HomeMy WebLinkAbout01-06-2003CITY OF AUBURN
FINANCE COMMITTEE
January 6, 2003
MINUTES
II.
III.
CALL TO ORDER
Chair Fred Poe called the meeting to order at 6:30 PM in Conference
Room 2 located on the second floor of Auburn City Hall, 25 West Main
Street, Auburn. Members present included: Chair Fred Poe, Vice Chair
Jeanne Barber, and Member Gene Cerino. Others present during the
meeting included: Mayor Peter B. Lewis, City Attorney Daniel B. Heid,
Finance Director Shelley Coleman, Human Resources Director Brenda
Heineman, Planning and Community Development Director Paul Krauss,
and City Clerk Danielle Daskam.
APPROVAL OF MINUTES
Minutes of the December 16, 2002 Finance Committee meeting.
Member Cerino moved and Vice Chair Barber seconded
approve the December 16, 2002 minutes as distributed.
to
MOTION CARRIED UNANIMOUSLY. 3-0.
CONSENTITEMS
A. Vouchers
Claims
F4.9.5
Claims check numbers 316799 through 317255
amount of $2,805,575.22 dated January 6, 2003.
in the
Payroll
F4.9.2
Payroll check numbers 502733 to 503025 in the amount of
$891,802.26 and electronic deposit transmissions in the
amount of $1,641,585.35 for a grand total of $2,533,387.61
for the pay period covering December 7, 2002 to December
31,2002.
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Finance Committee Minutes January 6, 2003
Surplus Property
Finance Department
City Council to approve the surplus and disposal of the
following list of surplus property containing items that are
obsolete, unusable, or no longer needed.
Quantity
Description
19 ~" Binding strips
51 5/16" Binding stdps
144 3/8" Binding strips
30 7/16" Binding strips
382 ½" Binding stdps
36 9/16" Binding strips
520 5~8" Binding stdps
150 13 x 22 80~ Forest Green Carnival Cover
300 23 x 35 12 pt. Kromekote CIS
300 23 x 35 80~ Whitestone Classic Linen Cover
400 23 x 35 80~Aspen Environment Text
75 26 x 40 65~ Camel Pamhtone Cover
500 23 x 35 60~ White Astroparche Text
300 23 x 35 80~ Sage Green Classic Linen Cover
1150 11 x 17 70~ Bimh Evergreen Text
3300 9 x 11 80~ Millstone Classic Crest Cover
2000 11 x 17 70~ Pumice Passport Text
2000 11 x 17 80~ Exact Gloss Text
6 Gray shelving units 2' x 3' x 7'
3 Brown sheNing units 1.5' x 3' x 7'
1 Putty colored roll-front enclosure 1.5' x 3' x 6'
7 Epson Black Ink Cartridge S020034
5 Epson Color Ink Cartridge S020036
I HP Injet Print Cartridge - 78 tri-color
4 Liquid Paper jut for copies
5 Avery Aigner Strip Tabbing, various colors 1/3
80 HP Transparency Plotter Film
35 Heavy Duty Vinyl Sheet Protectors (14")
50 Bien Fang Glossy Plotter Paper 8.5 x 11
50 Labelon Plotter Paper 8.5 x 11
100 Southworth Shield Manuscript Cover 9 x 15.5
2000 HP Address labels (tractor feed) 3.5" x 15/16"
2-up, Z fold - 9.5" form width
280 TOPS Snap-off Carbonless Form #3801
1 Tenex Partition Hangar#20429 Smoke Black
1 Tenex Legal Finished Front Pocket #20399
75 Pressboard Report Binders (Oxford)
250 ACCO Prong Fasteners 3.5" #70324
24 Peel-off Magic Rub Erasers
2 KO-REC-TYPE Calculator Ribbons 6N080C-6
I Nu-Kote Calculator Ribbon BRSOC
79 Avery Round Labels 1.25" 12/sheet ;~05411
7 Avery Multi-Purpose labels 1" x 3" #05436
3 Under-desk radiant leg heaters (used)
'1 ACCO Suspension Bar #50514
8 Hanging folder fi.ames
2 Dry-erase in/out boards 18" x 24"
8 % 9.5 x 11 Tractor feed printer paper (2400 sheets per
box)
1 14.875 x 11" Tractor Feed Greenbar printer paper
(2500 sheets)
Fixed Asset
Number
FA#014-100
2. Parks and Recreation Department
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Finance Committee Minutes January 6, 200,3
IV.
city Council approve the surplus and disposal of property
and vehicles which are of no further use to the City.
1988 GMC S-I 5 pick-up truck Asset #436000096
1981 Datsun pick-up Asset #436000025
1993 Honda 21" Mower Asset #436000014
21" Toro self-propelled mower
Sears Steam Cleaner Serial #014597
Garden Mark gas edger
John Deerc 300G weed-eater
C. Contract Administration
Contract Extension for Finance Department Consultant
A3.16.
City Council to approve a contract extension for Finance
Department consultant for implementation of the new
governmental financial reporting requirements of
Governmental Accounting Standards Board (GASB)
Statement 34.
Committee members briefly reviewed the consent items and discussed
claims voucher number 317112.
Member Cerino moved and Vice Chair Barber seconded to approve the
consent items.
MOTION CARRIED UNANIMOUSLY. 3-0.
ORDINANCES AND RESOLUTIONS
Ordinance No. 5714
O1.8; F4.2.8
An Ordinance of the City Council of the City of Auburn,
Washington, creating a new Chapter 3.80 of the Auburn City Code
relating to crime prevention funding.
Finance Director Coleman and City Attorney Heid requested the
Committee table Ordinance No. 5714 until the next meeting to
allow further staff study.
It was consensus of the Committee members to table Ordinance
No. 5714 until the January 21, 2003 meeting.
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Finance Committee Minutes January 6, 200,3
Resolution No. 3559
A4.5.2
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to execute a Technical
Services Agreement between the City of Auburn and Techstaff, Inc.
to procure temporary design and construction inspection staff from
January 1, 2003 to December 31, 2003.
Human Resources Director Heineman presented Resolution No.
3559. The Resolution represents the 2003 annual agreement
renewal with Techstaff Inc. for temporary technical staff.
Temporary employees are hired only to fill in for vacancies. Ms.
Heineman noted that page 10 of the agreement should not be
included in the agreement as it refers to an employee no longer in
service with the City; the project manager scale is already included
on page 8 of the agreement. Ms. Heineman noted there is no
increase in fees and no changes in contract language from last
year.
Vice Chair Barber moved and Member Cerino seconded to
recommend approval of Resolution No. 3559.
MOTION CARRIED UNANIMOUSLY. 3-0.
DISCUSSION ITEMS
Airport Funding
Finance Director Coleman presented an option to utilize resources
from the Insurance Fund to fund repairs at the Airport. The
Insurance Fund was established several years ago as an
unemployment insurance fund and was amended in 1978 to
include funds for any liability claims. All departments made
contributions to the fund. Ms. Coleman reported there are
unsufficient funds in the Airport Fund to make necessary repairs at
the Airport. She presented a report by Mark Ellingson, Interim
Airport Manager, and photos outlining the needed repairs. Ms.
Coleman proposed utilizing the last two years of Insurance Fund
interest earnings (approximately $150,000) for repairs at the
Airport.
Mayor Lewis spoke in favor of transferring funds from the
Insurance Fund to the Airport as the Airport Fund cannot sustain
additional payments for repairs at this time. Mayor Lewis reported
that the Municipal Services Committee this evening reviewed and
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Finance Committee Minutes January 6,200,3
VI.
approved the proposal to fund the Airport repairs from Insurance
Fund proceeds.
Vice Chair Barber moved and Member Cerino seconded to
recommend approval for transferring $150,000 from the Insurance
Fund to the Airport Fund for the purpose of Airport maintenance
and repairs.
MOTION CARRIED UNANIMOUSLY. 3-0.
W & H Pacific Contract
Planning and Community Development Director Krauss reported
that consultant services for the Airport were solicited recently.
Consultant services are solicited every three years. Three firms
were selected as finalists, and staff recommends the Council
continue the relationship with W & H Pacific and approve a
consulting contract with them for an additional three years. Mr.
Krauss reported the Municipal Services Committee postponed
action on the contract until January 21, 2003.
Parking Garage/Commercial Retail Space Enterprise Fund
Finance Director Coleman reported she will present an ordinance
at the next Finance Committee establishing a new enterprise fund
for the revenues and expenditures associated with the parking
garage commercial retail space.
ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 6:55 PM.
APPROVED THE ,'")/' 1~''~ DAY OF JANUARY, 2003.
Fred Poe, Chair '"---
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