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Home My WebLink About05-21-2001 CITY OF AUBURN FINANCE COMMITTEE May 21, 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 and Vice Chair Pete Lewis. Member Stacey Brothers arrived at 6:32 PM. Others present during the meeting included: Mayor Charles Booth, Acting Finance Director Shelley Coleman, Employee Relations and Compensation Manager John Fletcher, Public Works Director Christine Engler, and Deputy City Clerk Cathy Richardson. Guests present included Heidi Wood and Bill Peloza. II. APPROVAL OF MINUTES A. Minutes of the May 7, 2001 Finance Committee meeting. Vice Chair Lewis moved and Chair Barber seconded to approve the minutes as distributed. MOTION CARRIED UNANIMOUSLY. 2-0. III. CONSENT ITEMS A. Vouchers 1. Claims F4.9.5 Claims check numbers 301077 through 301432 in the amount of $2,296,122.44 dated May 21, 2001; and wire transfers in the amount of $1,738,898.54 for a grand total of $4,035,020.98. 2. Payroll F4.9.2 Payroll check numbers 262853 to 253025 in the amount of $536,736.71 and electronic deposit transmissions in the amount of $684,355.59 for a grand total of $1,221,092.30 for the pay period covering May 1, 2001 to May 15, 2001. Finance Committee Minutes for May 21, 2001 Page 2 B. Surplus Property 1. Public Works Department City Council to authorize the surplus and disposal of the following property: Qty Item Fixed Asset # 6 5-Drawer Metal Desks N/A 2 Wood-Veneer Tables N/A I Wood Veneer Table 032 042 1 4-Drawer Wood Veneer Desk 032 107 1 2-Drawer Wood Veneer Desk N/A 1 2-Drawer Wood Veneer Desk 032 170 1 2-Drawer Wood Veneer Desk 014 012 1 2-Drawer Wood Veneer Desk 013 144 1 2-Drawer Wood Veneer Desk 032 122 1 4-Drawer Wood Veneer Desk w/retum 032 040 1 7-Drawer Wood Desk N/A 1 Small Wooden Table N/A 1 Metal Cart on Wheels N/A 2 4-Drawer Wood Veneer Desks w/return N/A 1 Wood Veneer Computer Stand on Wheels N/A 2 Metal Tables N/A 1 Metal Table with 3 Drawers N/A 1 Pink Typist Chair N/A Vice Chair Lewis moved and Chair Barber seconded to recommend approval of the consent items. (Member Brothers arrived at this time.) Members reviewed claims vouchers and briefly discussed voucher numbers 2327, 301077, 301154, 301261, 301275 and 301302. MOTION CARRIED UNANIMOUSLY. 3-0. IV. ORDINANCES AND RESOLUTIONS There were no ordinances or resolutions for Committee review. V. DISCUSSION ITEMS A. Staffing (Waldron & Company) Employee Relations and Compensation Manager John Fletcher reported that staff reviewed and renegotiated the proposed contract with Waldron & Company for an employee search to fill the position Finance Committee Minutes for May 21, 2001 Page 3 of Assistant City Engineer for Utilities. This position has been open since the Fall of 1999. Renegotiations include a reduction in the finders fee from 30% to 25%. Reductions also include alternatives in the interviewing process to include video conferencing. Video conferencing could reduce interviewing costs from approximately $650.00 to as low as $225.00. Mr. Fletcher stated that the employee search would include direct mailings to eleven western states and any travel or video conferencing in connection with the interviews. All recruiting efforts and expenses would be controlled by the City. Staff recommends a contract cap of $8,000.00 plus the 25% finders fee. Committee members approved the proposed contract with Waldron & Company. B. Collection Policy and Procedures Acting Finance Director Shelley Coleman reviewed the current policy regarding property owner and tenant responsibility with regard to utility payments. Ms. Coleman clarified that tenant utility accounts must have a signed agreement from the property owner accepting liability in the event the account is not paid by the tenant. Utility accounts stay in the name of the property owner until such time as the signed agreement is received by the Finance Department. Ms. Coleman reported that staff strives to collect all unpaid utility debts. Staff has collected qualifications from numerous collection agencies that might be suited in assisting the City in the collection of unpaid accounts. Ms. Coleman requested Committee approval for staff to begin reviewing the data to move forward in the selection of a collection agency. Committee members concurred. C. Lodging Tax Advisory Committee Ms. Coleman distributed a draft ordinance which would establish a Lodging Tax Advisory Committee. The purpose of the Committee would be to review the impacts of the imposition and levy of a lodging tax within the city of Auburn, provide for public input, Finance Committee Minutes for May 2`1,200'1 Page 4 evaluate the extent of the effects on increasing tourism and tourist activities, and to report findings and conclusions to Council. Ms. Coleman recommended that the Committee consist of at least five members which would include two members representing community service organizations, two members representing the business industry, and one elected official to serve as Chair. Ms. Coleman also distributed a draft ordinance which would provide for an additional one percent lodging tax which would apply to lodging at hotels, rooming houses, tourists courts, motels or trailer camps, and other licensing which allows lodging, such as bed and breakfast facilities. Ms. Coleman reported that staff will prepare the ordinance for Committee approval and that the levy could begin as early as October, 2001 with Council approval. D. Small Business Center Vice Chair Lewis referred to correspondence received from Green River Community College (GRCC) and the Auburn Area Chamber of Commerce dated May 15, 2001 relating to a request for assistance for the Business Enterprise Center. Vice Chair Lewis reported the Small Business Assistance Center (SBAC) is designed to assist small businesses with services such as applying for loans or grants and assistance with training. The Center provides a catalyst for new business development and promotes success and longevity of businesses within the community. Vice Chair Lewis cited the high success rate of the SBAC in the City of Tacoma, especially within the downtown core. A Business Enterprise Center would enhance development within the city of Auburn. The Center recently lost the State Workforce development lease funds and has requested assistance from the City of Auburn in the amount of $24,000 towards the annual lease. This would be a one-time contribution which could be paid by lump sum or over a one year period. The balance of the lease costs would be paid by GRCC and the Chamber of Commerce. Finance Committee Minutes for May 21,200'1 Page 5 Vice Chair Lewis noted time is of the essence and urged that the Committee recommend Council approval of the request for funds in the amount of $24,000 from GRCC and the Chamber of Commerce for the Business Enterprise Center at the June 4, 2001 City Council meeting. Committee members concurred. E. Mid-year Budget Adjustment Ms. Coleman requested that the June 4, 2001 Finance Committee meeting begin at 6:00 PM rather that 6:30 PM to discuss the mid- year budget adjustments. Vice Chair Lewis requested that the Committee receive written documentation regarding the mid-year budget adjustments prior to the distribution of the June 4, 2001 Finance Committee agenda. VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:18 PM. Approved the/-//"~' ' day of June, 2001. f:\clerk\finance\fcm~O01 fcm05-21 .doc