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HomeMy WebLinkAbout2015-05-12-Meeting Mintues Finance Committee Meeting Commission Chamber - 5/12/2015 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1. Update on First Vehicle Services and Vern's Towing status. (Requested by Commissioner Hasan) 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 Sammie Sias Commisioner Sean Frantom Passes 2. Motion to approve the minutes of the Finance Committee held on April 28, 2015. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commisioner Sean Frantom Commissioner Ben Hasan Passes 3. Approve revisions to Vehicle Oversight Program. Item Action: Approved www.augustaga.gov Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes 4. Approve Supplement Agreement #1 to the FY 2015 Metropolitan Transportation Planning Services contract between Augusta, Georgia and the Georgia Department of Transportation. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the committee that this item be added to the agenda. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve with the local match of 20% which will be 10% in-kind services in the amount of $22,609.58 and 10% cash in the amount of $22,609.58. Motion Passes 4-0. Commissioner Sammie Sias Commisioner Sean Frantom Passes Finance Committee Meeting 5/12/2015 1:10 PM Attendance 5/12/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 5/12/2015 1:10 PM First Vehicle Services and Vern's Towing Status Department:Clerk of Commission Caption:Update on First Vehicle Services and Vern's Towing status. (Requested by Commissioner Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 5/12/2015 1:10 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on April 28, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT VEHICLE OVERSIGHT PROGRAM Commission Approved 12/02/2008 / Revised 02/12/2015 PPPM Sections 1100.401 – 1100.405 1. PURPOSE: The Vehicle Oversight Program has numerous purposes: · Provides management a tool to better utilize available resources. · Provides management a tool to monitor employee productivity. · Enhances the risk reduction program. · Reinforces current vehicle utilization policy and encourages responsible driving behavior. · Increases safety awareness. · Enhances Augusta’s 311 program. 2. CONCEPT: Vehicles owned by the Augusta Commission will have Global Positioning Systems (GPS) installed with monitoring capability at the respective department level. Central monitoring will be available through Risk Management and Fleet Management as well. Installation on vehicles will be coordinated with Fleet Management. 3. APPLICABILITY: This program is applicable to departments and agencies subordinate to the Augusta Commission. Vehicles assigned to Constitutional Officers or Elected Officials are not subject to this program at this time; however, they may elect to participate in the program and units will be placed on their vehicles as they become available. 4. RESPONSIBILITIES: A. Administrator: Responsible for the overall supervision of the monitoring program. B. Finance: 1. Risk Management: Provides for program implementation, information briefings to respective departments and provides primary centralized monitoring of vehicles. Coordinates funding for program support, continuity and sustainment. 2. Fleet Management: Assists Risk Management with program implementation and coordination. Provides secondary centralized monitoring of vehicles. Responsible for coordinating the installation of systems on vehicles as directed. C. Departments: Provides departmental monitoring and operational supervision. All employees will be required to sign a form that acknowledges they understand GPS devices will be used in vehicles/equipment owned by the Augusta Commission and they are aware of potential consequences when abuse is discovered. Departments should use the system to verify employee compliance with Augusta, GA Risk Management Policies, the Fleet Management Policy, and Departmental Policies, i.e. the safe and conscientious operation of motor vehicles to include speeds driven, idle time appropriateness, using vehicle for business purposes only (personal use prohibited), etc. 5. CONSEQUENCES: Abuses will be governed by Augusta’s Progressive Discipline Policy, suggested discipline for this program include (but are not limited to): A. ND-18 - Violation of traffic laws while operating Augusta, Georgia vehicle, i.e. speeding, etc. B. EV-1 1 - Fraud, waste, and/or abuse of Augusta, Georgia property or time. C. EV-13 - Intentional destruction, theft (including stealing time) or unauthorized removal, possession or use of Augusta, Georgia property, tools or equipment without consent. 