HomeMy WebLinkAbout841282.tiff RESOLUTION
RE: ADOPTION OF AMENDED SECTIONS OF THE ADMINISTRATIVE MANUAL
ON POLICIES AND PROCEDURES AND INCORPORATION OF SAID
AMENDMENTS 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
prepared and presented to the Board of County Commissioners the
amended and restated Policies and Procedures, dated December 19 ,
1984 , and
WHEREAS, the Board of County Commissioners deems it
advisable to adopt the above Policies and Procedures amended
sections of the Administrative Manual dated December 19, 1984 ,
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 Policies and
Procedures of the Administrative Manual be, and hereby are,
adopted.
BE IT FURTHER RESOLVED by the Board of County Commissioners
that said amended 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 19th day of
December, A.D. , 1984 .
��)) `�-J� -¢} BOARD OF COUNTY COMMISSIONERS
ATTEST: � E'�nrra.7�ti / WELD COUNTY, COLORADO Weld County Cl rlt and Recordet
and Clerk tb the—Board Norman Carlson, Chairman
amt, \1/4M0,04\--
BY: J uaaine J .h, son, Pro-Tem
Depnfi�i Coun Clerkasfe scauct)
I
APPROVED AS TO FORM: Gene ra tner
Ch
n c Car
County Attorney ,s Ar:
n Martin
(IQ; r o 841282
P Rkey
POLICIES AND PR „' CEDURES
, Sit !
Section Purchasing Policies and Procedures
'... Winne Subject Bids and Quotations
COLORADO Date 12/19/84 Page 7
BIDS AND QUOTATIONS
Section 14-9 of the Weld County Home Rule Charter specifies that:
1. The Board of County Commissioners shall adopt bidding procedures
for county purchases which shall assure open and competitive
bidding on all county purchases, and the Central Purchasing
Division shall follow the procedures adopted in all county
purchases.
2. Bid specifications shall be prepared in such a manner as to
invite and encourage bidding from all suppliers of the goods and
equipment being purchased by the County. No specifications shall
be submitted to bidders so restrictive in detail as to eliminate
any line of competitive equipment.
3. The County Commissioners shall give preference to resident Weld
County bidders in all cases where the bids are competitive in
price and quality.
4. The County Commissioners shall enter in the minutes of the
meeting at which a purchase is made for other than a low bid, the
reason for not accepting the low bid.
5. All purchases in excess of an amount to be set annually by the Board
of County Commissioners by ordinance shall be by written, sealed bid
and bids over the amount set annually by ordinance by the Board of
County Commissioners shall be followed by a ten-day period for
consideration and investigation of the bids submitted to determine
comparisons of quality and price. The ten-day waiting period may be
waived by resolution of the Board for emergency purchases. The
Commissioners shall accept the bid they find to be most beneficial to
the County.
Section 30-11-109, CRS, 1973, specifies that:
"Advertisement for bids on supplies. It is the duty of the board of
county commissioners in each county in this state to cause at least
one advertisement to be inserted in the official newspaper of its
respective county, under the heading of "stationery proposals", asking
for bids for the supplying, for one year, of all books, stationery,
tea,,.
POLICIES AND P RC E D U R E S
CiI
f lia'
'�n Section Purchasing Policies and Procedures
1111€ Subject Bids and Quotations
COLORADO Date 12/19/84 Page 8
records, printing, lithographing, and such other supplies, specifically
mentioning and describing them, as are furnished to the several officers of
the county, such advertisement to be published not less than twenty nor
more than forty days prior to the opening of such bids. Such advertisement
may be published any time during the year as the board deems most
advisable. The publication of the advertisement may be made in conjunction
with any other county or the state, when bids are asked on the supplies
specified in this section."
Section 43-2-209, CRS, 1973, specifies that:
"Contract for work on highways — advertise for bids. In the event any
board of county commissioners desires to let out any work on the
county highways by contract, it may advertise in a legal newspaper in
the county or post a notice in the county courthouse, for a period of
not less than ten days before the contract is let, for sealed
proposals for performing the work. When a contract for work on
highways involves expenditure of five thousand dollars or more, the
board of county commissioners shall advertise in a newspaper as
provided in this section unless such advertisement, in the judgment of
the board would be detrimental to the immediate preservation of the
public peace, health, and safety. Such advertisement shall describe
the work to be done and its location and shall refer all persons to
the person holding the plans and specifications therefor, and such
contract shall be awarded to the lowest responsible bidder, the board
reserving the right to reject any bids proffered."
POLICY
Purchasing shall continually strive to increase competition and obtain new
sources of supply.
Bidding shall be open and unrestricted; however, the County shall not be
obligated to solicit bids from every supplier for every requirement.
Quotations and bids shall be based on established standards and
specifications whenever possible.
POLICIES AND PROCEDURES
ti
)11 . 'fit) Section Purchasing Policies and Procedures
Subject Bids and Quotations
COLORADO Date 12/19/84 Page 9
FORMAL BIDS
All bidding shall be in accordance with, and pursuant to, Section 14-9
(1-5) of the Weld County Home Rule Charter, and all purchases over the
amount established by the annual purchasing ordinance shall be followed
by a period for consideration and investigation of the bids submitted to
determine comparisons of quality and price. PRIOR to advertising for such
bids, the purchasing agent shall verify that the purchase is authorized in
the current budget.
At the discretion of the Purchasing Director, formal bids may be advertised
in the official newspaper, except as statutorily required, and may be
advertised in other publications. Such advertisement shall include, but
not be limited to the following:
1. General description of required commodity or service.
2. Location to obtain required bid documents.
3. Cost of bid documents (if applicable).
4. Amount of bid bond (when applicable).
5. Time and place of bid opening.
6. Reserve the right to:
a. Waive informalities.
b. Reject all bids.
c. Accept proposal deemed most advantageous to the best
interest of the County.
The Purchasing Department shall maintain a vendor's bid list. Invitations
to bid shall be mailed to all appropriate vendors on the bid list. The
Purchasing department shall advertise quarterly in all Weld County papers
of general circulation soliciting the names of vendors who wish to be
placed on a vendor's bid list.
