The URL can be used to link to this page

Home My WebLink About2017-02-28 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 2/28/2017 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Approve a request from the Augusta Fire Chief for the acquisition of one Ford F-150 for an additional Arson Investigator. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Dennis Williams Commissioner Mary Davis Passes 2. Consider a request from the Senior Pastor of First United Pentecostal Church of Augusta, Reverend Mark Maddox, for the donation of two paratransit vehicles and one bus for the First United Pentecostal Church of Augusta. Item Action: Disapproved Motions Motion Type Motion Text Made By Seconded By Motion Result Deny Motion to deny the request. Mr. D. Williams votes No. Motion Passes 3-1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 3. Approve a request from the Richmond County Sheriff’s Office to replace 34 Road Patrol cars, 2 Traffic cars and 7 Criminal Investigation cars using SPLOST VII – Public Safety Vehicles. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Dennis Williams Commissioner Mary Davis Passes 4. Motion to approve five (5) annual bid items. The items require Commission approval due to the fact that purchases on the individual items will exceed $25,000.00. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 5. Consider a request from the Head Coach & Director of the Augusta Boxing Club for a donation of one 28- passenger bus and 9-passenger van in order to transport members of the Augusta Boxing Club to and from competitions. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Andrew Jefferson Commissioner Dennis Williams Passes 6. Approve a request from Fleet Management for the replacement of four Marshal’s Office vehicles, purchase one new vehicle and to replace one vehicle in the Probation Office using SPLOST Phase VII – Public Safety Vehicles. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result www.augustaga.gov Approve Motion to approve. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 7. Discuss a resolution changing the name of the John C. Calhoun Expressway. (Requested by Commissioner Bill Fennoy) Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to refer this item to the full Commission with no recommendation. Mr. M. Williams abstains. Motion Passes 3-0 -1. Commissioner Andrew Jefferson Commissioner Dennis Williams Passes 8. Motion to approve the recommended revisions to the Personnel Policy & Procedures Manual (PPPM), Chapter III, Grievances, Discipline, & Appeals. (Referred from February 21 Commission meeting) Item Action: Rescheduled Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item back to the sub- committee for further discussion. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 9. Consider Resolution of Support - Operation Teammate.Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4- 0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes Administrative Services Committee Meeting 2/28/2017 1:05 PM Attendance 2/28/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Invitation to Bid Sealed bids will be received at this office until Friday, September 23, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-235 6,000 GVW Series Pickup Truck – Augusta Central Services Department – Fleet Management Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, September 9, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. The local bidder preference program is applicable to this project. To be approved as a local bidder and receive bid preference an eligible bidder must submit a completed and signed written application to become a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project. An eligible bidder who fails to submit an application for approval as a local bidder at least thirty (30) days prior to the date bids are received on an eligible local project, and who otherwise meets the requirements for approval as a local bidder, will not be qualified for a bid preference on such eligible local project. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle August 18, 25, September 1, 8, 2016 Metro Courier August 24, 2016 OFFICIAL Vendors ALLAN VIGIL FORD 6790 MT. ZION BLVD MORROW, GA 30260 FAIRWAY FORD OF AUGUSTA 4333 WASHINGTON RD EVANS, GA 30809 LANGDALE CHEVOLET P. O. BOX 770 SYLVESTER, GA 31791 MASTER BUICK GMC 3710 WASHINGTON RD AUGUSTA, GA 30907 Attachment B Yes YES Yes Yes E-Verify Number 94460 689687 523776 KROS8437/ 665555 SAVE Form Yes YES Yes Yes 5.01 Fullsize Truck, Rg Cab 2 wheel drive $19,566.00 $19,770.00 $19,705.00 $25,100.00 5.02 Fullsize Truck, Rg Cab 4 wheel drive $20,898.00 $22,470.00 $22,626.00 $28,776.00 5.03 Fullsize Truck, Ext Cab 2 wheel drive $20,698.00 $20,839.00 $22,328.00 $27,784.00 5.04 Fullsize Truck, Ext Cab 4 wheel drive $23,584.00 $23,862.00 $25,486.00 $31,466.00 5.05 Fullsize Truck, Ext Cab 2 wheel drive, 8 cyl $21,884.00 $22,070.00 $23,380.00 $28,836.00 5.06 Fullsize Truck, Ext Cab 4 wheels door, 8 cyl $24,891.00 $25,094.00 $26,538.00 $32,518.00 5.07 Fullsize Truck, Crew Cab 2 wheel drive $23,997.00 $25,038.00 CC15743/ No Bid $33,228.00 5.08 Fullsize Truck, Crew Cab 4 wheel drive $27,094.00 $27,335.00 $29,078.00 $36,142.00 5.09 Speed control/tilt steering $215.00 $207.00 Standard n/a 5.10 Skid Plate package (4x4)$150.00 $148.00 $106.00 $295.00 Bid #16-235 6,000 GVW Series Pickup Truck for Augusta, Georgia - Central Services Department- Fleet Management Division Bid Opening Date: Friday, September 23, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 95 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 4 Total Noncompliant: 0 5.00 Vehicle and Options Required Page 1 of 3 OFFICIAL Vendors ALLAN VIGIL FORD 6790 MT. ZION BLVD MORROW, GA 30260 FAIRWAY FORD OF AUGUSTA 4333 WASHINGTON RD EVANS, GA 30809 LANGDALE CHEVOLET P. O. BOX 770 SYLVESTER, GA 31791 MASTER BUICK GMC 3710 WASHINGTON RD AUGUSTA, GA 30907 Bid #16-235 6,000 GVW Series Pickup Truck for Augusta, Georgia - Central Services Department- Fleet Management Division Bid Opening Date: Friday, September 23, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 95 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 4 Total Noncompliant: 0 5.11 Minimum 8 Foot Bed $300.00/ $950.00 $265.00 $614.00 $300.00 5.12 Black platform Run Bd $235.00 $231.00 $534.00 $780.00 5.13 Elec Windows & Door Locks $1,235.00 $893.00/ $1077.00 $640.00 $700.00 5.14 Trailer Tow package $460.00 $548.00 $380.00 $375.00 5.15 CNG Package $290.00 $1,758.00 n/a n/a 5.16 Heavy duty payload package $1,400.00 $3,304.00 Standard n/a 5.17 XL Chrome appearance package $300.00 $713.00 $220.00 $510.00 5.18 XL power equipment package $1,235.00 $893.00/ $1077.00 n/a n/a 5.19 XL sport appearance package $300.00 n/a n/a n/a 6.01 Fire Extinguisher $65.00 $50.00 $82.00 n/a 6.02 Outlet receptacle $70.00 $60.00 $189.00 n/a 6.03 Bedliner $355.00 $375.00 $453.00/ $529.00 $575.00 6.04 Toolbox $450.00 $259.00 $467.00 $500.00 6.05 Trailer hitch $505.00 $144.00 $405.00 $380.00 6.06 Trailer wiring included included $51.00 $150.00 6.07 Trailer Ball $40.00 $12.00 $30.00 $50.00 6.08 Window tint, reg cab $125.00 $125.00 $158.00 $150.00 6.00 Outfitter's Specialty Items Page 2 of 3 OFFICIAL Vendors ALLAN VIGIL FORD 6790 MT. ZION BLVD MORROW, GA 30260 FAIRWAY FORD OF AUGUSTA 4333 WASHINGTON RD EVANS, GA 30809 LANGDALE CHEVOLET P. O. BOX 770 SYLVESTER, GA 31791 MASTER BUICK GMC 3710 WASHINGTON RD AUGUSTA, GA 30907 Bid #16-235 6,000 GVW Series Pickup Truck for Augusta, Georgia - Central Services Department- Fleet Management Division Bid Opening Date: Friday, September 23, 2016 @ 11:00 a.m. Total Number Specifications Mailed Out: 20 Total Number Specifications Download (Demandstar): 1 Total Electronic Notifications (Demandstar): 95 Mandatory Pre-Bid/Telephone Conference: NOT APPLICABLE Total packages submitted: 4 Total Noncompliant: 0 6.09 Window tint, ext cab $150.00 $150.00 $200.00 $200.00 6.10 Window tint, crew cab $160.00 $175.00 $220.00 $200.00 6.11 Add on step-driver and passenger side drs $250.00 $159.00 $246.00 no bid 7.01 Backup alarm $115.00 $75.00 $71.00 $175.00 7.02 LED topmount light $555.00 $542.00 $504.00 n/a Year 2017 2017 2017 2017 Make Ford Ford Chevrolet GMC Model F150 F150 Silverado Sierra Approximate Delivery Date 10-12 weeks 90-120 days 60-70 days 8-12 weeks The following vendor did not respond: GERALD JONES FORD / 3480 WRIGHTSBORO RD / AUGUSTA, GA 30919 7.00 Alert Warning Systems 2017 6,000 GVW PICKUP TRUCK: Page 3 of 3 / fi/ellffAf Dtlfu T*iyardA.DoroqDfi+utoeA Bps.C.""&BrFl"cgMurgcr Cenual $errric€s DeP a;rtment AWtsF:Gh e0901 Phrac (70Q84L8892 To; *t Ms. Gerri Sm*, frscurenent lHrecto+ Sublectt Date: &omr Son CruvdOui FI*et fvlsurgnr, Ctilrirl Bgviees Dopnrfmqlt T.hrougb:,fr *iv^h A. Dous€, Ilirsctor, Ceirtrrl sewises Doprrlmont Fteet Maryg@eet rrrould like to pquct the bid av*arrd fq thc aftasH cpmp ,ilatisn of bid 16 ial, f;OO0gVW,SeriFsPtoEugTruc4, rrihiahqpeu€at on $eptambot{3t{ at 11ro0P,n .be qsmdedto F*inn1iy Fo-rd of,E'rensoGeorgia fib vendsr $'Ehitrdthclouaw,bid-urhich satisfaprorily Eet all of tt* depaifinartrs rnqrdremrnts. \08 have UEchetl,the rcmtts for'ytur revio-w. Plense letus knowuftrentbe vendorpapei:urctk isoomplaeitou thisa\Yadsothat we ruy &o,ve forward,wjth *re pn&ase procoss. rfyou hrye aoy'quertibus 6t gopq$ns p-loase crlr,Etact mg' EestPenolt$l Rcgards" fr/r-*&t Ron Croruden Flset Maeaser Biil Award n.ques{-Bid 16.135 fohrrary2lr20lZ 2017 6,000 PICKUP TRUCK BtD 16-235 Year Brand Model Delivery Date 5.01 Model -6,000-RC-4x2 l3.7Ll 5.12 Black Platform Run Boards 5.13 Elect Windows & Door Locks 6.OO OUTFITTER'S SPECIALTY ITEMS 6.07 2" Trailer Ball Sheet 7 19, 235.00 231.00 534.00 780.0c r.z3b.uu 893.00 640.00 700.0c 40.0u 12.O0 3U.UU| CU.UL oz r,u/o.uL szu,guu.ut $20,909.UU trz6,r'3U.UL Administrative Services Committee Meeting 2/28/2017 1:05 PM 2017 - Fire Investigator Department:Central Services Department-Fleet Management Division Presenter:Ron Crowden Caption:Approve a request from the Augusta Fire Chief for the acquisition of one Ford F-150 for an additional Arson Investigator. Background: The Augusta Fire Department has been authorized one additional Arson Investigator position and is requesting a Ford F-150 to support this position. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the 6,000 GVW pickup trucks with the following results: Bid 16-235 - F150 V6 4x2 model: Allan Vigil Ford = $21,076.00 each; Fairway Ford = $20,906.00 each; Langsdale Chevrolet = $20,909.00 each; Master Buick GMC = $26,630.00 each. Financial Impact:1-F-150 truck at 20,906.00 using Phase VI Sales Tax. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one F-150 Pickup Truck, from Fairway Ford, using Phase VI funds, for the new Arson Investigator position. Funds are Available in the Following Accounts: SPLOST VI-Fire Department REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Central Services Departm ent Takiyah A. Douse, Director Fleet M anagement Ron Crowden, Fleet M anager 1568-C Broad Street Augusta GA 30904 Phone: (706) 821-2892 DATE: 7 February, 2017 TO: Mr. Chester Brazzell, Deputy Administrator THROUGH: Takiyah A. Douse, Director, Central Services Department FROM: Ron Crowden, Fleet Manger, Central Services Department SUBJECT: Request for Donation of Transit Vehicles CAPTION: The Senior Pastor of First United Pentecostal Church of Augusta, Reverend Mark Maddox, is requesting the donation of 2-paratransit vehicles and one bus for the First United Pentecostal Church of Augusta. BACKGROUND: Mr. Patrick Stephens, Director of Augusta Transit, received a letter from Reverend Mark Maddox, of the First United Pentecostal Church requesting the donation 2-paratransit vans and one bus (see attached letter). This church is located at 1929 Fenwick Street, Augusta, GA. ANALYSIS: The Director of Augusta Transit Department has indicated that he will be putting 3 running paratransit vans and 2 running buses in surplus in February 2017. There are two additional buses, not running, to be sold on auction. FINANCIAL IMPACT: Potential loss of revenue approximately $3,000 for all vehicles requested. ALTERNATIVES: (1) Support the request, (2) deny the request, (3) approve the request in part. RECOMMENDATION: Forwarded without recommendation. Administrative Services Committee Meeting 2/28/2017 1:05 PM 2017 - Request by First United Pentecostal Church Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Consider a request from the Senior Pastor of First United Pentecostal Church of Augusta, Reverend Mark Maddox, for the donation of two paratransit vehicles and one bus for the First United Pentecostal Church of Augusta. Background:Mr. Patrick Stephens, Director of Augusta Transit, received a letter from Reverend Mark Maddox, of the First United Pentecostal Church requesting the donation 2-paratransit vans and one bus (see attached letter). This church is located at 1929 Fenwick Street, Augusta, GA. Analysis:The Director of Augusta Transit Department has indicated that he will be putting 3 running paratransit vans and 2 running buses in surplus in February 2017. There are two additional buses, not running, to be sold on auction. Financial Impact:Potential loss of revenue approximately $3,000 for all vehicles requested Alternatives:(1) Support the request, (2) deny the request, (3) approve the request in part. Recommendation:Commission consideration. Funds are Available in the Following Accounts: None Required. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Asset #Year Make Model Miles 203100 2003 Ford Crown Victoria 155,215 204183 2004 Ford Crown Victoria 156,950 205090 2005 Ford Crown Victoria 156,429 205095 2005 Ford Crown Victoria 216,967 205105 2005 Ford Crown Victoria 147,306 205168 2005 Ford Crown Victoria 168,373 205112 2005 Ford Crown Victoria 149,309 206069 2006 Ford Crown Victoria 162,366 206081 2006 Ford Crown Victoria 174,310 206082 2006 Ford Crown Victoria 155,003 206083 2006 Ford Crown Victoria 147,788 206085 2006 Ford Crown Victoria 199,799 206086 2006 Ford Crown Victoria 153,557 207005 2006 Ford Crown Victoria 179,443 207013 2007 Ford Crown Victoria 192,187 207017 2007 Ford Crown Victoria 190,030 207019 2007 Ford Crown Victoria 186,884 207022 2007 Ford Crown Victoria 138,479 207023 2007 Ford Crown Victoria 157,639 207026 2007 Ford Crown Victoria 143,875 207034 2007 Ford Crown Victoria 195,998 207037 2007 Ford Crown Victoria 157,276 207041 2007 Ford Crown Victoria 148,904 208054 2008 Ford Crown Victoria 161,213 208056 2008 Ford Crown Victoria 150,203 208059 2008 Ford Crown Victoria 178,421 208061 2008 Ford Crown Victoria 155,531 208062 2008 Ford Crown Victoria 159,656 208067 2008 Ford Crown Victoria 165,458 208072 2008 Ford Crown Victoria 168,788 209056 2009 Ford Crown Victoria 181,091 209067 2009 Ford Crown Victoria 189,094 209076 2009 Ford Crown Victoria 154,871 209077 2009 Ford Crown Victoria 166,624 Asset #Year Make Model Miles 206199 2006 Chevy Impala 190,353 206200 2007 Chevy Impala 149,452 206202 2007 Chevy Impala 146,244 206209 2007 Chevy Impala 139,171 206211 2007 Chevy Impala 148,576 206211 2007 Chevy Impala 148,576 206211 2007 Chevy Impala 143,576 RCSO-CID Sheriff - Road Patrol Cost 50.00$ 150.00$ 1,637.00$ Standard Equipment: V-6/ 6 speed Automatic Trans 2017 Chevrolet Impala Akins Ford Corp State Contract Delivery Time 12-14 Weeks $23,064.00 State Contract # 99999-SPD-ES40199373 Carpet with mats A/C AM/FM/CD player Power windows Power door locks Power Mirrors Power drivers seat Cloth bucket seats Cloth rear seat Tilt Steering wheel Cruise control Remote keyless entry Optional Items Extra Key & FOB Delivery Emergency equipment included in price Central Seruices Department A Ron Crowden, Fleet Managcr MEMORANDUM $g Geri Sams, Procurement Directord fraktyahA. Douse, Director, Central Services Department Ron Crowden, Fleet Manager, Central Services Department Partial Bid Award Request-Bid 16-257 December 8,2016 Iileet Management 1568-C Broad Street Augusta GA 30904 Phone: fl06) 821,-2892 To: Through: From: Subject: Date: Fleet Management would like to request the following portion of bid 16-257, Dodge Charger Police Automobile, which opened on December 2ndat 11:00 pm, be awarded to Akins Ford corporation of Winder, Georgia. The vendor was the low bidder on these items and met all required specifi cations: Sec 2 Item 6.03 - Marshal Package @$26,570.00 Sec 2 Item 6.04 - Patrol Package @ $28,845.00 Sec 2 Item 6.05 - Traffic Package @$29470.00 Please see attachment. Please let us know when the vendor paperwork is completed on this award so that we may move forward with the purchase process. If you have any questions or concerns, please contact me. Best Personal Regards, &#*"* Fleet Manager 2017 DODGE CHARGER POLICE AUTOMOBILES BtD 16-257 Delivery Date 6.03 Marshal Package 6.04 Patrol Package 6.05 Traffic Package Akins Ford ,,.= 1/r$26.6[.0.0d $26,684.00u::t"l,-. S*8.il4fiilO $28,968.00 ..52&.4791:0.!$29.593.00 Invitation to Bid Sealed bids will be received at this office until Friday, December 2, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-257 2017 Dodge Charger Police Automobile – Central Services Department – Fleet Maintenance Division Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, November 18, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 27, November 3, 10, 17, 2016 Metro Courier November 2, 2016 OFFICIAL Vendors AKINS FORD CORP 220 WEST MAY STREET WINDER, GA 30680 THOMSON MOTOR CENTRE 2158 WASHINGTON ROAD NE THOMSON, GA 30824 Attachment B Yes Yes E-Verify #388164 369935 SAVE Form Yes Yes 6.01 Administrative package $23,415.00 $23,397.00 6.02 Civil package $24,597.00 $24,476.00 6.03 Marshal package $26,570.00 $26,684.00 6.04 Patrol package $28,845.00 $28,968.00 6.05 Traffic package $29,470.00 $29,593.00 7.01 HEMI 5.7 Liter engine $918.00 $1,985.00 7.02 All-wheel drive $918.00 + $1340.00 MINIMUM $4,447.00 7.03 Special exterior paint colors each $445.00 $445.00 7.04 Police Charger “Convenience Group”$427.00 $427.00 7.05 Park Assist Group $312.00 $312.00 8.01 1 each Whelen model SX8BBBB thin line LED light bar $1,785.00 $1,785.00 8.02 1 each Jotto Desk 425-6175 $395.00 $395.00 8.03 1 each Jotto Desk 425-6260 armrest $67.00 $67.00 Total Number Specifications Mailed Out: 7 Total Number Specifications Download (Demandstar): 7 Total Electronic Notifications (Demandstar): 125 Mandatory Pre-Bid Conference/Telephone Conference Attendees: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 6.00 VEHICLE/OPTIONS REQUIRED Bid Item #16-257 Dodge Charger Police Automobile for Augusta, Georgia - Central Services Department- Fleet Management Division Bid Due: Friday, December 2, 2016 at 11:00 a.m. 7.00 OPTIONAL ITEMS: 8.00 OUTFITTER’S SPECIALTY ITEMS: Page 1 of 2 OFFICIAL Vendors AKINS FORD CORP 220 WEST MAY STREET WINDER, GA 30680 THOMSON MOTOR CENTRE 2158 WASHINGTON ROAD NE THOMSON, GA 30824 8.04 1 each Jotto Desk 425-3704 cup holder $60.00 $60.00 8.05 1 each Havis Shields $410.00 $410.00 8.06 1 each Sho-Me model 05.6000 six control switch power $120.00 $120.00 8.07 1 each Outlet receptacle $57.00 $57.00 8.08 2 each Talon rocker switches $10.00 $10.00 8.09 Jumper cable connection $210.00 $210.00 8.10 Corner Lighting $540.00 $540.00 8.11 1 each Whelen model SLPMMBB Blue/Blue dual LED flasher light $210.00 $210.00 8.12 1 each Whelen model SLPMMBA dual LED flasher light $210.00 $210.00 8.13 1 each Whelen model Alpha $190.00 $190.00 8.14 1 each Whelen model $165.00 $165.00 8.15 1 each Setina #10S-C $585.00 $585.00 8.16 1 each full lower extension plate with toe kick $70.00 $70.00 8.17 Rear door panels $160.00 $160.00 8.18 Rear side window barriers $200.00 $200.00 8.19 Rear seat $390.00 $390.00 8.20 Floor Pan $165.00 $165.00 8.21 Shotgun mount and lock $345.00 $345.00 8.22 Shotgun mount $95.00 $95.00 8.23 Push bumper $410.00 $410.00 8.24 Headlight guard $410.00 $410.00 8.25 # 35 window tint film application $125.00 $125.00 8.26 Fire extinguisher $50.00 $50.00 APPROXIMATE DELIVERY SCHEDULE: 12-14 wks 8-12 wks The followng venodr did not respond: BUTLER CHRYSLER DODGE JEEP / 1555 SALEM ROAD / BEAUFORT, SC 29902 2017 DODGE CHARGER POLICE AUTOMOBILE: Page 2 of 2 Administrative Services Committee Meeting 2/28/2017 1:05 PM 2017 - Sheriff's Vehicles - SPLOST VII Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve a request from the Richmond County Sheriff’s Office to replace 34 Road Patrol cars, 2 Traffic cars and 7 Criminal Investigation cars using SPLOST VII – Public Safety Vehicles. Background:SPLOST VII’s allocation for Public Safety Vehicles is $1,500,000. For the purpose of SPLOST VII that includes the Richmond County Sheriff’s Office, Marshal’s Office, District Attorneys’ Office, Coroner’s Office, Probation Office, Solicitor’s Office, Augusta-Richmond County Correctional Institute, and Animal Services. Of the $1,500,000 the Sheriff’s Office is allocated $1,200,000. The Sheriff is requesting to replace 34-Road Patrol (pursuit) vehicles, 2- Traffic Division Vehicles and 7- Vehicles from CID. A list of vehicles and mileages and cost tab sheets are attached. Analysis:The Procurement Department published a competitive bid using the Demand Star national electronic bid application for Police Vehicles with the following results. Bid 16-257 – Patrol Package: Akins Ford Corp = $28,845.00; Thomson Chrysler = $28,968.00. Traffic Package: Akins Ford Corp = $29,470.00, Thomson Chrysler = $29,593.00. State Contract: CID Impalas – Hardy Chevrolet = $23,064.00 Financial Impact:34-Road Patrol vehicles at $28,845 each = $980,730.00; 2-Traffic Vehicles at $29,470 each = $58,940.00 and 7-Invetigator vehicles (Impalas) at $23,064.00 each = $161,448. The total amount for the Sheriff’s vehicles for 2017 SPLOST VII is $1,201,118.00. Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation: Approve the request to replace 43 Sheriff’s vehicles at a cost of $1,201,118 from SPLOST VII – Public Safety Vehicles and declare the turned in vehicles surplus and available for surplus. Funds are Available in the Following Accounts: SPLOST VII - Public Safety Vehicles REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 2/28/2017 1:05 PM 2017 Annual Bid Items Department:Procurement Presenter:Geri Sams Caption:Motion to approve five (5) annual bid items. The items require Commission approval due to the fact that purchases on the individual items will exceed $25,000.00. Background:The following items require Commission approval: 17-016 Various Sizes of Rock – Environmental Svcs. Dept. – Vendors to be Awarded: Martin Marietta Augusta Quarry and Martin Marietta Appling Quarry – Estimated dollars to be spent: $50,000.00; 17- 027 - Rock Hauling Services – Environmental Svcs Dept. - Vendor to be Awarded: Jeffery Harris Construction - Estimated dollars to be spent: $50,000.00; 17-063 Athletic Clothing & Equipment – Recreation & Parks Department – Vendors to be Awarded: Johannsen Sporting Goods (local vendor), Riddell/All American, BSN Sports Passon’s Sports & US Games, S & S Worldwide; 17-113 Vacant Lot Cleaning Services – Environmental Svcs. Dept. – Vendor to be Awarded: Augusta Quality Lawn Care - Estimated dollars to be spent: $200,000.00; 17-129 Landscape Maintenance Services – Environmental Svcs. Dept. – Vendor to be Awarded: Jacob Land Management – Estimated dollars to be spent: $40,000.00. Analysis:Each item was bid through the sealed bid process as directed in the Augusta Procurement Code. The user departments reviewed the submittals and presented a recommendation of award to the Procurement Department. Financial Impact:Each department will be responsible for the purchase of the items listed on their bid. Alternatives:Not to award and required the department to follow the purchasing guidelines as llisted in the Augusta Procurement Code for each individual purchase. Recommendation:Approve the recommendations as submitted by each user department. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 2/28/2017 1:05 PM 2017- Boxing Club Donation Department:Central Services Department - Fleet Management Department Presenter:Ron Crowden Caption:Consider a request from the Head Coach & Director of the Augusta Boxing Club for a donation of one 28- passenger bus and 9-passenger van in order to transport members of the Augusta Boxing Club to and from competitions. Background:The Augusta Boxing Club Director, Mr. Rayonta Whitfield, has requested the donation of two vehicles of the Augusta Transit Department to support the transportation needs of the Club (see attachment). The Transit Department has indicated they intend to surplus 3 running paratransit vehicles and 2 running APT buses and 2 that are not running. The request is for one bus and one 9- passenger van. Fleet Management does not have a van to support this request. It could support it with a paratransit van, given the Augusta Commission approves the request. The Augusta Commission has supported the Boxing Club in the past by authorizing the donation of one 15-passenger van. It is customary to pay one dollar per vehicle. If the Commission approves the request the Boxing Club would assume all liability and responsibility for the operation, maintenance, proper licensing of drivers and appropriate insurance of the vehicles. Analysis:If Augusta were to auction the bus and paratransit bus we could expect a bid of approximately $1,000 to $1,500 for each vehicle depending on the mileage of each. This estimate is derived from like type vehicles on the GovDeals website Financial Impact:Potential loss of revenue. Alternatives:1) Support the request with one bus and one paratransit van, (2) deny the request, (3) approve the request in part. Recommendation:Commission consideration. Funds are Available in the Following Accounts: None Required REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 2017 DODGE CHARGER POLICE VEHICLES SHERIFF-2017 DODGE POLICE AUTOMOBILE-BID OPENING 12/2/16 @ 11:00 BID 16-257 Akins Ford Thomson Corp Chrysler Delivery Date 8-10 Weeks 90-120 Days 6.01 Administrative Package $23,415.00 $23,397.00 7.00 OPTIONAL ITEMS 7.01 Hemi Engine 918.00 1,985.00 7.04 Charger Convenience Group 427.00 427.00 TOTAL $24,760.00 $25,809.00 Invitation to Bid Sealed bids will be received at this office until Friday, December 2, 2016 @ 11:00 a.m. for furnishing: Bid Item #16-257 2017 Dodge Charger Police Automobile – Central Services Department – Fleet Maintenance Division Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 Bid documents may be viewed on the Augusta, Georgia web site under the Procurement Department ARCbid. Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, November 18, 2016 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No bids may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources placed the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. Correspondence must be submitted via mail, fax or email as follows: Augusta Procurement Department Attn: Geri A. Sams, Director of Procurement 535 Telfair Street, Room 605 Augusta, GA 30901 Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov No bid will be accepted by fax, all must be received by mail or hand delivered. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 27, November 3, 10, 17, 2016 Metro Courier November 2, 2016 OFFICIAL Vendors AKINS FORD CORP 220 WEST MAY STREET WINDER, GA 30680 THOMSON MOTOR CENTRE 2158 WASHINGTON ROAD NE THOMSON, GA 30824 Attachment B Yes Yes E-Verify #388164 369935 SAVE Form Yes Yes 6.01 Administrative package $23,415.00 $23,397.00 6.02 Civil package $24,597.00 $24,476.00 6.03 Marshal package $26,570.00 $26,684.00 6.04 Patrol package $28,845.00 $28,968.00 6.05 Traffic package $29,470.00 $29,593.00 7.01 HEMI 5.7 Liter engine $918.00 $1,985.00 7.02 All-wheel drive $918.00 + $1340.00 MINIMUM $4,447.00 7.03 Special exterior paint colors each $445.00 $445.00 7.04 Police Charger “Convenience Group”$427.00 $427.00 7.05 Park Assist Group $312.00 $312.00 8.01 1 each Whelen model SX8BBBB thin line LED light bar $1,785.00 $1,785.00 8.02 1 each Jotto Desk 425-6175 $395.00 $395.00 8.03 1 each Jotto Desk 425-6260 armrest $67.00 $67.00 Total Number Specifications Mailed Out: 7 Total Number Specifications Download (Demandstar): 7 Total Electronic Notifications (Demandstar): 125 Mandatory Pre-Bid Conference/Telephone Conference Attendees: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 0 6.00 VEHICLE/OPTIONS REQUIRED Bid Item #16-257 Dodge Charger Police Automobile for Augusta, Georgia - Central Services Department- Fleet Management Division Bid Due: Friday, December 2, 2016 at 11:00 a.m. 7.00 OPTIONAL ITEMS: 8.00 OUTFITTER’S SPECIALTY ITEMS: Page 1 of 2 OFFICIAL Vendors AKINS FORD CORP 220 WEST MAY STREET WINDER, GA 30680 THOMSON MOTOR CENTRE 2158 WASHINGTON ROAD NE THOMSON, GA 30824 8.04 1 each Jotto Desk 425-3704 cup holder $60.00 $60.00 8.05 1 each Havis Shields $410.00 $410.00 8.06 1 each Sho-Me model 05.6000 six control switch power $120.00 $120.00 8.07 1 each Outlet receptacle $57.00 $57.00 8.08 2 each Talon rocker switches $10.00 $10.00 8.09 Jumper cable connection $210.00 $210.00 8.10 Corner Lighting $540.00 $540.00 8.11 1 each Whelen model SLPMMBB Blue/Blue dual LED flasher light $210.00 $210.00 8.12 1 each Whelen model SLPMMBA dual LED flasher light $210.00 $210.00 8.13 1 each Whelen model Alpha $190.00 $190.00 8.14 1 each Whelen model $165.00 $165.00 8.15 1 each Setina #10S-C $585.00 $585.00 8.16 1 each full lower extension plate with toe kick $70.00 $70.00 8.17 Rear door panels $160.00 $160.00 8.18 Rear side window barriers $200.00 $200.00 8.19 Rear seat $390.00 $390.00 8.20 Floor Pan $165.00 $165.00 8.21 Shotgun mount and lock $345.00 $345.00 8.22 Shotgun mount $95.00 $95.00 8.23 Push bumper $410.00 $410.00 8.24 Headlight guard $410.00 $410.00 8.25 # 35 window tint film application $125.00 $125.00 8.26 Fire extinguisher $50.00 $50.00 APPROXIMATE DELIVERY SCHEDULE: 12-14 wks 8-12 wks The followng venodr did not respond: BUTLER CHRYSLER DODGE JEEP / 1555 SALEM ROAD / BEAUFORT, SC 29902 2017 DODGE CHARGER POLICE AUTOMOBILE: Page 2 of 2 Central Seruices Department A Ron Crowden, Fleet Managcr MEMORANDUM $g Geri Sams, Procurement Directord fraktyahA. Douse, Director, Central Services Department Ron Crowden, Fleet Manager, Central Services Department Partial Bid Award Request-Bid 16-257 December 8,2016 Iileet Management 1568-C Broad Street Augusta GA 30904 Phone: fl06) 821,-2892 To: Through: From: Subject: Date: Fleet Management would like to request the following portion of bid 16-257, Dodge Charger Police Automobile, which opened on December 2ndat 11:00 pm, be awarded to Akins Ford corporation of Winder, Georgia. The vendor was the low bidder on these items and met all required specifi cations: Sec 2 Item 6.03 - Marshal Package @$26,570.00 Sec 2 Item 6.04 - Patrol Package @ $28,845.00 Sec 2 Item 6.05 - Traffic Package @$29470.00 Please see attachment. Please let us know when the vendor paperwork is completed on this award so that we may move forward with the purchase process. If you have any questions or concerns, please contact me. Best Personal Regards, &#*"* Fleet Manager 2017 DODGE CHARGER POLICE AUTOMOBILES BtD 16-257 Delivery Date 6.03 Marshal Package 6.04 Patrol Package 6.05 Traffic Package Akins Ford ,,.= 1/r$26.6[.0.0d $26,684.00u::t"l,-. S*8.il4fiilO $28,968.00 ..52&.4791:0.!$29.593.00 -t,,9,:s::,11.,?.*ic e s D ep aftment A R.n Crowden, Flcet Managcr ,#::Tffi5T,'ll Augusta GA 30904 Phone: (706) 821-2892 To: Through: From: Subject: Date: MEMORANDUM t@ Ceri Sams, Procurement Directortr,O Tal<tyah A. Douse, Director, Central Services Department Ron Crowden, Fleet Manager, Central Services Department Partial Bid Award Request-Bid 16-257 December 8,2016 Fleet Management would like to request the following portion of bid 16-257,Dodge Charger Police Automobile, which opened on December 2nd,at 11:00 pm, be awarded to ThomsonMotor Centre of Thomson, Georgia. The vendor was the low bidder on these items and met all required specifications: Sec 2 Item 6.01 - Administrative Package @$23,397.00 Sec 2 Item 6.02 - Civil Package @$24,476.00 Please see attachment. Please let us know when the vendor paperwork is completed on this award so that we may moveforward with the purchase process. If you have any questions or concerns, please contact me. Best Personal Regards. :, , , . G/,*L Ron Crowden Fleet Manager 2017 DODGE CHARGER POLICE AUTOMOBILES BID 16-257 Delivery Date 6.01 Administrative package 6.02 Civilpackage Administrative Services Committee Meeting 2/28/2017 1:05 PM 2017- Paublic Safety Vehicles-Marshal/Probation Department:Central Services Department - Fleet Management Division Presenter:Ron Crowden Caption:Approve a request from Fleet Management for the replacement of four Marshal’s Office vehicles, purchase one new vehicle and to replace one vehicle in the Probation Office using SPLOST Phase VII – Public Safety Vehicles. Background:Each year Fleet Management assess vehicles of the Public Safety Offices to determine recommendations for replacement. The Marshal’s Office has 4 older model vehicles that meet the replacement criteria as follows: Asset 207067- 2007 Ford Crown Victoria with 148,899 miles, 207071 – 2007 Ford Crown Victoria with 153,934 miles, 210071 – 2010 Ford Crown Victoria with 157,152 miles and 210072 – 2010 Ford Crown Victoria with 141,036 miles. The Marshal has requested one additional car to support the Administration Division. The Probation Office was instituted in 2016. To support this requirement Fleet Management used a 2005 Ford Crown Victoria turned in by the Sheriff’s Office. This car, 205093- 2005 Crown Victoria has 176,244 miles on it and an extensive repair record. Analysis:The Procurement Department published a competitive bid using the Demand Star application for the Dodge Charger Bid Number 16-257. Bid 16-257 – Dodge Charger : Akins Ford Corp = $26,570.00 each (patrol type); Thomson Chrysler = $26,684.00 Bid 16-257 – Dodge Charger : Akins Ford Corp = $24,760.00 each (administrative package); Thomson Chrysler - $25,809.00. Note: cost difference is due to difference in emergency equipment to be installed Financial Impact:Five Dodge Chargers at $26,570 for a total of $132,850.00 and one Dodge Charger at $24,760.00. The total cost of the 6 vehicles is $157,610.00. Funds for these vehicles will come from SPLOST Phase VII – Public Safety Vehicles Alternatives:(1) Approve the request; (2) Do not approve the request; (3) Approve the request in part. Recommendation:Approve the request to replace 4 vehicles of and one new vehicle for the Marshal’s Office and 1 replacement vehicle from the Probation Office. Approve declaring the replaced vehicles surplus and available for auction Funds are Available in the Following Accounts: SPLOST VII - Phase VII - Public Safety Vehicles REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 2/28/2017 1:05 PM John C. Calhoun Expressway Renaming Department:Clerk of Commission Presenter: Caption:Discuss a resolution changing the name of the John C. Calhoun Expressway. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Lena Bonner From: Sent: To: Cc: Subject: Commissioner Sammie Sias Wednesday, February 1.5,20L7 7:1j. pM Lena Bonner Andrew G. Mackenzie; Janice Allen Jackson Amendments to the pppM Ms Bonner, Please add the folrowing item to the commission Agenda on 2r. Februar y 2017. Motion to the Personnel Policy & Procedures Manuat, chapter ilt, Grievances, Dascipline, & Appeats. Additional information for this agenda item will be sent to you for inclusion or distribution prior to or on 21.February 2Ot7 atthe meeting. Thanking you in advance for you attention to this matter Sammie L. Sias Commissioner, Augusta Richmond County "Foilure is not on Option', Please consider the environment before printing this email. ;:i.11[F.iiJTffiH'i'f;iil*?ll ",iffi*Xi,ai:XilSTf;3j:.ff 111 *:rjnlyyg?r]v erors or omissions in rhe conre,ir .i ihi; ;;;;s* which ariie asAED:104 1 All Rights Reserved – As approved by the Commission on 12-6-11 1 | P a g e Summary of Proposed Changes to Chapter III, Grievances, Discipline, & Appeals The main purpose of these changes was to remove the HR Director from the chain of command. The Human Recourses’ role as defined throughout the PPPM is to ensure that all proper procedures and guidelines are followed, to ensures proper and timely processing of all matter pertaining to disciplinary matters, and to advise all parties involved.  Section 300.011  Section 300.012  Section 300.013  Section 300.014 (deleted entirely)  Section 300.015 (deleted entirely)  Section 300.016 (deleted entirely)  Update of accompanying form letters is required  These changes should also reflect that they supersede any other conflicts within the PPPM where the HR Director’s role is chain of command versus advisor. All Rights Reserved – As approved by the Commission on 12-6-11 2 | P a g e CHAPTER III. GRIEVANCES, DISCIPLINE, & APPEALS Section 300.001 Objective It is the practice of Augusta, Georgia to: 1. Provide fair, equitable, and timely grievance procedures for all regular employees; 2. Facilitate free discussion of employment concerns between employees and supervisors to foster better understanding of administrative policies, procedures, and practices; 3. Promote reaching a fair and equitable decision and doing so in a climate of mutual understanding and objective fact-finding; and to 4. Assure that those who file grievances are not retaliated against. Section 300.002 Grievance Policy Scope This grievance procedure applies to all regular full-time employees, with the exception of temporary employees, some elected officials, and members of the Senior Executive Service (SES). Additionally, contract employees and persons in Grant Funded positions are not covered. Augusta, Georgia reserves the right to depart from this grievance policy in its sole discretion. All employees are employed at will, and both they and Augusta, Georgia may terminate the employment relationship at any time, with or without cause, without following any specific procedure. Section 300.003 Grievance Policy Undertakings No punitive, discriminatory, adverse, or retaliatory action shall be taken against any employee on account of the filing of a grievance or an appeal unless such grievance or appeal is frivolous. Frivolous is defined as a grievance or appeal that is completely unsubstantiated or falsified. All employees involved in processing a grievance will work diligently to insure that all grievances are handled fairly and expeditiously and that all required deadlines are met. Every effort shall be made to resolve grievances at the lowest possible level in the Augusta, Georgia organization. Grievances shall be resolved by making decisions that are best for the organization and employees. Not every grievance will be resolved to the employee’s satisfaction, but each grievance will be investigated and the employee will receive a response. Department Directors shall be responsible for the administration of this grievance policy in their respective departments. All Rights Reserved – As approved by the Commission on 12-6-11 51 | P a g e Section 300.004 Grievance Policy Definitions A “grievance” is a disagreement regarding an interpretation and/or application of administrative rule, regulation, policy, plan or procedure which exists under the personnel administration system of Augusta, Georgia which an employee feels is unjust or unfair. A “working day” for this policy is defined as any day of business between workings hours of 8:00 a.m. and 5:00 p.m. excluding Saturday, Sunday and Augusta, Georgia observed Holidays. Section 300.005 Exclusions From the Grievance Procedure 1. Formal Disciplinary Actions (i.e. written warnings, PIPs, suspensions without pay, demotions, and terminations) handled through the appeal process defined in the Appeal Section of this policy. 2. Complaints of Sexual Harassment (These allegations should be filed with and will be processed according to the Policies and Procedures established by the Commission for the Augusta, Georgia Equal Employment Office (EEO Office)). 3. Complaints of Discrimination (Allegations regarding discrimination based on race, age, sex, national origin, religion, veteran status and disability should be filed with and will be processed according to the Policies and Procedures established by the EEO Office). 4. Wage/compensation issues pertaining to pay or benefits; validity of established salary ranges of the current Augusta, Georgia pay plan; or salary, title, or duties and grade of a position or job evaluation. 5. Hours of work and work schedules or performance appraisals/ratings/performance standards. 6. Non-selection from a bona-fide referral list of qualified and/or highly qualified candidates provided to the selecting official from HR. Section 300.006 Grievance Policy General Provisions Grievances may be initiated only by the employee concerned and may not be pursued without the affected employee’s consent. Repeated filing of grievances concerning the same issue which has been denied will not be considered. The employee filing a grievance may, at any step in the procedure, request the assistance from the HR Department or from an advisor/advocate of his or her choosing. If this advocate is a current employee, the advocate must obtain his or her supervisor’s permission to participate. The advocate can only present or prepare for the panel hearing during the advocate’s off-duty hours. Supervisors or Administrators hearing a grievance are urged to call upon the HR Director for advice of assistance in the appropriate interpretation of Augusta, Georgia rules and procedures. This procedure is normally intended for the use of individual employees. Should a number of employees file separate grievances on the same matter, such grievances may be combined. A final determination on the combined grievance shall be binding on all such similar grievances, and a copy of the final All Rights Reserved – As approved by the Commission on 12-6-11 52 | P a g e determination shall be provided to all complainants. Any grievance shall be considered resolved at the completion of any step if all parties are satisfied or if neither party appeals the matter to the next step of the procedure with the prescribed period. Section 300.007 Presenting a Grievance Grievances must be presented, in writing, to the appropriate supervisor/manager in the chain-of-command within ten (10) working days from the date of the act or from the date the employee became aware of the occurrence. Grievances submitted after this time are untimely and will not be considered. Grievances must be submitted on the grievance form prescribed by the HR Director for this purpose. If the supervisor does not comply with the time limits within a step of the procedure, the employee filing the grievance may proceed to the next level of review. A supervisor who is not responsive to the time limits set forth in this procedure maybe subject to disciplinary action. Failure of the grievant to comply with established time limits shall constitute abandonment of the grievance and an exhaustion of such employee’s administrative remedies as to the issue grieved. Since it is important that grievances be resolved as rapidly as possible, time limits, as set forth in the previous paragraphs, shall be considered a maximum and efforts shall be made to expedite the process. If either party wishes to extend any time limit at any step a request for extension should be made in writing to the Department Director, indicating justification for the request at least twenty-four (24) hours prior to the deadline established for the various steps. Section 300.008 Grievance Process Step One: Immediate Supervisor Augusta, Georgia’s position is that issues are best resolved when there is open communication between employees and supervisors. It is the responsibility of any employee who believes that he/she has a bona- fide grievance to promptly discuss the issue with his or her immediate supervisor and attempt to resolve the matter at this level. It is recommended that the employee verbally express the suggested solution. The immediate supervisor shall give an oral response to the employee. Every reasonable effort shall be made to resolve the problem at this step. If the employee is not satisfied with a supervisor’s oral response, or chooses to bypass this step, then the employee may proceed to step two. Step Two: Chain of Command The employee shall complete a written Employee Grievance Form and submit it to the immediate supervisor within five (5) working days of the event that gave rise to the grievance or when the employee first became aware of the issue. Upon receipt of a written grievance, the immediate supervisor shall consult with their immediate supervisor (if appropriate) and immediately forward a copy of the grievance to the Department Director. If there are other supervisory levels between the immediate supervisor and the Department Director, (i.e. field supervisor, assistant director, etc.) these levels should participate in resolving the grievance at this Step since the next step is the Department Director. The immediate supervisor and other supervisors in the employee’s chain of command shall enter their joint comments on the Employee Grievance Form and return it to the employee within five (5) working days of receipt of the grievance by the employee’s immediate supervisor. Where a grievance concerns the conduct of the All Rights Reserved – As approved by the Commission on 12-6-11 53 | P a g e immediate supervisor, the next supervisor in the chain of command may choose to respond at this step. If the written response of the immediate supervisor and/or other supervisors does not satisfy the complainant, the employee may proceed to the next level by presenting the grievance to the Department Director within five (5) working days of receiving the step two response. Step Three: Department Director Upon receipt of a timely submitted step two exhausted grievance, the Department Director will conduct whatever investigation they deem necessary as part of their review of the grievance. Within ten (10) working days of having received the written grievance, the Department Director shall submit a written response to the complainant. A copy of the response shall also be provided to the supervisors in the employee’s chain of command at the Department level and to the HR Director. If the Department Director’s response is not acceptable to the complainant, the complainant may request that the Administrator (or appropriate designee) review the grievance through a request to the HR Director. Such a request must be made on the Employee Grievance Form, within five (5) working days after the employee receives the Department Director’s response. Step Four: Administrative Review Upon receipt of a timely submitted step three exhausted grievance, the HR Director will investigate the grievance and recommend a solution to the Administrator. The HR Director will have ten (10) workdays to provide a recommendation to the Administrator. The Administrator may accept the HR Director’s recommendations, conduct his or her own investigation, and/or hold an Administrative Review hearing. The Administrator or his or her designee will present a final decision within ten (10) working days of receipt of the grievance from the HR Director. The Administrator’s decision is final. Such final decision shall be sent to the employee via U.S. Certified Mail. Section 300.009 Grievance Witnesses The grievant and the department may call witnesses to testify at a grievance hearing. Falsifying a statement is considered “serious misconduct” and may result in the employee’s suspension or separation from employment. Section 300.010 Grievance Documentation Once a grievance submitted to the Administrator has been resolved, all documentation associated with the grievance will be forwarded to the Human Resources Department. Although grievance documentation is part of the employees’ records, the documentation will be maintained in a file separate from the employee’s official personnel file in the HR Department. All Rights Reserved – As approved by the Commission on 12-6-11 54 | P a g e Section 300.011 Discipline Purpose: To establish a uniform, fair, and standardized means by which Augusta, Georgia may administer a program of disciplinary procedures and guidelines. Disclaimer: 1. Disciplinary action may be taken against an employee when a rule of Augusta, Georgia or the Department is violated, when work performance is not satisfactory, when counter-productive or inappropriate behavior is exhibited, or violation of lawful orders, work rules/standards, organizational Standard Operating Procedures (SOPs), administrative rules, organizational policies and procedures, ordinances, and/or statutes. A discipline program should exhibit promptness, impartiality, consistency, and fairness, where employees know what to expect as the result of certain behaviors on the job (See Recommended Guidelines for Disciplinary Actions- Table I). 2. Augusta, Georgia generally follows a policy of progressive discipline. The purpose of a progressive disciplinary procedure is to give the employee adequate notice and opportunity to correct any deficiencies, and its focus is on prevention of future violations rather than on punishment. The disciplinary action taken is normally to be the least serious action needed to prevent future instances of inappropriate behavior. If inappropriate behavior continues, the employee can expect further and more serious discipline. This policy does not restrict the imposition of a suspension, demotion, or termination in matters that are outside the progressive discipline policy. Augusta, Georgia reserves the right to depart from this discipline policy in its sole discretion. All employees are employed at will, and both they and Augusta, Georgia may terminate the employment relationship at any time, with or without cause, without following any specific procedure. Types of Discipline: The types of disciplinary action, in order of their severity, are: A. Informal Discipline 1) Letter of Warning A Letter of Warning is a type of informal disciplinary action and may be used to admonish an employee for committing a minor violation. It is often used when verbal counseling, admonishments, on the job training, and/or guidance has failed to provide the necessary corrective action. The “Notice of Warning Letter” (See Form HR-ER 1) provides documentation that the counseling occurred, outlining the shortcomings or violations and then offering recommendations for improvement. Informal discipline documentation is maintained at the department level. Informal disciplinary actions are not subject to the grievance or appeals processes. All Rights Reserved – As approved by the Commission on 12-6-11 55 | P a g e B. Formal Discipline 1) Written Reprimand A Written Reprimand is an admonishment given to the employee in writing, and is always placed in the official personnel file in Human Resources. This form of discipline is more serious than a Letter of Warning, but less serious than a suspension. A Written Reprimand often serves as the type of discipline given for a repeated offense of minor violations or for the first offense of a moderately serious infraction. The “Notice of Written Reprimand” (See Form HR-ER II) will be completed by the Department Director and forwarded to Human Resources for inclusion in the employee’s official personnel file. If a Letter of Warning or any other relevant disciplinary actions has been issued previously, a copy may be attached as supporting documentation. The letter of Written Reprimand may be used to support further disciplinary actions for a period no longer than three (3) years from the date of receipt. 2) Performance Improvement Plans The Performance Improvement Plan (PIP) is designed to facilitate constructive discussion between a staff member and his or her supervisor and to clarify the work performance to be improved. It is implemented, at the discretion of the supervisor and Department Director, when it becomes necessary to help a staff member improve his or her performance. A PIP will be conducted for period of ninety (90) days and must be approved by the Department Director. If an employee shows improvement but not enough that the employee meets the status of “satisfactory”, the PIP may be extended for a period of ninety (90) days within a one (1) year cycle for a total of no more than two (2) PIP plans. If an employee does not show improvement after the initial PIP or does not meet the status of “satisfactory” after two (2) PIPs, the Department Director can recommend the employee for demotion or termination. 3) Suspension Without Pay A suspension is the most severe form of discipline, short of demotion or termination, and involves time off without pay. It is used when a written reprimand has not corrected the inappropriate behavior or when an offense is more serious than that warranting a reprimand. A suspension may last from one (1) to thirty (30) days depending on the seriousness of the infraction. Any suspension shall utilize the “Notice of Proposed Disciplinary Action” form (Form HR-ER III) and must be approved by the Department Director, or equivalent, prior to issuance to the employee. A copy will be processed through the HR Director. 4) Demotion With A Pay Reduction Performance-Based Demotion An involuntary demotion may occur based on poor performance and is appropriate where: All Rights Reserved – As approved by the Commission on 12-6-11 56 | P a g e 1. The employee’s inability to perform current job duties has been demonstrated and documented in the employee’s record through one or more PIPs; 2. The employee’s record is otherwise satisfactory and no other active rule violations exist, e.g. attendance, punctuality, etc.; 3. The employee is qualified for the lower grade or alternative position; 4. The employee has the ability, is qualified, and a vacancy exists, the employee may be demoted to another position which may be in a lower pay grade or transferred to another job within the employee’s functional unit; and 5. The Administrator or designee Director of Human Recourses has final approval for a demotion. If an employee has been promoted or transferred in the last year and the employee is not performing at a level expected in the new job, then the employee may request to return to the previous job or a job similar to the previous job and their salary will return to what it was prior to the promotion or transfer. The availability of such a job may depend upon mitigating circumstances, such as whether the job has already been filled within the same department. Augusta, Georgia will assist the employee in finding a suitable job that corresponds to their experience, skills, and knowledge. Should the job previously held by the employee be filled and no other comparable position exists, the employee will be placed on lay-off status until a comparable position may be found. However, if within six (6) months a comparable position is not found the employee will be placed on permanent lay-off status. Performance-Based Demotions with pay reductions may be considered in cases where moving the person out of their current position is more appropriate than termination. Conduct-Based Demotions An involuntary demotion may also occur based on poor or unacceptable conduct. With this type of demotion, a Performance Improvement plan is not necessary or required. 1. Unacceptable personal conduct violations are outlined in the violations and recommended disciplinary actions in Table I. These conduct violations may include but are not limited to: personal conduct that disrupts work or the work environment, jeopardizes the safety of persons or property, or creates other serious disruptions in the workforce. 2. There are circumstances in which unacceptable or bad conduct could warrant imposing disciplinary action that is more severe than suspension but less severe than termination. An acceptable alternative disciplinary action for this type of conduct can be demotion in lieu of termination. Provided the employee is qualified, a funded vacancy exists, and the Department Director believes that demotion would be a more appropriate disciplinary action than termination; the employee may be involuntarily demoted to another position which may be in a lower pay grade or transferred to another job within the employee’s functional unit. In either case the demotion in pay and/or grade would require a minimum ten percent (10%) reduction in base pay. Prior to demotion, the proposed action must be reviewed and approved by the Director of Human Resources. All Rights Reserved – As approved by the Commission on 12-6-11 57 | P a g e 5) Termination Termination from employment is the most severe form of discipline. It is normally used when an employee has been disciplined repeatedly and commits yet another infraction. It may also be used when the employee has committed any infraction that falls outside progressive discipline, regardless of disciplinary history. For every termination the “Notice of Proposed Termination” form should be filled out completely by the Department Director and should be delivered to the HR Director for review and processing. The request for termination will be approved/disapproved by the HR Director Administrator who will issue a final “Notice of Decision.” Section 300.012 Discipline Guidelines and Procedure 1. An employee for whom formal disciplinary action (i.e. written reprimand, PIP, suspension, demotion, or termination) is being considered should, when possible, be allowed notice prior to imposition of such action by the use of the “Notice of Proposed Disciplinary Action” form. The employee will have five (5) working days in which to respond in writing or orally to the Department Director explaining why the action should not be taken. Failure to respond within that period will not delay administering of the disciplinary action. 2. Suspensions (for any reason), terminations, and demotions are permanent actions and will be retained in the official personnel file indefinitely. 3. Any disciplinary action recommending a suspension, demotion, or termination must be in writing and must be approved by the HR Director prior to disciplinary action being imposed. 4. An effective discipline program is characterized by the uniform application of rules and regulations. Generally, like offenses should result in similar disciplinary actions. At the same time, the supervisor administering the discipline may consider additional factors such as years of service and internal consistency. 5. It is recognized that similar offenses may result in different disciplinary actions, depending on work history, circumstances, and the severity of the offense. For example, an employee who is charged with “absence without approved leave” (AWOL) for a two-week absence may be terminated while an employee who is charged with AWOL for a two-hour absence may only receive a one-day suspension. Both employees are charged with the same offense, but receive different disciplinary actions. 6. Other factors that may influence the severity of disciplinary action include, but are not limited to, the following: the length of the employee’s service, the quality of the employee’s service, the cost involved, and the cooperation of the employee in the investigation of the specific incident. Ensuring that disciplinary actions are administered in a fair, consistent, and non- discriminatory manner is ultimately the responsibility of the Administrator HR Director. 7. An employee may not be punished more than once for the same offense by any other management official of Augusta, Georgia. Previous offenses may, however, be taken into account when considering future discipline. Disciplinary actions by law enforcement or any other outside agency does not prohibit Augusta, Georgia from also taking disciplinary action. For example, if an employee is issued a citation by law enforcement during the investigation All Rights Reserved – As approved by the Commission on 12-6-11 58 | P a g e of an “at fault” accident, this does not prohibit Augusta, Georgia from imposing disciplinary action as well. 8. In determining the proper level of disciplinary action, which would be suitable to a particular offense, refer to the “Recommended Guidelines for Disciplinary Actions. This Table of Guidelines (Table I) provides examples of misconduct but may not be all-inclusive. Augusta, Georgia has the right to discipline an employee for offenses not specifically listed. If an act or violation is of a very serious nature, intermediate levels of progressive discipline may be bypassed with more severe penalties imposed. 9. In addition to a thorough narrative with any supporting evidence as necessary, supporting the reason(s) for the charges or offense in question, the Department Director should cite any applicable “Violation Reference” code found on the table of guidelines. (HR-ER Form). More than one reference may be cited in making record of the disciplinary action. The specific action or punishment to be taken is at the discretion of the Department Director; particularly egregious violations may bypass the progressive discipline process. Note: The Personnel Board shall consider only Appeals of employees as it relates of dismissals or terminations. Decisions of the Personnel Board may be appealed to the Administrator. Review and Approval Process Formal Discipline Submitter Approver Time to Appeal 1st Appeal 2nd Appeal Written Reprimand Supervisor/ Manager Deputy Department Director 5 Days Department Director HR Director None PIP Supervisor/ Manager Deputy Department Director 5 Days Department Director HR Director None 1-3 Days Suspension Supervisor/ Manager Deputy / Department Director 5 Days Department Director HR Director None 4 Days or more Suspension Supervisor/ Manager Department Director 5 Days Deputy Administrator None Demotion Deputy or Department Director Department Director HR Director 5 Days Administrator None Termination Deputy or Department Director Department Director HR Director 5 days Administrator Personnel Board None All Rights Reserved – As approved by the Commission on 12-6-11 59 | P a g e 1. If the actions necessary are not time-sensitive, the supervisor shall notify the employee (Notice of Pending Disciplinary Action” form) that formal disciplinary action, i.e. suspension, demotion, or termination, is being considered. This notification shall provide facts and a description of the alleged infraction(s) and the consequences under consideration. The employee shall be given five (5) working days in which to provide a written response to the Department Director, with a copy to HR, showing cause as to why disciplinary action should not be taken. 2. When a regular employee is charged with misconduct that serves as a basis for termination or demotion, the Department Director may (but is not required to) place the employee on up to three (3) days Administrative Leave with pay. The administrative leave will be unpaid if the employee is otherwise unavailable to perform his or her job duties or if unpaid Administrative Leave is approved by the HR Director.Deputy Administrator 3. Infractions of a serious nature may require prompt action, not allowing for advance notification. Any written communication from the employee will permanently accompany the relevant disciplinary action. 4. The Department Director must coordinate with the HR Director to assure procedural compliance prior to issuance of any proposed or final decision. Within ten (10) workdays of receipt of the employee’s written response, the Department Director or Deputy Administrator, or Administrator HR Director will decide and issue the disposition in the matter using the “Notice of Final Decision Form HR- ER IV.” 5. Upon receipt, the employee should sign and date a “Receipt Acknowledged” of Notice of Final Decision. A copy of all documentation associated with the case will be furnished by the Department Director to the HR Department for filing in the Official Personnel File. Section 300.013 Appeal of Submitted and Approved Discipline 1. In order to remain timely, the request from the employee for an Appeal to the Department Director, Deputy Administrator, HR Director, Administrator or Personnel Board, must be written, signed and filed in the HR Department within five (5) business days of the employee receiving notice of the recommended disciplinary action, or Final Decision by the Department Director or HR Director Deputy Administrator, or Administrator. The effect of an employee’s failure to request an Appeal within this five (5) day period is the waiver of their right to appeal the recommendation, action or decision and a failure on their part to exhaust their administrative remedies. In such instances, the recommendation for discipline made by the Department Director (or manager) or the Final Decision made by the HR Director Deputy Administrator, or Administrator shall become a Final Decision which is not appealable. 2. A written statement by the employee specifically referencing suspension, demotion, or termination and providing their reasons, to include any relevant documentation, for recommending the disciplinary action be overturned, shall be forwarded to the HR Director. The HR Director will review the documents for timeliness and completeness and, if a timely appeal is made, shall forward a copy of the request to the next appeal level within ten (10) working days of receiving the request. All Rights Reserved – As approved by the Commission on 12-6-11 60 | P a g e 3. For suspensions of four (4) or more days, demotions, and terminations, the HR Director Deputy Administrator, or Administrator shall hold an administrative review conference at which time the employee shall be authorized to present information that is pertinent to the charges on his or her behalf. (For suspensions of 1 to 3 days, the Department Director or designee shall hold an administrative review conference). If an employee wishes to have an attorney present at this conference, said employee must inform the HR Director Deputy Administrator, or Administrator of such intentions at least forth-eight (48) hours prior to the conference. The HR Director Deputy Administrator, or Administrator may seek legal representation from the Law Department in any such conference or Personnel Board Hearing irrespective of whether the employee has requested an attorney or not. 4. The HR Director, or designee Department Director for suspensions of 1-3 days shall render a decision on the recommendation based on all of the relevant information. The HR Director’s (or Department Director’s) decision is final, and, the employee shall be notified of this decision in writing. Section 300.014 Appeals to the Personnel Board: Terminations Only Note: Only full-time regular employees may appeal Terminations. SES and Probationary employees may not appeal to the Personnel Board. 1. The employee shall have five (5) business days from notification by the HR Director to appeal a termination or dismissal (Form HR-ER V) via the HR Department to the Personnel Board. 2. Upon receipt by the HR Director of a timely written request for appeal of termination by the employee, Human Resources will, within ten (10) working days, submit all documentation, including a statement of charges, to the Personnel Board. 3. At its next scheduled meeting, the Personnel Board will hold an open hearing and receive evidence in relation to the Appeal in accordance with the bylaws of the Personnel Board. 4. The employee or agents of the employee may not contact or have discussions with any member of the Personnel Board regarding the Employee’s hearing, the facts surrounding the hearing, or the Employee’s character outside the confines of the hearing while the Employee’s appeal is pending. The employee’s failure to comply with this regulation will result in the Employee’s appeal being denied and the decision of the Human Resources Director being upheld. 5. If an employee wishes to have an attorney present at the Personnel Board hearing, said employee must inform the HR Director of such intention at least forty-eight (48) hours prior to the hearing. The HR Director may seek legal representation from the Law Department in any Personnel Board Hearing irrespective of whether the employee has requested an attorney or not. 6. If an employee has a conflict which will not allow the employee to attend the open hearing and needs to reschedule the date of the open hearing concerning their employment to the next All Rights Reserved – As approved by the Commission on 12-6-11 61 | P a g e regularly scheduled meeting of the Personnel Board, the employee must provide at least forty- All Rights Reserved – As approved by the Commission on 12-6-11 61 | P a g e eight (48) hours notice of the need to reschedule and must provide written verification of the conflict to the Director of Human Resources at least twenty-four (24) hours before the scheduled open hearing. Failure to provide adequate notice or written verification of a conflict will result in the open hearing to proceed as scheduled. If an employee fails to attend the scheduled open hearing, the employee’s appeal will be denied and the decision of the Human Resources Director will be upheld. 7. Within ten (10) working days of the hearing, a written decision will be rendered by the Personnel Board. Such decision shall contain a descriptive statement by the Chairman of the Personnel Board describing the reasons the Board rendered the decision it made. 8. The HR Department will notify the employee in writing of the decision of the Personnel Board. Section 300.015 Personnel Board By-Laws (A) Purpose. The purpose of these bylaws is to establish uniform procedures for the conduct of hearing and meeting of the Augusta, Georgia Personnel Board (hereinafter “Personnel Board” or “Board”). (B) General Provisions. (1) After an appeal of a dismissal has been properly filed with the Human Resources Department, the appeal shall be forwarded to the Chairperson of the Personnel Board to be scheduled for a hearing before the Personnel Board. (2) Notice of Hearing. Within seven (7) days from the filing of an appeal in accordance with the Employee Administrative Policy & Procedures Manual (hereinafter “Employee Manual”), the Chairperson of the Personnel Board shall designate an appropriate time and place to conduct the hearing and shall so notify all parties in writing. Such notification shall be mailed or served at least ten (10) calendar days in advance of the date set for the hearing. The Personnel Board will conduct an investigation into the charges based on the information provided by the Human Resources Department. At its next scheduled meeting, the Personnel Board will hold an open hearing and receive any additional evidence in relation to the Appeal. The Chairperson of the Personnel Board, or a majority vote of the Board, shall have the authority to postpone or to continue a hearing (either in the Chairperson’s discretion, upon a motion by the Personnel Board or upon the motion of either party, orally or in writing). (3) Representation. Opportunity shall be afforded both parties to represent themselves or to be represented by an attorney licensed to practice law in the State of Georgia. All arrangements for providing legal counsel shall be the responsibility of the party desiring such representation. An employee intending to have representation shall inform the Director of Human Resources of such intentions at least 48 hours prior to the scheduled date of such hearing. (4) Pre-Hearing Conference. The Chairperson of the Personnel Board may arrange a pre-hearing conference for the purpose of reviewing the matter being appealed and establishing stipulations to expedite the hearing. (5) Witnesses. All Rights Reserved – As approved by the Commission on 12-6-11 62 | P a g e (a) The appellant or the Human Resources Director (or his or her designee) may request the attendance of employees or other persons as witnesses when their testimony will aid in establishing the facts in the case. Employees appearing as witnesses shall be released from duty without loss of pay or time and without effect on their service rating. However, the Personnel Board does not have subpoena powers to compel a witness’s attendance. (b) No person shall directly or indirectly use, or threaten to use, any official authority or other influence which would tend to discourage any other person from testifying. (c) Each party shall provide the opposing party a witness list at least three (3) business days in advance of a scheduled Personnel Board hearing. A party seeking to have a witness testify that is not on their witness list may only do so with the consent of the opposing party. (6) Record of Hearing. A recording shall be made of all hearings; however, such recording will not be transcribed unless the Personnel Board decision is appealed in accordance with the Augusta, Georgia Personnel Policies and Procedures Manual; or a transcript is requested by the Personnel Board or either party to the hearing. If the employee requests a copy of the transcript prior to appealing the Personnel Board’s decision, the employee shall pay the cost of having the recording transcribed. In addition to the recording of the hearing, or a transcription thereof, all documents entered into the record during the hearing shall be made part of the official record of the hearing. It shall be the responsibility of the clerk of the Personnel Board to compile the official record of the hearing and, upon the filing of an appeal of the Personnel Board’s decision, to have such record certified by the Chairperson of the Personnel Board. (C) Hearing Process. (1) Role of the Board. The Personnel Board shall have the authority to do the following in connection with any hearing: (a) To administer oaths and affirmations; (b) Regulate the course of the hearing; (c) Set the time and place for continued hearings and pre-hearing conferences; (d) Reprimand or exclude from the hearing any person for any indecorous or improper conduct committed in the presence of the Personnel Board; (e) To make informal disposition of any case by stipulation, agreed settlement, consent order or default, unless such disposition is precluded by law; (f) To render a decision as to issues properly presented to the Personnel Board; and (g) To file Answers to Writs of Certiorari properly filed in the Superior Court of Richmond County. (2) Attendance at the Hearing. Any hearing at which the Personnel Board receives evidence or hears arguments on appeals of disciplinary actions, dismissals, or other purported violations of the rules shall be open to the public in accordance with Georgia Open Meetings Law. Witnesses may, however, be sequestered at the discretion of the Board. (3) Evidence. With respect to all hearings before the Personnel Board: All Rights Reserved – As approved by the Commission on 12-6-11 63 | P a g e (a) Irrelevant, immaterial or unduly repetitious evidence shall be excluded. The rules of evidence as applied to the trial of civil non-jury cases in the Superior Courts of Georgia shall be followed. Evidence not admissible there under may be admitted if it is of a type commonly relied upon by reasonably prudent persons in the conduct of their affairs. The Personnel Board shall give effect to the rule of privilege recognized by law; (b) Objections to evidentiary offers may be made and shall be noted in the record; (c) When a hearing will be expedited and the interest of the parties will not be prejudiced substantially, any part of the evidence may be received in written form; (d) Documentary evidence may be received in the form of copies of excerpts if the original is not readily available; and (e) The Director of Human Resources may proceed with the presentation of evidence first. (4) Conduct of Hearings. In the hearing of an appeal, the proceeding shall be informal but orderly. The following procedure shall prevail: (a) The Chairperson of the Personnel Board shall open the hearing by explaining the procedure to be followed in the hearing. (b) Witness shall be sworn in and at the discretion of the Chairperson any or all witnesses may be sequestered; (c) The Chairperson shall read or cause to be read the charges and specifications of the issues to be determined by the Personnel Board; (d) The facts not in dispute may be stipulated; (e) Each party shall be given an opportunity to make a brief opening statement identifying the issues and indicating what is to be proven. The Human Resources Director shall present their opening statement first followed by the employee; (f) The Human Resources Director will begin its presentation of evidence followed by the employee; (g) All witnesses shall testify under oath or affirmation. The employee and the Human Resources Director may call witnesses to testify at a grievance hearing. Falsifying a statement is considered as “serious misconduct” and may result in the employee’s suspension or separation from employment; (h) Each party may conduct such cross examination as shall be required for a full and true disclosure of the facts. In addition, the Personnel Board members may examine the witnesses; (i) Before closing the hearing, the Chairperson may allow both parties the opportunity to make brief oral or written closing statements. The employee may present his or her closing statement first; (j) At any point during the hearing, of his/her own accord or at the request of either party, the Chairperson may grant a fifteen (15) minute recess to allow the parties engage in confidential settlement negotiations. This initial fifteen (15) minute recess may be extended by the Chairperson if both parties signify that progress is being made in the settlement negotiations. (k) Within ten (10) working days of the hearing, a final decision will be rendered by the Personnel All Rights Reserved – As approved by the Commission on 12-6-11 64 | P a g e Board. Should the Board fail to overrule the dismissal decision, the dismissal shall stand. If the dismissal decision is reversed by the Personnel Board and the Personnel Board’s decision is upheld in the review and appeal process (or no timely appeal is filed), the employee shall be “made whole” by being reinstated as an employee and provided back pay. (l) The Human Resources Director will notify the employee in writing of the final decision of the Personnel Board and will be responsible for implementation of any action ordered by the Board. (5) Time Limitations. In the hearing of an appeal, the parties are subjected to the following time limitations in the presentation of their cases and such time will be monitored by the clerk of the Personnel Board. (a) Opening Statements. Each party shall have a maximum of five (5) minutes to make an opening statement. (b) Presentation of Evidence. Each party shall have an initial time period of thirty (30) minutes to present evidence in support of their case. A party may be granted one or more extensions of time in fifteen (15) minute increments, upon motion and good cause shown, to complete presentation of evidence in support of their case. (c) Closing Statements. Each party shall have a maximum of five (5) minutes to make a closing statement. (D) Review of the Personnel Board’s Decision. A decision of the Personnel Board shall not limit the rights of either party to further review and such decision shall be stayed by the filing of a petition for review. Any party, including the Human Resources Director, who has exhausted all administrative remedies available before the Personnel Board and who is aggrieved by a final ruling or order of the Personnel Board on any hearing may seek further review of the decision or order of the Personnel Board in accordance with the Augusta, Georgia Personnel Policies and Procedures Manual. (1) In the absence of an appropriate action for review of the Personnel Board’s decision, within such time for review, the Personnel Board’s decision shall, without further proceedings or notice, become the final decision of the Personnel Board and any right of additional appeals shall be extinguished. (2) Record for Review of Board’s Decision. Upon receipt by the Chairperson of the Personnel Board of an appropriate action for review of the Personnel Board’s Decision, the Board Clerk and/or Human Resources Department representative shall transmit a certified copy of the entire record to the reviewing body. (3) The Chairperson of the Personnel Board Shall Answer any Writ of Certiorari to the Superior Court of Richmond County. Section 300.016 Appeals from the Personnel Board to the Administrator: Terminations Only 1. Should an employee or the HR Director disagree with the Personnel Board’s decision, either may file an appeal to the Administrator, whose decision shall be the final administrative step in the appeals process. The employee and the HR Director shall have five (5) business days from notification of the decision of the Personnel Board being sent by the HR Department to the employee, to file a written appeal to the Administrator. The written appeal shall contain a short descriptive statement containing the reasons the appealing party believes the Personnel Board’s decision should be overruled. All Rights Reserved – As approved by the Commission on 12-6-11 65 | P a g e 2. Within ten (10) working days of a timely filed request for appeal to the Administrator, the Human Resources Department shall deliver a complete transcript of the Personnel Board hearing and all documents and items admitted as evidence by the Personnel Board in accordance with the Personnel Board bylaws. 3. The Administrator shall review the Personnel Board Record and render a written decision and within ten (10) working days of the delivery of the Personnel Board record. The Administrator may uphold, overturn, or modify the decision of the Personnel Board at his or her discretion. The Administrator’s decision shall contain a descriptive statement describing the reasons the Administrator rendered the decision he or she made. Section 300.017 Appeals from the Administrators Final Decision to Superior Court 1. Should an employee or the Augusta, Georgia Commission disagree with the Administrator’s decision, either may file an appeal to Richmond County Superior Court in accordance with the laws of the State of Georgia. 2. In the event that an appeal to Superior Court is filed, it shall be the responsibility of the HR Director to ensure that a certified copy of the complete record is submitted to Superior Court in accordance with Georgia law and the Personnel Board Bylaws. All Rights Reserved – As approved by the Commission on 12-6-11 66 | P a g e Notice of Letter of Warning (Form HR-ER I) Employee Date Hire Job Title Supervisor Department Job Title Date of Incident I. Explanation II. The following corrective action is expected of the employee: I. Future infraction(s) may result in: Signatures Employee Date Supervisor Date All Rights Reserved – As approved by the Commission on 12-6-11 67 | P a g e Notice of Disciplinary Action Form (Form HR-ER II) Written Reprimand Employee Date Hire Job Title Supervisor Department Job Title Date of Incident II. Disciplinary action is being taken for the following reason(s) (include dates(s) of infraction and violation of stated policy): III. Explanation (include dates and explanation of previous relevant discussions and/or discipline): IV. The following corrective action is expected of the employee: V. Future infraction(s) may result in: All Rights Reserved – As approved by the Commission on 12-6-11 68 | P a g e Signatures Employee Date Supervisor Date Employee’s signature indicates receipt of form and does not necessarily indicate concurrence. Employee declined to sign. A copy of this form will be placed in the employee’s official personnel folder Distribution of copies: Original to employee Departmental file Human Resources employee file EMPLOYEE COMMENTS (To be completed by employee.) All Rights Reserved – As approved by the Commission on 12-6-11 69 | P a g e Notice of Disciplinary Action (Form HR-ER III) (Suspension/Demotion) Current Date: Employees Name: Street Address City, State, Zip Code RE: Notice of Proposed Disciplinary Action – Decision to Suspend Without Pay: Dear Mr./Mrs./Ms: (Employees last Name) This letter is to inform you that effective (date and time) you have been placed on suspension for ( ) days. This is due to your violation of Augusta, Georgia Policies. State violations: Please be advised that in accordance with the Augusta, Georgia Grievance and Appeal Procedures, you have the right to file an appeal. Your request for an appeal must be submitted to the Director of Human Resources in writing within five (5) working days, of receipt of this letter. If you have, any additional, questions or concerns related to this information do not hesitate to contact me or the Director of Human Resources at 706-821-2303. Sincerely, Name Receipt acknowledged: Date: All Rights Reserved – As approved by the Commission on 12-6-11 70 | P a g e Notice of Disciplinary Action (Form HR-ER IV) Recommendation for Termination Current Date: Employees Name: Street Address City, State, Zip Code RE: Notice of Proposed Disciplinary Action – Termination: Dear Mr./Mrs./Ms: (Employees last Name) This letter is to inform you that effective (date and time) you have been recommended for termination. This is due to your violation of Augusta, Georgia Policies. State violations: If you disagree with this recommendation you may request that the HR Director conduct an administrative review of this request where you will be provided the opportunity to explain why you believe you should not be terminated. To request an administrative review of this recommendation, you must submit a written request to the Director of Human Resources within five (5) days of receipt of this letter. Your request for an administrative review should be forwarded to the attention of the Director of Human Resources, 530 Greene Street, Room 601, Augusta, Georgia 30901. Should you not agree with the HR Director’s decision following the administrative review, you have the right to appeal to the Augusta, Georgia Personnel Board within five (5) days of receipt of the written notification of the HR Director’s decision. If you have, any additional, questions or concerns related to this information do not hesitate to contact me or the Director of Human Resources at 706-821-2303. Sincerely, Name: Receipt acknowledged: Date: All Rights Reserved – As approved by the Commission on 12-6-11 71 | P a g e Request for Admin Review or Appeal (Form HR-ER V) Any regular employee in the Classified Service recommended for a written reprimand, performance improvement plan, suspension without pay, demotion, or termination has a right to Administrative Review by the Director of Human Resources or the Administrator (depending on the level of discipline). This request must be submitted to the Director of Human Resources in writing within five (5) working days of receiving notice of the recommended action. Employee Name Employee ID # Employee Title Date of Hire Department No. Department Name: Department Head Supervisor Date of Incident Nature of Incident I am appealing the following disciplinary action (place an “X” in the appropriate box): Suspension without Pay ( ) Demotion ( ) Termination ( ) REASONS FOR THE ADMINISTRATIVE REVIEW INSTRUCTIONS: Please state exactly what happened to cause the disciplinary action, when it happened, who was involved and what policy, law, or contract clause you allegedly violated, and reason(s) you believe that the action taken against you by management was not justified (print or type): Note: You may attach additional documents or continue your written request on additional pages, but you must number and sign/date each additional page. Employee Signature: Date Received by (Human Resources Department): Human Resources Signature: Date All Rights Reserved – As approved by the Commission on 12-6-11 72 | P a g e Was request filed within five (5) workdays of receipt of the disciplinary action? Yes No If the employee’s administrative review request was not received by the Human Resources Director within five (5) working days of receipt of the disciplinary action, it is untimely and will not be processed. In this event, please sign below, copy and return the original of the appeal to the employee: Human Resources Department Date Original to employee Departmental file Human Resources employee file All Rights Reserved – As approved by the Commission on 12-6-11 73 | P a g e (NOTICE OF FINAL DECISIONS) (Form HR-ER VI) VIA CERTIFIED MAIL/RECEIPT REQUESTED Current Date: Employees Name: Street Address City, State, Zip Code RE: Final Decision: Dear Mr./Mrs./Ms: (Employees last Name) An administrative review was conducted on (Date) for violation of Augusta, Georgia Policies and Procedures: State violations as stated: After considering all of the facts, I am in agreement with the Department Director’s recommendation regarding the (Demotion, suspension, Termination) etc. In accordance with the policies and procedures of Augusta, Georgia this decision may be appealed in accordance with the procedures provided in the Employee Handbook. [Reference the sections in the handbook relevant to the type of decision rendered.] Sincerely, [Name], Human Resources Director cc: [Name], Administrator [Name], General Counsel [Department Director, Title] All Rights Reserved – As approved by the Commission on 12-6-11 74 | P a g e Table I Recommended Guidelines For Disciplinary Actions LEGEND: Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense IN-1 Disregard for or willful failure to follow the written instruction or direction of a supervisor or higher authority Insubordination W S/T T IN-2 Abusive verbal conduct directed at a supervisor within the employee’s chain- of-command. Insubordination W/S S/T T IN-3 Failure to work overtime, special hours, or special shifts or be on stand-by, as directed Insubordination W-S S/T T ND-1 Violation of any Augusta, Georgia, department or division rule or directive Neglect of Duty L W S T ND-2 Inability to perform up to accepted work standards Neglect of Duty L W S T ND-3 Habitual tardiness, unscheduled absence (six (6) or more in a 180 day period), absenteeism, and/or abuse of leave privileges Neglect of Duty L W S T ND-4 Willful neglect in performance of duties Neglect of Duty W/S S/T T ND-5 Job abandonment for 3 consecutive scheduled workdays, or 2 consecutive 24-hour shifts. Neglect of Duty S/T T ND-6 Leaving the assigned work area during regular working hours without permission or until relieved. Neglect of Duty L W S T ND-7 Absence without approved leave, including failure to call in or report an absence to a supervisor the day the absence begins. Neglect of Duty W S T ND-8 Being identified as “at fault” in an accident or collision by the Safety Review Committee while the operator of Augusta, Georgia vehicle or piece of equipment. Neglect of Duty See SRC Penalty Matrix See SRC Penalty Matrix See SRC Penalty Matrix L = Letter of Warning S = Suspension W = Written Reprimand T = Termination All Rights Reserved – As approved by the Commission on 12-6-11 75 | P a g e Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense ND-9 Failure to maintain licenses, certifications and/or other professional credentials required for employment or failure to notify appropriate Augusta, Georgia officials of their loss, suspension, or revocation. Neglect of Duty S/T T ND-10 Suspension or revocation of Driver License or Commercial Driver License (CDL) if it is required for the performance of job duties. Neglect of Duty W/S/T S/T T ND-11 Willful or negligent violation of a safety policy, which results in property/equipment damage or personal injury. Neglect of Duty W/S/T S/T T ND-12 Violating a safety rule or practice or any conduct which could endanger a co- worker or member of the public. Neglect of Duty W/S/T S/T T ND-13 Operating, or directing the operation, of an Augusta, Georgia vehicle or equipment without proper qualifications or supervision. Neglect of Duty W S T ND-14 Failure to immediately report any on- the-job accident to a supervisor or member of the chain-of-command. Neglect of Duty W S T ND-15 Failure to report to the Department a subpoena or request for information from a law firm that relates to Augusta, Georgia business. Neglect of Duty L W S T ND-16 Possession or sale of alcohol or illicit drugs on Augusta, Georgia property (including vehicles). Neglect of Duty T ND-17 Working under the influence of alcohol or illicit drugs. Neglect of Duty T ND-18 Violation of traffic laws while operating Augusta, Georgia vehicle, i.e. speeding, running traffic control device, failure to yield, etc. Neglect of Duty L W S T All Rights Reserved – As approved by the Commission on 12-6-11 76 | P a g e Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense ND-19 Motor Vehicle Record review with 10 points or more – impact on driving privileges Neglect of Duty T EV-1 Fraud, waste, and/or abuse of Augusta, Georgia property or time. Ethics Violation W/S/T S/T T EV-2 Falsification or misrepresentation of an official document or record. Ethics Violation W/S/T S/T T EV-3 Falsification or misrepresentation of any portion of a job application. Ethics Violation W/S/T S/T T EV-4 Violation of Augusta, Georgia policies relating to impartiality, use of public property, conflict of interest, disclosure or confidentiality. Ethics Violation W S T EV-5 Conviction of a felony, a misdemeanor conviction involving moral turpitude, or any misdemeanor while in the performance of Augusta, Georgia duties. Ethics Violation S/T T EV-6 Unauthorized possession of firearms, explosives, or weapons on Augusta property. Ethics Violation W/S/T S/T T EV-7 Unauthorized vending or solicitation on property or from Augusta, Georgia vehicle. Ethics Violation L W S T EV-8 Attempting to coerce or influence a member of the public, fellow employees, subordinates or supervisor with gifts, services, loans or other consideration OR receipt of a fee, gift, or valuable item when such is given or accepted in the expectation of receiving a favor or preferential treatment. Ethics Violation S T EV-9 Directing or permitting a subordinate to violate any rule, policy or regulation, whether explicit or condoned through inaction. Ethics Violation W/S S/T T All Rights Reserved – As approved by the Commission on 12-6-11 77 | P a g e Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense EV-10 Engaging in any employment, activity or enterprise which is illegal, incompatible, or in technical conflict with the employee’s duties and responsibilities as Augusta, Georgia employee. Ethics Violation S/T T EV-11 Engaged in outside employment activity while using sick leave, worker’s compensation leave, or catastrophic leave. Ethics Violation T EV-12 Intentional destruction, theft or unauthorized removal of Augusta, Georgia property or assets for personal use. Ethics Violation W/S/T S/T T EV-13 Intentional destruction, theft (including stealing time) or unauthorized removal, possession or use of Augusta, Georgia property, tools or equipment without consent. Ethics Violation W/S/T S/T T EV-14 Violation of Augusta, Georgia’s discrimination and/or unlawful harassment policies. Ethics Violation W/S/T S/T T EV-15 Gross misconduct to include, but not limited to, physical violence, threats of physical violence or engaging in offensive conduct or language toward the public, supervisory personnel, or fellow employees. Ethics Violation S/T EV-16 Membership in any organization that advocates the overthrow of the Government of the United States by force or violence. Ethics Violation T EV-17 Misconduct which undermines supervisory authority, productivity, or morale. Ethics Violation W S T EV-18 Off duty conduct (e.g. conviction of a felony) which reflects very unfavorably upon the image and ethical standards of Augusta, Georgia as an employer. Ethics Violation W/S/T S/T T WE-1 Violation of Augusta, Georgia Internet Use Policies (e.g. social media, pornographic sites, etc.) Work Ethics Violation W/S/T S/T T All Rights Reserved – As approved by the Commission on 12-6-11 78 | P a g e Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense WE-2 Violation of Augusta, Georgia Email Policies (e.g. Passing on inappropriate chain emails and non-work related content, etc.) and/or excessive personal email/web time. Work Ethics Violation W/S/T S/T T WE-3 Unauthorized use of Augusta, Georgia vehicles or equipment on or off-duty. Work Ethics Violation W S T Administrative Services Committee Meeting 2/28/2017 1:05 PM PPPM Department: Presenter:Commissioner Sammie Sias Caption:Motion to approve the recommended revisions to the Personnel Policy & Procedures Manual (PPPM), Chapter III, Grievances, Discipline, & Appeals. (Referred from February 21 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AGEDA ITEM REQUEST FORM Commission/Committee: (Please check one) _______ Commission _______ Public Services Committee _______ Administrative Services Committee _______ Engineering Services Committee _______ Finance Committee _______ Public Safety Committee Contact Information for Individual/Presenter Making the Request: Name: _________________________________________________________________ Address: _______________________________________________________________ Telephone Number: ______________________________________________________ Fax Number: ____________________________________________________________ E-Mail Address: _________________________________________________________ Caption/Topic of Discussion to be placed on the Agenda: ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Please send this request form to the following address: Ms. Lena J. Bonner Telephone umber: 706-821-1820 Clerk of Commission Fax umber: 706-821-1838 Room 806 Municipal Building E-Mail Address: lbonner@augustaga.gov 530 Greene Street Augusta, GA 30911 Requests may be faxed, e-mailed or delivered in person and must be received in the Clerk’s Office no later than 5:00 p.m. on the Wednesday preceding the Commission or Committee meeting of the following week. A five-minute time limit will be allowed for presentations. Commission meetings are held on the first and third Tuesdays of each month at 2:00 p.m. Committee meetings are held on the second and last Mondays of each month from 12:30 to 3:30 p.m. Resolution of Support FOR THE PUBLIC SUPPORT FROM THE AUGUSTA, GEORGIA ADMINISTRATIVE SERVICES COMMITTEE WHILE OPERATION TEAMMATE COORDINATES AND EXECUTES CHILDREN’S FOCUSED EVENTS THROUGHOUT AUGUSTA, GEORGIA IN CALENDAR YEAR 2017. WHEREAS, Operation Teammate is applying to the Augusta, Georgia Administrative Services Committee to show public support to Operation Teammate while supporting the children of military and first responder parents during times of family separation; and WHEREAS, Operation Teammate works with college and professional athletic organizations to have these children become honorary teammates during the family separation; and WHEREAS, Operation Teammate events are open to all branches of the military (National Guard, Reserve, and active duty), Veterans, wounded warriors, and a variety of first responder professionals; and WHEREAS, the preferred target audience for an Operation Teammate event is those school age children (ages 5-18) that have a U.S. Military or First Responder parent(s) away from home on duty, resulting in an extreme family separation; and WHEREAS, the 2017 Operation Teammate goal is to conduct at least one event per calendar year quarter throughout the Augusta, Georgia area, which would involve a variety of college and professional athletic organizations; and WHEREAS, Operation Teammate events consist of approximately 15-20 participating children, averaging a $500.00 financial obligation to satisfy the requirements to properly execute each event; and WHEREAS, an individual Operation Teammate event financial obligation consist of promotion material, admission/food vouchers, gear (shirts) for the participating children/parent(s), sports personality speakers fee, and Operation Teammate point of contact travel; and WHEREAS, activity options during an Operation Teammate athletic event could possibly include, meet/greet with the athletes, sports personality speeches, arena tours, pre-game/half-time recognition, post game pictures/autographs, and memorabilia presentations; and WHEREAS, Operation Teammate events are bonding experiences for families and promote a positive lifestyle that have lead to open dialogue between our children and the deployed parent, directly resulting in success of our mission; and WHEREAS, attendee’s engagement with athletic personalities at/during events further solidifies an event’s success, and our program’s mission is supported by overwhelming positive testimonial feedback from attending families; and WHEREAS, a direct parental testimonial is “The kids are always excited when they attend an Operation Teammate event, interacting with the athletes really sets a fantastic example.” D. Corman, USAF parent – 2016; and WHEREAS, the Board and Commissioners of Augusta, Georgia are knowledgeable of and are in agreement with the proposed public support. NOW, THEREFORE BE IT RESOLVED, that the Board and Commissioners of Augusta, Georgia does hereby: Support the submission of an application by Operation Teammate to the Augusta, Georgia Administrative Services Committee for the purpose of public support while Operation Teammate coordinates and executes children’s focused events throughout Augusta, Georgia in calendar year 2017. RESOLVED this 28th day of February, 2017. Augusta, Georgia Commission _________________________ Hardie Davis, Jr., Mayor c ro rHwtr ={lHoz ={Ftt H RB ={H RiaoKK,A\<z|}-( "+ {F< @r? F "{rfrr HK rfrrl> --{L+r-<l+t6 ,HH E i,Eo a.tr. Poa FD P otJrcoE tr l)|lo(+ 5,E 0D(+ P o(+ o oBoa soEtr.N 0D(+ FlooEa(+o {(D ()o 5o C)))io a-EoE oH) l-a))l .)- r+ 0DE 0DEa. lrlEa(+ Bo(a 15o PgoE 15 eD4o)(+O 0DV) l-r)oFoE soE o cD ==g =6s =EgEii EAe=.FO'5 Itloo,-iE = -XdEl:X ts€ 8 =or-oz 6-oorp.6, Hr$*A)OLo =dE(')-+rn=1i $.o J? Yo ooq6' o)f.o =C) oHN)(,1)ro! F- =oS{^e(aDlt eo Ea\oS..+ I N)ol.rUt N) a ooF €oo - -oxEoaC -loa -.+==o d 6dE alatC= =oq3o=(Dc +5ntn =' o)3EecLo) O+CtOJ-jj r+E3a(DOnt -o)€ X'=1Vlr, ltl3-qilq +'=)X ofi = o-o =(D-=p- 5=€ d8.* @ fvov J; .4) o-{o)' =x9uo-r@ =l.l N!P(O5(rl 00 e'g=\b ,-.oa 11 e.NilO=3 roi\l lO OtoIo=l- =.19dlo o)t:3ltrHolo * ='l= q OIJ 6+lq, o -. lFlfit8 =th 55eh'13t= *dl= sdlb s(4fo trral(D =:510 9alFJt-!-J,13d dIE il'l-(r)15N) I:I Yr- ld ii: >lF'ts oo lY crcUrj o.s;crq Xdq'OrJ Hfi E'c*Ea -O E.ElJOr F'(, o,u.+NO n @ Administrative Services Committee Meeting 2/28/2017 1:05 PM Resolution of Support Operation Teammate Department: Presenter:Mr. Timothy Montijoy Caption:Consider Resolution of Support - Operation Teammate. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: