Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber- 7/12/2010- 12:40 PM ADMINISTRATIVE SERVICES 1. Discuss amending the 2010 Action Plan Due to a change in the 2010 Attachments allocations for the Community Development Block Grant (CDBG), Emergency Shelter Grant (ESG), HOME Investment Partnerships (HOME) and Housing Opportunities for Persons with AIDS (HOPWA) Program. 2. An Ordinance to amend the Augusta, Ga. Code Title One Section 1-2-2 Attachments relating to the time for Commission meetings of the Augusta-Richmond County Board of Commissioners; to repeal all Code Sections and Ordinances and parts of Code Sections and Ordinances in conflict herewith; to provide an effective date and for other purposes. (Referred from July 1 Commission meeting) 3. Approve compliance amendments to retirement plans. Attachments 4. Approve standardized work schedule of 7.5 hours per day. Attachments 5. Discuss delay in the departmental review and approval of submitted Muni Attachments Agenda items. (Requested by Commissioner Corey Johnson) (Referred from July 1 Commission meeting) 6. Motion to authorize the execution of contracts relative to all Neighborhood Attachments Stabilization Program (NSP) Projects. www.augustaga.gov  Administrative Services Committee Meeting 7/12/2010 12:40 PM Amend 2010 Action Plan Department: Housing and Community Development Department Caption: Discuss amending the 2010 Action Plan Due to a change in the 2010 allocations for the Community Development Block Grant (CDBG), Emergency Shelter Grant (ESG), HOME Investment Partnerships (HOME) and Housing Opportunities for Persons with AIDS (HOPWA) Program. Background: On November 5, 2009, the Commission approved the 2010 Action Plan as a part of the 2010-2014 Consolidated Plan. Because Congress had not appropriated the funds for the 2010, we based the anticipated 2010 allocations on the grant amounts received in 2009, which was a total of $$4,139,216 for CDBG, ESG, HOME and HOPWA. On May 4, 2010, HUD notified the City of the actual 2010 CDBG, ESG, HOME and HOPWA allocations which reflects an increase in funds ($4,351,055). Below is a listing of the estimated allocations and the actual allocations the city received: Program Estimated Actual Difference CDBG $2,262,309 $2,448,329 + $186,020 ESG $99,412 $99,387 - $25 HOME $1,378,855 $1,373,547 - $5,308 HOPWA $398,640 $429,792 + $ 31,152 TOTAL $4,139,261 $4,351,055 + $185,995 Due to the increase in allocations, the 2010 Action Plan must be amended to allow use of the extra funds for projects. Staff is proposing the following changes: For CDBG, a new project is being added which is the CDBG Downpayment Assistance Program funded at $77,816, the existing Relocation project is being increased from $111,000 to $200,000 and CDBG administration/Fair Housing is increased from $482,462 to $519,666. For ESG, the ESG administration budget was decreased from $4,970 to $4,945. For HOME, the CHDO set-aside is decreased to $206,032, HOME administration is decreased to $237,355, the Housing Redevelopment Initiative budget is being decreased by $200,000 to fund the Downpayment Assistance Program. (All revisions are reflected on Attachment #1.) According to the City’s Citizen Participation Policy, this increase in allocations constitute a substantial change to the 2010 Action Plan. Therefore, the revisions must be presented to the public for a 30-day comment period. If comments are received, they will be presented to the Commission for consideration. We are requesting authorization to proceed with the publication of a public notice in the newspapers to solicit comments on the changes. The Public Notice will be published in the Augusta Chronicle July 16, and the Metro Courier July 21, 2010. The deadline for comments will be August 16, 2010. Any comments received will be presented to Commission on August 17, 2010. Cover Memo Analysis: The additional funds will allow the department to fund and proceed with more projects. Financial Impact: More funds available for projects Alternatives: None recommended Recommendation: Accept the Housing and Community Department (HCD) recommendations for use of the additional funds and grant HCD authorization to proceed with the publication of a Public Notice soliciting citizen comments on the proposed changes to the 2010 Action Plan. On August 17, 2010, any comments received will be presented to Commission for consideration. Funds are Available in the Following Existing funds from HUD for FY 2010. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo  Attachment number 1 Page 1 of 2 Attachment #1 2010 Community Development Block Grant Program Allocation Estimate Actual Entitlement Grant 2,262,309 2,448,329 Program Income (estimate) 150,000 150,000 TOTAL $2,412,309 $2,598,329 Projects Estimate Actual Acquisition - HCD 400,000 400,000 Augusta Mini Theatre – Security 22,000 22,000 Clearance/Demolition – HCD 100,000 100,000 Art Factory 15,000 15,000 Augusta Mini Theatre 15,000 15,000 Augusta Urban Ministries 10,900 10,900 Augusta Youth C enter 15,000 15,000 Boys & Girls Club 15,000 15,000 Caring Works (Maxwell House) 15,000 15,000 CSRA Business League 15,000 15,000 CSRA EOA – Transitional Housing 15,600 15,600 Coordinated Health Services – Respite 15,000 15,000 Coordinated Health Services – Clinic 15,000 15,000 East Augusta CDC – tutoring 10,500 10,500 Family Y 19,000 19,000 Golden Harvest Food Bank – Brown Bag Program 13,000 13,000 JWC Helping Hands 5,000 5,000 Kids Restart 10,000 10,000 MACH Academy 15,000 15,000 New Bethlehem Community Center 10,000 10,000 Promise Land Community Development Corporation 10,000 10,000 Salvation Army 12,000 12,000 Senior Citizens Council 12,000 12,000 Housing Counseling 125,000 125,000 Relocation – Housing & Community Development 111,000 200,000 Downpayment Assistance Program 0.00 77,816 Housing Rehabilitation Program 600,000 600,000 Utility Connection Hardship Fund 40,847 40,847 Façade Rehabilitation Program (Central City) 55,000 55,000 Façade Rehabilitation Program (Inner City CBD) 55,000 55,000 Small Business Development /Recruitment 100,000 100,000 Administration - $514,666 482,462 519,666 Fair Housing - $5,000 Contingency 40,000 40,000 Total $2,598,329 1  Attachment number 1 Page 2 of 2 Attachment #1 2010 Emergency Shelter Grants Program Allocation Estimate Actual Entitlement Grant $ 99,412 $ 99,387 Projects Estimate Actual Augusta Urban Ministries 11,000 11,000 CSRA Economic Opportunity Authority 14,000 14,000 Georgia Legal Services 10,000 10,000 Hope House 15,000 15,000 St. Stephens Ministry 12,030 12,030 Safe Homes 12,412 12,412 Salvation Army 20,000 20,000 Administration 4,970 4,945 Total $ 99,412 $ 99,387 2010 HOME Investment Partnerships Program Allocation Estimate Actual Entitlement Grant 1,378,855 1,373,547 Program Income 1,000,000 1,000,000 TOTAL $2,378,855 $2,373,547 Projects Estimate Actual Housing Redevelopment Initiative 1,934,140 1,730,160 (DPA) -200,000 Downpayment Assistance Program 0.00 200,000 +200,000 CHDO Set-aside (15% minimum) 206,829 206,032 Administration (10% maximum) 237,886 237,355 Total $2,378,855 $2,373,547 2010 Housing Opportunities for Persons with AIDS (HOPWA) Allocation Estimate Actual Entitlement Grant ) $398,640 $429,792 Projects Estimate Amount Hope Health 100,000 100,000 St. Stephens Ministry 286,681 286,681 Administration (3%) 11,959 12,894 Resource ID (needs assessment) 0.00 30,217 Total $398,640 $429,792 2  Administrative Services Committee Meeting 7/12/2010 12:40 PM An Ordinance to amend Augusta, Ga. Code Section 1-2-2 relating to the time for Commission Meetings Department: Law Department Caption: An Ordinance to amend the Augusta, Ga. Code Title One Section 1-2-2 relating to the time for Commission meetings of the Augusta-Richmond County Board of Commissioners; to repeal all Code Sections and Ordinances and parts of Code Sections and Ordinances in conflict herewith; to provide an effective date and for other purposes. (Referred from July 1 Commission meeting) Background: Section 1-48 of the Augusta, GA. Charter provides that Commissioners shall hold at least one session on the first Tuesday of every month (except the month of April) “and at such other times as often as in their judgment the powers and duties [therein] conferred may require”. Analysis: Commissioners at their annual retreat agreed Commission to set a specified time for a short Commission meeting before Committee Meetings for the discussion of legal matters and approval matters of an urgent nature. Financial Impact: N/A. Alternatives: Decline to adjust the Commission and Committee meeting times. Recommendation: Approve. Funds are Available in the Following N/A. Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo  Attachment number 1 Page 1 of 7 ORDINANCE NO. ___________ AN ORDINANCE TO AMEND THE AUGUSTA, GA CODE TITLE ONE SECTION 1-2-2 RELATING TO THE TIME FOR COMMISSION MEETINGS OF THE AUGUSTA-RICHMOND COUNTY BOARD OF COMMISSIONERS; TO REPEAL ALL CODE SECTIONS AND ORDINANCES AND PARTS OF CODE SECTIONS AND ORDINANCES IN CONFLICT HEREWITH; TO PROVIDE AN EFFECTIVE DATE AND FOR OTHER PURPOSES. WHEREAS, Section 1-48 of the AUGUSTA, GA. CHARTER provides that Commissioners shall hold at least one session on the first Tuesday of every month (except the month of April) “and at such other times as often as in their judgment the powers and duties [therein] conferred may require”; and WHEREAS, Section 1.01.01 of the Rules of Procedure adopted by the Commission on July 3, 1996, provide that “Regular and special meetings of the Augusta-Richmond County Commission-Council … shall be as determined by Ordinance adopted by the Augusta-Richmond County Commission-Council”; and WHEREAS, it is the desire of the Commission to set a specified time for the discussion of legal matters and to provide for an additional Commission meeting for the approval of matters of an urgent nature; THE AUGUSTA-RICHMOND COUNTY COMMISSION hereby ordains as follows: SECTION 1. AUGUSTA, GA. CODE Section 1-2-2 as set forth in the AUGUSTA, GA. CODE, re-adopted July 10, 2007, and as amended by ordinance No. 7171 on April 1, 2010 is hereby amended by striking each of these sections in their entirety as set forth in “Exhibit A” hereto. A new Code Section 1-2-2 is hereby inserted to replace the repealed Code Section as set forth in “Exhibit B” hereto. SECTION 2. This ordinance shall become effective upon approval. SECTION 3. All ordinances, parts of ordinances, policies, and procedures concerning the time or location of Commission, Committee or Legal meetings in conflict herewith are hereby repealed. Adopted this _____ day of________, 2010.  Attachment number 1 Page 2 of 7 Attest: ___________________________ _________________________ David S. Copenhaver Lena J. Bonner, Clerk of Commission As its Mayor  Attachment number 1 Page 3 of 7 CERTIFICATION The undersigned Clerk of Commission, Lena J. Bonner, hereby certifies that the foregoing Ordinance was duly adopted by the Augusta-Richmond County Commission on_________________, 2010 and that such Ordinance 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 Ordinance which was approved and adopted in the foregoing meeting(s). ______________________________ Lena J. Bonner, Clerk of Commission Published in the Augusta Chronicle. Date: ______________________ First Reading ______________________ Second Reading ______________________  Attachment number 1 Page 4 of 7 Exhibit A STRIKE: Sec. 1-2-2. Meeting-Time and place; committees. (a) All regular Commission meetings shall be held on the first and third Tuesday of each month at 5:00 p.m. at the Municipal Building, in the Lee Beard Commission Chambers or such other Commission Chambers as may be created in the future. (b) All regular Committee meetings shall be held on the second and last Monday of every month at 12:30 p.m. at the Municipal Building, in the Lee Beard Commission Chambers or such other Commission Chambers as may be created in the future. (c) Other called meetings of the Commission and Committees and the subject, dates and times of these meetings may be scheduled as needed and notification of such meetings shall be provided to the public in advance as required by law. Note-By Ordinance No. 6883, on May 2, 2006, the Augusta-Richmond County Commission changed its first meeting in April 2007 to the last Wednesday in March of 2007, and the first meeting of every April thereafter to the last week of the preceding March. (d) If there is a necessity to change the time and date of the regular meeting of the Commission or Committees or of any specially called meeting or any Legal meeting, this shall be done by request of the Mayor or a majority of the members of the Commission, provided a majority of the Commissioners can attend the meeting which shall be held on a different date and shall be given the notice required herein. (e) The Commission may hold such additional meetings as shall be deemed necessary when called by the Mayor or a majority of the members of the Commission, provided all members shall have been notified at least twenty- four (24) hours in advance of the special meeting. Provided, further, that a majority of the Commission may convene the same in extraordinary session for emergency business, such as a natural disaster or civil disturbance, whenever in their judgment it may be necessary.  Attachment number 1 Page 5 of 7 Any action taken at any committee meeting (other than to postpone the agenda item to the next, or a future, committee meeting) shall be placed on the agenda of the regular meeting, regular called meeting, or special meeting of the full Commission for approval of the action of the committee.  Attachment number 1 Page 6 of 7 Exhibit B REPLACE WITH: Sec. 1-2-2. Meeting-Time and place; committees. (a) Regular Commission meetings shall be held on the first and third Tuesday of each month at 5:00 p.m. at the Municipal Building, in the Lee Beard Commission Chambers or such other Commission Chambers as may be created in the future. (b) Regular Commission meetings for legal matters and matters requiring urgent approval shall be held on the second and last Monday of every month at 12:00 p.m. (noon) at the Municipal Building, in the Lee Beard Commission Chambers or such other Commission Chambers as may be created in the future. (c) All regular Committee meetings shall be held on the second and last Monday of every month beginning at 1:00 p.m. at the Municipal Building, in the Lee Beard Commission Chambers or such other Commission Chambers as may be created in the future. (d) Other called meetings of the Commission and Committees and the subject, dates and times of these meetings may be scheduled as needed and notification of such meetings shall be provided to the public in advance as required by law. Note-By Ordinance No. 6883, on May 2, 2006, the Augusta-Richmond County Commission changed its first meeting in April 2007 to the last Wednesday in March of 2007, and the first meeting of every April thereafter to the last week of the preceding March. (e) If there is a necessity to change the time and date of the regular meeting of the Commission or Committees or of any specially called meeting or any Legal meeting, this shall be done by request of the Mayor or a majority of the members of the Commission, provided a majority of the Commissioners can attend the meeting which shall be held on a different date and shall be given the notice required herein. (f) The Commission may hold such additional meetings as shall be deemed necessary when called by the Mayor or a majority of the members of the Commission, provided all members shall have been notified at least twenty-  Attachment number 1 Page 7 of 7 four (24) hours in advance of the special meeting. Provided, further, that a majority of the Commission may convene the same in extraordinary session for emergency business, such as a natural disaster or civil disturbance, whenever in their judgment it may be necessary. (g) Any action taken at any committee meeting (other than to postpone the agenda item to the next, or a future, committee meeting) shall be placed on the agenda of the regular meeting, regular called meeting, or special meeting of the full Commission for approval of the action of the committee.  Administrative Services Committee Meeting 7/12/2010 12:40 PM Approve compliance amendments to retirement plans Department: Human Resources Caption: Approve compliance amendments to retirement plans. Background: The Retirement Plan for the Employees of Augusta, Georgia (DB Plan) and the Augusta-Richmond County, Georgia 401(a) Defined Contribution Plan (MPP Plan) are individually-designed plans based on the pre-approved plan documents of the Georgia Municipal Employees Benefit System (GMEBS) and Georgia Municipal Association (GMA). Following the recent restatements of the DB Plan and MPP Plan, all retirement plans intended to be qualified under Internal Revenue Code Section 401(a) were required to make certain amendments to comply with changes in federal laws. GMEBS and GMA prepared amendments to their pre-approved plan documents, which may be adopted to bring the DB Plan and MPP Plan into compliance with this federal law requirement. Analysis: The amendments make certain required changes to the GMEBS and GMA pre-approved plans to comply with the Pension Protection Act of 2006 (2006), the Heroes Earnings Assistance and Relief Tax Act of 2008, the Worker, Retiree, and Employer Recovery Act of 2008, and Final Regulations under Internal Revenue Code Section 415. By adopting the amendments to the GMEBS and GMA pre-approved plans, the DB Plan and MPP Plan provisions will be brought up to date with compliance language requirements to preserve the continued tax-qualified status of the plans. Financial Impact: None Alternatives: Do not approve compliance amendments to retirement plans Recommendation: Approve compliance amendments to retirement plans Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Finance. Law. Administrator. Clerk of Commission Cover Memo Attachment number 1 Page 1 of 6 Attachment number 1 Page 2 of 6 Attachment number 1 Page 3 of 6 Attachment number 1 Page 4 of 6 Attachment number 1 Page 5 of 6 Attachment number 1 Page 6 of 6 Attachment number 2 Page 1 of 14 Attachment number 2 Page 2 of 14 Attachment number 2 Page 3 of 14 Attachment number 2 Page 4 of 14 Attachment number 2 Page 5 of 14 Attachment number 2 Page 6 of 14 Attachment number 2 Page 7 of 14 Attachment number 2 Page 8 of 14 Attachment number 2 Page 9 of 14 Attachment number 2 Page 10 of 14 Attachment number 2 Page 11 of 14 Attachment number 2 Page 12 of 14 Attachment number 2 Page 13 of 14 Attachment number 2 Page 14 of 14  Administrative Services Committee Meeting 7/12/2010 12:40 PM Approve standardized work schedule of 7.5 hours per day Department: Human Resources Caption: Approve standardized work schedule of 7.5 hours per day. Background: Currently Augusta has several employees working different standard work days. Some employees work 7.5 hours per day and others work 8.0 hours per day. This has been an issue since consolidation and has caused employee morale and timekeeping issues. Analysis: Converting all employees to a 7.5 hour work day will achieve the goal of standardization. All new hires and respective job descriptions will conform to the standardized pay system. This change would include all employees currently on a regular 8.0 hour schedule (to include Administrative staff of public Safety Departments and Elected Officials). The standard hours of operations for all departments will be 8:30 a.m. to 5:00 p.m. All employees will have a standard one (1) hour lunch period. Non administrative staff and operational personnel working shifts for Public Safety Departments will be excluded. The effective date of this change will be the first pay period in September. Financial Impact: None Alternatives: Do not approve standardized workweeks and continue with two different workdays and workweeks for employees. Recommendation: Approve standardized work schedule of 7.5 hours per day. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo  Administrative Services Committee Meeting 7/12/2010 12:40 PM Muni Agenda Item Approval Process Department: Clerk of Commission Caption: Discuss delay in the departmental review and approval of submitted Muni Agenda items. (Requested by Commissioner Corey Johnson) (Referred from July 1 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Clerk of Commission Cover Memo Attachment number 1 Page 1 of 1  Administrative Services Committee Meeting 7/12/2010 12:40 PM NSP Program – Review and Execution of Contracts Department: HOUSING & COMMUNITY DEVELOPMENT Caption: Motion to authorize the execution of contracts relative to all Neighborhood Stabilization Program (NSP) Projects. Background: The Neighborhood Stabilization Program (NSP) staff (a part of the Housing and Community Development Department) is working with local Developers to comply with the Department of Housing and Urban Development's (HUD's) regulations to be sure that the City of Augusta's federal allocation ($2,473,064.00) of NSP funding is obligated and that all contracts pertaining to each project are properly reviewed and executed by the necessary City Officials. Please find below a brief history of the NSP’s Eligible Activities (as approved by HUD) and the Projects that pertain to each activity. 1. Administration ($247,306.40) History: AHCDD is utilizing the administrative allocation to provide the following: ·Salaries ·Travel ·Equipment ·Supplies ·Other Miscellaneous 2. Redevelopment ($1,154,592.60) History: AHCDD is working with nonprofits/public agencies/for profits to leverage these NSP funds with public/private financing for homeownership and rental housing. Eligible activities include: construction, rehabilitation and project related soft costs. Status of Activities: a) Sand Ridge ($600,000.00) = construction of eight (8) single family housing units to be constructed in conjunction with a procured developer. b) Sand Hills ($280,000.00) = acquisition of four duplexes (eight total units) at risk of foreclosure c) Scattered Site ($274,592.60) = Acquisition and Rehabilitation of foreclosed and/or abandoned single family houses for resale NSP Review and Execution of Contracts - June 21, 2010 Page 2 3. Land Bank ($100,000.00) History: AHCDD will utilize our Augusta-Georgia Land Bank Authority (AGLBA) to acquire abandoned or foreclosed upon properties that have been identified as potential redevelopment properties before a developer has been chosen. Status of Activity: a) No property has been purchased to date and placed in the Augusta Georgia Land Bank Authority. 4. Financing Mechanisms ($100,000.00) History: AHCDD will reward eligible potential homeowners (household income does not exceed 120% of AMI) whom have worked to obtain the financial commitment from a local financial institution, but still have a financial gap to make homeownership a reality a maximum of $20,000 for homebuyer’s subsidy, down payment and closing costs as needed. Status of Activity: a) 3549 Gardenbrook Drive ($2,500.00) = provided to an eligible homeowner for down payment associated with the closing of this property, b) No additional Homebuyer Subsidy/Down Payment/Closing Costs funding has been used to date. 5. RentalCover Housing Memo ($871,165.00) History: AHCDD will meet its 25% set aside obligation by providing affordable rental housing to very low income persons (50% and below the AMI) as this is a NSP mandate at 25% of the funding allocation  go to assist persons at or below 50% of the Area Median Income level. Status of Activity: a) Florence Street Project ($871,165.00) = construction of three duplexes (six total units) to be used as rental units for persons at or below the 50% Area Median Income. Analysis: The Augusta Housing and Community Development Department via its Neighborhood Stabilization Program has attempted to diversify its federal allocation by entering into projects that will render immediate and future homeownership opportunities, multi-family developmental opportunities via duplexes and future single family housing as well as by making available eligible citizens of Augusta Richmond County financing mechanism products to include homebuyer subsidy, down payment and closing costs assistance. Financial Impact: Upon completion of all the Neighborhood Stabilization Program (NSP) Projects, there will have been approximately an immediate $3 million dollar developmental impact within Augusta Richmond County encompassed with additional taxable housing units (single family and multi-family), building permit and water/sewer tap fees obtained as well. Alternatives: None Recommended Recommendation: Provide the Mayor of Augusta (Deke Copenhaver) and Clerk of Commission authorization to properly execute the signing of contracts relative to all Neighborhood Stabilization Program (NSP) Projects. Funds are Available in the Following none required Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo