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HomeMy WebLinkAboutITEM III-DCITY OF FINANCE COMMITTEE WASHINGTON DECEMBER 1, 2008 AGENDA I. CALL TO ORDER - 6:30 PM, COUNCIL CONFERENCE ROOM Chair Nancy Backus called the meeting to order at 6:30 p.m. in the Council Conference Room at Auburn City Hall, located at 25 West Main Street in Auburn. Chair Backus, Vice Chair Sue Singer and Member Bill Peloza were present. Present during the meeting were Mayor Peter B. Lewis, Risk Manager Rob Roscoe, Finance Director Shelley Coleman, Police Chief Jim Kelly, Assistant Police Chief Larry Miller, Assistant Planning Director Kevin Snyder, Solid Waste Coordinator Joan Clark, City Attorney Daniel B. Heid, and Deputy City Clerk Cathy Richardson. Also present was Auburn Area Chamber of Commerce President Nancy Wyatt. II. APPROVAL OF MINUTES A. Minutes of the November 17, 2008 Finance Committee meeting. Vice Chair Singer moved and Member Peloza seconded to approve the November 17, 2008 minutes. MOTION CARRIED. 3-0. III. CONSENT ITEMS A. Vouchers 1. Claims F4.9.5 Claims check numbers 380464 through 380469 and 380470 through 380798 in the amount of $2,093.603.45 and dated December 1, 2008. 2. Payroll F4.9.2 Payroll check numbers 525041 through 525196 in the amount of $431,707.08 and electronic deposit transmissions Page 1 Finance Committee Minutes December 1, 2008 Payroll check numbers 525041 through 525196 in the amount of $431,707.08 and electronic deposit transmissions in the amount of $1,245,458.06 for a grand total of $1,677,165.14 for the pay period covering November 13, 2008 to November 26, 2008. B. Contract Administration 1. Human Resources Project No. CP0607 City Council award Project No. CP0607, Contract No. 08.01.114, YMCA Abatement and Demolition Project (Base Bid and Alternate Bid #1) to DMJ, Inc in the amount of $161,102.00. Committee members reviewed the consent items and briefly discussed vouchers 380528, 380537, 380569, 380571, 380585, 380616, 380656, 380733, and 380769. Vice Chair Singer moved and Member Peloza seconded to approve the consent items. MOTION CARRIED. 3-0. IV. ORDINANCES AND RESOLUTIONS A. Ordinances 1. Ordinance No. 6215 F3.22 An Ordinance of the City Council of the City of Auburn, Washington, adopting the 2009-2010 Biennial Budget for the City of Auburn, Washington Committee Members reviewed Ordinance No. 6215. Vice Chair Singer moved and Member Peloza seconded to approve Ordinance No. 6215. MOTION CARRIED. 3-0. B. Resolutions Page 2 Finance Committee Minutes December 1, 2008 1. Resolution No. 4424 F4.3 A Resolution of the City Council of the City of Auburn, Washington, providing for amendment to the City of Auburn Fee Schedule to adjust for 2009 fees City Attorney Heid reported that the fee schedule is reviewed each year in an effort to keep fees charged by the City in parity with actual costs. Attorney Heid distributed a corrected Page 9 which corrects an item in Table 1-A Building Permit Fees, third row, which originally changed the fee from $18.00 to $19.00 and has been corrected to show the fee changed from $18.00 to $18.60. Assistant Planning Director Kevin Snyder explained that there was a simple rounding error which caused the third row fee to be higher than the fourth row fee. The fees are constructed to become incrementally higher according to higher valuations. The modified schedule corrects the rounding error. In response to questions from Member Peloza, City Attorney Heid explained that each department identifies fees that do not reflect actual costs to the City in an effort to determine equitable increases. Mayor Lewis noted that departments endeavor to determine total cost recovery and also perform cost comparisons with other cities similar to Auburn. Committee Members discussed in detail methods used for determining fee increases including total cost recovery within each department, how and when the Cost of Service Study would be implemented once completed and related adjustments of fees, transportation impact fees, transparency of costs, and ramifications related to allowing exemptions of fees to certain uses. Vice Chair Singer inquired regarding Page 9, Grading and Filling Fees, Base Fee which was changed from $300.00 to $350.00. Assistant Planning Director Snyder stated that is should have been a 3.5% increase and the amount should read $311.00 not $350.00 Vice Chair Singer expressed concerns regarding some of the increases in specific land use fees and fees charged to day care centers. Vice Chair Page 3 Finance Committee Minutes December 1, 2008 Singer stated that she feels the fee increases are inconsistent and indicated that she will be voting against Resolution No. 4424. Member Peloza moved to approve Resolution No. 4424. Chair Backus concurred. MOTION CARRIED. 2-1. Vice Chair Singer voted no. V. DISCUSSION ITEMS A. Auburn Area Chamber of Commerce Visitor Information Auburn Area Chamber of Commerce President Nancy Wyatt referred Committee Members to documentation as distributed in the agenda. Ms. Wyatt briefed the Committee on the contract for services with the Chamber, which will remain the same for 2009, and an increase in fees related to the 2009 tourism contract, which will increase from $40,000.00 to $42,000.00. Discussion followed regarding the distribution of the Community Directories and Local Area Maps and additional locations that might be added, including the Golf Course Pro Shop. B. Consultant Agreement AG-S-022-09 with Vadis Finance Director Coleman stated that this is a two year contract which ties in with the City's biennial budget and it also includes the annexation areas. C. Resolution No. 4429 A3.7.1 A Resolution of the City Council of the City of Auburn, Washington, repealing Resolution No. 4281 passed December 17, 2007, and designating the members, powers, duties and meeting times and days of all standing committees of the City Council of the City of Auburn Member Peloza noted that reference to "Mayor Pro Tem" should read "Deputy Mayor". D. Resolution No. 4430 Risk Manager Roscoe reported that the amendment pertains to the lease of additional space of Suite 300 in the proposed City Hall Annex. The space would be available for Emergency Management staff. Resolution No. 4430 will be brought forward at the December 15, 2008 meeting. Page 4 Finance Committee Minutes December 1, 2008 E. South Correctional Entity Facility and South Correctional Entity Facility Development Authority (SCORE) Director Coleman distributed a handout on SCORE and reviewed member contributions, site inspection and feasibility, billing for design, future contributions due in March 2009 which will require a budget amendment, the schedule of construction, total project cost summary, and preliminary financing estimate. VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:29 p.m. APPROVED THE DAY OF DECEMBER 2008. Nancy Backus, Chair I:\clerk\finance\fca\2008fcm 12-01 Cathy Richardson, Deputy City Clerk Page 5