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HomeMy WebLinkAbout07-06-2010 C1TY OF FINAIVCE COMIVIITTEE ~ , rWASHINGTON JULY 6, 2010 6:00 PM, CITY HALL ANNEX CONFERENCE ROOM 2 IVIINUTES I. CALL TO ORDER Chair Nancy Backus called the meeting to order at 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 Aubum. Chair Backus and Member John Partridge were present. Vice Chair Lynn Norman was excused. Present during the meeting were Mayor Peter B. Lewis, Chief of Police Jim Kelly, Human Resources/Risk Management Director Bre,nda Heineman, Finance Director Shelley Coleman, Planning and Development Director Kevin Snyder, Development Engineer Monty Bakken, City Attorney Daniel B. Heid, and Deputy City Clerk Cathy Richardson. II. CONSENT ITEMS A. Approval of Minutes 1. Minutes of the June 21, 2010 Finance Committee meeting. ~Member Partritlge moved to approve the June 21, 2010 minutes. Chair Backus concurred. MOTION CARRIED UNANIMOUSLY. 2-0. 2. Minutes of the June 22, 2010 special Finance Committee meetang. Member Partridge moved to approve the June 22, 2010 minutes.. Chair Backus concuRed. MOTION CARRIED UNANIMOUSLY. 2-0. B. Vouchers Page 1 Finance Committee Minutes Julv 6, 2010 1. Claims F4.9.5 Claims check numbers 395977 through 396525 in the amount of $1,111,697.33 and dated July 6, 2010. 2, Payroll F4.9.2 Payroll, check numbers 529222 to 529325 in the amount of $319,971.00 and electronic deposit transmissions in the amount of $1,168,436.02 for a grand total of $1,488,407.02 for the pay period covering June 17, 2010 to June 30, 2010. Committee members reviewed the vouchers and briefly discussed voucher numbers 396236, 396363, and 396996. Committee , members also reviewed the utility rebate program process and methods of advertising. , Member Partridge moved to approve the vouchers. Chair. 6ackus concurred. MOTION CARRIED UNANIMOUSLY. 2-0. III. ORDINANCES AND RESOLUTIONS A. Ordinances 1. Ordinance No. 6315 F4.3, F6.4 ' An Ordinance of the City Council of the City of Auburn, Washington, amending Section 3.80.060 of the Auburn City Code relating to the tax on social card games Committee members briefly discussed Ordinance No. 6315. Member Partridge moved to approve and forward Ordinance No. 6315 to the full Council. Chair Backus concurred. MOTION CARRIED UNANIMOUSLY. 2-0. B. Resolutions Page 2 Finance Committee Minutes Julv 6, 2010 1. Resolution No. 4622 F5.2.15 A Resolution of the City Council of the City of Aubum, Washington, authorizing the Mayor to accept grant funds from the Washington State Department of Transportation Aviation Division in the amount of Eight Thousand Three Hundred Fifty-One Dollars and Ninety-Three Cents ($8,351.93) which represents 2 1/2% match of funds needed for runway electrical improvemenfs Director Coleman reported that Resolution No. 4622 accepts the State - grant. for the runway lighting at the Aubum Municipal Airport The City was unable to complete the runway lighting project last year . when the taxiway was completed as the bids received were over the engineer's estimate. The project went out to bid again and City of Auburn has until September 30, 2010 to accept the low bid for the runway lighting. This grant is a small portion of the funding required to complete the project. The City anticipates receiving a Federal grant of approximately $450,000 in August 2010. All costs must be in place prior to an award of a Federal grant. Member Partridge moved to approve and forward Resolution No. 4622 to the full Council. Chair Backus concurred. MOTION CARRIED UNANIMOUSLY. 2-0. IV. DISCUSSION ITEMS A. Resolution No. 4607 01.8 A Resolution of the City Council of the City of Auburn, Washington, approving and authorizing the Mayor to sign the Interlocal Cooperation Agreement between the cities of Aubum, Federal Way, Kent, Renton, Tukwila and the Port of Seattle for the creation of the Valley Civil Disturbance Unit Chief of Police Kelly stafed that Resolution No. 4607 formalizes the Valley Civil -Disturbance Unit (CDU) which is a regional law enforcement team that responds to civil unrest, protests, or large gatherings wh. ere uniformed police. presence is needed. They have been operating as Valley CDU for several years, but find that Page 3 Finance Committee Minutes Julv 6, 2010 regionalization of services is more efficient and wish to formalize the agreement between the cities and the Port of Seattle. Committee members briefly discussed Resolution No. 4607. B. Resolution No. 4616 A3.13.2 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to grant a utility easement to Comcast, Inc. Director Snyder reported that Comcast, Puget Sound Energy, and Qwest will all be working in the vicinity of 12e Avenue at the same , time. The easemenfs are related to the 124th Avenue road improvement project in the vicinity of Green River Community College (GRCC). GRCC is attempting to complete the project before the 2010-2011 school year begins. Due to the need to meet GRCC deadlines, sfaff brought Resolution Nos. 4616 and 4617 through the Public Works Committee this afternoon and request concurrence from Finance Committee members. C. Resooution Na 4617 A3.13.2 A Resolution of the Cify Council of the City of Auburn, Washington; authorizing the Mayor and City Clerk to grant a utility easement to Qwest, Inc. (See Resolution No. 4616, Item V.B, for discussion on this Item.) D. Resolution No. 4618 A3.16.6 . A Resolution of the City Council of the City ofAuburn, Washington, authorizing the Mayor to execute a Cooperative Purchasing Agreement with the City of Seattle for the purpose of entering into an Energy Services Contract Director Heineman reported that Resolution No. 4618 relates to the Resource Conservation Program with the City of Federal Way to share a Resource Conservation Manager. The purpose of the Cooperative Purchasing Agreement with the City of Seattle is to enable the City of Aubum to utilize their contract with McKinstry Essention, Inc. (McKinstry) to obtain energy conservation services. Director Heineman distributed a spreadsheet fram McKinstry displaying a list of proposed projects fo be completed at City of Page 4 finance Committee Minutes Julv 6, 2010 Auburn facilities. The City anticipates full cost recovery via grants over the next few years and a percentage earned on investments _ as incentive to complete the projects. The proposed projects include upgrading the HVAC system at City Hall. The contract with McKinstry also includes a provision to guarantee cost savings for each project or they will pay the differences. Staff `will be tracking the program to ensure the City receives the cost savings. Committee members bciefly discussed the scope of work with McKinstry, reimbursable costs, and retum on investments. V. ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 6:18 p.m. APPROVED THE /P-"DAY OF JULY 2010. , ancy 416s, Chair C y Richardson, Deputy ity Clerk Page 5