HomeMy WebLinkAbout2019-03-12 Meeting Minutes Finance Committee Meeting Commission Chamber - 3/12/2019
ATTENDANCE:
Present: Hons. Fennoy, Chairman; D. Williams, Vice Chairman; M.
Williams and Frantom, members.
Absent: Hon. Hardie Davis, Jr., Mayor.
FINANCE
1. Approve proposed calendar for SPLOST 8. Item
Action:
Approved
Motions
Motion
Type
Motion
Text Made By Seconded By Motion
Result
Approve Motion to
approve.
Commisioner Sean
Frantom
Commissioner
William Fennoy Passes
2. Motion to approve the minutes of the Finance Committee held on February
26, 2019.
Item
Action:
Approved
Motions
Motion
Type
Motion
Text Made By Seconded By Motion
Result
Approve Motion to
approve.
Commisioner Sean
Frantom
Commissioner
William Fennoy Passes
3. Request to continue purchase of Augusta POL/EPL Insurance with Premium
Quote for 2019 – 2020 POL/EPL coverage to J. Smith Lanier & Co. LLC.,
current broker, through insurance carrier RSUI for a premium of $58,700.
Item
Action:
Approved
Motions
Made By Seconded By
Motion
Type
Motion
Text
Motion
Result
Approve Motion to
approve.
Commisioner Sean
Frantom
Commissioner
William Fennoy Passes
www.augustaga.gov
Finance Committee Meeting
3/12/2019 1:15 PM
Attendance 3/12/19
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Augusta Georgia
SPLOST 8 Calendar
November 3, 2020 Election
November 3, 2020 -
election Item
March 12, 2019 Committee Meeting
March 19, 2019 Commission Meeting
The Commission will be presented with the recommended SPLOST 8 Timeline.
Review and discuss the timeline, the period of years for the SPLOST, etc. Authorize
Mayor to meet with Mayors of Hephzibah and Blythe
Notices Mailed to Inter-Governmental Agencies
Mayor's Office mails notices of meeting of governing authorities to the Mayors of
Hephzibah and Blythe to discuss inter-governmental agreement for distribution of
SPLOST 8 proceeds. Notices must be mailed or delivered 10 days prior to the
meeting.
Inter-Governmental Informational MeetingLocal governments will hold meeting to discuss inter-governmental agreement for
distribution of SPLOST proceeds.
January 6, 2020 SPLOST Project Request Forms DueThis is the deadline for all SPLOST requests to be submitted to Administration for
review and compilation.
Compilation & Review of RequestsAll requests will be reviewed to verify all necessary information is presented. All
information will be compiled to establish a final complete requested list to provide to
Commission.
January 14, 2020 Tentative SPLOST 8 List Provided
The requested SPLOST 8 List is provided to Commissioners for review.
April 21, 2020
Notices Mailed to Inter-Governmental AgenciesMayor's Office mail notices of meeting of governing authorities to the Mayors of
Hephzibah and Blythe to discuss inter-governmental agreement for distribution of
SPLOST 8 proceeds. Notices must be mailed or delivered 10 days prior to the
meeting.
Inter-Governmental Meeting
Local governments will hold meeting to discuss inter-governmental agreement for
distribution of SPLOST proceeds. They must meet no less than thirty (30) days prior
to the Call of Election by the Board of Elections.
May 7, 2020
April 15, 2019
April 26, 2019
January 6, 2020 to
January 13, 2020
Commission vote to authorize mayor to issue notice of Intergovernmental Meeting
to City of Hephzibah and City of Blythe
April 23, 2020
Page 1 of 2
Augusta Georgia
SPLOST 8 Calendar
November 3, 2020 Election
November 3, 2020 -
election Item
May 19, 2020 Final SPLOST 8 project list approved by Commission
May 20, 2020 to
June 5, 2020 Staff Preparation
The Staff and City Attorney will prepare all necessary documentation.
Approval of Intergovernmental Agreements
June 16, 2020 Augusta approve Intergovernmental Agreement with Hephzibah and Blythe
June 17, 2020 to Hephzibah and Blythe approve Intergovernmental Agreement with
July 3, 2020 Augusta.
Commission Passes SPLOST Resolution
Commission passes SPLOST Resolution for November ballot. Special called meeting
before committee meetings (Must be at least 90 days prior to election)
July 13, 2020 Board of Elections Convenes
The Board of Elections convenes in regular session to issue Call of Election.
Notice to Newspaper
Send Notice of Election/Resolution to newspaper for publication. Notice must be
published once per week for four consecutive weeks prior to the election.
September 29, 2020 Legal Notices Published - required for bonds
October 6, 2020 Legal Notices Published
October 13, 2020 Legal Notices Published
October 20, 2020 Legal Notices Published
October 27, 2020 Legal Notices Published
November 3, 2020 Date of Election
July 7, 2020
September 15, 2020
Page 2 of 2
Finance Committee Meeting
3/12/2019 1:15 PM
Calendar for SPLOST 8
Department:Administration
Presenter:Janice Allen Jackson, Administrator
Caption:Approve proposed calendar for SPLOST 8.
Background:Current projections have collections for SPLOST phase 7 ending
in the fourth quarter of 2021. The proposed calendar sets key
dates to place the referendum to on the November 3, 2020
ballot. The calendar allows time for; staff to develop project
scope and budgets, public meetings to provide information about
proposed projects and the status of current projects: information
public meetings regarding the list of projects approved by the
commission.
Analysis:After reviewing available elections dates for a SPLOST
referendum, it was determined that November 3, 2020 would be
the most advantageous. Selecting this date will provide staff
time to develop project scopes and budgets, and allow sufficient
time to inform the public of proposed SPLOST projects with
updates on current SPLOST projects. Other election dates:
November 5, 2019 March 3, 2020 May 28, 2020 March 17, 2021
November 3, 2021
Financial Impact:There will be no additional election costs to place the
referendum on the November 3, 2020 ballot.
Alternatives:There will be no additional election costs to place the
referendum on the November 3, 2020 ballot.
Recommendation:Approve proposed calendar
Funds are
Available in the
Following
Accounts:
n/a
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
-fr
.t
- 2126120t9Finance Committee Meeting Commission Chamber
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; Fennoy, Chairman; D.
Williams, Vice Chairman; M. Williams, member.
Absent: Hon. Frantom, member.
FINANCE
1. Request to expand pool of banks as approved depositories. (Referred from Item
February 19,2019 Commission meeting) Action:
Approved
Motions
Motion
Type
Approve
3-0.
2. Request to transfer funds from the Special Instructional Services line item to Item
Operational budget line item in the amount of $27,206 plus 30o/o for benefits Action:
to fund unfunded Law Clerk position in Juvenile Court. Approved
Motion Text Made By
Motion to
approve. Commissioner
Motion Passes Marion Williams
Seconded By
Commissioner
Dennis Williams
Made By Seconded By
Motion
Result
Passes
Motion
Result
Motions
f#:" Motion rext
Motion to approve
a ..._. for an Administrative Commissioner CommissionerApprove Assistant position. Marion Williams Dennis Williams Passes
Motion Passes 3-0.
3. Motion to approve the minutes of the Finance Committee held on February
12,2019.
Item
Action:
Approved
Motions
Motion
Type
Approve
Motions
Motion
Type
Approve
Motions
Motion
Type
Approve
Motion Text
Motion to
approve.
Motion Passes
3-0.
Motion Text
Motion to
approve.
Motion Passes
3-0.
Motion Text Made By Seconded By
Motion to
approve. Commissioner Commissioner
Motion Passes Dennis Williams Marion Williams
Motion
Result
Passes
Motion
Result
Passes
Motion
Result
Passes
3-0.
4. Request approval to move funds from salary lines to contract labor lines; once Item
the employee returns from worker's compensation leave funds will be Action:
retumed to salary line item. Approved
Made By
Commissioner
Dennis Williams
Seconded By
Commissioner
William Fennoy
for\Approve additional funding
Property Division
reorganization of Tax Assessor Commercial Item
Action:
Approved
Made By
Commissioner
Dennis Williams
Seconded By
Commissioner
William Fennoy
www.augustaqa.gov
Finance Committee Meeting
3/12/2019 1:15 PM
Minutes
Department:
Presenter:
Caption:Motion to approve the minutes of the Finance Committee held
on February 26, 2019.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
Finance Committee Meeting
3/12/2019 1:15 PM
Request to Continue Purchase of Augusta POL/EPL, Public Official Liability/Employment Practice
Liability Insurance for 2019
Department:Finance -Risk Management
Presenter:Joe Crozier
Caption:Request to continue purchase of Augusta POL/EPL Insurance
with Premium Quote for 2019 – 2020 POL/EPL coverage to J.
Smith Lanier & Co. LLC., current broker, through insurance
carrier RSUI for a premium of $58,700.
Background: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, emissions
or employment practices violation by an insured solely in the
performance of the public entity. Augusta Richmond County has
maintained continuous POL/EPL coverage since 1997.
Acceptance of coverage gives additional protection to the assets
of the Public Officials. Public Officials Liability (POL) coverage
is claims made coverage which means any claim which may be
covered, would need to be filed during the policy period. The
Augusta Law Department (knowledge of decisions made by the
Commission which may lead to a claim against the coverage and
also knowledge of grievances, separations from employment,
etc. which may lead to claims against the Employment Practice
Endorsement to this coverage) is the group responsible for
notifying the broker of potential claims and filing claims against
this coverage.
Analysis:As part of the bid process, respondents were required to request
quotes for annual quotes from the insurance market for
POL/EPL coverage. RSUI provided the lowest quote to J. Smith
Lanier & Co, the RFP approved broker, in the amount of
$58,700.
Financial Impact:J. Smith Lanier & Company secured quotes for this coverage
and are able to offer the POL/EPL coverage of $2,000,000 with
a $250,000 SIR (self-insured retention) for a premium of
$58,700.
Alternatives:Drop coverage and assume all risk.
Recommendation:Approve coverage quoted by RSUI Insurance Company for a
one year period for a premium of $58,700 for $2,000,000 in
coverage and an SIR of $250,000.
Funds are
Available in the
Following
Accounts:
Funds are Available in the Following Accounts: 611-01-5212
Risk Management General Insurance Fund Account
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission