HomeMy WebLinkAbout2018-06-12 Meeting Minutes Finance Committee Meeting Commission Chamber - 6/12/2018
ATTENDANCE:
Present: Hons. Frantom, Chairman; Sias, Vice Chairman; Hasan,
member.
Absent: Hons. Hardie Davis, Jr., Mayor; Guilfoyle, member.
FINANCE
1. Present 2019 Budget Calendar for approval. Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
3-0.
Commissioner
Sammie Sias
Commissioner
Ben Hasan Passes
2. Consider a request from Mr. Paul G. Trotter for financial support from the
Augusta Commission for the Georgia Mission of Mercy to be held at the
James Brown Arena.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to approve the
request for $15,000 in
funding and charge it to
the Contingency Fund.
Motion Passes 3-0.
Commissioner
Ben Hasan
Commissioner
Sammie Sias Passes
3.
Motion to approve the minutes of the Finance Committee held on May 8,
2018.
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
Sammie Sias Passes
4. Motion to approve the reimbursement of special election payments from the
City of Blythe and the Richmond County Board of Education to the Board of
Elections 2018 Operating Budget.
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
Sammie Sias Passes
www.augustaga.gov
Finance Committee Meeting
6/12/2018 1:15 PM
Attendance 6/12/18
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
AUGUSTA, GEORGIA
2019 BUDGET PLANNING CALENDAR
JUNE 2018
June 12, 2018 Finance Committee approves FY2019 Budget Calendar.
June 19, 2018 Commission approves FY2019 Budget Calendar.
JULY 2018
July 19, 2018 Distribution of Budget Calendar and Instructions during department head meeting.
July 23, 2018 Departments with OneSolution access may start entering in Budget Item Detail.
AUGUST 2018
August 10, 2018 Deadline for ALL submission of budget documents to Finance.
SEPTEMBER 2018
Sept. 3-14, 2018 Departmental Work Sessions with representatives of the Administrator’s office and the
Finance Department.
September 28, 2018 Budget summary presented to Administrator by Finance Department.
OCTOBER 2018
October 16, 2018 FY2019 Proposed Budget presented to Augusta-Richmond County Commission by the
Administrator.
October 30, 2018 Publish Public Hearing Notice in newspaper.
NOVEMBER 2018
November 6, 2018 PUBLIC TOWN MEETING / COMMISSION MEETING
Public Hearing of 2019 Budget.
November 13, 2018 Publish Notice of Budget Adoption in newspaper.
November 20, 2018 Adoption of the FY2019 Budget by the Augusta-Richmond County
Commission.
JANUARY 2019
January 1, 2019 Effective date for the Fiscal year 2019 Budget.
Finance Committee Meeting
6/12/2018 1:15 PM
Approve the 2019 Budget Calendar
Department:Finance
Presenter:Donna B. Williams, Director
Caption:Present 2019 Budget Calendar for approval.
Background:The Budget Calendar establishes tentative dates for the
completion of the various stages of the 2019 budget preparation
and adoption process.
Analysis:The calendar is presented for approval consistent with the legal
requirements in accordance with OCGA 36-81-5. The budget
calendar, as planned, will facilitate developing, reviewing and
deliberations by the legislative body, input from the citizens of
Augusta-Richmond County and adoption of FY2019 budget on a
timely basis. The budget will be adopted prior to the fiscal year
2019.
Financial Impact:N/A
Alternatives:Revise calendar, however some dates and/or time requirements
are set by state or local ordinances for example, the date of
adoption is the second meeting date in November.
Recommendation:Approve Budget Calendar for FY2019 as indicated on the
attachment.
Funds are
Available in the
Following
Accounts:
N/A
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
AGENDA ITEM REQUEST FORM
Commission meetings: First and third Tuesdays of each month - 2:00 p.m.
Committee meetings: Second and last Tuesdays of each month - 1:00 p.m.
Commission/Committee: (Please check one and insert meeting date)
Public Services Committee Date of Meeting
Administrative Services Committee Date of Meeting
Engineering Services Commiffee Date of Meeting
Finance Committee Date of Meeting 6112118
Contact Information for IndividuaUPresenter Making the Request:
Name: Paul G. Trotter
Address: 3023 Bransford Road. Augusta. GA 30909
Telephone Number: cell: 706-394-1698 office: 706-860-22t42
Fax Number faxz 762-222-1540
E-Mail Address: paul.g.trotter@gmail.com
Caption/Topic of Discussion to be placed on the Agenda:
Georgia Mission of Mercy: The Georgia DentalAssociation Foundation for Oral Health's Georgia Mission of Mercy
(me
adults, while placl
apprc*imatety 1g00,
provide financial s es
Brown Arena.
Please send this request form to the following address:
Commission
Public Safety Committee
Date of Meeting
Date of Meeting
Telephone Number: 706-82L-1820
Fax Number: 706-821-1838
Ms. Lena J. Bonner
Clerk of Commission
Room 806 Municipal Building E-Mail Address: nmorawski@augustaga.gov
530 Greene Street
Augusta, GA 30901
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 meeting and
5:00 p.m. on the Tuesday preceding the Committee meeting of the following week. A five-
minute time limit will be allowed for presentations.
EVENT:Georgia Mlssion of Mercy
Georgia Mission of Mercl - GMOM
,|
James Brown Arena
l-ffi'ffi|
RENT
(3) DAYS @ $1,OOO PER DAY
$ 3,000.00
$ 710.50
$ 980.00
$ 1,960.00
$ 979.99
$ 691.68
$ 503.30
$ 1,110.00
$ 150.00
$ 3,000.00
WAIVED
SECURITY
POLICE (IF BOOKED BY VENUE)
FIREWATCH (IF BOOKED BYVENUE)
EMT (tF BOOKED BYVENUE)
HOUSE ENGINEER
VENUE SET UP / TEAR DOWN
CLEANING
INTERNET
UTILITIES ($1,OOO PER DAY)
PARKING LOT BUYOUT ($.40 PER ATTENDEE)
AL LICENSE FESEXPENSES 13,085.48
@ sr.*EsT.B*
Finance Committee Meeting
6/12/2018 1:15 PM
Georgia Mission of Mercy
Department:Clerk of Commission
Presenter:
Caption:Consider a request from Mr. Paul G. Trotter for financial support
from the Augusta Commission for the Georgia Mission of
Mercy to be held at the James Brown Arena.
Background:See attached information.
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting Commission Chamber - 5lgl20l8
ATTENDANCE:
Present: Hons. Frantom, chairman; Sias, vice chairman; Hasan and
Guilfoyle, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
FINAI\CE
1. Present financial reports forthe three monthperiod ended March 31,2018.Item
Action:
Approved
Motions
Motion
- ----- Motion Text'rype
Motion to approve
receiving this item as
Approve information.Mr.
Guilfoyle out.
Motions
$otion Motion Textrype
Motion to approve.
Approve Mr. Guilfoyle out.
Motion Passes 3-0.
Made By Seconded By Motion
Result
Commissioner Commissioner
Sammie Sias Ben Hasan Passes
Motion Passes 3-0.
2. Request approval to amend the 2018 Budget (Planning 220-01-6309) by Item
transferring existing funds from SalaryAMages to Other Professional Services Action:
to provide for the Augusta Regional Transportation Study project known as Approved
C onge stion Management Process Update (CI\dp).
Made By
Commissioner
Sammie Sias
seconded By Motion
Result
Commissioner
Ben Hasan Passes
3.
Approve an amendment to the Annual Plan required under the Reynolds Street Item
Parking Deck Management Agreement to allow for the leasing of 100 or more Action:
spaces in the parking deck to a single entity at a rate of no less than $50 per Approved
space on a month to month basis, subject to the approval by the Administrator
of the licensee and all rental terms.
Motions
Motion Motion Textrype
Motion to delete this
Delete item from the
agenda.
Made By
Commissioner Commissioner
Sammie Sias Ben Hasan
Seconded By
Commissioner Commissioner
Sammie Sias Ben Hasan
seconded By Motion
Result
Commissioner Commissioner
Sammie Sias Ben Hasan Passes
Motion Passes 4-0.
