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HomeMy WebLinkAbout2008-09-16 Finance and Safety Minutes Citw Tukwila Finance & Safety Committee FINANCE AND SAFETY COMMITTEE Meeting Minutes - September 16,2008 - 5:00 p.m. PRESENT Councilmembers: Staff: Dennis Robertson, Chair; Joe Duffie (filling in for Pam Linder) and Kathy Hougardy Bob Noland, Nick Olivas, Dave Haynes, Mary Miotke and Kimberly Matej CALL TO ORDER: Committee Chair Robertson called the meeting to order at 5:10 p.m. I. PRESENTATIONS No presentations. ll. BUSINESS AGENDA A. Cashiering System Proposal Staff is seeking full Council approval to redistribute funds in the Finance Department in order to purchase an automated cash receipting function for the City. Some of the advantages of an automated cash receipting process include: . Next day posting of cash receipts. . Automatic posting of water and sewer payments to the general ledger. . Ability for customers to pay for services via credit/debit card. The total cost associated with purchasing this processing function is estimated at $40,000. This funding amount would provide an initial automated cashiering function at three specified City pay locations (Finance/City Clerk, DCD/Public Works and Fire Station No. 51). There is no budget impact or budget adjustment that would need to be made in order to purchase this function, as funding would be provided from current under-expenditures within the Finance Department budget. Initially, Eden Systems (also known as Tyler Technologies) was the only vendor being considered for this purchase, as the City's current [mancial software system is provided by Eden. Additionally, it is often advantageous to minimize the variety and software of vendors in relation to systems and processes for financial processing and accounting. However, based on past research, the IT Department would like to secure an updated proposaVquote from an alternate cash receipting system provider prior to making the final decision on a vendor. After receiving an updated proposal, Mary Miotke will meet with Interim Finance Director Bob Noland and new Finance Director Shawn Hunstock to discuss and identifY the best vendor choice for the City. In consideration of time, the desire to implement an automated system by year's end and vendor choice ultimately being a staff decision, the Committee recommends moving this item forward to COW for discussion. If staff is not able to identity a vendor by the October 7 Finance and Safety meeting, this item will return for further discussion at the Committee level; otherwise, if a vendor is indentified, the item will not return to Committee. UNANIMOUS APPROVAL. FORWARD TO SEPTEMBER 22 COW FOR DISCUSSION. B. Sales Tax Report Bob Noland discussed the Sales Tax Report actual receipts received through June 2008. May receipts proved a rebound in actual verses estimated revenue and receipts; however, June receipts dropped again and came in below budget for the month. Regardless of the uncertainty and sometimes volatility of Finance & Safetv Committee Minutes September 15. 2008 - Paqe 2 monthly collections, Bob is confident that the City will meet its annual budget projection of $19 million in sales tax receipts. The Committee has requested that each Councilmember receive the sales tax informational handouts provided to the Committee under separate cover. The Sales Tax Revenue informational memo provided by Bob summaries projections, past data, potential unknowns and a sales tax revenue breakdown among the top 10 categories of retail establishments in the City. Committee members were complimentary of the information provided in the report, and expressed their appreciation for receiving the Sales Tax Report on a more frequent basis (the report was previously provided quarterly). INFORMATION ONLY. C. Discussion on Animal Control Issues Committee Chair Robertson brought this item forth to Committee for discussion in order to identify the most appropriate way for the Council to respond to matters involving animal control as well as animal control services provided by King County, the City's current contractor. Kimberly distributed copies of newspaper articles collected by Committee Chair Robertson regarding recent dog attacks and conditions at King County Animal Care and Control facilities. Additionally, she distributed information from Municipal Research and Services Center of Washington (MRSC) regarding the regulations of dangerous dogs, a summary of applicable statutes and exemptions. She explained that the MRSC website has a significant amount of information available on this issue which the Committee may find useful to review. A copy of a letter dated September 11,2008, from King County Executive Ron Sims to the King County Council was also distributed. This letter calls for a supplemental appropriation ordinance (King County Proposed Ordinance 2008-0431) which will allow King County to contract with the cities of SeaTac, Tukwila, Shoreline and Kirkland. The County Council is scheduled to vote in this ordinance in September 23,2008. After Committee consideration, members were in agreement that it is in the best interest of the City to delay full Council discussion of this item until the King County Council votes on the proposed ordinance and determines responsive action. In the meantime, the Committee conveyed interest in gathering information on alternate forms of animal control (i.e.: contracting, partnering or providing the services ourselves). Committee Chair Robertson requested that an inquiry be made to the City of Des Moines regarding the possibility of a representative attending the October 7 Finance and Safety meeting to provide information on Des Moines' self- administered animal control services. Kimberly will work with Administration to formally make this request to the City of Des Moines. INFORMATION ONLY. F. 2008 Second Quarter Reports Agenda misprint. This item was previously removed. m. ANNOUNCEMENTS No announcements. IV. MISCELLANEOUS Meeting adjourned at 6:38 p.m. Next meeting: SPECIAL MEETING - Tuesday, September 23, 2008 - 2:00 p.m. - Conference Room 1 Regular Meeting - Tuesday, October 7, 2008 - 5:00 p.m. - Conference Room 3 C\ 1{J Committee Chair Approval ~KAM. Reviewed by BN.