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HomeMy WebLinkAbout08-06-2001 CITY OF AUBURN FINANCE COMMITTEE August 6, 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, Parks and Recreation Director Dick Deal, Senior Center Supervisor Cheryl Sallee, and City Clerk Danielle Daskam. Guests present included Barbara Derda, Mike Morrissette of the Chamber of Commerce, and Jeff Bowe representing the SuperMall of the Great Northwest. The meeting was tape recorded. II. APPROVAL OF MINUTES A. Minutes of the July 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 302966 through 303582 in the amount of $1,894,889.69. 2. Payroll F4.9.2 Payroll check numbers 263893 to 264111 in the amount of $332,058.47 and electronic deposit transmissions in the amount of $760,485.71 for a grand total of $1,092,544.18 for the pay period covering July 12, 2001 to July 31, 2001. Finance Committee Minutes for August 6, 200'1 Page 2 B. Surplus Property F4.6.1 1. Police Department City Council to authorize the surplus and disposal of the following described property: One (1) Ricoh FAXOOL fax machine Serial No. 41200877 City ID #0012100046 Motion by Vice Chair Lewis, second by Member Brothers to approve Items III.A and III.B of the consent items. MOTION CARRIED UNANIMOUSLY. 3-0. C. Purchase and Sale Agreement A3.13.4 City Council to authorize the Mayor to execute a Land Purchase and Sale Agreement for the acquisition of land for potential future fire station site. D. Amendment to Henderson, Young & Company Finance Committee to approve the contract amendment with Henderson, Young & Company for the update of the Capital Facilities Plan. Vice Chair Lewis moved and Member Brothers seconded to recommend approval of Items III.C and III.D of the consent agenda. MOTION CARRIED UNANIMOUSLY. 3-0. IV. ORDINANCES AND RESOLUTIONS A. Ordinance No. 5566 A4.0 An Ordinance of the City Council of the City of Auburn, Washington, creating a Human Resources Department, setting forth the duties of the Director of Human Resources and establishing duties of the Human Resources Department. Finance Committee Minutes for August 6, 2001 Page 3 Vice Chair Lewis moved and Member Brothers seconded to recommend Council approval of Ordinance No. 5566. MOTION CARRIED UNANIMOUSLY. 3-0. B. Ordinance No. 5561 An Ordinance of the City Council of the City of Auburn, Washington, levying a special excise tax of one percent on the sale or charge made for the furnishing of lodging by any hotel, rooming house, tourist court, motel or trailer camp, and the granting of any similar license to use real property; establishing a special fund for the tax; and providing penalties for nonpayment of the tax or violation of the requirements of the tax. Acting Finance Director Coleman presented Ordinance No. 5561 which will implement a special excise tax of one percent on lodging in the city of Auburn. The tax is applicable to all businesses providing lodging regardless of the number of units. The ordinance, if passed, would be forwarded to the State for implementation effective October 1, 2001. Vice Chair Lewis moved and Member Brothers seconded to recommend approval of Ordinance No. 5561. MOTION CARRIED UNANIMOUSLY. 3-0. C. Resolution No. 3378 A4.1.2 A Resolution of the City Council authorizing the City of Auburn to sponsor Water District #11 l's request for application to join the Association of Washington Cities (AWC) Employee Benefit Trust as a non-city entity. Vice Chair Lewis moved and Member Brothers seconded to recommend approval of Resolution No. 3378. MOTION CARRIED UNANIMOUSLY. 3-0. Finance Committee Minutes for August 6, 2001 Page 4 V. DISCUSSION ITEMS A. Ordinance Establishing Appointive Officers Personnel Director Heineman reviewed information relating to a proposed ordinance establishing the appointive officers for the City. The purpose of the ordinance is to provide consistency with appointment and Council confirmation of City officers. The current code specifies Council confirmation for some City officers, but not all. The proposed ordinance would formally establish current practice. In response to questions from Member Brothers, Personnel Director Heineman explained that the position of Executive Assistant would replace the position identified in the code as Chief Administrative Officer. She believes that the position should be renamed since the City of Auburn has the Council/Mayor form of government. The Executive Assistant to the Mayor would be an administrative position and not a clerical position. Ms, Heineman agreed to provide a copy of the proposed job description for Executive Assistant at the next meeting. B. Senior Center Renovation Project Number C0016 Parks and Recreation Director Deal and Senior Center Supervisor Cheryl Sallee presented the Committee with a status update for the Senior Center Renovation Project. Mr. Deal explained that the project is slightly behind schedule and over budget. Ms. Sallee presented a handout which indicated that the center would be substantially complete by August 17 with staff moving into the facility the week of August 27. A dedication ceremony is slated for Monday, September 10, 2001. The handout also included information on revenues and expenditures anticipated on November 17, 2000 compared to current estimates. She noted that the capital campaign successfully raised $200,000 for the project. However, the project budget has increased since construction began by approximately six percent. The increase is due to change orders for unanticipated structural problems with the existing facility, design issues and changes in equipment. Mr. Deal explained that the project had a five percent contingency but change orders are anticipated to go Finance Committee Minutes for August 6, 2001 Page 5 beyond that amount. Change orders consist of additional work related to asbestos removal, material rot, soil conditions, and HVAC. C. Brannan Park Improvements, Sport Field #1 Relighting Project Number C9062 Parks and Recreation Director Deal presented information related to the Brannan Park field relighting project. The new system is complete. However, when the contractor dug holes for the concrete pole bases, he encountered severe groundwater at a shallow depth. As a result, the contractor had to redesign the footings for an additional cost of $22,000; raising the project budget from $160,000 to $182,000. D. Dykstra Park Footbridge Parks and Recreation Director Deal announced that the Dykstra Footbridge is closed due to safety concerns. Mr. Deal stated that the bridge was constructed by a developer in the 1960's and dedicated to the City. The bridge was constructed with untreated wood and has required major repairs over the years. The railing on the bridge is in disrepair and its replacement was scheduled for later this year. However, other areas of the bridge now show signs of deterioration and unsafe conditions. A structural engineer will be engaged as soon as possible to inspect the bridge and determine whether it can be reopened. Mr. Deal estimates the cost to replace the railing and an existing support beam to be approximately $50,000. He hopes to bring additional information to the Committee next week. Mr. Deal pointed out that if the Tacoma 5 Pipeline Project is ever completed, part of the mitigation for the project to come through the golf course consists of construction of a footbridge. Mr. Deal recommended locating that footbridge in Brannan Park connecting to Isaac Evans. Finance Committee Minutes for August 6, 2001 Page 6 VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:03 PM. 0 d of August, 2001. Approved the ~ :/ay ne Barber, Chair Danielle Daskam, City Clerk f:~clerk~finance\fca~O01 fcmO8-O6.doc