City Council Information Letter. February 28, Request for Proposal Process for Dental Benefits. Office Space Efficiency Adjustments at City Hall

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1 City Council Information Letter February 28, 2014 Request for Proposal Process for Dental Benefits As directed during last week's Council meeting, after authorizing a contract to proceed with Kaiser Permanente for employee health insurance benefits, a Request for Proposal (RFP) process to consider dental care coverage was initiated a few days ago. As referenced in the attached advertisement, proposals from qualified dental insurance carriers for "Group Dental HMO and PPO Insurance Carrier Services" are to be submitted to the Purchasing Division by no later than Wednesday, March 12 1 h. Interestingly, as the Department of Human Resources and Risk Management advised current provider Assurant of the aforementioned RFP engagement, we've been informally advised that they will consider a no rate increase provision for a two year period. Despite this kind gesture, the City of College Park owes it to both the organization and the community to consider all opportunities to this effect available in the marketplace. Office Space Efficiency Adjustments at City Hall In response to observations recently offered regarding spatial inefficiencies at College Park City Hall, as well as resulting adverse impacts to overall external and internal customer service orientation, various department directors were recently asked to convene so as to provide the Office of the City Manager with specific recommendations for modifications. I am pleased to report that the first effort of this directive resulted in the designation of what will soon be known as the

2 City Council Information Letter February 28, 2014 Page 2 Municipal Conference Room, to be located on the second floor in an area currently occupied by staff in the Department of Engineering. Conversion of this space, to include purchase of a conference room table and chairs, and technology upgrades, are to therefore be arranged soon. Likewise, the remaining focus for the facility involves more efficient space utilization in Human Resources and Risk Management, Inspections, Customer Service, and Recreation. Recommendations for review and consideration will therefore be offered publicly during an upcoming workshop meeting. Process to Consider Charitable and Community Contributions Given the various requests recently experienced from community groups and individuals interested in securing financial assistance from the City of College Park for events and/or other activities, leadership from both the Department of Finance and Accounting and the Office of the City Clerk recently presented a draft administrative policy that could govern contributions respectively. As referenced, this process establishes a framework for administering both charitable and in-kind contributions, including eligibility requirements that will also ensure proper internal control procedures for annual auditing purposes. An opportunity for formal consideration for authorization is to therefore be offered during your April ih Council meeting. Meanwhile, we should continue to be mindful of such requests as they relate to funding availability and public impact. Presentation and Introductions by The Ferguson Group In response to last week's update involving Kareem Murphy's transition from The Ferguson Group, please be advised that leadership representing the firm will join us for both a legislative dialogue and introduction of its staff to serve as the "College Park Team" during the April ih regular meeting. As referenced in the attached electronic mail message and brief professional biographies,

3 City Council Information Letter February 28, 2014 Page 3 these include Senior Consultant Charmayne Anderson, and Partner Bill Hanka. Additionally, as Mr. Ferguson has recently stepped down from day-to-day operations of the firm, recently appointed company president W. Roger Gwinn will join both Ms. Anderson and Mr. Hanka for this dialogue. Calendar of Activities, Meetings, Tasks, and Functions With the beginning of this week marking a series of engagements with leadership of Google at their Midtown Atlanta office regarding direction to achieve the fiber community designation, various departments are being assigned numerous tasks to help yield investments in infrastructure and related service offerings. Additional information regarding efforts to this effect will therefore be offered beginning next week. Another notable engagement was a meeting yesterday with business and concession representatives at Hartsfield Jackson Atlanta International Airport that are now subject to business license and occupational tax requirements of the City of College Park. Not only was this dialogue productive in clarifying associated details. Both my office and that of City Clerk Melissa Brooks were also able to establish both connections and relationships to be effective accordingly. Enclosures: Proposed Administrative Policy Summary - City of College Park Charitable and In-Kind Contributions Electronic Mail Message from Pamela Kesler - The Ferguson Group Meeting on April 7'h Professional Biographies for Charmayne Anderson and Bill Hanka- The Ferguson Group Advertisement for Request for Proposal - Dental HMO and PPO Insurance Services Microsoft Outlook Calendar for Terrence Moore - Week of February 24, 2014 CM/Documents/CP City Council Information Letter42

4 City of College Park Charitable and In-Kind Contributions Administrative Policy Sec. 1 Purpose This administrative regulation provides policy direction to address requests from and /or organizations requesting charitable and/or in- kind contributions from the City of College Park. The purposes of this policy are: I. To establi sh eligibility criteria and requirements for and/or organizations requesting charitable and/or in- kind contributions from the City of College Park. 2. To establish a framework for administering charitable and/or in- kind contributions from the City of College Park. Sec.2 Policy I. The City Manager's Office will receive applications from organizations requesti ng charitable contributions. Applications will be placed on the agenda for review and consideration at the Mayor and City Council Meeting. a. To determine whether or not the applicant meets the eligib ility criteria and requirements as noted below. b. To determine how the event wi ll enhance and/or benefit all segments of the City of College Park. 2. The applicant must meet the fo llow ing eligibility criteria and requirements to be considered for charitable and/or in-kind contributions. The applicant must: a. Be qualified to do husiness in Georgia. b. Have active programs within Georgia (Preferably City of College Park). c. Be a nonprofit, tax-exempt, charitable federation or organization supported in part by voluntary contributions from the general public, and be providing charitable services. d. Retain its status as a 501 (c)(3) and 26 USC 170 tax-exempt entity pursuant to the internal revenue code and the applicable laws of Georgia for the period in which the funds are being requested. e. Provide for an annual financial audit by an independent certified public accountant if revenues in the preceding year exceed $100,000. f. Comply with all laws and regulations regarding nondiscrimination and equal employment opportunity with respect to its clients, officers, empl oyees and volunteers. g. Agree to adhere to City guidelines, ensuring that contact with City of College Park employees' is limited in campaigning for contributions. h. Ensure that its promotional activities and printed materials are based upon actual program operations and are truthful, not deceptive, and include all material facts relative to its cause. 1. Verify that its publicity and promotional activities protect against unauthorized use of its contributor lists, and do not permit the payment of commissions, kickbacks, finder's fees, percentages, bonuses, or overrides for fundrai sing and solicitation of the public. 1

5 Sec. 3 Responsibilities I. City Manager's Office is responsible for the administration and enforcement of this policy. 2. The City Manager's Office will coordinate with the Finance and Accounti ng Department to appropriate designated contributions. 3. The City Manager's Office will request indi viduals and/or organizations to provide reports that detail disbursements in tota l. Also, will verify total contributions equal total disbursements (request detail supporting any discrepancies) and may contact individual and/or organizations to verify contributions received. Sec. 4 Program/Process Controls I. Contributions will be made depending available funds. Sec.S Procedures I. Individuals and/or organizations seeking contributions shall apply by filing a written request with the City Manager's Office (3) months in advance of the event. 2. The written request must include the following information: a. The organization's corporate or official name, headquarters or local address, telephone number, contact person. b. The organization's purpose or mission statement. c. Description of the services provided. d. Copy of the written policy of nondiscrimination. e. Copy of the most current annual rep011, if available. f. Copy of the most current financial audit; and g. Evidence of nonprofit, tax-exempt status, eligibility for charitable contributions under the provisions of the Internal Revenue Code, and licensed to do business in Georgia. 3. Applicants will receive a written notice from the City Manager's Office announcing the status of their application by sixty days. 4. Contributions will be limited to $ annually. 5. Applicants who qualify, but are not selected for contributions, may apply again the following year as funds become available. Sec. 6 Definitions/Glossary Applicant: Organization requesting charitable and/or in-kind contributions from the City of College Park. Charitable Organization: Any entity described in internal revenue code section 50 I (c) (3) (26 USC & 50 I [c) [3]) and exempt from federa l income tax under internal revenue code section 50 I (a) (26 USC & 501 [a]) and supported in part by voluntary contributions from the public and which, unless exempt, is registered with the attorney general of Georgia or the Georgia secretary of state as a charitable corporation or nonprofit organization. Charitable Organization Fund: An organization, to which tax deductible charitable contributions may be made pursuant to section 170 (c) of the internal revenue code, which solicits and distributes charitable contributions on behalf of other charitable organizations. 2

6 Rosyline Robinson From: Sent: To: Subject: Pamela Kesler Thursday, February 27, :28 PM Rosyline Robinson The Ferguson Group - Meeting on April 7 at 4:00 p.m. Rosyline, it was a pleasure talking with you this morning about setting up a meeting with City Manager Terrence M oore and his staff on Monday, April 7 at 4:00p.m. The pu rpose of the meeting will be to ensure a smooth transition between the City and The Ferguson Group, due to the departure of Kareem Murphy. We would like to ta ke this opportunity to introduce TFG's new team members to City officials. Please find below the list of attendees to the meeting, as we ll as to the Co uncil Meeting at 7:30p.m. W. Roger Gwinn, President and CEO Bill Hanka, Pa rtner Charmayne Macon, Se nior Adviso r Thank you. Pam Kesler The Ferguson Group, LLC (TFG) Connecticut Avenue, N.W., Suite 300 Washington, D.C (202) Direct (202) Phone (202) Fax pkesler@tfgnet.com www. thefergusongroup.com Confidentiality Notice: This electronic mail message, includi ng any attachments, is for the sole use of the intended recipient(s) and may contain confidential and privileged in fo rmation.

7 THE FERGUSON GROUPLLC The Ferguson Group's College Park Team Co-Lead Charmayne Anderson Senior Consultant Charmayne Anderson advocates for public agencies and nonprofit organizations on a variety of legislative and policy issues affecting their funding and program operations. With over two decades of experience, she devises and executes federal appropriations strategies and advances policy objectives on housing, economic and workforce development, transportation, and environment and water resources issues. Her activities also include advising on competitive grant opportunities, providing regulatory representation before Federal agencies, and coalition building with other groups with similar legislative or policy goals. Ms. Anderson's current clients include primarily California entities, with additional focus in the South. The nonprofit organizations she represents work to provide resources and opportunities for a quality education for underprivileged youth, and economic stability and development in our nation's urban core. Her work with nonprofit's in particular has involved engaging them in the public policy process as part of their overall strategy to promote their causes, as well as forging partnerships with the Federal government and prospective and existing supporters. Prior to joining TFG, Ms. Macon served as a staff assistant for the House Committee on Government Operations (renamed the House Committee on Government Reform). where she provided research and analysis on immigration, transportation and agricultural issues. She received her B.A. in Government and Politics and her M.P.A., with a concentration in policy, from George Mason University. She is a member of the Women in Government Relations, and the Women's Transportation Seminar. Ms. Macon is also an active member of the Washington Redskin Cheerleader Alumni. Co-Lead Bill Hanka Partner Bill Hanka joined TFG in 2000, with ten years of federal government experience working at the White House and in both the Senate and House of Representatives. At TFG, Bill is the leader of the firm's Transportation Practice Team and is a past member of the firm's Management Committee. Bill has worked with public and private sector clients across the nation to create innovative solutions on a wide variety of projects, including the currently-under-construction $120 million project to redevelop the City of Cincinnati's downtown riverfront. In 2008, he organized a national group of mayors to aide in the redevelopment of local communities devastated by auto industry plant closures. This work eventually led to the formation of the Mayors Automotive Coalition (MAC) and now expanded to the Manufacturing Alliance of Communities, which he manages as Federal Director. One of the biggest MAC accomplishments to date has been the creation of a $773 million environmental remediation and redevelopment trust for communities impacted by the closure of General Motors facilities. Bill's government career includes serving as deputy director of legislative affairs for Vice President Dan Quayle from 1989 to 1993, legislative director for Representative George Nethercutt from 1995 to 1997 and investigative counsel for the House Government Reform Committee from 1997 to After leaving government service, Bill was of counsel to the firm of Baker, Donelson, Bearman & Caldwell from 1998 to 2000, where he worked for his clients on transportation and federal election issues. Bill received his B.A. from Purdue University, and a J.D. from the Columbus School of Law at Catholic University Connecticut Avenue, Northwest Suite 300 Washington, DC (202)

8 ADVERTISEMENT for REQUEST FOR PROPOSAL Dental HMO and PPO Insurance Services RFP- HR GDIS The City of College Park is accepting Proposals from qualified dental insurance carriers for "Group Dental HMO and PPO Insurance Carrier Services". Proposals will be received no later than Wednesday, March 12, 2014 at 4:00pm EDT at The City of College Park, Attention: Rose Stewart, 3667 Main Street, College Park, GA Bids must be sent Fed Ex, UPS, or USPS. Bids received after the above date and time, or in any other location will not be considered. A bid packet may be obtained from The City of College Park Purchasing Department, 3667 Main Street, College Park, GA All questions concerning this Request for Proposal will be accepted via only to bgregory@collegeparkga.com by close of business (5:00pm EST) Wednesday, March 5, An Addendum listing all Q&A, clarifications will be mailed to vendors whom the City knows have received bid packet on or about COB Friday, March 7. The City of College Park reserves the right to reject any or all bids and to waive technicalities and informalities and re-advertise. All Minority, Woman and Small Businesses are strongly encouraged to apply. Only responsive proposals that are determined to meet the requirements and criteria set forth by the City of College Park will be considered.

9 February 24, March 02, 2014 February 2014 SuMo TuWe Th Fr Sa March 2014 SuMo TuWe Th Fr Sa Monday, February 24 Iii 8:00am - 9:00am Natalie Martin - Airport West CID Update and Direction (College Park City Hall - Office of the City Manager ) - Terren Iii 8:00am - 8:30am Mayor Longino (City Manager's Office) 0 9:00am - ll:ooam Google Fiber Check List Meeting (Meet at City Hall in Lobby or Artie's Office) - Frances Walden Iii 9:30am - 11:30am Agenda Review Committee Meeting (College Park City Hall-Administrative Conference Room) - Terrence Moore,_,.. lilll:ooam - 1:00pm El Ranchero Meeting (CP City Manager Office) - Brenda Sharpe Iii 2:00pm - 3:00pm College Park City Manager Mtg. with Future Foundation, Inc. (College Park City Hall-City Manager's Office) - Terren Iii 3:00pm - 5:00pm Business License, Legislative & Executive-Budget il 4:00pm - 5:00pm FAA Internal Discussion and Related Matters (Cit Iii 5:00pm - 6:00pm Draft Letter to Fulton County Elections (CM Offic Iii 6:00pm - 7:00pm Begin CIL... (CM Office ) Tuesday, February 25 Iii 8:00am - 8:30am Mayor Longino (City Manager's Office) 0 Iii 8:15am- 9:00am Efficient Work Space Utilization (Administrative Conference Room) - Terrence Moore II 9:00am - 10:00am Weekly Staff Meeting (Administrative Conference Room) o lil 10:00am - 12:00pm BIDA/FAA/Main St/Economic Development-Budget Review (Executive Conference Room)- Terrene il 12:00pm - 1:30pm ARC-City/County Managers Quarterly Meeting (ARC Offices-40 Courtland St., NE ATL 30303) - Terrence Moore ~ 12:00pm - 1:30pm City/County Manager's Meeting (Atlanta Regional Commission - Information Office) - Courtney Verdier li 2:00pm - 4:00pm Recreation (Admn/Facilities/Golf/CDBG Grants) li 3:00pm - 4:00pm Compile Information Letter Report - Updated Le II 4:00pm - 5:00pm Richard Chess Annual Performance Evaluation (C li 5:30pm - 6:30pm Process Pick Up Lodging and Auto (CM Office ) Wednesday, February 26 Iii 8:00am - 8:30am Mayor Longino (City Manager's Office) 0 Iii 9:00am - ll:ooam Sanitation - Budget Review (Executive Conference Room) - Terrence Moore illl:ooam - 11:30am College Park I Renaissance Hotel (Conference Call# BB , pass code# ) - Brasher, Kelly lil 11:30am - 12:15pm Pollee Chief Leadrshlp Regarding Special Events/Various Matters (Chief Fears' Office)- Terrence Moore Iii 1:30pm - 3:30pm Legal Review (City Manager's Conf Room) 0 Iii 2:00pm - 2:30pm Commercial Development-Old Nat'l Hwy (Executive Conference Room) - Terrence Moore Iii 2:30pm - 3:30pm College Park Development Grovestreet U: Parcel DDO Agreement - Renaissance Hotel (Conference Call) - Terrence Mo Iii 3:30pm -4:30pm COA - CIP (City Manager's Office) - Terrence Moore Iii 4:30pm - 5:30pm Weekly Meeting-Councilman Carn & City Manager (Councilman Carn's Office) - Terrence Moore 0 Thursday, February 27 Iii 8:00am - 8:30am Mayor Longino (City Manager's Office) 0 Iii 8:30am- 11:30am Fire (Admn/Supp/EMS)-Budget Review (Executive Conference Room) - Terrence Moore lil 10:00am - 10:45am Prime Concessions meeting at HJIA - Introductory Meeting with City Clerk's Business License Processes a Iii 1:30pm - 2:00pm Compile Information Letter Report - RFP Process and Schedule for Dental Insurance (CM Office) - Terrence Moore Iii 2:00pm - 3:00pm Public Information-Budget Review (Executive Conference Room) - Terrence Moore Iii 3:00pm - 4:00pm Compile Information Letter Report - Proposed Criteria for Charitable and Community Contributions (CM Office ) - Iii 4:00pm - 5:00pm Compile Information Letter Report - Space Efficiency Adjustments at City Hall (CM Office) - Terrence Moore Iii 6:00pm - 7:00pm Ribbon Cutting (Regus Hartsfield Center- 100 Harts 0 6:00pm - 7:00pm Canceled: Clayton County's Godby Road Widen in Friday, February 28 Iii 8:00am - 8:30am Mayor Longino (City Manager's Office) 0 Iii 8:30am - 9:30am Finalize CIL... (CM Office ) Iii 9:30am - 10:30am Iron Sky, Inc/Escrow Account (Conference Call/Exec Conf Room) - Terrence Moore il11:30am - 1:30pm Luncheon-GPC Metro South Region (Holiday Inn-Stockbridge, GA) - Terrence Moore Iii 2:30pm - 4:00pm Finalize Innovations Award Spreadsheet Data (CM Office) Iii 5:00pm - 6:30pm Various, CIL Notes, etc. (CM Office) Saturday, March 01 Iii 3:00pm - 5:00pm Black History Event and Program (GICC) Sunday, March 02 Terrence Moore 1 2/28/2014 9:30AM