HomeMy WebLinkAbout4.5 Financial Consulting Services 75a -o
CITY OF DUBLIN
AGENDA STATEMENT
CITY COUNCIL MEETING DATE: July $, 1985
SUBJECT Financial Consulting Services
EXHIBITS ATTACHED. Proposal for Financial Consulting Services ;
Resume and Addendum
RECOMMENDATION Authorize City Manager to secure the services of
Charles V. Bird , Financial Management Services
FINANCIAL STATEMENT: During 19$5-86 Mr. Bird ' s services will not exceed the
$15 ,000 allocated for the services of a Part-time
Finance Director in the Budget
DESCRIPTION As part of the 1985-86 Budget considerations , the City
Council allocated funds , (approximately $15 , 000) for the services of a
part-time Finance Director on a contractual basis . The services provided by
this person would provide additional financial expertise to the City and
relieve the City Manager of much of the financial administration detail .
Staff, has contacted Charles V. Bird , who is acting in a similar capacity in
the City of San Ramon, to determine his interest in providing Financial
Consulting Services to the City of Dublin. Mr. Bird has indicated he is
interested , and has submitted a proposal for services along with a statement
of qualifications ( see attached) .
As indicated in Mr. Bird ' s proposal , his services would be provided to the
City on an as-needed basis , as determined by the City Manager. Mr. Bird has
indicated a willingness to provide these services to the City for period
not to exceed twelve ( 12) months . This arrangement will provide the City
with the needed financial expertise and assistance on an interim basis ,
while the ultimate disposition of those services provided by DSRSD is being
determined .
Mr. Bird ' s qualifications in the area of Financial Administration are
excellent , as indicated in his statement of qualifications .
It is staff ' s recommendation that the City Council authorize the City
Manager to secure tlhe services of Mr. Bird within the parameters of the
Adopted 1985-86 City Budget .
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ITEM N0 . /—/. 5
CHARLES V. BIRD
-,JANCIAL MANAGEMENT SERVII_ ,
3308 Kings Point Drive
Modesto, CA 95355
(209) 529-1307
June 14, 1985
Mr. Richard Ambrose
City Manager
City of Dublin
Dublin, CA 94566
Subject: Proposal for Financial Consulting Services
y
Thanks for the opportunity ,to meet with you to discuss the City' s need
for additional help to process various elements of the City' s finan-
cial and accounting systems . Currently the City of Dublin has been
growing rapidly in both services and organization development and in
economic activity. Accounting and financial responsibilities have
been shared by the City Manager and his staff and other outside con-
tractors . It now has• become advantageous to centralize financial
activity, relieving the Manager and his staff of routine accounting
activities.
As you know, I have worked on a variety of projects with, other cities
and am presently working with the City of San Ramon on a part-time
basis assisting with the development of a financial management system.
I will have sufficient time to also work with the City of Dublin pro-
viding an opportunity, when possible, to coordinate trips, resulting
in reduced travel and other incidental costs to both cities . The ser-
vice .that I propose will result in the adjustment of fiscal and ac-
counting work load for the City Manager and others and also result
in the continued development of a modern, comprehensive, integrated
financial plan for the City of Dublin. The proposed procedure to
accomplish this work is as follows :
TASK I - Review the present fiscal systems and procedures and
prepare for the City Manager recommendations for improvement
in work assignments which will result in reducing the time
spent by the Manager and his staff on fiscal activities. Items
to be reviewed shall include: accounting, cash control, payroll,
accounts receivable, accounts payable, purchasing, and other
appropriate financial activities.
TASK II - Perform a variety of standard accounting activities
approved by the City Manager which are now being performed
by the City staff or contract accountant. Subject to the
findings and suggestions of Task I, some suggested items are :
A. Accounting systems review and update, including
General Ledger and subsidiary records.
B. Determine that the accounting systems are designed
to conform to established standards.
f ,
,r Mr. Richard Ambros
,Tune 14 , 1985
Page Two
TASK II (Continued)
C. Review account classification of revenue and expen-
ditures.
D. Staff training.
E. Bank reconciliation.
TASK III - Provide financial management assistance to the City on
an ongoing interim basis.
R
Periodically there are major financial /activities that are highly
technical which require special attention. These include such
items as special project reports requiring financial evaluation,
installation of new City activities (i.e. , assessment districts ,
redevelopment agency, computer acquisition) , or other unique
fiscal requirements as selected by the City Manager. My pro-
fessional contacts, both on a state and national basis, provide
useful information that can be of assistance to the Manager and
his staff during these special projects. Specific assignments
would be designated and approved in advance by the City Manager.
It is understood that the services that I propose to perform for the
City of Dublin will be temporary and intermittant according to the
needs of the City and the recommendations of the City Manager. It
will be difficult to estimate the time necessary to perform these
various tasks until Task I , as outlined previously, has been completed.
This should take about thirty (30) to forty (40) hours to accomplish
unless unforeseen circumstances occur. After the results of this
study has been presented, a more precise estimate of time can be es-
tablished.
The cost of services will be on an hourly fee schedule, plus reimburse-
ment for incidental costs as follows :
Consultant $40/Hr.
Clerical and report writing $10/Hr.- .
Mileage 30�/Mile
Long distance phone calls
Lodging (modest requirements)
If. these conditions are satisfactory and the Council approves, please
so indicate by signing on the approval line and returning a copy of
this letter agreement to me.
Sincerely,
/,,�������
Charles V. Bird
CVB:dm
APPROVED
Richard Ambrose, City Manager
March 1, 1982
CHARLES V. BIRD 3308 Kings Point Drive
Modesto, Ca . 95355
(209) 529-1307
PROFESSIONAL Director of Finance, City of Modesto,
EXPERIENCE California, for twenty-eight years.
During this time Modesto grew in popu-
lation from 23, 000 to over 110, 000 and
has a reputation of being a progressive
and well managed city. It has had an
outstanding record of financial sta-
bility even after the Proposition 13
property tax reduction affecting all
local government in the state.
As Director of Finance, responsible for:
• Progressive accounting and data
processing systems;
• Treasury and cash management;
• Purchasing activity;
• Recording and control of all fixed
assets; and
• A variety of other management activi-
ties related to insurance, business
license, payroll, accounts receivable,
accounts payable, utility billing and
collection, revenue evaluation, fran-
chise rate setting for cable TV, etc.
Prior to working for the City of Modesto,
I was involved in asset control for a
major corporation .
_..: . _._ . . _
Charles V. Bir<
Page Two
PROFESSIONAL During the last twenty-eight years I
ACTIVITIES have been actively engaged in a wide
variety of statewide financial manage-
ment and accounting projects relating
to improvement and development of
systems and procedures. In many cases
the committees evaluated and influenced
legislative action affecting local
government' s financial stability.
• Advisory Committee to the State
Controller on Financial Reports of
Local Governmental Agencies (member
since 1963; chairman 1972 - 1982) .
This committee is responsible for
advising the State Controller ' s
Office on standard financial,
accounting, and reporting procedures
for counties, schools, special dis-
tricts, and cities .
• California Committee on Municipal
Accounting (1967 to 1981) .
This committee is composed of six
certified public accountants, selected
by the Society of Certified Public
Accountants, and six finance directors
who evaluate new governmental account-
ing and reporting developments for
California, reflecting the needs of
the public accounting profession and
governmental financial management pro-
fessions.
The California Committee on Municipal
Accounting has published a variety of
reports regarding accounting, charts
of accounts, auditing financial state-
ments for California cities, special
assessment accounting, accounting for
general fixed assets, and other pro-
fessional financial documents which
are widely used throughout the state.
l.I1dL1e5 V . blta
Page Three
PROFESSIONAL o Task .Force for Uniform Reporting.
ACTIVITES
(Continued) This committee, sponsored by the
California Society of Municipal
Finance Officers and the League of
California Cities, was directly in-
volved with the State Controller ' s
Office in developing a modified
reporting system for cities in the
State of California.
o California Society of Municipal
Finance Officers; served as vice
president, president, and member
of the board of directors, as well
as on various committees.
This organization promotes profes-
sional fiscal management and methods
in California and is recognized
nationally for its accomplishments.
o League of California Cities; served
on various committees in addition to
the California Committee on Municipal
Accounting mentioned above; was
president of the Fiscal Officers'
Department in '1979 and vice president
for two years; and a member of the
Board of Directors in 1981 and 1982.
In my capacity with the League I
worked with other professionals in
developing guideline publications in
the financial field, including reports
about cash management, revenue classi-
fication and control, audit guidelines,
cost accounting for California cities,
and budgeting.
o Continuing Education for Public Officials .
J For a number of years I was active in
developing and teaching special courses
sponsored by the University of California,
Santa Cruz, for the continuing education
and professional development of public
officials; I have remained active in
teaching basic governmental accounting
and financial management.
~' Charles V. Bird
Page Four
EDUCATION Univeristy of Pacific, Stockton, Ca.
Bachelor of Arts, Business Adminis-
tration
Humphreys College, Stockton, Ca.
University of California, Santa Cruz, Ca.
6/30/85
Charles V. Bird
ADDENDUM
Since March 1 , 1982 , I have provided a variety of professional
financial management servies to various cities . A list of
clients include :
City of Hughson - Audits , Grant Managements , Accounting
systems
City of Hollister - Redesign Accounting and Treasury systems
City of Jackson - Audits , Redesign accounting and Treasury
system
City of Danville - Establish new Financial Management
systems
City of Oakdale - Audits
City of Patterson - Audits
City of San Ramon - Establish new Financial Management
system