HomeMy WebLinkAbout07-16-2001 CITY OF AUBURN
FINANCE COMMITTEE
July 16, 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, Budget and Finance
Manager Lee Hall, Personnel Director Brenda Heineman, Probation
Services Manager Greg Bockh, Employee Relations and Compensation
Manager John Fletcher, Judge Patrick Burns, and City Clerk Danielle
Daskam. Guests present included Bill Peloza and Heidi Wood. The
meeting was tape recorded.
II. APPROVAL OF MINUTES
A. Minutes of the July 2, 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 302671 through 302965 in the
amount of $4,206,050.71 dated July 16, 2001; and wire
transfers in the amount of $1,042,930.51.
2. Payroll
F4.9.2
Payroll check numbers 263687 to 263892 in the amount of
$553,283.27 and electronic deposit transmissions in the
amount of $699,384.28 for a grand total of $1,252,667.55 for
the pay period covering June 28, 2001 to July 11, 2001.
Finance Committee Minutes
for July 16, 2001
Page 2
B. Surplus Property
F4.6.1
1. Parks Department ('Senior Center)
City Council to authorize the surplus and disposal of the
following listed items:
Two 5-Foot Office Desks with Returns
Three old 4-drawer file cabinets
Card Tables Needing Repair
Small computer cart on wheels
Rolling White/Cork Board
Two Pool Tables With Cues, Balls, and Racks
Two Pool Room Lights
Three Upholstered Pool Stools
Three Small Round Tables
36" Metal Bookshelf
Press Board Box
Bathroom Scale
42" X 32" Rectangular Laminated Table With Leaves
Broken and cracked stacking chairs
2. Fire Department
City Council to authorize the surplus and disposal of the
following listed items:
Item No Quantity Description
I 1 ea. Desk Chair (No ID #)
2 1 ea. Stool Chair (No ID #)
3 1 ea. Stokes Metal Stretcher (Out-of-service/No ID #)
4 Iea. Stokes Plastic Stretcher (No ID #)
5 3 ea. Extinguisher Holders (No ID #)
6 2 ea. "STOP" & "SLOVV" Signs (No ID #)
7 3 ea. 5 Gallon Pails of "Metal X" (No ID #)
8 Iea. 2 Gallon Gas Can
9 Iea. 50' Section of 3-1/2" Hose
Committee members reviewed claims and payroll vouchers
and briefly discussed claims voucher number 302682.
Vice Chair Lewis moved and Member Brothers seconded to
approve the consent items.
MOTION CARRIED UNANIMOUSLY. 3-0.
Finance Committee Minutes
for July 10, 2001
Page 3
IV. ORDINANCES AND RESOLUTIONS
A. Ordinance No. 5565
An Ordinance of the City Council of the City of Auburn,
Washington, amending the Auburn City Code 3.04.520 relating to
petty cash and change funds for the City of Auburn Finance
Department.
Acting Finance Director Coleman explained that, in addition to the
Finance Department, the petty cash fund maintained by the
Finance Department is used by the Maintenance & Operations
Division, the Personnel Department, and the City Clerk's office.
Due to increased activity, the Finance Department is requesting an
increase in the petty cash fund to cover out of pocket expenses by
these departments.
In response to questions from Vice Chair Lewis and Member
Brothers, Acting Director Coleman stated that they have
determined it is best to have a centralized petty cash fund. The
reimbursement cap is $50.00. Any amount greater than $50.00
must be reimbursed through the voucher process.
Vice Chair Lewis moved and Member Brothers seconded to
recommend adoption of Ordinance No. 5565.
MOTION CARRIED UNANIMOUSLY. 3-0.
B. Resolution No. 3367
F4.5.4, F1.8
A Resolution of the City Council of the City of Auburn, King County,
Washington, authorizing the Mayor and City Clerk to execute an
Agreement for Utility Billing Customer Care Services between the
City of Auburn and Puget Sound Energy, Inc. for the purpose of
providing for and maintaining printing, mailing and lockbox services
for the City's utility billing system.
Acting Director Coleman reported that the current supplier for
mailing and lockbox services requires thirty days notice for
termination of contract. Puget Sound Energy, Inc. is scheduled to
begin services on approximately August 31, 2001.
Finance Committee Minutes
for July 16, 2001
Page 4
Vice Chair Lewis moved and Member Brothers seconded to
recommend adoption of Resolution No. 3367.
MOTION CARRIED UNANIMOUSLY. 3-0.
C. Resolution No. 3372
F4,9.6
A Resolution of the City Council authorizing the establishment of an
Agreement between the City of Auburn Finance Department and
Allied Credit Companies and AllianceOne, Inc., for collection
services.
Acting Director Coleman stated that this contract is similar to the
contract that AllianceOne, Inc. has with Auburn Municipal Court.
In response to questions from Vice Chair Lewis, Acting Director
Coleman stated that the paragraph referring to the write-off option
in the agenda bill should be struck. The Finance Department is
currently assembling a collection policy.
Vice Chair Lewis moved and Member Brothers seconded to
recommend adoption of Resolution No. 3372.
MOTION CARRIED UNANIMOUSLY. 3-0.
D. Resolution No. 3375
A Resolution of the City Council of the city of Auburn, Washington,
authorizing the Mayor and City Clerk to execute a temporary
services agreement between the City of Auburn and Minzel &
Associates to procure temporary staff from July 11, 2001 to July
11, 2002.
In response to questions from Member Brothers, Personnel
Director Heineman reported that the only temporary staff filled
under this contract is a contract prosecutor.
Vice Chair Lewis moved and Member Brothers seconded to
recommend adoption of Resolution No. 3375.
MOTION CARRIED UNANIMOUSLY. 3-0.
Finance Committee Minutes
for July 16, 2001
Page 5
V. DISCUSSION ITEMS
A. Ordinance No. 5566
An Ordinance of the City Council of the City of Auburn,
Washington, creating a Human Resources Department, and setting
forth the duties of the Director of Human Resources, and
establishing duties of the Human Resources Department.
Director Heineman distributed a copy of Ordinance No. 5566
which, if adopted, would establish a Human Resources
Department. Director Heineman noted changes to the last line of
Section 2(A) deleting "and court administration" and adding "and
assist in court administration, at the request of the court."; Section
3, first paragraph, change the word "control" to "oversee"; Section
3(A) delete the words "and municipal court"; add a new Section
3(B) "Assist the Court in the preparation and implementation of the
Court budget."; delete Section 3(E); and re-ordered the remaining
sections.
This item will be brought forward at the next Finance Committee
meeting for discussion and recommendation of the Committee.
B. Ordinance - City Appointive Officers
An Ordinance of the City Council of the City of Auburn,
Washington, amending Auburn City Code 2.03.040 to identify
specific city appointive officers and requiring the majority of all City
Council members to approve the appointments.
Director Heineman reported that currently the positions of Finance
Director and Personnel Director do not require Council approval.
In response to questions from Member Brothers, Director
Heineman explained that the position of Executive Assistant to the
Mayor is unfilled at this time. This is an alternative title to the title
of Chief Administrative Officer.
Member Brothers voiced his concern with the timing of the
proposed ordinance and also the terminology of incorporating a
Chief Administrative Officer and an Executive Assistant to the
Mayor with regard to limiting the ability of the Mayor to govern in a
strong Mayor form of government.
Finance Committee Minutes
for July 16, 2001
Page 6
Director Heineman clarified that the title of Executive Assistant to
the Mayor is meant to replace the title of Chief Administrative
Officer.
C. Pilot Program in Probation Services
Probation Services Manager Greg Bockh reported that the Pilot
Program in Probation Services has been in effect since May 1,
2001. To date fifty-four offenders have been released to treatment.
Mr. Bockh referred to the Probation Test Cost and Savings Matrix
showing the cost per offender paid by the City of Auburn. The total
savings consist of two thirds of the cost the incarceration costs
which would have been paid by the City if the offender would have
been jailed for the full term of their sentence less the actual cost for
jail and program treatment. The program savings consist of the
projected minimum incarceration costs using the ADATSA process
less the actual cost for jail and treatment. The ADATSA program is
a federally funded program dictated by each state and county.
Prior to the Pilot Program for Probation Services the City suffered a
backlog due to time constraints experienced under the ADATSA
program. -It typically takes sixty days or more to receive an
evaluation and an approximately additional sixty days to receive
treatment. Under the ADATSA program the City would continue to
experience a worsening backlog. Under the Pilot Program the time
frame from evaluation to treatment is approximately one day to two
weeks. The program savings shown on the matrix is a very
conservative estimate in all cases.
Director Heineman explained that there are other beneficial factors
to consider besides a reduction in costs including shorter
incarceration periods and shorter periods until treatment is
received. Future cut backs at King County will result in greater
burdens being placed on municipalities.
Judge Patrick Burns stated that there are some serious situations
where a minimum incarceration period is required. Incarceration
has a rehabilitative effect for some inmates. It should be
understood by inmates that the program is not a ticket out of jail but
is devised to keep them from returning to jail.
Finance Committee Minutes
for July 10, 2001
Page 7
In response to questions from Member Brothers, Mr. Bockh
reported that substance abuse treatment is received at Cedar Hills.
Rate of success studies are extremely expensive to run and difficult
to quantify in the area of substance abuse.
Director Heineman invited Committee members to participate in a
tour of the Cedar Hills facilities.
Director Heineman reported that since June 5, 2001 the average
number of days in incarceration per inmate is 16.1 days. As of July
11, 2001 the average number of days in incarceration per inmate
has dropped to 8.7 days.
Director Heineman stated that the Pilot Program ends on August
31, 2001. If the program is continued it will be necessary to bring
the student the City is now using to an in-house position of
probation assistant and upgrade the current probation assistant to
a probation counselor. There are also plans to have the entire
probation department certified by the State next year if the program
is continued, which would further reduce the costs involved with
evaluations.
Vice Chair Lewis commended the efforts of all those involved with
the success and the savings of the pilot program.
There was a consensus of the Committee members to continue the
Pilot Program in Probation Services.
D. Resolution Sponsoring Water District 111 in AWC Trust
Director Heineman reported that only employees of cities are
eligible for medical benefits through the AWC Trust. Water District
111 has requested the City of Auburn sponsor them so that their
employees can obtain medical benefits from the AWC Trust.
Generally, sponsorship is granted if the non-city entity provides a
service that the city would normally provide or if they provide some
benefit to the sponsoring city. Water District 111 is within the City
of Auburn Potential Annexation Area (PAA).
The Committee recommended that Director Heineman also discuss
this matter with the Public Works Committee.
Finance Committee Minutes
for July 16, 2001
Page 8
E. Ordinance - Agreement with King County/Cedar Hills
Director Heineman presented a draft copy of the Agreement
between the City of Auburn and King County in association with the
Pilot Program in Probation Services discussed in item V.C above.
F. Council 2002 Budget Plannin.~ Workshop
Acting Director Coleman distributed a memo regarding the 2002
Budget Planning Workshop and the 2001 City of Auburn goals.
The Finance Department will present an update on the 2001 goals
and will discuss any new goals or topics introduced by Council.
The workshop is scheduled for July 24, 2001 from 4:30 to 7:30 PM.
(Item V.F was discussed prior to item V.A of this agenda.)
G. Jail Ne.qotiating Oversight Group
Director Heineman reported that Mayor Booth selected her as the
City of Auburn delegate on the Jail Negotiating Oversight Group.
King County has served notice of cancellation on all contracts with
the cities using their jail services in order to negotiate higher rates.
Director Heineman requested input from Committee members
regarding the commitment to be part of the negotiating process.
In response to questions from Member Brothers, Director
Heineman responded that there are approximately twenty cities
presently involved and there will be eight representatives at the
negotiating table.
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 7:17 PM.
Approved the//) ~"/day of August, 2001.
~m/n'ne Barber, Chair
f:~clerk\finance\fca~O01 fcm07-16