Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 3/25/2013- 1:05 PM Meeting ADMINISTRATIVE SERVICES 1. Discuss 2013 Commission goals and objectives. (Requested by Attachments the Administrator) 2. Motion to approve the minutes of the Administrative Services Attachments Committee held on March 11, 2013. 3. Discuss changing the ordinance that deals with conflict of Attachments interest and ethics violations. (Requested by Commissioner Fennoy) 4. 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 March 11 Administrative Services Committee) 5. Discuss tasking the Administrator with soliciting the services Attachments of an employee to recruit retail businesses for those areas of Augusta not served by the Downtown Development Authority. The potential development in these areas have been stymied by not having an advocate in place. The number of rooftops coupled with the many hotels in the area would lead one to surmise that the employment of such a person would be a good sound investment. (Requested by Commissioner Lockett) 6. Solicit the support of the Administrator and the DBE Attachments Coordinator in formulating a plan to maximize the utilization of the Small Business Opportunity Program for Augusta Procurements by ensuring that all data to support a future disparity study is being collected and maintained. A strategic plan designed to accomplish this task needs to be submitted to the Administrative Services Committee no later than June 30, 2013. (Requested by Commissioner Lockett)  7. Review the findings of the September 4, 2009 NERA Attachments (Disparity) Study prepared for Augusta-Richmond County. Discuss those corrective actions taken and prioritize those suggested actions that need to be implemented. A new funding source must be identified to solicit a new study which will replace the current study which expires at the end of the year. (Requested by Commissioner Lockett) 8. Discuss early retirement incentives for eligible employees, Attachments eligibility to be determined by Administrator and approved by the Commission-Council. Streamlining operations by decreasing retirement eligible employees coupled with a reduction in benefit costs could have a positive impact on existing budget deficit. A hiring freeze would be imposed with only essential personnel being replaced, with the advance approval of the Commission-Council. (Requested by Commissioner Lockett) 9. Review the Administrator's Report of all pay increases and Attachments promotions since January 1, 2012, to include justification for the increase and demographic. The governing authority directed the Administrator to provide this report to the Administrative Services Committee on a quarterly basis. (Requested by Commissioner Lockett) 10. Approve rotating the scheduled time for all committee Attachments meetings. (Requested by Commissioner Lockett) www.augustaga.gov  Administrative Services Committee Meeting 3/25/2013 1:05 PM Commission Goals and Objectives Department: Clerk of Commission Caption: Discuss 2013 Commission goals and objectives. (Requested by the Administrator) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Attachment number 1 \nPage 1 Item # 1 Attachment number 1 \nPage 2 Item # 1  Administrative Services Committee Meeting 3/25/2013 1:05 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on March 11, 2013. 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  Administrative Services Committee Meeting 3/25/2013 1:05 PM Ordinance regarding conflict of interest and ethics violations Department: Clerk of Commission Caption: Discuss changing the ordinance that deals with conflict of interest and ethics violations. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 3  Administrative Services Committee Meeting 3/25/2013 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 March 11 Administrative Services Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4 Attachment number 1 \nPage 1 Item # 4  Administrative Services Committee Meeting 3/25/2013 1:05 PM Employee to Recruit Retail Businesses Department: Clerk of Commission Caption: Discuss tasking the Administrator with soliciting the services of an employee to recruit retail businesses for those areas of Augusta not served by the Downtown Development Authority. The potential development in these areas have been stymied by not having an advocate in place. The number of rooftops coupled with the many hotels in the area would lead one to surmise that the employment of such a person would be a good sound investment. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 5 Attachment number 1 \nPage 1 Item # 5  Administrative Services Committee Meeting 3/25/2013 1:05 PM Small Business Opportunity Progam Department: Clerk of Commission Caption: Solicit the support of the Administrator and the DBE Coordinator in formulating a plan to maximize the utilization of the Small Business Opportunity Program for Augusta Procurements by ensuring that all data to support a future disparity study is being collected and maintained. A strategic plan designed to accomplish this task needs to be submitted to the Administrative Services Committee no later than June 30, 2013. (Requested by Commissioner Lockett) 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  Administrative Services Committee Meeting 3/25/2013 1:05 PM Review Findings of NERA Disparity Study Department: Clerk of Commission Caption: Review the findings of the September 4, 2009 NERA (Disparity) Study prepared for Augusta-Richmond County. Discuss those corrective actions taken and prioritize those suggested actions that need to be implemented. A new funding source must be identified to solicit a new study which will replace the current study which expires at the end of the year. (Requested by Commissioner Lockett) 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  Administrative Services Committee Meeting 3/25/2013 1:05 PM Early Retirement Incentives Department: Clerk of Commission Caption: Discuss early retirement incentives for eligible employees, eligibility to be determined by Administrator and approved by the Commission-Council. Streamlining operations by decreasing retirement eligible employees coupled with a reduction in benefit costs could have a positive impact on existing budget deficit. A hiring freeze would be imposed with only essential personnel being replaced, with the advance approval of the Commission- Council. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 8 Attachment number 1 \nPage 1 Item # 8  Administrative Services Committee Meeting 3/25/2013 1:05 PM Administrator's Report of Pay Increases and Promotions Department: Clerk of Commission Caption: Review the Administrator's Report of all pay increases and promotions since January 1, 2012, to include justification for the increase and demographic. The governing authority directed the Administrator to provide this report to the Administrative Services Committee on a quarterly basis. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 9 Attachment number 1 \nPage 1 Item # 9  Administrative Services Committee Meeting 3/25/2013 1:05 PM Rotating Times for All Committee Meetings Department: Clerk of Commission Caption: Approve rotating the scheduled time for all committee meetings. (Requested by Commissioner Lockett) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 10 Attachment number 1 \nPage 1 Item # 10