HomeMy WebLinkAboutItem F ►1-,
July 7, 1999
STAFF REPORT
TO: Mayor and Members of the City Council
FROM: Elizabeth Stoddard, Director of Administrative Services
SUBJECT: PROPOSAL TO PROVIDE STATE MANDATED COST
CLAIMING SERVICES
SUMMARY OF REQUEST:
Staff requests authorization for the City Manager to execute an Agreement to Provide Mandated
Cost Claiming Services
BACKGROUND:
Since 1976, the State has proposed a significant number of mandates upon local government.
Senate Bill 90 legislation has forced local government to comply with State mandated programs
and diverted available funding to comply with State requirements. Each year the State
appropriates funds through the budgetary process for reimbursement of mandated programs. To
balance the scales, local government has the ability to seek reimbursement for the cost of
implementing new programs and on-going compliance with existing programs. To insure the
City of Seal Beach receives all funding diverted to comply with State mandated programs, we
have contracted with DMG MAXIMUS, formerly David M. Griffith and Associates to prepare
the City's claims for reimbursement. All claims are due by November 30th of each year. This is
a very labor-intensive process, which would require significant staffing resources to complete
the State mandated reimbursement process. DMG MAXIMUS reviews the City's programs and
proceeds to file new claims on the City's behalf Additionally, on-going claims are filed annually
so the City continues to receive its reimbursement. The City has contracted with DMG
MAXIMUS since 1976 for the State mandated claiming process. There are a limited number of
companies that provide this service. The City always receives substantially more in
reimbursements than the cost of filing claims.
Agenda Item /4"
PROPOSAL TO PROVIDE STATE MANDATED COST
CLAIMING SERVICES
July 7, 1999
Page—2-
FISCAL IMPACT:
There is no fiscal impact upon the City as all costs associated with State mandated claims
preparation is reimbursable under Senate Bill 90. The fixed fee of$3,050.00 will be charged for
claims filed on or before January 15, 2000. New or first time claims will be charged a fixed fee
of$2,200.00.
RECOMMENDATION:
Authorize the City Manager to sign an Agreement to Provide Mandated Cost Claiming
Services for the City of Seal Beach.
'Itt )(keri--/Ahk
El z�ab Stoddard
Direct of Administrative Services
NOTED AND APPROVED:
Keith Till
City Manager
D
MAXIMUS
GHelping Government Serve The People
June 8, 1999
Ms. Elizabeth Stoddard
Finance Director
City of Seal Beach
211 Eighth Street
Seal Beach, CA 90740
Subject: State Mandated Cost Claiming Services
Dear Ms. Stoddard:
DMG-MAXIMUS is pleased to submit this proposal to renew its agreement with
the City of Seal Beach to provide comprehensive State Mandated Cost
Claiming Services for the 1999-2000 fiscal year. We propose to prepare all
state mandated cost claims based on claiming instructions issued by the State
Controller during the fiscal year.
For the 1999-2000 fiscal year, DMG-MAXIMUS will provide all necessary services to
prepare and file the following state mandated cost claims:
> Annual Claims due January 15, 2000
➢ All Other Eligible New Claims
• New mandate claims approved by the Commission on State Mandates
• New claims the Commission is expected to approve in FY 1999-2000
• All other claims for which claiming instructions are issued in FY 1999-2000
The 1999-2000 fiscal year will be another busy claiming year. Four new claims have
been added to the 13 annual fall claims and there will be from five to ten new first-time
claiming opportunities. Most of the new claiming opportunities will include new claims
covering multiple fiscal years. A discussion of each claiming opportunity is presented
below.
4320 Auburn Boulevard, Suite 2000 • Sacramento, CA 95841 • 916.485.8102 • FAX 916.485.0111
•
City of Seal Beach
Annual Claims
Annual claims are those claims which are funded in the State Budget and must be filed
by the statutory deadline of January 15, 2000. These include actual cost
reimbursement claims for fiscal year 1998-99 and estimated reimbursement claims for
the 1999-2000 fiscal year. The regular annual claiming cycle should consist of all
claims included in last year's claiming instructions, as well as the Regional Housing,
Domestic Violence Arrest Policies, Domestic Violence Incident Reporting, Two-way
Traffic Signals, and Airport Land Use claims. The 17 possible claims include the
following:
D Absentee Ballots - election costs associated with issuing and processing
absentee ballots.
r Business Tax Reporting Requirements - tracking and transmitting FTB-
required data for all new and renewal businesses within the city.
Z Open Meetings Act - agenda preparation, review and posting costs
required by the Ralph M. Brown Act.
• Mandate Reimbursement Process - costs of participating in the SB 90
process: DMG's fees and local agency staff time.
D Firefighters' Cancer Presumption - worker's compensation, benefits,
administrative and legal costs in firefighter cancer cases.
D Peace Officers' Cancer Presumption - worker's compensation,
benefits, administrative and legal costs in peace officer cancer cases.
Brendon McGuire Act - election costs incurred by an agency in the
event that an elected candidate dies before taking office.
D Stolen Vehicle Notification - notifying vehicle owners or operators
regarding the location of their stolen vehicle.
D Rape Victim Counseling Center Notices - providing rape victims
information regarding counseling and treatment services.
D Misdemeanors: Booking & Fingerprinting - time to provide
misdemeanant verification that they were booked and fingerprinted.
D Investment Reports - rendering Quarterly Investment Reports to the
local governing body.
D Threats Against Peace Officers — requires local entities to pay moving
expenses if there are credible threats against the safety of either the peace
officer or immediate family members.
D Regional Housing Needs Assessment - specifies detailed requirements
for the housing element of a local agency's general plan.
D
MAXIMUS 2 lune 8, 1999
' City of Seal Beach
Domestic Violence Arrest Policies — requires the development,
adoption, and implementation of arrest policies for domestic violence
offenders, as well as requiring peace officers to make reasonable efforts to
identify the primary aggressor.
• Domestic Violence Incident Reporting — requires certain policy and
procedure updates associated with domestic violence incident reporting.
D Two-way Traffic Signal Communication Controller — requires local
agencies to purchase traffic signals that comply with new state
requirements when replacing two-way traffic signals.
D. Airport Land Use Planning — this requirement would only apply in cases
where a city participates in an Airport Land Use Commission.
New Claims Approved By The Commission On State Mandates
These are claims where the Commission has already determined that reimbursable
state mandated costs exist. In most cases, the cost components have been developed
and only await some fine-tuning before they are sent to the Controller for the
preparation of Claiming Instructions. The Controller has 6o days from the date the
Commission adopts the cost components (parameters and guidelines) to issue
claiming instructions. The City has 120 days to file the claims. The claims approved by
the Commission are:
SIDS Training for Firefighters — cost of providing mandatory training to fire
fighters when responding to a sudden infant death call.
➢ Domestic Violence Arrest & Training Policies — Certain policy and procedure
updates associated with domestic violence arrest and training policies.
• Very High Fire Hazard — the cost of developing an ordinance and procedures
to comply with the new State program requiring additional actions by all owners
that have property in these extra hazardous fire areas.
New Claims Which Appear Likely For Approval By The State
In addition to the claims already approved, there are also other claims that are
pending before the Commission, which may be approved in the 1999-2000 fiscal year.
In some cases, the only question is the scope of the mandate and not whether a
reimbursable mandate exists. The claims in this category include the following:
D Peace Officers' Procedural Bill of Rights - procedure for addressing
disciplinary and other personnel matters with peace officers that exceeds
standards for civil service employees.
D
MAXIMUS
3 June 8, 1999
•
City of Seal Beach
Standardized Emergency Management System - requires local agencies to
develop a statewide emergency management plan to comply with new State
requirements.
• Sex Offenders: Disclosure of Law Enforcement Officers (Megan's Law) -
requires law enforcement agencies to provide a public access system containing
video photographs of sex offenders.
➢ Sexual Harassment Training in the Law Enforcement Workplace -
mandated training for peace officers in sexual harassment.
➢ Photographic Record of Evidence - rather than admitting hazardous or
dangerous evidence, particularly drugs, in court, same is admitted by photographs.
➢ Law Enforcement: Elder Abuse Training - mandatory training of peace
officers in elder abuse.
➢ Animal Adoption - extensive changes in length of time stray animals must be
kept before adoption as well as increased record keeping requirements.
➢ Health Benefits for Survivors of Peace Officers & Firefighters - allows
survivors and dependents of peace officers and firefighters who die in service to
be afforded free health insurance.
➢ Law Enforcement Racial and Cultural Diversity Training - requires peace
officers to have mandatory training in racial and cultural diversity.
Other New Claims For Which Claiming Instructions Are Issued
In addition to the above claiming opportunities, it is possible that the Commission on
State Mandates or the Legislature will approve other claims before the end of the
fiscal year. If the State Controller issues claiming instructions in the 1999-2000 fiscal
year, DMG-MAXIMUS will prepare those claims under the provisions of this
proposal and the enclosed contract.
COST
DMG-MAXIMUS is proposing the same payment process that you selected last year.
♦ Annual Fall Claims: Fixed Fee
We propose to complete all annual fall state mandated cost reimbursement
claims for the City for a fixed fee of three thousand fifty dollars ($3,050). This fee
will be billed after the claims have been filed with the State on or before January
15, 2000 and is due upon receipt of the invoice.
D
M MMus 4 June 8, 1999
• City of Seal Beach
to All Other New Claims: Fixed Fee
We propose to complete all other new or first-time state mandated cost
reimbursement claims for the City for a fixed fee of two thousand two hundred
dollars ($2,200). This fee is due upon receipt of the invoice from the Consultant.
If your agency prefers to structure this agreement differently, we are pleased to
discuss it with you. DMG is very flexible and will gladly tailor a payment approach to
meet your City's preferences.
We are excited about the State mandated claiming opportunities available to your City
this year. If you have any questions, please contact Allan Burdick or me at (916) 485-
8102. Thank you for considering our proposal. We look forward to working with you
and your staff again.
Sincerely,
tr, a I I I I
. Bradley rg•ss
Vice President
Enclosures
D
M AXIMUS
G 5 June 8, 1999