HomeMy WebLinkAbout01-07-2002 CITY OF AUBURN
FINANCE COMMITTEE
January 7, 2002
MINUTES
I. CALL TO ORDER
Chair Fred Poe called the meeting to order at 6:30 PM in the Council
Work Area located in the Mayor's Office. Members present included:
Chair Poe, Chair Pro Tern Trish Borden, and Member Gene Cerino.
Others present during the meeting included: Finance Director Shelley
Coleman, City Attorney Daniel B. Heid, Public Works Director Christine
Engler, Building Official Steve VViicox, and City Clerk Danielle Daskam.
The meeting was tape recorded.
II. APPROVAL OF MINUTES
A. Minutes of the December 17, 2001 Finance Committee meeting.
Chair Pro Tem Borden moved and Member Cerino seconded to
approve the December 17, 2001 minutes.
MOTION CARRIED UNANIMOUSLY. 3-0.
III. CONSENT ITEMS
A. Vouchers
1.Claims
F4.9.5
Claims check numbers 306840 through 307288 in the
amount of $1,218,262.65 and dated January 7, 2002.
2. Payroll
F4.9.2
Payroll check numbers 265836 to 266156 in the amount of
$832,047.51 and electronic deposit transmissions in the
amount of $1,457,893.98 for a grand total of $2,289.941.49
for the pay period covering December 13, 2001 to
December 31, 2001.
Finance Commi~ee Minutes ~r
J~nu~ 7,2002
Page 2
Committee members reviewed claims and payroll vouchers.
Chair Poe noted Claims Voucher No. 306974 to the DLR
Group is on the voucher list for approval. He questioned
whether the City has received a final report from DLR Group
on the Public Safety Building study. Committee members
agreed to hold payment of Voucher No. 306974 until the
status of the report and DLR Group's work is clarified.
B. Surplus Property
1. Police Department
City Council to authorize the surplus and disposal of the
following described property:
1 wooden desk, City of Auburn ID tag 021091
20 steel shelving units (sally port)
1 table with hutch (SuperMall)
1 wooden table
2 steno chairs with City of Auburn ID tags #021123 and 021 150
Finance Director Coleman explained that the property
requested for surplus is broken and unusable. The request
to surplus the property was also presented to the Municipal
Services Committee this evening for recommendation to the
Council.
C. 2002 Program Improvement - Code Enforcement Officer
F3.16
City Council to authorize a 2002 program improvement for a
second code enforcement officer.
Public Works Director Engler introduced Building Official Steve
Wilcox. Mr. Wilcox presented the request for a program
improvement to hire an additional code enforcement officer.
The City currently has one code enforcement officer to address all
code complaints, This month the code enforcement officer has 101
complaints/projects. The second code enforcement officer would
help service the growing number of code enforcement complaints
and provide timely service to the customer.
Finance Committee Minutes for
January 7, 2002
Page 3
Committee members discussed enforcement and penalty issues.
City Attorney Heid reported that ordinances are being drafted to
strengthen and support code enforcement. He anticipates initial
review of the ordinances by Committee members in approximately
a month.
Finance Director Coleman explained that the second code
enforcement officer is not a 2002 budgeted item. The request is
being taken to Finance and Municipal Services Committees for
discussion and to the full Council under Consent for approval. If
approved, the additional code enforcement officer position would
be included in the next budget amendment ordinance.
Public Works Director Engler noted that the job description
included in the packet incorrectly refers to the Planning Department
rather than the Public Works Department as the supervising
department. The Human Resources Department will correct the
job description.
Motion by Chair Pro Tern Borden, second by Member Cerino to
approve the Consent Items with the exception of Claims Voucher
No. 306974.
MOTION CARRIED UNANIMOUSLY. 3-0.
IV. ORDINANCES AND RESOLUTIONS
There were no ordinances or resolutions for Committee review.
V. DISCUSSION ITEMS
A. Voucher Payment System
Finance Director Coleman briefed the Committee on the City's
purchasing procedures, from the initiation of a requisition to the
approval of vouchers by the Finance Committee. The Committee
also discussed the City's current purchasing policy.
B. After Hours Emergencies
For clarification of these minutes, the following discussion occurred
immediately following Item II.A of these minutes.
Finance Commiffee Minutes for
Janua~ 7,2002
Page 4
Public Works Director Engler briefed the Council on the procedure
for contacting City personnel after hours for sewer, water and
streets issues. She explained that for those issues that require
immediate attention, the public is requested to use 9-1-1. Valley
Communications Center has the means to contact personnel for
after hours calls. The Maintenance and Operations after hours
phone message also includes the instructions for contacting
personnel after hours.
C. Revenue and Expenditure Reports
Committee members requested periodical reports on the status of
revenues and expenditures and the City's financial position.
Finance Director Coleman agreed to provide samples of reports for
the Committee to review.
VI. ADJOURNMENT
There being no further business to come before the Finance Committee,
the meeting adjourned at 7:16 PM.
APPROVED THIS c;~o~z~ DAY OF JANUARY, 2002.
Fred Poe, Chair '~ Danielle Daskam, Secretary