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HomeMy WebLinkAboutITEM III-DFINANCE COMMITTEE WASHINGTON JUNE 21, 2010 6:00 PM, CITY HALL ANNEX CONFERENCE ROOM 2 MINUTES I. CALL TO ORDER Chair Nancy Backus called the meeting to order 6:00 p.m. in Conference Room No. 2 located on the second floor of the City Hall Annex located at One East Main Street in Auburn. Chair Backus, Vice Chair Lynn Norman and Member John Partridge were present. Present during the meeting were Mayor Peter B. Lewis, City Attorney Daniel B. Heid, Finance Director Shelley Coleman, Acting Planning and Development Director Kevin Snyder, Chief of Police Jim Kelly, Planning Manager Elizabeth Chamberlain, Public Works Director Dennis Dowdy, Assistant City Engineer Ingrid Gaub, Risk Manager Rob Roscoe, Employee Relations and Compensation Manger John Fletcher, and City Clerk Danielle Daskam. Members of the audience included Wayne Osborne. II. CONSENT ITEMS A. Approval of Minutes 1. Minutes of the June 7, 2010 Finance Committee meeting. Member Partridge moved and Chair Backus seconded to approve the June 7, 2010 minutes. MOTION CARRIED UNANIMOUSLY. 3-0. 6. Vouchers Claims F4.9.5 Claims check numbers 395551 through 395976 in the amount of $4;164,508.44 and dated June 7, 2010. 2. Payroll F4.9.2 Page 1 Finance Committee Minutes June 21, 2010 Payroll check numbers 529117 through 529221 in the amount of $807,404.94 and electronic deposit transmissions in the amount of $1,178,126.33 for a grand total of $1,985,531.27 for the period covering June 3, 2010 to June 16, 2010. Committee members reviewed the vouchers and briefly discussed voucher numbers 395556, 395851 and 395703. Chair Backus questioned the accuracy of voucher 395851. Director Coleman recommended that the Committee exclude voucher 395851 from their approval. Vice Chair Norman moved and Member Partridge seconded to approve the vouchers with the exception of claims voucher 395851 in the amount of $75. MOTION CARRIED UNANIMOUSLY. 3-0. III. ORDINANCES AND RESOLUTIONS A. Ordinances 1. Ordinance No. 6313 F3.22 An Ordinance of the City Council of the City of Auburn, Washington, amending Ordinance No. 6215, the 2009-2010 Biennial Budget Ordinance as amended by Ordinance Nos. 6226, 6246, 6278, 6285 and Ordinance No. 6299 authorizing amendment to the City of Auburn 2009-2010 Budget as set forth in Schedule "A" Director Coleman distributed a memo dated June 21, 2010 regarding budget amendment summary worksheet. She explained that the main focus of Ordinance No. 6313 (budget amendment #6) is to adjust the estimated beginning fund balance or working capital of all funds to correspond to the actual fund balances after completion of the City's financial report audit. Director Coleman highlighted other budget amendments relating to the promenade and City Hall Plaza projects, property acquisition for the M Street Grade Separation project, and King County animal services. Page 2 Finance Committee Minutes June 21, 2010 Vice Chair Norman moved and Member Partridge seconded to approve and forward Ordinance No. 6313 to the full Council. MOTION CARRIED UNANIMOUSLY. 3-0. B. Resolutions 1. Resolution No. 4602 01.1 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an Interlocal Agreement befinreen the City of Auburn and King County for Animal Services Risk Manager Roscoe presented Resolution No. 4602, which is on the Council agenda for this evening. Mr. Roscoe advised that the King County Council approved the contract earlier today with no change. The agreement presented to Council this evening is for a term of two and one half years. Committee members discussed article 6 of the contract regarding reconciliation of estimated payments and actual costs and revenues. The County will be required to prove the City's usage of the system by providing addresses for the intake records to ensure that the City is not being billed for addresses outside the city limits. Committee members also discussed the annual budget inflator cap. The inflator cap is the maximum amount the budgeted total allocable costs may be increased from one service year to the next and is based on the September CPI- U for the Seattle-Tacoma-Bremerton area plus the rate of population growth for the preceding year. In response to questions from Member Partridge, Finance Director Coleman stated the cost of the service contract will be borne by the General Fund. Committee members discussed marketing efforts to increase licensing revenues for the City. Mayor Lewis advised that budget amendment #6 includes funding for a marketing position for animal services. Page 3 Finance Committee Minutes June 21, 2010 Vice Chair Norman moved and Member Partridge seconded to approve and forward Resolution No. 4602 to the full Council. MOTION CARRIED UNANIMOUSLY. 