HomeMy WebLinkAbout07-19-2004
FINANCE COMMITTEE
JULY 19, 2004
MINUTES
I. 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, Washington. Committee members present included Chair
Backus, Vice Chair Lynn Norman, and Member Roger Thordarson. Also
present were Mayor Peter B. Lewis, City Attorney Daniel B. Heid, Risk
Management/Human Resources Director Brenda Heineman, Finance
Director Shelley Coleman, IS Administrator Lorrie Rempher, and Deputy
City Clerk Cathy Richardson.
II. APPROVAL OF MINUTES
A. Minutes of the July 6, 2004 Finance Committee meeting.
Member Thordarson moved and Vice Chair Norman seconded to
approve the July 6, 2004 Finance Committee minutes.
MOTION CARRIED UNANIMOUSLY. 3-0.
III. CONSENT ITEMS
A. Vouchers
1. Claims
F4.9.5
Claims check numbers 332510 through 332960 in the
amount of $3,474,064.92 and dated July 19, 2004.
2. Payroll
F4.9.2
Payroll check numbers 508906 to 509092 in the amount of
$687,179.59 and electronic deposit transmissions in the
amount of $946,988.31 for a grand total of $1,634,167.90 for
the pay period covering June 29, 2004 to July 14, 2004.
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Finance Committee Minutes
Julv 19. 2004
B. Surplus Property
F4.6.1
1. Legal Department
City Council to authorize the surplus and disposal of the
following office furniture that is no longer of use to the City:
(1) desk, composite-board L-shaped with 2 sets of side drawers,
right and left, assembled in two parts
(1) computer table, small square adjustable computer table on
wheels
2. Public Works Department
City Council to authorize the surplus and disposal of the
following office equipment no longer of use to the City:
~ Description
2 5-drawer flat files
Fixed Asset Number
N/A
C. Bad Debt Write-off
F4.12
City Council to authorize the write off of bad debt accounts in
accordance with City policy in the total amount of $17,538.76.
Committee members reviewed the consent items and briefly
discussed voucher numbers 332532, 332625, 332724, 332600,
332735, and 332912.
Vice Chair Norman moved and Member Thordarson seconded to
approve the consent items.
MOTION CARRIED UNANIMOUSLY. 3-0.
IV. ORDINANCES AND RESOLUTIONS
There were no items under this section for Council consideration.
V. DISCUSSION ITEMS
A. Qwest Three Year Telephone System Contract
Director Coleman stated that Qwest currently provides trunk line
services that allow the City phone switch to send and receive calls
to the outside for approximately $3,200 per month. Director
Coleman reported that Qwest is proposing a bulk rate agreement
that will provide identical services for approximately $1,200 per
month. To take advantage of the new pricing, the City must sign a
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Finance Committee Minutes
Julv 19. 2004
three-year bulk rate agreement. The proposed contract would not
require a system conversion and will save the City approximately
$70,000 over the three-year term.
IS Administrator Lorrie Rempher reported that staff researched
various local service providers and found that the cost of services
was higher than the bulk rate offered by Qwest. In addition, there
is a potential for a costly conversion of the internal telephone
switch system. The estimated $70,000 savings is very
conservative and Qwest is a well established business.
Director Coleman recommended the City of Auburn enter into the
agreement with Qwest effective with the August 2004 billing.
Committee Members concurred.
B. Class Cash Receipting Contract
Ms. Rempher stated that the business process review of all City
departments has been completed. Staff recommends Class
Government Solutions Ltd. for the payment management systems
for the financial and permitting systems at this time. Additional
systems can be added once these sites are stable.
Chair Backus inquired regarding installation of a kiosk.
Ms. Rempher reported that the contract does not include
installation of a kiosk, but the system would have the capability of
adding it, in addition to other sites and features, at a later date.
C. 2004 Second Quarter Report
Director Coleman reviewed the 2004 quarterly investment portfolio
summary including the State Investment Pool which is a local
government investment pool in the state treasury. It is an actively
managed investment pool that enables local municipalities to get
better return rates.
Director Coleman also reviewed 2004 revenues and expenditures
in the General Fund, Special Revenue Funds, Capital Project
Funds, and Proprietary Funds.
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Finance Committee Minutes
July 19. 2004
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 7: 13 p.m.
APPROVED THE Z\'-l~ DAY OF AUGUST 2004
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Cathy Richairdson, Deputy City Clerk
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