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Finance Committee Meeting Commission Chamber- 4/22/2013- 12:55 PM
FINANCE
1. Approve the request from Chief J.D. Nelson, Chief of Police-
Paine College, for the donation of 3 police vehicles.
Attachments
2. Approve the request from Sheriff Mike Kile of Screven County
to purchase 4 police vehicles.
Attachments
3. Approve a Supplement Agreement to the FY 2013
Metropolitan Transportation Planning Services contract between
Augusta, Georgia and the Georgia Department of
Transportation.
Attachments
4. Consider a request from Kevin Buchanan for a refund for an
overpayment on land taxes for property at 970 Horseshoe Road.
Attachments
5. Motion to approve the renewal of the lease with the Department
of the Navy for the Naval and Marine Corps Reserve Center for
the period July 1, 2013 through June 30, 2014.
Attachments
6. Approve a request from the Civil and Magistrate Court to adopt
a lektriever from Superior Court. This lektriever was offered to
Civil and Magistrate Court by Superior Court's Senior
Operations Manager Teresa Riddle who stated the lektriever was
not being used by Superior Court and was currently stored off
site at 401 Walton Way.
Attachments
7. Motion to approve the minutes of the Finance Committee held
on March 25, 2013.
Attachments
Finance Committee Meeting
4/22/2013 12:55 PM
2013 - Paine College Request
Department:Finance Department -Fleet Management Division
Caption:Approve the request from Chief J.D. Nelson, Chief of Police-
Paine College, for the donation of 3 police vehicles.
Background:Attached for your review is a letter from Chief J. D. Nelson, Chief
of Police for Paine College for a donation of 3 police vehicles.
Paine College, established in 1882, is a private institution of
higher learning that is located in Augusta, Georgia on a campus in
excess of 57 acres with 31 buildings. Augusta has assisted Paine
College in the past with donated vehicles.
Analysis:Should the Commission approve this request there are 21 vehicles
that could be considered. These vehicles would normally be
decommissioned by removing all emergency equipment and
painting the vehicle a single color before posting them on the
auction page (GovDeals). These vehicles are currently averaging
about $2,000 per vehicle of which $450 is reimbursed for the
painting which leave an average of $1,550 per car. Should the
Commission approve the donation, Paine College would be
required to paint the vehicle.
Financial Impact:The donation of 3 cars would equate to less than $5,000 less in
revenue generated by the auction.
Alternatives:1. Approve the request as a donation 2. Approve the request in
part (ie: approve 2 vehicles or 1 vehicle). 3. Approve the sale of
these vehicles to Paine College similar to other requests from othe
public safety agencies. 4. Disapprove the request and auction the
vehicles
Recommendation:Approve the request based on past support of Paine College.
Funds are Available
in the Following
Accounts:
None Required
Cover Memo
Item # 1
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 1
Attachment number 1 \nPage 1 of 1
Item # 1
Finance Committee Meeting
4/22/2013 12:55 PM
2013 - Screven County Sheriff
Department:Finance Department - Fleet Management
Caption:Approve the request from Sheriff Mike Kile of Screven County to
purchase 4 police vehicles.
Background:Attached for your review is a letter from Sheriff Mike Kile of
Screven County requesting approval of the Augusta Commission
to purchase 4 police vehicles. Screven County is located south
east of Burke County and has a population of approximately
15,000 people. It has a land area of 655 square miles with the
County Seat located in Sylvania. The Sheriff is offering to
purchase the excess vehicles for between 2,000 to 2,500 dollars
each.
Analysis:Should the Commission approve this request there are 21 vehicles
that could be considered. These vehicles would normally be
decommissioned by removing all emergency equipment and
painting the vehicle a single color before posting them on the
auction page (GovDeals). These vehicles are currently averaging
about $2,000 per vehicle after we have them painted a single color
which costs $450.00. Screven County would be responsible for
painting the car
Financial Impact:At $2000 for each car Augusta would benefit by not having to
take the time to “decommission” the vehicle by removing all
emergency equipment.
Alternatives:1. Approve the request 2. Approve the request in part. 3.
Disapprove the request. 4. Donate the cars.
Recommendation:Recommend approving the sale of 4 vehicles at $1,800 to $2,500
each.
