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
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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.
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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
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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
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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
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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.
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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
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