HomeMy WebLinkAbout2016-06-14-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 6/14/2016
ATTENDANCE:
Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman;
Lockett and Davis, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
ADMINISTRATIVE SERVICES
1. Commission Policy for the Drafting of Ordinances and Code Amendments.
(Referred from May 31 Administrative Services Committee)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
revisions to the policy such
that Item 1 will stay as
outlined, Item 2 with the
revision to remove the
wording "non emergency",
Item 3 to be deleted in its
entirety and Item 4 to
become Item 3 after 3 is
removed.
Motion Passes 4-0.
Commissioner
Mary Davis
Commissioner
Marion
Williams
Passes
2. Discuss getting updated profile information (Talent Bank Questionnaire) on
current consensus appointments by the Augusta Commission. (Requested by
Commissioner Sean Frantom)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Motion to approve making
Approve
the changes to update the
talent bank questionnaires
and to get the attendance
records for the current
consensus appointments.
Motion Passes 4-0.
Commissioner
Mary Davis
Commissioner
Dennis
Williams
Passes
3. Comprehensive update from the appropriate staffers regarding the city's Link
Deposit Program. Report to include but not limited to the date of inception,
copy of approved guidelines, initial and current amount of deposits, name of
banking institutions and number of loans associated with the program, etc.
(Requested by Commissioner Marion Williams) (Referred from May 31
Administrative Services Committee)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information. Mr.
Lockett out.
Motion Passes 3-0.
Commissioner
Dennis Williams
Commissioner
Mary Davis Passes
4. Motion to approve the minutes of the Administrative Services Committee held
on May 31, 2016.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve.
Mr. Lockett out.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
Dennis Williams Passes
5. An Ordinance to amend the Augusta, GA Code Title One Chapter Two Article
One Section 1-2-2 and Section 1-2-13 (Rule of Procedure 1.01) relating to the
time and place for Commission and Committee meetings of the Augusta,
Georgia Board of Commissioners; to repeal all Code Sections and Ordinances
and parts of Code Sections and Ordinances in conflict herewith; to provide an
effective date and for other purposes.
Item
Action:
Approved
Motions
Motion Motion
www.augustaga.gov
Type Motion Text Made By Seconded By Result
Approve
Motion to approve with the
inclusion of a revision that
the second set of committee
meetings in March/June be
cancelled and the items for
that set of committees in
March/June be forwarded
directly to the Commission
meeting to be held on the
last Wednesday or Thursday
in March/June which takes
the place of the first
Commission meeting in
April/July and to waive the
second reading of the
ordinance. Mr. Lockett out.
Motion Passes 3-0.
Commissioner
Mary Davis
Commissioner
Dennis
Williams
Passes
Administrative Services Committee Meeting
6/14/2016 1:05 PM
Attendance 6/14/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
PAGE 1 OF 2
Commission Policy for
the Drafting of Ordinances
and Code Amendments
1. Statement of Policy: Augusta, Georgia is committed to maximizing efficiency with
respect to the time and resources spent by city staff drafting ordinances and code
amendments. Employees of Augusta, Georgia are prohibited from drafting ordinances or
code amendments at the request of members of the Commission, except as provided in this
policy.
2. Process: The process for a member of the Commission to request the drafting of a non-
emergency ordinance or code amendment shall be as follows:
A. Requestor shall place a request on the agenda of one of the committees with an
explanation of the ordinance or code amendment he or she wants approved.
B. The committee shall consider the request and then forward it to the full Commission
with either of the following:
(i) A recommendation to approve; or
(ii) A recommendation to deny; or
(iii) A motion to forward to the Commission with no recommendation; or
(iv) A “no action” vote (but the request will still be forwarded to the full
Commission).
C. If approved by the Commission, the ordinance or code amendment shall be drafted
by staff and brought back to the full Commission in accordance with the directions
and timeline set by the Commission.
3. Emergency Process: In the event that circumstances arise that require an ordinance or
code amendment to be drafted on an emergency basis, the following process shall apply:
A. Requestor shall send a request to the Administrator stating the circumstances that
he or she believes require the ordinance or code amendment to be done on an
emergency basis.
B. Upon the approval of the Administrator, the Administrator shall
(i) Have the appropriate staff to draft the ordinance or code amendment for
Commission approval; and
PAGE 2 OF 2
(ii) Submit the draft to the Law Department for legal review; and
(iii) Present the proposed ordinance or Code amendment to the full Commission
at a Regular or Special Called Commission meeting with an explanation of
the reasons for using the Emergency Process.
4. Comprehensive Zoning Ordinance: This policy shall not apply to the Comprehensive
Zoning Ordinance of Augusta, Georgia, as Section 35 of the Zoning Ordinance covers
zoning amendments.
Adopted this _____ day of__________, 2016 by the Augusta, Georgia Commission.
___________________________
Hardie Davis, Jr.
As its Mayor
Attest:
______________________________
Lena J. Bonner, Clerk of Commission
Seal:
Administrative Services Committee Meeting
6/14/2016 1:05 PM
Commission Policy for the Drafting of Ordinances and Code Amendments
Department:Commission
Presenter:Law Department
Caption:Commission Policy for the Drafting of Ordinances and Code
Amendments. (Referred from May 31 Administrative Services
Committee)
Background:The Commission considered a similar policy on March 15, 2005.
Analysis:See attached
Financial Impact:None
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
AUG USTA-RICH MOND COU NTY
BOARDS, AUTHORITI ES AND COM M ISSIONS
AUTHORITIES
7. Augusta Canal Authority (District appointments)
2. Augusta Housing Authority (Mayora! appointments)
3. Augusta Port Authority (District appointments)
4. ARC Solid Waste Authority (Consensus appointments)
5. Coliseum Authority (Consensus appointments)
6. CSRA EO Authority (Consensus appointments)
7. Downtown Development Authority (Consensus appointments)
8. ARC Land Bank Authority (Consensus appointments)
9. Richmond County Hospital Authority (Consensus appointments)
10. Richmond County lndustrial Development Authority (Consensus appointments)
1L. Augusta Redevelopment Agency of Augusta (Consensus appointments)
12. Unified Development Authority (Consensus Appointment)
BOARDS
1. Animal Control Board (District appointments)
2. ARC Citizen's Small Business Advisory Board (District appointments)
3. ARC Transit Citizens Advisory Board (District appointments)
4. ARC Construction Board (Consensus appointments)
5. ARC Housing & Community Development Citizens Advisory Board (District
appointments)
6. ARC Personnel Board (District appointments)
7. Board of Elections(Consensus appointments)
8. Board of Health (Consensus appointments)
9. Board of Tax Assessors (Consensus appointments)
l-0. Board of Trustees of ARC Public Library (District appointments)
LL, Community Service Board of East Central Georgia(Consensus appointments)
12, Public Facilities Board (District appointments)
13. Department of Family & Children Services (DFCS) Board (Consensus appointments)
14. HB 100 Regional Board - Region 2 Board(Consensus appointments)
13. Riverfront Development Review Board (District appointments)
15. Sheriff's Merit Board (Consensus appointments)
15. Board of Zoning Appeals (District appointments)
coMMtsstoNs
17. Augusta Aviation Commission (Bush Field) (District appointments!
18. Augusta General Aviation Commission (Daniel Fieldl (District appointments!
19. ARC Historic Preservation Commission (District appointments)
20. ARC Planning Commission (District appointments)
21. ARC Tree Commission (District appointments)
22. Augusta Regional Transportation Study - Citizens Advisory Committee
(Consensus Appointments)
Administrative Services Committee Meeting
6/14/2016 1:05 PM
Consensus appointments
Department:
Presenter:
Caption:Discuss getting updated profile information (Talent Bank
Questionnaire) on current consensus appointments by the
Augusta Commission. (Requested by Commissioner Sean
Frantom)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
6/14/2016 1:05 PM
Link Deposit Program
Department:
Presenter:Commissioner Marion Williams
Caption:Comprehensive update from the appropriate staffers regarding the
city's Link Deposit Program. Report to include but not limited
to the date of inception, copy of approved guidelines, initial and
current amount of deposits, name of banking institutions and
number of loans associated with the program, etc. (Requested by
Commissioner Marion Williams) (Referred from May 31
Administrative Services Committee)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
6/14/2016 1:05 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on May 31, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
ORDINANCE NO. __________________
AN ORDINANCE TO AMEND THE AUGUSTA, GA CODE TITLE ONE CHAPTER
TWO ARTICLE ONE SECTION 1-2-2 AND SECTION 1-2-13 (RULE OF PROCEDURE
1.01) RELATING TO THE TIME AND PLACE FOR COMMISSION AND COMMITTEE
MEETINGS OF THE AUGUSTA, GEORGIA BOARD OF COMMISSIONERS; TO
REPEAL ALL CODE SECTIONS AND ORDINANCES AND PARTS OF CODE
SECTIONS AND ORDINANCES IN CONFLICT HEREWITH; TO PROVIDE AN
EFFECTIVE DATE AND FOR OTHER PURPOSES.
WHEREAS, Sections 1-2-2 and 1-2-13 (Rule of Procedure 1.01) both address Commission
and committee times and places; and
WHEREAS, there is a need to consolidate these provisions and to clarify Commission and
committee meetings in April and July of each year; and
WHEREAS, it is the desire of the Commission to amend AUGUSTA, GA CODE Sections 1-
2-2 and 1-2-13 (Rule of Procedure 1.01).
THE AUGUSTA, GEORGIA COMMISSION hereby ordains as follows:
SECTION 1. Augusta, GA Code Section 1-2-2 as forth in the Augusta, GA Code, as amended by
Ordinance, 7464 adopted September 16, 2014, is hereby amended by striking this section in its
entirety as set forth in “Exhibit A” hereto. Augusta, GA Code Section 1-2-13 (Rule of Procedure
1.01), as re-adopted by the Commission on July 10, 2007, is hereby amended by striking this
section in its entirety as set forth in “Exhibit B” hereto. A new Rule of Procedure 1.01 is hereby
inserted to replace the repealed Code Section and the repealed Rule as set forth in “Exhibit C”
hereto.
SECTION 2. This ordinance shall become effective upon approval.
SECTION 3. All ordinances, parts of ordinances, policies, and procedures concerning the time
or location of Commission, Committee, or Legal meetings in conflict herewith are hereby repealed.
Adopted this ____ day of _______________, 2016.
______________________________
Hardie Davis, Jr.
As its Mayor
Attest:
________________________________
Lena J. Bonner, Clerk of Commission
1st Reading:______________________
2nd Reading:______________________
Exhibit A
STRIKE:
Sec. 1-2-2. Meeting-Time and place; committees.
(a) Regular Commission meetings shall be held on the first and third Tuesday of each month
at 2:00 p.m. at the Municipal Building, in the Lee Beard Commission Chambers or such
other Commission Chambers as may be created in the future.
(b) Regular Commission meetings for legal matters and matters requiring urgent approval shall
be held on the second and last Monday of every month at 12:00 p.m. (noon) at the
Municipal Building, in the Lee Beard Commission Chambers or such other Commission
Chambers as may be created in the future.
(c) All regular Committee meetings shall be held on the second and last Monday of every
month beginning at 12:45 p.m. at the Municipal Building, in the Lee Beard Commission
Chambers or such other Commission Chambers as may be created in the future.
(d) Other called meetings of the Commission and Committees and the subject, dates and time
of these meetings may be scheduled as needed and notification of such meetings shall be
provided to the public in advance as required by law.
(e) If there is a necessity to change the time and date of the regular meeting of the Commission
or Committees or of any specially called meeting or any Legal meeting, this shall be done
by request of the Mayor or a majority of the members of the Commission, provided a
majority of the Commissioners can attend the meeting which shall be held on a different
day and shall be given the notice herein required.
(f) The Commission may hold such additional meetings as shall be deemed necessary when
called by the Mayor or a majority of the members of the Commission, provided all
members shall have been notified at least twenty-four (24) hours in advance of the special
meeting. Provided, further, that a majority of the Commission may convene the same in
extraordinary session for emergency business, such a natural disaster or civic disturbance,
whenever in their judgment it may be necessary.
(g) Any action taken at any committee meeting (other than to postpone the agenda item to the
next, or a future, committee meeting) shall be placed on the agenda of the regular meeting,
regular called meeting, or special meeting of the full Commission for approval of the action
of the committee.
Exhibit B
STRIKE:
Sec. 1-2-13. Rules of Procedure- Appendix A.
Operational Procedure
1.01 Meetings
1.01.01 Regular and special meetings of the Augusta-Richmond County
Commission-Council (also referred herein as the Commission-Council or the
Commissioners) shall be as determined by Ordinance adopted by the Augusta-Richmond
County Commission-Council. Except as otherwise provided by law, all meetings of the
Commission-Council shall be public meetings.
1.01.02 An adjourned meeting is a continuation of the meeting immediately
preceding, whether a regular or special meeting.
1.01.02(a) If a scheduled meeting of the Commission-Council is not completed
due to time constraints or emergency, the meeting shall be adjourned to the following
day or to a specific day scheduled by the Commission-Council to allow for the
completion of pending business.
1.01.02(b) In an adjourned meeting (regular or special), only business which
would have been proper to consider at the immediately preceding meeting may be
considered and acted upon at the adjourned meeting.
1.01.02(c) Adjourned meetings resume business under the same rules,
limitations and rights as the immediately preceding meeting.
1.01.03 Executive Session meetings shall be conducted in accordance with the
O.C.G.A § 50-14-3 and 50-14-4, or as these sections may be amended from time to time.
Exhibit C
REPLACE WITH:
Sec. 1-2-13. Rules of Procedure- Appendix A.
Operational Procedure
1.01 MEETING-Time and place; committees.
1.01.01 Except for the months of April and July, regular Commission meetings shall be
held on the first and third Tuesday of each month at 2:00 p.m. in the Commission Chambers
on the second floor of the Municipal Building. Except as otherwise provided by law, all
meetings of the Commission shall be public meetings.
1.01.01(a) The first meeting in April of each year shall be held on the last week of
the preceding March.
1.01.01(b) The first meeting in July of each year shall be held on the last week of
the preceding June.
1.01.02 Regular Commission meetings for Executive Session matters and matters
requiring urgent approval shall be held on the second and last Tuesday of every month at
11:00 a.m. in the Commission Chambers on the second floor of the Municipal Building.
1.01.02(a) Executive Session meetings shall be conducted in accordance with the
Georgia Open Meetings Act.
1.01.03 Except for the months of April and July, all regular committee meetings shall be
held on the second and last Tuesday of every month in the Lee N. Beard Commission
Chamber beginning at 1:00 p.m. with the Public Services Committee starting first every
time followed by an alphabetic rotation of the following committees Administrative
Services, Engineering Services, Finance, Public Safety on a two-month rotation cycle.
1.01.03(a) The last committee meetings in March of each year shall be cancelled
and all items on such committees shall be forwarded to the last Commission
meeting in March.
1.01.03(b) The last committee meetings in June of each year shall be cancelled and
all items on such committees shall be forwarded to the last Commission meeting in
June.
1.01.04 Other called meetings of the Commission and Committees and the subject, dates
and time of these meetings may be scheduled as needed and notification of such meetings
shall be provided to the public in advance as required by law.
1.01.05 If there is a necessity to change the time and date of the regular meeting of the
Commission or Committees or of any specially called meetings or any executive session
meeting, this shall be done by request of the Mayor or a majority of the members of the
Commission, provided a majority of the Commissioners can attend the meeting which shall
be held on a different day. Notice of the time and date change shall be provided to the
Mayor and Commission.
1.01.06 The Commission may hold such additional meetings as shall be deemed
necessary when called by the Mayor or a majority of the members of the Commission,
provided all members shall have been notified at least twenty-four (24) hours in advance
of the special meeting. Provided, further, that a majority of the Commission may convene
the same in extraordinary session for emergency business, such a natural disaster or civic
disturbance, whenever in their judgment it may be necessary.
1.01.07 An adjourned meeting is a continuation of the meeting immediately preceding,
whether a regular or special meeting.
1.01.07(a) If a scheduled meeting of the Commission is not completed due to time
constraints or emergency, the meeting shall be adjourned to the following day or to
a specific day scheduled by the Commission to allow for the completion of pending
business.
1.01.07(b) In an adjourned meeting (regular or special), only business which would
have been proper to consider at the immediately preceding meeting may be
considered and acted upon at the adjourned meeting.
1.01.07(c) Adjourned meetings resume business under the same rules, limitations
and rights as the immediately preceding meeting.
1.01.08 Any action taken at any committee meeting (other than to postpone the agenda
item to the next, or a future, committee meeting) shall be placed on the agenda of the
regular meeting, regular called meeting, or special meeting of the full Commission for
approval of the action of the committee.
Administrative Services Committee Meeting
6/14/2016 1:05 PM
ORDINANCE TO AMEND CODE SECTIONS 1-2-2 AND 1-2-13 (RULE OF PROCEDURE 1.01)
RELATING TO THE TIME AND PLACE FOR MEETINGS
Department:Rules Sub-Committee
Presenter:Commissioner Frantom/ Law Department
Caption:An Ordinance to amend the Augusta, GA Code Title One Chapter
Two Article One Section 1-2-2 and Section 1-2-13 (Rule of
Procedure 1.01) relating to the time and place for Commission and
Committee meetings of the Augusta, Georgia Board of
Commissioners; to repeal all Code Sections and Ordinances and parts
of Code Sections and Ordinances in conflict herewith; to provide an
effective date and for other purposes.
Background:The Commission Rules Sub-Committee was formed to review the
Rules of Procedure and make recommendations for improvement.
Analysis:See Attached.
Financial Impact:None.
Alternatives:N/A.
Recommendation:Approve
Funds are Available
in the Following
Accounts:
N/A.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission