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Home My WebLink About02-18-2014 cmoF =��'* � Finance Committee ' February 18,2014 - 5:00 PM Annex Conference Room 1 WASHINGTON MINUTES 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 loca4ed at One East Main Street. A. Roll Call Chair Wales, Vice Chair John Holman, and MemberYolanda Trout were present. Officials and staff members in attendance during the meeting , included: Direc#or of Administration Michael Hursh, Finance Director , Shelley Coleman, Assistant City Attorney Steve Gross, Parks, Arts and Recreation Director DaryI Faber, Arts and Events Manager Julie „ Krugec, AssistantDirector of En�ineering SenriceslCity Engineer Ingrid Gaub, Senior Project Engmeer Jacob Sweeting, Utilities Engineer Dan Repp, Project Engineer Seth Wickstrom, and Deputy City Clerk Shawn Campbell. B. Announcements There was no announcement. C. Agenda Modifications There was no agenda modification. II. CONSENT AGENDA A. February 3, 2014 Meeting Minutes Vice Chair Holman moved and Member Trout seconded to approve fhe minutes as distributed. MOTION CARRIED UNANIMOUSLY. 3-0 B. Glaims Vouchers (Coleman) Claims vo,ucher number 427353 through 427533 in the amount of $1,563,106.60 and three wire transfers in the amount of$18,812.31 and dated February, 18 2014. Committee members reviewed the claims vouchers and the payroll Page 1 of 4 vouchers. Member Trout moved and Vice Chair Holman seconded to approve and forward the 2013 and 2014 claims �ouchers and payroll vouchers to the full Council for consideration. MOTION CARRIED UNANIMOUSLY. 3-0 C. Payrolt Vouchers (Coleman) Payroll check numbers 534491 through 534523 in the amount of $841,639.11, electronic deposit transmissions in the amount of $1,274;365.38 for a grand total'of$2,116,004.48 for the period covering January 30, 2014 to February 12, 2014. See claims vouchers above for approval of payroll vouchers. III. DISCUSSION ITEMS A. December 2013 Financial Report (Coleman) Director Coleman presented the December 2013 Financial Report. The report is presented in a cash basisfo.rmat. In 2013, the Gity received revenue in excess of the amended budget. The additional funds are from sales,tax, utility tax, sales tax annexation credits and development fees. The expendifures for 2013 were under budget. Chair Wales asked about the debt from the golf course. Director Coleman explained the 4hat since the golf course is no longer under an enterprise fund the debt from the interfund loan is assumed by the general fund: Director Coleman stated the Mayor has agreed to the fnancial' reports being presented to 4he Finance Committee on a qua�terly.basis in the future. This will allow for a more in-depth report with additional information. Vice Chair Holman asked about the reduction in telephone tax and garbage fax. Director Coleman explained the phones with voice over IP do not pay taxes and the garbagetax reduction is from when the City started servicing an area of Aubum was previously serviced by an outside vendor. The City can only charge six percent tax for extemal customers but intemal customers can be charged a higher rate. Director Coleman explained the updated numbers will be included in the next budget amendment. Director Coleman stated the City finished the 2013 budget approximately $5,000,000.00 to the good. B. Ordinance No. 6499 (Gaub) Page 2 of 4 An Ordinance of the City Councii of the City of Aubum, Washington, declaring Public Use and Necessity regarding City Project CP1119 - Aubum Way South Corridor Improvements, Fir Street SE to Hemlock Street SE Project, and authorizing condemnation Senior Project Engineer Sweeting presented Ordinance No. 6499. The ordinance will declare public necessity for two parcels needed to complete CP1119 Aubum Way South Pro�ect. The ordinance also allows the City to move forward with c�ndemnation if a settlement cannot be reached with the property owners. C. Resolution No. 5033 (Repp) A Resolution of the City Council of the City of Aubum, Washington, authorizing the Mayor to execute a lease agreement between the City of Auburn and Valley Communications Center Utilities Engineer Repp introduced Resolution No. 5033.The resolution is for an agreement with Valley Communications to allow installation of equipment on Reservoir 5 for better public safety communication. Chair Wales questioned the. lease payment amount. Utilities Engineer Repp explained the City typically offers a reduced fee to other public agencies. The fee woufd 6e higher if it was for a commercial vendor. Member Trout asked how many leases the City has allowing equipment to be placed on the reservoir. Utilities Engineer Repp explained this agreement is for one, and the City currently has two others for a total of three. D. Resolution No. 5041 (Faber) AResolution of the City Council of the City of Aubum, Washington authorizing the Mayor and City Clerk fo execute an agreement between the City of Auburn and the Auburn Symphony Orchestra for tourism promotion services Director Faber introduced Resolution No. 5041. The City ofiAubum has contracted with the Aubum Symphony for many years. Previously each agreement has been on,an individual event. The City is working to make the agreement with the Symphony more transparent and to set a scope of work for the Symphony. The new agreement will require fhe City be listed as the main sponsor for all Symphony events. Assistant City Attomey Gross explained the agreement is for two years. The City has added a funding out clause for 2015. Vice Chair Holman asked if the Symphony had performance standards previously. Director Faber explained the City had a very broad perFormance standard in the last agreement with the Page 3 of 4 Symphony. The agreement proposed as part of this resolution has a very detailed performance standard included. Chair Wales asked if the Symphony is required to use 13 percent of the funds provided by the City for marketing and where the remainder of the are fundsgoing. Chair Wales would like to ensure the City's logo is the most prominent item on the promotional material. She added if the Ciry of Aubum is the primary donor to the Aubum Symphony, their annual fund raiser should be required to be in the City of Auburn including using a caterer from Aubum. She noted the funds raised from people attending the symphony fund. raiser are going to neighboring cities. The Gity needs to work with the Symphony to allow sfudents to attend the concerts for free. Director Faber said all of the Committees concerns could be addressed with the Symphony. E. Resolution No. 5043 (Wickstrom) A Resolution of the City Gouncil of ttie City of Aubum, Washington, authorizing the Mayor to accspt a Washington Stafe Department of Ecology grant for the Maintenance and Operations Storm Drainage Improvement Project Project Engineer Wickstrom introduced Resolution 5043. The resolution allows the City to accept a grant from the Washington State bepartment of Ecology for the mainfenance and operations storm drainage improvement project. IV. ADJOURNMENT There being no further business to come before the Committee, the meeting adjoumed at 5:46 p.m. APPROVED this � day of March, 2014. `— c� �-� arg ales, Chair Shawn Camp�ell, epury Ci y�i Clerk Page 4 of 4