HomeMy WebLinkAbout03-07-2005
* .,--- *~
~T
~iu 'J
WASHINGTON
FINANCE COMMITTEE
MARCH 7, 2005
MINUTES
I. CALL TO ORDER
Vice Chair Lynn Norman called the meeting to order at 6:34 p.m. in the
Council Conference Room at Auburn City Hall located at 25 West Main
Street. Auburn. Washington. Committee members present were: Vice
Chair Norman, Member Roger Thordarson, and Councilmember Bill
Peloza. Chair Nancy Backus was excused. 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, and Deputy City Clerk
Cathy Richardson.
II. APPROVAL OF MINUTES
A. Minutes of the February 22, 2005 Finance Committee meeting.
Member Thordarson moved and Councilmember Peloza seconded
to approve the February 22, 2005 minutes.
MOTION CARRIED UNANIMOUSLY. 3-0.
III. CONSENT ITEMS
A. Vouchers
1. Claims
F4.9.5
Claims check numbers 338967 through 339311 in the
amount of $581,138.48 dated March 7, 2005.
2. Payroll
F4.9.2
Payroll check numbers 511451 to 511591 in the amount of
$270,854.63 and electronic deposit transmissions in the
amount of $993,438.44 for a grand total of $1 ,264,293.07 for
the pay period covering February 17. 2005 to March 2, 2005.
Page 1
Finance Committee Minutes
March 7 , 2004
Committee members reviewed consent items and briefly
discussed claims vouchers 338969, 339046, 339094.
339124, 339217, 339251, and 339249.
Member Thordarson moved and Councilmember Peloza
seconded to approve the consent items.
MOTION CARRIED UNANIMOUSLY. 3-0.
IV. ORDINANCES AND RESOLUTIONS
A. Resolution No. 3832
F4.6.1
A Resolution of the City Council of the City of Auburn, Washington,
declaring certain items of property as surplus and authorizing their
disposal
Member Thordarson moved and Council member Peloza seconded
to recommend approval of Resolution No. 3832.
MOTION CARRIED UNANIMOUSLY. 3-0.
B. Resolution No. 3833
A4.7
A Resolution of the City Council of the City of Auburn, Washington.
amending Administrative Policy and Procedure 100-12 entitled Use
of City Credit Cards
Director Coleman noted that Resolution No. 3833 creates
consistency between policies related to purchasing and the use of
City credit cards.
Member Thordarson moved and Councilmember Peloza seconded
to recommend approval of Resolution No. 3833.
Council member Peloza pointed out that Section 5.2 "Distribution of
Credit Cards", should include Councilmembers.
Vice Chair Norman and Member Thordarson concurred.
AMENDED MOTION CARRIED UNANIMOUSLY. 3-0.
Page 2
Finance Committee Minutes
March 7 . 2004
C. Resolution No. 3834
A5.1.1
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to execute an Agreement for Professional
Journalism Services between the City of Auburn and Marjorie
Rommel
Director Coleman reported that the 2005 agreement with Marjorie
Rommel includes a flat rate of $5,000 per month in lieu of itemized
billing.
Member Thordarson moved and Councilmember Peloza seconded
to recommend approval of Resolution No. 3834.
MOTION CARRIED UNANIMOUSLY. 3-0.
V. DISCUSSION ITEMS
A. Detention Facility Surveillance System
Director Rempher reported that the budget for the upgrade and
expansion of the surveillance system in the detention facility is
$70,000. The upgrade will provide expansion of the existing
system and will provide sound, additional cameras, and conversion
from a VHS to a digital system. Director Rempher requested
permission to bring this item forward for consideration at the next
Finance Committee meeting.
Committee members concurred.
B. ITS - A TMS Software Purchase Agreement
Director Rempher reported that the software purchase agreement
for the Intelligent Transportation System (ITS) includes the cost of
all software components and a portion of the cabinet installation to
install and create a central operating point for the entire system.
This project is being fast-tracked in order to have it up and running
prior to the first Muckleshoot Amphitheater concert on June 10,
2005.
C. Ordinance No. 5904 - 2005 Budget Amendment
An Ordinance of the City Council of the City of Auburn,
Washington, amending Ordinance No. 5884, the 2005 Budget
Ordinance and authorizing amendment to the City of Auburn 2005
Budget as set forth in Schedule "A"
Page 3
Finance Committee Minutes
March 7 , 2004
Director Coleman reported that budget amendments are submitted
in March, June, and at year-end. Director Coleman noted that this
amendment to the 2005 Budget includes balances carried forward
for projects not completed and grant funds not expended in 2004.
D. Local Hazardous Waste Management Program in King County
Director Coleman reported that King County Hazardous Waste
Program is currently performing a rate study for suburban cities and
Seattle related to proposed rate increases that support its activities.
Costs have not been increased since 1995. King County proposes
to increase residential solid waste rates from $.60 to $.80 per
month and commercial rates from $6.77 to $9.07 per month. King
County will hold public hearings related to the rate increases on
March 14 and 15, 2005. If adopted, the new rates would be
effective January 1, 2006. The City of Auburn will notify residents
once the rate increases are approved. Director Coleman noted
that City utility bills include the pass-through costs for solid waste.
E. Memorandum of Understanding (MOU) - Tri-Iateral Agreement
Between Cities of Auburn and Kent, Washington, and Tanba,
Japan
Mayor Lewis reported that the Japanese government mandated
that small towns merge together to form larger cities. Sister cities
of the cities of Auburn and Kent were included in a merger of six
cities which created the formation of the new city of Tanba, Japan.
A joint visit between Auburn, Kent and Tanba is scheduled for April,
2005. The City of Kent developed a MOU which is overseen by the
city, but is administered by its sister city committees. The MOU
provides guidelines related to commitments between the cities and
programs provided. The City of Kent allots $1,000 for economic
development per each sister city committee. Travel and other
costs are borne by committee members and participants.
Councilmember Peloza reported that, on behalf of the Sons of Italy,
he has been working with Sister Cities International in Washington,
DC, to develop a step-by-step process to create sister city
relationships. Councilmember Peloza noted the difficulty he has
had regarding communications with Sister Cities International.
Councilmember Peloza expressed his intent to visit their office
during his next trip to Washington, DC.
Page 4
Finance Committee Minutes
March 7 , 2004
F. Month-to-month Lease Agreement
Director Heineman reported that the lease agreement between the
City of Auburn and Auburn South Foursquare Church is for
property earmarked for construction of an additional fire station in
the Lakeland area. Construction of the fire station is not
anticipated for approximately one and one-half to two years. The
lease includes a thirty-day cancellation notice. The facility will be
used for church offices and outreach programs. Having the facility
occupied will prevent vandalism until such time as the funds are
available to construct the fire station.
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 7:02 p.m.
1 "'(
APPROVED THE ~/:7 DAY OF MARCH 2005
Cathy Ric rdson, Deputy City Clerk
1:\clerklfinancelfcaI2005fcm03-07
Page 5