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97-054 David Wellhouse & Assoc., consultant for state mandated cost reimbursement AGREEMENT BETWEEN THE CITY OF CUPERTINO AND DAVID WELLHOUSE & ASSOCIATES, INC. FOR PREPARATION AND FILING OF CLAIMS FOR STATE MANDATED COST REIMBURSEMENT This agreement by and between the CITY OF CUPERTINO, a municipality of the State of California, hereinafter referred to as "CITY", and DAVID WELLHOUSE &ASSOCIATES, INC., a California corporation, hereinafter referred to as "CONSULTANT". Whereas, CITY desires to engage the services of a consultant to prepare and file claims for State Mandated Cost Reimbursement, and CONSULTANT has been selected to perform said services, now, therefore, it is agreed by CITY and CONSULTANT as follows: 1. Claims To Be Filed. CONSULTANT shall prepare and file with the State Controller's Office and the Commission on State Mandates on behalf of CITY the following state mandated cost (SB 90) claims and Incorrect Reduction Claims during the 1997-98 fiscal year. A. Claims for the periods of 1/1/96 through 6/30/96 actual, Fiscal Year 1996/97 actual and 1997/98 estimated to be filed on or before May 20, 1998: Investment Reports - Chapter 783, Statutes of 1995 and Chapters 156 and 749, Statutes of 1996. B. Preparation and filing of Incorrect Reduction Claims with the Commission on State Mandates for the following applicable state mandated cost claims The Open Meetings Act - Chapter 641, Statutes of 1986. The period of 8/29/86 through 6/30/87 and fiscal years 1987/88, 1988/89, 1989/90, 1991/92, 1992/93, 1993/94 and 1994/95. CITY acknowledges that CONSULTANT does not warrant that claims and/or Incorrect Reduction Claims will be filed for all of the mandates or years listed in this Section 1. The claims and services described in this Section 1 shall hereinafter be referred to as "PROJECT". CONSULTANT hereby designates David Wellhouse, or other delegated representative, to be sole contact and agent in all consultations with CITY during the performance of services as stated in PROJECT. 2. Time For Performance. CONSULTANT shall file all reimbursement claims in accordance with the State Controller's claim filing deadline contained in the applicable State Controller Claiming Instructions and the Commission on State Mandates regulations. 3. Compensation. A. CITY agrees to pay CONSULTANT a fixed fee in the amount of$ 1,500.00 for services provided under Section 1A., upon receipt of CONSULTANT'S invoice, after submission of claims on or before May 20, 1998. B. CITY agrees to pay CONSULTANT a fixed fee in the amount of$ 1,500.00 for services provided under Section 1 B., upon receipt of CONSULTANT'S invoice, after submission of incorrect reduction claims filed with the Commission on State Mandates. 4. Method Of Payment. A. CITY agrees to pay said fixed fee identified in Section 1A within 30 days after submission of claims on or before May 20, 1998 as specified in the State Controller's Claiming Instructions and upon receipt of invoice from CONSULTANT. B. CITY agrees to pay said fixed fee identified in Section 1B within 30 days after submission of incorrect reduction claims as specified in the Commission on State Mandates regulations and upon receipt of invoice from CONSULTANT. 5. City Assistance. CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this agreement. CITY shall provide CONSULTANT with requested information in a timely manner, pursuant to PROJECT. CITY represents and warrants that all financial documents and other information provided are accurate and correct. CONSULTANT shall not be liable for claims or incorrect reduction claims that are not filed or incorrectly filed due to inaccurate or untimely data. 6. Disposition Of Documents. CONSULTANT shall furnish to CITY copies of all claims and incorrect reduction claims filed with the State and/or Commission on State Mandates within 30 days after filing. CONSULTANT shall, upon written request, make copies of work papers available to CITY. CITY acknowledges that all such work papers are the property of CONSULTANT, and may not be disclosed to any third party, provided however that such work papers may be disclosed to appropriate governmental authorities for audit purposes. CONSULTANT shall be entitled to retain copies of all data prepared. 7. Not Obligated To Third Parties. CITY shall not be obligated or liable hereunder to any party other than CONSULTANT. 