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2018-10-30 Meeting Minutes
Administrative Services Committee Meeting Commission Chamber - 10/30/2018 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. ADMINISTRATIVE SERVICES 1. The Recreation Department requests the purchase of one new Backhoe Loader. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Ms. Davis out. Motion Passes 3-0. Commissioner Andrew Jefferson Commissioner Dennis Williams Passes 2. The Utilities Department-Fort Gordon Division requests the purchase of one new mini tracked loader. Ditch Witch of GA - Bid Item 18-251 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 Andrew Jefferson Passes 3. Amend the current Healthstat contract to include replacing the need for an Occupational Medical Doctor position with a Nurse Practitioner position. Item Action: Approved Motions Motion Text Made By Seconded By Motion Type Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Mary Davis Commissioner Andrew Jefferson Passes 4. Request to approve 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, Housing Opportunities for Persons with AIDS (HOPWA) Program and Continuum of Care (CoC) Program Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Andrew Jefferson Commissioner Dennis Williams Passes 5. Update from staff and discuss proposed ambulance services meeting with Gold Cross. (Requested by Commissioner Andrew Jefferson) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information with November 16, 2018 as the meeting date. Motion Passes 4-0. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 6. Infuse additional funds to assist Project Sponsors with day-to-day operations. Repurposing Housing Opportunities for Persons with AIDS (HOPWA) funds to support Project Sponsors with operations of currently implemented program services will reduce lapse in services for clients during restructure to outlaying counties. Item Action: Approved Motions Motion Text Made By Seconded By Motion Type Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Andrew Jefferson Commissioner Mary Davis Passes 7. Motion to approve the minutes of the Administrative Services Committee held on October 9, 2018. 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 8. Request approval for HCD to work through Central Services Department to salvage Furniture, Fixtures and Equipment (FF&E) scheduled to be discarded or scrapped from former LEC (401 Walton Way) for use in the development of a community - based low barrier shelter for homeless services and emergency response. 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 Dennis Williams Passes 9. Receive as information an updated report on Augusta's Transparency Initiative. 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 www.augustaga.gov Administrative Services Committee Meeting 10/30/2018 1:15 PM Attendance 10/30/18 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Invitation to Re-Bid Sealed bids will be received at this office until Tuesday, September 11, 2018 @ 11:00 a.m. for furnishing: Re-Bid Item #18-234A Backhoe Loader – Augusta, GA Central Services Department - Fleet Maintenance Re-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 Re-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, August 24, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. 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. 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 August 2, 9, 16, 23, 2018 Metro Courier August 2, 2018 OFFICIAL VENDORS YANCY BROTHERS 4165 MIKE PADGETT HWY AUGUSTA, GA 30906 LOW COUNTRY TCB 1008 E. HWY 80 POOLER, GA 31322 FLINT CONSTRUCTION & FORESTRY DIVISION 1900 WILLIAM FEW PARKWAY GROVETOWN, GA 30813 BORDER EQUIPMENT 2804 WYLDS ROAD AUGUSTA, GA 30909 Attachment B YES YES YES YES E-Verify Number 686717 198415 344722 705362 SAVE Form YES YES YES YES Year 2018/2019 2018 2018 2018 Make CAT JCB John Deere CASE Model 415 3CX 310SL 580NEP Approximate Delivery Schedule 60-90 Days ARO 60 Days ARO 90-120 Days ARO 90 Days ARO 5.01 - 2018/2019 Backhoe Loader, 4WD $75,365.00 $60,850.68 $72,372.44 $65,523.00 6.01 Keys-(3 sets Total)$25.00 $72.95 $15.00 $0.00 6.02 Fire Extinguisher $38.00 $64.10 $62.00 $0.00 6.03 Operator Manuals (2 ea)$550.00 $561.94 $876.00 $0.00 6.04 Delivery Charge $100.00 $750.00 $500.00 $0.00 7.01 Master Disconnect Switch Standard Standard $166.60 Included 7.02 Anti-Rebound System $420.00 Standard Included Included 7.03 Load Stabilizer System Standard Standard $1,354.50 Included 7.04 Air Ride Suspension Seat $500.00 Included $343.00 N/A 7.05 ROPS/FOPS $4,300.00 Included $9,022.30 $7,482.00 7.06 Sun Visor Standard Included $64.40 Included 7.07 Air Conditioning and Heat System Included $15,586.00 Standard Included 7.08 LED Light System Package $450.00 $1,104.00 $7,017.50 $2,425.00 7.09 Tool Box $200.00 Included Standard $198.00 7.10 Beacon Light $125.00 $197 $257.00 Included 7.11 Placard-Slow Moving Vehicle (SMV) $100.00 $30 $77.70 Included Bid Opening Item #18-234A Backhoe Loader for Augusta, Georgia- Central Services Department-Fleet Maintenance Bid Due: Tuesday, September 11 , 2018 @ 11:00 a.m. General Options Total Number Specifications Mailed Out: 16 Total Number Specifications Download (Demandstar):0 Total Electronic Notifications (Demandstar): 55 Mandatory Pre-Bid/Telephone Conference: N/A Total packages submitted: 4 Total Non-Compliant: 0 Vehicle/Optionals Required: 7.00 Manufacturer Options: 6.00 Specialty Items Required: Page 1 of 1 Administrative Services Committee Meeting 10/30/2018 1:15 PM 2018 - Recreation Backhoe Loader Department:Central Services - Fleet Management Presenter:Ron Crowden Caption:The Recreation Department requests the purchase of one new Backhoe Loader. Background:The Recreation Department currently has two backhoes. They are requesting to purchase one new Case 580NEP Backhoe Loader to replace the 1994 Caterpillar Backhoe Loader, Asset # 043069, which is over 24 years old. This backhoe has over 124 maintenance work orders for mechanical repairs, estimated at over $55,000, over its lifetime and has been in the shop five times for maintenance issues in 2018. The age, coupled with the extensive maintenance record, has resulted in this equipment being a liability rather than a resource. The new Backhoe Loader is essential in facilitating area preparation for the construction of the newly approved playgrounds around Richmond County, landscaping projects and for future required operations. The bid tab sheet for Bid 18-234A: Backhoe Loader is attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a Backhoe Loader. Invitations to bid were sent to nine vendors. Bid 18-234A: Backhoe Loader: 2018 Case 580NEP – Border Equipment: $72,628.00 (Augusta, GA); 2018 Cat 415 – Yancey Brothers: $82,173.00 (Augusta, GA); 2018 JCB 3CX – Low Country TCB: $79,216.67 (Pooler, GA); 2018 John Deere 310SL- Flint Construction: $85,828.44 (Grovetown, GA) Financial Impact:1 – 2018 Backhoe Loader @ $72,628.00 each. The total purchase is $72,628.00 for the Recreation Department. The equipment will be purchased with capital outlay funds. (ACCT# 272-01-6440/54.21110) Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of one – Case 580NEP Backhoe Loader for the Recreation Department and declare the 1994 Caterpillar Backhoe surplus and available for sale at auction. Funds are Available in the Following Accounts: Capital Outlay (ACCT# 272-01-6440/54-21110) REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Invitation to Bid Sealed bids will be received at this office until Tuesday, July 31, 2018 @ 3:00 p.m. for furnishing: Bid Item #18-251 Tracked Mini Loader – Augusta, GA Central Services Department - Fleet Maintenance Bid Item #18-254 Utility Cart – 4 Seater – Augusta, GA Central Services Department - Fleet Maintenance 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 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, June 13, 2018 @ 5:00 P.M. No bid will be accepted by fax, all must be received by mail or hand delivered. 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. 