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Home My WebLink AboutPR 19524: CONTRACT WITH KANDI DANIEL FOR ACCOUNTING SERVICES City of Port Arthur Memorandum To: Brian McDougal, City Manager From: Jerry W. Dale, Director of Finance (r Date: September 8, 2016 Re: PR 19524 I recommend that the City Council adopt Proposed Resolution 19524 which authorizes a contract between the City of Port Arthur and Kandi Daniel for the provision of Accounting services for the Finance Department account no. 001-1031-515.59-00. \,,,\.,\\ / 4 ...,, ,. ,„. ...:— City of ort rti r r . as INTEROFFICE MEMORANDUM • Office of the Finance Department Date: January 27, 2016 To: Brian McDougal, City Manager From: Jerry W. Dale, Interim Finance Director RE: Utilization of Kandi Daniel's Education, Training and Experience in the Finance/Accounting Department in Functions Not Presently Being Executed As we have discussed, there are functions within the Finance/Accounting Department that are critical to an effective system of internal control, which are presently not being met and have not been met for some time. We were fortunate to learn of the interest of a seasoned professional with 27 years of municipal experience (20 years as Treasury Manager) who is retired and has an interest in working with the City of Port Arthur in the capacity of an independent contractor for 35 hours per week. With your approval, Kandi Daniels will be working 35 hours per week, starting October 1, 2016 through September 30, 2017 as shown in the attached draft contract. You have requested that I prepare a memo detailing the functions that she would be involved in and the approximate date of completion. Some of the assignments are somewhat one-time events; however, many are ongoing and are not being addressed due to a lack of staff in terms of number, education, training and/orexperience as well as the single-minded focus of the more senior staff members on"catching up" and "digging out". Some of the functions include,but are not limited to the following: Cash Bank reconciliations have not been reconciled on a monthly basis for at least 2+ years. Reconciliations were prepared at yearend, which is not adequate and places the City at an unreasonable risk. This issue is addressed in the independent auditor's Letter to Management on Internal Control. Adequacy of collateral pledged by the City's bank depository is not being confirmed monthly, including its independent valuation. Page 1 of 4 Implementation of Consolidated Cash has not been fully utilized, which results in the amount shown on the monthly Balance Sheet and possibly Revenue Report and Expenditure Report of each fund not being correct. Presently it is being corrected at yearend—which means that if interim financial statements were being prepared, the Balance Sheet and possibly the other two reports could not be relied upon for accuracy. Cash Flow Projections have not been prepared in order to determine the amount of idle cash available for investment is not known. Obviously, without this the City cannot have an effective investment program. Bank Depository Agreement has not been fully and completely reviewed in order; • monitor compliance, • advise prior to the option date to extend, • evaluate the availability and utilization of technology, • prepare RFPs when needed and appropriate (currently a consultant is used), • prepare resolutions,when needed and appropriate to select or extend Investments Establish Systematic Procedures to manage investments Execute Trades Design and Prepare Quarterly Investment Reports. State law requires this and it appears that this has not been done for some time. Evaluate the Tracker Software for this purpose. Annual Review and Selection of Broker/Dealers, including Representation Letters. Confirm Investment Holdings with 3rd Party Collateral Agent monthly. Value the Investment Portfolio Independently monthly. Seek Opportunities to Increase Yield Prepare the Annual Review of the Investment Policy, updating if needed as a result of new state legislation, etc. Debt Management Arbitrage Page 2 of 4 Continuing Disclosure Texas Municipal Reports file at the Municipal Advisory Council Assist with Debt Issuances Prepare and/or Review the Debt Service Fund Budget Capital Assets Update the Capital Assets Subsidiary monthly, agreeing it to the General Ledger Control. This issue is addressed in the independent auditor's Letter to Management on Internal Control. It is currently being performed by an outside consultant at yearend, creating a bottleneck in completing the audit process and preparation of the CAFR. Budget Provide Assistance During Annual Budget Process, incl Revenue Projections Truth n Taxation • Certified Values—Calculation of Effective and Rollback Rates • Appraisal Roll • Budget • Tax Roll Management of Industrial District Agreements Review IDAs Assist in Preparation of Current Year Calculations of IDA Revenue Confirmation of Property Accts and Related Values at Jefferson County Appraisal District Agreement with Capital Appraisal's (Consultants) Report Using Dr. Stanton, Statistician's % Assigned to "Tax Levy" Page 3 of 4 Monthly Financial Statements Assist in Initiating Monthly Financial Statements. This is not intended to be an all-inclusive list, nor could anyone expect any one person to single- handedly execute all that is presented. It is however the functions that Kandi appears qualified to undertake and could be an important part of the team in restructuring the Finance/Department to the level of effectiveness and efficiency that is needed. Please let me know of any questions and/or comments you may have. Thank you for your support. Page 4 of 4 KANDY DANIEL 4855 Taft Street•Beaumont,TX 77706 Kandydan@gmail.com • cell 409-781-1167 Innovative finance professional with 27 years experience in municipal government and 7 years experience as a small business owner/operator. Self starter with a demonstrated track record of streamlining processes which enhance revenue and increase productivity. Exhibits strong supervisory skills and is detail oriented but has the ability to see the big picture. Areas of Expertise: • Cash&Debt Management • Accounts Receivable • Accounts Payable/Payroll • Investments • Budgeting • Event Planning • Banking Relations • Inventory Management • Retail Sales CAREER EXPERIENCE WINESTYLES,Beaumont,TX,November 2008-Present Owner&Operator of local wine franchise. Manage all aspects of the business including sales,event planning,purchasing,accounts payable, payroll, budgeting, inventory management. PAMPERED CHEF, Beaumont,TX,November 2014-Present Independent Consultant SALVAGGIO,TEAL&ASSOCIATES, Austin,TX,July 2008—October 2008 Subcontractor State of Louisiana project-Information systems consulting for the public sector CITY OF BEAUMONT,Beaumont,TX, March 1981 —June 2008-Retired Treasurer (1988-2008) Managed the City's debt, $100 million cash and investment portfolio,coordinated the sale of general obligation and revenue bonds, and administered the banking services contracts. Directed the billing and collection of receivables which included the monthly billing of 40,000 utility accounts, ambulance billing and filing of insurance claims. Prepared revenue estimates for the City budget and directed the City's Small Business Loan Program. Cash Manager(1986—1988) Managed the City's investment portfolio,monitored cash balances and prepared cash forecasts, prepared revenue estimates for the City budget, established banking contracts,assisted in debt management. Senior Budget Analyst(March 1986. —May 1986) Aided in the preparation of City budget,prepared revenue and expenditure estimates, coordinated other research projects. Continued... KANDY DANIEL • Page 2 CAREER EXPERIENCE CONTINUED Accountant(1985—1986) Maintained accounting records and prepared financial statements for enterprise, internal service and capital project funds, accounted for EPA federal grant, maintained fixed asset subsidiary records, prepared investment reports. Senior Accounting Technician(1981 —1984) Supervised accounts payable staff,maintained disbursement records, prepared bank reconciliations. Accounting Technician (March 1981 —June 1981) Maintained accounting records for Community Development Block Grant. EDUCATION Bachelor of Business Administration in Accounting(1980) LAMAR UNIVERSITY—Beaumont,TX PROFESSIONAL ORGANIZATIONS LOGIC Investment Pool, Board of Directors(2005—2008) S.E. TX Economic Development Board(1998—2008) Government Treasurers Organization of Texas (1986—2008), President(1993) P.R. 19524 09/08/2016 JNP RESOLUTION NO. A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT BETWEEN THE CITY OF PORT ARTHUR AND KANDI DANIEL FOR THE PROVISION OF ACCOUNTING SERVICES FOR THE FINANCE DEPARTMENT WITH A BUDGETARY IMPACT OF $72,800.00; FUNDING AVAILABLE IN THE FINANCE DEPARTMENT'S PROFESSIONAL SERVICE ACCOUNT NO. 001-1032-515.59-00. WHEREAS, the City of Port Arthur Accounting Division is in need of professional assistance at this time; and WHEREAS, Kandi Daniel is an Accountant and has agreed to provide professional services at a rate of$40.00 per hour. NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1: That the City Manager is hereby authorized to execute said Contract, a copy of which being attached hereto as Exhibit"A". Section 2: That a copy of the caption of this Resolution be spread upon the Minutes of the City Council. READ,ADOPTED,AND APPROVED, this day of September, 2016,A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Council members: NOES: Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: . A. i'iial Val Tizeno, tly tyy APPROVED FOR ADMINISTRATION: Brian McDougal, City Manager APPROVED AS TO AVAILABILITY OF FUNDS: Jerry W. Dale, Director of Finance EXHIBIT "A" AGREEMENT FOR INDEPENDENT PROFESSIONAL SERVICES This agreement is made between the City of Port Arthur, Texas hereinafter referred to as "City" and Kandi Daniel. I. TERM OF AGREEMENT This Agreement shall be for a one year period from the date stated in the notice to proceed. Thereafter,this Agreement shall be renewable at the discretion of the parties. II. PROFESSIONAL SERVICES Ms. Kandi Daniel, will be considered an independent contractor for the City of Port Arthur and shall provide accounting services for the City's Finance Department. Such services shall be at the standard of care/knowledge expected of accountants in Texas. III. COMPENSATION Ms. Kandi Daniel shall be paid Forty ($40)per hour for accounting services actually rendered. The hours of work shall be mutually agreed upon by the Finance Director of the City of Port Arthur and Ms. Kandi Daniel. IV. BENEFITS All benefits result from this contract are delineated herein, and no other benefits promise by any City office shall be binding on the City. V. TERMINATION This Agreement can be terminated with fourteen(14) days prior written notice by either party. SIGNED AND AGREED TO on the day of September, 2016. CONTRACTOR Witness Kandi Daniel SIGNED AND AGREED TO on the day of September, 2016. CITY OF PORT ARTHUR Brian McDougal, City Manager Witness