Funds are Available
in the Following
Accounts:
Not required.
Cover Memo
Item # 2
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 2
Attachment number 1 \nPage 1 of 1
Item # 2
Finance Committee Meeting
4/22/2013 12:55 PM
FY 2013 Metropolitan Transportation Planning Services Contract Supplement Agreement
Department:Planning and Development
Caption:Approve a Supplement Agreement to the FY 2013
Metropolitan Transportation Planning Services contract between
Augusta, Georgia and the Georgia Department of Transportation.
Background:The Planning and Development Department provides
transportation planning services for the Augusta Regional
Transportation Study (ARTS) under a contract with the Georgia
Department of Transportation (GDOT). GDOT administers the
metropolitan transportation planning program on behalf of the
Federal Highway Administration (FHWA), which provides the
funding for the program. At the end of each annual contract, a
portion of the unspent grant funds roll over and are available for
programming in the following year. The expenditure of such funds
is subject to the execution of a supplemental agreement to the
original contract.
Analysis:GDOT notified the department that rollover funds are available for
programming on eligible transportation planning projects. The
proposed supplemental agreement increases the department’s
budget by $100,000, with 80% of the funds coming from FHWA
and the remaining 20% being a local match. The funds will be
used to pay for transportation studies outlined in the ARTS
Unified Planning Work Program.
Financial Impact:The supplemental agreement stipulates that the Georgia
Department of Transportation will reimburse the city for eighty
percent (80%) of the eligible costs incurred. The twenty percent
(20%) local match is already included in the Planning and
Development Department budget.
Alternatives:Approve or Deny
Recommendation:Approve the Supplement Agreement to the FY 2013 Metropolitan
Transportation Planning Services contract between Augusta,
Cover Memo
Item # 3
Georgia and the Georgia Department of Transportation.
Funds are Available
in the Following
Accounts:
Funds available in the following account 220016309 / 131210258
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 3
DATE: April 15, 2013
COMMITTEE: Finance
FROM: Planning and Development Department
SUBJECT: FY 2013 Metropolitan Transportation Planning Services Contract
Supplement Agreement
CAPTIO: Approve a Supplement Agreement to the FY 2013 Metropolitan
Transportation Planning Services contract between Augusta,
Georgia and the Georgia Department of Transportation
BACKGROUD : The Planning and Development Department provides
transportation planning services for the Augusta Regional Transportation Study (ARTS)
under a contract with the Georgia Department of Transportation (GDOT). GDOT
administers the metropolitan transportation planning program on behalf of the Federal
Highway Administration (FHWA), which provides the funding for the program.
At the end of each annual contract, a portion of the unspent grant funds roll over and are
available for programming in the following year. The expenditure of such funds is subject
to the execution of a supplemental agreement to the original contract.
AALYSIS: GDOT notified the department that rollover funds are available for
programming on eligible transportation planning projects. The proposed supplemental
agreement increases the department’s budget by $100,000, with 80% of the funds coming
from FHWA and the remaining 20% being a local match. The funds will be used to pay
for transportation studies outlined in the ARTS Unified Planning Work Program.
FIACIAL IMPACT: The supplemental agreement stipulates that the Georgia
Department of Transportation will reimburse the city for eighty percent (80%) of the
eligible costs incurred. The twenty percent (20%) local match is already included in the
Planning and Development Department budget.
ALTERATIVES: Approve or Deny
RECOMMEDATIO: Approve the Supplement Agreement to the FY 2013
Metropolitan Transportation Planning Services contract between Augusta, Georgia and
the Georgia Department of Transportation.
REQUESTED AGEDA DATE:
Attachment number 1 \nPage 1 of 2
Item # 3
FUDS AVAILABLE I THE
FOLLOWIG ACCOUTS:
220016309 / 131210258
Attachment number 1 \nPage 2 of 2
Item # 3
Finance Committee Meeting
4/22/2013 12:55 PM
Kevin Buchanan
Department:Clerk of Commission
Caption:Consider a request from Kevin Buchanan for a refund for an
overpayment on land taxes for property at 970 Horseshoe Road.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 4
Attachment number 1 \nPage 1 of 3
Item # 4
Attachment number 1 \nPage 2 of 3
Item # 4
Attachment number 1 \nPage 3 of 3
Item # 4
Finance Committee Meeting
4/22/2013 12:55 PM
Lease with Department of the Navy
Department:Clerk of Commission
Caption:Motion to approve the renewal of the lease with the Department of
the Navy for the Naval and Marine Corps Reserve Center for the
period July 1, 2013 through June 30, 2014.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 5
Attachment number 1 \nPage 1 of 1
Item # 5
Finance Committee Meeting
4/22/2013 12:55 PM
Lektriever Relocation Request
Department:Civil and Magistrate Court
Caption:Approve a request from the Civil and Magistrate Court to adopt a
lektriever from Superior Court. This lektriever was offered to
Civil and Magistrate Court by Superior Court's Senior Operations
Manager Teresa Riddle who stated the lektriever was not being
used by Superior Court and was currently stored off site at 401
Walton Way.
Background:Civil and Magistrate Court clerks are having to maintain case files
in boxes. There are rows of boxes stacked three high sitting on
the floor of our office. These files cannot be sent to record
retention because we need access to these files on a daily basis.
The clerks must lift and move boxes numerous times during the
day to locate case files and to file additional paperwork. We need
to get these files off the floor and into a lektriever.
Analysis:The cost of a new lektriever is $32,209.50, the cost of a used one
is $12,000.00 and the cost to move the one from 401 Walton Way
is $4,800.00.
Financial Impact:Modern Business Systems will disassemble the lektriever from the
off site location and reassemble in the office of Civil and
Magistrate Court for a cost of $4,800.00. This lektriever was
purchased in 1996 and the maintenance fee is $640.00 per year.
Alternatives:Purchase a new lektriever for $32,209.50 or a used one for
$12,000.00.
Recommendation:It is my recommendation based on the cost of a new and used
lektriever to adopt the one from Superior Court. This lektriever is
sitting in storage with the maintenance fee being paid every year
for equipment not being used.
Funds are Available
in the Following Requesting the $4,800.00 cost to have this lektriever relocated
come from the General Contingency Fund. Cover Memo
Item # 6
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 6
From: Debbie Looney [mailto:dlooney.mbsaugusta@mbsaugusta.com]
Sent: Monday, March 18, 2013 1:58 PM
To: Vickie Hester
Cc: Dianne Tant
Subject: RE: Lektrievers
For a new “Hanel” machine the cost is $32,209.28 each.
For a “used” machine the cost if $12,000.00 each.
Please let me know if you need further information.
Thanks.
Debbie
From: Vickie Hester [mailto:vhester@augustaga.gov]
Sent: Friday, March 15, 2013 11:21 AM
To: Debbie Looney
Subject: RE: Lektrievers
I just need an estimate for two (2) new and two (2) used Lektrievers. When I do my
Agenda Item form to request the money to have the two (2) relocated, I need to
show how much more cost efficient it would be to relocate the two than to
purchase two (2) new or used ones.
Thanks,
Vickie
From: Debbie Looney [mailto:dlooney.mbsaugusta@mbsaugusta.com]
Sent: Friday, March 15, 2013 11:12 AM
To: Vickie Hester
Cc: Dianne Tant; Bill Pitts
Subject: FW: Lektrievers
Vickie,
I got your message wanting to know if we had any “used machines” the same size as what is in the
basement at the law center (attached proposal for a labor move). I have copied Dianne and Bill on this
response. This requires their expertise to answer. We will get back with you early new week.
Thank you for contacting us and have a good weekend.
Debbie
DEBBIE LOONEY
MODERN BUSINESS
Sales Assistant and Installation Coordinator
1445 Greene Street
Augusta, GA 30901
P 706.724.8700
M 803-640-9199
F 706.724.4654
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Item # 6
Attachment number 1 \nPage 2 of 2
Item # 6
Attachment number 2 \nPage 1 of 1
Item # 6
Finance Committee Meeting
4/22/2013 12:55 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Finance Committee held on
March 25, 2013.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 7
Attachment number 1 \nPage 1 of 2
Item # 7
Attachment number 1 \nPage 2 of 2
Item # 7