The City of Lewisburg by Bv1j4K

VIEWS: 4 PAGES: 5

									                                 The City of Lewisburg
                                   Finance Committee
                                    Meeting Minutes
                                      April 8, 2008
                          The Paul R. Cooley Council Chambers


The City of Lewisburg Finance Committee met Tuesday, April 8, 2008 at 7:00 p.m. in the Paul
R. Cooley Council Chambers located at Lewisburg City Hall, 119 W. Washington Street,
Lewisburg, West Virginia.


PRESENT: Chairman Wade McClure, Mayor John Manchester, Council Members: Beverly
White, Mark Etten and Mark Bowe, Treasurer Susan Honaker, Building Inspector/Zoning
Officer Ken Tubbs, Chief of Police Tim Stover and Fire Chief Wayne Pennington.

ABSENT: Council member Vivian Conly and Director of Public Works Mark Carver

VISITORS: Greenbrier County Library Board of Trustee President David Nalker and
Mountaineer Computer Systems, Inc representatives Jeff Feamster and Jim Copland.

CALL TO ORDER: Chairman McClure called the meeting to order at 7:05 p.m.

APPROVAL OF MINUTES

                                       March 11, 2008

Council member Etten made a motion to approve the March 11, 2008 minutes as amended.
Mayor Manchester seconded the motion. The motion carried with four in favor and one absent.

GREENBRIER COUNTY LIBRARY BOARD OF TRUSTEES REPORT

David Nalker, Greenbrier County Library Board of Trustee President presented the Committee
with a financial report for the period ending February 2008.

UPDATE LIBRARY UTILITIES

Ken Tubbs informed the Committee, the contractor for the Greenbrier County Library had made
adjustments to the HVAC system so it would operate more efficiently. Dave Nalker stated the
library staff is doing what they can to control the cost of the utilities by monitoring the
thermostat.




                                              1
LIGHTING AUDIT

Mayor Manchester stated the City recently had an energy audit completed by the state. The
energy auditor stated the new library facility meets all the standards, but noted upgrades are
needed at the Public Works Shop and Water Plant. The City has received a matching grant to
accomplish the upgrade at the Public Works shop and at the Water Plant.

SOFTWARE PROPOSAL AND FILE SERVER

Chairman McClure stated the Committee has received a proposal from Mountaineer Computers
Systems, Inc including three options. The first option provides new software, the second option
is to provide new software and a file server and the third option provides for new software, a file
server and for Mountaineer to take over the maintenance of the entire computer network.
McClure stated he would rather look for an entity that can provide the entire package than to
pick and choose from two or more companies. McClure stated the City is at a point where it is
necessary to do something with the software and computer system, because we are not receiving
the information desired and in the format desired. He stated Mountaineer Computers have stated
they are capable of providing what the City requires.

Jim Copland with Mountaineer Computers stated regardless of who receives the contract for the
server the City needs to ventilate the room the server will be placed in. He recommended the
window above the door be removed and a vent placed in the area. Copland did not feel it was
necessary for the room to be air conditioned.

Chairman McClure stated he would like for the recurring charges to be capped at a total amount
or a guarantee be provided that the support fee would not increase above a certain percentage.

Jeff Feamster stated Mountaineer Computers has no control over the support fee charged by
AccuFund; however for option 3, Mountaineer Computers would set their support fee at $6,150
per year for five years and at the end of the five years renegotiate an amount with the City.

Council member Bowe asked how compatible AccuFund was with other software and hardware
and if there are leasing options available. Bowe asked if Mountaineer Computers would give the
City option 3 of the proposal for the cost of option 2.

Jeff Feamster stated AccuFund software is windows-based and is very compatible with other
software and hardware. Feamster stated there are leasing options available with lending
institutions, but interest rates are very high. Feamster offered a payment option to the City with
25% down with monthly payments for nine months.

Chairman McClure asked if they would agree to 30% upfront, 50% due July 15, 2008 and 20%
due on September 15, 2008. This would allow the City time to make sure the system is in place
and works. Training and conversion cost would be paid for within 30 days of being invoiced.

After negotiations Mountaineer Computer Systems agreed to give the City Option 3 at a cost of
$50,000 with Mountaineer Computer Systems annual support being set at $6,150 per year for



                                                 2
five years. The City is to pay 30% upon execution of the contract, 50% on July 15, 2008 and
20% on September 15, 2008. The cost of the conversion and training is not included in this cost
and will be billed separately and the City will pay these invoices on a 30 day term.

Council member Etten made a motion to recommend to Council the execution of a contract with
Mountaineer Computer Systems, Inc. for Option 3 of the proposal at a cost of $50,000 with the
following payment terms 30% at execution of the contract, 50% due July 15, 2008 and 20% due
on September 15, 2008. Mountaineer Computers Systems, Inc. annual maintenance and support
fee is to be $6,150 per year for five years and AccuFund’s annual fee for maintenance and
software enhancement will be $7,799.25 for the first year. Mayor Manchester seconded the
motion. The motion carried with four in favor and one absent.

Mountaineer Computer Systems, Inc. is to provide the City with a contract that will be reviewed
by the city attorney before the Council meeting scheduled for April 15, 2008.

GREENBRIER PUBLIC SERVICE DISTRICT #1 – METER READING CONTRACT

Chairman McClure stated the contract was approved by the City attorney and the City is
awaiting the signatures from the PSD’s board. The item will be placed on the Council agenda
for review.

PERSONNEL POLICY REVIEW

Chairman McClure stated the Personnel Policy was reviewed in 2004 and the policy needs to be
reviewed for any necessary changes. He stated the information received in the packet was the
current policy with a list of the areas Bonita Sienkiewicz, Personnel Director feels needs to be
addressed. McClure requested Committee members review the policy and for the department
heads be given a copy for their input and comments. The item will be place on the May Finance
Committee agenda for review.

DOWNTOWN STREET LIGHTING PROPOSAL

Chairman McClure stated that Public Works Director Mark Carver is collecting more
information and the item will be discussed at the May Public Works meeting.

DORIE MILLER BASKETBALL COURT PAVING BIDS

With the Public Works Director being absent, this item will be sent to the Council for approval.

WATER FUND BUDGET PREPARATION FISCAL YEAR 2009

Chairman McClure suggested the consideration of the Water Fund Budget be tabled to the May
Finance Meeting to allow Public Works Director Mark Carver to review for accuracy.




                                                3
Council member White made a motion to table consideration of the Water Fund Budget for
Fiscal year 2009 to the May Finance Committee meeting. Mayor Manchester seconded the
motion. The motion carried with four in favor and one absent.

SANITATION FUND BUDGET PREPARATION FISCAL YEAR 2009

Chairman McClure stated the Public Works Committee is reviewing options for the Sanitation
Department. The Committee is reviewing if it is feasible for the City to stay in the Sanitation
business. To stay in the business rates must be increased and Director Carver has compiled a
study showing some possibilities.

McClure recommended the approval of Sanitation Fund Budget for Fiscal year 2009 as presented
while the Public Works Committee continues to review options.

Mayor Manchester made a motion to recommend to Council the approval of the Sanitation
Budget for Fiscal Year 2009 as presented. Council member Bowe seconded the motion. The
motion carried with four in favor and one absent.
.

FINANCIAL STATEMENT APPROVAL QUARTER ENDING MARCH 31, 2008

                                      General Fund
The Committee reviewed the General Fund Financial Statement for the quarter ending March 31,
2008.

Chairman McClure stated after reviewing the revenues and expenditures for the General Fund,
he projects the unencumbered balance to be approximately $300,000.

                                         Water Fund
The Committee reviewed the financial statements for the Water Fund for the quarter ending
March 31, 2008.

Chairman McClure stated the following items need to be investigated in the Water Fund:
      1. Revenues have flat lined
      2. Closer attention is to be paid to expenditures

McClure also stated the cash balance in the Water Fund is decreasing and the reason for this is
the expenditure of funds for capitol items. The cash balance decline is an indication a water rate
increase may be necessary.

                                       Coal Severance
The Committee reviewed the financial statement for the Coal Severance Fund for the period
ending March 31, 2008.




                                                4
                                       Sanitation Fund
The Committee reviewed the financial statement for the Sanitation Fund for the period ending
March 31, 2008.

Council member Etten made a motion to recommend the approval of all of the Funds financial
statements for period ending March 31, 2008 to Council. Council member White seconded the
motion. The motion carried with four in favor and one absent.

ADJOURNMENT

Council member Etten made a motion to adjourn the meeting at 9:50 p.m. Mayor Manchester
seconded the motion. The motion carried with four in favor and one absent.

Respectively submitted,
Susan Honaker
Treasurer




                                               5

								
To top