05/22/2017 - MinutesCity of Port Orchard
Council Finance Committee
A meeting of the Council Finance Committee was held in the Council Chamber Meeting Room
at City Hall on May 22, 2017 at 7:30 p.m.
PRESENT: Chairman John Clauson, members Beck Ashby and Shawn Cucciardi, Mayor
Putaansuu, Public Works Director Mark Dorsey, Treasurer Martin.
Finance Report
May sales and use tax collection data was not available at the time of the meeting having not yet
been reported by the Department of Revenue. Real Estate Excise Tax collection distributed in
May was $58,726. The amount was $30,000 greater than the five year collection average for the
month of May.
Cash, funds, and accounts were presented.
Mr. Martin presented the recent draft of the Tremont Widening Finance Plan. The document
will track expenditures by construction category (Schedule) and addition cost. Once bids are
received actual amounts will be included that will track estimated and actual expense by month
over the 24 month construction period. Funding Sources and Fund No. 304 cash flow analyst are
included and tracked accordingly. The committee asked that the Tremont Widening Finance Plan
be presented at each council finance committee meeting during the construction period. The
Mayor assured the committee that would be the case.
Transportation
Mr. Dorsey provided a status report on the Tremont Widening Project. The bidder’s conference
took place and it is believed the City may have up to seven bidders on the project. Working with
the Department of Transportation local programs staff, the City expects to have an approval by
June 13th to proceed once bids are received and opened on June 6th. He addressed the use of the
Tremont Widening Finance Plan pointing out that it has helped to clarify the various funding
sources, expenditure expectations, and time lines. It will also serve as a cash flow tool for grant
reimbursement. Once costs are known and confirmed Construction Manager Berger Abam will
put actual construct amounts into the model and finance will finalize the Finance Plan upon
issuance of the Bonds.
Administration
Mayor Putaansuu presented his observations regarding City vehicle purchases and the
efficiencies that the City could gain by standardization. The current fleet of vehicles, outside of
police vehicles, are a mix of brands and types. The result is a hodge podge of spare parts, one-off
manuals and maintenance issues, and so forth. Mr. Putaansuu sought the committees support in
considering standardizing to one auto maker. The committee was supportive, but thought it
practical to consider two brands to make sure that the City equipment was adequate. As such the
Mayor will work with staff to make a recommendation on Fleet Standardization.
The last of the adjustments based upon information learned during the recent job salary survey
and staff assignments in Public Works was discussed. The Mayor will bring forth an updated job
description and salary range for the Water System Manager.
An amendment to the Seitel LLC agreement will be brought before Council at its June 13th
meeting. The amendment clarifies ongoing service arrangements and IT consulting services
contemplated upon the completion of the major IT infrastrurer enhancements. The City will
contract with a third party, Critical Informatics for security assessment which will lead to a long
term cyber security contract. It is contemplated that security monitoring will be provided by a
third party, not through the Seitel agreement. The Critical Informatics assessment agreement
will be presented at the June 13th Council meeting. An organization chart and employee
assignments contemplated as part of IT upgrades and review process will be present at the
meeting for Council consideration.
The meeting was recorded.
The meeting was adjourned at 8:45 a.m.
Next meeting
June 26, 2017 7:30 a.m. Council Chambers meeting room