HomeMy WebLinkAbout08-05-2013 CITY .�� Finance Committee
�T August 5, 2013 - 5:30 PM
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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
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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.
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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
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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
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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
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