HomeMy WebLinkAbout2018-05-21 Finance Committee Minutes
FINANCE COMMITTEE MINUTES
May 21, 2018 @ 5:15 pm
Councilors in Attendance: Tremble, Nichols, Weston, Nealley, Graham
Staff in Attendance: Conlow, Cyr, Willett, Theriault, Nicklas, Emery, Willette, Varney
1. Consent Agenda
a. Purchase of Used Vehicle – Fire – Bill Dodge Auto Group - $15,541
Councilor Tremble asked what other vendors were solicited for quotes. Staff
explained the pricing and other local vendors that were contacted and added that
authority exists to purchase used vehicles in this manner.
Motion made and seconded to accept report, motion passed unanimously.
2. Bids/Purchasing
a. Playground Structure – Parks & Rec – Marturano Recreation - $70,994
Councilor Graham asked if we could lock in pricing for the next couple of years to
acquire future structures. Staff explained that one Council can not commit a future
Council to fund items, the only way to accomplish that would be to allocate the
funds now. Unlike multi-year supply contracts, which can be cancelled with 30 day
notice. It also provides an opportunity to identify the types of play events should be
included depending upon the location. Staff also explained that the City and School
departments work together when playgrounds are close in proximity. Lastly, it was
noted that the proposed FY 19, includes funding for a play structure and as this bid
is so recent, the City could approach the vendor about that structure, if approved.
Motion made and seconded to award contract to Marturano Recreation, motion pass
unanimously.
b. Repair/Resurface Tennis Courts – Parks & Rec – Beaverbrook Tennis, LLC - $22,685
Staff indicated that this bid also represented an opportunity to potentially
incorporate FY 19 work if funding is approved. This project is temperature sensitive
and will not be undertaken until conditions allow.
Motion made and seconded to award contract to Beaverbrook Tennis, LLC, motion
passed unanimously.
c. Reconstruct Taxiway A – Airport – Lane Construction Corporation - $6,356,258
Motion made and seconded to recommend contract award to City Council, motion
passed unanimously.
d. Finson Road Sidewalk – Engineering – C.A. Strout & Sons - $99,944
Motion made and seconded to award contract to C.A. Strout & Sons, motion passed
unanimously.
e. Sound Monitoring Services and Review of Array Installation – Acentech
In order to preserve the City’s exemption in its MDEP SLODA permit the City is
required to monitor sound at all events on the waterfront. The City’s recent request
for proposals for sound monitoring equipment received no responses. Therefore,
staff requested proposals from Acentech to 1) provide monitoring and review
services and 2) review the proposed array installation at the concert site. Per the
terms of the City’s lease, Waterfront Concerts pays 75% of all sound monitoring
costs.
Motion made and seconded to execute the necessary contracts with Acentech,
motion passed unanimously.
f. Extension of Insurance Contracts – Cross Insurance Agency
With the complexity of the City’s various insurance needs and recent turnover in
staff, staff recommendation is to extend the contract with Cross Insurance for
Property, Casualty and Airport coverages.
Motion made and seconded to recommend approval to the City Council, motion
passed unanimously.
g. Ratifying Finance Director’s Action to Execute Fixed Rate Contract for Diesel Fuel –
Dysart’s - $2.55/gallon
With the recent escalation in fuel costs and little sign of the increase abating, staff
worked with Dysart’s to fix the per gallon price of diesel, a practice the City has
employed for a number of years. Due to the volatility of the market, pricing can not
be held, therefore this Resolve would ratify staff’s action to fix the price of diesel
fuel.
Motion made and seconded to recommend approval to the City Council, motion
passed unanimously.
3. 72 State Street – James Butler
th
At the April 18 Finance Committee meeting, at the request of Mr. Butler’s attorney
additional time was granted for the taxpayer to work with his financial institution to
address the outstanding taxes on this property. Just prior to this evening’s meeting,
staff received word from the Attorney that he would be unable to attend and to
postpone again. Mr. Butler did appear at the meeting and again requested additional
time.
Motion made and seconded to postpone action on this item until the second Finance
Committee meeting in June, motion passed animously.
4. Order, Amending Fund Balance Policy – Energy Efficiency Reserve
As a result of the dissolution of the partnership between PERC and the MRC, the City
received funds from the sale of its share of the limited partnership interest as well as a
release of debt service reserve funds. A critical piece of PERC’s operation was the
lucrative electricity supply contracts with Emera. Staff recommendation is create a
reserve fund balance with these funds to provide funding for General Fund energy
efficient improvements, thereby reducing future energy costs.
Motion was made and seconded to recommend approval to the City Council, motion
passed unanimously.
5. Resolve, Accepting and Appropriating $24,400 Maine Historic Preservation
Commission Grant Funds
The City was recently notified of the award of MHPC funding for improvements to City
Hall entrances.
Motion was made and seconded to recommend acceptance of the funding to the City
Council, motion passed unanimously.