When bids are received, they shall be stamped with the date and time
received, initialed by the person receiving them, and filed until opened.
' POLICIES AND P fig? C E D U R E S
ti
Section Purchasing Policies and Procedures
Subject Bids and Quotations
COLORADO Date 12/19/84 Page 10
After the bids are opened, the proposals shall be reviewed by the
purchasing agent and the department head who initiated the requisition.
The department head and the purchasing agent will make a recommendation to
the Board of Commissioners. The final award of the bid will be approved by
the Board of County Commissioners.
All formal bids shall be submitted sealed and shall be publicly opened at
the time and place indicated in the advertisement or as specified in the
bid documents. Bidders are invited, but are not required to attend the bid
opening.
QUOTATIONS/INFORMAL BIDS
On purchases of goods or equipment other than those supplies purchased
pursuant to Sections 30-2-109 through 112, CRS (1973) , less than the
amount established by the annual purchasing ordinance per Section 14-9 of
the Home Rule Charter, the purchasing agent shall request quotations
from three or more suppliers, if possible, and shall purchase at the lowest
and best quotations. The County shall reserve the right to reject any and
all bids.
The formal bid procedures may be used for purchases under the amount
established by the annual purchasing ordinance when the best interest of
the county so dictates.
Normally the informal bid procedure is used for small dollar value items or
to speed delivery and reduce administrative cost.
Informal purchases may include any of the following:
1. Secure quotations on standard quotation forms.
2. Obtain telephone quotations.
3. Purchase on the basis of parts history cards.
4. Recent competitive bid prices may be used to avoid duplication of
effort.
5. Sole source items if emergency conditions exist or if such
requirement is obtainable, for practical purposes, from only one
source.
() POLICIES AND P R`lc C E D U R E S
i
�� 0 I Section Purchasing Policies and Procedures
VIIcSubject Bids and Quotations
COLORADO Date 12/19/84 Page 10. 1
6. Double source items, when required, to provide operating departments
with sufficient requirements.
7. Items under $50 may be acquired without quotes by Purchasing from a
vendor in order to expedite the procurement of small purchases for
departments and save the purchasing department personnel time for
larger more complicated buying.
In all cases, the procedure used to obtain prices shall be calculated to
achieve maximum economy for the county.
All informal bid prices received shall remain confidential until the award
is made. After the award is made, all information regarding the bid shall
be open for public inspection during regular business hours.
POL I C I ES AND PR'tiCEDURES
\ *It' Section Purchasing Policies and Procedures
VIIDcSubject Expenditures Not Requiring Requisitions
COLORADO Date 12/19/84 Page 15
10. Telephone. Regular telephone bills, telephone answering service.
11. Transcripts. Transcripts for the District Attorney, County
Attorney, or other county offices.
12. Utility bills. Monthly charges for electrical, water, gas
(including propane) service.
13. Insurance Claims. Payment for insurance claims paid out of the
Insurance Fund under the county's protected self—insurance
program.
14. Library Books. Publications, books, magazines, or published
materials.
15. Personal Services Contract. Personal services previously
approved as specified on page 16.
16. Vehicle Fuel. Gas, diesel, and propane, including fuel for rented
aircrafts.
17. Maintenance agreements. IBM, Xerox, office equipment, etc.
18. Towing. Vehicles towed by Sheriff or emergency towing of
county vehicles.
ROUTING OF VOUCHER AND INVOICES ON EXPENDITURES NOT REQUIRING REQUISITIONS
An original and a remittance copy of the invoice, if required, plus a
properly completed county voucher input form must be forwarded to the
Accounting Department.
A copy of the invoice should be retained in the files of the using
department and marked with the date submitted to Accounting for payment.
Department head or authorized signature must appear on the voucher form.
Note: Employees of Weld County must furnish the vendor with the name of
the department making the purchase. DO NOT sign a sales slip with employee
name and Weld County. BE SPECIFIC. Example: John Doe, Data Processing
Department, Weld County.
(141I{}'// POLI CI ES AND PROCEDURES
1�
� Section Purchasing Policies and Procedures
VIiDcSubject General Information
COLORADO Date 12/19/84 Page 21
contact a vendor, call the Purchasing Department and we will set up an
appointment with the vendor for you.
The Purchasing Department provides this service to save the time of the
department and to help provide the department with the proper materials to
do their jobs.
All requisitions that involve the purchase of computer equipment, word
processing equipment, software, or computer forms, will be referred to the
Director of Information Service for comment and coordination.
In the event no bids are received for an item bid out, the Director of
Purchasing is authorized to negotiate a purchase on behalf of the county.
Final negotiated purchase must be approved by the Board.
' POLICIES AND P R`O' C E D U R E S
tf4P
t a1 Section Purchasing Policies and Procedures
Subject Disposal of Surplus Property
COLORADO Date 12/19/84 Page 26
provided the departments are within the same fund. The value of the
item(s) transferred shall be established by the purchasing agent to the
mutual satisfaction of the department heads involved. An inventory
transfer slip shall be filled out, signed by both department heads, and
forwarded immediately to the Accounting Department.
Transfer of supplies, materials, and equipment between departments in
different funds shall result in a journal entry being written from one fund
for deposit in the other fund by Accounting.
No supplies, materials, or equipment shall be sold, or otherwise disposed
of, without prior approval of the Board of County Commissioners and/or the
purchasing agent.
Nothing contained herein shall be construed to prohibit the return of
unused materials, supplies, or equipment which are surplus to the
requirements of Weld County. Materials, supplies, or equipment may be
returned with or without a restocking charge if this method of disposal
will result in a higher benefit to Weld County. All materials, supplies or
equipment returned shall be reported to the purchasing agent.
In any library it is necessary to remove books (library's term, "weed")
which are no longer valuable in the collection. Reasons for removal may be
physical appearance, duplication, dated material, and lack of use.
Library books and non-printed materials shall be disposed as follows:
Materials removed, when in good condition, are first offered to other
public libraries within the County. The balance of the materials will be
offered for sale by the Friends of the Library with the remainder from that
sale offered for sale from the bookmobiles or main library. Revenue from
bookmobile or building sales would be returned to the Friends to support
their library projects. All materials removed will be marked as discarded
items.
In the event no bids are received for the sale of surplus property, the
Director of Purchasing may negotiate a sale. Final negotiated sale must be
approved by the Board.
POLICIES AND PROCEDURES
' it�� eSection Data Processing
Subject Table of Contents
COLORADO Date 12/19/84 Page 1
TABLE OF CONTENTS
Page
MANAGEMENT PHILOSOPHY AND PRINCIPLES OF
WELD COUNTY COMPUTER SERVICES 2
ROLES AND RESPONSIBILITIES 4
SPECIFIC DUTIES AND RESPONSIBILITIES OF
WELD COUNTY COMPUTER SERVICES 5
SPECIFIC DUTIES AND RESPONSIBILITIES OF USERS 8
BOARD OF COMMISSIONERS 10
POLICIES AND PROCEDURES
r{f
.1 Section Data Processing
VISubject Roles and Responsibilities
COLORADO Date 12/19/84 Page 4
ROLES AND RESPONSIBILITIES
Weld Board of County Commissioners -
Provide overall direction to the data processing function by formally
adopting and approving policies and guidelines for data processing
functions.
Users -
Ensure that data processing services requested by, and provided to
them are consistent with the efficient and effective use of their
resources.
Data Processing Management -
Responsible for providing or being involved in all data processing
activities in Weld County and for operation of the Department of
Computer Services and the Data Processing Center. Recommends
priorities, coordinates the allocation of resources, and coordinates
County-wide data processing activities in Weld County.
P0LI CI ES AND PR'ulCEDURES
G, tit 1491
I le Section Accounting Manual
Subject Accounts Payable
VI`o� Date 12/19/84 Page 63
HOW TO PREPARE A VENDOR MASTER REVISION FORM
The vendor master revision is the form through which new vendors are added
to the vendor directories. Departments are supplied with vendor master
revision forms so that when a vendor needs to be added to the system the
form is completed, attached to the input document and forwarded to the
Purchasing Department for action. The Purchasing Department assigns the
vendor the next available number in the Vendor Log and on a daily basis
enters new vendor information into the accounting on-line system. The
vendor master revision must include:
1. Action code - A - Add; C - Change; D - Delete
2. Vendor number - Six digit numeric code assigned by the Accounts
Payable Clerk.
3. Vendor name - Twenty-five digit alpha-numeric code to be
completed by the Department.
4. Address lines (1-3) - Twenty-five alpha-numeric code to be
completed by the Department.
5. Zip code - Nine digit numeric code completed by department.
6. Telephone - Ten digit numeric code completed by department.
7. Permanent/Temporary - A P" or "T" in this space indicates whether
the vendor should be' on the' files on a permanent or temporary
basis. Those vendors that are assigned a "T" will automatically
be deleted off the files at year end.
8. Purchases last year - This section is completed by the Accounting
Office if/when it is necessary to manually input such data.
9. Purchases year-to-date - This section is completed by the
Accounting Office if/when it is necessary to manually input such
data.
10. Signature and date section - To be completed by individual
preparing the form.
POLICIES AND Pe") CEDURES
jS 0 *I Section Accounting Manual
Subject Statement of Policy
COLORADO Date 12/19/84 Page 9
Inventories of proprietary funds are recorded at the lower of
cost or market. Cost is determined by the average cost method.
INTERFUND TRANSACTIONS:
Interfund transactions resulting from reimbursements, operating
transfers, and charges for services rendered, are recorded as due
to or due from other county funds.
Residual equity transfers represent nonrecurring or nonroutine
transfers of equity between funds. All other interfund transfers
are recorded as operating transfers. Authority for the Interfund
Process was granted by resolution on December 20, 1978.
ADVANCE TO OTHER FUNDS:
Non-current portions of long-term interfund loans receivable
(reported in "Advance to" asset accounts) are equally offset by a
fund balance reserve account which indicates that they do not
constitute "available spendable resources" since they are not a
component of net current assets. Current portions of long-term
interfund loans receivable (reported in "Due From" asset
accounts) are considered "available spendable resources".
SICK-LEAVE AND VACATION PAY:
Sick-leave is earned when vested but recorded as an expenditure
upon payment. In the event of retirement or termination, an
employee is paid for 502 of accumulated sick-leave hours up to
the equivalent of one month. For employees hired after January 1,
1985, no pay-off will be made.
Unused vacation time is forfeited once the employee exceeds 2
years accrual.
DESIGNATED FUND BALANCE:
Fund balance designated for subsequent year's expenditures repre-
sents fund balance commitments for appropriated expenditures in
excess of anticipated revenue for the year ending December 31.
% POLICIES AND PROCEDURES
ti
A Section Accounting Manual
1 Subject Uniform Classification Chart of Accounts
COLORADO Date 12/19/84 Page 11
UNIFORM CLASSIFICATION OF ACCOUNTS
SUMMARY OF FUNDS
GENERAL FUND GROUP 01
01 GENERAL FUND
SPECIAL REVENUE FUND GROUP (10 - 29)
11 ROAD AND BRIDGE FUND
12 SOCIAL SERVICES FUND
13 OLD AGE PENSION FUND
14 REVENUE SHARING FUND
15 CONSERVATION FUND
16 CONTINGENT FUND
19 HEALTH SERVICES FUND
20 LIBRARY FUND
21 HUMAN RESOURCES FUND
22 SOLID WASTE FUND
23 SUBDIVISION PARK FUND
CAPITAL FUND GROUP (30 - 39)
30
31 HOSPITAL CAPITAL
32
33 PUBLIC WORKS COUNTY BUILDINGS CAPITAL
34 CAPITAL EXPENDITURES FUND
35
36
37
38
39
teS
' POLICIES AND PR'U CEDURES
a ,
Section Accounting Manual
IllikSubject Uniform Ciassaification Chart of Accounts
COLORADO Date 12/19/84 Page 12
DEBT SERVICE FUND GROUP (40 - 49)
40 DEBT SERVICE
41
42
43
44
45
46
47
48
49
SPECIAL ASSESSMENT FUND GROUP (50 - 59)
50 ELMORE ROAD
51 ROAD 5 IMPROVEMENT DISTRICT
52
53
54
55
56
57
58
59
INTERNAL SERVICE/ENTERPRISE FUNIS GROUP (60 - 69) -
60
61 MOTOR POOL SERVICE FUND
62
63
64 PRINTING AND SUPPLY SERVICE FUND
65 COMPUTER SERVICE FUND
66 INSURANCE SERVICE FUND
67
68
69
P OLICIES AND PR'O' CEDURES
;1St.
sj Section Accounting Manual
Subject Uniform Classification Chart of Accounts
COLORADO Date 12/19/84 Page 13
AGENCY FUND GROUP (70 - 79)
70
71 PAYROLL AGENCY FUND
72 HOSPITAL AGENCY FUND
73 TREASURER'S AGENCY FUND
74 SECTION 8 HOUSING
75
76
77
78
79
TRUST/AGENCY FUND GROUP
80 PENSION TRUST FUND
81 HOSPITAL EXPENDABLE TRUST FUND
82 GREELEY VIDEO INC. TRUST FUND
83 HEALTH INSURANCE TRUST FUND
84 DEFERRED COMPENSATION FUND
85 ANTELOPE HILLS TRUST FUND
a: > 86
87
88
89
GROUP OF ACCOUNTS FUND GROUP (90 - 99)
90 SUPPLY INVENTORY
91 PRINTING INVENTORY
92
93
94
95
96
97
98 GENERAL FIXED ASSET GROUP OF ACCOUNTS
99
•
POLICIES AND PRuCEDURES
C(/‘
5191
1C Section Accounting Manual
1111€ Subject Accounts Payable
COLORADO Date 12/19/84 Page 56
PROCESSING PAYMENTS TO VENDORS
The primary function of the accounts payable system, in conjunction
with the efforts of the Purchasing Department, is to allow for the
acquisition of goods and services by maintaining an efficient method of
disbursement of funds to vendors. As the Purchasing Department is so
closely related to the Accounting Department in this process, refer to the
Purchasing Section for step-by-step instructions.
Encumbered P.O. 's:
Responsibility Action
Department Requires the purchase of goods/services.
Completes a purchase requisition form including all
pertinent information and any specifications and
forwards to Purchasing, via CRT.
Purchasing Approves and completes requisition by inserting
successful bidder's prices and vendor information.
Returns requisition to department for final approval.
Department Department Head or Elected Official reviews bid
abstract and returns the requisition to Purchasing for
completion.
Purchasing Assigns a purchase order number to the requisition and
forwards purchase order form, via CRT, to Comptroller for
approval and encumbrance.
Accounting
(Comptroller) Verifies the validity of the account information and
checks the budget to insure the availability of funds.
Enters approval code which posts encumbrance to General
Ledger and Receiving Document is created which is sent to
Department.
Vendor Sends invoice to Central Accounting on encumbered purchase
order, indicating Purchase Order number on invoice.
•
• POLICIES AND PROCEDURES
114 Section Accounting Manual
Subject Accounts Payable
COLORADO Date 12/19/84 Page 57
Department Completes Receiving Document and forwards to Purchasing.
PURCHASING Enters Receiving Document information on CRT and forwards
paper document to Accounting.
Accounting Matches invoice with Receiving Document and Purchase Order
and activates payment.
Contracts:
Responsibility Action
Department/ Initiates contract agreement and forwards to Clerk to
Purchasing the Board to be submitted to County Commissioners for
approval.
Clerk to Board Forwards contract resolution to Accounting.
Accounting Assigns a contract number to agreement and encumbers
total amount of contract. Completes contract form and
inputs into accounting system. Retains the goldenrod
and white copies of forms and forwards the canary copy
to Purchasing and the pink copy to the department.
Department Submits payment following normal guidelines and
includes the contract number in the purchase order
section of the input document with "T/P" and account
code information as applicable.
The accounts payable program edits for duplicate purchase order numbers,
duplicate invoice numbers, valid vendor numbers, and valid account numbers.
The accounts payable system will post only those input documents which have
passed through these edit processes. The posted input documents appear on
the voucher journal report which automatically debits the expense account,
credits accounts payable in the General Fund, and debits and credits the
due to's and due from's as necessary. The invoice information which post to
the voucher journal are then routed through the open accounts payable file
which either starts the warrant processing flow, or depending on the due
date entered, (see how to prepare an input document) keeps the information
on file until the payable becomes due. When payments become due, the
information contained in the open accounts payable file generates a warrant
n POLICIES AND PR`ICEDURES
( ( Section
01/14
? Accounting Manual
IllikSubject Accounts Payable
COLORADO Date 12/19/84 Page 58
and the warrant register report which causes a debit to the original
accounts payable entry and a credits to the warrants payable account in the
General Fund. As warrants are written against the General Fund, an
inter-fund transfer and a corresponding journal entry are necessary to
properly distribute cash with Treasurer.
The Board of County Commissioners meet on Monday and Wednesday mornings.
warrants generated Wednesday evening through Monday morning will be
approved during the Monday meeting. Warrants generated Monday evening
through Wednesday morning will be approved during the Wednesday meeting.
Handwrite requests must be to the Accounting office by 8:00 a.m. on
mornings before Board meetings.
POLICIES AND PROCEDURES
.�4+
Section Accounting Manual
Vilic Subject Accounts Payable
COLORADO Date 12/19/84 Page 59
HOW TO PREPARE AN INPUT DOCUMENT
The input document is one method through which a warrant is generated from
the accounts payable system. In order to expedite prompt payment
it is important to deliver the input document to Accounting
completely, accurately, and legibly filled out.
The input document can be broken down into five sections. The following
explains the purpose of each section and what information is necessary to
complete the form.
1. Vendor Information
a) Vendor number - This is obtained within the department from
either the vendor list or the Vendor Inquiry Menu on the CRT. If
a vendor is not on the list, the vendor master revision form is
completed and forwarded to Accounting so that a vendor number can
be assigned.
b) Vendor name and mailing address - If the remittance address to
which the payment is to be mailed differs from the one on the
vendor file, indicate in this section.
