HomeMy WebLinkAbout2016-12-13-Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 12/13/2016
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; D.
Williams, Vice Chairman; Lockett and Davis, members.
ADMINISTRATIVE SERVICES
1. Approve the replacement of one mower for the Recreation Department-
Maintenance Division.
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
2. Information Update and Report on the coordinated efforts between the City and
the Augusta Housing Authority to address complaints about properties occupied
under the Section 8 housing assistance program.
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
3. Motion to approve the minutes of the Administrative Services Committee held
on November 8, 2016.
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
4. A motion to approve the twenty-four (24) policies submitted by the PPPM
subcommittee as developed by the consultant and for the Administrator to
develop a personnel procedures manual and bring back an appropriate ordinance
to abolish the current PPPM.
Item
Action:
None
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
No action was taken on this item
due to the loss of a quorum.
5. Motion to Deny the Protest of Federal Engineering, Inc., regarding RFP Item 16-
200 Land Mobile Radio Consulting Services for Augusta, Georgia - Information
Technology Department and to lift the stay of procurement in accordance with
Augusta, GA Code.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to uphold the
denial of the protest and
award the bid to
Engineering Associates
LLC.
Motion Passes 4-0.
Commissioner
William
Lockett
Commissioner
Dennis
Williams
Passes
6. Motion to Deny the Protest of Weinberger's Business Interiors, regarding Bid
Item16-238 Furniture for the Public Defender's Office for Augusta, Georgia -
Central Services Department - Facilities Division and to lift the stay of
procurement in accordance with Augusta, GA Code.
Item
Action:
Approved
Motions
Motion Motion Text Made By Seconded Motion
www.augustaga.gov
Type By Result
Approve
Motion to uphold the
denial of the protest by
Weinberger's Interiors.
Commissioner
William Lockett
Dies for
lack of
Second
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer
Motion to refer this item
to the full Commission
with no recommendation.
Mr. Lockett votes No.
Motion Passes 3-1.
Commissioner
Mary Davis
Commissioner
Dennis
Williams
Passes
7. Update on the new contract with Gold Cross and finding solutions to resolving
this issue: 2) Request Gold Cross representatives to be present for discussions: 3)
Update from the Administrator on progress and process of negotiations of new
contract . (Requested by Commissioner Wayne Guilfoyle)
Item
Action:
None
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Defer
Motion to refer this to
the Administrator and
let her report back to us
next Tuesday.
Commissioner
Dennis Williams
Commissioner
Mary Davis
No action was taken on this motion due to the loss of a quorum.
Administrative Services Committee Meeting
12/13/2016 1:10 PM
Attendance 12/13/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Howard Bros.
3616 Buford
Highway
Duluth, GA 30096
State Contract
Howard Bros.
3616 Buford
Highway
Duluth, GA 30096
Retail
The Cutting Edge
205 W 4TH ST
Salem, VA 24153
Bob Laawrence
Power Equipment
265 Braodway St.
Ashville, NC
28801
Ventrac
Kubota 4500Z $19,380.00 $21,219.95 $21,660.00 $19,836.00
Duel Field Trax $1,010.50 $1,175.99 $1,175.99 $1,039.65
Directional Hazard Kit $425.70 $495.00 $495.00 $430.65
Slope Indicator $292.40 $340.00 $340.00 $295.80
Canopy $490.20 $570.00 $570.00 $495.90
Tough Cut Mower $2,762.50 $3,129.95 $3,087.50 $2,827.50
Swivel Wheel Kit $494.50 $575.00 $575.00 $500.25
Mower Deck $3,009.00 $3,399.95 $3,363.00 $3,079.80
Turbine Blower $4,313.75 $4,879.95 $5,011.25 $4,589.25
Freight $775.00 $775.00 $1,100.00 $1,550.00
TOTAL 32,953.55 $36,560.79 $37,377.74 $34,644.80
SWC 99999-001-SPD0000102-0019
Venture Products / Orrville, OH 44667-0148
Cost Analysis for Recreation Mower
Central Services Department - Fleet Maintenance
Administrative Services Committee Meeting
12/13/2016 1:10 PM
2016 - Recreation Mower
Department:Central Services Department - Fleet Management Division
Presenter:Ron Crowden
Caption:Approve the replacement of one mower for the Recreation
Department-Maintenance Division.
Background: The Augusta Recreation Department would like to request the
replacement of one of their disposed mowers, asset number
995006, a 1999 “Deweeze”, for their Riverwalk division due
extensive maintenance cost and lack of the availability of parts.
The evaluation of the Deweeze is attached. This mower is a
crucial part of the department’s effort to maintain the area in and
around the downtown Riverwalk and Boathouse. The new mower
will also be capable of accepting various attachments that will
allow it to be utilized in other tasks as well.
Analysis:Fleet Management is requesting the use of the Georgia Statewide
Contract for the purchase of this equipment. The state contract
vendor for this produce is Venture Products, Inc, represented by
Howard Brothers Hardware of Duluth, Georgia. The Georgia
Statewide Contract number is 99999-001-SPD0000102-0019. We
have attached the associated paperwork for your review.
Financial Impact:The proposed mower will be funded by the 2016 Capital Outlay
Fund account for $32,953.55.
Alternatives:(1) Approve the request; (2) Do not approve the request.
Recommendation:Approve the replacement of 1 mower for the Augusta Recreation
Department-Maintenance Division
Funds are Available
in the Following
Accounts:
2016 Capital Outlay: 272-01-6440/54.21120
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
12/13/2016 1:10 PM
Addressing complaints / Section 8
Department:Planning & Development
Presenter:Rob Sherman
Caption:Information Update and Report on the coordinated efforts between
the City and the Augusta Housing Authority to address
complaints about properties occupied under the Section 8 housing
assistance program.
Background:At the July 12th Administrative Services Committee meeting, the
Committee requested that a joint meeting of City departments with
the Augusta Housing Authority (AHA) be scheduled to discuss
concerns with the Section 8 program, in particular the monitoring
of the properties occupied by the program participants, and
coordination of property inspections by the Code Enforcement
Division, Marshal’s Office and the AHA. The meeting was held
July 25th. The Code Enforcement Division is responsible for
enforcing the various codes adopted by the City that set the
minimum standards for how property is to be maintained, and the
Marshal’s Office enforces codes concerning junk vehicles, etc. If
there is a complaint regarding the condition of a property, then
generally the Code Enforcement Division is called to address the
concern, and if it’s a matter handled by the Marshal’s office, it’s
referred to that agency. The AHA administers the Housing Choice
Voucher program, commonly known as Section 8. This is a
federally funded program that subsidizes rents for eligible
participants who rent units in the private market. Section 8
Program Summary 1. Person submits initial paper work to be
considered for the program. Once the applicants name reaches the
top of the waiting list, his/her eligibility status is updated. a. A
voucher will be issued at this time. b. Once the voucher is
issued, the applicant has 60 days to find a place to rent. c.
Once the property is selected that meets the needs in terms of size,
location and cost, the applicant and owner fill out a Request for
Tenancy Approval (RFTA). The RFTA is a binding legal
document that sets forth the terms and conditions of tenancy.
2. Once the RFTA has been received, a Rent Reasonableness
test is conducted to be sure the amount of rent the owner/agent has
requested is in line with the rent charged for other unassisted units
of the same type in the same area. An inspection will be set up
with the landlord. The rental unit must meet Section 8 Housing
Choice Voucher guidelines. 3. When the appointment for the
inspection is scheduled, the unit is assumed to be ready for
occupancy. The Housing Authority inspector is required to verify
the that the unit meets Housing Quality Standards (HQS). These
are HUD established standards designed to insure that units on
which rent subsidies are paid are decent, safe and sanitary. The
AHA also inspects on an annual basis for the lease renewal. 4.
The inspector will make sure that the unit is in good shape and is
worth the rent the owner is asking for it. If the unit passes
inspection, a lease must be signed by the tenant and owner/agent,
and a Housing Assistance Payments contract is signed by the
owner/agent and AHA to allow payments to be made directly to
the owner/agent. 5. The lease, between the owner and tenant,
specifically states the responsibilities of the owner and tenant.
RESPONSIBILITIES OF THE OWNER The Owner is
responsible for performing all of the Owner’s obligations under
the Housing Assistance Payments (HAP) Contract and the
Dwelling Lease. The Owner is responsible for the following: 1.
Performing all management and rental functions for the assisted
unit, including selecting a Voucher holder to lease the unit, and
deciding if the Family is suitable for tenancy of the unit; 2.
Maintaining the unit in accordance with the Housing Quality
Standards, including performing ordinary and extraordinary
maintenance; Family maintenance responsibilities: The Family is
responsible for a breach of the Housing Quality Standards that is
caused by any of the following: a) The Family fails to pay for
any utilities that the Owner is not required to pay for, but which
are to be paid by the tenant; b) The Family fails to provide and
maintain any appliances that the Owner is not required to provide,
but which are to be provided by the tenant; or c) Any member
of the household or guest damages the dwelling unit or premises
(damages beyond ordinary wear and tear). 3. Complying with
equal opportunity requirements; 4. Preparing and furnishing to
the Augusta Housing Authority information required under the
Housing Assistance Payment Contract; 5. Collecting rent from
the Family: a) Any security deposit. b) The tenant
contribution (the part of rent not covered by the Housing
Assistance Payment). c) Any charges for unit damage by the
Family. 6. Enforcing tenant obligations under the Dwelling
Lease; 7. Paying for utilities and services (unless paid by the
Family under the lease); and 8. Complying with provisions on
modifications to a dwelling unit occupied or to be occupied by a
disabled person. An Owner may contract with any
private or public entity to perform for a fee the service
required by the above paragraph of this section; provided, that
such contract shall not shift any of the Owner’s
responsibilities or obligations. TENANT SCREENING BY
OWNER The Augusta Housing Authority selects eligible Families
for participation in the Section 8 Housing Choice Voucher
Program in accordance with Federal regulations. The Owner is
responsible for screening and selection of the Family to occupy
the Owner’s unit. The Owner is responsible for screening Families
based on their tenancy histories, including such factors as: a.
Payment of rent and utility bills; b. Caring for a unit and
premises; c. Respecting the rights of other residents to the
peaceful enjoyment of their housing; d. Drug-related criminal
activity or other criminal activity that is a threat to the health,
safety or property of others; and e. Compliance with other
essential conditions of tenancy.
Analysis:The AHA inspects properties under the Section 8 program at the
time the property enters the program and then on an annual basis.
The property owner is responsible for maintaining the property as
specified in the lease between the property owner and tenant. The
tenant also has responsibilities to keep the property clean, etc. as
outlined in the lease. The Code Enforcement Division is
responsible for inspecting complaints and gaining code
compliance. • Coordination of efforts to address complaints.
Generally, the public calls Code Enforcement regarding property
complaints. Code Enforcement inspects the property and may
determine that the property is under the Section 8 program. If the
property is in the program, the complaint is referred to AHA for
follow up. Otherwise, Code Enforcement processes the complaint
and gains code compliance. o AHA cannot provide a list of
Section 8 properties, but has provided a link for Code
Enforcement to use to report Section 8 program concerns. If the
address is under the contract with AHA, then AHA will take
appropriate action in accordance with the Federal guidelines. o
AHA has included in the Owners/Agents information packet a
notice encouraging owners/agents to inspect the units at least once
per month to determine if the lawn is being properly maintained,
and that there is no junk, debris, etc. in the yard as provided for in
City codes.
Financial Impact:N/A
Alternatives:N/A
Recommendation:Receive this report as information. Code Enforcement will
continue to work with AHA to improve the efficiencies in
addressing complaints.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting Commission Chamber - ll1812016
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; D.
Williams, Vice Chairman; Davis, member.
Absent: Hon. Lockett, member.
ADMINISTRATIVE SERVICES
1. Request the Commission approve the purchase of 9 F-l 50 4I..4 Trucks for
Fngineering-Storm Water Division, supporting Maintenance Coordinators, using
Storm Water Capital, fund 581. Bid ltem 16-235
Motions
X,oj:" Morion Text Made By Seconded By Motion
t ype -'---- -'t Result
Approve ffil'"T.:" ir:ilB'jJiJ'* $ill##'oner
Dennis passes
2. Motion to approve the minutes of the Administrative Services Commiuee held
on October 25,2016.
Item
Action:
Approved
Item
Action:
Approved
Motions
*j:"" Motion Text Made Byr ype
a.-. . ___ Motion to Commissionerl\DDTOVer I approve. Mary Davis
Seconded By
Commissioner Dennis
Williams
Motion
Result
Passes
3. Motion to approve proposed changes to the Augusta Commission's Rules of Item
Procedures as recommended from the Rules Subcommittee. (Referred from Action:
october 25 Administrative Services Committee) Approved
Motions
Motion Motion Text Made By Seconded By Motion
Type
Approve Motion to
approve.
Commissioner Commissioner Dennis
Mary Davis Williams
www.augustaqa.sov
Result
Passes
Administrative Services Committee Meeting
12/13/2016 1:10 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on November 8, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Conflict (Dispute) Resolution 8.0 #1 December 9, 2016
Page 1 of 6
1.0 POLICY SUMMARY
This policy provides direction and authority to resolve employment related disputes. It provides for
two internal procedures: one for complaints alleging improper termination of employment; and one for
any other, non-excluded, employment related dispute that does not involve termination of
employment. If a dispute is not resolved with internal procedures, the parties may submit the dispute to
voluntary external mediation (Step 5), and if needed, may appeal to the Richmond County Superior
Court. All internal appeals with the exception of those related to unlawful discrimination or harassment
end with the Administrator as the final review unless the issue is resolved at a lower level.
Termination Non-termination
IN
T
E
R
N
A
L
Step 1
Informal within department
X X
Step 2
Department chain of command (if a manager
who was not involved in the dispute within the
Department is available to hear the dispute)
X X
Step 3
Personnel Board
X
Step 4
Administrator
X X
Step 5
Mediation (Optional)
X X
2.0 POLICY STATEMENT:
A. General
It is the policy of Augusta, Georgia to facilitate the fair, equitable and timely resolution of disputes arising
from employment with Augusta, Georgia. The goal of the dispute resolution process is for the parties to
the dispute to exchange and review information in order to determine whether revision or rescission is
warranted of an employment action, corrective action, discharge or other end of employment, or other
application of policy, (“covered employment dispute”).
