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HomeMy WebLinkAbout04-05-2004CITY OF WASHINGTON FINANCE COMMITTEE APRIL 5, 2004 MINUTES I1. III. CALL TO ORDER Chair Nancy Backus called the meeting to order at 6:30 p.m. in Room 215 at Terminal Park Elementary, 1101 "D" Street SE, Auburn, Washington. Committee members present were: Chair Backus, Vice Chair Lynn Norman, and Member Roger Thordarson. Also present were: Mayor Peter B. Lewis, City Attorney Daniel B. Heid, Finance Director Shelley Coleman, Utility Accounting Manager Julie Sharkich, Employee Relations and Compensation Manager John Fletcher, and Deputy City Clerk Cathy Richardson. APPROVAL OF MINUTES Minutes of the March 15, 2004 Finance Committee meeting. Vice Chair Norman moved and Member Thordarson seconded to approve the March 15, 2004 minutes. MOTION CARRIED UNANIMOUSLY. 3-0. CONSENT ITEMS A. Vouchers Claims F4.9.5 Claims check numbers 329316 through 329810 amount of $1,932,202.77 and dated April 5, 2004. in the Payroll F4.9.2 Payroll check numbers 507705 to 507847 in the amount of $305,169.07 and electronic deposit transmissions in the amount of $957,153.47 for a grand total of $1,262,322.54 for the pay period covering March 11, 2004 to March 31, 2004. Page 1 Finance Committee Minutes April 5, 2004 B. Surplus Property F4.6.1 Fire Department City Council to authorize the surplus and disposal of the following equipment no longer of use to the City: (1) 1987 Mack Pumper, Model #MC686FC, License #06101D, VIN #1M2H 144CHM001293 Fire Department City Council to authorize the surplus and disposal of the following equipment no longer of use to the City: 2 ea 1 ea 11 ea 1 ea 3 ea 3 ea 1 ea 1 ea 1 ea 1 ea 1 ea 1 ea 2 ea 1 ea. 1 ea 3 ea 1 ea 1 ea 1 ea 1 ea 1 ea 4 ea 1 ea 1 ea 1 ea 5 ea 1 ea 1 ea 1 ea 1 ea 1 ea 1 ea 1 ea 1 ea 1 ea 1 ea 1 ea File Cabinets, 17"x 23", (Drawer-Drawer-File) Office Chair File Cabinets, 36"x 19" (2 Drawer) Countertop, 105" x 24" File Cabinets, 18" x 29" (4 Drawer) File Cabinet, 18" x 26.5" (4 Drawer) Countertop, 24"x 35" Shelf Unit, 18" x 30" Countertop, 24" x 40" Metal Plan Review Table, 38" x 60" (Box/Box/File) Roller Stand w/Folding Extension, 26.5" x 15" Cabinet, 18" x 31" Cabinets, 32" x 18" Shelf on Rollers, 31" x 28.5" Cabinet, 14" x 26" Corner Countertops, 36" x 36.5" Wall Mount Shelf, 40" x 40" Countertop, 30" x 24" Countertop, 23.5" x 32" Corner Countertop, 36" x 38" Wrap-Around Partition Countertop, 15"x 17.5' Partitions, 28" x 40" Partition, 34" x 40" Partition, 28" x 34" Partition, 28" x 28" Partition, 40" x 42" Partition, 30.5" x 41" Countertop, 19.5" x 21" Countertop, 19.5" x 17.5" Countertop, 40" x 30" Countertop, 24.5" x 24" Countertop, 24" x 29" Countertop, 40" x 60" Desk Unit, 21.5" x 77" Bunn Auto Coffee Pot Plan Review Stool, 28" Tall Wall Mount Letter Shelf Page 2 Finance Committee Minutes April 5, 2004 IV. 1 ea Shelf, 60.5" x 12" 1 ea Shelf, 11.25" x 72" 2 ea Shelves, 11.25" x 96" 1 ea Wall Mount Shelf, 12" x 48" 1 ea Wall Mount Shelf, 12" x 60" 3 ea Power Poles 1 ea Maytag Washer, Model #LA412, Serial #327165 1 ea Maytag Dryer, Model #LDE213, Serial #316356 Director Coleman noted a correction to the total claims vouchers. The corrected total of $1,932,202.77 reflects the subtraction of voided claims voucher number 329316 in the amount of $1,014.00. Committee members discussed claims voucher numbers 329316, 329666, 329478, 329515, 329620, and 329704. Member Thordarson moved and Vice Chair Norman seconded to approve the consent agenda as corrected. MOTION CARRIED UNANIMOUSLY. 3-0. ORDINANCES AND RESOLUTIONS A= Resolution No. 3707 F4.6.1 A Resolution of the City Council of the City of Auburn, Washington declaring certain volumes in the Legal Department's law library as surplus and authorizing its disposal City Attorney Heid stated that on-line services through West Law and Nexus increase the availability of up-to-date, accurate resources which are more cost effective than maintaining certain volumes in the law library. The services are updated daily and provide an expanded library system. Vice Chair Norman moved and Member Thordarson seconded to recommend approval of Resolution No. 3707. MOTION CARRIED UNANIMOUSLY. 3-0. DISCUSSION ITEMS Washington Cities Insurance Authority Compact 2004 Requirements Employee Relations and Compensation Manager John Flectcher distributed a Washington Cities Insurance Authority (WCIA) Page 3 Finance Committee Minutes April 5, 2004 Compact 2004 Annual Review Introductory Packet and shared a Members Training Manual for review. Mr. Fletcher noted that mandatory training seminars for management and supervisory staff occur every two years and that Risk Management/Human Resources Director Brenda Heineman is a member of the WCIA Executive Committee. Mr. Fletcher reviewed the WCIA packet. Utility Billing Cash Management System Utility Accounting Manager Julie Sharkich reviewed the City's current utility billing/cash management system, which is DOS based. The current vendor will not support the system after December 2005. Ms. Sharkich stated that thirteen proposals were received in response the City's Request for Proposals. Considerations included, but were not limited to, references, detailed descriptions of utility billing and operating systems, support and training, EGov capabilities, and costs. Ms. Sharkich stated that staff performed comparisons of the proposals and reviewed services offered by the two finalists. Purchasing Recycled Products in Auburn Director Coleman stated that in response to requests from Councilmembers, she is compiling information related to becoming a "green city" through the use of recycled products produced by local vendors. Further discussion is necessary to identify the types of recycled products to be used. Director Coleman noted that she has reviewed policies of the City of Federal Way related to the use of recycled products and indicated that she would continue to research for additional information. Advocates, Inc. Governmental Relation and Public Affairs Director Coleman reviewed the Advocates, Inc. contract and stated that the six-month extension of the contract expires soon. As they are close to obtaining the grant for the "A" Street project, Director Coleman requested authorization to request a month-to-month extension of the contract, not to exceed six months. Committee members concurred. Page 4 Finance Committee Minutes April 5, 2004 VI. ADJOURNMENT There being no further business to come before the meeting adjourned at 7:00 p.m. APPROVED THIS--"/7 ~ DAY OF APRIL, 2004. Committee, the k~-~, Chair Cathy Rid.~ardson, Deputy City Clerk I:\clerk\finance\fca~004fcm04-05 Page 5