8. Insurance. CONSULTANT shall carry, maintain and keep in full force and effect, a policy of comprehensive general liability and automotive liability insurance in an amount not less than $1,000,000 aggregate applying to bodily injury, personal injury, and property damage. 9. Independent Contractor. CONSULTANT is, and shall be, acting at all times in the performance of this agreement as an independent contractor. CONSULTANT shall secure at its expense, and be responsible for, any and all payments of taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees. 10. Consultant Assistance If Audited. Upon notice of audit, CONSULTANT shall make available to CITY and state auditors claim file information, and provide assistance to CITY in defending claims submitted. 11. Consultant Liability If Audited. All work required hereunder shall be performed in a good and workmanlike manner. Any disallowance of claims by the State Controller's Office, the Commission on State Mandates or other state agencies is the responsibility of CITY. 12. Indirect Costs. CONSULTANT shall make every effort to prepare departmental Indirect Cost Rate Proposals for claims submitted, provided CITY financial information and departmental costs support such rates. CONSULTANT may utilize the ten.percent (10%) indirect cost rate allowed by the State Controller if financial information and departmental costs do not support a higher rate. 13. Termination Of Agreement. CITY may terminate CONSULTANT'S services hereunder with cause, whether or not services under PROJECT are fully complete. CITY shall do so by giving written notice to CONSULTANT, specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. 14. Return of Signed Agreement. CONSULTANT shall be under no obligation to prepare and file claims unless the executed Agreement is received by consultant by February 19, 1998 for Sections 1A, and 1 B. CONSULTANT may agree to extend this deadline upon written notice or on a case by case basis. 15. Entirety. The foregoing set forth the entire Agreement between the parties with respect to the PROJECT specified in Section 1. CONSULTANT: DAVID WELLHOUSE & ASSOCIATES, INC., a Califor ' oration By: Date: January 20, 1998 David E. Wellhouse President CITY: CITY OF CUPERTINO, a municipality of the State of California By: Date: ja.ii . a3, /998 Name: f<lfnberly £rnNEN Title: O d'j Cl e r k Spring 1998 Agreement Spring 1998 Claims Incorrect Reduction Claims/Open Meetings Act i David Wellhouse ...&Associates, Inc. January 20, 1998 Ms. Kimberly M. Smith City Clerk City of Cupertino 10300 Tone Avenue Cupertino, California 95014 Re: Proposal For Spring 1998 State Mandated Cost Claiming Services and Preparation of Incorrect Reduction Claims for Previously Filed Open Meetings Act Claims Dear Ms. Smith: David Wellhouse & Associates, Inc. offers its services to the City of Cupertino for the preparation and filing of the City's state mandated costs claims as well as the preparation and filing of Incorrect Reduction claims filed with the Commission on State Mandates for previously filed Open Meetings Act claims David Wellhouse &Associates, Inc. (DWA) specializes in the state mandate reimbursement process. Our main goal is to increase cities' state mandate cost reimbursements and offer the best claiming expertise available. The Commission on State Mandates approved the Parameters and Guidelines for Investment Reports (Chapter 783, Statutes of 1995 and Chapters 156 and 749, Statutes of 1996) on November 20, 1997. The City should be receiving the State Controller's Claiming Instructions for these claims on or about January 20, 1998. The City is now eligible to claim and recover costs relating to this legislation. The Investment Reports legislation requires the City to render and update an annual statement of investment policy and a quarterly report of investments containing specified information to the City Council and oversight committee. In addition to the above claiming opportunity DWA recommends the City file Incorrect Reduction claims with the Commission on State Mandates as a response to the Controller's Office audit disallowances and as the only route to payment of the City's previously filed Open Meetings Act claims. As you recall, we have been disputing these disallowances and working with the Controller's Office for nearly six years in an attempt to recover reimbursement dollars improperly denied by the Controller. Most cities have filed Open Meetings Act claims from fiscal Year 1986/87 to present. The Open Meetings Act claims at issue here are fiscal years 1986/87, 1987/88, 1988/89, 1989/90, 1991/92, 1992/93, 1993/94 and 1994/95. The last two fiscal years 1995/96 and 1996/97 have not been fully audited at this time however I do not expect the Controller's audit process to change. Therefore, if the cities are successful before the Commission this could change the outcome of the 1995/96 and 1996/97 fiscal year claims and all future claims as well as require the Controller's Office to re-audit the previously filed Open Meetings Act claims for payment. 9175 Kiefer Boulevard, Suite 121 • Sacramento, California 95826 (916) 368-9244 • FAX (916) 368-5723 I believe it is extremely important to file these Incorrect Reduction claims not only to recover multiple years of reimbursable expenses improperly denied, but help guard future reimbursements from a similar fate of unfair and quite impossible audit requirements made after the fact. Claims to be Filed David Wellhouse & Associates, Inc. will identify all reimbursable costs, prepare all claims on behalf of the City of Cupertino and file those claims with the State Controller's Office and the Commission on State Mandates. Claims for the periods of 1/1/96 through 6/30/96 actual, fiscal year 1996/97 actual and fiscal year 1997/98 estimated claims to be filed on or before May 20, 1998. Investment Reports - Chapter 783, Statutes of 1995 and Chapters 156, 749, Statutes of 1996 This claim represent the City's claiming opportunity for costs associated with the preparation and annual updating of the required investment policy and quarterly reporting as well as all activities which are required in order to produce the required policy and reports. Preparation and filing of all applicable Incorrect Reduction claims with the Commission on State Mandates for the following applicable reduced state mandated cost claims Open Meetings Act- Chapter 641, Statutes of 1986 The period of 8/29/86 through 6/30/87 and fiscal years 1987/88, 1988/89, 1989/90, 1991/92, 1992/93, 1993/94 and 1994/95. Costs of Services David Wellhouse &Associates, Inc. will prepare and file the City's 1995/96, 1996/97 and 1997/98 Investment Report Claims for a fixed fee of$ 1,500.00. As always, our fee includes all time and expenses necessary to prepare and file the City's claims. This fixed fee will be due upon the submission of claims to the State Controller's Office on or before the deadline of May 20, 1998 as set forth in the State Controller's Claiming Instructions. David Wellhouse & Associates, Inc. will prepare and file all applicable Incorrect Reduction Claims with the Commission on State Mandates. These incorrect reduction claims shall be based on the number of Open Meetings Act claims previously filed by the City and reduced by the State Controller for a fixed fee of $1,500.00. As always, our fee includes all time and expenses necessary to prepare and file the City's claims. This fixed fee will be due upon the submission of claims to the Commission on State Mandates as specified in the Commission's regulations. Consulting fees for the preparation of all reimbursement claims to date have been fully reimbursed by the State Controller's Office through the Mandate Reimbursement claim. DWA shall include all applicable fees in the City's 1997-98 actual Mandate Reimbursement Process claim which is filed during the Fall 1998 claiming cycle provided DWA continues to prepare and file state mandated cost claims on behalf of the City. Consulting fees for the preparation of incorrect reduction claims to date have been fully reimbursed by the State Controller's Office through the Mandate Reimbursement claim provided the claims are successful. DWA shall include all applicable fees in the City's Mandate Reimbursement Process claim which is filed during the Fall 1998 claiming cycle provided DWA continues to prepare and file state mandated cost claims on behalf of the City. This claim should be paid to the City 60 days after submission to the State Controller's Office on November 30, 1998. This should put payment to the City around the end of January 1999. Enclosed,please find two copies of our proposed Agreement and our proposed Amendment for the preparation of the City's claims. Based upon our conversation during my visit to the City last Fall, I am also enclosing an amendment to the Fall 1997 previous contract. Since it has always been our goal to make this process as easy on you and the City. Please use either the proposed Agreement or the proposed Amendment which ever is easier for you. We look forward to continuing our service to the City of Cupertino. In order for us to insure timely preparation and filing of the above claims,please sign and return one copy of the Agreement or Amendment to me in Sacramento by February 19, 1998. Should you have any questions, please contact me at (916) 368-9244. Thank you for your past support and consideration of our proposal. We hope to continue to serve the City of Cupertino as a client for many years to come. David Wellhouse President ac4th City Hall 5 1i% �;�'' 10300 Torre Avenue ..� ! ' Cupertino,CA 95014-3255 Telephone: (408)777-3223 F+ FAX: (408)777-3366 OFFICE OF TME CITY CLERK August 18, 1997 David Wellhouse & Associates, Inc. 9175 Kiefer Boulevard, Suite 121 Sacramento, California 95826 PROPOSAL FOR FALL 1997 STATE MANDATED COST CLAIMING SERVICES (SB90) Enclosed is an executed copy of the agreement between the City of Cupertino and David Wellhouse & Associates, Inc. If you have any questions or need additional information, please call me at (408) 777-3217. Sincerely, 6N KIMBERLY 0 ITH, CMC CITY CLERK KS/cs David Wellhouse_ ...&Associates, Inc. July 30, 1997 Ms. Kimberly M. Smith City Clerk City of Cupertino 10300 Torre Avenue Cupertino, California 95014 Re: Proposal For Fall 1997 State Mandated Cost Claiming Services (SB90) Dear Ms. Smith: Although the 1997/98 State Budget has not yet been signed (and it any ones guess when that might be) it is now time to prepare for the preparation and filing of the City of Cupertino's state mandated cost claims. The City's 1996/97 actual claims were appropriated in last year's budget. Funding is again shown, in the 1997/98 budget, for all claims filed last year as well as two additional claims. The two new claims are Regional Housing Needs and Search Warrant: Aids. The Regional Housing Needs claim shows as reinstated in the 1997/98 budget. This claim has been suspended since the 1992/93 fiscal year. Since the proposed appropriation only covers the 1997/98 fiscal year cities will be able to file a 1997/98 estimated claim. The second claim is Search Warrant: Aids is funded for both the 1996/97 and for the 1997/98 fiscal years. Consistent with our main goal of increasing cities state mandated cost reimbursements, David Wellhouse & Associates, Inc. (DWA) is constantly looking for additional state mandates and areas of funding to better serve cities in the state mandate reimbursement process. During the past years, DWA has worked with a number of agencies and the California State Firefighter's Association to restore retroactive funding for the Firefighter's Safety Clothing and Equipment mandate which the State suspended in the 1992-93 fiscal year. This process will again continue throughout the year. DWA worked with the Department of Finance, Commission on State Mandates State Controller's Office and the City of Stockton to recoup funding for costs associated with the Missing Persons III mandate during 1994-95 fiscal year. This claim was filed on July 28, 1997 and should be paid within 60 days. DWA was instrumental in bringing back funding for the 1997/98 Business License Tax Reporting mandate which was suspended in the Governor's Budget back in January. The 1997/98 proposed budget shows $ 3,666,000 for 1997/98 costs. 9175 Kiefer Boulevard, Suite 121 • Sacramento, California 95826 (916) 368-9244 • FAX (916) 368-5723 We will then cost out each program and prepare indirect cost rate proposals in order to fully maximize the City's reimbursement. DWA will then prepare all claims on behalf of the City and submit these claims to the State Controller's Office in person. Upon the submittal of claims to the State Controller's Office we will obtain a receipt signed by the Controller's staff certifying the acceptance and timely filing of each claim prepared. We will always share with the City our recommendations on procedures the City can follow to ensure full maximization of future reimbursements. Costs of Services David Wellhouse & Associates,Inc. will prepare and file the City's 1996-97 actual and 1997-98 estimated claims for a fixed fee of$ 2,750.00. As always our fee includes all time and expenses necessary to prepare and file the City's claims. This fixed fee will be due upon the submission of claims to the State Controller's Office on or before the November 30, 1997 deadline as set forth in the State Controller's Claiming Instructions. Consulting fees for the preparation of all claims to date have been fully reimbursed by the State Controller's Office through the Mandate Reimbursement claim. DWA proposes to include all applicable fees in the City's 1997-98 estimated Mandate Reimbursement Process claim that we will file on behalf of the City. This claim should be paid to the City 60 days after submission to the State Controller's Office on November 30, 1997. This should put payment to the City around January 1998. Enclosed, please find two copies of our proposed Agreement for the preparation of the City's claims. Should the City wish to continue our services, please sign and return one copy of the Agreement to me in Sacramento prior to September 15, 1997. I will be contacting you in the near future to discuss our proposed services to the City. Should you have any questions before then, please contact me at (916) 368-9244. Thank you for your past support and consideration of our proposal. We hope to serve the City of Cupertino as a client for many years to come. Sincere _e 40 David Wellhouse President AGREEMENT BETWEEN THE CITY OF CUPERTINO AND DAVID WELLHOUSE & ASSOCIATES, INC. FOR PREPARATION AND FILING OF CLAIMS FOR STATE MANDATED COST REIMBURSEMENT This agreement by and between the CITY OF CUPERTINO, a municipality of the State of California, hereinafter referred to as "CITY", and DAVID WELLHOUSE & ASSOCIATES, INC., a California corporation, hereinafter referred to as "CONSULTANT". Whereas, CITY desires to engage the services of a consultant to prepare and file claims for State Mandated Cost Reimbursement, and CONSULTANT has been selected to perform said services, now, therefore, it is agreed by CITY and CONSULTANT as follows: 1. Claims To Be Filed. CONSULTANT shall prepare and file with the State Controller's Office on behalf of CITY the following state mandated cost (SB 90) claims during the 1997-98 fiscal year. Claims for 1996-97 actual and 1997-98 estimated to be filed on or before November 30, 1997: • The Open Meetings Act— Chapter 641, Statutes of 1986. • Business License Tax Reporting Requirements — Chapter 1490, Statutes of 1984. • Mandate Reimbursement Process — Chapter 486, Statutes of 1975, and Chapter 1489, Statutes of 1984. • Absentee Ballots — Chapter 77, Statutes of 1978. • Firefighter Cancer Presumption — Chapter 1568, Statutes of 1982. • Peace Officer's Cancer Presumption — Chapter 1171, Statutes of 1989. • Stolen Vehicle Notifications — Chapter 337, Statutes of 1990 • Rape Victims Counseling Center Notices — Chapter 999, Statutes of 1991 • Misdemeanors: Booking & Fingerprinting — Chapter 1105, Statutes of 1992 • Law Enforcement/Inmate Aids Testing — Chapter 1597, Statutes of 1988 • Search Warrant: Aids — Chapter 1088, Statutes of 1988 • Regional Housing Needs — Chapter 1143, Statutes of 1980 CITY acknowledges that CONSULTANT does not warrant that claims will be filed for all of the mandates listed in this Section 1. The claims and services described in this Section 1 shall hereinafter be referred to as "PROJECT". CONSULTANT hereby designates David Wellhouse, or other delegated representative, to be sole contact and agent in all consultations with CITY during the performance of services as stated in PROJECT. 2. Time For Performance. CONSULTANT shall file all claims in accordance with the State Controller's claim filing deadline contained in the applicable State Controller Claiming Instructions. 3. Compensation. CITY agrees to pay CONSULTANT a fixed fee of $ 2,750.00 for services provided under Section 1 of PROJECT. 4. Method Of Payment. CITY agrees to pay said fixed fee for services provided under Section 1 of PROJECT upon receipt of CONSULTANT'S invoice, after submission of claims on or before November 30, 1996. City further agrees to pay CONSULTANT'S invoice within thirty (30) days of receipt. 5. City Assistance. CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this agreement. CITY shall provide CONSULTANT with requested information in a timely manner, pursuant to PROJECT. CITY represents and warrants that all financial documents and other information provided are accurate and correct. CONSULTANT shall not be liable for claims that are not filed or incorrectly filed due to inaccurate or untimely data. 6. Disposition Of Documents. CONSULTANT shall furnish to CITY copies of all claims filed with the State within 30 days after filing. CONSULTANT shall, upon written request, make copies of work papers available to CITY. CITY acknowledges that all such workpapers are the property of CONSULTANT, and may not be disclosed to any third party, provided however that such workpapers may be disclosed to appropriate governmental authorities for audit purposes. CONSULTANT shall be entitled to retain copies of all data prepared. 7. Not Obligated To Third Parties. CITY shall not be obligated or liable hereunder to any party other than CONSULTANT. 8. Insurance. CONSULTANT shall carry, maintain and keep in full force and effect, a policy of comprehensive general liability and automotive liability insurance in an amount not less than $1,000,000 aggregate applying to bodily injury, personal injury, and property damage. 9. Independent Contractor. CONSULTANT is, and shall be, acting at all times in the performance of this agreement as an independent contractor. CONSULTANT shall secure at its expense, and be responsible for, any and all payments of taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees. 10. Consultant Assistance If Audited. Upon notice of audit, CONSULTANT shall make available to CITY and state auditors claim the information, and provide assistance to CITY in defending claims submitted. 11. Consultant Liability If Audited. All work required hereunder shall be performed in a good and workmanlike manner. Any disallowance of claims by the State Controller's Office or other state agencies is the responsibility of CITY. 12. Indirect Costs. CONSULTANT shall make every effort to prepare departmental Indirect Cost Rate Proposals for claims submitted, provided CITY financial information and departmental costs support such rates. CONSULTANT may utilize the ten percent (10%) indirect cost rate allowed by the State Controller if financial information and departmental costs do not support a higher rate. 13. Termination Of Agreement. CITY may terminate CONSULTANT'S services hereunder with cause, whether or not services under PROJECT are fully complete. CITY shall do so by giving written notice to CONSULTANT, specifying the effective date thereof, at least fifteen (15) days before the effective date of such termination. 14. Return of Signed Agreement. CONSULTANT shall be under no obligation to prepare and file claims unless the executed Agreement is received by CONSULTANT by September 15, 1997. CONSULTANT may agree to extend this deadline upon written notice or on a case by case basis. 15. Entirety. The foregoing set forth the entire Agreement between the parties. CONSULTANT: DAVID WEL OUSE & ASSOCIATES, INC., a Califo •' • r ation ispAr By: Date: July 30, 1997 David E. Wellhouse President CITY: CITY OF CUPERTINO, a municipality of the State of California By: r_6nCtt Date: a /l, /997 Name: Kimberly cSrni v Title: City Clerk In addition, DWA has been working very hard to correct the mistake made by the State Controller's Office regarding the 1994/95 Open Meetings Act payments (or lack of payments) made back on June 2, 1997. We were able to determine that the Controller's Office did not look at any of the material requested and submitted under the Open Meetings Act Claim Settlement back in February of 1996. At that time cities submitted all agendas as documentation for all Open Meetings Act claim up through the 1994/95 fiscal year. The Controller has now gone back and is in the process of reissuing payments and another letter dated July 12, 1997. We have more work to do in the Open Meetings Act arena in the future but at least the Controller's Office admitted the mistake and reissued the payments. If you have not already done so please fax or mail copies of both the June 2, 1997 and the July letter on the 1994/95 Open Meetings Act payments to me. David Wellhouse &Associates, Inc. (DWA) specializes in the state mandate reimbursement process. Our main goal is to increase cities' state mandate cost reimbursements and offer the best claiming expertise available. This proposal outlines both the claims available to the City and the advantages of utilizing David Wellhouse & Associates, Inc. in the identification and preparation of the City's state mandated cost claims. Advantages of David Wellhouse & Associates, Inc. • Knowledge and Understanding of Mandates and Reimbursable Costs Having worked with over 150 local agencies filing hundreds of state mandate claims, we have a thorough understanding of city operations and costs relating to the reimbursement of state mandates and can fully maximize the City's state mandate reimbursements. ♦ Service Oriented Approach David Wellhouse & Associates, Inc. continues our service oriented approach as the cornerstone of its relationship with clients. We propose not only to file your claims, but to assist the City in identifying additional potentially reimbursable state mandates. Once identified, we will fully assist the City in the preparation and filing of test claims, thereby strengthening the SB90 process and increasing the City's future reimbursement. We believe this is an important long-term benefit to the City that should not be overlooked. In addition, we are always available to answer any and all questions regarding state mandate issues. We know that year-round service can be just as important to the City as the preparation of claims. We propose this service oriented approach as part of our claiming services, at no additional cost to the City. Our fee is based solely upon the filing of the City's state mandated reimbursement claims. • Increased Reimbursement Through Indirect Costs Our experience in preparing departmental indirect cost rate proposals ensures that claims filed by us include departmental overhead, as well as direct costs incurred as a result of compliance with state mandated programs. By developing these rates,we are often able to substantially increase your reimbursement. ' • Reimbursement of Claim Preparation Fee The costs for the preparation of past claims have been fully reimbursed by the State through the Mandate Reimbursement Process claim. This reimbursement has included city staff time, as well as consulting fees. • Close Working Relationship With State Agencies We work closely with the State Controller's Office, Department of Finance and the Commission on State Mandates, the commission that hears state mandates issues. We stay in close contact with state staff involved in this process and are aware of the latest decisions and issues that can affect the City's reimbursements. • Assistance ifAudited David Wellhouse & Associates, Inc. will assist the City in defending claims which result in an audit disallowance. Having worked closely with the State Controller's Office for many years, DWA is in a strong position to assist the City in defending claims should the need arise. Claims to be Filed David Wellhouse &Associates, Inc. will identify all reimbursable costs, prepare all claims on behalf of the City of Cupertino and file those claims with the State Controller's Office. 1996-97Actual and 1997-98 Estimated Claims: Due November 30, 1997 These claims represent the City's annual claiming opportunity and are due to the State Controller on November 30, 1997. DWA will prepare and file the City's 1996-97 actual and 1997-98 estimated reimbursement claims. The following claims apply to the City's finance, fire,police and clerk departments. Chapter 1490, Statutes of 1984 Business Tax Reporting Requirements Chapter 641, Statutes of 1986 Open Meetings Act Chapter 486, Statutes of 1975 Mandate Reimbursement Process Chapter 1568, Statutes of 1982 Firefighters Cancer Presumption Chapter 1171, Statutes of 1989 Peace Officers Cancer Presumption Chapter 77, Statutes of 1978 Absentee Ballots Chapter 337, Statutes of 1990 Stolen Vehicle Notifications Chapter 999, Statutes of 1991 Rape Victims Counseling Center Notices Chapter 1105, Statutes of 1992 Misdemeanors: Booking & Fingerprinting Chapter 1579, Statutes of 1988 Law Enforcement/Inmate Aids Testing Chapter 1088, Statutes of 1988 Search Warrant: Aids Chapter 1143, Statutes of 1980 Regional Housing Needs The Claiming Process David Wellhouse &Associates proposes to meet with city staff to identify all mandates and costs that are eligible to the City of Cupertino. We conduct on-site interviews of all city employees who perform and supervise these mandated activities to determine the procedures used by the City to comply with each mandate available for reimbursement.