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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 f:\clerk\~nance\fca~2001 fcm08-20