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Home My WebLink About2016-04-26-Meeting Minutes Finance Committee Meeting Commission Chamber - 4/26/2016 ATTENDANCE: Present: Hons. Guilfoyle, Chairman; Sias, Vice Chairman; Frantom and Hasan, members. Absent: Hon. Hardie Davis, Jr., Mayor. FINANCE 1.Present the financial report of the three-month period ended March 31, 2016. 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 Ben Hasan Commisioner Sean Frantom Passes 2. Approve the purchase of 10 F-150 4X4 Trucks for Engineering-Storm Water Division, supporting Maintenance Coordinators, using Storm Water Capital, Fund 581. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner Ben Hasan Commissioner Sammie Sias Passes 3. Approve adjustment to Recreation and Parks Department 2016 budget. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Guilfoyle votes No. Motion Passes 3-1. Commissioner Ben Hasan Commissioner Sammie Sias Passes 4. Approve a request from Augusta Animal Services to receive a donation from the estate of Barbara A. Davis, in the amount of $10,199.76, to increase the Revenue Donation budget (101039110/3711110) by $10,200 and to increase the Special Program Expenditure budget (101039110/5311815) by $10,200. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Ben Hasan Commisioner Sean Frantom Passes 5. Discuss the formation of a sub-committee to address the necessity of conducting a forensic audit of SPLOST VI. (Referred from April 12 Finance Committee) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Delete Motion to delete this item from the agenda. Motion Passes 4-0. Commissioner Ben Hasan Commissioner Sammie Sias Passes 6. Motion to approve the minutes of the Finance Committee held on April 12, 2016. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 4-0. Commissioner Ben Hasan Commissioner Sammie Sias Passes www.augustaga.gov Finance Committee Meeting 4/26/2016 1:20 PM Attendance 4/26/16 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 4/26/2016 1:20 PM 1st Quarter 2016 Financial Reports Department:Finance Presenter:Donna Williams Caption:Present the financial report of the three-month period ended March 31, 2016. Background:Periodic financial reports are presented to keep the Commission apprised of the financial status of the organization Analysis:The reports focus on the operations for the following funds: General Fund Urban Service Fund Law Enforcement Fire Protection Water & Sewerage Stormwater Utility Financial Impact: Alternatives: Recommendation:Receive as information Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Invitation To Bid Sealed bids will be received at this office until Thursday, November 19, 2015 at 11:00 a.m. for furnishing: Bid Item 15-239 6,000 GVW Series Pickup Truck for Fleet Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 535 Telfair Street - Room 605 Augusta, Georgia 30901 706-821-2422 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, November 6, 2015 @ 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 Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. 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. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 15, 22, 29, November 5, 2015 Metro Courier October 21, 2015 Revised: 1/8/2015 Finance Committee Meeting 4/26/2016 1:20 PM 2016 - Storm Water Light Trucks Department:Finance Department - Fleet Management Division Presenter:Ron Crowden-Fleet Manager Caption:Approve the purchase of 10 F-150 4X4 Trucks for Engineering- Storm Water Division, supporting Maintenance Coordinators, using Storm Water Capital, Fund 581. Background:The Augusta Engineering Department is organizing the Storm Water Division. An essential part of this Division will be 10 Maintenance Coordinators with each responsible for a “basin” which is a specific area of responsibility. Each coordinator will be managing/overseeing any contractor work or employee work in their respective basin. Engineering Department indicates that their travel requirements will be off the right of way a large part of the time and is requesting they be in 4X4 trucks to facilitate their work. Analysis:The Procurement Department published competitive bids using the Demand Star application for the 2016 4X4 trucks with 6,000 GVW (F-150, GMC 1500, Chevrolet 1500, Dodge 1500 or equivalent). The results are as follows: Bid 15-239: (1) Allan Vigil Ford = $28,214.00 each, ; (2) Gerald Jones Ford (Formerly Bobby Jones Ford) = $29,156.00 each; (3) Fairway Ford = $27,754.00 each; (4) Langsdale Chevrolet = $30,165 each; (5) Master Buick GMC = $37,974.00 each. NOTE: Gerald Jones Ford has agreed to match the lowest non-local vendor’s price through the Local Vendor Preference option. Financial Impact:The trucks will be purchased through the use of 2016 Storm Water Capital Outlay funds. The total cost of the 10 new trucks is $277,540.00. Alternatives:(1) Approve the request; (2) Do not approve the request. (3) approve the request in part. Recommendation:Approve the request to purchase 10 pickup trucks for the Storm Water program. Funds are Available in the Following Accounts: Capital Outlay for Storm Water Program: 581-04-4320/54.22210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Augusta Georgia 2016 Budget - Recreation Department Account Description Amount 101-06-1122/5319110 General Repair and Maintenance 60,000 101-06-1122/5311910 General Specialty Supplies 12,000 101-06-1122/5311410 Uniforms 2,000 101-06-2411/5311730 Trees 6,000 101-06-1493/5311110 General Supplies 5,000 101-06-1122/53169310 Playground Equipment under $ 5000 15,000 Total 100,000 Finance Committee Meeting 4/26/2016 1:20 PM Adjustment to Recreation 2016 Budget Department:Finance Presenter:Donna Williams Caption:Approve adjustment to Recreation and Parks Department 2016 budget. Background:In developing their 2016 budget, the Recreation Department desired to reallocate funds to more closely follow the expenditure plan that was created. However, when the budget was submitted to Finance, only the expenditure reductions were included in the operational cost ($125,000 from 101061122/5311110 Gen. Supplies/Materials). The reallocation of funds was listed in the departmental request as new programs/projects. Due to an oversight, the funds were not included in the adopted budget. Analysis:Due to the size of the Recreation Department budget and relatively small impact to the overall budget (less than 1%), the reallocation of resources between various activities and programs was not noted during the review process. It was not until the user department was notified of the unapproved status of the new project funding that Finance was informed that the changes that Recreation was attempting to accomplish were conditional upon approval of both sections. While this is a small portion of their budget, if left unfunded there will be a noticeable impact to the operational capability and efficiency of the Recreation department. Financial Impact:Allocation $100,000 from general fund contingency to the Recreations operational budget (to the accounts listed in the Attachment) Alternatives:Allocate a smaller amount or deny funding request Recommendation:Approve Request Funds are Available in the Following Accounts: General Fund Contingency REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 4/26/2016 1:20 PM Animal Services Donation Department:Animal Services Presenter:Sharon Broady Caption:Approve a request from Augusta Animal Services to receive a donation from the estate of Barbara A. Davis, in the amount of $10,199.76, to increase the Revenue Donation budget (101039110/3711110) by $10,200 and to increase the Special Program Expenditure budget (101039110/5311815) by $10,200. Background:Colonel Barbara A. Davis has been a long time supporter of Augusta Animal Services and it was her wish that a portion of her estate be donated to the animal shelter. Analysis:N/A Financial Impact:Accept donated funds to be spent on the care of the animals. Alternatives:Motion to deny donation Recommendation:Approve donation Funds are Available in the Following Accounts: 101039110-3711110 Donations Revenue Budget 101039110- 5311815 Special Program Expenditure Budget REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance Committee Meeting 4/26/2016 1:20 PM Forensic Audit Subcommittee Department:Clerk of Commission Presenter: Caption:Discuss the formation of a sub-committee to address the necessity of conducting a forensic audit of SPLOST VI. (Referred from April 12 Finance Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 4/26/2016 1:20 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Finance Committee held on April 12, 2016. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: