Loading...
HomeMy WebLinkAbout09-05-2006 FINANCE COMMITTEE SEPTEMBER 5, 2006 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 in Auburn. Committee members present were: Chair Backus, Vice Chair Lynn Norman, and Member Roger Thordarson. Also present during the meeting were Mayor Peter B. Lewis, Finance Director Shelley Coleman, Financial Planning Manager Dawna Truman, Human Resources and Risk Management Director Brenda Heineman, City Attorney Daniel B. Heid, Information Services Director Lorrie Rempher, Public Safety Chief Jim Kelly, Interim Deputy Fire Chief Mike Gerber, and City Clerk Danielle Daskam. II. APPROVAL OF MINUTES A. Minutes of the August 21, 2006 Finance Committee meeting. Vice Chair Norman moved and Member Thordarson seconded to approve the August 21, 2006 minutes. MOTION CARRIED. 3-0. III. CONSENT ITEMS A. Vouchers 1. Claims F4.9.5 Claims check numbers 354874 through 355265 in the amount of $2,387,105.70 and a wire transfer in the amount of $499,843.56 and dated September 5, 2006. 2. Payroll F4.9.2 Payroll check numbers 517009 to 517157 in the amount of $317,253.17 and electronic deposit transmissions in the Page 1 Finance Committee Minutes September 5. 2006 amount of $1,117,940.01 for a grand total of $1,435,193.18 for the pay period covering August 17, 2006 to August 30, 2006. B. Contract Administration 1. Agreement for Services Number AG-S-014 A3.13.8 City Council authorize execution of Agreement for Services No. AG-S-014 (2006) between the City of Auburn and Pacific Power Generation. C. Budget Authorization City Council authorize $400,000 fund spending in the Local Street Fund 103. D. Call for Public Hearing 1. Preliminary 2007-2008 Biennial Budget F3.20 City Council to call for a public hearing to be held on September 18, 2006 to receive public comments and suggestions with regard to development of the preliminary 2007 -2008 Biennial Budget, including revenue estimates and possible increases in property taxes Committee members reviewed the consent items and briefly discussed claims voucher 355202. Director Heineman explained that the Agreement for Services with Pacific Power Generation is for routine maintenance services for the City's emergency power generators. Director Coleman commented on the Local Street Fund 103 fund spending. Committee approval is requested to expend an additional $400,000 before the year-end budget adjustment. There are sufficient funds in the fund balance. The Public Works Committee has requested that as much work as possible be accomplished before the end of the year. The additional expenditures will be appropriated in December. Vice Chair Norman moved and Member Thordarson seconded to approve the consent items. Page 2 Finance Committee Minutes September 5. 2006 MOTION CARRIED. 3-0. IV. ORDINANCES AND RESOLUTIONS A. Resolution No. 4089 04.6.1 A Resolution of the City Council of the City of Auburn, Washington, declaring certain items of property as surplus and authorizing their disposal Committee members reviewed the items to be surplused. Vice Chair Norman moved and Member Thordarson seconded to approve Resolution No. 4089. MOTION CARRIED UNANIMOUSLY. 3-0. V. DISCUSSION ITEMS A. Information Services Preliminary 2007-2008 Biennial Budget Committee members reviewed the Information Services (IS) preliminary budget. Director Rempher noted that major projects for the IS Department next year include on-line utility bill payment, new telephone software, police software to manage internal investigations and automation of citations, and expansion of the service request system that was implemented this year. Additionally, one staff member will be added in 2007 and another in 2008 to support the increased technology primarily in the public safety and public works areas. Both positions will be funded by multiple proprietary funds. The proposed budget also includes the purchase of a Storage Area Network (SAN) backup to improve the City's data backup. B. Legal Department Preliminary 2007-2008 Biennial Budget City Attorney Heid briefly reviewed the Legal Department budget. Committee members inquired regarding the agenda manager software slated for purchase in 2007. City Clerk Daskam stated that the software automates agenda publication and simplifies the process from initial submission of agenda bills through publication of the agenda. C. Finance Department Preliminary 2007-2008 Biennial Budget Page 3 Finance Committee Minutes September 5. 2006 Director Coleman briefly reviewed the Finance Department preliminary budget. Director Coleman noted that in addition to the financial and budgetary responsibilities, the Finance Department is responsible for overseeing contracted services for solid waste and airport management. Additionally, the Finance Director will be overseeing several projects this year and next, including the golf course clubhouse construction, veterans' building construction, niche wall, and fire station design. D. Human Resources Department Preliminary 2007-2008 Biennial Budget Director Heineman reviewed the Human Resources preliminary budget. She noted that the budget has increased due to the addition of the property management and facilities functions to Human Resources Department. The department also oversees risk and property management programs. Director Heineman reported that she is investigating self-insuring for industrial insurance and hiring a third party to process and manage claims. In response to questions from Committee members, Director Heineman explained that the recruiting and hiring process for temporary employees will be centralized under the Human Resources Department rather than managed by the individual department and will mirror the process used for hiring regular employees. Director Heineman also spoke briefly regarding improvements in documenting court proceedings and electronic reporting. E. Mayor/Council/Communications Preliminary 2007 -2008 Biennial Budget Committee members briefly reviewed the Mayor/Council/ Communications preliminary budget. Vice Chair Norman suggested including the continuation of the Les Gove Community Campus project on the 2007 and 2008 budget objectives. Member Thordarson recommended including the link road from SR 18 to SR 164 and the environmental park on the 2007-08 budget objectives. F. Valley Cities Technology Project Interlocal Agreement Page 4 Finance Committee Minutes September 5.2006 Director Rempher presented the Agreement for Consulting Services between the Valley Cities and CBG Communications to develop a strategic plan to meet community and public agency needs through potential use of fiber optic and wireless broadband infrastructure services. The City of Auburn will act as the agent for the Valley Cities. G. Cable Franchise Administration Services Contract Director Rempher presented an Agreement for Professional Services with Bradley & Guzzetta for cable and telecommunications franchise administration. Bradley & Guzzetta also performs franchise administration for the City of Renton. Although, they are an out of state firm, they provide a local telephone number for customer service. Cable franchise administration was previously provided by 3-H Cable Communications Consultants. H. Ordinance No. 6046 01.8 An Ordinance of the City Council of the City of Auburn, Washington, amending Sections 8.18.030 and 8.18.040 of the Auburn City Code relating to abandoned shopping carts City Attorney Heid presented Ordinance No. 6046. The Ordinance amends City Code Sections 8.18.030 and 8.18.040 relating to abandoned shopping carts to add the word "invoice" and provide for a reduction in the fee for the initial impoundment phase and an increase in the disposal fee. The fee structure is intended to encourage stores to pick. up their abandoned carts as soon as possible. In response to questions from Member Thordarson, Director Coleman advised that staff will be discussing the procedures by which stores can both pay for and pick up their carts at the Maintenance and Operations facility. I. Resolution No. 4090 01.7 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to negotiate and execute contracts with various agencies for jail space City Attorney Heid explained that Resolution No. 4090 authorizes the Mayor to negotiate with other agencies for jail services if the Page 5 Finance Committee Minutes September 5. 2006 City is not able to adequately house prisoners through its contracts with Yakima County. The Resolution provides the City with additional flexibility for jail services. J. Resolution No. 4091 02.7 A Resolution of the City Council of the City of Auburn, Washington, providing for the submission to the qualified electors of the City, at an election to be held on November 7, 2006, of a proposition regarding the creation of the Valley Regional Fire Protection Service Authority coextensive with the boundaries of the cities of Algona, Auburn and Pacific and the approval of a regional fire protection service authority plan; appointing persons to serve on the committees to draft the voter pamphlet statements for and against; and providing for other matters properly related thereto Public Safety Chief Kelly stated that Resolution No. 4091 would place the Regional Fire Protection Service Authority proposition on the November 7 election ballot. The same resolution will be before the Councils for the cities of Algona and Pacific. The Municipal Services Committee reviewed the resolution earlier this evening. City Attorney Heid advised that, because names for persons to serve on the committees to draft the statements for and against the proposition are to be included in the resolution and those names are not yet available, the Municipal Services chair will be making a separate motion to authorize the Mayor to add the names of the committee members before the Resolution is filed with King and Pierce Counties. The proposition must be filed with the counties by September 22, 2006. K. Treatment Release Update Director Heineman presented a treatment release update evaluating the effectiveness of the program since its implementation in May 2001. As of May 2006 a total of 548 offenders have been released to treatment. Just 74 of those released incurred new charges in Auburn, while 154 incurred new charges outside of Auburn for a total recidivism rate of 41.6%, much below the national average. Additionally, projected savings to the City for unserved jail time due to the treatment releases exceeded $12 million for the same five year period. The program has been beneficial for the City and for those who participated in the treatment release program. Page 6 Finance Committee Minutes September 5.2006 L. Resolution No. 4093 04.4.1 A Resolution of the City Council of the. City of Auburn, Washington, declaring an emergency with respect to the purchase and installation of hot water boiler components for the City Hall building Director Heineman reported that one of the three boilers for the City Hall building has failed and the two remaining units are inadequate to keep up with the heating demands for City Hall. The Mayor has determined that an emergency exists so as to justify the emergency contracting procedures without formal bidding. VI. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:24 p.m. APPROVED THE I g 'I:!J-. DAY OF SEPTEMBER 2006 atu~~~ 1:\clerk\finance\fca\2006fcm 09-05 Page 7