HomeMy WebLinkAboutMOU BETWEEN AUGUSTA, GEORGIA UTILITIES DEPARTMENT AND RICHMOND COUNTY TAX COMMISSIONER'S OFFICE STATE OF GEORGIA )
COUNTY OF RICHMOND )
MEMORANDUM OF UNDERSTANDING
This Memorandum of Understanding (the "Memorandum") made this
t 2 iS.- day of . 5epaw er , 2018, by and between the Augusta,
Georgia Utilities Department, hereinafter known as "AUD", a department of Augusta,
Georgia, a Political Subdivision of the State of Georgia, hereinafter known as "Augusta" and
Richmond County Tax Commissioner's Office , hereinafter known as " The Tax
Commissioner's Office " a constitutional office created by the Georgia Constitution.
WHEREAS Augusta has decided that it is in the best interest of its citizens to provide
services between departments to efficiently spend tax payers' monies; and
WHEREAS Tax Commissioner's Office provides collection services to various other
Augusta departments;
WHEREAS AUD and Tax Commissioner's Office desire to and have agreed to enter
into this Memorandum as a collaborative agreement setting forth the general and basic terms,
conditions, services, rights, duties, and obligations to be provided by respective parties
through this Memorandum;
1.0 PURPOSE
The purpose of this Memorandum is to provide the responsibilities of each party as it
relates to remittance-processing services.
2.0 BACKGROUND
One of the primary functions of the Tax Commissioner's Office is to efficiently receive
and account for monies collected on ad valorem taxes. The Tax Commissioner continues to
levy the strengths of this office to provide assistance to other departments within the local
government. After reviewing the current lockbox operation of Augusta Utilities, the Tax
Commissioner's Office discussed its ability to provide services that would be more efficient,
technologically advanced, and less costly. AUD concurred that having the Tax
Commissioner's Office provide remittance-processing services would be a benefit to the tax
payers as it would allow cost-savings and good stewardship of tax payers' monies. AUD and
the Tax Commissioner's Office have agreed that the Tax Commissioners Office will provide
remittance-processing services to AUD and enter into an Inter-Departmental agreement in the
form of this Memorandum of Understanding.
3.0 UNDERSTANDING
3.1 DESCRIPTION OF SERVICES TO BE PROVIDED: In consideration under this
contract, the Tax Commissioner's Office will provide remittance-processing services for
AUD.
3.2 The Tax Commissioner's Office agrees to the following:
A. Responsibilities will be:
1. Daily pickup of AUD mail from post office box
2. Open and sort mail
3. Create batches of a manageable size for control purposes.
4. Scan check,payment coupon, and envelope.
5. Suspense file created for problematic issues
6. Electronically read or manually data enter the MICR encoded information
contained on the check
7. Electronically read or manually enter the OCR line or other information
(including handwritten) on the payment coupon
8. Endorse the check
9. Use CAR/LAR to recognize the check amount
10. Manually verifying the check amount until the same amount is entered two
times
11. Process batch and create and ICL for deposit
12. Create output files for Enquesta payment processing
13. Provide document archiving and lookup through Connect
B. The Tax Commissioner, or his designee, will be available to converse, on a regular
basis, with AUD Director or his designee to ensure that AUD is satisfied with the
service level.
3.3 AUD agrees to the following:
A. Responsibilities will be:
1. Retrieve Daily Output Files from Information Technology (IT) generated
by the Tax Commissioner's Office for upload into the Enquesta Software
System.
2. Daily Processing of suspense file
3. Upload ICL Deposit Batches to South State Bank generated by the Tax
Commissioners Office.
B. The AUD Director,or his designee,will be available to converse,on a regular basis,
with Tax Commissioner or his designee to ensure that the Tax Commissioner's
Office is provided timely notice of any questions and/or concerns regarding the
service level in order to allow prompt attention to be given to such matters.
4.0 PAYMENT PROCEDURES
The Tax Commissioner's Office will receive no compensation for the services described
above; however, AUD will be responsible for costs arising from the addition of AUD
remittance processing to the current TCO operation. Reimbursable costs may include, but are
not limited to the following: Annual software maintenance and software programing costs.
5.0 TIME/TERMINATION
This Memorandum will remain in effect until such time that AUD and The Tax
Commissioner's Office provide at least sixty (60) days written notice to terminate this
Memorandum in accordance with the Augusta, Georgia Procurement Code. In the event
that AUD becomes dissatisfied with the services provided by The Tax Commissioner's
Office, AUD will provide written notice identifying specific issues that need to be
addressed. The Tax Commissioner's Office shall be allowed a thirty (30) day cure period
to adequately address and correct such items.
6.0 MISCELLANEOUS
A. This Memorandum shall be executed in duplicate, so that both AUD and The Tax
Commissioner's Office will each have an original executed Memorandum, either of
which may be considered the original.
B. This Memorandum shall be controlled by and construed in accordance with the laws
of the State of Georgia, and venue shall be in Richmond County Georgia.
C. This Memorandum is the entire agreement between the parties, and may not be
amended, except by a writing executed by both parties.
D. This document shall be recorded by the Clerk of Commission's Office and kept with
official records of Augusta, Georgia.
IN WITNESS WHEREOF, AUD and The Tax Commissioner's Office have caused the
execution of this Memorandum by and through their respective duly directors, with their
respective seals being affixed hereto, as of the day and year first above written.
AUGUSTA, GEORGIA UTILITIES
DE 'ARTMENT
4r-°°.P*14r - .
. 0 4, V
4
�� v_ `%o.
Ai s e BY: -"i") W
TOM WIEDMEIER
DIRECTOR
',
Vv.' -1%.1 ( Sherri S Coy
OTA 1, PUBL , NOTARY PUBLIC
' MOND ; _' , STATE OF GEORGIA GEORGIA
Richmond County, 2t
MY COMMISSION EXPIRES: Ill iq\i...4 �v Comm. Expires IA 0
(SEAL)
RICHMOND COUNTY TAX
COMMISSIONER'S OFFICE
imip
1 ' ..' .&e6 . _ BY:
V 1 SS :TEVEN B. KENDRICK
-/ A TAX COMMISSIONER
'e► 4-1,W------.
, PU:LIC
so :�"`'���+444iCOUNTY, STATE OF GEORGIA
A
�'.�itlIsiig:
pAI SION EXPIRES: I
fj________L
� cvl
0
'y�/�r Dei a°°
NNN••� ,- ' ,