Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 9/23/2013- 1:05 PM Meeting ADMINISTRATIVE SERVICES 1. Discuss request for leave for the Administrator. (Requested by Attachments Commissioner Williams) (Referred from August 26 Administrative Services Committee) (Referred from September 17 Commission meeting) 2. Discuss how people are appointed to the appropriations Attachments committee on the Arts Council, their term on the committee and their residence. (Requested by Commissioner Johnson) (Referred from August 26 Administrative Services Committee) (Referred from September 17 Commission meeting) 3. Discuss the businesses who are not participating in providing Attachments data for the Disparity Study. (Requested by Commissioner Williams) (Referred from August 26 Administrative Services Committee) (Referred from September 17 Commission meeting) 4. Motion to uphold denial of bid protest regarding ITB #13-171 Attachments Downtown Signal & Streetlight Improvements. The Procurement Department denied the request from Bass Signal Corporation the opportunity to supply financial experience and equipment statement which were required with their bid submittal. 5. Discuss economic development in assocation with new tourist Attachments attractions in Augusta. (Requested by Commissioner Marion Williams) 6. Discuss/receive a comprehensive report from Mr. Chester Attachments Wheeler, Director HED regarding the relocation program for residents of Hyde Park. (Requested by Commissioner Marion Williams) 7. Motion to approve Laney Walker/Bethlehem Revitalization Attachments  Project – Bridge Loan request of $2,500,000.00 and return whatever amount is not used; task the Administrator, Finance Department and Mr. Wheeler to identify an additional funding stream to continue the LW/B Project and bring back recommendation in six months; and to determine whether it is more economical to bring the consulting task in-house rather than outsourcing it. (Approved by Administrative Services Committee August 26, 2013 - deferred from the Commission September 3, 2013) (Referred from September 17 Commission meeting) 8. Motion to approve the minutes of the Administrative Services Attachments Committee held on August 26, 2013. www.augustaga.gov  Administrative Services Committee Meeting 9/23/2013 1:05 PM Administrator's Leave Department: Clerk of Commission Caption: Discuss request for leave for the Administrator. (Requested by Commissioner Williams) (Referred from August 26 Administrative Services Committee) (Referred from September 17 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 9/23/2013 1:05 PM Arts Council Appointments Department: Clerk of Commission Caption: Discuss how people are appointed to the appropriations committee on the Arts Council, their term on the committee and their residence. (Requested by Commissioner Johnson) (Referred from August 26 Administrative Services Committee) (Referred from September 17 Commission meeting) 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 2 \nPage 1 Item # 2 Attachment number 2 \nPage 2 Item # 2  Administrative Services Committee Meeting 9/23/2013 1:05 PM Data for the Disparity Study Department: Clerk of Commission Caption: Discuss the businesses who are not participating in providing data for the Disparity Study. (Requested by Commissioner Williams) (Referred from August 26 Administrative Services Committee) (Referred from September 17 Commission meeting) 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 9/23/2013 1:05 PM Deny Bid Protest Regarding RFP #13-171 Department: Procurement Caption: Motion to uphold denial of bid protest regarding ITB #13-171 Downtown Signal & Streetlight Improvements. The Procurement Department denied the request from Bass Signal Corporation the opportunity to supply financial experience and equipment statement which were required with their bid submittal. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following 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 2 \nPage 1 Item # 4 Attachment number 2 \nPage 2 Item # 4 Attachment number 2 \nPage 3 Item # 4 Attachment number 2 \nPage 4 Item # 4 Attachment number 2 \nPage 5 Item # 4 Attachment number 2 \nPage 6 Item # 4 Attachment number 2 \nPage 7 Item # 4 Attachment number 2 \nPage 8 Item # 4 Attachment number 2 \nPage 9 Item # 4 Attachment number 2 \nPage 10 Item # 4 Attachment number 2 \nPage 11 Item # 4 Attachment number 2 \nPage 12 Item # 4 Attachment number 2 \nPage 13 Item # 4 Attachment number 2 \nPage 14 Item # 4 Attachment number 2 \nPage 15 Item # 4 Attachment number 2 \nPage 16 Item # 4 Attachment number 2 \nPage 17 Item # 4 Attachment number 2 \nPage 18 Item # 4 Attachment number 2 \nPage 19 Item # 4 Attachment number 2 \nPage 20 Item # 4 Attachment number 2 \nPage 21 Item # 4 Attachment number 2 \nPage 22 Item # 4 Attachment number 2 \nPage 23 Item # 4 Attachment number 2 \nPage 24 Item # 4 Attachment number 2 \nPage 25 Item # 4 Attachment number 2 \nPage 26 Item # 4 Attachment number 2 \nPage 27 Item # 4 Attachment number 2 \nPage 28 Item # 4 Attachment number 2 \nPage 29 Item # 4 Attachment number 2 \nPage 30 Item # 4 Attachment number 2 \nPage 31 Item # 4 Attachment number 2 \nPage 32 Item # 4 Attachment number 2 \nPage 33 Item # 4 Attachment number 3 \nPage 1 Item # 4 Attachment number 3 \nPage 2 Item # 4 Attachment number 3 \nPage 3 Item # 4 Attachment number 3 \nPage 4 Item # 4 Attachment number 3 \nPage 5 Item # 4 Attachment number 3 \nPage 6 Item # 4 Attachment number 3 \nPage 7 Item # 4 Attachment number 3 \nPage 8 Item # 4 Attachment number 3 \nPage 9 Item # 4 Attachment number 3 \nPage 10 Item # 4 Attachment number 3 \nPage 11 Item # 4 Attachment number 3 \nPage 12 Item # 4 Attachment number 3 \nPage 13 Item # 4 Attachment number 3 \nPage 14 Item # 4 Attachment number 3 \nPage 15 Item # 4 Attachment number 4 \nPage 1 Item # 4 Attachment number 4 \nPage 2 Item # 4 Attachment number 4 \nPage 3 Item # 4 Attachment number 4 \nPage 4 Item # 4 Attachment number 4 \nPage 5 Item # 4 Attachment number 5 \nPage 1 Item # 4 Attachment number 5 \nPage 2 Item # 4  Administrative Services Committee Meeting 9/23/2013 1:05 PM Economic Development/tourist attractions Department: Caption: Discuss economic development in assocation with new tourist attractions in Augusta. (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 5  Administrative Services Committee Meeting 9/23/2013 1:05 PM Hyde Park Relocation Program Department: Caption: Discuss/receive a comprehensive report from Mr. Chester Wheeler, Director HED regarding the relocation program for residents of Hyde Park. (Requested by Commissioner Marion Williams) 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 9/23/2013 1:05 PM Laney Walker/Bethlehem (LW/B) Revitalization Project – Bridge Loan Request Department: Housing and Community Development Department (AHCDD) Caption: Motion to approve Laney Walker/Bethlehem Revitalization Project – Bridge Loan request of $2,500,000.00 and return whatever amount is not used; task the Administrator, Finance Department and Mr. Wheeler to identify an additional funding stream to continue the LW/B Project and bring back recommendation in six months; and to determine whether it is more economical to bring the consulting task in-house rather than outsourcing it. (Approved by Administrative Services Committee August 26, 2013 - deferred from the Commission September 3, 2013) (Referred from September 