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Home My WebLink About12-18-2000 CITY OF AUBURN FINANCE COMMITTEE December 18, 2000 MINUTES ~'~~~ ~dd I I. CALL TO ORDER Chair Barber called the meeting to order at 6:30 PM. Members present included: Chair Jeanne Barber, Vice Chair Pete Lewis, and Member Stacey Brothers. Others present included: Finance Director Diane L. Supler, Assistant Finance Director Shelley Coleman, Personnel Director Brenda Heineman, Assistant Personnel Director Marry Hart, Employment Manager John Fletcher, and City Clerk Danielle Daskam. II. APPROVAL OF MINUTES A. Minutes of the December 4, 2000 Finance Committee meeting. Motion by Vice Chair Lewis, second by Member Brothers to approve the December 4, 2000 Committee minutes as distributed. MOTION CARRIED UNANIMOUSLY. 3-0. III. CONSENT ITEMS A. Vouchers 1. Claims F4.9.5 Claims check numbers 157397 through 157909 in the amount of $3,224,747.36 for Period 12 and dated December 18, 2000; and a wire transfer in the amount of $1,998,745.50. 2. Payroll F4.9.2 Payroll check numbers 261035 to 261270 in the amount of $647,790.53 and electronic deposit transmissions in the amount of $713,246.06 for a grand total of $1,361,036.59 for the pay period covering December 10, 2000 to December 13, 2000. Finance Committee Minutes for December 18, 2000 Page 2 Committee members reviewed claims and payroll vouchers. Motion by Vice Chair Lewis and second by Member Brothers to approve claims and payroll vouchers. MOTION CARRIED UNANIMOUSLY. 3-0. B. Bad Debt Write-off F4.12 City Council to authorize utility accounts write-off of bad debts in accordance with City policy in the total amount of $44,747.89. Finance Director Supler presented a request to authorize the write- off of bad debts for utility accounts. The accounts were sent for collection in 1997 and 1998. The write-off would allow the City to take the amounts off the accounting records. The total amount requested for write-off is $44,747.89. Approximately $16,000 of the total amount is attributed to accounts in bankruptcy. Finance Director Supler also spoke regarding the difficulty in collecting delinquent solid waste fees. Staff members are reviewing possible options to reduce the potential for bad debts. For action on this item, see Item III.C of these minutes. C. Surplus Property 1. Police Department City Council to authorize the surplus and disposal of the following equipment which is broken and of no further use to the City: VCR #0012100210 2. Legal Department City Council to authorize the surplus and disposal of the following described property which is broken and/or obsolete: One 2-door 78-inch metal cabinet Five (5) metal assorted shelves One small metal typewriter table Finance Committee Minutes for December 18, 2000 Page 3 3. Fire Department City Council to authorize the surplus and disposal of the following equipment which is broken and of no further use to the City: Canon NP3825 Copier, Serial No. VEB03219, City ID No. 104-199 Motion by Vice Chair Lewis, second by Member Brothers to approve bad debt write-off and surplus property. MOTION CARRIED UNANIMOUSLY. 3-0. IV. ORDINANCES AND RESOLUTIONS A. Ordinance No. 5466 F3.15 An Ordinance of the City Council of the City of Auburn, Washington, amending Ordinance No. 5323, the 2000 Budget Ordinance, and authorizing the Mayor to accept Schedule "A" which relates to the City of Auburn 2000 Budget for additional appropriations in various accounts in several funds pursuant to RCW 35A.33.120, and setting forth findings. Finance Director Supler presented Ordinance No. 5466 which amends the 2000 Budget ordinance. Motion by Vice Chair Lewis, second by Member Brothers to recommend Council adopt Ordinance No. 5466. MOTION CARRIED UNANIMOUSLY. 3-0. B. Ordinance No. 5467 F3.16 An Ordinance of the City Council of the City of Auburn, Washington, adopting the Budget for the City of Auburn, Washington, for the year 2001. Finance Director Supler presented Ordinance No. 5467 which adopts the City of Auburn Budget for the year 2001. Ms. Supler indicated no changes have been made to the budget since the Council budget workshop. Finance Committee Minutes for December 18, 2000 Page 4 Motion by Vice Chair Lewis, second by Member Brothers to recommend Council adopt Ordinance No, 5467. MOTION CARRIED UNANIMOUSLY. 3-0. C. Ordinance No. 5476 F6,4 An Ordinance of the City Council of the City of Auburn, Washington, amend Auburn City Code Chapter 5.44, Section 040 regarding the tax rate on bingo, raffles, punchboards, pull tabs and amusement games. Finance Director Supler presented Ordinance No. 5476, which amends Auburn City Code Section 5.44.040 to decrease the tax rate on bingo and raffles from ten percent to five percent. The amendment reflects a change in state law which limits the tax on bingos and raffles to five percent. Motion by Vice Chair Lewis, second by Member Brothers to recommend City Council adopt Ordinance No. 5476. MOTION CARRIED UNANIMOUSLY. 3-0. D. Ordinance No. 5490 F4.8 An Ordinance of the City Council of the City of Auburn, Washington, repealing Auburn City Code Chapter 3.64 entitled "Purchasing Policy" and creating Auburn City Code Chapter 3.10 entitled "Purchasing Policy." Finance Director Supler presented Ordinance No. 5490. Motion by Vice Chair Lewis, second by Member Brothers to recommend the City Council adopt Ordinance No. 5490. MOTION CARRIED UNANIMOUSLY. 3-0. Finance Committee Minutes for December 18, 2000 Page 5 E. Ordinance No. 5495 A4.3.1 An Ordinance of the City Council of the City of Auburn, Washington, amending Auburn City Code Section 2.51.020 entitled "Councilmen's Compensation" contained in Chapter 2.51 entitled "Compensation of Officers" to provide for increased compensation to Councilmembers and to change "Councilmen's" to "Councilmember's". Personnel Director Heineman presented Ordinance No. 5495 for discussion. Committee members recommended changing the Council salary amount to $800 per month and changing the Mayor Pro Tem salary amount to $850 per month. There was also discussion regarding the health benefits provision of the ordinance. Ms. Heineman advised that the Association of Washington Cities Trust will allow Councilmembers to subscribe to health benefits if a majority of the eligible members elect to do so. The Committee also recommended to insert the word "unaffiliated" in paragraph A of Section 1 so that it reads in part: ".. . health benefits which are available to unaffiliated city employees ..." The ordinance will return to Committee on January 2, 2001 for recommendation to the full Council. F. Ordinance No. 5496 F3.15 An Ordinance of the City Council of the City of Auburn, Washington, amending Ordinance No. 5470 to lower the authorized levy of regular property taxes by the City of Auburn in 2001 which represented an increase over regular property taxes levied for collection in 2000. Finance Director Supler presented Ordinance No. 5496 which amends Ordinance No. 5470 adopted November 6, 2000. The ordinance lowers the regular property tax levy to $11,253,988 and retains a levy rate of approximately $2.99. Motion by Vice Chair Lewis, second by Member Brothers to recommend Council adopt Ordinance No. 5496. Finance Committee Minutes for December 18, 2000 Page 6 MOTION CARRIED UANNIMOUSLY. 3-0. G. Resolution No. 3295 A4.5.2 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a Technical Services Agreement between the City of Auburn and H.L. Yoh Company to procure temporary staff from January 1, 2001 to December 31, 2001. Motion by Vice Chair Lewis, and second by Member Lewis to recommend Council adopt Resolution Nos. 3295 and 3296. MOTION CARRIED UNANIMOUSLY. 3-0. H. Resolution No. 3296 A4.5.2 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a Technical Services Agreement between the City of Auburn and Techstaff, Inc., to procure temporary design and construction-inspection staff from January 1, 2001 to December 31, 2001. See Item IV.G of these minutes for action on Resolution No. 3296. V. DISCUSSION ITEMS A. E-Gov Finance Director Supler briefly spoke about the concept of electronic government (E-Gov). A City committee has been formed comprised of the IS Administrator, Finance Director, and represenatives from Police, Fire, and Planning to develop objectives and strategies for its application. B. Budaet Award Program Finance Director Supler spoke regarding' the City's participation in the GFOA Budget Award Program. Ms. Supler explained that with the departure of Budget and Finance Manager Sherri Crawford and the implementation of GASB 34 standards, staff resources could be redirected to other priorities. She suggested that the City drop out of the budget award program for a couple years and reevaluate Finance Committee Minutes for December 18, 2000 Page 7 participation in the program. Withdrawal from the program would not impact the City's bonding. It was consensus of the Committee members to not participate in the GFOA Budget Award Program at this time. VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:18 PM. Barber,Chair D~a~ielle Daskam, City Clerk f:\clerk\~nance\fca~2000fcrnl 2-18.doc