HomeMy WebLinkAbout850569.tiff RESOLUTION
RE: APPROVAL OF AGREEMENT BETWEEN WELD COUNTY AND THE WELD COUNTY
HOUSING AUTHORITY AND AUTHORIZATION FOR CHAIRMAN TO SIGN
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 , an Agreement has been prepared and presented to the
Board stating that Weld County shall assist the Weld County
Housing Authority in providing housing services in Weld County by
providing certain financial and employment services, and
WHEREAS , after review, the Board deems it advisable to
approve said Agreement which is to be reviewed annually by both
parties, with the further terms and conditions being as stated in
the Agreement, a copy of which is attached hereto and incorporated
herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of Weld County, Colorado, that said Agreement
between Weld County and the Weld County Housing Authority be, and
hereby is, approved.
BE IT FURTHER RESOLVED by the Board that the Chairman be, and
hereby is, authorized to sign said Agreement.
850569
Page 2
RE: HOUSING AUTHORITY AGREEMENT
The above and foregoing Resolution was, on motion duly made
and seconded, adopted by the following vote on the 6th day of
March, A.D. , 1985 , nunc pro tunc January 1 , 1985 .
_ t4 BOARD OF COUNTY COMMISSIONERS
ATTEST: �Uu� WELD COUNTY, COLORADO
Weld County Clerk and Recorder ____
and Clerk to the Board J cqu }ine J son, Chairman
m
B 072c-2,1
EXCUSED DATE OF SIGNING - AYE
Gene R. Brantner, Pro-Tem
D puty County Clerk
APPROVED AS TO FORM: C.W.
ICCL•-' • L Y
1--cd-eee4Cr
County Attorney
F ank a ag c
MEMORANDUM OF AGREEMENT
BETWEEN WELD COUNTY AND
WELD COUNTY HOUSING AUTHORITY
THIS AGREEMENT, made and entered into this 6th day of
March , 1985 , by and between the Weld County Housing
Authority (hereinafter called "Housing Authority") and the
County of Weld (hereinafter called "County") .
WITNESSETH:
WHEREAS, County desires to assist Housing Authority in
providing housing services in Weld County by providing certain
financial and employment services, and
WHEREAS, Housing Authority desires the assistance of County
administering housing programs in the most efficient manner
while insuring full compliance with all granting agencies' rules
and regulations.
NOW, THEREFORE, for and in consideration of the promises
and mutual agreements contained herein, Housing Authority and
County hereby agree as follows:
1 . County shall provide all necessary accounting functions
for the Housing Authority to include processing of payables,
warrant reconciliation, journal entries, maintenance of a
general ledger, monthly and annual financial reporting, grant
accounting and reporting, and any managerial accounting reports
required by Housing Authority.
2 . All Housing Authority financial reporting shall be
included in the County' s comprehensive annual financial report
and the County' s Attachment P audit report required by State and
Federal funding agencies.
3. The audit of the Housing Authority' s financial
reporting and grant reporting shall be done in conjunction with
the County' s annual audit and included in all County audit
reports. Housing Authority shall pay for any audit costs
attributed to the Housing Authority audit requirements.
4 . The Housing Authority Board shall act on their annual
budget no later than November first of the preceding fiscal year
and forward said budget to the Board of County Commissioners of
Weld County. County shall then include the approved Housing
Authority budget as part of the County budget document and
reporting. Any amendment to the Housing Authority budget shall
be done in accordance with, and as a part of, a County
supplemental appropriation during the fiscal year.
5 . County shall provide employees to the Housing Authority
to perform the duties and responsibilities of Housing Authority.
Said employees shall be employees of County and shall operate
under the Personnel Policies and Procedures of Weld County, with
the exception that the Housing Authority Board, instead of the
Board of County Commissioners , shall have final determination of
all grievances brought by said employees. The Housing Authority
Board shall have the right to select said employees and shall
set the salary levels of said employees. Housing Authority
shall fully reimburse County for the cost of said employees '
salaries, fringe benefits , workers compensation, and
unemployment insurance costs.
6 . Housing Authority shall adopt Purchasing procedures to
be used for purchases of all materials, supplies, and contract
services. County shall monitor all payments to insure said
procedures are followed prior to payment of Housing Authority
funds. Said purchasing procedures shall be transmitted in
writing to the Board of County Commissioners as adopted or
amended by the Housing Authority Board. The Housing Authority
shall be responsible to insure that said purchasing procedures
comply fully with all grant funding requirements prior to
adoption.
7. This term of this Memorandum of Agreement shall begin
nunc pro tunc on January 1 , 1985 and shall continue
indefinitely, but will be reviewed annually by both parties.
This agreement may be updated, modified, revised, renegotiated,
or canceled at any time by mutual consent and in writing by both
parties to accommodate changing conditions.
IN WITNESS WHEREOF, the parties have caused this agreement
to be duly executed this 6th th day of March , 1985 .
WELD COUNTY HOUSING AUTHORITY WELD COUNTY, COLORADO
ibiefsasd
Chairman, C ai n,
Weld County Hou ing Authority Board of Cou ty Commissioners
ATTEST: ATTEST: au LA.7- tl
tc ¢J
Notary Public m ie Antuna,
Dep ty County Clerk
My Commission expires:
Jiy j;Cc} Ems_
47° e �� r'C f o / /
WELD COUNTY HOUSING AUTHORITY ‘73/1-A91
( /T u i h u Ill (✓!9 k
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Purchasing Policies 3/�A�
The intent of the following purchasing policies is to establish a basis
for consistent procedures in the purchasing of equipment, materials, supplies
and contract services. The emphasis is to foster competion through sound and
consistent procurement practices.
No employee, officer or agent of the Housing Authority shall participate
in the selection or in the award or administration of a contract if a conflict
of interest, real or apparent, would be involved. Housing Authority officers,
employees or agents shall neither solicit nor accept gratuities, favors, or
anything of monetary value from contractors, potential contractors, parties
for a sub agreement or supply vendors.
Housing Authority officers, employees or agent shall not:
1. Knowingly exaggerate requirements for the purpose of temporarily
enjoying a better price.
2. Knowingly underestimate requirements or deny the existence of a
requirement to avoid doing business with a particular supplier.
3. Knowingly misrepresent competitors' prices, quality or services
to obtain concessions.
The Board of Commissioners of the Housing Authority shall have the auth-
ority to approve all purchases on non-expendable personal property. Non—
expendable personal property shall mean tangible personal property having a
useful life of more than one year and an acquisition cot of $100.(1) or more
per unit. Property having an acquisition cost of less than $100.00 shall be
considered as office supplies. All purchases on non—expendable must he auth-
orized in the Housing Authority budget and if appropriate, approved by the
funding source. It is the responsibility of the Executive Director to solicit
at least three bids from supply sources. The objective of securing bids from
three competive sources shall be to obtain the most favorable price consider-
ing the quality of the equipment. The Housing Authority shall continuosly
strive to obtain new sources of supply. Although it is the policy to strive
for competition, the Housing Authority shall not be obligated to solicit bids
from every supplier for every requirement. All bids shall be based on estab-
lished standards and comparable specifications to the extent possible.
Routing of Vouchers on Expenditures
An original invoice, plus a properly completed and approved county
voucher' input form must be forwarded to the County Accounting Department.
The County Accounting Department shall return the warrant to the Housing
Authority for mailing to the vendor.
Procedure for Contract for Personal Services or Independent Contractor
Contracts relating to the administration of the Housing Authority shall
fall under the above policies and provisions. Contracts relating to speci-
fic programs shall be based on the following policies:
1. Prior to the utilization of any independent contractor, a contract
shall be completed and signed. No contract shall jeopardize the
Housing Authority.
2. Procurement of services provided by a contract shall be based on
a competitive negotiation process. Unless otherwise restricted
by specific program requirements, bids shall: be publicized by
providing approved contractors with an Invitation to Bid. (see
attachment A) . All contracts for program must be approved by
the Executive Director or his designee. Bids shall be solicited
from at east two prroviders unless othert�i.se.restricted by a funding
source. ids s e loosen on a rixen price
3. All payments shall be made in accordance with Ole provisions of
of the Contract. Unless periodic contract payments are encumbered,
all vendors must provide an invoice which attests to the completion
specific services under terms of the contract. All notices regard-
ing any invitation to enter into a contract shall contain:
1. General description of required service. (Work write-up)
2. Requirements for bidding.
a. General Conditions manual
b. Bidding ground rules
c. Bid packet form.
3. Time and place of bid opening.
4. . Reserve the right to Reject all bids.
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