HomeMy WebLinkAbout11-18-2013 * Finance Committee
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November 18, 2013 - 5:30 PM
Annex Conference Room 1
WASHINGTON MINUTES
L CALL TO ORDER
Vice Ghair,Largo Wales called th.e meeting to order at 5:30 p,m. in Annex
Conference Room 1 located on the second floor of the City Hall Annex
located at One East Main Street in Aubum.
A. Roll Call
Vice Chair Largo Wales and Member Holman were present. Chair John
Partridge was excused.
Officials and staff inembers present inciuded: Mayor Peter B. Lewis,
Public Works Director Dennis Dowdy, Human Resources and Risk
Management Director Brenda Heineman; Finance DirectorShelley
Coleman, Advisor to the Mayor Michael'Hursh, City Attomey Daniel B.
Heid, Economic DeVelopment Planne� Bill Thomas, and City Clerk
Danielle Daskam. Also present was Nancy Wyatt, Presideht and Chief
Executive Officer of the Aubum Area Chamber of Commerce.
B. Announcements
- There was no announcement.
C. Agenda Modifications
� Ordinance Nos. 6486 and 6490 were added to the agenda.
II. CONSENT AGENDA
A. November 4, 2013 Minutes
Member Holman moved to approve the November 4, 2013 minutes as
distributed. Vice Chair Wales concur.r�ed.
MOTION CARRIED. 2-0
B. Claims Vouchers (Coleman)
Claims voucher numbers 426053 through 426245 in the amount of
$4,878,842.98 and two wire transfers in the amount of$13,506.75 and
dated November 18,2013.
Member Holman moved to approve the claims and payroll vouchers.
Vice Chair Wales concurred.
MOTION CARRIED. 2-0
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C. Payroll Vouchers (Coleman)
Payroll check numbers 534225 th.rough 534255 in the amount of
$879,171.23 electronicdeposit transmissions in the amount of
$1,231,319.79 fora grand totai of$2,110,491.02 for the period covering
October 31,2013 to November 13, 2013.
See claims vouchers above for approval of payroll vouchers.
D. Contract 12-18 City Hall Remodel, Phase 9 (Hursh)
City Council to accept Final Pay Estimate for City'Hall Remodel-Phase I,
Gontract No. 12-18, Lincoln Construcfion, Inc.
Economic Development Planner Bili Thomas presented the request for
Final Pay Estimate and acceptance of the City Hail Remodel-Phase 1
Project, Contract No. 12-18, to Lincoln Construction, Inc.
The City Hall Remodel-Phase 1 Project included the renovation of the
City. Hall second floor including a.11 construction, electrical,'heating
ventilation and cooling, plumbing systems and fixtures, fumiture; and
equipment to accommodate the relocation of the o�ces of Mayor, City
Gouncil, Human Resources; and conference rooms.
In response to questions from Committee members, Mr. Thomas
expiained that the second floor space had been originaliy designed for
another use and ultimately 6ecame the Mayor, City Council, and Human
Resources offices.
Mr. Thomas reported that the second phase of the renovation is
approximately 60 percent designed. The second phase includes space
for the Legal Department, lobby imp�ovements, and the wellness center.
Member Holman moved to approve Finaf Pay Estimate for Contract No.
12-18 and accept the project. Chair Wales concurred.
MOTION CARRIED. 2-0
III. ORDINANCES
A. Ordinance No. 6475 (Coleman)
An Ordinance of the Ciry Councii of the City of Aubum, Washington,
establishing the levy for regular property taxes by the Ciry of Aubum for
coilection in 2014 for general City operationaF purposes in the amount of
$15,792,046.00
Finance Di�ector Coleman presented Ordinance No. 6475. Ordinance
No. 6475 sets the property tax levy for 2014.
Member Holman moved to approve and forward Ordinance No. 6475 to
full Council for consideration. Vice Chair Wales concurced.
MOTION CARRIED. 2-0
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�
B. Ordinance No. 6486
An Ordinance of the City Council of the City of Aubum, Washington,
amending Section 2.63.160 ofthe Aubum City code relating to sick leave
Human Resources and Risk Management Director Heineman presented
Ordinance No. 6486, which revises the City Code to permit any Mayor of
Auburn to cash out their sick.leave. There are some employees, '
depending on their date of employment, who receive up to 100 percent of
their accrued and unused.sick leave upon their separation. Due to the
unusual job and time demands'on the office of the Mayor, it is
appropriate that separate accommodation be made for the Office of
Mayor in terms of payment for accrued unused sick leave.
In response to a question from Member Holman, Finance Director
Coleman responded thaf the accrued sick leave is 712 hours.
Member Holman moved to approve Ordinance No. 6486 and forward it to
Gouncil for consideration. Vice ChairWales concurred.
MOTION CARRIED. 2-0
C. Ordinance No. 6490
An Ordinance of fhe Cit�y Council of the City of Aubum, Washington,
repealing Section 3.04.265 of the Aubum City Code relating to the Golf
Course Fund
Finance Director Coleman presented Ordinance No. 6490, which repeals
Auburn City Code Section 3.04.265 relating to the Golf Cou�se Fund.
The Golf Course, and its debt; would be funded by the General Fund and
become part of the Parks Department.
Member Holman spoke in favor of the Ordinance. Vice Chair Wales.
expressed concem that the accountability of the golf course will be lost
as part of the Parks Department. Mayor Lewis assured 4he Committee
that the same financial accountability that is available today will be
available in the future.
Member Holman moved to approve and forward Ordinance No, 6490 to
the full Council for consideration this evening. Vice Chair Wales
concurred.
MOTION CARRIED. 2-0
IV. DISCUSSION ITEMS
A. September 2012 Financial Report (Coleman)
Finance Director Coleman,presented the September 2013 Financial
Report. Finance Director Coleman noted that most of the revenues have
exceeded budget.
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There was brief discussion regarding admission taxes. Director Coleman
explained thatadmission taxes are remitted quarterly.
B. Ordinance No. 6481 (Coleman)
An Ordinance of the City Council of the City of Aubum, Washington,
amending Ordinance No. 6432, the 2013-2014 Biennial Budget
Ordinance, as amended by Ordinance No. 6456, Ordinance No. 6462,
Ordinance No. 6472, and Ordinance No. 6473, authorizing amendment to
the City of Auburn 2013-2014 budget as set forth in Schedule "A" and
Schedule "B"
Finance Director Coleman presented Ordinance No. 6481, Budget
Amendment No. 5, which is the 2013 year-end budget amendment. The
budget amendment includes a $2 million transfer from the General Fund
to the Cumulative Reserve Fund, increases the Sewer-Metro waste water
revenues and expenses by $700,000, and increases the Solid Waste
Utility revenues and expenses by $300,000.
Finance Director Coleman directed the Committee's attention to the
Budget Amendment memorandum for further details. Most of the
amendments relate to grants, proceeds from the sale of Suite 380 at the
Annex, and Public Works projects.
Member Holman moved to approve Ordinance No. 6481 and forward it to
the full Council for consideration on December 2, 2013, with any
administrative changes as needed. Vice Chair Wales concurred.
MOTION CARRIED UNANIMOUSLY. 2-0
C. Ordinance No. 6474 (Coleman)
An Ordinance of the City Council of the City of Aubum, Washington,
amending Ordinance No. 6432, the 2013-2014 Biennial Budget
Ordinance, as amended by Ordinance No. 6456 Ordinance No. 6462,
Ordinance No. 6472, Ordiriance No. 6473, Ordinance No. 6481,
and authorizing amendment to the City of Aubum 2013-2014 Budget as
set forth in Schedule "A" and Schedule "B"
Finance Director Coleman presented Ordinance No. 6474, Budget
Amendment No. 6, which is also referred to asthe mid-term budget
correction.
The Ordinance adjusts the 2014 beginning fund balance, Sewer-Metro
waste water revenue and expense changes, a grant from the Department
of Ecolo�y, the purchase of the Public Works software, the Isaac Evans
Park pro�ect, and fhe purchase of a police vehicle. The mid-4erm budget
adjustment also includes adjustments previously approved by Council.
D. Resolution No. 5009 (Coleman)
A Resolution of the City Council of the City of Aubum, Washington,
authorizing the Mayor and the City Clerk to execute an agreement for
services between the City of Aubum and the Aubum Area Cham6e� of
Commerce to operate a visitor information center, promote tourism
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awareness within the City and to provide services associated with
supporting the City's economic development efforts
Committee members reviewed Resolution No. 5009, which would
approve the annual contract with the Auburn Area Chamber of
Commerce to operate a visitor information center, promote tourism
awareness; and provide services supporting 4he City's economic
development efforts. Director Coleman 6riefly reviewed the components
of the contract.
Nancy Wyatt; Chamber President and Chief Executive Officer, was in
attendance to answerany questions related to tfie Chamber's annual
report of its services to the City under its existing contract for services.
Ms. Wyatt stated thefull contract is $85,000. Any expenses for postage
and printing for tourism activities is paid through the Tourism Board
budget.
There was brief discussion regarding the Chamber's role in economic
development, business, and tourism activities. Ms. Wyatt stated the
Chamber's mission statement includes advancing business, promoting
the economy, and connecting communities.
Vice Chair Wales inquired regarding the Chamber's ranking of politicaF
candidates in debates. Ms: Wyatt stated the Chamber's ranking ofi
political candidates at the local level is based on the Chamber's issues
only.
E. Medicare Advantage for LEOFF I Retirees (Heineman)
Human Resources and Risk Management Director Heineman presented
the Committee with handouts regarding the transition of LEOFF 1
Medicare�ligible retirees to the Medicare Advantage Plan, which is
offered through the Association of Washington Cities effective J.anuary 1,
2014. Currently 46 of the 59 LEOFF 1 retirees are Medicare eligible.
The annual savings in premium payments is over $270,000.00.
An informational meeting with the LEOFF 1 Medicare-eligible retireeswill
be held on Thursday to review the Medicare Advantage Plan. Some of
the advantages of the Plan include: claims_only need to be submitted to
Regence because they will be responsible,fo�all administrative and
operations costs associated with providing coverage, $0 copay for
generic and some brand name prescriptions,'eligibility for Silver
Sneakers exercise program.
V. ADJOURNMENT
There being no further business to come before the Committee, the meeting
adjoumed at 6:22 p.m.
APPROVED this 2� day of,CUGE�./�/`--J , 2013.
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n. Partridge, Chair Danielle Daskam, City Clerk
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