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HomeMy WebLinkAbout4.07 TVCVB Update CITY CLERK File# 470-50 AGENDA STATEMENT CITY COUNCIL MEETING DATE: April 2, 2002 SUBJECT: Update on Tri-Valley Convention and Visitors Bureau (TVCVB) Activities Report Prepared by: Christopher L. Foss Economic Development Director ATTACHMENTS: 1. Internal Controls Manual 2. Current Agreement with TVCVB RECOMMENDATION: /~ Receive the report. FINANCIAL STATEMENT: None. DESCRIPTION: Since 1996, the City of Dublin has participated in a joint effort of the Tri-Valley cities to market the area to convention and tourist travel. The Tri-Valley Convention and Visitors Bureau (TVCVB) serves the cities of Dublin, Livermore, Pleasanton and San Ramon as the tourist marketing arm for the Tri-Valley, and acts as the information clearinghouse, convention consultant, and promotional marketing agency for both the area and the hospitality businesses that make up the TVCVB membership. In mid 2001, the actiVities of the Tri-Valley Convention and Visitors Bureau came under public scrutiny due to allegations of financial improprieties of Lisa Dial, the former TVCVB President and CEO. On July 12, 2001, the TVCVB Board of Directors moved to terminate Ms. Dial pending a review of the allegations against her. Ms. Dial was subsequently arrested and charged with three counts of Grand Theft. Ms. Dial had, over a period of three (3) years, embezzeled over $40,000 of TVCVB funds that were spent on personal items. In a plea arrangement with the Alameda County District Attorney, Ms. Dial agreed to make full restitution of the funds, with the final payment of $40,000 made to the TVCVB in March 2002. Upon notification of the allegations against Ms. Dial, the TVCVB Board of Directors, and the four member cities, made immediate plans to formalize the operation of the TVCVB. The Board of Directors initiated the creation of an Internal Controls Manual that would help formalize certain'operational controls, including financial record keeping and report, annual audits, and the oversight responsibilities of the TVCVB Board of Directors. Many of these controls were already in place, but they were formalized and revised as part of the review process. The Internal Controls also call for the creation of a Finance Committee to include membership by the funding cities. The Board of Directors unanimously approved the Internal Controls Manual (see Attachment 1) on February 20, 2002. The City and TVCVB also entered into an agreement in August 2001 that formalized the expectations of the TVCVB (see Attachment 2). H/cc-forms/agdastmt. doc cOPIES TO: ITEM NO. Staff feels that the TVCVB has made great strideS in improving the financial record keeping and operational controls for the organization and those additional measures will be considered and incorporated, if needed. RECOMMENDATION: It is recommended that the City Council receive the report. TVCVB - Internal Control Manual TABLE OF CONTENTS July 1, 2001 through June 30, 2002 Finance Committee Roles & Responsibilities ........................ Tab 1 Board Resolutions and/or Memos regarding Procedures or Controls Accounting System ............................................ Tab 2 Procedure memo-Accounting Program Access Petty Cash ................................................... Tab 3 Procedure Memo-Petty Cash Reconciliation Form Bank Reconciliation ........................................... Tab 4 Procedure Memo-Bank Reconciliations Completed Banking Checklists Check Writing ................................................ Tab 5 Procedure Memo-Bills/Check Writing Completed Accounts Payable Checklists Procedure Memo-Payroll and IRA Deposits Completed Payroll Checklists Deposits ..................................................... Tab 6 Procedure Memo-Deposits Procedure Memo-Credit Card Processing Procedure memo-Transfer of Funds Employee Credit Cards .......................................... Tab 7 Procedure Memo-Employee Credit Cards Credit Card Reconciliation Form Travel/Event Planning and Advance ............................... Tab 8 Procedure Memo-Travel and Event Planning Reconciliation Form-Travel/Event Planning and Advance Expense Report ............................................... Tab 9 Procedure Memo-Employee Expense Reimbursement Expense Report Form City Contracts Outlining Use of Funds Requirements ................ Tab 10 Miscellaneous ................................................ Tab 11 Procedural Memo-Change of Personnel Procedural Memo-Contact List MasterForms ................................................ Tab 12 Checklists All Other Forms 2/02 Attachment 1 MEMO: Tri-Valley CVB Finance Committee Official Name Tri-Valley Convention & Visitors Bureau Finance Committee Authority Authority granted as specified in contractual agreement between member cities and the Tri-Valley CVB, and the Bylaws of the TVCVB. CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Primary Role & Responsibility To provide the Tri-Valley Convention & Visitors Bureau Board of Directors oversight specifically relating to: · Proper use and reporting of member and city funds. · Insure use of appropriate internal controls. Additional Roles & Responsibilities · Review and approve all recommended changes to the Internal Controls Manual before referring the changes to the Tri-Valley CVB Board of Directors for final approval. · Perform periodic checks to insure compliance with processes and procedures as indicated within the approved Internal Controls Manual. · Provide oversight of annual financial audit process. · Review of the annual financial audit. · Report on annual financial audit to Tri-Valley CVB Board of Directors. · Budget review and compliance. · Review hnd recommend auditors and other financial services used by the Tri-Valley CVB. · Recommend and provide oversight of the Tri-Valley CVB investment policy. · Provide oversight to insure that the Treasurer is fulfilling his/her duties per Bylaws Article VII, Section C. · Recommend for approval to the General Board of Directors nominees to fill vacant Finance Committee positions. · Recommend for approval to the General Board of Directors financial and accounting policy and procedures. Meeting Frequency Quarterly )~ February (budget review) )~ May (auditor selection) 3~ September (audit review) )~ December Membership Tri-Valley CVB Executive Director Tri-Valley CVB Board Treasurer (Chairperson) Tri-Valley CVB Board Members (2) Member City Staff Representative (2 or more) 2/02 260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http ://www. Tri ValleyCVB. com Board Resolutions/Memos Pertaining to Controls or Procedures Dublin ,, San gamon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION From Board Minutes of 8/15/01: Motion 01/02-11' By Russell to grant short-term check signing authority up to $5,000.00 to staff member Mary Dillon, co-signed by an Executive Committee member. Authority to last until revoked by board. Second by Phillips. MSC. From Executive Committee Minutes of 1 / 16/02: · Motion 01/02-24: By Bolton to reduce M. Dillon's check co-signing authority from $5,000 to $3,500. Second by Flavetta. MSC. From Board Minutes of 1/16/02: · Motion 01/02-26: By Nostrand to approve the Internal Controls Manual with the provision that there will be additions/changes from the City of Dublin to be added. Second by Flavetta. MSC. 260 Main Street, Pleasaaton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http://www. TriValleyCVB. com Procedural Memo: Accounting Program Access Dublin · San R~mon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Quickbooks accounting program is kept on the Administrative Assistant's computer. Access to the program is limited to the Executive Director and the Administrative Assistant by useof a password. · Password to be changed quarterly. Checks must be written using the Quickbooks program - not handwritten. All transactions involving the monies of the CVB must be recorded in the Quickbooks program under either the Member or General account. All checks require two signatures. Up to $3,500.00 the Executive Director and Administrative Assistant can sign. Any checks over $3,500.00 or of an unusual nature, i.e. unbudgeted, require the signatures of the Executive Director and one Executive Committee member. · Checks for Executive Director's Expenses: · Checks over $3,500.00 require the signatures of two members of the Executive Committee. · Checks under $3,500.00 may be signed by one Executive Committee member and the Administrative Assistant. Nov./2001 http ://www. Tri ValleyC VB. com Procedural Memo: Petty Cash Dablin. $~n Ramon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION · Petty cash to be kept on hand - $100 maximum. · Petty cash to be kept in cash box in locked fire-proof file at front desk. Access keys to be held by Executive Director and Admin. Assistant. · Withdrawals of petty cash require that a 'petty cash receipt' be filled out stating date, amount, purpose, and signature of person receiving the cash and approval signature by Executive Director. Maximum of $20.00 per transaction. · Petty cash shall be reconciled and replenished as needed by staff with approval of Executive Director. Reconciliation must be done at least once per quarter. Nov/2001 260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http ://www. Tri ValleyCVB. com Petty Cash Reconciliation for ~___ Date Description Promotional M & E Travel Off. Supplies Postage Auto Other amt Other Acct TOTALS: $ $ $ $ $ $ $ GRANDTOTAL $ PlusCash Remaining: $ = Exec. Director Signature: Date: $o.00 (Should Equal $100) Procedural Memo: Bank Reconciliations CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Bank statements to be mailed by the bank to the outside bookkeeper to be reconciled. A copy of the statement is to be simultaneously faxed by the bank to both the Administrative Assistant and to the bookkeeper to reconcile with the office bookkeeping program (e.g. Quickbooks) accounts. Bank statements are to be reconciled monthly. The Member account is a business money market account and the General Fund Account is an interest bearing checking account. After the end of business on the last working day of the month, a transaction report with detail is to be run on both the Member and General Fund accounts in the office bookkeeping program. This report, along with copies of any voided checks and transfers of funds between accounts, will be faxed to the outside bookkeeper. Staff will reconcile both the Member and General Fund accounts to the office bookkeeping program and print a copy Of the reconciliation report to be stapled to the statement and filed in the monthly Financial file. This is for Office reference only - the official set of books is kept by the outside bookkeeper who issues all financial reports. Any discrepancies/problems with the reconciliation shall be discussed with the outside bookkeeper and brought to the attention of the Executive Director if not resolved, Outside bookkeeper will provide a complete bank reconciliation and monthly financial statement to the Executive Director to be used in the Board packet and copy kept in the monthly Financial file. The bank reconciliation will be reviewed by the Executive Director and filed in the monthly Financial file. Nov./2001 260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http://www. T~ValleyCVB. com BANKING AND BANK ACCOUNT RECONCILIATIONS INTERNAL CONTROL CHECKLIST Date: Completed by: Dublin · San Raraon ~ ~r CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION The following checklist is to be completed by either the Executive Director or Executive Committee member at month end in conjunction with the bank reconciliation and financial reports sUbmitted to the Board and/or Treasurer: 1. Has the bank statement been opened and reviewed by someone not responsible for the check writing procedure? YES NO 2. Has the bank reconciliation been performed and reviewed by someone not responsible for the check writing procedure? YES NO 3. Have all miscellaneous debits and credits been accounted for and explained by the person responsible for the bank reconciliation? YES NO 4. Is the reconciliation in a format that clearly shows all outstanding check and deposit items with a date processed? YES NO 5. Does the reconciliation clearly show a reconciliation between the bank and book balances with a reconciliation and description of outstanding items? YES NO 6. Do all canceled checks have a proper endorsement, including payroll checks? YES NO 7. Have all bank accounts been reconciled, and is there a clear tracking of transfers between accounts? YES NO ~ Nov./2001 http://www. TriValleyCVB. com Procedural Memo: Bills/Check Writing CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION One month's supply of checks for both Member and General Fund accounts are to be kept in the locked file in the Executive Director's office. Keys are kept by the Executive Director and Administrative Assistant. · Remainder of check stock to be stored in locked cabinet. Key to be held by Director of Sales who will issue a limited supply to the Administrative Assistant on an as needed basis. Bills are generally paid in the middle and at the end of the month from the General Fund account. · Checks may be cut at any time with the approval of the Executive Director. Checks are drawn on the Member account only if it is for a member related expense or an expense not allowed under the city contracts. Administrative Assistant maintains a file of invoices to be paid. These are date stamped when they are received, reviewed, and then checks are issued from Quickbooks. · Administrative Assistant will research any unusual charges to make sure they are legitimate and to prevent duplicate payments. All checks, along with back-up information, will be presented to the Executive Director for review. · Prior to paying invoices, check stock will be reviewed by the Exec. Director to be sure that all check numbers have been accounted for since the last check run date. · Signatures: checks require two signatures, generally the Executive Director and Administrative Assistant. · Up to $3,500.00 the Executive Director and Administrative Assistant can sign. · Any checks over $3,500.00 or of an unusual nature, i.e. unbudgeted, require the signatures of the Executive Director and one Executive Committee member. · Checks for Executive Director's Expenses: · Checks over $3,500.00 require the signatures of two members of the Executive Committee. · Checks under $3,500.00 may be signed by one Executive Committee member and the Administrative Assistant. Administrative Assistant will tear down checks after signatures: Mail check with required backup; stamp invoices with a 'paid' stamp; file dated check stub stapled to backup information in 'Payables' file. Nov./2001 260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http://www. TriValleyCVB. com ACCOUNTS PAYABLE INTERNAL CONTROL CHECKLIST Date: Completed by: Pteasa~ton':o Li~ermore Dublin * San Ramon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION The following checklist is to be completed by either the Executive Director or a member of the Executive Committee for each check run before distribution of checks: 1, o 10. Have all check numbers been accounted for since the last check run date? YES NO Do all expense reports include proper approval, receipts, descriptions and follow all other procedures required? YES NO Do all travel approval memos include all of the required information and approval? YES NO Do all invoices have approval from the person responsible for receiving the goods or services? YES NO Have all invoices been canceled with a paid stamp? YES NO Have all checks been signed and/or countersigned based on the controls determined by the Finance Committee? YES NO Do all credit card payments include the statement and receipts with an explanation of the charge? YES NO Have all payments been allocated to the proper expense line in the financial reports? YES NO Are all invoices for items included in the budget, or approved by an authorized person if not included in the budget? YES NO Do all payments meet the requirements for the use of funds set out by the Cities in their agreements With the CVB? YES NO Nov./2001 260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http://www. TriValleyCVB. com Procedural Memo: Payroll: · Payroll & IRA Deposits Dublin · San Ramon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Payroll and all associated taxes are processed by outside payroll service. · Paychecks are issued twice a month, on the 15th and the last day of the month. Part-time employees will keep a timecard to be signed by the employee, approved by the Executive Director and then faxed to outside payroll service at least 3 working days prior to payday. · Payroll direct deposits are processed by outside payroll service. An envelope containing the payroll information, paychecks and direct deposit statements will be received one day prior to payday. This envelope is to be opened by the Executive Director and the checks/statements dispersed to the employees on pay day. · Payroll information will be given to the Administrative Assistant to enter into Quickbooks and to file copies in the monthly financials file and also in a 'Payroll' binder to be used by the auditors. Simple IRA: · IRA withholding & payments to MFS Heritage Trust are also processed by the outside payroll service. At the beginning of each month the outside payroll service will issue a check payable to MFS Heritage Trust for the prior month's employee IRA funds withheld. The check, along with a disk containing information for MFS, will be mailed to the Executive Director to be signed and then mailed along with the disk to MFS. The statement showing the amount of the check will be given to the Administrative Assistant to enter into Quickbooks and file in the monthly financials file and Payroll binder. Administrative Assistant, with oversight by the Executive Director, acts as the administrator for the IRA plan. All changes to employee IRA programs will be handled by the Administrative Assistant with copies going to the outside payroll service and MFS as needed. · Files of all IRA applications and any changes made will be maintained in the office by the Administrative Assistant. Nov.12001 http://www. TriValleyCVB. com PAYROLL INTERNAL CONTROL CHECKLIST Pleasa~ton"o Livemaore Dublin · San Ramon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Date: Completed by: The following checklist is to be completed by either the Executive Director or a member of the Executive Committee for each payroll mn before distribution of checks: 1. Have all check numbers been accounted for since the last check run date? YES NO Do all hourly employees have proper time sheets completed and signed by employee and supervisor? YES NO 3. Have all time sheets been reviewed for overtime pay requirements? YES NO Do all hourly and salary employees' pay rate agree with their authorized pay level? YES NO 5. Do hourly employees' checks agree with hours reported on time sheets? YES NO Nov./2001 http ://www. Tri ValleyCVB. com Procedural Memo: Deposits Dublin · Saa Ramon CONVENTION & VISITOR' S BUREAU FILM & VIDEO COMMISSION Deposits are made to two accounts: Membership (membership monies) and General Fund (city grants and all other income). Deposit books, endorsement stamps and any money/checks received are kept in the locked file cabinet at the Administrative Assistant's desk. Access keys are held by Executive Director and Administrative Assistant. Deposits of all monies on hand are made by staff on an as-needed basis (minimum once per week), with a final deposit of all monies on hand on the last working day of the month. Name of the company/individual issuing the check is written on the deposit ticket along with the amount. Each check must be stamped with the endorsement stamp for the account into which it will be deposited. Make a copy of the deposit slip and accompanying checks to be filed in the monthly Financial file. Enter the deposit into the Quickbooks program under the respective account. Take deposit to Bank of Walnut Creek and staple deposit receipt to the deposit copy in the file. Nov./2001 260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http://www. TriValleyCVB. com Procedural Memo: Credit Card Processing Dublin ,, San Ramoa CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Only Visa and Mastercard payments will be accepted by the CVB and processed through credit card system. Credit card payments are accepted for membership and also for CVB events such as the Regional Mixer and Annual Luncheon. · Most credit card payments are entered manually, though the card may be mn through the machine. · At the end of each day that credit card payments are done, a settlement must be run through the credit card system so the amounts will be credited to the CVB bank account. · All credit card monies automatically drop into the General Fund account. · Once settlement is done, entries must be made in Quickbooks to reflect the monies received and place them in the correct accounts. · Credit card payments received for membership must be transferred from the General Fund account to the Membership account at the end of the month. Use the transfer of funds form to do this. · After the transaction is completed, a customer copy of the receipt is mailed to the customer. The merchant copy is stapled to the original form (either the membership form or the RSVP form for the event) and filed in the respective file. Nov./2001 http:llwww. TriValleyCVB. com Procedural Memo: Transfer of Funds Dublin · San Ramon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Transfer of funds between the Member and General Fund accounts generally occurs for two reasons: 1. To transfer credit card membership payments from General Fund to Membership account. 2. At the end of the fiscal year to transfer membership monies from the Membership account to General Fund account to cover operating costs until new fiscal funding has been received. Transfer of Funds form is filled out and signed by the Executive Director and Administrative Assistant. Original form is taken to the bank and copy is filed in the monthly financial file. Corresponding entries must be made in Quickbooks. Nov./2001 260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http ://www. Tri ValleyCVB.corn TRANSFER OF FUNDS TO: FROM: DATE: RE: BANK OF WALNUT CREEK Tri-Valley CVB Transfer of funds between accounts Please transfer $ FROM: Account//005-052653 (General Fund) TO: Account//005-052882 (Membership) Any questions please call 925-846-8910. Reason: Pleasanton'o Li.vermore ~ (a,~ff Dublin · San Ramon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Signature-Exec. Director Signature Nov./2001 http ://www. Tri ValleyCVB. com Procedural Memo: Employee Credit Cards CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION · All CVB credit cards shall be used for business expenses only. · The decision on which employees shall have company credit cards and credit limits for each employee shall be made by the Executive Director with approval of the Finance Committee. · Credit card statements are received mid-month. The Administrative Assistant shall disperse the statements to the respective employees for reconciliation immediately upon receipt. Employees shall use the Excel Credit Card Reconciliation form stored in the shared file directory to complete their reconciliation, then print out the form and return with receipts to the Administrative Assistant. · The Administrative Assistant shall verify that all information is filled out properly and that there are corresponding receipts/explanations for each item. All reconciliations and statements shall then be referred to the Executive Director for review and approval prior to issuing the check. · Executive Director's reconciliation and statement will be reviewed and approved by an Executive Committee member. · Any disputed charges shall be acted upon in a timely manner in accordance with the credit card company policy. · The approved credit card statements/reconciliations shall then be returned to the Administrative Assistant and filed in the 'Invoices to be Paid' file. · As with other bills, the checks for payment of credit card charges will be issued and clipped to'the backup and then given to the Executive Director for review and signature. Credit card payments may be taken to the bank or mailed to the Bank's credit card processing center. If taken to the local branch, the receipt for the payments is stapled to the Executive Director's statement for future reference. Any unauthorized use of the company credit card for personal expenditures will be reviewed by the Executive Director and the Executive Committee. Appropriate disciplinary action, possibly including dismissal, will be taken. Nov./2001 260 Main Street, Plcasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http ://www. Tri ValleyC VB. com Credit Card Reconcilia'~ ~ Employee: Month/Year: Office Trade Trans. Date Description Supply M&E Show Promo Travel Dues Other Receipt Totals $ $ - $ ' $ - $ $ $' Approved:__. I certify that all charges are business related (Empl.) Procedural Memo: Trip/Event Expense Dublin · San Ramon CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Prior to Travel: Tradeshow/events require pre-approval using the Excel Trip/Event Planning and Advance Form to be found in the shared file directory. · Form shall be filled out giving the anticipated costs and desired amount of cash travel advance and then submitted to the Executive Director. · Budgeted travel must be approved by the Executive Director for staff, and by the Executive Committee or a member appointed by the Committee for the Executive Director. · Non-budgeted travel, over $300.00 or out-of-state, must be approved by the Executive Committee or a member appointed by the Committee for all staff members including the Executive Director. After Travel is Completed: · Trip/Event Planning form shall be completed after the event to show the actual costs and difference between estimated and actual costs. · Copies of all pertinent credit card statements showing tradeshow registration, lodging, etc must be attached to the form. · Use the 'Reconciliation of Travel Advance' portion of the form to show how the travel advance was spent, any cash returned, and attach all receipts (cash or credit card) to the form and submit to the Administrative Assistant. · All Meals &Entertainment expenses must show details of the purpose of the meeting, all attendees and the date. ,/~-. Nov./2001 http :/~. Tri ValleyCVB. com Event Name: Dates: Location: EmpI.Attending: Costs: Registration: Lodging: Airfare/transportation: Booth Furnishings: Giveaways: Shipping: Per Diem/Meals/Incidentals: Total Cost Anticipated Final Difference $ $ $ TvI.Adv. Rqstd.: I Approved: Date: Date:I Heooncllla[Ion OT i ravel ~uvanu~. Description Tradeshow Travel vl&E Local Travel Promos Vleals Other Receipts TOTALS: $ $ $ $ $ $ $ ' $ .... Approved: Date: Procedural Memo: Employee Expense Reimbursement Dublin.. San R~on CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION In order to be reimbursed for any out-of-pocket expenses, employees must fill out completely the Excel Expense Form found in the shared files and submit to the Administrative Assi'stant by the l0th of the month. For mileage, enter a complete description of destinations and purpose. Reimbursement rate will conform with current IRS reimbursement rate. Enter the number of miles in the 'Miles' column and the amount will automatically be figured in the 'Total' column. In the 'Miscellaneous' section enter all other out-of-pocket expenses and give a complete description of the item. If the item falls under Meals & Entertainment, be sure to describe the business purpose of the meal and who attended. · Give complete description of any items listed in the 'Other' category, so the Administrative Assistant will be able to determine which account that item should be charged to. · There must be a date corresponding to each item. · The completed form shall be printed out and submitted to the Administrative Assistant along with all corresponding receipts for miscellaneous expenses. The Administrative Assistant shall review each Expense Report and put into the 'Bills to be Paid' file to be paid in mid-month. · Any unusual expenses (unbudgeted or a single item over $100) shall be submitted to the Executive Director for review and approval prior to printing the check. · Checks will be issued and attached to corresponding documentation then submitted to the · Executive Director for review and signature. Nov./2001 http ://www. Tri ValleyCVB. corn Expense Report Employee: Mc '}(ear: "~ $ $ $ $ - $ - $ $ - $ $ $ $ $ $ ~ll ~A~ ~1 IP, TF1TAI MISCI=I I ANEOUS $ - $ - $ - $ $ $ $ $ $ $ $ $ Empl. Sig: Approval: Totals $ - $ MISC. SUBTOTAL: $ TOTAL: $ Procedural Memo: Change in Staff or Board Dublin * San Ramon ~"~ -- CONVENTION & VISITOR'S BUREAU FILM & VIDEO COMMISSION Change in Staff: · When a staff person leaves the employment of the Tri-Valley CVB the following things must be done: · Keys for office door & back door, and any locking files must be collected by the Executive Director or the Administrative Assistant. · Alarm code to be deleted. · For Executive Director and Administrative Assistant: · Signature cards for both bank accounts must be changed. This to be done by the Executive Director for the Administrative Assistant or the Executive Committee for the Executive Director. · Password on QuickBooks to be changed. · Keys for files where current month's check stock is kept to be turned in to Executive Director or Executive Committee. Finance/Executive Committee should review remaining check stock to be sure all numbers are accounted for. · Company credit card must be canceled by Executive Director or by the Executive Committee for the Executive Director. · Outside payroll service must be notified by the Executive Director, or by the Executive Committee for the Executive Director, to issue final paycheck. · If the employee held an IRA, the required paperwork must be filled in and returned to the fund administrator. If there is a change in outside bookkeeping service, the bank must be notified immediately of the address change for the monthly statements. Change in Board Executive Committee: · Signature card at the bank must be changed immediately if the board member was authorized to sign on the CVB accounts. · If the director had an office key, that key must be collected by the Executive Director. · If the board member had a code for the alarm system, that code must be changed by either the Administrative Assistant or the Executive Director. Nov./2001 http://www. TriValleyCVB. corn Procedural Memo: Contact List Executive Director: · Amy Blaschka Staff: · Mary Dillon (Admin. Asst.) · Jennifer Kontaxis (DOS) · India Morgan (Sales Mgr.) · Erin Marchi (Sales Admin.) · Laura Olson (Events/Membership) CVB Executive Committee Joe Madden, Chairman Donna Flavetta, Past Chairman · Mark Bolton, Treasurer · Read Phillips, Secretary City Representatives on Board Chris Foss, Dublin · Kevin Roberts, Livermore · Gail Gilpin, Pleasanton · April Gray, San Ramon Outside Bookkeeper: · Nancy Cass Cass N Barger Associates Outside Payroll Company: · Marianne Antuzzi Office & Business Solutions Bank of Walnut Creek-Plsnt. Main St. 426-0311 462-3018 275-9711 875-0930 618-0618 398-0700 225-0811 862-2377 867-9200 294-8667 833-6650 373-5148 931-5040 973-2554 516-4200 408-265-3900 X-102 · Leslie Murphy 846-8811 Nov./2001 260 Main Street, Pleasanton, CA 94;566 Tel: (925) 846-8910 Fax: (925) 846-9502 http://~. TriValleyCVB.¢ora Spot Check Log DATE SIGNATURE COMMENTS CONVENTION & vIsrroR'S BUREAU FILM & VIDEO COMMISSION 260 Main Street, Pleasanton, CA 94566 Tel: (925) 846-8910 Fax: (925) 846-9502 http ://www. Tri ValleyCVB. com AGREEMENT WITH TRI-VALLEY CONVENTION & VISIToRs BUREAU THIS AGREEMENT is made and entered into this ~_?~day of August, 2001, by and between CITY OF 'DUBLIN, a municipal corporation (hereinafter referred 'to as the "City"), and TRI- VALLEY CONVENTION & VISITORS BUREAU, a non-profit corporation (hereinafter referred to as "TVCVB,). WITNESSETH: A. TVCVB has qualified to receive City funds to pro,de community services as stated in this Agreement. B. . In the judgment ofthe City Council, it is appropriate and advisable to provide money to TVCVB for fiscal year 2001-2002 to assist it financially in providing specified community services. C. The. Tri-Valley Convention and Visitor's Bureau (TVCVB), .formerly known as the Pleasanton Convention Visitors Bureau (cVB) has expanded its services to include businesses in the Cities of Livermore, Dublin, and San Ramon. The City 'of Livermore, the City of Pleasanton, and the City of San Ramon, have agreed to participate in the TVCVB. Each city has separate contracts, agreements, and conditions. The City and TVCVB agree as follows: NOW TFtEREFORE, in consideration of the mutual covenants, the parties agree as follows: 1. ' TVCVB's Services. TVCVB Shall attempt in good faith to provide services and furnish the necessary materials, supplies, facilities, and personnel to promote the City of Dublin by increasing convention and visitor trade 'in Dublin, encouraging Dublin hotel use, supporting special events in Dublin, and performing services that assist Dublin businesses. The TVCVB has the right to act independently regarding funding and related contract'issues; 2. Suffieiene3r of TVCVB's Services. The City's Administrative Services Director shall monitor and review the level of funded services provided during the term of this contract and shall submit an annual review of the TVCVB's services to the City Council. 3. Term. TVCVB shall attempt in goodfaith.to provide such services stated above during City of Dublin's fiscal year, July 1,200!...thr6ugh'3Une 30, 2002~' 4. Allocated Funds: The City's financial contffbution to the TVCVB is based on a formula by Which each member City contributes its share based on the number of that City's h0te} rooms compared to the total hotels rooms in the Tri-Valley area. City has allocated for fiscal year 2001-02 the sum of $65,024 to the TVCVB. City funds shall be disbursed twice each year (July and January) and these funds are not be Used for any of the following without the expressed written consent of the City: · Donations Political Contributions Attachment 2 Non-business related travel Non-budgeted items Depreciation expense of equipment Funding for projects requiring matching funds or projects presently supported in part by City funds that would, in effect, result in. duplicating Cityftmding. 5. Financial Records and Reports. A. The TVcVB shall be responsible for preparing and maintaining, accurate and adequate financial records on a timely basis. B. All financial records shall be made available to'the City's Administrative Services Director (or his/her designated representative) upon request during normal working hours; C. The TVCVB's Chief Executive Officer will prepare or cause to be prepared a monthly financial report to the Board of Directors of the TVCVB. D. The Monthly Financial Report shall include at a minimum the monthly check register, copies of the most current month's bank statements, and a worksheet containing monthlyand year to date, actual linc'item revenues and expenditures compared to budgeted line item revenues and expenditures. E. The TVCVB's Chief Executive Officer will prepare or cause to be prepared an annual Program. budget for consideration by City members by March 1 of each year (Section 5, Article IX of the TVCVB By-Laws). The proposed budget will be reviewed by a committee made up of City Managers, or their designees, from each contributing city no later than March 30 of each year. The review of the budget will suggest the level of funding each City Manager will recommend to his or her City Council during the regular budget process, should such funding be recommended. 6. Audit. A. The TVCVB will contract annually with an Independent Auditor for a financial audit. B. The TVCVB will provide the City with a copy of the audit by October 1 following the close of the fiscal year on June 30. 7. Oversight Responsibilities of the Board. A. The City and TVCVB Board recognize and agree that with the minimum staffing of the TVCVB, the Board must play a significant role in the internal control structure of the financial operations, and. must help ensure the proper use and reporting of City funds. B. The TVCVB shall'have in place a Finance Committee at all times. C. The Finance Committee will consist of the Board Treasurer, the Chief Executive Officer, and at least two other Board members. One or more City staff representatives (ex. Administrative Services Director) may (if one or more City wishes representation) also serve on the Committee. D. The Finance Committee will meet no less than twice per year to review the annual budget, the' financial audit, and financial records as necessary and prudent, and to help ensure appropriate internal controls. 8. TVCVB's Status. In the performance of the services set forth in this agreement, · TVCV~ shah have the'status of an independent contractor and TVCVB shall not be consider~t to be an employee of the City for any purpose. ~ ~1 persons working for or under the direction Of TVCVB are its agents, servants~ and employees and are not agents, servants, or employees of the City. 9.' Termination of Agreement by Ci~. The City may terminate this agreement at any time by mailing a 66tice in writing to the TVCVB that the City will no longer provide funding. The agreement shall then be deemed terminated, and no further funding shall be required to be allocated by the City for TVCVB. The money allocated to TVCVB may be apportioned either by the number of months or serv~.'ces provided by TVCVB, if the funding is terminated. 10. Indemni~ and Hold Harmless. TVCVB shall defend, indemnify~ and hold harmless, the City and its officers, and employees from and against ali claims, losses, damage, injury, and liability for damages arising from errors, omissions, negligent or wrongful acts of the' TVCVB in the performance of its services under this Agreement, regardless of whether the City has reviewed and/or approved the services which have given rise to the claim, loss, damage, injury or liability for damages. I 1. Notices. All notices herein required shall be in writing and shall be sent by certified or registered mail, postage prepaid, as follows: City of Dublin 100 Civic Plaza Dublin, CA 94568 TVCVB 260 Main Street Pleasanton, CA 94566 12. Conformance to Applicable Laws. TVCVB shall comply with all applicable Federal, State, and City laws, rules,, and ordinances. No discrimination shall be made by TVCVB in the employment of persons to work under this contract because of race, color, national origin, ancestry, sex, or religion of such person. 13. Scone of Agreement. This writing constitutes the entire Agreement between the parties relative to the services and modification hereof shall not be effective unless and until such modification is evidenced by a written amendment signed by both parties to this Agreement. THIS AGREEMENT executed the date and year first above written. ATTEST: Elizabeth Silver, City Attorney CITY OF DUBLIN Richard C~ Ambrose, Ci~-M~er TRI-VALLEY CONVENTION AND VISITORS BUREAU m.o~ Board of Directors