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HomeMy WebLinkAboutRegular Commission Meeting January 21, 2014 REGULAR MEETING COMMISSION CHAMBER JANUARY 21, 2014 Augusta Richmond County Commission convened at 2:00 p.m., January 21, 2014, the Hon. Deke Copenhaver, Mayor, presiding. PRESENT: Hons. Lockett, Guilfoyle, Mason, D. Smith, Williams, Fennoy, Johnson, Jackson, Davis. G. Smith, members of Augusta Richmond County Commission. Mr. Mayor: Okay, in the interest of time as we have a quorum, I’ll go ahead and call the meeting order. And like to call on Dr. Joseph Hall, Sr., Pastor, R.E.A.C.H. Outreach for our invocation. Please stand. The invocation was given by Dr. Joseph Hall, Sr., Pastor, R.E.A.C.H. Outreach. Mr. Mayor: Please join me in the Pledge. The Pledge of Allegiance to the Flag of the United States of America was recited. Mr. Mayor: And, Pastor, thank you for that wonderful invocation. Madam Clerk, on to the Recognitions. The Clerk: RECOGNITION(S) 2013 Employee of the Year A. Congratulations! Shawn Edwards, Housing & Community Development Department – 2013 Employee of the Year. The Clerk: And I’ll read the accolade. Mr. Edwards was hired in 2009 to manage the Neighborhood Stabilization Program via the HERA Act. To date Shawn’s contributions to the department far exceed managing just this program. Mr. Edwards has also been tasked with preparing and completing our HUD Mandated Consolidated Plan every three to five years which identifies community needs, resources and priorities and our annual HUD Mandated Annual Plan. Provide information on the intended use of HUD Program Funds. These plans must be accurate, detailed and Shawn is the person that keeps our department and the City of Augusta in compliance through his writing. Furthermore Mr. Edwards is a vital asset to the success of the Laney Walker/Bethlehem Revitalization Project. Mr. Edwards serves as the Sales Team Lead th and has and continues to not only orchestrate home ownership sales on Pine Street and 11 Street respectively but continues to be an advocate for the project through his persistent recruitment of diversified interested candidates of all professional backgrounds. In my opinion Mr. Edwards has proven to be a consistently productive employee of this department with ever increasing responsibilities being added daily. And as of this date he was yet to falter or fail to accomplish or meet the requirements outlined for any of these major programs or projects. Mr. Edwards is the epitome of a team player. Upon coming into contract with the citizen requesting assistance whether it be a walk in or on the telephone I have consistently witnessed Mr. Edwards 1 attempt to be sure the citizen gets the proper care and direction by making sure the staff person the citizen is being referred to is present or by picking up the phone and calling the necessary staff person directly in the presence of the citizen. Congratulations Mr. Edwards. (APPLAUSE) Mr. Mayor: Please come forward. And I have a letter for you and also some gifts here. But I just want to say having had the opportunity to work with Shawn and work with the Housing and Community Development Department he does amazing work. He is a great member of a great team. So Shawn I just want to say personally thank you so much. Dear Mr. Edwards. On behalf of the City of Augusta it is with great pleasure that I congratulate you for being recognized as the Employee of the Year for 2013. Your contribution to your organization and Augusta Richmond County Government and the citizens of Augusta has earned you this recognition. I appreciate your willingness to go above and beyond the call of duty and your outstanding work ethic. I value your commitment to making Augusta a better place and it is with great pleasure that I present you with this award. You are truly and asset to the Augusta Richmond County Housing and Community Development Department and the citizens of Augusta, Georgia. Please accept my personal congratulations of this wonderful award. You are truly deserving of this recognition. Sincerely yours, Deke Copenhaver, Mayor. (APPLAUSE) Would you like to say anything? Commissioner Lockett? Mr. Lockett: I would just like to congratulate Shawn also. When I received my agenda and I saw he was on there for Employee of the Year it was not great surprise. In fact I sent him a short email through his department saying that. Shawn and I have had an extremely good working relationship. I’ve called upon him, we’ve gone out and visited the properties together. He’s attended my quarterly breakfast and he’s just an amazing man. Often times the employees of Augusta Richmond County are not recognized for what they do on a daily basis. This young man is not looking for recognition, he’s not looking for publicity he’s just a young man that’s determined to come in every day sometimes on weekends and do his job. I’d just like to say thank you so very much. (APPLAUSE) Mr. Edwards: Nominated for Employee of the Year was an honor. Thank you, Mr. Welcher, but to have been selected by this committee is truly humbling and I have since early in my career worked with the understanding that my reward has come through those I’ve serviced. I knew that if I worked with the willingness to what was needed to be done for the betterment of those I serve and under the direction of those whose vision I followed that what I needed would be handled. To accomplish this at times has meant sacrifice and dedication with a disregard to various job descriptions through the course of my career. It didn’t matter whose responsibility the task originally was only what needed to be done. I don’t work for thank you’s although they are graciously accepted when given. I did what I’ve been blessed with the ability to do and deliver results in a manner and a level that I would expect if I were the person in need, if I was the person that needed direction or if I was the one who needed guidance. I chose to do what is right as opposed to what has been easy because and because of that there has never been a door that I needed opened that’s been refused to me, for myself or for anyone that I needed to put into a better position. Nevertheless to be acknowledged at such a high level of distinction as this is a recognition that I do not take lightly and I feel truly blessed to have bestowed upon me. So thank you very much. (APPLAUSE) 2 Mr. Mayor: Madam Clerk, on to the next recognition. The Clerk: RECOGNITION(S) Georgia Association of Floodplain Management B. Georgia Association of Floodplain Management presentation to City of Augusta the “Community Excellence in Floodplain Management Award” received by Terri Turner and community representatives. Mr. Skinner: Good afternoon, my name is Garret Skinner. I am the current Chairman of the Georgia Association of Floodplain Managers. We are a over 250 member of technical professionals throughout the state of Georgia promoting sound floodplain management practices throughout our state. In 2013 we awarded the Program Excellence Award for Excellence in Floodplain Management to the City of Augusta and we wanted to take this opportunity to formally present it to representatives of the city so you all are aware of the great things that you have done and are aware that you are being recognized for your efforts in professional community. I have a few words that were prepared during our initial presentation that I’ll share with you just to give you some background information. The City of Augusta is deserving of this award because of its efforts in prevailing past present and future issues in terms of floodplain management and promoting resiliency within its community. Augusta is one of ten charter members of the Resilient Neighbors Network Organization founded to build strong communities for the future. The city’s also been recognized as a community leader by the Natural Hazards Mitigation Association for their whole community approach in protecting the citizens and preserving natural resources. Augusta has utilized extensive stake holder engagement and public participation in their original Hazard Mitigation Plan and their recent Hazard Mitigation Plan update is also to be noted that flooding as a natural hazard went from number one in the 2006 plan to a resounding number two in the 2012 Hazard Mitigation Plan. That’s actually an improvement. Augusta’s Sustainable Development Implementation Program has breathed new th life into the 15 Street Corridor and won national awards for your efforts. Although impacted by thirteen significant flood events since the Great Flood of 1990 Augusta has continued to make strides in the Floodplain Management Program. Floodplain Management Ordinances have been strengthened to address development in at-risk areas and an aggressive Bio Program has been undertaken with 43 repetitively flooded homes and properties being purchased since 2000 and three after significant after three significant flood events in August and October of 2012 a total of upwards of almost $2 billion dollars in SPLOST funds have been dedicated to future by outs and 35 at-risk flood homes and properties in some of Augusta’s worst flooded areas. In 2011 Augusta adopted the Good Neighbor Policy in recognition of Flood Safety Week. This policy is aimed at health, safety, public welfare of citizens of Augusta in dealing with their risk and threats of flooding. The Good Neighbor Policy aims both short and long term to preserve and protect the natural and beneficial functions of drainage ways, floodplains, wetlands, riparian areas in Augusta and also aims to promote strong floodplain management and storm water related regulations within the community. Augusta’s focus on reducing the impacts of natural hazards especially in reducing the flood hazard and the demand power resources needed has helped to greatly reduce the overall risk of the recent years and has thereby reduced the risk factor of flooding for citizens throughout the community. Although not part of the original award 3 nomination we have learned that Augusta has recently been selected as an example or best practice for the portfolio being developed by FEMA to encourage local communities to integrate hazard mitigation into local mechanisms. These best practices will ultimately be uploaded to FEMA’s National Mitigation Best Practices Portfolio where it well accessed by communities throughout the nation. Augusta was also featured in FEMA publication integrating Hazard Mitigation into local planning that was released just in March of 2013. Both of these are great accomplishments for the city and a reflection of the outstanding planning process and the entire community can collectively be utilized for the Hazard Mitigation and hopefully Management Planning for a number of years. It is for this effort or these efforts that I’ve mentioned and all of the community efforts undertaken by the City of Augusta that the Georgia Association of Floodplain Management does hereby award the Program Award for Excellence in Floodplain Management to the Augusta Commission for their continuing work at combating the flood fight here in Augusta and for making Augusta a more sustainable and resilient community. (APPLAUSE) Mr. Mayor: Well, Terri, I just want to say, I mean to you and Melanie, thank you for the great work you’re doing. It’s really been my goal to establish as God says the City of Excellence at all levels and to develop it into a sustainable living classroom that other cities can learn from. Obviously what you’re doing here in Augusta is having an impact far outside the city limits or out city. It’s having an impact on flooding nationally. So I want to say congratulations to both of you. And also having had the chance to work with Terri for four years running the Green Space Program prior to becoming Mayor, I’ve seen the fantastic work she’s done for many, many years now. So thank you. Ms. Turner: I’m going to be brief. And for those of you who know me that’s a feat in of itself but this award belongs to these ladies of gentlemen standing behind me. Without their support of the Floodplain Management Hazard Mitigation Program in our community we would not have a program. And so the applause and the accolades go to them. Thank you. (APPLAUSE) Mr. Mayor: Okay, Madam Clerk, on to the consent agenda. The Clerk: Yes, sir. Out consent agenda consists of items 1-35. And under Planning portion of the agenda I’ll read the planning petitions and if there is anyone who has an objection would you please signify your objection by raising your hand. Item 1: Is a request to approve a petition for a Special Exception to establish a Family Personal Care Home on property located 1806 Claystone Way. Item 2: Is a request to approve with the conditions that are listed a petition requesting a Special Exception to establish an Extended Stay Hotel in a B-2 (General Business) Zone on property located at 1116 Marks Church Road. Item 3: Is a request to approve with conditions a petition requesting a Special Exception in a HI (Heavy Industry) Zone to establish a scrap tire sorting & processing facility on property located at 331 Sand Bar Ferry Road. Item 4: Is a request to approve a petition for a Special Exception to establish a private school on property located at 159 A Craig Sims Parkway. 4 Item 5: Is a request to approve with a condition a petition for a change of zoning from B- 1 (Neighborhood Business) to Zone B-2 (General Business) affecting property located at 2574 Tobacco Road. The Clerk: Are there any objectors to any of these Planning petitions? I don’t believe there are any objections. Oh, we have one? Mr. Mayor: There’s one in the corner. The Clerk: We have one objector. Mr. Mayor: Number two? Would you like to go ahead and speak to that, your objection sir? Yes sir. And if you could state your name and address for the record and keep it to five minutes please sir. Mr. Forest: Some of you probably know me. My name is Alvin Forest. I live at 3513 Nassau Drive. I’m concerned about and I met the Planning Commission I don’t know how we’re going to do this and some things have already happened. But what this hotel you want to put on Marks Church Road we have a problem there. And I know you just got an award by the floodplain and so forth but you come in my yard (unintelligible) Nassau it’s full of water. Now happened is when they built you know the travel center over there when they did Bobby Jones Expressway I’m not contractor but they turned that water loose. And so the water doesn’t run uphill. Only place in the world I know water runs uphill is the Nile River. The water runs downhill. And so the water is running into my yard now (unintelligible) like a pond. And a lot of people just like a pond in there. And we have talked about that before. I know that you want to build the hotel we got the ‘Y’ there the Y’s doing a lot a work there too but Marks Church Road that area we got a problem. Now I was on TV I wish you all could come out and I had the engineers and no one has done anything. Now we’ve got an investment there and I’m praying to you and asking ya’ll if you could come out if the hotel’s going there that’s a business, it’s going to help us but at the same time we need some improvement. So I’m saying to you I hope that what I’m saying that ya’ll can come out and check it out and make sure that we’re safe you know with the this water and so forth. They’re playing with the lights (unintelligible) you put your business there and you’re going to have a problem. So I’m praying to you that ya’ll can come out and stay on top of this. Now if you don’t want to do it then pay me for my property (unintelligible). You want to make a business area there do it but please come out and check it out. And Marion you know me. All right. The man was one of my students. But what I’m saying I want to make sure that Augusta, I like Augusta. I’ve here since 1960 we’re doing well. So take this under consideration. Thank you. Mr. Mayor: Thank you, sir. Commissioner Davis. Ms. Davis: Thank you, Mr. Mayor. Thank you, sir, and I have had many calls from the Kingston area about some flooding problems and a few concerns about this development. And I know I don’t, Ms. Wilson do you mind just coming and, I know there’s some discussions about conditions being met to make sure that that doesn’t add to the problem. Is that correct? Can you just kind of go through that a little bit as far as infrastructure? 5 Mr. Mayor: Ms. Wilson. Ms. Wilson: Yes, when we met the recommendation for approval was subject to the following conditions which includes the use of property shall be limited to uses permitted under the present zoning with the conditions or the following uses which gets into adding the Extended Stay Hotel as a use. The second is a 50-foot undisturbed natural buffer adjoining the Kingston Subdivision with an 8-foot tall wooden fence. No access to Dominica Drive. The maximum height of any sign on the property shall be 50 feet; Developer to pay for any improvements within the right of way deemed necessary to accommodate development that are not part of the Georgia DOT project and illumination and that talks about the lighting of the building signs. All the lighting facing Kingston Subdivision shall be directed down the building not outward. All freestanding lighting located within 100 feet of Kingston Subdivision shall be full cutoff lighting that does not shine into the Kingston properties. There shall be no more that 5 freestanding lights within 100 feet of the Kingston Subdivision. All other lighting shall be directed away from the Kingston Subdivision area. The maximum height of any structure shall be 55 feet. The site will meet all requirements for the Notice of Intent under the NPDES law with the State of Georgia including stormwater quality requirements and meet the conditions of the GA Department of Transportation. So it’s that last condition where specifically that will go, that will address some of the issues and concerns expressed by the applicant. From the planning standpoint we looked at the land use a piece of that because that’s what we were charged to do. We did have the Engineering Department present at the Planning Board Meeting and they are also here. They can talk a little bit more about the stormwater component of that but I can tell you that that will be subject for re-review. Ms. Davis: Okay, thank you, Ms. Wilson. Mr. Mayor, Mr. Ladson, could you maybe comment on that, that last piece because I know you want to hear specifically on that. Correct? Mr. Mayor: Mr. Ladson. Mr. Ladson: Mr. Mayor, members of the Commission, we actually looked at the plans. I actually took a look at them today and if you look at it site specific of course we’re going to go back and look at some of the stone wall issues to see whether they meet the current regulations and everything. But from what we’ve seen the water that’ll be coming off of the off of the site would actually go into a retention pond a proposed retention pond. And that water would actually be taken care of. Then the flow rate would actually be reduced and as a matter of fact it’ll be less than what was actually going off of the site. So the stormwater with the current plans we see is being taken care of. Now I think some of the issues may be of concerns on Marks Church Road I do want to make a comment. I note that we do have a project, a Marks Church Road Project binding that project will entail take into consideration drainage, urban gutter, traffic and everything else. So and that project is schedule to be bid in May of this year. So a lot of the stormwater issues should be taken care of on that project. There also will be a proposed bridge on that project also. Like I said we will go and make sure that the all the current regulations as it relates to EPD and EPA are met. Mr. Mayor: Okay. Commissioner Guilfoyle and then Commissioner Williams. 6 Mr. Guilfoyle: Yeah, basically, Abie, I was going to ask you to come up. Mr. Mayor, he had beat me to that punch line. I just wanted to make sure that the gentleman’s problem is resolved or we don’t impact it anymore or any worse that what the current conditions are. Have you been out to his house? Mr. Ladson: I have not. I haven’t this is the first time I’ve seen it (inaudible). Mr. Guilfoyle: Okay. With the widening of Marks Church Road we should resolve any issues coming off our roadways and getting the water out of the neighborhoods into the --- Mr. Ladson: Yeah, they, I mean and actually Marks Church Road does have a lot of drainage issues currently. And all proposals we’ll take care of and address those issues. Mr. Guilfoyle: Thank you, Abie. Mr. Mayor: Commissioner Williams. Mr. Williams: Thank you, Mr. Mayor. I understand Mr. Forest was my old teacher and did a great job. Mr. Forest, I appreciate it. But I understand what he’s concerned and what he’s saying and Abie answered. Commissioner Guilfoyle brought it out the drainage problem is already there now. There’s already been some issues not just his house but the people that live back in there. And I’m for the development. I’m for moving forward with the growth. But at the same time we got to make sure that the residents that live in there are going to be taken care of. And I think you said there’s a project being to be let pretty soon for drainage and the retention pond you mentioned that the property that’s coming in the new area will have to be built for the additional drainage. Is that right? Mr. Ladson: That’s correct. The, any improvements and any increase in what they call impervious surface you would actually have to have a retention facility there to address the storm water. Mr. Williams: I just talked to (unintelligible) a few minutes ago, Mr. Mayor, and I told him people don’t trust the government. We’ve been told too many times what we’re going to do and we don’t do it. We’ve been told what we can do and what we can do but I don’t want anybody in that subdivision who invested in their homes to have to deal with something after we done approved something. So I guess my question is what can we do what can we make sure happens to make sure that he’s not going to be just left out there. Not him but those residents aren’t going to be just left there saying oh, it’s too late now. I mean we need to make sure. Mr. Ladson: What we’ll do is we’ll get his contact number and we’ll actually go out there probably tomorrow and see what his specific issues are and the residents around there and address those also. Mr. Mayor: Commissioner Smith. 7 Mr. D. Smith: Thank you, Mr. Chairman. Mr. Forest, you said earlier that somebody from Engineering or somebody from the government had been out there. Do you know who that was? Mr. Forest: Yeah I can, with this problem going on a long time even when the (inaudible) they put a retention pond there. I don’t know with kids (inaudible) I thought somebody might have gone in and changed. That water doesn’t go into a retention pond. We had to (unintelligible) he wasn’t an engineer at the time but that has been a problem on and on. And if you go back as far a (inaudible) right now I mean it’s like that. It really got worse when they while they were doing the expressway. You went through there (unintelligible) water doesn’t run uphill it runs downhill. And that’s where your big problems are (unintelligible). I’m not an engineer. I have some brothers but they don’t understand what’s going on. You need to get somebody to come in and check (inaudible). That’s all that water running down there. Mr. D. Smith: Yes, sir. All right. Thank you. Mr. Forest: All right. Thank you very much. Mr. Mayor: Okay, everybody, thank you. And moving forward do we have any additions to the consent agenda? Do we have any additions to the consent agenda? Okay, I know we have two additions to the agenda. Do we have unanimous consent to add these two agenda items to the agenda? Mr. Williams: Mr. Mayor, I don’t have any problem with adding but I need to know before I add these --- Mr. Mayor: Mr. Williams. Mr. Williams: --- I don’t understand what I’m adding. I mean before I can consent to that I’d like, somebody needs to tell me what we’re doing with it. Mr. Mayor: Okay who shared the, who was the chairman of the subcommittee? Mr. Lockett: I was, Mr. Chairman. Mr. Mayor: Commissioner Lockett. Mr. Lockett: We met in this chamber last week. All the Commissioners and the public was invited to the session. We went through January 2014 job descriptions for the Administrator. We went through it line by line to ascertain whether or not it should be changed. And there were some changes that were recommended and by the committee they were all approved. And the HR Director was tasked with getting with the General Counsel to have the general counsel take a look at it and to make they were in complete compliance with the law. The General Counsel was directed to work over the weekend to make sure it was done so it would be back to us today because we cannot turn information over to a headhunter to get a replacement for our former Administrator until this has been accomplished. There were not any 8 major significant changes made with the job description as opposed to the old job description. So what we’re basically asking for today is the approval of the governing body to approve this job description so that the HR Director will be able to get in contact with a headhunter that’s already been selected so we can go through the recruitment process of getting a new Administrator on board. Thank you, Mr. Chairman. Mr. Mayor: Thank you, sir. Commissioner Williams, you okay with it? Mr. Williams: Mr. Mayor, I thought when we when the committee or subcommittee or whatever was put together was going to discuss I didn’t have an opportunity to come. I chose not to. I wasn’t present and didn’t have no problem with that. But I thought we was going to discuss and come back to the committee from what my understanding was so anybody else that wasn’t there would have the input. I didn’t know we could call a subcommittee and then at that point decide we’re going to do something through the subcommittee and not bring it back to the committee. So that’s what I was looking for. I was thinking that we was going to bring it back anybody could, I mean it’ll take six votes to go up or down with it but I thought we would at least have an opportunity you know after the subcommittee I guess met and brought it back. But now it came to the full commission. I really don’t have any heartburn’s with it. I’d just like for everything to be put on the table so we all know at the same time versus and he said some minor changes were made so. Mr. Mayor: Okay and, Commissioner Fennoy, I’m going to get you in a second. But there would be the opportunity if we go ahead and add them to the agenda for you to ask those questions what changes were made by the chairman of the committee. Does that sound good with you? Mr. Williams: I don’t have no problem. Mr. Mayor: Okay. So we will add those two. Commissioner Fennoy. Mr. Fennoy: (inaudible). Mr. Mayor: Unanimous consent? Mr. Fennoy: Unanimous consent yes. Mr. Mayor: Okay, well, I recognized you. Mr. Fennoy: I’m sorry. One of the things I would like to have done is take a look at the new job description and compare it to the old job description. There’s some concerns that I had that were not addressed I don’t think it was addressed in the old job description. I don’t know if it’s been addressed in this job description or not concerning the Administrator’s ability to give raises, the Administrator’s ability to hire and fire. So I would just like to refer this back to committee so that whatever concerns that I may have to be addressed. 9 Mr. Mayor: Okay, so it sounds like we don’t have unanimous consent. Commissioner Lockett. Mr. Lockett: Mr. Mayor, I don’t have a problem with this going back to committee however the only thing we were asking for is to have unanimous consent so we can talk about it today. If we talk about it today we may find there is a need to go back to committee. But there again if we talk about it today we may find that there is no need for it to go back. But we must also keep in mind that the longer it takes for us to get this approved the longer we’re going to be able to initiate a search for a new Administrator. Mr. Mayor: Okay. Commissioner Fennoy, are you on board with that then or no? Mr. Fennoy: I’m not. Mr. Mayor: Okay. We don’t have unanimous consent so that will go back through committee. Okay do we have any agenda items to be pulled for discussion? Commissioner Mason. Mr. Mason: Yes, Mr. Mayor, I don’t, I just got a question that probably can be answered by, where is she the Planning? It’s on number five, Mr. Mayor. It’s just a question I have I think. Mr. Mayor: Ms. Wilson? Is Ms. Wilson in the house? Mr. Mason. Mr. Mason: Thank you, Mr. Mayor. Ms. Wilson, I had a question on number five on the Planning. And I just want to know the 2574 Tobacco Road exactly which, where are we talking about here. Or what’s currently there. Is this closer towards the Fort Gordon side or what are we? Ms. Wilson: If you can, I’m sorry we’ve got --- Mr. Mason: This is a request for --- Ms. Wilson: --- what’s the request --- Mr. Mason: --- for concurrence with the Augusta Georgia Planning Commission to approve going from B-1 a petition by Steve Collins to General Business. Ms. Wilson: Okay. Mr. Mason: Yeah. Ms. Wilson: Yes, it’s a request to so you’re asking if it’s on the fort, if it’s closer to the Fort Gordon side? 10 Mr. Mason: Yes, because I’m trying to because this is we’ve had some issues with some requests as it relates to liquor stores. And I’m just trying to make sure this one’s not coming through the back door. Ms. Wilson: This is a request if you know where the Circle K’s located? Mr. Mason: Yes. Ms. Wilson: They’ve got some vacant space there. Two things one the Circle K itself is a nonconforming use of the rezoning of this property. It brings that into compliance. And secondly the applicant is proposing to only add the liquor store as the additional use. So as far as whether it’s a back door way to come in --- Mr. Mason: Okay, so this is --- Ms. Mason: --- I’m not sure I understand. Mr. Mason: --- I just want to make sure I’m clear this is at --- Ms. Wilson: There’s some apartments or housing across the street. Mr. Mason: No, not Spanish Trace this is not, this is more on the --- Ms. Wilson: On the second (unintelligible). Mr. Mason: No, it’s past Morgan Road and Tobacco. It’s going --- Mr. Fennoy: Sand Ridge? Mr. Mayor: Sand Ridge. Mr. Mason: Yes, going in that direction. Ms. Wilson: Yeah, there’s a Circle K there. Mr. Mason: Well, they just put up a Georgia Bank and Trust deal? Ms. Wilson: Georgia Bank and Trust is located also on their site. Mr. Mason: And you’re proposing, they’re proposing a liquor store there? Is that? Ms. Wilson: They’re proposing to be, they want to be able to use the, to my understanding the I’m assuming it’s a vacant space for to add a liquor store, yes sir. Mr. Mayor: And you know bankers like to drink too. You good with it, Mr. Mason? 11 Mr. Mason: Yeah, but the thing is they’re holding $600 million dollars or our money and I don’t want to, yeah, I’m good. Mr. Mayor: Okay. Commissioner Fennoy. Mr. Fennoy: I have a question about item number three. Mr. Mayor: Ms. Wilson today is your lucky day. Ms. Wilson: I’m telling you. Can you tell me what the, what the request is for if you don’t mind. Mr. Fennoy: It’s for concurrent with the Augusta Georgia Planning Commission to approve with the following conditions. Mr. Mayor: Can you speak into the microphone? Ms. Wilson: Okay the National Science Center, yes, sir. Mr. Fennoy: No. Mr. Mayor: Number three? Mr. Mason: Oh three. I’m sorry. Mr. Fennoy: That’s on Sand Bar Ferry Road. Mr. Mason: Oh yeah. Ms. Wilson: Oh the tire recycling, yes, sir. Mr. Fennoy: They do something with tires down there now? Ms. Wilson: They currently do, they currently do. It’s a place where you can go and buy used tires and what they want to do is be able to enter into drop off tires. What they want to be able to do is take those tires in the back and get them ready for recycling. And that, those tires are shipped to a manufacturer who shreds them to be used for you know if you go to some place around you see that recycled tire materials being used. The fact that they are going to be sorting and putting those tires into bundles is what makes it a manufacturer or something that has to be a Special Exception for. Mr. Fennoy: Okay. Mr. Mayor: Commissioner Williams. 12 Mr. Williams: Thank you, Mr. Mayor. I had went down and looked at the facility and everything’s going to be done inside. Ms. Wilson: Everything’s going to be done inside, yes. Mr. Williams: So I mean it passes all of the hoops and everything so --- Ms. Wilson: Absolutely. Mr. Williams: --- I don’t see no problem with that. Mr. Mayor: Okay. Can we get a motion to approve the consent agenda? Mr. Mason: So moved. Ms. Davis: Second. CONSENT AGENDA PLANNING 1.Z-14-01 – A request for concurrence with the Augusta Georgia Planning Commission to approve a petition by Allean Moseby requesting a Special Exception to establish a Family Personal Care Home per Section 26-1 (h) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing .49 acres and is known as 1806 Claystone Way. Tax Map 152-0-602-00-0 DISTRICT 4 2.Z-14-02 – A request for concurrence with the Augusta Georgia Planning Commission to approve, with the conditions listed below, a petition by Ripal and Ripal, LLC requesting a Special Exception to establish an Extended Stay Hotel in a B-2 (General Business) Zone per Section 22-2(d) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 3.62 acres and is known as 1116 Marks Church Road. Tax Map 031-0-195-00-0. DISTRICT 3 The conditions are as follows: Use of property shall be limited to uses permitted under the present zoning (B-1; with conditions), or the following uses permitted in the B-2 (General Business) zone: Hotel, golf driving range, boat dealership, funeral home, new car dealership with incidental functions; parts sales, service, repair and used car sales, mini warehouses, extended stay hotel; A 50-foot undisturbed natural buffer adjoining Kingston Subdivision with an 8-foot tall wooden fence; No access to Dominica Drive; The maximum height of any sign on the property shall be 50 feet; Developer to pay for any improvements within the right of way deemed necessary to accommodate development that are not part of the GA DOT project; and Illumination: All building wall lighting on walls facing Kingston Subdivision shall be directed down the building, not outward; All freestanding lighting located within 100 feet of Kingston Subdivision shall be cutoff lighting that does not shine onto Kingston properties. There shall be no more than 5 freestanding lights within 100 feet of Kingston Subdivision; All other lighting shall be directed away from the area 13 within 100 feet from Kingston Subdivision. 7. The maximum height of any structure shall be 55 feet. 8. That the site will meet all requirements for the Notice of Intent under the NPDES law of the State of Georgia, including stormwater quality requirements and meet the conditions of the GA Department of Transportation. 3.Z-14-03 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the following conditions 1) the hours of operation for the tire collection and processing facility will be 9:00 a.m. to 6:00 p.m. Monday through Saturday and closed on Sundays and 2) all activities associated with the business will be conducted inside buildings on the property; a petition by CSRA Regional Tire Collection & Processing, on behalf of Mortgage Investors Augusta LLC, requesting a Special Exception in an HI (Heavy Industry) Zone to establish a scrap tire sorting & processing facility per Section 24-2 (16) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing 3.74 acres and known as 331 Sand Bar Ferry Road. Tax Map 061-1-072-00-0 DISTRICT 1 4.Z-14-04 – A request for concurrence with the Augusta Georgia Planning Commission to approve a petition by James B. Trotter, on behalf of the NSC Foundation Building Service Corp., requesting a Special Exception to establish a private school per Section 26-1 (b) of the Comprehensive Zoning Ordinance for Augusta, Georgia affecting property containing approximately 7.8 acres and is known as 159 A Craig Sims Parkway. Part of Tax Map 081-0-019-02-0 DISTRICT 4 5.Z-14-06 – A request for concurrence with the Augusta Georgia Planning Commission to approve with the following condition 1) that the use of the property be limited to a liquor store, gas-food mart, or those uses permitted by right in a B-1 (Neighborhood Business) zone; a petition by Steve Collins, on behalf of Venice Investments LLC, requesting a change of zoning from Zone B-1 (Neighborhood Business) to Zone B-2 (General Business) affecting property containing approximately 2.07 acres and is known as 2574 Tobacco Road. Tax Map 141-0-004- 05-0 DISTRICT 4 PUBLIC SERVICES 6.Motion to approve Augusta Public Transit’s purchase of maintenance equipment. (Approved by Public Services Committee January 13, 2014) ADMINISTRATIVE SERVICES 7.Motion to approve concept previously presented to the governing body relative to Augusta becoming an Age-Friendly Community. Communities participating must commit to a cycle of assessing and improving their age-friendliness. According to the federal Administration on Aging, by 2030, nearly 20% of the U.S. Population will be 65 and older. Communities that adopt progressive and forward thinking public policies and urban planning models will attract and retain more residents, provide varied business opportunities to serve the older population, their families and caregivers, and build infrastructure and policies that are friendly to all ages. An “Age-Friendly Community” encourages active and healthy aging. (AARP’s Network of Age-Friendly Communities) (Concept presented at the American Planning Association’s April 2013 Chicago Conference) (Approved by Administrative Services Committee January 13, 2014) 14 8.Motion to approve two (2) annual bid items. The items require Commission approval due to the fact that purchases on the individual items will exceed $25,000.00 per order. (Approved by Administrative Services Committee January 13, 2014) 9.Motion to authorize Submission of the 2013 Exhibit I and II’s Continuum of Care application to HUD and grant the Mayor the authority to execute all forms associated with the application, which also include Submission of the Follow-up Technical Submission Application, Renewal Grant Agreements and Annual Progress Reports (APR). (Approved by Administrative Services Committee January 13, 2014) 10.Motion to approve Fix and Publish the 2014 Qualifying Fees for Local Offices. (Approved by Administrative Services Committee January 13, 2014) 11.Motion to approve tasking the Mayor or Administrator with writing a letter to the AARP state office indicating Augusta’s commitment in becoming an Age-Friendly Community. (Approved by Administrative Services Committee January 13, 2014) 12.Motion to approve tasking the Mayor with preparing a resolution that reflects Augusta’s intent to initiate the process of qualifying as an Age-Friendly Community effective January, 2014. (Approved by Administrative Services Committee January 13, 2014) PUBLIC SAFETY 13.Motion to approve the selection of Southeast Utilities of Georgia Inc. to install fiber optic cabling in response to Bid Item 13-173A. (Approved by Public Safety Committee January 13, 2014) 14.Motion to approve accepting Homeland Security Grant of $20,000 and authorizing the Mayor to execute acceptance documents. (Approved by Public Safety Committee January 13, 2014) 15.Motion to approve renewing Lease between Augusta, Georgia and Unitarian Universalist Church of Augusta for Fire Station 9. (Approved by Public Safety Committee January 13, 2014) 16.Motion to approve a request from the Richmond County Sheriff’s office (RCSO) to use funds from its asset forfeiture funds to purchase 6.45 acres from the State of Georgia Surplus Property Commission to use for an annex to the RCSO South Precinct. (Approved by Public Safety Committee January 13, 2014) FINANCE 17.Motion to approve the replacement of 1 mini pickup truck for Recreation Department – Riverwalk Division. (Approved by Finance Committee January 13, 2014) 18.Motion to approve property insurance coverage for 2014 offered through Affiliated FM, current carrier, for a premium of $428,000 for full blanket coverage including terrorism coverage and limited flood coverage. (Approved by Finance Committee January 13, 2014) ENGINEERING SERVICES 15 19.Motion to approve award of Design Consultant Contract to Civil Service, Inc. (CSI) th in the amount of $132,811.62 for 11 Street Bridge over Augusta Canal – Bridge Repair and Restoration, subject to receipt of signed contracts and proper insurance documents as requested by AED. (Approved by Engineering Services Committee January 13, 2014) 20.Motion to authorize condemnation to acquire title of a portion of property for permanent easement and temporary easement, (Parcel 053-0-035-01-0) 3734 Belair Road. (Approved by Engineering Services Committee January 13, 2014) 21.Motion to authorize condemnation to acquire title of the entire parcel, (Parcel 087- 2-123-00-0) 2043 Walnut Street. (Approved by Engineering Services Committee January 13, 2014) 22.Motion to authorize condemnation to acquire right of way, permanent construction and maintenance easement and one temporary driveway easement (Parcel 227-0- 035-00-0) 4755 Windsor Spring Road. (Approved by Engineering Services Committee January 13, 2014) 23.Motion to approve award of Bid Item 13-196, Front Load Services, to Inland Services. (Approved by Engineering Services Committee January 13, 2014) 24.Motion to approve contract award to HDR Engineering, Inc. for Leak Detection Services (Phase II) in the amount of $199,700.00. Request for Qualifications RFQ #11-080. (Approved by Engineering Services Committee January 13, 2014) 25.Motion to approve construction contract award to Blair Construction in the amount of $1,716,796.40. (Approved by Engineering Services Committee January 13, 2014) 26.Motion to approve the award of Bid Item 13-224 to Augusta Quality Lawn Care for vacant lot cutting and cleaning services. (Approved by Engineering Services Committee January 13, 2014) 27.Motion to approve the ESD to hire a Heavy Equipment Supervisor above the entry level. (Approved by Engineering Services Committee January 13, 2013) 28.Motion to approve refunding the solid waste fees for the period 2009 to January 2013 and refunding half of the fees for the period June 2013 to the present in association with a request from Ms. Barbara Coping relative to property located at 1615 Cornell Drive. (Approved by Engineering Services Committee January 13, 2014) 29.Motion to approve proposal from McKim & Creed to perform flow monitoring analysis of the former combined sewer basins. (Approved by Engineering Services Committee January 13, 2014) 30.Motion to approve CSX 748015 Facility Encroachment Agreement. (Approved by Engineering Services Committee January 13, 2014) 31.Motion to approve CSX 755045 Facility Encroachment Agreement. (Approved by Engineering Services Committee January 13, 2014) 32.Motion to approve an Easement Deed from the State of Georgia for an easement on the State Medical Prison property. (Approved by Engineering Services Committee January 13, 2014) 33.Motion to supplement Augusta, Georgia’s existing contract with URS Corporation for the development of the Advanced Transportation Management System (ATMS) Master Plan Update to include design services for implementation of the following ATMS projects identified in the Transportation Investment Act of 2010 (aka, TIA, 16 TSPLOST) and in the final master plan update: Richmond County ITS Master Plan Vehicle and Transit Preemption System (RC07-000137). The fees for these services will be $499,937.01 and $249,900.63, respectively ($749,837.64 total) as requested by AED/TE. (Approved by Engineering Services Committee January 13, 2014) PETITIONS & COMMUNICATIONS: 34.Motion to approve the minutes of the regular meeting of the Commission held January 7, 2014 and Special Called Meetings held January 7 & 13, 2014) APPOINTMENT(S) 35.Motion to approve the reappointment of Crystal Eskola to the Augusta Canal Authority representing District 6. Mr. Williams: Mr. Mayor, I had one item. We didn’t get to pull did we? Mr. Mayor: Yeah, that’s what we were doing? Mr. Williams: I’m sorry, I mean we got to talking about those items somebody had a question with but I’d like to get a question and answer on 26. Ms. Wilson: Is that me? Mr. Mayor: Do we have somebody that can, no that’s not you. Do we have somebody to speak to agenda item number 26 the motion to approve the award of bid item 13-224 to Augusta Quality Lawn Care for vacant lot cutting and cleaning services? Mr. Johnson. Mr. Johnson: Yes, sir, what’s the question? Mr. Mayor: Mr. Williams. Mr. Williams: The question is Mr. Johnson we’ve been bidding this out for some time but last we talked about this particular item and one similar to this. And I don’t know when a lot had been cleaned or how many for this type of money that we’re paying out. I’ve seen the backup in the back it talked about how much if you looked at it as weekly how much we’d be paying some $4,000 dollars. Is that right? And I’m trying to get it up here now. How many lots do we do? Mr. Johnson: The --- Mr. Williams: How do we know when it’s done? Mr. Johnson: Right now we’re doing about 213 lots a month. That’s inclusive of our staff and contract staff and that contract staff does 51%. 17 Mr. Williams: I just need the contract. I don’t want to mix the apples and the grapefruits all together. They’re going to come out wrong. I’m just talking about this particular item as far as how much money we’re spending on this contract which is a separate contract and how many lots and how often are those cleaned for what we’re paying here. Mr. Johnson: I can give you historical figures. I can’t tell you into the future. I can tell you that roughly about 110 lots were cut per month by the contract crew at 100 ‘ish’ thousand dollars in the last contract period. Mr. Mayor: Are you finished, Commissioner Williams? Mr. Williams: No, sir, Mr. Mayor, he hadn’t told me anything yet. He talked about ‘ish’ and I ‘ish’ all the time but I don’t understand what, what I guess what I’m asking is if we’re going to bid out a 100 lots or 200 lots or how many we’re going, we ought to know what we’re getting for that money. You telling me you don’t know what they’re cutting. You’re adding up what the city cuts and what they cut all together. I just need to know for the amount of money I’m trying to make sure that we’re doing it the best way and the most cost effective way. Mr. Johnson: Okay. Let’s talk about methodology for a minute. When we tear down houses we put together a package of five houses and make bid on that package. And that provides a net result of what the cost is. When we release this package because a vacant lot th could be an acre it could be a 10 of an acre so number of lots doesn’t quantify. So what we do is time and labor contract. So we provide them work orders on a per day basis they take pictures before they perform the service they take pictures after. Mr. Williams: So you got no way of knowing whether they’re large lots two acre lots or small lots or a piece of a lot or not a lot at all. You got no way of know that. That’s all I’m hearing. But the amount of money we know what that is. But we don’t know what the lots size contain whether it’s a half acre like you said whether it’s 20-feet. We get a bill from some contractor who says that we did ‘x’ amount of lots and this is what you should pay us. And I don’t think that’s a way a business ought to be ran I mean, Mr. Mayor, I can’t approve this one. I can’t support that. We had the same conversation last year about how many lots --- Mr. Mayor: I’ll give you another two. Mr. Williams: --- we’re cleaned and we didn’t get an answer we got the same song we got today and ain’t nobody dancing I don’t think. Mr. Mason: You’re the best dancer. Mr. Williams: I love it. I love it. Mr. Mayor: Okay Commissioner Fennoy then Commissioner Lockett. Mr. Fennoy: Yes, Mark, this is one of mine, one of my biggest concerns is last year when you first brought the lawn contract before the Commission. And I have had an opportunity 18 to see some of the lots and you said that, my concerns was how many lots were going to be cut and you said it was undetermined. Well some of the lots that I saw is a whole corner. And some of the grass was seven/eight feet tall. And then some of the lots were a lot where there was a shotgun house. And it was just that from front to back and then some of the lots had not been cut in so long they actually had somewhere between trees that were actually growing over there growing up in that lot that had to be cut down as well. I mean I understand Commissioner Williams’ concern and it’s a real valid concern but I think when I looked at some of the lot issues in District 1 then it’s just hard to tell how many because some of the lots it had tires and furniture and a whole lot of stuff on it that impeded the cutting of the lot. I understand his concern but I understand yours also. I think it would be helpful if we just ride through the neighborhood and take a look at some of the lots. Yeah, I think the Mayor have and I got pictures in my car of the situation. Mr. Mayor: Sounds to me like in a nutshell we’ve got lots and lots of different types of lots. Mr. Mayor Pro Tem. Excuse me Commissioner Lockett the Mr. Mayor Pro Tem. Mr. Lockett: Thank you, sir, I appreciate it. Mr. Johnson. Mr. Johnson: Yes, sir. Mr. Lockett: We’re in the 21st century now and I know that in order for us to look at a property we don’t have to physically go there and look at it. I know the Board of Assessors has all the lot sizes and so forth. My question to you first of all is how do you become aware of the fact that a lot needs to be cleaned? Mr. Johnson: One of two methods. It either comes in through 311 where a complaint’s been generated or my staff who are out there in the field identify it as something that needs to be done. Mr. Lockett: Well, then how do you become aware of the fact of what actually has to be done at this particular location? Mr. Johnson: When a work order is received based on the information received from 311 sometimes we can figure it out. Other times we’ll send a supervisor out there and identify which types of assets. If it’s a lot of big overgrowth that may be a county supported service with big assets, tractors. If it’s already been cut and cleaned once and it’s more of a maintain where it’s 14/15 inches tall will send a contract crew. So it really is dependent on what’s there. In other cases we’ll send the inmate crew. So it’s about finding the right asset for the job to accomplish it the most effective way possible. Mr. Lockett: With the people that are on the contract how do you determine how much they should be paid. I think you mentioned the fact of hours. I believe you said that early on. Mr. Johnson: The way we’ve got it configured is its 40 hours to a week and then we allocate them work orders until they reach that cap per week. 19 Mr. Lockett: Okay. So how did you know and I think Commissioner Williams asked this how can you verify that they have indeed done the work and it took the amount of time that they indicated? I know you said there was before and after pictures. But the before and after picture tells you what it looked like before the work was done and what it looked like when the work was completed. But it doesn’t tell you how long it took. Mr. Johnson: We have a log that tracks how long each activity took and then we actually input that against the work order so we track their performance and their productivity. That’s how we knew last year they did 51% of the work load. Mr. Lockett: Okay, so there is indeed oversight. Mr. Johnson: There is. Mr. Lockett: Thank you very much. Thank you, Mr. Chairman. Mr. Mayor: Okay. Mr. Mayor Pro Tem and then Commissioner Donnie Smith. Mr. Johnson: Thank you, Mr. Mayor. Mark, is this more of a time and material type contract? Mr. Johnson: If we pay them for the hours and the resources that they provide. Mr. Johnson: And the reason why I’m asking is because sometimes when you can’t specifically state how many lots or how many properties there’re going to be maintaining you do it based on time and material because it’s just as Commissioner Fennoy talked about some lots may be much worse than others and it’s going to take more equipment, more time to adequately address that particular lot. Then you have to basically deal with them from time and material aspect. So I just wanted to kind of get a better understanding and I’m thinking this is what you’re really saying based on what you explained to Commissioner Lockett that it’s based on the time and the guess the materials whatever’s used or manpower if you will to adequately address the lot and get it taken care of. So I just wanted to make sure we had a good understanding of that. Mr. Johnson: That is correct. Commissioner Fennoy summed it up best, there’s some that are half acre, there’s some that are shotgun. There’s some that are 14 inches there are some that are 7 feet. It’s just depending on what’s there on that given day. Mr. Johnson: Right. Okay. Thank you, Mr. Mayor. Mr. Mayor: Commissioner Smith the Commissioner Guilfoyle. Mr. D. Smith: Thank you, Mr. Chairman. Mr. Johnson, all this grass cutting business, do we ever charge anybody for this service other than us paying it from the taxpayers? Do we ever charge any of the property owners for what we have to do to clean up their neglect? 20 Mr. Johnson: Yes, sir. The ordinance was modified last year where it became an environmental fee. So when we perform that service the time, the disposal and the activities associated is added to their solid waste fee and is applied on their tax bill at the end of the year. Mr. D. Smith: So we do collect some money back. Mr. Johnson: We bill, I don’t know about the receivables. That is we put it on there and it goes through the tax collection process Mr. D. Smith: Thank you. Mr. Mayor: Commissioner Guilfoyle. Mr. Guilfoyle: Thank you. Mark, I was trying to understand some of my colleagues questioning. Actually 85% of this lot cleaning is used in Districts 1 and 2. Mr. Johnson: Correct. Mr. Guilfoyle: You went from 51 ½ lots in 2010 per month to 213 in 2013 per month. Mr. Johnson: Correct. Mr. Guilfoyle: It’s based off a 40 hours based $280.00 dollars, $55.00 dollars per crew hour and they pay the workman’s comp insurance and gas, equipment and all. Mr. Johnson: I didn’t do the math but they pay the work comp insurance and have all the liability associated yes. Mr. Guilfoyle: And we don’t pay them unless a purchase order’s generated or job order and completion once one of employees checks it. Mr. Johnson: Correct. Mr. Guilfoyle: I think that’s a very fair way of doing business especially when we don’t take all the responsibility as an employee is to get hurt they do and a lot of grass is getting cut four times the amount of what it was three years ago, four years ago now. Thank you, Mark. Mr. Mayor: Okay, Commissioner Fennoy. Mr. Fennoy: Mr. Johnson, will this contract satisfy the needs of Richmond County as far as cutting lots next year? Mr. Johnson: Probably not. Define meet. How much water are we going to get --- Mr. Fennoy: Well, based on based on the amount of money we spent last year. Do we still have lots that needed cutting that went uncut? 21 Mr. Johnson: Yes, sir. There were lots that should have been cut that did not or the frequency was not appropriate. We may have cut it once in a year and it should’ve been cut twice. Mr. Fennoy: And I guess my last question is do you have a solution? Are sure that the -- - Mr. Johnson: That’s a product of resource so the more money we put at solving the problem the more resources we have. We’ve tried creative and innovative ways, spraying. There’s some risk and rewards with that. We’ve done chemical growth retardants to slow down the grass production. We’re still working with that. We’re using a DOT blend. We’re incorporating small add tractors which are less expensive than the skid steers. So we’ve used a variety of tools both internally and externally to resolve this issue the best we can. But it’s an ongoing process. I think the bigger avenue to address is the absentee landlords. The people who are not actually maintain the property. We need to get back to root cause and effect because we’re spending a lot of resources to do the same areas repeatedly. Mr. Mayor: Okay. Commissioner Mason. Mr. Mason: Thank you, Mr. Mayor. Mark, um, how are you prioritizing? I heard my colleague here say 85% of the lots that are cut are in District 1 and 2 and we know that there is a great need in both of those districts. However you could get in a situation where be it in 7, 3 or 6 may not be as many but the thought process is is that if we don’t take care of those we’ll starting building those up as well. So my question is then how are you prioritizing the lots that are being cut and what methodology do you have in place. Mr. Johnson: At this point in time we predominantly leave two sets of assets downtown and it’s based on need. So a lot of time as an example we may be in Hyde Park moving from Hyde Park to Marion Homes moving from Marion Homes over. We keep one or two inmate crews to do the outlining, the work order based or the on demand to address those issues. So the vast majority of our work is down here we don’t like to move those crews because it costs us so much time and resources. But we leave inmate crews then as needed they’ll pull a specific piece of equipment to get the job done. Mr. Mason: Okay, I just think, Mr. Mayor, that we need to first of all look at holding people accountable for these lots that we’re utilizing all these assets for. If in fact a rigorous program is put in place to get in contact with these owners so we certainly need to do a better job of that and that’s going to create if we can do a good enough job of that that we can certainly get 5, 10 15% you know people to do what they’re supposed to do. If we don’t get 100 that 15% less that we’d have to do and get you know put those assets somewhere else. Mr. Johnson: That was one of the motivations in changing the fee structure when it was under License and Inspection. You actually had to wait to reclaim your money until the lien was satisfied and the property sold. By us putting it on as a fee earlier it allowed us to recoup some of those funds earlier and incentified those to help themselves. 22 Mr. Mason: So is it possible then that let’s say for instance you go out and you do one of these lots that somewhat ought to actually be doing and is it possible whatever that cost is to send a notice or summons to that property owner for reimbursement for what we spent to actually cut their grass or trim their lot. Mr. Johnson: We’re actually taking it a step further. We’re actually applying the fee to their bill and sending it out with their tax bill. Mr. Mayor: Commissioner Smith. Mr. D. Smith: Thank you, Mr. Chairman. Mr. Johnson, I want to ask you a question and I’m pretty sure you’re not going to be able to answer this but I want to find out. If the Tax Commissioner says that the piece of property is worth $3,500 dollars or $4,500 dollars and we send them a bill for $500.00 dollars for cleaning a lot twice the Tax Commissioner’s office are they aggressively trying to recoup that or is that taking a stance that it costs us more money to try to recoup the taxes in this levy that you placed on them then it’s worth? Mr. Johnson: I do not know the answer to that. Mr. D. Smith: All right. My second thought about that is, is there some way, we have a rather large Marshall’s Department that they can go out and cite people and bring their persons to the Magistrate Court and hold them accountable in the Magistrate Court? Mr. Johnson: Yes, sir. That is actively going on. Also License and Inspection does the same types of things in conjunction with what we do. Mr. D. Smith: Well, I would like to know and maybe our Administrator can follow up with the Marshall’s Office and tell me how many people got cited last year and was brought before the Magistrate Court for accountability. If you can find that out for me please, ma’am, I would appreciate that. Thank you, Mr. Johnson. Mr. Mayor: Okay, we have a motion that’s been made and properly seconded to approve the consent agenda. If there is no further discussion Commissioners will now vote by the usual sign. Motion carries 10-0. [Items 1-35] Mr. Mayor: Madam Clerk, on to the regular agenda. The Clerk: ADMINISTRATIVE SERVICES 36. Discuss the Augusta Law Department. (Requested by Commissioner Marion Williams) Mr. Mayor: Commissioner Williams. 23 Mr. Williams: Yes, sir, Mr. Mayor, I’m not, I’ve been advocating for quite some time about the decisions that we’ve been getting, how we’ve been getting them, how we got them, what has taken place in this government. Not just this year or last year but for the last few years I would imagine. We have had a County Attorney position, the Charter dictates that I think and a Law Department. I think we need to take a very close look at our Law Department. I need, I think we need to make sure that we’re getting the best representation that we’re supposed to get. I’ve lost my, I’m trying to choose my words carefully my belief is good in the Law Department as to what they’re doing and how they’re doing it. I think we need to make sure that we’re not just sitting here and paying for a service that we’re not getting. The other item coming up is really going to address that I guess as far as I’m concerned, Mr. Mayor. Maybe everybody else feels like the Law Department is working just fine. I’m not speaking for anybody else just myself. I just think that the Law Department is not doing the job that we are paying them to be doing and we’re not getting the services that we’re supposed to be getting. We’re not getting the representation that we’re paying for and I think there’s a disservice to this community Mr. Mayor. Mr. Mayor: Thank you, sir. Is there any further? Can I get a motion to receive this as information? Mr. Guilfoyle: Motion to receive this as info. Mr. Mayor: We have a motion. Do we have a second? Ms. Davis: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. If there’s no further discussion Commissioners will now vote by the usual sign. Motion Passes 10-0. Mr. Mayor: Madam Clerk, next agenda item. The Clerk: ADMINISTRATIVE SERVICES 37. No Confidence Vote – General Counsel. (Requested by Commissioner Marion Williams) Mr. Mayor: Commissioner Williams. Mr. Williams: Thank you, Mr. Mayor. This is follow up with item 36. I asked the Clerk to put a No Vote of Confidence in. I have gotten misleading information. We have sit here on this dias and had the General Counsel not to address issues. The General Counsel is not just in this room he’s in every room in this building not just him but the counsel itself from job description to everything else. From ruling, not ruling fairly I will say I won’t say favorably but 24 fairly. I remember we talked about last week when we had the meeting about the land issue that we’re dealing with over on Highway 56. We purchased a piece of land now we find out the land is contaminated. Now we find the land is on a wetlands that the School Board has invested money in. We just built a parking facility over on Reynolds that’s on somebody else’s property with a lien on it. We had no idea the Attorney did not step forward with that. We’ve been misguided several times. Commissioner Joe Jackson who is my friend made a motion at the beginning of last year to made a nomination to open and close it at the same time. The Attorney did not say a word. I corrected that myself. I don’t get paid the money he gets paid that’s just one of the small things. One of my colleagues on my left Mr. Lockett asked the Attorney who he worked for at one point. He didn’t give him the answer he got smart and said he worked for Richmond County. He works for this body. He may not like this body but he works for this body and he needs to respond to this body. His response was he works for Augusta Richmond County. And I guess in a sense that is true but Augusta Richmond County is not his supervisor we are his supervisor and he’s got level with you Mr. Mayor ten Commissioners and eleven with him. But those things have just gotten to the point --- Mr. Mayor: I’ll give you another two. Mr. Williams: --- I just cannot sit here and act like it’s not being done. We asked him to bring back a job description well not a job description I apologize. We asked him to bring back a process for our previous Administrator to transition him out and that never happened. Every week there’s some reason why it didn’t happen. I said to him he makes too much money. He don’t get that sick he’s got too much staff he’s got too much technology he could’ve gotten that stuff to us. We end up not having a transition period in effect because I won’t say he didn’t, couldn’t do it but and I don’t know whether he wanted to do it or not. I just know it didn’t happen. So that brought me to this point now with a No Vote of Confidence and that’s my opinion Mr. Mayor. And I’m going to hold him to that. Mr. Mayor: Okay. Thank you, sir. If there’s no further discussion can I get a motion to receive this as information? Mr. G. Smith: Motion made. Ms. Davis: Second. Mr. Mayor: Do we have a second? Mr. Williams: Mr. Mayor, hold it, wait a minute. I asked for a No Vote. I mean it’s got to be voted up or down. I don’t see where you receive that as information. Mr. Mayor: Commissioner Williams, but there was no affirmative motion made for a No Vote. Okay so, do I need to make an affirmative motion is that what you’re saying because it’s on the agenda saying there’s a no vote of confidence and that’s called for a vote. Now I’m not the parliamentarian he is because he makes that kind of money he knows better than I do I’m asking the question. 25 Mr. Mayor: Mr. Parliamentarian. Mr. MacKenzie: Well, first I’ll say I disagree with much of the information that was previously stated. We’ve discussed these issues before and many of those began before I was even employed in this particular job but to get to the procedural question there is something called a Recommended Main Motion in the rules which is the motion that is on the agenda that can be voted on. But if a substitute motion is made such as a motion to receive as information then the substitute motion would be heard first. Mr. Mayor: Okay is that a, the maker of the motion is that a substitute motion to receive as information? Mr. Williams: But, Mr. Mayor, can you tell me what happened to my main motion? I mean if the main motion leaves the floor --- Mr. Mayor: Commissioner Williams, but there was no motion made on agenda item number 37. Mr. Williams: The motion is on, it’s in the book Mr. Mayor. It was written --- Mr. Mayor: Mr. MacKenzie. Mr. Williams: The motion was written in the book. I didn’t have to make the motion, I can do that. Mr. MacKenzie: There’s a Recommended Main Motion can be voted on as it reads in the book or if someone makes another motion then the other motion would be voted on first. If it fails then the Recommended Main Motion would be voted on. Mr. Mayor: Okay, so the maker of the motion would you like to amend you motion to make it a substitute motion to receive as information. Mr. G. Smith: Yes. Mr. Mayor: Okay. We have a substitute motion on the floor to receive as information. Commissioners will now vote by the substitute sign of voting. The Clerk: Who seconded it? Mr. Williams: I don’t know. Who seconded it, Nancy. I guess nobody seconded it. Mr. Williams votes No. Motion Passes 9-1. Mr. Mayor: Madam Clerk, on to the next agenda item please. 26 The Clerk: APPOINTMENTS 38. Appoint members to the Urban Redevelopment Agency (URA) of Augusta. Mr. Mayor: Mr. Plunkett. Mr. Plunkett: Mr. Mayor, members of the Commission, before us is still the issue of filling five positions of the Urban Redevelopment Agency. The Mayor would be party to make nominations and the body would vote on that. Currently we have five members three of which do not wish to serve again. Two have said they would serve again. That is James Kendrick and Betty Beard and we just need some names and vote and we’ll be happy to do that. Mr. Mayor: Commissioner Smith. Mr. D. Smith: Thank you, Mr. Chairman. I don’t really know how to proceed. I sent out an email to my colleagues back several months ago asking for people’s names that we might consider as a body. And I only got a response from Commissioner Mason and I think one more. So I don’t really know how we should, should we throw out some names now Mr. Plunkett and vote on each one of them individually or how should we proceed? Mr. Mayor: Well, and let me say too that Jim and I had had some discussions, I know, about rather than naming individual names naming positions. Mr. Plunkett, would you? Mr. Plunkett: Yes, sir. What I’ve suggested in the past in these conversations is the body indicated its desire to have a fair amount of oversight and control over the body. And so at different times I’ve suggested that possibly remain at five members but have two at large and possibly members from this body. For instance one person from one of the Super Districts one from the other Super District and possibly a person from this, either the Mayor or Mayor Pro Tem, Administrator, Deputy Administrator so this body would have that. The Mayor under the statute actually makes recommendations and I would suggest possibly a guideline or a policy that you could deviate if you so saw fit but that would give the Mayor some indication of who to possibly suggest. I’m happy to keep going with any type of suggestions you all may make but it really needs to be from this body who ya’ll want to serve but obviously a desire to have some oversight in the participation of that board. I think Mr. Kendrick and Ms. Beard having said they would be willing to service would be great for positions four and five but we still need positions one, two and three. Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: I’d like to make a motion that the Mayor with input from the Commissioners come back to our next committee meeting with names of people to appointed to the Urban Redevelopment Board. Mr. Mayor: Okay, we have a motion. Is there a second? 27 Mr. Johnson: I’ll second that. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioner Mason then Commission Williams. Mr. Mason: Thank you, Mr. Mayor. And certainly this is no disrespect towards you or your position there but this is a Commission function the way that it’s set up as far as I’m concerned. And I believe that this Commission should make the decision on who will serve and who will not that’s to include those two that you named that we may not want to serve or we may want to go in a different direction. But I believe that it’s this body’s inherent responsibility to get you those individuals to serve on that board be it five individuals or be it eight or ten one from each district. Whatever we decide we can do that from this body and decide on a number and how that’s done. Is that not correct? Mr. Plunkett: That is correct, sir. And I meant no disrespect. What I was saying is I felt the question was being posed to me as suggestions of people’s names and I was saying two people that are currently serving indicated they’d like to serve. Mr. Mason: Sure, sure. Mr. Plunkett: But I would be happy for ya’ll to name any five people so long as they live in Richmond County we are good to go. Mr. Mason: And I’ll say again it does not necessarily have to be five. I just want to make sure that we’re clear on that. Mr. Plunkett: You could change that. Currently it’s set up as five. Mr. Mason: Right, okay, and so my last part of that is, is that a good faith effort was made by Commissioner Smith to put this out several months ago. There are several of us that responded there’s several of us that didn’t. If we’re going to get serious about getting this board together we’re going to have to do our inherent responsibility as a Commission body and come up with some names. And if either one decide it will be five and then we’ll get names and we’ll determine from those names what five it’ll be come to some consensus or we’ll make a determination of how we’ll go about doing that. But I don’t want to delineate that responsibility to the Mayor when in fact it’s this body’s responsibility to get that done. That’s my opinion on that. Mr. Plunkett: I believe in the code the Mayor makes recommendations and the body (inaudible). Mr. Mason: That’s all he can do, that’s correct. Mr. Mayor: And --- Mr. Mason: And we want to give him some recommendations to make. 28 Mr. Plunkett: That would be, I would just love keep not coming back up here on this agenda item (unintelligible) Mr. Mayor: Do I sense a power struggle up here? Mr. Mason: No, no, no, no, I want to get more involved --- Mr. Mayor: Yeah working together --- Mr. Mason: --- in the process. Mr. Mayor: --- like I say if the statute calls for the Mayor, not Deke, but the Mayor to make recommendations but who’s the Mayor to work with the body because you guys have to approve the recommendations. So there’s a check and a balance there. Commissioner Smith. Oh excuse me Commissioner Williams then Commissioner Smith then Commissioner Lockett. Mr. Williams: Thank you, Mr. Mayor. Jim, I’m like Commissioner Mason you mentioned the Super District the Commissioner made may have a point and whatever. The Mayor decides and brings five names or ten names or whatever names in that may not be the person that me as a Super District 9 would select. I mean it may be the same person but it may not be so I’m in compliance with Mr. Mason then I think that we ought to talk about it. Commissioner Smith he may try to get people to go in and commit those names but I think that’s a body decision that we need to make. Maybe borrow or use some of the resources or names that the Mayor has but I really think that the Super District Commissioner whether it be Commissioner Smith on that end of myself certainly should have an opportunity to place somebody whether it be one or two people on that board. Now I heard the word five. I mean unless there’s stipulation that demand we could only use five I mean I don’t want to get 25 for sure but I think we ought to decide on a number so the board can continue to function and we won’t have to worry about when two people out then we don’t have enough to do what we need to do. We ought to make sure there is enough when we put a board together or the rules of that board will be able to continue if it’s not but two or three people you know to attend. So I just want to mention that. But I the Super District Commissioners should have their input since we run half of this county and do that. Mr. Plunkett: Mr. Williams, I agree with you. What I was the Mayor just simply said that we had discussed this issue before. I was sharing with you some of the ideas that I had thrown out as possibilities. I’m certainly not trying to take the prerogative of this board away from them. It’s certainly I’m just trying to give ideas to get us past this current impasse. Mr. Mayor: And I would just recommend to prior to and then I’ll come back to you Commissioner Smith because this is a financing entity I think as we consider names it would good to consider people with the background in finance making or something to that effect. Commissioner Smith and then Commissioner Lockett. 29 Mr. D. Smith: I was going to say some of those names could probably be eliminated based on that. Mr. Chairman, I was trying to formulate a motion a substitute motion but I don’t know how to get that done at this point given what our Super District Commissioner has said. So I’ll waive the floor. Mr. Mayor: Okay. Commissioner Lockett. Mr. Lockett: Thank you, Mr. Chairman. My only recommendation is to get someone that’s going to be willing to do what’s necessary to make this an effective committee. Finance background isn’t good. I’m eligible to be Administrator because of my background but we need to take the friendship out of it and put somebody in position that’s going to go out there and do, my colleague’s favorite expression do their due diligence to make sure this is a good thing. Don’t just put somebody’s name up there because it’s something they can add to their resume because this is a very important group people. They’re going to have a very important job to do and we need to make sure we put the best people in place. Thank you, Mr. Chairman. Mr. Mayor: And Commissioner Lockett I agree with you completely. I think we need people with the skill sets to serve on the board and not based on name alone. Commissioner Smith. Mr. D. Smith: Yes, sir, I’ll make the substitute motion now and see if we can get something moving with this. My motion is that --- Mr. Mayor: Substitute motion. Mr. D. Smith: --- substitute motion is that we combine District 1 and 2 to nominate somebody, Districts 3 and 4 to nominate somebody, Districts 5 and 6 to nominate one person, Districts 7 and 8 to nominate one person and the two Super Districts to nominate one person. That would give us five people that would force the Commission to work with the counterparts in the districts and it would give us five nominations. So that’s my motion. Mr. Johnson: Second. Mr. Mayor: Substitute motion? Mr. D. Smith: Substitute motion. Mr. Mayor: And let’s just to get those names together and submit them to the Mayor for recommendation. Mr. D. Smith: Correct, thank you, sir. Mr. Mayor: You guys can work it out. I’ll recommend it. Okay, we have a substitute motion that’s been made and properly seconded. If there’s no further discussion --- Mr. Fennoy: (inaudible). 30 Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: Those names have to come back to the full commission for approval or will once the combination that Commission Smith just mentioned be automatically accepted by the Commission? Mr. Mayor: It would have to come back before this board for approval. And I would ask Commissioner Smith to, go ahead. Mr. Fennoy: That being the case I think that if we go along with the plan that Commissioner Smith just suggested that we come back with an alternate in case one of the persons is not accepted. Mr. Mayor: Okay and to Commissioner Smith would your motion be to have this brought back to the next round of committee meetings? Mr. D. Smith: Yes, sir, I would make that part of the motion. Mr. Mayor: Okay, we have a substitute made that’s been and properly seconded. Commissioners will now vote by the substitute sign of voting. Mr. Lockett and Mr. Guilfoyle vote No. Motion Passes 8-2. Mr. Mayor: Okay Madam Clerk on to the next agenda item please. The Clerk: APPOINTMENTS 39. Consider a request from the Richmond County Hospital to appoint one from the following from the Active Medical Staff member position currently held by A. Bleakley Chandler, M.D. who is not eligible: Alexander H. MacDonell, III, M.D., 4 Tall Pine Court, Augusta, GA. 30909 James B. Kay, M.D., 810 Carriage Court, Augusta, GA 30909 Stuart H. Prather, III, M.D., 220 Edgewood Drive, Augusta, GA 30904 For the African American member position currently held by Mac Bowman, M.D. who is eligible for reappointment. Mac A. Bowman, M.D., 3404 Dunnington Place, Augusta, GA 30909 Sanford Lloyd, 711 Woodgate Court, Augusta, GA 30909 Terry D. Elam, 17 Park Place, Augusta, GA 30909 Mr. Mayor: Madam Clerk, is the bold names their first choice? The Clerk: Yes, sir, that is correct. 31 Mr. Mayor: Commissioner Mason. Mr. Mason: Thank you, Mr. Mayor. I don’t have any issue necessarily with the names that are bolded but I for one have an issue when we classify someone by their race. I’m not sure why for the African American we say for the African American member position currently held by Mac Bowman. What does that have to do with the price of tea in China that he’s African American? I mean I don’t, well I get that but why do we still have to do that at this point in 2014? Now do you say for the, I don’t know what the race is of the other person but is that, you know what I mean, is that relevant? Mr. Mayor: And, Commissioner Mason, I agree with you completely. I would think that it’s probably the organizations bylaws probably but I don’t disagree with you at all. Mr. Lockett: Mr. Chairman? Mr. Mayor: Commissioner Lockett. Mr. Lockett: Thank you, excuse me for speaking out like that but I would hope that we can get the General Counsel to get with this particular group to find out if that is a part of their bylaws then they definitely need to amend their bylaws because this is insulting to see this. Mr. Mayor: It’s 2014. Mr. Lockett: Yes, sir. Mr. Speaker: In some places. Mr. Mayor: In some places. Can I get a motion to --- Mr. Lockett: So moved to approve those that’s in bold print. Mr. Guilfoyle: Second. Mr. Mayor: Commissioner Smith. Mr. G. Smith: I can tell you I can speak firsthand about Dr. Mac Bowman. It doesn’t matter with me he’s a doctor. Mr. Mason: Oh sure. Mr. G. Smith: He doesn’t care what you call him but he is the best at what he does. He’s the best at what he does and he’s a tribute to that hospital over there. Mr. Mayor: He is a tribute to our community, I agree. Okay, we have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. 32 Motion Passes 10-0. Mr. Mayor: Madam Clerk, next agenda item please. The Clerk: OTHER BUSINESS 40. Motion to discuss Commissioner’s request for a copy of former Administrator’s Hard Drive. (Requested by Mayor Deke Copenhaver) Mr. Mayor: And we can probably I mean 40 and 41 are relatively the same. But I just wanted to procedurally when and to get the Attorney’s input on this. When a request like this is made does it have to come from and affirmative majority vote of the body or can it be an individual Commissioner’s request. Mr. MacKenzie: Sure, you know we’ve looked long and hard at this particular request and kind of analyzed similar requests made in the past. And I don’t think the Commission has set a specific policy relating to allocations of resources. And one thing I want to make clear from the beginning is a Commissioner has a right to request information and the public also has a right to request information. If it’s in the form of an Open Records request then certain information would have to be redacted out it which can have a cost. I think this is really a question of allocation of resources. How much resources does it take to comply with a request of this nature it’s and that’s something that IT can probably speak to the IT side of it. One of the difficult aspects with a request that is this broad is if there are documents on that and we’re redacting out information that may be privileged because it protects governmental information such as real estate records that are being discussed in legal. Things of that nature. Or personal information which the Open Records Act says we do not disclose. That is where there is a substantial cost that can be involved when you have thousands of documents and thousands of pages of documents and there’s a cost associated with printing those out before the attorneys can go through and redact that. And when you have a voluminous amount of information such as a request like this it gets to a point where it’s an allocation of resources. How much money does it cost them to do that and I know Tameka and I talked about that before this meeting. We really feel like for this particular one I know IT’s looked at the volume of information that’s on that we think that’s really a call for you all to make. How much resources do you want to allocate towards one Commissioners’ request to do something like this? And that’s why we’re asking for guidance on this. Mr. Mayor: Okay. Commissioner Mason then Commissioner Williams. Mr. Mason: Thank you Mr. Mayor. Whether this is Commissioner Mason’s opinion, whether I agree with the request or whether I don’t procedurally everybody up here has asked for something and have received it. And it took no motion to get it done or no unanimous or majority vote by any Commission member. So procedurally again whether I agree or not this is not relevant but procedurally we haven’t had to go through this for anything else. So I’m not sure why we’re even going through it right now. Donnie just asked for some information no 33 problem. Marion asked for information on salaries. We didn’t go through any whether you agree with it or not, I didn’t at that particular point but the point is he had the right to do it. And there was no motion taken or no vote taken on that. So what I don’t want us to do is to pick and choose depending upon the message or the messenger how we’re going to do business up here on this Commission. So to me we’re much ado about nothing and we will find the most cost effective way of making that happen. But to me there’s not a motion to take in this regard because everybody up here has asked somebody for something and received it. Mr. Mayor: Thank you, sir. Commissioner Williams. Mr. Williams: Thank you, Mr. Mayor. This is the type ruling I’ve been talking about. I mean it’s about finding a way not to do something. Like it or not I’m elected by the people. They gave me that opportunity to come in here and ask whatever question I need to ask. There’s you mentioned there’s legal information or something that we may have discussed in Legal. So far I’ve been able to go into Legal. I mean they may not want me in there, Sylvia, but I’ve been able to go into Legal so anything that happened in Legal I was there as well. I’m not looking for something to give out to somebody else but as an elected official, Mr. Mayor, I have that right as an elected official to request that type of information to know. And for the cost allocated with that it shouldn’t be a cost when it to one of us requesting the information. Now I’ve got no problem because we let that linger for all these years and went through all of this stuff we went through when it built up as much as it is. But now I could ask for some other history. I remember previously Commissioner Mason when I asked for one letter, I only needed one letter. A car went to Fleet Management with a busted headlight and came back with a new engine in it. I asked for the report on that and I got a stack of papers this high and all I needed was one piece of paper. So it’s the willingness of the body to do what is necessary and to get that information versus trying to cloud things up to make things difficult. Now I’m still requesting that information and my problem is why it’s not already done. I mean nobody said that the body had to vote on anything to request that from an elected official. So that’s my comments, Mr. Mayor, and I’d like to know why it had not been at least the process started already by now. Mr. Mayor: Okay and we’ll have a, an opportunity on 41 to discuss where the process stands now. Commissioner Guilfoyle then Commissioner Fennoy. Mr. Guilfoyle: Thank you. This question is for the interim Administrator. Ms. Tameka, as far as you over the IT as well why can’t we just let Marion go into Fred’s former office and let him go through the computer? Can he access that? Ms. Allen: He can actually access, the files that he’s talking about he may not be able to access. It depends on what we’re actually looking and it’s kind of where Andrew was getting at as it relates to the clarity of what the information we’re looking. As far as the actual data being pulled off of his hard drive that information was provided to the Law Department as requested on th the 10. That information was given to them and our normal process in which they look through it and redact and personal information that should not be you know provided out for public information. And that’s where that is currently Mr. Commissioner Williams. So that information has been submitted but there is some things that we may need to look at in regards to the amount of data that is actually stored there. When you ask us for a printable file the things 34 that we got back as it relates from the Law Department I guess in trying to interpret what’s actually being seeked or looking for. Some of those files are not even related to Mr. Russell but they’re an actually printable file and printable data. So we have to be a little more specific in what we’re looking for. As far as getting the hard drive that’s a ten minute thing for us to provide the copy of a hard drive because all we’re doing is copying exactly what’s on that physical hard drive. However if you’re getting into other specifics that’s what we need to know in order for us to give you an accurate time of how long it’s going to take for us to provide you that information. And I hope I’m not confusing the --- Mr. Mayor: Commissioner Guilfoyle has the floor. Mr. Guilfoyle: Tameka, as far as just any communication that’s coming into that computer directing a request for Fred’s response and Fred’s response back can you copy that from the hard drive for Mr. Williams instead of printing you know hundreds and thousands of pages out? Ms. Allen: If you’re talking about responses and I have one of the IT guys here today, Reggie Horne, who can address it a little further in detail. And I don’t want to just bore you with a lot of technical gibberish but what you have as far as Outlook and in our communications and what we all look at as far as emails and things of that nature that’s actually saved on our server as opposed to the physical hard drive. Now on the physical hard drive you may have a PST file which is archived by the respective user of that device that when you try to archive some of your information you say I want it to go on the C Drive which is actually located on the hard drive. That information may actually be on the physical hard drive whereas other email communication and things of that nature if not archived and saved on that physical hard drive would not be on the physical hard drive. Mr. Guilfoyle: So Mr. Williams needs to give you point of clarification on exactly what he wants in order for you to respond to him in a timely manner. Ms. Allen: Yes, sir, but as the request was originally stated Mr. Williams that request has been completed as stated. Mr. Mayor: Okay, I had recognized Commissioner Fennoy then Commissioner Williams then Commissioner Lockett. Mr. Fennoy: Ms. Allen. Ms. Allen: Yes, sir. Mr. Fennoy: From what I understand when a request like that is made you have to take that hard, I mean the information then maybe give it to the Attorney and find out what could be released and what can’t be released? Ms. Allen: Yes, sir. 35 Mr. Fennoy: Is there a dollar amount or cost associated with providing that type of service? Ms. Allen: The lowest hourly salary of an employee that can pull that actual data would be around $19.00 or so an hour. Mr. Fennoy: And what would it cost for the pull that information and for the lawyer to I mean how long does it take you to --- Mr. MacKenzie: Sure, it’s based on volume. I mean if the stack is this big then it’s going to take a long time. If it’s only a half an inch then it would take a lot less time. And we have to see also what the nature of the data is. If it’s real estate records from 20 years ago then that wouldn’t probably take us too long because there’s probably not going be confidential information in there. If it’s personnel files that were converted to PDS and there’s a bunch of those there’s a substantial amount of personal information that would have to be redacted for those. And it could take weeks. It could be a project so large we would have to hire additional staff to do that project and I’m okay doing that. I’m not saying we’re not willing to do this. The question of resources and we and because the request is so broad it’s going to cost a lot of resources to be able to even figure out the scope of it. And we’re just asking for guidance on that. Ya’ll want to, you have a rule that any Commissioner can ask for something like this no matter the resources unlimited or do you want to you know this is one we need some guidance from ya’ll on because it’s very broad. Mr. Fennoy: And I guess my last question is that if this request is granted as a Commissioner can I request that I get the hard drive from the Utilities Department and then the hard drive from the Procurement Department? I mean what is the, where does it stop at? Mr. MacKenzie: Any member of the public could ask for a copy of any of those hard drives but it would be subject to the redaction that I just mentioned which as a member of the public then they would file and Open Records Act request then they would have to pay the direct administrative costs associated with producing the records which means they would have to pay whatever it costs for all the time for the staff to go through and pull those records. They would have to pay for the time to review the records and redact all that out. And so normally there would be a fee associated with it. And the cost gets extremely high and it’s something a Commissioner asking for without wearing their commissioner hat not wanting to pay that cost then that’s something that gets into the resource room that we’re bringing it to you for. Mr. Mayor: Commissioner Williams. Mr. Williams: Thank you, Mr. Mayor. Regardless of what the cost is as far as the personal information and stuff that I was told that had to be redacted I understand that. I’ve got no problem with that. But the other stuff and I didn’t demand everything at one time. I haven’t got anything. I see the Attorney has gotten a copy of it already but I hadn’t received any not one stick of paper from any three that’s been cut down 20 years ago that got into the paper ream now. I hadn’t changed anything. So there is no time I didn’t put two weeks or a day or a month on it I requested that. Commissioner Fennoy said if somebody else requested it and they have a right to 36 request it because there’s no courthouse secrets. And we’ve been talking and we’ve been saying that. So expect to have the information when the information comes available and not just sit there and say what we can’t do and is that going to open a flood gate. The flood gate opened when you became a part of this government the flood gate was opened at that point. So I don’t want any personal information no numbers I don’t need no health issues. I’m talking about what has happened. Here we are now talking about we’ve got a Mayor’s election coming up which could clear up a lot of other stuff but there ought to be an internal audit done with every department head as far as I’m concerned. We’ll get a brand new Administrator comes in you’re going to start off from fresh we look at all of the stuff that went south on us that we didn’t do and we turn our heads and then we say oh I didn’t know that. So there ought to be not just that done but there ought to be an internal audit done in every department in this government because of what has happened in the past. Now I’m requesting information and I’m still requesting information. And I didn’t give him a timeline it don’t have to be tomorrow but I need that information. Mr. Mayor: Okay. Commissioner Lockett then Commissioner Smith. Mr. Lockett: Thank you, Mr. Chairman. In no way is this an attempt to diminish what my colleague has said but my concern is what is the purpose or intent of obtaining this information? What good is it going to do? The Administrator’s no longer with us but we do have the cyber command that we’re trying to make a part of us. We have a health center that’s trying to grow. We are constantly talking about economic development but we spend all this time talking about a hard drive relating to an event that happened years ago. I think and this is me as an individual Commissioner think we should concentrate on those things that’s going to benefit the people of Augusta Richmond County. And these things to me again as an individual is so trivial. Why don’t we do those things that’s going to grow this city? If we have small things take it to the department director take it to the Mayor or take it to H.R. and get that resolved because those people that we’re trying to bring into this community many of them are probably watching us right now and shaking their head and saying Lord have mercy what is it going to take to get Augusta Richmond County government of the right track. And there again some of you probably want to throw stones at me for saying that but I really want to see this community grow and I want us to work together. And let’s stop the nitpicking stop the small stuff. Thank you, Mr. Chairman. Mr. Mayor: Commissioner Smith. Mr. Smith: Yes, sir, this is from my colleague because I want us to try and get some put an end to this and get what information whatever but there’s ten, Mr. Russell worked for us for ten years. There’s ten years’ worth of emails, ten years’ worth of files that have been sent to him by perspective developers and so on and so on. So if I think if we could, Mr. Williams could narrow the scope about what it is that we’re looking for or he wants to know it would help because that’s what I think that Andrew’s asking. If we got to go through ten years’ worth of emails and the Law Department has to look at ten years’ worth of emails and ten years’ worth of personnel files at whatever we’re paying our lawyers per hour that is a significant amount of money. If there’s some way to shrink the scope of what and I don’t know if you know something that the rest of us don’t what you’re particularly looking for. I’m just seeking a way 37 to help the Administrator and our General Counsel find a solution to get you what you want and so we can move on to the next thing we’re going to work on if you can help him with that, Mr. Williams. Mr. Mayor: And, Commissioner Williams, I’ve recognized you twice but I will give you one more minute to help try to clarify that. Mr. Williams: Mr. Mayor, I met with you the other day and I told you I’ve been trying to work with you and I’m going to work with my colleague on my left. I’m going to cut half ten, five years off of that. Just give me the last five years okay? Is that what you wanted? Mr. D. Smith: I don’t care. Mr. Williams: I mean well --- Mr. D. Smith: I just want to help. Mr. Williams: --- I’m just trying to get to a reasonable and everybody’s making it seem like it’s so hard. But let me tell you something. When you’re dealing with this government you got to deal with all of it you just can’t deal with the parts you like. So if that’ll help with the last five I’ll cut it in half then. Mr. Mayor: Tameka, does that help? Ms. Allen: That helps but let me ask a little further question if I could. Mr. Mayor: Okay. Ms. Allen: Do you want just all of the Word Documents, emails, Commissioner Williams or can, what documents are you actually --- Mr. Williams: Everything on there not pertaining to health or personal information. I don’t need none of that. Ms. Allen: All correspondence even all email correspondence not necessarily the hard drive is not what we, exactly looking for. You’re looking for anything. Mr. Mayor: Okay. Everybody ready to move on? Tameka, what do you need from us? Ms. Allen: Just need the directive to proceed with providing Commissioner Williams with the requested data that he asked for and according based on the discussion it’s not a necessarily a need for the overall body because --- Mr. Mayor: Mr. Mayor Pro Tem. 38 Mr. Johnson: Thank you. I’m thinking based on information even what Commissioner Mason said earlier it don’t take any action from us because that’s his right to request it. I think what we were trying the whole issue is what information he needed and then be more specific. So I don’t think we need to take any action. I think we can just receive it as information. But as far as what he’s requested I think that’s between you and him and General Counsel in regard to giving him the information that he needs. But as I said before, I don’t think, you know, the request of the Commission is one Commissioner request so let that be known what it is. Mr. Mayor: Okay. Commissioner Mason. Mr. Mason: Well, you basically said it, Mr. Mayor, he’s made his request you look like you’re pretty clear on that. For 40 and 41 I really don’t see anything else for us to do. I mean I’m not even sure why it was put on the agenda to begin with. OTHER BUSINESS 40. Motion to discuss Commissioner’s request for a copy of former Administrator’s Hard Drive. (Requested by Mayor Deke Copenhaver) 41. Report/update from the Interim Administrator regarding the request of a copy of the former administrator’s computer hard drive. (Requested by Commissioner Marion Williams) Mr. Mayor: Can I get a motion to receive 40 and 41 as information? Mr. Lockett: So moved. Mr. Johnson: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. Motion Passes 10-0. Mr. Mayor: Madam Clerk, next agenda item. The Clerk: OTHER BUSINESS 42. Approve/adopt a resolution relinquishing the Augusta Commission’s approvals relative to the Augusta Regional Airport at Bush Field expenditures and contracts and forward to the Augusta-Richmond County Legislative Delegation. (Requested by Commissioner Joe Jackson) Mr. Mayor: Commissioner Jackson. Mr. Jackson: Thank you, Mr. Mayor. Since we didn’t do any pulled items today we just went straight from consent to the agenda. I wanted to pull (inaudible) the Public Service 39 Commission Monday to give that board ample time to look at the information that I’ve emailed and some that I’ve handed copies to so --- Mr. Mayor: Are you putting that in the form of a motion? Mr. Jackson: I’m putting that in the form of a motion to put it on Monday’s agenda. Mr. Grady Smith: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. If there is no further discussion Commissioners will now vote by the usual sign. Motion Passes 10-0. Mr. Mayor: With no further business to come before the body we stand adjourned. [MEETING ADJOURNED] Nancy Morawski Deputy Clerk of Commission CERTIFICATION: I, Lena J. Bonner, Clerk of Commission, hereby certify that the above is a true and correct copy of the minutes of the Regular Meeting of the Augusta Richmond County Commission held on January 21, 2014. _________________________ Clerk of Commission 40