Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber - 9/12/2017 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Approve proposal to allow Augusta to contract with Purchasing Power to Item provide a payroll deduction based loan program as a benefit to Augusta GA.’s Action: employees utilizing a State of Georgia’s Entity Contract, which was approved Approved by the State to begin November 1, 2016 with four renewals. Also authorize the Mayor to execute the contract on behalf of Augusta. Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve doing a sampling of the employees to determine if there is a need or desire for this program, to determine the cost, to ask the Commissioner Commissioner Administrator to contact Approve Dennis Andrew Passes some jursidictions who Williams Jefferson have instituted the program and to see what their experience has been and to come back in 30 days with a report. Motion Passes 4-0. 2. Update from the Administrator regarding the operations of the Augusta Item Probation Services Department. (Requested by Commissioner Marion Action: Williams) Approved  Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve Commissioner receiving this item as Commissioner Approve Andrew Passes information. Mary Davis Jefferson Motion Passes 4-0. 3. Discuss the Lake Olmstead Stadium. (Requested by Commissioner Bill Item Fennoy) (Referred from August 29 Administrative Services) Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve Commissioner receiving this item as Commissioner Approve Andrew Passes information. Mary Davis Jefferson Motion Passes 4-0. 4. Motion to approve the minutes of the Administrative Services Committee held Item on August 29, 2017. 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 Andrew Jefferson 0. 5. Authorize Submission of the 2017 Exhibit I Continuum of Care Application to Item HUD and Grant the Mayor the Authority to Execute all Forms associated with Action: the Application, which also include, New and Renewal Applications, Approved Certifications, Agreements and Annual Progress Reports. Motions Motion Made Seconded Motion Motion Text Type By By Result Unanimous consent is given to add  this item to the agenda. Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 4- Dennis Williams Mary Davis 0. www.augustaga.gov  Administrative Services Committee Meeting 9/12/2017 1:10 PM Attendance 9/12/17 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  [please place on client letterhead] Broker of Record Letter [please insert current date] Purchasing Power, LLC 1349 West Peachtree St. NW, Suite 1100 Atlanta, GA 30309 Dear Sir/Madam: Please be advised that effective on [please insert date], the undersigned entity or organization (the “Client”) has appointed [_____________________] (the “Broker”) to work with the Client in the support, direction and vendor management for the services and employee purchase program to be implemented and provided by Purchasing Power. With this letter, Purchasing Power is authorized and directed to recognize the Broker as the “Broker of Record” for the contract extended to cover the Client and Purchasing Power. In addition, please be advised that the Client has agreed to direct the payment of all Purchasing Power commissions to the Broker. This letter supersedes any previous appointments of authority which may have been granted orally or in writing. Please accept our sincere appreciation for the cooperation and courtesies that you will provide to the Broker. Sincerely, [please insert full legal name of Client] By: __________________________ Name: __________________________ Title: __________________________  DOAS/SPD Contract Utilization Notification Date: Contract #: Contract Description: Supplier: Employee Purchase Program Purchasing Power, LLC Submission Instructions: 1. Written notification of a State Entity’s intention to use the above reference contract with the provisions set forth below should be submitted via email to the Issuing Officer (designated below). This notification can be submitted as an email attachment. Issuing Officer: Janet Pytelewski Email Address: janet.pytelewski@doas.ga.gov Contracting Entity Name: Georgia Department of Administrative Services 2. Purchasing Power and Authorized User accepts the following provisions by signing below. The Georgia Department of Administrative Services (DOAS) has competitively sourced and awarded a contract to Purchasing Power, LLC to provide a voluntary Employee Purchase Program to eligible employees for the purchase of consumer goods and services via payroll deductions. The program is designed to permit eligible employees to shop and purchase consumer goods and services that have been authorized as permissible under 2015 Georgia House Bill 551 and paid for through qualified payroll deduction. This contract currently covers all State Entities that pay their employees through the State’s PeopleSoft Payroll system. Other governmental entities including but not limited to state boards, bureaus, commissions, authorities, institutions such as colleges and universities and political subdivisions that are approved via Supplier’s employer underwriting requirements (including minimum employee requirements) have the option to establish a similar payroll purchase program with the same catalog under the Department of Administrative Services’ awarded contract. All entities authorized to utilize this contract shall be referred to collectively as Authorized Users. Purchasing Power will extend the State’s 10% permanent employee discount “Promo Code” to all Authorized Users that have a minimum of 10,000+ eligible employees. Any Authorized Users that have less than 10,000 eligible employees will not receive such discount, but may receive other lesser discounts or promotions from time to time. Authorized Users must assume the responsibilities associated with their specific program administration/implementation and payroll deduction obligations. Prior to implementing an Employee Purchase Program, Authorized User agrees to:  - Notify the Department of Administrative Services’ of its intention to establish a program pursuant to this contract. - Provide a legal notices contact to the Department of Administrative Services and to Supplier for the purposes of receiving notices and information on any contract amendments including contract renewals and extensions. - Establish and document, in collaboration with the Supplier, Program employee eligibility requirements, and coordinate with Supplier to implement the administration of payroll deductions consistent with the Authorized User’s policies and payroll process. - Provide Supplier with reasonable opportunities to communicate the Program to eligible employees for the purpose of communicating, explaining, promoting and offering the Program to such employees, which may include (a) an introductory message sent to eligible employees via electronic mail, (b) maintaining a posting on relevant internal websites/intranets, (c) enrollment message(s) during open enrollment periods, (d) direct mail to eligible employees, and/or (e) other means of communicating with employees as may be mutually agreed and approved by the Authorized User from time to time. - Pre-approve all Supplier-developed materials/communications using the Authorized User’s name and logo on any such communication. - Provide annual feedback (when requested by DOAS) of Supplier’s performance. Authorized User Acceptance By (Authorized Signature) Date Signed Printed Name and Title of Person Signing Email Address Purchasing Power, LLC Acceptance By (Authorized Signature) Date Signed June 8, 2017 Printed Name and Title of Person Signing Elizabeth Halkos, Chief Operating Officer Email Address Ehalkos@Purchasingpower.com  Administrative Services Committee Meeting 9/12/2017 1:10 PM APPROVAL OF PURCHASING POWER VENDOR Department: Human Resources Department Presenter: Caption: Approve proposal to allow Augusta to contract with Purchasing Power to provide a payroll deduction based loan program as a benefit to Augusta GA.’s employees utilizing a State of Georgia’s Entity Contract, which was approved by the State to begin November 1, 2016 with four renewals. Also authorize the Mayor to execute the contract on behalf of Augusta. Background: The vendor, “Purchasing Power” presented their product to the Mayor and Human Resources Director at a meeting on May 15th 2017. This product appears to provide those employees with limited financial resources the ability to make emergency purchases at a minimum of cost. The 45,000 products offered are sold for an average of 13% above retail market through payroll deductions. No interest is charged to the employee and there are no late fees. The entire cost of the item is expected to be paid for within 6 to 12 months through payroll deduction. The amount of purchase averages 6% - 8% of the employee’s gross income in order to control spending. This service prevents the employee from having to use expensive payday loans and title loans whose fees can add up and become difficult to pay off. The concept is to provide a minimum of cost to the employee while providing them with the ability to purchase without high interest credit cards and loans. Analysis: This program benefits low income employees who live from check to check and have difficulties with purchasing for emergencies. Items such as tires, auto repair, major appliances and repairs. 40% of employees do not have at least $2000 in emergency savings. 56% of Americans do not qualify for prime credit. 58% are looking to their employers for more help in achieving financial security through employee benefits. The cost to the government in productivity is born out through studies that show 37% of employees are spending , on average , 2 hours per week dealing with personal finance issues. 70% of HR  professionals believe that financial stress has an impact on employee work performance. The company, “Purchasing Power” has over 260 clients from over 15 industries including the State of Georgia. It has a 94% Client retention rate, has an A+ rating from the Better Business Bureau and over 7.8 million customers in their plans. 45% (1,095) of full time employees employed at Augusta, GA. are earning below $35,000 of which 210 earn less than $25,000 annually. Financial Impact: There is no, or minimal (we may need to engage Superion to create a program. It could be free, or it could cost up to $3,000) additional financial impact to the government. The only cost to the employee is an average mark-up of 13% above manufactures suggested retail pricing on the products purchased. It is estimated that the Finance department will spend two to four hours a month to administer the payroll deductions. Alternatives: Do not offer the program to the employees. Recommendation: Allow the Administrator and Legal to prepare a contract for the approval of the Commission. Funds are Available in the Following N/A Accounts: REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission  Administrative Services Committee Meeting 9/12/2017 1:10 PM Augusta Probation Services Department: Presenter: Caption: Update from the Administrator regarding the operations of the Augusta Probation Services Department. (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 9/12/2017 1:10 PM Lake Olmstead Stadium Department: Presenter: Commissioner Bill Fennoy Caption: Discuss the Lake Olmstead Stadium. (Requested by Commissioner Bill Fennoy) (Referred from August 29 Administrative Services) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Administrative Services Committee Meeting Commission Chamber - 8l2gl20l7 ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; M. Williams, Chaifinan; Jefferson, Chairman; Davis and D. Williams, members. ADMINISTRATIVE SERVICES 1. Request Commission approval to purchase one non-CDL required dump truck ltem for the Recreation Department. (Bid Item 17-188) Action: Approved Motions f#:" Motion rext Made By Seconded By Motion Result Motion to approve. a -^.^_--_- Mr. M. Williams Commissioner Commissioner Approve abstains. Dennis williams Andrew Jefferson Passes Motion Passes 3-0 -1. 2. Motion to accept as information the Housing and Community Development Item Department's application for the National Endowment of the Arts "Our Town Action: FYl8" Grant cycle to increase citizen and visitor awareness and knowledgeof Approved Mr. James Brown, a local historic musician, through the use of various artworks. Motions Motion Motion Text Motion I ype Made By Seconded By Result Motion to approve a .-.-. _ -rr- -ADDTOVC-'- _ receiving this item as Commissioner Commissioner Passes information. Dennis Williams Mary Davis Motion Passes 4-0. 3. Award Eye Med (Combined Insurance) contract renewal and authorize the Item Mayor to execute the contract. Action: Approved  Motions ffit:"' Motion Text Made By seconded By Motion Result Motion to ^ APProve approve. Commissioner Commissione. t Motion passes 4- Andrew Jefferson Mary Davis Pu""' 0. 4. Discuss (and receive as information) amending the20ll,2013, 2Ol4 and,2015 ltem Action Plans to Re-program $152,095.00, and Revise the Scope of Work in Action: Community Development Block Grant (CDBG) funds. Approved Motions Motion ;-----' I ype Motion Text Made By seconded By fJ#i,' Motion to approve this item, allow for a 30-day period and Commissioner A -^-__.__-_ comment Commissioner APProve Andrew bring it back for final Jefferson Mary Davis Passes approval on October 3. Motion Passes 4-0. 5. Discuss the hiring of a City of Augusta Community/Special Events Manager. Item (Requested by commissioner Marion williams) Action: Approved Motions Motion Motion Text r ype Made By seconded By f;XiI Motion to approve receiving this item as Commissioner a,-_-_.-_-_ information and continue Commissioner Approve this discussion during the Mary Davis Andrew Passes budget talks. Jefferson Motion Passes 4-0. Discuss the Lake Olmstead Stadium. (Requested by Commissioner Bill Item Fennoy) Action: Rescheduled Motions By Motion +^#:"" Motion rext Made By seconded Result  Motion to refer this h ^ item to the next commissioner commissioner L'CICT committee meeting. M;r;;;tr'-^ *?fl::, Passes Motion Passes 4-0. 7. Motion to approve the minutes of the Administrative Services Committee held Item on August 8,2017 . Action: Approved Motions Motion Text Made By seconded By Motion |;J:"' Result Motion to Approve ix3#;*ses 4- ::ilT#i'."rHi,", fiT##i'."#:i,", passes 0. 8. Discuss potential usage and ownership of the historic Penny & Savings Bank ltem Building located on Laney-Walker Blvd. (Requested by Commissioner Action: Marion Williams) approved Motions --- Motion ;- Motion Text Made By Seconded By Motion I VDC Result Motion to approve Commissioner A -..-^_.^ receiving this item as l\DDrove Andrew Commissioner Passes information. Jefferson Mary Davis Motion Passes 4-0. 9. Presentation by Shameka Gilead regarding ban the box on job applications and Item not knowing about the bonding letter. Action: Approved Motions Motion Mofion Text Motion r ype Made By Seconded By Result Motion to approve Commissioner A .^_-^--^ receiving this item as Commissioner - -rr- ADDTOVC- ' - information. Mary Davis Andrew Passes Motion Passes 4-0. Jefferson 10. Update from the Administrator on the operations of the Augusta Probation Item Services Department. (Requested by Commissioner Marion Williams) Action: Approved  Motions Motion Text Motion X:'1" I YPe '--- By 'Made -r seconded By Result Motion to approve ^ receiving this item as Commissioner Commissioner Approve information. Mary Davis Dennis williams Passes Motion Passes 4-0. 11. Adopt resolution affirming Augusta as a What Works City and establishment Item of Open DataPolicy in support of What Works City Initiative. (Requested by Action: Mayor Hardie Davis, Jr.) (Referred from August 15 Commission meeting) Approved Motions Motion Text By By Motion []:1" lype -Made ----- -.' seconded Result Motion to Approve il5,,",,1'i,"sses 4- fi:ilHiJi;"' ilT,H"r'."rHi,", passes 0. www.auqustaga.qov  Administrative Services Committee Meeting 9/12/2017 1:10 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on August 29, 2017. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 9/12/2017 1:10 PM Continuum of Care Application Department: Housing and Community Development Presenter: Hawthorne E. Welcher, Jr. Caption: Authorize Submission of the 2017 Exhibit I Continuum of Care Application to HUD and Grant the Mayor the Authority to Execute all Forms associated with the Application, which also include, New and Renewal Applications, Certifications, Agreements and Annual Progress Reports. Background: Each year Housing & Community Development Department apply to HUD for funding through the annual NOFA Continuum of Care Homeless Assistance. These funds are used to support the Homeless Information Management System (HMIS), Planning Grant, administrative services, supplies and provide case managementto partner agencies. These grants renew each year at the same amount from October 1 to September 30 (HMIS – $184,475), and October 1 to September 30 (Planning – $18,000). Analysis: Approval will allow the city to continue comprehensive services to the homeless population of Augusta-Richmond County. Financial Impact: These are competitive grant funds received from HUD to the city for continued operation of the Homeless Information Management System (HMIS), Technical Assistance (TA) and services. Alternatives: None recommended Recommendation: Approve Submission of the CoC Application to HUD, and grant the Mayor the Authority to Execute all forms associated with the Application, which includes submission of: New and Renewal Applications, Applications Certifications, Agreements and Annual Progress Reports. Funds are Available in the Following Fund 221 Accounts: REVIEWED AND APPROVED BY: