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Home My WebLink About2020-09-21 Finance Committee Minutes FINANCE COMMITTEE MINUTES September 21, 2020 Councilors in Attendance: Hawes, Schaefer, Nichols, Sprague, Davitt, Okafor, Supica Staff in Attendance: Laurie, Conlow, Cromwell, Caruso, Lawrence, Willette, LaBree, Emery, Linscott, Little, Saucier, Nicklas 1. Bids/Purchasing a. Line Striping Equipment – Airport – Sherwin Williams - $18,449 Motion made and seconded to approve the purchase, motion passed unanimously. b. Request to Waive Bid Process – Public Services – Traffic Detection Equipment – Coastal Traffic - $21,475 Motion made and seconded to approve the purchase, motion passed unanimously. c. Lubricant-Oil Product – City Wide – BWE, LLC - $62,327 est/year (3 year contract) Motion made and seconded to recommend contract award to the City Council, motion approved unanimously. d. Request to Waive Bid Process – Vehicle Lease – WIC – Darling’s Motion made and seconded to approve the vehicle lease proposed, motion passed unanimously. e. Forest Management Plan – Parks & Rec – Shelterwood Solutions - $11,200 Motion made and seconded to approve the proposed contract, motion passed unanimously. f. Request to Waive Bid Process – Alarm Panel – Parks & Rec – Johnson Controls - $11,119 Motion made and seconded to approve the purchase, motion passed unanimously. g. Sale of 16 Everett Street – Community Development – Luat Tran - $7,859 Motion made and seconded to recommend property sale to the City Council, motion passed unanimously. h. Sale of Market Street – Community Development – Singleton - $1,000 Motion made and seconded to recommend property sale to the City Council, motion passed unanimously. i. Transit Center Architectural Services – Community Connector – Artifex - $60,000 Motion made and seconded to approve contract, motion passed unanimously. j. Request to Contract for Transit Hub Work – Engineering – Eastwood Contractors - $32,000 Motion made and seconded to approve contract for the proposed work, motion passed unanimously. 2. Discussion Regarding Motor Vehicle Registrations Councilor Supica proposed to the Committee, that as she is employed by the Secretary of State office, she had a conflict on this item. A motion was made and seconded that a conflict of interest did exist, motion passed unanimously. Councilor Supica left the Council Chambers. Staff reviewed the existing long standing agreement with the Secretary of State (SOS) office whereby, the City acts as a New agent for the Department of Motor Vehicle (DMV) with the exception of completing private or out of state sales. This agreement came to be at the request of the SOS to lessen the burden at the local DMV office. Recently, the City was approached by the SOS that our current agreement did not fit into one of the approved agent categories, a request was made that the City become a full New agent. In order to accommodate that request the City would be required to hire an additional employee, acquire additional equipment, all of which would result in longer transaction times, increased cost to the taxpayer, etc. It is estimated that there are approximately 2,500 such transaction per year. In addition, with the need to for social distancing the current office configuration, accommodating additional customers whose transactions will average over 45 minutes, is not realistic. Staff’s recommendation is to request that the SOS continue to honor the existing agreement, if that is not an option, then the City would become an excise only agent. Councilor Nichols asked whether or not the SOS would make reimburse the City for all additional costs? Councilor Schaefer indicated that with the current restrictions in place as well as the office configuration that added customers and increasing wait times was not a viable option, but could be revisited when the City Hall first floor is renovated. Motion was made and seconded to approve staff recommendation, motion passed unanimously. 3. Discussion Regarding Request for Quitclaim Deed - 57 Division Street Councilor Sprague indicated his need to abstain from this item, due to a business relationship with his employer. No Councilors objected to it, therefore, the item was discussed without participation or vote by Councilor Sprague The City has matured liens on this property. The City was approached by a potential buyer of this property, which would require the City to issue a Quitclaim Deed. In reviewing the transaction in conjunction with the City’s Matured Lien Policy, it was noted that the potential buyer has at least 20 properties within the City, the buyer was not timely in making tax and utility payments on the properties and there were Code issues with many of the properties. Staff recommendation is to take possession of 57 Division Street due to matured liens. The City could then offer the property for sale through the RFP process, at which the potential buyer would have the opportunity to bid on acquiring the property. Motion made and seconded to recommend taking possession of 57 Division Street due to matured liens, motion passed unanimously. When the City takes possession of a property, certain advertisements are run to ensure notice is provided to any potential parties of interest. Therefore, the Order to take possession will appear on the Council Agenda of October 27, 2020. 4. Discussion Regarding Request for Quitclaim Deed - 50 Sidney Street Councilor Sprague indicated his need to abstain from this item, due to a business relationship with his employer. No Councilors objected to it, therefore, the item was discussed without participation or vote by Councilor Sprague The City has matured liens on this property. The City was approached by a potential buyer of this property, which would require the City to issue a Quitclaim Deed. In reviewing the transaction in conjunction with the City’s Matured Lien Policy, it was noted that the potential buyer has at least 20 properties within the City, the buyer was not timely in making tax and utility payments on the properties and there were Code issues with many of the properties. Staff recommendation is to take possession of 50 Sidney Street due to matured liens. The City could then offer the property for sale through the RFP process, at which the potential buyer would have the opportunity to bid on acquiring the property. Motion made and seconded to recommend taking possession of 50 Sidney Street due to matured liens, motion passed unanimously. When the City takes possession of a property, certain advertisements are run to ensure notice is provided to any potential parties of interest. Therefore, the Order to take possession will appear on the Council Agenda of October 14, 2020. 5. Airport COVID 19 Testing Site Agreement Staff request to ratify the license agreement with Northern Light to allow for the construction and operation of a drive up testing site on property located at Bangor International Airport. At the conclusion of the need, the improvements will be returned to the City. Motion was made and seconded to recommend passage of the Order to the City Council, motion passed unanimously. 6. Utility Easement for Airport COVID 19 Testing Site In order to supply power to the planned new drive up testing site, an easement will be required by Versant Power, at this time it is unknown who will be party to this agreement. This is an update to the Committee, that the City may need to execute the easement prior to any Council action, but if it is required a Ratification Order would be presented to the City Council. At the conclusion of this item, the current owner of 50 Sidney Street requested to address the prior item. The City’s recommendation was explained to the owner, he indicated he was willing to do what was in the best interest of the City and would follow up with staff after the meeting to obtain more information. Meeting adjourned 6:10 pm