CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

September 12, 2017

CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED Sharon Friedrichsen, Director of Budget and Contracts

BY:

Consideration of a resolution authorizing the City Administrator to execute an

SUBJECT: amendment to a professional services agreement for financial consulting services
for a not to exceed contract amount of $60,000

RECOMMENDATION:
Adopt a resolution authorizing the City Administrator to execute Amendment No. 1 to Professional
Services Agreement ADM-CREZA-035-16-17 with Christina Reza for financial consulting
services for a not to exceed contract amount of $60,000.
BACKGROUND/SUMMARY:
The City contracts with various consultants to provide specialized services, often related to one-
time projects or the provision of routine governmental functions when there are staff vacancies.
The City Administrator entered into an agreement with Ms. Christina Reza in May 2017 to provide
financial consulting services such as fund balance analysis; reconciliation; transfers and budget
adjustments; and the year-end close of Fiscal Year 2016-17. Additionally, she has provided
technical assistance and coordination pertaining to the Citys annual audits and migration to a new
financial system, including the development of a new chart of accounts and fund structure that
helps achieve the citywide objective of rebuilding the foundation. The extension of the agreement
will allow for continuity related to these two key projects: (1) coordination with the auditors, whom
have completed fieldwork in August and September, to help ensure the audit is completed by
December 31, 2017 and (2) ongoing implementation efforts to migrate the city to a new financial
system in late October. Authorizing the amendment will also facilitate support for other financial
activities during the recruitment for the vacant Finance Manager position and as needed ongoing
support once the position is filled.

It is recommended that Council authorize the City Administrator to execute the amendment to the
existing agreements with Ms. Reza to extend the current term from September 1, 2017 to
December 31, 2017 and to increase the contract by $37,000 for a new total not to exceed amount
of $60,000.
FISCAL IMPACT:
The salary savings from the vacant Finance Manager position will cover the cost of this
agreement. The hourly rate of the consultant is comparable to the hourly rate of the budgeted
salary of the finance manager position. In addition, the City is not incurring budgeted costs
pertaining to benefits thereby achieving salary savings.
PRIOR CITY COUNCIL ACTION:
N/A.

Attachments:

Attachment 1 Resolution
 Attachment 1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE

CITY ADMINISTRATOR TO EXECUTE AMENDMENT NO. 1 TO A PROFESSIONAL SERVICES
AGREEMENT WITH CHRISTINA REZA (ADM-CREZA-035-16-17) FOR FINANCIAL CONSULTING
SERVICES FOR AN AMOUNT NOT TO EXCEED $60,000

WHEREAS, there is an unanticipated vacant finance manager position within City Administration and
the functions rendered by this position are necessary for the continuity of financial operations; and
WHEREAS, the skills necessary for this position are considered to be specialized and require
knowledge of governmental accounting; and
WHEREAS, Municipal Code Section 2.140.D allows for the dispensation of the bid process when there
is a need for a professional service, such as that available from an attorney, accountant, architect or
specialized consultant, involves a specialized knowledge or personal skill;
WHEREAS, Christina Reza currently provides financial consulting services to the City, technical
support on various financial activities and assistance with the migration to a new financial system; and
WHEREAS, the contract with Christina Reza is for a term ending on September 1, 2017 and for a not to
exceed amount of $23,000; and
WHEREAS, the City wishes to extend the contract with Christina Reza to allow ongoing support and
the salary savings from the funded finance manager position will cover these contractual costs; and
WHEREAS, contracts with a value of $25,000 or more shall be entered into only by authorization of the
City Council in accordance with Carmel Municipal Code Section 3.12.110.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Authorize the City Administrator to Execute Amendment No. 1 with Christina Reza to extend the term to
December 31, 2017 and increase the amount of the contract by $37,000 for a total not to exceed
amount of $60,000 as shown in Exhibit A.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
12th day of September 2017, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk
 Attachment 1

Exhibit A

AMENDMENT NO. 1
ADM-CREZA-035-16-17
CHRISTINA REZA- FINANCIAL CONSULTING

1. This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and Christina Reza, parties to
agreement ASD-CREZA-035-16-17 (the "Agreement")

2. The Agreement is amended as follows:

a. The Term of the Agreement is modified as follows:

The work under this Agreement shall commence on May 3, 2017 and terminate on December 31, 2017.
The parties may agree to extend or amend this Agreement prior to its expiration.

b. Compensation of the Agreement is modified as follows:

CITY shall pay CONSULTANT in an amount not to exceed $60,000, which is based upon the hourly
rate of $75.00.

Existing Proposed Contract New Not to Exceed (NTE)

Contract Amount Amendment Amount Amount
$23,000 $37,000 $60,000

3. Except as set forth in this Amendment, the Agreement is unaffected and shall continue in full force and
effect in accordance with its terms. If there is conflict between this amendment and the Agreement or any
earlier amendment, the terms of this amendment will prevail.

CONSULTANT:

By: _____________________________ Date: ______________________

Christina Reza

CITY:

By: _____________________________ Date: ___________________

Chip Rerig, City Administrator

ATTEST:

By: _____________________________ Date: ______________________

Ashlee Wright, City Clerk

APPROVED AS TO FORM:

By: _____________________________ Date: ______________________

Glen Mozingo, Esq.