HomeMy WebLinkAbout08-20-2001 CITY OF AUBURN
FINANCE COMMITTEE
August 20, 2001
MINUTES
I. CALL TO ORDER - 6:30 PM
Chair Jeanne Barber called the meeting to order at 6:30 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, Employee Relations and Compensation Manager John
Fletcher, Fire Chief Bob Johnson, and Deputy City Clerk Cathy
Richardson. The meeting was tape recorded.
II. APPROVAL OF MINUTES
A. Minutes of the Auaust 6, 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 303583 through 303959 in the
amount of $2,643,420.85 and wire transfers in the amount of
$689,930.83 and dated August 20, 2001.
2. Payroll
F4.9.2
Payroll check numbers 264112 to 264324 in the amount of
$541,283.40 and electronic deposit transmissions in the
amount of $737,150.26 for a grand total of $1,278,433.66 for
the pay period covering August 1, 2001 to August 15, 2001.
Committee members reviewed claims and payroll vouchers
and briefly discussed claims voucher number 303609.
Finance Committee Minutes
for August 20, 2001
Page 2
Member Brothers expressed concern regarding impacts that
King County budget decreases in human resources might
have on child care and human sen/ices provided within the
City. Member Brothers urged caution in future budget
preparation to compensate for any loss of funding from King
County.
Vice Chair Lewis moved and Member Brothers seconded to
approve Item III.A of the consent items.
MOTION CARRIED UNANIMOUSLY. 3-0.
B. Call for Public Hearing
1. 2002 Preliminary Budget
F3.16
City Council to call for a public hearing to be held September
17, 2001 on the 2002 Preliminary Budget including revenue
estimates and possible increases in property taxes.
C. Surplus Property
F4.6.1
1. Legal Department
City Council to authorize the surplus and disposal of the
following described property:
2 laminate desks, right return with 2 drawers
2 laminate table -large
1 typewriter stand (WA State Personnel No. D073181)
1 small computer table - pressboard
1 laminate desk with drawers
book shelf 015-049; 050, 051,052,053, 054 and 015-055.
1 tall metal storage cabinet
1 small metal storage unit
1 office chair
1 laminate table - small
1 metal credenza with drawers
1 small bookcase with two shelves.
1 computer stand/side table with slide out shelf (light oak color)
1 bookshelf with four shelves
1 large metal desk with drawers and attached metal shelving
1 small folding table
1 computer stand with rollers
1 bookcase with four shelves
Finance Committee Minutes
for August 20, 2001
Page 3
1 metal desk with drawers
1 metal bookcase with 3 metal shelves
1 round table -large
15 drawer metal filing cabinet
Approximately 34 linear feet of Steelcase wall panels/partitions in
various sizes together with
12 feet attached shelves and miscellaneous hardware.
1 round table - small
2. Planning Department
City Council to authorize the surplus and disposal of the
following described property:
· 1 metal table, square
ol computer table, adjustable
ol typewriter stand
ol wood laminate table, square
ol wood laminate table, round
ol metal desk,
o3 metal bookcases, short,
ol conference table, wood laminate, oblong, seats 6
°Approximately 250+ linear feet of Steelcase wall panels/partitions in
various sizes together with 35+ attached shelves and miscellaneous
hardware.
3. Police Department
City Council to authorize the surplus and disposal of the
following described property:
Ultra Tec TDD, Serial Number 53407U, City Inventory 015-142
Radar Display Board, City Inventory 021 585
Vice Chair Lewis moved and Member Brothers seconded to
approve Items III.B and III.C of the consent items.
MOTION CARRIED UNANIMOUSLY. 3-0.
IV. ORDINANCES AND RESOLUTIONS
A. Ordinance No. 5572
A~ .4.~
An Ordinance of the City Council of the City of Auburn,
Washington, authorizing the Mayor and City Clerk of the City of
Auburn to execute an agreement between the City of Auburn and
Finance Committee Minutes
for August 20, 2001
Page 4
King County Mental Health, Chemical Abuse, and Dependency
Services Division.
Personnel Director Heineman noted the change in the contract
term from June, 2002 to December, 2001.
In response to questions from Member Brothers, Director
Heineman reported that the 2002 contract with King County is
currently under negotiation. Director Heineman anticipates an
increase in the per diem rate of approximately fifteen per cent. The
City of Auburn is currently the only municipality with this type of
program.
Vice Chair Lewis moved and Member Brothers seconded to
recommend Council approval of Ordinance No. 5572.
MOTION CARRIED UNANIMOUSLY. 3-0.
V. DISCUSSION ITEMS
A. Fire Fighter Positions
Fire Chief Johnson reported that six City of Auburn Firefighters
have been assisting with the fires in the Leavenworth area for the
last nine days. They may be moved to the Okanogan area if the
need arises. The Fire Mobilization Act covers the costs of the
engine, staff car, firefighters, and the staff required to backfill shifts.
Chief Johnson reported that the City will be taking over the
responsibilities in the southwest Lea Hill fire protection area in
approximately ninety days. The Auburn Fire Department is
requesting three additional firefighters to cover the annexed area.
Chief Johnson explained that the City was paying Fire District 44
approximately $187,000.00 per year for service in that area. The
funds previously paid for fire protection, together with the property
tax and basic life support levies of approximately $30,000.00, will
cover the cost of hiring and outfitting three firefighters. A surplus of
funds in the amount of $14,000.00 in the first year and $44,000.00
in the second year will allow the Fire Department to put a second
aid car into service more frequently. The Lea Hill area can be
Finance Committee Minutes
for August 20, 2001
Page 5
served from existing Fire Department facilities in a very reasonable
amount of time.
Personnel Director Heineman questioned whether Fire District No.
44 would lay-off any King County tirefighters as a result of the City
taking over the Lea Hill area and whether the City would be
required to hire any King County tirefighters under the Washington
Administrative Code (WAC).
Chief Johnson stated that King County does not plan to lay-off any
tirefighters.
Director Heineman recommended obtaining written confirmation
from King County.
Committee members concurred.
B. Solid Waste Rates
Acting Finance Director Coleman reported that the Municipal
Services Committee received a presentation on various solid waste
rate scenarios and how they would affect the fund balance. The
Committee recommended using the rate model that would not
utilize any of the fund balance until such time as the recycling
program has been in effect for one to two years. A shift in
container size is anticipated. Customers using smaller containers
will be charged a lesser rate to encourage recycling. Acting
Director Coleman distributed information on the various scenarios
presented to the Municipal Services Committee.
C. Bad Debt Write-off
Acting Director Coleman reported that the City recently signed a
contract with Allied Credit for the collection of bad debts. Acting
Director Coleman distributed a summary of closed utility and
miscellaneous accounts receivable accounts and reviewed the
balances of the bad debt write off, the accounts for submittal to
Allied Credit, and the accounts that have filed bankruptcies or are
in litigation,
Acting Director Coleman requested that account balances under
$25.00 and account balances over three years old be submitted to
Council for write-off to bad debt and recommended that pre-
Finance Committee Minutes
for August 20, 2001
Page 6
collection letters be sent on those accounts that are ninety days
delinquent.
D. Executive Assistant Position
Director Heineman reported that research revealed that the title of
Chief Administrative Officer implies a city manager form of
government. Director Heineman recommended that the title of
Chief Administrative Officer be changed to Executive Assistant to
the Mayor.
Director Heineman will bring an ordinance forward at the next
Finance Committee meeting.
E. Computer Updates
Acting Director Coleman reported that IS Administrator Lorrie
Rempher was not available this evening and requested postponing
this discussion item until the next Finance Committee meeting. Ms.
Rempher has completed a tremendous amount of research
regarding computer replacements and will demonstrate a proposed
replacement computer which is smaller than most laptop
computers. The cost of the proposed replacement computer is
approximately fifty percent of the current computer cost.
In response to questions from Member Brothers, Acting Director
Coleman stated that there are approximately four hundred
computers in the City. A three to four year replacement program is
anticipated. Approximately eighty computers are budgeted for the
current year. The Public Works GIS Division has the greatest need
and computer replacement will take place in this division first. The
replacement computers will be purchased in increments of twenty.
The replacement computers are purchased under a State contract
and are approximately $800.00 each.
Finance Committee Minutes
for August 20, 2001
Page 7
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 7:12 PM.
Approved the J'~ day of September, 2001.
,, arber, Chair C t rdson, Deputy City Clerk
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