Title
a. Approve and authorize the Monterey County Assessor to continue participation in the Statewide e-Forms Network Group Joint Powers Agreement (JPA-e-Forms), to execute amendments that do not adversely affect the County liability and/or extend the term of the JPA beyond July 1, 2020, and to make maintenance payments pursuant to the terms of the JPA amounts not to exceed $5,000 per year; and
b. Approve and authorize the Monterey County Assessor to continue participation in the Statewide Joint Powers Agreement to execute amendments that do not adversely affect the County liability and/or extend the term of the JPA beyond July 1, 2020, and to make maintenance payments pursuant to the terms of the JPA amounts not to exceed $5,000 per year.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
A. Approve and Authorize the Monterey County Assessor to continue participation in the Statewide e-Forms Network Group Joint Powers Agreement (JPA-e-Forms), to execute amendments that do not adversely affect the County liability and/or extend the term of the JPA beyond July 1, 2020, and to make maintenance payments pursuant to the terms of the JPA amounts not to exceed $5,000 per year; and
B. Approve and Authorize the Monterey County Assessor to continue participation in the Statewide Joint Powers Agreement to execute amendments that do not adversely affect the County liability and/or extend the term of the JPA beyond July 1, 2020, and to make maintenance payments pursuant to the terms of the JPA amounts not to exceed $5,000 per year.
SUMMARY/DISCUSSION:
In 2013, the Board authorized the Monterey County Assessor to enter into a Joint Powers Agreement (JPA-e-Forms) for the purposes of creation, collecting, storing and maintaining electronic forms and data with the County and the State Board of Equalization necessary to the assessment function. The JPA e-Forms was and continues to be a positive and productive activity for the County and results in greater efficiencies and cost savings. The JPA-e-Forms Agreement facilitates the development and ownership of storing and maintaining electronic forms and data necessary to for the assessment forms and process. It also results in the distribution of the associated costs and liabilities directly related to this purpose proportionate to each participating County’s share of statewide taxes generated. All participating counties share in the costs so that the services and benefits provided by the system are available to all California taxpayers and County entities statewide.
The administration of JPA e-Forms is transitioning at this time to the County Assessor’s Association, a non-profit organization comprised of all state Assessors, who will be managing the program as the Coordinating entity. Participation by the County may be terminated early if the cost exceeds the benefits.
At this time, the Assessor is asking the Board to authorize him to continue participating in the JPA e-Forms, be authorized to make Monterey County’s share of annual payments for the JPA e-Forms in an amount not to exceed $5,000 a year for a combined total of $25,000, through July 2020, and, further, to execute all appropriate amendments and extensions of the JPA’s through 2020 that do not increase the dollar amount or substantially change the terms and liabilities of the County’s participation in the JPA’s. The County has and will continue to benefit from the services performed pursuant to this JPA, a greater cost savings than would be possible if the County would have to obtain these services, either in-house or by outsourcing the work as a stand-alone County activity.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved the current amendments to the JPA e-Forms and has approved them as to form.
FINANCING:
Each County is sharing only a portion of the costs, proportionate to that County’s share of the statewide receipt of tax revenue. There is no additional cost to the County General Fund, as there are sufficient appropriations in the Assessor’s FY 2015-2016 Adopted Budget (1180-ACR001-8003) for the current recommended action. The estimated future annual maintenance costs are less than $5,000 for JPA e-Forms per year through July 1, 2020 (combined total of $25,000 through that date). At any time, if funding is not approved the County can withdraw from the JPA e-Forms pursuant to the terms of the JPA e-Forms agreement.
Prepared by: Emma Rayas, Administrative Services Officer, x5930
Authorized by: Stephen L. Vagnini, Assessor-County Clerk/Recorder, x5803
Attachments: JPA-e-Forms and Amendments to Date
E-Forms Phase 3 Development Costs
2015-2016 Share of Cost Invoice