Agmt99 Joint Powers Agreement - Laserfiche WebLink

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ARTICLE VI - BUDGET: MAINTENANCE AND OPERATION COSTS: OTHER COSTS Section 6.1. Annual Budget. The Commission shall adopt a budget for maintenance and operation costs and capital costs, annually prior to March 15th of each year, beginning on March 15, 1999. The budget for the fiscal year 1998-99 shall be approved by each Agency and provided to the Commission at its organizational meeting. Also prior to March 15, 1999, each Agency shall contribute the sum of$10,000 to the Authority, to be used for acquisition of Joint Equipment, specifically for the initial design and construction of a shared public safety database and communications network. This amount shall be the sole financial obligation of each Agency to the Authority for fiscal year 1998/1999. Section 6.2. Records and Accounts. The Authority shall cause to be kept accurate and correct books of account, showing in detail the capital costs, costs of maintenance and operation of the Joint Equipment and all financial transactions of the Agencies relating to the Joint Equipment, which books of account shall correctly show any receipts and also any costs, expenses or charges paid or to be paid by each of the Agencies hereunder. Said books and records shall be open to inspection at all times during normal business hours by any representative of any Agency, or by any accountant or other person authorized by any Agency to inspect said books or records. The Controller shall, in accordance with Section 6505 of the Act, cause the books of account and other financial records of the Authority to be audited annually by an independent public accountant or certified public accountant. Section 6.3. Allocation of Expenses: Generally. After adoption of the annual budget prior to March 15th of each year (including the budget for 1998-99) pursuant to Section 6,1, the Authority shall furnish to each of the Agencies an estimate of the total annual maintenance and operation costs and capital costs. The proportion thereof allocated to each of the Agencies for the ensuing fiscal year shall be determined by the Agencies by mutual agreement on or before August 15 of each year; otherwise, such costs shall be borne equally by the Agencies. Section 6.4. Deposits to Maintenance and Operation Fund. All moneys received ftom each Agency in payment of maintenance and operation costs shall be deposited in the Operating Fund. As provided in this Agreement and in accordance with Section 6505.5 of the Act, all moneys in the Operating Fund shall be paid out by the Controller and the Treasurer for maintenance and operation costs of the Joint Equipment upon the Commission's approval of demands for payment. Section 6.5. Payment of Costs. Beginning on July 1, 1999, each of the Agencies shall pay the Authority its allocated share ofthe total estimated annual costs and expenses of the Authority as determined under Section 6.3 in four (4) equal installments payable on or before the last day of September, December, March and June of each fiscal year. The Authority shall submit to each of the Agencies a final detailed statement of the final costs and expenses for the fiscal year, allocated in the same manner as estimated expenses were allocated, within three (3) months after the close of each fiscal year, whereupon final adjustments of debits and credits shall be made by the Authority. If the amount of any allocated share of any estimated item of expense .-..--.. ,-- 'T'