Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber- 2/22/2010- 12:45 PM ADMINISTRATIVE SERVICES 1. Review and acceptance as Part I of preparing an Urban Redevelopment Attachments Plan, establishing the Laney Walker/Bethlehem neighborhoods as an Urban Redevelopment District, and as a condition of receiving Bond Financing for use in acquiring and developing property in the Laney Walker/Bethlehem Urban Redevelopment Area. 2. Motion to approve the retention of the Augusta Housing and Community Attachments Development Department Modified Contract Process. 3. Motion to discuss revisions to the Augusta-Richmond County Procurement Attachments Code. 4. Approve an Ordinance to amend the Augusta, GA Code Section 3 -4-11 Attachments relating to events held on public property. 5. Discuss, for informational purposes, amending the City’s 2007, 2008 and Attachments 2009 Action Plans for the reprogramming of $113,045 in CDBG funds and allow a change in beneficiaries for certain Homelessness Prevention and Rapid Re-Housing (HPRP) Projects. 6. Resolution of Settlement awarding a total settlement of forty thousand Attachments dollars ($40,000.00) to Marilyn Brown and Terry Brown. www.augustaga.gov  Administrative Services Committee Meeting 2/22/2010 12:45 PM Laney Department: Augusta Housing and Community Development Department Caption: Review and acceptance as Part I of preparing an Urban Redevelopment Plan, establishing the Laney Walker/Bethlehem neighborhoods as an Urban Redevelopment District, and as a condition of receiving Bond Financing for use in acquiring and developing property in the Laney Walker/Bethlehem Urban Redevelopment Area. Background: This Blight Findings Report is for the Laney-Walker and Bethlehem neighborhoods, and indicates that the designation of a Laney- Walker/Bethlehem Urban Redevelopment Area will be a powerful tool to support significant housing and economic development and enhanced quality of life for the citizens of these communities. Over time, the once vibrant Laney Walker and Bethlehem neighborhoods became neglected and fell into disrepair. The desire to revitalize this historic area was initiated in 2008 when the Augusta City Council passed a $1 dollar hotel-motel tax. This made approximately $750,000 annually available over a 50-year period to finance future redevelopment projects. In order to pursue the issuance of bond financing for project development, an Urban Redevelopment Plan and this subsequent Blight Findings Report is required. This document encompasses and assessment of blight conducted by APD and identifies the slum and blight considerations as defined in the Georgia Statutes "Urban Redevelopment Act" to determine the feasibility of including the Laney- Walker and Bethlehem communities in an Urban Redevelopment Area. Analysis: If the Blight Findings Report is accepted and passed by resolution by the Augusta City Commission, the Housing and Community Development Department will authorize the consultant to proceed with the preparation of a Laney Walker/Bethlehem Urban Redevelopment Plan. A public meeting will be held on Feb. 1, 2010 to present the Blight Findings Report and a 2nd public meeting will be held prior to the submission of the Urban Redevelopment Plan to the Commision for adoption. Financial Impact: Not applicable until Part II, Urban Redevelopment Plan is submitted for Approval. Blight Findings Report is a condition for proceding with the preparation of the Urban Redevelopment Plan. Alternatives: None Recommended. Recommendation: Cover Memo Accept the Blight Findings Report by resolution. The resolution will confirm the City’s acknowledgement that the findings of the report necessitates the preparation of an Urban Redevelopment Plan(URP). The  URP will include actions needed to address the blighting conditions found in the report, and it will be used as part of the information package developed for Bond financing for the LW/B Redevelopment project. Funds are Available in the Following Not Applicable. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo  Administrative Services Committee Meeting 2/22/2010 12:45 PM Modified Contract Process - AHCDD Department: Augusta Housing and Community Development Department Caption: Motion to approve the retention of the Augusta Housing and Community Development Department Modified Contract Process. Background: Each year the City receives Federal and Non-Federal funds that are used to fund agencies and projects to assist low income persons and revitalize low income neighborhoods. An Annual Action Plan is created and presented to the Commission for approval that recommends a budget for spending the annual funds. To carry out these projects, the City is required to have signed agreements in place with agencies to expend these funds. Getting the agreements and contracts executed by all parties is time consuming and can prevent the City from expending its funds in a timely manner. To facilitate the execution of agreements/contracts in a timely manner, we propose that the Modified Contract Process that was approved by the Commission on July 10, 2007 be retained. The Modified Contract Process that was approved is as follows: 1. Once the Consolidated/Annual Action Plan is approved by Commission the following process will be followed: a. The Mayor will be given authorization to execute all necessary Grant Agreements relative to the approved Consolidated Plan/Annual Action Plan; and b. The Mayor, City Administrator and Director of AHCDD will be given authorization to execute all the necessary agency grant agreements and construction contracts required to implement the Consolidated Plan/Annual Action Plan as approved by the Commission. All contracts will be in compliance with the Augusta-Richmond County Bidding Policies and Procurement Processes. All changes to the Action Plan because of reprogrammed funds will be approved by they Commission. Analysis: The Modified Contract Process approved by the Commission on July 10, 2007, delegates the authority to execute the contracts to the Mayor, City Administrator, and the AHCDD Director for all projects approved by the Commission in the Consolidated/Annual Action Plan. Financial Impact: The modified contract process allows AHCDD to facilitate expenditure of funds in a timely manner. The Department has been timely on its expenditures of funds since 2007. Prior to this process, the Department was in non-compliance for the years 2004 – 2006, with a potential consequence of reduced funding. Alternatives: None Recommended. Cover Memo Recommendation: Approval from the Commission to keeep in place the Modified Contract  Process that delegates authority to execute contracts for all projects in the approved Action Plan by the Mayor, City Administrator and the AHCDD Director. Funds are Available in the Following Not applicable. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Attachment number 1 Page 1 of 20 Attachment number 1 Page 2 of 20 Attachment number 1 Page 3 of 20 Attachment number 1 Page 4 of 20 Attachment number 1 Page 5 of 20 Attachment number 1 Page 6 of 20 Attachment number 1 Page 7 of 20 Attachment number 1 Page 8 of 20 Attachment number 1 Page 9 of 20 Attachment number 1 Page 10 of 20 Attachment number 1 Page 11 of 20 Attachment number 1 Page 12 of 20 Attachment number 1 Page 13 of 20 Attachment number 1 Page 14 of 20 Attachment number 1 Page 15 of 20 Attachment number 1 Page 16 of 20 Attachment number 1 Page 17 of 20 Attachment number 1 Page 18 of 20 Attachment number 1 Page 19 of 20 Attachment number 1 Page 20 of 20  Administrative Services Committee Meeting 2/22/2010 12:45 PM Motion to Discuss Revisions to the Procurement Code Department: Procurement Department Caption: Motion to discuss revisions to the Augusta-Richmond County Procurement Code. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo  Administrative Services Committee Meeting 2/22/2010 12:45 PM Ordinance to amend Code Section 3-4-11 relating to events held on public property Department: Law Caption: Approve an Ordinance to amend the Augusta, GA Code Section 3 -4-11 relating to events held on public property. Background: Augusta-Richmond County desires to update and amend the Code as related to events held on public property and to update the Code to address public safety and First Amendment concerns. Analysis: The updates are needed to address public safety and First Amendment concerns. Financial Impact: None Alternatives: Recommendation: Approve amendment. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Attachment number 1 Page 1 of 20 Attachment number 1 Page 2 of 20 Attachment number 1 Page 3 of 20 Attachment number 1 Page 4 of 20 Attachment number 1 Page 5 of 20 Attachment number 1 Page 6 of 20 Attachment number 1 Page 7 of 20 Attachment number 1 Page 8 of 20 Attachment number 1 Page 9 of 20 Attachment number 1 Page 10 of 20 Attachment number 1 Page 11 of 20 Attachment number 1 Page 12 of 20 Attachment number 1 Page 13 of 20 Attachment number 1 Page 14 of 20 Attachment number 1 Page 15 of 20 Attachment number 1 Page 16 of 20 Attachment number 1 Page 17 of 20 Attachment number 1 Page 18 of 20 Attachment number 1 Page 19 of 20 Attachment number 1 Page 20 of 20  Administrative Services Committee Meeting 2/22/2010 12:45 PM Reprogram CDBG & HPRP Department: Housing and Community Development Department Caption: Discuss, for informational purposes, amending the City’s 2007, 2008 and 2009 Action Plans for the reprogramming of $113,045 in CDBG funds and allow a change in beneficiaries for certain Homelessness Prevention and Rapid Re-Housing (HPRP) Projects. Background: Because certain agencies are forfeiting the balance of their grant funds and certain non-profits would like to change the beneficiaries they intend to serve, it has become necessary to reprogram funds. We are proposing that funds be reprogrammed FROM the following projects: 1. ARC Planning Commission FY2007 - $1,322.97 Justification: The Planning Commission was awarded a $40,000 grant in Year 2007 to perform planning activities for the Housing and Community Development (HCD) and to assist the Department in carrying out its environmental assessments for federal projects. HCD has hired a planner; therefore there is no longer a need for the Planning Commission (PC) services. George Patty has been very kind in allowing his staff to train HCD’s staff. We are requesting that the balance of the grant, $1,322.97 be reprogrammed. 2. Walton Options FY2008 - $1,385.72 Justification: This agency received a grant of $25,000 in Year 2008 to provide job training and employment to persons with disabilities through the recycling and re-use of usable medical equipment such as wheelchairs, shower benches and walkers. Persons were trained to clean and repair the equipment for reuse by low income persons unable to purchase that type of equipment. The agency notified staff that they were not in need of the balance of the grant. Therefore, we are recommending that the balance, $1,385.72 be reprogrammed. 3. Turpin Hill Neighborhood Cleanup – FY 2009 - $5,000 Justification: Funds were designated for clean- up of the Turpin Hill Neighborhood this past April 2009. The clean-up has taken place and License and Inspection subsidized all the costs. Therefore, there is no longer a need for these funds. 4. Economic Development Loan Program FY2009 - $26,836.31 Justification: The Economic Development Loan Program also known as the Small Business/Recruitment Program has approximately $415,000 in the fund which will be used to provide loans to small businesses. HCD is in need of $34,545 to continue its Homeless Transportation Program. We are recommending that $26,836.31 of the ED Loan Program be reprogrammed to continue the Homeless Transportation Program. 5. Bethlehem Community Center Acquisition – FY2009 - $78,500 Because of the methane gas problem at Carrie Mays Park, it was proposed that the basketball court and playground be moved. However, it has been determined by the Cover Memo Recreation Department staff that the greatest park needs are at the Henry Brigham Center. Staff is proposing the above funds ($103,045) be reallocated to the following projects: 1. Homeless Transportation  Program - $34,545 Last year, the City was awarded a Supportive Housing Program grant which was used to purchase a van which is being used to provide transportation to homeless persons. Transportation is provided to homeless persons through referrals from Continuum of Care partner agencies serving the homeless. This will be a one-time funding with CDBG funds for Year 2010. Staff has submitted an application to HUD for renewal of the grant which will be used in Year 2011. 2. Henry Brigham Community Center Tennis Improvements - $78,500 The Henry Brigham Community Center is experiencing drainage problems and the tennis courts are in dire need of reconstruction. CDBG funds have already been allocated for the drainage problem. Therefore, we are proposing that the $78,500 be used to reconstruct and resurface the tennis courts (3). 3. Change in Beneficiaries for Coordinated Health Services and Safe Homes Additionally, two (2) agencies received recovery grant funds through the Homelessness Prevention and Rapid Re-Housing Program (HPRP) which was approved by Commission May 5, 2009. The purpose of HPR Program is to provide financial assistance for rent, utilities, moving costs, motel vouchers, case management, legal services and credit repair to persons at- risk of being homeless and persons who are actually homeless. Coordinated Health Services (CHS) CHS received a HPRP grant for $53,000 which was to be used for homeless prevention to serve “persons at- risk of being homeless” which would allow the clients to remain in their housing. After approval of the grant, CHS has decided to serve the “homeless” by providing assistance to homeless persons seeking housing. This has triggered a “substantial change” to the City’s Consolidated Action Plans. The substantial change being “a change in beneficiaries” from serving “persons at-risk” of being homeless to persons that are actually “homeless”. Safe Homes of Augusta This agency received a HPRP grant for $75,000 which was to be used for homeless prevention to serve “persons at-risk of being homeless”. This agency is requesting that they be allowed to serve both “persons at-risk of being homeless” and persons actually “homeless”. In accordance with the City’s Participation Policy, which is required by HUD, a “substantial change” is defined as a change that affects the purpose, scope, location, beneficiaries, or administrator of an activity or the transfer of $50,000 or more from any activity identified in the Consolidated Plan. Because the above agencies are requesting a change in beneficiaries, we must amend the Consolidated Action Plan. The process involves presenting the change to the public for a 30-day comment period by publishing a notice in the newspaper. If any citizen comments are received, they must be presented to the Commission for consideration. Staff is requesting permission to seek citizen comments on the proposed change. If approved, a public notice will published February 26, 2010 in the Augusta Chronicle and March 10, 2010 in the Metro Courier with the 30-day comment period being February 26, 2010 through March 29, 2010. The deadline for comments will be March 29, 2010. If comments are received, they will be presented to Commission on April 6, 2010. Analysis: Reprogramming of these funds will allow the department to proceed with active projects and expend the funds in a timely manner. Financial Impact: This reprogramming of funds is a reallocation of existing funds. Cover Memo Alternatives: None recommended Recommendation: : (1) Accept the Proposed Reprogramming of $113,045 in CDBG funds and Allow a Change in Beneficiaries for Coordinated Health Services and Safe Homes; (2) Allow Staff to Solicit public comments and after the 30-day comment period (March 29, 2010), staff will return and present the comments to Commission for consideration and approval for amending the 2007, 2008 and 2009 Action Plans. Funds are Available in Existing Community Development Block Grant - $113,045 and the Following Homelessness Prevention & Rapid Re-Housing. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo  Attachment number 1 Page 1 of 1 REPROGRAMMING OF FUNDS Administrative Services Committee (Discussion) February 22, 2010 Comment Period February 26, 2010 to March 29, 2010 Commission (final approval) April 6, 2010 CDBG - $113,045 FROM Amount TO Amount ARC Planning Commission CDBG -1,322.97 Homeless Transportation Program – $34,545 #07200/1526 Project involves providing Walton Options CDBG #0805H/1671 -1,385.72 transportation to homeless persons Turpin Hill Neighborhood Cleanup -5,000 who are clients of agencies providing CDBG#2009R/1781 services to homeless. Funds will be Economic Development Loan Program -26,836.31 used to pay salary of van driver, gas CDBG #09182/1861 and supplies. Sub-Total $34,545 Sub-Total $34,545 Bethlehem Community Center $78,500 Henry Brigham Center Improvements – $78,500 Acquisition #09010/1859 Funds will be used to reconstruct the tennis courts at the center TOTAL $113,045 TOTAL $113,045 and Homelessness Prevention and Rapid Re-Housing Program (HPRP): Change in Beneficiaries of Project From Present Beneficiaries Change Beneficiaries To Coordinated Health Services Persons at-risk of being Homeless Persons homeless (non-homeless) Safe Homes Persons at-risk of being Homeless and non-homeless persons homeless (non-homeless) Reprogram feblist2010  Administrative Services Committee Meeting 2/22/2010 12:45 PM Resolution of Settlement regarding Marilyn Brown and Terry Brown Department: Law Caption: Resolution of Settlement awarding a total settlement of forty thousand dollars ($40,000.00) to Marilyn Brown and Terry Brown. Background: This Resolution of Settlement confirms the total settlement amount of forty thousand dollars ($40,000.00) to Marilyn Brown and Terry Brown which was approved in February, 2010. Analysis: Financial Impact: Alternatives: Do not approve this Resolution of Settlement of forty thousand dollars ($40,000.00) to Marilyn Brown and Terry Brown. Recommendation: Approve this Resolution of Settlement to Marilyn Brown and Terry Brown. Funds are Available in the Following Funds to be transferred as necessary from contingency or general fund. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo  Attachment number 1 Page 1 of 2 RESOLUTION RESOLUTION AUTHORIZING THE SETTLEMENT OF ALL CLAIMS BY MARILYN BROWN AND TERRY BROWN, IN THE AGGREGATE AMOUNT OF FORTY THOUSAND DOLLARS ($40,000); AUTHORIZING THE COUNTY ADMINISTRATOR TO DISBURSE THE AMOUNT OF FORTY THOUSAND DOLLARS ($40,000.00); WAIVING AUGUSTA-RICHMOND COUNTY CODE OF ORDINANCES SECTIONS IN CONFLICT FOR THIS INSTANCE ONLY; AND FOR OTHER PURPOSES. WHEREAS, Marilyn Brown and Terry Brown have a lawsuit now pending in the Richmond County Superior Court, Civil Action File No. 2004RCCV00446; WHEREAS, both parties to said civil action desire to settle all claims; and WHEREAS, Claimants have agreed to settle all claims against Augusta-Richmond County for the sum of forty thousand dollars ($40,000.00); WHEREAS, it is in the best interests of Augusta-Richmond County to resolve this matter and pay the amount of forty thousand dollars ($40,000.00) to Claimants to settle all claims of Claimants against Augusta-Richmond County arising out of the alleged facts; WHEREAS, Augusta-Richmond County acknowledges that the payment set forth herein does not constitute any admission of liability on the part of Augusta-Richmond County and liability is expressly denied; NOW, THEREFORE, BE IT RESOLVED by the Augusta-Richmond County Commission, Section 1: The Augusta-Richmond County Commission will settle the claims of Marilyn Brown and Terry Brown for the aggregate amount of forty thousand dollars ($40,000.00). Section 2: The County Administrator is authorized to pay a total sum of forty thousand dollars ($40,000.00) to Marilyn Brown and Terry Brown at the direction of the Commission and payment shall be in the form of a check payable to Fowler & Wills, LLC on behalf of Marilyn Brown and Terry Brown. Section 3: To the extent that any section of the AUGUSTA, GA. CODE is in conflict herewith, that subsection is waived for this instance only.  Attachment number 1 Page 2 of 2 Settlement Resolution Marilyn Brown and Terry Brown Page 2 of 2 Adopted this ___ day of ___________, 2010. ___________________________ David S. Copenhaver As its Mayor Attest: ______________________________ Lena J. Bonner, Clerk of Commission Seal: CERTIFICATION The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that the foregoing Resolution was duly adopted by the Augusta-Richmond County Commission on____________________, 2010 and that such Resolution has not been modified or rescinded as of the date hereof and the undersigned further certifies that attached hereto is a true copy of the Resolution which was approved and adopted in the foregoing meeting(s). ______________________________ Lena J. Bonner, Clerk of Commission