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HomeMy WebLinkAbout07-01-2013 CITY Or ' R JulyPASHINGTom Finance Committee 1, 2013 - 5:30 PM Annex Conference Room 1 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, Finance Director Shelley Coleman, Public Works Director Dennis Dowdy, and Deputy City Clerk Shawn Campbell. B. Announcements There was no announcement. C. Agenda Modifications Resolution No. 4969 and Resolution No. 4970 were added as discussion items and Resolution No. 4963 was added as an action item. II. CONSENT AGENDA A. Minutes of the June 17, 2013 Regular Meeting Member Holman moved and Vice Chair Wales seconded to approve the minutes as submitted. MOTION CARRIED UNANIMOUSLY. 3-0 B. Claims Vouchers (Coleman) Claims check numbers 423291 through 423626, in the amount of $1 ,305,250.22,and dated July 1 , 2013. Committee members reviewed claims and payroll vouchers and briefly discussed claims voucher 423469 (City Hall Remodel Phase 1) . Director Coleman informed the Committee claims voucher 423514 had been pulled, the bill was for tax preparation for the White River Page 1 of 4 Historical Society. Vice Chair Wales moved and Member Holman seconded to approve and forward claims and payroll vouchers to the full Council for consideration. MOTION CARRIED UNANIMOUSLY. 3-0 C. Payroll Vouchers (Coleman) Payroll check numbers 533890 through 533929 in the amount of $278,876.27 electronic deposit transmissions in the amount of $1 ,254,062.66 for a grand total of $1 ,532,938.93 for the period covering June 13, 2013 to June 26, 2013. See claims vouchers above for action on payroll vouchers. III. RESOLUTIONS A. Resolution No. 4970 A Resolution of the City Council of the City of Auburn, Washington, approving an interlocal agreement between the City of Auburn and the City of Pacific for municipal services City Attorney Heid presented Resolution No. 4970, approving an interlocal agreement between the City of Auburn and the City of Pacific for municipal services. A revised resolution and agreement were provided to the Committee. Mayor Lewis stated the City will receive full cost recovery and will only negotiate duties that will not impact the City's current level of service. The City will not hire additional employees to complete the work contracted from the City of Pacific. The City of Pacific is in need of assistance to bridge the gap left by the recall of their Mayor. Most of the services provided to Pacific will not extend past the end of 2013. Vice Chair Wales expressed concern for the level of service currently provided to the citizens of Auburn. Chair Partridge ask how the City of Pacific has been meeting these needs currently. Mayor Lewis stated the City Council of Pacific is unaware of the extent of the need for assistance, currently they are taking the steps necessary to keep the City running during the transition from the recalled Mayor to the new Mayor. Member Holman asked if the interlocal agreement would put the City of Auburn at greater risk for litigation. City Attorney Heid stated he saw no increased risk of liability. Vice Chair Wales moved and Member Holman seconded to approve and forward Resolution No. 4970 to the full Council for consideration. MOTION CARRIED UNANIMOUSLY. 3-0 Page 2 of 4 IV. DISCUSSION ITEMS A. Resolution No. 4966 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to accept a state grant to be administered through the Washington Traffic Safety Commission for the School Zone Flashing Beacon Project Director Dowdy presented Resolution No. 4966 authorizing the Mayor to accept a state grant to be administered through the Washington Traffic Safety Commission for the School Zone Flashing Beacon Project. The grant will allow the City to automate the flashing beacons in school zones allowing staff to control the beacon from a computer at City Hall. Vice-Chair Wales stated automating the beacons will increase accuracy. Chair Partridge noted the schools will still have to notify City of schedule changes. B. Resolution No. 4967 (Heid) A Resolution of the City Council of the City of Auburn, Washington, declaring that the City of Auburn, Washington, is officially a Purple Heart City City Attorney Heid introduced Resolution No. 4967 declaring that the City of Auburn, Washington, is officially a Purple Heart City. Mayor Lewis patterned the resolution after other cities across the country adopting similar resolutions. The resolution provides extra recognition to those who have been hurt or killed in service for their country. Chair Partridge asked what changes would be seen within the City if the resolution is approved by Council. City Attorney Heid said there may not be any recognizable changes, the City may put up signs that recognize the City of Auburn as a Purple Heart City. The recognition is a continuation of the City's efforts to recognize veterans and their contributions. C. Resolution 4962 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a license agreement between the City of Auburn and Boeing for at-grade crossing Director Dowdy presented Resolution No. 4962, authorizing a license agreement between the City of Auburn and Boeing for at-grade crossing. This agreement will allow the City to create a crossing across the railroad tracks to the City owned property. Chair Partridge stated the $200.00 a year payment seems nominal and once the agreement is in place the City can move forward Page 3 of 4 with projects at the property. D. Resolution No. 4969 A Resolution of the City Council of the City of Auburn, Washington, declaring an emergency with respect to repair of the storm drainage facilities at the Hidden Valley Vista Drainage Basin Director Dowdy presented Resolution No. 4969, declaring an emergency with respect to repair of the storm drainage facilities at the Hidden Valley Vista Drainage Basin. He explained the storm drainage failure and the current state of the pipe and hillside. The area is an extremely steep grade and the repairs need to take place before additional damage occurs. He presented a preliminary plan for the repairs and a cost estimate. If the City proceeds with the bid process the repairs will not be completed before winter and additional damage will occur to the area. Vice Chair Wales asked where the funds for the repairs will come from. Director Dowdy stated the storm fund has an available balance that will cover the repairs but the City will need to adopt a budget amendment. Chair Partridge asked if the repairs will be a permanent. Director Dowdy stated the repairs will be permanent. The pipe has degraded to the point the a total replacement is required. The City will not follow the previous design. If easements can be obtained the new pipe will go straight down the hill with anchors along the ground. E. Other Vice-Chair Wales requested a discussion item be placed on an upcoming agenda regarding developing a policy for the revenue the City receives from the sale of City owned property. V. ADJOURNMENT There being no further business, the meeting adjourned at 6:10 p.m. APPROVED this 15th day of July, 2013. <:_;�i > _ jogn Partridge, ChaiH Shawn Campbell, Deputy City Clerk Page 4 of 4