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Agreement Between Port and Water District July 11, 2006

Agreement Between Port and Water District July 11, 2006

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Published by: sunnews on Mar 27, 2012
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03/27/2012

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AGREEMENTFORACCOUNTINGSERVICESBETWEENMANCHESTERWATERDISTRICT
&
PORTOFMANCHESTERTHISISANAGREEMENTenteredintobetweenMANCHESTERWATERDISTRICT,aWashingtonmunicipalcorporation,hereinaftercalled"District"andPORTOFMANCHESTER,aWashingtonmunicipalcorporation,hereinaftercalled"Port".ThePortconstitutesaportdistrictwithnopaidstaff.Itownsandmaintainsrealproperty(primarilytheManchesterpublicdockandadjacentparkingandpicnicarearealproperty)intheManchesterareaofSouthKitsapCounty.ThePortreceivespropertytaxlevyincome,hasanoutstandingbondobligation,andincursmonthly"utility,services,andgoods"debtobligationstomaintainitsassets..Becauseithasnopaidstaff,itseekstocontractwiththeDistricttoprovideitwithregularandongoingaccountingandaccountspayablepaymentprocessingservices.TheDistricthasthecapabilitytoprovidetheseservicesandhasagreedtosupplythemtothePortpursuanttotheprovisionsof'thisAgreement.NOW,THEREFORE,INCONSIDERATIONoftheforegoingrecitals,andthepromisesandcovenantsofthepartieshereinaftersetforth,theyagreeasfollows:1.ServicestobeProvidedbyDistrictDistrictshallperformthefollowingaccountingandaccountspayableprocessingservices("Services")forthePort:
A.
ItshallinstallandmaintainonaDistrictcomputer,accountingsoftware,paidforbythePort,solelydedicatedtomaintainingthePort'saccountingrecords;B.Thereafter,itshallprovideaccountingservicesforthePortidentifiedasfollows:itshallprocessthePort'saccountspayable,asreceivedfromandapprovedbythePort'scommissioners,onamonthlybasis;itshallpreparethePort'spaymentvouchersforsubmittaltotheKitsapCountyTreasureronamonthlybasis;itshallreconcilethePort'sbankaccount;anditshallfacilitatepaymentofthePort'speriodicbondrepaymentobligation;C.
It
shallprepareamonthlyaccountspayablereportforthePort,andonaquarterlybasis,preparea"year-to-date"financialstatementforthePort.ThePortandDistrictshallworktogethertodeterminethecontentsandformatofthesereports;andD.
It
shallbackupthedatamaintainedonitscomputerforthePortonaregularbasis,accordingtothesameschedulefollowedinbackingupDistrictdata.2.PortObligations.ThePortshallprovidetheDistrictwithallinformationrequestedbytheDistrictinatimelymannerandinaformatspecifiedbytheDistrict,toenabletheDistricttoprovideitsServiceshereundertothePortinatimelyandprofessionalmanner.Tothisend,thepartiesshallestablishascheduleofdatesandtimeseachmonthbywhichthePortwillsubmitallrequiredinformationtotheDistrict,toallowittoperformitsaccounting/paymenttasksforthePortinatimelymanner.Thisschedulemaybeamendedfromtimetotimeasconditionswarrant.ACOUNTINGSERVICESAGREEMENT
I
MANCHESTERWATERDISTRICT
&
PORTOFMANCHESTERPage1of7
 
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WhilethisAgreementisineffect,thePortshallnotcontractwithanyotherentitiestoprovideitwiththeservicescontractedforherein.IfthePortdeterminestheDistrictisdeficientinanyregardinsupplyingtheServicescontractedforherein,arepresentativefromthePortshallarrangetomeetwiththeDistrict'sGeneralManagertoreviewthePort'sallegeddeficienciesandseekanappropriateresolutiontotheendthatanydeficienciesintheDistrict'sperformancehereundermaybequicklybroughttotheDistrict'sattentionandhopefullyrectified.
III
3.
Term.TheServicesprovidedbytheDistricthereundershallcommenceonthe
R.
dayof
7!i?iJ'
2006,
butinnoeventshalltheseServicescommenceuntilthe
Port
haspaid(~deliveredtotheDistricttheaccountingsoftwareandinitialdatatobeutilizedbytheDistrictonthePort'sbehalf.Aftercommencement,thisAgreementshallcontinueineffectonamonth-to-monthbasis,indefinitely.
It
maybeterminatedatanytimethereafter,andforanyreason,byeitherpartysubmittingnoticetotheotherparty,atleastthirtydaysinadvanceoftheterminationdate,whichnoticeshallstate:theparty'sintenttoterminatetheagreement;andthedatewhentheterminationshallbeeffective,whichdateshallfallonthelastdayofthemonthandyearstatedinthenotice.Ontheterminationdateorwithinfivebusinessdaysthereafter,theDistrictshallreturntothePortallaccountingsoftwaremaintainedonthePort'sbehalf,andanappropriatestoragediskcontainingthePort'saccountingdata.
4.
CompensationforServices.FortheServicesprovidedbytheDistrict,thePortshallcompensatetheDistrict
as
follows:A.Set-UpFee.TheDistrictestimatesitwilltakeitsstaffapproximatelyeighthourstoestablishthePort'saccountingsoftware,andinputthePort'snecessaryaccountingdataintoitscomputer.ThechargetothePortforthisworkshallbe
$200.00
dueattheexecutionofthisAgreement.PriortothetimetheDistrict's"set-up"workoccurs,thePortshallbeobligatedtoprovidetheDistrictwiththeaccountingsoftwaretobeutilizedorpaytheDistrictsoitmaypurchasethesoftwareonthePort'sbehalf.SoftwareoptionsavailabletothePortare:QuickBooksProconstitutingaone-timepurchasechargeofapproximately
$220.00,
includingtax;orQuickBooksProOn-Line,constitutinganannualcosttothePortofapproximately
$265.00,
includingtax.AttheinceptionofthisAgreement,thePortshallalsoprovidetheDistrictaflashcard,asdesignatedbytheDistrict,tobackupthePort'saccountingdata,orpaytheDistrictsoitmaypurchaseflashcardonthePort'sbehalf.
If
thePortseekstoaccesstheaccountingdatamaintainedonitsbehalf,itshallalsopurchaseanappropriatelaptopcomputerandprinterforthispurpose,estimatedtocostapproximately
$2,157.00,
includingtax.
B.
On-GoingServiceFees.TheongoingmonthlyservicefeetobepaidbythePorttotheDistrictformaintainingitsaccountingbooks,andprocessingitsaccountspayable,ACOUNTINGSERVICESAGREEMENTIMANCHESTERWATERDISTRICT
&
PORTOFMANCHESTER
Page2
of7
 
shallbe$179.00.Thissumshallbedueinadvance,onthefirstdayofeachmonththisAgreementisinetfect.Thismonthlyfeehasbeeninitiallycalculatedasfollows:MonthlyHourlyMonthlyActivityHoursRateCost(1)GeneralLedgerMaintenance
4
$25$100(2)Processing
SIP
Vouchers2$25$50(3)Processing
AlP
withKitsapCounty
1
$2525
(4)
TreasuryDebtServiceManagement
.16
$25$4
C.
OptionalServices
L
FeesThoseoptionalservicestheDistrictiswillingtoprovidetothePortatthefollowingestimatedmonthlycharges(calculatedatpresent)areasfollows:(1)PreparationofthePort'sMonthlyAgenda-$25.00;(2)DistrictpersonnelattendanceatthePort'smonthlyboardmeetingtotakeandtranscribetheboard'smeetingminutes-$75.00(basedonmeetingsnotlastingmorethantwohours);(3)TelephoneReception
&
PublicInformationServicesprovidedforthePort-$75.00(basedonDistricttimeinthisregardnottoexceedthreehourspermonth).
If
thePortseekstoobtainanyoftheseoptionalservicesfromtheDistrict,itshallenterintoanaddendumtothisAgreementwiththeDistrictstatingwhichoftheservicesitswishestoreceive.Theaddendumshallalsorecapthetotalmonthlyservicefee(On-Goingstandardfeepluselectedoptionalservicefees)tothereafterbepaidbythePorttotheDistrict,whichtotalfeeshallbedueinadvance,onthefirstdayofeachmonthforwhichtheServicesareprovided.
If
thePortrequeststheDistricttoprovideitwithanyadditionalservicesnotspecificallyidentifiedhereinoranydulyexecutedaddendumshereto,
if
itisagreedbytheDistricttosupplysuchservices,theDistrictshallperformtheservicesandbillthePortforthembasedontheDistrict'sstandardchargefortime,materials,andoverhead("TMO").ThePortshallpromptlyauthorizepaymentofanyTMObillingsreceivedfromtheDistrict.
D.
Review
of
ServiceFees.OnanannualbasistheDistrictshallreviewtheServicesitprovidestothePortandthefees
it
chargesforthoseServices.
If
itfindsthatthecosttoittodelivertheseServiceshasincreased,itshallnotifythePort,andthereafterrepresentativesfromeachpartyshallmeettore-negotiatethefeeschargedbytheDistricthereunder,includingwhenthere-negotiatedfeesshallbecomeeffective.4.ProfessionalResponsibility
I
Independent
Contractor.
TheDistrictrepresentsthatitpossessestheprofessionalskillandcompetencetofrillyandcompletelyundertakeandcompleteallServicesithasagreedtoundertakehereunderinatimelyandprofessionalmanner.ACOUNTINGSERVlCESAGREEMENTIMANCHESTERWATERDISTRICT
&
PORTOFMANCHESTERPage
3
of7

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