Lewisburg, West Virginia



City of Lewisburg

Paul R. Cooley Council Chamber

942 Washington Street, West

Lewisburg, West Virginia 24901

Finance Committee Meeting Minutes

April 10, 2018

PRESENT: Chairman Mark Etten, Mayor John Manchester, Council Members: Joe Lutz, Beverly White, Heather Blake, Aaron Seams and Treasurer Susan Honaker; Public Works Director Roger Pence, Police Chief Tim Stover, and Accounts Payable Clerk Susan Nutter.

VISITORS:

Martha Hylton, Eric Gabbert, Sherry Burdette, Deanna McClintic, Steve Osborne and John Dietz.

CALL TO ORDER: Chairman Etten called the April 10, 2018, Finance Committee meeting to order at 7:00 pm.

WATER FUND BUDGET FISCAL YEAR 2019

Chairman Etten pointed out an entry error to be corrected on page 7 of the budget.

Director Pence presented the water fund budget revisions. Discussion ensued regarding the changes.

Mayor Manchester made a motion to recommend to City Council to approve the Water Fund Budget as submitted reflecting the changes indicated in Depreciation and Group Insurance. Member Blake seconded the motion. With all in favor the motion carried.

POLICE DEPARTMENT INSTALLATION OF EQUIPMENT ON NEW VEHICLES

Chief Stover began with an apology for excluding the cost of labor for the install of equipment on new police vehicles from the budget.

Chief Stover presented the following bids for the cost of labor to install equipment on the new police vehicles.

Phone Bids: Nate Tucker - $3,200 per car = $19,200

Rob Alikire - $1,100 per car = $6,600

L & W Emergency Equipment - $18,900.00

Nate Tucker is a certified install person. His work schedule would limit his time to work on the vehicles. There may be a conflict of interest since he is a city fire department employee.

Rob Alikire is a police officer for the City of Ronceverte and has done a couple installs on Ronceverte police vehicles. Chief Stover is not familiar with his work. He is also not insured, which presents a concern.

L & W Emergency Equipment is a large operation in Lawrenceburg, Kentucky. They do approximately 1,000 cars per year. Chief Stover checked with the Better Business Bureau and with on line comments. L & W has a good reputation. A team would come to Lewisburg and have the vehicles done in a week. The team would stay the whole week in a hotel and the work would be performed in the garage at police headquarters. L & W will also return to correct any issues that may occur with the installs.

Chief Stover presented 3 options for the funds to cover the install cost.

First to pull from this year’s Police budget:

$1,000 from Maintenance and Repair of Trucks and Autos

$13,000 from Training and Education

$2,000 from Professional Services

$2,000 from Auto Supplies

$1,000 from Worker’s Comp.

$19,000

Second to pull $4,000 from Forfeiture Account and redistribute the remaining from the budget items listed in the first option.

Third to pull from Contingency Fund.

Discussion ensued regarding the funds and the bids presented. Chairman Etten stated that Worker’s Comp is not a possibility for funds as it is an across the board allocation of all departments. Treasurer Honaker commented that the police department has only $4,000 in Maintenance and Repair of Trucks and Autos. Chief Stover said there is only two more months in this fiscal year and with the new vehicles on the road there should not be a lot of maintenance.

Treasurer Honaker also stated that there is a budget revision to be done for the purchase of the new vehicles because the purchase was approved after the beginning of the fiscal year.

Chief Stover would like to accept the bid from L & W Emergency Equipment to get the new vehicles on the road as soon as possible.

Member White made a motion to recommend to City Council to accept the bid of $18,900 from L & W Emergency Equipment to outfit the new police vehicles. Member Lutz seconded the motion.

Mayor Manchester made an amendment to the motion made by Member White to also recommend to City Council to accept the proposal by Chief Stover to take $4,000 from Police Department Forfeiture Fund account with the remaining needed funds to be reallocated from the first option line items presented by Chief Stover, with the exception of Workman’s Comp. Member Lutz seconded the amended motion. With all in favor the amended motion carried.

INVESTMENTS UPDATE

Treasurer Honaker reported that upon inquiring about the balance of a CD with First Citizens Bank she was informed that the bank did not hold the CD for the City of Lewisburg. It was discovered that First Citizens Bank turned the CD over to the unclaimed property of the State Treasurer’s Office. Treasurer Honaker gave a detailed report of her conversations with First Citizens Bank. She contacted the State Treasurer’s Office and the State confirmed our ownership of the funds. We have now received a check in the amount of $106,741.06. These funds need to be reinvested. Treasurer Honaker recommends reinvesting with WV State Treasury Office at a rate of 1.71% interest. The banks offer less than 1%.

Mayor Manchester suggested that a letter of concern be written regarding this matter and how this was discovered and why it happened.

Member Blake made a motion to recommend to City Council to reinvest the $106,741.06 with the WV State Treasurer’s office for the rate of 1.71%. Member White seconded the motion. With all in favor the motion carried.

FINANCIAL STATEMENTS PERIOD ENDING MARCH 30, 2018

Coal Severance fund – Chairman Etten asked Director Pence if there are to be any additional expenditures in this fiscal year. Director Pence replied yes - - part of Phase 2, renovations of a shelter in the amount of approximately $10,000.

General Fund – Chairman Etten suggested looking at the line item for sidewalks for year end expenditures. Director Pence reported that a company came and assessed Washington, Court and Lafayette sidewalk areas. One hundred sixty-eight hazards were found for a cost in the amount of $13,600 for the sidewalks to be ADA compliant. More details will be presented by Public Works next month on sidewalks and parks.

Treasurer Honaker reported that eighty-one certified letters have been sent to individuals who are delinquent with their fire service fees. The majority of the individuals have responded. Last month $10,000 in additional collections have been received. The fire department is doing an audit of the properties within the first due area and fifty additional properties have been added.

No comments were made regarding the water fund financial statement.

Member Lutz made a motion to recommend to City Council to approve the financial statements ending March 30, 2018 as presented. Member White seconded the motion. With all in favor the motion carried.

COMMUNICATIONS FROM MEMBERS

Member Lutz reminded the committee of an earlier discussion they had regarding the chain signs located at the entrance of the city. He presented a picture of a sign from Abington as a suggestion for improvement. Mayor Manchester stated that CVB has a First Impressions Committee and this issue will be directed to that group.

Treasurer Honaker stated that the city accountant is working on the financial statements and the next step is to do RFP for audits. The audit committee needs to meet. The audit committee consists of: Member Etten, Larry Ickes and Treasurer Honaker. The meeting will be set for a date in May.

APPROVAL OF MINUTES

February 13, 2018

Member White made a motion to approve the February 13, 2018 minutes as presented. Member Blake seconded the motion. With all in favor the motion carried.

March 13,2018

Special Meeting Minutes

Member Lutz made a motion to approve the March 13, 2018 special meeting minutes as presented. Member Seams seconded the motion. With all in favor the motion carried.

March 13, 2018

Member Blake made a motion to approve the March 13, 2018 regular meeting minutes as presented. Member Seams seconded the motion. With all in favor the motion carried.

ADJOURNMENT

Member Lutz made a motion to adjourn the meeting. Member White seconded the motion. With all in favor the meeting was adjourned at 7:44 pm.

Respectfully Submitted,

Susan Nutter

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