6. REPORTING ACTIVITIES TO RISK MANAGEMENT/ADMINISTRATOR. For review by the Administrator, departments will provide monthly reports to Risk Management showing the action taken for the violations below. Reports containing this information will be required monthly unless otherwise directed by the Administrator: A. Heightened speeding violations must be reported to Risk Management. Any speed above the posted speed limit is a violation of state and local laws and may subject the employee to tickets FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT and fines through law enforcement as well as employee discipline. Speeding in excess of 9 miles over the posted speed limit is considered a heightened speeding violation and will subject the employee to Augusta’s Progressive Discipline Policy. Additionally, speeding in school zones is also considered a heightened speeding violation regardless of the amount over the speed limit. B. Improper personal use of an Augusta, GA vehicle must be reported to Risk Management. The use of Augusta, GA owned vehicles for personal use is prohibited. However, if it is not advantageous to Augusta, GA for the employee to return to pick up their own personal vehicle so they may take their lunch break, they are allowed to use an Augusta. GA owned vehicle to patronize an eating establishment that is in close proximity to their work site. C. Unnecessary idle time of 15 minutes or more must be reported to Risk Management (departments may establish a lower idle time but for reporting you will only need to report unnecessary idle time in excess of 15 minutes). 7. FUNDING: A. Initial Funding: to be provided by Risk Management and will include the purchase of system hardware, activation and initial monthly/annual monthly fees. B. Sustainment Funding: to be provided by Risk Management for the monthly service fees and other fees included in the allocation process. FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT EMPLOYEE ACKNOWLEDGEMENT VEHICLE OVERSIGHT PROGRAM 2015 I, ________________________________________, understand that Augusta, GA equips its fleet vehicles and equipment with Global Positioning System (GPS) devices. I also understand that when operating a fleet vehicle or equipment owned by Augusta, GA I am subject to observation through use of the GPS by my department, Risk Management and/or Fleet Management. I understand that some of the capabilities of the GPS tracking service provide tracking vehicle location and length of time at location, vehicle speed, and vehicle idle time. I understand that in addition to adhering to Motor Vehicle laws I am responsible for adhering to policies of Augusta, GA which govern the use of its fleet vehicles and equipment: Risk Management Safety Policy located in the Employee Handbook and the Fleet Management Policy which can be obtained by contacting the Fleet Manager. I understand that information gathered from observations of my driving and/or use of equipment may be used as justification for disciplinary action consistent with the Augusta Commission Progressive Discipline Policy. Employee Signature Date 01/15/09 Draft Revision 01/27/15 Draft resubmitted 04/09/15 Each employee of Augusta, GA, whether they operate a government owned vehicle or not, is required to read and sign this acknowledgement. Completed forms are to be returned to Risk Management. Risk Management will retain a copy and forward the original form to Human Resources for inclusion in the employee’s personnel file. FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT VEHICLE OVERSIGHT PROGRAM Commission Approved 12/02/2008 1. PURPOSE: The Vehicle Oversight Program has numerous purposes: · Provides management a tool to better utilize available resources. · Provides management a tool to monitor employee productivity. · Enhances the risk reduction program. · Reinforces current vehicle utilization policy. · Increases safety awareness. · Enhances Augusta Cares program. 2. CONCEPT: Vehicles owned by the Augusta Commission will have Global Positioning Systems (GPS) installed with monitoring capability at the respective department level. Central monitoring will be available through Risk Management and Fleet Management as well. . Installation on vehicles will be coordinated with Fleet Management. 3. APPLICABILITY: This program is applicable to departments and agencies subordinate to the Augusta Commission. Vehicles assigned to Constitutional Officers or Elected Officials are not subject to this program at this time. 4. RESPONSIBILITIES: A. Administrator: Overall responsible for the overall supervision of the monitoring program. . B. Finance: 1. Risk Management: Provides for program implementation, information briefings to respective departments and provides primary centralized monitoring of vehicles. Coordinates funding for program support, continuity and sustainment. 2. Fleet Management: Assists Risk Management with program implementation and coordination. Provides secondary centralized monitoring of vehicles. Responsible for coordinating the installation of systems on vehicles as directed. C. Departments: Provides departmental monitoring and operational supervision. All employees will be required to sign a form that acknowledges they understand GPS devices will be used in vehicles/equipment owned by the Augusta Commission and they are aware of potential consequences when abuse is discovered. 5. FUNDING: A. Initial Funding: provided by Risk Management and will include the purchase of system hardware, activation and monthly/annual monthly fees. B. Sustainment Funding: provided by Risk Management for the monthly service fees and included in the allocation process. FINANCE DEPARTMENT RISK MANAGEMENT FLEET MANAGEMENT EMPLOYEE ACKNOWLEDGEMENT VEHICLE OVERSIGHT PROGRAM I, ________________________________________, understand that Augusta, GA equips its fleet vehicles and equipment with Global Positioning System (GPS) devices. I also understand that when operating a fleet vehicle or equipment owned by Augusta, GA I am subject to observation through use of the GPS by my department, Risk Management and/or Fleet Management. I understand that in addition to adhering to Motor Vehicle laws I am responsible for adhering to policies of Augusta, GA which govern the use of its fleet vehicles and equipment: Risk Management Safety Policy located in the Employee Handbook and the Fleet Management Policy which can be obtained by contacting the Fleet Manager. I understand that information gathered from observations of my driving and/or use of equipment may be used as justification for disciplinary action consistent with the Augusta Commission Progressive Discipline Policy. Employee Signature Date 01/15/09 Each employee of Augusta, GA, whether they operate a government owned vehicle or not, is required to read and sign this acknowledgement. Completed forms are to be returned to Risk Management. Risk Management will retain a copy and forward the original form to Human Resources for inclusion in the employee’s personnel file. Finance Committee Meeting 5/12/2015 1:10 PM Revisions to Vehicle Oversight Program Department:Finance/Risk Management Division Caption:Approve revisions to Vehicle Oversight Program. Background:Augusta uses GPS devices to monitor its fleet of vehicles. The Risk Management Department has oversight of the program. Individual departments montior their employees for any abuse. Analysis:The Risk Management Department was tasked to bring to the Administrator revisions to the existing policy that would more clearly define the reporting process and to assure that the Administrator received timely reports from the user departments. Financial Impact:n/a Alternatives: Recommendation:accept the revisions Funds are Available in the Following Accounts: n/a REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission METROPOLITAN TRANSPORTATION PLANNING SERVICES CONTRACT SUPPLEMENTAL AGREEMENT # 1 AUGUSTA PLANNING AND DEVELOPMENT DEPARTMENT FHWA METROPOLITAN PLANNING PROGRAM PLANNING (PL) FUNDS FY 2015 PROJECT ACCOUNT NUMBER: PL000-0012-00-927 CATALOG OF FEDERAL DOMESTIC ASSISTANCE NUMBER 20.205 FEDERAL-AID PARTICIPATING PROJECT PI Number 0012927-PLN Federal Share 80% $460,476.65 Local Match Share 20% $115,119.16 Total Contract Cost $575,595.82 SUPPLEMENTAL AGREEMENT #1 between DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA ONE GEORGIA CENTER 600 WEST PEACHTREE STREET ATLANTA, GEORGIA and AUGUSTA PLANNING AND DEVELOPMENT DEPARTMENT THIS AGREEMENT is made and entered into this ________ day of __________________, 2015, by and between the DEPARTMENT OF TRANSPORTATION, an agency of the State of Georgia, hereinafter called the "DEPARTMENT," and the, AUGUSTA PLANNING AND DEVELOPMENT DEPARTMENT organized and existing under the laws of the State of Georgia, hereinafter called the "DESIGNATED AGENCY." WHEREAS the DEPARTMENT and the DESIGNATED AGENCY desire to amend the Original Agreement dated July 16, 2014, to increase federal amount of the Original Agreement, by adding the FY 2014 PL Contract carry over federal money in the sum of One Hundred Eighty Thousand Eight Hundred Seventy Six Dollars and Sixty Five cents ($180,876.65). Now, THEREFORE it is agreed by the parties hereto that the Original Agreement dated July 16, 2014 is hereby amended as follows: 1. By deleting ARTICLE VI, COMPENSATION, Section A, Total Cost, in its entirety and inserting in lieu thereof the following Section A: A. Total Cost The total estimated allowable cost, as shown in Exhibit B, attached hereto and incorporated herein by reference, for the completion of the PROJECT is Five Hundred Seventy Five Thousand Five Hundred Ninety Five Dollars and Eighty Two Cents ($575,595.82). It is agreed that the amount which the DEPARTMENT shall be obligated to pay is 80%, which represents the Federal Share, of the cost of the PROJECT up to Four Hundred Sixty Thousand Four Seventy Six Dollars and Sixty Five Cents ($460,476.65). However, if the sum total of the allowable cost for the PROJECT should be less than the estimated amount, then it is further agreed that the DEPARTMENT shall be obligated to pay the 80% Federal Share Match of the allowable cost incurred. In no event shall the DEPARTMENT be obligated to pay more than the $460,476.65 Federal Share. Also, it is agreed that the amount which the DESIGNATED AGENCY shall be obligated to pay is 20%, which represents the Local Match, of the cost of the PROJECT up to One Hundred Fifteen Thousand One Hundred Nineteen and Sixteen Cents ($115,119.16). However, if the sum total of the allowable cost should be less than the total estimated allowable cost it is agreed that the DESIGNATED AGENCY shall pay 20% of the allowable cost incurred. In no event shall the DESIGNATED AGENCY’S Local Match of the Federal Share exceed $115,119.16. 2. By deleting Exhibit B. from the Original Agreement in its entirety and inserting in lieu thereof the attached Exhibit B revised April 10, 2015: COVENANTS AGAINST CONTINGENT FEES SUPPLEMENTAL AGREEMENT The DESIGNATED AGENCY shall comply with all relevant requirements of all Federal, State, and Local laws. The DESIGNATED AGENCY warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the DESIGNATED AGENCY, to solicit or secure this SUPPLEMENTAL AGREEMENT and that it has not paid or agreed to pay any company or person, other than a bona fide employee working solely for the DESIGNATED AGENCY, any fee commission, percentage, brokerage fee, gifts or any consideration, contingent upon or resulting from the award or making of this Supplemental Agreement. For breach or violation of this warranty, the DEPARTMENT shall have the right to annul this Supplemental Agreement without liability or, in its discretion, to deduct from the Supplemental Agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. Except as hereby modified, changed or amended, all other terms and conditions of the Agreement dated July 16, 2014 shall remain in full force and effect. IN WITNESS WHEREOF, said parties have hereunto set their hands and affixed their seals the day and year above first written. DEPARTMENT OF TRANSPORTATION AUGUSTA, GEORGIA (Continued) Commissioner (SEAL) Sworn and subscribed before me this day of , 20 . NOTARY PUBLIC ATTEST: Treasurer AUGUSTA, GEORGIA My Commission Expires: (Notary Seal) FEDERAL EMPLOYER IDENTIFICATION NUMBER: ________________________________________ Mayor Attest:______________________(seal) This agreement approved by the Mayor and Commission at a meeting held on the _______ day of _________, 20___. I attest that the Corporate Seal attached to this Document is in fact the seal of the Corporation and that the Officer of this Corporation executing this Document does in fact occupy the official position indicated and is duly authorized to execute such document on behalf of this Corporation. EXHIBIT B BUDGET ESTIMATE FISCAL YEAR 2015 Finance Committee Meeting 5/12/2015 1:10 PM FY 2015 Metropolitan Transportation Planning Services Contract, Supplemental Agreement Department:Planning and Development Caption:Approve Supplement Agreement #1 to the FY 2015 Metropolitan Transportation Planning Services contract between Augusta, Georgia and the Georgia Department of Transportation. Background:The Augusta Planning and Development Department (APDD) is the metropolitan transportation planning staff of the Augusta Regional Transportation Study serving as Metropolitan Planning Organization (MPO) representing Richmond County, Georgia. The APDD received approval from the Augusta Commission to execute the FY 2015 Metropolitan Transportation Planning Services Contract between Augusta Georgia and GDOT on June 9, 2014. These funds provide funding for administration, staff, and office equipment to support the Augusta Regional Transportation Study work tasks in the FY 2015 Unified Planning Work Program. Analysis:APDD did not expand all federal funds under this program in FY 2014, and subsequently requested GDOT to carryover funds to support work tasks to conduct the 2040 Long Range Transportation Plan. Without approval of this item, the Augusta Planning Development Department will not receive additional federal funds and cannot execute the aforementioned Supplemental Agreement. These funds need to be expensed by June 30, 2015. Financial Impact:Local matching funds will be provided by the City of Augusta in an 80/20 split including $180,876.65, 80% from the U.S. Department of Transportation – Federal Highway Administration; and $45,219.16, 20% local match from the city. Alternatives:Approve or Deny the Supplemental Agreement Recommendation:Approve Supplement Agreement #1 to the FY 2015 Metropolitan Transportation Planning Services contract between Augusta, Georgia and the Georgia Department of Transportation. Funds are Available in the Following Accounts: Org. Key #220016309 REVIEWED AND APPROVED BY: