HomeMy WebLinkAbout760677.tiff MINUTES
• WELD COUNTY COUNCIL
April 7, 1976
The Weld County Council met in regular session in full
conformity with the Weld County Home Rule Charter at
401 N. 15th Avenue, Greeley, Colorado, on Wednesday,
April 7 at the hour of 2 o'clock. At 1:30, prior to
this, a special session met to discuss the Finance
Committee report.
ROLL CALL: The meeting began with an invocation by John T. Martin,
President, and on roll call the following members were
present:
President, John T. Martin
Vice President, Nancy Clark
Councilman Floyd Oliver
Councilman Lacy Wilkinson
Councilman Bob E. White
Also present: Bonnie Hickman, Secretary and four members of
the press.
MINUTES: Nancy Clark made a motion ' o accept tho rinutes of March 17
and March 31. Floyd Oliver seconded. There was a correction
on page 2 of the March 31st minutes, second paragraph. The
second line should read, "motor vehicles and other equipment
in late 1975. .." Motion carried.
•
REPORTS
APPROVAL OF REPORTS - COUNTY ATTORNEY & GEOGRAPHICAL AREAS FOR COUNTY
BOARD APPOINTMENTS: Bob White commended Mr. Martin for the fine work done
in preparing the report and made a motion to accept it as
written,with Nancy Clark seconding. Mr. Martin mentioned
that the report was not complete, and would not he completed
until a full time attorney would be hired. Pob White then
restated his motion to approve the report and give further
review after May 15 of the progress on the hiring of an
attorney. Nancy Clark seconded. Unanimously carried. The
matter was discussed further. It was felt that this report
should be given to the people with the addition of a statement
regarding the proposed review of May 15th. Nancy Clark
discussed the obligation of the Council to report to the
public at least quarterly. Bob White made a motion that
this report be sent to each elected official of Weld County.
��JJ 760677
6( -C-07
Minutes of County Council Page 2
April 7, 1976
This will include - Glenn Billings, Norm Carlson, Victor Jacobucci,
Roy Moser, June Steinmark, S. Lee Shehee, F. M. Loustalet, Herbert
Hansen, Robert Miller, Ernest Bower, Ross Adamson. Lacy Wilkinson
seconded the motion.
In regard to the report on the Geographical Areas prepared by
Nancy Clark, there was an addition in paragraph two. It should
read, "The Council listened to the Charter Commission tapes.. ."
Bob White suggested that this report be included with the County
Attorney report and sent to all elected officials.
Discussion followed on the use of the Review and Report form
originally developed by Bob White. It was suggested that this
form was to be used as a work sheet.
EVALUATION OF COUNCIL MEETING DAYS AND TIMES: The January 21 minutes of
the Council called for a review of the Council meeting days
as set for the first and third Wednesday of each month at
2:00 p.m. It was decided that the Council will continue to meet
at these times until further consideration.
FINANCE COMMITTEE REPORT: This report was finalized and after corrections
were made a motion was presented by Nancy Clark to accept the
report with the corrections as noted. Floyd Oliver seconded the
motion and carried unanimously. A copy of the final report
is attached.
During the discussion of the report several topics were mentioned.
They are as follows:
1) Bob White reviewed the bid offers for the purchase of the
motor vehicles made in 1975. He explained that add ons
caused the rise of the total cost to exceed even the high
bid. Mr. Martin added that add ons are usually spelled out
on bid specifications and Bob White thought this area needed
• more study.
2) Discussion followed on the factors that determine the purchasing
of new equipment. An opinion was stated that new equipment is
ordered when present equipment breaks down and that repairs
can take care of the problem instead of replacing with new
equipment. Bob White thought there ought to be a better
way to determine what needs to be purchased. XIXXIGWC
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3) The Council members discussed the matter of County purchasing
procedures. It was mentioned that other counties have
different means of managing finances. Jefferson County,
for example, has a finance manager and all bidding, etc.
goes through his office. It was suggested that the Council
needs to look at many different ideas and come up with a
package plan.
' Minutes of County Coun Page 3
April 7, 1976
Nancy Clark made a motion that this report be sent to the
Commissioners and other elected officials by the 14th of April.
Bob White seconded. Motion carried.
It was originally intended that the Commissioners attend the
Council meeting and that the Council would present this report
to them. But, because of conflicting arrangements, the Commissioners
did not attend but scheduled a work session for April 16 when the
Council could then present the report to them at the Commissioners'
office. Discussion followed on attendance at this work' session.
Nancy Clark made a motion to find out what time the Council will
be on the agenda and those who wish to attend the work session
will be notified. Floyd Oliver seconded the motion and unanimously
carried.
SALARY SETTING: Discussion ensued on whether the salaries of the two
commissioners to be elected this year can be equalized with the
three remaining commissioners' salaries of $15,000. Since the
Charter states that their salary cannot be changed during their
term, a change would have to be established before taking office.
Floyd Oliver made a motion that the Commissioners' salaries be set
at $15,000 with Lacy Wilkinson seconding. Discussion followed.
Bob White felt that the Commissioners should be paid more than
other elected officials, but Lacy Wilkinson disagreed. He thought
that the Commissioners ' job should be largely a policy making job
and it right not be a full time job. John Martin suggested a
raise in pay because people wanting to run for County Commissioner
cannot afford to run because of the low pay.
According to a January correspondence from Bob Miller, D. A. ,
he stated that a resolution must be drawn up by the Council when
they decide to change the salaries. Nancy Clark suggested first
making a decision and then getting a legal opinion from the
District Attorney before drawing up a resolution.
Floyd Oliver withdrew his former motion. He made a new motion
that the Council set the salary of the new commissioners at
$15,000 for two years and then $17,500 for the last two years of
office, if this meets with the approval of the District Attorney.
Bob White seconded. There was a 1 - 4 roll call vote, with
Lacy Wilkinson voting "nay".
There being no further business, Lacy Wilkinson moved to adjourn the
meeting. Seconded and adjourned by the President, John T. Martin.
Respectfully submitted,
X" APPROVED MC i I. /e22ert-
Bonnie Hickman
Secretary
FINANCE, CENTRAL PURCHASING, PERSONNEL REPORT
WELD COUNTY COUNCIL
April 8, 1976
A cursory review of the authority and operations of the designated
Purchasing Agent would indicate the following as the procedures now
currently in use.
1. Purchases under $100 can be authorized by the head of the
department.
2. Purchases of $100 to $2000 fall within the authority of the
Purchasing Agent subject to the review and approval of the
Chairman of the Board of County Commissioners and initialed
by two (2) other commissioners.
3. Bids on purchases in excess of $2000 are required. They are
read and reviewed by the full Board of County Commissioners
and subject to a ten day holdover before awarding.
4. Preference is given by direction of the Charter to Weld County
bidders provided they are competitive.
A statement from the Deupty acting in the place of Barton Buss would
indicate that these procedures were being adhered to.
The following guidelines are suggested -
1. Minutes of board meetings should record specific reasons for
not accepting low bids.
a) According to the minutes of the County Commissioners'
meeting of February 25, 1976, innumerable low bids were
not accepted. Excuses were given rather than real reasons.
b) The Bauchman's $95,000 bid that was accepted was not the
low bid. "The low hid was not accepted because the local
bidder was a qualified bidder, stated Commissioner Jacobucci,
better quality, remarked Commissioner Moser, and appearance
and completeness as expressed by Commissioner Billings. "
c) "Again the reason for not accepting the low bid was that
preference should be given to local bidders."
Finance Report Page 2
Weld County Council
2. Tighter budgeting procedures miaht tend to eliminate year end
purchases in order to use up money available.
3. An audit and study is suggested to determine the efficiency or
inefficiency of the lease-purchase or lease of road machinery
and automotive equipment.
An example offered -
In December. 1975 bids were received for the purchase of
three (3) or lease of six (6) road graders and the lowest bid
was $40,998 and the highest bid was $57,042. Five bids were
received and all met specifications. They also hid on a lease-
purchase arrange;•^nt. The Commissioners accepted the lowest
• monthly lease-purchase agreement. The only problem was that
they then had more at the end of the term to pay oFf than on
the others. Each road grader was $1250 each month. After the
decision was made to accept this particular brand, someone made
an agreement for a 4.5 add on which is for a purchase option.
(The total cost of each machine is apparently $61,200.) This
resulted in about $120,000 more than the low bid.
Some areas of concern are: insurance costs, methods of
determination of need for equipment, and costs of financing of
lease-purchase agreements.
4. Evidence would indicate that it was the intent of the Charter
Commission to consolidate the three Commissioners' Road Districts
under one head and be operated as a Weld County Bridge and Road
Division under the Engineering Department. No provision was made
to organize five Road Districts and it is unreasonable to believe
that the Commission intended to place more responsibility in the
hands of the three Commissioners elected from districts t."an tbnse
elected at lame. It is a--^ved that rnre efficient use of equipment
and employees could be attained and thereby reduce the investment
in equipment and the number of employees.
5. Buy only through requisition and approved purchase order signed
by authorized official.
6. Standard frequently requested items be purchased on a term bid.
7. A number of commonly used items be purchased through State Pur-
chasing on contracted bids.
Examples offered -
a ) The purchase of 9900 gallons of highway paint made recently
could have been secured from the vendor furnishing the
Colorado State Highway traffic paint at a savings to Weld
County of $2574 plus the cost of delivery charges to Greeley.
Finance Report Page 3
Weld County Council
•
h) Grader blades manufactured by the same manufacturer (CFBI)
could have been so purchased.
c) Bids secured by the State on automotive equipment are available
on all commonly used cars and trucks.
8. Specifications should be so written to correctly identify
standards, quality, size and use as provided in the Charter,
Section 14-9 (1,2).
9. Accept the low bid when specifications are met. Charter gives
Weld County bidders preference when their bids are competitive.
A statement of such consideration should appear in all bid
requests.
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