HomeMy WebLinkAboutAuditor, Jefferson County re: Finance Manager Support - 010323MEMORANDUM OF AGREEMENT
BETWEEN
JEFFERSON COUNTY
AND
THE OFFICE OF THE JEFFERSON COUNTY AUDITOR
This Memorandum of Agreement (Agreement) Between Jefferson County (County) and the Office
of the Jefferson County Auditor (Auditor) is entered into understanding the recitals and terms
that follow.
WHEREAS, the County is a sub -division of the State of Washington; and,
n
WHEREAS, the organization of the County and its various elected offices is determined by state
statute; and,
WHEREAS, the duties of each of these elected offices is likewise determined by state statute; and,
WHEREAS, the duties of the Auditor are set out in RCW 36.22.010 and other statutes and include: -�
financial accounting and reporting, accounts payable and receivable, payroll, recorded
documents, licensing vehicles, boats and other conveyances, issuing passports and elections,
among others; and,
WHEREAS, the County has established a Finance Manager position, the incumbent of which
possesses broad knowledge and experience regarding the financial work required of the Auditor;
and,
WHEREAS, the Auditor could benefit substantially from a partnership between the County's
Finance Manager and the Auditor, and,
NOW THEREFORE BE IT AGREED that the County and the Auditor shall enter into a partnership
where each party has the following responsibilities:
The Auditor shall:
a. provide access by the Finance Manager to staff in the Auditor's Office when needed to
communicate with staff regarding financial matters;
b. make data available to the Finance Manager to the same extent required for the County
Treasurer by RCW 36.22 010(5 ;
c. seek the Finance Manager's assistance with financial tasks that are beyond the ability of
Auditor staff; and,
d. allow the Finance Manager to train Auditor staff on financial tasks that are part of their
job descriptions to develop staff so as to eventually become self-sufficient.
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The Finance Manager shall:
a. coordinate with the Auditor when working on significant financial issues involving Auditor
staff,
b. be available to assist the Auditor with significant financial tasks such as preparing the
financial statements and working with the State Auditor during the annual audit; and,
c. train auditor staff on financial tasks that are part of their job descriptions to develop staff
so as to eventually become self-sufficient.
This agreement is effective when signed by both parties and shall terminate upon either party
providing at least 30-days' notice to the other party.
(SIGNATURES FOLLOW ON THE NEXT PAGE)
2
JEFFERSON COUNTY WASHINGTON
Board of County Commissioners
Jefferson County, Washington
By: � 3
Greg Brotherton, Chair Date
By:
Kat ean, Commissioner Date
By:
Heidi Eisenhour, Commissioner Date
SEAL:
ATTEST:
Carolyn Gall ay Date
Clerk of the Board
Approved as to form only:
December 8, 2022
Philip C. Hunsucker Date
Chief Civil Deputy Prosecuting Attorney
JEFFERSON COUNTY AUDITOR
B y., G � / A, J, , f IL 4 1 �, Q j
Brenda Huntingford, A
Date: I 1 b I A'G -�
JEFFERSON COUNTY
BOARD OF COUNTY COMMISSIONERS
CONSENT AGENDA REQUEST
TO: Board of County Commissioners
FROM: Mark McCauley, County Administrator
DATE: January 3, 2023
SUBJECT: Request for Board of County Commissioners approval of a
Memorandum of Agreement with the Jefferson County Auditor Regarding Finance
Manager Support
STATEMENT OF ISSUE:
The duties of the County Auditor are set out in RCW 36.22.010 and other statutes and include:
financial accounting and reporting, accounts payable and receivable, payroll, recorded documents,
licensing vehicles, boats and other conveyances, issuing passports and elections, among others;
and,
The County recently established a Finance Manager position, the incumbent of which possesses
broad knowledge and experience regarding the financial work required of the Auditor. The Auditor
could benefit substantially from a partnership between the County's Finance Manager and the
Auditor.
To facilitate that partnership the County and the Auditor wish to enter into a Memorandum of
Agreement wherein each party agrees to accept the following responsibilities:
The Auditor shall:
a. provide access by the Finance Manager to staff in the Auditor's Office when needed to
communicate with staff regarding financial matters;
b. make data available to the Finance Manager to the same extent required for the County
Treasurer by RCW 36.22.010(5);
c. seek the Finance Manager's assistance with financial tasks that are beyond the ability of
Auditor staff, and,
d. allow the Finance Manager to train Auditor staff on financial tasks that are part of their job
descriptions to develop staff so as to eventually become self-sufficient.
The Finance Manager shall:
a. coordinate with the Auditor when working on significant financial issues involving Auditor
staff,
b. be available to assist the Auditor with significant financial tasks such as preparing the
financial statements and working with the State Auditor during the annual audit; and,
c. train auditor staff on financial tasks that are part of their job descriptions to develop staff
so as to eventually become self-sufficient.
u':
None.
RECOMMENDATION:
That the Board approve the attached Memorandum of Agreement between the County and the
Jefferson County Auditor.
REVIEWED BY:
Mark Nvauley, County Adi Mini rator Da e
CONTRACT WITH:
CONTRACT REVIEW FORM
(INSTRUCTIONS ARE ON THE NEXT PAGE)
Jefferson County Auditors
Contract For: Finance Manager Support
COUNTY DEPARTMENT: County Administrator
Contact Person: Julie Shannon
Contact Phone: x100
Contact entail: jshannon@oo.jefferson.wa.us
AMOUNT: no dollar amount
Revenue:
Expenditure:
Matching Funds Required:
Sources(s) of Matching Funds
Fund #
Munis Org/Obj
Term:
Clear Form
Contract No: JCAud FM 23
PROCESS: Exempt from Bid Process
Cooperative Purchase
Competitive Sealed Bid
Small Works Roster
Vendor List Bid
RFP or RFQ
Other:
APPROVAL STEPS:
STEP 1: DEPARTMENT CERTIFIES C MPLIANCE WITH JCC 3.55.080 AND CHAPTER 42.23 RCW.
CERTIFIED: IF N/A: 1 �, WW4 _ 4 - � - � --�_
Signature Date
STEP 2: DEPARTMENT CERTIFIES THE PERSON PROPOSED FOR CONTRACTING WITH THE
COUNTY (CONTRACTOR) HAS NOT BEEN DEBARRED BY ANY FEDERAL, STATE, OR LOCAL
AGENCY. r-l---
CERTIFIED: F N/A:
Signature Date
STEP 3: RISK MANAGEMENT REVIEW (will be added electronically through Laserfiche):
Electronically approved by Risk Management on 12/7/2022.
STEP 4: PROSECUTING ATTORNEY REVIEW (will be added electronically through Laserfiche):
Electronically approved as to form by PAO on 12/7/2022.
County internal agreement.
STEP 5: DEPARTMENT MAKES REVISIONS & RESUBMITS TO RISK MANAGEMENT AND
PROSECUTING ATTORNEY(IF REQUIRED).
STEP 6: CONTRACTOR SIGNS
STEP 7: SUBMIT TO BOCC FOR APPROVAL