Loading...
10/28/2008 CC Rpt 07 COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY _ , Meeting Date: October 28. 2008 ``, Public Hearing: 2009 OCT Cu I"'" 9: 38 Discussion Item: CI - CLERK Consent item: / h,.. ,mrcrnmo�m�x I,11'!V ItILLJ OCTOBER 21, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH VAVRINEK, TRINE, DAY & CO., LLP RECOMMENDATION: Approve a Professional Services Agreement with Vavrinek, Trine, Day & Co., LLP, to assist with 41yccounting services pending successful recruitment of a full time Accounting Supervisor. BACKGROUND/ANALYSIS: On September 23, 2008, the City Council authorized Amendment No. 1 to Agreement No. A08-35 with Governmental Financial Services to assist staff with additional supervision and accounting services required for completion of the year end process. The year end process has now been completed. Pending successful recruitment of a full-time Accounting Supervisor, staff recommends entering into an agreement with the firm of Vavrinek , Trine, Day & Co., LLP, to assist the City with various accounting services as shown on Exhibit A-Scope of Services of the Professional Services Agreement. This interim assignment will be until such time as the recruitment is completed and a permanent Accounting Supervisor is selected. The Professional Services Agreement with Vavrinke, Trine, Day & Co., LLP, provides for compensation at the rate of $140.00 per hour. REVIEW BY OTHERS: ihor Phis agenda item has been reviewed by the Contract Compliance Officer. ;ENDA DATE: OCTOBER 28, 2008 JBJECT: PROFESSIONAL SERVICES AGREEMENT WITH VAVRINEK, TRINE, DAY & CO., LLP PAGE TWO FISCAL IMPACT: Salary savings from the vacant Accounting Supervisor position will be used to fund this agreement. Respectfully submitted, Recommended by: �i Doaglab N. LaBelle, City Manager JuIR.-R. Lat .ster, Finance Director DLB:JRL:dk coy ttachment: Professional Services Agreemnt 416 Exhibit A SCOPE OF SERVICES 1. Assist the City in preparing financial policies and procedures, incorporating some of the best practices or standards set by the industry. 2. Assist staff in analyzing the gathering of data related to the preparation of the City's monthly financial reports and make recommendations to improve their efficiency and effectiveness in conveying management information. 3. Assist staff in analyzing the use of the City's accounting software and identify areas where the City may not be fully utilizing the available technology resources. 4. Assist staff in analyzing how the City reconciles its bank accounts to general ledger system and identify how it can enhance its methods in regards to efficiency without degrading the internal controls. 5. Review the City's process for preparing journal entries to record transactions onto the City's accounting system and identify ways to streamline preparation time related to recording such entries. 6. Update accounting records and prepare related journal entries. 7. Provide accounting assistance in closing the City's books each month. 8. Provide analytical work in surveying its expenditures and receipts. 9. Provide a written report summarizing any recommendations related to the above noted work. 10. Supervise the Accountants and Senior Account Clerks in performance of their duties and responsibilities. 11. Perform the duties and responsibilities of the Accounting Supervisor on an interim basis under the direction of the Finance Director. air Exhibit B COMPENSATION AND METHOD OF PAYMENT 1. The City agrees to pay Consultant at the hourly rate of $140.00 per hour.