Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 3/11/2013- 1:05 PM Meeting ADMINISTRATIVE SERVICES 1. Discuss as information amending the 2009 - 2012 Action Plans Attachments to reprogram $503,354.00 in Community Development Block Grant (CDBG) funds. 2. Motion to provide clarity regarding the amount of authority a Attachments single Commissioner has with respect to directing/tasking department directors and direct reports. (Requested by Commissioner Johnson) 3. Discuss procedure for completing performance evaluations for Attachments direct reports of the Commission. 4. Discussion of the James Brown Arena Board. (Requested by Attachments Commissioner D. Smith) 5. Approve a Memorandum of Agreement (MOA) with the Attachments Augusta Housing Authority and the State Historic Preservation Office (SHPO) and authorize the mayor to execute the same and any other forms related to the environmental review of the Cherry Tree Crossing Redevelopment Project. 6. Motion to approve the minutes of the Administrative Services Attachments Committee held on February 25, 2013. 7. Discuss any contracts that are up for renewal this year to be put Attachments out for RFP and to discuss using a contract specialist/procurement specialist. (Requested by Commissioner Guilfoyle) (Referred from February 25 Administrative Services Committee) www.augustaga.gov  Administrative Services Committee Meeting 3/11/2013 1:05 PM CDBG Reprogram Funds - $ 503,354.00 Department: Housing & Community Development Caption: Discuss as information amending the 2009 - 2012 Action Plans to reprogram $503,354.00 in Community Development Block Grant (CDBG) funds. Background: Because certain funds are in certain projects have been forfeited and unused funds, it has become necessary to reprogram these funds to facilitate their expenditure. We are proposing that funds be reprogrammed FROM the following projects: 1. Façade (CBD) - FY2009 CDBG $106,000.00 Justification: These funds have been unused and will not be expended timely. 2. Façade (CCRD) - FY2010 CDBG $35,000.00 Justification: These funds have been unused and will not be expended timely. 3. Relocation - FY2011 CDBG $142,354.00 Justification: Activity has decreased and funds were not being expended. 4. Henry Brigham Improvements–FY2010 CDBG $50,245.84 Justification: The Henry Brigham Improvement project was completed in 2011. These were the unused remaining funds. 5. Acquisition – FY2011 $18,199.66 Justification: Activity has decreased and funds are not being expended. 6. Laney Walker Initiative -FY2012 $151,554.50 Justification: The Agency forfeited the 2012 funds. (See attached email) Staff is proposing the funds be reprogrammed To the following projects: For CDBG: 1. Housing Rehabilitation Program (CDBG) - $106,000.00, $35,000.00 and $142,354.00 (Total – $283,354.00) - Funds are being transferred to support the Housing Rehabilitation program that will be able to expend the funds by end of October 2013 to meet HUD expenditure requirements. 2. Holley Commons Project - $50,245.84, $18,199.66 and $151,554.50 (Total-$220,000.00) Funds are needed to complete infrastructure work in the Holley Commons located on Holley Street. According to the City’s Citizen Participation Policy, this increase in allocations constitute a substantial change to the Action Plans. 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 a public notice in the newspaper to solicit comments on the Cover Memo changes. The Public Notice will be published in the Augusta Item # 1  Chronicle on March 13, 2013 and the Metro Courier on March 14, 2013. The deadline for comments will be April 10, 2013. Any comments received will be presented to Commission on April 16, 2013. Analysis: The additional funds will allow the department to fund and proceed with more projects. Financial Impact: More funds available for projects. Alternatives: 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 2009 through 2012 Action Plans. On April 16, 2013, any comments received will be presented to Commission for consideration. Funds are Available in the Following No Funds required. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 1  Attachment number 1 \nPage 1 CDBG REPROGRAM FUNDS - $ 503,354.00 Façade –Relocation and Public Facility - FUNDS - $283,354.00 Amount Amount YEAR FROM (-) YEAR TO (+) 2009 Façade (CBD) $106,000.00 2012 Housing Rehabilitation $106,000.00 Program 2010 Façade (CCRD) $35,000.00 2012 Housing Rehabilitation $35,000.00 Program 2011 Relocation $142,354.00 2012 Housing Rehabilitation $142,354.00 Program TOTAL -$283,354.00 TOTAL +$283,354.00 CDBG REPROGRAM FUNDS- $220,000.00 Improvement and Acquisition - FUNDS Amount Amount YEAR FROM (-) YEAR TO (+) 2010 Henry Brigham -$50,245.84 2012 Holley Commons $50,245.84 Improvements Project 2011 Acquisition -$18,199.66 2012 Holley Commons $18,199.66 Project 2012 Laney Walker -$151,554.50 2012 Holley Commons $151,554.50 Initiative – DDA Project TOTAL -$220,000.00 TOTAL +$220,000.00 CDBG Reprogrammed Funds March 11, 2013 Item # 1 Attachment number 2 \nPage 1 Item # 1 Attachment number 2 \nPage 2 Item # 1  Administrative Services Committee Meeting 3/11/2013 1:05 PM Directing/Tasking Department Directors and Direct Reports Department: Clerk of Commission Caption: Motion to provide clarity regarding the amount of authority a single Commissioner has with respect to directing/tasking department directors and direct reports. (Requested by Commissioner Johnson) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2  Administrative Services Committee Meeting 3/11/2013 1:05 PM Discuss procedure for performance evaluations of Commission direct reports Department: Law Caption: Discuss procedure for completing performance evaluations for direct reports of the Commission. Background: The Law Department was tasked with recommending a procedure the Commission can use to evaluate the performance of those employees that report directly to the Board of Commissioners. Attached is a draft performance evaluation for direct reports. Analysis: The Commission is interested in a tool that can be used to measure the performance of its direct reports. The attached performance evaluation form can be modified to work in an electronic format. Issues to be considered include: Should the evaluations be electronic or paper based? Should the 360 degree review approach be used? Should the evaluator submissions be anonymous? Financial Impact: The IT department is being contacted to determine any cost impact should the Commission choose an electronic evaluation format. Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Cover Memo Administrator. Item # 3 Clerk of Commission Cover Memo Item # 3  Attachment number 1 \nPage 1 Performance Evaluation of Commission Direct Reports Commission Direct Report Evaluated: ____________________________________________________________________________ Job Title: ____________________________________________ Performance Review for the Calendar Year: __________________ Evaluator: ________________________________________________________________________ Supervisor Subordinate Process: 1. All evaluations must be completed by March 31 of the year following the Performance Review Year. 2. Be specific and provide examples, where appropriate, regarding areas of concern or areas of outstanding performance. 3. The results will be complied and an average ranking calculated. 4. The Direct Report will be provided a performance evaluation with the average rankings and all comments. 5. The Direct Report will evaluation, provide any feedback, sign the evaluation, and return to Human Resources to be distributed to the Commissioners and placed in the Direct Report’s personnel file. Rating Scale 5-Outstanding 4-Exceeds Expectations 3-Meets Expectations 2-Needs Improvement 1-Below Expectations Expectations/Standards/Competencies Work Product – Produces reports, correspondence, and other work product which meets the intended objectives, demonstrates professional competency, quality, and thoroughness. Comments: Teamwork and Cooperation – Works cooperatively with others, keeps others informed of necessary and factual information, facilitates the operation of a team of which he/she is a part, and promotes teamwork across departments. Comments: Relationships – Develops and maintains effective working relationships with others; treats citizens and staff with courtesy, respect, dignity, fairness, and honesty; and presents a positive public image. Comments: Communication – Communicates clearly, listen effectively; keeps others informed of necessary and factual information; and deals effectively with conflict. Comments: Management Knowledge – Demonstrates knowledge of required laws, regulations, procedures, and rules related to the management of the functional area. Comments: Dependability – Completes assignments in a thorough and timely manner; follows through on assignments. Comments: Planning – Engages in effective and efficient planning to further the mission of Augusta, Georgia. Comments: Leadership – Displays leadership in the organization and promotes a shared vision; supports and promotes change management; hard worker and does what is necessary to get job done. Comments: Fiscal Management – Maintains appropriate budgetary controls; monitors activities and recommends timely and effective corrective actions. Comments: Item # 3  Attachment number 1 \nPage 2 Support of Policies – Understands, supports, promotes, and upholds, both publically and privately, the policies of Augusta, Georgia. Comments: Developing Others – Effectively and timely evaluates subordinates; encourages and initiates regular discussion of performance with subordinates; fosters the professional development of subordinates. Comments: Problem Solving – Comprehensively analyzes problems and develops effective and efficient solutions. Comments: Attitude – Displays a positive attitude and shows concern for Augusta, Georgia as a whole; understands and promotes the “big picture.” Comments: Overall Evaluation – Performs as at the highest level possible to promote positive impact on the organization as a whole; contributes as must as possible to the productive and positive operation of Augusta, Georgia. Comments: Final Evaluation Comments and Signature I have read and agree with this evaluation I have read and disagree with this evaluation* Direct Report’s Signature: _____________________________________________________________ Date: __________________ *If Direct Report disagrees with the evaluation, Direct Report has the right to respond to this evaluation in writing below or, if more space and/or time is needed, may respond in writing on separate sheet(s) within five (5) business days from the date of the evaluation. Direct Report Comments: ______________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ ___________________________________________________________________________________________________________ Item # 3  Administrative Services Committee Meeting 3/11/2013 1:05 PM James Brown Arena Board Department: Clerk of Commission Caption: Discussion of the James Brown Arena Board. (Requested by Commissioner D. Smith) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4  Administrative Services Committee Meeting 3/11/2013 1:05 PM Memorandum of Agreement Department: Planning and Development Caption: Approve a Memorandum of Agreement (MOA) with the Augusta Housing Authority and the State Historic Preservation Office (SHPO) and authorize the mayor to execute the same and any other forms related to the environmental review of the Cherry Tree Crossing Redevelopment Project. Background: The Augusta Housing Authority (AHA) is going to redevelop Cherry Tree Crossing. The project involves demolition of all of the existing buildings and redevelopment as a mixed-income, affordable housing development with approximately 250 units. Prior to submitting a demolition application to the Department of Housing and Urban Development (HUD), AHA is required to complete an environmental assessment of the project. AHA has enlisted the assistance of the Planning and Development Department to complete the environmental assessment. Analysis: One aspect of the environmental assessment involves compliance with Section 106 of the National Historic Preservation Act (NHPA). Due to the fact that almost all of the buildings in the Cherry Tree complex are more than 50 years old, thus making the complex eligible for the National Register of Historic Places, executing a memorandum of agreement is necessary to comply with provisions of the NHPA. The MOA negotiated by the City, the Augusta Housing Authority and the Georgia state Histroic Preservation Office (SHPO) includes stipulations for taking archive-quality photographs of the Cherry Tree complex, prior to demolition, preserving historic documents pertaining to the complex and giving the SHPO an opportunity to review and comment on the exterior design of the replacement dwellings. The Augusta Housing Authority will be responsible for carrying out the stipulations in the MOA. Financial Impact: No city funds are involved. Alternatives: None recommended Cover Memo Item # 5 Recommendation: Approve the MOA and authorize the mayor to execute the same and any other forms related to the environmental review of the Cherry Tree Crossing Redevelopment Project. Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5 Item # 5 Item # 5 Item # 5  Administrative Services Committee Meeting 3/11/2013 1:05 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on February 25, 2013. 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 Attachment number 1 \nPage 3 Item # 6  Administrative Services Committee Meeting 3/11/2013 1:05 PM Renewal of Contracts Department: Clerk of Commission Caption: Discuss any contracts that are up for renewal this year to be put out for RFP and to discuss using a contract specialist/procurement specialist. (Requested by Commissioner Guilfoyle) (Referred from February 25 Administrative Services Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7 Attachment number 1 \nPage 1 Item # 7