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HomeMy WebLinkAbout2015-09-08-Meeting Mintues Finance Committee Meeting Commission Chamber - 9/8/2015 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1. Approve resolution authorizing execution of intergovernemneal agreement (IGA) with the Urban Redevelopment Agency (URA) to refund the Laney Walker Bethlehem bonds and repay the $2.5 million bridge loan. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Unanimous consent is given to add this item to the agenda. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve requesting a recommendation from the Administrator on this matter for our next Commission meeting. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 2. Discuss the checks and balances system regarding the amount of money given to the Jamestown Community Center. (Requested by Commissioner M. Williams) Item Action: Approved Motions Motion Motion Type Motion Text Made By Seconded By Result Approve Motion to approve tasking the Administrator to check with Procurement and Finance to determine if the funding has been spent correctly for the projects at the community centers and report back at the next committee meeting. Motion Passes 4-0. Commissioner Ben Hasan Commisioner Sean Frantom Passes 3. Motion to approve the minutes of the Finance Committee held on August 25, 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 4. Approve the FY 2016 Transit 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 Approve Motion to approve. Motion Passes 4-0. Commissioner Sammie Sias Commissioner Ben Hasan Passes 5. Approve Updated Memorandum of Understanding (MOU) for the Augusta Regional Transportation Study. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Motion to www.augustaga.gov Approve approve. Motion Passes 4-0. Commissioner Ben Hasan Commisioner Sean Frantom Passes Finance Committee Meeting 9/8/2015 1:20 PM Attendance 9/8/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: ATLANTA 5665509.2 AUTHORIZING RESOLUTION WHEREAS, the Augusta-Richmond County Commission (the “Commission”), which is the governing body of Augusta, Georgia (the “Consolidated Government”), in order to exercise the powers conferred upon the Consolidated Government by Chapter 61 of Title 36 of the Official Code of Georgia Annotated, entitled the “Urban Redevelopment Law,” as amended (the “Urban Redevelopment Law”), adopted a resolution on March [16], 2010, finding that one or more slum areas exist in Augusta, Georgia and that the rehabilitation, conservation, or redevelopment, or a combination thereof, of such area or areas is necessary in the interest of the public health, safety, morals, or welfare of the residents of Augusta, Georgia; and WHEREAS, the Commission, by resolution adopted on March [16], 2010, designated the area covered by the hereinafter described urban redevelopment plan as a “slum area” that the Commission designated as appropriate for urban redevelopment projects; and WHEREAS, the Commission held public hearings on March 22, 2010 and April 1, 2010, on a proposed urban redevelopment plan entitled “Laney-Walker and Bethlehem Urban Redevelopment Plan” (the “Plan”), a copy of which is on file with the Consolidated Government; and WHEREAS, public notice of such public hearings were published in the Augusta Chronicle, a newspaper having a general circulation in the area of operation of the Consolidated Government, on March 18, 2010 and March __, 2010, and proof of such publication is on file with the Consolidated Government; and WHEREAS, the Commission, by resolution adopted on April 1, 2010, approved the Plan and the urban redevelopment projects set forth therein; and WHEREAS, the Urban Redevelopment Agency of Augusta (the “Agency”) is a public body corporate and politic duly created and validly existing under and pursuant to the Urban Redevelopment Law; and WHEREAS, the Consolidated Government, by resolution adopted on April 1, 2010, activated the Agency and elected to have the Agency exercise the Consolidated Government’s “urban redevelopment project powers” under the Urban Redevelopment Law, and the Agency’s commissioners have been appointed as provided in the Urban Redevelopment Law and are currently acting in that capacity; and WHEREAS, an Act of the General Assembly of the State of Georgia, which became effective on July 1, 2015, amended the Urban Redevelopment Law to substitute the terms “pocket of blight” and “pocket of blight clearance and redevelopment,” for the terms “slum area” and “slum clearance and redevelopment,” although the meanings assigned to such terms were not amended; and WHEREAS, the Urban Redevelopment Law authorizes the Consolidated Government to appropriate such funds and make such expenditures as may be necessary to carry out the -2- ATLANTA 5665509.2 purposes of the Urban Redevelopment Law and to levy taxes and assessments for such purposes; and WHEREAS, Article IX, Section III, Paragraph I of the Constitution of the State of Georgia of 1983 authorizes the Consolidated Government to contract for any period not exceeding fifty years with any public corporation or public authority for joint services, for the provision of services, or for the joint or separate use of facilities or equipment, if such contract deals with activities, services, or facilities that the contracting parties are authorized by law to undertake or provide; and WHEREAS, the Agency, by a Bond Resolution duly and validly adopted on May [13], 2010, as supplemented and amended by a Supplemental Bond Resolution adopted on June 17, 2010, authorized, issued, and delivered $8,000,000 in original aggregate principal amount of its Revenue Bonds (Laney-Walker and Bethlehem Project), Series 2010 (the “Series 2010 Bonds”), for the purpose of obtaining funds to finance the costs of acquiring, constructing, and installing certain urban redevelopment projects contemplated by the Plan, and the Series 2010 Bonds are now outstanding in the aggregate principal amount of $6,710,000; and WHEREAS, the Agency obtained a loan from the Consolidated Government to finance additional costs of acquiring, constructing, and installing certain urban redevelopment projects contemplated