Loading...
HomeMy WebLinkAbout08-05-2013 CITY .�� Finance Committee �T August 5, 2013 - 5:30 PM '_� C� lu u r Annex Conference Room 1 WASHINGTON MINUTES I. CALL TO ORDER 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, City Attorney Dan Heid, Innovation and Technology Director Ron Tiedeman, Police Chief Bob Lee, Advisor to the Mayor Michael Hursh and Deputy City Clerk Shawn Campbell. B. Announcements There was no announcement. C. Agenda Modifications An updated version of Resolution No. 4976 was provided to the Committee prior to the meeting and Resolution No. 4983 was added as an action item. II. CONSENT AGENDA A. Minutes of the July 15, 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 voucher numbers 424165 through 424587 in the amount of $4,491 ,621 .44 and dated August 5, 2013 Committee members reviewed claims and payroll vouchers and briefly discussed claims vouchers 423469, 424247, 424491 , 424562 and 424584. Vice Chair Wales requested a future dialog on the Human Services Program. She stated she feels strongly about supporting these programs and would like to ensure the City is using the funds in a way Page 1 of 5 that helps the groups long term. Chair Partridge requested Advisor to the Mayor Hursh add this topic to the September Committee of the Whole Meeting. including an overview of the application process. Mayor Lewis said the Human Services Committee is open to changing the underlying rules to rate groups on outcome instead of how many people they serve. Advisor to the Mayor Hursh said some of the groups that receive a small grant will continue needing assistance. Member Holman stated HUD is in the process of developing a system that gives larger donations to fewer groups with the expectation of making the group self sufficient in the future. 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 533975 through 534008 in the amount of $305,442.86 and electronic deposit transmissions in the amount of $1 ,287,358.20 for a grand total of $1,592,801 .06 for the period covering July 11 , 2013 to July 31, 2013. See claims vouchers above for action on payroll vouchers. III. RESOLUTIONS A. Resolution No. 4963 (Tiedeman) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor and City Clerk to execute a subscription agreement between the City of Auburn and Zonar for electronic fleet management service Director Tiedeman presented Resolution No. 4963. He requested the Committee remove pages 140 and 141 from the packets, they were added in error. The Public Works Committee requested the staff created spreadsheet be added as an exhibit to the contract and questioned the termination language. City Attorney Heid stated termination language protects the City in the case Zonar breaches the contract. Chair Partridge asked if the City is leasing the equipment or the subscription for services. Director Tiedeman said the agreement is for both equipment and services. There are other companies that do parts and pieces, but for the needs of the City this company offers the most comprehensive package. Zonar will also store all data per the state retention schedule for public disclosure. Page 2 of 5 Vice Chair Wales asked about training. Director Tiedeman said the shop staff, drivers and IT staff will be trained on the parts of the program that pertain to theirjob. Vice Chair Wales asked what impact this program will have on the workload of the IT department. Director Tiedeman said the program is fairly automated so the impact will be minimal. Member Holman questioned the reliability of this fleet management system. Director Tiedeman stated this system is very robust. The City checked references and this company looks to be the best fit for the City. Member Holman asked about user interface, dispatch capabilities and management oversight. Director Tiedeman said the driver will not have any direct interaction with device, if a vehicle has multiple drivers each driver will log into the vehicle before driving. Shop maintenance staff will be able to use a scan device to check error codes and engine codes. They will also likely do the installation of the product. The management portion of the program is all completely web based and very customizable. The program has custom reporting and export capabilities. The website will require training. Member Holman said the City could put a map on the website showing where the snow plows or sweepers are. Vice Chair Wales asked about the employees' response to this program. Director Tiedeman stated the program is an operational management tool that will help with City with fuel costs and streamlining processes. Human Resources has discussed this program, which will not be used solely for discipline. Vice Chair Wales stated the system also could be used to improve safety for staff. Chair Partridge asked if the City could lease the equipment. Director Tiedeman said leasing is not an option. Vice Chair Wales moved and Member Holman seconded to approve and forward Resolution No. 4963 to the full Council for consideration. MOTION CARRIED UNANIMOUSLY. 3-0 IV. DISCUSSION ITEMS A. Resolution No. 4976 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to perform the necessary actions to withdraw from the South King County Regional Water Association and from the joint operating agreement among the members of the association Director Dowdy presented Resolution No. 4976. He gave a brief background and history as to why the City no longer needs to be a member of the South King County Regional Water Association. When Page 3 of 5 the association was created the City was concerned about seismic conditions and not having water interties with surrounding jurisdictions. Since the association was created the City has built interties with the surrounding jurisdictions and developed many good programs. The City has accomplished the goal and received all the benefits available from belonging to this association. The other jurisdictions in the association will also be pulling out. Chair Partridge confirmed the surrounding jurisdictions will still have an opportunity for open dialogue. Vice Chair Wales said it is nice to see a program complete its objective and be dissolved. B. Resolution No. 4977 (Hursh) A Resolution of the City Council of the City of Auburn, Washington, approving amendment to the 2013 Annual Action Plan Update of the Consolidated Plan Advisor to the Mayor Hursh presented Resolution No. 4977. He stated the federal government has added additional Community Development Block Grant funds to the City of Auburn's grant. The City will see a net increase to the Community Development Block Grant funds and will need to amend the action plan showing the funds will be used to fund housing repair and a required analysis of fair housing practices. The City is partnering with neighboring jurisdictions for the fair housing analysis with the goal of reducing the final cost. Vice Chair Wales stated she is concerned about the food bank. She would like to see the facility housed at a better location. Advisor to the Mayor Hursh stated the construction of the one stop center will give the Council the opportunity to help places like the food bank in the next year. C. Resolution No. 4978 (Dowdy) A Resolution of the City Council of the City of Auburn, Washington, setting a public hearing date in relation to amending the 2014-2019 Transportation Improvement Program of the City of Auburn pursuant to R.C.W. Chapter 35.77 Director Dowdy presented Resolution No. 4978. This will modify the Transportation Improvement Plan (TIP) by adding two projects; a traffic signal at A Street SE and 37th Street SE and the widening of South 277th Street. Amending the TIP will allow the City to apply for grants to complete these projects. The resolution is to set a public hearing regarding adding these projects to the TIP. D. Resolution No. 4983 A Resolution of the City Council of the City of Auburn, Washington, authorizing the Mayor to negotiate and execute an agreement with the other jurisdictions of the South County Area Transportation Board Page 4 of 5 Director Dowdy presented Resolution No. 4983 King County staffs the South County Area Transportation Board, the Eastside Transportation Board and the Seashore Transportation Board. King County would like to make all of the transportation boards the same. Mayor Lewis met with the other board chairs and developed this agreement. This agreement allows for certain parameters to be uniform and all other items not covered by the agreement to go through the individual boards by-laws. All three boards and King County have agreed to this agreement. E. Parking Revenues and Expenses (Coleman) Director Colman presented information regarding parking enforcement. The department is currently short one Parking Enforcement Officer due to an injury. Chair Partridge asked why the City has not hired a replacement officer in the interim. Mayor Lewis stated union rules prohibit filling the position. Vice Chair Wales asked about the importance of parking enforcement. Chief Lee stated next to speeding, parking enforcement has the highest call volume. Chair Partridge confirmed a commissioned officer can write a parking ticket. Vice Chair Wales asked if a commissioned officers on light duty could be reassigned to parking enforcement. Chief Lee stated if an officer is on light duty they are restricted to the station. V. ADJOURNMENT There being no further business, the meeting adjourned at 6:09 p.m. APPROVED this 19th day of August, 2013. John Partridge, Chair Shawn Campbell, Deputy City Clerk Page 5 of 5