4.02 4.2
AGREEMENTSTenlles-2015-16 Service Fee Agreement—9-28-15
RESOLUTION AUTHORIZING ENGAGEMENT OF PENFLEX, INC.
SERVICE AWARD PROGRAM SPECIALISTS TO PROVIDE
ADMINISTRATION AND SUPPORT SERVICES FOR 2015/2016 AND
PROVISION OF 2015 STANDARD YEAR END SERVICES
RESOLUTION NO.: ,2015
INTRODUCED BY:
WHO MOVED ITS ADOPTION
SECONDED BY:
WHEREAS, the Queensbury Town Board wishes to engage the services of PENFLEX,
INC. Service Award Program Specialists to provide administration and support services during
2015/2016, and the 2015 standard year end administration services for the Town of Queensbury's
Volunteer Firefighter Service Award Program and the LOSAP Audit Package, as outlined in
PENFLEX's Service Fee Agreement presented at this meeting, and
WHEREAS, PENFLEX will provide these services for a total estimated cost of$12,745,
NOW, THEREFORE, BE IT
RESOLVED, that the Queensbury Town Board hereby approves, authorizes and ratifies the
engagement of PENFLEX, INC. to provide administration and support services during 2015/2016
and the 2015 standard year end administration services for the Town of Queensbury's Volunteer
Firefighter Service Award Program for a total estimated cost of $12,745, to be paid from the
appropriate account as determined by the Town Supervisor and/or Town Budget Officer, and
BE IT FURTHER,
RESOLVED, that the Town Board hereby authorizes and directs the Town Supervisor to
execute the agreement with PENFLEX, INC. substantially in the form presented at this meeting and
the Town Supervisor and/or Town Budget Officer to take any other actions necessary to effectuate
the terms of this Resolution.
Duly adopted this 28th day of September, 2015 by the following vote:
AYES
NOES
ABSENT:
. Penflex, Inc. 11/1/2015-10/31/2016 Service Fee Agreement
TOWN EEN BU
OF QU S RY
VOLUNTEER FIREFIGHTER
SERVICE AWARD PROGRAM
• Standard Services Fee Schedule
Per-Participant Fee: $45, $0 change from 2014
Payment certification and trustee directive letters: $75 per letter, $0 change from 2014
Total Estimated Standard and Distribution Services Fees: $12,400
Optional Services Fee Schedule
PLEASE CHECK ONE BOX:
. COMPLETE the 'LOSAP Audit Package' for a fee of$345.
Auditing Firm:
Contact Name:
Email Address:
Please note: the LOSAP Audit Package does not satisfy the LOSAP audit requirement, but it
assists the accounting firm performing the audit.
Q DO NOT COMPLETE the 'LOSAP Audit Package' and bill us for the cost of Penflex services
for preparing and communicating information we direct you to prepare and forward to the
accounting firm which will audit our Service Award Program.
All other services are optional and are billed only when requested. Please call for fee estimates
and purchase order arrangements. Optional services include additional client meetings, drafting of
special correspondence and documents, and performing cost estimate calculations for proposed
program amendments.
To authorize Penflex, Inc. to begin providing these services in accordance with this fee schedule,
please have the Town Supervisor sign and return this Service Fee Agreement. Keep a copy for
your records.
Supervisor ` Edward J. Holohan, ASA
Town of Queensbury President, Penflex, Inc.
PENFLEX, INC.
SERVICE AWARD PROGRAM STANDARD SERVICES
1. For each Service Award Program participant (including the persons who are being paid monthly Service
Awards), prepare an annual Service Award Program individual participant statement.
2. Prepare for the record and for audit purposes an annual Service Award Program report which:
a. shows and completely documents the calculation of the annual Program cost.
b. accounts for changes in the Program's assets.
c. by individual volunteer, lists their earned Service Awards, death and disability benefits, (defined
benefit plans)or accounts for changes in their Program accounts (defined contribution plans).
d. summarizes the major provisions of the Program.
e. lists current payment recipients.
f. includes a service credit listing for current participants.
g. includes a written description of the actuarial methods and assumptions used to calculate the
annual program costs (defined benefit plans).
h. For members of the Sponsor's Governing Board or Officials, prepare:
i. "Fact Sheet" which includes current year important information about their Service Award
Program.
ii. "Special Commentary" correspondence which alerts officials about emerging issues or
problems and/or which explains changes in the Program (such as an increase in Program
funding costs).
•
3. Meet (one meeting) upon request, first with officials and then with volunteers to review the Service Award
Program Annual Report, to answer questions from volunteers about their annual Service Award Program
statements and to update officials and the volunteers on Service Award Program related legislation and on
their own Program.
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5. At year-end, provide written instructions about how to prepare the required certified listings to be approved
by the Sponsor's Governing Board and fire company officials and posted by the fire company and to be
sent to Penflex, Inc.
6. Project the Service Award Program cash flow needs in order to plan and formulate investment strategy.
7. Prepare written notification/explanation to be sent to persons who cease to participate in the Service Award
Program.
8. During normal business hours, have trained staff available to answer questions from officials and
designated client contact persons. -
9. Throughout the year, receive, review and reconcile financial statements from custodian and/or investment
and/or insurance providers.
10. Process Service Award Payment applications, certify payment amounts and eligibility, prepare payment
directives and communicate directly with the payment recipient and/or custodian and/or paying agent when
necessary.
11. Answer routine questions from client's auditors about the Service Award Program and the annual report.
12. When required, prepare vouchers for payments to the Service Award Program Trust Fund.
Penflex, Inc.