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2018-09-11 Meeting Minutes
Administrative Services Committee Meeting Commission Chamber - 9/11/2018 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; D. Williams, member. Absent: Hon. Hardie Davis, Jr., Mayor; Davis, member. ADMINISTRATIVE SERVICES 1. Authorize the submission of the 2018 Consolidated Application, Exhibit 2 Applications (both New and Renewal) and all supporting documentation for the Continuum of Care Application to The Department of Housing and Urban Development (HUD). Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Andrew Jefferson Commissioner Dennis Williams Passes 2. Award the contract for renovation and conversion of 1815 Marvin Griffin Road into additional space for Records Archives and office space for Mosquito Control to R. W. Allen and Associates in the amount of $1,142,700.00. Bid Item 18-198 Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Dennis Williams Commissioner Andrew Jefferson Passes 3. Motion to approve publication of the proposed budget allocations for the required 30-Day Public Comment Period and subsequent submission by Augusta Housing and Community Development of the FY2019 Annual Action Plan for the following programs funded by the U.S. Department of Housing and Urban Development (HUD): Community Development Block Grant (CDBG) Program, Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program, and the Housing Opportunities for Persons With AIDS (HOPWA) Program. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Andrew Jefferson Commissioner Dennis Williams Passes 4. Motion to approve the minutes of the Administrative Services Committee held on August 28, 2018. Item Action: Approved Motions Motion Type Motion Text Made By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Dennis Williams Commissioner Andrew Jefferson Passes 5. Presentation by Mr. Floyd Bennett regarding uncleaned ditch along side of his residence. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 3-0. Commissioner Andrew Jefferson Commissioner Dennis Williams Passes 6. Discuss salaries adjustments for Richmond County Juvenile Court employees who were not included in the recent compensation study. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve tasking the Administrator and the Human Resources Department to meet with Juvenile Court and other similarly situated departments to determine if the money they currently have in their budgets can be used to make appropriate salary adjustments for their employees. Motion Passes 3-0. Commissioner Andrew Jefferson Commissioner Dennis Williams Passes 7. Discuss recent squatter-situation on Gordon Highway and the lack of follow- through from city departments. (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 3-0. Commissioner Dennis Williams Commissioner Andrew Jefferson Passes www.augustaga.gov Administrative Services Committee Meeting 9/11/2018 1:20 PM Attendance 9/11/18 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 9/11/2018 1:20 PM 2018 Continuum of Care Application Department:Housing and Community Development Presenter:Hawthorne Welcher, Jr. Caption:Authorize the submission of the 2018 Consolidated Application, Exhibit 2 Applications (both New and Renewal) and all supporting documentation for the Continuum of Care Application to The Department of Housing and Urban Development (HUD). Background:Each year, Augusta Housing & Community Development Department applies to HUD through an annual Notice of Funding Availability (NOFA) for the Continuum of Care Programs. This application is not an Entitlement Grant but a competitive application process. These funds are used to support the Homeless Information Management System (HMIS), for administrative services, supplies and provide case management to our partnering agencies. This grant renews each year for the same time and amount, October 1st to September 30th (HMIS Program - $184,475). There are four (4) additional projects funded as a part of the Augusta, Georgia Continuum of Care (please see attachment). New project applications are anticipated for submission this year. Analysis:Approval will allow the City of Augusta to continue providing comprehensive services to the homeless population of Augusta- Richmond County. Financial Impact:These are additional grant funds awarded by HUD through a competitive application process to the City of Augusta for continued operation of the Homeless Information Management System (HMIS) and services. Currently, there are four (4) additional projects funded through this application: 1 Supportive Services Only, 1 Rapid Re-Housing, 1 Planning and 1 Permanent Supportive Housing Programs. 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, to include but not limited to: Submission of the Consolidated Community Application, Priority Listing Exhibit 2 Applications, Certifications, Conditional Award Technical Submission Applications, New and Renewal Grant Agreements and Annual Progress Reports (APR). Funds are Available in the Following Accounts: Not Applicable. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission DN DN RE F . DN DN DN KM ARCHITECTS, INC. This document is property of 2KM Architects, Inc. The unauthorized reproduction, copying, or otherwise use of this document is strictly prohibited and any infringement thereupon may be subject to legal action Copyright © 2017, 2KM Architects, Inc. Date Description Invitation to Bid Sealed bids will be received at this office until Thursday, May 10, 2018 @ 11:00 a.m. for furnishing: Bid Item #18-198 Renovate Building for Mixed Use to Include Records Retention – 1815 Marvin Griffin Road for Augusta, Georgia – Central Services Department – Facilities Maintenance Division Bid documents may be examined at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime contractors, subcontractors and suppliers exclusively from ARC. The fees for the plans and specifications which are non-refundable are $185.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.e-arc.com) at no charge through ARC Southern (706 821-0405) beginning Thursday, March 29, 2018. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid Conference will be held on Tuesday, April 24, 2018 @10:00 a.m. in the Procurement Department, 535 Telfair Street, Room 605. 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 Thursday, April 26, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. No proposal may be withdrawn for a period of sixty (60) days after bids have been opened, pending the execution of contract with the successful bidder. A 10 % Bid Bond is required. A 100% performance bond and a 100% payment bond will be required for award. 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 March 29 April 5, 12, 19, 2018 Metro Courier March 29, 2018 Revised: 2/2/2016 OFFICIAL Vendors Attach. "B"E-Verify SAVE Form Add. 1 Bid Bond Bid Price Alternate 1 Compliance Review 10% Larry Pittman & Associates 1249 Gordon Park Rd Augusta. GA 30901 SMC 4308 Evans to Loak Rd Evans, GA 30809 JH Cleveland P. O. Box 142 Evans, GA 30809 UG Contracting 1065 Big Shanty Rd. Suite 200 Kennesaw, GA 30144 Yes 1297403 Yes Yes Yes $1,775,000.00 $18,000.00 YES Tyler Construction 1456 Edgefield Rd Noth Augusta, SC 29860 RW Allen 1015 Broad St. Augusta, GA 30901 Yes 1188595 Yes Yes Yes $1,137,700.00 $5,000.00 YES RD Brown 410 Carolina Spring Rd North Augusta, SC 29841 Heavener & Associates P. O. Box 14129 Augusta, GA 30919 Yes 245503 Yes Yes Yes $1,506,000.00 $5,000.00 Non- Compliant Contract Management 1827 Killingsworth Rd Augusta, GA 30904 Viking Engineer & Construction 118 Malone St Sandersville, GA 31082 Cook General Contracting 3120 Frontage Rd Gainesville, GA Total Number Specifications Mailed Out: 24 Total Number Specifications Download (Demandstar): 4 Total Electronic Notifications (Demandstar): 337 Total Number Specifications Mailed to Local Vendors: 15 Mandatory Pre-Bid Conference Attendees: 16 Total Packages Submitted: 3 Total Noncompliant: 2 Bid Item #18-198 Renovate Building for Mixed Use to Include Records Retention - 1815 Marvin Griffin Road for Augusta, GA - Central Services Department- Facilities Maintenance Division Bid Date: Thursday, May 10, 2018 @ 11:00 a.m. Page 1 of 1 Administrative Services Committee Meeting 9/11/2018 1:20 PM Award Contract for Records Retention Annex Department:Central Services - Facilities Presenter:Takiyah A. Douse Caption:Award the contract for renovation and conversion of 1815 Marvin Griffin Road into additional space for Records Archives and office space for Mosquito Control to R. W. Allen and Associates in the amount of $1,142,700.00. Bid Item 18-198 Background:SPLOST 7 funding provides for additional space for document archives required under the Georgia Records Retention Schedule. In 2017, the Augusta Commission approved contracting with 2KM Architects of Augusta to prepare the necessary construction documents to renovate the building at 1815 Marvin Griffin Road for this purpose. Space is also allocated to house staff for the Mosquito Control Program now operating under the direction of the Augusta Engineering Department. Analysis:Bids were received for the referenced project on May 10, 2018. The lowest compliant bid was submitted by R. W. Allen and Associates of Augusta, Georgia, in the amount of $1,142,700.00. This includes the base bid of $1,137,700.00, and Add Alternate 1, in the amount of $5,000.00, for removal of remaining physical items within the building. Financial Impact:The contract amount is $1,142,700.00 Alternatives:1. Award the contract for renovation and conversion of 1815 Marvin Griffin Road into additional space for Records Archives and office space for Mosquito Control to R. W. Allen and Associates in the amount of $1,142,700.00. 2. Do not award Recommendation:Award the contract for renovation and conversion of 1815 Marvin Griffin Road into additional space for Records Archives and office space for Mosquito Control to R. W. Allen and Associates in the amount of $1,142,700.00. Funds are Available in the Following Accounts: This project is funded through SPLOST 7. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Action Ministries $20,000.00 Augusta Mini Theatre $40,000.00 CSRA Business League $20,000.00 CSRA EOA - M. Barnes Homeless Resource Center $29,400.00 MACH Academy $30,000.00 Salvation Army Augusta Area Command - Skills Training $22,800.00 United Way of the CSRA - VISTA Program $20,160.00 CSRA EOA - Sibley Street Permanent Housing $41,550.00 Public Facility $46,334.00 Permanent Supportive Housing Project $25,000 Housing Rehabilitation $675,000 Affordable Housing Creation $83,190 Activity Delivery Costs $75,000 3.90% Special Economic Development $140,000 Workforce Development $70,000 Facade Program $100,000 Business Development-Loans and Guarantees $100,000 Planning & Entitlement Grants Administration $359,609 Fair Housing $25,000 Community Development Block Grant -Housing Development Programs (44.63%) Community Development Block Grant - Public Facility Budget (2.41%) Total Proposed Funding for Public Facilities $46,334.00 2.41% 4.33% Total Proposed Funding for Housing Development Programs 7.28% 3.64% Total CDBG Funding Proposed for Program Activities $1,923,043 $858,190 Community Development Block Grant - Economic Development Programs (21.32%) 1.30% 5.20% Community Development Block Grant - Planning & Grants Administration (20.00%) 18.70% Total Proposed Funding for Planning & Grants Administration $384,609 2.08% 1.04% 1.53% 5.20% 1.30% 35.10% 2019 One Year Action Plan - Program Allocations Summary Community Development Block Grant - Poverty Reduction Programs (9.5%) Total Proposed funding for Poverty Reduction Programs $182,360.00 Total Proposed Funding for Economic Development Activities $410,000 Community Development Block Grant - Special Purpose Programs (2.16%) Total Proposed funding for Special Purpose Programs $41,550.00 Community Development Block Grant - Public Service Budget (11.66%) Total Proposed Funding for Public Services $223,910.00 1.04% 2.16% 1.56% 1.19% 1.05% HCD_ FY18 Annual Action Plan Page 1 Housing Redevelopment Initiative $720,676 Homeowner Assistance Program $200,000 Community Housing Development Organization: Projects $184,135 HOME Program Administration $122,757 CSRA EOA - Homeless Prevention $17,343 SAFEHOMES - Rapid Rehousing $25,000 Action Ministries $50,000 Salvation Army $20,000 Safe Homes $25,000 ESG Administration $11,136 HOPWA Services $545,387 HOPWA Housing $482,534 HOPWA Program Administration $31,791 $1,227,568 15.00% 12.37% 16.29% Total Proposed Funding for Planning & Grants Administration $122,757 HOME Investment Partnership Grant - Housing Development (90%) Total Proposed Funding for Housing Development $1,104,811 58.71% $1,059,712 45.53% Total HOPWA Proposed for Program Activities $1,027,921 51.47% Emergency Solutions Grant - Rapid Rehousing and Homelessness Prevention (51.5%) Total Street Outreach/Shelter Operations $45,000 Total Street Outreach/Shelter Operations $92,343 11.68% 16.84% 33.67% Total HOME Funding Proposed for Housing Development HOME Investment Partnership Grant - Program Administration (10% cap) TOTAL PROPOSED 2017 ONE YEAR ACTION PLAN BUDGET $4,312,468 Emergency Solutions Grant - Shelter Operations (42%) 13.47% 16.84% 7.50% Housing Opportunities for Persons with AIDS Grant - Program Administration (3% cap) Total HOPWA Funding Proposed for Housing and Services Total Proposed Funding for ESG Admin $11,136 Total ESG Funding Proposed for Homeless Services $148,479 Emergency Solutions Grant - Program Administration (7.5% cap) Housing Opportunities for Persons with AIDS Grant - Program Activities (97%) 3.00% HCD_ FY18 Annual Action Plan Page 2 HCD Annual Action Plan FY2019 FY2019 Enclosed are the brief narrative descriptions of the Activities and Projects proposed for funding under the City of Augusta’s Projected Allocations of HUD Funding for FY2019 Summary of FY19 Activity Funding Recommendations Page 1 of 10 CDBG Funding Recommendation Process Augusta Housing and Community Development (AHCD) utilizes a three-tier review process to determine the agencies / entities that are recommended for funding under the Department’s Annual Action Plan process for competitively awarded HUD grants under Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG) and Housing Opportunities for Persons with AIDS (HOPWA). Tier I: Eligibility Review (Submission Deadline and Basic Qualifications to Establish an Applicant as Eligible for AHCD’s HUD Funding programs) On-Line Application Submission • Mandatory Application Workshop • Must be present at workshop to move towards Application Phase • AHCD Application On-Line • First Day online (day after Mandatory Application Workshop) • 90-Day Timeline for Completion • Submission Deadline (5:00 PM) Tier II: Pre-Qualification Threshold Requirements 1. Copy of IRS 501©(3) Form Must have attained status for at least 12 months, Or Have 12 months experience, operating under another organization or entity that has this designation, Or be a governmental entity proposing to serve Augusta, GA residents. 2. Georgia Secretary of State Certification & License (if applicable) Applicant must be registered/licensed to do business in the State of Georgia at the time of application 3. Audit or Financial Statements Applicant must provide a financial statement covering the past 12-month period 4. Written Financial Management Procedures Applicant must submit copy of written financial management procedures (re: tracking cash/receipts/disbursements, budgeting, purchasing/procurement & program income) Tier III: Individual Staff Review and Scoring and Team Review and Scoring The criteria used at both the Individual and Team Review levels for scoring eligible applications are as follows: Application Evaluation (100 points total) 1. Low Income Emphasis (25 points max.) Extent to which the project proposes to serve a higher % of low to moderate income persons than is required by HUD. 2. High Priority Need(s) in Year 2015-2019 Consolidated Plan (15 points max.) Extent the project addresses needs identified as “High Priority” in the 5-Year Consolidated Plan Page 2 of 10 3. Leveraging and Quality of Program Design (20 points max.) Extent to which other funds & volunteer labor has been committed to the proposed activity 4. Operational Capability and Experience (20 points max.) Applicant’s ability to develop and carry out the proposed project in a reasonable time and successful manner 5. Financial Capability and Experience (20 points max.) Applicant’s capability to handle financial resources and follow procedures for effective control Funding Recommendations – CDBG: Funds are awarded to applicants that passed Tier I and Tier II criteria and achieved a minimum score of 70 (on the 100-point scale described above). Scores are then adjusted so that the highest score of eligible applications is curved to 100% to allow for prorated funding level recommendations (i.e. the highest scoring CDBG application in FY2019 scored 88, so a 12-point curve was applied to all recommended applications). Funding levels are then determined by the following steps: The available funding (15% of the total CDBG Allocation of $1,649,350, or $265,200) was divided by the number of eligible applicants (11) to derive a baseline allocation (i.e. $265,200 divided by 11 Applicants is approximately $24,000 each). With this $24,000 baseline, applicants are then recommended for funding at the % of this baseline that is commiserate with their curved application score (i.e. curved score of 100=$24,000, curved score of 80 = $19,200). Funding Recommendations – ESG: Funds are divided by HUD Regulation into two broad categories, Rapid Rehousing / Homelessness Prevention and Shelter Operations / Street Outreach. The strategic desire of the City of Augusta’s Consolidated Plan calls for approximately 50% of our annual ESG allocation to go toward the Rapid Rehousing / Homelessness Prevention category. Based on the applications received, the FY2019 Allocation Recommendations include a proposed 49.7% allocation to Rapid Rehousing / Homelessness Prevention and 42.8%allocaiton to Shelter Services. Funds within these categories are then divided evenly among the eligible applications recommended for funding. Housing Opportunities for Persons with AIDS (HOPWA) 2019 Application review Process. Funding Recommendations – HOPWA Each application reviewed by 3 individuals (Housing Coordinator, Housing Manager & Deputy Director) A score of 70 is required for funding (70=100%) All scores averaged and percentage computed based on a score of 70=100% Funding recommendation based on application amount x average percentage Internal control of no more than $500,000 for all funding years implemented Final funding recommendation based on the full initial funding recommendation or partial funding to meet internal control requirement (Example shown on next page) Page 3 of 10 Examples: Organization A Organization B Organization C Raw Scores 75 44 72 60 58 34 82 79 27 Average Score = Raw Total/3 63.667 50.6 62.67 Average Percentage = Avg. Score/70 90.95% 72.38% 89.5% Funding Request $244,648.00 $214,072.00 $277,858.00 Initial Recommendation = Funding Request x Avg. % $222,513.00 $154,947.00 $203,897.00 Current Funds Available $307,000.00 $500,000.00 $125,000.000 Internal Control Difference = 500k – Available Funds $193,000.00 $0.00 $375,000.00 Final Funding Recommendation $193,000.00 $0.00 $203,897.00 Page 4 of 10 Community Development Block Grant - Poverty Reduction Programs Applicant Agency Funding Request Funding Recommendation Action Ministries $20,000.00 $20,000.00 Funding will be used to support Permanent Supportive Housing, which provides onsite resident services and Shelter Plus Care services to up to 13 Homeless individuals who reside at Maxwell House Apartments. This grant will cover administrative and management activities. The program includes intensive case management, life skills training, job readiness training, and health care resources. Funding will cover staff salary, fringe benefits and some program materials and supplies. Augusta Mini Theatre $50,000.00 $40,000.00 Funding will be used to support the Artistic Instruction program to include piano, dance, and drama for low income youths and senior citizens. Augusta Mini Theatre reaches low to moderate low-income children and youth starting at age 6 and also to senior citizens. Funding will assist with the salaries for instructors. CSRA Business League $20,000.00 $20,000.00 The Youth Entrepreneur program will target low and moderate income youth in the Laney - Walker and Bethlehem Community, who have the desire and mental attitude to become business owners. The Youth Entrepreneur Program will focus on enhancing the quality of life of those students participating in the program by developing the skills needed to become successful in their endeavors, either while in the program or later in their chosen vocations. CSRA EOA - M. Barnes Homeless Resource Center $19,400.00 $29,400.00 Centralized Intake and Assessment Center - provide intake and assessment services for homeless families and individuals in order to connect them with services to assist them out of homelessness. Funding will assist with the salary for Case Management Staff. MACH Academy $30,000.00 $30,000.00 Stimulation for Your Mind and Body – will provide academic intervention, STEM sessions, technology, recreation and pro-social enrichment in a safe and positive environment. The funding supports cost related to projects that provides afterschool and summer camp through education that include mentoring, tutoring, academic support services, intervention, technology, recreation and pre-social enrichment in a safe and positive environment and tennis instructions. This project’s funding will support Materials/Supplies, Insurance Bonding, Audit, Contract Staff. The Salvation Army - Augusta Area Command $30,000.00 $30,000.00 The funding will be used to support cost of agency’s Center of Hope Job Skills – Provide life skills, employment training program, 3 months free. Funding will cover a portion of program supplies, salaries, utilities and training materials Page 5 of 10 United Way of the CSRA – VISTA Program $32,024.00 $32,024.00 Stimulation for Your Mind and Body – will provide academic intervention, STEM sessions, technology, recreation and pro-social enrichment in a safe and positive environment. The funding supports cost related to projects that provides afterschool and summer camp through education that include mentoring, tutoring, academic support services, intervention, technology, recreation and pre-social enrichment in a safe and positive environment and tennis instructions. This project’s funding will support Materials/Supplies, Insurance Bonding, Audit, Contract Staff. Community Development Block Grant – Special Purpose CSRA EOA – Sibley Street Permanent Supportive Housing (Support Services) $41,550.00 $41,550.00 Permanent Supportive Housing provides onsite resident services and Shelter Plus Care services to up to 7 Homeless families who reside at Sibley Street residences. This grant will cover administrative and management activities. The program includes intensive case management, life skills training, job readiness training, and health care resources. Public Facility Renovation $46,334.00 $46,334.00 Funding allocation to support the development and / or renovation of a community based facility meant to address the special needs population of local low to moderate income residents of the community (i.e. day shelter services, workforce development / job training, etc.). Community Development Block Grant – Housing Development Programs Permanent Supportive Housing Project $25,000.00 Leverage funding to support partnered development of additional units of Permanent Supportive Housing to address the needs of the Chronically Homeless in the community. Housing Rehabilitation $675,000.00 Provide minor home improvements for income-eligible homeowners to correct health and safety concerns and/or interior deteriorations to meet minimum Housing Quality Standards (HQS) and local Code Compliance. Affordable Housing Creation $83,190 Phase II development of affordable housing for homeless Veterans Activity Delivery Costs $75,000.00 Allocation for staffing costs related to the delivery of activities in this Action Plan. Page 6 of 10 Community Development Block Grant – Economic Development Programs Special Economic Development $140,000.00 Assisting local Businesses via assessing existing conditions and local resources and marketing of Abandoned or Prime Real Estate Locations within low-mod area which would bring employment opportunities to low and moderate income residents estimates to assist, at a minimum, 2 businesses and create 5 FTE jobs for low and/or moderate income persons in Augusta-Richmond County. Workforce Development $70,000.00 Partnership with City of Augusta License and Inspection Division to afford income eligible business owners a grant for payment of Business License fees. Partnership with local Unions (i.e. Plumbers, Steamfitters Union of the CSRA and IBEW@ Local Union 1579, etc.) to afford income eligible apprentices a grant for fees for certification and licensing. Additional funding, contingent on grant availability, may be awarded for tools and equipment in some trades. FAÇADE Grant Program $100,000.00 Businesses located in targeted Economic Development Areas may apply for funds for specified exterior building improvements including lighting, signage or awnings, murals and art. Businesses must adhere to certain design guidelines and have all the necessary approvals to be eligible. Business Development Loans and Guarantees $100,000.00 The funding will assist new and existing small businesses to create and/or retain jobs for low and moderate income persons. Community Development Block Grant – Planning and Grants Administration Planning and Entitlements Grants Administration $305,179 .00 The funds are used for the general administration of the Augusta Housing & Community Development Departments of the CDBG Program. Fair Housing $54,691.00 This funding will be used for educational outreach activities to educate the public about Fair Housing Law and rights of citizens. Fair Housing outreach materials will continue to be disseminated to different entities such as housing counseling agencies throughout the city. Additional funding has been allocated in the FY18 Proposed Allocation Budget to cover the City of Augusta’s anticipated costs on the HUD mandated Affirmatively Furthering Fair Housing study that must be completed in advance of the City’s next Consolidated Plan submission. Page 7 of 10 HOME Investment Partnership Housing Redevelopment Initiative $720,676.00 The funding will be used to support costs related to acquisition, clearance demolition and construction of affordable housing in low income neighborhoods. Homeowner Assistance Program $200,000.00 The funding will be used to support the continuation for the City’s Down Payment Assistance Program. Down payment assistance and closing costs will be subsidized for purchase of affordable houses for first-time homebuyers. CHDO: Projects $184,135.00 The funds are reserved for capacity-building and project development by CHDOs involved in affordable housing development projects. This amount represents a 15% set-aside of HOME funds. HOME Administration $122,757.00 These funds will be used to pay for general administration of HOME Program. Emergency Solutions Grant – Rapid Rehousing and Homelessness Prevention CSRA Economic Opportunity Authority, Inc. $25,000.00 Funding will be used for the provision of homelessness prevention services to persons referred through the community’s Homeless Resource Center (single individuals and families). Program funding will cover case management, supplies, rental and utilities assistance. SAFEHOMES Domestic Violence Shelter $25,000.00 Funding will be used for the provision of Rapid Rehousing services to victims of Domestic Violence, both referred through the community’s Homeless Resource Center, through law enforcement and self-referral. Program funding will cover case management, supplies, rental and utilities assistance. Action Ministries $25,000.00 Funding will be used for the provision of Rapid Rehousing services to persons referred through the community’s Homeless Resource Center (single individuals and families). Program funding will cover case management, supplies, rental and utilities assistance. Page 8 of 10 Emergency Solutions Grant – Emergency Shelter Operations Salvation Army Center of Hope $32,280.00 Funding will be used for the Center of Hope program to provide residential meals and emergency shelter for 110 Single homeless men, women, children and make available an evening soup line for anyone in need. SAFEHOMES Domestic Violence Shelter $32,281.00 Funding will be used to provide Emergency Shelter/safe haven for women – victim of domestic violence. The program funding will assist with homelessness prevention activities, housing relocation and stabilization services. ESG Administration $11,315.00 This funding will be used by AHCDD to administer the ESG program. Housing Opportunities for Persons with AIDS HOPWA Services $1,027,199.00 Funding will provide assistance to low income HIV+ individuals and their family members living with HIV/AIDS. Provide TBRA, STRMU, support services, Permanent Housing Placement, community residence development and housing referrals to improve the quality of life for all participants. Administration $31,769.00 This funding will be used by AHCDD to administer the HOPWA program. Page 9 of 10 Applications Not Recommended for Funding – CDBG Applicant Agency Proposed Activity Reason for Non- Recommendation Jessye Norman School of the Arts Arts education program. Application did not meet minimum score threshold in review. Applicant failed to demonstrate how proposed program offered economic uplift of program participants. Outcome measurement and sustainability of client outcomes was not addressed in application. Kids Restart Parenting classes and support groups aimed at assisting with family reunification related to domestic violence, substance abuse and other family-related traumas. Application did not meet minimum score threshold in review. Boys and Girls Club of the CSRA Returning Applicant that failed to propose a quantifiable increase in service compared to previous year’s awarded project(s). Applicant did not demonstrate Section C1 requirement for providing program’s Best Practices model. Applicant did not demonstrate client sustainability metrics in application to represent how follow-ups are conducted with clients. Grant West Financial literacy / management classes; Nutrition classes; Hygiene, Sexual Health, Dental and Vision Care information sessions: To emphasize the importance of regular check-ups and options for payment if services are Application did not meet minimum score threshold in review. Applicant failed to address a City Priority from the current Consolidated Plan. Applicant failed to provide methodology for Outcome measurement to track impact of proposed program. Page 10 of 10 needed; Skills assessment: ; Career inventory; Entrepreneurship Education; Self Esteem Workshops; ; Resume Writing, etc. Applications Not Recommended for Funding – ESG Applicant Agency Proposed Activity Reason for Non- Recommendation Salvation Army Funding for the provision of Rapid Rehousing services to persons referred through the community’s Homeless Resource Center (individuals and families). Program funding to cover case management, supplies, rental and utilities assistance. Application did not meet minimum score threshold in review. Applicant did not demonstrate mandatory partnership with Community’s Coordinated Entry process; program design described clients selected from in-house program. Applicant failed to demonstrate required $1: $1 Match as required by HUD regulation. United Way of the CSRA Funding for the provision of Homelessness prevention services. Program funding will cover case management, supplies, rental and utilities assistance. Application did not meet minimum score threshold in review. Applicant’s budget was incomplete / inaccurate and thus not realistic. Applicant failed to address mandatory partnership with Community’s Coordinated Entry process. Administrative Services Committee Meeting 9/11/2018 1:20 PM FY2019 Annual Action Plan Department:Housing and Community Development Presenter:Hawthorne Welcher, Jr. Caption:Motion to approve publication of the proposed budget allocations for the required 30-Day Public Comment Period and subsequent submission by Augusta Housing and Community Development of the FY2019 Annual Action Plan for the following programs funded by the U.S. Department of Housing and Urban Development (HUD): Community Development Block Grant (CDBG) Program, Home Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG) Program, and the Housing Opportunities for Persons With AIDS (HOPWA) Program. Background:In order to fulfill statutory and regulatory requirements mandated by the U.S. Department of Housing and Urban Development with regard to the FY2019 Annual Action Plan, the City of Augusta, Georgia is required to make available for public comment the FY2019 Annual Action Plan that provides the jurisdiction an opportunity to review the City of Augusta's Housing and Community Development Department's local strategy to address needs in the area's of community development, economic development, affordable housing and homelessness. Below is a listing of the projected allocations and projected Program Income: Program Estimated Allocations ($'s)/Estimated Program Income($'s) CDBG - $1,723,043/ $200,000, HOME - $992,568/$235,000, HOPWA - $1,058,968/ $0, ESG - $148,479/$0 Total Allocation: $3,923,058, Total Program Income: $435,000 Total Allocation + Total Program Income: $4,358,058. In compliance with the U.S. Department of Housing and Urban Development regulatory requirements, each annual update to the Consolidated Plan in the form of an Annual Action Plan must be presented to the public for a 30-day comment period. Analysis:If approved by the Augusta-Richmond County Commission, the Housing and Community Development Department will be capable of funding these projects in accordance with the submission of the FY2019 Annual Action Plan to the U.S. Department of Housing and Urban Development (HUD). After the 30-day public comment period, HCD will come before Commission for final approval ahead of HUD's Statutory Submission Deadline of 11/15/18. HUD will determine the City's final budget allocations based on congressional approval. This typically happens in the months of June or July each year. After HUD provides us with the final allocation, they will request resubmission during Calendar Year 2019 of final projects. At that time, the Commission will have the opportunity to revise, if you deem a revision necessary or appropriate. Financial Impact:If approved by the Augusta-Richmond County Commission, the FY2019 Annual Action Plan will allow for the Housing and Community Development Department to continue to provide funding for needed services and housing projects for low-to- moderate-income households throughout the City of Augusta, Georgia. Alternatives:None recommended. Recommendation:Approve publication of the proposed budget allocations for the required 30-Day Public Comment Period and subsequent submission by Augusta Housing and Community Development of the FY2019 Annual Action Plan. Funds are Available in the Following Accounts: Not applicable REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - Sl28l20l1 ATTENDAI\CE: Present: Hons. Hardie Davis, Jr., Mayor; M. williams, chairman; Jefferson, vice chairman; Davis and D. williams, members. ADMINISTRATTVE SERVICES 1. Approve the request from the Richmond County SherifPs Office for the Item purchase of two crime scene vehicles. Bid Item #lg-lg6 Action: Approved Motions Motion Motion Textr ype Motion to Approve approve. Motion Passes 4-0. Made By Seconded By 2. The Central Services Department-Fleet Management Division requests the Item purchase of Bid Item #18-226: one (l) l5-Passenger Cutaway Bus and Bid Action: #18-229 Engineering Department requests the purchase of one (l) F-350 Approved Pickup Truck Commissioner Commissioner Andrew Jefferson Mary Davis Passes Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 4-0. Made By Seconded By Commissioner Commissioner Andrew Jefferson Mary Davis Motion Result Motion Result Passes Library.3. Discuss the matter regarding the proposed sale of the Wallace Branch (Requested by Commissioner Marion Williams) Item Action: Approved Motions Motion Motion Text'rype Motion to approve a.-.-._-___ receiving this item asADDTOVE"rr'- ' - information. Motion Passes 4-0. Motions f#:" Motion rext Motions f#:" Motion rext Motions f#:'" Motion rext Approve seconded By Motion Result Commissioner Commissioner Made By Dennis Williams Made By Made By Andrew Jefferson Passes Motion Result Passes 4. Discuss/approve Commission support of designating the Lake Olmstead Item Stadium property as an approved site for a city Amphitheater. (Requested by Action: Commissioner Andrew Jefferson) Approved 5. Motion to consider establishing a Greater Augusta Joint Development Item Authority between Augusta Richmond County, Burke County, and Action: Columbia County. (Requested by Commissioner Sammie Sias) Rescheduled Motion to approve. Commissioner Approve Ms. Davis votes No. Andrew Motion Passes 3-1. Jefferson seconded By Hiil Commissioner Dennis williams Passes Seconded By f;'i CommissionerM6il;i;^-^ Passes Motion to refer this item to the full CommissionerDefer Commission with no Andrew recommendation. Jefferson Motion Passes 4-0. 6. Motion to approve the minutes of the Administrative Services Committee held Item on August 14,2018. Action: Approved Made By Commissioner Commissioner Andrew Jefferson Mary Davis Motion to approve. Motion Passes 4-0. www.augustaga.gov Administrative Services Committee Meeting 9/11/2018 1:20 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on August 28, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AGENDA ITEM REQUEST FORM Commission meetings: First and third Tuesdays of each month - 2:00 p.m. Committee meetings: Second and last Tuesdays of each month - l:00 p.m. Commission/C ommittee : Commission (Please check one and insert meeting date) Public Safety Committee Public Services Committee Administrative Services Committee Engineering Services Committee Finance Committee Contact Information for IndividuaUPresenter Making the Request: Name: Address: Telephone Number: Fax Number: E-Mail Address: Caption/Topic of Discussion to be placed on the Agenda:t Date of Meeting Date of Meeting Date of Meeting Date of Meeting Date of Meeting Date of Meeting Please send this request form to the following address: Ms. Lena J. Bonner Clerk of Commission Suite 220 Municipal Building 535 Telfair Street Augusta, GA 30901 Telephone Number: 7 06-821-1820 Fax Number: 70G821-1838 E-Mail Address: nmorawski@augustaga.gov 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 meeting and 5:00 p.m. on the Tuesday preceding the Committee meeting of the following week. A five- minute time limit will be allowed for presentations. Administrative Services Committee Meeting 9/11/2018 1:20 PM Mr. Floyd Bennett Department: Presenter:Mr. Floyd Bennett Caption:Presentation by Mr. Floyd Bennett regarding uncleaned ditch along side of his residence. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 9/11/2018 1:20 PM Richmond County Court Salaries Adjustments Department: Presenter: Caption:Discuss salaries adjustments for Richmond County Juvenile Court employees who were not included in the recent compensation study. (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 9/11/2018 1:20 PM squatter-situation on Gordon Highway Department: Presenter:Commissioner Marion Williams Caption:Discuss recent squatter-situation on Gordon Highway and the lack of follow-through from city departments. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: