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Home My WebLink About08-20-2012 8-20-2012 crryor_ --- •_ Finance Committee August 20, 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, and Member Largo Wales were present. City officials and staff members present included: Mayor Peter B. Lewis, City Attorney Daniel B. Heid, Human Resources and Risk Management Director Brenda_Heineman, Public Works Director Dennis Dowdy, Finance Director Shelley Coleman, and City Clerk Danielle Daskam. Also present was Scot Pondelick. B. Announcements There was no announcement. C Agenda Modifications There was no change to the agenda. II. CONSENT AGENDA A. August 6, 2012 Minutes Member Wales moved and Vice Chair Holman seconded to approve the August 6, 2012 minutes. MOTION CARRIED UNANIMOUSLY 3-0 B. Claims Vouchers Claims check numbers 416023 through 416398 in the amount of $9,899,403 56 and one wire transfer in the amount of $435,302.17 and dated August 20, 2012. Committee members reviewed the claims and payroll vouchers and briefly discussed claims vouchers 416029, 416075, 416028, 416127, 416232, and 416341 Member Wales inquired regarding granting honorariums and whether there is an established policy Mayor Lewis advised that state law allows the granting of honorariums and offered to provide the members a copy of the law Page 1 of 5 Vice Chair Holman inquired regarding the use of a procurement card rather than open purchase orders. Finance Director Coleman reported that a proposal and draft policy for the use of procurement cards will be forthcoming. MOTION CARRIED UNANIMOUSLY 3-0 C Payroll Vouchers (Coleman) Payroll check numbers 533123 through 533157 in the amount of $829,704.69 and electronic deposit transmissions in the amount of $1,233,580 52 for a grand total of$2,063,285.21 for the period covering August 2, 2012 to August 15, 2012. See claims vouchers above for approval of payroll vouchers. III. RESOLUTIONS A. Resolution No. 4842 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, declaring certain items of property as surplus and authorizing their disposal Public Works Director Dowdy advised that Resolution No. 4842 declares certain items of property as surplus. The property requested for surplus includes a 2005 Ford Taurus destroyed by fire and a 2004 Ford water service truck that has been replaced. The property also includes several water utility inventory parts that are obsolete. Vice Chair Holman moved and Member Wales seconded to approve and forward Resolution No. 4842 to the full Council. MOTION CARRIED UNANIMOUSLY 3-0 B. Resolution No. 4807 (Reid) A Resolution_ of the City Council of the City of Auburn, Washington, revising the City's policy on membership in professional organizations and in civic, service and community organizations Chair Partridge stated that he does not support moving forward Resolution No. 4807 to the full Council. Chair Partridge stated that the City of Auburn benefits from public officials' participation in business and professional associations, service clubs and civic organizations. He added that the Washington State Auditor finds that the policy is legal, and the budget impact is minimal. Chair Partridge stated that he believes the Councilmembers understand how Councilmembers are perceived by their community Chair Partridge stated that he supports access to the program for those Councilmembers who need to. Vice Chair Holman moved and Member Wales seconded to postpone Resolution No. 4807 to the September 17, 2012 Finance Committee Page 2 of 5 meeting. Vice Chair Holman and Member Wales spoke in favor of the motion. Vice Chair Holman advised that not all Councilmembers will be in attendance at tonight's Council meeting. Member Wales stated that all Councilmembers should have the opportunity to vote on the resolution. There was brief discussion regarding the origins of the policy Member Wales stated that she understood that the policy was initially intended for management staff and to encourage their participation and leadership in civic and service organizations. Member Wales stated that she believes it is disingenuous for Councilmembers to have their dues paid for membership in civic and community organizations that many times serve as the springboard for a Councilmember's own election. Mayor Lewis stated that the policy was originally drafted for managers and supervisors who lived outside the city to encourage their participation in the community Those who took advantage of the policy were expected to seek leadership positions in the club's organization. Mayor Lewis also stated that former Councilmember Gene Cerino recently reminded him that some Councilmembers may have a limited income and would not otherwise be able to participate in service and civic clubs without the benefit of the policy Chair Partridge stated that most people join a service club to benefit the community rather than look at the membership as an advantage in an election for office. Vice Chair Holman stated that he believes the issue is of personal ethics. He stated that as a member of Rotary, his chances of becoming elected to the Council were enhanced. He believes that as a seated Councilmember, he would have an advantage over an opponent. Vice Chair Holman stated that he believes the payment of dues for Councilmembers' membership in service clubs and civic organizations is a subsidy and is an issue of personal ethics. Mayor Lewis stated he understood Vice Chair Holman's personal view, but that the State Auditor finds that the policy is permissible. MOTION CARRIED UNANIMOUSLY 3-0 IV DISCUSSION ITEMS A. June 2012 Financial Report (Coleman) Finance Director Coleman presented the June 2012 Financial Report. She noted that General Fund revenue collections totaled $25 9 million and compare to budget-to-date of $25 1 million and collections of $26 0 million for the same period last year General Fund expenditures totaled $24.9 million. 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Chair Partridge stated the audit report contained no findings, and he congratulated Finance Director Coleman on a successful audit. V ADJOURNMENT There being no further business to come before the Committee, the meeting adjourned at 6 45 p.m. APPROVED the 4th day of September 2012. ,�J-i �) Q,�-- t," John artridge, Chair Danielle Daskam, City Clerk Page 5 of 5