Administrative Services Committee Meeting

Administrative Services Committee Meeting Commission Chamber - 1/30/2018 ATTENDANCE: Present: Hons. M. Williams, Chairman; Jefferson, Vice Chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Motion to adopt the Augusta, Georgia ADA Self Evaluation & Transition Plan - Item Final (ADA SETP). 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. Discuss the different commission's state and national association memberships Item and costs associated with attending conferences, meetings and training sessions. Action: (Requested by Commissioner Bill Fennoy) Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve tasking the Administrator with analyzing the figures and Commissioner bringing back a report of Commissioner Approve Andrew Passes what it would cost each Mary Davis Jefferson commissioner after they choose which conferences they want to attend.  Motion Passes 4-0. 3. Receive report from the General Counsel regarding Franchise Fees and how it Item relates to Ms. Deborah Tolbert's January 16th presentation to the commission. Action: (Requested by Commissioner Marion 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. 4. Motion to approve Housing and Community Development Department’s Item (HCD's) procedural process relative to agreements/contracts/task orders for the Action: Laney Walker/Bethlehem Revitalization Project (for calendar year 2018). Approved 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. 5. Motion to approve the minutes of the Administrative Services Committee held Item on January 9, 2018. Action: Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve. Commissioner Commissioner Approve Ms. Davis out. Passes Andrew Jefferson Dennis Williams Motion Passes 3-0. 6. Discuss the practice of holding pre-meetings held by ARC Boards, Authorities Item and Commissions. (Requested by Commissioner Marion Williams) Action: Approved Motions Motion Motion  Type Motion Text Made By Seconded By Result Motion to approve receiving this item as Commissioner Commissioner Approve Passes information. Mary Davis Dennis Williams Motion Passes 4-0. 7. Approve a remedy/solution regarding pay differentials between staff attorneys Item assigned to certain city departments (Requested by Commissioner Marion Action: Williams) Disapproved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to approve receiving this item as Commissioner information. Mr. D. Commissioner Approve Andrew Fails Williams out. Mr. M. Mary Davis Jefferson Williams votes No. Motion Fails 2-1. www.augustaga.gov  Administrative Services Committee Meeting 1/30/2018 1:20 PM Attendance 1/30/18 Department: Presenter: Caption: Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 1/30/2018 1:20 PM ADA Self Evaluation & Transition Plan - Final Department: Compliance Department Presenter: Kellie Irving Caption: Motion to adopt the Augusta, Georgia ADA Self Evaluation & Transition Plan - Final (ADA SETP). Background: Augusta, Georgia engaged Cranston Engineering to develop an ADA Self Evaluation & Transition Plan to identify program access issues specific to pedestrian access within the public rights of way. This plan includes a full inventory of all sidewalks and curb ramps in the public right of way. Analysis: The ADA SETP will be used as a guiding document for allocating funds to public rights of way infrastructure addressing accessibility deficiencies in Augusta, Georgia. Financial Impact: All recommendations for construction for the improvements to the pedestrian features in the ADA SETP and public right of way totals $105 million. Alternatives: Adoption of the ADA Self Evaluation & Transition Plan. Recommendation: The Compliance Department in conjunction with the Engineering Department recommend adoption of the ADA Self Evaluation & Transition Plan - Final. Funds are Available No future costs should be associated with the cost of the ADA in the Following Self Evaluation & Transition Plan report of pedestrian features in Accounts: the public right of way. It is recommended the plan be updated every 5 years to identify current priorities and costs for improvement and maintenance of accessibility features as required by Federal Disability laws. REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission  Administrative Services Committee Meeting 1/30/2018 1:20 PM Commission Association Dues Department: Presenter: Commissioner Bill Fennoy Caption: Discuss the different commission's state and national association memberships and costs associated with attending conferences, meetings and training sessions. (Requested by Commissioner Bill Fennoy) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 1/30/2018 1:20 PM Franchise Fees Department: Presenter: Caption: Receive report from the General Counsel regarding Franchise Fees and how it relates to Ms. Deborah Tolbert's January 16th presentation to the commission. (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 1/30/2018 1:20 PM Laney Walker/Bethlehem Revitalization Project_2018 Contract Process Department: Housing and Community Development Presenter: Shawn Edwards - HCD Deputy Director Caption: Motion to approve Housing and Community Development Department’s (HCD's) procedural process relative to agreements/contracts/task orders for the Laney Walker/Bethlehem Revitalization Project (for calendar year 2018). Background: Laney Walker/Bethlehem Revitalization Project Background: In 2008, the Augusta Commission passed legislation supporting community development in Laney Walker/Bethlehem. Since that time, the Augusta Housing & Community Development Department has developed a master plan and development guidelines for the area, set up financial incentive programs for developers and home buyers, selected a team of development partners to focus on catalytic change, and created a marketing strategy to promote the overall effort. The day to day management of the Laney Walker/Bethlehem Revitalization Project requires that the Housing and Community Development Dept. (HCD) have the ability to make deliberate, but timely, decisions to keep this project moving. If the approval of each construction contract required Commission approval, it would be extremely difficult to meet the respective timelines established by the purchase agreement. In addition, a Commission approval requirement would require public disclosure of the purchaser’s name which could significantly chill sales. Failure to make decisions on the selection of approved builders, architects, engineer, etc. affects our ability to initiate the construction start of new projects, impact the cost of construction interest on each project during the construction period, and directly impacts our ability to place new homes under contract and close on the sale of homes in a timely manner. To facilitate the execution of agreements/contracts/task orders with builders, developers, architects, etc. that have been approved through the City’s Procurement Department, we are proposing for the calendar year 2018 the following: Housing and Community Development Dept.'s (HCD's) procedural process for the use of Laney Walker-Bethlehem Revitalization Project funds enable the Mayor, Administrator and HCD Director to execute all  contracts, agreements and task orders required to develop single- family/multi-family residences for sale/rent/other within the limits of the budget approved by the Urban Redevelopment Agency. The disposition of any land for use other than residential would need the consent of the Augusta-Richmond County Commission via legal session. Analysis: Approval of the proposed procedural process will enable continued redevelopment of the Laney Walker/Bethlehem neighborhoods in a timely manner and allow HCD, through partnerships, to keep pace with market demands. Financial Impact: Not Applicable Alternatives: Do not approve the current HCD Laney Walker/Bethlehem Revitalization Project agreement/contract/task order procedural process as presented. Recommendation: Approve procedural process relative to the authorization of the Laney Walker-Bethlehem Revitalization Project funds to enable the Mayor, Administrator and HCD Director to execute all contracts, agreements and task orders required to develop single- family/multi-family residences for sale/rental/other, noting that the disposition of any land for use other than residential would require the consent of the Augusta-Richmond County Commission via legal session. Funds are Available Laney Walker/Bethlehem Bond Funds is the primary funding in the Following source for most Laney Walker/Bethlehem Revitalization Projects. Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Administrative Services Committee Meeting Commission Chamber - llgl10l1 ATTENDANCE: Present: Hons. M. williams, chairman; Jefferson, vice chairman; Davis and D. Williams, members. Absent: Hon. Hardie Davis, Jr., Mayor. ADMINISTRATIVE SERVICES 1. Motion to approve five (5) annual bid items. The items require Commission Item approval due to the fact that purchases on the individual items will exceed Action: $25,000.00. Approved Motions Motion Motion Type Motion Text Made By Seconded By Result Motion to Approve approve. Commissioner Commissioner Motion Passes 4- Andrew Jefferson Mary Davis ' Pu""' 0. 2. Approve award of contract for design of an addition and renovations to the Item Augusta 9l I Center to 2KM Architects of Augusta in the amount of $55,000.00. Action: wP t7-272 Approved Motions Motion Motion Type Motion Text Made By Seconded By Result Motion to approve. Commissioner Commissioner Approve Passes Motion Passes 4- Andrew Jefferson Mary Davis 0. 3. Fix and Publish Qualifting Fees for 2018. Item Action:  Approved Motions Motion Motion Type Motion Text Made By seconded By Result Motion to approve. Commissioner Commissionet Pu"t' Motion Passes 4- Andrew Jefferson Mary Davis ' Approve 0. 4. Motion to approve the minutes of the Administrative Services Committee held ltem on December 12,2017. Action: Approved Motions Motion Type Motion Text Made By seconded By H:Tir' Motion to Approve approve. Commissioner Commissione t Pu"t' Motion Passes 4- Andrew Jefferson Mary Davis 0. 5. Motion to approve the renewal of the lease for the use of property located atthe Item Navy Operational Support Center at 2869 Central Avenue for the term of I July Action: 2018 through 30 June 2019. Approved Motions Motion Motion Motion Text Made By Seconded By Type Result Motion to Approve approve. Commissioner Commissioner Passes Motion Passes 4- Andrew Jefferson Mary Davis 0. 6. Update/status report from the General Counsel regarding pay differentials ltem between staff attorneys assigned to certain city departments to include Action: the request from Procurement Department for a dedicated attorney and Approved related documents requested by the commission. (Requested by Commissioner Marion Williams) Motions fr'J:"' Motion rext Made By seconded By f*tjil  Motion to approve receiving this item as information and bringing back a report from the Administrator, the General Commissioner Commissioner Counsel and the Approve Andrew Dennis Procurement Director regarding the establishment Jefferson Williams of a position with legal expertise in the Procurement Department. Motion Passes 4-0. www.augustaga.gov  Administrative Services Committee Meeting 1/30/2018 1:20 PM Minutes Department: Clerk of Commission Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on January 9, 2018. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY:  Administrative Services Committee Meeting 1/30/2018 1:20 PM Practice of Pre Meetings Department: Presenter: Commissioner Marion Williams Caption: Discuss the practice of holding pre-meetings held by ARC Boards, Authorities and Commissions. (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 1/30/2018 1:20 PM Staff Attorneys Department: Presenter: Commissioner Marion Williams Caption: Approve a remedy/solution regarding pay differentials between staff attorneys assigned to certain city departments (Requested by Commissioner Marion Williams) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: