City of Chillicothe Finance Committee met Jan. 11.
Here are the minutes provided by the committee:
The finance committee met on January 11, 2023, at 4:30 p.m., in the council chambers at City Hall. Present: Chairman Vanbruwaene, Alderperson Sharp, Alderperson Braun, Alderperson Connor, Mayor Hughes, Office Manager Passage
Chairman Vanbruwaene called the meeting to order 4:30 p.m.
PUBLIC COMMENT
No Public Comments
PURPOSE
GFL Environmental Garbage - Chairman Vanbruwaene stated that the purpose of this topic on the Finance committee was to explore the possibility of a garbage service contract with GFL Environmental. He stated that Eric Shangraw is present as he is the Government Contract Manager with GFL Environmental.
Eric Shangraw Government Contract Manager addressed the committee. He stated that currently the City of Chillicothe is not under contract they are consider in the open market. He stated that they have several contracts with other municipalities, Peoria being the largest. Chairman Vanbruwaene asked the following questions:
1. The city is looking at residential only. That would be can pick up.
Response was GFL can do both, however; most contract only do residential
2. Would we take over Billing, collections/payments.
Response from GFL- Most city's do the billing, collections/payments on a water bill. They can Continue do said service that cost would be figured in the contract
3. Mayor Hughes asked about what happens if an elderly person or someone who can't get can to street they would not have to take service.
Response from GFL there is not an option to opt out.
A discussion was held regarding how the billing would be handled as GFL currently bills for 3 months and the city bills monthly. GFL explained there would be a process built in the contract to handle how it is billed.
A discussion was held regarding containers. GFL stated that everyone would get a container (tote) and they do not sell containers. This also would be built into the contract.
A discussion was held regarding what was considered residential service. GFL explained that residential service is one parcel or 4 units. Anything over 4 units would be considered commercial.
A discussion was held regarding service issues. GFL explained that they would provide a phone number to the city. He stated that they may be closing their office in Chillicothe.
A discussion was held regarding other municipalities that have a contract and use the Locis software. GFL recommended contacting Hanna City.
Alderperson Connor asked if they would provide electronic recycling and the voucher program at no cost. GFL stated that the city could add those to the contract, however; it would be an added cost. They explained that all their costs have increased and nothing is free it is just built into the cost of the contract.
Chairman Vanbruwaene ask what they would need from the city to provide a proposal.
GLF stated that they would need the following:
How many homes
What Service the city would be requesting (trash, recycling)
If the city would like Electronic Recycling (one time)
If the city would like voucher program
City owned property list
How the billing will be handled
Enforcement
Length of contract
Mr. Shangraw stated that they will require a 5-year minimum contract and their will be an increase each year built into the contract. The minimum increase would be 5% each year.
Christmas Bonus - Seasonal Employees - Chairman Vanbruwaene explained that Superintendent Sutherland had approached him requesting that seasonal employees get a Christmas bonus in the amount of $50.00. A discussion was held regarding all seasonal employees and if it would be retro active for the 2022 year. After discussion, the consensus of the committee was to bring to the council at the January 23 council meeting the request to give seasonal employees a $50.00 Christmas bonus.
Budget Review 22-23 - Office Manager Passage stated for the Month of December the budget should be at 66.64%%. All elected officials and supervisors have received the budget comparison report for the month of December. The expense total for departments are in line with budget, however; there are a few specific line items within the overall budget that are over the 66.64%, such as fuel, due to price inflation. There are a few projects that have been brought forward and are not expensed at this time, along with projects that could be brought forward. Over all budget is good.
Budget 23-24 - Office Manager Passage advised the committee that the Police Station roof and City Hall roof may need some preventative maintenance in the new fiscal year. She will obtain proposals from Energy Resource roofing so an amount may be placed in the budget. She advised the committee that there will be a joint EDC/Finance meeting on Thursday, January 19 at 4:30 p.m. to discuss how to use the ARPA Funds, time line to expense the funds and the process to follow.
Chairman Vanbruwaene stated that Office Manager has provide him with a list of equipment and he will be working with the Superintendent of Public works to create a five to ten-year plan to replace equipment. This will help as we look at water rates to determine if the rates meet the need of the plan.
New Business - Nothing
OLD BUSINESS
Property - 817 Sixth- Nothing to report
Water Rate Analysis - Still in process
Update - City Hall Renovation Project - Still in process
SUMMARY
Council Agenda Items - Christmas Bonus - Seasonal Employees
Chairperson Actions - Advise the council in committee communications an update
Regarding GFL Environmental - Garbage
There being no further business the meeting adjourned at 5:48 p.m.
https://cms9files.revize.com/chillicothe/01.11.23%20finance%20committee.pdf
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