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HomeMy WebLinkAboutCity Council Committees - Operations Committee - 09/18/2018 Page 1 of 3 Approved Operations Committee CC Ops Regular Meeting Minutes September 18, 2018 Date: September 18, 2018 Time: 4:00 PM Place: Chambers East Attending: Les Thomas, Committee Chair Bill Boyce, Councilmember Dennis Higgins, Councilmember Toni Troutner, Councilmember Agenda: 1. Call to Order 4:00 PM 2. Roll Call Attendee Name Title Status Arrived Les Thomas Committee Chair Excused Bill Boyce Councilmember Present Dennis Higgins Councilmember Present Toni Troutner Councilmember Present 3. Changes to the Agenda None 4. Approval of Minutes dated September 4, 2018 MOTION: Move to approve the Minutes dated September 4, 2018 RESULT: APPROVED [UNANIMOUS] MOVER: Toni Troutner, Councilmember SECONDER: Dennis Higgins, Councilmember AYES: Boyce, Higgins, Troutner 5. Approval of Check Summary Report dated 8/16/2018 - 8/31/2018 MOTION: Move to approve the check summary report dated 8/16/2018 - 8/31/2018 RESULT: APPROVED [UNANIMOUS] MOVER: Dennis Higgins, Councilmember SECONDER: Toni Troutner, Councilmember AYES: Boyce, Higgins, Troutner 6. Write-offs of Uncollectable Accounts Finance Director Aaron BeMiller requested authorization to write-off $181,686.86 in uncollectable accounts. Finance has adopted a procedure to Operations Committee CC Ops Regular Meeting Minutes September 18, 2018 Kent, Washington Page 2 of 3 write-off delinquent accounts receivable invoices older than three years, not including current year, unless requested by the department. The write-off does not forgive the debt. Council President Boyce asked what is done to continue trying to collect once a debt is written off. BeMiller noted that Accounts may stay in collections if the billing department ensures all backup documents are retained while the accounts remain with the collection agency. The collection agency actively continues to try and collect. MOTION: Recommend Council authorize the Mayor to write-off uncollectable accounts owed to the City in the amount of $181,686.86, subject to final approval of the Finance Director and City Attorney. RESULT: RECOMMENDED TO COUNCIL [UNANIMOUS] MOVER: Toni Troutner, Councilmember SECONDER: Dennis Higgins, Councilmember AYES: Boyce, Higgins, Troutner 7. Director's Report - Info Only Finance Director Aaron BeMiller and Senior Financial Analyst Joe Bartlemay addressed some questions regarding the Investment Report that was presented at the last Operations Committee meeting. Committee members expressed appreciation for the clarifications. Director BeMiller also reported that a very successful audit has been completed and the SAO Exit Conference is set for early October. BeMiller congratulated the entire City and thanked the council, CAO and Mayor for their support through this process. Council President Boyce expressed appreciation for the great leadership and work of the Finance department for this accomplishment. 8. Puget Sound Regional Fire Authority Interlocal Agreement Update - Info Only Chief Administrative Officer Derek Matheson provided an update on the renewal process for the Puget Sound Regional Fire Authority Interlocal Agreement. The City of Kent and PSRFA have had an ILA for shared services since 2010 covering a wide range of services. Over time PSRFA has taken over many of the components of the original ILA and is in the process of assuming responsibility for more of those services. The current agreement expires at the end of 2018 and needs to be renewed soon. CAO Matheson discussed the changes to the agreement that are currently being proposed, specifically many that will reduce the City’s financial obligation, including information technology, emergency management, and fire/arson investigations. These proposals are in the very beginning stages with a lot of questions to work through. In terms of next steps, staff has been assigned on both sides to work through the various pieces of the RFA. The purpose of today’s presentation is to ensure that the committee is in the loop, is comfortable with the direction we are heading and to be sure we are aware of any issues the committee expects us to work through during this process. Operations Committee CC Ops Regular Meeting Minutes September 18, 2018 Kent, Washington Page 3 of 3 Committee members spoke to the importance of collaboration and agreed staff should move forward with the renewal process as presented. 9. Adjournment 4:30 PM The meeting was adjourned at 4:30 by Council President Boyce. Cathie Everett Committee Secretary