HomeMy WebLinkAbout2009-05-11-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Committee Room- 5/11/2009- 1:00 PM
FINANCE
1. Approve the purchase of two backhoe/loaders for the Utilities Department-
Construction Division.
Attachments
2. Consider a request from ADSI Moving Systems, Inc. regarding a refund of
taxes for the years 2007 and 2008.
Attachments
3. Consider a request from Mr. Jugal K. Purohit regarding a waiver of penalty
on ten (10) tax bills due to national economic conditions. (Referred from May
5 Commission meeting)
Attachments
4. Consider a request from FPL Food, LLC regarding a waiver of interest and/or
penalties on their 2008 property taxes. (Referred from May 5 Commission
meeting)
Attachments
5. Consider a request from Mr. Ming F. Lin regarding a refund of taxes for the
years 2006 through 2008 on property located at 3008 Mistletoe Avenue.
Attachments
6. Motion to approve an Ordinance to amend Article 1, Section 2-5-5 of
Chapter 5 of Title II of the Augusta-Richmond County Code, called "Chapter
5 Theft Prevention"; to provide clarity regarding the use of personal
identification numbers for new and existing covered accounts and; to provide
an effective date; and for other purposes allowed by law.
Attachments
7. Consider a request by the Olin Corporation that penalty and interest be
refunded on 5 2008 tax bills. (Referred from May 5 Commission
meeting)
Attachments
8. Approve Resolution authorizing the settlement of all claims related to the real
property of Patricia Pace located 3416 Applejack Terrace, Augusta, GA, that
was damaged in the aggregate amount of forty-eight thousand dollars
($48,000.00); authorizing the County Administrator to disburse the amount of
forty-eight thousand dollars ($48,000.00); waiving Augusta-Richmond
County Code of Ordinances sections in conflict for this instance only; and for
other purposes.
Attachments
9. Discussion of the suspension of the bed fee and other related issues.
(Requested by Commissioner Brigham)
Attachments
Finance Committee Meeting
5/11/2009 1:00 PM
2009 Utilities Construction Backhoe
Department:Finance Department, Fleet Management Division
Caption:Approve the purchase of two backhoe/loaders for the Utilities Department-
Construction Division.
Background:The Augusta Utilities Department requests the purchase of two backhoe/loaders to
replace older units that are beyond their useful life range. The new units will replace
asset numbers 995008, a 1999 model, and 985011, a 1998 model. These units are in
dire need of replacement due to age and also safety concerns. Evaluations of the
backhoes are attached for review, both meet the replacement criteria.
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 five vendors,
three of which were deemed “non compliant” for incorrect paperwork. A review of
the bids received show the following results for the compliant bidders (tab sheet is
attached for review): Bid Item: 09-075, (1) Border Equipment Co. = $69,925 each;
(2) Low country Machinery Inc. = Did not meet required bid specifications.
Financial Impact:The total cost of this equipment is $139,850.00 which is available in the Utilities
Department’s Capital Outlay.
Alternatives:1) Approve the purchase, 2)Disapprove the purchase.
Recommendation:Approve the request to purchase two backhoe/loaders from Border Equipment Co.
for $69,925.00 each
Funds are Available in the
Following Accounts:
506-04-3410-54-22510-Utilities Construction Division Capital Outlay for Heavy
Equipment
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1
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Item # 1
Attachment number 2
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Attachment number 2
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Item # 1
2009 BACKHOE/LOADER
BID 09-075 Low Country Tractor & Border Metrac Yancey
Machinery Equipment Equipment Equipment Brothers
Year 2008 Non-Compliant 2009 Non-Compliant Non-Compliant
Brand JCB Case
Model 3CX 590 SM Plus
Bid Price $0.00 $0.00 $69,925.00 $0.00 $0.00
Total Bid Price $0.00 $0.00 $139,850.00 $0.00 $0.00
Delivery Date 90 Days 60 Days
Did not meet bid
requirement-Section One,
Item 3.01- 2009 model
required.
UTILITIES - C&M - RUBBER TIRE BACKHOE - BID OPENING 03/20/09 @ 11:00
Attachment number 3
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Item # 1
Invitation To Bid
Sealed bids will be received at this office until Friday, March 20, 2009 @ 11:00 a.m. for furnishing:
Bid Item #09-074 Portable Vacuum/Valve Exerciser System for Fleet Department
Bid Item #09-075 Hydraulically Operated Rubber Tire Backhoe/Loader for 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 30901
706-821-2422
BID documents may be obtained at the office of Augusta, GA Procurement Department, 530 Greene
Street – Room 605, Augusta, GA 30901. 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.
The local bidder preference program is applicable to this project. To be approved as a local
bidder and receive bid preference on an eligible local project, the certification statement as a
local bidder and all supporting documents must be submitted to the Procurement
Department with your bonafide bid package.
No BID may be withdrawn for a period of 90 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.
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle February 12, 19, 26, March 5, 2009
Metro Courier February 18, 2009
cc: Tameka Allen Interim Deputy Administrator
Ron Crowden Fleet Management
Attachment number 4
Page 1 of 1
Item # 1
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Attachment number 5
Page 1 of 1
Item # 1
Hertz Equipment Rental Corp
2017 Rawley Road
Augusta, GA 30906
Neff Rental
2325 Tubman Home Road
Augusta, GA 30906
RSC Equipment Rental
3521 Mike Padgett Highway
Augusta, GA 30906
W H Reeves Co, Inc
3860 Sullivan-Hartsfield Road
Evans, GA 30809
Rock & Dirt
P.O. Box 489
Crossville, TN 38557
Bobcat of Augusta
2803 Wylds Road
Augusta, GA 30906
Blanchard Equipment Co
138 Georgia Highway 80 W
Waynesboro, GA 30830
Ron Crowden
Augusta Fleet Department
Russell Sanders
Augusta Fleet Department
Yvonne Gentry
Augusta DBE Office
Bid Item #09-075
Hydraulically Operated Rubber Tire BH
For Augusta Fleet Department
Bid Due Fri 03/20/09 @ 11:00 A.M.
Attachment number 6
Page 1 of 1
Item # 1
Attachment number 7
Page 1 of 1
Item # 1
Finance Committee Meeting
5/11/2009 1:00 PM
ADSI Moving Systems Inc.
Department:Clerk of Commission
Caption:Consider a request from ADSI Moving Systems, Inc. regarding a refund of
taxes for the years 2007 and 2008.
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
Page 1 of 1
Item # 2
Finance Committee Meeting
5/11/2009 1:00 PM
Consider waiving penalty on 10 outstanding tax bills.
Department:Steven Kendrick - Tax Commissioner's Office
Caption:Consider a request from Mr. Jugal K. Purohit regarding a waiver of penalty
on ten (10) tax bills due to national economic conditions. (Referred from
May 5 Commission meeting)
Background:Mr. Purohit came into this office on March 9, 2009 requesting penalty be
waived on 10 tax bills.
Analysis:The amount of penalty Mr. Purohit is requesting to be waived is far above
authorization of this office.
Financial Impact:$12,337.10 - All penalty on all 10 bills.
Alternatives:Waive all penalty. Waive a portion of the penalty. Waive none of the
penalty.
Recommendation:This office has no 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
Attachment number 2
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Item # 3
Attachment number 3
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Attachment number 10
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Attachment number 11
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Item # 3
Finance Committee Meeting
5/11/2009 1:00 PM
FPL Food LLC
Department:Clerk of Commission
Caption:Consider a request from FPL Food, LLC regarding a waiver of interest
and/or penalties on their 2008 property taxes. (Referred from May 5
Commission meeting)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 4
Attachment number 1
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Finance Committee Meeting
5/11/2009 1:00 PM
Ming F. Lin
Department:Clerk of Commission
Caption:Consider a request from Mr. Ming F. Lin regarding a refund of taxes for the
years 2006 through 2008 on property located at 3008 Mistletoe Avenue.
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
Page 1 of 1
Item # 5
Attachment number 2
Page 1 of 3
Item # 5
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Item # 5
Finance Committee Meeting
5/11/2009 1:00 PM
ORDINANCE TO AMEND SECTION 2-5-5 OF CHAPTER 5 OF THE CODE, "THEFT PREVENTION”
Department:Finance
Caption:Motion to approve an Ordinance to amend Article 1, Section 2-5-5 of
Chapter 5 of Title II of the Augusta-Richmond County Code, called
"Chapter 5 Theft Prevention"; to provide clarity regarding the use of
personal identification numbers for new and existing covered accounts and;
to provide an effective date; and for other purposes allowed by law.
Background:On December 16, 2008, in accordance with Federal Trade Commission
regulations, Augusta-Richmond County passed Ordinance 7101 which
amended the Augusta, GA Code to create a new chapter five, called
“Chapter 5 Theft Prevention”. Chapter 5 adopted Identity Theft Rules
requiring the creation of certain policies relating to the use of consumer
reports, address discrepancy and the detection, prevention and mitigation of
identity theft. Since the adoption of Chapter 5, the Utilities Department and
the Finance Department have been working to implement the requirements
of Chapter 5 in an efficient and effective manner. Article 1, Section 2-5-5
of Chapter 5, called “Process of Establishing a Covered Account”, contains
a provision requiring each covered account number to be assigned apersonal
identification number (PIN) that is unique to each account.
Analysis:The Utilities Department and the Finance Department have determined that
the use of PIN numbers for every covered account is not an efficient means
of theft prevention for Augusta-Richmond County at this time.
Financial Impact:No financial impact is anticipated, unless this Code amendment is not
adopted.
Alternatives:Decline to pass this amendment.
Recommendation:Pass this Code amendment.
Funds are Available in
the Following
Accounts:
N/A.
REVIEWED AND APPROVED BY:
Finance.
Cover Memo
Item # 6
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 6
ORDINANCE NO. ___________
AN ORDINANCE TO AMEND ARTICLE 1, SECTION 2-5-5 OF CHAPTER 5 OF TITLE II
OF THE AUGUSTA-RICHMOND COUNTY CODE &$//(' ³&+$37(5 THEFT
PREVENTION´; TO PROVIDE CLARITY REGARDING THE USE OF PERSONAL
IDENTIFICATION NUMBERS FOR NEW AND EXISTING COVERED ACCOUNTS
AND; TO PROVIDE AN EFFECTIVE DATE; AND FOR OTHER PURPOSES ALLOWED
BY LAW.
BE IT ORDAINED BY THE AUGUSTA-RICHMOND COUNTY COMMISSION AND IT IS
HEREBY ORDAINED BY THE AUTHORITY OF SAME, THAT THE AUGUSTA-RICHMOND
COUNTY CODE BE AMENDED AS FOLLOWS:
WHEREAS on December 16, 2008, in accordance with Federal Trade Commission regulations,
Augusta-Richmond County passed Ordinance 7101 which amended the AUGUSTA, GA CODE to create a
QHZFKDSWHUILYHFDOOHG³&KDSWHU7KHIW3UHYHQWLRQ´;
WHEREAS Chapter 5 adopted Identity Theft Rules requiring the creation of certain policies relating to
the use of consumer reports, address discrepancy and the detection, prevention and mitigation of
identity theft;
WHEREAS since the adoption of Chapter 5, the Utilities Department and the Finance Department have
been working to implement the requirements of Chapter 5 in an efficient and effective manner;
WHEREAS Article 1, Section 2-5-5 RI&KDSWHUFDOOHG³Process of Establishing a Covered Account´
contains a provision requiring each covered account number to be assigned a personal identification
number (PIN) that is unique to each account;
WHEREAS The Utilities Department and the Finance Department have determined that the use of PIN
numbers for every covered account is not an efficient means of theft prevention for Augusta-Richmond
County at this time and;
WHEREAS the duly elected governing authority of Augusta-Richmond County is the Mayor and
council thereof;
NOW therefore be it ordained that the AUGUSTA, GA CODE is hereby amended by striking Sub-part (2)
of Section 2-5-5 RI$UWLFOHRI&KDSWHUFDOOHG³Process of Establishing a Covered Account´DV
follows:
Sec. 2-5-5. Process of Establishing a Covered Account.
