and can not realistically be achieved without an amendment
to that contract.
Analysis:The total amount of these reductions is $908,140. Several
departments are already encountering budget blocks due to
these amounts. The Commission must make a decision
address these areas since those departments will be unable to
meet rent or utility obligations or make purchases for the
remainder of 2006.
Financial Impact:To correct the errors in the DA budget and Conservation
contract - $104,300 and $9670 respectively. These amounts
should come from contingency. If the remainder of the
reductions are forgiven, an additional $794,170 would come
from fund balance.
Alternatives:None. These reductions must be addressed. They were
included in the adopted 2006 budget and can only be
changed by Commission action.
Recommendation:Correct the errors to the DA budget and Conservation
contract by taking these amounts from Contingency. Require
the remainding departments to distribute the mandated
reductions to line items in their budget.
Funds are
Available in the
Following
Accounts:
Information: There is only $487,500 in the contingency
account. If all reductions are forgiven, that amount would be
wiped out and an additional $420,640 would be needed from
fund balance, which has 2006 budgeted use of $2,776,970
and unidentified 2006 reductions of $1,278,330.
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
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5
Finance Committee Meeting
5/30/2006 2:30 PM
Finance
Department:Law Department
Caption:Motion to abate taxes for property acquired by County in
2005 for the portion of the year such properties were owned
by this County.
Background:The following properties were acquired during 2005: At the
time of the closing on each property, taxes for 2005 were
prorated as of the date of closing. Taxes for the portion of the
year the County owned the property needs to be waived so
that the tax records will be correct.
Analysis:See Background.
Financial Impact:None
Alternatives:Either approve or deny motion.
Recommendation:Approve the motion.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Finance Committee Meeting
5/30/2006 2:30 PM
Guidelines for Dispersal of SPLOST Funds to Outside Agencies
Department:Finance
Caption:Approve the development of Guidelines for Dispersal of
SPLOST Funds to Outside Agencies.
Background:Numerous projects from SPLOST proceeds are budgeted for
agencies that do not operate under the policies or control of
Augusta Richmond County. There is currently no policy in
place that would outline any criteria under which those funds
are to be disbursed. The Finance Department seeks guidance
from the Commission and would like to develop guidelines
to govern those dispersals.
Analysis:The Finance department believes that by developing these
guidelines, Augusta Richmond County would be excercising
good sterwardship of the SPLOST funds.
Financial Impact:none
Alternatives:1) Simply honor each request once it is verified that the funds
are budgeted for that project and issue the check. Augusta
retains no ownership in the what was purchased and retains
to records of how the funds were expended by the receiving
agency. 2)Devise a contract for purchase of services or an
agreement whereby the requesting agency submits
documentation outling the disbursement (actual or planned)
of the requested funds. Retain partial ownership of assets
purchased. Book to fised assets. There may be legals
question regarding this process and liability issues could out
weigh increased accountability benefits. 3)Use a combination
of alternative 1 and 2. Make the disbursement of the
requested funds, possibly subject to receipt of the proposed
budget for the project. Possibly limit the intial disbursal to
50%. Require quarterly expenditure reports. Do not retain
ownership or interest in assets - consider the disbursement of
funds as a "grant" to the receiving agency.
Recommendation:Develop a process using the guidelines under alternative 3
above.
Funds are
Available in the
Following
Accounts:
none required
REVIEWED AND APPROVED BY:
Administrator.
Clerk of Commission
Finance Committee Meeting
5/30/2006 2:30 PM
Lucy Craft Laney Museum
Department:Clerk of Commission
Caption:Consider a request from the Lucy Craft Laney Museum of
Black History for additional funding in the amount of
$50,000 for the maintenance and operations of the Lucy
Craft Laney Museum for fiscal year 2006-2007.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Finance Committee Meeting
5/30/2006 2:30 PM
Review First Quarter 2006 Operating Statements
Department:Finance
Caption:Review First Quarter 2006 Operating Statements.
Background:Quarterly financial statements are presented to the
Commission to update them on the organization's financial
status. This report consists of operating statements for the
major operating funds, General Fund (including Law
Enforcement Fund), Urban Services District Fund, Fire
Protection Fund, and the Water and Sewer Utilities Fund.
Analysis:Provided in the attached financial statements.
Financial Impact:
Alternatives:
Recommendation:Accept as information
Funds are
Available in the
Following
Accounts:
n/a
REVIEWED AND APPROVED BY:
Finance.
Administrator.
Clerk of Commission
Finance Committee Meeting
5/30/2006 2:30 PM
Sheriff's Office-Motorcycle
Department:Finance Department, Fleet Management-Ron Crowden, Fleet
Manager
Caption:Approve the replacement of one (1) Harley Davidson
motorcycle for the Sheriff’s Office from Augusta Harley
Davidson of Augusta, Georgia, for $15,434.65 (lowest bid
offer for bid 06-117A).
Background:The Sheriff’s Office requests the replacement of a 1997
Harley Davidson with the purchase of a new Harley
Davidson motorcycle. The asset number of the older unit is
960700, a 1997 model (evaluation is attached for review).
The normal life expectancy of a policy motorcycle is 6 years.
Of 16 motorcycles of the Motorcycle Division of the
Sheriff’s Office Road Patrol, 8 motorcycles qualify for
replacement. The acquisition of the new unit would greatly
enhance the performance of the divisions program as well as
the efficiency and safety of the motorcycle patrolman. Also,
the older Harley Davidson’s do extremely well at auction so
most of the purchase cost of the new unit will be recouped
through resale value.
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 one
vendor; Augusta Harley Davidson at $15,434.65.
Financial Impact:The motorcycle will be purchased for $15,434.65 from the
department’s capital outlay account utilizing the GMA lease
program.
Alternatives:1.Approve the award for the Road Patrol motorcycle to the
only bidder, Augusta Harley Davidson of Augusta, Georgia.
2. Do not approve the request
Recommendation:Approve the acquisition of one (1) Harley Davidson for the
Sheriff’s Office from Augusta Harley Davidson of Augusta,
Georgia, for $15,434.65 (lowest bid offer for bid 06-117A)
which will replace 960700 a 1997 Harley Davidson
Motorcycle.
Funds are
Available in the
Following
Accounts:
631-00-0000-54.99631
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Disadvantaged Business Enterprise Department
501 Greene Street, Suite 304 - Augusta, GA 30901
(706) 821-2406 – Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
TO: Geri Sams
Director, Procurement Department
Ron Crowden
Fleet Management
FROM: Yvonne Gentry, Coordinator
Disadvantaged Business Enterprise Department
SUBJECT: DBE REVIEW AND APPROVAL OF RECOMMENDED DBE GOAL
Bid Item #06-117A
DATE: May 8, 2006
This memo is to transmit the review and concurrence of the
recommended DBE Utilization goal of zero(0%)for the above
referenced project. The procurement opportunities are direct
purchases from manufactures sales representative with no sob-
contracting or second tier opportunities. The goal-setting
methodology considered the following factors based on good faith
efforts of the contractor:
• The project’s total estimated cost of $15,376.70.
• There is 0% value of the scope of work where minority/ women
businesses availability exists.
• There is 0% value of the scope of work where small
local businesses availability exists.
• There is 100% value of the scope of work where local
businesses availability exists.
The 100% goal is applicable to the entire cost of the project.
The contractor must prepare their proposed DBE Utilization Form
submittal based on the total dollar value of their base bid. No
further adjustments should be made.
The above is recommended based on information provided at the
time of review. If you have any questions, please feel free to
contact me at (706)826-1325.
YG:glw
Cc: Lena Bonner, Clerk of Commission
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Invitation To Bid
Sealed bids will be received at this office until 11:00 a.m. Friday, April 21, 2006
Re-Bid Item #06-117A Police Motorcycle for Augusta Fleet Department
BID’s will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams
Procurement Department
530 Greene Street - Room 605
Augusta, Georgia 30911
706-821-2422
BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene Street – Room 605,
Augusta, GA 30911. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement
Department. All questions must be submitted in writing to the office of the Procurement Department by Fax at 706-821-2811 or
by mail. No bid will be accepted by fax, all must be received by mail or hand delivered.
It is the wish of the Owner that minority businesses are given the opportunity to BID on the various parts of the work. This
desire on the part of the Owner is not intended to restrict or limit competitive bidding or to increase the cost of the work. The
Owner supports a healthy free market system that seeks to include responsible businesses and provide ample opportunity for
business growth and development.
No BID may be withdrawn for a period of 30 days after time has been called on the date of opening.
Bidders will please note that the number of copies requested; all supporting documents including financial statements and
references and such other attachments that may be required by the bid invitation are material conditions of the bid. Any package
found incomplete or submitted late shall be rejected by the Procurement Office. Any bidder allegedly contending that he/she
has been improperly disqualified from bidding due to an incomplete bid submission shall have the right to appeal to the
appropriate committee of the Augusta commission. Please mark BID number on the outside of the envelope.
Bidders are cautioned that sequestration of BID documents through any source other than the office of the Procurement
Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of
receiving incomplete or inaccurate information upon which to base his qualifications.
