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HomeMy WebLinkAbout2003-06-04 Finance Committee Minutes Finance Committee ' Meeting Minutes ' June 4, 2003 @ 5:00 PM ' Councilors Attending: Gerry Palmer, Dan Tremble, Anne Allen, Richard Greene, ' David Nealley Staff Attending: Deb Cyr, John Hamer, Bob Dawes, AI Jellison, Ed Barrett, , Dave Little, Bob Farrar, Bill Allen Others Attending: Mr. Knowlton , The meeting convened at 5:03 p.m. ' 1. Consent Agenda a. Quitclaim Deed — Violette — Pray's Trailer Park Lot 50 , b. Quitclaim Deed —]ohnson — 20 Broad Street c. Quitclaim Deed — Hand & Libby— Vacated Right of Way— Lancaster Ave d. Workout Agreement— Clarke — Pray's Trailer Park Lot 6 ' e. Council Resolve 03-169, Accepting and Appropriating a Donation from Stephen and Tabitha King f. Council Resolve 03-170, Accepting and Appropriating a Homeless Continuum of Care , Grant from HUD The Committee approved the Consent Agenda. ' 2. Bids/Purchasing a. Digital Copier—Airport— Imagistics International - $7,543 (3 yr) , b. Outboard Motor— Harbor Master— Competitive Edge Marine - $7,099 c. Environmental Study & Review Services, Future Negotiations with DEP —WWTP, Brewer, Oid Town &Orono—Woodard &Curran - $11,150 , d. Sewer/Catch Basin Cleaner— WWTP — Whited Truck Center - $180,021 e. Bus Wash System — Material to be Provided at Meeting The Committee approved items a through c. ' The Committee approved fonvarding item d to the Council for consideretion. ' The Bus Wash System will allow buses to be driven into an automated wash system, rather than hand washing. The low bid was $217,681.79. Southwest Industrial ' Services is a new vendor, however in checking references we feel comfortable moving fonvard with this bid. Dawes noted that the system could be used for all ciry vehicles. Since it is fully self-service, anyone could use the system 24 hours/day. Dawes noted , that the life span of the system is 12-15 years. The Committee approved recommending item e to the Council. ' , ' 3. Request for Reimbursement ' John Hamer said that Mr. ]ohn Knowlton of 72 Curve Street is requesting that the City reimburse him for costs associated with sewer backups. The backups were caused by vandalism in a sewer line. Due to the vandalism the City's insurance company refused ' to pay on the claim. Mr. Knowiton addressed the Committee, explained the situation, and requested that he be reimbursed for his costs. , Greene said that clearly there was human intervention, and wanted to know if there could be locks on manholes in remote areas. Ring said that this it is possible. ' Tremble said that this was a reasonable request. Palmer agreed and made a motion to pay Mr. Knowlton's reimbursement. Allen seconded the motion. The Committee voted to reimburse Mr. Knowlton $332.59. , 4. Excise Tax Refund David Little said the City has maintained an informal policy to reimburse individuals for ' excise tax paid when they have been unabie to complete their registration. Recently, the number of requests have been increasing. This process is beginning to take more and more staff time and customers often are not pleased to have to wait up to 2 weeks � for their funds. He said staff is seeking the Committee's guidance as to how to further refine the current policy. Little recommended that the City stop refunding customers altogether. He said that the State Motor Vehicle O�ce supports this option, as the State ' Law does not ailow for excise tax refunds. If the Committee would like to continue refunding customers then Little would recommend that the City refund only those customers that request their refund within 10 days of paying their excise tax. Anyone , requesting a refund after the ten days will be turned down. Palmer asked why people would be unabie to complete a registration. Little said that most cases involve individuals who are unable to obtain the title from the seller, and at ' that point the buyer is unable to register the vehicle in their name. Paimer said that perhaps we should charge a handling fee. � The Committee discussed the length of time required to obtain a title and decided on 45 days for the time limit to request a refund of excise tax. The Committee also decided on a $25 handling fee to be deducted from the refund. The Committee approved this , recommendation. 5. Addendum to Operating Agreement for National Folk Festival , Cyr said the City is seeking approval of an addendum, which was brought forth by the Bangor Folk Festival, to adjust the original agreement to reflect the revised responsibilities of each of the partners. In general the duties and responsibilities of the ' City will not change. Nealley asked if this was a "housekeeping" issue in changing the name from National ' Folk Festival to Bangor Folk Festival. Barrett said that EMDC will transfer their activities to BFF. , The Committee recommended approvai of this item to the Council. The meeting adjourned at 6:25 p.m. ' r ' 6. Finance Committee Resolution Approving the Details of the City's Maine ' Municipal Bond Bank—School Renovation Fund Bonds Cyr said that the Ciry received approval for funding to reimburse costs associated with a Downeast School project for an air quality issue. These funds will be used to partially ' fund the roof project at Vine Street school. The funds are loaned interest free and a portion of the principal is forgiven. The Committee approved this item. ' 7. Approve Form of Interfund Borrowings , Cyr presented three notes for the Finance Committee's approval. Previous Council Orders have identified the need for these borrowings. They include the purchase of the Brigg's building, Bass Park's purchase of additional property and the completion of the � Hammond Street Courtyard. The Committee approved the Interfund Bond. ' 8. Executive Session — Harclship Abatement The Committee voted to go into executive session. � 9. Open Session — Hardship Abatement Decision The Committee returned from executive session and approved the hardship abatement. ' 10. Executive Session — Hardship Abatement The Committee voted to go into executive session. ' ii. Open Session — Hardship Abatement Decision The Committee returned from executive session and approved the hardship abatement. ' � ' ' ' ' ' ' '