HomeMy WebLinkAbout2012-01-30-Meeting Agendawww.augustaga.gov
Finance Committee Meeting Commission Chamber- 1/30/2012- 12:55 PM
FINANCE
1. Approve the purchase of one Ford Explorer for the Coroner's
Office from Phase VI - Sales Tax (Public Safety Vehicles).
Attachments
2. Approve the acquisition of one replacement animal containment
truck for the Animal Services Department.
Attachments
3. Approve the replacement of 7 public safety vehicles using Sales
Tax Funds as approved in the Sales Tax Referendum for Phase
VI.
Attachments
4. Approve the transfer of funds ($11,850) from the Building
Reserve Fund to the Building Division 2012 budget for software
change orders.
Attachments
5. Approve property insurance coverage for 2012 offered through
Affiliated FM Insurance for a premium of $ 346,828 on a
$ 50,000 deductible per occurrence policy ($100,000 deductible
on flood, earthquake and Fort Gordon property). Breakdown on
quote: $328,828 property coverage, $10,000 engineering fee
and $8,000 terrorism coverage. Quote is based on property
values of $651,972,159 as of 12/28/11.
Attachments
6. Consider a request from Mr. G. B. Sharma for a refund of back
taxes on a non-existing property located at River Park Court
(since 2006 owned by Welcome South Development LLC).
Attachments
7. Approve a request for refund for tax year 2010 in the amount of
$246.29 for property located at 2415 Plantation Rd. owned
by Steven A. Hawkins.
Attachments
8. Motion to approve the Reynolds Street Parking Deck
Agreement.
Attachments
Finance Committee Meeting
1/30/2012 12:55 PM
2012 - Coroner's Explorer
Department:Finance Department - Fleet Management
Caption:Approve the purchase of one Ford Explorer for the Coroner's
Office from Phase VI - Sales Tax (Public Safety Vehicles).
Background:The Coroner’s Office was approved for one additional Deputy
Coroner in the 2012 budget. This individual will need a vehicle
for rotational on call. There are currently 3 employees, including
the Coroner, that are subject to responding 24 hours a day, 7 days
per week through the year. These employees have an assigned
vehicle equiped with specialty equipment, including personal
protective equipment (PPE), necessary for on-site investigations
and other duties required of the Corner's Office.
Analysis:The new vehicle (Ford – Explorer) will be purchased through the
Georgia Statewide Contract bid program, contract number
SWC90795-2, assuring the best pricing available throughout the
state. Contract documents are attached for review.
Financial Impact:The cost of the Explorer is $27,081.00. Funding for the
procurement of this equipment will be through the current
SPLOST VI sales tax (second year).
Alternatives:1.) None recommended, approve the purchase, 2.) disapprove the
purchase.
Recommendation:Approve the purcahse of one Ford Explorer for the Coroner's
Office.
Funds are Available
in the Following
Accounts:
Sales Tax, Phase VI - Public Safety Vehicles (second year).
REVIEWED AND APPROVED BY:Cover Memo
Item # 1
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 4
Item # 1
Attachment number 1 \nPage 2 of 4
Item # 1
Attachment number 1 \nPage 3 of 4
Item # 1
Attachment number 1 \nPage 4 of 4
Item # 1
Finance Committee Meeting
1/30/2012 12:55 PM
2012 Animal Services - Containment Truck
Department:Finance Department - Fleet Management
Caption:Approve the acquisition of one replacement animal containment
truck for the Animal Services Department.
Background:Augusta Animal Services Department requests the acquisition one
animal containment truck to replace a 2003, F-250 with 157,655
miles, asset number F02332. This vehicle meets the replacement
criteria established in 2004, the evaluation is attached for
review. This vehicle has become a liability to the Department. The
lack of General Fund Capital Outlay funding for vehicles and
equipment in the past has prevented Animal Services from
maintaining their required needs.
Analysis:The new vehicle will be purchased through the Georgia Statewide
Contract bid program, contract number S-90795, assuring the best
pricing available throughout the state.
Financial Impact:The cost of the animal transport truck is $38,553.00. Funding for
the procurement of this equipment will be through the current
SPLOST VI sales tax program.
Alternatives:1.) Approve the replacement, 2.)Disapprove the replacement.
Recommendation:Approve the acquisition of the replacement vehicle for the Animal
Services Department and approve the surplus sale of the replaced
vehicle.
Funds are Available
in the Following
Accounts:
Sales Tax Funds, Phase VI (second year)- Public Safety Vehicles.
