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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.