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HomeMy WebLinkAboutCalled Commission Meeting March 18, 2014 CALLED MEETING COMMISSION CHAMBER March 18, 2014 Augusta Richmond County Commission convened at 1:30 p.m., Tuesday, March 18, 2014, the Honorable Deke Copenhaver, Mayor, presiding. PRESENT: Hons. Lockett, D. Smith, Williams, Mason, Fennoy, Johnson, Jackson, Davis and G. Smith, members of Augusta Richmond County Commission. ABSENT: Hon. Guilfoyle, member of Augusta Richmond County Commission. Mr. Mayor: In the interest of time I’m going to go ahead and call the special called meeting to order and I will turn it over to Ms. Allen. Ms. Allen: Mr. Mayor and members of the Commission, as you are all aware the past few weeks there has been a lot of progress made as it relates to the debris removal from the ice storm Pax. Today what we want to do, we had four items on the agenda that we want to address. First is going to be a presentation giving an update on where we currently are. Secondly, we’ll look at some of the things that we need to do in regards to financial recovery and third, we just want to get some consensus from the commission as it relates to some of the private roadways and private subdivisions. I’m going to turn it over to Steve to let him give you an update. We also have our consultants here as well if there are any questions for, you know, the debris removal, please feel free to do so. 1.Update on debris removal. Mr. Cassell: Good afternoon, commissioners. Mr. Mayor: I’ve got to get used to seeing you in a tie. Mr. Lockett: Your name and address please. Mr. Cassell: I’m reminded of the bone spur in my right toe when I wear dress shoes. I think everybody’s aware of the ice storm we had. February 24 we came before the commission to hire on a contractor as well as a monitoring firm so we can move forwards FEMA reimbursement. Now that this has been declared a federal disaster they have to monitor every pile of debris, every branch and every tree that has been removed. They take a picture of it. It gets hauled off to a monitoring site and gets reduced and taken to the Landfill. We did that with several estimates that had been made. We made some assumptions going into this meeting and I think the original estimate was about 250,000 cubic yards of debris. Since then Ashbritt has brought in about 75 hauler units. After working today they’ve increased that amount to (inaudible) up to today. Hazard tree cutting crews, we’re almost complete with the hanging limbs and the leaning trees so at one point we had 48 bucket trucks and crews out cutting trees and limbs. The haul out crews which will take the chips from both the fairground site as well as the Landfill to the actual dump site which will be the Landfill. We’ve got four of those right now with more coming. Debris management sites, of course we have two, one at the fairgrounds 1 and one at the Landfill and of course the final disposal site which would be the Landfill. Leidos has gotten over 302 applications. All of these people are local. They’ve got 183 monitors (inaudible). 141 of them are working today. Production, as I was telling you, we’ve estimated about 250,000 cubic yards. We’re collected since today 369 (inaudible) is what Ashbritt has collected. Prior to that during our initial push effort we are on a time and material basis in which we collected about 80,000 cubic yards, probably close to 90 but 80 we’re comfortable with saying. To put that into perspective that would fill this entire building eight times so that would be from ground up to the ceiling. This building is about 129,000 cubic feet and (inaudible). FEMA came in here and their original estimate on a drive through was about 100,000 cubic yards. By that time it happened to be over a weekend. The volunteers were there removing stuff and bringing a lot of stuff on the street so it was based on their experience in the limited amount of time they were in town to provide that. Abie and the Engineering Department had come up with an estimate of about 265,000 cubic yards. Based on what we’re seeing and still out there and what we’ve already collected now we’ve got an estimate of 600,000 cubic yards. We’re about 75% through that if you count the 440 we’ve collected plus what Ashbritt (inaudible). Hazardous trees, 24,378 leaning or (inaudible) trees. Our original estimate for those was 35,000. We lowered that current estimate so from that the contractor (inaudible) hazardous trees. As I’ve told you before everything has to be documented with photos so we’ve taken over 97,000 photos of debris piles, a monitor with every truck. Tree limbs they measure. They’ve got to take a picture of the cut with a tape measure to show what size it is. As you can see from the graph this has been our progress, our daily progress on the hazardous removals. As you can see it’s a bell shape. We’re tapering off to where we end up and every street will have a final inspection in some of the zones but every street has been inspected and has had the hazardous limbs and trees removed. Of that we had about 750 trees that had to go. Now we’re moving into Phase 2. Basically we’re going to do an initial pass and then we’ll do a final call for debris and we’ll do a second pass where we’ll go by everybody’s house. At that time the curve should start tipping and at that time we’ll be about 75% through. We have had some roads that haven’t been collected yet so they’re finally starting to drop the trailers off with big trucks. Some cul-de-sacs, the big trucks are too big now so they’re using smaller vehicles to utilize while they were doing that as well as the alleyways. They are just too narrow for the big trucks, the turning radius is too small so (inaudible) production with the big trucks so we have to start dropping some trailers on those (inaudible) get smaller trucks down those big narrow roadways so people that live on these roads will start seeing a lot more progress. We’re about 90% complete on our first pass. The final phase we’ll be making an announcement probably tomorrow with about a two or three day lead time that on this day will be the last day you’ll be guaranteed (inaudible). We’re estimating that st it will take about ten days to do the final pass and at that point on the 31 of March (inaudible). We’ll probably have to come back after the tournament. We’ll still have chips to be hauled to the Landfill and we still feel comfortable that March 31 will be the deadline. We have a web portal and anyone who wants access to that you can monitor where the trucks are at. In addition to that it’s got photographs of what they have moved (inaudible). You can see where current trucks are located and see what district they’re in and what the zone area is. That’s how we’re currently monitoring. We’re at the 600,000 number based on the 250,000 number. I’ve passed out cost estimates of what it will take to finish this job. (inaudible) at the end of the day it’s a unit cost contract so in order to finish this out it’s going to take an additional $3 million dollars to get the debris removal and that would also be a not to exceed number. (inaudible) and we ask you to consider that and also to monitor that debris removal is an additional effort by Leidos. It 2 is purely the magnitude. This is not considered a change. They’re doing the same thing that they were doing yesterday but (inaudible). Mr. Mayor: Well, Steve, and to all the city team I want to say thank you. You guys do great work under pressure but some of the hardest work comes after the storm’s hit so I know it has not been easy and to the public I’d say thank you for your patience. Commissioner Davis. Ms. Davis: Thank you, Steve, and I agree with what the Mayor just said about everybody’s hard work and as well to the public for their patience. Do we still have the same amount of crews that are working that have been working from the beginning? Mr. Cassell: We have more. We have 75. It’s gradually increased. They brought in some more resources. Ms. Davis: In my area we do have a lot of roads that the larger trucks have not been able to come down. So they’re planning to drop trailers so they can get – Mr. Cassell: They’ve already dropped some trailers and there should have been some up in that area. Ms. Davis: Within the next ten days it should be another follow through for every neighborhood? Mr. Cassell: Yes. Ms. Davis: Thank you. Mr. Mayor: Commissioner Mason and then Commissioner Williams. Mr. Mason: Thank you, Mr. Mayor. Steve, again I would echo everybody else’s sentiments up here as far as the unprecedented situation and for the most part I think we’ve handled it appropriately. However there’s a couple of things I want to ask you. You said something about issuing a final call or final pass, if you will, in the next ten days. The fact of the matter is that some folks have never had a first pass so this final pass hopefully will take care of those who haven’t had a first pass. Mr. Cassell: Oh, absolutely. Mr. Mason: That’s what I’m hoping because we’re getting those phone calls, I know I am, saying we’re still out here and we haven’t seen anybody, some portions of Windsor Spring we haven’t seen anybody and I’m passing it every day as well. Just to go out and check and see and I want to be able to give this information out with some confidence and know that over the next ten days, you said, two weeks, you’re talking about working days so basically – Mr. Cassell: We’re 24/7. 3 Mr. Mason: So in ten days – Mr. Cassell: Those 14 days are 14 days. Mr. Mason: Seven days a week so that’s good. They should see those piles picked up so those are a lot of the questions that I’m being asked. So then the other question I would have is I still didn’t hear you say but maybe I missed it a expected completion date and how close will that be toward the next major event that we’re having here in Augusta. Mr. Cassell: March 31 we will have most of the major (inaudible) and like I said we may have to come back after the tournament for a final clean up and some touch up here but we will st be substantially be done by the 31. The hotels that we’ve got them staying in, they’re being kicked out. Mr. Mason: And this additional two to three million – Mr. Cassell: A little over $3 million, the initial was eight (inaudible). Mr. Mason: And we’re now up to eleven? $11.5. Mr. Cassell: $11.24 plus some additional for Leidos. Mr. Mason: $11.24, is that what we’re talking about then? (inaudible) I appreciate that, by the way. So that $3 million then, how much of that $11.2 are we potentially being reimbursed back by FEMA and by the state? Mr. Cassell: At least 75% of it. With the Sandy Recovery Act I think the initial 30 days we’re looking at possibly 85%, the first 30 days and subsequently there is a step down that goes to 80% for days 31 through 90 and then from 90 to 180 it will be 75 so we’re looking at a minimum 80% reimbursement. Mr. Mason: So the other 20% that’s not reimbursed, what funds are those coming out of? Mr. Cassell: A portion of it will come from the state. GEMA will usually cover about half of what FEMA doesn’t cover so that will leave us with a 10% (inaudible). Mr. Mason: So what fund site is the 10% coming out of? Mr. Cassell: All of it is going to come out of us at one point while we wait for reimbursement but Donna can speak on that. They have a disaster fund for unforeseen events. Ms. Williams: It’s a reserve for extraordinary losses on our books. It is approximately $4.7 million dollars and it is a funding source that was identified earlier in the discussions regarding the contract with Ashbritt and Leidos. Mr. Mason: Okay, so that’s $4.7 million. 4 Ms. Williams: Yes, sir. Mr. Mason: So where’s the other because you just made a statement that all the monies are going to come from us initially. Where is the other $7 million coming from? Ms. Williams: That’s cash flow. That’s not budget. Budget residual expenditures to us will come out of existing fund balance. Mr. Mason: Okay, the $7 million is coming from cash flow. Ms. Williams: Yes, sir. Mr. Cassell: Ralph, if you don’t mind will you describe how FEMA reimburses based on (inaudible) and ya’ll can get an understanding of how it comes back. Mr. Ralph Natale: Like he said, it’s a reimbursement process. They expect to have paid invoices before they reimburse. There are processes that we’ve been discussing and we’re going to try to expedite that process because of the electronic ticketing and they should have clean documentation to audit which would expedite the process from drawing back about half of what you submit on (inaudible). Mr. Mason: What is generally the turn-around time? I want to know because we’re paying our money out and not get that, that’s not a problem. I want to know where our money is coming from so we’ll know what money’s available for us to use or how long we won’t see some money that would be available for us as we’re trying to get reimbursed with that and that money has to come from somewhere. Mr. Natale: I think everyone’s working with the state. It’s really a state mechanism. The state will pay and that question is best asked of the state. How long do they, do they have the mechanisms in place to pay (inaudible). A lot of states don’t have (inaudible). It’s a matter of (inaudible). Mr. Mason: Is there a way someone could ask those questions and find that out? Mr. Cassell: We’re likely going to need some help from the delegation. Mr. Mayor: I will be happy to call the Governor’s Office this week and see. Mr. Cassell: It should be noted, I want to make sure there’s full disclosure, there are still invoices out there from the initial push. Mr. Mason: I’m glad you’re giving us full disclosure. Mr. Cassell: That will be on the next Finance Committee. 5 Mr. Mason: So the Mayor said he’ll talk with the governor because those are monies that we know that have to be paid and if we needed those monies for some other purpose and we know that they’re not there, then we’d be looking somewhere else so I’m just trying to make sure that that money is available to do other things that the city needs to do as well. That’s why I’m asking what pot was that coming out of so we’d know what we have. Mr. Cassell: I think it would be appropriate, Tim Schroer is here and he and I talked about how this would possibly affect our bond rating, if it would affect it at all. Ms. Williams: And the answer to that question is it would depend on the timing of the reimbursements and how far past the end of the year. We’re fortunate in the fact that the ice storm occurred toward the beginning of our fiscal year so we have all the way through the end of December to begin to accrue these as reimbursement whether or not we have cash on hand. I have another 60, 90, 120 days to actually get the cash in hand before they ever hit our balance sheet items as fund balance. This will be an evolving process as the expenditures occur and we work our way through the reimbursement process so it is in everybody’s best interest that we’re all working towards pushing these things through the reimbursement process as quickly as possible. Mr. Mason: Sure and that’s the reason why I knew that was coming. That’s the reason why I asked a previous question about the turn-around time because (inaudible). If the Mayor can connect to Governor Deal we can find that out so that we can kind of prepare. Mr. Williams: I saw the (inaudible) and how they operate that thing and it is amazing. I wondering about the small local haulers that was working and they’ve got to wait until this process takes place, when they get paid (inaudible). How are they affected? Mr. Cassell: You’re talking about the ones working prior to? Mr. Williams: Prior to and the ones that’s working (inaudible). We’re talking about waiting on our funds. We’ve got to get those funds back. My question is what about the little guy (inaudible). Do they have to wait until the process – Mr. Cassell: I can ask Rob with Ashbritt for the haulers but I’m not sure that any local small haulers (inaudible). Mr. Williams: I’m talking about those who are working, local people is who I’m addressing. Do they have to wait? Mr. Rob Ray: Commissioner Williams, that’s a very valid question. I myself was a small local hauler many years ago and I know the question you’re asking. The way it works with Ashbritt, I can’t speak for the haulers that were working prior to our contract, but our subcontractors are paid on a weekly basis. (inaudible) They all sign a subcontract agreement and we’re bound to that agreement. There are a few local companies that are still working and they will be paid (inaudible). 6 Mr. Williams: Those trees that we were having problems with before the ice storm, they’ve lived their life span and they’re still standing but they might come down, who makes the decision on what comes down? The ice has brought down some of those and there is some stuff on the right of way and I go out there every day and I call Abie about some stuff that was cut down on Laney Walker up around Fat Man’s and some stuff he should come down. I bought me a throw-away camera so I could make sure I had a photograph. So when I talked with him he explained that there was some cutting going on. If that’s the case what about the older trees that we’re dealing with that’s really causing some problems. So who makes the decision as to what comes down? Mr. Cassell: With this contract there’s always certain criteria that is met. Subsequently to this there are probably some that we would have to remove even though they don’t meet the criteria for reimbursement. So all they’ve done is remove what meets FEMA’s criteria for reimbursement. Mr. Williams: That was the reason for my question because there are a lot that do need that. There is no doubt because of the life span (inaudible) and they’re leaning and they’re top heavy. My question was not to put you on the spot, just to know that this is what the process calls for, this is what they’re doing and they’re in here now. If they’re here and it’s got to be done, some may not like it and they’ll have to find another tree to hug, but if it needs to go, it needs to go. Mr. Cassell: There’s going to have to be some sort of analysis of our trees as we go through. I know (inaudible) was in town and they were going all through Augusta and she was halfway done when the storm hit. So a lot of that work will likely have to be redone. She identified stuff that had to (inaudible). There is stuff that almost meets the criteria and we will have to address it. It’s going to take citizens out on the street to help us identify that and right now we have a five-man crew so it may be that we can get some additional funding to help us cover the street trees, the trees in the parks that don’t meet the criteria (inaudible). As we head into spring and they get their leaves back on and they start catching some wind, we going to see some stuff that will come down in April or May. Mr. Williams: It’s amazing to see how much stuff accumulated and to see how they’re grinding it up on the spot there. Mr. Mayor: Really when you think about it the ice storm took care of some good trees but it took bad ones out as well. Commissioner Lockett then Commissioner Fennoy. Mr. Lockett: Thank you, Mr. Chairman. I would like to say what I’ve seen with the company that we have, they have done an outstanding job. I didn’t realize what a monumental task it was until I went down to Charleston and saw all those pines on both sides of the highway. But my concern now is with the final collection will someone go through every street in the county to make sure that the debris has been picked up? I know on the first go round the big huge trucks that we talked about with the big bucket, it picked up lots of stuff and a lots of stuff wasn’t picked up and it was left there for another day. I’m hoping that they’re going to come back and going to use a smaller apparatus and pick it up. And my last comment is lots of people 7 have these limbs and so forth in their yard. How is that going to be picked up? Because I kind of suspect if that machine picks it up you’re going to have some claims because someone’s yard is going to be messed up or will that be picked up by hand or has any thought been given to that process? Mr. Cassell: We’re not allowed to go on private property to get anything so any damage, really if they damage private property, but theoretically any damage within the city right-of-way, it’s our property. Mr. Lockett: I think the first nine feet belongs to the county, is that correct? Because lots of people have it, they would consider it on the curb, but actually, realistically speaking, it’s on the turf that they manicure and cut and so forth. Will that be picked up or as the last time tell everybody to make sure it’s pushed out into the street? Mr. Cassell: Typically on most streets it’s maybe 10 to almost 15 feet. Some of the older streets like in Commissioner Davis’ you’re looking at 60 feet of right of way from the center of the road 30 feet one way and 30 feet the other way. So many issues of debris not being picked up. You’ve seen the big grappling hooks they have. It’s not a precision instrument. So it’s nobody’s fault. I know they were just trying to get stuff out of the yards as quickly as possible. They may not stop because there’s a mailbox is sitting there or a statue or there’s a fence that’s 200 years old. They have to come in and get the big stuff in and they’ll come back with a smaller skid steers and things like that where they can do more precision-type work. It takes longer but they’re trying to minimize the (inaudible). Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: Steve, what is it that runs behind the houses in Eastview that looks like a canal? It’s concrete. A drainage ditch? Mr. Cassell: Yes. Mr. Fennoy: Okay. There are trees that are falling over that are in that area and it’s falling on private property. Who would be responsible for having those trees removed and repairing those fences? Mr. Cassell: That would be covered under the stormwater fee. Typically the way we deal with easements and I’ll let Abie talk about it. We’ve been removing some trees. As far as private property (inaudible) they need to contact Risk Management. That’s who deals with that, claims against the city and whether or not it’s covered. Mr. Ladson: Mr. Mayor and members of the Commission, let me go back to your question. I think you were referring to trees in the drainage easement along the houses. Mr. Fennoy: Along the channel and when the storm came it fell over on private property and it damaged the homeowner’s fence. 8 Mr. Ladson: We would normally take care of that. Mr. Fennoy: So I need to have them give you a call or your department a call? Mr. Ladson: Just have them give me a call. Is it, you’re referring to Eastview, is it on (inaudible)? Mr. Fennoy: It’s on Eastview, 316 and 318 Eastview. Mr. Ladson: Okay. The reason I’m asking is we do have a project there and the contractor will probably be starting right after Masters. Mr. Fennoy: This is at 316 and 318 Eastview. Thank you. Mr. Mayor: Mr. Mayor Pro Tem and Commissioner Donnie Smith. Mr. Johnson: Thank you, Mr. Mayor. Steve, two things. I know we talked last week about private property. Of course we do service those areas for garbage and (inaudible) and things of that nature. Of course I think you would look for guidance from the Commission to proceed on that property, I guess it’s private roads, if you will, to collect that debris. Mr. Cassell: That’s the second agenda item that we have for you all. Basically in a private subdivision we do provide trash service and emergency service. Those are two of the criteria that FEMA requires you to consider it for reimbursement. The problem with it is that you are risking the reimbursement. It’s possible that you would be paying 100% of that removal. Now obviously when people moved into a private subdivision or a private gated community, they never contemplated that something this devastating would occur. I know in neighboring counties they have agreed to pick up in the private subdivisions. Mr. Natale: Because private subdivisions don’t receive or have their own HOA maintenance, FEMA frowns upon assisting them. In previous disasters throughout the years FEMA eventually may approve the assistance to those private subdivisions. It doesn’t happen until later in the disaster. FEMA is here now and we can go out there with them and see if they’ll (inaudible) but it’s usually a last resort. Mr. Johnson: Okay, I guess what I’m saying is that if we cannot assist them in that manner then we may work something out with them to haul it themselves to the Landfill and I did have that question and they said they were being charged to do it and that’s something we have to make a decision on waiving the fee for them to haul it themselves but if we cannot assist them in that manner I guess it may be less expensive for us to allow them haul it themselves and at least maybe we can exempt them. Mr. Natale: It’s the public assistance program and because it’s a private community, they (inaudible). 9 Mr. Johnson: Second, we asked the private haulers to halt on picking up any yard debris because we were doing the pickup from the storm. I talked to Mark last week and the problem is we have people who put bags out there of debris and we have told them to halt and not pick the stuff up and it’s created problems because it’s been out there for two or three weeks. I don’t know whether we need to coordinate something with them so the haulers can continue forward with picking up yard waste if it’s a certain amount. I know initially it was because of the increased amount of debris from the storm but I think at this point some of the homes have pretty much been picked up and they do have regular yard waste that needs to be picked up. So I would ask that we could probably work that out and try to get that back on schedule because I know that that was what was directed to them and so these guys are (inaudible) being paid for it not being paid if they’re not going to be picking it up, if you will, throughout the duration of this pickup for the storm debris. Mr. Natale: To answer a previous question also the delta between FEMA reimbursement and your regular yard waste is what is in your regular contract. Mr. Johnson: Right. Mr. Natale: I think it’s two cubic yards right now – Mr. Johnson: Standard, right, exactly. Mr. Natale: It’s against that, you know, regular collection. Mr. Mark Johnson: What we were instructed to do originally was just pick up bags and cans which is what we’ve been doing. We have a meeting tomorrow to ride some neighborhoods and get definitive judgments on what should and shouldn’t be collected as we move back into smaller pockets. That has been a challenge between both crews of what should and what is still considered storm debris and what is considered normal because our rules say 5 x 5 x 10. But we were not set up to deal with everybody in the (inaudible) having 5 x 5 x 10. We built it based on historical averages and so this house 5 x 5 x 10, five more have yard bags, 5 x 5 x 10. In this situation everybody has it. Mr. Johnson: And I understand that can be complicated. I just wanted to get information about that so we can kind of get that worked out because it was coming to a point now that I know Commissioner Davis said she had a bag out there for about three weeks. So some houses have been overlooked as far as the bagged waste as well so maybe (inaudible). Mr. Mayor: Commissioner Donnie Smith. Mr. D. Smith: They answered my question, Mr. Mayor. Mr. Mayor: Steve, you are looking for a motion to approve – Mr. Cassell: Adding $3. whatever that comes out to, million dollars to the AshBritt contract as well as to extend the magnitude of Leidos’ contract up to $1.905 – 10 Mr. Jackson: I move to approve. Mr. G. Smith: Second. Mr. Mayor: We have a motion to approve and a second but, Steve -- Mr. Cassell: Yeah, that’s correct. Mr. Mayor: Okay, we have a motion that’s been made and properly seconded. Commissioner Mason and Commissioner Davis. Mr. Cassell: The motion, if you don’t mind, FEMA requires that it say not to exceed – Mr. Mayor: Okay. Would the maker of the motion add that to the motion? Mr. Jackson: Amen. Mr. Mayor: Mr. Jackson just said yes. Commissioner Mason, then Commissioner Davis. Mr. Mason: Okay, that’s where I was going with that. Not to exceed what? Ms. Allen: Not to exceed $11.2. Mr. Mason: Even? Let’s get the right number here because anything other than that it exceeds it. So there’s a motion on the table. Let’s get it in the record. Ms. Allen: Let’s say $11.5 million and we’re not exceeding $11.5 and then that gives us wiggle room for anything that may come in between that. So if we could just get the additional $3.5 approved so that the total contract for AshBritt does not, is not to exceed $11.5 million. Mr. Mayor: And Leidos? Mr. Cassell: And it would be not to exceed approval over $1.9. All right. I’ll give you the exact same number. $11,240,550 would be the AshBritt contract. For Leidos it would be $1,905,015. Mr. Mayor: Is the maker of the motion comfortable with – Mr. Jackson: I was going to ask them to put it up if they need to. Yes. Mr. Mayor: Okay, we have a motion that’s been made and properly seconded. Commissioner Davis. Ms. Davis: Just one more question. Steve, will you give me a little more clarity on private and gated communities and private neighborhoods. What’s our next step? 11 Mr. Cassell: We’ll discuss that next. Ms. Davis: Thanks. Mr. Mayor: We have a motion that’s been made and properly seconded. If there’s no further discussion, Commissioners will now vote by the usual sign. Motion carries 9-0. 2.Discuss debris removal in private subdivisions/gated communities. Mr. Cassell: To add a little clarity to that so we can discuss the private roads. In AshBritt’s proposal, I asked them to include that into the proposal just in case that’s the will of the Commission on where they want to go. So if we do this next motion it’s covered in that $11.1. Also we’ll likely come under that if we (inaudible) – Mr. Lockett: So move. Mr. Mayor: Okay, so you would be, because it’s covered in the contract price you’re looking for a motion to approve covering the private roads -- Mr. Cassell: And private subdivisions. We wouldn’t have to go to AshBritt and ask for more money. The proposal would cover that should that get approved. Mr. Mayor: Commissioner Davis, you wanted clarity? Ms. Davis: I guess my question on that, Steve, was we don’t know if FEMA will reimburse in the private, gated communities and neighborhoods, correct? Mr. Cassell: Correct. There’s a chance that they won’t do it. But we’re going to try and do diligently. There’s another item in here where we’ll go into a discussion on that. Mr. Mayor: Okay, we had a motion. Was it properly seconded? Mr. D. Smith: Can somebody repeat that what it was? Mr. Mayor: The motion that you were requesting, Steve, was – Mr. Cassell: Include private roads, er, private subdivisions and gated communities. Mr. Mayor: Do we have a second on that? Mr. Jackson: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioner 12 Williams. Mr. Williams: I’m a little bit confused about the private, gated communities. If we’re going to do private stuff then that will open up a whole new keg of worms because now if they’re in the tax base, that’s one thing, they wouldn’t be private. What do you mean by private roads? I need to know. Mr. Mayor: Steve, could you bring some clarity to – Mr. Cassell: Of course where do we stop with that? That’s why we put that we can’t go down a very small dirt road basically, like a subdivision like Summerchase (inaudible). Mr. D. Smith: Woodbine West. Mr. Cassell: Woodbine West (inaudible). Mr. Williams: That’s my point. We’ve (inaudible) not on private roads we can’t get down. We had a lady come in here and we didn’t even pick up her garbage because we had trouble with (inaudible). Now we (inaudible) picking her garbage up but we’re going to agree to go down private roads? Mr. Mayor: And I would just say I understand where you’re going with that. They are taxpayers, they are citizens, this is extraordinary circumstances. Commissioner Smith then Commissioner Fennoy. Mr. D. Smith: My district has a number of them so I can speak on it, Rockbrook being one, Woodbine West being another, (inaudible) being a third. They pay taxes. Some of them pay for their road maintenance. Some of them don’t. Each one is different but they all pay their city/county taxes and they all buy water from this community, this government and they all buy trash service from this government. So it’s not like we don’t service them. The only thing that makes them private is that in one of them they have a gate. The others don’t have a gate and (inaudible). These are extraordinary circumstances and they are taxpayers and they do pay their property tax like everybody else. Mr. Cassell: I guess (inaudible) Mr. D. Smith: If it was their normal stuff and they piled it out there, we’d pick it up. Is that right? Mr. Cassell: Yes. Mr. Mayor: Commissioner Fennoy. Mr. Fennoy: My question is are we going to pay regardless or are we going to pay if the FEMA approves the pickup? 13 Mr. Cassell: No. FEMA’s reimbursing so basically we would be committing that we’re going to pick this up and risk the reimbursement just on those (inaudible). Not the whole reimbursement just what we pick up from those subdivisions. Every load, every pile will go. GIS or GPS marked on it. These piles will be easily identified by us as well as FEMA on what was picked up and what we were charged for them. But it would come down to the reimbursement if we can prove the case if, you know, even though these were private roads, we still provide city services to them. It would be a criteria and like Rob was saying, FEMA’s in town right now. If this were three weeks ago and FEMA wasn’t in town, we’d be kind of making judgment calls based on his experience and we might can evaluate that. We can actually take FEMA out to these sites and say, “Here are these roads” and see what they say. Mr. Fennoy: So just for clarity in spite of the fact that these are private communities who (inaudible) pick up anyway. Okay and I don’t have an issue with that but I encourage my colleagues to remember this vote and what we are voting on because at the next committee meeting there’s going to be a similar situation and just like I’m supporting your private and gated communities I got a private community that has some real serious issues with the streets. So I’m going to bring this before the committee and I’m just going to remind you that I will support this but when it comes up, I don’t want to hear about this private and we ain’t got nothing to do with it because it’s going to come up again. Mr. Mayor: You are a heck of a negotiator. 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. Motion carries 9-0. 3.Discuss debris removal on state roads/highways. Mr. Cassell: This was also put in AshBritt for state routes. You’re not seeing a lot of pickup right now. They are doing it as fast as they can. District 2 extends from I-20 and the Savannah River all the way to 285. That’s how big that district (inaudible). They’re picking up, what we need to do, what I want to get from this body is whether we can try to at the discretion of, if the Law Department’s approved, with the Mayor’s approval, to enter into a memorandum agreement with the DOT should they want us to. That memorandum would basically say we’ll pick it up and we’ll front the cost for picking this up if you will cover our 25% at the end. We reached out to DOT (inaudible) Commissioner Golden and got with their Law Department and they have not come to a consensus on what they’ll do. I only want to do it if they will guarantee that our 25% gets back but if we can do that so that Andrew and their attorneys can come up with a Memorandum of Agreement or something for that so that Washington Road, Deans Bridge Road, Peach Orchard, Highway 88 that have debris on them. Right now (inaudible) picks them up but that’s the state’s responsibility and we want to assume that, it’s fine, but I would rather make sure that we get reimbursed from them. Mr. Mayor: Can we get a motion to approve authorizing the attorney, myself and Mr. Cassell to proceed in that matter? 14 Mr. Lockett: So move. Mr. Jackson: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioner Williams. Mr. Williams: Steve, I want to be clear with this. You’re talking about the 25. The 75% we’re going to pay, is that what you’re saying, on the back end if the state agrees, they’re going to give us – Mr. Cassell: Basically if we collect it, we’ll pay 100%. FEMA will give us 75 cents on the dollar back. I want the state to agree to pay one quarter (inaudible). Mr. Williams: And if the state doesn’t agree, then we’re going to have to pick it up. Is that what you’re saying? Mr. Cassell: We’re not going to pick it up. If we can’t come up with a Memorandum of Agreement saying that they’ll reimburse us then (inaudible). Mr. Williams: I’ve got no problem with that. Mr. Mayor: Commissioners will now vote by the usual sign. Motion carries 9-0. Ms. Allen: The last thing that we have in regards to the debris is as you were informed on last week we actually met with FEMA and GEMA to go over the process and how the city would look at getting reimbursed for the respective out-of-pocket that we’re doing and it’s a very, very tedious process as we all couldn’t even begin to imagine as it relates to the magnitude of this storm. So we’re looking to go ahead and put an RFP out on the streets to get some assistance in the financial recovery because as we all know the importance of making sure that we have proper documentation on file in order to get this reimbursement. It’s not about saying it cost us $50 to do this. We have to have specific receipts, we have to have man hours actually attached to what equipment that was utilized and demonstrate all that information to our FEMA representatives in order to even look at getting reimbursed so we just want to look at getting some financial recovery assistance in this process because we want to do whatever we can to make sure that the city of Augusta gets actually reimbursed everything that they’re due. Mr. Mayor: Can I get a motion to approve going out for an RFP? Mr. Jackson: So move. Mr. Johnson: Second. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioner 15 Williams. Mr. Williams: And I’m hearing from you and I understand that. Is that going to be a case where the cost associated with this will come from FEMA too? Ms. Allen: Yes, it is reimbursable, sir. Mr. Williams: Okay. I just need to be clear. Mr. Mayor: We have a motion that’s been made and properly seconded. Commissioners will now vote by the usual sign. Motion carries 9-0. [MEETING ADJOURNED] Nancy W. 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 Called Meeting of the Augusta Richmond County Commission held on March 18, 2014. ________________________ Clerk of Commission 16