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
Attachment number 1 \nPage 1 of 1
Item # 2
Attachment number 2 \nPage 1 of 4
Item # 2
Attachment number 2 \nPage 2 of 4
Item # 2
Attachment number 2 \nPage 3 of 4
Item # 2
Attachment number 2 \nPage 4 of 4
Item # 2
Finance Committee Meeting
1/30/2012 12:55 PM
2012 Public Safety - Impalas
Department:Finance Department, Fleet Management
Caption:Approve the replacement of 7 public safety vehicles using Sales
Tax Funds as approved in the Sales Tax Referendum for Phase VI.
Background:In December of 2008, Fleet Management submitted a request to
replace public safety vehicles as part of the 2011 Sales Tax
Referendum. This referendum was passed which will provide 1.5
million dollars for replacement vehicles for Public Safety each
year for 5 years. The items listed below are from funds available
for Phase VI of the Sales Tax and Fleet Management will be using
the Georgia State Contract for the procurement of these vehicles.
Contract documents are provided as an attachment. Approvals
for additional vehicles will be requested once the bid process has
been completed. The standard vehicle for Public Safety-Criminal
Investigation Division is the Chevrolet Police Impala. We are
requesting 4 Impala’s for CID replacements. The evaluations for
the vehicles to be replaced are attached for review, all meet the
replacement criteria. The Marshal’s Department lost two vehicles
in 2011 due to damage caused by severe weather. Two Impala’s
are recommended for their replacements. Fleet Management is
recommending 1-Impala for normal replacement for the District
Attorney’s Office, the assessment sheet is attached for review, the
vehicle being replaced will replace a 1996 Crown Victoria that
was used by the Tax Assessors office that can no longer be
repaired due to non-availability of an ABS module.
Analysis:The purchase of public safety vehicles using Sales Tax funds will
provide greater flexibility to the Administrator in the use of
Capital Outlay. The purchase of new vehicles will also reduce the
maintenance cost of public safety vehicles which are outside of
their “life cycle”. Vehicles going out of service will be sold at
auction.
Financial Impact:The 4 Criminal Investigation Division vehicles will be purchased
for $21,507 each ($86,028.00), 2-Impala’s for the Marshal’s
Department at $23,538.00 ($47,076.00) and 1-Impala for the
District Attorney’s Office at $21,507.00. All of the Impalas will
Cover Memo
Item # 3
be purchased from Hardy Chevrolet Group (Dallas, GA) using the
Georgia State Contract. The purchase will be bought through the
Sales Tax funds (Phase VI).
Alternatives:1.) Approve the purchase of 7 vehicles for Public Safety; 2.)
Disapprove the purchase of 7 vehicles for Public Safety 3.)
Approve the request in part.
Recommendation:Approve request to purchase 7 Chevrolet Impala’s for a total cost
of $154,611.00 and declare the vehicles to be replaced as surplus
and available for sale at auction.
Funds are Available
in the Following
Accounts:
Sales Tax Phase VI, second year.
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Attachment number 1 \nPage 1 of 5
Item # 3
Attachment number 1 \nPage 2 of 5
Item # 3
Attachment number 1 \nPage 3 of 5
Item # 3
Attachment number 1 \nPage 4 of 5
Item # 3
Attachment number 1 \nPage 5 of 5
Item # 3
Attachment number 2 \nPage 1 of 10
Item # 3
Attachment number 2 \nPage 2 of 10
Item # 3
Attachment number 2 \nPage 3 of 10
Item # 3
Attachment number 2 \nPage 4 of 10
Item # 3
Attachment number 2 \nPage 5 of 10
Item # 3
Attachment number 2 \nPage 6 of 10
Item # 3
Attachment number 2 \nPage 7 of 10
Item # 3
Attachment number 2 \nPage 8 of 10
Item # 3
Attachment number 2 \nPage 9 of 10
Item # 3
Attachment number 2 \nPage 10 of 10
Item # 3
Finance Committee Meeting
1/30/2012 12:55 PM
Budget Amendment / Transfer Funds
Department:Planning and Development
Caption:Approve the transfer of funds ($11,850) from the Building Reserve
Fund to the Building Division 2012 budget for software change
orders.
Background:The software systems for the former License & Inspection
Department now Planning and Development have been upgraded
with the implementation MS Govern ‘CityView’ . The project was
funded through IT, and with a commitment of $200,000 from the
Building Division (Appropriation resolution approved July 26, 2005).
The Building Division software balance is approximately $100,000.
Analysis:The transfer of funds ($11,850) will be used to cover the cost of five
requested change orders (attached).
Financial Impact:The Building Reserve Fund will be decreased by $11,850 leaving a
Fund balance of approximately $508,000.
Alternatives:Do not approve.
Recommendation:Approve
Funds are Available
in the Following
Accounts:
Funds are available in the Building Division Reserve Fund.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 4
Attachment number 1 \nPage 1 of 12
Item # 4
Attachment number 1 \nPage 2 of 12
Item # 4
Attachment number 1 \nPage 3 of 12
Item # 4
Attachment number 1 \nPage 4 of 12
Item # 4
Attachment number 1 \nPage 5 of 12
Item # 4
Attachment number 1 \nPage 6 of 12
Item # 4
Attachment number 1 \nPage 7 of 12
Item # 4
Attachment number 1 \nPage 8 of 12
Item # 4
Attachment number 1 \nPage 9 of 12
Item # 4
Attachment number 1 \nPage 10 of 12
Item # 4
Attachment number 1 \nPage 11 of 12
Item # 4
Attachment number 1 \nPage 12 of 12
Item # 4
Finance Committee Meeting
1/30/2012 12:55 PM
Commercial Property Insurance Renewal
Department:Finance/Risk Managment Division
Caption:Approve property insurance coverage for 2012 offered through
Affiliated FM Insurance for a premium of $ 346,828 on a $ 50,000
deductible per occurrence policy ($100,000 deductible on flood,
earthquake and Fort Gordon property). Breakdown on
quote: $328,828 property coverage, $10,000 engineering fee and
$8,000 terrorism coverage. Quote is based on property values of
$651,972,159 as of 12/28/11.
Background:Dawson & Taylor Insurance Company seeks annual quotes from
the insurance market for coverage on buildings and contents
owned by Augusta, GA. Quotes are obtained from only carriers
with an A or better rating. There were five companies which
responded with quotes and three declinations to quote. Affiliated
FM, Augusta's current insurance carrier, was the low bidder.
Current coverage carries a $50,000 deductible per
occurrence. Quotes were requested for deductibles of $50,000 and
$100,000. Please see attachment for listing of quotes and
declinations.
Analysis:
Financial Impact:2012 property value of $ 651,972,159: For commercial insurance
coverage for 2012, quotes were requested on deductibles of
$50,000 and $100,000. Low bidder, Affiliated FM, gives a
$10,907 reduction in premium cost if the Commission elects to
retain $100,000 of risk per occurrence. Options for coverage
which includes an engineering fee and premium for Terrorism
coverage: $ 50,000 Deductible Premium: $ 348,828 $100,000
Deductible Premium: $ 337,921
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, Judicial Center, RCCI, etc.)
Cover Memo
Item # 5
Recommendation:Approve insurance coverage for 2012 through Affiliated FM
Insurance with $ 50,000 deductible for premium of 346,828.
Effective date of coverage is February 1, 2012 through February
1, 2013.
Funds are Available
in the Following
Accounts:
611 015212 General Insurance
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 5
Attachment number 1 \nPage 1 of 3
Item # 5
Attachment number 1 \nPage 2 of 3
Item # 5
Attachment number 1 \nPage 3 of 3
Item # 5
Finance Committee Meeting
1/30/2012 12:55 PM
G. B. Sharma
Department:Clerk of Commission
Caption:Consider a request from Mr. G. B. Sharma for a refund of back
taxes on a non-existing property located at River Park Court (since
2006 owned by Welcome South Development LLC).
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 6
Attachment number 1 \nPage 1 of 1
Item # 6
Attachment number 2 \nPage 1 of 4
Item # 6
Attachment number 2 \nPage 2 of 4
Item # 6
Attachment number 2 \nPage 3 of 4
Item # 6
Attachment number 2 \nPage 4 of 4
Item # 6
Finance Committee Meeting
1/30/2012 12:55 PM
Request for Refund - Hawkins, S 179-0-070-00-0
Department:Board of Assessors
Caption:Approve a request for refund for tax year 2010 in the amount of
$246.29 for property located at 2415 Plantation Rd. owned
by Steven A. Hawkins.
Background:Mobile home was taken off real estate and added to pre-bill
mobile home digest per Melanie Oglesby for tax years 2010 and
2011 (Deleted mobile home); 2010 taxes paid by Silas Hale and
Lisa Garbey.
Analysis:
Financial Impact:
Alternatives:
Recommendation:Refund $246.29 to homeowner for tax year 2010, property located
at 2415 Plantation Rd.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 7
Attachment number 1 \nPage 1 of 4
Item # 7
Attachment number 1 \nPage 2 of 4
Item # 7
Attachment number 1 \nPage 3 of 4
Item # 7
Attachment number 1 \nPage 4 of 4
Item # 7
Finance Committee Meeting
1/30/2012 12:55 PM
Reynolds Street Parking Deck
Department:Administrator
Caption:Motion to approve the Reynolds Street Parking Deck Agreement.
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 # 8