HomeMy WebLinkAbout09-05-2000 CITY OF AUBURN
FINANCE COMMITTEE
September 5, 2000
MINUTES
I. CALL TO ORDER
Chair Barber called the meeting to order at 6:31 PM. Members present
included: Chair Jeanne Barber, Vice Chair Pete Lewis, and Member
Stacey Brothers. Others present included: Mayor Charles Booth,
Personnel Director Brenda Heineman, Finance Director Diane L. Supler,
Public Works Director Christine Engler, Parks and Recreation 'Director
Dick Deal, Deputy City Clerk Cathy Richardson, and City Clerk Danielle
Daskam.
II. APPROVAL OF MINUTES
A. Minutes of the August 21, 2000 Finance Committee meeting.
Motion by Vice Chair Lewis, second by Member Brothers to
approve the August 21, 2000 Committee minutes as distributed.
MOTION CARRIED UNANIMOUSLY. 3-0.
III. CONSENT ITEMS
A. Vouchers
1. Claims
F4.9.5
Claims check numbers 154083 through 155048, including
voided claims checks 154109-154754, in the amount of
$575,027.31 for Period 8 and dated September 5, 2000.
The Committee members briefly discussed Claims Voucher
Nos. 154877 and 154805.
2. Payroll
F4.9.2
Payroll check numbers 259427 to 259641 in the amount of
$342,896,28 and electronic deposit transmissions in the
amount of $679,360.20 for a grand total of $1,022,256.48 for
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for September 5, 2000
Page 2
the pay period covering August 16, 2000 to August 31,
2000.
Motion by Vice Chair Lewis, second by Member Brothers to approve the
Consent Items.
MOTION CARRIED UNANIMOUSLY. 3-0.
IV. ORDINANCES AND RESOLUTIONS
There were no Ordinances or Resolutions for Committee consideration.
V. DISCUSSION ITEMS
A. Street Waste Solids Handling and Decant Facility
Finance Director Supler explained that this year's budget includes
funding for the solids handling and decant facility construction at
the Maintenance and Operation facility. The 2000 Budget includes
$115,000 from the Street Fund and $115,000 from the Storm Utility
Fund for the project. However, the project was underestimated and
an additional $140,000 is needed for the project. Ms. Supler
explained that the facility will not be built this year, but will be
included in the proposed 2001 Budget. Funding from the Street
and Storm Utility Funds will be carried over to 2001, and the
additional $140,000 will be requested from the Solid Waste Utility.
The facility will be capitalized as part of the Solid Waste Utility.
Public Works Director Engler briefly described the need for the
decant facility. She explained that the facility will dry and store
street sweepings and storm drainage solids prior to testing and
disposal. All liquid waste will be pretreated and disposed of to the
sanitary sewer.
B. Golf Course Improvement Project '
Parks and Recreation Director Deal advised the Committee that the
golf course has been undertaking improvements to the 7th green,
7th fairway and the practice area. The 2000 Budget provided
$130,000 for the project. However, to date approximately
$240,000 has been expended on the project. Mr. Deal explained
that the overage is due to lack of project management, and the
costs are primarily equipment rental fees. Mr. Deal stated a budget
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for September 5, 2000
Page 3
adjustment will be requested to cover the overage, with the
difference coming from the golf course reserves.
C. 2001 Budget
Finance Director Supler briefly discussed the progress on the
proposed 2001 Budget. She noted that the City's property tax levy
is due to King County by November 15, 2000. The Council will be
asked to take action on the property tax levy at the first meeting in
November.
D. Eden Systems
Finance Director Supler reported that Personnel and Finance staff
met with Eden Systems recently to review the Human Resources
module. Staff recommends implementing the Human Resources
module earlier than scheduled in order to coincide with
implementation of the Payroll module. There was no objection
from the Committee members.
E. Banking Services
Finance Director Supler presented information on new banking
services offered by Key Bank, the City's current banking services
provider. Key Bank is now offering Positive Pay, Key Image, and
Key Total Treasury services. Positive Pay is designed for those
that process large numbers of checks and assists in detecting
check fraud and check error sooner. Positive pay accelerates
reconcilement by matching items on a daily basis thereby
decreasing fraud and error. Key Image provides check image
storage on CD-ROM. Key Total Treasury is an alternative delivery
system that uses the Internet to access Cash Management
functions. Positive Pay and Key Image are now available to the
City, and Key Total Treasury will be available when the City
converts to the Windows-based Eden System accounting software.
Motion by Vice Chair Lewis, second by Member Brothers to
recommend the expansion of the banking services contract to
include Positive Pay, Key Image, and Key Total Treasury at no net
cost to the City.
MOTION CARRIED UNANIMOUSLY. 3-0.
Finance Committee Minutes
for September 5, 2000
Page 4
F. Microflex
Finance Director Supler presented information on the Microflex Tax
Audit. In June 1998, the City entered into an agreement with
Microflex to perform tax discovery audit services. The audit
reviews and determines if remittances on sales and utility taxes are
correctly reported. To date, the audit has identified $103,279.76
incorrectly reported and remitted. The City has netted $82,623.81
as a result of the audit.
G. Utilities Back Billings
Finance Director Supler reported that Bonney Lake has installed
approximately sixty-seven water meters that the City of Auburn has
not been billing for sewer and storm. Meter installation dates range
from July 1998 through August 2000. The average back bill per
customer is $122.00. A total of $8,174.00 was assessed to sixty-
seven accounts. Back bills will be assessed to the new owners
only and will begin with the transfer date between the builder and
the new owner. Statements and letters will be mailed the week of
September 6, 2000. Ms. Supler advised that Auburn and Bonney
Lake staff will be working together to ensure that all accounts are
billed promptly in the future.
Vice Chair Lewis requested a copy of the letter that will be mailed
to the customer with the back bill statement.
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 7:22 PM.
Approved the . ~J)'day of September, 2000.
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