Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 5/7/2012- 1:05 PM Meeting ADMINISTRATIVE SERVICES 1. Discuss the denial of the final negotiated contract with Attachments Automatic Data Processing (ADP) and tasking the Administrator to bring back at the first Commission meeting in June a path forward regarding the internal operations of the Human Resources Department. (Referred from May 1 Commission meeting) 2. Motion to approve annual bid item for chemicals for the Utilities Attachments Department. 3. Motion to approve updating Augusta-Richmond County’s Attachments Information in the Federal Home Loan Bank’s (FHLB) database which would allow our continued participation in FHLBatl’s Community Investments Services (CIS) Affordable Housing Program. 4. Motion to accept as information the elected official and Attachments independent boards and authorities who have made elections regarding the PPPM. 5. Motion to approve the resolution supporting Augusta Housing Attachments Authority and Walton Communities, LLC’s application for low income housing tax credits for Walton Oaks Phase 2 (Family). 6. Motion to approve the minutes of the Administrative Services Attachments Committee held on April 23, 2012. www.augustaga.gov  Administrative Services Committee Meeting 5/7/2012 1:05 PM ADP Proposal Department: Caption: Discuss the denial of the final negotiated contract with Automatic Data Processing (ADP) and tasking the Administrator to bring back at the first Commission meeting in June a path forward regarding the internal operations of the Human Resources Department. (Referred from May 1 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1  Administrative Services Committee Meeting 5/7/2012 1:05 PM Annual Bid Recommendation of Award - Utilities Department: Utilities Department - 12-065A Chemicals Caption: Motion to approve annual bid item for chemicals for the Utilities Department. Background: The following annual bid item requires Commission Approval: 12- 065A Chemicals - Dept: Utilities. The items required Commission approval due to the fact that the purchases on the individual bid items will exceed $25,000.00 per order. Analysis: The item was bid through the seal bid process as directed in the Augusta Procurement Code. The user departments reviewed the submittals and presented a recommendation of award to the Procurement Department. Financial Impact: Alternatives: Not to award and require the Department to follow the purchasing guidelines as listed in the Augusta Procurement Code for each individual purchase. Recommendation: Approve the recommendations as submitted by each user department Funds are Available in the Following 506043520 - 5311310 506043530 - 5311310 506043540 - 5311310 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 2 Attachment number 1 \nPage 1 Item # 2 Attachment number 1 \nPage 2 Item # 2 Attachment number 1 \nPage 3 Item # 2 Attachment number 1 \nPage 4 Item # 2 Attachment number 1 \nPage 5 Item # 2 Attachment number 1 \nPage 6 Item # 2 Attachment number 1 \nPage 7 Item # 2 Attachment number 1 \nPage 8 Item # 2 Attachment number 1 \nPage 9 Item # 2  Administrative Services Committee Meeting 5/7/2012 1:05 PM Federal Home Loan Bank Resolution Department: Housing and Community Development Department Caption: Motion to approve updating Augusta-Richmond County’s Information in the Federal Home Loan Bank’s (FHLB) database which would allow our continued participation in FHLBatl’s Community Investments Services (CIS) Affordable Housing Program. Background: The City is currently listed as a sponsor/developer with Federal Home Loan Bank-Atlanta Division but the contact information is outdated and cannot be retrieved. The City will need to fill out the attached FHLBAccess Resolution and send to Federal Home Loan Bank along with pertinent attachments. This will allow the Housing & Community Development Department to conduct business over the Internet with FHLBatl for the Affordable Housing Program. The attached document is a Resolution/Contract with FHLB and Augusta-Richmond County (thru Housing and Community Development) which will allow us to receive an updated username and password. This is the first step to applying for funding through the FHLB. Analysis: FHLB’s resolution is the paperwork portion of applying for funding through the Federal Home Loan Bank. It would allow staff to access the competitive application that is open once or twice a year. It is also the portal which is used to follow applicant (potential homeowners) files, upload and download applicable paperwork, and receive communications regarding a file. Financial Impact: There is no financial impact from applying for a username and password. Alternatives: Not completing the application and thereby not being able to apply for funding. Recommendation: We recommend that the city updates its information so the Housing and Community Development Department can apply for additional funding to leverage its current funding sources. Cover Memo Item # 3 Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 \nPage 1 Item # 3 Attachment number 1 \nPage 2 Item # 3 Attachment number 1 \nPage 3 Item # 3 Attachment number 1 \nPage 4 Item # 3  Administrative Services Committee Meeting 5/7/2012 1:05 PM Motion to accept as information the elected officials and independent boards and authorities who have made elections regarding the PPPM Department: Law Caption: Motion to accept as information the elected official and independent boards and authorities who have made elections regarding the PPPM. Background: Analysis: Financial Impact: Alternatives: Recommendation: Approve Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrator Clerk of Commission Cover Memo Item # 4 Attachment number 1 \nPage 1 Item # 4 Attachment number 1 \nPage 2 Item # 4 Attachment number 1 \nPage 3 Item # 4 Attachment number 1 \nPage 4 Item # 4 Attachment number 1 \nPage 5 Item # 4 Attachment number 1 \nPage 6 Item # 4 Attachment number 1 \nPage 7 Item # 4 Attachment number 1 \nPage 8 Item # 4 Attachment number 1 \nPage 9 Item # 4 Attachment number 1 \nPage 10 Item # 4 Attachment number 1 \nPage 11 Item # 4  Administrative Services Committee Meeting 5/7/2012 1:05 PM Walton Oaks Family Phase 2 Department: Housing and Community Development Caption: Motion to approve the resolution supporting Augusta Housing Authority and Walton Communities, LLC’s application for low income housing tax credits for Walton Oaks Phase 2 (Family). Background: Walton Communities, LLC has partnered with the Augusta Housing Authority to continue the development of Walton Oaks located at 401 Fairhope Street in East Augusta. Currently, a Senior Phase and a Family Phase of Walton Oaks has been a tremendous success. The two organizations are preparing to apply for funding for 2nd Family Phase of the project. This Phase will include family style housing for low income families. Analysis: The success of Walton Oaks Phase 1 can be seen throughout East Augusta. The Housing Authority currently holds a waiting list for new residents. The change to the community has increased the safety of the area, as well as, allowed new tenants to reside in a once blighted area. Walton Oaks and the Augusta Housing Authority wish to continue to uplift East Augusta by providing living quarters for families that will complement the senior living area. Financial Impact: There is no financial commitment on the part of Augusta- Richmond County. However, it will assist Walton Communities, LLC and the Augusta Housing Authority if The City chooses to back their proposed project. This will boost their application in hopes of receiving funding from other sources. Alternatives: Not backing the project which will result in the possible denial of the applicant’s applications. Recommendation: Given the success of Walton Oaks Phase 1, we recommend that the city back this project and approve the attached resolution. Funds are Available Cover Memo Item # 5 in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5  Attachment number 1 \nPage 1 Walton Oaks Family Phase 2 A RESOLUTION SUPPORTING AUGUSTA HOUSING AUTHORITY AND WALTON COMMUNITIES, LLC’S APPLICATION FOR LOW INCOME HOUSING TAX CREDITS FOR WALTON OAKS PHASE 2 (FAMILY), LOCATED AT 401 FAIRHOPE STREET, AUGUSTA, GA. WHEREAS, the Georgia State Department of Community Affairs serves a vital role in its efforts in assisting with the development of housing in the State of Georgia by:  Improving the living environment for residents of Georgia;  Revitalizing areas and contributing to the improvement of neighborhoods; and  Building sustainable communities; and WHEREAS, the Department of Community Affairs has established certain regulations whereby low-income housing tax credit applications, to be competitive, should receive a Resolution of Support by the governing authority or the pertinent municipality or county; and WHEREAS, the Augusta Housing Authority and Walton Communities, LLC are preparing to develop phase 2 of Walton Oaks Family consisting of affordable apartment communities at 401 Fairhope Street in East Augusta; and WHEREAS, the project will consist of multiple phases; including one phase of +/- 106 units; and WHEREAS, the project is part of Augusta-Richmond County’s holistic “place based” strategic initiative for rebuilding this portion of East-Augusta, including the former Underwood Homes site and Marion Homes neighborhood, being a severely stressed neighborhood; and WHEREAS, the project will be required to include areas within the project set aside as greenspace; and WHEREAS, the project is designated as a high priority redevelopment; and WHEREAS, the Board and Commissioners understands and supports this projects efforts in the development of phase 2 of Walton Oaks Family. NOW, THEREFORE BE IT RESOLVED: That the Board and Commissioners of Augusta Richmond County, Georgia, that this Resolution of Support is hereby adopted on behalf of Augusta Housing Authority and Walton Communities, LLC for property located at 401 Fairhope Street in Augusta Richmond County, effective the date set forth below. Item # 5  Administrative Services Committee Meeting 5/7/2012 1:05 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on April 23, 2012. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6 Attachment number 1 \nPage 1 Item # 6 Attachment number 1 \nPage 2 Item # 6