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Home My WebLink About2008-01-07-Meeting AgendaFinanceCommitteeMeeting CommitteeRoom -1/7/2008 -2:00PM FINANCE 1.ConsiderarequestfromJohnB.Long,Attorney,reg arding additionalfundingintheamountof$200permonth for 1945PensionPlanretirees. Attachments 2.Consider a request from Troy A. Lanier, Attorney, o n behalf of Chon Su Kun for an abatement of taxes on parcelsofpropertyat5092PeachOrchardRoadowne dby theDepartmentofTransportationduringaportiono f2003. Attachments 3.MotiontoauthorizeHistoricAugusta,Inc.toprepa reand submit a 2008 Historic Preservation Fund Grant applicationonbehalfofthecityofAugustainord erto completephaseoneofahistoricresourcessurveyo fthe Harrisburg-WestEndHistoricDistrict. Attachments 4.Motion to approve refund recommendations from the BoardofAssessorsfor2personalpropertyaccounts . Attachments 5.Approvecommercialpropertyinsurancecoveragefor 2008 (buildings and content coverage) through Affilliate d FMInsurance with $50,000 deductible for premium of $250,661.EffectivedateofcoverageisFebruary1 ,2008 throughFebruary2,2009. Attachments 6.Consider request from Southern Christian Leadership ConferenceoftheCSRA(SCLC)forsponsorshipofth eir First Annual Banquet. (Referred from December 18 Commissionmeeting) Attachments 7.Approvethepurchaseof2ExplorersfortheSolidW aste Facilityfor$22,792.00each.(Lowestbidofferon bid07- 175). Attachments www.augustaga.gov 8.Update the Augusta Richmond County Travel Policy to reflectmileage reimbursement of 40.5 cents per mil e as usedin2008budgetpreparations. Attachments FinanceCommitteeMeeting 1/7/20082:00PM 1945PensionPlanAdditionalFunding Department:ClerkofCommission caption2:ConsiderarequestfromJohnB.Long,Attorney,reg arding additionalfundingintheamountof$200permonth for1945 PensionPlanretirees. Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 1 Attachment number 1 Page 1 of 2 Item # 1 Attachment number 1 Page 2 of 2 Item # 1 FinanceCommitteeMeeting 1/7/20082:00PM ChonSuKun Department:ClerkofCommission caption2:ConsiderarequestfromTroyA.Lanier,Attorney,o nbehalf ofChonSuKunforanabatementoftaxesonparcels of propertyat5092PeachOrchardRoadownedbythe DepartmentofTransportationduringaportionof20 03. Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 2 Attachment number 1 Page 1 of 5 Item # 2 Attachment number 1 Page 2 of 5 Item # 2 Attachment number 1 Page 3 of 5 Item # 2 Attachment number 1 Page 4 of 5 Item # 2 Attachment number 1 Page 5 of 5 Item # 2 FinanceCommitteeMeeting 1/7/20082:00PM HistoricAugusta2008Grant Department:ClerkofCommission caption2:MotiontoauthorizeHistoricAugusta,Inc.toprepa reand submita2008HistoricPreservationFundGrantappl ication onbehalfofthecityofAugustainordertocomple tephase oneofahistoricresourcessurveyoftheHarrisbur g-West EndHistoricDistrict. Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 3 Attachment number 1 Page 1 of 1 Item # 3 FinanceCommitteeMeeting 1/7/20082:00PM January2008Refunds Department:TaxAssessor-CalvinHicks,ChiefAppraiser caption2:MotiontoapproverefundrecommendationsfromtheB oard ofAssessorsfor2personalpropertyaccounts. Background:Seeattachment Analysis:Seeattachment FinancialImpact:Seeattachment Alternatives:Seeattachment Recommendation:Seeattachment Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : Finance. Administrator. ClerkofCommission Cover Memo Item # 4 January 2008 REFUNDS Attachment page 1 of 1 Augusta Blueprint & Microfilm, Inc. Acct #16099 These refunds are based on a three year audit of business personal property accounts. Grant refund for 2005 and 2006 in the total amount of $2,424.10 (State $17.18, County $558.68, School $1,285.93 and Urban $562.31). Collins Games of Georgia, Inc. Acct # 726375 Collins Entertainment is the parent compnay of Collins Games of Georgia and Georgia Gaming Manufacturing, Inc. Both companies were incorporated in the State of Georgia. Gaming machines are banned in the state of Georgia, leaving only a minimal value per machine. After reviewing additional information and performing a field inspection, the appeal was settled. Georgia Gaming has been billed an additional $15,353.59 on the gaming machines for years 2003-2007. Grant refund for 2002 in the total amount of $2,543.76 (State $21.87, County $785.40; School $1,736.49). The refund will be applied to the outstanding taxes owed by Georgia Gaming Manufacturing, Inc. Attachment number 1 Page 1 of 1 Item # 4 FinanceCommitteeMeeting 1/7/20082:00PM RFP07-194CommercialPropertyBlanketInsurance Department:Finance/RiskManagement caption2:Approvecommercialpropertyinsurancecoveragefor 2008 (buildingsandcontentcoverage)throughAffilliate d FMInsurancewith$50,000deductibleforpremiumof $250,661.EffectivedateofcoverageisFebruary1 ,2008 throughFebruary2,2009. Background:CommercialPropertyInsurancewasplacedoutforbi din October,2007underRFP07-194.Severaloptionsfor deductibleswererequested.Dawson&TaylorInsuran ce Agencywastheonlybidderandprovidedaquotefor coveragefromAffiliatedFMInsurance. Analysis: FinancialImpact:Premiumquoteswererequestedon$25,000,$50,000a nd $100,000deductibles.Deductibleof$25,000Premium of $272,352+$7,500engineeringfeeDeductibleof$50 ,000 Premiumof$243,161+$7,500engineeringfeeDeduct ible of$100,000Premiumof$235,968+$7,500engineerin gfee Alternatives:1.Dropcoverageandretainentirerisk2.Reducep remium byonlyinsuringthosepropertiesrepresentingthe largest lossesshouldaneventdamagethesestructures(Mun icipal Building,LawEnforcementCenter,RCCI,etc.)3.Re tain greaterriskbyrequestinggreaterdeducibles. Recommendation:Approveinsurancecoveragefor2008throughAffilli atedFM Insurancewith$50,000deductibleforpremiumof$2 50,661. EffectivedateofcoverageisFebruary1,2008thro ugh February2,2009. Fundsare Cover Memo Item # 5 Availableinthe Following Accounts: Fundsareavailableinaccount61101521252.31110 Risk Management REVIEWEDANDAPPROVEDBY : Finance. Administrator. ClerkofCommission Cover Memo Item # 5 Attachment number 1 Page 1 of 1 Item # 5 FinanceCommitteeMeeting 1/7/20082:00PM SCLC Department: caption2:ConsiderrequestfromSouthernChristianLeadership ConferenceoftheCSRA(SCLC)forsponsorshipofth eir FirstAnnualBanquet.(ReferredfromDecember18 Commissionmeeting) Background: Analysis: FinancialImpact: Alternatives: Recommendation: Fundsare Availableinthe Following Accounts: REVIEWEDANDAPPROVEDBY : ClerkofCommission Cover Memo Item # 6 Attachment number 1 Page 1 of 1 Item # 6 FinanceCommitteeMeeting 1/7/20082:00PM SolidWaste-Explorers Department:Finance,FleetManagement caption2:Approvethepurchaseof2ExplorersfortheSolidW aste Facilityfor$22,792.00each.(Lowestbidofferon bid07- 175). Background:InDecember2006theSolidWasteFacilitysoldtwo vehiclesatPublicAuction.Onevehiclewasa1997-F-350 (crewcab)anda1992InternationalUtilitybody truck.Evaluationsheetsonthesevehiclesareatta ched. Neithertruckhasbeenreplaced.Thecrewtypetruc kwas usedtomoveLandfillfieldpersonnelfromcellto cellas neededfordailyoperations.Theutilitybodytruc kwas replacedin2004withatruckdesignedforservicin gheavy equipment.Thattruckthenwasusedforgeneralmai ntenance purposesonthelandfilluntilitwassold. TheLandfillattemptedtouseexistingvehicleasse tstomove employeesaroundfromcelltocellbutrealizedtha tthe logisticsofthisresultedinexcessiveunproductiv etimeby fieldemployeeswhichaffectstheoverallproductio nofthe Landfill.TheDirectorcannolongeraffordthelos ttimein productionandisthereforerequestingthepurchase ofthe twoexplorers. Thenewvehicleswillbeutilizedbymanagerialper sonnel withtheircurrentvehiclesbeingusedwithinthel andfillarea totransportfieldemployeeswheretheyareneeded. Analysis:FleetManagementsubmittedarequestforbidsthrou ghthe ProcurementDepartmentutilizingtheDemandStar electronicbidsystemwhichoffersnationwidebidc overage. TheProcurementDepartmentreceivedquotesbackfro mtwo vendors(seeattachment).Areviewofthebidrecei vedshows thatLegacyFordsubmittedthelowestbid:$22,792.00and BobbyJonesFord:$23,490.00. Cover Memo Item # 7 FinancialImpact:The2-Explorerswillbepurchasedforatotalof$4 5,584.00. Fundingfortheprocurementofthisvehiclewillbe provided Landfillcapitalaccount. Alternatives:1.ApprovetheawardtoLegacyFord(lowestbidder).(2) ApprovetheawardtoBobbyJonesFord(secondbidde r).(3) Donotapprovetherequest. Recommendation:Approvetheacquisitionof2-ExplorersfortheSoli dWaste facilityfor$45,584.00(Lowestbidofferonbid07 -175). Fundsare Availableinthe Following Accounts: Movefundsfromaccount541-10-1110/6011110to541-04- 4210/5422210. REVIEWEDANDAPPROVEDBY : Finance. Procurement. Administrator. ClerkofCommission Cover Memo Item # 7 Asset #: estimated: Age: Mi/Hr Type of Service Reliability Maint/Repair Condition: 9 14 3 5 RANGES Excellent Good Needs immediate consideration for replacement 18 to 22 Points See agenda item Qualifies for Replacement Under 18 Points 23 to 27 Points 28 Points or more 20082008 Estimated Replacement Cost: Funding Source: Replacement Date: Fiscal Year Replacement: Finance Director's Approval This vehicle was sold at auction in December 2006 for $3400.00. Vehicle was inoperable. 31 Policy Evaluation Results: See note in Fleet Manger's Recommendation Fleet Managers Recommendation: Life Expectancy Criteria Requirements -(Policy Evaluation) N/A0 Evaluation Points: Purchase Price: 9 years 141,276 $27,746.50 Actual Age: Current miles/hours: Assigned Use: Signature of Director/Elected OfficialN/A 9740211997 Ford F-350 Solid Waste 541044210 4-Dec-07 Vehicle Description: AUGUSTA, GEORGIA FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION REPLACEMENT CRITERIA FORM Department Name: Department Number Date: Attachment number 1 Page 1 of 2 Item # 7 Asset #: estimated: Age: Mi/Hr Type of Service Reliability Maint/Repair Condition: 15 14 3 2 RANGES Excellent Good Needs immediate consideration for replacement AUGUSTA, GEORGIA FINANCE DEPARTMENT-FLEET MANAGEMENT DIVISION REPLACEMENT CRITERIA FORM Department Name: Department Number Date: Solid Waste 541044210 4-Dec-07 Vehicle Description: 510691992 International-Utility Body 4600 Assigned Use: Not being used-was service truck replaced Signature of Director/Elected Official Actual Age: Current miles/hours: Purchase Price: 9 years 148,446 $27,746.50 Life Expectancy Criteria Requirements -(Policy Evaluation) 3 3 Evaluation Points: Policy Evaluation Results: 32 See note in Fleet Manger's Recommendation Fleet Managers Recommendation: This vehicle was replaced in 2004 and has been used in various capacities. Finance Director's Approval Replacement Date: Fiscal Year Replacement: 2008 2008 Estimated Replacement Cost: Funding Source: See agenda item 28 Points or more Under 18 Points 18 to 22 Points 23 to 27 Points Qualifies for Replacement Attachment number 1 Page 2 of 2 Item # 7 113" WHEELBASE SPORTS UTILITY VEHICLE BID 07-175 Bobby Jones Legacy Required Required Ford Ford Items Items Year 2008 2008 Brand Ford Ford Delivery Date 120 Days 90 Days 5.01 Model -4x2 - 4.0L Explorer XLT Explorer XLT Price $18,871.00 $18,270.00 5.02 Model --4x4 - 4.0L (6 Cyl)Explorer XLT Explorer XLT Price $21,333.00 $20,543.00 5.03 Model - 4x4 - 4.5L (8 Cyl)Explorer XLT Explorer XLT Price $22,531.00 $21,693.00 5.03 $22,531.00 $21,693.00 5.04 Trailer Towing Package 234.00 275.00 5.04 234.00 275.00 6.00 OUTFITTER'S SPECIALTY ITEMS 6.01 Fire Extinguisher 38.00 26.00 6.01 38.00 26.00 6.02 Three Plug Outlet Receptacle 45.00 23.00 6.02 45.00 23.00 6.03 Portable Spot Light 60.00 85.00 6.03 60.00 85.00 6.04 Class III Trailer Hitch 211.00 300.00 6.04 211.00 300.00 6.05 Trailer Wiring 30.00 60.00 6.05 30.00 60.00 7.00 ALERT WARNING SYSTEMS 7.01 Top Light Bar-LL288000 1,725.00 1,740.00 7.02 Six Control Power W/Console 90.00 140.00 7.03 Corner Lighting 300.00 195.00 7.04 Siren/Speaker 395.00 310.00 7.05 Six outlet 80 watt Power Supply 100.00 120.00 7.06 Dual Dash LED Light 271.00 215.00 7.07 Triple LED Rear Deck Light 271.00 215.00 7.08 Pro Copper Console 345.00 275.00 7.09 Toggle Switches-2 10.00 40.00 7.10 Backup Alarm 40.00 30.00 7.10 40.00 30.00 7.11 Magnetic Strobe Light 301.00 300.00 7.11 301.00 300.00 7.12 LED Cab Roof Light 531.00 280.00 TOTAL $23,490.00 $22,792.00 FOR ALL DEPARTMENTS-113" WHEELBASE SUV - BID OPENING OCTOBER 19 @ 11:00 Attachment number 2 Page 1 of 1 Item # 7 FinanceCommitteeMeeting 1/7/20082:00PM UpdateTravelPolicy Department:Finance caption2:UpdatetheAugustaRichmondCountyTravelPolicyto reflectmileagereimbursementof40.5centspermil easused in2008budgetpreparations. Background:TravelPolicy,establishedinFebruary2004,lists mileage reimbursementas37.5centspermile.Thatrate,w hich reimbursesARCemployeesfortheuseoftheirperso nal vehiclesusedtoconductbusinessonbehalfofour government,hasnotbeenadjusted.Employeesrecei ving thisreimbursementdonothavegascardsorreceive any othercompensationfortheuseoftheirvehicles. Analysis:EachyeartheIRSsetsaratethattaxpayerscanus etodeduct thecostofunreimbursedbusinessexpensesincurred while usingprivatevehicles.TraditionallyARChasseti tsrateof reimbursementbelowthisratesincefuel,taxesand other costsassociatedwithvehicleoperationislowerin thispartof thecounty.TheIRSratefor2006was44.5centspe rmile andin2007itwas48.5cents. FinancialImpact:Citydepartmentswereinstructedtobudgetfor40.5 centsper milereimbursementinthe2008budgetinanticipati onofthis adjustment. Alternatives:1)Donotapproveadjustmenttorateofreimburseme nt, leavingitat37.5centspermile2)Setsomeother rate Recommendation:ApprovechangeinTravelPolicysettingrateof reimbursementat40.5centspermile. Fundsare Availableinthe Includedineachdepartmentalbudgetunderlocalmi leage Cover Memo Item # 8 Following Accounts: reimbursement REVIEWEDANDAPPROVEDBY : Finance. Administrator. ClerkofCommission Cover Memo Item # 8