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Finance Committee Meeting Commission Chamber- 1/9/2012- 12:55 PM
FINANCE
1. Consider a request from the Garden City Rescue Mission
regarding a refund of taxes for the properties at the following
locations: 828 Fenwick Street in the amount of $5,427.79, 834
Fenwick Street in the amount of $82.04, 836 Fenwick Street in
the amount of $75.73 and 838 Fenwick Street in the amount of
$302.96.
Attachments
2. Approve Letter of Agreement between Augusta Information
Technology and the Richmond County Board of Assessors.
Attachments
3. Approve the continuation of the GPS monthly tracking service
with GPS North America for the GPS Signal Track Smart
Antenna from GPS North America.
Attachments
Finance Committee Meeting
1/9/2012 12:55 PM
Garden City Rescue Mission Tax Refund
Department:Clerk of Commission
Caption:Consider a request from the Garden City Rescue Mission
regarding a refund of taxes for the properties at the following
locations: 828 Fenwick Street in the amount of $5,427.79, 834
Fenwick Street in the amount of $82.04, 836 Fenwick Street in the
amount of $75.73 and 838 Fenwick Street in the amount of
$302.96.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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Item # 1
Finance Committee Meeting
1/9/2012 12:55 PM
IT-Board of Assessors Letter of Agreement (Finance Cmte Version)
Department:Information Technology
Caption:Approve Letter of Agreement between Augusta Information
Technology and the Richmond County Board of Assessors.
Background:Note: This item is also on the Public Safety committee Meeting
since IT is part to this agreement. The Board of Assessors (BOA)
desires to utilize a 3rd party vendor to supply BOA staff and the
public with tools related to parcel search, assessment, and
sales information. The Information Technology Department and
Board of Assessors are establishing a formal Letter of Agreement
(LOA) that will govern web site presentation and searching, 3rd
party vendor coordination, and data transfer within the
departments.
Analysis:The LOA provides the BOA with the freedom to establish the
relationship with the 3rd-party vendor, yet makes clear that IT still
provides the official city website and GIS search presence.
Financial Impact:No funding is required to implement this letter of agreement.
Alternatives:N/A
Recommendation:Approve Letter of Agreement between Augusta Information
Technology and the Richmond County Board of Assessors
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Cover Memo
Item # 2
Administrator.
Clerk of Commission
Cover Memo
Item # 2
Information Technology – Board of Assessors LOA Page 1
TECHNOLOGY MANAGEMENT LETTER OF AGREEMENT
BETWEEN
THE AUGUSTA, GA INFORMATION TECHNOLOGY DEPARTMENT (IT)
AND THE
RICHMOND COUNTY BOARD OF ASSESSORS (BOA)
This Letter of Agreement (LOA) is entered into by and between the Richmond County Board of
Assessors (BOA) – sometimes referred to as the Tax Assessor’s Office (TAO) - and the Augusta
Information Technology Department (IT) in order to establish parameters for the relationship between the
parties specifically for Internet, Intranet, Geographic Information System (GIS) and mapping-related
activities. This program will provide a framework for cooperation between the departments, assign
responsibilities for technology-related activities, and define the administrative roles for the departments
where the maintenance of existing technology and the implementation of new technology are concerned.
1. BACKGROUD
Information Technology has worked with past Chief Appraisers and staff in order to provide
technology improvements for the BOA, including parcel editing, GIS data layer maintenance, and an
online parcel search utilized by City Departments and the public. This Letter of Agreement (LOA)
formalizes the relationship between IT and the BOA so that the responsibilities of all the parties are
clear.
2. GUIDIG PRICIPLES
2.1. Except where indicated in this document, the relationship between Augusta IT and the BOA
shall be governed by the Augusta Information Technology Acceptable Use Policy. Provisions in
this LOA shall supersede provisions in the Acceptable Use Policy only for the BOA and only
under the conditions described herein.
2.2. IT is the keeper of the city's technology infrastructure and as such is entitled and required to
make policies and institute procedures intended to protect the integrity of that infrastructure.
2.3. IT is the city's provider of technology-related products and services such as Internet, Intranet,
servers, email, telephony, data backup and restore, software, wireless communications, and
desktop equipment such as printers, monitors, scanners, etc.
2.4. The BOA provides and defends uniform fair market values on all taxable properties in Richmond
County to establish an equitable digest for the State and to provide to the Augusta Commission,
the Board of Education, and the Tax Commissioner, information to levy and collect property
taxes. As such, the BOA requires dependable and progressive technology that will facilitiate this
mission.
2.5. As responsible stewards of public funds, BOA and IT are committed to implementing and
managing optimal technology in the most efficient and cost-effective manner.
2.6. Neither party to this agreement shall take any action in the course of operations that will
endanger the integrity of Augusta's computer network or data stored therein. Both parties agree
to communicate extensively with each other to ensure that understanding and cooperation are
maintained at the highest level.
2.7. BOA agrees to involve IT in any negotiations or discussion with vendors of hardware or
software that is intended for use on any computer device that is hosted on Augusta’s computer
network.
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Item # 2
Information Technology – Board of Assessors LOA Page 2
2.8. IT will supply BOA with in-house technical support for GIS, MS Office Products, PC and
peripheral hardware, CAMA and related software support, and network connectivity. IT will
also diagnose software problems, including Pictometry-related troubleshooting. If the problem
requires additional troubleshooting support IT will open a work order with the application
support team for the respective software and work with them to resolve issues. IT response time
will be dependent on the external support of software vendors.
2.9. Based on the provisions in this section and the sections to follow, IT retains right of refusal to
install, implement, support, maintain, or link to various products and/or services that are
obtained through means external to IT and without IT sanction.
3. ITERET PRESECE
3.1. Official Web Presence
3.1.1. In order to maintain uniformity of appearance and ease of public interaction, the official
city web presence at www.augustaga.gov is to be preserved as the official web presence
of the BOA.
3.1.2. IT provides services and support of the city internet and intranet presence, and is
available at the convenience of the BOA to make modifications to the page(s), create
forms as requested, make forms and documents available for download, issue and
compile surveys, provide links to other sites of interest, and develop new content
depending on new BOA initiatives or State of Georgia requirements.
3.2. Online Parcel Search
3.2.1. IT will continue to provide Augusta’s official parcel search website both internally for
Augusta Departments and externally for the public. IT will coordinate with BOA and
review requests by BOA on information provided to the public but will not limit access
of data to the public that is necessary for business purposes.
3.2.2. Should BOA contract with a third party to provide parcel and other BOA data search
capabilities, IT shall participate in all negotiations and reserves the right to place
conditions on any third party in order to protect the integrity of the network and data
stored on IT servers.
3.2.3. Graphic button links from Augusta’s main web page will link to the city’s official GIS
presense as maintained by the IT Department.
4. GEOGRAPHIC IFORMATIO SYSTEMS (GIS) & MAPPIG
4.1. IT will be responsible for GIS Parcel Polygon editing, neighborhoods, subdivisions, and other
GIS data as required.
4.2. BOA will provide a weekly update of parcel edits and regular updates on other layers as changes
BOA makes affect GIS data.
4.3. Third-Party Data Requests
4.3.1. Incidental / Occasional: All requests from third parties for GIS or database information will
be routed to the Information Technology GIS Division (IT-GIS) via a formal email request.
for export and release to both public and private entities, to ensure this data is the most
current for release.
4.3.2. Scheduled: BOA will provide an official schedule of updates to be provided to any third-
party contractor in order to ensure that Augusta’s official GIS/parcel search website does
not conflict with the data presented on sites external to the organization. Requests for
scheduled release of data will be copied via a formal email to IT.
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Item # 2
Information Technology – Board of Assessors LOA Page 3
5. DIGITAL IMAGERY (ORTHO & OBLIQUE)
5.1. All contract negotiations with any vendor engaged in the sale of products or services related to
the acquisition of oblique/ortho imagery will include a representative from IT with a familiarity
of the requirements needed to fulfill providing accurate data to both the public and other City
Departments.
5.2. All requests for imagery, to include requests for export and release, whether from public or
private entities, shall be forwarded to ensure that the Georgia Open Records Act requirements
are satisfied and to ensure that the requested data is the most current for release.
5.3. Storage space for acquisitions of digital imagery that are not funded through IT initiatives and/or
according to IT’s schedule shall be funded by the BOA. Storage shall be located on a device
within IT’s citywide network.
6. PROPERTY OWERSHIP RECORDS MAAGEMET
6.1. Due to advances in technology, exposure to the public via website, and the interconnecting of
internal city business software applications, property ownership records have become an
important asset for users of information both internally and externally; therefore, BOA staff will
seek to enter transfers of ownership within one month of the date on which the transfer is
recorded, with consideration granted for staffing and workload issues. BOA will work with IT
and the Clerk of Court to determine more efficient business processes that will enable Augusta to
shorten the timeframe in which this data is published.
6.2. Mapping Responsibility: IT is responsible for the Cadastral Maps via editing of parcel data by
the integration of CAD data submitted to Planning and Development (P&D) from engineering
firms and splits/combines provided by BOA.
6.3. Property Identification Number (PIN) Assignment: IT will also assign PIN numbers to parcels at
the time they are created in order to make this data immediately available to other City
Departments including P&D for issuing permits on new properties. This business process
change will allow properties to be moved quickly through the system and be added to the tax
digest.
7. COMPUTER AIDED MASS APPRAISAL (CAMA) MAAGEMET
7.1. IT shall host the BOA CAMA system (and other ancillary vendor-purchased or in-house
developed systems) on servers located in IT’s computer center or at IT’s disaster recovery site.
7.2. BOA resolves to assist IT and the Georgia Department of Revenue (DOR) by supplying testing
resources in order to facilitate the implementation and continued operation of WinGAP SQL at
Richmond County.
7.3. BOA understands and agrees that their data can be copied regularly for use by other departments
for their software and database analysis processes.
8. OVERSIGHT
The Chief Appraiser, the IT Director, the IT-GIS Project Leader, and a staff member from the BOA
(designated by the Chief Appraiser) shall be the members of an oversight committee that will meet as
necessary to discuss the status of this relationship.
9. DURATIO
Contingent upon Commission approval, this agreement shall become effective upon the date of signature
of both parties and shall remain in force until amended, terminated, replaced by mutual agreement, or
until superseded by executive or Commission action.
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Item # 2
Information Technology – Board of Assessors LOA Page 4
IN WITNESS WHEREOF, this Letter of Agreement has been executed by each party on the date set forth
below.
Augusta Information Technology Richmond County Board of Assessors
IT Director Signature
Chief Appraiser Signature
Tameka Allen Alveno Ross
Printed ame Printed ame
Date Date
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Item # 2
Finance Committee Meeting
1/9/2012 12:55 PM
Request to continue GPS tracking service subscription with GPS North America
Department:Risk Management
Caption:Approve the continuation of the GPS monthly tracking service
with GPS North America for the GPS Signal Track Smart
Antenna from GPS North America.
Background:The Vehicle Oversight Program and the purchase of the GPS
tracking units were approved by the Commission in November
2008 and additional units were approved in June 2009. The
current number of units on Augusta owned vehicles stands at 437.
Analysis:Fleet Manager reports that fuel consumption, excluding law
enforcement vehicles, for 2011 shows a significant reduction in
fuel usage over 2008. Now that we are entering our fourth year of
service, understandably, the savings is leveling off when you
compare this usage over a four year period. The GPS units have
helped to modify the driving behavior of our employees.
Employees are driving much slower which increases the fuel
economy of the vehicles.
Financial Impact:GPS North America has agreed to continue with the same monthly
service fee. The monthly service fee for unlimited service is
$25.95/unit which includes data storage. Funding for the
continuing service is budgeted in fund 611-01-5211 53-16210
which has been funded for 2012 in the amount of $136,081.80. No
annual contract is necessary; the continuation of service is open
ended. This pricing will remain in effect for a minimum of 2
years.
Alternatives:1. Do not approve the request and remove the GPS units from
service. 2. Place out for bid which would involve the procurement
and installation of another GPS unit.
Recommendation:Approve the continuation of the GPS tracking service with GPS
North America through 2012 and allow a 1 year extension for
2013 with same pricing. Cover Memo
Item # 3
Funds are Available
in the Following
Accounts:
611-01-5211 53-16210
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3