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08/25/2015 - MinutesCity of Port Orchard Council Finance Committee A meeting of the Council Finance Committee was held at City Hall August 25, 2015 at 5:30 p.m. PRESENT: Members Rob Putaansuu and Jerry Childs, Chief Geoff Marti, HR Coordinator Deborah Howard, and Treasurer Allan Martin, Member Putaansuu called the meeting to order at 5:45 p.m. Finance Report The committee was provided the most recent Sales Tax Revenue Report and the July 2015 Treasurers Report. The committee focused on sales tax July and August projected versus actual collections for the two months. July was 8.7% greater than projection while August came in at 6.7% above. The total two months dollar amount was $56,000 greater than projection. For the year, collections are up 3.07% with a total dollar amount of $82,618 more. Year-to-date collections total $2,693,609. Real Estate Excise Tax (REET) collections benefited from two large commercial sales that put actual collections for the year greater than projection by $32,000. The year-to-date collection of REET is $352,590. Mr. Martin provided an update of costs associated with replacing Court video equipment which was discussed at the last finance committee meeting. The quote for equipment is $8,516 plus additional cost for a new wall-mounted video monitor. Committee members continue to view updating equipment as the most cost-effective choice in providing court arraignments for individuals held in the Kitsap County jail facility. The Request for Qualifications for the 2015 Information Services review continues to move forward with the apparent best candidate a firm that has provided services for Kitsap Regional Library and Kitsap Mental Health. Staff is working to bring forward a contract agreement for Council approval. The 2016 budget calendar was presented meeting the statutory deadlines and outlining major steps in the budget preparation process. Confirmed dates will be coordinated with finance committee members as we move through the process. This year it may be necessary to hold a public hearing on Monday, December 7th to meet the statutory deadline. In years past the Council has meet on a Monday to meet the requirements. The committee was provided a letter awarding the city the 2015 distinguished budget award. Mr. Martin went on to say this was the third year in a row that the city has received this award. He called special attention to staff who worked hard to earn the award. The 2015 Budget meets or exceeds the budget criteria set by Washington Finance Officers Association. Payroll is in the process of implementing the Employment Self Service module (ESS) that allows for electronic filing of employee hours and approval by supervisors. Each payroll period an additional department is brought online using ESS. Completed implementation is planned for the end of October. No problems have been encountered in the rollout. The city’s 2014 financial information has been downloaded to the State Auditor’s Office (SAO). Generally this is the first step in the annual financial audit conducted by the state auditor. An entrance conference will be scheduled with committee members once we received official notification from SAO. Police Department Chief Marti reported that the city’s insurer provided a settlement amount for the police motorcycle that was deemed totaled in this summer’s collision with an automobile. The Chief is seeking support to spend the $10,674 settlement on a replacement Honda motorcycle surplused from the City of Federal Way. The surplused cycle comes fully police equipped and ready to use. The price is considered to be in the $7,000 range and the members felt that the Chief should pursue the purchase of a surplused cycle from Federal Way. Human Resources HR Coordinator Deborah Howard gave a brief over view of her use of the Employee Self Service module and that much of the information was populated from payroll information. New employee information will be entered directly by HR. Employees may view their W2, benefit, and other information online. The committee was informed that the Consumer Price Index (CPI-U) for Seattle-Tacoma- Bremerton June to June came in at 1.6%. The city has traditionally indexed cost of living adjustments to this CPI. The Teamsters union which represents Public Works, Police Support Staff and Municipal Court employees have asked for additional time to gather information regarding medical insurance costs. 2016 AWC premium rates will not be published until October 5, 2015. By doing so they are planning on passing the September 30th deadline for a new agreement that would have resulted in possible COLA applied to wages. Non -represented staff generally was afforded a COLA each October 1st. HR is seeking direction on providing a COLA to non-represented employees. Both members deferred an opinion to the whole Council. Meeting was adjourned at 6:13 p.m. Next meeting The members deferred to a later date in order to coordinate calendars to include Chairman Clauson.