HomeMy WebLinkAbout2015-02-23-Meeting Mintues
Administrative Services Committee Meeting Commission Chamber - 2/23/2015
ATTENDANCE:
Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman;
Lockett and Davis, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
ADMINISTRATIVE SERVICES
1. Motion to require Commission approval for all out of state Commission
travel and provide the following information: (A) name of conference (B)
number of days of attendance (C) location and (D) brief summary on benefit
(s) of attendance. (Requested by Mayor Pro Tem Grady Smith) (Referred
from February 17 Commission meeting)
Item
Action:
Disapproved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve for
both the Mayor and the
Commission. Mr.
Lockett and Mr. D.
Williams vote No.
Motion Ties 2-2.
Commissioner
Mary Davis
Commissioner
Marion
Williams
Ties
2. Approve an update Augusta, Georgia's DBE Program Goal Methology for 2015
- 2017.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information.
Motion Passes 4-0.
Commissioner
William Lockett
Commissioner
Mary Davis Passes
3. Receive report from staff regarding the delivery of committee agenda books to
the Commission on the Wednesday preceding the Monday Committee Meetings.
(Requested by Commissioner Wayne Guilfoyle) (Referred from February 9
Administrative Services Committee)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve moving
the committee meetings
dates from Monday to
Tuesday on a trial basis
leaving in effect all
deadlines for submittal of
agenda items.
Motion Passes 4-0.
Commissioner
William
Lockett
Commissioner
Dennis
Williams
Passes
4. Motion to approve the minutes of the Administrative Services Committee held
on February 9, 2015.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 4-
0.
Commissioner
Mary Davis
Commissioner
William Lockett Passes
5. Approve Excess Worker’s Compensation Insurance with Safety National with
Statutory limits and an $1,000,000.00 Self Insured Retention (SIR - otherwise
known as the deductible) to cover all positions for a premium of $275,551.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 4-
0.
Commissioner
Mary Davis
Commissioner
William Lockett Passes
6. Discuss (and receive as information) amending the 2014 Action Plan to Re-
program $280,000.00, and the Revision to the Scope of Work in Community
Item
Action:
www.augustaga.gov
Development Block Grant (CDBG) funds.
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information.
Motion Passes 4-0.
Commissioner
Dennis Williams
Commissioner
William Lockett Passes
Administrative Services Committee Meeting
2/23/2015 1:05 PM
Attendance 2/23/15
Department:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2015 1:05 PM
Commission Travel
Department:Clerk of Commission
Caption:Motion to require Commission approval for all out of state
Commission travel and provide the following information: (A)
name of conference (B) number of days of attendance (C) location
and (D) brief summary on benefit(s) of attendance. (Requested by
Mayor Pro Tem Grady Smith) (Referred from February 17
Commission meeting)
Background:The budget is very tight this year and out of state travel by
Commissioners should only be done with the approval of the
Commission.
Analysis:Requiring Commission approval for out of state travel will not
only help to reduce travel expenses, but will also help to ensure
adequate (but not excessive) Commission representation at
appropriate out of state events.
Financial Impact:Reduced travel expenses for 2015 budget.
Alternatives:Make no changes at this time.
Recommendation:Approve.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2015 1:05 PM
DBE Goal Methology Update
Department:Disadvantaged Business Enterprise Department
Caption:Approve an update Augusta, Georgia's DBE Program Goal
Methology for 2015 - 2017.
Background:The DBE Department submitted Augusta, Georgia's
Disadvantaged Enterprise Program goal methodology on
8/14/2014 for 2015-2017. Attached is the approval letter from
FTA dated 8/29/2014.
Analysis:None
Financial Impact:None
Alternatives:None
Recommendation:Approve the motion to Amend
Funds are Available
in the Following
Accounts:
None
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
2/23/2015 1:05 PM
Delivery of Committee Agenda Books
Department:
Caption:Receive report from staff regarding the delivery of committee
agenda books to the Commission on the Wednesday preceding the
Monday Committee Meetings. (Requested by Commissioner
Wayne Guilfoyle) (Referred from February 9 Administrative
Services Committee)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2015 1:05 PM
Minutes
Department:Clerk of Commission
Caption:Motion to approve the minutes of the Administrative Services
Committee held on February 9, 2015.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2015 1:05 PM
Renewal Excess Workers' Compensation Insurance
Department:HR
Caption:Approve Excess Worker’s Compensation Insurance with Safety
National with Statutory limits and an $1,000,000.00 Self Insured
Retention (SIR - otherwise known as the deductible) to cover all
positions for a premium of $275,551.
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 (GAS), our
Workers’ Compensation Third Party Administrator, was requested
to obtain quotes from A or A+ companies. Georgia Administrative
Services received the following quotes: 1). Safety National
Casualty Corporation a). Statutory Limit with $1,000,000 SIR to
cover all postions for a deposit premium of $275,5512). New
York Marine and General Insurance a). Statutory limit with
$1,000,000 SIR to cover all positions for a minimum premium of
$285,000
Analysis:
Financial Impact:Augusta will assume all financial responsibility up to the SIR limit
of $1,000,000 for all positions per occurrernce.
Alternatives:Drop coverage accepting full exposure/cost for any catastrophic
job related injury.
Recommendation:Approve coverage with Safety National Casualty with SIR of
$1,000,000 for all positions with Statutory Limit for a deposit
premium of $275,551.
Funds are Available
in the Following
Accounts:
621-015233 $264,480 fund 621 trf from other accounts $11,071
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
REPROGRAMMING OF CDBG FUNDS
Amend 2014 Action Plan
February 23, 2014
CDBG FUNDS - $280,000.00
FROM
Amount
(-)
TO
Amount
(+)
Uncommitted –HCD- FY2014 $180,000 EOA – Sibley Street -
Permanent Housing Program
180,000.00
FY2014 HCD – Uncommitted $100,000 HCD Housing Rehabilitation
Program
100,000.00
TOTAL $280,000.00 TOTAL $280,000.00
Administrative Services Committee Meeting
2/23/2015 1:05 PM
Reprogramming Community Development Block Grant Funds
Department:Housing and Community Development
Caption:Discuss (and receive as information) amending the 2014 Action
Plan to Re-program $280,000.00, and the Revision to the Scope of
Work in Community Development Block Grant (CDBG) funds.
Background:Because certain funds were being forfeited and certain projects
have unused funds, it has become necessary to reprogram these
funds to facilitate their expenditure. We are proposing that funds
be reprogrammed FROM the following projects: 1. 2014 CDBG
Uncommitted Funds - $280,000.00 Justification: Certain
projects/agencies forfeited funding and we need to reprogram to
viable projects that will expend funding in a timelier
manner. Staff is proposing the funds be reprogrammed To the
following projects: For CDBG: 1. CSRA EOA (Housing &
Family Development) - $180,000.00. Funds are being transferred
to support the Sibley Street Permanent Housing Program to
complete the project. The Augusta Housing and Community
Development Department- AHCDD (c/o Augusta Richmond
County Commission) via the Community Development Block
Grant Program, proposes to provide the Economic Opportunity
Authority (EOA) of the CSRA funding to complete the Sibley
Street Project. This is a partnership project with the Georgia
Department of Community Affairs (DCA) to assist the least of
those in our community by increasing the Permanent Supportive
Housing stock in Augusta, GA via its Neighborhood Stabilization
Program funds. 2. Housing and Community Development
Department (Housing Rehabilitation) - $100,000.00. Funds are
being transferred to support additional Housing Rehabilitation
Projects. Originally, the 2014 budget allowed for twenty-eight
(28) houses to receive rehabilitation. These additional funds will
allow approximately three (3) more houses to be rehabbed.
According to the City’s Citizen Participation Policy, this increase
in allocation constitutes a substantial change to the Action Plans.
Therefore, the revisions must be presented to the public for a 30-
day comment period. If comments are received, they will be
presented to the Commission for consideration. We are
requesting authorization to proceed with the publication of a
public notice in the newspapers to solicit comments on the
changes. The Public Notice will be published in the Augusta
Chronicle February 24, 2015 and the Metro Courier February
26,2015. The deadline for comments will be March 25, 2015. Any
comments received will be presented to Commission on April 7,
2015.
Analysis:The additional funds will allow the department to fund and
proceed with more projects.
Financial Impact:More funds available for projects.
Alternatives:Not funding the proposed activities.
Recommendation:Accept the Housing and Community Department (HCD)
recommendations for use of the additional funds and grant HCD
authorization to proceed with the publication of a Public Notice
soliciting citizen comments on the proposed changes to the 2014
Action Plan. On April 7, 2015, any comments received will be
presented to Commission for consideration.
Funds are Available
in the Following
Accounts:
2014 CDBG Uncommitted Funds - $280,000.00
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission