HomeMy WebLinkAboutRegular Commission Meeting February 4, 2014
REGULAR MEETING COMMISSION CHAMBER
FEBRUARY 4, 2014
Augusta Richmond County Commission convened at 2:00 p.m., February 4, 2014, the
Hon. Deke Copenhaver, Mayor, presiding.
PRESENT: Hons. Lockett, Guilfoyle, Mason, D. Smith, Williams, Fennoy, Johnson,
Jackson, Davis and G. Smith, members of Augusta Richmond County Commission.
Mr. Mayor: I’d like to go ahead and call the meeting to order. And I’d like to call on Dr.
Mike Cash, Sr. Pastor, Trinity on the Hill United Methodist Church for our invocation. Please
stand.
The invocation was given by Dr. Mike Cash, Sr. Pastor, Trinity on the Hill United
Methodist Church.
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, if you could please come forward I have something for you.
Thank you for that wonderful invocation.
Mr. Mayor: Office of the Mayor. By these present be it known that Dr. Mike Cash, Sr.
Pastor, Trinity on the Hill United Methodist Church is Chaplain of the Day. For his civic and
spiritual guidance demonstrated throughout the community serves as an example for all of the
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faith community. Given under my hand this 4 Day of February 2014. Deke Copenhaver,
Mayor. (APPLAUSE)
Mr. Mayor: Madam Clerk, on to the recognitions.
The Clerk:
RECOGNITION(S)
Employee of the Month
A. Congratulations! Marsha Baskett, Administrative Assistant III, Solicitor’s Office as the
February 2014 Employee of the Month.
The Clerk: And I’ll read the letter for Ms. Basket. The Employee Recognition
Committee has selected Marsha Basket as the February 2014 Employee of the Month for the
City of Augusta. Ms. Basket is an Administrative Assistant III with the Solicitor’s Office where
she has been employed since May of 2010. She was nominated by Jill Downey Lawrence.
Marsha Basket gives 110% to every project. Her overall attitude, diligence, competence and
attention to detail are what makes her the cream of the crop. She not only assists the solicitor’s
office team with the daily operations of running court sessions, she has also taken on the added
responsibilities of handling the accountability court program. Ms. Basket has taken on several
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roles and performs them to the highest quality level. The Solicitor’s Office saves money by not
having to hire multiple employees to handle the work load. Marsha’s ability to recall cases, their
statuses and where to find the necessary information are always on target and instrumental to the
success of the department. Her productivity is beyond compare and having her involved in a
project greatly improves the quality of the output. When working in a stress-filled office with a
million things going on at once, it is easy to want to focus solely on your own work and what
you need to accomplish. This has never been something with which Marsha Basket has
struggled. Regardless of how busy she is, she steps up to help anyone in the office with
whatever is needed. Her internal customer service is invaluable to each member of the
Solicitor’s Office team, both personally and professionally. The Employee Recognition
Committee felt that based on this nomination and Marsha Basket’s service above and beyond we
would appreciate you joining us in recognizing her as the February 2014 Employee of the
Month. (APPLAUSE)
Mr. Mayor: And I have a letter for you as well. Dear Ms. Basket, on behalf of the City
of Augusta it is with great pleasure that I congratulate you for being recognized as the Employee
of the Month for February 2014. Your contribution to your organization 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. You
are truly an asset to the office of the Solicitor General and the citizens of Augusta, Georgia.
Please accept my personal congratulations on this wonderful award. You are truly deserving of
this recognition. Sincerely yours, Deke Copenhaver, Mayor. (APPLAUSE)
Ms. Basket: I just want to say that I’m grateful that my hard work has not gone
unnoticed.
Ms. Holland: Good afternoon. My name is Cindy Holland and I’m the Employee
Relations Training Manager. And this afternoon I am proud to announce that we have 17
employees with Years of Service awards. Fourteen of them have five to twenty years of service.
Three of them have twenty-five to fifty years of service, one of whom is with us this evening.
And that is Bo Harrison from the Recreation Department with 35 years of service.
(APPLAUSE)
Mr. Mayor: Madam Clerk, on to our delegations please.
The Clerk:
DELEGATIONS
B. Mr. David Dunagan, Richmond County Sheriff’s Department Citizens Advisory Board.
RE: Sheriff’s Department 2014 Budget.
Mr. Mayor: And if you could keep it to five minutes, please, sir.
Mr. Dunagan: Each of you, my name is David Dunagan. Each of you appointed a
representative to represent you and your district to newly created Sheriff’s Citizens Advisory
Board. Some of us like myself did not vote for Sheriff Rountree but we were still eager to serve
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our community. We all attended and graduated from the Citizens Police Academy which
allowed us to rotate through each department to gain an overview of the Sheriff’s Office.
Bottom line. The Sheriff, his command staff, general staff and all the peace officers that we
came in contact with have impressed us, but the proof is in the numbers. Overhead and in a
handout we have in front of you overall the staff show a 13% reduction in violent crimes and this
is within the year 2013, 11% reduction in total property crimes. Homicides were down 48% and
street robberies down 22%. Traffic fatalities were down 46%. This represents 21 saved lives.
21 people alive today because of that 46% reduction in traffic fatalities. I asked the Sheriff point
blank are you just lucky with these numbers for 2013? His response without physically injuring
me was that his systematic approach was showing predicted results. One example being the new
traffic division that was created. It’s headed up by Lt. Lampkin who is a former Georgia State
Patrol officer and I’m sure a former colleague of Commissioner and Lt. Donnie Smith. Yes,
more tickets have been written and more safety checks have been implemented. But folks are
getting the message – slow down and buckle up your children. I know I have. I’ve slowed
down. Other initiatives include the Intelligence Unit that was formed in order to gather data in
order to pinpoint and often predict crimes and crime areas. The gang task force was created. It
was created in order to monitor, track and aggressively suppress growth and the spread of gangs
in Richmond County. The Reserve Division was established. Currently 14 former county
deputies are donating 20 hours per month because they want to serve their community and they
believe in the direction that the office is going. The Community Service Division was
established to help foster a relationship between the community and law enforcement.
Community safety officers were implemented. These are non-certified officers but can still offer
a Sheriff’s Office presence at a much reduced cost at specific locations and events. Money. Last
year 75 sworn peace officers left the Richmond County Sheriff’s Office as it’s called now. This
had nothing to do with the new administration. The year before that under the past
administration 78 sworn officers left. Exit interviews that we were not privy to but we were able
to hear general conversations about seem to point that the primary reason for leaving this office,
the Sheriff’s Office, is all about money. Most like the direction of the agency but put their
families’ well-being first. Officers have not had a raise since 2006 and actually their net take
home pay has decreased every year except last year because of the medical premium cost. These
officers can make more money in surrounding agencies with a lighter work load and a safer
environment. We can’t blame them for leaving. Because of money only 33% of officers carry
tasers. Tasers save money. With the use of tasers, use of force declines. Therefore lawsuits
decline, workman’s comp claims decline and hospitalization costs decline. Tasers are a cost-
saving initiative. All officers need them. We are behind in technology. The computers are
outdated as well as the radio system. Most cars can’t even be GPS as a result of the outdated
technology. New programs coming but not limited to are body cams and zone managers. Cost
saving measures are being implemented now at the jail and more are coming in other areas. We
believe the Sheriff and his office are doing their part. Let’s not reduce their budget, continue to
give them what they need and let us continue to watch the results. Thank you, Mayor.
Mr. Mayor: Thank you, sir. Madam Clerk, next delegation.
The Clerk:
DELEGATIONS
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C. Ms. Irma Riddick regarding dilapidated/blighted house on Carrie Street.
Mr. Mayor: Is Ms. Riddick here? Okay Madam Clerk let’s move on to our consent
agenda.
The Clerk: Yes, sir. Our consent agenda consists of items 1-10. And for the benefit of
any objectors I’ll read the alcohol applications and if anyone has an objection would you please
signify your objection by raising your hand.
Item 1: Is a request for an on premise consumption Liquor & Beer license to be used for
the, at 2925 Peach Orchard Road.
Item 2: Is a request for a retail package Beer & Wine license to be used in connection
with Ethan Food Store located at 2940 Inwood Drive.
Item 3: Is a request for a retail package Liquor license to be used in connection with
Inwood Spirits located at 2940 Inwood Drive Suite B.
Item 4: Is a request for retail package Beer & Wine license to be used in connection with
Yeung Supermarket located at 1671 Olive Road.
Item 6: Is a request for an on premise consumption Liquor, Beer & Wine license to be
used in connection with Level 9 Sports Bar & Grill located at 3054 Damascus Road.
The Clerk: Are there any objectors to any of these alcohol petitions?
Mr. Mayor: No objectors.
The Clerk: No objectors apparently, Mr. Mayor.
Mr. Mayor: Okay, lady and gentlemen, do we have any additions to the consent agenda?
Commissioner Guilfoyle.
Mr. Guilfoyle: If the any of the members would not mind adding number 22 to the
consent. Number 9 and 24 is the same but I’d like to (inaudible) on that. I don’t know if
somebody has heartburn about number 12 but I’d like to put number 12 on the (inaudible).
Mr. Mayor: Commissioner Williams.
Mr. Williams: Yes, Mr. Mayor, I’d like to add 17 to the consent agenda.
Mr. Mayor: Commissioner Mason.
Mr. Mason: Yes, sir, Mr. Mayor, under Public Safety I’d like to add 20 and 21.
Mr. Mayor: Commissioner Jackson.
Mr. Jackson: Thank you, Mr. Mayor. Under Engineering Services I’d like to add 25 and
26 but 26 needs to have THC, Inc. It was in the backup documents but was deleted off the item
number 26.
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Mr. Mayor: So added to the consent agenda with that ---
Mr. Jackson: Yes.
Mr. Mayor: --- correction. Okay. Commissioner Williams.
Mr. Williams: Mr. Mayor, number 12 I need some clarity on that if I can before we just
do that. I’ve got no problem with the company selected and that kind of thing but I do have a
couple of questions.
Mr. Mayor: Do we have somebody that can speak to that issue?
Ms. Allen: Yes, sir.
Mr. Mayor: Ms. Allen. Commissioner Williams?
Mr. Williams: Mr. Mayor, I think this company I think was selected through the right
processes and all that but I’m still a little bit concerned about the land uses whether or not we are
fixing to do something with an area that’s been put on one side as a wetland and other things
have been said. So I need to know where we are with that. What ---
Ms. Allen: Yes, sir. As of yesterday afternoon I received the documentation from the
Board of Education specifying everything that was taking place on that property to make sure
that it was in condition that it could be utilized. I apologize I didn’t get that until late afternoon
hand delivered but it has all the documentation. I can get you a copy of that, Commissioner
Williams.
Mr. Williams: Okay, thank you, Ms. Allen, but my problem with voting for that and I
don’t want to throw the contractor under the bus but this (unintelligible). I need to see I think
because there’s been a lot of conversation about whether it was contaminated, whether it’s a
wetland and all this other stuff but we’ve been back and forth. And I thought sure when we put
this on the agenda we would have all of that worked out. If it’s not contaminated I mean I’ve got
no problem. I mean people came in and said they liked the site and the site was a good site and I
agreed to all of that. But before we put money into that, before we allow this contractor who
won the bid to go forward it’s no fault of his but we need to make sure okay? Well and that’s
what I want to do. Mr. Mayor, we can just leave that on the regular agenda I think ---
Mr. Mayor: Okay, that’s fine.
Mr. Williams: Okay.
Mr. Mayor: Taking twelve off. Do we have any more additions to the consent agenda?
Commissioner Guilfoyle.
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Mr. Guilfoyle: Thank you, Mr. Mayor. Mr. Mayor, underneath items number 9 and 24 I
would like the record to reflect that the effective date as far as the department fee schedule that it
have the new schedule with it.
Mr. Mayor: That should be okay.
The Clerk: Yes, sir.
Mr. Mayor: Okay.
The Clerk: The new schedule.
Mr. Guilfoyle: The new fee schedule, Madam Clerk.
Mr. Mayor: Do we have any oh, Commissioner Lockett.
Mr. Lockett: Thank you, Mr. Chairman, this is for the Clerk. On agenda item number
six I do believe when you read it into the record you said 3051 Damascus and it should be 3054.
The Clerk: 3054, I’m sorry, my error.
Mr. Lockett: No problem.
Mr. Mayor: Okay, do we have any, Commissioner Guilfoyle.
Mr. Guilfoyle: Yes, can I consent item number 13 if somebody don’t have a heartburn
with it.
Mr. Mayor: Okay, do we have any further items for consent? Do I hear a motion to
approve the, oh excuse me, do we have any items to be pulled for discussion?
Mr. Williams: Yes, sir, Mr. Mayor.
Mr. Mayor: Okay.
Mr. Williams: I’d like to pull item seven to get some clarity and item 9 to get some
clarity if I can.
Mr. Mayor: Okay. Any more items to be pulled?
Mr. Jackson: Mr. Mayor?
Mr. Mayor: Yes, sir, Commissioner Jackson.
Mr. Jackson: (inaudible).
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Mr. Mayor: Commissioner Davis.
Ms. Davis: Item number 27 I’d like to pull from the agenda but if the selection
committee is meeting about the RFP’s for The Patch I believe tomorrow so we will put it back to
committee next week.
Mr. Mayor: Commissioner Mason.
Mr. Mason: Thank you, Mr. Mayor, just for a point of clarification isn’t 9 and 24
basically companion items or the same items? So we have one on consent and then I hear Mr.
Williams say he wants to pull it so are we going to pull ---
Mr. Mayor: So remove 24 from consent, Commissioner Williams.
Mr. Williams: Yeah, Mr. Mayor, I didn’t pay any attention to that. I just need some
clarity on nine. I’m not against that but I just got a question that I need to get asked.
Mr. Mayor: Okay, why don’t we do that and see if we can get your question answered.
Do we have somebody to speak to that? Yes, ma’am, Ms. Wilson. Commissioner Williams.
Mr. Williams: Thank you, Mr. Mayor. Thank you, Ms. Wilson. I just wanted to make
sure that you know when we’re redoing this organization when we reorganize won’t anybody
have to reapply for their positions would they?
Ms. Wilson: No ---
Mr. Williams: Okay I mean ---
Ms. Wilson: --- they won’t have to reapply for those positions.
Mr. Williams: Okay, that’s what was bothering me. We’ve done that before and when
people had to go back and reapply then they didn’t make it but I’ve got no problem on that, Mr.
Mayor, if nobody’s going to leave their job, nobody’s going to have to reapply.
Ms. Wilson: No, nobody will have to reapply for their jobs. They will have a little
different job descriptions but they won’t have to reapply.
Mr. Williams: Okay.
Ms. Wilson: The other thing I want to just reinforce is that the fee schedule I just want to
make sure that we’re on record that it’s the recommended fee schedule effective date of March
th
24 2014.
Mr. Williams: So moved, Mr. Mayor.
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Mr. Mayor: Okay and well I don’t think we need a motion yet but so you’re good with
adding 24 back. I believe that you pulled 7 and 9.
Mr. Williams: Right.
Mr. Mayor: Okay.
Mr. Guilfoyle: The same as 24 ---
Mr. Mayor: What’s that?
Mr. Williams: Nine can go on consent.
Mr. Mayor: Okay, so just excuse me we’ll just address nine. Okay, do we have a motion
to approve the consent agenda?
Mr. Jackson: Motion to approve.
Mr. Johnson: Second.
CONSENT AGENDA
PUBLIC SERVICES
1. Motion to approve New Ownership Application: A.N. 14-02: request by Olegario
Orozco for an on premise consumption Liquor & Beer license to be used in connection with
The Reven, LLC. located at 2925 Peach Orchard Rd. There will be Dance. District 6. Super
District 10. (Approved by Public Services Committee January 27, 2014)
2. Motion to approve New Ownership Application: A.N. 14-03: request by Mrunalini M.
Gandhi for a retail package Beer & Wine license to be used in connection with Ethan Food
Store located at 2940 Inwood Dr. District 5. Super District 9. (Approved by Public Services
Committee January 27, 2014)
3. Motion to approve New Ownership Application: A.N. 14-04: A request by Mrunalini M.
Gandhi for a retail package Liquor license to be used in connection with Inwood Spirits
located at 2940 Inwood Dr. Suite B. District 5. Super District 9. (Approved by Public
Services Committee January 27, 2014)
4. Motion to approve New Ownership Application: A.N. 14-05: A request by Chin H. Kim
for a retail package Beer & Wine license to be used in connection with Yeung Supermarket
located at 1671 Olive Rd. District 2. Super District 9. (Approved by Public Services
Committee January 27, 2014)
5. Motion to approve the bid selection and contract from Peek Pavement Marking, LLC
regarding the rubber removal from runway 17-35 as approved by the Augusta Aviation
Commission at their December 19, 2013 meeting. (Approved by Public Services Committee
January 27, 2014)
6. Motion to approve New Ownership Application: A.N. 14-06: A request by Voncellies
Allen for an on premises consumption Liquor, Beer & Wine license to be used in connectin
with Level 9 Sports Bar & Grill located at 3054 Damascus Rd. There will be Dance. District
2. Super District 9. (Approve by Public Services Committee January 27, 2014)
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ADMINISTRATIVE SERVICES
8. Motion to approve amended job description for the position of Administrator as
recommended by the Administrator’s Job Description Study Sub-Committee. (Approved
by Administrative Services Committee January 27, 2014)
9. Motion to approve the recommended Reorganization Plan, Related Budget
Amendments and Fee Schedule Changes for the Planning and Development Department.
(Approved by the Administrative Services Committee January 27, 2014)
PETITIONS AND COMMUNICATIONS
10. Motion to approve the minutes of the regular meeting of the Commission held January
21, 2014 and Special Called Meeting held January 27, 2014.
PUBLIC SERVICES
13. Motion to approve Beams Contracting, Inc. contract modification (change order) for
the Southeast Development Area Access Project (General Perry Smith Parkway) as
approved by the Augusta Aviation Commission December 19, 2013)
ADMINISTRATIVE SERVICES
17. Update from the Mayor/Mayor Pro Tem & Interim Administrator regarding the
interim appointment of the Deputy Administrator and IT Director. (Requested by
Commissioner Marion Williams.
PUBLIC SAFETY
20. Motion to approve Renewal of Contract with Twenty First Century Communications
for Emergency Communication Services.
21. Motion to approve payment to New World Systems, Inc. for the Standard Software
Subscription Agreement for the period covering January 1, 2014-December 31, 2014.
FINANCE
22. Consider a request from the City of Blythe requesting the donation of two (2) used
police cars. (Requested by Commissioner Joe Jackson)
24. Discuss and approve the Recommended Reorganization Plan and Related Budget
Amendments and Fee Schedule Changes for the Planning and Development Department.
ENGINEERING SERVICES
25. Approve award of the On-Call Construction Management, Construction Inspection and
Field Engineering (CM_CI_FE) services Consulting Agreement CPB #328-041110-
211828005 to EMC Engineering, Moreland Altobelli, AMEC Environmental &
Infrastructure, and the Michael Baker, Jr., Inc., subject to receipt of signed contracts and
proper insurance documents. Also approve $200,000 to fund the proposed On-Call
CM_CI_FE Services. Funding is available in SPLOST PH VI On Call Emergency
Construction Services for the AED.
26. Approve award of the On-Call Property Appraisal & Acquisition Professional services
Agreement, CPB #328-041110-211828004 to Moreland Altobelli & Associates, Inc., and
QK4, subject to receipt of signed contracts and proper insurance documents. Also approve
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$50,000 to fund the proposed On-Call Property Appraisal & Acquisition Services. Funding
is available in SPLOST PH VI On Call Property Appraisal Services as requested by AED.
27. Update from staff on the RFP process for “The Patch” golf course. (Requested by
Commissioner Mary Davis)
Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioner
Smith.
Mr. D. Smith: The Clerk needs to put number nine on consent.
Mr. Mayor: No, nine was already on consent.
Mr. D. Smith: Okay.
Mr. Mayor: Commissioners will now vote by the usual sign.
Motion Passes 10-0. [Items 1-6, 8-10, 13, 17, 20-22, 24-28]
Mr. Mayor: Madam Clerk, let’s go to the first pulled item, the only pulled item.
The Clerk:
ADMINISTRATIVE SERVICES
7. Motion to approve hiring professional recruiting firm to bring forth candidates for the
position of Administrator as recommended by the Administrator’s Job Description Study
Sub-Committee. (Approved by Administrative Services Committee January 27, 2014)
Mr. Mayor: Commissioner Williams.
Mr. Williams: Thank you, Mr. Mayor. I’m in favor, I’m in support but I think we need
to make sure of the process of that selection group as well as we do the person that they’re
selecting. I think we need to make sure that we got a group that’s going to be able to bring some
qualified candidates back to us. There’s a lot of groups out, there there’s a lot of agencies that
you can find but we need to look at their records or their background to make sure they have
done some what’s the word, outstanding is good but make sure that we know we are getting what
I would consider real good candidates for us. Now everybody’s that’s in business don’t do good
business but they’re in business so I just want to make sure that that selection process and Ms.
Allen can address that if that’s something we already done chose that’s something we know what
we’re looking at. We need to make sure that what we’re about to do we ain’t got to go back and
do it again. And that’s why I brought that.
Mr. Mayor: Ms. Allen.
Ms. Allen: Ms. Bryant is here to discuss that, Commissioner Williams.
Mr. Mayor: Ms. Bryant.
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Ms. Bryant: Good afternoon. One of the actual concepts we actually I’m recommending,
I’ve had it’s one of the largest of (unintelligible) for public government. The actual consultant
has been a city administrator in a consolidated government as well, over 25 years of experience
over 30 years of experience as far as the group is concerned. Within the last year they placed
over 30-35 City Administrator’s and Managers in the last year alone. And I do have references,
I’ve called those references, so they’re a pretty great group with a great understanding of what
the needs are for a city administrator especially in a consolidated government as well.
Mr. Williams: Okay, Ms. Bryant, if I can, Mr. Mayor, respond. I really appreciate that
because a lot of us may not understand that we do have an administrator style of government
versus a management. We met with a group before when we selected someone and we sat down
and talked with them and let them know up front because we’re not the only government that’s
like that. We do have an administrative style and there’s a large difference between the
management style and they need to know exactly what we’re looking for. So when they bring
those possible candidates back they’ll come in knowing what this, how we’re set up ---
Mr. Mayor: I’ll give you another two.
Mr. Williams: --- no, sir, I don’t need it. I’ll save it for later, Mr. Mayor, when I’ve got
something else.
Mr. Mayor: Okay.
Ms. Bryant: Actually Commissioner that was one of the things that he said during our
interview process. He said because I’ve been a city, I’ve done this role before, I’m keenly aware
of what the differences are between an Administrator and a Manager and that was his direct
statement which really kind of resonated with me as far as the needs and the things that have
been expressed previously.
Mr. Mayor: Thank you, ma’am. Commissioner Davis.
Ms. Davis: I make a motion to approve.
Mr. Lockett: 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, on to the regular agenda please.
The Clerk:
PUBLIC SERVICES
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11. Motion to approve the Guaranteed Maximum Price (GMP) submitted by the
Construction Manager (Turner Construction Company) for a new Information Technology
(IT) Building. (No recommendation from Public Services Committee January 27, 2014)
Mr. Mayor: Commissioner Guilfoyle.
Mr. Guilfoyle: Mr. Mayor, I was wondering if I could speak with Mr. Forrest right
quick.
Mr. Forrest: Yes, sir.
Mr. Guilfoyle: Mr. Forrest, the only thing I’m trying to come up with a solution on is the
License and Inspection Code Enforcement Schedule. You know with all the building and all the
growth that’s going to be in south Richmond County it would be feasible and logical to have our
License and Inspection and Code Enforcement out there.
Mr. Forest: Okay, right.
Mr. Guilfoyle: As far as IT I mean here we are fixing to spend $7 million dollars on this
building. We’ve got $200,000 dollars invested in it right now but if we could actually use a
million and a half, two mill to upgrade the Marvin Griffin Road to accept the as a one stop shop
and you already got the funding here for this building where the License and Inspection to put IT
in it.
Mr. Foreest: I don’t know that IT would fit in there.
Mr. Guilfoyle: I know you were talking about the rates for ---
Mr. Forrest: The floor, ceilings and that with the size of the IT Department to see if they
would fit on a floor in this building and add this as a department that hasn’t been looked at.
We’re essentially being raised our planning on the third floor right now which is where Planning
and Zoning is going to be. The drawings are all done we’re ready to move so it’s pretty much all
done and we’re ready to go so it would (unintelligible) some way to do that.
Mr. Guilfoyle: It’s basically going to be the same thing that you’re going to have office
walls, carpet ---
Mr. Forrest: Yeah, we’ll have all the walls and carpet but we’re going to have to figure
out a way to raise flooring for the data center. I can let Tameka or somebody from IT speak to
what they would need but uh ---
Mr. Guilfoyle: Tameka, can you kind of inform me on this? I know that since I had
brought this up last week it was quiet from that side.
Ms. Allen: I tried to be quiet (unintelligible). It’s a specialized need for the Information
Technology Department and for our Data Center needs. I can assure you we have looked at best
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we could as other options as it relates to the IT Building. The building that we’re currently in is
just, it’s just its antiquated and it does not fit and meet the needs that we have employees that are
currently spread out in other departments, in other locations. This would give us finally a
cohesive location to continuously meet the needs of the organization as far as the technology
needs go.
Mr. Guilfoyle: I understand everything being centrally located in one position as far as
the cohesiveness as far as the employees but you also got to understand that we’re able to get you
know being the Administrator as well as over IT you don’t actually have two responsibilities in
this if you wanted to. If we have it within this building we don’t have to put the footprint outside
of this building. We don’t have ample parking at this time for an IT Building. I mean with this
construction going on that would be the same size footprint that’s fenced in right now and there’s
a lot of people that’s sitting in this audience right now that had to park outside of this parking lot
to get a parking space. But when you put this IT Building and you put the secondary outbuilding
on this it’s going to be for Lynne Bailey, you know, that’s two footprints out there on that
parking deck that we ain’t going to have ample parking from that moment on.
Ms. Allen: Yes, sir, I can understand that however the third floor would not be
conducive to move the Information Technology Department.
Mr. Guilfoyle: Why is that?
Mr. Mayor: I’ll recognize you for another two, Wayne.
Mr. Guilfoyle: Thank you, Mr. Mayor.
Ms. Allen: The third floor will not accommodate all of the Information Technology.
Mr. Guilfoyle: With the employees and we’re going to have approximately ---
Ms. Allen: Not with our Data Center and everything else that’s required, sir ---
Mr. Guilfoyle: Okay.
Ms. Allen: --- it would not accommodate us.
Mr. Guilfoyle: All right, thank you, Tameka. That’s the information I needed.
Mr. Mayor: Okay Commissioner Mason then Commissioner Smith.
Mr. Mason: Thank you, Mr. Mayor. I just want to just go back for a moment. I think we
had some discussion on this a couple of weeks ago and I think the General Counsel let us know
that the project had gotten started and once that had happened this was a moot point. So I just
want to make sure that’s what was said previously and with the General Counsel, Mr. Mayor.
Mr. Mayor: Mr. MacKenzie.
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Mr. MacKenzie: Yes, that is correct. There is a Commission rule that provides that in
the time to rescind an action if some positive action was taken towards the complement of that
item than it would be inconsistent with the code to rescind it at that point.
Mr. Mason: I’m going to move for approval, Mr. Mayor.
Mr. Lockett: Second.
Mr. Mayor: Okay, thank you, sir. Commission Smith and then Commissioner Williams.
I’ll recognize Forrest again.
Mr. Grady Smith: How are we looking for local participation from our local ---
Mr. White: Right now we’re hovering between 70, 79% local participation.
Mr. Grady: Well, I just want to stress that and we appreciate it. I mean these people pay
their taxes and you, we’ve got something done and we want to pay them. Thank you.
Mr. Mayor: Okay. Commissioner Williams.
Mr. Williams: Forrest, thank you, Mr. Mayor. I heard your statement. I heard what Ms.
Allen has said along with Commissioner Mason and Mr. Guilfoyle. I’m a little bit confused here
if we’re going, we got to fix the third floor anyway, we can’t skip it. It’s got to be fixed
regardless. But to the magnitude of the IT Department if it’s not going to work it’s not going to
be the parking area there. And I know you’re job ain’t to think about that. Your job is to do the
building and that’s what you do. But our job is to make sure that we are voting on and getting
what’s going to be best not just for tomorrow but for the future (unintelligible). The money that
we I mean the process has already been done, the third floor’s been cleaned off and we’re doing
some construction there and that’s going still have to be done but am I hearing that the parking
the building won’t do what Ms. Allen just said won’t be it won’t suffice to handle the IT in the
parking on top of that it’s not going to suffice? What are you suggesting, Forrest, that we
continue or are you saying because you got to do my road too now.
Mr. White: Where you’re at today given the directions that we’ve been given and we’ve
gone in I would recommend proceeding the way you are. I can tell you that per the long term
goals is to look at a campus environment that will include the parking over on this side. I’m
dealing with Historic Augusta on that right now trying to come up with a plan to accommodate
the entire site.
Mr. Williams: But with all of the growth coming from, and we just got a new fee
structure that’s coming up and we talked about that. All of the people are coming from that part
of town to obtain licenses and to pay fees and to do all this other stuff, just thinking out of the
box a little bit. I’m going to put my Commissioner hat on and I’ve been lawyering all day and
I’m a top lawyer now and I’m going to do something else. But wouldn’t you think that it would
14
be better if it’s going to be a little bit more to build a campus or build an area out there where we
already own the land?
Mr. White: Well, not being a government official I would have to look at the
demographics but getting where you’re at right now with this project maybe two or three years
ago would be the time to consider this before we’ve gotten to where we’re at right now. But
you’re quite ready to, I mean at the very end of the project when we start moving people into that
space and so I mean you’re there.
Mr. Williams: Well and ---
Mr. Mayor: I’ll give you two more.
Mr. Williams: Thank you, Mr. Mayor. Forrest, I’m using my minutes up too long here
but just with what you just said had we done it previously we may not be at this junction. But if
we wait I mean when are we going to get started? When are we going to move from this
direction to another direction if we, because what you just said had we done it previously and we
thought we’d be doing something a little bit different. This building is a whole building and I’m
appreciative of what we’re doing there trying to restructure it but we need to make sure we come
out of this building at some point and begin to do something different. I’m going to have to yield
to my colleague.
Mr. Mayor: Okay. Commissioner Mason.
Mr. Mason: Thank you just one final question, Forrest, is this once this construction is
totally complete would be in compliance, ADA compliance ---
Mr. White: Yes, sir.
Mr. Mason: --- the entire building.
Mr. White: Yes, sir.
Mr. Mason: Thank you.
Mr. Mayor: Commissioner Lockett.
Mr. Lockett: I think Mr. Fennoy is behind me, Mr. Mayor. He had his hand up
(inaudible).
Mr. Mayor: Commissioner Fennoy.
Mr. Fennoy: Ms. Allen.
Ms. Allen: Yes, sir.
15
Mr. Fennoy: Approximately how many once the renovations have been completed and
the IT Building has been completed how many employees roughly will be in the building?
Ms. Allen: Roughly we have about 46 employees, sir.
Mr. Fennoy: Okay, I’m talking about the total number of employees.
Ms. Allen: Oh, you’re talking about this building, the Municipal Building. I’m sorry I
thought you were talking about the, requesting information of the technology building. I’m not
necessarily sure of the amount that’s going to be in this building. I can get that information for
you.
Mr. Fennoy: Okay. How many parking, what about the number of parking spots that
will be available?
Ms. Allen: Forrest probably can address that. We can get that information because I
know you guys had worked on that.
Mr. Fennoy: And I guess my last question is that has anyone ever considered maybe
employee parking at the maybe the James Brown Arena and running a shuttle bus from the arena
to the Municipal Building?
Ms. Allen: No, sir, I’m not aware of any of that being discussed as an option.
Mr. Fennoy: I think that we may need to take a look at that option.
Mr. Mayor: Okay. Commissioner Lockett.
Mr. Lockett: Thank you, Mr. Chairman. I know some of my colleagues weren’t a part of
this governing body when some of these decisions were made but parking was discussed and a
pretty good solution was derived from the conversations that we had. And like Forrest indicated
that the plans are that some of the Engineering Buildings would be torn down and we got to rid
of the mindset that Augusta is so small until if you can’t drive up to the front door to where you
want to go to there’s a problem. Have you ever tried going to a government building in Atlanta
or some of these other towns? You got to walk a great distance and you also got to feed the
parking meters. So if you’ve got to walk, hey, we believe in wellness I think that’s good thing.
Thank you, Mr. Chairman.
Mr. Mayor: I concur. We have a motion that’s been made and properly seconded.
Commissioners will now vote by the usual sign.
Mr. Fennoy, Mr. Johnson, Ms. Davis, Mr. Mason, Mr. Lockett and Mr. Grady Smith vote
Yes.
Mr. Jackson, Mr. Donnie Smith, Mr. Guilfoyle and Mr. Williams vote No.
Motion Passes 6-4.
16
Mr. Mayor: Madam Clerk, next agenda item please.
The Clerk:
PUBLIC SERVICES
12. Motion to approve the Christman Company as the Construction Manager at Risk for
the Augusta, Georgia Transit Operation and Maintenance Facility on Highway 56. (No
recommendation from Public Services Committee January 27, 2014)
Mr. Mayor: Commissioner Lockett.
Mr. Lockett: Thank you, Mr. Chairman. For the last several meetings I’ve been on the
warpath against this particular agenda item for the simple reason insufficient documentation had
been presented to this governing body. However just prior to this meeting which the acting
Administrator has already alluded to, I was given a book that was prepared by Legal and the
Richmond County Board of Education. This is quite thorough. I haven’t been able to read
everything word for word but just a little bit I’ve been able to read has convinced me that this
property on 56 is okay for the project that we want to do. Thank you, Mr. Chairman.
Mr. Jackson: Motion to approve.
Mr. Fennoy: Second.
Mr. Mayor: We have a motion that’s been made and properly seconded. Is there any
further discussion?
Mr. Williams: Yes, sir, Mr. Mayor.
Mr. Mayor: Commissioner Williams.
Mr. Williams: Thank you, sir. I thought we was going to get to this and discuss it. We
got a motion and we took off with it. I’ve got some issues because I’ve been told by the
Attorney and other reliable department heads that is a wetlands and that it was contaminated.
I’m in support of the project but I’m not in support of building on top of a situation that’s not
conducive to that. So I hadn’t read that document that Commissioner Lockett has got and I take
issue when they’re given a document this late in the game for me to vote on, you know, prior to
taking that vote. It’s too late. Even if it got to me this morning it’d be too late. I mean I
should’ve got this a while back. I just think that as serious as this issue is someone should’ve
made sure that this body had that information in their hand in order to look over it so we can
make a good decision to do that. So nobody’s helping the school board to address it. Is there
anybody here that’s got any knowledge versus the paper that it brought on? Is somebody from
the board is here?
Mr. Lewis: Commissioner Williams, you’re concerned about the wetlands, right?
Mr. Williams: I was just concerned about all the, whether it was contaminated whether
it’s wetlands or whatever the situation is.
17
Mr. Lewis: Okay, in your packet, you got this packet right?
Mr. Williams: That’s right.
Mr. Lewis: Okay on letter ‘P’ category (unintelligible) it addresses wetlands.
Mr. Williams: Okay well and that packet that you refer to I have that and it also talks
about some other soil problems in there as well.
Mr. Lewis: It’s all in there.
Mr. Williams: That’s right it’s all in there.
Mr. Lewis: All the answers and the approval from (unintelligible).
Mr. Williams: Well my question is Mr. Lockett said he had something from the board
and the board said it’s completely clean it’s good and I hadn’t gotten that information. Now that
package that you just referred to that talks about what was in there and talks about ---
Mr. Lewis: It answers the wetlands questions.
Mr. Williams: --- well so that means it’s in there. So the documents ---
Mr. Mayor: I’ll give you two more.
Mr. Lewis: It’s in yellow and it says 0.2% impact on flooding to occur in the area that
we want to build. It has a map even showing the building. We sent this to FTA, FTA reviewed
it for almost eight months and approved it. That’s how we were able to get the $6.5 million
dollar loan. HUD granted that loan.
Mr. Mayor: Okay, we have a motion that’s been made and properly seconded.
Commissioner Lockett.
Mr. Lockett: Thank you, Mr. Chairman. I spoke with the acting Administrator about this
and she said that she was going to try to obtain what the Board of Education had. They delivered
to us late yesterday, it was hand delivered. She gave it to me when I walked into the building. I
had about ten minutes to look at it so it wasn’t her fault, it wasn’t my fault but the little bit that I
was able to read convinced me that I should go from not supporting this to supporting this. And,
Mr. Lewis, you need to take a look at this. This is what spells it out that this is what I’ve been
looking for from day one.
Mr. Lewis: (inaudible).
Mr. Lockett: Yeah but what you gave us, that little book there. Thank you, Mr.
Chairman.
18
Mr. Mayor: Commissioner Lockett, I just want to tell you, you exhibited the old saying
that mind is like a parachute it works best when it’s open. We have a made, a motion that’s been
made and properly seconded. Commissioner Smith.
Mr. Grady Smith: Yes, I thought Procurement was going to get back with us on the all
the prices submitted for this project.
Mr. Mayor: Ms. Sams.
Ms. Allen: Ms. Sams is not here this afternoon, Mr. Mayor. I think Phyllis is here from
Procurement.
Mr. G. Smith: I now know how some of my other Commissioners feel when you ask for
something and don’t get it you know was a reason you know. So and ---
Mr. Mayor: Yes, ma’am.
Ms. Johnson: I’m not aware of any prices but I can check into that and make sure you get
that information.
Mr. G. Smith: All right thank you, ma’am. The question now I guess is when?
Ms. Johnson: I can make sure you have it first thing in the morning.
Mr. G. Smith: Before the project’s awarded?
Ms. Johnson: Yes, sir.
Mr. G. Smith: All right also could I get a list of who was on the committee who made the
decision. Ya’ll didn’t go by low bid, did you?
Ms. Johnson: No, sir, this was the RFP, RFQ, RFP process so price was not the driving
factor.
Mr. G. Smith: The color of the shirt the superintendent wears?
Ms. Johnson: Excuse me?
Mr. G. Smith: The color of the shirt the superintendent wears. Is that included?
Ms. Johnson: No, sir.
Mr. G. Smith: Oh okay.
Mr. Mayor: Commissioner Fennoy.
19
Mr. Fennoy: Yes, the process that you all use to achieve the award for the contractor
Christman. Is this a new process that ya’ll are using?
Ms. Johnson: No, sir, it’s not.
Mr. Fennoy: How long have ya’ll been using this process?
Ms. Johnson: Well, the process was used on the Judicial Center, this building the
Sheriff’s Administration Building and the bus project.
Mr. Fennoy: And were any of the members of the selection committee that was on the
previous projects that was approved by the selection committee?
Ms. Johnson: I don’t understand your question.
Mr. Fennoy: The selection committee that approved this company right here ---
Ms. Johnson: Okay.
Mr. Fennoy: --- were any of those members, members of the selection committee when
the other projects were approved?
Ms. Johnson: Yes, sir, I think they were.
Mr. Fennoy: Okay so basically the same process that ya’ll used in the past ya’ll are
currently using.
Ms. Johnson: Yes, sir.
Mr. Fennoy: Okay and do ya’ll always or do you ever consider the, what is low bid or
consideration when you all decide to award?
Ms. Johnson: Not low bid because this was not a bid process so price was not the driving
factor here. We were looking for certain qualifications that the, that they would have. That was
the driving factor.
Mr. Fennoy: Okay and does this vendor have any qualifications that other vendors do not
have?
Ms. Johnson: Yes, sir, they have the FTA experience (inaudible) for the project.
Mr. Fennoy: None of the other companies had FTA experience?
Ms. Johnson: No, sir, they didn’t.
20
Mr. Fennoy: And my last question was why was FTA experience so important in the
awarding of this?
Ms. Johnson: Because there are certain reports and requirements that they require for the
department to turn in and someone needs to be experienced in the reports that we need to have.
Mr. Fennoy: Thank you.
Mr. Mayor: Okay Commissioner Williams I’ve gotten you twice. I’ll give you a minute
and then I’ll go back to Commissioner Smith.
Mr. Williams: Mr. Mayor, I’m confused now because this is a different issue here I
believe. I know you probably got me twice but I don’t think on this one. But either way I want
it clarified this is not about the award of the contract. I think the contractor done his work and I
think staff has done their work. My problem with not supporting this is the contamination that
we hadn’t resolved before we go in the water. I don’t want to hold the contractor up and I can’t
support it now. But it’s not about him or whether they did what they were supposed to do. I
think they won the bid and that’s it. And we can approve it that’s one thing but before we let
anybody go out there and dig a hole whether it’s a German Shepherd it don’t make no difference
before we do that we ought to have some clarity as to what’s out there or what’s not out there.
And Mr. Lockett got a report in his hands two minutes ago and I had a report that I got at home
that said different. So that’s my issue. I think the contractor had done what he needed to do.
Mr. Mayor: Okay. Commissioner Smith.
Mr. Williams: Can we separate that, Mr. Mayor? How can we separate that?
Mr. Mayor: No that’s, the vote is to approve moving forward I mean it doesn’t it’s just
an issue. You’ve got one issue with the project and apparently Commissioner Smith has another
issue with the project. Commissioner Smith.
Mr. G. Smith: Yes, the other day I asked also about the list of the last seven or eight
buildings that have built with county taxpayer’s money in Richmond County. You know how
many local folks have been used on this in general. All of them, most of them are from out of
town all of them.
Ms. Johnson: Are you talking about who have been the Construction Manager at Risk?
Mr. G. Smith: Right.
Ms. Johnson: I can get that information for you for all of those projects.
Mr. G. Smith: I’m just wondering why all these contractors that in the past, you look
around and some of these hospital additions and all that they’ve done three or four years ago or
five years ago, schools and everything and all of sudden they’re not qualified. And one of my
21
contractors you know told me the other day he said you know this what he’s telling me, I can get
a job in (unintelligible) down there but I can’t get one here in Augusta Georgia where I live.
Ms. Johnson: Well, in this particular process we were not looking for someone to be you
know, we were looking for someone to manage the project for us. This person will not be
building the project, they will bid that process out.
Mr. G. Smith: So we’ve got a middle man we’ve got an architect, engineer and we’ve
got a project manager and then we’ve got a company hired to oversee the project.
Ms. Johnson: Yes, sir.
Mr. G. Smith: Ya’ll got any openings?
Mr. Mason: Careful, Grady.
Mr. G. Smith: I’ve managed (unintelligible).
Mr. Mayor: Okay, Commissioner Guilfoyle then Commissioner Smith.
Mr. Guilfoyle: Thank you, Mr. Mayor. Forrest, can you come up and give us an
explanation about the property out there, some clarification that you’ve been hearing, people’s
concerns?
Mr. White: Yes, sir. I went there and did some research on the property. I was asked to
help come up with some of the documents you have and there’s what you call, I’m going to get
this wrong because I’m not good at these government acronyms, but it’s basically when you’re a
property owner and you’re buying what’s considered a brown field you’re required to submit an
action plan on how you’re going to address those issues. Once that’s approved you have two
years to come up with a Compliance Status Report that basically says what you’ve done and
what you’ll continue to do to address the issues that were brought up. And the document that
Mr. Lockett has is the Compliance Status Report that basically says yes. I’ve read through that
report and they’ve addressed and abated some of the issues with the dirty site, the on monitoring,
some of the landfill places. What I have not seen is the letter he has from I guess that’s from
DNR saying yeah, we see this and we’re fine with it. So but that’s what I know about it.
Mr. Guilfoyle: Forrest, thank you. Mr. Mayor, do we have a motion on the floor yet?
Mr. Mayor: Yes, we do, but I’m just recognizing Commissioner Donnie Smith.
Mr. D. Smith: I’m not sure, Forrest, is your company involved in this or are you just
trying to give us a road out there.
Mr. Forest: We were asked to do construction inspections.
22
Mr. D. Smith: All right I’m going to be the first one to ask the question to. Who’s here
from Transportation that’s overseeing that can answer some questions about this project in its
initial phase. I’m sure there’s somebody.
Mr. Mayor: Sharon?
Ms. Dottery: I’ll try, sir.
Mr. D. Smith: Who’s the architect on this thing?
Ms. Dottery: Wendell.
Mr. D. Smith: Wendell.
Ms. Dottery: Yes sir.
Mr. D. Smith: What was, and I’m going just be real blunt and tell you why I’m asking
this question. A constituent called me earlier this week and said look I don’t mind them building
a bus barn but he said I’m an architect he said I understand when we first tried to get into the bid
for this he said the project was $2 million dollars. He said now it’s at $9 million dollars. Can
you explain why? And I said I don’t know that I didn’t know about the $2 million and I don’t
know about the $9 million but I’m certainly going to ask the question. Was the initial cost of for
this building $2 million dollars?
Ms. Dottery: No, sir but the I guess the $2 million that he’s referring to we first got
started with the project when we were coming in with it we were looking at our grant funds and
how much we had before we got more grant funds. And at that time it was like we had 2.5 and
then we moved forward and got more funds for it.
Mr. D. Smith: Okay, so there never was a project that was bid out at the $2 million dollar
range and then as people get their hands on to it they can it gathers on up to three and six and
nine because we’ve experienced that a lot up here. Is that?
Ms. Dottery: Not the $2 million dollars.
Mr. D. Smith: Okay, thank you, I appreciate your answers.
Mr. Mayor: Okay, 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 of voting.
Ms. Davis, Mr. D. Smith and Gr. G. Smith vote No.
Motion Passes 7-3.
Mr. Mayor: Madam Clerk, on to the next agenda item please.
The Clerk:
23
ADMINISTRATIVE SERVICES
14. Update from the Interim Administrator on the progress that has been made on the 2013
commission/administrator goals. (Referred from the Administrative Services Committee
January 27, 2014)
Mr. Mayor: Madam Administrator.
Ms. Allen: Mr. Mayor and members of the Commission, in 2013, 2012/2013 the
Commission actually set up goals and adjectives for the government to follow. And they were
set in seven various categories. We had beautification, personnel issues, economic development,
commission issues, transit, infrastructure and the tax districts. In regards to the beautification
what you see highlighted in blue is the progress that has been made in each of the respective
areas. The first one being develop the City Wide Beautification Plan that will address all areas
of beautification. That is actually a work in progress. Planning and Development has done a
number of things in that area as well as Environmental Services. As you can see in regards to the
neighborhood cleanup program and the new solid waste contract with recycling curbs, the
Citizen Volunteer Litter Cleanup Program and the Vacant Lot Ordinance. In regards to the
number two the major citywide initiatives with partnering with three neighborhoods that is
currently also in progress. Twice a year cleanup at Lake Olmstead with Fort Gordon and the
River Keeper and GRU and two major cleanups will start and (inaudible) PKP Foundation
st
Department. Number three is inventory all the abandoned and dilapidated houses by May 1,
2013. That is actually a work in progress as well. Planning and Development has identified 79
structures that can be demolished and another 108 that can also be added to that list. In regards
to reducing the number of houses ready to be demolished due to budget constraints at this time
Planning and Development has not been able to complete this one or proceed with this one. And
then when we look at number five, developing two private/public partnerships for the gateway
that item has actually been completed. There is a partnership with Summerville, Old Town on
the median and gateway cleanup. Gateway cleanup for CVB, Youth Challenge Cleanup is
currently at Diamond Lakes. So a lot of these items on the beautification area are currently in
progress with some of them actually being completed. The next item category was personnel
issues. The first one was regarding the organization of the Human Resources Department. That
was actually completed. Review the evaluation process and make it oriented by the end of 2013.
We actually use the 2014. That has been completed. The two have been developed and Human
Resources is actually working on an implementation plan as we speak as well as the training.
Number three was to establish employee training program. That has actually been completed.
And I’m proud to announce that in 2013 we started the Augusta Government Leadership
Program and one of the classes being first in line Manager’s Certification and we graduated our
first class in January of this year and all of the employees that was in that class actually
participated during the year of 2013. And we’ve started our second class.
Mr. Mayor: Ms. Allen, a Commissioner had a question. Commissioner Fennoy.
Mr. Fennoy: I’ll wait until she’s finished.
24
Mr. Mayor: Okay. Excuse me. But I do want to just interject right quick the Leadership
Program is amazing and so great job on that.
Ms. Allen: Thank you. We will actually also adding additional classes this year in order
to get our employees some of the training that they would desire and feel that they need to make
this a better organization. Number four is develop Succession Planning Document Plan for top
management positions. This has been completed. This document was developed and presented
during October work session. Number five to internally review the departments on a rotational
basis to insure best practices. As you are aware in April, in June of 2013 the Commission
approved for us to work with Carl Vinson Institute. They have finalized the planning and
development recommendation. They are currently in the process of reviewing the Finance
Department. And the other department that was scheduled next to be reviewed would actually be
the Procurement Department. Then we will have to come up with the next three departments
that we’re looking at as it relates to the rotation. The next category was Economic Development
and it was to create a committee local regional economic development by February 15, 2013. I
put this item as incomplete. To me there are some things that are being done because it
questioned some of the GRU stuff and all the other things that have been discussed so I think
there has been some great strides in this area but it is not a completed project. And the other one
was to fund an Economic Development Position. And this funding actually was not approved.
The next item is a lot of items that is going to take Commission input or Commission action.
These are the Commission goals and the first one was to improve communication at the quarterly
workshops. That’s actually going to be a Commission action that’s required. Developing the
subcommittee to deal with specific topics general either through goals or objectives or specific
needs. I would say that is actually complete because there have been several committees that
was established by this body to address certain areas and certain issues. Improve effectiveness
by attending state and regional meetings such as ACCG, GMA and appropriate national
meetings. I would say that is complete. I know a number of you attend those various training
sessions. Develop standardized reporting process for Commission direct reports. That is
something that’s going to need Commission action. I think this was actually discussed but I
don’t think it was finalized as it relates to the reporting structure of the ones that report directly
to the Commissioners. Number five is to review the employment agreements goals and
performances of the Commission direct reports. I would say that is complete. I think there was
some form of discussion. I could be wrong on that one. I know there was some discussion as far
as the administrative role and how that is reported to you and their performance. But those, there
again the Commission goals are going to have some of the Commission action. The next one
was Transit the next category and it was to create a committee to study Transit issues and
develop a plan to improve and increase services. I would think that was actually in progress.
th
There’s been a presentation made to the Commission on October 28 as it relates to our options
of expansion and we are working currently now to bring you a Fort Gordon proposal. We’re
looking at setting that up and finalizing that to present back to the Commission. The other
category the next category was actually infrastructure. Continue to work on the storm water
drainage plan. That was actually in progress. Engineering will actually be providing you with
an update at the Engineering Committee Meeting. Inventory roles and bridges and develop an
inspection plan that will rate their safety and condition yearly. That is actually complete.
Inventory’s actually in a database right now with the bridges needing replacement and/or repairs
which have all been identified. And the last category was the tax districts and that was to create
25
a committee to review the taxing structure by February 1, 2013 and they should report their
findings by August 2013. This was actually completed. There was a committee that was who
looked at this. I think it consisted of the Finance Chairman and Finance Department I think
along with the Environmental Services Director and the Tax Commissioner and a presentation
was actually made at the Commission Retreat in 2013. And I will address any questions.
Mr. Mayor: Commissioner Williams.
Mr. Williams: Thank you, Mr. Mayor. Ms. Allen, you mentioned about dilapidated
properties. I had asked for a report to come back to committee. The department heads said they
needed more time to work on that. You did mention about what had been taken place but I have
not seen the actual report as of yet as to what we’ll be doing. We got so much dilapidated
property around the community that really needs some working on, some attention but is the
department head here that can address and can tell me what, where we are with that?
Ms. Allen: That would be Ms. Wilson.
Mr. Williams: Maybe we could have her come to the committee with that and bring us
that back. I think she’s had time. She may have already worked it out. But she’s supposed to be
coming in.
Ms. Wilson: What’s the question, I’m sorry.
Mr. Williams: (Inaudible) telling me how it’s going.
Ms. Wilson: She just said a list of dilapidated houses and do you want to know how
many there are or?
Mr. Williams: Okay, when we talked at your office you all told us about getting a
strategy together and bring it back to committee. You needed more time you said in order to
look at that and bring the holistic process so we can get started. And I just wanted to know have
you got something in place that I can get to look at and see how we’re going to get started and
what we’re going to do.
Ms. Wilson: Well, we’re, you’re right, I’m sorry, yes we have been talking about it. We
have not totally finalized stuff because a couple things are going on. One we don’t have the
resources for I.E. financing to deal with demolition and we’re moving forward with regards to an
approach that I talked with you about regarding having some of the private contractors do some
demolition which they are saying several of them have said they’d be willing to do if we could
deal with some of the remediation like asbestos and stuff like that which is going to cut our
prices substantially. And I’ve been working with the Solid Waste Director to deal with the
tipping fees and that nature. So we’re working a plan. I’ve got a rough draft and I’ll be glad to
talk with you further about it but I didn’t want to come back with a final plan until we had
everything worked out.
26
Mr. Williams: Well, I mean it’s been some, if I can, Mr. Mayor, it’s been some time and
I was just since Ms. Allen would bring that report it just came back to mind. If we can work
with the tipping fees I’m sure there’s some private owners that would do some work on their
own. I mean clean up some old stuff. Had we you know been able to work out something
through this solid waste office out there that we own ---
Ms. Wilson: I’ve talked with, that’s what I’m saying as you know it takes a little bit of
time to kind of get some of this stuff lined up. But I have been talking with the solid waste
director about the tipping fees and coming up with a strategy so that we have a period of time
where we end of having demolition that will take place in areas of town that have been
identified. I’ve got a map that we’ve created. We started talking with as I said with private
contractors and talking with the director for solid waste and coming up with alternative ways to
deal with the tipping fee issue as well as dealing with the remediation for the asbestos. So I’m
moving forward with getting a plan and a strategy that’s in place so that when I come back to
you I’ve got something that we can do.
Mr. Williams: Well, Ms. Wilson, I appreciate that. If you keep us in the loop I think we
can make the ultimate decisions where the solid waste department may hesitate for whatever
reason I don’t know that. And they may not be but I’m saying if we’re in the loop because
there’s so many dilapidated. We had one on the agenda earlier, Mr. Mayor, the lady evidently
had left ---
Mr. Mayor: I’ll give you another two.
Mr. Williams: --- thank you, sir, and left from the audience that knows about a house
across the street from her. And I don’t know what street it was on there but those are the kinds
th
of situations that people are faced with all the time. There’s one right down on 15 Street across
from T.W. Josey that the roof is almost it’s caved in and when I ride by there I think about if a
child wanders in and something happens. Or if somebody just goes in and something happens
it’s not fit for anybody to stay there but of course it’s an obstruction like that and a fire certainly
would be easy just to ignite and burn the property next to it had not called it in because there’s so
many like that. But we got to get started somewhere.
Ms. Wilson: And I appreciate that. We’ve got an inventory of homes that need to be you
know basically razed. One of the issues is financing or funding to have that done. We’ve got 70
houses approximately 70 homes where we’ve gone through the legal process but we don’t have
the resources to deal with demolition of those. We’ve got hundreds of more throughout the city
that will have to go through that process. I will tell you that the Environmental Services or Solid
Waste Services Director has been very receptive and with regards to dealing with demolition and
the double concept that we’ve been discussing. But I still have to, we still have to go through the
legal process so if there is a house that you’ve identified I would appreciate getting that
information so that we can at least get it on the list and go through that piece of work that we
have to go through before we can do any demolition.
Mr. Williams: Can you give me a time frame when I can expect the plan put together
because we’ve been waiting on this for and I know you’ve been busy.
27
Ms. Wilson: I was just going to say I need to be cloned. But I think that we will be able
to come back with a draft and probably within the next 30-40 days max, with a final draft. And
that is basically ---
Mr. Williams: Thirty days now ---
Ms. Wilson: --- 30 days is fine. We’ll come back to, I’ll come back and at least give you
a report based on the information that I have and hopefully it will be something that we can
move forward fairly quickly to implement, maybe deal with the 70 homes that we’ve got for
clearance to deal with but we need to have a (unintelligible) strategy.
Mr. Mayor: Commissioner Fennoy.
Mr. Fennoy: Yes, Ms. Wilson, I appreciate the job that you’re doing and I understand the
monumental task that you have. However District 1 and District 2 is over saturated with
dilapidated houses. The house that the lady was scheduled to talk about on Carrie Street I mean
this is what it looks like. Yesterday I was at Galilee Baptist Church located on Cedar Street. On
th
the back portion of Cedar Street it runs from 10 Street to James Brown Boulevard. There must
have been 50 houses on that street and of that 50 houses only one of the houses were visible. I
mean what this does is that it devalues the property of the existing houses. And because of the
devaluation of those houses we are not able to get the maximum tax amount from the home
owners that are taking care of their properties. Another thing that this does is that it provides a
drug houses for the people in the neighborhood that are slinging drugs. They take their dope that
they hide in the houses and when somebody comes to make a sale they go to where they had it
and they come back out to make the transaction. And I guess my last concern is that because of
all the dilapidated houses a lot of homeless people occupy these houses and in the winter time
this is where they stay. And because there’s no utilities running into that house they start a fire.
Mr. Mayor: I’ll give you another two.
Mr. Fennoy: And when they start a fire the fire would get out of control and it will burn
the house. Within a two block radius of where I stay I could identify about ten homes that have
been partially burned because of this situation. My neighbor had the siding to her house actually
burned off because someone was in this house, lit a fire and it puts the community at risk. Now I
understand that we have limited funding but there’s an urgent need in one and two East View,
Harrisburg up on the hill to do something about this issue. And this is a photo that I took when I
ran for office and it demonstrates the dilapidated houses the flooding and as of today only one of
two houses have been torn down. And to me I’m not holding you responsible but to me this is
not acceptable. And you know our citizens deserve better than what we are offering them.
Mr. Mayor: Commissioner Smith.
Mr. D. Smith: Thank you, Mr. Mayor. Ms. Wilson, do you know what it costs us to tear
down a house?
28
Ms. Wilson: It costs us approximately anywhere from five to $10,000 dollars depending
on the size, depending on how much remediation we have to do. I mean there’s a lot that goes to
tearing down a house. It’s not as simple as going to just push down a house. The other issue that
we’re struggling with is that even with this upcoming budget we have about $35,000 dollars
which is why I am working to come up with a little bit different concept where I can get some of
the other contractors that have been working with the city as well as using some city equipment
to deal with some of the demolition. But we still have to do the legal work on it if we’re going to
claim title, there’s just a lot that goes with it. I’m not saying that there’s not a need. I know that
there’s a need. I drove around town and looked at it. We’ve done and inventory and we’ve got a
list but it takes money to do that. I’ve even got creative and put it on the as part of the TEE
SPLOST because I get calls all the time, people wanting to have a house demo’ed. So I know
it’s important and I know it’s urgent but it’s expensive.
Mr. D. Smith: I guess that’s my point in it’s that we have to spend money tracking down
these absentee owners whose mother and father had lived in this house and died. The kids live in
Oakland or Atlanta or Dallas or Nashville or someplace other than here and we got to track them
down to get a clear title and that costs us money and time before we can even put a bulldozer on
that’s the cheap part of the bulldozer and puts it in landfill. And I asked recently for a report and
thank ya’ll for getting it back to me about the number of cases the Marshal’s Department has
made against these absentee landlords. And so I guess what I’m trying to say is let’s make sure
that we’re using every law enforcement and code enforcement. I know that’s your plan to let’s
get these deadbeats and make them be responsible for their property so that we don’t have to go
through the expense of a $40,000 dollar deal to track somebody down to tear down a $6,000
dollars house. I know that you’re working on that and I want to encourage you to continue that.
And I want the public to understand she is being aggressive using the ordinances using law
enforcement and using code enforcement to try to get, track down these deadbeats so we can get
rid of some of these problems in these neighborhoods. I just wanted to tell you thank you. I
appreciate you and the Administrator for ya’ll getting that information back to me.
Mr. Mayor: Thank you. Commissioner Davis.
Ms. Davis:
Thank you. I brought this up on the committee about a month ago I guess.
Thank you for the presentation, Ms. Allen, and I am pleasantly surprised in how much has been
accomplished. And of course we do see the two areas that are still in progress. Planning and
Development and Engineering need some, so we as a Commission needs to keep that in mind.
And our Mayor you know since we put together SPLOST because that is definitely a huge need
for our city. But so thank ya’ll so much and to the department heads and employees for all their
And I’d like to make a motion to receive it as information please.
work.
Mr. Grady Smith: Second.
Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioner
Lockett.
Mr. Lockett: Thank you, Mr. Chairman. I really appreciate the presentation and the
extensive work that was put into it I can tell. But there’s one thing that we need to do, the blight.
29
I remember my fifth year on the Commission and we’re constantly talking about the blight. In
order to get rid of the blight we have got to make the monies available to go out. If we directed
the money to that in return the other property values go up, we get more taxation and the people
in the community will be proud to live there because it’s very discouraging when you, like the
example giving only one house out of fifty or whatever is livable it’s very depressing. It’s very
depressing for people to live in a relatively good neighborhood as some of us are referring to that
try and keep their yard up and so forth and you’ve got people next door or across the street and
you’ve got an abandoned structure we need to get rid of that. And I think that’s more important
than us building any more new buildings right now. Thank you, Mr. Chairman.
Mr. Mayor: Thank you. 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.
Mr. Mason, Mr. Jackson and Mr. Guilfoyle out.
Motion Passes 7-0.
Mr. Mayor: Madam Clerk, next agenda item please.
The Clerk:
ADMINISTRATIVE SERVICES
15. Discuss summary of conference call with Attorney Colette Holt. (Referred from the
Administrative Services Committee January 27, 2014)
Mr. Mayor: Mr. MacKenzie.
Mr. MacKenzie: Sure, I’d be happy to take this item. The DBE Department and myself
as well as some of our staff had a very productive and fruitful conference call with Attorney
Colette Holt. And as some of you may recall she was actually the attorney that was contracted
with respect to the prior NERA study. She’s currently no longer working with that same
organization actually now conducts disparity studies with another group that she’s working on.
Some of the recommendations that she made and received from the attached agenda items are
nothing new regarding having discussions previously relating to the need to have a disparity
study now. That is one of her recommendations as well as to procure a new disparity study now
or as soon as feasible for the government to do. Another priority recommendation that she
indicated would be very fruitful for this government to engage in now would to buy some off the
shelf software to help with respect to the data management aspect of the collecting of the data
that is utilized for future disparity studies. The benefit of that is twofold. It allows you to have
some real time evaluation data affecting the current program as well as to help keep the data in a
format that can be more easily put into a future disparity study to keep the cost of the future
disparity study lower. The third recommendation she made was to consider having a very
narrow and tailored pilot program that’s race and gender conscience for contract’s over $200,000
dollars. And she was extremely busy and didn’t have time to do some of the initial leg work on
that. She was able to provide us with a draft of a similar pilot program that’s been used in other
jurisdictions and we have already started the process of drafting a new program that would
accomplish that goal. One thing, I talked to Commissioner Lockett before the meeting today
30
was, there’s a lot of information that can go into this and it would probably be something that we
might want to consider on a future work session to maybe go a little deeper into some of your
recommendations. I can’t over emphasize the need and the common theme was you know
(unintelligible) requirements in other departments that it comes down to a funding issue.
Certainly the disparity study is something that’s going to take a significant amount of funding.
My recommendation with that would be to start a budget for that over maybe several years so
you don’t have to take it out in one particular year. Ms. Holt also indicated too there’s often
statistical evidence shows a cost savings as a result utilizing a program because you actually save
money on a lot of your procurements so you’re able to get some of the money you put into the
disparity study back. I don’t want to put too many words in the mouth of Ms. Gentry. She’s
here as well. She does have a little bit of hoarse throat today. I don’t know if she’s still here.
Certainly she can answer any questions as well but it would be my recommendation to set up a
work session to go into this in a little more detail.
Mr. Mayor: Is Ms. Gentry here? Ms. Gentry, I couldn’t see you. Come on up here.
Ms. Gentry: I’m here.
Mr. Mayor: Okay.
Ms. Gentry: My throat’s not working. Any questions?
Mr. Mayor: Okay I think you’re comfortable with the path forward established by the
Attorney.
Ms. Gentry: Yes.
Mr. Mayor: Okay. Commissioner Williams.
Mr. Williams: Yes, sir and the Attorney made a couple of statements and I guess I need
to know as far as the disparity study, do we need to do something else now or he had stated
earlier not today but he had stated earlier that we could have done some things prior to this by
following the guidelines that was already laid out for us that we had not done. And he said the
study would probably, another study would have to be done anyway. But where are we now? I
mean what’s the (unintelligible) saying to us that he did have a conversation with the attorney, I
hear that. But where do we go from here?
Mr. Mayor: Mr. MacKenzie.
Mr. MacKenzie: I think the recommendation from the attorney and also I can say the
Law Department as well as the DBE Department would be to move forward with, at least
establish a plan to fund a future disparity study whether that be done this year or whether that
maybe partially funded in next year’s budget and some more in the next year if that’s the one she
said was something that should be done now. Now along those lines there is something that
could be done now with respect to the data we have available now. In one statement you’ll see
in the tax information is the older the data the greater the risk that any program relying on the
31
data will be held unenforceable. But we could do a narrowly tailored program now that relies on
the data from the previous study. It would only be though in the most egregious areas and it
would be narrowly tailored. It would be my recommendation that if you’re going to utilize that
program that you also have a plan to get that new disparity study in place otherwise the life of
that pilot program would have to be limited by law and have a sunset provision of no more than a
few years at best. And you know because of the litiguous environment that we’re in that there is
a good likelihood that this could be challenged. If you have procured a new disparity study it
can actually help with respect to any challenge that comes. And it shows the government it is
procuring additional new information. But as I said before these disparity studies are going to
have to be done on a fairly regular basis. One of the things Ms. Holt shared with us is that it is
because of the economic downturn there are companies that can do it for a little less than we
might have anticipated before so it is more affordable that we maybe initially said. Of course we
won’t really know that until we start the process of procurement. I hope that answers your
question, sir. Thank you.
Mr. Williams: Mr. Mayor, I still don’t know where we go from here. I mean what’s first
the chicken or the egg? What do we do now? I mean if we need to form a group of a
subcommittee or do we need to meet I mean what’s the next step versus saying we know we got
to do another step that’s been talked about previously already. That’s something that’s going to
have to be done. We know that it’s not going to be as expensive as we first thought even with
the attorney said with the kind of the way it is that’s people looking for work. So it would even
be cheaper than that. But we got to do it but do we go ahead and put something in place like he
just mentioned or do we do the study and then try to put something in place or do we go ahead
and put something in place and start working in that vein right now. I’m still not hearing.
Mr. Mayor: Yes, ma’am, Ms. Gentry.
Ms. Gentry: Commissioner, basically what Ms. Holt suggested was for us to do it
simultaneously. We have the opportunity to create a program that identified the disparity with
minority participation. She suggested that we go ahead and do that. Again she was not able to
work with us on it but she gave us the template and I would like the opportunity to work the Law
Department because this is my expertise, the field. In addition to that purchasing software so
that we don’t get behind. It’s very important to collect this data real time versus collecting it 30
days or 20 days beyond the first pay period along with the disparity study. So all of this could be
done simultaneously. We’ve got to first start the process. We’ve been working with our
Procurement Department in getting an RFQ out there. That’s going to take some time.
Identifying a funding source for at least half of the funds I think that is also relatively important
also. So there are things. I think one of your concerns is when are we going to develop a
program to address the discrimination identified in the study and that could’ve been done. That’s
my recommendation that we focus on all three of them.
Mr. Williams: Okay, so, Mr. Mayor, how do we get that? Do I need to make a motion to
that effect so that is?
32
Mr. Mayor: Would a motion to begin the process, I’m trying to formulate it in my head.
Ms. Gentry, do you have a recommendation for a motion or Mr. MacKenzie that would start the
process to begin to put some collection out?
Mr. MacKenzie: I have a recommendation. One thing is I don’t know from this body if
the body’s ready to move forward with procuring the new disparity study. The steps are clear we
need to start the process of procuring a new disparity study which will require obviously some
funding. We need to get some new software that will help us with the data collection process
and we need to move forward with developing a pilot program. That can be a motion to that
effect to go ahead and do all those right now or if the Commissioner is saying I need to see more
about this, see the benefits, you know, help to look at where we can get the source of funding and
all that. If you’re ready to approve today than I would suggest we go to a work session to help
get people comfortable do move forward in the direction we need to go.
Mr. G. Smith: Mr. Mayor?
Mr. Mayor: Commissioner Smith.
Mr. G. Smith: I make a motion we go into a work session to figure out where we’re
spending more taxpayer’s money for these studies. That we pull some of the old ones of the
shelf kind of update them. It’d be a lot cheaper than what I see some of this cost is going to be.
Mr. Mayor: Okay, a motion’s been made to set up a work session to address moving
forward with the process of a disparity study and putting in place a new program. Correct?
Mr. G. Smith: That’s good.
Mr. Mayor: Okay. Do we have a second?
Ms. Davis: Second.
Mr. Mayor: Okay, we have a motion that’s been made and properly seconded.
Commissioner Williams.
Mr. Williams: Yes, sir, I have not heard that the Commission was not ready to move
forward. That’s what the attorney said but I hadn’t heard anyone up here say that we wasn’t in
favor or wasn’t ready to. That’s an assumption that was made that’s an implied statement and I
disagree with that but that’s just one of the things I disagree with. If we know what we got to do
the longer it takes the more it’s going to cost, it’s going to cost us and right now it’s costing
someone else because we’re not being fair. We’re not doing the things we need to do and that’s
been proven already worse than getting further and further behind and Ms. Gentry said to have
this from the back end instead of the front end I can’t see why we can’t make the motion to go
ahead and get those processes in place whether it be looking for the money trying to find the
money. We’ve got and Administrator there who’s been looking for whatever funding we may be
able to use whether it be interest monies or whatever it is it may be. Now I was on this
government when someone found a million dollars to work with and I had no problem with the
33
man finding it but I need to know who lost it. But there are monies out there that we can use and
we need to find those monies to be able to put it in place to go ahead and get this behind us
because everybody talks about how bad we look and how the Commission looks and what’s
going on when people look at us. Those are the first things people see when they see that. So I
got no problem with the workshop but that’s going to give us, that’s going to put us further and
further behind. I’m not going to be able to vote for that, I can’t support that because I think we
can make that motion. If I need to make a substitute motion, Mr. Mayor, I will. I don’t think I’ll
get a second but I’m going to make a substitute motion we go ahead and do those three processes
that we need to do to go ahead and get this ball rolling so the attorney and the DBE Coordinator
will be able to come together and do what they need to do. That’s in the form of a motion.
Mr. Mayor: Substitute motion.
Mr. Mayor: Substitute motion.
Mr. Mayor: Do we have a second?
Mr. Mason: Second.
Mr. Mayor: Okay, we have a motion that’s been made and properly seconded. Mr.
Fennoy.
Mr. Fennoy: Ms. Gentry.
Mr. Mayor: I’ll recognize Ms. Gentry.
Ms. Gentry: Yes, sir.
Mr. Mayor: We’ve got to get back to the ‘through the Chair’ thing.
Mr. Fennoy: Ms. Gentry ---
Ms. Gentry: Yes, sir.
Mr. Fennoy: --- are you and your department prepared to start a pilot program based on
the existing data that you have?
Ms. Gentry: That’s providing what we put in the template. I’ve not privileged to see the
template so that was the reason why I indicated that I would like to work along with the Law
Department in creating a program. I mean I can’t answer that question because I’ve not seen his
template that they’re working on.
Mr. Fennoy: Okay, but you’re the one’s that going to implement the program.
Ms. Gentry: That is correct.
34
Mr. Fennoy: And what do you need from the attorney in order to implement the
program?
Ms. Gentry: I need the data that Ms. Holt provided him. They had a separate telephone
conference call and I wasn’t included in it so I don’t have the data that she provided so that we
could move forward with putting together a program and presenting it bringing it back to this
commission to make it into an ordinance into a law so that we can address some of the disparities
that Commissioner Smith as well as both Commissioner Smith as well as Commissioner
Williams have identified all day today.
Mr. Fennoy: Okay, now from what I understand and correct me if I’m wrong from what
I understand from the data that we have from the past disparity study we could implement a pilot
program based on that information.
Mr. MacKenzie: Yes, that was one of the recommendations that was made by Ms. Holt
and I concur with that recommendation. We’d be willing to move forward with the DBE office
to draft such a program but I think that’s only one of threefold recommendations because that
program’s going to have a short life unless you also start the process of identifying and procuring
a new disparity study to be able to continue to support that program as well as to expand it as
necessary based on the results of a new disparity study.
Mr. Fennoy: Okay, and Ms. Gentry from what I understand you’re saying you don’t have
enough information.
Ms. Gentry: I don’t have the program that he’s referencing. And I think simplicity, I
don’t think Andrew has a problem with providing me the data we just need to work together to
come with the program so that we could bring it back before the Commission and get it
approved.
Mr. Fennoy: Okay and my last question is that where are we with reports on getting the
injunction lifted?
Mr. MacKenzie: Sure and part of the answer to that question would need to be addressed
in a legal meeting because it relates to any active court order that has certain requirements in it.
But I can say in the public meeting that the moving forward with this program does not require a
modification of that court order because there’s language in that order would allow for such a
program to be done as long as some additional notice requirements are complied with the order
so we can move forward without having to do that. That’s kind of a separate item all together
but there’s no need to have that court order lifted to be able to move forward with this plan.
Mr. Fennoy: Mr. Mayor, can I get the maker of the substitute motion to repeat his
substitute motion?
Mr. Mayor: Madam Clerk?
Mr. Williams: I’ve got no problem with doing that but Nancy’s got it already so.
35
The Clerk: Well, I may not have all of it. It was to begin the process of getting the
disparity study started and to develop work towards developing a pilot program. And I believe
to get some software that was needed with that.
Mr. Mayor: Okay. Mr. Mayor Pro Tem.
Mr. Johnson: Thank you, Mr. Mayor. Also how much time do you think it’s going to
take for you all to get together and get that back to present to the Commission before you move
forward?
Mr. Mayor: Mr. MacKenzie.
Mr. MacKenzie: If I could speak to that I think there’s several different things here. One
would be to come back with a procurement package to move forward with procuring the
disparity study. So that would be one of the answers. The second event would be to come back
with a procurement package to get the software which would probably take less time because
that’s an off the shelf available and we just do the necessary competitive bidding for that. And
then the third thing is something that would possibly require a little bit more time to draft a pilot
program consistent with the recommendations of Ms. Holt. She has indicated that she has some
availability during the month of February to review our initial draft which would keep some of
the legal expense down on that. And so that’s kind of the third prong to that and I think we could
move forward with probably getting that down within I would say 60-90 days and we should be
able to have a product for ya’ll to look at with respect to a pilot program and maybe even faster
than that. We’d like to know what her availability is and the issues that we have with drafting
the program.
Mr. Johnson: Well let’s just say for the sake of clarity in 60 days and then if it’s not
developed by 60 days you can bring it back and say okay we’re still working on it but we, this is
where we are. And of course I concur with Commissioner Williams on this so if we do that
that’s great.
Mr. Mayor: Okay, we have a substitute motion that’s been made and properly seconded
which was just read back. If there’s no further discussion Commissioner’s will now vote by the
substitute sign of voting.
Mr. Fennoy, Mr. Johnson, Mr. Mason and Mr. Williams vote Yes.
Ms. Davis and Mr. Grady Smith vote No.
Mr. Lockett, Mr. Jackson, Mr. Donnie Smith and Mr. Guilfoyle out.
Motion Fails 4-2.
Mr. Mayor: Okay, we have a primary on the floor to move forward with a workshop to
begin the process. Commissioners will now vote by the usual sign.
Mr. Fennoy, Ms. Davis, Mr. G. Smith vote Yes.
Mr. Johnson, Mr. Mason, Mr. Williams vote No.
36
Mr. Lockett, Mr. Jackson, Mr. D. Smith and Mr. Guilfoyle out.
Motion Fails 3-3.
Mr. Williams: Madam Clerk, can you put that on the committee coming up please?
The Clerk: Yes, sir.
Mr. Mayor: Madam Clerk, next agenda item please.
The Clerk:
ADMINISTRATIVE SERVICES
16. Discuss/approve departmental audits. (Requested by Commissioner Marion Williams)
18. Discuss the authorities of the General Counsel versus the Augusta Commission.
(Requested by Commissioner Marion Williams)
19. Update from the Interim Administrator regarding the Augusta Public Transit Citizens
Advisory Board. (Requested by Commissioner Marion Williams)
Mr. Mayor: Commissioner Williams.
Mr. Williams: Yes, sir, Mr. Mayor. Looking at what we’ve been dealing with here I
suggested that we look at doing an internal audit of all our departments to make sure that
everything’s still the way it needs to be. Not that anybody has done anything wrong but to make
sure they have not. I’ve been suggesting that we look at everything that we got. A new
Administrator is coming in we need to make sure that everything is on an even keel that we
know exactly where we are. And that’s why I had this put on the agenda.
Mr. Mayor: Okay, Commissioner Williams, in the interest of the fact that it looks like we
having people dropping like flies if you want to run these back through committee or?
Mr. Williams: Okay, and I have no problem doing that. We’ll take 16 I think we can put
17 on consent but we’ll put 16, 18 and 19 on ---
Mr. Mayor: Make a motion to run them back through Administrative Services.
Mr. Mason: So moved.
Mr. Mayor: No, he may, do we have a second? Motion and a second? If there’s no
further discussion Commissioners will now vote by the usual sign.
Mr. Jackson, Mr. D. Smith, Mr. Guilfoyle and Mr. Lockett out.
Motion Passes 6-0.
The Clerk:
FINANCE
37
23. Motion to approve a request from Mr. James K. Smith, Jr. regarding a refund of taxes
related to his status as a 100% disabled veteran.
Mr. Mayor: Mr. Smith, and I apologize and I realize you were sitting there for so long
we would’ve called you up a long time before.
Mr. Smith: I guess, good afternoon. My name is James K. Smith, Jr. ---
Mr. Mayor: And if you could keep it to five minutes, please, sir.
Mr. Smith: Yes, sir. My former address was 4809 Golden Leaf Lane. I know live in
Thomson, Georgia. I come before you today to request a consideration of a refund of taxes paid
to Richmond County while living there. I’ve been retired from Maryland and moved back to a
home I’ve owned since 1998. The issue is I came here my wife we came here we actually spoke
with two different office on the issue of the 100% tax exemption for the veterans. And we were
basically we were turned away. We were uninformed of our actual rights. When we found out
we came down and we inquired about it, we were actually sent away. We didn’t know to pursue
it any more so we moved to McDuffie County in 2011 the same issue arises. Well, they said you
know you don’t qualify as well so we go to the Blue Goose we pick up a real nice little document
just in passing and it explains to us that you do as a 100% disabled veteran you do have some
rights for an exemption. We got it fixed in McDuffie County. It took about three months to get
it fixed in McDuffie County everything from you make too much money, you have a home based
business, you don’t qualify. But we didn’t get that downstairs. We just didn’t get the
information that I think we should have. And the issue was brought to me that well I’m sure my
office didn’t give you that information. Well, I worked in different levels of the government and
I have worked in an office where I didn’t know the same thing someone else did. So I was miss,
I was uninformed and I think that’s the case. I was uninformed of, I didn’t know my rights and
who we spoke to was uninformed of what the veterans rights were at that time and that’s been,
that was back in 2010. And like I said you know acquired this information in the past three
months.
Mr. Mayor: Okay. Ms. Davis.
Ms. Davis: Mr. Mayor, do we have anyone to speak about this from the ---
Ms. Allen: Mr. Ross is here.
Mr. Mayor: Mr. Ross.
Ms. Davis: Is this a request for one year or can you give us some idea of the details on
that one year and how much we’re talking about for the refund?
Mr. Ross: Good afternoon. First of all, Commission, again the Board of Assessors is not
in the business of issuing or participating in refunds. We’re here at the request of the
Commission on to try to address and questions you might have. The issue that was presented
that I’m unaware of this. I can’t speak to who spoke to whom (unintelligible) that’s not the
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purpose of my intention here today. I can only show the record indicates there were no
exemptions regular, homestead or otherwise that were applied for or considered on the account
and I have records back to 2010 before the referencing. No exemptions applied for. The
knowledge that we became aware of there is a circulation that has been presented and it would be
a booklet that’s referring to Code Section 48-5-380 that speaks to the refund statute for the local
government or the governing authority. And it reads in summary, those who were not aware of
the amount of the authorized exemption, it is possible to file a claim for refund of taxes that have
been paid. Any claims for refund should be filed within three years of the date of payment.
Well, certainly at the Board of Assessors the board has no statutorial authority to extend or grant
any deadlines to any of the imposed processes in the assessment process. So there’s never been
an application for the Board of Assessors to make a decision upon. So there’s been no denials or
approvals. The applicant has now applied as to my knowledge in 2012 in a neighboring county
for the exemption and has been granted that exemption since 2012. So I can’t speak for the
applicant but it would appear under the statutory definition he’s asking this body for his not
knowing of the benefit and being denied and turned away I suspect by someone in the Tax
Commissioner’s office. At this date and time we would like for this commission to consider a
refund from Richmond County that will covered for a period of three years. Commissioner
Davis, it’s not my math but three years would be as of the last tax payment period. So you’re
talking thirteen, twelve, eleven but the exemption is already existing since 12 in a neighboring
county so I leave the final year to the discretion of the Commission.
Ms. Davis: Thank you.
Mr. Mayor: Commissioner Fennoy.
Mr. Fennoy: Yes, Mr. Smith, do you still own property in Richmond County?
Mr. Smith: Yes, sir. I have since, I’ve traveled the world since serving the country since
’96. I built the house in ’96 and my wife and I moved back after 2009 when we retired from Fort
Meade, Maryland.
Mr. Fennoy: Is the property you own in Richmond County the property you’re asking for
a tax refund on?
Mr. Smith: Yes, sir.
Mr. Fennoy: Okay and Mr. Ross. You said that we could only go back three years.
Mr. Ross: The refund statute grants the governing body to grant refunds up to three
years, sir.
Mr. Fennoy: Okay.
Mr. Ross: I think the essence of the question is not a refund of the taxes but a refund of
the taxes that would otherwise have been under the statutory VA Disability Statute. I don’t think
he’s petitioned for the entire tax refund.
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Mr. Fennoy: Okay, all right.
Mr. Ross: That would be a capital issue of the Tax Commissioners Office to impose
what would have been the exemption level and the tax amount if in fact the exemption had
existed versus no exemptions.
Mr. Fennoy: Is there, to your knowledge, Mr. Ross a precedent ---
Mr. Ross: No, sir, in my opinion regarding this body?
Mr. Fennoy: Yes, sir.
Mr. Ross: Both exists, sir, where it’s been granted as well as denied.
Mr. Fennoy: Okay.
Mr. Ross: We consistently have to address that matter but that’s all we can do.
Mr. Fennoy: My last question is that you don’t have a, you don’t know the calculations
and the dollar impact that you have.
Mr. Ross: No, I do not.
Mr. Mayor: Commissioner Mason.
Mr. Mason: Mr. Ross, based on what you’re saying I think I’m kind of clear here but
you’re basically looking at not three years but one year because there’s the exemption that’s been
granted.
Mr. Ross: That is a point that I attempted to make, Commissioner Mason.
Mr. Mason: We’re talking about 2011 more or less.
Mr. Ross: Because the exemption was granted to him in a neighboring county I gave that
as information that you would consider though you would actually be going beyond the statutory
requirements by granting the exemption in more than one county. So technically you would be
looking at one year and by my calculations it would be tax year 2011 if the Commission saw a
need for a refund on this request.
Mr. Mayor: Lady, gentlemen what’s your pleasure? Commissioner Williams.
Mr. Williams: The information we have the Tax Commissioner gave us those figures and
see what those are or give us something by the next committee meeting so we can vote it up or
down. You know, we would need those numbers, don’t we? If it’s one year, two years, three
years, whatever the time is, we need to have the information before us. I wouldn’t want to vote
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on something until the Tax Commissioner then we voted on whatever we need to know. We
need those figures though.
send it back, refer it back to committee and
Mr. Mayor: So you’re making a motion to
having the Tax Commissioner bring the number of actual dollar figures with him to that
committee meeting?
Mr. Williams: I make that in the form of a motion.
Mr. Grady Smith: Second.
Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioner
Fennoy then Commissioner Davis.
Mr. Fennoy: And so when you bring this information back (unintelligible).
Mr. Mayor: No, Mr. Kendrick.
Mr. Fennoy: Okay, whoever brings the information back ---
Mr. Ross: I’m afraid it might be me, sir, but you go right ahead.
Mr. Fennoy: --- I just want to make sure that it’s only for the year that he, if we decide to
grant a refund for only the years that he said he qualified or should have qualified for the refund.
And from what I understand from you is that you can’t get that exemption in two counties. You
can only get it in one county.
Mr. Ross: You can’t get no exemption in more than one county in Georgia.
Mr. Fennoy: All right, okay all right. When you bring that information or whoever
brings that information back only the years that he qualifies for.
Mr. Ross: Very well, sir.
Mr. Fennoy: Thank you.
Mr. Mayor: Commissioner Davis.
Ms. Davis: Thank you, Mr. Mayor. Mr. Smith, I apologize that you sat in here for so
long and you were on the end so let’s try to make sure that we on committee we pull this up first
---
Mr. Mayor: Absolutely.
Ms. Davis: --- Monday so that you’re not here all afternoon again. I’m sorry about that.
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Mr. Smith: Well, it’s made me a little smarter between the last time I was here and now
what actually goes on.
Ms. Davis: I don’t feel any smarter.
Mr. Smith: Well, I do, I do.
Mr. Mayor: Well, and thank you for your service as well. We have motion that’s been
made and properly seconded. If there’s no further discussion Commissioners will now vote by
the usual sign.
Mr. Lockett, Mr. Jackson, Mr. D. Smith and Mr. Guilfoyle out.
Motion Passes 6-0.
Mr. Mayor: With no further business to come before 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
February 4, 2014.
______________________________
Clerk of Commission
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