Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 3/24/2014- 1:00 PM Meeting ADMINISTRATIVE SERVICES 1. Approve the elimination of the requirement for Department Attachments Directors to clock in and out. (Requested by Commissioner Lockett) 2. An update from the Interim Administrator regarding Attachments identifying a funding source to fund Disparity Study, related IT programs and approve same being done. (Requested by Commissioner Marion Williams) (Referred from March 4 Commission meeting) 3. Discuss job title for the EEO Director. (Requested by Attachments Commissioner Marion Williams) (Referred from March 4 Commission meeting) 4. Approve a Charter Amendment which will eliminate the Attachments current EEO/DBE Director Position and simultaneously establish a separate EEO Director Position and a separate DBE Coordinator Position. The HR Director will conduct an extensive job audit to determine the proper classification of the two proposed positions. (Due to the fact that both positions are viable positions that perform critical duties for Augusta, it is without question that both incumbents will continue to perform their respective duties.) (Requested by Commissioner Lockett) 5. Discuss emergency pay for city employees who were required Attachments to work during the recent ice storm. (Requested by Commissioner Marion Williams) (Referred from March 4 Commission meeting) 6. Presentation from the Interfaith Community about Augusta Attachments being compliant with the Americans with Disabilities Act. (Requested by Commissioner Fennoy)  7. Motion to approve the minutes of the Administrative Services Attachments Committee held on February 24, 2014. 8. Motion to authorize the Procurement and Recreation, Parks & Attachments Facilities Departments to finalize plans to relocate the Augusta Printshop and Mail Service to May Park Annex Building adjacent to the May Park Athletic Complex & Office at 622 4th Street. 9. Approve Excess Worker’s Compensation Insurance with Attachments Safety National with Statutory limits and an $850,000.00 Self Insured Retention (SIR - otherwise known as the deductible) to cover all positions for a premium of $ 240,555. 10. Discuss and review a comprehensive salary analysis of all Attachments Department Directors. Approve course of action to be taken to eliminate possible pay inequalities within Augusta. (Requested by Commissioner Lockett) 11. Discuss the appointment process for the Urban Redevlopment Attachments Agency (URA) as approved by the Commission January 21, 2014 and discuss the residency of URA members. (Requested by Commissioner Marion Williams) (Referred from March 4 Commission meeting) www.augustaga.gov  Administrative Services Committee Meeting 3/24/2014 1:00 PM Department Directors Clocking In and Out Department: Clerk of Commission Caption: Approve the elimination of the requirement for Department Directors to clock in and out. (Requested by Commissioner Lockett) 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 Attachment number 1 \nPage 3 Item # 1  Administrative Services Committee Meeting 3/24/2014 1:00 PM Disparity Study Department: Caption: An update from the Interim Administrator regarding identifying a funding source to fund Disparity Study, related IT programs and approve same being done. (Requested by Commissioner Marion Williams) (Referred from March 4 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 1 \nPage 2 Item # 2 Attachment number 1 \nPage 3 Item # 2  Administrative Services Committee Meeting 3/24/2014 1:00 PM EEO Job Title Department: Caption: Discuss job title for the EEO Director. (Requested by Commissioner Marion Williams) (Referred from March 4 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 3/24/2014 1:00 PM EEO/DBE Director Position Department: Clerk of Commission Caption: Approve a Charter Amendment which will eliminate the current EEO/DBE Director Position and simultaneously establish a separate EEO Director Position and a separate DBE Coordinator Position. The HR Director will conduct an extensive job audit to determine the proper classification of the two proposed positions. (Due to the fact that both positions are viable positions that perform critical duties for Augusta, it is without question that both incumbents will continue to perform their respective duties.) (Requested by Commissioner Lockett) 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 3/24/2014 1:00 PM Emergency Pay Department: Caption: Discuss emergency pay for city employees who were required to work during the recent ice storm. (Requested by Commissioner Marion Williams) (Referred from March 4 Commission meeting) 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 3/24/2014 1:00 PM Interfaith Community Presentation Department: Clerk of Commission Caption: Presentation from the Interfaith Community about Augusta being compliant with the Americans with Disabilities Act. (Requested by Commissioner Fennoy) 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 3/24/2014 1:00 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on February 24, 2014. 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 Attachment number 1 \nPage 2 Item # 7 Attachment number 1 \nPage 3 Item # 7  Administrative Services Committee Meeting 3/24/2014 1:00 PM Relocate the Augusta Printshop and Mail Service Department: Procurement Caption: Motion to authorize the Procurement and Recreation, Parks & Facilities Departments to finalize plans to relocate the Augusta Printshop and Mail Service to May Park Annex Building adjacent to the May Park Athletic Complex & Office at 622 4th Street. Background: February 10, 2014, Engineering Services Committee Meeting, Item #12: “ Discuss proposed location for the Print Shop”: Procurement was directed to bring back to Committee the result of meeting with the Interim Administrator, Project Manager, Architect and the Recreation Department for a permanent location of the Printshop or to move the Printshop to the basement of the Municipal Building. · It is determined that the basement of the Municipal Building is not suitable due to the amount of space needed for the functionality, storage and operation of the Facility Maintenance Department currently located in the space. · On 2/20/14, we met (Ms. McConstant Brigham, Ms. Sheila Paulk, Mr. Forrest White, Mr. Ron Houck, Mr. Lonnie Wimberly and Geri Sams) and discussed moving the Printshop to a vacant building currently owned by Augusta’s Recreation, Parks & Facilities Department. The group met at the facility. After the walk thru and discussions, it is determined this will be a suitable relocation of the Printshop. All parties accepted the relocation with renovations pending Commission Approval to move forward.OPTION: The option is to move the Printshop to the 4th Street – Annex. This option offers a stand-along building. The building has over 3,000 sq. ft. and is currently being under- utilized. The square footage will allow spacing and ventilation for the Printshop operation, storage of inventory, storage for completed jobs until delivered and work areas for the mailed couriers to sort and prepare (Internal and external) mail. The location is easily accessible for all types of delivery trucks (small or large transfer); entering and exiting trucks will not cause any traffic hazards. Parking is available. Safety is not a problem. The Building will be secured with an alarm system. Analysis: The location can be ready within the next 90 – 120 days Cover Memo Item # 8 Financial Impact: There are funds available in approved budget for renovations of this location (up to $50,000). Alternatives: Recommendation: To approve the relocation of the Printshop to 4th Street location within 90-120 days. Funds are Available in the Following capital outlay fund Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission 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 Attachment number 1 \nPage 6 Item # 8 Attachment number 1 \nPage 7 Item # 8 Attachment number 1 \nPage 8 Item # 8 Attachment number 1 \nPage 9 Item # 8 Attachment number 1 \nPage 10 Item # 8 Attachment number 1 \nPage 11 Item # 8  Administrative Services Committee Meeting 3/24/2014 1:00 PM Renewal Excess Workers' Compensation Insurance Department: HR Caption: Approve Excess Worker’s Compensation Insurance with Safety National with Statutory limits and an $850,000.00 Self Insured Retention (SIR - otherwise known as the deductible) to cover all positions for a premium of $ 240,555. Background: Excess Workers Compensation coverage (a per occurrence policy) has been purchased in the past as a measure to cap any potential catastrophic loss against Augusta-Richmond County. Knowing that this area of the industry is still quite volatile and premiums continue to rise, Georgia Administrative Services (GAS), our Workers’ Compensation Third Party Administrator, was requested to obtain quotes from A or A+ companies. Georgia Administrative Services received the following quotes: 1). Safety National Casualty Corporation a). Statutory Limit with $850,000 SIR to cover all postions for a deposit premium of $240,555 2). New York Marine and General Insurance a). Statutory limit with $750,000 SIR to cover police and fire employees and $600,000 SIR to cover all other positions for a minimum premium of $450,000 Analysis: Financial Impact: Augusta will assume all financial responsibility up to the SIR limit of $850,000 for all positions per occurrernce. Alternatives: Drop coverage accepting full exposure/cost for any catastrophic job related injury. Recommendation: Approve coverage with Safety National Casualty with SIR of $850,000 for all positions with Statutory Limit for a deposit premium of $240,555. Funds are Available in the Following 621 01 5233 55.21110 Cover Memo Item # 9 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 9  Administrative Services Committee Meeting 3/24/2014 1:00 PM Salary Analysis on Department Directors Department: Clerk of Commission Caption: Discuss and review a comprehensive salary analysis of all Department Directors. Approve course of action to be taken to eliminate possible pay inequalities within Augusta. (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  Administrative Services Committee Meeting 3/24/2014 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 and discuss the residency of URA members. (Requested by Commissioner Marion Williams) (Referred from March 4 Commission meeting) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 11 Attachment number 1 \nPage 1 Item # 11 Attachment number 1 \nPage 2 Item # 11 Attachment number 1 \nPage 3 Item # 11 Attachment number 1 \nPage 4 Item # 11 Attachment number 1 \nPage 5 Item # 11 Attachment number 1 \nPage 6 Item # 11