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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 Finance Committee Minutes 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 Finance Committee Minutes 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. f:\clerk\~nance\fca~000fcm09-05