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					                                  The City of Le wisburg
                                    Finance Committee
                                     Meeting Minutes
                                     October 14, 2008
                           The Paul R. Cooley Council Chambe rs


The City of Lewisburg Finance Committee met Tuesday, October 14, 2008 at 7:00 p.m. in the
Paul R. Cooley Council Chambers located at Lewisburg City Hall, 119 W. Washington Street.

PRESENT: Chairman Wade McClure, Mayor John Manchester, Council members: Beverly
White; Mark Bowe; Mark Etten; and Vivian Conly. Treasurer Susan Honaker, Chief of Police
Tim Stover, Public Works Director Mark Carver and Zoning Officer/Building Inspector Ken
Tubbs.

VISITORS: Attorney Brit Ludwig, Attorney Brandon Johnson; Tom Reishman and Attorney
Brian Helmick with Fairview Holdings, LLC.

CALL TO ORDER: Chairman McClure called the meeting to order at 7:00 p.m.

APPROVAL OF MINUTES

                                       August 12, 2008

Mayor John Manchester made a motion to approve the minutes of the August 12, 2008 meeting
as presented. Council member Bowe seconded the motion. With three in favor and two
abstaining (Council members Etten and Conly) the motion carried.

                                      September 9, 2008

Council member Etten made a motion to approve the minutes of the September 9, 2008 meeting
with corrections. Council member Conly seconded the motion. With all in favor the motion
carried.

UPDATE ON CONDEMNATION PROCESS

Mayor Manchester made a motion to go into executive session to discuss litigation on the
Jacobson Property condemnation proceedings with the City Attorneys and the Chief of Police to
attend. Council member White seconded the motion. With all in favor the motion carried.

Mayor Manchester made a motion to move out of executive session. Council member White
seconded the motion. With all in favor the motion carried.

Mayor Manchester stated that no decisions were made and there was nothing to report.
TIF PROJECT, FAIRVIEW HOLDINGS, LLC

Tom Reichman and Brian Hemlick with Fairview Holding, LLC were present to inform the City
that Fairview Holdings are planning on pursuing having a thirty-three acre parcel located across
from Bill Lewis Motors designated as a tax increment financing project. This would provide
funding for the development of the property into a viable asset for the City.

Mr. Hemlick explained the designation of the property as a TIF area does not obligate the City in
any way.

Chairman McClure thanked the gentlemen for coming to the meeting and informing the City of
the plan and asked to keep the City informed of the progress made with the project.

PERSONNEL POLICY UPDATE

Chairman McClure asked Committee members to review the proposed Grievance Procedure for
discussion at a later meeting.

McClure asked language be inserted into the grievance procedure outlining at what time the
Personnel Director and the Administer/Mayor are informed that a grievance has been filed.

RETIREE HEALTH INSURANCE

Chairman McClure stated other options for retiree health insurance are being explored.

BACKUP BUILDING INSPECTOR

Chairman McClure stated the Committee had requested the administration to provide a cost
estimate to train a current City employee to be a backup building inspector. The employee
would be available to complete inspections when the full time building inspector is not available.

Building Inspector Ken Tubbs provided the Committee with a cost estimate of $2,123 to fully
train and certify an employee to be a building inspector. Tubbs stated an employee appointed to
be a building inspector must become certified two years after appointment.

Mayor Manchester stated he had talked with the County inspectors and did not feel having them
as a backup is a viable option. They are full time employees of the County and would not be
available to do inspections on a timely manner.

Council member Conly made a motion to recommend to Council to incur the cost of training a
current employee to be a backup building inspector. Council member White seconded the
motion. With all in favor the motion carried.

EMPLOYEE APPRECIATION LUNCHEON
The Committee agreed an employee appreciation luncheon should be held with a date to be
worked out by the administration.

DOG PARK

Mayor Manchester stated he had received correspondence from the Dog Park Benefactor that if a
new location was not found by the end of December she is requesting the $10,000 grant be
returned. Manchester stated a meeting was held with the interested parties and discussions were
held asking the benefactor to please reconsider the proposed location. Chairman McClure stated
it is his position if a suitable location cannot be found between now and the end of the year that
the money be given back.

AUDIT PROCUREMENT FISCAL YEARS 2008 AND 2009

Treasurer Honaker reported the Audit Procurement had solicited RFP from seven firms and had
received a RFP back from two of the firms -- Teed & Associates and Henderson Jones
Consulting Group, PLLC. The Audit Procurement Committee met and scored the two proposals
by the State Auditor’s Office guidelines, and the Committee’s recommendation is to enter into a
contract with Teed & Associates for the completion of the audit for Fiscal Year 2008 and 2009.
Teed & Associates bid is $4,900, and Henderson’s bid is $5,500.

Mayor Manchester made a motion to recommend to Council to accept Teed & Associates bid of
$4,900 and to enter into a contract with them. Council member Etten seconded the motion.
With all in favor the motion carried.

WV STATE TREASURER’S OFFICE BOARD OF TREASURY INVESTMENTS

Treasurer Honaker presented the Committee with the following investment proposal for City
Funds:
General Fund Monies:
       Restricted Funds:
               Dog Park Money $10,000 invest in a 30 day certificate of deposit
               The Retreat       $20,000 invest in a certificate of deposit – Money is for a
                                 Kiosk/restroom facilities at the Corner Green Space
General Investments:
       $250,000       WV Board of Treasury Investments
       $250,000       3 month certificate of deposit
       $250,000       6 month certificate of deposit
       $250,000       12 month certificate of deposit

Water Fund Investments:
       $100,000     WV Board of Treasury Investments

Council member Etten made a motion to recommend to Council to authorize the investment of
General Fund Monies in the amount of $250,000 with the WV Board of Treasury Investments.
Council member Conly seconded the motion. With all in favor the motion carried.
Council member Etten made a motion to recommend to Council to authorize the investment of
Water Fund Monies in the amount of $100,000 with the WV Board of Treasury Investments.
Council member Conly seconded the motion. With all in favor the motion carried.

The Committee advised the Treasurer to acquire certificate of deposit rates for the Council
consideration at the October 21, 2008 Council meeting.

MCCORMICK AVENUE AND COURTNEY DRIVE SIDEWALK CONSTRUCTION

Public Works Director Mark Carver stated the City has $20,000 budgeted this year for sidewalk
construction. Carver estimates the cost to complete the sidewalk on McCormick Avenue and
Courtney Drive to be $17,000 and asked for the Committees approval to proceed with the
project.

Council member White made a motion to recommend to Council to give approval for the
construction of sidewalks on McCormick Avenue and Courtney Drive. Council member Bowe
seconded the motion. With all in favor the motion carried.

STAFFORD ENGINEERING PAYM ENT

Mayor Manchester stated that early in his administration he was informed by Stafford
Engineering there were some old bills that should have been paid in the 1990s. Allegedly the
City owes Stafford $17,000 for work performed on different projects. Manchester stated he is
waiting on further detail about the work performed before approaching the Committee for a
resolution. Manchester stated he had discussed the matter with the City attorney.

NTELOS ORDINANCE AND AGREEMENT

Mayor Manchester stated the Ntelos ordinance and agreement were not ready for the
Committee’s review.

MAXWELL MINI-PARK REQUEST

Mayor Manchester stated the City had received a letter from Aaron and Monica Maxwell
requesting the placement of a mini park in front of their business Harmony Ridge Gallery at 209
West Washington Street. The Maxwells have stated they are willing in to pay part of the cost.
The proposed location would require the use of two existing parking spaces.

Council member Conly inquired if all of the mini parks had to look the same.

The Committee agreed all the mini parks did not have to look the same.
Mayor Manchester stated he would discuss with the Maxwells the amount of money they are
willing to contribute and if they would like to have input into the design of the mini park. The
total cost of the mini park is not to exceed $16,000.

PUBLIC WORKS COMPUTER

Public Works Director Carver stated the Public Works Secretary’s computer needs to be
replaced. Her computer recently was worked on, and parts from one of the old computers were
used to get it working. The computer is working but not very well. Carver stated the plan is to
install AccuFund on the computer so the Secretary will be able to enter the Public Works
invoices. Carver requested permission to purchase a new computer through Mountaineer
Computer Systems, at a cost of $1,454.50.

Council member Conly made a motion to recommend to Council the approval of the purchase of
a computer for the Public Works Secretary. To have AccuFund Software loaded on the computer
with training to be provided to the Secretary. Council member White seconded the motion.
With all in favor the motion carried.

COMPUTER SOFTWARE UPDATE

Treasurer Honaker reported the software conversion has gone well but we are still working out
some problems with utility billing.

FINANCIAL STATEMENT REVIEW

Council member Etten made a motion to table the quarterly approval of the Financial Statements
to allow the treasurer to work on the layout. Council member White seconded the motion. With
all in favor the motion carried.

NEXT MEETING DATE

Chairman McClure stated the regular scheduled date for the November Finance Committee fell
on Veterans Day, a holiday for some. McClure stated the meeting will be held as usual.

ADJOURNMENT
Council member White made a motion to adjourn the meeting at 9:40 p.m. Council member
Bowe seconded the motion. With all in favor the motion carried.

Respectively Submitted
Susan Honaker
Treasurer

				
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