HomeMy WebLinkAbout2025-04-07 Finance Committee Minutes � � � �� z�i,, �f am m� �;i � � w �� �m m � Finance Committee Minutes April 7, 2025 Council Chambers, 262 Harlow St. Councilors in Attendance (Committee Members): Fish, Fournier, Deane, Beck Other Councilors in Attendance: Pelletier, Leonard, Mallar Staff in Attendance: Little, Laurie, O'Donnell, Saavedra, Davis, Courtney, Innis Meeting Start: 6:40 pm 1. Bids/Purchasing a. Preferred Vendor - Network Data Switches — Information Services — Harbor Networks - $92,076 Motion made and seconded to approve purchase; motion passed unanimously b. Gate 11 Boarding Bridge —Airport— Benchmark - $2,436,844 Motion made and seconded to recommend contract; motion passed unanimously c. Banair Road Ditch Rehabilitation — Stormwater— C&C Lynch Inc. - $80,690 Motion made and seconded to approve contract; motion passed unanimously d. Airport Alert Building Brownfields Cleanup — Community & Economic Development—JE Butler, LLC - $744,600 Motion made and seconded to recommend contract; motion passed unanimously e. Audit Services —Various — Runyon, Kersteen, Ouellette - $174,500 This item was brought forth from a previous meeting in which the Committee expressed concerns regarding the price, the delays in the City audit and the lack of responses to the City Auditing Services RFP. As requested, staff presented information comparing the hours and costs proposed to other municipalities. Council members continued to express concerns with the audit and Councilor Beck put forth a motion to reject the proposal from Runyon, Kersteen, Ouelette and rebid for auditing services, contacting directly all licensed auditing firms within the State. Finance Director Little discussed that much of the delay related to the audit was on the City side due to staffing shortages and staff training across multiple departments which in turn delayed the auditor's ability to perform their work. The motion failed with no second. City Manager Laurie discussed that not all licensed auditing firms perform government audits as it requires specialized training which limits the available pool of potential bidders. Also discussed that rejecting the proposal could result in no available audit firm for the FY25 audit which would compromise the City's ability to receive grant funding and would violate the City's bond covenants. A motion was made and seconded to approve staff recommendation of a one-year contract, motion passed three to one. The audit services contract would be revisited during the Fiscal Year 2025 audit process. f. City Hall AV Upgrades — City Hall — Pro AV Systems - $199,511 Motion made and seconded to approve contract; motion passed unanimously (It was identified that the bid tab was missing from the packet, the bid tab was added later and an updated copy was provided for posting to the City's website) g. City Hall Data/Security Wiring and Equipment— City Hall —ABM Mechanical and Norriss Minuteman - $413,000 Staff informed the Committee that staff recently discovered that the wiring was not part of the initial scope of the project. The initial scope of the project was overseen by prior staff and followed the standard practice for other buildings the City has built. Motion made and seconded to recommend contract; motion passed unanimously 2. Recommendation to Take Possession of Property — Multiple Staff discussed that a committee from several Departments met to review property with matured liens that are either vacant land or vacant property which is not registered on the City's Vacant Property Registry. That committee identified seven properties for the City to take possession of. With Committee approval, Council Orders would be on the next Council agenda. Motion made and seconded to approve staff recommendation; motion passed unanimously 3. Resolve - Appropriating $199,511 from the Improvement Reserve to Fund Audio/Visual Upgrades for City Hall Motion made and seconded to recommend approval; motion passed unanimously 4. Resolve - Appropriating $413,000 from the Unassigned Fund Balance to Fund Wiring and Security System Upgrades at Bangor City Hall Motion made and seconded to recommend approval; motion passed unanimously Meeting End: 7:25 pm