Administrative Services Committee Meeting

Administrative Services Committee Committee Room- 8/11/2008- 12:45 PM Meeting ADMINISTRATIVE SERVICES 1. Motion to approve Library Construction Award. Attachments 2. Approve Resolution transmitting the Community Agenda Attachments element of the Augusta - Richmond County Comprehensive Plan to the CSRA Regional Development Center (RDC). 3. Motion to approve a request for additional funding in the Attachments amount of $75,000 from the Augusta Museum of History. 4. Motion to approve change of job descriptions at the Attachments Augusta Library. 5. Consider for approval the City’s Year 2009 Proposed Attachments Annual Action Plan for Community Development Block Grant (CDBG) Program, Emergency Shelter Grant (ESG) Program, HOME Investment Partnerships Program and Housing Opportunities for Persons with AIDS (HOPWA) Program Funds. 6. Consider suggestions for Modifying Augusta-Richmond Attachments County’s Disciplinary Appeal Process. 7. Presentation by Mr. Stanley Brown regarding HR (non- Attachments EEO) personnel issues. 8. Discuss increased salaries for State Court judicial Attachments assistants related to their additional duties and the operation of a digital recording system for hearings and trials. 9. Update from the EEO Officer regarding the affirmative Attachments action plan. www.augustaga.gov  Administrative Services Committee Meeting 8/11/2008 12:45 PM Award Library Construction Contract Department: Library Caption: Motion to approve Library Construction Award. Background: Six companies prequalified as bidders. Two submitted bids which were opened on July 31st. The lowest bidder is the company recommended. Analysis: Financial Impact: Recommended bidder is over $1 million less that the other company. Alternatives: Spend an extra million. Recommendation: Go with the lower bidder and proceed. Funds are Available in the SPLOST Following Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 1 Attachment number 1 Page 1 of 27 Item # 1 Attachment number 1 Page 2 of 27 Item # 1 Attachment number 1 Page 3 of 27 Item # 1 Attachment number 1 Page 4 of 27 Item # 1 Attachment number 1 Page 5 of 27 Item # 1 Attachment number 1 Page 6 of 27 Item # 1 Attachment number 1 Page 7 of 27 Item # 1 Attachment number 1 Page 8 of 27 Item # 1 Attachment number 1 Page 9 of 27 Item # 1 Attachment number 1 Page 10 of 27 Item # 1 Attachment number 1 Page 11 of 27 Item # 1 Attachment number 1 Page 12 of 27 Item # 1 Attachment number 1 Page 13 of 27 Item # 1 Attachment number 1 Page 14 of 27 Item # 1 Attachment number 1 Page 15 of 27 Item # 1 Attachment number 1 Page 16 of 27 Item # 1 Attachment number 1 Page 17 of 27 Item # 1 Attachment number 1 Page 18 of 27 Item # 1 Attachment number 1 Page 19 of 27 Item # 1 Attachment number 1 Page 20 of 27 Item # 1 Attachment number 1 Page 21 of 27 Item # 1 Attachment number 1 Page 22 of 27 Item # 1 Attachment number 1 Page 23 of 27 Item # 1 Attachment number 1 Page 24 of 27 Item # 1 Attachment number 1 Page 25 of 27 Item # 1 Attachment number 1 Page 26 of 27 Item # 1 Attachment number 1 Page 27 of 27 Item # 1 Attachment number 2 Page 1 of 16 Item # 1 Attachment number 2 Page 2 of 16 Item # 1 Attachment number 2 Page 3 of 16 Item # 1 Attachment number 2 Page 4 of 16 Item # 1 Attachment number 2 Page 5 of 16 Item # 1 Attachment number 2 Page 6 of 16 Item # 1 Attachment number 2 Page 7 of 16 Item # 1 Attachment number 2 Page 8 of 16 Item # 1 Attachment number 2 Page 9 of 16 Item # 1 Attachment number 2 Page 10 of 16 Item # 1 Attachment number 2 Page 11 of 16 Item # 1 Attachment number 2 Page 12 of 16 Item # 1 Attachment number 2 Page 13 of 16 Item # 1 Attachment number 2 Page 14 of 16 Item # 1 Attachment number 2 Page 15 of 16 Item # 1 Attachment number 2 Page 16 of 16 Item # 1  Administrative Services Committee Meeting 8/11/2008 12:45 PM Comprehensive Plan Update Department: Planning Commission Caption: Approve Resolution transmitting the Community Agenda element of the Augusta - Richmond County Comprehensive Plan to the CSRA Regional Development Center (RDC). Background: The Augusta-Richmond County Comprehensive Plan is being updated in accordance with state standards for local comprehensive planning. The comprehensive plan documents the vision for the future development of the Augusta and outlines how the city government and other stakeholders propose to achieve the vision. The comprehensive plan must include the following three (3) components: 1. Community Assessment – consists of an objective and professional assessment of data and information about the city's population, housing, economy, transportation network, community facilities and services, natural and cultural resources and land use. 2. Community Participation Program – describes the city’s strategy for ensuring adequate public and stakeholder involvement in the preparation of the Community Agenda. 3. Community Agenda – includes a city's vision for the future development of Augusta, a list of issues and opportunities identified for future action and an implementation program for achieving the vision. The Community Assessment and Community Participation Program components of the Comprehensive Plan were drafted in the early spring and approved by the RDC and Georgia Department of Community Affairs (DCA) in May. In June six (6) public meetings were held to give the public an opportunity to provide input for the draft Community Agenda component of the plan. The Community Agenda was then drafted by the Planning Commission. A public hearing was held on Thursday, July 22, 2008 to brief the community on the contents of the Community Agenda, provide an opprtunity for residents and stakeholders to make final suggestions, additions or revisions, and notify the Cover Memo Item # 2  community of when the Community Agenda will be submitted to the RDC. Analysis: The Comprehensive Plan must be updated and adopted by October 31, 2008. If the comprehensive plan is not updated then the city will lose its designation as a Qualified Local Government (QLG). Losing QLG status means the city will not be eligible to apply for certain loan and grant programs administered by the state. The Community Agenda must be submitted to the RDC and DCA for a completeness check, and to afford other interested parties, including adjacent units of local government, an opportunity to review and provide comments on the Community Agenda. Once DCA has determined that the Community Agenda complies with the planning requirements, the Augusta Commission may adopt the Community Agenda. Financial Impact: Not applicable Alternatives: Do not approve the resolution. This alternative would delay the update of the Comprehensive Plan and jeopardize Augusta's status as a Qualified Local Government Recommendation: Approve the resolution transmitting the Community Agenda element of the Augusta – Richmond County Comprehensive Plan to the CSRA Regional Development Center. This action will keep the plan update on schedule to be completed by the deadline. Funds are Available in the Not applicable Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 2  Attachment number 1 Page 1 of 1 CITY OF AUGUSTA RESOLUTION OF TRANSMITTAL Transmittal of the Community Agenda section of the Augusta-Richmond County Comprehensive Plan Update to the Central Savannah River Area Regional Development Center. WHEREAS, the City of Augusta, Georgia, has completed the Community Agenda section of the Comprehensive Plan Update, WHEREAS, the City of Augusta certifies that these documents were prepared according to the Standards and Procedures for Local Comprehensive Planning effective May 1, 2005, and established by the Georgia Planning Act of 1989, and that the required public hearing was held on Tuesday, July 22, 2008. BE IT THEREFORE RESOLVED, that the Augusta Commission does hereby transmit the Community Agenda section of the Comprehensive Plan Update to the Central Savannah River Area Regional Development Center for review under the Standards and Procedures for Local Comprehensive Planning. Adopted this_________ day of ___________________, 2008 ___________________________________________ Deke Copenhaver, Mayor, City of Augusta ATTEST: _____________________________________ Lena Bonner, Clerk of Commission Item # 2  Administrative Services Committee Meeting 8/11/2008 12:45 PM Funding Request from Augusta Museum of History Department: Administrator's Office Caption: Motion to approve a request for additional funding in the amount of $75,000 from the Augusta Museum of History. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 Page 1 of 5 Item # 3 Attachment number 1 Page 2 of 5 Item # 3 Attachment number 1 Page 3 of 5 Item # 3 Attachment number 1 Page 4 of 5 Item # 3 Attachment number 1 Page 5 of 5 Item # 3  Administrative Services Committee Meeting 8/11/2008 12:45 PM Job Descriptions Revision Department: Library Caption: Motion to approve change of job descriptions at the Augusta Library. Background: We previously changed a job description for one of our branch managers to include private fund raising duties. That responsibility is no longer his. He has returned to his former pay position, but we need to change the job description to get it up to date. At the same time, we would like to change the position of the business manager, as she has taken on more responsibility in regards to payroll and dealing with state agencies re health insurance and retirement. Analysis: These changes will reflect true duties. Financial Impact: The first part of the proposal reflects a saving of $4,297.89. We would like to take a portion of this, $1,318.47, to effect the change in the bookkeeper position. This comes from the library's annual allotment. Alternatives: No approval. Recommendation: That the changes be approved. Funds are Available in the In the annual allocation to the library. Will result in net Following savings which can be used for other things. Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4 Finance. Administrator. Clerk of Commission Cover Memo Item # 4  Attachment number 1 Page 1 of 1 Augusta-Richmond County Job Description Approved Title: Administrative Assistant III Job Code: ARL0058001 Title: Administrative Assistant III--Business Manager Overtime: Non-exempt Department: Library (7000) Date Prepared: 27 March 2002 Reports to: Director Job Grade: 42 GENERAL SUMMARY: Coordinates the business management function for the Libraries within the guidelines of state and federal laws, department and local government policies and procedures, and accepted accounting practices. Reports to the Director or other designated person and works with staff, other City employees, vendors and service providers to provide administrative support. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Maintains all financial records for the Libraries using state approved computer software and payroll/retirement records. 2. Posts library receipts to daily transaction register and journal entries to the general ledger, prepares bank deposits, and reconciles bank statements. 3. Sorts, lists and pays invoices. 4. Prepares financial reports and submits forms 990 and 501(c) (r) to the Internal Revenue Service. 5. Orders all office, building and library supplies. 6. Maintains appropriate files and payroll/retirement records. 7. Maintains payroll records on monthly basis for annual audit. 8. Serves as a resource to subordinate personnel. REQUIREMENTS Education: Associate Degree or 3 years related experience in the occupational field of study. 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 business administration and accounting principles and procedures. • Familiarity with federal, state and local laws and regulations and functions and operations of all divisions within the library. • Proficiency in modern office practices and procedures, establishing priorities, and organizing work. • Mastery of operating a personal computer. • Good communication skills, both oral and written. • Demonstrated ability to work independently. PHYSICAL DEMANDS Intermittent sitting, standing, stooping, crouching, walking, and occasional lifting of light objects. Requires extensive use of computers. 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 PDFConvert.7581.1.Admin Asst III Business Manager.doc Item # 4  Attachment number 2 Page 1 of 1 Augusta-Richmond County Job Description (New) Approved Title: Administrative Assistant II Job Code: ARL0058001? Title: Administrative Assistant II--Business Manager Overtime: Non-exempt Department: Library (7000) Date Prepared: July 29, 2008 Reports to: Director Job Grade: 43 GENERAL SUMMARY: Coordinates the business management function for the Libraries within the guidelines of state and federal laws, department and local government policies and procedures, and accepted accounting practices. Reports to the Director, Assistant Director or other designated person and works with staff, other City employees, vendors and service providers to provide administrative support. PRINCIPAL DUTIES AND RESPONSIBILITIES 1. Maintains all financial records for the Libraries using state approved computer software and payroll/retirement records. 2. Posts library receipts to daily transaction register and journal entries to the general ledger, prepares bank deposits, and reconciles bank statements. 3. Sorts, lists and pays invoices. 4. Prepares financial reports and submits forms 990 and 501(c) (r) to the Internal Revenue Service. 5. Supervise the orders of all office, building and library supplies by telephone or online. 6. Responsible for completion of the Payroll according to the City Guidelines. 7. Responsible for the secretarial duties in her absence. 8. Complies monthly reports and statistics for staff and library board. 9. Attends state library meetings as requested by the director. 10. Maintains appropriate files and payroll/retirement records. 11. Maintains payroll records on monthly basis for annual audit. 12. Serves as a resource to subordinate personnel. REQUIREMENTS Education: Associate Degree or 3 years related experience in the occupational field of study. 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 business administration and accounting principles and procedures. • Familiarity with federal, state and local laws and regulations and functions and operations of all divisions within the library. • Proficiency in modern office practices and procedures, establishing priorities, and organizing work. • Mastery of operating a personal computer. • Good communication skills, both oral and written. • Demonstrated ability to work independently. PHYSICAL DEMANDS Intermittent sitting, standing, stooping, crouching, walking, and occasional lifting of light objects. Requires extensive use of computers. 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 PDFConvert.7582.1.New Admin Business.doc Item # 4  Attachment number 3 Page 1 of 1 Augusta-Richmond County Job Description 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 to develop a plan for obtaining funding from foundations and private sources. 2. Works with Director, staff, and boards to determine need and possible grantors. 3. Identifies potential sources for funds, determines how to approach sources and writes necessary grants. 4. Arranges meetings between library board member, staff and donors. 5. Works with Assistant Director to interview and evaluate staff; trains staff, substitutes and volunteers. 6. Organize the daily activities of the branch, including drafting work and training schedules, and arranging public relations activities. 7. Plans and implements adult and children’s programming and other special programs. 8. Provides circulation, reference, and reader’s advisory services. 9. Assist patrons with the use of the public computers and printers and photocopiers. 10. Prepares reports, collects statistics, make bulletin boards, performs library opening routines, an schedules events for meeting rooms. 11. Serves on the Collection Development Committee in rotation and on policy and planning committees. 12. Performs software upgrades and maintenance on staff and public computers under the direction of the Systems Administrator. 13. Performs related duties as required. 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 ___________________________________________________________________ ____________________________ Human Resources Date ___________________________________________________________________ ____________________________ Line or Staff Management Date LLB347 Librarian I Branch Manager Item # 4  Attachment number 4 Page 1 of 1 Augusta-Richmond County Job Description Approved Title: Librarian I Job Code: ARL0568002, -001 Title: Librarian--Branch Manager (Diamond Lakes) Overtime: Exempt Department: Library (7000) Date Prepared: April 8, 2002 Reports to: Circulation/RCO Branch Coordinator Job Grade: 49 GENERAL SUMMARY: Responsible for 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 Facilities Librarian and 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 and implements adult and 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. 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 are required. Knowledge/Skills/Abilities: • Considerable knowledge of library and information science methods and practices, management, and current automated circulation and cataloging systems (i.e. Dewey Decimal system, MARC format, and Boolean searching). • 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 to work independently. 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 ____________________________________________________________ _________________________ Human Resources Date ____________________________________________________________ _________________________ Line or Staff Management Date Librarian I Branch Manager Item # 4  Administrative Services Committee Meeting 8/11/2008 12:45 PM Proposed 2009 Annual Action Plan Department: Housing and Community Development Caption: Consider for approval the City’s Year 2009 Proposed Annual Action Plan for Community Development Block Grant (CDBG) Program, Emergency Shelter Grant (ESG) Program, HOME Investment Partnerships Program and Housing Opportunities for Persons with AIDS (HOPWA) Program Funds. Background: The City of Augusta, being an entitlement city receives entitlement grants annually for CDBG, ESG, HOME and HOPWA funds from the U.S. Department of Housing and Urban Development (HUD). For receipt of these federal funds, the City must develop and follow an approved Consolidated Plan for use of the funds. On March 29, 2005, the Commission approved the City’s 5-year Consolidated Plan (CP) that includes the years 2005-2009. This plan contained the City’s housing and community development needs and a strategy for addressing the needs over the 5-year period. Each year, the City must develop a one-year plan of action (Annual Action Plan) outlining how the City intends to carry out the goals and objectives in its 5-year CP. This Annual Action Plan is also the city’s application for CDBG, ESG, HOME and HOPWA funds with an outline of the City’s intended use of the funds. During February 2008, the Housing and Community Development (HCD) Department held one public hearing and one application workshop. The purpose of the public hearing was to obtain citizens input concerning their needs and to solicit for applications for Year 2009 funds. HCD received thirty-five (35) applications for CDBG funds, eleven (11) applications for ESG funds, seven (7) for HOME funds and two (2) for HOPWA funds; total funds requested was $5,048,870. HCD staff reviewed all applications and as a result, staff recommends the attached Year 2009 Proposed Action Plan subject to citizen’s comments. After consideration of the 2009 Proposed Action Cover Memo Item # 5  Plan, in accordance with federal requirements, the City must hold a second Public Hearing and publish the Annual Action Plan in the newspaper for a 30-day period to give citizens of Augusta an opportunity to comment on the activities. This public hearing will be held Thursday, August 21, 2008 at 6:00 p.m. in the Commission Chambers. At the end of the comment period, (September 22, 2008) a summary of all comments received from the public and the Citizen’s Advisory Committee will be presented to Commission for consideration. Analysis: Consideration of the Proposed 2009 Action Plan is the first step of the process before getting final approval by Commission on November 4, 2008. Financial Impact: It is anticipated that the City will receive and have available a total of $5,114,515 for Year 2009. Attached is a detailed list of the funds anticipated to be available and a listing of the projects. Alternatives: None recommended. Recommendation: Accept the Proposed Year 2009 Action Plan for CDBG, ESG, HOME and HOPWA funds, subject to citizen’s comments. After the 30-day comment period, staff will present the final Action Plan recommendations and citizen’s comments to the Administrative Services Committee and Commission for action. Funds are Available in the Year 2009 CDBG, ESG, HOME and HOPWA funds to be Following received from HUD. Accounts: REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 5  Attachment number 1 Page 1 of 1 Attachment #1 Funds Anticipated for Year 2009 ENTITLEMENT PROGRAM PROGAM AMOUNT INCOME TOTAL CDBG $ 2,232,805 $ 140,000 $ 2,372,805 ESG $ 100,077 $ 0 $ 100,077 HOME $ 1,240,698 $ 1,006,580 $ 2,247,278 ADDI $ 9,355 $ 0 $ 9,355 HOPWA $ 385,000 $ 0 $ 385,000 TOTAL $ 3,967,935 $ 1,146,580 $ 5,114,515 Att #1 funds anticipated 2009 Item # 5 Attachment number 2 Page 1 of 2 Item # 5 Attachment number 2 Page 2 of 2 Item # 5  Administrative Services Committee Meeting 8/11/2008 12:45 PM Proposed Changes to Employee Discipline Appeals Process Department: Law Caption: Consider suggestions for Modifying Augusta-Richmond County’s Disciplinary Appeal Process. Background: The consolidation bill, which created the consolidated government of Augusta-Richmond County on January 1, 1996, provided that: “the membership of all boards, commissions, committees, panels, authorities, or other entities” existing prior to consolidation were repealed and that the new board of commissioners were to “propose a plan for each such board, commission, or entity” within 90 days. [1] Each new board, commission, or entity was required to “consist of one member from each commission-counsel district.”[2] Although the consolidation bill did create several governmental entities and positions,[3] it did not create a personnel board. The Augusta-Richmond County Personnel Board was initially created in the Augusta-Richmond County Code. The Code only permitted the Personnel Board to hear the appeals of dismissed employees. The powers and responsibilities of the Personnel Board were expanded by the Augusta-Richmond County Personnel Policies and Procedures (also known as the Employee Handbook), such that the Personnel Board was given jurisdiction to hear appeals relating to “suspension without pay, dismissal or other disciplinary action (except for oral and/or written reprimands with pay).” Employee Handbook § 1.F, Right of Appeal (p. 8).