HomeMy WebLinkAbout04-18-2005
a
'" ",,)00''0 "..
WASHINGTON
FINANCE COMMITTEE
APRIL 18, 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: Information Services Director Lorrie Rempher, Employee
Relations and Compensation Manager John Fletcher, City Attorney Daniel
B. Heid, Finance Director Shelley Coleman, Utility Accounting Manager
Julie Sharkich, and City Clerk Danielle Daskam.
II. APPROVAL OF MINUTES
A. Minutes of the April 4, 2005 Finance Committee meeting.
Vice Chair Norman moved and Member Thordarson seconded to
approve the April 4, 2005 Finance Committee minutes.
MOTION CARRIED. 3-0.
III. CONSENT ITEMS
A. Vouchers
1. Claims
F4.9.5
Claims check numbers 340199 through 340631 in the
amount of $2,710,568.37 and dated April 18, 2005.
2.
Payroll
F4.9.2
Payroll check numbers 511877 to 512027 in the amount of
$652,053.57 and electronic deposit transmissions in the
amount of $970,438.21 for a grand total of $1 ,622,491.78 for
the pay period covering March 30, 2005 to April 13, 2005.
"\
Page 1
Finance Committee Minutes
April 18. 2005
Committee members reviewed the consent items and briefly
discussed claims vouchers #340571, 340581, 340613,
340207, 340211, 340275, 340316, 340350, 340378,
340411, 340466 and 340527.
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. 5914
04.5.1
An Ordinance of the City Council of the City of Auburn, Washington
amending Section 2.03.030, of the City Code regarding authority of
the Mayor
City Attorney Heid presented Ordinance No. 5914. He explained
that the ordinance provides the Mayor with the authority to
negotiate contracts within the financial and scoping parameters
provided by the city code.
Vice Chair Norman moved and Member Thordarson seconded to
recommend Council approval of Ordinance No. 5914.
MOTION CARRIED UNANIMOUSLY. 3-0.
Chair Backus suggested that all references to "he" in the city code
be changed to "he/she". City Attorney Heid will provide the
Committee members with information on amending the code to
effect the suggested change.
V. DISCUSSION ITEMS
A. Utility Billing Presentation
Utility Accounting Manager Sharkich presented an overview of the
utility billing software upgrade. In September 2004, the Council
approved the contract with Springbrook for the new utility billing
software. Springbrook was chosen because of their automation
and flexibility. The software also provides for additional automated
payment options for the customer. Springbrook was established in
Page 2
Finance Committee Minutes
April 18. 2005
1985 and has over 284 clients in 18 states. They have a strong
users group in Washington state.
In January 2005, the utility test database was installed.
Administrator training was conducted on site in February, and data
extracts were conducted in December 2004 and April 2005. There
were difficulties with the second data extract, so the conversion
schedule has been extended with a third data extract to occur May
11th, parallel training/testing will occur May 23-27, and the "go-live"
date is scheduled for June 13-17.
Ms. Sharkich is working to ensure the validity of the converted data,
coordinating the interface with the other vendors (such as lockbox
services, statement printing, waste management, direct debit,
meter reading and cash receipting), evaluating the current business
processes for automation and maximum efficiency, and training the
users.
Ms. Sharkich also presented information on converting the bi-
monthly utility billing to monthly billing. The benefit to the customer
will be more manageable utility bills and more frequent statements.
Monthly billing will increase the utilities' cash flow, decrease
outstanding accounts receivable, and thereby reduce bad debt and
collection activity.
The Committee briefly discussed the costs of making on-line
customer payment available. The Springbrook software does have
a feature to allow on-line payments. Council will need to consider
the cost of providing the service before a decision is made to offer
on-line payment options to the customer.
Ms. Sharkich provided a comparison of costs for bi-monthly billing
and monthly billing. The annual additional cost for monthly billing is
approximately $64,000. She anticipates monthly billing to begin
the first quarter of 2006. An Ordinance to convert utility billing to a
monthly cycle will be presented to the Council in the future.
B. Resolution No. 3854
A1.17
A Resolution of the City Council of the City of Auburn, Washington,
expressing support for maintenance of Fort Lewis and McChord Air
Force Base
Page 3
Finance Committee Minutes
April 18. 2005
City Attorney Heid presented Resolution No. 3854 for Committee
discussion. The Resolution expresses the Council's support for the
continued operation and maintenance of Fort Lewis and McChord
Air Force Base. The Resolution was presented to the Municipal
Services Committee earlier this evening for recommendation to the
full Council.
VI. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 7:07 p.m.
·)wl
APPROVED THE ,::x'''-:'- DAY OF MAY 2005.
J) . r\. /,
. ¿21[;x2>i 'r0~'/'''\../
Danlelle Daskam, City Clerk
1:\clerk\finance\fcm\2005fcm04-18
Page 4