HomeMy WebLinkAbout12-17-2012 ciTVOF. Finance Committee
UB _ December 17, 2012 - 5.30 PM
. Annex Conference Room 1
--® WASHINGTON MINUTES
I CALL TO ORDER
Chair John Partridge called the meeting to order at 5 30 p.m in Annex
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 and Vice Chair John Holman were present. Member
Wales was excused.
City officials and staff members present included: Mayor Peter B. Lewis,
Deputy Mayor Nancy Backus, Chief of Police Bob Lee, City Attorney
Daniel B. Heid, Finance Director Shelley Coleman, Public Works Director
Dennis Dowdy, Planning and Development Director Kevin Snyder,
Principal Planner Jeff Dixon, Human Resources and Risk Management
Director Brenda Heineman, Employee Relations and Compensation
Manager Aaron Barber, and Deputy City Clerk Shawn Campbell.
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. December 3, 2012 Minutes
Vice Chair Holman moved and Chair Partridge seconded to approve the
December 3, 2012 minutes.
MOTION CARRIED UNANIMOUSLY 2-0
B Claims Vouchers (Coleman)
Claims check numbers 418928 through 419294 in the amount of
$3,401,123 59 and dated December 17, 2012.
Committee members reviewed the claims and payroll vouchers and briefly
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discussed vouchers 419096 and 419125
Vice Chair Holman moved and Chair Partridge seconded to approve the
claims and payroll vouchers.
MOTION CARRIED UNANIMOUSLY 2-0
C Payroll Vouchers (Coleman)
Payroll check numbers 533462 through 533502 in the amount of
$815,086 65 and electronic deposit transmissions in the amount of
$1,226,930 34 for a grand total of $2,042,016.99 for the period covering
November 29, 2012 to December 12, 2012.
See claims vouchers above for approval of payroll vouchers
III RESOLUTIONS
A. Resolution No 4887 (Dowdy)
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 Congressman Dave Reichert, a member
of the U S House of Representatives
Director Dowdy presented Resolution No 4887 The Resolution
authorizes a lease agreement with Congressman Dave Reichert for office
space in a City owned building. If the building is demolished prior to the
end of the lease the agreement may be voided
Vice Chair Holman moved and Chair Partridge seconded to approve
Resolution No 4887
MOTION CARRIED UNANIMOUSLY 2-0
B Resolution No 4892 (Heineman)
A Resolution of the City Council of the City of Auburn, Washington
authorizing the Mayor and City Clerk to execute a contract for public
defense services for January 1, 2013 - June 30, 2013 between the City
and the Law Offices of Matthew J Rusnak
Director Heineman presented Resolution No. 4892. She stated due
to new Supreme Court rulings regarding public defender case loads the
City will need to compile data for over the next several months in order to
advertise a Request for Bid for the Public Defender Contract in April of
2013. Employee Relations / Compensation Manager Barber stated the
budgeted amount is for one year but the contract only commits the City to
six months.
Vice Chair Holman moved and Chair Partridge seconded to approve
Resolution No 4892.
MOTION CARRIED UNANIMOUSLY 2-0
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C Resolution No 4888 (Lee)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to execute the Memorandum of
Agreement between the City of Auburn and King County for pre-design
services of a Regional Training Facility
Police Chief Lee presented Resolution No. 4888. He stated the
agreement is for pre-design work for a regional training facility at the
General Services Administration location.
Chief Lee said Valley Regional Fire Authority will partner with the City in
the future but at this time has not committed any monies to the
project. This agreement is for pre-design work to create a preliminary plan
for the facility Chair Partridge stated he is concerned about expending
funds for this project. Vice Chair Holman stated the City should be able to
secure grant funds to partially fund this project.
Vice Chair Holman moved and Chair Partridge seconded to approve
Resolution No. 4888
MOTION CARRIED UNANIMOUSLY 2-0
IV DISCUSSION ITEMS
A. Ordinance No. 6447 (Coleman)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Section 3 04 090 of the Auburn City Code relating to the
Cemetery Endowment Care Fund
Director Coleman presented Ordinance No 6447 She stated
the Ordinance changes City Code regarding endowment care fees.
Previously the fee was set as part of the Auburn City Code. Ordinance No
6447 will move the fee to the fee schedule and change the amount
charged from 15 to 10 percent.
Director Coleman stated lowering the percentage from 15 to 10 percent
will allow additional funds available for the day to day operations of the
Cemetery Chair Partridge asked if the City's plan for funding the
Cemetery will be fully funded when there is no additional revenue
from sales. Director Coleman stated without doing an actuarial study there
is not a clear answer The industry standard and Washington State law
requires a minimum of 10 percent. The City has invested the funds in a
permanent fund. By law the City can use the interest earned for capital
improvements. Chair Partridge suggested moving forward with an
actuarial study to ensure the City collects sufficient funds for the ongoing
maintenance of the Cemetery Vice-Chair Holman
requested Ordinance No. 6447 return to Finance Committee for discussion
and approval.
B Resolution No 4886 (Faber)
A Resolution of the City Council of the City of Auburn, Washington,
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amending the City of Auburn Fee Schedule relating to fees charged by the
cemetery
Director Coleman introduced Resolution No 4886 She stated the
Resolution amends the Fee Schedule to add the endowment care
contribution from 15 to 10 percent.
C Resolution No 4889 (Coleman)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to execute a services contract with the Seattle-King
County Department of Public Health for reimbursement of funds related to
2013 Local Hazardous Waste Management Program Activities
Director Coleman presented Resolution No 4889, a King County
Department of Public Health Grant for neighborhood natural yard care
The City has received this grant for several years. This one year grant is
for neighborhood natural yard care in Forest Villa, Riverwalk, Forest Ridge
and the Academy area along with hazardous waste education for both
residential and commercial properties.
D October 2012 Financial Report (Coleman)
Director Coleman presented the October Financial Report. Through the
month of October the budget to actual is on budget and sales tax is close
to budget. The expenditures are under budget due to attrition. The 2012
SCORE budget included a reserve that will not be used in 2012 so it will
roll over to 2013 The building permit fees and service fees are higher
than projected. The committee discussed the Golf Course and Cemetery
funds.
E. Arterial Street Preservation Needs - Next Steps (Dowdy)
Director Dowdy presented the Committee with options for preservation of
the arterial and collector streets within the City To bring the streets up to
a score of PCI 70 today, it would take approximately $69,000,000, if the
repairs are delayed five years the cost would increase to
$89,000,000 The City needs to budget $6,500,000 per year for road
preservation. Currently the only funds dedicated to preservation is the 1%
utility tax that equals approximately $1 ,500,000 annually The City needs
to budget an additional $5,000,000 per year If the City completes the
proposed repairs after 15 years the annual amount required would drop to
$5,000,000 per year Chair Partridge requested a map be created that
shows the road conditions if the funds are provided
F Resolution No 4890 (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 Small Public Works Contract
Number 12-22 for Project MS1203, 15th St SW and West Valley Highway
Signal Repairs
Director Dowdy stated Resolution No. 4890 is for emergency repair to
a signal light that was damaged in a traffic accident.
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The insurance payment will not cover all of the expense for the repairs.
G Resolution No 4891 (Dowdy)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to accept a grant from the Washington State
Transportation Improvement Board for the Auburn Way South and M
Street - 17th Street SE Intersection Improvements
Director Dowdy stated Resolution No 4891 accepts a Transportation
Improvement Board Grant of $450,000 for intersection improvements at
Auburn Way South and 17th Street SE and M Street. The project is
estimated to cost $705,000
H Ordinance No 6445 (Snyder)
An Ordinance of the City Council of the City of Auburn, Washington,
amending Sections 19 02.115, 19 02.120, 19 02.130 and 19 02.140 of the
Auburn City Code relating to school impact fees
Principal Planner Jeff Dixon introduced Ordinance No. 6445 He stated the
Ordinance is to revise Auburn City Code (ACC) regarding school impact
fees. ACC states there must be an annual review of the School Impact
Fees.
V ADJOURNMENT
There being no further business to come before the Committee, the meeting
adjourned at 6.20 p m.
APPROVED this 7th day of January, 2013
J hn Partridge, Chair —Shawn Ca-Mpbell, Deputy City Clerk
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