HomeMy WebLinkAbout01192021 City Council Work Session Packet - FinanceSeward City Council
Work Session Packet
Topic: Discuss Current Finance Employee Contracts
And Work Plans
Virtual Meeting
January 19, 2021
City Council Chambers Beginning at 12: 00 p.m.
Instructions For
CITIZEN INVOLVEMENT
DURING CITY COUNCIL Virtual WORK SESSIONS
Due to COVID-19, alternate methods for citizen involvement during City Council work sessions
have been created to allow public interaction while keeping everyone safe and healthy. Although
there is no in person public attendance allowed, council wants to encourage citizen participation.
If you wish to participate in a work session, please follow these simple steps:
STEP 1: Sign up on the city clerk's contact list. Send an email to clerk2cityofseward.net
and request to be included on the contact list AND provide your phone number.
Sign up by 11:00 a.m. on the day of the work session. You'll receive a confirmation
email from the city clerk that you're on the list; if you don't receive the
confirmation, please call 224-4045 to confirm.
STEP 2: Keep your phone handy throughout the work session. When answering your phone,
please mute any background noise so you can be heard by council clearly.
How it will work:
During regular intervals throughout the work session, the proceedings will be halted and the city
clerk will call citizens who have signed up. After all citizens have been contacted, council will
continue the work session.
Citizens sign up one time per work session, and will be contacted at every interval during the work
session. Each time you are called, the city clerk will ask if you wish to be contacted at the next
interval during that work session.
How to watch or listen to a work session:
1. Watch Live Streaming on the city's YouTube page. Log onto YouTube and type "City of
Seward Alaska" into the search bar or go to:
2. https://www.youtube.com/channel/UCWzsXcDwdyklHKGgvYS_UNQ
3. Listen on the radio. Tune to KIBH-FM 91.7
4. Watch on television. Tune into GCI Cable Channel 9. Note: GCI has recently been
experiencing technical difficulties with the sound; they are working diligently to fix the
problem.
Attending via ZOOM
Enter the following information in the Zoom app or on Zoom.com:
Zoom App or www.zoom.us
Webinar ID: 927 9978 1298 Passcode: 720551
or Telephone: US: +1 408 638 0968 or 833 548 0282 (Toll Free)
CITY COUNCIL WORK SESSION
Monday, January 25, 2021 at 5:30 p.m.
TOPIC: Discuss Current Finance Employee Contracts And Work
Plans
Finance Department Organization Chart ............................................. Pg. 2
Finance Department Consultant Contracts
ClearIdea........................................................................ Pg. 3
JenniferPae....................................................................... Pg. 7
Finance Department Responsibilities — Overview .................................. Pg. 10
Specific Work Assignments.................................................... Pg. 11
1
CITY OF SEWARD - FINANCE DEPARTMENT
CITY MANAGER
ItLV-A L41"71.7teme7:7
DEPUTY FINANCE
DIRECTOR
F I �
ACCOUNTING UTILITY BILLING ACCOUNTING
SUPERVISOR MANAGERS TECHNICIANS
dearidea
accounting and consulting
June 15, 2020
Scott Meszaros, City Manager
City of Seward,
410 Adams Street
Seward, Alaska, 99664
Phone: 1907) 750-5747
www.clearideaak.com
Agreement to Provide Services
4935 Cape Seville Drive
Anchorage, AK 99516
This letter (the "Agreement") is to confirm our understanding of the terms and objectives of our
engagement and the nature and limitations of the services which Clear Idea Accounting and
Consulting ("we") will provide for the City of Seward ("City").
Description of Services
Clear Idea Accounting and Consulting will provide to the City the following financial consulting
and general accounting services:
1. Finance Department Support —
We will provide high-level assistance and support to the City's finance department in various
financial aspects including, but not limited to, planning, coordinating and directing the
budgetary, accounting, debt service, financial planning, financial reporting, auditing, revenue
collection, disbursements, utility billing, property and asset management, risk management,
investment, capital financing, and purchasing activities of the City. _
2. Financial Reports —
On a monthly and/or quarterly basis, we will assist in preparation and review of internal
financial statements to include the following:
• Comparative Operating Statements (Statement of Revenues and Expenses) on a Fund
and City-wide level
• Budget to Actual Operating Statements (Statement of Revenues and Expenses) on a
Fund and City-wide level
• Comparative Balance Sheets
• Comparative Statements of Cash Flows
3
Clear Idea Accounting and Consulting
Agreement to Perform Services
3. Staff Training -
On an ongoing basis, we will train existing and new staff in areas that impact the finance
1 department. These areas would include reading and • understanding of the financial
statements, financing/loan documents, Uniform Guidance (Single Audit) rules and
regulations, accounting policies and procedures, audit preparation, budgeting.
4. Finance Process Reengineering/Training—
As much as possible, we will utilize the information gathered during the engagement to
improve the finance process and implement "best practices." We will, as it deems necessary,
provide a managerial advice during the normal course of the engagementto management of
the City.
Additionally, we are always available to meet with you and other executives at various times
throughout the year to discuss current business, operational, and accounting matters
affecting the City. Whenever you feel such meetings are desirable, please let us know. We
are also prepared to provide services to assist you in any of these areas.
Other Terms of the Agreement
As deemed required, the City shall make available sufficient office space and equipment to
provide the services and shall make available in a timely manner all information and data
required to perform the services. It is our understanding that, In general, services noted herein
shall be performed from our local office in Anchorage, Alaska, with periodic visits to the City's
office at Seward, Alaska.
Independent Contractor Status
We will perform the services solely as an independent contractor under this Agreement and not
as the Cky's employee. The parties are not partners or joint ventures, and this Agreement shall
not be deemed to have created any such organization or relationship between the parties.
Neither party will represent itself to be an employee of the other party or attempt to bind the
other party to any agreement, oral or written. We will not be entitled to any benefits that the
City makes available to any of its employees and the City will not withhold from compensation
underthis Agreement any income, social security, or other taxes.
z
4
Clear idea Accounting and Consulting
Agreement to Perform Services
Standards of Performance
We warrant that the services will be performed in a professional and workmanlike manner. We
will materially comply with all applicable laws, rules, regulations and industry standards in
performing the services. Notwithstanding any provision of this Agreement to the contrary: (a) we
will not be responsible for detecting errors, fraud or illegal acts that may exist In the City's books,
records or operations (provided, however, that we will inform the appropriate level of
management of the City of any material errors or evidence of fraud or possible illegal acts that
come to our attention and (b) we will have no responsibility to identify or communicate
significant deficiencies or material weaknesses in the City's internal controls as part of its
engagement. However, if matters identified in (a) and/or (b) arise during the ordinary course of
the engagement, we will communicate findings to the City.
Amendment and Termination
This Agreement may be amended, modified, or supplemented from time to time by a writing
signed by the parties.
The Agreement is on an annual, calendar year basis and is automatically renewed at the end of
every calendar year. Additionally, our engagement can be terminated at any time by either party
before its expiration with a reasonable written notification.
Entire Agreement
This Agreement contains the entire understanding of the parties hereto relating to the subject
matter of this Agreement and supersedes all prior and collateral agreements, understandings,
statements, and negotiations of the parties.
Fees
During the first two months of the engagement, our fees for providing services described above
will be based on time and material (out-of-pocket expenses) required to perform such services.
Our billable rate for specified services ranges from $125 to $150 per hour.
Subsequent to the initial two -month period, if deemed necessary by the City, we will discuss
restructuring of the fees to a monthly fixed fee rate agreed upon by both parties.
We will invoice City for such fees on a monthly basis with full description of services provided,
date of service, hours and itemized list of out-of-pocket expenses, if any. Fees are payable upon
receipt. If any of our Invoices are unpaid within 30 days, they will be deemed delinquent. We
reserve the right to suspend the services and withdraw from the engagement in the event that
any of our invoices becomes delinquent.
Clear Idea Accounting and Consulting
Agreement to Perform Services
We appreciate the opportunity to be of service to you and believe this letter accurately
summarizes the significant terms of our engagement. If, after full consideration, you agree that
the foregoing terms shall govern this engagement, please sign the copy of this letter in the space
provided and return the original signed letter to us, keeping a fully -executed copy for your
records.
Very truly yours,
�l6 2oz�
Mladen Begojevic, CPA
Clear Idea Accounting and Consulting
ACCEPTED AND AGREED:
Ott M r y Manager Date
City o eward
4
1
6 I
CITY OF SFWARD Main Office (907) 224-4050
P.Q. BOX 16 7 Police (907) 224-3338
Harbor (907) 224-3138
SF WARD, ALASKA 99664,01 67 Fire (907) 224-3445
City Clerk (907) 224-4046
Community Development (907) 224-4049
Utilities (907) 224-4050
Fax (907) 224-4038
December 28, 2020
Jennifer Pae
2043 Mckinlev Ave.
Lakewood, GBH 44107
Agreement to Provide Services
This letter (the "Agreement") is to confirm our understanding of the terms and objectives of our
engagement and the nature and limitations of the services which Jennifer Pae will provide for
the City of Seward ("City").
Description of Services
Jennifer Pae will provide to the City the following financial consulting and general accounting
services:
1. Finance Department Support -
High-level assistance and support to the City's finance department in various financial
aspects including, but not limited to, planning, coordinating and directing the budgetary,
accounting, debt service, financial planning, financial reporting, auditing, revenue collection,
disbursernents, utility billing, property and asset management, risk management,
investment, capital financing, and purchasing activities of the City,
2. Financial Reports -
Assist in preparation and review of internal financial statements to include the following:
Comparative Operating Statements (Statement of Revenues and Expenses) on a Fund
and City-wide level
Budget to Actual Operating Statements (Statement of Revenues and Expenses) on a
Fund and City-wide level
ril
Additionally, Jennifer Pae will be available to meet with City Administration and staff at various
times to discuss current business, operational, and accounting matters affecting the City.
Other Terms of the
Agreement
As deemed required, the City shall make available sufficient office equipment to provide the
services and shall make available in a timely manner all information and data required to
perform the services.
Independent Contractor
Status
Jennifer Pae will perform the services solely as an independent contractor under this
Agreement and not as the City's employee. The parties are not partners or joint ventures, and
this Agreemient shall not be deemed to have created any such organization or relationship
between the parties. Neither party will represent itself to be an employee of the other party or
attempt to bind the other party to any agreement, oral or written. Jennifer Pae will not be
entitled to any benefits that the City makes available to any of its employees and the City will
not withhold from compensation under this Agreement any income, social security, or other
taxes.
Standards of Performance
-t that the services will be performed in a professional and workmanlike manner.
ti will materially comply with all applicable laws; rules, regulations and industry
, ds in performing the services. Notwithstanding any provision of this Agreement to the
c ° i ary: (a) Jennifer Pae will not be responsible for detecting errors, fraud or illegal acts that
n ,�- y exist in the City's books, records or operations (provided; however, that she will inform
td-�� � appropriate level of r a—,F,agei,nent of the City of any material errors or evidence of fraud or
Passible illegal acts that come to her attention and (b) Jennifer Pae will have no
responsibility to identify or communicate significant deficiencies or material weaknesses in
the City's internal controls as part of its engagement. However, if matters identified in (a)
and/or (b) arise duringthe ordinary course of the engagement, she will communicate findings
to the City.
8
Amendment and Termination
This Agreement may be amended, modified, or supplemented from time to time by a writing
signed by the parties.
The Agreement is on an annual, calendar year basis and will terminate at December 31, 2021,
Additionally, the engagement can be terminated at any time by either party before its expiration
with a reasonable written notification.
Entire Agreement
This Agreement contains the entire understanding of the parties hereto relating to the subject
matter of this Agreement and supersedes all prior and collateral agreements, understandings,
statements, and negotiations of the parties.
Fees
The fees for providing services described above wilt be based on time required to perform such
services. The billable rate for specified services will be $1501hour for up to 15 hours per week
during the duration of the agreement.
Jennifer Pae will invoice City for such fees on a bi-weekly basis with full description of services
provided, date of service and hours. Fees are payable upon receipt. If any invoices are unpaid
within 30 days, they will be deemed delinquent.
Very truly yours,
Norm Regis, Act City Manager Date
City of Seward
ACCEPTED AND AGREED:
By: Jennify(Pae Date
FINANCE DEPARTMENT
Overview of Duties & Responsibilities
FINANCE
The finance department recommends and administers policies and procedures on all city financial matters, is
responsible for the annual financial report and managing the annual audit, and is responsible for maintaining
financial accounting systems and records, and preparing the biennial budget. Oversees investment of all city funds,
maintains inventory and insurance on all city property, provides for the payroll, accounts payable, utility billing,
purchasing, insurance, workers comp, grant management aind accounting, debt issuance, and ether financial
matters affecting the city. This department's primary cost is personnel costs related to supporting the payroll,
accounts payable, grant accounting, banking, insurance, and utility billing functions of the City. The department
maintains a staff of eight including the finance director, deputyfina nce director, accounting supervisor, two utility
billing positions, and three accounting technicians.
Finance Department
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The City of Seward Finance Department +rill answer your questions about the City's
budget, capital projects, annual financial reports, utility payments, city payroll, taxes,
accounts receivable, grants, leases, assessments, collections, and more. Please use the
contact information at right to contact an appropriate person within the Finance
Department for your specific needs.
ilf
Sam Hickok Stephen Sowell; Brenda Ballou; Norm Regis -
RE: Tuesday's Work Session Materials
Jenny
Review and post journal entries
Review utility billing adjustments and rate changes
Review resolutions and agenda statements
Approve all bank wires
Prepare mid cycle budget adjustments with DFD
Sam:
Day -to -Day management of staff
Prepare journal entries
Review general ledger account coding - align with budget
Revie,. >;er-k'`ycheckrun
Pi eoare fina -i 2-1 aspect cf re_oLi c-is and agendv stvtemert= for FD acoroval
Fixe:: asset acccurtirg
Preoare I .edge: to 3ct,ia—r3ncial statements for Council
Revie e and apprc) e ban<-ectrciI'ati.3rs
Review investment account 3tions
VIacer,:
-erordlia+ior
;e'tiie,. ;aVrtl
, esr e 7d arc-a,nthc arc jcjrnal entries for audit
From: S_eol-er Sv,:.e I
Sent; TI-.I _da -w, Ja'I L,vr;' _4, 2021 10:24AM
To: Sa-n Fic<.3k<sh --kvc t,c-seward. net>; Brenda BaIIou <bba I lou @ cityofsewa rd. net>
Cc: ` v)iir P.acis <nregis@c t,ofseward. net>
Subject: RE: Tues:la'.r,'s Work Session Materials
Sam,
Plea -se also provide an overview of the responsibilities and tasks that you, Jenn, and Mladen are currently assigned to.
Thank you,
Stephen Sowell
Astiistant City Manager
City of Se -ward, Alaska.
WL _cityofseward.us
0-907-224-4066
C-907-362-4062
F-907-22.44038
3:52 Ph'I
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