HomeMy WebLinkAbout2018-07-31 Meeting Minutes Finance Committee Meeting Commission Chamber - 7/31/2018
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Frantom, Chairman; Sias, Vice
Chairman; Hasan, member.
Absent: Hon. Guilfoyle, member.
FINANCE
1. As part of the annual audit process, the results of the audit are presented to the
commission by our audit firm - Mauldin & Jenkins.
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
Sammie Sias Passes
2. Discuss adding the Finance Committee to the 2019 Budget review meetings
with the dept heads and the administrators office (Sept. 3-14) - Get an update
on the two items below 1) - Balance of Contingency Fund List of all
expenditures from the Contingency Fund for 2018 to include recipient
department 2) Balance of Capital Contingency Fund List of all expenditures
from Capital Contingency Fund for 2018 to include recipient department.
(Requested by Commissioner Sean Frantom)
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve Motion to approve with
the Chairman and Vice
Chairman as the main
Commissioner
Ben Hasan
Commisioner
Sean Frantom
Passes
attendees and the
members filling in when
the Chairman and Vice
Chairman are unable to
come.
Motion Passes 3-0.
3. Motion to approve the minutes of the Finance Committee held on July 10,
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 $17,000 funding from contingency for the Record
Restriction Program.
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
7/31/2018 1:15 PM
Attendance 7/31/18
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
7/31/2018 1:15 PM
2017 audit report
Department:Finance
Presenter:Donna Williams, Finance Director
Caption:As part of the annual audit process, the results of the audit are
presented to the commission by our audit firm - Mauldin &
Jenkins.
Background:
Analysis:
Financial Impact:none
Alternatives:
Recommendation:Receive as information
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Lena Bonner
From:
Sent:
To:
Cc:
Subject:
Ms. Bonner,
Commissioner Sean Frantom
Monday, )uly 23,2018 12:52 PM
Lena Bonner
Janice Allen Jackson; Donna Williams
Finance Committee Agenda Item Next Week
Please add the following agenda item to the Finance Committee-
-Discuss adding the Finance Committee to the 2019 Budget review meetings with the dept heads and the
administrators office (Sept. 3-14)
-Get an update on the two items below -
1. Balance of Contingency Fund
o List of all expenditures from the Contingency Fund for 2018 to inctude recipient department2. Balance of Capital Contingency Fund
o List of all expenditures from Capital Contingency Fund for 2018 to include recipient department
Thank you,
Sean Frantom
Commissioner District 7
(706)s64-1663
sfra ntom @a ugustaga. gov
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Finance Committee Meeting
7/31/2018 1:15 PM
2019 Budget Review
Department:
Presenter:Commissioner Sean Frantom
Caption:Discuss adding the Finance Committee to the 2019 Budget
review meetings with the dept heads and the administrators
office (Sept. 3-14) - Get an update on the two items below 1) -
Balance of Contingency Fund List of all expenditures from the
Contingency Fund for 2018 to include recipient department 2)
Balance of Capital Contingency Fund List of all expenditures
from Capital Contingency Fund for 2018 to include recipient
department. (Requested by Commissioner Sean Frantom)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting Commission Chamber
ATTENDAIICE:
Present: Hons. Frantom, Chairman; Sias, Vice Chairman; Hasan,
member.
Absent: Hon. Hardie Davis, Jr., Mayor; Guilfoyle, member.
FINANCE
1. Consider a request from Mr. Rayonta Whitfield with the Augusta Boxing Club ltem
for a refund on the 2017 taxes. Action:
Approved
-fr
A
- 7lt0l20l8
Motions
Motion
Type
Approve
Motions
Motion
Type
Approve
2. Motion to approve the minutes of the Finance Committee
held on June 12, 2018.
Motion Text Made By Seconded By
Motion toapprove. Commissioner Commissioner
Motion Passes Ben Hasan Sammie Sias
3-0.
Motion
Result
Passes
Motion
Result
Item
Action:
Approved
Motion Text
Motion to
approve.
Motion Passes
3-0.
Made By Seconded By
Commissioner Commissioner
Ben Hasan Sammie Sias Passes
www.augustaqa.gov
Finance Committee Meeting
7/31/2018 1:15 PM
Minutes
Department:Clerk of Commission
Presenter:
Caption:Motion to approve the minutes of the Finance Committee held
on July 10, 2018.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Do you have an arrest record that did
NOT result in a conviction or Convicted
as a Youthful Offender?
TAKE ADVANTAGE OF THIS
FREE
SECOND CHANCE OPPORTUNITY
RICHMOND COUNTY
RECORD RESTRICTION SUMMIT
SATURDAY, OCTOBER 20TH, 2018
10AM - 4pm
GOOD SHEPHERD BAPTIST CHURCH
1714 OLIVE ROAD AUGUSTA, GA
ONLINE PRE-SCREENING BEGINS JULY 9, 2018
Go to www.augustaga.gov for more
information and link to application
Felony or Misdemeanor arrests that did not
result in a conviction
MISDEMEANOR YOUTHFUL OFFENDER CONVICTIONS if all
terms of probation were completed
ARREST MUST HAVE OCCURRED IN RICHMOND COUNTY
BRING A VALID DRIVER’S LICENSE OR STATE ID
Augusta Richmond county partners:
Georgia state senator Harold v. jones ii | Solicitor-General Omeeka P. Loggins | augusta Richmond county Sheriff Richard roundtree | Rev. Clarence Moore and Good Shepherd Baptist Church | hattie Sullivan
Clerk of Court | circuit District attorney Natalie Paine |Circuit Public Defender Katherine Mason |
Augusta Richmond County Marshal Ramone Lamkin | Augusta Richmond County Administrator Janice Allen
Jackson | Mayor Hardie Davis | Augusta Richmond County Commission | Augusta Richmond County
Legislative Delegation | State Court and Superior Court Judges | Chief Probation Officer Nikema Butts| Augusta Richmond county public library |Augusta Richmond county information technology DEPT.
IF YOU HAVE QUESTIONS CONTACT:
PHONE: 706 - 821-1084 or 706 - 312 - 5105
EMAIL: AUGUSTASUMMIT2018@AUGUSTAGA.GOV
Purpose/Description Required Costs or Waivability Explanation Budget
Outreach - Ground outreach flyer distribution Required $ 350.00
Color Flyers = 500 flyers Required $ 500.00
Database Cofiguration - Set-up online database configuration and
monitoring
Required $ 950.00
Information Technology - Internet security and network configuration
for the building to support all the government agencies to ensure bandwith
and speed.
Required - passthrough costs charged by the IT
company that is currently contract and manages all
Internet security and networking for the building.
$ 1,100.00
Logistics and Administraion - event management, crowd control, set-
up, building recovery team, accounting/invoicing, and scheduling contracted
services. Includes managing project plan, workflow and deadlines.Required $ 5,000.00
Meals - Breakfast, lunch, snacks, and beverage stations for volunteers and
staff (Based on the employee and volunteer list of names).
Required $ 1,500.00
Supplies - Paper, folders, ink cartridges, pens, etc.Required $ 650.00
Staff Resources - Part time staff, overtime for staff, contractors, etc.Required $ 4,000.00
Building Security Required pass-through costs $ 550.00
Building Custodians - based on extended hours and audience size Required pass-through costs $ 300.00
Informational Marketing Event Signage - interior and exterior floor
signage, wall signage and banners.
Required - New professional materials are required
based on the event name and graphics.
$ 450.00
Onsite Sound and Audio Visual Technician Required - pass-through costs $ 550.00
Event Rentals - Table rental, table cloth rental, to include delivery and
retrieval for record restriction summit.
Required $ 1,100.00
Good Shepherd Baptist Church - Facility Fee In-Kind Donation - Partnership $ -
Total Budget and Record Restriction Summit $ 17,000.00
RICHMOND COUNTY RECORD RESTRICTION SUMMIT
Finance Committee Meeting
7/31/2018 1:15 PM
Record Restriction Program
Department:Administrator
Presenter:Janice Allen Jackson
Caption:Motion to approve $17,000 funding from contingency for the
Record Restriction Program.
Background:See the program description and budget attached.
Analysis:
Financial Impact:
Alternatives:
Recommendation:Approve $17,000 contingency funding request.
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission