HomeMy WebLinkAbout2019-01-08 Meeting Minutes Public Safety Committee Meeting Commission Chamber - 1/8/2019
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; D. Williams, Chairman;
Garrett, Vice Chairman; Few and Sias, members.
PUBLIC SAFETY
1. Motion to approve Accountability Court FY19 Supplemental Grant. Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Brandon Garrett
Commissioner
Johnny Few Passes
2. Motion to approve an Amendment of the Contact with Pierce Manufacturing
in reference to RFP 17-137 Emergency Apparatus/Fire Pumper to Pierce to
purchase three (3) Pierce Engines, and to authorize the Mayor to execute the
appropriate documents.
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
Johnny Few Passes
3. Motion to approve the minutes of the Public Safety Committee held on
December 11, 2018.
Item
Action:
Approved
Motions
Motion
Type Motion Text Made By Seconded By Motion
Result
Approve
Motion to
approve.
Motion Passes
4-0.
Commissioner
Brandon Garrett
Commissioner
Johnny Few Passes
www.augustaga.gov
Public Safety Committee Meeting
1/8/2019 1:05 PM
Attendance 1/8/19
Department:
Presenter:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY:
AUGUSTA, GEORGIA
New Grant ProposaUApplication
Before a Department/agency may apply for the granUaward on behalf of Augusta Richmond County, they must first obtain approval
signature from the Administrator and the Finance Director. The Administrator will obtain information on the grant program and
requirements from the funding agency and review these for feasibility to determine if this grant/award will benefit Augusta
Richmond County. The Finance Director will review the funding requirement to determine if the grant will fit within our budget
structure and financial goals.
Proposal Project No. Project Title
Requesting grant offered by the Criminal Justice Coordinating Council. This is
a Supplemental Grant application to add to existing grant funds already
received for the DUI and Veterans Court Programs.
Cash Match l0%. Cash match funding source is from 20402232013511410 -
Participant fees.
EEO required: No
EEO Department Notified: No
Start Date: 01101/2019
Submit Date: l0/1g/201g
Total Budgeted Amount: 45,680.00
Sponsor: GM0012
Sponsor Type: g
Purpose: {
End Date: 0613012019
Department: 026
Total Funding Agency:
Criminal Justice Coord Co
State
DUI Courts
RECEIVED
ADMTNISTRATOR'S OFFICE
ocT I e 2010
AUGUSTA.RICHMOND
COUNTY
State Court Cash Match? Y
4l,ll2.OO Total Cash Match: 4,568.00
Flow Thru ID:
Type
I GMIOOl (706)849-3484
Type
FA
Jy_
D WATKINS
Approvals
Date
l0ll8l20l8 Dept. Signature:
Grant Coordinator Signature:
Contacts
Page, Crystal
1.) I have reviewed the Grant application and enclosed materials and:
s4ind the grant/award to be feasible to the needs of Augusta Richmond County
o Deny the request
Finance Director
:r91P
Date
2.) fiur"reviewed the Grant application and enclosed materials and:
,A ApVrove the Department Agency to move forward with the application
CP155OO - CRYSTAL PAGE Page Current Date:
Current Time:
I 0/l 8/20 I 8
l0:45:02GM10OO_PROPOSAL - GM1000: Grants Management: I
the request
Lo
User:
Report:
Date
AUGUSTA, GEORGIA
New Grant ProposaUApplication
Before a DepartmenUagency may appty for the granuaward on behalf of Augusta Richmond County, they must first obtain approval
signature from the Administrator and the tr'inance Director. The Administrator will obtain information on the grant program and
requirements from the funding agency and review these for feasibility to determine if this granflaward will bene{it Augusta
Richmond County. The Finance Director will review the funding requirement to determine if the grant will fit within our budget
structure and linancial goals.
Proposal Project No. Project Title
This form will also be used to provide the external auditors with information on all grants for compliance and
certilication requirements as required by the State and f,'ederal Government.
User:
Report:
CP155OO - CRYSTAL PAGE Page Current Date:
Current Time:
l0/l 8/201 8
l0:45:02GM I 000_PROPOSAL - GM I 000: Grants Management: 2
NATHAN DEAI
GOVERNOR ,AY NTAL
EXECUTIVE DIRECTOR
At the-dir€ction ofthe Funding committee under the council ofAccountability court Judges (cACJ)the criminal Justice coordinating council (cJCCJ is pleased to announceihat it ii seiktniapplications for competitive funding for qualified new and existing Accountability Courts in the
State of Georgia.
FY'19 Supplemental Solicitation packet
Applicants are limited to local entities for new and existing Accountability Courts. Adult FelonyDrug Court, Adult Mental Health Court, and Veterans Treatment Court submissions are limited toone application per circuit, per court type. State and ,uvenile Court submissions are Iimited to oneapplication per county, per courttype (i.e. DUI, Family Dependency Treatment, ,Iuvenile Drug, or
luvenile Mental Health Court].
The amount available for distribution has been determined by the legislature during the 201gsession. There is a 1070 cash match requirement. Please note: ihis malch may likely iicrease every
yeor.
For existing courts applying for_this grant period, grant funds request will only be accepted for area inwhich courts can iustiS' a need for additional fundi. Those areas are limited to: drug testing supplies,surveillance, and treatment (personnel, treatment supplies, and/or related to anci r.f r".ui.esl. n"quu.tfor funding made outside ofthose areas will not be ionsidered'by the Funding Committee.-wew courtsapplying for this grant period, grant funds are not limited to: diug testing sipplies, surveiilance, andtreatment [personner, treatment supplies, and/or relatea to ancilraiy services).
Deadline
Applications are due by 5:00 p.m. on Friday, October 19, 201g.
Award Period
January 1,2078 through June 30, 2018.
Release Date: September 24,2079
104 MARIFTTA STREEI, SUITE 440 ATLANTA, GEORGIA 30303.2743404.557.1956 Ai|.Z31.6590 404.657.1957FAx
cjcc.georgia.gov
Elisibilitv
Sate of Georgia
THIS GRANT IS NOT INTENDED TO FUND YOUR PROGMM 1OO%.
Criminal lustice Coordinating Council
The Criminal Iustice Coordinating Council is designated by the Governor of Georgia as the State Administering
Agency for criminal justice and victims'assistance programs. Created by the General Assembly (O.C.G.A. S 3S--
6A-2), the Council is comprised of twenty-four members representing various components olthe criminaljustice system.
The Council of Accountability Court of Judge (CACI) was created in 2015 by the Georgia Legislature and byGovernor Nathan Deal to provide courts with the critical funding necessary to support the growth ofAccountability Courts in Georgia to reduce the prison population.
How to Apply
Interested applicants should review the FY'19 Supplemental Solicitation Packet in its entirety, and submit thecompleted application, including the requested information and all required attachments, using the link onthe Council's website at cicc.georgia.gov on or before 5 p.m., October lg,ZOlB.This form and provided
budget detail are the only acceptable formats for submitting the narratives and budget fbr thisfunding year. Please note that the application format has changed signiftcantty this year. It isrecommended that applicants allow adequate time to complete the application. Apptications must besubmitted using the required forma! scanned or handwritten copieJof the applicition will not beaccepted. Any application that does not adequately answer all applicable questions will be consideredincomplete and will not be reviewed for funding
Applicants must identifii the source of the 10 percent non-state portion of the total project costs and how theywill use match funds. Match is restricted to the same uses of funds as allowed for the state funds, Applicantsmay satis0/ this match requirement with cash only (no in-kind services).
Match Waiver: The CACf may waive the match requirement upon a determination of fiscal hardship. To beconsidered for a waiver of match, a letter of request signed by the Authorized Representative orProgram fudge must be submitted with the grant application defining the fiscat hardship. Fiscalhardship is defined in terms related to reductions in overall budgets, furloughing or reductioni in force ofstaff or other similar documented actions by the local governing authority which have resulted in severebudget reductions. A match waiver request must be submitted ir, r"pr.lt" attachment to the application
and titled as the " Match Waiver."
