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RESOLUTION
RE: ADOPTION OF REVISIONS TO ADMINISTRATIVE MANUAL
WHEREAS, the Board of County Commissioners of Weld County,
Colorado, pursuant to Colorado statute and the Weld County Home
Rule Charter, is vested with the authority of administering the
affairs of Weld County, Colorado, and
WHEREAS, on the 18th day of August, 1982, a Resolution was
passed by the Board of County Commissioners adopting certain Ad-
ministrative Manual sections and incorporating said sections in
the Administrative Manual, and
WHEREAS, the Director of Finance and Administration has pre-
sented to the Board revisions to the Administrative Manual, and
WHEREAS, the Board deems it advisable to adopt said revisions,
a copy of which is attached hereto and incorporated herein by
reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Com-
missioners of Weld County, Colorado that the revisions to the
Administrative Manual be, and hereby are, adopted.
The above and foregoing Resolution was, on motion duly made
and seconded, adopted by the following vote on the 10th day of
January, A.D. , 1983.
'7:167,A, BOARD OF COUNTY COMMISSIONERS
ATTEST: . ]' t. ' ry WELD COUNTY, COLORADO
a
Weld County Clerk and Recorder j
and Clerk to the Board uck Carls ,' Chairman
q
County r vJJohnT/. Martin, Pr -T
//, Deputy erk o-Tem
APPROVED AS TO FORM:
ene R. Brantner
CC/
County Attorney Norman Carlson
J cqu ine J n on
DATE PRESENTED: January 12, 1983
831067
thfmómlnDum
inkAll Department Heads
To & Elected Officials _ Date 12/2/82
COLORADO From Finance & Administration
subject. Revision to Administrative Manual
Please make the following changes to your Administrative Manual, General
Administration Section:
REMOVE PAGES: REPLACE WITH PAGES:
Table of Contents, dated 6/1/82 Table of Contents, dated 7/12/82
Page 47, dated 6/1/82 Page 47, dated 6/1/82 (No change)
Page 48 - 50, dated 6/1/82 Page 48 - 53, dated 7/12/82
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POLICIES AND PROCEDURES
lit 1491
lei Section General Administration
WANGSubject Table of Contents
COLORADO Date 7/12/82 page Table of Contents , p. 1
TABLE OF CONTENTS
BOARD PROCEDURES 1 - 2
WORK SESSIONS 3
DESIGNATION OF DEPARTMENTS FOR COMMISSIONER COORDINATOR 4
BOARD AND COMMISSION APPOINTMENTS 5 - 6
AUTHORIZATIONS 7
REHEARINGS ON LAND USE MATTERS 8
PLANNING MATTERS WITH LESS THAN FULL BOARD PRESENT 9
APPEALS PROCESS 10
PRESS RELEASE POLICY 11
LOBBYING POLICY 12 - 13
CONTRACTS 14
LEGAL OPINIONS 18
PUBLICATION OF ANNUAL REPORTS 19
WELD COUNTY BLOOD BANK 20
EMPLOYEE CAR POOLING 21
COLLECT CALLS BY EMPLOYEES TO CENTENNIAL CENTER 22 - 23
DIMENSION STANDARDS FOR LETTER SIZE MAIL 24 - 25
COUNTY PROPERTY 26 - 28
MINERAL LEASING POLICY 29
DESCRIPTION OF WELD COUNTY RETIREMENT PLAN 30 - 31
INDUSTRIAL REVENUE BONDS 32 - 38
POLICIES AND PROCEDURES
v . ,, lei Section General Administration
Subject Table of Contents
COLORADO Date 7/12/82 Page Table of Contents, p. 2
COUNTYWIDE SYSTEM FOR ROADS AND BRIDGES 39
ROAD AND BRIDGE ADVISORY COMMITTEE 40
EMPLOYEE UTILIZATION OF COUNTY SHOPS ON OFF-DUTY HOURS 41
INSURANCE COVERAGE FOR SHOP TOOLS 42
PERMITS, REGULATIONS, FEES 43 - 47
POLICY ON COLLATERAL FOR IMPROVEMENTS 48 - 53
P O L ICI E S AND PROCEDURES
Section General Administration
' Subject Permits, Regulations, Fees
Date 6/1/82 Page 47
COLORADO -------
permittee at the rate specified by Weld County on a cost
recovery basis.
8. The Board of County Commissioners may, at their discretion,
waive permit fees where any facility is being moved and
reinstalled at the County's request or any repairs on an
emergency basis or any other reason in the opinion of the
Board warrants their action.
9. The above fee schedule and conditions do not relieve any
utility company, its agents, contractors, or personnel of
any conditions outlined, or duties required as specified in
the utility permit required.
B. Other Uses:
Operation of vehicle of excessive
size & weight on County roads $5.00
Overhead transmission line utility
permits in County right-of-way $25.00/pole
Seismograph $25.00/hole
Vibratory $25.00/mile
House move without inspection required $ 5.00
House move with inspection required $50.00
17. Ordinance #82 and subsequent alpha designation specify fees for health
services administered by the Health Department.
18. In accordance with a memorandum of understanding dated 5/7/80 with the
City of Greeley, no planning or building inspection fees are charged
the respective jurisdictions.
All fees shall be reviewed at least annually during the budget process.
POLICIES AND PROCEDURES
, ` 1
i Section General Administration
VISubject Policy on Collateral for Improvements
COLORADO Date 7/12/82 Page 48
POLICY ON COLLATERAL FOR IMPROVEMENTS
I. General Requirements for Collateral:
A. This policy shall be applied to all future Subdivision
Applications, Planned Unit Development Applications and
Change of Zone Applications. If this policy has not been
applied to an application, the policy shall not be applied
to a request for complete releases of collateral and the
procedures for release of collateral shall be as set forth
in the Improvements Agreement . WELD COUNTY SHALL NOT
GUARANTEE MAINTENANCE OF ROADS IN DEVELOPMENTS WHICH HAVE
NOT COMPLIED WITH THE PROVISIONS OF THIS POLICY.
B. The value of all collateral submitted to Weld County must be
equivalent to 100% of the value of the improvements as shown
in the Improvements Agreement. Prior to Final Plat
approval, the applicant shall indicate which of the five
types of collateral he prefers to be utilized to secure the
improvements subject to final approval by the Board of
County Commissioners (hereinafter referred to as the Board)
and the execution of an Improvement Agreement. Acceptable
collateral shall be submitted and the plat recorded within
six months of the Final Plat approval. If acceptable
collateral has not been submitted within six months then the
Final Plat approval and all preliminary approvals shall
automatically expire. An applicant may request that the
Board of County Commissioners extend the Final Plat approval
provided the cost estimates are updated and the development
plans are revised to comply with all current County
standards, policies and regulations. The improvements shall
be completed within one year after the Final Plat approval
(not one year after acceptable collateral is submitted)
unless the applicant(s) requests that the Improvements
Agreement be renewed at least thirty (30) days prior to its
expiration and further provides that cost estimates for the
remaining improvements are updated and collateral is
provided in the amount of 100% of the value of the
improvements remaining to he completed. If improvements are
not completed and the agreement not renewed within these
time frames, the Board, at its discretion, may make demand
on all or a portion of the collateral and take steps to see
that the improvements are made.
•
•
POLICIES AND PROCEDURES
ti
�� { Section General Administration
VISubject Policy on Collateral for Improvements
COLORADO Date 7/12/82 Page 49
The applicant may choose to provide for a phased development
by means of designating portions of a Planned Unit
Development, Subdivision, or Change of Zone, that the
applicant wishes to develop. The applicant would need only
to provide collateral for the improvements in each portion
of said Planned Unit Development, Subdivision, or Change of
Zone as he proposes to develop them; the Board will place
restrictions on those portions of the Planned Unit
Development, Subdivision, or Change of Zone, which are not
covered by collateral which will prohibit the conveyance of
the property or the issuance of building permits on said
portions until collateral is provided for those portions or
until improvements are in place and approved pursuant to the
requirements for a Request for Release of Collateral (See
III) .
II. The five types of collateral listed below are acceptable to Weld
County:
A. An irrevocable Letter of Credit from a Federal or State
licensed financial institution on a form supplied by Weld
County. The letter of credit shall state at least the
following:
1. The Letter of Credit shall be in an amount
equivalent of 100% of the total value of the
improvements as set forth in Section I B of this
policy.
2. The Letter of Credit shall provide for payment
upon demand to Weld County if the developer has
not performed the obligations specified in the
Improvements Agreement and the issuer has been
notified of such default.
3. The developer may draw from the Letter of Credit
in accordance with the provisions of this policy.
4. The issuer of the Letter of Credit shall guarantee
that at all times the unreleased portion of the
Letter of Credit shall be equal to a minimum of
100% of the estimated costs of completing the
uncompleted portions of the required improvements,
POLICIES AND PROCEDURES
/ �/ti
tIa
Section General Administration
Subject Policy on Collateral for Improvements
Date 7/12/82 Page 50
COLORADO 9
based on inspections of the development by the
issuer. In no case shall disbursement for a
general improvement item exceed the cost estimate
in the Improvements Agreement (i.e. , streets,
sewers, water mains and landscaping, etc.) . The
issuer of the Letter of Credit will sign the
Improvements Agreement acknowledging the agreement
and its cost estimates.
5. The Letter of Credit shall specify that 15% of the
total Letter of Credit amount cannot be drawn upon
and will remain available to Weld County until
released by Weld County.
6. The Letter of Credit shall specify that the date
of proposed expiration of the Letter of Credit
shall be either the date of release by Weld County
of the final 15%, as set forth in paragraph II A
5, or one year from the date of Final Plat
approval, whichever occurs first. Said letter
shall stipulate that, in any event, the Letter of
Credit shall remain in full force and effect until
after the Board has received sixty (60) days
written notice from the issuer of the Letter of
Credit of the pending expiration. Said notice
shall be sent by certified mail to the Clerk to
the Board of County Commissioners.
B. Trust Deed upon all or some of the proposed development or
other property acceptable to the Board provided that the
following are submitted:
1. In the event property within the proposed
development is used as collateral, an appraisal is
required of the property in the proposed
development by a disinterested M.A. I. member of
the American Institute of Real Estate Appraisers
indicating that the value of the property
encumbered in its current degree of development is
sufficient to cover 100% of the cost of the
improvements as set forth in the Improvements
Agreement plus all costs of sale of the property.
POLICIES AND PROCEDURES
re
b I Ian Section General Administration
WIO Subject Policy on Collateral for Improvements
COLORADO Date 7/12/82 Page 51
2. In the event property other than the property to
be developed has been accepted as collateral by
Weld County, then an appraisal is required of the
property by a M.A.I. member of the Institute of
Real Estate Appraisers indicating that the value
of the property encumbered in its current state of
development is sufficient to cover 100% of the
cost of the improvements as set forth in the
Improvements Agreement plus all costs of sale of
the property.
3. A title insurance policy insuring that the Trust
Deed creates a valid encumbrance which is senior
to all other liens and encumbrances.
4. A building permit hold shall be placed on the
encumbered property.
C. Escrow Agreement that provides at least the following:
1. The cash in escrow is at least equal to 100% of
the amount specified in the Improvements
Agreement.
2. The escrow agent guarantees that the escrowed
funds will be used for improvements as specified
in the agreement and for no other purpose and will
not release any portion of such funds without
prior approval of the Board.
3. The escrow agent will be a Federal or State
licensed bank or financial institution.
4. If the Board of County Commissioners of Weld
County determines there is a default of the
Improvements Agreement, the escrow agent , upon
request by the County, shall release any remaining
escrowed funds to the County.
D. A surety bond given by a corporate surety authorized to do
business in the State of Colorado in an amount equivalent to
100% of the value of the improvements as specified in the
Improvements Agreement.
POLICIES AND PROCEDURES
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, '1 ...„ Section General Administration
' Subject Policy on Collateral for Improvements
V�`O� Date 7/12/82 Page 52
COLORADO
E. A cash deposit made with the Board equivalent to 100% of the
value of the improvements.
III. Requests for Release of Collateral:
A. Prior to release of collateral for the entire project or for
a portion of the project by Weld County, the Developer must
present a Statement of Substantial. Compliance from an
Engineer registered in Colorado that the project or a
portion of the project has been completed in substantial
compliance with approved plans and specifications
documenting the following:
1. The Engineer or his representative has made
regular on-site inspections during the course of _
construction and the construction plans utilized
are the same as those approved by Weld County.
2. Test results must be submitted for all phases of
this project as per Colorado Department of Highway
Schedule for minimum materials sampling, testing
and inspections found in CDCII Materials Manual.
3. "As built" plans shall be submitted at the time
the letter requesting release of collateral is
submitted. The Engineer shall certify that the
project "as built" is in substantial compliance
with the plans and specifications as approved or
that any material deviations have received prior
approval from the County Engineer.
4. The Statements of Substantial Compliance must he
accompanied, if appropriate, by a letter of
acceptance of maintenance and responsibility by
the appropriate utility company, special district
or town for any utilities.
5. A letter must he submitted from the appropriate
Fire Authority indicating the fire hydrants are in
place in accordance with the approved plans. The
letter shall indicate If the fire hyilr:nits are
operational and ::late the results of lire flow
tests.
•
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POLICIES AND PROCEDURES
61111-41
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Section General Administration
Subject Policy on Collateral for Improvements
COLORADO Date 7/12/82 Page 53
B. The requirements in III A ]-5 shall be noted on the final
construction plans.
C. Upon completion of the construction of streets within a
subdivision and the filing of a Statement of Substantial
Compliance, the developer(s) may request in writing that the
County Engineer inspect its streets and recommend that the
Board accept them for partial maintenance by the County.
Partial maintenance consists of all maintenance except for
actual repair of streets, curbs and gutters, and related
street improvements.
D. Following the submittal of the Statement of Substantial
Compliance and recommendation of acceptance of the streets
for partial maintenance by the County, the developer(s) may
request release of the collateral for the project or portion
of the project by the Board. This action will be taken at a
regularly scheduled public meeting of the Board.
E. The request for release of collateral shall be accompanied
by "Warranty Collateral" in the amount of 10% of the value
of the improvements as shown in the Improvements Agreement
excluding improvements fully accepted for maintenance by the
responsible governmental entity, special district or utility
company.
F. Not sooner than nine months after acceptance for partial
maintenance of streets, the County Engineer shall, upon
request by the developer, inspect the subject streets,
notify the developer(s) of any deficiencies. The County
Engineer shall re-inspect the streets after notification
from the developer(s) that any deficiencies have been
corrected. If the County Engineer finds that the streets
are constructed according to County standards, he shall
recommend acceptance of streets for full maintenance to the
Board. Upon a receipt of a positive recommendation from the
County Engineer for acceptance of streets within the
development, the Board shall accept said streets as public
facilities and County property, and shall be responsible for
the full maintenance of said streets including repair. The
Board, at the same time, shall release the Warranty
Collateral.
<; '� k _ l D di .
V&
Board of County
UE1D
r Commissioners December 27, 1982
Date
• Selection Committee
COLORADO From
Insurance
Subject:
The following proposals were received for the protected self-insurance
program and presented to the Board on December 15, 1982:
A.J. Gallagher
Sweet and Co.
Scott/Fred S. James
Flood and Peterson (2 options)
Frank B. Hall and Co.
On December 16, 1982, oral presentations were made by all proposers to the
Board and Selection Committee.
At the presentation, Flood and Peterson askt for the elimination of their
proposal number one (Compass) and emphasized consideration of the Mentor
proposal number two.
In reviewing all proposals, only the current carrier, Gallagher, meets all the
specifications asked for in the RFP.
The proposal for the least cost did not include coverages in the following
areas which the County feels are critical:
- Discrimination was limited to racial and religious discrimination
only
- Employee benefit liability
- Some depreciation on property I & B
- Exclusions on care, custody, and control
- Limits or exclusions on flood, sewer, etc.
- Anti-trust exclusions
- Fire-legal liability
- Pollution - chemical, etc.
- Condemnation/Planning related coverage
- Coverage of EDP equipment and media
- Limits on glass
- Builders Risk
- Non-owned aircraft
Differences in price do not justify risk of potential costs to the
County if gaps in coverage materialize or claims are not handled due
to exclusions. Both long and short term costs were evaluated in the
selection process.
In reviewing the proposals it is the unanimous recommendation of the Selection
Committee to recommend the approval of the Arthur J. Gallagher proposal with
fixed costs of $219,962, Annual Loss Fund aggregate of $300,000, and $100,000
single occurrence stop loss.
The recommendation is based upon the following:
1. Gallagher meets all specifications.
2. Gallagher has been carrier for last three years with very
satisfactory results.
3. Gallagher has over 300 government clients and handles over 150,000
self-insurance government claims.
4. Gallagher Bassett office in Denver has full service of governmental
claims processing, loss control, safety services, adjusting, and
legal assistance.
5. Gallagher has broadest form coverage to protect the interest of Weld
County officials, employees and citizens.
6. Consolidation of claims management, safety, loss control, risk
management and excess coverage under one umbrella group can be
advantageous to Weld County.
7. Gallagher has a proven record of saving Weld County thousands of
dollars in the self-insurance program the last three years.
8. Governmental exposure and hazards have significantly increased the
last five years. With the number of government clients Gallagher
services, a tremendous data base and amount of experience exists to
handle the types of exposures and hazards in government risk
management to deal with claims and development of loss prevention in
Colorado and nationally. Sharing of data between the five Colorado
counties and 23 cities using Gallagher, has saved legal costs and
attorney time.
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