HomeMy WebLinkAbout03-17-2003CITY O.F
WASHINGTON
CITY OF AUBURN
FINANCE COMMITTEE
MARCH 17, 2003
MINUTES
II.
III.
CALL TO ORDER
Vice Chair Jeanne Barber called the meeting to order at 6:30 PM in the
Council Conference Room located on the first floor of Auburn City Hall, 25
West Main Street, Auburn, WA, 98001. Vice Chair Barber and Member
Cerino were present. Chair Fred Poe was excused. Others present
during the meeting included Mayor Peter B. Lewis, Human Resources
Director Brenda Heineman, Public Works Director Dennis Dowdy, Finance
Director Shelley Coleman, IS Administrator Lorrie Rempher, Fire Chief
Bob Johnson, and City Clerk Danielle Daskam. Also present was Bill
Peloza.
APPROVAL OF MINUTES
Minutes of the March 3, 2003 Finance Committee meeting.
Member Cerino moved and Vice Chair Barber seconded
approve the March 31 2003 minutes.
to
MOTION CARRIED UNANIMOUSLY. 2-0.
CONSENT ITEMS
A. Vouchers
Claims
F4.9.5
Claims check numbers 318829 through 319306 in the
amount of $1,707,837.54 dated March 17, 2003, and a wire
transfer in the amount of $1,429,200.00.
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Finance Committee Minutes March 17, 2003
Payroll
F4.9.2
Payroll check numbers 503547 through 503682 in the
amount of $589,130.22 and electronic deposit transmissions
in the amount of $850,019.99 for a grand total of
$1,439,150.21 for the pay period covering February 27,
2003 to March 13, 2003.
B. Surplus Property
Public Works Department
F4.6.1
City Council to authorize the surplus and disposal of the
following vehicles and equipment no longer of use to the
City:
Vehicle License Fixed Asset
Number Description VIN Number Number Number
6108D 1995 Chevrolet 1/2 Ton Pickup 1GCEK19H1SE242736 20681D 55000 6108D
6419C 1999 Athey Street Sweeper 1FVGHJAA6XH989387 28916D 55000 6419C
6503D 1998 Chevrolet 1/2 Ton Pickup 1GCEC19W3WE212865 26175D 55000 6503D
6507D 1998 Ford Windstar Mini-Van 2FTZA54U4WBD35090 24493D 55000 6507D
6512C 1993 Dodge D250 3/4 Ton Pickup 1B7JE26Y2PS256055 11839D 55000 6512C
6702A 1995 Chevrolet 4x2 S10 Pickup 1GCCS1944S8263647 206870 55000 6702A
P026E 2000 Ford Crown Victoria 2FAFP71W7YX166214 29354D 55000 P026E
P031B 2000 Ford Crown Victoria 2FAFP71W5YX166213 29352D 55000 P031B
P036A 2000 Ford Crown Victoria 2FAFP71W6YX180914 29865D 55000 P036A
6524D 1998 Exmar Lazer Mower 155167 N/A 55000 6524D
LeRoi 12 hp Compressor (Unreadable) N/A N/A
(Was mounted on Trailer 6461C)
C. Contract Administration
Agreement for Professional Services with Air Exchange, Inc.
02.6
City Council to authorize the Mayor to enter into a contract
with Air Exchange, Inc. per Resolution No. 3539 approved
October 16, 2002.
Do
Bad Debt Write-off
F4.12
City Council to authorize the write-off of bad debts in accordance
with City policy in the total amount of $4,183.43.
Committee members reviewed the consent items and briefly discussed
claims voucher numbers 26 and 318872.
Member Cerino moved and Vice Chair Barber seconded to approve the
consent item.
MOTION CARRIED UNANIMOUSLY. 2-0.
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Finance Committee Minutes March 17, 2003
IV.
ORDINANCES AND RESOLUTIONS
There were no ordinances or resolutions for Committee consideration.
V. DISCUSSION ITEMS
Public Works Policy 300-07A, "General Procedures for Contracting
for Emergency Public Works"
Public Works Director Dennis Dowdy presented the Committee
members with a copy of Public Works Policy 300-07a, General
Procedures for Contracting for Emergency Work. He explained
that the City Code provides the Mayor the authority to enter into
contracts during times of emergency. The proposed Policy 300-
07A sets forth the procedure in writing. Director Dowdy briefly
reviewed the procedure.
Member Cerino questioned whether the process would create
delays in responding to the emergency situation. Director Dowdy
assured the Committee members that the policy simply establishes
the existing procedure in writing and will not delay the City's
response.
Government Access Cable TV (GATV) Vendor Recommendation
Finance Director Coleman reviewed the memorandum contained in
the agenda packet regarding the recommendation for the GATV
vendor. The City negotiated with Comcast (previously AT&T and
TCI) for reimbursement of GATV equipment. The City and
Comcast recently agreed on an amount of $120,608 for purchase
of the necessary equipment to implement the City's GATV channel.
In January this year, requests for proposals for GATV hardware,
software, installation, training and upgrades were distributed to
seven vendors. Two vendors were considered for in-person
meetings. Staff ultimately recommended MCSI of Redmond who
proposed a digital system, which will allow the City to operate
without major upgrades for several years.
IS Administrator Rempher explained that initially the government
access channel will broadcast informational text. By the end of the
year, staff anticipates live and tape broadcasts of Council meetings
and other events.
Finance Director Coleman advised that if there are no objections,
staff will proceed with finalizing a contract with MCSI and forward it
to the Committee and Council in the near future for approval. It
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Finance Committee Minutes March 17, 2003
VI.
C
was consensus of the Committee members to authorize staff to
proceed.
Airport Request for Proposals
Finance Director Coleman presented a handout relating to the draft
request for proposals for the management operation at the Auburn
Municipal Airport for review. The Municipal Services Committee
received the same presentation this evening, and the proposal will
be presented to the Airport Board Advisory Committee at their
meeting tomorrow. Director Coleman requested Council forward
comments to her or Planning and Community Development
Director Paul Krauss.
Member Cerino spoke in favor of professional management of the
airport.
Year End Budget to Actuals, Preliminary Subiect to Auditors, Cash
Basis
Finance Director Coleman presented the Committee with a copy of
the 2002 fourth quarter budget to actuals status report. The report
was accompanied by a memorandum highlighting the following:
property tax collections were higher than anticipated, sales tax
during the last six months of the year were stronger than the first
half of the year, interest earnings were down because of Iow
interest rates, the enterprise funds all received greater than
expected service revenues with the exception of solid waste and
cemetery, and all expenses were within budget with $1.8 million
more in residual expenses in the General Fund.
ADJOURNMENT
There being no further business to come before the
meeting adjourned at 7:03 PM.
APPROVED THE 7~ DAY Of APRIL, 2003.
Committee, the
W~ Po'e, Chair -'"'"-
Danielle Daskam, City Clerk
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