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HomeMy WebLinkAbout2013-01-23 Finance and Safety Minutes City of Tukwila Finance and Safety Committee FINANCE AND SAFETY COMMITTEE Meeting Minutes January 23, 2013 5:15p.m.; Conference Room #3 ** Wednesday meeting due to holiday PRESENT Councilmembers: Dennis Robertson, Chair, Chair; Verna Seal and n Quinn Staff: Mike Villa, Mary Miotke, Joyce Trantina, Peggy McCarthy, Vicky Carlsen, Richard Takechi, Kim Walden, Trish Kinlow, David Cline and Kimberly Matej CALL TO ORDER: Committee Chair Robertson called the meeting to order at 5:36 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Contract: Strategic Plan Implementation BERK Consulting Staff is seeking Council approval to enter into a contract with BERK & Associates in an amount not to exceed $65,000 to assist in the implementatio are included in the proposed scope of work and are considered deliverables: Conceptual phasing of Strategic Plan elements Plan Production of frameworks that illustrate alignment and clarify roles about relationships between people, processes and products Performance measures for communicating and tracking processes Provide communication strategies In summary, this contract will provide assistance to the City that guides and manages the ongoing Strategic UNANIMOUS APPROVAL. FORWARD TO JANUARY 28 COW FOR Plan process. DISCUSSION. B. Lease Agreement: Alliance One Staff is seeking Council approval to enter into 6-month lease agreement with Alliance One Receivables Management for front counter workspace located within the Tukwila Municipal Court at City Hall. The lease rate is $750 per month. Alliance One is an accounts receivable management service for revenue recovery which began leasing space in the Court in 2009. The current lease expired on December 31, 2012, and staff is proposing a six- month lease retroactive to January 1, 2013 through June 30, 2013. The six-month lease proposal has been made so that the advantages and disadvantages of continuing to have this service located in City Hall can be assessed. After discussion regarding specific advantages and disadvantages, the Committee requested that staff return to a Committee of the Whole meeting towards the end of first quarter or beginning of second quarter to present their findings to the full Council. For now, the UNANIMOUS APPROVAL. FORWARD TO Committee recommends processing the six-month lease. FEBRUARY 4 CONSENT AGENDA. C. Ordinance: Leak Adjustment Policy Staff is seeking Council approval to repeal two ordinances regarding water and sewer bill leak adjustments. Finance & Safety Committee Minutes January 23, 2013 Page 2 In 2009, the City created an administrative policy implementing a formal mechanism to address leak adjustments (see Finance & Safety Committee minutes dated September 22, 2009). Since that time, staff has found it necessary to clarify certain sections of the policy, including portions for Tukwila Municipal Code Chapter 14 which requires Finance & Safety Committee approval of the leakadjustment administrative policy. This approval process is in conflict with the regular and usual practice of the City Council and since the policy is strictly administrative in nature, the relative Code references should be repealed. Finance staff also provided a brief summary of changes that will be made to the leak adjustment policy including: definition of a leak, submission of adjustment requests, adjustment calculations, adjustment UNANIMOUS APPROVAL. limits, and removing the Utilities Committee as the appellate body. FORWARD TO JANUARY 28 COW FOR DISCUSSION. D. 2013 Finance & Safety Committee Work Plan As information only, staff gave a brief overview of items that are expected to be brought to the Finance & Safety Committee during 2013. Committee Member Quinn requested that a discussion/presentation on property tax limits processes and requirements be added to the work plan. Peggy McCarthy, Finance Director, will take the lead for maintaining the Finance & Safety Committee work plan, and intends to provide copies of the evolving work plan to the Committee on a monthly basis. The Committee discussed and clarified additional items/goals/work that they would like to accomplish or address during 2013. INFORMATION ONLY. III. MISCELLANEOUS Meeting adjourned at 6:34 p.m. Next meeting: Tuesday, February 5, 2013 5:15 p.m. Conference Room #3 Committee Chair Approval Minutes by KAM.