Loading...
HomeMy WebLinkAboutAugusta-Richmond Dept. Family and Children Services Augusta Richmond GA DOCUMENT NAME: ouqUS-to. -\\ch\c:f'd ~, ~Qm\ \lj -\ cD\ \d.~ ~\(t$ DOCUMENT TYPE: ~{~ YEAR: 0\ BOX NUMBER: \5 BLENUMBER: \SQa3 NUMBER OF PAGES: 8 . ~ Office of The Clerk of Commission Lena ], Bonner, CMC Clerk of Commission Nancy Morawski Deputy Clerk Room 806 - Municipal Building 530 Greene Street - AUGUSTA, GA. 30911 (706) 821-1820 - FAX (706) 821-1838 May 9, 2001 APPROVED 1'\" n"f 0 '", 1 ?OO'1 ,... '. ~ .l. '- Ms. Carolyn Beard, Director Augusta-Richmond Department Family & Children Services 520 Fenwick Street Augusta, Georgia 30901 (AlJGIJST.4-~W!!..gQ!,NTY COMMISSION) Dear Ms. Beard: Enclosed is the executed Maintenance in lieu of Rent Agreement between Augusta, Georgia and DHR, Department of Family and Children Services for property located at 520 Fenwick Street, which was approved by the Augusta Commission in their May 1, regular meeting, Please have the designated official execute the agreement on behalf of your agency and return a copy to us for the city's official records, Should you have any questions or need any additional information, please feel free to call me at 706-821-1820. Very truly yours, I I. L~na J. 8 nner Clerk of Commission Enclosure: -' " , , ~ i Department of Human Resources Space Request [1) Type of Request " New 0 Renewal lliI' (New Program, Renegotiation 0 Relocation 0 Other 0 (TAW, etc.) [21 Current Rental Agreement Number Amendmeet 0 (~hange Terms of Lca!e: Decrease Sq Ft, Options, Utilities / Janitorial) ModIfication to Space 0 (One-TIme / Special Rent Assessment) Addendum 0 (Increase Sq Ft) Cancellation 0 (Cancel Program) Fiscal Year (For This Year) Division/Office Mll..O Regular Lesse 0 Memorandum of Agreement 0 Other 0 --,.--- (CIty/County) (Occupancy Date) Square Feet: (C-;'-ri-ent) (Needed) [3) Fuil Time Total # Budgeted Positions: 284. 50 Positions # Additional Positions: Part Time # Part Time Positions: [4) Rental Information [5] Type Site Loc:ale Office Park 0 House 0 MallO Building iii Other 0 Current Address: .-.::::.--. [6] Current Building ProblemslUnresolved ADA Issues Relocation: Landlord Notified In Writing? Yes 0 No 0 Local Cnntact Name:__.~~rolyn Beard City: __~~gusta (706 ) Phone #: 721-2536 LCII5e Period [7] RCIUOn Cor Request/Remarks (Division/Office Space Coordinator) (8) Type of Program(s) at This Location (Public Health Only) Fu #: 721-7140 (9) Suhlesse Information From: Monthly Rent: $ 9 6 , 6 7 6 Monthly Utilities*' : Monthly Janitorial*' : Monthly Total: A) Our Division, (the Sublesself), is Currently RENTING _ Sq Ft, from the Division of_, OR B) Our Division is the Primary Lease &: Currently has a TOTAL OF _ Sq Fl As the Sublessor, the following Divisions are Subleasing space from us. Write down EACH Division & the TOTAL Sq Ft They Sublease: To: [101 DHR Budget Coordinator: I certify that the action requested Is necessary Cor the proper function of the agency named and that sufficient Cundl are available in the % amounts of the followlnl: s % are FEDERAL FUNDS; % arc STATE FUNDS; % are COUNTY FUNDS; % are OTHER DHR Budget Coor.dlnator Name Review and Approvals Division/Office Room-Building Signature Signature Date Date Division LeuiDg Coordinator Division/Office Director . For Addendum (Additional sqft), New Proanm. or RdocadQII Office oC Facility and Support Services - LtlUing Specialist Office of Facility and Support Services - Director REV, 11/812000 S:\Leasing\Forms\Spacc Request Instructions: Submit Original, Plus (1) Copy and Attachments Assigned To: ,1 Lpuis 6c,~~n - MIL Form,doc , , ' Page 1 Lease # Georgia Department of Human Resources Division of Family and Children Services FY LOCAL STATEMENT OF SERVICE AND MAINTENAL"fCE COSTS IN LIEU OF RENT IN PUBLIC BUILDINGS OR THIRD PARTY LEASING ARRANGEMENT PREPARE IN QUADRUPLICA IE OFFICE OF THE City of laGrange Richmond COUNTY AUgl1Rt~ GEORGIA TO: Georgia Department of Human Resources/Richmond r.ol1nty nli'r.<:: For third party space or service and maintenance costs in providing you agency with 'office space in the public facility building know as the Georgia Department ofHwnan Resources building, located at 520 FenWick Street Augusta 77 ,159 Georgia. Square Feet @ 15 . 0353 Per Square Foot per Annwn 1. 160 . 108 Monthly Charge (Charge per Annwn Divided by 12) 96,676 THIS MONTHLY CHARGE, in lieu of rent or for third party lease payment, is to remain constant for a minimwn period of twelve (12) months from date of acceptance by the local Hwnan Resources program. and the basis on which it is computed is shown on the reverse side herein. This monthly charge has been determined solely for the purpose of obtaining State and Federal Participation in costs incurred by County/City fiscal authorities in providing office space for a Hwnan Resources program, It is understood that acceptance by the Georgia Department of Hwnan Resources is subject to review and audit by the Internal Audit Unit, and the County/City fiscal records form which such costs have been determined will be open for their inspection. The audit may be either Sl.alc or Federal (or both), I DECLARE TIIA T the information fumishedherein to the best of my leno complete, Date 7ll~ I; ..1()()/ \ if (Signatllnl of Coun 10 0-1 G?(T~e) (AFTER EXECUTION, COUNlYFISCALAUIHORITY WILL. TRANSMIT IN TRIPUCATE TO DIRECTOR). ACCEPTANCE Date CommissionCl'. DHR PAYMENTS against this agreement are to be made to: \IDHR_2PTO 16\ VOLI IDA T A\USERS\ADMIN\OTS\CGKILG-l IDOCUMEN1\LEASE\MIL Form,docFORM 746 (3-84) FORM 746 (3-84) Page I of 4 Page 4 of4 'l~is Bdwen -,MIL Form,doc Page 2l Schedule in support or Third Party Space OR Service and Maintenance Costs in Lieu or Rent in Public Buildings SCHEDULE A - SERVICE AND MAINTENANCE EXPENSES For the County Fiscal Year Ended , TABLE 1- ELEMENTS OF EXPENSE I Applicable To All Applicable To Human Occupants of Building Resource Program Only Heat 2'?'i'i Lights 8Q.Q'iO Wat.er 1:R23 Custodian Service 1L..,t<;Q1 Janitor and Maid Service '>7 1QR Elevator Service Cleaning Supplies and Contracts F.7 OF.R Painting and Decorating Maintenance Repairs: Repairs and Repair Parts: Electrical h F.?1 Plumbing and Heating Elevators 1 . qOR Building, General I.J. R7R Maintenance Repair and Engineering Service 3,490 Upkeep of Grounds Insurance ? 1hO Depm:iation (From Table 2) Hand Tools and Minor Maintenance Equipment Other Expenses (Specify) 4'i 1 H7 *Third Party Lease Agreement R40 6.77 Total Expense L160.108 Total Square Footage of Building 77 .159 sq, It Annual Cost per Square Foot (Divide Total Expenses by Total Square Footage) 15.0353 Square Footage Occupied by Human Resource Program 77.159 sq, ft. Pro-rata Annual Cost to Human Resource Program sq. ft. \ (Square Feet Occupied by Annual Cost per Square Foot) iOTAL-ANNUAL -CHARGE TO HUMAN REsOURCE PRooRAM (Add (A) and (B)) ANNUAL CHARGE PER SOUARE FOOT TO HUMAN RESOURCE PROGRAM (Divide Total Annual Charge by Square Feet Occupied) 1,160,108 15.0353 TABLE 2 - EXPLANATION FOR DEPRECIATION CLAIMED IN TABLE 1 Type Consttuction of Dato Estimated Life Cost Depreciation in ROIIIaining Cc.u Depreciation this Depreciation Building Acquire tn be used in (exclusive ofland) Prior Years Beginning of Year Rate d Accumulating Year Depreciation 1. MascDrY. Solid SO 2% 2, Masonry, Frame 33 1/3 3% 3. Frame 25 4% Additions: (if any) 4, \\OHR_2PTOl6\ VOL 1 \OAT A\USERS\ADMIN\OTS\CGKILG-I \OOCUMENI\LEASE\MIL Form.dccFORM 746 (3-84) Page 2 of 4 A) B) P. ~ouis 89we~ - MIL Form.doc Page 3 ~ I 5, TOTAL (Enter as Depreciation Expense, above, Wlder Table I) Classify building as to type of construction as indica1ed above, lines I thru], Additions if any, lines 4 and 5, Use appropriate depreciation rate, See page 4 for detailed instructions, EJ Schedule in support orTbird Party Space OR Service and Maintenance Costs in Lieu or Rent in Public Buildings SCHEDULE A - SERVICE AND MAINTENANCE EXPENSES (CONTINUED) TABLE] - BUILDING DESCRIPTION Department of Human Resources Name and Location of Building 520 Fenwick Street General Description of Building (Attach sketch of space occupied.) (Type and rnaterial of construction, etc,) original single story brick building and' a three (3) story dryit adioining building General Condition good Age 11 Yrs, Dimensions of Building: Length Square Footage of Building (Net usable space) 77 , 159 ft. Width ft. No, of Floors Average Square Footage per Floor (Net usable space) Location in building of Human Resource Program(s) Human Resources Program occupies the entire bldg. Number of Rooms Occupied by Human Resources Program All Total Square Footage Occupied 77 ,159 Facilities Furnished to the Human Resource program (See Instru~tions)Fire insurance, j ani tor and maid service, utilities, Building superintendent. security services. security guards (2), building maintenance and parking. FUNDING OUT CLAUSE Notwithstanding any other provision of this agreement, the parties hereto agree that the rent hereWlder is payable by the Lessee solely from appropriations received by the Lessee from the General Assembly of the State of Georgia. In the event such appropriations are detennined, in the sole discretion of the chief operating officer of the Lessee, no longer to exist or to be insufficient with respect to the rent payable hereWlder. this agreement shall terminate without further obligation of the Lessee as of that moment (hereinafter referred to as "Event''), In such Event, the chief operating officer of the Lessee shall C(:rtify to the Landlord the occurrence thereof. and such C(:rtification shall be conclusive, INSTRUCTIONS FOR LOCAL STATEMENT OF SERVICE AND MAINTENANCE COSTS GENERAL INSTRUcnONS These instructions are to explain the purpose of. and describe ~uiremcnta in the prepllflllion of Form 746, Loc:aI Statement of Servicc and Maintenance Costs in Lieu of Rent in Public Buildings OR Third Pany Leasing AmIl1gcmenta. Purpose 01 Fol"tU AcceptaD_Effecttve Date l'rnposals for Federal matching of sen'iC(: and maintenance cosU become effective with the month in whicb they arc acc:epted by the loc:al Human Resource program, ' The purposo oftbis form is to provide for State and Federal participlltion in thoso costs incurred and paid directly by the cOUDty/city fiscal authorities for operaticn and maintaining a public building in which a Human Resource program occupies splll:O, I\DHR_2PTO 16\VOLI IDA TAIUSERS\ADMIN\OTSICGKll.G-1 IDOCUMEN"ru.EASE\MIL Form,docFORM 746 (3-84) Page 3 of 4 tl;~L,Jis BQ.Wen - MIL Form.doc Page 4 ~ Prepared by Whom This form is to be prepared, in quadIuplicatc, in the office of the county/city fiscal authority, Certificate of county/city official preparing, or furnishing informatioo for preparation of Schedule A. Tahles 1.2 and 3. from which monthly charge for space is determined. is required on page 3, Proposal for claiming Federal participation in the monthly charge so , determined is made over the signature of the county/city fiscal authority in space provided on page I, Where fiscal authority is vested in a Board of Commissioners. the signatm'C shall be that of the Chairman. Basis Cor Charges Charges for office space under this policy provision will be allowed on the basis of a unifonn monthly per square foot charge. with a unit cost based on the total of such expenSCll paid directly by the county fiscal authorities for the preceding county/city fiscal year. but in no instance to oxceed the cost that would be rcciuired for occupancy of comparable space in a private building, The monthly per square foot charge, after establishment and acceptance by the local Human Resource program. must remain constant for a minimum of twelve months. Revisions, either upward or downward, may be negotiated after the expiration of this required term, Please remember that documentation for chariles shown on Tables I. 2 and 3 of the Local Statement of Service and Maintenance Costs will be the responsibility of the local county/city fiscal authority, The Georgia Department of Human Resources assumes no liability for audit exceptions, PREPARARTION OF SCHEDULE A TABLE t - ELEMENTS OF EXPENSE The following instructions describe the classes of expenditures which may be claimed as Service and Maintenance Costs. These expenditures may be pro-rated to all occupants of the building, or joint costs may be prorated and expenditures for the exclusive benefits of the human resource program charged direct in the column provided, If direct charges are made to the human resource program. expenditures for the exclusive benefit of other occupants arc to be excluded from proration. Painting and Decorating, Maintenance Repairs, and Upkeep of Grounds included herein are routine or ordinary, not materially prolonging the life, or increasing the value of the property. Items or services purchased in large quantities, for several or all buildings of a county/city. may be prorated among buildings, on a basis of reasonable approximation by the use ofa common unit ofmCSS\lRO, For any and all such items, worlcing papers, memorandums, or other data used in compiling com should be held for examination by Slate and Federal auditors. Do not claim in this statement, any expenditures form the bank account of the human resource program, HEAT. LIGHT, WATER: Included costs of providing heat, lights. and water. whether purchased, or furnished by a county organization, CUSTODIAN, JANITOR AND MAID. ELEVATOR SERVICE: Include services of building superintendent, custodian, watchmen. janilOrs, porters, maids, elevator operators, etc. Maintenance and grounds personnel arc included in another category, CLEANING SUPPLIES AND CONTRACTS: Include costs of articles and products used in keeping building and equipment in sanitary and efficient condition, Also building cleaning or service conttacts, such as window cleaning service, towel service, etc. PAINTING AND DECORATING: Include cost of palDnng building interior. floor refinishing, plastering, papering, etc, Also, include services of painter. plasterer. etc, Do not include painting or otherwise refinishing entire extcrlor of building, or decorating projects that materially prolong the life or increase the value of the building, MAINTENANCE REPAIRS AND REPAIR PARTS: Include by category, minor or ordinary repairs by outside agencies. and repair material or parts used by regular mainlcnance employees in making routine repairs. MAiNTENANCE 'wAwf ANDENGINEERING- SERVICE:- Iilclude services of county employed maintcnance and engineering employees (full time, per diem. or hourly basis), such as building engineers, mechanics, electricians, carpenters, etc. Do not include under Maintenance Repairs, expenditures which materially prolong the life. or increase the value of the building, or building equipment, and therefore should be added to its cost and recovctcd by annual depreciation or amortization allowances. UPKEEP OF GROUNDS: Include services of gardeners, yanlmen. otc,. and agricultura1 and botanical supplies used in upkeep of building grounds, Do not include extensive grounds improvements or outlays which materially cnbance the property, INSURANCE: Include premiums for insurance covering loss or damage of building or cootents, Premiums paid in advance arc to be apportioned annually. over the life of the policy on a straight time hasis, Do not include public liahility insurance. HAND TOOLS AND MINOR MAINTENANCE EQUIPMENT: Include expenditures for hand lools and minor items of equipmenl used by employ....s in the maintenance of the building and upkeep of the grounds, such as. carpenter tools, plumbing tools, paint brushes. shears, rakes, shovels. lawnmowers, hose, etc, OTHER EXPENSES: Include expenditures relative to the service and maintenance of the building, but not classified under preceding headings. oRcntil re-lIilbUrscii1ctil for private lease. - TOTAL SQUARE FOOTAGE: Include tenantable areas only. Le" offices, courtrooms. jury rooms, judges' chambers. olo, Do not include halls, corridoB, stair wells, toilcts, or other non-tcnantable areas. TABLE 2- DEPRECIATION Since these instrUctions relate to the measuring of depreciation. they may be disregarded by counties/cities not claiming depreciation. or whose building are beyond the ages stated in Table 2, \\DHll_2PTO 16\ VOLI\DAT A\USERS\ADMIN\OTS\CGKILG-I \DQCUMEN1\LEASE\MIL Form,docFORM 746 (3.g4) Page 4 of 4 , ~ Ou~~<~\j..sn - MIL Form,doc Page 5l 1. COST: Show cost ofpurchll5e orconstnlction of building, This cost to be exclusive of the co,t of the land upon which the building ,tands, If land cost i, not known. a reasonable estimate or appraisal will be accepted, MASONRY, SOLID: Building of slow burning or fireproof collstn1ction - such as masonry, bricle, concrete. concrete or cinder blocks, tile, brick DEPRECIATION IN PRIOR YEARS: Compute depreciation for prior and steel, steel ,frame, steel and stucco, etc, years, i.e" from date of acquisition by county to current year, by use of , , ' appropriate :.nnual rate, and insert in thi, column. MASONRY, FRAME: Buildings of the same exteriors as above, but with wooden /!ame interiors. REMAINING COST BEGINNING OF YEAR: Value of building after prior years depreciation i, deducted from original cost. FRAME: Building, of wooden frame or similar construction, DEPRECIATION THIS YEAR: Compute depreciation for current year by use of appropriate rate and insert in thi, column. Also, carry thi, amount to Table 1. TYPE OF CONSTRUCTION: Classify building as to type of construction. as follow: I. 3, 4-5, ADDmONS: Describe the addition to building. Give estimated useful life, Apply appropriate depreciation rate, i.e~ rate applicable to type of constrUction, as given in Table 2, TABLE J - BUILDING DESCRIPTION Give name and location of Building: "Newton County CourthOIlSC, Covington, Georgia," or "Cobb County Office Building, Marietta, Georgia", Give general description: "Two story red brick building." Show general condition of repair as: Excellent, Good, Fair, Poor, Rundown. Shabby, etc. Give measurements of building r:Jd square footage, Net usable space iJ gross square footage less non-tenantable areas. such as halls, toilets, etc, Give location of human resource program: "N,W. Comer of second floor," and number of room' and square footage occupied by that program, List facilities and services furnished the human rcsoun:,e program: "Private toilet, janitor service, lights, heat, water," eto" whose coslS are included in Table I, PREPARATION OF SCHEDULE B This statement of comparable rent (Form 5465) i, to establish the fact that the charge to the human resource program for service and maintenance costs i, not in excess of =t rent in the community, for comparable space, facilities and service in a private building. These three statements must be from a disinterested qualified person: realtor, building and loan association official. bank official, etc, It cannot be from a public official. After "FROM," insert name of person making the statemenL After "OF'" insert hi, address. Give hi, professional qualifications, such as, Member Real E5tatc Board: President, John Doe Reality Co~ ete, \\DHR 2PTO 16\ VOLl \DA T A\USERS\ADMIN\OTS\CGKILG-l \DOCUMEN1\LEASE\MIL Form.docFORM 746 (3-84) - Page 5 of4 " .. FJI%~ Office of The Clerk. Of Commission - - ~ Augusta-Richmond Countyr Georgia 530 Greene Street AugustaT Georgia, 30911 Office Phone (706)'821-1820 FAX (706) 821-1838 Oate: CfI.J1 . .. ~ , j' Time Sent:. Speciailnstruc:ions: Pages (t~cluding C~ver): fl' FAX Number 1::; (- 7/ tjj) To: 1Jm ~ r( 16EiW!4J fI\ am&. of Individual) - Organization: \U ::rrrL) (Name of Ccm!T.Iny) . '~~~i:r~i';';0~ii(~~~'1~kf~'f::iiJ:;E~rr~~J.~;~:~:::ft;~l~:;:' From: I ffP #- Phone Number: 6 c:f -/ ~ (7- if? (Name of Indtvidual) , (Name of DelJartment) Message: Note: Please notify the person sending this fax if for any reason you cannot read or do not receive ail af the pages inc:uded with this fax.. You can C:lntac: the person who sent this fax at the number indicate<1 above. Thank You! '