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HomeMy WebLinkAbout2009-04-07 Finance and Safety Minutes 1; 0 City of Tukwila w s, Finance and Safety Committee _29o8 FINANCE AND SAFETY COMMITTEE Meeting Minutes April 7, 2009, 5:00 p.m.; Conference Room #3 PRESENT Councilmembers: Pam Linder, Chair; Joe Duffle and De' Sean Quinn Staff: Shawn Hunstock, Trish Kinlow, Mike Villa, Jim Morrow, Gail Labanara, Mary Miotke, Rhonda Berry and Kimberly Matej CALL TO ORDER: Chair Linder called the meeting to order at 5:04 p.m. I. PRESENTATIONS No presentations. II. BUSINESS AGENDA A. Tukwila Municipal Court Participation in the Statewide Amnesty Pro rg am* Staff is seeking Council support of the Court's participation in a statewide Amnesty Program which will give defendants the opportunity to pay off delinquent fines with interest and collection fees reduced or eliminated. The amnesty program, which will run May 1 through May 31, will benefit both citizens and government. The United States Supreme Court has expressed support for such amnesty programs throughout the country. UNANIMOUS APPROVAL. FORWARD TO APRIL 20 REGULAR MEETING. B. Eden Project Accounting Module* Staff is seeking full Council approval to purchase the Project Accounting Module for EDEN Financial Systems in the amount of $33,763. The Project Accounting Module will provide the EDEN system the ability to: Integrate multiple projects Implement an hierarchy of phases and tasks Link funding sources with project expenditures Automatically post overhead costs to projects Prepare reports for project information and cost over multiple budget years Reclassify project details independently of the general ledge accounting Although the items above are not an exhaustive list of the Module's capabilities, it does provide a solid example of functions that currently must be done manually by staff. The Module will offer an increased efficiency to deliver financial information in a timely and appropriate manner, and offers a single information source which is excellent for auditing purposes. Additionally, the Project Accounting Module will replace the Job Costing Module which EDEN no longer supports. The Finance Department will absorb the cost of the module at this time, and will seek a mid biennium budget adjustment, if necessary. After the initial purchase price of $33,763 the annual software maintenance will be $6,380. UNANIMOUS APPROVAL. FORWARD TO APRIL 20 REGULAR MEETING. C. Howard Hansen Dam Budget Amendment* Staff is seeking full Council authorization to transfer $50,000 from the City's General Fund to budget line items created specifically for expenses related to public outreach involving the Howard Hanson Dam. The Emergency Management Division of the Public Works Department will continue to administer Finance Safety Committee Minutes April 7, 2009 Page 2 funding relative to this outreach. Expenses are estimated at this time. UNANIMOUS APPROVAL. FORWARD TO APRIL 20 REGULAR MEETING. *Due to a full agenda for the April 13, 2009, Committee of the Whole Meeting, Committee Chair Linder, with the concurrence of Committee Members, has approved the above three items to move directly to the April 20, 2009, Regular Meeting for discussion and subsequent action. D. General Fund Contribution to Equipment Rental Staff is seeking full Council authorization to transfer $464,964 of General Fund contributions to the General Fund balance rather than to the Equipment Rental Fund. In response to continued unstable economic conditions, City Administration is proactively identifying opportunities, such as this, to reduce General Fund expenditures. Removing the 2009 General Fund contribution of $464,964 to the Equipment Rental Fund will not effect the Fund's operations and maintenance budget; it will only effect the 2009 equipment replacement contributions which are utilized to purchase replacement vehicles. The money will be moved to Department 20 (Contributions /Fund Balance), segregating the cost savings and preventing the money from being spent. It will be determined at a later time if this transfer is temporary or permanent. Temporary, meaning that the money will be reimbursed to the specific fund when and if the Administration determines replacement is plausible; or permanent, meaning that this is a one -time cost savings contribution that will not be returned to the Fund. Committee Members recognize the need for the City to be proactive during these times, and expressed their appreciation for Administration attention to and recognition of cost savings opportunities. UNANIMOUS APPROVAL. FORWARD TO APRIL 13 COW FOR DISCUSSION. E. King County Animal Control Services Staff is seeking full Council approval to enter into two interlocal agreements for enhanced animal services and programs. One interlocal agreement is between the City of Tukwila and King County in an amount not to exceed $60,000 annually. The second interlocal agreement is between Tukwila and SeaTac providing for priority response and mutual aid in the event of an emergency animal control incident. Assistant Chief Villa gave a brief history of animal control services in the City as summarized below (taken directly from his informational memo to Committee): The City of Tukwila and King County entered into an Interlocal Agreement dated December 15, 1993, relating to the provision of animal control services within the City. In 1994, the Interlocal was amended. King County agreed to provide supplemental animal control services to average 12 hours per week. In August of 2007, the City and King County amended the Interlocal Agreement increasing dedicated animal control services from 12 hours per week to 20 hours per week. However, the amendment was never finalized because King County was unable to provide 20 hours of supplemental services during 2007 or 2008. King County is now able to provide the supplemental animal control services, in the form of an additional animal control officer dedicated to the City, for an additional 20 hours per week. The total cost of this additional service will not exceed $60,000 annually. This amount includes $6,480 for the County to provide a dedicated animal control vehicle, plus the animal control officer's base hourly rate including benefits. As determined by the interlocal agreement, the animal control officer will report directly to the officer in charge (which will be Traffic Officer Jon Harrison) as well as the contract administrator (Assistant Chief Mike Villa). Finance Safety Committee Minutes April 7, 2009 Page 3 The current 2009/10 Biennium Budget reflects $38,000 annually for enhanced King County animal control services. The Police Department will absorb additional costs in relation to increased overruns for 2009; however, a budget adjustment in the amount of $22,000 will be required for enhanced animal control services provided in 2010. UNANIMOUS APPROVAL. FORWARD TO APRIL 13 COW FOR DISCUSSION. F. Sales Tax Report: January 2009 Shawn Hunstock reviewed the January Sales Tax Report, noting that receipts are down 16% compared to budget estimates and 13% compared to the same time period last year. If the assumption is that the City will not meet budget (which is the current assumption), areas such as Agenda Item D above, are the first steps the City will take in decreasing expenditures. Actual receipts for the entire first quarter will be ready for review at the Budget Workshop scheduled for May 28. INFORMATION ONLY. III. MISCELLANEOUS The Committee was impressed with the efforts being taken to identify areas in the City where potential costs savings are available (for example, Agenda Item D, above). Committee Members thanked staff for their diligence in bringing information forward to the Finance and Safety Committee relative to financial steps the City needs to take in response to the economy. Meeting adjourned at 6:26 p.m. Next meeting: Tuesday, April 21, 2009 5:00 p.m. Conference Room #3 F St- Committee Chair Approval Minutes by KAM. Reviewed by SH and R8.