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HomeMy WebLinkAbout2003-09-03 Finance Committee MinutesFINANCE COMMITTEE September 3, 2003 Minutes Council Attendance: Tremble, Nealley, Palmer, Green, Allen Staff Attendance: Barrett, Cyr, Pellegrino, Dawes, Caruso, Winslow, Enman, Ring 1. Consent Agenda A motion was made and seconded to approve Consent Agenda Items a. through d. a. Quitclaim Deed - Bubar-141 State Street It. Write -Off - Mytar - 277 State Street c. Partial Payment -McCann- Lot 222 Cedar Falls d. Used Aerial Bucket Truck - Motor Pool - $80,000 2. Bids/Purchasing a. Hanger Door Modifications, Docks 8 & 9 - Airport- Bowman Brothers - $100,500. A motion was made and seconded for approval to the full Council. b. a Aircraft Deicing/Anti Icing Fluid - Airport - Octagon Process Inc. - $151,800. A motion was made and seconded to recommend to the full Council to award the bid to Octagon Process, Inc. In response to Councilor Palmer, Pellegrino said there is an estimated use of 30,000 gallons. Further on the agenda is an Item relating to the de-icing fluid collection system. Nealley talked about the companion Item J. and the possibility of exploring another type of collection system. d. Traffic Paint Contract - Airport - Franklin Palm Co. - $25,301.50. A motion was made and seconded to approve staff's recommendation. e. Roof Replacement, Hanger 1- Airport - Roof Systems of Maine - $60,920. A motion was made and seconded to approve staff's recommendation. f. Radios - Airport -Whitten's TWD -Way -$16,561.56. Amotionwas made and seconded to approve staff's recommendation. g. Oils, Lubes, and Greases Contract- Various - Maine Lubrication - $41,329.66. A motion was made and seconded to approve staffs recommendation. h. Police Cruisers - Motor Pool - Darling's Ford - $68,697. A motion was made and seconded to approve staffs recommendation. This bid includes 3 vehicles for the Bangor Police Department and 1 for the City of Brewer. i. Golf Carts - Golf Course- Venture Vehicles -$23,940. Amotion was made and seconded to approve staffs recommendation. The City will bade 12 carts at $800/cart and purchase 12 used carts at $2,795 for a total purchase price of $23,990.00. j. Request for Contract - Airport - Engineering Services - Edwards& Kelcey. Recently there have been two projects time at BIA: a parking study and a bomb blast analysis. Both were necessary to configure parking according to the national alert status and both are eligible for AIP funds and require grant administration, which will be performed by Edwards & Kelsey in the amount of $5,000. A motion was made to approve staff's recommendation. k. De -Icing Fluid Collection System -Airport- Lane Construction - $289,340. Ring said the City has been working closely with BIA staff to Identify a reasonable, economical and reliable way to capture the de-icing fluid from the Airport's de -Icing function. There is a discreet area on the ramp out from the International Arrivals Building for the de-icing site. There are slotted drains in the pavement. A design was devised by Engineering to intercept the fluid during de-icing operations that is collected in the sewer system and then It receives treatment. Edwards and Kelsey was consulted to work with the City to develop specifications that would meet FAA requirements. In addition to the low bid amount by lane Construction, R is important to note that Lane Is already working at the Airport and they are scheduled to start no later than September 15 with a 30 -day completion period. The cost will be up -fronted by the Airport but it is eligible for a 95% reimbursement under the AIP program but will not be available until next year. Tremble asked how many other systems had been reviewed and asked if the Air Guard participates in the cost Ring said this Is far the mon-military portion only. The Guard Is working on a parallel path. Caruso said the staff is currently still reviewing the infrared system. It has to be FAA approved and he isn't certain that it has meet that requirement. At the moment, the end of the runway would appear to be the Ideal spot for the infrared system. Other emerging technologies being checked into include the use of a hot air - --' -- system. Airport and Guard officials have looked at a joint plant but since the September 11, 2001 event the Guard now has to keep a large number of airplanes available for departure. In response to Nealley, Ring mid that when the City became aware of the problem, there were meetings with the City, the Guard and the DEP. Previously, the two de-icing operations all ended up as surface runoff Into the storm collection system which went to a stream. Currently, both de- icing operations have proposed a discreet area that the runoff can be captured when the de-icing occurs into a system, which will be diverted into the sewer. It will not go into a stream. It Is the most reliable solution. Palmer asked what kind of leakage might Dear in the sewer system and what is going to happen at the treatment plant Ring addressed the questions by showing the committee a map of the area under discussion. He showed where the de -king flows Into drainage trenches. There is a storage tank in case of a spill. Getting the materials simply and reliably to the treatment plant were both part of the Initial discussions. The DEP confirmed the materials were acceptable for the treatment plant and they there were no harmful affects on the plants function. No special process is required for the materials. There will be a flow monitor device put in place which will cost an estimated few hundred dollars per year. Greene asked about the military tying inbD the sewer system. Ring said the military area has drain trenches that collect runoff and it runs into a retention pond. They are going to make a sanitary connection to that. All de-icing fluid at the airport will eventually go to the treatment plant. A motion was made and seconded for approval to the full Council. 3. Order 03-275, Authodzing the Issuance of $7,757,100 Aggregate Principal Amount of General Obligation Bonds, Notes in Anticipation Thereof and a Tax Levy Therefore. Cyr said this is the annual issuance of bonds for upcoming construction projects: $607,100 for the vehicle replacement, Police Department building at $7,000,000 and BACTS Projects at $150,000. A motion was made and seconded to recommend approval of Order 03-275. The Order will appear on the upcoming Council agenda for final approval. Nealley talked about Increasing the limit to have to come before the Finance Committee from $5,000 to $7,000. He also talked about implementing changes prior to the November election at which time the majority of the Council will be new members. Staff realizes that some language in the Purchasing Regulations needs to be changed in some areas. Pellegrino said he would bring all the changes to the committee at one time. He talked about pilot program for procurement cards, new bidding techniques, and changing the limit on Field Purchase Orders.