[4] [1] See Ga. L. 1995, p. 3648, 3668-3669 (1995 Georgia House Bill 805, § 13 (f)) (note there are also two Legislative Delegation appointments to the Personnel Board). [2] See Ga. L. 1995, p. 3648, 3668 (1995 Georgia House Bill 805, § 13 (f)). [3] The consolidation bill specifically requires Augusta-RichmondCounty to have a law department, an equal opportunity director, a minority and small business director and a citizen’s advisory counsel for minority employment and small business Cover Memo Item # 6  opportunities. SeeGa. L. 1995, p. 3648, 3668-3670. [4] See also Employee Handbook § 1.C, Definitions (p. 2) (“Appeal: The right of a regular employee to appear before the Personnel Board to be heard on matters of discrimination, unfair practices or other grievances of such ….”). Analysis: Status of Current Disciplinary Appeals Process Pursuant to the current Augusta-Richmond County Code and Personnel Policies and Procedures, the following procedure is used with regard to employee discipline where dismissal is sought: 1. The Department Head or Director initiates the disciplinary process by charging an employee with “misconduct that serves as just cause for dismissal” and placing the employee on “a three (3) day paid, administrative suspension with a recommendation for dismissal.” Employee Handbook § 1.F, Dismissal (p. 8). 2. The Department Head or Director sends a letter to the Director of Human Resources “specifically setting forth the reasons for suspension with recommendation for dismissal.” Employee Handbook § 1.F, Dismissal (p. 8). 3. “[W]ithin three (3) working days of the effective date of the action” (three day suspension with pay), the Director of Human Resources reviews the recommendation and conducts an investigation regarding the recommendation. If the recommendation is approved by the Director of Human Resources, it is sent to the charged employee and the Administrator. Employee Handbook § 1.F, Dismissal and Progressive Discipline (p. 8). 4. “Within three (3) working days of the affected employee being notified of the charges, the Administrator or his designee shall hold a pre-termination conference at which time the employee shall be authorized to present information which is pertinent to the charges on his/her behalf.” Employee Handbook § 1.F, Progressive Discipline (p. 8). 5. The Administrator makes a decision as to termination “based on all of the facts pertinent to the situation.” Employee Handbook § 1.F, Dismissal (p. 8). 6. If the administrator decides to uphold the recommendation for termination, the employee is terminated. Employee Handbook § 1.F, Dismissal (p. 8). 7. Once an employee receives notice of their termination, they have five (5) working days to submit a formal appeal in writing to the Director of Human Resources requesting an appeal to the Personnel Board. Employee Handbook § 1.F, Right of Appeal (p. 8). 8. The Personnel Board has the responsibility “to conduct hearings and render decisions on dismissals and hear appeals from any employee who claims to have been improperly dismissed.” Augusta-Richmond County Code § 1-7-15 (b)(2). 9. A decision by the Personnel Board can be Cover Memo Item # 6  appealed to the Superior Court of Richmond County. Commission Authority to Modify the Current Disciplinary Appeal Process A number of local government boards are statutorily created by the Georgia Legislature in the form of local laws. Generally, boards created by local laws can only be amended by the Georgia Legislators. Since the Personnel Board was created by the governing authority of Richmond County in the Augusta Code rather than local law, the Board of Commissioners has broad authority to amend, modify or change the Personnel Board. Section 1-7-15 of the Code states that “the board of commissioners shall have authority to amend, change or make additions to any rules and regulations adopted hereunder.” Thus, the Board of Commissioners has authority to modify the current disciplinary appeals process so long as such changes do not violate any laws. One of the duties of the Personnel Board is to “propose rules and regulations and standards of the personnel system” and to “recommend to the board of commissioners the adoption of rules and regulations and standards effectuating the personnel system ….” Code § 1-7- 15 (b)(1). Thus, I recommend that the Commission seek input from the Personnel Board as to proposed changes to the employee disciplinary process. Financial Impact: No significant financial impact is anticipated at this time. Alternatives: The Commission could not modify the employee appeals process at this time. Recommendation: Suggestions for Modifying Augusta-Richmond County’s Disciplinary Appeal Process There is a range of possible changes that could be made to our employee disciplinary process. I have outlined several of these potential changes below. 1. Eliminate the Personnel Board and replace it with a Personnel Hearing Officer. The Personnel Hearing Officer (PHO) would preferably be an attorney appointed by majority vote of the Commission (or appointed by the Mayor). The PHO would essentially replace the Personnel Board. Once the Administrator rendered a decision regarding employee discipline, the employee would have the option of appealing that decision to the PHO. The PHO would conduct a public hearing and would render a final decision regarding same. His or her decision could be appealed to Superior Court. One advantage of this structure is the quick and final resolution of personnel matters. 2. Keep the current disciplinary appeal structure but modify the composition of Cover Memo Item # 6  the Personnel Board and reduce its jurisdiction. The current disciplinary process has generally served Augusta-Richmond County well. However, three primary changes could be made to address commissioner concerns while maintaining the existing structure. First, each Personnel Board appointee should serve “at the pleasure of” the Commissioner that appointed them instead of being removed only “for cause.” This would allow each commissioner to have a more active role in the direction of the Personnel Board without needing to attend each Personnel Board hearing. Second, the Board of Commissioners could reduce the jurisdiction of the Personnel Board to only have jurisdiction to conduct hearings and render decisions on employee terminations and not suspensions and other grievances. Third, the jurisdiction of the Personnel Board could also be clearly limited to a review of whether the appropriate “due process” procedures of Augusta-Richmond County were followed in each termination case. In other words, the Personnel Board would have no authority to overturn a termination unless they found a violation of Augusta-Richmond County policies relating to the employee disciplinary process. 3. Modify the disciplinary appeal process so the Personnel Board makes merely a recommendation to the Administrator regarding employee disciplinary actions. In this disciplinary structure, initial determinations of discipline would fall on the department heads and the Human Resources Director. The employee could appeal to the Personnel Board and a hearing would be conducted. The Personnel Board would render a recommendation to the Administrator who would make the final decision regarding employee discipline. The Administrator would only be permitted to review the official records of the Personnel Board when making his or her final decision. His or her decision could be appealed to Superior Court. Conclusion The Commission has the authority to make changes to the employee disciplinary process. There are a number of potentially favorable changes that could be made to the current disciplinary process. I recommend that the Commission seeks comment from the Personnel Board, and the Administrator regarding the changes that will best fit the needs of Augusta-Richmond County at this time. Any policy changes regarding the employee disciplinary process would need to be addressed in an open meeting forum. Funds are Available in the n/a Following Accounts: Cover Memo Item # 6 REVIEWED AND APPROVED BY: Finance. Administrator. Clerk of Commission Cover Memo Item # 6  Administrative Services Committee Meeting 8/11/2008 12:45 PM Stanley Brown Department: Clerk of Commission Caption: Presentation by Mr. Stanley Brown regarding HR (non- EEO) personnel issues. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 7 Attachment number 1 Page 1 of 1 Item # 7  Administrative Services Committee Meeting 8/11/2008 12:45 PM State Court Judicial Assistants Department: Clerk of Commission Caption: Discuss increased salaries for State Court judicial assistants related to their additional duties and the operation of a digital recording system for hearings and trials. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 8 Attachment number 1 Page 1 of 1 Item # 8  Administrative Services Committee Meeting 8/11/2008 12:45 PM Affirmative Action Plan Update Department: Clerk of Commission Caption: Update from the EEO Officer regarding the affirmative action plan. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 9