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HomeMy WebLinkAbout09-17-2001 CITY OF AUBURN FINANCE COMMITTEE September 17, 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, Finance Director Shelley Coleman, Budget and Finance Manager Lee Hall, Human Resources Director Brenda Heineman, Planning and Community Development Director Paul Krauss, Public Works Director Christine Engler and City Clerk Danielle Daskam. Guests present included Mike Weekley and Bill Peloza. The meeting was tape recorded. II. APPROVAL OF MINUTES A. Minutes of the September 4, 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 304285 through 304610 in the amount of $2,554,787.83 dated September 17, 2001; and wire transfers in the amount of $676,765.48. 2. Payroll F4.9.2 Payroll check numbers 264529 to 264717 in the amount of $531,193.10 and electronic deposit transmissions in the amount of $759,721.85 for a grand total of $1,290,914.95 for the pay period covering August 30, 2001 to September 12, 2001. Finance Committee Minutes for September 17, 2001 Page 2 Committee members reviewed claims and payroll vouchers. Vice Chair Lewis moved and Member Brothers seconded to approve claims and payroll vouchers. MOTION CARRIED UNANIMOUSLY. 3-0. IV. ORDINANCES AND RESOLUTIONS There were no ordinances or resolutions for Committee review. V. DISCUSSION ITEMS A. Equipment Rental Budget Public Works Director Engler presented the proposed Equipment Rental budget for 2002. Equipment Rental procures and maintains nearly all of the City's rolling stock and major pieces of equipment. Additionally, Equipment Rental provides all clerical and recordkeeping services for the operating divisions and the central stores. Referring to the capital outlays support budget work forms, Ms. Engler noted that all listed vehicles and equipment identified with an equipment number are scheduled for replacement in the upcoming year. The remaining two items represent the security access control system and a program improvement for an equipment rental service truck. The service truck will enable staff to go off site to service or pick up disabled vehicles and/or deliver them. Ms. Engler estimated that the vehicle would pay for itself in 9.2 years. Committee members briefly discussed alternatives to purchasing a new service vehicle. B. Employee Assistance Program Human Resources Director Heineman announced that the City has changed the vendor for the provision of the employee assistance program. The terminated vendor, Magellan Behavioral Health, increased their fees substantially. The new employee assistance program will be provided by a current insurance provider, Regence Blue Shield, through the Association of Washington Cities Benefit Trust. Member Brothers questioned the total cost for the program. Ms. Heineman stated the change in provider will reduce the program cost by $6,000 per year. Member Brothers requested Ms. Finance Committee Minutes for September 17, 2001 Page 3 Heineman provide the total annual cost of the program at the next meeting. C. Association of Washington Cities Fmployee Benefit Survey Human Resources Director Heineman reported that the City received a survey from the Association of Washington Cities regarding the City's provision or intent to provide domestic partner benefits. The City has not provided domestic partner benefits in the past. Committee members indicated no interest in pursuing domestic partner benefits. D. Jail Negotiations Oversight Group (JNOG) Human Resources Director Heineman reviewed her memo addressed to Mayor Booth dated September 10, 2001 regarding JNOG. Ms. Heineman is the City's representative on a group of twenty-nine cities that are negotiating with King County regarding jail fees. In the first negotiating session, the cities raised two legal issues on the County's principals. The first issue relates to King County's intent to charge differentiating rates depending on the length of the person's sentence. The second issue relates to the favored nation clause. The City of Seattle was the only city given 18 months before their rates change, while the remaining cities were given to the end of the year. Ms. Heineman reported that the County intends to raise the jail rates by 10.4% effective January 1, 2002 if an agreement has not been reached. The oversight group believes that insufficient justification has been given for the County's temporary rate increase. Following discussion, Ms. Heineman agreed to provide a history of the jail fees to the Committee members. E. Probation/Treatment Summary Human Resources Director Heineman reviewed the Probation/Treatment Summary dated August 31, 2001 contained in the agenda packet. Ms. Heineman reported that although there have been a few repeat offenders, the program is working from a financial standpoint thus far. Finance Committee Minutes for September 17, 2001 Page 4 F. Chamber of Commerce Ieadership Institute Human Resources Director Heineman reported that the City has been sponsoring City employees to participate in the Chamber of Commerce Leadership Institute with the employee required to pay $150 of the $900 tuition cost. It recently came to her attention that a Police Department employee, who successfully completed the program, was reimbursed for the $150 tuition cost through the department budget. It has not been past practice to reimburse employees who have completed the institute. Ms. Heineman requested Committee recommendation on whether to reimburse employees for their portion of the tuition upon completion of the institute's program. It was consensus of the Committee to reimburse the employee's portion of tuition upon successful completion of the program. G. Transit Station Retail Space Marketing Brochure Planning and Community Development Director Krauss presented Committee members with a proposed contract with Integrus Architecture (the parking garage architect) to provide graphic materials for a marketing brochure for the retail space at the transit station. Mr. Krauss anticipates that Sound Transit will contribute $3,500 towards the cost of the brochure. Mr. Krauss requested authorization to enter into the agreement and utilize the Downtown Fund to pay for the full $9,800 cost of the brochure development. The cost would ultimately be recovered from rental of the retail space. Committee members expressed concern with the costs outlined by Integrus. Committee members requested that Mr. Krauss obtain quotes from two other architects to verify the amounts quoted by Integrus for the sketch and rendering. Committee members also requested information on the printing costs. Finance Committee Minutes for September 17, 2001 Page 5 VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:20 PM. Approved the// day of October, 2001. '~ea~ne Barber, (~hair Danielle Daskam, City Clerk f:~clerk\finance\fca~O01 fcm09-17.doc