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Home My WebLink About05-07-2001 CITY OF AUBURN FINANCE COMMITTEE May 7, 2001 MINUTES I. CALL TO ORDER Chair Jeanne Barber called the meeting to order at 6:30 PM in the Council Work Area located in the Mayor's Office. Members present included: Chair Jeanne Barber, Vice Chair Pete Lewis, and Member Stacey Brothers. Others present during the meeting included: Mayor Charles Booth, Acting Finance Director Shelley Coleman, Personnel Director Brenda Heineman, Planning and Community Development Director Paul Krauss, Compensation Manager John Fletcher, Utility Accountant Julie Salzman, City Attorney Michael J. Reynolds, and City Clerk Danielle Daskam. Guests present included Heidi Wood and Bill Peloza. The meeting was audio recorded. II. APPROVAL OF MINUTES A. Minutes of the April 16, 2001 Finance Committee meeting. Vice Chair Lewis moved and Member Brothers seconded to approve the minutes as distributed. MOTION CARRIED UNANIMOUSLY. 3-0. III. CONSENT ITEMS A. Vouchers 1. Claims F4.9.5 Claims check numbers 300561 through 301076 in the amount of $3,053,423.69 dated May 7, 2001. Members reviewed claims vouchers and briefly discussed voucher numbers 300584, 300625 and 300645. Acting Finance Director Coleman offered to provide additional detail on vouchers 300625 and 300645. 2. Payroll F4.9.2 Payroll check numbers 262676 to 262852 in the amount of $333,255.82 and electronic deposit transmissions in the Finance Committee Minutes for May 7~ 200'1 Page 2 amount of $692,995.07 for a grand total of $1,026,250.89 for the pay period covering April 12, 2001 to April 30, 2001. B. Surplus Property F4.6.1 1. Legal Department City Council to authorize the surplus and disposal of one (1) five drawer lateral file cabinet which is broken and of no further use to the City. 2. Public Works Department City Council to authorize the surplus and disposal of two inkjet printers: Qty. Descril~tion Model Serial # Fixed Asset # 1 Epson Stylus Printer XL P861A 2R8E02899 None 1 Epson Stylus PdnterXL P861A 2E2003421 None Motion by Vice Chair Lewis and second by Member Brothers to recommend approval of consent items. MOTION CARRIED UNANIMOUSLY. 3-0. IV. ORDINANCES AND RESOLUTIONS A. Resolution No. 3351 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an Agreement to obtain the services of Patricia McDonald Butts as a governmental relations consultant to represent the City before the State Legislature, King County, the Puget Sound Regional Council and other organizations for the City of Auburn during the year 2001. Planning and Community Development Director Krauss presented Resolution No. 3351, which authorizes an Agreement with Patricia McDonald Butts as a governmental relations consultant. Ms. McDonald served as the City's governmental relations consultant during the year 2000. She worked successfully with the legislature and King County last year on issues affecting the City. Mr. Krauss noted that last year's contract included a contract cap of $20,000. The 2001 contract has been increased to $50,000 to Finance Committee Minutes for May 7, 2001 Page 3 cover a longer legislative session. The hourly billing rate remains the same as last year. Motion by Vice Chair Lewis, second by Member Brothers to recommend the City Council adopt Resolution No. 3351. MOTION CARRIED UNANIMOUSLY. 3-0. V. DISCUSSION ITEMS A. Pilot Program in Probation Services Personnel Director Heineman presented information related to a probation services pilot program to purchase beds from Cedar Hills Rehabilitation Center to place eligible offenders in treatment and release to probation as opposed to incarceration. The program calls for the City to pay for offenders to be released into a rehab facility at the same daily rate for housing offenders in the Yakima County Corrections facility. The goal would be to reduce costs of incarceration through rehab and probation. Additionally, offenders who arrive at Cedar Hills will be screened for eligibility for the Alcoholism and Drug Addiction Treatment Support Act (ADATSA). If they are found to be eligible for ADATSA funding, the cost of treatment will be covered retroactively to the first day of treatment. Ms. Heineman advised that Mayor Booth has given approval for a trial period of 120 days to evaluate the new probation services program. Statistical information will be gathered to measure the success of the program and determine whether the program will be continued. B. Offers of Employment She reported she is currently recruiting for a utility engineer. Recruitment for this position has taken nearly two years, and the most recent successful candidate for utility engineer turned down the City's offer. Ms. Heineman proposed the City engage an executive search/recruiting firm, which can provide nationwide recruitment services. Ms. Heineman presented a copy of a proposal from the firm of Waldron & Company. Waldon & Company has agreed to Finance Committee Minutes for May 7, 2001 Page 4 perform an executive search in addition to the City's recruitment process, a fee based on twenty-five percent of the first year's salary, and payment of project expenses. Committee members expressed concern with the extent of project expenses. Ms. Heineman advised that project expenses would be pre-approved by the City. The proposal also provides that if for some reason the selected candidate leaves the position or is terminated within one year from employment date, the search firm will conduct a replacement search at no additional service fee. Ms. Heineman indicated she would discuss the Committee's concerns with Waldron & Company and report at the next Committee meeting. Personnel Director Heineman presented the Committee members with a copy of the City's Hiring Process Policy. Ms. Heineman pointed out Section 4.5 of the Policy, which provides that the Personnel Director may authorize payment or reimbursement for reasonable and necessary expenses incurred by candidates of higher level positions. Expenses may include lodging, meals and local transportation. Ms. Heineman reported that larger cities in the area reimburse moving expenses for higher level positions. She has recruited a candidate for Transportation Engineer from California and would like to include moving expenses in the offer for employment. She recommended allowing reimbursement in the amount of $2,500. It was Committee consensus that the reimbursement rate was appropriate for the position. C. 2002 Budget Acting Finance Director Coleman entertained ideas from the Committee members as to the 2002 Budget process. Committee members requested a workshop without the use of a facilitator. Vice Chair Lewis requested that the workshop include a review of City project lists and funding sources. D. Puget Sound Energy Billing Services Acting Finance Director Coleman reported Puget Sound Energy (PSE) is offering billing services including payment processing and statement mailing. PSE currently contracts with the City of Anacortes to perform their billing service. Ms. Coleman proposed consolidating the City's billing services (which are currently outsourced to several vendors) under a contract with PSE at a cost Finance Committee Minutes for May 7, 200t Page 5 saving to the City. It was consensus of the Committee to allow staff to pursue a contract with PSE to performing billing services. E. Auto Pay Program Utility Accountant Julie Salzman presented the Committee with information on the City's new automated utility payment service. The auto pay program allows direct payment of customers' utility bills from their checking or savings accounts. There is no cost to participate in the program. The Committee recommended staff proceed with the auto pay program. F. Collection Procedures Policy Acting Finance Director Shelley Coleman presented Committee members with proposed collection policy and procedures for review and discussion. She referred to the last page of the handout that contains a summary of the proposed bad debt write-off. Committee members will review the policy and further consider it at the next Committee meeting scheduled for May 21. City Attorney Reynolds briefly spoke regarding lien options for delinquent bills. VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:23 PM. Approved the,~/~"'Eday of May, 2001. f:\clerk\finance~2OOlfcmO5-O7.doc