Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber - 2/9/2015 ATTENDANCE: Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Reestablishment of the Citizens Advisory Committee to serve in an advisory Item capacity to the Housing and Community Development Department. 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. Motions Motion Motion Motion Text Made By Seconded By Type Result Substitute motion to refer this item back to the next committee meeting pending the receipt of additional information Commissioner Commissioner Defer from the Interim Director William Dennis Fails of HCD. Ms. Davis, Mr. Lockett Williams Lockett, Mr. D. Williams and Mr. M. Williams vote No. Motion Fails 0-4. 2. Clarification from the General Counsel/Parliamentarian regarding Augusta Item  Commission Rules of Procedure. (Requested by Commissioner Marion Action: Williams) Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve receiving this item as Commissioner Commissioner Approve Passes information. Dennis Williams Marion Williams Motion Passes 4-0. 3. Motion to require Commission approval for all out of state Commission travel. Item (Requested by Mayor Pro Tem Smith) Action: Approved Motions Motion Seconded Motion Motion Text Made By Type By Result Motion to Commissioner Mary Dies for lack of Approve approve. Davis Second Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve receiving this item as Commissioner Commissioner Approve information. Ms. Davis Marion Passes William Lockett votes No. Williams Motion Passes 3-1. 4. Discuss having the committee agenda books delivered to the Commission on the Item Wednesday preceding the Monday Committee Meeting. (Requested by Action: Commissioner Wayne Guilfoyle) (Referred from January 26 Approved Administrative Services Committee) Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve tasking Approve the Clerk, the Passes Administrator and the Commissioner General Counsel to meet William Commissioner  and come back with a Lockett Mary Davis recommendation at the next committee meeting. Motion Passes 4-0. 5. Update from staff on Disparity Study. (Requested by Commissioner Marion Item Williams) (Referred from January 26 Administrative Services Committee) Action: Approved Motions Motion Seconded Motion Motion Text Made By Type By Result Motion to Commissioner Dies for lack Approve approve. William Lockett of Second Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve receiving this update as information and to request the Law Department to Commissioner Commissioner Approve provide Ms. Gentry's Dennis William Passes office with the information Williams Lockett she needs by 10:00 a.m. February 10, 2015. Motion Passes 4-0. 6. Motion to approve the minutes of the Administrative Services Committee held Item on January 26, 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 Mary Davis 0. www.augustaga.gov  Administrative Services Committee Meeting 2/9/2015 1:05 PM Attendance 2/9/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 2/9/2015 1:05 PM Citizens Advisory Committee Department: Housing and Community Development Department (AHCDD) Caption: Reestablishment of the Citizens Advisory Committee to serve in an advisory capacity to the Housing and Community Development Department. Background: The U.S. Department of Housing and Urban Development (HUD) under authority to it by the Housing and Community Development Act of 1974, as amended, requires each jurisdiction (city, county, etc.) to adopt a ‘citizen participation plan' which must provide for and encourage citizens to participate in the development of the consolidated plan, any substantial amendments to the consolidated plan, and the performance report.” These requirements are to especially encourage low-and-moderate income citizen participation where Community Development Block Grants (CDBG) are employed or sought. Accordingly, low-and-moderate income citizens, non-profit organizations, relevant advocacy groups, and interested parties must be involved in the preparation of the Consolidated Plan (ConPlan) through the mechanisms set up in the Citizen Participation Plan (Citizen Plan). The ConPlan approach is a means to meet the requirements of the CDBG Program. The Citizen Plan requires, at a minimum, citizen input during three (3) stages of the ConPlan. a) The Proposed Plan (Con Plan), b) Substantial Amendments to the Proposed Plan (Con Plan), c) Performance Reports. Analysis: Nowhere in the statutes, regulations or publications of HUD is there a requirement that citizens, non-profit organizations and other interested parties must approve or authorize the ConPlan, Substantial Amendments or the Performance Plan. However, the reestablishment of such a Committee definitely provides new opportunities for collaboration. Financial Impact: The reestablishment of the Citizen Advisory Committee allows for this committee to act as a representative body for the citizens of Augusta, Georgia as they shall be provided the opportunity to review and comment on the Five Year Consolidated Plan, Annual Action Plan, and Citizenry comments where appropriate. Alternatives: To not reestablish the Citizen Advisory Committee Recommendation: To approve the reestablishment of the Citizen Advisory Committee to serve in an advisory capacity to the Housing and Community Development Department as set forth in the accompanying By-Laws. Funds are Available in the Following Not Applicable Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission  Administrative Services Committee Meeting 2/9/2015 1:05 PM Commission Rules of Procedure Department: Clerk of Commission Caption: Clarification from the General Counsel/Parliamentarian regarding Augusta Commission Rules of Procedure. (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 2/9/2015 1:05 PM Commission Travel Department: Clerk of Commission Caption: Motion to require Commission approval for all out of state Commission travel. (Requested by Mayor Pro Tem Smith) Background: The budget is very tight this year and out of state travel by Commissioners should only be done with the approval of the Commission. Analysis: Requiring Commission approval for out of state travel will not only help to reduce travel expenses, but will also help to ensure adequate (but not excessive) Commission representation at appropriate out of state events. Financial Impact: Reduced travel expenses for 2015 budget. Alternatives: Make no changes at this time. Recommendation: Approve. Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 2/9/2015 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) (Referred from January 26 Administrative Services Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 2/9/2015 1:05 PM Disparity Study Department: Caption: Update from staff on Disparity Study. (Requested by Commissioner Marion Williams) (Referred from January 26 Administrative Services Committee) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 2/9/2015 1:05 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on January 26, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: