Administrative Services Committee Meeting

Administrative Services Committee Commission Chamber- 8/31/2021- 1:15 PM Meeting ADMINISTRATIVE SERVICES 1. Presentation on Final Report from the Mayor's Task Force on Confederate Monuments. Attachments 2. Staff will provide a public update to the Commission related to the implementation of VaxUp Augusta to include an update on Attachments the status of partner MOUs, program roll-out, and general program projections. 3. Approve the attached sole source procurement from Downtown Decorations, Inc in the amount of $118,375 for Broad Street Attachments Christmas décor. 4. Discuss the homeless situation in Richmond County. (Requested by Commissioner Catherine McKnight) Attachments 5. Motion to approve Housing and Community Development Department's request to enter into agreement with Georgia Attachments Rehabilitation Institute, Inc. (GRI) for ADA project initiatives. 6. Motion to approve Housing and Community Development Department’s (HCD's) request to provide HOME funding to Attachments assist one (1) low to moderate income homebuyers with gap financing, down payment and closing cost to purchase a home (414 McQueen Court) through the Homebuyer Subsidy Program. 7. Discussion of Housing and Community Development Department’s Homebuyer Subsidy Program, Down Payment Attachments Assistance Program, and Rehabilitation Program practices and processes. 8. Administrative update in response to Commission inquires related to maintaining the grounds of public/common areas, Attachments parks, facility maintenance, as well as general operations of the aquatics center. 9. Motion to approve the minutes of the Administrative Services Committee held on August 11, 2021. Attachments 10. Mr. Joe Jones regarding McCullough Townhomes - United House of Prayer Request. (Requested by Commissioner Attachments Dennis Williams). www.augustaga.gov  Administrative Services Committee Meeting 8/31/2021 1:15 PM Mayor's Task Force Confederate Monuments & Department: Presenter: Mayor's Task Force Confederate Monuments Caption: Presentation on Final Report from the Mayor's Task Force on Confederate Monuments. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1 Item # 1  Administrative Services Committee Meeting 8/31/2021 1:15 PM Augusta Rescue Plan/VaxUp Augusta Update Department: Administrator's Office Presenter: Administrator Donald Caption: Staff will provide a public update to the Commission related to the implementation of VaxUp Augusta to include an update on the status of partner MOUs, program roll-out, and general program projections. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 2  Administrative Services Committee Meeting 8/31/2021 1:15 PM Christmas Decorations - Downtown Augusta Department: Central Services Presenter: Takiyah A. Douse, Director Caption: Approve the attached sole source procurement from Downtown Decorations, Inc in the amount of $118,375 for Broad Street Christmas décor. Background: The downtown Christmas décor has aged over the years and is in need of replacement. The materials, over ten years old, have rusted, are heavy and broken in several places and have surpassed its useful life. CSD would like to upgrade the décor along Broad Street between 5th Street and 13th Street with the original supplier, Downtown Decorations. Analysis: CSD proposes replacement and upgrades to our downtown Christmas décor over the years, with Broad Street being the first. Financial Impact: CSD 2021 Capital allocation 272016210/54.12110 Alternatives: 1. Approve the attached sole source procurement from Downtown Decorations, Inc in the amount of $118,375 for Broad Street Christmas décor. 2. Do not receive as information Recommendation: Approve the attached sole source procurement from Downtown Decorations, Inc in the amount of $118,375 for Broad Street Christmas décor. Funds are Available in the Capital 2021 272016210/54.12110 Following Accounts: Cover Memo Item # 3 REVIEWED AND APPROVED BY: Finance. Procurement. Law. Administrator. Clerk of Commission Cover Memo Item # 3  Attachment number 1 \nPage 1 -fr A Print Form Sole Source Justificetion @eference Article 6, Procurement Source Selection Methods and Contract Awrrds, S 1.10-56 SOLE SOURCE PROCURETIENT Vendor: Downtown Decorations,lnc. E-Verify Number: Exempt Commodity: Christmas Decorations Estimated annual expenditure for the above commodity or serrrice: $ 118,375.00 Initial all entries below that applv to the proposed purchase. Attach a mernorandum containing complae justification and zupport documeirtation as directed in initialed entry. (More than one entry will apply to most sole source productVservices requested). l. SOLE SOURCE REQUEST IS FOR THE ORIGINAL MANTJFACTURER OR PROVIDE& THERE ARE NO REGIONAT DISTRJBUTORS. (Attach thc mmufrcturcr's writtcn certification that no regional distributors exist. Item no. 4 also must be completed.) 2. SOLE SOURCE REQUEST IS FOR ONLY THE AUGUSTA GEORGIA AREA DISTRIBIJIOR OF THE ORIGINAL MANUFACTLJRER OR PROVIDER. (Attach the manufactuu's 116[ 0re distributol"5 urittcn ccrtification that identifies all regional - - distributors. Item no.4 also must be completed.) 3. THE PARTSiEQUIPMENT ARE NOT INTERCHA}{GEABLE WITH SIMILAR PARTS OF ANOTHER MANLTFACTURER. (Explain in s€?arate memorandum.) 4. THIS IS THE ONLY KNOWN ITEM OR SERVICE THAT WILL MEET THE SPECIALIZED NEEDS OF THIS DEPARTMENT OR PERFORM THE INTENDED FUNCTION. (Attach memorandum with details of specialized function or application.) x 5. THE PARTSiEQIXPMENT ARE REQUIRED FROM THIS SOIJRCE TO PERMIT STANDARDZATION. (Atrach memorandum dcscribing basis for standardization re$test.) 6. NONE OF THE ABOVE APPLY. A DETAILED EXPLANATION AND ruSTIFICATION FOR THIS SOLE SOURCE REQUEST IS CONTAINED IN ATTACHED MEMORANDUM. The undersignod rcquests that competitive procurement be waived and that the vendor identified as the supplier of the service or material described in this sole source justification be authorized as a sole source for the service or material. Name: Date:711912021 Department Head Date: Approval Authority: Date: Administrator Approval: (required - not required) Date: coMMENrt'ftr17wi res tm mis;iort Mfrrrul Item # 3 Rev. oe/toll2 L)  Attachment number 1 \nPage 2 Cental Senrices Department Diroctor Takiyah A. Dousc, 2760 Pc.ch Orch.rd Road, Augusta, GA 30906 laquona Smdcrsor, Busincss Analya (706) 821-717,1 Phmc (706) 796-50?7 Pax MEIVIORAI\DUM TO: s, Director, Procuremur, o-***o, OfQ[S0,l-f FROM: Pr ./TakiyrrnA. Dousg Director, Centrel Services Depertment DATE: July 19,2021 RE: Sole Source Memo - Downtown Christmes Lights In accordance with $l-10-56 Procurfiient Policies and Procedures Manual, we are seeking approval to proceed with a sole source procurement for the downtown Christnas decorations. The downtown Christmas decor has aged over the years and is in neod of replacement. The material, over ten years old, has rusted, is heavy and broken in several places and has surpassed its useful life. Central Services Departnent would like to upgrade the d6cor along Broad Steet between 56 Street and l3s Steet with the original supplier, Downtown Decorations. Please process a purchase order to Downtown Decorations, Inc. in the amount of $l18,375 for Broad Steet Christnas d6cor. Yrour assistance with this procurement is appreciated. Feel free to reach out to me with any further questions or concerns. TAD/Ics Item # 3 Augusta, GA Item # 3  INSPIRED BY 1 W E AT H E R UV Rated materials tested in year NORTHERN LIGHTS round weather conditions. 2 L I G H T I N G All lights are low voltage and use a ADAMlights prides themselves on thier decorations are hand picked coaxial connection that screws their prowess, experience, and from the best manufacturers all over together with a water tight seal. innovation in the European decor the world. Prior to usage these and lighting industries. They have become the market leader in the materials are tested in Estonia and are exposed to different weather 3 Baltic States and they continue to conditions year round. M AT E R I A L expand beyond that territory, being Constructed from aluminum making recognized for their designs in P A R T N E R S H I P them significantly lighter in weight countries such as Germany, Great Britain, Italy, Switzerland, UAE, and Downtown Decorations Inc. has than the standard steel decorations. New Zealand. been working collaboratively with ADAMlights on US based decor 4 D E S I G N projects. One of our favorite projects WA R R A N T Y has been a large RGB light installation For over 20 years ADAMlights has at Sparkman Wharf, an outdoor Downtown Decorations has a 5 year emphasised the importance of dining and event space in Tampa, FL. warranty on all decor. quality product design. They have This holiday project included managed to keep up with the fast development of technology in mounting 3D Lighted Sasha trees on top of converted shipping container 5 lighting design and respond to restaurants, to create an impressive D E S I G N clients’ expectations in different animated light show. The style of the decorations is countries and culturals. All of the materials and components used in unique and custom to this line and will not be seen anywhere else. Item # 3  Astor 4’ UV rated glitter PVC and 3D ornaments lighted with LED Rope lighting in gold with warm white lighting or silver with cool white. Item # 3  Gabriella 4’ Outlined in LED Rope lighting with the center filled with 5mm LED mini lights available in warm white or cool white lighting. Item # 3  Evergreen Pole Wrap We are suggesting using a pole wrap with a silver metallic accent mixed into the foliage along with a mix of silver shiny and matte ornaments. Item # 3 Item # 3 Item # 3 Item # 3  Attachment number 2 \nPage 9 QUOTE DATE 7/19/2021 QUOTE : 21-00071 PREPARED FOR Laquona Sanderson TERMS : 50% Deposit Net 15 lsanderson@augustaga.gov NEEDS BY : (70) 432-5254 EXPIRATION : 8/01/2021 Due to availability and rising price of metal, price quote effective through August 1, 2021 QTY PRODUCT PRICE TOTAL 4'’Astor’Cool’White 50 4'’3"’x’2'’9"’Pole’decoration’in’cool’white’rope’light.’Enhanced’with’silver’ $1,098.00 $54,900.00 ornaments’and’silver’glitter’pvc. 4'’Gabriella’Cool’White 51 4'’x’4'’Pole’decoration’in’cool’white’with’cool’white’flash’5mm’LED’mini’lights’and’ $925.00 $47,175.00 cool’white’rope’light. 12"’x’25'’Evergreen’Pole’Wrap 93 12’’x’25’’Garland’with’UV’rated’DDI’Special’Mountain’Pine’foliage,’lit’with’cool’ $355.00 $33,015.00 white’5’Coaxial’70L’5mm’LED’mini’lights’(350’lights).’Includes’18’’leads 12’’x’12’’Evergreen’Pole’Wrap 8 12’’x’12’’Garland’with’UV’rated’DDI’Special’Mountain’Pine’foliage,’lit’with’cool’ $185.00 $1,480.00 white’3’Coaxial’70L’5mm’LED’mini’lights’(210’lights).’Includes’18’’power’lead Sub Total $136,570.00 Sales Tax Shipping $4,680.00 TOTAL $141,250.00 NEGOTIATED PRICE $118,375.00 (INCLUDES SHIPPING) Account Manager Ted Peterson P: (315) 565-7404 E: tpeterson@downtowndecorations.com Item # 3  Attachment number 2 \nPage 10 TERMS & CONDITIONS Shipping addresses located in NY, MA, NJ, & TX will be subject to sales tax, to be invoiced upon shipment of order. Please provide a Tax-Exempt form if your business is exempt from taxes in those states. Shipping and handling are additional, FOB shipping point unless otherwise noted. Client is responsible for notifying Downtown Decorations, Inc. at time of order of any special shipping requirements, including but not limited to liftgate, limited access, appointments, call ahead or residential deliveries. DDI is not responsible for additional unexpected charges. Customer is responsible for notifying Downtown Decorations, Inc. of any electrical code requirements, customization, or special requirements at time order is placed. Customization of product may be subject to additional cost. Downtown Decorations, Inc. is not responsible for product damage caused by improper handling, neglect, installation, extremes in weather conditions, vandalism or acts of God. Purchaser understands and agrees to payment terms and further agrees to accept and pay for any expenses incurred by Downtown Decorations, Inc.to collect any past due amounts, including but not limited to the original debt, any assigned collection costs, attorney fees and any other related expenses. Payment methods accepted are check, Visa/MasterCard, American Express and Bank Wire. Downtown Decorations, Inc. may impose a 3% surcharge on all credit card amounts of $3,000.00 or more. Bank Wire: KeyBank NA; ABA: 021300077; Acct: 329681329820; SWIFT:KEYBUS33. Item # 3  Administrative Services Committee Meeting 8/31/2021 1:15 PM Discuss the homeless situation Department: Presenter: Commissioner Catherine McKnight Caption: Discuss the homeless situation in Richmond County. (Requested by Commissioner Catherine McKnight) Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 4 Attachment number 1 \nPage 1 Item # 4  Administrative Services Committee Meeting 8/31/2021 1:15 PM HCD_ Georgia Rehabilitation Institute, Inc. (GRI) Approval Request Department: HCD Presenter: Hawthorne Welcher, Jr. and/or HCD Staff Caption: Motion to approve Housing and Community Development Department's request to enter into agreement with Georgia Rehabilitation Institute, Inc. (GRI) for ADA project initiatives. Background: In partnership with HCD since 2019, GRI has provided financial assistance for Americans with Disabilities (ADA) accessible homes and has provided assistance to the HCD Rehabilitation Program. This local initiative is known as the HCD-GRI Project Initiative (Initiative). The greater initiative is designed to rehabilitate existing homes and facilitate the development of new residential construction related to providing ADA accessible homes for disabled persons who live in properties currently owned by the Augusta, GA Land Bank Authority (AGLBA). Augusta, GA has concluded that it is beneficial to act as a team for the purpose of increasing homeownership, rental housing opportunities, lease to own options for potential homebuyers, as well as assist ADA and senior homeowners in their efforts to financially maintain a safe, decent and compliant home. Analysis: Approval of this agreement will allow GRI to provide services and support to develop three ADA accessible homes and seven rehabilitated existing home projects. Financial Impact: GRI will contribute $180,000 for three ADA Accessible homes for FY 22 GRI will contribute $35,000 for seven HCD Home Rehabilitation Program for FY 22 Alternatives: Deny HCD’s request. Cover Memo Recommendation: Item # 5  Approve Housing and Community Development’s (HCD’s) request to enter into agreement with Georgia Rehabilitation Institute, Inc. (GRI) for ADA project initiatives. Funds are Available in the GRI Funds – Total amount received if approved – $215,000 Following HOME Funds : 221073212-5225110 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 5  Attachment number 1 \nPage 1 AGREEMENT Between AUGUSTA, GEORGIA Through AUGUSTA HOUSING AND COMMUNITY DEVELOPMENT And The Georgia Rehabilitation Institute INC. FY 2021 ______________________________________________________________________________ This Agreement, is made and entered into this 1st day of September, 2021 (“the effective date”) by and between Augusta, Georgia, acting through the Housing and Community Development Department (hereinafter referred to as “HCD”) – with principal offices at 510 Fenwick Street, Augusta, Georgia, as party of the first part, hereinafter called “Augusta and Georgia Rehabilitation Institute a Georgia nonprofit organization with an expertise in restoring ability, hope and independence to people who need medical rehabilitation and /or community support following temporary illness, injury or life changing disability pursuant to the Laws of the State of Georgia. WHEREAS, the sole purpose of this agreement is the collaboration between Augusta, Georgia, Georgia Rehabilitation Institute, INC., and to further detail the separate and distinct roles and responsibilities of each party of the HCD housing programs: WHEREAS, there is a growing need for ADA assistance for disability persons that would be made affordable to them, and; WHEREAS, employers, such as HCD, are looking at ways to increase funding to assist in servicing more persons and allowing seniors and the disabled to age in place and provide future accessible housing and; WHEREAS, Georgia Rehabilitation Institute (GRI), has the expertise to provide quality and efficient services to Augusta, Georgia in assisting HCD with funding and; WHEREAS, GRI will work with the HCD to service persons with disabilities and seniors for all accessibility needs. THEREFORE, Augusta HCD and GRI agree that it is in the best interest of all concerned to enter into this agreement. Eligibility Determinations Residents will be received on a first-come, first-serve basis. To be eligible for services through the HCD/GRI collaboration, applicants will have to meet the following criteria for the Rehabilitation section: a) Applicant must live in Augusta, Georgia , Item # 5 Rehabilitation/ GRI AGREEMENT Page 1 of 5  Attachment number 1 \nPage 2 b) Applicant homes must be the primary residency, c) Applicant must have a certifiable disability or be a senior (55 and up), d) Applicant must provide proof of insurance coverage, e) Applicant must provide a paid property tax receipt, f) Applicant must provide copy of property deed, g) Applicant must be a low to mod resident. Eligibility for the New Construction applicant: a) Applicant must be willing to live in Augusta, GA, b) Applicant must have a certifiable disability or Senior (55 and up), c) Applicant must show to be a low to mod resident. Roles and Responsibilities It is understood that HCD and GRI will work together as a team to effectively meet the housing, disability and senior needs of Augusta, GA’s residents. This level of collaboration will require thorough and timely communication between all parties. However, the parties to this agreement understand their separate and distinct responsibilities, including but not limited to the following: Augusta, GA is committed to rehabilitating existing home and constructing new accessible homes or housing features for residents with disabilities and/or seniors that live in the city, HCD agrees to: 1. Identify, inspect, vet and provide work write-ups or plans for the projects that will be serviced. 2. Provide procurement services and oversight of projects. 3. Pay contractors/developers for project services according to same guidelines utilized for all construction projects. 4. Provide additional federal funds for projects as needed. 5. Submit service project recommendations to GRI as needed for approval. HCD shall have no obligations under this agreement other than those outlined above. GRI through this partnership will contribute up to $180,000 to contribute to constructing new affordable housing units (3) for seniors/disabled persons on McCauley St. and $35,000 to contribute to ADA Rehabilitation projects during the fiscal year of (September 1, 2021 – September 2022) towards accessible housing features and disability enhancements. GRI will: 1. Provide Funding for projects through June 30, 2022, 2. Partner with HCD to service seniors and/or persons with disabilities, and 3. Provide repayment upon invoice submission from HCD of completed work that meets eligibility determinations. Item # 5 Rehabilitation/ GRI AGREEMENT Page 2 of 5  Attachment number 1 \nPage 3 Partnership Goals The goal of the initiative is to provide affordable ADA assistance for disabled persons, thus this partnership will:  Assist in servicing disabled persons and allowing seniors to age in place and provide future accessible housing needs,  Foster comprehensive revitalization, in partnership, and the promotion of new single- family housing in development areas,  Increase affordable homeownership opportunities through the HOME Program approved by participating lenders and use of financing assistance offered through various HUD programs and GRI investment, and  Increase homeownership by providing targeted counseling and education to potential homebuyers. Confidentiality All parties agree that by virtue of entering into this agreement they will have access to certain confidential information regarding the other party’s operations and applicant’s personal information related to this project. None of the parties bound in this agreement will at any time disclose confidential information and/or material without the consent of the subject party unless such disclosure is authorized by this agreement or required by law or court order. Unauthorized disclosure of confidential information shall be considered a material breach of this agreement. Where appropriate, releases will be secured before confidential information is exchanged. Confidential information will be handled with the utmost discretion and judgment. This confidentiality paragraph shall survive the termination of this agreement. Nondiscrimination There shall be no discrimination of any person or group of persons on account of race, color, creed, religion, sex, marital status, sexual orientation, age, handicap, ancestry or national origin in the implementation of the housing policies described in this agreement. Modification This agreement may not be modified or amended except by written agreement executed by the parties hereto. Counterparts This agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Severability The parties hereto intend and believe that each provision in this agreement comports with all applicable local, state and federal laws and judicial decisions. However, if any provision in this agreement is found by a court of law to be in violation of any applicable ordinance, statute, law, administrative or judicial decision, or public policy, and if such court should declare such provision to be illegal, void or unenforceable as written, then such provision shall be given force Item # 5 Rehabilitation/ GRI AGREEMENT Page 3 of 5  Attachment number 1 \nPage 4 to the fullest possible extent that the same is legal, valid and enforceable and the remainder of this agreement shall be construed as if such provision was not contained therein. Construction The headings of this agreement are for convenience only and shall not define or limit the provisions hereof. Where the context so requires, words used in singular shall include the plural and vice versa, and words of one gender shall include all other genders. In the event of a conflict between the terms and conditions of any other agreement and the terms and conditions of this agreement, the terms and conditions of this agreement shall prevail. Legal Review The parties hereto acknowledge that they have been advised by legal counsel of their choice in connection with the interpretation, negotiation, drafting and effect of this agreement and they are satisfied with such legal counsel and the advice which they have received. Applicable Law This agreement shall be governed by, and construed in accordance with, the laws of the State of Georgia without regard to conflict of laws principles. Term The term of this agreement shall be for 1 year (FY 2022), provided that this agreement is terminable at will in writing, (with a 30 day notice) at any time, for any reason, by HCD or GRI. This agreement will be evaluated at the end of the GRI fiscal year based on success measures and renewable until it is determined needs have been achieved or GRI determines not to renew. Item # 5 Rehabilitation/ GRI AGREEMENT Page 4 of 5  Attachment number 1 \nPage 5 ARTICLE XVII. COUNTERPARTS This Agreement is executed in two (2) counterparts – each of which shall be deemed an original and together shall constitute one and the same Agreement with one counterpart being delivered to each party hereto. IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first written above: ATTEST: AUGUSTA, GEORGIA (Augusta) SEAL By: ___________________ _____ Hardie Davis, Jr. Date As Its Mayor ______________________________ Lena Bonner Clerk of Commission ______________________ ____ Odie Donald, II Date As City Administrator ____________________ _______ Hawthorne Welcher, Jr. Date As Director, HCD ATTEST: Georgia Rehabilitation Institute, INC. (Grantee) SEAL: By: ________________________ Its:_________________________ _______________________ (Plain witness) Item # 5 Rehabilitation/ GRI AGREEMENT Page 5 of 5  Administrative Services Committee Meeting 8/31/2021 1:15 PM HCD_ Homebuyer Subsidy Program Approval Request (414 McQueen Court) Department: HCD Presenter: Hawthorne Welcher, Jr. and/or HCD Staff Caption: Motion to approve Housing and Community Development Department’s (HCD's) request to provide HOME funding to assist one (1) low to moderate income homebuyers with gap financing, down payment and closing cost to purchase a home (414 McQueen Court) through the Homebuyer Subsidy Program. Background: The City of Augusta’s Home Subsidy Program is a loan in the form of a second mortgage. This financial assistance is combined with a primary loan (first mortgage loan) from a participating lending institution and enables a qualified first-time home buyer to become a homeowner. The buyer must be a first- time home buyer and the home must become the buyer’s primary residence. The program is funded by The Department of Housing and Urban Development (HUD) and administered by The City of Augusta’s Housing and Community Development Department (HCD). The program promotes neighborhood stability by assisting with the gap financing toward the purchase price and closing costs for homes located within the city limits of Augusta and in conjunction with local Community Housing Development Organizations (CHDOs) and employees of Augusta, Georgia. One application awaiting approval to move forward with the process of becoming a homeowner: 1. Homebuyer Subsidy – 414 McQueen Court - Requesting: $25,000 Sales Price: $ 142,000.00 Applicant has a first mortgage from a lending institution but needs the Subsidy to complete the process. Once approved, Lenders will schedule closing and the applicant will then become a new homeowner in Augusta, Georgia. Analysis: The approval of the applications will enable one individual to become a homeowner and “Make the American Dream a Cover Memo Reality”. Approval will also have a positive impact on the Item # 6 community by increasing the tax base in Augusta, Georgia. Financial Impact: The City receives funding from the US Housing and Urban Development Department on an annual basis. Alternatives: Do not approve HCD's Homebuyer Subsidy Agreement. Recommendation: Motion to approve Housing and Community Development Department’s (HCD's) request to provide HOME funding to assist one (1) low to moderate income homebuyers with gap financing, down payment and closing cost to purchase a home (414 McQueen Court) through the Homebuyer Subsidy Program. Funds are Housing and Urban Development (HUD) Funds: HOME Available in the Investment Partnership Grant (HOME) funds. 221073212- Following 5225110 Accounts: REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 6  Attachment number 1 \nPage 1 HOME PROGRAM HOMEBUYER WRITTEN AGREEMENT NOTICE TO HOMEBUYER: This AGREEMENT contains a number of requirements you must fulfill in exchange for the federal assistance you are receiving through the Home Investment Partnerships Program (HOME Program). Be sure to read each paragraph carefully and ask questions regarding any sections you do not fully understand. This AGREEMENT will be enforced by a forgivable loan and mortgage as set forth below. You should be sure that you thoroughly understand these documents before you sign them. THIS AGREEMENT, made and entered into this ____ day of ____________, 2021 by and between ____________ hereinafter referred to as “BORROWER,” and AUGUSTA HOUSING & COMMUNITY DEVLOPMENT having its principal office at 510 Fenwick, Augusta, Georgia 30901, hereinafter referred to as “LENDER.” WHEREAS, on ___________________, the Lender agreed to provide to the Borrower financial assistance to be used in pursuit of the purchase of certain real property hereafter described: _Map Parcel #___ and ___________________________________. WHEREAS, a percentage of said financial assistance was provided in the form of a Forgivable Loan, hereinafter referred to as a “LOAN,” with said Loan being in the amount of Twenty-Five thousand dollars 00/100 ($25,000.00) subject to the condition that the Borrower executes this Agreement. WHEREAS, the Forgiveness Loan is funded by the U.S. Department of Housing and Urban Development (“hereafter HUD”) via the HOME Investment Partnership Program (hereafter “HOME Program”), and restrictions apply to the Borrower when participating in the City of Augusta’s Forgiveness Loan Program. NOW THEREFORE, in consideration of the said Loan and in accordance with the provisions of State of Georgia Statues, the parties do hereby agree as follows: The Borrower covenants and agrees with the Lender to adhere to the following HOME Program Restrictions imposed on them for the federal assistance provided: Affordability Period You must comply with the HOME Program’s period of affordability. The period of affordability for the home will be 10 years, based on the amount of the direct subsidy to the HOMEBUYER. During this 10 year period, the HOMEBUYER must maintain the home as his/her principal place of residence at all times. During this time the recapture restriction is effective and requires all HOME funds that were provided for the purchase of the home to be repaid to the City, including principal, Item # 6 HOME Program – Homebuyer Written Agreement Page 1 of 5  Attachment number 1 \nPage 2 interest, late fees, and other charges, if you do not occupy the property as your principal residence or if you sell or transfer the property. Maximum Sales Price The property may not have a purchase price for the type of single family housing that exceeds 95% of the median purchase price for the area. It has been verified that the purchase price of the housing does not exceed 95 percent (95%) of the median purchase price of homes for the area, as set forth in 24 CFR Part 92.254(a). The maximum purchase price is as follows for the Augusta Richmond County GA: Unit # FHA Limits Pre-Economic Stimulus Act- 2020 Existing Homes New Homes 1 Unit $ 157,000 $ 238,000 2 Unit $ 201,000 $ 304,000 3 Unit $ 243,000 $ 368,000 4 Unit $ 301,000 $ 456,000 Unadjusted Median $ 164,900 $ 250,000 Value Appraised property value The AWARDEE certifies that a certified property appraiser has appraised the property that is the subject of this AGREEMENT at a value of $________. Principal residence requirement This agreement shall remain in force throughout the affordability period as long as the home remains the principal residence of the HOMEBUYER. Should the HOMEBUYER not maintain the home as his/her principal residence, or rent or sell the residence to another party, the HOMEBUYER will be in breach of this agreement and will be required to repay the amount awarded, as of the day the home is no longer the principal place of residence of the HOMEBUYER. If the home is sold to another party, the liability of the HOMEBUYER will be limited to the amount of the net proceeds of the sale as set forth below. ________Buyer Initials Recapture Agreement This is a mechanism to recapture all or a portion of the direct HOME subsidy if the HOME recipient decide to sell the house within the affordability period at whatever price the market will bear. The recaptured funds will come from the net proceeds if available. Any such repayment as required shall be made to the Lender no later than thirty (30) days following the action that require the repayment. Item # 6 HOME Program – Homebuyer Written Agreement Page 2 of 5  Attachment number 1 \nPage 3 Obligation of Repayment As security of Borrower’s obligation of repayment, and subject to the terms and conditions of this Agreement, the Borrower grants, and the Lender shall and hereby does have, a lien on the real estate hereinafter described in the full amount necessary to satisfy said repayment obligation and the cost, including reasonable attorney’s fees, of collecting the same. The real estate subject to said lien is legally described as: ALL THAT LOT OR PARCEL OF LAND, situated, lying and being in the City of Augusta, Richmond County, Georgia bounded North by ______. South by ______________, East by ____________ and West by ___________. Parcel # _____________ Property recorded as _______________________, Promptly after the date of any sale, transfer or other conveyance of the above describe property, or in the event of a sale by contract for deed, at least ten (10) days prior to the date of such sale; or if the property shall cease to be the Borrower’s principal place of residency, the Borrower or his/her heirs, executors, or representatives shall give the lender notice thereof. In the event the Borrower or his/her heirs, executors, or representatives shall fail or refuse to make a required payment within said limited period, the Lender may, with or without notice to the Borrower, foreclose said lien in the same manner as an action of the foreclosure or mortgages upon said real estate, as provided by State Statue. Ownership of Property You must hold fee simple title to the property purchased with HOME funds for the duration of your Forgiveness Loan. Use of HOME funds The HOMEBUYER agrees that the HOME assistance will be used to lower the cost of the home by providing down payment assistance. This will reduce the sales price of the home to the HOMEBUYER and reduce the total amount the HOMEBUYER will be required to borrow in order to purchase the home. ________Buyer Initials Household Income You must be an eligible household through the time of filing a loan application with the City or other lender to the escrow closing of the purchase transaction. Income eligibility means that your annual gross household income, adjusted for household size does not exceed eighty percent (80%) of the Augusta-Aiken median income, as established by HUD. Insurance requirement Item # 6 HOME Program – Homebuyer Written Agreement Page 3 of 5  Attachment number 1 \nPage 4 The HOMEBUYER must at all times during the duration of this AGREEMENT maintain a valid and current insurance policy on the home for the current appraised or assessed value of the home. Failure to maintain a valid and current insurance policy will be considered a breach of this AGREEMENT, and the AWARDEE will have the right to foreclose on its mortgage lien if necessary to protect the HOME Program investment. Property standards Pursuant to HOME Program rules, the property that is the subject of this AGREEMENT must meet all State and local housing quality standards and code requirements. If no such standards or codes apply, the property must at a minimum meet the HUD Section 8 Housing Quality Standards/Uniform Physical Condition Standards. Termination Clause In the event of foreclosure or deed in lieu of foreclosure of Prior Security Deed, any provisions herein or any provisions in any other collateral agreement restricting the use of the Property to low or moderate-income households or otherwise restricting the Borrower’s ability to sell the Property shall have no further force or effect. Any person (including his successors or assigns) receiving title to the Property through a foreclosure or deed in lieu of foreclosure of a Prior Security Deed shall receive title to the Property free and clear from such restriction. Further, if any Senior Lien Holder acquires title to the Property pursuant to a deed in lieu of foreclosure, the lien of this Security Instrument shall automatically terminate upon the Senior Lien Holder’s acquisition of title, provided that (i) the Lender has been given written notice of a default under the Prior Security Deed and (ii) the Lender shall not have curved the default under the Prior Security Deed within the 30-day notice sent to the Lender.” This Agreement shall run with the aforementioned real estate and shall inure to the benefit of and be binding upon the parties hereto and their respective heirs, executors, representatives, successors and assigns. If at any time that the City realizes that you have falsified any documentation or information, you may be required by law to pay the full amount of subsidy provided. ________Buyer Initials Post Purchase Requirement Homeowner must attend a Post Homeownership Counseling class and submit a certificate of completion to AHCD within the first two years of purchasing the house. AHCD will not release the lien on the property until this requirement has been met. _______Buyer Initials IN WITNESS WHEREOF, the Borrower has executed this Forgiveness Loan Repayment Agreement. Item # 6 HOME Program – Homebuyer Written Agreement Page 4 of 5  Attachment number 1 \nPage 5 ___________________________________________ Date___________________________ HOMEBUYER SIGNATURE Attest: Subscribed and sworn to before me __________________________________, 20____. My Commission Expires ______________________________________, 20____. ______________________________________ Notary Signature IN WITNESS WHEREOF, the parties have set their hands and seals as of the date first written above: ATTEST: AUGUSTA, GEORGIA (The City) Approved as to form: _________________________ Date:_________________ Augusta, GA Law Department By: ___________________________________ Date: _________________ Hardie Davis As Mayor By: ___________________________________ Date: _________________ Odie Donald II Administrator By: ___________________________________ Date:_________________ Hawthorne Welcher, Jr. As Director, HCD SEAL ____________________________ Lena Bonner As its Clerk Item # 6 HOME Program – Homebuyer Written Agreement Page 5 of 5  Administrative Services Committee Meeting 8/31/2021 1:15 PM Housing and Community Development Department’s Homebuyer Subsidy Program, Down Payment Assistance Program, and Rehabilitation Program practices and processes Department: Administrator's Office Presenter: Administrator Donald Caption: Discussion of Housing and Community Development Department’s Homebuyer Subsidy Program, Down Payment Assistance Program, and Rehabilitation Program practices and processes. Background: Currently the Augusta Commission has authorized the Administrator to execute contracts and agreements up to $25,000. Despite this authority, it has been the practice of the department to route each of these agreements through both the Committee and Commission cycles, which has extended the process for homebuyers within an extremely competitive market. The Administrator proposes to discuss an alternative process that keeps the Commission informed on a monthly basis, while expediting the process for executing agreements in support of homeowners. Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Fund 221 Following Accounts: Cover Memo Item # 7 REVIEWED AND APPROVED BY: Finance. Law. Administrator. Clerk of Commission Cover Memo Item # 7  Housing & Community Development Department Down Payment Assistance ~ Homebuyer Subsidy ~ Owner Rehabs Item # 7 Attachment number 1 \nPage 1  HOMEBUYER SUBSIDY PROGRAM The City of Augusta’s Homebuyer Subsidy Program via Laney Walker – Bethlehem Bond Financing / HOME Investment Partnership Program will provide assistance to qualified homebuyers in the form of a deferred “silent” second mortgage. v A maximum of $25,000 is available, on an as needed basis, through a second mortgage product for LWB and HOME for Homebuyer Subsidy (Gap Financing, Closing Costs, Interest Buy down) ----------------------------------------------------------------------------------------- DOWN PAYMENT ASSISTANCE PROGRAM The City of Augusta’s Down Payment Assistance Program via HOME Investment Partnership Program will provide assistance to qualified homebuyers in the form of a deferred “silent” second mortgage. v A maximum of $5,000 is available, on an as needed basis, through a second mortgage product for HOME Down Payment Assistance ----------------------------------------------------------------------------------------- EMERGENCY REHAB PROGRAM The City of Augusta’s Emergency Rehabilitation Program, via CDBG funding, will provide emergency rehabilitation services to qualified homeowners in the form of a grant. v A maximum $10,000 grant is available, on an as needed basis; when warranted, up to $25,000 may be made available to address Code Deficiencies and other Emergency needs of the property (HVAC, roofing, plumbing, etc.) Item # 7 Attachment number 1 \nPage 2 2  PERFORMANCE INDICATORS Program 2018 2019 2020 2021 (YTD) Homebuyer 7 2 14 12 Subsidy Down Payment 36 10 5 2 Assistance Emergency 17 24 11 36 Rehabs Item # 7 Attachment number 1 \nPage 3 3  HCD Down Payment Assistance, Homebuyer Subsidy and Emergency Rehab Process 9. HCD Transmits Agreement for 16. Check made available to 8. HCD recieves Commission Approval execution to Legal Department Closing Attorney or Letter from Administrator's Office Contractor, as appropriate 1. Applicant Submission 10. Legal Department forwards Agreement for execution to City 15. HCD submits Pay Request to 2. HCD Staff Processing of 7. Full Commission Meeting Administrator's Office Finance (by Tuesday's at Noon Applicant Submission – for consideration of Approval for payment that Friday) Environmental Review, Inspection, Compliance /Eligibility Determination (15 days) 11. City Administrator's Office forwards to Mayor's Office for 14. HCD sends Applicant Approval 6. Administrative Services execution to Lender Committee Meeting for 3. Agreement Interview with consideration of Approval Applicant 12. Mayor's Office forwards Agreement to Clerk of Commission for 13. Clerk of Commission forwards recording executed Agreement back to HCD 5. HCD enters NOVUS Agenda Item for Commission Approval 4. HCD executes Agreement with (30 days prior to scheduled Applicant meeting) Item # 7 Attachment number 1 \nPage 4 4  Process Example HCD Total Process Submit to Admin Full Receive Legal Admin. Mayor Clerk of Returned Number Steps Novus Services Commission Admin’s Dept. Signature Sign Commission to HCD of Agenda Meeting Meeting Approval Days Letter Number of 8/1/212 9/1/21 9/8/21 9/10/21 9/11/21 9/18/21 9/25/21 10/11/21 10/18/21 Days1 78 days Notes: 1. This is a very rough estimate of the process. Reflects approximate time between departments for signatures. 2. This is an estimation based on HCD Internal process for timely NOVUS Agenda submission to allow time for NOVUS Approval routing. Item # 7 Attachment number 1 \nPage 5 5  Motion to allow Augusta, GA Administrator to execute (via Signature) all HCD Recommended Homebuyer Subsidy, Down Payment Assistance and Motion Emergency Rehab requests within Administrator’s threshold of $25,000 with exception of rehabs up to $35,000 maximum. Item # 7 Attachment number 1 \nPage 6  Attachment number 1 \nPage 7 7 QUESTIONS? Item # 7  Administrative Services Committee Meeting 8/31/2021 1:15 PM Augusta Aquatics Update Department: Administrator's Office Presenter: Administrator Donald Caption: Administrative update in response to Commission inquires related to maintaining the grounds of public/common areas, parks, facility maintenance, as well as general operations of the aquatics center. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 8  Administrative Services Committee Meeting 8/31/2021 1:15 PM Minutes Department: Presenter: Caption: Motion to approve the minutes of the Administrative Services Committee held on August 11, 2021. Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 9  Attachment number 1 \nPage 1 Administrative Services Committee Meeting Commission Chamber - 8llll202l ATTENDANCE: Present: Hons. Hardie Davis, Jr., Mayor; Hasan, Chairman; Scott, Vice Chairman; B. Williams, member. Absent: Hon. Frantom, member. ADMINISTRATIVE SERVICES 1. Motion to approve the Administrator's proposed framework for administering Item the Augusta Rescue Plan (funded by the federal American Rescue Plan), and Action: implementation of Public Safety Puy, Premium Puy, and Vaccination Approved Incentives as presented. Motions Motion Type Motion Text Made By seconded By ffiXil Approve Motion to approve the Commissioner Commissioner Passes Administrator's proposed Francine Scott Bobby framework for Williams administering the Augusta Rescue Plan (funded by the federal American Rescue Plan), $1.5 million for vaccination incentives (vaccinations for 1 0,000 with $100 per person for full dosage) and $500,000 for salaries, potential locations for City partners to provide outreach for education and vaccinations, and other reasonable activities and expenses for vaccine Item # 9  Attachment number 1 \nPage 2 incentive implementation. The request also includes pre-authorization to implement revenue recovery, Public Safety and premium pay provisions within the law to provide one-time pay supplements for public safety and one-time salary adjustment of up to $15.00 per hour minimum and 2oh increases to address compression with funding from the ARP of approximately $6.6 million in FY21 and $5.6 million inFY22, pending the issuance and concurrence of allowable expenditures with the ARP final rules by the US Treasury Department. Motion Passes 3-0. 2. Motion to approve the minutes of the Administrative Services Committee held Item on July 27,2021. Action: Approved Motions --'--' Motion Motion Text Made By Seconded By Motion - 'r'ype Result Motion to Commissioner Commissioner Approve approve. Passes Bobby Williams Francine Scott Motion Passes ,-0. 3. Receive as information notification of 2022 Proposed City Holidays. Item Action: Approved Motions Motion Motion rext Made By Seconded By ryJ:" Result Approve Passes Item # 9  Attachment number 1 \nPage 3 Motion to Commissioner Commissioner approve. Bobby Williams Francine Scott Motion Passes 3-0. 4. Motion approve a new position of Open Records Officer (working title Item Transparency Officer) at a pay grade 25 funded by vacancy savings in the Action: Office of the City Administrator. Approved Motions X:11"' Motion Text By - ---- -r Made seconded By Motion I YPe Result Motion to Approve upp.o*. commissioner commissioner Passes ,J;;'p"sses 3-0. Bobby williams Francine Scoff 5. Motion to reclassiff one position of Administrative Assistant I to Public Item Information Assistant. Action: Approved Motions Motion Text Motion Y.:t:"' I YPe ---'- By Made -r seconded --------- By -r Result Motion to delete this commissioner commissioner Delete item from the agenda, Bobby Motion passes 3-0. Williams Francine Scott Passes www.augustaqa.gov Item # 9 Attachment number 1 \nPage 4 Item # 9  Administrative Services Committee Meeting 8/31/2021 1:15 PM Mr. Joe Jones regarding McCullough Townhomes Department: Augusta Commission Presenter: Commissioner Dennis Williams Caption: Mr. Joe Jones regarding McCullough Townhomes - United House of Prayer Request. (Requested by Commissioner Dennis Williams). Background: Analysis: Financial Impact: Alternatives: Recommendation: Funds are Available in the Following Accounts: REVIEWED AND APPROVED BY: Cover Memo Item # 10