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HomeMy WebLinkAboutBudget/Finance Committee Minutes 01.04.2011 MINUTES BUDGET/FINANCE COMMITTEE January 4, 2011 5:30 P.M. COUNCIL CONFERENCE ROOM MEMBERS PRESENT: Kate Hart, Chairman Mark Mace, Co- Chairman Chuck Dickerson Doug Poehls OTHERS PRESENT: Shirley Ewan Mayor Kenneth Olson Brent Peters Jan Faught Randy Hafer Nash Emrich Chairman Kate Hart called the regular meeting of the Budget/Finance Committee to order at 5:30 p.m. There was no public in attendance. Per the Mayor's request Kate changed the agenda around to accommodate the presentation by High Plains Architect. Randy Hafer and Nash Emrich, architects, presented the Committee with the design for the addition to the FAP building. Randy showed the design that included an energy efficient addition with a large training room, 2 offices, 3 ambulance bays, 2 restrooms (with showers), 1 break room, and storage units for the ambulance/fire departments. The storage units would replace the 2 sheds that are currently being used. Chuck inquired as to how high the ceilings would be. Randy stated that they are 11 feet high and a wall would protect the offices and other areas from hot or cold air blowing when the bays are opened. Doug asked about the fumes from the vehicle exhaust. Randy said that the current system would be expanded to this portion of the building. Chuck asked if there would be a door to the hall that led to the bathrooms, as cold/hot air would move back to the offices when the bays are opened. Randy stated that a door could certainly be placed there as a divider. Randy also stated that there would be at least 3 temperature control zones, so each section would have a thermostat. The heating will be through the floors. Chuck inquired as to why the 2 story building was not considered. Randy stated that a 2 story building was cost prohibitive due to the amount the City was willing to expend. Kate addressed Jan with a question as to how long she felt this addition would accommodate the Ambulance crew with growth of the City. Kate also inquired as to whether the City would be considering adding an additional ambulance later. Jan assured Kate that the Ambulance has been living with less space for some time and she feels that the accommodations will be sufficient for many years. The ambulance department has no plans to have more than 3 ambulances at any one time. Randy interjected that, in his opinion, this should accommodate the ambulance for at least 30- 40 years. Doug asked the dubious question as to how much this was going to cost. At this time the Mayor handed out a memo and spreadsheet Shirley prepared showing the financing of the building. The total cost would be around $361,000. The City staff has found $153,000 available budget authority/cash funds and would like to finance the balance of $208,000, for 10 years at 3.75 %, through the Solid Waste Fund. The Department Head, Kurt, has agreed to the loan. Randy then stated that the project will be done through a general contractor, which the City will hire through the bidding process. The contractor will hire sub - contractors to do the work. This method 1 Budget/Finance Committee January 4, 2011 has been approved through legal. This is an alternative method of construction found in state statute. The benefit of this method creates better control of the project, which will lower the amount of change orders, etc. and ends up being less expensive to the City. Doug wanted to know how long the project would take. The Mayor stated that he would like to get it started this spring and be done by late fall if the Council approved the project. Mark stated that he hopes this alternative method will not exclude any contractors from bidding on the project. Randy stated that, after the contractors have submitted their bids, the City will go through the interview process prior to selecting a contractor. Randy feels this should encourage contractors to bid. The Mayor asked if the Committee was in consensus to go forward with this project and present it to the Council. Doug made a motion to go forward with the project, Chuck seconded, all in favor. The project will be presented to the Council on January 11` 2011 at the workshop. The minutes of the December 21, 2010 meeting were presented and approved via motion by Chuck, seconded by Doug, and passed unanimously. Chuck made a motion to approve the claims, in the amount of $183,745.57, for Council consent; Doug seconded the motion, all in favor, motion passed. There were no purchase requisitions presented to the Committee. The Comp /OT reports for PPE 12/26/2010 were reviewed. The Payroll Register for PPE 12/26/10 totaling $130,779.67 was reviewed by the Committee. Motion was made by Chuck, seconded by Doug to recommend council approval of the payroll register. Motion passed unanimously. Clerk/Treasurer's Comments: Audit Dates: Shirley informed the Committee that the Auditors will be here the week of January 17 2011 and they are welcome to come in anytime and visit with them. Mayor's Comments: Ambulance Space Consideration: Moved to the beginning of the meeting. TIFD Update: The Mayor let the Committee know that the next LURA meeting will be on January 10 and that he and Shirley will be attending. Technical Edge Contract: The contract is done. Police Labor Union: The Mayor let the Committee know that the negotiating team met last week and the next scheduled meet will be on January 13 2011. 2 Budget/Finance Committee January 4, 2011 Water Meters The Mayor let the Committee know that almost all of the meters that failed were in heated basements and the City is ready to proceed with changing them all out. Other: No other discussion was heard. For next agenda: Chuck would like a report on the West Main SID 112 and the sewer lift stations. The next regular Budget/Finance meeting will be Tuesday, January 18 at 5:30 p.m. The meeting adjourned at 6:20 p.m. Respectfully submitted, Shirley Ewan, Clerk/Treasurer 3