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
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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
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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:
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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
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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
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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)
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A)
B)
P. ~ouis 89we~ - MIL Form.doc
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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
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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)
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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)
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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:
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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! '