HomeMy WebLinkAbout820835.tiff RESOLUTION
RE: ADOPTION OF ADMINISTRATIVE MANUAL SECTIONS AND
INCORPORATION OF SAID SECTIONS IN THE 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 , the Director of Finance and Administration has
amended and presented to the Board of County Commissioners the
General Administrative, Building and Grounds , Equipment
Management, Safety and Insurance Sections of the Administrative
Manual, and
WHEREAS , the Board of County Commissioners deems it
advisable to adopt the above sections of the Administrative
Manual and further, to incorporate said sections into the
Administrative Manual.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of Weld County that the above sections of the
Administrative Manual be, and hereby are, adopted.
BE IT FURTHER RESOLVED by the Board of County
Commissioners that said sections shall be incorporated into the
Administrative Manual and published by the Director of Finance
and Administration for dissemination to all County Departments.
The above and foregoing resolution was , on motion duly
made and seconded, adopted by the following vote on the 18th
day of August, A.D. , 1982 .
7 BOARD OF COUNTY COMMISSIONERS
ATTEST: `/1 i -riA Aidart/ WELD COUNTY, COLORADO
Weld County Clex-k--apd Recorder
-_.and Clerk to e Board /iz.. ._ �.1i7-r, r,
Jfn T. Martin, Chairman
J Deputy Ciec2A32&
APPROVED AS TO FORM: Cc Carl Pro
C(7
C.) :741:7-0e."--elNorman Carlson
County Attorney
/ c2Kirby
ne K. to nmark
820835
DATE PRESENTED: August 23, 1982
POLICIES AND PROCEDURES
Section General Administration
IMCD Subject Table of Contents
Date 6/1/82 Page Table of Contents
COLORADO
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
ri tai-
ell
Section General Administration
Vi`k Subject Table of Contents
COLORADO Date 6/1/82 Page Table of Contents
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 - 50
POLICIES AND PROCEDURES
if s
►� ��
Section General Administration
Subject Board Procedures
COLORADO Date 6/1/82 page 1
BOARD PROCEDURES
CONDUCT OF MEETINGS
1. The Board of County Commissioners shall conduct two weekly Board
meetings, on Monday and Wednesday of each week to commence at 9:00
A.M.
A. A regular meeting may be cancelled, however, by resolution of the
Board passed and publicly announced at least ten (10) days prior
to the cancelled meeting date.
B. Special meetings shall be called by the Clerk upon the written
request of the Chairman or of any three (3) members of the Board.
Each member of the Board shall be provided at least twenty-four
hours written notice of such meeting, served personally or left
at each members usual place of residence. However, a special
meeting called as herein provided may be held on shorter notice
if all members of the Board are present and have waived notice
thereof in writing. A copy of the notice of a special meeting
shall be posted in a conspicuous place in the Office of the Board
at the time such notice is given to members of the Board. No
business shall be transacted at a special meeting unless the same
has been stated in the notice of such meeting.
C. In the event that a legal holiday should fall on a Monday or
Wednesday, there shall be no need to declare a cancellation of
said meeting.
2. Agenda Items.
A. For the Monday Board meeting, the Chairman or Clerk to the Board
must have the agenda items by Friday at 9:00 AM. For the
Wednesday meeting, the Chairman or Clerk to the Board must have
the items by Tuesday at 9:00 A.M.
B. The Chairman may authorize the addition of an item to the agenda
if there are no objections from another member of the Board. If
there are objections to the addition, a motion must be made,
seconded and passed by a 2/3 majority vote to allow the addition.
POLICIES AND PROCEDURES
►\ 1 i,
Section General Administration
WineSubject Board Procedures
COLORADO Date 6/1/82 Page 2
C. Reports, correspondence, and informational items on matters to be
included on Board meeting agendas should be sent to the Clerk to
the Board with a sufficient number of copies for all five
Commissioners and the Clerk to the Board.
D. A list of department heads and elected officials scheduled for
reports at Wednesday Board meetings will be provided by the
Commissioners' Office.
E. A consent agenda including schedules, hearings, communications,
and County Attorney items shall be considered by the Board at
each meeting and approved by the Board after any appropriate
discussion or action.
3. Commissioners' Board meetings shall be conducted by Roberts Rules of
Order.
POLICIES AND PROCEDURES
DD It�
a 114 Section General Administration
Subject Work Sessions
COLORADO Date 6/1/82 Page 3
WORK SESSIONS
1. The Board of County Commissioners will hold weekly work sessions each
Monday afternoon, beginning at 1:30 P.M.
2. The Commissioners' secretary should be contacted to schedule items for
work sessions.
3. Elected Officials meetings will be held on the second Monday of each
month at 2:00 P.M.
4. Commissioners' secretary shall take and disseminate minutes of work
session.
POLICIES AND PROCEDURES
t �
1, {4 Section General Administration
VMeeSubject Designation of Departments for Commissioner Coordinator
COLORADO Date 6/1/82 Page 4
DESIGNATION OF DEPARTMENTS FOR COMMISSIONER COORDINATION
1. Each of the five major departments shall be coordinated by a
Commissioner together with assistance from another Commissioner, both
of whom shall be appointed by the Board at its first meeting in
January each year. The Chairman of the Board of County Commissioners
shall be responsible for coordination of the Department of Finance,
Central Purchasing, and Personnel.
2. Department of Finance, Central Purchasing and Personnel
Central Purchasing Division Predatory Animal Control
Personnel Division Sanitary Landfills
Finance Division Airport
Computer Services Division Animal Control
3. Department of Health Services
Health Department Health Board
Hospital Hospital Board of Trustees
Human Resources Human Resources Advisory Board
Social Services Ambulance Service
4. Department of Planning Services
Planning Department Planning Commission
Building Inspection Uniform Building Code Board
Board of Adjustment of Appeals
Parks and Recreation Utilities Coordinating Board
Housing Authority
5. Department of Engineering Services
Road and Bridge
County Shops
6. Department of Communications Services
Extension Service Civil Defense
Library Fair Board
Veterans Office Library Board
PBX County-wide Communications
Buildings and Grounds Missile Site Park
POLICIES AND PROCEDURES
r Section General Administration
flloeSubject Board and Commission Appointments
COLORADO Date 6/1/82 rage 5
BOARD AND COMMISSION APPOINTMENTS
1. Procedures for appointments of members of any appointive agency, board
or commission shall be effected by compliance with the appropriate
provisions of the Weld County Home Rule Charter.
A. The term of office for a member of any appointive agency, board
or commission shall be three years.
B. No member of an agency, board or commission shall serve more than
two consecutive terms on any one appointive agency, board or
commission.
C. No one who has served as an elective officer of Weld County shall
be appointed to an appointive agency, board or commission until
at least one year after leaving office.
D. No county officer, employee or member of an appointive board,
agency or commission shall have any pecuniary interest in any
entity doing business with Weld County if such interest could
interfere with the unbiased discharge of his duty to the general
public or interfere with his ability to act in the best interest
of Weld County. This restriction shall not apply in the instance
where the officer, employee's department or member of an
appointive agency, board or commission has no direct contact nor
any business transactions with such entity.
E. Pursuant to the Home Rule Charter of Weld County, the Board of
County Commissioners shall determine six geographic areas from
which members of Boards shall be appointed.
2. The Board of County Commissioners, utilizing school district
boundaries, designated the following six districts, which may be
altered at the discretion of the Board, if deemed necessary:
District 1: RE-9, RE-12, and RE-11J
District 2: RE-4, RE-2, and RE-10J
District 3: School District 6, East of 14th Avenue
POLICIES AND PROCEDURES
A 1(t
1�
Section General Administration
iSubject Board and Commission Appointments
COLORADO Date 6/1/82 Page 6
District 4: School District 6, West of 14th Avenue
District 5: RE-2J, RE-5J, RE-1, and RE-1J
District 6: RE-8, 27J, RE-3J, RE-7, and RE-50J
POLICIES AND PROCEDURES
6{/{ owl Section General Administration
111111De Subject Authorizations
COLORADO Date 6/1/82 Page
AUTHORIZATIONS
1. The Chairman of the Board of County Commissioners is authorized and
directed to sign all legal papers on behalf of the Board of County
Commissioners, in and for the County of Weld, or documents wherein the
statutes require only the signature of the Chairman of the Board,
attested by the Clerk and Recorder.
2. The County Clerk and Recorder of Weld County, Colorado, and the
Chairman of the Board of County Commissioners of Weld County,
Colorado, are designated as persons authorized to sign all Weld
County, Colorado Warrants.
POLICIES AND PROCEDURES
a
Thcji tit Ilia,
Section General Administration
ErneSubject Rehearings on Land Use Matters
Date 6/1/82 Page 8
COLORADO
REHEARINGS ON LAND USE MATTERS
1. Once a land use matter has been brought before the Board of County
Commissioners and a decision rendered, reconsideration of the Board's
action should be considered only when one or more of the following two
conditions exist:
A. A substantial change in the facts or circumstances subsequent to
the first hearing.
B. Newly discovered evidence not available to the applicant at the
time of the first hearing.
POLICIES AND PROCEDURES
14h-
eSection General Administration
WIP� Subject Planning Matters With Less Than Full Board Present
COLORADO Date 6/1/82 Page 9
PLANNING MATTERS WITH LESS THAN FULL BOARD PRESENT
When less than a full Board is present to hear a planning matter, the
applicant is to be advised that they may table the matter until a full
Board is present.
In the event a planning matter is heard with only four members and the vote
is a 2-2 tie, the matter is automatically tabled. The absent member will
listen to the tapes of the proceedings. After the absent member has
listened to the tapes, the matter will be reconsidered for the absent
member's tie-breaking vote.
POLICIES AND PROCEDURES
Section General Administration
Subject Appeals Process
COLORADO Date 6/1/82 page 10
APPEALS PROCESS
1. The Board of. County Commissioners shall act as a board of appeals to
hear complaints on actions taken by county boards, commissions and
departments. Procedure for appeals shall be as set forth in this
code, or by resolution of the Board, except as otherwise provided by
law.
A. Any person appealing an action by a county board, commission or
department to the Board of County Commissioners shall file such a
complaint, in writing, with the Clerk to the Board of County
Commissioners within sixty (60) days of the incident in question.
B. Such complaint shall include:
1. The name of the employee, board, commission or department
against which the complaint is made.
2. A description of the basic facts involved in the complaint.
C. The Clerk to the Board shall schedule a hearing with the Board of
County Commissioners, to be held within fifteen (15) days of the
filing of the complaint, and shall notify all parties involved in
the incident.
D. The Board shall hear all the available facts pertinent to the
incident, may schedule a second hearing within thirty (30) days
following the initial hearing if the Board determines such a
need, and shall render a determination within thirty (30) days of
the final hearing.
E. No person shall be denied the right to appeal, provided they
comply with the administrative procedures established by the
Board.
POLICIES AND PROCEDURES
El
/Ia Nei Section General Administration
Wi`Oe Subject Press Release Policy
COLORADO Date 6/1/82 Page 11
PRESS RELEASE POLICY
The only press releases that do not need prior approval of the Board of
County Commissioners before release are as follows:
1. It is totally related to the issuing department.
2. It does not take issue with established County policy.
3. It is not related to lobbying for or against a legislative issue.
(See Lobbying Policy) .
POLICIES AND PROCEDURES
A SitI Section General Administration
WineSubject Lobbying Policy
COLORADO Date 6/1/82 page 12
LOBBYING POLICY
Lobbying per state law (Section 24-6-302, CRS, 1973) is defined as
attempting to aid in or to influence:
A. The passage or defeat of any legislation by the general assembly
or the approval or veto of any legislation by the governor of
this state;
B. The adoption or defeat of any standard, rule, rate, or decision
of any board or commission of this state which has been delegated
rule-making authority by the general assembly.
In order to coordinate and control the legislative program of Weld County,
the Board of County Commissioners requires that all lobbying efforts by
county personnel (other than independently elected officials) be sanctioned
by the Board. Requests to lobby by department personnel should be directed
to the respective Commissioner Coordinator, who will seek Board consensus
on the issue and, if appropriate, Board authority sanctioning lobbying
efforts in the best interest of Weld County.
The Board will issue a legislative report each Wednesday during the regular
Board meeting, including all lobbying efforts. Therefore, all departments
should keep the Board informed of the results or status of any lobbying
effort authorized.
In accordance with Federal Rules and Regulations no Federal funds,
including Revenue Sharing, can be used for lobbying activities in any way:
A. To attempt to influence in any manner a member of Congress to
favor or oppose any legislation or appropriation by Congress;
B. To attempt to influence in any manner State or local legislators
to favor or oppose any legislation or appropriation by such
legislators. Communications and consultation with State and
local legislators for purposes of providing information such as
on matters necessary to provide compliance with the Federal laws
or regulations shall not be considered lobbying.
Therefore, no county employee or official shall use Federal funds for
lobbying activities.
POLICIES AND PROCEDURES
4(1141--
NeiSection General Administration
IiiDc Subject Lobbying Policy
COLORADO Date 6/1/82 Page 13
Any county employee or official lobbying on behalf of Weld County shall
comply with the State regulation of lobbyists (Sections 24-6-301 and
24-6-308, CRS, 1973) . In the event any county funds are expended for
lobbying activities, a copy of such expenditure claim form(s) shall be sent
to the Director of Finance and Administration specifying the date, lobby
activity, purpose of expense, and name of the official or group lobbied.
In the event the sum total of expended funds requires a filing with the
Secretary of State, the Director of Finance and Administration and county
employee or official involved will insure proper filings to the Secretary
of State are made.
POLICIES AND PROCEDURES
4IteiSection General Administration
Subject Contracts
COLORADO
Date 6/1/82 pale 14
CONTRACTS
Ordinance #42 specifies the procedures concerning contracts for Weld
County:
ORDINANCE NO. 42
IN THE MATTER OF ORDINANCE PROCEDURES OF THE BOARD OF COUNTY
COMMISSIONERS OF WELD COUNTY, COLORADO RELATING TO CONTRACTS.
BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF WELD
COUNTY, COLORADO:
WHEREAS, Article III, Section 3-10 of the Weld County Home
Rule Charter provides that the Board of County Commissioners of
Weld County, Colorado shall adopt rules of procedure governing
the time, place, and conduct of its meetings and hearings, and
the introduction of an action upon motions, resolutions, and
ordinances, and
WHEREAS Article III, Section 3-8 of the Weld County Home
Rule Charter provides that the powers and duties of the Board of
County Commissioners shall include duties and powers to enact
legislation, including such means of enforcement thereof as shall
be authorized by law, and otherwise formally promulgate county
policy. Unless otherwise required by statute, the Board shall
act only by ordinance in matters of legislation, contracts,
appropriations, and disposition of real property, and by
ordinance, resolution or motion, as may be appropriate, in other
matters, and
WHEREAS, the language set forth in Article II, Section 2-3
of the Weld County Home Rule Charter indicates that the original
drafters of the Weld County Home Rule Charter intended to make a
distinction between the definition of a contract and an
agreement, and
WHEREAS, Article II, Section 2-3 of the Weld County Home
Rule Charter specifies that in said Charter no mention of a
particular power or enumeration of similar powers shall be
construed to be exclusive or to restrict the authority that the
county would otherwise have if the particular power were not
mentioned or the similar powers not enumerated. Said Section
further provides that the Charter shall be liberally construed to
the end that, within the limits imposed by the Charter and by Ihr
POLICIES AND PROCEDURES
ti
"-` • Section General Administration WIoe Subject Contracts
COLORADO Date 6/1/82 Page 15
laws of the United States and of the State of Colorado, Weld
County shall have all of the powers necessary or convenient for
the conduct of its affairs, including all powers that counties
may assume under the statutes of the State of Colorado and under
the provisions of the Constitution of the State of Colorado
concerning County Home Rule, and
WHEREAS, the definition of contracts for the purpose of
acting by ordinance is not specifically enumerated in the Charter
and inasmuch as Article II, Section 2-5 provides that the Charter
shall be liberally construed when particular powers are not
mentioned or enumerated and further provides that the County
shall have the powers necessary and convenient for the conduct of
its affairs, the following definitions of contracts and rules
governing ordinances and contracts in Weld County shall become
effective upon the adoption of this ordinance:
1. In compliance with Article III, Section 3-8 of the
Weld County Home Rule Charter, which provides that the
Board of County Commissioners of Weld County, Colorado,
shall act only by ordinance in matters of contracts and
inasmuch as the annual appropriation ordinance provides
for authority to expend or contract to expend or to
enter into any contract which, by its terms, involves
the expenditure of money for any purpose recited in the
annual appropriation ordinance, it is therefore
ordained that it is the intent of the Board of County
Commissioners of Weld County, Colorado, than an annual
appropriation ordinance is the ordinance by which the
Board acts during each fiscal year in matters of all
contracts that involve the expenditure of money for any
of the purposes for which are covered by the monies
appropriated by the annual appropriation ordinance.
2. It is further ordained that it is the intent of the
Board of County Commissioners of Weld County, Colorado,
that the annual appropriation ordinance is the
ordinance by which the Board acts during each fiscal
year in matters of all contracts that involve revenue
sources from intergovernmental agreements or for any of
the purposes for which are covered by monies
appropriated by the annual appropriation ordinance.
3. It is further ordained that in accordance with
Article II, Section 2-3 of the Weld County Home Rule
Charter, that the Board of County Commissioners shall
act by resolution in agreements with other governmental
POLICIES AND PROCEDURES
si" is + Section General Administration
VeSubject Contracts
COLORADO Date 6/1/82 Page 16
units for the joint use of buildings, equipment and
facilities and for furnishing and receiving conunodities
or services if approved by the Board.
4. It is further ordained that it is the intent of the
Board of County Commissioners of Weld County, Colorado,
that the annual appropriation ordinance is the
ordinance by which the Board acts during each fiscal
year in matters of all contracts involving
discretionary grant programs which are covered by
monies appropriated by the annual appropriation
ordinance, and any funding level determinations,
administrative amendments, or other administrative
actions required by the Board of County Commissioners
shall be by resolution of said Board.
5. It is further ordained that in cases in which specific
programs in Weld County are mandated by the laws of the
State of Colorado or the United States of America or by
the courts of the State of Colorado and the United
States of America that any administrative action
required by the Board in such instances shall be by
resolution of the Board.
6. It is further ordained that the Board of County
Commissioners of Weld County, Colorado shall act by
resolution in situations involving letters of agreement
with other governmental units which are purely
administrative in nature.
7. It is further ordained that it shall be the policy of
the Board of County Commissioners of Weld County,
Colorado, in compliance with the Weld County Home Rule
Charter, that any contract involving a new program that
has not been considered by the Board during the annual
public budget hearings and in the event that monies for
the purpose of funding said programs are not covered by
the monies appropriated by the annual appropriation
ordinance, then, in such cases, the Board of County
Commissioners shall act only by ordinance in
considering said matter.
8. It is further ordained that the Board of County
Commissioners of Weld County, Colorado shall act only
by ordinance in any matter concerning a contract that
involves debt financing.
9. It is further ordained that the Board of County
Commissioners may, in the conduct of the County's
POLICIES AND(7.41
Section General Administration
neSubject Contracts
COLORADO Date 6/1/82 Page 17
affairs, act by ordinance on any policy issue involving
administrative matters that said Board feels necessary.
BE IT FURTHER ORDAINED that in accordance with Article III,
Section 3-10 of the Weld County Home Rule Charter, that the
procedural rules governing ordinances are as follows:
a) An ordinance must be read in full at the time it
is first introduced. The ordinance may be read by
title only at the second and third readings
provided there is a waiver by a four-fifths vote
of the Board of County Commissioners and no public
objection is voiced in the proceedings.
b) Except for the correction of typographical or
clerical errors, when ordinances, other than
emergency ordinances, are altered after the first
introduction, a new ordinance must be substituted
in its place and the ordinance procedure shall be
repeated in full.
c) Any exhibit or attachments relevant to the
Ordinance shall be referred to in the body of the
ordinance, but will not be published as part of
the ordinance but the ordinance shall state that
copies of the material are available for
inspection at the office of the Clerk to the Board
of County Commissioners of Weld County, Colorado.
The above and foregoing Ordinance No. 42 was, on motion duly
made and seconded, adopted by the following vote on the 11th day
of December, A.D., 1978.
POLICIES AND PROCEDURES
Section General Administration
WIiDc Subject Legal Opinions
COLORADO Date 6/1/82 Page 18
LEGAL OPINIONS
1. It shall be the policy of the Department of Law, under Article V of
the Home Rule Charter for Weld County, Colorado, that all requests for
opinions issued by the Department of Law under Section 5-3(2) and (3) ,
shall be personally directed to the Weld County Attorney for review.
2. In the first instance, all opinions on questions of law issued by the
office of the County Attorney to the Board of County Commissioners and
the other departments and divisions of County government of Weld
County, shall be deemed informal and shall be designated "MEMORANDUM
OF LAW."
3. All formal written opinions to be maintained by the County as public
documents, pursuant to Article V, Section 5-3(3) of the Home Rule
Charter of Weld County, Colorado, shall be issued by the office of the
County Attorney only after an informal memorandum of law on that
subject shall have been written, and only upon written request and
personal interview by the party requesting the formal written opinion
with the County Attorney. All such opinions shall be designated
"FORMAL OPINION."
POLICIES AND PROCEDURES
4(11.41--
lid Section General Administration
IISubject Publication of Annual Reports
COLORADO Date 6/1/82 Page 19
PUBLICATION OF ANNUAL REPORTS
The following is the Board policy for the publication of annual reports for
activities under the Board of County Commissioners:
1. A statement justifying the need and purpose(s) of the report with the
proposed distribution of the report and estimated cost of development
should be submitted for approval by the Board prior to proceeding in
developing the report.
2. Estimate cost for the annual report should include the preparation
cost, staff time, typing, art work, and printing costs for the
proposed number of copies to be distributed.
3. Once justification for need and costs are approved by the Board,
development of the report can proceed.
4. Draft copies of an authorized report should be submitted to the Board
for comments and approval prior to publication and any distribution.
POLICIES AND PROCEDURES
�i $�V lin Section General Administration
WI`P� Subject Weld County Blood Bank
COLORADO Date 6/1/82 page 20
WELD COUNTY BLOOD BANK
1. The Board of Weld County Commissioners authorized establishment of the
Weld County Blood Bank because the Board believes that such a bank
will be beneficial for all citizens of Weld County as well as for
county employees.
2. On December 22, 1980, the Board appointed the Sick Leave Bank
Committee to monitor the following policy of the Weld County Blood
Bank.
A. The bloodmobile will stop at three County buildings (the
Centennial Center, the Walton Building, and the Health Building)
at intervals during the year to collect donations from County
volunteers. If the stops prove inconvenient to employees who
want to contribute, they may also go to the hospital to donate.
The bloodmobile will collect 10-15 donations during each visit.
B. Users. All County employees, their spouses, children, parents,
brothers and sisters and retired County employees may use the
Weld County Blood Bank.
C. There will be times when no one in the County will need the blood
that has been donated. By permission of the Weld County Blood
Bank, the blood bank will give the donations to a person in the
hospital who needs the blood or to a person who has received a
large quantity of blood and needs help paying it back to the
hospital's blood bank.
E. Blood Bank Call List. Weld County General Hospital's Blood
Bank has a call list of people willing to donate blood in an
emergency situation or if their supply is depleted. County
employees may sign up for the call list when the bloodmobile
stops at the County buildings or may notify the hospital to
be put on their call list. Donations received in this
manner will also serve as credits for the Weld County Blood
Bank. Hours at the hospital bank are: Monday, Wednesday
and Friday: 10 AM - 3 PM; Tuesday: 12 Noon - 8 PM.
Thursdays are reserved for bloodmobile visits.
POLICIES AND PROCEDURES
..) ' lois Section General Administration
Villic Subject Employee Car Pooling
COLORADO Date 6/1/82 Page 21
EMPLOYEE CAR POOLING
It is the policy of Weld County to encourage all Weld County employees to
enter into car pooling arrangements with other employees for transportation
to and from work to the end that energy may be conserved and further, to
reduce the problem created by the limited number of parking spaces
available in the Weld County Centennial Center, and the area adjacent to
the Weld County Centennial Center.
POLICIES AND PROCEDURES
�1St tzWa
Section General Administration
WISubjectDat Collect Calls by Employees to Centennial Center ,
COLORADO Date 6/1/82 Page 22
COLLECT CALLS BY EMPLOYEES TO CENTENNIAL CENTER
No collect calls shall be accepted by the County switchboard, except as
designated by the Board of County Commissioners.
A. The County Commissioners shall institute a system of telephone credit
cards to be used by departments who, within their normal conduct of
County business, find it necessary for employees located outside of
the Centennial Center to contact the Center on a regular basis.
B. The cards shall be issued by the County Commissioners on a department-
by-department basis as the need for such cards is demonstrated. The
request for department credit cards shall be made by the department
head. The initial cost involved in the purchase of the cards shall be
deducted from each department budget.
C. Each card shall be coded to denote the employee user. Only those
charges for calls made to 356-4000 shall be accepted. Charges for any
calls made by an employee or official using a county credit card which
are not made to 356-4000 shall be deducted from the individual's
paycheck.
D. The Board of County Commissioners shall have the right to require any
department or individual to discontinue the use of credit cards upon
evidence of misuse.
E. Exceptions to this policy:
1. On all election days, the Clerk and Recorder shall arrange with
Communications for election judges to place collect calls to the
Centennial Center.
2. The Sheriff and District Attorney's offices shall continue to
work under the present credit card agreement existing between
those departments and the Communications Department.
F. Criteria to be used by the County Commissioners in determining need:
1. If the quantity of such calls required on a regular basis is
significant.
POLICIES AND PROCEDURES
,hhyyll ti
Section General Administration
EntSubject Collect Calls by Employees to Centennial Center
COLORADO Date 5/1/82 Page 23
2. If the vehicles used by the requesting department or individual
do not have two—way communications equipment.
POLICIES AND PROCEDURES
.(, t11/141D1
Section General Administration
V IViet
Subject Dimension Standards for Letter Size Mail
COLORADO Date 6/1/82 Page 24
DIMENSION STANDARDS FOR LETTER SIZE MAIL
Effective July 15, 1979, the Postal Services Board of Governor's has
adopted a recommended seven-cent surcharge for oversized and odd shaped
pieces of mail.
A. The Board of Governor's action defines that after July 15, 1979,
pieces will be non-mailable if they are less than either of the
following measurements: 31 inches high, 5 inches long, or 7
thousandths (.007) of an inch thick.
1. Items subject to the seven-cent surcharge will be first class
mail weighing 1 ounce or less, and single piece third class of 2
ounces or less than exceed any of these dimensions: 6-1/8 inches
high, 111 inches long, or k inch thick.
2. Also subject to the surcharge are odd shaped pieces within the
weight units noted above. The acceptable size ratio for such
pieces is: the length must be between 1.3 times and 2.5 times
the height.
B. The U.S. Postal Service has provided a form entitled "Dimension
Standards for Letter Size Mail". All offices of Weld County are
directed to adhere to the dimension standards for letter size mail as
enumerated above and as outlined on the "Dimension Standards for
Letter Size Mail", to avoid all seven-cent surcharge on
non-standardized letter size mail, and further, that the Director of
Purchasing is hereby directed to insure that all specifications for
bids and quotes for County purchases involving envelopes or cards
adhere to the "Dimension Standards for Letter Size Mail".
All outgoing County mail will be sent out through Printing and Supplies and
will be metered in that office. Offices are not to use stamps, stamped
mail or their own postage meters. Socials Services shall have authority to
process their own mail due to the volume and funding of Social Services
activities.
All mail must be received by 2:00 p.m. in the mail room in order to be
mailed out the same day. Any mail received after 2:00 p.m. will be sent
the following day.
POLICIES AND PROCEDURES
�, �� Section General Administration
1111€ Subject Dimension Standards for Letter Size Mail
COLORADO Date 6/1/82 Page 25
Departments are responsible for the following:
1. Registered mail must be separate from all other mail.
2. Prepaid mail must be separate from all other mail.
3. Personal mail must be separate from County mail and is to be sorted
for local and out of town and marked accordingly.
4. All mail must be labeled -- showing the Department's name so proper
postage charges can be made.
5. Any mail that is to be delivered to inner County Offices -- Please put
in Department's mail boxes on 3rd floor. Do not include in outgoing
mail.
POLICIES AND PROCEDURES
t Apit,
Section General Administration
IllsSubject County Property
COLORADO Date 6/1/82 Page 26
COUNTY PROPERTY
1. The County cannot acquire real or personal property as a speculation
or an investment; its authority is to purchase and hold real and
personal property for the use of the County, and lands acquired by
Treasurer's Deed for non-payment of taxes, as provided by law.
2. Any property owned by the County through rights-of-way or through
easements shall not be offered on the open market, but to the owner-
of-record of the immediately contiguous property. In the case of
vacation of a section line right-of-way, title to the vacated roadway
shall be vested in the owners-of-record of the roadway, pursuant to
43-2-302, C.R.S. 1973.
3. All sales of real property owned by Weld County, Colorado, subsequent
to June 6, 1977, shall include any mineral rights held by Weld County
in connection with said property sold, to the extent that said mineral
rights are owned by Weld County.
4. Real estate conveyed to the County for non-payment of taxes under
Section 39-11-142, C.R.S. 1973, shall be administered as provided in
Section 39-11-143, C.R.S. 1973, which states, in part:
A. The board of county commissioners has the power to rent, lease or
sell such property so acquired as provided in this section.
B. Whenever such real estate is leased by the board of county
commissioners of such county, it shall be leased for the best
cash rental obtainable considering the condition and location of
such real estate, in the discretion of the board of county
commissioners; but no lease shall be for a period exceeding five
years.
C. Any such real estate so conveyed to the county may be sold at
public sale by the board of county commissioners. Prior to
offering such property for sale, the board of county
commissioners shall obtain from the assessor a certificate as to
the current actual value and the valuation for assessment of the
same. A notice of such sale shall be posted in a public place in
the county courthouse at least thirty days before the date of
sale, and such notice of sale shall also be advertised in two
issues of a newspaper of general circulation in the county in
POLICIES AND PROCEDURES
/ , g
lei Section General Administration
WhitSubject County Property
COLORADO Date 6/1/82 Page 27
which the property is situated, said newspaper notices to appear
one week apart and within the thirty days as above provided.
Such notice shall reserve the right upon the part of the board of
county commissioners to reject any or all bids which are less
than the value determined by the assessor.
D. Such real estate may be sold at public sale when and if the board
of county commissioners receives a bid for any lots or parcels
which in the discretion of the board of county commissioners is a
sufficient purchase price. Such real estate may be sold in such
lots or parcels and upon such terms of payment as the board of
county commissioners deem acceptable, but no deed shall be issued
until the purchaser has made payment in full. Upon written
application of any person, the board of county commissioners
shall offer for sale the property requested by such person to be
sold: except that no parcel shall be divided for the purpose of
such requested sale unless the board of county commissioners
specifically permits such division. The board of county
commissioners, in its discretion, may decline and refuse to offer
for sale any lots or parcels as it may determine to be useful or
necessary for present or future public projects to be defined in
Section 30-20-301, C.R.S. 1973. The board of county
commissioners may, prior to the sale of any lot or parcel,
reserve or grant streets, alleys, or roads or utilities or other
easements, public or private, under such terms and conditions as
it may deem advisable and may rent or lease any lot or parcel
retained for present or future public projects to any person,
political subdivision, or quasi-municipal corporation.
5. Gravel obtained from County gravel easements and sites shall not be
sold or used for other than governmental purposes except by specific
authorization of the Board of Weld County Commissioners.
6. The Board of Weld County Commissioners authorizes and directs the
Chairman of the Board to file a criminal complaint in behalf of the
County against any and all persons caught or accused of removing
and/or destroying County owned property or having such County owned
property in his possession illegally. A reward of $500 shall be paid
to anyone for information leading to the arrest and conviction of any
person or persons found to be guilty of removing and/or destroying
County owned property or of possessing such County owned property
illegally.
POLICIES AND PROCEDURES
VI:A •F 1101 Section General Administration
Subject County Property
COLORADO Date 6/1/82 Page 28
7. When the County accepts gravel easements, abatements will not be given
on property taxes due therefrom.
POL ICIES AND PROCEDURES
Lliaj
"Ia Section General Administration
WilicSubject Mineral Leasing Policy
COLORADO Date 6/1/82 Page 29
MINERAL LEASING POLICY
Weld County owns mineral rights for approximately 40,000 acres. On May 6,
1981, the Board of County Commissioners adopted the following mineral
leasing policy by resolution:
1. The term of the leasing period shall be for 3 years.
2. There shall be a continuation of the sealed bid process with the
amendment that the top two bidders and any other bidder within 10%
shall participate in an auction. The opening of the sealed bids and
the auction shall be held on the same day.
3. A bid of at least $10.00 per acre shall be the minimum amount
required.
4. There shall be a continuation of the requirement for certified funds.
5. Where there is a conflict concerning the ownership of the lease, the
owner of the lease shall provide evidence of ownership.
POLICIES AND PROCEDURES
it
a Section General Administration •
Subject Description of Weld County Retirement Plan
Date 6/1/82 Page 30
COLORADO
DESCRIPTION OF WELD COUNTY RETIREMENT PLAN
The following brief description of the Weld County Retirement Plan (Plan)
is provided for general information purposes only. Participants should
refer to the Plan agreement for more complete information.
A. General -- The Plan is a defined benefit pension plan covering
substantially all permanent full-time employees of Weld County
(County) . Established in 1969, the Plan provides for pension, death
and disability benefits.
B. Pension Benefits -- Under the Plan, upon normal retirement employees
are entitled to a monthly benefit of one-twelfth of 1% of the
employee's final average annual compensation (5 year average) , plus 1%
of such final average annual compensation in excess of $4,800,
multiplied by the total number of years of credited service.
Employees with 10 years of service who retire after age 55 but before
their normal retirement date will receive reduced benefits. Employees
may elect to receive benefits by one of the following alternative
methods:
1. Joint and Survivor Benefit
2. Life and Term Certain Benefit
3. Social Security Adjustment Option
4. Lifetime Benefit Option
C. Death and Disability Benefits -- If disability occurs before normal
retirement age and the employee is eligible for Social Security
Benefits, the monthly benefit is the normal retirement benefit which
would have been payable at age 65, based upon credited service and
compensation prior to disability.
If a participant dies before age 55, his accumulated contribution will
be paid to his beneficiary or estate. In the event a participant with
10 years of service and who is also between 55 and 65 years of age
dies, a monthly benefit of 60% of the monthly retirement benefit
earned by the participant prior to his date of death is payable to his
spouse. If the employee is not married, his accumulated contributions
will be paid to his beneficiary or estate.
D. Vesting -- A plan amendment effective January 1 , 1979 provides that if
an employee terminates prior to his normal retirement age and before
POLICIES AND PROCEDURES
A it Section General Administration
Subject Description of Weld County Retirement Plan
Date 6/1/82 Page 31
COLORADO
he has six years of service to the County, he will be entitled to a
termination benefit of his accumulated contributions as of the date of
termination. If an employee terminates after six years of service, he
may elect to either withdraw his accumulated contributions or to
receive benefits based upon the following vesting schedule at his
normal retirement date or at age 55.
Completed Years Percent of Earned
of Service Benefit Vested
Less than 6 0%
6 50%
7 75%
8 or more 100%
For 1978 and prior years, if an employee terminated prior to normal
retirement age and before he had eight years of service to the County,
he was entitled to a termination benefit of his accumulated
contributions as of the date of termination. If an employee
terminated after eight years of service, he could elect to either
withdraw his accumulated contributions or to receive benefits based
upon the following vesting schedule at his normal retirement date or
at age 55.
Completed Years Percent of Earned
of Service Benefit Vested
Less than 8 0%
8 50%
9 75%
10 or more 100%
POLICIES AND PROCEDURES
11 Section General Administration
WI`'Ot Subject Industrial Revenue Bonds
COLORADO Date 6/1/82 Page 32
INDUSTRIAL REVENUE BONDS
Ordinance #69-A specifies the industrial development revenue bond policy
for Weld County:
ORDINANCE NO. 69-A
IN THE MATTER OF THE REPEAL AND RE-ENACTMENT, WITH AMENDMENTS, OF
ORDINANCE NO. 69, ADOPTION OF A COUNTY DEVELOPMENT REVENUE BOND
POLICY FOR WELD COUNTY, COLORADO.
BE IT ORDAINED BY THE BOARD OF COUNTY COMMISSIONERS OF WELD
COUNTY, COLORADO:
WHEREAS, Ordinance No. 69, In the Matter of the Repeal and
Re-enactment, With Amendments, Adoption of a County Development
Revenue Bond Policy for Weld County, Colorado, was previously
passed and adopted on the 7th day of April, 1980, and
WHEREAS, PURSUANT TO THE 1967 County and Municipality
Development Revenue Bond Act, as set forth 1n Section 29-3-101,
et seq., C.R.S. 1973, as amended, the County of Weld is
authorized to issue industrial revenue bonds, and
WHEREAS, the Board of County Commissioners of the County of
Weld, State of Colorado, desires to repeal and re-enact, with
amendments, Ordinance No. 69 for the benefit of the inhabitants
of Weld County and for the promotion of their safety, welfare,
convenience, and prosperity.
NOW, THEREFORE, BE IT ORDAINED by the Board of County
Commissioners of Weld County, Colorado that Ordinance No. 69,
previously enacted, be, and hereby is, repealed and re-enacted
with amendments as follows:
SECTION 1. DECLARATION OF POLICY
It is hereby declared to be the policy of the County of
Weld, State of Colorado, to encourage the location, relocation,
or expansion of manufacturing, industrial or commercial
enterprises within the corporate limits of the County, and to
that end to issue development revenue bonds pursuant to the 1967
County and Municipality Development Revenue Bond Act, as set
forth in Section 29-3-101, et seq., C.R.S. 1973, as amended.
This policy is adopted in furtherance of the primary objectives
to mitigate the serious threat of extensive unemployment, to
secure and maintain a balanced and stable economy, to ameliorate
POLICIES AND PROCEDURES
j1 �; lei Section General Administration
Subject Industrial Revenue Bonds
COLORADO Date 6/1/82 Page 33
pollution and other environmental problems and to provide for the
public welfare. All such action provided under this policy, as
set forth herein in Sections 2 and 3, shall be taken only when
the same is exercised for the benefit of the inhabitants of Weld
County and for the promotion of their safety, welfare,
convenience and prosperity.
In furtherance of the policy set forth in Section 1, the
Board declares that:
1.1 The Board of County Commissioners will make all
necessary determinations of the desirability of
projects and will not delegate this determination to
any agency, contractor or employee of the County.
1.2 The County will not employ the provisions of the 1967
County and Municipality Development Revenue Bond Act to
industries presently located in other parts of the
State of Colorado if the result of such act is to
induce removal of these industries from their present
location.
1.3 The County declares its intention to require payments
in lieu of ad valorem real estate taxes on any project
in the same amount and manner as if the ownership of
the real estate remained in private hands rather than
in the ownership of the County.
1.4 The County will require information and proof of such
matters necessary to establish the bona fide purposes
of the applicant, while not unnecessarily divulging
information to the competitive disadvantage of the
applicant.
1.5 The County will, in performing its duties, seek to
protect and enlarge the good fiscal reputation of the
County.
1.6 Material supplied under the following Sections of this
Ordinance shall become the property of the Weld County
Government and shall be public records.
SECTION 2. COUNTY PLANNING CRITERIA
2.1 All proposed projects shall be in accordance with and
shall meet the goals, concepts and objectives for
development as set forth in the County's Comprehensive
Master Plan, and the comprehensive plan of any
incorporated Town or City if such project will be
located therein or within three (3) miles of the
corporate limits of such Town or City.
POLICIES AND PROCEDURES
�
rt
Section General Administration
VICSubject Industrial Revenue Bonds
COLORADO Date 6/1/82 Page 34
2.2 The property on which any such project is to be located
must be within the corporate boundaries of Weld County
and such property must have affixed thereto a zoning
district classification of the County or of an
incorporated City or Town which permits the proposed
project use.
2.3 The plans for the proposed project shall be in strict
compliance with appropriate zoning and subdivision
regulations of Weld County and of any incorporated City
or Town, if such project will be located within the
corporate limits of such City or Town.
2.4 The County, in consultation with municipalities and
districts, will review and determine the adequacy of
water and sewer services prior to approval by the Board
of County Commissioners.
2.5 The proposed project plans shall be reviewed and
analyzed by the County to determine necessary off-site
capital improvements including, but not limited to,
streets, curbs, gutters, sidewalks, utility easements,
water and sewer lines and traffic control. devices.
Such review shall include analysis and comments offered
by any incorporated City, Town and School District
which may be affected by the project. Such analysis is
for the purpose of reporting to the Board of County
Commissioners the impact of such development upon other
municipal services and facilities. The determination
of which parties shall bear the cost of any required
off-site improvements shall be set forth in an
agreement between all parties in interest prior to the
consideration by the Board of County Commissioners of a
resolution of intent to issue bonds for the project.
SECTION 3. APPLICATION REQUIREMENTS
In order to properly process and consider applications to
issue bonds for projects set forth herein, certain criteria,
procedures, guidelines and requirements shall be followed and
submitted by the applicants as set forth below:
3.1 A written legal opinion directed to the Board of County
Commissioners from an attorney who is a qualified
municipal bond counsel, stating that the applicant's
proposal falls within the intent and meaning of the
Economic Development Revenue Bond Act. Bond counsel
shall be selected by the applicant with the final
approval of the Board of County Comm)ss l nner!:.
POLICIES AND PROCEDURES
'j ‘I Section General Administration
VIoeSubject Industrial Revenue. Bonds
COLORADO Date 6/1/82 Page 35
3.2 Evidence that the proposed bond issue can be sold
through an acceptable underwriter or to an experienced
investor or group of investors.
3.3 A written application containing the following
information, to-wit:
(a) A history of the applicant, including a
description of its operations.
(b) Historical financial statistics of applicant for
the last five (5) years or for the entire time it
has conducted business. If the applicant is
proposing co-signers or guarantors of the bond
issue, this same historical financial data must be
supplied for the co-signers or guarantors.
