Loading...
HomeMy WebLinkAboutITEM III-D CITY OF --1jB-,UR-N WASHINGTON MINUTES FINANCE COMMITTEE MARCH 3, 2008 I. CALL TO ORDER Chair Nancy Backus called the meeting to order at 6:30 p.m. the Council Conference Room at Auburn City Hall, located at 25 West Main Street in Auburn. Committee Members present were: Chair Backus, Vice Chair Sue Singer, and Member Bill Peloza. Present during the meeting were Mayor Peter B. Lewis, Police Chief Jim Kelly, Finance Director Shelley Coleman, Risk Manager Rob Roscoe, City Attorney Daniel B. Heid, Parks, Arts and Recreation Director Daryl Faber, Planning, Building and Community Director Cindy Baker, Principal Planner Elizabeth Chamberlain, and Deputy City Clerk Cathy Richardson. II. APPROVAL OF MINUTES A. Minutes of the February 19, 2008 Finance Committee meeting. Vice Chair Singer moved and Member Peloza seconded to approve the February 19, 2008 minutes. MOTION CARRIED UNANIMOUSLY. 3-0. III. CONSENT ITEMS A. Vouchers 1. Claims F4.9.5 Claims check numbers 371584 through 371962 in the amount of $1,944,394.80 and dated March 3, 2008. 2. Payroll F4.9.2 Payroll check numbers 522644 to 522762 in the amount of $319,175.27 and electronic deposit transmissions in the amount of $1,090,373.91 for a grand total of $1,409,549.18 Page 1 Finance Committee Minutes March 3 2008 for the pay period covering February 14, 2008 to February 27, 2008. Committee Members reviewed the consent items and briefly discussed claims vouchers 371630 and 371806. Vice Chair Singer moved and Member Peloza seconded to approve the consent items. MOTION CARRIED UNANIMOUSLY. 3-0. IV. ORDINANCES AND RESOLUTIONS A. Ordinances 1. Ordinance No. 6165 A3.8 An Ordinance of the City Council of the City of Auburn, Washington, amending Section 2.03.040 of the Auburn City Code relating to the appointment of appointive officers Vice Chair Singer moved and Member Peloza seconded to approve Ordinance No. 6165. MOTION CARRIED UNANIMOUSLY. 3-0. B. Resolutions 1. Resolution No. 4309 A3.17 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to execute Residential Lease Agreements Vice Chair Singer moved and Member Peloza seconded to approve Resolution No. 4309. MOTION CARRIED UNANIMOUSLY. 3-0. Page 2 Finance Committee Minutes March 3 2008 2. Resolution No. 4311 A3.17 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to execute an Office Space Lease Agreement with the Auburn Area Chamber of Commerce Vice Chair Singer moved and Member Peloza seconded to approve Resolution No. 4311. MOTION CARRIED UNANIMOUSLY. 3-0. V. DISCUSSION ITEMS A. Resolution No. 4317 A Resolution of the City Council of the City of Auburn, Washington, formally accepting a grant from the State of Washington, Military Department in the amount of Two Thousand Nine Hundred Seventy Six Dollars and Ninety Four Cents ($2,976.94) as reimbursement from the Federal Emergency Management Agency and the State of Washington for expenses incurred by the City of Auburn during the December 2007 winter storm Committee Members briefly reviewed Resolution No. 4317. B. Resolution No. 4313 05.1 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute A Concessionaire Agreement between the City and the Optimists Club of Auburn, Washington for the concession operations at Game Farm Park Ballfields for 2008 Committee Members discussed the history of concession operations by the Optimists Club of Auburn at Game Farm Park Ballfields. Director Faber reported that the Optimists Club has done a good job operating the concessions and provides an excellent partnership for the City. They participate in support of Parks programs, especially in the special needs programs. A second concession stand will be opening with the new soccer fields. Page 3 Finance Committee Minutes March 3 2008 C. Resolution No. 4314 05.1 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a Concessionaire Agreement between the City and the Little League of Auburn, Washington for the concession operations at the Brannan Park Ballfields and at the Sunset Park Ballfields for 2008 Director Faber stated that the Little League of Auburn also does a good job operating the concessions and has partnered with the Parks Department in many programs. Their proceeds are garnered primarily through the efforts of volunteer labor and donated products. D. Golf Carts Purchase/Lease Director Faber reported that the golf course requires a total of seventy-two carts for optimum operations. Last year, the City purchased thirty-six new carts and also purchased ten used gas- operated carts from Doug Campbell. The gas-operated carts provided an interim solution during construction of the new clubhouse but are now obsolete as they can no longer be stored at the golf course. Golf carts are stored in the basement of the new facility. Director Faber stated that he and Director Coleman are researching options for the purchase and/or lease of thirty-six new golf carts and selling eight of the ten gas-operated carts. Data will be forthcoming with regard to the best funding method to bring the fleet to seventy-two carts. Last year, gross sales for golf cart rental were $236,000 and the purchase/lease fee was approximately $70,000. The average cost of a new golf cart is approximately $4,200 with an estimated life-span of six years. The goal is to bring the golf cart fleet to a total of seventy-carts for public use, plus two carts for the course marshals. One gas-powered golf cart will be utilized by Parks Maintenance staff at Game Farm Park. Mayor Lewis requested that Director Faber research the possible use of the gas-operated carts on city streets for use by the Legal Department to and from the Court. Vice Chair Singer suggested that additional carts could be utilized at Les Gove Park. Page 4 Finance Committee Minutes March 3 2008 Director Faber reported that there are currently one-hundred and forty-six tournaments scheduled at the golf course for 2008. Staff will be reviewing the number of tournaments allowed in the future in an effort to create a good balance between public play and tournament play. Tournaments provide a large source of revenue due to the cart rentals. Chair Backus inquired regarding food sales related to tournament usage. Director Faber stated that staff is currently reviewing the costs related to the golf tournament banquet menu, which is extremely high at this time. They will be working with the restaurant concessionaire to establish acceptable rates for tournaments versus what might be charged for other, more formal events held at the restaurant and golf course clubhouse. Director Faber reported that staff recently met with golf league representatives to review rules, regulations, and food purchases. The men's and ladies clubs receive 15% off all meals. Director Faber stated that the City is also partnering 50/50 with the restaurant concessionaire for billboard advertising in an effort to market the golf course and the restaurant. E. Resolution No. 4310 A3.13.8 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a Development Agreement between the City of Auburn and CNB Properties, LLC City Attorney Daniel Heid reported that CNB Properties LLC is one of the three appeals filed against the City with regard to the Comprehensive Plan amendments and rezoning. Attorney Heid reviewed the appeals and the one lawsuit resulting from the Comprehensive Plan amendments and rezoning, which the City won. Attorney Heid pointed out that the development agreement will change the zoning for CNB Properties, LLC (Auto Auction) from heavy industrial to commercial. The development agreement is advantageous to the City in that it will avoid a potential lawsuit and moves the zoning towards the Council's goals for the A Street SE corridor. Page 5 Finance Committee Minutes March 3 2008 Committee Members reviewed the terms and advantages of the development agreement. F. Resolution No. 4322 Washington, A Resolution of the City Council of the City of Auburn, authorizing the Mayor and City Clerk to execute an Office Space Lease Agreement between City of Auburn and Green River Music, Inc. In response to questions from Committee Members, Risk Manager Rob Roscoe reported that the terms of the Green River Music, Inc. lease agreement are modeled after the Auburn Area Chamber of Commerce lease, which established the rental base. An outside maintenance firm provides cleaning services for the common areas in the building and the City's Information Services Department. G. Resolution No. 4320 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an amendment to the Lease of Real Property between the City of Auburn and ACAP Child & Family Services Committee Members reviewed the terms of the amendment to the ACAP Child & Family Services lease. H. Ordinance No. 6168 An Ordinance of the City C Washington, amending Ordina Biennial Budget Ordinance as a 6092, 6103, 6119, 6124, 6127, E Ordinance No. 6164 authorizing 2007-2008 Budget as set forth in Duncil of the City of Auburn, ice No. 6066, the 2007-2008 nended by Ordinance Nos. 6086, 128, 6132, 6133, 6144, 6145, and amendment to the City of Auburn Schedule "A" Committee Members briefly reviewed Ordinance No. 6168. Page 6 nee Committee M VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 6:58 p.m. APPROVED THE DAY OF MARCH 2008. Nancy Backus, Chair Cathy Richardson, Deputy City Clerk I:\cle rk\fin ance\fca\2008fca03-03 Page 7