Administrative Services Committee Meeting

Administrative Services Committee Meeting Committee Room- 6/8/2009- 12:50 PM ADMINISTRATIVE SERVICES 1. Motion to approve a Resolution reclassifying the SPLOST Dover-Lyman Attachments Streets and Drainage Infrastructure Project (Phase I) to a HOME Investment Partnership Program (HOME) Project to be administered by the Housing and Community Development (HCD) Department to satisfy HOME Findings issued by the Office of the Inspector General. (Referred from June 2 Commission meeting) 2. Discussion of EEO Office. (Requested by Commissioner Hatney) Attachments 3. Approve implementation of the Employee Incentives Award Program Attachments (EIAP). 4. Approve the applications for a formula based grant from the Department of Attachments Energy under the AARA for $1,969,900. 5. Approve a Request for Proposals (RFP) for a consultant to provide services Attachments related to the Energy Efficiency and Conservation Block Grant program under AARA. 6. Approve the United Way/FamilyWize Prescription Drug Discount Card Attachments Program. www.augustaga.gov  Administrative Services Committee Meeting 6/8/2009 12:50 PM Dover-Lyman Department: Housing and Community Development Department Caption: Motion to approve a Resolution reclassifying the SPLOST Dover-Lyman Streets and Drainage Infrastructure Project (Phase I) to a HOME Investment Partnership Program (HOME) Project to be administered by the Housing and Community Development (HCD) Department to satisfy HOME Findings issued by the Office of the Inspector General. (Referred from June 2 Commission meeting) Background: During October 2007 through March 2008, the Office of the Inspector General (OIG) audited the City’s HOME Program for the period covering program years 2003 through 2007. As a result of that audit, on April 21, 2008, OIG issued several findings requiring the City to repay $822,580 to the HOME Program and $477,373 to be recaptured by HUD. The findings consisted of: 1. Ineligible costs - $430,040 (Costs charged to HOME Program that auditor believes are not allowable by law.) 2. Unsupported costs – $392,540 (Costs charged to a project and the eligibility of the cost could not be determined at the time of the audit. Unsupported costs require a decision by HUD program officials that requires additional supporting documentation from City staff and clarification/interpretation of departmental policies and procedures.) 3. Uncommitted HOME Funds - $477,373 (Funds were not committed to projects within the required 24- month period. HOME funds must be committed within 24 months from execution of grant agreement by the City and expended within 5 years (includes the 24 months). Total $1,299,953 The City responded to OIG’s audit on May 14, 2008 (response attached), concurring with OIG on the following amounts: 1. Ineligible costs $ 430,040 2. Unsupported costs $ 392,540 3. Uncommitted funds subject to recapture $ 477,373 Total $1,299,953 Therefore, the City is required to repay $1,299,953 to the HOME Program (HUD) from non-federal funds. In lieu of a direct cash payment, we are proposing that the Commission reclassify the Engineering SPLOST-funded Dover-Lyman Streets and Drainage Infrastructure Project (Phase I) to a HOME project which will be administered by the HCD Department. Staff has discussed this option with HUD officials and it is acceptable if approved by Commission. Currently, HCD has $200,000 of CDBG funds budgeted for this project. Engineering Department has $2,000,000 budgeted in SPLOST funds. NOTE: Commission approved the transfer of the $2,000,000 from the Travis Road/Plantation Drainage Improvement Project on June 17, 2008, to the Dover-Lyman Streets and Drainage Infrastructure project, which will partially fund the project. The total project cost is estimated to beCover Memo $5,299,355. A Request for Proposals for design of the project has been issued by Engineering. If Commission approves the reclassification, Item #this 1 will be a “substantial change” to the 2008 Action Plan. In compliance with  the City’s Citizen’s Participation Policy, a Public Notice must be published in the newspaper giving citizens 30 days to comment on the reclassification. The comment period will be May 29, 2009 through June 29, 2009. If any comments are received, they will be presented to Commission July 7, 2009, for consideration. Analysis: Reclassifying Engineering Department’s SPLOST-funded Dover-Lyman Streets and Drainage Infrastructure to a HOME project will prevent the City from having to repay HUD $1,299,953 from general funds. Financial Impact: Approval of the reclassification will have no financial impact to the City. Alternatives: None recommended Recommendation: Approve Resolution Reclassifying the SPLOST-funded Dover-Lyman Streets and Drainage Infrastructure Project (Phase I) to a HOME Investment Partnership Program (HOME) Project to be administered by the Housing and Community Development (HCD) Department to Prevent the Payment of $1,299,953 to HUD. Additionally, authorize HCD to proceed with amending the 2008 Action Plan by issuing a Public Notice allowing citizen 3-days to comment on the reclassification. If any public comments are received, they will be presented to Commission July 7, 2009, for consideration. Funds are Available in the Following SPLOST & CDBG Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 1 Attachment number 1 Page 1 of 6 Item # 1 Attachment number 1 Page 2 of 6 Item # 1 Attachment number 1 Page 3 of 6 Item # 1 Attachment number 1 Page 4 of 6 Item # 1 Attachment number 1 Page 5 of 6 Item # 1 Attachment number 1 Page 6 of 6 Item # 1  Attachment #2 RESOLUTION A RESOLUTION AUTHORIZING THE RECLASSIFICATION OF THE ENGINEERING DEPARTMENT’S SPLOST-FUNDED DOVER-LYMAN STREETS AND DRAINAGE INFRASTRUCTURE PROJECT (PHASE I) TO A HOME INVESTMENT PARTNERSHIPS PROGRAM (HOME) PROJECT TO BE ADMINISTERED BY THE HOUSING AND COMMUNITY DEVELOPMENT DEPARTMENT TO PREVENT THE PAYMENT OF $1,299,953 IN GENERAL FUNDS TO HUD WHEREAS, the City of Augusta is a Participating Jurisdiction receiving HOME Investment Partnerships Program funds from the U. S. Department of Housing and Urban Development Department (HUD) as a result of the Cranston-Gonzalez National Affordable Housing Act, as amended; and Attachment number 2 Page 1 of 1 WHEREAS, the City submitted an application to HUD through its 2008 Action Plan and received HOME funds; and WHEREAS, the City agreed to use HOME funds in accordance with the HOME Program regulations at 24 CFR Part 92; and WHEREAS, the Office of the Inspector General’s auditors determined that $1,299,953 of HOME funds used by the City were not in compliance with HOME regulations; and WHEREAS, the City is obligated to repay said HOME funds to HUD from non-federal funds; and WHEREAS, the Dover-Lyman Streets and Drainage Infrastructure Project is included in the City’s 2008 Action Plan and also is a City SPLOST-funded project; and WHEREAS, to prevent the payment of general funds to HUD’s HOME Program, in lieu of cash amounting to HOME funds deemed ineligible, HUD will allow an eligible non-federally-funded City project that benefits a low and moderate income area, as sufficient payment; and WHEREAS, it is necessary to amend the City’s 2008 Action Plan to include the SPLOST- funded Dover-Lyman Streets and Drainage Infrastructure project as a HOME-funded project; and NOW, THEREFORE, BE IT RESOLVED: That the Mayor and the Housing and Community Development Department staff be authorized to amend the 2008 Action Plan, prepare and submit the amendment to HUD; and BE IT FURTHER RESOLVED: That the Housing and Community Development Department will administer the Dover-Lyman Streets and Drainage Infrastructure Project (Phase I) as a HOME project in compliance with all applicable HOME laws, rules, regulations to resolve the OIG findings and prevent payment of cash to HUD’s HOME Program. ATTEST: AUGUSTA, GEORGIA BY: ______________________________ David S. Copenhaver Mayor _______________________________ Lena J. Bonner Clerk of Commission CERTIFICATION I, Lena J. Bonner , Clerk of Commission, hereby certify that the above is a true and correct copy of a Resolution as adopted by said AUGUSTA-RICHMOND COUNTY COMMISSION in meeting held on July 7, 2009. SEAL _____________________________ Lena J. Bonner Clerk of Commission Item # 1  Administrative Services Committee Meeting 6/8/2009 12:50 PM EEO Office Department: Clerk of Commission Caption: Discussion of EEO Office. (Requested by Commissioner Hatney) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 2  Administrative Services Committee Meeting 6/8/2009 12:50 PM Employee Incentives Award Program (EIAP) Department: Human Resources Caption: Approve implementation of the Employee Incentives Award Program (EIAP). Background: This program provides incentives to employees in recognition of the delivery of high quality service, improvements in quality of work, efficiency, productivity, and customer service. This program will also establish guidelines to provide: (a) special public recognition of employees at Board meetings for employees who have dedicated their careers to serving to the City and its citizens for a period of 25, 30 and/or 35 years, and (b) Department level recognition for the employees who have served 5, 10, 15, and 20 years, (c) enhancement of the Employee of the Month (EOM) and Employee of the year (EOY) programs, and (d) special annual recognition of retirees that includes invitation to attend an annual recognition dinner/ceremony to honor their many loyal years of service to the City. See Attachment Analysis: See Attachment Financial Impact: See Attachment Alternatives: Do not approve implementation of the Employee Incentives Award Program (EIAP) Recommendation: Approve implementation of the Employee Incentives Award Program (EIAP) Funds are Available in the Following See Attachment Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Cover Memo Clerk of Commission Item # 3  Attachment number 1 Page 1 of 6 HUMAN RESOURCES DEPARTMENT Rod Powell Director Title: Employee Incentives Award Program Effective Date: Proposed July 1, 2009 Reference: Employee Incentive Awards Program (EIAP) 1. PURPOSE This program, consisting of both cash and non-cash awards, provides incentives to employees in recognition of the delivery of high quality service, improvements in quality of work, efficiency, productivity, and customer service. This program will also establish guidelines to provide: (a) special public recognition of employees at Board meetings for employees who have dedicated their careers to serving to the City and its citizens for a period of 25, 30, and/or 35 years, and (b) Department level recognition for the employees who have served 5, 10, 15, and 20 years, (c) enhancement of the Employee of the Month (EOM) and Employee of the year (EOY) programs, and (d) special annual recognition of retirees that includes invitation to attend an annual recognition dinner/ceremony to honor their many loyal years of service to the City. 2. INCENTIVE AWARD GUIDELINES A. Employee of the Month/Year Performance Awards The current Employee of the Month/Year Program will be enhanced to include additional cash incentives and non-monetary recognition to reward and recognize individuals for outstanding service to Augusta-Richmond County and its citizens. All performance awards will be for the face amount of the award. Employees of the Month (EOM) and Employee of the Year (EOY) will each receive a cash award based on their respective level of recognition. Monthly award recipients will receive a performance award of $100. Employee of the Year will receive $250 performance award. (1) Employee of the Month Augusta Human Resources Department 530 Greene Street Room 601 – Municipal Building (706) 821-2303 (706) 821-2867 FAX Job Line: 821 -2305 WWW.AUGUSTAGA.GOV Item # 3  Attachment number 1 Page 2 of 6 HUMAN RESOURCES DEPARTMENT Rod Powell Director Department Directors may submit only one nomination per month for EOM recognition. Only non-probationary, full-time regular employees are eligible for consideration. Performance should be “above and beyond” what is normally expected in the day-to-day performance of job duties. Areas for performance consideration are listed below: Evaluation should focus on outputs/accomplishments in one or more: Initiative/Employee Innovation/Customer Service Positive employee interaction Productivity/Quality Improvement Cost Savings/Cost Avoidance Selection Process: The EOY would be nominated and selected in a similar fashion. You should note that employee need not have been selected as an employee of the month in order to be considered for employee of the year recognition. However, all EOM selectees for the respective calendar year will be automatically considered for EOY. (a) Any employee submits nomination to Department Director. If more than one employee is nominated within the department, then an internal review and selection process will recommend a nominee to the Department Director for approval. (b) Department Director selects the Employee of the Month to represent their department. Department Director forwards the departmental nominee to the Employee Recognition Committee by the pre-established deadline for submission. (c) The Employee Recognition Committee reviews departmental nominees and selects the Employee of the Month for submission to the Commission for recognition normally at the first meeting of each month. (d) Award: $100.00 cash for the Employee of the Month, proclamation Augusta Human Resources Department 530 Greene Street Room 601 – Municipal Building (706) 821-2303 (706) 821-2867 FAX Job Line: 821 -2305 WWW.AUGUSTAGA.GOV Item # 3  Attachment number 1 Page 3 of 6 HUMAN RESOURCES DEPARTMENT Rod Powell Director plaque, EOM and Augusta pins, picture taken, one day off w/pay, and donated lunch/dinner coupons when available. (2) Employee of the Year Minimum Requirements: Non-probationary, full-time regular employee with min. satisfactory Annual Performance Evaluation. Evaluation based on accomplishments in one or more areas below: Initiative/Employee Innovation/Cost Savings Productivity/Quality Improvements Customer Service Excellence Positive employee interactions After-hours community involvement Other considerations that enhance quality of life in Augusta Selection Process: (1) Any employee submits nomination to Department Director. (2) Each Department Director takes all nominations received and completes the recommendation for each input. Department Director selects the single nominee for Employee of the Year to represent their department and forwards the departmental nominee to the Employee Recognition Committee. (3) Human Resources Director provides assistance/guidance to Employee Recognition Committee, as needed, to select the Employee of the Year. No member of the Recognition Committee may be considered for EOM/EOY. (4) Award: $250.00 for Augusta Employee of the Year, plaque, EOY pin, Augusta pin, picture taken, any donated gifts (e.g. lunch/dinner coupons when available), publicity, one day off w/pay, and recognition at annual dinner. Augusta Human Resources Department 530 Greene Street Room 601 – Municipal Building (706) 821-2303 (706) 821-2867 FAX Job Line: 821 -2305 WWW.AUGUSTAGA.GOV Item # 3  Attachment number 1 Page 4 of 6 HUMAN RESOURCES DEPARTMENT Rod Powell Director (5) EOY photos will be retained for permanent display in the “Hall of Fame” display managed by the Human Resources Department. B. Procedures for “Years of Service” Awards Augusta employees who have completed 25, 30 and/or 35 years of service will receive recognition at the first monthly Commission meeting each month and be presented a service pin, “denoting years of service”, and a certificate. The Human Resources Department will manage the program. The procedures for employees to receive this recognition are: (a) The Human Resources (HR) Department will identify the employees each month who are eligible for this recognition based on seniority with the City beginning in July 2009. Please note: Retroactive service pins for anniversary dates prior to this effective date, will not be provided. However, as a service to employees, pins for previous anniversary dates can be purchased at the HR Employee Store on the first day of every month. (b) The HR Department will prepare and submit a recommendation to the Administrator for presentation and recognition at the monthly Commission meeting for all employees who reach their “gold anniversary dates” i.e., 25, 30, 35, and 40 years service. (c) The HR Department will prepare certificates and have the pins available monthly for the Department Directors to present to employees with 5, 10, 15, and 20 years of service at an appropriate organizational recognition ceremony. (d) The HR Department will send a memo to notify the Department Director that his/her senior employee (s), e.g. 25, 30, 35, and 40 years service, will be recognized at the Commission meeting for his/her years of service to Augusta. The Department will notify the employee and assist in scheduling them to attend the meeting. C. Retirement Recognition Awards (1) The HR Department is responsible for administering the Retirement Service Award Process to honor retirees for each respective calendar year. Retirees will Augusta Human Resources Department 530 Greene Street Room 601 – Municipal Building (706) 821-2303 (706) 821-2867 FAX Job Line: 821 -2305 WWW.AUGUSTAGA.GOV Item # 3  Attachment number 1 Page 5 of 6 HUMAN RESOURCES DEPARTMENT Rod Powell Director receive a special recognition certificate, retirement gift (clock), and be invited to the annual retiree appreciation dinner. (2) The HR Department will also prepare the awards, including special retirement comerative acrylic clocks with custom plaques showing appropriate “name, sincere appreciation for xx years of service” and Retirement Certificates from the Board for presentation to retirees. Notification of all retirees for the calendar year will include invitation to the annual recognition ceremony/dinner and all other associated activities. (3) The Retiree Recognition Dinner will normally be held in the fall of every year. Two dinner tickets for the retiree and one guest will be provided free of charge by the City. To participate in honoring retirees, the Mayor, all Commissioners, the Administrator, and department heads will be requested to participate and will be provided one (1) ticket for the dinner. Additional tickets may be provided (1 ea) to Elected Officials with retirees to be recognized, program sponsors, and special guests invited by the City Administrator. Dinner tickets will also be available for purchase by family members, former retirees, and other guests of employees being recognized. 3. ADMINISTRATION AND BUDGET Human Resources will budget the funds and manage EIAP program each year. The EOM/EOY program will be administered primarily by the Employee Recognition Committee. Any amendments to this policy will be coordinated through the HR department and the City Administrator. AFLAC refunds the City of Augusta’s Human Resources 2% of premiums collected for servicing their account will be the primary funding source for the EIAP. The purchase of award, recognition items, and other activities (e.g. luncheons, dinners, catering, etc) that support the morale and welfare of employees, will be funded exclusively through the refunds provided to HR by AFLAC and any other money received through sale of recognition items (e.g. sale of service award pins to employees) or funds donated by other vendors for this purpose. This EIAP Fund will be used exclusively to cover the cost of administering this program and use of General Funds to support this program is not anticipated. Augusta Human Resources Department 530 Greene Street Room 601 – Municipal Building (706) 821-2303 (706) 821-2867 FAX Job Line: 821 -2305 WWW.AUGUSTAGA.GOV Item # 3  Attachment number 1 Page 6 of 6 HUMAN RESOURCES DEPARTMENT Rod Powell Director Augusta Human Resources Department 530 Greene Street Room 601 – Municipal Building (706) 821-2303 (706) 821-2867 FAX Job Line: 821 -2305 WWW.AUGUSTAGA.GOV Item # 3  Administrative Services Committee Meeting 6/8/2009 12:50 PM Grant Application Department: Planning Commission Caption: Approve the applications for a formula based grant from the Department of Energy under the AARA for $1,969,900. Background: The City of Augusta qualifies for a formula based grant under the American Recovery and Revitalization Act of 2009 (AARA), Energy Efficiency and Conservation Block Grant program, U. S. Department of Energy. The enclosed project list was developed in consultation with departments that deal with activities that are eligible under the program guidelines. The proposed project list was developed by evaluating each project that was submitted for its ability to reduce carbon, save energy, create jobs, have lasting impact, and have other benefits. The funds for these projects will be provided over a three year period subject to our completion of an “Energy Efficiency Strategy” and extensive performance evaluations of the projects after implementation. This is 100% Federal money with no required local or state match. Analysis: We believe that the following projects are eligible for funding and will score well when the necessary quarterly performance evaluations are conducted. In addition to the carbon reduction and energy savings, these projects will significantly reduce the City’s operating and maintenance costs. Recommended use of funds HVAC System Replacement – Lake Olmsted Park $350,000 Replace oversized chillers at LEC 490,000 Adaptive Traffic Signals – Fort Gordon Gates 60,000 Adaptive Traffic Signals – Washington Road 450,000 Adaptive Traffic Signals – Wrightsboro Road 240,000 County Wide LED Conversion of Traffic Signals 190,000 Administration 39,900 Consultant services 150,000 Total $1,969,900 Financial Impact: Approval of this application will result in $1,969,900 in federal funds being provided to the City with no matching requirement. Implementation of the projects will reduce carbon and energy use, reduce the operating and maintenance costs of City government, and improve traffic congestion thus saving an estimated 280,000 gallons of gasoline per year for the motoring public. The Planning Commission will administer the program and some federal funding is allocated for that administration. Alternatives: Don’t accept the funds, or select alternative projects but the application must be submitted to DOE before June 25, 2009. Cover Memo Recommendation: Approve the application as written. Item # 4 Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 4  Administrative Services Committee Meeting 6/8/2009 12:50 PM Request for Proposals Department: Planning Commission Caption: Approve a Request for Proposals (RFP) for a consultant to provide services related to the Energy Efficiency and Conservation Block Grant program under AARA. Background: The City will receive a formula based grant for $1,969,000 from the Department of Energy under AARA if we successfully follow the program guidelines. We must complete an “Energy Efficiency Strategy” within 120 days of the grant award and do extensive performance evaluations (how much carbon energy use we actually reduced) over a three year period. The application for these funds is a separate agenda item. Analysis: The staff does not have expertise in this area and must use an energy conservation consultant. Funds for the contract are included in the grant. The expected contract amount is up to $150,000. Financial Impact: This work must be completed by a consultant in order to get the $1,969,000 formula based grant that we qualify for from DOE. The funds for the consultant activity, up to $150,000, can be taken from the grant. No Local or State funds are involved. Alternatives: Don’t submit the RFP for the consultant, lose the grant. Recommendation: Approve the RFP. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 5  Administrative Services Committee Meeting 6/8/2009 12:50 PM United Way/FamilyWize® Prescription Drug Discount Card Program Department: Human Resources Caption: Approve the United Way/FamilyWize Prescription Drug Discount Card Program. Background: Augusta Richmond County Human Resources Department is collaborating with United Way to provide the citizens of Augusta with discount prescription drug cards at no cost. United Way provides the FamilyWize® Prescription Drug Discount Card Program that will enable consumers to save an average of 39% on the cost of prescription. They currently provide 810 agencies cards and have saved consumers over $43 million. Analysis: By partnering United Way, Richmond County is able to provide a valuable resource to our community at no cost. Richmond County Human Resources will distribute the cards from HR. Financial Impact: This is a free program. Alternatives: Do not approve the United Way/FamilyWize® Prescription Drug Discount Card Program. Recommendation: Approve the United Way/FamilyWize® Prescription Drug Discount Card Program. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 6 Attachment number 1 Page 1 of 5 Item # 6 Attachment number 1 Page 2 of 5 Item # 6 Attachment number 1 Page 3 of 5 Item # 6 Attachment number 1 Page 4 of 5 Item # 6 Attachment number 1 Page 5 of 5 Item # 6