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Home My WebLink About2008-05-27-Meeting Agenda Finance Committee Meeting Committee Room- 5/27/2008- 1:30 PM FINANCE 1. Motion to the sale of surplus equipment by Wayne Evans Auction Company on June 14, 2008. Attachments 2. Approve purchase of 35’ manufactured Christmas Tree for Augusta Common from best bidder, Downtown Decorations of Syracuse, NY in response to RFB 08-118 in the amount of $26,845 funded from capital account 272-04-2260-5423220. Attachments 3. Request for guidance on the Fleet Maintenance Agreement for 2009. (Referred from May 12 Finance Committee) Attachments 4. Discuss the commissioners' gasoline policy. (Requested by Commissioners Brigham and Grantham) Attachments 5. Discuss the feasibility of bringing the internal audit functions in-house and discuss/approve a request for proposals for internal audit services for 2009. (Requested by Commissioner Brigham) (Referred from May 12 Finance Committee) Attachments 6. Consider a request from Ms. Juanita Elder regarding a refund of taxes on her property at 1256 Florence Street. Attachments 7. Consider a request from Dr. Marylou Fernando regarding an abatement of the penalty for past due taxes on the property located at 1113 Garredd Blvd. Attachments 8. Motion to approve a request to approve the purchase of one F-150 NPDES Inspection Vehicle for the Attachments www.augustaga.gov Engineering Department. 9. Receive as information First Quarter 2008 Financial reports for period ending March 31, 2008. Attachments 10. Report from the Administrator regarding the taxes due on property at 839 East Boundary Street owned by Mr. Sun Ye White. (Referred from May 12 Finance Committee) Attachments 11. Consider a request from the Southeastern Natural Sciences Academy for city sponsorship through the purchase of tickets for the 10th Anniversary Swamp Soiree 2008. Attachments 12. Approve the purchase of one new compact pickup truck for Utilities Department – Water Production Division – Raw Water Pumping Station. Attachments Finance Committee Meeting 5/27/2008 1:30 PM Auction June 2008 Department:Finance, Fleet Management Caption:Motion to the sale of surplus equipment by Wayne Evans Auction Company on June 14, 2008. Background: The Augusta Commission approved Wayne Evans Auction Company as the auction service at their regularly held meeting on Thursday, November 9, 2006 (RFQ 06-174) for a period of three years. Salvage and surplus items have been accumulating since the last auction held in May 2007 (see attached sheet). Fleet Management is requesting approval to conduct a public auction on June 14, 2008. Items are listed on the attached list. Analysis:Public Auctions generate revenue for the appropriate funds. Fleet Management anticipates/projects approximately $150,000 in revenues to be generated by the auction and dispersed back to the appropriate funds. Financial Impact:The auction service is paid using a ten percent buyers premium for items sold, therefore there is no cost to Augusta for this service as it is passed on the buyer. Proceeds of the auction will be deposited in the appropriate fund. Alternatives:(1) approve the request, (2) disapprove the request Recommendation:Approve the auction and sale of surplus items. Funds are Available in the Following Accounts: Not Required Cover Memo Item # 1 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 1 Asset # Year Make Model Type C-125280 1989 Chevrolet Silverado 1500 Pickup C-825551 1996 Cadillac Seville SLS Sedan C-049722 1996 Honda Accord LX Sedan C-145090 1992 Chevrolet Caprice Classic Sedan C-353805 1987 Oldsmobile Cutlass Supreme Coupe C-128585 1990 Honda Accord LX Sedan C-140290 1993 Toyota Celica GT Coupe C-A65968 2000 Ford Explorer SUV C-133147 2001 Chevrolet Suburban SUV C-172480 2002 Jeep Grand Chrokee SUV C-053164 1991 Acura Legend LS Coupe C108815 1988 Chevrolet C100 Pickup C-159185 1997 Chevrolet Tahoe SUV C-325950 1992 Cadillac Deville Sedan C-148331 2003 Toyota Camry LE Sedan C-185544 1993 Toyota Camry LE Sedan C-268169 1992 Chevrolet Silverado 2500 Pickup C-262733 1999 Chrysler 300M Sedan C-166008 1999 Ford Contour Sedan C-119527 1988 Chevrolet C1500 Pickup C-334942 1987 Oldsmobile Cutlass Coupe C-638981 1992 Mercury Topaz Sedan C-192196 1995 Chevrolet Caprice Classic Sedan C-052337 1995 Nissan Maxima GXE Sedan C-220151 2003 Chevrolet Silverado Pickup C-304114 1986 Oldsmobile Cutless Supreme Sedan C-185711 1993 Toyota Camy LE Sedan C-149332 1996 Chevrolet Monte Carlo Coupe C-766619 1987 Chrysler Fifth Avenue Sedan C-198661 1988 Ford Mustang Coupe C-805552 1999 Cadillac Deville Sedan C-115339 1994 Chevrolet Blazer S10 SUV C-611489 1992 Mecury Grand Marquis Sedan C-551107 1989 GMC Sierra 1500 Pickup C-J59443 1995 Mercury Villager Van C-174081 1989 BMW 535i Coupe C-206554 1982 Chevrolet El Camino Pickup C-404434 1975 Chevrolet Corvette Coupe C-958605 1983 Buick Regal Coupe 830170 1985 Ford F800 Truck, Water 984083 1998 Ford Crown Victoria Auto, Large C-32863 1998 Ford Expedition Truck, SUV 994084 2000 Ford Explorer Truck, SUV 984080 1999 Ford Crown Victoria Auto, Large 984209 1999 Pontiac Grand Prix Auto, Large 994106 1999 Ford Crown Victoria Auto, Large 994288 2000 Ford Crown Victoria Auto, Large 984072 1999 Ford Crown Victoria Auto, Large 984089 1999 Ford Crown Victoria Auto, Large 994010 1999 Ford Crown Victoria Auto, Large 994265 2000 Ford Crown Victoria Auto, Large 994039 1999 Ford Crown Victoria Auto, Large 994299 2000 Ford Crown Victoria Auto, Large F02011 2003 Ford Crown Victoria Auto, Large 984014 1999 Ford Crown Victoria Auto, Large 984027 1999 Ford Crown Victoria Auto, Large 984060 1999 Ford Crown Victoria Auto, Large Attachment number 1 Page 1 of 9 Item # 1 Asset # Year Make Model Type 994055 1999 Ford Crown Victoria Auto, Large F02031 2003 Ford Crown Victoria Auto, Large 994291 2000 Ford Crown Victoria Auto, Large 994307 2000 Ford Crown Victoria Auto, Large 984045 1999 Ford Crown Victoria Auto, Large 984052 1999 Ford Crown Victoria Auto, Large 984063 1999 Ford Crown Victoria Auto, Large 984098 1999 Ford Crown Victoria Auto, Large 984204 1999 Ford Crown Victoria Auto, Large 994053 1999 Ford Crown Victoria Auto, Large 994067 1999 Ford Crown Victoria Auto, Large 994075 1999 Ford Crown Victoria Auto, Large 994078 1999 Ford Crown Victoria Auto, Large 994064 1999 Ford Crown Victoria Auto, Large C-208559 1999 Chevrolet Silverado Truck, P/U, F/S 984065 1999 Ford Crown Victoria Auto, Large 960704 1997 Harley Davidson FLHP Motorcycle, Patrol 960701 1997 Harley Davidson FLHP Motorcycle, Patrol 960515 1996 Ford Crown Victoria Auto, Large 960700 1997 Harley Davidson FLHP Motorcycle, Patrol 994014 1999 Ford Crown Victoria Auto, Large 974007 1997 Ford Crown Victoria Auto, Large 984061 1998 Ford Crown Victoria Auto, Large 994037 1999 Ford Crown Victoria Auto, Large 984000 1998 Ford Crown Victoria Auto, Large 994322 2000 Ford Crown Victoria Auto, Large AP9404 1994 Ford Crown Victoria Auto, Large 994229 1999 Pontiac Grand Prix Auto, Large F02295 1999 GMC Sierra Truck, P/U, F/S F02027 2003 Ford Crown Victoria Auto, Large F02029 2003 Ford Crown Victoria Auto, Large 940195 1994 Ford Ranger Truck, P/U, Compact 53003 1981 GMC Safari SL Van, Small 204159 2005 Ford Crown Victoria Auto, Large 960571 1997 Oldsmobile Cutlass Supreme Auto, Large 920344 1992 Ford F150 Truck, P/U, F/S 984069 1999 Ford Crown Victoria Auto, Large F02018 2003 Ford Crown Victoria Auto, Large 960471 1996 GMC Sierra Truck, P/U, F/S 970063 1997 Ford F250 Truck, P/U, F/S 994098 1999 Ford Taurus Auto, Midsize 994069 1999 Ford Crown Victoria Auto, Large 984010 1999 Ford Crown Victoria Auto, Large 994330 2000 Ford Crown Victoria Auto, Large 900963 2000 Stihl FS85 Trimmer, Lawn 1 n/a Compaq 7550 7550 7550 7550 7550 V720 V720 V720 Computer Monitors, Qty. 8 Attachment number 1 Page 2 of 9 Item # 1 Asset # Year Make Model Type 2 n/a Hewlett Packard Compaq Compaq Hewlett Packard Hewlett Packard Jet/551 V710 V710 C7790B C8121A Laser Jet Printer Monitor Monitor Hi-Graphic Printer Ink Jet Printer 880238 1988 John Deere Athey Motorgrader 992091 n/a RCA FMR710TR TV 992710 n/a Craftsman 71426 6013R033 F00303 2002 Stihl BG85 Blower, Handheld 43027 1980 Vermeer 2465 Stump Grinder 205016 2005 Stihl FS250R Trimmer, Lawn 995147 2000 Stihl TS400 Saw, Pipe 205015 2005 Stihl FS250 Trimmer, Lawn 960500 1999 Honda GX22 Tiller F02220 2003 Stihl MS290 Saw, Chain 3 n/a Hewlett Packard Hewlett Packard Hewlett Packard Hewlett Packard Compaq Compaq Compaq Compaq HP7550 HP7550 HP7550 HP7500 7550 7550 V720 V720 Computer Monitors, Qty. 8 4 n/a n/a n/a Desk w/ Side Table Desk Wood Desk, Computer Table, Wood 5 n/a Hewlett Packard Hewlett Packard Hewlett Packard Compaq Compaq Compaq Compaq Compaq C6270A C7160A 7500 7550 7550 7550 7550 V720 Scanner Scanner Monitor Monitor Monitor Monitor Monitor Monitor 206024 2006 Stihl FS80R Trimmer, Lawn 205141 2005 Stihl FS250 Trimmer, Lawn 205232 2005 Stihl FS250 Trimmer, Lawn 203143 2003 Stihl FS85 Trimmer, Lawn 900536 1998 Husqvarna 136 Saw, Chain 205204 2005 Stihl FS250 Trimmer, Lawn 206022 2006 Stihl FS80R Trimmer, Lawn 205029 2005 Stihl FS80R Trimmer, Lawn 900836 2000 Stihl FS85 Trimmer, Lawn 26360 1989 Altec n/a Trailer, Utility 6 n/a Coll Crimp T400 Press, Ring 7 n/a Makita 2412N Saw, Cut Off 992747 n/a Walker 93692 Lift, Jack, Auto, 7 Ton F02214 2003 Stihl MS290 Saw, Chain 204136 2004 Stihl FS250 Trimmer, Lawn 204251 2004 Stihl FS250 Trimmer, Lawn F00311 2002 Stihl FS85 Trimmer, Lawn F00238 2001 Stihl FS85 Trimmer, Lawn 204127 2004 Snapper MP216517B Mower, S/P, W/B, Mulcher 21" 205018 2005 Stihl FS250 Trimmer, Lawn 205010 2005 Stihl FS250 Trimmer, Lawn 8 n/a Hewlett Packard 750C Plus Plotter Attachment number 1 Page 3 of 9 Item # 1 Asset # Year Make Model Type 9 n/a Hewlett Packard Compaq Hewlett Packard Hewlett Packard Hewlett Packard Hewlett Packard C3166A 7550 7500 C6270 C6270 C4087A Laser Jet Printer Monitor Monitor Scanjet Scanjet Printer, Laser 207084 2007 Snapper SPV21 Mower, S/P, W/B, Mulcher 995159 2000 Wacker BS52Y Tamp, Vibratory 204235 2004 Stihl BR420 Blower, Backpack 995137 2000 Snapper CP216012RV Mower, S/P, W/B 204271 2004 Toro Z150 Mower, Riding 960610 1996 Snapper ZF2200KV61 Mower, Riding 203182 2003 Gravely 992042 Mower, Riding 204114 2004 Stihl FS250 Trimmer, Lawn 203019 2003 Stihl TS400 Saw, Cut Off 204272 2004 Toro 74-199 Mower, Riding F02304 2002 Stihl HS45 Trimmer, Hedge 204222 2004 Stihl FS250 Trimmer, Lawn 10 n/a n n/a Cabinet, Metal, Qty. 3 11 n/a n/a n/a Assorted Partitions, Qty. 17 12 n/a n/a n/a Chairs, Leather, Brown, Qty. 2 13 n/a n/a n/a Cabinet, Wood, Homemade, White 14 n/a n/a n/a Miscellaneous File Cabinets, Qty. 2 15 n/a n/a n/a Cabinet, Wood 16 n/a n/a n/a Desk, Wood 17 n/a n/a n/a Computer Power Source Qty. 3 18 n/a n/a n/a Table, End 19 n/a n/a n/a Cabinet, Wood Desk Parts, Qty 3 Cabinet, Metal, File 20 n/a n/a n/a Desk, Wood 21 n/a n/a n/a Book Shelf, Wood 22 n/a n/a n/a File Cabinet, Metal 23 n/a n/a n/a Table, Drafting 24 n/a n/a n/a Table, Drafting 25 n/a n/a n/a Table, Printing, Wood 26 n/a n/a n/a Desk, Typing 27 n/a n/a n/a Table, End 28 n/a n/a n/a Chairs, Miscellaneous, Qty. 4 29 n/a n/a n/a Chairs, Office, Qty. 4 30 n/a n/a n/a Pictures, Miscellaneous, Qty. 5 31 n/a n/a n/a Bulletin Boards, Qty. 2 32 n/a n/a n/a Candle Glass, Qty. 2 33 n/a n/a n/a Table, Folding, 6ft., Qty 2 206030 2006 Stihl MS290 Saw, Chain 204135 2004 Stihl FS250 Trimmer, Lawn 900225 1997 Redmax BC2300 Trimmer, Lawn 206120 2006 Stihl FS250 Trimmer, Lawn 207061 2007 Stihl FS250 Trimmer, Lawn 900821 2000 Stihl FS85 Trimmer, Lawn F00180 2001 Ex-Mark Lazer Mower, Riding, 60" F00179 2001 Ex-Mark Lazer Mower, Riding, 60" 995119 2000 Ex-Mark Lazer Mower, Riding, 60" 900704 1991 Gravely Promaster 300 Mower, Riding 995128 2000 Walker DGHS48 Mower, Riding 900935 1996 New Stripe All Pro II Paint, Striper 900014 1997 Redmax BC2300 Trimmer, Lawn Attachment number 1 Page 4 of 9 Item # 1 Asset # Year Make Model Type 204245 2004 Stihl MS290 Saw, Chain 34 n/a Hewlett Packard Compaq Compaq Compaq Laser Jet 8100 DN V1100 P1210 V700 Printer Monitor Monitor Monitor 35 n/a Hewlett Packard Compaq Compaq P1130 P110 V1100 Printer Monitor Monitor 204096 2004 Stihl FS85RX Trimmer, Lawn 205235 2005 Stihl FS250 Trimmer, Lawn 205007 2005 Stihl FS250 Trimmer, Lawn 206177 2006 Stihl FS250 Trimmer, Lawn 995032 1999 Walker MTGHS Mower, Riding 995121 2000 Ex-Mark Lazer 60" Mower, Riding F02231 2003 Stihl FS85 Trimmer, Lawn 204301 2004 Stihl FS250 Trimmer, Lawn 205188 2005 Stihl FS250 Trimmer, Lawn 203212 2003 Stihl MS290 Saw, Chain 204004 2004 Stihl MS440 Saw, Chain F02224 2003 Stihl MS440 Saw, Chain 36 n/a n/a n/a Chairs, Miscellaneous, Qty. 4 37 n/a n/a n/a Chairs, Desk, Black, Qty 2 38 n/a n/a n/a Table, Drafting 39 n/a n/a n/a Desk, Metal 40 n/a n/a n/a Chairs, Office, Qty 3 41 n/a Compaq Compaq Compaq Compaq Compaq Compaq LexMark Muratec Compaq Compaq Compaq Compaq DeskPro V75 DeskPro V75 DeskPro DeskPro n/a F120 V75 DeskPro V75 V75 CPU Monitor CPU Monitor CPU CPU Printer, Lazer Printer Monitor Computer Monitor Monitor 42 n/a Hewlett Packard Compaq Compaq Compaq Compaq Compaq Compaq Compaq Compaq Compaq Compaq Hewlett Packard 4550N DeskPro DeskPro DeskPro DeskPro DeskPro DeskPro DeskPro DeskPro V710 Trintron P1100 Trintron HP1130 Printer, Lazer, Color CPU CPU CPU CPU CPU CPU CPU CPU Monitor Monitor Monitor 43 n/a n/a n/a Heater, Small, Floor 44 n/a Quantor 307 Microfish Reader 45 n/a Euro-Pro HV106 Vaccuum, Small 46 n/a Motorolla Max Trac Pagers, Qty 8 47 n/a n/a n/a Telephones, Qty 4 Attachment number 1 Page 5 of 9 Item # 1 Asset # Year Make Model Type 48 n/a Motorolla Realistic Casio Sony L1547A 12-140 DL220 M2020 Radio, Monitor Radio, Weather Calculator Dictator, Micro Cassette 49 n/a Plantronics Panasonic CT10 KXTC1703B Phone, Cordless, Headset, Qty 3 Phone, Cordless, 900MHZ 50 n/a AT&T General Electric Panasonic n/a n/a n/a KXTM80B n/a Answering Machine Answering Machine Answering Machine Dialer, Computer 51 n/a Nokia n/a Cell Phone 52 n/a n/a n/a Radio Holders Radio Mic's 53 n/a n/a n/a Drives, Back up, CD-Rom, Qty 37 206033 2006 Stihl MS290 Saw, Chain 204244 2004 Stihl MS290 Saw, Chain 205192 2005 Stihl FS250 Trimmer, Lawn 205277 2005 Stihl MS192T Saw, Chain 995007 1999 Walker MCGHS42 Mower, Riding, Outfront 206176 2006 Stihl TS400 Saw, Cut Off 203020 2003 Stihl TS400 Saw, Cut Off 900755 1998 Stihl FS80 Trimmer, Lawn 204066 2004 Stihl MS440 Saw, Chain F00037 1999 Husqvarna 225L Trimmer, Lawn F02383 2001 Honda UMK431 Trimmer, Lawn F02382 2001 Honda UMK431 Trimmer, Lawn F02228 2003 Stihl MS440 Saw, Chain 205230 2005 Stihl FS250 Trimmer, Lawn 900835 2000 Stihl FS85 Trimmer, Lawn 206183 2006 Stihl FS250 Trimmer, Lawn 204220 2004 Stihl FS250 Trimmer, Lawn 54 n/a Sims SVR-S825 Digital Recorder 55 n/a Sims SVR-B925 Digital Recorder 56 n/a Sims SVR-B925 Digital Recorder 57 n/a Sims SVR-B925 Digital Recorder 58 n/a Sims SVR-B925 Digital Recorder 59 n/a Sims SVR-B925 Digital Recorder 60 n/a Sims SVR-B925 Digital Recorder 61 n/a Sims SVR-B925 Digital Recorder 62 n/a Sims SVR-B925 Digital Recorder 63 n/a Sims SVR-B925 Digital Recorder 64 n/a Sims SVR-B925 Digital Recorder 65 n/a Sims SVR-B925 Digital Recorder 66 n/a Sims SVR-B925 Digital Recorder 67 n/a Sims SVR-B925 Digital Recorder 68 n/a Sims SVR-B925 Digital Recorder 69 n/a Sims SVR-B925 Digital Recorder 70 n/a Sims SVR-B925 Digital Recorder 71 n/a Sims SVR-B925 Digital Recorder 72 n/a Sims SVR-B925 Digital Recorder 73 n/a Sims SVR-B925 Digital Recorder 74 n/a Sims SVR-B925 Digital Recorder 75 n/a Sims SVR-B925 Digital Recorder 76 n/a Sims SVR-B925 Digital Recorder 77 n/a Sims SVR-B925 Digital Recorder 78 n/a Sims SVR-B925 Digital Recorder 79 n/a Sims SVR-B925 Digital Recorder Attachment number 1 Page 6 of 9 Item # 1 Asset # Year Make Model Type 80 n/a Sims SVR-S430 Digital Voice Recorder 81 n/a Sims SVR-S430 Digital Voice Recorder 82 n/a Sims SVR-S430 Digital Voice Recorder 83 n/a Sims SVR-S430 Digital Voice Recorder 84 n/a Sims SVR-S430 Digital Voice Recorder 85 n/a Sims SVR-S430 Digital Voice Recorder 86 n/a Sims SVR-S430 Digital Voice Recorder 87 n/a Sims SVR-S430 Digital Voice Recorder 88 n/a Sims SVR-S430 Digital Voice Recorder 89 n/a Sims SVR-S430 Digital Voice Recorder 90 n/a Sims SVR-S430 Digital Voice Recorder 91 n/a Sony TCM-929 Cassette Recorder 92 n/a Sony TCM-929 Cassette Recorder 93 n/a Sony TCM-929 Cassette Recorder 94 n/a Sony TCM-929 Cassette Recorder 95 n/a Sony TCM-929 Cassette Recorder 96 n/a Sony TCM-929 Cassette Recorder 97 n/a Sanyo M-1119 Cassette Recorder 98 n/a Sony M-507V Cassette Recorder 99 n/a Sony TCM313 Cassette Recorder 100 n/a Sony TCM400DV Cassette Recorder 101 n/a Sony TCM400DV Cassette Recorder 102 n/a Sony TCM400DV Cassette Recorder 103 n/a Sony TCM400DV Cassette Recorder 104 n/a Sony TCM400DV Cassette Recorder 105 n/a Sony TCM400DV Cassette Recorder 106 n/a Sony TCM400DV Cassette Recorder 107 n/a Sony TCM400DV Cassette Recorder 108 n/a Sony TCM400DV Cassette Recorder 109 n/a Sony TCM400DV Cassette Recorder 110 n/a Sony TCM400DV Cassette Recorder 111 n/a Sony TCM400DV Cassette Recorder 112 n/a Sony TCM400DV Cassette Recorder 113 n/a Sony TCM400DV Cassette Recorder 114 n/a Sony TCM400DV Cassette Recorder 115 n/a Sony TCM400DV Cassette Recorder 116 n/a Sony TCM400DV Cassette Recorder 117 n/a Sony TCM400DV Cassette Recorder 118 n/a Sony TCM400DV Cassette Recorder 119 n/a Olympus DS-2 Voice Recorder 120 n/a Olympus DS-2 Voice Recorder 121 n/a Pentax PT-A4303A Pocket II Printer 122 n/a Pentax PT-A4303A Pocket II Printer 123 n/a Pentax PT-A4303A Pocket II Printer 124 n/a Pentax PT-A4303A Pocket II Printer 125 n/a Pentax PT-A4303A Pocket II Printer 126 n/a Pentax PT-A4303A Pocket II Printer 127 n/a Pentax PT-A4303A Pocket II Printer 128 n/a Pentax PT-A4303A Pocket II Printer 129 n/a Pentax PT-A4303A Pocket II Printer 130 n/a Pentax PT-A4303A Pocket II Printer 131 n/a Pentax PT-A4303A Pocket II Printer 132 n/a Pentax PT-A4303A Pocket II Printer 133 n/a Voice Bank DDR-3100 Digital Voice Recorder 134 n/a Voice Bank DDR-3100 Digital Voice Recorder 135 n/a Voice Bank DDR-3100 Digital Voice Recorder 136 n/a Voice Bank DDR-3100 Digital Voice Recorder Attachment number 1 Page 7 of 9 Item # 1 Asset # Year Make Model Type 137 n/a Voice Bank DDR-3100 Digital Voice Recorder 138 n/a Voice Bank DDR-3100 Digital Voice Recorder 139 n/a Voice Bank DDR-3100 Digital Voice Recorder 140 n/a Voice Bank DDR-3100 Digital Voice Recorder 141 n/a Voice Bank DDR-3100 Digital Voice Recorder 142 n/a Voice Bank DDR-3100 Digital Voice Recorder 143 n/a Voice Bank DDR-3100 Digital Voice Recorder 144 n/a Voice Bank DDR-3100 Digital Voice Recorder 145 n/a Voice Bank DDR-3100 Digital Voice Recorder 146 n/a Voice Bank DDR-3100 Digital Voice Recorder 147 n/a Voice Bank DDR-3100 Digital Voice Recorder 148 n/a Voice Bank DDR-3100 Digital Voice Recorder 149 n/a Voice Bank DDR-3100 Digital Voice Recorder 150 n/a Voice Bank DDR-3100 Digital Voice Recorder 151 n/a Voice Bank DDR-3100 Digital Voice Recorder 152 n/a Voice Bank DDR-3100 Digital Voice Recorder 153 n/a Voice Bank DDR-3100 Digital Voice Recorder 154 n/a Voice Bank DDR-3100 Digital Voice Recorder 155 n/a Voice Bank DDR-3100 Digital Voice Recorder 156 n/a Voice Bank DDR-3100 Digital Voice Recorder 157 n/a Voice Bank DDR-3100 Digital Voice Recorder 158 n/a Voice Bank DDR-3100 Digital Voice Recorder 159 n/a Voice Bank DDR-3100 Digital Voice Recorder 160 n/a Voice Bank DDR-3100 Digital Voice Recorder 161 n/a Voice Bank DDR-3100 Digital Voice Recorder 162 n/a Voice Bank DDR-3100 Digital Voice Recorder 163 n/a Voice Bank DDR-3100 Digital Voice Recorder 164 n/a Sony MVC-FD75 Camera 165 n/a Sony MVC-FD75 Camera 166 n/a Sony MVC-FD75 Camera 167 n/a Sony MVC-FD75 Camera 168 n/a Sony MVC-FD75 Camera 169 n/a Sony MVC-FD75 Camera 170 n/a Sony MVC-FD75 Camera 171 n/a Sony MVC-FD75 Camera 172 n/a Sony MVC-FD75 Camera 173 n/a Sony MVC-FD75 Camera 174 n/a Sony MVC-FD75 Camera 175 n/a Sony MVC-FD75 Camera 176 n/a Sony MVC-FD75 Camera 177 n/a Fuji Film S7000 Camera 178 n/a Fuji Film S5100 Camera 179 n/a Fuji Film S5200 Camera 180 n/a Nikon D200 Camera, 35mm 181 n/a Polaroid 1200 Camera 182 n/a Polaroid 1200 Camera 183 n/a Sony TRV240 Camcorder 184 n/a Canon Rebel 2000 Camera, 35mm, w/Parts 185 n/a Hewlett Packard Compaq Compaq n/a Compaq Compaq n/a Compaq Compaq 2250TN ML530 P110 VT520 P110 P50 VT520 Desk Pro n/a Printer, Inkjet Server Monitor Monitor Monitor Monitor Monitor CPU Keyboards Attachment number 1 Page 8 of 9 Item # 1 Asset # Year Make Model Type 186 n/a Compaq Compaq Compaq Compaq Compaq V710 V710 V75 V710 V710 Monitor Monitor Monitor Monitor Monitor 187 n/a n/a n/a Desk, Wood, 7 Parts 188 n/a n/a n/a Desk, Wood, Qty. 2 189 n/a Compaq Compaq Compaq Cisco Systems Cisco Systems Hewlett Packard Hewlett Packard Compaq Compaq DeskPro DeskPro DeskPro 2500 2500 LaserJet HP7550 V710 n/a CPU CPU CPU Router Router Printer Monitor Monitor Keyboards Qty. 3 190 n/a Meridian 1 Meridian 1 Core-Net Core-Net Server Server 191 n/a Compaq Compaq Compaq Compaq Hewlett Packard n/a V710 V710 V710 V710 C3166A n/a Monitor Monitor Monitor Monitor Printer Cabinet, Metal, File, Small, 4-Drawer 192 n/a n/a n/a Table, Wooden 193 n/a n/a n/a PA System, w/Microphones, Wires, Control Panels, etc. 194 n/a Compaq Compaq Compaq Compaq Proliant 6000 Raid Array 4100 Proliant ML530 n/a CPU Storage Works CPU Hard Drive 900384 1999 Husqvarna 145BT Blower, Backpack 900756 1998 Stihl FC75 Edger 204310 2004 Stihl MS290 Saw, Chain 207053 2007 Stihl FS250 Trimmer, Lawn 204224 2004 Stihl FS250 Trimmer, Lawn 205236 2005 Stihl FS250 Trimmer, Lawn 900983 1996 Homemade n/a Trailer, Flatbed 900246 1997 Redmax BC2300 Trimmer, Lawn 900005 1997 Yazoo SV24W-3 Mower, S/P, W/B 900296 1996 Generac 5500EXL Generator, Portable F02055 2002 John Deere Gator 6x4 Cart, Utility 203144 2003 Stihl FS85 Trimmer, Lawn 204137 2004 Stihl FS250 Trimmer, Lawn 205199 2005 Stihl FS250 Trimmer, Lawn F02192 2003 Stihl FS250 Trimmer, Lawn 205237 2005 Stihl FS250 Trimmer, Lawn HXDF355727 1983 Chevrolet Silverado Truck, P/U, F/S HIC1125063 1982 Chevrolet Scottsdale Truck, P/U, F/S Attachment number 1 Page 9 of 9 Item # 1 Finance Committee Meeting 5/27/2008 1:30 PM Award Purchase of Manufactured Tree Department:Public Services - Facilites Management Division Caption:Approve purchase of 35’ manufactured Christmas Tree for Augusta Common from best bidder, Downtown Decorations of Syracuse, NY in response to RFB 08-118 in the amount of $26,845 funded from capital account 272-04-2260-5423220. Background:Each year Augusta spends between $12,000 and $15,000 to locate, purchase, harvest, deliver, erect and decorate the Christmas tree for Augusta Common. There is a more cost effective alternative. We can replace the live tree with a 35’ tall manufactured tree using energy efficient C-7 LED bulbs. This would eliminate the recurring annual cost to procure and deliver the harvested tree. Erection time would be reduced since we could check the lights on the ground before the tree is assembled. The LED bulbs use only 10 to 20% of the energy required by the C-7 incandescent lights we have been using. This would be a very “green” artificial tree. The proposed tree also allows us to increase the height in 3’ increments up to 50’ if we so desire and funding becomes available. Estimated payback is less than 3 years. Additional funds are available in this account to allow us to purchase a storage trailer for the tree to protect it from the elements in the off season. Analysis:The low bidder, Christmas Lights Etc. included several exceptions to the terms of the sale on their bid submission resulting in the submission of a product that does not comply with the specifications. Specifically, the framework was a smaller size, the branches are a lighter gage metal, Staff would have to install all of the almost 4000 bulbs, the tree is made in China as opposed to the USA and they would not provide a representative on location the first year the tree is erected to instruct our personnel in proper techniques. As such our best value is from the second bidder. The price differential is $296 Cover Memo Item # 2 Financial Impact:The cost of the purchase is $26,845.00 to be funded from funded from capital account 272-04-2260-5423220. Alternatives:1. Approve purchase of 35’ manufactured Christmas Tree for Augusta Common from best bidder, Downtown Decorations of Syracuse, NY in response to RFB 08-118 in the amount of $26,845 funded capital account 272-04-2260-5423220. 2. Do not approve the purchase. Recommendation:Approve purchase of 35’ manufactured Christmas Tree for Augusta Common from best bidder, Downtown Decorations of Syracuse, NY in response to RFB 08-118 in the amount of $26,845 funded from capital account 272-04-2260-5423220. Funds are Available in the Following Accounts: FUNDS ARE AVAILABLE IN ACCOUNT: 272-04-2260- 5423220 tc REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 2 Finance Committee Meeting 5/27/2008 1:30 PM Fleet Maintenance Contract Department:Finance-Fleet Management Caption:Request for guidance on the Fleet Maintenance Agreement for 2009. (Referred from May 12 Finance Committee) Background:The current fleet maintenance agreement with First Vehicle Services expires on December 31, 2008. There are several courses of action to be considered. Course of Action 1= Continue the existing contract, with necessary modifications to update provisions as required. Request the current contractor present a proposal for consideration by the Commission. Paragraph 1 “AGREEMENT TERM AND TERMINATION” allows for extensions in annual increments. Course of Action 2= Publish a new request for proposal. There are currently only three corporations offering the full scope of services required by Augusta for complete maintenance services; First Vehicle Services which is the current contractor. First Vehicle Services has the industry lead on government contracts. Penske which has the industry lead on commercial fleet maintenance and All Star which is a diversified contract management oriented service provider that also provides maintenance service. Course of Action 3= Bring maintenance service “in-house” adding 54 administrative and technician positions. Analysis:With only 3 major companies providing the scope of services requested by Augusta the options are limited. Of the three major companies, Augusta has had a continuing relationship with one, First Vehicle Services (since 2003). Financial Impact:Funding for fleet maintenance will be included in the 2009 budget as appropriate. Alternatives:Indicated in the 3 courses of action discussed in the background Cover Memo Item # 3 Recommendation:Allow First Vehicle Services to make a one year extension proposal. Funds are Available in the Following Accounts: Non-required at this time REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 3 Finance Committee Meeting 5/27/2008 1:30 PM Gasoline Policy Department:Clerk of Commission Caption:Discuss the commissioners' gasoline policy. (Requested by Commissioners Brigham and Grantham) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 4 Finance Committee Meeting 5/27/2008 1:30 PM Internal Audit Department:Clerk of Commission Caption:Discuss the feasibility of bringing the internal audit functions in-house and discuss/approve a request for proposals for internal audit services for 2009. (Requested by Commissioner Brigham) (Referred from May 12 Finance Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 5 Finance Committee Meeting 5/27/2008 1:30 PM Juanita Elder Department:Clerk of Commission Caption:Consider a request from Ms. Juanita Elder regarding a refund of taxes on her property at 1256 Florence Street. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 6 Attachment number 1 Page 1 of 3 Item # 6 Attachment number 1 Page 2 of 3 Item # 6 Attachment number 1 Page 3 of 3 Item # 6 Finance Committee Meeting 5/27/2008 1:30 PM Marylou Fernando Department:Clerk of Commission Caption:Consider a request from Dr. Marylou Fernando regarding an abatement of the penalty for past due taxes on the property located at 1113 Garredd Blvd. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 7 Attachment number 1 Page 1 of 2 Item # 7 Attachment number 1 Page 2 of 2 Item # 7 Attachment number 2 Page 1 of 1 Item # 7 Finance Committee Meeting 5/27/2008 1:30 PM NPDES Vehicle Department:Finance, Fleet Management Caption:Motion to approve a request to approve the purchase of one F-150 NPDES Inspection Vehicle for the Engineering Department. Background:The Engineering Department is responsible for inspecting construction sites and environmentally sensitive areas for compliance with the provisions of the National Pollution Discharge Elimination System (NPDES). This task will be conducted by an Engineer of the Engineering Department, the position is to be filled soon. There is no vehicle which will support this requirement. The Engineering Department is requesting a Ford F-150, 4X4 because many of the sites to be inspected/surveyed are remote, off-road sites. Analysis:The Augusta-Richmond County Planning and Zoning Department is the local issuing authority for the State NPDES program, and operates an enterprise fund financed via fees for issuance of various NPDES-related permits. Funds are available for the sole use by the program and will support the acquisition of this vehicle. Please see the attached minutes from the NPDES Oversight Committee of 15 February, 2008, Item: 6. Vehicle maintenance and fuel costs will be provided by the Engineering Department. Financial Impact:Fleet Management submitted requests for bids through the Procurement Department, Bid Item 07-174 and received bids back from 3 venders. Bids from Bobby Jones Ford and Stokes-Hodges Chevrolet-GMC were incomplete. Legacy Ford submitted the low bid of $21,796.00 (see attached tab sheet). A budget adjustment must be approved by the Commission to move the money from their fund balance to the appropriate expenditure category (261-04- 1311/54.2221 ). Cover Memo Item # 8 Alternatives:(1) approve the request, (2) disapprove the request. Recommendation:Approve the budget adjustment to move $21,796.00 from their fund balance to the appropriate expenditure category and approve the purchase of the Ford F-150, 4X4 truck from Legacy Ford for $21,796.00. Funds are Available in the Following Accounts: 261-04-1311/54.22210 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 8 Attachment number 1 Page 1 of 5 Item # 8 Attachment number 1 Page 2 of 5 Item # 8 Attachment number 1 Page 3 of 5 Item # 8 Attachment number 1 Page 4 of 5 Item # 8 Item # 8 20 0 8 6 , 0 0 0 G V W P I C K U P T R U C K S BI D 0 7 - 1 7 4 B o b b y J o n e s S t o k e s - H o d g e s L e g a c y R e q u i r e d Fo r d C h e v r o l e t - G M C F o r d I t e m s Ye a r 20 0 6 2 0 0 8 2 0 0 6 Br a n d Fo r d C h e v r o l e t F o r d Mo d e l F1 5 0 S i l v e r a d o 1 5 0 0 F 1 5 0 De l i v e r y D a t e 90 D a y s 6 0 D a y s 6 0 D a y s 5. 0 1 M o d e l - 6 , 0 0 0 - E C - 4 x 2 $1 7 , 9 7 4 . 0 0 $ 2 4 , 3 4 5 . 0 0 $ 1 7 , 4 9 4 . 0 0 5. 0 2 M o d e l - 6 , 0 0 0 - E C - 4 x 4 $2 0 , 7 0 4 . 0 0 $ 2 8 , 3 8 1 . 0 0 $ 2 0 , 0 0 7 . 0 0 $ 2 0 , 0 0 7 . 0 0 5. 0 3 R e a r S e a t D e l e t e d - E C n/a n / a n / a 5. 0 4 S p e e d C o n t r o l 18 7 . 0 0 1 9 9 . 2 0 1 9 5 . 0 0 5. 0 5 T i l t S t e e r i n g 0. 0 0 0 . 0 0 0 . 0 0 5 . 0 5 0 . 0 0 5. 0 6 H D C o o l i n g P a c k a g e 0. 0 0 0 . 0 0 0 . 0 0 5 . 0 6 0 . 0 0 5. 0 7 H D E l e c t r i c a l P a c k a g e 0. 0 0 0 . 0 0 0 . 0 0 5 . 0 7 0 . 0 0 5. 0 8 H D S u s p e n s i o n P a c k a g e 0. 0 0 7 8 . 8 5 9 9 7 . 0 0 5. 0 9 S k i d P l a t e P a c k a g e 4 x 4 13 0 . 0 0 1 2 4 . 5 0 1 4 5 . 0 0 5 . 0 9 1 4 5 . 0 0 5. 1 0 M i n i m u m 8 F o o t B e d 1, 3 4 7 . 0 0 1 , 6 8 3 . 6 0 3 2 5 . 0 0 5. 1 1 T r a i l e r T o w P a c k a g e 29 1 . 0 0 6 1 6 . 0 0 3 0 0 . 0 0 5 . 1 1 3 0 0 . 0 0 6. 0 0 O U T F I T T E R ' S S P E C I A L T Y I T E M S 6. 0 1 F i r e E x t i n g u i s h e r 38 . 0 0 No B i d 26 . 0 0 6 . 0 1 2 6 . 0 0 6. 0 2 T h r e e P l u g O u t l e t R e c e p t a c l e 45 . 0 0 No B i d 23 . 0 0 6 . 0 2 2 3 . 0 0 6. 0 3 B e d L i n e r 26 5 . 0 0 No B i d 28 5 . 0 0 6 . 0 3 2 8 5 . 0 0 6. 0 4 T o o l B o x 22 0 . 0 0 No B i d 24 5 . 0 0 6. 0 5 C l a s s I I I T r a i l e r H i t c h 18 0 . 0 0 No B i d 37 5 . 0 0 6 . 0 5 3 7 5 . 0 0 6. 0 6 T r a i l e r W i r i n g 30 . 0 0 No B i d 60 . 0 0 6 . 0 6 6 0 . 0 0 6. 0 7 2 " T r a i l e r B a l l 9. 0 0 No B i d 40 . 0 0 6. 0 8 W i n d o w T i n t - E C 12 5 . 0 0 No B i d 15 0 . 0 0 6 . 0 8 1 5 0 . 0 0 6. 0 9 S a f e t y C o n e H o l d e r 75 . 0 0 No B i d 35 . 0 0 6 . 0 9 3 5 . 0 0 6. 1 0 S a f e t y C o n e s 95 . 0 0 No B i d 80 . 0 0 6 . 1 0 8 0 . 0 0 7. 0 0 A L E R T W A R N I N G S Y S T E M S 7. 0 1 B a c k u p A l a r m 40 . 0 0 No B i d 30 . 0 0 7 . 0 1 3 0 . 0 0 7. 0 2 M a g n e t i c S t r o b e L i g h t 30 1 . 0 0 No B i d 30 0 . 0 0 7. 0 3 L E D C a b M o u n t F l a s h i n g L i g h t 39 1 . 0 0 No B i d 28 0 . 0 0 7 . 0 3 2 8 0 . 0 0 IN C O M P L E T E I N C O M P L E T E T o t a l $ 2 1 , 7 9 6 . 0 0 L e g a c y F o r d BI D P A C K E T - B I D P A C K E T - SE C T I O N S O N E S E C T I O N 2 - I T E M S AN D T W O 6 . 0 1 - 7 . 0 3 FO R A L L D E P A R T M E N T S - 6 , 0 0 0 G V W T R U C K S - B I D S O P E N E D O C T O B E R 1 9 @ 1 1 : 0 0 Attachment number 2 Page 1 of 1 Item # 8 Finance Committee Meeting 5/27/2008 1:30 PM Receive as Information First Quarter 2008 Financials Department:Finance Caption:Receive as information First Quarter 2008 Financial reports for period ending March 31, 2008. Background:Periodic financial reports are presented to keep the commission aware of the financial status of the organization. Analysis: Financial Impact: Alternatives: Recommendation:Receive as information Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 9 Finance Committee Meeting 5/27/2008 1:30 PM Sun Ye White Department:Clerk of Commission Caption:Report from the Administrator regarding the taxes due on property at 839 East Boundary Street owned by Mr. Sun Ye White. (Referred from May 12 Finance Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 10 Attachment number 1 Page 1 of 10 Item # 10 Attachment number 1 Page 2 of 10 Item # 10 Attachment number 1 Page 3 of 10 Item # 10 Attachment number 1 Page 4 of 10 Item # 10 Attachment number 1 Page 5 of 10 Item # 10 Attachment number 1 Page 6 of 10 Item # 10 Attachment number 1 Page 7 of 10 Item # 10 Attachment number 1 Page 8 of 10 Item # 10 Attachment number 1 Page 9 of 10 Item # 10 Attachment number 1 Page 10 of 10 Item # 10 Finance Committee Meeting 5/27/2008 1:30 PM Swamp Soiree Department:Clerk of Commission Caption:Consider a request from the Southeastern Natural Sciences Academy for city sponsorship through the purchase of tickets for the 10th Anniversary Swamp Soiree 2008. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 11 Attachment number 1 Page 1 of 1 Item # 11 Finance Committee Meeting 5/27/2008 1:30 PM Utilities-RWPS Ranger Department:Finance Department, Fleet Management Division Caption:Approve the purchase of one new compact pickup truck for Utilities Department – Water Production Division – Raw Water Pumping Station. Background:The Augusta Canal is manually operated by opening and closing numerous large gates along its length. There is no remote operation therefore an operator has to physically open or shut these large gates to increase or decrease the flow of water in or out of the canal. Because of the gearing ratio and the size of these gates, it takes a significant amount of time to perform an operational change. The Canal is approximately 7 miles long with the main control structures at the opposite ends of each other (Headgates at diversion dam in Columbia Co. and the 13th St. gates downtown). When the three mills and the RWPS are in operating normally the water level remains controlled. When a mill goes off line unexpectedly or changes their demand for the amount of water they need problems occur. Most times, these changes are coordinated but that is not always the case. When there is an unexpected change, the operators have to react quickly or there is a danger of overtopping the banks of the canal. Movement up and down the canal is hindered by joggers and cyclists. The same scenario is true in a rain event. More water is coming into the canal than is being used and changes need to be made quickly. A more efficient operational way to control these unexpected changes would be to perform these gate controls at the same or close to the same time; thus the request for the other truck. The operators could be going to both ends of the canal at the same time. 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 as Cover Memo Item # 12 indicated for Bid Item: 07-173 (tab sheet is attached); (1) Legacy Ford = $13,704.00, (2) Bobby Jones Ford = $14,151 (Note: Bobby Jones Ford will honor the Local Vender Preference clause). Financial Impact:This vehicle was included in the Utilities Department 2008 Capital Outlay request and funds are available for the purchase from Bobby Jones Ford for $13,704.00 Alternatives:(1) Approve the request, (2) disapprove the request Recommendation:Approve the request to purchase one compact pickup truck (Ford Ranger) from Bobby Jones Ford for $13,704 Funds are Available in the Following Accounts: 506-04-3570/54.22210- Utilities Capital Account REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 12 2008 COMPACT PICKUP TRUCKS BID 07-173 Bobby Jones Legacy Bobby Jones Legacy Ford Ford Ford Ford Year 2008 2008 Brand Ford Ford Model Ranger Ranger Delivery Date 120 Days 90 Days 5.01 Model -EC-4x2 $13,002.00 $12,663.00 5.01 $13,002.00 $12,663.00 5.02 Model -EC-4x4 $16,250.00 $15,846.00 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 6.03 Bed Liner 265.00 250.00 6.03 265.00 250.00 6.04 ToolBox 220.00 250.00 6.04 220.00 250.00 6.05 Class III Trailer Hitch 205.00 315.00 6.06 Trailer Wiring 30.00 60.00 6.07 2" Trailer Ball 9.00 30.00 6.08 Window Tint 100.00 120.00 6.08 100.00 120.00 6.09 Safety Cone Holder 75.00 35.00 6.10 Safety Cones 95.00 85.00 6.10 95.00 85.00 7.00 ALERT WARNING SYSTEMS 7.01 Backup Alarm 40.00 30.00 7.01 40.00 30.00 7.02 LED Cab Mount Light 391.00 280.00 7.02 391.00 280.00 TOTAL $14,151.00 $13,704.00 NOTE: Bobby Jones Ford will honor the Local Vendor Preference clause of the bid contract FOR ALL DEPARTMENTS-COMPACT PICKUP TRUCKS-BID OPENING OCTOBER 19 @ 11:00 Attachment number 1 Page 1 of 1 Item # 12