Administrative Services Committee Meeting

Administrative Services Committee Committee Room- 5/29/2007- 1:00 PM Meeting ADMINISTRATIVE SERVICES 1. Authorize acceptance of Grant Agreements between the Attachments City and the U.S. Department of Housing & Urban Development for receipt of Year 2007 CDBG, HOME, ADDI, ESG and HOPWA Funds. 2. Authorize Augusta Utilities to Add Five New Customer Attachments Service Positions and Two New Water Treatment Plant Positions. 3. Authorize submission of the 2007 Exhibit I Continuum of Attachments Care Application to HUD and grant the Mayor the authority to execute all forms associated with the application, which also includes submission of the Follow-up Technical Submission Application, Renewals and Annual Progress Reports. 4. Motion to approve Job Description and Reclassification Attachments for the Library. 5. Discussion of reprogramming of CDBG, HOME, ESG Attachments and HOPWA funds. 6. Approve a request for Assistant to Finance Officer in Tax Attachments Commissioner's Office. www.augustaga.gov  Administrative Services Committee Meeting 5/29/2007 1:00 PM 2007 Grant Agreements Department: Housing & Community Development Caption: Authorize acceptance of Grant Agreements between the City and the U.S. Department of Housing & Urban Development for receipt of Year 2007 CDBG, HOME, ADDI, ESG and HOPWA Funds. Background: Augusta, Georgia, being an entitlement city, receives CDBG, HOME, ESG and HOPWA funds annually. As a prerequisite for receipt of these funds, the City must have an approved Consolidated Plan. The Consolidated Plan is a 5-year plan that defines the City’s housing, homeless, community and economic development needs with a detailed strategy for addressing the high priority needs indicated in the plan. During Year 2004, the City developed and HUD approved the City’s 5-year Consolidated Plan for years 2005-2009. For each year of the 5-Year Consolidated Plan (2005, 2006, 2007, 2008 & 2009), the City must develop an Annual Action Plan. The Action Plan includes a description of the activities that will be carried out and how the funds will be expended in the upcoming year to address the Consolidated Plan priority needs. On November 9, 2006, the Commission approved the City’s Year 2007 Annual Action Plan based on funds we were anticipating receiving for Year 2007. Subsequently, the City has received an official notification from HUD that the Annual Action Plan has been approved with the following grant allocations: - CDBG Program $ 2,322,722.00 - HOME Program $ 1,269,523.00 - ADDI $ 23,154.00 - ESG Program $ 100,630.00 - HOPWA Program $ 394,000.00 TOTAL $ 4,110,029.00 Analysis: We initially expected to received $4,112,486. However, the above awards reflect a reduction of $10,684 in CDBG funds, $10,226 in HOME, an increase of $453 in ESG and an increase of $18,000 in HOPWA. Program Anticipated Allocation $ Actual Allocation $ Difference CDBG Cover Memo Item # 1  2,333,406 2,322,722 -10,684 HOME 1,279,749 1,269,523 - 10,226 ADDI 23,154 23,154 0 ESG 100,177 100,630 +453 HOPWA 376,000 394,000 +18,000 TOTAL $4,112,486 $4,110,029 (-2,457) Projects affected by the reduction/increase are indicated on the attached list and below: A. Under CDBG Program 1. Housing Rehabilitation Program budget reduced from $544,325 to $535,778 2. Administration reduced from $471,081 to $468,944 B. Under HOME Program 1. HOME Housing Rehabilitation budget reduced from $160,000 to $153,358 2. CHDO set-aside budget reduced from $255,950 to $253,904 3. CHDO Operating Funds budget reduced from $63,987 to $63,476 4. HOME Administration budget reduced from $151,379 to $150,352 C. Under ESG Program 1. ESG Administration budget increased from $3,177 to $3,630 D. Under HOPWA Program 1. HOPWA Administration budget increased from $11,280 to $11,820 2. Transfer Resource Identification $37,460 to St. Stephens Ministry Improvements Financial Impact: Based on actual allocations, and program income generated from loan repayments, total funds available for Year 2007 is approximately $4,566,029. Funds Allocation Program Income Total CDBG 2,322,722 222,000 2,544,722 HOME 1,269,523 234,000 1,503,523 ADDI 23,154 0 23,154 ESG 100,630 0 100,630 HOPWA 394,000 0 394,000 $4,110,029 $456,000 $4,566,029 Alternatives: None recommended. Recommendation: Recommend acceptance and execution of the Grant Agreements for Year 2007 CDBG, HOME, ADDI, ESG and HOPWA funds so projects funded (attached list) can proceed in a timely manner. Funds are 2007 CDBG, HOME, ADDI, ESG, HOPWA allocations Available in the from HUD & Program Income from local Rehabilitation and Following Economic Development Revolving Loans Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Cover Memo Item # 1 Clerk of Commission Cover Memo Item # 1  Attachment number 1 Page 1 of 2 2007 COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM B-07-MC-13-0004 Estimate $ Actual $ Entitlement Grant 2,333,406 2,322,722 Program Income 222,000 222,000 Total Funds Available 2,555,406 2,544,722 IDIS Project PROPOSED ACTUAL # # PROJECT BUDGET $ BUDGET Public Facilities & Improvements ($675,000) 07030 Antioch Ministries “LW Enterprise Initiative” 100,000 100,000 07031 Apple Valley – Phase III 60,000 60,000 th 07032 Augusta Canal Authority Park (9 & Walton Way) 155,000 155,000 07033 Augusta Mini Threatre Improvements 50,000 50,000 07034 Golden Harvest Food Bank (kitchen equipment) 100,000 100,000 07035 Henry Brigham Center Improvements “Tennis Courts” 60,000 0 (Reprogrammed to Henry Brigham Sr Center-4/17/07) -60,000 07036 McDuffie Woods Center Improvements “Walking Track” 25,000 25,000 07037 MACH Academy Improvements (tennis courts) 125,000 125,000 Clearance & Demolition 07040 Clearance & Demolition (License & Inspection) 200,000 200,000 Public Services ($300,000) 07050 Art Factory 7,525 7,525 07051 Augusta Mini Theatre 20,000 20,000 07052 Augusta Task Force for the Homeless 15,809.01 15,809.01 07053 Augusta Urban Ministries 15,000 15,000 07054 Boys & Girls Club 10,000 10,000 07055 CSRA Economic Opportunity Authority 13,000 13,000 07056 Care Management Consultants 20,000 20,000 07057 Child Enrichment 10,000 10,000 07058 Communities In Schools 8,000 8,000 07059 Coordinated Health Services 20,000 20,000 1487 2007R Coordinated Health Services “Respite Center” 0.00 5,000 (Reprogrammed 3/20/07) +5,000 0705A Georgia Legal Services 6,500 6,500 0705B Golden Harvest Food Bank “Brown Bag” 25,000 25,000 0705C Hope House 15,000 15,000 0705D JWC Helping Hands 12,800 12,800 0705E Kids Restart 10,000 10,000 0705F Light of the World Neighborhood & ED 5,665.99 5,665.99 0705G Little World of Learning – Housing Authority 20,000 20,000 0705H MACH Academy 15,000 15,000 0705I Miracle Making Ministries “Clinic” 12,000 12,000 0705J Neighborhood Improvement Project 3,700 3,700 0705K New Bethlehem Center 10,000 10,000 0705L Safe Homes 10,000 10,000 0705M Salvation Army 15,000 15,000 Construction of Housing 07120 Bethlehem Revitalization 200,000 200,000 Rehabilitation Housing Rehabilitation Program 544,325 535,778 - Admin - Emergency Grants ($50,000) - World Changers - LBP $10,000 Code Enforcement 07140 Code Enforcement – License & Inspection 100,000 100,000 Economic Development 07180 Antioch Ministries Micro-Loan Program 25,000 25,000 Program Administration & Planning (20% cap $511,081 – 508,944) 07200 ARC Planning Commission 40,000 40,000 07210 General Administration 471,081 468,944 TOTAL $2,555,406 $2,544,722 Item # 1 1  Attachment number 1 Page 2 of 2 2007 EMERGENCY SHELTER GRANT PROGRAM S-07-MC-13-0004 Proposed Actual Entitlement Grant 100,177 100,630 PROPOSED ACTUAL Project # PROJECT BUDGET $ BUDGET $ 071E Augusta Task Force for the Homeless 6,000 6,000 072E Augusta Urban Ministries 5,000 5,000 073E Beulah Grove Resource Center 4,000 4,000 074E Coordinated Health Center “Respite Center” 8,000 8,000 075E CSRA EOA 11,000 11,000 076E Georgia Legal Services 5,000 5,000 077E Golden Harvest Food Bank 11,000 11,000 078E Hope House 11,000 11,000 079E Interfaith Hospitality Network 6,000 6,000 0710E St. Stephens Ministry 7,000 7,000 0711E Safe Homes 9,000 9,000 0712E Salvation Army (Homeless Prevention) 7,000 7,000 0713E Salvation Army (Employment training) 7,000 7,000 0714E ESG Administration (5%) 3,177 3,630 TOTAL $ 100,177 $ 100,630 2007 HOME INVESTMENT PARTNERSHIP PROGRAM M-07-MC-13-0206 Estimate Actual Entitlement Grant 1,279,749 1,269,523 Program Income (estimate) 234,000 234,000 Sub-Total 1,513,749 1,503,523 ADDI 23,154 23,154 Total $ 1,536,903 $ 1,526,677 PROJECT Proposed Budget Antioch Ministries 200,000 200,000 ANIC 150,000 150,000 Promise Land CDC 150,000 150,000 Sand Hills Urban Development 135,837 135,837 Homeownership Program 246,596 246,596 - Citywide ($156,596) - CHDO ($90,000) ADDI 23,154 23,154 Housing Rehabilitation Program 160,000 153,358 CHDO set aside (20%) 255,950 253,904 CHDO Operating Funds (5%) 63,987 63,476 Administration (10%) 151,379 150,352 TOTAL $1,536,903 1,526,677 2007 HOUSING OPPORTUNITIES FOR PERSONS WITH HIV/AIDS GA-H-07-F002 Proposed Actual Entitlement Grant 376,000 394,000 PROJECT PROPOSED BUDGET ACTUAL $ BUDGET $ St. Stephens Ministry 244,720 244,720 Hope Health 100,000 100,000 HOPWA Administration (3%) 11,280 11,820 St. Stephens Ministry Resource ID/20,000 37,460 TOTAL $ 376,000 $ 394,000 Item # 1 2  Administrative Services Committee Meeting 5/29/2007 1:00 PM Budgeted New Positions in Augusta Utilities Department: Utilities, N. Max Hicks - Director Caption: Authorize Augusta Utilities to Add Five New Customer Service Positions and Two New Water Treatment Plant Positions. Background: AUD had been struggling with customer service call volume for quite some time, as evidenced by several Commissioners calling with customer complaints of telephone call problems. We have implemented an IVR system that tracks call volume and allows customers to obtain simple information about their accounts by using the keypad on their phone. We were having numerous complaints about customer calls being dropped and left on hold for long periods of time. After reviewing call statistics and discussing these issues with IT, it was noted that we needed to address staffing issues before we could properly pinpoint any equipment problems that may exist. Simply put, we can’t expect our equipment to handle calls when there are too many calls for our people to physically handle. At our current permanent staffing levels, each rep would have had to answer one call every 60 seconds for eight hours straight every day. With realistic call lengths, vacation, sick time, lunch and breaks, the situation made good customer service impossible. Based on industry standards for our number of customers, we need four more people to be able to staff our call center efficiently. We also have experienced a large number of customer calls coming in during the evening hours as people get home from work and discover problems or their water is shut off. We need a full- time employee to perform clerical work relating to work orders from the day and to handle all customer calls between the hours of 3 and 11 PM. Water Production is requesting a Water Treatment Plant Operator and a Laborer. With all the new facilities being built and expanded currently, there are several situations where it has become difficult to keep the locations fully staffed, so a floating WTP Operator is being Cover Memo Item # 2  requested. The Hicks plant and the Groundwater Plant do not have a full-time position assigned for general maintenance and groundskeeping, so a position to pick up that need is also being requested. All of these positions were included in the 2007 Budget. Analysis: The customer service call problems became so significant that we created a call center ten months ago, so that incoming calls could go first to the call center. We have staffed it with temps who are available solely for answering telephone calls. Previously, all calls were answered by employees who also had responsibility for handling walk-in customers, which is much less efficient. This was done to provide a temporary analysis period to see if this change in call routing would help with our issues and to see if our estimate of the number of employees needed was accurate before we created permanent positions. Since that time, the call volume has dropped markedly and complaints to Augusta Cares have decreased significantly. Call volume declines are most likely due to fewer dropped calls and hang-ups and therefore, fewer call backs. We are comfortable that this concept is going to work, and we are now experiencing some turnover with temps that results in retraining cost and temporary labor shortages. We have also been using a temp to perform the evening dispatch function, which has helped considerably by reducing confusion from calls to the main utility after-hours dispatch. We would also like to replace this temp with a permanent position. The estimated annual salary plus benefits for these positions totals $131,084. The WTP Operator will act as a floater between ground surface water plants to ensure smooth operation during shortages such as position replacement, vacation/sick leave and training. The Laborer will be used to relieve positions such as maintenance techs and WTP operators who are currently being used to perform maintenance and landscaping at the Hicks Plant due to the large size of the property and the lack of a designated position at this time. The laborer will also assist with groundskeeping at the Groundwater Plant. The estimated salary and benefits for these two positions is estimated to be $61,873. All job descriptions are attached. Financial Impact: We budgeted $163,627 for salaries and payroll taxes and $29,330 for other benefits for a full year in the 2007 budget in funds 506-10-1110-6011150 and 506-10-1110-5121110, respectively, to cover the costs of these new employees. However, the true cost in 2007 is estimated to be a total of only $96,479 since the salaries and benefits will be paid for Cover Memo Item # 2  just six months. Alternatives: 1) Approve this item and provide better customer service and more efficient Plant operation. 2) Do not approve this item, leaving customer service and Plant operations as they currently are with greater administrative requirements and lesser cost effectiveness. Recommendation: We recommend the Commission authorize Augusta Utilities to add five new Customer Service positions and two new Water Treatment Plant positions which were included in the 2007 Budget. Funds are Available in the 506-10-1110-6011150 - $163,627 506-10-1110-5121110 - Following $29,330 Accounts: REVIEWED AND APPROVED BY: Finance. Human Resources. Administrator. Cover Memo Item # 2  Attachment number 1 Page 1 of 1 Augusta-Richmond County Job Description Approved Title: Groundskeeper II Job Code: Title: Ground Maintenance Worker Overtime: Non-exempt Department: Utilities Date Prepared: June 30, 1997 Reports to: Superintendent II Job Grade: 36 GENERAL SUMMARY: Cleans and maintains the administrative offices, labs, water production plant, and grounds within the guidelines of supervisory instructions and work orders. Reports to the Superintendent II or other designated person and works with co-workers to provide ground maintenance support. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Sweeps, mops, waxes, and buffs floors. 2. Cleans restrooms and replenishes supplies; cleans drinking fountains, windows, and walls. 3. Replaces light bulbs, empties trash, and sweeps outside walks. 4. Performs minor maintenance and ground maintenance. 5. Operates a polishing machine and a vacuum cleaner. 6. Moves office equipment furniture and equipment. 7. Serves as a resource to subordinate personnel. REQUIREMENTS Education: High School diploma, trade school, or equivalent level of education. Experience: 0-2 years in similar position or sufficient experience to perform principal duties and responsibilities, usually associated with completion of apprenticeship/internship. Knowledge/Skills/Abilities: • Considerable knowledge of cleaning methods, materials, and equipment and groundskeeping methods and techniques. • Familiarity with county and department policies and procedures. • Proficiency in powered lawn maintenance equipment, and ground vehicles, and makes routine building repairs. • Good communication skills, both oral and written. • Demonstrated ability to work independently. Other: • May supervise and/or train designated subordinate personnel. PHYSICAL DEMANDS Intermittent sitting, standing, stooping, crouching, walking, lifting of light and heavy objects, climbing ladders, and using tools and equipment that require a high degree of manual dexterity. Work is performed indoors and outdoors with exposure to chemicals, inclement weather, dirt, grease, dust, and machinery with moving parts requiring use of protective devices. DISCLAIMER The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. REVIEW/APPROVALS ______________________________________________________ ______________________ Human Resources Date ______________________________________________________ ______________________ Line or Staff Management Date Util/7 Item # 2  Attachment number 2 Page 1 of 1 Augusta-Richmond County Job Description Approved Title: Water Treatment Plant Operator Job Code: Title: Water Treatment Plant Operator II Overtime: Non-exempt Department: Utilities Date Prepared: August 25, 1997 Reports to: Water Treatment Plant Supervisor Job Grade: 44 GENERAL SUMMARY: Must possess or obtain (through reciprocity) Class II Georgia Water Treatment Certification. Fills in for Operator III and supervisor as necessary. Monitors water plants and wells and performs laboratory analysis of water samples within the guidelines of state and federal drinking water regulations.. Reports to the Water Treatment Plant Supervisor or other designated person and works with co-workers and the public to provide operational support. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Collects water samples, conducts bacteriological tests, performs quality analysis, and records data. 2. Performs secondary test such as corrosion control Fe, MN, CL and taste and odor control 3. Serves as a resource to subordinate and supervisory personnel. 4. Responds to inquiries from the public concerning water system problems. 5. Controls plant processes for human consumption and industrial use, insures water delivered meets or exceeds USEPA/EPD standards. 6. Operates and controls pumps, valves, and chemicals to regulate the treatment and flow of raw water into and through the treatment plant. 7. Performs inspections of plant operations. 8. Repairs and maintains machines, equipment, pumps, electrical equipment, and facilities. 9. Prepares monthly reports of bacteria test results, water usage, and chemical inventory. REQUIREMENTS Education: High School diploma, GED or higher level of education. Experience: 2 years in similar position or sufficient experience to perform principal duties and responsibilities usually associated with completion of apprenticeship/internship. Knowledge/Skills/Abilities: • Considerable knowledge of water system operations and handling and application of chemicals necessary to maintain safe water supply. • Familiarity with water treatment plant and laboratory operations. • Proficiency in water plant operation, basic math, and chemistry. • Mastery of using water analysis equipment and maintenance equipment. • Good communication skills, both oral and written. • Demonstrated ability to work independently. Other: • May supervise and/or train designated subordinate personnel. • Possess and maintain a valid driver’s license or any equipment operated. • Possess or have ability to obtain and maintain HAZMAT certification PHYSICAL DEMANDS Intermittent sitting, standing, stooping, crouching, walking, lifting of light and heavy objects, climbing ladders, using tools and equipment that require a high degree of manual dexterity, and ability to distinguish between shades of colors. Work is performed, outdoors in various climatic conditions, in an office, laboratory, chemical storeroom, and in electrical and mechanical rooms with exposure to noise, hazardous chemicals, and machinery with moving parts requiring the use of protective devices. DISCLAIMER The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. REVIEW/APPROVALS Human Resources ____________________________________________________________ _________________________ Line or Staff Management Date Item # 2  Attachment number 3 Page 1 of 1 Augusta-Richmond County Job Description Approved Title: Customer Services Clerk Job Code: Title: Customer Services Clerk Overtime: Non-exempt Department: Utilities Date Prepared: August 25, 1997 Reports to: Property and Maintenance Supervisor I Job Grade: 38 GENERAL SUMMARY: Establishes utility services and provides information within the guidelines of Augusta-Richmond County ordinances and department policies and procedures. Reports to the Property and Maintenance Supervisor I or other designated person and works with co-workers, the public, and employees to provide operational support. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Accepts and inputs utility contract data into the computer. 2. Processes disconnections, service transfers, and reconnections. 3. Provides account information, resolves problems, and accepts complaints. 4. Maintains contract and reconnection files. 5. Opens and sorts mail. 6. Serves as a resource to subordinate personnel. REQUIREMENTS Education: High School diploma, trade school, or equivalent level of education. Experience: 5+ years in similar position or sufficient experience to perform principal duties and responsibilities, usually associated with completion of apprenticeship/internship. Knowledge/Skills/Abilities: • Considerable knowledge of proper utility contract procedures and basic office and clerical procedures. • Familiarity with Augusta-Richmond County ordinances and department policies and procedures. • Proficiency in mathematics and interpersonal relations. • Mastery of operating standard office equipment, computer, and two-way radio. • Good communication skills, both oral and written. • Demonstrated ability to work independently. Other: • May supervise and/or train designated subordinate personnel. PHYSICAL DEMANDS Intermittent sitting, standing, stooping, crouching, walking, and occasional lifting of light objects. Work is performed in an office. DISCLAIMER The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. REVIEW/APPROVALS ______________________________________________________ ______________________ Human Resources Date ______________________________________________________ ______________________ Line or Staff Management Date Util/31 Item # 2  Administrative Services Committee Meeting 5/29/2007 1:00 PM CoC Application Department: Housing & Economic Development Caption: Authorize submission of the 2007 Exhibit I Continuum of Care Application to HUD and grant the Mayor the authority to execute all forms associated with the application, which also includes submission of the Follow-up Technical Submission Application, Renewals and Annual Progress Reports. Background: Each year the Housing & Community Development Department apply to HUD for funding through the annual SuperNOFA Continuum of Care Homeless Assistance. These funds are used to support the Homeless Information Management System (HMIS), administrative services, supplies and provide case management to partner agencies. These grants renew each year at the same amount from October 1 to September 30 ($67,517), and May 1 to April 30 ($113,510). Analysis: Approval will allow the city to continue comprehensive services to the homeless population of Augusta-Richmond County. Financial Impact: These are additional funds received from HUD to the city for continued operation of the Homeless Information Management System (HMIS) and services. Alternatives: None recommended. Recommendation: Approve Submission of the CoC Application to HUD, and Grant the Mayor the Authority to Execute all Forms associated with the Application, which also include Submission of the Follow-up Technical Submission Application, Renewals and Annual Progress Reports Cover Memo Item # 3 Funds are Available in the Funds are dependent upon approval and award of funds in Following the application competition. Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 3  Administrative Services Committee Meeting 5/29/2007 1:00 PM Job Description Change and Reclassification Department: Library Caption: Motion to approve Job Description and Reclassification for the Library. Background: We need a developement officer who can work on developing a plan to get grant and private monies to supplement the library. We would like to expand a job that we already have to include these additional responsiblities. They would devote 60% of their time to current responsibilities at a branch and 40% to the new tasks. By asking the rest of the staff at the location to take greater responsiblity in some areas, we feel we can accomplish this. Analysis: By changing an existing job to encompass fund rasing responsibilities we hope to be able to raise funds without hiring an outside firm or having to create a new position. Financial Impact: There would be no financial impact to the city's budget. The additional salary would come from the library's present allocation, due to savings between hirings on other jobs. Alternatives: Hire an outside fundrasing firm or create a new position. Recommendation: Pass the reclassification. Funds are Available in the Libraries allocation. Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4 Finance. Administrator. Clerk of Commission Cover Memo Item # 4  Attachment number 1 Page 1 of 2 Augusta-Richmond County Job Description Draft Approved Title: Librarian I Job Code: ARL0568002, -001 Title: Librarian--Development Officer-Branch Manager Diamond Lakes Overtime: Exempt Department: Library (7000) Date Prepared: April 12, 2007 Reports to: Director & Assistant Director Job Grade: 51 GENERAL SUMMARY: Responsible for developing a fundraising plan and managing and directing the operations of a large branch library, including personnel management, facilities maintenance, and service on policy and planning committees. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Works with the Assistant Director to interview and evaluate staff; trains staff, substitutes, and volunteers. 2. Organizes the daily activities of the branch, including drafting work and training schedules, and arranging public relations activities. 3. Plans, implements adult, children’s programming, and other special programs. 4. Provides circulation, reference, and reader’s advisory services. 5. Assists patrons with the use of the public computers and printers, and photocopiers. 6. Prepares reports, collects statistics, makes bulletin boards, performs library opening routines, and schedules events for meeting rooms. 7. Serves on the Collection Development Committee in rotation and on policy and planning committees. 8. Performs software upgrades and maintenance on staff and public computers under the direction of the Systems Administrator. 9. Performs related duties as required. 10. Works to develop a plan for obtaining funds from foundations and private sources. 11. Works with Director and other staff and boards to determine needs and possible grantors. 12. Identifies potential sources for funds, determines how to approach sources and writes necessary grants. 13. Arranges meeting between Library Board members, staff and donors. REQUIREMENTS Education: Masters of Library and Information Science from an ALA-accredited college or university. Experience: At least two years experience in libraries or equivalent managerial experience as well as success in identifying and securing grants. Knowledge/Skills/Abilities: • Knowledge of grant writing procedures. • Ability to identify and secure grants and gifts from foundations and private individuals. • Ability to devise and organized a plan for securing funding from these sources. • Knowledge of library and information sciences and practices, management, and automated circulation and cataloging systems. • Familiarity with functions, policies and procedures of the library system, regional library collections, reference sources, and library branches and services system-wide. • Proficiency in scheduling, preparing, and presenting programming, operating audiovisual equipment, problem solving and interpersonal relations. • Mastery of standard computer and office machinery, word processing and network access software, and computer hardware well enough to train others in their use • Skill in patron relations, in dealing with complaints and problem situations, and in interacting with a wide cross-section of people. • Good communication skills, both oral and written. • Ability to 'juggle' many tasks, and work with interruptions, keeping cool under pressure. • Demonstrated ability work independently and ability to “juggle” many task, work with interruptions and remain calm under pressure. Other: • Grade G-5 or higher certification from the Georgia State Board for the Certification of Librarians. • Flexibility to work weekends and evenings as part of regular schedule. • Possess or have ability to obtain a valid state operator/driver’s license for the type vehicle or equipment operated. PHYSICAL DEMANDS Intermittent sitting, standing, stooping, crouching, walking, reaching, and occasional lifting of light objects. Must be able to operate library vehicles. Work is performed in a library. DISCLAIMER The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. REVIEW/APPROVALS Librarian I Branch Manager Item # 4  Attachment number 1 Page 2 of 2 ____________________________________________________________ _________________________ Human Resources Date ____________________________________________________________ _________________________ Line or Staff Management Date LLB347 Librarian I Branch Manager Item # 4  Administrative Services Committee Meeting 5/29/2007 1:00 PM Reprogram of Funds Department: Housing & Economic Development Caption: Discussion of reprogramming of CDBG, HOME, ESG and HOPWA funds. Background: Since 1975, the City of Augusta has been an entitlement city receiving from the U.S. Department of Housing and Urban Development (HUD) Community Development Block Grant (CDBG) funds. Since then, the city has become the recipient of Emergency Shelter Grant (ESG), HOME Investment Partnerships and Housing Opportunities for Persons with AIDS funds. To receive these annual allocations, the city must have a long-range plan (Consolidated Plan) which identifies its goals for the programs and how the funds will be expended. Just because the city is an entitlement city does not mean the city is entitled to receive the funds forever. Regretfully, over several years the city has not lived up to HUD’s expectations in expending funds in a timely manner. The City’s entitlement status is in jeopardy if we do not spend down the funds in a timely manner this year. Under the provisions of 24 CFR 570.902 of the CDBG regulations, a grantee is considered to be timely, if 60 days prior to the end of the grantee’s program year, the balance in its line-of-credit does not exceed 1.5 times the annual grant. However, if the amount of funds in the line-of-credit exceeds 1.5 times the entitlement grant amount for its current program year, then the grantee is out of compliance with the regulations. The 60 day test period starts August 1, 2007 and ends September 30, 2007. If the City fails to meet the 1.5 standard by September 30, 2007, HUD will reduce the next grant (2008) by 100% of the amount in excess of 1.5. To date, we have $5,334,655, $1,858,178 must be expended by September 30, 2007, to be in compliance. Staff has reviewed all projects and has determined that certain development projects have failed to move forward, some public service agencies cannot expend their funds in the required 12-month period and some Cover Memo Item # 5  projects just may not materialize due to lack of planning or lack of adequate funds. Therefore, quick actions must be taken immediately to address the problem and that’s why this reprogramming of funds is being presented today for discussion. We are proposing to reprogram $422,518.70 in CDBG; $12,671.48 in ESG; $82,246.26 in HOPWA and $514,955.70 in HOME funds. Attached is a detailed list of the projects affected. Analysis: Reprogramming of these funds will allow the department to spend down the funds more expediently. Financial Impact: This proposed reprogramming of funds is a reallocation of existing funds. No new funds are involved. Alternatives: None recommended. Recommendation: Accept the Proposed Reprogramming of Funds as Information and Allow Staff to Solicit Public Comments for a 30-day period. After the 30-day comment period (June 29), staff will return and present to Committee and Commission for action the Proposed List of Reprogramming and any public comments. Funds are Available in the Funds are available in the existing CDBG, HOME, ESG and Following HOPWA line-of-credit. Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 5  Attachment number 1 Page 1 of 2 REPROGRAM CDBG FUNDS - $422,518.70 AMOUNT AMOUNT FROM $’S TO $’S Augusta Neighborhood Improvement Corp 150,820.57 30901 Clinic Improvements 175,000 Augusta Task Force for the Homeless ‘05 4,944.38 Clearance/Demolition (L & I) 137,518.70 Augusta Task Force for the Homeless ‘06 227.00 Downpayment Assistance 35,000 Augusta Task Force for the Homeless ‘07 15,809.01 May Park Improvements 50,000 Augusta Youth Center R-06 6,009.87 Promise Land – Housing 25,000 Counseling Augusta Youth Center ‘06 23,441.61 Boys & Girls Club ‘05 3,279.30 CSRA Business League 16,288.48 Carrie Mays Park Acquisition 96,742 Doughty Park Acquisition 28,736.00 Housing Authority-Little World of Learning 20,000.00 Miracle Making ‘06 410.94 New Bethlehem Center ‘06 41.25 Ombudsman 14,308.63 Savannah Place ‘04 .60 Southside Community Outreach ‘06 .85 Neighborhood Matching Grant ‘98 92.96 Neighborhood Matching Grant ‘97 4,059.48 McDuffie Woods Park 37,305.77 TOTAL $422,518.70 TOTAL $422,518.70 ESG FUNDS - $12,671.48 AMOUNT $’S AMOUNT FROM TO $’S Augusta Task Force for Homeless ‘05 472.64 ESG Administration ‘06 940.00 Augusta Task Force for Homeless ‘07 6,000 Hope House for Women 11,731.48 Safe Homes ‘05 89.84 Unobligated 6,109 TOTAL $12,671.48 TOTAL $12,671.48 HOPWA FUNDS - $82,246.26 AMOUNT $’S AMOUNT FROM TO $’S HOPWA Resource Identification – 2005 $24,322.26 St. Stephens Ministry Imp 82,246.26 HOPWA Resource Identification – 2006 $27,924.00 HOPWA Resource Identification – 2007 $30,000.00 TOTAL $82,246.26 TOTAL $82,246.26 HOME FUNDS - $514,955.70 AMOUNT $’S AMOUNT FROM TO $’S 30901 Development Corporation- 75,351.90 Antioch Ministries 140,000 Faithview ‘03 - New Construction (50% loan) 30901 Development Corp – 40,000.00 Promise Land 140,000 Wrightsboro Rd ‘05 - Rehabilitation (50% loan) Laney-Walker Development Corp. ‘02 213,821.80 ANIC – Rehab/Demo-rehab) 100,000 Laney-Walker Development Corp’03 185,782.00 East Augusta – New Construction 134,955.70 (50% loan) TOTAL $514,955.70 TOTAL $514,955.70 Reprogram Att 5-07 Item # 15  Attachment number 1 Page 2 of 2 ALSO, A CHANGE IN SCOPE OF WORK FOR THE FOLLOWING PROJECTS IS BEING PROPOSED: Boys & Girls Club Improvements ‘05 ($25,000) - Scope of project being changed from Roof Replacement to interior improvements to bathrooms, electrical, HVAC and Kitchen. Augusta Mini Theatre ’07 ($50,000) – Scope of work being changed from demolition of structure which was to be used for parking to costs related to construction of the Arts Theatre. Reprogram Att 5-07 Item # 25  Administrative Services Committee Meeting 5/29/2007 1:00 PM Request for Finance Assistant Department: Tax Commissioner's Office, North Williamson, Chief Deputy Caption: Approve a request for Assistant to Finance Officer in Tax Commissioner's Office. Background: Please refer to attached information. Present job in Tag Office would be used and upgraded to accomodate the new position. Analysis: Present job in Tag Office is Salary grade 37-Entry level salary ($18,928) New Position (Financial Analyst) would be at salary grade 52 and starting salary of $47,000. This would mean upgrading a position, rather than creating a new position. Also the change from Financial Officer (SG 53) to Finance Manager (SG 55) is requested to more adequately reflect the duties of the present Financial Officer. Financial Impact: For 2007, the additional cost would be $14,000 for the Financial Analyst. For the upgrade of the Financial Officer, the cost would be $4,500. Alternatives: Recommendation: It is recommended that this request be approved for the reasons outlined by the Internal Auditor. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6 Clerk of Commission Cover Memo Item # 6 Attachment number 1 Page 1 of 1 Item # 6 Attachment number 2 Page 1 of 1 Item # 6