HomeMy WebLinkAboutItem 4.02 ReimburseStateMandateCost
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CITY CLERK
File # D~[Q][QJ-8J[Q]
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AGENDA STATEMENT
CITY COUNCIL MEETING DATE: (February 17,1998)
SUBJECT:
,,-II ~dget Adjustment for Reimbursement of State Mandated Costs
~rrepared by: Paul S. Rankin, Assistant City Manager)
EXHIBITS ATTACHED:
Exhibit 1:
Exhibit 2:
Listing of Claims Made for State Mandated Costs
Budget Change Form
RECOMMENDATION:
.(J# Receive Report and Approve Budget Change Form
FINANCIAL STATEMENT:
Revenues received to date total $29,674 and costs associated with
the submittal of the claims will not exceed $10,000.
DESCRIPTION: At the regular meeting on July 1, 1997, the City Council authorized the City
Manager to execute an agreement with David M. Griffith & Associates L 1D (DMG). 1bis firm
specializes in the preparation and submittal of claims for reimbursement of State mandated costs. At the
time the Agreement was approved, Staff indicated that a budget adjustment would be presented at a future
Council meeting, once Staff had more precise information related to the amounts claimed from the State
for these mandated costs.
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DMG worked with staff and prepared claims for all eligible state mandated activities during the last eight
fiscal years in which costs were incurred by the City, as shown in Exhibit 1. These activities included
compliance with the Open Meetings Act, Noticing for Stolen Vehicles and Rape Victim Counseling, Law
Enforcement / Inmate Aids Testing, and Reporting for Missing Persons and Business Licenses.
As of this date, the City has received approximately $29,674 in reimbursements from the State for these
activities, and has approximately another $20,987 in claims outstanding. The City contract with DMG
provides, for the consultant to receive 30% of the amount paid by the State. The agreement caps the
maximum payment to the Consultant at a maximum fee of $10,000. In addition, the City was allowed to
submit the DMG charges for reimbursement as a State Mandated Cost. The contingent fee option ensures
that the City will not be obligated to make any payments until funds are received from the State.
As noted in Exhibit 1 the full amount of the claim is not always paid to the City. In some cases the State
may have total claims which exceed the amount of funds appropriated by the State Legislature. 1bis
results in a pro-rata share being distributed to the agencies. Also, in some cases where the claim is not
fIled within a specified period, the State deducts an amount for filing of a late claim. As noted on Exhibit
1 the $29,674 in revenues were related to original claims totaling $35,490.
Thus far, the City has incurred consultant expenses totaling approximately $8,902. The City will be billed
for the remaining $1,098 (Maximum Consultant Fee is $10,000) in consultant fees as reimbursements are
made by the State. lfthe remaining unpaid claims generated less than $3,660 in revenue to the City, the
[mal cost of the Consultant Services would be less than $10,000.
. Staff has prepared a budget adjustment form in Exhibit 2 to adjust for the revenues received to date and
consultant expenses expected to be incurred in preparing the reimbursement claims. Staff recommends
that Council receive this report and approve the attached budget change form.
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City of Dublin
Listing of Claims Made for State Mandated Costs
For Fiscal Years 1989-90 through 1997-98
Date of
Claim Purpose of Claim
A. Claims Paid by State
11/30/97 Stolen Vehicle Notification FY 97-98
11/30/97 Mandate Reimbursement Process FY 97-98
11/30/97 Open Meetings Act FY 97-98
11/30/97 Business Tax Reporting Requirement FY 95-96
7/22/97 Missing Persons Report FY 94-95
Total Claims Made
Per Contract with DMG - Maximum Amount
to Pay is the lesser of:
a.) 30% of the value ofthe claims ($8,902.20)
b.) $10,000
Net Revenues to City
B. Claims Still Outstanding
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11/30/97
11/30/97
11/30/97
10/23/97
10/23/97
10/23/97
8/19/97
8/19/97
8/19/97
8/19/97
8/19/97
8/19/97
Stolen Vehicle Notification FY 96-97
Open Meetings Act FY 95-96
Open Meetings Act FY 96-97
Stolen Vehicle Notification FY 95-96
Rape Victim Counseling Center Notices FY 95-96
Law Enforcement/lnmate Aids Testing FY 95-96
Law Enforcement/lnmate Aids Testing FY 89-90
Law Enforcement/lrunate Aids Testing FY 91-92
Law Enforcement/lnmate Aids Testing FY 92-93
Law Enforcement/lnmate Aids Testing FY 93-94
Rape Victim Counseling Center Notices FY 93-94
Rape Victim Counseling Center Notices FY 94-95
Total Claims Made
Per Contract with DMG - Maximum Amount
to Pay is the lesser of:
a.) 30% of the value of the claims ($8,902.20)
b.) $1,097.80 (Remaining amount of
original $10,000 contract limit)
Net Revenues to City
Amount of
Original
Claim
$ 400.00
10,000.00
9,000.00
9,122.00
6,968.00
$35,490.00
$ 425.00
6,734.00
9,320.00
365.00
298.00
957.00
226.00
227.00
622.00
574.00
379.00
860.00
. $20,987.00
1,097.80
$19,889.20
Amount
Actually
Received
for Claim
$
297.00
9,249.00
7,188.00
9,122.00
3,818.00
29,674.00
$
$
8,902.20
20,771.80
. Note:
Two additional claims were also made for Business License Reporting for Fiscal Years 1996-97 and
1997-98 in the total amount of$24,369. However, the State has reported that it has very limited funds
available for the payment of these costs. Thus Staff has not included these two items in the list above.
Dale Printed: 2/6198 12: 15 PM
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EXHmIT 1
CITY OF DUBLIN
BUDGET CHANGE FORM
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CHANGE FORM #
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New Appropriations (City Council Approval Required):
Budget Transfers:
From Unappropriated Reserves From Budgeted Contingent Reserve (1080-799.000)
Within Same Department Activity
_X_ From New Revenues Between Department5 (City Council Approval Required)
Other
m!WKij~E~E\E:*~u.Bm}rtMM_QnNIDWml'%fli.;:HtNGRE.~lmm,wttUiummflgt:tWIWMfmQ'dN$il1f
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Name: Name: Finance - Contract Services $10,000
Account #: Account #:001-1040-740-000
Name; Name:Qther Revenues Reimbursement General $29,674
Account #: Account #: 001-1000-570-005
Name: Name:
Account #: Account #:
Name: Name:
Account #: Account #;
Name; Name;
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Account #: Account #:
Name: Name:
Account #: Account #:
REASON FOR BUDGET CHANGE ENTRY; To adjust the budget for the expected revenues to be received
and expenses to be incurred in preparing the reimbursement claims for State mandated costs.
City Manager:
Date:
Signature
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Signature
Date: ___
Mayor:
Posted By:
Date:
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Signature