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Home My WebLink About06-25-2012 Regular MeetingPublic Meeting Notice Committee: Fairhope Financial Advisory Co1nmittee Date & Time: Monday, June 25, 2012 at 4:45 p.m. Place: Delchamps Room 161 North Section Street Subject: See Attached Agenda Notice 1nust be stamped, dated and initialed before posted on bulletin board. POSTED ~~;g-/d; SIGNATURE City of Fairhope Financial Advisory Committee Agenda -Monday, June 25, 2012 4:45 p.m. in Delchamps Room at City Hall City Hall -161 N. Section St., Fairhope, AL 1. Approva l of Minutes for May 29 , 20 12 Regular Meeting. 2 . Discussion of report submitted 5-29-2012 from the sub -committee (Marvi n Wi ld er, Chair) regarding the Alabama Guaranteed E nergy Savings Legislation, and the potential applica tion at Fairhope for upgrading ener gy-related infrastructure. 3. RFQ for Library HV AC maintenance contract. 4 . Impact Fee funding for Greeno Rd ./Fairhope Ave. project. 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 . Section St., Fairhope, AL.) • Next regular meeting: Monday, Jul y 23 ,2012 ST ATE 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, 25 June 2012. Present were: Chuck Zunk, Chairman Members: Stan Grubin, Mac McCawley , Marvin Wilder, John Brown, and Bob Riggs. Ex-Officio Members: Debbie Quinn, Dan Stankoski, Lonnie Mixon, Mike Ford, and Rick Kingrea. Mayor Kant was absent. Chuck Zunk called the meeting to order at 4:45 p.m. He announced that the first item is to approve the minutes from the June 25, 2012 Financial Advisory Committee meeting. Marvin Wilder moved to approve the minutes from the June 25, 2012 Fairhope Financial Advisory Committee meeting . Seconded by Mac McCawley, motion passed unanimously by voice vote. The next item on the agenda was the Discussion of Report submitted May 29, 2012 from the sub-committee (Marvin Wilder, Chair) regarding the Alabama Guaranteed Energy Savings Legislation, and the potential application at Fairhope for upgrading energy-related infrastructure . Marvin Wilder, Chairman of the F AC Subcommittee on Energy Savings, briefly went over the Subcommittee's findings. The main determination was that the City of Fairhope needs a building condition assessment in addition to an energy audit. Marvin Wilder moved to pass along the F AC Subcommittee findings to the Budget Committee to evaluate and if it could be included in the budget; and for staff to look at whether the General Fund or the Utility Fund would pay for this, specifically the Electric Fund . Seconded by Bob Riggs, motion passed unanimously by voice vote . The RFQ for Library HVAC maintenance contract was discussed next. Ken Eslava, Project and Maintenance Manager, stated the City received five quotes; and the recommendation to the City Council would be CMS Mechanical Services at $606.00 per month. Gregg Mims , City Administrator, mentioned that there were no funds available. Marvin Wilder moved to recommend to the City Council that staff prepare contract to go before the Council for the HVAC maintenance contract. Seconded by Mac Mccawley, motion passed unanimously by voice vote . Gregg Mims briefly discussed the Impact Fee Funding for Greeno Road/Fairhope Avenue Project. He presented a drawing of the project which will cost approximately $225,000 . The City will enter into an arrangement with The Alabama Department of Transportation (ALDOT) for a 50/50 match on the project. Mr. Mims stated money is available and this will be on the next City Council agenda. . ' Financial Advisory Committee Monday, 25 June 2012 Page-2- After further discussion , Lonnie Mixon moved for staff to go forward with the plans and necessary documents to move forward to present to the City Council. Seconded by Stan Grubin, motion passed unanimously by voice vote. Stan Grubin moved to adjourn the meeting. Seconded by Marvin Wilder, 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: 13 p.m . Report of FAC Subcommittee on Energy Savings After several meetings the FAC Subcommittee on Energy Savings makes the following recommendation to the FAC Committee: The City of Fairhope needs a building condition assessment in addition to an energy audit . . The facilities identified for assessment are City Ha ll /Civic Center, Utilities Building, James P. Nix Center, Police Building, Library, Recreational Center and Rotary Building . These facilities total approximately 135,000 square feet . The assessment would identify a baseline of current facilities' conditions, energy usage , and space allocation to be used in planning and as a benchmark to gauge the effectiveness of capital and expense plann i ng . The objective of the assessment is to provide the City with guidance as to whether additional investments in some or all current facilities is consistent with the conditions and needs, or whether alternative uses or building plans should be investigated. The assessment would include three phases : Phase 1-Facility Condition Assessment This phase includes a detailed report indicating the general condition of these buildings and the order-of magnitude cost for repair or replacement of the identified building components or equipment deficiencies. Phase 2 -Facility Energy Audit This phase includes completing an American Society of Heating, Refrigeration, and air conditioning Engineers (ASH RAE) Leve l 1 energy audit. Phase 3 -Facility Space Allocation/Utilization Th is phase includes an evaluation of current space allocation. In addition this phase will include a review of the City's current staff office and workspace assignments, existing facility layouts, staffing projections, and potential organizational structure. The total estimated costs for the building assessment and energy audit are : Phase 1-55 ,000.00 Phase 2 -45 ,000 .00 Phase 3 -20 ,000.00 Total : 120,000.00* *The total for each phase is a budgetary estimate and should be used for budgetary purposes only . ~ i i I l 1 ..... · ... \ µ;;; 1 ~ 8tTVWtruS CONCJtCTE 11£~ 51Jflf'ACt. 1/2" WAX. AGGRCC.-.TC 2· Sil[ Will. CSAi. IUHC( 0. APl>ROD,l•fUT 222 utS/ST. 1TEW •294 -260 2. CIIVSHCD .t.GQICC,Ut 8ASC CClUASC. NP{ 8, Pl.ANT l,IIX[l), 6" COMPACTro ~ICKNCSS. ITD,I-JOT -A-012 REP LACING ASPH ALT DRI VEWAY (TYPICA L) .t!.Ll, """' •-LAST lotr OF <WDI\..AT !ilAU. ec illllU..(I) TO MJ,T'Ql (JGSTINC "5PHALT G.CVA110N (S([ $HECT O rOQ OCT"'-) 2. 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PROPOSED SmPlf,tC SMALL nc fO OOST'NC s~ PRoPOSCD PA\oOl(Hl -Ofl-l S,H,\li 9C 241 ' U STAR T Of" ·""""" C==3 l'tl()POSfl) ASPMAI..T (-rJOMC) C=:J -=~ ~AsPMAl.1 11111.lJNC ~ £11S'TIIIC l.ANOSC.t.P( (~) lt.O.• -RM>IT CT 'lll'AY Based on 2006 Neel-Schaffer Traffic Operations & Planning Study Estimated Cost: 225,000.00 ~ ~ ~ s ± ' i • X ~:1 5 ,= :s . u :, ~~f l!c "' 5 ~! u "' e 8 :, "' !!! ... 0 z ,_ z z w <{ Q. -' 0 N I Q. I u "' ;;: °' l.. ,_ w l.. :::. 0 0 w >- GRAP HIC SC ALE 0 >-- i u C7 ._ ________________________________________________________________________________________ ...._ __ .,__ _ __.