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Home My WebLink About12-03-2001 CITY OF AUBURN FINANCE COMMITTEE December 3, 2001 MINUTES I. CALL TO ORDER - 6:30 PM 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, Assistant Finance Director Lee Hall, and Deputy City Clerk Cathy Richardson. II. APPROVAL OF MINUTES A. Minutes of the November 19, 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 306219 through 306487 in the amount of $2,067,056.82 dated December 3, 2001. 2. Payroll F4.9.2 Payroll check numbers 265383 to 265600 in the amount of $395,810.66 and electronic deposit transmissions in the amount of $791,293.66 for a grand total of $1,187,104.32 for the pay period covering November 16, 2001 to November 28, 2001. B, Surplus Property F4.6.1 1. Finance Department Finance Committee Minutes for December 3, 2001 Page 2 City Council to authorize the surplus and disposal of the following described property to Washington Women's Employment and Education (WWEE), a non-profit organization. Those items that are unusable by WWEE, City Council to authorize their disposal at the next City auction: MAKE MODEL DESCRIPTION COA/Ci.ty Asset # Graffika Clone P233 12100051 Touch Clone P233 11400149 DTK Clone P233 101 144 Genetic Clone P233 11400223 Graffika Clon¢ P233 12 ! 00222 Generic Clon¢ P233 12210009 Generic CIone P233 013 316 Generic CIon¢ P233 11400155 Generic Clone P233 Abarims 001152 Graffika CIonc P233 13300114 DTK C!one P233 4300000474 Touch Clon¢ P233 13200110 DTK Clone P233 11400126 Generic Clone P233 Abarim 001155 Graffika Clone P233 11400066 Graffika Clone P233 COA0168 Generic CIon¢ P233 COA0083 Graffika CIon¢ P233 COA0071 Graffika CIone P233 COA0017 Graffika Clone P233 C94008878 Generic C lone P233 Abarim 001013 G-raffika Clone P233 015 177 C-raffika Clone P233 015 173 C_ffaffika Clon¢ P233 015 171 Graffika Clone P233 015 170 Graffika Clone P233 015 133 Graffika Clone P233 015 117 Graf~ka Clone P233 015 111 Graffika CIone P233 015 105 Generic C!one P233 013 331 Generic CIone P233 13200101 Generic CIone P233 11700037 Graffika CIon¢ P233 I 1400133 Generic Clone P233 I 1400124 Graffika C I one P233 11400122 Graffika CIone P233 11400110 Graffika Clone P233 11400105 Graf~ka Clone P233 015 174 Graffika Clone P233 12100228 Graffika Clone P233 12100230 Touch Clone P233 12100238 Touch Clone P233 coa 0184 Touch Clon¢ P233 013-312 Touch Clon¢ P233 013-310 Touch Clone P233 1150 Generic Clone P 120 11400144 Generic Clon¢ P120 017 120 David Systems 12 Slot Concentrator Hub 12100220 ups bad batteries w89718776378 Optiqwest Q41 bad 15" monitor 6A91501187 Northern Telcom Answering mach Advanced Ans Mach SN U3581 Hayes Optima 2400 bps SN A01540003752 C!one CIone P200 200313891 Finance Committee Minutes for December 3, 2001 Page 3 Graffika MPR 15 inch Yellowed Monitor SN 557R203220 D Graffika MPR 15 inch Yellowed Monitor SN 557R202567 D Mag DX1595 15 inch Monitor SN MI3344024769 GVC monitor 14in with Bad color 41 cb58c013119 Maxtech monitor 14in 41cb69h407873 TEAM MiniTeammodem 1200 bps SN MN 001860 Hayes Smart Modern 1200 bps SN 3672124933 11 DIN keyboards 10 Serial mouse 16 Power cords 1 PC Stand 2. Public Works Department City Council to authorize the surplus and disposal of the following described property: Qty Description Fixed Asset # 1 Wooden desk 023 123 1 Chair 032 112 1 Chair 014 089 1 Wooden desk with typing return 017 085 1 Metal desk 0011400023/24 1 Wooden desk 032 13 1 1 Drafting table 032-017 1 Conference table 032 064 1 Metal desk 014 128 1 Orange chair 021 132 1 Drafting table 032 021 1 Wooden desk 032 161 1 Electric digitizing table 0013200059 1 Wooden desk 032 124 1 Wooden table 032 106 1 Drafting table 032 105 14 Wooden desks N/A 18 Metal desks N/A 3 Drafting chairs N/A 4 Drafting tables N/A 4 Metal desks with typing returns N/A 2 Office Chairs N/A 1 4-drawer file cabinet N/A 2 2-drawer metal file cabinets N/A 1 1-drawer wooden desk w/attached shelf N/A 1 Tan metal storage cabinet N/A 1 Orange metal storage drawer N/A 1 3' metal computer desk N/A 2 Small wooden tables on wheels N/A 1 4' x 8' metal table with pencil drawer N/A 1 Metal computer desk N/A 1 Portable wooden computer cart N/A 1 2-drawer wooden file cabinet N/A 1 Metal free-standing shelf N/A Finance Committee Minutes for December 3, 2001 Page 4 1 Metal 3 -shelf bookcase N/A 1 6-drawer metal desk with typing return N/A 1 62" metal table N/A 3 Metal student chairs N/A 4 Metal and orange fabric chairs N/A 4 Wooden chairs N/A Vice Chair Lewis moved and Member Brothers seconded to approve the claims, vouchers, and Finance and Public Works Departments surplus property. MOTION CARRIED UNANIMOUSLY. 3-0. C. Bad Debt Write-off F4.12 1. City Council to authorize the write-off of utility accounts receivable bad debts in accordance with City policy in the total amount of $18,883.91. In response to questions from Vice Chair Lewis, Director Coleman stated the accounts included under the bad debts write-off have previously gone through a collection agency, are over three years old, and are considered uncollectable. The Finance Department continues to attempt collection of past due accounts through a collection agency. Member Brothers requested information regarding the liening process for past due accounts and inquired regarding the policy with regard to the collection of bad debts through collection agencies. Director Coleman stated that policy exists which designates that utility accounts with a balance of less than twenty-five dollars can be written off as bad debts. It is not specific with regard to the number of collection agencies used in the effort to collect past due accounts. Additional effort is being made to collect landlord/tenant agreements with regard to refuse payments. The agreement allows the tenants name to be placed on the account rather than the property owner. Vice Chair Lewis moved and Member Brothers seconded to recommend that Council authorize the write-off of bad debts Finance Committee Minutes for December 3, 2001 Page 5 in accordance with City policy in the total amount of $18,883.91. MOTION CARRIED UNANIMOUSLY. 3-0. IV. ORDINANCES AND RESOLUTIONS A. Ordinance No. 5610 F3.16 An Ordinance of the City Council of the City of Auburn, Washington, adopting the budget for the City of Auburn, Washington, for the year 2002. Director Coleman referred to a memorandum dated December 3, 2001, which includes a transfer of the sum of $2 million from the general fund to the capital improvement fund and also includes the sum of $50,000 designated for the community center study. Ordinance 5610 also authorizes a cost of living allotment in the amount of 3.15% for unaffiliated employees effective January, 2002. Vice Chair Lewis moved and Member Brothers seconded to recommend City Council adopt Ordinance No. 5610 as amended to reflect figures presented in the memorandum dated December 3, 2001 from Finance Director Shelley Coleman and Assistant Finance Director Lee Hall. MOTION CARRIED UNANIMOUSLY. 3-0. B. Ordinance No. 5614 F4.7 An Ordinance of the City Council of the City of Auburn, Washington, authorizing the transfer of funds for the purpose of making an interest free loan from the General Fund to the Housing and Community Development Fund for up to a three-year period of time. Vice Chair Lewis moved and Member Brothers seconded to recommend City Council adopt Ordinance No. 5614. MOTION CARRIED UNANIMOUSLY. 3-0. Finance Committee Minutes for December 3, 2001 Page 6 C. Resolution No. 3399 A3.12.5 A Resolution of the City Council of the City of Auburn, Washington, amending Resolution No. 3286 and authorizing the Mayor and City Clerk to execute Amendment No. 1 to the Public Defense Services contract between the City and Tuttle McCrumb PLLC; to provide for a revision in the compensation provisions of the contract. Vice Chair Lewis moved and Member Brothers seconded to recommend City Council adopt Resolution No. 3399. MOTION CARRIED UNANIMOUSLY. 3-0. V. DISCUSSION ITEMS A. GASB 34 Director Coleman reviewed GASB (Governmental Accounting Standards Board) 34 accounting standards. VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:03 PM. Approved the / ''~ ~ day of December, 2001. f: \clerk\~nance\fca~001 fcm 12-03