17 Commission meeting) Background: To continue the redevelopment of the Laney Walker and Bethlehem Historic Districts respectively, additional capital is needed to keep existing momentum and to assist with an array of project development related expenses(see attached budget) critical to continuing the redevelopment work and our commitments (to partners) in several developmental nodes to include most notably: l Pine Street/11th Street/12th Street ¡ New Construction and Restoration of Single Family Homes on Pine Street and Eleventh (11th) Street, ¡ Homeowner Rental Rehabilitation Projects on Eleventh (11th) Street, th ¡ Market Rate Rental Projects on Twelfth (12 ) Street. l Twiggs Circle ¡ Phase 2 – Acquisition/Demolition/Construction/Restoration/Other of the 1400 block of Twiggs Street; n These Phase 2 actions will compliment Phase 1, a partnership with the Augusta Housing Authority, in which we are newly constructing sixteen (16) duplexes and eight (8) single family housing units. Phase 1 has already begun. l Holley Street Commons ¡ New Construction of Single Family Homes, Cover Memo ¡ Sound Wall Barrier – design (of) and construction (of). Item # 7  Note: See Budget for Detailed Listing of All Projects To date, our success is the result of a strategy that has been very carefully implemented, that has yielded noticeable neighborhood improvements which have been appreciated by citizens of each respective neighborhood, and acknowledged by redevelopment and planning professionals both regionally and nationally. Therefore to continue to build upon this success without pause, we (Housing and Community Development Department) need your understanding, commitment and most importantly your support. The details of the Laney Walker /Bethlehem development for the period of July 2013 through October 2015 is attached. The details of the Twiggs Circle project is provided under separate cover. Analysis: If supported by the Augusta City Commission, the Housing and Community Development Department will be able to continue the transformation of Augusta’s Urban Core (Laney Walker & Bethlehem Historic Districts) into a model city for the 21st century. Financial Impact: If approved by the City Commission, the Laney Walker/Bethlehem Revitalization Project will be financially supported by $2,500,000.00 from a source to be determined by the Administrator and Finance Director. One hundred percent of the borrowed funding ($2,500,000.00) will be paid at the time of the 2015 bond issuance closing. Alternatives: None Recommended. Recommendation: Accept this Bridge Loan Request (and terms) as presented. Funds are Available in the Not Applicable -- Due to the nature of this request. Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7 Cover Memo Item # 7  LWB FUNDS NEEDED THROUGH BOND FINANCING JULY 2013 - OCTOBER 2015 AREA/SERVICE BASIS UNITS BOND OTHER NOTES PROJECT MANAGEMENT $1,050,000 27 MONTHS - THROUGH OCTOBER 2015 MARKETING $280,000 27 MONTH - THROUGH OCTOBER 2015 HOLLEY STREET COMMONS $240,000 BUILD CUL-DE-SAC HOLLEY STREET COMMONS $180,000 $180,000 SOUND WALL - DESIGN/BUILD HOME FUNDED UNITS (3) 3 $450,000 THE BOULEVARD $50,000 PLANNING FOR STREETSCAPE "CALMING" HERITAGE PINE - PHASE I $85,500 2 $171,000 1221 AND 1248 PINE HERITAGE PINE - PHASE II $85,500 2 $171,000 1244/1246 & 1248 ELEVENTH $100,000 $100,000 SPRUCE STREET INFRASTRUCTURE HOME-FUNDED UNITS (4) 4 $620,000 1200 BLOCK OF ELEVENTH STREET; PARK HYDE PARK UNITS (4) 4 $380,000 (2) AT ELEVENTH & (2) AT HOLLEY RENTAL REHAB $200,000 MARKET RATE RENTAL [5] $100,000 POTENITALLY 12TH STREET; 0%, DEF. 7 YRS TWIGGS CIRCLE - Phase I $300,000 $5,250,000 SOIL and DEMO, (2) PARKS; AHA'S PHASE I TWIGGS CIRCLE - Phase IIA $85,500 12 $1,026,000 $1,539,000 1400 BLOCK OF TWIGGS; PHASE IIB $550,000 2 $550,000 INFRASTRUCTURE, CIVIL/NPDES, 2 REHABS RESTORATIONS $15,000 7 $105,000 STABILIZE ARCHITECT/ENGINEER $1,086,500 5% $54,325 DESIGN / INFRASTRUCTURE HISTORICAL TRAIL $50,000 PLANNING DEMOLITIONS $250,000 50 UNITS ACQUISTION/PROPERTY MAINTENANCE $800,000 New Bond Units 25 Bond Cost $5,157,325 $8,759,000 Total Units 36 $13,916,325 Total Development Cost $5,157,325 BOND COST CREDITS COST ASSUMPTIONS PER HOUSE -$1,125,000 SALES PROCEEDS 25% TO GC/PURCHASER $ 45,000 -$680,000 HOUSING AUTHORITY REIMBURSEMENT BUYER'S GAP $ 35,000 -$85,000 ENGINEERING (FOR TWIGGS ST. LOTS) INTEREST $ 5,500 -$220,000 CDBG HOLLEY COMMONS INFRASTRUCTURE $ 85,500 -$325,000 BALANCE AVAILABLE 2010 BOND ISSUE $2,722,325 Item # 7 Attachment number 1 \nPage 1 CONTINGENCY (10%) $272,233 TOTAL GAP $2,994,558 22% OF TOTAL DEVELOPMENT COST NOTE: THE 'OTHER' COLUMN INCLUDES PROJECTS FUNDED BY CDBG, 'HOME', PAY-AS-YOU-GO, HOUSING AUTHORITY AND HYDE PARK BUDGETS REVISED: 07-11-2013 Attachment number 2 \nPage 1 Item # 7 Attachment number 2 \nPage 2 Item # 7 Attachment number 2 \nPage 3 Item # 7 Attachment number 2 \nPage 4 Item # 7 Attachment number 2 \nPage 5 Item # 7 Attachment number 2 \nPage 6 Item # 7 Attachment number 2 \nPage 7 Item # 7 Attachment number 2 \nPage 8 Item # 7 Attachment number 2 \nPage 9 Item # 7 Attachment number 2 \nPage 10 Item # 7 Attachment number 2 \nPage 11 Item # 7 Attachment number 2 \nPage 12 Item # 7 Attachment number 2 \nPage 13 Item # 7 Attachment number 2 \nPage 14 Item # 7 Attachment number 2 \nPage 15 Item # 7 Attachment number 2 \nPage 16 Item # 7 Attachment number 2 \nPage 17 Item # 7 Attachment number 2 \nPage 18 Item # 7 Attachment number 2 \nPage 19 Item # 7 Attachment number 2 \nPage 20 Item # 7 Attachment number 2 \nPage 21 Item # 7 Attachment number 2 \nPage 22 Item # 7 Attachment number 2 \nPage 23 Item # 7 Attachment number 2 \nPage 24 Item # 7 Attachment number 2 \nPage 25 Item # 7 Attachment number 2 \nPage 26 Item # 7 Attachment number 2 \nPage 27 Item # 7 Attachment number 2 \nPage 28 Item # 7 Attachment number 3 \nPage 1 Item # 7 Attachment number 3 \nPage 2 Item # 7 Attachment number 3 \nPage 3 Item # 7 Attachment number 3 \nPage 4 Item # 7 Attachment number 3 \nPage 5 Item # 7 Attachment number 3 \nPage 6 Item # 7 Attachment number 3 \nPage 7 Item # 7 Attachment number 3 \nPage 8 Item # 7 Attachment number 3 \nPage 9 Item # 7 Attachment number 3 \nPage 10 Item # 7 Attachment number 3 \nPage 11 Item # 7 Attachment number 3 \nPage 12 Item # 7 Attachment number 3 \nPage 13 Item # 7 Attachment number 3 \nPage 14 Item # 7 Attachment number 3 \nPage 15 Item # 7 Attachment number 3 \nPage 16 Item # 7 Attachment number 3 \nPage 17 Item # 7 Attachment number 3 \nPage 18 Item # 7 Attachment number 3 \nPage 19 Item # 7 Attachment number 3 \nPage 20 Item # 7 Attachment number 3 \nPage 21 Item # 7 Attachment number 3 \nPage 22 Item # 7 Attachment number 3 \nPage 23 Item # 7 Attachment number 3 \nPage 24 Item # 7 Attachment number 3 \nPage 25 Item # 7 Attachment number 3 \nPage 26 Item # 7 Attachment number 3 \nPage 27 Item # 7 Attachment number 3 \nPage 28 Item # 7 Attachment number 3 \nPage 29 Item # 7 Attachment number 3 \nPage 30 Item # 7 Attachment number 3 \nPage 31 Item # 7 Attachment number 3 \nPage 32 Item # 7 Attachment number 3 \nPage 33 Item # 7  Administrative Services Committee Meeting 9/23/2013 1:05 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on August 26, 2013. 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 Attachment number 1 \nPage 2 Item # 8 Attachment number 1 \nPage 3 Item # 8 Attachment number 1 \nPage 4 Item # 8 Attachment number 1 \nPage 5 Item # 8