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Finance Committee Meeting Commission Chamber- 2/11/2013- 12:55 PM
FINANCE
1. Approve the replacement of one animal containment truck for the
Animal Services Department.
Attachments
2. Discussion of 2013 non budgeted items. (Requested by Commissioner
Guilfoyle)
Attachments
3. Approve an Amendment to the 2013 Budget for the Sheriff's
Department to accept donated funds.
Attachments
4. Motion to approve exercising additional year option in the city's
agreement with MAXIMUS to perform Augusta's 2012 Indirect Cost
Allocation Study.
Attachments
5. Consider a request from Ms. Rayonta Whitfield on behalf of the
Augusta Boxing Club regarding a tax refund or reduction of property
taxes for 2012.
Attachments
6. Motion to approve the Augusta Convention Center 2013 Annual Plan.
(Referred from January 28 Finance Committee)
Attachments
7. Approve the purchase of (1) 2013 Imperial SR4500 Water Wagon from
Palfleet Truck Equipment for the Environmental Services Department.
Attachments
8. Motion to approve the minutes of the Finance Committee meeting held
on January 28, 2013.
Attachments
9. Results for 2012 Augusta Utilities Red Flag Identity Theft Program.
Attachments
10. Approve Excess Worker’s Compensation Insurance with Safety
National with Statutory limits with $700,000.00 SIR (self insured
retention; otherwise, known as the deductible) for Police and Fire; all
others $600,000 for a premium of $243,281.
Attachments
Finance Committee Meeting
2/11/2013 12:55 PM
2013 Animal Transport Truck
Department:Finance - Fleet Management
Caption:Approve the replacement of one animal containment truck for the
Animal Services Department.
Background:Augusta Animal Services Department Director requests the
acquisition of one animal containment truck to replace a 2005, F-
250 with 149,896 miles, asset number 204276. This vehicle meets
the replacement criteria established in 2004, the evaluation is
attached for review. This vehicle has become a liability to the
Department due to increasing maintenance costs. The lack of
General Fund Capital Outlay funding for vehicles and equipment
in the past has prevented Animal Services from maintaining their
required vehicle needs.
Analysis:The new vehicle will be purchased through the Georgia Statewide
Contract Bid system assuring the best pricing available throughout
the State.
Financial Impact:The cost of the proposed animal transport truck is $43,247.00.
Funding for the procurement of this equipment will be through the
current SPLOST VI sales tax program.
Alternatives:1) Approve the request,2) disapprove the request.
Recommendation:Approve the requst for the replacement of one animal containment
truck and the sale of the truck to be replaced.
Funds are Available
in the Following
Accounts:
Sales Tax Phase VI (3rd year).
REVIEWED AND APPROVED BY:
Cover Memo
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Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
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Finance Committee Meeting
2/11/2013 12:55 PM
2013 Non Budgeted Items
Department:Clerk of Commission
Caption:Discussion of 2013 non budgeted items. (Requested by
Commissioner Guilfoyle)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
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Finance Committee Meeting
2/11/2013 12:55 PM
Amend 2013 Budget to Accept Donation for Sheriff's Dept
Department:Finance
Caption:Approve an Amendment to the 2013 Budget for the Sheriff's
Department to accept donated funds.
Background:Acceptance of donated funds and the budget amendment to record
that action would increase total revenue and expenditures and
requires approval at the Commission level.
Analysis:An account held by former Sheriff Strength that held funds donated
to support youth activities was closed. Those funds have been
donated to Sheriff Roundtree for his use. Acceptance of the donation
and approval of a budget amendment would allow Sheriff Roundtree
to use these funds to support activites in the department.
Financial Impact:Acceptance would provide an additional $8625.89 for the Sheriff's
dept
Alternatives:
Recommendation:Accept the funds and approve a budget amendment for the same
amount
Funds are Available
in the Following
Accounts:
$8625.89
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
Finance Committee Meeting
2/11/2013 12:55 PM
Approve 2012 Indirect Cost Allocation Study
Department:Finance
Caption:Motion to approve exercising additional year option in the city's
agreement with MAXIMUS to perform Augusta's 2012 Indirect
Cost Allocation Study.
Background:The Georgia General Assembly House Bill 491 mandates Indirect
Cost Studies be performed for local governments with
expenditures totaling $10 million or more. This study provides
the basis of the budget for the allocation of costs to all funds
receiving services from the General Fund.
Analysis:After a Request for Proposals (RFP) solicited qualified vendors,
MAXIMUS was selected and approved to perform the city's 2010
Indirect Cost Allocation Study with the option for four additional
years. MAXIMUS has conducted Augusta's 2010 and 2011
studies. This firm is familiar with the various funds and reporting
entities that comprise the government and has the available
resources required to perform this study. MAXIMUS will develop
and prepare the city's Full Cost Allocation Plan, OMB Circular A-
87 Cost Plan and Augusta Public Transit's Plan.
Financial Impact:MAXIMUS will prepare the city's aforementioned 2012 cost
plans, as well as, submit and negotiate approval with HUD for the
total professional fee of $21,330.
Alternatives:Do not exercise additional year option on current approved
agreement.
Recommendation:Approve exercising additional year option on current agreement
between Augusta Georgia and MAXIMUS for the required 2012
Indirect Cost Allocation Plans.
Funds are Available
in the Following
Accounts:
Funds are available 101-01-5120/52-11110.
Cover Memo
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REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
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Finance Committee Meeting
2/11/2013 12:55 PM
Augusta Boxing Club Refund Request
Department:Clerk of Commission
Caption:Consider a request from Ms. Rayonta Whitfield on behalf of the
Augusta Boxing Club regarding a tax refund or reduction of
property taxes for 2012.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
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Finance Committee Meeting
2/11/2013 12:55 PM
Augusta Convention Center 2013 Annual Plan
Department:Administrator
Caption:Motion to approve the Augusta Convention Center 2013 Annual
Plan. (Referred from January 28 Finance Committee)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
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Finance Committee Meeting
2/11/2013 12:55 PM
Imperial SR4500 Water Wagon
Department:Environmental Services
Caption:Approve the purchase of (1) 2013 Imperial SR4500 Water Wagon
from Palfleet Truck Equipment for the Environmental Services
Department.
Background:The Landfill has historically had a water truck for dust
suppression and fire control as required by permit. The water truck
became unserviceable due to age and was sold as surplus. We
submitted a bid for a new water truck and found that option to be
too costly. We are currently renting a water truck on a month-to-
month basis in order to maintain compliance.
Analysis:We are proposing the purchase of this towable water wagon as a
more affordable and versatile solution. Additional benefits are that
it does not require a CDL license to operate (as the water truck
did); it will utilize our agricultural tractor more often, and will be
more diverse in off-road applications. The cost of this machine is
$ 64,406.00.
Financial Impact:The department is currently renting a water truck at an expense of
$2000 per month. In the event that we did not have a dust
suppression method, the state could issue a Notice of Violation
which could yield a fine. We evaluated purchasing a water truck,
however, the cost of such a purchase exceeded $150,000.
Alternatives:1. Approve the purchase of (1) 2013 Imperial SR4500 Water
Wagon from Palfleet Truck Equipment. 2. Do not approve the
purchase.
Recommendation:Approve the purchase of (1) 2013 Imperial SR4500 Water Wagon
from Palfleet Truck Equipment.
Funds are Available
in the Following
Accounts:
Adequate funds of $64,406.00 are available. The department
recommends using funds from 541-04-4210/5422510. Cover Memo
Item # 7
REVIEWED AND APPROVED BY:
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VENDORS
Palfleet Truck Equipment
5178 Old Dixie Highway
Forest Park, GA 30297
Attachment B Yes
E-Verify # 40017
SAVE Form Yes
Year 2013
Brand Imperial
Model SR4500
Re-Bid Amount $64,406.00
Delivery Date 90 days
The following vendors did not respond:
Wastecorp Pumps / P.O. Box 70 / Grand Island, NY 14072
Hertz Equipment Rental / 2017 Rawley Road / Augusta, GA 30906
TM Trailer Sales / 115 Mt Carmel Road / McDonough, GA 30253
C & I Equipment Co Inc. / 1684 S. Research Loop, Suite 508 / Tucson, AZ 85710
Border Equipment / 2804 Wylds Road / Augusta GA 30909
Re-Bid Opening
Re-Bid Item #12-188B
Water Wagon
for Augusta, Georgia - Environmental Services Department
Re-Bid Due: Thursday, January 3, 2013 @ 11:00 a.m.
Page 1 of 1
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Item # 7
Finance Committee Meeting
2/11/2013 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee meeting
held on January 28, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 8
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Finance Committee Meeting
2/11/2013 12:55 PM
Red Flag Identity Theft Program Results 2012
Department:Finance/Risk Managment Division
Caption:Results for 2012 Augusta Utilities Red Flag Identity Theft
Program.
Background:The purpose of this program is to comply with the Federal Trade
Commission's Red Flags Rule. Augusta Richmond County Code
Title II (Finance and Taxation) Chapter 5 Identity Theft
Prevention was established in compliance with this regulation.
The focus of the program is on detecting, preventing and
mitigating identity theft by identifying and detecting identify theft
red flags and by responding to such red flags in a manner that will
prevent identity theft. Finance's Risk Management Division was
tasked with developing the program, policy and procedures for
departments identified as having operations subject to the Red
Flags Rule. After consideration of the size and complexity of the
operations and account systems, and the nature and scope of its
operations, it was determined that the Augusta Utilities
Department was subject to this Rule. Red Flag categories include
notifications and warnings from credit reporting agencies,
suspicious documents, suspicious personal identifying
information, suspicious account activity or unusual use of account,
alerts from others.
Analysis:Summary of cases in which the Augusta Utilities Department
detected red flags and denied services: Individuals presented
falsified lease agreements - 14 cases Individual Identity theft per
police report - 1 case Check fraud - turned over to RCSO - 1 case
Financial Impact:
Alternatives:
Recommendation:
Funds are Available Cover Memo
Item # 9
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 9
Finance Committee Meeting
2/11/2013 12:55 PM
Renewal Excess Worker's Compensation Insurance
Department:Finance/Risk Managment Division
Caption:Approve Excess Worker’s Compensation Insurance with Safety
National with Statutory limits with $700,000.00 SIR (self insured
retention; otherwise, known as the deductible) for Police and Fire;
all others $600,000 for a premium of $243,281.
Background:Excess Workers Compensation coverage (a per occurrence policy)
has been purchased in the past as a measure to cap any potential
catastrophic loss against Augusta-Richmond County. Knowing
that this area of the industry is still quite volatile and premiums
continue to rise, Georgia Administrative Services (G.A.S.) our
W.C. Third Party Administrator was asked to obtain quotes from
A or A+ companies. Georgia Administrative Services received
the following quotes: 1. Safety National Casualty Corporation
a. Statutory Limit w $ 700,000 SIR for Police/Fire and $ 600,000
SIR for all other positions for a deposit premium of $ 243,281
b. Statutory Limit w/$700,000 SIR for All positions for a deposit
premium of $ 223,819 2. Midland Insurance
Corporation a. Statutory Limit w/$650,000 SIR for Police/Fire
and $600,000 SIR for all others for a minimum premium of $
350,000
Analysis:
Financial Impact:Augusta would assume all financial responsibility up to the SIR
limit of $700,000 for police and fire and $600,000 for all other
positions per occurrence.
Alternatives:Drop coverage accepting full exposure/cost for any catastrophic
job related injury.
Recommendation:Approve coverage with Safety National Casualty with Self
Insured retention of $700,000 SIR Police/Fire and $600,000 SIR
all other positions with Statutory Limit for a deposit premium of
$243,281. Cover Memo
Item # 10
Funds are Available
in the Following
Accounts:
621 01 5233
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 10
AUGUSTA/RICHMOND COUNTY
EXCESS WORKERS’ COMPENSATION
MARCH 1, 2013 TO MARCH 1, 2014
Carrier: Safety National Casualty Corporation
Option 1
Specific Limits: Statutory Workers’ Compensation
$ 1,000,000 Employers Liability
Self-Insured Retentions
$ 700,000(Police and Fire)
$ 600,000(All Other)
Premium: Rate- .02500 per $100 Payroll
Estimated Annual Payroll - $97,312,572
Deposit Premium- $243,281
Minimum Premium- $218,953
Option 2
Specific Limits: Statutory Workers’ Compensation
$ 1,000,000 Employers Liability
Self-Insured Retentions
$ 700,000(Police and Fire)
$ 700,000(All Other)
Premium: Rate- .02300 per $100 Payroll
Estimated Annual Payroll - $97,312,572
Deposit Premium- $223,819
Minimum Premium- $201,437
Attachment number 1 \nPage 1 of 1
Item # 10
AUGUSTA/RICHMOND COUNTY
EXCESS WORKERS’ COMPENSATION
MARCH 1, 2013 TO MARCH 1, 2014
Carrier: Midland
Option 3
Specific Limits: Statutory- Workers’ Compensation
$ 1,000,000- Employers Liability
Self-Insured Retentions
$650,000 (Police and Fire)
$600,000 (All Other)
Premium: Minimum Premium- $350,000
Attachment number 2 \nPage 1 of 1
Item # 10