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HomeMy WebLinkAbout2000-01-03 Finance Committee MinutesFinance Committee
Meeting Minutes
January 3, 2000
Councilors Attending: Pat Blanchette, Nichl Farnham, Gerry Palmer, Michael
Aube, Dan Tremble
Staff Attending: Edward Barrett, Dave Pellegrino, Ron Heller, Mary -
Anne Chailla, Brad Moore, Frank Comeau, Dave Little,
Annette Stover, Bob Farrar, Bob Dawes
1. CDnsen[
a. Workout Agreement Lot 133 Cedar Falls
b. Matured Sewer Lien - 121 Philip Street
C. Revised Forfeiture Account Appropriation
Approved.
2. Bids
a. Portable Light T - AI ort
Trask-Decrow Machinery ($7,600.20)
Recommendation to go with low responsive bidder. The lower bid from
Cormier Equipment of Hermon did not Include freight that is estimated W
be In excess of $300 and are not able to do warranty or maintenance
work on site. Approved.
b. Como aers-E utive PoliceA7oort
Custom Ft, Inc ($14,409.00)
The recommendation is to go with Custom Fit, Inc., in Virginia. They will
agree to have a local person do the warranty/maintenance work if
needed. Approved
C. One Ton 4x4 Crew Cab Truck -Airport
Quirk Chevrolet ($27,997.00)
.This truck will replace a 1979 model. The recommendation is to purchase
from Quirk Chevrolet. Approved.
d. Tile Installation -Aimort
M.E. McCormick ($5,256.00)
Recommendation W the low bidder at $5,256.00. Approved.
e. SpikeoroofCacet-GDIf Co rse
M.E. McCormick ($5,256.00)
Recommendation to award to low bidder. The available balance Is
$1,907.41. The remaining funds will come from various revenue accounts.
Approved.
f. Photocopier Lease/Renal Contract - Cental Services/CIN Hall
Ikon Office Solutions ($48,720 for 60 months)
Recommendation to award the rental and maintenance contract to Ikon
Office Solutions, the most competitive proposer. This will be networked to
all computers in City Hall and will have the capability of printing jobs
received directly from any computer in the building. This equipment will
reduce laser primer costs and expedite all copying jobs in City Hall.
References have been very good for the equipment and the maintenance
services provided by Ikon. Approved recommendation to Council.
3. Unscheduled Purchase of Excavator Undercarriage - Motor Pool
The 1989 John Deere Excavator needed some undercarriage work The
machine is 10 years old and has 10,000 engine hours on it. BeWuse this
constituted an emergency situation, the $10,423 was spent to do the
work. Staff did get prices on the parts, etc. Approved.
4. Ememency Purchase -VJWfP
Equipment to the primary clarifier needed to be fixed. This was an
emergency situation and staff went ahead and purchased what was
needed in order to fa the machine. Staff asked for prices from three
different companies and PDlyrhem was the only one to respond. The
amount spent was $9,479.14. Approved.
pool •.- r:r.
Council recently approved the construction of a new operatOry at the
Children's Dental Clinic. Dr. John Frachella from the Dental Clinic is asking
to forgo the normal bid process and award the bid to Jeff LeClaire. Over
the past 3 years, Mr. LeClaire has donated hours of repair, service time,
parts and labor to the clinic Staff recommends approval. Approved.
City Assessor, Ben Birch, explained that the Department Is in the midst of
administrative housecleaning efforts and preparing for next year.
One of the efforts is trying to adopt a mobile home process which will
allow them to have more factual, reliable information on transfers of
ownership. Normally, they receive a handwritten note indicating that the
property was sold. There are five to can abatement requests each year
because of administration problems.
Ben is also working on updating all the City exempt codes. Staff has
consolidated some of the parcels Into one large lot (example: Hayfords
Park was four separate entities. It is now one large lot).
Pending Abatements: Ben updated the Committee on the various status of
pending abatements. With regards to the Sea Dog Restaurant, staff is still
waiting to hear from the state board on the personal property appeal. This
year they flied an abatement for Fy00. Ben denied that request predicated
on an inadequate response to a 706 Request, which is a request for
Information.
Personal Property Declaration Forms: Ben showed the Committee the new
personal property declaration forms. Staff Is always trying to make the
form as easy as possible to fill out They are also concerned with the way
information is submitted back to the Department. On the backside of the
instruction letter, changes were made this year W help ease into this.
Staff enhanced some of the pnnt, etc., to make it easier to mad. Ben
explained various other changes to the form.
Ben explained to the Committee that Mere are 409 subdivision lots in
various projects throughout the City and of those 409 lots, there are 58
available. The number of lots for sale is 33 and there are 25 that are Teff
undecided with the developer as to what they will do at this time. The 33
lots available were broken down by valuation of homes. In looldng at the
analysis, there are only 8 lots available valued where homes with an
estimated value of $175,000 or more are libel to be built. There are 10
lots available for homes between $120,000-$175,000. There are 15 lots
for homes valued under $120,000.
The Department is sending out 71 questionnaires (there were 71 sales last
year) to try M find out why an individual purchased a piece of property in
a certain area. They will update the Committee when the questionnaires
are received back.
7. Trust Services - BIA
Recommendation from Finance Director to table until next scheduled
meeting. Approved.
With n i further business to discuss, the meeting adjourned.
R
Finance Committee
January 3, 2000 at 5:00 p.m.
Agenda
Consent
a) Workout Agreement Lot 133 Cedar FaIISV 3
b) Matured Sewer Lien -121 Philip Street A y.
c) Revised Forfeiture Account Appropriation p.5'
2. Bids:
a. Portable Light Tower -Airport P,'I
Trask-DecroW Machinery ($7,600.20)
b. Computers -Executive, Polioe, Airport p.cl
Custom Fit, Inc. ($14,409.00)
C. One Ton 4X4 Creta Cab Truck- Airport P 11
Quirk Chevrolet ($27,997.00)
d. Tllelretallation-Airportt 1�
M.E. McCormick ($5,256.00)
e. Spikeproof Carpet - Golf Course p '
M.E. MCConolCk($5,499.00)
f. Photocopier Lease/Rental Contract -Central Services/City Hall
Ikon Of0ce Solutions ($48,720 for 60 months)
3. Unscheduled Purchase of Excavator Undercarriage — Motor Pool Q'1go/
4. Emergency Purchase —WWIP p.1W
S. New Operatory at Dental Clinic — Dental Clinic
6. Assessing Department Update — Personal Property
7. Trust Services—Airport P. 1`t