RGS EXECUTIVE COMMITTEE AGENDA - rgsjpa.org · located below his home, the JPA may need to acquire office space for RGS in the near future. He stated that Mr. Lazof is heading up

Administrative Offices: P.O. Box 1350 · Carmel Valley, CA 93924 ph: 831/308-1508 fax: 831/308-1509 Human Resources: P.O. Box 1077 · Camarillo, CA 93011 ph: 650/587-7316 fax: 650/587-7317

RGS EXECUTIVE COMMITTEE AGENDA Agenda materials may be viewed on the Agency’s web site or by contacting the Executive Director prior to the meeting.

REGULAR MEETING Yountville Community Center, Board Room November 15, 2012 6516 Washington Street 1:00 p.m. Yountville, CA 94599 1. CALL TO ORDER 2. CHANGES TO THE ORDER OF AGENDA 3. APPROVAL OF CONSENT AGENDA

Consent agenda items are considered to be routine and will be enacted by one motion. There will be no separate discussion on these items unless members of the Executive Committee, staff or public request specific items to be removed for separate action. A. Approval of August 16th 2012 Minutes Action B. Approval of management services agreement with the City of Half Moon Bay C. Approval of management services agreement with the Cities of Livermore and Industry D. Approval of management services agreement with the City of Vallejo E. Approval to management services agreement with Lassen County F. Approval of management services agreement with Livermore Area Recreation and Park District

4. TREASURER’S REPORT

A. Review of Fiscal-Year-End Financial Reports through September 2012 Information B. Approval of Payments and Deposits made July 2012 through September 2012 Action C. Approval of Investments Report through October 2012 Action

5. OLD BUSINESS

Recess to Closed Session 1. UPDATE ON CONFERENCE WITH LEGAL COUNSEL – ANTICIPATED LITIGATION

Initiation of litigation pursuant to Government Code Section 54956.9(a): One potential case. Significant exposure to litigation pursuant to Government Code Section 54956.9(b): Three potential cases.

Reconvene Regular Meeting A. Report from Closed Session

6. NEW BUSINESS

A. Review Client Report Discussion B. Regularly Scheduled Meetings Calendar Discussion

7. EXECUTIVE DIRECTOR, FINANCE COMMITTTEE, MSA AND MEMBER REPORTS A. Executive Director: Updates on Defined Benefit Plan; JPA office; 4B & C to Consent Information B. Finance Committee: Auditor RFP for FY2013 audit; Admin cost allocation; FY2012 Prelim

financial results; Recommendation for additional insurance reserve contributions Information C. MSA: staff to develop proposed reserve policies for all three JPAs Information D. Members: Information

8. PUBLIC COMMENT Each speaker is limited to two minutes. If you are addressing the Executive Committee (EC) on a non-agenda item, the EC may briefly respond to statements made or questions posed as allowed by the Brown Act (Government Code Section 54954.2). However, the EC's general policy is to refer items to staff for attention, or have a matter placed on a future EC agenda for a more comprehensive action or report.

9. NEXT MEETING: February 21st 1:00 p.m. at Dublin City Hall Regional Meeting Room. Americans with Disabilities Act

In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact Richard Averett at (650) 587-7301. Notification in advance of the meeting will enable Agency to make reasonable arrangements to ensure accessibility.

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DRAFT ACTION MINUTES

REGIONAL GOVERNMENT SERVICES JOINT POWERS AUTHORITY

EXECUTIVE COMMITTEE MINUTES AUGUST 16, 2012

The Regional Government Services Joint Powers Authority held a regular meeting of the Executive Committee at the Falkirk Cultural Center, 1408 Mission Avenue, San Rafael, CA. The meeting was called to order at 1:45 p.m. 1. CALL TO ORDER

Members Present: Mike Garvey, Chair Dan Schwarz, Vice-Chair Nancy Mackle, Member Ken Nordhoff, Member Herb Pike, Member Steve Rogers, Member

Members Absent: Joni Pattillo, Member Other Attendees: Jim Hill, Alternate Member

Richard Averett, Executive Director/CFO Glenn Lazof, RGS Project Manager Sherry Kelly, Authority Clerk

A. Election of Officers Actions: Moved, seconded (Pike/Nordhoff) and carried unanimously to adopt a policy to elect a chair and vice-chair annually at the August meeting. Member Mackle nominated Vice-Chair Schwarz as chair. By acclimation, Member Schwarz was elected chair effective immediately. Member Nordhoff nominated Member Rogers as vice-chair. By acclimation, Member Rogers was elected vice-chair effective immediately.

2. CHANGES TO THE ORDER OF AGENDA - None

3. APPROVAL OF CONSENT AGENDA

A. Approval of May 17, 2012 Minutes B. Approval of management services agreement with the City of Belvedere C. Approval of management services agreement with the Town of Colma D. Approval to management services agreement with the City of Nevada City E. Approval of management services agreement with the Town of Portola Valley F. Approval of management services agreement with the City of Rocklin G. Approval of management services agreement with the City of Santa Clara H. Approval of management services agreement with the City of Hughson

Action: Moved, seconded (Garvey/Pike) and carried unanimously to approve the Consent Calendar with the exception that Chair Schwarz abstained due to absence on item 3A.

4. TREASURER’S REPORT

A. Review of Fiscal-Year-End Financial Reports through June 2012 Information: Report presented by the Executive Director. Preliminary FYE results include OPEB and vacation accruals and would be, if adjustments do not materially affect results, be the JPA’s best year in its 10-year history. Gold Coast’s leaving will impact future financial performance.

B. Approval of Payments and Deposits made March 2012 through June 2012 Action: Moved, seconded (Young/Nordhoff) and carried unanimously to approve payments and deposits as presented.

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C. Approval of Investments Report through July 2012 Action: Moved, seconded (Pike/Mackle) and carried unanimously to approve the Investments Report as presented.

5. OLD BUSINESS – None 6. NEW BUSINESS

A. Client Report

Discussion: The Executive Director reviewed the client and employee lists, and noted staff attendance at upcoming conferences and other meetings for purposes of informing agencies of RGS’ services. He stated that there will be a reduction of approximately 54 positions due to Gold Coast Health Plan’s separation and MTC reduced LGS staffing both effective this month. He reported that he received a call from the City Manager of Monterey, who informed him that there are six cities in Monterey County considering the formation of a JPA to address water supply issues, and that they may be in need of an interim, part-time executive director. Several members commented that in addition to recruiting new agencies, staff and member agencies, staff should develop a plan for recruiting retirees especially in the financial and engineering areas to be better able to provide additional services for clients.

B. Regularly Scheduled Meetings Calendar Discussion: Members reviewed the meeting schedule for 2013 and 2014 and agreed that the Executive Director should fill in locations for upcoming meetings based on an alphabetical or geographic rotation.

C. Rescind JPA Resolutions Joining CJPIA Action: Moved, seconded (Nordhoff/Young) and carried unanimously to rescind Resolutions RGSEC2008-01, RGSEC2008-02, and RGSEC2008-03 ending the JPA’s membership in the CJPIA.

D. Executive Director Annual Performance Review – Appointment of Review Ad Hoc Committee Action: Chair Schwarz and Members Garvey and Mackle were nominated to serve on an ad hoc committee to conduct the annual review of the Executive Director. Moved, seconded (Nordhoff/Pike) and carried unanimously to appoint Chair Schwarz and Members Garvey and Mackle to this Ad Hoc Committee.

Recessed to Closed Session – 2:42 p.m.

1. CONFERENCE WITH LEGAL COUNSEL--ANTICIPATED LITIGATION Initiation of litigation pursuant to Government Code Section 54956.9(c): One potential case Significant exposure to litigation pursuant to Government Code Section 54956.9(b): Three potential cases

Reconvened to Regular Meeting – 3:21 p.m.

E. Report from Closed Session Action: No reportable actions.

7. EXECUTIVE DIRECTOR, COMMITTTEE, MSA AND MEMBER REPORTS

A. Executive Director: Updates on Gold Coast Health Plan, TAM property acquisition; Defined Benefit Plan; RGS main office location; financial services provision review Information: The Executive Director provided oral updates. He reported that Gold Coast will stop utilizing RGS’ services this month. He stated that the TAM property acquisition is on hold. He reported that staff is looking into forming a Defined Benefit Plan and will report back with its findings to the Finance Committee prior to bringing a report to the Executive Committee. Director Averett informed the committee that he has his house up for sale, and since his office is currently

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located below his home, the JPA may need to acquire office space for RGS in the near future. He stated that Mr. Lazof is heading up the financial services provision review.

B. Finance Committee: Auditor engagement letters for FY2012 approved; RPP being drafted Information: Finance Committee Chair Nordhoff reported that the Committee reviewed and approved the Auditor Engagement Letters at its meeting on July 30th. He stated that the Committee directed staff to look at amending the audit rotation policy for issuing RFPs for auditor services to provide an exception that after five years the current auditor could be considered upon approval of the Board. Director Averett reported that the RFP is being drafted.

C. MSA: staff to develop reserve policy Information: The Executive Director reported that staff will be developing a reserve policy for Board review and approval.

D. Members: - None

8. PUBLIC COMMENT - None

9. ADJOURNMENT – The meeting adjourned at 3:27 p.m. The next meeting is scheduled for November 15, 2012 at 1:00 p.m. at the Yountville Community Boardroom.

LOCAL AND REGIONAL GOVERNMENT SERVICES AUTHORITIES

Providing Solutions to California Public Agencies

P.O. Box 1350 · Carmel Valley, CA 93924 · 650.587.7300

TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: RICHARD H. AVERETT, Executive Director Item: 3B SUBJECT: CLIENT SERVICES – CITY OF HALF MOON BAY RECOMMENDATION Approve authorizing the Executive Director to execute a management services agreement to perform services for the City of Half Moon Bay. BACKGROUND The City of Half Moon Bay has returned as a client and has requested the JPAs provide a Project Manager/Financial Consultant for the City. The JPAs have assigned an employee to this project who has completed other assignments for RGS. The JPAs began providing services on October 22, 2012 and services are expected to continue through the end of December, 2013. The agreement for services, in draft form, is not to exceed a total of $20,000. FISCAL IMPACT The hourly rate charged the Agency for services is sufficient to pay all salary, benefit, insurance and administrative costs of the JPA.

Agreement For Management and Administrative Services Page 1 of 14 City of Half Moon Bay and Regional Government Services Authority October 19, 2012

Email: [email protected] Email: [email protected]

PO Box 1350 PO Box 1077

Carmel Valley, CA 93924 Camarillo, CA 93011-1077

AGREEMENT FOR MANAGEMENT AND ADMINISTRATIVE SERVICES This Agreement for Management Services (“Agreement”) is made and entered into as of the 19th day of October 2012, by and between the City of Half Moon Bay, a municipal agency (“AGENCY”), and Regional Government Services Authority (RGS), a joint powers authority, (each individually a “Party” and, collectively, the “Parties”). RECITALS THIS AGREEMENT is entered into with reference to the following facts and circumstances: A. That AGENCY desires to engage RGS to render certain services to it; B. That RGS is a management and administrative services provider and is qualified

to provide such services to AGENCY; and C. That AGENCY has elected to engage the services of RGS upon the terms and

conditions as hereinafter set forth. TERMS AND CONDITIONS Section 1. Services. The services to be performed by RGS under this Agreement

shall include those services set forth in Exhibit A, which is by this reference incorporated herein and made a part hereof as though it were fully set forth herein. Where in conflict, the terms of this Agreement supersede and prevail over any terms set forth in Exhibit A. 1.1 Standard of Performance. RGS shall perform all services

required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which RGS is engaged in the geographical area in which RGS practices its profession. RGS shall prepare all work products required by this Agreement in a substantial, first-class

Business: 831/308-1508

Fax: 831/308-1509


manner and shall conform to the standards of quality normally observed by a person practicing in RGS’s profession.

1.2 Assignment of Personnel. RGS shall assign only competent

personnel to perform services pursuant to this Agreement. In the event that AGENCY, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, RGS shall consider reassigning such person or persons. RGS’s Executive Director will notify AGENCY’s Chief Executive Officer in writing prior to assigning a different RGS employee to provide services other than the initial RGS Staff identified on Exhibit A.

1.3 Time. RGS shall devote such time to the performance of services

pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in above and to satisfy RGS’s obligations hereunder in Exhibit A.

Section 2. Term of Agreement and Termination. Services shall commence on or about the date specified in Exhibit A and shall continue until the date anticipated in Exhibit A to terminate, at which time it may be extended by mutual consent of the Parties for up to one-year intervals until terminated. This agreement may be terminated by either Party, with or without cause, upon 30 days written notice. AGENCY has the sole discretion to determine if the services performed by RGS are satisfactory to the AGENCY, which determination shall be made in good faith. If the AGENCY determines that the services performed by RGS are not satisfactory, the AGENCY may terminate this agreement by giving written notice to RGS. Upon receipt of notice of termination by either Party, RGS shall cease performing duties on behalf of AGENCY on the termination date specified and the compensation payable to RGS shall include only the period for which services have been performed by RGS.

Section 3. Compensation. Payment under this Agreement shall be as provided in Exhibit A.

Section 4. Effective Date. This Agreement shall become effective on the date first herein above written.

Section 5. Relationship of Parties. 5.1 It is understood that the relationship of RGS to AGENCY is that of

an independent contractor and all persons working for or under the direction of RGS are its agents or employees and not agents or employees of AGENCY. AGENCY and RGS shall, at all times, treat all persons working for or under the direction of RGS as agents and employees of RGS, and not as agents or employees of the AGENCY. AGENCY shall have the right to control RGS only insofar as the


results of RGS’s services rendered pursuant to this agreement and assignment of personnel pursuant to Section 1.

5.2 RGS shall provide services under this Agreement through one or more employees of RGS qualified to perform services contracted for by AGENCY. Key RGS staff who will provide services to the AGENCY are indicated in Exhibit A. The Executive Director will not reassign any of the staff indicated in Exhibit A without first consulting with the AGENCY. The Executive Director will consult with AGENCY on an as-needed basis to assure that the services to be performed are being provided in a professional manner and meet the objectives of AGENCY.

5.3 AGENCY shall not have the ability to direct how services are to be performed, specify the location where services are to be performed, or establish set hours or days for performance of services, except as set forth in Exhibit A.

5.4 AGENCY shall not have any right to discharge any employee of RGS from employment.

5.5 RGS shall, at its sole expense, supply for its employees providing services to AGENCY pursuant to this Agreement any and all benefits, such as worker’s compensation, disability insurance, vacation pay, sick pay, or retirement benefits; obtain and maintain all licenses and permits usual or necessary for performing the services; pay any and all taxes incurred as a result of the employee(s) compensation, including estimated taxes, FICA and other employment taxes; and provide AGENCY with proof of payment of taxes on demand.

Section 6. Insurance Requirements. Before beginning any work under this Agreement, RGS, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by RGS and its agents, representatives, employees, and subcontractors. RGS shall provide proof satisfactory to AGENCY of such coverage that meets the requirements of this section and under forms of insurance satisfactory in all respects to the AGENCY. RGS shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be paid by RGS. RGS shall not allow any subcontractor to commence work on any subcontract until RGS has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to AGENCY. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution.


6.1 Workers’ Compensation. RGS shall, at its sole cost and expense, maintain statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by RGS. The statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, RGS may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. The insurer, if insurance is provided, or RGS, if a program of self-insurance is provided, shall waive all rights of subrogation against the AGENCY and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement where the subject loss is not proximately caused by the actions of or failure to act by a AGENCY officer, agent or employee or any person or entity other than the parties to the agreement. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after 15 days' prior written notice has been given to the AGENCY.

6.2 Commercial General and Automobile Liability Insurance. 6.2.1 General requirements. RGS, at its own cost and expense,

shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. RGS shall additionally maintain commercial general liability in an amount not less than TWO MILLION DOLLARS ($2,000,000) aggregated for bodily injury, personal injury, and property damage. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.


6.2.2 Minimum scope of coverage. Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 or GL 0002 (most recent editions) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 8 and 9. No endorsement shall be attached limiting the coverage.

6.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy: a. AGENCY and its officers, employees, agents, and

volunteers shall be covered as insureds with respect to each of the following: liability arising out of activities performed by or on behalf of RGS including the insured’s general supervision of RGS; products and completed operations; premises owned, occupied, or used by RGS; and automobiles owned, leased, or used by RGS. The coverage shall contain no special limitations on the scope of protection afforded to AGENCY or its officers, employees, agents, or volunteers.

b. The insurance shall cover on an occurrence or an accident basis, and not on a claims-made basis.

c. An endorsement must state that coverage is primary insurance with respect to the AGENCY and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the AGENCY shall be called upon to contribute to a loss under the coverage.

d. An endorsement shall state that coverage shall not be suspended, voided, cancelled by either party, or reduced in coverage or in limits, except following reasonable notice to the AGENCY.

6.3 Professional Liability Insurance. Upon written request of AGENCY, RGS, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals’ errors and omissions.


6.3.1 Any deductible or self-insured retention shall not exceed $1,000 per claim.

6.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after 15 days' prior written notice has been given to the AGENCY.

6.3.3 The following provisions shall apply if the professional liability coverages are written on a claims-made form: a. The retroactive date of the policy must be shown and

must be before the date of the Agreement. b. Insurance must be maintained and evidence of

insurance must be provided for at least five years after completion of the Agreement or the work, so long as commercially available at reasonable rates.

c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, RGS must provide extended reporting coverage for a minimum of 5 years after completion of the Agreement or the work. The AGENCY shall have the right to exercise, at RGS’s sole cost and expense, any extended reporting provisions of the policy, if RGS cancels or does not renew the coverage.

d. A copy of the claim reporting requirements must be submitted to the AGENCY prior to the commencement of any work under this Agreement.

6.4 All Policies Requirements. 6.4.1 Acceptability of insurers. All insurance required by this

section is to be placed with insurers with a Bests' rating of no less than A:VII.

6.4.2 Verification of coverage. Prior to beginning any work under this Agreement, RGS shall furnish AGENCY with notifications of coverage and with original endorsements effecting coverage required herein. The notifications and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The AGENCY reserves the right to require complete, certified copies of all required insurance policies, at any time.

6.4.3 Subcontractors. RGS shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All


coverages for subcontractors shall be subject to all of the requirements stated herein.

6.4.4 Variation. The AGENCY may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the AGENCY’S interests are otherwise fully protected.

6.4.5 Deductibles and Self-Insured Retentions. RGS shall

disclose to and obtain the approval of AGENCY for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of AGENCY’S Chief Executive Officer, RGS may increase such deductibles or self-insured retentions with respect to AGENCY, its officers, employees, agents, and volunteers. The AGENCY’S Chief Executive Officer may condition approval of an increase in deductible or self-insured retention levels with a requirement that RGS procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them.

6.4.6 Notice of Reduction in Coverage. In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, RGS shall provide written notice to AGENCY at RGS’s earliest possible opportunity and in no case later than five days after RGS is notified of the change in coverage.

6.5 Remedies. In addition to any other remedies AGENCY may have if

RGS fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, AGENCY may, at its sole option exercise any of the following remedies, which are alternatives to other remedies AGENCY may have and are not the exclusive remedy for RGS’s breach:

• Obtain such insurance and deduct and retain the amount of the premiums for such insurance from any sums due under the Agreement;

• Order RGS to stop work under this Agreement or withhold any payment that becomes due t hereunder, or both stop work and withhold any payment, until RGS demonstrates compliance with the requirements hereof; and/or


• Terminate this Agreement.

Section 7. Legal Requirements. 7.1 Governing Law. The laws of the State of California shall govern

this Agreement.

7.2 Compliance with Applicable Laws. RGS and any subcontractors shall comply with all laws applicable to the performance of the work hereunder.

7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, RGS and any subcontractors shall comply with all applicable rules and regulations to which AGENCY is bound by the terms of such fiscal assistance program.

7.4 Licenses and Permits. RGS represents and warrants to AGENCY that RGS and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions and that RGS is authorized by law to provide the services contemplated by this agreement. RGS represents and warrants to AGENCY that RGS and its employees, agents, and subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions.

7.5 Nondiscrimination and Equal Opportunity. RGS shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided under this Agreement. RGS shall comply with all applicable federal, state, and Local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement.

Section 8. Keeping and Status of Records. 8.1 Records Created as Part of RGS’s Performance. All reports,

data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that


RGS prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the AGENCY. RGS hereby agrees to deliver those documents to the AGENCY upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the AGENCY and are not necessarily suitable for any future or other use.

8.2 Confidential Information. RGS shall hold any confidential information received from AGENCY in the course of performing this Agreement in trust and confidence and will not reveal such confidential information to any person or entity, either during the term of the Agreement or at any time thereafter. Upon expiration of this Agreement, or termination as provided herein, RGS shall return materials which contain any confidential information to AGENCY. For purposes of this paragraph, confidential information is defined as all information disclosed to RGS which relates to AGENCY past, present, and future activities, as well as activities under this Agreement, which information is not otherwise of public record under California law. AGENCY shall notify RGS what information and documents are confidential and thus subject to this section 8.2.

8.3 RGS’s Books and Records. RGS shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the AGENCY under this Agreement for a minimum of 3 years, or for any longer period required by law, from the date of final payment under this Agreement.

8.4 Inspection and Audit of Records. Any records or documents that Section 8.2 of this Agreement requires RGS to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the AGENCY. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the State Auditor, at the request of AGENCY or as part of any audit of the AGENCY, for a period of 3 years after final payment under the Agreement.

Section 8. Non-assignment. This Agreement is not assignable either in whole or in part without the written consent of the other party.

Section 9. Amendments. This Agreement may be amended or modified only by


written agreement signed by both Parties. Section 10. Validity The invalidity, in whole or in part, of any provisions of this

Agreement shall not void or affect the validity of any other provisions of this Agreement.

Section 11. Governing Law/Attorneys Fees. This Agreement shall be governed by

the laws of the State of California and any suit or action initiated by either party shall be brought in San Mateo County, California. In the event of litigation between the Parties hereto to enforce any provision of the Agreement, the prevailing Party shall be entitled to reasonable attorney’s fees and costs of litigation.

Section 12. Mediation. Should any dispute arise out of this Agreement, the Parties

shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Neither Party shall be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the Parties. If a mediated settlement is reached, neither Party shall be deemed the prevailing party for purposes of the settlement and each Party shall bear its own legal costs.

Section 13. Employment Offers to Our Staff. During the term of this Agreement and for a period of one year thereafter, the parties agree not to hire, solicit, or attempt to solicit whether directly or indirectly, the services of any staff, employee, consultant, or subcontractor of the other party without the prior written consent of the party. Violation of this provision shall, in addition to other relief, require the breaching party to compensate the non-breaching party with 100% of the solicited person’s annual total compensation.

Section 14. Entire Agreement. This Agreement, including Exhibit A, comprises the entire Agreement.

Section 15. Indemnity 15.1 RGS’s indemnity obligations. RGS will defend and indemnify

AGENCY, and hold it harmless, from any claim, demand or liability that is related to, or results from the manner in which RGS has performed this Agreement. Thus, RGS’s indemnity obligations will arise when any claim or demand is made against AGENCY which premises AGENCY’S liability, in whole or in part, upon any of the following: a. the quality or character of the work of RGS’s employees or

subcontractors; b. the negligent acts or omissions of RGS or its officers,

directors, employees, or agents; or


c. the willful misconduct of RGS or its officers, directors, employees, or agents.

Further, RGS will defend and indemnify AGENCY, and hold it harmless, from any claim, demand or liability that is related to, or results from an assertion that as a result of providing services to AGENCY, an RGS employee or a person performing work pursuant to this agreement is entitled to benefits from, or is covered by, the Social Security retirement system or the California Public Employee Retirement Systems. Notwithstanding the foregoing, however, RGS’s obligation for any payments to such a claimant shall be limited to those payments which AGENCY may be required to pay.

15.2 AGENCY’S indemnity obligations. AGENCY shall indemnify, defend and hold harmless RGS and its officers, directors, employees and agents from any and all claims and lawsuits where such persons are named in the lawsuit solely by virtue of the position they hold with AGENCY, or solely because of a duty any of them performs while in that position. It is the intent of the parties here to define indemnity obligations that are related to or arise out of AGENCY’S actions as a governmental entity. Thus, AGENCY shall be required to indemnify and defend only under circumstances where a cause of action is stated against RGS, its employees or agents: a. which is unrelated to the skill they have used in the

performance of the duties delegated to them under this Agreement;

b. when the allegations in such cause of action do not suggest the active fraud or other misconduct of RGS, its employees, or agents; and

c. where a AGENCY employee, if he had been acting in a like capacity, otherwise would be acting within the scope of that employment. Whenever AGENCY owes a duty hereunder to indemnify RGS, its employees or agents, AGENCY further agrees to pay RGS a reasonable fee for all time spent by any RGS employee, or spent by any person who has performed work pursuant to this agreement, for the purpose of preparing for or testifying in any suit, action, or legal proceeding in connection with the services she has provided under this Agreement.


Section 16. Notices. All notices required by this Agreement shall be given to AGENCY and RGS in writing, by first class mail, postage prepaid, addressed as follows: AGENCY: City of Half Moon Bay Laura Snideman, City Manager 501 Main Street Half Moon Bay, CA 94019 RGS: Regional Government Services Authority P. O. Box 1350 Carmel Valley, CA 93924

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed on the date first written by their respective officers duly authorized on their behalf. DATED: __________, 2012 CITY OF HALF MOON BAY

By: __________________________________

Laura Snideman APPROVED AS TO FORM: DATED: __________, 2012 By: _____ Tony Condotti, City Attorney DATED: 2012 REGIONAL GOVERNMENT SERVICES By: Richard H. Averett, Executive Director

APPROVED AS TO FORM: DATED: __________, 2012 By: Sky Woodruff, Authority Counsel


EXHIBIT A SCOPE OF SERVICES

RGS shall assign an RGS employee or employees to serve as the AGENCY’s Financial Consultant to project manage which requires performing the functions as described below:

• Perform the functions as assigned.

• Be reasonably available to perform the services during the normal work week, as agreed upon.

• Meet regularly and as often as necessary for the purpose of consulting about the scope of work performed.

• Perform related work as required. Such employee(s) may perform services at the AGENCY offices available in Half Moon Bay or at other locations. RGS will provide Planning Manager services for up to one year from the date services commence pursuant to this agreement, subject to the provisions of Section 2 related to termination.

COMPENSATION 1. Fees. The AGENCY agrees to pay to RGS the full cost of compensation and

support, as shown in Exhibit A, for the assigned RGS employee(s). Compensation is shown on an hourly basis. RGS and AGENCY acknowledge and agree that compensation paid by AGENCY to RGS under this Agreement is based upon RGS’s costs of providing the services required hereunder, including salaries and benefits of employees. Consequently, the parties agree that adjustments to the hourly rate shown below for “RGS Staff” will be made for changes to the salary and/or benefits costs provided by RGS to such employee. The parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities for which RGS may be obligated for its employees or may otherwise be contractually obligated.

2. Reimbursement of RGS’s Administrative Cost. The AGENCY shall

reimburse RGS for overhead as part of the hourly rate specified below, and direct external costs. Support overhead costs are those expenses necessary to administering this Agreement, and are included in the hourly rate. Direct external costs will be invoiced to the AGENCY when received and without mark-up. These external costs will be due upon receipt.

3. Terms of Payment. RGS shall submit invoices monthly for the next month’s

services. Invoices shall be sent approximately 30 days in advance of the month


for which they are due and shall be delinquent if not paid within 20 days of receipt. After the initial invoices, future invoices will include both estimated charges for the succeeding month as well as true-up adjustments for prior period estimates versus actual expenses. The estimated payment for the next month must be received prior to the beginning of the month for which service is to be provided. Delinquent payments will be subject to a late payment carrying charge computed at a periodic rate of 1% per month, which is an annual percentage rate of 12%, which will be applied to any unpaid balance owed commencing 7 days after the payment due date. Additionally, in the event the AGENCY fails to pay any undisputed amounts due to RGS within 15 days after payment due date, then the AGENCY agrees that RGS shall have the right to consider said default a total breach of this Agreement and the duties of RGS under this Agreement may be terminated by RGS upon 10 working days advance written notice.

4. Hiring RGS Employees. Should the AGENCY desire to offer permanent or temporary employment to an RGS employee who is either currently assigned to the AGENCY or has been assigned to the AGENCY within the previous six months, said AGENCY will be charged a fee equal to the full-time cost of the RGS employee for one month, using the most recent RGS bill rate for the RGS employee’s services to the Agency. This fee is to recover RGS’ expenses in recruiting the former and replacement RGS staff.

Payment Address. All payments due RGS shall be paid to: RGS C/O McGilloway & Ray Accounting and Consulting 2511 Garden Road, Suite A-180 Monterey, CA 93940-5381.

RGS STAFF

NAME POSITION HOURLY RATE

Hossein Golestan Project Manager/Financial Consultant

$115.00

The start date for the services to be performed is October 22, 2012 or later, and this agreement is anticipated to remain in force through December 31, 2013. Total services may not exceed $20,000 without express written permission and/or a contract extension.




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: RICHARD H. AVERETT, Executive Director Item: 3C SUBJECT: CLIENT SERVICES – CITIES OF LIVERMORE AND INDUSTRY RECOMMENDATION Approve authorizing the Executive Director to execute an engagement letter to perform services for the Cities of Livermore and Industry. BACKGROUND The Cities of Livermore and Industry have requested the JPAs provide consulting and potentially expert witness services for the Cities. The JPAs have assigned an employee to this project who is already employed by RGS serving other clients. The JPAs began providing services on October 16, 2012 and services are expected to continue for the next several months. FISCAL IMPACT The hourly rate charged the Agency for services is sufficient to pay all salary, benefit, insurance and administrative costs of the JPA.




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: RICHARD H. AVERETT, Executive Director Item: 3D SUBJECT: CLIENT SERVICES – CITY OF VALLEJO RECOMMENDATION Approve authorizing the Executive Director to execute a management services agreement to perform services for the City of Vallejo. BACKGROUND The City of Vallejo is returning as a client and has requested the JPAs provide an Interim Accounting Manager for the City. The JPAs have assigned an employee to this project who has previously be assigned to provide services to several other RGS clients. The JPAs began providing services on October 1, 2012 and services are expected to continue through the end of September, 2013. FISCAL IMPACT The hourly rate charged the Agency for services is sufficient to pay all salary, benefit, insurance and administrative costs of the JPA.

Agreement For Management and Administrative Services Page 1 of 15 Between the Vallejo and Regional Government Services Authority September 27, 2012

Email: [email protected] PO Box 1350 PO Box 1077 Carmel Valley, CA 93924 Camarillo, CA 93011-1077

Preamble: The agreement for services described below is also an agreement to engage in a relationship between organizations. In order to establish a mutually respectful relationship as well as a productive one, RGS has adopted the following values and business methods. Our Values • Expert Services: RGS serves exclusively public sector agencies with its team of public sector

experts. • Innovation: RGS encourages and develops innovative and sustainable services to help each

agency meet its challenges through new modes of service provision. • Customer Driven: RGS customizes solutions to achieve the right level and right kind of

service at the right time for each agency’s unique organizational needs. • Perseverance: Sometimes the best solutions are not immediately apparent. RGS listens,

works with you, and sticks with it until a good fit with your needs is found. • Open Source Sharing: RGS tracks emerging best practices and shares them, learning openly

from each other’s hard won experience. • Commitment: government agencies are the public’s only choice for many services. Public

trust is earned and must be used wisely. And RGS will do its part. Each agency should and will know how RGS sets its rates. RGS’ pledge to you is that we will act with honesty, openness, and full transparency.

How RGS Does Business When you work with RGS you can expect: • Pre-contract meetings either in person or by phone to ensure our working relationship starts

on firm footing. RGS will strive to be explicit up front and put our understandings in writing. Before making assumptions, we hope to talk directly to prevent any misunderstandings.

• Ongoing interaction throughout our relationship to ensure that your needs are being met, and that projects progress appropriately and agreed-upon timelines are met.

• RGS operates candidly, and will be open with what we can and cannot do. RGS is committed to honest interaction.

• When our employees are on your site, we expect them to treat people respectfully and be treated respectfully. If problems arise, we want to communicate early, accurately, and thoroughly to ensure that we find mutually acceptable solutions.

• As a public agency, partnering is valued. We look out for each other’s interests consistent with maintaining the public trust.

• To keep expectations realistic, it is important to understand that RGS is a governmental joint powers agency evolving to meet upcoming local government needs. RGS has carefully constructed policies and procedures to allow us maximum flexibility to meet your needs. In doing this, we must recover our costs, which are kept to a minimum so client agency revenues are used wisely. We receive no tax revenues or client subsidies.

Business: 831/308-1508 Fax: 831/308-1509


Agreement for Management and Administrative Services This Agreement for Management Services (“Agreement”) is made and entered into as of the 27th day of September 2012, by and between the City of Vallejo, a municipal agency (“Agency”), and Regional Government Services Authority (RGS), a joint powers authority, (each individually a “Party” and, collectively, the “Parties”).

THIS AGREEMENT is entered into with reference to the following facts and circumstances:

RECITALS

A. That Agency desires to engage RGS to render certain services to it; B. That RGS is a management and administrative services provider and is qualified

to provide such services to the Agency; and C. That the Agency has elected to engage the services of RGS upon the terms and

conditions as hereinafter set forth.

Section 1. TERMS AND CONDITIONS

Services

. The services to be performed by RGS under this Agreement shall include those services set forth in Exhibit A, which is by this reference incorporated herein and made a part hereof as though it were fully set forth herein.

Where in conflict, the terms of this Agreement supersede and prevail over any terms set forth in Exhibit A. 1.1 Standard of Performance

. RGS shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which RGS is engaged in the geographical area in which RGS practices its profession. RGS shall prepare all work products required by this Agreement in a substantial, first-class manner and shall conform to the standards of quality normally observed by a person practicing in RGS’s profession.

1.2 Assignment of Personnel

. RGS shall assign only competent personnel to perform services pursuant to this Agreement. In the event that Agency, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, RGS shall consider reassigning such person or persons. RGS’s Executive Director will notify Agency’s Chief Executive Officer in writing prior to assigning a different RGS employee to provide services other than the initial RGS Staff identified on Exhibit A.

1.3 Time. RGS shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet


the standard of performance provided in above and to satisfy RGS’s obligations hereunder in Exhibit A.

Section 2. Term of Agreement and Termination

. Services shall commence on or about the date specified in Exhibit A and shall continue until the date anticipated in Exhibit A to terminate, at which time it may be extended by mutual consent of the Parties for up to one-year intervals until terminated. This agreement may be terminated by either Party, with or without cause, upon 30 days written notice. Agency has the sole discretion to determine if the services performed by RGS are satisfactory to the Agency, which determination shall be made in good faith. If the Agency determines that the services performed by RGS are not satisfactory, the Agency may terminate this agreement by giving written notice to RGS. Upon receipt of notice of termination by either Party, RGS shall cease performing duties on behalf of Agency on the termination date specified and the compensation payable to RGS shall include only the period for which services have been performed by RGS.

Section 3. Compensation

. Payment under this Agreement shall be as provided in Exhibit A.

Section 4. Effective Date

. This Agreement shall become effective on the date first herein above written.

Section 5. Relationship of Parties5.1 It is understood that the relationship of RGS to the Agency is that of

an independent contractor and all persons working for or under the direction of RGS are its agents or employees and not agents or employees of Agency. The Agency and RGS shall, at all times, treat all persons working for or under the direction of RGS as agents and employees of RGS, and not as agents or employees of the Agency. Agency shall have the right to control RGS only insofar as the results of RGS’s services rendered pursuant to this agreement and assignment of personnel pursuant to Section 1.

.

5.2 RGS shall provide services under this Agreement through one or

more employees of RGS qualified to perform services contracted for by Agency. Key RGS staff who will provide services to the Agency are indicated in Exhibit A. The Executive Director will not reassign any of the staff indicated in Exhibit A without first consulting with the Agency. The Executive Director will consult with Agency on an as-needed basis to assure that the services to be performed are being provided in a professional manner and meet the objectives of Agency.

5.3 Agency shall not have the ability to direct how services are to be performed, specify the location where services are to be performed,


or establish set hours or days for performance of services, except as set forth in Exhibit A.

5.4 Agency shall not have any right to discharge any employee of RGS from employment.

5.5 RGS shall, at its sole expense, supply for its employees providing services to Agency pursuant to this Agreement any and all benefits, such as worker’s compensation, disability insurance, vacation pay, sick pay, or retirement benefits; obtain and maintain all licenses and permits usual or necessary for performing the services; pay any and all taxes incurred as a result of the employee(s) compensation, including estimated taxes, FICA and other employment taxes; and provide Agency with proof of payment of taxes on demand.

Section 6. Insurance Requirements.

Before beginning any work under this Agreement, RGS, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by RGS and its agents, representatives, employees, and subcontractors. RGS shall provide proof satisfactory to Agency of such coverage that meets the requirements of this section and under forms of insurance satisfactory in all respects to the Agency. RGS shall maintain the insurance policies required by this section throughout the term of this Agreement. The cost of such insurance shall be paid by RGS. RGS shall not allow any subcontractor to commence work on any subcontract until RGS has obtained all insurance required herein for the subcontractor(s) and provided evidence thereof to Agency. Verification of the required insurance shall be submitted and made part of this Agreement prior to execution.

6.1 Workers’ Compensation. RGS shall, at its sole cost and expense, maintain statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by RGS. The statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, RGS may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. The insurer, if insurance is provided, or RGS, if a program of self-insurance is provided, shall waive all rights of subrogation against the Agency and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement where the subject loss is not proximately caused by the actions of or failure to act by a Agency officer, agent


or employee or any person or entity other than the parties to the agreement. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after 15 days' prior written notice has been given to the Agency.

6.2 Commercial General and Automobile Liability Insurance.

6.2.1 General requirements.

RGS, at its own cost and expense, shall maintain commercial general and automobile liability insurance for the term of this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00) per occurrence, combined single limit coverage for risks associated with the work contemplated by this Agreement. RGS shall additionally maintain commercial general liability in an amount not less than TWO MILLION DOLLARS ($2,000,000) aggregated for bodily injury, personal injury, and property damage. If a Commercial General Liability Insurance or an Automobile Liability form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Such coverage shall include but shall not be limited to, protection against claims arising from bodily and personal injury, including death resulting therefrom, and damage to property resulting from activities contemplated under this Agreement, including the use of owned and non-owned automobiles.

6.2.2 Minimum scope of coverage.

Commercial general coverage shall be at least as broad as Insurance Services Office Commercial General Liability occurrence form CG 0001 or GL 0002 (most recent editions) covering comprehensive General Liability and Insurance Services Office form number GL 0404 covering Broad Form Comprehensive General Liability. Automobile coverage shall be at least as broad as Insurance Services Office Automobile Liability form CA 0001 (ed. 12/90) Code 8 and 9. No endorsement shall be attached limiting the coverage.

6.2.3 Additional requirements. Each of the following shall be included in the insurance coverage or added as an endorsement to the policy:


a. Agency and its officers, employees, agents, and volunteers shall be covered as insureds with respect to each of the following: liability arising out of activities performed by or on behalf of RGS including the insured’s general supervision of RGS; products and completed operations; premises owned, occupied, or used by RGS; and automobiles owned, leased, or used by RGS. The coverage shall contain no special limitations on the scope of protection afforded to Agency or its officers, employees, agents, or volunteers.


c. An endorsement must state that coverage is primary insurance with respect to the Agency and its officers, officials, employees and volunteers, and that no insurance or self-insurance maintained by the Agency shall be called upon to contribute to a loss under the coverage.

d. An endorsement shall state that coverage shall not be suspended, voided, cancelled by either party, or reduced in coverage or in limits, except following reasonable notice to the Agency.

6.3 Professional Liability Insurance.

Upon written request of Agency, RGS, at its own cost and expense, shall maintain for the period covered by this Agreement professional liability insurance for licensed professionals performing work pursuant to this Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals’ errors and omissions.


6.3.2 An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after 15 days' prior written notice has been given to the Agency.



insurance must be provided for at least five years after


completion of the Agreement or the work, so long as commercially available at reasonable rates.

c. If coverage is canceled or not renewed and it is not replaced with another claims-made policy form with a retroactive date that precedes the date of this Agreement, RGS must provide extended reporting coverage for a minimum of 5 years after completion of the Agreement or the work. The Agency shall have the right to exercise, at RGS’s sole cost and expense, any extended reporting provisions of the policy, if RGS cancels or does not renew the coverage.

d. A copy of the claim reporting requirements must be submitted to the Agency prior to the commencement of any work under this Agreement.

6.4 All Policies Requirements.

6.4.1 Acceptability of insurers.

All insurance required by this section is to be placed with insurers with a Bests' rating of no less than A:VII.

6.4.2 Verification of coverage.

Prior to beginning any work under this Agreement, RGS shall furnish Agency with notifications of coverage and with original endorsements effecting coverage required herein. The notifications and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Agency reserves the right to require complete, certified copies of all required insurance policies, at any time.

6.4.3 Subcontractors.

RGS shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.

6.4.4 Variation.

The Agency may approve a variation in the foregoing insurance requirements, upon a determination that the coverages, scope, limits, and forms of such insurance are either not commercially available, or that the Agency’s interests are otherwise fully protected.

6.4.5 Deductibles and Self-Insured Retentions.

RGS shall disclose to and obtain the approval of Agency for the self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement.


During the period covered by this Agreement, only upon the prior express written authorization of Agency’s Chief Executive Officer, RGS may increase such deductibles or self-insured retentions with respect to Agency, its officers, employees, agents, and volunteers. The Agency’s Chief Executive Officer may condition approval of an increase in deductible or self-insured retention levels with a requirement that RGS procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them.

6.4.6 Notice of Reduction in Coverage.

In the event that any coverage required by this section is reduced, limited, or materially affected in any other manner, RGS shall provide written notice to Agency at RGS’s earliest possible opportunity and in no case later than five days after RGS is notified of the change in coverage.

6.5 Remedies.


In addition to any other remedies Agency may have if RGS fails to provide or maintain any insurance policies or policy endorsements to the extent and within the time herein required, Agency may, at its sole option exercise any of the following remedies, which are alternatives to other remedies Agency may have and are not the exclusive remedy for RGS’s breach:



Section 7. Legal Requirements.

7.1 Governing Law.

The laws of the State of California shall govern this Agreement.

7.2 Compliance with Applicable Laws.

RGS and any subcontractors shall comply with all laws applicable to the performance of the work hereunder.

7.3 Other Governmental Regulations. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, RGS and any subcontractors shall comply with


all applicable rules and regulations to which Agency is bound by the terms of such fiscal assistance program.

7.4 Licenses and Permits.

RGS represents and warrants to Agency that RGS and its employees, agents, and any subcontractors have all licenses, permits, qualifications, and approvals of whatsoever nature that are legally required to practice their respective professions and that RGS is authorized by law to provide the services contemplated by this agreement. RGS represents and warrants to Agency that RGS and its employees, agents, and subcontractors shall, at their sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits, and approvals that are legally required to practice their respective professions.

7.5 Nondiscrimination and Equal Opportunity.

RGS shall not discriminate, on the basis of a person’s race, religion, color, national origin, age, physical or mental handicap or disability, medical condition, marital status, sex, or sexual orientation, against any employee, applicant for employment, subcontractor, bidder for a subcontract, or participant in, recipient of, or applicant for any services or programs provided under this Agreement. RGS shall comply with all applicable federal, state, and Local laws, policies, rules, and requirements related to equal opportunity and nondiscrimination in employment, contracting, and the provision of any services that are the subject of this Agreement.

Section 8. Keeping and Status of Records. 8.1 Records Created as Part of RGS’s Performance.

All reports, data, maps, models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that RGS prepares or obtains pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the Agency. RGS hereby agrees to deliver those documents to the Agency upon termination of the Agreement. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the Agency and are not necessarily suitable for any future or other use.

8.2 Confidential Information. RGS shall hold any confidential information received from Agency in the course of performing this Agreement in trust and confidence and will not reveal such confidential information to any person or entity, either during the term of the Agreement or at any time thereafter. Upon expiration


of this Agreement, or termination as provided herein, RGS shall return materials which contain any confidential information to Agency. For purposes of this paragraph, confidential information is defined as all information disclosed to RGS which relates to Agency past, present, and future activities, as well as activities under this Agreement, which information is not otherwise of public record under California law. Agency shall notify RGS what information and documents are confidential and thus subject to this section 8.2.

8.3 RGS’s Books and Records.

RGS shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to the Agency under this Agreement for a minimum of 3 years, or for any longer period required by law, from the date of final payment under this Agreement.

8.4 Inspection and Audit of Records.

Any records or documents that Section 8.2 of this Agreement requires RGS to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the Agency. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the State Auditor, at the request of Agency or as part of any audit of the Agency, for a period of 3 years after final payment under the Agreement.

Section 9. Non-assignment.

This Agreement is not assignable either in whole or in part without the written consent of the other party.

Section 10. Amendments

. This Agreement may be amended or modified only by written agreement signed by both Parties.

Section 11. Validity

The invalidity, in whole or in part, of any provisions of this Agreement shall not void or affect the validity of any other provisions of this Agreement.

Section 12. Governing Law/Attorneys Fees

. This Agreement shall be governed by the laws of the State of California and any suit or action initiated by either party shall be brought in San Mateo County, California. In the event of litigation between the Parties hereto to enforce any provision of the Agreement, the prevailing Party shall be entitled to reasonable attorney’s fees and costs of litigation.

Section 13. Mediation. Should any dispute arise out of this Agreement, the Parties shall meet in mediation and attempt to reach a resolution with the


assistance of a mutually acceptable mediator. Neither Party shall be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the Parties. If a mediated settlement is reached, neither Party shall be deemed the prevailing party for purposes of the settlement and each Party shall bear its own legal costs.

Section 14 Employment Offers to Our Staff.

During the term of this Agreement and for a period of six months thereafter, the parties agree not to hire, solicit, or attempt to solicit whether directly or indirectly, the services of any staff, employee, consultant, or subcontractor of the other party without the prior written consent of the party. Violation of this provision shall, in addition to other relief, require the breaching party to compensate the non-breaching party with 100% of the solicited person’s annual total compensation.

14.1 Hiring Employees

. Should the AGENCY desire to offer permanent or temporary employment to an RGS employee who is either currently assigned to the AGENCY or has been assigned to the AGENCY within the previous six months, said AGENCY will be charged a fee equal to the full-time cost of the RGS employee for one month, using the most recent RGS bill rate for the RGS employee’s services to the Agency. This fee is to recover RGS’ expenses in recruiting the former and replacement RGS staff.

Section 15

Entire Agreement. This Agreement, including Exhibit A, comprises the entire Agreement.

Section 16 Indemnity.

16.1 RGS’s indemnity obligations

a. the quality or character of the work of RGS’s employees or subcontractors;

. Neither party will assume undue risk for the other party. RGS will defend and indemnify Agency, and hold it harmless, from any claim, demand or liability that is related to, or results from the manner in which RGS has performed this Agreement. Thus, RGS’s indemnity obligations will arise when any claim or demand is made against Agency which premises Agency’s liability, in whole or in part, upon any of the following:

b. the negligent acts or omissions of RGS or its officers, directors, employees, or agents; or


Further, RGS will defend and indemnify Agency, and hold it harmless, from any claim, demand or liability that is related to, or results from an assertion that as a result of providing services to


Agency, an RGS employee or a person performing work pursuant to this agreement is entitled to benefits from, or is covered by, the Social Security retirement system or the California Public Employee Retirement Systems. Notwithstanding the foregoing, however, RGS’s obligation for any payments to such a claimant shall be limited to those payments which Agency may be required to pay.

16.2 Agency’s indemnity obligations

. Agency shall indemnify, defend and hold harmless RGS and its officers, directors, employees and agents from any and all claims and lawsuits where such persons are named in the lawsuit solely by virtue of the position they hold with Agency, or solely because of a duty any of them performs while in that position.

It is the intent of the parties here to define indemnity obligations that are related to or arise out of Agency’s actions as a governmental entity. Thus, Agency shall be required to indemnify and defend only under circumstances where a cause of action is stated against RGS, its employees or agents: a. which is unrelated to the skill they have used in the



c. where a Agency employee, if he had been acting in a like capacity, otherwise would be acting within the scope of that employment. Whenever Agency owes a duty hereunder to indemnify RGS, its employees or agents, Agency further agrees to pay RGS a reasonable fee for all time spent by any RGS employee, or spent by any person who has performed work pursuant to this agreement, for the purpose of preparing for or testifying in any suit, action, or legal proceeding in connection with the services the assigned employee has provided under this Agreement.


Section 17 Notices.

All notices required by this Agreement shall be given to Agency and RGS in writing, by first class mail, postage prepaid, addressed as follows:

Agency: City of Vallejo 555 Santa Clara Street Vallejo, California 94590 RGS: Regional Government Services Authority P. O. Box 1350 Carmel Valley, CA 93924

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed on the date first written by their respective officers duly authorized on their behalf. DATED: __________

, 2012 City of Vallejo

By: __________________________________ Daniel E. Keen, City Manager APPROVED AS TO FORM: DATED: __________, 2012 By: Claudia Quintana, City Attorney

_____

DATED: __________, 2012 Regional Government Services Authority By: Richard H. Averett, Executive Director

APPROVED AS TO FORM: DATED: __________, 2012 By: Stephen Muzio, Authority Counsel


Exhibit A Scope of Services.


RGS shall assign an RGS employee or employees to serve as the Agency’s interim Accounting Manager which position requires performing the functions as described below:



• Other Duties - As part of the Agency job description(s) for this/these position(s). • Perform related work as required. Such employee(s) may perform services at the Agency offices available in Vallejo, California or at other locations. RGS will provide interim Accounting Manager services for up to one year from the date services commence pursuant to this agreement, subject to the provisions of Section 2 related to termination. The service is expected to be needed for four to six months.

1. Compensation.

Fees

. The Agency agrees to pay to RGS the full cost of compensation and support, as shown in Exhibit A, for the assigned RGS employee(s). Compensation is shown on an hourly basis.

RGS and Agency acknowledge and agree that compensation paid by Agency to RGS under this Agreement is based upon RGS’s costs of providing the services required hereunder, including salaries and benefits of employees. Consequently, the parties agree that adjustments to the hourly rate shown below for “RGS Staff” will be made for changes to the salary and/or benefits costs provided by RGS to such employee. The parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities for which RGS may be obligated for its employees or may otherwise be contractually obligated.

2. Reimbursement of RGS’s Administrative Cost

. The Agency shall reimburse RGS for overhead as part of the hourly rate specified below, and direct external costs. Support overhead costs are those expenses necessary to administering this Agreement, and are included in the hourly rate. Direct external costs will be invoiced to the Agency when received and without mark-up. These external costs will be due upon receipt.

3. Terms of Payment. RGS shall submit invoices monthly for the prior month’s services. Invoices shall be sent approximately 10 days in after the end of the month for which services were provided and shall be delinquent if not paid within 20 days of receipt. Delinquent payments will be subject to a late payment


carrying charge computed at a periodic rate of 1% per month, which is an annual percentage rate of 12%, which will be applied to any unpaid balance owed commencing 7 days after the payment due date. Additionally, in the event the Agency fails to pay any undisputed amounts due to RGS within 15 days after payment due date, then the Agency agrees that RGS shall have the right to consider said default a total breach of this Agreement and the duties of RGS under this Agreement may be terminated by RGS upon 10 working days advance written notice.

4. Hiring RGS Employees

. Should the Agency desire to offer permanent or temporary employment to an RGS employee who is either currently assigned to the Agency or has been assigned to the Agency within the previous six months, said Agency will be charged a fee equal to the full-time cost of the RGS employee for one month, using the most recent RGS bill rate for the RGS employee’s services to the Agency. This fee is to recover RGS’ expenses in recruiting the former and replacement RGS staff.

Payment AddressRGS

. All payments due RGS shall be paid to:

C/O McGilloway & Ray Accounting and Consulting 2511 Garden Road, Suite A-180 Monterey, CA 93940-5381.

RGS STAFF


Sandra Sato Interim Accounting Manager $80.55 The start date for the services to be performed is October 1, 2012, and this agreement is anticipated to remain in force through September 30, 2013.




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: RICHARD H. AVERETT, Executive Director Item: 3E SUBJECT: CLIENT SERVICES – LASSEN COUNTY RECOMMENDATION Approve authorizing the Executive Director to execute a management services agreement to perform services for Lassen County. BACKGROUND Lassen County has requested the JPAs provide an IT Consultant for the County to assess IT operations. The JPAs have assigned an employee to this project who is already employed by RGS to assist us in reviewing financial and payroll service processes. The JPAs began providing services on November 1, 2012 and services are expected to continue through the end of December, 2012. The total amount of the contract is not to exceed $9,000. FISCAL IMPACT The hourly rate charged the Agency for services is sufficient to pay all salary, benefit, insurance and administrative costs of the JPA.

Agreement For Management and Administrative Services Page 1 of 18 Between Lassen County and Regional Government Services Authority October 29, 2012
















Business: 831/308-1508 Fax: 831/308-1509


Agreement for Management and Administrative Services This Agreement for Management Services (“Agreement”) is made and entered into as of the 30th day of October 2012, by and between Lassen County, a municipal agency (“Agency”), and Regional Government Services Authority (RGS), a joint powers authority, (each individually a “Party” and, collectively, the “Parties”).


RECITALS





Services





. RGS shall assign only competent personnel to perform services pursuant to this Agreement. In the event that Agency, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, RGS shall consider reassigning such person or persons. RGS’s Executive Director will notify Agency’s Chief Executive Officer in writing prior to assigning a different RGS employee to provide services other than the initial RGS Staff identified on Exhibit A.

1.3 Time. RGS shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet


the standard of performance provided in above and to satisfy RGS’s obligations hereunder in Exhibit A.









.



5.3 Agency shall not have the ability to direct how services are to be performed, specify the location where services are to be performed,


or establish set hours or days for performance of services, except as set forth in Exhibit A.





6.1 Workers’ Compensation. RGS shall, at its sole cost and expense, maintain statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by RGS. The statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, RGS may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. The insurer, if insurance is provided, or RGS, if a program of self-insurance is provided, shall waive all rights of subrogation against the Agency and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement where the subject loss is not proximately caused by the actions of or failure to act by a Agency officer, agent


or employee or any person or entity other than the parties to the agreement. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after 15 days' prior written notice has been given to the Agency.






























6.4.4 Variation.








6.5 Remedies.






7.1 Governing Law.















of this Agreement, or termination as provided herein, RGS shall return materials which contain any confidential information to Agency. For purposes of this paragraph, confidential information is defined as all information disclosed to RGS which relates to Agency past, present, and future activities, as well as activities under this Agreement, which information is not otherwise of public record under California law. Agency shall notify RGS what information and documents are confidential and thus subject to this section 8.2.



8.4 Inspection and Audit of Records.

Any records or documents that Section 8.2 of this Agreement requires RGS to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the Agency. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the State Auditor, at the request of Agency or as part of any audit of the Agency, for a period of 3 years after final payment under the Agreement.








. This Agreement shall be governed by the laws of the State of California and any suit or action initiated by either party shall be brought in San Mateo County, California. In the event of litigation between the Parties hereto to enforce any provision of the Agreement, the prevailing Party shall be entitled to reasonable attorney’s fees and costs of litigation.

Section 13. Mediation. Should any dispute arise out of this Agreement, the Parties shall meet in mediation and attempt to reach a resolution with the


assistance of a mutually acceptable mediator. Neither Party shall be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the Parties. If a mediated settlement is reached, neither Party shall be deemed the prevailing party for purposes of the settlement and each Party shall bear its own legal costs.





Section 15




a. the quality or character of the work of RGS’s employees or subcontractors;

. Neither party will assume undue risk for the other party. RGS will defend and indemnify Agency, and hold it harmless, from any claim, demand or liability that is related to, or results from the manner in which RGS has performed this Agreement. Thus, RGS’s indemnity obligations will arise when any claim or demand is made against Agency which premises Agency’s liability, in whole or in part, upon any of the following:



Further, RGS will defend and indemnify Agency, and hold it harmless, from any claim, demand or liability that is related to, or results from an assertion that as a result of providing services to


Agency, an RGS employee or a person performing work pursuant to this agreement is entitled to benefits from, or is covered by, the Social Security retirement system or the California Public Employee Retirement Systems. Notwithstanding the foregoing, however, RGS’s obligation for any payments to such a claimant shall be limited to those payments which Agency may be required to pay.



It is the intent of the parties here to define indemnity obligations that are related to or arise out of Agency’s actions as a governmental entity. Thus, Agency shall be required to indemnify and defend only under circumstances where a cause of action is stated against RGS, its employees or agents: a. which is unrelated to the skill they have used in the



c. where a Agency employee, if he had been acting in a like capacity, otherwise would be acting within the scope of that employment. Whenever Agency owes a duty hereunder to indemnify RGS, its employees or agents, Agency further agrees to pay RGS a reasonable fee for all time spent by any RGS employee, or spent by any person who has performed work pursuant to this agreement, for the purpose of preparing for or testifying in any suit, action, or legal proceeding in connection with the services the assigned employee has provided under this Agreement.


Section 17 Notices.


Agency: Lassen County 221 S Roop Street, Suite 4 Susanville, CA 96130 RGS: Regional Government Services Authority P. O. Box 1350 Carmel Valley, CA 93924


, 2012 Agency

By: __________________________________ Martin Nichols, County Administrative Officer APPROVED AS TO FORM: DATED: __________, 2012 By: NAME, County Counsel

_____






RGS shall assign an RGS employee or employees to serve as the Agency’s IT Consultant which position requires performing the functions as described below:



• Other Duties - As part of the Agency job description(s) for this/these position(s). • Perform related work as required. Such employee(s) may perform services at the Agency offices available in Lassen County or at other locations. RGS will provide IT Consultant services for up to 2 months from the date services commence pursuant to this agreement, subject to the provisions of Section 2 related to termination.

1. Compensation.

Fees



2. Reimbursement of RGS’s Administrative Cost

. The Agency shall reimburse RGS for overhead as part of the hourly rate specified below, and direct external costs. Support overhead costs are those expenses necessary to administering this Agreement, and are included in the hourly rate. Direct external costs will be invoiced to the Agency when received and without mark-up. These external costs will be due upon receipt.

3. Terms of Payment. RGS shall submit invoices monthly for the next month’s services. Invoices shall be sent approximately 30 days in advance of the month for which they are due and shall be delinquent if not paid within 20 days of receipt. After the initial invoices, future invoices will include both estimated


charges for the succeeding month as well as true-up adjustments for prior period estimates versus actual expenses. The estimated payment for the next month must be received prior to the beginning of the month for which service is to be provided. Delinquent payments will be subject to a late payment carrying charge computed at a periodic rate of 1% per month, which is an annual percentage rate of 12%, which will be applied to any unpaid balance owed commencing 7 days after the payment due date. Additionally, in the event the Agency fails to pay any undisputed amounts due to RGS within 15 days after payment due date, then the Agency agrees that RGS shall have the right to consider said default a total breach of this Agreement and the duties of RGS under this Agreement may be terminated by RGS upon 10 working days advance written notice.



Payment AddressRGS



RGS STAFF


David Hill IT Consultant $75.00 Expenses related to performing services in the County of Lassen (i.e., travel to and from location, lodging) will be billed to County and County will reimburse RGS. Federal Per Diem and mileage rates shall apply.

The start date for the services to be performed is November 1, 2012, and this agreement is anticipated to remain in force through December 31, 2012. The total amount of the contract is not to exceed $9,000.


Exhibit B

Scope of Services

IT Assessment and Planning Proposal for Lassen County The purpose of this proposal is to inform Lassen County leadership on the current status, issues and opportunities for its technology program by providing:

1) Operations plan during the interim while a new IT manager is being selected, (keep Lassen County running),

2) Tactical plans (one year) to address identified immediate issues and leverage any current opportunities

3) Multi-year plan (2 -3 years) that expresses the business needs of departments; the identified needed the county infrastructure and aligns with the policies and strategies necessary to implement the plan.




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: RICHARD H. AVERETT, Executive Director Item: 3F SUBJECT: CLIENT SERVICES – LIVERMORE AREA RECREATION AND PARK

DISTRICT RECOMMENDATION Approve authorizing the Executive Director to execute a management services agreement to perform services for Livermore Area Recreation and Park District (LARPD). BACKGROUND LARPD has requested the JPAs provide Human Resources Director and Human Resources Manager services for the agency. The JPAs have assigned two employees to this project, both of whom have been assigned to serve other RGS clients. The JPAs began providing services on September 24, 2012 and services are expected to continue through the end of September, 2013. FISCAL IMPACT The hourly rate charged the Agency for services is sufficient to pay all salary, benefit, insurance and administrative costs of the JPA.

Agreement For Management and Administrative Services Page 1 of 15 Between Livermore Area Recreation & Park District and Regional Government Services Authority September 2012
















Business: 831/308-1508 Fax: 831/308-1509


Agreement for Management and Administrative Services This Agreement for Management Services (“Agreement”) is made and entered into as of the 24th day of September 2012, by and between Livermore Area Recreation and Park District, an Independent Special District (“Agency”), and Regional Government Services Authority (RGS), a joint powers authority, (each individually a “Party” and, collectively, the “Parties”).


RECITALS





Services





. RGS shall assign only competent personnel to perform services pursuant to this Agreement. In the event that Agency, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, RGS shall reassign such person or persons. RGS’s Executive Director will notify Agency’s Chief Executive Officer in writing prior to assigning a different RGS employee to provide services other than the initial RGS Staff identified on Exhibit A.


1.3 Time

. RGS shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in above and to satisfy RGS’s obligations hereunder in Exhibit A.









.




5.3 Agency shall not have the ability to direct how services are to be performed, specify the location where services are to be performed, or establish set hours or days for performance of services, except as set forth in Exhibit A.





6.1 Workers’ Compensation. RGS shall, at its sole cost and expense, maintain statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for any and all persons employed directly or indirectly by RGS. The statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative, RGS may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. The insurer, if insurance is provided, or RGS, if a program of self-insurance is provided, shall waive all rights of subrogation against the Agency and its officers, officials, employees, and volunteers for loss arising from work performed under this Agreement where the subject loss is not proximately


caused by the actions of or failure to act by an Agency officer, agent or employee or any person or entity other than the parties to the agreement. An endorsement shall state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits, except after 15 days' prior written notice has been given to the Agency.






























6.4.4 Variation.








6.5 Remedies.



• Order RGS to stop work under this Agreement or withhold any payment that becomes due hereunder, or both stop work and withhold any payment, until RGS demonstrates compliance with the requirements hereof; and/or



7.1 Governing Law.















of this Agreement, or termination as provided herein, RGS shall return materials which contain any confidential information to Agency. For purposes of this paragraph, confidential information is defined as all information disclosed to RGS which relates to Agency past, present, and future activities, as well as activities under this Agreement, which information is not otherwise of public record under California law. In the event a third party makes a request—whether pursuant to the California Public Records Act, subpoena or otherwise—for access to any Agency records then in the possession of RGS, (1) in the event such request clearly specifies Agency records, RGS shall immediately, and in no event more than twelve (12) hours from the time of its receipt, notify Agency of the receipt of the request; provided, (2) in any instance where such request does not specifically identify or is not limited to the Agency’s records, RGS shall as soon as reasonably possible after it determines that Agency’s records are responsive to such request, and in no event more than twenty-four (24) hours from the time of said determination, notify Agency of the receipt of the request. Any notification required pursuant to this section may be given by telephone or email. To the extent consistent with RGS’s legal obligations under any applicable law, RGS (i) shall consider advice from Agency as to whether said materials or information are exempt from disclosure, and (ii) shall refrain from any disclosure of such materials or information until Agency has had a reasonable opportunity to seek injunctive relief against such disclosure from any court of competent jurisdiction. Notwithstanding the foregoing, in no event shall RGS be required by this Agreement to fail to satisfy its legal obligation to produce the records pursuant to applicable law.



8.4 Inspection and Audit of Records. Any records or documents that Section 8.2 of this Agreement requires RGS to maintain shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of the Agency. Under California Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds $10,000.00, the Agreement shall be subject to the examination and audit of the State Auditor, at the request of Agency or as part of any


audit of the Agency, for a period of 3 years after final payment under the Agreement.








. This Agreement shall be governed by the laws of the State of California and any suit or action initiated by either party shall be brought in Alameda County, California. In the event of litigation between the Parties hereto to enforce any provision of the Agreement, the prevailing Party shall be entitled to reasonable attorney’s fees and costs of litigation.

Section 13. Mediation

. Should any dispute arise out of this Agreement, the Parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Neither Party shall be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the Parties. If a mediated settlement is reached, neither Party shall be deemed the prevailing party for purposes of the settlement and each Party shall bear its own legal costs.






Section 15




. Neither party will nor through the action of its officers, directors, employees, agents or subcontractors assume undue risk for the other party. RGS will defend and indemnify Agency, and hold it harmless, from any claim, demand or liability that is related to, or results from the manner in which RGS has performed the services provided for under this Agreement. Thus, RGS’s indemnity obligations shall arise when any claim or demand is made against Agency which premises Agency’s liability, in whole or in part, upon any of the following:

a. the quality or character of the work of RGS’s officers, directors, employees, agents or subcontractors;



Further, RGS will defend and indemnify Agency, and hold it harmless, from any claim, demand or liability that is related to, or results from an assertion that as a result of providing services to Agency, an RGS employee or a person performing work pursuant to this Agreement is entitled to benefits from, or is covered by, the Social Security retirement system or the California Public Employee Retirement Systems. Notwithstanding the foregoing, however, RGS’s obligation for any payments to such a claimant shall be limited to those payments which Agency may be required to pay.



It is the intent of the parties here to define indemnity obligations that are related to or arise out of Agency’s actions as a governmental entity. Thus, Agency shall be required to indemnify and defend only under circumstances where a cause of action is stated against RGS, its employees or agents: a. which is unrelated to the skill or competence which they


have used in the performance of the duties delegated to them under this Agreement;

b. when the allegations in such cause of action do not suggest the active fraud or other misconduct of RGS, its employees, agents, or subcontractors; and

c. where an Agency employee, if he or she had been acting in a like capacity, otherwise would be acting within the scope of that employment. Whenever Agency owes a duty hereunder to indemnify RGS, its employees, agents or subcontractors, Agency further agrees to pay RGS a reasonable fee for all time spent by any RGS employee, or spent by any person who has performed work pursuant to this agreement, for the purpose of preparing for or testifying in any suit, action, or legal proceeding in connection with the services the assigned employee has provided under this Agreement.


Section 17 Notices.


Agency: Livermore Area Recreation and Park District 4444 East Avenue Livermore, CA 94550-5053 RGS: Regional Government Services Authority P. O. Box 1350 Carmel Valley, CA 93924


, 2012 Livermore Area Recreation and Park District

By: __________________________________ Tim Barry, General Manager APPROVED AS TO FORM: DATED: __________, 2012 By: Michael E. Kyle, Legal Counsel

_____





• Perform the full scope of human resources functions as assigned, to specifically include: counseling employees and supervisors on Human Resources matters, management of disciplinary matters, accurate interpretation and compliance with federal and state laws, open leave cases to include workers compensation, family medical leave, ADA, and pregnancy disability leave.

RGS shall assign an RGS employee or employees to serve as the Agency’s Human Resources Manager which position requires performing the functions as described below:

• Be reasonably available to perform the services during the normal work week, as agreed upon, including attendance at monthly evening Personnel Commission meetings and District Board Meetings (as requested by the General Manager).


• Other Duties - As part of the Agency job description(s) for this/these position(s). • Perform related work as required. Such employee(s) may perform services at the Agency offices available in Livermore or at other locations, with approximately 20 to 25 hours per week on-site at District offices. RGS will provide HR Manager Services for up to one year from the date services commence pursuant to this agreement, subject to the provisions of Section 2 related to termination.

1. Compensation.

Fees



2. Reimbursement of RGS’s Administrative Cost. The Agency shall

reimburse RGS for overhead as part of the hourly rate specified below, and direct external costs. Support overhead costs are those expenses necessary to administering this Agreement, including travel to and from the Agency offices, and are included in the hourly rate. Direct external costs will be invoiced to the


Agency when received and without mark-up. These external costs will be due upon receipt.

3. Terms of Payment

. RGS shall submit invoices monthly for the prior month’s services. Invoices shall be sent approximately 10 to 15 days in following the month for which services were provided and shall be delinquent if not paid within 20 days of receipt. Delinquent payments will be subject to a late payment carrying charge computed at a periodic rate of 1% per month, which is an annual percentage rate of 12%, which will be applied to any unpaid balance owed commencing 7 days after the payment due date. Additionally, in the event the Agency fails to pay any undisputed amounts due to RGS within 15 days after payment due date, then the Agency agrees that RGS shall have the right to consider said default a total breach of this Agreement and the duties of RGS under this Agreement may be terminated by RGS upon 10 working days advance written notice.



Payment AddressRGS



RGS STAFF


Jennifer Bower Maribeth Linhart

Human Resources Director Human Resources Manager

$155.00 per hour $96.00 per hour

The start date for the services to be performed is September 24, 2012, and this agreement is anticipated to remain in force through September 30, 2013. Actual consultant will begin services the week of October 22, 2012, with additional by phone telephone support available from 09/24/2012 through the week of 10/22/2012 and ongoing as needed by client.




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: GLENN LAZOF, Project Manager Item: 4A SUBJECT: FINANCIAL REPORT ANALYSIS RECOMMENDATION No action is required of the Executive Committee. These are informational, preliminary financial reports through September 2012 month-end, and are attached for review. All reports are draft and unaudited. Note that starting fiscal year total equity in the JPAs’ books has not been adjusted to match the preliminary FY2012 total equity. Staff is working with our auditors and financial services providers to determine the appropriate accruals for sick and administrative leave balances. P&L ANALYSIS Through September 2012, the net income for the JPAs was as follows:

• LGS net income equals -$39,463 for the fiscal-year-to-date (FYTD). The balance sheet shows Total Equity of $1,220,608.

• RGS net income equals $204,336 for the FYTD. The balance sheet shows Total Equity of $1,263,922.

• Combined LGS/RGS net income equals $164,873 for the 2013 FYTD. Combined Total Equity equals $2,484,530.

Accruals for earned but not paid leave time have been posted to the financials. Contributions for Other Post-Employment Benefits are set aside monthly, and will be allocated to clients prior to finalizing the fiscal year financial reports. The results shown are preliminary, unaudited estimates. Combined financial performance has continued to be positive since ‘turning the corner’ in March 2007, because increased client services revenue has outstripped more modestly increasing support expenses. However, those support costs have increased more markedly in the last two years in order to maintain service levels for a rapidly increasing customer and employee base. Support cost increases include outside accounting, actuarial and technology services, and office, HR, project management and analytical staff services. Several factors could dampen future financial performance:

1. Loss of a major client (with 10 or more assigned staff) would negatively impact financial performance. Gold Coast Health Plan separate from RGS at the end of August, 2012. MTC has reduced the number of assigned LGS staff positions in accordance with their decision to employ staff to handle the duties previously performed by LGS staff.

2. Several smaller client projects will be completed over the next several months. Normal attrition is expected to be replaced by new and repeat client project/interim work, as Executive Committee Members and staff continue to communicate to the public sector about JPA services.

3. Historically low interest rates have reduced earnings. For the last two years we were able to more than offset reduced earnings from traditional investment sources by ‘investing’ in client receivables and by maintaining a higher invested balance. These alternant investments have ended, for now, and we are back to 100 percent reliance on traditional investment sources with low yields. Market rates are expected to remain depressed for some time. We continue to explore other safe, alternative investments that fit our risk tolerance and business model.

2:16 PM 11/07/12 Accrual Basis

Regional Government Services Profit & Loss by Class July through September 2012

Page 1 of 6

Admin - JPAs Belvedere C - IV Calistoga Clearlake Marina

Ordinary Income/ExpenseIncome

440301 · Client Billings 0.00 32,332.31 69,702.00 40.00 33,635.57 32,760.00440400 · LGS - Admin. Services 250,154.33 0.00 0.00 0.00 0.00 0.00440410 · Client Administration Fees 0.00 0.00 0.00 0.00 0.00 0.00440420 · Finance Charges 0.00 0.00 0.00 0.00 0.00 0.00480000 · Miscellaneous Income 13,540.58 171.00 2,844.00 0.00 3,218.26 300.00

Total Income 263,694.91 32,503.31 72,546.00 40.00 36,853.83 33,060.00

Gross Profit 263,694.91 32,503.31 72,546.00 40.00 36,853.83 33,060.00

Expense511010 · Salaries - Regular 156,000.75 26,561.16 51,163.02 30.00 26,066.25 25,206.00511072 · Salaries - Nonbillable 0.00 0.00 0.00 0.00 0.00 0.00512002 · Medicare Employer Expense 2,266.92 385.14 752.22 0.42 377.96 365.49512003 · Workers' Comp Exp clerical 18,258.00 0.00 0.00 0.00 0.00 0.00512004 · Employee Assistance Program 2,166.50 0.00 0.00 0.00 0.00 0.00512005 · Health Insurance Expense 3,507.84 0.00 0.00 4.41 0.00 0.00512006 · Dental Insurance Expense 482.43 0.00 349.32 0.00 0.00 0.00512007 · Vision Insurance Expense 97.48 0.00 66.48 0.00 0.00 0.00512008 · Life Insurance Expense 158.38 0.00 167.10 0.00 0.00 0.00512009 · Long Term Disability Expense 262.80 0.00 286.44 0.00 0.00 0.00512010 · Stars 457 Expense 0.00 0.00 0.00 0.00 0.00 0.00512011 · Stars 401A Expense 17,908.49 2,656.13 4,774.32 3.00 2,606.63 2,418.00512014 · Short Term Disability Expense 174.04 0.00 284.28 0.00 0.00 0.00512018 · FSA Health & Day Care Expense 243.30 0.00 0.00 0.00 0.00 0.00520104 · Telephone/Internet 1,591.23 0.00 0.00 0.00 0.00 0.00520105 · Cell Phones 114.92 0.00 0.00 0.00 0.00 0.00520107 · ADP Payroll Fees 5,093.68 0.00 0.00 0.00 0.00 0.00520201 · Office Supplies 27.21 0.00 0.00 0.00 0.00 0.00520202 · Bank Fees & Services 1,363.82 0.00 0.00 0.00 0.00 0.00520204 · Printing & Postage 741.09 0.00 0.00 0.00 0.00 0.00520302 · Legal Services 7,759.37 171.00 0.00 0.00 219.00 0.00520320 · Professional Services 41,752.80 0.00 0.00 0.00 0.00 0.00520501 · Professional Dues & Membership 4,571.00 0.00 0.00 0.00 0.00 0.00520503 · Conferences & Meetings 11,965.07 0.00 0.00 0.00 0.00 0.00520504 · Publications 494.00 0.00 0.00 0.00 0.00 0.00520701 · General Liability Insurance Exp 65,493.00 0.00 0.00 0.00 0.00 0.00520801 · Mileage Reimbursement 832.07 0.00 0.00 0.00 1,078.00 0.00520803 · Travel Reimbursement 467.72 0.00 3,821.83 0.00 2,156.00 0.00520805 · Supplies & Meals Reimbursement 298.95 0.00 0.00 0.00 0.00 0.00520904 · Computer Install & Maintenance 1,542.59 0.00 0.00 0.00 0.00 0.00522798 · Miscellaneous Expense 0.00 0.00 0.00 0.00 0.00 0.00

Total Expense 345,635.45 29,773.43 61,665.01 37.83 32,503.84 27,989.49

Net Ordinary Income -81,940.54 2,729.88 10,880.99 2.17 4,349.99 5,070.51

Other Income/ExpenseOther Expense

529995 · Retrospective Gen Liab/WorkComp 0.00 0.00 0.00 0.00 0.00 0.00529996 · Attributed OPEB Expense 20,751.00 0.00 0.00 0.00 0.00 0.00529997 · Unallocated Admin. Svcs - RGS -81,940.54 0.00 0.00 0.00 0.00 0.00529999 · Allocated Unbillable Expenses 0.00 1,344.32 3,000.47 1.65 1,524.26 1,367.35

Total Other Expense -61,189.54 1,344.32 3,000.47 1.65 1,524.26 1,367.35

Net Other Income 61,189.54 -1,344.32 -3,000.47 -1.65 -1,524.26 -1,367.35

Net Income -20,751.00 1,385.56 7,880.52 0.52 2,825.73 3,703.16



Page 2 of 6


440301 · Client Billings440400 · LGS - Admin. Services440410 · Client Administration Fees440420 · Finance Charges480000 · Miscellaneous Income

Total Income

Gross Profit

Expense511010 · Salaries - Regular511072 · Salaries - Nonbillable512002 · Medicare Employer Expense512003 · Workers' Comp Exp clerical512004 · Employee Assistance Program512005 · Health Insurance Expense512006 · Dental Insurance Expense512007 · Vision Insurance Expense512008 · Life Insurance Expense512009 · Long Term Disability Expense512010 · Stars 457 Expense512011 · Stars 401A Expense512014 · Short Term Disability Expense512018 · FSA Health & Day Care Expense520104 · Telephone/Internet520105 · Cell Phones520107 · ADP Payroll Fees520201 · Office Supplies520202 · Bank Fees & Services520204 · Printing & Postage520302 · Legal Services520320 · Professional Services520501 · Professional Dues & Membership520503 · Conferences & Meetings520504 · Publications520701 · General Liability Insurance Exp520801 · Mileage Reimbursement520803 · Travel Reimbursement520805 · Supplies & Meals Reimbursement520904 · Computer Install & Maintenance522798 · Miscellaneous Expense

Total Expense

Net Ordinary Income


529995 · Retrospective Gen Liab/WorkComp529996 · Attributed OPEB Expense529997 · Unallocated Admin. Svcs - RGS529999 · Allocated Unbillable Expenses

Total Other Expense

Net Other Income

Net Income

Menlo Park Rocklin Colma Corte Madera Cotati Dublin

27,280.00 24,476.99 3,843.00 301.08 425.00 21,099.780.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 167.00

27,280.00 24,476.99 3,843.00 301.08 425.00 21,266.78

27,280.00 24,476.99 3,843.00 301.08 425.00 21,266.78

21,700.00 17,660.49 3,150.00 250.00 255.38 14,932.500.00 0.00 0.00 0.00 0.00 0.00

314.66 256.07 45.68 3.63 3.62 216.520.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 30.43 0.000.00 0.00 0.00 0.00 0.90 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

2,170.00 1,510.54 315.00 25.00 25.50 1,493.250.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 167.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

24,184.66 19,427.10 3,510.68 278.63 315.83 16,809.27

3,095.34 5,049.89 332.32 22.45 109.17 4,457.51

0.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

1,128.29 1,012.36 158.94 12.45 17.58 879.58

1,128.29 1,012.36 158.94 12.45 17.58 879.58

-1,128.29 -1,012.36 -158.94 -12.45 -17.58 -879.58

1,967.05 4,037.53 173.38 10.00 91.59 3,577.93



Page 3 of 6



Total Income

Gross Profit


Total Expense

Net Ordinary Income



Total Other Expense

Net Other Income

Net Income

GCHP Gilroy La Canada Larkspur LGS - TAM Marin Transit

984,122.82 100.00 9,112.04 18,074.77 0.00 285,055.240.00 0.00 0.00 0.00 -834.31 0.00

18,257.49 0.00 0.00 0.00 43,800.00 -219,000.000.00 0.00 0.00 0.00 0.00 0.00

104,805.16 0.00 300.00 0.00 0.00 777.60

1,107,185.47 100.00 9,412.04 18,074.77 42,965.69 66,832.84

1,107,185.47 100.00 9,412.04 18,074.77 42,965.69 66,832.84

652,861.84 96.67 5,608.47 13,145.59 35,204.39 53,700.1213,195.00 0.00 0.00 0.00 1,350.00 6,300.00

9,382.46 1.40 81.33 188.04 518.14 785.170.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

78,226.99 0.00 0.00 925.29 0.00 71.865,687.16 0.00 0.00 100.35 349.32 -904.402,138.86 0.00 0.00 0.00 66.48 45.841,566.32 0.00 0.00 0.00 107.04 78.302,698.72 0.00 0.00 0.00 184.20 133.74

0.00 0.00 0.00 0.00 0.00 0.0062,053.36 8.00 560.85 1,310.25 5,007.32 5,210.61

2,587.14 0.00 0.00 0.00 178.80 132.720.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

23,003.45 0.00 0.00 0.00 0.00 424.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

7,446.18 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

39,910.95 0.00 0.00 0.00 0.00 0.00

900,758.43 106.07 6,250.65 15,669.52 42,965.69 65,977.96

206,427.04 -6.07 3,161.39 2,405.25 0.00 854.88

0.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

45,792.65 4.14 389.28 747.56 1,811.55 2,764.17

45,792.65 4.14 389.28 747.56 1,811.55 2,764.17

-45,792.65 -4.14 -389.28 -747.56 -1,811.55 -2,764.17

160,634.39 -10.21 2,772.11 1,657.69 -1,811.55 -1,909.29



Page 4 of 6



Total Income

Gross Profit


Total Expense

Net Ordinary Income



Total Other Expense

Net Other Income

Net Income

Menlo Park FPD MERA MGSA Milbrae MTC Nevada City

64,783.02 22,500.00 62,900.12 22,750.00 56,692.73 16,438.020.00 0.00 0.00 0.00 -9,320.02 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

1,568.60 0.00 2,446.03 0.00 960.00 0.00

66,351.62 22,500.00 65,346.15 22,750.00 48,332.71 16,438.02

66,351.62 22,500.00 65,346.15 22,750.00 48,332.71 16,438.02

51,563.80 17,634.60 49,671.00 18,200.00 30,680.05 13,385.010.00 0.00 0.00 0.00 2,788.00 0.00

747.69 255.72 721.90 263.90 434.22 194.090.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 1,145.48 0.00 8,441.58 0.000.00 0.00 116.48 0.00 1,081.26 0.000.00 0.00 30.56 0.00 238.44 0.000.00 0.00 41.76 0.00 31.32 0.000.00 0.00 71.24 0.00 53.04 0.000.00 0.00 0.00 0.00 0.00 0.00

5,038.41 1,763.46 4,967.11 1,820.00 2,947.77 1,338.500.00 0.00 70.72 0.00 52.62 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

351.30 0.00 0.00 0.00 178.30 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 369.08 0.00 345.90 0.000.00 0.00 333.23 0.00 907.19 0.000.00 0.00 313.39 0.00 153.02 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

57,701.20 19,653.78 57,851.95 20,283.90 48,332.71 14,917.60

8,650.42 2,846.22 7,494.20 2,466.10 0.00 1,520.42

0.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

2,744.27 930.59 2,702.68 940.93 2,384.49 679.87

2,744.27 930.59 2,702.68 940.93 2,384.49 679.87

-2,744.27 -930.59 -2,702.68 -940.93 -2,384.49 -679.87

5,906.15 1,915.63 4,791.52 1,525.17 -2,384.49 840.55



Page 5 of 6



Total Income

Gross Profit


Total Expense

Net Ordinary Income



Total Other Expense

Net Other Income

Net Income

Portola Valley Rohnert Park San Carlos San Rafael Santa Clara Sausalito

45,833.48 21,802.50 0.00 19,470.74 21,276.40 45,249.990.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

382.00 0.00 0.00 146.58 128.00 0.00

46,215.48 21,802.50 0.00 19,617.32 21,404.40 45,249.99

46,215.48 21,802.50 0.00 19,617.32 21,404.40 45,249.99

32,597.00 14,629.28 0.00 12,551.07 16,340.00 35,460.000.00 0.00 0.00 0.00 0.00 0.00

472.66 205.66 0.00 182.35 236.93 514.200.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 2,337.25 0.00 1,718.22 0.00 0.000.00 219.58 0.00 174.72 0.00 174.720.00 0.00 0.00 45.84 0.00 45.840.00 0.00 0.00 42.66 0.00 0.000.00 0.00 0.00 72.96 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

3,259.70 1,453.50 0.00 1,238.27 1,634.00 3,375.000.00 0.00 0.00 72.42 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

249.00 0.00 0.00 0.00 128.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 146.58 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

36,578.36 18,845.27 146.58 16,098.51 18,338.93 39,569.76

9,637.12 2,957.23 -146.58 3,518.81 3,065.47 5,680.23

0.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 0.00 0.00

1,911.45 901.74 0.00 811.36 885.28 1,871.52

1,911.45 901.74 0.00 811.36 885.28 1,871.52

-1,911.45 -901.74 0.00 -811.36 -885.28 -1,871.52

7,725.67 2,055.49 -146.58 2,707.45 2,180.19 3,808.71



Page 6 of 6



Total Income

Gross Profit


Total Expense

Net Ordinary Income



Total Other Expense

Net Other Income

Net Income

StarsTwin Cities Police

Authority VCTC2 Yountville TOTAL

0.00 1,359.26 7,636.00 68,099.27 2,019,152.130.00 0.00 0.00 0.00 240,000.000.00 0.00 0.00 0.00 -156,942.510.00 0.00 0.00 0.00 0.000.00 139.00 189.00 426.00 132,508.81

0.00 1,498.26 7,825.00 68,525.27 2,234,718.43

0.00 1,498.26 7,825.00 68,525.27 2,234,718.43

1,752.86 928.91 5,060.00 50,356.11 1,454,402.320.00 0.00 0.00 0.00 23,633.00

25.75 13.14 73.37 730.19 21,016.640.00 0.00 0.00 0.00 18,258.000.00 0.00 0.00 0.00 2,166.50

89.77 114.45 0.00 1,468.80 98,082.3710.21 10.03 0.00 174.72 8,026.80

1.94 0.00 0.00 0.00 2,777.764.34 0.00 0.00 0.00 2,197.227.20 0.00 0.00 0.00 3,770.340.00 0.00 0.00 0.00 0.00

240.97 92.46 506.00 5,023.61 144,755.014.75 0.00 0.00 0.00 3,557.490.00 0.00 0.00 0.00 243.300.00 0.00 0.00 0.00 1,591.230.00 0.00 0.00 0.00 114.920.00 0.00 0.00 0.00 5,093.680.00 0.00 0.00 0.00 27.210.00 0.00 0.00 0.00 1,363.820.00 0.00 0.00 0.00 741.090.00 149.00 189.00 181.00 33,169.420.00 0.00 0.00 0.00 41,752.800.00 0.00 0.00 0.00 4,571.000.00 0.00 0.00 0.00 11,965.070.00 0.00 0.00 0.00 494.000.00 0.00 0.00 0.00 65,493.000.00 0.00 0.00 0.00 2,771.630.00 0.00 0.00 0.00 15,132.150.00 0.00 0.00 245.00 1,010.360.00 0.00 0.00 0.00 1,542.590.00 0.00 0.00 0.00 39,910.95

2,137.79 1,307.99 5,828.37 58,179.43 2,009,631.67

-2,137.79 190.27 1,996.63 10,345.84 225,086.76

0.00 0.00 0.00 0.00 0.000.00 0.00 0.00 0.00 20,751.000.00 0.00 0.00 0.00 -81,940.540.00 61.97 323.64 2,834.15 81,940.54

0.00 61.97 323.64 2,834.15 20,751.00

0.00 -61.97 -323.64 -2,834.15 -20,751.00

-2,137.79 128.30 1,672.99 7,511.69 204,335.76


Regional Government Services Balance Sheet

As of September 30, 2012

Page 1 of 1

Sep 30, 12

ASSETSCurrent Assets

Checking/Savings110010 · Wells Fargo - Cash 128,586.72110030 · LAIF Account 165,147.84110040 · CalTRUST Medium Term Fund 2,787,179.21110050 · CalTRUST Short Term Fund 429,286.39

Total Checking/Savings 3,510,200.16

Accounts Receivable131130 · Accounts Receivable 872,564.41

Total Accounts Receivable 872,564.41

Other Current Assets120010 · Prepaid Insurance 251,249.00131131 · Accounts Receivable - Misc 3,081.56

Total Other Current Assets 254,330.56

Total Current Assets 4,637,095.13

Other Assets160001 · Workers Comp Deposits/Credits 4,280.00

Total Other Assets 4,280.00

TOTAL ASSETS 4,641,375.13

LIABILITIES & EQUITYLiabilities

Current LiabilitiesAccounts Payable

220010 · Accounts Payable 15,124.35220013 · Accounts Payable MSA 335,000.00

Total Accounts Payable 350,124.35

Other Current Liabilities214060 · Due to LGS 2,151,302.19214070 · Due To/From MSA -150,301.00221003 · 457/401A Retirement Liability 19,307.19221006 · FSA Liability -4,527.00221015 · Health Insurance Liability -19,001.40221016 · Long Term Disability Liability -146.11221017 · Short Term Disability Liability -76.90221023 · Dental Insurance Liability -12,651.71221024 · Vision Insurance Liability -1,128.00221025 · Life Insurance/AD&D Liability -113.67230060 · Accrued Salaries, Wages & Taxes 136,577.42240010 · Deferred Revenue 220,660.66250001 · Accrued Vacation, Sick, Admin 353,238.61

Total Other Current Liabilities 2,693,140.28

Total Current Liabilities 3,043,264.63

Long Term Liabilities260001 · Gen Liab Ins Claims Payable 120,434.00260002 · Other Post Employment Benefits 213,755.00

Total Long Term Liabilities 334,189.00

Total Liabilities 3,377,453.63

Equity370000 · Fund Bal Unreserved/Unrestrictd 468,444.163900 · Retained Earnings 591,141.58Net Income 204,335.76

Total Equity 1,263,921.50

TOTAL LIABILITIES & EQUITY 4,641,375.13




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: GLENN LAZOF, Project Manager Item: 4B SUBJECT: PAYMENTS MADE JULY 2012 THROUGH SEPTEMBER 2012 RECOMMENDATION Review and approve expenditures made by the JPA for the period(s) indicated. BACKGROUND The Executive Committee reviews and approves expenditures made by the JPA on a monthly basis. This approval process is a component of the JPA’s internal controls. The following procedures are being implemented to maintain effective internal controls.

1. Invoices are received by staff or the JPA fiscal agent, McGilloway Ray Brown & Kaufman Accounting and Consulting (MRBK);

2. The fiscal agent reviews for accuracy, including reviewing payments for employee benefits against payroll and employee census data, and prepares checks and supporting documentation for Executive Director;

3. Invoices are approved for payment by the Executive Director; 4. The Executive Director reviews and signs/authorizes the check or electronic payment; 5. MRBK prepares and submits to our bank, Wells Fargo, a wire transfer record, and the

Executive Director or his designee electronically reviews and approves each wire; and 6. All payments are brought to the next Executive Committee meeting for review and approval.

FISCAL IMPACT The net impact of all payments and deposits made this period maintains a minimal bank cash balance consistent with meeting funding obligations, while maximizing interest earnings in the Local Agency Investment Fund (LAIF) and CalTrust medium term and short term investment pools. Note that any apparent negative bank balances at the end of a month are due to timing of expenses consistent with accrual accounting. Staff seeks to minimize bank charges at all times. The fiscal impact of approving the attached list of expenditures is included in the approved FY2013 budget or in subsequently approved action by the Executive Committee.

Regional Government Services Account QuickReport


Page 1 of 9

Type Date Num Name Memo Clr Amount Balance

110010 · Wells Fargo - Cash 62,141.47Bill Pmt -Check 07/01/2012 2950 Keenan Associates Invoice 139116 √ -28,500.00 33,641.47Bill Pmt -Check 07/01/2012 2951 Keenan Associates Invoice 139265 √ -50,045.00 -16,403.53Bill Pmt -Check 07/01/2012 2952 Keenan Associates Invoice 139265 √ -62,256.00 -78,659.53Payment 07/02/2012 057214 Larkspur √ 3,950.00 -74,709.53Payment 07/02/2012 057214 Twin Cities Police Authority √ 360.00 -74,349.53Payment 07/02/2012 058870 City of Clearlake √ 10,350.68 -63,998.85Payment 07/02/2012 2152 GCHP √ 19,563.05 -44,435.80Payment 07/02/2012 029713 VCTC2 √ 108.00 -44,327.80Payment 07/02/2012 296093 Walnut Creek √ 10,606.40 -33,721.40Payment 07/02/2012 35845 Colma √ 1,952.00 -31,769.40Payment 07/02/2012 2000434249 MGSA √ 6,546.45 -25,222.95Check 07/02/2012 EFT LGS ZBA Transfer √ -4,649.56 -29,872.51Payment 07/03/2012 2000434486 Marin Transit District √ 23,416.97 -6,455.54Payment 07/03/2012 2000434486 MGSA √ 17,369.05 10,913.51Check 07/03/2012 EFT ADP Net Checks 06/30 Payroll √ -190,064.49 -179,150.98Transfer 07/03/2012 Funds Transfer √ -190,000.00 -369,150.98Transfer 07/06/2012 Funds Transfer √ 350,000.00 -19,150.98Check 07/06/2012 EFT LGS ZBA Transfer √ -105,120.50 -124,271.48Payment 07/09/2012 010925 Menlo Park FPD √ 14,735.61 -109,535.87Payment 07/09/2012 022299 Nevada City √ 946.74 -108,589.13Payment 07/09/2012 133825 Sausalito √ 15,083.33 -93,505.80Payment 07/09/2012 206903 Rohnert Park √ 6,620.00 -86,885.80Payment 07/09/2012 57219 MTC √ 24,610.41 -62,275.39Payment 07/09/2012 8004956 Consortium IV √ 31,509.89 -30,765.50Payment 07/09/2012 172471 City of Menlo Park √ 10,912.00 -19,853.50Payment 07/09/2012 2181 GCHP √ 375,000.00 355,146.50Deposit 07/09/2012 Deposit √ 294,838.54 649,985.04Check 07/09/2012 EFT LGS ZBA Transfer √ -32,122.14 617,862.90Check 07/09/2012 EFT ADP FWH/SWH/MED 06/30 Payroll √ -55,256.09 562,606.81Check 07/10/2012 EFT LGS ZBA Transfer √ -6,382.62 556,224.19Check 07/10/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -25,342.89 530,881.30Check 07/10/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -9,717.23 521,164.07Transfer 07/10/2012 Funds Transfer √ -300,000.00 221,164.07Check 07/11/2012 EFT LGS ZBA Transfer √ -175.65 220,988.42Check 07/11/2012 EFT Wells Fargo Bank Service Charge √ -207.89 220,780.53Check 07/12/2012 EFT LGS ZBA Transfer √ -30,150.35 190,630.18Check 07/12/2012 EFT Flex-Plan Services Inc August Transit Passes prepaid √ -1,316.00 189,314.18Transfer 07/12/2012 Funds Transfer √ -335,000.00 -145,685.82Payment 07/13/2012 038743 Yountville √ 19,203.14 -126,482.68



Page 2 of 9


Deposit 07/13/2012 Deposit √ 15,536.66 -110,946.02Check 07/13/2012 EFT LGS ZBA Transfer √ -406.43 -111,352.45Check 07/13/2012 EFT ADP Fees Payroll Fees √ -551.59 -111,904.04Check 07/17/2012 EFT LGS ZBA Transfer √ -54,548.98 -166,453.02Payment 07/19/2012 57351 La Canada √ 320.00 -166,133.02Payment 07/19/2012 17653 Dublin √ 15,979.50 -150,153.52Payment 07/19/2012 296511 Walnut Creek √ 495.00 -149,658.52Payment 07/19/2012 17582 Dublin √ 3,796.96 -145,861.56Deposit 07/19/2012 Deposit √ 14,288.00 -131,573.56Transfer 07/19/2012 Funds Transfer √ 40,000.00 -91,573.56Check 07/19/2012 EFT LGS ZBA Transfer √ -105,160.94 -196,734.50Check 07/19/2012 EFT ADP Net Checks 07/15 Payroll √ -195,613.55 -392,348.05Check 07/19/2012 EFT ADP FWH/SWH/MED 07/15 Payroll √ -57,659.79 -450,007.84Transfer 07/20/2012 Funds Transfer √ 480,000.00 29,992.16Check 07/20/2012 EFT LGS ZBA Transfer √ -30,954.86 -962.70Check 07/20/2012 EFT ADP Fees Payroll Fees √ -7.30 -970.00Payment 07/23/2012 011020 Menlo Park FPD √ 14,732.36 13,762.36Payment 07/23/2012 70030000754 MERA √ 7,500.00 21,262.36Payment 07/23/2012 225915 Millbrae √ 8,600.00 29,862.36Payment 07/23/2012 290187 San Rafael √ 4,500.00 34,362.36Check 07/23/2012 EFT LGS ZBA Transfer √ -6,050.20 28,312.16Check 07/23/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -26,189.71 2,122.45Check 07/23/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -10,015.79 -7,893.34Check 07/23/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -277.60 -8,170.94Deposit 07/24/2012 Deposit √ 1,288.23 -6,882.71Check 07/25/2012 2961 CalPERS VOID: Customer ID 2420120580 Aug Invoice 0.00 -6,882.71Check 07/25/2012 2962 Allied Administrators Aug Premium Employer ID #79360-7917-7155 √ -7,031.45 -13,914.16Check 07/25/2012 2964 Vision Service Plan Augl premiums 12 275218 0002 √ -1,195.18 -15,109.34Bill Pmt -Check 07/25/2012 2965 US Bank Charges6/05 to 7/05 for statement cut off 07/06/2 √ -16,582.21 -31,691.55Bill Pmt -Check 07/25/2012 2966 McGilloway, Ray, Brown & Kaufman √ -9,009.45 -40,701.00Check 07/25/2012 2967 Myrna Lebert June Expenses √ -2,062.60 -42,763.60Check 07/25/2012 2970 Allied Administrators July Addtl Premium Employer ID #79360-7917-71 √ -2,112.63 -44,876.23Deposit 07/26/2012 Deposit √ 165,000.00 120,123.77Payment 07/26/2012 2000438907 Marin Transit District √ 24,206.31 144,330.08Payment 07/27/2012 38814 Yountville √ 15,734.68 160,064.76Check 07/27/2012 EFT LGS ZBA Transfer √ -24,668.44 135,396.32Check 07/27/2012 EFT ADP Net Checks Wire to replace P.Bernal void check √ -1,288.23 134,108.09Check 07/27/2012 EFT ADP Fees Payroll Fees √ -514.81 133,593.28Transfer 07/27/2012 Funds Transfer √ -145,000.00 -11,406.72Deposit 07/30/2012 Deposit √ 87,493.00 76,086.28



Page 3 of 9


Payment 07/30/2012 2000439611 Marin Transit District √ 1,197.40 77,283.68Deposit 07/30/2012 Deposit √ 45,879.22 123,162.90Deposit 07/30/2012 Deposit √ 16,772.80 139,935.70Payment 07/30/2012 065496 City of Marina √ 13,203.75 153,139.45Payment 07/30/2012 57583 MTC √ 14,927.06 168,066.51Payment 07/30/2012 2278 GCHP √ 83,918.44 251,984.95Payment 07/30/2012 134027 Sausalito √ 15,083.33 267,068.28Check 07/30/2012 EFT LGS ZBA Transfer √ -6,203.29 260,864.99Bill Pmt -Check 07/31/2012 2953 Terry Reomer Invoice 5-2012 (May 21 and June 5 Charges) √ -312.00 260,552.99Check 07/31/2012 2954 Sandra Sato June Expenses √ -924.00 259,628.99Check 07/31/2012 2956 Jefferson Kise June Expenses √ -150.96 259,478.03Check 07/31/2012 2957 Mark Jones June Expenses √ -498.92 258,979.11Check 07/31/2012 2958 Richard Averett June Expenses √ -479.17 258,499.94Check 07/31/2012 2959 Jeff Rawles June Expenses √ -681.45 257,818.49Check 07/31/2012 2968 Glen Lazoff Jul Expenses √ -317.72 257,500.77Check 07/31/2012 2969 Jeff Rawles July Expenses √ -270.15 257,230.62Bill Pmt -Check 07/31/2012 2971 Claremont Invoice 26945 Jul EAP √ -355.50 256,875.12Bill Pmt -Check 07/31/2012 2972 Claremont Invoice 27213 Aug EAP √ -355.50 256,519.62Payment 07/31/2012 2000439863 TAM √ 326.42 256,846.04Bill Pmt -Check 07/31/2012 2974 Flex-Plan Services Inc Inv 200206 Jul Bene Cards √ -122.20 256,723.84Bill Pmt -Check 07/31/2012 2976 US Bank Charges 7/5 to 8/4 for statement cut off 08/06/201 √ -17,633.32 239,090.52Bill Pmt -Check 07/31/2012 2980 McGilloway, Ray, Brown & Kaufman √ -9,533.35 229,557.17Transfer 07/31/2012 Funds Transfer √ -260,000.00 -30,442.83Check 07/31/2012 3013 Flex-Plan Services, Inc. To Pay to actual -817.00 -31,259.83Deposit 08/01/2012 Deposit √ 2,431.29 -28,828.54Check 08/01/2012 EFT LGS ZBA Transfer √ -8,349.48 -37,178.02Payment 08/02/2012 4868 SBWMA √ 1,046.25 -36,131.77Bill Pmt -Check 08/05/2012 2960 Klein Friedlander √ -6,734.00 -42,865.77Payment 08/06/2012 226123 Millbrae √ 8,730.00 -34,135.77Payment 08/06/2012 36078 Colma √ 2,196.00 -31,939.77Payment 08/06/2012 2323 GCHP √ 62,365.78 30,426.01Payment 08/06/2012 22399 Nevada City √ 3,801.80 34,227.81Payment 08/06/2012 165210 City of Gilroy √ 2,450.00 36,677.81Payment 08/06/2012 057622 Larkspur √ 649.46 37,327.27Payment 08/06/2012 057622 Twin Cities Police Authority √ 180.00 37,507.27Payment 08/06/2012 59001 City of Clearlake √ 13,603.65 51,110.92Payment 08/06/2012 29812 VCTC2 √ 6,066.00 57,176.92Payment 08/06/2012 011052 Menlo Park FPD √ 8,317.48 65,494.40Payment 08/06/2012 2000440903 MGSA √ 1,139.40 66,633.80Deposit 08/06/2012 Deposit √ 3,279.00 69,912.80



Page 4 of 9


Deposit 08/06/2012 Deposit √ 1,713.80 71,626.60Transfer 08/06/2012 Funds Transfer √ 98,000.00 169,626.60Check 08/06/2012 EFT LGS ZBA Transfer √ -152,207.39 17,419.21Check 08/06/2012 EFT ADP Net Checks 7/31 Payroll √ -224,443.78 -207,024.57Check 08/06/2012 EFT ADP FWH/SWH/MED 07/15 Payroll √ -66,524.52 -273,549.09Transfer 08/07/2012 Funds Transfer √ 325,000.00 51,450.91Check 08/07/2012 EFT LGS ZBA Transfer √ -6,575.08 44,875.83Check 08/07/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -29,904.80 14,971.03Check 08/07/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -11,074.96 3,896.07Transfer 08/07/2012 Funds Transfer √ -82,000.00 -78,103.93Check 08/07/2012 EFT ADP Fees Payroll Fees √ -19.80 -78,123.73Check 08/07/2012 EFT Wells Fargo Bank Service Charge √ -279.77 -78,403.50Payment 08/10/2012 172957 City of Menlo Park √ 5,368.00 -73,035.50Payment 08/10/2012 38884 Yountville √ 422.36 -72,613.14Bill Pmt -Check 08/10/2012 2977 Employment Research Services 28957 √ -2,601.70 -75,214.84Bill Pmt -Check 08/10/2012 2978 Bartel Associates VOID: Invoice 12-518 Work on Defined Benefit P √ 0.00 -75,214.84Bill Pmt -Check 08/10/2012 2979 Bartel Associates Invoice 12-518 Work on Defined Benefit Plan √ -2,050.00 -77,264.84Transfer 08/10/2012 Funds Transfer √ 5,000.00 -72,264.84Check 08/10/2012 EFT LGS ZBA Transfer √ -19.80 -72,284.64Payment 08/13/2012 2070000019 Marin Transit District √ 217,500.00 145,215.36Payment 08/13/2012 57870 MTC √ 4,929.37 150,144.73Payment 08/13/2012 14834 Calistoga √ 21.65 150,166.38Payment 08/13/2012 290795 San Rafael √ 1,322.74 151,489.12Check 08/13/2012 EFT LGS ZBA Transfer √ -36,206.45 115,282.67Check 08/14/2012 EFT LGS ZBA Transfer √ -27,030.38 88,252.29Check 08/14/2012 EFT CalPERS PERS EFT √ -37,190.33 51,061.96Check 08/14/2012 EFT Flex-Plan Services Inc Sep Transit Passes prepaid √ -846.00 50,215.96Check 08/15/2012 EFT LGS ZBA Transfer √ -4,311.59 45,904.37Check 08/16/2012 EFT LGS ZBA Transfer √ -1,020.88 44,883.49Check 08/16/2012 EFT LGS ZBA Transfer √ -2,165.32 42,718.17Payment 08/17/2012 18009 Dublin √ 2,797.76 45,515.93Payment 08/17/2012 165413 City of Gilroy √ 50.00 45,565.93Check 08/17/2012 EFT ADP Fees Payroll Fees √ -564.91 45,001.02Payment 08/20/2012 207639 Rohnert Park √ 740.00 45,741.02Payment 08/20/2012 7003000777 MERA √ 7,500.00 53,241.02Payment 08/20/2012 226413 Millbrae √ 7,200.00 60,441.02Payment 08/20/2012 065609 City of Marina √ 11,745.48 72,186.50Payment 08/20/2012 029883 VCTC2 √ 564.50 72,751.00Deposit 08/20/2012 Deposit √ 110,000.00 182,751.00Transfer 08/21/2012 Funds Transfer √ 145,000.00 327,751.00



Page 5 of 9


Transfer 08/21/2012 Funds Transfer √ 83,000.00 410,751.00Check 08/21/2012 EFT LGS ZBA Transfer √ -114,794.55 295,956.45Check 08/21/2012 EFT ADP Net Checks 8/15 Payroll √ -226,990.27 68,966.18Transfer 08/22/2012 Funds Transfer √ 30,000.00 98,966.18Check 08/22/2012 EFT LGS ZBA Transfer √ -38,668.04 60,298.14Check 08/22/2012 EFT ADP FWH/SWH/MED 8/15 Payroll √ -66,046.79 -5,748.65Payment 08/23/2012 11229 Menlo Park FPD √ 184.00 -5,564.65Payment 08/23/2012 01155 Menlo Park FPD √ 14,451.20 8,886.55Payment 08/23/2012 18124 Dublin √ 11,792.68 20,679.23Payment 08/23/2012 58061 MTC √ 2,756.25 23,435.48Transfer 08/23/2012 Funds Transfer √ 16,000.00 39,435.48Check 08/23/2012 EFT LGS ZBA Transfer √ -7,110.44 32,325.04Check 08/23/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -30,083.22 2,241.82Check 08/23/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -10,963.49 -8,721.67Payment 08/24/2012 2000443911 MGSA √ 23,741.58 15,019.91Bill Pmt -Check 08/24/2012 2975 Flex-Plan Services Inc √ -105.00 14,914.91Check 08/24/2012 EFT ADP Fees Payroll Fees √ -7.30 14,907.61Payment 08/27/2012 2000444315 MGSA √ 15,247.00 30,154.61Bill Pmt -Check 08/27/2012 2973 iT Solutions √ -1,000.00 29,154.61Bill Pmt -Check 08/27/2012 2981 Meyers Nave Jul Invoice 2012070751 √ -5,626.80 23,527.81Check 08/27/2012 2982 City of Walnut Creek BES for Bryan Hill, Kevin Safine √ -1,441.24 22,086.57Bill Pmt -Check 08/27/2012 2983 Claremont √ -355.50 21,731.07Check 08/27/2012 2984 Sandra Sato July Expenses -1,078.00 20,653.07Check 08/27/2012 2985 Angela Del Ponte July Expenses √ -146.58 20,506.49Check 08/27/2012 2986 Barney Romas LaRue July Expenses √ -245.00 20,261.49Check 08/27/2012 2987 Anne Oliver June Expenses √ -1,296.51 18,964.98Check 08/27/2012 2988 Jeff Rawles Aug Expenses √ -412.32 18,552.66Check 08/27/2012 2989 Angie Zavala May/Jun/Jul/Aug Expenses √ -46.08 18,506.58Check 08/27/2012 2991 Pamela Toconis VOID: July 2012 GCHP Hotel Expenses √ 0.00 18,506.58Check 08/27/2012 2992 Pamela Toconis July 2012 GCHP Hotel Expenses √ -3,160.29 15,346.29Deposit 08/27/2012 Deposit √ 258.92 15,605.21Deposit 08/27/2012 Deposit √ 166,544.73 182,149.94Payment 08/27/2012 MTC √ 47,218.82 229,368.76Payment 08/27/2012 038980 Yountville √ 16,035.67 245,404.43Payment 08/27/2012 134259 Sausalito √ 15,083.33 260,487.76Payment 08/27/2012 046954 Portola Valley √ 13,855.70 274,343.46Payment 08/27/2012 019482 Belvedere √ 2,336.31 276,679.77Payment 08/27/2012 2401 GCHP √ 83,643.16 360,322.93Payment 08/27/2012 291058 San Rafael √ 1,213.29 361,536.22Payment 08/27/2012 36203 Colma √ 854.00 362,390.22



Page 6 of 9


Payment 08/27/2012 57729 Larkspur √ 6,471.14 368,861.36Payment 08/28/2012 2000444469 MGSA √ 2,759.77 371,621.13Deposit 08/28/2012 Deposit √ 15,769.09 387,390.22Transfer 08/28/2012 Funds Transfer √ -47,000.00 340,390.22Payment 08/29/2012 18199 Dublin √ 10,402.76 350,792.98Payment 08/29/2012 554833 City of Santa Clara √ 1,003.20 351,796.18Transfer 08/29/2012 Funds Transfer √ -315,000.00 36,796.18Check 08/30/2012 2993 Vision Service Plan Sep premiums 12 275218 0002 √ -1,516.18 35,280.00Check 08/30/2012 2994 Allied Administrators Sep Premium Employer ID #79360-7917-7155 √ -6,421.82 28,858.18Check 08/31/2012 3011 Reliance July l Contributions √ -4,370.69 24,487.49Check 08/31/2012 3016 Reliance Aug Contributions -4,647.28 19,840.21Payment 08/31/2012 207974 Rohnert Park √ 7,245.00 27,085.21Check 08/31/2012 EFT LGS ZBA Transfer √ -369.94 26,715.27Check 08/31/2012 EFT ADP Fees Payroll Fees √ -531.46 26,183.81Payment 09/04/2012 065843 City of Marina √ 10,920.00 37,103.81Payment 09/04/2012 8047172 Consortium IV √ 24,182.00 61,285.81Payment 09/04/2012 8047171 Consortium IV √ 12,091.00 73,376.81Payment 09/04/2012 057811 Larkspur √ 8,308.54 81,685.35Payment 09/04/2012 057811 Twin Cities Police Authority √ 765.00 82,450.35Payment 09/04/2012 297924 Walnut Creek √ 495.00 82,945.35Check 09/04/2012 EFT LGS ZBA Transfer √ -25,446.02 57,499.33Payment 09/06/2012 011288 Menlo Park FPD √ 11,149.25 68,648.58Payment 09/06/2012 011288 MPUS&R √ 1,237.50 69,886.08Deposit 09/06/2012 Deposit √ 223.25 70,109.33Deposit 09/06/2012 Deposit √ 5,268.70 75,378.03Deposit 09/06/2012 Deposit √ 19,199.50 94,577.53Payment 09/07/2012 029975 VCTC2 √ 1,826.00 96,403.53Deposit 09/07/2012 Deposit √ 15,790.64 112,194.17Transfer 09/07/2012 Funds Transfer √ 430,000.00 542,194.17Check 09/07/2012 EFT ADP Net Checks 8/31 Payroll √ -234,619.52 307,574.65Check 09/07/2012 EFT ADP FWH/SWH/MED 8/31 Payroll √ -69,516.01 238,058.64Check 09/07/2012 EFT LGS ZBA Transfer √ -135,368.46 102,690.18Check 09/10/2012 2995 CalPERS Customer ID 2420120580 Sep Invoice √ -56,357.36 46,332.82Bill Pmt -Check 09/10/2012 2996 Employment Development Dept Acct. No. 932-0533-4 2nd QTR 2012 Claimants -23,633.00 22,699.82Check 09/10/2012 2997 Steven Rogers Mileage to board meeting in San Rafael √ -49.95 22,649.87Check 09/10/2012 2998 Walnut Creek Addt'l reimbursement Kevin Safine BES √ -188.01 22,461.86Check 09/10/2012 2999 Richard Averett Aug Expenses √ -510.21 21,951.65Check 09/10/2012 3000 Michael Garvey Aug mileage expenses √ -51.18 21,900.47Check 09/10/2012 3001 Assoc of Bay Area Governments BES expenses of Dave Hill √ -871.63 21,028.84Bill Pmt -Check 09/10/2012 3002 Employment Research Services 28957 √ -735.30 20,293.54



Page 7 of 9


Bill Pmt -Check 09/10/2012 3003 Federal Express Inv 7-987-87959 Acct 2594-1610-8 √ -18.48 20,275.06Bill Pmt -Check 09/10/2012 3004 Flex-Plan Services Inc Inv 202622 SEP Transit Admin Fees √ -45.00 20,230.06Bill Pmt -Check 09/10/2012 3005 Liebert Cassidy Whitmore Annual Membership Renewal Inv. 149370 √ -3,242.00 16,988.06Bill Pmt -Check 09/10/2012 3006 Meyers Nave Jun Invoice 2012060664 √ -7,711.20 9,276.86Bill Pmt -Check 09/10/2012 3010 Flex-Plan Services Inc Inv 201910 Aug Bene Cards √ -121.10 9,155.76Bill Pmt -Check 09/10/2012 3008 Liebert Cassidy Whitmore Refreshment charges for Oliver, Carlson Sept 13 c √ -28.00 9,127.76Bill Pmt -Check 09/10/2012 3009 Meyers Nave May Invoice 2012050423 √ -5,730.16 3,397.60Payment 09/10/2012 019519 Belvedere √ 171.00 3,568.60Deposit 09/10/2012 Deposit √ 100,000.00 103,568.60Payment 09/10/2012 2000446871 MGSA √ 270.15 103,838.75Check 09/10/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -30,950.42 72,888.33Check 09/10/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -11,415.92 61,472.41Check 09/10/2012 EFT Flex-Plan Services Inc Oct Transit Passes prepaid √ -742.00 60,730.41Check 09/10/2012 EFT LGS ZBA Transfer √ -6,454.62 54,275.79Payment 09/11/2012 039058 Yountville √ 426.00 54,701.79Payment 09/11/2012 203804 Corte Madera √ 2,196.13 56,897.92Payment 09/11/2012 22604 Nevada City √ 5,863.68 62,761.60Payment 09/13/2012 15247.00 MGSA √ 15,247.00 78,008.60Deposit 09/13/2012 Deposit √ 110,000.00 188,008.60Deposit 09/13/2012 Deposit √ 66,756.01 254,764.61Check 09/13/2012 EFT ADP Net Checks 09/15 Payroll √ -96,903.29 157,861.32Transfer 09/13/2012 Funds Transfer √ -115,000.00 42,861.32Payment 09/14/2012 291303 San Rafael √ 512.81 43,374.13Payment 09/14/2012 203841 Corte Madera √ 120.43 43,494.56Payment 09/14/2012 27652 La Canada √ 3,352.48 46,847.04Payment 09/14/2012 58415 MTC √ 19,621.57 66,468.61Check 09/14/2012 EFT ADP Fees Payroll Fees √ -568.24 65,900.37Check 09/14/2012 EFT LGS ZBA Transfer √ -390.39 65,509.98Check 09/17/2012 3012 Allied Administrators Oct Premium Employer ID #79360-7917-7155 √ -7,405.47 58,104.51Payment 09/17/2012 11365 Menlo Park FPD √ 13,928.60 72,033.11Payment 09/17/2012 65950 City of Marina √ 300.00 72,333.11Payment 09/17/2012 062572 Cotati √ 350.00 72,683.11Payment 09/17/2012 7003000797 MERA √ 7,500.00 80,183.11Payment 09/17/2012 20700000043 Marin Transit District √ 98,056.41 178,239.52Check 09/18/2012 EFT LGS ZBA Transfer √ -44,513.64 133,725.88Transfer 09/20/2012 Funds Transfer √ 120,000.00 253,725.88Check 09/20/2012 EFT ADP FWH/SWH/MED 09/15 Payroll √ -31,367.27 222,358.61Check 09/20/2012 EFT LGS ZBA Transfer √ -119,362.43 102,996.18Check 09/21/2012 EFT Wells Fargo Bank Service Charge √ -332.28 102,663.90Check 09/21/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -13,585.87 89,078.03



Page 8 of 9


Check 09/21/2012 EFT Unified Trust Co. RGS 401/457 Wire √ -5,720.34 83,357.69Check 09/21/2012 EFT ADP Fees Payroll Fees √ -7.30 83,350.39Check 09/21/2012 EFT LGS ZBA Transfer √ -5,789.02 77,561.37Deposit 09/24/2012 Deposit √ 7,789.27 85,350.64Payment 09/24/2012 134472 Sausalito √ 15,083.33 100,433.97Payment 09/24/2012 2070000069 Marin Transit District √ 27,735.79 128,169.76Payment 09/24/2012 173483 City of Menlo Park √ 10,472.00 138,641.76Check 09/24/2012 EFT LGS ZBA Transfer √ -2,542.63 136,099.13Transfer 09/24/2012 Funds Transfer √ -80,000.00 56,099.13Check 09/25/2012 3017 Pamela Toconis Aug 2012 GCHP Mileasge -480.63 55,618.50Check 09/25/2012 3014 Myrna Lebert July Expenses -1,320.65 54,297.85Check 09/25/2012 3015 Myrna Lebert Aug Expenses -438.58 53,859.27Check 09/25/2012 3018 David Spilman Aug Mileage to Clearlake -73.26 53,786.01Check 09/25/2012 3019 Angie Zavala Sep Expenses -16.66 53,769.35Bill Pmt -Check 09/25/2012 3021 Claremont -1,455.50 52,313.85Bill Pmt -Check 09/25/2012 3022 McGilloway, Ray, Brown & Kaufman -15,519.40 36,794.45Bill Pmt -Check 09/25/2012 3023 Meyers Nave Sep Invoice 2012080091 -8,814.96 27,979.49Bill Pmt -Check 09/25/2012 3024 A2Z Color Printing 12076 -588.56 27,390.93Bill Pmt -Check 09/25/2012 3025 City of Larkspur BES Hotel Bills: Neal Toft -930.15 26,460.78Bill Pmt -Check 09/25/2012 3026 Employment Research Services -535.00 25,925.78Bill Pmt -Check 09/25/2012 3027 Keenan Associates Invoice 142430 -9,500.00 16,425.78Bill Pmt -Check 09/25/2012 3028 US Bank -13,305.92 3,119.86Transfer 09/25/2012 Funds Transfer √ 80,000.00 83,119.86Payment 09/26/2012 58619 MTC √ 21,384.79 104,504.65Deposit 09/26/2012 Deposit √ 2,702.00 107,206.65Payment 09/26/2012 2497 GCHP √ 28,559.04 135,765.69Payment 09/26/2012 291552 San Rafael √ 146.58 135,912.27Payment 09/26/2012 226854 Millbrae √ 8,700.00 144,612.27Payment 09/26/2012 2000449816 MGSA √ 1,324.36 145,936.63Check 09/27/2012 EFT LGS ZBA Transfer √ -4,212.72 141,723.91Check 09/28/2012 EFT ADP Fees Payroll Fees √ -379.98 141,343.93Check 09/28/2012 EFT LGS ZBA Transfer √ -351.04 140,992.89Bill Pmt -Check 09/30/2012 3029 Workstation Ergonomics Invoice 042712GCHP-workstation review ordered by P.To -2,875.00 138,117.89Check 09/30/2012 3030 Sandra Sato Aug Expenses -924.00 137,193.89Check 09/30/2012 3031 Jeff Rawles Sep Expenses -333.23 136,860.66Check 09/30/2012 3032 David Spilman Sep Mileage and Lodging for Clearlake -924.00 135,936.66Check 09/30/2012 3033 David Hill Mileage to MRGK 9/18/12 -150.96 135,785.70Check 09/30/2012 3034 Glen Lazoff Sep Expenses -1,444.12 134,341.58Check 09/30/2012 3050 Richard Averett Sep Expenses -1,187.15 133,154.43Check 09/30/2012 3051 Sandra Sato Sep Expenses -308.00 132,846.43



Page 9 of 9


Check 09/30/2012 3052 Pamela Toconis Aug 2012 GCHP Hotel -2,508.75 130,337.68Check 09/30/2012 3053 Mark Jones Aug 417.49. Sep 489.70 -907.19 129,430.49Check 09/30/2012 3054 Reliance Sep Contributions -843.77 128,586.72

Total 110010 · Wells Fargo - Cash 66,445.25 128,586.72

TOTAL 66,445.25 128,586.72




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: GLENN LAZOF, Project Manager Item: 4C SUBJECT: INVESTMENT REPORT RECOMMENDATION Review and accept JPA investments made through October 2012. BACKGROUND The Board of Directors annually reviews the investment policy at their final fiscal year meeting, with the latest approved policy being May 17, 2012. At the June 2010 Board meeting, the Directors authorized investments in Federal Treasures and Agency Notes, as well as allowing cash-flow loans to other public agencies. Federal notes can be for up to five-year maturities in accordance with California Code. Prior Boards had approved an updated investment policy enabling the agency to invest in bank sweep accounts, the Local Agency Investment Fund (LAIF), timed deposits such as Certificates of Deposit (CDs), and the California Investment Trust pool (CalTrust). RGS and LGS LAIF and CalTrust investment activity has been consolidated into a RGS LAIF account and into RGS CalTrust accounts. Investments in LAIF began in June 22, 2007. Investments in CalTrust Medium Term began in late-January 2009, and investment in CalTrust Short Term began in November 2010. Investment activity for the current period is summarized in the attached material. Loans and advances to other public agencies have been made on three occasions to two agencies. Both agencies have used delayed payment for services and have completely repaid the ‘loans’ with interest. Currently the JPAs have no alternative investments.

FISCAL IMPACT Investment activity with LAIF and CalTrust through the end of October yielded 17% more earnings than the amount budgeted ($2,075 per month). However, continuing declines in earnings rate, along with lower investible funds due to the discontinuance of our largest client, are expected to result in fiscal-year-end earnings closer to the budgeted amount ($24,900) or slightly below. We are continuing to invest the maximum cash available, leaving only the minimum checking account balances needed to cover obligations. LAIF and CalTrust interest rates continue their declines. CalTrust medium term investments are currently yielding approximately 55 basis points more than LAIF, and CalTrust short term investments are currently yielding 3 basis points more than LAIF which is at 33 basis points.

Date Loans

CalTrust Short & Medium LAIF Combined Loans


CalTrust Short & Medium LAIF Combined

1 - 3,645,688 48,110 3,693,798 - 3,903,347 153,148 4,056,495 - 3,750,822 50,148 3,800,969 2 - 3,645,688 48,110 3,693,798 - 3,903,347 153,148 4,056,495 - 3,750,822 50,148 3,800,969 3 - 3,835,688 48,110 3,883,798 - 3,903,347 153,148 4,056,495 - 3,750,822 50,148 3,800,969 4 - 3,835,688 48,110 3,883,798 - 3,903,347 153,148 4,056,495 - 3,750,822 50,148 3,800,969 5 - 3,835,688 48,110 3,883,798 - 3,903,347 153,148 4,056,495 - 3,750,822 50,148 3,800,969 6 - 3,485,688 48,110 3,533,798 - 3,578,347 55,148 3,633,495 - 3,750,822 50,148 3,800,969 7 - 3,485,688 48,110 3,533,798 - 3,578,347 137,148 3,715,495 - 3,320,822 50,148 3,370,969 8 - 3,485,688 48,110 3,533,798 - 3,578,347 137,148 3,715,495 - 3,320,822 50,148 3,370,969 9 - 3,485,688 48,110 3,533,798 - 3,578,347 137,148 3,715,495 - 3,320,822 50,148 3,370,969

10 - 3,785,688 48,110 3,833,798 - 3,578,347 132,148 3,710,495 - 3,320,822 50,148 3,370,969 11 - 3,785,688 48,110 3,833,798 - 3,578,347 132,148 3,710,495 - 3,320,822 50,148 3,370,969 12 - 4,120,688 48,148 4,168,836 - 3,578,347 132,148 3,710,495 - 3,320,822 165,148 3,485,969 13 - 4,120,688 48,148 4,168,836 - 3,578,347 132,148 3,710,495 - 3,320,822 165,148 3,485,969 14 - 4,120,688 48,148 4,168,836 - 3,578,347 132,148 3,710,495 - 3,320,822 165,148 3,485,969 15 - 4,120,688 48,148 4,168,836 - 3,578,347 132,148 3,710,495 - 3,320,822 165,148 3,485,969 16 - 4,120,688 48,148 4,168,836 - 3,578,347 132,148 3,710,495 - 3,320,822 165,148 3,485,969 17 - 4,120,688 48,148 4,168,836 - 3,578,347 132,148 3,710,495 - 3,320,822 165,148 3,485,969 18 - 4,120,688 48,148 4,168,836 - 3,578,347 132,148 3,710,495 - 3,320,822 165,148 3,485,969 19 - 4,120,688 8,148 4,128,836 - 3,578,347 132,148 3,710,495 - 3,320,822 165,148 3,485,969 20 - 3,640,688 8,148 3,648,836 - 3,578,347 132,148 3,710,495 - 3,200,822 165,148 3,365,969 21 - 3,640,688 8,148 3,648,836 - 3,433,347 49,148 3,482,495 - 3,200,822 165,148 3,365,969 22 - 3,640,688 8,148 3,648,836 - 3,433,347 19,148 3,452,495 - 3,200,822 165,148 3,365,969 23 - 3,640,688 8,148 3,648,836 - 3,433,347 3,148 3,436,495 - 3,200,822 165,148 3,365,969 24 - 3,640,688 8,148 3,648,836 - 3,433,347 3,148 3,436,495 - 3,200,822 165,148 3,365,969 25 - 3,640,688 8,148 3,648,836 - 3,433,347 3,148 3,436,495 - 3,200,822 165,148 3,365,969 26 - 3,640,688 8,148 3,648,836 - 3,433,347 3,148 3,436,495 - 3,200,822 165,148 3,365,969 27 - 3,640,688 153,148 3,793,836 - 3,433,347 3,148 3,436,495 - 3,200,822 165,148 3,365,969 28 - 3,640,688 153,148 3,793,836 - 3,433,347 50,148 3,483,495 - 3,200,822 165,148 3,365,969 29 - 3,640,688 153,148 3,793,836 - 3,748,347 50,148 3,798,495 - 3,200,822 165,148 3,365,969 30 - 3,640,688 153,148 3,793,836 - 3,748,347 50,148 3,798,495 - 3,200,822 165,148 3,365,969 31 3,900,688 153,148 4,053,836 - 3,748,347 50,148 3,798,495

BUDGETED Proj'd CT Proj'd LAIF CUMULATIVE BUDGETED Proj'd CT Proj'd LAIF CUMULATIVE BUDGETED Proj'd CT Proj'd LAIF CUMULATIVEEARNINGS mo. Int. mo. Int. Budget/Proj'd EARNINGS mo. Int. mo. Int. Budget/Proj'd EARNINGS mo. Int. mo. Int. Budget/Proj'd

Budget $2,075 $2,075 $2,075 $4,150 $2,075 $6,225Est. Earn $2,676 $2,676 $2,506 $5,182 $2,386 $7,567

INVESTMENT REPORTFY2013

July Aug Sept

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

4,500,000

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31

Inve

stm

ent (

$)

Day of the Month

COMBINED INVESTMENTS

July

Aug

Sept

Date Loans



CalTrust Short & Medium LAIF Combined

1 - 3,203,172 165,148 3,368,320 - - - - - 2 - 3,203,172 165,148 3,368,320 - - - - - 3 - 3,298,172 165,148 3,463,320 - - - - - 4 - 3,298,172 165,148 3,463,320 - - - - - 5 - 3,298,172 165,148 3,463,320 - - - - - 6 - 3,298,172 165,148 3,463,320 - - - - - 7 - 3,298,172 165,148 3,463,320 - - - - - 8 - 3,298,172 165,148 3,463,320 - - - - - 9 - 3,298,172 165,148 3,463,320 - - - - - 10 - 3,298,172 165,148 3,463,320 - - - - - 11 - 3,298,172 165,148 3,463,320 - - - - - 12 - 3,298,172 125,148 3,423,320 - - - - - 13 - 3,298,172 125,148 3,423,320 - - - - - 14 - 3,298,172 125,148 3,423,320 - - - - - 15 - 3,298,172 125,148 3,423,320 - - - - - 16 - 3,298,172 125,148 3,423,320 - - - - - 17 - 3,298,172 125,148 3,423,320 - - - - - 18 - 3,298,172 125,148 3,423,320 - - - - - 19 - 3,298,172 50,148 3,348,320 - - - - - 20 - 3,298,172 50,148 3,348,320 - - - - - 21 - 3,298,172 50,148 3,348,320 - - - - - 22 - 3,093,172 50,148 3,143,320 - - - - - 23 - 3,093,172 250,148 3,343,320 - - - - - 24 - 3,093,172 390,148 3,483,320 - - - - - 25 - 3,093,172 390,148 3,483,320 - - - - - 26 - 3,093,172 390,148 3,483,320 - - - - - 27 - 3,093,172 390,148 3,483,320 - - - - - 28 - 3,093,172 390,148 3,483,320 - - - - - 29 - 3,093,172 390,148 3,483,320 - - - - - 30 - 3,093,172 390,148 3,483,320 - - - - - 31 3,093,172 390,148 3,483,320 - -

BUDGETED Proj'd CT Proj'd LAIF CUMULATIVE BUDGETED Proj'd CT Proj'd LAIF CUMULATIVE BUDGETED Proj'd CT Proj'd LAIF CUMULATIVEEARNINGS mo. Int. mo. Int. Budget/Proj'd EARNINGS mo. Int. mo. Int. Budget/Proj'd EARNINGS mo. Int. mo. Int. Budget/Proj'd

Budget $2,075 $8,300 $2,075 $10,375 $2,075 $12,450Est. Earn $2,169 $9,736 $2,190 $11,926 $0 $11,926

INVESTMENT REPORTFY2013

Oct Nov Dec

1,000,000

1,500,000

2,000,000

2,500,000

3,000,000

3,500,000

4,000,000

1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31

Inve

stm

ent (

$)

Day of the Month

COMBINED INVESTMENTS

Oct Nov

Dec




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: RICHARD H. AVERETT, EXECUTIVE DIRECTOR Item: 6A SUBJECT: CLIENT REPORT CURRENT CLIENTS: The following is a listing of the 36 RGS and LGS current clients. RGS and LGS have 89 positions supporting clients and JPA administration. All Gold Coast Health Plan staff have transitioned away from RGS. Staff has been reduced for MTC. The cities of Half Moon Bay, Hughson, Livermore and Industry, and Lassen County have begun utilizing JPA services. The City of Vallejo returned as a client.

Cities/Counties Belvedere Calistoga Clearlake Corte Madera Cotati Dublin Half Moon Bay Hughson Industry La Canada Flintridge Larkspur Lassen Livermore Marina Menlo Park Millbrae Nevada City Portola Valley Rocklin Rohnert Park San Rafael Santa Clara Sausalito Vallejo Yountville Other Agencies Consortium IV Livermore Area Recreation & Park Dist. Marin Emergency Radio Authority Marin General Services Authority Marin Transit Menlo Park Fire Protection District Metropolitan Transportation Commission South Bayside Waste Management Authority Transportation Authority of Marin Twin Cities Police Authority Ventura County Transportation Commission

POTENTIAL CLIENTS AND CHANGES TO CURRENT CLIENT SERVICES: Recent direct discussions have taken place with the following agencies needing interim and project assignments: Solano County Transit (SolTrans), LA IMPACT, cities of Riverbank (1), Templeton and Pacific Grove and Orange County Employees Retirement system. Staff made a presentation at the Central Valley City Managers’ Meeting in October and had a sponsor booth at the California Special District Association conference in San Diego. RGS will be a sponsor at the City Manager’s Department Conference in January, and will present the STARS program at a CSMFO Chapter in April.

Contracting Organization TAMMarin

Transit MTCRohnert

Park SBWMA Total FTETotal

PositionLGS employee, FTE, and Position Title Employee Name LGS LGS LGS LGS LGS countAccounting & Administrative Specialist Amber Johnson 1.00 1.00 1.00Arterial Opperations Coordinator Vansi Tabjulu 1.00 1.00 1.00Chief Financial Officer Li Zhang 1.00 1.00 1.00Climate Initiative Coordinator Stefanie Hom 1.00 1.00 1.00Climate Initiative Public Information Officer Craig Noble 1.00 1.00 1.00Executive Assistant Denise Merleno 1.00 1.00 1.00Executive Director TAM Dianne Steinhauser 1.00 1.00 1.00Finance and Administration Specialist Grace Zhaung 1.00 1.00 1.00Finance and Grant Manager Lauren Gradia 0.90 0.90 1.00511 Transit Alysha Nachtigall 1.00 1.00 1.00Freeway Performance Initiative Program Coord Abhishek Parikh 1.00 1.00 1.00Landscape Architect Planner Anna Young 1.00 1.00 1.00Manager of Programming and Legislation David Chan 1.00 1.00 1.00Mobility Management Specialist Jon Gaffney 1.00 1.00 1.00Planning GIS Coordinator Michael Ziyambi 1.00 1.00 1.00Planning Manager Linda Jackson 1.00 1.00 1.00Principal Project Delivery Manager Bill Whitney 1.00 1.00 1.00Principal Project Delivery Manager Dan Cherrier 1.00 1.00 1.00Project Manager Johnny Chung 0.80 0.80 1.00Receptionist Nannette Brown 1.00 1.00 1.00Recycling Program Manager Cliff Feldman 1.00 1.00 1.00Regional Prosperity Plan Grant Manager Vikrant Sood 1.00 1.00 1.00Regional Rideshare Program Coordinator Barbara Laurenson 0.60 0.60 1.00Regional Transportation Funding Coord Amy Burch 0.50 0.50 1.00Revenue Auditor Ken Hoang 1.00 1.00 1.00Revenue Auditor Paul Nijjar 1.00 1.00 1.00Senior Transit Planner Mary Archer 1.00 1.00 1.00Senior Transit Planner Robert Betts 1.00 1.00 1.00Senior Transportation Planner Suzanne Loosen 0.75 0.75 1.00Toll Auditor Technician Darren Wong 1.00 1.00 1.00Transit Planner Melody Chan 1.00 1.00 1.00Transportation Planner Scott McDonald 1.00 1.00 1.00Traveler Information Coordinator Andrew Pease 1.00 1.00 1.00LGS FTE per Client Total 10.75 5.90 13.10 0.80 1.00 31.55Total Positions 11 6 14 1 1 33.00 33.00Legend

Local Government ServicesPosition Allocation Chart

December 1, 2012

Green: FTE counts/totals Tangerine Position counts/totals

Contracting Organization C-IV LarkspurMarin

Transit MTCMarin JPAS Millbrae MPFPD

Rohnert Park

San Rafael Sausalito TAM VCTC

Yountville

Calistoga

Belvedere Colma

Corte Madera Cotati

Clearlake Dublin

Half Moon Bay

Hughson

La Canada

Flintridge

Livermore Area

Rec&ParksRGS employee, FTE, and Position Title Employee Name RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGSAccount Clerk I Annette Masihi 0.50Accounting Manager Sandra SatoAccounts Payable Technician Jodie BrooksAdministrative Analyst Heather QuinnAdministrative Assistant Teresa BowermanAdministrative Assistant Grace Navarro 1.00Adminstrative Services Director/Consultant Charlie Francis 0.65 0.20Adminstrative Services Director/Consultant Linda Abid-Cummings 0.50Adminstrative Services Director/Consultant Margaret Souza 0.50Administrative Services Project Support Glen KramerBuilding Inspector Rob Urmini 0.35BuildingOps-Maint Contract Coord Kevin Scott 0.35City Manager David BrennanCommunity Mobility Manager Paul Branson 1.00Consulting Engineer Hamid Shamsapour 0.45Customer Service Clerk Angie Zavala 0.05Emergency Services Coordinator Angela Del Ponte 1.00Executive Assistant Tiffany BuraglioExecutive Officer - MERA Maureen Cassingham 0.35Executive Director - MGSA Paul Berlant 0.50Executive Director/CFO Richard AverettFinance Director David Spilman 0.60Finance Project Manager Hossein Golestan 0.10Financial Project Analyst Tom BiniekIntern/Financial Project Analyst Gina SchuchardGrants Administrator Barbara Duffy 0.40Human Resources Consultant/Analyst Rich OppenheimHuman Resources Consultant/Analyst Kristine Humphries 0.30Human Resources Consultant/Analyst Anne Kavanagh 0.20Human Resources Consultant/Manager Anne Olliver 0.05 0.10Human Resources Consultant/Manager Charlotte Carlson 0.5Human Resources Consultant/Manager Maribeth Linhart 0.60Human Resources Consultant/Manager Barbara PowellHuman Resources Consultant/Manager Sophia Selivanoff 0.15 0.60 0.05 0.05 0.05 0.05 0.05Human Resources Consultant/Manager Pamela Toconis 0.05Inspector III Joe RomerInterim City Manager Michael Fuson 0.50Intern Jacob Solis 0.50Maintenance Worker Barney LaRue 0.60Office Assistant Serrie Padua 0.50Payroll Technician Shailvina SharmaPlanning Manager Steve PadovanPrincipal Accountant Sheila McCroryProgram Manager, AVAP Jeff Rawles 0.57Project Manager Greg Auger 0.40Project Manager Glenn LazofProject Planner Anne Moore 0.05Records Specialist Julie Morsellino 0.60Regional Project Manager Myrna Lebert 1.00Secretary Grace Navarro 1.00Senior Financial Analyst Jeff KiseSenior Payroll Technician Lynn ColliauTechnical Manager Jon Burkett 1.00Warehouse Specialist Sean Cole 0.80Urban Search & Rescue Coordinator Tim Campbell 0.45Videographer Mark Jones 0.50Total RGS FTE by Client 4.00 0.85 1.40 0.55 1.42 0.50 2.25 0.60 1.00 0.65 0.05 0.35 1.90 0.05 0.50 0.20 0.15 0.05 0.60 0.50 0.10 1.00 0.50 0.60Total RGS Positions by Client 4 4 2 2 3 1 4 1 1 1 1 2 6 1 1 1 2 1 1 1 2 6 1 1

Regional Government ServicesPosition Allocation Chart

December 1, 2012

Contracting OrganizationRGS employee, FTE, and Position Title Employee NameAccount Clerk I Annette MasihiAccounting Manager Sandra SatoAccounts Payable Technician Jodie BrooksAdministrative Analyst Heather QuinnAdministrative Assistant Teresa BowermanAdministrative Assistant Grace NavarroAdminstrative Services Director/Consultant Charlie FrancisAdminstrative Services Director/Consultant Linda Abid-CummingsAdminstrative Services Director/Consultant Margaret SouzaAdministrative Services Project Support Glen KramerBuilding Inspector Rob UrminiBuildingOps-Maint Contract Coord Kevin ScottCity Manager David BrennanCommunity Mobility Manager Paul BransonConsulting Engineer Hamid ShamsapourCustomer Service Clerk Angie ZavalaEmergency Services Coordinator Angela Del PonteExecutive Assistant Tiffany BuraglioExecutive Officer - MERA Maureen CassinghamExecutive Director - MGSA Paul BerlantExecutive Director/CFO Richard AverettFinance Director David SpilmanFinance Project Manager Hossein GolestanFinancial Project Analyst Tom BiniekIntern/Financial Project Analyst Gina SchuchardGrants Administrator Barbara DuffyHuman Resources Consultant/Analyst Rich OppenheimHuman Resources Consultant/Analyst Kristine HumphriesHuman Resources Consultant/Analyst Anne KavanaghHuman Resources Consultant/Manager Anne OlliverHuman Resources Consultant/Manager Charlotte CarlsonHuman Resources Consultant/Manager Maribeth LinhartHuman Resources Consultant/Manager Barbara PowellHuman Resources Consultant/Manager Sophia SelivanoffHuman Resources Consultant/Manager Pamela ToconisInspector III Joe RomerInterim City Manager Michael FusonIntern Jacob SolisMaintenance Worker Barney LaRueOffice Assistant Serrie PaduaPayroll Technician Shailvina SharmaPlanning Manager Steve PadovanPrincipal Accountant Sheila McCroryProgram Manager, AVAP Jeff RawlesProject Manager Greg AugerProject Manager Glenn LazofProject Planner Anne MooreRecords Specialist Julie MorsellinoRegional Project Manager Myrna LebertSecretary Grace NavarroSenior Financial Analyst Jeff KiseSenior Payroll Technician Lynn ColliauTechnical Manager Jon BurkettWarehouse Specialist Sean ColeUrban Search & Rescue Coordinator Tim CampbellVideographer Mark JonesTotal RGS FTE by ClientTotal RGS Positions by Client

Marina

City of Menlo Park

Nevada City

Portola Valley Rocklin

Santa Clara

Twin Cities Vallejo

Livermore-Industry

RGS Admin Total FTE

Total Position

RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS RGS count0.50 1.00

1.00 1.00 1.000.5 0.50 1.000.6 0.60 1.00

1.00 1.00 1.001.00 1.00

0.15 1.00 1.000.50 1.000.50 1.00

0.35 0.35 1.000.35 1.00

0.40 0.75 1.000.45 0.45 1.00

1.00 1.000.45 1.000.05 1.001.00 1.00

0.40 0.40 1.000.35 1.000.50 1.00

1.00 1.00 1.000.60 1.000.10 1.00

0.25 0.25 1.000.25 0.25 1.00

0.40 1.000.05 0.05 1.00

0.30 1.000.20 1.00

0.10 0.25 1.000.50 1.000.60 1.00

0.50 0.50 1.001.00 1.000.05 1.00

0.50 0.50 1.000.50 1.000.50 1.000.60 1.000.50 1.00

0.5 0.50 1.001.00 1.00 1.00

1.00 1.00 1.000.57 1.000.40 1.00

0.75 0.75 1.000.05 1.000.60 1.001.00 1.001.00 1.00

0.95 0.95 1.000.5 0.50 1.00

1.00 1.000.80 1.000.45 1.000.50 1.00

0.50 0.35 0.45 2.00 0.50 1.00 0.40 1.00 0.15 5.85 31.97 56.001 1 1 2 1 1 1 1 1 12 31.97




TO: EXECUTIVE COMMITTEE EC Meeting: 11-15-12 FROM: RICHARD H. AVERETT, CFO/TREASURER Item: 6B SUBJECT: EXECUTIVE COMMITTEE AND BOARD OF DIRECTORS MEETINGS Meeting Schedule The following are regularly scheduled meetings for the upcoming year, along with special topics to be discussed. Quarterly meetings are conducted in person at a Member Agency site on the third Thursday of the month, starting at 1:00 p.m. unless noted below.

Date EXEC COMM BOARD Special Topics Location Notes

2012 November 15 (Thursday)

RGS & LGS

RGS & LGS

Executive Committee Study Session, FY2012 Audit

Yountville Community Board Room

11:30 start

2013 February 21 (Thursday)

RGS & LGS

RGS, LGS & MSA,

Fin Com

Auditor selection Dublin City Hall

Regional Meeting Room

May 16 (Thursday)

RGS & LGS

RGS, LGS & MSA

FY14 Budget & MSA rates, Investment Policy, Personnel Rules & Regs., Fin & Admin Policies & Procedures

Larkspur City Hall

August 15 (Thursday)

RGS & LGS

RGS, LGS & MSA

ABAG Conference

Room B

November 21 (Thursday)

RGS & LGS

RGS, LGS & MSA

Executive Committee Study Session, FY2013 Audited Financial Stmts

San Rafael 11:30 start

2014 February 20 (Thursday)

RGS & LGS

RGS, LGS & MSA

TBD

May 15 (Thursday)

RGS & LGS

RGS, LGS & MSA

FY13 Budget & MSA rates, Investment Policy, Rules & Regs, Fin & Admin P&P, Conflict of Interest Policy (even yrs)

TBD

August 21 (Thursday)

RGS & LGS

RGS, LGS & MSA

TBD

Documents

RGS EXECUTIVE COMMITTEE AGENDA - rgsjpa.org · located below his home, the JPA may need to acquire office space for RGS in the near future. He stated that Mr. Lazof is heading up