HomeMy WebLinkAbout07-15-2013 crrvoF =��
* Finance Committee
July 15; 2013 - 5:30 PM
Annex Conference Room 1
WASH WGTON MINUTES
I. CALL TO ORDER
Vice Chair Largo Wales 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 Aubum.
A. Roll Call
Vice Chair Wales and Member John Holman were present. Chair John
Partridge was excused.
Ciry officials and staff members present included: Mayor Peter B. Lewis,
Deputy Mayor Nancy Backus, Public Works Director Dennis Dowdy, Finance
Director Shelley Coleman, City Attomey Daniel B. Heid, Utilities Engineer
Dan Repp, Sewer Utility Engineer Robert Elwell, Planning Services Manager
Elizabeth Chambe�lain, Water Utility Engineer Susan Fenhaus, Innovation
and Technology Director Ron Tiedeman, and City Clerk Danielle Daskam.
Also present were Scott Pondelick, Thomas Sauers, and representatives
ftom Sharp Business Systems.
B. Announcements
There was no announcement.
C. Agenda Modi�cations
There was no change to the agenda.
II. CONSENT AGENDA
A. Minutes of the July 1, 2013 regular meeting
Member Holman moved and Vice Chair Wales seconded to approve the
minufes as submitted.
MOTION CARRIED. 2-0
B. Claims Vouchers (Coleman)
Claims voucfier numbers 423627 through 423631 and voucher
numbers 423633 through 424164 in the amount of$2,343,656.18 and dated
July 15, 2013.
Committee members reviewed the claims and payroll vouchers and briefly
discussed claims vouchers 423671 and 423675. Director Tiedeman gave a
brief update of the audio/visual upgrades that are currently underway.
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Finance Director Coleman pointed out there is a separate voucher list for
procurement card expenses: Finance Director Coleman presented a credit
card invoice reconciliation reporttothe Committee membersfortheir
review. The report provides a little more information than the voucher list
and is formatted by card holder.
Member Holman moved and Vice Ghair Wales seconded to approve and
forward the claims and payroll vouchers to the full Council for consideration.
MOTION CARRIED. 2-0
C. Claims Vouchers (Coleman)
Claims voucher number 423632 in the amount of$32,983.22 and dated July
15; 2013.
See claims vouchers above for approval of all claims vouchers.
D. Payroll Vouchers (Coleman)
Payroll check numbers 533930 through 533974 in the amount of
$873,883.66 and electronic deposit transmissions in the amount of
$1,234;234.38 for a grand total.of$2,108,118.04 for the period covering
June 27, 2013 to July 10, 2013.
See claims vouchers for approval of payroll vouchers.
III. RESOLUTIONS
A. Resolution No. 4974 (Tiedeman)
A Resolution of the City Council of the City of Aubum, Washington,
au4horizing the Mayorand City Clerk to execute a cooperative purchase
contract off the Westem States Contract Alliance (WSCA)#07912
with Sharp Business Systems in the amount of$72,607.06 for replacement
of copiers/ printers
Director Tiedeman presented Resolution No. 4974, which would authorize
the City to enter into a purchase agreement and maintenance agreement
with Sharp Business Systems for copier equipment. Director Tiedeman
explained that 10 of the 18 copiers leased by City are at the end oftheir
leases. Director Tiedeman proposes to convert the leases to purchases.
3taff recommends instituting a copier purchase plan, where feasible, viiith an
estimated four to five year replacement program. Director Tiedeman stated
the proposed plan will provide savings, trade-in value, and extended life of
machines depending upon usage. Director Tiedeman estimated savings of
$95,000.00 to $136,000.00 over the four to five year term.
Member Holman commented on the risk of purchasing obsolete technology.
Director Tiedeman stated the standard rotation for copiers is three to five
years. However, the rotation scheme allows flexibility and operational
controL
Vice Chair Wales spoke in support of the proposal and recommended an
annual analysis of the cost and any savings.
Member Holman moved and Vice Chair Wales seconded to approve and
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forward Resolution No. 4974 to the full Council for consideration.
Director Tiedeman reported the resolution will be discussed at the next
Municipal Services Committee meeting and will then be forwarded to the
City Council on August 5, 2013.
MOTION CARRIED. 2-0.
IV. DISCUSSION ITEMS
A. Resolution No. 4965 - The 0utlet Collection Street Name Change (Tate)
A Resolution of the City Council of the City of Aubum, Washington,
approving the change of private street names from "Supermall" to "OuUet
Collection"
Planning Services Manager Chamberlain presented Resolution No. 4965.
Resolution No. 4965 approves the renaming of private street names from
"Supermall" to "Outlet Collection". The Resolution was reviewed and
recommended for approval by the Planning and Community Development.
Committee.
As part of their re-branding of the Supermall, Glimcher Realty Trust, the
owner of the mall, has requested, permission to change the name of the
private streets, drives and ways that have a name containing "Supermall" to
"Outlet Collection".
Glimcher Realty Trust is responsible for paying for the cost of installing new
roadsigns containing the new name and for altering way-finding signage.
The Post Office will deliver mail addressed to the previous street name for
up to one year.
B. Resolution No. 4971 (Dowdy)
A Resolution ofthe Ciry Council of the City of Auburn, Washington,
authorizing the Mayor to execute a Payback Agreement for a Developer's
Extension (Kersey Water Improvements) between the City of Aubum and
Kersey 3 LLC
Sewer Utility Engineer Elwell presented Resolution Nos. 4971 and 4972..
Resolution No. 4971 authorizes a Payback Agreement with Kersey 3
Improvements LLC. Kersey 3 Improvements LLC completed the facility
extensions (FAC06-0013, FAC06-0037, and FAC07-0003) for water facilities
to serve their property. The water facilities were constructed in accordance
with the City of Aubum's Comprehensive Water Plan and'were builf wi#h
sufficient capacity to provide benefit to nearby properties that currently do
not have water service. The improvements include oversized water pipes
and a booster pump station.
The City of Aubum has established a Payback Agreement to provide '
reimbursement to the developer for the benefit received by those property
owners. Property owners that benefit from the extension will be assessed
when they receive a permit to connect to the water system. Payback
charges are based on front footage, area, or a combination of the
assessments. The water payback amounts are listed by parcel in the
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resolution's exhibits.
Utilities Engineer Repp explained that staff inembers review the detailed
construction costs of the developer to determine the payback amounts are
reasonable.
C. Resolution No. 4972 (Dowdy)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to execu4e a Payback Agreement for a Developer's
Extension (Kersey Sewer Extension) between the City of Aubum and Kersey
3 LLC
Sewer Utility Engineer Elwell stated the concept ofthe Payback Agreement
is the same as discussed under Resolution No. 4971. He noted the sewer
area charge is broken out 6y three separate sub-basins.
D. Resolution No. 4973 (Dowdy)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor and City Clerk to execute an Agreement between the
City of Aubum and the lowest responsible 6idder for Public Works Contract
Number 13-07 Project Number CP1120 Lea Hill Safe Routes to School
Improvements
Public Works Director powdy presented Resolution No. 4973, which
authorizes the Mayor to execute an agreement wifh the lowest responsible
bidder for Public Works Project Number CP1120, Contract 13-07, Lea Hill
Safe Routes to School Improvements.
Director powdy reported the project inctudes construction of bike lanes,
sidewalks, curb and gutter, ADA accessible ramp improvements and
pedestrian push buttons, and marked school crosswalks.
Bidswere opened on July 11th, and staff members are currently preparing
the bid tabulation and completing contractor verifications. Staff requssts
Council authorize the Mayor to award the contract to the lowest responsible
bidder to avoid delay of the project.
Vice Chair Wales expressed concern with authorizing a contract the Council
has not reviewed. Mayor Lewis responde.d that Council had authorized the
project through the budget process; the Mayor is constrained to awariJ within
the scope of the budget and must award the bid to the lowest responsible
bidder.
E. Resolution No. 4975 (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 Public Works Contract Number 13-06
for Project Number CP1302, 2013 Pavement, Patching, Chipseal, and
Overlay Project
Public Works Director powdy prese.nted Resolution 4975, whic.h authorizes
the Mayor to execute a contract with the lowest responsible bidder for Public
Works Project No. CP1302, Contract 13-06, 2013 Pavement Patching,
Chipseal and Overlay Project.
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Public Works Project No. CP1302 inclu.des the 2013 Saye Our Streets
Program and the 2013 Arterial/Collector Ravement Preservation Program.
Bids were opened on July 11th, and staff members are currently preparing
the bid tabulation and completing:contractor verifications. Staffrequests
Council authorize the Mayor to award the contract to the lowest responsible
bidderto avoid delay of the project.
Vice Chair Wales requested that fog lines be installed on 284th.
F. May 2013 Financial Report (Coleman)
Finance Director Coleman presented the May 2013 Financial Report.
Director Coleman noted General Fund revenues totaled $24.7 million and
exceed budget estimates by$1.6million. The increase in General Fund
revenues is due primarily to increases in building permit revenues, sales tax
revenues, and development service fees. General Fund expenditures were
below budget by $1.3 million due to timing of expenditures.
Finance Director Coleman reported the State will fully fund Streamlined
Sales Tax over the next biennium. There was brief discussion regarding the
dis4ribu#ion of State liquor profits and liquor excise taxes.
Vice Chair Wales commented the enterprise funds appearto be improving
their financial position.
Vice Chair Wales expressed concem with the level of parking enforcement.
Vice Chair Wales stated she expected a higher level of parking infraction
revenues with two parking enforceriment officers.
Vice ChairWales requested the next Finance Committee agenda include a
discussion item for Parking Revenues and Expenses.
G. Senior Utility Discount and Rebate Program (Coleman)
Committee members reviewed a July 15,2013 memo from Finance Director
Coleman regarding the City's utility discount and rebate program that is
offered each yearto seniors and permanently disabled residents who meet
certain income �evels.
V. ADJOURNMENT
There being no further business to come before the Committee, the meeting
adjoumed at 6:20 p.m.
APPROVED the��day of August, 2013.
�
Jo Partridge, Chair Danielle Daskam, City Clerk
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