HomeMy WebLinkAbout2016-08-30-Meeting Minutes Finance Committee Meeting Commission Chamber - 8/30/2016
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Guilfoyle, Chairman; Sias, Vice
Chairman; Frantom and Hasan, members.
FINANCE
1. Motion to approve the minutes of the Finance Committee held on August 9,
2016.
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
Commisioner Sean
Frantom Passes
2. Approve agreement with Augusta Museum of History for funding as authorized
in SPLOST Phase VI.
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 agreement with Pendleton King Park Foundation for funding as
authorized in SPLOST Phase VI.
Item
Action:
Approved
Motions
www.augustaga.gov
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
Finance Committee Meeting
8/30/2016 1:10 PM
Attendance 8/30/16
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
8/30/2016 1:10 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Finance Committee held on
August 9, 2016.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
STATE OF GEORGIA)
RICHMOND COUNTY)
SPLOST VI OUTSIDE AGENCY AGREEMENT
This AGREEMENT made and entered into this 15th day of ~20.lQ, between
Augusta, Georgia, a political subdivision of the State of Georgia (hereinafter referred to
as "Augusta"), and Augusta Museum of History, (hereinafter referred to as the
"Organization ").
WITNESSETH
WHEREAS, the voters of Augusta, Georgia on June 16
th 2009, approved the
imposition of the Special Purpose County One Percent Sales and Use Tax CSPLOST
VI"),) and designated the use of the proceeds of said tax for certain capital outlay
projects, as defined on O.e.G.A. 48-8-111 (a) and further approved a project priority
payment order in an Intergovernmental Agreement entered into by and between Augusta,
Georgia. and the municipalities of Hephzibah and Blythe; and
WHEREAS, the Augusta Commission approved SPLOST funding for certain
recreational, historical and cultural improvement capital outlay projects to be
implemented through various outside agencies as provided in guidelines adopted on
February 19
th 2009; and
WHEREAS, Augusta has determined that the project described on Exhibit A (the
"Project") is beneficial to the citizens of Augusta as it provides and enhances
recreational, historical and/or cultural resources in Augusta; and
WHEREAS, Augusta has determined that is more cost effective, avoids
duplication of services and is in the best interest of Augusta and the citizens of Augusta
to contract with Organization to undertake the Project, rather than Augusta directly
constructing and operating the project; and
WHEREAS, the Augusta desires to contract with the above named organization to
construct and operate the Project, which was a part of the approved capital outlay
projects; and
WHEREAS, the sum of $600,000 from the proceeds of said tax (the "SPLOST
Funds") has been allocated to the Organization for the Project and Augusta has agreed to
STATE OF GEORGIA)
RICHMOND COUNTY)
SPLOST VI OUTSIDE AGENCY AGREEMENT
This AGREEMENT made and entered into this 15th day of July. 2016, between
Augusta, Georgia, a political subdivision of the State of Georgia (hereinafter referred to
as "Augusta"), and Augusta Museum of History, (hereinafter referred to as the
"Organization").
WITNESSETH
WHEREAS, the voters of Augusta, Georgia on June 16th 2009, approved the
imposition of the Special Purpose County One Percent Sales and Use Tax ("SPLOST
VI"),) and designated the use of the proceeds of said tax for certain capital outlay
projects, as defined on O.C.G.A. 48-8-1 ll(a) and further approved a project priority
payment order in an Intergovernmental Agreement entered into by and between Augusta,
Georgia, and the municipalities of Hephzibah and Blythe; and
WHEREAS, the Augusta Commission approved SPLOST funding for certain
recreational, historical and cultural improvement capital outlay projects to be
implemented through various outside agencies as provided in guidelines adopted on
February 19th 2009; and
WHEREAS, Augusta has determined that the project described on Exhibit A (the
"Project") is beneficial to the citizens of Augusta as it provides and enhances
recreational, historical and/or cultural resources in Augusta; and
WHEREAS, Augusta has determined that is more cost effective, avoids
duplication of services and is in the best interest of Augusta and the citizens of Augusta
to contract with Organization to undertake the Project, rather than Augusta directly
constructing and operating the project; and
WHEREAS, the Augusta desires to contract with the above named organization to
construct and operate the Project, which was a part of the approved capital outlay
projects; and
WHEREAS, the sum of $600,000 from the proceeds of said tax (the "SPLOST
Funds") has been allocated to the Organization for the Project and Augusta has agreed to
advance a portion of the funds to the Organization to allow for the Project to begin upon
the satisfaction of the conditions provided below.
NOW, THEREFORE, for and in consideration of the mutual covenants and
agreements between the parties, it is agreed as follows:
SECTION I - APPROPRIATION AND USE OF FUNDS
1.1 Augusta agrees to appropriate the SPLOST Funds to be used by Organization on
behalf of Augusta for the purpose of constructing the Project as provided in Exhibit "A"
hereto attached and incorporated herein.
1.2 The Organization agrees to use such funds that it may receive, pursuant to this
Agreement, solely and exclusively for the construction of the above described Project;
said Project, including the Project Budget, is more specifically described in Exhibit ·'A".
1.3 Said disbursement to Organization is an authorized use of said proceeds, under
a.CG .A. Section 48-111 (e), as said use benefits a "cultural, recreational, or historical
facility or a combination of such purposes," and this Agreement is entered into on behalf
of and for the benefit of Augusta and Organization and also as an acknowledgement that
upon distribution of the funds by Augusta to Organization, that Augusta will have fully
met its SPLOST VI project obligation to Organization.
SECTION 2 - RESPONSIBILlTIES AND OBLlGA nONS OF
ORGANIZATION
In consideration of the disbursement of the SPLOST Funds. Organization shall observe
all conditions that the law and/or this Agreement imposes on the use of said SPLOST
Funds, which shall include, but not be limited to the following:
2.I Organization shall use said proceeds only in connection with the capital outlay
Project and only for the purposes described in Exhibit A,which is attached hereto and
made a part hereof.
2.2 Organization covenants not to use any of said funds for any part of its
maintenance and operation budget, now or in the future.
2.3 Organization will set up any and all banking accounts necessary or convenient to
segregate the account containing SPLOST Funds from its other accounts. Organization
shall keep any SPLOST Funds that it receives from Augusta in a separate account fund
advance a portion of the funds to the Organization to allow for the Project to begin upon
the satisfaction of the conditions provided below.
NOW, THEREFORE, for and in consideration of the mutual covenants and
agreements between the parties, it is agreed as follows:
SECTION 1 - APPROPRIATION AND USE OF FUNDS
1.1 Augusta agrees to appropriate the SPLOST Funds to be used by Organization on
behalf of Augusta for the purpose of constructing the Project as provided in Exhibit "A"
hereto attached and incorporated herein.
1.2 The Organization agrees to use such funds that it may receive, pursuant to this
Agreement, solely and exclusively for the construction of the above described Project;
said Project, including the Project Budget, is more specifically described in Exhibit "A".
1.3 Said disbursement to Organization is an authorized use of said proceeds, under
O.C.G.A. Section 48-1 ll(e), as said use benefits a "cultural, recreational, or historical
facility or a combination of such purposes," and this Agreement is entered into on behalf
of and for the benefit of Augusta and Organization and also as an acknowledgement that
upon distribution of the funds by Augusta to Organization, that Augusta will have fully
met its SPLOST VI project obligation to Organization.
SECTION 2 - RESPONSIBILITIES AND OBLIGATIONS OF
ORGANIZATION
In consideration of the disbursement of the SPLOST Funds, Organization shall observe
all conditions that the law and/or this Agreement imposes on the use of said SPLOST
Funds, which shall include, but not be limited to the following:
2.1 Organization shall use said proceeds only in connection with the capital outlay
Project and only for the purposes described in Exhibit A, which is attached hereto and
made a part hereof.
2.2 Organization covenants not to use any of said funds for any part of its
maintenance and operation budget, now or in the future.
2.3 Organization will set up any and all banking accounts necessary or convenient to
segregate the account containing SPLOST Funds from its other accounts. Organization
shall keep any SPLOST Funds that it receives from Augusta in a separate account fund
and shall not commingle Augusta distributions with other funds of the Organization prior
to their expenditure.
2.4 The Organization shall maintain a record of each and every expense, in
compliance with the generally accepted accounting principles, for which the proceeds of
the tax are used. The Organization shall submit quarterly accounting reports to Augusta
for all funds that the Organization receives from Augusta. Said accounting reports shall
set forth the amounts expended on the Project during the tenn of this contract, which,
shall include any amount expended on such Project in that current year, and the estimated
percentage of the completion of the Project. The initial report of expenditures regarding
the Project shall be made within 10 business days of the first installment of the SPLOST
Funds being made available to Organization as provided on Exhibit "8," and quarterly
thereafter until the end of the quarter in which the project is deemed completed as
determined by the Augusta Finance Department. Quarterly reports are due within ten (10)
business days following the end of each said quarter and shall be delivered to Augusta
Finance Department. 535 Telfair Street, Suite 800, Augusta Georgia 30901 to the
attention of Mr. Tim Schroer, Deputy Finance Director.
2.5 Organization accepts the following conditions for disbursement of said funds:
A. Unless otherwise agreed by Augusta, no funds shall be made available to
Organization until such time as the tax has been collected as provided in the disbursement
schedule adopted in the Intergovernmental Agreement, and the Organization has raised a
minimum of twenty-five (25%) percent of the SPLOST Funds (the "Matching Funds").
Only cash or cash equivalents raised subsequent to June 16, 2009 shall qualify as
Matching Funds. Pledges, in-kind donations or other donations or contributions will not
qualify as Matching Funds.
B. Upon the Augusta executing an acknowledgement that the minimum amount of
Matching Funds has been raised by the Organization, the Organization may expend the
Matching Funds on the Project, provided that the same recording keeping requirements as
provided in 2.4 are kept for expenditures of Matching Funds.
C. Prior to receipt of the SPLOST Funds or the expenditure of Matching Funds,
Organization shall furnish Augusta with a copy of Organization's current audited
financial statements (and annual thereafter until the Project is completed), budget. scope
and shall not commingle Augusta distributions with other fluids of the Organization prior
to their expenditure.
2.4 The Organization shall maintain a record of each and every expense, in
compliance with the generally accepted accounting principles, for which the proceeds of
the tax are used. The Organization shall submit quarterly accounting reports to Augusta
for all funds that the Organization receives from Augusta. Said accounting reports shall
set forth the amounts expended on the Project during the term of this contract, which,
shall include any amount expended on such Project in that current year, and the estimated
percentage of the completion of the Project. The initial report of expenditures regarding
the Project shall be made within 10 business days of the first installment of the SPLOST
Funds being made available to Organization as provided on Exhibit "B," and quarterly
thereafter until the end of the quarter in which the project is deemed completed as
determined by the Augusta Finance Department. Quarterly reports are due within ten (10)
business days following the end of each said quarter and shall be delivered to Augusta
Finance Department, 535 Telfair Street, Suite 800, Augusta Georgia 30901 to the
attention of Mr. Tim Schroer, Deputy Finance Director.
2.5 Organization accepts the following conditions for disbursement of said funds:
A. Unless otherwise agreed by Augusta, no funds shall be made available to
Organization until such time as the tax has been collected as provided in the disbursement
schedule adopted in the Intergovernmental Agreement, and the Organization has raised a
minimum of twenty-five (25%) percent of the SPLOST Funds (the "Matching Funds").
Only cash or cash equivalents raised subsequent to June 16, 2009 shall qualify as
Matching Funds. Pledges, in-kind donations or other donations or contributions will not
qualify as Matching Funds.
B. Upon the Augusta executing an acknowledgement that the minimum amount of
Matching Funds has been raised by the Organization, the Organization may expend the
Matching Funds on the Project, provided that the same recording keeping requirements as
provided in 2.4 are kept for expenditures of Matching Funds.
C. Prior to receipt of the SPLOST Funds or the expenditure of Matching Funds,
Organization shall furnish Augusta with a copy of Organization's current audited
financial statements (and annual thereafter until the Project is completed), budget, scope
of work and the projected time for completion of the work on the Project. which must be
approved by Augusta prior to starting work on the Project. In addition, Organization
must provide Augusta with a W-9, E-verify number, and SAVE Program verification
prior to SPLOST funds being distributed to Organization. Disbursement of SPLOST
Funds shall be according the schedule attached here as Exhibit "B."
D. Organization shall comply with the purchasing policies of Augusta-Richmond
County regarding the advertising for bids, the securing of bids, and payment,
performance bonds and contracting. Payments to any sub-contractor employed by the
Organization shall be made directly by the Organization, subject to Augusta's audit and
approval. If the total project costs exceed the amount funded by Augusta and the
Matching Funds, the Organization shall provide proof of other funding sources. Payments
by the Organization to sub-contractors shall be made only upon presentation of verified
invoices,
E. Organization hereby acknowledges and agrees that as the Project is to benefit the
citizens of Augusta by providing and enhancing the recreational, historical and/or cultural
resources in Augusta. the Project must be open to and available for public use. Provided
however. this section shall not preclude the Organization from charging reasonable and
ordinary fees for the use of the Project.
F. Augusta shall have the right, by and through this contract, for not less than twenty-
five years of public use and availability of the facility that is the subject of this
Agreement (the "Servitude"). In the event that Organization desires to sell, dispose of or
transfer title or ownership of the Project prior to the expiration of the Servitude, then in
such event Organization shall reimburse Augusta, Georgia an amount equal to the
fraction determined by the number of years remaining on the Servitude as the numerator
and the total number of years of the Servitude as the denominator multiplied by
$1,000,000.00. (Example: if the Project is sold at the end of year 10, 15 years would
remain on the Servitude. 15/25 = .6 x $1,000,000,000 =$600,000. $600.000 would be
reimbursed to Augusta, Georgia).
2.6 The Organization will maintain the following insurance during the performance
of the Contract:
of work and the projected time for completion of the work on the Project, which must be
approved by Augusta prior to starting work on the Project. In addition, Organization
must provide Augusta with a W-9, E-verify number, and SAVE Program verification
prior to SPLOST funds being distributed to Organization. Disbursement of SPLOST
Funds shall be according the schedule attached here as Exhibit "B."
D. Organization shall comply with the purchasing policies of Augusta-Richmond
County regarding the advertising for bids, the securing of bids, and payment,
performance bonds and contracting. Payments to any sub-contractor employed by the
Organization shall be made directly by the Organization, subject to Augusta's audit and
approval. If the total project costs exceed the amount funded by Augusta and the
Matching Funds, the Organization shall provide proof of other funding sources. Payments
by the Organization to sub-contractors shall be made only upon presentation of verified
invoices.
E. Organization hereby acknowledges and agrees that as the Project is to benefit the
citizens of Augusta by providing and enhancing the recreational, historical and/or cultural
resources in Augusta, the Project must be open to and available for public use. Provided
however, this section shall not preclude the Organization from charging reasonable and
ordinary fees for the use of the Project.
F. Augusta shall have the right, by and through this contract, for not less than twenty-
five years of public use and availability of the facility that is the subject of this
Agreement (the "Servitude"). In the event that Organization desires to sell, dispose of or
transfer title or ownership of the Project prior to the expiration of the Servitude, then in
such event Organization shall reimburse Augusta, Georgia an amount equal to the
fraction determined by the number of years remaining on the Servitude as the numerator
and the total number of years of the Servitude as the denominator multiplied by
$1,000,000.00. (Example: if the Project is sold at the end of year 10, 15 years would
remain on the Servitude. 15/25 - .6 x $1,000,000,000 = $600,000. $600,000 would be
reimbursed to Augusta, Georgia).
2.6 The Organization will maintain the following insurance during the performance
of the Contract:
A. Comprehensive General Liability Insurance shall be maintained in force at all times
and shall include the following coverages: Products/Completed Operations and
Automobile Liability Insurance in the combined single limits of $1,000,000. This
coverage shall be intended to apply as primary and shall not be affected by any insurance
that Augusta may carry in its own name. The Organization shall maintain Workers
Compensation and Employer's Liability Insurance for the benefit of its workers. The
above requirements shall also apply to the Organization's contractors and subcontractors
who are engaged in the Project.
B. Prior to the commencement of work, the Organization will provide Augusta with a
certificate of insurance, which evidences the above coverage and names Augusta,
Georgia as an "additional insured."
SECTION 3 - RESPONSIBILITIES AND OBLIGATIONS OF AUGUSTA
3.1 Augusta enters this contract to improve the quality of life of its citizens and to
provide its citizens with additional facilities for delivery of recreational, historical and
cultural services in a more cost effective manner than it could if it were to construct and
operate similar facilities without the participation of the Organization.
3.2 Augusta and any auditors employed by Augusta shall have the right to verify and
audit the expenditures of the Organization and the Project, sufficient to determine that the
monies are being appropriately spent for the Project, in accordance with Georgia laws
that govern the expenditures of Special Purpose Local Option Sales Tax monies. Official
representatives of Augusta may inspect the official records of the Organization, which
relate to this project, at reasonable times and upon reasonable notice to the Organization.
Augusta shall also have the right to inspect the Project at any reasonable time for any
purpose related to the performance of any contract awarded, or to be bid upon or
awarded, by the Organization for this Project.
SECTION 4- OBLIGATIONS OF THE ORGANIZATION AND COUNTY
4.1 Each of the parties hereto warrants and represents to the other that it will comply
with all the requirements of the laws of the State of Georgia.
4.2 After approval of this contract, all contracts between the Organization and any
subcontractor shall be submitted to Augusta Administrator for administrative review. If
A. Comprehensive General Liability Insurance shall be maintained in force at all times
and shall include the following coverages: Products/Completed Operations and
Automobile Liability Insurance in the combined single limits of $1,000,000. This
coverage shall be intended to apply as primary and shall not be affected by any insurance
that Augusta may carry in its own name. The Organization shall maintain Workers
Compensation and Employer's Liability Insurance for the benefit of its workers. The
above requirements shall also apply to the Organization's contractors and subcontractors
who are engaged in the Project.
B. Prior to the commencement of work, the Organization will provide Augusta with a
certificate of insurance, which evidences the above coverage and names Augusta,
Georgia as an "additional insured."
SECTION 3 - RESPONSIBILITIES AND OBLIGATIONS OF AUGUSTA
3.1 Augusta enters this contract to improve the quality of life of its citizens and to
provide its citizens with additional facilities for delivery of recreational, historical and
cultural services in a more cost effective manner than it could if it were to construct and
operate similar facilities without the participation of the Organization.
3.2 Augusta and any auditors employed by Augusta shall have the right to verify and
audit the expenditures of the Organization and the Project, sufficient to determine that the
monies are being appropriately spent for the Project, in accordance with Georgia laws
that govern the expenditures of Special Purpose Local Option Sales Tax monies. Official
representatives of Augusta may inspect the official records of the Organization, which
relate to this project, at reasonable times and upon reasonable notice to the Organization.
Augusta shall also have the right to inspect the Project at any reasonable time for any
purpose related to the performance of any contract awarded, or to be bid upon or
awarded, by the Organization for this Project.
SECTION 4- OBLIGATIONS OF THE ORGANIZATION AND COUNTY
4.1 Each of the parties hereto warrants and represents to the other that it will comply
with all the requirements of the laws of the State of Georgia.
4.2 After approval of this contract, all contracts between the Organization and any
subcontractor shall be submitted to Augusta Administrator for administrative review. If
any irregularity or illegality appears, the Administrator may submit any such questions to
the Augusta Richmond County Commission.
4.3 This Agreement constitutes the entire agreement between the parties as to the
matters described herein and may not be amended except by a written instrument, signed
by each party's duly authorized officers.
4.4 Breach of contract with respect to any of the terms of this Agreement, or with
respect to the use of funds, shall terminate Augusta's obligations under this Agreement;
shall terminate Augusta's obligation for the payment of any future funds; and shall entitle
the Parties to all remedies provided by law.
IN WITNESS WHEREOF. Augusta and Organization have caused these presents
to be executed by their respective, duly authorized officials, on the date entered above.
AUGUSTA. GEORGIA
By:_
Mayor
ATTEST:
By:
Clerk of Commission
[signatures continue on the following page]
any irregularity or illegality appears, the Administrator may submit any such questions to
the Augusta Richmond County Commission.
4.3 This Agreement constitutes the entire agreement between the parties as to the
matters described herein and may not be amended except by a written instrument, signed
by each party's duly authorized officers.
4.4 Breach of contract with respect to any of the terms of this Agreement, or with
respect to the use of funds, shall terminate Augusta's obligations under this Agreement;
shall terminate Augusta's obligation for the payment of any future funds; and shall entitle
the Parties to all remedies provided by law.
IN WITNESS WHEREOF, Augusta and Organization have caused these presents
to be executed by their respective, duly authorized officials, on the date entered above.
AUGUSTA, GEORGIA
By:
Mayor
ATTEST:
By:
Clerk of Commission
[signatures continue on the following page]
Its: President/C£0
Attest:
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Its:
EXHIBIT A
ORGANIZATION:Augusta Museum of History
PROJECT:Upgrade of Security System
DESCRIPTION OF PROJECT/
SCOPE OF WORK:Provide a complete video surveillance and
recording system, including engineering,
components, installation, customer training, and
comrmssiorung
PROJECTED TIME OF
CONSTRUCTION:October, 2016 to February, 2017
COST OF PROJECT WORK:
Total Project Budget':
(see attached budget)
$164.334
SOURCES OF FUNDING:
SPLOST Funds'':
SPLOST Matching Funds:
Total:
$600,000
$150,000
$750,000
I See attached budget.
2 $600,000 of the SPLOST Funds are available for disbursement upon the satisfaction of the Outside Agency's
obligations as contained herein. The balance of the SPLOST funds will be made available upon collection and
satisfaction of any SPLOST funding obligations having priority.
ORGANIZATION:
PROJECT:
EXHIBIT A
Augusta Museum of History
Upgrade of Security System
DESCRIPTION OF PROJECT/
SCOPE OF WORK:Provide a complete video surveillance and
recording system, including engineering,
components, installation, customer training, and
commissioning
PROJECTED TIME OF
CONSTRUCTION:October, 2016 to February, 2017
COST OF PROJECT WORK:
Total Project Budget1:
(see attached budget)
SOURCES OF FUNDING:
SPLOST Funds2:
SPLOST Matching Funds:
Total:
$ 164,334
$ 600,000
$ 150.000
$ 750,000
1 See attached budget.
2 $600,000 of the SPLOST Funds are available for disbursement upon the satisfaction of the Outside Agency's
obligations as contained herein. The balance of the SPLOST funds will be made available upon collection and
satisfaction of any SPLOST funding obligations having priority.
SPLOST VI
Agency: Augusta Museum of History
Projected Budget for Upgraded Security System
Cameras, 24T8 Storage. Surge
Protection, Rack Storage for DVR's,
Motion Detectors, Monitors,
Remote Viewing, 2 Recorders.
Software, Wiring, Installation,
Training
$114,615
Access Control, 7 Card Readers $34,780
Sub-Total $ 149,395
Management (10 percent)$14,939
Total Projected Expenses $164,334
SPLOST VI
Agency: Augusta Museum of History
Projected Budget for Upgraded Security System
Cameras, 24TB Storage, Surge $ 114,615
Protection, Rack Storage for DVR's,
Motion Detectors, Monitors,
Remote Viewing, 2 Recorders.
Software, Wiring, Installation,
Training
Access Control, 7 Card Readers $ 34,780
Sub-Total $ 149,395
Management (10 percent) $ 14,939
Total Projected Expenses $ 164,334
EXHIBIT B
I. Organization shall evidence a deposit in its capital fund account the amount of
$150,000, for its matching funds (the "Matching Funds Amount"), all of which must be
verifiable as raised on or after June 16,2009 (the "Matching Funds"). -.5~rn~~7-t -(.0 \\1
2. Prior to Augusta providing funding for the Project, Organization shall expend one
hundred (100%) percent of the Matching Funds for construction of the Project and
provide the Finance Department evidence of the expenditure. (Note from AMH:
matching funds to be used as seen per attachment)
KXHIBIT B
1 . Organization shall evidence a deposit in its capital fund account the amount of
$150,000, for its matching funds (the "Matching Funds Amount"), all of which must be
verifiable as raised on or after June 16, 2009 (the "Matching Funds"). " <x l^r- 7 ~ I " c£ \
2. Prior to Augusta providing funding for the Project, Organization shall expend one
hundred (100%) percent of the Matching Funds for construction of the Project and
provide the Finance Department evidence of the expenditure. (Note from AMH:
matching funds to be used as seen per attachment)
SPLOST VI Projects for Matching Funds
Research and Preservation Center Chiller- $100,000
The Museum will continue to meet the highest standards of stewardship in collection care and
management by replacing the current chiller capacity. Funds would also include pouring a concrete pad
and building an enclosure for the unit.
Collection Storage Cabinets for the Research and Preservation Center - $18.000 (for Artifact
storage)
Funds will provide for state-of-the art archival/collection storage systems for preservation of historic
artifacts. To meet professional museum standards, all storage equipment must be baked, powder-coated
metal. They also must meet specific weight requirements to support heavy artifacts safely.
Ten Viking cabinets designed to hold farming related artifacts, tools, kitchen implements, and decorative
arts, while also providing safe access to these items.
Funds will also provide for an oversize archival drawer system. This unit is a seven (7) foot by three (3)
foot system of full width drawers that will meet the unique needs of the over-sized documents in the
museum collection. Materials stored in this include blueprints, maps, political ephemera, and posters.
Industrial Freezer for the Research and Preservation Center - $7,000 (for Collection storage)
Museums use freezers in two ways. One as part of the integrated pest management; artifacts come into
collections from a variety of storage sources: garages, attics. basements, and barns. To prevent
infestations, controlled freezing is a proven method of eliminating pests and their potential larvae.
The second is to preserve film. Over time, old film bases begin to decay. Nitrate film causes one set of
problems, acetate another, but both sets of problems can be resolved by proper preservation assessment
and cold storage. Frozen storage halts the deterioration process for both types offilm
Solar Power System for Exhibition Galleries - $25,000 (to run the chillers and the exhibit lighting)
Installing a solar power system to power the Museum's exhibition lighting grids and chillers the
institution could save thousands of dollars each the year. Instead of funds going to pay electric bills, funds
can be used for public programs and exhibitions.
A solar power system can improve energy efficiency and conserve natural resources. Georgia Power has
been a partner to date providing to data evaluations of the Museum's current systems with many
suggestions to conserve energy. Funds would provide for solar modules, invertors, mounting systems, and
design and installation.
SPLOST VI Projects for Matching Funds
Research and Preservation Center Chiller- $100,000
The Museum will continue to meet the highest standards of stewardship in collection care and
management by replacing the current chiller capacity. Funds would also include pouring a concrete pad
and building an enclosure for the unit.
Collection Storage Cabinets for the Research and Preservation Center - $18,000 (for Artifact
storage)
Funds will provide for state-of-the art archival/collection storage systems for preservation of historic
artifacts. To meet professional museum standards, all storage equipment must be baked, powder-coated
metal. They also must meet specific weight requirements to support heavy artifacts safely.
Ten Viking cabinets designed to hold farming related artifacts, tools, kitchen implements, and decorative
arts, while also providing safe access to these items.
Funds will also provide for an oversize archival drawer system. This unit is a seven (7) foot by three (3)
foot system of full width drawers that will meet the unique needs of the over-sized documents in the
museum collection. Materials stored in this include blueprints, maps, political ephemera, and posters.
Industrial Freezer for the Research and Preservation Center - $7,000 (for Collection storage)
Museums use freezers in two ways. One as part of the integrated pest management; artifacts come into
collections from a variety of storage sources: garages, attics, basements, and barns. To prevent
infestations, controlled freezing is a proven method of eliminating pests and their potential larvae.
The second is to preserve film. Over time, old film bases begin to decay. Nitrate film causes one set of
problems, acetate another, but both sets of problems can be resolved by proper preservation assessment
and cold storage. Frozen storage halts the deterioration process for both types of film
Solar Power System for Exhibition Galleries - $25,000 (to run the chillers and the exhibit lighting)
Installing a solar power system to power the Museum's exhibition lighting grids and chillers the
institution could save thousands of dollars each the year. Instead of funds going to pay electric bills, funds
can be used for public programs and exhibitions.
A solar power system can improve energy efficiency and conserve natural resources. Georgia Power has
been a partner to date providing to data evaluations of the Museum's current systems with many
suggestions to conserve energy. Funds would provide for solar modules, inverters, mounting systems, and
design and installation.
Finance Committee Meeting
8/30/2016 1:10 PM
SPLOST VI agreement with Augusta Museum of History
Department:Finance
Presenter:Donna Williams
Caption:Approve agreement with Augusta Museum of History for funding
as authorized in SPLOST Phase VI.
Background:Project funding in the amount of $600,000 for the Augusta
Museum of History was approved in the SPLOST VI referendum.
The Augusta Museum of History project is for facility renovations
and improvements.
Analysis:The Augusta Museum of History has raised the matching funds
$150,000 as required by the SPLOST VI Challenge Grant
guidelines. The agency has provided documentation as required.
The SPLOST funding has been collected and is available for
disbursement in accordance with the attached agreement upon
approval by the governing body.
Financial Impact:Funding is available in SPLOST VI
Alternatives:n/a
Recommendation:approve agreement
Funds are Available
in the Following
Accounts:
328-06-4310/5721110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
STATE OF GEORGIA)
RICHMOND COUNTY)
SPLOST VI OUTSIDE AGENCY AGREEMENT
This AGREEMENT made and entered into this day of 2016, between
Augusta, Georgia, a political subdivision of the State of Georgia (hereinafter referred to as
"Augusta"), and Pendleton King Park Foundation, Inc., (hereinafter referred to as the
"Organization") .
WTINESSETH
WHEREAS, the voters of Augusta, Georgia on June 16th 2009, approved the imposition of
the Special Purpose County One Percent Sales and Use Tax ("SPLOST VI"),) and designated the
use of the proceeds of said tax for certain capital outlay projects, as defined on O.C.G.A. 48-8-
11(a) and further approved a project priority payment order in an Intergovernmental Agreement
entered into by and between Augusta, Georgia, and the municipalities of Hephzibah and Blythe;
and
WHEREAS, the Augusta Commission approved SPLOST funding for certain recreational,
historical and cultural improvement capital outlay projects to be implemented through various
outside agencies as provided in guidelines adopted on February 19th 2009; and
WHEREAS, Augusta has determined that the project described on Exhibit "A" (the
"Project") is beneficial to the citizens of Augusta as it provides and enhances recreational,
historical and/or cultural resources in Augusta; and
WHEREAS, Augusta has determined that is more cost effective, avoids duplication of
services and is in the best interest of Augusta and the citizens of Augusta to contract with
Organization to undertake the Project, rather than Augusta directly constructing and operating the
project; and
WHEREAS, the Augusta desires to contract with the above named organization to
construct and operate the Project, which was a part of the approved capital outlay projects; and
WHEREAS, the sum of$200,000.00 from the proceeds of said tax (the "SPLOST Funds")
has been allocated to the Organization for the Project and will be made available to the
Organization when the tax has been collected as provided in the disbursement schedule adopted in
the Intergovernmental Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and agreements
between the parties, it is agreed as follows:
SECTION 1 - APPROPRIATION AND USE OF FUNDS
1.1 Augusta agrees to appropriate the SPLOST Funds to be used by Organization on behalf of
Augusta for the purpose of constructing the Project as provided in Exhibit "A" hereto
attached and incorporated herein.
1.2 The Organization agrees to use such funds that it may receive, pursuant to this Agreement,
solely and exclusively for the construction of the above described Project; said Project,
including the Project Budget, is more specifically described in Exhibit "A".
1.3 Said disbursement to Organization is an authorized use of said proceeds, under O.C.G.A.
Section 48-111 (e), as said use benefits a "cultural, recreational, or historical facility or a
combination of such purposes," and this Agreement is entered into on behalf of and for the
benefit of Augusta and Organization.
SECTION 2 - RESPONSIBILITIES AND OBLIGATIONS OF ORGANIZATION
In consideration of the disbursement of the SPLOST Funds, Organization shall observe all
conditions that the law and/or this Agreement imposes on the use of said SPLOST Funds,
which shall include, but not be limited to the following:
2.1 Organization shall use said proceeds only in connection with the capital outlay Project and
only for the purposes described in Exhibit "A", which is attached hereto and made a part
hereof.
2.2 Organization covenants not use and of said funds for any part of its maintenance and
operation budget, now or in the future.
2.3 Organization will set up any and all banking accounts necessary or convenient to segregate
the account containing SPLOST Funds from its other accounts. Organization shall keep
any SPLOST Funds that it receives from Augusta in a separate account fund and shall not
commingle Augusta distributions with other funds of the Organization prior to their
expenditure.
2.4 The Organization shall maintain a record of each and every expense, in compliance with
the generally accepted accounting principles, for which the proceeds of the tax are used.
The Organization shall submit quarterly accounting reports to Augusta for all funds that
the Organization receives from Augusta. Said accounting reports shall set forth the amounts
expended on the Project during the term of this contract, which, shall include any amount
expended on such Project in that current year, and the estimated percentage of the
completion of the Project. The initial report of expenditures regarding the Project shall be
made within 60 days of the first installment of the SPLOST Funds are made available to
Organization and quarterly thereafter until the end of the quarter in which the project is
deemed completed as determined by the Augusta Finance Department. Quarterly reports
are due within ten (l0) business days following the end of each said quarter and shall be
delivered to Augusta Finance Department, 535 Telfair Street, Suite 800, Augusta Georgia
30901 to the attention ofMr. Timothy Schroer, Deputy Finance Director.
2.5 Organization accepts the following conditions for disbursement of said funds:
A. Unless otherwise agreed by Augusta, no funds shall be made available to
Organization until such time as the tax has been collected as provided in the
disbursement schedule adopted in the Intergovernmental Agreement, and the
Organization has raised a minimum of twenty five (25%) percent of the SPLOST
Funds (the "Matching Funds"). Only cash or cash equivalents raised subsequent to
June 16,2009 shall qualify as Matching Funds. Pledges, in-kind donations or other
donations or contributions will not qualify as Matching Funds.
B. Upon the Augusta executing an acknowledgement that the minimum amount of
Matching Funds has been raised by the Organization, the Organization may expend
the Matching Funds on the Project, provided that the same recording keeping
requirements as provided in 2.4 are kept for expenditures of Match Funds.
C. Prior to receipt of the SPLOST Funds or the Expenditure of Matching Funds,
Organization shall furnish Augusta with an itemized receipt of expenses.
D. Organization shall comply with the purchasing policies of Augusta-Richmond
County regarding the advertising for bids, the securing of bids, and payment,
performance bonds and contracting. Payments to any sub-contractor employed by the
Organization shall be made directly by the Organization, subject to Augusta's audit
and approval. If the total project costs exceed the amount funded by Augusta and the
Matching Funds, the Organization shall provide proof of other funding sources.
Payments by the Organization to sub-contractors shall be made only upon
presentation of verified invoices.
E. Upon completion of the construction ofthe Project, Organization shall do everything
possible within its power to help ensure that Augusta will receive a lease of the
Property to Richmond County Public Facilities, Inc. or such other entity designated
by Augusta, such lease to be substantially similar to the lease attached hereto as
Exhibit "B." Organization hereby acknowledges and agrees that as the Project is to
benefit the citizens of Augusta by providing and enhancing the recreational, historical
and/or cultural resources in Augusta, the Project must be open to and available for
public use. Provided however, this section shall not preclude the Organization from
charging reasonable and ordinary fees for the use of the Project.
2.6 The Organization will maintain the following insurance during the performance of the
Contract:
A. Augusta will indemnify, including but not limited to attorney's fees, and hold
harmless Organization for any causes of action incurred during the performance of
the Project.
SECTION 3 - RESPONSIBILITIES AND OBLIGATIONS OF AUGUSTA
3.1 Augusta enters this contract to improve the quality oflife of its citizens and to provide its
citizens with additional facilities for delivery of recreational, historical and cultural
services in a more cost effective manner than it could if it were to construct and operate
similar facilities without the participation of the Organization. Organization shall do
everything within its power to help ensure that Augusta shall have the right, by and to this
contract, for not less than 25 years of public use and availability of the facility that is the
subject of this contract. In the event that Organization desires to sell or otherwise transfer
title or ownership of the Project prior to the termination of the Lease, then in such events,
the transfer provisions of the Lease shall control.
3.2 Augusta and any auditors employed by Augusta shall have the right to verify and audit the
expenditures ofthe Organization and the Project, sufficient to determine that the monies are
being appropriately spent for the Project, in accordance with Georgia laws that govern the
expenditures of Special Purpose Local Option Sales Tax monies. Official representatives
of Augusta may inspect the official records ofthe Organization, which relate to this project,
at reasonable times and upon reasonable notice to the Organization. Augusta shall also have
the right to inspect the Project at any reasonable time for any purpose related to the
performance of any contract awarded, or to be bid upon or awarded, by the Organization for
this Project.
SECTION 4- OBUGA TIONS OF THE ORGANIZATION AND COUNTY
4.1 Each of the parties hereto warrants and represents to the other that it will comply with all
the requirements of the laws of the State of Georgia.
4.2 After approval of this contract, all contracts between the Organization and any subcontractor
shall be submitted to Augusta Administrator for administrative review. If any irregularity or
illegality appears, the Administrator may submit any such questions to the Augusta -
Richmond County Commission.
4.3 This Agreement constitutes the entire agreement between the parties as to the matters
described herein and may not be amended except by a written instrument, signed by each
party's duly authorized officers.
4.4 Breach of contract with respect to any ofthe terms of this Agreement, or with respect to the
use of funds, shall terminate Augusta's obligations under this Agreement; shall terminate
Augusta's obligation for the payment of any future funds; and shall entitle the Parties to all
remedies provided by law.
IN WITNESS WHEREOF, Augusta and Organization have caused these presents to be
executed by their respective, duly authorized officials, on the date entered above.
AUGUSTA, GEORGIA
By:_
Mayor
ATTEST:
By:
Clerk of Commission
EXHIBIT "A"
SPLOSTVI
Project: Park Interconnectivity
Project Description:
The Park Interconnectivity project is a group of smaller projects designed to improve the
interconnectivity of Pendleton King Park with the citizens of Augusta. These projects listed in
prioritized order are to be performed as long as funds are available to complete:
1) ADA access throughout the improved portion of the park to include access to all
gardens and a speedtable/crosswalk for access to Bark Park across the entrance.
2)To break the connection of sediment runoff from the slopes into Lake Elizabeth
through improved collection of drainage and runoff and similar improvements in
some of the gardens in the park.
3)To re-establish the pavement on the wooded paths to allow a connection with nature
in the urban setting that is Pendleton King Park plus enhancing the access to the park
by the nearby neighborhoods.
4)Establish new parking to connect Bark Park more closely and conveniently with its
patrons.
5)Design and install new signage throughout the park to provide efficient connection
between the park features and the patrons of the park.
Project Timeline:
June 2016 -Publish RFPs
August 2016 -Award Contracts
September 2016 -Begin Projects
December 2016 -Complete Projects
January 2016 -Present Improvements to Public
Project Budget:
Agency:
Project Name:
Date:
Pendleton King Park Foundation
Park Interconnectivity
May 10, 2016
1)ADA Access $19,390
2)Erosion $56,000
3)Pavement $69,000
4)Parking $45,000
5)Signage $10,500
6)Engineering $35,855
7)Contingency $14,255
Total $250,000
Finance Committee Meeting
8/30/2016 1:10 PM
SPLOST VI agreement with Pendleton King Park Foundation
Department:Finance
Presenter:Donna Williams
Caption:Approve agreement with Pendleton King Park Foundation for
funding as authorized in SPLOST Phase VI.
Background:Project funding in the amount of $200,000 for the Pendleton King
Park was approved in the SPLOST VI referendum. The Pendleton
King Park project is for park interconnectivity.
Analysis:The Pendleton King Park Foundation has raised the matching funds
$50,000 as required by the SPLOST VI Challenge Grant guidelines.
The agency has provided documentation as required. The SPLOST
funding has been collected and is available for disbursement in
accordance with the attached agreement upon approval by the
governing body.
Financial Impact:Funding is available in SPLOST VI
Alternatives:n/a
Recommendation:approve agreement
Funds are Available
in the Following
Accounts:
328-06-4310/5721110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission