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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Health System
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DATE:
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March 18, 2010
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BOARD MEETING DATE:
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April 13, 2010
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Jean S. Fraser, Chief, Health System
Susan Ehrlich, MD, MPP, Chief Executive Officer
San Mateo Medical Center
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SUBJECT:
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Amendment to the Agreement with Kevin W. Harper CPA & Associates
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RECOMMENDATION:
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Adopt a Resolution authorizing the President of the Board to execute an Amendment to the Agreement with Kevin W. Harper CPA & Associates to provide support and assistance to the Chief Financial Officer and Accounting Manager at San Mateo Medical Center expanding the scope of work; and increasing the amount by $97,339 for a maximum fiscal obligation of $347,019, with no change of term.
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BACKGROUND:
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Kevin W. Harper CPA & Associates (Kevin Harper) contracted with the County from January 1, 2007 through December 31, 2008, to provide accounting assistance and guidance. He developed an accounting schedule that detailed procedures, responsibilities and timeframes for tasks needed to close San Mateo Medical Center’s (SMMC) accounting records and prepare annual financial statements. During that time he worked closely with the Chief Financial Officer (CFO) and the Accounting Manager.
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In January 2009 SMMC was faced with four critical staff vacancies, CFO, Controller, Accounting Manager and Senior Accountant. Because of his knowledge of SMMC financial procedures, Kevin Harper was again contracted for a term of January 1, 2009 through December 31, 2009, to work with the Interim CFO and Accounting Manager.
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DISCUSSION:
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The Finance Department of SMMC has gone through a complete management change with a new CFO, Controller and Accounting Manager. Kevin Harper possesses the knowledge and experience with SMMC financials that is needed to provide assistance to these individuals. Mr. Harper has provided support to the Controller and Accounting Manager during this time of transition. He will prepare and provide oversight for the annual financial statements, and assist with recurring tasks until all positions are filled. An amendment to this Agreement is needed to increase the amount payable to provide ongoing oversight and guidance in the Finance Department. The additional work to be accomplished is: to assist with the completion of all balance sheet reconciliations and to develop processes for reconciliation of grants, risk assessment activities and review reconciliations with the CFO weekly.
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This contract was delayed due to administrative oversight during multiple staffing transitions.
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Kevin Harper’s services will continue to be required at SMMC at 2010. A contract for 2010 will be presented under separate cover memo.
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County Counsel has reviewed and approved the Resolution and Amendment as to form. The Contractor has assured compliance with the County’s Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance, and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination, and equal benefits.
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Approval of this Amendment contributes to the Shared Vision 2025 outcome of a Healthy Community by continuing and preserving financial methodology used in the Finance Department to support the care-giving activities of SMMC. It is anticipated that 100% of all financial statement accounts will be reconciled in a timely manner.
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Performance Measures:
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Measure
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FY 2008-09
Actual
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FY 2009-10
Projected
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Percentage of reconciliation of financial statement accounts completed within 60 days.
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100%
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100%
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FISCAL IMPACT:
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The Amendment increases the funding by $97,339 for a maximum fiscal obligation of $347,019. Funds in the amount of $347,019 are included in the SMMC FY 2009-10 Adopted Budget. Expenses at SMMC are covered by fees for services or third-party payors whenever possible. The portion of expenses for services provided to the medically indigent or to those covered by programs that do not meet the full costs of care are covered by the County’s General Fund contribution to SMMC.
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