The City of Lewisburg s1

The City of Lewisburg Finance Committee Meeting Minutes February 12, 2013 The Paul R. Cooley Council Chambers

The City of Lewisburg Finance Committee met Tuesday, February 12, 2013 in Regular Session at 7:00 p.m. in the Paul R. Cooley Council Chambers located at Lewisburg City Hall, 942 Washington Street West, Lewisburg, West Virginia.

PRESENT: Chairman Mark Etten, Mayor John Manchester, Council members: Beverly White, Joe Lutz, Joshua Baldwin and Andrew Evans, Treasurer Susan Honaker, Public Works Director Mark Carver, Chief of Police Tim Stover, Fire Chief Wayne Pennington and Fireman Joey Thomas.

VISITORS: Greg Belcher with Chapman Technical Group, LTD.

CALL TO ORDER

Chairman Mark Etten called the meeting to order at 7:02 p.m.

APPROVAL OF MINUTES

November 13, 2012

Council member White made a motion to approve the minutes of the November 13, 2012 Finance Committee meeting as presented. Council member Evans seconded the motion. With all in favor the motion carried.

December 11, 2012

Council member Evans made a motion to approve the minutes of the December 11, 2012 Finance Committee meeting as presented. Mayor Manchester seconded the motion. With three in favor and two abstaining (Baldwin and Lutz) the motion carried.

HEALTH INSURANCE RENEWAL

Chairman Etten stated the Insurance Committee consisting of Mayor Manchester, Bonita Sienkiewicz and himself had met on February 4, 2013 had reviewed several options provided to the City.

The Insurance Committee is recommending the following changes for the upcoming coverage period:

1. Changing carriers to IMG Stop Loss/Sirius America 2. Increase the maximum out of pocket the 20/80 co-insurance from $1,000 to $2,000.

1 3. Spousal carve out effective April 1, 2013. 4. Change aggregate specific deductible

Mayor Manchester stated the City is committed to providing City employees with insurance coverage and also, their spouses and families if they cannot acquire insurance elsewhere.

Council member Lutz stated it is the goal to keep cost down for the employees as well make the cost manageable for the City.

Council member Lutz made a motion to recommend to Council the approval of Option 2 as recommended by the Insurance Committee. Council member Baldwin seconded the motion. With all in favor the motion carried.

WATER SYSTEM IMPROVEMENTS CONTRACT NO. 4 WATER TREATMENT PLANT BID APPROVAL

Greg Belcher with Chapman Technical Group informed the Committee the followings bids were received on the Water System Improvements Contract No. 4:

Alvarez Contractors, Inc. $3,342,000 Brekenridge Corporation $3,684,000 Orders Construction, Inc. $3,704,000 DCI/Shires, Inc. $3,959,000 W. Rogers Company $3,959,000

Belcher stated all five bids were over the budget for the project and informed the Committee that Chapman had negotiated with Alvarez Contractors, Inc. to lower the cost of the project. The City has the following two options to consider:

Option 1 – Using a NATGUN tank in the same location as designed, but removing both covers and reducing the design of the tank necessary to install the cover. This means that the tank would never be able to have a dome cover installed on it, according to NATGUN. We would have to add additional hand rail and grating in order to make up for not having the covers on the clarifier or pre-sed basin, but that is included in his price. The cost for this option is $2,989,000.00.

Option 2 – This option would use a Mid Atlantic bolted-steel tank (just like Fairlea) in lieu of the concrete NATGUN tank for the clarifier. This tank would have to be installed on the opposite side as what we have shown because this type of tank cannot be buried, which is not a problem on the side we’re discussing. There is a savings in the tank itself and also excavation. The cost for this option is $2,684,000.00. This tank does not include a dome either, but would have the capabilities to have one installed in the future.

Mayor Manchester asked Belcher if either option would affect the length of service of the upgrades and Belcher stated it would not.

2 Mayor Manchester made a motion to recommend to Council the acceptance of a modified bid with Alvarez Contractors, Inc. to install a bolted-steel tank at a cost of $2,684,000 for Water System Improvements Contract No. 4 Water Treatment Plant. Council member Evans seconded the motion. With all in favor the motion carried.

STANLEY, HUNT, DUPREE & RHINE CONTRACT APPROVAL TO PREPARE ACTUARY STUDY

Mayor Manchester made a motion to recommend to Council the approval of the contract with Stanley, Hunt, DuPree & Rhine to complete an actuary study to determine the City’s Other Post Employee Benefit Liability at a cost not to exceed $5,760. Council member Evans seconded the motion. With all in favor the motion carried.

L & R TRAIL KIOSK UPDATE

Mayor Manchester informed the Committee the City had received a grant of $15,000 from the Greenbrier County Art and Recreation Committee to build a kiosk at the head of the L & R Trail. The City has contracted with Ed Roach to design the structure and it is the intent for the structure to resemble the old depot building on Austin Street.

Manchester stated the City must show progress on the project in the next couple of weeks as not to jeopardize the City’s chances of getting grant funds in the next round of funding from the Arts and Recreation Committee.

Manchester stated the cost will be around $10,000 for City labor and $20-40,000 for materials with the cost having to come from contingency.

FINANCIAL STATEMENT APPROVAL FOR PERIOD ENDING DECEMBER 31, 2012

Coal Severance Fund

Council member Evans made a motion to recommend to Council the approval of the Coal Severance Fund Financial Statement for period ending December 31, 2012 as presented. Council member White seconded the motion. With all in favor the motion carried.

General Fund

Council member White made a motion to recommend to Council the approval of the General Fund Financial Statement for period ending December 31, 2012 as presented. Council member Lutz seconded the motion. With all in favor the motion carried.

Water Fund

Council member Lutz made a motion to recommend to Council the approval of the General Fund Financial Statement for period ending December 31, 2012 as presented. Council member Baldwin seconded the motion. With all in favor the motion carried.

3 COAL SEVERANCE FUND BUDGET REVISION NO. 2 FISCAL YEAR 2013

Mayor Manchester made a motion to recommend to Council the approval of the Coal Severance Fund Budget Revision Number 2 as presented. Council member Evans seconded the motion. With all in favor the motion carried.

GENERAL FUND BUDGET REVISION NO. 2 FISCAL YEAR 2013

Council member Baldwin made a motion to recommend to Council the approval of the General Fund Budget Revision Number 2 as presented. Council member White seconded the motion. With all in favor the motion carried.

WATER FUND BUDGET REVISION NO. 1 FISCAL YEAR 2013

Council member White made a motion to recommend to Council the approval of the Water Fund Budget Revision Number 1 as presented. Council member Evans seconded the motion. With all in favor the motion carried.

PRELIMINARY BUDGET PREPARATION FOR FISCAL YEAR 2014

Chairman Etten asked the department heads to take into account that revenues of the City are flat and to focus on keeping expenses flat as well. He instructed the department to list their capital request separate from their budget request as they had done in the past.

BLUE BOOK REVIEW

The Committee reviewed the Blue Book list with each of the respective department heads.

MILEAGE REIMBURSEMENT RATE

Council member Baldwin made a motion to recommend to Council to set the mileage reimbursement rate for City related travel at $0.565 per mile. Council member White seconded the motion. With all in favor the motion carried.

AUDIT REPORT FISCAL YEARS 2010 AND 2011

The Committee reviewed the audit reports and discussed ways to address some of the findings. The Chairman and the Mayor will discuss these issues with the State Auditor’s at the exit conference for the 2012 Audit scheduled for February 22, 2013 at 4 p.m.

COMMUNICATIONS FROM MEMBERS

4 Chairman Etten stated to the Public Works Director that more mobile radios had been purchased than had been approved by Council. He stated in the future that an email be sent to the Mayor and the Treasurer informing them of the issue before such purchase is made. The Mayor or Treasurer is then to forward the email to Council members to see what they wished to do.

Mayor Manchester informed the Committee the contractor has substantially completed the bathrooms in the Green Space. The contractor was ten days over the contract due date, but the contractor had taken on additional cost to fix a drainage issue with the existing sidewalk and the new construction. The cost of fixing the drainage issue would cover the cost of any penalty that would have been charged. The project will be finished at contract price.

ADJOURNMENT

Council member Lutz made a motion to adjourn the meeting at 10:47 p.m. Mayor Manchester seconded the motion. With all in favor the motion carried.

Respectively submitted Susan Honaker, Treasurer