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HomeMy WebLinkAbout2016-01-12-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 1/12/2016 ATTENDANCE: Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Consider the following proposal for the enhanced operations of the commission and committee meetings: a.) Consider the will of the body to support a Microphone Management System for the Commission Chambers. b.) This system must allow all members to see the current state of members desiring to speak or otherwise be engaged. (Example: if I am the second or third person in the queue, I should be able to see that on my personal screen) c.) This system shall not allow a master controller the ability to shut speakers down. d.) We should consider the Clerk's Office as the master console operator. If a consensus is reached this on this item, I request that it be referred back to the Public Safety Committee for further consideration. (Requested by Commissioner Sammie Sias) (Referred from January 5 Commission meeting) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the committee that this item be added to the agenda. 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 Marion Williams Passes 2. Discuss demolition contracts. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the committee that this item be added to the agenda. 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. Discuss career ladders for city employees. (Requested by Commissioner Guilfoyle) 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 4. Motion to approve dividing the 2016 Commission's travel and training budget $29,020.00 equally between the ten Commissioners with the following conditions. a.) Each Commissioner's allocation is $2,902.00. b.) Commissioners may elect to share part or all of their allocation with other Commissioners. c.) Any monies requested from another budget requires Commission approval. d.) The Administrator's budget will not be used to support Commission travel and training. (Requested by Commissioner Sammie Sias) (Referred from January 5 Commission meeting) Item Action: Disapproved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve asking the Clerk and the Administrator to review what the Commissioners need regarding travel and training cost requirements and come back with the recommendation. Ms. Davis votes No and Mr. D. Williams abstains. Motion Fails 2-1 -1. Commissioner William Lockett Commissioner Marion Williams Fails 5. Fix and Publish the 2016 Qualifying Fees for Local Offices. 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 6. Motion to approve Housing and Community Development Department’s contract procedure relative to authorization of agreements/contracts/HUD forms for the various federal programs administered by the Department for program/calendar year 2016. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Williams votes No. Motion Passes 3-1. Commissioner Dennis Williams Commissioner William Lockett Passes 7. Motion to approve Housing and Community Development Department’s (AHCDs) use of the same procedure (as 2015) relative to authorization of agreements/contracts for the Laney Walker/Bethlehem Revitalization Project and the Hyde Park Drainage Improvement Project for program/calendar year 2016. Item Action: Approved www.augustaga.gov Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Ms. Davis votes No. Motion Passes 3-1. Commissioner William Lockett Commissioner Dennis Williams Passes 8. Motion to approve the minutes of the Administrative Services Committee held on December 8, 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 9. Approve Resolution in support of using local labor on SPLOST funded projects. Item Action: None Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the committee that this item be deleted from the agenda. Administrative Services Committee Meeting 1/12/2016 1:20 PM Attendance 1/12/16 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2016 1:20 PM Microphone Management System Department: Presenter: Caption:Consider the following proposal for the enhanced operations of the commission and committee meetings: a.) Consider the will of the body to support a Microphone Management System for the Commission Chambers. b.) This system must allow all members to see the current state of members desiring to speak or otherwise be engaged. (Example: if I am the second or third person in the queue, I should be able to see that on my personal screen) c.) This system shall not allow a master controller the ability to shut speakers down. d.) We should consider the Clerk's Office as the master console operator. If a consensus is reached this on this item, I request that it be referred back to the Public Safety Committee for further consideration. (Requested by Commissioner Sammie Sias) (Referred from January 5 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2016 1:20 PM Demolition Contracts Department:Clerk of Commission Presenter: Caption:Discuss demolition contracts. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2016 1:20 PM Career Ladders Department:Clerk of Commission Presenter: Caption:Discuss career ladders for city employees. (Requested by Commissioner Guilfoyle) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2016 1:20 PM Commission Travel Budget Department: Presenter: Caption:Motion to approve dividing the 2016 Commission's travel and training budget $29,020.00 equally between the ten Commissioners with the following conditions. a.) Each Commissioner's allocation is $2,902.00. b.) Commissioners may elect to share part or all of their allocation with other Commissioners. c.) Any monies requested from another budget requires Commission approval. d.) The Administrator's budget will not be used to support Commission travel and training. (Requested by Commissioner Sammie Sias) (Referred from January 5 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 1/12/2016 1:20 PM Fix and Publish the 2016 Qualifying Fees for Local Offices Department:Board of Elections Presenter:Lynn Bailey Caption:Fix and Publish the 2016 Qualifying Fees for Local Offices. Background:O.C.G.A. 21-2-131 requires every governing authority to fix and publish the qualifying fees for the various offices up for election each year not later than February 1st of the year of the election. The fees are computed pursuant to this same code section in conjunction with other specific sections for Probate Court, Sheriff, Clerk of Court, and Tax Commissioner. Analysis:This is required by State law. Financial Impact:$20 for publishing the legal advertisement Alternatives:None Recommendation:The Augusta Commission sets the qualifying fees based on state law and the Board of Elections publishes the advertisement, as required. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 1/12/2016 1:20 PM Housing and Community Development Department’s (AHCDs) Federal Contract/Agreement Procedure for 2016 Department:Housing and Community Development Presenter:Mr. Hawthorne Welcher, Jr.- Director Caption:Motion to approve Housing and Community Development Department’s contract procedure relative to authorization of agreements/contracts/HUD forms for the various federal programs administered by the Department for program/calendar year 2016. Background:Each year the City receives Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnership (HOME), and Housing Opportunities for Persons with AIDS (HOPWA), Neighborhood Stabilization Program (NSP 1 and 3), Supportive Housing Program (SHP), Continuum of Care Program (CoC) funds from the U. S. Department of Housing and Urban Development. These funds are used to fund agencies and projects to assist low to moderate income persons and revitalize low-income neighborhoods. The Augusta Housing and Community Development Department (AHCD) annually solicits proposals from agencies and develops CDBG, ESG, HOME and HOPWA budgets which are incorporated into the City’s Annual Action Plan that is presented to the Augusta Commission for approval. To carry out the projects presented in the Action Plan, HUD requires the City to have agreements with each agency that is to be funded. If a project involves construction, a construction contract and/or professional service contracts may also be required. HUD regulations require grantees to meet a federally mandated spend-down threshold (Timeliness Standard). It is calculated by HUD each year at the end of October. Unfortunately, Congress’ failure to approve a federal budget in a timely manner for its entitlement communities to receive grant agreements early in the year is not an acceptable reason for failing to meet this expenditure requirement. To facilitate the execution of agreements/contracts, we are proposing the following Agreement/Contract Execution Procedure for the Housing and Community Department for Program Year 2016: In our efforts to remain transparent, we request that after all citizen participation processes have been completed and the Consolidated Plan/Action Plan is approved by Commission, the Mayor will be given authorization to execute all necessary grant agreements relative to the approved Consolidated Plan/Annual Action Plan and other federal programs stated above as required by HUD; The Mayor, City Administrator, and Director of AHCD will be given authorization to execute all the necessary agency grant agreements and contracts required to implement the Consolidated Plan/Annual Action Plan as approved by the Commission. All agreements, forms, and/or certifications, unless specified on HUD generated or other federally generated documents which requires only the Mayor’s signature, will require the signatures of all 3 parties. All City of Augusta Procurement Policies will be complied with and acknowledgement given by the appropriate staff of the Procurement Department. Analysis:The current process (for Augusta Housing and Community Development Department) was approved initially by the Augusta Commission in January 2015 (for program/calendar year 2015) and has worked well. Thus, we seek your approval to continue in program/calendar year 2016. Financial Impact:The City receives funding from the US Housing and Urban Development Department on an annual basis. The last grant agreement with HUD granted the City the use of CDBG funds in the amount of $1,689,993.00, HOME Investment Partnership funds in the amount of $673,471.00, Emergency Solutions Grant funds in the amount of $151,819.00, and Housing Opportunities for Persons With HIV/AIDS funds in the amount of $1,072,089.00 Alternatives:Do not approve the process. Conditionally approve the process with a motion for changes to specific components. Recommendation:Approve Procedure (detailed above) for Authorization of Agreements/Contracts for the Housing and Community Development Department for calendar Year 2016. Funds are Available in the Following Accounts: Funds are available in the respective HUD Program Accounts REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 1/12/2016 1:20 PM Laney Walker/Bethlehem Revitalization Project and Hyde Park Drainage Project Contract Procedures for 2016 Department:Housing and Community Development Presenter:Mr. Hawthorne Welcher, Jr.- Director Caption:Motion to approve Housing and Community Development Department’s (AHCDs) use of the same procedure (as 2015) relative to authorization of agreements/contracts for the Laney Walker/Bethlehem Revitalization Project and the Hyde Park Drainage Improvement Project for program/calendar year 2016. Background:Laney Walker/Bethlehem Redevelopment Project Background: In 2008, the Augusta Commission passed legislation supporting community development in Laney Walker/Bethlehem. Included in this legislation was the formation of an Urban Redevelopment Authority which ultimately issued bonds to provide financing for the rehabilitation and redevelopment activities in the Laney Walker/Bethlehem area. Augusta has provided oversight and implemented the urban redevelopment plan, generally referred to as the Laney Walker/Bethlehem Redevelopment Project. Since that time, the Augusta Housing & Community Development Department has developed a master plan and development guidelines for the area, set up a financial incentives program for developers and home buyers, selected a team of development partners to focus on early-phase catalytic construction, and created a marketing strategy to promote the overall effort. The Housing and Community Development Department, in conjunction with the City’s Purchasing Dept., issued a Request for Qualifications (RFQ) for developers, builders, architects, engineers, realtors, and marketing firms (contractor) to support the Laney Walker/Bethlehem Redevelopment Project, and will soon solicit for additional interested vendors. Through the RFQ process over 30 firms responded and eighteen (18) firms were selected, on the basis of qualifications and experience, as procured contractors. A process has been established that allocates work to the procured firms on the basis of issuing Task Orders to one, or more, of the firms based on a combination of their project specific qualifications and cost to provide the requested services. Each Task Order provides a description of the requested services and requires the service provider to respond with a detailed scope of work, time line to provide the requested service, and cost to provide services. In addition to the use of Task Orders to facilitate services required for the Laney Walker/Bethlehem Redevelopment Project, there are some service providers that have been procured through the City’s Purchasing Dept. that may require contract extensions and renewals based on their performance and changing project requirements. The day to day management of the Laney Walker/Bethlehem Redevelopment Project requires that the Housing and Community Development Dept. (AHCD) have the ability to make deliberate, but timely, decisions to keep this project moving. To facilitate the execution of agreements/contracts/task orders with builders, developers, architects, etc. that have been approved through the City’s Purchasing Department, and with acknowledgement by the appropriate staff of the Procurement Dept., we are proposing the following Agreement/Contract/Task Order Execution Procedures be used by the Housing and Community Development Dept. for the calendar year 2016. The Mayor, City Administrator, and the Director of AHCD will be given the authorization to execute all the necessary contracts, agreements, and task orders required to effectively and efficiently manage the Laney Walker/Bethlehem Redevelopment Project within the limits of the budget approved by the URA. All documents will require the signature of all three parties; * AHCD will provide an annual Financial Report of the Laney Walker/Bethlehem Redevelopment Project inclusive of Policy and Procedures, Tax Base Increase Analysis, Laney Walker/Bethlehem Bond Funding Budget and Budget Breakdown, and a Summary of Housing Construction Expenditures to the Commission and the Urban Redevelopment Authority. The annual report will be due no later than 60 days after December 31st of each year. Any interim reports that may be requested and supplied to the URA will also be provided to the Commission. Hyde Park Drainage Improvement Project Background: On October 18, 2011, the Commission approved the transfer of SPLOST III and IV funds to the Hyde Park/Wilkerson Gardens Drainage Improvements Project to fund the design and initial phases of property appraisals, land acquisition, and resident relocations. The Housing and Community Development Department, in conjunction with the City’s Engineering Department, has been charged with delivering original appraisals (and review appraisals) to access the current values of all current properties apart of this project, using certified property appraisals/review appraisals (of each existing Hyde Park property) to offer the current property owners a fair and equitable amount for each property in an effort to reach an agreement on a sales price. Once an agreement has been met, Housing and Community Development will move to, Relocate each displaced homeowner/tenant to a replacement property using the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as a basis. The appraisal process/services will be managed by the staff of the Housing and Community Development Department as well. Additionally, the acquisition process/services will be managed by the staff of the Engineering Department. For these services, the Engineering Department will work with current staff to coordinate and administer acquisition and related activities, within the guidelines of local, state, federal laws and Augusta-Richmond County’s policies and procedures. The day to day management of the Hyde Park Drainage Improvement Project requires that the Housing and Community Development Dept. (AHCD) have the ability to make deliberate, but timely, decisions to keep this project