(c) A written report from the applicant's principal
banker concerning the applicant's financial
position and ability to meet the expense of the
proposed bond issue. The applicant should also
provide a Dunn and Bradstreet Report or other
equivalent national rating of its financial
position.
(d) Major customers of applicant and the annual sales
to each for the preceding two (2) years.
(e) A resume of principals and key employees of
applicant, including directors and officers, if
applicant is a corporation.
(f) Applicant's pro forma balance sheets, income
statements and cash flow projections for the next
five (5) years, reflecting the proposed bond
issue.
(g) Applicant's prepared financial statements dated
within sixty (60) days of the application date.
(h) Copies of the applicant's financial statements,
either audited or otherwise satisfactory to the
County, for the preceding five (5) years or the
entire time during which the applicant has
conducted business.
(i) Complete list of assets to be purchased or
constructed and expenses incidental to the
acquisition, including costs of the sale of the
revenue bonds.
(j) A payment schedule or formula for retirement of
the bonds and payment in lieu of taxes and cost of
POLICIES AND PROCEDURES
N„
Section General Administration
NoeSubject Industrial Revenue Bonds
COLORADO Date 6/1/82 Page 36
maintaining project in good repair and properly
insured.
3.4 An initial application fee of $500.00 to defray the
costs of the County analysis of the proposal as set
forth in Section 4 of this Ordinance shall be tendered
with the application.
3.5 Other information specifically desired by the Board not
set forth above.
3.6 The Board, by maiority vote, may waive specific
information required in the written application for new
concerns that have not been in operation for the last
five (5) years. The Board, however, may request
additional information in lieu of the information
waived.
SECTION 4. COUNTY REVIEW OF APPLICATION
At such time as the applicant has provided all of the
required information and met all of the above stated
requirements, the County shall conduct an analysis of the
information and the suitability of the proposal for
implementation under this Ordinance.
4.1 A County review team shall be responsible for analyzing
the application and making recommendations to the Board
of County Commissioners concerning the advisability of
proceeding with the proposed bond issue. The review
team shall consist of the County Finance Officer, the
County Planner, and the County Attorney. In addition,
the review team may engage outside counsel for the
purpose of rendering opinions and doing research on the
proposed bond issue.
4.2 The recommendation of the review team shall include an
analysis of the impact of the development upon the
County, and upon any other interested municipal
governments. The form of agreement for any required
off-site improvements shall also be recommended by the
review team to the Board of County Commissioners. The
review team may recommend that certain conditions be
placed upon the applicant to further insure the
repayment of the bonds, and may recommend that the
applicant provide guaranteed construction contract or a
completion bond prior to undertaking the proposed
project.
4.3 At such time that the review team has presented its
recommendation, impact analysis, and off-sire
POLICIES AND PROCEDURES
',Q ��V� Section General Administration
WI�Oc is,
Subject Industrial Revenue Bonds
COLORADO Date 6/1/82 Page 37
improvement agreement to the Board and to the
applicant, the Board shall schedule a public hearing
for the purpose of discussing the application and
considering public comment on the proposed bond issue.
At the close of such public hearing, the Board may
determine whether or not to proceed to issue the bonds
and shall adopt a resolution formally declaring its
intent.
4.4 If the Board of County Commissioners has considered the
application and the report from the review team, has
conducted a public hearing on the application, and has
adopted a resolution of intent to issue the proposed
bonds, it shall direct the review team to prepare the
bond issue. The review team will work with the
applicant and with an investment banker and bond
counsel suitable to the applicant and to the County.
SECTION 5. ADDITIONAL FEES UPON ADOPTION OF RESOLUTION OF INTENT
TO ISSUE
5.1 Upon adoption of the resolution of intent to issue the
bonds, a fee in addition to the fee provided in Section
3.4 shall be..h assessed in the amount of one half of one
percent (IA) of the total face amount of the bond
issue. Such fee shall be paid to the Weld County
Government within thirty (30) days of the date of such
resolution to defray the cost of processing of the bond
issuance, legal counsel, etc.
5.2 The minimum charge pursuant to 5.1 of this Ordinance
shall be $2,500.00 and the maximum charge shall be the
sum of $10,000.00, and such fees shall be assessed
regardless of whether or not such bonds are ever issued
or sold.
5.3 If the Board of County Commissioners desires to engage
a bond counsel in addition to the one engaged by the
applicant, for the purpose of reviewing any documents,
the fee of such bond counsel shall be payable by the
applicant
5.4 The Board of County Commissioners may engage other
outside experts for purposes of reviewing the
application. The applicant shall be responsible for
paying any fees charged by such outside experts for
their services.
SECTION 6. VALIDITY OF ORDINANCE
r POLICIES AND PROCEDURES
Section General Administration
Subject Industrial Revenue Bonds
COLORADO Date 6/1/82 _ Page 38
6.1 If any section, subsection, paragraph, sentence, clause
or phrase of this Ordinance is, for any reason, held or
decided to be invalid or unconstitutional, such
decision shall not affect the validity of the remaining
portions.
6.2 The Board of County Commissioners of Weld County,
Colorado hereby declares that it would have passed this
Ordinance and each and every section, subsection,
paragraph, sentence, clause and phrase thereof
irrespective of the fact that any one or more sections,
subsections, paragraphs, sentences, clauses, or phrases
might be declared to be unconstitutional or invalid.
SECTION 7. EFFECTIVE DATE
7.1 This Ordinance shall take effect five (5) days after
its final publication, as provided by Section 3-14(2)
of the Weld County Home Rule Charter.
The above and foregoing Ordinance No. 69-A was, on motion
duly made and seconded, adopted by the following vote on the 13th
day of October, A.D., 1980.
POLICIES AND PROCEDURES
ifr
• lid Section General Administration
WISubject Countywide System for Roads and Bridges
COLORADO Date 6/1/82 Page 39
COUNTYWIDE SYSTEM FOR ROADS AND BRIDGES
1. The Board of County Commissioners adopted a concept of a countywide
system for roads and bridges, subject to the power of the Board to
make whatever changes it may deem necessary in this system as the
needs of Weld County change in the future.
2. Culvert Policy. It shall be the policy of the County of Weld, that
whenever the installation of any culvert is made necessary by the
creation of a new access from a county road to private property, or is
in any way caused by private individuals for the purpose of altering
the flow of water or any other reason necessitated by private
individuals, then, in all such cases, the property owner shall pay the
initial cost of the new culvert, which will be installed by Weld
County. The culvert shall be installed according to the
recommendations of the Department of Engineering of Weld County,
Colorado as to size and location in the County right-of-way or other
County property in which such culverts may be installed. After
installation, the maintenance and repair of the culvert shall become
the responsibility of Weld County, Colorado.
3. Sign Making Policy. The County sign shop shall produce signs only for
Weld County, for subdivisions, and for unincorporated areas and
unincorporated towns.
POLICIES AND PROCEDURES
by �
---N\sniptiSection General Administration
-
hue Subject Road and Bridge Advisory Committee
COLORADO Date 6/1/82 Page 40
ROAD AND BRIDGE ADVISORY COMMITTEE
The Board of County Commissioners, by resolution on February 2, 1981,
created the Road and Bridge Advisory Committee specifying that the
committee's function shall be as follows:
1. To make recommendations to the Board of County Commissioners on
priorities for capital and repair projects to be included in the
annual and 5-year plans; and to review the proposed annual and 5-year
plans on a regular basis.
2. To review the safety aspects of the County Road and Bridge system and
to make appropriate recommendations for improvements to the Board of
County Commissioners.
3. Such other functions as may from time to time be defined by the Board
of County Commissioners.
By-laws have been submitted and approved by the Board of County
Commissioners on February 2, 1981.
POLICIES AND PROCEDURES
� ivot, Section General Administration
WISubject Employee Utilization of County Shops on Off-Duty Hours
COLORADO Date 6/1/82 Page 41
EMPLOYEE UTILIZATION OF COUNTY SHOPS ON OFF-DUTY HOURS
It is the policy of the Board of County Commissioners that, because
employees of the IGA County Shop are required to have their tools at the
County Shops for the County's benefit during the performance of their
duties as mechanics, they are authorized to work on their own vehicles in
the County Shops after their normal working hours or on weekends with the
following rules and restrictions:
A. Permission to work on vehicles has to be obtained from supervisors.
B. No vehicle would be left in the Shop during normal working hours.
C. Only immediate family, private vehicles can be worked on. Proof of
registration may be required.
D. All parts or supplies will be furnished by the individual car owners.
Proof of purchase of parts and supplies could be required at any time.
E. Abuse or misuse of this privilege would result in immediate revocation
of the resolution authorizing use of the Shops by specific individuals
or all individuals.
F. A sign-in and sign-out log must be maintained by the Equipment Service
Manager to account for the individuals using the Shop after hours.
G. All Shop employees must sign a hold-harmless agreement, prepared by
the County Attorney, and a receipt of the resolution specifying the
rules and regulations prior to being allowed to use the County Shop
after hours.
H. Only County Shop employees will be permitted in the Shop during off-
duty hours. Persons other than County Shop employees are prohibited
from entering the Shop during off-duty hours and will be considered
trespassers. Signs indicating this will be posted at all entrances.
The job description for all positions of mechanics shall include the
requirement of providing their own tools and equipment for the performance
of their duties as Weld County mechanics.
POLICIES AND PROCEDURES
lig/� 1�t •
Section General Administration ,
Subject Insurance Coverage for Shop Tools
WI`P Date 6/1/82 page 42
CO DO
INSURANCE COVERAGE FOR SHOP TOOLS
The Board of County Commissioners, on January 7, 1981, authorized the
following policy concerning shop tools.
Tools owned by mechanics in the County Shop shall not be included in the
County's regular insurance program.
In the event that any tools or equipment which the County employees own or
which the County requires them to furnish as a part of their employment are
lost or destroyed by causes beyond the fault or control of the individual
employee, the employee will submit a claim to the County for reimbursement.
It is essential, however, that a continuous inventory of each mechanics or
employees tools in this category be maintained by the shop foreman. As a
minimum, this inventory shall be checked with the employee at least once a
quarter and a copy of the inventory filed at the shop office. A copy of
the inventories will be maintained in the Engineering Office in case of
fire at the Shop.
In the event that there is a loss, employees claim must contain
verification that the loss was contained in his inventory, and this must be
certified by his supervisor. The County's policy on paying of claims is
that it must be clearly shown that the item or tool was properly
inventoried and properly secured in the tool storage area. If this cannot
be shown, the claim will not be paid by the County.
A letter to impacted employees was disseminated and posted on January 7,
1981.
POLICIES AND PROCEDURES
((/ ,
li la Section General Administration
WIiIcSubject Permits, Regulations, Fees
COLORADO Date 6/1/82 Page 43
PERMITS, REGULATIONS, FEES
The following permits, fees, and regulations are determined by the Board of
County Commissioners:
1. Ordinance #1: Licensing of Security Patrol Agencies -- administered
by the Weld County Sheriff's Department.
2. Ordinance #6: Liquor Licenses and Fees -- administered by the Clerk
to the Board of County Commissioners.
3. Ordinance #10: Fees for Service of Civil Process by the Weld County
Sheriff.
4. Regulating the Running at Large of Dogs, providing for seizure,
impounding, and other disposition thereof -- administered by the
Sheriff's Department.
5. Permits and Fees Administered by the Weld County Department of
Planning Services:
A. Special Use Permit
B. Conditional Special Use Permit
C. Change of Zone
D. Mobile Home Permit
E. Recorded Exemption
F. Temporary Use Permit
G. Sign Permit
H. Board of Adjustment Variance Fees
I. Subdivision Regulation Fees
6. Weld County Building Code and Fees -- administered by the Director of
the Weld County Building Inspection Division.
POLICIES AND PROCEDURES
ti
Section General Administration
Subject Permits, Regulations, Fees
COLORADO Date 6/1/82 Page 44
7. Permits administered by the Department of Engineering Services:
A. Special Transport Permit for Vehicles of Excess Size or Weight
B. Underground and Utility Permit
8. Ambulance Charges -- administered by the Weld County Ambulance
Service.
9. Sanitary Landfill Fees -- administered by Colorado Landfill, Inc. , a
private corporation with 5% surcharge paid to Weld County.
10. County Road Maps -- available through the Clerk to the Board's Office.
11. County Assessor's Maps -- contact the Assessor's Office for map
number; make payment to the County Treasurer.
12. Fees for Planning Commission Transcripts. It is the policy of this
Board that:
A. The Director of Planning shall record on electronic tape,
hearings of the Planning Commission.
B. At times determined by the Director of Planning to be reasonable,
the Director of Planning shall allow the applicants to listen to
a tape recording of a hearing.
C. Recording and playback equipment shall be operated only by the
Director of Planning or by the Planning Department staff.
D. The Director of Planning shall charge a reasonable fee based on
the costs of staff's time for operating playback equipment for
persons who wish to listen, record, or transcribe from a tape.
E. Anyone transcribing from a tape shall furnish the Director of
Planning one copy of the transcription without charge.
F. The Director of Planning may have staff prepare a transcript from
a tape.
G. Transcriptions shall be sold for a fee based on (1) cost of the
staff's time preparing the transcript, and (2) all direct costs
of preparing copies.
POLICIES AND PROCEDURES
AILV4.171
liPti Section General Administration
WISubject Permits, Regulations, Fees
COLORADO Date 6/1/82 page 45
13. Fees for Board of Commissioner Transcripts. It is the policy of this
Board that:
A. The Clerk to the Board shall record on electronic tape, meetings
of the Board of Commissioners.
B. At times determined by the Clerk to be reasonable, the Clerk
shall allow applicants to listen to a tape recording of a Board
meeting.
C. Recording and playback equipment shall be operated only by the
the Clerk or by the Clerk's staff.
D. The Clerk shall charge a reasonable fee for operating playback
equipment for persons who wish to record, or transcribe from a
tape.
E. Anyone transcribing from a tape shall furnish the Clerk one copy
of the transcription without charge.
F. The Clerk may prepare a transcript from a tape.
G. Transcriptions shall be sold for a fee based on (1) cost of the
Clerk's time in preparing the transcript, and (2) all direct
costs of preparing copies.
14. Ordinance #69A -- Application and issuance fee for industrial
development bonds -- administered by the Finance Department.
15. Ordinance #84 and subsequent alpha designation specify fees for:
A. Ambulance
B. Miscellaneous fees
C. Space Rental
D. Missile Site Park
E. Copying of Documents
F. Weed Spraying
POLICIES AND PROCEDURES
Iv j \ Section General Mae
Subject Permits, Regulations, Fees
COLORADO Date 6/1/82 page 46
16. Utility Permit and Uniform Fee Schedule for the use of County road
rights-of-way for extraordinary use in Weld County, Colorado.
A. Utilities: For all utilities, regardless of installation, permit
fee shall be based upon trench width as follows:
Trench Width Permit Fee
Up to 6" $0.02 per lineal foot
7" thru 12" $0.05 per lineal foot
13" thru 24" $0.09 per lineal foot
25" thru 36" $0.14 per lineal foot
37" and above $0.18 per lineal foot
1. Minimal permit fee will be $10.00.
2. For all non-ferrous pipelines installed in road
rights-of-way, a suitable facility shall be installed with
the pipeline to facilitate future pipeline location.
3. Service taps (residential) included on line expansion permit
shall not be included in fee.
4. Service taps on existing facilities shall be considered at
the minimum fee.
5. Encasement where facility parallels right-of-way line and
encasement is suspended from or attached to a bridge or
drainage structure shall not be included in total.
6. Where boring and encasement is required across a County road
from private rights-of-way to private rights-of-way, all
charges shall be based upon $0.01 per inside diameter inch
of the encasement pipe per lineal foot installed across
County right-of-way.
7. All extraordinary costs relating to the inspection of
impacts to County rights-of-way will be borne by the
POLICIES AND PROCEDURES
ti
S ¶ Section General Administration
ISubject Permits, Regulations, Fees
COLORADO
Date 6/1/82 Page 47
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
if
er Section General Administration
-
fl u
Subject Policy on Collateral for Improvements
COLORADO Date 6/1/82 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 expires. 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 be 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.
The applicant may choose to provide for a phased development by
means of designating portions of a Planned Unit Development,
POLICIES AND PROCEDURES
1.11
41 '
Section General Administration
11111c, SubDatject Policy on Collateral for Improvements
COLORADO Date 6/1/82 Page 49
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 lease 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 , based on
inspections of the development by the
POLICIES AND PROCEDURES
t
�� �{ Section General Administration
VISubject Policy on Collateral for Improvements
COLOR ADO Date 6/1/82 Page 50
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 . ) .
POLICIES AND PROCEDURES
4i?>'
Section Buildings and Grounds
111 Dc Subject Table of Contents
COLORADO Date 6/1/82 Page Table of Contents
TABLE OF CONTENTS
GENERAL POLICIES 1
PARKING 2
CENTENNIAL CENTER AND COURTHOUSE AFTER HOURS 4
MISSILE SITE PARK 6
RENTAL POLICY 7
ENERGY CONSERVATION 19
ACCESS OF HANDICAPPED TO ALL WELD COUNTY BUILDINGS 20
MAINTENANCE OF COUNTY FACILITIES 21
POLICIES AND PROCEDURES
AII"' Section Buildings and Grounds
Subject General Policies
COLORADO Date 6/1/82 Page 1
GENERAL POLICIES
1. All County buildings and facilities shall be used for governmental or
quasi—governmental purposes only, unless specified in this policy or
by resolution of the Board of County Commissioners.
2. All County department offices shall be open from 8 AM until 5 PM
Monday through Friday, excluding holidays.
3. Smoking is discouraged in all public meeting rooms and public waiting
areas in all Weld County buildings, and all personnel who smoke are
encouraged to attend smoking cessation clinics for the ultimate
protection of the health of Weld County citizens.
4. Use of the Centennial Center facilities during regular building hours.
A. Arrangement for use of common meeting rooms in the Centennial
Center during regular hours shall be made through the
Commissioners' Office and should be made well in advance in order
to secure facilities.
B. Walls and partitions may not be used to display posters, poster
pictures, notices, etc. Bulletin boards are provided for display
notices or other items of interest.
C. Wall clocks in the building are on a synchronized system and must
not be tampered with by anyone.
D. An employee may request a key to his or her office, with evidence
of sufficient need, but not to the outside doors of the
Centennial Center.
E. There shall be no soliciting for sales or donations or
distribution of literature in the Centennial Center. The
Buildings and Grounds Department should be notified of any
violations of this policy.
F. Thermostat settings are to be changed only by the Buildings and
Grounds Department.
POLICIES AND PROCEDURES
0 tit
�Q Section Buildings and Grounds
Subject Parking
COLO Date 6/1/82 Page 2
RADO
PARKING
1. Assignment of parking spaces. Twelve parking spaces are assigned to
the courts. A parking space is assigned to each department head and
elected official employed full-time at the Centennial Center. The
remainder of the parking spaces are assigned to the departments
located at the Centennial Center in proportion to the number of
employees in each department. Assignment of spaces allocated to each
department shall be the responsibility of the department head.
2. "Parking cards" will be issued for each parking space by the Payroll
Department.
3. A $12.50 security deposit must be made to cover the cost of the
parking card. A fee of $12.50/month must be paid by each individual
issued a parking card. The $12.50/month parking fee will be deducted
from the individual's monthly salary if he so requests.
4. No exchange of parking cards or parkings spaces will be permitted.
5. If an individual loses a parking card, the incident must be reported
to the Payroll Department immediately. If your parking card is lost
or stolen you will be issued a new parking card, but you will forfeit
your $12.50 deposit refund upon termination of employment. Should you
need still another card, another $12.50 deposit will be assessed by
the payroll department.
6. If your card is broken, $5.00 will be deducted from your $12.50
deposit refund. Should you need still another card due to breakage,
another $5.00 would be deducted from your refund. Any additional
cards will be issued with a new deposit assessment by the payroll
department.
7. A parking card will be revoked if it is misused; for example, loaning
out a parking card and space to an individual who is not a full time
employee of Weld County, Colorado. Full time employees of Weld
County, Colorado, holding parking cards for parking facilities in the
Weld County Centennial Center, may loan said parking card to another
full time employee of Weld County, Colorado, if said loan is in
connection with a bona fide car pooling agreement. The license
numbers of all cars involved in any car pooling agreement shall be
furnished to the Buildings and Grounds Department and maintained by
POLICIES AND PROCEDURES
AtSection Buildings and Grounds
illik Subject Parking
COLORADO Date 6/1/82 Page 3
the Buildings and Grounds Department as a permanent record. Any
changes in license plates by holders of parking cards or members of a
bona fide car pooling group shall be immediately reported to the
Buildings and Grounds Department.
8. The parking garage will be open from 6 AM until 6 PM Monday through
Friday, excluding holidays.
9. Security within the garage is paramount. All rules will be strictly
enforced.
10. No trucks, campers, pickups with camper shells higher than the cab of
the pickup, or other similar vehicles will be permitted in the garage.
11. A change in the operating hours of the garage may be made only through
action of the Board of County Commissioners.
12. Employees who park in the restricted parking areas around the complex
and take County time to move their cars every two hours, or as
demanded by the parking restrictions, will be subject to disciplinary
action by the department head.
POLICIES AND PROCEDURES
>j, t Section Building and Grounds
WISubject Centennial Center and Courthouse After Hours
COLORADO Date 6/1/82 Page 4
CENTENNIAL CENTER AND COURTHOUSE AFTER HOURS
1. I.D. cards have been issued to all employees in the Centennial Center
and the Courthouse for the safety and well being of employees who need
to be in the building after 6 PM on weekdays, on holidays or on
weekends. Working hours in the Centennial Center and the Courthouse
are 8 AM to 5 PM, Monday through Friday.
2. In order to maintain security, the following policies are enacted:
A. To enter or exit the buildings, an I.D. card is necessary. No
employee shall be admitted without said card.
B. All employees who have business in the building after hours, on
holidays or on weekends shall present to the security guard an
I.D. card and sign in on a register sheet. Said sheet shall be
signed out on when exiting the buildings.
C. In order to gain entrance to the Centennial Center or the
Courthouse after hours, on holidays or on weekends, all employees
must notify security ahead of the scheduled arrival time by
calling the PBX operator and telling her the time you will be
seeking admittance. She will notify the security guard so he can
be in the area when you arrive.
D. In the best interest of the security system and to the upkeep of
the buildings, children and/or spouses of County employees will
not be allowed into the buildings unless they will be assisting
the County employee in his work. Approval for entrance of the
spouse and/or children can be arranged through a memo from the
Board of County Commissioners to the Buildings and Grounds
Superintendent on an individual basis.
ti
POLICIES AND PROCEDURES
f i Section Building and Grounds
IISubject Centennial Center and Courthouse After Hours
COLORADO Date 6/1/82 Page 5
E. Conference rooms in the Centennial Center may be scheduled for
after hours use by all County departments to conduct County
business by notifying the Commissioners' Office with the date,
time, number of persons attending the meeting and any other
pertinent information, in advance of the meeting. A memo from
the Board will be forwarded to the Buildings and Grounds
Superintendent informing him of the meeting; he will contact the
security guard. All persons attending the meeting will be
required to sign the register sheet upon entrance and exit of the
building.
POLICIES AND PROCEDURES
Section Building and Grounds
Subject Missile Site Park
COLORADO Date 6/1/82 Page 6
MISSILE SITE PARK
1. The park shall be available to the public for overnight camping,
picnicking, educational outdoor classroom experience, missile site
tours and other day use activity.
2. Facilities available include:
A. 12 picnic tables with barbecue grills
B. 6 picnic shelters
C. restroom facilities
D. trailer waste dumping facility
E. water fountains
F. basketball and volleyball area
3. The silo will be available for pre-arranged special group tours, such
arrangements to be made with the park caretaker.
4. Camping shall be overnight camping only. Arrangements for additional
time shall be made with the caretaker.
5. No firearms shall be allowed within the Missile Site Park.
6. Dogs shall be kept on leashes.
7. Only records required by law to be preserved (historical records,
documentary records, records of vital statistics, etc.) are to be
maintained in the archives within the silo.
POLICIES AND PROCEDURES
ftlAir)
"$ lei Section Building and Grounds
Subject Rental Policy
VI`Pe Date 6/1/82 Page
COLORADO
RENTAL POLICY
1. It is the policy of the County Commissioners to allow the use of the
County—owned buildings at Island Grove Park on a cost basis to
community groups when such does not interfere with regular County
sponsored activities.
2. The Board of County Commissioners does not intend to compete with
persons who have space to rent. No group is entitled to the
continuous or intermittent use of County Fair buildings when such use
cannot result to the benefit of the entire community. There is no
obligation on the part of the County to make the buildings available
to groups for strictly personal or commercial purposes.
3. The use of the buildings shall be denied to groups who, in the
judgement of the County Commissioners have as their purpose:
A. To advocate or foment racial or religious prejudices,
B. To advance any doctrine or theory subversive to the Constitution
or laws of the State of Colorado or the United States, or
C. To advocate social or political change by force or violence.
4. Policy on Rental of 4-H Building.
A. All groups sponsoring meetings in the 4-H Building shall make
application on forms provided by the Weld County Extension
Office. Scheduling will be made by the Weld County Extension
Office.
B. Any activity sponsored by County government may use the 4-H
Building at no cost.
C. Any groups with adult sponsors (such as Scouts, church groups,
etc.) where use is not prohibited under B and C above, may use
the 4-H Building at no cost during the time the building is
normally open, that is, Monday through Friday from 8 AM to 4 PM;
however, an initial damage deposit of $50.00 shall be required.
D. Community meetings of general importance where no admission fee
is charged may use the 4-H Building during the time the building
POLICIES AND PROCEDURES
'ISleiSection Building and Grounds
Subject Rental Policy
COLORADO Date 6/1/82 Page 8
is normally open; however, an initial damage deposit of $50.00
shall be required.
E. Rates on the Rental Schedule in this section shall be charged,
plus the initial $50.00 deposit, to all sponsored groups other
than County-sponsored groups using the 4-H Building after regular
hours.
F. No alcoholic beverages will be permitted upon the premises.
G. The sponsoring group shall arrange for a janitor or County
employee to be present at the 4-H Building during the time the
premises will be used by the group, if used on weekends or
holidays, or after 12 Midnight on weekdays.
H. The sponsoring group shall, at the end of the lease period,
remove all supplies, materials, refuse and any other materials
from the leased space, and shall leave the premises in a
condition reasonably similar to the condition in which the
premises were rented. If any damage is done to the property by
any person or persons of the sponsoring group, the damage will be
repaired, and the damage deposit paid will be used to defray the
expenses thereof and the balance, if any, will be refunded to the
sponsoring group. If no damage is done, the entire deposit will
be refunded.
5. Policy on Rental of Livestock Exhibit Barn.
A. Any County-sponsored activity will use the Livestock Exhibit Barn
at no cost.
B. Any properly sponsored groups may use the Livestock Exhibit Barn
during the time the building is normally open, that is, Monday
through Friday from 8 AM to 4 PM at the rates established on the
Rental Schedule in this section.
6. Policy on Rental of Conference Rooms in the Exhibition Building.
A. The upstairs Conference Rooms will be used for County-sponsored
activities only when County officials are in charge of the
activity.
POLICIES AND PROCEDURES
Section Building and Grounds
II`Pe Subject Rental Policy
COLORADO Date 6/1/82 Page 9
B. The north entrance must be used for meetings in upstairs
Conference Rooms.
C. All scheduling of the Conference Rooms will be done through the
Extension Office.
D. Preparing of meals is restricted in the Conference Rooms, because
facilities are inadequate.
E. Keys to upstairs will not be checked out by anyone. Janitor or
Extension Agent must be present with the key.
F. Seating Capacity, 200 persons.
G. Facilities available: small kitchen, 200 chairs, 12 tables,
blackboard.
7. Policy on Rental of Exhibition Hall.
A. All scheduling and arrangements shall be made through the
Buildings and Grounds Superintendent.
B. Equipment available for usage:
1) 9 sets of bleachers (50 persons each)
2) 1000 steel chairs
3) Public address system (must be supervised by County
employee)
4) Tie racks for 100 head of livestock
5) Sheep and/or hog pens (200 animals)
6) Stage -- 16 ft. by 30 ft. (in sections)
7) Kitchen facilities consisting of a grill-type stove, oven,
sink and refrigerator.
C. Any activity sponsored by County government may use the
Exhibition Hall at no cost.
POLICIES AND PROCEDURES
fic;
IA ' 114 Section Building and Grounds
WISubject Rental Policy
COLORADO Date 6/1/82 Page 10
D. Requirements of lessee:
1) Lessee must furnish dumpsters and pay for trash removal to a
trash hauler of lessee's choice.
2) The Extension Agent may require the lessee to furnish
security during the activity; Weld County is not responsible
for loss or damage to property of lessee.
3) Lessee shall provide to Weld County proof of liability
insurance policy covering the term of the lessee's rental of
the Exhibition Hall. The policy shall cover all risk which
could reasonably be anticipated through negligence of the
lessee. The policy shall identify the County as
"hold-harmless".
4) The lessee shall arrange for a janitor or County employee to
be present at the Exhibition Hall during the time the
premises will be used by the group; if after 12:00 Midnight
or on a weekend, lessee shall pay the janitor or employee at
the rate established by the Board.
E. Charges to lessee: The charges as established on the Rental
Schedule in this section are for rental of the Hall and include
electricity and air conditioning. All charges are payable to the
Extension Agent three (3) days prior to the start of the
activity.
F. Damage deposits shall be made by the group requesting usage in
addition to all other charges, and must be paid three (3) days
before the start of the activity.
G. Reservation of the Exhibition Hall must be made at least two
weeks in advance of the scheduled activities.
H. Serving of alcoholic beverages may be allowed within the
Exhibition Hall with the provision of adequate security; sale of
alcoholic beverages will require proof of a Special Events Liquor
Permit issued by the City of Greeley for the activity, in
addition to security requirements.
POLICIES AND PROCEDURES
6kijr
Section Building and Grounds
Subject Rental Policy
COLORADO Date 6/1/82 Page 11
8. Rental Policy for Library Meeting Room.
A. It is the policy of the County Commissioners to allow the use of
the Weld County Library Meeting Room on a cost basis to community
groups when such does not interfere with regular County-sponsored
activities.
B. The Board of County Commissioners does not intend to compete with
persons who have space to rent. No group is entitled to the
continuous or intermittent use of the Library Meeting Room.
There is no obligation on the part of the County to make the
Meeting Room available to groups for strictly personal or
commercial purposes.
C. The use of the meeting room at the Library shall be denied to
groups who, in the judgement of the County Commissioners, have as
their purpose:
1) To advocate or foment racial or religious prejudices,
2) To advance any doctrine or theory subversive to the
Constitution or laws of the State of Colorado or the United
States; or
3) To advocate social or political change by force or violence.
D. Bookings for displays of art forms in the meeting room will be
handled by a volunteer staff member and limited to six weeks for
each display. In addition to being subject to the regular rules,
anyone exhibiting art must provide any desired security.
E. Policy on Use of Library Meeting Room.
1) All groups sponsoring meetings in the Library shall make
application on forms provided by the Weld County Library.
Scheduling will be made by the Reader's Advisor.
2) Any activities sponsored by County Government may use the
meeting room at the Library at no cost.
3) The rate on the Rental Schedule in this section shall be
charged, plus the initial $50.00 deposit, to all sponsored
POLICIES AND PROCEDURES
' 7 lAir
T Section Building and Grounds
W1`Pe Subject Rental Policy
COLORADO Date 6/1/82 Page 12
groups other than County-sponsored groups using the Library
Meeting Room after regular hours.
4) No alcoholic beverages will be permitted upon the premises.
5) Because of the nature of the Library's operation with large
volumes of books and other documents, no smoking will be
permitted upon the premises.
6) The sponsoring groups shall, at the end of use, remove all
supplies, materials, refuse, and any other materials from
the leased space, and shall leave the premises in a
condition reasonably similar to the condition in which the
premises were rented. If any damage is done to the property
by any person or persons of the sponsoring group, the damage
should be repaired, and the damage deposit paid will be used
to defray the expenses thereof, and the balance, if any,
will be refunded to the sponsoring group. If no damage is
done, the entire deposit will be refunded.
7) The Library shall arrange for an employee to be present at
the Library Meeting Room during the time the premises will
be used by a group, if used after the Library's closing
hours.
8) Any group with adult sponsors, where use is not prohibited
under B and C above, may use the Library Meeting Room at no
cost during the time the building is normally open; however,
an initial damage deposit of $50 shall be required.
9) Seating capacity, 50 persons.
10) Facilities available: small kitchenette containing a large
coffeemaker and a small refrigerator, 50 chairs, 1 table,
lecturn, projection screen and blackboard.
11) No admission may be charged for any meeting or exhibit.
12) If use of Library-owned audio visual equipment is requested
by a non-County group using the Library Meeting Room, a
Library employee must operate the equipment, and an
operator's fee of $6.00 per hour or any portion of that time
will be charged. Arrangements for this equipment must be
POLICIES AND PROCEDURES
T .• Section Buildings and Grounds
Subject Rental Policy
COLORADO
Date 6/1/82 Page 13
made at least one week in advance with the Reader's Advisor
and the fee paid at that time.
13) The users must notify a Library staff member when the
meeting room has been cleared. It must be emptied by 10:30
PM.
9. Rental Policy for Board's Chamber Room.
A. It is the policy of the County Commissioners to allow the use of
the Board's Chamber Room on a cost basis to community groups when
such does not interfere with regular County- sponsored
activities.
B. The Board of County Commissioners does not intend to compete with
persons who have space to rent. No group is entitled to the
continuous or intermittent use of the Chamber Room. There is no
obligation on the part of the County to make the Chamber Room
available to groups for strictly personal or commercial purposes.
C. The use of the Chamber Room shall be denied to groups who, in the
judgement of the County Commissioners, have as their purpose:
1) To advocate or foment racial or religious prejudices,
2) To advance any doctrine or theory subversive to the
Constitution or laws of the State of Colorado or the United
States; or
3) To advocate social or political change by force or violence.
D. Policy on Use of Board's Chamber Room.
1) All groups sponsoring meetings in the Chamber shall make
application on forms provided by the Weld County
Commissioners. Scheduling will be made by the
Commissioner's Secretary.
2) Any activities sponsored by County Government may use the
meeting room at no cost.
3) The rate on the Rental Schedule in this section shall be
charged, plus the initial $50.00 deposit, to all sponsored
POLICIES AND PROCEDURES
' # 1
Section Buildings and Grounds
Subject Rental Policy
COLORADO Date 6/1/82 Page 14
groups other than County—sponsored groups using the room
after regular hours.
4) No alcoholic beverages will be permitted upon the premises.
5) The sponsoring groups shall, at the end of use, remove all
supplies, materials, refuse, and any other materials from
the leased space, and shall leave the premises in a
condition reasonably similar to the condition in which the
premises were rented. If any damage is done to the property
by any person or persons of the sponsoring group, the damage
should be repaired, and the damage deposit paid will be used
to defray the expenses thereof, and the balance, if any,
will be refunded to the sponsoring group. If no damage is
done, the entire deposit will be refunded.
6) Facilities available: small kitchenette containing a large
coffeemaker and a small refrigerator, chairs, 2 tables,
lecturn, and projection screen.
7) The users must notify the security guard when the meeting
room has been cleared.
10. Waiver of fees.
The Board of County Commissioners have authorized the Extension Agent,
by resolution dated March 10, 1982, to waive building rental fees for
recognized non—profit organizations, excluding religiously affiliated
groups, providing that the organization is putting on a public event
that:
A. Is of specific benefit to Weld County citizens;
B. Provides a public service or public information to Weld County
citizens; and
C. Is a fund raiser for a charitable purpose potentially benefitting
Weld County citizens.
D. The non-profit organization must pay a damage deposit and any and
all damages, plus janitorial costs associated with the activity.
POLICIES AND PROCEDURES
,1
Section Buildings and Grounds
Subject Rental Policy
COLORADO Date 6/1/82 Page 15
If the event is questionable to the Extension Agent, he may consult
with the Commissioner Coordinator or, on an as needed basis, hold a
Commissioner Work Session for advice and consent as to the
appropriateness of the request for waiver of fees.
POLICIES AND PROCEDURES
►1 t Section Buildings and Grounds
Subject Rental Policy
COLORADO Date 6/1/82 Page 16
ORDINANCE 84-A
COMMERCIAL RENTAL SCHEDULE
4-H Building
Rooms #1 and #2 $24.00 per hour $30.00 per hour
Class Room $12.00 per hour $15.00 per hour
Kitchen and Dressing Rooms $18.00 per hour $23.00 per hour
Stage and Dressing Rooms $ 6.00 per hour $ 8.00 per hour
Exhibition Building
(Expo Hall) $135.00 for 1 to $150.00 for 1 to
4 hours 4 hours
$340.00 for 4 to $380.00 for 4 to
8 hours 8 hours
$440.00 over 8 hours $490.00 over 8 hours
1/3 Section $162.00 per day, $182.00 per day,
Monday -Thursday Monday-Thursday
Annex Rooms #1 and #2 $ 20.00 per hour $ 23.00 per hour
Kitchen $ 13.50 per hour $ 15.00 per hour
Livestock Shelter
$120.00 for 8 hours $150.00 for 8 hours
Library Meeting Room
$ 12.00 per hour $ 15.00 per hour
Board's Chamber Room
$ 27.00 per hour $ 30.00 per hour
POLICIES AND PROCEDURES
ThrAtit
Section Buildings and Grounds
Willie Subject Rental Policy
COLORADO Date 6/1/82 Page 17
RECOGNIZED WELD COUNTY GROUPS
MON. TUES. WED.
THURS. FRI. SAT. SUN. 4-H Building N/C N/C
N/C N/C Exhibition Building N/C N/C N/C N/C
Livestock Shelter N/C N/C N/C N/C Library
N/C N/C N/C N/C N/C N/C N/C Board's Chamber
N/C N/C N/C N/C N/C N/C N/C
EQUIPMENT RENTAL SCHEDULES
Tables $ 2.00 each $ 2.00 each
$ 3.00 each if taken $ 3.00 each if taken
out of building out of building
Chairs $ 5.00 per hundred $ 5.00 per hundred
$10.00 per hundred $10.00 per hundred
if taken out of if taken out of
building building
Bleachers $ 7.50 each $ 7.50 each
$15.00 each if taken $15.00 each if taken
out of building out of building
Stages $ 5.00 per large $ 5.00 per large
section section
$10.00 per large $10.00 per large
section if taken section if taken
out of building out of building
P.A. System 5% of rental rate 5% of rental rate
Kitchen Equipment varies by specific varies by specific
item used item used
Back drops (curtains) $ .60 per foot $ .60 per foot
$1.00 per foot if $1.00 per foot if
taken out of taken out of
building building
POLICIES AND PROCEDURES
f
'� ' Section Buildings and Grounds
Vli`Pe Subject Rental Policy
COLORADO Date 6/1/82 page 18
RULES
$50.00 Damage and Cleaning Fee will be applied to rental charges if every-
thing is left in a satisfactory condition.
A County employee responsible for the building must be present during
weekend events. The employee will be paid $6.00 per hour by sponsoring
group prior to the opening of event.
Any County labor provided beyond routine service will be charged on a cost
recovery basis determined by the Fair Manager for Fair buildings use.
Centennial Center Parking
Inside Parking Space -- Passenger cars/Pickups/Vans -- $12.50 per month
Motor cycles $ 6.25 per month
POLICIES AND PROCEDURES
`
1`
Section Buildings and Grounds
W IWilk
Subject Energy Conservation
COLORADO Date 6/1/82 Page 19
ENERGY CONSERVATION
On July 23, 1979, the Board of County Commissioners adopted a resolution
directing the Superintendent of Buildings and Grounds to implement all
energy conservation measures recommended by the Department of Energy or
State Office of Energy in buildings owned and leased by Weld County
whenever it is operationally feasible, economically feasible, and not in
conflict with any local, State or Federal law or regulation.
POLICIES AND PROCEDURES
�A Section Buildings and Grounds
MI
11111111€ Subject Access of Handicapped to All Weld County Buildings
Date 6/1/82 Page 20
COLORADO
ACCESS OF HANDICAPPED TO ALL WELD COUNTY BUILDINGS
On September 12, 1979, the Board of County Commissioners adopted a
resolution in compliance with Section 504 of the Rehabilitation Act, which
specifies that it will be the policy of the Board of County Commissioners
of Weld County that all facilities of Weld County government be free of
physical barriers to the handicapped. The Superintendent of Buildings and
Grounds, together with the 504 Committee, will insure that there is
continued compliance with Section 504 of the Rehabilitation Act and that
access for all County buildings remains barrier—free to the handicapped
whether or not a Federal program operates in the facility.
POLICIES AND PROCEDURES
r/
► Section Buildings and Grounds
fina Subject Maintenance of County Facilities
COLORADO Date 6/1/82 Page 21
MAINTENANCE OF COUNTY FACILITIES
Building and Grounds will be in charge of all maintenance and repair of
County facilities, owned and leased. Requirements for repair or
maintenance identified by the occupying department should be submitted on a
work order to Buildings and Grounds.
Special projects of a non-emergency nature should be submitted in the
department's budget request as specified in the budget manual.
Capital projects are submitted and prepared during the budget process.
POLICIES AND PROCEDURES
•
ia t"� � Section Equipment Management
Subject Table of Contents
COLORADO Date 6/1/82 Page Table of Contents
TABLE OF CONTENTS
Page
INTRODUCTION 1
STATEMENT OF INTENT 2
CRITERIA DEFINITIONS 3
DEPARTMENTAL POOL 4
INDIVIDUAL ASSIGNMENT 5
INTERMITTENT RESIDENCE GARAGING 6
RESIDENCE GARAGING 7
USE OF COUNTY-OWNED MOTOR VEHICLES 10
OTHER POLICIES RELATING TO COUNTY VEHICLES 14
FIXED ASSETS 18
SALVAGE AND EQUIPMENT TRANSFER FORM (SAMPLE) 22
FIXED ASSET REPORT (SAMPLE) 23
POLICIES AND PROCEDURES
j1 Section Equipment Management
Subject Introduction
COLORADO Date 6/1/82 page 1
INTRODUCTION
In accordance with the Board's policy, adopted December 17, 1979,
concerning use of County vehicles, the assignments and garaging have been
determined. Other than the attached list for residence garaging, all
vehicles should be garaged at a County facility designated by the Equipment
Service Manager, effective February 4, 1980.
With the reassignment of vehicles there is now a small pool of vehicles at
the County shop for County—wide use by all departments. Primary use should
be for extraordinary use by such departments as the Assessor and Treasurer.
The daily assignment will be on a first come, first served basis and
reservations for required use should be made by contacting the Equipment
Service Manager at the County shop.
POLICIES AND PROCEDURES
s 1
le Section Equipment Management
WI�O� Subject Statement of Intent
COLORADO Date 6/1/82 Page 2
STATEMENT OF INTENT
To provide a vehicle assignment policy which may be applied uniformly and
consistently that will result in assignments based upon actual,
demonstrated, and compelling need in the conduct of official County
business. All vehicles will be garaged overnight at a site designated by
the Equipment Services Manager. Intermittent garaging is allowed only as
specified below.
POLICIES AND PROCEDURES
tt ti
PCt Section Equipment Management
WIat Subject Criteria Definitions
COLORADO Date 6/1/82 Page 3
CRITERIA DEFINITIONS
Departmental Pool --
Vehicles assigned to and dispatched by a County agency or department,
utilized by multiple drivers, and garaged primarily at the pool
location or site designated by Equipment Services Manager.
Individual Assignment --
Vehicles assigned directly to a designated classification or specific
individual within a designated classification and utilized primarily
or exclusively by the assigned operator.
Intermittent Garaging --
Occasional overnight garaging up to five consecutive nightsor as may
be approved by the department head, beyond five consecutive nights
requires approval of the Commissioner Coordinator.
POLICIES AND PROCEDURES
61(
Section Equipment Management
WElic Subject Departmental Pool
COLORADO Date 6/1/82 Page 4
DEPARTMENTAL POOL
Mileage --
Vehicles utilized an average of 833 miles per month or more (10,000
miles per vehicle per year or more on County business. )
Special Equipment --
Performance of a department's assigned or mandated services requires
the utilization of specialized and/or emergency equipment that is
physically attached to the vehicle.
Time --
Vehicles utilized an average minimum of 6 hours per day per vehicle
(on actual duty assignment, excluding pool standing time) .
Location --
The geographical location of a department's operations preclude the
utilization of alternative methods of transportation.
Special Assignment --
Performance of a department's functional operations requires the use
and transportation of special tools and materials and/or when only an
official County vehicle can be utilized to complete the designated
special assignment.
POLICIES AND PROCEDURES
ll 4h
��
A ' Section Equipment Management
IIISubject Individual Assignment
COLORADO Date 6/1/82 Page 5
INDIVIDUAL ASSIGNMENT
Mileage --
Vehicles utilized an average of 833 miles per month or more (10,000
miles per year or more on County business.)
Personalized Equipment --
Vehicle required to transport special personalized equipment utilized
on field assignments that would render a hardship or be economically
unfeasible to remove from the vehicle on a daily basis.
Time --
Vehicle utilized an average minimum of 6 hours per day per individual
(on actual assignment) .
POLICIES AND PROCEDURES
ti
�(it/ Section Equipment Management
Subject Intermittent Residence Garaging
COLORADO Date 6/1/82 Page 6
INTERMITTENT RESIDENCE GARAGING
Designated Standby --
An employee utilizing specialized equipment is required to be
immediately available for emergency call back.
Travel --
Conduct of official business requiring travel outside County
boundaries, as approved by the department head, precludes securing a
pool or assigned vehicle the day of authorized travel.
Time --
Conduct of official business; i.e. , meetings, seminars, etc. , outside
of regular business hours as approved by the department head.
POLICIES AND PROCEDURES
� t Section Equipment Management
VI Subject Residence Garaging
COLORADO le
Date 6/1/82 Page
RESIDENCE GARAGING
Residence garaging is permitted for vehicles assigned directly to a
designated classification or position within a department where it has been
determined by the Board of County Commissioners that it is in the interest
of the County to allow daily residence garaging because the job assignment
requires availability of the vehicle by the operator potentially on call at
all times for County service. Only positions specifically designated by
the Board of County Commissioners are permitted permanent residence
garaging. The Equipment Services Manager shall, at all times, maintain a
current authorization list of positions designated by the Board. See
following list:
FORMAT:
Department (Number of vehicles)
Positions with residence garaging NOTES
Road & Bridge (24)
Operations Manager Reassign 1 vehicle.
Road Maintenance Section Head Two to department
Grader Branch Heads (3) pool.
Maintenance Support Branch Head One to pool at shop.
Maintenance Support Field Foreman
Production Section Head
Construction and Truck Branch Head
Bridge Section Head
Bridge Construction Branch Heads (2)
Bridge Repair Field Foreman
Ambulance (Ambulances only)
None
Planning (2)
None Reassign 2 vehicles.
Two used as depart-
ment pool.
POLICIES AND PROCEDURES
' &
t 14-41
Section Equipment Management
Subject Residence Garaging
COLORADO Date 6/1/82 Page 8
Sheriff (28)
Sheriff
Undersheriff
Investigations Lieutenant
Investigations Sergeant
Patrol Captain
Jail Captain
Road Accounting (0)
None Reassign 1 to pool
car at Shop.
Building Inspection (6)
None
Building & Grounds (6)
Superintendent of Building & Grounds
District Attorney (4)
District Attorney
Investigators (3)
Pest & Weed (7)
None
Library (1)
None
Social Services (3)
None Need 1 replacement.
2 used as department
pool.
POLICIES AND PROCEDURES
` ti9Mph
Section Equipment Management
Subject Residence Garaging
COLORADO Date 6/1/82 pane 9
Health (1)
None Need replacement.
Human Resources (32)
Transportation Director
Director, Windsor Senior Aide
Dacona Headstart Driver
POLICIES AND PROCEDURES
4t
DI is t.Iva Section Equipment Management
ISubject Use of County-owned Motor Vehicles
COLORADO Date 6/1/82 Page lo
USE OF COUNTY-OWNED MOTOR VEHICLES
DEFINITIONS
The definitions of this section shall govern the construction of this
policy, unless the context otherwise requires:
A. "County-owned motor vehicle" means any motor vehicle owned by or under
control of the County of Weld and provided for use of any County
officer, board, commission, deputy, assistant, clerk, attache or other
County employee, in the performance of official duties;
B. "use in conduct of County business" means using, driving, operating,
storing, or parking, in the performance of or necessary to or in the
course of the duties of County employment; it also includes use in
emergency cases where ordinary humanity dictates no other course than
to render aid to persons in distress;
C. "employee" means all County officers and employees except incumbents
of elective offices.
CARE OF VEHICLE
The driver of a County vehicle shall report every noted defect of the
County vehicle or its operation to the Equipment Services Manager in person
or on the appropriate form as soon as possible to assure proper maintenance
attention.
USE OF SAFETY BELTS
The driver of a County vehicle shall operate his vehicle only after the
safety belts have been properly fastened by the driver and the passengers
in the vehicle. These safety belts shall remain fastened at all times
while the vehicle is in motion.
USE OF COUNTY-OWNED MOTOR VEHICLES
County-owned motor vehicles shall be used only in the conduct of County
business. No County officer or employee shall use or permit the use of any
County-owned motor vehicle other than use in the conduct of County
business. No County officer or employee shall transport persons in any
POLICIES AND PROCEDURES
4 • t Section Equipment Management
Subject Use of County-owned Motor Vehicles
COLORADO Date 6/1/82 Page 11
County-owned motor vehicle unless such transportation is necessary in the
conduct of County business.
VEHICLE OPERATION DAMAGE REPORT
The Equipment Services Manager shall administer the vehicle operation
damage report program, including all forms and procedures. Vehicle
operation damage report forms shall be placed and maintained in a
conspicuous place in every County vehicle. The driver of any County
vehicle is responsible for completing a report on the provided form and
submitting it to the Equipment Services Manager within 24 hours following
any collision in which any damage may have been caused or any other
situation in which there was damage caused to a County vehicle.
ASSIGNMENT OF CAR: MUST BE PROPERLY GARAGED
When a County—owned vehicle is assigned to an individual for use outside
working hours, the individual to whom the vehicle is assigned shall be
responsible for affording the maximum protection practical against theft,
vandalism, damage, and the elements by placing such vehicle in a garage or
carport if available; the minimum of such protection shall be assurance
that such vehicle is off—street at night when not in actual use.
DISCIPLINARY ACTION FOR MISUSE
Any employee or appointed officer who uses a County-owned motor vehicle
otherwise than for use in the conduct of County business or in other
violation of this policy shall be subject to disciplinary action pursuant
to the provisions of Weld County personnel policies.
LIABILITY FOR COSTS OF MISUSE
An employee or officer who misuses a County-owned motor vehicle shall be
liable to the County for the actual cost proximately resulting from any
misuse by him of such County-owned motor vehicle.
RESPONSIBILITY OF SUPERIORS
A superior is liable for disciplinary action and/or the actual cost of
damages resulting from any misuse by a County employee to the extent that
the superior allows, directs or authorizes the misuse of a County-owned
motor vehicle.
POLICIES AND PROCEDURES
tt I
/fi t Section Equipment Management
WIIeSubject Use of County-owned Motor Vehicles
COLORADO Date 6/1/82 page 12
COSTS OF MISUSE
Actual costs of misuse of a County-owned motor vehicle shall include the
following:
A. expense of operation. Expense of operation of a County-owned motor
vehicle for the distance traveled during such misuse, or where the
misuse amounts to an unreasonable deviation thereof the distance
traveled in excess of the shortest practical route,' computed on a
mileage basis in accordance with the schedule of mileage rates
established by the Board of County Commissioners for the payment of
private mileage claims of County employees;
B. property damage. Any and all property damage to the County-owned
motor vehicle and other County property, proximately resulting from
such misuse; provided, however, that a credit shall be allowed the
County officer or employee equal to any amount paid to the County by a
third party;
C. reimbursement to County. The amount of any judgment or claim not
covered by insurance that the County pays by reason of the death,
injury, or damage to persons or property arising out of misuse of a
County-owned motor vehicle, including interest at the legal rate
accruing from the time of payment by the County. In no event shall
these rules be construed as conferring a right of subrogation on the
part of insurance carriers for County vehicles where no such right
existed at the time of the adoption of these rules or independently
thereof. These rules are intended to provide rules for the use of
County-owned vehicles as between the County and its officers and
employees only, and shall not affect in any way rights and obligations
of third parties, including insurance carried for the County-owned
vehicles.
INVESTIGATION, DETERMINATION AND COLLECTION OF COSTS
The department head shall in each case investigate, determine the costs
attributable to misuse (with the assistance of the Equipment Services
Manager) , and collect the amount of actual costs attributed to the misuse
of County—owned vehicles by employees of his department. Money collected
from the employee shall be deposited in the County Treasury to the credit
of the fund supporting operation of the vehicle which was improperly used.
POLICIES AND PROCEDURES
if I
Section Equipment Management
' Subject Use of County-owned Motor Vehicles
CODO
LORA Date 6/1/82 Page 13
APPEALS
Any employee involved in the misuse of a County-owned motor vehicle shall
be given an opportunity to give an explanation. Such employee shall have
the right within ten days after service upon him of a demand in writing for
reimbursement of costs of misuses, to demand a hearing before the Grievance
Committee.
POLICIES AND PROCEDURES
j1 �{l Section Equipment Management
WISubject Other Policies Relating to County Vehicles
COLORADO Date 6/1/82 page 14
OTHER POLICIES RELATING TO COUNTY VEHICLES
1. Driver's License. All drivers of county vehicles shall show proof of
a valid driver's license, of the class required for the type of
vehicle driven.
2. Laws. Drivers of county vehicles shall abide by all applicable laws
regarding operation of motor vehicles, including the 55 MPH speed
limit.
3. Hitchhikers. Drivers of county vehicles shall not pick up
hitchhikers.
4. Maintenance. County personnel who are assigned responsibility for a
county vehicle shall ensure regular maintenance by County Shop
standards, and that safety inspections are conducted. Additional
maintenance or safety requirements for county vehicles or equipment
may be required by the Supervisor of the County Shops, although not
specifically provided for in this statement of policy.
5. Accidents. In case of an accident involving a county vehicle, the
driver should immediately notify proper law enforcement authorities,
regardless of the extent of damage to the vehicles involved.
A. If the extent of the damage and conditions at the accident scene
warrant, the driver shall contact the County Communications
Center and request towing service. Should law enforcement
authorities at the scene determine a need for immediate removal
of the vehicle, they shall have the discretion to contact a
private towing service.
B. No later than the next regular workday, the driver shall notify
his immediate supervisor or department head of the accident and
submit to the supervisor the Accident Exchange Information Report
received from the other driver at the scene of the accident. The
supervisor shall ensure that all reports and forms are accurately
completed and submitted to the County Finance Office as detailed
in the Safety and Insurance Section of this manual. Failure to
report an accident or a high incidence of accidents by a driver
shall result in review by the department head and/or Finance
Officer, who shall recommend appropriate action.
POLICIES AND PROCEDURES
•�1 { Section Equipment Management
IIIVtSUbjeCt Other Policies Relating to County Vehicles
COLORADO Date 6/1/82 Page 15
6. County Equipment. County equipment (construction/maintenance) shall
not be used for the purpose of construction, maintenance or repair on
private property except as authorized by resolution of the Board of
County Commissioners.
Exceptions Authorized:
A. Removal of gravel or borrow material, as per written contractual
"Agreement for Use of Soil for Road Purposes."
B. Emergency/disaster situations. Use of equipment in emergency
situations shall be at the discretion of the senior department
employee at the scene. Such use shall be reported to the
department head not later than the next regular working day.
C. To provide safe passage for school buses or emergency vehicles.
D. In-kind services to municipalities under provisions of 43-2-202,
CRS 1973. Request for such use shall be submitted in writing to
the County Engineer by governing officials of the municipality.