4. Award contract for professional consulting planning and engineering services Itemfor RFP 18-159 Congestion Management Process Update for the Augusta Action:
Regional Transportation Study MPO. All procurement procedures were Approved
followed in accordance with city, state and federal requirements. This contract
shall not to exceed $200,000.
Motions
ryJ:"" Motion Text Made By seconded By
Motion to
^ approve.APProve Motion passes
4-0.
Motion
Result
Passes
Motion
Result
Item
Action:
Approved
5. Motion to approve the minutes of the Finance Committee held on Apdrl 24,
2018.
Motions
fr'rt:"" Motion Text Made Bv
Motion to
Approve ffiSrmasses
4_0.
6. Approve funding of operating, capital, encumbrance carryover.
Passes
Item
Action:
Disapproved
Motions
Motion Motion Textrype
Motion to approve
funding of operating
capital encumbrance
carryover for 2017 to
2018 budget cycle and
^ to allow theADDTOVE' -rr'-' - Administrator to
approve such items in
future budget cycles.
Mr. Hasan votes No.
Mr. Guilfoyle out.
Motion Fails 2- 1.
Seconded By r;TilMade By
Commissioner Commissioner
Sammie sias ;;ffi;;^^- Fails
7. Consider the refund of delinquent taxes once they are paid to support to Item
cleanup and redevelopment oi this long time coniaminated eyesore in the Action:
community regarding properties located at 1409 Steiner Avenue, L3I2 Steiner Approved
Avenue, l3l4 Steiner Avenue, 1408 Steiner Avenue, and 1733 Mill Street,
Augusta, GA 30901. (Requested by Commissioner Sammie Sias)
Motions
f#:"' Motion Text Made By seconded By
Motion to
^ aDDrove.APProve vtotiorrpasses
4_0.
Commissioner Commissione
Sammie sias Ben Hasan
t Pu"t'
Motion
Result
Motion
Result
8. Request to approve a Resolution to support approval of the Fiscal Year 2018 ltem
Federal Highway Administration (FHWA) Metropolitan Planning Program Action:
(PL) Funds for Proj ect# 0015914 for $175,000 ($140,000 federal and $35,000 Approved
local match).
Motions
f#:'" Motion rext Made By Seconded By
Motion Passes
4_0.
9. Request to approve the FY 2018 PL Contract - PI # 001 5459 Supplemental Item
Agreement contract between Augusta, Georgia and the Georgia Department of Action:
Transportation for federal funds totaling $282,245.00 ($225,796.00 as 80% Approved
federal and $56,449.00 as20%o local).
Approve Motion to
approve.
Motions
Motion Motion Textrype
Motion to
^ aDDrove.APProve vtotio, passes
4-0.
Commissioner Commissioner Passes
Sammie Sias Ben Hasan
Made By
Commissioner
Sammie Sias
Seconded By
Commissioner
Ben Hasan
Motion
Result
Passes
www.augustaga.gov
Finance Committee Meeting
6/12/2018 1:15 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Finance Committee held
on May 8, 2018.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
6/12/2018 1:15 PM
Motion to approve the reimbursement of special election payments to the Board of Elections 2018
Budget
Department:Board of Elections
Presenter:Lynn Bailey
Caption:Motion to approve the reimbursement of special election
payments from the City of Blythe and the Richmond County
Board of Education to the Board of Elections 2018 Operating
Budget.
Background:Special Elections in the City of Blythe and in Board of
Education District 7 were held on 3/20/18. A runoff in Board of
Education District 7 was held on 4/17/18. The City of Blythe
made payment of $887.08 for their election and the Board of
Education made payment of $15,704.24 for their election. The
election costs were paid directly from the Board of Elections
budget and we are requesting for a reinstatement.
Analysis:This is a break even reimbursement. These special elections
were unplanned and not budgeted. The initial expenses for these
elections came from the Board of Elections 2018 Budget. Both
entities have now paid their invoice. The reinstatement of the
election payments would offset the expenditures.
Financial Impact:No financial impact
Alternatives:The Board of Elections 2018 Budget would operate at a
$16,591.32 deficit.
Recommendation:Approve the request for reimbursement
Funds are
Available in the
Following
Accounts:
101101110/6011145
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission