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HomeMy WebLinkAboutCOUNCIL - AGENDA ITEM - 07/19/2005 - RESOLUTION 2005-079 AUTHORIZING THE CITY MANAGER T ITEM NUMBER: 19 AGENDA ITEM SUMMARY DATE: July 19, 2005 FORT COLLINS CITY COUNCIL STAFF: Rick DeLaCastro Wendy Williams SUBJECT Resolution 2005-079 Authorizing the City Manager to Execute an Amendment #1 to the Intergovernmental Agreement with the North Front Range Transportation and Air Quality Planning Council for the Provision of Support Services. RECOMMENDATION Staff recommends adoption of the Resolution. EXECUTIVE SUMMARY This Resolution would amend the intergovernmental agreement between the North Front Range Transportation & Air Quality Planning Council and the City which defines the support services provided by the City. The amendment eliminates the accounting, audit, financial and payroll services currently provided and reduces purchasing and human resource services. BACKGROUND Human Resources services will be reduced to benefits administration,with payment based on a pro- rated portion of staff salaries. The Purchasing Department will provide its procurement process services to the Planning Council for any necessary RFP's at a cost outlined in the Amendment. The City will allow the Planning Council to use City contracts with vendors such as Mountain States Employers Council, banking services, auditing services, computer equipment, recycling office supplies, and other commodities. RESOLUTION 2005-079 OF THE COUNCIL OF THE CITY OF FORT COLLINS AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT#1 TO THE INTERGOVERNMENTAL AGREEMENT WITH THE NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING COUNCIL FOR THE PROVISION OF SUPPORT SERVICES WHEREAS, the North Front Range Transportation and Air Quality Planning Council (the "Planning Council") was created on January 27, 1988 to promote regional transportation and transportation related air quality planning, cooperation and coordination among federal, state and local governments in the north Front Range area; and WHEREAS, the Planning Council's activities are of a regional and multi- governmental nature and the Planning Council performs regional functions which are authorized by the Transportation Efficiency Act of the 21st Century and the Clean Air Act of 1990, as amended, as well as Colorado legislation which requires a regional and a statewide transportation plan; and WHEREAS, the Planning Council is charged with the duty to undertake comprehensive, regional transportation and transportation-related air quality planning; and WHEREAS, the Planning Council is the designated entity for the purpose of receiving local, state and federal assistance for the purposes of undertaking transportation planning, air quality planning and other purposes authorized to the Council; and WHEREAS, the Planning Council was established pursuant to the powers set forth in Article XIV, Section 18(2) of the Colorado Constitution and Part 2 of Article 1 of Title 29, C.R.S., as amended; and WHEREAS, by an intergovernmental agreement dated March 5, 2004, and approved by Resolution 2003-146, the Planning Council and the City entered into the Intergovernmental Agreement for the Provision of Support Services for the purpose of formally defining the relationship between the Planning Council and the City for the provision by the City of support services to the Planning Council; and WHEREAS, the Planning Council is now intending to assume the responsibility of handling most of its human resource and purchasing functions and all of its accounting, audit, finance, and payroll functions without further assistance from the City, thereby altering its need for these support services from the City; and WHEREAS, the Planning Council and the City desire to enter into Amendment #1 to the Intergovernmental Agreement for the purpose of formally redefining the continuing relationship between the Planning Council and the City for the provision by the City of support services to the Planning Council. NOW, THEREFORE, BE TT RESOLVED BY THE COUNCIL OF THE CITY OF FORT COLLINS that the City Manager is hereby authorized to execute Amendment #1 to the Intergovernmental Agreement for the Provision of Support Services with the North Front Range Transportation and Air Quality Planning Council for the provision of support services to the Planning Council, which Amendment is attached hereto and incorporated herein by this reference as Exhibit "A," including such additional terms and conditions as the City Manager, in consultation with the City Attorney, determines to be necessary or appropriate to protect the interests of the City. Passed and adopted at a regular meeting of the City Council held this 19th day of July, A.D. 2005. Mayor ATTEST: City Clerk EXHIBIT "A" AMENDMENT#1 TO THE INTERGOVERNMENTAL AGREEMENT FOR THE PROVISION OF SUPPORT SERVICES THIS AMENDMENT, is entered into this _ day of 2005, by and between the NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING COUNCIL, a body politic and corporate (the "Council') and the CITY OF FORT COLLINS, COLORADO, a municipal corporation (the "City"). WITNESSETH: WHEREAS, the Council and the City entered into the INTERGOVERNMENTAL AGREEMENT FOR THE PROVISION OF SUPPORT SERVICES dated March 5, 2004 (the "Agreement"); and WHEREAS, the parties now desire to amend the Agreement to reduce the human resource and purchasing services,and eliminate the accounting,audit,financial,and payroll services provided by the City to the Council, and adjust the amount of payment for such services. NOW,THEREFORE,in consideration of the mutual covenants and promises of the parties as hereafter provided and other good and valuable consideration,the receipt and adequacy of which is hereby acknowledged, the parties agree as follows: 1. Paragraph vi. of Exhibit A of the Agreement is hereby amended to read as follows: vi. Human Resources services: The City shall provide those human resource services to the Council as set forth in the attached Exhibit B. The Council shall pay the City$3,660 upon execution of this Amendment for the provision of said services in calendar year 2005. In January of each successive calendar year,the Council shall pay the City an amount determined by taking the annual total compensation payroll cost for the City's Human Resources Benefits Division staff and multiplying that amount by the percentage of Council employees compared to City employees. For this purpose,employee counts will be limited to classified,unclassified management, and contractual FTE's. For example, for calendar year 2005, it is estimated that the annual total compensation payroll cost for the City's Human Resources Benefits Division staff will be $376,098. With 1,233 City employees and 12 Council employees,the Council employees comprise.97%of the number of City employees. The annual total compensation payroll cost would then be multiplied by this percentage of.97% to arrive at$3,660 in 2005. In addition to the above payments, the Council shall pay the City for all actual benefit insurance premiums related to Council employees. Such benefit payments shall be made quarterly upon invoice from the City. 2. Paragraph xii. of Exhibit A of the Agreement is hereby amended to read as follows: xii. Purchasing services: The City agrees to allow the Council to make use of City contracts with vendors, including, but not necessarily limited to, Mountain States Employers Council,Banking services,Audit services,Computer Equipment, Recycling Services Office Supplies, and other applicable commodities. The Purchasing department will provide its procurement process services to the Council for any necessary RFP's at a cost of$500 per RFP, which will be invoiced to the Council as RFP services are performed. 3. As the City is no longer providing accounting, audit, finance, and payroll services to the Council, paragraphs i. and ix. of Exhibit A of the Agreement are hereby deleted. 4. A new Exhibit B of the Agreement, attached hereto, is hereby substituted for the Exhibit B originally approved with the Agreement. 5. All other terms and conditions of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties have entered into this Amendment the day and year first above written. NORTH FRONT RANGE TRANSPORTATION AND AIR QUALITY PLANNING COUNCIL By: Executive Director ATTEST: Office Manager CITY OF FORT COLLINS, COLORADO By: City Manager ATTEST: City Clerk APPROVED AS TO FORM: City Attorney EXHIBIT B SERVICES PROVIDED TO THE MPO Human Resources Pension 'Provide general pension consultation and support duties 'Assist with exit interviews and new employees sign-ups. Benefit Administration 'Process all benefits changes,including addresses,family status, eligibility,and common law marriage(paperwork only). 'Maintain records,files and forms. 'Research benefits problems. Interpret plans to employees 'Act as liason between employees and insurance companies. 'Meet with employees on insurance related issues. 'Process employee terminations. 'Process COBRA information to employees and NHS. 'Receive,research,and adjudicate claim appeals. Surveys 'Conduct customized benefit surveys of similar organizations(untie benefit surveys of other cities). Bill Audits 'Compare info on our reports to the vendor bills. 'Research and resolve any discrepancies. COBRA/Retiree 'Process payments and make a spreadsheet to send to accounting along with checks. 'Make a new spreadsheet for our records. 'Perform audit to assure no discrepancies. Open Enrollment 'Schedule OE meetings,including cablecast and video tappng. 'Prepare and schedule ICMA and Long Term Care presentations. 'Order all printed materials and forms for open enrollment,including directories,brochures,etc from insurance companies. 'Coordinate and schedule department designate meeting including recruiting designates. 'Coordinate assembly of department OE boxes,including delivery. 'Process OE forms upon arrival. 'Return employee forms with new SPD's,ID's,catalogs,etc to employees.