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MINUTES if 8198o jl
WELD COUNTY COUNCIL Soc. r.
September 4, 1980 .co ra,
Tape #80/85-86
The Weld County Council met in regular session in full conformity with
the Weld County Home Rule Charter at 915 Tenth Street, Greeley, Colorado,
September 4, 1980, at 1:30 p.m..
ROLL CALL
The following members were present:
Councilman Ralph Waldo, Jr. , President
Councilman Robert Martin, Sr. , Vice President
Councilwoman Patricia Anderson
Councilman Howard Foster
Councilman Floyd Oliver, Sr.
Also present were Mr. Don Warden (until 2:20) , Mr. Wayne Smyth (arriving at 2:30) ,
four members of the press, and council secretary, Susan Elton.
APPROVAL OF MINUTES
Councilman Floyd Oliver made a motion to approve the minutes from the
August 7, 1980 meeting of the Weld County Council as written. Councilman Howard
Foster seconded the motion and it passed unanimously.
UNFINISHED BUSINESS
Audit Letter from Anderson & Whitney. Don Warden was present to discuss
with the council members the audit letter dated 7-17-80 from Anderson & Whitney
• and the management response letter dated 7-24-80.
Objective Tracking Statement. The council made comments on the progress
they have made towards their 1980 objectives: "Investigation by Stanley Smith
Security, Inc. is nearing completion. We have received valuable reports concerning
county fiscal practices which have been reported to the County Commissioners.
Further reports are forthcoming upon completion of audit. Other matters coming to
light from the investigation will be reported directly to the District Attorney's
office and the Grand Jury. Two of the reports have now been released to the
public: Communications, and Disposal of Surplus Radios."
NEW BUSINESS
County Engineer, Wayne Smyth. Mr. Wayne Smyth was present to discuss with
the council members the roads and bridges in Weld County and the money spent and
money available for repairs. Mr. Smyth showed maps of county roads and the pro-
gress that is being made on them.
Investigative Reports Released. Motion made by Bob Martin, seconded by
Howard Foster that the Council release two reports that have been completed by
Stanley Smith Secruity, Inc. : Report II entitled Disposal of Surplus Radios, and
Report VI entitled Communications. Motion carried unanimously.
Proposed County Sales Tax. After a brief discussion, Floyd Oliver made a
motion that the Weld County Council not take a position as a group on this matter.
Motion seconded by Pat Anderson, carried unanimously.
August Mileage Vouchers. Motion by Robert Martin, seconded by Floyd Oliver
to approve for payment the August mileage vouchers for Pat Anderson and Howard
Foster. Carried unanimously.
REPORTS
Discussion and Possible Revamping of Assignments. Council postponed this
discussion until their next meeting.
800929
9/P/S
• MINUTES, County Council , Page 2 September 4, 1980
DELETIONS TO THE AGENDA
Robert Ray's proposed Charter Ammendment regarding land ordinance was not
available at this time, nor was the written report from the investigator on Road
and Bridge. Budget work session will be further discussed at the next meeting.
ADJOURNMENT
There was no further business. Upon motion made and seconded, the meeting
was adjourned. The time of adjournment was 4:00 p.m. , September 4, 1980.
The next meeting is September 18, 1980.
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Ralph ado, Jr. , Preside t
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9�/8�ad Susan lton, Secretary ea tJ
Date ppro ed
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Case Nr: 050043-3
SUBJECT: . Information Criminal Investigations
REPORT
III
Consisting of two pages and no exhibits .
fl
. 050043-3
RE: Allegations as cited in Memo County Council 2/27/80
(Possible leaking of information on criminal inves-
tigations) .
All law enforcement information transmitted by radio,
whether open or confidential in nature, is monitored by
personnel of the. Weld County Communications Center.
Interview with the Sheriff and Command Officers of the
Weld County Sheriffs office revealed that several opera-
tions involving narcotics surveillance and stake outs
were obviously compromised. In such cases the surveil-
lance teams would develop sufficient information to en-
able the Sheriffs office to secure the necessary search
and seizure warrants , upon attempting to serve such war-
rants the suspects would have closed shop and disappear-
ed.
Evidence to substantiate such incidents are unavailable
in that the release of such information would or could
compromise on-going investigations and would reveal pro-
cedurial information that is classified.
Interview with Mr. Dick Barrett , Director of Personnel ,
revealed that the county does not require a background
investigation or clearance for personnel assigned to the
Communications Center . That in fact radio and PBX person-
nel are permitted access to law enforcement and other
county confidential information even though the County
is unaware of how they might use that information.
