The City of Lewisburg

Finance Committee

Meeting Minutes

June 10, 2014

The Paul R. Cooley Council Chambers

The City of Lewisburg Finance Committee met Tuesday, June 10, 2014 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, Joseph Lutz and Joshua Baldwin, Treasurer Susan Honaker, Public Works Director Mark Carver, Fire Chief Wayne Pennington and Zoning Officer Chuck Smith.

VISITORS: Kennon Chambers with Chapman Technical Group and Doug Hylton

ABSENT: Council member Heather Blake

CALL TO ORDER

Chairman Mark Etten called the meeting to order at 7:00 p.m.

APPROVAL OF MINUTES

Council member Baldwin made a motion to approve the minutes of the May 13, 2014 Finance Committee meeting as presented. Council member White seconded the motion. With four in favor and one absent the motion carried.

CHAPMAN TECHNICAL GROUP AMEND TASK ORDER NO. 14

Kennon Chambers with Chapman Technical Group stated Amendment No. 1 to Task Order No. 14 was to cover the cost associated with the additional work added on to the project at the water treatment plant. The amendment adds an additional cost of $15,000 to the task order which would have to come out of the Water Fund because there are no additional funds available in the project.

Mayor Manchester made a motion to recommend to Council to approve Chapman Technical Group Amendment No. 1 to Task Order No. 14 to reflect the additional cost of $15,000 to cover additional work required by the additions to the upgrades at the water treatment plant. Council member Baldwin seconded the motion. With four in favor and one absent the motion carried.

Water System Improvements Contract No 4 Water Treatment Plant Pay Request No. 12

Mayor Manchester made a motion to recommend to Council the approval to pay Alvarez Contractors $103,163 for Water System Improvement Contract No. 4 Water Treatment Plant Pay Request No. 11. Council member White seconded the motion. With four in favor and one absent the motion carried.

RADIO READ PROJECT UPDATE

Public Works Director Carver stated the Radio Observatory in Green Bank has signed off on moving the TBGs to the other tank sites. He stated that a Sensus tech person has hopefully developed a set of criteria to determine when a meter is going to go bad by running a report in the RNI. Sensus is going to do some more testing in their lab to make sure.

CHAPMAN TECHNICAL GROUP AMEND TASK ORDER NO. 7

Kennon Chamber stated this task is related to the work Chapman Technical Group has been asked to do on the Radio Read Meter Project and the project has lasted longer than it should have. Chambers stated the project should have been complete four years ago. Chambers suggested the City pay the additional fees of $37,000 be paid out of the project funds the City is withholding from C. I. Thornburg.

Mayor Manchester made a motion to recommend to Council the approval of Amendment No. 1 to Task Order No. 7. Council member Lutz seconded the motion. With four in favor and one absent the motion carried.

DOUG HYLTON CONTRACT RENEWAL

Doug Hylton stated he had been writing grants for the City for eight years and in that time period the fee had been $4,000. This is the first year he has request an increase in fees. The fee for fiscal year 2015 will be $6,000 if his contract is renewed. Hylton had submitted a written report of the grants he had written for the past year.

Mayor Manchester made a motion to recommend to Council to renew Doug Hylton’s contract for grant writing for Fiscal year 2015 at a rate of $6,000. Council member White seconded the motion. With four in favor and one absent the motion carried.

MICHAEL MILLS CONTRACT RENEWAL

Council member White made a motion to recommend to Council to renew Michael Mills contract for fiscal year 2015 at a rate not to exceed $6,000. Council member Lutz seconded the motion. With four in favor and one absent the motion carried.

GENERAL FUND 2014 BUDGET REVISION NO. 2

Mayor Manchester made a motion to recommend to Council the approval of the General Fund 2014 Budget Revision No. 2 as presented. Council member White seconded the motion. With four in favor and one absent the motion carried.

REVIEW OF BUDGETS FOR PAST FISCAL YEARS

Mayor Manchester stated he had the treasurer and department heads compile the revenues and expenditures for the fiscal years from 2008 to present year with explanations for any major deviations.

Chairman Etten stated he would now like to look at the future needs of the departments.

COMMERCIAL BUILDING PLAN REVIEW

Zoning Officer Chuck Smith stated he had quotes from two companies and had spoken with the City attorney who is developing language for the City Code. The item will be put on the July City Council meeting for further action.

LIENS FOR NONPAYMENT OF MUNICIPAL SERVICE FEES

Mayor Manchester made a motion to recommend to Council the adoption of the ordinance as presented. Council member White seconded the motion. With four in favor and one absent the motion carried.

PUBLIC WORKS EQUIPMENT PROPOSAL

Public Works Director Carver presented the Committee with a written report on the condition of the backhoes the City currently owns. He would like to transfer the working backhoe into the street department and purchase a new backhoe for use in the water department.

Carver was instructed to proceed with acquiring bids for a new backhoe.

WATER LEAK REPORT

Public Works Director Carver presented the Committee with a written report showing an unaccounted for water loss rate of 42.29% for the month of May 2014.

Carver is to bring a proposal to the Finance Committee how to tackle the unaccounted water loss rate whether it be contracted labor or hiring additional employees.

NEW STREET SIGN DESIGN

Public Works Director Carver stated he was not ready to discuss because the design has not been reviewed by the Historic Landmarks Commission.

REVIEW OF OPEB ACTUARY STUDY

Chairman Etten stated he, Mayor Manchester, Assistant City Administrator Sienkiewicz and Treasurer Honaker had reviewed the Other Post Employee Benefit (OPEB) Actuary Study with an employee from Stanley, Hunt, DuPree & Rhine. They had stated the City was ahead of most municipalities because Lewisburg was setting money aside for the liability even though not going as far as setting up a trust.

Mayor Manchester made a motion to recommend to Council to accept the Other Post Employee Benefit Actuary Study performed by Stanley, Hunt, DuPree & Rhine for fiscal year ending June 30, 2012. Council member White seconded the motion. With four in favor and one absent the motion carried.

COMMUNICATIONS FROM MEMBERS

Council member Lutz stated the curb of the L & R Trail at the intersection of South Court and Lang Street is a hazard. He has learned that several individuals have hit the curb in their cars and burst their tires. He suggested the City may want to paint the curb.

ADJOURNMENT

Council member Lutz made a motion to adjourn the meeting at 9:55 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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