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Home My WebLink About04-19-2004CITYOF WASHINGTON FINANCE COMMITTEE APRIL 19, 2004 MINUTES I1. III. CALL TO ORDER Chair Nancy Backus called the meeting to order at 6:30 p.m. in the Council Conference Room located at Auburn City Hall, 25 West Main Street, Auburn. Committee members present were: Chair Backus, Vice Chair Lynn Norman, and Member Roger Thordarson. Also present were: Mayor Peter B. Lewis, City Attorney Daniel B. Heid, Finance Director Shelley Coleman, Human Resources/Risk Management Director Brenda Heineman, IS Administrator Lorrie Rempher, Public Works Director Dennis Dowdy, and City Clerk Danielle Daskam. APPROVAL OF MINUTES Minutes of the April 5, 2004 Finance Committee meeting. Vice Chair Norman moved and Member Thordarson seconded to approve the April 5, 2004 minutes. MOTION CARRIED UNANIMOUSLY. 3-0. CONSENT ITEMS A. Vouchers Claims F4.9.5 Claims check numbers 329811 through amount of $1,561,595.44 April 19, 2004. 330213 in the Payroll F4.9.2 Payroll check numbers 507848 to 507996 in the amount of $637,995.89 and electronic deposit transmissions in the amount of $902,427.75 for a grand total of $1,540,423.64 for the pay period covering April 1, 2004 to April 14, 2004. Page 1 Finance Committee Minutes April 19, 2004 B. Surplus Property F4.6.1 Planning & Community Development Department City Council to authorize the surplus and disposal of a desk which is no longer of use to the City. Fire Department City Council to authorize the surplus and sale of a 1931 Model "A" Fire Engine with proceeds to be used for the refurbishment of Auburn's 1938 Pirsch Fire Engine. Public Works Department City Council to authorize the surplus and disposal of the following vehicles which are no longer of use to the City: Vehicle No. Vehicle Yr & Description VIN Number F037B 1997 Chevrolet Astro Mini-Van 1GNEL19W9VB 195237 6303D 1995 Chevrolet Gl0 Cargo Van 1GCEG25H4SF203758 6402C 1997 Ford F350 1Ton Cab/Chas 1FDKF37H1VEB26636 6444C 2000 Elgin Air Street Sweeper 49AADBV01 HH63013 6516B 1998 Ford Cab & Chassis 1FDLF47G1VEB83713 6517B 1998 Ford Cab & Chassis 1FDLF47GXVEB78638 6701C 1997 Dodge Ram Maxi-Van 2B5WB35ZVK568187 P018A 2001 Ford Crown Victoria 2FAFP71W41×185662 P019A 2001 Ford Crown Victoria 2FAFP71W21×185663 P022F 2001 Ford Crown Victoria 2FAFP71W21X165445 P023F 2001 Ford Crown Victoria 2FAFP71W51X174060 P027C 1995 Ford Crown Victoria 2FALP71WOSX174990 P039D 1999 Ford Crown Victoria 2FAFP71W7XX182508 P040B 1994 Ford Crown Victoria 2FALP71W3RX148832 P042E 2000 Ford Expedition XLT 1 FMUP16L4YLKB87050 P100B 1995 Jeep Cherokee 1J4FJ68S4SL654060 Fixed Asset No. 55000 F037B 55000 F032B 55000 6402C 55000 6444C 55000 6516B 55000 6517B 55000 6701C 55000 P018A 55000 P019A 55000 P022F 55000 P023F 55000 P027C 55000 P039D 55000 P040B 55000 P042E 55000 P100B C. Contract Administration Professional Services Contract A3.16.11 City Council to authorize the extension of a Professional Services Contract with Advocates, Inc. relating to post office expansion/relocation issues. Committee members reviewed the consent items and briefly discussed claims voucher numbers 329817, 330130, and 329859. Vice Chair Norman moved and Member Thordarson seconded to approve the consent items. MOTION CARRIED UNANIMOUSLY. 3-0. Page 2 Finance Committee Minutes April 19, 2004 IV. ORDINANCES AND RESOLUTIONS There were no items under section for Committee review. DISCUSSION ITEMS 2004 First Quarter Reports Finance Director Shelley Coleman reviewed the Quarterly Revenue and Expenditure Report for the first quarter of 2004. She explained that the property tax revenues are Iow because property tax collections are essentially semi-annual with receipts expected in May. Also, non-business licenses and permits revenue is at seventy-six percent of budgeted revenue due to the high level of construction activity in the Lakeland area. She noted that on the expenditures side, the City Attorney's budget may need additional funds because of the legal expenses associated with litigation. All funds appear to be in line with the budget for first quarter reporting. Chair Backus requested that the report include a quarterly comparison with the previous year. Director Coleman also reviewed the Sales Tax Summary for receipts through March 2004 and the City's investment portfolio as of March 31, 2004. The City's overall investment/market yield is 1.32% compared to the state pool rate of 1.05% resulting in an increase in annualized revenue of $206,869 over and above the pool rate. City-wide Cash Receipting System The 2004 Budget includes $50,000 for a comprehensive cash receipting system project. IS Administrator Rempher reviewed the citywide cash receipting and payment management system project. Currently, the City utilizes a combination of manual and semi- automated cash receipting systems with each cash receipting location utilizing different receipting procedures and requiring the Finance Department to reconcile to disparate systems. Also, the software vendor no longer supports the current semi-automated cash receipting system in use for utilities and permits. A new cash receipting system would address the City's customer service goals by providing efficient and courteous service, making the customer's experience the same at each point of contact, allowing one-stop payment whenever possible, providing on-line Page 3 Finance Committee Minutes April 19, 2004 VI. payment and debit/credit payment options, and integrating bar- coding for efficiency and speed. A new system would enable standardization of all City applications, provide seamless integration of systems from point of sale to general ledger, provide immediate updates of customer-side systems, enable batch updates to the general ledger, provide strategic options for future on-line payments, and eliminate duplicate data entry wherever possible to minimize errors and increase efficiency. City staff reviewed several cash receipting programs and selected the software offered by CLASS for implementation. The CLASS cash receipting system met all of the City's selection criteria. CLASS software is currently used in the Parks and Recreation Department. The CLASS cash receipting system has been successfully implemented in Kent, California and Canadian cities and will soon be implemented in Bellevue. CLASS has provided excellent technical support on the products that the City currently owns and has a development team that is strictly focused on receipting. The next steps in implementing the new cash receipting system will be to create a project team and complete the business review process. Finance Department staff will provide a recommendation that will include results of the business process review, costs, and timeline for implementation. ADJOURNMENT There being no further business to come before the Finance Committee, the meeting adjourned at 7:09 p.m. APPROVED THIS "-~'~'~-- DAY OF MAY 2004. ~ancy ~ck~s, Chair- I:\clerk\finance\fca~004fcm04-19 Danielle Daskam, City Clerk Page 4