Laserfiche WebLink
<br />EXHIBIT A-1 <br /> <br />Addendum to Consultant Agreement <br />Phoenix Group Information Systems <br />January 2005 <br />Refund Services <br />March 14, 2005 <br /> <br />Background on Refunds: <br />From time to time it is necessary to refund moneys collected for parking fines paid on <br />parking citations. These refunds are made to correct various types of payments or <br />Issuance errors. <br /> <br />Current Status of Processing Refunds: <br />The refunds are routed to Finance for disbursement by the various departments. The City <br />mails a "voucher" to the recipient, which must be claimed in person validating claim by <br />showing valid driver's license. Due to the time necessary in performing this function <br />with approval of the refund, mailing the vouchers, then disbursing the cash, the CITY has <br />requested an alternative to the current process. Phoenix Group (PHX) is proposing such <br />services to the City of Santa Ana. Note: The CITY issued 113 refunds in 2004. <br /> <br />Establish an Account: <br />Based on the City's volume, PHX would add the City of Santa Ana (CITY) to an existing <br />Imprest account set up for Refunds. The CITY would fund the account for the purpose of <br />funding the disbursements for refunds. At such time that the fees are disbursed; the <br />CITY would be invoiced monthly for an equal amount to replenish the funds to make <br />available for the next months disbursements. The account balance would be set-up to <br />cover an average month of refunds. Based on recent activity, the account would be <br />established with a $1,000.00 deposit. Phoenix Group will prepare a monthly accounting <br />of the distribution revenue and forward in detail to the CITY. <br /> <br />A request to refund the parking fine can be generated by the issuing agency or by <br />Phoenix Group. In order to facilitate the process of refunding moneys: <br /> <br />I. PHX or CITY may request a refund, <br />2. Only the CITY may approve or authorize a refund, PHX will request approval <br />either by fax or email prior to any disbursing of funds, <br />3. CITY can request the refund on-line, PHX will maintain the Name of the <br />requestor, <br />4. PHX will ensure that the Refund request has been properly completed and <br />approved by the CITY, <br />5. PHX will verify the correctness of the refund and notify the CITY of any <br />discrepancies, <br />