HomeMy WebLinkAbout2008-11-24-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Committee Room- 11/24/2008- 1:15 PM
FINANCE
1. Approve the purchase of one SWAT emergency response vehicle for
Sheriff’s Office – Narcotics Division.
Attachments
2. Approve Funding for the December 2, 2008 Runoff.
Attachments
3. Consider a request from Hewlett Packard Financial Services regarding a
refund of taxes for equipment for the tax years 2003 and 2004.
Attachments
4. Motion to approve abatement of all County Ad Valorem Taxes on Land
Bank owned property.
Attachments
5. Motion to approve the allocation of supplementary funds to satisfy the Law
Department operating budget for the remainder of FY 2008.
Attachments
6. Approve Revised Job Descriptions in the Tax Assessor's Office, Recreation
and Utilities Departments. (Referred from November 18 Commission
meeting)
Attachments
7. Motion to approve refund recommendations from the Board of Assessors
for five (5) accounts.
Attachments
8. Approve the Vehicle Oversight Program and purchase of GPS tracing
systems and tracking subscription.
Attachments
9. Motion to approve an application for a grant for start up and operational
costs for the Superior Court Drug Court for the period July 1, 2008 through
June 30, 2009.
Attachments
Finance Committee Meeting
11/24/2008 1:15 PM
2008 RCSO Swat Truck
Department:Finance Department, Fleet Management Department
Caption:Approve the purchase of one SWAT emergency response vehicle for
Sheriff’s Office – Narcotics Division.
Background:The Richmond County Sheriff’s Office-Narcotics Division requests the
acquisition of a specialized SWAT emergency response vehicle in order to
respond to extreme emergencies in which the services of the SWAT team
are required. This vehicle will be designed to carry the necessary equipment
and manpower to respond quickly to the majority of critical situations
throughout the area. The vehicle will also be equipped with 4 wheel drive to
successfully maneuver hazardous terrain as is the case in many
instances. The team is currently using various combinations of vehicles and
trailers for response purposes which is excessive, therefore costly and also
time consuming. The inclusion of this specialized vehicle will combine all
aspects of the total service and streamline the operation so the response can
be deployed in the most efficient manner possible.
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 2 vendors. A review of the bids received shows the following
(The tab sheet is attached for review): Bid Item: 08-191, (1) Bobby Jones
Ford = $50,911.00; and, (2) Gerling & Associates, Inc. = Bid Packet Non-
Compliant.
Financial Impact:This vehicle will be purchased from the Sheriff’s Office confiscated funds
account for $50,911.00.
Alternatives:(1) Approve the request; (2) disapprove the request.
Recommendation:Approve the request to purchase one (1) SWAT Emergency Response
Vehicle, from Bobby Jones Ford for $50,911, lowest bid offered on bid 08-
191.
Funds are Available in
the Following
Accounts:
212-03-1222/54.22210
REVIEWED AND APPROVED BY:
Cover Memo
Item # 1
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
2008 SWAT EMERGENCY RESPONSE VEHICLE
Bid 08-191 Bobby Jones Gerling & Assos.
Ford Incorporated
Year 2008 Non-Compliant
Make Ford Did Not Comply
Model F450 with Addendum
Delivery date 45-60 Days Requirement
Bid Price $50,911.00 $0.00
SHERIFF OFFICE - SWAT EMERGENCY RESPONSE TRUCK - BID OPENING 10/23/08 @ 11:00
Attachment number 1
Page 1 of 1
Item # 1
Finance Committee Meeting
11/24/2008 1:15 PM
Approve Funding for December 2, 2008 Runoff
Department:Board of Elections
Caption:Approve Funding for the December 2, 2008 Runoff.
Background:The runoff is a continuation of the November 4, 2008 General Election and
is mandated by law.
Analysis:All polling locations are required to be open. All Advance Voting sites will
be open beginning Monday, November 24 through Wednesday, November
26, 2008.
Financial Impact:$77,490
Alternatives:None
Recommendation:Approve Funding
Funds are Available in
the Following
Accounts:
Available in the City's Contingency Fund 101101110/6011110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
ELECTION COST WORKSHEET
GENERAL ELECTION RUNOFF
DECEMBER 2, 2008
ITEM TOTAL COST
Poll Worker Salary 45,000.00
Poll Worker Training 0
Cell Phones 500.00
Testing of Equipment 3,600.00
Temporary Employees (Daily) 8,000.00
Election Night Workers
and Delivery Crew
4,000.00
Security 300.00
Staff Overtime/Comp Hours 0
Custodial Pay 1,150.00
Building Rental 3,100.00
Truck Rental 2,000.00
Printing – Absentee Ballots 5,000.00
Food 200.00
Mileage 100.00
Board Pay 1,000.00
Advertising 40.00
Postage – Absentee/Poll Worker 3,500.00
TOTAL ESTIMATED COST $77,490.00
Attachment number 1
Page 1 of 1
Item # 2
Finance Committee Meeting
11/24/2008 1:15 PM
Hewlett Packard Financial Services
Department:Clerk of Commission
Caption:Consider a request from Hewlett Packard Financial Services regarding a
refund of taxes for equipment for the tax years 2003 and 2004.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 3
Attachment number 1
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Item # 3
Finance Committee Meeting
11/24/2008 1:15 PM
Land Bank Authority - Tax Abatement of City property
Department:Attorney
Caption:Motion to approve abatement of all County Ad Valorem Taxes on Land
Bank owned property.
Background:Land Bank Authority recently acquired several pieces of property in
Richmond County and pursuant to OCGA § 48-4-64, is requesting the ad
valorem taxes on said properties be abated. Attached is a list of said
properties and the amount of taxes to be abated.
Analysis:See Background
Financial Impact:N/A
Alternatives:Do not approve
Recommendation:Approve
Funds are Available in
the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
Address Parcel Description Taxes Due
1223 Pine Street 046-4-745-00-0 Delinquent Property Taxes 1,797.90
1225 Pine Street 046-4-744-00-0 Delinquent Property Taxes 2,093.35
846 Adams Street 046-40499-00-0 Delinquent Property Taxes 878.89
1255 Pine Street 059-2-011-00-0 Delinquent Property Taxes 2,365.24
1014 Ninth Street 046-4-447-00-0 Delinquent Property Taxes 411.07
842 Adams Street 046-4-498-00-0 Delinquent Property Taxes 433.36
850 Adams Street 046-4-500-00-0 Delinquent Property Taxes 826.05
1016 Ninth Street 046-4-478-00-0 Delinquent Property Taxes 1,629.68
1006 Ninth Street 046-4-473-00-0 Delinquent Property Taxes 345.56
1020 Ninth Street 046-4-479-00-0 Delinquent Property Taxes 2,101.24
923 Hopkins Street 046-4-454-00-0 Delinquent Property Taxes 861.48
1006 Tenth Street 046-4-321-00-0 Delinquent Property Taxes 245.44
Total Amount to Be Abated 13,989.26
Attachment number 1
Page 1 of 1
Item # 4
Finance Committee Meeting
11/24/2008 1:15 PM
Law Department Budget Adjustment for FY 2008
Department:Augusta Law Department
Caption:Motion to approve the allocation of supplementary funds to satisfy the Law
Department operating budget for the remainder of FY 2008.
Background:The budget that was submitted for the Law Department for FY 2008, was
severely under-estimated as it was based on a staff of one (1) attorney and
two (2) support persons and did not include the present level of staff or
considerations of the present functionality of the department. The bulk of
the operating budget previously requested was submitted in the form of
salary and benefits for the current staff levels, however, the department has
grown and is using an increased amount of paper, pens, toner and other day
to day supplies. Likewise, the costs of training more staff persons was not
computed into the FY 2008 budget and items such as continuing legal
education costs and travel have not be adequately accounted for in the
current budget. Although, the department is conserving its present resources,
and additional budget supplement is necessary to pay bills and get supplies
throughout the remainder of FY 2008.
Analysis:Upon review and consultation with the budget analyst for the Department, it
has become apparent that funds are presently encumbered in the amount of
$12, 411.98 and approximately $20,000 will be needed for the Department
to continue to pay outstanding bills, new bills and to purchases supplies for
the remainder of FY 2008.
Financial Impact:The request for a budget supplement of $20,000 for the remainder of FY
2008 should be granted and $20,000 will need to be transferred into the Law
Department's operating budget.
Alternatives:None. The Law Department has no money to operate and its bills are being
returned without payment.
Recommendation:That the Augusta-Richmond County Commission approve the allocation of
funds for the remainder of FY 2008, in the amount of $20,000 for the
continued operation of the Augusta Law Department.
Funds are Available in
the Following
Accounts:
General Fund Contingency. 101101110/6011110
Cover Memo
Item # 5
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 5
Finance Committee Meeting
11/24/2008 1:15 PM
Multi-Department Salary Inequity Corrections
Department:Human Resources
Caption:Approve Revised Job Descriptions in the Tax Assessor's Office, Recreation
and Utilities Departments. (Referred from November 18 Commission
meeting)
Background:See attached agenda item details.
Analysis:See attached agenda item details.
Financial Impact:See attached agenda item details.
Alternatives:See attached agenda item details.
Recommendation:See attached agenda item details.
Funds are Available in
the Following
Accounts:
See attached agenda item details.
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 6
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Item # 6
Finance Committee Meeting
11/24/2008 1:15 PM
November 2008 Refund Request
Department:Board of Assessors - Charles F. Smith, Chairman and Calvin Hicks, Chief
Appraiser
Caption:Motion to approve refund recommendations from the Board of Assessors for
five (5) 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:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 7
A & M Vending Service, Inc.
Acct. No. 2005123 (City location)
Refund is based on a consolidated return for tax year 2007 for a business personal property
account. A portion of the assets were duplicated on Account #2100440, which is a County
location. The taxes were paid on both accounts.
Grant refund for 2007 in the total amount of $2,981.20, as follows:
For 2007, $2,981.20 (State $20.47; County $761.43; School $1,539.58; Urban $659.72).
Augusta Property Management, Inc.
Acct. No. 2104438
Refund is based on a corrected asset listing for tax year 2007 for a business personal property
account. Assets were removed that were assessed through the income approach to value.
Grant refund in the total amount of $766.02, as follows:
For 2007, $766.02 (State $5.31; County $189.95; School $399.55; Urban $171.21).
Cawley Court Homeowners Association
Map 33-3 Parcel 252
This parcel was incorrectly valued as usable land. It is actually a road right-of-way.
Grant refund for 2007 in the total amount of $285.42, as follows:
For 2007, $285.42 (State $1.98; County $70.77; School $148.88; Urban $63.80).
Elite International Jewelry
Acct. No. 2103378
Refund is based on a corrected inventory of $92,223 for tax year 2007 for a business personal
property account. The corrected figure was supported by an amended Federal Income tax
return.
Grant refund in the total amount of $565.26, as follows:
For 2007, $565.26 (State $4.61; County $213.44; School $347.22).
Attachment number 1
Page 1 of 2
Item # 7
Yancey Brothers
Acct. No. 517211
Refund is based on adjustments to an audit conducted for tax year 2007 for a business personal
property account. There was a change made to an economic life which resulted in increased
depreciation.
Grant refund in the total amount of $312.28, as follows:
For 2007, $312.28 (State $2.64; County $111.32; School $198.32).
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Item # 7
Finance Committee Meeting
11/24/2008 1:15 PM
Request to Purchase GPS Tracking System and Subscription
Department:Finance/Risk Management/Fleet Management
Caption:Approve the Vehicle Oversight Program and purchase of GPS tracing
systems and tracking subscription.
Background:Risk Management and Fleet Management began investigating possible tools
to minimize losses and risk to the Augusta Fleet. This search has been
ongoing since 2006. The benefits of such a system are: reduced fuel usage,
reduced wear and tear on fleet vehicles, reduction in unsafe driving behavior
and reduction in misappropriation of government vehicles. Global
Positioning Systems (GPS) units have proven to be very efficient in these
areas. A “vehicle oversight program” has been developed (attached)
involving the use of GPS units installed on government vehicles. This
program was reviewed by the Law Department in August 2008. General
Counsel Chiquita Johnson has found the general content of the program
acceptable.
Analysis:A request for bids was submitted through the Procurement Department.
Proposals were received on November 7, 2008. The Procurement
Department received proposals from three (3) vendors, one of which was
non-compliant. An evaluation committee reviewed the two proposals on
November 14, 2008 and selected SignalTrac as the winning bid.
Financial Impact:The purchase is for 150 units at a cost per unit of $299.00. There is no
activation fee. There is a monthly service for unlimited service for $29.95
+ .90 FCC/unit. Funding for the procurement of this equipment will be from
fund 272-01-5210/54-25310. Total $44,850 for 150 units and $55,530
annual service for 150 units.
Alternatives:1. Approve the award to the lowest bidder. 2. Do not approve the request.
Recommendation:Approve the Vehicle Oversight Program and purchase of 150 GPS units
from SignalTrac for a total of $100,380 for the GPS Units and monthly
service for 1 year.
Funds are Available in
the Following
Accounts:
272-01-5210/54-25310
REVIEWED AND APPROVED BY:
Cover Memo
Item # 8
Finance.
Law.
Administrator.
Risk Management
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 8
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Finance Committee Meeting
11/24/2008 1:15 PM
Superior Court Drug Court Grant
Department:Clerk of Commission
Caption:Motion to approve an application for a grant for start up and operational
costs for the Superior Court Drug Court for the period July 1, 2008 through
June 30, 2009.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 9
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