HomeMy WebLinkAbout04-02-2001 CITY OF AUBURN
FINANCE COMMITTEE
April 2, 200'1
MINUTES
I. CALL TO ORDER
Chair Jeanne Barber called the meeting to order at 6:30 PM in the Council
Work Area located in the Mayor's Office. Members present included:
Chair Barber, Vice Chair Lewis, and Member Stacey Brothers. Others
present during the meeting included: Mayor Charles Booth, Acting
Finance Director Shelley Coleman, Personnel Director Brenda Heineman,
Planning and Community Development Director Paul Krauss, Parks and
Recreation Director Dick Deal, Grant Accountant Lanny Pettijean and City
Clerk Danielle Daskam. Heidi Wood also attended as a guest.
II. APPROVAL OF MINUTES
A. Minutes of the March 19, 2001 Finance Committee meeting.
Motion by Vice Chair Lewis second by Member Brothers to approve
the March 19, 2001 Committee minutes as distributed.
MOTION CARRIED UNANIMOUSLY. 3-0.
III. CONSENT ITEMS
A. Vouchers
1. Claims
F4.9.5
Claims check numbers 300001 through 300024 in the
amount of $89,163.11 and claims check numbers 300025 .
through 300197 in the amount of $527,227.45 and dated
April 2, 2001.
2. Payroll
F4.9.2
Payroll check numbers 262320 to 262497 in the amount of
$341,248.43 and electronic deposit transmissions in the
amount of $699,281.17 for a grand total of $1,040,529.60 for
the pay period covering March 14, 2001 to March 28, 2001.
Finance Committee Minutes
April 2, 2001
Page 2
Motion by Vice Chair Lewis and second by Member Brothers
to recommend approval of claims and payroll vouchers.
MOTION CARRIED UNANIMOUSLY. 3-0.
IV. ORDINANCES AND RESOLUTIONS
There was no ordinance or resolution for Committee review.
V. DISCUSSION ITEMS
A. Bad Debt Write-off
Acting Finance Director Shelley Coleman reviewed outstanding
debt, which has been sent to collection. She explained that the
debt has been at collection since 1997 and 1998. Of the
approximately $240,000 in bad debts sent to collection,
approximately $51,000 has been collected and approximately
$90,000 has been written off to date. The remaining balance
includes one gambling tax debtor, which comprises nearly half of
the outstanding debt.
Motion by Vice Chair Lewis, second by Member Brothers to
recommend approval of the bad debt write off, a review of the time
frame for sending debt for collection and soliciting bids for collection
agency services.
MOTION CARRIED UNANIMOUSLY. 3-0.
B. Capital Facilities Plan (CFP)
Acting Finance Director Shelley Coleman gave a brief overview of
the Capital Facilities Plan (CFP) and the 2001 CFP project
schedule to update the Plan this year.
Grant Accountant Lanny Pettijean submitted a draft Capital
Facilities Plan Project Priority Schedule for Committee review. Vice
Chair Lewis questioned whether the Public Works projects included
in the CFP schedule are based on the new Public Works
prioritization grading system. Mr. Pettijean will review the schedule
to ensure consistency with the Public Works grading system.
Ms. Coleman stated that a Council workshop session will be
scheduled in the near future to review the CFP.
Finance Committee Minutes
April 2, 200t
Page 3
C. Northwest Corporate Real Estate Agreement (Ordinance No. 5528)
Planning and Community Development Director Paul Krauss
presented Ordinance No. 5528 which approves a Listing
Agreement with Northwest Corporate Real Estate pertaining to the
leasing of ground-floor retail space in the Commuter Rail Station
parking garage. The Ordinance was presented to the Municipal
Services Committee earlier this evening for recommendation to the
City Council. The Municipal Services Committee recommended
changes to the Listing Agreement to provide that the brokerage
fees are not paid until occupancy and lease terms are capped at
five years.
D. Agreement for Professional Services with Donald Lachman and
Associates (Resolution No. 3345
Parks and Recreation Director Dick Deal presented Resolution No.
3345 authorizing a Professional Services Agreement with Donald
Lachman and Associates to facilitate the community needs study
for a community center. Mr. Deal reported that the Resolution was
presented to the Municipal Services Committee earlier this evening
for recommendation to the City Council. The Municipal Services
Committee recommended approval of the Resolution with a change
to paragraph D under the section titled "June 2001 activities and
outcomes" on page 2 of the Agreement to insert the words "such as
a YMCA partnership" between the words "partners" and "and
stakeholders".
E. Valley Com
Acting Finance Director Coleman distributed copies of photos she
received via e-mail showing construction progress for the new
Valley Communications Center.
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 7:12 PM.
:~eer~Chair of A ril 2001Danielle Daskam, City Clerk
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