moving. To facilitate the execution of agreements/contracts, we are proposing the following Agreement/Contract Execution Procedures for the Housing and Community Development Dept. for the calendar year 2016: Once a purchase price (using certified property appraisals/review appraisals (of each existing Hyde Park property)) to offer the current property owner a fair and equitable amount has been offered/accepted by the homeowner and each existing homeowner/tenant relocated to a replacement property using the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as a basis: · The Mayor, City Administrator, and the Director of AHCD will be given the authorization to execute all the necessary contracts, and agreements required to effectively and efficiently manage the Hyde Park Drainage Improvement Project. All documents will require the signature of all three parties; *AHCD will provide an annual Financial Report of the Hyde Park Drainage Improvement Project inclusive of Policy and Procedures, Hyde Park Drainage Improvement Project Budget and Budget Breakdown, and a Summary of Service (appraisal, acquisition and relocation) Expenditures to the Commission. The annual report will be due no later than 60 days after December 31st of each year. Analysis:The current processes (for Laney Walker/Bethlehem and Hyde Park) were approved initially by the Augusta Commission in January 2015 (for program/calendar year 2015) and have worked well. Thus, we seek your approval to continue in program/calendar year 2016. Approval of the proposed procedures will facilitate the redevelopment of the Laney Walker/Bethlehem neighborhoods in a timely manner that is responsive to market demands and fully accountable to the City Commission and the Urban Redevelopment Authority. Finally, as it pertains to the Hyde Park Drainage Improvement Project, this approval will facilitate the expenditure of funds in a timely and orderly manner. Financial Impact:Funds are allocated as funding is made available for projects. Alternatives:Approve conditionally, with motion to change some aspect of the process. Recommendation:Approve Procedure for Authorization of Agreements/Contracts/Task Orders for the Laney Walker Revitalization Project, and the Hyde Park Drainage Improvement Project for calendar/program year 2016. Funds are Available in the Following Accounts: Funds being allocated come from each program respective financial account. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 1/12/2016 1:20 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on December 8, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Page 1 of 2 RESOLUTION RESOLUTION IN SUPPORT OF USING LOCAL LABOR ON SPLOST FUNDED PROJECTS WHEREAS, the Augusta, Georgia consolidated government recognizes that there are a significant number of highly qualified local contractors, tradesmen, and construction workers and business owners available to do work on Special Purpose Local Option Sales Tax (SPLOST) projects; and WHEREAS, the Augusta, Georgia Commission desires to maximize the use of local contractors, tradesmen, construction workers and business owners on SPLOST funded projects; and WHEREAS: Augusta, Georgia has long been a city of innovation, ideas and most importantly action and has taken successful proactive steps to increase local participation in City procurements through the City’s local preference procurement policies and Local Small Business Program; and WHEREAS: in 2014, approximately 75% of Augusta, Georgia’s total Purchase Order disbursements ($83,698,747) were issued to local vendors and in 2013 approximately 64% of Augusta, Georgia total Purchase Order disbursements ($41,317,708) were issued to local vendors; and WHEREAS: Augusta is committed to leveraging the ‘multiplier effect’, of money spent locally which has helped give residents improved, vibrant, and sustainable communities; and WHEREAS: Augusta is fortunate to have a wide variety of unique and popular local contractors, tradesmen, and construction workers and business owners that are critical components to a strong local economy and desires to maximize the use of local participation in SPLOST projects; and NOW, THEREFORE, BE IT RESOLVED by the Augusta, Georgia Commission, that the Local Preference provisions and the Local Small Business Program contained in the Augusta, Georgia Code shall be used to the maximum extent for all SPLOST funded projects procured after the effective date of this Resolution. Adopted this ___ day of ___________, 2015. Augusta, Georgia Commission ___________________________ Hardie Davis, Jr. As its Mayor Attest: ______________________________ Lena J. Bonner, Clerk of Commission Seal: Page 2 of 2 CERTIFICATION The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that the foregoing Resolution was duly adopted by the Augusta, Georgia Commission on _________________, 2015 and that such Resolution has not been modified or rescinded as of the date hereof and the undersigned further certifies that attached hereto is a true copy of the Resolution which was approved and adopted in the foregoing meeting(s). ______________________________ Lena J. Bonner, Clerk of Commission Administrative Services Committee Meeting 1/12/2016 1:20 PM Motion to Approve Resolution in Support of Using Local Labor on SPLOST Funded Projects Department:Clerk of Commission Presenter: Caption:Approve Resolution in support of using local labor on SPLOST funded projects. Background:See Attached. Analysis:N/A Financial Impact:N/A Alternatives:N/A Recommendation:Approve. Funds are Available in the Following Accounts: N/A. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission