HomeMy WebLinkAbout2017-09-12 Meeting Minutes Administrative Services Committee Meeting Commission Chamber - 9/12/2017
ATTENDANCE:
Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis
and D. Williams, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
ADMINISTRATIVE SERVICES
1. Approve proposal to allow Augusta to contract with Purchasing Power to
provide a payroll deduction based loan program as a benefit to Augusta GA.’s
employees utilizing a State of Georgia’s Entity Contract, which was approved
by the State to begin November 1, 2016 with four renewals. Also authorize the
Mayor to execute the contract on behalf of Augusta.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve doing a
sampling of the employees
to determine if there is a
need or desire for this
program, to determine the
cost, to ask the
Administrator to contact
some jursidictions who
have instituted the program
and to see what their
experience has been and to
come back in 30 days with
a report.
Motion Passes 4-0.
Commissioner
Dennis
Williams
Commissioner
Andrew
Jefferson
Passes
2. Update from the Administrator regarding the operations of the Augusta
Probation Services Department. (Requested by Commissioner Marion
Williams)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information.
Motion Passes 4-0.
Commissioner
Mary Davis
Commissioner
Andrew
Jefferson
Passes
3. Discuss the Lake Olmstead Stadium. (Requested by Commissioner Bill
Fennoy) (Referred from August 29 Administrative Services)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve
receiving this item as
information.
Motion Passes 4-0.
Commissioner
Andrew
Jefferson
Commissioner
Mary Davis Passes
4. Motion to approve the minutes of the Administrative Services Committee held
on August 29, 2017.
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
5. Authorize Submission of the 2017 Exhibit I Continuum of Care Application to
HUD and Grant the Mayor the Authority to Execute all Forms associated with
the Application, which also include, New and Renewal Applications,
Certifications, Agreements and Annual Progress Reports.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made
By
Seconded
By
Motion
Result
Unanimous consent is given to add
www.augustaga.gov
this item to the agenda.
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
Administrative Services Committee Meeting
9/12/2017 1:10 PM
Attendance 9/12/17
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
[please place on client letterhead]
Broker of Record Letter
[please insert current date]
Purchasing Power, LLC
1349 West Peachtree St. NW, Suite 1100
Atlanta, GA 30309
Dear Sir/Madam:
Please be advised that effective on [please insert date], the undersigned entity or organization
(the “Client”) has appointed [_____________________] (the “Broker”) to work with the Client
in the support, direction and vendor management for the services and employee purchase
program to be implemented and provided by Purchasing Power.
With this letter, Purchasing Power is authorized and directed to recognize the Broker as the
“Broker of Record” for the contract extended to cover the Client and Purchasing Power. In
addition, please be advised that the Client has agreed to direct the payment of all Purchasing
Power commissions to the Broker. This letter supersedes any previous appointments of authority
which may have been granted orally or in writing.
Please accept our sincere appreciation for the cooperation and courtesies that you will provide to
the Broker.
Sincerely,
[please insert full legal name of Client]
By: __________________________
Name: __________________________
Title: __________________________
DOAS/SPD Contract Utilization Notification
The Georgia Department of Administrative Services (DOAS) has competitively sourced and
awarded a contract to Purchasing Power, LLC to provide a voluntary Employee Purchase
Program to eligible employees for the purchase of consumer goods and services via payroll
deductions. The program is designed to permit eligible employees to shop and purchase
consumer goods and services that have been authorized as permissible under 2015 Georgia
House Bill 551 and paid for through qualified payroll deduction.
This contract currently covers all State Entities that pay their employees through the State’s
PeopleSoft Payroll system. Other governmental entities including but not limited to state
boards, bureaus, commissions, authorities, institutions such as colleges and universities and
political subdivisions that are approved via Supplier’s employer underwriting requirements
(including minimum employee requirements) have the option to establish a similar payroll
purchase program with the same catalog under the Department of Administrative Services’
awarded contract. All entities authorized to utilize this contract shall be referred to collectively
as Authorized Users.
Purchasing Power will extend the State’s 10% permanent employee discount “Promo Code” to
all Authorized Users that have a minimum of 10,000+ eligible employees. Any Authorized
Users that have less than 10,000 eligible employees will not receive such discount, but may
receive other lesser discounts or promotions from time to time.
Authorized Users must assume the responsibilities associated with their specific program
administration/implementation and payroll deduction obligations. Prior to implementing an
Employee Purchase Program, Authorized User agrees to:
Date:
Contract #:
Contract Description:
Employee Purchase Program
Supplier:
Purchasing Power, LLC
Submission Instructions:
1. Written notification of a State Entity’s intention to use the above reference contract
with the provisions set forth below should be submitted via email to the Issuing Officer
(designated below). This notification can be submitted as an email attachment.
Issuing Officer: Janet Pytelewski
Email Address: janet.pytelewski@doas.ga.gov
Contracting Entity Name: Georgia Department of Administrative Services
2. Purchasing Power and Authorized User accepts the following provisions by signing
below.
- Notify the Department of Administrative Services’ of its intention to establish a program
pursuant to this contract.
- Provide a legal notices contact to the Department of Administrative Services and to
Supplier for the purposes of receiving notices and information on any contract
amendments including contract renewals and extensions.
- Establish and document, in collaboration with the Supplier, Program employee eligibility
requirements, and coordinate with Supplier to implement the administration of payroll
deductions consistent with the Authorized User’s policies and payroll process.
- Provide Supplier with reasonable opportunities to communicate the Program to eligible
employees for the purpose of communicating, explaining, promoting and offering the
Program to such employees, which may include (a) an introductory message sent to
eligible employees via electronic mail, (b) maintaining a posting on relevant internal
websites/intranets, (c) enrollment message(s) during open enrollment periods, (d) direct
mail to eligible employees, and/or (e) other means of communicating with employees as
may be mutually agreed and approved by the Authorized User from time to time.
- Pre-approve all Supplier-developed materials/communications using the Authorized
User’s name and logo on any such communication.
- Provide annual feedback (when requested by DOAS) of Supplier’s performance.
Authorized User Acceptance
By (Authorized Signature)
Date Signed
Printed Name and Title of Person Signing
Email Address
Purchasing Power, LLC Acceptance
By (Authorized Signature)
Date Signed
Printed Name and Title of Person Signing
Email Address
Elizabeth Halkos, Chief Operating Officer
Ehalkos@Purchasingpower.com
June 8, 2017
Administrative Services Committee Meeting
9/12/2017 1:10 PM
APPROVAL OF PURCHASING POWER VENDOR
Department:Human Resources Department
Presenter:
Caption:Approve proposal to allow Augusta to contract with Purchasing
Power to provide a payroll deduction based loan program as a
benefit to Augusta GA.’s employees utilizing a State of Georgia’s
Entity Contract, which was approved by the State to begin
November 1, 2016 with four renewals. Also authorize the Mayor
to execute the contract on behalf of Augusta.
Background:The vendor, “Purchasing Power” presented their product to the
Mayor and Human Resources Director at a meeting on May 15th
2017. This product appears to provide those employees with
limited financial resources the ability to make emergency
purchases at a minimum of cost. The 45,000 products offered are
sold for an average of 13% above retail market through payroll
deductions. No interest is charged to the employee and there are
no late fees. The entire cost of the item is expected to be paid for
within 6 to 12 months through payroll deduction. The amount of
purchase averages 6% - 8% of the employee’s gross income in
order to control spending. This service prevents the employee
from having to use expensive payday loans and title loans whose
fees can add up and become difficult to pay off. The concept is to
provide a minimum of cost to the employee while providing them
with the ability to purchase without high interest credit cards and
loans.
Analysis:This program benefits low income employees who live from
check to check and have difficulties with purchasing for
emergencies. Items such as tires, auto repair, major appliances and
repairs. 40% of employees do not have at least $2000 in
emergency savings. 56% of Americans do not qualify for prime
credit. 58% are looking to their employers for more help in
achieving financial security through employee benefits. The cost
to the government in productivity is born out through studies that
show 37% of employees are spending , on average , 2 hours per
week dealing with personal finance issues. 70% of HR
professionals believe that financial stress has an impact on
employee work performance. The company, “Purchasing Power”
has over 260 clients from over 15 industries including the State of
Georgia. It has a 94% Client retention rate, has an A+ rating from
the Better Business Bureau and over 7.8 million customers in their
plans. 45% (1,095) of full time employees employed at Augusta,
GA. are earning below $35,000 of which 210 earn less than
$25,000 annually.
Financial Impact:There is no, or minimal (we may need to engage Superion to
create a program. It could be free, or it could cost up to $3,000)
additional financial impact to the government. The only cost to the
employee is an average mark-up of 13% above manufactures
suggested retail pricing on the products purchased. It is estimated
that the Finance department will spend two to four hours a month
to administer the payroll deductions.
Alternatives:Do not offer the program to the employees.
Recommendation:Allow the Administrator and Legal to prepare a contract for the
approval of the Commission.
Funds are Available
in the Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Administrative Services Committee Meeting
9/12/2017 1:10 PM
Augusta Probation Services
Department:
Presenter:
Caption:Update from the Administrator regarding the operations of the
Augusta Probation Services Department. (Requested by
Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
9/12/2017 1:10 PM
Lake Olmstead Stadium
Department:
Presenter:Commissioner Bill Fennoy
Caption:Discuss the Lake Olmstead Stadium. (Requested by
Commissioner Bill Fennoy) (Referred from August 29
Administrative Services)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting Commission Chamber - 8l2gl20l7
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chaifinan;
Jefferson, Chairman; Davis and D. Williams, members.
ADMINISTRATIVE SERVICES
1. Request Commission approval to purchase one non-CDL required dump truck ltem
for the Recreation Department. (Bid Item 17-188) Action:
Approved
Motions
f#:" Motion rext Made By
Motion to approve.
a -^.^_--_- Mr. M. Williams Commissioner CommissionerApprove abstains. Dennis williams Andrew Jefferson Passes
Motion Passes 3-0 -1.
2. Motion to accept as information the Housing and Community Development Item
Department's application for the National Endowment of the Arts "Our Town Action:FYl8" Grant cycle to increase citizen and visitor awareness and knowledgeof Approved
Mr. James Brown, a local historic musician, through the use of various artworks.
Motion
Result
Motion
Result
Passes
Motions
Motion Motion TextI ype
Motion to approve
a .-.-. _ _ receiving this itemADDTOVC- -rr- -'- information.
Motion Passes 4-0.
3. Award Eye Med (Combined
Mayor to execute the contract.
Seconded By
Made By Seconded By
as Commissioner Commissioner
Dennis Williams Mary Davis
Insurance) contract renewal and authorize the Item
Action:
Approved
4. Discuss (and receive as information) amending the20ll,2013, 2Ol4 and,2015 ltem
Action Plans to Re-program $152,095.00, and Revise the Scope of Work in Action:
Community Development Block Grant (CDBG) funds. Approved
Motions
ffit:"' Motion Text Made By
Motion to
^ approve.APProve Motion passes 4-
0.
Motions
Motion;-----' Motion TextI ype
Motion to approve this
item, allow for a 30-day
A -^-__.__-_ comment period andAPProve bring it back for final
approval on October 3.
Motion Passes 4-0.
seconded By Motion
Result
Commissioner Commissione.
Andrew Jefferson Mary Davis
t Pu""'
5. Discuss the hiring of a City of Augusta Community/Special Events Manager. Item
(Requested by commissioner Marion williams) Action:
Approved
Motions
Motion Motion Textr ype
Motion to approve
receiving this item as
a,-_-_.-_-_ information and continue CommissionerApprove this discussion during the Mary Davis
budget talks.
Motion Passes 4-0.
Discuss the Lake Olmstead Stadium. (Requested by Commissioner Bill ItemFennoy) Action:
Rescheduled
Motions
+^#:"" Motion rext
Made By
Commissioner
Andrew
Jefferson
Made By
seconded By fJ#i,'
Commissioner
Mary Davis Passes
seconded By f;XiI
CommissionerAndrew Passes
Jefferson
seconded By Motion
ResultMade By
Motion to refer thish ^ item to the next commissioner commissioner
L'CICT committee meeting. M;r;;;tr'-^ *?fl::,Motion Passes 4-0.
Made By
Commissioner
Andrew
Jefferson
Made By
Seconded By
Commissioner
Andrew
Jefferson
Passes
Motion
Result
Motion
Result
Passes
7. Motion to approve the minutes of the Administrative Services Committee held Item
on August 8,2017 . Action:
Approved
Motions
|;J:"' Motion Text Made By seconded By
Motion to
Approve ix3#;*ses 4- ::ilT#i'."rHi,", fiT##i'."#:i,", passes
0.
8. Discuss potential usage and ownership of the historic Penny & Savings Bank ltem
Building located on Laney-Walker Blvd. (Requested by Commissioner Action:
Marion Williams) approved
Motions
Motion;- --- Motion TextI VDC
Motion to approve
A -..-^_.^ receiving this item asl\DDrove information.
Motion Passes 4-0.
Commissioner
Mary Davis Passes
Seconded By Motion
Result
9. Presentation by Shameka Gilead regarding ban the box on job applications and Item
not knowing about the bonding letter. Action:
Approved
Motions
Motion Mofion Textr ype
Motion to approve
A .^_-^--^ receiving this item as CommissionerADDTOVC- -rr- - ' - information. Mary Davis
Motion Passes 4-0.
10. Update from the Administrator on the operations of the Augusta Probation Item
Services Department. (Requested by Commissioner Marion Williams) Action:
Approved
Motions
X:'1" Motion Text Made By seconded By Motion
I YPe ' '--- -r Result
Motion to approve
^ receiving this item as Commissioner CommissionerApprove information. Mary Davis Dennis williams Passes
Motion Passes 4-0.
11. Adopt resolution affirming Augusta as a What Works City and establishment Item
of Open DataPolicy in support of What Works City Initiative. (Requested by Action:
Mayor Hardie Davis, Jr.) (Referred from August 15 Commission meeting) Approved
Motions
[]:1" Motion Text Made By seconded By Motionlype - ----- -.' Result
Motion to
Approve il5,,",,1'i,"sses 4- fi:ilHiJi;"' ilT,H"r'."rHi,", passes
0.
www.auqustaga.qov
Administrative Services Committee Meeting
9/12/2017 1:10 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Administrative Services
Committee held on August 29, 2017.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
9/12/2017 1:10 PM
Continuum of Care Application
Department:Housing and Community Development
Presenter:Hawthorne E. Welcher, Jr.
Caption:Authorize Submission of the 2017 Exhibit I Continuum of Care
Application to HUD and Grant the Mayor the Authority to
Execute all Forms associated with the Application, which also
include, New and Renewal Applications, Certifications,
Agreements and Annual Progress Reports.
Background:Each year Housing & Community Development Department
apply to HUD for funding through the annual NOFA Continuum
of Care Homeless Assistance. These funds are used to support the
Homeless Information Management System (HMIS), Planning
Grant, administrative services, supplies and provide case
managementto partner agencies. These grants renew each year at
the same amount from October 1 to September 30 (HMIS –
$184,475), and October 1 to September 30 (Planning – $18,000).
Analysis:Approval will allow the city to continue comprehensive services
to the homeless population of Augusta-Richmond County.
Financial Impact:These are competitive grant funds received from HUD to the city
for continued operation of the Homeless Information Management
System (HMIS), Technical Assistance (TA) and services.
Alternatives:None recommended
Recommendation:Approve Submission of the CoC Application to HUD, and grant
the Mayor the Authority to Execute all forms associated with the
Application, which includes submission of: New and Renewal
Applications, Applications Certifications, Agreements and Annual
Progress Reports.
Funds are Available
in the Following Fund 221
Accounts:
REVIEWED AND APPROVED BY: