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Home My WebLink About2017-04-25 Meeting Minutes Finance Committee Meeting Commission Chamber - 4/25/2017 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Frantom, Chairman; Hasan and Guilfoyle, members. Absent: Hon. Sias, member. FINANCE 1. Present the financial report of the three month period ended March 31, 2017. 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 3-0. Commissioner Ben Hasan Commissioner Wayne Guilfoyle Passes 2. Discuss the awarding/approving of professional services contracts without knowledge of the city's financial obligation. (Requested by Commissioner Ben Hasan) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Motion Passes 3-0. Commissioner Ben Hasan Commissioner Wayne Guilfoyle Passes 3. Discuss financial reporting requirements to Augusta prior to release of funding to non-government organizations. Item Action: Disapproved www.augustaga.gov Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve the recommendation of the Finance Director to require an audit for non- profit organizations receiving more than $20,000 in funding and an independent review from organizations receiving $20,000 or less. Mr. Hasan votes No. Motion Fails 2-1. Commissioner Wayne Guilfoyle Commisioner Sean Frantom Fails Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Substitute motion to approve raising the threshold to $35,000 for audit purposes. Commissioner Ben Hasan Dies for lack of Second 4. Motion to approve the minutes of the Finance Committee held on April 11, 2017. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 3-0. Commissioner Ben Hasan Commissioner Wayne Guilfoyle Passes Finance Committee Meeting 4/25/2017 1:10 PM Attendance 4/25/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 4/25/2017 1:10 PM 1st Quarter 2017 Financial Reports Department:Finance Presenter:Donna Williams Caption:Present the financial report of the three month period ended March 31, 2017. Background:Periodic financial reports are presented to keep the commission apprised of the financial status of the organization. Analysis:The reports focus on the of 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 Excerpt Commission Meeting April 18,2017 Ms. Williams: I'd be happy to answer any questions that you might have. There was an RFP put out through Procurement. There was a selection committee charged with the evaluation of the firms that submitted proposals. The selection committee was comprised of Fire Chief Chris James, Tameka Allen, IT Director, Mark Johnson from Environmental Services, Hope Goodwin and Tim Schroer from Finance and the Administrator's representative was Mr. Chester Brazzell as well as a representative from Procurement. The high scoring proposal was Maximus and the recommendation from the committee was to engage their services. Further discussion Mr. M. Williams: How much is this firm charging? What's the cost of this going to be to this government because you're looking at Housing & Neighborhood Development and several others, financial areas, so how much is this contract? Ms. Williams: I've been instructed by Procurement that I cannot answer that question until after the award of the contract. Ms. Davis: That makes sense. Mr. M. Williams: Well, that bothers me as an elected official and I got to vote for it. I understand what you're saying. Ms. Williams: I can tell you that this contract could have been awarded under the Administrator's authority without bringing it to this government. Mr. M. Williams: Okay. Mr. Hasan: How's that? Ms. Jackson: For one year it could have been but for a multi-year contract that's when it exceeded my authority. Ms. Williams: Correct. Mr. Hasan: I've got another question. Ms. Davis: Be aware that there are a lot of procurement issues we can't talk about untillike they said, it's a closed - Mr. Hasan: I need some clarity. I was under the assumption that when it comes to moneyspent up to $25,000 the Administrator does not have to come to the Commission. She canexecute all day Long,25,25,25,25, allday long. We don't know the cost. This could be a $3 contract based on what Ms. Williams just said. But if it's exceeding that under what terms does she have the right? Let me just throw a number out there. If this happens to be a $ 100,000 contract, what policy do we have that it could have went to the Administrator for one year and we not even weigh in on it? We have that policy in place? Ms. Williams: No, sir. Ms. Jackson: As I understand it what Ms. Williams was alluding to in the absence of trying to give the absolute dollar amount per the instructions that she had been provided by Procurement, if this were a one-year contract certainly I could have done it under my authority. But it's not a one year contract, it is a three year. So that's why it's before you. Mr. Hasan: That's not my question. My question is where is the policy and this is a learning curve, I'm not challenging, I'm asking for clarity. You're saying if it happened to be a one-year contract and it just say for instance it happened to be a $100,000 contract, you're saying you wouldn't have had to bring it before this body? Ms. Jackson: No, her point was it's less than the $25,000. Mr. Hasan: Okay. I said $25,000. Ms. Jackson: The annual amount is less than the $25,000. Mr. Hasan: That's what I asked her. If it's 25,25,25, she could do that. I assumed it was more than that. Okay, I'm fine with that. Motion carries. Finance Committee Meeting 4/25/2017 1:10 PM Bid Award of Professional Services Contract Department: Presenter:Commissioner Ben Hasan Caption:Discuss the awarding/approving of professional services contracts without knowledge of the city's financial obligation. (Requested by Commissioner Ben Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance Committee Meeting 4/25/2017 1:10 PM Discuss Financial Reporting Requirements to Augusta prior to release of funding to Non-Government Organizations Department:Finance Presenter:Donna Williams Caption:Discuss financial reporting requirements to Augusta prior to release of funding to non-government organizations. Background:Through its budget process, Augusta allocates funding in varying amounts to provide financial support for specific programs operated by non-profit organizations and agencies outside the control of the Augusta Richmond County Commission. Certain supporting documentation is required from those organizations. One of the items required is the organizations’ latest copy of their audited financial statements. Analysis:Augusta has reviewed its list of required information from these agencies. The size of the appropriations and the total financial resources available to these agencies vary greatly. The Finance Department sent requests to other governments asking for their policies in this area. Seven responses were received. Three have developed or are in the process of developing a competitive scoring process prior to award. All except one required supporting financial statements. An audit by a CPA firm can be cost prohibitive to an agency that would not normally have an audit and could cost more than the amount of Augusta’s appropriation. A review of an organizations’ financial statements is similar to an audit, except that the auditor does not express an opinion. Both an audit and a review require that the CPA be independent and there is some level of assurance that the statements are not materially misstated. This process provides assurance the Augusta's funds are being spent for the intended purpose by the receiving agency. Financial Impact: Alternatives:Leave current requirement in place Recommendation:Continue to require Audited Statements for agencies receiving $20,000 or more, but accept a Review performed by an independent CPA for those agencies appropriated less than $20,000 Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Finance committee Meeting commission chamber - 4llllz0l7 ATTENDANCE: Present: Hons. Frantom, Chairman; Sias, Vice Chainnan; Hasan and Guilfoyle, members. Absent: Hon. Hardie Davis, Jr., Mayor. F'INANCE 1. Renew annual POL/EPL policy with J. Smith Lanier Insurance with annual Itemquote. Action: Approved Motions Motion Type Approve Seconded By 4_0. 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 S75,000,000. Motion Text Made By Motion toapprove. Commissioner Motion Passes Sammie Sias Motion Text Made By Motion toapprove. Commissioner Motion Passes Sammie Sias Commissioner Berr n Purra,tlasan Motion Result Motion Result Item Action: Approved Motions Motion Type Approve Seconded By Commissioner Ben purr., H.asan 4-0. 3. Consider a request from Huntsman Pigments and Additives for an Item abatement/refund of interest and penalties on Bill No. 2016304332. Action: Approved Motions X::"' Motion Text Made By seconded By MotionrYPe '---- -r Result Motion to Approve i|Iffiurr., ff##,'."Ji*.' fi;mmissioner Ben passes 4-0. 4. Request approval to adjust the 2016 Probation Office budget to reflect revenue Item collected and additional expenses incurred. Action: Approved Motions ilil:" Motion Text Made By seconded By #rXlI Motion to approve and charged to the 2016 Approve S:m*i:l,i $"##'dl,1l,l!,,. S:f#;:f"' passes Motion Passes 4-0. 5. Approve engagement of MAXIMUS to perform indirect cost allocation study. Item(RFP 17-143) Action: Approved Motions []j:" Motion Text Made By seconded By Motionrype -.----- -.t Result Motion to Approve ffilffiurr., ff##,:'ji*.' fiommissioner Ben passes 4-0. 6. Motion to approve the minutes of the Finance Committee held on March 14, Item2017. Action: Approved Motions X:j*l"' Motion Text Made By seconded By MotionlYPe ------ -r vvlv'svs sJ Result Motion to Approve i|LlXl'.u,r., fi;mmissioner Ben ff##,:'Ji*.' passes 4-0. 7.Present the financial report of the 2016. Motions $otion Motion TextI ype Motion to approve receiving this item as Approve information.Mr. Guilfoyle out. twelve-month period ended December 31, Item Action: Approved Motion Passes 3-0. 8. Approve a request from the Richmond County Sheriffs Office to carry over Item funds ($35,196.25) obtained from a2016 sale of a surplus boat to 2017. The Action: agency intends to use this funding to purchase a boat for the agency. Approved Made By Seconded By Commissioner Commissioner Ben Hasan Sammie Sias Motion Result Passes Motion Result Passes Motion Result Passes Motion Result Motions Motion Type Approve Motion Text Made By Seconded By Motion toapprove. Commissioner Ben Commissioner Motion Passes Hasan Sammie Sias Motion Text Made By Seconded By Motion toapprove. Commissioner Commissioner Motion Passes Wayne Guilfoyle Sammie Sias 4_0. 9. Approve agreement with Augusta Canal Authority for funding as authorized in Item SPLOST phase 7. Action: Approved Motions Motion Type Approve 4-0. 10. Approve agreement with Boys and Girls Club of the CSRA, Inc. for funding as Item authorized in SPLOST phase VI. Action: Approved Motions f#:"' Motion rext Made By Seconded By Motion to A .^.^-^_-^ approve. Commissioner CommissionerApprove vtotion passes Ben Hasan su-rni. si* Passes 4-0. www.augustaga.qov Finance Committee Meeting 4/25/2017 1:10 PM Minutes Department:Clerk of Commission Presenter: Caption:Motion to approve the minutes of the Finance Committee held on April 11, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: