City of Lewisburg

City of Lewisburg Finance Committee Meeting Minutes May 9, 2017 Paul R. Cooley Council Chambers 942 Washington Street, West, Lewisburg, WV

PRESENT: Mayor John Manchester; Acting Chairman Joshua Baldwin, Council members Joseph Lutz, Beverly White, Heather Blake, Treasurer Susan Honaker; Accounts Payable Clerk Susan Nutter, Fire Chief Joseph Thomas, Police Chief T. L. Stover and Public Works Director Roger Pence. ABSENT: Chairman Mark Etten. CALL TO ORDER: The meeting was called to order at 7:00 pm by Acting Chairman Joshua Baldwin. APPROVAL OF MINUTES April 11, 2017 Council member Blake made a motion to approve the minutes of the April 11, 2017 Finance Committee. Council member White seconded the motion. With all in favor the motion carried.

MOUNTAINEER COMPUTER SYSTEMS, INC. AGREEMENT Acting Chairman Baldwin stated the Mountaineer Computer Systems, Inc. annual agreement is up for renewal. Treasurer Honaker stated that the annual rate increase is $393.00. Committee Discussion: Acting Chairman Baldwin asked if there is any indication of other supporters of AccuFund in our area. Treasurer Honaker stated that there are several on the east coast and some in Mississippi, but not in our area. Acting Chairman Baldwin asked about program issues and how well Mountaineer Computer representatives responded to them. Acting Chairman Baldwin mentioned the percentage on General report issue noticed before. Treasurer Honaker stated that when we have issues Mountaineer Computer representatives are available to resolve issues in a timely manner and if not resolved it is an AccuFund programing issue and are addressed by Mountaineer Computer representatives who would submit a work order with AccuFund on our behalf. Acting Chairman Baldwin inquired if the AccuFund program is Cloud based. Treasurer Honaker stated no, it is only on the City server and each computer has access through the server. Acting Chairman Baldwin asked the Committee if they have any payment preferences such as annual payment verses quarterly. Mayor Manchester stated that we had secured a discount last year with the yearly payment plan.

1 Mayor Manchester made a motion to recommend to Council the approval of the contract renewal with Mountaineer Computer Systems, Inc. Agreement for support for the annual discounted payment plan in the amount of $8280.00. Council member Blake seconded the motion. With all in favor the motion carried.

FUNDING TRANSFER TO FIRE STATION CONSTRUCTION FUND

City Hall Repairs Acting Chairman Baldwin requested an update on City Hall repairs. Mayor Manchester reported the alley behind City Hall is now closed and will be closed for five to six weeks. Repairs will begin tomorrow, May 10, 2017. Public Works Director Roger Pence has notified the surrounding businesses of the alley closure. The structure void underneath City Hall is twice as large as it was and is a growing problem and repairs need to be done timely. Mayor Manchester stated that the City’s insurance company statement indicated that they will pay at some level for structure repairs above ground.

Fire Station Construction Fund Acting Chairman Baldwin requested a report on the recommended donation to the Fire Station Construction Fund. Treasurer Honaker reviewed the budget amounts and stated that the General Fund does not have enough to cover the recommended $100,000.00 donation amount and that a CD would need to be cashed. After discussion of the committee it was recommended by Acting Chairman Baldwin and Treasurer Honaker that the BB&T CD of $264,000.00 be cashed because it was gaining less the 1/10 of a percent interest. It was also recommended that One Hundred Thousand dollars ($100,000.00) to be donated to the Fire Station Construction Fund and the remainder to be reinvested in a CD. Acting Chairman Baldwin stated that it is important to continue donating to the Fire Station Construction Fund to build a new fire station. Mayor Manchester made a motion to recommend to Council to cash the BB&T CD of $264,000.00, with $100,000.00 to be put into the Fire Station Construction Fund account and the remaining $164,000.00 to be put into a CD. Council member Lutz seconded the motion. With all in agreement the motion carried. POLICE K9 PROJECT Police Chief Stover requested that the K9 project be tabled to the June Finance Committee Meeting. Council member White motioned to table the K9 project till the June Finance committee meeting. Council member Lutz seconded the motion. With all in agreement the motion carried.

2 BALLFIELD LIGHTING UPGRADES BID APPROVAL Acting Chairman Baldwin reported that a grant in the amount of $60,000 was received and that $30,000.00 matching funds were to come from Greenbrier County Commission. Mayor Manchester stated that he attended the County Commission Meeting, and there has been a change of plan for the matching donation from the County Commission. The County Commission did not agree to the recommendation by their Parks and Recreation Board. The County Commission has approved the funding of $250,000.00 to be sent to White Sulphur Springs Pool project as White Sulphur Springs has a matching donor. Mayor Manchester stated officially that the $30,000.00 funds are no longer available from County Commission. Public Works Director Pence presented bids for the replacement of the ball field lighting. The following bids were received: Two bids were received for the purchase of the fixtures: State Electric at $113,995.42 Greenbrier Technologies at $131,729.22. Four bids were received for the installation: Greenbrier Technologies at $6,635.00, W. V. Electric & Construction at $12,100.00, JRP Electrical Contractors at $13,856.00 Raleigh Steel Construction, Inc. at $23,000.00 Public Works Director Pence recommended bids buy State Electric for the purchase of fixtures and Greenbrier Technologies for the installation. Acting Chairman Baldwin asked Director Pence what savings the replacement would bring. Director Pence reported about 50%, bringing about $6,000.00 savings. Mayor Manchester asked Director Pence if there were any other grant agencies to consider. Director Pence stated that First Energy will give credit for switching to LED and we will receive substantial benefit. Council member Blake asked if there were a possibility to donate the old lights. Director Pence said there is and that he has already contacted White Sulphur Springs who has a need. Council member Blake made a motion to recommend to Council to approve the bid from State Electric in the amount of $113,995.42 for the purchase of the fixtures, and the bid from Greenbrier Technologies of $6,635.00 for the installation. Council member White seconded the motion. With all in favor the motion carried.

3 WATER FUND BUDGET FISCAL YEAR 2018 Treasurer Honaker reported on the revisions of the Water Fund Budget Fiscal Year 2018 Director Pence stated that he reluctantly made the revisions. Mayor Manchester asked about the revision to salaries and wages. Director Pence said they had not been coding employee time in Renick. Director Pence stated that the total revisions came to $27,188.00 to balance it out. Mayor Manchester made a motion to put back on the table for consideration the Water Fund Budget for Fiscal Year 2018. Council member Lutz seconded the motion. With all agreed the motion carried. Acting Chairman Baldwin asked Director Pence if the budget revisions were basically a numbers game. Director Pence said yes as we were shooting to balance the budget. Acting Chairman Baldwin asked if the revisions in any way inhibit the water department. Director Pence responded that it did not, as they had padded the budget for repairs that would be needed because the system is so old, sometimes we get lucky and sometimes we don’t. Acting Chairman Baldwin stated that he wanted to be sure that the revisions did not cause any problems in the production of the water department. Mayor Manchester made a motion to recommend to Council the approval of the Water Fund Budget Fiscal Year 2018. Council member White seconded the motion. With all in favor the motion carried.

GENERAL FUND BUDGET REVISION No. 2 FISCAL YEAR 2017 Treasurer Honaker reviewed the revisions with the committee and reported that the revisions are to bring into line amounts to cover the next two months. The committee reviewed and discussed various budget revision items. With all discussion concluded the following motion was made. Council member Lutz made a motion to recommend to Council the approval of the General Fund Budget Revision No. 2 Fiscal Year 2017. Council member Blake seconded the motion. With all in agreement the motion carried.

COAL SEVERANCE BUDGET REVISION No. 2 FISCAL YEAR 2017 Treasurer Honaker reported that the Coal Severance Budget Revision was to allow for the carryover of $31.00, and it is a final revision. The committee reviewed and discussed the revision and the following motion was made. Mayor Manchester made a motion to recommend to Council the approval of the Coal Severance Budget Revision No. 2 Fiscal Year 2017. Council member White seconded the motion. With all in favor the motion passed.

4 COMMUNICATION FROM MEMBERS

Public Works Minutes Council member Lutz stated that he noticed in the Public Works Minutes the jump of unaccounted for water. Director Pence replied that the previous three months were down and a water tank overflow was detected.

Dorie Miller Park Acting Chairman Baldwin mentioned that he would like the committee to consider continuing with the Dorie Miller three phase projects, especially phase 2, shelter and bathrooms. The WVSOM student group who is part of the Parks and Recreation Board have decided to take on the play park section, which is phase 3, and they will raise funds publicly.

Speed Control Mayor Manchester confirmed to the committee construction and placement of the speed bumps for Maple Street and Court Street. The speed bumps are to be placed one on Maple Street and two on Court Street. They are marked with white marks if anyone would like to view the speed bumps sites. Acting Chairman Baldwin asked if there was any neighborhood feedback. Council member Lutz stated that Sarah Staunton asked what was happening and that she wanted to be kept informed. Mayor Manchester reported that the speed bumps should be in place within the month. The cost is $3,000.00 each. Curtesy calls will be made to the neighborhood residents as well as a notice in the newspaper to inform the public.

Dawson Billboard Issue Acting Chairman Baldwin inquired about the Dawson Billboard issue with Smooth Ambler. Mayor Manchester responded that the property owners’ restrictions were overlooked. The restrictions state that no alcohol, cigarettes or inappropriate adult advertising be on the billboard. This was a Tammy Lynn responsibility and the Smooth Ambler ad was pulled quickly. The billboard ads were revised in a rapid an acceptable manner. Smooth Ambler had already paid their share of the billboard cost. Mayor Manchester stated that $2,600.00 was collected and would provide several $500 contributions to the merchants. Smooth Ambler ads were moved to a combo unit in Beckley at no charge on a month to month basis for free until a paying customer came along. He also stated that he had been informed that Smooth Ambler corporate structure had been changed and that management is no longer interested in billboards. Acting Chairman Baldwin commented that Smooth Ambler is getting fee advertisement and LDBA would be out the additional $4,000.00. He stated that Smooth Ambler should be paying for their ads. Acting Chairman Baldwin also stated that from the beginning there should have been a memo of understanding with Smooth Ambler. Mayor Manchester said that we would not win this one. We are $2,600.00 to the good – lesson learned.

5 Acting Chairman Baldwin said it is a shame that LDBA was out the $4,000.00 and that the local merchants are the ones in the city limits that are struggling and a multi-million dollar corporation, which is not in the city limits, can’t kick in the $4,000.00, and are still getting promoted. There was no further comments from the members. ADJOURNMENT Council member Lutz made the motion to adjourn the meeting. Council member White seconded the motion. With all in agreement the meeting was adjourned at 7:52 am.

Respectfully Submitted Susan Nutter