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Home My WebLink About07-16-2012 crrvoF. Finance Committee July 16, 2012 - 5:30 PM Annex Conference Room 1 WASHINGTON MINUTES I. CALL TO ORDER Chair Partridge called the 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 Auburn. A. Roll Call Chair John Partridge, Vice Chair John Holman, Member Largo Wales were present. City officials and staff members present included: Mayor Peter B. Lewis, Deputy Mayor Nancy Backus, City Attorney Daniel B. Heid, Human Resources and Risk Management Director Brenda Heineman, Risk Manager Rob Roscoe, Finance Director Shelley Coleman, Public Works Director Dennis Dowdy, Chief of Police Bob Lee, Municipal Court Judge Patrick Burns and Deputy City Clerk Shawn Campbell. Also present were Scott Pondelick, King County District Court Judge Corinna Harn, King County Director of Probation Services Judy Garcia, King County District Court South Division Director Patti Kohler, King County Executive Office Director of Regional Initiatives Diane Carlson, and King County District Court Budget Manager Heather Dean. B. Announcements There was no announcement. C Agenda Modifications There was no agenda modification. II CONSENT AGENDA A. July 2, 2012 Minutes Vice Chair Holman moved and Member Wales seconded to approve the July 2, 2012 minutes. MOTION CARRIED UNANIMOUSLY 3-0 B. Claims Vouchers Claims check numbers 415142 through 415530 in the amount of$3,435,856.05 and dated July 16, 2012. Committee members reviewed the claims and payroll vouchers and briefly discussed claims vouchers 415157, 415163, 415171, 415194, 415248, 415300, Page 1 of 4 415319, 415423, 415474, and 415530. Vice Chair Holman moved and Member Wales seconded to approve claims and payroll vouchers. MOTION CARRIED UNANIMOUSLY 3-0 C Payroll Vouchers Payroll check numbers 533053 through 533087 in the amount of$903,077.01 and electronic deposit transmissions in the amount of$1,200,895.91 for a grand total of$2,103,972.92 for the period covering June 28, 2012 to July 11, 2012. See claims vouchers above for approval of payroll vouchers. III ACTION A. Property Damage Release (Heineman) City Council accept property damage settlement from GEICO Risk Manager Rob Roscoe explained a person damaged City property in the winter of 2011 The individual's insurance has a policy limit of$25,000. The property damage was approximately $49,466. GEICO insurance has presented the City with a settlement offer of$25,000 in exchange for a full release of further liability Mr Roscoe said he has consulted the legal and public works departments and all parties agree to recommend the City accept the insurance company's offer Chair Partridge asked whether the City is aware of whether the individual has assets. He requested staff make a counter offer to require the individual who damaged City properly to be held accountable for the additional amount beyond the insurance limit. Vice Chair Holman said he is concerned preparing for court would cost as much or more than the amount in question. Chair Partridge requested a policy be created with amounts and situations to guide Council on these decisions. City Attorney Heid said each situation is very different and creating a policy would be extremely difficult. Director Coleman said these situations are evaluated on a case by case basis. Chair Partridge requested staff compile the different options available and return to the committee for further discussion. IV DISCUSSION ITEMS A. May 2012 Financial Report (Coleman) Committee members reviewed the May 2012 Financial Report. Director Coleman noted sales tax revenue is down month over month from 2011 Chair Partridge said sales tax revenue is still exceeding budgeted amount. Mayor Lewis stated sales tax revenue is an indicator on the economy and it is something Page 2 of 4 he watches very closely Director Coleman stated property tax revenue shows an increase but will be depleted over the next several months until property taxes are due again. The water and sewer enterprise funds are lagging, but with the rate increase implemented the revenue is expected to increase. The golf course operating fund does not show the $350,000 loan amount, but the funds are available for the golf course. Director Coleman also explained the sales tax transfers to the State of Washington resulting from the 2011 legislative session. B. Ordinance No. 6417 (Coleman) An Ordinance of the City Council of the City of Auburn, Washington, repealing Chapter 2.14 of the Auburn City Code relating to municipal court system City Attorney Heid stated Ordinance No. 6417 would eliminate the Auburn municipal court. Chair Partridge questioned the effect should Council pass the Ordinance but not the corresponding resolutions. City Attorney Heid said the Ordinance would eliminates the court and the City would need to find alternatives to the current agreements. City Attorney Heid added the Ordinance needs an effective date added in the language before it can be certified. C. Resolution No. 4833 (Coleman) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute an interlocal agreement between the City of Auburn and King County for district court services City Attorney Heid said the agreement has been updated with information and data for the City of Auburn. Councilmember Partridge questioned the one time technology fee and the sinking fund fee. Director Coleman explained the City of Auburn would not be assessed any part of the one time technology fee. A representative from King County District Court explained the member cities have a discussion on spending the sinking fund. The King County Court would bring a proposal to the member cities for discussion and agreement before any funds are spent. She added the county will pass along fees for general maintenance to the city that are under$100,000. City Attorney Heid stated a group of employees have asked for recognition as a bargaining unit through Public Employment Relations Commission. The City will process the request within the law and address the impacts of the Council decision regarding the new bargaining unit. He said staff will bring those items back to Council at a later time. D Resolution No. 4834 (Coleman) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a lease agreement between the City of Auburn and King County for district court services in Auburn's court facilities Page 3 of 4 Director Coleman stated this is an agreement for King_ County District Court to lease court space from the City E. Resolution No. 4840 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to award and execute an agreement with the lowest responsible bidder for construction of public works contract number 12-14 for project EM0902, Flood Control Barrier Removal Director Dowdy requested Council give the Mayor the authority to authorize an agreement with the lowest responsible bidder for Public Works Project EM0902 Flood Control Barriers Removal Project. The bid opening is scheduled for July 17, 2012, and the City would like to start the project as soon as possible. Director Dowdy stated 75% of the funding for the project is from the King County Flood Control District and 25% is a loan from the District to the City V ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 6:33 p.m. APPROVED the 6 ay of August 2012. 1 d2ZL� J n'Partridge, Chair Shawn Campbell, Deputy City Clerk Page 4 of 4