Prior to rendering such service, the County Engineer shall
receive verification of the County's financial responsibility to
the municipality from the Finance Officer.
E. Special use of equipment, other than those herein provided for,
shall require specific authorization by resolution of the Board
of County Commissioners.
7. Agreement for Use of Soil for Road Purposes. Prior to Weld County
using its equipment to remove earth material from other than county
property and easements for the construction of county roads, Weld
County and the owner of the property will complete an "Agreement for
Use of Soil for Road Purposes," which will include the total estimated
quantity of material to be removed; a project number; the legal
description of the property; and any other provisions agreed to by the
owner and Weld County. Said agreement shall be forwarded to the Clerk
to the Board for inclusion in the official records of Weld County.
8. Two-Way Radio Equipment. All vehicles/equipment operated during
emergency situations, such as blizzards or flooding, shall be equipped
with two-way radio equipment. If such equipment is not regularly
available in a vehicle, the supervisor shall request the issuance of
such, on a temporary basis, from the Communications Department.
POLICIES AND PROCEDURES
s
46
jS &if
lei Section Equipment Management
SubctOtherPoliciRelating to County Vehicles
COLOhiDeRADO Date 6/1/82 Page 16
9. Vehicle Access. Hours of access to all vehicles in the main shop will
be from 7:00 AM to 5:00 PM. Hours of access to all vehicles in the
three district shops will be from 7:30 AM to 5:00 PM. Special
arrangements including early departure and late arrival and assignment
of vehicles to employees whose positions require after hours
availability of county vehicles must be made with the appropriate
department head to utilize vehicles after working hours. No vehicle
will be used for personal reasons.
10. Centralized Vehicle Pool. If a vehicle assigned to a particular
department is not in use by that department's personnel, it shall be
available for use by other county personnel. Request for such use
shall be made by the department head to the employee assigned
responsibility for that vehicle.
11. Official Business Only. County vehicles/equipment shall be used for
official county business only; use for other than county business
shall be deemed cause for immediate dismissal.
12. Reporting. Reporting of daily mileage, gasoline and oil usage shall
follow procedures established by the Finance Officer and/or the
Supervisor of the County Shops. Such reporting shall be accurate and
complete and shall include an accounting for all miles registered on a
county vehicle. If more than one driver uses a vehicle during a
monthly reporting period, the report shall show each driver's initials
beside line entries. Any monthly reports returned to the Finance
Office which are incomplete or inaccurately completed shall be
returned to the department head for appropriate action. Continued
failure to accurately complete mileage reports shall be brought to the
Board's attention for appropriate action.
13. 'Exemptions. Law enforcement vehicles or emergency vehicles, including
Weld County Ambulance Service vehicles, shall be exempt from the
provisions of this policy statement, which, because of the nature of
said vehicle usage, are not applicable.
14. Motor Vehicle Records Check. Applicants selected by department heads
for employment to a position that requires driving of a county vehicle
or equipment will be required to complete a Motor Vehicle Records
Check form. The Personnel Department will forward the form to the
state for search of the individual's traffic record. In addition,
past employers will be checked for the applicant's driving ability and
driving record. This will prevent us from employing high risk
POLICIES AND PROCEDURES
a
47.
-:\ ' , Section Equipment Management
WISubject Other Policies Relating to County Vehicles
COLORADO Date 6/1/82 Page 17
individuals and thus help us to reduce our liability exposure. The
Motor Vehicle Records Check form will be automatic for all employees
of Road and Bridge, Buildings and Grounds (except janitors) ,
Ambulance, Building Inspection, HAD drivers and all sworn personnel
for the Sheriff's Department. All other departments should identify
on the personnel requisition form, those positions that will require
driving a county vehicle so that a motor vehicle records check may be
conducted for personnel employed for those positions. It takes
approximately two weeks to complete the checks. In order not to hold
up employment for those positions, individuals employed will be
required to sign a statement of understanding to the effect that
driving of county vehicles is a requirement for the position and a
poor driving record will be grounds for dismissal as a part of the
regular probation period.
POLICIES AND PROCEDURES
ti
rift
Section Equipment Management
Subject Fixed Assets
COLORADO Date 6/1/82 Page 18
FIXED ASSETS
1. INTRODUCTION
Adequate accounting records of fixed assets are necessary in assuring
proper control and maintenance of county assets. In addition, proper
fixed asset accounting is necessary to permit financial reporting
conformity.
All fixed assets are valued at historical cost or estimated historical
cost if actual historical cost is not available. Donated fixed assets
are valued at their estimated fair value on the date donated. The
criteria used in determining whether an asset is "fixed" or permanent
is governed by Section 29-1-506, CRS 1973, which states ". . .an
inventory shall be required only with respect to items of property
having an original cost of $100 or more unless such items having a
value of less are required to be inventoried by directive of the state
auditor." In addition, County policy requires that a fixed asset have
a useful life of three years.
Fixed assets used in governmental fund type operations (general fixed
assets) are accounted for in the General Fixed Assets Account Group,
rather than in governmental funds. Public domain ("infrastructure")
general fixed assets consisting of roads, bridges and rights-of-way
are not capitalized. No depreciation is provided on general fixed
assets.
Depreciation of all exhaustible fixed assets used by proprietary funds
is charged as an expense against their operations. Accumulated
depreciation is reported on proprietary fund balance sheets.
Depreciation is provided using the straight line method over the
estimated useful lives, as follows:
Buildings 30 years
Land Improvements 20 years
Machinery and equipment 3-10 years
2. GENERAL FIXED ASSETS
General fixed assets are those assets not related to a specific
service or function. To insure thorough disclosure and sufficient
detail, the financial section should include a schedule of fixed
assets by function and activity and a schedule of changes in general
fixed assets by function and activity. (GAAFR 80, p.53)
POLICIES AND PROCEDURES
4:1( 11-
Section Equipment Management
1lMe Date Subject Fixed Assets
COLORADO Date 6/1/82 Page 19
3. As department heads and elected officials are held responsible for the
inventory assigned to their department per Section 29-1-506, CRS 1973,
it is not necessary to follow certain guidelines to insure an accurate
inventory system.
4. All county departments are required to inform Accounting of any
changes in equipment location before the equipment is moved.
Therefore, it is necessary to properly fill out a Salvage and
Equipment Transfer form. The form must include:
1. A brief description of the item(s) to be transferred.
2. The inventory number(s) on the equipment.
3. The signatures of any department head affected by the move.
Departments are not responsible for filling out a Salvage and
Equipment Transfer form for any new purchases as the fixed asset
accountant will recognize those additions to inventory through an
analysis of the capital outlay expenditure accounts.
Annually, an inventory of all fixed assets will be conducted and the
results filed with the Comptroller per Section 29-1-506, CRS 1973.
Please note that while chairs, hanging bins, partitions and small
items of equipment are not included on the general fixed asset report,
they are tagged with a Property of Weld County label to help safeguard
against theft and misuse.
The following is a list of steps to be followed:
A. Equipment and Inventory - Acquisition
1) Purchasing
a) Forwards P.O. 's to the Comptroller's
Office
2) Accounts Payable Clerk
a) Provides a xerox copy of P.O. 's
affecting the capital outlay accounts (6900's) to Fixed
Asset Accountant
POLICIES AND PROCEDURES
t 11;
?S1mi 1 Section Equipment Management
VineSubject Fixed Assets
COLORADO Date 6/1/82 Page 20
3) Fixed Asset Accountant
a) Reviews P.O. to determine if purchase
meets the rules for capitalization
b) Files copy of P.O. until the month-end expenditure
reports are available. At this time (when the item has
been paid for, expensed) all pertinent information is
recorded on a data input (fixed asset trans form) form
to which the P.O. is attached.
c) Assigns proper equipment number and labels asset.
(Note that Fixed Asset Report Wfar20 by asset number
prevents the use of duplicate inventory numbers)
d) Verifies all expenditures captured in the capital
outlay accounts and journals out of the accounts any
expenses which do not meet the capitalization criteria
4) Data Processing
a) Keypunches information and forwards
updated fixed asset reports to accounting (Wfar10-20)
5) Fixed Asset Accountant
a) Verifies reports and files data input
forms in folders organized by location codes
B. Equipment Acquisition - Social Services
1) Administrative Asstistant.
a) Receives approval to purchase equipment
b) Reviews P.O. to determine if purchase meets the rules
for capitalization ($100 and 1 year useful life)
c) Assigns proper equipment number and labels asset
d) Records pertinent information on data input form
(two-part NCR) and forwards to Fixed Asset Accountant
2) Data Processing
a) Keypunches information and forwards
updated fixed asset reports to accounting
3) Fixed Asset Accountant
a) Verifies reports and files one copy of data input form
and returns the second copy to Social Services
POLICIES AND PROCEDURES
Section Equipment Management
Subject Fixed Assets
COLORADO Date 6/1/82 page 21
C. Equipment Transfer
1) Department
a) Declares that an item is surplus or obsolete
b) Prepares a Salvage and Equipment Transfer form retains
the gold copy and forwards all other copies with a
Buildings and Grounds work order to Comptroller
2) Comptroller
a) Approves transfer and sends forms to Fixed Asset
Accountant for action
3) Fixed Asset Accountant
a) Verifies information on transfer form, signs the
request and retains the original (white) copy in a
"pending transfer" file
b) Transfer form is then forwarded with the attached work
order to B & G
4) B & G
a) Moves the equipments, signs the transfer forms, sends
the pink copy to Accounting and retains the yellow for
file
5) Fixed Asset Accountant
a) Attaches the pink copy and the original to data input
forms which will delete the asset from its prior
location and reassign it where applicable
D. Buildings, Land and Improvements
1) Purchasing
a) Forwards P.O. 's to the Comptroller's Office
2) Accounts Payable Clerk
a) Provides a copy of P.O. to Fixed Asset Accountant
3) Fixed Asset Accountant
a) Reviews P.O. 's to determine if purchase meets the rules
for capitalization (i.e. those expenditures which are
repair and maintenance related should not be expensed
in the capital outlay accounts)
b) Keeps a worksheet according to project recording total
expenditures
c) Updates fixed asset reports and subsidiary ledger when
expenses are closed at year-end to reflect the total
costs related to the acquisition of or improvement to
land and buildings.
d) Files any P.O. 's or data input forms in folders
according to location
POLICIES AND PROCEDURES
? Ilei Section__ Equipment Management
VIiDcSubject Salvage and Equipment Transfer Form (Sample)
COLORADO Date 6/1/82 Page 22
SALVAGE AND I:DIIIPMI NI TRANSFER
FROM: Accounting__ ,_.. _ DATI : 5/1/82
priginating DepiTT
TO: COMPTROLLER
SUBJECT: (Check one only)
( ) Transfer to salvage This portion is filled out as
( ) Transfer from salvage appropriate
( ) Equipment to be retained for parts
(X) Equipment transferred from Accounting to Purchasing
-(Dept.) (Dept.)
( ) Equipment Exchange
(Note: All Salvage and Transfer Reports must show exact location, contact person, description,
inventory number, and serial number.) If needed continue on attachment.
Descrjption inventor-No.- Exact Location o New Location No.
. Z
calculator 626-0026 Accounting 006 Purchasing 001
m
loc. code r
0
a
n
n
Reason(s) for transfer: Calculator no longer needed in Acct. transfered to an area which can
utilize the equipme
XXX _Accounting, e t. Head
(Dept. Head)
*Note: Transfers between departments must have the signature of both Department Heads.
Date: 5/1/82 ___ o Date Received: 5/1/82
E Date Inputed into Computer: 5/3/82
Input after equipment is moved and
iTS pink copy of form in returned to Acct.
xx c xx
-- -- m -
Lomptroller fixed Asset Accountant
— w
C
Form to be made in original and three copies o Date Received: 5/3/82
noted below: ..
z
Original and 2 copies to be sent to Comptroller. to
Gold copy to be retained by originator. e' Action as indicated above has been
Comptroller takes necessary action & forwards A
2 copies to Bldg. & Grds. R retains the o completed this date.
original. o
Bldgs. & Grds. completes the necessary task cr
XX
& forwards the pink copy to the fixed asset m
accountant & retains the yellow copy. Signature
Fixed asset accountant assigns a new location p Inc.
number, enters the new information into the Date picked up q/2
computer once a month, and attaches the pink
copy onto the computer input sheet. Date delivered _ _5/3 Int.
POLICIES AND PROCEDURES
(.,;kril(141-
• Section Equipment Management
Subject Fixed Asset Report (Sample)
Wilk
COLORADO
Date 6/1/82 Page 23
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POLICIES AND PROCEDURES
Section Safety and Insurance
W�`P Subject Risk Management
Date 12/31/80 Page 9
COLORADO
CONTRACT AND LEASE REQUIREMENTS
All contracts entered into by the County will have to meet the insurance
and indemnification requirements for all County contracts. Short form
contracts, professional agreements and leases should be discussed on an
individual basis with the Director of Finance and Administration or the
County Attorney so appropriate insurance requirements may be added into
these agreements.
POLICIES AND PROCEDURES
Section Safety and Insurance
Subject Safety Manual
COLORADO Date 12/31/80 Page 19
2.2.3 A member of the Committee will be appointed as secretary and
shall record and maintain complete minutes of all committee
meetings in accordance with the following:
Date
I. Call to order
II. Roll call
III. Approval of minutes
IV. Old Business
V. New Business
VI. Adjournment
Signature of Secretary
2.2.4 The Safety Committee will meet the second Tuesday of each
month at 9:00 a.m. unless it falls on a holiday or is
otherwise changed by proper advance notification. The
agenda will be as follows:
A. Chairman calls meeting to order.
B. Secretary calls roll and lists members present and
absent. NOTE: A member who must be absent should
notify the Secretary in advance. The alternate member
should attend in member's absence.
C. Introduce visitors or new members.
D. Read previous minutes.
1. Corrections or discussion.
2. Approval of minutes.
E. Discuss all unfinished business.
1. Report on matters held over.
2. List all recommendations not acted on since last
meeting.
F. New Business.
1. Review of sub-committee reports.
2. Review of injury and accident reports.
3. Other pertinent topics.
Hello