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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