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HomeMy WebLinkAboutVavrinek, Trine, Day & Co., LLP - 2016-09-28 Vavrinek, Trine, Day& Co., LLPUr,r.4.1 1 ' Certified Public Accountants September 27, 2016 Lori Ann Farrell City of Huntington Beach 2000 Main Street Huntington Beach,CA 92648 Dear Ms. Farrell: This engagement letter is for non-audit services with the City of Huntington Beach(the"City"). The standards to which Vavrinek Trine Day & Co., LLP ("VTD") will conform are intended to maintain objectivity and independence for both audit work and for non-audit work with government clients. The standard for non-audit services for government audit clients is based on two overarching principles: ■ Auditors(V ID) should not perform management functions or make management decisions; and ■ Auditors (VTD) should not audit their own work or provide non-audit services in situations where the amounts or services involved are significant/material to the subject matter of the audit. OBJECTIVE OF ENGAGEMENT The Firm of Vavrinek Trine Day & Co., LLP is available to assist you in providing non-attest consulting as outlined in Exhibit A over the 4`I' of July Celebration Fund, SCOPE OF SERVICES Specific services are detailed in Exhibit A. Any additional services requested, other than routine advice and training within the scope outlined in Exhibit A, will require an amendment of this agreement. CLIENT RESPONSIBILITIES The work will be non-audit services as defined by Governmental Auditing Standards issued by the Comptroller General of the United States. Our work will not constitute an audit or review of transactions and should not be relied upon as such. The City is responsible for the appropriate recording and reporting of financial transactions and management decisions. Accordingly, all work will be conducted at your direction, the direction of the Finance Director, to ensure that the work meets the City's objectives. Governmental Auditing Standards require that the City be responsible for the substantive outcomes of VTD work and be in a position in fact and appearance to make an informed judgment on the results of the non-audit services and that the City of Huntington Beach will: • Designate a knowledgeable management level individual to be responsible and accountable for overseeing the non-audit services, • Establish and monitor the performance of the non-audit services to ensure that it meets management's objectives, • Make any decisions that involve management functions related to the non-audit services and accept full responsibility for such decisions, • Evaluate the adequacy of the services performed and any findings that result. 2151 River Plaza Drive,Suite 308 Sacramento,CA 95833 Tel:916.570.1880 Fax 916.570.1875 www.vtdapa.com FRESNO • LAGUNA HILLS PALO ALTO • PLEASANTON • RANCHO CUCAMONGA • RIVERSIDE • SACRAMENTO City of Huntington Beach 2016 Engagement Letter Non-Audit Services September 27,2016 Page 2 of 2 FEES Fees will not exceed $10,000 for the scope of work detailed in Exhibit A. VTD will abide by an amount not to exceed figure as noted by a purchase order or services agreement. Any services agreed to between the City and VTD that fall outside the scope of Exhibit A will be billed in accordance with the rates prescribed below. Invoices will be submitted monthly and due upon receipt. VTD Staff Hourly Rate Partner $195 Manager $165 Accounting Supervisor $145 Senior Accountant $110 Staff Accountant $85 STAFFING Vavrinek, Trine, Day & Co., LLP has owners that are not licensed as certified public accountants as permitted under Section 5079 of the California Business and Professions Code. It is not anticipated that any of the non- licensee owners will be performing audit services for the agency. TERMINATION,INDEPENDENT CONTRACTOR AND INSURANCE The engagement may be terminated by either party without cause. We are an independent contractor as defined by Federal and State taxing authorities. We maintain current worker compensation and liability insurance policies. If this letter correctly sets forth your understanding of the terms and objectives of the engagement, please so indicate by signing in the space provided below. Sincerely, Joseph Aguilar,Partner Of Vavrinek, Trine, Day &Co.,LLP JMA: cge 160582 RESPONSE: This letter co rr y s s forth the understanding of the City of Huntington Beach. By: r Title: Date: 4� t- i EXHIBIT A DETAILED SCOPE OF WORK 4TH OF DULY CELEBRATION FUND Cash l Candling Procedures&Accounting Practices • Analyze Fund 204 (4"' of July Celebration Fund—currently a Special Revenue Fund)for the last 12 month period to include calendar year 2016 Fourth of July. • From this analysis,the City requests: o Identify sources of revenue and amounts and provide a short,two to three sentence description of each type, including but not limited to: ■ Ticket sales(bleacher sales for parade/pancake breakfast, fireworks seating on the pier) ■ Parade entry fees ■ In kind/cash donations ■ Sponsorships • Gala/sponsor recognition event (including silent/live auction at event) • Program advertisements ■ Merchandise sates ■ Run/fitness expo ■ Pier plaza festival (vendor booths,merchandise sales) • On-line sales ■ DVD sales o A detailed reporting of how each of the above mentioned revenue types is reported in the City's General Ledger: Specifically, in regard to General Ledger entry,the City wishes to know: • What, if any, internal controls are in place over General Ledger recording and if • Identified internal controls are effective to ensure timely and accurate recording of the identified revenue sources • Obtain an understanding of cash handling procedures for each payment type including but not limited to: o Pay-Pal purchases ■ Consultant to inspect City procedure over reconciliation of items sold on-line to actual merchandise purchased and provide recommendation(s)where applicable o Pier Plaza Merchandise sales (3-day event) ■ Consultant to inspect City procedures over: • Payment types accepted • Collection of cash, receipting for purchases, reconciliations • Securitization of cash (and other assets)during the event • How and when funds are delivered to the City o Gain an understanding of the reconciliation process of total merchandise sales at all locations (Pier Plaza, Albertson's,Von's, etc.)versus total merchandise inventory and comment o Gala/sponsor recognition event o Pancake breakfast at Lake Park 0 4`h of July Run &Fitness Expo o Celebration and fireworks show at the pier o Parade o Executive board meetings/events • Vendor fees/deposits, specifically; • When are the fees/deposits received • How are the event fees/deposits tracked ■ Obtain an understanding of procedures of how fees/deposit amounts are calculated ■ How event fees/deposits are recorded • Cash • Checks • Credit Cards • Inspect deposit refund/retention procedures EXHIBIT A • Inspect deposit procedures for cash collection and handling and provide report of findings and recommendations where applicable. • Inspect sponsorship fee schedule and sponsorship receipts and report findings. Comment on effectiveness of tiered levels of sponsorships and how these are offered to potential sponsors or donors. • Inspect procedures over shipped merchandise to on-line buyers, including who is responsible for merchandise payments/shipping and report findings. • Inspect procedures over payment for shipped merchandise and report findings. • Inspect in-kind donations, specifically: o Identify sources of in-kind donations and provide a short,two to three sentence description of each type, including but not limited to:- Gala/sponsor recognition event at Hilton o A brief reporting of: • How in-kind donations are approved • How in-kind donations are requested and how each donor is acknowledged • How in-kind donations are valued • How in-kind donations are accounted for • Obtain an understanding of current fundraising practices. • From this analysis,the City requests: o A report on how potential donors are identified o How potential donors are contacted and by wham o A report on the assigned duties of the 4"' of July Board as they relate to fundraising • Inspect City prepared financial analysis of 4t" of July Celebration Fund. • From this analysis,the City requests: o Comments on a high level understanding of a City prepared analysis of revenues and expenditures in Fund 204 o Inquiries on material variances from year to year(materiality to be determined and documented through discussion with City staff) ACORO® CERTIFICATE OF LIABILITY INSURANCE DATE(611A/DD/YYYY) � 05/13/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies)must be endorsed, If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies tnay require an endorsement. A statement on this certificate does not confer rights to the certificate holder In lieu of such endorsement(s). PRODUCER (847)385-6800 (847) 385-6801 NOWT Integr0 USA Inc. PO Integro USA Inc. (AIG No,.Eau;_(847)385-6800 (AA/c.no):(847)385-6801 _ 111 West Campbell Street ADDRESS:david.koenen inte ro rou .com 4th Floor INSURERS)AFFORDING COVERAGE NAIC N Arlington-Heights,.IL 60005 _ INSURERA:Federal Insurance Co npan 20281 INSURED (909)466-4410 (909)466-4431 INSURERS: Vavrinek, Trine, Day& Co., LLP INSURERC:__ 10681 Foothill Blvd., Suite 300 INSURER O Rancho Cucamonga, CA 91730 INSURERE: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ADDLSUBR IL TR TYPE OF INSURANCE POLICY NUMBER MWDOmYY MMIDDYIYYYY LIMITS LTR GENERAL LIABILITY ✓ ✓ EACH OCCURRENCE $ 1,000 000 A DALIAGE TO RENTED _�_ COMMERCULL GENERAL LIABILITY PRER9S S Ea occurrence $1 000,0 CLAIMS•htADE 0 OCCUR ME0 EXP(Anyone person) $1 0 000 _ 3602-9324 05/13/2016 05/13/2017 PERSONAL s ADV INJURY $ 1,000,000 GENERAL AGGREGATE $2 000 000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPIOP AGG s Included POLICY PRO LOC $ AUTOMOBILE LIABILITY / COMBINED SINGLE LIMIT V Ea accident 1,000,000 ANY AUTO BODILY INJURY(Per person) $ OWNEDALL AUTOS A AUTO SCHEDULED 7359-3893 05113/2016 05/13/2017 BODILY INJURY(Per accident) $ / NON-OWNED PROPERTY DAMAGE $ V HIRED AUTOS _V AUTOS Poreccide ✓ UMBRELLA LIAR OCCUR EACH OCCURRENCE $ 10,000,000 05113/2016 05/13/2017 - A EXCESS LIAB CLAIMS-1.1ADE 7988-7380 AGGREGATE $ 10,000,000 OED RETENTION$ _ $ WORKERS COMPENSATION WC STATU- OTH. Llf AND EMPLOYERS'LIABILITY YIN TOR JTER ANY PROPRIETORIPARTNERIEXECUTIVE� NIA E.L.EACH ACCIDENT $ OFFICERIMEMBER EXCLUDED? (Mandatory In NH) E.L.DISEASE-EA EMPLOYE $ If Yes,describe under DESCRIPTION OF OPERATIONS be!oN E L.DISEASE-POLICY LIMIT S DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101,Additional Remarks Schedule,If more apace Is required) RE: Auditing Services and Operations of the Named Insured as provided by these specific policies of insurance only, as per written contract with the Named Insured. APPROVED AS TO PORN? CERTIFICATE HOLDER L -_CANCELLATION City of Hunt—ing-Fon Beach Michael Gatos,CI y AttcrfltiV 2000 Main Street SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Huntington Beach, CA 92648 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN g ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ©1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25(2010105) The ACORD name and logo are registered marks of ACORD DATE(MMIDDIYYYY) CERTIFICATE OF LIABILITY INSURANCE 5/13/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy,certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER NC0AMV T Mary Strohman Kessler Alair Insurance Services, Inc PHONE (909)931-1500 FAXNot 1909)932-2133 License # CIA 91387 DARE :metrohman@kessleralair.com 12487 N. Mainstreet, Ste. 240 INSURERS AFFORDING COVERAGE NAIC# Rancho Cucamonga CA 91739 INSURERA:Everest Indemnity Ins Co 10851 INSURED INSURER B Vavrinek, Trine, Day & Co. , LLP INSURER C: 10681 Foothill Blvd., #300 INSURERD: INSURER E: Rancho Cucamonga CA 91730-3271 INSURERF: COVERAGES CERTIFICATE NUMBER:16-17 WC NO WOS REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIDNS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR TYPE OF INSURANCE D POLICY NUMBER MM10�Y EFF POLICY EXP LIMITS GENERAL LIABILITY EACH OCCURRENCE $ DAMAGE TO ENTED COMMERCIAL PREMISES GENERAL LIABILITY REM 1SES(Ea occurrence $ CLAIMS-MADE F—IOCCUR ME EXP(Any one person) $ PERSONAL&ADV INJURY $ /��y FORM GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: APPRO V`,X AS T' rO` M PRODUCTS.COMP/OP AGG $ POLICY PRO LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT �i Ea accident ANY AUTO u 4 ! BODILY INJURY(Per person) S ALL OWN AUTOS ED SCHEDULED AUTOS BODILY INJURY(Per accident) S �Y) HIREDAUTOS AUTOS Michael at@B, Ity tOrlley pmaccidenl DAMAGE $ $ UMBRELLA LAB FTOCCUR EACH OCCURRENCE $ EXCESS LIAR CLA0.1S-t.1ADE AGGREGATE $ RED RETENTIONS $ A WORKERS COMPENSATION X WC STATU- I IOTH- ANDEMPLOYERS'LIABILITY YIN fly LIMITS I IER ANY PROPRIETORfPARTNERIEXECUTIVE E.L EACH ACCIDENT $ 11000,000 OFFICERMIEhIBER EXCLUOEU7 N/A (Mandatory Rn NH) CA10003013161 5/13/2016 5/13/2017 E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If yes,descr,be under DESCRIPTION OF OPERATIONS belay I E1,DISEASE-POLICY LIMIT S 11000,000 DESCRIPTION OF OPERATIONS I LOCATIONS f VEHICLES (Attach ACORD 101,Addltlonel Remarks Schedule,If more space Is required) Certificate holder only. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Huntington Beach ACCORDANCE WITH THE POLICY PROVISIONS. 2000 Main Street AUTHORI2EDREPRESENTATIVE Huntington Beach, CA 92648 Mary Strohman/MARY C-- ACORD 25(2010/05) ©1988-2010 ACORD CORPORATION, All rights reserved, IN3026mmnnSim Tha Ar e'I!Dn n2rna 2nrf Innn ora ranletararf marlrc of A(%e'iP 1 ADDITIONAL COVERAGES Ref# Description Coverage Code Form No. Edition Date Waiver of Subrogation WVSUB Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium $1,305.00 Ref# Description Coverage Code Form No. Edition Date Expense constant TEXCNT Limit 1 Limit 2 lt�:: Deductible Amount Deductible Type Premium $220.00 Ref# Description Coverage Code Form No. Edition Date Schedule Credit Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium $10,620.00 Ref# Description Coverage Code Form No. Edition Date Premium discount PDIS Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium -$6,152.00 Ref# Description Coverage Code Form No. Edition Date Expense Mod Factor 1 EXN01 Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium 133% $21,958,00 Ref# Description Coverage Code Form No. Edition Date Assessment Fund ASMNT Limit 1 T mit 2 Limit 3 Deductible Amount Deductible Type Premium $8,241.00 Ref# Description Coverage Code Form No. Edition Date Terrorism Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium $4.170.00 Ref# Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref# Description Coverage Code Form No. Edition Date Limit 1 Limit 2 Limit 3 Deductible Amount Deductible Type Premium Ref# Description Coverage Code Form No. Edition Date Limit 1 L imit 2 TLimit 3 Deductible Amount Deductible Type Premium Ref# Description Coverage Code Form No. Edition Date Limit 1 L imit 2 Limit 3 Deductible Amount Deductible Type Premium CFADTLCV Copyright 2001,AMS Services,Inc. LEMME] teg>ro I I 1 ,f. ;1.. Crif11f'iwH .,I;...r: r�r: I fool, VERIFICATION OF INSURANCE ISSUED TO: City of Huntington Beach Mr. Slobjan 2000 Main Street Huntington Beach, CA 92648 We, the undersigned Insurance Brokers, hereby verify that Lexington Insurance Company, Aspen Specialty Insurance Company, and ProSight—Syndicate 1110 at Lloyd's has issued the following described Professional Liability insurance,which is In force as of the date thereof- PROFESSIONAL LIABILITY iNSURANCE NAME OF INSURED: Vavrinek, Trine, Day & Co., LLP and others as more fully described in the Policy. POLICY NUMBER: 03-582-40-40/LXA9ALH16/PL2016APL90050 PERIOD OF INSURANCE: January 1, 2016 to January 1, 2017 12:01 a.m. both days SUM INSURED: $12,500,000/ Each claim / In the aggregate Including $15,000,000 costs, charges and expenses i I SUBJECT TO ALL TERMS, CONDITIONS AND LIMITATIONS OF THE POLICY This document is furnished to you as a matter of information only and is not insurance coverage. Only the formal policy and applicable endorsements offer a comprehensive review of the coverage in place. The issuance of this document does not make the person or organization to whom it is issued an additional Insured, nor does It modify in any manner the contract of insurance between the Insured and the Insurer. Any amendment,change or extension of such contract can only be effected by specific endorsement attached thereto. Should the above described Policy be cancelled before the expiration date thereof, notice will be delivered In accordance with the policy provisions. Issued at Chicago, Illinois Lemme, a division of Integro USA Inc. Date: February 19, 2016 Per: David Koenen Managing Principal CA DOI Lic#OC42466 Dept.ID AD-16-025 Pagel of 2 Meeting Date:9/6/2016 F, CITY OF HUNTINGTON BEACH REQUEST FOR. CITY COUNCIL ACTION MEETING DATE: 9/6/2016 SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Fred A. Wilson, City Manager PREPARED BY: Antonia Graham, Assistant to the City Manager SUBJECT: Fourth of July Celebration — Review of Financial and Operational Procedures Statement of Issue.- At the August 15, 2016 City Council Meeting, Mayor Katapodis and Council Member Michael Posey requested that the City Manager initiate a review of the separate Fourth of July Celebration Fund. City Council requested that the City Manager develop a Scope of Work.for this review and bring it back to City Council for discussion. Financial Impact: The FY 2015/16 Adopted General Fund Budget currently contains funding for professional services contracts, including auditing and consulting services for the City's funds and accounts. The estimated cost of the engagement is $10,000. This cost can be absorbed within the accounts overseen by the Finance Department. No additional appropriations are requested. Recommended Action: Approve the Scope of Work for the Financial and Operational Procedures review for the Fourth of July Celebration Fund. Alternative Action(s): Do not approve and direct staff how to proceed. Analysis: The annual Fourth of July Celebration and Parade is one of the City's premier events, drawing crowds from all over Southern California and beyond. The Celebration which includes the parade, fireworks, 5k run, and other notable entertainment is nationally recognized and has earned the title of "Largest Fourth of July Parade west of the Mississippi." The parade is also now televised by KABC regionally and it is estimated that 500,000 people attend the Parade and celebration events each year. The Fourth of July Parade and Celebration is managed by the Fourth of July Executive Board, which is established through the Huntington Beach Municipal Code (Chapter 2.106) to be an advisory body to the City Council. As established, the Board shall work with Staff and volunteers to assist in coordinating the Fourth of July Parade and Celebration and the group has largely taken on the fundraising, coordination, and presentation of the annual celebration since 1979. The Board works in coordination with the Community Services Department of the City, and specifically the Special Events Coordinator, who is the Staff Liaison to the Board. Dept. ID AD-16-025 Page 2 of 2 Meeting Date:9/6)2016 As proposed through the initial request and directed by the City Council, the intent of the proposed Scope of Work is to maintain transparent operations of all City and donated funds and ensure compliance with HBMC Section 2.106.060. That section of the municipal code, related to the Fourth of July Executive Board, states "All funds generated by the board will be deposited with the City. All expenses will be paid by the City for the Fourth of July parade and celebration subject to City purchasing and contracting policies and procedures." Accordingly, the proposed Scope of Work for this review would entail the following: • Cash Handling Procedures & Accounting practices • Identify all sources of revenue (including ticket sales, parade entry fees, donations, sponsorships, programs/merchandise sales, etc.) and how reported in the City's general ledger and cash handling/deposit procedures for each payment type. • Review of in-kind donations • Review process for handling vendor deposits • Review of the current fundraising process • Accounts Payable/Receivable Practices • Review P-card procedures and types of items purchased using P-card • Review of applicable RFP/Bidding processes for conformance with City policies • Review of accounts payables processes for purchases and reimbursements • Financial Analysis of Fourth of July Celebration (to be conducted by City staff) • Five year analysis of revenue sources used to fund event costs, by type • Five year analysis of event expenditures, by type (including both direct costs charged to the Fourth of July Fund and other direct costs supported by other means) • Review of apportionment methodology of the cost of City services for the event (public safety, marine safety, beach maintenance, public works, etc.) An outside firm in coordination with City staff would conduct the review and report the findings back to City Council in approximately 90 days. Environmental Status.- Not Applicable. Strategic Plan Goal Strengthen economic and financial sustainability. Enhance and maintain City service delivery. Enhance,and maintain public safety. Improve quality of life. Attachment(sl: None. �Ec�wu�o CITY OF HUNTINGTON BEACH Professional Service Approval Form SEP 19 2016 <«, Finance aex)artrnerjj PART Date: 9/13/2016 Project Manager Name: Sunny Han Requested by Name if different from Project Manager: Department: Finance PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: Review of Financial and Operational Procedures of Fourth of July Celebration 2) Estimated cost of the services being sought: $ 10,000 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b) — Other Interagency Agreement procedure will be utilized. ® MC 3.03.08— Contract Limits of$30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) ® Yes ❑ No Fiscal S6rvi s anager Signature (Purchasing Approval) Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year 15/16 10040101.69365 $10,000.00 $ $ $ $ $ $ $ (� Budget Approval Date e/ Department Head Sign ure(s) Date oar '�1231� Grief Financiai°Officer Signature Date l-- 2 ? A0 Assistafit-C—ity'Manager's Signature Date APPROVED �l I D ❑ 0') & it ity Manager's Signature Date professional service approval form- part i 2016.doc REV: February 2015 CITY OF HUNTINGTON BEACH RECEIVED Professional Service Approval Form SEP 19 2016 PART 11 Finance Department Date: 9/14/2016 Project Manager: Sunny Han Requested by Name if different from Project Manager: Department: Finance PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Vavrinek, Trine, Day 2) Contract Number: CHOOSE DEPARTMENT (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $10,000 Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year 15/16 10040101.69365 $ d, $ $ $ 4) Is this contract less than $50,000? ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over$100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ❑ Yes ® No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. Fiscal Servi'c s a er(Purchasing) Date fY Budget Ma ager Approval Signature bate 0>-L� v �12_3// Chief Financial Officer(or designee) Signature Date professional service approval form-part ii 2016.doc REV: February 2015 PROFESSIONAL SERVICES FISCAL YEAR 2015/16 NON-DEPARTMENTAL Department Description Amount Professional services including claims, litigation, auditing, recruitment services, appraisal, Non-Departmental economic analysis, legal, housing compliance and other consulting and professional services. $ 780,809 Date Vendor Amount Contract Value Notes FY 16/17 11/10/2015 Various Legal Services $ 30,000 Amount unknown, will put placeholder of$30K 12/10/2015 CFD Bond Counsel (BU 405) $ 30,000 $ 30,000 Business Unit 405 -NTE $30K Hyatt sale 2/24/2016 Enterprise Technology $ 15,000 $ 40,000 Amendment-split 2 BU's. new NTE is $100,000 3/24/2016 Curtis J. Cope $ 10,000 $ 25,000 expert witness services PD 4/12/2016 Jones Hall $ 12,500 $ 12,500 Legal Services for LED streetlight & iBank financing 4/1/2016 Kane Balmer $ 20,000 $ 49,000 Outside legal services to successor agency $ 29,000 5/2/2016 Management Partners $ 23,500 $ 23,500 C.S. review 5/25/2016 Hosp, Gilbert & Bergsten $ 15,000 $ 50,000 Kang Case Legal Services 6/2/2016 Kronos Upgrade $ 60,000 $ 60,520 Software upgrade for payroll reporting system 6/30/2016 Magellan Advisors $ 22,500 $ 22,500 Wireless/Broadband Startegic initiatives 7/1/2016 NBS Gov't Finance Group $ 10,000 $ 59,358 Amendment#1 7/8/2016 Civic Solutions $ 7,500 $ 7,500 Fire Prevention/Inspection Services evaluation 0 9/15/2016 VTD $ 10,000.00 $ 10,000.00 4th of July review of operational procedures Total Value $ 256,000 $ 29,000 Balance $ 524,809 Non-Departmental Department FY 2015/2016 Finance Report Fund:General Fund Object Adopted FY Revised FY Actual FY PO/Contract Balance FY pSA Part Account 2015/16 2015/16 2015/16 Amount 2015/16 2015 51100-Salaries-Permanent 1,338,916 1,338,916 3,294 1,335,622 53000-Salaries-Overtime 173,640 173.640 123 173,517 54000-Termination Pay Outs 3,500,000 3.500,000 694,895 2,805,105 55000-Benefits 1,434,003 298,483 28,260 0 270,223 51000-PERSONNEL SERVICES 6,446,559 5,311,039 726,572 0 4,584,467 61000-Utilities 5,481,615 5,381,615 4,472,624 732,135 176,856 63000-Equipment and Supplies 400,000 401,856 182,968 229,191 (10,304) 64520-Repairs and Maintenance 1,060,000 2,042,841 1,307,788 676,997 58,056 68500-Conferences and Training 7,000 0 (7,000) 69300-Professional Services 293,695 727,907 198,635 415,869 113,403 69450-Other Contract Services 995,000 1,195,000 19,767 415,849 759,384 70000-Rental Expense 140,000 140,000 121,972 13,028 5,000 72000-Claims Expense 500,000 500,000 343,359 0 156,641 73000-Insurance 0 0 74010-Contribution to Private Agency 1,030,000 1,030,000 789,433 303,119 (62,552) 75000-Payments to Other Governments 452,204 (452,204) 78000-Expense Allowances 715 (715) 79000-Other Expenses 1,797,320 1,797,320 1,029,060 227,347 540,913 60000-OPERATING EXPENSES 11,697,630 13,216,540 8,925,525 3,013,536 1,277,478 81000-Land Purchase 0 26,112 25,819 0 293 82000-Improvements 3,210,100 5,176,015 2,597,053 1,590,861 988,101 83000-Equipment 5,000,000 3,329,656 1,234,517 960,292 1,134,847 85000-Vehicles 0 2,788,725 1,999,834 800,266 (11,375) 86000-Capital-Software 0 3,054,846 784,265 129,830 2,140,751 80000-CAPITAL EXPENDITURES 8,210,100 14,375,354 6,641,487 3,481,250 4,252,617 88010-Debt Service Expenses 534,003 1,130,547 555,986 544,245 30,316 88200-Transfers to Other Funds 7,208.147 9,712,247 8,724,571 987,676 89250-Loans Made 0 0 88000-NON-OPERATING EXPENSES 7,742,150 10,842,794 9,280,556 544,245 1,017,992 50000-EXPENDITURES 34,096,439 43,745,726 25,574,141 7,039,031 11,132,555 Non-Departmental Department-10040101 FY 2015/2016 Finance Report Fund:General Fund Object Adopted FY Revised FY Actual FY PO/Contract Balance FY pSA Part I Account 2015/16 2015116 2015/16 Amount 2015/16 2015 51100-Salaries-Permanent 1,338,916 1,338,916 431 1,338,485 53000-Salaries-Overtime 173,640 173,640 173,640 54000-Termination Pay Outs 3,500,000 3,500,000 694,895 2,805,105 55000-Benefits 1,434,003 298,483 26,831 0 271,652 51000-PERSONNEL SERVICES 6,446,559 5,311,039 722,157 0 4,588,882 61000-Utilities 5,481,615 5,381,615 4,472,624 732,135 176,856 63000-Equipment and Supplies 400,000 401,856 182,968 229,191 (10,304) 64520-Repairs and Maintenance 1,060,000 2,042,841 1,307,788 676,997 58,056 68500-Conferences and Training 7,000 0 (7,000) 69300-Professional Services 293,695 499,969 171,725 230,568 97,675 (10,000) 69450-Other Contract Services 795,000 795,000 19,767 15,849 759,384 72000-Claims Expense 500,000 500,000 343,359 0 156,641 73000-Insurance 0 0 75000-Payments to Other Governments 452,204 (452,204) 78000-Expense Allowances 715 (715) 79000-Other Expenses 947,320 947,320 616,980 330,340 60000-OPERATING EXPENSES 9,477,630 10,568,601 7,575,131 1,884,741 1,108,729 83000-Equipment 5.00H00 717,778 2,612 82,272 632,894 86000-Capital-Software 0 112,000 0 112,000 0 80000-CAPITAL EXPENDITURES 5,000,000 829,778 2,612 194,272 632,894 88010-Debt Service Expenses 402,135 899,380 351,476 544,245 3,659 89250-Loans Made 0 0 88000-NON-OPERATING EXPENSES 402,135 899,380 351,476 544,245 3,659 50000-EXPENDITURES 21,326,324 17,608,797 8,651,375 2,623,258 6,334,164