NOTE: You do NOT need to match every item you are requesting, but must supply a 1.00/o match in the overallbudget request. The match must be from one of the allowable categories.
The formula for calculating the match ist Requested Grant Amount divided by 9 = Required Match
Example:
L 0 percent match requirement: for a state award amount of $ 100,000, match would be calculated as follows:
State Award /9 = Match
Ex. $100,000 /9 = $71,111
FY' l9 Supplemental Grant . lnstructions
SECTION II: SOLICITATION PROCESS
Please read and understand the Certification for Accountability Court Funding attachment before completing the
application. All accountability courts shall attend training and submit a proposed budget/narrative for all funds
requested through this grant,
Existing Courts
Complete all sections of the application, unless noted otherwise.
Implementation Courts
Complete sections of the application to the best of your ability. The committee understands that you may not
have all oftlre answers yet but expects that you have thought through all ofthe issues related to each section
of the application.
Application Review
Applications will be reviewed and assessed by the CACf Funding Committee members and its designated
representatives who will consider the following:
1. Past compliance with all financial and programmatic reporting requirements;
2. Overall quality and completeness of the application;
3. Demonstration of clear, measurable and appropriate standards;
4. Demonstration of need including geographic location, local demographics, local statistics, other
financial resources, etc.;
5. Adequate correlation between the cost ofthe project and the objective(s) to be achieved; and
6. Sharing resources among each accountability court within the circuit is strongly encouraged. All
applications within each circuit will be reviewed together.
Only complete applications received by the deadline will be reviewed. When an application is received by
the C|CC, there is no commitnent on the part of the CACf Funding Committee to fund an application or
to fund it at the amount requested. All areas of the budget are subject to review and approval. Decisions
related to these budget areas are based on both eligibility and reasonableness. The CAC| Funding Committee
has full discretion to determine the reasonableness of budget items based on both objective and subjective
decision-making tools. See "Restrictions on Use of Funds" subsection below to determine whetlrer budget
items requested are allowable prior to submitting your budget.
Applications for funding will undergo several reviews. At any point during these reviews, a decision not to
fund a project or any part thereof may be made. These decisions are within the complete discretion of the
CACJ Funding Committee.
Fundins Decisions
All funding decisions related to CfCC applications received in response to this solicitation are made by the
CACJ Funding Committee and are based on the availability of funding. The Council will inform the applicants
of funding decisions through grant awards. Applicants should not make assumptions regarding funding
decisions until they have received official written notification of awards or denials signed by the CJCC Council
Director.
Once an award is made, the CACJ in conjunction with CfCC, maintains discretion to determine that a grantee is
not compliant with applicable policies, and upon such a determination may terminate further funding and
require reimbursement of grant funds to the CACJ.
Restrictions on Use of Funds
For this grant period, grant funds will not be allowed to be used for: out of state training, any part of a salary
or pay supplements for state or county paid employees, office space, utilities, furniture (existing courts only),
incentives, monthly cell phone charges, case management software (including maintenance and upgrades),
FY'19 Supplemental Grant . lnstructions
vehicles, weapons, office supplies (existing courts only), construction projects and grant administrativeoverhead.
Supplantation
Funds must be used to supplement existing funds for program activities and cannot replace or supplant fundsthat have been appropriated for the same purpose
Generally, supplanting occurs when a local government or program reduces local or other available funds foran activity specifically because state funds are available (or expected to be available) to fund that sameactivity. When supplanting is not permitted, any State grant funds may not replace any local, or otheravailable funds that have been appropriated or allocated for the samepurposl. ln those instances when aquestion ofsupplanting arises, the applicant or grantee will be required to substantiate that the reduction innon-state resources occurred for reasons other than the receipt or expected receipt ofstate funds.
Grant Acceptance
Grantees wishing to accept FY'19 funding must submit signed Acceptance Letters and SpecialConditions to the CfCC Office so it is received no later than 5 p.m, Decemeber Zg,ZO1:7. CeCl fundingCommittee will assume your court rejects its FY'19 award if these acceptance documents are not received bythis submission deadline.
Special Conditions
At the time of the grant award, the CACJ Funding Committee will assign special conditions, as deemedappropriate for the program. The special conditions will outline the grantee's responsibilities, as well as stateregulations that must be followed, as a condition of accepting the grant award forihe approved program. Thespecial conditions will be included in the award packet and must be reviewed, signed and returned io CICC by5 p.m., December 29,20L7 (see above).
one half of all awarded funding must be requested in that quarter's SER each reporting period. Thismeans that the expenditure must be paid by your local funding agency and C;CC reimbursement hasbeen requested within that reporting period. Any unused fundslachquarter end will be retained bythe C|CC to be managed by the CACf.
This is a reimbursement granL If awarded funds, your court will be required to submit check stubs andcopies of invoices to cfcc for reimbursement on a quarterly basis.
Training is made available to each court that accepts grant funding. please seewww.gaaccountabilitycourts.org for the training dates and required attendees, Expenses for trainingwill be reimbursed by the CACJ Funding Committee.
Reporting Reo uirements
Recipients of this FY'19 Supplemental Grant Award will be required to complete and submit sER andcomply with cACf Reporting Requriements no later than 15 diys after each quarter end. Failure tosubmit reports in a timely fashion could result in a 10o/o penalty that will be based on the initial grant award.Subgrantees are given a 1O-day grace before any action is taken. Please note that the CACJ progrim Report hasbeen replaced with an electronic report submission process generated by the state opprorid ,ri" *onogr^"ntsystems during FY'19.
o SER (Sub'grant Expenditure Requests): Reimbursement requests for expenses incurred duringthe grant period on either a monthly or quarterly basis. To request reimbursement, the recipientmust submit a financial report within fifteen days of the month's end date, to their designatedgrant specialist.
FY' l9 Supplemental Grant . Instructions
Public Safety Committee Meeting
1/8/2019 1:05 PM
Accountability Court FY19 Supplemental Grant
Department:Richmond County State Court
Presenter:Crystal Page
Caption:Motion to approve Accountability Court FY19 Supplemental
Grant.
Background:Richmond County Accountability court applied for and received
a FY19 Supplemental Grant in the amount of $45,680 for its
DUI and Veterans Court Program for program administration
and supplies.
Analysis:None
Financial Impact:Grant award of $45,680 Match of $5,075.56 will be paid out of
participant court fees.
Alternatives:None
Recommendation:Approve
Funds are
Available in the
Following
Accounts:
Grant award of $45,680 Match of $5,075.56 will be paid out of
participant court fees.
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
FIRST AMENDMENT TO CONTRACT TO PURCHASE FIRE APPARATUS
This First Amendment to the Contract to Purchase Fire Apparatus (“Contract”) is made
and entered into this _____ day of _____________, 2019 by and between Augusta, Georgia, a
political subdivision of the State of Georgia, by and through its Board of Commissioners
(hereinafter “Augusta”) and Pierce Manufacturing, Inc. (hereafter “Vendor”).
WHEREAS, the Contract was awarded and issued in response to RFP 17-137, which
requires Vendor to supply Augusta with fire apparatus, tools, and equipment as set forth in the
RFP for the term of the Contract;
WHEREAS, the Contract commenced on May 18, 2017 and has an initial terms of three
(3) years;
WHEREAS, Paragraph 8 of the Contract allows Augusta make changes to the Contract,
including increasing in the number of apparatuses to be purchased, so long such changes are
mutually agreed upon by the Parties and are in a written Amendment to the Contract; and
NOW THEREFORE, in consideration of the foregoing, the provisions contained herein,
and the mutual benefits derived therefrom, and for other good and valuable consideration, the
receipt and sufficiency of which are hereby acknowledged, Augusta and Vendor agrees as follows:
1. In addition to those apparatuses, tools, and equipment originally purchased in
Paragraph 4 of the Contract, Augusta will purchase from Vendor three (3) new fire
pumpers (engines) with three-year bumper-to-bumper warranties and all tools and
equipment described in Exhibit “B”. Vendor agrees to accept three (3) used fire
pumpers from Augusta for trade-in allowance as described in Exhibit “B”. After
allowance of the trade-in, the purchase price is $1,726,797.00 for three (3) new fire
pumpers, including three (3) year bumper-to-bumper warranties, tools, and equipment.
2. All other terms and conditions set forth in the Contract remain the same and remain in
effect.
IN WITNESS WHEREOF, Augusta and Vendor have duly executed and delivered this
First Amendment to the Contract to Purchase Fire Apparatus.
Augusta, Georgia
______________________________
Hardie Davis, Jr., Mayor
Attest:
______________________________
Lena Bonner, Clerk of Commission
Pierce Manufacturing, Inc.
______________________________
Angela Riedy, Manager, Order Management
Public Safety Committee Meeting
1/8/2019 1:05 PM
Amend Contract with Pierce
Department:Augusta Fire Department
Presenter:Christopher E. James, Fire Chief
Caption:Motion to approve an Amendment of the Contact with Pierce
Manufacturing in reference to RFP 17-137 Emergency
Apparatus/Fire Pumper to Pierce to purchase three (3) Pierce
Engines, and to authorize the Mayor to execute the appropriate
documents.
Background:The original Contract was approved by Commission on February
21, 2017; and the modification was approved May 2, 2017. The
term of the contract reads: “Term. This Contact shall
commence as of the date executed by Augusta (Commencement
Date) and shall have an initial term of three (3) This Contract
shall automatically extend for two (2) separate one (1) year
terms, unless either party provides notice oftermination at least
ninety (90) days prior to the end of the then current We are
requesting that an amendment to the contract be approved for the
purchase of three (3) additional Pierce Engines at a cost of
$575,599 each for a total of $1,726,797.
Analysis:The Augusta Fire Department needs three new engines to
replace three existing trucks. The older trucks have a higher
upkeep in cost. One of the new truck will be for our new fire
station #20. The Augusta Fire Department has verified with
Legal and Procurement that the contract is still valid and we can
purchase the three additional units upon Commission approval.
The Director of Procurement states that the current contract
supports additional apparatuses if approved by Commission. The
funding source is SPLOST 7 funds.
Financial Impact:$1,726, 797.00 from SPLOST VII Funds
Alternatives:none
Recommendation:Approve the Motion to Amend the Contact with Pierce
Manufacturing in reference to RFP 17-137 Emergency
Apparatus/Fire Pumper to Pierce to purchase three (3) Pierce
Engines, and to authorize the Mayor to execute the appropriate
documents.
Funds are
Available in the
Following
Accounts:
SPLOST VII Funds
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Public Safety Committee Meeting Commission Chamber - l2llll20l8
ATTENDANCE:
Present: Hons. Hardie Davis, Jr., Mayor; D. Williams, Chairman;
Clarke, Vice Chainnan; Sias, member.
PUBLIC SAFETY
1. Motion to approve the minutes of the Public Safety Committee held on Item
November 13,2018. Action:
Approved
Motions
Motion
Type
Approve
Made By Seconded ByMotion Text
Motion to
approve.
Motion Passes
3-0.
Motion
Result
Commissioner Commissioner
Sammie Sias John clarke Passes
www.augustaqa.gov
Public Safety Committee Meeting
1/8/2019 1:05 PM
Minutes
Department:
Presenter:
Caption:Motion to approve the minutes of the Public Safety Committee
held on December 11, 2018.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are
Available in the
Following
Accounts:
REVIEWED AND APPROVED BY: