HomeMy WebLinkAbout2015-10-20 Finance and Safety Minutes4
City of Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
October 20, 2015 — 5:30 p.m.; Hazelnut Conference Room
PRESENT
Councilmembers: Kathy Hougardy, Chair; Joe Duff ie, Kate Kruller (Absent: De'Sean Quinn)
Staff: Peggy McCarthy, Sandy Garrett,Trina Cook, Leon Richardson, Laurel Humphrey
CALL TO ORDER: Chair Hougardy called the meeting to order at 5:30 p.m.
I. PRESENTATIONS No presentations.
II. BUSINESS AGENDA
A. Resolution: Amending the Change Fund Levels
Staff is seeking Council approval of a resolution that would establish a $500 petty cash fund for
the payment of witness and juror fees. These payments are currently made through accounts
payable which involves three staff members. Cash payments are expected to be much more
efficient and will also remove these payments from the annual unclaimed property process. The
resolution also proposes to eliminate the Southside Visitor Center change fund, as the
establishment of the Tourism Promotion Area means the SSVC will no longer operate as a City
function. UNANIMOUS APPROVAL. FORWARD TO NOVEMBER 2, 2015 REGULAR
CONSENT AGENDA.
B. Update on Police Records Management System
The Police Department is planning to update its records management system which has been
in place for almost 20 years and is considered inefficient and limited. An updated system is
expected to improve effectiveness, efficiency and safety, reduce liability, and falls in alignment
with the City and the Police Department Strategic Plans. $350,000 has been set aside in the
contingency fund for this effort, and a request for an additional $500- 600,000 will come forward
in the City's budget amendment proposal due in committee next month. The total request will
include software, hardware, implementation, training, and half -time tech support position. A
request for proposals has been issued to identify a vendor, and the City's Tech Council has
been briefed and is in support of an updated records management system for the Police
Department. INFORMATION ONLY.
C. Update on 2014 Audit Report
The Washington State Auditor has issued the City's 2014 audit report. The City received a
clean report for the financial and accountability portions of the audit, but the audit of compliance
with federal grant regulations resulted in findings that the City did not have adequate internal
controls to ensure compliance with federal suspension and debarment requirements. The City
strongly disagrees with this finding, as it was in fact in compliance with those requirements, it
did just not have physical evidence, such as a printed out webpage. Many cities in South King
County have been observing and voicing concerns about changes in the State Auditor's Office
in the past two years. INFORMATION ONLY.
Finance & Safety Committee Minutes October 20, 2015 - Page 2
III. MISCELLANEOUS
Finance Director McCarthy distributed draft copies of the ordinances that will increase the regular
levy from the previous year and adopt the general property tax levy for 2016. These ordinances
are scheduled for public hearing and discussion at the November 9, 2015 Committee of the Whole
meeting.
Meeting adjourned at 6:45 p.m.
Next meeting: Tuesday, November 17, 2015 — 5:30 p.m. — Hazelnut Conference Room
Committee Chair Approval
Minutes by LH