HomeMy WebLinkAboutR-2003-020 2003 Agreement w/ Brent YoungRESOLUTION NO. R-2003 — 20
A RESOLUTION authorizing the City Manager of the City of Yakima to execute
a Professional Services Agreement with Brent Young for finance
and accounting services.
WHEREAS, the City of Yakima requires professional services for finance
and accounting services; and
WHEREAS, Brent Young has the experience and expertise to provide said
professional services to the City, and is willing to do so in accordance with the
terms and conditions of the attached agreement; and
WHEREAS, the City Council deems it to be in the best interest of the City of
Yakima to enter into the proposed and attached agreement with Brent Young for
accounting services; now, therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
YAKIMA:
The City Manager of the City of Yakima is hereby authorized and directed to
execute the attached and incorporated Professional Services Agreement with Brent
Young for accounting services.
ADOPTED BY THE CITY COUNCIL this 4th day of February, 2003.
ATTEST:
c
City Clerk
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PROFESSIONAL SERVICES AGREEMENT
THIS PROFESSIONAL SERVICES AGREEMENT, hereinafter "Agreement", is
made and entered into by and between the City of Yakima, a Washington State
municipal corporation (hereinafter the "City"), and Brent Young (hereinafter
"Consultant").
WHEREAS, the Finance Department of the City requires certain financial and
accounting services.
WHEREAS, Consultant has experience and expertise regarding said services,
and agrees to perform these services for the City under the terms and conditions set
forth in this Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, conditions,
promises, and agreements set forth herein, it is agreed by and between the City and the
Consultant as follows:
1. Scope of Services. The Consultant shall provide the following services:
a. Gather all necessary information and prepare all financial statements and
related worksheets necessary to comply with the Governmental Accounting
Standards Board's ("GASB") Statement #34, including the following steps:
• Step 1: Finalize Project Plan; including identification of tasks
required to implement GASB #34 and the estimated timetable for
each task.
• Step 2: Prepare drafts of the various Financial Statements
required under GASB #34 and draft related worksheets,
identifying where each piece of data on the worksheet will be
derived.
• Step 3: Coordinate and work with all City Departments, as
necessary, to prepare and/or generate the required detailed
information.
• Step 4: With data collected, complete the worksheets and prepare
portions of the City's 2002 financial statements in accordance with
GASB #34.
b. Assist in the preparation of the City's 2002 Comprehensive Annual Financial
Report (CAFR) (especially as it relates to above subsection (a)).
c. Additional work may be assigned by the City on an "as needed" basis, and
may include typical financial and accounting analysis, journal entry and
financial statement preparation and related work.
2. Compensation. The City shall compensate Consultant for all services provided
hereunder at the rate of Forty -Nine Dollars ($49.00) per hour. All hours will be paid at
straight -time rate. The total compensation provided to the Consultant under this
Agreement shall not exceed Eighteen Thousand Dollars ($18,000.00). This hourly rate
shall include and cover any and all costs of providing these services, including, but not
legal bd/resolutions
prof svc.contract/b young
limited to, travel expenses, overhead, material, and supplies. The City may provide
access to office equipment and related supplies. On or by the tenth day of each month
during the term of this Agreement, Consultant shall submit a monthly invoice to the
City evidencing all services provided during the preceding month. The City shall make
payment to Consultant within thirty (30) calendar days upon receipt of the invoice. All
payments are expressly conditioned upon Consultant providing services hereunder that
are satisfactory to the City.
3. Inspection and Audit. Provider shall maintain books, accounts, records,
documents and other evidence pertaining to the costs and expenses allowable under
this Agreement in accordance with generally accepted accounting practices. All such
books of account and records required to be maintained by this Agreement shall be
subject to inspection and audit by representatives of the City and/or of the Washington
State Auditor at all reasonable times, and Provider shall afford the proper facilities for
such inspection and audit. Such books of account and records may be copied by
representatives of the City and/or of the Washington State Auditor where necessary to
conduct or document an audit. Provider shall preserve and make available all such
books of account and records for a period of three (3) years after final payment under
this Agreement.
4. Term of Agreement. The term of this Agreement shall commence upon full
execution by all parties and shall terminate at midnight on December 31, 2003, unless
sooner terminated by either party in accordance with Section 17 of this Agreement.
5. Status of Consultant. The Consultant and the City understand and expressly
agree that Consultant is an independent contractor in the performance of each and
every part of this Agreement. The Consultant, as an independent contractor, assumes
the entire responsibility for carrying out and accomplishing the services required under
this Agreement. The Consultant shall make no claim of City employment nor shall
claim any related employment benefits, social security, and/or retirement benefits.
6. Taxes and Assessments. Consultant shall be solely responsible for paying all
taxes, deductions, and assessments, including but not limited to, federal income tax,
FICA, social security tax, assessments for unemployment and industrial injury, and
other deductions from income which may be required by law or assessed against either
party as a result of this Agreement. In the event the City is assessed a tax or assessment
as a result of this Agreement, Consultant shall pay the same before it becomes due.
7. Non -Discrimination. With regard to the services to be performed pursuant to
this Agreement, Consultant shall not discriminate in violation of applicable federal,
state, and/or local law or regulation on the basis of race, age, color, sex, religion,
national origin, creed, marital status, political affiliation, or the presence of any sensory,
mental or physical handicap.
8. The Americans With Disabilities Act. With regard to the services to be
performed pursuant to this Agreement, Consultant agrees to comply with the
Americans With Disabilities Act of 1990, 42 U.S.C. § 12101 et seq. (ADA) and its
implementing regulations, and Washington State's anti -discrimination law as contained
in RCW Chapter 49.60 and its implementing regulations. The ADA provides
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comprehensive civil rights to individuals with disabilities in the area of employment,
public accommodations, state and local government services, and telecommunications.
9. Compliance With Law. Consultant agrees to perform all services under and
pursuant to this Agreement in full compliance with any and all applicable laws, rules,
and regulations adopted or promulgated by any governmental agency or regulatory
body, whether federal, state, local, or otherwise.
10. No Conflict of Interest. Consultant represents that he does not have any
interest and shall not hereafter acquire any interest, direct or indirect, which would
conflict in any manner or degree with the performance of this Agreement.
11. No Insurance provided by City. It is understood the City does not maintain
liability insurance for Consultant.
12. Accountant's Errors and Omissions Insurance. Within sixty (60) days of
execution of this Agreement, Consultant shall provide the City with evidence of
accountant's errors and omissions insurance coverage with limits of $500,000. The
policy will be subject to a deductible of $5,000 or less. Said errors and omissions
insurance coverage shall be in effect for the remainder of the term of this Agreement
and for a one (1) year period after the Agreement expires. The insurance coverage shall
be placed with an insurance company that has a rating of A -VIII or better in Best's
Guide.
13. Assignment. This Agreement, or any interest herein, or claim hereunder, shall
not be assigned or transferred in whole or in part by the Consultant to any other person
or entity without the prior written consent of the City. In the event that such prior
written consent to an assignment is granted, then the assignee shall assume all duties,
obligations, and liabilities of Consultant as stated herein.
14. Severability. If any portion of the Agreement is changed per mutual agreement
or any portion is held invalid, the remainder of the Agreement shall remain in full force
and effect.
15. Integration. This written document constitutes the entire agreement between
the parties. No changes or additions to this Agreement shall be valid or binding upon
either party unless such change or addition be in writing and executed by both parties.
16. Non -Waiver. The waiver by Consultant or the City of the breach of any
provision of this Agreement by the other party shall not operate or be construed as a
waiver of any subsequent breach by either party or prevent either party thereafter
enforcing any such provision.
17. Termination. The Consultant or the City may terminate this Agreement, with
or without cause, by giving the other party ten (10) days advance written notice of
termination. In the event of such termination, the Consultant shall be compensated for
services rendered up to the termination date in accordance with Section 2 of this
Agreement.
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18. Survival. Any provision of this Agreement which imposes an obligation after
termination or expiration of this Agreement shall survive the term or expiration of this
agreement and shall be binding on the parties to this Agreement.
19. Notices. Unless stated otherwise herein, all notices and demands shall be in
writing and sent or hand delivered to the parties at their addresses as follows:
To City:
To Consultant:
Rita Anson
Finance Director
Yakima City Hall
129 North Second Street
Yakima, WA 98901
Brent Young
5704 Walla Walla Street
Yakima, WA 98903
or to such addresses as the parties may hereafter designate in writing. Notices and/or
demands shall be sent by registered or certified mail, postage prepaid or hand
delivered. Such notices shall be deemed effective when mailed or hand delivered at the
addresses specified above.
20. Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of Washington.
21. Venue. The venue for any action to enforce or interpret this Agreement shall lie
in the Superior Court of Washington for Yakima County, Washington.
CITY OF YAKIMA
By:
R. A. Zais, r. City Manager
Date:
ATTEST:
CONSULT
By:
Brent Young
Date: y A(1 (1 0 3
City Clerk
CITY CONTRACT NO. ce00 —/
RESOLUTION NO. -01003 70?0
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BUSINESS OF THE CITY COUNCIL
YAKIMA, WASHINGTON
AGENDA STATEMENT
Item No.
For Meeting Of 2/4/03
ITEM TITLE: Resolution Authorizing Execution of a Professional Services Agreement with
Brent Young for Financial and Accounting Services
SUBMITTED BY: Department of Finance and Budget
CONTACT PERSON/TELEPHONE: Rita Anson, Finance Director; #575-6070
SUMMARY EXPLANATION:
This resolution authorizes execution of the attached Professional Services Agreement for financial
and accounting services. Finance contracted with Brent Young in 2002 to support the change in
the financial statement reporting model set forth by the Governmental Accounting Standards
Board (GASB). That contract expired on December 31, 2002.
The Financial Services Division has had two vacant positions for an extended period of time; one
of these positions is filled with a part-time temporary employee at this time. The division is
currently in the process of filling these positions; however, there are various year-end reports that
are required to be completed before these positions will be on -board. Additionally, we anticipate
that Mr. Young will assist us in training our new staff in the new financial reporting model.
Mr. Young has worked for the Washington State Auditor's Office and was the "in -charge
Auditor" on the City's audit for several years. His recent contract with the City enhanced his
familiarity with the City's operations and accounting structure, and he is well qualified to
perform these accounting services on our behalf.
The original contract was set with a maximum of $75,000, funded by position vacancies in 2002.
Only $57,000 was spent, leaving an available balance of $18,000 which could be encumbered into
the 2003 budget. This contract calls for a maximum payment of $18,000 with an expiration date of
December 31, 2003. (Because the City's financial systems are rather complex, there will likely be a
long learning curve for our new staff. Extending this contract through the end of the year will
make an additional resource available to complete time sensitive projects.)
Resolution X Ordinance Other (Specify) Report
Contract X Mail to (name and address): Brent Young, 5704 Walla Walla Street,
Yakima, WA 98903
Phone:
Funding Source General Fund, Salary Savin
APPROVED FOR SUBMITTAL:
STAFF RECOMMENDATION: Adopt Resolution.
BOARD/COMMISSION RECOMMENDATION:
COUNCIL ACTION:
ity Manager
Resolution adopted. RESOLUTION R-2003-20