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11
CI~ OF SAN BERNAROQO - REQUQT FOR COUNCIL ~ON
From:
M.J. Perlick
Subject:
Reed, Roberts. Associates, Inc. -
Relating to the City's Unemployment
Insurance Program.
Dept:
Personnel
Date: March 9, 1985
Synopsis of Previous Council action:
Via Resolution 80-526, authorized a three year contract with Reed, Roberts,
Associates, Inc.. which expired December 31, 1983.
Recommended motion:
Adopt Resolution
Lj U'L-
Signature
Supporting lIata attached:
FUNDING REQUIREMENTS: Amount:~3,500 (ceiling)
(continuing amount - no increase in budgeted monies)
Phone: 5161
Ward: n/a
Sou rce: Existing Budget's
Finance: i~ /~7 C/(~ ./~
, ,
Contact person:
M.J. Perlick
Council Notes:
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fIlIIlJIJi'111 II
Clfv OF SAN BI!RNARoiO - REQUaT FOR COUNCIL AC~ON
STAFF REPORT
Reed, Roberts, Associates, Inc. has been providing administration of
the City's unemployment insurance program since 1978. The contract
under which services were performed and monies paid expired in Decem-
ber of 1983. Neither the Personnel Department or Reed, Roberts, Assoc.
Inc., became fully aware of this until March 1985. A new contract has
now been prepared, retroactive to January 1984 and forward to December
1987. This duplicates the term of the expired contract (three years)
plus allows for fifteen months of retroactivity.
During the period of January 1984 to the current time, unemployment
insurance services were/are being provided to the City in a satisfac-
tory manner. It is recommended that the contract be renewed.
There is no increase in fees over the past contract period. The fee
of $2.50 per full time employee (or equivalent) per year and an annual
cap amount of $3,500 remains.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AUTHORIZING THE
EXECUTION OF AN AGREEMENT WITH REED, ROBERTS ASSOCIATES, INC.,
RELATING TO CITY'S UNEMPLOYMENT INSURANCE PROGRAM.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1. The Mayor of the City of San Bernardino is hereby
authorized and directed to execute on behalf of said City an
Agreement with Reed, Roberts Associates, Inc., relating to City's
Unemployment Insurance Program, a copy of which is attached
hereto, marked Exhibit -A- and incorporated herein by reference as
fully as though set forth at length.
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
.
Bernardino at a
meeting thereof, held on
the
day of
, 1985, by the following vote,
to wit:
AYES:
Council Members
NAYS:
ABSENT:
City Clerk
The foregoing resolution is hereby approved this
day
of
, 1985.
Mayor of the City of San Bernardino
Approved as to form:
~~;c..,
Clty ttorney
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A G R E E MEN T
---------
(Unemployment Insurance)
THIS AGREEMENT is made and entered into effective January 1,
1984, by and between the CITY OF SAN BERNARDINO, a municipal
corporation, referred to as -City-, and REED, ROBERTS ASSOCIATES,
INC., a New York corporation, referred to as -Administrator-.
The parties agree as follows:
1. Recitals.
A. City pays unemployment compensation taxes pursuant to
Unemployment Compensation Amendments of 1976, Public Law 94-566.
B. Administrator represents to City that it is qualified
to advise City with respect to City's unemployment insurance
program.
.
2. Services to be Provided by Administrator. Administrator
shall provide the following:
A. Evaluations of personnel practices, as required by
City, including review of hiring and termination procedures,
employee handbooks, union contracts, application forms, separation
forms, warning notices and other items used in day-to-day
personnel administration. After such review, Administrator shall
make appropriate recommendations for changes.
B. Claims supervision to include:
(1) Examination of each individual claim as to
eligibility, amount of claim and benefit period.
(2) Investigation and protest of all questionable
claims.
(3) Verification that unwarranted charges are not
entered against City's experience.
EXLlBIT A
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(4) Verification of the California Department of
Economic Development's periodic statements of amounts due.
C. Analysis of merit rating (if under tax provisions of
law) which includes:
(1) Verification of the accuracy of City's annual
contribution rate as assigned by the California Department of
Economic Development.
(2) Study and test of procedures leading to the
lowest tax rating allowable, if applicable.
D. Current reports, including:
(1) Reconciliation of current payroll records with
quarterly tax reports submitted, if applicable.
(2) Issuance of service letters relating to
.
unemployment tax matters where pertinent.
(3) Periodic visits to City offices to review
procedures which will effect a complete system for the supervision
and control of unemployment tax data.
E. Continuing education and training for key City staff,
including instruction in changes in the law necessary to ensure
proper compliance.
F. Attend all Administrative Law Judge and Appeals Board
I hearings, whether initiated by Administrator on behalf of City or
"I by claimants in the exercise of their appeal rights. City will be
advised by letter as to the results of each hearing.
G. At the conclusion of each year, an annual financial
analysis with appropriate details and recommendations to enable
City to determine whether the financing option is appropriate or
in need of change.
H. A detailed quarterly computer report listing the
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names of those individuals who have filed for benefits and the
disposition of each claim. This report shall classify claims by
department and location within City.
3. Services to be Performed by City. City shall promptly
provide Administrator with all relevant information and data that
it has in its possession required by Administrator.
4. Administrator's Fee. City shall pay Administrator for
its services an annual fe~ computed on the basis of the number of
full-time equivalent employees as of January 1 of each year at the
rate of $2.50 per full-time employee, except that Administrator's
total fee for anyone year shall not exceed $3,500.00. Payment
shall be made in equal quarterly installments with the first
installment to be made on or before March 31, 1984. The annual
.
fee shall be adjusted each year based on the number of full-time
equivalent employees on December 31 of the preceding year.
5. Term. This agreement shall be for a term of 48 months,
commencing on January 1, 1984, and continuing through December 31,
1987. The City shall have the option to renew this agreement
under the same terms and conditions and for a like term by giving
written notice to Administrator at least sixty (60) days prior to
the expiration date of this agreement. Notwithstanding the
foregoing, City shall have the right to terminate this agreement
at any time upon thirty (30) days' advance written notice to
Administrator.
6. Accounting Records. Administrator shall maintain records
of all expenditures made pertaining to its services under this
agreement. Said records shall be maintained in accordance with
generally accepted accounting principles and shall be available to
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City for its audit at all reasonable times and places.
7. Expenses. Administrator shall bear all expenses it
incurs in performance of its duties hereunder and hold City free
and harmless for all and any liability therefor.
8. Notices. All notices herein required shall be in writing
and delivered in person or sent by certified mail, postage
prepaid, addressed as follows:
City of San Bernardino
300 North -D- Street
San Bernardino, CA 92418
Reed, Roberts Associates, Inc.
P.O. Box 5050
Carson, CA 90749-5050
9. Assignability. The experience, skill and expertise of
Administrator is of the essence of this agreement. Administrator
shall not assign (whether by assignment or novation) this
agreement or delegate its duties hereunder in whole or in part or
.
any right or interest hereunder without the prior written consent
of City. Any assignment or attempt to assign this agreement
without such prior written consent or by operation of law shall
constitute cause for termination.
IN WITNESS WHEREOF, the parties hereto have executed this
agreement on the
, 1985.
day of
CITY OF SAN BERNARDINO
ATTEST:
By
City Clerk
Mayor
REED, ROBERTS ASSOCIATES, INC.
By
Ti tIe
Approved as to form:
.