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HomeMy WebLinkAboutItem 9.1 LAVTA Contract for Financial Services CITY OF DUBLIN 1060 -40 AGENDA STATEMENT CITY COUNCIL MEETING DATE: January 27, 1986 SUBJECT Livermore Amador Valley Transit Authority Contract for Financial Services EXHIBITS ATTACHED Letter from Mr. Vic Sood , LAVTA General Manager dated January 24, 1986 RECOMMENDATION Authorize the City Manager to proceed with developing a specific agreement and scope of services to be provided by the City of Dublin to LAVTA. FINANCIAL STATEMENT: All costs associated with these services would be recovered from the Transit Authority. DESCRIPTION Mr. Vic Sood, General Manager of the Livermore Amador Valley Transit Authority (LAVTA) , has sought proposals for the provision of accounting services to the Authority. Section 6.03 of the Authority' s bylaws specify that the Board of Directors shall contract with one of the municipal jurisdictions to provide for the services of a Treasurer/Auditor and for administrative support services such as but not limited to accounting, payroll . . . Mr. Sood has requested that the City of Dublin act as the primary contractor for these services . Staff has discussed this proposal with both of the Contractors now providing finance services to the City of Dublin. Both Westpark & Associates and Mr. Charles V. Bird have indicated that a suitable arrangement could be established whereby the workload would be assumed as a supplement to their existing workload. The exact assignment and division of duties would need to be established and agreed to by all of the parties . The City would then track all expenses related to these services and bill the Transit Authority on a monthly basis . This would allow for the recovery of all costs related to services provided to the Transit Authority. It is recommended that the City Council authorize the City Manager to develop a specific outline of services provided and method of billing and proceed with an agreement for these services to LAVTA. ---------------------------------------------------------------------------- COPIES TO : ITEM NO. LIVERMORE/AMADOR VALLEY TRANSIT AUTHORITY 6500 Dublin Boulevard, Suite 218 Dublin, CA 94568 (415) 830-1630 January 24, 1986 Mr. Richard Ambrose, City Manager City of Dublin 6500 Dublin Boulevard Dublin, CA 94568 Dear Mr. Ambrose: In accordance with Section 6.03 of the BY-LAWS of the Livermore/Amador Valley Transit Authority (see Attachment) , I am requesting that the City of Dublin contract with the Authority to provide a Treasurer/Auditor and the support services for accounting. I hope this matter receives favorable consideration by your City to enable us to prepare a contract between our two public agencies. Sincerel , Vic Sood General Manager VS:RR Att. PROPOSED SCOPE OF SERVICES The objective is to establish a full accounting system to meet .al1 the accounting and reporting requirements for the Livermore/Amador Y. Valley Transit Authority (LAVTA) and meeting those standards established by the Metropolitan Transportation Commission, as well as other Local, State Controller and Federal reporting requirements. The major elements of this project will include provisions of the following accounting services to LAVTA on a monthly basis, except where indicated. 1. Account spreads on the cash disbursements journal, payroll journal and receipts journal. 2. Post cash receipts, cash disbursements and payroll journals to the general ledger. 3. Post all journal entries. 4. Prepare trial balance. 5. Perform bank reconciliation. 6. Prepare bi-weekly payroll service as well as quarterly and annual payroll reports. 7. Prepare bills and checks for payment. 8. Prepare reports of Revenue & Expenditures against the Authority's budget , and a monthly, quarterly and yearly balance sheet. 9. Prepare financial and operating reports required by the Metropolitan Transportation Commission and the State Controller. 10. Perform other services as required. In addition to the above services to be performed on a regular basis, it is required that an initial set of books be established and financial records since the formation of the Authority be compiled and entered in these books. BYLAWS OF THE TRANSIT AUTHORITY CI . AUTHORITY , NAME AND PRINCIPAL OFFICES The City of Dublin, the City of Pleasanton, the City of Livermore , and the County of Alameda ( hereinafter "members," "member jurisdictions , " or cognate terms) , have formed a joint powers agency, the Livermore/Amador Valley Transit Authority ( hereinafter "Authority" ) , under the California Joint Exercise of Powers Act, Government Code Sections 6500 , et seq. The principal offices of Authority shall be located at 200 Old Bernal Avenue , Pleasanton, California 94566 , or at 'such other locations as Authority shall from time to time designate. II: PURPOSES AND POWERS The general purpose of Authority shall be to provide, either directly or through contract, public transportation services within certain areas of the member jurisdictions. The purposes and powers of Authority are more fully set forth in the Joint Exercise of Powers Agreement (hereinafter "JEPA" ) . III. BOARD OF DIRECTORS The JEPA provides that the Authority shall be governed by a Board of Directors. 3. 01 Appointment of the Board . A Board of Directors shall ( be appointed in accordance with Section 4 of the JEPA. 3. 02 Meetings . A. Time. The Board of Directors shall have regular monthly meetings on the first Monday of each month at 6: 00 P.M. and at such other dates and times as the Board of Directors shall from time to time designate; provided that, regular meetings shall be scheduled sufficiently in advance to permit compliance with Section 3 . 03C of the Bylaws. If a meeting will fall upon a holiday, or the day before or after a holiday, the Board of Directors shall , if possible , at its preceding regular meeting , reschedule the meeting to a convenient date and time . B. Place . Regular Board meetings shall take place at locations as the Board of Directors shall from time to time designate within the Authority' s jurisdiction which are convenient to transit dependents and accessible to the elderly and handicapped . C . Notice. Notice of regular and special meetings shall comply with the requirements of the Ralph M. Brown Act, Government Code Section 54950, et seq. -1- D. Special Meetings. Special meetings of the Board of C Directors may be called at any time by the Chair or Vice-Chair of the Board or by three ( 3 ) Directors requesting such meeting in writing . E. Rules of Order. Conduct and procedure for meetings of the Board of Directors shall comply with Roberts Rules of Order. F. Open Meetings. Meetings of the Board of Directors shall be open to the public as required by the provisions of the Ralph M. Brown Act and applicable case law. G. Agenda. The agenda for each meeting shall contain at least the foil— ow ng : call to order; approval of minutes; general manager' s report; old business ; new business; public comment; and adjournment. H. Minutes . The Board of Directors shall keep or cause to be kept written minutes of its proceedings , except executive sessions . I. Quorum. In accordance with subsection 5 ( a) of the JEPA, five ( 5 ) votes of the Board of Directors shall constitute a quorum for the transaction of business. J . Voting . Voting shall be by voice ; provided that , C the Chair or a Director may request that a roll call vote be taken . 3. 03 Compensation . Directors of the Authority shall receive compensation for Agency meetings attended and incidental expenses relating to transit matters in an amount approved by the Board of Directors. 3. 04 Organizational Meeting . Within one month after the effective date of the JEPA, member jurisdictions shall appoint their initial Directors who shall convene an organization meeting . 3. 05 Votina . Voting requirements for actions by the Board of Directors are established by Section 5 of the JEPA. IV. OFFICERS 4 . 01 Designation of Officers. The Authority shall have two (2 ) officers , a Chair and a Vice-Chair, to be elected from among the members of the Board of Directors . 4. 02 Duties . The Chair shall preside at all meetings of he Board of Directors and shall decide matters of order subject to appear to the Board of Directors. The Chair, or the Chair' s designee , shall represent the Board in official matters , shall take such actions as designated by Board policy in an emergency -2- C until an emergency meeting of the Board of Directors can be convened ; provided that, such meeting shall be called a expeditiously as practicable . Subject to approval of the Board of Directors, the Chair shall appoint the members and Chairs of committees created from time to time by the Board of Directors. The Vice-Chair shall perform the duties of the Chair in the absence of the Chair. 4 . 03 Term of Office . The Chair and the Vice-Chair shall serve one-year terms of office commencing on June 1 of each year. There- shall be no limit on the number of terms that a Director may serve as Chair or Vice-Chair. 4 . 04 Nomination and Election of Officers . Nomination and election of officers shall be carried out in such manner and schedule as determined by the Board of Directors. 4 . 05 Vacancy in Office . A vacancy in the office of the Chair shall be filled by the Vice-Chair until a new Chair is selected , A vacancy in the office of the Vice-Chair shall remain unfilled until a new Vice-Chair is selected . A vacancy in either the office of the Chair or Vice-Chair shall be filled as follows: at the next subsequent meeting , nominations will be taken from the Cfloor and the Board shall elect a new Chair or Vice-Chair. 4. 06 Chair Pro Tem. In the absence of the Chair and Vice-Chair , the Board of Directors shall appoint a Chair Pro Tem to fulfill the duties of the Chair. V. COMMITTEES 5. 01 Standing and Special Committees . The Board of Directors shall establish standing and special committees as necessary. 5. 02 Membership, Term, etc. The composition, term, and charge of committees shall be determined by the Board of Directors . The Chair shall appoint the members and the Chair of committees subject to Board approval . 5. 03 Procedures . Committees shall be governed by the procedures set forth in Section 3 . 03 B-G, I and J of these Bylaws; provided that , the provisions of the Ralph M . Brown Act shall apply only if a committee consists of a majority of the Board of Directors . VI . STAFF C 6 .01 General Manager. The Board of Directors shall contract for a general manager who shall serve at the pleasure of the Board . The general manager shall have charge of the affairs of the Board of Directors and shall implement and carry out its policies. -3- C The general manager, or his/her designee, shall serve as clerk to the Board of Directors and shall be responsible to keep its minutes , resolutions, and official papers . 6. 02 Staff . The Board of Directors may appoint staff or make such other arrangements as it deems advisable to meet Authority' s administrative requirements . 6. 03 Treasurer/Auditor , Administrative Support Services . The Board of Directors shall contract with one of the municipal member jurisdictions to provide for the services of a Treasurer/Auditor..and for administrative support services such as, but not .limited to, accounting , payroll , clerical , and reception. 6 . 04 Leqal Services . The Board of Directors may, in its discretion, appoint a Legal Counsel or make other provisions for legal services. VII. BUDGETARY PROCESS 7 .01 Fiscal Year . The JEPA provides that the fiscal year for Authority shall be from July 1 to June 30 . 7. 02 Budget. For each fiscal year , the Board of Directors shall adopt a comprehensive budget for Authority which shall be C consistent with funding availability, including anticipated revenues from operations, available financial assistance , and contributions to be received from member jurisdictions. Authority may contract with member jurisdictions to aid and assist it in planning , the administration , review, and monitoring of -operators' contracts, and such other functions as it deems necessary and appropriate , in which case the budget shall also include funds for member jurisdictions to carry out such functions. 7 . 03 Financial Assistance . The JEPA provides that Authority may directly claim on behalf of member jurisdictions such regionally-administered , State , Federal , or other financial assistance as is available to member jurisdictions for public transportation services. Such financial assistance shall be actively sought; and , member jurisdictions shall provide such assurances and perform such acts as necessary to assist such claims by Authority. VIII. COMPLIANCE WITH FEDERAL AND OTHER STANDARDS In the preparation of its financial documents and records, including its budget, and in the development and operation of its public transportation system , Authority shall comply with all applicable requirements of the Metropolitan Transportation Commission , the California Transportation Development Act , the Federal Highway Act , as amended , the Urban Mass Transportation Act, as amended , and any other application acts or statutes or rules or regulations adopted thereunder, or amendments thereto. -4- ( IX. PLANNING SERVICES Authority shall , as determined by the Board of Directors , plan for public transportation services and coordinate such planning among contract operators , member jurisdictions , and regional agencies . Authority staff may provide assistance to member jurisdictions in developing local plans and plan amendments. Authority may also accept assistance from member Jurisdictions in developing public transportation plans and plan amendments . X. TERMINATION Member jurisdictions may terminate their participation in Authority only as provided in the JFPA . XI. AMENDMENT These Bylaws may be amended by the Board of Directors in accordance with JEPA subsection 5 ( c) ( i) . XII. NEW MEMBERS 12 . 01 Statement of Intent. Alameda County .is an area in which institutional arrangements and transportation needs may C change . Member jurisdictions state their intent to welcome participation in Authority by new jurisdictions. Member jurisdictions recognize that equitable adjustment to the BLS and other services provided by Authority may have to be made- to accommodate changed circumstances and needs , new membership, and/or institutional changes ( e.g . , annexation) . 12. 02 New Members. Public entities. may be admitted to membership in Authority as provided in the JFPA . Upon admittance, a new jurisdiction shall be a "member jurisdiction. " XIII. SEVERABILITY Should any part , term , portion , or provision of these Bylaws be finally decided to be in conflict with any law of the United States or of the State of California , or otherwise be unenforceable or ineffectual , the validity of the remaining parts, terms, portions , or provisions of these Bylaws shall be deemed severable and shall not be affected thereby. XIV. SUCCESSORS These Bylaws shall be binding upon and inure to he benefit of any successors or assigns of the member jurisdictions . -5- CHARLES V. BIRD ifrERrORE/AMADOR VALLEY 3308 Kings Point Drive Modesto, CA 93555 TRANSIT AUTHORITY (209) 529-1307 JAN 2 0 19$6 January 17, 1986 R E C E I V E D Vic Sood LAVTA 6500 Dublin Blvd. , Ste 218 Dublin, CA 94568 Dear Mr. Sood: Thank you for the opportunity to submit this proposal, which is based on our recent discussion of the services needed for a full service financial manage- ment, accounting, and reporting system for the Livermore Amador Valley Transit Authority. The objective is the establishment of a full accounting system meeting all accounting and reporting requirements for a transit system and meeting those standards established by the Metropolitan Transportation Commission as well as other local, State or Federal reporting needs. This proposal includes the identification of the major services to be provided to establish the accounting and reporting system. Full details will be devel- oped as soon as practical after acceptance of this proposal. My-services will be augmented through an agreement with the firm of Clendenin and Bird, CPA's who will provide supportive, technical, clerical and computer service as needed. (This firm is utilizing an IBM, XT, computer system for their present clients) . Major elements of the project proposal will include the following areas of fi- nancial control: - Accounting (including an accounting manual) - Budgeting - Purchasing - Payroll Administration - Cash or banking management - Property control - Assessment of internal financial controls - Financial information and reporting. Tasks to be performed will include: Task I Prepare, and with appropriate approval, install a complete accounting system Vic Sood 1 AVTA Page Three Society of Certified Public Accountants on Governmental accounting and auditing. In addition, she is the partner in charge of the Municipal Audit which the firm handles. Clerical and computer assistance will be provided by Clendenin and Bird, CPA's. We are looking forward to the opportunity to be of service to the transit authority. Sincerely, Charles V. Bird CVB/ks WES TPA RK Ass O I A TES (4015)B829-90249 Dublin, CA 94568 January 14, 1986 LIVERMORE/AMADOR VALLEY TRANSIT AUTHORITY Vic Sood, General Manager Livermore / Amador Valley Transit Authority JAN 1986 6500 Dublin Blvd, Ste 218 Dublin, Ca 94568 R. EC El v ED PROPOSAL FOR ACCOUNTING SERVICES Services to be Performed It is understood that the Livermore / Amador Valley Transit Authority requires a variety of financial services to be performed for them on a contract basis. The functions to be performed include, but are not limited to, the following regular services. 1. Prepare Bi-weekly payroll .service as well as quarterly and annual payroll report. 2. Prepare bills for payment and write checks. 3. Maintain regular General Ledger and Sub-ledgers as required including records of Cash Receipts and Disbursements. 4. Reconcile monthly checking account statements. 5. Prepare monthly reports of Revenue and Expenditures against the Authority's Budget and a monthly Balance Sheet. 6. Perform other services as requested. In addition to the above services to be performed on a regular basis, the Authority requires that the initial set of books be established and financial records since inception be compiled and entered in these books: Westpark Associates Westpark Associates is a sole-owner business serving accounting and tax needs of local enterprises since January, 1980. We have provided regular financial and payroll services to the City of Dublin since 1982. Our experience in government fund accounting includes service to a variety of federal government agencies including the Department of Energy. The owner and chief operator of Westpark Associates offers over 17 years experience in accounting, taxes and computerization as well as an MBA from the University of California, Berkeley. Continuing education in accounting, taxes, and computers is received .annually. Our Proposal Westpark Associates proposes to provide all necessary financial services to the Transit Authority on a timely and regular basis to be agreed upon. Our service will be available to begin upon notice. The fee for this service will be based upon the time required and billed at the rate of $ 35.00 an hour. Supplies acquired specifically for the use of the Transit Authority, if any, will be billed o*nza.;reimbursable basis. Looking forward to a happy and longterm relationship, I respectfully submit this proposal. Ed Westley, Owner Westpark Associates