HomeMy WebLinkAbout2016-02-23-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 2/23/2016
ATTENDANCE:
Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman;
Lockett, member.
Absent: Hons. Hardie Davis, Jr., Chairman; Davis, member.
ADMINISTRATIVE SERVICES
1. Motion to amend PPPM to eliminate severance pay for anyone resigning or
retiring. (Requested by Commissioner Frantom)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
appointing a sub-
committee to review the
Personnel Policy and
Procedures Manual and
bring back any
recommendations to the
Commission.
Motion Passes 3-0.
Commissioner
Dennis
Williams
Commissioner
William
Lockett
Passes
2. Motion to agree to Debar Gadson Construction in accordance with the
Procurement Code. On January 22, 2016, the Procurement Director provided
notification to Gadson Construction of Debarment for six (6) months. Gadson
Construction filed a timely appeal to the Procurement Department. Notification
of Hearing before the Administrative Services Committee has been
provided. (See Exhibits: 1, 2 & 3)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
the debarrment.
Motion Passes 3-0.
Commissioner
William Lockett
Commissioner
Dennis Williams Passes
3. Motion to approve the minutes of the Administrative Services Committee held
on February 9, 2016.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-
0.
Commissioner
William Lockett
Commissioner
Dennis Williams Passes
4. Update of PPPM. (Requested by Commissioner Lockett) Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
appointing a sub-
committee to review the
Personnel Policy and
Procedures Manual and
bring back any
recommendations to the
Commission.
Commissioner
Dennis
Williams
Commissioner
William
Lockett
Passes
5. Report from Administration regarding the status of the unauthorized raises given
to employees in the Environmental Services Department relative to the
Demolition Program. (Requested by Commissioner Marion 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 3-0.
Commissioner
William Lockett
Commissioner
Dennis Williams Passes
www.augustaga.gov
6. Approve Excess Worker’s Compensation Insurance with Safety National -
Incumbent with Statutory limits and an $1,000,000 Self Insured Retention (SIR -
otherwise known as the deductible) to cover all positions for a premium of
$248,999.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes 3-
0.
Commissioner
William Lockett
Commissioner
Dennis Williams Passes
7. Discuss the rules to add and delete items to the agenda. (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 3-0.
Commissioner
Dennis Williams
Commissioner
William Lockett Passes
8. Provide information that will reflect any relationship (legal/formal/informal)
between Augusta and any unions, including the International Association of Fire
Fighters Local 3357. (Requested by Commissioner Lockett)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve tasking
the Administrator with
determining whether this
union is a certified union
and to bring in any bylaws
or minutes that they have.
Motion Passes 3-0.
Commissioner
William
Lockett
Commissioner
Dennis
Williams
Passes
Administrative Services Committee Meeting
2/23/2016 1:15 PM
Attendance 2/23/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2016 1:15 PM
Amendment to PPPM
Department:
Presenter:
Caption:Motion to amend PPPM to eliminate severance pay for anyone
resigning or retiring. (Requested by Commissioner Frantom)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2016 1:15 PM
Debarment of Gadson Construction
Department:Procurement
Presenter:Geri A. Sams
Caption:Motion to agree to Debar Gadson Construction in accordance with
the Procurement Code. On January 22, 2016, the Procurement
Director provided notification to Gadson Construction of
Debarment for six (6) months. Gadson Construction filed a timely
appeal to the Procurement Department. Notification of Hearing
before the Administrative Services Committee has been
provided. (See Exhibits: 1, 2 & 3)
Background:On June 2, 2015, the Augusta Commission approved and funded
the Unsafe Building Demolition Program (Bid Number 15-700) to
be managed by the Environmental Services Department. The
Program began on July 30, 2015. A temporary cancellation notice
was issued on November 12, 2015. (See Exhibits: 4 & 5) In an
effort to get the information out in the community, a Press Release
was issued by the Procurement Department advertising the
upcoming projects which included the date/time/location of an
informational meeting. In addition, a vendor data base of potential
companies was created. Representatives of the Procurement,
Environmental Services and Planning & Development (License &
Inspection) Departments provided information to approximately
16 companies in attendance as it relates to Augusta’s guidelines,
specifications, payments, etc. Training was provided to James
Gadson (Gadson Construction). (See Exhibits: 6 & 7)
Specifications were provided for each property location which
identified but was not limited to the property address, an Asbestos
Assessment Survey as required by the Environmental Protection
Administration (EPA), license requirements, dump fee
instructions, etc. In addition, specifications stated each successful
bidder was responsible for the abatement of all asbestos materials,
paying the project fee; properly notifying Environmental
Protection Division of the State of Georgia of the demolition
activities and complying with OSHA laws regarding asbestos
materials removal and disposal. EPD laws require the successful
contractor to be certified in the State of Georgia. A total of three
(3) Green Cards were issued for Dump Fees for each Unsafe
Building Demolition Program. (See Exhibits: 8 & 9) In October
2015, the Environmental Services Department conducted a review
of their files and requested information from awarded vendors. It
was requested that Gadson Construction provide a copy of their
Georgia Issued Asbestos Abatement License. As of this Agenda
Item, Gadson Construction has NOT provided the requested
license information. After discussions with Augusta License and
Inspections and the State of Georgia, it was determined the
company is not licensed for Asbestos removal in Georgia. The
company that Gadson Construction listed as the Asbestos
Abatement Contractor stated they have not performed any work in
Augusta nor have they given permission to Gadson Construction
to use their license. . (See Exhibit: 10, 11 & 12) Gadson
Construction was awarded a total of 10 projects under the Unsafe
Building Demolition Program. The company is owned and
operated by Mr. James Gadson, 1611 Ramsey Street, Augusta,
GA 30901. Copies of Bid Specifications stating Augusta will be
responsible for tipping fees ONLY for these projects and a copy of
Bid Process and Procedures for vendors on back of Purchase
Orders states the same. (See Exhibits: 14) In December 2015, the
Planning and Development Department bided demolition projects
(Bid Number 15-500) which were not under the Unsafe Building
Demolition Program. Specifications were issued although the
format appeared to be the same, the property locations,
requirement of dump fees and invoice submittal, etc. was
different. Gadson Construction was awarded two (2) projects. (See
Exhibits: 15) After several calls to the Procurement Department
regarding performance, dump fees, invoices, non-payment of
subcontractors, etc., a meeting was scheduled with Mr. James
Gadson, owner, Gadson Construction for Thursday, January 7,
2016 at 3:00 p.m. in the Procurement Department to discuss
Augusta’s concerns regarding the company’s
performance. Although Mr. Gadson confirmed the meetings time
and date, he did not show up. He later called the office stating he
was held up from attending the meeting because of a problem on
the job site. Several attempts were made to reschedule but Mr.
Gadson stated he was working on a job in Charlotte, NC and was
not scheduled to return to Augusta until Wednesday of the
following week. The next week, Tuesday, January 12, 2016, Mr.
Gadson appeared before the Administrative Services Committee
and stated concerns regarding payments, the process of payments,
etc. Administrative Services Committee recommended Mr.
Gadson meet with the Procurement Department. On Thursday,
January 14, 2016 at 3:00 p.m., the Procurement Department met
with Mr. Gadson to discuss his concerns as it relates to the
Administrative Services Committee Meeting and the following:
1. Outstanding payment of $1,256.89 owed to Augusta,
Georgia for Dump Fees; 2. Resolve outstanding
payment issues with the companies sub-contractor(s); and
3. Failure to meet Georgia licensing requirements for
Asbestos Abatement. On January 22, 2016, the Procurement
Department sent a letter to Mr. Gadson informing him that
Gadson Construction was debarred for six (6) months beginning
on January 25, 2016 and will end on July 25, 2016. Mr. Gadson
filed a timely appeal. Subsequent to the information presented to
the Procurement Department in the January 14, 2016 meeting,
conversations with other Augusta Departments and the State of
Georgia; Mr. Gadson’s request for reconsideration was
denied. Grounds continue to support the debarment as stated in the
correspondence dated January 22, 2016 to debar Gadson
Construction for six (6) month’s for violation of contract
provisions includes but is not limited to the following:
1. Failure to perform in accordance with the terms of
one or more contracts; 2. Submission to Augusta,
Georgia a claim for additional compensation that is without merit;
3. Outstanding payment of $1,256.89 to Augusta,
Georgia for Dump Fees; and As required by the
Augusta Procurement Code Article 9 Appeals, Protests and
Remedies, Sec. 1-10-87. - Notice of hearing . If a timely appeal is
filed by the protestor, the Procurement Director shall place the
protest on the agenda of the Administrative Services
Committee. . A copy of Gadson Construction Augusta Business
License is attached. (Exhibit 16) NOTE: A copy of this
information was mailed to Gadson Construction.
Analysis:
Financial Impact:Undetermined at this time.
Alternatives:1. Do not debar Gadson Construction; or 2. Extend the debarment
period for up to 5 years at the discretion of the Commission.
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
2/23/2016 1:15 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on February 9, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2016 1:15 PM
PPPM Update
Department:Clerk of Commission
Presenter:
Caption:Update of PPPM. (Requested by Commissioner Lockett)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2016 1:15 PM
Raises Enviornmental Services Department
Department:
Presenter:
Caption:Report from Administration regarding the status of the
unauthorized raises given to employees in the Environmental
Services Department relative to the Demolition
Program. (Requested by Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
WORKERS' COMPENSATION EXCESS COVERAGE AND QUOTE SUMMARY
CURRENT WORKERS' COMPENSATION
EXCESS INSURANCE COVERAGE
WORKERS' COMPENSATON
EXCESS INSURANCE QUOTE
WORKERS' COMPENSATON EXCESS INSURANCE
QUOTE
WORKERS' COMPENSATON EXCESS INSURANCE
QUOTE
03/01/2015-03/01/2016 03/01/2016-03/01/2017 03/01/2016-03/01/2017 03/01/2016-03/01/2017
INCUMBENT OPTION 1 OPTION 2
CARRIER SAFETY NATIONAL SAFETY NATIONAL XL Insurance ACE/Chubb
SPECIFIC LIMITS STATUTORY STATUTORY STATUTORY STATUTORY
EMPLOYER'S LIABILITY $1,000,000 $1,000,000 $1,000,000 $1,000,000
SELF INSURED RETENTION (SIR)$1,000,000 $1,000,000 $1,000,000 $1,000,000
RATE 0.2675 0.2739 0.3795 0.4180
INCREASE/DECREASE -9.6%25.2%37.9%
DEPOSIT PREMIUM $275,551 $248,999 $345,000 $380,000
MINIMUM PREMIUM $247,996 $224,099
Comments:SIR remains $1,000,000
Rate: .2739 per $100 of payroll
($90,908,862 estimated)
Deposit Premium: $248,999 -
decrease of $26,552
SIR remains $1,000,000
Rate: .3795 per $100 of payroll ($90,908,862
estimated)
Deposit Premium: $345,000 - increase of $69,449
Deposit Premium: $96,001 higher than Safety
National - Incumbent
SIR remains $1,000,000
Rate: .4180 per $100 of payroll ($90,908,862
estimated)
Deposit Premium: $380,000 - increase of
$104,449
Deposit Premium: $131,001 higher than Safety
National - Incumbent
Recommendation:
Augusta's history for selecting a carrier has been based on price and most reasonable
Self Insured Retention (SIR) - deductible.
There is not an increase in employer’s liability for the 2016-2017 SIR.
The best carrier is the incumbent, Safety National Casualty Corporation, which has the
lowest premium rate of .2739 per $100 of payroll ($90,908,862 estimated) with a
decreased deposit premium of $248,999 ($26,552 lower than 2015-2016).
WORKERS' COMPENSATION EXCESS COVERAGE AND QUOTE SUMMARY
Recommendation: Augusta's history for selecting a carrier has been based on price and most reasonable Self Insured Retention (SIR) - deductible. There is not an increase in employer’s liability for the 2016-2017 SIR. The best carrier is the incumbent, Safety National Casualty Corporation, which has the
lowest premium rate of .2739 per $100 of payroll ($90,908,862 estimated) with a
decreased deposit premium of $248,999 ($26,552 lower than 2015-2016).
AGENDA ITEM ________
EDITION: ________
DATE: February 23, 2016
RE: Renewal Excess Workers' Compensation Insurance
____________________________________________________________________
CAPTION: Approve Excess Worker’s Compensation Insurance with Safety National - Incumbent with
Statutory limits and an $1,000,000 Self Insured Retention (SIR - otherwise known as the
deductible) to cover all positions for a premium of $ 248,999.
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, Corvel, our Workers’ Compensation Third
Party Administrator, was requested to obtain quotes from A or A+ companies.
Corvel received the following quotes:
1. Safety National Casualty Corporation - Incumbent
a.
Statutory Limit with $1,000,000 SIR to cover all positions for a deposit premium of
$248,999
2. XL Insurance
a.
Statutory Limit with $1,000,000 SIR to cover all positions for a deposit
premium of $345,000
3. ACE/Chubb
a.
Statutory Limit with $1,000,000 SIR to cover all positions for a deposit
premium of $380,000
FINANCIAL IMPACT:
Augusta would assume all financial responsibility up to the SIR limit of $1,000,000 for all positions per
occurrence.
ALTERNATIVE:
Drop coverage accepting full exposure/cost for any catastrophic job related injury.
RECOMMENDATION:
Approve coverage with Safety National Casualty - Incumbent with SIR of $1,000,000 for all positions
with Statutory Limit for a deposit premium of $248,999. The renewal option is $26,552 lower than the
previous year’s deposit premium of $275,551.
REQUESTED AGENDA DATE: _________________
FUNDS AVAILABLE IN
THE FOLLOWING ACCOUNTS:
FINANCE:___________________________________ 621 01 5233 55.21110 WC/Risk Management
ADMINISTRATOR:____________________________
Administrative Services Committee Meeting
2/23/2016 1:15 PM
Renewal Excess Workers' Compensation Insurance
Department:Human Resources
Presenter:Michelle A. Elam - Interim HR Director
Caption:Approve Excess Worker’s Compensation Insurance with Safety
National - Incumbent with Statutory limits and an $1,000,000 Self
Insured Retention (SIR - otherwise known as the deductible) to
cover all positions for a premium of $248,999.
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, Corvel, our Workers’ Compensation Third Party
Administrator, was requested to obtain quotes from A or A+
companies. Corvel received the following quotes: 1. Safety
National Casualty Corporation - Incumbent a. Statutory Limit
with $1,000,000 SIR to cover all positions for a deposit premium
of $248,999 2. XL Insurance a. Statutory Limit with
$1,000,000 SIR to cover all positions for a deposit premium of
$345,000 3. ACE/Chubb a. Statutory Limit with $1,000,000
SIR to cover all positions for a deposit premium of $380,000
Analysis:
Financial Impact:Augusta would assume all financial responsibility up to the SIR
limit of $1,000,000 for all positions per occurrence.
Alternatives:Drop coverage accepting full exposure/cost for any catastrophic
job related injury.
Recommendation:• Approve coverage with Safety National Casualty - Incumbent
with SIR of $1,000,000 for all positions with Statutory Limit for a
deposit premium of $248,999. The renewal option is $26,552
lower than the previous year’s deposit premium of $275,551.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
2/23/2016 1:15 PM
Rules for Adding and Deleting Items
Department:Clerk of Commission
Presenter:
Caption:Discuss the rules to add and delete items to the agenda.
(Requested by Commissioner M. Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
2/23/2016 1:15 PM
Unions
Department:Clerk of Commission
Presenter:
Caption:Provide information that will reflect any relationship
(legal/formal/informal) between Augusta and any unions,
including the International Association of Fire Fighters Local
3357. (Requested by Commissioner Lockett)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY: