Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 11/26/2012- 1:05 PM Meeting ADMINISTRATIVE SERVICES 1. Discuss item/items not being approved or receiving an affirmative Attachments vote remaining in committee. (Requested by Commissioner Guilfoyle) 2. Motion to approve the minutes of the Administrative Services Attachments Committee held on October 29, 2012. 3. Consider proposed procedure for authorization of Attachments Agreements/Contracts for the Housing and Community Development Department for Program Years 2013, 2014, 2015, and 2016. 4. Consider proposed procedure for authorization of Attachments Agreements/Contracts for the LaneyWalker/Bethlehem Redevelopment by the City Administrator and Mayor. 5. Consider proposed procedure for authorization of Attachments Agreements/Contracts, for the Hyde Park Drainage Improvement Project by the City Administrator and Mayor. 6. Update from the Deputy Administrator on Human Resources. Attachments (Requested by the Deputy Administrator) 7. Approve the renewal of existing Master Services Agreement with Attachments ADP to provide Health and Welfare services and Time and Labor Management services for Augusta, GA employees. (Referred from November 20 Commission meeting) 8. Discuss Augusta Youth Center Lease Agreement. (Requested by Attachments Commissioner Matt Aitken) (Referred from October 29 Administrative Services Committee) (Referred from November 20 Commission meeting) www.augustaga.gov  Administrative Services Committee Meeting 11/26/2012 1:05 PM Agenda Items Remaining in Committee Department: Clerk of Commission Caption: Discuss item/items not being approved or receiving an affirmative vote remaining in committee. (Requested by Commissioner Guilfoyle) 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 11/26/2012 1:05 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on October 29, 2012. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: 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  Administrative Services Committee Meeting 11/26/2012 1:05 PM Proposed Procedure for Authorization of Agreements/Contracts for the Housing and Community Development Department for Program Years 2013, 2014, 2015, and 2016 Department: Housing and Community Development Department (AHCDD) Caption: Consider proposed procedure for authorization of Agreements/Contracts for the Housing and Community Development Department for Program Years 2013, 2014, 2015, and 2016. Background: Each year the City receives Community Development Block Grant (CDBG), Emergency Solutions Grant (ESG), HOME Investment Partnership (HOME), and Housing Opportunities for Persons with AIDS (HOPWA), Neighborhood Stabilization Program (NSP 1 and 3), and Homeless Prevention and Rapid Re- Housing Program (HPRP) funds from the U. S. Department of Housing and Urban Development. These funds are used to fund agencies and projects to assist low to moderate income persons and revitalize low-income neighborhoods. The Housing and Community Development Department (HCDD) annually solicits proposals from agencies and develops CDBG, ESG, HOME and HOPWA budgets which are incorporated into the City’s Annual Action Plan that is presented to the Augusta Commission for approval. To carry out the projects presented in the Action Plan, HUD requires the City to have agreements with each agency that is to be funded. If a project involves construction, a construction contract and/or professional service contracts may also be required. HUD regulations require grantees to meet a federally mandated spend-down threshold (Timeliness Standard). It is calculated by HUD each year at the end of October. In the past, Augusta has been challenged with complying with this regulation and has faced funding reductions for its failure to comply. Unfortunately, Congress failure to approve a federal budget in a timely manner for its entitlement communities to receive grant agreements early in the year is not an acceptable reason for failing to meet this expenditure requirement. As you will note by Attachment 1 (Funding Approval/Agreement), Augusta did not receive its approved agreement until mid-April of this year (2012). Funds were not available until mid-May. On October 5, 2012 we received an email from the Atlanta Director Coverof Memo HUD’s Office of Community Planning and Development Item # 3  (Attachment 2), stating concerns that our rate of expending funds would cause us to not meet the spend-down mandate. I am happy to state that we “met” the spend-down mandate. This was due to the contract/agreement approval process that was approved by the Commission on July 10, 2007, see Attachment 3. To facilitate the execution of agreements/contracts, we are proposing the following Agreement/Contract Execution Procedure for the Housing and Community Department for Program Years 2013, 2014, 2015, and 2016: Once the Consolidated Plan/Action Plan is approved by Commission: Mayor will be given authorization to execute all necessary Grant Agreements relative to the approved Consolidated Plan/Annual Plan as required by HUD;The Mayor, City Administrator and Director of HCDD will be given authorization to execute all the necessary agency grant agreements and contracts required to implement the Consolidated Plan/Annual Action Plan as approved by the Commission. All documents other than Forms HUD-7082 and HUD-40093 which require only the Mayor’s signature, must require signatures of all (3) parties. All City of Augusta Procurement Policies will be complied with and acknowledgement given by the appropriate staff of the Procurement Department. Analysis: The current process has worked well. However, it is the recommendation of Legal Counsel that the process should be approved with the time frame specified as referenced (Program Years 2013, 2014, 2015, and 2016). Financial Impact: Approval of the proposed procedure will facilitate the expenditure of funds in a timely manner so as to comply with HUD’s Timeliness Standard. Alternatives: None recommended. Recommendation: Approve Procedure for Authorization of Agreements/Contracts for the Housing and Community Development Department. Funds are Available in the Following Funds are available in the respective HUD Program Accounts. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Cover Memo Clerk of Commission Item # 3 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 Attachment number 1 \nPage 5 Item # 3 Attachment number 1 \nPage 6 Item # 3  Administrative Services Committee Meeting 11/26/2012 1:05 PM Proposed Procedure for Authorization of Agreements/Contracts for the Laney Walker/Bethlehem Redevelopment by the City Administrator and Mayor Department: Housing and Community Development Department (AHCDD) Caption: Consider proposed procedure for authorization of Agreements/Contracts for the LaneyWalker/Bethlehem Redevelopment by the City Administrator and Mayor. Background: In 2008, the Augusta Commission passed legislation supporting community development in Laney Walker/Bethlehem. Included in this legislation was the formation of an Urban Redevelopment Authority which ultimately issued bonds to provided financing for the rehabilitation and redevelopment activities in the Laney Walker/Bethlehem area. Augusta has provided oversight and implemented the urban redevelopment plan, generally referred to as the Laney Walker/Bethlehem Redevelopment Project. Since that time, the Augusta Housing & Community Development Department has developed a master plan and development guidelines for the area, set up a financial incentives program for developers and home buyers, selected a team of development partners to focus on early-phase catalytic construction, and created a marketing strategy to promote the overall effort. While still in the early stages of a long term revitalization program, Laney Walker/Bethlehem has already caught the eye of Harvard University’s School of Design, which, in its Student Journal on Real Estate, recently touted Augusta’s project as potentially a “game-changing” national model for public-private partnerships. This ambitious redevelopment project was the recent recipient of Georgia Planning Association’s 2011 Outstanding Implementation award and has been a showcase at national conferences ranging from New Partners for Smart Growth to the American Planning Association to the American Architectural Foundation. The Housing and Community Development Department, in conjunction with the City’s Purchasing Dept., issued a Request for Qualifications (RFQ) for developers, builders, architects, engineers, realtors, and marketing firms (contractor) to support the Laney Walker/Bethlehem Redevelopment Project. Through the RFQ process over 30 firms responded and eighteen (18) firms were selected, on the basisCover of Memo qualifications and experience, as procured contractors. A process Item # 4 has been established that allocates work to the procured firms on the basis of issuing Task Orders to one, or more, of the firms based on a combination of their project specific qualifications and cost to provide the requested services. Each Task Order provides a description of the requested services and requires the service provider to respond with a detailed scope of work, time line to provide the requested service, and cost to provide services. In addition to the use of Task Orders to facilitate services required for the Laney Walker/Bethlehem Redevelopment Project, there are some services providers that have been procured through the City’s Purchasing Dept. that may require contract extensions and renewals based on their performance and changing project requirements. The day to day management of the Laney Walker/Bethlehem Redevelopment Project requires that the Housing and Community Development Dept. (HCDD) have the ability to make deliberate, but timely, decisions to keep this project moving. See Attachment “A” for an example of a recent sales contract for the purchase 1012 Spruce/1246 11th Street. The execution of this contract occurred as a result of extensive negotiation between the homebuyer, seller, and lender. The sales contract expiration date is set to accommodate the preparation of construction drawings, the timely execution of the construction contract, and the construction of the new home. If the approval of the construction contract required City Commission approval it would be extremely difficult to meet the time line established by the purchase agreement. In addition a City Commision approval requirement would require public disclosure of the purchaser’s name which could significantly chill sales. Failure to make decisions on the selection of approved builders, architects, engineer, etc. affects our ability to initiate the construction start of new projects, impact the cost of construction interest on each project during the construction period, and directly impacts our ability to place new homes under contract and close on the sale of homes in a timely manner. See Attachment “B” for an overview of range of the types of contracts used, general descriptions of the current process and procedures, and the adverse impact that would be created if the contact/agreement process was expanded. To facilitate the execution of agreements/contracts/task orders with builders, developers, architects, etc. that have been approved through the City’s Purchasing Department, and with acknowledgement by the appropriate staff of the Procurement Dept., we are proposing the following Agreement/Contract/Task Order Execution Procedures be used by the Housing and Community Development Dept. for the calendar years 2013, 2014, 2015, 2016: · * The Mayor, City Administrator, and the Director of HCDD will be given the authorization to execute all the necessary contracts, agreements, and task orders required to effectively and efficiently manage the Laney Walker/Bethlehem Redevelopment Project is within the limits of the budget approved by the URA. All documents will Cover Memo require the signature of all three parties; · * The HCDD will Item # 4  provide an annual Financial Report of the Laney Walker/Bethlehem Redevelopment Project inclusive of Policy and Procedures, Tax Base Increase Analysis, Laney Walker/Bethlehem Bond Funding Budget and Budget Breakdown, and a Summary of Housing Construction Expenditures to the Commission and the Urban Redevelopment Authority. A similar report was provided the Commission in July 2012. The annual report will be due no later than 60 days after December 31st of each year commencing in December of 2013. Any interim reports that may be requested and supplied to the URA will also be provided to the Commission. Analysis: The proposed procedure is similar to the current process utilized by HCDD in implementing HUD grants and works well. The process will enable the HCDD to serve both long time Laney Walker/Bethlehem residents and new families moving into the neighborhoods in an effective and timely manner. As evidenced by the July 2012 Financial Report the process is transparent and fully accountable. Financial Impact: Approval of the proposed procedures will facilitate the redevelopment of the Laney Walker/Bethlehem neighborhoods in a timely manner that is responsive to market demands and fully accountable to the City Commission and the Urban Redevelopment Authority. Alternatives: None Recommended Recommendation: Approve Procedure for Authorization of Agreements/Contracts/Task Orders for the Laney Walker Redevelopment Program administered by the Housing and Community Development Dept. Funds are Available Funds are available in the Laney Walker/Bethlehem Project in the Following Account. Accounts: REVIEWED AND APPROVED BY: Finance. Law. 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 11/26/2012 1:05 PM Proposed Procedure for Authorization of Agreements/Contracts, for the Hyde Park Drainage Improvement Project by the City Administrator and Mayor Department: Housing and Community Development Department (AHCDD) Caption: Consider proposed procedure for authorization of Agreements/Contracts, for the Hyde Park Drainage Improvement Project by the City Administrator and Mayor. Background: On October 18, 2011, the Commission approved the transfer of SPLOST III and IV funds to the Hyde Park/Wilkerson Gardens Drainage Improvements Project to fully-fund the design and initial phases of property appraisals, land acquisition, and resident relocations. The Housing and Community Development Department, in conjunction with the City’s Engineering Department, has been charged with Delivering original appraisals (and review appraisals) to access the current values of all current properties apart of this project, Using certified property appraisals/review appraisals (of each existing Hyde Park property) to offer the current property owners a fair and equitable amount for each property in an effort to reach an agreement on a sales price. Once an agreement has been met, Housing and Community Development will move to, Relocate each displaced homeowner/tenant to a replacement property using the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as a basis. The appraisal process/services will be managed by the staff of the Housing and Community Development Department as well. Additionally, the acquisition process/services will be managed by the staff of the Engineering Department. For these services, the engineering Department will work with current staff to coordinate and administer acquisition and related activities, within the guidelines of local, state, federal laws and Augusta-Richmond County’s policies and procedures. Furthermore, the relocation process/services will be managed by staff of the Housing and Community Development Department. The relocation office will be located at 2024 Golden Rode Street which is in the Hyde Park Neighborhood. In order to fulfill the task required in the relocation process, three (3) temporary employees (were hired per commission approval) to assist families in their relocation to other housing. The day to Cover Memo day management of the Hyde Park Drainage Improvement Project Item # 5  requires that the Housing and Community Development Dept. (HCDD) have the ability to make deliberate, but timely, decisions to keep this project moving. See Attachment “A” for an explanation of responsibilities associated with each service. Also, see Attachment “B” for an example of a recent sales contract (from another project) that required an extensive negotiation period between the homebuyer, and seller. The execution of this contract would have been further delayed, or possibly lost, if additional approvals were required. Failure to make decisions on the selection of approved homes for homeowners and rental units for tenants affects our ability to initiate the construction start of new projects, impacts our ability to place new homes under contract and close on the sale of homes in a timely manner and increases the risk of a desired rental unit being awarded to another interested tenant. To facilitate the execution of agreements/contracts, we are proposing the following Agreement/Contract Execution Procedures for the Housing and Community Development Dept. for the calendar years 2013, 2014, 2013, 2016: Once a purchase price (using certified property appraisals/review appraisals (of each existing Hyde Park property)) to offer the current property owner a fair and equitable amount has been offered/accepted by the homeowner and each existing homeowner/tenant relocated to a replacement property using the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 as a basis: · The Mayor, City Administrator, and the Director of HCDD will be given the authorization to execute all the necessary contracts, and agreements required to effectively and efficiently manage the Hyde Park Drainage Improvement Project. All documents will require the signature of all three parties; · The HCDD will provide an annual Financial Report of the Hyde Park Drainage Improvement Project inclusive of Policy and Procedures, Hyde Park Drainage Improvement Project Budget and Budget Breakdown, and a Summary of Service (appraisal, acquisition and relocation) Expenditures to the Commission. The annual report will be due no later than 60 days after December 31st of each year commencing in December of 2013. Analysis: The Hyde Park Drainage Improvement Project currently doesn’t have an agreement/contract approval process in place due to this being a new undertaken. However, the process described within this Agenda Item, has been battle tested and is working well as part of similar projects (i.e. Laney Walker Bethlehem Revitalization Project) associated with Housing and Community Development. Financial Impact: Approval of the proposed procedure will facilitate the expenditure of funds in a timely and orderly manner. Cover Memo Item # 5 Alternatives: None Recommended. Recommendation: Approve Procedure for Authorization of Agreements/Contracts for the Hyde Park Drainage Improvement Project administered by the Housing and Community Development Department and Engineering Departments alike. Funds are Available in the Following Funds are available in the Hyde Park Drainage Project Account. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5 Attachment number 1 \nPage 1 Item # 5 Attachment number 1 \nPage 2 Item # 5 Attachment number 1 \nPage 3 Item # 5 Attachment number 2 \nPage 1 Item # 5 Attachment number 2 \nPage 2 Item # 5 Attachment number 2 \nPage 3 Item # 5 Attachment number 2 \nPage 4 Item # 5 Attachment number 2 \nPage 5 Item # 5 Attachment number 2 \nPage 6 Item # 5  Administrative Services Committee Meeting 11/26/2012 1:05 PM Human Resources Department: Clerk of Commission Caption: Update from the Deputy Administrator on Human Resources. (Requested by the Deputy Administrator) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 6  Administrative Services Committee Meeting 11/26/2012 1:05 PM ADP Renewal of Master Services Agreement Department: Human Resources Caption: Approve the renewal of existing Master Services Agreement with ADP to provide Health and Welfare services and Time and Labor Management services for Augusta, GA employees. (Referred from November 20 Commission meeting) Background: ADP currently provides Health and Welfare services (automated benefits services) and Time and Labor Management services (automated time tracking) for Augusta, GA employees. On October 2, 2012 Augusta received notice of renewal of the contract to provide these services. Analysis: There are no new services associated with this renewal - this is simply a continuation of the existing services that are provided by ADP. There is a 2.3% increase added to Health and Welfare services for 2013. There is no increase for Time and Labor Management services planned at this time. The total projected cost for 2013 will be $519,300. Financial Impact: Alternatives: Do Not Approve ADP Renewal of Master Services Agreement Recommendation: Approve ADP Renewal of Master Services Agreement Funds are Available in the Following This will be funded from 101015510 and 616015221 for 2013. Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7 Attachment number 1 \nPage 1 Item # 7 Attachment number 1 \nPage 2 Item # 7  Administrative Services Committee Meeting 11/26/2012 1:05 PM Augusta Youth Center Department: Caption: Discuss Augusta Youth Center Lease Agreement. (Requested by Commissioner Matt Aitken) (Referred from October 29 Administrative Services Committee) (Referred from November 20 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 8