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Home My WebLink About2015-02-03-Meeting Minutes Commission Meeting Agenda Commission Chamber - 2/3/2015 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Lockett, Guilfoyle, Sias, Harris, M. Williams, Fennoy, D. Williams, Hasan, Davis and Smith, members of Augusta Richmond County Commission. INVOCATION: Rev. Christopher J. Waters, Pastor, Thankful Baptist Church PLEDGE OF ALLEGIANCE TO THE FLAG OF THE UNITED STATES OF AMERICA. RECOGNITION(S) Employee of Month A. Congratulations! Mr. Darrin Shine, Augusta Recreation, Parks and Facilities Department January Employee Of Month. Item Action: None Employee_of_the_Month_Feb_2015.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Presentation is made to Mr. Darrin Shine as the February 2015 Employee of the Month. CONSENT AGENDA (Items 1-25) PUBLIC SERVICES 1. Motion to approve referring this item back to the Administrator for all parties involved for further discussion and review- Ordinance to amend the Augusta, Item Action: GA Code Title One Chapter Three Article One Section 1-3-6 and 1-3-7 relating to the powers of the Augusta Aviation Board and the powers, duties and title of Airport Manager; to repeal all Code Sections and Ordinances and parts of Code Sections and Ordinances in conflict herewith; to provide an effective date and for other purposes. (Approved by Public Services Committee January 26, 2015) Rescheduled 2015-1-7_Ord_airport_Director-_Clean.pdf 2015-1-7_Ord_airport_manager-_Redline.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to defer. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 2. Motion to approve referring this item back to the Administrator for all parties involved for further discussion and review- Ordinance to amend the Personnel Policies and Procedures Manual of Augusta, GA Code Section 1-7- 51; to approve edits to the following sections of Chapters III, V and VIII of the Personnel Policies and Procedures Manual relating to Augusta Regional Airport Personnel: 300.001, 300.002, 300.011, 300.012, 300.013, 300.014, 500.001, 500.316, 800.001, 800.004, 800.010, 800.011, 800.013 and 800.014. to repeal all Manual provisions, Code Sections and Ordinances and parts of Code Sections and Ordinances in conflict herewith; to provide an effective date and for other purposes. (Approved by Public Services Committee January 26, 2015) Item Action: Rescheduled 2015-1-7_Ordinance_to_amend_PPPM_Re_Airport_DRAFT_CLEAN.pdf 2015-1-7_PPPM_Amendments_re_Airport_Hiring___Firing_DRAFT_REDLINE.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to defer. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 3. Motion to approve the proposal submitted by Modern Business Systems, Inc. Item for providing and installing Furniture, Fixtures & Equipment in the amount of $340,098.63. (Approved by Public Services Committee January 26, 2015) Action: Approved Cost_Analysis_for_IT_Building.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 4. Motion to approve contract in the amount of $26,720 to Modern Roofing to install a new membrane roof, and the related work outlined in RFB 14-239, over the existing at the Augusta Public Defender’s Office. (Approved by Public Services Committee January 26, 2015) Item Action: Approved Emergency_Invitation_to_Bid.pdf 14-239_TAB.xls Mail_Labels.pdf Recommendation_Letter_from_Department.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 5. Motion to approve a request by Laura Salman for a Therapeutic Massage Operators license to be used in connection with Strictly Massage located at 240 Camilla Avenue. District 7. Super District 10. (Approved by Public Services Committee January 26, 2015) Item Action: Approved Massage.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes ADMINISTRATIVE SERVICES 6. Motion to approve the adoption of the 2012 Land Bank Act. (Approved by Administrative Services Committee January 26, 2015) Item Action: Approved Attachments_on_Land_Bank_Act.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 7. Motion to approve asking the EEO Coordinator to brief the Commission during legal meetings on any EEO issues that she feels they need to be briefed on. (Approved by Administrative Services Committee January 26, 2015) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve directing the EEO Coordinator to brief the Commission during legal meetings on any EEO issues. Motion Passes 10-0. Commissioner Marion Williams Commissioner William Lockett Passes 8. Motion to approve award of RFP 14-208 Universal Life to Cigna subject to Item final contract negotiations and to authorize the Mayor to execute final negotiated contract. (Approved by Administrative Services Committee January 26, 2015) Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes PUBLIC SAFETY 9. Motion to approve PCN Strategies as vendor of choice for the replacement of obsolete mobile computers currently utilized by the Sheriff’s Office. RFP 14- 210 (Approved by Public Safety Committee January 26, 2015) Item Action: Approved Request_for_Proposal_sent_to_newspaper.doc 14-210_TAB.xls 14-210_Detail_Cumulative.pdf 14-210_Department_Recommendation_of_Award.pdf Process_Regarding_RFPs.pdf Mail_List_and_Demandstar_Planholders.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 10. Motion to approve the purchase of 58 Scott Air Packs as sole source by the Augusta Fire Department in the amount of $225,446. (Approved by Public Safety Committee January 26, 2015) Item Action: Approved Requisition.pdf Quote.pdf Sole_Source_Hagemyer.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 11. Motion to award RFP #14-189 Debris Removal Services to Ceres Environmental Services, Inc. and to authorize execution of the Contract Documents. (Approved by Public Safety Committee January 26, 2015) Item Action: Approved Contract_with_Ceres_Environmental_Services_Inc..pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 12. Motion to award RFP #14-190A Debris Monitoring & Financial Recovery Services to Witt O'Brien's LLC and to authorize execution of the Contract Documents. (Approved by Public Safety Committee January 26, 2015) Item Action: Approved Contract_with_Witt_O_Brien.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes FINANCE 13. Motion to authorize dialog and initial planning with GRU to establish the groundwork for an Augusta Richmond County Economic Summit. The projected date will occur after the Masters Tournament. (Approved by Finance Committee January 26, 2015) Item Action: Approved Economic_Summit.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes ENGINEERING SERVICES 14. Motion to authorize condemnation to acquire title of a portion of property for temporary construction easement and permanent utility easement (Parcel 099- 3-003-00-0) 2601 Mike Padgett Highway. (Approved by Engineering Services Committee January 26, 2015) Item Action: Approved Agenda_Item_-_Estate_of_Fannie_wWilliams.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 15. Motion to approve an Option for Right of Way between Dennis E. Morris and Dianna L. Albright n/k/a Dianna L. Morris and Augusta, Georgia for an easement consisting of 0.814 acre (35,476.13 sq. ft.) in fee, and 0.074 acre (3,231.40 sq. ft.) of permanent construction and maintenance easement located at 2514 Patterson Bridge Road for a total price of $63,800.00. (Approved by Engineering Services Committee January 26, 2015) Item Action: Approved Parcel_100.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 16. Motion to approve and authorize the Engineering Department (AED) to purchase 566 stream mitigation credits at a total cost of $31,979.00 ($56.50 per mitigation credit) from the Bath Branch Augusta, LLC (Bath Branch Mitigation Bank) to mitigate stream impacts as determined necessary by the US Army Corps of Engineers in regards to the Berckmans Road-Phase1 Improvements Project . Funding is available through Project TIA funds. (Approved by Engineering Services Committee January 26, 2015) Item Action: Approved Agenda_Item_Mitigation_Credits_Berckmans_Road_attach2-_011415.pdf Agenda_Item_Mitigation_Credits_Berckmans_Road_attach_011415.pdf Berckman_Rd_CPB_mitigation_credits_1.14.2015.xlsx ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 17. Motion to task the Administrator to meet with the Engineering and RCCI Departments to develop an action plan for getting the downtown area cleaned up. (Approved by Engineering Services Committee January 26, 2015) Item Action: Approved Downtown_Clean_up_and_Maintenance.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 18. Motion to approve award of Construction Contract to C & H Paving, Inc. in the amount of $198,017.10 for Frontage Road Resurfacing Project, subject to receipt of signed contracts and proper bonds as requested by AED. Bid 14- 203 (Approved by Engineering Services Committee Januaruy 26, 2015) Item Action: Approved Nov_2013_Approved_Road_Resurf_List.pdf CPB._Resurfacing_Frontage_Rd_12.15.2014.xlsx Invitation_to_Bid_sent_to_newspaper.doc Tab_Sheet.xls Mandatory_Sign_In_Sheet.pdf Mail_list_and_Demandstar_Planholders.pdf Recommendation_Letter_from_Department.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 19. Motion to approve sole source purchase of INSync Adaptive Signal Control equipment in the amount of $264,300 from Rhythm Engineering for the Riverwatch Parkway Adaptive Signal Project. This Project is in Band 1 of the approved Richmond County Project List for the Transportation Investment Act of 2010 (aka, TIA, TSPLOST) as requested by AED/TE. (Approved by Engineering Services Committee January 26, 2015) Item Action: Approved Sole_Source_Justification_Rhythm_Engineering.pdf ItemApprovalSheet.html Motions Motion Motion Text Made By Seconded By Motion Type Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 20. Motion to approve Roadway Lighting Agreement with the Georgia Department of Transportation (GDOT) at Riverwatch I-20 Corridor Improvement Project and along Riverwatch Parkway from River Shoals Parkway to Jones Street and at its two Intersections (Stevens Creek Intersection & Fury’s Ferry Intersection) as requested by the Augusta Engineering Department. (Approved by Engineering Services Committee January 26, 2015) Item Action: Approved 0011403_LGLPA-0111515.pdf 0011404_LGLPA_011515.pdf 232020_and_0011699_LGLPA_011515.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 21. Motion to approve Renewal of Water Audit Professional Services for 2015. (Approved by Engineering Services Committee January 26, 2015) Item Action: Approved Augusta_Water_Loss_Control_Program_Contract_2015_rev1.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 22. Motion to approve entering into an agreement with Jefferson Energy Item Cooperative stating that Augusta, Georgia will be responsible for the cost to relocate their facilities on the project to improve Windsor Spring Road Phase V, State Route 88 in Hephzibah to Willis Foreman Road, CPB# 323-04- 299823786. Also, approve for the Augusta, Georgia Legal Counsel, Mayor and other designated representatives of Augusta, Georgia to execute three (3) Utility Relocation Agreements which state that, upon completion of the work, payment will be made as requested by the Augusta Engineering Department. (Approved by Engineering Services Committee January 26, 2015) Action: Approved Agenda_Item_-_WSR_V_reimburse_Jefferson_Energy_Cooperative_081314.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes PETITIONS AND COMMUNICATIONS 23. Motion to approve the minutes of the regular meeting of the Commission held January 20, 2015 and Special Called meeting held Janaury 26, 2015. Item Action: Approved Regular_Commission_Meeting_January_20_2015.pdf Called_Commission_Meeting_January_26_2015.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes APPOINTMENT(S) 24. Motion to approve the reappointment of Terrence Dicks to the Augusta Public Transit Citizens Advisory Board representing District 2. Item Action: Approved Terrence_Dicks_Talent_Bank_Form.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 10- 0. Commissioner Mary Davis Commissioner Marion Williams Passes 25. Motion to approve the appointments of the following representing District 4: Mr. Stanley Williams, ARC Housing and Community Development Citizens Advisory Board and Mr. Phillip R. Joyner, Animal Services Advisory Board. Item Action: Approved District_4_appointments.pdf Stanley_Williams_Talent_Bank_Form.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner William Fennoy Commissioner Mary Davis Passes ****END CONSENT AGENDA**** AUGUSTA COMMISSION 2/3/2015 AUGUSTA COMMISSION REGULAR AGENDA 2/3/2015 (Items 26-34) PUBLIC SERVICES 26. Motion to approve tasking the General Counsel to review the Ordinance amending Augusta Georgia Code Title 6, Chapter 2, Article 1, Alcoholic Item Action: Beverages, Section 6-2-1 through 6-2-145 and draft an amendment that would be applicable to all establishments and bring it back to the committee for review and to suspend the enforcement of the new ordinance to allow the establishments that qualify to stay open until 4:00 a.m. relative to a request by Alter Ego'z Sports Bar and Grill. (Approved by Public Services Committee January 12, 2015 and a no action votion by the Commission January 20, 2015) (Requested by the petitioner) Rescheduled Alter_Ego_z_Sports_Bar_and_Grill.pdf Ordinance_No._7462.pdf Alter_Ego_z_Sports_Bar_and_Grill_2-2.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Motion to refer this item to the Commission meeting on February 17. Commissioner Dennis Williams Commissioner William Lockett Other No action is taken on this motion due to the passage of the substitute motion. Motions Motion Type Motion Text Made By Seconded By Motion Result Defer Substitute motion to refer this item back to the next Public Services Committee meeting. Voting No: Commissioner Mary Davis, Commissioner Grady Smith, Commissioner Marion Williams. Motion Passes 7-3. Commissioner Marion Williams Commissioner William Lockett Passes 27. Motion to approve RFQ 14-172, engineering and master plan services for Recreation, Parks and Facilities to Cranston Engineering Group for Item Action: $274,102.00. (No recommendation from Public Services Committee January 26, 2015) Approved Master_Plan_Deliverables_1_5_15.pdf Cranston_Supplemtal_Proposal_12_12_14.pdf Draft_Contract_Cranston_Pgs_1_to_13.pdf Draft_Contract_Cranston_Pgs_14_to_28.pdf Request_for_Qualifications_sent_to_Newspapers.docx 14-172_TAB.xls 14-172_Detail_Cumulative_Phase_II.pdf 14-172_Department_Recommendation_of_Award.pdf Process_Regarding_RFQs.pdf Mail_List_and_Demandstar_Planholders.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Voting No: Commissioner Mary Davis, Commissioner Dennis Williams. Motion Passes 8-2. Commissioner William Lockett Commissioner Wayne Guilfoyle Passes ADMINISTRATIVE SERVICES 28. Discuss the procedure for responding to anonymous letters. (Requested by Commissioner Bill Fennoy) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Mr. Guilfoyle out. Motion Passes 9-0. Commissioner Dennis Williams Commissioner William Lockett Passes PUBLIC SAFETY 29. Update on the status of the Augusta Emergency Management Agency and its staff. (Requested by Commissioner Sammie L. Sias) Item Action: Approved EMA_and_staff_status.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Mr. Guilfoyle out. Motion Passes 9-0. Commissioner William Fennoy Commissioner Dennis Williams Passes FINANCE 30. Discuss travel, training, education, subscription funding needs of the Mayor's Office and request that the Mayor's Office submit an estimate of projected costs by line item. (Requested by Commissioner Sammie L. Sias) Item Action: Approved Mayor_s_Office_Supplemental_Budget.pdf ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve receiving this item as information. Mr. Guilfoyle out. Motion Passes 9-0. Commissioner Sammie Sias Commissioner William Lockett Passes ADDENDUM 31. Approve the reappointment of Ms. Betty Reece to the Augusta Transit Advisory Board. (Requested by Commissioner Sias) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the Commission that this item be added to the agenda. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Guilfoyle out. Motion Passes 9-0. Commissioner William Lockett Commissioner Mary Davis Passes 32. Approve the appointment of Commissioner Bill Lockett to serve as a second ex-officio member on the Board of Tax Assessors. (Requested by Commissioner Hasan) Item Action: Approved ItemApprovalSheet.html Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the Commission that this item be added to the agenda. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Motion Passes 9- 0. Commissioner Sammie Sias Commissioner William Fennoy Passes 33. Resolution urging the Joint Study Committee on Critical Infrastructure Funding and our local delegation to the Georgia General Assembly to strongly oppose any recommendation or measure to reduce allocation of sales tax funding to local governments. Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve suspending the rules for the reading of a resolution. Commissioner William Lockett Commissioner William Fennoy No vote is taken on this motion. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Guilfoyle out. Motion Passes 9-0. Commissioner William Fennoy Commissioner Ben Hasan Passes 34. Motion to remove the appointment of Mr. Philip R. Joyner to the Animal Services Advisory Board and approve appointing him to the General Aviation Commission at Daniel Field. (Requested by Commissioner Sias) Item Action: Approved Motions Motion Type Motion Text Made By Seconded By Motion Result It was the consensus of the Commission that this item be added to the agenda. Motions Motion Type Motion Text Made By Seconded By Motion Result Approve Motion to approve. Mr. Guilfoyle out. Motion Passes 9-0. Commissioner William Fennoy Commissioner Mary Davis Passes LEGAL MEETING A. Pending and Potential Litigation. B. Real Estate. C. Personnel. Upcoming Meetings www.augustaga.gov 35. Motion to approve execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Item Action: None Commission Meeting Agenda 2/3/2015 2:00 PM Attendance 2/3/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Invocation Department: Caption:Rev. Christopher J. Waters, Pastor, Thankful Baptist Church Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Employee of Month Department: Caption:Congratulations! Mr. Darrin Shine, Augusta Recreation, Parks and Facilities Department January Employee Of Month. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: ORDINANCE NO. __________________ AN ORDINANCE TO AMEND THE AUGUSTA, GA CODE TITLE ONE CHAPTER THREE ARTICLE ONE SECTION 1-3-6 AND 1-3-7 RELATING TO THE POWERS OF THE AUGUSTA AVIATION BOARD AND THE POWERS, DUTIES AND TITLE OF AIRPORT MANAGER; TO REPEAL ALL CODE SECTIONS AND ORDINANCES AND PARTS OF CODE SECTIONS AND ORDINANCES IN CONFLICT HEREWITH; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER PURPOSES. WHEREAS, Sections 1-3-6 and 1-3-7 of the AUGUSTA, GA CODE currently use the term “airport manager” to describe the person employed by the Augusta Aviation Commission to have the immediate supervision and control of the Augusta Regional Airport; and WHEREAS, the term “Airport Executive Director” is a more descriptive term for this position and is consistent with definition (m) of section 1-3-8.2 of the AUGUSTA, GA CODE; and WHEREAS, Section 1-3-7 of the AUGUSTA, GA CODE currently provides that the Airport manager shall have immediate supervision and control of the airport which he or she is employed to manage; and WHEREAS, it is the desire of the Commission to amend AUGUSTA, GA CODE Section 1- 3-6 to use the term “Airport Executive Director” rather than “airport manager” and: WHEREAS, it is the desire of the Commission to amend AUGUSTA, GA CODE Section 1- 3-7 to clarify the authority and control of the Augusta Aviation Commission and Airport Executive Director and to confer hiring and firing authority on the Airport Executive Director in accordance with the Augusta, Georgia Personnel Policies and Procedures Manual. THE AUGUSTA, GEORGIA COMMISSION hereby ordains as follows: SECTION 1. Augusta, GA Code Section 1-3-6 as forth in the Augusta, GA Code, re-adopted July 10, 2007, is hereby amended by striking this section in its entirety as set forth in “Exhibit A” hereto. A new Code Section 1-3-6 is hereby inserted to replace the repealed Code Section as set forth in “Exhibit B” hereto. SECTION 2. Augusta, GA Code Section 1-3-7 as forth in the Augusta, GA Code, re-adopted July 10, 2007, is hereby amended by striking this section in its entirety as set forth in “Exhibit C” hereto. A new Code Section 1-3-7 is hereby inserted to replace the repealed Code Section as set forth in “Exhibit D” hereto. SECTION 2. This ordinance shall become effective upon approval. SECTION 3. All ordinances, parts of ordinances, policies, and procedures in conflict herewith are hereby repealed. Adopted this ____ day of _______________, 2015. ______________________________ Hardie Davis As its Mayor Attest: ________________________________ Lena J. Bonner, Clerk of Commission 1st Reading:______________________ 2nd Reading:______________________ Exhibit A STRIKE: Sec. 1-3-6. Same-Employment of Airport Manager. The Augusta Aviation Commission shall employ an airport manager for the aviation fields operated by the Commission. Exhibit B REPLACE WITH: Sec. 1-3-6. Employment of Airport Executive Director. The Augusta Aviation Commission shall employ an Airport Executive Director to operate the Augusta Regional Airport and all of its aviation fields. Exhibit C STRIKE: Sec. 1-3-7. Same—Same—Powers, duties, salary, etc., of airport managers. Every airport manager appointed pursuant to the preceding section shall be paid a salary to be fixed by the Augusta Aviation Commission and shall have immediate supervision and control of the airport which he is employed to manage and it shall be his duty to enforce all rules and regulations prescribed by the Augusta Aviation Commission, and such manager shall report to such commission any violation thereof. He shall be charged with the duty of maintaining such airport and buildings thereon in good condition. The employment of such manager shall be purely on a temporary basis, subject to the will of the commission, and no airport manager shall be considered a permanent employee of Augusta-Richmond County. He shall be deemed to have accepted employment under these conditions. Exhibit D REPLACE WITH: Sec. 1-3-7. Powers, duties, salary, etc., of Augusta Aviation Commission and Airport Executive Director. Every Airport Executive Director appointed pursuant to the preceding section shall be paid a salary to be fixed by the Augusta Aviation Commission and shall have immediate supervision and control of the airport which he or she is employed to manage and it shall be his or her duty to enforce all rules and regulations prescribed by the Augusta Aviation Commission, and such Airport Executive Director shall report to such the Aviation Commission any violation thereof. He or she shall be charged with the duty of maintaining such airport and buildings thereon in good condition and shall have hiring and firing power over Airport employees as provided in the Augusta, Georgia Personnel Policies and Procedure Manual. The employment of the Executive Airport Director shall be purely on a temporary basis, subject to the will of the Augusta Aviation Commission, and no Executive Airport Director shall be considered a permanent employee of Augusta, Georgia. He or she shall be deemed to have accepted employment under these conditions. Sec. 1-3-6. Employment of Airport Executive Director. The Augusta Aviation Commission shall employ an aAirport Executive Directormanager to operate the Augusta Regional Airport and all of its aviation fields. Sec. 1-3-7. Powers, duties, salary, etc., of airport managers Augusta Aviation Commission and Airport Executive Director. Every Airport Executive Director airport manager appointed pursuant to the preceding section shall be paid a salary to be fixed by the Augusta Aviation Commission and shall have immediate supervision and control of the airport which he or she is employed to manage and it shall be his or her duty to enforce all rules and regulations prescribed by the Augusta Aviation Commission, and such Airport Executive Director manager shall report to such the Aviation cCommission any violation thereof. He or she shall be charged with the duty of maintaining such airport and buildings thereon in good condition and shall have hiring and firing power over Airport employees as provided in the Augusta, Georgia Personnel Policies and Procedure Manual. The employment of such manager the Executive Airport Director shall be purely on a temporary basis, subject to the will of the Augusta Aviation cCommission, and no Executive Airport Director airport manager shall be considered a permanent employee of Augusta, Georgia-Richmond County. He or she shall be deemed to have accepted employment under these conditions. Commission Meeting Agenda 2/3/2015 2:00 PM AN ORDINANCE TO AMEND CODE SECTION 1-3-6 AND 1-3-7 RELATING TO THE POWERS, DUTIES AND TITLE OF AIRPORT MANAGER Department:Bush Field Airport Caption:Motion to approve referring this item back to the Administrator for all parties involved for further discussion and review- Ordinance to amend the Augusta, GA Code Title One Chapter Three Article One Section 1-3- 6 and 1-3-7 relating to the powers of the Augusta Aviation Board and the powers, duties and title of Airport Manager; to repeal all Code Sections and Ordinances and parts of Code Sections and Ordinances in conflict herewith; to provide an effective date and for other purposes. (Approved by Public Services Committee January 26, 2015) Background:On December 16, 2014 the Commission approved a motion to authorize the Bush Field Airport Director to have hiring and firing authority with respect to Airport employees. To effectuate this change, Augusta, Georgia Code Sections 1-3-6 and 1-3-7 need to be amended as well as certain sections of the Personnel Policies and Procedures Manual. Analysis:See Attached. Financial Impact:N/A. Alternatives:Decline to amend the Code at this time. Recommendation:Approve. Funds are Available in the Following Accounts: N/A. REVIEWED AND APPROVED BY: 1 Version 1-26-2015 ORDINANCE NO. ___________ AN ORDINANCE TO AMEND THE PERSONNEL POLICIES AND PROCEDURES MANUAL OF AUGUSTA, GA CODE SECTION 1-7-51; TO APPROVE EDITS TO THE FOLLOWING SECTIONS OF CHAPTERS III, V AND VIII OF THE PERSONNEL POLICIES AND PROCEDURES MANUAL RELATING TO AUGUSTA REGIONAL AIRPORT PERSONNEL: 300.001, 300.002, 300.011, 300.012, 300.013, 300.014, 500.001, 500.316, 800.001, 800.004, 800.010, 800.011, 800.013 AND 800.014. TO REPEAL ALL MANUAL PROVISIONS, CODE SECTIONS AND ORDINANCES AND PARTS OF CODE SECTIONS AND ORDINANCES IN CONFLICT HEREWITH; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER PURPOSES. WHEREAS, Augusta, Georgia desires to update and amend the Code as related to Chapters III, V, and VIII of the Personnel Policies and Procedures Manual so as to allow the Airport Executive Director to have hiring and firing authority over Augusta Regional Airport personnel; THE AUGUSTA, GEORGIA COMMISSION, ordains as follows: SECTION 1. Appendix B to the Augusta, Georgia Code as incorporated in AUGUSTA, GA. CODE Section 1-7-51, also known as the Augusta, Georgia Personnel Policy and Procedures Manual is hereby amended by striking the following sections of the version of the Manual passed on December 6, 2011 (via Ordinance Number 7311): Sections 300.001, 300.002, 300.011, 300.012, 300.013, 300.014, 500.001, 500.316, 800.001, 800.004, 800.010, 800.011, 800.013 and 800.014. The sections being stricken are shown on Exhibit A attached hereto. Such sections shall be replaced with identically numbered sections as shown on Exhibit B attached hereto. SECTION 2. This ordinance shall become effective on the first day of the first month following adoption in accordance with AUGUSTA, GA. CODE Section 1-7-51. SECTION 3. All ordinances or parts of ordinances in conflict herewith are hereby repealed. Adopted this _____ day of , 2015. ___________________________ Hardie Davis As its Mayor Attest: ______________________________ Lena J. Bonner, Clerk of Commission Seal: 2 Version 1-26-2015 CERTIFICATION The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that the foregoing Ordinance was duly adopted by the Augusta-Richmond County Commission on_________________, 2015 and that such Ordinance has not been modified or rescinded as of the date hereof and the undersigned further certifies that attached hereto is a true copy of the Ordinance which was approved and adopted in the foregoing meeting(s). ______________________________ Lena J. Bonner, Clerk of Commission Published in the Augusta Chronicle. Date: ______________________ First Reading: ______________________ Second Reading: ______________________ 3 Version 1-26-2015 Exhibit A STRIKE: CHAPTER III. GRIEVANCES, DISCIPLINE, & APPEALS Section 300.001 Grievance and Discipline Policy Objective and Scope of Chapter Objective: It is the practice of Augusta, Georgia to: 1. Provide fair, equitable, and timely grievance procedures for all regular employees; 2. Facilitate free discussion of employment concerns between employees and supervisors to foster better understanding of administrative policies, procedures, and practices; 3. Promote reaching a fair and equitable decision and doing so in a climate of mutual understanding and objective fact-finding; and to 4. Assure that those who file grievances are not retaliated against. 5. To establish a uniform, fair, and standardized means by which Augusta, Georgia may administer a program of disciplinary procedures and guidelines. Scope: 1. These grievance and discipline procedures apply to all regular full-time employees, with the exception of temporary employees, some elected officials, and members of the Senior Executive Service (SES). Additionally, contract employees and persons in Grant Funded positions are not covered. 2. “Airport Employee” is an employee subject to the authority of the Augusta Aviation Commission. For Airport Employees, where “Administrator” appears in this Chapter it shall mean the Executive Director of the Augusta Regional Airport. 3. Augusta, Georgia reserves the right to depart from this grievance policy in its sole discretion. All employees are employed at will, and both they and Augusta, Georgia may terminate the employment relationship at any time, with or without cause, without following any specific procedure. 4 Version 1-26-2015 Section 300.002 Grievance Policy Definitions A “grievance” is a disagreement regarding an interpretation and/or application of administrative rule, regulation, policy, plan or procedure which exists under the personnel administration system of Augusta, Georgia which an employee feels is unjust or unfair. Except as otherwise defined, a “working day” for this policy is defined as any day of business between working hours of 8:00 a.m. and 5:00 p.m. excluding Saturday, Sunday and Augusta, Georgia observed Holidays. A “working day” for Airport Employees is defined as any calendar day between the hours of 8:00 a.m. and 5:00 p.m. including Saturday, Sunday and Augusta, Georgia observed Holidays. Section 300.011 Discipline 1. Disciplinary action may be taken against an employee when a rule of Augusta, Georgia the Federal Aviation Administration (FAA), Transportation Security Administration (TSA) or the Department is violated, when work performance is not satisfactory, when counter- productive or inappropriate behavior is exhibited, or violation of lawful orders, work rules/standards, organizational Standard Operating Procedures (SOPs), federal laws, administrative rules, organizational policies and procedures, ordinances, and/or statutes. A discipline program should exhibit promptness, impartiality, consistency, and fairness, where employees know what to expect as the result of certain behaviors on the job (See Recommended Guidelines for Disciplinary Actions- Table I). 2. Augusta, Georgia generally follows a policy of progressive discipline. The purpose of a progressive disciplinary procedure is to give the employee adequate notice and opportunity to correct any deficiencies, and its focus is on prevention of future violations rather than on punishment. The disciplinary action taken is normally to be the least serious action needed to prevent future instances of inappropriate behavior. If inappropriate behavior continues, the employee can expect further and more serious discipline. This policy does not restrict the imposition of a suspension, demotion, or termination in matters that are outside the progressive discipline policy. Augusta, Georgia reserves the right to depart from this discipline policy in its sole discretion. All employees are employed at will, and both they and Augusta, Georgia may terminate the employment relationship at any time, with or without cause, without following any specific procedure. 3. Airport Employees do not have the ability to appeal their termination to the Personnel Board. For Airport Employees, the Airport Executive Director is the final decision maker for all disciplinary matters. Types of Discipline: The types of disciplinary action, in order of their severity, are: A. Informal Discipline 5 Version 1-26-2015 1) Letter of Warning A Letter of Warning is a type of informal disciplinary action and may be used to admonish an employee for committing a minor violation. It is often used when verbal counseling, admonishments, on the job training, and/or guidance has failed to provide the necessary corrective action. The “Notice of Warning Letter” (See Form HR-ER 1) provides documentation that the counseling occurred, outlining the shortcomings or violations and then offering recommendations for improvement. Informal discipline documentation is maintained at the department level. Informal disciplinary actions are not subject to the grievance or appeals processes. B. Formal Discipline 1) Written Reprimand A Written Reprimand is an admonishment given to the employee in writing, and is always placed in the official personnel file in Human Resources. This form of discipline is more serious than a Letter of Warning, but less serious than a suspension. A Written Reprimand often serves as the type of discipline given for a repeated offense of minor violations or for the first offense of a moderately serious infraction. The “Notice of Written Reprimand” (See Form HR-ER II) will be completed by the Department Director and forwarded to Human Resources for inclusion in the employee’s official personnel file. If a Letter of Warning or any other relevant disciplinary actions has been issued previously, a copy may be attached as supporting documentation. The letter of Written Reprimand may be used to support further disciplinary actions for a period no longer than three (3) years from the date of receipt. 2) Performance Improvement Plans The Performance Improvement Plan (PIP) is designed to facilitate constructive discussion between a staff member and his or her supervisor and to clarify the work performance to be improved. It is implemented, at the discretion of the supervisor and Department Director, when it becomes necessary to help a staff member improve his or her performance. A PIP will be conducted for period of ninety (90) days and must be approved by the Department Director. If an employee shows improvement but not enough that the employee meets the status of “satisfactory”, the PIP may be extended for a period of ninety (90) days within a one (1) year cycle for a total of no more than two (2) PIP plans. If an employee does not show improvement after the initial PIP 6 Version 1-26-2015 or does not meet the status of “satisfactory” after two (2) PIPs, the Department Director can recommend the employee for demotion or termination. 3) Suspension Without Pay A suspension is the most severe form of discipline, short of demotion or termination, and involves time off without pay. It is used when a written reprimand has not corrected the inappropriate behavior or when an offense is more serious than that warranting a reprimand. A suspension may last from one (1) to thirty (30) days depending on the seriousness of the infraction. Any suspension shall utilize the “Notice of Proposed Disciplinary Action” form (Form HR-ER III) and must be approved by the Department Director, or equivalent, prior to issuance to the employee. A copy will be processed through the HR Director. 4) Demotion With A Pay Reduction Performance-Based Demotion An involuntary demotion may occur based on poor performance and is appropriate where: 1. The employee’s inability to perform current job duties has been demonstrated and documented in the employee’s record through one or more PIPs; 2. The employee’s record is otherwise satisfactory and no other active rule violations exist, e.g. attendance, punctuality, etc.; 3. The employee is qualified for the lower grade or alternative position; 4. The employee has the ability, is qualified, and a vacancy exists, the employee may be demoted to another position which may be in a lower pay grade or transferred to another job within the employee’s functional unit; and 5. The Director of Human Resources has provided final approval for a demotion. This requirement is not applicable to Airport Employees. If an employee has been promoted or transferred in the last year and the employee is not performing at a level expected in the new job, then the employee may request to return to the previous job or a job similar to the previous job and their salary will return to what it was prior to the promotion or transfer. The availability of such a job may depend upon mitigating circumstances, such as whether the job has already been filled within the same department. Augusta, Georgia will assist the employee in finding a suitable job that corresponds to their experience, skills, and knowledge. Should the job previously held by the employee be filled and no other comparable position exists, the employee will be placed on lay-off status until a comparable position may be found. However, if within six (6) months a comparable position is not found the employee will be placed on permanent lay-off status. 7 Version 1-26-2015 Performance-Based Demotions with pay reductions may be considered in cases where moving the person out of their current position is more appropriate than termination. Conduct-Based Demotions An involuntary demotion may also occur based on poor or unacceptable conduct. With this type of demotion, a Performance Improvement plan is not necessary or required. 1. Unacceptable personal conduct violations are outlined in the violations and recommended disciplinary actions in Table I. These conduct violations may include but are not limited to: personal conduct that disrupts work or the work environment, jeopardizes the safety of persons or property, or creates other serious disruptions in the workforce. 2. There are circumstances in which unacceptable or bad conduct could warrant imposing disciplinary action that is more severe than suspension but less severe than termination. An acceptable alternative disciplinary action for this type of conduct can be demotion in lieu of termination. Provided the employee is qualified, a funded vacancy exists, and the Department Director believes that demotion would be a more appropriate disciplinary action than termination; the employee may be involuntarily demoted to another position which may be in a lower pay grade or transferred to another job within the employee’s functional unit. In either case the demotion in pay and/or grade would require a minimum ten percent (10%) reduction in base pay. For all employees, except Airport Employees, prior to demotion, the proposed action must be reviewed and approved by the Director of Human Resources. 5) Termination Termination from employment is the most severe form of discipline. It is normally used when an employee has been disciplined repeatedly and commits yet another infraction. It may also be used when the employee has committed any infraction that falls outside progressive discipline, regardless of disciplinary history. For every termination (except for Airport Employees) the “Notice of Proposed Termination” form should be filled out completely by the Department Director and should be delivered to the HR Director for review and processing. Except for Airport Employees, the request for termination will be approved/disapproved by the HR Director who will issue a final “Notice of Decision.” For Airport Employees, the Airport Executive Director will issue a final “Notice of Decision” with respect to terminations and will deliver such form to the HR Director for such terminations to be processed. Section 300.012 Discipline Guidelines and Procedure 8 Version 1-26-2015 1. An employee for whom formal disciplinary action (i.e. written reprimand, PIP, suspension, demotion, or termination) is being considered should, when possible, be allowed notice prior to imposition of such action by the use of the “Notice of Proposed Disciplinary Action” form. The employee will have five (5) working days in which to respond in writing or orally to the Department Director explaining why the action should not be taken. Failure to respond within that period will not delay administering of the disciplinary action. 2. Suspensions (for any reason), terminations, and demotions are permanent actions and will be retained in the official personnel file indefinitely. 3. Any disciplinary action recommending a suspension, demotion, or termination must be in writing and must be approved by the HR Director prior to disciplinary action being imposed. This requirement is not applicable to Airport Employees as all disciplinary actions of such employees shall be made by the Airport Executive Director or his/her designee. 4. An effective discipline program is characterized by the uniform application of rules and regulations. Generally, like offenses should result in similar disciplinary actions. At the same time, the supervisor administering the discipline may consider additional factors such as years of service and internal consistency. 5. It is recognized that similar offenses may result in different disciplinary actions, depending on work history, circumstances, and the severity of the offense. For example, an employee who is charged with “absence without approved leave” (AWOL) for a two-week absence may be terminated while an employee who is charged with AWOL for a two-hour absence may only receive a one-day suspension. Both employees are charged with the same offense, but receive different disciplinary actions. 6. Other factors that may influence the severity of disciplinary action include, but are not limited to, the following: the length of the employee’s service, the quality of the employee’s service, the cost involved, and the cooperation of the employee in the investigation of the specific incident. Ensuring that disciplinary actions are administered in a fair, consistent, and non-discriminatory manner is ultimately the responsibility of the HR Director (Airport Executive Director for Airport Employees). 7. An employee may not be punished more than once for the same offense by any other management official of Augusta, Georgia. Previous offenses may, however, be taken into account when considering future discipline. Disciplinary actions by law enforcement or any other outside agency does not prohibit Augusta, Georgia from also taking disciplinary action. For example, if an employee is issued a citation by law enforcement during the investigation of an “at fault” accident, this does not prohibit Augusta, Georgia from imposing disciplinary action as well. 9 Version 1-26-2015 8. In determining the proper level of disciplinary action, which would be suitable to a particular offense, refer to the “Recommended Guidelines for Disciplinary Actions. This Table of Guidelines (Table I) provides examples of misconduct but may not be all-inclusive. Augusta, Georgia has the right to discipline an employee for offenses not specifically listed. If an act or violation is of a very serious nature, intermediate levels of progressive discipline may be bypassed with more severe penalties imposed. 9. In addition to a thorough narrative with any supporting evidence as necessary, supporting the reason(s) for the charges or offense in question, the Department Director should cite any applicable “Violation Reference” code found on the table of guidelines. (HR-ER Form). More than one reference may be cited in making record of the disciplinary action. The specific action or punishment to be taken is at the discretion of the Department Director; particularly egregious violations may bypass the progressive discipline process. Note: The Personnel Board shall consider only Appeals of employees as it relates of dismissals or terminations. For non-Airport Employees, decisions of the Personnel Board may be appealed to the Administrator. Airport Employees do not have the right to appeal to the Personnel Board. Review and Approval Process for non-Airport Employees Formal Discipline Submitter Approver Time to Appeal 1st Appeal 2nd Appeal Written Reprimand Supervisor/ Manager Department Director 5 Days HR Director None PIP Supervisor/ Manager Department Directors 5 Days HR Director None 1-3 Days Suspension Supervisor/ Manager Department Director 5 Days HR Director None 4 Days or more Suspension Department Director HR Director 5 Days Administrator None Demotion Department Director HR Director 5 Days Administrator None 10 Version 1-26-2015 1. If the actions necessary are not time-sensitive, the supervisor shall notify the employee (Notice of Pending Disciplinary Action” form) that formal disciplinary action, i.e. suspension, demotion, or termination, is being considered. This notification shall provide facts and a description of the alleged infraction(s) and the consequences under consideration. The employee shall be given five (5) working days in which to provide a written response to the Department Director, with a copy to HR, showing cause as to why disciplinary action should not be taken. 2. When a regular employee is charged with misconduct that serves as a basis for termination or demotion, the Department Director may (but is not required to) place the employee on up to three (3) days Administrative Leave with pay. The administrative leave will be unpaid if the employee is otherwise unavailable to perform his or her job duties or if unpaid Administrative Leave is approved by the HR Director (or Airport Executive Director for Airport Employees). 3. Infractions of a serious nature may require prompt action, not allowing for advance notification. Any written communication from the employee will permanently accompany the relevant disciplinary action. 4. The Department Director must coordinate with the HR Director to assure procedural compliance prior to issuance of any proposed or final decision. Within ten (10) workdays of receipt of the employee’s written response, the Department Director or HR Director will decide and issue the disposition in the matter using the “Notice of Final Decision Form HR-ER IV.” 5. Upon receipt, the employee should sign and date a “Receipt Acknowledged” of Notice of Final Decision. A copy of all documentation associated with the case will be furnished by the Department Director to the HR Department for filing in the Official Personnel File. Section 300.013 Appeal of Submitted and Approved Discipline 1. In order to remain timely, the request from the employee for an Appeal to the HR Director, Administrator or Personnel Board, must be written, signed and filed in the HR Department within five (5) business days of the employee receiving notice of the recommended disciplinary action, or Final Decision by the Department Director, HR Director, or Airport Executive Director (if applicable). The effect of an employee’s failure to request an Appeal within this five (5) day period is the waiver of their right to appeal the recommendation, action or decision and a failure on their part to exhaust their administrative remedies. In such instances, the recommendation for discipline made by the Department Director (or manager) or the Final Decision made by the HR Termination Department Director HR Director 5 days Personnel Board Administrator 11 Version 1-26-2015 Director (or Airport Executive Director) shall become a Final Decision which is not appealable. 2. For non-Airport employees, a written statement by the employee specifically referencing suspension, demotion, or termination and providing their reasons, to include any relevant documentation, for recommending the disciplinary action be overturned, shall be forwarded to the HR Director. The HR Director will review the documents for timeliness and completeness and, if a timely appeal is made, shall forward a copy of the request to the next appeal level within ten (10) working days of receiving the request. 3. For suspensions of four (4) or more days, demotions, and terminations, the HR Director or designee (Airport Executive Director for Airport Employees) shall hold an administrative review conference at which time the employee shall be authorized to present information that is pertinent to the charges on his or her behalf. (For suspensions of 1 to 3 days, the Department Director or designee shall hold an administrative review conference). If an employee wishes to have an attorney present at this conference, said employee must inform the decision maker of such intentions at least forth-eight (48) hours prior to the conference. The HR Director (or Airport Executive Director) may seek legal representation from the Law Department in any such conference or Personnel Board Hearing irrespective of whether the employee has requested an attorney or not. 4. The final decision maker for all disciplinary matters shall render a decision based on all of the relevant information and the employee shall be notified of the final decision in writing. Section 300.014 Appeals to the Personnel Board: Terminations Only Note: Only full-time regular, non-Airport, employees may appeal Terminations. SES and Probationary employees may not appeal to the Personnel Board. 1. The employee shall have five (5) business days from notification by the HR Director to appeal a termination or dismissal (Form HR-ER V) via the HR Department to the Personnel Board. 2. Upon receipt by the HR Director of a timely written request for appeal of termination by the employee, Human Resources will, within ten (10) working days, submit all documentation, including a statement of charges, to the Personnel Board. 3. At its next scheduled meeting, the Personnel Board will hold an open hearing and receive evidence in relation to the Appeal in accordance with the bylaws of the Personnel Board. 12 Version 1-26-2015 4. The employee or agents of the employee may not contact or have discussions with any member of the Personnel Board regarding the Employee’s hearing, the facts surrounding the hearing, or the Employee’s character outside the confines of the hearing while the Employee’s appeal is pending. The employee’s failure to comply with this regulation will result in the Employee’s appeal being denied and the decision of the Human Resources Director being upheld. 5. If an employee wishes to have an attorney present at the Personnel Board hearing, said employee must inform the HR Director of such intention at least forty-eight (48) hours prior to the hearing. The HR Director may seek legal representation from the Law Department in any Personnel Board Hearing irrespective of whether the employee has requested an attorney or not. 6. If an employee has a conflict which will not allow the employee to attend the open hearing and needs to reschedule the date of the open hearing concerning their employment to the next regularly scheduled meeting of the Personnel Board, the employee must provide at least forty-eight (48) hours notice of the need to reschedule and must provide written verification of the conflict to the Director of Human Resources at least twenty-four (24) hours before the scheduled open hearing. Failure to provide adequate notice or written verification of a conflict will result in the open hearing to proceed as scheduled. If an employee fails to attend the scheduled open hearing, the employee’s appeal will be denied and the decision of the Human Resources Director will be upheld. 7. Within ten (10) working days of the hearing, a written decision will be rendered by the Personnel Board. Such decision shall contain a descriptive statement by the Chairman of the Personnel Board describing the reasons the Board rendered the decision it made. 8. The HR Department will notify the employee in writing of the decision of the Personnel Board. Table I Recommended Guidelines For Disciplinary Actions LEGEND: L = Letter of Warning S = Suspension W = Written Reprimand T = Termination Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense 13 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense IN-1 Disregard for or willful failure to follow the written instruction or direction of a supervisor or higher authority Insubordina tion W S/T T IN-2 Abusive verbal conduct directed at a supervisor within the employee’s chain-of-command. Insubordina tion W/S S/T T IN-3 Failure to work overtime, special hours, or special shifts or be on stand-by, as directed Insubordina tion W-S S/T T ND-1 Violation of any Augusta, Georgia, department or division rule or directive Neglect of Duty L W S T ND-2 Inability to perform up to accepted work standards Neglect of Duty L W S T ND-3 Habitual tardiness, unscheduled absence (six (6) or more in a 180 day period), absenteeism, and/or abuse of leave privileges Neglect of Duty L W S T ND-4 Willful neglect in performance of duties Neglect of Duty W/S S/T T ND-5 Job abandonment for 3 consecutive scheduled workdays, or 2 consecutive 24-hour shifts. Neglect of Duty S/T T ND-6 Leaving the assigned work area during regular working hours without permission or until relieved. Neglect of Duty L W S T ND-7 Absence without approved leave, including failure to call in or report an absence to a supervisor the day the absence begins. Neglect of Duty W S T ND-8 Being identified as “at fault” in an accident or collision by the Safety Review Committee while the operator of Augusta, Georgia vehicle or piece of equipment. Neglect of Duty See SRC Penalty Matrix See SRC Penalty Matrix See SRC Penalty Matrix 14 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense ND-9 Failure to maintain licenses, certifications and/or other professional credentials required for employment or failure to notify appropriate Augusta, Georgia officials of their loss, suspension, or revocation. Neglect of Duty S/T T ND-10 Suspension or revocation of Driver License or Commercial Driver License (CDL) if it is required for the performance of job duties. Neglect of Duty W/S/T S/T T ND-11 Willful or negligent violation of a safety policy, which results in property/equipment damage or personal injury. Neglect of Duty W/S/T S/T T ND-12 Violating a safety rule or practice or any conduct which could endanger a co-worker or member of the public. Neglect of Duty W/S/T S/T T ND-13 Operating, or directing the operation, of an Augusta, Georgia vehicle or equipment without proper qualifications or supervision. Neglect of Duty W S T ND-14 Failure to immediately report any on-the-job accident to a supervisor or member of the chain-of- command. Neglect of Duty W S T ND-15 Failure to report to the Department a subpoena or request for information from a law firm that relates to Augusta, Georgia business. Neglect of Duty L W S T ND-16 Possession or sale of alcohol or illicit drugs on Augusta, Georgia property (including vehicles). Neglect of Duty T ND-17 Working under the influence of alcohol or illicit drugs. Neglect of Duty T 15 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense ND-18 Violation of traffic laws while operating Augusta, Georgia vehicle, i.e. speeding, running traffic control device, failure to yield, etc. Neglect of Duty L W S T ND-19 Motor Vehicle Record review with 10 points or more – impact on driving privileges Neglect of Duty T ND-20 Violation of FAA/TSA regulations or rules Neglect of Duty W/S/T W/S/T W/S/T W/S/T EV-1 Fraud, waste, and/or abuse of Augusta, Georgia property or time. Ethics Violation W/S/T S/T T EV-2 Falsification or misrepresentation of an official document or record. Ethics Violation W/S/T S/T T EV-3 Falsification or misrepresentation of any portion of a job application. Ethics Violation W/S/T S/T T EV-4 Violation of Augusta, Georgia policies relating to impartiality, use of public property, conflict of interest, disclosure or confidentiality. Ethics Violation W S T EV-5 Conviction of a felony, a misdemeanor conviction involving moral turpitude, or any misdemeanor while in the performance of Augusta, Georgia duties. Ethics Violation S/T T EV-6 Unauthorized possession of firearms, explosives, or weapons on Augusta property. Ethics Violation W/S/T S/T T EV-7 Unauthorized vending or solicitation on property or from Augusta, Georgia vehicle. Ethics Violation L W S T 16 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense EV-8 Attempting to coerce or influence a member of the public, fellow employees, subordinates or supervisor with gifts, services, loans or other consideration OR receipt of a fee, gift, or valuable item when such is given or accepted in the expectation of receiving a favor or preferential treatment. Ethics Violation S T EV-9 Directing or permitting a subordinate to violate any rule, policy or regulation, whether explicit or condoned through inaction. Ethics Violation W/S S/T T EV-10 Engaging in any employment, activity or enterprise which is illegal, incompatible, or in technical conflict with the employee’s duties and responsibilities as Augusta, Georgia employee. Ethics Violation S/T T EV-11 Engaged in outside employment activity while using sick leave, worker’s compensation leave, or catastrophic leave. Ethics Violation T EV-12 Intentional destruction, theft or unauthorized removal of Augusta, Georgia property or assets for personal use. Ethics Violation W/S/T S/T T EV-13 Intentional destruction, theft (including stealing time) or unauthorized removal, possession or use of Augusta, Georgia property, tools or equipment without consent. Ethics Violation W/S/T S/T T EV-14 Violation of Augusta, Georgia’s discrimination and/or unlawful harassment policies. Ethics Violation W/S/T S/T T 17 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense EV-15 Gross misconduct to include, but not limited to, physical violence, threats of physical violence or engaging in offensive conduct or language toward the public, supervisory personnel, or fellow employees. Ethics Violation S/T EV-16 Membership in any organization that advocates the overthrow of the Government of the United States by force or violence. Ethics Violation T EV-17 Misconduct which undermines supervisory authority, productivity, or morale. Ethics Violation W S T EV-18 Off duty conduct (e.g. conviction of a felony) which reflects very unfavorably upon the image and ethical standards of Augusta, Georgia as an employer. Ethics Violation W/S/T S/T T WE-1 Violation of Augusta, Georgia Internet Use Policies (e.g. social media, pornographic sites, etc.) Work Ethics Violation W/S/T S/T T WE-2 Violation of Augusta, Georgia Email Policies (e.g. Passing on inappropriate chain emails and non- work related content, etc.) and/or excessive personal email/web time. Work Ethics Violation W/S/T S/T T WE-3 Unauthorized use of Augusta, Georgia vehicles or equipment on or off-duty. Work Ethics Violation W S T CHAPTER V. COMPENSATION A. GENERAL Authority of the Administrator – Except as otherwise stated, the Administrator shall have the authority to approve all classifications, reclassifications, reorganizations, pay adjustments up to fifteen percent (15%) of base pay and final 18 Version 1-26-2015 decision authority of classification appeals. Except as otherwise stated, the Administrator shall be responsible for any pay disparities or inequities created as a result of this authority. Authority of the Airport Executive Director over Airport Employees – “Airport Employee” is an employee subject to the authority of the Augusta Aviation Commission. For Airport Employees, where “Administrator” appears in this Chapter it shall mean the Executive Director of the Augusta Regional Airport. Section 500.001 Compensation Philosophy Augusta, Georgia is committed to a results-oriented government that provides efficient and accountable government services. Our goal is to attract, retain and motivate committed, hard-working, creative and thoughtful employees who support our mission to meet and exceed the expectations of our community, not only in service delivery but in building a better place for all of us to live and work. The main focus of the compensation philosophy is to increase productivity, maximize efficiency and improve overall service level for Augusta, Georgia citizens. For our employees, that means we are committed to:  Providing opportunities for our employees to grow and develop their skills, knowledge, and their careers.  Ensuring individual accountability for performance and results.  Communicating openly with our employees about our organization/mission, our successes and our failures, and opportunities for us to do things better.  Providing a competitive total compensation package. The total compensation program at Augusta, Georgia is designed to assist us in creating and supporting a high-performance, responsive and competitive organization. The total compensation program is made up of salary/wages and benefits. In order to accomplish these goals and to ensure that the compensation program is consistent with its direction, stated mission, and goals, Augusta, Georgia government commits to the pay philosophy statements as follows: Augusta, Georgia’s total compensation philosophy is to provide pay and benefits sufficient to attract and retain the qualified and skilled employees to accomplish Augusta, Georgia’s strategic plan: 1. Position total compensation (pay and benefits) to be aimed at midpoint of the market; 19 Version 1-26-2015 2. There are conditions where exceptions may be necessary, in situations such as -  Recruiting the desired level of talent in certain jobs is a sustained problem and results in negative impacts to the organization;  Retention issues, including succession and turnover;  Significant changes in the economy or marketplace; and  Internal anomalies in alignment, disparities or inconsistencies. Pay programs are intended to be competitive at a minimum with the average pay of benchmark organizations in the primary labor market. The primary labor market is currently defined as those counties or city governments that are of comparable size in terms of revenue, number of full time employees, etc. in the southern part of the U.S where Augusta, Georgia competes for talent acquisition. Airports that are of comparable size in terms of revenue, number of full time employees, etc. are the primary labor market for the Augusta Regional Airport. A list of such comparable organizations in the labor market shall be maintained in Human Resources. a. As deemed necessary, the Human Resources Director may recommend that other comparators should be used where information from the primary labor market is considered insufficient to attract and retain specific positions or classes. b. Augusta, Georgia shall adopt a pay for performance policy. The pay for performance policy is designed to recognize job performance and requires annual approval by Augusta, Georgia’s Board of Commissioners. The decision to provide employees a performance increase is contingent upon an overall performance appraisal rating and availability of funds. c. Nothing in this compensation philosophy statement should be construed as a required benefit in the event that Augusta, Georgia experiences a decline in revenue or a revenue growth lower than the projected increase in expenses. d. As part of Augusta, Georgia’s Compensation strategy, the salaries of representative benchmark classes for all occupational groups shall be compared to the minimum and maximum salaries, with a focus on the mid-point, of the benchmark jurisdictions. e. The benchmark matches are also reviewed and validated annually by the participating jurisdictions. This will allow the Compensation Administration team to capture on-going evolutionary changes occurring within these occupations and provide a meaningful basis to make market rate comparisons. 20 Version 1-26-2015 f. The remaining job classifications that were not selected as a benchmark job shall be “linked” to one of the selected benchmark classes. This process will allow HR to affect both the benchmark class and any classes “linked” to a benchmark class when survey results indicate a pay adjustment is necessary. g. In determining the appropriate linkages, input will be obtained from Department Directors within the organization. The list of benchmark classes and linked classes shall be reviewed and updated as new classes are established or abolished in order to maintain accurate and timely data. h. When determining Augusta, Georgia’s market competitiveness, a market ratio (comp-a- ratio) shall be utilized. Augusta, Georgia’s relationship to the market is shown as the market ratio that falls below or rises above 100%. Job classes with a market ratio of less than 90% are considered to be below the market. If an adjustment is authorized based upon the survey results, the grade for the benchmark class(es) plus the linked class(es) would be adjusted to minimally place the class(es) within the acceptable threshold of ninety to one hundred and ten percent (90-110%). i. In all instances, for benchmark jobs, information for an assessment of pay competitiveness will be ascertained through reliably current published compensation survey data. j. Every two (2) years, the Human Resources Director will conduct a market study of benchmark positions to determine the competitive posture of the organization, and propose a plan of action, if needed, to bring any positions or classes into competitive alignment. At any time the Human Resources Director determines that one or more particular classes need to be reviewed more frequently than once every two (2) years, necessary action may be taken to assess the market position of such classes without consulting the Commission. The Administrator’s approval is required to conduct such classes’ market study. Section 500.316 Compensation Inaccuracies and Corrections It is our policy and practice to accurately compensate employees and to do so in compliance with all applicable state and federal laws. To ensure that you are paid properly for all time worked and that no improper deductions are made, you must record correctly all work time and review your paychecks promptly to identify and to report all errors. Review Your Pay Stub 21 Version 1-26-2015 We make every effort to ensure our employees are paid correctly. Occasionally, however, mistakes can happen. When mistakes do happen and are called to our attention, we will promptly make any corrections necessary. Please review your pay stub when you receive it to make sure it is correct. If you believe a mistake has occurred or if you have any questions, please use the reporting procedure outlined below. Non-exempt Employees If you are classified as a non-exempt employee, you must maintain a record of the total hours you work each day. These hours must be accurately recorded on a time card that will be provided to you by your supervisor. Each employee must sign his or her time card to verify that the reported hours worked are complete and accurate. Your time card must accurately reflect all regular and overtime hours worked, any absences, late arrivals, early departures and meal breaks. At the end of each week, you should submit your completed time card to your supervisor for verification and approval. When you receive each pay check, please verify immediately that you were paid correctly for all regular and overtime hours worked each work week. Unless you are authorized by your supervisor, you should not work any hours that are not authorized. Do not start work early, finish work late, work during a meal break or perform any other extra or overtime work unless you are authorized to do so and that time is recorded on your time card. Employees are prohibited from performing any "off-the- clock" work. "Off-the-clock" work means work you may perform but fail to report on your time card. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to, and including, discharge. It is a violation of Augusta, Georgia policy for any employee to falsify a time card, or to alter another employee's time card. It is also a serious violation of Augusta, Georgia policy for any employee or manager to instruct another employee to incorrectly or falsely report hours worked or alter another employee's time card to under- or over-report hours worked. If any manager or employee instructs you to (1) incorrectly or falsely under- or over-report your hours worked, or (2) alter another employee's time records to inaccurately or falsely report that employee's hours worked, you should report it immediately to the Human Resources Department. Exempt Employees If you are classified as an exempt salaried employee, you will receive a salary that is intended to compensate you for all hours you may work for Augusta, Georgia. This salary will be established at the time of hire or when you become classified as an exempt employee. While it may be subject to review and modification from time to time, such as 22 Version 1-26-2015 during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work you perform. Under federal and state law, your salary is subject to certain deductions. For example, absent contrary state law requirements, your salary can be reduced for the following reasons:  Full day absences for personal reasons  Full day absences for sickness or disability  Full day disciplinary suspensions for infractions of our written policies and procedures  Family and Medical Leave absences (either full or partial day absences)  To offset amounts received as payment for jury or witness fees or military pay  The first or last week of employment in the event you work less than a full week Your salary may also be reduced for certain types of deductions such as your portion of health, dental or life insurance premiums; state, federal or local taxes, social security; or, contributions to a pension plan. In any work week in which you performed any work, your salary will not be reduced for any of the following reasons:  Partial day absences for personal reasons, sickness or disability  Your absence on the day before or after a paid holiday or because the facility was closed on a scheduled work day  Absences for jury duty, attendance as a witness, or military leave in any week in which you have performed any work  Any other deductions prohibited by state or federal law Please note: It is not an improper deduction to reduce an employee's accrued vacation, personal or other forms of paid time off for full or partial day absences for personal reasons, sickness or disability. To Report Concerns or Obtain More Information If you have questions about deductions from your pay, please immediately contact Human Resources. If you believe you have been subject to any improper deductions or your pay does not accurately reflect your hours worked, you should immediately report the matter to your supervisor. If the supervisor is unavailable or if you believe it would be inappropriate to contact that person (or if you have not received a prompt and fully acceptable reply), you should immediately contact the Director of Human Resources in 23 Version 1-26-2015 Room 601 of the Municipal Building or at (706) 821-2303, the Manager of Payroll, or any other supervisor with whom you feel comfortable. If you are unsure of who to contact if you have not received a satisfactory response within five business days after reporting the incident, please immediately contact the Administrator in Room 801 of the Municipal Building or at (706) 821-2400. Every report will be fully investigated and corrective action will be taken where appropriate, up to and including discharge for any employee(s) who violate this policy. In addition, Augusta, Georgia will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in Augusta, Georgia's investigation of such reports. Retaliation is unacceptable, and any form of retaliation in violation of this policy will result in disciplinary action, up to, and including, discharge. CHAPTER VIII. EMPLOYMENT, RECORDS & HRIS Section 800.001 Authority of the Administrator The Administrator shall have final authority regarding all employment issues (including, but not limited to, hiring, firing, position classifications, discipline, and organization), except for those pertaining to Airport Employees, department directors or employees who report directly to the Commission. “Airport Employee” is an employee subject to the authority of the Augusta Aviation Commission. For Airport Employees, where “Administrator” appears in this Chapter it shall mean the Executive Director of the Augusta Regional Airport. Section 800.004 Position Management Purpose The Position Management Program (PMP) is the formal system for identifying and defining positions in Augusta, Georgia to assure compliance with Augusta, Georgia’s budget program and availability of funds. A position is a specific functional job within Augusta, Georgia. The PMP is divided into two distinct components. 24 Version 1-26-2015 i) A unique position numbering system will provide controls for authorized and recognized positions. The unique number for each position will easily identify the Human Resources criteria of several programs critical to each position. ii) The PMP will provide a formal approval process for positions to be included in the budget program and a means for tracking the status of these positions in relationship to the availability of funds. Position Numbering and Control Each position in the Augusta, Georgia Classified Service will be assigned a Personnel Control Number (PCN). Utilizing a series of alpha-numeric fields, essential information unique to that position can be readily obtained. The PCN is divided into three basic subgroups - i) Position Identifier - This is the basic identifying sequence for the job position. It consists of four fields that will include the job classification code, the department and division to which it is assigned, and a sequence number. No two Position Identifiers will be the same. ii) Supplemental Data - The next section of the PCN is a series of fields which will allow Human Resources to identify the following - Exempt/Nonexempt as defined by the Fair Labor Standards Act Position control is a system of tracking information based upon positions rather than employees to create a framework of positions for all jobs within Augusta, Georgia without regard to whether or not they have an incumbent in a specific job. As incumbents grow and change jobs within Augusta, Georgia, their job title, salary and other attributes may change, but the position the incumbent was in will likely still exist and will be maintained. Position control will allow Augusta, Georgia to track the history of the position, track vacancies, and track positions filled with temporary and contract workers. The system will bridge the gap between typical employee information (HRIS) and position information (Budgets). Position Tracking Position tracking refers to a system of tracking information based upon a unique position ID number with the primary purpose of managing positions more precisely and thus enable more accurate monitoring of the approval process. Approved/funded positions will be tracked as authorized. Positions that are not approved/funded will be tracked as recognized. Recognized positions will be included on the official departmental organizational charts maintained by the Human Resources Department, and if future funding becomes available and approved, they may be moved to authorize status. The system can also track vacancies, over filling, under filling and full-time equivalents (FTE). Position titles will include the official title as approved by the 25 Version 1-26-2015 approval process and the organization title (e.g., Equipment Operator II may be known in the department as Bush Hog Driver). Position Approval Process The approval process for hiring of all non-Airport positions will be the Department Director, Human Resources Director, Finance, and the Administrator. The Airport Executive Director will approve all Airport Employee positions. i) Existing Authorized Positions - The Department Director shall forward a Personnel Action Form (PAF) to the Human Resources Department. Human Resources will verify that the salary is within guidelines and forward to OMB to verify funding. The verified PAF will then be forwarded to the Administrator for approval and returned to Human Resources for normal processing. ii) New Positions - The Department Director will forward a Position Description draft and a revised organizational chart to the Human Resources Department. This will document the concept of the position. The Classification/Compensation Administration will perform the job analysis, determine whether or not the position should be in the classified or unclassified, and assign a salary grade. The allocation request will then be forwarded to Finance and the Administrator for verification of funding and approval. (a) If funded and approved, the position will be placed into the employment process pursuant to the relevant Policies and Procedures. (b) If not funded or approved, the position will be marked as recognized and returned to the Classification/Compensation Section for recording prior to returning to the Department. Recognized positions will be suspended for possible future funding or future budget years. Administration The Human Resources Director or his/her designee shall have responsibility for the implementation and administration of the Position Management Program for all employees except Airport Employees. Section 800.010 Qualifications and Requirements Qualifications are the education, experience, competencies, skills, abilities, knowledge, and other attributes determined most likely to predict successful job performance in a position or group of positions with similar requirements and levels of responsibilities. Acceptable background 26 Version 1-26-2015 information and driving record, when required, are included in the attributes necessary to meet minimum qualifications. Documentation of education, certification and veteran status must be provided to Human Resources prior to employment. All positions in the classified service shall be open only to persons who meet such requirements as are listed on the public announcement of the vacancy. Such requirements may include but are not limited to the following factors - experience, education, and training. Applicants considered for employment/rehire will be screened for illegal drugs as a part of the employment process. Applicants will also be subject to a complete background and reference check by the Human Resources Department as well as review of any relationships prohibited by the nepotism policy. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will be required to meet such physical standards (including without limitation height and weight standards) as may be established by the applicable Fire Department. (Such standards are set forth in the Augusta, Georgia Fire Department Operations Manual (the "Manual")). Airport Fire Department applicants must also comply with Federal Aviation Administration (FAA) Regulations FAR Part 139 and related regulations. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will also be required to meet all standards and requirements of the State of Georgia for employment of Firefighters, including without limitation the "Employment Requirements" of the Georgia Firefighter Standards and Training Council. A copy of these requirements is maintained by both the Human Resources Department and the Fire Department and may be reviewed upon request. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will also be required to pass such written examinations, physical examinations, agility tests, and such other requirements as may be required by the applicable Fire Department. See also “Fire Fighter I – Recruitment Procedures” below. Section 800.011 Fire Fighter I – Recruitment Procedures Eligibility Requirements - To apply for the position of firefighter, you must - a) Be at least 18 years of age; b) Have a High school diploma or equivalent ; c) Have a valid driver's license and a good driving record; d) Have a honorable discharge, if any, from the military; and e) Meet the medical requirements set forth in NFPA 1582. Disqualifiers may include, but are not limited to, the following - 27 Version 1-26-2015 a) Admission and/or conviction of a felony offense within the past (10) years; b) Admission and/or conviction of a misdemeanor involving moral turpitude; c) Admission, conviction, or positive test indicating illegal drug use within the past 12 months; d) Admission or conviction of the sale of drugs; e) Admission, conviction, or positive tests indicating certain drug use and/or patterns of drug use; f) Anything other than an honorable discharge from the military; g) Admission, conviction, or other evidence of a pattern of theft; or h) Admission or conviction of DUI (driving under the influence) within the last 5 years. Hiring Procedures 1. Fire Department Interest Form - When not conducting active recruitment, interested persons may complete a “Job Interest Card”. These are available on the www.augustaga.gov/employment. 2. Applications - Persons who have completed interest forms are e-mailed a notification that they now need to complete an online employment application. Once recruitment is open, a position will be advertised for no less than 30 calendar days. 3. Entrance Exam - All applicants are scheduled to take the Entrance Examination. (The exam is a nationally validated examination.) This exam is based on general knowledge, measuring numerous abilities. A passing score is required to progress from the Entrance Exam to the Agility Test. The Entrance Examination will not be scored on the day of the test, notification will be sent to applicants advising their results as either passing or failure. In addition, any applicant for the Airport Fire Department shall have a working knowledge of the Airport and airport firefighting procedures. 4. Background Check and Pre-employment Screening - Candidates must consent to a background examination. Candidates will be given a detailed background questionnaire packet at the Entrance Exam. This form is to be returned to Fire Administration (or to the Airport Marshal’s Department for Airport Fire Department applicants) as quickly as possible. 5. Agility Test - Candidate Physical Ability Test (CPAT) - All applicants who successfully complete the entrance exam will progress to the CPAT. A CPAT video will be made available to all applicants on the August website under Human Resources. Applicants 28 Version 1-26-2015 will be provided the opportunity to practice the CPAT for a minimum of two weeks prior to the test date. Upon arriving for this test, applicants must sign a waiver to participate in the CPAT. With all forms submitted, the applicant is allowed to attempt the CPAT. Applicants are notified of their status (pass/fail) in this segment of the process before they leave the drill yard. 6. Acrophobia Test - All applicants who successfully complete the Entrance Exam and Agility Test will progress to an acrophobia test. The applicant must sign a fitness acknowledgement and certification that they possess the physical and mental attributes necessary to perform the tasks required to participate in this exam. This exercise tests for fear of heights and leg and hand coordination. The applicant, with a life safety belt on, must climb the ladder to the top, without stopping and without placing both feet on the same rung at the same time, once at the top hook the safety snap ring around the second rung from the top of the ladder, lean back taking the slack out of the safety belt and clap the hands three (3) distinct and separate times over the head. Unhook the safety belt and descend the ladder to the bottom without stopping. MAXIMUM TIME - Five (5) Minutes. EQUIPMENT NEEDED - Applicant wears helmet, gloves and ladder belt. Applicants for positions at the Airport Fire Department shall also be required to pass the physical agility test approved for and required by the Georgia Firefighter Standards and Training Council (GFSTC). 7. Applicant Interview - Applicants who successfully complete all tests are scheduled for a structured interview before a five (5) member diverse panel to include women and minorities of various ranks from the Fire department. Human Resources and/or EEO will be present. 8. Candidates List - Candidates who obtain passing status on the Eligibility Exam, normally a score of 70 or better, and pass all other requirements are then placed on an eligibility list by grouping. The grouping is based upon total points from the exam, and the candidate interview in the following categories - 1. Highly Qualified “HQ” (Top 20% to include ties) 2. Basic “BQ” (Middle 60 %) 3. Minimally Qualified “MQ” (Bottom 20% to include ties) 9. Eligibility List - Candidates successfully moving beyond the background check will be placed on an eligibility list for consideration in hiring. This list may be used for consideration in selection for up to one year from the test date. 29 Version 1-26-2015 10. Applicant Referral list - Depending on the number of vacancies, a list of referred candidates will be forwarded to the Fire Department for hiring consideration. E.g., if the Fire Department has five vacancies, HR may refer the top 10 candidates in alphabetical order for selection. The applicants that are not selected will be returned to the eligibility list. 11. Conditional Offer of Employment - As the department needs to fill vacancies, candidates are scheduled from the eligibility list for a conditional offer of employment. The candidates are to be selected from the “HQ” list first. If there are less than (3) candidates on the “HQ” list, candidates can be considered from the “BQ” list. If there are less than (3) candidates on the “BQ” list, candidates may be considered from the “MQ” list or the position can be re-advertised. 12. Drug Test Screening - Within 24 hours of the conditional offer of employment, a drug- screening test must be conducted and provide negative results. 13. Post Offer/Pre-Employment Medical Examination - Selected candidates will be scheduled for a complete Firefighter pre-employment medical examination. A trained physician experienced in Firefighter medical exams will conduct this exam. These exams are conducted to meet the NFPA 1582 standard. This standard can be read in detail at www.nfpa.org. 14. Employment - Firefighter must continue to meet the NFPA 1582 and NFPA 1001 standards and must successfully complete an annual physical and performance review. Firefighter will also be required annually to pass the minimum performance standards as adopted by the commission. Firefighters that do not meet these minimum requirements of the position will be subject to the Minimum Standards progressive discipline policy outlined below - 1. First failure will result in no punishment and the person will be re-tested in 30 days after the failure. 2. Second failure will result in a letter of reprimand placed in their personnel fire and the person will be re-tested in 30 days after the failure. If the person failing the test is a driver, that person will be suspended from their duties of driver until they pass the test. 3. Third failure will result in a 48-hour suspension without pay from duty and the person will be re-tested in 30 days after returning to duty. 4. Fourth failure will result in termination. 30 Version 1-26-2015 15. Certification - Firefighter must receive the Intermediate EMT certification within 12 months of hire. Section 800.013 Interview Process The employment interview is part of the selection process. The primary function of the interview is to obtain data or to assess certain knowledge, skills, and abilities of a candidate not available through review of applications. For basically qualified applicants from the same department as the posted position, interviews may be waived with prior approval by the Employment Manager in very limited circumstances. Certain guidelines will be observed to maximize the validity and reliability of the interview process as well as ensure the adherence to current EEO requirements. It is highly recommended that the Interview Resource Guide for Managers be reviewed prior to any interview. All interview questions should be forwarded to the HR Employment Manager or designee prior to the interview for review. When possible and practical, an HR representative should be on the interview panel. If the interview is for a supervisor, manager or director level position, a representative from the EEO office should be included on the panel as a non- interviewer. Under Veterans Preference, qualified applicants on the ARL will be given consideration for an interview if any interviews are conducted from the ARL. The interview panel will be selected by the hiring department. A minimum of three individuals must serve on the interview panel. The interview panel shall consist of personnel who have expertise with the elements of the position. In order to ensure objectivity and job knowledge, an incumbent of the position, the immediate supervisor and/or manager and the Director or designee should sit on the interview panel. Relatives or personal friends of the applicant will be excluded from the panel. Reasonable accommodations shall be made for disabled applicants to allow participation in the interview process. The Department Head or Supervisor in which the position vacancy exists shall be responsible for the development of interview questions and standards for measurement of candidate responses. These standards must be derived from the job description. Consistency will be maintained in the questions asked of all candidates. The questions must be job related and designed to measure job knowledge, experience, education, or to solicit responses that reflect those personal traits that are job related. Questions pertaining to protected categories such as race, sex, religion or marital status or other inquiries that directly or indirectly require disclosure of such information are prohibited. Any questions that would indirectly divulge an applicant's age, national origin, or other protected category shall be made in strict accordance with Law. The applicants selected for an interview must be notated in NEOGOV to include -  The date, time and locations of the interview; and 31 Version 1-26-2015  the interview panel. Only Human Resources can tender any job offer or pay commitment to the candidate(s). Section 800.014 Contingent Job Offer (CJO)/Tentative Job Offer After all interviews have been completed, review your interview notes, consult with the interview panel (if applicable), department/division director, etc. and select the most qualified person for the position. Upload your contingent decision into NEOGOV and notify HR. The tentative selection should be forwarded to the HR Department no later than the Monday prior to orientation. The following rules/procedures apply regarding salary offers – a. Salary offered at the minimum of salary range i. No additional action is required. b. Salary offered is within (10 )percent of the minimum salary range i. For all non-Airport Employees, written justification for the salary must be submitted by the Department Director to the HR Director for approval. c. Refer to Section 500.119 for salary offers that exceed up to ten (10) percent of the minimum salary range or up to fifteen (15) percent above current salary for promotions. Only the Human Resources Director or designee can make a contingent job offer for all non- Airport employees. The Department Director or designee must notify HR of the selected Candidate and the recommended salary via NEOGOV. The HR department will send a conditional offer letter to the selected candidate and copy the Department Director. The HR Department will contact the applicant (typically, via telephone) and make a conditional offer of employment. This discussion should include the salary as well as any post-offer employment screening. If the conditional offer is accepted, HR provides the candidate with information regarding items needed/required that must be successfully completed before a final job offer can be made. Required information/actions can include – a. Completion of the I-9 form and appropriate identifying documentation; b. Names and Contact Information of two (2) references; c. Motor vehicle report (if required for the position being filled); d. Physical exam (if applicable); e. Drug test; 32 Version 1-26-2015 f. Background check authorization; and g. Education and/or Certification verifications. 33 Version 1-26-2015 Exhibit B REPLACE WITH: CHAPTER III. GRIEVANCES, DISCIPLINE, & APPEALS Section 300.001 Grievance and Discipline Policy Objective and Scope of Chapter Objective: It is the practice of Augusta, Georgia to: 1. Provide fair, equitable, and timely grievance procedures for all regular employees; 2. Facilitate free discussion of employment concerns between employees and supervisors to foster better understanding of administrative policies, procedures, and practices; 3. Promote reaching a fair and equitable decision and doing so in a climate of mutual understanding and objective fact-finding; and to 4. Assure that those who file grievances are not retaliated against. 5. To establish a uniform, fair, and standardized means by which Augusta, Georgia may administer a program of disciplinary procedures and guidelines. Scope: 1. These grievance and discipline procedures apply to all regular full-time employees, with the exception of temporary employees, elected officials (unless opted in), and members of the Senior Executive Service (SES). Additionally, contract employees and persons in Grant Funded positions are not covered. 2. “Airport Employee” is an employee subject to the authority of the Augusta Aviation Commission. For Airport Employees, where “Administrator” appears in this Chapter it shall mean the Executive Director of the Augusta Regional Airport. 3. Augusta, Georgia reserves the right to depart from this grievance policy in its sole discretion. All employees are employed at will, and both they and Augusta, Georgia may terminate the employment relationship at any time, with or without cause, without following any specific procedure. Section 300.002 Grievance Policy Definitions 34 Version 1-26-2015 A “grievance” is a disagreement regarding an interpretation and/or application of administrative rule, regulation, policy, plan or procedure which exists under the personnel administration system of Augusta, Georgia which an employee feels is unjust or unfair. A “working day” for this policy is defined as any day of business between working hours of 8:00 a.m. and 5:00 p.m. excluding Saturday, Sunday and Augusta, Georgia observed Holidays. Section 300.011 Discipline 1. Disciplinary action may be taken against an employee when a rule of Augusta, Georgia, the Federal Aviation Administration (FAA), Transportation Security Administration (TSA), or the Department is violated, when work performance is not satisfactory, when counter- productive or inappropriate behavior is exhibited, or violation of lawful orders, work rules/standards, organizational Standard Operating Procedures (SOPs), federal laws, administrative rules, organizational policies and procedures, ordinances, and/or statutes. A discipline program should exhibit promptness, impartiality, consistency, and fairness, where employees know what to expect as the result of certain behaviors on the job (See Recommended Guidelines for Disciplinary Actions- Table I). 2. Augusta, Georgia generally follows a policy of progressive discipline. The purpose of a progressive disciplinary procedure is to give the employee adequate notice and opportunity to correct any deficiencies, and its focus is on prevention of future violations rather than on punishment. The disciplinary action taken is normally to be the least serious action needed to prevent future instances of inappropriate behavior. If inappropriate behavior continues, the employee can expect further and more serious discipline. This policy does not restrict the imposition of a suspension, demotion, or termination in matters that are outside the progressive discipline policy. Augusta, Georgia reserves the right to depart from this discipline policy in its sole discretion. All employees are employed at will, and both they and Augusta, Georgia may terminate the employment relationship at any time, with or without cause, without following any specific procedure. 4. Airport Employees do not have the ability to appeal their termination to the Personnel Board. For Airport Employees, the Airport Executive Director is the final decision maker for all disciplinary matters. Types of Discipline: The types of disciplinary action, in order of their severity, are: A. Informal Discipline 1) Letter of Warning 35 Version 1-26-2015 A Letter of Warning is a type of informal disciplinary action and may be used to admonish an employee for committing a minor violation. It is often used when verbal counseling, admonishments, on the job training, and/or guidance has failed to provide the necessary corrective action. The “Notice of Warning Letter” (See Form HR-ER 1) provides documentation that the counseling occurred, outlining the shortcomings or violations and then offering recommendations for improvement. Informal discipline documentation is maintained at the department level. Informal disciplinary actions are not subject to the grievance or appeals processes. B. Formal Discipline 1) Written Reprimand A Written Reprimand is an admonishment given to the employee in writing, and is always placed in the official personnel file in Human Resources. This form of discipline is more serious than a Letter of Warning, but less serious than a suspension. A Written Reprimand often serves as the type of discipline given for a repeated offense of minor violations or for the first offense of a moderately serious infraction. The “Notice of Written Reprimand” (See Form HR-ER II) will be completed by the Department Director and forwarded to Human Resources for inclusion in the employee’s official personnel file. If a Letter of Warning or any other relevant disciplinary actions has been issued previously, a copy may be attached as supporting documentation. The letter of Written Reprimand may be used to support further disciplinary actions for a period no longer than three (3) years from the date of receipt. 2) Performance Improvement Plans The Performance Improvement Plan (PIP) is designed to facilitate constructive discussion between a staff member and his or her supervisor and to clarify the work performance to be improved. It is implemented, at the discretion of the supervisor and Department Director, when it becomes necessary to help a staff member improve his or her performance. A PIP will be conducted for period of ninety (90) days and must be approved by the Department Director. If an employee shows improvement but not enough that the employee meets the status of “satisfactory”, the PIP may be extended for a period of ninety (90) days within a one (1) year cycle for a total of no more than two (2) PIP plans. If an employee does not show improvement after the initial PIP or does not meet the status of “satisfactory” after two (2) PIPs, the Department Director can recommend the employee for demotion or termination. 3) Suspension Without Pay 36 Version 1-26-2015 A suspension is the most severe form of discipline, short of demotion or termination, and involves time off without pay. It is used when a written reprimand has not corrected the inappropriate behavior or when an offense is more serious than that warranting a reprimand. A suspension may last from one (1) to thirty (30) days depending on the seriousness of the infraction. Any suspension shall utilize the “Notice of Proposed Disciplinary Action” form (Form HR-ER III) and must be approved by the Department Director, or equivalent, prior to issuance to the employee. A copy will be processed through the HR Director. 4) Demotion With A Pay Reduction Performance-Based Demotion An involuntary demotion may occur based on poor performance and is appropriate where: 1. The employee’s inability to perform current job duties has been demonstrated and documented in the employee’s record through one or more PIPs; 2. The employee’s record is otherwise satisfactory and no other active rule violations exist, e.g. attendance, punctuality, etc.; 3. The employee is qualified for the lower grade or alternative position; 4. The employee has the ability, is qualified, and a vacancy exists, the employee may be demoted to another position which may be in a lower pay grade or transferred to another job within the employee’s functional unit; and 5. The Director of Human Resources has provided final approval for a demotion. This requirement is not applicable to Airport Employees. If an employee has been promoted or transferred in the last year and the employee is not performing at a level expected in the new job, then the employee may request to return to the previous job or a job similar to the previous job and their salary will return to what it was prior to the promotion or transfer. The availability of such a job may depend upon mitigating circumstances, such as whether the job has already been filled within the same department. Augusta, Georgia will assist the employee in finding a suitable job that corresponds to their experience, skills, and knowledge. Should the job previously held by the employee be filled and no other comparable position exists, the employee will be placed on lay-off status until a comparable position may be found. However, if within six (6) months a comparable position is not found the employee will be placed on permanent lay-off status. Performance-Based Demotions with pay reductions may be considered in cases where moving the person out of their current position is more appropriate than termination. 37 Version 1-26-2015 Conduct-Based Demotions An involuntary demotion may also occur based on poor or unacceptable conduct. With this type of demotion, a Performance Improvement plan is not necessary or required. 1. Unacceptable personal conduct violations are outlined in the violations and recommended disciplinary actions in Table I. These conduct violations may include but are not limited to: personal conduct that disrupts work or the work environment, jeopardizes the safety of persons or property, or creates other serious disruptions in the workforce. 2. There are circumstances in which unacceptable or bad conduct could warrant imposing disciplinary action that is more severe than suspension but less severe than termination. An acceptable alternative disciplinary action for this type of conduct can be demotion in lieu of termination. Provided the employee is qualified, a funded vacancy exists, and the Department Director believes that demotion would be a more appropriate disciplinary action than termination; the employee may be involuntarily demoted to another position which may be in a lower pay grade or transferred to another job within the employee’s functional unit. In either case the demotion in pay and/or grade would require a minimum ten percent (10%) reduction in base pay. For all employees, except Airport Employees, prior to demotion, the proposed action must be reviewed and approved by the Director of Human Resources. 5) Termination Termination from employment is the most severe form of discipline. It is normally used when an employee has been disciplined repeatedly and commits yet another infraction. It may also be used when the employee has committed any infraction that falls outside progressive discipline, regardless of disciplinary history. For every termination (except for Airport Employees) the “Notice of Proposed Termination” form should be filled out completely by the Department Director and should be delivered to the HR Director for review and processing. Except for Airport Employees, the request for termination will be approved/disapproved by the HR Director who will issue a final “Notice of Decision.” For Airport Employees, the Airport Executive Director will issue a final “Notice of Decision” with respect to terminations and will deliver such form to the HR Director for such terminations to be processed. Section 300.012 Discipline Guidelines and Procedure 1. An employee for whom formal disciplinary action (i.e. written reprimand, PIP, suspension, demotion, or termination) is being considered should, when possible, be allowed notice prior to imposition of such action by the use of the “Notice of 38 Version 1-26-2015 Proposed Disciplinary Action” form. The employee will have five (5) working days in which to respond in writing or orally to the Department Director explaining why the action should not be taken. Failure to respond within that period will not delay administering of the disciplinary action. 2. Suspensions (for any reason), terminations, and demotions are permanent actions and will be retained in the official personnel file indefinitely. 3. Any disciplinary action recommending a suspension, demotion, or termination must be in writing and must be approved by the HR Director prior to disciplinary action being imposed. This requirement is not applicable to Airport Employees as all disciplinary actions of such employees shall be made by the Airport Executive Director or his/her designee. 6. An effective discipline program is characterized by the uniform application of rules and regulations. Generally, like offenses should result in similar disciplinary actions. At the same time, the supervisor administering the discipline may consider additional factors such as years of service and internal consistency. 5. It is recognized that similar offenses may result in different disciplinary actions, depending on work history, circumstances, and the severity of the offense. For example, an employee who is charged with “absence without approved leave” (AWOL) for a two-week absence may be terminated while an employee who is charged with AWOL for a two-hour absence may only receive a one-day suspension. Both employees are charged with the same offense, but receive different disciplinary actions. 6. Other factors that may influence the severity of disciplinary action include, but are not limited to, the following: the length of the employee’s service, the quality of the employee’s service, the cost involved, and the cooperation of the employee in the investigation of the specific incident. Ensuring that disciplinary actions are administered in a fair, consistent, and non-discriminatory manner is ultimately the responsibility of the HR Director (Airport Executive Director for Airport Employees). 7. An employee may not be punished more than once for the same offense by any other management official of Augusta, Georgia. Previous offenses may, however, be taken into account when considering future discipline. Disciplinary actions by law enforcement or any other outside agency does not prohibit Augusta, Georgia from also taking disciplinary action. For example, if an employee is issued a citation by law enforcement during the investigation of an “at fault” accident, this does not prohibit Augusta, Georgia from imposing disciplinary action as well. 8. In determining the proper level of disciplinary action, which would be suitable to a particular offense, refer to the “Recommended Guidelines for Disciplinary Actions. This Table of Guidelines (Table I) provides examples of misconduct but may not be all-inclusive. Augusta, Georgia has the right to discipline an employee for offenses 39 Version 1-26-2015 not specifically listed. If an act or violation is of a very serious nature, intermediate levels of progressive discipline may be bypassed with more severe penalties imposed. 9. In addition to a thorough narrative with any supporting evidence as necessary, supporting the reason(s) for the charges or offense in question, the Department Director should cite any applicable “Violation Reference” code found on the table of guidelines. (HR-ER Form). More than one reference may be cited in making record of the disciplinary action. The specific action or punishment to be taken is at the discretion of the Department Director; particularly egregious violations may bypass the progressive discipline process. Note: The Personnel Board shall consider only Appeals of employees as it relates of dismissals or terminations. For non-Airport Employees, decisions of the Personnel Board may be appealed to the Administrator. Airport Employees do not have the right to appeal to the Personnel Board. Review and Approval Process for non-Airport Employees Formal Discipline Submitter Approver Time to Appeal 1st Appeal 2nd Appeal Written Reprimand Supervisor/ Manager Department Director 5 Days HR Director None PIP Supervisor/ Manager Department Directors 5 Days HR Director None 1-3 Days Suspension Supervisor/ Manager Department Director 5 Days HR Director None 4 Days or more Suspension Department Director HR Director 5 Days Administrator None Demotion Department Director HR Director 5 Days Administrator None Termination Department Director HR Director 5 days Personnel Board Administrator 40 Version 1-26-2015 1. If the actions necessary are not time-sensitive, the supervisor shall notify the employee (Notice of Pending Disciplinary Action” form) that formal disciplinary action, i.e. suspension, demotion, or termination, is being considered. This notification shall provide facts and a description of the alleged infraction(s) and the consequences under consideration. The employee shall be given five (5) working days in which to provide a written response to the Department Director, with a copy to HR, showing cause as to why disciplinary action should not be taken. 2. When a regular employee is charged with misconduct that serves as a basis for termination or demotion, the Department Director may (but is not required to) place the employee on up to three (3) days Administrative Leave with pay. The administrative leave will be unpaid if the employee is otherwise unavailable to perform his or her job duties or if unpaid Administrative Leave is approved by the HR Director (or Airport Executive Director for Airport Employees). 3. Infractions of a serious nature may require prompt action, not allowing for advance notification. Any written communication from the employee will permanently accompany the relevant disciplinary action. 4. The Department Director must coordinate with the HR Director to assure procedural compliance prior to issuance of any proposed or final decision. Within ten (10) workdays of receipt of the employee’s written response, the Department Director or HR Director will decide and issue the disposition in the matter using the “Notice of Final Decision Form HR-ER IV.” 8. Upon receipt, the employee should sign and date a “Receipt Acknowledged” of Notice of Final Decision. A copy of all documentation associated with the case will be furnished by the Department Director to the HR Department for filing in the Official Personnel File. Section 300.013 Appeal of Submitted and Approved Discipline 1. In order to remain timely, the request from the employee for an Appeal to the HR Director, Administrator or Personnel Board, must be written, signed and filed in the HR Department within five (5) business days of the employee receiving notice of the recommended disciplinary action, or Final Decision by the Department Director, HR Director, or Airport Executive Director (if applicable). The effect of an employee’s failure to request an Appeal within this five (5) day period is the waiver of their right to appeal the recommendation, action or decision and a failure on their part to exhaust their administrative remedies. In such instances, the recommendation for discipline made by the Department Director (or manager) or the Final Decision made by the HR Director (or Airport Executive Director) shall become a Final Decision which is not appealable. 41 Version 1-26-2015 2. For non-Airport employees, a written statement by the employee specifically referencing suspension, demotion, or termination and providing their reasons, to include any relevant documentation, for recommending the disciplinary action be overturned, shall be forwarded to the HR Director. The HR Director will review the documents for timeliness and completeness and, if a timely appeal is made, shall forward a copy of the request to the next appeal level within ten (10) working days of receiving the request. 3. For suspensions of four (4) or more days, demotions, and terminations, the HR Director or designee (Airport Executive Director for Airport Employees) shall hold an administrative review conference at which time the employee shall be authorized to present information that is pertinent to the charges on his or her behalf. (For suspensions of 1 to 3 days, the Department Director or designee shall hold an administrative review conference). If an employee wishes to have an attorney present at this conference, said employee must inform the decision maker of such intentions at least forth-eight (48) hours prior to the conference. The HR Director (or Airport Executive Director) may seek legal representation from the Law Department in any such conference or Personnel Board Hearing irrespective of whether the employee has requested an attorney or not. 4. The final decision maker for all disciplinary matters shall render a decision based on all of the relevant information and the employee shall be notified of the final decision in writing. Section 300.014 Appeals to the Personnel Board: Terminations Only Note: Only full-time regular, non-Airport employees may appeal Terminations. SES, probationary, and temporary employees may not appeal to the Personnel Board. 1. The employee shall have five (5) business days from notification by the HR Director to appeal a termination or dismissal (Form HR-ER V) via the HR Department to the Personnel Board. 2. Upon receipt by the HR Director of a timely written request for appeal of termination by the employee, Human Resources will, within ten (10) working days, submit all documentation, including a statement of charges, to the Personnel Board. 3. At its next scheduled meeting, the Personnel Board will hold an open hearing and receive evidence in relation to the Appeal in accordance with the bylaws of the Personnel Board. 4. The employee or agents of the employee may not contact or have discussions with any member of the Personnel Board regarding the Employee’s hearing, the facts 42 Version 1-26-2015 surrounding the hearing, or the Employee’s character outside the confines of the hearing while the Employee’s appeal is pending. The employee’s failure to comply with this regulation will result in the Employee’s appeal being denied and the decision of the Human Resources Director being upheld. 5. If an employee wishes to have an attorney present at the Personnel Board hearing, said employee must inform the HR Director of such intention at least forty-eight (48) hours prior to the hearing. The HR Director may seek legal representation from the Law Department in any Personnel Board Hearing irrespective of whether the employee has requested an attorney or not. 6. If an employee has a conflict which will not allow the employee to attend the open hearing and needs to reschedule the date of the open hearing concerning their employment to the next regularly scheduled meeting of the Personnel Board, the employee must provide at least forty-eight (48) hours notice of the need to reschedule and must provide written verification of the conflict to the Director of Human Resources at least twenty-four (24) hours before the scheduled open hearing. Failure to provide adequate notice or written verification of a conflict will result in the open hearing to proceed as scheduled. If an employee fails to attend the scheduled open hearing, the employee’s appeal will be denied and the decision of the Human Resources Director will be upheld. 7. Within ten (10) working days of the hearing, a written decision will be rendered by the Personnel Board. Such decision shall contain a descriptive statement by the Chairman of the Personnel Board describing the reasons the Board rendered the decision it made. 8. The HR Department will notify the employee in writing of the decision of the Personnel Board. 43 Version 1-26-2015 Table I Recommended Guidelines For Disciplinary Actions LEGEND: L = Letter of Warning S = Suspension W = Written Reprimand T = Termination Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense IN-1 Disregard for or willful failure to follow the written instruction or direction of a supervisor or higher authority Insubordina tion W S/T T IN-2 Abusive verbal conduct directed at a supervisor within the employee’s chain-of-command. Insubordina tion W/S S/T T IN-3 Failure to work overtime, special hours, or special shifts or be on stand-by, as directed Insubordina tion W-S S/T T ND-1 Violation of any Augusta, Georgia, department or division rule or directive Neglect of Duty L W S T ND-2 Inability to perform up to accepted work standards Neglect of Duty L W S T ND-3 Habitual tardiness, unscheduled absence (six (6) or more in a 180 day period), absenteeism, and/or abuse of leave privileges Neglect of Duty L W S T ND-4 Willful neglect in performance of duties Neglect of Duty W/S S/T T ND-5 Job abandonment for 3 consecutive scheduled workdays, or 2 consecutive 24-hour shifts. Neglect of Duty S/T T ND-6 Leaving the assigned work area during regular working hours without permission or until relieved. Neglect of Duty L W S T ND-7 Absence without approved leave, including failure to call in or report an absence to a supervisor the day the absence begins. Neglect of Duty W S T 44 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense ND-8 Being identified as “at fault” in an accident or collision by the Safety Review Committee while the operator of Augusta, Georgia vehicle or piece of equipment. Neglect of Duty See SRC Penalty Matrix See SRC Penalty Matrix See SRC Penalty Matrix ND-9 Failure to maintain licenses, certifications and/or other professional credentials required for employment or failure to notify appropriate Augusta, Georgia officials of their loss, suspension, or revocation. Neglect of Duty S/T T ND-10 Suspension or revocation of Driver License or Commercial Driver License (CDL) if it is required for the performance of job duties. Neglect of Duty W/S/T S/T T ND-11 Willful or negligent violation of a safety policy, which results in property/equipment damage or personal injury. Neglect of Duty W/S/T S/T T ND-12 Violating a safety rule or practice or any conduct which could endanger a co-worker or member of the public. Neglect of Duty W/S/T S/T T ND-13 Operating, or directing the operation, of an Augusta, Georgia vehicle or equipment without proper qualifications or supervision. Neglect of Duty W S T ND-14 Failure to immediately report any on-the-job accident to a supervisor or member of the chain-of- command. Neglect of Duty W S T ND-15 Failure to report to the Department a subpoena or request for information from a law firm that relates to Augusta, Georgia business. Neglect of Duty L W S T 45 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense ND-16 Possession or sale of alcohol or illicit drugs on Augusta, Georgia property (including vehicles). Neglect of Duty T ND-17 Working under the influence of alcohol or illicit drugs. Neglect of Duty T ND-18 Violation of traffic laws while operating Augusta, Georgia vehicle, i.e. speeding, running traffic control device, failure to yield, etc. Neglect of Duty L W S T ND-19 Motor Vehicle Record review with 10 points or more – impact on driving privileges Neglect of Duty T ND-20 Violation of FAA/TSA regulations or rules Neglect of Duty W/S/T W/S/T W/S/T W/S/T EV-1 Fraud, waste, and/or abuse of Augusta, Georgia property or time. Ethics Violation W/S/T S/T T EV-2 Falsification or misrepresentation of an official document or record. Ethics Violation W/S/T S/T T EV-3 Falsification or misrepresentation of any portion of a job application. Ethics Violation W/S/T S/T T EV-4 Violation of Augusta, Georgia policies relating to impartiality, use of public property, conflict of interest, disclosure or confidentiality. Ethics Violation W S T EV-5 Conviction of a felony, a misdemeanor conviction involving moral turpitude, or any misdemeanor while in the performance of Augusta, Georgia duties. Ethics Violation S/T T 46 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense EV-6 Unauthorized possession of firearms, explosives, or weapons on Augusta property. Ethics Violation W/S/T S/T T EV-7 Unauthorized vending or solicitation on property or from Augusta, Georgia vehicle. Ethics Violation L W S T EV-8 Attempting to coerce or influence a member of the public, fellow employees, subordinates or supervisor with gifts, services, loans or other consideration OR receipt of a fee, gift, or valuable item when such is given or accepted in the expectation of receiving a favor or preferential treatment. Ethics Violation S T EV-9 Directing or permitting a subordinate to violate any rule, policy or regulation, whether explicit or condoned through inaction. Ethics Violation W/S S/T T EV-10 Engaging in any employment, activity or enterprise which is illegal, incompatible, or in technical conflict with the employee’s duties and responsibilities as Augusta, Georgia employee. Ethics Violation S/T T EV-11 Engaged in outside employment activity while using sick leave, worker’s compensation leave, or catastrophic leave. Ethics Violation T EV-12 Intentional destruction, theft or unauthorized removal of Augusta, Georgia property or assets for personal use. Ethics Violation W/S/T S/T T 47 Version 1-26-2015 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense EV-13 Intentional destruction, theft (including stealing time) or unauthorized removal, possession or use of Augusta, Georgia property, tools or equipment without consent. Ethics Violation W/S/T S/T T EV-14 Violation of Augusta, Georgia’s discrimination and/or unlawful harassment policies. Ethics Violation W/S/T S/T T EV-15 Gross misconduct to include, but not limited to, physical violence, threats of physical violence or engaging in offensive conduct or language toward the public, supervisory personnel, or fellow employees. Ethics Violation S/T EV-16 Membership in any organization that advocates the overthrow of the Government of the United States by force or violence. Ethics Violation T EV-17 Misconduct which undermines supervisory authority, productivity, or morale. Ethics Violation W S T EV-18 Off duty conduct (e.g. conviction of a felony) which reflects very unfavorably upon the image and ethical standards of Augusta, Georgia as an employer. Ethics Violation W/S/T S/T T WE-1 Violation of Augusta, Georgia Internet Use Policies (e.g. social media, pornographic sites, etc.) Work Ethics Violation W/S/T S/T T WE-2 Violation of Augusta, Georgia Email Policies (e.g. Passing on inappropriate chain emails and non- work related content, etc.) and/or excessive personal email/web time. Work Ethics Violation W/S/T S/T T WE-3 Unauthorized use of Augusta, Georgia vehicles or equipment on or off-duty. Work Ethics Violation W S T 48 Version 1-26-2015 CHAPTER V. COMPENSATION A. GENERAL Authority of the Administrator – The Administrator shall have the authority to approve all classifications, reclassifications, reorganizations, pay adjustments up to fifteen percent (15%) of base pay and final decision authority of classification appeals. The Administrator shall be responsible for any pay disparities or inequities created as a result of this authority. Section 500.001 Compensation Philosophy Augusta, Georgia is committed to a results-oriented government that provides efficient and accountable government services. Our goal is to attract, retain and motivate committed, hard-working, creative and thoughtful employees who support our mission to meet and exceed the expectations of our community, not only in service delivery but in building a better place for all of us to live and work. The main focus of the compensation philosophy is to increase productivity, maximize efficiency and improve overall service level for Augusta, Georgia citizens. For our employees, that means we are committed to:  Providing opportunities for our employees to grow and develop their skills, knowledge, and their careers.  Ensuring individual accountability for performance and results.  Communicating openly with our employees about our organization/mission, our successes and our failures, and opportunities for us to do things better.  Providing a competitive total compensation package. The total compensation program at Augusta, Georgia is designed to assist us in creating and supporting a high-performance, responsive and competitive organization. The total compensation program is made up of salary/wages and benefits. In order to accomplish these goals and to ensure that the compensation program is consistent with its direction, stated mission, and goals, Augusta, Georgia government commits to the pay philosophy statements as follows: Augusta, Georgia’s total compensation philosophy is to provide pay and benefits sufficient to attract and retain the qualified and skilled employees to accomplish Augusta, Georgia’s strategic plan: 49 Version 1-26-2015 1. Position total compensation (pay and benefits) to be aimed at midpoint of the market; 2. There are conditions where exceptions may be necessary, in situations such as -  Recruiting the desired level of talent in certain jobs is a sustained problem and results in negative impacts to the organization;  Retention issues, including succession and turnover;  Significant changes in the economy or marketplace; and  Internal anomalies in alignment, disparities or inconsistencies. Pay programs are intended to be competitive at a minimum with the average pay of benchmark organizations in the primary labor market. The primary labor market is currently defined as those counties or city governments that are of comparable size in terms of revenue, number of full time employees, etc. in the southern part of the U.S where Augusta, Georgia competes for talent acquisition. Airports that are of comparable size in terms of revenue, number of full time employees, etc. are the primary labor market for the Augusta Regional Airport. A list of such comparable organizations in the labor market shall be maintained in Human Resources. a. As deemed necessary, the Human Resources Director may recommend that other comparators should be used where information from the primary labor market is considered insufficient to attract and retain specific positions or classes. b. Augusta, Georgia shall adopt a pay for performance policy. The pay for performance policy is designed to recognize job performance and requires annual approval by Augusta, Georgia’s Board of Commissioners. The decision to provide employees a performance increase is contingent upon an overall performance appraisal rating and availability of funds. c. Nothing in this compensation philosophy statement should be construed as a required benefit in the event that Augusta, Georgia experiences a decline in revenue or a revenue growth lower than the projected increase in expenses. d. As part of Augusta, Georgia’s Compensation strategy, the salaries of representative benchmark classes for all occupational groups shall be compared to the minimum and maximum salaries, with a focus on the mid-point, of the benchmark jurisdictions. e. The benchmark matches are also reviewed and validated annually by the participating jurisdictions. This will allow the Compensation Administration team to capture on-going 50 Version 1-26-2015 evolutionary changes occurring within these occupations and provide a meaningful basis to make market rate comparisons. f. The remaining job classifications that were not selected as a benchmark job shall be “linked” to one of the selected benchmark classes. This process will allow HR to affect both the benchmark class and any classes “linked” to a benchmark class when survey results indicate a pay adjustment is necessary. g. In determining the appropriate linkages, input will be obtained from Department Directors within the organization. The list of benchmark classes and linked classes shall be reviewed and updated as new classes are established or abolished in order to maintain accurate and timely data. h. When determining Augusta, Georgia’s market competitiveness, a market ratio (comp-a- ratio) shall be utilized. Augusta, Georgia’s relationship to the market is shown as the market ratio that falls below or rises above 100%. Job classes with a market ratio of less than 90% are considered to be below the market. If an adjustment is authorized based upon the survey results, the grade for the benchmark class(es) plus the linked class(es) would be adjusted to minimally place the class(es) within the acceptable threshold of ninety to one hundred and ten percent (90-110%). i. In all instances, for benchmark jobs, information for an assessment of pay competitiveness will be ascertained through reliably current published compensation survey data. j. Every two (2) years, the Human Resources Director will conduct a market study of benchmark positions to determine the competitive posture of the organization, and propose a plan of action, if needed, to bring any positions or classes into competitive alignment. At any time the Human Resources Director determines that one or more particular classes need to be reviewed more frequently than once every two (2) years, necessary action may be taken to assess the market position of such classes without consulting the Commission. The Administrator’s approval is required to conduct such classes’ market study. Section 500.316 Compensation Inaccuracies and Corrections It is our policy and practice to accurately compensate employees and to do so in compliance with all applicable state and federal laws. To ensure that you are paid properly for all time worked and that no improper deductions are made, you must record correctly all work time and review your paychecks promptly to identify and to report all errors. 51 Version 1-26-2015 Review Your Pay Stub We make every effort to ensure our employees are paid correctly. Occasionally, however, mistakes can happen. When mistakes do happen and are called to our attention, we will promptly make any corrections necessary. Please review your pay stub when you receive it to make sure it is correct. If you believe a mistake has occurred or if you have any questions, please use the reporting procedure outlined below. Non-exempt Employees If you are classified as a non-exempt employee, you must maintain a record of the total hours you work each day. These hours must be accurately recorded on a time card that will be provided to you by your supervisor. Each employee must sign his or her time card to verify that the reported hours worked are complete and accurate. Your time card must accurately reflect all regular and overtime hours worked, any absences, late arrivals, early departures and meal breaks. At the end of each week, you should submit your completed time card to your supervisor for verification and approval. When you receive each pay check, please verify immediately that you were paid correctly for all regular and overtime hours worked each work week. Unless you are authorized by your supervisor, you should not work any hours that are not authorized. Do not start work early, finish work late, work during a meal break or perform any other extra or overtime work unless you are authorized to do so and that time is recorded on your time card. Employees are prohibited from performing any "off-the- clock" work. "Off-the-clock" work means work you may perform but fail to report on your time card. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to, and including, discharge. It is a violation of Augusta, Georgia policy for any employee to falsify a time card, or to alter another employee's time card. It is also a serious violation of Augusta, Georgia policy for any employee or manager to instruct another employee to incorrectly or falsely report hours worked or alter another employee's time card to under- or over-report hours worked. If any manager or employee instructs you to (1) incorrectly or falsely under- or over-report your hours worked, or (2) alter another employee's time records to inaccurately or falsely report that employee's hours worked, you should report it immediately to the Human Resources Department. Exempt Employees If you are classified as an exempt salaried employee, you will receive a salary that is intended to compensate you for all hours you may work for Augusta, Georgia. This salary will be established at the time of hire or when you become classified as an exempt employee. While it may be subject to review and modification from time to time, such as 52 Version 1-26-2015 during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work you perform. Under federal and state law, your salary is subject to certain deductions. For example, absent contrary state law requirements, your salary can be reduced for the following reasons:  Full day absences for personal reasons  Full day absences for sickness or disability  Full day disciplinary suspensions for infractions of our written policies and procedures  Family and Medical Leave absences (either full or partial day absences)  To offset amounts received as payment for jury or witness fees or military pay  The first or last week of employment in the event you work less than a full week Your salary may also be reduced for certain types of deductions such as your portion of health, dental or life insurance premiums; state, federal or local taxes, social security; or, contributions to a pension plan. In any work week in which you performed any work, your salary will not be reduced for any of the following reasons:  Partial day absences for personal reasons, sickness or disability  Your absence on the day before or after a paid holiday or because the facility was closed on a scheduled work day  Absences for jury duty, attendance as a witness, or military leave in any week in which you have performed any work  Any other deductions prohibited by state or federal law Please note: It is not an improper deduction to reduce an employee's accrued vacation, personal or other forms of paid time off for full or partial day absences for personal reasons, sickness or disability. To Report Concerns or Obtain More Information If you have questions about deductions from your pay, please immediately contact Human Resources. If you believe you have been subject to any improper deductions or your pay does not accurately reflect your hours worked, you should immediately report the matter to your supervisor. If the supervisor is unavailable or if you believe it would be inappropriate to contact that person (or if you have not received a prompt and fully acceptable reply), you should immediately contact the Director of Human Resources in 53 Version 1-26-2015 Room 601 of the Municipal Building or at (706) 821-2303, the Manager of Payroll, or any other supervisor with whom you feel comfortable. If you are unsure of who to contact if you have not received a satisfactory response within five business days after reporting the incident, please immediately contact the Administrator in Room 801 of the Municipal Building or at (706) 821-2400. Every report will be fully investigated and corrective action will be taken where appropriate, up to and including discharge for any employee(s) who violate this policy. In addition, Augusta, Georgia will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in Augusta, Georgia's investigation of such reports. Retaliation is unacceptable, and any form of retaliation in violation of this policy will result in disciplinary action, up to, and including, discharge. CHAPTER VIII. EMPLOYMENT, RECORDS & HRIS Section 800.001 Authority of the Administrator The Administrator shall have final authority regarding all employment issues (including, but not limited to, hiring, firing, position classifications, discipline, and organization), except for those pertaining to department directors or employees who report directly to the Commission. Additionally, the Executive Director of the Augusta Regional Airport, rather than the Administrator, has final authority over hiring, firing, and discipline of Airport Employees so long as such decisions are made within the confines of this PPPM. “Airport Employee” is an employee subject to the authority of the Augusta Aviation Commission. Section 800.004 Position Management Purpose The Position Management Program (PMP) is the formal system for identifying and defining positions in Augusta, Georgia to assure compliance with Augusta, Georgia’s budget program and availability of funds. A position is a specific functional job within Augusta, Georgia. The PMP is divided into two distinct components. 54 Version 1-26-2015 i) A unique position numbering system will provide controls for authorized and recognized positions. The unique number for each position will easily identify the Human Resources criteria of several programs critical to each position. ii) The PMP will provide a formal approval process for positions to be included in the budget program and a means for tracking the status of these positions in relationship to the availability of funds. Position Numbering and Control Each position in the Augusta, Georgia Classified Service will be assigned a Personnel Control Number (PCN). Utilizing a series of alpha-numeric fields, essential information unique to that position can be readily obtained. The PCN is divided into three basic subgroups - i) Position Identifier - This is the basic identifying sequence for the job position. It consists of four fields that will include the job classification code, the department and division to which it is assigned, and a sequence number. No two Position Identifiers will be the same. ii) Supplemental Data - The next section of the PCN is a series of fields which will allow Human Resources to identify the following - Exempt/Nonexempt as defined by the Fair Labor Standards Act Position control is a system of tracking information based upon positions rather than employees to create a framework of positions for all jobs within Augusta, Georgia without regard to whether or not they have an incumbent in a specific job. As incumbents grow and change jobs within Augusta, Georgia, their job title, salary and other attributes may change, but the position the incumbent was in will likely still exist and will be maintained. Position control will allow Augusta, Georgia to track the history of the position, track vacancies, and track positions filled with temporary and contract workers. The system will bridge the gap between typical employee information (HRIS) and position information (Budgets). Position Tracking Position tracking refers to a system of tracking information based upon a unique position ID number with the primary purpose of managing positions more precisely and thus enable more accurate monitoring of the approval process. Approved/funded positions will be tracked as authorized. Positions that are not approved/funded will be tracked as recognized. Recognized positions will be included on the official departmental organizational charts maintained by the Human Resources Department, and if future funding becomes available and approved, they may be moved to authorize status. The system can also track vacancies, over filling, under filling and full-time equivalents (FTE). Position titles will include the official title as approved by the 55 Version 1-26-2015 approval process and the organization title (e.g., Equipment Operator II may be known in the department as Bush Hog Driver). Position Approval Process The approval process for hiring of all non-Airport positions will be the Department Director, Human Resources Director, Finance, and the Administrator. The Airport Executive Director will approve the hiring of all Airport Employee positions. i) Existing Authorized Positions - The Department Director shall forward a Personnel Action Form (PAF) to the Human Resources Department. Human Resources will verify that the salary is within guidelines and forward to OMB to verify funding. The verified PAF will then be forwarded to the Administrator for approval and returned to Human Resources for normal processing. ii) New Positions - The Department Director will forward a Position Description draft and a revised organizational chart to the Human Resources Department. This will document the concept of the position. The Classification/Compensation Administration will perform the job analysis, determine whether or not the position should be in the classified or unclassified, and assign a salary grade. The allocation request will then be forwarded to Finance and the Administrator for verification of funding and approval. (a) If funded and approved, the position will be placed into the employment process pursuant to the relevant Policies and Procedures. (b) If not funded or approved, the position will be marked as recognized and returned to the Classification/Compensation Section for recording prior to returning to the Department. Recognized positions will be suspended for possible future funding or future budget years. Administration The Human Resources Director or his/her designee shall have responsibility for the implementation and administration of the Position Management Program. Section 800.010 Qualifications and Requirements Qualifications are the education, experience, competencies, skills, abilities, knowledge, and other attributes determined most likely to predict successful job performance in a position or group of positions with similar requirements and levels of responsibilities. Acceptable background information and driving record, when required, are included in the attributes necessary to meet 56 Version 1-26-2015 minimum qualifications. Documentation of education, certification and veteran status must be provided to Human Resources prior to employment. All positions in the classified service shall be open only to persons who meet such requirements as are listed on the public announcement of the vacancy. Such requirements may include but are not limited to the following factors - experience, education, and training. Applicants considered for employment/rehire will be screened for illegal drugs as a part of the employment process. Applicants will also be subject to a complete background and reference check by the Human Resources Department as well as review of any relationships prohibited by the nepotism policy. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will be required to meet such physical standards (including without limitation height and weight standards) as may be established by the applicable Fire Department. (Such standards are set forth in the Augusta, Georgia Fire Department Operations Manual (the "Manual")). Airport Fire Department applicants must also comply with Federal Aviation Administration (FAA) Regulations FAR Part 139 and related regulations. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will also be required to meet all standards and requirements of the State of Georgia for employment of Firefighters, including without limitation the "Employment Requirements" of the Georgia Firefighter Standards and Training Council. A copy of these requirements is maintained by both the Human Resources Department and the Fire Department and may be reviewed upon request. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will also be required to pass such written examinations, physical examinations, agility tests, and such other requirements as may be required by the applicable Fire Department. See also “Fire Fighter I – Recruitment Procedures” below. Section 800.011 Fire Fighter I – Recruitment Procedures Eligibility Requirements - To apply for the position of firefighter, you must - a) Be at least 18 years of age; b) Have a High school diploma or equivalent ; c) Have a valid driver's license and a good driving record; d) Have a honorable discharge, if any, from the military; and e) Meet the medical requirements set forth in NFPA 1582. Disqualifiers may include, but are not limited to, the following - a) Admission and/or conviction of a felony offense within the past (10) years; 57 Version 1-26-2015 b) Admission and/or conviction of a misdemeanor involving moral turpitude; c) Admission, conviction, or positive test indicating illegal drug use within the past 12 months; d) Admission or conviction of the sale of drugs; e) Admission, conviction, or positive tests indicating certain drug use and/or patterns of drug use; f) Anything other than an honorable discharge from the military; g) Admission, conviction, or other evidence of a pattern of theft; or h) Admission or conviction of DUI (driving under the influence) within the last 5 years. Hiring Procedures 1. Fire Department Interest Form - When not conducting active recruitment, interested persons may complete a “Job Interest Card”. These are available on the www.augustaga.gov/employment. 2. Applications - Persons who have completed interest forms are e-mailed a notification that they now need to complete an online employment application. Once recruitment is open, a position will be advertised for no less than 30 calendar days. 3. Entrance Exam - All applicants are scheduled to take the Entrance Examination. (The exam is a nationally validated examination.) This exam is based on general knowledge, measuring numerous abilities. A passing score is required to progress from the Entrance Exam to the Agility Test. The Entrance Examination will not be scored on the day of the test, notification will be sent to applicants advising their results as either passing or failure. In addition, any applicant for the Airport Fire Department shall have a working knowledge of the Airport and airport firefighting procedures. 4. Background Check and Pre-employment Screening - Candidates must consent to a background examination. Candidates will be given a detailed background questionnaire packet at the Entrance Exam. This form is to be returned to Fire Administration (or to the Airport Marshal’s Department for Airport Fire Department applicants) as quickly as possible. 5. Agility Test - Candidate Physical Ability Test (CPAT) - All applicants who successfully complete the entrance exam will progress to the CPAT. A CPAT video will be made available to all applicants on the August website under Human Resources. Applicants will be provided the opportunity to practice the CPAT for a minimum of two weeks prior to the test date. Upon arriving for this test, applicants must sign a waiver to participate in 58 Version 1-26-2015 the CPAT. With all forms submitted, the applicant is allowed to attempt the CPAT. Applicants are notified of their status (pass/fail) in this segment of the process before they leave the drill yard. 6. Acrophobia Test - All applicants who successfully complete the Entrance Exam and Agility Test will progress to an acrophobia test. The applicant must sign a fitness acknowledgement and certification that they possess the physical and mental attributes necessary to perform the tasks required to participate in this exam. This exercise tests for fear of heights and leg and hand coordination. The applicant, with a life safety belt on, must climb the ladder to the top, without stopping and without placing both feet on the same rung at the same time, once at the top hook the safety snap ring around the second rung from the top of the ladder, lean back taking the slack out of the safety belt and clap the hands three (3) distinct and separate times over the head. Unhook the safety belt and descend the ladder to the bottom without stopping. MAXIMUM TIME - Five (5) Minutes. EQUIPMENT NEEDED - Applicant wears helmet, gloves and ladder belt. Applicants for positions at the Airport Fire Department shall also be required to pass the physical agility test approved for and required by the Georgia Firefighter Standards and Training Council (GFSTC). 7. Applicant Interview - Applicants who successfully complete all tests are scheduled for a structured interview before a five (5) member diverse panel to include women and minorities of various ranks from the Fire department. Human Resources and/or EEO will be present. 8. Candidates List - Candidates who obtain passing status on the Eligibility Exam, normally a score of 70 or better, and pass all other requirements are then placed on an eligibility list by grouping. The grouping is based upon total points from the exam, and the candidate interview in the following categories - a. Highly Qualified “HQ” (Top 20% to include ties) b. Basic “BQ” (Middle 60 %) c. Minimally Qualified “MQ” (Bottom 20% to include ties) 9. Eligibility List - Candidates successfully moving beyond the background check will be placed on an eligibility list for consideration in hiring. This list may be used for consideration in selection for up to one year from the test date. 10. Applicant Referral list - Depending on the number of vacancies, a list of referred candidates will be forwarded to the Fire Department for hiring consideration. E.g., if the Fire Department has five vacancies, HR may refer the top 10 candidates in alphabetical 59 Version 1-26-2015 order for selection. The applicants that are not selected will be returned to the eligibility list. 11. Conditional Offer of Employment - As the department needs to fill vacancies, candidates are scheduled from the eligibility list for a conditional offer of employment. The candidates are to be selected from the “HQ” list first. If there are less than (3) candidates on the “HQ” list, candidates can be considered from the “BQ” list. If there are less than (3) candidates on the “BQ” list, candidates may be considered from the “MQ” list or the position can be re-advertised. 12. Drug Test Screening - Within 24 hours of the conditional offer of employment, a drug- screening test must be conducted and provide negative results. 13. Post Offer/Pre-Employment Medical Examination - Selected candidates will be scheduled for a complete Firefighter pre-employment medical examination. A trained physician experienced in Firefighter medical exams will conduct this exam. These exams are conducted to meet the NFPA 1582 standard. This standard can be read in detail at www.nfpa.org. 14. Employment - Firefighter must continue to meet the NFPA 1582 and NFPA 1001 standards and must successfully complete an annual physical and performance review. Firefighter will also be required annually to pass the minimum performance standards as adopted by the commission. Firefighters that do not meet these minimum requirements of the position will be subject to the Minimum Standards progressive discipline policy outlined below - a. First failure will result in no punishment and the person will be re-tested in 30 days after the failure. b. Second failure will result in a letter of reprimand placed in their personnel fire and the person will be re-tested in 30 days after the failure. If the person failing the test is a driver, that person will be suspended from their duties of driver until they pass the test. c. Third failure will result in a 48-hour suspension without pay from duty and the person will be re-tested in 30 days after returning to duty. d. Fourth failure will result in termination. 15. Certification - Firefighter must receive the Intermediate EMT certification within 12 months of hire. 60 Version 1-26-2015 Section 800.013 Interview Process The employment interview is part of the selection process. The primary function of the interview is to obtain data or to assess certain knowledge, skills, and abilities of a candidate not available through review of applications. For basically qualified applicants from the same department as the posted position, interviews may be waived with prior approval by the Employment Manager in very limited circumstances. Certain guidelines will be observed to maximize the validity and reliability of the interview process as well as ensure the adherence to current EEO requirements. It is highly recommended that the Interview Resource Guide for Managers be reviewed prior to any interview. All interview questions should be forwarded to the HR Employment Manager or designee prior to the interview for review. When possible and practical, an HR representative should be on the interview panel. If the interview is for a supervisor, manager or director level position, a representative from the EEO office should be included on the panel as a non- interviewer. Under Veterans Preference, qualified applicants on the ARL will be given consideration for an interview if any interviews are conducted from the ARL. The interview panel will be selected by the hiring department. A minimum of three individuals must serve on the interview panel. The interview panel shall consist of personnel who have expertise with the elements of the position. In order to ensure objectivity and job knowledge, an incumbent of the position, the immediate supervisor and/or manager and the Director or designee should sit on the interview panel. Relatives or personal friends of the applicant will be excluded from the panel. Reasonable accommodations shall be made for disabled applicants to allow participation in the interview process. The Department Head or Supervisor in which the position vacancy exists shall be responsible for the development of interview questions and standards for measurement of candidate responses. These standards must be derived from the job description. Consistency will be maintained in the questions asked of all candidates. The questions must be job related and designed to measure job knowledge, experience, education, or to solicit responses that reflect those personal traits that are job related. Questions pertaining to protected categories such as race, sex, religion or marital status or other inquiries that directly or indirectly require disclosure of such information are prohibited. Any questions that would indirectly divulge an applicant's age, national origin, or other protected category shall be made in strict accordance with Law. The applicants selected for an interview must be notated in NEOGOV to include -  The date, time and locations of the interview; and  the interview panel. Except for Airport Employees, only Human Resources can tender any job offer or pay commitment to the candidate(s). 61 Version 1-26-2015 Section 800.014 Contingent Job Offer (CJO)/Tentative Job Offer After all interviews have been completed, review your interview notes, consult with the interview panel (if applicable), department/division director, etc. and select the most qualified person for the position. Upload your contingent decision into NEOGOV and notify HR. The tentative selection should be forwarded to the HR Department no later than the Monday prior to orientation. The following rules/procedures apply regarding salary offers – a. Salary offered at the minimum of salary range i. No additional action is required. b. Salary offered is within (10 )percent of the minimum salary range i. Written justification for the salary must be submitted by the Department Director to the HR Director for approval. c. Refer to Section 500.119 for salary offers that exceed up to ten (10) percent of the minimum salary range or up to fifteen (15) percent above current salary for promotions. Only the Human Resources Director or designee can make a contingent job offer for all non- Airport employees. The Department Director or designee must notify HR of the selected Candidate and the recommended salary via NEOGOV. The HR department will send a conditional offer letter to the selected candidate and copy the Department Director. The HR Department will contact the applicant (typically, via telephone) and make a conditional offer of employment. This discussion should include the salary as well as any post-offer employment screening. If the conditional offer is accepted, HR provides the candidate with information regarding items needed/required that must be successfully completed before a final job offer can be made. Required information/actions can include – a. Completion of the I-9 form and appropriate identifying documentation; b. Names and Contact Information of two (2) references; c. Motor vehicle report (if required for the position being filled); d. Physical exam (if applicable); e. Drug test; f. Background check authorization; and g. Education and/or Certification verifications. 1 CHAPTER III. GRIEVANCES, DISCIPLINE, & APPEALS Section 300.001 Grievance and Discipline Policy Objective and Scope of Chapter Objective: It is the practice of Augusta, Georgia to: 1. Provide fair, equitable, and timely grievance procedures for all regular employees; 2. Facilitate free discussion of employment concerns between employees and supervisors to foster better understanding of administrative policies, procedures, and practices; 3. Promote reaching a fair and equitable decision and doing so in a climate of mutual understanding and objective fact-finding; and to 4. Assure that those who file grievances are not retaliated against. 4.5.To establish a uniform, fair, and standardized means by which Augusta, Georgia may administer a program of disciplinary procedures and guidelines. Section 300.002 Grievance Policy Scope: 1. Theseis grievance and discipline procedures appliesy to all regular full-time employees, with the exception of temporary employees, some elected officials (unless opted in), and members of the Senior Executive Service (SES). Additionally, contract employees and persons in Grant Funded positions are not covered. 2. “Airport Employee” is an employee subject to the authority of the Augusta Aviation Commission. For Airport Employees, where “Administrator” appears in this Chapter it shall mean the Executive Director of the Augusta Regional Airport. 1.3.Augusta, Georgia reserves the right to depart from this grievance policy in its sole discretion. All employees are employed at will, and both they and Augusta, Georgia may terminate the employment relationship at any time, with or without cause, without following any specific procedure. Section 300.00234 Grievance Policy Definitions 2 A “grievance” is a disagreement regarding an interpretation and/or application of administrative rule, regulation, policy, plan or procedure which exists under the personnel administration system of Augusta, Georgia which an employee feels is unjust or unfair. A “working day” for this policy is defined as any day of business between workings hours of 8:00 a.m. and 5:00 p.m. excluding Saturday, Sunday and Augusta, Georgia observed Holidays. Section 300.011 Discipline Purpose: To establish a uniform, fair, and standardized means by which Augusta, Georgia may administer a program of disciplinary procedures and guidelines. Disclaimer: 1. Disciplinary action may be taken against an employee when a rule of Augusta, Georgia, the Federal Aviation Administration (FAA), Transportation Security Administration (TSA), or the Department is violated, when work performance is not satisfactory, when counter-productive or inappropriate behavior is exhibited, or violation of lawful orders, work rules/standards, organizational Standard Operating Procedures (SOPs), federal laws, administrative rules, organizational policies and procedures, ordinances, and/or statutes. A discipline program should exhibit promptness, impartiality, consistency, and fairness, where employees know what to expect as the result of certain behaviors on the job (See Recommended Guidelines for Disciplinary Actions- Table I). 2. Augusta, Georgia generally follows a policy of progressive discipline. The purpose of a progressive disciplinary procedure is to give the employee adequate notice and opportunity to correct any deficiencies, and its focus is on prevention of future violations rather than on punishment. The disciplinary action taken is normally to be the least serious action needed to prevent future instances of inappropriate behavior. If inappropriate behavior continues, the employee can expect further and more serious discipline. This policy does not restrict the imposition of a suspension, demotion, or termination in matters that are outside the progressive discipline policy. Augusta, Georgia reserves the right to depart from this discipline policy in its sole discretion. All employees are employed at will, and both they and Augusta, Georgia may terminate the employment relationship at any time, with or without cause, without following any specific procedure. 3 3. Airport Employees do not have the ability to appeal their termination to the Personnel Board. For Airport Employees, the Airport Executive Director is the final decision maker for all disciplinary matters. Types of Discipline: The types of disciplinary action, in order of their severity, are: A. Informal Discipline 1) Letter of Warning A Letter of Warning is a type of informal disciplinary action and may be used to admonish an employee for committing a minor violation. It is often used when verbal counseling, admonishments, on the job training, and/or guidance has failed to provide the necessary corrective action. The “Notice of Warning Letter” (See Form HR-ER 1) provides documentation that the counseling occurred, outlining the shortcomings or violations and then offering recommendations for improvement. Informal discipline documentation is maintained at the department level. Informal disciplinary actions are not subject to the grievance or appeals processes. B. Formal Discipline 1) Written Reprimand A Written Reprimand is an admonishment given to the employee in writing, and is always placed in the official personnel file in Human Resources. This form of discipline is more serious than a Letter of Warning, but less serious than a suspension. A Written Reprimand often serves as the type of discipline given for a repeated offense of minor violations or for the first offense of a moderately serious infraction. The “Notice of Written Reprimand” (See Form HR-ER II) will be completed by the Department Director and forwarded to Human Resources for inclusion in the employee’s official personnel file. If a Letter of Warning or any other relevant disciplinary actions has been issued previously, a copy may be attached as supporting documentation. The letter of Written Reprimand may be used to support further disciplinary actions for a period no longer than three (3) years from the date of receipt. 2) Performance Improvement Plans The Performance Improvement Plan (PIP) is designed to facilitate constructive discussion between a staff member and his or her supervisor and to clarify the work performance to be improved. It is implemented, at the discretion of the 4 supervisor and Department Director, when it becomes necessary to help a staff member improve his or her performance. A PIP will be conducted for period of ninety (90) days and must be approved by the Department Director. If an employee shows improvement but not enough that the employee meets the status of “satisfactory”, the PIP may be extended for a period of ninety (90) days within a one (1) year cycle for a total of no more than two (2) PIP plans. If an employee does not show improvement after the initial PIP or does not meet the status of “satisfactory” after two (2) PIPs, the Department Director can recommend the employee for demotion or termination. 3) Suspension Without Pay A suspension is the most severe form of discipline, short of demotion or termination, and involves time off without pay. It is used when a written reprimand has not corrected the inappropriate behavior or when an offense is more serious than that warranting a reprimand. A suspension may last from one (1) to thirty (30) days depending on the seriousness of the infraction. Any suspension shall utilize the “Notice of Proposed Disciplinary Action” form (Form HR-ER III) and must be approved by the Department Director, or equivalent, prior to issuance to the employee. A copy will be processed through the HR Director. 4) Demotion With A Pay Reduction Performance-Based Demotion An involuntary demotion may occur based on poor performance and is appropriate where: 1. The employee’s inability to perform current job duties has been demonstrated and documented in the employee’s record through one or more PIPs; 2. The employee’s record is otherwise satisfactory and no other active rule violations exist, e.g. attendance, punctuality, etc.; 3. The employee is qualified for the lower grade or alternative position; 4. The employee has the ability, is qualified, and a vacancy exists, the employee may be demoted to another position which may be in a lower pay grade or transferred to another job within the employee’s functional unit; and 5. The Director of Human Resources has provided final approval for a demotion. This requirement is not applicable to Airport Employees. If an employee has been promoted or transferred in the last year and the employee is not performing at a level expected in the new job, then the employee may request to return to the previous job or a job similar to the previous job and their salary will return to what it was prior to the promotion or transfer. The availability of such a job may depend upon mitigating circumstances, such as 5 whether the job has already been filled within the same department. Augusta, Georgia will assist the employee in finding a suitable job that corresponds to their experience, skills, and knowledge. Should the job previously held by the employee be filled and no other comparable position exists, the employee will be placed on lay-off status until a comparable position may be found. However, if within six (6) months a comparable position is not found the employee will be placed on permanent lay-off status. Performance-Based Demotions with pay reductions may be considered in cases where moving the person out of their current position is more appropriate than termination. Conduct-Based Demotions An involuntary demotion may also occur based on poor or unacceptable conduct. With this type of demotion, a Performance Improvement plan is not necessary or required. 1. Unacceptable personal conduct violations are outlined in the violations and recommended disciplinary actions in Table I. These conduct violations may include but are not limited to: personal conduct that disrupts work or the work environment, jeopardizes the safety of persons or property, or creates other serious disruptions in the workforce. 2. There are circumstances in which unacceptable or bad conduct could warrant imposing disciplinary action that is more severe than suspension but less severe than termination. An acceptable alternative disciplinary action for this type of conduct can be demotion in lieu of termination. Provided the employee is qualified, a funded vacancy exists, and the Department Director believes that demotion would be a more appropriate disciplinary action than termination; the employee may be involuntarily demoted to another position which may be in a lower pay grade or transferred to another job within the employee’s functional unit. In either case the demotion in pay and/or grade would require a minimum ten percent (10%) reduction in base pay. For all employees, except Airport Employees, Pprior to demotion, the proposed action must be reviewed and approved by the Director of Human Resources. 5) Termination Termination from employment is the most severe form of discipline. It is normally used when an employee has been disciplined repeatedly and commits yet another infraction. It may also be used when the employee has committed any infraction that falls outside progressive discipline, regardless of disciplinary history. For every termination (except for Airport Employees) the “Notice of Proposed Termination” form should be filled out completely by the Department 6 Director and should be delivered to the HR Director for review and processing. Except for Airport Employees, Tthe request for termination will be approved/disapproved by the HR Director who will issue a final “Notice of Decision.” For Airport Employees, the Airport Executive Director will issue a final “Notice of Decision” with respect to terminations and will deliver such form to the HR Director for such terminations to be processed. Section 300.012 Discipline Guidelines and Procedure 1. An employee for whom formal disciplinary action (i.e. written reprimand, PIP, suspension, demotion, or termination) is being considered should, when possible, be allowed notice prior to imposition of such action by the use of the “Notice of Proposed Disciplinary Action” form. The employee will have five (5) working days in which to respond in writing or orally to the Department Director explaining why the action should not be taken. Failure to respond within that period will not delay administering of the disciplinary action. 2. Suspensions (for any reason), terminations, and demotions are permanent actions and will be retained in the official personnel file indefinitely. 3. Any disciplinary action recommending a suspension, demotion, or termination must be in writing and must be approved by the HR Director prior to disciplinary action being imposed. This requirement is not applicable to Airport Employees as all disciplinary actions of such employees shall be made by the Airport Executive Director or his/her designee. 4. An effective discipline program is characterized by the uniform application of rules and regulations. Generally, like offenses should result in similar disciplinary actions. At the same time, the supervisor administering the discipline may consider additional factors such as years of service and internal consistency. 5. It is recognized that similar offenses may result in different disciplinary actions, depending on work history, circumstances, and the severity of the offense. For example, an employee who is charged with “absence without approved leave” (AWOL) for a two-week absence may be terminated while an employee who is charged with AWOL for a two-hour absence may only receive a one-day suspension. Both employees are charged with the same offense, but receive different disciplinary actions. 6. Other factors that may influence the severity of disciplinary action include, but are not limited to, the following: the length of the employee’s service, the quality of the employee’s service, the cost involved, and the cooperation of the employee in the investigation of the specific incident. Ensuring that disciplinary actions are administered in a fair, consistent, and non-discriminatory manner is ultimately the responsibility of the HR Director (Airport Executive Director for Airport Employees). 7 7. An employee may not be punished more than once for the same offense by any other management official of Augusta, Georgia. Previous offenses may, however, be taken into account when considering future discipline. Disciplinary actions by law enforcement or any other outside agency does not prohibit Augusta, Georgia from also taking disciplinary action. For example, if an employee is issued a citation by law enforcement during the investigation of an “at fault” accident, this does not prohibit Augusta, Georgia from imposing disciplinary action as well. 8. In determining the proper level of disciplinary action, which would be suitable to a particular offense, refer to the “Recommended Guidelines for Disciplinary Actions. This Table of Guidelines (Table I) provides examples of misconduct but may not be all-inclusive. Augusta, Georgia has the right to discipline an employee for offenses not specifically listed. If an act or violation is of a very serious nature, intermediate levels of progressive discipline may be bypassed with more severe penalties imposed. 9. In addition to a thorough narrative with any supporting evidence as necessary, supporting the reason(s) for the charges or offense in question, the Department Director should cite any applicable “Violation Reference” code found on the table of guidelines. (HR-ER Form). More than one reference may be cited in making record of the disciplinary action. The specific action or punishment to be taken is at the discretion of the Department Director; particularly egregious violations may bypass the progressive discipline process. Note: The Personnel Board shall consider only Appeals of employees as it relates of dismissals or terminations. For non-Airport Employees, Ddecisions of the Personnel Board may be appealed to the Administrator. Airport Employees do not have the right to appeal to the Personnel Board. Review and Approval Process for non-Airport Employees Formal Discipline Submitter Approver Time to Appeal 1st Appeal 2nd Appeal Written Reprimand Supervisor/ Manager Department Director 5 Days HR Director None PIP Supervisor/ Manager Department Directors 5 Days HR Director None 1-3 Days Suspension Supervisor/ Manager Department Director 5 Days HR Director None 8 1. If the actions necessary are not time-sensitive, the supervisor shall notify the employee (Notice of Pending Disciplinary Action” form) that formal disciplinary action, i.e. suspension, demotion, or termination, is being considered. This notification shall provide facts and a description of the alleged infraction(s) and the consequences under consideration. The employee shall be given five (5) working days in which to provide a written response to the Department Director, with a copy to HR, showing cause as to why disciplinary action should not be taken. 2. When a regular employee is charged with misconduct that serves as a basis for termination or demotion, the Department Director may (but is not required to) place the employee on up to three (3) days Administrative Leave with pay. The administrative leave will be unpaid if the employee is otherwise unavailable to perform his or her job duties or if unpaid Administrative Leave is approved by the HR Director (or Airport Executive Director for Airport Employees). 3. Infractions of a serious nature may require prompt action, not allowing for advance notification. Any written communication from the employee will permanently accompany the relevant disciplinary action. 4. The Department Director must coordinate with the HR Director to assure procedural compliance prior to issuance of any proposed or final decision. Within ten (10) workdays of receipt of the employee’s written response, the Department Director or HR Director will decide and issue the disposition in the matter using the “Notice of Final Decision Form HR-ER IV.” 5. Upon receipt, the employee should sign and date a “Receipt Acknowledged” of Notice of Final Decision. A copy of all documentation associated with the case will be furnished by the Department Director to the HR Department for filing in the Official Personnel File. Section 300.013 Appeal of Submitted and Approved Discipline 4 Days or more Suspension Department Director HR Director 5 Days Administrator None Demotion Department Director HR Director 5 Days Administrator None Termination Department Director HR Director 5 days Personnel Board Administrator 9 1. In order to remain timely, the request from the employee for an Appeal to the HR Director, Administrator or Personnel Board, must be written, signed and filed in the HR Department within five (5) business days of the employee receiving notice of the recommended disciplinary action, or Final Decision by the Department Director, HR Director, or Airport Executive Director (if applicable). The effect of an employee’s failure to request an Appeal within this five (5) day period is the waiver of their right to appeal the recommendation, action or decision and a failure on their part to exhaust their administrative remedies. In such instances, the recommendation for discipline made by the Department Director (or manager) or the Final Decision made by the HR Director (or Airport Executive Director) shall become a Final Decision which is not appealable. 2. For non-Airport employees, Aa written statement by the employee specifically referencing suspension, demotion, or termination and providing their reasons, to include any relevant documentation, for recommending the disciplinary action be overturned, shall be forwarded to the HR Director. The HR Director will review the documents for timeliness and completeness and, if a timely appeal is made, shall forward a copy of the request to the next appeal level within ten (10) working days of receiving the request. 3. For suspensions of four (4) or more days, demotions, and terminations, the HR Director or designee (Airport Executive Director for Airport Employees) shall hold an administrative review conference at which time the employee shall be authorized to present information that is pertinent to the charges on his or her behalf. (For suspensions of 1 to 3 days, the Department Director or designee shall hold an administrative review conference). If an employee wishes to have an attorney present at this conference, said employee must inform the decision makerHR Director of such intentions at least forth-eight (48) hours prior to the conference. The HR Director (or Airport Executive Director) may seek legal representation from the Law Department in any such conference or Personnel Board Hearing irrespective of whether the employee has requested an attorney or not. 4. The final decision maker for all disciplinary matters HR Director, or designee (Department Director for suspensions of 1-3 days) shall render a decision on the recommendation based on all of the relevant information. The HR Director’s (or Department Director’s) decision is final, and, the employee shall be notified of thise final decision in writing. Section 300.014 Appeals to the Personnel Board: Terminations Only Note: Only full-time regular, non-Airport, employees may appeal Terminations. SES and, pProbationary, and temporary employees may not appeal to the Personnel Board. 10 1. The employee shall have five (5) business days from notification by the HR Director to appeal a termination or dismissal (Form HR-ER V) via the HR Department to the Personnel Board. 2. Upon receipt by the HR Director of a timely written request for appeal of termination by the employee, Human Resources will, within ten (10) working days, submit all documentation, including a statement of charges, to the Personnel Board. 3. At its next scheduled meeting, the Personnel Board will hold an open hearing and receive evidence in relation to the Appeal in accordance with the bylaws of the Personnel Board. 4. The employee or agents of the employee may not contact or have discussions with any member of the Personnel Board regarding the Employee’s hearing, the facts surrounding the hearing, or the Employee’s character outside the confines of the hearing while the Employee’s appeal is pending. The employee’s failure to comply with this regulation will result in the Employee’s appeal being denied and the decision of the Human Resources Director being upheld. 5. If an employee wishes to have an attorney present at the Personnel Board hearing, said employee must inform the HR Director of such intention at least forty-eight (48) hours prior to the hearing. The HR Director may seek legal representation from the Law Department in any Personnel Board Hearing irrespective of whether the employee has requested an attorney or not. 6. If an employee has a conflict which will not allow the employee to attend the open hearing and needs to reschedule the date of the open hearing concerning their employment to the next regularly scheduled meeting of the Personnel Board, the employee must provide at least forty-eight (48) hours notice of the need to reschedule and must provide written verification of the conflict to the Director of Human Resources at least twenty-four (24) hours before the scheduled open hearing. Failure to provide adequate notice or written verification of a conflict will result in the open hearing to proceed as scheduled. If an employee fails to attend the scheduled open hearing, the employee’s appeal will be denied and the decision of the Human Resources Director will be upheld. 7. Within ten (10) working days of the hearing, a written decision will be rendered by the Personnel Board. Such decision shall contain a descriptive statement by the Chairman of the Personnel Board describing the reasons the Board rendered the decision it made. 8. The HR Department will notify the employee in writing of the decision of the Personnel Board. 11 Table I Recommended Guidelines For Disciplinary Actions LEGEND: L = Letter of Warning S = Suspension W = Written Reprimand T = Termination Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense IN-1 Disregard for or willful failure to follow the written instruction or direction of a supervisor or higher authority Insubordina tion W S/T T IN-2 Abusive verbal conduct directed at a supervisor within the employee’s chain-of-command. Insubordina tion W/S S/T T IN-3 Failure to work overtime, special hours, or special shifts or be on stand-by, as directed Insubordina tion W-S S/T T ND-1 Violation of any Augusta, Georgia, department or division rule or directive Neglect of Duty L W S T ND-2 Inability to perform up to accepted work standards Neglect of Duty L W S T ND-3 Habitual tardiness, unscheduled absence (six (6) or more in a 180 day period), absenteeism, and/or abuse of leave privileges Neglect of Duty L W S T ND-4 Willful neglect in performance of duties Neglect of Duty W/S S/T T ND-5 Job abandonment for 3 consecutive scheduled workdays, or 2 consecutive 24-hour shifts. Neglect of Duty S/T T ND-6 Leaving the assigned work area during regular working hours without permission or until relieved. Neglect of Duty L W S T ND-7 Absence without approved leave, including failure to call in or report an absence to a supervisor the day the absence begins. Neglect of Duty W S T 12 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense ND-8 Being identified as “at fault” in an accident or collision by the Safety Review Committee while the operator of Augusta, Georgia vehicle or piece of equipment. Neglect of Duty See SRC Penalty Matrix See SRC Penalty Matrix See SRC Penalty Matrix ND-9 Failure to maintain licenses, certifications and/or other professional credentials required for employment or failure to notify appropriate Augusta, Georgia officials of their loss, suspension, or revocation. Neglect of Duty S/T T ND-10 Suspension or revocation of Driver License or Commercial Driver License (CDL) if it is required for the performance of job duties. Neglect of Duty W/S/T S/T T ND-11 Willful or negligent violation of a safety policy, which results in property/equipment damage or personal injury. Neglect of Duty W/S/T S/T T ND-12 Violating a safety rule or practice or any conduct which could endanger a co-worker or member of the public. Neglect of Duty W/S/T S/T T ND-13 Operating, or directing the operation, of an Augusta, Georgia vehicle or equipment without proper qualifications or supervision. Neglect of Duty W S T ND-14 Failure to immediately report any on-the-job accident to a supervisor or member of the chain-of- command. Neglect of Duty W S T ND-15 Failure to report to the Department a subpoena or request for information from a law firm that relates to Augusta, Georgia business. Neglect of Duty L W S T 13 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense ND-16 Possession or sale of alcohol or illicit drugs on Augusta, Georgia property (including vehicles). Neglect of Duty T ND-17 Working under the influence of alcohol or illicit drugs. Neglect of Duty T ND-18 Violation of traffic laws while operating Augusta, Georgia vehicle, i.e. speeding, running traffic control device, failure to yield, etc. Neglect of Duty L W S T ND-19 Motor Vehicle Record review with 10 points or more – impact on driving privileges Neglect of Duty T ND-20 Violation of FAA/TSA regulations or rules Neglect of Duty W/S/T W/S/T W/S/T W/S/T EV-1 Fraud, waste, and/or abuse of Augusta, Georgia property or time. Ethics Violation W/S/T S/T T EV-2 Falsification or misrepresentation of an official document or record. Ethics Violation W/S/T S/T T EV-3 Falsification or misrepresentation of any portion of a job application. Ethics Violation W/S/T S/T T EV-4 Violation of Augusta, Georgia policies relating to impartiality, use of public property, conflict of interest, disclosure or confidentiality. Ethics Violation W S T EV-5 Conviction of a felony, a misdemeanor conviction involving moral turpitude, or any misdemeanor while in the performance of Augusta, Georgia duties. Ethics Violation S/T T 14 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense EV-6 Unauthorized possession of firearms, explosives, or weapons on Augusta property. Ethics Violation W/S/T S/T T EV-7 Unauthorized vending or solicitation on property or from Augusta, Georgia vehicle. Ethics Violation L W S T EV-8 Attempting to coerce or influence a member of the public, fellow employees, subordinates or supervisor with gifts, services, loans or other consideration OR receipt of a fee, gift, or valuable item when such is given or accepted in the expectation of receiving a favor or preferential treatment. Ethics Violation S T EV-9 Directing or permitting a subordinate to violate any rule, policy or regulation, whether explicit or condoned through inaction. Ethics Violation W/S S/T T EV-10 Engaging in any employment, activity or enterprise which is illegal, incompatible, or in technical conflict with the employee’s duties and responsibilities as Augusta, Georgia employee. Ethics Violation S/T T EV-11 Engaged in outside employment activity while using sick leave, worker’s compensation leave, or catastrophic leave. Ethics Violation T EV-12 Intentional destruction, theft or unauthorized removal of Augusta, Georgia property or assets for personal use. Ethics Violation W/S/T S/T T 15 Reference Infraction Category First Offense Second Offense Third Offense Fourth Offense EV-13 Intentional destruction, theft (including stealing time) or unauthorized removal, possession or use of Augusta, Georgia property, tools or equipment without consent. Ethics Violation W/S/T S/T T EV-14 Violation of Augusta, Georgia’s discrimination and/or unlawful harassment policies. Ethics Violation W/S/T S/T T EV-15 Gross misconduct to include, but not limited to, physical violence, threats of physical violence or engaging in offensive conduct or language toward the public, supervisory personnel, or fellow employees. Ethics Violation S/T EV-16 Membership in any organization that advocates the overthrow of the Government of the United States by force or violence. Ethics Violation T EV-17 Misconduct which undermines supervisory authority, productivity, or morale. Ethics Violation W S T EV-18 Off duty conduct (e.g. conviction of a felony) which reflects very unfavorably upon the image and ethical standards of Augusta, Georgia as an employer. Ethics Violation W/S/T S/T T WE-1 Violation of Augusta, Georgia Internet Use Policies (e.g. social media, pornographic sites, etc.) Work Ethics Violation W/S/T S/T T WE-2 Violation of Augusta, Georgia Email Policies (e.g. Passing on inappropriate chain emails and non- work related content, etc.) and/or excessive personal email/web time. Work Ethics Violation W/S/T S/T T WE-3 Unauthorized use of Augusta, Georgia vehicles or equipment on or off-duty. Work Ethics Violation W S T 16 CHAPTER V. COMPENSATION A. GENERAL Authority of the Administrator – The Administrator shall have the authority to approve all classifications, reclassifications, reorganizations, pay adjustments up to fifteen percent (15%) of base pay and final decision authority of classification appeals. The Administrator shall be responsible for any pay disparities or inequities created as a result of this authority. Section 500.001 Compensation Philosophy Augusta, Georgia is committed to a results-oriented government that provides efficient and accountable government services. Our goal is to attract, retain and motivate committed, hard-working, creative and thoughtful employees who support our mission to meet and exceed the expectations of our community, not only in service delivery but in building a better place for all of us to live and work. The main focus of the compensation philosophy is to increase productivity, maximize efficiency and improve overall service level for Augusta, Georgia citizens. For our employees, that means we are committed to:  Providing opportunities for our employees to grow and develop their skills, knowledge, and their careers.  Ensuring individual accountability for performance and results.  Communicating openly with our employees about our organization/mission, our successes and our failures, and opportunities for us to do things better.  Providing a competitive total compensation package. The total compensation program at Augusta, Georgia is designed to assist us in creating and supporting a high-performance, responsive and competitive organization. The total compensation program is made up of salary/wages and benefits. 17 In order to accomplish these goals and to ensure that the compensation program is consistent with its direction, stated mission, and goals, Augusta, Georgia government commits to the pay philosophy statements as follows: Augusta, Georgia’s total compensation philosophy is to provide pay and benefits sufficient to attract and retain the qualified and skilled employees to accomplish Augusta, Georgia’s strategic plan: 1. Position total compensation (pay and benefits) to be aimed at midpoint of the market; 2. There are conditions where exceptions may be necessary, in situations such as -  Recruiting the desired level of talent in certain jobs is a sustained problem and results in negative impacts to the organization;  Retention issues, including succession and turnover;  Significant changes in the economy or marketplace; and  Internal anomalies in alignment, disparities or inconsistencies. Pay programs are intended to be competitive at a minimum with the average pay of benchmark organizations in the primary labor market. The primary labor market is currently defined as those counties or city governments that are of comparable size in terms of revenue, number of full time employees, etc. in the southern part of the U.S where Augusta, Georgia competes for talent acquisition. Airports that are of comparable size in terms of revenue, number of full time employees, etc. are the primary labor market for the Augusta Regional Airport. A list of such comparable organizations in the labor market shall be maintained in Human Resources. a. As deemed necessary, the Human Resources Director may recommend that other comparators should be used where information from the primary labor market is considered insufficient to attract and retain specific positions or classes. b. Augusta, Georgia shall adopt a pay for performance policy. The pay for performance policy is designed to recognize job performance and requires annual approval by Augusta, Georgia’s Board of Commissioners. The decision to provide employees a 18 performance increase is contingent upon an overall performance appraisal rating and availability of funds. c. Nothing in this compensation philosophy statement should be construed as a required benefit in the event that Augusta, Georgia experiences a decline in revenue or a revenue growth lower than the projected increase in expenses. d. As part of Augusta, Georgia’s Compensation strategy, the salaries of representative benchmark classes for all occupational groups shall be compared to the minimum and maximum salaries, with a focus on the mid-point, of the benchmark jurisdictions. e. The benchmark matches are also reviewed and validated annually by the participating jurisdictions. This will allow the Compensation Administration team to capture on-going evolutionary changes occurring within these occupations and provide a meaningful basis to make market rate comparisons. f. The remaining job classifications that were not selected as a benchmark job shall be “linked” to one of the selected benchmark classes. This process will allow HR to affect both the benchmark class and any classes “linked” to a benchmark class when survey results indicate a pay adjustment is necessary. g. In determining the appropriate linkages, input will be obtained from Department Directors within the organization. The list of benchmark classes and linked classes shall be reviewed and updated as new classes are established or abolished in order to maintain accurate and timely data. h. When determining Augusta, Georgia’s market competitiveness, a market ratio (comp-a- ratio) shall be utilized. Augusta, Georgia’s relationship to the market is shown as the market ratio that falls below or rises above 100%. Job classes with a market ratio of less than 90% are considered to be below the market. If an adjustment is authorized based upon the survey results, the grade for the benchmark class(es) plus the linked class(es) would be adjusted to minimally place the class(es) within the acceptable threshold of ninety to one hundred and ten percent (90-110%). 19 i. In all instances, for benchmark jobs, information for an assessment of pay competitiveness will be ascertained through reliably current published compensation survey data. j. Every two (2) years, the Human Resources Director will conduct a market study of benchmark positions to determine the competitive posture of the organization, and propose a plan of action, if needed, to bring any positions or classes into competitive alignment. At any time the Human Resources Director determines that one or more particular classes need to be reviewed more frequently than once every two (2) years, necessary action may be taken to assess the market position of such classes without consulting the Commission. The Administrator’s approval is required to conduct such classes’ market study. Section 500.316 Compensation Inaccuracies and Corrections It is our policy and practice to accurately compensate employees and to do so in compliance with all applicable state and federal laws. To ensure that you are paid properly for all time worked and that no improper deductions are made, you must record correctly all work time and review your paychecks promptly to identify and to report all errors. Review Your Pay Stub We make every effort to ensure our employees are paid correctly. Occasionally, however, mistakes can happen. When mistakes do happen and are called to our attention, we will promptly make any corrections necessary. Please review your pay stub when you receive it to make sure it is correct. If you believe a mistake has occurred or if you have any questions, please use the reporting procedure outlined below. Non-exempt Employees If you are classified as a non-exempt employee, you must maintain a record of the total hours you work each day. These hours must be accurately recorded on a time card that will be provided to you by your supervisor. Each employee must sign his or her time card to verify that the reported hours worked are complete and accurate. Your time card must accurately reflect all regular and overtime hours worked, any absences, late arrivals, early departures and meal breaks. At the end of each week, you should submit your 20 completed time card to your supervisor for verification and approval. When you receive each pay check, please verify immediately that you were paid correctly for all regular and overtime hours worked each work week. Unless you are authorized by your supervisor, you should not work any hours that are not authorized. Do not start work early, finish work late, work during a meal break or perform any other extra or overtime work unless you are authorized to do so and that time is recorded on your time card. Employees are prohibited from performing any "off-the- clock" work. "Off-the-clock" work means work you may perform but fail to report on your time card. Any employee who fails to report or inaccurately reports any hours worked will be subject to disciplinary action, up to, and including, discharge. It is a violation of Augusta, Georgiathe Company's policy for any employee to falsify a time card, or to alter another employee's time card. It is also a serious violation of CompanyAugusta, Georgia policy for any employee or manager to instruct another employee to incorrectly or falsely report hours worked or alter another employee's time card to under- or over-report hours worked. If any manager or employee instructs you to (1) incorrectly or falsely under- or over-report your hours worked, or (2) alter another employee's time records to inaccurately or falsely report that employee's hours worked, you should report it immediately to the Human Resources Department. Exempt Employees If you are classified as an exempt salaried employee, you will receive a salary that is intended to compensate you for all hours you may work for Augusta, Georgia. This salary will be established at the time of hire or when you become classified as an exempt employee. While it may be subject to review and modification from time to time, such as during salary review times, the salary will be a predetermined amount that will not be subject to deductions for variations in the quantity or quality of the work you perform. Under federal and state law, your salary is subject to certain deductions. For example, absent contrary state law requirements, your salary can be reduced for the following reasons:  Full day absences for personal reasons  Full day absences for sickness or disability  Full day disciplinary suspensions for infractions of our written policies and procedures  Family and Medical Leave absences (either full or partial day absences)  To offset amounts received as payment for jury or witness fees or military pay  The first or last week of employment in the event you work less than a full week 21 Your salary may also be reduced for certain types of deductions such as your portion of health, dental or life insurance premiums; state, federal or local taxes, social security; or, contributions to a pension plan. In any work week in which you performed any work, your salary will not be reduced for any of the following reasons:  Partial day absences for personal reasons, sickness or disability  Your absence on the day before or after a paid holiday or because the facility was closed on a scheduled work day  Absences for jury duty, attendance as a witness, or military leave in any week in which you have performed any work  Any other deductions prohibited by state or federal law Please note: It is not an improper deduction to reduce an employee's accrued vacation, personal or other forms of paid time off for full or partial day absences for personal reasons, sickness or disability. To Report Concerns or Obtain More Information If you have questions about deductions from your pay, please immediately contact Human Resources. If you believe you have been subject to any improper deductions or your pay does not accurately reflect your hours worked, you should immediately report the matter to your supervisor. If the supervisor is unavailable or if you believe it would be inappropriate to contact that person (or if you have not received a prompt and fully acceptable reply), you should immediately contact the Director of Human Resources in Room 601 of the Municipal Building or at (706) 821-2303, the Manager of Payroll, or any other supervisor with whom you feel comfortable. If you are unsure of who to contact if you have not received a satisfactory response within five business days after reporting the incident, please immediately contact the Administrator in Room 801 of the Municipal Building or at (706) 821-2400. Every report will be fully investigated and corrective action will be taken where appropriate, up to and including discharge for any employee(s) who violate this policy. In addition, the Company Augusta, Georgia will not allow any form of retaliation against individuals who report alleged violations of this policy or who cooperate in Augusta, Georgiathe Company's investigation of such reports. Retaliation is unacceptable, and any form of retaliation in violation of this policy will result in disciplinary action, up to, and including, discharge. 22 CHAPTER VIII. EMPLOYMENT, RECORDS & HRIS Section 800.001 Authority of the Administrator The Administrator shall have final authority regarding all employment issues (including, but not limited to, hiring, firing, position classifications, discipline, and organization), butexcept for those pertaining to department directors or employees who report directly to the Commission, including, but not limited to, hiring, firing, position classifications, discipline, and organization. Additionally, the Executive Director of the Augusta Regional Airport, rather than the Administrator, has final authority over hiring, firing, and discipline of Airport Employees so long as such decisions are made within the confines of this PPPM. “Airport Employee” is an employee subject to the authority of the Augusta Aviation Commission. For Airport Employees, where “Administrator” appears in this Chapter it shall mean the Executive Director of the Augusta Regional Airport. Section 800.004 Position Management Purpose The Position Management Program (PMP) is the formal system for identifying and defining positions in Augusta, Georgia to assure compliance with Augusta, Georgia’s budget program and availability of funds. A position is a specific functional job within Augusta, Georgia. The PMP is divided into two distinct components. i) A unique position numbering system will provide controls for authorized and recognized positions. The unique number for each position will easily identify the Human Resources criteria of several programs critical to each position. ii) The PMP will provide a formal approval process for positions to be included in the budget program and a means for tracking the status of these positions in relationship to the availability of funds. Position Numbering and Control 23 Each position in the Augusta, Georgia Classified Service will be assigned a Personnel Control Number (PCN). Utilizing a series of alpha-numeric fields, essential information unique to that position can be readily obtained. The PCN is divided into three basic subgroups - i) Position Identifier - This is the basic identifying sequence for the job position. It consists of four fields that will include the job classification code, the department and division to which it is assigned, and a sequence number. No two Position Identifiers will be the same. ii) Supplemental Data - The next section of the PCN is a series of fields which will allow Human Resources to identify the following - Exempt/Nonexempt as defined by the Fair Labor Standards Act Position control is a system of tracking information based upon positions rather than employees to create a framework of positions for all jobs within Augusta, Georgia without regard to whether or not they have an incumbent in a specific job. As incumbents grow and change jobs within Augusta, Georgia, their job title, salary and other attributes may change, but the position the incumbent was in will likely still exist and will be maintained. Position control will allow Augusta, Georgia to track the history of the position, track vacancies, and track positions filled with temporary and contract workers. The system will bridge the gap between typical employee information (HRIS) and position information (Budgets). Position Tracking Position tracking refers to a system of tracking information based upon a unique position ID number with the primary purpose of managing positions more precisely and thus enable more accurate monitoring of the approval process. Approved/funded positions will be tracked as authorized. Positions that are not approved/funded will be tracked as recognized. Recognized positions will be included on the official departmental organizational charts maintained by the Human Resources Department, and if future funding becomes available and approved, they may be moved to authorize status. The system can also track vacancies, over filling, under filling and full-time equivalents (FTE). Position titles will include the official title as approved by the approval process and the organization title (e.g., Equipment Operator II may be known in the department as Bush Hog Driver). Position Approval Process 24 The approval process for hiring of all non-Airport positions will be the Department Director, Human Resources Director, Finance, and the Administrator. The Airport Executive Director will approve the hiring of all Airport Employee positions. i) Existing Authorized Positions - The Department Director shall forward a Personnel Action Form (PAF) to the Human Resources Department. Human Resources will verify that the salary is within guidelines and forward to OMB to verify funding. The verified PAF will then be forwarded to the Administrator for approval and returned to Human Resources for normal processing. ii) New Positions - The Department Director will forward a Position Description draft and a revised organizational chart to the Human Resources Department. This will document the concept of the position. The Classification/Compensation Administration will perform the job analysis, determine whether or not the position should be in the classified or unclassified, and assign a salary grade. The allocation request will then be forwarded to Finance and the Administrator for verification of funding and approval. (a) If funded and approved, the position will be placed into the employment process pursuant to the relevant Policies and Procedures. (b) If not funded or approved, the position will be marked as recognized and returned to the Classification/Compensation Section for recording prior to returning to the Department. Recognized positions will be suspended for possible future funding or future budget years. Administration The Human Resources Director or his/her designee shall have responsibility for the implementation and administration of the Position Management Program. Section 800.010 Qualifications and Requirements Qualifications are the education, experience, competencies, skills, abilities, knowledge, and other attributes determined most likely to predict successful job performance in a position or group of positions with similar requirements and levels of responsibilities. Acceptable background information and driving record, when required, are included in the attributes necessary to meet 25 minimum qualifications. Documentation of education, certification and veteran status must be provided to Human Resources prior to employment. All positions in the classified service shall be open only to persons who meet such requirements as are listed on the public announcement of the vacancy. Such requirements may include but are not limited to the following factors - experience, education, and training. Applicants considered for employment/rehire will be screened for illegal drugs as a part of the employment process. Applicants will also be subject to a complete background and reference check by the Human Resources Department as well as review of any relationships prohibited by the nepotism policy. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will be required to meet such physical standards (including without limitation height and weight standards) as may be established by the applicable Fire Department. (Such standards are set forth in the Augusta, Georgia Fire Department Operations Manual (the "Manual")). Airport Fire Department applicants must also comply with Federal Aviation Administration (FAA) Regulations FAR Part 139 and related regulations. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will also be required to meet all standards and requirements of the State of Georgia for employment of Firefighters, including without limitation the "Employment Requirements" of the Georgia Firefighter Standards and Training Council. A copy of these requirements is maintained by both the Human Resources Department and the Fire Department and may be reviewed upon request. Applicants for Firefighter positions in the Fire Department and Airport Fire Department will also be required to pass such written examinations, physical examinations, agility tests, and such other requirements as may be required by the applicable Fire Departmentset forth in the section of the Manual entitled "Firefighter Qualifications." See also “Fire Fighter I – Recruitment Procedures” below. Section 800.011 Fire Fighter I – Recruitment Procedures Eligibility Requirements - To apply for the position of firefighter, you must - a) Be at least 18 years of age; b) Have a High school diploma or equivalent ; c) Have a valid driver's license and a good driving record; d) Have a honorable discharge, if any, from the military; and 26 e) Meet the medical requirements set forth in NFPA 1582. Disqualifiers may include, but are not limited to, the following - a) Admission and/or conviction of a felony offense within the past (10) years; b) Admission and/or conviction of a misdemeanor involving moral turpitude; c) Admission, conviction, or positive test indicating illegal drug use within the past 12 months; d) Admission or conviction of the sale of drugs; e) Admission, conviction, or positive tests indicating certain drug use and/or patterns of drug use; f) Anything other than an honorable discharge from the military; g) Admission, conviction, or other evidence of a pattern of theft; or h) Admission or conviction of DUI (driving under the influence) within the last 5 years. Hiring Procedures 1. Fire Department Interest Form - When not conducting active recruitment, interested persons may complete a “Job Interest Card”. These are available on the www.augustaga.gov/employment. 2. Applications - Persons who have completed interest forms are e-mailed a notification that they now need to complete an online employment application. Once recruitment is open, a position will be advertised for no less than 30 calendar days. 3. Entrance Exam - All applicants are scheduled to take the Entrance Examination. (The exam is a nationally validated examination.) This exam is based on general knowledge, measuring numerous abilities. A passing score is required to progress from the Entrance Exam to the Agility Test. The Entrance Examination will not be scored on the day of the test, notification will be sent to applicants advising their results as either passing or failure. In addition, any applicant for the Airport Fire Department shall have a working knowledge of the Airport and airport Ffirefighting procedures. 4. Background Check and Pre-employment Screening - Candidates must consent to a background examination. Candidates will be given a detailed background questionnaire packet at the Entrance Exam. This form is to be returned to Fire Administration (or to the Airport Marshal’s Department for Airport Fire Department applicants) as quickly as possible. 27 5. Agility Test - Candidate Physical Ability Test (CPAT) - All applicants who successfully complete the entrance exam will progress to the CPAT. A CPAT video will be made available to all applicants on the August website under Human Resources. Applicants will be provided the opportunity to practice the CPAT for a minimum of two weeks prior to the test date. Upon arriving for this test, applicants must sign a waiver to participate in the CPAT. With all forms submitted, the applicant is allowed to attempt the CPAT. Applicants are notified of their status (pass/fail) in this segment of the process before they leave the drill yard. 6. Acrophobia Test - All applicants who successfully complete the Entrance Exam and Agility Test will progress to an acrophobia test. The applicant must sign a fitness acknowledgement and certification that they possess the physical and mental attributes necessary to perform the tasks required to participate in this exam. This exercise tests for fear of heights and leg and hand coordination. The applicant, with a life safety belt on, must climb the ladder to the top, without stopping and without placing both feet on the same rung at the same time, once at the top hook the safety snap ring around the second rung from the top of the ladder, lean back taking the slack out of the safety belt and clap the hands three (3) distinct and separate times over the head. Unhook the safety belt and descend the ladder to the bottom without stopping. MAXIMUM TIME - Five (5) Minutes . EQUIPMENT NEEDED - Applicant wears helmet, gloves and ladder belt. Applicants for positions at the Airport Fire Department shall also be required to pass the physical agility test approved for and required by the Georgia Firefighter Standards and Training Council (GFSTC). 6.7.Applicant Interview - Applicants who successfully complete all tests are scheduled for a structured interview before a five (5) member diverse panel to include women and minorities of various ranks from the Fire department. Human Resources and/or EEO will be present. 7.8.Candidates List - Candidates who obtain passing status on the Eligibility Exam, normally a score of 70 or better, and pass all other requirements are then placed on an eligibility list by grouping. The grouping is based upon total points from the exam, and the candidate interview in the following categories - 1. Highly Qualified “HQ” (Top 20% to include ties) 2. Basic “BQ” (Middle 60 %) 3. Minimally Qualified “MQ” (Bottom 20% to include ties) 28 8.9.Eligibility List - Candidates successfully moving beyond the background check will be placed on an eligibility list for consideration in hiring. This list may be used for consideration in selection for up to one year from the test date. 9.10. Applicant Referral list - Depending on the number of vacancies, a list of referred candidates will be forwarded to the Fire Department for hiring consideration. E.g., if the Fire Department has five vacancies, HR may refer the top 10 candidates in alphabetical order for selection. The applicants that are not selected will be returned to the eligibility list. 10.11. Conditional Offer of Employment - As the department needs to fill vacancies, candidates are scheduled from the eligibility list for a conditional offer of employment. The candidates are to be selected from the “HQ” list first. If there are less than (3) candidates on the “HQ” list, candidates can be considered from the “BQ” list. If there are less than (3) candidates on the “BQ” list, candidates may be considered from the “MQ” list or the position can be re-advertised. 11.12. Drug Test Screening - Within 24 hours of the conditional offer of employment, a drug-screening test must be conducted and provide negative results. 12.13. Post Offer/Pre-Employment Medical Examination - Selected candidates will be scheduled for a complete Firefighter pre-employment medical examination. A trained physician experienced in Firefighter medical exams will conduct this exam. These exams are conducted to meet the NFPA 1582 standard. This standard can be read in detail at www.nfpa.org. is to be available for review at the Fire Department Administration building. 13.14. Employment - Firefighter must continue to meet the NFPA 1582 and NFPA 1001 standards and must successfully complete an annual physical and performance review. Firefighter will also be required annually to pass the minimum performance standards as adopted by the commission. Firefighters that do not meet these minimum requirements of the position will be subject to the Minimum Standards progressive discipline policy outlined below - 1. First failure will result in no punishment and the person will be re-tested in 30 days after the failure. 2. Second failure will result in a letter of reprimand placed in their personnel fire and the person will be re-tested in 30 days after the failure. If the person failing the test is a driver, that person will be suspended from their duties of driver until they pass the test. 29 3. Third failure will result in a 48-hour suspension without pay from duty and the person will be re-tested in 30 days after returning to duty. 4. Fourth failure will result in termination. 14.15. Certification - Firefighter must receive the Intermediate EMT certification within 12 months of hire. Section 800.013 Interview Process The employment interview is part of the selection process. The primary function of the interview is to obtain data or to assess certain knowledge, skills, and abilities of a candidate not available through review of applications. For basically qualified applicants from the same department as the posted position, interviews may be waived with prior approval by the Employment Manager in very limited circumstances. Certain guidelines will be observed to maximize the validity and reliability of the interview process as well as ensure the adherence to current EEO requirements. It is highly recommended that the Interview Resource Guide for Managers be reviewed prior to any interview. All interview questions should be forwarded to the HR Employment Manager or designee prior to the interview for reviewapproval. When possible and practical, an HR representative should be on the interview panel. If the interview is for a supervisor, manager or director level position, a representative from the EEO office should be included on the panel as a non-interviewer. Under Veterans Preference, qualified applicants on the ARL will be given consideration for an interview if any interviews are conducted from the ARL. The interview panel will be selected by the hiring department. A minimum of three individuals must serve on the interview panel. The interview panel shall consist of personnel who have expertise with the elements of the position. In order to ensure objectivity and job knowledge, an incumbent of the position, the immediate supervisor and/or manager and the Director or designee should sit on the interview panel. Relatives or personal friends of the applicant will be excluded from the panel. Reasonable accommodations shall be made for disabled applicants to allow participation in the interview process. The Department Head or Supervisor in which the position vacancy exists shall be responsible for the development of interview questions and standards for measurement of candidate responses. These standards must be derived from the job description. Consistency will be maintained in the questions asked of all candidates. The questions must be job related and designed to measure job 30 knowledge, experience, education, or to solicit responses that reflect those personal traits that are job related. Questions pertaining to protected categories such as race, sex, religion or marital status or other inquiries that directly or indirectly require disclosure of such information are prohibited. Any questions that would indirectly divulge an applicant's age, national origin, or other protected category shall be made in strict accordance with Law. The applicants selected for an interview must be notated in NEOGOV to include -  The date, time and locations of the interview; and  the interview panel. Except for Airport Employees, Oonly Human Resources can tender any job offer or pay commitment to the candidate(s). Section 800.014 Contingent Job Offer (CJO)/Tentative Job Offer After all interviews have been completed, review your interview notes, consult with the interview panel (if applicable), department/division director, etc. and select the most qualified person for the position. Upload your contingent decision into NEOGOV and notify HR. The tentative selection should be forwarded to the HR Department no later than the Monday prior to orientation. The following rules/procedures apply regarding salary offers – a. Salary offered at the minimum of salary range i. No additional action is required. b. Salary offered is within (10 )percent of the minimum salary range i. Written justification for the salary must be submitted by the Department Director to the HR Director for approval. c. Refer to Section 500.119 for salary offers that exceed up to ten (10) percent of the minimum salary range or up to fifteen (15) percent above current salary for promotions. Only the Human Resources Director or designee can make a contingent job offer for all non- Airport employees. The Department Director or designee must notify HR of the selected Candidate and the recommended salary via NEOGOV. The HR department will send a 31 conditional offer letter to the selected candidate and copy the Department Director. The HR Department will contact the applicant (typically, via telephone) and make a conditional offer of employment. This discussion should include the salary as well as any post-offer employment screening. If the conditional offer is accepted, HR provides the candidate with information regarding items needed/required that must be successfully completed before a final job offer can be made. Required information/actions can include – a. Completion of the I-9 form and appropriate identifying documentation; b. Names and Contact Information of two (2) references; c. Motor vehicle report (if required for the position being filled); d. Physical exam (if applicable); e. Drug test; f. Background check authorization; and g. Education and/or Certification verifications. Commission Meeting Agenda 2/3/2015 2:00 PM AN ORDINANCE TO AMEND THE PERSONNEL POLICIES AND PROCEDURES MANUAL OF CODE SECTION 1-7-51 RELATING TO AIRPORT PERSONNEL Department:Bush Field Airport Caption:Motion to approve referring this item back to the Administrator for all parties involved for further discussion and review- Ordinance to amend the Personnel Policies and Procedures Manual of Augusta, GA Code Section 1-7-51; to approve edits to the following sections of Chapters III, V and VIII of the Personnel Policies and Procedures Manual relating to Augusta Regional Airport Personnel: 300.001, 300.002, 300.011, 300.012, 300.013, 300.014, 500.001, 500.316, 800.001, 800.004, 800.010, 800.011, 800.013 and 800.014. to repeal all Manual provisions, Code Sections and Ordinances and parts of Code Sections and Ordinances in conflict herewith; to provide an effective date and for other purposes. (Approved by Public Services Committee January 26, 2015) Background:On December 16, 2014, the Commission approved a motion to grant hiring and firing powers to the Bush Field Airport Executive Director. To effectuate this change a number of provisions in the Augusta, Georgia Personnel Policies and Procedures Manual need to be amended. Analysis:See attached. Financial Impact:N/A. Alternatives:Decline to amend the manual at this time. Recommendation:Approve. Funds are Available in the Following Accounts: N/A. REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Approve Proposal Submitted by Modern Business Systems, Inc. for Providing and Installing Furniture, Fixtures & Equipment Department:Recreation, Parks and Facilities Caption:Motion to approve the proposal submitted by Modern Business Systems, Inc. for providing and installing Furniture, Fixtures & Equipment in the amount of $340,098.63. (Approved by Public Services Committee January 26, 2015) Background:This contact will provide the Furniture, Fixtures and Equipment for the new IT Building for the staff and operation of the IT Department. Proposals to provide and install the Furniture, Fixtures and Equipment for the new IT Building were received from two (2) companies (Georgia State Contracts and Modern Business Systems). Review and analysis of the two (2) compliant proposals were performed by the Procurement Department, assisted by Capital Improvements Program Management (CIPM). The proposal from Modern Business was judged to be in the best interest of the project and Augusta, Georgia. Analysis:This Contract will provide all of the furniture, fixtures and equipment for the new IT Building. Financial Impact:TOTAL OF CONTRACT IS $ 340,098.63. This Contract amount for the project’s FF & E is within the project’s budget. Alternatives:1. Approve the Contract with Modern Business Systems, Inc. in the amount of $ 340,098.63 for the purchase and installation of the Furniture, Fixtures and Equipment. 2. Not approve the Contact; however the department’s operations would be severely compromised. Recommendation:Approve the Contract with Modern Business Systems, Inc. in the amount of $ 340,098.63 for the purchase and installation of the Furniture, Fixtures and Equipment. Funds are Available in the Following Accounts:GL 328-05-1120/213055102 SPLOST REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Emergency Invitation to Bid Sealed emergency bids will be received at this office until Friday, December 5, 2014 @ 11:00 a.m. for furnishing: Emergency Bid Item 14-239 Emergency Repairs to Public Defender Roof for Recreation, Parks & Facilities Department Emergency bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 600A Augusta, Georgia 30901 706-821-2422 Emergency Bid documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 600A, Augusta, GA 30901. Documents may be examined during regular business hours at the offices of Augusta, GA Procurement Department. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Wednesday, November 26, 2014 @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 90 days after time has been called on the date of opening. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director cc: Janice Allen Jackson Administrator Robert Levine Recreation, Parks & Facilities Lonnie Wimberly Recreation, Parks & Facilities Rick Acree Recreation, Parks & Facilities UNOFFICIAL I&E Specialties INC. 141 Riverchase Way Lexington, SC 29072 Modern Roofing1241 Gordon Park Road Augusta, GA 30901 non-compliant YES 53877 97168 YES YES $26,720.00 30 DAYS Proposed Completion Days Emergency Bid Item #14-239 Emergency Repairs to Public Defender Roof for Augusta, Georgia - Recreation, Parks & Facilities Department Emergency Bid Due: Friday, December 5, 2014 at 11:00 A.M. SAVE Form Emergency Bid Price Total Number Specifications Mailed Out: 16 Mandatory Pre-Bid Conference: NOT APPLICABLE Total packages submitted: 2 Total Noncompliant: 1 Vendors Attachment B E-Verify # Page 1 of 1 SOUTHERN ROOFING ATTN BRANDON STEVENS 511 SKYVIEW DRIVE AUGUSTA GA 30901 SCOTTS WOODWORK ATTN WESLEY SCOTT 1825 KILLINGSWORTH AUGUSTA GA 30904 JONES SHEET METAL ATTN CHARLES JONES 441 CAROLE DRIVE GROVETOWN GA 30813 I&E SPECIALTIES INC ATTN WAYNE FULMER 141 RIVERCHSE WAY LEXINGTON SC 29072 ROOF MANAGEMENT INC ATTN TIM MELVIN 2480 WEAVER WAY DORAVILLE GA 30340 NORTH AUGUSTA ROOFING ATTN DUSTIN TYRA 1211 SUMMERHILL DRIVE NORTH AUGUSTA SC 29841 SUMMIT GREEN SOLUTIONS 3070 DAMASCUS RD, SUITE A AUGUSTA, GA 30909 YOUNGS ROOFING ATTN KEVIN ROSIER 34 PADRICK STREET MARTINEZ GA 30909 RETURNED MAIL SOMMERS CONSTRUCTION ATTN PATRICK SOMMERS PO BOX 950 EVANS GA 30809 MODERN ROOFING ATTN IVEY MOCK 1241 GORDON Park Road AUGUSTA GA 30901 ATTN: CHARLIE TOBUREN THOMSON ROOFING AND METAL CO 2292 WASHINGTON ROAD THOMSON, GA 30824 ATTN: BOB STEVENS SOUTHERN ROOFING 511 SKYVIEW DRIVE AUGUSTA, GA 30901 ATTN: JASON TOLBERT COMMERCIAL ROOF MGMT SVCS 125 TRADE STREET BOGART, GA 30622 ROOF MANAGEMENT SERVICES 810 – 8TH STREET AUGUSTA, GA 30901 RETURNED MAIL BONE DRY ROOFING 3066 DAMASCUS ROAD AUGUSTA, GA 30909 RETURNED MAIL COMMERCIAL ROOF MANAGEMENT 125 TRADE STREET BOGART, GA 30622 Emergency Bid Item 14-239 Emergency Repairs to Public Defender Roof mailed Thurs November 20, 2014 Emergency Bid Item 14-239 Emergency Repairs to Public Defender Roof For Recreation, Parks & Facilities Dept. Emergency Bid Due: Thurs 12/05/14 @ 11:00 A.M. Rick Acree Recreation, Parks & Facilities Lumpkin Road Lonnie Wimberly Recreation, Parks & Facilities Lumpkin Road Yvonne Gentry LSBOP 6th Floor Municipal Building Robert Levine Recreation, Parks & Facilities Lumpkin Road Page 1 of 1 Bid 14-239 Commission Meeting Agenda 2/3/2015 2:00 PM Award Contract – Public Defender Roof Department:Recreation, Parks and Facilities Caption:Motion to approve contract in the amount of $26,720 to Modern Roofing to install a new membrane roof, and the related work outlined in RFB 14-239, over the existing at the Augusta Public Defender’s Office. (Approved by Public Services Committee January 26, 2015) Background:The roof on the Public Defender’s Office at the corner of 4th and Hale Streets is leaking. These are temporary modular structures placed on the site in 2004 to house the then recently formed agency. They were intended to be in service for 5 years until more suitable space could be provided. The age of the roof precludes repair, so Request for Bids 14-239 was issued to solicit pricing to cover the existing roof with a new membrane to extend the life of the facility and minimize the potential for environmental concerns. Analysis:If we are going to continue to house staff in these modular buildings, we need to install the new roof membrane to make sure the space is suitable for operations. The price is reasonable for the scope of work. Financial Impact:The contract amount is $26,720 Alternatives:1. Approve contract in the amount of $26,720 to Modern Roofing to install a new membrane roof, and the related work outlined in RFB 14-239, over the existing at the Augusta Public Defender’s Office. 2. Do not approve and pursue other space options Recommendation:Approve contract in the amount of $26,720 to Modern Roofing to install a new membrane roof, and the related work outlined in RFB 14-239, over the existing at the Augusta Public Defender’s Office. Funds are Available in the Following Funds have been set aside in Capital Fund 272 Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Therapeutic Massage Operators License Department:Planning & Development Caption:Motion to approve a request by Laura Salman for a Therapeutic Massage Operators license to be used in connection with Strictly Massage located at 240 Camilla Avenue. District 7. Super District 10. (Approved by Public Services Committee January 26, 2015) Background:This is a new location. Analysis:The applicant meets the requirements of the City of Augusta's Ordinance regulating Therapeutic Massage. Financial Impact:The applicant will pay a fee of $141.00. Alternatives: Recommendation:Planning & Development recommends approval. The RSCO recommends approval. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Alter Ego'z Sports Bar and Grill Department:Clerk of Commission Caption:Motion to approve tasking the General Counsel to review the Ordinance amending Augusta Georgia Code Title 6, Chapter 2, Article 1, Alcoholic Beverages, Section 6-2-1 through 6-2-145 and draft an amendment that would be applicable to all establishments and bring it back to the committee for review and to suspend the enforcement of the new ordinance to allow the establishments that qualify to stay open until 4:00 a.m. relative to a request by Alter Ego'z Sports Bar and Grill. (Approved by Public Services Committee January 12, 2015 and a no action votion by the Commission January 20, 2015) (Requested by the petitioner) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: REQUEST FOR QUALIFICATION Request for Qualifications will be received at this office until Wednesday, July 23, 2014 @ 11:00 a.m. for furnishing: RFQ Item #14-172 Professional Engineering & Planning Services for Comprehensive Master Plan for Recreation, Parks & Facilities Department Qualifications will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 Request for Qualification (RFQ) documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFQ documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday July 8, 2014 @ 5:00 P.M. No Proposal will be accepted by fax, all must be received by mail or hand delivered. No qualifications may be withdrawn for a period of 90 days after time has been called on the date of opening. Request for qualifications (RFQ) and specifications. An RFQ shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the RFQ including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the RFQ which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFQ number on the outside of the envelope. Proponents are cautioned that acquisition of RFQ documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFQ documents from unauthorized sources places the Proponent at the risk of receiving incomplete or inaccurate information upon which to base its qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle June 12, 19, 26, July 3, 2014 Metro Courier June 18, 2014 Revised: 6/27/2013 VENDORS Attachment B E-Verify # SAVE Form Original 7 Copies AMEC 1075 Big Shanty Road NW, STE 100 Kennesaw, GA 30144 YES 44372 YES YES YES Sand County Studio 1272 W Spring Street, Smyrna, GA 30080 YES 617170 YES YES YES Robert and Company 229 Peachtree Street, NE, STE 2000 Atlanta, GA 30303 YES 131272 YES YES YES Cranston Engineering Group, P.C. 452 Ellis Street Augusta, GA 30901 YES 64684 YES YES YES Lose & Associates, Inc. 220 West Crogan Street, STE 100, Lawrenceville, GA 30046 YES 66062 YES YES YES RFQ Opening RFQ Item #14-172 Professional Engineering & Planning Service for Comprehensive Master Plan for Augusta, Georgia - Recreation, Parks & Facilities Page 1 of 1 Evaluation Criteria PTS AMEC 1075 Big Shanty Road NW, STE 100 Kennesaw, GA 30144 Sand County Studio 1272 W Spring Street, Smyrna, GA 30080 Robert and Company 229 Peachtree Street, NE, STE 2000 Atlanta, GA 30303 Cranston Engineering Group, P.C. 452 Ellis Street Augusta, GA 30901 Lose & Associates, Inc. 220 West Crogan Street, STE 100, Lawrenceville, GA 30046 1. Proposer Qualifications 30 26.7 25.0 23.3 27.7 26.3 2. Experience in Comprehensive Recreation, Parks & Facilities Master Planning 30 27.3 25.0 23.0 28.3 27.0 3. Approach & Methodologies 20 19.3 16.0 16.3 19.0 19.7 4. Understanding of the Project and its Objectives 20 17.7 16.7 16.7 19.0 18.3 Total 100 91.0 82.7 79.3 94.0 91.3 1.7 1.3 3 Cumulative Phase II Evaluation Sheet - RFQ Item #14-172 Professional Engineering & Planning Service for Comprehensive Master Plan for Augusta, Georgia - Recreation, Parks & Facilities Department Presentations were presented by the 3 top ranked firms from Phase I. The evaluation ranked the 3 vendors with the number one choice receiving a 1. Cranston received the best ranking for Phase II with a score of 1.3. The second ranked firm was AMEC with a score of 1.7. Lose Associates was the 3rd ranked firm with a score of 3. Cumulative lPhase II - Presentations (Ranking in order of preference - 1 being the number one choice) Presentations Commission Meeting Agenda 2/3/2015 2:00 PM Professional Engineering & Planning Service for Comprehensive Master Plan for Recreation, Parks and Facilities Department:Recreation, Parks and Facilities Caption:Motion to approve RFQ 14-172, engineering and master plan services for Recreation, Parks and Facilities to Cranston Engineering Group for $274,102.00. (No recommendation from Public Services Committee January 26, 2015) Background:The Augusta Recreation, Parks and Facilities Master Plan is intended to help meet the needs of current and future residents by positioning Augusta to sustain and improve the community’s vast and unique parks and recreation assets. The citizen-driven plan will establish a clear direction to guide city staff, city partners, and elected officials in their efforts to enhance the community’s parks and recreation services and facilities in a fiscally responsible approach. In addition, the scope of the plan will include an operational assessment of the Department the Commission has approved that will focus on staffing levels, funding levels, underutilized sites/programs, revenue opportunities and potential partnership enhancements. Analysis:A total of five (5) firms submitted proposals to RFQ 14-172. Presentations were given by the three top ranked firms from Phase I. This evaluation ranked the three vendors with the number one choice being Cranston Engineering Group. Financial Impact:Negotiations were conducted by the Department and a fee proposal of $274,102.00 is being forwarded to the Augusta Commission for approval which is for a comprehensive master plan and organizational assessment. Alternatives:1. To Approve RFQ 14-172 to Cranston Engineering Group for professional services 2. Move No Action thus delaying work on this guiding policy document and organizational assessment Recommendation:1. To Approve Funds are Available in the Following Accounts: SPLOST VI (328-06-1110) $225,230 Operating Funds (101-10- 1110/6011140) $ 48,872 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM 2012 Land Bank Act Department:Clerk of Commission Caption:Motion to approve the adoption of the 2012 Land Bank Act. (Approved by Administrative Services Committee January 26, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM EEO Monthly Reports Department: Caption:Motion to approve asking the EEO Coordinator to brief the Commission during legal meetings on any EEO issues that she feels they need to be briefed on. (Approved by Administrative Services Committee January 26, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Universal Life RFP Department:Human Resources Caption:Motion to approve award of RFP 14-208 Universal Life to Cigna subject to final contract negotiations and to authorize the Mayor to execute final negotiated contract. (Approved by Administrative Services Committee January 26, 2015) Background:Augusta, Georgia reviewed several companies to select a single carrier for The Universal Life contract. The objective of the RFP process was to select a carrier who will provide eligible participants with a quality, affordable life insurance policy with high guarantee issue limits (minimum $100,000 GI) and a solid minimum guaranteed interest rate. Analysis:• We reviewed 4 compliant respondents to the Universal Life RFP. While all 4 companies have the capabilities required to provide this product to Augusta Richmond County we felt that overall 1 company stood out above the others. We primarily looked at 6 different categories when reviewing the RFP’s. 1. GI issue levels, 2. Underwriting requirements 3. Portability and Conversion 4. Guaranteed Interest Rate 5. Administrative Assistance/Customer Service 6. Company reputation and financial stability. Financial Impact:It has been more than 7 years since this policy was vetted. We believe we can offer employees an improved product with premium savings for most employees. There is no cost to Augusta Richmond County for this product. Alternatives:The alternative to our recommendation is to make no carrier change and continue with the current vendor. Recommendation:Our recommended carrier is Cigna Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Procedure Anonymous Letters Department: Caption:Discuss the procedure for responding to anonymous letters. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Request for Proposal Request for Proposals will be received at this office until Thursday, November 20, 2014 @ 11:00 a.m. for furnishing: RFP Item #14-210 Mobile Computer Replacement for Information Technology RFPs will be received by: The Augusta Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams, Director Augusta Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 RFP documents may be viewed on the Augusta Georgia web site under the Procurement Department ARCbid. RFP documents may be obtained at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Friday, November 7, 2014 @ 5:00 P.M. No RFP will be accepted by fax, all must be received by mail or hand delivered. No RFP may be withdrawn for a period of 120 days after time has been called on the date of opening. Request for proposals (RFP) and specifications. An RFP shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the request for proposal including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark RFP number on the outside of the envelope. Proponents are cautioned that acquisition of RFP documents through any source other than the office of the Procurement Department is not advisable. Acquisition of RFP documents from unauthorized sources places the proponent at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Publish: Augusta Chronicle October 16, 23, 30, November 6, 2014 Metro Courier October 22, 2014 Revised: 8/15/2011 UNOFFICIAL VENDORS Attachment B Addendum 1 -2 E-Verify #SAVE Form Original 7 Copies Fee Proposal CDW-G 120 S Riverside Chicago, IL 60606 YES YES 109477 YES YES YES YES Dell One Dell Way, RR2 W. 2nd Floor Round Rock, TX 78682 YES YES YES YES YES Motorola Solutions Inc., 113 Cherry Street Augusta, GA 30907 YES YES 613000 YES YES YES YES PCN Strategies 7841 Rocky Fork Almaville Rd Smyrna TN 37167 YES YES 833705 YES YES YES YES Total Number Specifications Mailed Out: 7 Total Number Specifications Download (Demandstar): 19 Total Electronic Notifications (Demandstar): 222 Mandatory Pre-proposal / Telephone Conference: NOT APPLICABLE Total packages submitted: 4 Total Noncompliant: 0 non-compliant RFP Opening RFP Item #14-210 Mobile Computer Replacement for Augusta, Georgia - Information Technology RFP Due: Wednesday, December 10, 2014 at 11:00 a.m. Page 1 of 1 Evaluation Criteria PTS CDW-G 120 S Riverside Chicago, IL 60606 Motorola Solutions Inc., 113 Cherry Street Augusta, GA 30907 PCN Strategies 7841 Rocky Fork Almaville Rd Smyrna TN 37167 1. Vendors demonstrated ability to install systems similar to the system outlined in this request for proposal 40 18 15 39 2. Vendor’s demonstrated ability to support systems similar to the system outlined in this request for proposal 35 14 15 33 3. Overall quality of the RFP 15 8 10 15 4. Proposed Fee (must provide and enclose in separate sealed envelope) • Lowest 10 points • Second 8 points • Third 6 points • Fourth 4 points • Highest 2 points 10 6 8 10 TOTAL 100 45 48 96 Cumulative Evaluation Sheet - RFP Item #14-210 Mobile Computer Replacement for Augusta, Georgia - Information Technology Commission Meeting Agenda 2/3/2015 2:00 PM Approve PCN Strategies as vendor of choice for the replacement of obsolete mobile computers currently utilized by the Sheriff’s Office. Department:Information Technology Caption:Motion to approve PCN Strategies as vendor of choice for the replacement of obsolete mobile computers currently utilized by the Sheriff’s Office. RFP 14-210 (Approved by Public Safety Committee January 26, 2015) Background:The mobile computers that will be replaced through this RFP process are utilized by the Sheriff’s Office. These computers are used to receive dispatch information, communicate with command staff, document and report traffic/accident information, run National Crime Information Center (NCIC) inquiries, and Georgia Crime Information Center (GCIC) inquiries. These computers are seven (7) years old and past end of life projections. They are no longer in production and system reliability has become problematic. The operating system installed on these computers is no longer supported and unable to receive security updates. To remain compliant with Georgia Crime Information Center (GCIC) and National Crime Information Center (NCIC) security standards, these computers must be replaced. PCN Strategies submitted a qualifying bid response through Procurement. PCN Strategies was unanimously chosen, in accordance with the selection criteria set forth in the bid, as the vendor of choice by the selection committee. Analysis:PCN Strategies met all of the requirements identified in RFP 14- 210 and has met all Procurement requirements. A selection committee comprised of representatives of the Sheriff’s Office, Procurement and Information Technology evaluated the provided proposals and collectively requests that PCN Strategies be awarded this bid. Financial Impact:Funds are available in Information Technology’s approved capital budget. Alternatives:Continue using mobile computers that are currently installed. Recommendation:Approve PCN Strategies as the vendor of choice for RFP 14-210. Funds are Available in the Following Accounts: Funds are available in Information Technology's approved capital budget. REVIEWED AND APPROVED BY: Procurement. Information Technology. Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Approve Purchase of Fire Department Scott Air Packs Department:Fire Caption:Motion to approve the purchase of 58 Scott Air Packs as sole source by the Augusta Fire Department in the amount of $225,446. (Approved by Public Safety Committee January 26, 2015) Background:Scott Air Packs are currently in use by firefighters to breath while inside burning structures. This equipment is not interchangeable with similar parts from another manufacturer. Hagemeyer is the sole provider of Scott Air Packs and accessories in the Augusta, Georgia and surrounding areas. All sales, repairs and maintenance of these products should be handled through Hagemeyer to ensure proper credit for factory warranties and repairs. Analysis:N/A Financial Impact:58 Scott Air Packs @ $3,887 each. Grand total $225,446. Alternatives:N/S - sole source Recommendation:To approve the purchse of 58 new Scott Air Packs for use by firefighters on the fire ground. Funds are Available in the Following Accounts: Funds were budgeted and are available in the 2015 budget in 274034110-53.16210 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Contract with Ceres Environmental Services Inc. Department:Clerk of Commission Caption:Motion to award RFP #14-189 Debris Removal Services to Ceres Environmental Services, Inc. and to authorize execution of the Contract Documents. (Approved by Public Safety Committee January 26, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Contract with Witt O'Brien Department:Clerk of Commission Caption:Motion to award RFP #14-190A Debris Monitoring & Financial Recovery Services to Witt O'Brien's LLC and to authorize execution of the Contract Documents. (Approved by Public Safety Committee January 26, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Status EMA and staff Department: Caption:Update on the status of the Augusta Emergency Management Agency and its staff. (Requested by Commissioner Sammie L. Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Augusta Richmond County Economic Summit Department:Clerk of Commission Caption:Motion to authorize dialog and initial planning with GRU to establish the groundwork for an Augusta Richmond County Economic Summit. The projected date will occur after the Masters Tournament. (Approved by Finance Committee January 26, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Mayor's Office 2015 supplemental budget Department: Caption:Discuss travel, training, education, subscription funding needs of the Mayor's Office and request that the Mayor's Office submit an estimate of projected costs by line item. (Requested by Commissioner Sammie L. Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Acquisition of a portion of the property for Temporary Construction Easement and Permanent Utility Easement to Richmond County, GA , Estate of Fannie E. Williams Department:Law Caption:Motion to authorize condemnation to acquire title of a portion of property for temporary construction easement and permanent utility easement (Parcel 099-3-003-00-0) 2601 Mike Padgett Highway. (Approved by Engineering Services Committee January 26, 2015) Background:Due to unclear title, the City seeks to acquire title through condemnation. In order to proceed and avoid further project delays, it is necessary to condemn a portion of subject property. The required property consists of 6,359 square feet of temporary construction easement and 9,956 square feet of permanent utility easement. The appraised value is $2,807.00 Analysis:Condemnation is necessary in order to acquire the required property. Financial Impact:The necessary costs will be covered under the project budget. Alternatives:Deny condemnation. Recommendation:Approve condemnation. Funds are Available in the Following Accounts: FUNDS ARE AVAILABE IN THE FOLLOWING ACCOUNTS: G/L 511043420-5411120 J/L 81300040-5411120 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Acquisition of right of way from Dennis E. Morris & Dianna L. Albright -2514 Patterson Bridge Road Department:Law Caption:Motion to approve an Option for Right of Way between Dennis E. Morris and Dianna L. Albright n/k/a Dianna L. Morris and Augusta, Georgia for an easement consisting of 0.814 acre (35,476.13 sq. ft.) in fee, and 0.074 acre (3,231.40 sq. ft.) of permanent construction and maintenance easement located at 2514 Patterson Bridge Road for a total price of $63,800.00. (Approved by Engineering Services Committee January 26, 2015) Background:The property owner has agreed to convey a certain right-of-way and easement to Augusta, Georgia, for the Windsor Spring Road Project. Analysis:The purchase of the referenced property is necessary for the project. Financial Impact:The costs necessary for this purchase will be covered under the project budget. Alternatives:Deny the motion to approve the purchase of the referenced property. Recommendation:Approve the motion to purchase the referenced property. Funds are Available in the Following Accounts: FUNDS AVAILABLE IN THE FOLLOWING ACCOUNT(S): G/L 323041110-54.11120 J/L 299823786-54.11120 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission REPLY TO AnENTrON OF: Regulatory Division SAS-2014-00713 DEPARTMENT OF THE ARMY SAVANNAH DISTRICT, CORPS OF ENGINEERS 100 WEST OGLETHORPE AVENUE SAVANNAH, GEORGIA 31401·3640 NattMB£R 1 3 2014 , ; I , I r'--~, .. ~ .. ~ .. ~ " "-.. ... .. .-',' Pia, 8 I tlON ... --.. .... .. ~, ........... ; " , Mr. Malik Hameed City of Augusta Engineering ........ , .... ..... ~~~ .. ~." '-- 505 Telfair Street Augusta, Georgia 30901 Dear Mr. Hameed: I refer to the Pre-Construction Notification submitted on October 14, 2014, requesting verification for use of Nationwide Permit (NWP) No. 14 for impacts to 130 linear feet of stream for construction Phase I of the Berckmans Road realignment project. The project site is located along Berckmans Road from Wicklow Drive to the intersection of Alexander Drive and Washington Road in the City of Augusta, Richmond County, Georgia (Latitude 33.5044, Longitude -82.0310), The request was submitted on your behalf by URS Corporation, This project has been assigned number SAS-2014-00713 and it is important that you refer to this number in all communication concerning this matter. We have completed an expanded preliminary Jurisdictional Determination (JD) for the site pursuant to our March 4, 2009, Public Notice entitled, "Characterization of Jurisdictional Determinations: Purpose, Application and Documentation Requirements as Defined by the Savannah District, US Army Corps of Engineers." I have enclosed a "JD Check Sheet," which summarizes the JD, delineation verification and appeals process. The wetlands/other waters on the subject property may be waters of the United States within the jurisdiction of Section 404 of the Clean Water Act (33 United States Code (U .S.C,) 1344) and/or Section 10 of the Rivers and Harbors Act of 1899 (33 U.S.C. 403). The placement of dredged or fill material into any waterways and/or their adjacent wetlands or mechanized land clearing of those wetlands could require prior Department of the Army authorization pursuant to Section 404. We have completed coordination with other federal and state agencies as described in Part C (31)(d) of our NWP Program, published in the February 12, 2012 , Federal Register, Vol. 77 , No , 34, Pages 10184-10290 (77 FR). The NWPs and Savannah District's Regional Conditions for NWPs can be found on our website at -2 - http://www.sas.usace.army.miIlMissions/Regulatorv/Permitting/GeneralPermits/Nationwi dePermits.aspx. During our coord ination procedure, no adverse comments regarding the proposed work were received . As a result of our evaluation of your project, we have determined that the proposed activity is authorized under NWP 14, as described in Part B of the NWP Program. Your use of this NWP is valid only if: a. The activity is conducted in accordance with the information submitted and meets the conditions applicable to the NWP, as described at Part C of the NWP Program and the Savannah District's Regional Conditions for NWPs. b. Prior to the commencement of permitted work in streams, wetlands or other waters of the United States, you shall purchase 566 stream mitigation credits from Bath Branch Mitigation Bank and submit documentation of this credit purchase to the U.S. Army Corps of Engineers. The credit purchase documentation must reference the Corps file number assigned to this project. If all or a portion of the required credits are not available from Bath Branch Mitigation Bank, you must obtain written approval from the Corps prior to purchasing any credits from an altemate mitigation bank. c. You shall obtain and comply with all appropriate federal, state, and local authorizations required for this type of activity. A stream buffer variance may be required from the Georgia Department of Natural Resources, Environmental Protection Division (Georgia EPD), as defined in the Georgia Erosion and Sedimentation Control Act of 1975, as amended. Information conceming variances can be obtained at the Georgia EPD's website at www.gaepd.org, or by calling (404) 463-1463. d. All work conducted under this permit shall be located, outlined, designed, constructed and operated in accordance with the minimal requirements of the Georgia Erosion and Sedimentation Control Act of 1975, as amended. Utilization of plans and specifications contained in the "Manual for Erosion and Sediment Control," (Latest Edition), published by the Georgia Soil and Water Conservation Commission , will aid in achieving compliance with the aforementioned minimal requirements. e. You shall install and maintain erosion and sediment control measures in upland areas of the project site, in accordance with the Georgia Erosion and Sedimentation Control Act of 1975, as amended, to minimize the introduction of sediment into and the erosion of streams, wetlands and other waters of the United States. This permit does not authorize installation of check-dams, weirs, riprap, bulkheads or other erosion control measures in streams, wetlands or other waters of the United States. - 3 - Authorization would be required from the Corps prior to installing any erosion control measures in waters of the United States. f. You shall install and maintain erosion and sediment control measures for all fill material that is authorized to be discharged in streams, wetlands and other waters of the United States, in accordance with the Georgia Erosion and Sedimentation Control Act of 1975, as amended, and permanently stabilize fill areas at the earliest practicable date. g. You shall notify the Corps, in writing; at least 10 days in advance of commencement of work authorized by this permit. h. You fill out and sign the enclosed certification and return it to our office within 30 days of completion of the activity authorized by this permit. This proposal was reviewed in accordance with Section 7 of the Endangered Species Act. Based on the information we have available, we have determined that the project would have no effect on any threatened or endangered species nor any critical habitat for such species. Authorization of an activity by a NWP does not authorize the "take" of threatened or endangered species. In the absence of separate authorization , both lethal and non-lethal "takes" of protected species are in violation of the Endangered Species Act. See Part (C) of 77 FR for more information. This verification is valid until the NWP is modified, reissued or revoked. All of the existing NWPs are scheduled to expire on March 18,2017. It is incumbent upon you to remain informed of changes to the NWPs. Furthermore, if you commence or are under contract to commence this activity before the date that the relevant NWP is modified or revoked, you will have 12 months from the date of the modification or revocation of the NWP to complete the activity under the present terms and conditions of this NWP. This authorization should not be construed to mean that any future projects requiring Department of the Army authorization would necessarily be authorized. Any new proposal, whether associated with this project or not, would be evaluated on a case-by- case basis. Any prior approvals would not be a determining factor in making a decision on any future request. Revisions to your proposal may invalidate this authorization. In the event changes to this project are contemplated, I recommend that you coordinate with us prior to proceeding with the work. -4- This communication does not relieve you of any obligation or responsibility for complying with the provisions of any other laws or regulations of other federal , state or local authorities. It does not affect your liability for any damages or claims that may arise as a result of the work. It does not convey any property rights, either in real estate or material, or any exclusive privileges. It also does not affect your liability for any interference with existing or proposed federal projects. If the information you have submitted and on which the Corps bases its determination/decision of authorization under the NWP is later found to be in error, this determination may be subject to modification, suspension, or revocation. A copy of this letter is being provided to the following party: Mr. Glenn I. Martin, URS Corporation , 400 Northpark Town Center, 1000 Abernathy Road, NE, Suite 900 , Atlanta, Georgia 30328. Thank you in advance for completing our on -line Customer Survey Form located at http://corpsmapu.usace.army.mil/cm apexlf?p=regulatorv survey. We value your comments and appreciate your taking the time to complete a survey each time you have interaction with our office. If you have any questions, please call me at 912-652-5893. Sincerely, William M. Rutlin Project Manager, Coastal Branch Enclosures Augusta-Richmond County, Georgia BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby amended: Section 1: The project is authorized to CPB#328-041110-211828701. This request is to purchase 566 stream mitigation credits at a total cost of $31,980.00 ($56.50 per mitigation credit) from the Bath Branch Augusta, LLC (Bath Branch Mitigation Bank) to mitigate stream impacts as determined necessary by the US Army Corps of Engineers on the Berckmans RoadWidening Realignment, and Bridge Replacement Project. Funding is from TIA Project funds. Section 2: The following revenues are anticipated to be available to the Consolidated Government to complete the project. Berckman Rd Realignment SPLOST VI 360,000$ Berckman Rd Over Raes Creek 790,000$ TIA Discretionary 30,200$ TIA Project Funds 31,980$ 1,212,180$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved _________________________________________________ Honorable Hardie Davis, Mayor CAPITAL PROJECT BUDGET CPB#328-041110-211828701 Berckmans Road Widening, Realignment & Bridge Replacement (Bid 11-108) Change Number Three Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks 10.01.2014 Augusta-Richmond County, Georgia CAPITAL PROJECT BUDGET CPB#328-041110-211828701 Berckmans Road Widening, Realignment & Bridge Replacement (Bid 11-108) Change Number Three Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks CPB AMOUNT CPB New SOURCE OF FUNDS CPB Addition CPB Berckmans Rd Realignment PHASE VI ($360,000)($360,000) Berckmans Rd Over Raes Creek ($820,200)($820,200) TIA Project Funds Berckman Road 371-041110-T14041211 ($31,980) TOTAL SOURCES: ($1,180,200) ($31,980) ($1,212,180) USE OF FUNDS ENGINEERING 328-041110-5212115-211828701 $390,200 $390,200 328-041110-5212115-211828704 $790,000 $790,000 371-041110-5414110/T14041211 $31,980 $31,980 TOTAL USES: $1,180,200 $31,980 $1,212,180 10.01.2014 Commission Meeting Agenda 2/3/2015 2:00 PM Berckmans Road Improvements Project - Stream Mitigation Credits Department:Abie L. Ladson, Director Caption:Motion to approve and authorize the Engineering Department (AED) to purchase 566 stream mitigation credits at a total cost of $31,979.00 ($56.50 per mitigation credit) from the Bath Branch Augusta, LLC (Bath Branch Mitigation Bank) to mitigate stream impacts as determined necessary by the US Army Corps of Engineers in regards to the Berckmans Road-Phase1 Improvements Project . Funding is available through Project TIA funds. (Approved by Engineering Services Committee January 26, 2015) Background:This is an AED managed TIA Band 2 project that will widen, realign, & reconstruct Berckmans Road. Improvements include upgrade to the existing roadway, constructing a new roadway section, curb and gutter, and enclosed storm drainage system. A ED is responsible for engineering activities, road design, right-of- way plans, construction plans, environmental permitting, and the construction. The project will be constructed in two phases. Project Phase 1 construction tentative let date is in May 2015. It has been determined by the US Corps of Engineers (USACE) that 566 stream mitigation credits will have to be purchased to mitigate the impacts to unnamed tributary as result of roadway widening. The stream mitigation credits will be purchased from Bath Branch Augusta LLC (a local credit bank) at a cost of $56.50 per stream credit. Analysis:Purchase of Mitigation Credit is pre-requisite of Environmental Permits and to commence construction activities at this project. A timely purchase of required credits is critical to maintain project letting schedule and project construction funds as allocated. Financial Impact:It is a TIA project and funds are available through project TIA budget. Alternatives:1) Approve and authorize the Engineering Department (AED) to purchase 566 stream mitigation credits at a total cost of $31,979.00 ($56.50 per mitigation credit) from the Bath Branch Augusta, LLC (Bath Branch Mitigation Bank) to mitigate stream impacts as determined necessary by the US Army Corps of Engineers in regards to the Berckmans Road-Phase1 Improvements Project. Funding is available through Project TIA funds. 2) Do not approve purchase of mitigation credit as requested and lose designated TIA funding, and identify alternate ways to complete the project. Recommendation:Approve Alternative Number One. Funds are Available in the Following Accounts: Berckmans Road Construction TIA Funds 371-041110- 5414110/T14041211. REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Downtown Sidewalks, Streets and Medians Clean Up and Maintenance Department:Clerk of Commission Caption:Motion to task the Administrator to meet with the Engineering and RCCI Departments to develop an action plan for getting the downtown area cleaned up. (Approved by Engineering Services Committee January 26, 2015) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: AUGUSTA-RICHMOND COUNTY, GEORGIA CPB: N/A BE IT ORDAINED by the Commission-Council of Augusta-Richmond County, Georgia that the following Capital Project Budget is hereby adopted: Section 1: This project is authorized CPB# NA. This project consist of Phase 1 of Dirt Road Paving, and Road/Street Resurfacing List for Frontage Rd. Approve award of Construction to C&H Paving, Inc., in the amount of $198,017.10. Funding for this project is through SPLOST Phase III recapture. Section 2: The following revenues are available to the Consolidated Government to complete the project. SPLOST Ph III Recapture 198,018$ 198,018$ Section 3: Copies of this Capital Project Budget shall be made available to the Comptroller for direction in carrying out this project. Adopted this ____________________ day of ______________________. Approved ______________________________________ Hardie Davis, Mayor CAPTIAL PROJECT BUDGET FRONTAGE ROAD RESURFACING (BID ITEM#14-203) Please do not process this document. Once approved by the Commission the original will be sent to the Clerk of Commission for execution. For information reference this request, contact Engineering at ext 5070. Thanks C:\Program Files\neevia.com\docConverterPro\temp\NVDC\E424DDEE-B7AC-481B-AC49- 992254F09AE4\PDFConvert.26208.1.CPB._Resurfacing_Frontage_Rd_12.15.2014 AUGUSTA-RICHMOND COUNTY, GEORGIA CPB: N/A CPB AMOUNT CPB NEW SOURCE OF FUNDS CPB CHANGE CPB SPLOST Phase III Recapture 323-041110-5212115 ($198,018) ($198,018) TOTAL SOURCES: ($198,018) ($198,018) USE OF FUNDS ENGINEERING 323-04-1110-5414110 $198,018 $198,018 TOTAL USES: $198,018 $0 $198,018 (BID ITEM#14-203) CAPTIAL PROJECT BUDGET FRONTAGE ROAD RESURFACING C:\Program Files\neevia.com\docConverterPro\temp\NVDC\E424DDEE-B7AC-481B-AC49- 992254F09AE4\PDFConvert.26208.1.CPB._Resurfacing_Frontage_Rd_12.15.2014 Invitation to Bid Sealed bids will be received at this office on Thursday, October 9, 2014 @ 3:00 p.m. for furnishing: Bid Item 14-203 Frontage Road Resurfacing for Engineering Department Bids will be received by Augusta, GA Commission hereinafter referred to as the OWNER at the offices of: Geri A. Sams Procurement Department 530 Greene Street - Room 605 Augusta, Georgia 30901 706-821-2422 Bid documents may be examined at the office of the Augusta, GA Procurement Department, 530 Greene Street – Room 605, Augusta, GA 30901. Plans and specifications for the project shall be obtained by all prime, subcontractors and suppliers exclusively from ARC Southern. The fees for the plans and specifications which are non-refundable is $50.00. It is the wish of the Owner that all businesses are given the opportunity to submit on this project. To facilitate this policy the Owner is providing the opportunity to view plans online (www.e-arc.com) at no charge through ARC Southern (706 821-0405) beginning Thursday, August 28, 2014. Bidders are cautioned that submitting a package without Procurement of a complete set are likely to overlook issues of construction phasing, delivery of goods or services, or coordination with other work that is material to the successful completion of the project. Bidders are cautioned that acquisition of documents through any other source is not advisable. Acquisition of documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. A Mandatory Pre Bid Conference will be held on Friday, September 19, 2014 @ 10:00 a.m. in the Procurement Department, 530 Greene Street, Room 200 West. All questions must be submitted in writing by fax to 706 821-2811 or by email to procbidandcontract@augustaga.gov to the office of the Procurement Department by Tuesday, September 23, 2014 @ 5:00 p.m. No bid will be accepted by fax, all must be received by mail or hand delivered. No Bid may be withdrawn for a period of 60 days after time has been called on the date of opening. A 10% Bid bond is required to be submitted along with the bidders’ qualifications; a 100% performance bond and a 100% payment bond will be required for award. Invitation for bids and specifications. An invitation for bids shall be issued by the Procurement Office and shall include specifications prepared in accordance with Article 4 (Product Specifications), and all contractual terms and conditions, applicable to the procurement. All specific requirements contained in the invitation to bid including, but not limited to, the number of copies needed, the timing of the submission, the required financial data, and any other requirements designated by the Procurement Department are considered material conditions of the bid which are not waiveable or modifiable by the Procurement Director. All requests to waive or modify any such material condition shall be submitted through the Procurement Director to the appropriate committee of the Augusta, Georgia Commission for approval by the Augusta, Georgia Commission. Please mark BID number on the outside of the envelope. Bidders are cautioned that acquisition of BID documents through any source other than the office of the Procurement Department is not advisable. Acquisition of BID documents from unauthorized sources places the bidder at the risk of receiving incomplete or inaccurate information upon which to base his qualifications. GERI A. SAMS, Procurement Director Augusta Chronicle August 28, September 4, 11, 18, 2014 Metro Courier September 3, 2014 Revised: 8/15/2011 Vendors C & H PAVING 167 KNOX RIVERS RD. THOMSON, GA 30824 BLAIR CONSTRUCTION PO BOX 770 EVANS, GA 30809 BEAM’S CONTRACTING 15030 ATOMIC RD. BEECH ISLAND, SC 29842 PAVE-WAY OF AUGUSTA 1353 GORDAN HWY., AUGUSTA, GA 30901 E R SNELL 1785 OAK ROAD SNELLVILLE, GA 30078 REEVES CONSTRUCTION 1 APAC INDUSTRIAL WAY AUGUSTA, GA 30907 Attachment B Yes Yes Yes Yes Addendums 1 and 2 Yes Yes Yes Yes E-Verify Number 190714 224004 167300 48048 SAVE Form Yes Yes Yes Yes Bid Bond Yes Yes Yes Yes Bid Price $198,017.10 $210,609.70 $217,920.67 $253,303.36 Bid Item #14-203 Frontage Road Resurfacing for the Augusta, GA - Engineering Department Bid Opening Date: Thursday, October 16, 2014 @ 3:00 p.m. Page 1 of 1 Commission Meeting Agenda 2/3/2015 2:00 PM Frontage Road Resurfacing (Bid Item – 14-203)-Contract Award Department:Abie Ladson-Director Caption:Motion to approve award of Construction Contract to C & H Paving, Inc. in the amount of $198,017.10 for Frontage Road Resurfacing Project, subject to receipt of signed contracts and proper bonds as requested by AED. Bid 14-203 (Approved by Engineering Services Committee Januaruy 26, 2015) Background:Commission approved a list of roads/streets to be resurfaced and a list of dirt roads to be paved in November 2013, see the attached. Frontage Road Resurfacing was one of the nineteen (19) roads that was listed on the Phase I resurfacing list. Analysis:Bids were received on October 16, 2014 with C & H Paving, Inc. being the low bidder. The bid results are as follow: CONTRACTORS BID 1. C & H Paving, Inc. $198,017.10 2. Blair Construction, Inc. $210,609.70 3. Beam’s Contracting, Inc. $217,920.67 4. Reeves Construction $253,303.36 It is the recommendation of Engineering to award this project to C & H Paving, Inc., because the engineering estimate for this project was $241,547.20. Financial Impact:Funds of $2,500,000 is available for Phase I through the City’s SPLOST Phase III Recapture account. Alternatives:1) Approve award of Construction Contract to C & H Paving, INC. in the amount of $198,017.10 for Frontage Road Resurfacing Project, subject to receipt of signed contracts and proper bonds as requested by AED. 2) Do not approved, and abandon project. Recommendation:Approve alternative one Funds are Available in the Following Accounts: SPLOST PH III Recapture REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Riverwatch Parkway Adaptive Signal Project Department:Abie L. Ladson, Director Caption:Motion to approve sole source purchase of INSync Adaptive Signal Control equipment in the amount of $264,300 from Rhythm Engineering for the Riverwatch Parkway Adaptive Signal Project. This Project is in Band 1 of the approved Richmond County Project List for the Transportation Investment Act of 2010 (aka, TIA, TSPLOST) as requested by AED/TE. (Approved by Engineering Services Committee January 26, 2015) Background:The purpose of the Riverwatch Parkway Adaptive Signal Project is to improve traffic operations along one of the busiest corridors in Augusta which serves almost 30,000 vehicles per day and experiences significant congestion during peak periods. This project, which is in Band 1 of the approved Richmond County TIA list, will include the installation of the INSync Adaptive Signal system between Fury’s Ferry Road and River Shoals Parkway. The system utilizes state-of-the-art sensor technology, image processing, and artificial intelligence to automatically optimize local traffic signals and provide coordination for the arterial according to real-time traffic demand, thus, eliminating the need for static signal timinig and corrdination plans. The purpose for the sole-source purchase is that proposed adaptive traffic control system is identical to the systems currently operating along several corridors in Augusta which allows for uniformity of equipment and maintenance operations. Moreover, the system, which is manufactured and supplied by Rhythm Engineering, utilizes proprietary software and equipment and is not available through another supplier. Analysis:Project is a Band 1 of the approved Richmond County TIA Project List and therefore is eligible for reimbursement through Georgia DOT. All equipment installation will be performed by Augusta Traffic Engineering Staff. Financial Impact:Funds are available in the TIA project budget: Riverwatch Parkway Adaptive Signal Project ($264,300). Alternatives:1) Approve sole source purchase of INSync Adaptive Signal Control equipment in the amount of $264,300 from Rhythm Engineering for the Riverwatch Parkway Adaptive Signal Project. 2) Do not approve. Recommendation:Approve Alternative Number One Funds are Available in the Following Accounts: Funds are available in the following account: 371-041110- T13047139/5414110 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 1 of 5 AGREEMENT BETWEEN DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA AND AUGUSTA-RICHMOND COUNTY This Agreement is made and entered into this _______ day of __________________, 2014, by and between the DEPARTMENT OF TRANSPORTATION, an agency of the State of Georgia, hereinafter called the DEPARTMENT, and AUGUSTA-RICHMOND COUNTY, GEORGIA acting by and through its Board of Commissioners, hereinafter called the LOCAL GOVERNMENT. WHEREAS, the LOCAL GOVERNMENT has represented to the DEPARTMENT a desire to obtain roadway Lighting as part of the Riverwatch Parkway and Fury’s Ferry Road intersection improvement project, said Lighting to be installed under GDOT project RC07-000140, P.I. No. 0011403; and WHEREAS, the LOCAL GOVERNMENT has represented to the DEPARTMENT a desire to participate in: 1) Providing the Energy and 2) the Operation and Maintenance of said lighting systems at the aforesaid location, and the DEPARTMENT has relied upon such representation; and 2 of 5 WHEREAS, the DEPARTMENT has indicated a willingness to fund the materials and installation for the said lighting systems at the aforesaid locations, with funds of the Transportation Investment Act of 2010 (TIA), funds of the DEPARTMENT, funds apportioned to the DEPARTMENT by the Federal Highway Administration under Title 23, United States Code, Section 104, or a combination of funds from any of the above sources. NOW, THEREFORE, in consideration of the mutual promises made and of the benefits to flow from one to the other, the DEPARTMENT and the LOCAL GOVERNMENT hereby agree each with the other as follows: 1. The DEPARTMENT or its assigns shall cause the installation of all materials and equipment necessary for roadway Lighting as part of the Riverwatch Parkway and Fury’s Ferry Road intersection improvement project, said Lighting to be installed under GDOT project RC07-000140, P.I. No. 0011403, as shown on Attachment "A" attached hereto and made a part hereof. 2. Upon completion of installation of said lighting system, and acceptance by the DEPARTMENT, the LOCAL GOVERNMENT shall assume full responsibility for the operation, the repair and the maintenance of the entire lighting system, including but not limited to repairs of any damages, replacement of lamps, ballasts, luminaires, lighting structures, associated equipment, conduit, wiring and service equipment, and the requirements of the Georgia Utility Facility Protection Act. The LOCAL GOVERNMENT further agrees to provide and pay for all the energy required for the operation of said lighting systems. 3 of 5 3. The DEPARTMENT shall retain ownership of all materials and various components of the entire lighting system. The LOCAL GOVERNMENT, in its operation and maintenance of the lighting system, shall not in any way alter the type or location of any of the various components which make up the entire lighting system without prior written approval from the DEPARTMENT. 4. This Agreement is considered as continuing for a period of fifty (50) years from the date of execution of this Agreement. The DEPARTMENT reserves the right to terminate this Agreement, at any time for just cause, upon thirty (30) days written notice to the LOCAL GOVERNMENT. 5. It is understood by the LOCAL GOVERNMENT that the DEPARTMENT has relied upon t LOCAL GOVERNMENT’S representation of providing for the energy, maintenance, and operation of the lighting represented by this Agreement; therefore, if the LOCAL GOVERNMENT elects to de-energize or fails to properly maintain or to repair the lighting system during the term of this Agreement, the LOCAL GOVERNMENT shall reimburse the DEPARTMENT the materials cost for the lighting system. If the LOCAL GOVERNMENT elects to de-energize or fails to properly maintain any individual unit within the lighting system, the LOCAL GOVERNMENT shall reimburse the DEPARTMENT for the material cost for the individual unit which will include all costs for the pole, luminaires, foundations, and associated wiring. The DEPARTMENT will provide the LOCAL GOVERNMENT with a statement of material costs upon completion of the installation. The covenants herein contained shall, except as otherwise provided accrue to the benefit of and be binding upon the successors and assigns of the parties hereto. 4 of 5 IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement the day and year first above written. RECOMMENDED: LOCAL GOVERNMENT BY: _____________________________________ MAYOR (SEAL) DEPARTMENT OF TRANSPORTATION _____________________________ WITNESS BY________________________________ Commissioner _____________________________ Notary Public (SEAL) This Agreement approved by the Board of Commissioners at a meeting held at ______________________________ this ______ day of ______________, ATTEST: 2014. ___________________________________ _______________________________ Treasurer County Clerk 5 of 5 Attachment “A” Project Location Map Project: RC07-000140 P.I. No. 0011403 RICHMOND COUNTY 1 of 5 AGREEMENT BETWEEN DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA AND AUGUSTA-RICHMOND COUNTY This Agreement is made and entered into this _______ day of __________________, 2014, by and between the DEPARTMENT OF TRANSPORTATION, an agency of the State of Georgia, hereinafter called the DEPARTMENT, and AUGUSTA-RICHMOND COUNTY, GEORGIA acting by and through its Board of Commissioners, hereinafter called the LOCAL GOVERNMENT. WHEREAS, the LOCAL GOVERNMENT has represented to the DEPARTMENT a desire to obtain roadway Lighting as part of the Riverwatch Parkway and Stevens Creek intersection improvement project, said Lighting to be installed under GDOT project RC07-000141, P.I. No. 0011404; and WHEREAS, the LOCAL GOVERNMENT has represented to the DEPARTMENT a desire to participate in: 1) Providing the Energy and 2) the Operation and Maintenance of said lighting systems at the aforesaid location, and the DEPARTMENT has relied upon such representation; and 2 of 5 WHEREAS, the DEPARTMENT has indicated a willingness to fund the materials and installation for the said lighting systems at the aforesaid locations, with funds of the Transportation Investment Act of 2010 (TIA), funds of the DEPARTMENT, funds apportioned to the DEPARTMENT by the Federal Highway Administration under Title 23, United States Code, Section 104, or a combination of funds from any of the above sources. NOW, THEREFORE, in consideration of the mutual promises made and of the benefits to flow from one to the other, the DEPARTMENT and the LOCAL GOVERNMENT hereby agree each with the other as follows: 1. The DEPARTMENT or its assigns shall cause the installation of all materials and equipment necessary for roadway Lighting as part of the Riverwatch Parkway and Stevens Creek intersection improvement project, said Lighting to be installed under GDOT project RC07-000141, P.I. No. 0011404, as shown on Attachment "A" attached hereto and made a part hereof. 2. Upon completion of installation of said lighting system, and acceptance by the DEPARTMENT, the LOCAL GOVERNMENT shall assume full responsibility for the operation, the repair and the maintenance of the entire lighting system, including but not limited to repairs of any damages, replacement of lamps, ballasts, luminaires, lighting structures, associated equipment, conduit, wiring and service equipment, and the requirements of the Georgia Utility Facility Protection Act. The LOCAL GOVERNMENT further agrees to provide and pay for all the energy required for the operation of said lighting systems. 3 of 5 3. The DEPARTMENT shall retain ownership of all materials and various components of the entire lighting system. The LOCAL GOVERNMENT, in its operation and maintenance of the lighting system, shall not in any way alter the type or location of any of the various components which make up the entire lighting system without prior written approval from the DEPARTMENT. 4. This Agreement is considered as continuing for a period of fifty (50) years from the date of execution of this Agreement. The DEPARTMENT reserves the right to terminate this Agreement, at any time for just cause, upon thirty (30) days written notice to the LOCAL GOVERNMENT. 5. It is understood by the LOCAL GOVERNMENT that the DEPARTMENT has relied upon t LOCAL GOVERNMENT’S representation of providing for the energy, maintenance, and operation of the lighting represented by this Agreement; therefore, if the LOCAL GOVERNMENT elects to de-energize or fails to properly maintain or to repair the lighting system during the term of this Agreement, the LOCAL GOVERNMENT shall reimburse the DEPARTMENT the materials cost for the lighting system. If the LOCAL GOVERNMENT elects to de-energize or fails to properly maintain any individual unit within the lighting system, the LOCAL GOVERNMENT shall reimburse the DEPARTMENT for the material cost for the individual unit which will include all costs for the pole, luminaires, foundations, and associated wiring. The DEPARTMENT will provide the LOCAL GOVERNMENT with a statement of material costs upon completion of the installation. The covenants herein contained shall, except as otherwise provided accrue to the benefit of and be binding upon the successors and assigns of the parties hereto. 4 of 5 IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement the day and year first above written. RECOMMENDED: LOCAL GOVERNMENT BY: _____________________________________ MAYOR (SEAL) DEPARTMENT OF TRANSPORTATION _____________________________ WITNESS BY________________________________ Commissioner _____________________________ Notary Public (SEAL) This Agreement approved by the Board of Commissioners at a meeting held at ______________________________ this ______ day of ______________, ATTEST: 2014. ___________________________________ _______________________________ Treasurer County Clerk 5 of 5 Attachment “A” Project Location Map Project: RC07-000141 P.I. No. 0011404 RICHMOND COUNTY 1 of 6 AGREEMENT BETWEEN DEPARTMENT OF TRANSPORTATION STATE OF GEORGIA AND AUGUSTA-RICHMOND COUNTY This Agreement is made and entered into this _______ day of __________________, 2014, by and between the DEPARTMENT OF TRANSPORTATION, an agency of the State of Georgia, hereinafter called the DEPARTMENT, and AUGUSTA-RICHMOND COUNTY, GEORGIA acting by and through its Board of Commissioners, hereinafter called the LOCAL GOVERNMENT. WHEREAS, the LOCAL GOVERNMENT has represented to the DEPARTMENT a desire to obtain roadway Lighting as part of the Riverwatch median barrier project from River Shoals Parkway to Jones Street and the SR 104 Riverwatch Parkway at I-20 Corridor Improvement Projects, said Lighting to be installed under GDOT project RC07-000120, P.I. No. 232020- and RC07-000142, P.I. No. 0011699; and WHEREAS, the LOCAL GOVERNMENT has represented to the DEPARTMENT a desire to participate in: 1) Providing the Energy and 2) the Operation and Maintenance of said lighting systems at the aforesaid location, and the DEPARTMENT has relied upon such representation; and 2 of 6 WHEREAS, the DEPARTMENT has indicated a willingness to fund the materials and installation for the said lighting systems at the aforesaid locations, with funds of the Transportation Investment Act of 2010 (TIA), funds of the DEPARTMENT, funds apportioned to the DEPARTMENT by the Federal Highway Administration under Title 23, United States Code, Section 104, or a combination of funds from any of the above sources. NOW, THEREFORE, in consideration of the mutual promises made and of the benefits to flow from one to the other, the DEPARTMENT and the LOCAL GOVERNMENT hereby agree each with the other as follows: 1. The DEPARTMENT or its assigns shall cause the installation of all materials and equipment necessary for roadway Lighting as part of the Riverwatch median barrier project from River Shoals Parkway to Jones Street and the SR 104 Riverwatch Parkway at I-20 Corridor Improvement Projects, said Lighting to be installed under GDOT project RC07- 000120, P.I. No. 232020- and RC07-000142, P.I. No. 0011699, as shown on Attachment "A" attached hereto and made a part hereof. 2. Upon completion of installation of said lighting system, and acceptance by the DEPARTMENT, the LOCAL GOVERNMENT shall assume full responsibility for the operation, the repair and the maintenance of the entire lighting system, including but not limited to repairs of any damages, replacement of lamps, ballasts, luminaires, lighting structures, associated equipment, conduit, wiring and service equipment, and the requirements of the Georgia Utility Facility Protection Act. The LOCAL GOVERNMENT further agrees to provide and pay for all the energy required for the operation of said lighting systems. 3 of 6 3. The DEPARTMENT shall retain ownership of all materials and various components of the entire lighting system. The LOCAL GOVERNMENT, in its operation and maintenance of the lighting system, shall not in any way alter the type or location of any of the various components which make up the entire lighting system without prior written approval from the DEPARTMENT. 4. This Agreement is considered as continuing for a period of fifty (50) years from the date of execution of this Agreement. The DEPARTMENT reserves the right to terminate this Agreement, at any time for just cause, upon thirty (30) days written notice to the LOCAL GOVERNMENT. 5. It is understood by the LOCAL GOVERNMENT that the DEPARTMENT has relied upon t LOCAL GOVERNMENT’S representation of providing for the energy, maintenance, and operation of the lighting represented by this Agreement; therefore, if the LOCAL GOVERNMENT elects to de-energize or fails to properly maintain or to repair the lighting system during the term of this Agreement, the LOCAL GOVERNMENT shall reimburse the DEPARTMENT the materials cost for the lighting system. If the LOCAL GOVERNMENT elects to de-energize or fails to properly maintain any individual unit within the lighting system, the LOCAL GOVERNMENT shall reimburse the DEPARTMENT for the material cost for the individual unit which will include all costs for the pole, luminaires, foundations, and associated wiring. The DEPARTMENT will provide the LOCAL GOVERNMENT with a statement of material costs upon completion of the installation. The covenants herein contained shall, except as otherwise provided accrue to the benefit of and be binding upon the successors and assigns of the parties hereto. 4 of 6 IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement the day and year first above written. RECOMMENDED: LOCAL GOVERNMENT BY: _____________________________________ MAYOR (SEAL) DEPARTMENT OF TRANSPORTATION _____________________________ WITNESS BY________________________________ Commissioner _____________________________ Notary Public (SEAL) This Agreement approved by the Board of Commissioners at a meeting held at ______________________________ this ______ day of ______________, ATTEST: 2014. ___________________________________ _______________________________ Treasurer County Clerk 5 of 6 Attachment “A” Project Location Map Project: RC07-000120 P.I. No. 232020- RICHMOND COUNTY 6 of 6 Attachment “A” Project Location Map Project: RC07-000142 P.I. No. 0001699 RICHMOND COUNTY Commission Meeting Agenda 2/3/2015 2:00 PM Riverwatch Parkway-GDOT Roadway Lighting Agreement - Jan 2015 Department:Abie Ladson, Director Caption:Motion to approve Roadway Lighting Agreement with the Georgia Department of Transportation (GDOT) at Riverwatch I- 20 Corridor Improvement Project and along Riverwatch Parkway from River Shoals Parkway to Jones Street and at its two Intersections (Stevens Creek Intersection & Fury’s Ferry Intersection) as requested by the Augusta Engineering Department. (Approved by Engineering Services Committee January 26, 2015) Background:Riverwatch Parkway I-20 Corridor Improvement Project, Median Barrier project, Riverwatch Parkway & Steven Creek Intersection Improvements, and Riverwatch Parkway & Fury’s Ferry Intersection Improvements are approved Band 1 TIA projects. In addition to roadway and intersection improvements, the project includes improvements to the street lighting system. To that end, for GDOT projects that includes street lighting, GDOT will construct the system provided that the local government enters into a Roadway Lighting Maintenance and Operation Agreement. Analysis:Agreement would allow the streetlight installation as part of the project to move forward. Financial Impact:None anticipated Alternatives:1) Approve Roadway Lighting Agreement with the Georgia Department of Transportation at Riverwatch I-20 Corridor Improvement Project and along Riverwatch Parkway from River Shoals Parkway to Jones Street and at its two Intersections (Steven Creek Intersection & Fury’s Ferry Intersection) as requested by the Augusta Engineering Department. 2). Do not approve and project proceed without needed lighting. Recommendation:Approve alternative number one. Funds are Available in the Following Accounts: N/A REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Page 1 of 3 Cavanaugh & Associates, P.A. appreciates the opportunity to provide Engineering Services for the project as referenced below: Re: Augusta Utilities Water Loss Control Program Support THIS AGREEMENT, made and entered into this day of , 201_, by and between Cavanaugh & Associates, P.A., their successors or assigns, (hereinafter called “ENGINEER,” and Augusta Utilities (AU), their successors or assigns, (hereinafter called “CLIENT”). Neither ENGINEER nor CLIENT shall assign this agreement without the prior written consent of the other. Scope of Services: 1. Monthly Program Support & Communications a. Monthly water loss accounting and KPI tracking; b. Consultation on improvements to data collection protocols; c. Team meeting facilitation and documentation; d. Administration of team member assignments and accountability for Water Loss Control Program e. Conduct annual water audit and prepare annual efficiency report, including GA EPD submittal; f. Provide updates and communication briefings as requested by AU. g. Facilitate transition over 2015 of program management to AU designated staff member, including program-relevant training and coaching. 2. Technical Assistance for Specific Program Initiatives a. Review and advisement on ongoing flow verification for Finished Water Meters; b. Review and advisement on ongoing large meter retrofit projects and large meter testing program; c. Evaluation of existing distribution main and service line break data record-keeping, to provide recommendations for data tracking and record keeping improvements, in support of future DMA/Zone Metering and Pressure Management analyses; d. Review of reporting capabilities from new Enquesta installation and advisement on further reporting capabilities that would benefit the Water Loss Control Program. The above scope does not include:  Any other service not specifically described in the above scope of services. CLIENT’S Responsibilities: 1. Single Representative: The CLIENT shall designate a single representative with respect to the services to be rendered under this Agreement who shall act on behalf of the CLIENT and issue instructions to the ENGINEER. 2. Criteria and Information: The CLIENT shall provide all criteria and full information as to its requirements for the Project, including objectives, constraints, projected demands and service areas, and performance requirements. 3. Access: The CLIENT shall arrange access for the ENGINEER to all public and private properties where such access is required for the performance of services under this Agreement. Page 2 of 3 4. Reviews: The CLIENT shall examine all work products presented by the ENGINEER and shall render decisions pertaining thereto within a reasonable time as not to delay the services of the ENGINEER. 5. Regulatory Fees: The CLIENT shall furnish all required fees for regulatory approval of the project. Hidden Conditions A condition is hidden if concealed by existing finishes or is not capable of investigation by reasonable visual observation. If the ENGINEER has reason to believe that such a condition may exist, the CLIENT shall authorize and pay all cost associated with the investigation of such a condition and, if necessary, all costs necessary to correct said condition. If (1) the CLIENT fails to authorize such investigation or correction after due notification, or (2) the ENGINEER has no reason to believe that such a condition exists, the CLIENT is responsible for all risks associated with this condition, and the ENGINEER shall not be responsible for the existing condition nor any resulting damages to persons or property. Fee Arrangement The fee for the Engineering Services described in the above scope will be compensated as follows: 1 – Efficiency Program Support & Communication…………………………………………………..………… $120,000.00 (Lump Sum $10,000 per month) 2 - Technical Assistance for Specific Program Initiatives……………………….………………………Included in Item 1 These fees do not include any permit application fees. Such fees will be paid directly by the CLIENT. Additional Services Cavanaugh & Associates, P.A. can provide services that are required in addition to those being provided and outlined in this proposal at hourly rates. If additional services are required, the rates for those additional services will be negotiated or we can provide an additional proposal in lieu of using hourly rates. Billing/Payment All invoices are due upon receipt. Interest will be due at 1 1/2% per month on outstanding invoices in excess of 30 days. If payment is not made by the stated date on the invoice, Cavanaugh & Associates, P. A. may exercise the right to terminate the performance of services without further obligation to the Client. Payment will still be due for services completed to the time this option is exercised. In the event that any portion or all of an account remains unpaid for 90 days after billing, the Client shall pay the cost of collection, including attorney’s fees. Professional Liability ENGINEER maintains professional liability coverage for damages as a result of our negligent acts, errors, or omissions. Our liability for this project will be limited to $120,000.00. Upon request, a certificate of insurance can be provided as proof of coverage. Termination of Services Either party may terminate this agreement upon 10 days written notice should the other fail to perform his/her obligations. In the event of termination, the Client shall pay the ENGINEER for all services, rendered to the date of termination. Page 3 of 3 Period of Service If the ENGINEER is delayed by circumstances outside of his control, then the ENGINEER shall promptly notify the CLIENT in writing citing such delay. If the delay will cause a monetary impact to the ENGINEER, then the ENGINEER shall notify the CLIENT in writing of such projected costs. Acceptance This Agreement represents the entire and integrated Agreement between CLIENT and ENGINEER. It supersedes all prior and contemporaneous communications, representations, and agreements, whether oral or written, relating to the subject matter of this Agreement. Any alteration made to this Agreement by either party will render the Agreement null and void. If this Agreement meets with your approval, please sign and return both copies to our office to serve as our contractual agreement and authorization to proceed. We will execute and return one copy to you. We look forward to working with you on this project. IN WITNESS WHEREOF, the parties have caused this Agreement to be signed by their duly authorized officers in duplicate originals, the day and year first above written. Cavanaugh & Associates, P.A. Augusta Utilities Will Jernigan, PE Date Date Vice President, Director of Water Efficiency Witnessed By: Date Witnessed By: Date Commission Meeting Agenda 2/3/2015 2:00 PM Utilities Water Audit and Efficiency Program Department:Utilities Caption:Motion to approve Renewal of Water Audit Professional Services for 2015. (Approved by Engineering Services Committee January 26, 2015) Background:The Georgia Water Stewardship Act of 2010 requires that water systems prepare and submit annual water audits in accordance with American Water Works Association standards. In conjunction with our water audit activities, Augusta Utilities is undertaking a comprehensive water loss control program. Cavanaugh and Associates has been providing professional services related to these activities for the past three years. Analysis:Cavanaugh and Associates has contracted with the Georgia Environmental Protection Division to develop water audit guidance and conduct training statewide. The ongoing Water Efficiency Program Cav anaugh is assisting with has greatly improved Utilities’ efficiency and accountability, and helped us reduce our non-revenue water. Financial Impact:The cost for professional services for 2015 is $120,000. Alternatives:The Commission could elect not to approve the renewal. Recommendation:We recommend that the renewal of professional services of Cavanaugh and Associates be approved. Funds are Available in the Following Accounts: Funding is available in Account #506043110-5212999 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission 1 UTILITY RELOCATION AGREEMENT Augusta, Georgia “Windsor Spring Road Improvements Phase V” “State Route 88 in Hephzibah to Willis Foreman Road” “GDOT Project STP00-1105-00 (004) PI 245320 and BHSLB-1105-00 (005) PI 245325” JEFFERSON ENERGY COOPERATIVE This AGREEMENT, made and entered into as of the day of , 20 , by and between Augusta, State of Georgia (hereinafter referred to as the “Augusta, Georgia”), and JEFFERSON ENERGY COOPERATIVE (hereinafter referred to as the “Company”). This Agreement may refer to either Augusta, Georgia or Company, or both, as a "Party" or "Parties.” W I T N E S S E T H: WHEREAS, Augusta, Georgia proposes under the above written Project to construct the “Windsor Spring Road Phase V Improvements from State Route 88 in Hephzibah to Willis Foreman Road” (hereinafter referred to as the “Project”); and WHEREAS, due to the construction of this Project, it will become necessary for the Company to remove, relocate, or make certain adjustments to the Company’s existing facilities (facilities includes electrical and communications facilities and is referred to herein collectively as the “Facilities” or the “Facility”), in accordance with the estimate of ONE HUNDRED EIGHTY EIGHT THOUSAND SIX HUNDRED SIX Dollars and FORTY TWO Cents ($188,606.42) (the “Estimate The Estimate is limited: (a) to the costs of removing, relocating or adjusting those Facilities, which are physically in place and in conflict with the proposed construction and/or maintenance, (b) where replacement is necessary, to the costs of replacement in kind and such cost excludes the proportion of the costs representing improvement or betterment in a Facility, except to the extent that such improvement or betterment is made necessary by the construction and/or maintenance, and (c) to the costs incurred in acquiring additional easements or private rights of way, including, without limitation, easements for lines, access, tree trimming, guy wires, anchors and other devices, appliances and other equipment, and any and all other such easements and property rights as may be reasonably necessary for the Company’s installation, operation and maintenance of its Facilities. The proportion of the costs representing improvement or betterment in a Facility while excluded from the Estimate, except to the extent that such improvement or betterment is made necessary by the construction and/or maintenance, shall be shown on the Estimate; and WHEREAS, the Company has presented evidence to Augusta, Georgia that it contends supports its claim that it acquired property interests and utilized such property interests for the placement of its Facilities prior in time to acquisition of the road right of way(s), all as involved in said Project; and WHEREAS, Augusta, Georgia agrees to bear ONE HUNDRED percent (100%) of the actual costs of said relocation expenses, which is estimated to be ONE HUNDRED EIGHTY EIGHT THOUSAND SIX HUNDRED SIX Dollars and FORTY TWO Cents ($188,606.42) , subject to Augusta, Georgia’s reasonable approval (not to be unreasonably withheld) of the evidence presented by the Company supporting its claim for prior rights, which may include any documents or information demonstrating the location of the Facilities in relationship to those property interests, the relationship of those property interests to current and previous road right-of-way, and any other information or documents reasonably required by Augusta, Georgia to verify the Company’s claim, and subject to further Augusta, Georgia’s reasonable approval (not to be unreasonably withheld) should actual expenses exceed the Estimate; and WHEREAS, Augusta, Georgia will use its best efforts to make a determination regarding the Company’s claim for prior rights prior to the Company being required to commence the removal, relocation, or adjustment of its Facilities, and shall provide its determination in writing along with the written support for any such determination. If Augusta, Georgia determines that the Company’s presented information is insufficient to make a determination, Augusta, Georgia will provide the Company the basis for such insufficiency, and request that the Company provide additional information. If a determination, however, cannot be made prior to the time the Company’s Facilities need to be removed, relocated, or adjusted in order for the Project not to be delayed (provided that Augusta, Georgia certifies in writing to the Company that such Project is time-sensitive due to construction scheduling with the Commission Meeting Agenda 2/3/2015 2:00 PM Windsor Spring Road Phase V- Cost Agreement Jefferson Energy Cooperative Department:Abie L. Ladson, Director Caption:Motion to approve entering into an agreement with Jefferson Energy Cooperative stating that Augusta, Georgia will be responsible for the cost to relocate their facilities on the project to improve Windsor Spring Road Phase V, State Route 88 in Hephzibah to Willis Foreman Road, CPB# 323-04- 299823786. Also, approve for the Augusta, Georgia Legal Counsel, Mayor and other designated representatives of Augusta, Georgia to execute three (3) Utility Relocation Agreements which state that, upon completion of the work, payment will be made as requested by the Augusta Engineering Department. (Approved by Engineering Services Committee January 26, 2015) Background:On August 5, 1997 the Augusta, Georgia Commission approved for this project to be funded from the Sales Tax Program. On April 6, 1999 Augusta, Georgia and the Georgia Department of Transportation (GDOT) entered into an agreement for Augusta, Georgia to be responsible for the preliminary engineering activities and relocation of public owned utilities. The project will widen and reconstruct Windsor Spring Road to 4 lanes with a median and provide an urban drainage system, multi-use trails, street lighting and replace the bridge over Norfolk Southern Railroad. GDOT is funding up to $4,236,500 to acquire the right of way and the Land Acquisition Department is acquiring the right of way. The construction funds will be provided by GDOT and the current estimate is $13,025,783. Construction funds are approved for GDOT fiscal year 2015 (7/1/14 – 6/30/15). Analysis:The project will require relocation of facilities that belong to Jefferson Energy Cooperative and an estimate was received from them April 1, 2014 which stated that the cost is $188,606.42. Funding will come from the Transportation Investment Act of 2010 (TIA). On May 22, 2014 the TIA Project Agreement was fully executed by GDOT and Augusta, Georgia. Article I, Section G, Utilities/Railroad Activities, and Exhibit B, Budget Estimate, of the TIA Project Agreement stipulates that up to $1,000,000 in TIA funds can be used for relocation of utilities. Financial Impact:Augusta will receive reimbursement up to $1,000,000 from the TIA Project Agreement for the purpose of relocating utilities on projects Alternatives:1). Approve entering into an agreement with Jefferson Energy Cooperative stating that Augusta, Georgia will be responsible for the cost to relocate their facilities on the project to improve Windsor Spring Road Phase V, State Route 88 in Hephzibah to Willis Foreman Road, CPB# 323-04-299823786. Also, approve for the Augusta, Georgia Legal Counsel, Mayor and other designated representatives of Augusta, Georgia to execute three (3) Utility Relocation Agreements which state that, upon completion of the work, payment will be made as requested by the Augusta Engineering Department 2) N/A Recommendation:Approve Alternative 1 Funds are Available in the Following Accounts: Fund 371 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Commission Meeting Agenda 2/3/2015 2:00 PM Minutes Department:Clerk of Commission Caption:Motion to approve the minutes of the regular meeting of the Commission held January 20, 2015 and Special Called meeting held Janaury 26, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Appt. District 2 APT Transit Citizens Advisory Board Department: Caption:Motion to approve the reappointment of Terrence Dicks to the Augusta Public Transit Citizens Advisory Board representing District 2. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Appointments District 4 Department: Caption:Motion to approve the appointments of the following representing District 4: Mr. Stanley Williams, ARC Housing and Community Development Citizens Advisory Board and Mr. Phillip R. Joyner, Animal Services Advisory Board. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Reappointment of Betty Reece Department:Clerk of Commission Caption:Approve the reappointment of Ms. Betty Reece to the Augusta Transit Advisory Board. (Requested by Commissioner Sias) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Appointment of Commissioner Bill Lockett Department:Clerk of Commission Caption:Approve the appointment of Commissioner Bill Lockett to serve as a second ex-officio member on the Board of Tax Assessors. (Requested by Commissioner Hasan) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Commission Meeting Agenda 2/3/2015 2:00 PM Affidavit Department: Caption:Motion to approve execution by the Mayor of the affidavit of compliance with Georgia's Open Meeting Act. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: