HomeMy WebLinkAbout2017-04-11 Meeting Minutes Finance Committee Meeting Commission Chamber - 4/11/2017
ATTENDANCE:
Present: Hons. Frantom, Chairman; Sias, Vice Chairman; Hasan and
Guilfoyle, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
FINANCE
1. Renew annual POL/EPL policy with J. Smith Lanier Insurance with annual
quote.
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
2. Consider a request from the Development Authority of Richmond County under
TEFRA for approval of AU Medical Center 2017 Series Bonds in a sum not to
exceed $75,000,000.
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
3. Consider a request from Huntsman Pigments and Additives for an
abatement/refund of interest and penalties on Bill No. 2016304332.
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
4. Request approval to adjust the 2016 Probation Office budget to reflect revenue
collected and additional expenses incurred.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve and
charged to the 2016
General Fund
Contingency .
Motion Passes 4-0.
Commissioner
Wayne Guilfoyle
Commissioner
Ben Hasan Passes
5. Approve engagement of MAXIMUS to perform indirect cost allocation study.
(RFP 17-143)
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
6. Motion to approve the minutes of the Finance Committee held on March 14,
2017.
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
7. Present the financial report of the twelve-month period ended December 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. Mr.
Guilfoyle out.
Motion Passes 3-0.
Commissioner
Ben Hasan
Commissioner
Sammie Sias Passes
8. Approve a request from the Richmond County Sheriff's Office to carry over
funds ($35,196.25) obtained from a 2016 sale of a surplus boat to 2017. The
agency intends to use this funding to purchase a boat for the agency.
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
9. Approve agreement with Augusta Canal Authority for funding as authorized in
SPLOST phase 7.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Wayne Guilfoyle
Commissioner
Sammie Sias Passes
10. Approve agreement with Boys and Girls Club of the CSRA, Inc. for funding as
authorized in SPLOST phase VI.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
www.augustaga.gov
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Ben Hasan
Commissioner
Sammie Sias Passes
Finance Committee Meeting
4/11/2017 1:10 PM
Attendance 4/11/17
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
4/11/2017 1:10 PM
Approve annual renewal of Broker Service and quote for Public Official Liability and Employment
Practice Liability POL/EPL Insurance
Department:Finance
Presenter:Donna Williams
Caption:Renew annual POL/EPL policy with J. Smith Lanier Insurance
with annual quote.
Background:Current coverage has a $2,000,000 liability limit with a SIR (self-
insured retention) of $250,000 for each claim Public Officials and
$250,000 each claim Employment Practices Liability. Public
Official Liability provides coverage for "wrongful acts" of the
public entity and wrongful acts of individuals who act on behalf of
the entity. A wrongful act means any actual or alleged breach of
duty, neglect, errors, misleading statements, omissions or
employment practices violation by an insured solely in the
performance of duties for the public entity. Augusta-Richmond
County has maintained continuous coverage since 1997.
Acceptance of coverage gives additional protection to the assets of
public officials. Public Official Liability (POL) coverage is claims
made coverage which means any claim which may be covered
would need to be filed during the policy period. An RFP was
issued, and after a review of the solicitation, it was determined by
the committee that is in the best interest of Augusta to send this
item out for a new RFP in 2018. Considering the urgency of
maintaining this coverage, we approached the current vendor
regarding a one year renewal, to which he agreed.
Analysis:The Finance Department believes it is in the best interest of
Augusta to continue this coverage.
Financial Impact:J. Smith Lanier & Company has received competitive quotes that
provide $2,000,000 in coverage with a $250,000 SIR (self-insured
retention). The coverage is from an “A+” carrier for a premium of
$67,195. This premium reflects a $1,500 reduction from last
year’s premium.
Alternatives:Rely totally on available funds for the payment of any judgments
which may be rendered directly against entity's public officials.
Recommendation:Approve coverage quoted RSUI Insurance Company for a one
year period for a premium of $67,195 for $2,000,000 in coverage
and an SIR of $250,000.
Funds are Available
in the Following
Accounts:
Funding is available through the Risk Management General
Insurance Fund Account 611 01 5212
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
NIarch 13. 201 7
Augusta Richrnond Commission
Augusta, Georgia
lle: Proposed ll.evenue Bond Issuance by the Developmenl r\uthority of Richnrond
County for the benefit of AU Medical Center, lnc.
The Developmcnt Authority o1'Richmond County (the "lssuer") proposes to issue its
Revenue Bonds (AU Medical Center, lnc. Project), Scries 20\'t inan aggregate principal amounl not
to exceed $75,000,000 (the "Bonds"). The proceeds of the Bonds will be loaned to AU Medical
Center, Inc. ("AUMC") for the purpose of (a) refunding a loan, the proceeds of which were used to
make improvemenls to AU Medical Center (the "Medical Center") and acquire equipment for the
Medical Center, (b) financing or refinancing certain improvements tr: the Medical Cenler and
equipment for the Medical Center (collectively, the "Projects") and (c) paying all or a portion of the
costs of issuing the Bonds, The Projects will be located on the campus of the Medical Center (a)
which is bounded by Walton Way to the north, Laney-Walker Boulevard to the south, St, Sebastian
Way to &e east and Emmctt Street to the west and (b) consists also of a corridor on the east and west
side of l5'h Street .2 miles norlh o1'the intersection of l5th Street and Walton Way. The principal
address of the Medical Center campus is ll20 15rh Street, Augusta, Ceorgia. fhe Projects will
initially be owned by rhe Board of Regents of the University System of Ceorgia or AUMC. The
Projects will be operated by AUMC. The Bonds will not constitute an indebtedncss of the State of
Georgia or Augusta. Georgia, and no tax revenues or other revenues ol'the State oi'Georgia or
Augusta, Georgia *'ill be used to pay the Bonds. Thc Bonds will bc payable solely liom moneys
received b1,the Issuer lrom AUMC.
The undcrsigned public hearing officer has conducted a public hearing on the
proposed issuance of the Bonds and the financing of the Projects and hereby recommends that you
approve the issuance of the Bonds and the financing of the Projccts as required by Section 147(l) ol
the Internal Revenue Code of 1986, as amended. Attached hereto is (a) a report of thc undersigncd
evidencing the conducl of the public hearing and (b) the fbrm of your approval.
Public Hearing Olfi
Development Auth ty ol'Richmond Counry
RITPOR'I OIr PilBLlC HlrARlN(; OlrtrtcllrR
l-he undersigncd dull' appoir:ted hearing ollicer of'the i)e velopment r\ulhoritl, ol
l(ichmond County' (the "lssucr"). hercbl,ccrtities as lbllou,s:
l. A public heartng (1he "Hearing") concenring 1hc proposed issuance bv the
lssuer of its ltevettuc Bonds (AL1 N4edicalClenter.lnc. Pro.ject), Series 2017 (the "lkrnds'') anrl rhc
proiects to be llnanced with the proceeds of such lJonds was duly called and held a1 9:00 a.m. on
March 13.2017 in the olllces o1'l'ulcher IIagler.l-LI'}locared a1 I 1Oth Streel. Suire 700. Aurusla"
Georgia. The Hcaring \\'as open 10 the public. 'l'he lime o{'the l{earing and the roonr in which the
llearing was held provided a reasonable opportunily lbr persons of dillbrilg vieu,s to be hearti.
Attached hereto as l:.rhibit A is a list ol thc people that arlended the Hearing.
2. I announced the commencement and purpose of the Hearing. Attached hereto
as Bxhibit L| is a summary of the comments made at the Hearing.
3. A nolice (the "Notice") of the llearing rvas published not less than l4 days
prior to the Hearing in lhe Augusta Chronicle. a newspaper having general circulation in Augusta.
Georgia. A copl'of the Notice and a publisher's affidavit are attached hereto as Exhibit C.
4. The Hearing and the Notice complied with Section 147(f) ol'the lnternal
Revenue Code of' 1986- as amended.
Witness rny'hand this i3rh da_v of March.20l7
Exhibits Attached:
A-List of Attendees
B-Summary of Conrrnents
C-Puhlisher's Aftidar,it
Iiearing Offlcer
I:Xllll]11 A
I,IS'I O}I ATTENDEES
L*^trry"
/*-- a{rtn*o
'ry \|T'^'-
nv.*llq 1*^lq
EX}IIBIl'B
S U MN1ARY OF COIVINlENI'S
1/oat-"
ATFIDAVIT CIF PI"J B I"- ICAT}CII'*
i'ULi- ]ilr-t il,i(:r..--i< I i f:' I Ll,Jiii 5T 3rt 70a
/,.i ral i.,l;1A, G^ :liil-r0'
:,iiil
':65e/i1.i|:l i i {)r,iia,it)
COL]NI Y O' ttlci'llr4oNt)
[)ersortally appeafed Deii]re;nt. Stephen \ffarje, iu itic krruwr] wl,r_; lteriig twur ii. dil-.roseS ir{rd silys'ihat Heistre rs rlre airthc,r;zed a!errr ci soirlheaslerrr Newspar;ers cor:iprarry l-i. c r Georgi;-r L ri.nrleC
Liabilrty Ccrnpanl' doirtg t;usiness rrr sard Counly uj-lccf tiie lra'Jc rianre oI Riclrntop<j Cr:unty
Neighbors, a newspapc?'rrr silid Ct.,i;rriy. Tiral iic,iSlrr: is e,;lirrrrrzc<l lo rr;airc;;lficiavrls of fr!l)ir1;atrLrlorl sehalf r-ri saic publisher corrlpanyr Richmond County lieighbors , That sairJ rrewspi,iper rs clgenc.ai circuiaiion ir: saii Counly anc in the area adjacell lhsreto, l.iial Helslirc it.,is ievieyvccj ihe
regular edrtjonS ci satd nc\ryspapers pubiished on
i)'2_l?.i\i201 /
EXHIBIT "C"
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j,
APPROVAL OF THE ISSUANCE OF
REVENUE BONDS
FOR THE BENEFIT OF
AU MEDICAL CENTER. INC.
WHEREAS, the Development Authority ofRichmond County (the "[ssuer") proposes
to issue its Revenue Bonds (AU Medical Center,Inc.) Series 2017 inan aggregate principal amount
not to exceed $75,000,000 (the "Bonds"); and
WHEREAS, the proceeds of the Bonds will be loaned to AU Medical Center,Inc.
("AUMC") for the purpose of (a) refunding a loan, the proceeds of which were used to make
improvements to AU Medical Center (the "Medical Center") and acquire equipment for the Medical
Center, (b) financing or refinancing certain improvements to the Medical Center and equipment for
the Medical Center (collectively, the "Projects') and (b) payrng all or a portion ofthe costs of issuing
the Bonds; and
WHEREAS, the Augusta-Richmond County Commission (the "Commission") has
been advised by AUMC that the Projects will be located on the campus of the Medical Center (a)
which is bounded by Walton Way to the north, Laney-Walker Boulevard to the south, St. Sebastian
Way to the east and Emmeff Street to the west and (b) consists also of a corridor on the east and west
side of l5e Street .2 miles north of the intersection of 15th Street and Walton Way, that the principal
address of the Medical Center campus is I 120 l5s Street, Augusta, Georgia, that the Projects wiltbe
owned by the Board of Regents of the University System of Georgia (the "Board of Regents") or
AUMC and that the Projects will be operated by AUMC; and
WHEREAS, the Commission has also been advised by AUMC that the Bonds will
not constitute an indebtedness of the State of Georgia or Augusta, Georgi4 that no tax revenues or
other revenues of the State of Georgia or August4 Georgia will be used to pay the Bonds and that the
Bonds will be payable solely from moneys received by the Issuer from AUMC; and
WHEREAS, Section 147(D of the Internal Revenue Code of 1986, as amended (the
"Code") requires that the goverrlmental unit having jurisdiction over the conduit issuer of the Bonds
and over the area in which any facility financed or refinanced with the proceeds of the Bonds is
located approve the issuance of such Bonds following a public hearing; and
WHEREAS, the duly appointed hearing officer ofthe Issuer (the "Hearing Officer")
conducted a public hearing (the "Hearing") on behalf of the Issuer conceming the issuance of the
Bonds and the Projects to be financed with the proceeds of such Bonds following the publication ofa
notice of the Hearing (the'Notice"); and
WHEREAS, the Hearing Officer has presented a report to the Commission to the
eflect that the Hearing and the Notice complied with Section 147(f) of the Code; and
WHEREAS, the Hearing Officer recommends and requests that the Commission give
the approval required by Section 147 of the Code.
Now,THEREFoRE,BEITRESoLVEDbytheAugusta-RichmondCommission,as
follows:
Il. The issuance ofthe Bonds andthe Projects areherebyapprovedtothe extent
required by Section 147(f) of the Code, as follows:
i
j(a) The Projects are described above and each ofthe components ofthe Projects iwill be located at the address listed above;
,
(b)TheProjectswillbeownedbytheBoardofRegentsorAUMC,andthe
Projects will be operated by AUMC; and
(c) The maximum amount of Bonds that will be issued is $75,000,000.
2. This approval is solely for the purposes of complying with Section ru7(fl ot
the Code. This approval does not constitute an endorsement to a prospective purchaser of the Bonds
or of the crediororthiness of AUMC. This approval shall not result in or impose any pecuniary
liability on the part of Augusta, Georgia.
Adopted and approved this l8s day of April, 2017.
AUGUSTA.RICHMOND COUNTY
COMMISSION
(sEAL)
Attest:
Clerk
By:
CLERK'S CERTIFICATE
STATE OF GEORGIA
COI.]NTY OF RICHMOND
The undersigned Clerk of the Augusta-Richmond County Commission (the
"Commission"), DOES HEREBY CERTIFY that the foregoing pages constitute a true and correct
copy of the resolution adopted by the Commission on April 18,2017 at a meeting which was duly
called and at which a quorum was present and acting throughout, authorizing the issuance up to
$75,000,000 in aggregate principal amount of Development Authority of Richmond County Revenue
Bonds (AU Medical Center, lnc.) Series 2017,thatthe original of said resolution is duly recorded in
the Minute Book of the Commission, which Minute Book is in my custody and confiol, and that said
resolution was duly adopted by a vote of:
Aye
-
Nay
-
Abstain
WITNESS my hand and the oflicial seal of Augusta, Georgia this l8e day of April,
20t7.
(sEAL)
Clerk
From:
Sent:
To:
Subject:
Attachments:
Lena Bonner
Friday, March 17,20L7 5:43 PM
Nancy Morawski
FW: Dvelopment Authority of Richmond County AU Medical Center 2017 Series Bonds
170313 Report of Public Hearing officer .pdf; 1703L3 Letter to commission re AUMC
Bond .pdf;AUMC Revenue Bond Issuance - Commission Approval.pdf
l.
2.
J.
Nancy please place on the April rrth Finance committee meeting agenda.
Lena J. Bonner
Clerk of Commission
Office of the Clerk of Commission
Suite 22o Municipal Building
535 Telfair Street
Augusta, Georgia go9ol
Tel: 7o6-8zr-18zo
Fax: 7o6-Bzt-r838
From: RHagler@fulcherlaw.com Imailto: RHagler@fulcherlaw.com]
Sent: Friday, March 77,20L7 10:u14 AM
To: Lena Bonner <lbonner@augustaga.gov>
Cc: rmu rray@ m u rrayba rneslaw.com; tfinister@m urrayba rneslaw.com
Subiect: Dvelopment Authority of Richmond County AU Medical Center 2017 Series Bonds
Hi Lena
The Development Authority of Richmond County is seeking commission approval under TEFRA for
approval of AU Medical Center 2017 Series Bonds in a sum not to exceed $75,000,000.
There is no liability for Augusta on these bonds and Commission approval is a required formality under
TEFRA.
Enclosed please find:
Letter to Commission requesting approval;
Report of Hearing officer re public hearing held on March 13,2017; and
Approval of Bond to be signed by mayor after commission approval.
Please put this on the agenda for the Finance Committee meeting for April l l so that it can be placed on the
Commission agenda for April 18.
Let me know if you have any questions or you need anything further from me. Thx.
Robert C. Hagler, Attorney
Fulchcr I{aglcr I-LP
One 10, Street, Suite 700 . Augusta, Georgia 30901
P. O. Box 1477 . Augusta, Georgia 30903-1,477
Main: (706)724-0171
Fax: (706) 396-3607
Cell: (706) 836-2678
DISCLAIMER: This message and any attachments from the law firm Fulcher Hagler LLP may contain
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please do not read, copy, use or disclose this communication to others; also, please notify the sender by replying
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AED:104.'1
Finance Committee Meeting
4/11/2017 1:10 PM
Development Authority of Richmond County AU Medical Center 2017 Series Bonds
Department:Clerk of Commission
Presenter:Attorney Robert Hagler
Caption:Consider a request from the Development Authority of Richmond
County under TEFRA for approval of AU Medical Center 2017
Series Bonds in a sum not to exceed $75,000,000.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
AGEIYDA ITEM REQUEST FORM
Commission/Committee: (Please check one)
Commission
Public Services Committee
Administrative Services Committee
Engineering Services CommitteeX Finance Committee
Public Safety Committee
Contact Information for IndividuaVPresenter Making the Request:
Name: Scott Barner
Addrr.r,
Telephone Number: 281'7194151
Fax Number: 281-7194050
E-Mail Address: scott_barner@huntsman.com
Caption/Topic of Discussion to be placed on the Agenda:
Abatement/Refund of interest and on BillNo. 2016304332
ments
Please send this request form to the following address:
Ms. Lena J. Bonner Telephone Number: 706-821-1820
Clerk of Commission Fax Number: 706-821-1838
Room 806 Municipal Building E-Mail Address: lbonner@augustaga.gov
530 Greene Street
Augusta, GA 30911
Requests may be faxed, e-mailed or delivered in person and must be received in the
Clerk's Office no later than 5:00 p.m. on the Wednesday preceding the Commission or
Committee meeting of the following week. A five-minute time limit will be allowed for
presentations.
Commission meetings are held on the first and third Tuesdays of each month at 2:00 p.m.
Committee meetings are held on the second and last Mondays of each month from 12:30
to 3:30 p.m.
2015 Propertv TaI Stater,nen!
Steven B. Kendrick
Richmond County Tax Commissioner
535 Telfair Street-Suite '100
Augusta, cA 30901
MAKE CHECK OR MONEY OROER PAYABLE TO:
Richmond County Tax Commissioner
HUNTSMAN PIGMENTS
ATTN TAX DEPT
1OOO3 WOODLOCH FOREST DR
THE WOODLANDS. TX 77380
RETURN THIS PORTION wlTH PAYMENT
(17. interest per monh wi[ be added i, not psid by duo dale)
Map : 2114013
Locationi 1611 DTXON A|RLINE RD
For Inquiries concerning your tax bills,
homestead exemptions or motor
vehicle registrations please call
706-821-2391 or visit the Tax
Commissionerrs Office at 53S Telfair
Street - Suite 100.
www.arctax.com
-9r1!No. _.
2016-304332
Due Date
11t15t2016
. J9.rAL.p.U_E _
1,591,464.43
Printed:01/10X2017
-------E
-
EEIE
-:
-
B<-
Steven B. Kendrick
Richrnond County Tax Commissioner
535 Telfair Street-Suite 100
Augusta, cA 30901
Phone:706-821-2391 Fax:
Tax Payer: HUNTSMAN PIGMENTSMapCode:2114013 PERSONAL
Descriptlon: MEFF/INVENT/
Location: 1641 DIXONAIRLINE RD
BillNo: 2016-304332
Distrlct: 012 COUNTY TAD 3
706-821-2419' Euilding i
. \hlue_ .i
_9-._ _ i
Falr Madet
Value
110.317,785
r Net
Due
DatB
11n5t2416
i 6ir{ing: Date
09/13/2016' Taxable
Dlscounl ;
Oate
10/03/2016
. Millage i
Land ,
Valua
0 SN
-frlExernptionsvalueGross Tax
Current Due
Discount
Penalty
. . lnterest.
. Other Fees
. Prevlg_ur Payments
Baqk taxe!_
1.432,719.15
... ._ 0.00
143-,271.92
:r5J7-1.96,- 0.00
0.00
lnterest at the rate of 1To pet mon
10% lale payrnenl penalty wilt be added after due date b, on 6""emru, zo of the bilt
I year whichever is later.
I P_uf 11,I" rygp"g taxrerief passed by the Governor, the House of Representatives
lano tne Georgta slale. senate, the gradual reduction and elimination olthe stalet property tax may resull in a reduction of your tax bill this year.
TOTAL DUE
Finance Committee Meeting
4/11/2017 1:10 PM
Huntsman Pigments and Additives
Department:Clerk of Commission
Presenter:
Caption:Consider a request from Huntsman Pigments and Additives for an
abatement/refund of interest and penalties on Bill No.
2016304332.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
4/11/2017 1:10 PM
Increase/Adjust Probation Office 2016 Budget
Department:Finance
Presenter:Donna Williams
Caption:Request approval to adjust the 2016 Probation Office budget to
reflect revenue collected and additional expenses incurred.
Background:The Probation Office was scheduled to go live on January 1,
2017. The approved 2016 budget in the amount of $333,500 was
intended to provide 4th quarter start-up costs to ready the
department for the January 2017 opening. No revenue from
probation fees was budgeted. Due to circumstances, the timeline
was accelerated substantially and the Probation Office opened
July 1, 2016, six months earlier than anticipated in the approved
budget.
Analysis:Because the office opened six months earlier than planned,
revenues were collected that were unbudgeted and the
expenditures exceeded the amount of the original startup budget.
We are requesting approval of a revenue budget of $209,500 to
match Probation Fees collected between July and December 2016.
In addition, the Operating Transfer from the General Fund should
be increased by $82,320 to fully cover actual costs of operations.
Financial Impact:Financial impact to the General Fund will be an additional
$82,320 increase to the operating transfer to Probation (fund 151).
Funds are available in Contingency.
Alternatives:None
Recommendation:Approve requested changes to the 2016 Probation Office budget.
Funds are Available
in the Following
Accounts:
101-10-1110/6011110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Request for Proposal
Request for Proposals will be received at this office until Thursday, March 9, 2017 @ 11:00 a.m. for furnishing:
RFP Item #17-143 Indirect Cost Allocation Study For Augusta, Georgia Finance Department:
RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of:
Geri A. Sams, Director
Augusta Procurement Department
535 Telfair Street - Room 605
Augusta, Georgia 30901
RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP
documents may be obtained at the office of the Augusta, GA Procurement Department, 535 Telfair Street – Room 605,
Augusta, GA 30901.
Pre Proposal/Telephone Conference will be held on Tuesday, February 21, 2017, @ 3:00 p.m. in the Procurement
Department, 535 Telfair Street, Room 605. If you choose to teleconference there is a $35.00 fee. Make the $35.00
check payable “Augusta Georgia Commission” and mail to Geri A. Sams, Director Augusta Procurement Department
535 Telfair Street - Room 605 Augusta, Georgia 30901.
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 Thursday, February 23, 2017,
@ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered.
No RFP may be withdrawn for a period of 60 days after bids have been opened, pending the execution of contract
with the successful bidder(s).
Request for proposals (RFP) and specifications. An RFP 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 request for proposal 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 waivable 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 RFP number on the outside of the
envelope.
Proponents are cautioned that acquisition of RFP documents through any source other than the office of the
Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the
proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications.
Correspondence must be submitted via mail, fax or email as follows:
Augusta Procurement Department
Attn: Geri A. Sams, Director of Procurement
535 Telfair Street, Room 605
Augusta, GA 30901
Fax: 706-821-2811 or Email: procbidandcontract@augustaga.gov
GERI A. SAMS, Procurement Director
Publish:
Augusta Chronicle January 26, February 2, 9, 16, 2017
Metro Courier February 1, 2017
OFFICIAL
VENDORS Attachment
"B"E-Verify SAVE
Form
Addendum
1 Original 8
Copies
Fee
Proposal
COST PLANS PLUS LLC
11761 ANGLEBERGER ROAD
THURMONT, MD 21788
YES 447931 YES YES YES YES YES
MGT CONSULTING GROUP
3800 ESPLANDADE WAY
STE210
TALLAHASSEE, FL 32311
YES 118160 YES YES YES YES YES
MAXIMUS Consulting Services, Inc.
Corporate Headquaters
1891 Metro Center Drive
Reston, VA 20190
YES 21796 YES YES YES YES YES
RFP Item #17-143
Indirect Cost Allocation Study for Augusta, GA- Finance Department
Bid Date: Thursday, March 9, 2017 @ 11:00 a.m.
Total Number Specifications Mailed Out: 14
Total Number Specifications Download (Demandstar): 20
Total Electronic Notifications (Demandstar): 383
Pre Proposal Telephone Conference Attendees: 1
Total packages submitted: 3
Total Noncompliant: 0
Page 1 of 1
COST PLANS PLUS LLC
11761 ANGLEBERGER ROAD
THURMONT, MD 21788
MGT CONSULTING GROUP
3800 ESPLANDADE WAY
STE210
TALLAHASSEE, FL 32311
MAXIMUS
808 MOOREFIELD PARK DR
SUITE 205
RICHMOND, VA 23236
A. Package submitted by the deadline Pass/Fail PASS PASS PASS
B. Package is complete (includes requested
information as required per this solicitation)Pass/Fail PASS PASS PASS
C. Overall Quality of RFP
(concise and to-the-point) 50 30 44 49
1. Technical Approach 100 72 92 98
2. Financial Responsibility 100 84 92 100
3. Project Management 95 74 86 93
4. Key Personnel & Staff 90 72 80 88
5. Organizational Qualifications 75 65 75 79
6. Optional Interview (Potential Bonus Points)10
D. TOTAL 470 367 425 458
1. Experience with cost allocation studies for
Governments 40 33 36 39
2. Experience with Consolidated Governments 15 4 5 15
3 Qualifications of Staff (CPA, Audit Certified, etc.) 35 23 28 34
4. Experience in completing full cost plans 30 26 29 29
5. Experience in completing plan in accordance with
2CFR Part 200 of OMB 30 27 29 29
5. Audit Approach 25 17 25 25
6. Quality of written reports 25 13 22.6 25
Total 200 143 174.6 196
Submittal and Quality of RFP
D. Narrative
E. Scope of Services
Quality of RFP
Evaluation Meeting - RFP Item #17-143
Indirect Cost Allocation Study
for Augusta, GA - Finance Department
Evaluation Meeting: Thursday, March 16, 2017 @ 3:00 p.m.
Vendors
Second Round Elimination (Total Points 50) (MUST ACHIEVE 35 POINTS FOR CONTINUED CONSIDERATION)
(MUST PASS FOR CONTINUED CONSIDERATION)
RANKING - First Round Elimination
Scope of Services (Total Points 200)
Proposer’s Overall Ability to Provide the Services (Total Points 470)
COST PLANS PLUS LLC
11761 ANGLEBERGER ROAD
THURMONT, MD 21788
MGT CONSULTING GROUP
3800 ESPLANDADE WAY
STE210
TALLAHASSEE, FL 32311
MAXIMUS
808 MOOREFIELD PARK DR
SUITE 205
RICHMOND, VA 23236
Evaluation Meeting - RFP Item #17-143
Indirect Cost Allocation Study
for Augusta, GA - Finance Department
Evaluation Meeting: Thursday, March 16, 2017 @ 3:00 p.m.
Vendors
RANKING - First Round Elimination
Within Richmond County 10
Within CSRA 8
Within Georgia 6
Within SE United States (includes AL, TN, NC, SC,
FL) 4 4
All Others 2 2 2
TOTAL 10 2 4 2
Lowest Fees 10 10
Second 8 8
Third 6 6
Forth 4
Fifth 2
TOTAL 10 10 6 8
H. References 10 7.2 8.4 10
Total 750 559.2 662 723
Evaluator: Cumulative Date: 3/16/17
Procurement Department Completion Date: 3/16/17
Internal Use Only
Note: Respondent/Offeror(s) receiving 600 or more points will be invited to do presentations to provide additional information if deemed
Procurement DepartmentRepresentative:____Nancy Williams__________________________________________
G. Proximity to Area
Total (Total Possible Score 750)
Proximity to Area (Total Points 10)
F. Proximity to Area
Cost/Fee Consideration
Reference(s) (Total Points 10
Finance Committee Meeting
4/11/2017 1:10 PM
Indirect Cost Allocation Study (RFP #17-143)
Department:Finance
Presenter:Timothy Schroer
Caption:Approve engagement of MAXIMUS to perform indirect cost
allocation study. (RFP 17-143)
Background:This study provides the basis of the budget allocation to all funds
receiving services from the General Fund. A request for proposals
(RFP) was prepared to solicit qualified vendors to perform the
indirect cost study.
Analysis:Three compliant responses to RFP #17-143 were received. The
evaluation committee reviewed and scored the responses and
MAXIMUS was unanimously selected. Maximus is an
international consulting firm specializing in Cost Allocation Plans
and Cost of Service Studies. They prepare over 1,500 cost
allocation studies on an annual basis. MAXIMUS will develop
and prepare Augusta’s Full Cost Allocation Plan, OMB Circular
A-87 Cost Plan, Augusta Transit’s Plan and Augusta Regional
Airport plan as its pertains to security provided by the Marshal’s
department.
Financial Impact:Fees for the annual audit are included in the finance departments
operating budget
Alternatives:select firm that the evaluation committee did not score as high for
engagement.
Recommendation:Approve awarding engagement per terms in the RFP to
MAXIMUS
Funds are Available
in the Following
Accounts:
101-01-5120
REVIEWED AND APPROVED BY:
Finance.
Procurement.
Law.
Administrator.
Clerk of Commission
Finance Committee Meeting Commission Chamber - 3ll4l20l7
ATTENDANCE:
Present: Hons. Frantom, Chairman; Sias, Vice Chainnan; Hasan and
Guilfoyle, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
F'INANCE
l. Approve Request from CSRA Agency on Aging to Repurpose 2017 Funds.Item
Action:
Approved
2. Motion to approve the minutes of the Finance Committee held on February 28, Item2017. Action:
Approved
Motions
Motion
Type
Approve
Motions
Motion
Type
Approve
Motion Text
Motion to
approve.
Motion Passes
4-0.
Made By Seconded By Motion
Result
Motion Text Made By
Motion toapprove. Commissioner
Motion Passes Sammie Sias
4-0.
Commissioner Commissioner Ben passesSammie Sias Hasan
seconded By HXil
Commissioner Ben passes
Hasan
www.auqustaga.gov
Finance Committee Meeting
4/11/2017 1:10 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Finance Committee held on
March 14, 2017.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
4/11/2017 1:10 PM
Preliminary 4th Quarter 2016 Financial Reports
Department:Finance
Presenter:Donna Williams
Caption:Present the financial report of the twelve-month period ended
December 31, 2016.
Background:Periodic financial reports are presented to keep the Commission
apprised of the financial status of the organization.
Analysis:The presented reports are the preliminary results of the year ended
December 31, 2016. Per GASB standards, Augusta is required to
hold open its books for 60 days after year end so that receivables
and payables may be accurately recorded. Staff is in the process of
final reviews and adjustments in preparation for the annual
financial audit. The results of the 2016 audit, which will be
presented in July, will have variance from the reports being
presented due to timing differences and adjustments made during
the final audit preparation review. The reports focus on operations
for the following funds: General Fund Urban Service Fund Law
Enforcement Fire Protection Water & Sewerage Stormwater
Utility
Financial Impact:n/a
Alternatives:n/a
Recommendation:receive as information
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Finance Committee Meeting
4/11/2017 1:10 PM
Request to carry over funds from 2016 Surplus Sale to 2017
Department:Richmond County Sheriff's Office
Presenter:Colonel Robert Partain
Caption:Approve a request from the Richmond County Sheriff's Office to
carry over funds ($35,196.25) obtained from a 2016 sale of a
surplus boat to 2017. The agency intends to use this funding to
purchase a boat for the agency.
Background:In May of 2014 the agency obtained a 32 foot Sea Ark boat form
the Department of Defense (DOD)/ LESO program. This program
allows law enforcement agencies to obtain property the DOD
deems no longer usable by them. The agency obtained this boat
with the intent to use it on the Savannah River for Law
Enforcement use. The boat did not meet the needs of the agency
and the agency obtained permission from the State of Georgia
Point of Contact to sell the vessel and use the funding to obtain a
boat more suitable for the agency needs. On September 26, 2016
the vessel was sold using GovDeals through the Fleet
Management department. Upon all fees paid a total of $35,196.25
was netted with the intent to use this funding towards the purchase
of a new boat.
Analysis:Revenue generated from the sale of the unsuitable equipment
would be used to fund the purchase of an appropriate replacement.
Financial Impact:These monies were recorded properly as revenue in 2016
273000000-3923110 ($35,196.25) Surplus Property sale.
Alternatives:
Recommendation:Carry over funding generated from the 2016 Surplus Sale in the
amount of $35,196.25 to 2017 for the requested purpose
Funds are Available
in the Following Funds are available in the 2016 273000000-3923110 for carryover
Accounts:to 2017.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Finance Committee Meeting
4/11/2017 1:10 PM
SPLOST 7 agreement with Augusta Canal Authority
Department:Finance
Presenter:Timothy Schroer
Caption:Approve agreement with Augusta Canal Authority for funding as
authorized in SPLOST phase 7.
Background:Project funding in the amount of $1,500,000 for the Augusta
Canal Authority was approved in the SPLOST 7 referendum. The
Augusta Canal Authority will use SPLOST 7 Funds to match
federal grants, state grants and authority funds for capital projects.
Analysis:Funding for the project will be provided per the following
schedule that was approved by the commission on February 9,
2016: $300,000 – 2016 $400,000 – 2018 $400,000 – 2019
$400,000 - 2020 Disbursement of funds is subject to collections
and will be made in accordance with the attached agreement upon
approval by the governing body.
Financial Impact:Funding is available in SPLOST 7
Alternatives:n/a
Recommendation:approve agreement
Funds are Available
in the Following
Accounts:
329-06-4310/572110
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Finance Committee Meeting
4/11/2017 1:10 PM
SPLOST VI agreement with Boys and Girls Club of the CSRA
Department:Finance
Presenter:Timothy Schroer
Caption:Approve agreement with Boys and Girls Club of the CSRA, Inc.
for funding as authorized in SPLOST phase VI.
Background:Project funding in the amount of $500,000 for the Boys and Girls
Club of the CSRA, Inc. was approved in the SPLOST VI
referendum. The Boys and Girls Club of the CSRA, Inc. project
is for facility renovations and improvements to the E.W. Hagler
Club.
Analysis:The Boys and Girls Club of the CSRA, Inc. has raised the
matching funds $125,000 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