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HomeMy WebLinkAbout12-28-2009 Regular MeetingPublic Meeting Notice Committee: Fairhope Financial Advisory Committee Date & Time: Monday, December 28, 2009 at 4:45 p.m. Place: Delchamps Room 161 North Section Street Subject: See Posted Agenda Notice must be stamped, dated and initialed before posted on bulletin board. POSTED SIGNATURE City of Fairhope Financial Advisory Committee Agenda-Monday, December 28, 2009 4:45 p.m. in the Delchamps Room City Hall-161 N. Section St., Fairhope, AL 1. Approval of Minutes for October 26 , 2009 2 . Funding request for purchase of electronic fingerprinting machine -Police Department 3. Funding request for construction of classroom at training facility -Fire Department 4. Funding request for services to clean HV AC ductwork -Police Department 5. Request for bid solicitation of one small service type bucket truck -Electric Department 6 . Other current financial requests Schedule Of Future Meetings (Note: Regular meetings are on the 4 th Monday of each month at 4:45 p.m. in the Delchamps Room at City Hall, 161 N. Section St., Fairhope, AL.) • Next regular meeting: Monday , January 25 , 2010 STATE OF ALABAMA COUNTY OF BALDWIN )( )( The Financial Advisory Committee met at 4:45 p.m., City Hall, Delchamps Room, 161 North Section Street, Fairhope, Alabama 36532, on Monday, 28 December 2009. Present were: Chuck Zunk, Chairman Members: Stan Grubin , Mac McCawley, John Brown, and Marvin Wilder Ex-Officio Members: Dan Stankoski, Lonnie Mixon, Mike Ford and Rick Kingrea Debbie Quinn, Mayor Kant and Dick Kwapil were absent. Chuck Zunk called the meeting to order at 4:45 p.m. He announced that the first item is to add on the agenda a proposed lift station on U. S. 98 for the Water & Sewer Department. John Brown moved to add the proposed lift station to the agenda. Seconded by Mac McCawley, motion passed unanimously by voice vote. Marvin Wilder moved to approve the minutes from the October 26, 2009 Fairhope Financial Advisory Committee meeting . Seconded by Lonnie Mixon, motion passed unanimously by voice vote. Mr. Zunk said the next item on the agenda is the funding request for the purchase of electronic fingerprinting machine for the Police Department. This is an ADECA Grant for $25 ,000 with no match and a target date of January 18, 2010. After further discussion, Stan Grubin moved that FAC recommend to the City Council to add to the agenda; and allow the Police Department to apply for the grant and go forward with solicitation for bids. Seconded by Mac McCawley, motion passed unanimously by voice vote. The funding request for construction of classroom at training facility for the Fire Department was the next item discussed. Impact fee monies are allowed for this project and the cash flow effect is neutral. After further discussion, John Brown moved that F AC recommend to the City Council to add to their agenda and allow the Fire Department to go forward with solicitation for bids. Seconded by Mac Mccawley, motion passed unanimously by voice vote. Financial Advisory Committee Monday, 28 December 2009 Page-2- The funding request for services to clean HV AC ductwork at the Police Department was next for discussion . This is a mandatory issue which needs to be corrected with an estimated cost of $14 ,000, but could exceed the $15,000 bid law limit. After further discussion , Stan Grub in moved that F AC recommend to the City Council to add to the agenda; and allow the Police Department to go forward with purchase or solicitation for bids if needed. Seconded by John Brown, motion passed unanimously by voice vote. The next item on the agenda to be discussed is the request for bid solicitation on one small service type bucket truck for the Electric Department. Scott Sligh mentioned that there was interest in a hybrid option which comes with a higher price tag, but would like to go forward with the budgeted amount for bids. After further discussion, Marvin Wi ld er moved that F AC recommend to the City Counci l to add to the agenda; and allow the Electric Department to go forward with solicitation for bids. Seconded by Lonnie Mixon , motion passed unanimously by voice vote . Mr. Zunk stated in general a request for bid solicitation is not spending money. Unless for some specific reason for not allowing the bid solicitation or the real number is a variance to the budgeted amount, then you would need to bring back to the F AC. Every budget is everyone's best estimate and flexible not to manage each item, but keep within the budget. The request for bid solicitation on the lift station on U. S. 98 for Key Allegro was the next item to be discussed. Dan McCrory explained that this lift station is three miles east of U. S. 98. The estimated cost is $60,000 for the lift station and all electrical work. Nancy Wilson mentioned there was money available from the sewer tap fees. After further discussion , Stan Grubin moved that F AC recommend to the City Council to add to the agenda; and allow the Water & Sewer Department to go forward with solicitation for bids. Seconded by Lonnie Mixon, motion passed unanimously by voice vote. Stan Grubin questioned if the budget versus actual would be discussed at the next F AC meeting. Mr. Zunk replied that the fleet issue would be discussed at the next meeting; and due to the statements for the first quarter not being out in time, the budget would be discussed at the FAC meeting in February. Mr. Grubin also questioned the marrying of the strategic plan to the budget. Mr. Zunk responded that the City Council approved a resolution for Mayor Kant and Gregg Mims to work on a 5-year plan and allowed them 90 days to prepare. We would need this plan before working with the strategic plan and budget. Financial Advisory Committee Monday, 28 December 2009 Page-3- Stan Grubin moved to adjourn the meeting. Seconded by Mac McCawley, motion passed unanimously by voice vote. There being no further business to come before the Financial Advisory Committee, the meeting was duly adjourned at 5: 10 p.m. STAG Grant: $165,000.00 =Cash+ In kind service $202,000.00 = Grant Contribution $367,000.00 = Total This is a 55% grant: 45% match Purpose: Inventory of Fairhope's Storm Water Infrastructure Benefits: • Foley and Orange Beach have completed inventories. • Awareness of private input into public (Fairhope 's) conveyance systems. • Maintenance Priorities • Identify new subdivision drainage path to determine if it is adequate or if bottlenecks exist • Hazardous spill flow path Process: HMR will fill out the application at their expense if we hire them to work with us on inventory. Timing of grant authorization would be 60-90 days after application is submitted . HMR would survey test area to determine total timing and cost of project. HMR would train two (2) Fairhope to conduct inventory. Fairhope would have to purchase, server, software and hand held GPS recorder for approximately $15,300 to have GPS equipment compatible with that of HMR. Payments will be made on a monthly basis Example: HMR billing to Fairhope Fairhope In-Kind Service Monthly Invoice to EPA 55% Grant (Check to Fairhope) 45% Match Less In-Kind Service of Payment to HMR Check from Fairhope EPA Grant Payment Total $10,000 $3,000 $13,000 $7,150 $5,850 $3,000 $2,850 $7,150 $10,000