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Home My WebLink About2015-09-08-Meeting Mintues Administrative Services Committee Meeting Commission Chamber - 9/8/2015 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. ADMINISTRATIVE SERVICES 1. Authorize submission of 2015 Consolidated Application, Exhibits and supporting documentation for the Continuum of Care Application to HUD. 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 Dennis Williams Passes 2. Propose amending the 2009, 2013 and 2014 Action Plans to re-program $436,692.59 and to revise the scope of work in Community Development Block Grant (CDBG) funds. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve with the correction of the amount to read $391,692.59. Motion Passes 4-0. Commissioner William Lockett Commissioner Dennis Williams Passes 3. Presentation by Ms. Kathy E. Miller regarding problems with Housing & Community Development finishing repairs to her house. Item Action: Approved www.augustaga.gov 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 Mary Davis Commissioner Dennis Williams Passes 4. Motion to approve the minutes of the Administrative Services Committee held on August 25, 2015. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner William Lockett Commissioner Mary Davis Passes 5. Discuss the procedure for adding items to the agendas. (Requested by Commissioner M. Williams) 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 Mary Davis Commissioner William Lockett Passes Administrative Services Committee Meeting 9/8/2015 1:10 PM Attendance 9/8/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 9/8/2015 1:10 PM 2015 Continuum Of Care Application Department:Housing and Community Development Caption:Authorize submission of 2015 Consolidated Application, Exhibits and supporting documentation for the Continuum of Care Application to HUD. Background:Each year, Augusta Housing & Community Development Department applies to HUD through an annual Notice of Funding Availability (NOFA) for the Continuum of Care Programs (this is a competitive application process). These funds are used to support the Homeless Information Management System (HMIS), for administrative services, supplies and provide case management to our partnering agencies. This gramt revews each year at the same time and amount, October 1st to September 30th (HMIS Program - $184,475). There for five (5) additional programs funded as a part of the Augusta, Georgia Continuum of Care (please see attached). New project applications are anticipated for submission this year. Analysis:Approval will allow the City of Augusta to continue providing comprehensive services to the homeless population of Augusta- Richmond County. Financial Impact:These are additional funds received from HUD through a competitive application process to the City of Augusta for continued operation of the Homeless Information Management System (HMIS) and services. Currently, there are five (5) additional projects funded throough this application: 1 for services, 2 for Transitional Housing, and 2 for Permanent Supportive Housing Programs. Alternatives:None recommended. Recommendation:Approve submission of the CoC Application to HUD, and grant the Mayor the authority to execute all forms associated with the application, which includes Submission of the Follow-up Technical Submission Application, New and Renewal Grant Agreements and Annual Progress Reports (APR). Funds are Available in the Following Accounts: Not Applicable. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 9/8/2015 1:10 PM Amending the 2009, 2013 and 2014 Action Plans Department:Housing and Community Development Caption:Propose amending the 2009, 2013 and 2014 Action Plans to re- program $436,692.59 and to revise the scope of work in Community Development Block Grant (CDBG) funds. Background:Because certain funds were being forfeited and certain project 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. 2009 CDBG Facade Project Delivery Funds - $15,734.96 2. 2013 CDBG Facade CBD Uncommitted Funds - $142,979.53 3. 2013 CDBG Facade CCRD Uncommitted Funds - $46,825.10 4. 2013 ARC Rec & Parks Dept. May Park Splash Pad - $46,153.00 5. 2014 CDBG Uncommitted Funds - $140,000.00 Total amount being reprogrammed - $391,692.59 Justification: Certain projects were stalled along with some agencies forfeiting their funding therefore, the department need to reprogram funding 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. Housing and Community Development Department (Housing Rehabilitation) - $205,539.59 Funds are being transferred to support additional Housing Rehabilitation Projects. Originally, the 2015 budget allowed for twenty-eight (28) houses to receive rehabilitation. These additional funds will allow approximately six (6) more houses to be rehabbed. 2. Augusta Parks, Recreation & Facilities Department - $46,153.00 Funds are being transferred to support the purchase of one food delivery vehicle for the Meals on Wheels Program. The vehicle will serve as a safe, clean and sanitary means of delivering hot meals to senior citizens, persons with disabilities and other low/moderate income homebound persons. 3. Association Latina Services Del CSRA - $140,000.00 Funds are being provided to assist with the construction of a Medical Center to provide medical assistance and services to primarily a Hispanic population and the indigent to improve long term health care for low to moderate income persons and families. 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, September 9, 2015 and the Metro Courier, September 10, 2015. The deadline for comments will be October 8, 2015. Any comments received will be presented to Commission on October 20, 2015. Analysis:The additional funds will allow the department to fund and proceed with more projects. Financial Impact:More funds available for projects Alternatives:None Recommendation:Accept the Housing and Community Development Department's recommendations for use of the reprogrammed funds and grant AHCD authorization to proceed with the publication of a Public Notice soliciting citizen comments on the proposed changes to the 2009, 2013 and 2014 Action Plans. On October 20, 2015, any comments received will be presented to Commission for considerations. Funds are Available in the Following Accounts: Community Development Block Grant (CDBG) REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 9/8/2015 1:10 PM Kathy E. Miller Department:Clerk of Commission Caption:Presentation by Ms. Kathy E. Miller regarding problems with Housing & Community Development finishing repairs to her house. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 9/8/2015 1:10 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Administrative Services Committee held on August 25, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 9/8/2015 1:10 PM Procedure to add items to the agendas Department:Clerk of Commission Caption:Discuss the procedure for adding items to the agendas. (Requested by Commissioner M. Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: