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HomeMy WebLinkAbout1995-07-17 Finance Committee MinutesFinance Committee July 19, 1995 Committee Members Present Cowin Members Present: Staff Presene Others Present Meetwg was wiled m order at 5:00 p.m. a11dA J. Tyler, Chan, P. Blanchette, C. Popper T. Woodcock E. Barrett, B. Farrar, E. Smmpfel, D. Little, D. Pellegrino, M. Citable, B. Megelam, 1. lbog, A Slackest F. Dinsmore, M Dyer, K Gibb, D. Winslow Judy Vardamis, Roxanne Saucier, Mrs. Geagan 1. EXECUTIVE SESSION: Hardship Abatement Request. INTO executive session 5:00 Pro, OUT of executive session 5:05 pm P. Blancbette moved to grant hardship abatement request. Seconded by C Popper, Passed. 2. EXECUTIVE SESSION: Legal Issue. (Item 11 on Agenda) C. Popper moved to go into executive session to discuss legal issue. Seconded by P. Blanchdte. Passed INTO executive session 5:09 p m OUT of executive session 5:25 p.m. C. Popper moved to deny legal issue. Seconded by J. Tyler. Passe¢ 10 3. Bids a. Gravity Unloading Recycling Trailer D. Pellegrino stated that the money for this equipment would come from the Maine Waste Management Grant #932-056. He presented recommendation to award purchase of gravity unloading recycling trailer to LAI. Sales & Equipment of Warren, the low bidder, in the amount of $8,163. P. Blanchette asked if the trailer met the specsasked for. A. Stockus answered yes. C. Popper moved to award puncheon of gravity unloading reryding trailer to L.R.I. Sales & Equipmera in the amount of $8,163. Seconded by P. Blanchette. Passed. b. Handicap Ramp Police Station D. Pellegrino stated that the ramp was a priority mentioned in the City's ADA compliance review. He recommended to award the contract to Schisms Consolidation, Inc. of Detroit, the only bidder, in the amount of $41 800. E. Barrett asked why only three bids were sent out. D. Pellegrino stated that only three bids were bought but more ong three companies were sent notification of the bid C. Popper asked where the ramp would be. D. Pellegrino stated is would be in front of the Police Station. C. Popper asked if people could get though the garage instead ofbuilding a ramp. D. Winslow stated no because that portion of the building is controlled. D. Pellegrino stated that there is an elevator in the back of the budding but the front is not accessible for handicapped people. C. Popper indicated cost was high and asked ifthere were any other options. B. Farrar responded that ADA requirements state there must be reasonable equal treatment for handicapped and non - handicapped people. He further explained that based upon studies the ramp is a very high priority to meet ADA requirements. P. Blanchette moved to award the handicap ramp contract to Scbissler Consolidated, Inc. Of Detroit, the only bidder, in the amount of $41 800. Seconded by T. Woodcock. Passed. c. Production Services (Bus Park, Bangor State Fair) D. Pellegrino presented recommendation to award contract to luck Branson Productions of Bangor, the most competitive bidder, at $11.750 P. Blanchette asked why the Using was so late for this request. M. Dyer responded that they dont know what the shows will be or what they need until late in the Fair planning process. D. Pellegrino added that there was a timing problem because there was not a finance committee meeting earlier in July. P. Blanchette asked if a three year bid would be possible and feazible. M. Dyer indicated that not knowing what the shows would be each year; athree year bid would be difficult to do. P. Blanchette stated shows would have to be scheduled to fit the budget. E. Barrett responded that a three year bid would be possible by requesting price per show for different sae shows and special items needed for each type of show. D. Pellegrino agreed that a three year bid could be done and will be looked at far next year's Fair. P. Blanchette moved to award contract for production services to Rick Bronson Productions, in the amount of$11,750. Seconded by T. Woodcock. C. Popper not voting. Passed. d. Annual Fuel Contracts (City Wide) D. Pellegrino recommended approval to award a split bid to Irving Oil Corporation of Bangor and Sprague Energy of Sm sport. He indicated that Irving would supply Fuel Oil, Diesel, Kerosene, Gasoline and No. 5 Fuel Oil, Sprague Energy would supply No. 6 Fuel Oil. He added that the City should stay with the a fixed price per gallon for fuel instead ofthe actual war He stated tam this was more feasible bemuse fuel prices are unpredictable as to whether they will use or fall. E. Barrett convened that a fixed price was more feasible. C. Popper moved to award the Fuel Contract to Irving Oil Corporation of Bangor for Fuel Oil, Diesel, Kerosene, Gasoline, and No. 5 Fuel Oil and to Sprague Energy of Searsport for No. 6 Fuel Oil. Seconded by P. Blanchette. Passel. t. Radio h1aintmance Contract(Police&Fire Departments) D. Pellegrino presorted recommendation to award contract to Whitten 2 -Way Service of Iireweq the only bidder, in the mount of811,952, He stated that the five year contract reflects atm price increase for the first year but calls for a 5% increase each year thereafter. He added this was negotiated by the Police Department in lieu of increases of 38%for base stations, 60% fez portables and 57% for mobile mdln. He also sated that Whittens 2 -Way Service who has been the contract holder has not changed the costs of the contract for the last six years. R. Tyler asked what was the dollar figure on the amount radios owned by the City. He questioned iEnhme was a large enough investment in radios to warrant a maintenance contract of this amount D Winslow gated that new base and portable radios were just purchased and they represented a goLstvnial investmort. P. Blanchette moved to award the Radio Maintenance Contract to Whitten 2 -Way Service of Brewer, the only bidder, in the amount of $11,952. Seconded by C. Popper. Passed. f Fremont Street Sewer Separation Project D. Pellegrino presented recommendation toaward ar bidder at $ntract 1.65 a Fremont Suet Separanon Project to S.E. MacMillan of Bangor,the J. Tyler stated that a Bond issue for sewer separation was already seat to Council and asked if this was related. E. Barrett responded yes. He added that the money will be requested as needed to pay for Project costs. C. Popper moved to recommend contract award to full Council, Seconded by P. Blanchette. Passed, 0. Release of Funds, Bangor Convention and Visitor's Bureau. E. Barter[ explained that funds budgeted for the Bangor Convention and Visitor's Bureau were being held wail it was detemuaed if the Bureau was going to merge with the Bangor Chamber of Commerce. He added that the Bureau was not going to merge with the Chamber of Commerce and therefore is requesting the release of Ponds to the Convention and Visitor's Bureau in the amount of $25,000. He stated that $30, 000 had been budgeted but $5,000 had already been released to pay for July and August bills. J. Tyler asked what other bills are there since July and August are being paid now. He indicated noncan that later m the flecel year all the money would be spent. Judy Vmdamis responded that a membership drive was certainly underway. She added that spending is closely watched to insure they do not overspend their budget P. Blanchette asked who was working on the Chamber of Commerce issue. Judy Vardaman responded that an ad hoc committee had been formed. P. Blanchette asked for the names of the people on the committee. Judy Vardands responded the committee contained Pam Daigle, Roy Daigle, Pat Douglm, M. Dyer, C. Popper, S. Smckford and Jack Quirk Jr. P. Blanchette expressed concern that a City of Bangor Department Head and Council member were on the same committee. She stated that the public may perceive that the Council member may be influencing the Department Head. She indicated that the situation should be address and looked into. E. Barnett agreed with her concern C. Popper moved to release the funds to the Bangor Convention and Visitor's Bureau in the amount of $25,M0. Seconded by T. Woodcock. Passed. 5. Cue of General Fund Capital Reserve for Purchase of Certain Capital Items Tabled wad the end of the meeting. 6. Craved Resolve- Making an Appropriation from the General Fond, Automotive Equipment Reserve, for Certain Purposes Involving Fleet Safety Items. Tabled until the end of the meeting. 7. SaleofRemelving Hydraulic Turblue/Generator Set at Fortner Bangor Waterworks Dam. E. Barren recommend approval to accept an offer of $2,500 for the generator dom Hobb's Contracting hm of Boylston, MA K. Gibb stated that the price was fair based upon the condition of the generator. He added that other parties who have first choice must agree but he explamed that they have not shown any interest in the generator. p. Blanchette moved to accept the $2,500 offer bom Robb's Contracting Inc. of Boylston, NA. C. Popper seconded. Passed. 8. ReviewofFin cial Statementsfor May,1995. Tabled until the end of the meeting. 9. Request to Purchase City owned Property - 307 Broadway. E. Barrett explained War Mrs. Geagan would Eke to Purchase a piece of City owned property so that she may build an attached garage to her house. He added that the assessed value of the propertywas $ 659,00 I Tyler asked why on one memo the value was $659 M and another stated $569.00. & Barret[ responded that the $569.00 was a neap ation error. P. Blanchette recommend the sale of City Property - 307 Broadway In Mrs. Geagm at the price of $659 00. Seconded by C. Popper. Passed. 10. Airport Tank Removed- Change Order. B. Ziegelaar explained that took removal has been an ongoing project for the Airport. Headded that additional looks needed to be removed under certain deadlines and he was requesting a change order to the existing contract instead of going to bid. Hughes Brothers has the existing contract and the change order would be in the amoum of $153,050. Richard Canelle added that Woodard & Curran provided an estimate of $197,450 and based upon past dealings with Woodard & Curren he felt the proposal was reasonable. and accurate. G Popper asked how much the existing contract was for. Richard Cattelle responded the original contract was for $246,430 but change orders have increased it to $381,317.85. P. Blanchette asked if anyone talked to General Adams. 1. Bing said he had talked to his assistants and that they maybe able to pull the tanks out ofthe ground at the armory and Motor Pool, but the City would have to dispose of them and supervise the work. I. Tyler stated that Woodward and Curran s initial bid was for $187,450 but they lowered that to $168,450 if the tanks were empty. He asked if Hughes Brothers change order reflected the tanks fug or empty. Richard Catudie responded that Hughes' change order was for empty tanks. C. Popper moved to recommend the Hughes Brothers change order in the amount of $153,050 to the Poll Council. P. Blanchette seconded. Passed 11. Honeywell Maintenance Contract- BIA's HVAC Systems. B. ZiegeUsr recommended acceptance of a one year Weather to the existing Honeywell contract. He stated the Airport would qke to go to bid but would like to finish the integration control project first. He added that this will be completed ties year and the contract will go out to bid next year. C. Popper moved to accept the one year extension to Honeywell in the amount of $70,699. Seconded by P. Blanchette. Passed. 12, Item No. 5 Use of General Fund Capital Reserve for Purchase of Certain Capital Items E. Barrett presented the list of capital items which have been requested by certain departments and asked the committee for guidance on how they would like to proceed. He added they could do each item one by one if they wished. C. Popper responded that going through the fist one by one was not necessary. E. Barrett explained the list was broken done by departments and items were marked as either (e) essential, (c) cost saving, or (a) safety. He added the total list amounted to $345,890 and the General Fund Capital Reserve had a current balance of $618,858. It was decided that the committee would scan the list and raise issues about any items they had questions about. C. Popper stated he believed that $1,000 was too high foe aFAX machine at the Fire Department. E BaneR agreed and stated he would obtain a new esimunte for the cost of a FAX machine. The committee had no other questions about the Fire Department hems. I. Tyler asked if there was a policy concerning the items to be included in the design of new telephone systems. E. Barren responded no. He added that the City tries to save money where possible. He also informed the committee that only a few departments bad voice mail systems. C. Popper asked if the telephone systems for Public Services and Health and Welfare were the same system. E. Bantu respond that they were. E. Stumpfel added that If a new system was put in at Public Works which contained the voice mail system; the voice mail would be considered notice for liability issues. C. Popper inquired that We new system was put in at Health and Welfare could the old parts be used to fix the Public Works system. E. Barred said he would check into that possibility. E. Barrett stated the floor lifts for the Parks and Recreation Department were essential. The committee agreed that the Parks and Recreation items were ok. 1. Tyler questioned as to whether all item pertaining to street lights and base repair be held off until the privatization talks are completed. E. Barrett responded that replacing street lights will save the City money so the sooner it is done the sooner money will be saved. He added the bases need to be repaired. A Stoekus stated the bases are deteriorating because of the salt used during the winter. He added that there is a danger the poles may fall. C. Popper questioned as to whether all items permining to sign repair be held off until privatization talks are finished. E. Banett agreed. P. Blanchette asked why the foot bridge was in such bad shape 7. Ring responded that the bridge itself was is good shape but the railings are the problem. He added the railings are loose and there is a danger that a coding or a panel may break loose from the bridge. 1. Tyler asked about the hot paver. E. Barnett explained how the hot paver works and that it would be a great piece of equipment to have. P.Blanchette asked what the savings in cold patch would be. A Swckus answered that the savings would be 40-50 %the fast year. C. Popper asked for a dollar amount. He asked for when the City could expect payback for the machine. A. Stockus responded that the payback should be in 1-2 years. C. Popper asked if the computer systems cost were run by Ron Heller. E. Barrett responded uo. I. Tyler asked what is happening with the old computers. He was connected that the City would have to buy new computers for all employees. E. Barrett responded that at some time that might happen but normally old computers are moved to lower positions within the city as new computers are being bought. The Committee agreed to send the Capital items list to Full Council for fust reading 13. Item No.6 Council Resolve- Making an Appropriation from the General Food, Automotive Equipment Reserve, for Certain Purposes Involving Fleet Safety Items. E. Barrett recommend for approval of a resolve to use $21,530 from the General Fuad Automobile Reserve account to purchase body mrys, wheat chocks, and trailer connections. He added that all items are OSHA requirements. P. Blanchette moved to approve Council Resolve to use $21,530 from the General Fund Automofive Reserve for the purchase of body tarps, wheel chocks, and universal trailer comrecmons. T. Woodcock seconded. Passed. 14. Item No.S ReviewofFinancial Smtemedtsfor N,ay, 1995. Tabled 1. Tyler explained the reason they want statements reviewed is so expenditures will be looked at throughout the year instead of at the end. E. Barret agreed and stated he would have the Finance Director brief the committee as statements are done add time will be reserved at the committee's meetings for this. 15, Charter items. It was decided to table Chatter items until a later date. No date was set. 16. EXECUTI ESESSION- Discussion of Settlement Workers Comp Case P. Blanchette moved to go into executive session to discuss workers comp settlement case. Seconded by C, Popper. Passed. INTO executive session 6:41 p.m. OUT of executive session 6:45 p.m. C. Popper moved to recommend to full council the worker's comp settlement request. Seconded by R Blanchette. Passed. Adjourned 6:47 p.m. Davidllttle Recording Secretary