City of Lewisburg
Paul R. Cooley Council Chamber
942 Washington Street, West
Lewisburg, West Virginia 24901
Finance Committee Meeting Minutes
October 10, 2017
PRESENT: Chairman Mark Etten, Mayor John Manchester, Council Members: Joe Lutz, Beverly White, Heather Blake, Kim Morgan Dean. Treasurer Susan Honaker; Public Works Director Roger Pence, Police Chief Tim Stover; Fire Chief Joseph Thomas; Zoning Officer Chuck Smith, and Accounts Payable Clerk Susan Nutter.
CALL TO ORDER: The meeting was called to order by Chairman Etten at 7:00pm.
REMBOCO GEOTECHNICAL CONTRACTORS, INC. – PAY REQUEST 2 CITY HALL FOUNDATION REPAIRS
Mayor Manchester made the motion to recommend to Council the approval of Pay Request No. 2 from Remboco in the amount of $264,582.00 for repairs to city hall’s foundation. Member Lutz seconded the motion. With all in favor the motion carried.
ROCON, LLC CELL TOWER PROPOSAL
Director Pence reported that Bill Roth of RoCon, LLC approached him for the possibility of having a cell tower installed in the city limits. Director Pence and Mr. Roth reviewed several locations and agreed that the Ruffner tank location would be appropriate for either a standard tower or a 120 ft. mono-pine tower. The committee members were provided pictures of the proposed tower types. Director Pence will verify that installation of the cell tower will not interfere with SCADA and radio meter system. The installation of the cell tower will have to follow city code guidelines before being installed.
EARLY WARNING MONITORING SYSTEM BID
Director Pence reported that only one bid has been received for the Early Warning Monitoring System. Member Blake made a motion to recommend to Council to accept the bid of $30,268.90. Member Lutz seconded the motion. With all in favor the motion carried.
ARTS & HUMANITIES GRANT GUIDELINE REVIEW
Mayor Manchester stated that the removal of the word programming in the 5th bullet of the guidelines would meet the Committees recommendations to change the guidelines.
Member White made a motion to recommend to council to accept the changes in the Arts & Humanities Guidelines. Member Dean seconded the motion. With all in favor the motion carried.
SHUCK MEMORIAL BAPTIST CHURCH PARKING LOT
Director Pence reported that Chapman Technical Group, LLC staff researched the parking lot site and discovered that several issues need to be resolved before the parking could be completed. The issues are presenting a substantial cost increase and a discussion with the Baptist Church board regarding the additional cost needs to take place.
Member Dean made a motion to recommend to Council to direct City Administration to make the Baptist Church Board aware of the situation and inquire if they are still interested in proceeding with the parking lot. Member Lutz seconded the motion. With all in favor the motion carried.
SPEED HUMPS – REQUEST FOR ADDITIONAL ONES
Member Pence presented that several requests have been made from city residents for additional speed humps to be installed on Lee Street, South Lafayette Street and in Greenbrier Pines. Chapman Technical Group, LLC conducted a preliminary review of the streets and determined that it would not be recommended to install speed humps on these streets. A more detailed evaluation can be obtained if requested.
Chief Stover will do a speed study on Lee and Lafayette streets and present the data at the November Public Works meeting.
ENTERPRISE LEASE PURCHASE OF VEHICLE – DETERMINE WHICH VEHICLES BEING REPLACED
Chief Stover presented a list of the six vehicles to be replaced and reported an evaluation of the maintenance cost of the current vehicles. Chief Stover suggested that the vehicles be replaced with Ford vehicles.
Director Pence presented a replacement plan for Public Works vehicles of four vehicles per year until all twelve vehicles are replaced.
Mayor Manchester made a motion to recommend to Council to proceed with the Enterprise Lease Purchase Option One, the down payment plan, to replace the four recommended Public Works vehicles and the six recommended Police Department vehicles. Member White seconded the motion. With all in favor the motion carried.
EMPLOYEE APPRECIATION LUNCHEON
Council member Blake made a motion to recommend to Council to allocate $1,000 for an employee luncheon to be held in December. Council member Dean second the motion. With all in favor the motion carried.
INCENTIVE PAY, MERIT/COST OF LIVING INCREASE AND EVALUATION OF CITY ADMINISTRATOR
Mayor Manchester made a motion to go into executive session at 8:15 p.m. to discuss personnel issues. Council member Blake seconded the motion. With all in favor the motion carried.
Council member Dean made a motion to leave executive session at 9:10 p.m. council member Lutz seconded the motion. With all in favor the motion carried.
Council member Blake made a motion to enter back into regular session. Council member White seconded the motion. With all in favor the motion carried.
Council member Lutz made a motion to recommend to Council the approval to give all City employees a merit bonus in the amount of $750 with the exception of the City administrator, City Judge and the City prosecutor. Council member Blake seconded the motion. With all in favor the motion carried.
APPROVAL OF MINUTES
September 12, 2017
Mayor Manchester made a motion to table consideration of the minutes from the September 12, 2017 Finance Committee meeting. Council member White seconded the motion. With all in favor the motion carried.
COMMUNICATIONS FROM MEMBERS
Council member Etten inquired if there is a way to move the communication further for a solution to the traffic problem in the City with the Department of Highways.
ADJOURNMENT
Council member Lutz made a motion to adjourn the meeting at 9:27 p.m. Council member White seconded the motion. With all in favor the motion carried.
Respectfully Submitted,
Susan Nutter
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