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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.