(1) As a precondition to opening a covered account in Augusta-Richmond County, each applicant
shall provide Augusta-Richmond County with personal identifying information of the customer:
a valid government issued identification card containing a photograph of the customer or, for
customerV ZKR DUH QRW QDWXUDO SHUVRQV D SKRWRJUDSK RI WKH FXVWRPHU¶V DJHQW RSHQLQJWKH
account. In addition, if requested by an Augusta-Richmond County department, such applicant
shall also provide any information necessary for the department providing the service for which WKHFRYHUHGDFFRXQWLVFUHDWHGWRDFFHVVWKHDSSOLFDQW¶VFRQVXPHUFUHGLWUHSRUWTo the extent
Attachment number 1
Page 1 of 3
Item # 6
possible, such information shall be entered directly into Augusta-5LFKPRQG&RXQW\¶s computer
system and shall not otherwise be recorded.
(2) Each account shall be assigned an account number and personal identification number (PIN)
which shall be unique to that account. Augusta-Richmond County may utilize computer software
to randomly generate assigned PINs and to encrypt account numbers and PINs.
Attachment number 1
Page 2 of 3
Item # 6
The preamble to this ordinance is hereby incorporated into this ordinance as if set out fully herein.
All ordinances and parts of ordinances in conflict herewith are hereby expressly repealed.
The adoption date of this ordinance is ____________________, 2009.
The effective date of this ordinance is May 1, 2009.
Adopted this ___ day of ___________, 2009.
___________________________
David S. Copenhaver
As its Mayor
Attest:
______________________________
Lena J. Bonner, Clerk of Commission
Seal:
CERTIFICATION
The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that the foregoing
Ordinance was duly adopted by the Augusta-Richmond County Commission on
_________________, 2009 and that such Ordinance have not been modified or rescinded as of the
date hereof and the undersigned further certifies that attached hereto is a true copy of the Ordinance
which was approved and adopted in the foregoing meeting(s).
______________________________
Lena J. Bonner, Clerk of Commission
Published in the Augusta Chronicle.
Date: ______________________
Attachment number 1
Page 3 of 3
Item # 6
Finance Committee Meeting
5/11/2009 1:00 PM
Request from Olin Corp. for refund of penalty and interest.
Department:Steven Kendrick - Tax Commissioner
Caption:Consider a request by the Olin Corporation that penalty and interest be
refunded on 5 2008 tax bills. (Referred from May 5 Commission
meeting)
Background:The Tax Commissioner received a letter from Olin Corporation dated April
2, 2009 (copy included with this agenda item) explaining the issues that led
up to penalty and interest being charged. The letter states that Olin Corp.
has never been late on any of these bills in the past and that is true with the
exception of one of the bills, and that happened to be the result of a returne
mail issue (quickly corrected) in 2005.
Analysis:The refund of penalty and interest far exceeds the authorization of this
office.
Financial Impact:$36,266.50 - Penalty $10,879.95 - Interest
Alternatives:Waive all penalty & interest. Waive a portion of both. Waive one or the
other. Waive none of the penalty or interest.
Recommendation:This office has no recommendation.
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 7
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Attachment number 8
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Item # 7
Attachment number 9
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Item # 7
Attachment number 10
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Item # 7
Finance Committee Meeting
5/11/2009 1:00 PM
Settlement Resolution
Department:Law
Caption:Approve Resolution authorizing the settlement of all claims related to the
real property of Patricia Pace located 3416 Applejack Terrace, Augusta, GA,
that was damaged in the aggregate amount of forty-eight thousand dollars
($48,000.00); authorizing the County Administrator to disburse the amount
of forty-eight thousand dollars ($48,000.00); waiving Augusta-Richmond
County Code of Ordinances sections in conflict for this instance only; and
for other purposes.
Background:On or about December 8, 2008, personnel from the Augusta Utilities
Department were repairing a broken water main on Apple Jack
Terrace. After repairing the water main, it was necessary for the workers to
“bleed the line” to remove all the debris and air which had accumulated in
the line. Normally, a fire hydrant nearby is opened for this
purpose. However, there was no nearby fire hydrant so the workers opened
up two lines to residences at their water meters. The lines are opened up
right before the water meter so the resident does not get charged for the
water that is used to clean out the line. One of the residences, 3416 Apple
Jack Terrace, belonged to Patricia Pace. Apparently, this is a rental home
that Ms. Pace was making some repairs to in order to be prepared to be
rented as Section 8 housing. The water was previoulsy turned off at this
location at the customer’s request. The workers had to turn the water back
on to this location in order to bleed the line at her water meter. After
bleeding the line at the water meter at 3416 Apple Jack Terrace and at the
residence located at 3418 Apple Jack Terrace, the workers were supposed to
turn the water back off at 3416 Apple Jack Terrace (This was confirmed
with the Utilities Department.) However, apparently the water was not
turned back off.
Analysis:On or about December 17, 2008, the homeowner, Patricia Pace, went to the
house and noticed that the house was flooded and that water was still
flooding into the house through an upstairs bathroom that apparently had a
open pipe as it was in the process of undergoing repairs. Apparently, she
called the Utilities Department and reported it and requested that the water
be turned off. Unfortunately, it was several hours before anyone responded
and turned the water off. By that time, as far as can be determined, water
had been leaking into the house for perhaps as many as nine days.
Financial Impact:
It appears from all the evidence that the cause of the flooding of the house
was the Utilities Department employees not turning the water back off to the
residence. Although they indicated that they have never had to turn the
water back on as it was already on, records indicate that the customer had
Cover Memo
Item # 8
previously called and requested that the water be turned off and apparently
that was done and there were no water bills for the period of time in
question. Therefore the only logical explanation is that the water was turned
on for the bleeding process but was not turned back off. Repair estimates,
including mold restoration, total $46,007.93. These estimates were obtained
by the Risk Management Department from vendors routinely used for these
purposes. Approximately $10,000 has already been expended by Augusta-
Richmond County for the clean up process. In addition, Ms. Pace claimed
increased power bills as a result of fans installed by the clean up crew in an
attempt to dry the house out. She also is claiming loss of rent in the amount
of $650 per month beginning January 1 because the house was scheduled to
be rented as Section 8 housing beginning the first of this year. Those
amounts were compromised to arrive at a total settlement figure of $48,000.
Alternatives:Deny the motion for settlement.
Recommendation:Under the circumstances, it is recommended by the legal and the Risk
Management Departments that Augusta-Richmond County enter into this
settlement which has already been approved and accepted by Ms. Pace.
Funds are Available in
the Following
Accounts:
General Fund
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 8
Finance Committee Meeting
5/11/2009 1:00 PM
Suspension of Bed Fee
Department:Clerk of Commission
Caption:Discussion of the suspension of the bed fee and other related issues.
(Requested by Commissioner Brigham)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available in
the Following
Accounts:
REVIEWED AND APPROVED BY:
Clerk of Commission
Cover Memo
Item # 9