It is to be noted that Mr. Barrett initiated a program
for the clearance of all personnel presently employed in
the Communications Center and is developing a requirement
for the investigation of all Communications personnel as
a matter of personnel policy . The necessary information
being provided the Sheriffs office within a two day per-
iod following our discussion.
page 1 of 2 pages
(050043-3 cont 'd)
It is recommended that all personnel assigned to the
Communications Center, particularly radio dispatchers ,
be screened prior to assignment in accordance with the
screening requirements for the employment of a deputy
sheriff.
This recommendation is based on the access of such per—
sonnel to critical law enforcement and County govern—
ment information.
page 2 of 2 pages
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050043 General Overview
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CRfEE Y- - , I;
In accordance with instructions from the Council the fol—
lowing overview observations were made with reference to
"loss exposures" within County systems and procedures .
It is to be noted that overview rev`als that many major
improvements have been made in the past eighteen months,
primarily due to the efforts and knowledge of Mr. Don
Warden, Director of Finance and Administration. It is
safe to say that the County has progressed fifteen years
in the past eighteen months . However, from a Loss Con-
sultants viewpoint there are many critical areas requir-
ing detailed analysis to isolate and correct major "ex-
posures" .
PERSONNEL
The Weld County Personnel Department has established an
objective , fair, personnel system. The system is admin-
istered with efficiency and within the best interests of
the people of Weld County and employees of the County.
Mr. Dick Barrett should be commended along with his staff ,
particularly Mrs . Mike Brand and Mrs . Ruth Kelly.
PURCHASING
Central Purchasing is established under the direct control
of the Department of Finance and Administration. This , is
to say the least , unusual in that Accounting, Data Proces-
sing , and Personnel all report directly to the Director of
Finance and Administration.
' 050043 General cont ' d)
Purchasing is ostensibly accomplished by the County Pur-
chasing agent ; however, in practice this is not so.
The Central Purchasing office of Weld County is , in effect ,
an administrative processing area for purchase requests
and purchase orders. Arrangements for purchasing are nor-
mally made by the Department involved by contact with the
Vendor and subsequent purchase requisition to Purchasing
indicating item, quanity , quality, and price. Purchase
requistions are supposed to list three recommended vendors ;
however, they often indicate "sole source" .
Purchasing is not properly segregated from accounting and
inventory.
There are many instances of purchase before the fact , often
the Purchasing Dept . , will receive purchase requisitions ac-
companied by the vendors voucher.
The bid system on items and equipment in excess of $2 ,000 . 00
is inadequate for the protection of the county.
Purchase Order forms are not pre-numbered or controlled. As
purchase orders are in effect money order documents it is
essential that they be pre-numbered and accounted for as
control documents .
Central Purchasing does not maintain a list of approved
bonafide vendors and suppliers . There is no current County
policy specifying the requirements necessary for a firm to
do business with Weld County.
There are no provisions for the accounting department or in-
ternal auditor to periodically review prices paid for items
to determine that such prices are not in excess of current
market prices for like items .
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(050043 General cont ' d)
Purchasing controls (limited) are not reviewed on a periodic
basis by internal auditors or other persons independent of
the Purchasing Div. , and/or the Finance Dept .
In general the Central Purchasing Division by rule of charter
under the direct control of the Chief Accounting Officer is
for all intents and purposes an administrative division.
Central Purchasing is not , in fact , the purchasing agent
for Weld County . The purchasing system as presently designed
is easily circumvented particularly for purchases of less
than $2 , 000 . 00 per purchase.
RECEIVING
Receiving of purchased items is accomplished by the Depart-
ment that initially ordered the materials :
Dept . , initiates contact with Vendor to determine prices , etc .
Dept . , initiates purchase request citing information secured
from Vendor.
Purchasing Div. , checks request for accuracy and assigns pur-
chase order number . Encumbers funds and mails request to
Vendor.
Vendor delivers items to requesting department.
Dept . , certifies receipt , quanity, quality and price and sends
to Accounting for Accounts Payable verification.
The exposures are obvious . Departments in effect control the
purchase , receipt , and payment of materials ordered by that
Dept .
rat
(050043 General)
Overview of other Departments would indicate a critical
need for the isolation and correction of obvious "loss
exposures". A recommendation for the correction of ob-
served "exposures" would be of little or no benefit to
Weld County . Such corrections would be similar to the
man that hunts bear with a switch. They would create
more problems than they would solve .
It is recommended that the Council autrize a detailed
"loss exposure" analysis with re-design of systems and
procedures to eliminate such "exposures" .
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