HomeMy WebLinkAbout03-19-2001 CITY OF AUBURN
FINANCE COMMITTEE
March 19, 2001
MINUTES
I. CALL TO ORDER
Vice Chair Lewis called the meeting to order at 6:30 PM in the Council
Work Area located in the Mayor's Office. Members present included:
Vice Chair Lewis, Member Stacey Brothers, and Councilmember Sue
Singer. Chair Jeanne Barber was excused due to illness. Others present
during the meeting included: Mayor Charles Booth, Acting Finance
Director Shelley Coleman, Personnel Director Brenda Heineman,. Public
Works Director Christine Engler and City Clerk Danielle Daskam.
II. APPROVAL OF MINUTES
A. Minutes of the March 5, 2001 Finance Committee meeting.
Motion by Member Brothers second by Councilmember Singer to
approve the March 5, 2001 Committee minutes as distributed.
MOTION CARRIED UNANIMOUSLY. 3-0.
III. CONSENTITEMS
A. Vouchers
1. Claims
F4.9.5
Claims check numbers 159786 through 160222 in the
amount of $3,375,268.54 for Period 16 and dated March 19,
2001; and wire transfers in the amount of $1,166,651.61.
2. Payroll
F4,9.2
Payroll check numbers 262159 to 262319 in .the amount of
$529,831.63 and electronic deposit transmissions in the
amount of $691,710.77 for a grand total of $1,221,542.40 for
the pay period covering March 1, 2001 to March 13, 2001.
Finance Committee Minutes
March 19, 2001
Page 2
Motion by Member Brothers and second by Councilmember
Singer to recommend approval of claims and payroll
vouchers.
B. Bad Debt Write-off
F4.12
City Council to authorize the write-off of accounts receivable (local
improvements district assessments) bad debts in accordance with
City policy in the total amount of $1,649.06,
Acting Finance Director Coleman presented the request to write-off
local improvement district assessments (LID 345) in the amount of
$1,649.06. She explained that the City was never able to contact
the true owner of the property regarding the local improvement
district assessments because the King County Assessor's Office
records did not reflect the current property owner's name and
address. The change of ownership was not entered in the King
County Assessor's records until just recently, The current property
owner will be responsible for the last three installments of the LID.
Motion by Councilmember Singer and second by Member Brothers
to recommend the approval of the bad debt write-off in the amount
of $1,649.06.
MOTION CARRIED UNANIMOUSLY. 3-0.
IV. ORDINANCES AND RESOLUTIONS
A. Ordinance No. 5525
F4.8
An Ordinance of the City Council of the City of Auburn,
Washington, amending Chapter 3.10 entitled "Purchasing Policy,"
by creating new Section 026 entitled "Public Work Projects-
Contract Amendment-Conditions" to grant the Mayor and his/her
designees the authority to administratively amend Public Works
project contracts and new Section 050 entitled "Emergency
Purchases-Authorization" to grant the Mayor the authority' to make
emergency purchases or enter into emergency contracts.
Public Works Director Christine Engler presented Ordinance No.
5525. She noted the Ordinance is presented with two options for
Exhibit A. Ordinance No. 5525 amends Auburn City Code 3.10,
Purchasing Policy, to allow administrative flexibility for the
administration of public works contracts. The first option (Exhibit A-
1) sets a ceiling amount for the cumulative cost impact of
Finance Committee Minutes
March 19, 2001
Page 3
negotiated amendments and provides that the appropriate Council
Committee may approve any increase to the ceiling amount within
the budgeted contingency amount. The second option (Exhibit A-2)
sets a maximum amount beyond which the cost impact of any
single negotiated amendment may not reach. Both options prohibit
any increase beyond the total budget approved by the City Council
for the project.
Motion by Councilmember Singer, second by Member Brothers to
recommend the City Council adopt Ordinance No, 5525 with exhibit
option "A-1 ".
MOTION CARRIED UNANIMOUSLY. 3-0.
V. DISCUSSION ITEMS
A. Public Works Project Number PR 629
Public Works Director Engler noted that later this evening the City
Council will consider the award of Public Works Contract No. 01-04
for Public Works Project No. PR 629 with a proposal for budget
authority for a five percent construction contract contingency. She
suggested the Council consider modifying the contingency amount
to reflect the proposed Purchasing Policy amendment discussed
above,
B. Bad Debt Write-off
Acting Finance Director Shelley Coleman advised that she will
present additional requests for bad debt write-off at the next
Finance Committee meeting.
C. 3rd Street and 277th Street Projects
Mayor Booth spoke briefly regarding the 3rd Street and 277th
Street grade separation projects' financing and status,
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 6:55 PM.
Approved the r;q- day of April, 2001.
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