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Home My WebLink About02-07-2005 FINANCE COMMITTEE FEBRUARY 7,2005 MINUTES I. CALL TO ORDER Chair Nancy Backus called the meeting to order at 6:30 p.m. in the Council Conference Room at Auburn City Hall located at 25 West Main Street, Auburn, Washington. Committee members present were: Chair Backus, Vice Chair Lynn Norman, and Member Roger Thordarson. Also present were: Mayor Peter B. Lewis, Information Services Director Lorrie Rempher, Human Resources/Risk Management Director Brenda Heineman, City Attorney Daniel B. Heid, Finance Director Shelley Coleman, Planning and Community Development Director Paul Krauss, and Deputy City Clerk Cathy Richardson. II. APPROVAL OF MINUTES A. Minutes of the January 18, 2005 Finance Committee meeting. Vice Chair Norman moved and Member Thordarson seconded to approve the January 18, 2005 minutes. MOTION CARRIED UNANIMOUSLY. 3-0. III. CONSENT ITEMS A. Vouchers 1. Claims F4.9.5 Claim Claims check numbers 337886 through 338142 in the amount of $1,839,122.47 and claims check numbers 338143 through 338524 in the amount of $649,394.86 and a wire transfer in the amount of $301,142.36 dated February 7,2005. Page 1 Finance Committee Minutes February 7, 2004 2. Payroll F4.9.2 Payroll check numbers 511176 to 511308 in the amount of $287,147.64 and electronic deposit transmissions in the amount of $992,781.72 for a grand total of $1 ,279,929.36 for the pay period covering January 13, 2005 to February 2, 2005. Committee members reviewed the consent items and briefly discussed claims vouchers 337886, 337913, 337946, 337997, 338024, 338171, 338264, 338317,and338357. Vice Chair Norman moved and Member Thordarson seconded to approve the consent items. MOTION CARRIED UNANIMOUSLY. 3-0. IV. ORDINANCES AND RESOLUTIONS A. Ordinance No. 5895 F4.11 An Ordinance of the City Council of the City of Auburn, Washington amending Sections 3.04.600 and 3.04.610 of the Auburn City Code relating to funds Director Coleman reviewed the changes to various addresses, and change and petty cash funds. Vice Chair Norman moved and Member Thordarson seconded to recommend approval of Ordinance No. 5895. MOTION CARRIED UNANIMOUSLY. 3-0. V. DISCUSSION ITEMS A. Preliminary Fourth Quarter Reports Director Coleman reviewed revenue and expenditure reports for the General Fund, including sales and use tax, non-business licenses and permits, indirect federal grants, and contributions and donations. Expenditures include, but are not limited to, estimates related to incomplete projects, pending or eligible retirees, claims forecasts, capital projects, and salaries and benefits from attrition. Page 2 Finance Committee Minutes February 7, 2004 Director Coleman also reviewed revenues and expenditures for Special Revenue Funds including the Arterial Street Fund, Drug Forfeiture Fund, Capital Improvement Projects. Fund transfers only occur as projects are completed. Director Coleman reviewed the Investment Portfolio summary including the State Investment Pool and US Treasury. The current six-month treasury rate is presently higher than the State Investment Pool rate. B. Resolution No. 3816 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an Agreement for Telephone Services between the City of Auburn and Qwest Business and Government Services for the purpose of maintaining the City's telephone system Director Rempher reported that Qwest currently provides maintenance for the City's telephone system. A survey of three of companies determined that Qwest offered the most economical and comprehensive services for maintaining the City's telephone system. Qwest offers services twenty-four hours a day, seven days a week. The new contract price with Qwest will increase less than $1,000 per year and the contract covers all of the equipment that runs the City's phone switch system, including the Auburn Justice Center. The switch system allows for the addition of components as needed. C. Resolution No. 3820 A Resolution of the City Council of the City of Auburn, Washington authorizing the Mayor and City Clerk to execute an Agreement for Utility Billing Services between the City of Auburn and DataProse, Inc for the purpose of providing for and maintaining printing and mailing services for the City's utility billing system Director Coleman reviewed services offered by DataProse Inc., which includes $.01 per statement increase for on-line services. D. Council Compensation Director Heineman distributed a survey of 2005 council salaries for various local jurisdictions in the Auburn area. The survey revealed that Auburn Councilmember compensation is slightly below the average compensation paid by other jurisdictions. Any changes in compensation will only apply to newly elected officials. Page 3 Finance Committee Minutes February 7.2004 Committee members agreed to instruct the City Attorney to prepare an ordinance setting the Council compensation at $950 per month. E. Municipal Court Collections Director Heineman distributed Auburn Municipal Court revenue statistics for 2003 and 2004. Director Heineman reviewed the increased revenues received from court collections and noted that immediate collection of fines has increased dramatically since the City hired a Court Collections Clerk. Current revenues for court fines have exceeded previous years and approximately $60,000 in fines has been collected by the Court Collections Clerk for January, 2005. Fines are now accepted via credit card as well. The addition of this position has been extremely successful with regard to collections. F. ProLaw Case Management City Attorney Heid reported that the ProLaw Case Management program has excellent reporting, tracking, and statistical capabilities and can be used on a multitude of shared tasks. Implementation of this program will allow the Legal Department staff to work more efficiently. It will dovetail into many functions of the City Attorney's office. City Attorney Heid cited gathering the statistical information related to the curfew ordinance, which is very time intensive, as an example of streamlining resources and staff. Chair Backus noted duplication in verbiage on page six of nine, item 4.1. Director Rempher stated that this section is currently being renegotiated for reduced costs. Vice Chair Norman inquired regarding monthly service costs and referred to page four of nine, Proposal - License Fees and Service Fees. Director Rempher explained that the project budget is $35,000. Approximately $15,000 is for hardware, new servers, and database applications. The balance of the budget is for software, licensing, and fees for customization and installation. It will take approximately two to three months to complete installation. The contract requires 30% to be paid in advance and future services will be paid for as rendered. The budget is sufficient to cover future services. Page 4 Finance Committee Minutes February 7.2004 G. Building Permit Fees Director Krauss explained that Resolution No. 3818 corrects a miscalculation in the computation for assessing building permit fees. Adoption of Resolution No. 3818 will restate the building permit fees for 2005. The corrected fees will not be retroactive. H. 1997 Utility Bonds/1999 General Obligation Bonds Refunding Director Coleman reported that the current market and interest rates are very favorable for bond refunds at this time. Committee members directed Director Coleman to proceed with the refund process. VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:26 p.m. ./ APPROVED THE ),1!':::--- DAY OF FEBRUARY 2005 -í{ . ,) ( ( r~'\dA,i\<---,L.{ .,^ <..-~,j~-,....~ Cathy Ri6hardson, Deputy City Clerk 1:\clerk\finance\fca\2005fcm02-07 1:lclerklfinancelfcaI2005fca02-07 Page 5