HomeMy WebLinkAbout2009-01-12-Meeting Agenda
Finance Committee Meeting Committee Room- 1/12/2009- 2:00 PM
FINANCE
1. Motion to approve the purchase of 12 Compact Pickup Trucks for
Inspectors of Inspections Department (License and Inspections
Department).
Attachments
2. Consider a request from Alpha Phi Alpha Fraternity, Inc. regarding city
sponsorship through the purchase of tickets for the 12th Annual Rev. Dr.
Martin Luther King, Jr. Unity Breakfast.
Attachments
3. Consider a request from Mr. Dennis Myers for a waiver of interest on his
tax bill.
Attachments
4. Motion to approve correction of 2008 contract for EMS services by Gold
Cross due to a typographical error.
Attachments
5. Motion to approve authorization for Historic Augusta, Inc. to prepare and
submit a 2009 Historic Preservation Fund Grant Application on behalf of
the City of Augusta in order to complete phase two of a historic resources
survey of the Harrisburg-West End Historic District.
Attachments
6. Motion to increase the budget for CDBG Code Enforcement Grant from
$50,000 to $84,375.
Attachments
7. Motion to approve refund request for January, 2009.
Attachments
8. Consider a request from L.P.B. Properties regarding a refund/credit of
taxes for property located at 2531 Center West Parkway.
Attachments
9. Approve property insurance coverage for 2009 offered through Affilliiated
FM Insurance for a premium of $266,457 on a $50,000 deductible policy
($100,000 deductible on flood and earth movement). Breakdown on
premium quote: $248,957 property coverage, $10,000 engineering fee and
$7,500 terrorism coverage.
Attachments
10. Consider a request from the Richmond County Health Department
regarding a proposed fee schedule adjustment associated with its
environmental health services. (Referred from December 12 Finance)
Attachments
www.augustaga.gov
11. Consider a request from Ms. Teresa L. Tuten of Teresa's Treasures for a
refund of penalty and interest regarding the 2007 taxes for her business.
Attachments
12. Approve reimbursement of Federal Funds to HCD for the appraised value
of 1328 Baker Ave(Transition Ctr).
Attachments
Finance Committee Meeting
1/12/2009 2:00 PM
2008 Licensing Trucks
Department:Finance Department, Fleet Management Division
Caption:Motion to approve the purchase of 12 Compact Pickup Trucks for Inspectors
of Inspections Department (License and Inspections Department).
Background:License and Inspections Department have Code Enforcement Officers and
Inspectors that are currently using their privately owned vehicles to perform
their inspection and enforcement duties. Some personnel receive auto
allowances and some receive reimbursement for mileage. The fluctuation of
gas prices over the past 3 years coupled with different methodology of
reimbursing the employee for the use of their personal conveyance was the
major factor in selecting the use of government vehicles. The plan to
provide government vehicles was discussed with the Augusta Construction
Advisory Board by Mr. Rob Sherman, Director of License and Inspections
Department. The Advisory Board approved the acquisition of 12 trucks for
inspectors. A letter of approval is attached as an enclosure. The use of
government marked vehicles is most appropriate for inspectors representing
Augusta in official duties and consistent with the operational standards for
inspectors and code enforcement officers. The arrival of the inspector in a
government vehicle reinforces their position with the Government.
Analysis:In reviewing the reimbursements for 2007, Fleet Management was able to
calculate the average miles driven by day/week for inspectors and code
enforcement officers. An inspector will average 55 miles per day (275 per
week) with code enforcement officers averaging 48 miles per day (240 per
week). This justifies the use of a government vehicle. 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 3
venders on bid item 08-188, with only one vender being in compliance:
Bobby Jones Ford at a cost of $15,459.00 for each truck (see attached
tabulation sheet).
Financial Impact:The total cost of the 12 Rangers is $185,508 which is available in the fund
217- Building Division Revenue fund balance.
Alternatives:Disapprove the request
Recommendation:Recommend the purchase of 12 Ford Rangers from Bobby Jones Ford.
Funds are Available in
the Following 217-Revenue Fund Balance
Cover Memo
Item # 1
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Item # 1
2009 COMPACT PICKUP TRUCKS
BID 08-188 Bobby Jones Legacy Gordon Required
Ford Ford Chevrolet Items
Year 2009 BID BID
Brand Ford NON NON
Model Ranger COMPLIANT COMPLIANT
Delivery Date 90 Days
5.01 Model -EC-4x2 (4 Cyl)$15,004.00 $0.00 $0.00 5.01 $15,004.00
5.02 Model -EC-4x2 (6 Cyl)$16,044.00 $0.00 $0.00
5.02 Model -EC-4x4 (6Cyl)$18,558.00 $0.00 $0.00
6.00 OUTFITTER'S SPECIALTY ITEMS
6.01 Fire Extinguisher 40.00 0.00 0.00 6.01 40.00
6.02 Three Plug Outlet Receptacle 45.00 0.00 0.00
6.03 Bed Liner 275.00 0.00 0.00 6.03 275.00
6.04 ToolBox 245.00 0.00 0.00
6.05 Class III Trailer Hitch 190.00 0.00 0.00
6.06 Trailer Wiring 30.00 0.00 0.00
6.07 2" Trailer Ball 12.00 0.00 0.00
6.08 Window Tint 90.00 0.00 0.00 6.08 90.00
6.09 Safety Cone Holder 40.00 0.00 0.00
6.10 Safety Cones 105.00 0.00 0.00
7.00 ALERT WARNING SYSTEMS
7.01 Backup Alarm 50.00 0.00 0.00 7.01 50.00
7.02 Cab Mount LED Flashiong Light 407.00 0.00 0.00
$15,459.00
ALL DEPARTMENTS-COMPACT PICKUP TRUCK-BID OPENING 11/14 @ 11:00
Attachment number 2
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Item # 1
Finance Committee Meeting
1/12/2009 2:00 PM
Alpha Phi Alpha Fraternity Inc.
Department:Clerk of Commission
Caption:Consider a request from Alpha Phi Alpha Fraternity, Inc. regarding city
sponsorship through the purchase of tickets for the 12th Annual Rev. Dr.
Martin Luther King, Jr. Unity Breakfast.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 2
Attachment number 1
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Item # 2
Finance Committee Meeting
1/12/2009 2:00 PM
Consider waiving interest on Map 8397
Department:Tax Commissioner's Office
Caption:Consider a request from Mr. Dennis Myers for a waiver of interest on his tax
bill.
Background:This mobile home sits on a corner lot. Some corner lots may use either
address as the mailing address. This office recognizes whatever the Tax
Assessor's Office provides to us. This office has offered to adjust penalty.
The tax payer promised to pay this bill in full in year's past, but as of this
date, has not.
Analysis:Interest in the amount of $44.91 to be approved for waiver or denied.
Financial Impact:$44.91
Alternatives:
Recommendation:No recommendation from this office.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Attachment number 1
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Item # 3
Attachment number 2
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Item # 3
Finance Committee Meeting
1/12/2009 2:00 PM
EMS Contract Correction
Department:Finance
Caption:Motion to approve correction of 2008 contract for EMS services by Gold
Cross due to a typographical error.
Background:The contract approved by the commission for the extention for 911
ambulance and emergency medical services dated 06/19/2007, item number
2 contained a typographical error. The amount included in the contract was
$1,300,0000 and should have been $1,330,000 which was referenced as the
agreed upon amount in the 2005 contract.
Analysis:The contract approved by the commission for the extention for 911
ambulance and emergency medical services dated 06/19/2007, item number
2 contained a typographical error. The amount included in the contract was
$1,300,0000 and should have been $1,330,000.
Financial Impact:The contract approved by the commission for the extention for 911
ambulance and emergency medical services dated 06/19/2007, item number
2 contained a typographical error. The amount included in the contract was
$1,300,0000 and should have been $1,330,000. This has resulted in the 2008
budget being understated by $30,000.
Alternatives:
Recommendation:Approve the correction of the contract and increase the budget from
$1,300,000 to $1,330,000(the correct amount.
Funds are Available in
the Following
Accounts:
General Fund
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission Cover Memo
Item # 4
Finance Committee Meeting
1/12/2009 2:00 PM
Historic Augusta
Department:Clerk of Commission
Caption:Motion to approve authorization for Historic Augusta, Inc. to prepare and
submit a 2009 Historic Preservation Fund Grant Application on behalf of the
City of Augusta in order to complete phase two of a historic resources
survey of the Harrisburg-West End Historic District.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 5
Attachment number 1
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Item # 5
Finance Committee Meeting
1/12/2009 2:00 PM
Increase Code Enforcement CDBG Budget
Department:Finance
Caption:Motion to increase the budget for CDBG Code Enforcement Grant from
$50,000 to $84,375.
Background:CDBG Grant reimburses the county 100% for two full time License and
Inspectors salaries. There is no required match. Original budget was
understated.
Analysis:CDBG Grant reimburses the county 100% for two full time License and
Inspectors salaries. There is no required match. Original budget was
understated.
Financial Impact:
Alternatives:1) increase budget to $84,375 and receive reimbursement from CDBG Grant
2) fund inspector's salaries from general fund and receive no reimbursement.
Recommendation:approve
Funds are Available in
the Following
Accounts:
cdbg funding
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 6
Finance Committee Meeting
1/12/2009 2:00 PM
January 2009 Refund Request from Board of Assessors
Department:Board of Tax Assessors
Caption:Motion to approve refund request for January, 2009.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 7
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Item # 7
Finance Committee Meeting
1/12/2009 2:00 PM
L.P.B. Properties
Department:Clerk of Commission
Caption:Consider a request from L.P.B. Properties regarding a refund/credit of taxes
for property located at 2531 Center West Parkway.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 8
Attachment number 1
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Item # 8
Finance Committee Meeting
1/12/2009 2:00 PM
Property Insurance for 2009
Department:Finance/Risk Management
Caption:Approve property insurance coverage for 2009 offered through Affilliiated
FM Insurance for a premium of $266,457 on a $50,000 deductible policy
($100,000 deductible on flood and earth movement). Breakdown on
premium quote: $248,957 property coverage, $10,000 engineering fee and
$7,500 terrorism coverage.
Background:Dawson , Taylor and Company Insurance Agency seeks annual quotes from
the insurance market for coverage on buildings and contents. Quotes are
obtained from only carriers with an A or better rating. Three quotes have
been received for 2009. Affiliated FM Insurance is low bidder and is
providing greater coverage for the exposure. The premium quote from all
bidders is attached and is based on property values of $530,923,881.
Analysis:
Financial Impact:Based on current property values of $530,923,881 premium quote for 2009
is $266,457.
Alternatives:1. Drop coverage and retain risk 2. Reduce premium by only insuring those
property representing the largest losses should an event damage these
structures (Municipal Building, Law Enforcement Center, RCCI, etc.)
Recommendation:Approve insurance coverage for 2009 through Affiliated FM Insurance with
$50,000 deductible for premium of $266,457. Effective date of coverage is
February 1, 2009 through February 1, 2010.
Funds are Available in
the Following
Accounts:
611 015212 52.31110 Risk Management
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 9
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Item # 9
Finance Committee Meeting
1/12/2009 2:00 PM
Richmond County Health Department
Department:Clerk of Commission
Caption:Consider a request from the Richmond County Health Department regarding
a proposed fee schedule adjustment associated with its environmental health
services. (Referred from December 12 Finance)
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
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Item # 10
Finance Committee Meeting
1/12/2009 2:00 PM
Teresa L. Tuten
Department:Clerk of Commission
Caption:Consider a request from Ms. Teresa L. Tuten of Teresa's Treasures for a
refund of penalty and interest regarding the 2007 taxes for her business.
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
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Item # 11
Finance Committee Meeting
1/12/2009 2:00 PM
Transition Ctr Land Swap
Department:Finance
Caption:Approve reimbursement of Federal Funds to HCD for the appraised value of
1328 Baker Ave(Transition Ctr).
Background:The Library purchase transaction for 842 Greene Street included swapping
1328 Baker Ave for 842 Greene Street. The property at 1328 Baker Ave was
originally purchased with federal funding. According to federal regulations
if any asset purchased with federal funding is either sold or disposed of ,
those funds must be returned to the federal government. HCD is an agent
for the federal government. 1328 Baker Avenue has an appraised value of
$200,000. The $200,000 must be refunded to HCD as agent for the federal
government.
Analysis:According to federal regulations if any asset purchased with federal funding
is either sold or disposed of , the funds must be returned to the federal
government. HCD is an agent for the federal government. 1328 Baker
Avenue has an appraised value of $200,000. The $200,000 must be refunded
to HCD as agent for the federal government.
Financial Impact:Reimburse HCD for the $200,000 with the funds from SPLOST IV Library
project.
Alternatives:None
Recommendation:Reimburse HCD for $200,000.
Funds are Available in
the Following
Accounts:
Funds are available in 324-05-1120/202150320
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission Cover Memo
Item # 12