2. Invoice Information
a) Invoice number - Six digit alpha-numeric code which identifies
the payment to the vendor. This same code is printed on the
check stub.
b) Invoice or statement date - Six digit numeric code.
c) Due date - Six digit numeric code used when a department has a
payment with a specific due date. For example, if a department
has quarterly payments to a particular vendor, the due date can
be used to input dates and amounts of payments. In doing so, the
expenses are realized immediately, but a warrant is not produced
until the payment becomes due.
d) Discount - Six digit numeric code used to record the amount of
any discount taken. This space must always be filled out either
with the discount amount or with a "-0-".
P O L I CIE S AND P R'1u�C E D U R E S
6�1 (� .,
Section Accounting Manual
VIiDcSubject Accounts Payable
COLORADO Date 12/19/84 Page 60
e) Net amount - Nine digit numeric code which reflects the invoice
amount less any discount taken.
3. Account Code Distribution
a) Account code - Fourteen digit alpha-numeric code reflecting the
expense account against which the payment is made. An invoice
can be broken down between several accounts, but every entry in
the expense account code space must have a corresponding invoice
number.
4. Encumbered P.O. Section
a) P.O. number - Six digit purchase order number which must be
completed when making a payment against an encumbered purchase
order.
b) T/P (Total/Partial) - Coding a "P" or "T" in this column
indicates whether the payment against the purchase order is total
or partial.
c) Original encumbrance account code - If the expense is made
against an account other than the one the encumbrance was
originally coded to, indicate in this space.
5. Signature Section
a) Every incoming document must have the signature of the elected
official, department 'head, of `their designate. By signing the
voucher, the person signing indicates that to the best of his/her
knowledge, the attached invoices are true and correct, that the
account codes and amounts are correct, and that the vendor should
be paid the amounts indicated.
Warrants are produced nightly and approved by the Board of County
Commissioners in a public session on Monday and Wednesday mornings. In
order to have an input document processed, a department must have the
completed form to Accounting on the Tuesday or Friday before the Board
meeting, by no later than 12:00 p.m. However, as incomplete or incorrect
input documents do not post, it may be advantageous to have input to
Accounting at least two days before a Board meeting so that any errors can
be detected and corrected.
POLICIES AND PROCEDURES
411(1
Section Accounting Manual
Wilic Subject Accounts Payable
COLORADO Date 12/19/84 Page 61
For items encumbered through the Purchasing System, the Receiving Document
is the only document needed, as Accounting will match the invoice from the
vendor and make payment.
POLICIES AND PR'u' CEDURES
ti
• WaSection Buildings and Grounds
VineSubject Table of Contents
COLORADO Date 12/19/84 Page 1
TABLE OF CONTENTS
GENERAL POLICIES 2
PARKING 3
CENTENNIAL CENTER AND COURTHOUSE AFTER HOURS 5
MISSILE SITE PARK 6
RENTAL POLICY 7
ENERGY CONSERVATION 12
ACCESS OF HANDICAPPED TO ALL WELD COUNTY BUILDINGS 13
MAINTENANCE OF COUNTY FACILITIES 14
LOST AND FOUND 15
POLICIES AND PROCEDURES
VleiSection Buildings and Grounds
W�iDe Subject General Policies
COLORADO Date 12/19/84 Page 2
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.
4
CIPOLICIES AND PROCEDURES
6V('‘;
' Section Buildings and Grounds
Wi`lie Subject Parking
COLORADO Date 12/19/84 Page 3
+ 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 monthly fee set by the Board must be paid by each individual issued a
parking card. The monthly 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.
6. 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
Payroll Department and maintained by Payroll 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 Payroll.
7. The parking garage will be open from 6 AM until 6 PM Monday through
Friday, excluding holidays.
8. Security within the garage is paramount. All rules will be strictly
enforced.
9. No trucks, campers, pickups with camper shells higher than the cab of
the pickup, or other similar vehicles will be permitted in the garage.
POLICIES AND Pr)CEDURES
Aft 1..
Section Buildings and Grounds
Wine Subject Parking
COLORADO Date 12/19/84 Page 4
10. A change in the operating hours of the garage may be made only through
action of the Board of County Commissioners.
11. 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.
12. Employees assigned to departments outside of the Centennial Complex
that are required to conduct business in the complex will be reimbursed
for parking fees for the hours in excess of one, if the employee uses
an attendant controlled lot. Reimbursement should be claimed on
regular expense form. A receipt for the expenditure is to be submitted
with the claim. A receipt can be obtained by asking the attendant.
13. The County cannot pay tickets or fines for "over parking". These are
the employee's personal responsibility.
POLICIES AND PCEDURES
419141
\ 'j Section Buildings and Grounds
1111€ Subject Centennial Center and Courthouse After Hours
COLORADO Date 12/19/84 Page 5
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.
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 PCCEDURES
IQ { Lisj
Section Buildings and Grounds
MaeSubject Missile Site Park
COLORADO Date 12/19/84 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 PRCEDURES
\ti
'a Section Buildings and Grounds
1111€ Subject Rental Policy
COLORADO Date 12/19/84 Page 7
RENTAL POLICY
1. Effective January 1, 1985, all buildings at Island Grove will be
managed by the City of Greeley. All rental arrangements must be made
through the City of Greeley for those facilities.
2. 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.
POLICIES AND PfCEDURES
ti
;� Section Buildings and Grounds
Vi`Re Subject Rental Policy
COLORADO Date 12/19/84 Page 8
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
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
POLICIES AND PCEDURES
f� Section Buildings and Grounds
Subject Rental Policy
COLORADO Date 12/19/84 Page 9
operator's fee of $6.00 per hour or any portion of that time
will be charged. Arrangements for this equipment must be
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.
3. 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
groups other than County-sponsored groups using the room
after regular hours.
POL I CI ES AND PR"-aCEDURES
l 114 Section Buildings and Grounds
WineSubject Rental Policy
COLORADO Date 12/19/84 Page 10
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.
4. Waiver of fees.
The Board of County Commissioners may 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.
41/1/11- 1
POLICIES AND PROCEDURES
` • \ Section Buildings and Grounds
VIiDc Subject Rental Policy
COLORADO Date 12/19/84 Page 11
RENTAL SCHEUDLE
Library Meeting Room
$15.00 Per hour
Board's Chamber Room
$30.00 per hour
RULES
$50.00 Damage and Cleaning Fee will be applied to rental charges if
everything 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 the event.
Any County labor provided beyond routine service will be charged on a cost
recovery basis determined by the Department Head.
Centennial Center Parking
Inside Parking Space -- Passenger cars/Pickups/Vans -- $12.50 per month
Motorcycles $ 6.25 per month
-- No charge for employees working shifts 5:00 p.m.
to 8:00 a.m.
POLICIES AND PQCEDURES
4: 4v/
ti
Section Buildings and Grounds
Subject Energy Conservation
COLORADO Date 12/19/84 Page 12
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.
r • P0LICIES AND PRICEDURES
1t1-449,
� ' Section Buildings and Grounds
Subject Access of Handicapped To All Weld County Buildings
VIiDc COLORADO Date 12/19/84 Page 13
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.
I P O L I C I E S AND P 4.7 C E D U R E S
- ' 0 I. lei Section Buildings and Grounds
VillicSubject Maintenance of County Facilities
COLORADO Date 12/19/84 Page 14
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 PRVCEDURES
Ctlei Section Buildings and Grounds
VIiDc Subject Lost and Found
COLORADO Date 12/19/84 Page 15
LOST AND FOUND
The lost and found service is maintained by Weld County Buildings and
Grounds located on the parking level of the Centennial Complex. Items found
on the premises are to be delivered there as soon as possible.
POLICIES AND PRCEDURES
44risH'
114 Section Equipment Management
flIPS Subject Introduction
co Date 12/19/84 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.
Effective September 17, 1984, the Equipment Service Manager shall be the
Project Manager under the ARA Contract.
' POLI CI ES AND PrOCEDURES
6(140,
o‘ 411` Section General Administration
IlliSubject Table of Contents
COLORADO Date 12/19/84 page Table of Contents
COUNTYWIDE SYSTEM FOR ROADS AND BRIDGES 39
ROAD AND BRIDGE ADVISORY COMMITTEE 40
UTILITIES AND RENTS FOR GRADER SHEDS 41
REIMBURSEMENT FOR DAMAGE INCURRED IN EMERGENCY 42
PERMITS, REGULATIONS, FEES 43 - 47
POLICY ON COLLATERAL FOR IMPROVEMENTS 48 - 53
PROCEDURE FOR REQUESTING PRE-ADVERTISING ON LAND USE APPLICATIONS 54 - 55
LAND USE PACKETS 56
EMERGENCY CLOSING PROCEDURE 57
AUTHORITY TO INVEST IN GOVERNMENT SECURITIES 58
PROCEDURE FOR CHARTER PETITION 59
USE OF CONSERVATION TRUST FUNDS 61
POLICIES AND PROCEDURES
4111((.;
'j Section General Administration
Vilic Subject Work Sessions
COLORADO Date 12/19/84 Page 3
WORK SESSIONS
The Board of County Commissioners will hold weekly work sessions each
Monday afternoon, beginning at 1:30 P.M.
The work sessions are intended to provide a means of getting specific Board
direction on items which will eventually require Board action or to brief
the Board concerning problems or alternatives involving items which are
soon to be scheduled on regular Board meetings. Budgetary concerns and
policy questions should also be considered at work sessions. For other
types of items, to following alternatives should be used:
Informational Items: Send in writing to the Commissioners' Office to be
routed to the entire Board, or schedule a meeting with the Commissioner
Coordinator and/or Assistant Coordinator for that area of concern.
Items Scheduled for Board Meeting: Certain items which do not represent a
change in Board policy or increase over budgeted levels (some bids, contract
or grant renewals, etc.) can be taken directly to the Board meeting, with a
brief review at that time. Such items can be reviewed with the
Commissioner Coordinator in advance if necessary, who can then relay any
concerns to other Board members or refer them to work session time if
warranted.
Progress Reports/Updates on Programs: Send in writing to the
Commissioners' Office. If the Commissioners have any questions, they will
request that a work session be scheduled.
Work Session/Review Process: In order to facilitate the review/work
session process beginning January 1, 1985, the Board will schedule work
sessions based upon a review/work session request. A form is available
from the Commissioners' Office to be used in the process. All forms should
be in to the Board one week prior to the Monday work session requested. The
Board will review them by Wednesday of that week and schedule those items
requiring work sessions. Items not requiring work sessions will be acted
on by the Board and returned to the department. The Commissioners'
Secretary will take and disseminate minutes of the work sessions.
This process allows the Board to target their time to the most relevant
issues of the County. In addition, time is freed to schedule comprehensive
program and policy reviews of County programs on an on-going basis.
Elected Officials meeting will be held on the second Monday of each month
at 2:00 P.M.
F 1 P O L I C I E S AND PIPCEDURES
ti
'14e Section General Administration
Subject Designation of Departments for Commissioner Coordination
COLORADO Date 12/19/84 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
Building and Grounds Animal Control
Parks and Recreation Missile Site Parks
Veterans Office
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 Housing Authority
Building Inspection Uniform Building Code Board
Board of Adjustment of Appeals
Planning Commission Utilities Coordinating Board
5. Department of Engineering Services
Road and Bridge
Engineering
6. Department of Communications Services
Extension Service Office of Emergency Management
Library Fair Board
PBX Library Board
Information Services County-wide Communications
1
POL I CI ES AND PRCEDURES
1:4;
(4i(
Section General Administration
VIIBc Subject Authorizations
COLORADO Date 12/19/84 Page 7
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.
3. The Chairman of the Board of County Commissioners has standing
authority and is authorized and directed to sign all equipment
maintenance, equipment lease, and computer equipment purchase
agreements.
E. IPOLICIES AND PROCEDURES
Ift1fr►A
Section General Administration
Subject Press Release Policy
COLORADO Date 12/19/84 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).
4. The Office of Emergency Management, under the direction of the
Director of Emergency Management is designated as the Weld County
Agency responsible for gathering and disseminating all public
information associated with an emergency situation in Weld County.
All County officials and employees under the direction of the Board of
County Commissioners, are directed to provide the Office of Emergency
Management all appropriate public information associated with an
emergency situation for dissemination to the public. All County
officials and employees under the direction of the Board of County
Commissioners, are directed to direct all public and media inquiries
to the Office of Emergency Management for coordinated and centralized
information associated with an emergency situation and to refrain from
providing such information to the media or public directly concerning
an emergency situation in Weld County, to insure that complete and
accurate information is disseminated on a timely basis.
() POLICIES AND PnCEDURES
/Olt Section General Administration
VIiDc. Subject Mineral Leasing Policy
COLORADO Date 12/19/84 Page 29
MINERAL LEASING POLICY
Weld County owns mineral rights for approximately 40,000 acres. On
December 19, 1984, the Board of County Commissioners adopted the
following mineral leasing policy by resolution:
1. The term of the leasing period shall be for a maximum of three (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.
6. Royalty interest in the production to be paid to the County shall be
at least twelve and one-half percent (12.5%). Specific amount of
royalty interest to be set by the Board prior to bidding process.
7. Royalty interest in the production to be paid to the County shall be
twenty—one percent (21%) when bidding is waived on small parcels under
ten acres.
POLICIES AND PRAJCEDURES
4, tSection General Administration
IlliSubject Utilities and Rents for Grader Sheds
COLORADO Date 12/19/84 Page 41
UTILITIES AND RENTS FOR GRADER SHEDS
Effective January 1, 1983, the Board of County Commissioners adopted
the policy that where the county owns a house adjacent to a grader shed or
a trailer pad, that item associated with the grader shed will be provided
at no cost. Electricity will be provided for the dwellings located at the
Kiowa grader shed, Gwonda grader shed, and the Mead grader shed while the
current employees utilize and operate out of those grader sheds. However,
when the current operator ceases to utilize one of the above named grader
sheds, that electricity will not be provided to dwelling of the new
employee or employee assigned to those grader sheds. Effective with this
policy, the utility of gas is no longer to be provided to any grader
operator in Weld County.
( " POLICIES AND PrCEDURES
0 t1M4 Section General Administration
SUbjeCt Reimbursement For Damage Incurred In Emergency
COLORADO Date 12/19/84 Page 42
REIMBURSEMENT POLICY FOR DAMAGE INCURRED DURING EMERGENCY,
DISASTER, OR SEARCH AND RESCUE SITUATIONS
The Board of County Commissioners of Weld County on April 4, 1984,
adopted the following policy:
In the event of an emergency, disaster or search and rescue situation, the
Sheriff or Board of County Commissioners, as appropriate, may request an
employee, volunteer, or reserve deputy to utilize their vehicle or
equipment in connection with the emergency, disaster, or search and rescue
operation. In the event the vehicle or equipment is damaged due to
extraordinary use out of no negligence of the claimant, as determined by
the Sheriff or Board of County Commissioners, the claimant employee,
volunteer, or reserve deputy may be reimbursed for actual damages as
determined by the county's insurance adjuster for damage incurred in
connection with the extraordinary use associated with the emergency,
disaster, or search and rescue situation, in addition to normal mileage
reimbursement.
This policy shall not extend to normal use of private vehicles reimbursed
for mileage by Weld County for normal county business, heavy equipment
contractors under contract to Weld County for any purpose, or aircraft.
POLICIES AND PROCEDURES
ti
►f+ Section General Administration
1111€ Subject Permits. Regulations, Fees
COLORADO Date 12/19/84 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.
There is no refund of County Fees once paid. Any deposit to be refunded
under one dollar will not be refunded unless party requests refund in
person, and then a petty cash payment will be made to avoid postage and
handling charges in excess of refund amount.
POLICIES AND PRIJCEDURES
.0I liet Section General Administration
hiDe Subject Procedure for Requesting
Pra_Advartiaing on Land Use Applications
COLORADO Date 19/190u Page 54
PROCEDURE FOR REQUESTING PRE-ADVERTISING
ON A LAND USE APPLICATION
On June 6, 1984, the Board of County Commissioners adopted the following
procedure for requesting preadvertising on a land-use application:
1. The applicant shall submit a letter to the Clerk to the Board's office
when requesting preadvertising for a Board of County Commissioner's
hearing for a land-use application. The letter shall set forth the
reasons why the applicant is requesting the preadvertisement.
2. The Clerk to the Board's Office shall schedule the request for
preadvertisement on the first available regular Board of County
Commissioner's meeting.
3. The Clerk to the Board's Office shall inform and furnish a copy of the
letter requesting the preadvertisement to the Department of Planning
Services.
4. The applicant shall appear at the Board of County Commissioner's
meeting and explain why the preadvertisement has been requested. The
applicant requesting the preadvertisement shall give sufficient
reasons why the Board should approve the request for preadvertisement.
5. If the Board of County Commissioners approves the request for
preadvertisement of the land-use application, the Department of
Planning Services shall provide,the following information to the Clerk
to the Board's Office: '
a. One (1) copy of the land-use application materials submitted
to the Department of Planning Services office by the
applicant when the application was made;
b. One (1) copy of the legal notice prepared by the Department
of Planning Services staff for advertising the land-use
application for the Planning Commission hearing;
c. One (1) copy of the list of surrounding property owners and
mineral owners certified to be accurate by the applicant or
an authorized agent;
(#5 POLICIES O L I C I E S AND PRCEDURES
43/41\f ‘lita; Section General Administration
Procedure for Requesting
Subject Pre—Advertising on Land Use Applications
WPD Date 12/19/84 Page 55
d. A written statement signed by the applicant or authorized
agent stating that all costs associated with the
preadvertisement will be paid by the applicant;
e. In cases where an authorized agent is acting in behalf or an
applicant, written evidence shall be presented to show that
the agent has the applicant's permission to act in his/her
behalf.
6. Upon receipt of the materials by the Department of Planning Services,
the Clerk to the Board's Office shall preadvertise the land-use
application in accordance with established administrative office
procedures.
POLICIES AND PR'L"CEDURES
; `
l ' Section General Administration
ISubject Land Use Packets
COLORADO Date 12/19/84 Page 56
LAND USE PACKETS
Effective with the adoption of a resolution on December 7, 1983, applicants
must provide the following number of Land Use Packets when submitting
applications.
TYPE OF CASE NUMBER OF PACKETS REQUIRED
COZ 20
USR 20
USR Mining 20
SUB - SKETCH PLAN 8
SUB - PRELIMINARY PLAN 22
SUB - FINAL PLAT 22
SUB - REPLAT 20
BOA 10
RE 10
SE 8
ZPMH 8
PUD - SKETCH PLAN 8
PUD - DISTRICT 20
PUD - PLAN 22
ADDITIONAL COPIES MAY BE REQUESTED BY THE PLANNING STAFF IF THEY ARE NEEDED
DURING THE REVIEW AND/OR PUBLIC HEARING PROCESS
POLICIES AND PRCEDURES
Ef110,LWSection General Administration
Subject Emergency Closing Procedure
VI
Date 12/19/84 Page 57
EMERGENCY CLOSING PROCEDURE
At times heavy snow, power outages or other emergencies may require
emergency closing for Weld County offices.
A. In the event of emergency closing the following procedures will be
followed:
1. The Personnel Department will periodically contact appropriate
emergency services office to update the status of road or power
conditions.
2. Conditions will be reported to the Board of County Commissioners
and the Director of Finance and Administration.
3. The Board will determine if and when offices will be closed.
4. The Personnel Department will notify all County departments with
the effective time of closing.
B. Should emergency conditions occur before normal working hours,
employees are urged to listen to local radio stations.
C. Employees should reference Personnel Manual Section "Closure of
County Operations" to see how closure impacts leave days and pay.
POLICIES AND PRCEDURES
it LW'
? � Section General Administration
WIiDcSubject Authority to Invest in Government Securities
COLORADO Date 12/19/84 Page 58
AUTHORITY TO INVEST IN GOVERNMENT SECURITIES
The Board of County Commissioners by resolution on August 22, 1984,
authorized the Treasurer to invest county funds in accordance with Section
30-10-708(1) , CRS, 1973, which states as follows:
". . . Such board by written resolution similarly adopted, may
authorize the county treasurer to invest all or any part of such funds
and moneys in bonds of the United States, or in farm loan bonds issued
in pursuance of the "Farm Credit Act of 1971", 12 U.S.C.A. section
2001, or in the bonds of any other corporation which is or may be
created by the United States as a governmental agency or
instrumentality, or in such bonds as are a direct general obligation
of the state of Colorado, or in bonds of school districts or
municipalities of the state of Colorado not in default, or in county
bonds or county warrants. . ."
POLICIES AND PROCEDURES
l ' ‘k;
PlitiSection General Administration
' Subject Prncedure for Charter Petition
COLORADO Date 12/19/84 Page 59
PROCEDURE FOR CHARTER PETITION
By resolution on April 25, 1984, the Board of County Commissioners of
Weld County, Colorado, adopted the following procedures and clarifications
in order to implement Article XVII of the Weld County Home Rule Charter:
1. For the purposes of implementation of Section 17-1(2) of the Weld
County Home Rule Charter in a manner consistent with the terms of
CRS, §30-11-506(2) , the term "qualified electors" shall be
interpreted to include registered, qualified, electors.
2. For the purposes of Section 17-1(3) of the Weld County Home Rule
Charter, the date of initiation of a proposed amendment, when
initiated by petition, shall be the date said petition is filed
with the Board of County Commissioners.
3. Petitions filed pursuant to Section 17-1 of the Weld County Home
Rule Charter may be circulated at any time and shall be of a form
which shall contain the following information:
a. A statement indicating what is to be accomplished by the
petition, stated in a clear, concise manner to the signer of
the petition with appropriate citation of authority to State
statute and the Weld County Home Rule Charter.
b. A statement directing the Board of County Commissioners to
carry out certain actions pursuant to State law or the Weld
County Home Rule 'Charter.''
c. If the petition is for the amendment of a particular
provision of the Weld County Home Rule Charter, the petition
shall state the section or subsection of the Weld County Home
Rule Charter as it will read if the amendment is duly
adopted.
d. Each line on the petition must provide the following
information: The signature of the signer of the petition,
the printed name of the signer of the petition, the signer's
place of residence shall be designated by street and number
or by Weld County Road number or legal description and an
indication of the appropriate city or town but in no case
shall designation be by Post Office box.
_ POLICIES AND PROCEDURES
(t-f,tieL4,
Section General Administration
Subject Procedure for Charter Petition
ViiP�COLORADO Date 12/19/84 Page 60
e. Each circulator of a petition page must subscribe and swear
to an Affidavit of Circulator before a person authorized by
the State of Colorado to administer oaths and each page of
the Petition must be signed by the circulator.
l
OM)
POLICIES AND PROCEDURES
sf
Section General Administration
Subject Use of Conservation Trust Funds
COLORADO Date 12/19/84 Page 61
USE OF CONSERVATION TRUST FUNDS
By resolution on November 13, 1984, it shall be the policy of the Board of
County Commissioners of Weld County that the criteria for the use and
allocation of Weld County Conservation Trust Funds shall be as follows:
1. To maintain and develop the two existing county parks.
2. Projects must enhance the quality of life for the citizens of
Weld County.
3. Projects must contribute to and complement the economic
development activities of Weld County.
4. Projects must have a county-wide impact or significance.
5. Funds used for local community projects must have substantial
local support and matching local funds.
6. Outside of existing county parks no operating funds shall be
contributed to projects.
Beginning in 1985, the County shall solicit proposals from throughout the
County each year for final submission by May 1 for the preceding year's
funding.
The maximum Weld County contribution to the Civic Auditorium located in
Greeley shall be $500,000 with all allocated funds returned to the County
if construction is not commences by the end of fiscal year 1986.
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