INTERNAL
With all disputes an employee is encouraged initially to attempt to resolve the issue informally with his
or her immediate supervisor with advice and counsel from the Human Resources Department, (Step 1),
although this is not required and does not extend the deadline for filing a written complaint (see Section
D. (Timeliness)).
Conflict (Dispute) Resolution 8.0 #1 December 9, 2016
Page 2 of 6
Disputes NOT involving allegations of unlawful discrimination or harassment
If informal discussions cannot resolve a covered employment dispute that does not involve allegations of
unlawful discrimination or harassment, it should be submitted initially to the employee’s chain of
command, to be addressed, in accordance with department procedure, by a manager(s) who was not
involved in the dispute (“Department Review”). This step (Step 2) maybe skipped if all the managers in
the Department were involved in the decision that is the subject of the dispute.
Non Termination
If the Department Review does not resolve a non-termination dispute it should be submitted to
the Administrator’s office who will have final internal authority to resolve the dispute (Step 4).
Step 3 does not apply to non-termination appeals which do NOT involve allegations of unlawful
discrimination or harassment).
Termination
If the Department Review (Step 2) does not resolve a termination dispute, it should be
submitted to the Personnel Board (“Board”), (Step 3). The Board will be composed of ten (10)
individuals, one from each of the Commissioner districts. Member of the Board will serve for
four (4) year terms and may serve no more than 2 consecutive terms. In order to be qualified to
serve on the Board an individual should have professional or academic experience in
employment relations.
The Board shall issue an award with thirty (30) days of the close of the hearing, or submission of
post hearing briefs, whichever is later. The award of the Board shall be in writing which shall set
forth the reasons for its decision regarding the dispute.
Augusta, Georgia will pay the costs to administer the Board and the fees of the Board
member(s). Each party will bear their own costs.
If the Board proceeding does not resolve the termination dispute, it should be submitted to the
Administrator’s office who will have final internal authority to resolve the dispute, (Step 4). The
Administrator’s office may receive information and evidence related to the dispute, but must
maintain a record of such information and evidence including a transcript of any testimony.
At any of those proceedings, the employee can be awarded a make whole remedy, but may not be
awarded damages for emotional distress or punitive damages.
EXTERNAL
Disputes that are not resolved through the Equal Employment Opportunity Complaint Resolution
Procedures or at the Administrator’s Office may be submitted to External Mediation, (Step 5) by joint
agreement.
Conflict (Dispute) Resolution 8.0 #1 December 9, 2016
Page 3 of 6
An individual’s acceptance of employment with or an employee’s continuing employment with Augusta
Georgia constitutes an agreement to use and abide by this Policy. This Policy does not preclude an
employee from filing an administrative complaint with a state or federal government agency.
B. Retaliation
An employee who files a complaint or participates in the complaint process shall not be retaliated
against.
C. Scope
1. Disputes Within the Scope of this Policy
A complaint is a written claim by an employee regarding a specific management
action(s) that is alleged to have:
a. adversely affected that employee’s existing terms and conditions of
employment in a material way, and
b. violated a provision of the Personnel Policies or Procedures or
c. constituted unlawful discrimination or harassment
2. Disputes Outside the Scope of this Policy
a. Concerns or inquiries regarding classification standards, benefits, salary
rates for job titles, salary ranges for job classifications, or the contents of the
personnel policies. These concerns or inquiries may be submitted to Human Resources
for consideration.
b. With the exception of a corrective salary decrease (which is within the
scope of this policy), concerns or inquiries regarding an individual employee’s rate of pay
or change in rate of pay, unless the employee’s complaint alleges that the action was
taken for unlawful discriminatory or retaliatory reasons in violation of the Equal
Employment Opportunity Policy. These concerns or inquiries may be submitted to
Human Resources for consideration.
c. A request for review of a decision on the classification of a position.
d. A management action taken pursuant to a policy or procedure, unless the complaint
alleges that the action was taken violated the terms of the policy or procedure, or for
unlawful discriminatory or retaliatory reasons.
D. Timeliness
For the steps within this Policy prior to the Board, the employee must file a written complaint with
Human Resources or the Compliance Office within 30 calendar days after the date on which the
employee knew or could reasonably be expected to have known of the event or action that gave rise to
the complaint, or within 30 calendar days after the date of separation from employment with Augusta,
Georgia, whichever is earlier.
D1 If the complaint alleges a series of policy violations or pattern of management actions that
are subject to review under this policy, the complaint must be filed within 30 calendar days after
the most recent alleged policy violation or management action.
Conflict (Dispute) Resolution 8.0 #1 December 9, 2016
Page 4 of 6
D2 For a complaint regarding a layoff, the employee must file the written complaint within 30
calendar days after the effective date of the layoff. If a laid off employee is alleging violation of
his or her recall or preference for reemployment rights, the employee must file the complaint
within 30 calendar days after the date on which the employee could reasonably be expected to
have known of the alleged violation, but no later than 30 calendar days after the employee’s
recall or preferential reemployment eligibility period
ends, whichever is earlier.
D3 To file a complaint to be heard by the Board, the employee or Augusta, Georgia must file a
written complaint within the statute of limitations that governs the cause of action alleged in the
complaint.
D4 A complaint is considered “filed” on the date it is postmarked, the date it is personally
delivered, the date it is faxed, or the date it is emailed.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator.
5.0 APPLICABILITY
This Policy is applicable to all employees except SES employee.
6.0 DEFINITIONS
6.1 Unlawful discrimination - an employment decision made in whole or in part on a status
protected by law or Augusta's Equal Employment Opportunity Policy.
6.2 Unlawful Harassment - Unwelcome conduct involving any status protected by law or
Augusta, Georgia's Equal Opportunity Policy which has the effect of unreasonably
interfering with the terms and conditions of employment of an Augusta, Georgia employee.
6.3 Termination dispute- A complaint by an employee that his or her employment with
Augusta, Georgia was terminated unlawfully or in violation of Augusta, Georgia policy.
6.4 Non-Termination Disputes - Any covered employment dispute not involving a termination
of employment or excluded under section 2.0, C 2 above.
Conflict (Dispute) Resolution 8.0 #1 December 9, 2016
Page 5 of 6
6.5 Compliance Office - Created and monitors all activity to insure that no person will
encounter discrimination in employment.
6.6 Internal resolution – Attempts to resolve the dispute within the authority of Augusta,
Georgia. Steps 1 through 5 of the Conflict (Dispute) Resolution Policy
6.7 External resolution – Independent agencies outside the jurisdiction of Augusta, Georgia.
Steps 6 and 7 of the Conflict Resolution Policy.
6.8 Covered Employment Dispute - Except as set forth in section 2.0, C 2, any employment
action taken by Augusta, Georgia, including corrective action, discharge or other end of
employment action, or other application of Augusta, Georgia's Personnel Policies and
Procedures.
6.9 Personnel Board (“Board”) - The Board will be composed of ten (10) individuals, one from
each of the Commissioner districts. Member of the Board will serve for four (4) year terms
and may serve no more than 2 consecutive terms. In order to be qualified to serve on the
Board an individual should have professional or academic experience in employment
relations. A selection process will be outlined in procedures.
6.10 Mediation – Mediation is a process whereby a neutral third person called a mediator,
who is jointly selected by both parties, acts to encourage and facilitate the resolution of a
dispute between the employee and Augusta, Georgia. It is a confidential, informal, non-
adjudicative and non-adversarial process with the objective of helping the disputing parties
reach a mutually acceptable and voluntary agreement. In mediation, the mediator is not
authorized to make decisions or force a decision on any party to the dispute. The role of the
mediator includes, but is not limited to, assisting the parties to identify issues, fostering joint
problem solving and exploring settlement opportunities. Augusta, Georgia will pay the costs
of the mediator. The mediator may suggest, but may not impose a resolution on the
parties.
6.11 Complaints - A complaint is a written claim by an employee regarding a specific
management action (s) that is alleged to have:
a. adversely affected that employee’s terms and conditions of employment in a material
way, and
b. violated a provision of the Personnel Policies or Procedures or
c. constituted unlawful discrimination or harassment
7.0 REVISION HISTORY
Conflict (Dispute) Resolution 8.0 #1 December 9, 2016
Page 6 of 6
This policy was implemented….
Conflict of Interest 3.0 #2
Page 1 of 2
1.0 POLICY SUMMARY
The policy addresses activities by an employee that may be considered a conflict of
interest.
2.0 POLICY STATEMENT:
A. General
An employee shall not engage in any activities which create a conflict of interest
between the employee's assigned functions and any other interest or obligation. Listed below are
summaries of some of the important policies set forth in detail in the Procedures. Questions or requests
for further information should be directed to the Conflict of Interest Coordinator designated by the
Administrator or designee.
B. Performance of Duties
No one employed by Augusta, Georgia shall devote to private purposes any portion of
time due to Augusta, Georgia nor shall any outside employment interfere with the performance the
employee’s Augusta, Georgia duties.
C. Gifts
An employee shall comply with the provisions of state and federal law and Augusta, Georgia
policy governing the acceptance of gifts and gratuities. In addition, Augusta, Georgia
employees must avoid the appearance of favoritism in all of their dealings on behalf
of Augusta, Georgia. All Augusta, Georgia employees are expected to act with integrity
and good judgment and to recognize that the acceptance of personal gifts from those
doing business or seeking to do business with Augusta, Georgia, even when lawful, may
give rise to legitimate concerns about favoritism depending on the circumstances. If an Augusta,
Georgia employee has any question regarding the propriety of a gift, disclosure of the gift or proposed
gift, an inquiry should be made to the employee’s supervisor, the Administrator’s designee Conflict of
Interest Coordinator or other appropriate the Augusta, Georgia Clerk of Commission official for a
determination of the proper course of action.
D. Financial Conflict of Interest
An employee may not make or participate in the making of a decision if there exists a
financial conflict of interest
E. Employee-Vendor Relationships
It is the policy of Augusta, Georgia to separate the employee's Augusta, Georgia and private
interests and to safeguard Augusta, Georgia and its employees from charges of favoritism in
acquisition of goods and services. Goods or services shall not be purchased from an
employee or near relative of the employee unless there is a specific determination that
the goods or services are not available otherwise. Augusta, Georgia credit, purchasing power,
and facilities shall be used for the purchase of goods and services that relate directly to
Augusta, Georgia business and shall not be used to purchase material for an individual’s or non-Augusta,
Georgia activities.
Conflict of Interest 3.0 #2
Page 2 of 2
3.0 COMPLIANCE RESPONSIBILITIES
The Administrator’s designee Conflict of Interest Coordinator is responsible for this policy and has the
authority to implement the policy. The designee Conflict of Interest Coordinator and the Human
Resources Director may apply appropriate interpretations to administer and clarify the policy provided
that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources and the designee may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to all Augusta Georgia employees.
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
Corrective Action 3.0 #3
Page 1 of 3
1.0 POLICY SUMMARY
This policy describes the types of informal and formal corrective action – verbal counseling, letter of
warning, written reprimand, performance improvement plan, corrective salary decrease, suspension
without pay, demotion with a pay reduction and discharge – Augusta, Georgia may take to address
concerns regarding the conduct or work performance of regular Augusta, Georgia employees.
2.0 POLICY STATEMENT:
A. General
Augusta, Georgia may take corrective action when an employee fails to meet acceptable conduct or
work performance standards. The types of corrective action that can be used to provide an opportunity
for an employee to correct conduct or work performance deficiencies are: written reprimand;
performance improvement plan; corrective salary decrease; suspension; and demotion. Supervisors are
responsible for informing employees of conduct and performance expectations as before problems
arise. As appropriate, any corrective action taken due to conduct or unsatisfactory work performance
may be noted in the employee’s performance appraisal.
As appropriate, before imposing corrective action, a supervisor may conduct a Verbal Counseling or
impose a Letter of Warning.
The types of conduct or work performance that may result in corrective action include, but are not
limited to:
• failure to meet acceptable work performance standards;
• unexcused absenteeism or tardiness;
• insubordination;
• unethical behavior;
• violation of federal or state law;
• theft or misappropriation of Augusta, Georgia property;
• fighting on the job;
• discrimination, harassment, exploitation or intimidation, including sexual;
• acts endangering to employees, Augusta, Georgia citizens, visitors, or other Augusta, Georgia
constituents; or
• any other violation of Augusta, Georgia policies
Corrective action should generally follow a course of progressive discipline that will use
increasingly serious actions if there is not sufficient improvement or if there is repeated
failure to correct unacceptable conduct or work performance.
When determining the appropriate corrective action to use, supervisors should take into
account the severity and circumstances of the situation and the employee’s work
history. Before imposing any form of corrective action supervisors must: discuss the matter with the
employee; advise him of the allegations and provide him with an opportunity to respond orally, in
writing or through documents or other forms of information; and seek advice from Human Resources to
determine whether corrective action is appropriate, and if so what is the appropriate level. Supervisors
are not required to use all types of corrective action and immediate discharge may be warranted in
situations of serious misconduct or failure to maintain acceptable work performance standards. The
process for discharging a regular employee is described in Procedure…. In some cases, an employee may
Corrective Action 3.0 #3
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be placed on a paid or unpaid leave with or without notice to investigate a conduct or work
performance issue. The process for placing an employee on an investigatory leave is described in
Procedure….
B. Types of Corrective Action
There are five types of corrective action that can be used in the progressive discipline
process; however, corrective action does not need to follow a specific order. As
appropriate, the corrective action taken should correspond to the severity and
circumstances of the situation. Discharge is the most severe and final form of discipline. All forms of
corrective action will be placed into the employee’s official personnel file in Human Resources.
1. Written Reprimand
Generally, at least one written reprimand will be given to an employee prior to proceeding
with any other corrective action; however, no written reprimand will be needed if the
corrective action is a result of misconduct or work performance that an employee knows
or reasonably should have known was unacceptable. The written reprimand must
describe how the employee failed to meet acceptable conduct or work performance
standards and what needs to be done to bring the conduct or performance to a satisfactory level.
2. Performance Improvement Plan
The Performance Improvement Plan (“PIP”) is designed to facilitate constructive discussion between an
employee and his supervisor about the employee’s unsatisfactory conduct or performance and what
needs to be done to bring the conduct or performance to a satisfactory level. The PIP should be written.
3. Corrective Salary Decrease
An employee may be subject to a temporary or permanent corrective salary decrease
when removal from the workplace is not appropriate; yet corrective action is warranted.
4. Suspension
An employee may be subject to removal from the workplace and suspended for a
defined period of time without pay. For exempt employees, suspension without pay
must be imposed in a minimum increment of one workday.
5. Demotion
An employee may be subject to a temporary or permanent demotion for performance or disciplinary
reasons.
D. Records of Corrective Actions
Records of corrective actions will be maintained in accordance with the Augusta, Georgia’s procedure….
Records of corrective actions taken in response to complaints filed by members of the public against
employees in police titles will be retained for ------ years and filed as required by state law.
3.0 COMPLIANCE RESPONSIBILITIES
Supervisors are responsible for administering corrective action. Human Resources is responsible for this
policy and has the authority to implement the policy. The Human Resources Director may apply
appropriate interpretations to administer and clarify the policy provided that the interpretations do not
result in substantive changes to the underlying policy.
Corrective Action 3.0 #3
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4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
Corrective Action: The use of increasingly serious actions Augusta, Georgia may take to
address concerns regarding the conduct or work performance of regular status
employees. The types of corrective action that can be used are written reprimand, performance
improvement plan, corrective salary decrease, suspension, and demotion. Depending upon the
seriousness of conduct or work performance issues, the employee’s length of employment and prior
record, Augusta, Georgia may skip some or all of types of corrective action and may impose immediate
discharge.
Verbal Counseling: A discussion between an employee and supervisor regarding a
conduct or performance issue. The discussion should reinforce the supervisor’s
expectations and clarify the course of action for improvement. A verbal counseling is
not a type of corrective action, but should be documented by the supervisor.
Letter of Warning: A written memo to an employee to identify and address a conduct
or performance issue. The memo should reinforce the supervisor’s expectations and
clarify the course of action for improvement. A counseling memo is not a type of
corrective action.
Exempt Employee: An employee who, based on duties performed and manner of
compensation, is exempt from the Fair Labor Standards Act (FLSA) minimum wage and
overtime provisions.
7.0 REVISION HISTORY
This policy was implemented….
Discharge from Employment #4
Page 1 of 1
1.0 POLICY SUMMARY
The policy describes the process for discharging an employee due to misconduct or the employee’s
failure to maintain appropriate work performance standards.
2.0 POLICY STATEMENT:
A. General
Regular status employees may be discharged from employment because of misconduct or failure to
maintain appropriate work performance standards. Normally, discharge is preceded by corrective action
(see Corrective Action Policy) unless unsatisfactory performance or misconduct warrants immediate
dismissal.
B. Written Reprimand
When discharge is for failure to maintain appropriate work performance standards, at
least one written reprimand shall precede the discharge. Discharge for misconduct
does not require a written reprimand.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
EEO Policy 4.0 #5 November 18, 2016
Page 1 of 2
1.0 POLICY SUMMARY
Augusta, Georgia is committed to nondiscrimination in employment and creating and maintaining a
workplace free of harassment.
2.0 POLICY STATEMENT:
A. General
It is the policy of the Augusta, Georgia not to engage in discrimination against or harassment of
any individual employed by or seeking employment with Augusta, Georgia on the
basis of race, color, national origin, religion, age, sex, sexual orientation, gender, gender expression,
gender identity, pregnancy, physical or mental disability, medical condition (cancer-related or
genetic characteristics), genetic information (including family medical history), ancestry,
marital status, citizenship, or service in the uniformed services.
This policy is intended to be consistent with the provisions of applicable state and federal laws.
B. Harassment
Augusta, Georgia is committed to creating and maintaining a community in
which all individuals who participate in Augusta, Georgia’s programs and activities can work
together in an atmosphere free of all forms of harassment, exploitation, or intimidation,
including sexual. Specifically, every member of the Augusta, Georgia community should be
aware that Augusta, Georgia is strongly opposed to sexual harassment and that such
behavior is prohibited both by law and by Augusta, Georgia policy. It is the intention of Augusta, Georgia
to take whatever action may be needed to prevent, correct, and, if necessary,
discipline behavior which violates this policy.
C. Retaliation
Augusta, Georgia policy prohibits retaliation against any employee or person seeking
employment for bringing a complaint of discrimination or harassment pursuant to this
policy. See Retaliation Policy This policy also prohibits retaliation against a person who assists someone
with
a complaint of discrimination or harassment, or participates in any manner in an
investigation or resolution of a complaint of discrimination or harassment. Retaliation
includes threats, intimidation, reprisals, and/or adverse actions related to employment.
D. Complaints
Information regarding applicable procedures for resolving complaints of
discrimination and harassment and for pursuing available remedies is available from Human Resources
and is described in Procedure…...
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources Compliance is responsible for this policy and has the authority to implement the
policy. The Human Resources Compliance Director may apply appropriate interpretations to administer
and clarify the policy provided that the interpretations do not result in substantive changes to the
underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
EEO Policy 4.0 #5 November 18, 2016
Page 2 of 2
Human Resources Compliance may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to all employees and applicants
6.0 DEFINITIONS
Gender: The sex of a person, including a person’s gender identity, and gender
expression.
Gender expression: A person’s gender-related appearance and behavior whether or
not stereotypically associated with the person’s assigned sex at birth.
Gender identity: An individual’s personal sense of himself/herself as being male and
masculine or female and feminine, or ambivalent.
Pregnancy: includes pregnancy, childbirth, and medical conditions related to
pregnancy and childbirth.
Service in the Uniformed Services: includes service in the uniformed services as
defined by the Uniformed Services Employment and Reemployment Rights Act of 1994
(USERRA), as well as state military and naval service.
7.0 REVISION HISTORY
This policy was implemented….
FAIR CHANCE 9.0 #6 November 18, 2016
Page 1 of 2
1.0 POLICY SUMMARY
Augusta Georgia is committed to a hiring policy that affords individuals with a criminal background the
opportunity to be considered for employment without compromising the values or safety concerns of
Augusta, Georgia and its citizens. An audit of the application of this Policy will be conducted periodically,
but at least no less than annually, in order to determine whether this Policy is being applied in a manner
that does not adversely impact any demographic group.
2.0 POLICY STATEMENT:
It is the policy of Augusta, Georgia to inquire about the background, criminal and otherwise, of all
individuals who are considered for employment, either for a new or for a different position and to
conduct a background investigation on any individual who is a finalist for selection. Arrest records will
not be considered in employment decisions.
Augusta Georgia will inquire into an applicant’s criminal background during the initial application
process. The inquiry will be part of the demographic portion of the application and the response will not
be shared with the hiring manager at this time. The existence of a criminal background will not
automatically disqualify an applicant from consideration. Rather, if a criminal background exists, Augusta
Georgia’s Human Resources Department (“Human Resources”) will initially make a determination as to
whether the position for which the individual applied requires an occupational licensing or certification
requirement that is denied to individuals with criminal convictions by federal or state laws or regulation.
In such a situation a conviction will disqualify an individual (“targeted exclusion”) and the application will
be rejected. Alternatively, if a targeted exclusion is not applicable, Human Resources will make an
individualized assessment of the relevance of the criminal record to the duties and responsibilities of the
position (“individualized assessment”). As part of that process Human Resources will afford the
individual an opportunity to explain the circumstances that lead to the conviction and present any
mitigating factors.
If following the individualized assessment Human Resources determines that the candidate should be
rejected, that determination will be reviewed by the EEO/Compliance department (”EEO”). If EEO agrees
with Human Resources' determination, the candidate will be rejected and not forwarded to the hiring
manager. If EEO disagrees with Human Resources' determination, then the two departments will attempt
to resolve their disagreement. If they cannot resolve the disagreement it will be referred to the
Administrator for a final determination.
If based upon the results of the individualized assessment the candidate is not rejected, Human
Resources will forward the application to the hiring manager and not disclose the existence of the
criminal conviction to the hiring manager.
An applicant who during the application process misrepresents his/her criminal background will be
subject to the rejection of his/her application or discharge from employment.
Individuals who apply to serve as volunteers for Augusta, Georgia programs may, depending upon the
nature and responsibilities of the volunteer duties sought, be subjected to a background investigation as
part of the application approval process.
All Augusta, Georgia employees or volunteers are required to report to their immediate supervisor any
arrest(s), indictment(s), and/or criminal conviction(s) by the next business day. Convictions will be
subjected to the same analysis as in the application process and may result in corrective action or
FAIR CHANCE 9.0 #6 November 18, 2016
Page 2 of 2
discharge. The underlying facts relating to an arrest may result in corrective action or discharge. Under
no circumstances may an employee be in paid status while incarcerated, including Sheriff and Fire
Department personnel.
Under direction of the General Counsel an audit of the application of this Policy will be conducted
periodically, but at least no less than annually, in order to determine whether this Policy is being applied
in a manner that does not adversely impact any demographic group.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURESS TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
Individualized Assessment - The nature and gravity of the offense; when the offense occurred and the
individual’s subsequent record and experience; and the nexus that the conviction has to the duties and
responsibilities of the position.
Targeted Exclusions - Positions which require an occupational license or certification requirement that is
denied to individuals with criminal convictions by federal or state laws or regulations.
7.0 REVISION HISTORY
This policy was implemented….
General Provisions 5.0 #7
Page 1 of 2
1.0 POLICY SUMMARY
This policy provides direction and authority regarding personnel policies applicable Augusta, Georgia
employees, officers and volunteers.
2.0 POLICY STATEMENT:
A. Application of Personnel Policies
The Personnel Policies for Employees describes the employment
relationship between employees and officers, and Augusta, Georgia. These policies, and their
implementing procedures, describe certain rights, benefits, expectations and obligations which define
the employment relationship. Augusta, Georgia management retains all other rights and prerogatives in
order to manage the organization municipality so that it may attain its mission. Subject to the approval
of the Administrator, or delegate, these policies may be supplemented by the terms of a Memorandum
of Understanding entered into by some employees and Augusta, Georgia, but in case of a conflict
between these policies and the Memorandum, the policies shall prevail.
B. Employees Covered
These policies apply to all employees of Augusta, Georgia, and by adoption of Augusta, Georgia’s elected
officers to the employees within their offices, and all boards, commissions and authorities, unless
specifically excluded by these policies or by other state law or Augusta, Georgia ordinance. These
policies are not and do not form an express or implied contract between Augusta, Georgia and its
employees.
Department Directors and SES employees are at-will employees. The Administrator shall have the right
to recommend appointment and discharge of Department Directors to the Commission and the
Commission shall, at its sole discretion, approve or deny such recommendation. The Administrator,
Clerk of Commission, Director of Equal Employment Opportunity and Minority and Small Business
Opportunities, and General Counsel shall be appointed and discharged directly by the Augusta, Georgia
Commission.
The Mayor shall have the authority to appoint and terminate any employee who is a direct and sole
report to the Mayor and is responsible for performing duties in support of the Office of the Mayor.
Nothing in these personnel policies and procedures should be construed as allowing SES employees or
employees of elected officials to attain a property interest in their positions.
However, exclusion from all or part of these policies does not exempt any employee one from equal
employment opportunity practices that may be required by state and federal laws.
C. Amendments
These Personnel Policies may be amended only by the Commission.
D. Delegation of Authority and Implementing Procedures
Authority for implementing these policies is set forth in each policy. Employees
General Provisions 5.0 #7
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should consult the implementing procedures and department regulations in addition to the policies set
forth here for further information regarding their employment relationship with Augusta, Georgia.
3.0 REVISION HISTORY
This policy was implemented….
4.0 Definitions
The Commission shall mean the ten elected Commissioners and the Mayor.
Holidays 3.0 #8
Page 1 of 2
1.0 POLICY SUMMARY
The purpose of this policy is to permit Augusta, Georgia to provide eligible employees with paid
time off for specific holidays as directed by action of Augusta, Georgia Commission.
2.0 POLICY STATEMENT:
It is the policy of Augusta, Georgia to provide its employees with eleven (11) paid holidays each year.
The following holidays will be observed:
New year’s day
Martian L. King Jr. day
Good Friday
Memorial Day
Independence Day
Labor Day
Veteran’s Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve
Christmas Day
Holiday schedules for the subsequent year will be announced in November of each year by the
Administrator. Certain Departments may observe alternate holiday schedules.
A. Holiday Pay
a. Employees who work a standard schedule, e.g., 7.5 hours per day, 5 days per week will
be eligible to receive 7.5 hours of holiday pay for each holiday.
b. Employees who work an alternative schedule of 12 hours per day will be eligible for __
hours of holiday pay per year.
c. Employees who work an alternative schedule of 24 hours per day will be eligible for __
hours of holiday pay per year.
d. Some employees may be required to work on holidays. Employees who are required to
work on a scheduled holiday will receive either pay or compensatory leave at a rate of
one and one half times their regular rate of pay for all hours worked in addition to their
holiday pay, in accordance with department procedure.
B. Eligibility – Employees must work or be on approved leave on their scheduled work days before
and after the holiday in order to receive holiday pay. Contract, temporary and part-time
employees are not eligible for holiday pay.
C. Employees who are on paid time off when a holiday occurs will not have their paid time off
account charged for the holiday.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Holidays 3.0 #8
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Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
Hours of Work 6.0 #9
Page 1 of 1
1.0 POLICY SUMMARY
This policy provides guidelines for departments to schedule reasonable and flexible work hours and
locations for employees as well as to provide convenient and consistent hours for citizens to transact
business with the Augusta Georgia
2.0 POLICY STATEMENT:
A full-time employee works a schedule of at least 37.5 hours per week. Employees working a schedule of
less than 37.5 hours per week are part-time. The normal hours of operation for Augusta, Georgia are
8:30 am to 5:00 pm Monday through Friday. The standard workday is at least 7.5 hours. Unless
otherwise indicated, official statements including policy and handbook references to “workday” mean a
7.5-hour period. Each Department Director, with the approval of the Administrator, may establish
alternative work schedules for the Department or subunits within the Department as necessary for the
operation of their Department to best meet the needs of Augusta, Georgia and its citizens.
For most jobs, an unpaid, 60-minute meal break is required. In addition, Departments may provide
two (2) fifteen-minute paid breaks, typically one in the morning and one in the afternoon.
These breaks may not be used to cover missed time, to extend the meal period or taken at the
beginning or end of the workday. The supervisor is responsible for scheduling both types of these
breaks.
It is the policy of Augusta, Georgia to promote general work efficiencies and to comply with its
accommodation obligations by permitting Department Directors to authorize individual employees to
work alternative work schedules or at alternate work locations for all or part of their workweek.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
Leaves of Absence 4.0 #10
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1.0 POLICY SUMMARY
This policy provides direction for the accrual, use and recording of all paid and unpaid leave available to
eligible employees. Augusta, Georgia understands and appreciates that employees require time away
from work for a variety of reasons. To that end, Augusta, Georgia provides a full array of time off policies
to help eligible employees integrate work and personal obligations. This policy explains the types of time
off benefits available to assist employees in managing events requiring time away from work. It also
explains what responsibilities employees have with respect to certain leaves of absence.
2.0 POLICY STATEMENT:
A. General Leave Provisions
Augusta, Georgia’s policy is to administer requests by employees for time off from work
fairly and to treat similarly situated employees consistently. Eligibility and leave
entitlements vary under the FMLA, and other legislated leave provisions. In
determining whether time off or a leave request should be granted and whether paid
leave is appropriate, supervisors should, at a minimum, consider the reason for the
request, any applicable policy provisions, and the impact the absence will have on
Augusta, Georgia’s operations. Employees are responsible for informing their supervisors in
advance of the need to take time off if foreseeable, or as soon as possible under the
circumstances, depending on the nature of the leave.
B. Annual Leave
Augusta, Georgia provides annual leave to eligible employees for personal use, such as
rest, relaxation, and renewal. Consistent with this objective, Augusta, Georgia encourages
employees to use their accrued annual leave each year, but caps the amount of annual leave that maybe
accrued.
C. Sick Leave
Augusta, Georgia provides paid sick leave to continue the salary of eligible employees
who are absent from work because of illness or injury, medical appointments, for parental bonding,
family illness or while on Other Leaves as outlined within this policy. Sick leave accrual is capped as set
forth in the Procedures.
D. Family and Medical and Other Life Event Leaves
Augusta, Georgia provides leave to eligible employees under the Family and Medical Leave Act
(“FMLA”), as well as for personal matters such as pregnancy, attendance at funerals for immediate
family members, jury or civic duty, days of mourning, emergency or personal reasons. Qualifying
reasons for FMLA leave include: the employee’s own illness; the illness of an employee’s immediate
family member; parental bonding; military caregiver; qualifying exigency; and Military Spouse/Domestic
Partner Leave. Leave will also be provided for employees who sustain injury or illness while working
consistent with the requirements of Georgia Worker’s Compensation.
Leaves and benefits thereunder for these purposes may overlap and may therefore run concurrently.
E. Military Leave
Leaves of Absence 4.0 #10
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Augusta, Georgia provides, benefits and reinstatement rights for employees who elect or are called to
military service or training in accordance with the Uniformed Services Employment and Re-Employment
Rights Act of 1994 (USERRA) and Georgia law.
F. Bereavement Leave
Employees on the active payroll shall receive up to three (3) consecutive, paid days of bereavement
leave when a death occurs in their immediate family and up to seven (7) consecutive, paid days when
multiple deaths occur in their immediate family for regularly scheduled work days. Employees who work
alternative schedules will be provided a comparable amount of bereavement leave by their
Departments. Immediate family is defined as parent, grandparent, spouse, child, grandchild, brother,
sister, mother-in-law, father-in-law, brother-in-law, sister-in-law and domestic partner. Bereavement
leave will normally be taken within ten (10) calendar days following the death (fourteen (14) days
following multiple deaths) Extraordinary circumstances will be handled on a case-by-case basis.
G. Jury or Witness Duty
An employee who is called for jury duty or receives a court summons to appear as a witness in a judicial
proceeding in which the employee is neither a party in nor a real party of interest in the judicial
proceedings during working hours (witness duty) will receive his or her full pay. A copy of the summons
for jury or civic duty that is received by the employee must be furnished to the Department Director
before jury or civic duty leave begins. Employees called for jury or witness duty are excused from
reporting for work only for the time required traveling to and from the Courthouse and the time actually
on jury or civic duty. If the Court releases an employee (other than a Firefighter) from jury or witness
duty during normal work hours, he/she must return to his or her department as soon as possible. The
employee will retain any compensation paid by the court.
H. Medical Leave
A Medical Leave of Absence may be granted to employees who have completed their probationary
period for periods in excess of those covered by the FMLA when the employee is unable to work due to
his medical condition. Such leaves may be for up to thirty (30) calendar days and may be extended for
up to a total of three (3) consecutive months upon presentation of a physician’s statement verifying that
the employee is unable to perform his position duties because of an occupational or non-occupational
medical condition.
A medical leave, when combined with other leaves taken consecutively or for the same medical
condition may not exceed six (6) months. If an employee returns from Medical Leave after FMLA leave
expires but prior to six (6) months, the employee will:
1. Be allowed to fill a position held by a temporary employee, or temporary
agency personnel, provided that the individual is qualified to perform the
position’s duties; or shall
Leaves of Absence 4.0 #10
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2. Be offered any open position in the employee’s previous job classification
for which the employee is qualified.
I. Personal Leave
Limited personal leaves of absence may be granted upon request of employees who have
completed their probationary period. Such leaves shall be not more than thirty (30) calendar
days. A maximum of two (2) extensions may be approved by Augusta, Georgia.
J. Worker’s Compensation
All aspects of Workers Compensation are governed by Georgia State Worker’s Compensation law. The
procedures under this policy will provide guidance and information to employees who assert that they
have been injured in the course and scope of employment with Augusta, Georgia regarding the benefits
and time off available to them.
K. Statutory Compliance
If applicable state or federal law requires the Augusta, Georgia to offer any leave in a manner that would
be more generous to employees than is currently provided in this policy, Augusta, Georgia will comply
with the law.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy, provided
that Risk Management is responsible for and will apply appropriate interpretations to administer and
clarify the Worker’s Compensation policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy, provided that Risk Management will develop procedures or
other supplementary information to support the implementation of the Worker’s Compensation policy.
Such supporting documentation requires the approval of the Administrator, but does not require the
approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to all Augusta, Georgia employees.
6.0 DEFINITIONS
Covered active duty or call to covered active duty status: For purposes of Family
and Medical Leave – Qualifying Exigency Leave, “covered active duty or call to
Leaves of Absence 4.0 #10
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covered active duty status” is defined as (1) in the case of a member of the regular
Armed Forces, duty during the deployment to a foreign country or (2) in the case of a
member of the Armed Forces Reserve, duty during the deployment to a foreign
country under a Federal call or order to active duty in support of a contingency
operation, during a war, or during a national emergency declared by the President or
Congress so long as it is in support of a contingency operation.
Covered servicemember: For purposes of Family and Medical Leave – Military
Caregiver Leave, a “covered servicemember” is a current member of the Armed Forces (including a
member of the National Guard or Reserves) who is undergoing medical treatment, recuperation, or
therapy; is otherwise in outpatient status; or is otherwise on the temporary disability retired list; or
a covered veteran who is undergoing medical treatment, recuperation, or therapy for
a serious injury or illness.
Covered veteran: For purposes of Family and Medical Leave – Military Caregiver
Leave, a “covered veteran” is an individual who was a member of the Armed Forces
(including a member of the National Guard or Reserves), and was discharged or
released under conditions other than dishonorable at any time during the five-year
period prior to the first date the eligible employee takes FML to care for the covered
veteran.
Immediate Family members: Except for purposes of Family and Medical Leave, an employee’s
spouse, domestic partner, children (including children of the employee’s domestic
partner), parents, siblings, grandparents, and grandchildren. Step-relatives, in-laws,
and relatives by adoption are included on the same basis as the above-listed blood
relatives. If an employee was raised by persons other than his/her biological parents,
these individuals also are included in this category. Likewise, if an employee is raising
a child who is not his/her biological child, that child is included in this category.
Family members for purposes of Family and Medical Leave: an employee’s
spouse, domestic partner, children who are under 18 years of age or incapable of
self-care because of a mental or physical disability (including children of the
employee’s domestic partner), and parents. Step-relatives and relatives by adoption
are included on the same basis as the above-listed blood relatives. In-laws are not
included. If the employee was raised by persons other than his/her biological parents,
these individuals are also included in this category. Likewise, if an employee is raising
a child who is not his/her biological child, that child is included in this category. If the
employee is taking Military Caregiver Leave to care for a son or daughter who is a
covered servicemember, the son or daughter may be of any age.
Family and Medical Leaves: Leaves that Augusta, Georgia offers employees for
specified family and medical reasons, consistent with the federal Family and Medical
Leave Act (FMLA), and as set forth in the applicable procedures.
Family and Medical Leave Act: A federal law that allows an employee to take unpaid
leave (1) due to the employee’s serious health condition (including disability resulting
from pregnancy, childbirth or related medical condition), (2) to care for certain family
members if they have a serious health condition, (3) to bond with his/her new child
Leaves of Absence 4.0 #10
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after the child’s birth or placement with the employee for adoption or foster care, (4)
for Military Caregiver Leave, or (5) for Qualifying Exigency Leave.
In loco parentis: For purposes of Family and Medical Leave, a person stands “in loco
parentis” to a child if the person has day-to-day responsibilities to care for the child or
financially supports the child.
Next of kin: For purposes of Family and Medical Leave – Military Caregiver Leave,
“next of kin” is either (a) the nearest blood relative of the covered servicemember
(other than the covered servicemember's spouse, domestic partner, parent, son or
daughter) or (b) the person who the covered servicemember has designated in writing
as his/her nearest blood relative for purposes of Military Caregiver Leave.
Outpatient status: For purposes of Family and Medical Leave – Military Caregiver
Leave, “outpatient status” is the status of a servicemember assigned to a military
medical treatment facility as an outpatient, or assigned to a unit established for the
purpose of providing command and control of members of the Armed Forces receiving
medical care as outpatients.
Parent of a military member: For purposes of Family and Medical Leave – Qualifying
Exigency Leave, a “parent of a military member” is a military member’s biological,
adopted, step or foster parent or any other individual who stood in loco parentis to the
military member when the military member was a child. The definition does not include
parent’s in-law.
Parent of a covered servicemember: For purposes of Family and Medical Leave –
Military Caregiver Leave, a “parent of a covered servicemember” is a covered
servicemember’s biological, adopted, step or foster parent or any other individual who
stood in loco parentis to the covered servicemember when the covered
servicemember was a child. The definition does not include parent’s in-law.
Period of military conflict: For purposes of Military Spouse/Domestic Partner Leave,
a “period of military conflict” is a period of war declared by the United States
Congress, or a period of deployment for which a member of a reserve component is
ordered to active duty as defined in Military & Veterans Code Section 395.10.
Qualified Member: For purposes of Military Spouse/Domestic Partner Leave, a
“qualified member” is a person who is (1) a member of the Armed Forces of the United
States who has been deployed during a period of military conflict to an area
designated as a combat theater or combat zone by the President of the United States,
(2) a member of the National Guard who has been deployed during a period of
military conflict, or (3) a member of the Reserves who has been deployed during a
period of military conflict.
Serious injury or illness of a covered servicemember: For purposes of Family and
Medical Leave – Military Caregiver Leave, a serious injury or illness of a covered
servicemember is (a) for a current member of the Armed Forces (including a member
of the National Guard or Reserves), an injury or illness that was incurred or
aggravated by the covered servicemember in the line of duty on active duty in the
Leaves of Absence 4.0 #10
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Armed Forces that may render the servicemember medically unfit to perform the
duties of his/her office, grade, rank, or rating; and (b) for a veteran of the Armed
Forces, an injury or illness that was incurred or aggravated in the line of duty on active
duty in the Armed Forces and manifested itself before or after the member became a
veteran.
Single 12-month leave period: For purposes of Family and Medical Leave – Military
Caregiver Leave, a “single 12-month leave period” means the period beginning on the
first day the employee takes leave to care for the covered servicemember and ending
12 months after that date.
Son or daughter of a military member: For purposes of Family and Medical Leave –
Qualifying Exigency Leave, a son or daughter of a military member is of any age and
is a biological, adopted, or foster child, stepchild, or legal ward of a military member or
someone for whom the military member stood in loco parentis when that person was a
child.
7.0 REVISION HISTORY
This policy was implemented….
LAYOFF and RECALL 3.0 #11 September 8, 2016
Page 1 of 3
1.0 POLICY SUMMARY
This policy provides direction and authority to effectuate permanent and temporary layoffs
and permanent and temporary reductions in employee work schedules when reductions in the
workforce or reductions in employee work schedules are necessary to support Augusta Georgia’s needs,
and to recall laid off employee(s) when vacancies occur.
2.0 POLICY STATEMENT:
A. General
It is the policy of Augusta, Georgia to minimize the effects of permanent layoffs and
reductions in employee work schedules on regular status employees when reductions in the workforce
or reductions in employee work schedules are necessary due to lack of work, lack of funds, including lack
of work, elimination of a position(s) or other material changes in the duties, responsibilities, or structure
of the Augusta, Georgia organization due to reorganization. If, in the judgment of Augusta, Georgia,
budgetary or operational considerations make it necessary to curtail operations, reorganize, reduce the
hours of the workforce and/or reduce the workforce, staffing levels will be reduced in accordance with
this policy. It is solely Augusta, Georgia’s responsibility to determine the need for layoffs, the
classifications of employees to be laid off, and the layoff unit, and the number of employees to be laid
off.
To minimize the effects of indefinite layoff or reduction in employee work schedules, Augusta, Georgia
will give regular status employees opportunities for reassignment or transfer prior to permanent layoff
or reduction in employee work schedules when reassignment or transfer opportunities arise and are
operationally feasible.
B. Temporary Layoff or Temporary Reduction in Time
An employee will be given written notice of the effective date and the ending date of a
temporary layoff or temporary reduction in schedule. Periods of temporary layoff or
temporary reduction in schedule need not be adjacent; however, periods of temporary layoff
or temporary reduction in schedule will not exceed a cumulative total of four (4) calendar months
in a calendar year.
An employee may be temporarily laid off or temporarily reduced in schedule irrespective of
length of service or classification, and is ineligible for the right to recall or preference for
reemployment. Accrued sick leave will not be used during temporary layoff.
If an indefinite layoff or indefinite reduction in time should occur during a temporary
layoff or temporary reduction in time, the procedures for permanent layoff or
reduction in employee work schedules will apply. Augusta, Georgia will inform employees who may be
impacted by temporary layoff or schedule reduction as soon as feasible.
C. Indefinite Layoff or Indefinite Reduction in Time
Indefinite layoffs and indefinite reductions in employee work schedules are administered by defined
layoff units, job classifications, and salary grades (in the event of a classification assigned to
LAYOFF and RECALL 3.0 #11 September 8, 2016
Page 2 of 3
different salary grades). Criteria for consideration when determining selection for layoff must
include relevant skills, knowledge and abilities, documented performance, and length of
service. Assessment of performance will be based on written performance appraisals
and disciplinary records. When multiple employees have the same skills, knowledge
and abilities, and are performing equally, employees with greater length of service will
have priority for retention. Such employees may choose to waive their length of service in order
to be designated for layoff, subject to approval by the Department Director.
An employee will receive at least sixty (60) 30 calendar days’ advance written notice prior to
indefinite layoff or indefinite reduction in schedule, or will receive pay in lieu of notice or a combination
thereof. WARN notice shall constitute notice under this Policy. Augusta, Georgia will inform employees
who may be impacted by temporary layoff or schedule reduction as soon as feasible.
D. Recall
Hiring departments may take a laid off employee’s relevant skills, knowledge and abilities,
documented performance, and length of service into consideration when recalling an
employee or providing preferential consideration to an employee. See Probationary Policy for whether
a recalled employee will experience a new probationary period.
A regular status employee will have the right to recall for three years from the date of
layoff.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
Lay-Off – A reduction in the workforce and separation from employment due to lack of work, lack of
funds, elimination of a position(s)or other material changes in the duties, responsibilities, or structure of
the Augusta, Georgia organization.
Recall – Placement of former employee(s) who were laid off into a vacancy.
7.0 REVISION HISTORY
LAYOFF and RECALL 3.0 #11 September 8, 2016
Page 3 of 3
This policy was implemented….
Performance Evaluation 2.0 #12
Page 1 of 1
1.0 POLICY SUMMARY
This policy provides direction for conducting performance evaluations for employees.
2.0 POLICY STATEMENT:
A. General
Performance evaluation is an ongoing process of communication between a
supervisor and an employee that occurs as needed throughout the year, in support of
accomplishing the objectives of Augusta, Georgia. The communication process
includes setting objectives, identifying goals, providing feedback, and evaluating results.
B. Performance Evaluation
The performance of each employee shall be appraised at least annually in writing by the
employee's immediate supervisor, or more frequently as needed.
The written performance evaluation is an opportunity for the supervisor and employee to
review whether previously discussed performance expectations and goals have been
met, to discuss professional development opportunities, and to identify options for
acquisition of additional skills and knowledge to foster performance improvement and
career growth. Additionally, the appraisal provides appropriate documentation to
support any requests for promotion or job applications, layoff consideration, recommended merit
increases and/or other performance-based awards.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
Personal Appearance and Dress Code 2.0 #13
Page 1 of 1
1.0 POLICY SUMMARY
All Augusta, Georgia employees are expected to maintain high personal and professional standards.
One of the most noticeable expressions of these standards is dress and appearance. All
employees are representatives of the Augusta, Georgia and therefore dress, appearance and hygiene
should: (1) present a professional or identifiable appearance for customers, suppliers, and the
public; (2) promote a positive working environment; (3) limit distractions caused by
inappropriate dress; and (4) ensure safety while working.
2.0 POLICY STATEMENT:
Employees are expected to dress in a manner that is normally accepted in the environment in which
they work and the function they perform. All attire should be appropriately fitted.
Where uniforms are required, they must be worn during working hours. The
uniforms should be neat and clean when the employee arrives for work.
(Employees required to wear uniforms should also refer to their specific departmental directions.)
Each Department Director should inform their employees of the Augusta, Georgia’s Personal
Appearance and Dress Code policy, and inform employees of the specific dress requirements for their
positions.
COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
3.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
4.0 APPLICABILITY
This Policy is applicable to all employees
5.0 DEFINITIONS
6.0 REVISION HISTORY
This policy was implemented….
Position Classification 2.0 #14
Page 1 of 1
1.0 POLICY SUMMARY
This policy describes how a position is classified and the availability of a
classification review.
2.0 POLICY STATEMENT:
A. Policy
Positions are established and classified based on the level and scope of assigned
duties and responsibilities as documented in approved job descriptions. Positions with
similar duties and responsibilities are grouped together in the same job class. As
duties and responsibilities undergo significant changes, positions may be reviewed for
reclassification. Procedures provide further guidance regarding use of
classifications and titles.
B. Classification Review
In addition to requests for classification review by the Administrator and Department Directors,
employees may request that their assigned duties and responsibilities be reviewed for appropriate
classification level.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
PROBATIONARY PERIOD 5.0 #15 September 9, 2016
Page 1 of 2
1.0 POLICY SUMMARY
This policy describes the terms of the probationary period for employees hired by Augusta Georgia.
2.0 POLICY STATEMENT:
A. General
All employees hired shall serve a twelve (12) month probationary period during which time their work
performance and general suitability for employment with Augusta, Georgia shall periodically be
evaluated in writing. Time on leave with or without pay is not qualifying service for the completion of
the probationary period. Employees who are rehired following a break in service shall serve a new
probationary period whether or not they previously completed a probationary period, provided that an
employee recalled to his former position shall not serve a probationary period if he completed his
probationary period prior to layoff. No employee shall have a property interest in his/her position
during any probationary period. An employee who has satisfactorily completed the probationary period
shall be informed in writing of the attainment of regular employee status.
B. Release During Probationary Period
Employees serving a probationary period or holding limited, casual/restricted or floater
status may be released at any time at the discretion of Augusta, Georgia.
C. Extension of Probationary Period
Under appropriate circumstances, e.g., change of supervisor, transfer to a different
job during the probationary period, marginal performance or unsuitability for the position, the
probationary period may be extended at the discretion of the Department Director. Such an extension
shall be for a specific period of time, but not for more than three months in total (15 months). Any such
extension and the reasons therefore shall be supported by written documentation.
D. Employees of Elected Officials
Employees of elected officials do not serve a probationary period and their employment may be
terminated at will.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
PROBATIONARY PERIOD 5.0 #15 September 9, 2016
Page 2 of 2
This Policy is applicable to…
6.0 DEFINITIONS
Break in Service: Any separation from employment status. In addition, a break in
service occurs, effective the last day on pay status, when an employee is off pay status for four
complete, consecutive calendar months without an approved leave without pay, furlough, or temporary
layoff. A return to pay status from an approved leave without pay, furlough, temporary layoff, or
indefinite layoff during a period of right to recall and preference for reemployment, is not a break in
service
7.0 REVISION HISTORY
This policy was implemented….
Retaliation and Whistleblowing 3.0 #16
Page 1 of 3
1.0 POLICY SUMMARY
Augusta, Georgia is committed to high standards of ethical, moral and legal business conduct. This
policy describes: Augusta, Georgia’s expectation that its employees will report any Improper
Government Activity; the protection employees and former employees will be provided against an
Adverse Employment Action if they report an Improper Government Activity; and the complaint process
available to an employee or former employee if an employee believes that he/she has been retaliated
against in violation of this Policy.
2.0 POLICY STATEMENT:
Augusta, Georgia seeks to provide a work environment where: employees are free to report suspected
Improper Governmental Activity or conditions that significantly threaten the health or safety of
employees or the public without fear of retaliation; employees can and must be candid and honest
without reservation in conducting Augusta, Georgia’s business; employees and former employees will
be protected against an Adverse Employment Action if in good faith they reveal or report an Improper
Government Activity or the possible existence of such, and describes where an employee should go to
report an Improper Governmental Activity or file a complaint if they believe that they have been
subjected to an Adverse Employment Action because they have revealed or made a good faith report of
Improper Government Activity.
An individual who has knowledge of or believes that Improper Government Activity has occurred or
believes that they have been subjected to an Adverse Employment Action because they have revealed
or made a good faith report of Improper Government Activity must report such knowledge to a
responsible arm of Augusta, Georgia. That includes:
1. The employee’s supervisor,
2. A manager in the employee’s management hierarchy,
3. The Office of the Administrator,
4. The Augusta, Georgia Law Department,
5. The Augusta, Georgia Human Resources Department, or
6. The Compliance Department
An employee who makes a complaint or reports information under this Policy knowing that it is false or
in reckless disregard for the truth shall be subject to disciplinary action up to and including discharge.
Any individual associated with Augusta, Georgia who causes an Adverse Employment Action to be taken
against or otherwise retaliates against another individual who, in good faith, revealed or reported an
Improper Government Activity or participated/assisted with the investigation of the alleged Improper
Government Activity, shall be subject to disciplinary action up to and including discharge.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
Retaliation and Whistleblowing 3.0 #16
Page 2 of 3
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to all individuals under the authority of the Augusta, Georgia Board of
Commissioners, including, but not limited to staff, whether full-time, part time, temporary employees,
or term appointments, to all volunteers, to all who provide contract services, and to all officers and
officials, each of whom shall be entitled to protection. However, Augusta is entitled to take appropriate
action against employees and other individuals that are subject to privilege or confidentiality obligations
recognized by constitutional, statutory, or common law, who report Improper Governmental Activity in
a manner that violates those obligations. Such actions against the subject employees and individuals
shall include, but are not limited to discipline and discharge.
6.0 DEFINITIONS
Adverse Employment Action: A management action that affects the Complainant’s existing terms and
conditions of employment in a material and negative way, including, but not limited to, failure to hire,
corrective action (including written reprimand, corrective salary decrease, demotion, suspension), and
termination.
Complainant: An employee or applicant for employment who submits a complaint
under this policy. For purposes of this policy, “employee” includes a current Augusta, Georgia employee
or a former Augusta, Georgia employee who was employed at the time the relevant events occurred
and includes academic appointees.
Good Faith means having reasonable grounds for believing that the information revealed or reported
indicates that Improper Government Activity occurred.
Illegal Order: A directive to violate or assist in violating a local, state or federal law,
rule, regulation or ordinance, or an order to work or cause others to work in conditions that would
unreasonably threaten the health or safety of employees or the public.
Improper Governmental Activity: Any activity undertaken by Augusta, Georgia or by an
Augusta, Georgia employee that is undertaken in the performance of the employee’s duties,
whether or not that activity is within the scope of his/her employment, and that (1) is
in violation of or noncompliance with any local, state or federal law, regulation or ordinance, or Augusta,
Georgia policy including, but not limited to, corruption, malfeasance, bribery, theft of government
property, fraudulent claims, fraud, coercion, conversion, malicious prosecution, misuse of government
property (including Augusta, Georgia property and facilities), or willful omission to perform duty, (2) is
economically wasteful or involves gross misconduct, gross incompetence, or gross inefficiency, or (3)
constitutes an Illegal Order.
Retaliation and Whistleblowing 3.0 #16
Page 3 of 3
7.0 REVISION HISTORY
This policy was implemented….
Page 1 of 1
1.0 POLICY SUMMARY
Augusta, Georgia considers the health and safety of its employees to be of paramount importance and
seeks to establish and maintain an Occupational Safety and Health
Program for its employees by providing a safe and healthy work environment. In
addition, Augusta, Georgia shall follow appropriate safety and health standards.
2.0 POLICY STATEMENT:
It is incumbent upon Augusta, Georgia employees to comply with safety and health standards
and all rules and regulations which are applicable to the employee’s work site
and personal safety. Any employee who willfully or repeatedly violates or
causes to be violated a safety standard, rule, regulation, or order shall be subject
to corrective action up to and including discharge.
It is incumbent upon management personnel to notify the appropriate Department
Director if employees working under their authority are adversely affected by
safety standards or hazardous working conditions. It is then incumbent upon the
Department Director to immediately notify the Human Resources Director, who
has authority for the administration of this program.
No employee shall be discharged or discriminated against because such
employee has filed a complaint or instituted or caused to be instituted any
proceedings or inspections relating to the Augusta, Georgia’s Occupational Safety and Health
Program. See Retaliation Policy
3.0 COMPLIANCE RESPONSIBILITIES
Risk Management is responsible for this policy and has the authority to implement the policy. The Risk
Management Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Risk Management may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to all employees and officials
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
Page 1 of 2
1.0 POLICY SUMMARY
SES employees are employed on an at-will basis, have no propriety interest in their positions and thus
are not afforded due process rights with respect to the termination of their employment. Accordingly,
this policy sets forth Augusta Georgia’s policy to provide severance pay to SES employees under defined
circumstances. Employees who are not in an SES position at the time of termination of employment are
not eligible to receive severance pay under this Policy.
2.0 POLICY STATEMENT:
A. Eligibility
1. Only SES employees are entitled to receive severance pay under this Policy.
2. An SES employee who has completed one year of continuous employment with Augusta,
Georgia and whose employment is terminated without cause, by vote of the Commission, is
eligible to receive severance pay.
3. An SES employee who is employed has completed one year of continuous employment with
Augusta, Georgia as of January 1, 2017 and who provides at least thirty sixty (30 60)
calendar days’ notice of his/her resignation from employment with Augusta, Georgia
(“notice period”) and continues to perform in a satisfactory manner during the notice period
is eligible to receive severance pay.
4. Employee must execute a Separation Agreement and General Release
B. Severance Schedule
1. SES Groups I-III shall be eligible for one (1) month of severance pay after the first year of
employment and an additional month of severance pay for each additional full year
worked in a SES position, not to exceed a maximum of six (6) months of severance pay.
2. SES Group IV shall be eligible for three (3) months’ severance pay after the first year of
employment as a SES Group IV employee and an additional month of severance pay for
each additional full year worked as a SES level IV employee not to exceed a maximum of
three (3) additional months of severance pay (for a total not to exceed 6 months)
3. Employment time serving in a non-SES position will not be credited for prior years of
service under this policy if subsequently promoted to a SES position.
4. Severance pay shall be based on the employee’s most recent date of hire.
C. No Severance Pay
Employee(s) are not entitled to severance pay if they leave employment with Augusta, Georgia
under the following conditions:
1. Discharge for Cause
2. Disability covered by Worker’s Compensation
3. Retirement
4. In the event an Augusta, Georgia function or service is contracted, assigned or otherwise
transferred to another entity and Augusta, Georgia employees in that function or
service are offered employment by the other entity within thirty (30) days of contract,
assignment or transfer, whichever is later, provided the employee receives a
substantially similar salary and benefit package.
5. Except as provided in 2.0 A 2, resignation.
Page 2 of 2
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to SES employees
6.0 DEFINITIONS
Severance Pay: Is calculated based on the employee’s base rate of pay.
7.0 REVISION HISTORY
This policy was implemented….
SUBSTANCE ABUSE 7.0 #19 November 18, 2016
Page 1 of 2
1.0 POLICY SUMMARY
Augusta Georgia is committed to providing its employees and citizens with a workplace and facilities that
are free from alcohol and controlled substances or individuals who are under the influence of alcohol or
controlled substances.
2.0 POLICY STATEMENT:
It is the policy of Augusta, Georgia to maintain a workforce, workplace and its facilities free from the
abuse of or illegal use, possession or distribution of alcohol or of controlled substances as defined in
schedules I through V of the Controlled Substances Act, 21 United States Code section 812 and by
regulation at 21 Code of Federal Regulations, section 1308. Unlawful manufacture, distribution,
dispensing, possession, use or sale of alcohol or of controlled substances by Augusta, Georgia employees
in the workplace, during working hours, while on Augusta, Georgia business, at Augusta, Georgia official
functions or on Augusta, Georgia premises is prohibited. In addition, employees may not use illegal
substances or abuse legal substances in a manner that impairs their work performance or impairs the
public’s trust in the employee’s ability to carry out his job responsibilities.
Augusta, Georgia recognizes that dependency on alcohol or other substances is a treatable condition and
offers programs and services for employees with substance and dependency problems. Employees are
encouraged to seek assistance, as appropriate, from Risk Management or through a referral. Information
regarding an employee obtained through such programs or services will be treated as confidential in
accordance with Federal and State laws.
Augusta, Georgia regards violations of this Policy as a serious matter that will not be tolerated. will apply
a zero tolerance standard to violations of Employees who violate this Policy will be subject to disciplinary
action, consistent with job requirements and the provisions of the Corrective Action Policy, up to and
including discharge, and may be required as a condition of continued employment, or eligibility for
future employment, at the discretion of Augusta, Georgia, to participate satisfactorily in an Employee
Assistance Program.
3.0 COMPLIANCE RESPONSIBILITIES
Risk Management and Finance are responsible for this policy and has the authority to implement the
policy. Risk Management and Finance may apply appropriate interpretations to administer and clarify
the policy provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Risk Management and Finance may develop procedures or other supplementary information to support
the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to all employees and officials.
6.0 DEFINITIONS
SUBSTANCE ABUSE 7.0 #19 November 18, 2016
Page 2 of 2
7.0 REVISION HISTORY
This policy was implemented….
USE of AUGUSTA GEORGIA TECHNOLOGY, EQUIPMENT and PROPERTY 4.0 #20 September 8, 2016
Page 1 of 2
1.0 POLICY SUMMARY
This policy covers the use of electronic technology, equipment and other property belonging to, or used
by, Augusta, Georgia. It includes, but is not limited to, all computer systems of any size and function and
their attached e-mail systems, software, network resources, Internet resources, radios, cellular
telephones, and pagers.
The purpose of this policy is to establish guidelines and requirements governing the acceptable use of
Augusta provided technology and other property and to communicate them to employees.
2.0 POLICY STATEMENT:
All technology resources, equipment or other property owned or used by Augusta, Georgia are in place
to facilitate Augusta, Georgia’s ability to carry out its mission and for its employees to perform their job
duties efficiently and productively. To that end Accordingly, unless authorized by Augusta, Georgia and
except for minimal usage, e.g., a brief telephone call, these systems and property are to be used solely
for business purposes.
All equipment, property and technology resources and all information transmitted by, received from,
and stored on Augusta, Georgia systems are the property of Augusta, Georgia and as such, are subject to
inspection by Augusta officials. They are not the property of any employee. Consequently, employees
and users should not have any expectation of privacy with respect to their messages and files or other
uses. Augusta, Georgia has the right to monitor any and all aspects of it’s property, equipment and
electronic technology resources. Augusta, Georgia reserves the right to audit and monitor the
information on all systems, electronic mail, and information stored on computer systems or media, and
to inspect its property and equipment without advance notice. and to inspect its property and
equipment. This might include, but is not limited to investigation of theft, unauthorized disclosure of
confidential business or proprietary information, personal abuse of the system or monitoring workflow
and productivity.
Any employee found to have violated this policy may be subject to corrective action, up to and
including discharge.
A. Objectives
a. Ensure the protection of proprietary, personal, privileged, or otherwise sensitive data
and resources that may be processed in any manner by Augusta, Georgia, or any agent
for the City and the protection and proper use of other Augusta, Georgia property.
b. Provide uninterrupted network resources to employees and the public.
c. Ensure proper usage of networked information, programs, and facilities offered by
Augusta, Georgia.
d. Maintain security of and access to networked data and resources on an authorized
basis.
e. Secure email from unauthorized access.
f. Protect the confidentiality and integrity of files and programs from unauthorized
individuals.
USE of AUGUSTA GEORGIA TECHNOLOGY, EQUIPMENT and PROPERTY 4.0 #20 September 8, 2016
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g. Inform employees and other users there is no expectation of privacy in their use of
Augusta-owned hardware, software, or computer network access and usage or other
property.
h. Provide Internet and email access to employees and the public of Augusta, Georgia.
i. Provide the necessary technology resources to enable employees to perform duties
3.0 COMPLIANCE RESPONSIBILITIES
Information Technology is responsible for this policy and has the authority to implement the policy. The
Human Resources and Information Technology Directors may apply appropriate interpretations to
administer and clarify the policy provided that the interpretations do not result in substantive changes
to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Information Technology may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to all persons, whether employees, independent contractors or agents of
Augusta, Georgia. All persons using Augusta, Georgia’s electronic resources must comply with all
software licenses, copyright laws and all other State and Federal laws governing intellectual properties.
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
Page 1 of 1
1.0 POLICY SUMMARY
This policy statement describes Augusta, Georgia’s commitment to affirmative action as a
recipient of funds from the US government.
2.0 POLICY STATEMENT:
Consistent with its status as a recipient of funds from the US government, Augusta, Georgia undertakes
affirmative
action for minorities and women, for persons with disabilities, and for covered veterans
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources Compliance is responsible for this policy and has the authority to implement the
policy. The Human Resources Compliance Director may apply appropriate interpretations to administer
and clarify the policy provided that the interpretations do not result in substantive changes to the
underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources Compliance may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
Covered Veterans: For purposes of this policy, “covered veterans” includes veterans
with disabilities, recently separated veterans, Vietnam era veterans who served on
active duty in the U.S. Military, Ground, Naval or Air Service during a war or in a
campaign or expedition for which a campaign badge has been authorized, or Armed
Forces service medal veterans.
7.0 REVISION HISTORY
This policy was implemented….
Page 1 of 1
1.0 POLICY SUMMARY
This Policy describes Augusta, Georgia’s expectations and employee obligations regarding attendance
and punctuality
2.0 POLICY STATEMENT:
Dependable attendance and punctuality are expected of all employees. Unplanned absences and
tardiness must be reported as soon as possible. If problems arise relating to an employee's attendance
or punctuality, the supervisor or manager should not delay in taking corrective action.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
7.0 REVISION HISTORY
This policy was implemented….
Page 1 of 2
1.0 POLICY SUMMARY
The policy describes personnel records, access to personnel records by persons inside
or outside Augusta, Georgia, as well as the location of records and the period of retention.
2.0 POLICY STATEMENT:
A. Employee Personnel Records
Augusta, Georgia will establish and maintain employee personnel records. The records will be
maintained with accuracy, relevance, timeliness, and completeness, and appropriate
and reasonable safeguards will be established to ensure security and confidentiality.
B. Access to Information in Employee Personnel Records
Access to employee personnel records will be made in accordance with the following
provisions.
Specific legal requirements regarding an employee’s access to the employee’s own
personnel records, right to correct or amend the records, and third party access to the
personnel records are governed by the Georgia Open Records Act (O.C.G.A.50-18-70) Access to peace
officer personnel records and the right to correct or amend those records is also governed by the
Georgia law provisions related to the confidentiality of peace officer personnel records. Questions
regarding an employee’s records should be directed to the official designated by the Administrator for
this purpose.
1. Access to an Employee’s Own Personnel Records
Within 30 calendar days from the receipt of a request for records, an employee
will be provided a copy of the employee’s own personnel records or within 60
calendar days from the receipt of a request for records that are geographically
dispersed, inactive, or in storage. There will be no charge for the first copy.
However, records protected by recognized legal privilege and records exempted
from disclosure by the Georgia Open Records Act (O.C.G.A.50-18-70) may be withheld.
2. Access to Records by the Public
Persons inside or outside Augusta, Georgia will have access to information in
employees’ personnel records in conformance with statutes and Augusta, Georgia
policies on records. The Administrator will establish procedures for the
release of information. Information which is public information and that should
generally, be released upon request includes:
Name
Date of hire, position title, salary
Organizational unit assignment
Office address and office telephone number
Job description, whether full-time or part-time, and appointment type
Date of separation, and
Other information that would not be (a) an invasion of personal privacy;
(b) protected by recognized legal privilege; or (c) otherwise legally
protected from disclosure.
Page 2 of 2
Unless release is legally required, Augusta, Georgia will not release to the public
information that it has determined to be (a) an invasion of personal
privacy; (b)protected by recognized legal privilege; or (c) otherwise legally
protected from disclosure. Such information includes but is not limited to:
The individual’s home telephone number and home address
Spouse’s or other relatives’ names
Birth date
Social Security Number
Citizenship
Income tax withholdings
Health care records
Information relating to evaluation of performance and goal setting records
Individual elections related to health and welfare benefits, retirement, or
investment programs
Drug test results, and
Child support/garnishments
C. Period of Retention
Personnel records of an employee will be maintained according to the Georgia Open Records Act
(O.C.G.A.50-18-70)
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
Personnel Records consist of any record, in any format, necessary and relevant to the
administration of the staff personnel program
7.0 REVISION HISTORY
This policy was implemented….
HIRING 3.0 #24 September 9, 2016
Page 1 of 2
1.0 POLICY SUMMARY
This policy describes the scope of efforts to be taken in regards to the recruitment of employees.
2.0 POLICY STATEMENT:
A. Scope of Recruitment
As appropriate, Augusta, Georgia will recruit both within and outside its work force to obtain qualified
applicants. To support career progress of qualified internal candidates,
internal recruitment may be utilized so long as it is consistent with equal employment
and affirmative action objectives and results in a diverse pool of qualified applicants.
B. Exceptions to Recruitment
Recruitment is not required when a position is to be filled by:
1. demotion or lateral transfer of an employee within the same organizational unit;
2. lateral transfer of an employee along with the budgetary provision for that
employee's position;
3. transfer or reemployment of an employee in accordance with
Reasonable Accommodation, Medical Separation,
Pregnancy Disability Leave, or Family and Medical Leave procedures
4. a qualified employee who has become disabled;
5. recall of a laid-off employee or placement of an employee with preference for
reemployment or transfer;
6. an employee whose responsibilities or title have changed as a result of a
reorganization or reassignment of functions among positions within the same
organizational unit;
7. a position is transferred to another organizational unit, or
8. an employee who is competitively selected for an Augusta, Georgia sponsored internship program,
and upon completion of the internship, as authorized in local guidelines
and with the approval of the department head, is appointed to a vacant position
for which he or she meets the minimum qualifications;
9. Succession Planning.
C. Waiver of Recruitment
A waiver of standard recruitment may be authorized by the Administrator in special circumstances
consistent
with equal opportunity and affirmative action objectives.
D. Career Ladder Recruitment
An open position may be listed with multiple job titles at different levels within a single
Job progression. The hiring Department will determine the initial job title based on the
qualifications of the selected candidate. These multiple job titles may allow an
employee to advance to a higher job title with the acquisition of additional knowledge
and skills during the course of employment.
Department needs and employee performance will govern the recruitment and selection process noted
above. The process should include the generation of a written development plan, the timing of an
employee's assessment, and the reclassification process.
With approval of the Department head, the employee who has successfully met the
HIRING 3.0 #24 September 9, 2016
Page 2 of 2
criteria for upward advancement to a higher level position may be reclassified within the
same job progression and department or organizational unit for which the original
recruitment was conducted.
3.0 COMPLIANCE RESPONSIBILITIES
Human Resources is responsible for this policy and has the authority to implement the policy. The
Human Resources Director may apply appropriate interpretations to administer and clarify the policy
provided that the interpretations do not result in substantive changes to the underlying policy.
4.0 PROCEDURES TO IMPLEMENT POLICY
Human Resources may develop procedures or other supplementary information to
support the implementation of this policy. Such supporting documentation requires the approval of the
Administrator, but does not require the approval of the Commissioners.
5.0 APPLICABILITY
This Policy is applicable to….
6.0 DEFINITIONS
Demotion: The change of an employee from one position to another position which
results in a lower salary range maximum.
7.0 REVISION HISTORY
This policy was implemented….
Index December 7, 2016
After Policies PPPM Subcommittee November 18, 2016
1 Conflict (Dispute) Resolution 8.0
2 Conflict of Interest 3.0
3 Corrective Action 3.0
4 Discharge from Employment 2.0
5 Equal Employment Opportunity Policy 4.0
6 Fair Chance Policy 9.0
7 General Provisions 5.0
8 Holidays 3.0
9 Hours of Work 6.0
10 Leaves of Absence 4.0
11 Layoff and Recall 3.0
12 Performance Evaluation 2.0
13 Personal Appearance and Dress Code 2.0
14 Position Classification 2.0
15 Probationary Period 6.0
16 Retaliation and Whistleblowing 3.0
17 Safety 3.0
18 Severance Pay 3.0
19 Substance Abuse 7.0
20 Use of Augusta Georgia Technology Equipment and
Property 4.0
21 Affirmative Action 2.0
22 Attendance and Punctuality 1.0
23 Employee Records 1.0
24 Hiring 4.0
Administrative Services Committee Meeting
12/13/2016 1:10 PM
Motion to Approve Personnel Policies
Department:Human Resources
Presenter:Michael Loeser
Caption:A motion to approve the twenty-four (24) policies submitted by
the PPPM subcommittee as developed by the consultant and for
the Administrator to develop a personnel procedures manual and
bring back an appropriate ordinance to abolish the current PPPM.
Background:Augusta, GA Human Resources was asked to prepare policies to
cover personnel activities for Augusta, GA. The last time the
manual was updated was in 2011. A consultant was hired to
recommend best practices. The consultant developed and
recommended 24 policies to guide the actions of the personnel
department. The goals of this review was to separate policies
from procedures thereby reducing the number of actions to be
taken by the Commission, the review the current policies to reflect
changes in law and to build in best practices. The Administrative
Services Chair appointed a subcommittee consisting
of Commissioner Lockett Subcommittee Chair, and three
commissioners; Commissioners Williams, Smith and Hasan
Analysis:There has been a series of meetings between the subcommittee
and the consultant discussing possible policies and determining
appropriate oversite responsibilities. These meetings have resulted
in 24 policies being developed to replace the current Personnel
Policies and Procedures Manual (PPPM). Following approval of
the policy statements, small committees will begin work with the
consultant on reviewing and revising procedures.
Financial Impact:There is not any direct financial impact to adopting these policies.
Alternatives:Keep the current Personnel Policies and Procedures Manual
(PPPM).
Recommendation:Approve the recommendation of the subcommittee.
Funds are Available
in the Following
Accounts:
Not Applicable
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
ADMINISTRATIVE SERVICES COMMITTEE MEETING:
DECEMBER 13, 2016 – 1:00 PM
MOTION TO DENY THE PROTEST OF FEDERAL ENGINEERING, INC.
AND TO LIFT THE STAY OF PROCUREMENT IN ACCORDANCE WITH AUGUSTA, GA CODE
Regarding RFP Item 16-200 Land Mobile Radio Consulting Services
For Augusta, Georgia – Information Technology Department
Exhibits – Table of Contents
Commission Approval Letter dated October 18, 2016 ........................................................................................... 1
November 4, 2016 ................................................................................................................................................... 2
Protest Letter from Gimmel, Weiman, Ersek, Blomberg & Lewis, P.A. represents
Federal Engineering, Inc. Note: A copy of Barrow County’s allegation was attached
November 9, 2016 ................................................................................................................................................... 3
Procurement’s Response to Federal Engineering’s 11/4/2016 (Denial of vendor’s
protest and the project and a Stay of the project during the protest was issued)
November 9, 2016 .................................................................................................................................................... 4
Gimmel, Weiman, Ersek, Blomberg & Lewis, P.A. – Request for an appeal
November 18, 2016 ................................................................................................................................................. 5
Procurement’s letter of notification granting the Appeal to appear before
Administrative Services on December 13, 2016
November 22, 2016 ................................................................................................................................................. 6
Request (via Email) from Federal Engineering’ Attorney; Requesting their Protest
be read into record
November 23, 2016 ................................................................................................................................................. 7
Procurement Director Denial to request for the protest be read into record (via Email)
Administrative Services Committee Meeting
12/13/2016 1:10 PM
Motion to Deny the Protest of Federal Engineering
Department:Procurement
Presenter:Geri A. Sams
Caption:Motion to Deny the Protest of Federal Engineering, Inc., regarding
RFP Item 16-200 Land Mobile Radio Consulting Services for
Augusta, Georgia - Information Technology Department and to
lift the stay of procurement in accordance with Augusta, GA
Code.
Background:On October 11, 2016, the Public Safety Committee approved the
recommendation of the Evaluation Selection Committee to award
RFP 16-200 to Engineering Associates, LLC as the vendor of
choice to provide consulting services, as outlined in RFP 16-200
Land Mobile Radio Consulting Services. The item was forwarded
to the Full Commission to be awarded at the October 18, 2016,
Commission Meeting. On November 4, 2016 at 10:19 AM the
Procurement Department received a protest from Federal
Engineering, Inc. (through their attorney, Gimmel, Weiman,
Ersek, Blomberg & Lewis, P.A. Attorneys at Law) of the award.
The item was put in a Stay and the final execution of the contract
was placed on hold pending the Commission's directive to move
forward. (See Exhibits: 1, 2, 3, and 4) It was determined by the
Evaluation Selection Committee consisting of the departmental
stakeholders that Federal Engineering, Inc. was not the vendor of
choice. Stakeholders was from Information Technology, Sheriff's
Office, Bush Field, Marshall's Office, 911, Administrator's Office
and Procurement. This vendor is protesting the award of the
contract due to a filing of a lawsuit from another County. In
accordance to RFP 16-200 - Section 1.4 Proposal's For All Or
Part: Unless otherwise specified by Augusta, Georgia or by the
proponent, AUGUSTA, GEORGIA REERVE THE RIGHT TO
MAKE AWARD ON ALL ITEMS, OR ON ANY OF THE
ITEMS ACCORDING TO THE BEST INTEREST OF
AUGUSTA, GEORGIA. Augusta awarded this RFP to the most
responsible, responsive vendor responding to the specifications as
required. 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 protested, the
Procurement Director shall place the protest on the agenda of the
Administrative Services Committee.
Analysis:
Financial Impact:Undetermined at this time.
Alternatives:Uphold the Protest of Federal Engineering, Inc. regarding RFP
Item 16-200 Land Mobile Radio Consulting Services for Augusta,
Georgia's Information Technology Department.
Recommendation:Deny Protest of Federal Engineering, Inc. regarding RFP Item 16-
200 Land Mobile Radio Consulting Services for Augusta,
Georgia's Information Technology Department and to lift the stay
of procurement in accordance with Augusta, GA Code.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
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Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
November 28, 2016
To: Takiyah Douse, Director, Facilities
Geri Sam, Director, Procurement
From: Kellie S. Irving, Director, Compliance Department
RE: LETTER OF NON-COMPLIANCE FOR BID ITEM 16-238
FURNITURE FOR PUBLIC DEFENDER’S OFFICE
Bidder: WEINBERGER’S BUSINESS INTERIORS
Issue(s): 1 - Notice of Non-Responsiveness – Failure to Submit Required LSBOP Documentation
2 - Notice of Non-Compliance – Failure to Meet LSBOP Utilization Goal
3 - Notice of Non-Compliance – Failure to Properly Complete GFE Form
4 - Notice of Non-Compliance – Failure to Meet Good Faith Efforts
The Compliance Department – DBE Division issues this Letter of Non-Compliance to include
issues of Non-Responsiveness and Non-Compliance for Weinberger’s Business Interiors on Bid
Item 16-238 Furniture for Public Defender’s Office.
It is the responsibility of the Compliance Department to ensure compliance with the Local Small
Business Opportunity Program (LSBOP) pursuant to Augusta, Georgia Code, Article One,
Chapter 10B, the Augusta, Georgia Local Small Business Opportunity Program.
AUGUSTA, GEORGIA CODE, ARTICLE ONE, CHAPTER 10B
ORDINANCE 7271
LOCAL SMALL BUSINESS OPPORTUNITY PROGRAM (LSBOP)
Sec. 1-10-123. Objective.
Augusta, Georgia is firmly committed to the principles of equal opportunity and in keeping with these principles,
hereby sets forth a program and establishes a mechanism for developing, approving, and implementing
procedures by which local small business enterprises shall be identified, informed and educated regarding
opportunities for supplying goods, general services, and construction services required by Augusta, Georgia, and
providing for objectives for bidders to incorporate the use of Local Small Businesses as commercially useful
ATTACHMENT A.1
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
subcontractors, thereby promoting balanced economic and community growth throughout Augusta, Georgia. The
LSBOP is a race and gender-neutral program.
Sec. 1-10-124. Policy, intent and purpose.
(a) Policy. It is the policy of Augusta, Georgia that all necessary and reasonable steps shall be taken to ensure that
local small business enterprises have the maximum opportunity to compete for and participate in all contracts and
subcontracts funded by or through the Augusta, Georgia governing authority. Further, the Augusta, Georgia
Commission has determined as a means to ensure full economic participation by small local business that a
mechanism for developing, approving and implementing a LSBOP is required. Augusta, Georgia has established
the LSBOP to promote opportunities for registered Local Small Business to participate in Augusta, Georgia’s
contracting and procurement activities by requiring contractors to utilize registered Local Small Business to
perform commercially useful functions to the maximum extent possible and as economically feasible, as partners
or subcontractors for service delivery or as suppliers of various goods required in the performance of a contract.
This LSBOP is in addition to and shall not supplant the Local Preference of Code § 1-10-6.
(b) Intent and Purpose. The Augusta, Georgia Local Small Business Opportunity Program is established to
encourage equal opportunity, diversity, and equity in Augusta, Georgia’s contracting and procurement activities. In
a race and gender neutral manner, the Program will promote fair and equal opportunities for all local small
businesses. It is specifically intended that the encouragement of local small businesses will allow for the
development and growth of such businesses to increase competition for construction and procurement
opportunities.
(1) It is the intent and purpose of this Program to encourage equal opportunity in Augusta, Georgia’s
contracting and procurement and to eliminate discrimination and the effects of past discrimination
therein.
(2) It is also the intent and purpose of this Program to encourage the use of the Local Small Business
Opportunity Program, which will have the benefit to Augusta, Georgia of assisting the local economy with
job formation while remedying the discrimination against minority owned business enterprises in the
Augusta, Georgia contracts and procurement in a race and gender-neutral manner.
(3) It is also the intent and purpose of the LSBOP to develop evidence relevant to whether future race and
gender conscious programs are necessary to remediate the effects of past or current discrimination, as
required by applicable laws.
Therefore, in the spirit of the Augusta, Georgia Code, the Compliance Department applies all
applicable Code and Ordinance(s) to enforce the LSBOP and all activities associated with the
program’s implementation, monitoring, and application.
BID ITEM 16-238
FURNITURE FOR PUBLIC DEFENDER’S OFFICE
EXHIBIT 2
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
Scope of Work
To provide furniture, furnishings and equipment as specified; transportation; full and final
installation. (Full bid details are referenced in Bid Item 16-238 Furniture for Public Defender’s
Office.)
BID SPECIFICATIONS
Bid Specifications and Page Reference
Each Bid Specifications include a Table of Contents, Instruction to Submit, Notice to All
Proposers, Exception Sheet, Local Vendor Registration Form, Local Small Business Opportunity
Program Ordinance Requirements and Bid Specifications.
BID ITEM 16-238 FURNITURE FOR PUBLIC DEFENDER’S OFFICE Table of Contents can be found
on Page 2 of 59 in the Bid Specifications. (Attachment A)
Local Small Business Goal and Bid or Proposal Requirements
The local small business goal for the above listed bid is 8%.
An itemized list of documents and instructions are listed on page 53 indicating the definitive
statement advising bidders: Failure to submit the above documentation shall result in the bid
or proposal being declared non-responsive.
All Local Small Business Goal and Instructions are listed on Pages 53-59 of the Bid Specifications
for this procurement. (Attachments B.1 – B.7)
Good Faith Effort (GFE)
When Augusta, Georgia sets a contract goal, the basic obligation of bidders is to make good
faith efforts to meet it. A proposer can demonstrate these efforts in either of two ways, which
are equally valid. First, they can meet the goal, by documenting that they have obtained
commitments for enough LSBOP participation to meet the goal. This information should be
listed on the (1) LSBOP Letter of Intent to Perform as a Sub-consultant / Subcontractor /
Supplier, (2) Local Small Business Utilization, and (3) the Good Faith Efforts forms. The
second, even though they have not met the goal, a proposer can document that they have
EXHIBIT 2
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
made good faith efforts to do so which should be documented on (1) Local Small Business
Utilization, and (2) the Good Faith Efforts forms.
Augusta, Georgia emphasizes strongly that the LSBOP requirement is important and serious.
Although a one-size-fits-all GFE checklist is neither desirable nor possible, what constitutes a
showing of adequate good faith efforts in a particular procurement is an intrinsic fact-specific
judgment that Augusta, Georgia must consider. Circumstances of procurements vary widely,
and GFE determinations shall fit each individual situation as closely as possible.
All Local Small Business Goal, Instructions, and Forms are listed on Pages 53-59 of the Bid
Specifications for this procurement. (Attachments B.1 – B.7)
Meeting GFE
Although a one-size fits all GFE is not our standard, a number of recommended strategies are
listed to ensure bidders make an earnest effort to engage LSBOP firms and to support ample
methods of documenting the GFE.
The Good Faith Efforts bid strategies were included in the Bid Specifications on Page 54. In
addition, the Compliance Department attended the Pre-Bid Meeting and responded in writing a
response to the inquiry about the LSBOP goal and documenting/meeting the GFE.
In reference to the LSBOP, detailed LSBOP Ordinance Requirements are listed in the Bid
Specifications on Page 10 of 59. (Attachment C)
Good Faith Efforts are listed on Page 54. (Attachment B.2)
Pre-Bid Meeting Instruction Script (Attachment D)
Bid Response to LSBOP Inquiry and Clarification (Attachment E)
EXHIBIT 2
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
Issue 1
Notice of Non-Responsiveness – Failure to Submit Required LSBOP Documentation
Bid Specifications 16-238 specified in Sec. 1-10-129 (a)(6):
All bid documents shall require bidders or proponents to submit with their bid the following
written documents, statements or forms, which shall be made available by the Procurement
Departments. (Attachment C)
Non Discrimination Statement
Proposed Local Small Business Subcontractor/Supplier Utilization Plan
Documentation of Good Faith Efforts to use local small businesses
Local Small Business Utilization document
Findings:
Bidder failed to submit required bid documents:
1. Local Small Business Opportunity Program Letter of Intent to Perform as a Sub consultant
/Subcontractor/Supplier and
2. Local Small Business Utilization
EXHIBIT 2
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
Issue 2
Notice of Non-Compliance – Failure to Meet LSBOP Utilization Goal
Bid Specifications 16-238 specified in Sec. 1-10-129 (a)(1):
Bid conditions for contracts awarded by Augusta, Georgia will require that, where
subcontracting goal is utilized in performing the contract, the bidder or proponent, will make
Good Faith Efforts to subcontract with or purchase supplies from local small businesses. Bid
specifications will require the bidder or proponent to keep records of such efforts that are
adequate to permit a determination or compliance with this requirement. (Attachment C)
In establishing a utilization goal for this procurement, the Compliance Department evaluated
the scope of work which indicated scopes that could be performed by a number of LSBOP firms.
The Commercially Use Function scopes of work for this procurement included the trades
(NAICS) listed below. These trades were evaluated to establish the 8% utilization goal.
The following trades were evaluated to establish the goal.
NAICS 238190 – Installation
NAICS 484XXX – Trucking (delivery)
Findings:
Bidder failed to meet the LSBOP Utilization Goal.
Bidder did not list any (future) LSBOP participation.
EXHIBIT 2
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
Issue 3
Notice of Non-Compliance – Failure to Properly Complete GFE Form
Bid Specifications 16-238 specified in Sec. 1-10-129 (a)(2):
Each bidder shall be required to provide documentation of achieving goal or provide
documentation of Good Faith Efforts to engage local small businesses as subcontractors or
suppliers, the names of local small businesses and other subcontractors to whom it intends to
award subcontracts, the dollar value of the subcontracts, and the scope of the work to be
performed, recorded on the form(s) provided or made available as part of the bid package. If
there are no subcontracting opportunities, bidder shall so indicate on the appropriate form.
(Attachment C)
Weinberger:
Bidder submitted a GFE form indicating that Weinberger contacted Q3 by phone. Q3’s written
response was “cannot fulfill and too busy.”
Compliance:
Compliance reviewed the submitted GFE form and noted missing data in fields, the omission of
email correspondence, and no subcontracting / supplier opportunities listed to indicate future
solicitation.
Findings:
Bidder failed to properly complete the GFE form.
1. Bidder failed to submit supporting documentation.
2. Bidder failed to complete fields in their entirety of the GFE form - Person Contacted and
Date field - no date provided.
3. Bidder indicated in protest that there was a verbal quote emailed to Weinberger by Q3.
The proof of the verbal quote email was not listed on/attached to the GFE form for
evaluation.
4. Bidder indicated in protest “intention to subcontract”; however, the GFE form does not
indicate any intentions for future LSBOP solicitation.
EXHIBIT 2
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
Issue 4
Notice of Non-Compliance – Failure to Meet Good Faith Efforts
Bid Specifications 16-238 specified in Sec. 1-10-129 (a)(6):
All bid documents shall require bidders or proponents to submit with their bid the following
written documents, statements or forms, which shall be made available by the Procurement
Departments.
• Non Discrimination Statement
• Proposed Local Small Business Subcontractor/Supplier Utilization Plan
• Documentation of Good Faith Efforts to use local small businesses
• Local Small Business Utilization document
(Attachment C)
Weinberger:
According to Bidder, the only local small business able to participate in this type of work was
Q3.
According to Bidder, Q3 emailed a verbal quote to Weinberger’s Business Interiors General
Manager, Frank Mulheim. When bidder contacted Q3 to follow up with the filling out of the
LSBOP form, Q3 did not recall Frank Mulherin’s email asking for a quote yet stated he did not
know the name of the project or start date. Bidder indicated he named the project, estimated
install date, and the number of installers required. Bidder indicated, after stating the project’s
information, Q3 stated he was going to be too busy and could not take the job.
Therefore, Bidder indicated the LSBOP Letter of Intent was left blank and the phone call was
documented on the GFE form. (Attachments B.5 and F)
Compliance:
On 10/19/2016, Compliance noted the following upon the initial review of Bidder’s GFE
documents:
1. No LSBOP utilization
2. No supporting documentation of emails (read receipts, printed copies)
3. No date of phone call to Q3
4. Date GFE form was signed by bidder (10/16/2016)
EXHIBIT 2
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
Also, Compliance conducted a phone audit of the information provided on the GFE form.
Compliance noted the following information.
1. In speaking with Q3, Compliance learned that Weinberger emailed them for a vague
request for quote 10/12/16. Q3 replied to the email with a quote without knowing for
which project the quote was intended. (Attachment G)
2. Compliance Phone Audit Note - On 10/18/2016, according to Q3, Weinberger contacted
them around 9:30 am, requesting them to complete the GFE form. At which time, Q3
indicated that they were busy and working on a job and could not fill out the form as
requested. (Attachment H)
Findings:
GFE form submitted by Weinberger:
1. Failed to list the date Bidder phoned Q3.
2. Bidder failed to submit the supporting GFE supporting documentation titled - Local
Small Business Utilization form indicating they were unable to meet the goal.
(Attachment B.6)
3. Bidder failed to provide Q3 time to respond. Based on the Compliance’s phone audit of
GFE form’s notation – Bidder contacted Q3 10/18/2016, which is the same due date of
the bid. (GFE procedures state bidders seeking LSBOPs – shall provide a minimum of 5-
day notice when requesting bids or proposal for material or services as sub or
supplier.)
4. Review of the GFE form indicated the Bidder contacted only one firm by phone, Q3.
According to the bidder, Q3 responded “cannot fulfill” and “too busy.”
5. According to Q3, at the time of the call 10/18/2016 at 9:30 am, Q3 was busy and could
not fill out the form.
6. No additional GFE efforts were recorded.
7. No additional potential LSBOP scopes identified to assist bidder in reaching the GFE.
8. No additional LSBOPs were contacted for potential subcontracting opportunities.
9. No Request for Subcontractor advertisement(s) in print or online media outlets.
10. Optional - No requested assistance from the Compliance Department.
EXHIBIT 2
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
CONCLUSION
The Compliance Department’s evaluation of responsiveness and compliance are to encourage
the utilization of Local Small Business Opportunity Program firms in Augusta, Georgia’s
procurements.
When a goal is evaluated and placed on a procurement, it is the intent that the goal will be met
by the Bidder. However, if the Bidder is not successful or unable to meet the goal, it is required
that the Bidder meets a Good Faith Effort with engaging potential certified firms for
subcontracting or supplier opportunities.
Actions taken to meet the GFE are evaluated thoroughly and can only be assessed based on
supporting documentation and detailed documented efforts on required forms. The
Compliance Department cannot evaluate a Bidder’s action, activity, or “intention” that is
undocumented, unstated, or based on omitted bid supporting documentation.
In addition, Compliance takes into account the GFE of other bidders as to whether or not they
were able to meet the goal and/or pass the GFE. In this particular bid, there were two (2) other
bidders.
Bidder 1 met the LSBOP utilization goal at 9% and submitted all supporting documents.
Bidder 2 did not meet the goal; however, passed the GFE and submitted all supporting
documents.
Based on the facts that were submitted and documents not submitted by Weinberger,
Compliance had no verification or compelling proof to support responsiveness and compliance.
Therefore, Weinberger was deemed non-responsive for failing to submit required documents
and non-compliance for not meeting the goal and failing the GFE.
EXHIBIT 2
ATTACHMENT A.2
ATTACHMENT B.1
ATTACHMENT B.2
ATTACHMENT B.3
ATTACHMENT B.4
ATTACHMENT B.5
ATTACHMENT B.6
ATTACHMENT B.7
ATTACHMENT C
ATTACHMENT D.1
ATTACHMENT D.1
Compliance Department
Kellie Irving
Compliance Director
Compliance Department
535 Telfair Street – Suite 610 - Augusta, GA 30901-4414
(706) 821-2406– Fax (706) 821-4228
WWW.AUGUSTAGA.GOV
MEMORANDUM
TO: Kellie Irving
Compliance Director
FROM: Tamlar Walton
Administrative Compliance Technician
RE: Bid Item 16-238 Furnishing for Public Defender’s Office
Date: November 9, 2016
The mandatory pre-bid meeting for Bid Item 16-238 Furnishing for Public Defender’s Office
was held on Friday, September 16, 2016 @ 10:00 a.m. in the Procurement Department, 535
Telfair Street, Room 605. During this meeting, Mr. White from the bid and contract team, gave
the attendees instructions on how to complete the procurement forms in the bid specifications.
Once he finished he turned the floor over to me to provide information about the Local Small
Business Opportunity Program. At this point, I gave specific instructions on how to meet the
“Good Faith Efforts”.
The awarded contractor must make a Good Faith Effort to solicit bids
from the list of registered Local Small Business vendors. Please note
our office will monitor the 9 Good Faith Effort strategies, specifically,
3 of the 9 which include providing a minimum of 5-day notice to local
small businesses when requesting a bid or proposal; advertisement of
the opportunity in trade journals to target areas of general population
readership and women and minority population readership; detailed
phone logs, and email read receipts.
The attendees were also told the Compliance Department will randomly select firms to call and
verify information provided on all Good Faith Efforts. After the meeting the representative from
Weinberger’s Business Interiors, Charles T. Squires asked if he could get an application to
register for the Local Small Business Opportunity Program. I responded of course and proceeded
to take him to the office. I gave Mr. Squires the application and explained to him the criteria of
the program. We have not receive the completed application back from Mr. Squires or a call with
questions about the application.
ATTACHMENT D.2
ATTACHMENT D.3
ATTACHMENT D.3
ATTACHMENT E
ATTACHMENT E
ATTACHMENT F
ATTACHMENT G
ATTACHMENT G
ATTACHMENT G
ATTACHMENT H
ADMINISTRATIVE SERVICES COMMITTEE MEETING:
DECEMBER 13, 2016 – 1:00 PM
MOTION TO DENY THE PROTEST OF WEINBERGER BUSINESS INTERIORS AND TO
LIFT THE STAY OF PROCUREMENT IN ACCORDANCE WITH AUGUSTA, GA CODE
Regarding Bid Item 16-238 Furniture for Public Defender’s Office
For Augusta, Georgia – Central Services Department
Exhibits – Table of Contents
PROCUREMENT DEPARTMENT – EXHIBITS 1 THROUGH 10
Bid Tabulation Sheet (Dated October 18, 2016) ...................................................................................................... 1
Non-Compliance Letter to Weinberger’s (Dated October 28, 2016) ....................................................................... 2
Weinberger’s Protest Letter (Received November 4, 2016).................................................................................... 3
Procurement’s Protest Response Letter to Weinberger’s (Dated November 8, 2016) ........................................... 4
Article 9 – Augusta Procurement Code .................................................................................................................... 5
Weinberger’s Appeal Letter (Received November 14, 2016) .................................................................................. 6
Procurement’s Appeal Response Letter to Weinberger’s (Dated November 22, 2016) ......................................... 7
Weinberger’s Bid Submittal (Received October 18, 2016) ...................................................................................... 8
Bid Specification with Addendums 1 through 4 ...................................................................................................... 9
***************SECTION 2***************
COMPLIANCE DEPARTMENT – ATTACHMENTS A THROUGH H
Letter to Department Regarding Weinberger Letter of Non Compliance (Dated November 28, 2016) ............. A.1
Bid Specifications Table of Contents - Specification Page 2 of 59 ...................................................................... A.2
Local Small Business Goal and Required Documents - Specification Page 53 of 59 ............................................ B.1
Instructions – Specifications Page 54 of 59 ......................................................................................................... B.2
Instructions - Specifications Page 55 of 59 .......................................................................................................... B.3
Instructions - Specifications Page 56 of 59 .......................................................................................................... B.4
Letter of Intent - Specifications Page 57 of 59 ..................................................................................................... B.5
Local Small Business Utilization Form - Specifications Page 58 of 59 .................................................................. B.6
Good Faith Effort (GFE) Form - Specifications Page 59 of 59 .............................................................................. B.7
Local Small Business Ordinance Requirements- Specification Page 10 of 59 ......................................................... C
Compliance's Pre-Bid Meeting Script ................................................................................................................... D.1
Compliance's Department Internal Memo (Dated November 9, 2016) .............................................................. D.2
Mandatory Pre-Bid Sign In Sheet ......................................................................................................................... D.3
Email Inquiry for Proposer (Dates: 9/20/16: 9/21/16: 9/23/16) ............................................................................. E
Bidder's Good Faith Effort (GFE) Form..................................................................................................................... F
Bidder and Sub-Contractor Email (Dates: 10/12/16: 11/4/16: 11/7/16) ............................................................... G
Compliance's Phone Audit Notes (Dated October 18, 2016).................................................................................. H
Administrative Services Committee Meeting
12/13/2016 1:10 PM
Motion to Deny the Protest of Weinberger's Business Interiors
Department:Procurement
Presenter:Geri Sams and Kellie Irving
Caption:Motion to Deny the Protest of Weinberger's Business Interiors,
regarding Bid Item16-238 Furniture for the Public Defender's
Office for Augusta, Georgia - Central Services Department -
Facilities Division and to lift the stay of procurement in
accordance with Augusta, GA Code.
Background:On October 18, 2016, the Procurement Department received three
(3) responses for Bid Item 16-238. (See Exhibit 1). The
Compliance Department notified the Central Services Department
that Weinberger's Business Interiors failed to meet the assigned
LSBOP Utilization Goal or provide evidence of completing good
faith efforts. On October 28, 2016, Weinberger's Business
Interiors was deemed non-compliant for not properly completing
the Letter of Intent and Local Small Business Utilization forms.
These completed forms were required at the time of submittal
from all participating vendors. The company also did not meet the
Local Small Business Opportunities Program goals. (See Exhibit
2). On November 4, 2016, the Procurement Department received a
protest letter. (See Exhibit 3). On November 8, 2016, the
Procurement Department issued a Stay in accordance to Augusta
Code - Article 9. (See Exhibits 4 and 5) On November 14, 2016 -
Weinberger's Business Interiors submitted an appeal letter
addressed to Commissioners and delivered a copy of the letter to
the Procurement Department. The Procurement Department
forwarded a copy to the Compliance Department on November
14, 2016 via email. (See Exhibit 6). November 22, 2016 -
Weinberger's Business Interiors was notified of their appeal
hearing date and time before the Administrative Services
Committee which is scheduled for Tuesday, December 13, 2016 at
1:00 p.m. with an attachment of Article 9 - Augusta, Georgia
Code. (See Exhibit 7) As required by the Augusta Procurement
Code Article 9 Appeals, Protests and Remedies, Sec. 1-10-7 -
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. Weinberger's Business
Interiors bid submittal. (See Exhibit 8) A copy of the Bid
specifications for Bid Item 16-238 Furniture for Public Defender's
Office is attached to include Addendums One (1) - Four (4). (See
Exhibit 9) The bid award will be made to the most responsive and
responsible vendor which best satisfies the intent of this Invitation
to Bid.
Analysis:
Financial Impact:Undetermined at this time.
Alternatives:Uphold the Protest Weinberger's Business Interiors, regarding Bid
Item 16-238 furniture for the Public Defender's Office for
Augusta, Georgia - Central Services Department - Facilities
Division.
Recommendation:Deny the Protest of Weinberger's Business Interiors regarding Bid
Item 16-238 Furniture for the Public Defender's Office for
Augusta, Georgia - Central Services Department - Facilities
Division and to lift the stay of procurement in accordance with
Augusta, GA Code.
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Lena Bonner
From:
Sent:
lo:
Subject:
Commissioner Wayne Guilfoyle
Wednesday, December 07,20L6 2:03 pM
Lena Bonner
Gold Cross
L,ena, can you put on the Administrative Committee
r. Update of the new contract with Gold Cross and finding solutions to resolving this issue.z. Request Gold cross representatives to be present for discussions.
3. Update from the Administrator on progresi and process of negotiations of new contract .
Thank you, Walme
Sent from my iPad
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Administrative Services Committee Meeting
12/13/2016 1:10 PM
Gold Cross Contract
Department:
Presenter:Commissioner Wayne Guilfoyle
Caption:Update on the new contract with Gold Cross and finding solutions
to resolving this issue: 2) Request Gold Cross representatives to
be present for discussions: 3) Update from the Administrator on
progress and process of negotiations of new contract . (Requested
by Commissioner Wayne Guilfoyle)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY: