HomeMy WebLinkAbout04-15-2013 '� Finance Committee
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April 15, 2013 - 5:30 PM
Annex Conference Room 1
. wnst��NCTON MINUTES
I. CALL TO ORDER
Chair John Partridge called fhe meeting to orderat 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
Ghair John Partridge, �ce Chair Largo Wales and Member John
Holman were present.
City officials and staff members present included: Mayor Peter B.
Lewis, Finance Director Shelley Coleman, City Attomey Daniel B.
Heid, Innovation and Technology Director Ron Tiedeman, Public
Works Director Dennis Dowdy, 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. Minutes of the April 1, 2013 Meeting
Member Holman moved and Vice Chair Wales seconded to approve
the April 1, 2013 minutes.
MOTION CARRIED UNANIMOUSLY: 3-0
B. Claims Vouchers (Coleman)
� Claims check numbers 421592 through 421875 in the amount of
$4,850,174.97 and dated April 15, 2013.
Committee members reviewed the claims and payroll vouchers and
briefly discussed claims voucher numbers 421592, 421794 and
421874.
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Vice Chair Wales moved and Member Hol.man seconded to approve
and forward the claims and payroll vouchers to the full Council for
consideration.
MOTION CARRIED UNANIMOUSLY. 3-0
C. Payroll Vouchers (Coleman)
Payroll check numbers 533722 through 533755 in the amount of
$852,513.66 and electronic deposit transmissions in the amount ofi
$1,175,116.50 for a grand total of$2,027,630.16 for the period
covering March 28, 2013 -April 10, 2013..
See claims vouchers above for action on payroll vouchers.
III. DISCUSSION ITEMS ,
A. February 2013 Financial Report (Coleman)
Finance Director Coleman presented the February 2013 Financial
Report. Committee members reviewed General Fund revenues and
expenditures to date and the status ofthe enterprise funds.
Director Coleman noted that General Fund revenues totaled $7.5
million year-to-date, wh,ile expenditures totaled $7.8 million. Property
tax revenues are expec#ed in April 2013.
Director Coleman pointed out that:revenues under Public Safety
previously included probation fees. King County District Court retains
the probation fees for their probation program. The City will no longer
be receiving probation revenue; and the budget will be adjusted in the
future to reflect the change.
Director Coleman cautioned that some of the General Fund revenues
are received quarterly and will be reflected in future monfhly reports.
Director Coleman noted that the City h,as received increased permit
and plan review fees due to fhe permitting for several large projects,
including the Aubum High School Reconstruction and Modernization
project.
Director Coleman po.inted out that the monthly financial report includes
a new graph for pet licensing, and fhe graphs for the Goff Course and
Cemetery include a new data point for 2013 operating expenses.
Ghair Partridge stated that thus far in 2013, 60 percent of those who
licensed their petswith King County at thistime last year
have relicensed their pets with Aubum. Mayor Lewis stated that he
expected pet license receipts to be higher. In taking pet licensing over
from King County, it is hoped that over a period of time and developing
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a relationship with the humane society and the veterinarians, that the
licensing numbers can be increased.
In response to a question from Member Holman, Finance Director
Coleman reported that she will be giving a financial analysis related to
the City's contract for services with Au6urn Valley Humane Society af
the next Municipal Services Committee.
B. Resolution No. 4932 (Tiedeman)
A Resolution of the City Council ofthe City of Auburn, Washington,
authorizing the Mayor and City Clerk to execufe a contract for services
with Avidex Indusfries, LLC for audio visual systems
Innovation and Technology Director Tiedeman presented Resolution
No. 4932 approving a conYract with Avidex for the upgrade of
audiovisual equipment; services and technology in City facilities.
Originally the. project was funded through budget;and franchise fees to
upgrade the Council Chambers AV equipment only. However, after
reviewing the needs of#he City and the cost of upgrading the Council
Chambers alone, staff recommends utilizing Avidex expertise to
identify a scalable solution to vpgrade and enhance technology with
the abili4y to expand City services now and in the future. The project
includes the entire City Fiall, including Council Chambers, meeting
rooms, second floor, digital signage, and golf course, with the ability to
extend out to other facilities.
The current system is essentially proprieta.,ry and overten years old.
The proposed solution creates a framework of engineering and
technical standards that will allow IT staff to continue adding services
in the future.
Mayor Lewis stated that each department pays a portibn of their
budget to an 'intertund for innovation and technology maintenance
seniices and replacement.
MemberHolman e.xpressed concern about expending $50,000#or IT
equipment at the golf course. Member Holman suggested that the
Council reVisit the plans for the IT improvements at the golf course
before the funds are expended.
Finance Director Coleman reminded that each department, including
the Golf Course, pays a portion of their budget for IT interfund
services. Additionally, franchise fees paid by Comcast can be used for
either General Fund or any enterprise fund IT services.
Director Tiedeman explained that the golf course improvements
include technology improvements to the banquet room, pro shop, and
event displays. The technology improvements are considered forthe
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business side of the enterprise to encourage more tournaments and
more use of the banquet facilities.
Mayor Lewis reiterated that each department, including the Golf
Course, pays a portion of theirbudget for IT interfund services. The
funds are not intended for any other use other tha.n technology
improvements.
Member Holman stated that he may offer an amendme,nt at the
Council meeting this evening to adopt Resolution No. 4932 but require
furtherCouncil review prior to any expenditurefor the golf course
equipment.
C. Utility Amnesty Program (Coleman)
Finance Director Coleman reviewed the City's utility amnesty program
that was offered recently to utility customers with delinquent accounts.
Director Coleman reported that the City has a considerable customer
base of accounts without water service, but are served with sewer,
storm and refuse service. Annexations over 4he past several years
have brought areas into the city ttiat are serviced by other water
purveyors. The City has not been successful in obtainmg pasf due
accounts through the legal process, which is costly in time and not
efficient.
Earlier this year there were 342 delinquent accounts owing $547,193.
Rather than sending them to collection, each were offered an
opportunityto pay the principalamount, without penalty or
interest, within thirty days. Approximately 80 customers took
advanfage of the amnesty program, which cleared approximately
$98,000 in account balances. The remaining accounts have been
turned over for pre-collection. For those accounts not paid during pre-
collection, the collection agency will add their fee and proceed with
collection efforts.
Director Coleman advised that in the case of bankruptcies,the
accounts are written off. Other uncollectible accounts will be placed
as a lien on the property.
D. Advertising Budgets
In response to an earlierinquiry from Chair Partridge, Finance Director
Coleman reported the advertising budget for the cemetery was
$14,000 in 2012 and $15;900 for 2013. The advertising budget for the
golf course was $6,000 in 2012 and $6;000 in 2013.
IV. ADJOURNMENT
There being no further business to come before the Committee, the meeting
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adjourned at 6:50 p.m.
APPROVED this 6th day of May, 2013.
�
ohn Partridge, Chair anielie Daskam, City Clerk
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