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Home My WebLink About05-07-2012 * Finance Committee `cmoF: `�'.�� .- May 7, 2012 - 5:30 PM Annex.Conference Room 1 '"�lNASITYNGTONi'' MINUTES I. CALL TO ORDER Chair John ParVidge called the regular meeting to order at 5:30 p.m. in Conference Room 1 located on the second floor of the City Hall Annex located at One East Main Street in Aubum. A. Roll Call Chair Partridge, Vice ChairJohn Holman and Member Largo Wales were present. City officials and staff present during the meeting were: Mayor Peter B. Lewis, Deputy Mayor Nancy Backus, City Attomey Daniel B. Heid, Chief of Police Bob Lee, Public Works Director Dennis Dowdy, Utilities Engineer Dan Repp, Street System Engineer Sefh VVickstrom, Finance Director Shelley Coleman, and City Clerk Danielle'Daskam. Also present were: King County District Court Judge Corinna Ham, King County Executive Office Director of Regional Initiatives Diane Carison, King County Budget Manager (for District Court) Heather Dean, and King CountyDirector of Probation Services Judy Garcia. B. Announcements There was no announcement. C. Agenda Modifications Resolution No. 4816 was added to the agenda under discussion items. II. CONSENT AGENDA A. Minutes of the April 16, 2012 Regular Meeting �ce Chair Holman moved and Member Wales seconded to approve the April 16, 2012 minutes. MOTION CARRIED UNANIMOUSLY. 3-0. B. Claims Vouchers (Coleman) Claims check numbers.412962 through 413461 in the amount of$1,683,602.81 and dated May 7, 2012. Committee members reviewed the claims and payroll vouchers and briefly discussed claims vouchers 413313, 413030, 413068, 413203, 413255, 413391 and 413399. Page 1 of 5 Member Wales requested an opportunity to review a previous Aubum School DisVict billing to the City for West Aubum High School. Utilities Engineer Dan Repp provided the Committee with an update on the Supervisory Control and Data,Acquisition (SCADA) project. The project is for complete replacement of control equipment for all.water, sewerand storm facilities. The total project cost is $5.6 million. The project will replace equipment from the 1960's with curreM state of the art monftoring equipment. The project also addresses physical security. Engineer Rep"p anGcipates completion of the project in December 2012. � Chair Partridge expressed concem with the amount of space provided on the voucher list for the descriptioNaccount. Chair Fartridge stated that the report does not provide sufficient space to provide an adequate description of the voucher. Finence Director Coleman and Mayor Lewis stated that the report field is a fixed fieid of 39 characters. The City does not have the ability to change the software or the format of the report. Member Wales moved and Vice ChairNolman seconded to recommend Council approval of claims and payroll vouchers. MOTION CARRIED IJNANIMOUSLY. 3-0 C. Payroll Vouchers (Goleman) Payroli check numbers 532849 through 532886 in the amount of$271,812.99 and electronic deposit transmissions in the amount of$1,202,024.25 for a grand total of$1,473,837.24 for the period covering Aprii 12, 2U12 to May 2, 2012. See claims vouchers above for approval of payroll vouchers. III. DISCUSSION ITEMS A. King County Proposal for Court Services (Coleman) Finance Directoc Coleman led the discussion regarding King County District Court's proposal for court services. She direoted the Committee to the overview in the agenda packet, which outlines the costs of court,probation, and incarceration services. King County has presented a proposal for court and probation serVices. The agenda packet atso incluiled a handout by:King County District Court, a sample interiocal agreement, and a'sample lease agreement.. Ghief Presiding Judge (for King County District Court) Corinna Ham, King County. . Executive Office Directorof Regional Initiatives Diane Carlson, King County Budget Manager(for Dishict Gourt) HeatherDean, and King County Director of Prnbation Services Judy Garcia introduced themselves. Judge Ham spoke regarding current partnerships wifh o4her cities and the history • Page2of5 of district court services. Diane Carlson, from the King County Executive's Office, spoke about the costs of contracting with District Gourt. Each budget cycle;the Courts present budget proposals to the cities whe�e court costs are discussed in detail. There are currenUy twelve participating cities and all have renewed 4heir contract. Judge Ham spokebriefly regarding the benefits of having an integrated and linked court system. In response to questions from Committee members, Judge Ham stated that one transitionaf challenge wili be converting the Gity's court system from a paper system to the District Court's electronic system. Additionally,there will be a number of review hearings to determine whether aIl persons on probation will be kept on probation. Director Coleman distributed a revised Exhibit 1 that adds a Note (2) at the bottom of the page relating ta new software for the Municipaf Court. In response to questions from Chair Par[ridge, Ms. Carlson explained that citiesare charged for the courtseniices and not the probation serVices. Probation servicesare primarily funded through protiation fees collected from the defendant. Judge Ham expiained that King County probation services includes two functions—probation officers and compliance moriitoring. The totel King Cour�ty District Court costs are estimated at$1,852,354. The cost is based on 31,000 filings, which includesapprozimately 11,000 photo enforcement tickets. Judge Ham commented that the 2010 King County costs reflecteH in Exhibit 1 will not change much in 2013 as the County costs have remained fairly stable. The cost is based on the number of filings by the City. In response to questions from Chair Partridge, Judge Ham stated that existing court staff would be abie to apply for any open pasitions with King County Court. Judge Ham also added that District Court would also be able to provide civil services such assmall claims; name changes, and civil suits up to $75,000. B. Resolution Na 4812 (Dowdy) A Resolution of the City Council of the City of Au6um, Washington, authorizing the Mayor and City Clerk to execute an IMeriocal Agreement with the City of Sumner to design and construct the East Valley Highway Resurtacing'Project Resolution No. 4812 au4horizes the City to enter irdo an Irrteriocal Agreement with the C,ity of Sumner for the design and consVuction of the East Valley Highway Resurtacing Project. Pubiic Works Director powdy advised that Cityof Sumner was able to obtain a grant in the amount of$1,443,223 from the Federai Highway Su�face Page 3 of 5 Transportation Program to resurface East Valley Highway from Forest Canyon Road in Sumnec to the King/Pierce County boundary in Aubum. The City of Aubum's local match is$42,864. City of Sumner will be the lead agency for the project. C. Horsley Leak Adjustinent Appeal (Coleman) City Council approve an additional water utility adjustment to accountnumber 28039,for Bob and Gloria Norsley, in the amount of$940.98. Finance DirectorColeman reported that the Public Works Committee recommended approval of an addi4ional water uUlity adjustment to account number 28039 for Bob and Gloria Horsley in the amount of$940.98. The owner discovered a water leak on February22, 2012. Per the customer, the leak was repaired over the caurse of three days. The utility account was billed $2,418;22;for water service and consumption of795 units, due to a leak in the service line. The owner submitted a requesf for leak adjustment on February 27, 2012. The total calculated adjustment was $2,381.95; however, the leak adjustment policy limits the credit to$500.00 for water only adjustments. The account was credited for$500.00 on March 14, 2012. The owner submitted a leak adjustment appeal on March 23, 2012. Per the policy, the customer may be considered for an additional leak adjustment up to 50°� of the remaining water portion over$500.00. D. Resolution Na 4816 A Resolution of the City Gouncil of the City of Aubum, Washington, selecting a nominee to serve as a member of the Board of Commissioners for Pierce Transit. Resolution No. 4816 was added to the agenda. Mayor Lewis advised that the Resolution expresses the Council's support for Gig Harbor City Councilmember Derek Young as the nominee for the Pierce Transit Board of Commissioners representing small cities. IV.. ADJOURNMENT There being no further business to come before the Committee, the meeting adjoumed at 6:52 p.m. APPROVED the c.�-�� day of May, 2012. � n , ohn Fartridge, hair anielle Daskam, City Clerk Page 4 of 5 Page 5 of 5