HomeMy WebLinkAbout03-18-2013 Finance Committee
March 18, 2013 - 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 at
One East Main Street in Auburn.
A. Roll Call
Chair John Partridge, Vice Chair Largo Wales and Member John
Holman were present.
City officials and staff members present included: Mayor Peter B.
Lewis, Deputy Mayor Nancy Backus, Advisor to the Mayor Michael
Hursh, Public Works Director Dennis Dowdy, Parks, Arts and
Recreation Director Daryl Faber, Finance Director Shelley Coleman,
Interim Planning and Development Director Jeff Tate, Planning
Manager Elizabeth Chamberlain, Environmental Services Manager
Chris Andersen, Utilities Engineer Dan Repp, and City Clerk Danielle
Daskam.
Also present was Scot Pondelick.
B. Announcements
1. Auburn Golf Course and High School Usage Fees (Faber)
Director Faber stated that the Municipal Services Committee has
been reviewing the high school golf team usage of the Auburn
Municipal Golf Course.
The Auburn City Code provides that the Parks, Arts and
Recreation Director is authorized to provide discounted fees and
charges to the Auburn School District or Green River Community
College golf teams for scheduled practices or matches during their
season. No fees are currently charged to the teams.
After meeting with other municipal golf course operators regarding
school team usage of their golf courses, Director Faber proposed
a new policy that establishes parameters for the usage of the golf
course by school teams without significantly changing the intent of
cooperating with the area schools. Director Faber explained that
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the City enjoys a good working relationship with the schools and
each uses the other's facilities for free. Director Faber explained
that the proposed policy will suit the needs of the school teams.
Any player usage over the policy limit would be charged at half the
junior rate.
The proposed policy would limit the teams to fifteen players (six
varsity, six junior varsity, and three alternates). Tryouts would be
limited to a maximum of four 9-hole rounds scheduled at 7:30 a.m.
weekdays in late August. During the season, team members
would be allowed to play two days per week at no charge;
Monday through Thursday only. Any additional play would be
scheduled with golf shop staff at the discounted rate. Use of the
putting green, chipping green and practice field would be at no
charge when space is available.
Director Faber will be presenting the proposed policy to school
officials for their comment.
Vice Chair Wales spoke in favor of charging fees to the school
teams to support the golf course enterprise fund.
Director Faber stated the City uses schools gyms, and the school
district uses the City's ballfields and golf course for free. The
City pays for use of school facilities for the before and after school
programs due to the need to have a custodian on site.
Director Faber stated a decision on the new policy is anticipated
before this fall when the high school golf season begins.
C. Agenda Modifications
There was no change to the agenda.
II. CONSENT AGENDA
A. March 4, 2013 Minutes
Committee members reviewed the March 4, 2013 minutes.
Chair Partridge referred to Discussion Item D, Auburn Valley Humane
Society, and suggested clarification of some of the statements.
Members agreed to modify the March 4 minutes as follows:
"Member Holman stated the City is going to need a cash infusion to
make the first quarter payment to the Auburn Valley Humane Society
(AVHS). He requested the Finance Department prepare a report with
the financial status of the City's obligation to AVHS. The City is
responsible for $240,000.00 per year payable in quarterly
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installments. Current licensing revenue will not cover the first quarter
payment. The estimated revenue for 2013 is $160,000.00 based on
prior years with King County. The City licensing revenues for January
and February were $6,000.00 for each month; March revenue is
estimated to be approximately $7,000.00. The City will have a
significant shortfall between the licensing revenue and the first quarter
payment. In addition, the City is responsible for one FTE Animal
Control Officer. Member Holman stated per his calculations the City is
paidff° approximately $558,800. $1.5 million
in tenant improvements and for purchase of the building and landitet
Member
Holman reiterated he believes AVHS is the best option for the City; he
simply would like to have a clear view of the expectations and financial
obligation for the City. He added there is not a line item in the budget
for staff time or facility repairs.
Mayor Lewis stated the City budgeted knowing first quarter revenue
would be low. There are no expenses that are above and beyond
what has been budgeted.
Chair Partridge stated the $220,080. $240,000.00 obligation is
based on the licenses purchased from King County from the previous
year. The Animal Control Officer is budgeted from the Police
Department and the capital improvements are part of the 2012
Budget. The risk the City has undertaken is if pet lieemsimg fees do not
Fettdthe difference between pet licensing fees and the contract
obligation.
Mayor Lewis requested Director Coleman add a spreadsheet to the
monthly financial report with the requested data."
Vice Chair Wales moved and Member Holman seconded to approve
the minutes as corrected.
MOTION CARRIED UNANIMOUSLY. 3-0
B. Claims Vouchers
Claims check numbers 420952 through 421290 in the amount of
$4,792,863.99 and dated March 18, 2013.
Committee members reviewed the claims and payroll vouchers and
briefly discussed claims vouchers 420974, 421026, 421160, 421173,
421216, and 421250.
Finance Director Coleman reported that procurement cards are
expected to be in use by departments by April 1. She distributed a
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sample of a procurement card reconciliation report for Committee
review.
Vice Chair Wales moved and Member Holman seconded to approve
and forward claims and payroll vouchers to the Council for
consideration.
MOTION CARRIED UNANIMOUSLY. 3-0
C. Payroll Vouchers
Payroll check numbers 533662 through 533689 in the amount of
$838,625.95 and electronic deposit transmissions in the amount of
$1 ,183,386.28 for a grand total of $2,022,012.23.
See claims vouchers above for approval of payroll vouchers.
III. DISCUSSION ITEMS
A. January 2013 Financial Report (Coleman)
Finance Director Coleman presented the January 2013 Financial
Report. She noted that revenue collections totaled $4.3 million, ahead
of the 2013 Budget of $4.1 million, due primarily to increased revenue
from utility taxes, sales tax revenue, building permits and development
service fees.
Mayor Lewis reported state legislation was recently introduced to
eliminate Streamlined Sales Tax mitigation to the cities. The City
receives approximately $2 million annually in Streamlined Sale Tax
mitigation. Mayor Lewis stated that one of the sponsors of the
legislation is 31st District Representative Cathy Dahlquist. The funds
are proposed to be re-directed to education funding.
Chair Partridge noted the Cemetery ended with a net operating
income.
Finance Director Coleman briefly reviewed the City's investment
portfolio. The total cash and investments at the end of January was
$90.6 million.
Finance Director Coleman briefly reviewed the January 2013 Sales
Tax Summary and the working capital statement.
B. Ordinance No. 6459 (Chamberlain)
An Ordinance of the City Council of the City of Auburn, Washington,
extending and amending Chapter 18.56 of the Auburn City Code,
relating to the regulation of the allowance, dimensions and location of
off-premise real estate signs
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Planning Manager Elizabeth Chamberlain presented Ordinance No.
6459. Ordinance No. 6459 will extend the City's existing off-premise
real estate sign program for an additional year. In 2011, the City
Council passed Ordinance No. 6360 establishing one year interim
zoning controls pertaining to the allowance of real estate signs not
currently permitted by existing sign regulations in the public right-of-
way or on private property related to the sale, lease or rent of
residential and non-residential development properties. The purpose
of the interim zoning controls is to assist in local economic
development associated with the sale and development of residential
and non-residential property in the city. The interim zoning controls
are due to expire on April 21 , 2013, unless extended by the City
Council.
Planning Manager Chamberlain explained additional provisions have
been added to the ordinance to prohibit advertisement of projects
outside the city limits and prevent an applicant from using the program
in the future should he/she violate any provision or approval.
Planning Manager Chamberlain reported the Planning and Community
Development Committee recommended approval of Ordinance No.
6459.
Mayor Lewis stated the program has received positive reaction from
the community, realtors, and developers.
C. Resolution No. 4920 (Chamberlain)
A Resolution of the City Council of the City of Auburn, Washington,
temporarily reducing building, planning and engineering related fees
and temporarily reducing park impact fees (PIF) for the period from the
effective date of this Resolution through December 31, 2013, for
development projects on certain real property described herein for
which completed applications have been submitted
Planning Manager Chamberlain presented Resolution No. 4920, which
sets forth additional incentives for developing within the urban center
or Downtown Catalyst Area. Resolution No. 4920 would reduce the
Park Impact Fee by 75% or to $875.00 per residential unit, and reduce
the planning, building and engineering review fees by 75%. The fee
reduction would only apply to the parcels identified in the resolution.
The fee reduction also only applies to development projects that have
received all necessary and required development approvals from the
City by December 31, 2013.
D. Resolution No. 4921 (Hursh)
A Resolution of the City Council of the City of Auburn, Washington, to
accept the Consolidated Annual Performance and Evaluation Report
(CAPER) for the 2012 Program Year
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Michael Hursh, Advisor to the Mayor, presented Resolution No. 4921,
which approves the Consolidated Annual Performance and Evaluation
Report (CAPER) for the year 2012. The CAPER is an overall review
of the housing and community development activities that were funded
by the Community Development Block Grant Program. A public
hearing on the CAPER is scheduled for this evening's City Council
meeting. The Planning and Community Development
Committee recommended approval of the CAPER at their last
meeting.
Mr. Hursh spoke briefly regarding two of the programs funded through
the Community Development Block Grant. He reported that the
Housing Repair Program projects are fully funded. He also briefly
spoke regarding the Green River Community College Small Business
Assistance Center, which provides small business training and
counseling to enable existing businesses to grow their business and
individuals starting businesses.
E. Resolution No. 4922 (Chamberlain)
A Resolution of the City of Auburn, Washington, authorizing the
acceptance of a grant from 4Culture and authorizing the Mayor and
City Clerk to execute the necessary contracts to accept said funds
Planning Manager Elizabeth Chamberlain presented Resolution No.
4922. The Resolution authorizes the acceptance of a grant from
4Culture in the amount of $3,500.00 to prepare a historic landmark
designation application for the City's Japanese American Pioneer
Cemetery.
F. Resolution No. 4923 (Andersen)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the execution of Amendment #2 to Grant Agreement No.
RCO #09-1429R with the Washington State Recreation and
Conservation Office for Phase 2 of the Fenster Levee Setback Project
Environmental Services Manager Chris Andersen presented
Resolution No. 4923. The Resolution authorizes the acceptance of a
grant amendment in the amount of $327,353.00 from the State
Recreation and Conservation Office for the Fenster Levee Setback
and Floodplain Restoration Project. The grant requires a local match
of $57,768.00, which will be provided through the grant proceeds from
King County Flood Control District (see Resolution No. 4924 for a
description of the King County Flood Control District grant).
G. Resolution No. 4924 (Andersen)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the execution of Cooperative Watershed Management
Grant Agreement No. 9.12.007 with King County for Phase 2 of the
Fenster Levee Setback Project
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Resolution No. 4924 authorizes the acceptance of a $300,000.00
grant from the King County Flood Control District for the Fenster
Levee Setback and Floodplain Restoration Project. No local match is
required.
H. Water, Sewer, and Storm Drainage Cost of Service and System
Development Charge Study (Repp)
Utilities Engineer Dan Repp reported that the Public Works Committee
is recommending that a water, sewer and stormwater utility cost of
service study be completed to assess the equity of how rates are
charged to different customer classes. The Public Works Committee
also requested a comparison of the City's system development
charges compared with other local jurisdictions. The objective of the
cost of service study is to determine the actual costs of providing utility
services to each customer class. The study is anticipated to be
complete by the end of year 2013.
IV. ADJOURNMENT
There being no further business to come before the Committee, the
meeting adjourned at 7:05 p.m.
APPROVED this 1 day of April, 2013.
4��Y
/Ohn Partridge, Chair Danielle Daskam, City Clerk
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