Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber- 3/22/2010- 12:45 PM ADMINISTRATIVE SERVICES 1. Motion to approve the retention of the Augusta Housing and Community Attachments Development Department Modified Contract Process. (Referred from March 8 Administrative Services) 2. Motion to approve Redevelopment Plan and Formation of URA as well as Attachments approval of an Intergovernmental Agreement between Augusta and the Newly Formed URA. 3. Motion to discuss proposed pay study process for 2010 / 2011 / 2012. Attachments 4. Presentation by Rev. K. B. Martin as spokesperson for the CHDOs. Attachments www.augustaga.gov  Administrative Services Committee Meeting 3/22/2010 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. (Referred from March 8 Administrative Services) 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. Cover Memo Alternatives: None Recommended. Item # 1 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: Clerk of Commission Cover Memo Item # 1 Attachment number 1 Page 1 of 20 Item # 1 Attachment number 1 Page 2 of 20 Item # 1 Attachment number 1 Page 3 of 20 Item # 1 Attachment number 1 Page 4 of 20 Item # 1 Attachment number 1 Page 5 of 20 Item # 1 Attachment number 1 Page 6 of 20 Item # 1 Attachment number 1 Page 7 of 20 Item # 1 Attachment number 1 Page 8 of 20 Item # 1 Attachment number 1 Page 9 of 20 Item # 1 Attachment number 1 Page 10 of 20 Item # 1 Attachment number 1 Page 11 of 20 Item # 1 Attachment number 1 Page 12 of 20 Item # 1 Attachment number 1 Page 13 of 20 Item # 1 Attachment number 1 Page 14 of 20 Item # 1 Attachment number 1 Page 15 of 20 Item # 1 Attachment number 1 Page 16 of 20 Item # 1 Attachment number 1 Page 17 of 20 Item # 1 Attachment number 1 Page 18 of 20 Item # 1 Attachment number 1 Page 19 of 20 Item # 1 Attachment number 1 Page 20 of 20 Item # 1  Administrative Services Committee Meeting 3/22/2010 12:45 PM Motion to Approve Redevelopment Plan and Formation of URA as well as Approval of an Intergovernmental Agreement between Augusta and the Newly Formed URA Department: Law Caption: Motion to approve Redevelopment Plan and Formation of URA as well as approval of an Intergovernmental Agreement between Augusta and the Newly Formed URA. Background: On March 16, 2010 the Commission designated Laney Walker/Bethlehem as an area in need of urban redevelopment. Analysis: This action is in accordance with the steps necessary to effectuate the creation of a Urban Redevelopment Agency (URA) and to put in place an agreement between this entity and Augusta regarding bonding financing for the Laney Walker/Bethlehem Redevelopment Area. Financial Impact: To be determined based on finance and bonding plan. Alternatives: Decline to Approve Motion. Recommendation: Approve Motion. Funds are Available in the Following N/A. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 2  Administrative Services Committee Meeting 3/22/2010 12:45 PM Proposed Pay Study Process Department: Administrator Caption: Motion to discuss proposed pay study process for 2010 / 2011 / 2012. 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 Item # 3 Attachment number 1 Page 1 of 1 Item # 3  Administrative Services Committee Meeting 3/22/2010 12:45 PM Rev. K. B. Martin Department: Clerk of Commission Caption: Presentation by Rev. K. B. Martin as spokesperson for the CHDOs. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Item # 4 Attachment number 1 Page 1 of 1 Item # 4