Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 1/27/2014- 1:05 PM Meeting ADMINISTRATIVE SERVICES 1. Update from staff regarding the status of the bid process for Attachments maintenance services for the City's fleet which is currently on a month to month basis with First General Services. (Requested by Commissioner Donnie Smith) 2. Review and discuss the progress that has been made on the 2013 Attachments commission goals. (Requested by Commissioner Mary Davis) (Referred from January 13 Administrative Services Committee) 3. Discuss summary of conference call with Attorney Colette Holt. Attachments 4. Motion to approve the minutes of the Administrative Services Attachments Committee held on January 13, 2014. 5. Discuss and approve the Recommended Reorganization Plan Attachments and Related Budget Amendments and Fee Schedule Changes for the Planning and Development Department. 6. Motion to approve amended job description for the position of Attachments Administrator. (Recommended by the Administrator's Job Description Study Sub-Committee) 7. Motion to approve hiring professional recruiting firm to bring Attachments forth candidates for the position of Administrator. (Recommended by the Administrator's Job Description Study Sub-Committee) www.augustaga.gov  Administrative Services Committee Meeting 1/27/2014 1:05 PM Bid Process for Fleet Maintenance Services Department: Clerk of Commission Caption: Update from staff regarding the status of the bid process for maintenance services for the City's fleet which is currently on a month to month basis with First General Services. (Requested by Commissioner Donnie Smith) 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  Administrative Services Committee Meeting 1/27/2014 1:05 PM Commission/Administrator/ Goals and Objectives Department: Caption: Review and discuss the progress that has been made on the 2013 commission goals. (Requested by Commissioner Mary Davis) (Referred from January 13 Administrative Services Committee) 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 1/27/2014 1:05 PM Conference Call with Attorney Colette Holt Department: Caption: Discuss summary of conference call with Attorney Colette Holt. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: 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 1/27/2014 1:05 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on January 13, 2014. 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 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  Administrative Services Committee Meeting 1/27/2014 1:05 PM Planning and Development Department Reorganization and Fee Schedule Department: Planning and Development Caption: Discuss and approve the Recommended Reorganization Plan and Related Budget Amendments and Fee Schedule Changes for the Planning and Development Department. Background: The Planning and Development Department was created in November 2011 by merging the staffs of the License and Inspection Department and the Augusta-Richmond County Planning Commission. Last year the Carl Vincent Institute at the University of Georgia was engaged to complete an analysis of the department. A report summarizing the analysis was published last month. Analysis: The Planning and Development Department Director has developed a set of recommendations based on the UGA report and in consultation with the administrator, deputy administrator, Human Resources Director and Finance Director. The recommended actions include reorganizing the Planning Division, reclassifying positions and adjusting salary levels across all three divisions, adjusting staffing levels to achieve the department’s strategic plan and develop an incentive program for staff to achieve certification and education levels commensurate with their job descriptions. The recommendations are explained in more detail in the attached memo and supporting documentation. This will be a phased implementation. Financial Impact: See attached Memorandum from Department Director Alternatives: None Recommended Recommendation: Accept as information Funds are Available in the Following Accounts: Cover Memo Item # 5 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5 * Current Item Current Fees Amount Current Revenue New Fees New Fees Projected Revenue Rezoning Petition (A and R-1 zones) $600.00 21 $12,600.00 $750.00 $15,750.00 all other zones - Less than 10 acres $600.00 $750.00 all other zones - More than 10 acres $1,000.00 3 $3,000.00 $1,250.00 $3,750.00 Special Exception $500.00 22 $11,000.00 $600.00 $13,200.00 Site Plan Review (for properties under 1 acre) $300.00 30 $9,000.00 $375.00 $11,250.00 (for properties over 1 acre & up to 5 acres) $600.00 30 $18,000.00 $750.00 $22,500.00 (for properties over 5 acre & up to 10 acres) $1,000.00 10 $10,000.00 $1,250.00 $12,500.00 (for properties over 10 acres) $1,000.00 10 $10,000.00 $1,250.00 $12,500.00 Telecommunication Towers $1,000.00 1 $1,000.00 $1,250.00 $1,250.00 Plan revisions (each revision including subdivisions) $100.00 $150.00 Administrative Approval $50.00 79 $3,950.00 $75.00 $5,925.00 $0.00 $20.00 $0.00 review / approval - 2 to 4 Lots $20.00 21 $420.00 $50.00 $1,050.00 review / approval - 5 to 10 Lots $50.00 $0.00 $25.00 $0.00 Subdivision - /development Plan $20.00 $0.00 0 Final Plat (where Dev. Plan is approved) $75.00 $300.00 $0.00 Subdivision Variance $200.00 3 $600.00 300 $900.00 Mobile Home Park Review $100.00 $0.00 $100.+25/lot Individual & Commercial Mobile Home Permits $20.00 57 $1,140.00 25 $1,425.00 with GIS map $25.00 $0.00 $0.00 Tree Variance $100.00 7 $700.00 $250.00 $1,750.00 HPC (COA) Certificate of Appropriateness - Staff Approval $20.00 117 $2,340.00 $25.00 $2,925.00 Commission approval - demolition or major renovations $100.00 10 $1,000.00 $250.00 $2,500.00 Minor renovations $50.00 30 $1,500.00 $100.00 $3,000.00 HPC remodeling & additions for accessory structure New Fee $150.00 $0.00 Board of Zoning Appeals Variance $150.00 107 $16,050.00 $300.00 $32,100.00 Zoning Confirmation Letter $25.00 100 $2,500.00 $25.00 $2,500.00 Special Use Permit (PCH) New Fee $250.00 Home Business License $100.00 381 $38,100.00 $100.00 $38,100.00 Construction Trailer permit w/approved site plan $20.00 20 $400.00 $25.00 $500.00 Construction Trailer permit w/approved site plan / if plan need to be approved $50.00 2 $100.00 $75.00 $150.00 Parking Variance 200 7 $1,400.00 $300.00 $2,100.00 $144,950.00 $187,625.00 15,750.00 15.750.00 3750 15750.00 150 13,200.00 15.750.00 75 11,250.00 3750.00 22,500.00 13200.00 20 per lot 12,500.00 11250.00 50 per lot 12,500.00 22500.00 25 per lot 1,250.00 12500.00 12500.00 5,925.00 1250.00 100 +25 per lot 420 25 5925.00 250 25 900 250 100 1,425.00 900.00 300 1,750.00 1425.00 2,925.00 25 2,500.00 1750.00 75 3,000.00 2925.00 300 2500.00 32,100.00 3000.00 250 2,500.00 32100.00 250 95,250.00 2500.00 1250 500 600 150 95250.00 700 Item # 5 Attachment number 1 \nPage 1 2,100.00 500.00 25 $150.00 244,145.00 2100 250 243725.00 300 150 225 REVISED 04.18.2013  DRAFT FOR DISCUSSION ONLY Current Proposed ew ew Fees Projected Current Item Current Fees Amount Revenue Fees Revenue Rezoning Petition (A and R-1 zones) $600.00 21 $12,600.00 $800.00 $16,800.00 all other zones - Less than 10 acres $600.00 $1,000.00 all other zones - More than 10 acres $1,000.00 3 $3,000.00 $1,250.00 $3,750.00 Special Exception Special Exception (churches, PCH,Fam Daycare, institutional uses) $500.00 14 $11,000.00 $750.00 $10,500.00 All other Special Exceptions $500.00 8 $800.00 $6,400.00 Site Plan Review (for properties under 1 acre) $300.00 30 $9,000.00 $350.00 $10,500.00 (for properties over 1 acre & up to 5 acres) $600.00 30 $18,000.00 $800.00 $24,000.00 (for properties over 5 acre & up to 10 acres) $1,000.00 10 $10,000.00 $1,200.00 $12,000.00 (for properties over 10 acres) $1,000.00 10 $10,000.00 $1,500.00 $15,000.00 Telecommunication Towers $1,000.00 1 $1,000.00 $1,500.00 $1,500.00 Plan revisions (each revision including subdivisions) $100.00 $150.00 Administrative Approval $50.00 79 $3,950.00 $100.00 $7,900.00 Subdivision lot review/approval - 1(Mortgage Plat) $0.00 $20.00 $0.00 review / approval - 2 to 4 Lots $20.00 21 $420.00 $50.00 $1,050.00 review / approval - 5 to 10 Lots $50.00 $0.00 $25.00 $0.00 Subdivision - /development Plan $20.00 134 $2,680.00 $25.00 $3,350.00 Final Plat (where Dev. Plan is approved) $75.00 215 $16,125.00 $100.00 $21,500.00 Subdivision Variance $200.00 3 $600.00 $500.00 $1,500.00 Mobile Home Park Review $100.00 $0.00 $100.+25/lot Individual & Commercial Mobile Home Permits $20.00 57 $1,140.00 $75.00 $4,275.00 with GIS map $25.00 $0.00 $0.00 Tree Variance $100.00 7 $700.00 $300.00 $2,100.00 HPC (COA) Certificate of Appropriateness - Staff Approval $20.00 117 $2,340.00 $25.00 $2,925.00 Commission approval - demolition or major renovations $100.00 10 $1,000.00 $200.00 $2,000.00 Minor renovations $50.00 30 $1,500.00 $100.00 $3,000.00 HPC remodeling & additions for accessory structure New Fee $150.00 $0.00 Board of Zoning Appeals Variance $150.00 70 $10,500.00 $300.00 $21,000.00 BZA Multiple Variances 37 $700.00 $25,900.00 Item # 5 Attachment number 1 \nPage 2 Zoning Confirmation Letter $25.00 100 $2,500.00 $50.00 $5,000.00 Special Use Permit (PCH) New Fee $200.00 Home Business License $100.00 381 $38,100.00 $100.00 $38,100.00  DRAFT FOR DISCUSSION ONLY Construction Trailer permit w/approved site plan $20.00 20 $400.00 $50.00 $1,000.00 Construction Trailer permit if plan need to be approved $50.00 2 $100.00 $100.00 $200.00 Parking Variance 200 7 $1,400.00 $300.00 $2,100.00 Zoning Resolution New Fee $700.00 Readvertisement New Fee $150.00 $158,205.00 $243,350.00 Item # 5 Attachment number 1 \nPage 3 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  Administrative Services Committee Meeting 1/27/2014 1:05 PM Job Description for the Position of Administrator Department: Clerk of Commission Caption: Motion to approve amended job description for the position of Administrator. (Recommended by the Administrator's Job Description Study Sub-Committee) 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 Attachment number 2 \nPage 1 Item # 6 Attachment number 2 \nPage 2 Item # 6 Attachment number 2 \nPage 3 Item # 6  Administrative Services Committee Meeting 1/27/2014 1:05 PM Hiring Professional Recruiting Firm for Administrator Position Department: Clerk of Commission Caption: Motion to approve hiring professional recruiting firm to bring forth candidates for the position of Administrator. (Recommended by the Administrator's Job Description Study Sub-Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 7