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HomeMy WebLinkAbout4.6 LGS RGS JPA Update STAFF REPORT CITY COUNCIL DATE:August 16, 2016 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Update to Joint Powers Agreement: Regional Government Services and Local Government Services Authorities Prepared by: Taryn Gavagan Bozzo, Executive Aide EXECUTIVE SUMMARY: The City Council will consider adopting two resolutions, approving amended and restated Joint Powers Agreements for Regional Government Services and Local Government Services Authorities. STAFF RECOMMENDATION: Staff recommends that the City Council adopt a Resolution approving an amended and restated Joint Powers Agreement for Regional Government Services Authority; and a Resolution approving an amended and restated Joint Powers Agreement for Local Government Services Authority. FINANCIAL IMPACT: None. DESCRIPTION: At the October 19, 2010 City Council meeting, the City Council approved Resolutions 156-10 and 157-10, respectively approving the City of Dublin's participation in the Joint Powers Agreement (JPA) for the Regional Government Services Authority (RGS) and Local Government Services Authority (LGS). At its regular meeting of May 19, 2016, the Board of Directors for Regional Government Services Authority (RGS) and Local Government Services Authority (LGS) approved amending their respective JPA Agreements for consideration by Member Agencies’ City Councils. RGS and LGS were formed 15 years ago under California Government Code Section 6500 et seq. The JPA has four Member Agencies and is governed by Board comprised Page 1 of 2 of a staff representative of each Member Agency. The JPA Agreements, originally entered into in 2001, were last updated in 2004. The proposed amendments provide:  Clarification on the purpose and services offered by the JPA;  Further definition of the duties and responsibility of the JPA Board and Executive Committee, including the appointment of an Executive Director;  Strengthening of the language to indemnify Member Agencies against any and all debts, liabilities and obligations incurred by the JPA; and  Creation of a new non-voting Associate Membership. RGS and LGS provides staffing for smaller public agencies and grant-funded (i.e. no on-going revenue) programs. RGS and LGS is entirely supported by fee-for-service revenues. It participates in the California Public Employees Retirement System, a defined benefit plan. RGS and LGS Board of Directors has unanimously approved recommending to the Member Agencies these amendments to the JPA Agreements be approved. All Member Agencies must approve the proposed amendments to the Agreements to be effective. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Approving an Amended and Restated Joint Powers Agreement for Regional Government Services Authority Exhibit A to the Resolution: Amended and Restated Joint Powers Agreement Creating the Regional Government Services Authority 2. Resolution Approving an Amended and Restated Joint Powers Agreement for Local Government Services Authority Exhibit A to Resolution: Amended and Restated Joint Powers Agreement Creating the Local Government Services Authority Page 2 of 2 ATTACHMENT 1 RESOLUTION NO. XX - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * APPROVING AN AMENDED AND RESTATED JOINT POWERS AGREEMENT FOR REGIONAL GOVERNMENT SERVICES AUTHORITY WHEREAS, Regional Government Services Authority (“RGS”) is a joint powers authority organized pursuant to the Joint Exercise of Powers Act, Government Code section 6500 et seq.; WHEREAS, the membership of RGS is comprised of the cities of Dublin, Larkspur and Walnut Creek, and the Town of Yountville (collectively, the “Members”); WHEREAS, RGS was formed in 2001 and the joint powers agreement that created RGS (the “JPA Agreement”) was last amended in 2004; WHEREAS, the RGS Board of Directors has recommended certain amendments to the JPA Agreement; WHEREAS, the City Manager serves on the Board of Directors as the City’s representative; WHEREAS, the amendments, among other things, further define the duties of RGS’s Board of Directors, Executive Committee, and Executive Director; WHEREAS, the amendments also strengthen the indemnification protection provided to the Members against any and all debts, liabilities and obligations incurred by RGS; and WHEREAS, the amendments will only take effect if approved by the governing body of each Member. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby resolve, declare, determine and order as follows: Section 1. The foregoing recitals are true, correct, and incorporated herein by reference. Section 2. The Dublin City Council does hereby authorize the City Manager to execute the Amended and Restated Joint Powers Agreement for Regional Government Services Authority, which is attached as Exhibit A to this Resolution, in substantially the form attached with such changes as are deemed appropriate by the City Manager and City Attorney. ATTACHMENT 1 This Resolution shall take effect immediately upon adoption. PASSED, APPROVED AND ADOPTED this 16th day of August, 2016, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk EXHIBIT A AMENDED AND RESTATED JOINT POWERS AGREEMENT CREATING THE REGIONAL GOVERNMENT SERVICES AUTHORITY An agreement entitled “Joint Powers Agreement Creating the Regional Government Services Authority” was entered into as of March 1, 2001 (as amended and restated from time to time, the “Agreement”), by and between participating public entities (collectively called the “Members”), currently comprised of the City of Dublin, the City of Larkspur, the City of Walnut Creek and the Town of Yountville . This Amended and Restated Joint Powers Agreement Creating the Regional Government Services Authority is made and effective_____________, 2016, by the Members. RECITALS The Members have determined that it is more efficient, effective, and economical to provide certain management, administrative, special or general services for Members and other public agencies through a joint powers authority (“JPA”) than by each agency directly employing separate staff; The Members have determined that state law allows for a joint powers authority to provide such services; The Members further have determined that state law allows for certain such Member functions to be provided by contract with the JPA; The Members also wish to be able to offer expertise to other public and private entities serving public agencies through the provision of services by this JPA; Each Member is a public agency as defined by Government Code Section 6500 et seq., and is authorized and empowered to contract for the joint exercise of powers common to each Member; The Members seek to provide through the JPA, an entity that will directly employ staff and consultants for local and regional entities; The Members have determined there exists a need for a public agency to operate services on a regional basis or to operate services outside the routine operations of Members, in order to achieve greater efficiency, effectiveness and/or economy; The Members have determined there exists a need for a public agency to provide shared, collaborative services to public agencies that enable partner agencies to achieve their goals cost-effectively; The Members now wish to exercise jointly their powers to provide services by establishment of the Regional Government Services Authority (“RGS”), a public agency; and RGS is established to maximize the efficiency and effectiveness of service delivery of government programs benefiting the local and regional public interest. Many of the services provided by RGS will be those typically beyond the scope or capacity of an individual local government entity because of funding and other EXHIBIT A constraints. RGS can efficiently and effectively provide these services through consolidation and coordination. NOW, THEREFORE, in consideration of the mutual promises set out, the parties agree as follows: AGREEMENT ARTICLE I. POWERS AND PURPOSES 1. RGS Created. RGS is formed by this Agreement pursuant to the provisions of Article 1, Chapter 5, Division 7, Title 1 (commencing with Section 6500) of the Government Code of the State of California. RGS shall be a public entity separate from the parties hereto and its debts, liabilities and obligations shall not be the debts, liabilities and obligations of its Members. 2. Purpose of the Agreement; Common Powers to be Exercised. Each Member individually has the statutory ability to provide services for the operation of a public agency. The purpose of this Agreement is to jointly exercise the foregoing common powers in the manner set forth herein. 3. Effective Date of Formation. RGS was formed as of the date referred to in the first paragraph of the Joint Powers Agreement Creating the Regional Government Services Authority, which was March 1, 2001 (the “Effective Date”). 4. Powers. Pursuant to and to the extent required by Government Code Section 6509, RGS shall be restricted in the exercise of its powers in the same manner as is a general law city. RGS shall have the power to do any of the following in its own name: (a) To exercise the common powers of its Members in providing services for the operation of a public agency or other entity, including related and incidental services. (b) To make, assume and enter into contracts, including contracts with its Members, associate members, partner agencies, consultants and vendors. (c) To negotiate contracts with represented and unrepresented employees. (d) To maintain, assume and employ such agents, employees, consultants, and other persons as it deems necessary to accomplish its purpose. (e) To lease, acquire, hold and dispose of property of any kind. (f) To invest surplus funds. (g) To incur debts, liabilities, or obligations. (h) To sue and be sued in its own name. EXHIBIT A (i) To apply for grants, loans, or other assistance from persons, firms, corporations, and/or governmental entities. (j) To prepare and support legislation related to the purposes of this Agreement. (k) To collect payments and fees for services, as relevant law may allow. (1) To purchase insurance or to self-insure. (m) To enter into joint powers agreements with other public agencies when necessary or beneficial for RGS to carry out its mission. (n) To adopt rules, regulations, policies, bylaws and procedures governing its operation. 5. Indemnification of Members. RGS shall indemnify, defend and hold harmless the Members from and against any and all loses, liability, claims, suits, actions, damages, causes of actions, and costs, including but not limited to reasonable attorneys’ fees, (collectively, “Liability”) arising out of the operation of RGS, except when such Liability arises due to the sole negligence or willful misconduct of the Member. Whenever RGS provides services to a Member pursuant to a separate agreement between RGS and the Member, the indemnification provisions of that agreement shall apply as to the services that RGS provides pursuant to the agreement. ARTICLE II. ORGANIZATION 1. Membership. The Members of RGS shall be the parties hereto, and such other public entities as may join RGS after execution of this Agreement, and shall exclude any current or future Members who later withdraw. Public entities may join if approved by two-thirds of the members of the Executive Committee of the RGS Board on terms and conditions approved by the Executive Committee. New members shall be included within the term “Members” following execution of an Addendum to this Agreement executed by the new member and the Chair of the Executive Committee. Following execution of such an Addendum, the new member shall be subject to the provisions of this Amended and Restated Agreement, and shall have the same power to appoint a representative to the RGS Board of Directors as existing Members. Any Member that withdraws from RGS, pursuant to Article V of this Agreement, shall no longer be a Member. 2. Associate Membership. Public entities may join RGS as associate members, by virtue of contracting for services with RGS, which contract shall include an addendum to this Agreement and must be approved by the Executive Committee, or by other means as approved by the Executive Committee. Associate membership shall be on terms and conditions approved by the Executive Committee, and the Executive Committee shall establish the rights, privileges, duties and obligations of associate members consistent with this Agreement. Associate members shall not have the right to appoint a representative to the Board of Directors, nor shall they have a right to any of RGS’ assets upon EXHIBIT A dissolution. The debts, liabilities and obligations of RGS shall not be the debts, liabilities and obligations of its associate members. 3. Designation of RGS Board of Directors. The RGS Board of Directors (the “Board”) shall consist of the chief executive or the chief executive’s designee of each Member, who shall serve at the pleasure of the governing board of the Member and may be removed at any time, without cause, in the sole discretion of that Member. Each representative shall serve as a director and shall be entitled to place any matter reasonably related to the business of RGS on the agenda for any meeting of the Board. No additional compensation shall be provided for such service, although directors' expenses shall be reimbursable. A meeting of the Board of Directors shall be called at least once per fiscal year for the purpose of selecting Executive Committee members, amending Authority Bylaws, approving the budget, and other such business as appropriate. All voting power shall reside in the Board of Directors, with those powers necessary to carry out the day-to- day business of RGS delegated to the Executive Committee. Special meetings of the Board may be called in accordance with the provisions of Government Code section 54956, as that section may be amended from time to time. 4. Executive Committee. The regular management of the Authority shall be vested in an Executive Committee consisting of no more than seven individuals selected by the Board of Directors at the annual meeting, with up to two Alternate committee members also chosen by the Board of Directors. Members of the Executive Committee may, but need not, be on the Board of Directors. Members of the Executive Committee shall serve at the pleasure of the Board, and may be removed, without cause, in the sole discretion of the Board. No additional compensation shall be provided for service on the Executive Committee, although expenses of members of the Executive Committee shall be reimbursable. The Executive Committee shall have power: (a) To approve additional public entities as new members or associate members and terms and conditions of such membership; (b) To employ and contract for personnel and consultants consistent with the purposes of the RGS. (c) To expend funds of RGS and enter into contracts, whenever required, in the judgment of the Executive Committee consistent with the purposes of the RGS. (d) To acquire and sell any personal property. (e) To lease, acquire, hold and dispose of property of any kind. (f) To approve payroll payments and other demands for payments by RGS. (g) To review and recommend to the Board prior to July 1 of each year the annual budget for the next fiscal year referred to in Section II.3. (h) To make all expenditures of RGS consistent with the RGS budget, authorized appropriations and approved agreements. EXHIBIT A The Executive Committee shall perform such other duties as may be imposed on it by the Board and shall report to the Board at such times and concerning such matters as the Board may require. 5. Principal Office. The principal office of RGS shall be designated by the Board, which may move those offices should it choose to do so. 6. Meetings. a. The Board shall meet at the principal office of RGS or at such other place as may be designated by the Board. The Board shall meet at least once per fiscal year. b. All meetings of the Board or Executive Committee, including regular, adjourned and special meetings, shall be called, noticed and held in accordance with the Ralph M. Brown Act, Section 54950, et seq. of the Government Code (the “Brown Act”) as it may be amended from time to time. 7. Quorum; Voting. A majority of the members of the Board of Directors shall constitute a quorum for the purpose of the transaction of business relating to RGS. Each director shall be entitled to one vote. Unless otherwise provided herein, a vote of the majority of those present and qualified to vote shall be sufficient for the adoption of any motion, resolution or order or to take any other action deemed appropriate to carry forward the objectives of RGS. 8. Officers. At its first meeting, the Board shall elect a Chair and Vice- Chair from among the Directors, and shall appoint a Secretary who may, but need not, be a Director. The officers shall perform the duties normal to such offices. The Chair shall preside at all meetings of the Board and shall sign all routine contracts that do not require Board award on behalf of RGS, and shall perform such other duties as may be imposed by the Board. The Vice-Chair shall act, sign contracts and perform all of the Chair's duties in the absence of the Chair. The Board may also designate an employee of RGS to sign contracts that do not require Board award and contracts for which Board award has been granted. 9. Secretary; Minutes. The Board shall have the authority to appoint a Secretary of RGS, or may delegate such power to the Executive Committee. The Secretary of RGS shall provide notice of, prepare and post agendas for and keep minutes of regular, adjourned regular, and special meetings of the Board or Executive Committee, and shall cause a copy of the minutes to be forwarded to each director. The Secretary will otherwise perform the duties necessary to ensure compliance with the Brown Act and other applicable rules or regulations, and shall perform such other duties as may be imposed by the Board or Executive Committee. The Secretary shall cause a copy of this Agreement to be filed with the Secretary of State pursuant to the Act. 10. Rules. The Board from time to time may adopt such bylaws, rules and regulations for the conduct of its affairs that are not in conflict with this Agreement. The Board may also adopt bylaws, rules and regulations for the conduct of the Executive Committee, or may delegate such authority to the Executive Committee itself. 11. Fiscal Year. RGS’s fiscal year shall be July 1 of each year, to and including the following June 30. EXHIBIT A 12. Treasurer/Controller. The Board shall have the power to appoint a Finance Director of RGS. Pursuant to Section 6505.6 of the Act, the Finance Director of RGS serves as the Auditor, Controller and Treasurer of RGS. The Treasurer shall be the depositary, shall have custody of all of the accounts, funds and money of RGS from whatever source, shall have the duties and obligations set forth in Sections 6505 and 6505.5 of the Act and shall assure that there shall be strict accountability of all funds and reporting of all receipts and disbursements of RGS. 13. Officers in Charge of Records, Funds, and Accounts. Pursuant to Section 6505.1 of the Act, the Treasurer shall have charge of, handle and have access to all accounts, funds and money of RGS and all records of RGS relating thereto; and the Secretary shall have charge of, handle and have access to all other records of RGS. 14. Bonding Persons Having Access to Public Records. From time to time, the Board may designate persons, in addition to the Executive Director, Secretary and the Treasurer, having charge of handling or having access to any records, funds or accounts of RGS, who shall be required to post performance bonds. The respective costs of the official bonds of such persons designated by the Board pursuant to Section 6505.1 of the Act shall be paid by RGS. The Executive Director, Secretary and the Treasurer may be employees of, or contracting to, any Member or public agency affiliated with RGS. 15. Legal Advisor. The Board shall have the power, or may delegate such power to the Executive Committee, to appoint the legal advisor of RGS who shall perform such duties as may be prescribed by the Board, and to retain other legal counsel as the Executive Committee deems necessary. The Legal Advisor may be an employee of, or have a contractual relationship with, any Member, but such relationship is not required. 16. Executive Director Appointment; Employees . The Executive Committee shall have the power to appoint and employ an Executive Director, and to establish the duties and responsibilities of the Executive Director. The Executive Director shall have the power to appoint and employ such other employees, consultants, and independent contractors as may be necessary for the purposes of this Agreement, and to establish the duties and responsibilities of such employees. Such employees, consultants, or independent contractors may be employees of, or have a contractual relationship with, any Member. The Executive Committee may also contract with a Member to provide administrative services to RGS. All of the privileges and immunities from liability, exemption from laws, ordinances and rules, and all other benefits which apply to the activities of officers, agents, or employees of a public agency when performing their respective functions shall apply to the officers, agents and employees of RGS to the same degree and extent while engaged in the performance of any of the functions and other duties under this Agreement. None of the officers, agents, or employees directly employed by RGS shall be deemed, by reason of their employment by RGS, to be employed by a Member or, by reason of their employment by RGS , to be subject to any of the requirements of a Member. 17. Assistant Officers. The Board may appoint or delegate to the EXHIBIT A Executive Committee the authority to appoint, such assistants to act in the place of the Executive Director, Treasurer, Secretary or other officers of RGS (other than a member of the Board of Directors) as the Board shall from time to time deem appropriate. ARTICLE III. MEMBER CONTRACTING WITH RGS Any Member may contract with RGS for services on terms to be negotiated by the parties. ARTICLE IV. ACCOUNTS AND REPORTS; FUNDS 1. Accounts and Reports. The Treasurer shall establish and maintain such funds and accounts as may be required by good accounting practice. The books and records of RGS shall be open to inspection at all reasonable times by representatives of Member Agencies. The Treasurer will make independently audited financial statements available to Members each fiscal year. 2. Funds. The Treasurer of RGS shall receive, have the custody of and disburse RGS funds as nearly as possible in accordance with generally accepted accounting practices, shall make the disbursements required by these Agreements or to carry out any of the provisions or purposes of these Agreements. ARTICLE V. TERM 1. Term. This Restated and Amended Agreement for Regional Government Services Authority shall become effective when signed by all of the Members and shall continue in full force and effect so long as there are at least two Members. 2. Dissolution & Withdrawal . All Members may mutually agree to dissolve RGS at any time. Individual Members may terminate their membership by providing three months' advance notice to the RGS Board Chair, with the date of termination coinciding with the beginning of a fiscal quarter. Any terminating Member shall pay all amounts owed to the JPA prior to the date of termination. A terminating Member shall not be entitled to receive a share of RGS’ assets, except upon dissolution as provided for in Section V.3. 3. Disposition of Assets. Upon dissolution of RGS, after satisfaction of all debts, liabilities or obligations incurred by RGS, any and all remaining property of RGS, both real and personal, and all other assets of any kind shall be divided among the Members active as of the act of dissolution , in such manner as shall be agreed upon by those Members. In the event RGS has outstanding debt, liability or obligation at the time of dissolution, the Members shall have no obligation or responsibility for such debt, pursuant to Section I.1 of this Agreement. ARTICLE VI. MISCELLANEOUS PROVISIONS 1. Notices. Notices hereunder shall be in writing and shall be sufficient if delivered to the notice address of each party hereto for legal notices or as EXHIBIT A otherwise provided by a party hereto in writing to each of the other parties hereto. 2. Section Headings. All section headings in this Agreement are for convenience of reference only and are not to be construed as modifying or governing the language in the section referred to or to define or limit the scope of any provision of this Agreement. 3. Consent. Whenever in this Agreement any consent or approval is required, the same shall not be unreasonably withheld. 4. Law Governing. This Agreement is made in the State of California under the constitution and laws of the State of California, and is to be so construed. 5. Amendments. This Amended and Restated Agreement may be amended at any time, or from time to time, by a written amendment executed by the Members. Additional public entities may become Members of RGS by execution of an Addendum as provided in Article II, section 1. Following the addition of a new Member, any amendment of this Amended and Restated Agreement shall require approval of all Members, including any such new Members. 6. Enforcement by RGS. RGS is hereby authorized to take any or all legal or equitable actions, including but not limited to injunction and specific performance, necessary or permitted by law to enforce this Agreement. 7. Severability. Should any part, term or provision of this Agreement be decided by any court of competent jurisdiction to be illegal or in conflict with any law of the State of California, or otherwise be rendered unenforceable or ineffectual, the validity of the remaining portions or provisions shall not be affected thereby. 8. Successors. This Agreement shall be binding upon and shall inure to the benefit of the successors of the Members respectively. No Member may assign any right or obligation hereunder without the written consent of other Member(s). IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed and attested by their proper officers thereunto duly authorized on the day and year set opposite the name of each of the parties. CITY OF DUBLIN CITY OF WALNUT CREEK By:__________________________ Chris Foss, City Manager Date:_________________________ Attest: ______________________________ City Clerk Approved as to Form: _______________________________ City Attorney CITY OF LARKSPUR TOWN OF YOUNTVILLE By:__________________________ Ken Nordhoff, City Manager Date:_________________________ Attest: ______________________________ City Clerk Approved as to Form: _______________________________ City Attorney By:__________________________ Steven Rogers, City Manager Date:_________________________ Attest: ______________________________ City Clerk Approved as to Form: _______________________________ City Attorney By:__________________________ Dan Schwarz, City Manager Date:_________________________ Attest: ______________________________ City Clerk Approved as to Form: _______________________________ City Attorney ATTACHMENT 2 RESOLUTION NO. XX - 16 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * APPROVING AN AMENDED AND RESTATED JOINT POWERS AGREEMENT FOR LOCAL GOVERNMENT SERVICES AUTHORITY WHEREAS, Local Government Services Authority (“LGS”) is a joint powers authority organized pursuant to the Joint Exercise of Powers Act, Government Code section 6500 et seq.; WHEREAS, the membership of LGS is comprised of the cities of Dublin, Larkspur and Walnut Creek, and the Town of Yountville (collectively, the “Members”); WHEREAS, LGS was formed in 2001 and the joint powers agreement that created LGS (the “JPA Agreement”) was last amended in 2004; WHEREAS, the LGS Board of Directors has recommended certain amendments to the JPA Agreement; WHEREAS, the City Manager serves on the Board of Directors as the City’s representative; WHEREAS, the amendments, among other things, further define the duties of LGS’s Board of Directors, Executive Committee, and Executive Director; WHEREAS, the amendments also strengthen the indemnification protection provided to the Members against any and all debts, liabilities and obligations incurred by LGS; and WHEREAS, the amendments will only take effect if approved by the governing body of each Member. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby resolve, declare, determine and order as follows: Section 1. The foregoing recitals are true, correct, and incorporated herein by reference. Section 2. The Dublin City Council does hereby authorize the City Manager to execute the Amended and Restated Joint Powers Agreement for Local Government Services Authority, which is attached as Exhibit A to this Resolution, in substantially the form attached with such changes as are deemed appropriate by the City Manager and City Attorney. ATTACHMENT 2 This Resolution shall take effect immediately upon adoption. PASSED, APPROVED AND ADOPTED this 16th day of August, 2016, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk