HomeMy WebLinkAbout2010-02-17 Finance Committee Minutes
FINANCE COMMITTEE
February 17, 2010
Minutes
Councilors: Bronson, Weston, Nealley
Staff: Cyr, Dawes, Hupp, Yardley, McKay
1. Consent Agenda
Councilor Nealley asked for any staff member present to speak on Consent Agenda
items as necessary. Yardley spoke on item d) relating to the Shelter Plus Care
Grant. He noted that when the Council originally authorized the Department of
Health and Community Services to administer the Shelter Plus Care Program it was
with the expectation that individuals eligible for the program would always have a
case manager. The Federal’s intent of the ‘care’ is the case manager. The City does
not provide it but the case managers are provided in the community from the State
or local agencies. Over time, there has been a reduction in the availability of case
managers. Yardley said it is becoming somewhat of an issue. There have been
court rulings on tying federally funded housing to a requirement that someone has a
case manager. While the program is designed for that and works well when those
two components are together, it has been determined to be illegal to make that a
condition of housing. The City has always operated with that as an expectation and
has been successful. He wanted to advise the Council. In talking with advocates
and individuals who have appealed decisions, the practice has been somewhat
flexible in terms of how the program is administered. It works well for landlords
knowing that tenants have a case manager. Bronson asked if this places the City in
danger of violating grant rules or finding it is no longer eligible. Yardley said there is
no danger from past practice. Anytime an appeal has been made, the City has been
able to reasonably find a way to meet the needs of the program and the applicants.
Going forward, Yardley wanted to be certain that the Council understood the
process.
Dawes addressed item g) indicating that a 2003 City bus has an engine that needs
to be replaced. Bronson and Dawes had previously discussed that the City of
Brewer has an engine that may be useful in this application, and Dawes will check
into it. If not applicable, Dawes asked for permission to make an emergency
purchase. Responding to Bronson, Dawes said the life expectancy of a vehicle
should be between 350,000-400,000 miles. The buses put on approximately
43,000-48,000/miles annually, feasibly they should last 8-9 years per unit. By
federal standards, a bus must be in service for 12 years. Responding to Weston,
Dawes said that all buses are purchased with 80% federal funds, 10% State and
10% local dollars. The federal government requires that the 12 year bus vehicles
must be in use at least 12 years or 500,000 before it could be replaced or taken out
of service. The $10,000 for the engine replacement will be reimbursed 80% by the
Federal Government .
Cyr said that earlier this year staff asked the Committee for approval to appropriate
$15,000-16,000 out of a federal seizure account. There were a number of police
vehicles which were no longer serviceable, two failed State inspection, and one was
totaled by a drunk driver. Dawes was successful in obtaining two vehicles for the
anticipated price of one vehicle: a 2006 Chevy Impala with 54,000 miles and a 2007
Chevy Impala with 63,000, both of which were in good condition.
A motion was made and seconded to approve all Consent Agenda items.
a. Quitclaim Deed – 61 Cumberland Street
b. Quitclaim Deed – 190 Union Street
c. Quitclaim Deed – 134 Warren Street
d. Resolve 10-063, Appropriating Housing & Urban Development Grant – Project
Based Rental Assistance
e. Resolve 10-064, Appropriating Health & Human Services Grant - WIC
Nutrition Program
f. Resolve 10-065, Appropriating Health & Human Services Grant – STD
Clinic/HIV Counseling, Testing & Referral
g. Emergency Purchase – Bus Engine
h. Update on Purchase of Used Vehicles
2. Bids/Purchasing
a. Update on Pending Bids
Cyr discussed three pending bid items. The first is exterior window painting at City
Hall. Part of the FY10 budget included $22,000 to repaint some of the exterior
windows. The project had been budgeted the year previous but money was used to
rebuild the chimney cap. The windows are wooden, have lead paint, need to be
scraped and sealed with primer, windows glazed, and apply two coats of finish oil
paint. $22,000 should take care of 46 windows but Cyr felt it would be a lesser
number due to the steps involved. Staff wondered if it would be an option to
replace the windows with a vinyl clad architectural type series that would meet
historic preservation requirements, would be more energy efficient, and would
eliminate the constant maintenance needs. Rough estimates are $800/window. Cyr
talked about the possibilities including the option that money might not be available
for the project this year given that it is not a top priority. If not repainted, the
project would need Historic Preservation Commission approval. Nealley suggested
obtaining a quote for replacement windows and to evaluate the payback. Weston
asked about energy credits/rebates opportunities. Cyr said that staff will pursue
with Honeywell. When the recent energy audit was completed, windows at City Hall
didn’t make the list. There are custom-made storm windows on the inside of the
frames. All three Councilors were in agreement with window replacement.
Cyr noted that the two remaining pending items relate to the Airport. One is an
electrical system upgrade at Hangar 12 and the other is heat piping at Dock 10.
Both projects date back to the 1950’s when the hangars were constructed. The
majority of the electrical system distribution equipment is the original and could
pose a safety hazard. There is three phase voltage which is uncommon and
obsolete and requires special equipment to match the existing voltage. Some
modifications have been done over the year but never in a comprehensive manner.
The Airport would like to update the entire electrical system. The initial estimate is
$140,000 which was included in the FY10 budget. The engineering design and
construction management cost for the project would be estimated at $12,000. The
Airport would like to move forward with entering into an agreement to get the
engineering design as well as to put the item out for bid to be completed this year.
The heating pipe at Dock 10 is a similar item. The radiant floor heating system is an
original from back in the 50’s. Every year there are pipe leaks due to corrosion and
valve and fittings replacement. The Airport would like to replace all of the heat
pipes as well as the unit heaters, the pipe support, valves and fittings, pipe
insulation, hot water specialties, air vent drains, etc. It was anticipated as part of
the FY10 budget at $285,000. The Airport would like to move forward with the
engineering design and putting the item out for bid.
In response to Bronson, Cyr said that the electrical update for Hangar 12 would be a
total upgrade. Again, responding Bronson, Cyr said that the radiant heat project will
require a new floor.
A motion was made and seconded to direct the Finance Director proceed with the
bid process on the three discussed items.
The meeting adjourned at 5:22 pm.