3-0. 2. Resolution No. 4608 A1.4.1, A3.16.6 A Resolution of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an agreement befinreen the City of Auburn and Olympic Security, Inc., for court security services Committee members reviewed Resolution No. 4608 which would authorize an agreement with Olympic Security, Inc., for court security services. An agenda modification was distributed to transmit a revised agreement which corrects scrivener's errors in the insurance amounts. Vice Chair Norman moved and Member Partridge seconded to approve and forward Resolution No. 4608 to the full Council. MOTION CARRIED UNANIMOUSLY. 3-0. IV. DISCUSSION ITEMS A. Ordinance No. 6312 F4.8 An Ordinance of the City Council of the City of Auburn, Washington, amending Sections 2.03.030 and 12.04.050 of the Auburn City Code relating to authority of the Mayor Public Works Director powdy presented Ordinance No. 6312 which authorizes the Mayor to negotiate agreements and execute documents necessary to complete the acquisition of real property and the relocation of inhabitants required to complete City projects falling within the scope of the Mayor's authority. B. Consultant Agreement No. AG-C-383 03.4.1.1, 04.9.1 CP1005 City Council grant permission to enter into Consultant Agreement No. AG-C-383 with KPG, Inc. for Engineering Services for Project No. CP1005, The South Division Street Promenade Project. Page 4 Finance Committee Minutes June 21, 2010 Committee members reviewed Consultant Agreement No. AG-C- 383. Public Works Director powdy explained that the agreement is for the design element for the promenade. C. Resolution No. 4609 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an agreement between the City of Auburn and the lowest responsible bidder for Public Works Contract No. 09-04, Project No. CP0819, Peasley Canyon Road Culvert Replacement Public Works Director powdy explained that Resolution No. 4609 authorizes the Mayor to award the contract for Project CP0819, the Peasley Canyon Road Culvert Replacement, to the lowest responsible bidder to allow the earliest start of the procurement to occur keeping the project on schedule for completion. The project has permit restrictions that require that all in-stream work must be completed by September 30tn D. Puyallup River Corps General Investigation Study Public Works Director powdy distributed a spreadsheet received from Pierce County entitled Near Term Funding for the Puyaltup River General Investigation New Start - Distribution of Local Match. Mayor Lewis stated that the allocation of local match for the Puyallup River Corps General Investigation Study is disproportionate as the formula utilizes the City's overall population rather than the City's population within Pierce County only. Mayor Lewis reported that he conveyed his opposition to the proposed local match allocation and asked that Pierce County recalculate the allocations using only the City's population in Pierce County. E. Ordinance No. 6314 01.8 An Ordinance of the City Council of the City of Auburn, Washington, amending Chapter 8.24 of the Auburn City Code relating to fireworks Chief of Police Kelly presented Ordinance No. 6314 which would amend the current fireworks ordinance essentially banning all fireworks with the exception of sparklers. Public displays of fireworks would be permitted. The ordinance is being brought forward through the Municipal Services Committee. Page 5 Finance Committee Minutes June 21, 2010 Chief Kelly advised that the Muckleshoot Indian Tribal Council passed an ordinance that prohibits the discharge of fireworks on Indian land after the hours of 10:00 p.m. Monday through Thursday, after midnight on weekends, and after 2:00 a.m. on the fourth of July. Chief Kelly reported that only finro fireworks complaints associated with Indian land were received last weekend. Mayor Lewis requested information from the Planning Department on the number of licensed fireworks stands in the city of Auburn and their affiliation, if any, with non-profit organizations. City Attorney Heid reminded the Committee that state law provides that if a jurisdictions wishes to restrict the types of fireworks that are sold, it takes one year for the restrictions to become effective. Chief Kelly stated that enforcement would be simplified if all fireworks were banned with the exception of sparklers. The ordinance would provide an easier demarcation between those fireworks that are permitted and those that are not. Chair Backus expressed reluctance in taking away a family Fourth of July celebration and tradition. F. Resolution No. 4606 F5.4.1 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to accept grant funds from the U.S. Department of Justice for a Byrne Memorial Justice Assistance Grant Chief of Police Kelly stated that Resolution No. 4606 authorizes the acceptance of a$42,784 grant from the U.S. Department of Justice. The grant funds are used to support community policing efforts. G. Iron Horse Casino Mayor Lewis reported the City received a request from Iron Horse Casino to reduce the City's gambling tax on card rooms from 12% to 4% for four years and place the Casino's tax owing of $317,000 on a promissory note. Finance Director Coleman reviewed the audited 2005 through 2009 financial statements of the Casino and in her opinion determined that with the current gambling tax rate, Page 6 Finance Committee Minutes June 21, 2010 the Casino would likely not be able to continue operations. Administration is recommending a two year reduction of the gambling tax on card rooms. Chair Backus and Member Partridge expressed support for Administration's recommendation and strict compliance with the payment of the promissory note. Vice Chair Norman expressed opposition with the proposal. H. April Monthly Financial Report Committee members reviewed the April financial report. V. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 7:08 p.m. APPROVED THE DAY OF JULY 2010. Nancy Backus, Chair Danielle Daskam, City Clerk Page 7 FINANCE COMMITTEE WASHINGTON JUNE 22, 2010 CITY HALL COUNCIL CONFERENCE ROOM SPECIAL MEETING MINUTES I. CALL TO ORDER The special meeting of the Finance Committee was called to order at 10:00 a.m. in the Council Conference Room at Auburn City Hall, located at 25 West Main Street in Auburn. Committee Members present were: Vice Chair Lynn Norman and Member John Partridge. Chair Nancy Backus was excused. Also present during the meeting were Mayor Peter B. Lewis, Councilmember Virginia Haugen, Finance Director Shelley Coleman, Finance Planning Manager Karen Jester, Financial Accounting Manager Dunyele Mason, and City Clerk Danielle Daskam. Representatives from the Washington State Auditor's Office present were: Audit Manager James Griggs and Assistant Audit Manager Michael Pursley. II. WASHINGTON STATE AUDITOR'S OFFICE EXIT CONFERENCE The purpose of the special meeting was to review the annual audit conducted by the Washington State Auditor's Office. The State Auditors distributed the Washington State Auditor's Office Exit Conference summary. Mr. Pursley introduced himself and Audit Manager James Griggs. Mr. Pursley reviewed the following audit components: * Audit Scope * Accountability for Public Resources and Legal Compliance o Cash Receipting o Utilities Billing and Receipting o General Disbursement o City Jail o Municipal Airport o Procurement - Public Works Projects * Financial Statements * Federa► Compliance Page 1 Finance Committee Special Meetinq Minutes June 22, 2010 o Community Development Block Grants o Airport Improvement Program o Edward Byrne Memorial JAG Grant • Audit Reports o Accountability Report o Financial Statement Reports o Single Audit Report o CAFR (Comprehensive Annual Financial Report) Letter • Additional Required Communications o There were no significant difficulties encountered or disagreements with entity management during the audit. o There were no material misstatements corrected by management during the audit. • Reporting Levels o Findings - There were no findings. o Management Letters - There were no Management Letters. o Exit Items - There were four minor exit items. The State Auditors thanked City officials for their cooperation during the audit. Mr. Pursley also reviewed key rations for the years 2007, 2008 and 2009 and an audit cost evaluation for the 2009 audit. III. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 10:22 a.m. APPROVED THE DAY OF JULY 2010. Nancy Backus, Chair Danielle Daskam, City Clerk Page 2