Augusta has a Link Deposit program designed to provide loans to eligible local Small, Minority and Women Owned
Businesses. For more information about this program contact the Human Resources Department at 706-821-2303.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle March 30, April 6, 13, 2006
Metro Courier April 5, 2006
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Yvonne Gentry DBE Coordinator
FAX TRANSMISSION
AUGUSTA-RICHMOND COUNTY CONSOLIDATED GOVERNMENT
530 Greene Street - Room 605
Augusta, Georgia 30911
706 821-2422
Fax: 706 821-2811
To:
Metro Courier
Date: March 22, 2006
Fax #:
706 724-8432
Pages:
From:
Geri A. Sams
2, including this cover sheet.
Subject:
LEGAL NOTICES FOR RE-BID ITEM: #06-117A
COMMENTS:
Please print the above Bid Item(s) on the following dates:
April 5, 2006
REQUISITION #57094B
Please send an affidavit of publication.
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Member Name City of Augusta, GA
Bid Number ITB-06-117A-0-2006/PJM
Bid Name Police Motorcycle
Supplier Name City State Phone Fax
AAGE Palm Beach Gardens FL 5616914341 5616914391
Aurora DNV Springdale AR 8002069572 4797518085
Combined Tactical Systems Jamestown PA 7249322177 7249322166
Harley-Davidson Motor Company Milwaukee WI 4143438603 4143438781
Law Enforcement Supply Co Inc Panama City FL 8507699678 8507639031
Morovision Night Vision, Inc. Dana Point CA 9494883855 9494883361
Popular Leasing USA Green Cove Springs FL 9042843520 9042843522
Renegade Harley-Davidson Alexandria LA 3184481509 3184481597
Setcom Corp Mountain View CA 6509658020 6509651193
Tactical & Survival Specialties Inc Harrisonburg VA 5404348974 5404347796
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Finance Committee Meeting
5/30/2006 2:30 PM
Totaled Vehicles
Department:Finance Department, Fleet Management Division, Ron
Crowden-Fleet Manager
Caption:Declare 15 vehicles excess and available for salvage sales.
Background:Attached is a list of 15 vehicles that are classified as totaled
and currently located at 1568 Broad Street. The list identifies
the vehicle by asset number, year, make, model, VIN,
number of miles accumulated at the time of the accident, the
cost of the vehicle at the time of purchase and the accident
date. The value of these vehicles are in spare parts. Fleet
Management has used a number of parts from each vehicle
but to continue to “pick” off the vehicles will make them
worthless for salvage value. Delaying in selling these
vehicles for salvage will reduce their value and make their
disposal difficult. This was discussed with the Procurement
Director on March 30, 2006 and she recommended a sealed
bid salvage sale.
Analysis:The value of these vehicles will continue to depreciate to a
point where there will be no value and Augusta must then
pay for the disposal of these vehicles.
Financial Impact:Based on past salvage sales Augusta should realize an
average value of between $75.00 to $125.00 for each vehicle.
Alternatives:1. Keep the vehicles and continue to cannibalize parts from
them. 2. Do not sell the vehicles at sealed bid salvage sale
but at a public auction.
Recommendation:Declare the vehicles listed on the attachment at excess and
available for sealed bid salvage sales.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Disadvantaged Business Enterprise.
Administrator.
Clerk of Commission
Asset # Year Make Model VIN Miles Acq Cost
Accident
Date
994342 2000 Ford Crown Victoria 2FAFP71W3YX208331 82,043 $24,740.87 12/18/04
994296 2000 Ford Crown Victoria 2FAFP71W3YX207499 86,821 $24,474.02 2/23/05
994295 2000 Ford Crown Victoria 2FAFP71W8YX207496 104,020 $24,474.02 7/14/05
994024 1999 Ford Crown Victoria 2FAFP71W4XX196513 112,980 $24,101.90 7/25/05
994096 1999 Ford Taurus 1FAFP53U4XA262700 52,439 $16,299.80 8/1/05
994025 1999 Ford Crown Victoria 2FAFP71W8XX196515 112,501 $24,101.90 10/31/05
994325 2000 Ford Crown Victoria 2FAFP71W7YX214567 89,314 $24,474.02 12/26/05
F02013 2003 Ford Crown Victoria 2FAFP71W63X101220 108,632 $25,597.30 3/13/06
994000 1999 Ford Crown Victoria 2FAFP71W8XX225902 83904 $20,150.80 2/22/05
994027 1999 Ford Crown Victoria 2FAFP71W1XX196517 105,921 $24,101.90 8/1/05
994107 1999 Ford Crown Victoria 2FAFP71W5XX240244 111,004 $24,101.00 9/15/05
994450 2000 Ford Ranger 1FTYR10V1YPC00138 57,138 $12,309.50 3/19/05
994340 2000 Ford Crown Victoria 2FAFP71W6YX207531 55,402 $21,898.30 8/17/04
F02296 2003 Dodge Van 1FBSS31L93HA48412 17,955 $24,351.00 11/14/2005
994336 2000 Ford Crown Victoria 2FAFP71W3YX212556 105,047 $24,474.02 3/2/2006