HomeMy WebLinkAboutItem 4.07 ACAP Appropriate Funds G~~~ OF Dp~~~
~ STAFF REPORT CITY C L E R K
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~ DUBLIN CITY COUNCIL File #
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DATE: April 5, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJE Appropriation of Funds for Associated Community Action Program (ACAP)
Contribution and Authorization for the City Manager to execute Agreements and
Authorizing the City of Dublin to serve as Fiscal Agent
Prepared By: Paul S. Rankin, Administrative Services Director
EXECUTIVE SUMMARY:
Alameda County and twelve cities in the county (each incorporated city except Berkeley and
Oakland) formed Associated Community Action Program (ACAP) to provide and administer
social service related programs. The City Managers and the Alameda County Chief Executive
have determined that there are administrative and legal issues that must be resolved in the
operation of ACAP leading to the agency ceasing its operations. The City of Dublin has initially
accepted responsibility as fiscal agent to collect and account for contributions from all agencies
and to coordinate administrative services. This action will appropriate funds for the City of
Dublin's share of the contribution and authorize Staff to perform certain fiscal agent functions.
FINANCIAL IMPACT:
In order to address the immediate needs of the ACAP Joint Powers Agency and the winding
down of its operations, each member is contributing $25,000. These funds were not included in
the City of Dublin's adopted budget and a Budget Change is required. The City Council is
requested at this time to administratively allow the City Manager to approve additional
appropriations of up to $25,000, without further action by the City Council.
RECOMMENDATION:
It is recommended that the City Council 1) Authorize a budget change in the amount of $25,000
with approval for the City Manager to administratively increase this amount up to an additional
$25,000, based on the cooperating agencies determination that additional contributions from
the member are required; 2) Authorize the City Manager, in consultation with the City Attorney,
to execute a cooperation agreement with the other members of ACAP; and 3) Confirm and
authorize the City Manager to enter into contracts to be funded from contributions made by the
member agencies to a special trust fund held by the City of Dublin.
Submitted By: Reviewed B
Administrative Services Director Assistant City anager
i
Page 1 of 2 ITEM NO.
DESCRIPTION:
The Chief Executives from the member agencies, along with agency legal counsels, have
.reviewed the best manner to address the ACAP organization and provide a structured means
for its operations to be completed. A Management Committee was formed which includes Joni
Pattillo, City Manager and John Bakker, City Attorney as well as representatives from the City of
Hayward and the City of Livermore. The Committee has been delegated decision making
authority for ACAP operations. The day to day work involved with the winding down of ACAP is
being performed through an executive management services agreement with Management
Partners Inc. The arrangement for the close-out activities have also been presented to the
ACAP Board of Directors for their approval. All of the participating agencies will be executing a
joint cooperation agreement which will outline the roles and responsibilities that are
contemplated.
In addition to the City Manager serving on the Management Committee, the City of Dublin will
be acting as Fiscal Agent. In the City financial records, a separate trust fund has been
established to record the collection of contributions from member agencies which are held for
disbursement of payments for ACAP obligations. In this role the City will be issuing payments in
accordance with a cooperation agreement between the member agencies and as reviewed by
the Management Committee. One of the initial tasks for the City of Dublin was to enter into a
Professional Services Agreement with Management Partners Inc. The costs incurred for this
agreement will be paid from the new trust fund and the initial agreement is not to exceed
$100,000. The Trust Funds are to held by the City of Dublin as the fiscal agent and shall be
used solely for the tasks and expenses required to close-out the business activities of ACAP.
The initial contribution being made by each of the agencies is $25,000. In the case of Alameda
County they have previously granted loans to ACAP and their initial contribution will be in the
form of reducing their claim for the loans by $25,000. Attachment 1 is a .Budget Change for the
City of Dublin appropriating an initial contribution from reserves of $25,000 to be provided to the
ACAP fiscal agent trust fund. In making this appropriation, the City Council is also requested to
authorize the City Manager to administrative increase the appropriation by an additional
$25,000 without further action by the City Council.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None
ATTACHMENTS: 1. Budget Change
S
Page 2 of 2
CITY OF DUBLIN /
BUDGET CHANGE FORM FY 2010 / 2011 ! /
CHANGE FORM #
New Appropriations (City Council Approval Required): .Budget Transfers:
X From Unappropriated Reserves From Budgeted Contingent Reserve (100.1901.81101)
. Within Same Department Activity
From New Revenues'"` Between Departments (City Council Approval Required)
Other
DECREASE BUDGET ACCOUNT AMOUNT INCREASE BUDGET A000UNT AMOUNT
- Name: EXPENSE -GENERAL
FUND -Social Services -Contract
Services General $25,000"
Acct 1001. 5401. 64001
REASON FOR BUDGET CHANGE ENTRY:
The City of Dublin is a participating agency in the Joint Powers Agency -Associated Community Action
Program (ACAP). In order to administratively wind down the organization each agency is
making an initial contribution of $25,000. Funds were not included in the adopted City of Dublin
budget for this purpose and this budget change was presented to the City Council April 5, 2011
as part of a Staff Report. The funding will be General Funds from unappropriated reserves.
* As part of the approval of the:;Agenda item on April 5, 2011 the City Council authorized the City
Manager to administratively increase this amount up to an additional $25,000, based on the
cooperating agencies determining additional contributions from the member are required,
without further review by the City Council.
Fin Mgr/ASD: Date: ~,a'~~ J~ f
Signature .
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City Manager: ~~7,.~~ ~ Date: /il
signature
As ,approved at the City Council Meeting on: Date: 4/5/2011,
Mayor: Date:
Signature
Posted By: Date:
G:IBudgel Changesl3_2010_LI26_4_5_/!_ACAP.doc ATTACHMENT 1
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