HomeMy WebLinkAbout03-17-2014 "` Finance Committee
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March 17, 2014 - 5:00 PM
Annex Conference Room 1
WASH I NGTON MIN UTES
I. CALL TO ORDER
Chair Largo Wales called the meeting to order at 5:00 p.m. in Annex
Conference Room 1 located on the second floor of the City Hall Annex
located at One East Main Street.
A. Roll Call
Chair Wales, Vice Chair John Holman and Member Yolanda Trout
were in attendance.
Offic.ials and staff members in attendance during the meeting
included: Mayor Nancy Backus, Director of Administration Michael
Hursh, Finance DirectorShelley Coleman, Community Development
and Public Works Director Kevin Snyder, Interim Director of:Human . .
Resources and Risk Management Rob Roscoe, Assistant Direstor of
Engineering Services/City Engineer Ingrid Gaub, and City Clerk
Danielle Daskam.
B: Announcements
There was no announcement.
C. Agenda Modifications
There was no change to the agenda.
II. CONSENT AGENDA
A. Minutes ofthe March 3, 2014 regular meeting
Vice Chair Holman moved and:Member Trout seconded to approve the
minutes of the March 3, 2014 meeting.
MOTION CARRIED UNANIMOUSLY. 3-0
B. Claims Vouchers (Coleman)
Claims vouchernumbers 427693 through 427872 in the amount of
$2,125,047.07 and one wire fransfer in the amount of $48,230.11 and
dated Maroh 17, 2014.
Committee members briefly reviewed and discussed claims and payroll
vouchers.
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Member Trout moved and Vice Chair Holman seconded to approve the
claims and payroll vouchers.
MOTION CARRIED UNANIMOUSLY. 3-0
C. Payroll Vouchers (Coleman)
Payroll check numbers 534554 through 534580 inthe amount.of
$856,770,99 and electron.ic deposit transmissions in the amount of
$1,284,256.90 for a grand total of $�,141,036.89 forthe period
covering February 27, 2014 to March 12, 2014.
See claims vouchers above for approval of payroll vouchers.
I II. ORDINANCES
A. Ordinance No. 6502 (Coleman)
An Ordinance of the City Council, of the City ofiAuburn, Washington,
amending Ordinance No. 6432, the 2013-2014 Biennial Budget
Ordinance, as amended by Ordinance No. 6456, Ordinance No. 6462,
Ordinance No. 6472, Ordinance No. 6473, Ordinance No. 6474,
Ordinance No. 6481, 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. 6502, which was
discussed by the Committee at the March 3, 2014 meeting. The
budget amendment (#7) primarily consists of carry-forward of projects
and programs that were authorized and started in 2013 but not yet
complete. Funding is requested to be carried forward to 2014 for
project continuafion and completion.
Finance Director Coleman noted the amendment includes property
acquisition at Les Gove Park. The funding ($1 .29 million) forthe
purchase will come from the Cumulative Reserve Fund.
In response to questions from Vice Ghair Holman, Finance Director
Coleman confirmed any purchase and sale agreement for property
around Les Gove Park will be presented to the Council for approval.
In response to questions from Member Trout regarding discussion:at
the previous meeting related fo carry forward funding for the one stop
center and human services agreements, Director Hursh explained the
neighborhood matching grant.program has several projects that are
weather dependent, and agreements that were made in 2013 need to
be carried forward for completion in 2014.: Additionally; there is some
work related to the Veterans and Human Services Center development
project that was not finished in 2013 and continues in 2014.
Chair Wales requested a list of,agencies and programs funded by the
City's human services funding in 2013. Director F+ursh report d an
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overview of human services funding will be part of the Council's
Committee of the Whole meefing on March 31st. Chair Wales
suggested the Council review the philosophy behind program funding
decisions.
Chair Wales inquired regarding the $50;000 in facility interfund charges
to the Cemetery. Finance Director Coleman explained the interfund
charges are for utility charges. The Cemetery has experienced
a significant increase in utility charges and staff members are
investigating the reason behind the'increase in utility fees paid to
Lakehaven Utility District..
Vice Chair Holman moved and_Member Trout seconded to approve
and forward Ordinance No. 6502 to fhe full CounciL
IV. RESOLUTIONS
A. Resolution No. 5037 (Coleman)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the transfer of funds for the purpose of making a loan or
loans from the General Fund and/or the Cumulative ReserVe Fund to a
grant sustained or proj�ct focused Special Revenue Fund for up fo a
three-year period oftime
Finance Director Coleman presented Resolution No. 5037. The
Committee reviewed the Resolution at their March 3rd meeting.
The Resolution authorizes interFund loans to provide the operational
flexibility to cover authorized expenditures, such as when the City is
awaiting reimbursement of expenses from a grant. The Resolution
provides that the Finance Department can prepare an interim interfund
loan, when needed, from the General Fund a.nd/or the Cumulative
Reserve Fund to a grant sustained fund in the event the City is
awaiting reimbursement of federal, state or local grant funds. The
Resolution is a standard that has been used`for several years and is
renewed every three years.
Vice Chair Holman moved and Member Trout seconded to adopt
Resolution No. 5037.
MOTION CARRIED UNANIMOUSLY. 3-0
B. Resolution No. 5051 (Hursh)
A Resolution of the City Council of the City of Auburn, Washington
to accept the Consolidated Annual Performance and Evaluation Report
(CAPER) for the 2013 p�ogram year
Director ofAdministration Hursh presented Resolution No. 5051 . The
Resolution will accept the Annual:Performance and EvaluatiorL Re o
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forthe 2013 Community Development Block Grant (CDBG) program
year. The annual report is required by the Department of wousing and
Urban Development in order to receive CDBG funding. The report
delineates the amount of funding distributed through the program, how
the funding was allocated, and assesses how the funding addresses
the goals ofthe Consolidated Plan forhousing and community
development for low and moderate income residents.
Director Hursh highlighted the housing repair program where the
program awards grants for minor fiome repairs to low-income residents
and primarily senior homeowners. Also, the CDBG program provides
seve�al agencies with funding that.helps prevent homelessness and
provides emergency and transitional housing needs.
Director Hursh spoke briefly regarding the management and success
of the program. Director Hursh estimated that 51 percent of the City's
population are low to moderate income.
Member Trout moved and Vice Cfiair Holman seconded to adopt
Resolution No. 5051 .
MOTION CARRIED UNANIMOUSLY. 3-0
V. DISCUSSION ITEMS
A. Resolution No. 5052 (Para)
A Resolution of the City Council of the City of Auburn, Washington,
authorizing the Mayor to negotiate agreements and execute
documents necessary to acquire property related to Lea Hill Road.
Segment 1 Improvements
Assistant Director of Engineering Services/City Engineer Gaub
presented Resolution No. 5052; . The Resolution authorizes the Mayor
to execute documents necessary to acquire property related to the Lea
Hill Road Segment 1 Project. : Assistant Director Gaub briefly reViewed
the planned parcel acquisitions and realignment of Lea Hill Road..
B. Resolution No. 5053 (Coleman)
A Resolution of the City Council of the City of Aubum, Washington,
authorizing the Mayor to execute an agreement between the City of
Auburn and King County for the 2014-2019 Parks Property Tax Levy
allocation
Finance Director Coleman presented Resolution No. 5053. Last
summer, voters approved King County Proposition No. 1 authorizing
an additional six-year property tax levy for parks
operation/maintenance; infrastructure, acquisition, trails, and
distribution to cities on the basis of population and properry assessed
value. The estimated distribution to the City of Aubum is $125,222.00
in 2014. The revenue can be used for parks and open spaces� In
age 4 of 6
order for the City to receive the tax distribution, the City must enter into
a property tax levy agreement.with King County.
C. Pcard Statistics (Coleman)
Finance Director Coleman presented graphs and charts on the use of
procurement cards, purchase orders, and rebates received by the City
based on usage of the.procurement cards during 2013. Use of the
procurement card has greatly decreased the purchase order
processing. The City received over $16,000 in rebates in 2013.
D. Cemetery RFP (Faber)
Chair Wales spoke regarding the one response received for the
proposed management ofithe Mountain View Cemetery. Chair Wales
stated she was surprised to leam that the request for proposal was for
the management of the cemetery. Chair Wales expressed a desire to
review the cost for the maintenance of the cemetery facility. Interim
Human Resources Director Roscoe explained that the City employs
Maintenance Workers 1 and 2 af the cemetery, who perforrn a variety
of duties including maintenance of the facility, lawn care, grave
digging, plotting, etc. The current language in the collective
bargaining agreement gives the City the abilityto subcontract out all of
the union work.
Chair Wales requested the Committee be provided with the salary and
benefit expenses for the four maintenance workers at the cemetery.
Chair Wales requested the Committee review the status of the
cemetery in another month.
E. Funding for Kiosks
Chair Wales noted the City has installed three kiosks in the downtown
area. However, lack of funding has prevented the construction of the
remaining kiosks.
Communiry Development and Public Works Director Snyder reported
seven more kiosks are planned. Each kiosk costs approximately
$30,000.00. Director Snyder also reported that of the fhree kiosks in
place, one was grant funded. The Planning and Community
Development Committee discussed the possibility of including the
funding for the kiosks in phases in futu[e budgets. _
Director Snyder stated it was always the intent to request Council to
support the kiosk construction, if possible, as part of the continued
investment in the downtown area.
VI. ADJOURNMENT
There being no further business to come before the Committee, the meeting
adjourned at 6:07 p.m. Page 5 of s
APPROVED this � day of ` , 2014.
r o W es, C air Danielle Daskam, City Clerk
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