Budget & Finance Advisory Committee

CITY OF SPRING HILL BUDGET AND FINANCE ADVISORY COMMITTEE MONDAY, DECEMBER 8, 2014 4:30PM Present were: Chad Whittenburg, Eliot Mitchell, Victor Lay, Jim Smith, April Goad, Chief Terry Hood, Chief Don Brite, Jeff Foster, Susan Zemek and Jay Powell (Daily Herald) Alderman Whittenburg called the meeting to order. Item #1 - Recommendation on Resolution 14-148 to approve sale of surplus vehicles (Jeff Foster, Director of Public Works) - Jeff Foster explained all the trucks have 200,000+ miles on each. All will be placed on GovDeals. Committee discussed these items being used by other departments. There is also a tractor, flat bed truck accessory and heaters. Alderman Mitchell stated he is ok with selling everything after it is taken to staff to make sure no other department wants them. Alderman Mitchell made a motion to favorably recommend Resolution 14-148. Seconded by Alderman Whittenburg. Motion carried 2-0; no opposition. Item #2 - Recommendation on Resolution 14-149 to approve the purchase of three new pick up trucks in the Streets, MS4 and Water Distribution departments (Jeff Foster, Public Works Director) - Jeff Foster discussed the trucks proposed for purchase. Streets-3/4 ton 4 wheel drive pickup Truck $25,941.95; MS4-l/2 ton 4 wheel drive pickup Truck $23,722.85; Water Distribution-3/4 ton 4 wheel drive pickup Truck $25,941.95; Total cost of vehicles is $75,606.75. Equipment is an additional $5,622.25. Total for all is $81,229.00 with budgeted amount of $80,000.00 Committee discussed. Sale of previously discussed surplus equipment will potentially bring in the difference. Alderman Mitchell made a motion to favorably recommend Resolution 14-149. Seconded by Alderman Whittenburg. Motion carried 2-0; no opposition. Item #3 - Recommendation on Resolution 14-150 to authorize the transfer of ownership of K-9 Drug Dog purchased in 2009 to handler (Don Brite, Chief of Police) - Chief Brite stated this is to retire drug dog, Abby, to Jason Lovett due to medical conditions diagnosed by the veterinarian. Once the department resolves all staffing issues and proper placement, they will look at purchasing another replacement drug dog. Alderman Mitchell made a motion to favorably recommend Resolution 14- 150. Seconded by Alderman Whittenburg. Motion carried 2-0; no opposition. Item #4 - Recommendation on Resolution 14-155 to approve purchase of Stationary Compressor system for new fire station (Terry Hood, Fire Chief) - Chief Hood discussed the bids submitted for this to fill air bottles for packs. Staff recommends purchasing this from Emergency Vehicle Specialists (EVS) at a cost of $30,867.00 which is under what was budgeted. Mr. Lay and Jim Smith discussed the increased costs to the overall building and furnishings of Fire Hall #2. Committee discussed. Funding was reviewed. Alderman Mitchell stated he would like to wait on this for a couple of months to see what other changes cqme up that need to be paid for first. He would also like to know the age on the existing compressor. Alderman Whittenburg stated he would like to defer this until January after the pay scale plan and the overtime is reviewed. Alderman Mitchell made a motion to ask BOMA to table Resolution 14-155 until January. Seconded by Alderman Whittenburg. Motion carried 2-0; no opposition. BFAC Meeting 1218114 1 Item #5 - Recommendation on Resolution 14-158 to approve reimbursement resolution for financing for the new fire truck (Jim Smith, Director of Finance) - Jim Smith stated the new truck was delivered two weeks ago at a cost of $445,000. We had to write a check then. We have received funds from the sale of one of the trucks and insurance reimbursements will drop the cost to $385,390. We cannot borrow any money until January because of the bond issuance if we decide to borrow funds to do a lease/purchase to repay ourselves. Alderman Mitchell made a motion to favorably approve Resolution 14-158. Seconded by Alderman Whittenburg. Motion carried 2-0; no opposition. Item #6 - Recommendation on Resolution 14-159 to approve Change Order #2 for Spring Hill Fire Station Port Royal Road (Dan Allen, Infrastructure Director) - The change order is to add one hour fire walls in the sleeping quarters. Chief Hood stated this is a building codes requirement and was not in the original design. Other minor changes were reviewed. Total cost for change order #2 is $16,327.44. Alderman Mitchell made a motion to favorably recommend Resolution 14-159. Seconded by Alderman Whittenburg. Motion carried 2-0; no opposition. Item #7 - Establish Budget and Finance Committee meeting dates for calendar year 2015 - BFAC Committee - Committee discussed the BFAC meetings in relation to the BOMA meetings. Alderman Whittenburg made a motion to have the BF AC monthly meeting coincide with the BOMA work session to start at 4:30pm on the first Monday of each month. Seconded by Alderman Mitchell. Motion carried 2-0; no opposition. Item #8-Approval of BFAC Meeting Minutes from November JO, 2014 -Alderman Mitchell made a motion to approve the minutes from November 10, 2014 meeting. Alderman Whittenburg seconded the motion. Motion carried 2-0; no opposition. Roundtable Discussion - Alderman Whittenburg stated he thought Chairman Wurth wanted to vote on the pay scale plan on the BF AC level. However, he does not want to vote on it until he hears more about it at BOMA tonight. Committee discussed the pay scale plan. (Audio recording of meeting is available on Company server file.) Alderman Mitchell made a motion to adjourn. Seconded by Alderman Whittenburg. Meeting adjourned. James H. Smith, Finance Director BFAC Meeting 1218114 2