Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 2/24/2014- 1:00 PM Meeting ADMINISTRATIVE SERVICES 1. Update on the department heads who have been approved for salary Attachments increases and have not received them. (Requested by Commissioner Fennoy) (Referred from the February 10 Administrative Services Committee) 2. Motion to approve the minutes of the Administrative Services Attachments Committee held on February 10, 2014. 3. Motion to approve the Housing and Community Development Attachments Department (on behalf of Augusta, Georgia) to execute Indemnification Agreement with the Augusta, Georgia Land Bank Authority related to Retention Pond for the Aubern @ Barton Chapel Rental Housing Project. 4. Discuss the appointment process for the Urban Redevlopment Agency Attachments (URA) as approved by the Commission January 21, 2014. (Requested by Commissioner Marion Williams) 5. Motion to approve tasking the Chair of the Finance Committee with Attachments scheduling a work session for an extensive review of ALL SPLOST Monies collected, invested, and expended since the inception of the SPLOST Program in ARC. Direct each recipient of SPLOST funds to provide documentation that will reflect the status and disposition of all funds. Task the Finance Director with providing ALL financial documentation associated with the SPLOST Program. This documentation must reflect interest earned and disposition of these earnings. Any SPLOST Monies utilized to retire General Obligation Bonds must be reflected, to include authorization for these actions. Any relevant documentation not specifically requested will be provided. ALL recipients of SPLOST Funds must be available to answer any questions posed by the governing body. Work session should be conducted prior to the February 24 Finance Committee Meeting. (No recommendation Administrative Services Committee February 10, 2014) www.augustaga.gov  Administrative Services Committee Meeting 2/24/2014 1:00 PM Department Heads Salary Increases Department: Clerk of Commission Caption: Update on the department heads who have been approved for salary increases and have not received them. (Requested by Commissioner Fennoy) (Referred from the February 10 Administrative Services Committee) 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 2/24/2014 1:00 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on February 10, 2014. 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 2/24/2014 1:00 PM The Aubern at Barton Chapel – Water Quality Maintenance Agreement Approval Department: Housing and Community Development Department (AHCDD) Caption: Motion to approve the Housing and Community Development Department (on behalf of Augusta, Georgia) to execute Indemnification Agreement with the Augusta, Georgia Land Bank Authority related to Retention Pond for the Aubern @ Barton Chapel Rental Housing Project. Background: On September 4, 2012, the Augusta, Georgia Commission granted the Augusta Housing and Community Development Department, AHCDD, approval to precede with the Aubern @ Barton Chapel Rental Housing Project. This rental housing project, located at Ollie Road, off Barton Chapel Road, consists of building twenty- three (23) attached 2BR, 3BR and 4BR single family rental housing units for households considered low to moderate income via the HOME Investment Partnership Program (HOME) and Neighborhood Stabilization Program 3 (NSP3) program guideline standards. To date, AHCDD has successfully procured, via the Procurement Department, an Architectural and Engineering Firm (Johnson, Laschober and Associates, P.C.), whom has completed the construction drawings necessary to bid for a General Contractor to begin Phase 1 (eight (8) attached single-family rental units) of this project. Additionally, AHCDD has also procured, via the Procurement Department, a certified Property Management Firm (Good Sense Realty) whom acts on Augusta’s behalf to preserve the value of the property while generating rental income. However, before moving any further with this project, AHCDD with the assistance of legal counsel felt it best to request approval to execute an indemnification agreement with the Augusta, Georgia Land Bank related to a retention pond located in the Aubern @ Barton Chapel Rental Housing Project area. There are presently no situations or incidences related to this retention pond, as AHCDD is simply requesting approval as a legal formality. Analysis: All Pre Development work (Architectural & Engineering) has been completed as AHCDD is ready to move towards the Construction Phase. A situation such as this is a normal Cover Memo developmental activity associated with doing rental projects. The Item # 3  Law Department has advised that AHCDD does not have the legal authority to agree to indemnify or bind Augusta, Georgia to pay for any costs occurred, as it relates to issues related to the retention pond located in the Aubern @ Barton Chapel Rental Housing Project area. While the Commission previously provided general authority to move forward with this project, AHCDD is not a separate legal entity and only the Commission can agree to be legally liable for indemnification payment, of which there is none at this time. AHCDD wants to be transparent in its efforts to deliver a successful rental project, and thought it best to present this to the Commission initially as opposed to waiting until there was a potential situation, thus the reason for this submission. Financial Impact: AHCDD anticipates receiving Twenty-five thousand, nine hundred and thirty-six dollars ($25,936.00) in annual rental income from Phase 1, which consists of eight (8) units, and reserves, thus a residual source of funding exists for maintenance and upkeep of the aforementioned retention pond. Alternatives: Not Any Recommended Recommendation: Approve the Housing and Community Development Department (on behalf of Augusta, Georgia) to execute Indemnification Agreement with the Augusta, Georgia Lank Bank Authority related to Retention Pond for the Aubern @ Barton Chapel Rental Housing Project, and to accept responsibility for the annual upkeep and maintenance associated with the retention pond. Funds are Available 100% of the funding has been secured by AHCDD via its federal in the Following programs (HOME & NSP3) to develop Phase 1 of this rental Accounts: project. No additional funding is needed at this time. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 3 Attachment number 1 \nPage 1 Item # 3  Administrative Services Committee Meeting 2/24/2014 1:00 PM URA Members Department: Caption: Discuss the appointment process for the Urban Redevlopment Agency (URA) as approved by the Commission January 21, 2014. (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 # 4 Attachment number 1 \nPage 1 Item # 4 Attachment number 1 \nPage 2 Item # 4  Administrative Services Committee Meeting 2/24/2014 1:00 PM Work Session to Review SPLOST Monies Department: Clerk of Commission Caption: Motion to approve tasking the Chair of the Finance Committee with scheduling a work session for an extensive review of ALL SPLOST Monies collected, invested, and expended since the inception of the SPLOST Program in ARC. Direct each recipient of SPLOST funds to provide documentation that will reflect the status and disposition of all funds. Task the Finance Director with providing ALL financial documentation associated with the SPLOST Program. This documentation must reflect interest earned and disposition of these earnings. Any SPLOST Monies utilized to retire General Obligation Bonds must be reflected, to include authorization for these actions. Any relevant documentation not specifically requested will be provided. ALL recipients of SPLOST Funds must be available to answer any questions posed by the governing body. Work session should be conducted prior to the February 24 Finance Committee Meeting. (No recommendation Administrative Services Committee February 10, 2014) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 5