by the Plan, and the Agency’s obligation to repay such loan is evidenced by a Promissory Note, dated June 19, 2014 and maturing on October 1, 2015 (the “2014 Note”), executed by the Agency and payable to the order of the Consolidated Government, in the original principal amount of $2,500,000, all of which remains outstanding; and WHEREAS, after careful study and investigation, the Agency and the Consolidated Government have each heretofore further determined that funds are needed in order for the Agency to finance additional costs of acquiring, constructing, and installing certain urban redevelopment projects contemplated by the Plan; and WHEREAS, the Agency proposes to issue, sell, and deliver its revenue bonds to be known as “Urban Redevelopment Agency of Augusta Revenue Bonds (Laney-Walker and Bethlehem Project), Federally Taxable Series 2015” (the “Series 2015 Bonds”), in the aggregate principal amount of $__________, for the purpose of obtaining funds to refund the Series 2010 Bonds maturing October 1, 2015, to refinance the 2014 Note, to finance the costs of acquiring, constructing, and installing certain urban redevelopment projects contemplated by the Plan (the “2015 Project”), and to finance related costs; and WHEREAS, the Agency and the Consolidated Government propose to enter into an Intergovernmental Service Agreement (the “Agreement”), to be dated as of September 1, 2015, the form of which has been filed with the Consolidated Government and submitted to the Commission, with respect to the 2015 Project under the terms of which the Consolidated Government (1) will agree to make payments to the Agency in amounts sufficient to enable the Agency to pay the principal of, premium, if any, and interest on the Series 2015 Bonds when due, and (2) will agree to levy an annual ad valorem tax on all taxable property located within the territorial limits of the Consolidated Government, at such rate or rates, within the mill limit prescribed by an amendment to Article VII, Section I, Paragraph II of the Constitution of the -3- ATLANTA 5665509.2 State of Georgia of 1945 (1980 Ga. Laws 2177 to 2180, inclusive), now specifically continued as a part of the Constitution of the State of Georgia of 1983 pursuant to an Act of the General Assembly of the State of Georgia (1983 Ga. Laws 3870 to 3872, inclusive) (the “Constitutional Amendment”), or within such greater millage as may hereafter be prescribed by applicable law, as may be necessary to produce in each year revenues that are sufficient to fulfill the Consolidated Government’s obligations under the Agreement; and WHEREAS, the Agency adopted a Master Bond Resolution on September __, 2014, as supplemented and amended by a Supplemental Series 2015 Bond Resolution adopted by the Agency on September 15, 2015 (collectively the “Bond Resolution”), authorizing the issuance of the Series 2015 Bonds for the purpose of financing the costs of acquiring, constructing, and installing the 2015 Project; and WHEREAS, pursuant to the Bond Resolution, the payments to be received by the Agency from the Consolidated Government pursuant to the Agreement are pledged to, and a first priority lien is created thereon as security for, the payment of principal of, premium, if any, and interest on the Series 2015 Bonds and any Additional Bonds (as defined in the Bond Resolution) that may be issued; and WHEREAS, the Master Bond Resolution sets forth, among other things, the interest rates that the Series 2015 Bonds bear and the principal amount of the Series 2015 Bonds that will mature, either at maturity or by proceedings for mandatory redemption, in each year, and the Agency has furnished the Consolidated Government with a certified copy of the Master Bond Resolution in order that any payments required to be made by the Consolidated Government under the Agreement may be accurately computed and conclusively established; and WHEREAS, the Agency authorized the marketing of the Series 2015 Bonds by means of a Preliminary Official Statement, dated September __, 2015 (collectively the “Preliminary Official Statement”), and an Official Statement, to be dated the date hereof (the “Official Statement”), both of which contain information about the Agency, the Consolidated Government, and the 2015 Project; and WHEREAS, pursuant to an Official Notice of Sale with respect to the Series 2015 Bonds circulated by the Agency (the “Notice of Sale”), providing for the receipt by the Agency of electronic bids submitted via PARITY for the purchase of the Series 2015 Bonds, the Agency has received electronic bids submitted via PARITY for the purchase of the Series 2015 Bonds; and WHEREAS, pursuant to the Bond Resolution, the Agency authorized the sale of the Series 2015 Bonds to _________________, which is the responsible bidder whose bid resulted in the lowest interest true cost to the Agency in accordance with the Notice of Sale; and WHEREAS, after careful study and investigation, the Consolidated Government desires to enter into the Agreement; -4- ATLANTA 5665509.2 NOW, THEREFORE, BE IT RESOLVED by the Augusta-Richmond County Commission as follows: 1. The forms, terms, and conditions and the execution, delivery, and performance of the Agreement, which has been filed with the Consolidated Government, are hereby approved and authorized. The Agreement shall be in substantially the form submitted to the Commission with such changes, corrections, deletions, insertions, variations, additions, or omissions as may be approved by the Mayor or Mayor Pro Tempore of the Consolidated Government, whose approval thereof shall be conclusively evidenced by the execution of the Agreements. 2. The Mayor or Mayor Pro Tempore of the Consolidated Government is hereby authorized and directed to execute on behalf of the Consolidated Government the Agreement, and the Clerk of Commission of the Consolidated Government is hereby authorized and directed to affix thereto and attest the seal of the Consolidated Government, upon proper execution and delivery of the other parties thereto, provided, that in no event shall any such attestation or affixation of the seal of the Consolidated Government be required as a prerequisite to the effectiveness thereof, and the Mayor or Mayor Pro Tempore and Clerk of Commission of the Consolidated Government are authorized and directed to deliver the Agreement on behalf of the Consolidated Government to the other parties thereto, and to execute and deliver all such other contracts, instruments, documents, affidavits, or certificates (including, without limitation, a Rule 15c2-12 Certificate and a Continuing Disclosure Certificate) and to do and perform all such things and acts as each shall deem necessary or appropriate in furtherance of the issuance of the Series 2015 Bonds and the carrying out of the transactions authorized by this Resolution or contemplated by the instruments and documents referred to in this Resolution. 3. The use and distribution of the Preliminary Official Statement and the Official Statement with respect to the Series 2015 Bonds shall be and is hereby authorized, ratified, confirmed, and approved, and execution and delivery of the Official Statement in final form shall be and is hereby authorized, ratified, confirmed, and approved. The Mayor or Mayor Pro Tempore is hereby authorized and directed to ratify, confirm, approve, execute, and deliver the Official Statement on behalf of the Consolidated Government, and the execution of an Official Statement by the Mayor or Mayor Pro Tempore shall constitute conclusive evidence of the Mayor or Mayor Pro Tempore’s ratification, confirmation, approval, and delivery thereof on behalf of the Consolidated Government. 4. This Resolution and the Agreement, as approved by this Resolution, which are hereby incorporated in this Resolution by this reference thereto, shall be placed on file at the office of the Consolidated Government and made available for public inspection by any interested party immediately following the passage and approval of this Resolution. -5- ATLANTA 5665509.2 PASSED, ADOPTED, SIGNED, APPROVED, AND EFFECTIVE this 15th day of September 2015. (SEAL) AUGUSTA, GEORGIA By: Mayor Attest: Clerk of Commission ATLANTA 5665509.2 CLERK OF COMMISSION’S CERTIFICATE I, LENA J. BONNER, the duly appointed, qualified, and acting Clerk of Commission of Augusta, Georgia (the “Consolidated Government”), DO HEREBY CERTIFY that the foregoing pages of typewritten matter constitute a true and correct copy of a resolution adopted on September 15, 2015, by the Augusta-Richmond County Commission (the “Commission”) in a meeting duly called and assembled in accordance with applicable laws and with the procedures of the Consolidated Government, by a vote of _____Yea and _____ Nay, which meeting was open to the public and at which a quorum was present and acting throughout, and that the original of the foregoing resolution appears of public record in the Minute Book of the Commission, which is in my custody and control. GIVEN under my hand and the seal of the Consolidated Government, this 15th day of September 2015. (SEAL) Clerk of Commission Urban Redevelopment Authority Bonds Laney Walker Bethlehem Project Funding Calendar September 8, 2015 Committee to consider Intergovernmental Agreement (IGA) between Augusta and Urban Redevelopment Agency (URA) of Augusta September 8 or 9, 2015 URA adopts bond parameters resolution and approves IGA September 15, 2015 Commission approves IGA with URA September 15, 2015 URA approves bond pricing September 30, 2015 Bond closing – funding September 30, 2015 URA Revenue Bonds Series 2010 paid Finance Committee Meeting 9/8/2015 1:20 PM Approve authorizing resolution for issuance of bonds by URA Department:FInance / HCD Caption:Approve resolution authorizing execution of intergovernemneal agreement (IGA) with the Urban Redevelopment Agency (URA) to refund the Laney Walker Bethlehem bonds and repay the $2.5 million bridge loan. Background:The URA issued bonds in 2010 for the Laney Walker Bethlehem urban redevelopment project. These bonds are due October 1, 2015 and it is necessary for Augusta to enter into an IGA with the URA to issue new bonds. The new bonds will also pay off the $2.5 million bridge loan to the URA and provide some additional funding for the project. Analysis:Issuance of bonds allows the redevelopement of the Laney Walker Bethlehem project to continue Financial Impact:As the bonds are due in October 2015 the issuance is necessary to pay the bonds and bridge loan in full. Alternatives:No practical alternatives Recommendation:Approve IGA resoltuion Funds are Available in the Following Accounts: FUND 950 REVIEWED AND APPROVED BY: Finance Committee Meeting 9/8/2015 1:20 PM Checks and Balances for Money for Jamestown Community Center Department:Clerk of Commission Caption:Discuss the checks and balances system regarding the amount of money given to the Jamestown Community Center. (Requested by Commissioner M. Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 9/8/2015 1:20 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the Finance Committee held on August 25, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 9/8/2015 1:20 PM Transit Planning Services Contract Department:Planning and Development Caption:Approve the FY 2016 Transit Planning Services contract between Augusta, Georgia and the Georgia Department of Transportation. Background:The Planning and Development Department provides transit planning services for Augusta Public Transit as part of the Augusta Regional Transportation Study (ARTS). The scope of these services is outlined in the ARTS Unified Planning Work Program and funding for them is subject to renewal each year through a contract with the Georgia Department of Transportation. Analysis:Approving the contract will ensure continued funding for the transit planning work elements included in the ARTS Unified Planning Work Program and implemented by staff of the Planning & Development Department. Financial Impact:The contract stipulates that the Georgia Department of Transportation will reimburse the city for ninety percent (90%) of the eligible costs incurred, consisting of eighty percent (80%) Federal Transit Administration funds and ten percent (10%) Georgia Department of Transportation funds. The remaining ten percent (10%) local match of $20,232.20 will be included in the budget for the Planning and Development Department. Alternatives:None recommended Recommendation:Approve the FY 2016 Transit Planning Services contract between Augusta, Georgia and the Georgia Department of Transportation Funds are Available in the Following Accounts: Funds will be available in Org. Key #220016309 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission 1 METROPOLITAN PLANNING ORGANIZATION MEMORANDUM OF UNDERSTANDING FOR THE AUGUSTA REGIONAL TRANSPORTATION STUDY BETWEEN The Georgia cities of Hephzibah, Blythe and Grovetown, Columbia County, Georgia, Augusta, Georgia, the Augusta Georgia Planning and Development Department, Fort Gordon, the Georgia De- partment of Transportation, the South Carolina Counties of Aiken and Edgefield, the South Carolina Cit- ies of Aiken, North Augusta, Burnettown and New Ellenton, and the South Carolina Department of Transportation, in cooperation with the U.S. Department of Transportation. RELATIVE TO The urban transportation planning process known as the “Augusta Regional Transportation Study” I. IT IS THE INTENTION OF THE PARTIES: A. That the Augusta Regional Transportation Study (ARTS) is to: 1. Maintain a continuing, cooperative and comprehensive transportation planning process as defined in Title 23 United States Code Section 134 and results in plans and programs consistent with comprehensively planned development of the urban- ized area. 2. Update and revise the 20 Year Multimodal Transportation Plan, to create a fiscally feasible transportation system that integrates thoroughfare development, public mass transportation, air facilities, rail systems, intermodal facilities, bicycle and pedestrian facilities and transportation enhancements; and reflects consideration of the area's comprehensive land use plans and overall social, economic, environmen- tal, and energy conservation plans, goals and objectives. 2 3. Create a functional relationship between transportation planning and city-county development. 4. Maintain the data obtained in the original data collection phase of the study and any pertinent data collected thereafter on a current level so that existing and forth- coming recommendations may be evaluated and updated periodically. 5. Produce all documents and studies that are necessary to maintain a Certified Transportation Planning Process. II. IS FURTHER AGREED that the areas of responsibility of the aforementioned counties, munici- palities, and government agencies shall lie within the Metropolitan Area Boundary established by the Policy Committee of the Augusta Regional Transportation Study. This area includes all of Richmond County and parts of Columbia County, Aiken County and Edgefield County. III. IT IS FURTHER AGREED, that the Metropolitan Planning Organization (MPO) as designated by the Governors of Georgia and South Carolina is the Augusta Georgia Planning and Develop- ment Department. The Augusta MPO shall have the primary responsibility for carrying out the urban transportation planning process and of developing the planning work programs, transporta- tion plan, and transportation improvement program. IV. IT IS FURTHER AGREED that the ARTS shall be coordinated by a project director who shall be the Director of the Augusta Georgia Planning and Development Department, or designee, and the staff of said agency shall serve, in part, as staff to the ARTS program and process. Additional staff resources may be provided, upon request, from the Technical Coordinating Committee (TCC) membership and existing staff resources of the participating agencies and governments. The Project Director shall coordinate all requests under the direction of the Policy Committee. V. IT IS FURTHER AGREED, that the ARTS Policy Committee shall continue to adopt appropri- ate goals, work programs, and plans; and establish the need, form, and direction of future trans- portation improvements in the ARTS area. The Policy Committee shall be the MPO forum for cooperative decision-making by elected and appointed officials of general purpose local govern- ment and intermodal transportation providers. The individuals representing the government juris- dictions involved in the ARTS planning process and other involved agencies shall comprise the 3 Policy Committee. The membership shall be enumerated in the Policy Committee Bylaws. The Policy Committee shall have final authority in matters of policy and plan adoption for the Augusta Regional Transportation Study. VI. IT IS FURTHER AGREED, that the committee known as the Technical Coordinating Commit- tee (TCC) shall continue to function to assure the involvement of all the applicable departments, advisory agencies, and multimodal transportation providers concerned with, or affected by, the planning process and subsequent implementation of plans. The TCC shall provide the technical guidance and direction of the Augusta Regional Transportation Study. The membership shall be enumerated in the Technical Coordinating Committee Bylaws. VII. IT IS FURTHER AGREED, that the Citizens Advisory Committee (CAC) shall continue to function as a public information and involvement committee, and shall be representative of a cross-section of the community. The CAC shall keep the Policy Committee and the Technical Coordinating Committee informed of the community's perspective and shall also provide infor- mation to the community about transportation policies and issues. The membership shall be enumerated in the Citizens Advisory Committee Bylaws. VIII. IT IS FURTHER AGREED that the various committees meet at the appropriate stages in the planning process in accordance with the bylaws adopted by each committee. IX. IT IS FURTHER AGREED, that the Georgia Department of Transportation, only to the ex- tent that it may be bound by contracts which may hereafter be entered into, shall be responsible for the following: a. Provide available maps, aerial photographs, charts, and records as deemed necessary to maintain the study. b. Update and maintain travel simulation models for use in evaluating the metropolitan area's transportation needs. Said models shall be the "official" ARTS models. The Department shall also provide the expertise and computer software to maintain and update the model as necessary. c. Make periodic reviews of projected transportation needs; and revisions, when necessary, of the multimodal transportation plan. 4 d. Aid the MPO in the preparation of planning-oriented preliminary engineering, right-of- way, and construction cost estimates for multimodal projects in the ARTS Multimodal Transportation Plan. e. Provide local agencies with current information concerning the status of planning and im- plementation of the ARTS Multimodal Transportation Plan. f. Work cooperatively with all participating agencies when it is necessary to complete a Ma- jor Investment Study. g. Incorporate, without modification, the Georgia portion of the adopted ARTS Transporta- tion Improvement Program into Georgia's State Transportation Improvement Program; and coordinate with the ARTS Multimodal Transportation Plan in the development of the Georgia Statewide Transportation Plan. h. Facilitate with all participating parties an understanding of the development and amend- ment process for the Transportation Improvement Program and the Statewide Transporta- tion Improvement Program. i. Annually certify to the FHWA and the FTA, concurrently with the Augusta MPO, that the ARTS planning process is addressing the major issues facing the area and is being con- ducted in accordance with all applicable Federal laws. J Provide various types of traffic count data. k. Provide other assistance as mutually agreed upon. X. IT IS FURTHER AGREED, that the South Carolina Department of Transportation, only to the extent that it may be bound by contracts which may hereafter be entered into, shall be respon- sible for the following: Provide available maps, aerial photographs, charts, and records as deemed necessary to maintain the study. a. Aid the MPO in the preparation of planning-oriented preliminary engineering, right-of-way, and construction cost estimates for multimodal projects in the ARTS Multimodal Transpor- tation Plan. Provide local agencies with current information concerning the status of plan- ning and implementation of the ARTS Multimodal Transportation Plan. b. Work cooperatively with all participating agencies when it is necessary to complete a Ma- jor Investment Study. 5 c. Incorporate, without modification, the South Carolina portion of the adopted ARTS Trans- portation Improvement Program into the South Carolina State Transportation Improvement Program; and coordinate with the ARTS Transportation Plan in the development of the South Carolina Statewide Transportation Plan. d. Annually certify to the FHWA and the FTA, concurrently with the Augusta MPO, that the ARTS planning process is addressing the major issues facing the area and is being con- ducted in accordance with all applicable Federal laws. e. Provide various types of traffic count data. f. Perform other duties as described in the contract between the South Carolina Department of Transportation, Aiken County, and the Augusta Georgia Planning and Development De- partment for the Use of Section 104(f) Funds dated October 5, 1994. XI. IT IS FURTHER AGREED, that the Augusta Georgia Planning and Development Depart- ment, only to the extent that it may be bound by contracts which may hereafter be entered into, shall be responsible for the following: a. Assist in the preparation of planning-oriented preliminary engineering, right-of-way and construction cost estimates for projects in the ARTS Multimodal Transportation Plan. b. Update and maintain maps showing existing and proposed land use, and compare actual and projected land development. c. Evaluate zoning and subdivision requests for impacts on or from projects in the ARTS Mul- timodal Transportation Plan. d. Provide or obtain social and community development plans as may relate to transportation needs. e. Develop and maintain base-year and horizon-year socioeconomic data, by traffic analysis zone (TAZ), for use in ARTS traffic simulation models. f. Make recommendations for revisions of the ARTS Multimodal Transportation Plan to con- form to any new planning goals, objectives, policies, or developments. g. Periodically review traffic analysis zone (TAZ) boundaries and make recommendations to the Technical Coordinating Committee to revise said boundaries as necessary. Cooperate with the Georgia and South Carolina Departments of Transportation in making any changes to TAZ boundaries. 6 h. Provide needed maps, aerial photographs, charts, records, and directories to the extent pos- sible. i. Collect, analyze, and distribute traffic data, such as traffic counts and accident data, to the public, governmental agencies, and other parties. j. Maintain and update a fiscally-constrained, multimodal transportation plan that results in the development of an integrated intermodal transportation system that facilitates the efficient movement of people and goods. The transportation plan shall be reviewed and updated at least every five years. k. Maintain, and update annually, a fiscally-constrained, four-year, multimodal Transportation Improvement Program (TIP) for Georgia, and a six-year TIP for South Carolina. l. Prepare an annual Unified Planning Work Program to document planning activities to be performed in the next fiscal year; in sufficient detail to indicate who will perform the work, the schedule for completion and the end products. m. Prepare an annual Performance Report that compares actual accomplishments to the work element descriptions in the Unified Planning Work Program. n. Compile, maintain, and document data on existing water, air, freight, and rail terminal and transfer facilities. o. Maintain and update as necessary the ARTS Public Participation Plan (PPP). The PPP doc- uments how the MPO will support early and continuing involvement of the public and other stakeholders in the development of transportation policies, plans and programs. p. Cooperate with the Georgia and South Carolina Departments of Transportation in the devel- opment and implementation of any transportation management systems mandated by Feder- al law. The MPO will have the lead responsibility in the development of the ARTS Conges- tion Management Process. q. Ensure that the Congestion Management Process and any other applicable management sys- tems shall, to the extent appropriate, be part of the metropolitan transportation planning pro- cess, and shall be considered in the development of the transportation plan and the TIP. r. Work cooperatively with all participating agencies when it is necessary to complete a Major Investment Study. s. Perform duties as described in the contract between the South Carolina Department of Transportation, Aiken County, and the Augusta Georgia Planning and Development De- partment for the Use of Section 104(f) Funds dated October 5, 1994. 7 t. Annually certify to the FHWA and the FTA, concurrently with the Georgia and South Caro- lina Departments of Transportation that the ARTS planning process is addressing the major issues facing the area and is being conducted in accordance with all applicable Federal laws. u. Prepare and submit quarterly and annual FTA reports. XII. IT IS FURTHER AGREED, that Augusta Georgia within its official jurisdiction be responsi- ble for the following: a. Maintain and keep current records of fiscal operations and abilities, administrative practic- es, and laws and ordinances that affect and concern transportation. A re-evaluation of these items shall be made at least every five (5) years and the results and recommendations which could affect the ARTS program will be coordinated with the Technical Coordinating Committee and the Policy Committee. b. Maintain records of accidents occurring on the roads and highways by location and descrip- tion, and maintain these files on a current basis and provide the data to the MPO for analy- sis and reports. c. When appropriate, provide funding for right-of-way acquisition and clearance that may be required for ARTS construction projects and be the agent responsible for acquiring said right-of-way. d. Aid the MPO in developing planning-oriented preliminary engineering, right-of-way and construction cost estimates for the ARTS Multimodal Transportation Plan. e. Be responsible for cooperating with the Augusta Georgia Planning and Development De- partment insofar as its authority extends. XIII. IT IS FURTHER AGREED, that Augusta Public Transit (APT) shall: a. Provide instructions and directions to the Augusta Georgia Planning and Development De- partment as to studies and plans to be conducted on its behalf by the Augusta Georgia Planning and Development Department, including, but not limited to, corridor and sub-area studies when necessary. b. Make available to the Augusta Georgia Planning and Development Department any rec- ords, documents or information necessary to accomplish APT's planning objectives and to develop the Augusta Multimodal Transportation Plan and the TIP. 8 c. Cooperate with the Georgia Department of Transportation in the development of any man- agement systems mandated by Federal law. d. Work cooperatively with all participating agencies when it is necessary to complete a Ma- jor Investment Study. XIV. IT IS FURTHER AGREED, that the City of Grovetown, Georgia within its official jurisdic- tion be responsible for the following: a. Maintain and keep current records of fiscal operations and abilities, administrative practic- es, and laws and ordinances that affect and concern transportation. A re-evaluation of these items shall be made at least every five (5) years and the results and recommendations which could affect the ARTS program will be coordinated with the Technical Coordinating Committee and the Policy Committee. b. Maintain records of accidents occurring on the roads and highways by location and descrip- tion, and maintain these files on a current basis and provide the data to the MPO for analy- sis and reports. c. Aid the MPO in developing preliminary engineering, right-of-way and construction cost es- timates where applicable for the ARTS Multimodal Transportation Plan. d. When appropriate, provide funding for right-of-way acquisition and clearance that may be required for ARTS construction projects and be the agent responsible for acquiring said right-of-way. XV. IT IS FURTHER AGREED, that Columbia County, Georgia within its official jurisdiction be responsible for the following: a. Provide the staff of the Augusta Georgia Planning and Development Department with in- formation needed to maintain and update ARTS transportation plans and to carry out work elements in the UPWP. b. Maintain records of accidents occurring on the roads and highways by location and descrip- tion, and maintain these files on a current basis and provide the data to the MPO for analy- sis and reports. c. Aid the MPO in developing preliminary engineering, right-of-way and construction cost es- timates for the ARTS Multimodal Transportation Plan. 9 d. When appropriate, provide funding for right-of-way acquisition and clearance that may be required for ARTS construction projects and be the agent responsible for acquiring said right-of-way. XVI. IT IS FURTHER AGREED, that Aiken County, South Carolina within its official jurisdiction be responsible for the following: a. Provide the staff of the Augusta Georgia Planning and Development Department with in- formation needed to maintain and update ARTS transportation plans and to carry out work elements in the UPWP. b. Maintain records of accidents occurring on the roads and highways by location and descrip- tion, and maintain these files on a current basis and provide the data to the MPO and the Ai- ken County Planning and Development Department for analysis and reports. c. Aid the MPO in developing preliminary engineering, right-of-way and construction cost es- timates for the ARTS Multimodal Transportation Plan. d. When appropriate, provide funding for right-of-way acquisition and clearance that may be required for ARTS construction projects and be the agent responsible for acquiring said right-of-way. e. Perform duties as described in the Contract between the South Carolina Department of Transportation, Aiken County, and the Augusta Georgia Planning and Development De- partment for the Use of Section 104(f) Funds dated October 5, 1994. XVII. IT IS FURTHER AGREED, that Edgefield County, South Carolina within its official juris- diction be responsible for the following: a. Provide the staff of the Augusta Georgia Planning and Development Department with in- formation needed to maintain and update ARTS transportation plans and to carry out work elements in the UPWP. b. Maintain records of accidents occurring on the roads and highways by location and descrip- tion, and maintain these files on a current basis and provide the data to the MPO and the Ai- ken County Planning and Development department for analysis and reports. c. Aid the MPO in developing preliminary engineering, right-of-way and construction cost es- timates for the ARTS Multimodal Transportation Plan. 10 XVIII. IT IS FURTHER AGREED, that the City of North Augusta, South Carolina within its offi- cial jurisdiction be responsible for the following: a. Maintain and keep current records of fiscal operations and abilities, administrative practices, and laws and ordinances that affect and concern transportation. A re-evaluation of these items shall be made at least every five (5) years and the results and recommendations which could affect the ARTS program will be coordinated with the Technical Coordinating Com- mittee and the Policy Committee. b. Maintain records of accidents occurring on the roads and highways by location and descrip- tion, and maintain these files on a current basis and provide the data to the MPO and the Ai- ken County Planning and Development Department for analysis and reports. c. Aid the MPO in developing preliminary engineering, right-of-way and construction cost es- timates where applicable for the ARTS 20-Year Transportation Plan. d. When appropriate, provide funding for right-of-way acquisition and clearance that may be required for ARTS construction projects and be the agent responsible for acquiring said right-of-way. XIX. IT IS FURTHER AGREED, that the City of Aiken, South Carolina within its official jurisdic- tion be responsible for the following: a. Maintain and keep current records of fiscal operations and abilities, administrative practices, and laws and ordinances that affect and concern transportation. A re-evaluation of these items shall be made at least every five (5) years and the results and recommendations which could affect the ARTS program will be coordinated with the Technical Coordinating Com- mittee and the Policy Committee. b. Maintain records of accidents occurring on the roads and highways by location and descrip- tion, and maintain these files on a current basis and provide the data to the MPO for analysis and reports. c. Aid the MPO in developing preliminary engineering, right-of-way and construction cost es- timates where applicable for the ARTS 20-Year Transportation Plan. d. When appropriate, provide funding for right-of-way acquisition and clearance that may be required for ARTS construction projects and be the agent responsible for acquiring said right-of-way. 11 XX. IT IS FURTHER AGREED that the City of Burnettown, South Carolina shall provide the staff of the Augusta Georgia Planning and Development Department with information needed to maintain and update ARTS transportation plans and to carry out work elements in the UPWP. XXI. IT IS FURTHER AGREED that the City of New Ellenton, South Carolina shall provide the staff of the Augusta Georgia Planning and Development Department with information needed to maintain and update ARTS transportation plans and to carry out work elements in the UPWP. XXII. IT IS FURTHER AGREED that the City of Hephzibah, Georgia shall provide the staff of the Augusta Georgia Planning and Development Department with information needed to maintain and update ARTS transportation plans and to carry out work elements in the UPWP. XXIII. IT IS FURTHER AGREED that the City of Blythe, Georgia shall provide the staff of the Au- gusta Georgia Planning and Development Department with information needed to maintain and update ARTS transportation plans and to carry out work elements in the UPWP. XXIV. IT IS FURTHER AGREED, that the Lower Savannah Council of Governments (LSCOG), in its capacity as administrator of Aiken County Transit, shall: a. Make available to the Augusta Georgia Planning and Development Department any rec- ords, documents or information necessary to accomplish planning objectives related to Ai- ken County Transit and to develop the Augusta Multimodal Transportation Plan and the TIP. b. Cooperate with the South Carolina Department of Transportation in the development of any management systems mandated by Federal law. c. Work cooperatively with all participating agencies when it is necessary to complete a Major Investment Study. XXV. IT IS FURTHER AGREED, that Fort Gordon either provide or assist the staff of the Augusta Georgia Planning and Development Department in gathering information needed to maintain and update ARTS transportation plans, to carry out work elements in the UPWP, and to insure that Fort Gordon is adequately served by the ARTS. IS FURTHER AGREED, that: 12 a. The Study shall be of a continuing, comprehensive, cooperative nature and that all plan- ning decisions shall be reflective of and responsive to the needs and desires of the local communities as well as the programs and requirements of the Georgia and South Carolina Departments of Transportation and the U.S. Department of Transportation. b. A reappraisal shall be made of the Study whenever there is a significant change in the community's goals and objectives, land use patterns, or travel characteristics, or at least once every five (5) years. c. The participating agencies shall cooperate in all phases of the Study. Adequate and compe- tent personnel shall be assigned to insure development of adequate and reliable data. d. All parties to this agreement shall have access to all study related information developed by the other agencies, including the right to make duplication thereof. This document is a Memorandum of Understanding expressing the present intentions of the par- ties. Nothing contained herein shall require the undertaking of any act, project, study, analysis, or any other activity by any party until a contract for such activity is executed. Nor shall this document require the expenditure of any funds by any party until a contract authorizing such expenditure is executed. However, nothing contained herein shall be construed to prohibit any party's undertaking any act, project, study, analysis, or any other activity which the party is required by law or contract to under- take as part of any other program which fulfills some function shown herein as intended to be performed by the party undertaking such act, project, study, analysis, or other activity. In witness whereof, the parties hereto have executed this Memorandum of Understanding, this ________________ day of _____________________, 2015 13 14 CITY OF AUGUSTA, GEORGIA __________________________________________ ___________________________________________ Witness Mayor - Hardie Davis ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 15 AUGUSTA PUBLIC TRANSIT – AUGUSTA, GEORGIA __________________________________________ ___________________________________________ Witness General Manager - Patrick Stephens ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 16 CITY OF HEPZIBAH, GEORGIA __________________________________________ ___________________________________________ Witness Commission Chairman – Robert Buchwitz ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 17 CITY OF BLYTHE, GEORGIA __________________________________________ ___________________________________________ Witness Mayor - Brent Weir ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 18 CITY OF GROVETOWN, GEORGIA __________________________________________ ___________________________________________ Witness Mayor - George James ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 19 COUNTY OF COLUMBIA, GEORGIA __________________________________________ ___________________________________________ Witness Commission Chairman – Ron Cross ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 20 AUGUSTA GEORGIA PLANNING & DEVELOPMENT DEPARTMENT __________________________________________ ___________________________________________ Witness Director – Melanie Wilson ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 21 FORT GORDON, GEORGIA __________________________________________ ___________________________________________ Witness Garrison Comander – Col. Samuel G. Anderson ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 22 COUNTY OF AIKEN, SOUTH CAROLINA __________________________________________ ___________________________________________ Witness Commission Chairman – Ronnie Young __________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 23 COUNTY OF NEW ELLENTON, SOUTH CAROLINA __________________________________________ ___________________________________________ Witness Mayor – Vernon Dunbar __________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 24 AIKEN COUNTY TRANSIT – BEST FRIEND EXPRESS __________________________________________ ___________________________________________ Witness Executive Director Lower Savannah COG – Connie Shade ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 25 CITY OF NORTH AUGUSTA, SOUTH CAROLINA __________________________________________ ___________________________________________ Witness Mayor - Lark W. Jones ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 26 CITY OF AIKEN, SOUTH CAROLINA __________________________________________ ___________________________________________ Witness Mayor - Fred Cavanaugh ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 27 CITY OF BURNETTOWN, SOUTH CAROLINA __________________________________________ ___________________________________________ Witness Mayor - Jonathan Dicks ___________________________________________ Seal Notary Public ___________________________________________ My Commission Expires: 28 Signed, Sealed and Executed for the SOUTH CAROLINA DEPARTMENT OF TRANSPORTATION Recommended by: ____________________________________________ ___________________________________________ Mark Lester, Deputy Secretary for Intermodal Planning Christy Hall, Deputy Secretary for Engineering ATTEST: Seal ___________________________________________ Mark Pleasant, Director of Planning ___________________________________________ ___________________________________________ Notary Public My Commission Expires: 29 Signed, Sealed and Executed for the GEORGIA DEPARTMENT OF TRANSPORTATION __________________________________________ __________________________________________ Jay Roberts, Director of Planning Russell McMurry, P.E., Georgia DOT Commissioner ___________________________________________ Seal Carol Comer, Director of Intermodal Planning ___________________________________________ __________________________________________ Notary Public My Commission Expires Finance Committee Meeting 9/8/2015 1:20 PM Transportation Planning Memorandum of Understanding Department:Planning and Development Caption:Approve Updated Memorandum of Understanding (MOU) for the Augusta Regional Transportation Study. Background:Augusta is the Metropolitan Planning Organization (MPO) responsible for coordinating transportation planning done as part of the Augusta Regional Transportation Study (ARTS). Federal regulations require that the MPO, the other local governments that are part of ARTS, the states of Georgia and South Carolina and providers of public transportation in the study area cooperatively determine their mutual responsibilities in carrying out the metropolitan transportation planning process. These responsibilities are identified in a written Memorandum of Understanding (MOU). Analysis:The ARTS MOU has recently been updated to include the town of New Ellenton, South Carolina within the ARTS area. New Ellenton qualified to be included in the ARTS area as a result of the 2010 Census. The MOU has been updated to include New Ellenton and to make other minor corrections. The mutual responsibilities of all other parties, including Augusta, remain unchanged from the current version of the MOU. Financial Impact:No financial impact Alternatives:None recommended Recommendation:Approve the updated ARTS Memorandum of Understanding MOU and authorize the mayor to sign the MOU. Funds are Available in the Following Accounts: Not applicable REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission