The City of Lewisburg
Finance Committee
Meeting Minutes
February 14, 2012
The Paul R. Cooley Council Chambers
The City of Lewisburg Finance Committee met Tuesday, February 14, 2012 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, Andrew Evans and Joseph Lutz, Treasurer Susan Honaker, Chief of Police Tim Stover, Fire Chief Wayne Pennington and Public Works Director Mark Carver.
ABSENT: Council member Joshua Baldwin
VISITORS: Ginger Estep and City Employees: Assistant Fire Chief Joseph Thomas, Randy Chambers, Nathaniel Tucker, Gary Winebrimmer, Rick Johnson, Alvin Davis, Tim Anderson, John Hanna, Wade Sayers, Rebecca White, Edward Legg, Patrick McCoy and Howard Estep.
CALL TO ORDER: Chairman Etten called the meeting to order at 7:00 p.m.
APPROVAL OF MINUTES
January 10, 2012
Council member White made a motion to approve the minutes of the January 10, 2012 Finance Committee meeting as presented. Council member Evans seconded the motion. With four in favor and one absent the motion carried.
HEALTH INSURANCE RENEWAL
Chairman Etten reported the Insurance Committee composed of Mayor Manchester, Bonita Sienkiewicz and he had met twice to discuss the health insurance renewal. The committee had discussed several options but decided to recommend staying with the current underwriter IOA Re and staying with current third party administrator WV Employee Benefits Services, Inc. The committee also recommends increasing the specific deductible from $30,000 to $35,000.
Mayor Manchester noted there are no coverage changes to City employees.
Mayor Manchester made a motion to recommend to Council to renew the health insurance with the current underwriter IOA Re and current third party administrator WV Employee Benefit Services, Inc. with a $35,000 specific deductible. Council member White seconded the motion. With four in favor and one absent the motion carried.
DISABILITY BENEFITS CONSIDERATION
Chairman Etten stated currently the City offers no coverage for long term disability. An employee must use their sick time and then all of their vacation time. After an employee has exhausted all of their sick time and vacation time the current personnel policy allows another employee to donate sick time to an employee who has used all of his/her time.
Etten stated the proposed disability policy would be paid by the City with no match required by employees. The disability benefit would start after an employee had been off 90 days.
Manchester stated with the new health insurance rules and regulations it is questionable whether an employee who is off for an extended period of time is actually still an employee and able to be covered for health insurance. The disability policy would also take the City out of the decision determining if an employee is disabled.
Public Works director Carver questioned whether the benefit would be available to all employees even those not on the City’s health insurance and Tim Anderson questioned if health insurance coverage for employees would continue once the disability policy kicks in. Etten stated that these were questions that would need to be answered by the insurance carrier.
Mayor Manchester made a motion to recommend to Council to obtain a disability policy with Northwestern Mutual Life Insurance Company at a monthly cost of $963.94. Council member Evans seconded the motion. With four in favor and one absent the motion carried.
SICK TIME ACCUMULATION
Chairman Etten stated it was the recommendation of the Insurance Committee to bring the sick time accumulation in line with the disability policy ninety day waiting period.
Mayor Manchester made a motion to table consideration of changing the sick time accumulation so that the catastrophic leave policy can be reviewed at the same time. Council member White seconded the motion. With four in favor and one absent the motion carried.
RADIO READ METER PROJECT DRAW REQUEST 7
Public Works Director Carver stated Draw Request 7 was to pay The C.I. Thornburg Co., Inc to install the radio read meters. C. I. Thornburg’s pay request No. 5 in the amount of $39,688.24 is for removing and replacing 717 meters and 591 meter lids. The pay request covers the period December 31, 2011 to February 4, 2012. Kennon Chambers, with Chapman Technical Group has reviewed and approved the pay request.
Mayor Manchester made a motion to recommend to Council the approval of the Radio Read Meter Project Draw Request No. 7 to pay for The C.I. Thornburg Co., Inc. pay request No. 5 in the amount of $39,688.24. Council member White seconded the motion. With four in favor and one absent the motion carried.
RADIO READ METER PROJECT CHANGE ORDER NO. 7
Public Works Director Carver stated the Radio Read Meter Project Change Order No. 7 is to increase the contract amount with The C.I. Thornburg Co., Inc. by $57,022.21 which includes additional cost of installing a 10” Sensus accuMag meter at the water plant, additional cost of meter box covers necessary to complete project and a decrease in cost due to an error in calculating material cost in Changer Order No. 6. The Change Order also extends the contract date with The C.I. Thornburg Co., Inc. to September 30, 2012.
Mayor Manchester made a motion to recommend to Council the approval of the Radio Read Meter Project Change Order No. 7. Council member White seconded the motion. With four in favor and one absent the motion carried.
219 NORTH SIDEWALK PROJECT CHANGE ORDER NO. 3
Mayor Manchester stated the grant for Phrase I of the 219 North Sidewalk project totaled $400,000. Change Order No. 1 was to bring the original contract in line with the available funds. Change Order No. 2 was to address the curb size and Change Order No. 3 is to address the segmented wall, additional sidewalk and curb onto Lee Street, concrete light pole bases, eliminating 120 feet of handrail and restoration of the wooden fence at 224 N. Jefferson Street. Change Order No. 3 reduces the contract price with Triton Construction by $411.31 making the final contract price $385,064.68.
Council member White made a motion to recommend to Council the approval of Change Order No. 3 for the 219 North Sidewalk Project Phrase I. Council member Evans seconded the motion. With four in favor and one absent the motion carried.
219 NORTH SIDEWALK PROJECT STREET LIGHTING
Mayor Manchester stated in the beginning of the 219 North Sidewalk Project the installation of light poles was removed from the contract with Triton Construction because the funds were not in the grant budget. There are four light poles and a 100 amp electric service that must be installed to complete Phase I of the project at a cost of $7,200.
Mayor Manchester made a motion to recommend to Council the expenditure of $7,200 to install four light poles and a 100 amp electric service on Phrase I of the 219 North Sidewalk project with funds coming from both the Community Development and Beautification budgets. Council member White seconded the motion. With four in favor and one absent the motion carried.
FENCE REPLACEMENT AT 224 N JEFFERSON STREET
Mayor Manchester explained during construction of the 219 north Sidewalk a wooden fence at 224 North Jefferson Street had been taken down. Triton Construction removed the fence and had it stored it in the property owner’s garage. It is in the contract with Triton for them to reinstall the wooden fence supplementing with new material as necessary. The property owner Sheila Robinette contacted the mayor and requested a new fence be constructed around the perimeter of their property with a gate allowing access to the new sidewalk.
Manchester stated he has negotiated with the property owner and his suggestion is to replace the portion of the fence bordering the new sidewalk with a wrought iron fence to tie in and compliment the fence on Arbuckle Lane. The estimated cost for the wrought iron fence with one gate is $5,590.82.
Council member Lutz made a motion to recommend to Council the installation of 150 linear feet of wrought iron fence and a gate at 224 North Jefferson Street at a cost of $5,590.82 with the funds coming from the contingency line item. Council member White seconded the motion. With four in favor and one absent the motion carried.
STREET LIGHTING ON NORTH COURT STREET
Mayor Manchester stated with the extension of the sidewalk on North Court Street there is currently a need to install two lights and one 100 amp electric service in that area. The lights and the electric service will cost $3,950. Florian Schleiff has agreed to pay $1,500 towards the light project.
Mayor Manchester made a motion to recommend to Council to install two street lights and one 100 amp electric service on North Court Street at a cost not to exceed $3,950 with the cost being split between Community Development and Beautification. Council member Evans seconded the motion. With four in favor and one absent the motion carried.
WATER DEPARTMENT TRUCK REQUEST
Public Works Director Carver requested permission to replace a water department truck that was totaled in an accident in December. The vehicle Carver is requesting to acquire is a 2012 GMC extended cab 4x4 Canyon at a cost of $18,237 which is the state contract bid. The insurance pay off on the totaled vehicle was $7,654.25 which will leave $10,581.75 to finance. The payments for the vehicle will be $340.21 for three years. Country Road Leasing will be the company doing the lease purchase agreement.
Council member Lutz made a motion to recommend to Council to enter into a three year lease purchase agreement with Country Road Leasing LLC to acquire a 2012 GMC extended cab 4x4 Canyon in the amount of $10,582.75. Council member White seconded the motion. With four in favor and one absent the motion carried.
FINANCIAL STATEMENT APPROVAL FOR PERIOD ENDING DECEMBER 31, 2011
GENERAL FUND
Council member White made a motion to recommend to Council the approval of the General Fund financial statement for the period ending December 31, 2011 as presented. Council member Evans seconded the motion. With four in favor and one absent the motion carried.
COAL SEVERANCE FUND
Council member Evans made a motion to recommend to Council the approval of the Coal Severance Fund financial statement for the period ending December 31, 2011 as presented. Council member Lutz seconded the motion. With four in favor and one absent the motion carried.
WATER FUND
Council member Lutz made a motion to recommend to Council the approval of the Water Fund financial statement for the period ending December 31, 2011 as presented. Council member White seconded the motion. With four in favor and one absent the motion carried.
It was noted several line items need to be reviewed and possibly adjusted.
GENERAL FUND AND COAL SEVERANCE FUND BUDGET FISCAL YEAR 2013 PRELIMINARY REVIEW
Treasurer Honaker informed the Committee members the General Fund and Coal Severance Fund Budget proposals included in their packets were the preliminary budgets for the funds and asked members to review the budgets and contact her if they have any questions.
COMMUNICATIONS FROM MEMBERS
Mayor Manchester informed the Committee that several issues had come up regarding the Police Department’s request to acquire a forfeiture jeep. He stated that it had become more legally complex and the administration made a decision not to purchase the vehicle.
ADJOURNMENT
Council member Evans made a motion to adjourn the meeting at 8:30 p.m. Council member White seconded the motion. With four in favor and one absent the motion carried.
Respectively submitted
Susan Honaker, Treasurer
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