Administrative Services Committee Meeting
Regular MeetingAugusta, GA · January 26, 2015
Minutes
Administrative Services Committee Meeting Commission Chamber - 1/26/2015
ATTENDANCE:
Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman;
Lockett and Davis, members.
Absent: Hon. Hardie Davis, Mayor.
ADMINISTRATIVE SERVICES
1. Adopt the 2012 Land Bank Act. Item
Action:
Approved
Motions
Motion Motion
Motion Text Made By Seconded By
Type Result
Motion to
approve. Commissioner Commissioner
Approve Passes
Motion Passes 4- Mary Davis Dennis Williams
0.
2. Attorney Benjamin Allen regarding the bid process for public works contracts. Item
Action:
Approved
Motions
Motion Motion
Motion Text Made By Seconded By
Type Result
Motion to approve
receiving this item as Commissioner Commissioner
Approve Passes
information. Mary Davis William Lockett
Motion Passes 4-0.
3. Discuss having the committee agenda books delivered to the Commission on Item
the Wednesday preceding the Monday Committee Meeting. (Requested by Action:
Commissioner Wayne Guilfoyle) Rescheduled
Motions
Motion Made Seconded Motion
Motion Text
Type By By Result
It was the consensus of the
committee that this item be referred
back to the next committee meeting.
4. Update from staff on Disparity Study. (Requested by Commissioner Item
Marion Williams) Action:
Rescheduled
Motions
Motion Made Seconded Motion
Motion Text
Type By By Result
It was the consensus of the
committee that this item be referred
back to the next committee meeting.
5. Discuss/approve monthly reports from EEO Department relative to cases filed. Item
(Requested by Commissioner Marion Williams) Action:
Approved
Motions
Motion Motion
Motion Text Made By Seconded By
Type Result
Motion to approve asking
the EEO Coordinator to
brief the Commission
during legal meetings on Commissioner Commissioner
Approve any EEO issues that she Dennis Marion Passes
feels they need to be Williams Williams
briefed on. Mr. Lockett
votes No.
Motion Passes 3-1.
6. Update from the Administrator regarding modifications to the Municipal Item
Building relative to persons with disabilities. (Requested by Commissioner Action:
Marion Williams) Approved
Motions
Motion Motion
Motion Text Made By Seconded By
Type Result
Motion to approve
receiving this item as
Commissioner Commissioner
Approve information. Passes
Dennis Williams William Lockett
Motion Passes 4-0.
7. Update from the General Counsel regarding the reorganization of the Law Item
Department. (Requested by Commissioner M. Williams) Action:
Approved
Motions
Motion Motion
Motion Text Made By Seconded By
Type Result
Motion to approve
receiving this item as Commissioner Commissioner
Approve Passes
information. William Lockett Dennis Williams
Motion Passes 4-0.
8. Motion to approve the minutes of the Administrative Services Committee held Item
on January 12, 2015. Action:
Approved
Motions
Motion Motion
Motion Text Made By Seconded By
Type Result
Motion to
approve. Commissioner Commissioner
Approve Passes
Motion Passes 4- William Lockett Dennis Williams
0.
9. Discuss/receive report from the Administrator regarding information reported Item
from the Transit Contract Manager to the Commission on December 16, 2014 Action:
regarding contractual violations of McDonald Transit. (Requested by Approved
Commissioner Marion Williams) (Referred from January 12 Administrative
Services Committee)
Motions
Motion Motion
Motion Text Made By Seconded By
Type Result
Motion to approve
receiving this item as Commissioner
Commissioner
Approve information. Mr. M. Dennis Passes
Mary Davis
Williams votes No. Williams
Motion Passes 3-1.
10. Motion to approve award of RFP 14-208 Universal Life to Cigna subject to Item
final contract negotiations and to authorize the Administrator to execute such Action:
finally negotiated contract. Approved
Motions
Motion Motion
Motion Text Made By Seconded By
Type Result
Motion to approve
with the execution of Commissioner
Commissioner
Approve the contract by the Dennis Passes
William Lockett
Mayor. Williams
Motion Passes 4-0.
www.augustaga.gov
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Attendance 1/26/15
Department:
Caption:
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
2012 Land Bank Act
Department: Clerk of Commission
Caption: Adopt the 2012 Land Bank Act.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
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Administrative Services Committee Meeting
1/26/2015 1:05 PM
Atty. Ben Allen
Department:
Caption: Attorney Benjamin Allen regarding the bid process for public
works contracts.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Delivery of Committee Agenda Books
Department:
Caption: Discuss having the committee agenda books delivered to the
Commission on the Wednesday preceding the Monday Committee
Meeting. (Requested by Commissioner Wayne Guilfoyle)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Disparity Study
Department:
Caption: Update from staff on Disparity Study. (Requested by
Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
EEO Monthly Reports
Department:
Caption: Discuss/approve monthly reports from EEO Department relative
to cases filed. (Requested by Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Handicap modifications to Municipal Bulilding
Department:
Caption: Update from the Administrator regarding modifications to the
Municipal Building relative to persons with disabilities.
(Requested by Commissioner Marion Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Law Department Reorganization
Department:
Caption: Update from the General Counsel regarding the reorganization of
the Law Department. (Requested by Commissioner M. Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Minutes
Department: Clerk of Commission
Caption: Motion to approve the minutes of the Administrative Services
Committee held on January 12, 2015.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Report on McDonald Transit
Department: Clerk of Commission
Caption: Discuss/receive report from the Administrator regarding
information reported from the Transit Contract Manager to the
Commission on December 16, 2014 regarding contractual
violations of McDonald Transit. (Requested by Commissioner
Marion Williams) (Referred from January 12 Administrative
Services Committee)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Universal Life RFP
Department: Human Resources
Caption: Motion to approve award of RFP 14-208 Universal Life to Cigna
subject to final contract negotiations and to authorize the
Administrator to execute such finally negotiated contract.
Background: Augusta, Georgia reviewed several companies to select a single
carrier for The Universal Life contract. The objective of the RFP
process was to select a carrier who will provide eligible
participants with a quality, affordable life insurance policy with
high guarantee issue limits (minimum $100,000 GI) and a solid
minimum guaranteed interest rate.
Analysis: • We reviewed 4 compliant respondents to the Universal Life
RFP. While all 4 companies have the capabilities required to
provide this product to Augusta Richmond County we felt that
overall 1 company stood out above the others. We primarily
looked at 6 different categories when reviewing the RFP’s. 1. GI
issue levels, 2. Underwriting requirements 3. Portability and
Conversion 4. Guaranteed Interest Rate 5. Administrative
Assistance/Customer Service 6. Company reputation and financial
stability.
Financial Impact: It has been more than 7 years since this policy was vetted. We
believe we can offer employees an improved product with
premium savings for most employees. There is no cost to Augusta
Richmond County for this product.
Alternatives: The alternative to our recommendation is to make no carrier
change and continue with the current vendor.
Recommendation: Our recommended carrier is Cigna
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Agenda
Administrative Services Committee Commission Chamber- 1/26/2015- 1:05 PM
Meeting
ADMINISTRATIVE SERVICES
1. Adopt the 2012 Land Bank Act. Attachments
2. Attorney Benjamin Allen regarding the bid process for public Attachments
works contracts.
3. Discuss having the committee agenda books delivered to the Attachments
Commission on the Wednesday preceding the Monday
Committee Meeting. (Requested by Commissioner Wayne
Guilfoyle)
4. Update from staff on Disparity Study. (Requested by Attachments
Commissioner Marion Williams)
5. Discuss/approve monthly reports from EEO Department Attachments
relative to cases filed. (Requested by Commissioner Marion
Williams)
6. Update from the Administrator regarding modifications to the Attachments
Municipal Building relative to persons with disabilities.
(Requested by Commissioner Marion Williams)
7. Update from the General Counsel regarding the reorganization Attachments
of the Law Department. (Requested by Commissioner M.
Williams)
8. Motion to approve the minutes of the Administrative Services Attachments
Committee held on January 12, 2015.
9. Discuss/receive report from the Administrator regarding Attachments
information reported from the Transit Contract Manager to the
Commission on December 16, 2014 regarding contractual
violations of McDonald Transit. (Requested by Commissioner
Marion Williams) (Referred from January 12 Administrative
Services Committee)
10. Motion to approve award of RFP 14-208 Universal Life to Attachments
Cigna subject to final contract negotiations and to authorize the
Administrator to execute such finally negotiated contract.
www.augustaga.gov
Administrative Services Committee Meeting
1/26/2015 1:05 PM
2012 Land Bank Act
Department: Clerk of Commission
Caption: Adopt the 2012 Land Bank Act.
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
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Attachment number 1 \nPage 2
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Attachment number 1 \nPage 3
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Item # 1
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Item # 1
Attachment number 1 \nPage 20
Item # 1
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Atty. Ben Allen
Department:
Caption: Attorney Benjamin Allen regarding the bid process for public
works contracts.
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 2
Attachment
PAGE 8T number 1 \nPage 1
OI/45/2Ot5 16:28 7867222995 BEN ALLEN
12/ tl t20 l.
1 t:30 FAX CLERK OF C();TISSION 1A002l oo2
AGEIfDAtTEil nEQUlgTllonM
CofftrErrl6.te (?lrr ilr*lr)
l/ cubr
h*8cvlarc.mfrE
Aitl6illvrtwllCordoo
- tdrnrf trrzbrCcrrlloe
FlnreCcdrnr
flb&0rft0Ccniftb
Cerhct
N#./0
Addrr:
fdcphruNrnDc
FUl{rnh:
eltdrll Ad&;u
Crptbr/Todc dDbcrrbo b bG gbG.d ol thAlrdrl
uf3uc
Plunl ilhrqril lbn b tb fillodry rdlrrnt
DIl k!rJ. Eouc tdrnforltuUrr: 1t06{ZI'1tr!O
Clrtrf Corrf1l frrt{lrDm ?06lAf-16c
neorll6Mrrt{dDilnhf eMdlAddrur: Dmr@nFtrtryev
IlCGrutuur
Artilrr GA l0tll
Rooru ruy br frrcE c*dld r &XvBtd in pcro rnd au* b! rcdvGd b ttp
Ctdt'r Oi[c. m lU rhrr 5:fl1 p8. ou $c Wo&rrdry itc C@lbiou m
C6glmfu Ecdfag of thc ftUowiDS uE*, A tt..d[ltc ttr"e Urntt uill bt dlqad for
FrdC@.
Cerldm tulodat, ss tdd oo llc Irrt Ed 6ird firc&yr o'f GA udh d 2:00 p.m.
CoolO3l E Edr1p rn ldd on tt; 1oog[d Ed bt MoodryI of rcb nod &oo 12:30
b l:30p.E.
Item # 2
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Delivery of Committee Agenda Books
Department:
Caption: Discuss having the committee agenda books delivered to the
Commission on the Wednesday preceding the Monday Committee
Meeting. (Requested by Commissioner Wayne Guilfoyle)
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
1/26/2015 1:05 PM
Disparity Study
Department:
Caption: Update from staff on Disparity Study. (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
Administrative Services Committee Meeting
1/26/2015 1:05 PM
EEO Monthly Reports
Department:
Caption: Discuss/approve monthly reports from EEO Department relative
to cases filed. (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
1/26/2015 1:05 PM
Handicap modifications to Municipal Bulilding
Department:
Caption: Update from the Administrator regarding modifications to the
Municipal Building relative to persons with disabilities.
(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
1/26/2015 1:05 PM
Law Department Reorganization
Department:
Caption: Update from the General Counsel regarding the reorganization of
the Law Department. (Requested by Commissioner M. Williams)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 7
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Minutes
Department: Clerk of Commission
Caption: Motion to approve the minutes of the Administrative Services
Committee held on January 12, 2015.
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
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Report on McDonald Transit
Department: Clerk of Commission
Caption: Discuss/receive report from the Administrator regarding
information reported from the Transit Contract Manager to the
Commission on December 16, 2014 regarding contractual
violations of McDonald Transit. (Requested by Commissioner
Marion Williams) (Referred from January 12 Administrative
Services Committee)
Background:
Analysis:
Financial Impact:
Alternatives:
Recommendation:
Funds are Available
in the Following
Accounts:
REVIEWED AND APPROVED BY:
Cover Memo
Item # 9
Administrative Services Committee Meeting
1/26/2015 1:05 PM
Universal Life RFP
Department: Human Resources
Caption: Motion to approve award of RFP 14-208 Universal Life to Cigna
subject to final contract negotiations and to authorize the
Administrator to execute such finally negotiated contract.
Background: Augusta, Georgia reviewed several companies to select a single
carrier for The Universal Life contract. The objective of the RFP
process was to select a carrier who will provide eligible
participants with a quality, affordable life insurance policy with
high guarantee issue limits (minimum $100,000 GI) and a solid
minimum guaranteed interest rate.
Analysis: • We reviewed 4 compliant respondents to the Universal Life
RFP. While all 4 companies have the capabilities required to
provide this product to Augusta Richmond County we felt that
overall 1 company stood out above the others. We primarily
looked at 6 different categories when reviewing the RFP’s. 1. GI
issue levels, 2. Underwriting requirements 3. Portability and
Conversion 4. Guaranteed Interest Rate 5. Administrative
Assistance/Customer Service 6. Company reputation and financial
stability.
Financial Impact: It has been more than 7 years since this policy was vetted. We
believe we can offer employees an improved product with
premium savings for most employees. There is no cost to Augusta
Richmond County for this product.
Alternatives: The alternative to our recommendation is to make no carrier
change and continue with the current vendor.
Recommendation: Our recommended carrier is Cigna
Funds are Available
in the Following
Accounts: Cover Memo
Item # 10
REVIEWED AND APPROVED BY:
Finance.
Law.
Administrator.
Clerk of Commission
Cover Memo
Item # 10
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