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Home My WebLink About891318.tiff RESOLUTION RE: APPROVE ADDENDUM TO MEMORANDUM OF AGREEMENT BETWEEN WELD COUNTY AND WELD COUNTY SENIOR CITIZEN COORDINATORS AND AUTHORIZE 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, the Board has been presented with an Addendum to the Memorandum of Agreement between Weld County and the Weld County Senior Citizen Coordinators, and WHEREAS , the terms and conditions of said Addendum are as stated in the copy being attached hereto and incorporated herein by reference, and WHEREAS, after study and review, the Board deems it advisable to approve said Addendum. NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld County, Colorado, that the Addendum to the Memorandum of Agreement between Weld County and the Weld County Senior Citizen Coordinators be, and hereby is , approved. BE IT FURTHER RESOLVED by the Board that the Chairman be, and hereby is, authorized to sign said Addendum. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 27th day of December, A.D. , 1989 . BOARD OF COUNTY COMMISSIONERS ATTEST: J� WELD COUNTY, COLORADO Weld County 7rk and Recorder /1./ and Clerk to the Board C.W. Kirby, C airman %21?/:-.4.4. J EXCUSED BY: [G Ge R. Brantner, Pro-Tem DeputleCounty Jerk APPROVED AS 0 FORM: onstance L. Har ert c--- �� J George Ice n Sri G f County Attorney , - fiord 7 ,7 �,' � a �'� - ///,1 ',Z. 891318 ADDENDUM TO MEMORANDUM OF AGREEMENT BETWEEN WELD COUNTY AND WELD COUNTY SENIOR CITIZEN COORDINATORS WHEREAS, the Board of County Commissioners and Weld County Senior Citizen Coordinators entered into a Memorandum of Understanding dated November 20 , 1989, and WHEREAS , a clarification of policies on the use of the funds is necessary, and WHEREAS, a Memorandum dated May 1 , 1989, from Linda E. Piper to WELDCOS stated such policies , a copy being attached hereto and incorporated herein by reference as Exhibit "A" . NOW, THEREFORE, the parties hereby agree to amend the above referenced Memorandum of Agreement by adding that: 17 . Moneys from this grant shall be used in accordance with the policies clarifications found on attached Exhibit "A" . IN WITNESS WHEREOF, the parties above named have executed this amendment on this 27th day of December, A.D. , 1989 . BOARD OF COUNTY COMMISSIONERS WELD COUNTY, COLORADO ATTEST: By Weld County Clerk and Recorder C irman and Clerk to thq B d By: / �C27-C ,Sen Deputyount C Weld County Senior Citizen Coordinators Contractor n By:( )/'L!,? ,272/3 ‘_ '77oa v /President 891318 EXHIBIT "A" I;A , n1E IIORAn ©UM Wilk WELDCOS "lay 1, 198 • w To Date � COLORADO From Linda E. Piper, Director, urea Agency on Aging Vi Clarification of Policies on County General Fund Allocation Subject: I have reviewed the Memorandum of Agreement between WELDCOS and the Weld County Board of Commissioners and consulted with the Weld County Finance Director regarding the many good questions you have raised about the County General Fund monies which you are allocated each year. Below I have addressed each of your issues. I hope this will provide you with the necessary guidelines you need to appropriately manage these funds. 1. How Can General Fund Monies Be Spent? The general terms of the contract state that the monies are to be used for the "purpose of providing senior citizen programs." This means that you have a lot of flexibility as to how you can expend these monies. As far as I can tell , the procedures that you have been following, i .e. spending the monies for purchase of supplies and equipment, were meant to encourage you to make sure the maximum number of seniors in your communiuld benefit from the funds and to encourage you to think about ways to "make the monies grow." In other words, if you purchase supplies for projects for various fund raising efforts, you could see additional benefit from the original 5500 that you received. We encourage you to continue to practice this philosophy. However, you are not precluded from using the monies in other ways that you determine will benefit the senior program in your community. This could be to assist with such things as janitorial services , utilities, insurance, repairs , renovations, equipment purchases, etc. The most important approach that you can take in the management of these funds is to make sure that an advisory committee representing your senior group has the opportunity to offer advice and suggestions as to how the funds should be spent. You are setting yourself up for future problems if you unilaterally make decisions about the use of the monies without incorporating a democratic decision making process. I can't stress enough how important it is to involve senior participants in all phases of planning for your program. In the long run it will strengthen your program. 2. Who Has Jurisdiction Over the Monies? Section 8 of the contract states that ""Weldco' s" may not assign or transfer this agreement, any interest therein or claim thereunder without the prior written approval of "Weld."" (This means without the prior written approval of the Weld County Board of Commissioners. ) 89 .318 "emo, r:elcco ' s "av 1 , 1 ° Paae Two The award is mace tc the WELCCCS as a separate incorporated body. It is not made to your town government. The aesianated senior coordinator from eacn town is responsible for managing and accounting for the expenditure of the monies. In circumstances where the local senior program is closely integrated and coordinates with the town government and town recreational program, it would be appropriate for the Coordinator to allow the town finance unit to handle the oeoositinc and accounting of the funds; however, the town may not make unilateral decisions about the spending of the funds, must track the funds separately from their own general account, and must provide financial reports to the Coordinator as to the status of the funds . The condition for receipt of the funds is that there is an active, designated Coordinator for the town who participates regularly in the WELDCOS monthly meetings and training. If there is no Coordinator, no monies should be allocated. 3. Can Monies Be Placed in Interest Bearina Accounts? Yes, monies may be deposited in interest bearing accounts! 4. Can Monies Be Carried Forward From Year to Year? Yes, monies may be carried forward from year to year. However again, I urge you to make sure that the decision not to expend all the monies in the same year in which they are awarded is with the agreement of an advisory body that is helping you plan for future investments or purchases for your program. If this is not the case, and you have single handedly made this decision, you are setting yourself up for problems with the community. The community and seniors would have every right to question you as to why the funds are not being spent to benefit the seniors. 5. What Are the Guidelines for Return of Equipment? Technically speaking, if a community' s senior program were to completely fold with no future hope of reactivating the program, any supplies and equipment purchased with the county funds would become the property of the Weld County Board of Commissioners. This would especially apply to larger equipment items. I believe the Commissioners and the Area Agency on Aging would want to hold these items in the event that they could be turned back to a new program when it is initiated. In regard to repairs and renovation projects, practically speaking this would not apply. I cannot imagine anyone being interested in tearing shingles off a roof because they technically belong to the county. 6. Can You Use the County Federal ID Number? NO! I hope this memo will clarify any concerns you have had. I am pleased that a thorough discussion was initiated by the WELDCOS. It is to your credit that you are wanting explicit guidelines regarding the expenditure of the general fund award. Please feel free to contact Bev or myself, if you have further questions or concerns. 891318 Hello