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HomeMy WebLinkAboutCity Council Committees - Operations - 11/03/2015 E„NT q� w, OPERATIONS COMMITTEE MINUTES November 3, 2015 Committee Members Present: Les Thomas, Chair, Dana Ralph and Bill Boyce. The meeting was called to order by Les Thomas at 4:00 p.m. 1. ROLL CALL. 2. CHANGE TO AGENDA. There were no changes to the agenda. 3. APPROVAL OF THE CHECK SUMMARY REPORTS DATED 9/16/2015 THROUGH 9/30/2015 AND 10/1/2015 THROUGH 10/15/2015. B. Boyce moved to approve the check summary report dated 9/16/2015 through 9/30/2015 and 10/1/2015 through 10/15/2015. D. Ralph seconded the motion, which passed 3-0. 4. APPROVAL OF MINUTES DATED OCTOBER 6, 2015. D. Ralph moved to approve the Operations Committee minutes dated October 6, 2015. B. Boyce seconded the motion, which passed 3-0. S. AMENDMENT TO MAINTENANCE CONTRACT WITH PREFERRED COPIER SYSTEMS FOR CITY MFD'S - AUTHORIZE. Multimedia Manager Dea Drake made a request to extend the multifunction device maintenance agreement that allows the City additional time to consider replacement needs in conjunction with facilities space planning. The City and Preferred Copier Systems agree that each will continue to perform as provided for under the original Agreement and any prior Amendments on a month-to-month basis commencing January 1, 2016, with a maximum extension through July 31, 2016. B. Boyce moved to recommend to Council to authorize the Mayor to sign an amendment extending the Goods and Services Agreement with Preferred Copier Systems in an amount not to exceed $100,000 through July 31, 2016 for maintenance of the City's fleet of Ricoh Multifunction Devices (MFD's) subject to terms and conditions acceptable to the City Attorney and Information Technology Director. D. Ralph seconded the motion, which passed 3-0. 6. JONES, LANG, LASALLE (JLL) AMENDMENT II. Economic and Community Development Director Ben Wolters made a request to members to allow ILL to represent the City in the proposed sale of the Riverbend Par 3 property for the uses approved by the City Council, for a two-percent commission of the sales price of the property, to be paid upon closing. In the event ILL brings forward a qualified buyer who agrees to the City's requirements, conditions, and approved uses and the City fails to approve the transaction with the buyer, ILL will be entitled to a one-time breakup fee of $75,000. Operations Committee Minutes November 3, 2015 Page: 2 D. Ralph moved to recommend to Council to authorize the Mayor to sign Amendment II with Jones, Lang, Lasalle, (JLL) for the disposition of the Riverbend, Par 3 site subject to terms and conditions acceptable to the Economic & Community Development Director, Parks Director, and the City Attorney. B. Boyce seconded the motion, which passed 3-0. 7. CONSOLIDATING BUDGET ADJUSTMENT ORDINANCE FOR ADJUSTMENTS BETWEEN JULY 1, 2015 AND SEPTEMBER 30, 2015. Finance Deputy Director Barbara Lopez requested to approve the consolidating budget adjustment ordinance, reflecting an overall budget increase of $31,271,331. The increase includes four items that make up approximately 90 percent of this amount, they are: 1) $1.1 million of B&O revenues of extra over above $5 million that gets transferred to the CIP fund; 2) nearly $18 million for the 2015 bond refunding that was completed; 3) $1 million for refunding the street operating monies that were in projects with LID funding; and 4) LED lighting conversion project that council had authorized loans from the insurance fund and sewerage fund the $1.8 million in loans need to be transferred to budget as an expense. The other 10 percent of the increase includes: police being authorized to use school zone traffic camera monies for equipment, renovations to the corrections facility, and service fees; SEPA mitigation contributions; and about $400,000 for some strategic land acquisitions and sales activities. These expenditures are funded by grants, existing fund balance, or other new revenues. B. Boyce moved to recommend Council to approve the consolidating budget adjustment ordinance for adjustments made between July 1, 2015 and September 30, 2015 reflecting an overall budget increase of $31,271,331. D. Ralph seconded the motion, which passed 3-0. S. WRITE-OFFS OF UNCOLLECTABLE ACCOUNTS. Finance Director Aaron BeMiller requested authorization to write-off $33,856.07 in uncollectable accounts receivable. The accounts receivable balance as of September 30, 2015 is $4,213,690.25 and the requested write-off represents 0.8% of the balance; $695.13 of the requested write-off consists of interest and finance charges. Of the $33,856.07, $19,493.19 represents businesses that have closed ($18,701.58in gambling tax debt and $791.61 in unpaid fire permits). $11,956.77 is damage to city property and the remaining $2,406.11 is comprised of miscellaneous department services. All but one account have been referred to collections and are considered Operations Committee Minutes November 3, 2015 Page: 3 uncollectable, covering the period 2008 to 2011. The one account not referred to collections was a bankruptcy from 2013. There is no budget impact as a result of this motion as these accounts have already been fully reserved as doubtful accounts and are not included in the net accounts receivable amount. D. Ralph moved to recommend to Council to authorize the Mayor to write-off uncollectable accounts owed to the City in the amount of $33,856.07, subject to final approval of the Finance Director and City Attorney. B. Boyce seconded the motion, which passed 3-0. 7. SEPTEMBER 2015 FINANCIAL REPORT. Mr. BeMiller provided a summary to the September monthly financial report. Currently, staff is estimating a favorable variance in the general fund at the end of the year with almost $3.2 million, a combination of expenditures lower than budgeted and revenues a bit higher than budgeted. Assuming estimates hold true, there will be a general fund balance of $10,478,000 at the end of 2015 which will be about 12.2 percent of current year expenses. As a reminder to a previous council workshop, Mr. BeMiller discussed the fiscal cliff approaching for 2020 with the Panther Lake annexation sales tax credit going away, several labor contracts under negotiation, as well as the impact of I-1366 on state shared revenues. Mentioned was the cost savings in Human Resources and Economic and Community Development due to staff vacancies throughout the year. To view detailed information for the August 2015 Financial Report please see the full agenda where the August report is an attachment to the September report. The meeting was adjourned at 4:46 p.m. by Les Thomas. Jennifer Hays Operations Committee Secretary