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 June 21, 28 July 5, 12, 2018 Metro Courier June 21, 2018 OFFICIAL VENDORS Yancy Bros. 4165 Mike Padgett Hwy. Augusta, GA 30906 Vermeer Southeast 1320 Gresham Road Marietta, GA 30062 Ditch Witch of GA Georgia Equipment Specialists, LLC 5430 Highway 85 Forest Park, GA 30297 Border Equipment 2804 Wylds Road Augusta, GA 30909 Attachment B Yes Yes Yes Yes E-Verify Number 686717 111350 501622 No-Non-Compliant SAVE Form Yes Yes Yes Yes 2.01 Warranty 1 yr / 1000 hrs.1 yr. / 1,000 hrs.1 yr parts and labor 24 mts / 2000 hrs. Guaranteed Price Expires 12/31/2018 10/16/2018 10/31/2018 90 days 5.00 Loader, Tracked Mini, 2018 Model $28,525.00 $27,380.00 $22,898.00 $22,477.16 5.38 Bucket 36"$683.00 $967.00 $525.00 $0.00 6.01 Keys 1 extra (3 Sets Total)$0.00 $0.00 $2.00 $0.00 6.02 Fire Extinguisher $45.00 $100.00 $79.00 $0.00 6.03 Two (2) each operator manuals $450.00 $0.00 $20.00 $0.00 6.04 Delivery Charge (With full tank of fuel upon delivery $0.00 $0.00 $0.00 $0.00 7.01 Angle Broom $3,477.00 $3,250.00 $3,931.00 $2,598.44 7.02 Auger $2,415.00 $2,536.00 $2,296.00 $1,988.82 7.03 Boring Unit $2,266.00 $3,558.00 $2,612.00 $2,843.55 7.04 Breaker $7,545.00 N/A $5,145.00 $3,991.88 ITB Bid Opening Item #18-251 Tracked Mini Loader for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Tuesday, July 31, 2018 @ 3:00 p.m. Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 55 Mandatory Pre-Bid/Telephone Conference: NA Total Number Specifications Mailed Out to Local Vendors: 7 Total packages submitted: 4 Total Non-Compliant: 1 General Options Required: 7.00 Manufacturer Options: $0.00 Warranty Price Quote Page 1 of 3 OFFICIAL VENDORS Yancy Bros. 4165 Mike Padgett Hwy. Augusta, GA 30906 Vermeer Southeast 1320 Gresham Road Marietta, GA 30062 Ditch Witch of GA Georgia Equipment Specialists, LLC 5430 Highway 85 Forest Park, GA 30297 Border Equipment 2804 Wylds Road Augusta, GA 30909 ITB Bid Opening Item #18-251 Tracked Mini Loader for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Tuesday, July 31, 2018 @ 3:00 p.m. Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 55 Mandatory Pre-Bid/Telephone Conference: NA Total Number Specifications Mailed Out to Local Vendors: 7 Total packages submitted: 4 Total Non-Compliant: 1 7.06 Bucket Gen Purpose Loader 44" $950.00 $932.00 $558.00 $443.08 7.07 Bucket Trenching Excavator $583.00 N/A $9,275.00 $358.72 7.08 Digger $8,600.00 N/A $1,347.00 $624.72 7.09 Grapple Industrial $3,500.00 $3,486.00 $1,793.00 $1,450.84 7.10 Grapple Root $3,145.00 $3,001.00 $1,793.00 $1,443.24 7.11 Grapple Utility $3,145.00 $2,621.00 $1,793.00 $978.40 7.12 Landplane $1,500.00 $1,224.00 $635.00 $948.48 7.13 Pallet Fork $900.00 $1,195.00 $721.00 $535.45 7.14 Soil Conditioner $7,025.00 $4,493.00 $6,092.00 $4,946.49 7.15 Stump Grinder $3,900.00 $7,211.00 $5,585.00 $4,455.57 7.16 Sweeper $3,977.00 $3,250.00 $3,207.00 $2,536.88 7.17 Tiller $3,788.00 $4,493.00 $3,548.00 $3,198.84 7.18 Utility Fork $950.00 N/A $1,566.00 $1,835.98 7.19 Wide Truck Standard N/A $415.00 $805.00 7.20 Bolt-on-Teeth $250.00 N/A 19.00/ea $75.00 7.21 Quick Change Attachment System Standard Standard $0.00 $0.00 7.22 Tracks 9.8" (250 mm)Standard N/A $415.00 $805.00 7.23 Trencher (LT113) 3' DS CC/4 in $10,345.00 $5,050.00 $4,712.00 $3,725.52 General Options Page 2 of 3 OFFICIAL VENDORS Yancy Bros. 4165 Mike Padgett Hwy. Augusta, GA 30906 Vermeer Southeast 1320 Gresham Road Marietta, GA 30062 Ditch Witch of GA Georgia Equipment Specialists, LLC 5430 Highway 85 Forest Park, GA 30297 Border Equipment 2804 Wylds Road Augusta, GA 30909 ITB Bid Opening Item #18-251 Tracked Mini Loader for Augusta, Georgia- Central Services Department-Fleet Division Bid Due: Tuesday, July 31, 2018 @ 3:00 p.m. Total Number Specifications Mailed Out: 18 Total Number Specifications Download (Demandstar): 0 Total Electronic Notifications (Demandstar): 55 Mandatory Pre-Bid/Telephone Conference: NA Total Number Specifications Mailed Out to Local Vendors: 7 Total packages submitted: 4 Total Non-Compliant: 1 Year 2018 2018 2018 2018 Make Dingo VERMEER Ditch Witch Bobcat Model TX1000 S925TX SK800 MT85 Approximate Delivery Schedule 60-90 days 2 wks 20 days 120 Exceptions Yes Yes Yes Yes Page 3 of 3 Administrative Services Committee Meeting 10/30/2018 1:15 PM 2018 Fort Gordon Mini Excavator Department:Central Services Department - Fleet Management Presenter:Ron Crowden Caption:The Utilities Department-Fort Gordon Division requests the purchase of one new mini tracked loader. Ditch Witch of GA - Bid Item 18-251 Background:The Utilities Department-Fort Gordon Division is requesting to purchase one Ditch Witch SK800 Mini Tracked Loader to accommodate trenching operations on Fort Gordon in tight areas and between buildings to ensure minimal ground disturbance during jobs. The bid tab sheet is attached for your review. Analysis:The Procurement Department published a competitive bid using the Demand Star application for a Mini Tracked Loader. Invitations to bid were sent to five vendors. Bid 18-251: Mini Tracked Loader: 2018 Ditch Witch SK800 – Ditch Witch of GA: $28,236.00 (Forest Park, GA); 2018 Bobcat MT85 – Border Equipment: $26,202.52/Disqualified due to no E-Verify Number (Augusta, GA); 2018 Vermeer S925TX – Vermeer Southeast: $33,497.00 (Marietta, GA); 2018 Dingo TX1000- Yancey Rentals: $40,048.00 (Augusta, GA) Financial Impact:1 – 2018 Mini Tracked Loader @ $28,236.00 each. The total purchase is $28,236.00 for the Utilities-Fort Gordon Division. The vehicles will be purchased with department funds. (ACCT# 506 04 3430/54.21110) Alternatives:(1) Approve the request; (2) Do not approve the request Recommendation:Approve the purchase of 1 – Ditch Witch SK800 Mini Tracked Loader for the Utilities Department-Fort Gordon Division. Funds are Available in the Utilities Department Capital: 506-04-3430/54.21110 Following Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 10/30/2018 1:15 PM AMENDMENT HEALTHSTAT CONTRACT Department:Human Resources Department Presenter:Dr. Gwendolyn Conner Caption:Amend the current Healthstat contract to include replacing the need for an Occupational Medical Doctor position with a Nurse Practitioner position. Background:Healthstat contract currently list an Occupational Medical Doctor as apart of the list of positions associated with the Augusta Wellness Center. Due to occupational services not being brought in house until a future date, the Occupational Medical Doctor position is being replaced with a Nurse Practitioner position in accordance with the Augusta Wellness Center expansion. Analysis:N/A Financial Impact:The amendment will provide a cost savings to the contract of 57.00/hour by removing the Occupational Medical Doctor at $160/hour and adding the Nurse Practitioner at $103/hour Alternatives:Do not approve the amendment, thus causing the expanded wellness center to function with (1) one Nurse Practitioner rather than (2) two. Recommendation:Approve the amendment to remove the need for an Occupational Medical doctor and add the need for a Nurse Practitioner. Funds are Available in the Following Accounts: Funding has already been allotted for the Healthstat contract. Fund 616 REVIEWED AND APPROVED BY: Finance. 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 10/30/2018 1:15 PM FY2019 Annual Action Plan Department:Housing & Community Development Presenter:Hawthorne E. Welcher, Jr. Caption:Request to approve 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, Housing Opportunities for Persons with AIDS (HOPWA) Program and Continuum of Care (CoC) 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 areas of community development, economic development, affordable housing and homelessness. Analysis:This proposal includes an Annual Action Plan for 2019 with a budget that includes proposed funding allocations for the Community Development Block Grant ($1,923,043), HOME ($1,227,568), ESG ($148,479), HOPWA ($1,059,712), CoC ($607,258). These totals are inclusive of Grant Allocations and Program Income from loan repayments. Financial Impact: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). Careful and serious consideration has been given to these projects suggested by citizens and 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:Accept the FY2019 Annual Action Plan by Resolution at the conclusion of the thirty (30) day public comment period (end at 12noon 10/22/18). Funds are Available in the Following Accounts: CDBG, HOME, HOPWA, ESG, CoC Fund 221 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting 10/30/2018 1:15 PM Gold Cross Meeting Department: Presenter:Commissioner Andrew Jefferson Caption:Update from staff and discuss proposed ambulance services meeting with Gold Cross. (Requested by Commissioner Andrew Jefferson) Background:The Augusta Commission on October 9, 2018 approved the City of Augusta meet with GoldCross to discuss ambulance services. Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 10/30/2018 1:15 PM HOPWA Reprogram Department:Housing and Community Development Department Presenter:Hawthorne Welcher, Jr. Caption:Infuse additional funds to assist Project Sponsors with day-to- day operations. Repurposing Housing Opportunities for Persons with AIDS (HOPWA) funds to support Project Sponsors with operations of currently implemented program services will reduce lapse in services for clients during restructure to outlaying counties. Background: The Housing Opportunities for Persons with AIDS (HOPWA) Program is the only Federal program dedicated to the housing/servicing needs of people living with HIV/AIDS. Under the HOPWA Program, HUD makes grants to local communities, states, and nonprofit organizations for projects that benefit low- income persons living with HIV/AIDS and their families. HCD currently provides funding to six (6) Project Sponsors who provide immediate services/support to diagnosed citizens whom reside in Richmond, Burke, Columbia, McDuffie and Lincolnton Counties (GA), and Aiken/Edgefield Counties (SC) alike. Analysis:The repurpose of funds will allow the department to provide additional funding to current service providers and restructure the program to provide for the outlaying counties in 2019. Financial Impact:Summary Financial HCD is proposing that funds be repurposed FROM the following projects: 1. 2016 Uncommitted Funds $ 37,535.03 2. 2017 Community Residences $ 412,464.97 Total amount being reprogrammed $ 450,000.00 Staff is proposing the funds be repurposed to provide support to AIDs/HIV clients to include Short-Term, Rent, Mortgage & Utilities (STRMU), Permanent Housing Placement (PHP), Tenant-Based Rental Assistance (TBRA), Support Services, Operations, Administration and Salaries to each eligible Project Sponsor: 1. Antioch Ministries, Inc. $ 75,000.00 2. Community Development Improvement Corporation $ 75,000.00 3. East Augusta Community Development Corporation $ 75,000.00 4. Family Initiative of the CSRA $ 75,000.00 5. Promise Land Community Development $ 75,000.00 6. St. Stephen’s Ministry $ 75,000.00 Total amount to be reprogrammed $ 450,000.00 Alternatives:N/A Recommendation:Accept the Housing and Community Development's (HCD) recommendations for use of the additional funds and grant HCD authorization to proceed with the publication of a Public Notice soliciting citizen comments on the proposed changes to the FY2016 and FY2017 Annual Action Plan. On December 11, 2018 any comments received will be presented to Commission for consideration. Funds are Available in the Following Accounts: $450,000 of HOPWA Federal Funds REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - 10/912018 ATTENDAT[CE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATTVE SERVICES 1. Approve the award of contract for the replacement of the Augusta Judicial Item Center Return Air System and HVAC Upgrade to Trane Commercial Systems Action: Ingersoll Rand of Augusta in the amount of $142,973.00. PGP 18-220 Approved Motions f#:"' Motion rext Motion to approve. ^ Mr. M. Williams CommissionerAPProve votes No. Mary Davis Motion Passes 3-1. Made By Seconded By Commissioner Andrew Jefferson Motion Result Passes 2. Request the Commission honor the time frame we set for our Executive Item Session of 1 1:00 am to l:00 pm. and pass a resolution to: Action: - Start the Executive Session meetings on time. Approved - End the meeting at 1:00 pm. Items not addressed will be rescheduled - reconvene the executive session after completion of all committees. - Limit excessive debate. - Provide Executive Session agenda and supporting material to all commissioners by Friday of the prior week, same as the Commission agenda. - Package confidential or sensitive material as such. (Requested by Commissioner Sammie Sias) 3. Request approval to apply for an extension from the Georgia Department of Item Community Affairs for the Service Delivery Strategy 2018 due October 31, Action:2018. Approved Motions Motion Motion Text'r'ype Motion to approve. ^ Mr. M. WilliamsADDTOVC--rr--'- votesNo. Motion Passes 3-1. Made By Commissioner Andrew Jefferson Made By Commissioner Andrew Jefferson Seconded By Seconded By Commissioner Mary Davis Commissioner Mary Davis Passes Motion Result Motion Result Motion Result Motions Motion Motion Textrype Motion to Approve approve. Motion Passes 4-0. Made By Seconded By Commissioner Commissioner Dennis Wiltiams Andrew Jefferson Passes 4. Motion to approve the minutes of the Administrative Services Committee held Item on September 25,2018. Action: Approved Motions Motion - ----- Motion Text'rype Motion to Approve approve. Motion Passes 4-0. Made By Seconded By 5. Request approval by the Mayor and Augusta Commission to submit the Item Completed final Augusta 2035 Comprehensive Plan to the Georgia Action: Department of Community Affairs. Rescheduled Commissioner Commissioner Dennis Williams Mary Davis Passes Motions Motion Type Defer Motion Text Motion to defer this item to the Commission meeting with no Motion Result Passes recommendation. Motion Passes 4-0. www.auqustaqa.qov Administrative Services Committee Meeting 10/30/2018 1:15 PM Minutes Department: Presenter: Caption:Motion to approve the minutes of the Administrative Services Committee held on October 9, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting 10/30/2018 1:15 PM Request for Acquisition of LEC Equipment for Low Barrier Shelter Project Department:Housing & Community Development Presenter:Hawthorne Welcher, Jr. and Staff Caption:Request approval for HCD to work through Central Services Department to salvage Furniture, Fixtures and Equipment (FF&E) scheduled to be discarded or scrapped from former LEC (401 Walton Way) for use in the development of a community - based low barrier shelter for homeless services and emergency response. Background:The Augusta community is anticipating accelerated growth in the downtown corridor (i.e.Unisys, the Georgia Cyber Center, etc.) It is anticipated that downtown residential growth will increase exponentially. It is further expected that this growth will displace the homeless populations as evidenced in the Golf Hall of Fame Gardens near the Cyber Center. This site contained homeless encampments which have been displaced. This displacement will only increase and the Sheriff’s Office is dealing daily with homeless issues that bring complaints from the Downtown community, citizens and business owners and customers. Augusta currently lacks the capacity to provide low- barrier access to all persons experiencing homelessness through our existing emergency shelter network. Additionally, various requirements at these shelters make them inaccessible to many persons experiencing homelessness, forcing them to reside in places not meant for human habitation. HCD is proposing to begin the predevelopment stages of developing a community- based, low barrier shelter for both day services (i.e. hygiene, job training and preparation, storage of personal belongings, medications, etc.,) and overnight shelter services at 303 Hale Street in partnership with Action Ministries, Inc. Analysis:Moving forward with acquisition of FF&E currently unutilized and residing at the former LEC, 401 Walton Way, and executing a temporary leasehold agreement for the property located at 303 Hale St. with the current owner, Action Ministries, Inc., will allow for the pre-development stages of introducing a low- barrier shelter and day services programming for persons experiencing various forms of housing crises. This will address a gap in our current housing crises response system and allow the City of Augusta to better prepare to contribute resource to the community Partner lead efforts to address issues of homelessness in Augusta. Financial Impact:Final cost would be determined through an official Procurement. All costs are eligible and within budget of the private funds in the local Housing Trust Fund (HTF). Alternatives:None recommended. Recommendation:Allow HCD to move forward with Procuring a Service Provider to sanitize and transport equipment from 401 Walton Way to 303 Hale Street with existing, private HTF funds. Funds are Available in the Following Accounts: Housing Trust Fund (local - private dollars). REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Augusta’s Transparency Initiative Update October 30, 2018 1 Transparency Initiative 2 This initiative grew out of draft policy presentation that was adopted by Augusta Commission on January 26, 2016. Transparency Initiative 3 projectWatch was launched to cover SPLOST projects, but was expanded to include other programs of public interest. Transparency Initiative Process 4 •Each department has created a Standard Operating Procedure for keeping the site updated. •All projects will have detailed descriptions of the scope of work included, posted online on the city’s website. •Each project will have a proposed implementation schedule •Project schedules will be updated quarterly, with a narrative description of any significant changes. •Departments obtain current information, coordinate with the Finance Department, and post quarterly updates to the site to make it more useful, productive and transparent. •The Administrator will align resources to ensure the success, transparency and accountability of the program. projectWatch 5 projectWatch Team •Utilities – Marie Corbin, Tom Wiedmeier •Recreation & Parks – Christa Jordan, Ron Houck •Engineering – Valerie Jenkins, Angelina Steed, Dwella Pope, Lewis Avery •Central Services – LaQuona Sanderson, Takiyah Douse •Finance – Sandra Walther •Information Technology – Kris Mullen, Reggie Horne, Tameka Allen •Administration – Maurice McDowell, Jim Beasley 6 Transparency Initiative Future Enhancements 7 Administrative Services Committee Meeting 10/30/2018 1:15 PM Tranparency Initiative Update Department:Administration and Information Technology Presenter:Tameka Allen and Jim Beasley Caption:Receive as information an updated report on Augusta's Transparency Initiative. Background:The Augusta Commission approved the current Transparency Initiative in January 2016. Upon approval, staff developed the “projectWatch” website to inform citizens of spending on major projects, particularly those funded through SPLOST. Other capital improvement efforts were incorporated into the overall project. Analysis:The city of Augusta is intent on strengthening its Transparency Initiative, giving citizens needed information about projects and spending levels on those projects. ProjectWatch is the city's effort to comply with the wishes of the Augusta Commission, making available information regarding funds raised and spent on specific projects. In an effort to strengthen the projectWatch website, a team was assembled to review the individual projects and update spending information, making it as current as possible. As a result, the site is better able to provide the information requested by citizens and the media. This presentation will update members of the Commission of the group's efforts to comply with the Transparency Initiative by making projectWatch more transparent and responsive to the citizens of Augusta. Staff will also discuss research efforts to further the Commission’s Transparency Initiative. Financial Impact: Alternatives: Recommendation:Receive as information. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission