HomeMy WebLinkAboutSANWA BANK - 1997-03-03 CITY OF HUN'T'INGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
CITY CLERK LETTER OF TRANSI•IITTAL REGARDING ITEM APPROVED BY THE
CITY COUNCILIREDEVELOP\IENT AGENCY APPROVED ITEM
DATE:
ATTENTION: A L/,o e S
' me nn
1/ DEPARTMENT:
et
REGARDV\G:
Cliv,stat zl
See Attached Action Ajenda Item — �o Date of Approval o�O3zq 7
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Itetn For Your Records.
Connie Brockway
City Clerk
Attachments: Action Agenda Page Agreement____,/B ndsInsurance V RCA Deed Other
Remarks:
1' De artment RCA j Agreement Insurance � Other
( ✓ ✓
N n c Dc rtmcnt RC.1 / Agreement Insurance Other
67%� ✓
game Department R .1 amemcnt Insurance Other
Risk lIanagement Department Insurance CoPe
G.FolloN%_upiaurmts Iransltr
I
Council/Agency Meeting Held: .!lR)'97 e0.10
Deferred/Continued to:
LE Approved ❑ Conditionally Approved ❑ Denied City Clerk's S' nature
Council Meeting Date: March 3, 1997 Department.ID Number: 97-001
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL/REDEVELOPMENT AGENCY ACTION
SUBMITTED TO: HONORABLE MAYOR/CHAIRMAN AND CITY COUNCIL
MEMBERS/REDEVELOPMENT AGENCY MEMBERS
SUBMITTED BY: SHARI L. FREIDENRICH, City Treasurer
PREPARED BY: SHARI L. FREID.ENRICH, City Treasure
SUBJECT: BANKING CONTRACT WITH SANWA BANK
Statement of Issue,Funding Source,Recommended Action,Alternative Action(s),Analysis,Environmental Status, =
Attachment(s) d�
Statement of Issue: The City of Huntington Beach requires the use of a local and
Federally insured banking facility. The present contract is between the City and Sanwa Bank
and expired on May 31, 1996. Sanwa Bank granted a one-year extension at the same terms
and conditions which was, inadvertently, not brought to Council for approval.
The Treasurer's office is also requesting the approval of two additional services which were
not covered in the initial contract.
Funding Source: Not applicable.
Recommended Action: Accept the letter from Sanwa Bank dated May 8, 1996 which
extends the Sanwa banking contract for one-year and authorize the City Treasurer and City
Clerk (a) to execute the Courier/Customer/Bank Courier Agreement with Unity Couriers and
Sanwa Bank dated 9-30-96 and (b) accept the Terms and Conditions of "ImageSuite" of
Sanwa Bank .
Alternative Action(s): Submit for new bids
REQUEST FORROUNCIL/REDEVELOPMENAGENCY ACTION
MEETING DATE: March 3, 1997 DEPARTMENT ID NUMBER: 97-001 .
Analysis: The City of Huntington Beach approved a three-year contract with Sanwa Bank
on April 5, 1993 after meeting all requirements for competitive bidding under Municipal Code
Section 3.02. This contract expired on May 31, 1996. A normal Request for Proposal (RFP)
process takes approximately four (4) months between the preparation of the RFP and the
implementation of the contract. Because of this time frame-the retirement of Donald L.
Watson, the former City Treasurer; .the transitional issues of an appointed interim City
Treasurer; and the election of a permanent City Treasurer in November; the City, in May,
1996, recommended that Sanwa Bank grant a one-year extension at the same terms and
conditions. The one-year extension was at the same terms and conditions as the original
three-year contract. Because of the significant expense in changing banking services (new
check orders, direct deposit account changes, implementation issues), it was determined
that the competitive bid process completed at the onset was sufficient to satisfy the City's
bidding requirements for the one-year extension.
The City desires to add additional services to the banking contract as follows (Attachments 3
and 4):
• Courier service at a cost of $175 per month ($8.00 per business day) to pick up bank
deposits daily at 4:00 p.m. which allows the Treasurer's office to make our deposit later
in the day and include more of our daily deposits (earn more interest daily) and still
receive same day credit. The courier drives directly to the Bank Processing Center
which is open until 7:00 p.m. (versus normal banking hours to 4:00 p.m.) and our
deposits with the courier are insured up to $500,000, which appears to protect the City
from,any loss.
• Imagesuite (check images) and Full Account Reconcilement services at a cost of
approximately $500.00 per month which provide additional controls for the City to
protect against unauthorized, altered and stopped checks. In addition, it allows the City
to daily review copies of canceled checks and provides a CD-ROM of all cleared checks
at month-end eliminating the necessity of maintaining and storing copies of checks
Finally, it provides in an electronic form, reconciliation of bank accounts which
eliminates the need for staff to manually enter all checks into a spreadsheet, but retains
the control over reviewing the reconciliation internally and preparing any journal entries
in. a timely manner. The elimination of the existing services associated with checks no
longer required with this addition will eliminate $500 monthly from the City's costs (see
attached letter).
These additional services will enable the City to manage more efficiently and provide further
protection of City assets.
SNWARCA1.DOC -2- 02/19/97 12:04 PM
REQUEST FOR�OUNCIL/REDEVELOPMENT E C Q G N Y ACTION
MEETING DATE: March 3, 1997 DEPARTMENT ID NUMBER: 97-001
Environmental Status: Not applicable.
Attachment Us :
City Clerk's
Page Number
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1 Copy of original bank proposal approved April 5, 1993.
2 Copy of Sanwa one-year extension dated May 8, 1996
3 Copy of Courier Agreement
4 Copy of Imagesuite Terms and Conditions/Reduction of Bank Costs
Letter from Sanwa Bank
SNWARCAI.DOC .3. 02/19/97 12:04 PM
Sanwa Corporate Services
Bank 1977 Saturn Street
California February S, 1997 Monterey Park,California 91755.7418
Shari L.Freldenrich
City Treasurer
City of Huntington Beach
P.O. Box 711
Huntington Beach, CA. 92649
Dear Shari:
Mary Ann Jones asked me to isolate the savings on current bank fees you could expect through using the
cash management services we have been discussing.
Account Reconcilement Services: Mary Ann said that the reason the City orders so many interim bank
statement copies is because these statements are used for account reconcilement. If the City goes on
Account Reconcilement then we could eliminate the extra statements;bank fees would be reduced:
Number of Extra Statements/Month Fee Per Statement Monthly Savings
40 $2.00 $80.00
.Berry Bramlett has copies of the account reconcilement input specifications and the transmission
parameters and he will get back to Luis Carrillo this week to discuss feasibility and testing.
Image Suite Services:
Currently the City receives its cancelled checks back in check number order which simplifies the City's
account reconcilement. However, the City could receive a monthly CD Rom with images of the front and
back of each check•the City would not need to get its checks back at all! On the CD Rom,the City can
review checks in check number order, and can make paper copies if necessary. Also,please note that any
time during the month that the City wants to print out a paid check photocopy off their p.c., they can do so
since we will make the images available on the p.c. as well as on CD Rom.
If the above suggestions are followed,the City would not need its canceled checks(this is called check
truncation)and would not need check sequencing. The bank fees which would be eliminated would be:
Check VolumcAlonth Reduce Check Paid Fee re:Truncation Reduce Check Sequence Fee Savings
7,013 5.03 x 7,013 s $210.39 $.03 x 7,013 -$210.39 $420.79
Shari, we arc offering the City state -of-the art services to simplify its access to check data, increase
efficiency and reduce likelihood of fraud. These services will reduce existing bank fees about$300.00 per
month. And the City should be able to quantify internal cost savings from efficiencies. We look forward
to working with you on the selected services!
Sincerely,
Kathleen Kavanagh
Vice President and Manager
cc: Mary Ann Jones
CITY OF HUNTINGTON BEACH
P.O. BOX 711 CALIFORNIA 92648
CITY TREASURER-DONALD L. WATSON
May 24, 1993
Mary Ann Jones
Vice President and Manager
Sanwa Bank
6881 Warner Avenue
Huntington Beach, CA 92647
Dear Mary Ann:
Enclosed is a certified copy of the City Council 's approved action of April 5,
1993 to cover banking services.
This formal action establishes Sanwa Bank to a 3-year contract with the City
of Huntington Beach pursuant to the written proposal submitted March 1 , 1993,
and subsequent amendments, by Sanwa Bank.
This contract commences June 1, 1993 through May 31 , 1996.
We look forward to your continued contractual service.
Very truly yours,
Donald L. Watson
City Treasurer
Enclosure
SANWA BANK CALIFORNIA
CASH MANAGE. MNT PROPOSAL FOR:
CITY OF HUNTINGTON BEACH
SUBMITTED BY:
SANWA BANK CALIFORNIA
LAREE LOPEZ
VICE PRESIDENT
SOUTHERN DMSION II
MARY ANN JON'rS
VICE PRESIDENT
HUNTMGTON BEACH OFFICE
LYNNELL V. HARRIS
VICE PRESIDENT
CORPORATE SERVICES
MARCH 1, 1993
RESPONSE TO REQUEST FOR PROPOSAL
FOR BANKING SERVICES
THE CITY OF HUN7MGTON BEACH
March 1, 1993
Proposal Submitted By:
SANWA BANK CALIFORNIA
BY:
Laree Lopez
Vice President
Southern Division II
SAN'W A BAl K CALIFORNIA
CASH MANAGaIEN-T PROPOSAL FOR:
CITY OF HUNTLNGTON BEACH
SUBMITTED BY:
SANWA BANK CALIFORNIA
HUNTINGTON BEACH OFFICE
MARY ANN JONES
VICE PRESIDENT AND MANAGER
LYNNELL V. HARRIS
CORPORATE SERVICES
VICE PRESIDENT AND MANAGER
MARCH 1, 1993
TABLE OF CONTENTS
Introduction I
Required Services 3
Armored Car Pick Up Service 4
Investment of City Funds 5
Other Services 6
Additional Services 7
Calculation of Bank Compensation 8
Exhibit A - Estimated Cost of Services 9
Exhibit B - Earnings Credit Rates 11
Exhibit C Service Descriptions 13
Automated Zero Balance Accounting 14
SurePay Direct Deposit 15
San Line Information Services 16
San Line Money Transfer Service 17
Exhibit D - Additional Services 18
Corporate Employee-Program 19
Merchant.Bankcard Program 20
INTRODUCTION
Sanwa Bank.California is pleased to have the opportunity to present this proposal for banlang
services to The City of Huntington Beach for the period June 1, 1993 through May 30, 1996.
We-,have been honored to service the banking needs of the City for the last fifteen years and
hopes to continue this valued relationship in years. to come.
For the convenience, efficiency, and safety of the City, its employees, citizens, and vendors, the
City of Huntington Beach's accounts will continue to be serviced by our Huntington Beach
Office. The following team of skilled bankers will be available to assist you:
Mary Ann Jones
Vice President and Manager
Amv Rodriguez
Customer Service Manager
Cindy Zangger
Assistant Customer Service Manager
Eric Merritt
Commercial Lending Officer
t
Huntington Beach Office
6881 Warner Avenue
Huntington Beach, California 92647
(714) 842-7741
In addition to the branch staff, our Corporate Services:team is available to address your specific
needs in the area of cash management:
Lynnell V. Harris
Vice President and Manager
Marsha Kawasaki
Cash Management Representative
Omar 1.oya
Customer Service Representative
Corporate Services South
1977 Saturn Street Mail Sort OA3-1
Monterey Park, California 91754
(213) 727-3014
1
Attached are copies of our semi-annual financial reports for the past two years and our annual
financial report for the past three years. Sanwa Bank does not produce quarterly reports. The
year end financial report for 1992 is not yet available but will be forwarded to the City
immediately after it becomes available.
Our financial reports will reveal Sanwa Bank California's status as the sixth largest bank in
California with over 100 branches and total assets exceeding $7.4 billion. We are an affiliate
of the fifth largest bank in the world. We offer the security of banging with one of the most
financially sound institutions in California while providing the attentive and responsive customer
service you deserve. We have the resources available to accommodate all of your technological
needs.
The bank will be compliance with all depository regulations and requirements as set fonh in the
California Government Code, applicable Federal laws and the City Charter.
If notified of selection, Sanwa Bank will execute and agreement with .the City of Huntington
Beach within thirty (30) days of receipt of said notice.
} I
jt
s 2
REOUIRED SERVICES
Sanwa Bank will provide the following service for the length of the agreement:
Account Al laintenance
1. The bank will receive, microfilm and process the City's daily deposits into the
General Demand Account. Daily statements will be provided. This account will be set
up as the "primary" or concentration account for the Automated Zero Balance
Accounting Service (Exhibit Q.
?. The Payroll Account will be set up as a zero balanced tier of the "primary" or
concentration account. As checks clear, funds will be automatically transferred into the
payroll account from the General Demand Account. Daily statements will be provided.
Sanwa Bank offers state-of-the-art electronic funds transfer (E)D services. Using our
SurePav Direct Deposit Service (Exhibit C), we will assist the City in successfully
implementing a direct deposit program for its employees.
Sanwa Bank will also process the City's Federal Income Tax Deposits.
3.& 4. The Treasurer's Deposit and Trust Fund and the Special Assessment Fund
will be maintained and monthly statements will be provided.
5. The Water Deposit Refund Cbecls account will be set up as a zero balanced tier
of the "primary" or concentration account. As checks clear, funds will be automatically
transferred into the Water Deposit Refund Checks account from the General Demand
Account. Monthly statements will be provided.
6. Sanwa Bank will maintain any previous issued outstanding bond trustee accounts..
Sanwa Bank understands that any future any be held exclusive of normal City accounts.
7. Sanwa Bank understands that the dollar amounts and quanddes specified in the
` request for bid are estimates and may change.
}
3
ARIMORED CAR PICICLJP SERVICE
1. The Bank will arrange for Armored Car Transport of daily deposits.
All deposits can be consolidated into one or two deposit tickets. The deposits will be
delivered to our Central Cash Vault in Monterey Park, California. All deposits delivered
by 8:00 p.m. will be credited on tl;e same business day.
2. Sanwa Bank- will make the necessary arrangement to receive and process all coin bags
collected from City parking meters. Sanwa will recycle used coin bags and return to the
City for more economical use. The bank will provide all supplies required for general
banidng and armored services.
4
INVESTtiiENT OF CITY FUNDS
1. Sanwa Bank will make its investment department available to the City for consultation
and assistance in investing funds and will also bid for the City's Certificate of Deposit
and Market Instrument Investments.
2. The Bank will work closely with the City in investing short term surplus funds
(available for less than 30 days).
The City will have the option of reviewing balance and account information on our PC
based balance reporting system, San Line Information Reporrino Service (Exhibit C).
Account information can be available as early as 6:00 a.m. each day. Pre-designated City
personnel, can review this information then contact our.investment department directly
to authorize the purchase of Repurchase.Agreements and/or a variety of other high-grade
money market instruments in the City's behalf.
3. Sanwa Bank can accept 510,000,000 in repurchase agreement daily With proper
collateral.
5
i •
OTHER SERVTCES
The following additional services will be offered by Sanwa Bank:
1. The bank will provide printed checks for all accounts, as specified by the City.
Check printing charges will be added as an expense item on analysis.
2. Sanwa Bank will accept all deposits delivered to our Huntington Beach Office
during normal working hours for same day credit. All deposits delivered to our Central
Cash Vault, by armored car, by 8:00 p.m. each business day will be given same day
credit.
3. Letters of Credit may be presented to the Huntington Beach branch for processing for
payment. Processing will be done in an expeditious manner to ensure prompt payment
of the Letters of Credit.
4. Sanwa offers a safe and secure wire transfer system with flexible options:
a) The City's authorized representatives may give written or telephonic
instructions to the bank's Huntington Beach office.
b) The City may dial the bank's wire transfer unit directly via telephone (Direct
Access or terminal (San Line Monev Transfer Service [Exhibit C])
5. The bank will accept and Eonftrm stop payment orders from the City. The stop
payment order will be in existence for one year unless revoked by the City. The bank
will research items to insure that they have not paid within the last 45 days.
6. On a best effort basis, the bank will return items received after ninety (90)days.
7. The bank will machine sort each month's canceled check warrants in numerical
sequence. Rejected checks which are unfit for machine sort, however, will be returned
to the City unsorted. As an alternative, the bank offers its Account Reconcilement
Service (Exhibit C). This service will provide daily reports which identify all credits and
debits posting to the account each day. At the end of the month, all checks are
forwarded to the City in numerical order along with monthly reports which provide a
recap of daily activity as well as cumulative monthly totals.
8. The bank, as instructed, will redeposit returned deposited items. Items returned a.
second time will be charged to the City's account. A debit advice along with the
dishonored checks will. be forwarded to the City.
9. No service charges other than those listed in this proposal will be charged against the
City.
6
ADDITIONAL SERVICES
1. Corporate Employee Program.
This program, outlined in Exhibit D, offers a combination of free services and
discounts on loans designed specifically for the City's employees.
2. Merchant Bankcard Program
As a Bankcard merchant, the City will be able to accept MasterCard, Visa and
other bankcards for payment for City programs. See Exhibit D for more details.
3. Drug Money Safe Deposit Boxes
Sanwa Bank is pleased to continue the "Drug Money" safe deposit bok for the
Citv of Huntington Beach. If Sanwa Bank continues to provide its own funds for
this use, the bank reserves the right to charge the City, on account analysis, a
monthly fee equal to your earnings credit rate less fifty (50) basis points.
7
CALCULATION OF BANK CO1ViPENSATION
The City may compensate the Bank in one or a combination_of the following methods:
1. Direct Fees or Charges ( refer to Exhibit A)
2. Compensating Consolidated Fund Account Balance
3. Any deficits incurred by the City as a result of #1 and/or #.2 not being sufficient
earnings credit may be paid annually. Invoice to be paid within 30 days of period end.
4. Earnings Credit rates are based on the average 91 day treasury bill auction rate for
the previous month. The earnings credit rate is applied to average ledger balances less
float and reserves.
8
EXHIBIT A
ESTEIKAIED COST OF SERVICE
t
ESTIMATED COST OF SERVICE
CITY OF HUNTINGTON BEACH
Month of December 92
. .. .u.• i .Yy-::::a>::.t>;,..•,:r,, tt•'n `� ti;.`a,.is .•r: }+: .:;< ,:':, , ;r<o:: �:
.. .....Z?•,.. ..: .,...,._:..�.....,........,:.. .:: .....•: ?fit..,�.f�.t}�:•..•:ta..., �,�t.. �:(i! :'` .. ,.t:..`.��"• "'`42iS:x?; ;:J1 ..;�;...•.:.•:�.,
.: . .. �� b • sA o
. . .. .. . . i,.......re. ...........:,.........................,.,.... . ..........t. �.:�ts•:! .......l.l . . ::�:>" 'i%'re. :ty r•�;:>:i:r�..,.f s.. t�:.... T
... ..: .. .. .... ........,: ::....:::�::.:a..:..... :3
.. .. ... .... .. ,•:::. ... ..2... ,:....,.,.,:. ..:.. ...•.
... .. . . ,. ..:.....:. ......:. ,3..,.«...;... . ...FEE.... .EE., .:.5..:. AtANCfa��REQUIRED '<
Monthly Acct Maintenance _— 5 1 5 . 00 - 7.5-00 _ _ S —j11984
Checks Paid 7000 125 SIS 00 -17 "A 1 4 ci
Checks Deposited Unencoded 35000 .085 2975 . 00 1 , 268 , 694
Deposit .Tickets — 100 1 . 10 110 . 00 46 , 910
Currency deposited standard per $1000 250 1 . 25 31.2 . 50 133 , 266
Coin deposited standard baq, sorted 100 bogs 1 . 50 -A 50 . 00 63 , 968
Returned /tees 200 3 . 25 650 . 00 277 , 194
Rec_lear Items 100 _1 -05 10`�,12L1�— _ 44 , 777
Stop Payments — — 25 = _1 0 00_—2'if) 0
Wire Transfers Incomin 20
Wire Transfers Ou(goinq — 20 8 . 50 170. 00 72 , 497
Courier Service Doily_ _ COST cost -
SUB TOTAL ' -,-1132_'i0 2, 4117
i
Supplies COST
Misc. Char -es Monty 'I'ranster Base Fee 50. 00 50 . 00 _ 21 , 323
Checks Deposited Encoded 35000 ^ �Qq� Pi 7 ��— �7 66 I
firq. nn qgn
... ... . .....
Ft��... ......., :}. �.s.,.�:,::.,.�:.:.:�:::::?:,•>.:>:�:.:�>::. ...... c<:s...sc. .. t.,c,.......,.. ..i!•.y..,:•;.s...,..•:r :::.:,i; ut:. ... .-:::�.............. .•..r,�. ........ ;.,.,.. K. .<. ,?f.:. .r+4.•t 1. if�:._.d. ,zNa. :.t.,. ...ii
1 Cumper?sa t ion redu i recl if] collected balances
2 . Compensating balance requited based on Dec 92 rate of. 3 . 17%
EXHIBIT B
EARINOi GS CREDIT RATES
Please provide the following earnings credit rate based on the calendar
year 1992. The average ledger balance for the account is $3,500,000.
�Vlonth EarningsU"nty
'
ti w 1mo- ... ................
re.ciit re; i e:d
s
y ..............
-
�.. Rate , ; is�::i
y
at1�... - 1 4 . 08 % I $ 11 , 736 . 99
Fbb7T 3 . 83 °�O I $ 11 , 017 . 31
R
$r I 3 . 84 % I $ 11 , 046 . 58
4 . 06 °�o I $ 11 , 679 . 45
a...:..: aY .. I 3 . 74 % $ 10 , 758 . 90.
J Y 3 . 60 °f0 $ 0 , 586 . 30
Aug ) 3. 20 °�
�o � '�$ 9 , 205 . 4a .
Sep 3 . 17
Oct:.' I 2 . a6 °% I $ 8 , 227 . 40
8 , 227 . 40
Dec % 9 , 119 . 1 a
3 . 17
*Actual amount credited will be earnings credit rate applied to
average ledge.: balance less float and reserves
E=IT C
SERVICE DESCRIPTIONS
AUTONTATED ZERO BALANCE ACCOUNTING SERVICE
This service has been developed to accommodate the Zero Balance Accounting or Peg Balance
Accounting needs of the City of Huntington Beach.
The Automated Zero Balance Accounting Service is a same-day transfer system for automatically
transferring funds between multiple Sanwa Bank non-interest bearing checking accounts
according to your specifications. The service consists of a Sanwa Bank concentration account
and any number of secondary Sanwa Bank tier accounts linked to the concentration,. At the-end
of each business day, tier account balances above specified -thresholds are transferred to the
concentration account. Tier account balances below specified thresholds are covered by transfers
from the concentration account. Thresholds can be established by the customer for zero dollars
or for any positive dollar amount.
A key feature of the Automated Zero Balance Accounting Service is that all transfers occur on
a same-dav basis. Also, float attached to funds in secondary accounts is assigned to the
concentration account. All transfers are automatically initiated by the computer.
14
SUREPAY DIRECT DEPOSIT SERVTCES
The SurePay Direct Deposit Service designed for The City of Huntington Beach will affect
immediate transfer of payroll funds to your employees' bank accounts.
..You or your designated agent or vendor will submit an electronic file of debit/credit entries, in
the required format of the National Automated Clearing House Association (NACHA). Sanwa
Bank California will then process the entries through our SurePay Service. Those items on
Sanwa Bank will be extracted and processed in our bookkeeping function. Entries addressed to
other banks will be forwarded to the Automated Clearing House for processing and presentation
to the various receiving financial institudons.
In accordance with Federal guidelines, file with credits to consumers must be delivered to the
bank two (2) days prior to the effective date.
Transactions which are not processed completely for technical reasons and transactions which
are not honored at the receiving financial institution will be debited or credited back to your
account. A descriptive advice of each such return will be forwarded.
15
SAN LINE EN7ER_NA MONAL LWFORNIATION MANAGENfE.NT SERVICE
Sanwa Bank California offers San Line International Information Management Service to assist
you in achieving top cash management performance. Through San Line International and your .
personal computer, you are provided with account information, market rate information and the
ability to initiate wire transfers.
Account Information
Information reported by Sanwa Bank California is either summary balance information, such as
closing balances, funds availability and transaction totals; or detail transaction information, such
as individual deposits credited or checks paid. Each day's information is- available for access
by 6:00 a.m. Pacific Time the following business day. Data will be stored for five banking
days, and can be retrieved at any time during that period.
If you choose, San Line International can also provide same day reporting of Lockbox, Incoming
Wire activity and Controlled Disbursement totals. The Lockbox Report ,,kU furnish deposit and
remittance information on your Lokbox with Sanwa Bank California. Incoming wires are
reported thirty minutes. after r-„ceipt by Sanwa Bank. Controlled Disbursement funding
requirements are available each business morning.
San Line International is a multi-bank, multi-currency system. The information on your reports
will be from Sanwa Bank California and from banks nationwide, as designated by you. As a .
user of. San Line International's multi-bank reporting network, you will have our assistance in
obtaining information from other financial institutions.
Market Rate Information
The City of Huntington Beach will be able to obtain information on selected Money Market and
Foreign Exchange rates. San Line International's Foreign Exchange Rate Report provides
current indications of spot and forward rates. The Money Market Rate Report reports on Money
Market investments of varying dollar amounts and maturity periods. These reports are updated
once a day early in the morning.
16
SAN LINE MONEY TRANSFER SERVICE
Money Transfer Service, a module of San Line International is a secure money transfer initiation
system. The City of Huntington Beach will be,able to initiate domestic and international wire
transfers, as well as initiate transfers from one Sanwa Bank California account to another.
With this service, you will have the choice of initiating repetitive or non-repetitive transfers for
the current day, or up to five days in the future. Current day transfers are entered during
banking hours subject to transfer deadlines. Future wires can be entered twenty-four hours a
day.
Security
San Line International provides several levels of security regardless of module requested.
Unique company numbers and passwords restrict access to authorized individuals..
Security features incorporated into Money Transfer offer additional protection. In addition to
the security features described above, there are additional password levels. You will be able to
authorize one person to enter a transfer and a second person to approve it or release it. You can
limit the access of authorized operators by service, function and dollar limit.
F.
17
IT D
ADDMONAL SERVICES
CORPORATE EMPLOYEE PROGRAM
The Huntington Beach Office of Sanwa Bank is pleased to offer a special package of banking
services to the employees of the City of Huntington Beach. This offer includes:
'I. No monthly service charges for the first year on a personal, non-interest bearing-,
checking account at our Huntington Beach Office.
2. .No charge on your first order of 200 wallet -style checks.
3. A Sanwa Bank ATM card.
4. A Stand-By Money line of Credit to give your personal checking account a cushion
of extra cash. As with any credit service, an application and approval are necessary.
5. Interest rate reduced by 1/2% on a consumer loan for a new car, home improvement,
school tuition, a dream vacation or any personal purpose when you sign up for the loan
payments to be automatically deducted from you checking account. Credit approval is
required.
6. No first-year membership fee on a Sanwa Bank credit card. Credit approval is
required.
7. A safe deposit box at no charge for the first year. This offer is for our small-size
box or equal value applied to a larger box, depending on availability.
Our Huntington Beach staff will be happy to provide more details on this special program.
19
NfERCHANT BA_ 'KCARD SERVICES
Sanwa Bank California is happy to provide Merchant Card Services to The City of Huntington
Beach, .as per .the following specifications.
Discount Rate
The Bank will assess a blended discount rate of 2.00% on VISA, MasterCard, and JCB deposits
that are authorized and electronic ticket captured (ETC). The discount fee will be assessed on
a monthly basis on net deposits.
The discount fee will be reviewed on April 1, 1994 (after one year), based on monthly volumes,
average draft size, and the interchange fee structure.
A charge of $0.25 per return/credit will also be assessed.
Funds Availabilitv and Processing
Funds will be electronically credited to your account on a next day basis when the system is cut-
off by 4:00 p.m., Pacific Time. Cut-offs after that time will result in credit being posted to
your account within 48 hours.
Chargebacks and cardholder disputes are generally debited from your depository account but
alternate arrangements can be made, as you require. Operations training will be provided to
your operations personnel at no extra charge regarding the handling of retrievals, disputes, and
chargebacks. For identification and accounting purposes, each of your business location utilizing
Merchant Bankcard Services will be assigned an individual merchant account number.
Requirements
To be eligible for Merchant Bankcard Services, The City of Huntington Beach, must maintain
a depository account with Sanwa Bank California through which transactions are processed.
Adherence to the Merchant Bankcard Participation Agreement, the Merchant Guide and all laws
of the State of California, as they may apply to Bankcard sales, is also required.
American Express and Discover Card
Sanwa Bank has the capability of handling American Express transactions electronically or
manually, via Express Pay Service. There are no extra set-up costs but to process American
Express transactions electronically, there will be a fee of $0.20 per transaction. American
Express must be contacted to set-up either Express Pay or electronic service. Funds will be
20
credited to your account within 48 hours after scheduled closing.
If you elect to use electronic ticket capture, Sanwa Bank can process Discover Card transactions.
Discover will credit your Sanwa account via the Automated Clearing House. Sanwa assesses
no charge for this service. Discover must be contacted to set-up this service. Funds will be
credited:to your account within 48 hours after scheduled closing.
Debit Card
Sanwa expects to have the ability to process debit card (ATM card) transactions by Third
Quarter 1993.
Systems Capabilities
The Bank has the capability to handle transactions through electronic terminals, ECR's and on
a CPU to CPU basis. Installation or reprogramming of electronic terminal will take only 3
5 business days. Exact installation time for a ECR or CPU will depend on the type of
hardware software and the systems required. We anticipate about ninety (90) days installation
time for this type of equipment.
Equipment Cost and Set-up Fees
o A $50.00 set-up fee per location will be assessed which includes the cost of
reprogramming of terminals.
o Imprinters (if required) are $25.00 each, plus tax.
o Electronic Terminals and Receipt Printers (see attached brochure):
Verifone Tranz 330 $350 _plus tax
Verifone 250 Receipt Printer S250 plus tax
Verifone Pin Pad 101* $130 plus tax
PC Program $250 plus tax
o ' Terminals and printers have a one (1) year warranty.
o The Tranz 330 will have the capability of processing debit cards transactions
through Sanwa Bank by Third Quarter, 1993.
o Training for electronic terminals is provided at no cost.
Changes in the discount rate and other related costs may be made by Sanwa Bank upon written
notice.
21
Additional questions about our Bankcard capabilities can be addressed as follows:
Vito A. Napoli
Vice President and Manager
Sanwa Bank California
1977 Saturn Street
Monterey Park, CA 91754
(213) 727-3551
22
Sanwa Bank Huntington Beach Office 6881 Warner Avenue
California Huntington Beach. Californ.a 92647
(714) 842.7741
May 8 , 1996
Pat Lovelace
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Dear Pat :
This letter is in follow up to our conversations regarding the
continuation of Sanwa Bank to provide the City of Huntington
Beach banking services for an additional one year period. This
extension is due to the recent retirement of Donald Watson, the
former City Treasurer and the transitional personnel issues of an
appointed interim Treasurer and the election of a permanent
Treasurer in November, 1996 .
Sanwa Bank will continue to provide the City banking services
under the same terms and conditions as outlined in our original
proposal dated March 1, 1993 . This extension will continue
through May 31, 1997 .
Enclosed is the Bank' s 1995 annual report . If you have any
specific issues please call .
Sincerely, -
Mary Ann ,-Jones
Vice President and Manager
CC : J. Bridges, Cash Management
APPROVED rTORM:j
GAIL HUTTON, City Attorney
By: Deputy City Attorney
l - 3Q - 1 )
a
• COURIER/CUSTON1ERJW.NK
COURIER AGREEMENT
Sanwa
Bank
California
This Courier Agreement("Agre+ernent")dated as of the 30Lh. .day of September. 1996 is a three pang agreement merle by and between
Unity Couriers ("Courier"), City Of Huntington Beach("Customer")and Sanwa Bank California("Bard:")and is =&c in reference to the
following facts.
I. For and in consideration of the payments described herein,and subject to the terms and conditions herein,Courier shall causc to be
transported seale&shipments of non-negotiable commercial paper and other non-negotiable documents, including,without limitation,Cash
Letter,Letters of Transmittal,Checks,Drafts,Notes,Money Orders,Traveler's Checks("Shipments") Shipments shall not include precious
metals,jewelry,an work,coins,currency,securities,tobacco,alcohol, stamps,or negotiable instruments or similar items of intrinsic value
Courier reserves the right to reject a Shipment without incurring any liability whatsoever to Customer,when such Shipment would be likely to
endanger or cause damage or delay to other shipments,equipment or personnel,or the transportation of such Shipment is prohibited by law.
II. From the time the Shipment is first in possession of Courier until it is delivered to its final destination, as such is determined by
Customer or Bank,Courier shall be fully responsible for the Shipment except as provided elsewhere in this Agreement. A Shipment by Bank to
Customer via Courier shall be deemed received by Customer at the time of Bank's delivery of such Shipment to Courier. A Shipment by
Customer to Bank via Courier shall be deemed received by Bank at the time of Bank's actual receipt of such Shipment from Courier.
M. Courier shall be paid by Bank pursuant to the attached Schedule or by separate letter as applicable.
N.. In the event of any loss or damage caused by Courier's failure to accomplish the delivery service anticipated hereunder,the
following shall apply.
A. In the event Courier loses,damages or destroys,a Shipment,or if a delivery of a Shipment is delayed, Customer must
notify Bank and Courier,in writing,of such delay,loss,damage or destruction. In the event the Shipment is damaged, such notice must be trade
as soon as reasonably practical,but no later than sixty(60)days from the date Shipment is delivered In the event of a delay or a failure to
deliver a Shipment,or in the event of destruction of a Shipment,such notice must be made within sixz.(60)days from the date Customer is first
made aware of such delay or failure to deliver. In any event,however,Customer must notify Bank and Courier, in writing,within six(6)months
from the original Shipment date of any such loss,damage or destruction.
B. Subject to paragraph IV.E,Courier shall reimburse Customer or Bank,as appropriate,any and all costs and expenses
actually sustained as a result of any loss of shipment due to negligence, or reconstruction of the Shipment plus costs and expenses acnually
incurred in connection with any procedures to limit the parties' exposure,including, for example,"stop payment"procedures.
C. Courier shall reimburse Customer or Bank,as appropriate,for any loss of interest actually sustained by the use of funds to
maintain any related cash balances during the period of reconstruction.
D. Courier shall reimburse Customer or Bank,as appropriate,the value of any document that can not be reconstructed.
Provided,however,that no reimbursement payment shall be made unless the requesting party has regularly maintained sufficient records to
enable it to determine the face amount of the documents)and to the extent reasonably possible, identify the origin of such documents.
E. Notwithstanding paragraph IV.B, C and D for purposes of determining Courier's maximum limit of Courier's liability
hereunder,damages shall be limited as per attached copy of Reconstruction Insurance. (Attached by Courier)
F. Notwithstanding the forgoing,Courier shall not be responsible for reimbursement, in any amount,guider
the following situations:
s
t
1. In the event the Shipment is grossly mispackaged or assembled improperly by the sending party, including
the incorrect name or address of the receiving destination,or if the Shipment is refused by the receiving parr . Courier's
acceptance of any Shipment does not create a presumption as to the adequacy of the packaging or assembly of the Shipment.
i
2. Courier's delay in making delivery,or from the destruction or loss or damage of the Shipment causal by (i)strikes, lock-
outs, labor disturbances,riots,or insurrection,civil commotion,or the acts of any person taking part in any such occurrence disorder,(ii)hostile
or warlike action in time of peace,(iii)acts of God, force majeure,fire,explosion or any other similar or dissimilar catastrophes, or(iv)laws
and regulation. Prior to claiming any such excuse for non-performance or delay in delivery,Courier shall give prompt written notice theraof to
the Customer and to the Bank.
APPI'QVID AS TO POR111
Git%L iIU'TT014, City Attorriei
1
,by: Deputy City Attorney
Ir the event of delay,loss,damage,de9tr't]ction or recmuVuction of etny Shiprncrit;Customer wti/or Flank"I I rul;y usyi.4t LuW
fate with Courier and Courier's uuumnce company in all ways related b rocovee'y of any-hero or dwrage and, to the extent rcasoru+biv,
avarice atl ieegal rights and use diligent effort'to reconstruct the documenp. Upon the payment of any loss ltereunck Couhcr or'its
am WmI abed bocv m entitled by rubrogation to all rights and remedies , if arty,of the parties with respxt to such loss or tlanu;p.
•Ibis Agreement shall continue fora term of me(1)year from the date first hereimaboyc written. Bank may tcrntir'.atc t?til
meal at sAy time without cause or for any mason Wmtsoevv with one(1)days prior written notice. At the CN of the tern), (1t s
winue on a monthrio-month basis under the mane to ou stud conditions contained hcmin.
Courier is an- ndel mdent contractor and not an agar,employac or other representativc of tither Customer or Bride, Neither
cam nor Bank shall supmvise,direct or conevl ice or its rmployees' perforrrtamee under this Agrxment.
L 'Ibis Agse menu shall be construed in accordance with and governed by the laws of the State of California,
This Agreement shall not be assigned,ua urc r+ed or shared by Cumomer with arty o0w person L= or corporauon un)csi
,ee prior written approval of Courier, Courier shall not assign this Agr* ment without the prior written torrent of Customer wid 11wU:
The parties hmto acknowledge that Courier rholl no+provide jervice on nationally wzcpuaJ hint]: holidgs_
If itbocomea mceswy for any of the parties hemp to employ attorneys to enforce the UXM3 of eras Agraesncm, :r� rutJitiat tv�:,
Sams awwded,the prevailing party shall be ent Uod to stover iu reasormble attorneys'fats end costs as stipulo;W by UW vier of I'u:,,
3g roladq to mtfor=ateat hereof"I take place tut the Counry of Las Angeles, State of califomia.
Courier wtarrattts that it is a licensed,bocded seed insured organization. Courier,upon execution hereof, shall proyidz Cu•sivwr
;ask with a CaetiIiicata orlwurance natniug the Sauk,and whmeve:r reasonably practical Customs, as additions: irtsurcvl(s). It is thr
tatioA of Customer and Bank that Courier will carry Workr='s Compensatiort Insurance and such certificate shall so referents
4*. Cumtly,Courier carries igsurattce in the amouat(s)indicated below and/or w ir4wzd oa the attachment herclo.
Cmae ral Liabiliry Al l•`-
Automobile Liability
Worker's Compensadoe
CargolRexottswetioa � ���
This Agreement eor=tutem the entire Agrwment betw=rlhe parties hereto xnd superxd= arty and all prior ugrcert ems, `vliciris•,
m,crW or impli4.regardin8 the subject matur hereof. No waiver of or changers in any of the tertt>.s hereof, subsequent to.the execution
f,slaim ad to have beau made by any mpxmmtativs of either pally,shall lave any force or effect unless in a writing signed by all panic' �..
dy authorized representative thereof,
`r
INwrmss WH8REOF, the parties hereto have eausead this Apo mont to be duly executed as of the;L4y turd year first ubo ,
a
)URIBR: CUSTOMER: BANK:
By. City Q(Hutttineton$z"h• By SwI%%a Manx
Ik its
Mayor
AUR.SHARIF1 A . Rodriguez
;ENERAL MANAGER AT T E S T A ,,
s5is ant 'dice Pre: : c;�•:
Customer $cryiCe
By :
Connie Brockway
City�-Clerk
SCHEDULE A
IMAGESUfTE
TERMS AND CONDITIONS
This Schedule A, ImageSuite Terms and Conditions ("Addendum") sets forth the terms of the ImageSuite Services offered by
Sanwa Bank California ("Bank"). This Addendum is incorporated into and made a part of the Cash Management Services Master
Agreement and any other addenda and riders, if any, by and between Bank and the Customer. In this Addendum, "you" and
"yours" refer to Customer and "we," "us," and "our" refer to Bank. To the extent that the provisions of this Addendum, are
inconsistent with the provisions of the Agreement, the provisions of this Addendum shall control.
With your request for the ImageSuite Service, using your personal computer ("PC") equipment, you will be able to access
images of.your checks either as presented to us for payment or after payment by us. With your first login to the Service, you
have agreed to abide by these terms and conditions, as amended from time to time. You also accept responsibility for all Service
requirements and limitations set forth in the Customer Guide and software "Help" facility, and your deposit account disclosures,
including, without limitation, the Information About Our Checking and Savings Plans, as amended from time to time, the
applicable fee schedules and any instructions or disclaimers displayed during access to the ImageSuite Service.
1. pescrintion of ImageSuite Services.
(a) Positive Pay. ImageSuite Positive Pay requires the subscribing account to also subscribe to full account reconcilement.
You are required to transmit issuance information to us on the same day you release the checks to the payees. The minimum
issuance information required is: account number, check serial number, issue date and check amount. We will match the Issue
Information to the paid checks. On any Banking Day (a day on which we are open for business in California) by 9:00 a.m., using
your PC; you may download an exceptions file listing checks presented for payment against your deposit account which do not
"match" the Issue Information reported to us. To assist you in identifying and authenticating items identified on your exceptions file
and any other items presented, using your PC, you may access the image (front and back) of any check listed in the exceptions file.
On-line you may instruct us to pay, to return or to issue any and all items listed in the exceptions file.
(b) Remote Inquiry. With ImageSuite Remote Inquiry, using your PC, modem and required software, you may access images of
paid checks (front and back) from our image archive.
(c) CD-ROM. With ImageSuite CD-ROM, at such intervals as we agree, we will provide you with a CD with images of your
paid checks.
2. Software License: Login Identification. We hereby grant you, subject to the terms and conditions of this Addendum, a non-
transferable and non-exclusive sublicense to a copy of the ImageSuite software and related documentation ("Software") for use on
computer -or computers at the locations) listed on the Services/Account Worksheet subject to the terms and conditions in this
document. We assign a Server Login Identification ("Login ID")to you. This uniquely identifies you and authorizes you access to us.
Transfer of the Software to another computer is permitted and must be controlled by you. We are not responsible for any services
performed due to an unauthorized transmission from an unauthorized copy of the Software.
3. Security. We will assign you a Supervisor's UserlD and Supervisor's Password. The Supervisor's UserlD and Password allow
you to use the ImageSuite Software to access either our site or the CD provided you. With the Supervisor's- ID you can create
operator IDs and passwords. You accept full responsibility for keeping all ID's and Passwords secure from unauthorized personnel.
We are not liable if these IDs and Passwords are used by unauthorized persons. You agree that the security procedure outlined here
is a reasonable Security Procedure for you and is reasonable to authenticate, amend, or request cancellation of any transaction
made via the Software. You agree to be bound by and, if appropriate, to reimburse us, for any transactions made via your Login ID,
Supervisor's UserlD and Supervisor's Password, even if the transaction is not actually authorized by you. We will provide you with
assistance reasonably required including, but not limited to, changing any Password.
Important Note: Data-transmissions between us are not encrypted. You accept responsibility for any breach or interference with
the date transmission.
4. Eauinment Selo. You shall provide equipment and hardware, including, without limitation, PCs, modems, phone lines,
hardware, software and any attachments necessary to perform the requested Service(s) ("Equipment"). The Equipment is
described in the Customer Guide, as amended from time to time. You assume full responsibility for proper installation and setup
of all equipment needed at your identified site to access the Service. We are not responsible for the installation or setup of PCs,
modems, phone lines or communicatio&ftware or for assuring its continued perforrTdnce with regard to the Service. We do
not guarantee access to the Service from all PCs, modems or communication software packages. You shall maintain the
Equipment in good working order, You accept full responsibility for the security and confidentiality of all matters related to the
Equipment.
5. Installation. You are responsible for installing the Software and, if applicable, perform the initial connection to our Site. We will
provide phone support for your installation.
6. Training. You will be responsible for training your employees on the Equipment used for the Service(s).
7. System Access. If you have either the Positive Pay or Remote Inquiry services, your installed Software will enable you to
access the Bank Site by the phone number which is provided to you in the Customer Guide. If you are unable to access us contact
our Customer Service Group, at 1-800-400-2781, between the hours of 8:00 a.m. and 5:00 p.m. Pacific Time.
S. Software Backup. You accept full responsibility to maintain backup procedures for creating regular copies of the Software and
database resident on your Equipment from which you can restore your system.
9. Services/Accounts. All. Services and Accounts must be set up by us prior to your access to the Software. A'
Services/Accounts Worksheet will list the instructions given by you as to the accounts and services that will be set up on
ImageSuite services. We will arrange access to your deposit accounts on the database within the (10) business days of receiving
the signed Agreements. For any changes, adds or deletions of services or accounts, you must submit the request in writing at least
ten (10) business days prior to the effective date of the change. We reserve the right to collect any accrued charges from you.
Any changes that are not received with ten (10) business days notice, will be acted upon within a reasonable period of time not to _
exceed ten (10) business days. You will be responsible for any accrued charges during that time. If you fail to notify us of any
changes, adds or deletions, we have the right to collect any accrued fees for the services rendered. All written communication
regarding these changes shall be sent to: .
Sanwa Bank California
Corporate Services OA3-1
1977 Saturn Street
Monterey Park, CA 91755
10. Software Updates. Periodically we will provide you with Software updates. You are responsible for installing or connecting any
updates in a timely manner.
11. Notifications to You. All notifications and correspondence regarding the Service will be sent to the contact listed and addressed
as indicated on the Cash Management Services Master Agreement.
12. limitation of Liability. You agree to indemnify and hold us harmless from any claims, losses, causes of action or damages
based on our receipt of, and action upon, inaccuracies in information or transactions transmitted using the Software. You shall be
fully responsible for any and all transactions under your assigned IDs and Passwords. You agree that our liability is limited to our
gross negligence or willful misconduct and damages shall not exceed our fees and charges in connection with the Service for the
month in which the damages were incurred. We will not be liable for any general or consequential damages. We will not be liable
for any damage, loss, liability, or delay caused by equipment malfunctioning, acts of God, or any cause which is reasonably
avoidable or beyond our reasonable control. You agree to indemnify, defend and hold us, our agents, officers, and employees
harmless from and against any and all damage, loss, or liability of any kind, including and without limitation, reasonable attomeys
fees, including fees allocable to our in-house counsel, and court costs which result, directly or indirectly in whole or in part, from
any actions on your part or on the part of any of your agents or employees.
13. Confidentiality/Warranties. You acknowledge and agree that the Software is our valuable and confidential property and agrees
not to encumber, transfer, distribute, copy, reverse compile, modify or alter the Software and shall use reasonable efforts to confine
knowledge and access to the Software to your employees who require knowledge and access in the ordinary course and scope of
their employment. We do not warrant that the Software will meet your specific requirements. We specifically disclaim any
warranties of merchantability or fitness for use or fitness for a particular purpose with respect to the Software. We warrant the
Software will perform as stated in these terms and conditions and the Customer Guide for a period of 90 days from installation and
will replace the Software at no charge to the Customer for "bugs" or defects in the Software reported within the 90 days.
14. Service Satisfaction. If you are not satisfied with.the Service within the first thirty days of sign up, you may request
termination of the service in writing and all fees incurred for the first month will be refunded.
15. If you have the Positive Pay Service:
DANUM 16-96)
a. You.shall supply us with the Issue Information, in the.manner set forth in Customer Guide by 3:30 p.m. Pacific Time on
each Banking Day.
b. On each Banking Day by Noon Pacific Time, you shall review the exceptions list as made available to you by PC and inform
us in the manner described in the Customer Guide, of any checkls) which are to be returned unpaid.
c. You will add to your Issue Information all checks which we identify as not "matching" your Issue Information which you do
not specifically instruct us to reject, even if such failure is by reason of your failure to advised us on any exception list.
d. If you fail to advise us regarding the payment or rejection of any or all items listed on our exception list in the by 12:00
noon, for any,reason; including, without, limitation, your . equipment failure, your being closed for business, your employee
unavailability, your;failure to report shall be conclusively presumed to be your instructions to process all items listed on that Banking
Day's exception'list in accordance with the Default Payment Instruction on the Services/Account Worksheet.
e. We are entitled to rely on the accuracy of all information entered by you to either pay or reject checks presented.
f. You request and acknowledge that all items which we are instructed to return shall be returned marked "Refer to Maker"
and you must deal with all inquiries regarding such items. You further acknowledge that you may have liability for any item to any
party who is a holder in due course under the Calif omia Commercial Code and that we may be a holder in due course.
i •
CHECK IMAGESUITE
Sanwa Bank has recently introduced a new product group called ImageSuite. This suite of
products includes our Positive Pay, Remote Inquiry and CD-ROM Services. This is an exciting
group of products because it provides our customers with the ability to view and print images of
their paid checks.
Having the ability to print images of your paid checks whenever the need arises,,Arill allow you have
your canceled checks truncated which eliminates the need to store canceled checks, reduces
security procedures associated with having canceled checks and gives you timely access to
canceled check copies.
POSITIVE PAY
Sanwa's Positive Pay Service enhances your ability to detect and return fraudulent checks that are
presented for payment against your accounts at Sanwa Bank. The Positive Pay Service matches
your "checks paid" information against your "checks issued" information. The service is used in
conjunction with our Full Account Reconcilement Service.
THE DAILY PROCEDURE
At 8:00 a.m. each morning you download an exception item report via your PC and the ImageSuite
Windows-based software. This report lists any-check that was presented for payment the night
before, but for which there is no issue information on file or for which the information does not
match.
At 10:00 a.m. the same morning you can download the images of the front and back of all of the
exception items. These images are provided to aid in you in your "Pay/No Pay" decisions. When
you complete your review, the payment decisions are transferred to Sanwa Bank, and the checks
are processed accordingly.
Positive Pay with image retrieval is an invaluable tool that allows you to closely track account
activity and detect fraudulent check activity as soon as possible.
REMOTE INQUIRY -
The Remote Inquiry Services allows you to access paid check images through an on-line hook-up
to Sanwa Bank. Sanwa will provide the Windows-based access/viewing software for on-line
access to paid check Images
Features:
• Each check will have the front and back image.
• Images can.be printed on you own printer.
• The system will search for check images by:
• Serial Number
• Account Number
• Amount APPROYrZ AS TO POPM:,
• Date Paid GAIL HUTTON, City Attorne
lf
y:. Aeputy_ City Attorney,
C7
Remote Inquiry used together with the CD-ROM service will allow you access to your check
images in-between CD deliveries.
CD-ROM of PAID CHECKS
Sanwa Bank California's CD-ROM media for paid checks will provide you with ability to access
paid check images via CD-ROM. All canceled checks are captured on CD and stored for you to
view when necessary.
FEATURES:
• Each check on the'CD will have a front and back image.
• Images can be printed on your own printer.
• The CD can be supplied to you on a daily, weekly, semi-monthly, monthly or quarterly basis. .
i
Each CD contains a comprehensive index that simplifies the management of the CD volumes the
retrieval of images from the CD.
{(k
r:
- t
k
I
i
1
ImageSuite
Image processing $ 0.02 check Remote Inquiry Software N/C
Positive Pay Software N/C CD-ROM Inquiry Software N/C
CD-ROM $ 20.00 CD Delivery COST delivery
ACCOUNT RECONCILEMENT SERVICES
Save Time and Money on the Accounting of Disbursements
Because your company writes a significant number of checks each month, reconciling your
accounts is most likely a complex task. Sanwa Bank's Account Reconcilement Services saves you
time and money by simplifying your bookkeeping procedures and increasing audit control of your
checking account. We also offer a Positive Pay Option which provides you daily access for
authenticating check payment. With our services, you can count on your reconcilement to be on
time and accurate.
We use a sophisticated leading-edge software program for account reconcilement. This advanced
technology gives us the capability and flexibility to meet your specific needs. Our reports are easy
to use, and we can accept or deliver data in all of the popular computer media in use today.
Benefits
• Provides a total picture of your accounts.
• Reduces your clerical workload and related costs.
• Enables you to balance your accounts faster and more easily.
• Improves audit control.
• Provides protection against unauthorized, altered and stopped checks.
• Minimizes errors.
Flexible Alternative Plans with Numerous Options
We designed our Account Reconcilement Services to be flexible and easily implemented
without adjustments to your accounting system. Sanwa offers full and partial
reconcilement plans with a variety of input, output and reporting options, which allows us
to best meet your particular requirements.
Full Reconcilement
With this complete reconcilement plan, your company supplies us with data on the checks
you have issued. At the end of each accounting period, we provide you with reports on the
status of all the checks you have issued, including paid, outstanding, exceptions, stopped,
voided or canceled items. The previous month's outstanding checks are carried for-ward
and the dollar amounts are balanced for each period.
Partial Reconcilement
With this plan, your company need not provide .us with input or issue data. Each
accounting period, we send you a complete listing of all checks paid, showing the check
number and dollar amount in numerical order.
Options That Customize Your Plan
The following options are available with both partial and full reconcilement plans:
• Paid check reports available via magnetic tape, microfiche or hard copy.
• Reports sequenced by check number, issue date (full reconcilement only) or paid
date. Available in variable subtotal, total and grand total schemes.
Custom calendar cutoff dates and "as-of'or"from-to"cutoff dates available.
• Subaccount tracking.
• Cumulative stop reports.
• Special reconcilement requests at any time during the accounting period.
• Numeric check sort.
We also offer the following options for full reconcilement only:
• Paid only reports.
• Outstanding reports.
Stale dating.
• Maximum dollar control.
• Miscellaneous data fields, such as customer identification number, department
name, and others.
Deposit Reconcilement Services
If your company has multiple locations depositing into a single account, Sanwa's Deposit
Reconcilement Services can segregate your deposits by location and list non-reporting
locations. Through special serial number groupings, daily reporting and comprehensive
monthly reports, this service facilitates auditing and enhances your control over local
depository activity, while retaining the convenience and economy of a single depository
account.
Positive Pay Service
Our Positive Pay Service compares your checks issued to checks paid. You receive a daily
list of non-matching checks paid, and instruct us to pay or return the checks on the list.
This ensures that we pay only legitimate company checks.
Account Reconcilement
Full Reconcilement- Monthly Output Fees (continued)
Base Charge $ 95.00 month Magnetic Tape $ 15.00 tape
Check Reconcilement $ 0.05 item Item Output $ 0.03 item
Input Fees Transmission $ 10.00 transmission
Diskette $ 0.05 issue Item Output $ 0.015 item
Magnetic Tape $ 0.05 issue Miscellaneous
Data Transmission $ 10.00 transmission Per Check Sequencing $ 0.03 check
Issue input $ 0.03 issue Microfiche $ 3.50 recon
Paper Input $ 0.35 issue Extra Reports $ 10.00 report
Unacceptable input $ 15.00 file Snapshot/Special Reconcilement $ 50.00 recon
Void/Cancel Paper Input $ 0.35 void/cancel Photocopy . $ 2.00 copy
Void/Cancel Tape Input $ 0.03 void/cancel Custom Processing $ 20.00 processing
.Partial Reconcilement- Monthly Output in five business days (Full only) $ 100.00 processing
Base Charge $ 55.00 month Research
Check Reconcilement $ 0.05 item Hourly Rate $ 20.00 hour
Deposit Reconcilement- Monthly Per Item $ 1.00 item
Base Charge $ 55.00 month Delivery US Mail COST delivery
_ Deposits Posted $ 0.10 deposit Delivery-Other COST delivery
Output Fees Positive Pay
Diskette $ 10.00 diskette Image See ImageSuite
Item Output $ 0.03 item Fax Service $ 75.00 month
Issue Transmission (daily) $ 190.00 month
POSITIVE PAY available with full Account Reconcilement
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IrVine, CA 92612 COMPANIES AFFORDING COVERAGE
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