Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber - 12/8/2015 ATTENDANCE: Present: Hons. M. Williams, Chairman; D. Williams, Vice Chairman; Lockett and Davis, members. ADMINISTRATIVE SERVICES 1. Presentation by Mr. Les Morton regarding DBE Policies/Procedures. 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. 2. Motion to approve the minutes of the Administrative Services Committee held Item on November 24, 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. 3. Motion to approve the renegotiation of the ADP contact for Health and Welfare Item services to exclude Participant Call Center services. 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. 4. Discuss recruitment process for the EEO Coordinator. (Requested by Item Commissioner Fennoy) Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve receiving this item as Commissioner Commissioner Approve information. Ms. Davis Passes William Lockett Dennis Williams out. Motion Passes 3-0. www.augustaga.gov  Administrative Services Committee Meeting 12/8/2015 1:20 PM Attendance 12/8/15 Department: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 12/8/2015 1:20 PM Les Morton Department: Clerk of Commission Caption: Presentation by Mr. Les Morton regarding DBE Policies/Procedures. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 12/8/2015 1:20 PM Minutes Department: Clerk of Commission Caption: Motion to approve the minutes of the Administrative Services Committee held on November 24, 2015. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 12/8/2015 1:20 PM Motion to approve the renegotiation of the ADP contact for Health and Welfare services to exclude Participant Call Center services Department: Human Resources Caption: Motion to approve the renegotiation of the ADP contact for Health and Welfare services to exclude Participant Call Center services. Background: Currently Augusta GA’s HR Department is answering the vast majority of employee calls and inquiries that should and could otherwise be handled by ADP. Augusta GA has not seen a return on investment in that we have not fully utilized the maximum number of call intake by ADP pursuant to the current contract (largely in part due to the fact that employees prefer to contact HR rather than ADP). USI is capable and ready to assume full responsibility of this process which could save Augusta Ga potentially approximately $80,000 annually. In 2014, ADP did not offer the opportunity to Augusta GA to carve out the Participant Call Center services. The only option was to maintain the current contract as established or cancel the entire Health and Welfare contract. On September 4, 2015, ADP provided the option to Augusta GA to carve out the Participant Call Center reducing the contract from $344,068.51 to $263,631.60 for 2016. Analysis: It would be cost effective to Augusta GA if this function was maintained by USI which provides consulting services for our Health and Welfare contracts. Financial Impact: It would be in the best interest of Augusta GA to use the USI Benefit Resource Center which could save Augusta approximately $80,000 annually. This is advantageous for the following reasons: 1). Augusta GA is currently paying USI for the Benefit Resource Center service, however, it is not being utilized. USI is very familiar with Augusta GA’s Health and Welfare plans. 2). The potential ROI could save Augusta Ga approximately $80,000 annually. Alternatives: Continue to allow ADP to provide Health and Wellness Services and continue to incur cost of approximately $344,068.51 with no ROI, or proceed with cancelling the contract and bring all services  in-house. Recommendation: Approve Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission  Administrative Services Committee Meeting 12/8/2015 1:20 PM Recruitment Process for EEO Coordinator Department: Clerk of Commission Caption: Discuss recruitment process for the EEO Coordinator. (Requested by Commissioner Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: