HomeMy WebLinkAboutAgenda Statement 1982/07/13 Item 12COUNCIL AGENDA STATEMENT
Item 12
Meeting Date 7/13/82
ITEM TI1fLE:
SUBMITTiBD BY:
ResolutionfQ9~DApproving Amendment to Joint Exercise of Powers
Agreement with Serra Regional Library System
Library Director
(4/5ths Vote: Yes Nom)
The C ula Vista Public Library has operated under a JEPA with the Serra Cooperative
Libra System and its 13 members since 1965. Since that time there have been
six ( ) amendments made to this agreement. The attached documents propose a
seven h (7) amendment. It is my
RECOMMENDATION: That the City Council approve the resolution.
BOARD COMMISSION RECOMMENDATION: The Library Board will not be meeting in July and
their next schedulAd meeting wi11-not occur until late August. Inasmuch as this i;s an
opera Tonal matter and not necessarily within the purview of the Board, T would suggest
we pr Geed without their recommendation.
DISCUSISION:
Since 1971 the Serra Cooperative Library System has used the County of San Diego
as fi cal agent. Over the past three fiscal years, fiscal agent fees allocated
to Se ra have gone from $17,000 to $34,000, and most recently to $64,000 annually.
The C unty requires full cost recovery for all grants they fiscally administer,
but t e cost assessment is based on an allocation plan, not actual costs. There-
fore, Serra is required to pay for certain services that it does not actually receive.
It wa imperative that a more flexible and cost effective method of accounting
be wo ked out. An arrangement was made, with counsel from the County's accounting
depar ment, whereby Serra will be able to contract out for accounting services at
an es imated $12,000 annually. Under this arrangement Serra will be the contracting
agent for all grant awards from the California State Library. (CSL now allows
syste s to contract as separate legal entities). Grant funds will come into the
syste and be deposited into the County Treasury. Every two weeks the County will
issue Serra a check, which will then go into an operating bank account which can be
drawn from as a regular checking account. The CPA services will be used for all
repor ing, maintaining books, etc. As the law requires it, San Diego County will be
the a ditor.
This rrangement, in addition to being more economical, will allow more latitude
in se ting rules and developing procedures within the law. Warrant writing and
auditing should require substantially less time also. The benefits of system mem-
bership and services remain the same. This is basically a money-saving maneuver
by Se ra to bring their costs for accounting services to a reasonable level.
FISCAl1 IMPACT: None
t~t~
by e City Courici! of
Chula Vista, Caiifcrnia
Dated 7' ~3 ` 8~Z
Form A-113 (Rev. 11/79)