Administrative Services Committee Meeting

Administrative Services Committee Committee Room- 3/12/2007- 1:00 PM Meeting ADMINISTRATIVE SERVICES 1. Approve Amendment to Agreement with Light of the Attachments World Neighborhood and Economic Development, Inc. 2. Appoint Gaynell Bonner as coordinator of the community Attachments and faith based efforts to organize repeat offender program in coordination with church and other community based ministries and programs. (Referred from February 26 Administrative Services) 3. Approve an Ordinance providing for the demolition of Attachments certain unsafe and uninhabitable structures in the South Richmond Neighborhood: 1331 Clark Road, (District 8, Super District 10); South Augusta Neighborhood: 1123 Twelfth Avenue, (District 2, Super District 9); South Augusta Neighborhood: 207 Golden Avenue, (District 5, Super District 9); Bethlehem Neighborhood:1122 Wrightsboro Road, (District 2, Super District 9); Central Business District Neighborhood: 509 Watkins Street, (District 1, Super District 9); Old Town Neighborhood: 519 Second Street, (District 1, Super District 9); Laney- Walker Neighborhood: 1254 Eleventh Street, 1101 Thirteenth Street, (District 1, Super District 9); Harrisburg Neighborhood: 1924 Greene Street, (District 1, Super District 9); Uptown Neighborhood: 1302 Druid Park Avenue, (District 1, Super District 9); AND WAIVE 2ND READING. 4. Approve change in use of CDBG Funds for Dyess Park Attachments Improvements. 5. Report from the EEO Officer regarding the development Attachments  of an assessment tool for the evaluation of employees reporting directly to the Mayor and Commission. (Referred from February 26 Administrative Services) 6. Update from the EEO Officer regarding a proposal for the Attachments Fire Department hiring practices. 7. Update on property on Wrightsboro Road @ Baker Attachments Avenue. 8. Discuss the budget for Lisa Williams' supplemental Attachments salary for 2007 through the Land Bank Authority and related job description. (Requested by Commissioner Williams) (Referred from February 26 Administrative Services) 9. Approve retirement of Ms. Constance Herndon under the Attachments 1949 Pension Plan. 10. Approve the reprogramming of $54,026.55 in Attachments Community Development Block Grant (CDBG) Funds. 11. Discuss/approve severance package for department Attachments heads. (Requested by Mayor Copenhaver) 12. Presentation by Mr. Willie Johnson regarding the final Attachments payment on the property at 2745 Magnolia Avenue. www.augustaga.gov  Administrative Services Committee Meeting 3/12/2007 1:00 PM Amendment to Light of the World Neighborhood and Economic Development, Inc. Agreement Department: Housing and Community Development Department Caption: Approve Amendment to Agreement with Light of the World Neighborhood and Economic Development, Inc. Background: On August 1, 2006, the Commission awarded a $30,000 CDBG grant to Light of the World. This agency is located in the Aragon Park neighborhood and provides several programs for youth and seniors that include tutoring and transportation for seniors. The funds were to be used for improvements to the administrative building and for purchase of a van. Because of the cost of the van, the agency has determined there would be limited funds remaining to use for improvements. Therefore, the agency is requesting that the project be changed from a public facility improvement project to a public service project with the funds to be used as outline below: Van $18,500 Van Sign $ 200 Salary $11,300 TOTAL $30,000 Analysis: Approval of this request will not increase or decrease the funds allocated to the agency. Financial Impact: Under the CDBG program, the city can allocate a maximum of 15% of the total CDBG allocation to public service activities. Changing this activity to a public service activity will not cause the city to exceed the 15% cap. Alternatives: None Recommended Recommendation: Recommend approval of changing activity from public facility project to public service project and the proposed changes in the project budget. Funds are Available in the Following CDBG Project # 04069-2 $30,000 Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission  Administrative Services Committee Meeting 3/12/2007 1:00 PM Coordinator for Community and Faith Based Programs Department: Clerk of Commission Caption: Appoint Gaynell Bonner as coordinator of the community and faith based efforts to organize repeat offender program in coordination with church and other community based ministries and programs. (Referred from February 26 Administrative Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission  Administrative Services Committee Meeting 3/12/2007 1:00 PM Demolition Ordinance Department: License & Inspection Department Caption: Approve an Ordinance providing for the demolition of certain unsafe and uninhabitable structures in the South Richmond Neighborhood: 1331 Clark Road, (District 8, Super District 10); South Augusta Neighborhood: 1123 Twelfth Avenue, (District 2, Super District 9); South Augusta Neighborhood: 207 Golden Avenue, (District 5, Super District 9); Bethlehem Neighborhood:1122 Wrightsboro Road, (District 2, Super District 9); Central Business District Neighborhood: 509 Watkins Street, (District 1, Super District 9); Old Town Neighborhood: 519 Second Street, (District 1, Super District 9); Laney-Walker Neighborhood: 1254 Eleventh Street, 1101 Thirteenth Street, (District 1, Super District 9); Harrisburg Neighborhood: 1924 Greene Street, (District 1, Super District 9); Uptown Neighborhood: 1302 Druid Park Avenue, (District 1, Super District 9); AND WAIVE 2ND READING. Background: The approval of this ordinance will provide for the demolition of certain structures that have been determined to be dilapidated beyond repair and a public nuisance. The owners of the above referenced properties have been requested to correct the property maintenance violations. The violations were not corrected. By approving this ordinance the City will have the structures demolished, record a lien against the property in the amount of the costs incurred, and send the property owners a bill for payment that is due within 30 days of receipt. Analysis: Continuing the removal of dilapidated structures will signal to the public that neglected, unsafe and uninhabitable structures will not be allowed and that property owners will be held responsible for their properties. Financial Impact: The average total cost associated with the demolition of each property will be approximately $5,200.00. This includes the title search, asbestos survey, and demolition. Alternatives: Allow the unsafe structures to remain and continue to have a negative impact on the neighborhoods and City. Recommendation: Approval Funds are Available in the Account # 220072912 - 5211119 Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission ORDINANCE N0. ________ ORDINANCE TO PROCEED WITH DEMOLITION AND REMOVAL OF THE STRUCTURE ON PROPERTY LOCATED AT 1331 CLARK ROAD, 1123 TWELFTH AVENUE, 207 GOLDEN AVENUE,1122 WRIGHTSBORO ROAD, 509 WATKINS STREET, 519 SECOND STREET, 1254 ELEVENTH STREET, 1101 THIRTEENTH STREET, 1924 GREENE STREET, AND 1302 DRUID PARK AVENUE. TO REPEAL CONFLICTING ORDINANCES; AND FOR OTHER PURPOSES. BE IT ORDAINED BY THE AUGUSTA-RICHMOND COUNTY COMMISSION AND IT IS HEREBY ORDAINED BY THE AUTHORITY OF SAME AS FOLLOWS: Section I. That the following residential properties have been identified by the Director of the Augusta – Richmond County License and Inspection Department as unfit for human habitation (or unfit for its current commercial or business use) and the cost of repair, alteration or improvement of said properties exceeds one-half the value of property and that the said Director shall cause the structures located on hereinafter described property to be demolished and removed as ordered by Augusta-Richmond County Magistrate Court; and that said Director shall cause the costs of such removal and demolition for said property be entered upon the lien docket maintained in the office of Clerk of Augusta - Richmond County Commission and said Director shall otherwise proceed to effectuate the purpose of O.C.G.A. SS 41-2-7 through 41-2- 17 with respect to said property, to-wit: • 1331 CLARK ROAD, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 301 as Parcel 18. • 1123 TWELFTH AVENUE, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 72-2 as Parcel 191. • 207 GOLDEN AVENUE, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 84-4 as Parcel 166. • 1122 WRIGHTSBORO ROAD, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 59-1 as Parcel 536. • 509 WATKINS STREET, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 47-3 as Parcel 41. • 519 SECOND STREET, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 47-4 as Parcel 237. • 1254 ELEVENTH STREET, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 59-2 as Parcel 43. • 1101 THIRTEENTH STREET, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 46-3 as Parcel 88. • 1924 GREENE STREET, Augusta – Richmond County, Georgia, identified on Augusta- Richmond County Tax Map 35-2 as Parcel 323. • 1302 DRUID PARK AVENUE, Augusta – Richmond County, Georgia, identified on Augusta-Richmond County Tax Map 45-4 as Parcel 113. Section II. This Ordinance shall become effective upon adoption. Section III. That all Ordinances and parts of Ordinances in conflict herewith are hereby repealed. Duly adopted this _________ day of ____________________, 2007 MAYOR________________________________ATTEST:______________________________ _ CLERK OF COMMISSION  Administrative Services Committee Meeting 3/12/2007 1:00 PM Dyess Park Improvements Department: Housing and Community Development Department Caption: Approve change in use of CDBG Funds for Dyess Park Improvements. Background: The 2005 Annual Action Plan earmarked $30,000 in CDBG funds to help fund installation of an elevator inside the community building at Dyess Park on James Brown Blvd. Analysis: Architectural analysis indicates that it will cost approximately $60,000 to install an elevator in the community building. Improvements are also needed to the bathhouse adjacent to the park's swimming pool. The Recreation Department has obtained three quotes on improvements to the electrical and plumbing systems in the bathhouse, the repainting of the bathhouse, the installation of a new slide for the pool and other improvements around the pool. All improvements can be made with the $30,000 allocated to Dyess Park (see attached memo from the Recreation Department) Financial Impact: No additional funds needed. Only the scope of the project is changed. Alternatives: None recommended Recommendation: Approve the change in use of $30,000 from installation of an elevator to improvements to the bathhouse at Dyess Park. The scope of the project is changed but the location of the project remains the same. Funds are Available in the $30,000 CDBG Project #05030 Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission  RECREATION AND PARKS DEPARTMENT Tom F. Beck, CPRP Ronald Houck, CPRP Director Planning and Development Manager To: Paul DeCamp, Interim Manager From: Ron Houck, Planning and Development Manager Date: March 2, 2007 Subject: Redefine Scope of Project at Dyess Park The original scope of work approved at Dyess Park with CDBG funds was to install an elevator for the two story community building. Upon investigation it was found that $30,000 would not be enough money for this item. In order to expend these CDBG dollars in an expedient and advantageous manner, the focus was directed towards improvements to the swimming pool and bathhouse. The following is a list of proposed improvements and associated budget that the Department of Recreation and Parks would like to see approved and funds reprogrammed: Repaint interior/exterior of bathhouse $1,000 Electrical upgrade to the bathhouse $1,500 Plumbing fixture upgrade $6,000 Pool deck canopy $3,500 Swimming pool slide $9,000 Life guard stand $1,000 Swimming pool vacuum $5,000 Contingency $3,000 Thank you for your consideration of this request to reprogram the CDBG funds allocated for Dyess Park. Cc: Tom Beck, Director Dyess Park CDBG File Planning and Development Division 2027 Lumpkin Road, P O Box 5605 Augusta, Georgia 30916-5605 (706) 796-5025 - Fax (706) 796-4099 WWW.AUGUSTAGA.GOV  Administrative Services Committee Meeting 3/12/2007 1:00 PM Employee Evaluation Assessment Tool Department: Clerk of Commission Caption: Report from the EEO Officer regarding the development of an assessment tool for the evaluation of employees reporting directly to the Mayor and Commission. (Referred from February 26 Administrative Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission  Administrative Services Committee Meeting 3/12/2007 1:00 PM Fire Department Hiring Practices Department: Clerk of Commission Caption: Update from the EEO Officer regarding a proposal for the Fire Department hiring practices. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission  Administrative Services Committee Meeting 3/12/2007 1:00 PM Former Transition Center Property Department: Housing and Community Development Caption: Update on property on Wrightsboro Road @ Baker Avenue. Background: Property is currently owned by the City of Augusta. In 2001, the City loaned a sub-recipient $285,000 to purchase the property. Over a period of two (2) years an additional $107,873 was used to purchase a van, industrial appliances and operate certain programs/services to the homeless. The City foreclosed on the property in January 2005 after the sub- recipient failed to make loan payments to the City and, after being monitored, was determined out of compliance with CDBG program regulations. RFPs issued on two separate occasions within the past year failed to generate sufficient interest or a viable project to use the property for housing and services for the homeless. Over the last several months several parties have contacted the department expressing an interest in the property. Attached is a list of the contacts with a short explanation about their intentions for use of the property. Based on a recent survey by department staff, most of the parties remain interested in the porperty. Analysis: The current (April, 2006) appraised value of the property is $210,000. The city must receive fair market value if the property is sold for a use not eligible under federal regulations. If the property is sold for a CDBG-eligible use of the property, the sales price can be less than the fair market value. In the event that the property is sold outright, and because the property was purchased with federal funds, the City will have to dispose of the property in accordance with certain federal regulations. This process requires a public hearing and comment period. The process to sell the property must also be fair and open to the general public. There is one tenant occupying the property at the present time. If necessary, the tenant would have to be relocated in accordance with the applicable federal regulations. Any  proceeds from the sale or lease of the property would be considered CDBG program income. Financial Impact: Any proceeds from the sale or lease of the property would be considered CDBG program income. Alternatives: Alternatives include: 1) Reissue RFP for the third time in hopes of receiving a suitable proposal to reuse the property for housing and services for the homeless, or for some other eligible CDBG use. 2) Sell the property on the open market for an appropriate use. Recommendation: The department is ready to proceed with either one of the alternatives. The department recommends that program income generated by the sale or lease of the property be used to fund a project benefiting the homeless in the community. Funds are Available in the Not applicable Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Proposed “Use of Property” for the 1835-37 Wrightsboro Road & 1328-1330 Baker Avenue NAME COMPANY/NON-PROFIT USE OF PROPERTY Sheryl Cook, Realtor Represents a local Rehab for Rental Property developer Darlene Robinson Nurse – Private Developer Housing for homeless women and women w/children and programs for substance abuse Andreax SynJyn Jarre’ Local development group Renovate complex for Affordable Housing (Section 8) Berley Green, Realtor Represent client Renovate complex for Affordable Rental Property Norman Carter Jones Group – Private Affordable Student Housing Investors Kevin McKerley The Friend Group/SMB Higher Income Apartment Investors Housing Complex Shelia Boazman Promise Land/CHDO Rehab for Low-Mod Income Multi-Family Complex Randy Bars, Executive SAFE Homes of Augusta Permanent Housing for Director clients at the shelter along w/programs SFC Thomas N. Kaszas New Life Christian Center House low income & homeless families and construct a new family activity center F. Johnson Paine College Additional Student Housing Pat Burke, Executive Julie’s House Transitional Housing for Director homeless women and women w/children and provide programs Stephen Kendricks Group of Ministers Transitional Housing for Pastor Victor Thomas men coming out of the Prison System Adolph G. DeBose Private Developer Housing for victims of domestic violence Melvin Butler Private Developer Housing for L/M income persons Rhonda Parrish Private Developer Housing for L/M income persons Beverly Wright 30901 Development Corp Housing for L/M income persons  Administrative Services Committee Meeting 3/12/2007 1:00 PM Land Bank Authority Department: Finance Department, Donna Williams Interim Director Caption: Discuss the budget for Lisa Williams' supplemental salary for 2007 through the Land Bank Authority and related job description. (Requested by Commissioner Williams) (Referred from February 26 Administrative Services) Background: In 2006, the Commission approved allocation of these funds. 85 % of her base salary is charged to the Law Department. 15% of her salary would be charged to the Land Bank Authority for handling of Land Bank activities. Analysis: Transfer $ 7,130 from Land Bank Fund Balance Approriation to Salary and Wages. Financial Impact: If revenues are not produced by the Land Bank in 2007, then the the Fund Balance will be reduced by $ 7,130. Alternatives: (1) Approve (2) Disapprove Recommendation: Approve the establishment of the budget through Land Bank Fund Balance Appropriation for the Land Bank portion of Lisa Williams's supplement for 2007. Funds are Available in the Land Bank Authority Fund Balance Appropriation. 201-00- Following 0000-3952110 Accounts: REVIEWED AND APPROVED BY: Clerk of Commission  Administrative Services Committee Meeting 3/12/2007 1:00 PM Petition for Retirement of Ms. Constance Herndon Department: Human Resources Caption: Approve retirement of Ms. Constance Herndon under the 1949 Pension Plan. Background: Under the 1949 Pension Plan, Sheriff and Fire Department Employees can voluntarily retire at the age of 55 at the completion 25 years of service. Other employees can voluntarily retire at the age of 60 at the completion of 25 years of service. Early Retirement Date is the first day of any month within five years of the Normal Retirement Date and after the completion of 20 years of service. Analysis: Ms. Herndon (age 55) is currently a Maintenance Worker with the Trees and Landscaping Division of the Public Services Department. Ms. Herndon was hired on January 4, 1982; she joined the 49 Pension Plan on July 24, 1984. Ms. Herndon meets both the age and years of service requirements for early retirement in the 49 Pension Plan. Her proposed retirement date is May 1, 2007. The normal retirement benefit payable to Ms. Herndon will be $788 per month (Life Only). Financial Impact: Funds are available in the 49 Pension Plan. Employee has contributed 8% of her salary towards her retirement since July 24, 1984. Alternatives: Do not approve the retirement of Ms. Constance Herndon under the 1949 Pension Plan. Recommendation: Approve the retirement of Ms. Constance Herndon under the 1949 Pension Plan. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission  Administrative Services Committee Meeting 3/12/2007 1:00 PM Reprogram $54,026.55 in Community Development Block Grant (CDBG) Funds Department: Housing and Community Development Department Caption: Approve the reprogramming of $54,026.55 in Community Development Block Grant (CDBG) Funds. Background: From time to time during the year, the department staff reviews the budget of projects to determine if there is a need to reprogram funds. As a result of our review, we have determined that certain projects are in need of additional funds to complete them, other projects have not started because not enough funds have been budgeted, and still other projects have a small amount of funds that the subrecipients could not utilize. Analysis: Funds are proposed to be reporgrammed from projects that are either complete or lack sufficient funds to move forward. Funds are proposed to be shifted to four projects that need additional funds to be completed. Reprogramming of these funds will allow the department to complete projects and spend CDBG funds more expediently. Tha attached table summarizes the proposed reporgramming of funds. Financial Impact: This reprogramming of funds is a reallocation of existing funds. No new funds are involved. Alternatives: None recommended Recommendation: The department recommends the approval to reprogram $54,026.55 in CDBG from and to the projects shown in the attachment. Funds are ARC Community Partnership (#05050) ARC Meals-on- Available in the Wheels (0605N) Aragon Park Housing (04121) Boys & Girls Following Club (04056) East Augusta (1997) Neighborhood Matching Accounts: Grant-Hyde Park Neighborhood Association (97066) Neighborhood Matching Grant-Butler Manor Neighborhood Association (97066) New Savannah Road Social Services (04068-2) Neighborhood Beautification (20033) Neighborhood Improvement Project (0505M) Ombudsman- undesignated (02184) Temporary Housing (1997) REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission PROPOSED REPROGRAMMING OF CDBG FUNDS MARCH 12, 2007 REPROGRAM FUNDS FROM: Project Name Amount Reason Remaining ARC Community Partnership $ 2.69 Agency unable to use funds ARC Meals-on-Wheels $ 10,654.00 Leftover funds from purchase of vans Aragon Park Housing $ 10,000.00 Inactive project Boys & Girls Club $ 5.00 Agency unable to use funds East Augusta CDC $ 3,437.00 Leftover funds Neighborhood Matching Grant-Hyde Park $ 39.07 Agency unable to use funds Neighborhood Association Neighborhood Matching Grant-Butler Manor $ 1.97 Agency unable to use funds Neighborhood Association $ 9,390.88 Agency forfeited funds - approved by Commission 11/21/06 $ 17,088.00 Inactive project $ 1,591.94 Agency unable to use funds $ 175.00 Excess funds allocated to project $ 1,641.00 Leftover funds from project TOTAL $ 54,026.55 REPROGRAM FUNDS TO: Agency Amount Purpose Beulah Grove Resource Center $ 28,000.00 Shortage of funds to pave parking lot & install handicap doors New Savannah Road Police Substation $ 10,722.00 Shortage of funds for Police Substation Augusta Mini Theatre $ 10,304.55 Additional funds for New Arts Theatre/Deans Bridge Road Coordinated Health Services $ 5,000.00 Lack of operational funds for the Homeless convalescent center "Good Samaritan Respite Center" located at 2110 Broad Street TOTAL $ 54,026.55 Source: Augusta Housing & Community Development Department, March 12, 2007  Administrative Services Committee Meeting 3/12/2007 1:00 PM Severance Package for Department Heads Department: Clerk of Commission Caption: Discuss/approve severance package for department heads. (Requested by Mayor Copenhaver) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission  Administrative Services Committee Meeting 3/12/2007 1:00 PM Willie Johnson Department: Clerk of Commission Caption: Presentation by Mr. Willie Johnson regarding the final payment on the property at 2745 Magnolia Avenue. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission